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Exhibition Manual

Exhibition Manual

Dear Exhibitor,

This Exhibitor Technical Manual contains important information designed to assist you in preparing for the AABIP 2024 Exhibition.

The Exhibition will be held in conjunction with the AABIP 7th Annual Conference, which will take place in Charlotte, NC (USA), on August 22-24, 2024 at Sheraton Charlotte Hotel, NC.

The exhibition floor plan has been designed to maximize the exhibitor’s exposure to the delegates.
Please read this manual thoroughly as it provides important information and is designed to assist you in preparing for AABIP 2024 exhibition.
Please share this manual with everyone involved in this project.

Please do not hesitate to contact us for further information or assistance.

We look forward to welcoming you in Charlotte and wish you a successful and fruitful conference!

Diyana Yosifova
Exhibition Manager & Industry Coordinator
E: dyosifova@kenes.com | Tel: +41 22 908 0488 Ext: 258

Each exhibitor/supporter has received an e-mail with login details to access the Exhibitor 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)

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.

Kenes Group Contacts:

Conference Organizer
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel: +41 22 908 0488
Fax: +41 22 906 9140

Exhibition & Industry Coordinator
Ms. Diyana Yosifova
Kenes Group
Tel: +41 22 908 0488 Ext: 258 | E-mail: dyosifova@kenes.com

Industry Liaison & Sales
Ms. Paula Suarez
Kenes Group
E-mail: psuarez@kenes.com

Hotel Accommodation
Ms. Olina Stoyanova
Kenes Group
E-mail: ostoyanova@kenes.com

Registration
Ms. Nerea Esteban
Kenes Group
E-mail: nesteban@kenes.com | reg_aabip24@kenes.com

Conference Website
For updated information regarding the conference, please click here

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Official Contractors:

Graphics / Furnishings & Rental Carpet / Floral Arrangements / Cleaning / I&D Labor / AV for booths / Modular Rental Options

Viper
Official Builder
Viper Show Coordinator: Ashley Castillo | ashley@vipertradeshow.com
AABIP24 Viper Exhibitors Kit, Labor and Logistics
Viper Online Order Form

In-Booth Catering

Sheraton
Ashley Pasquini
E-mail: apasquini@lemeridiensheratoncharlotte.com | 704-348-4654
AABIP24 Sponsor Menu

Orders placed after the deadlines are subject to surcharges and availability.

Shipping & Freight Handling

Viper
For inquiries, please contact Ashley Castillo: ashley@vipertradeshow.com
Viper Shipping Forms, Labels, Material Handling Form and Inbound form
Viper Online Order Form

Action Item Deadline Contact Person
Hotel reservation for Staff As soon as possible Olina Stoyanova
ostoyanova@kenes.com
Company logo and profile As soon as possible and no later than Thursday, July 18 Via Kenes Exhibitor’s Portal
https://exhibitorportal.kenes.com
For inquiries, please contact Diyana Yosifova:
dyosifova@kenes.com
Lead Retrieval Badge / Scanner App Thursday, August 8
Onsite rate will apply after this deadline
Extra Exhibitor Badges Thursday, August 1 Via Kenes Exhibitor’s Portal
exhibitorportal.kenes.com
For inquiries, please contact Nerea Esteban:
nesteban@kenes.com
Furniture Rental Friday, July 26, 2024
ADVANCE ORDER DISCOUNT DEADLINE
Forms must be received by Viper with full payment to receive discounted rates.
No refunds for cancellations are provided after this date.
Standard pricing will apply to all orders received after the published deadline and onsite. Orders after this deadline are subject to availability.
Viper
For inquiries, please contact Ashley Castillo:
ashley@vipertradeshow.com

If you need any Viper I&D Labor, please place your order by July 26.

Booth Extras
Graphics/Signage
Plants & Floral Arrangements
Daily Booth Cleaning / I&D Labor
AV Equip. for the booths
(Screens, Laptop, etc.)
Please contact Viper
Cancellation fee, 100% within 14 days of Exhibition Dates
For inquiries, please contact Ashley Castillo:
ashley@vipertradeshow.com
Electricity special orders Friday, August 9 Sheraton Charlotte Hotel
For inquiries, please contact Ashley Pasquini:
apasquini@lemeridiensheratoncharlotte.com | 704-348-4654
Exhibitor Appointed Contractors (EAC) Forms Wednesday, August 7 AABIP24 EAC Forms
In-booth Catering
Sheraton Exclusive Service
Wednesday, August 7 Sheraton Charlotte Hotel
For inquiries, please contact Ashley Pasquini:
apasquini@lemeridiensheratoncharlotte.com 704-348-4654
AABIP24 Sponsor Menu
Internet / Wi-Fi Please contact Diyana Yosifova For inquiries, please contact Diyana Yosifova:
dyosifova@kenes.com
Hostesses & Temporary Staff To be advised For inquiries, please contact Diyana Yosifova:
dyosifova@kenes.com
Security To be advised For inquiries, please contact Diyana Yosifova:
dyosifova@kenes.com
Delivery
Door to Door Shipments Please contact Viper Viper
Any questions or difficulties, please email: ashley@vipertradeshow.com

Shipment via Advance Warehouse Shipments should arrive on or between business days: Friday, July 19, 2024 – Friday, August 16, 2024
Receiving Hours:
M – F | 8 AM – 4 PM
Advance Warehouse must receive your freight by EOD on 8/02/24 to avoid late charges.
Show Site Deliveries Only on Wednesday, August 21, 2024 | 8:00 AM – 6:00 PM @ Sheraton & Le Meridien Charlotte
All show site shipments are to be delivered this day only. Shipments sent before Wednesday, August 21, 2024 are at risk of being refused.
Additional charges by venue and Viper may apply
Exhibition Hours
Exhibition Set-up and Decoration Wednesday, August 21 08am – 3:30pm Set-up
4pm – 6pm
Decoration only
By 4:00pm all empty boxes, empty crates and packaging material should be removed.
From 4:00 pm decoration only and fine tuning within the booth parameters.
Exhibition Opening Hours Thursday, August 22 7:00 AM – 4:15 PM
Friday, August 23 7:00 AM – 4:30 PM
Saturday, August 24 7:00 AM – 5:30 PM
Dismantling / Breakdown Saturday, August 24 5:30 PM – 9:30 PM

The timetable is subject to possible changes in accordance to the scientific program. Updates to follow up in due time

If you need any Viper Installation & Dismantling Labor, please place your order by July 26. Please refer to the Viper Exhibitors Kit, Labor and Logistics.

Exhibition Important Information:

  • Our priority is the health and safety of our visitors, exhibitors and all attendees. Safety measures applied by the local authorities and any extra steps needed will be strictly implemented and communicated in order to keep everyone safe at our event, but also during the set-up and dismantling of the Exhibition Area.
  • Empties must be ready for move-out on Wednesday, August 21 at 3:30 PM. Empty crates and packaging material must be removed after set-up (no later than 4pm on Wednesday, August 21).
  • During Exhibition Opening Days all Exhibitors should be in their booth 30 minutes before the official opening hour.
  • All aisles must be clear of exhibits and packaging materials to enable cleaning at all times.
  • Dismantling of the booth before the official hour is not permitted.
  • Freight Force Info: ALL CARRIERS MUST CHECK IN NO LATER THAN 7:00 PM on Saturday, August 24, 2024 @ Sheraton & Le Meridien Charlotte Sheraton & Le Meridien Charlotte 555 S McDowell St Tower, Charlotte, NC 28204. If you use Fed Ex or UPS, we suggest you stay with your shipment until they arrive.
  • Labor Force Info: Exhibitors must start dismantling by 5:30 PM to avoid forced labor.
  • It is the exhibitor’s responsibility to dispose of all materials after dismantling. Any equipment, display aid or other material left behind after 9:30pm on Saturday, August 24 will be considered discarded and abandoned. 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 if needed.
  • If you will book the empty crates storage service with Viper, please note you can’t access the crate after being stored. In the exceptional case you need to access the crate, please be informed that you will be charged.

Exhibition Floor Plan

The floor plan has been designed to maximize the Exhibitors’ exposure to the delegates.

  • For most updated Floor plan and List of Exhibitors, please click here
  • Please see all Exhibitors and Supporters listed here

The Exhibition will be held in Carolina Ballroom & Symphony Ballroom Foyer.

Both are located on the First floor.

Detailed Floor plan is available online here.

Floor type: Carpeted

Raised Floor / Platform: not allowed.

Ceiling Rigging / Suspensions: not allowed.

Build‐Up Height (for pop-ups/roll-ups/self-standing graphics)

  • For booths in Carolina Ballroom (#1 to #25): maximum height is 10′
  • For booths in Symphony Ballroom Foyer (#26 to #34): maximum height is 12
  • Pop-up canopies cannot be more than 10’x10′

General Design Guidelines:

  • All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining booths, or damaging the premises.
    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.
  • 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 booth 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

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

The Booths that have been pre‐booked via Kenes include the following:

GOLD

SILVER

BRONZE

  • 20*8 sqft
  • (2) 6’L Skirted Tables
  • (4) Chairs
  • (1) Small waste bin
  • Basic power
  • 10*8 sqft
  • (1) 6’L Skirted Table
  • (2) Chairs
  • (1) Small waste bin
  • Basic power
  • 10*8 sqft
  • (1) 6’L Skirted Table
  • (2) Chairs
  • (1) Small waste bin
  • Basic power

If you need any other services such as the below, please order directly via Viper, the Official Booth Contractor: Viper Online Order Form

  • Graphics
  • Furnishings & Rental Carpet
  • Floral Arrangements
  • Cleaning / I&D Labor
  • Modular Rental Options
  • AV for the Booths
  • Shipping & Handling

Important Guidelines:

  • All the basic furniture packages will be delivered by the hotel.
  • It is not allowed under any circumstances to cut, nail or drill into or through the walls, floor or ceiling.
  • Furniture must be returned in the same condition in which it was received. Any damage will be invoiced to the exhibitor.
  • No painting is allowed; no usage of nails or screws.
  • 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 contractors – as per published deadlines (see section “Deadlines & Key dates”).
  • Wall and floor protection: The customer assumes all responsibility for any floor covering damage. No pins tacks or adhesives are permitted on wall, door or column.

Viper has been appointed the Official Booth Contractor.

Viper Exhibitors Kit, Labor and Logistics is available here: AABIP24 Viper Exhibitors Kit, Labor and Logistics

If you need any other services such as the below, please order directly via the Viper Online Order Form

  • Graphics
  • Furnishings & Rental Carpet
  • Floral Arrangements
  • Cleaning / I&D Labor
  • Modular Rental Options
  • AV for the Booths
  • Shipping & Handling

The Hotel and Scott Brown Media Group (SBMG) are the exclusive electrical services provider.

Your booth package includes basic power.

If you have any special Power requirements, the Hotel will work with you to generate a separate and comprehensive cost estimate. For inquiries, please contact Ashley Pasquini: apasquini@lemeridiensheratoncharlotte.com | 704-348-4654.

The Hotel and SBMG retain the exclusive rights to all in-house electrical services within the hotel. All electrical services will be arranged through the Hotel and SBMG.

Hotel staff is required for electrical wiring, power distro tie-ins and interconnections .

Hotel staff is required for the programming/pre-setting/modifying the Hotel’s function room lighting systems and the installation of remote house lighting dimmers.

Important:

In order to provide suitable protection, all electrical appliances which generate or radiate heat (spotlights, radiant heaters, transformers etc.) must be mounted on non-flammable, heat-resistant bases not containing asbestos. These require approval which must be applied for from the venue at least six weeks before the start of the event.

The venue reserves the right to at any time inspect connected equipment. Should the equipment fail to meet the applicable safety regulations, the venue reserves the right to immediately disconnect such equipment with no right of recourse or compensation for the exhibitor. No installations may be made to or in an energized facility.

If an exhibitor requires electricity at other times, the exhibitor should contact the organizer in advance.

Exhibitors are required to switch off their lighting at the end of the day.

Exhibitors will have access to their ordered power connections 24 hours a day, it will not be shut off or disconnected at any time.

In the event of damage or faults to an electrical connection or installation, the exhibitor shall immediately contact the organizer and/or venue representatives.

Booth Cleaning:

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

The Hotel staff will empty the wastebaskets each night, provided that exhibitors leave them accessible.

For ordering daily booth cleaning (Vacuuming and Porter Service), please refer to the VIPER Online Order Form

Internet & Wi-Fi:

Complimentary Wi-Fi will be provided by the conference during official conference 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 booth (for example: product demonstrations, etc), we strongly recommend ordering a dedicated internet connection for your booth (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.

If you wish to order a dedicated internet connection for your booth (wireless or wired connection), please contact the Exhibition Manager, Ms. Diyana Yosifova at: dyosifova@kenes.com

Important:

  • Please be advised private Wi-Fi networks installations in the booth are not allowed.
  • The venue and the organizer reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage. 
  • The exhibitor is responsible for following legal, ethical, moral and generally accepted internet and e‐mail conduct when communicating across the conference’s network. The venue reserves the right to disconnect and/or limit a user’s right to or use of the network if rules and conditions are not respected.

 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 venue nor the organiser can accept responsibility for the security of the booths and their contents. The venue as well as the organiser 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 booth and equipment.

If you wish to arrange private security for exhibits, please contact the Exhibition Manager, Ms. Diyana Yosifova at: dyosifova@kenes.com

In booth Catering:

  • Food & beverage /catering services are exclusive to the official caterer.
  • Absolutely no food or beverage from outside the venue is allowed into the premises without prior written approval from the official caterer. This includes bottled water.
  • Exhibitors who wish to order food and beverage for their booth are welcome to do so directly with the official caterer.
  • The exhibitor should consider the space available on the booth to store and display the requested deliveries.
  • To order Catering, please refer to the AABIP24 Sponsor Menu.
  • To order or discuss in further detail, please contact Ashley Pasquini at apasquini@lemeridiensheratoncharlotte.com or 704-348-4654.
  • Please always CC the Exhibition manager: dyosifova@kenes.com
  • Deadline: All orders must be placed by Wednesday, August 7
  • This exclusivity also includes all types of catering equipment such as coffee makers, juicers, popcorn machines, etc.

 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 request this service from the Official Builder.
  • Any discarded waste, including promotional material, left behind will be removed by the Hotel and/or the organizers at the expense of the Exhibitors concerned.

Storage:

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

It is absolutely impossible to store any kind of exhibit or empties before, during or after the exhibition at the hotel.

The storage of empty crates will be dealt with by Viper.

Empty Storage – Material Handling (drayage) service includes the storage of empty containers for the duration of the show. “Empty” stickers will be available at the Viper Service Desk. One sticker is to be placed on each of your empty crates/skids/boxes/ or items you want Viper to store. All items will be returned at the close of the show but can take at least an hour to all be returned.

Please note: if you book the empty crates storage service with Viper, you can’t access the crates after being stored. In the exceptional case you need to access the crate, please be informed that you will be charged.

Please refer to the Shipping Instructions for Material Handling.

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

If exhibitors ship their items directly to the hotel, they will incur a shipping/ handling fee.

Deliveries:

The delivery and removal of materials and goods for the exhibition booths is allowed only by the official freight forwarder Viper.

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

Please refer to the Shipping Instructions for the deliveries.

Loading Docks information:

Exhibitors in Carolina Ballroom (#1 to #25) should use Mecklenburg dock.

Exhibitors in Symphony Ballroom Foyer (#26 to #34) can use Symphony Loading Dock and Mecklenburg Loading Dock.

Symphony Loading Dock

  • Enter around Le Meridien Side of Building
  • Elevator to Symphony Ballroom Back Hallway must be used with this dock, please ensure your items will fit in the elevator
  • Outside loading dock doors: 84″ H x 70″ W
  • Loading dock: 11’ H x 16’ W and 32″ off the ground
  • Elevator doors: 84″ T x 48″ W
  • Elevator cab: 93″ H x 69″ W x 96″ D
  • Symphony ballroom doors: 96″ H x 70″ W
  • Freight elevator capacity is 4500 lbs

Mecklenburg Loading Dock

  • Enter around Sheraton Side of Building
  • There is a ramp that items must be pushed up in order to access the Symphony Ballroom from this dock
  • Mecklenburg ballroom doors: 94″ W x 88″ H
  • Loading dock door: 97″ W x 91″ H and 47″ off the ground

Parking:

Parking (1200 spaces): hotel charges for parking apply. Standard self-parking rates are currently $25 per car per day. Valet parking is available for $35 per day. Overnight rates are $25 per car per night for self-parking, and $35 per car per night for valet parking.

Parking information is available here: AABIP24 Exhibitor Information Parking

Event Parking: the Parking Garage is the closest entry point for events in Symphony Ballroom- there is direct access on the 2nd level from the parking garage and an entrance on the lower level, located between the McDowell St. entrance and parking garage entrance

Large Vehicles: Buses, trucks, and other large vehicles MUST use the 3rd St. entrance

Loading Docks: Mecklenburg loading dock can be accessed from the 3rd St. entrance by driving around the building, behind the parking garage

Accommodation:

Kenes International is offering exhibitors special rates for various hotels around the Conference venue. Information, pictures, location and rates are available on the hotel accommodation page: Book Your Hotel​ or email us to: ostoyanova@kenes.com
For group booking, please contact Ms. Olina Stoyanova at the email above. Different payment and cancellation conditions might apply.

  • 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.
  • The exhibitor badges allow access to the Exhibition Area.
  • Exhibitor badges will be personalized with the badge holder name and company.
  • Exhibitor badges can be collected at the registration desk onsite during registration opening hours (they will not be mailed in advance).

Additional exhibitors badges can be ordered via the Exhibitor Portal*:  https://exhibitorportal.kenes.com (at a rate of 250 $ / badge)

Deadline: Friday, August 1, 2024

* Please make sure that your company profile has been submitted via the Exhibitor’s Portal before placing an order

All company representatives are required to wear exhibitor badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Exhibitor badges are for the use of company personnel manning the booth and should not be used to bring visitors to the Exhibition.

For any enquiries related to registration, please contact the Registration Specialist, Nerea Esteban at: nesteban@kenes.com

REGISTRATION OF BOOTH PERSONNEL

In order to be granted access in the exhibition area each individual will need to wear a name badge. This includes the regular staff from the exhibitor’s company and any hired staff e.g. hostesses, bar and service personnel etc. For security reasons, booth personnel must wear their name badges at all times.

Each exhibitor is entitled to a number of complimentary exhibitor badges in accordance with the size of the exhibition booth as stated in their contract.

The badge is indicating Company name, individual name, country
This badge will give you access to Exhibition area (including access before the official opening hours)
This badge will not give you access to Scientific and educational sessions; public transport pass; any offsite events
This badge is for All representatives and staff of the exhibitor; local staff (hired by an agency eg., hostesses, bar and service personnel, photographer), etc.

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth or your session. Information obtained by the lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication.
We are pleased to offer you the K-Lead Application. Exhibitors can download the K-Lead app onto their own smart phone or 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.

The advantages of the K-Lead application:

  • Seamless Integration: Download directly to your device; no extra hardware needed!
  • Effortless Scanning: Quickly scan attendee badges to capture leads.
  • Customizable Notes: Add personal comments to each lead for better follow-up.
  • “Quick Scan” Function: Ability to quickly scan delegates as they enter the symposium hall.
  • Instant Access: Get real-time lead information for immediate engagement.
  • Universal Compatibility: Download from the Apple Store or Google Play using Kenes K-Lead App.

Cost per unit: $ 650 (excluding 4% credit card charges fees, excluding VAT if applicable)
Device is NOT included!
Deadline2 weeks prior to the event 
Onsite rate of $ 750 will be applied for orders received after above deadline.

Are you ready to revolutionize the way you collect and manage leads at your next event?

Unlock the Power of K-Lead Plus:

  • Automated Follow-up Emails: Immediately after scanning, send personalized emails to every lead. Make every connection count without lifting a finger!
  • Tailored Email Customization: Craft the perfect message with customizable subject lines, email content, and signatures. Attach PDFs to add a polished, personal touch that stands out.
  • Timely Engagement: Say goodbye to the hassle of manual follow-ups. K-Lead Plus handles it by sending tailored emails right after each scan, keeping your brand top of mind.
  • Trackable Insights: Monitor how your emails perform with engagement metrics. Learn what works and refine your strategies for maximum impact, ensuring you’re always improving.
  • Compatibility: K-Lead Plus requires at least one K-Lead license purchased.

Cost for K-Lead Plus: $ 650

With K-Lead Plus, every scan is a step towards a stronger business relationship.
Elevate your event networking and turn leads into valuable partnerships with ease and efficiency.
Don’t just meet leads; master the art of follow-up with K-Lead Plus. Get started today and experience the difference real engagement makes!

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

Important Notes:

  • All GOLD and SILVER Packages include 1x K-Lead App License, which is automatically added to the Company profile in the Exhibitors Portal. Device is not included. If more licenses are needed, these can be purchased from the Exhibitor’s Portal.
  • Device Not Included: The application must be installed on your personal or company device (tablet/smartphone).
  • Reliable Data: Participant badge barcodes carry contact details as provided by registrants or their agencies. Note: Group registration may contain generalized information.
  • Content Responsibility: Information content is managed by the registrant or their agency, not Kenes Group or the Organizing Committee.
  • Easy Reservation: Secure your Wireless Barcode Reader in the Exhibitor’s Portal https://exhibitorportal.kenes.com.
  • GDPR Compliance: We’ve updated our privacy policy in compliance with GDPR. Your personal data won’t be shared without consent. Presenting your badge for scanning implies consent to share your details.
  • By purchasing the K-Lead and the K-Lead Plus, Exhibitors and Sponsors agree to Data Processing Agreement.

Animals

It is not permitted to bring animals into the venue.

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 booth  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 venue in removing this property will be charged to the exhibitor.

Fire Regulations

  • Decorative material, including drapes or curtains, shall be of a flame-retardant material. This shall not apply to items actually for sale, but rather material used or installed simply for decorative purposes, such as wall coverings, thatch material, etc.
  • Booth material and fittings must be non-flammable or impregnated treated with fire-retardant chemicals.
  • As a general rule, easily inflammable synthetic substances, foam polyester, and non-fireproof straw and reeds are prohibited.
  • Exhibitors are prohibited from covering displays with drop cloths, sheets, table cloths or other non-flame resistant material.

Fire Insurance (compulsory)

Exhibitors must be insured against fire.

Smoke

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

Heavy Weight Element / Large Machinery

In case the exhibitor/booth builder brings large machinery, any kind of heavy weight element or structure inside the exhibition area it is mandatory that the venue will be provided with a detailed project describing the unload procedure inside the exhibition area:

  • Exhibition access used
  • Transportation used to bring the element inside the venue and weight
  • Plan for weight distribution (number of platforms, dimensions, and weight resistance)
  • Forklifts, cranes, or any other machinery used for the unloading / uploading of the element. How the element is going to be unloaded and how is going to be brought inside the exhibition area.

Once the venue has the complete information, the unloading of the element will be approved or rejected.

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 venue 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 venue, 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 venue 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 venue cannot accept liability for loss of or damage to private property or goods.
  • Neither the venue nor the organizers can accept responsibility for the security of the booths and their contents. The venue 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.

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.
  • 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 booth 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 venue 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 venue reserves the right to access inside the booth in order to check the compliance with their regulations.

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

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

Exhibitors must comply with the venue 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 booth construction companies commissioned by them to perform work on site.

Viper is the official freight forwarder for this Conference.

For shipping instructions, please click here: 2024 AABIP Shipping forms, Labels, Material Handling Form and Inbound Form

Shipping Instructions include:

  • Shipping Forms
  • Labels
  • Material Handling Form
  • Inbound Form
  • VTS Material Handling Terms & Conditions

Contact details:
Viper
Ashley Castillo
Email: ashley@vipertradeshow.com

Advance Warehouse Delivery Information
TO (Exhibiting Co. Name) / BOOTH #
AABIP 2024
Viper Tradeshow Services
2205-B Distribution Center Dr.
Charlotte, NC 28269
Receiving Hours: M – F | 8 AM – 4 PM

*Deliver by Friday, August 02, 2024 to avoid late fees
Weight ticket or BOL must be presented at the time of the delivery.

Show-Site Delivery Information
TO (Exhibiting Co. Name) / BOOTH #
Sheraton & Le Meridien
Charlotte
c/o Viper Tradeshow Services
555 S McDowell St Tower,
Charlotte, NC 28204

*Deliver on Wednesday, August 21, 2024 | 8:00 AM – 1:00 PM ONLY
Weight ticket or BOL must be presented at the time of the delivery.

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 booth, think of the many benefits of producing a booth 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 booth 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 to conserve
  • 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

    Reduce Carbon Footprint!

  • Use local staff in the booth if
  • Minimize transportation to and from the show Use biodiesel or alternative fuel shipping methods, or a SmartWay hauler, where applicable.
  • Where possible, travel by 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 for 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!