I: GENERAL INFORMATION

show management

AVIATION WEEK
2 Penn Plaza, 25th Fl
New York, NY 10121
www.aviationweek.com/events

• Registration:
  Virginia Gongora (+1.212.904.4682)
• Exhibitor/Sponsor/Speaker Support:
  Anita Wright (+1.212.904.6344)
• Editorial Speaking/Content:
  Ed Hazelwood (+1.202.383.3528)
• Exhibit Sales US/Canada/Asia:
  Beth Eddy/Mimi Smith (+1.561.862.0005)
• Exhibit Sales Europe/Africa/Russia:
  Michael Elmes (+44.1255.871.070)
• General Inquiries:
  Alejandro Wyss (+1.212.904.3047)
  

II: VENUE INFORMATION

venue

ExCeL London
One Western Gateway
Royal Victoria Dock
London
E16 1XL
www.excel-london.co.uk/

September 28-30, 2010

• Conference Sessions take place in the Platinum Suite
• Registration Desk – located in the foyer area outside of the Exhibition Halls.
• Exhibition Hall is in the North Bldg 1-5

CUT-OFF DATE FOR ROOM RESERVATIONS: July 31, 2010

For more info on planning your trip, visit:
www.visitbritaindirect.com/excel/en-GB/

travel information 

Air Travel

AVIATION WEEK has arranged for discounted rates on Lufthansa.

• Discounts ranging from 10-15% off of certain published airfares in First, Business, and Economy Class
• Special ticketing conditions such as a one day minimum stay and an advance purchase period of only three days
  (these special conditions can lead to significant cost savings for your attendees)
• Discounts are applicable for worldwide travel on Lufthansa (LH) including code-share flights operated by partner airlines
• Discounts are valid for worldwide travel to London, United Kingdom (LON) up to one week before and one week after the event (time period September 21 - October 7, 2010)

To make your reservation, please click on this link and enter the access code USEIN in the “Access to Event Booking” area.

Please note that you may have to enable pop-ups on this site – otherwise the booking platform window will not open. 

These promotional fares are also available via your IATA / ARC Travel Agent; please refer your Travel Agent to these ticketing instructions.

Getting Around London

Transportation to and From Excel from various hotels may be via taxi or the DLR/metro.
Travel in and around London with the OYSTER CARD . The card may be purchased in advance and mailed to your home or office. The Oyster Card is a one time charge of £3.00, and then travellers can add to it at their convenience based on anticipated use.

Town Car Reservations- About Town Carriages
Email: Info@abouttowncarriages.co.uk
Web: www.abouttowncarriages.co.uk

Directions to ExCel:

Crowne Plaza London Docklands :
approximately a 2-3 minute walk from ExCel … one stop on the DLR (though the walk is about the same distance as that to arrive at the Station for the DLR pick-up to ExCel).

Express by Holiday Inn London-Royal Docks/Docklands :
approximately a little more than half a mile from ExCel. You can take the train at CanningTown, it is two stops away to ExCel entrance … 5-10 minutes away.

Marriott London West Quay
Hilton London Canary Wharf
Four Seasons Canary Wharf :
all located in the Canary Wharf area and accessible by either DLR or Tube connections, or by ferry to ExCel Center. Cabs are also readily available and in the height of morning business traffic.

Novotel London ExCel :
literally opposite the front door to ExCel … a few hundred feet away.

Radisson Edwardian New Providence Wharf :
is located between ExCel, O2 Center & Canary Wharf. Easily accessible by Tube or DLR lines and approximately 10 minutes from ExCel.

Ramada London Docklands :
approximately a 3-5 minute walk to ExCel and one stop on the DLR (from opposite end of the building). ExCel may be accessed from the rear parking lot of ExCel (which was under construction to add a new hall in area previously utilized for parking). Ramada entrance is at this end of the walk, so access into the building itself will be across the street, though the walk internally once inside the center will be somewhat longer.

hotel information 

You must use the following downloadable forms to secure discounted hotel reservations for MRO Europe 2010:

• Crowne Plaza London Docklands ExCeL
• Express by Holiday Inn London-Royal Docks/Docklands
• Four Seasons Canary Wharf Hotel
• Hilton London Canary Wharf
• London Marriott Hotel West India Quay
• Novotel London Excel
• Radisson Edwardian New Providence Wharf
  
• Ramada London Docklands

III: REGISTRATION INFORMATION/INSTRUCTIONS

official hours

Registration

Tuesday, September 28, 2010 from 9:00 a.m. – 5:00 p.m.

Wednesday, September 29, 2010 from 7:30 a.m. – 5:30 p.m.

Thursday, September 30, 2010 Registration from 8:00 a.m. - 3:00 p.m.

Show Hours

Wednesday, September 29, 2010 from 10:30 a.m. – 5:30 p.m.

Thursday, September 30, 2010 Registration from 9:30 a.m. - 3:00 p.m.

NOTE: Non-registered exhibitor/booth personnel will not be allowed on the show floor prior the hours listed above. Please do not schedule any meetings at your booth prior to the above hours

registration

Please Note: no one will be allowed to access the exhibition hall and/or conference sessions without registering and collecting an event badge.

• BOOTH PERSONNEL REGISTRATION
  Each 9sqm exhibit space receives 3 COMPLIMENTARY INCLUDED BOOTH PERSONNEL badges (includes 3 lunch tickets). The Booth Personnel Badges allow you access into the exhibit hall before and after official exhibit hall hours. You may order ADDITIONAL BOOTH PERSONNEL badges for $75.00 (which includes lunch tickets), or you may opt to register staff as BOOTH PERSONNEL ONLY on a comp basis with no lunch tickets. You may register unlimited staff at either option.
• DISCOUNTED REGISTRATION
  If you wish to attend the conference sessions, please follow this link. All exhibitors will receive a discounted rate by the published date.  Select the Exhibitor rate
• TRADESHOW VISITOR PASS
  This is your opportunity to invite customers, clients and prospects, as your guest, to meet with you on the exhibition floor! You may send as many as you like – there is no limit and it is free!
• FREE AIRLINE FULL CONFERENCE AND EXHIBITION ACCESS PASS
  Invite your qualified airline customers and prospects to attend for free!
• SUBMIT YOUR PROGRAM BOOK LISTING (Deadline August 3, 2010)

IV: OFFICIAL CONTRACTOR AND SERVICE PROVIDERS INFORMATION

official show contractor/ service providers

SAXON DESIGN LIMITED
Ben Bradberry
Tel: +44(0)1213289996
Fax: +44(0)1213289992
E-Mail: mro@saxondesign.co.uk

booth set-up forms:

EXHIBITORS: PLEASE PROVIDE THIS INFORMATION TO YOUR THIRD PARTY CONTRACTORS!!
Included here are all the forms you will need to insure your booth and materials are set-up properly (electrical, communications, furniture, booth set-up, etc.)

SAXON DESIGN:

The Saxon PDF can be completed electronically. If you have Adobe Reader simply complete the forms, save and email them. If you do not have Adobe Reader, you will need to complete, print and fax form to: +44 (0)121 328 9992. Return forms no later than 27th August 2010.

• Audio Visual Form
  
• Custom Build Form
  
• Electrical Extra Order Form
  
• Furniture Details Form
  
• Furniture Images 1
  
• Furniture Images 2
  
• Graphic Service Form
  
• Modular Build Form
  
• Payment Details Form
  
• Quick Facts
  
• Shell Booth Extras Form
  
• Exhibitor EAC Form

THE EXCEL – LONDON:

The ExCeL will provide the following: catering, cleaning, telephone & internet, parking, refuse, rigging and freight facility services.

• Guidance for Organisers Exhibitors and Contractors-Exhibitions - MUST READ
• Technical Regulations   MUST READ
  
• Parking Form
  
• Rigging Order Form
• Stand Plan   MUST READ
  
• Telephone & Internet Form
  
• Freight Facility Services
  
• Water & Waste Form

Rate Card for Campbell Reith (Structural Engineers)

Catering -
If you wish to order any food or beverages at your booth, please contact:
Leiths @ ExCeL London
Tina Wallis, Sales & Events Manager
+1 44 0207 069 4822
Tina.wallis@compass-group.co.uk

Note: No food or beverage from an outside vendor may be brought into the ExCeL.

Cleaning & Waste
ExCeL – London
Osman Deen
osmandeen@excel-london.co.uk 
+44 (0) 207 069 4506

Temporary Support Staff
Moore People Event Staffing 
Bettina Taverner
bettina@moorepeople.co.uk 
+44 (0) 208 508 0555

 

 

Dear MRO Exhibitor:

In order to insure that your booth is approved prior to move in, there are mandatory regulations that need to be adhered.  Failure to do so will deter the building of your booth by ExCeL and will not result in any refunds.  Any costs associated with these regulations are at the exhibitor’s expense.  PLEASE be sure to pass this information to your designer/contractor as they will need to provide this information to the ExCeL.

COMPLEX STRUCTURES

• A complex structure is any form of construction of any height, which may require input from a structural engineer.  If a stand is not constructed from ‘shell scheme,’  it is the responsibility of the stand designer to determine whether the construction is complex or not.
• Examples of a Complex Structure:
  • Any structure, over 4m in height, which requires structural calculations
  • Any part of a stand or exhibit which exceeds 4m in height
  • Suspended items
  • Sound/lighting items
  • Temporary seating
  • Platforms and stages over 0.6m in height and all platforms and stages for public use (not including stand floor flats and platforms) needs to be signed off by a structural engineer
• Exhibitors are responsible for submitting full details of all complex structures no later than 28 days prior to the event (Deadline: August 27).  Permission to build any complex structure will NOT be given until the venue has received 2 copies of the following:
  • Detailed, scaled structural drawings showing:
    • Plan views of each storey of the stand
    • Sections through each storey of the stand
    • Elevations including full steelwork and staircase details
    • Floor and/or roof loading
    • Specifications of material used
  • Structural calculations
  • Risk assessment (to include fire hazards) and method statement – PDF attached
  • Written confirmation from an independent structural engineer, with adequate Professional indemnity cover, that the design is safe for its purpose.

NOTE:  In regards to structural sign off, Campbell Reith can assist with this – you may contact Tony Thorpe at engineers@campbellreith.com or +44 207 340 1700.

Please be sure to send this email to your third party contractor, along with the attached PDFs.

Thank you and best regards,
SHOW MANAGEMENT 

 

lead retrieval

Capture Technologies is AVIATION WEEK’s official vendor for lead retrieval. With new privacy policies being enacted, here is your opportunity to capture vital information from all delegates who visit your booth. We have simplified and streamlined this process to ensure a smooth transition with one system that will read and capture all information from the event badge.

• Lead Retrieval Order Form

flower and plant hire

• Onsite Easy Plant Hire Guide
• Onsite Easy Flower Hire Guide
• Old Acre Easy Order Form

 

general information/contractor

1. Official Stand Build Dates and Times
   • All island and/or raw-space booths must submit their design to Lydia Janow at ljanow@aviationweek.com and Ben Bradberry at ben@saxondesign.co.uk
   • Exhibitor move in is Tuesday, September 28th from 09.00 – 18.00
   • Raw Space booths that are 36m2 or larger may apply for special permission to access the hall on Monday, September 27th. Please contact Ben Bradberry +44 1213 289 996 or ben@saxondesign.co.uk
   • ALL STANDS must be completed by 09.30 Wednesday, September 29th
2. Dismantling Dates and Times
   • Thursday September 30th 15.00 – 21.00
   • Friday 1st October 08.00 – 13.00
3. Important Deadlines:
   • Final payment on your Exhibition Space: Now
   • Program Book Listing: August 3, 2010
     Please follow this link to submit your Program Book listing:
     http://vovici.com/wsb.dll/s/3c9ag453f5
   • Conference/Exhibitor Registration (optional): August 18, 2010
   • Exhibitor Registration: September 1, 2010
4. Contractor forms:
   If an exhibitor plans to use a firm other than the “Official Show Vendor”, please fill out the AVIATION WEEK Exhibitor Appointed Contractor form (EAC). Please fax this to the Events Department at AVIATION WEEK (+1.212.904.3334). This form must be completed and returned to AVIATION WEEK no later than four (4) weeks prior to the event.
5. INSURANCE:
   All exhibitors must have adequate insurance to exhibit. Each company is responsible for obtaining their own insurance.

V: SHIPPING

INTERNATIONAL SHIPPING FORMS

TWI is AVIATION WEEK’s official international customs broker to ensure your materials clear customs and make it to the event in time.

• MRO EUROPE 2010 SHIPPING FORM
  (Microsoft Excel Spreadsheet)
• Shipping Instructions TWI
• Shipping Instructions CEVA (International Instructions)
  
  

Kent Wilson
Project Manager
Desk: +1.702.691.9075
Mobile: +1.702.285.1860
Fax: +1.702.691.9055
KWilson@twiglobal.com

International Shipping Contacts:
CEVA Showfreight
Start Nucleus
Brunel Way
Marsh St, Dartford,
DA1 5GA
Telephone : +44 (0) 1322 312 058
Fax : +44 (0) 1322 312 057
Contact : Graham Ridge
E mail : graham.ridge@cevalogistics.com

VI: FAQ’s

How do I register?
You may register online at: http://www.aviationweek.com/events/current/meu/register.htm Click on MRO Europe UK 2010 and click on “Register Now.”
Note: All fee based registrations must be paid with a credit card online. If you are unable to pay with a credit card online you may request a registration form from our registration manager Virginia Gongora, virginia_gongora@aviationweek.com which includes payment instructions.

As an Exhibitor how can I invite guests to my booth?
Exhibitors will be able to invite their best customers to attend the MRO Europe 2010 Exhibits Free. Exhibitors are allotted unlimited guest passes per 9 square meters exhibit space.
These passes are for your customers, (Note: Guess passes do not include lunch tickets) and we suggest that if you intend to use these for your employees that they are advised that they do not have the same benefits as an exhibitor badge.
All badges can be registered for online. Please contact Virginia Gongora at +1.212.904.4682, or via e-mail at virginia_gongora@aviationweek.com for more information on Tradeshow Visitor Pass badges.

How and when will I receive my registration confirmation?
Confirmations are provided via e-mail within 72 hours of receipt of your paid registration. If you do not receive confirmation within 72 hours, Please contact Virginia Gongora at +1.212.904.4682, or via e-mail at virginia_gongora@aviationweek.com.

When will I receive my badge/ tickets?
Please be advised we do not mail badges. Badges and event materials can be collected on site in the registration area.

Must everyone be registered?
Yes. No one will be allowed to access the exhibition hall and or conference sessions without registering and collecting an event badge.
Note: Exhibitor contractors will receive "Work passes” – in the form of wrist bracelets to be used during set-up and tear down. This pass is only available from Show Management. Passes may be picked up at the Registration Desk.

Meetings & Networking
In Europe the culture calls for building relationships with people, and one way to do this is by meeting face- to-face. It is often customary to make an appointment just days before you wish to meet and to confirm it verbally by telephone. Sign up for the MRO EUROPE 2010 group at Linked In and start networking long before the conference. Open a dialogue and start confirming meeting times!

Am I allowed to bring children to the event?
Due to the business nature of this event, children under 16 are not permitted into the Exhibition Hall or the Conference during installation, official show days and teardown. Children ages 16 and older will be admitted to the Exhibition Hall during official hours, provided that they are registered, pay appropriate fees and with the understanding that they are the sole responsibility of an accompanying adult.

When I arrive at the ExCeL London, where do I go?
If you have pre-registered, please precede to the MRO EUROPE 2010 Self-Serve Kiosk (Note:  You MUST BRING THIS THE BAR CODE Confirmation letter in order to print your badge at the kiosk.) If you have not pre-registered or other registration issue, please precede to the staffed Registration Counters to pick up your badge and event materials.

Are walk-ins accepted on the day of the event?
Day of event walk-ins will be accepted. Credit cards, checks and USD/Euros will be accepted.

What if I can’t attend or need to make a change to my registration? What is the cancellation policy?
Conference Cancellation and Credit Card Authorization Policy: Written cancellations received on or before July 30, 2010 will receive a refund less a processing fee of $300 on the conference registration; $50 for Military/Government; $45 on reception only. If no moneys are received, registrants are still responsible for the processing fee. VERBAL CANCELLATIONS ARE NOT ACCEPTABLE. Please fax your written cancellation to +1(212) 904-3334 or email to events@aviationweek.com. No refunds will be given after July 30, 2010, however a substitute may be sent. Any fees not paid by original registrant will be applied to substitute’s fees. By submitting this registration, you authorize McGraw-Hill to invoice you for any unpaid portion of your registration fees. 

Can I distribute my literature in the Registration Area or at the Show entrance?
No. All sales activities (literature/invitation distribution) must be contained within your rented booth space. Besides the traffic congestion this practice would create, it violates a basic tenet of Show Management—“To design and manage an exhibit floor that ensures each exhibitor an equal opportunity to market their product or service.” Therefore, we do not allow exhibitors to distribute material in any area of the ExCel other than their rented booth space. This includes any hired /staff attendants circulating through the Show floor with literature or signs directing attendees to a specific booth. If an exhibitor attempts this type of promotion, Show Management will be forced to confiscate the literature being distributed and direct the individual(s) back to their booth space.

Can I reserve my 2011 exhibit space before leaving this year’s show?
Yes, Exhibitors are encouraged to complete a contract before leaving this year’s Show to ensure their position in the initial space assignment procedure. Exhibit Space contracts for the 2011 show will be located in the AVIATION WEEK booth. Exhibition sales managers will be eager to assist you.

Who can I contact with additional questions?
Anita J. Wright, Customer Service Liaison
anitajoyce_wright@aviationweek.com

In Conclusion

We hope you have found these questions and answers helpful in preparing your exhibit program at The MRO Europe 2010 Show. If there are important areas we did not cover, or specific questions you would like to see addressed in greater detail, let us know. Your input is vital in helping us to produce an event that is efficient, productive and profitable.

Thank you for your participation and support!

Anita J. Wright
Customer Service Liaison
anitajoyce_wright@aviationweek.com.