Invoicing and Cancellation policy

The exhibition stand will be invoiced/charged when the exhibitor has confirmed the place and size of the assigned stand. Any cancellations must be made in writing to cup@brogaarden.eu

Any possible refunds will be made after the event at the exchange rate of the refund date. The Organizers or the Scand-LAS 2017 secretariat cannot be held responsible for any loss caused by alterations in exchange rates.

If cancellation of the stand reservation is received by or on March 31st , 2017, 50% of the total stand fee will be refunded.

If cancellation of the reservation is received after March 31st , 2017, the stand will be charged in full and there will be no refund.

Security

Scandic Copenhagen is responsible for fire protection and general order but not for any damage to or loss of goods, structures or other materials on the stands unless a separate security agreement has been made with Scandic Copenhagen.

Insurance
The exhibitor must take out any liability and goods insurance he seems necessary at his own
expense. Scandic Copenhagen will not assume any responsibility for property stored or left on the premises unless a separate security agreement has been made with Scandic Copenhagen.
The insurance policies held by Scandic Copenhagen cover any damage caused to a third party by the actions of Scandic Copenhagen `s own employees or by any Scandic Copenhagen devices or buildings.

Parking
The exhibition will take place in meeting foyer on the on the ground floor of the Scandic Copenhagen. During on- and off- loading, the vans can park in front of the main entrance and use the main entrance or the banquet entrance for the deliveries to the stands.
IMPORTANT: Please remove the van/car immediately after loading. Permanent parking is on the street or in the garage underneath the hotel. It costs around 195,- DKK per day/place (2016-price)

Stand personnel & name badges
During the congress days stand personnel must wear congress name badges which are to be
obtained on-site from the congress registration desk.
All representatives manning the stand are required to register for the congress in advance by filling in the registration form on the conference web site.

There will be no refund for no-shows.


Sponsors and Exhibitors

A number of sponsor- and exhibition opportunities are available for companies looking to meet new customers and reinforce existing relationships. An exhibition stand provides your company with real presence at the meeting and greatly facilitates networking.

Venue
Scandic Copenhagen
Vester Soegade 6
1601 Copenhagen V
Denmark


See floorplan for exhibitors



Making a booth reservation
In order to book a stand, the exhibitor is requested to use the registration site and register as an exhibitor in order to select the stand you prefer. All reservations will be handled on a “first come – first served” basis. If you have any questions concerning the exhibition kindly contact: cup@brogaarden.eu

    Other sponsor opportunities
  • Congress bags (occupied by Brogaarden)
  • Keyhangers (occupied by Research Diets)
  • Advertisement in printed program: 1 page DKK 7500 / € 1000
  • Advertisement in printed program: ½ page DKK 4500 / € 600
  • Pen in congress bag (one sponsor) DKK 7500 / € 1000
  • Notebook in congress bag (occupied by Ellegaard) DKK 7500 / € 1000
  • “Gadget” in congress bag (Maximum of two sponsors) DKK 6000 / € 800
  • Brochure or flyer, of maximum 8 pages - papir size A4, in congress bag DKK 3750 / € 500

If your company would like to sponsor any of the above mentioned items or have other sponsor requests, please contact cup@brogaarden.eu for opportunities and requirements.

Advertisement in printed program needs to be sent to The Meeting Planners.
Deadline: May 1st, 2017.
Format: PDF - vertical.

Danish VAT
All prices mentioned above are excl. 25% VAT. None of the prices includes the items for the congress bag. The sponsor should provide the items.

Stand sizes and rates
Stands are from 4-24 m2 and prices are from DKK 13500 / € 1800 incl. VAT pr. stand. (Price per m2 DKK 3375 / € 450 incl. 25% VAT. Minimum size is 4 m2)

All representatives manning the stand are required to register for the congress in advance by filling in the registration form on the conference web site.

Location of the Exhibition
The exhibition area is located at the congress center. Please see the enclosed floor
plan of the exhibition. Coffee and lunch will be served in the exhibition areas during the congress
breaks.

Exhibition opening hours
The exhibition is open during the congress as follows:
Tuesday, May 30th , 2017 at 13.00 – 17:00 (the Scientific Program starts at 13.45)
Wednesday, May 31th , 2017 at 09:00 – 17:00 and at 19.00 – 22.00 during the Exhibitors evening.
Thursday, June 1th, 2017 at 09:00 – 13:00

Stand set-up and dismantling
The exhibition area and the stands are open for set-up on the following times:
Monday, May 29th from 14.00 - 22.00 (stand # 5-40)
Monday, May 29th from 18.00 - 22.00 (stand # 1-4)
Tuesday, May 30th from 06.00 to 12.00 (all stands)
Kindly notice that the exhibition area should be ready and final installation completed latest by 13.00. The Scientific Program starts at 13.00.

The exhibition dismantling time is Thursday, June 1th from 13.00 to 18.00.
The stand should be completely cleared by this time.
The exhibitor is responsible for the installation and dismantling of his own stand materials.

Storage of exhibition packaging materials after Scand-LAS
Room # 1 is reserved for storage of packaging materials during and after the event and until Friday June 2nd at 13.00 hrs. By that time all materials should be picked up by your courier. Notice that the room is only 70 m2 to be shared for all, which you may consider when planning your shipments.

Stand and rental of additional exhibition furniture and decorations
The general maximum building height in the main foyer (Stand # 1-25) is 2,8 m.
The general maximum building height in room 8+9 (Stand # 26-40) is 4,0 m.
The price of the stand includes floor space only. To request any additional structures, electricity, furniture and decorations or a proposal of a modular booth or for a design booth construction, please contact:
messeshop@holmud.dk and list the following:

  • Companyname
  • Contactperson
  • E-mail adress
  • Refer to: Scand-LAS Congress, Scandic Copenhagen

Then you will receive a unique login to costumize your own booth.

Exhibitors are also free to bring additional decoration materials and booth furniture themselves.

In case you want to install your own booth, built by an external stand-building company, please send a draft / sketch of your booth to cup@brogaarden.eu for approval before 1st March 2017

Use of exhibition space
Approval must be obtained from Scandic Copenhagen in advance for the following:
the location of any object weighing more than 400 kg, structures and fittings higher than 250 cm. No exhibits or publicity products may be mounted on the floor, walls, ceiling or columns. The exhibitor will be liable for any damage caused by him to the building or the exhibition area.

Catering services
Scandic Copenhagen has exclusive catering rights. Exhibitors may not serve any products brought to the stand themselves apart from their own company`s sweets or other similar products. Any extra catering services should be ordered in advance from mb@meetingplanners.dk


Transport and storage
All exhibition goods must pass through a door with dimensions: door width 238 cm, door height 230 cm. Scandic Copenhagen has limited space for storing incoming or outgoing exhibition goods or other materials.

In case material and goods are wished to be delivered before the event, dates and time must be negotiated with Scandic Copenhagen meeting.copenhagen@scandichotels.com The shipment must include the following information:

Scand-LAS, May 30th – June 2nd 2017, booth no. xx
c/o Scandic Copenhagen, Trine Lund
Vester Soegade 6
1601 Copenhagen V

DENMARK

The exhibitor will be responsible for the ground handling, reception, unpacking and storing of his goods and for their removal after the exhibition. The exhibitor is responsible for all possible costs related to their material handling and storage.
If you use a transport, forwarding or courier service to deliver materials make sure there is someone to receive the goods at your stand. The personnel of Scandic Copenhagen cannot sign material on your behalf.


Storage of exhibition packaging materials before Scand-LAS
Room # 8 will be reserved for storage of packaging materials the day before the event. Notice that the room is only about 200 m2 to be shared for all, which you may consider when planning your shipments.


The Meeting Planners
Lyngby Hovedgade 44A, 1
2800 Kgs. Lyngby, Denmark
Phone: +45 6021 7421
Email