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Handling of Exhibits

Entry and Exit Times
Entry to the halls is allowed from 0800-2200hrs on Friday 21st September and Saturday 22nd September for set up of space only stands.  And from 0800 until 2200hrs on Sunday 23rd September for shell scheme exhibitors and space only stands.

Any shipments for shell scheme stands arriving before Sunday 23rd September will be diverted to the official freight handler’s advance warehouse.

Off-loading of goods and loading of empties is only permitted until 1700 hrs on 23rd September. Off-loading and loading is not permitted on the opening morning of the show and during the show open hours.

Breakdown – All exhibition material must be removed from the halls by 1500 hrs on Thursday 27th September. The organisers reserve the right to remove any materials from the halls after this time and forward any charges to the exhibitor concerned. The exhibitor may also incur penalty charges from the venue. No vehicles will be given access to reload until 1730 hrs on Wednesday 26th September.

Delivery and Lifting of Exhibits
Exhibits sent direct to site should arrive after 0800 hrs during the official build-up days. The venue delivery address is:
 
ECOC Congress 2018
c/o Fiera Roma
Exhibitor Name / Stand No.
East Cargo Entrance
Viale Alexandre Gustave Eiffel, 50
00148 Rome
Italy

Transport contractors will not leave goods without obtaining a signed receipt and you should arrange for a representative to be on the stand to receive them. If you use the services of GT Exhibitions, you do not need to be on-site to sign for your shipment. The venue and the organisers cannot accept deliveries on behalf of exhibitors. All packages should be clearly labelled and show the name of the event, your company name and stand number.

Please ensure the driver has details of the company/stand no. he or she is delivering to, and on the breakdown, who they are collecting on behalf of.  Due to restricted space there are limits on how long a vehicle can remain parked outside the halls to unoad/reload. You cannot park in this area for the duration of the event. There is parking for trucks available within the venue and information on this can be found later in these instructions.

Alternatively, goods can be sent to the official freight forwarder’s on-site advance warehouse between the 17th- 21st September where they will be held until your move-in date and deliver to your stand.  There will be a charge for this.

The address for advance deliveries is: -

GT Exhibitions Ltd
c/o Expotrans SpA
Via A.G Eiffel 100-P44
00148 Roma
Italy
Attn. Daniele Bergonzoni
Tel. +39 02 929 56099

Please ensure the driver's paperwork and packages are clearly marked with the show name, exhibitor name and stand no.

Goods may also be collected from the advance warehouse at the close of the event.    Hauliers/transport companies collecting must know for which exhibitor they are collecting.

It is essential that unpacking in the halls is restricted to small exhibits or those items, which cannot travel out of their cases without risk of damage. You or your agent should therefore arrange for your shipping or transport contractor to unpack major items away from the hall.

To ensure the efficient entry of exhibits, only the following contractor will be permitted to operate mechanical lifting equipment at the venue: -

GT Exhibitions Ltd
25-27 Blackwell Drive
Braintree
Essex, CM7 2PU
United Kingdom
T: +44 (0) 1376 567567
F: +44 (0) 1376 335034

If you require assistance for the unloading, lifting and positioning of your exhibits you must make arrangements with this contractor. GT Exhibitions can also assist with any freight forwarding requirements you may have and a list of their overseas partners is also available, please CLICK HERE for details.

Weight Loads
Exhibits weighing 4.000kg per square metre floor area (distributed weight, not concentrated loads) require a support construction adapted to the load-bearing capacity of the hall floor. 
 
Storage - packing cases etc
The organisers are unable to provide storage for packing cases, etc. These must be removed from the areas around your stand before the halls are opened for the exhibition. You should therefore make prior arrangements for the safe keeping of such items with the appointed handling contractor, GT Exhibitions or with your shipping and forwarding agent.
 
Whilst every effort is made to return your empty packaging as quickly as possible, it can be some hours before everything is delivered back. We therefore, recommend that you do not book return flights for immediately after the close of the exhibition.
 
Please note, that exhibitors are forbidden to store exhibits or packing materials behind their stands due to the fire risk.
 
Courier Shipments
Courier shipments should be addressed to GT Exhibitions advance warehouse and never direct to your stand. There is a charge for this.  
The address is as follows: -
 
GT Exhibitions Ltd
c/o Expotrans SpA
Via A.G Eiffel 100-P44
00148 Roma
Italy
Attn. Daniele Bergonzoni
Tel. +39 02 929 56099

We strongly advise exhibitors from outside the EU NOT to send goods via courier companies (Fedex, UPS, DHL, etc).  The only commodity that should be sent is printed matter, with a very low value.  Even then we cannot guarantee your courier company will deliver the goods without problems.  The duties and taxes payable box should be for the account of the shipper.  It is vital the waybill mentions ECOC 2018 and the exhibitor name and stand no. It is also imperative that you send a pre-advice of your shipment to GT Exhibitions prior to arrival, with a copy of the waybill and invoice/packing list.  Failure to pre-advise GT Exhibitions means they are unaware your shipment exists and subsequently cannot be held responsible if it is not delivered to your stand.

Depending on the courier company you use and the commodity you are sending, the goods from outside the EU may get stuck in Italian Customs.. Please see paragraph regarding Customs clearance 

Customs Clearance
We strongly recommend you utilise the services of the official freight forwarder, GT Exhibitions Ltd. who can assist you on all Customs matters and as an alternative to the ATA Carnet can clear temporary goods under a temporary import bond.
Courier shipments arriving from outside the EU that require Customs Intervention by GT Exhibitions will be billed to the exhibitor accordingly and these costs can be very high.
 
Return Shipping
Exhibitors who utilise the services of GT Exhibitions on the inbound will be visited by them during the show, to discuss return shipping requirements. Those exhibitors who do not use GT Exhibitions on the inbound can also make arrangements to ship back with them and should visit their service desk before the show closes. Return shipping labels will be available for those exhibitors who need them.
 
Truck Parking
Trucks can park at car park P3 within the Fiera Roma during the event, free of charge.