Information for Sponsors

The Conference Organisers are offering companies the opportunity to become sponsors by enabling them to promote their products and services among the participants. Below you will find a list of sponsoring posibilites, which are chosen which would best fit the specific interest of your company. Of course you are welcome to make your own suggestions as well. All prices are quoted in Euros and are excluding VAT.

More about the conference

If you are interested in one of the sponsor items listed below we kindly invite you to contact the Conference Secretariat:

Eurocongres Conference Management
Jan van Goyenkade 11
1075 HP Amsterdam The Netherlands
Tel: +31 20 679 3411 Fax: +31 20 673 7306
E-mail: ichep@eurocongres.com

In principle all sponsors will be treated on a "first come, first served" basis.

Rental of floor space at the exhibition
minimum 9 m2 Price: € 250 /m2
additional shell scheme Price: € 50 /m2

Acknowledgment of company name in the final programme
inclusion in the list of acknowledgments Price: € 1,000

Advertisements in the final programme
full colour per page Price: € 1,500
black/white per page Price: € 1,000

For technical details as to the size and submission of films, please contact the Conference secretariat.

Conference bag
incl.manufacturing Price: € 15,000
excl. manufacturing Price: € 6,000

Your company name will be displayed discreetly on each bag. The price includes one piece of promotional literature inserted in the conference bag

Inserts in conference bag
Price: € 1,250 * insert one brochure or leaflet

Link to your Web Site
Price: € 1,000 * WWW - link of your company to the ICHEP 2002 website

Notepads and Pens
Price: € 2,000 * A notepad and a pen of your company in every conference bag.

Lunch, diner, reception, coffee/tea
Price: to be negotiated
Your company name and logo displayed on several places during the above events.

Poloshirts
Price: € 2,500 (incl. manufacturing)
Your company name and logo printed on the ICHEP shirts of the conference staff who is working at the registration desk and other conference locations.

Internet cafe
Price: € 3,500 (excl. computers and other technical facilities)
A special location, named after your company, with computers on which the participants can send e-mails, surf on the Internet etc.
For other optional sponsoring possibilities such as sponsoring of social events or a dedicated satellite symposium, please contact the Conference Secretariat - Eurocongres Conference Management.

Exhibition Information

Time and Place

The exhibition will be held in the lounges of the Auditorium in the Amsterdam RAI Congress Centre from Monday 29 July, up to and including Wednesday, 31 July.

Opening Hours

The exhibition will be open for registered congress participants and registered accompanying persons during the following hours:
Monday 29 July 9.00 - 18.00 hours
Tuesday 30 July 9.00 - 18.00 hours
Wednesday 31 July 9.00 - 16.00 hours

Construction and Dismantling of Stands

Construction: Sunday 28 July (08.00 - 19.00)
Dismantling: Wednesday 31 July (16:00 - 23.00 uur)

Admission

All registered conference participants and registered accompanying persons have free admission to the exhibition.

Allocation of exhibition space

Exhibition space will be assigned by the Organizing Committee on a "first come, first served" basis. If the requested location is not available, the exhibition manager will assign space as close as possible to your preferred location in an impartial manner. Exhibitors wishing to avoid being assigned space adjacent to that of a particular competitor should indicate this on their application. All such requests will be respected as much as possible.
Booth Rental Floor space is available in units with a minimum of nine square meters (3x3 meters). The stand rental fee is € 250 per square meter (excl. 19 % VAT). The rental fee is excluding booth construction but includes free exhibitor badges and free announcement of the company in the Final Programme.

General rules and regulations

The rules and regulations included in this invitation shall be read in conjunction with and as part of the contract made between the applicant for booth space (hereafter called the Exhibitor) and the International Conference on High Energy Physics (hereafter called the Organizer).

Terms of Payment

The stand rental has to be paid in two instalments, as follows: 1. 45% by signing the contract for exhibition space; 2. 55% of the full payment is due and payable, before 15 May 2002.  If applications are made after 15 May 2002, the stand rental must be paid simultaneously with the application.

Shell Scheme Stand Construction

Exhibitors who do not wish to construct their own stand may order a shell scheme stand construction at an additional charge. Basic shell scheme construction contains:
Shell scheme walls 100 cm x 250 cm consisting of:
Alucofol wall panels, colour white
Aluminium profiles, height 250 cm and aluminium bars, height 10 cm 
Aluminium fascia-frame with fascia-panels, height 30 cm, colour white
Decoration: 1 x company name and booth number in standard letter type, Helvetica, height 7.5 cm colour black
Electricity: per 4 sqm. 1 spotlight 100W and per booth 1 wall socket, double till 1 kW, including main connection and consumption till 1 kW.
The price of this basic shell scheme stand construction is EUR 50.- per square meter, excluding booth rental and VAT.
 

Exhibition Manual

In February 2002, the Exhibition Manual, containing a list of official contractors, available services, pertinent order forms for audio-visual equipment, signage, parking permits, furniture, labour, flowers, telephone, air plumbing, electricity, security and booth cleaning will be sent to exhibiting companies from which the organisation has received the signed exhibition contract.

How to book exhibition space?

Please complete the enclosed exhibition contract and return it to the Conference Secretariat. On receipt of your contract we will send you a confirmation and invoice for the first instalment of 45% of the total amount.

Cancellation of exhibit space penalty

The exhibitor must give written notice to the organizer to cancel the reserved booths or exhibit space or any portion thereof. In the event of cancellation there will be a cancellation penalty, which will be determined according to the date upon which the cancellation letter is received, as a percentage of the rental fee payable under the contract, as follows:

Cancellation letter received Fee payable
Before February 15, 2002 25%
Before April 1, 2002 50%
Before June 1, 2002 100%