SPONSOR & EXHIBITOR INFORMATION

bts_2015_43

Booth category

If not requested otherwise, each 6m² booth will be equipped with the following and include:

  • White walls
  • Carpet
  • 2 x spotlight 150W
  • Power supply
  • Tea and coffee for two persons per 6m² booth
  • Lunch for two persons per 6m² booth
  • Company name badges for two persons per 6m² booth
  • Daily cleaning of the aisles and common areas

Premium booth #1-5, #22-31 and #34-35

  • SEK 5 333.33/m² excl. VAT. These booths are reserved for our sponsors and for every 6m², SEK 10 000 must be spent on additional sponsorship items.

Standard booth #6-21, #32-33 and #36-37

  • SEK 5 333.33/m² excl. VAT

Reduced rate booth #38-44 (registration foyer)

  • SEK 4 000/m² excl. VAT

Exhibition floorplan

bts-1-3-juni-2017

Booking form

Sponsorship

Sponsoring a part of the congress ensures all delegates are aware of your brand and of what your company is offering.

Opportunities available are:

  • Platinum sponsor SEK 750 000
  • Gold sponsor SEK 350 000
  • Silver sponsor SEK 200 000
  • Bronze sponsor SEK 100 000

All sponsorship packages above include an exhibition space, size dependent on package chosen.

It is the express intention of the Organising Committee to ensure that participating companies receive a fair market value in return for their generous support. Sponsors will therefore receive the following benefits:

PLATINUM

750 000 SEK excl VAT

  • • 24m² exhibition space
  • • 2 Workshops
  • • 10 exhibitor passes with access to the exhibition area only
  • • 45 delegate passes with access to all scientific sessions and exhibition (excluding closing event)
  • • Logo on congress bag
  • • One full page color advertisement in final programme
  • • Logo with link to your website displayed in congress e-blasts
  • • 2 inserts in congress bag

GOLD

350 000 SEK excl VAT

  • • 18m² exhibition space
  • • 1 Workshop
  • • 6 exhibitor passes with access to the exhibition area only
  • • 10 delegate passes with access to all scientific sessions and exhibition (excluding closing event)
  • • Logo on congress bag
  • • One full page color advertisement in final programme
  • • Logo with link to your website displayed in congress e-blasts
  • • 2 inserts in congress bag

SILVER

200 000 SEK excl VAT

  • • 12m² exhibition space
  • • 4 exhibitor passes with access to the exhibition area only
  • • 8 delegate passes with access to all scientific sessions and exhibition (excluding closing event)
  • • Logo on congress bag
  • • 1/2 page color advertisement in final programme
  • • Logo with link to your website displayed in congress e-blasts
  • • 2 inserts in congress bag

BRONZE

100 000 SEK excl VAT

  • • 6m² exhibition space
  • • 2 exhibitor passes with access to the exhibition area only
  • • 5 delegate passes with access to all scientific sessions and exhibition (excluding closing event)
  • • Logo with link to your website displayed in congress e-blasts
  • • 1 insert in congress bag

Booking form

Additional sponsorship items

Workshop SEK 50 000

A session room for up to 30 people will be provided, standard A/V included. The sponsor will nominate speakers and chairpersons and will be responsible for arranging the session. The sponsor will cover costs for speakers and chairpersons such as travel, hotel and registration fee. Programme to be approved by Organising Committee. Time and session room to be discussed upon application. The sponsor can include one flyer with an invitation to the workshop in the congress bag (a single page A4 or a double, folded A5 insert).

Workshop slots (not exclusive):

June 1   Lunchtime
June 1   18:00-19:00
June 2   07:00-08:00
June 2   Lunchtime
June 3 Lunchtime
June 3   16:30-17:30

All prices are in Swedish Krona (SEK) and exclusive of VAT.

Mobile app SEK 50 000

The congress will have an official Smartphone application available for download in advance and during the congress. The app will include amongst other items the congress programme, abstracts, speaker biographies, exhibition floor plan, practical information and much more. The sponsors’ logo will appear as a landing page when opening the app, the sponsor will be mentioned in promotion of the app and the sponsor of this item also gets to send out one push notification on one day to be agreed with the organizer.

All prices are in Swedish Krona (SEK) and exclusive of VAT.

Plasma screen exposure SEK 20 000 - SOLD

Your company will be exposed (non-exclusively) on a plasma screen in a prominent place within the congress area.

All prices are in Swedish Krona (SEK) and exclusive of VAT.

Charging station (plus actual cost) SEK 20 000

This will be located in the exhibition area and will provide delegates with a facility to charge mobile phones and laptops. Sponsor branding will be visible in this area and sponsor will be acknowledged in the final programme.

All prices are in Swedish Krona (SEK) and exclusive of VAT.

Lanyards for delegate name badges (plus supply of goods) SEK 20 000 - SOLD

Sponsors will have the opportunity to sponsor lanyards displaying their name and logo which will be distributed to delegates with their delegate name badges.

All prices are in Swedish Krona (SEK) and exclusive of VAT.

USB memory sticks (plus supply of goods) SEK 20 000

The USB memory stick will be distributed to all delegates at the point of registration and is a useful item that can be used by the delegates many times after the congress. The sponsors’ logo to be printed on the USB memory stick and the sponsor can also add up to 3 documents with company information on the stick.

All prices are in Swedish Krona (SEK) and exclusive of VAT.

Lunch break (3 available) SEK 15 000

Lunch will be served in Exhibition area at the congress venue. Sponsors will have their logo displayed on the buffet stations for the day they are sponsoring. They will also have the opportunity to provide additional branded items.

All prices are in Swedish Krona (SEK) and exclusive of VAT.

Company logo on directional signage SEK 15 000

There will be congress signage around the venue, and the opportunity exists for a sponsor to support this service and have their company logo on all directional signs.

All prices are in Swedish Krona (SEK) and exclusive of VAT.

Congress e-blast, logo with link company website SEK 10 000

Promote your participation at BTS in our electronic Newsletter sent out to our database of 8 000 subscribers. Your booth number and company logo will appear together with a link to your own website.

All prices are in Swedish Krona (SEK) and exclusive of VAT.

Joining Instructions SEK 15 000

These will be distributed electronically to delegates three weeks prior to the congress and will provide them with useful information to help with their journey to, and arrival in Stockholm. The sponsoring company’s logo will appear prominently at the bottom of the page, together with a link to your own website.

All prices are in Swedish Krona (SEK) and exclusive of VAT.

Exhibitor information

Allocation of exhibition space

Please note that while our sponsors will be given priority choice of booth locations, and where also previous year’s support is taken into consideration, early commitment will ensure that your company secures a prominent site. A completed exhibition booking form and contract should be returned to ensure reservation of a desired location. Upon receipt of the exhibition booking form and contract, space will be confirmed and an invoice e-mailed.

Provisional opening hours for the exhibition

Day                                        Hours

Wednesday May 31           12:00 to 20:00 exhibition build
Thursday June 1              08:00 to 17:00 exhibition open
Friday June 2                    08:00 to 17:00 exhibition open
Saturday June 3                09:00 to 17:00 exhibition open
Saturday June 3                17:30 to 20:00 exhibition dismantling

Exhibitor registration

All exhibitors are required to be registered and will receive 1 badge/3m² displaying the exhibiting company name. Additional exhibitors will be charged at the exhibitor registration fee of SEK 2 800 excl. VAT. Exhibitor registrations can only be used by company staff. Exhibitors will receive a registration code to use when registering their staff.

Terms of payment

Exhibition and sponsorship fees will be billed for at 100% at time of booking.

The payment will be settled by invoice from the Congress Secretariat: MCI Scandinavia AB. All invoices must be paid prior to arrival. Build up will NOT be allowed if a balance is outstanding. MCI reserves the right to pass on costs incurred for payment of fees in any currency other than SEK. All prices quoted are exclusive of VAT which will be charged at the prevailing rate, currently 25% at time of print.

VAT

All prices quoted are exclusive of VAT which will be charged at the prevailing rate, currently 25% at time of print.

Cancellation

All cancellations must be made in writing to the Congress Organiser and the following cancellation policy will be enforced for Platinum, Gold, Silver and Bronze packages as well as exhibition space and other sponsorship items:

100% of the contract price if the cancellation is received within 6 months prior to the congress.

About the venue and the destination

Stockholm Waterfront Congress Centre is the city’s newest and most versatile large-scale venue. Built on the waters’ edge right in the heart of Stockholm, it offers vast possibilities for experiences out of the ordinary. Whether you are looking for a venue for smaller meetings or planning an event for an audience of 3,000.Whether it’s a conference, an exhibition, a banquet or even sports and music events. The spectacular architecture also features world-class energy solutions, which make the Stockholm Waterfront Congress Centre more than twice as energy efficient EU certified “Green Buildings”.

Stockholm is one of the most beautiful major cities in the world, a mix of modern steel and glass architecture and historical saffron- and terracotta-coloured buildings. In the summer the city casts reflections in the water surrounding the 14 islands on which it is built and in the winter you’ll find it snow covered and dotted with lights.In 2010 Stockholm was the first capital to be named “European Green Capital”. It’s also a vibrant, modern city, known for producing innovative IT and media businesses, sleek designs, edgy fashion and world-class nightclubs. It offers a cosmopolitan atmosphere with a bustling café and restaurant culture and has one of the highest concentrations of museums and galleries in the world. Yet the city centre is small enough to allow you to take it in on foot.Beyond the buzzing metropolis of the city centre’s boutiques and restaurants Stockholm is laid out before you in a system of connected islands. South of the Stockholm Waterfront Congress Centre is the charming Gamla Stan (Old Town) and beyond that is Södermalm, a residential oasis where with tons of great eateries, boemian shops and art galleries line the main streets. To the east, just north of the big city boulevards and shopping streets, you’ll find more pockets of restaurants and shops in Kungsholmen.

Surrounding all of this – the 24,000 or so islands that make up the Stockholm archipelago.

Congress centre on site map

Closing event

Friday, June 2, 19:30
Stockholm Waterfront Congress Centre (congress venue).
Dresscode: Smart Casual

Cost: SEK 560 excl. VAT (SEK 700 incl. VAT)

19:30-21:00       Pre-drink and dinner
21:00 until late   Coffee, dessert and entertainment

Currency & exchange

Local currency Swedish Krona (SEK). Currency converter here.

Exhibition area information

Building regulations
Please respect the height restriction at the Stockholm Waterfront Congress Centre of 2,5 m.

Furniture rental
For enquiries regarding furniture rental, please contact lisa.persson@mci-group.com

Internet
WiFi is provided free of charge within the congress centre during the whole event, you will receive a pass word for this upon registration. 2 Mbit fixed Internet connection can be purchased from the congress centre.

Electric Standards
An electrical outlet 10A, 230 V max 2000W and a power strip with three outlets is included in each booth. This is sufficient for up to 5 laptops and 5 spotlights. If needed, additional electricity can be purchased.

Force majeure

The Organisers reserve the right to modify dates, time schedules, floor plans and pro¬grams caused by “Force Majeure”.

“Force majeure” is defined as incidents beyond anyone’s control, extenuating circums¬tances out of the control of the Organizers (such as but not limited to general strike, invasions, hostilities, war, rioting or similar situations which prevent performance of the contract) or acts-of-God (such as but not limited to epidemics, floods, volcanic eruption, earthquakes or other convulsions of nature and other acts). In that case, the application remains binding.

In the case of event cancellation caused by, or resulting from, directly or indirectly “Force Majeure”, the Organisers will notify the Exhibitor. The contract between the BTS and the Exhibitor shall automatically terminate, and BTS may retain as liquidated damages any and all fees paid by the Exhibitor.

Getting there

By plane
From Arlanda Airport
• Arlanda Express train (20 minutes), stops next to the congress centre. Direct access through Stockholm Central Station.
• Airport bus to Cityterminalen (40 minutes), next to the congress centre.
• Taxi (40 minutes), recommended firms: Taxi Stockholm, Taxi Kurir, Top Cab and Taxi 020. From Bromma Airport
• Airport bus to Cityterminalen (20 minutes), next to the congress centre.
• Taxi (20 minutes), recommended firms: Taxi Stockholm, Taxi Kurir, Top Cab and Taxi 020.

From Skavsta Airport
• Airport bus to Cityterminalen (80 min), next to the congress centre.
• Taxi (70 min), recommended firms: Taxi Stockholm, Taxi Kurir, Top Cab and Taxi 020.

By train
Arrive at Stockholm Central Station with direct access to the congress centre. See how to get from the Central Station to Stockholm Waterfront Congress Centre on foot below.

By bus
National and international buses and airport buses arrive at Cityterminalen, next to the congress centre. See how to get from Cityterminalen to Stockholm Waterfront Congress Centre on foot below.

By car
Follow signs for Stockholm C, Centrum and Centralstationen (Central Station). The congress centre is located next to the Central Station.

Parking
A limited on-site parking service is available. Parking is also available in the vicinity of the congress centre. Nearby parking:
• Kungsbron, Östra Järnvägsgatan 21 (600 metres from Stockholm Waterfont).
• Norra Bantorget, Torsgatan 1/Östra Järnvägsgatan 35 (800 metres from Stockholm Waterfront).
• Gallerian, Regeringsgatan 15 & 20/Herkulesgatan 16 (900 metres from Stockholm Waterfront).
• Norr Mälarstrand 2-80 (1 200 metres from Stockholm Waterfront).

Insurance

Exhibitors are advised to be fully ensured by their own insurance policy including, but not limited to, risks to their property and goods, public liability, and loss or damage caused by circumstantial reasons such as fire, water, theft, and accidents.

Exhibitors shall insure against, indemnify and hold the Organiser harmless with respect to all costs, claims, demands and expenses to which the Organiser may in any way be subjected as a result of any loss to the public or any persons present at the event, caused as a result of any act of the default of the Exhibitors and their affiliates, agents and contractors.

Official congress language

English is the official congress language.

Time difference

Swedish time is GMT plus 1 hour

Visa & entry requirements

Prior to booking flights, registrants are strongly advised to confirm with their travel agent whether they require a Visa to travel to Sweden. Information about Visa requirements can be found on the World Travel Guide website. BTS will not be responsible for any cancellations or delays caused by authorities due to a lack of Visa or other required documentation

Terms & condition for exhibition Beauty through Science

Terms & conditions

1. The Exhibitor’s registration is binding until accepted/rejected by Akademikliniken. If accepted, a binding contract is thereby entered regarding the stand site and rent stated in Akademiklinikens order confirmation or in other communication from Akademikliniken. The Exhibitor is only entitled to waive the contract if he notifies this in writing, in which case the cancellation conditions specified on the form “Application and Contract for stand space” apply.

2. If the Exhibitor breaches this contract, he may, with immediate effect, be barred from participation in the present and future exhibitions. In such a case, the Exhibitor shall be liable for rent of the stand for the exhibition to which the contract applies.

3. The stand site shall be taken into possession by the time specified at the latest. If this is not complied with, Akademikliniken is entitled to take over possession of the stand site.

4. The Exhibitor shall have put the stand into order by the time specified.

5. Exhibitors who have bulky exhibition goods that cannot be transported freely in the exhibition aisles shall contact Akademikliniken or contractor specified in sufficient time prior to the exhibition to allow the planning of transport.

6. The exhibitor shall keep his stand in good condition and, if so requested by Akademikliniken, make improvements to the stand at his own expense, if Akademikliniken considers that the stand does not make a good impression.

7. The Exhibitor undertakes to comply with “Terms and conditions for exhibitions organized by Akademikliniken HJ AB” as presented here and in other special regulations that Akademikliniken may issue.

8. Complaints regarding the allocated stand site shall be notified in good time prior to possession of the site being taken. If Akademikliniken should be unable to provide the stand that has been ordered, the Exhibitor shall submit to the modifications regarding site and space that, on account of circumstances, may be required. If Akademikliniken is not able to offer another site or space due to error or neglect for which Akademikliniken is responsible, the Exhibitor is entitled to repayment of the stand rent that has already been paid. The Exhibitor is not entitled, however, to any repayment other than for the stand rent and thus is not, under any circumstances, entitled to compensation for indirect damage. If the Exhibitor uses the allocated stand, the Exhibitor is not entitled to any compensation.

9. The stand may not be taken into possession until the stand rent has been paid in full.

10. The stand may not be assigned to a third party, partially or fully, without the consent of Akademikliniken.

11. Only such objects may be exhibited that Akademikliniken deems to be in agreement with the subject of the trade fair in question and to fulfill reasonable quality requirements. If an exhibited object should be deemed by
Akademikliniken not to fulfill the said requirements, the Exhibitor shall immediately and at his own expense remove the said object from the stand. The Exhibitor is not entitled to repayment of the stand rent or part thereof, nor to receive other compensation from Akademikliniken for expense or damage – direct or indirect – that may occur by reason of Akademiklinikens decision as per this provision.

12. It is prohibited to exhibit live animals, explosive goods or other objects that can be deemed to be unsuitable from a safety point of view. Exhibited objects shall be in agreement with government authorities’ and/or control units’ regulations and shall, when required, be furnished with approval from such authority or unit. The Exhibitor is reminded of his obligations regarding the exhibition of machinery etc as per the working environment legislation and the regulations of the National Board of Occupational Safety and Health. Akademikliniken releases itself from all liability for damage or obligations resulting from provisions not being complied with or approval not being obtained. The Exhibitor shall compensate Akademikliniken for all expenses and damage occurring in this connection.

13. The Exhibitor is prohibited within the exhibition area from, by use of signs, directing to any exhibition outwith the exhibition area.

14. Exhibited goods may not be removed during an on-going exhibition without the specific consent of Akademikliniken.
Beauty Through Science
Akademikliniken, Storängsvägen 10,
115 42 Stockholm, Sweden
bts@ak.se – www.beautythroughscience.com

15. Akademikliniken does not accept any liability for objects or decorations exhibited in the Exhibitor’s stand, irrespective of whether damage has been caused by error or neglect by Akademikliniken or by staff for whom Akademikliniken is responsible. The Exhibitor should therefore take out insurance for this purpose.

16. In cases where a catalogue has been issued, Akademikliniken disclaims all responsibility for any errors in the catalogue, or in other printed material.

17. The Exhibitor agrees to any details relating to him being given to third parties.

18. It is prohibited for the Exhibitor to:
• place objects outwit the stand area or to block fire protection installations, emergency exits, electricity stations
• use anything other than the standard surface finish on walls and other material, unless permission is obtained
• allow decorations and the like to exceed the maximum heights that are laid down for the exhibition in question, unless Akademiklinikens permission is obtained
• use decorating material that has not been approved by the fire authorities
• Without the fire authorities’ and Akademiklinikens permission, use open fire, store gases and inflammable fluids within the exhibition area
• out with the Exhibitor’s own stand, spread advertising without Akademiklinikens permission
• arrange his stand, decorations, demonstrations and sales in a way that is contrary to the country’s code of standards of advertising practice or that disturbs other exhibitors and visitors. All marketing, both verbal and in writing, shall be authentic and consistent with current marketing legislation.

19. Political propaganda may not occur in the stand or in any other place within the exhibition area.

20. Akademikliniken can have objects, that have been left in the stand after the last removal date, removed at the Exhibitor’s risk and expense. As security for the fulfillment of all obligations in relation to Akademikliniken, which the Exhibitor has or will have, Akademikliniken is entitled to retain the Exhibitor’s objects until payment is made in full. Akademikliniken has this same right when the Exhibitor has left objects behind after the final removal date.

21. If, due to circumstances beyond the control of Akademikliniken, restrictions regarding heating or the provision of electricity or water occur, the Exhibitor is not entitled to repayment of the stand rent or part thereof. Nor is the Exhibitor entitled to any form of compensation.

22. If, as a result of war, special government or local authority measures, strike, lockout, fire or other comparable circumstance, Akademikliniken should be forced to cancel or postpone the exhibition; there shall be no repayment of stand rent. On the other hand, the Exhibitor is entitled, as soon as the exhibition can be held, to precedence as regards stand site, and to certain compensation for stand rent already paid when making payment of the new stand rent. Further to this, the Exhibitor is not entitled to any form of compensation.

23. If special tax or other duty is charged on the undertakings in accordance with this contract, a sum equivalent to the said tax or duty shall be paid by the Exhibitor.

24. If the Exhibitor cancels or reduces his stand site up until 3 months before the start of the exhibition, a cancellation charge of 50% of total exhibit fees will apply. Cancellations received in writing later than 3 months before the start of the exhibition, the exhibitor will be liable for the total charge of the application.

25. In the case of delayed payment, interest on arrears will be charged at the rate of 1.5% per month.

26. Changes to these terms and conditions can only be made in writing, to be signed by authorized representatives of Akademikliniken AB.