Exhibitor Kit

 

Exhibitor Checklist

Please click on the links below to access on-line order forms.

ITEM MANDATORY? DUE DATE
Read PACIFICO & Murayama Inc Rules & Guidelines YES By Move-in
Submit Certificate of Insurance YES July 31, 2017
Exhibitor Registration Deadline YES July 31, 2017
Booth Rendering (Booth larger than 36sqm) YES August 18, 2017
Murayama Inc. Order Forms  –  –
Booth Furnishings, Labour & In-Booth Services Recommended August 18, 2017
Electrical Order Form  –  –
Anchor Bolt Order Form Recommended August 18, 2017
Third Party Contractor Form Recommended August 18, 2017
PACIFICO Yokohama Order Forms  –  –
Booth Cleaning Recommended August 18, 2017
Internet Order Form Recommended August 18, 2017
Parking Pass Recommended August 18, 2017
Catering Order Forms Recommended August 18, 2017
KSA International Shipping Guide** Recommended Refer to package 
KSA International Shipping Form Recommended To be confirmed
Hostess Order Forms  – To be confirmed
Audio Visual Order Forms Recommended August 18, 2018
Lead Retrieval System Order Form Recommended To be confirmed

**Please note: PACIFICO Yokohama does NOT accept any direct deliveries

Supplier Contact Information

Contact Information & Official Suppliers

PACIFICO Yokohama

Exhibitor Logistics General Enquiries Alysha Radvak
WCLC2017-Exhibits at icsevents.com
Registration Logistics Registration Enquiries Aoife Hoey
WCLC2017-Registration at icsevents.com
Murayama Co. General Service Contractor Rei Hirata,Takako Norose
service-wclc2017 at murayama.co.jp
Audio Visual Audio Visual, IT Equipment Rei Hirata,Takako Norose
service-wclc2017 at murayama.co.jp
Catering In-Booth Catering Akira Murakami
akira.murakami at icyokohama.com
KSA International Custom Broker & Transportation mice-logistics at ksa.co.jp
PACIFICO Booth Cleaning (form submission only) c-ecocenter at pacifico.co.jp
Lead Retrieval Lead Retrieval To be confirmed

 

Important Information 

 

Tradeshow Schedule

Date & Location

Exhibit Dates Monday, October 16 - 18, 2017
City Yokohama, Japan
Venue PACIFICO
Exhibit Hall Exhibit Hall B+C

Schedule

Exhibitor Move-in Saturday, October 14
Sunday, October 15
07:00 - 23:00
07:00 - 23:00
Exhibitor Service Centre Saturday, October 14
Sunday, October 15
Monday, October 16
Tuesday, October 17
Wednesday, October 18
07:00 - 23:00
07:00 - 23:00
09:30 - 16:00
09:30 - 16:00
09:30 - 20:00
Exhibition Show Hours Monday, October 16
Tuesday, October 17
Wednesday, October 18
09:30 - 16:00
09:30 - 16:00
09:30 - 16:00
Exhibitor Move-Out Wednesday, October 18 16:30 – 23:59

Overnight exhibitor Move-in is available upon request by contacting Alysha Radvak at WLCL2017-exhibits at icsevents.com

Standard Exhibit Space Package

Each 3m x 3m exhibit space rental unit includes the following:

  • Floor space as assigned
  • 3 sided shell scheme booth
  • Panel with company name
  • One table, two chairs, wastebasket

Exhibit space rental does not include any of the following: additional furniture, carpet, electricity, internet connection, labor, shipping or any other services. These items may be ordered through the forms provided at the end of this Exhibitor Manual.

Please inform Murayama Inc. before August 18, 2017 if you do not require the shell scheme booth package

Shell Scheme Package Information Page

Company Logo & Bio

Please submit company logo and company bio to wclc2017-exhibits at icsevents.com by July 31, 2017. Company logo may be submitted as vector file, all fonts outlined and CMYK color mode. Company bio may not exceed 50 words.

Lead Retrieval

To be confirmed

Exhibit Staff Registration and Badges

Exhibit Booth Staff ONLY

Each exhibiting organization receives two (2) complimentary staff registrations for every 3x3 sqm exhibit space rental unit purchased in the event. Additional Exhibitor Staff Registrations are available for USD 250.00 each, up to a maximum of four (4) staff members per unit. Additional badges may be purchased at the (Non-) Member Delegate Rate. Exhibit Staff Registrations grant exhibitor’s access to the Exhibit Hall during Exhibit Service Center Hours only and the following privileges:

  • Networking breaks
  • Delegate bag (including all conference materials)

An email with a registration password will be sent to all exhibitors. Please refer to the email and the link to register. Exhibitors may collect their badges on-site at the Registration Desk after a brief identification check during the exhibition move in period.

Housing

JTB Global Marketing & Travel Inc. is the official housing bureau for the IASLC 18th World Conference on Lung Cancer and will offer assistance with the coordination of housing requirements for the Conference. Special room rates have been negotiated. The success of IASLC and WCLC 2017 depends on delegates, sponsors and exhibitors using the official Conference hotels by booking through the official housing bureau. WCLC 2017 cannot meet contracted room obligations if delegates reserve rooms outside the official hotel. Rooms that are not filled because of that create an expense for IASLC in the form of financial penalties (attrition fees) and place the financial success of the Conference and the Association at risk, which increases with each booking outside the Conference hotel or booking through channels other than the official housing bureau.

JTB directly on wclc2017_hotel@gmt.jtb.jp or +81-3-5796-5445 to communicate directly with the JTB team.

Exhibitor Move-In & Move-Out

Unloading & Setup

  • All vehicle drivers are required to display a Vehicle Permiton top of the dashboard on the driver’s side for a security guard to inspect.
  • Double parking or other illegal on-street parking will be strictly punished by the local police. Drivers must follow the instructions given by security guards and management coordination staff.
  • All exhibitors and their subcontractors are required to wear their badge or workpermit when entering the hall. Those without proper ID will not be allowed to enter.
  • All vehicles entering the exhibition hall must be less than 4 tons in weight.
  • Drivers are asked to move their vehicles from the loading dock immediately after loading or unloading.
  • Exhibitors are asked to take packing materials, empty boxes, and all remains with them, when leaving the hall.
  • No store rooms are available in the hall.

During the Exhibition

  • All exhibitors are required to wear exhibitors’ badges.
  • All exhibitors are required to go through the Exhibitors Gates when entering in the hall for preparation. The same gates should be used when leaving the hall.
  • No vehicles are allowed in the exhibition hall. All exhibitors are required to use the Exhibitors Gates when carrying catalogs and product samples into their booth by hand, cart, or other means.
  • Unless you have received permission from the exhibition management office, after exhibition close at 16:00, all exhibitors should be out of the building by 17:00.

Booth Removal

  • All vehicle drivers are required to display a Vehicle Permiton top of the dashboard on the driver’s side for a security guard to inspect.
  • Double parking or other illegal on-street parking will be strictly punished by the local police. Drivers must follow the instructions given by security guards and management coordination staff.
  • All exhibitors and subcontractors are required to wear their badges when entering the hall. Those without proper ID will not be allowed to enter.
  • Vehicles are allowed to proceed into the loading dock in the order that they entered the vehicle reception station.
  • Exhibitors are asked to take packing materials, empty boxes, and all remaining items with them when leaving the hall. Any expenses incurred for removing remaining materials will be billed to the exhibitor.
Booth Construction & Move In

Flooring

  • Exhibit Hall B is not carpeted
  • It is mandatory that all exhibit booths install floor covering (carpet and/or hard flooring) through the official show services supplier, Murayama 

Any exhibitor who has not commenced exhibit construction/decoration one hour prior to event opening, is subject to removal by IASLC 18th World Conference on Lung Cancer Secretariat at its own discretion. Moreover, the exhibitor is then liable to IASLC 18th World Conference on Lung Cancer for the agreed exhibit rental fee. The exhibitor is not entitled to damage claims.

Move-in and move-out through the PACIFICO lobbies is strictly limited to items carried by hand by one person. The use of dollies, flatbeds and mechanical equipment is prohibited.

Exhibitors may not bring or use carts, pallet jacks or other material handling equipment which would interfere with the operations of the General Service Contractor. The above will be strictly followed. 

Material requiring the use of wheeled or mechanical equipment for movement must be handled by General Services Contractor and delivered to the advanced warehouse.

The exhibitor and their affiliates are liable for any damage they cause to building, floors, walls, columns, and to standard exhibit equipment. Application of labels, tape, paint, lacquer, adhesives or other coatings to building columns, floors and walls or to standard exhibit equipment is strictly prohibited. Any damages made by an exhibitor and/or their affiliates will require compensation from the exhibitor for the cost of recovering any damaged facilities to their original state. Under no circumstances may the weight of any equipment or exhibit material exceed the maximum floor load weight of the exhibit hall. The exhibitor accepts full and sole responsibility for any injury or damage to persons or property resulting from failure, knowingly or otherwise, to distribute the load of their exhibit material to conform to maximum floor loading specifications.

All exhibits must comply with all regulation established by the safety authorities. All materials used for decorating must be fire resistant. Cartons, boxes and crates may not be stored under tables, behind displays or in any part of the exhibit area. At the exhibitor's expense, empty crates, etc. will be picked-up, stored and returned to each exhibit space after the event.

All exhibitors with an exhibit space in excess of 36 square meters are required to get approval on their booth layouts/designs from IASLC 18th World Conference on Lung Cancer Secretariat in written. The layout, with measurements and building material specifications, needs to be submitted in detailed renderings to IASLC 18th World Conference on Lung Cancer Secretariat no later than August 18, 2017. If exhibit plans are revised after approval has been sent, the revised plans need to be re-submitted for approval as soon as possible. Please allow enough time for exhibit construction approval.

CEILING HEIGHT REQUEST FORM

Maximum booth height restrictions are based on exhibit space:

Booths under 27 sqm (1-3 booths)

2.7m

Booths between 27 sqm and 45 sqm (4-5 booths)

3.6m

Booths in excess of 54 sqm (6 or more booths)

6.0m

** Booths over 4.0m will need approval from the venue and fire department. Please submit your booth drawing and necessary documents (Page 11 of Rules & Regulations) to Murayama Inc. by. by August 18, 2017**

Rigging & Installation

For the rigging structure, please consult Murayama Inc., no later than July 15th with drawing and structure calculation document for quotation.

The arrangement of displayed items or structures shall not disturb other booths or hinder passage of visitors. Displayed items should not create inconveniences to visitors and be kept at least 1’-0” (30cm) away from the exhibit space line. If exhibitors fail to conform to this rule, the secretariat office may demand those items to be relocated. This restriction is designed to give an equal opportunity to every exhibitor in terms of space and visibility.

The IASLC 18th World Conference on Lung Cancer Secretariat, PACIFICO and/or local authorities can enforce an order of dismantling of booths and exhibits that have not been approved or do not follow the regulations. Frequent inspections will be held during the exhibition period. Please adhere to the regulations strictly, for safety purposes.

Custom exhibit equipment is to be pre-manufactured as much as possible before being shipped on-site. Electrical tools such as compressor, welder, electrical saws, electrical grinders, and electrical planes are allowed to be used inside the halls; however working area is to be kept clean.

Ceiling Structure or/and Height more than 4 Meters

Exhibitors who desire to have their booth decoration with Ceiling Structure or/and Height more than 4 Meters will need permission from the venue and fire marshal. Depending on circumstances on fire laws and location from sprinkling system in the venue, exhibitors may need to install Fire Extinguishing Equipment in their booth to prevent cause of fire.

Security

The Exhibition Hall will be locked during non-Exhibit Service Centre hours. Security will be provided during the set-up, show and dismantling period. Although 24-hour security is provided, the ultimate responsibility for displayed exhibits and equipment lies with the individual exhibitor.

Exhibitors will not be allowed to enter the Exhibit Hall during Non-Exhibitor Service Center Hours without consent of the secretariat office. Please note that Poster Presenters will be allowed to the exhibit floor during Exhibit Service Center hours. The IASLC 18th World Conference on Lung Cancer and its affiliates will not be held responsible for the loss, theft or damage to exhibitor supplies at all times.

Exhibitors should take necessary safety measures prior to using dangerous equipment or parts during the show, in order to prevent accidents. Each exhibitor is responsible for the maintenance and safety of their equipment.

Customs & Shipping

Please note that Pacifico Yokohama does not accept any direct deliveries.

Should you be shipping goods to this event and require assistance please contact the official Shipping Company:  KSA International Inc. Please consult the Shipping-Import-Export Technical Manual for full details.

Click here for Shipping Guide

Click here for Shipping Form

Delivery address for small packages sent by courier:
Shimamura Transportation Warehouse Co., Ltd
C/o KSA International Inc.
1-9-15, Matsue, Edogawa-ku, Tokyo
132-0025 Japan
TEL:+81-3-3656-2121
Fax:+81-3-3652-5810
Please call KSA +(81)-3-3504-8674

Liability Insurance

The IASLC 18th World Conference on Lung Cancer does not bear any insurance risk for the exhibitor. The exhibitor is explicitly referred to their own insurance. Therefore IASLC 18th World Conference on Lung Cancer requires all exhibitors to provide proof of liability insurance with a minimum of USD 2,000,000 for each accident or occurrence. Limit of liability must be in place for the duration of the event including Move-In & Move-Out dates. Third party liability insurance certificate is mandatory and must be provided to IASLC 18th World Conference on Lung Cancer Secretariat no later than July 31, 2017. In case the exhibitor receives the invoice after July 31, 2017, the exhibitor is required to provide the certificate of insurance as soon as possible, and must be received prior to move-in! Full coverage must be in effect for the event for which a contract exists.

Interest Insured: Commercial General Liability

  • Inclusive Limit
  • Covering Third Party Bodily Injury and Property Damage
  • Including Non-Owned Automobile
  • Including Host Liquor Liability, if planning on serving Liquor
  • Including Cross Liability Clause

Additional insured to be named:

  • ICS International Conferences Ltd.
  • International Association for the Study of Lung Cancer
  • PACIFICO Yokohama Convention Centre.

Insurance companies may submit their own form (must be in English only) or use the official Certificate of Insurance of the IASLC 18th World Conference on Lung Cancer.

Misc. Information

A.   Announcements/Messages

Announcements will not be permitted during the show.

B.   Parking & Vehicle Permits

All vehicle drivers are required to display a Vehicle Permit on top of the dashboard on the driver’s side for a security guard to inspect.

  • Double parking or other illegal on-street parking will be strictly punished by the local police. Drivers must follow the instructions given by security guards and management coordination staff.
  • All exhibitors and subcontractors are required to wear their badges when entering the hall. Those without proper ID will not be allowed to enter.
  • Vehicles are allowed to proceed into the loading dock in the order that they entered the vehicle reception station.
  • Exhibitors are asked to take packing materials, empty boxes, and all remaining items with them when leaving the hall. Any expenses incurred for removing remaining materials will be billed to the exhibitor.

Vehicle Permit Allocation

  • In order to unload and load materials at the exhibition site, a Vehicle Permit must be obtained for each vehicle entering or leaving the exhibition grounds.
  • Permit will be uploaded on-line for download about 2 weeks prior to the exhibition.
  • The Vehicle Permit must contain the name of the exhibitor, booth number, and names of affiliated contractors.
  • Vehicles without permits or with permits that do not contain the required information will be denied entrance to the exhibition grounds.
  • Vehicles without permits will not be allowed in the hall.

Work Permit

  • All workers must wear their work permit to enter the hall during the construction period.The person from the booth shall ask for the amount they require.*Exhibitors/Worker will need Exhibitor badge to enter the hall during the opening days.

C.   Catering

The exclusive caterer for the PACIFICO is Yokohama Grand InterContinental. Please refer to their order forms on the main page. 

D.   Cleaning

The IASLC 18th World Conference on Lung Cancer Secretariat is responsible only for emptying baskets along the pathways and keeping the shared space clean. Exhibitors will be responsible to keep their booths clean at all times. A vacuuming order form is included in the main page.

E.   Advertisements, Sales Activities and Presentations

The exhibitor agrees to confine all products/ service demonstrations and other sales activities to the limits of the contracted exhibit space and within the maximum height set. Distribution of any material is likewise limited to said exhibit space confines. Exceptions may be given by secretariat office prior to show opening in writing.

The use of games of chance, lottery devices, musical instruments and other sideshow practices is permitted only with written permission of IASLC 18th World Conference on Lung Cancer Secretariat. The use of amplifiers, musical performances and any other sound generating equipment - even for advertising purposes - requires an advanced written approval as well. Noisy demonstrations may be restricted or prohibited even after permission is granted, if such demonstrations are considered a disruption of the general order of the event.

Flashlights and revolving light equipment are prohibited. Lights from one exhibit should not disturb neighboring exhibitors or damage other exhibit booths.

The exhibitors are not allowed to carry items, signboards and brochures for recruitment purposes.

F.   Non-Smoking

The PACIFICO Yokohama provides a smoke-free environment. Smoking is therefore prohibited in the Exhibition Hall and the PACIFICO at any time.

G.   Move-out & Removal

Dismantling of exhibit construction and décor may only commence at the last day of the event after the end of the event. The IASLC 18th World Conference on Lung Cancer Secretariat reserves the right to charge the exhibitor a contract penalty fee if this clause is violated. The Exhibit Space has to be returned in the same condition it was received and no waste is to be left in the aisles or other areas of the Exhibit Hall. Extraordinary cleaning charges will be assessed for the removal of large, unmanageable items. The exhibit space has to be left no later than outlined in the Exhibition Schedule.

After the exhibition, when the subcontractors remove the furniture, exhibitors should take care not to leave behind any belongings in the drawers or shelves. The IASLC 18th World Conference on Lung Cancer Secretariat does not take responsibility for any damages and losses as a consequence. All participants must return the equipment and tools that are leased from IASLC 18th World Conference on Lung Cancer.

Empty crates may only be delivered to the booth after aisle carpet has been removed.

Please contact Murayama Co. if you require additional Waste Removal Services