Each exhibitor/supporter has received an e-mail with login details to access the Portal. The Portal enables Supporters and Exhibitors to:

Submit Company logo and profile
Order Lead retrieval (Badge scanners)
Order exhibitor badges
Submit booth drawing (for “Space Only” booths)
Submit other deliverables as per contract

Link to access the Portal https://exhibitorportal.kenes.com

Notes:
The login details has been sent to the person signing the contract. This person is responsible for passing on the login details to third party if needed.
Access to all Portal services will be available only after submission of your company profile and logo.
Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.

Action Item	Deadline	Contact Person
Hotel reservation for Staff	As soon as possible	https://hotels.kenes.com/congress/AUTO24 or email us at: rangelova@kenes.com
Company logo and profile	As soon as possible	Via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com
Designed Booth Approval	Monday, 15 April
Text for Fascia (Shell Scheme stands only)	Monday, 15 April
Lead Retrieval Wireless Barcode Reader	Thursday, 16 May
Badge Order	Friday, 3 May
Electricity	Wednesday, 17 April	GR Matjaž Mohar Matjaz.Mohar@gr-sejem.si Petra Korenjak Petra.Korenjak@gr-sejem.si Equipment Catalogue Order Form
Furniture Rental
Shell Scheme Extras/ Graphics/Signage
AV/Internet
Hostesses & Temporary Staff Hire
Booth Cleaning
Stand Catering	Friday, 3 May	VIVO Catering – info@vivo.si Ms. Sanja Mesarič /Ms. Tea Gmeiner For MENU, please click HERE
DELIVERY
Door to Door Shipments	Please contact Merkur	Merkur Expo Logistics Mrs. Irit Sofer Mobile: +972 52 8890 129 E-mail: Irit.sofer@merkur-expo.com Shipping Instructions HERE
Shipment via Frankfurt Advance warehouse	Thursday, 9 May
Exhibition goods – Direct deliveries to Congress venue	Subject to time slot, only full load trucks

	EXHIBITION TIME TABLE
SET-UP	Thursday, 16 May	10:00-22:00 (For Space Only Stands)
	Thursday, 16 May	12:00-18:00 (For Shell Scheme Stands)
	Friday, 17 May	08:00-13:00
	Friday, 17 May	13:00-17:00 (Quiet set-up: decoration only)
Exhibition Opening Hours	Friday, 17 May	17:30-end of Welcome Reception
	Saturday, 18 May	09:30-17:15
	Sunday, 19 May	09:30-17:15
	Monday, 20 May	09:30-17:15
Dismantling / Breakdown	Monday, 20 May	17:30-23:00

• The timetable is subject to possible changes in accordance to the scientific program.
• Dismantling of the stands before the official hour is not permitted.
• All shell scheme booths are required to be on time for dismantling from the hour that it is written that it starts, so that they can pack their materials to enable the official builder to dismantle their booth.
• All exhibitors should be in their booth 30 minutes before the official opening hour.

Please Note:

• Empty crates and packaging material must be removed after set-up and no later than Friday, 17 May at 12:00.
• Personal Protective Equipment is A “MUST” during set-up dates: 16-17 May (also for Shell Scheme exhibitors!) and during dismantling on 20 May. Access to the exhibition hall will NOT be allowed without safety shoes.
• Access without SAFETY SHOES is allowed only during the decoration time – 17 May from 12:00 – 17:00.
• Please do not leave any visible valuable articles at your booth.
• It is the exhibitor’s responsibility to dispose of all materials after dismantling.
• Any equipment, display aid or other material left behind after Monday, 20 May at 23:00 will be considered discarded and abandoned. Any charges incurred for waste removal will be sent to the exhibitor.

Waste Removal

• It is the exhibitor’s responsibility to dispose all materials after dismantling.
• Any charges incurred for waste removal will be sent to the exhibitor.

Welcome Reception at the Exhibition Hall

On Friday, 17 May, you are cordially invited to the Opening Ceremony held in the Plenary Hall at 18:00 and to the Welcome Reception held in the Exhibition Hall from 19:00. Exhibitors are asked to please man their booths during the Welcome Reception.

Blackout Policy

We kindly request that all congress supporters (sponsors and exhibitors) respect the Autoimmunity blackout policy and refrain from holding organised meetings or events for more than 8 people parallel with the scientific sessions and the Welcome Reception. In addition, please note that the Faculty Dinner will take place on Sunday, 19 May 2024.

Blackout Times

Friday, 17 May	17:30 – 20:00 (end of Welcome Reception)
Saturday, 18 May	09:30 – 17:15
Sunday, 19 May	09:30 – 17:15
Monday, 20 May	09:30 – 17:15

Exhibition Floor Plan

The floor plan has been designed to maximize the exhibitor’s exposure to the delegates.
For most updated floor plan and list of exhibitors, please click here

All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name. Individual participant names will not appear on badges in order that they may be used interchangeably between staff members.

Exhibitor badges will be given as per your contract.

Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm after.

Any additional exhibitor’s badges will be charged an exhibitor registration fee of €150.

Companies can purchase a maximum number of exhibitor registrations as follows:

✓ Stands of up to 60sqm – 15 exhibitor registrations

✓ Stands larger than 60sqm – 25 exhibitor registrations

Exhibitors badges allow access to the exhibition area, refreshments, and Welcome Reception.

Please submit the company name to be printed on your exhibitor badges online via https://exhibitorportal.kenes.com

If you wish to order additional exhibitor badges, please contact the registration department at: reg_auto24@kenes.com

Deadline: Friday, 3 May, 2024

Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

All personnel are required to wear badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Company name badges are for the use of company personnel for Booth manning purposes and should not be used by companies to bring visitors to the Exhibition. Exhibitor badges will not be mailed in advance and may be collected from the onsite Exhibition Manager Desk.

WHAT IS K-LEAD APP?

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth or attend your symposium. The information obtained by lead retrieval system enables Exhibitors and symposium to enhance their database by securing valuable leads for further marketing and communication.

HOW DOES IT WORK?

Exhibitors and supporters can download the “K-Lead” app onto their own smart phone or company tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge (Exact operational guidelines will be shared in due course).

The advantages of the “K-Lead” application:

• Effortless process using registration badge barcode.
• Allows to immediately view the leads information.
• Ability to insert exhibitor’s comments for each lead
• Ability to quickly scan delegates as they enter the session hall by using the “Quick Scan” function
• Application is available for download from Apple store or Google play: “K-Lead App”.

COST

Cost per license – EUR 600 (excluding 4% credit card charges fees, excluding VAT if applicable)

NB! Please note device is not included.

Order deadline is Thursday, 16 May, 2024

HOW TO PLACE AN ORDER? 

To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

Login details to the Portal have already been sent to the primary contact listed in our system upon signing the sponsorship agreement.

IMPORTANT TO KNOW

In accordance with the general data protection regulation (GDPR), Kenes Group has updated its privacy policy.

You can view our updated privacy notice here.

Kenes will not share delegate’s personal data with third parties without their consent.

Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition booths or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future.

Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details.

In addition, please note that neither Kenes Group nor the Organizing Committee is responsible for the content of the information.

Exhibition Area

The Exhibition is being held in KUPOLA Hall (A), located on Ground floor.

Photos of Kupola Hall in this link: https://www.ljubljanafair.com/the-halls/4419

Virtual Tour click HERE

Important:

Please note that Kupola Hall has glass walls with no curtains. When planning the booth, please take into consideration that the daylight might affect your booth presentations.

Please be advised that although the KUPOLA Hall has glass walls, this hall is rather dark and receives limited daylight. Therefore, we highly recommend adding additional lighting to your booth.

Floor

The Kupola floor is a smooth concrete.

Maximum Floor Load: 1000kg/m²

Floor Covering

It is recommended to have a carpet or any floor covering. For shell scheme booth the carpet is included. For space only booth, you may bring your own carpet/floor covering, or you can order it via the official stand builder: GR.

Carpet Catalogue HERE

All floor coverings must be secured and maintained so that they do not cause any hazard.

Fixing of floor covering to the hall floor may only be carried out using approved tape.

Mechanical damage or soiling which cannot be removed during the normal cleaning and maintenance of the floor will be repaired at the expense of the person/company causing the damage.

Exhibitors/stand builders are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.

Ceiling Rigging – Ceiling hanging is NOT permitted.

Entrance door to KUPOLA HALL – 4m wide x 3.3m high

Raised Floor / Platform

• The organizers must be informed if the booth has a platform (when submitting the drawings for approval).
• Before placing the platform, the exhibitor/stand builder must confirm that service(s) provide by the Official Contractor (electricity, water, cables, Internet, etc.) are in the right place. Access to the service points/water tramp/electricity tramp are compulsory when a platform is installed (keep those points accessible!). Once the platform is installed, no new services that need to go under it will be accepted.
• The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
• Please note that if your booth has any kind of elevation/platform, you are required to provide a ramp to ensure access for people with disabilities.

Electricity and Electrical Installations

According to the regulations, the electrical installations for the Exhibition will only be connected to the power supply after being checked and approved by the GR.
GR team is the only company allowed to connect any kind of device directly to the main power sources.
Only GR team is authorized to provide the electrical switchboard for the power points. Thus, every exhibitor should order an electrical switchboard from the GR and to pay for the electrical consumption according to his power needs.
For ordering please refer to this ORDER FORM.

GR team will check that the official electrical switchboard is not removed from the booth.

• Electrical switchboards provide by the venue cannot be manipulated, adjusted, or damaged. The cost of a damaged Electrical box will be charge to the company who has ordered it.
• GR staff are authorized to unplug the whole booth electrical installation if they detect that it is not properly done, with a possible danger.

Please note the following:

• Electrical switchboard and/or various power outputs will be ALWAYS delivered on the booth floor. Exhibitor/Stand Builder must check how to place it inside the booth to be hidden and accessible.
• Electricity supply from the neighboring stand is not allowed!
• It is the exhibitor/stand builder/electrician responsibility to advise how to connect your box provided by GR.
• It is compulsory to use plastic protectors to hide electrical cables (at the exhibitors’ expense).
• Electrical extensions ordered will be supplied next to the electrical box and the exhibitor/ stand builder will have to place them in the space they need them.
• Electrical connections (220 V, 380 V).
• Electricity is coming from cable ducts.
• Please note that the daily power supply to booths will be switched on 1 hour before the exhibition’s opening and will be switched off 1 hour after closing time.  If you wish to order power supply for 24 hours, please refer to the GR order form.

Access to Exhibition Hall During Setup and Dismantling

No need to register or have any construction badges for stand contractors and staff during setup and dismantling period.

Loading / Unloading

Vehicles entering the unloading area through Dunajska street.

 

Only Merkur Expo can operate machinery inside (forklifts, etc.) to unload/load trucks. Security at the entrance will allow access to the loading bay considering its capacity.

Entry to the unloading area is subject to a confirmed time slot with Merkur.

Every van / truck / car needs a time slot for unloading. After they are finished unloading the vehicle they need to leave the loading bay. There is no parking space at the venue.

Deliveries to the Venue
Please be advised that neither the Organizers nor the GR can accept deliveries on exhibitor’s behalf and arrangements must be made for a stand/company representative to be available when deliveries are made.
Merkur will receive shipments at the venue starting from Thursday, 16 May.
Deliveries arriving before this date will be refused by the venue.
Any charges incurred for early freight accepted by the GR are the responsibility of the Exhibitor. Certified weight tickets must accompany all shipments.

Please note: All materials received by Merkur are subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors. Refer to the material handling form for charges for the service working hours.
As a courtesy to the delegates and your fellow exhibitors, deliveries or the removal of any equipment to or from stands must be made 30 minutes before or after exhibition opening hours.
It is recommended that all contractors, drivers, and exhibitors bring their own trolleys to transport goods to and from their stand.

Entrance Doors to Exhibition Hall

Entrance doors to KUPOLA HALL (A): 4m wide x 3.3m high

GR_Halls Map

How to Get Here

Visit the event – Ljubljana fair

Quickly. Simply. Carefree.

The GR – Ljubljana Exhibition and Convention Centre is located in the very centre of the Ljubljana city, just a few steps from the heart of it. Plan your way to the venue for a carefree visit.

Parking

In the vicinity of the GR, there are parking lots available along following streets: Vilharjeva, Železna, Linhartova, Valjhunova and Dunajska. During large fairs and events, we also recommend the use of the Bežigrajski Dvor Parking House and the parking lots in Parmova street and at the Railway Museum, only few minutes’ walk away.

Visit the event – Ljubljana fair

 

Shell Scheme which has been pre-booked with Kenes includes the following:

• Shell Scheme Octanorm System. Panel Size:100cm wide x 250cm high*
• Company name on Fascia board printed in standard lettering
• One clip light for each 3 sqm space
• Carpet – Blue Roy
• Furniture: Table (Catalog #208A) + 2 Chairs (Catalog #8A)
• Small trash bin (catalog #72A)
• Electricity –  1,5 kW, 220V/10A twin socket outlet

*Visible size for graphic: 96  x 240 cm high plus 2 cm bleed

Booth Package does not include:

• Stand cleaning
• Booth cleaning and other products and supporting services can be ordered via the GR ORDER FORM
  

Deadline to submit any graphics: Wednesday, 17 April.

Please always state your company name, booth number when submitting your request.

Note: Corner shell scheme booths are provided with two open sides and 2 fascia panels with company name.

Fascia Sign

*Maximum of 21 characters (including spaces) may be written on your fascia (valid for 9 sqm booths).

Please submit lettering for fascia via the Exhibitor’s Portal by Monday, 15 April.

You can submit your design/Facia on the Exhibitors’ Portal: https://exhibitorportal.kenes.com

Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

If the text for your fascia is not received by this date, we will provide you with a fascia title as per your application form.

If you wish to print your logo on the board, instead of your company name or in addition to the name, this can be ordered at additional cost via the official contractor.

Technical Information and Regulations for Shell Schemes Booths

• All basic shell scheme booth will be designed and built by the GR– the official stand contractor.
• Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor and the Exhibition Manager before Wednesday, 17 April.
• No free-standing stand-fitting or display(s) may exceed a height of 2.5m or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
• It is not allowed under any circumstances to cut, nail or drill into or through the walls, facia, floor or ceiling.
• Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
• It is possible to use fishing line (nylon) to hang pictures etc.
• An exhibitor occupying a booth at the corner can request to close the additional side(s). If the official stand contractor and the Exhibition Manager is not being notified in writing before Monday, 25 April – it will be assumed that the exhibitor will have opening on the additional side(s).
• A back wall of a booth (any booth type) cannot be used by other exhibitors.
• Shell scheme booths will be provided with a blue If an exhibitor wishes to change the color of the carpet in the booth, additional cost may be incurred. Please contact the GR– the official stand contractor.
• Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.
• Exhibitors requiring additional equipment may contact the GR– the official stand contractor – as per published deadlines (see section “Deadlines & Key dates”).

IMPORTANT TO READ: For Safety and Fire Regulations please click here

Exhibitors using independent contractors are required to submit the following for the organizer approval:

• A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed Booth to be built.
• Position of your booth on the floorplan with orientation
• Utility connections: electrical, water and drainage – a list of all appliances
• The name and contact details of their construction
• Certificate of materials used for your booth.

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com

Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

Deadline: Monday, 15 April

• The maximum building height for the top of all elements is 4 meters.
• Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and that they do not endanger life and health.
• Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.
• Ceiling Rigging is NOT permitted
• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the Exhibition material that is placed outside the booth will be removed at the exhibitor’s expense.
• Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved. 
• Island booths should be partly accessible on all “open” sides. We try to keep the exhibition as open and inviting as possible. Wall construction alongside aisle is allowed but max 1/3 of side to side may be covered.
• Construction finish must be perfect in all the stand’s visible areas, including rear
• Raised floor/platform: Please note that if your booth has a platform/raised floor, you are required to provide a ramp or sloped edging around the entire booth to ensure access for people with disabilities. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible to avoid trip hazard.
• Advertising on the boundary with other stands is prohibited.
• Multilevel structures are not permitted.
• Arches, bridges, or similar constructions connecting two or more Booths are not allowed.
• Screens or any kind of equipment to be shown or demonstrated may not be placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisles.
• Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth).
• All structural back walls of neighboring booths must be properly decorated. Back Walls (reversed side) over 2.50 m in height must be finished in white: no wiring, no graphics, no logo. Advertising on the boundary with other booths is prohibited.
• A back wall of a booth (including shell booths) cannot be used by other exhibitors.
• Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and that they do not endanger life.
• Coffee bars or other F&B-stations must be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle.

Kindly note:

• The organizers will not approve booths that do not comply with the accepted standards until the necessary changes have been made.

• Work cannot commence until the booth drawings are approved by the organizers.

• The used spaces must be returned to the GR completely clear of all items and the Exhibition areas restored to their original state.

Booth Catering

Please note that you may bring your own food & beverage samples and branded bottles of water to serve at your stand. Bringing your own Barista is also permitted.

Additional catering services are Exclusive to ​the VIVO Catering, a Partner of the GR, provides a diverse range of catering services to meet your specific requirements.

For any questions, please contact Ms. Sanja Mesarič /Ms. Tea Gmeiner from VIVO Catering.

E-mail: info@vivo.si; catering@vivo.si

For VIVO Catering MENU, please click HERE

Exhibitors who wish to order food and beverages for their stand are welcome to do so directly with the catering company.

Booth Cleaning

The organizers will arrange for general cleaning of the exhibition premises prior to the opening of the exhibition and daily prior to opening thereafter (excluding exhibit booths and displays).

Exhibiting companies cannot clean the venue facilities surfaces to avoid damaging them.

If you wish to order booth cleaning for your booth please use the GR ORDER FORM

Hostesses and Temporary Staff Hire

To order Staff for your booth please use the GR ORDER FORM

Internet & Wi-Fi

For wired internet connection please use the GR ORDER FORM

Important:

• Please be advised the Private Wi-Fi networks installations in the stand is not allowed.
• The Venue and the organizers reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage.
• The Venue and the organizers must be informed in advance when the stand has a platform as well as the scheduled set-up day and time due to internet foundation.
• Complimentary Wi-Fi will be provided by the Congress during official Congress days at most areas.
• This public Wi-Fi connection is limited for basic web browsing or checking emails.
• If you would like to book enhanced Wi-Fi, please email Matjaz.Mohar@gr-sejem.si
• Wired internet connections come from cable ducts.

Should you have any internet-based feature/device/activity at your stand (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your stand (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.

Note regarding technical support: we will ensure that the service you purchased is functioning as it should, however we cannot troubleshoot or repair issues with client-provided equipment.

Security

Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area.

Neither the GR nor the organizers can accept responsibility for the security of the stands and their contents. The GR as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their stand and equipment.

Storage

The GR has no storage facilities. Short-term storage of materials left over after assembly (empty boxes, crates, cases, palettes etc.) should be coordinated with Merkur team (payable service).

Under no circumstances may packing materials of any kind be left in the aisles, on the stands, around or behind the stands.

Please contact Merkur with information on sizes and number of parcels, size, and storage period. E-mail: irit.sofer@merkur-expo.com

Shipments sent directly to the venue prior to the set-up period, will be refused by the venue.

Once the event & dismantling are over, the GR shall not be held responsible for the safekeeping and/or storage of any items left in the building. If the GR takes care of the removal of these items, it will be charged to the exhibitor.

Accommodation

Kenes International is offering exhibitors specially reduced rates for various hotels around the venue.

Information, pictures, location and rates are available on the hotel accommodation page: Why Book With Us – Autoimmunity 2024  (kenes.com)

For group booking (10 rooms and more) please contact Ms. Ralitza Angelova

E-mail: rangelova@kenes.com

Different payment and cancellation conditions apply.

Animals
It is not permitted to bring animals into the GR.

Build-Up & Dismantling Period

• During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol, drugs or any other type of substances that could alter the perception of risk.
• The Exhibitors and contractors are required to wear the necessary personal protective equipment (PPE) such as protective helmets, eye protection, and hand protection required by the specific work activity, with special attention to the safety shoes/boots inside the facilities for your own safety.
• The use of cutting machines, welding machines, sanders and a spray gun is strictly forbidden.

Health & Safety

• It is the responsibility of the booth holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
• It is recommended that the booth holders appoint a supervisor for the booth, with the specific responsibility for ensuring the health & safety of their staff and stand builders. It is advisable that a Risk Assessment is completed for the booth and submitted to the organizers.

Children
No person under the age of 18 years can be admitted to the Exhibition, either during build‐up, opening days or breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the exhibition.

Compressed Gases
Use of compressed gases is not allowed.

Damage to the Building
Boring, screwing, nailing, or the use of paint, glue, adhesive stickers, fixtures of any kind or anything that can damage the structural elements of the building (floor, walls, ceiling, pillars…) are not allowed. In case of damage of the facilities, the cost of repair or replacement will be charged to the exhibitor.

Disposal of Material
It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.
When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the GR in removing this property will be charged to the exhibitor.

Fire Regulations
Fire and Safety Regulations HERE

Fire Insurance (compulsory)
Exhibitors must be insured against fire.

Smoke
It is not permitted the operation of any machine in the exhibition that emanate fumes, gases or steam, or any item or device that generates heat or contains flame.

Hanging of Posters, Banners etc.
Hanging of posters, banners or decals, stickers, or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of GR are not allowed.

Insurance (compulsory)

• Exhibitors are required to take out appropriate Insurance. Third part liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
• Neither the organizers nor the GR, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
• The organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance that covers all injuries to persons and damages that might cover in connection with the exhibition.
• Exhibitors are personally liable for all expenses incurred by the organizers or by third parties in regard to technical services provide.
• We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

Liability

• Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages.
• If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
• The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the GR or any part thereof in any manner whatsoever.

Sound equipment and Music
In general, the use of sound equipment/music in booths is permitted as long as the noise level does not disrupt the activities of neighboring exhibitors.
Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).
It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.
Further guidelines:

• Live music is not allowed.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are reminded that third party copyrights should not be infringed. The organizers have no copyright responsibility in respect of any exhibiting company.
  Proper dispensation must be obtained and any royalties due, paid prior to the use of materials. Should any copyright dispute arise, the organizers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

Security

• Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area. The organizers and the GR cannot accept liability for loss of or damage to private property or goods.
• Neither the GR nor the organizers can accept responsibility for the security of the booths and their contents. The GR as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any goods. Exhibitors are fully responsible for the security of their booth and equipment.
• Please consider hiring extra security for your booth if needed.

Promotional Activities

• All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
• Advertising material and signs may not be distributed or displayed outside the exhibitor’s booths.
• Advertising activities must not cause obstructions or disturbances in the gangways or at neighboring booths.
• The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are allowed to film on their own booth, staff and material, but all equipment and camera crew must stay within the exhibition booth. Filming of other exhibitors and their materials, Congress features or any sessions is expressly forbidden unless permission has been given by the exhibitor or the organizer respectively.
• The photographing of booths is not permitted during the setup/breakdown of the exhibition unless the photographer is hired by the exhibitor to take photographs of his/her own stand and can avoid inclusion of neighboring booths. Photography during the opening times of the exhibition of all aspects of the event is allowable in all instances except in cases where the photographer or photography equipment would cause an obstruction or danger to delegates / staff visiting or working in the exhibition hall.

Smoking Policy
The GR operates a NO SMOKING policy in ALL halls.

Special Effects
Special effects lighting, live music, smoke and laser projection may not be used in the booths.
No permission will be given for projection in the aisles or on the walls of the hall.

Waste Removal

Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. The used space must be returned completely clear of all items and restored to its original state.

The GR reserves the right to access inside the booth in order to check the compliance with the their regulations.

Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.

IMPORTANT:

Exhibitors must also comply with rules and regulations as specified by work health safety laws.

These technical guidelines ore contractually binding and are to be followed by the Organizers and exhibitors including the exhibition service and stand construction companies commissioned by them to perform work on site.

The shipping instructions include the following information:

• Shipping Instructions
• Tariff
• Material Handling Form
• Labels

Delivery & Logistic Services

Hermes-Merkur Ltd. has been appointed the official forwarding agent and clearance agent for this Conference and offers the following services: customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition Hall.

For security, insurance, and efficiency reasons, Hermes-Merkur is the sole official agent to handle cargo inside the venue.

Booth builders are prohibited from using trolleys during set-up and dismantling periods.

Kindly note that the official agent is the exclusive agent for move in and move out of the venue. Exhibitors and Booth builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent.

Insurance of Goods

All cargo should be insured from point of origin.

Exhibition Goods and Display Materials

Please note that all materials entering the venue incur a handling charge.

To receive a price quote for handling and to assure arrival of your materials, please be sure to complete the “Pre-advice” form included in the shipping instructions.

Please Note: All advanced shipments and deliveries to the Hermes/Merkur warehouse, including by courier, must be coordinated with Hermes.

In order to assure receipt of sent materials, Hermes must receive the “Pre-advice” form found at the end of this section.

Please complete this form and return it to mailto:  irit.sofer@merkur-expo.com

You will then receive confirmation of your material arrival.

Merkur Expo Logistics

Contact: Mrs. Irit Sofer

Mobile: +972 52 8890 129

E-mail: irit.sofer@merkur-expo.com

For shipping instructions, tariff and labels please click here.

Kenes Group Contacts:

Congress Organizer

Kenes Group

Rue François Versonnex 7 1207 Geneva, Switzerland

Tel: +41 22 908 0488 | Contact Us

Exhibition Manager

Hanna Safier

M: +972 54 678 7820 | Email: hsafier@kenes.com

Registration Specialist

May Buzaglo

Tel: + 41 22 908 0488 Ext: 978| Email: reg_auto24@kenes.com

Hotel Sales Manager

Ralitza Angelova

Tel: +41 22 908 0488 Ext. 279| Email: rangelova@kenes.com

Hotels Listing: 

Why Book With Us – Autoimmunity 2024  (kenes.com)

Venue

GR – Ljubljana Exhibition and Convention Centre 

Gospodarsko razstavišče d.o.o, Dunajska cesta 18
1000 Ljubljana, Slovenija

Website: https://www.ljubljanafair.com/

Congress Website

For updated information regarding the Congress, please visit the website: https://autoimmunity.kenes.com/

 

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Official Contractors:

Stand Construction & Fittings, Furniture Hire, Electrics, Internet , AV, Graphic, Carpet, Cleaning,  Hostesses

GR – Ljubljana Exhibition and Convention Centre

Mr. Matjaž Mohar

Mrs. Petra Korenjak

Tel: +386 (0)1 300 26 54
Fax: +386 (0)1 300 26 49

E-mail: matjaz.mohar@gr-sejem.si

E-mail: Petra.Korenjak@gr-sejem.si

Website: Gospodarsko razstavišče (gr-sejem.si)

CATALOGUE

ORDER FORM

In-Booth Catering

VIVO Catering

Ms. Sanja Mesarič /Ms. Tea Gmeiner

Tel: +386 15 46 16 57

E-mail: info@vivo.si; catering@vivo.si

https://vivo.si/

MENU click HERE

Freight Handling & Customs Clearance Agent

Merkur Expo Logistics

Mrs. Irit Sofer

Mobile: +972 52 8890 129

E-mail: irit.sofer@merkur-expo.com

Shipping Instructions HERE

As we, at Kenes Group, seek to inspire sustainable development in our industry, we do our best to organize this event in an environmentally and socially responsible way.

We invite you to actively participate in our sustainability efforts by considering the enclosed Sustainability tips & tricks.

Let’s work together on enhancing the event experience, meeting the expectations of our audience, and minimizing the wastage of time, resources and expenses.

    Rethink your Booth Design!

• When planning your stand, think of the many benefits of producing a stand that you can reuse at multiple events, not just for better sustainability, but also for cost.
• Design your booth and displays using environmentally responsible materials and energy efficient lighting if applicable.
• Choose the core elements such as walls, counters from reusable materials.
• Choose recyclable carpets, vinyl flooring and other floor.
• Design and word signage so that it can be stored and reused multiple.

     Plan Smartly your Set-up and Dismantling!

• Follow the organiser’s set‐up Working on your stand outside the set hours directly affects the energy needed to keep the exhibition hall open and functioning.
• Use efficient, low energy consumption.
• Make a conscious effort to minimize packing whenever possible, use environmentally responsible packing materials that are reusable, recyclable or biodegradable.
• Consider using materials or packaging that generate less waste at the end of the material’s life cycle. e.g. less volume or less weight.

• Participate in the facility’s recycling efforts by recycling cardboard, freight boxes, plastic wrappings and other recyclable items during move‐in and move‐out.

    Be Conscious of your Booth Presence!

• Be sure to shut off any electronic devices outside of event hours.
• Provide promotional items made of recycled, responsibly grown natural fiber, and non‐toxic and biodegradable. Ensure items are useful, not merely promotional in nature.
• Giveaways with some imagination could also be electronic: free music downloads; free online subscriptions or free internet access.
• Instead of a giveaway, consider a donation to a special cause in the name of your booth.
• Inform and train your staff about the environmentally responsible practices to be implemented during the congress.

    Reduce Carbon Footprint!

• Use local staff in the booth if possible.
• Minimize transportation to and from the show. Use biodiesel or alternative fuel shipping methods, or a SmartWay hauler, where applicable.
• If travelling by plane, choose airlines that strive to reduce the environmental impact of their flights.
• At the destination, travel to your hotel and around the destination on public transport or shuttle buses, or group together .sharing a taxi.
• For car rentals, choose electric or low‐emission, and if possible, consider ride‐share.

     Measure & Share Your Learnings!

If possible, we also encourage you to track your success, but more importantly be proud of your sustainability efforts and share your stories and achievements.

We’d love to hear about your best practices. If you’d like to share examples or new ideas with us, please contact us!

We truly thank you for helping to reduce the impact of exhibiting on the environment!