Important Information for Exhibitors

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 exhibitor badges
• Order Lead retrieval (Badge scanners)
• Submit ID Sign text for Pipe & Drape package
• Submit booth drawing (for “Space Only” booths)
• Submit other deliverables as per contract

To access the Portal, please click here.

Important Notes:

• The login details have been sent to the person signing the contract. This person is responsible for passing on the login details to a 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
Hotel reservation for staff	As soon as possible	https://www.isakos.com/2023/Hotels or email us to: anikolova@kenes.com
Company profile	As soon as possible – to be published on our online interactive exhibition floor plan	Via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com
Designed booth for approval	Thursday, May 18th, 2023
Text for booth ID sign	Monday, May 1st, 2023
Lead Retrieval Wireless Barcode Reader	Monday, May 15th, 2023
Exhibitor Badge Order (Available only after submitting company profile)	Monday, May 15th, 2023
Telecommunications (Internet/Wi-Fi)*; Electricity Order* & AV	May 2023, final date TBC	Web shop for orders, please click here! *Internet and Electricity is exclusive to the venue
Furniture Rental	Discount price available through May 18th, 2023	Stand fitting / Graphics and Signage / Booth construction FREEMAN solutions@freemanco.com Web shop for orders, click here! To place online orders you will be required to enter your unique Username and Password. If this is your first time to use Freeman Online, click on the “Create an Account” link. To access Freeman Online without using the email link, visit Freeman Online.
Booth Cleaning	Discount price available through June 14th, 2023
Rigging (‘space only’ stands)	MCAA USA Telephone: 617-954-2230 https://www.signatureboston.com/ exhibitorservices@signatureboston.com ISAKOS MCCA Exhibitor Ordering Guide
Delivery	Discount price available through May 18th, 2023
Booth Catering	Monday, June 5th, 2023	Levy restaurants: SRykola@Levyrestaurants.com (617.954.2189)
Flower Decoration	Monday, June 12th, 2023 Cancellations must be received in writing 48 hours prior to the set up of the show, or a 50% charge applies	Stapleton Floral info@stapletonfloral.com
Hostess staff	Please directly contact Back Bay Staffing Group	Elyse M. Gonsalves Staffing Manager – Temporary Division 617.348.2617 egonsalves@johnleonard.com
Security	TBC	Elianne Baran / Oana Giurgiu eganot@kenes.com / ogiurgiu@kenes.com
The EAC (exhibitor appointed contractor) form. Please click here to complete the form in case  your company plans to use a firm who is not the official service contractor!	Thursday, May 18th, 2023	Elianne Baran / Oana Giurgiu eganot@kenes.com / ogiurgiu@kenes.com
Airfreight Shipments – Arrival to recommended airport		FREEMAN exhibit.transportation@freeman.com  / (800) 995-3579 Toll Free US & Canada or +1 (512) 982-4187/or +1 (817) 607-5183.    Local & International Shipping Services or fax: +1 (469) 621-5810. |  For non-US companies only, please contact: irit.sofer@merkur-expo.com / Tel: +972-52-8890129
Shipment via Advance Warehouse	Freeman will accept crated, boxed or skidded materials beginning Tuesday, May 16th, 2023, at the warehouse. Material arriving after June 8th, 2023 will be received at the warehouse with an additional  fee after deadline charge.
Exhibition Goods – Direct Deliveries to Congress Venue	Freeman will receive shipments at the exhibit facility beginning Wednesday, June 15th, 2023. Shipments arriving before this date may be refused by the facility. NB! There should be a person from your side to receive your deliveries.

Set- up	Thursday, June 15th (for 20’x20’ booths, or larger) Friday, June 16th     space only stands (self – building)	8:00 – 16:30
	Saturday, June 17th Pre-booked package (Pipe & Drape) and decoration for all booths	8:00 – 16:30
Exhibition Opening	Sunday, June 18th	08:30 – 15:30 17:30 – 19:00
	Monday, June 19th	08:30 – 15:30
	Tuesday, June 20th	08:30 – 15:30
	Wednesday, June 21st	08:30 – 15:30
Dismantling	Wednesday, June 21st	15:30 – 16:30
	Thursday, June 22nd	08:00 – 16:30

The timetable is subject to possible changes in accordance to the scientific program.

Updates to follow up in due time.

• Empty crates and packaging material must be removed after set-up and no later than Saturday, June 17th at 13:30. All aisles must be clear of exhibits and packaging materials to enable cleaning at all times
• Please note that participants will be walking through the Exhibition Area to reach the activities area which will be active before and after the Exhibition Opening Hours.
• Therefore, please do not leave any visible valuable articles at your booth. In addition, please consider hiring extra security for your booth after Exhibition Operating Hours.
• Dismantling of the booths before the official closing of the exhibition is not permitted.
• It is the exhibitor’s responsibility to dispose of all materials after dismantling.
• Any equipment, display aid or other material left behind after Thursday, June 22nd, at 16:30 will be considered discarded and abandoned. Any charges incurred for waste removal will be sent to the exhibitor.
• To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by Thursday, June 22nd,  at 14:30. In the event your selected carrier fails to show on final move-out day, Freeman reserves the right to re-route your freight onto another carrier.
• The exhibitors and all companies contracted by them are responsible for operating following the UNION JURISDICTION regulations on their booth area.
• Construction and dismantling work may only be carried out in compliance with all applicable occupational safety and accident prevention regulation. Exhibitors/ customers and all companies contracted by them must ensure that no other persons present on the site are endangered during construction and dismantling work.
• It is the exhibitor’s responsibility to dispose all materials after dismantling.
• Any charges incurred for waste removal will be sent to the exhibitor.
• Please do not leave any visible valuable articles at your booth.
• In addition, please consider hiring extra security for your Booth before/after Exhibition operating hours in case you have valuable stuff in your booths.

Welcome Reception at The Exhibition Area

You are cordially invited to the Welcome Reception that will take place in Hall D on Sunday, June 18^th, 2023 from 17:30-19:00. Exhibitors are asked to please attend their booths during this time in the Exhibition Hall.

Exhibitors must receive permission to hold any educational or social event (of any kind) taking place in Boston, MA during the ISAKOS Congress dates (June 18–21, 2023).

Please complete the Exhibitor Activities form and inform about your activity to the Exhibition Manager, Oana Giurgiu at: ogiurgiu@kenes.com by March 31st, 2023.

It is the responsibility of the exhibitor to ensure that all company personnel or third party agents that are involved in meeting or travel arrangements are aware of, and adhere to the ISAKOS rules and regulations contained in the ISAKOS Exhibition Manual.

Exhibition Floor Plan

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

List of Exhibitors

Please see all the Exhibitors listed here: https://kenes-group.com/confirmed-sponsors-and-exhibitors/

You can check the congress interactive agenda here.

• Each exhibiting company is entitled to free exhibitor badges. The amount of free exhibitor badges is stated in your contract, and determined by your booth size.
• Two exhibitor badges will be given for each 100 sqf booked.
• Any additional exhibitors will be charged an exhibitor registration fee. Companies can purchase a maximum number of exhibitor registrations as follows:

 EXHIBITOR REPRESENTATIVE BADGE

Early	US $679	(until January 31st, 2023)
Advanced	US $749	(from February 1st until March 29th, 2023)
On-site	US $829	(after May 1st, 2023)

Additional badges can be ordered via email to: tberova@kenes.com

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 registration desk, from June 17^th at 12:00 

Everyone must be fully registered to enter the Exhibit area during set-up and dismantling periods.

Access to the Hynes will be granted based on identification badges registration that will be provided to the Hynes by the organizers.

For this reason, stand builders/contractors/exhibitors must register in advance all of the personnel that are required to be on-site during set-up and dismantling periods.

The following information should be submitted FOR EACH PERSON accessing the Exhibition Area, no later than June 1st, 2023:

ARRIVAL TIME&DATE

NAME

SURENAME

ID / PASSPORT

COMPANY NAME

PHONE Nº

BOOTH Nº

DEPARTURE TIME&DATE

CLICK HERE TO SUBMIT THE INFORMATION for each person accessing the Exhibition Area!

 

K-Lead Application (no device is included)

 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 –  600 USD (4% credit card charges fees, excluding VAT if applicable) device is not included – Order deadline is June 1st, 2023

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. in some cases, the participant does not give his permission to transfer his contact details to any other party.

Therefore, although participant visited your booth, and name badge was scanned by your barcode reader, we are unable to forward you his contact details.

If further assistance is required to place your order, or you have not received your login details please contact the Exhibition & Industry Coordinator: ogiurgiu@kenes.com

Venue:

Hynes Convention Center

HOW TO GET TO HYNES CONVENTION CENTER

Exhibition Area:   HALL D

Maximum build up height allowed: 16’ (feet).

Exhibitors who will have stands higher than the maximum permitted height will not be allowed to set-up their stands.

Any part facing neighboring stands that is above 10 feet in height needs to be designed with neutral Surfaces (white).

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, in particular, 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.

For most updated floor plan and list of partners, please click here.

Floor:

Floor type: Concrete

Maximum floor load: 250 lbs/sqf

Exhibitors are required to have floor cover or carpeted floor within the stand area.

Exhibitors can provide their own covering or they can order it with Freeman.

Ceiling Rigging

Ceiling hanging is permitted.

Please contact

MCAA

USA

Telephone: 617-954-2230

https://www.signatureboston.com/

exhibitorservices@signatureboston.com

ISAKOS MCCA Exhibitor Ordering Guide

• If your sign weighs less than 150 lbs., is less than 20’ in length, or less than 175 square feet, and does not require electrical rigging, truss or motors, you will qualify for the Basic Rigging (contact Freeman)
• If your sign is motorized or needs electrical rigging (for example a rotating sign or a sign with lights), you qualify for the Special (Electrical) Rigging (contact eganot@kenes.com)

Raised Floor / Platform

• The organizers and the Hynes must be informed if the booth has a platform (when submitting the drawings for approval), as well as the scheduled set-up (day and time).
• 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 a platform higher than 4.5 cm, you are required to provide a ramp to ensure access for people with disabilities.

Pipe & Drape Package

To ensure the smooth and efficient installation and dismantling of your Booth, an official Booth contractor has been appointed: Freeman.

The Pipe & Drape booth includes the following:

• Pipe & Drape booth construction
• 8’ high back drape
• 3’ high side drape
• Furniture package: 1 skirted table, 2 chairs and 1 waste bin
• 7’’ x 44’’ one-line booth ID sign: the ID sign text will be the Company Name submitted to the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com

 Booth Package does not include:

• Stand cleaning
• Electricity
• Carpet (it is mandatory for Exhibitors to provide their own covering or order it)

Please click here if you want to add the Pipe & Drape Package to your booth!

Electricity, cleaning, graphics, AV and other products and supporting services can be ordered from  via the Web Shop – CLICK HERE 

Please be informed that Corner Pipe & Drape will have no side drape.

Technical Information and Regulations for Pipe & Drape Booths

All basic Pipe & Drape booth will be designed and built by 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 May 8th, 2023.
• No free-standing stand-fitting or display(s) may exceed a height of 8’ 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 Pipe & Drape structure, 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.
• An exhibitor occupying a corner Pipe & Drape will have no side drape.
• A back wall of a booth (any booth type) cannot be used by other exhibitors.
• All Pipe & Drape booths are requested to have a carpet. The Exhibitor can bring it’s own carpet or contact the official contractor to order it.
• 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 official stand contractor – as per published deadlines (see section “Deadlines & Key dates”).
• Advertising material and signs may not be distributed or displayed outside the exhibitor’s stands.

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

• A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed Booth to be built.
• Utility connections: electrical, water and drainage – a list of all appliances

Please submit this files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com and also add to this files your insurance/ liability documentation

• The name and contact details of their construction company: CLICK HERE to submit the information for each person accessing the Exhibition Area!
• The EAC (exhibitor appointed contractor) form: Please click here to complete the form in case  your company plans to use a firm who is not the official service contractor!

Deadline: Monday, May 18th, 2023

Wall construction alongside aisle must be approved by Kenes, max 1/3 of side to side may be covered!                    

• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the premises.
• 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. Requests to be partially exempted from this rule should be submitted in writing to the Exhibition Manager
• Construction finish must be perfect in all the stand’s visible areas, including rear sides.
• Raised Floor/Platform – please refer to Hall Specifications above.
• Advertising on the boundary with other stands is prohibited.
• Advertising material and signs may not be distributed or displayed outside the exhibitor’s stands.
• Multilevel structures are not permitted.
• Arches, bridges, or similar constructions connecting two or more Booths are not permitted.
• For Island and half island booths only -the maximum build up height for the top of all elements is 16’ (feet).
• For inline and linear booths only -the maximum build up height for the top of all elements is 10’ (feet).
• Important Note : if your stand is in adjacent to neighboring booth the maximum building height allowed for a side wall is  3′-Please contact the Exhibition Manager for clarifications.
• 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.
• Any part facing neighboring stands that is above 10’ in height needs to be designed with neutral surfaces (white).
• Ceiling Rigging is permitted and must be requested to Freeman, the official contractor.
• Special care must be taken to ensure that the visitors will be inside the booth and not standing in the aisle. For example:
  • 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 aisle traffic.
  • 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)
  • 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 left completely clear of all items and the Exhibition areas restored to their original state.
• We recommend Exhibitors using independent booth contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact the Exhibition Manager to coordinate a visit.

The Electricity is exclusive to Hynes, every exhibitor should order an electrical switchboard from the venue and to pay for the electrical consumption according to its power needs.

If you require electricity for your stand, please refer to the online order kit: click here.

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 official contractor. Only the official contractor is authorized to provide the electrical switchboard for the power points.

It is essential that exhibitor give the power needed in the stand. Damage caused to the mains or to the specific point by these connections is the sole responsibility of the exhibitors.

Exhibitors who require 24 hours electricity supply should contact the Hynes at exhibitorservices@signatureboston.com

In general, electrical service begins half an hour before the show and ends one hour after the show closes.

• 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.
• The Hynes staff is authorized to unplug the whole booth electrical installation if they detected that it is not properly done, with a possible danger.

Important information for International Exhibitors: please be reminded that in the United States of America, the power plug sockets are of type A and B. Hynes does not rent or supply power conversion equipment, the exhibitors are required to bring their own.

Booth Cleaning

• The organizers will arrange for general cleaning of the exhibition premises prior to the opening of exhibition and daily prior to opening thereafter (excluding exhibit booths and displays). For ordering daily stand cleaning, please refer to the Exhibitor Order Form – click here.
• Any company cannot clean the venue facilities surfaces to avoid damage on them.

Hostess and Manpower

Elyse M. Gonsalves
Staffing Manager – Temporary Division
617.348.2617
egonsalves@johnleonard.com

Internet 

Wired internet and Wi-Fi connection is exclusive to Hynes – please click here to place your order

The deadline is May 15th, 2023.

Important notes:

• 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. 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 Hynes nor the organizers can accept responsibility for the security of the stands and their contents. The Hynes, 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.

If you wish to hire security for your stand, this can be done via email to: ogiurgiu@kenes.com

Booth Catering

Food & Beverages service is an exclusivity of the Hynes.

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

You can contact Levy Restaurants: SRykola@Levyrestaurants.com

Please click here to see the Exhibitor Menu.

Important: 

• It is not allowed to enter any kind of Food & Beverages including coffee machines from outside the venue.
• This exclusivity also includes all types of catering equipment such as coffee makers, juicers, popcorn machines, etc
• The exhibitor must consider the space available on the booth to store and display the requested deliveries.

In case you have any other doubt about F&B, please contact Levy Restaurants at: SRykola@Levyrestaurants.com to avoid misunderstandings once the event stared.

Waste Removal

For ordering waste removal please contact FREEMAN by clicking here

• 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.
• In case that exhibitors wish to leave any kind of waste material during set-up/dismantling, they should order a waste container in advance.
• Any discarded waste, including promotional material, left behind will be removed by the venue and/or the organizers at the expense of the exhibitor concerned.

Storage

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

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

Please contact Freeman with information on sizes and number of parcels, size, and storage period.  

Empty labels will be provided onsite by Freeman once your booth is completed installation. All empties will be removed from the exhibit hall  and returned to the booths at the close of the show.

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 Hynes shall not be held responsible for the safekeeping and/or storage of any items left in the building. If the Hynes takes care of the removal of these items, it will be charged to the exhibitor.

Access for the Goods/ lobby entrance/ Lifts:

Please note that Freeman is the exclusive agent for move in and move out.

To ensure that traffic movement is as smooth and trouble free as possible, exhibitors will be allocated a time at which to unload.

It is imperative that unloading times are strictly adhered to and that vehicles are removed as soon as unloading is complete.

Parking during unloading is limited for short time only. All vehicles must be moved after unloading.

Exhibitor staff members parking on the loading dock and displaying their loading dock parking pass on the dashboard of the motor vehicle for the purpose of unloading cargo have a limit of 20 minutes in order to do so. Exhibitor staff remaining in the loading dock area beyond the 20-minute limit, and/or who do not properly display a valid loading dock parking pass, subject themselves to towing at the vehicle owner/operator’s risk and expense.

There are 7 truck levelers and large freight elevators servicing each exhibit level.

Please click here to see an image!

Exhibitors are allowed to perform their own material handling, provided they meet all of the following criteria:

Personnel performing the work must be bonafide, full-time company employee of the exhibiting company. They must be off-loading from a company owned truck or rental vehicle, or from a car, van or truck owned by personnel of the exhibiting company.

Traffic Regulations

To ensure that traffic flows smoothly during the construction and dismantling periods as well as during the event itself, the rules for regulating and directing traffic as well as the instructions of Hynes traffic supervisors/security personnel must be strictly observed.

The provisions, definitions and restrictions set out in the house rules apply in full and without exception to the entire exhibition grounds. Parking of vehicles is only permitted with an appropriate entry permit and on the specially identified parking lots and spaces. Before moving or transporting loads on Hynes’s exhibition grounds and/or in the exhibition halls, exhibitors / customers or the companies commissioned by them shall enquire about permitted ground loads and the nature of the ground and surface and whether the respective area can be negotiated by vehicles. Motor vehicles may only enter the halls for the purposes of unloading or loading items. In this case, the permitted floor load) shown on the notices at the hall gates shall be observed. Engines are to be turned off while vehicles are being loaded or unloaded. Vehicles may not be parked or allowed to remain in the halls.

Access to the exhibition area

The delivery and removal of materials and goods for the exhibition stands should be coordinated with FREEMAN.

Access for Deliveries

Please be advised that neither the Organizers nor the Hynes can accept deliveries on an exhibitor’s behalf and arrangements must be made for a stand/company representative to be available when deliveries are made.

Freeman will receive shipments at the exhibit facility on Wednesday, June 14th, 2023.

Shipments arriving before this date may be refused by the facility.

Any charges incurred for early freight accepted by the facility are the responsibility of the Exhibitor. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (888) 508-5054.

Please note: All materials received by Freeman 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, will not be accepted.

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.

Loading dock access via Cambria Street provides you with 14 loading bays and seven (7) elevators.

The elevator load capacities range from 8,000 to 75,000 pounds, which can accommodate a tractor-trailer.

Please note: All trucks, includeing co-owned or rental vehicles, over 24′ in length will be off-loaded or loaded by the official material handling contractor. They may use only hand-operated equipment, which they have provided; two wheeled hand trucks and four-wheeled flat trucks are permitted.

The use of fork trucks, pallet jacks, lift gates or any other mechanical equipment is not permitted by anyone other than the official drayage contractor.

Kenes International is offering exhibitors specially reduced rates for various hotels around the Congress venue. Information, pictures, location and rates are available on the hotel accommodation page: https://www.isakos.com/2023/Hotels or email us to: aivanova@kenes.com

You may also book a room online thought above link.

For group booking (10 rooms and more) please contact Ms. Anna Ivanova.

Email: aivanova@kenes.com

Different payment and cancellation conditions apply.

Rules and Regulations –Binding for all exhibitors and their subcontractors

Please click here to see the UNION JURISDICTIONS, BOSTON, MASSACHUSETTS

Exhibition terms & Conditions

The Terms and Conditions of exhibiting are included in the Online Prospectus and can be found here (TERMS AND CONDITIONS.pdf). Please note that signing of the BOOKING ​​FORM AND CONTRACT indicates acceptance of these Terms and Conditions. The Exhibition Booking Form will be held as a valid liable contract, by which both parties will be bound. An exclusive handling agent will be designated to the CONGRESS + YEAR. The exclusivity of an agent for the handling needs of conferences refers specifically to work inside the venue. Exhibitors may use their own couriers up to the venue door and from outside of the venue door at the end of the conference. This organisational decision has been made for the safety and efficiency benefits to exhibitors and for the successful flow of the conference.

Animals

It is not permitted to bring animals into the Hynes.

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 Partners 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.
• 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.

Children

No person under the age of 18 years can be admitted to the Exhibition Area, 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 Area.

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, etc.) 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 builder and venue in removing this property will be charged to the exhibitor.

Fire Regulations

• Material and fittings must be non-flammable or impregnated with fire-retardant chemicals.
• As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited.
• Storage paint liquids, gas or other inflammable substances in the booth space is forbidden.
• The use/storage of inflammable substances is forbidden (liquids, gas or other). For any doubt for these substances contact the organizers, or the venue.
• Exhibitors are prohibited from covering displays with drop cloths, sheets, table cloths or other non-flame resistant material.

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

Smoke
It is not permitted the operation of any machine in the Engagement Area that emanate fumes, gases or steam, or any item or device that generates 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 the Hynes 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 Hynes, 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 insurancethat 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 Hynes 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 (10 ft.) 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 Hynes cannot accept liability for loss of or damage to private property or goods.
• Neither the Hynes, nor the organizers can accept responsibility for the security of the booths and their contents. The Hynes, 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. This can be done via service order form.

Personal Transportation Vehicles

Bikes, skates, electric scooter, and any personal transport by wheels are not permitted inside the building.

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.

Smoking Policy

The Hynes operates a NO SMOKING policy anywhere inside the building.

Special Effects

Special effects lighting, live music, smoke and laser projection can’t be used in the booths.
No permission will be given for projection in the aisles or on the walls of the booths.

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.
• In case that exhibitors wish to leave any kind of waste material during set-up/dismantling, they should order a waste container in advance.
• Any discarded waste, including promotional material, left behind will be removed by the venue and/or the organizers at the expense of the exhibitor concerned.

The Hynes reserves the right to access inside the booth in order to check the compliance with the venue regulations.

At all times you must consider the staff’s logistics Hynes indications.

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

IMPORTANT:

Please read thoroughly the Venue Technical Guidelines at the end of the manual.

Please note that these regulations are in addition to the exhibition Rules and Regulations found above.

Exhibitors must comply with Hynes technical guidelines including operation, fire safety, construction and other security regulations.

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

These technical guidelines are 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.

 Venue Technical Guidelines can be found online at : BCEC_Event_Planning_Guide_2022.1_2.pdf

 

The shipping instructions include the following information:

• Shipping Instructions
• Tariff
• Material Handling Form
• Labels

Delivery & Logistic Services

Freeman has been appointed the official forwarding agent and clearance agent for this Congress 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, Freeman 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: All advanced shipments and deliveries to the Freeman warehouse, including by courier, must be coordinated with Freeman.

In order to assure receipt of sent materials, please contact Freeman at: exhibit.transportation@freeman.com

Phone nº: 888-508-5054

For shipping instructions and tariff please click here.

Freight Handling & Customs Clearance Agent

FREEMAN: exhibit.transportation@freeman.com

Phone nº: 888-508-5054

For non-US companies only, please contact MERKUR at: irit.sofer@merkur-expo.com

Name: Irit Sofer

Tel: +972-52-8890129

Booth construction \ Additional Booth Fittings \ Audio-Visual Equipment \ Furniture Rental \ Graphics and signage \ Cleaning Services\ Rigging\

FREEMAN: 

solutions@freemanco.com

For order forms please click here.

To place online orders you will be required to enter your unique Username and Password. If this is your first time to use Freeman Online, click on the “Create an Account” link. To access Freeman Online without using the email link, visit FreemanOnline.

Internet  &  Electricity

Hynes exclusive Service: for orders, please click here.

Security

Viviana Caban, Public Safety Manager: vcaban@SignatureBoston.com

Freight Handling & Customs Clearance Agent

FREEMAN: exhibit.transportation@freeman.com

Phone nº: 888-508-5054

For shipping instructions please click here

For non-US companies only, please contact

MERKUR at: irit.sofer@merkur-expo.com

Name: Irit Sofer

Tel: +972-52-8890129

Catering Services:

Levy Restaurants: SRykola@Levyrestaurants.com

Click here to see the Exhibitor Menu 

Plants & Floral Arrangements

Stapleton Floral

For order forms please click here!

Order deadlines set by the congress vendors, can be found on the web shop.

Orders placed after the deadlines are subjected to surcharges.

Hostess 

Elyse M. Gonsalves
Staffing Manager – Temporary Division
617.348.2617
egonsalves@johnleonard.com

AV Services:

Projection:

Email: maadmin@projection.com Phone: 617-954-3333
Fax: 617-954-3327

Order form Click here

For Online Shop and following services  as: Booth construction \ Additional Booth Fittings \ Audio-Visual Equipment \ Furniture Rental \ Graphics and signage \ Cleaning Services\ Rigging

Please contact: FREEMAN

solutions@freemanco.com

For order forms please click here.

To place online orders you will be required to enter your unique Username and Password. If this is your first time to use Freeman Online, click on the “Create an Account” link. To access Freeman Online without using the email link, visit Freeman Online.