Guidelines, Regulations, Construction Rules, Stand approvals

Please find all important download documents for the congress:

for external Caterers:


Vehicles with a foreign number plate:

If you are planning to come to Barcelona and its metropolitan area with a vehicle with a foreign number plate, you must register beforehand and check that you comply with the necessary environmental requisites. If your vehicle meets the requirements, you may circulate without restrictions. If your vehicle does not meet the requirements, you must apply for daily permits up to a maximum of ten permits per year to be able to circulate in the Barcelona Ring Roads Low Emission Zone:

https://zberegistre.ambmobilitat.cat/en/VistasDetalleAutorizaciones?tipusAutoritzacio=4

Rigging:

Fira Barcelona rigging information and order form

Fira Barcelona Example Rigging Weight Project

WI-FI – ORDERING PROCESS

Due to the continuing issues of unreliable WI-FI networks within the exhibition area at medical congresses, the ERS and FIRA Barcelona are taking the same approach as in previous years. Past experience has shown that, when multiple wireless networks are sharing the same airspace, all wireless users are susceptible to wireless (RF) interference. This can lead to loss of connectivity, slow network traffic and poor performance. In such a dynamic environment where events build up, open, close and break down in a matter of days, interference from wireless networks is a particularly acute issue.

Due to radio technology limitations, ERS and FIRA Barcelona have decided to focus on rules and communication to improve Wi-Fi global availability in the exhibition area and Industry Session rooms. You will find the WI-FI Policy here.

You may as of now order WI-FI directly via FIRA Barcelona. You will find here our WI-FI Policy.
Please read it carefully, and return a signed copy by email to FIRA BARCELONA (see below) – This is mandatory even if you do not require Wi-Fi onsite. Please make sure you return this signed form before 20th August 2022.

This year again, the free delegate WI-FI will be available in the entire congress center, including the exhibition. To ensure that the public WI-FI will not be interfered during Industry Sessions and the exhibition opening hours, the exhibitors and the organizer of an Industry Session must use the offer of the IT department from FIRA Barcelona.

Contact details:

ERS2022 onsite delegate free Wi-Fi – ERS_Free_Internet, The password will be: erscongress

Exhibition & Industry Sessions Wi-Fi contact:  internet@firabarcelona.com

Attention! The ERS specific rules and regulations listed in this Exhibitor Service Center, especially the construction rules, may vary and be more restrictive than the rules of the venue. Please take this into account when planning your stand and activities!

Here you can find the comprehensive guidelines and regulations of the venue:

 

Interpretation and enforcement of the rules

As there may be some instances where the interpretation of the guidelines is in dispute, we remind exhibitors that the overall principle for guidelines relating to stand design is to ensure a well-designed and open overall exhibition for the participants and fairness for all exhibitors. The ERS therefore reserves the right to pass an overall judgment on a stand design in favour of this principle.

Exceptions

The ERS leadership / Interplan retains the right to make exceptions to the regulations should a stand concept be deemed to add an extra benefit to the exhibition and to the participants.

Dangerous exhibits and substances

The exhibitor must conform to the conditions concerning explosives and dangerous combustible materials as laid down by the appropriate authority and other statutory bodies. Any material or exhibit not approved by the appropriate authority or by the PEO must be removed from the building at the request of the PEO.

No exhibits (e.g. steam or compressed air driven machine), working demonstrations (e.g. welder) or special displays, such as lasers, which include a dangerous substance, explosive or items of an objectionable nature, may be brought onto the premises without written consent of the organizers and the venue. Explosive substances are subject to the provisions of the relevant Explosives Act and may not be displayed at the exhibition.

Insurance

Exhibitors are reminded of the insurance requirements for public liability and exhibits. The exhibitor shall provide, at request of the organizers, satisfactory evidence that adequate insurance is in force. Exhibitors are responsible for insuring against liability incurred in respect of injury or damage to property of third parties. In addition to this, they should protect their expenditures against abandonment, cancellation or curtailment of the event.

Obstruction of gangways and open spaces

Gangways must be kept clear and free for passage at all times. All emergency exits and access to service areas have to be kept clear at all times. They must not be restricted or rendered unrecognizable.

Public gangways shall remain the means of escape even during installation and dismantling periods. Any exhibitor who continues to cause obstruction or nuisance after notice has been given will be liable to have their stand closed by the PEO at the exhibitor’s expense and risk.

All venue specific regulations can be found in the download area at the top of this page.

Important venue specific information regarding the exhibition hall

Please note:

• It is prohibited to attach screws, nails or hooks etc. of any kind to the floor, walls, ceilings or furniture.
• It is prohibited to fasten stickers. Please ensure that only textile adhesive tapes with soluble adhesive are used.
• It is prohibited to paint the floors, walls, ceilings or furniture.
• It is prohibited to drag objects of any kind over the floor.
• It is prohibited to operate machines generating waste gas without exhaust facilities.
• It is prohibited to operate cutting machines in the halls (in the loading bay it is allowed).
• Exhibitors are obliged to grant access to official supervisor staff and accredited representatives of the venue.
• Exhibitors, their staff and all visitors to the congress center must obey the instructions of the above-mentioned officers.

Technical outlets in the floor on the booked exhibition space

Exhibitors should be aware that construction of stands at certain venues may be affected by the positioning of service outlets. In the event that a service outlet has to be shared by a neighbouring stand, exhibitors are advised to build raised floors. Exhibitors will be advised of such a situation prior to entering a contract, there is no discount offered in such instances.

Daily cleaning / Waste disposal

The organiser is only responsible for the general cleaning of the exhibition hall (aisles and public areas) during the meeting, not for the exhibition stand.

Every exhibitor will be charged with an obligatory flat fee for normal waste disposal during the set-up and dismantling time. The cost is 2,50€ per sqm. Additional waste like disposal of the wooden floor bulky construction material must be ordered separately via the Servifira Online Shop. 

The organizer does not allow the exhibitor to put any waste in the aisles during the exhibition opening hours.

Prior to the opening of the exhibition and at the end of each day, the corridors in the exhibition hall will be cleaned. If exhibitors require stand cleaning or waste disposal after the set-up of the stand and during the event, please order this service via the webshop.

The ordered shell scheme stands and equipment will be dismantled from the beginning of dismantling Tuesday 6 Sept. 17:30 on, please make sure to take your valuables with you.

Security / Stand guards

Each exhibitor must take appropriate measures for the safeguarding of their goods, materials, equipment, and display at all times. A general security service will be provided by the ERS during the installation and exhibition period, but the security service will not be responsible for personal injury, loss and/or damage to any property from any cause. Furnishing this service shall not be construed to be any assumption of obligation or duty with respect to the protection of the property of the exhibitors, which shall at all times be the sole responsibility of each exhibitor. The PEO, the ERS and/or the venue shall not be liable for any act or omission of such security guards.

Sufficient numbers of security staff will be present in the exhibition halls during the build-up, dismantling and opening times. Exhibitors wishing to book additional overnight security guards for their stands can order these via the Servifira Online Shop.

For security reasons, identification badges supplied to stand personnel and stand builders must be worn at all times. There will be no admission whatsoever to unauthorized personnel.

Please bear in mind that there is an early deadline for every provided service. After this deadline, a late-order fee will be charged. Even on-site orders will be charged with a relevant markup.

Stand rules in general

The ERS and/or the PEO reserve the right to insist upon the necessary changes in such stands or exhibits if health and safety regulations, technical requirements or preservation of the best possible overall image of the exhibition, as judged by the ERS and/or the PEO, should so require. If such changes are not made as required, the ERS and/or the PEO have the right to cancel stand construction and/or dismantle the stand before or during the exhibition, and/or to close it down during exhibition hours and/or to remove it at the expense of the ex­hibitor, who will forfeit all sums paid by way of deposit, rental or otherwise.

No exhibitor shall erect any sign, stand, wall or obstruction, which, in the opinion of the ERS/PEO, overshadows an adjoining exhibitor.

Exhibitors are responsible for the safety of their pro­ducts, display and stand. In designing the stand, good judgment and consideration of neighbouring exhibitors should be the primary objectives.

The design of free-build stands must maintain and enhance the professional atmosphere of the congress. No part of any exhibition stand may be suspended from the ceiling or attached to any part of the building, except for lightweight structures (i.e. lighting, signage or rigging if necessary). 

The side and back walls of all stands should be finished completely on the outside as well as on the inside. 

Exhibitors are not allowed to display exhibits that obstruct the light, impede or affect the displays of neighbouring exhibitors in an unreasonable way.

No structure of any exhibition or stand may extend on any side beyond the limits of the stand boundaries. No signs may project beyond the walls of the stand and each exhibitor must avoid hindering the view or entranceway of neighbouring stands.
Exhibitors will not be allowed to project images on to the gangways, ceilings, walls or space that are not part of their stand.
Special care must be taken to avoid lights or spotlights that are annoying to visitors or neighbouring stands. The ERS and the PEO reserve the right to issue further instructions concerning the design of stands.


Rear and separation walls / Conditions of visible parts of the construction (back walls, banners etc. facing neighbouring stands)

Rear- and separation walls:

  1. We kindly ask you to bear in mind that every exhibitor is obliged to build a separation and rear/side wall at the sides facing the neighboring stands. In case an exhibitor should not comply with this rule, the organizer will erect the lacking walls onsite and charge the costs for the walls to the exhibitor.
  2. The sides of the wall facing the standneighbor must be completely (from bottom to top) white and clean with no visible signage, cabling etc. no matter whether the neighbor builds a wall on his side or not.


Ramps – disabled access to the stand

Steps and ramps must not intrude on public walkways, the corners of the platforms must be rounded or protected and the perimeter must be closed off. The corners of the platforms located at the intersection of walkways must be protected to ensure they do not cause visitors to trip up.

Stands with access platform or walkway higher than 19 mm must have at least one ramp.

Minimum width of the ramp: 1200 mm

The slope has to be uniform, up to 1:12 and completely within the stand.
Level landings must be provided at the top and the bottom of the ramp and at every intermediate level where an exit door can be opened onto them.

Stand ceilings/roofs

The stand covering material must be canvas (cloth) and fireproof so that in a fire situation, the smoke can find its way upwards through it in order to reach the fire detection equipment located on the hall ceilings and the water from the sprinkling system can drop through the fabric. Wood ceilings must have holes in order to allow smoke to pass through them!

In case you plan to cover your stand, please make sure to check with the venue regarding the retired fabric necessary for water sprinkler installations to allow water to drop through the mesh.

All suspended fittings and apparatus (e.g. lights, TVs, sound clusters and speakers, displays rigs etc.) shall be fitted with secondary safety wires / chains and brackets. Details of layouts and weights of suspended fittings and apparatus are to be supplied to the ServiFira exhibitor service and shall not exceed the max. load capacity for the suspension of such items from the roof. Suspension plans must be handed in 30 days before the first official set-up day.

Visibility from above
The exhibition is not visible from the top from a level above.

Laser, gas and compressed air

If the exhibitor will apply laser, gas or compressed air, he can order this via the ServiFira online shop and will be responsible for getting all official allowances and certificates. Also, the installation must accord to the directions of the Fira.

Check further details in the download area at the top of this page.

Interplan cannot guarantee the feasibility of your hanging rigging structure. Please check this directly with the ServiFira exhibitor service / the rigging company.

Stand approval procedure

All companies have to hand in their stand project designs for approval.
If you have a shell scheme package or order one via the ServiFira online shop and you are not building anything within the rented space yourself, you do not need to hand in anything.

All stand projects have to be submitted to the ERS for approval by July 1, 2022 at the latest. Exhibitors will not be permitted to construct booths without approved designs. If a booth is constructed outside of the specifications of the approved designs, ERS/PEO will insist on modifications to the design or undertake any measures it deems are needed to impede the use of the exhibition booth.

Please send your stand designs to Kristof Kemp, kristof.kemp@ersnet.org

The detailed scaled drawings should show:

  • Plan views of the stand
  • Elevations and stand measures
  • Width and positions of gangways within the stand
  • Floor and roof loading
  • Specifications of materials used

We do check your designs in respect to the ERS construction rules explained in this area. Please make sure to study the venue rules and regulations also very thoroughly before designing your stand.

During set-up, Interplan will be present and monitor the compliance with the approved stand projects.

Construction height (please check also the transparency principle below)

1) 2,5m:
For side and back walls connecting to another stand directly on the stand perimeter. This is to ensure that neighbouring booths are not overshadowed and to comply with standard sizes or other types of a stand. Exhibitors working with raised floors should contact the ERS/PEO for more specific advice.

2) 4,5m:
For constructions as hanging banners (deeper than 1m), signage, towers, branded or color coded riggings that are not used for technical supply only but are visually a part of the stand design etc. inside the stand with a min. distance of 50cm to the stand border is 4.50m top edge (including branded rigging) measured from the floor of the exhibition hall.

3) 6m:
Max. height for unbranded riggings that are visually not part of the overall stand design concept and used for technical supply only (e.g. lighting).

4) Any sight axis blocking elements higher 1,50m shall not block (also in combination with other elements of that height) more than 70% of the view from one side of a stand to the other (exemptions are separation or rear walls towards the neighbors that may be 2,50m high).

Free view through the exhibition / Transparency principle

The main and overall objectives of the following rules are to create a comfortable and open exhibition space for participants and exhibitors alike. We aim to encourage the most effective use of island spaces and this means keeping the view through the exhibition as free as possible, not overshadowing or obscuring the view of neighbouring stands and keeping open sided stands as accessible to exhibition traffic as possible. Exhibitors wishing to have closed walls should consider a corner or peninsular sites rather than the island option.

  • No more than 30% of an open side shall be constructed with walls or any other sight axis blocking elements higher 1,50m if built directly on the stand perimeter or 40% if 50cm away from the perimeter
  • The visibility through the stand from one open side to the other shall not be blocked more than 70% with sight axis blocking elements higher 1,50m

Please see the illustrations below to explain these transparency rules:

Transparency rules – Stand design
Click on following images to enlarge!

Specific stand sites
Click on images below to enlarge visuals for construction heights

Construction plans must be submitted for approval to kristof.kemp@ersnet.org as soon as possible and by July 1, 2022 at the latest.

In-line (stand in the middle of two stands, one side open to the public)

Corner site (stand at the end of a stand row, two sides open to the public)
The maximum height of the side and back walls facing neighbouring stands is 2.50m (including a platform). Height extension for constructions inside the stand up to 4.50m may be permitted. The open sides have to remain as unconstructed as possible. Please read the specific rules regarding transparency principle and building at stand borders / open sides. Banners / logos / graphics facing neighbouring stand that could be perceived as part of the neighbour stand are not permitted.

Peninsula (stand with three sides open to the public and one side bordering the neighbouring stand)

According to international custom, peninsula stands must be built as openly as possible on three sides. The maximum height of the back wall facing the neighboring stand is 2.50m (including platform). Height extension for constructions inside the stands up to 4.50m may be permitted. Please read the specific rules regarding the transparency principle and building at stand borders / open sides.

Island (stand with four sides open to the public)

According to international custom, island stands must be built as openly as possible on four sides. Height extension for constructions inside the stands up to 4.50m may be permitted. Please read the specific rules regarding the transparency principle and building at stand borders / open sides.

Banners that hang all around the rigging with a closed surface may have a depth of max. 1 m. These banners may hang directly over the edge of the booked exhibition space with a max. height of 4.50m top edge. This is to allow a large enough gap between the walls on the stand and the rigging banners hanging over the stand with the goal to provide free view through the stand onto the other side and not having a massive block over the stand blocking the view.

Branding of surfaces facing neighbouring stands
Any kind of visible surface positioned close to the neighbouring stand that could be perceived as part of the neighbour’s stand shall not be branded.

Building at the stand border / open side

1) When designing the stand, please ensure that all fixtures / touch screens, reception desks, display cases etc. are constructed at least 50cm from the perimeter of the stand space. This is to ensure that participants viewing your materials, devices, products, displays etc. can stand on your booth rather than in the walkway. The max. height of any fixture or fitting at the edge of the stand is 2.50m (this 50 cm rule applies to stands of 20sqm or more only).

2) Walls or any other construction shall not close an entire open side and remain as open as possible. The max. percentage an open side may be covered by any solid construction is 30% of its length if built at the very border of the space and max. 2.50m high or 40% of its length if higher 2.50m (max. 4.50m) inside the stand (min. distance to the border 50cm).

3) Exhibitors wishing to build storage rooms to the edge of a booth that requires covering more space at open sides than allowable in rule 2) should consider a peninsula or corner stand in order to build the storage at the backend that borders to the neighbouring stand.

4) Open sides must remain at least 60% unconstructed. This rule does not apply to lower fixtures and elements such as reception desks, flat screens, posters etc. but to solid walls higher 1,5m that restrict the view through the stand and block access to the participants.

Construction height (please check also the transparency principle above)

1) 2,5m:
For side and back walls connecting to another stand directly on the stand perimeter. This is to ensure that neighbouring booths are not overshadowed and to comply with standard sizes or other types of a stand. Exhibitors working with raised floors should contact the ERS/PEO for more specific advice.

2) 4,5m:
For constructions as hanging banners (deeper than 1m), signage, towers, branded or color coded riggings that are not used for technical supply only but are visually a part of the stand design etc. inside the stand with a min. distance of 50cm to the stand border is 4.50m top edge (including branded rigging) measured from the floor of the exhibition hall.

3) 6m:
Max. height for unbranded riggings that are visually not part of the overall stand design concept and used for technical supply only (e.g. lighting).

4) Any sight axis blocking elements higher 1,50m shall not block (also in combination with other elements of that height) more than 70% of the view from one side of a stand to the other (exemptions are separation or rear walls towards the neighbors that may be 2,50m high).

Open side rule regarding dividing walls separating medical from commercial areas

  1.  

For walls dividing stands only for purposes of separating medical areas from commercial areas and/or contraindications – walls can be built to 3m in height and can extend to 4.50m for no more than 60% of the length of the wall. In any case, no more than 70% of the view from one side of the stand to the other should be covered by these walls.

Rear and separation walls / Conditions of visible parts of the construction (back walls, banners etc. facing neighbouring stands)

Rear- and separation walls:

  1. We kindly ask you to bear in mind that every exhibitor is obliged to build a separation and rear/side wall at the sides facing the neighboring stands. In case an exhibitor should not comply with this rule, the organizer will erect the lacking walls onsite and charge the costs for the walls to the exhibitor.
  2. All parts of side or back walls that could be visible from neighbouring stands must be completely (from bottom to top) white and clean with no visible signage, cabling etc.

Please check the venue specific safety regulations in the download area at the top of this page.

ERS Security Rules

To ensure a safe build-up and breakdown, the following precautions need to be taken into account (this list is illustrative and not exhaustive):

For safety reasons, all stand builders must wear the correct equipment, this applies for set-up, dismantling and any site-visit:

  • The venue is accessible only to persons in possession of a valid working pass (impersonalised set-up badges will be distributed by Interplan upon arrival).
  • Protection helmet and safety shoes
  • Safety lines, when working at height
  • Reinforced and closed shoes at all times during the exhibition set-up and dismantling (this is even more important whilst using power tools)
  • Smoking, drug-taking and the consumption of alcohol are prohibited
  • The emergency exits should always be kept free of obstructions. The emergency exits should be used only in emergencies.
  • Fire extinguishers should always be kept accessible.
  • One must conduct hot work (e.g. welding) in a safe area with fire extinguishers close by and should be submitted for approval to the venue.
  • Only approved (e.g. CE certified) machines and tools may be used.
  • One must stack goods properly.
  • One must use qualified staff when performing electrical work

General Information / Fire prevention / Construction material

The exhibitors agree to observe all regulations and requirements stipulated in this document and shall not construe them as merely administrative. Also the exhibitors agree to observe all technical and safety regulations and requirements stipulated by the venue where the congress takes place. All relevant information regarding this matter can be requested via Interplan / the venue (available on this Exhibitor Service Center).

The rules and regulations of the venue with regard to safety precautions and fire prevention as well as other public law safety regulations are applicable. Parties not adhering to these regulations after the stand inspection will have to modify the stand construction or will be excluded from the exhibition. Should the contracting party or its authorized representative leave before or during the congress or should both be out of reach, the ERS/PEO shall be authorized to take any measures it may deem expedient for the safety and/or smooth running of the exhibition without having to give prior notice thereof to the contracting party and shall do so on the liability and at the risk and expense of the contracting party.

In accordance with the requirements of the venue, all materials in constructional work, displays, etc. must be effectively fireproof to the regulations of the country where the ERS takes place. Examples are the following classifications: DIN 4102 / B1, the Dutch Technical Code of Edifications, British, M or Euroclass standard.

Fabric ceilings and other decors must be treated with a fire-retardant product. Packing materials, litter and the like must be removed from the exhibition area. The exhibitor must comply with any instructions given by the venue and the ERS/PEO to avoid the risk of fire. Rules governing fire precautions are very stringent, particularly with regard to any covered stands.

Flammable materials may not be used for the construction or assembly of stands. The materials employed must not emit large volumes of smoke.

In the event of an accident as the result of a demonstration, the exhibitor concerned must immediately carry out all necessary measures and accept responsibility for the settlement of all matters concerning the accident. No inflammable substances or sensitive materials with an inflammable or explosive basis may be brought into the exhibition area without prior permission from the ERS/PEO. Use of open flames is prohibited. Fixed lasers are permitted on request but free-working lasers are forbidden. Decorating material and wallpaper that are used by the exhibitor must be fireproof and a written credible proof of this must be presented to the ERS/PEO and/or appropriate authorities on request. Highly inflammable materials shall not be used in the erection, lining and outer or inner decoration of the stands. The use of containers with pressure gas or liquid gas bottles shall be subject to approval by the ERS/PEO and by the appropriate authorities. Police regulations, fire regulations and other official regulations are to be observed at all times, including during the construction and dismantling of the exhibits. Fire extinguishers will be provided by the venue in the display areas and placed, as the regulations require.

No excess stock and literature or packing cases may be stored on, around or behind stages and structures.

When required by the regulations, all applied materials must have all relevant certificates, declarations of conformity and installation instructions provided by the manufacturer. Such documents must be available at the stand in case of any control by the authorities in charge and the venue.

The exhibitors must comply with any reasonable instructions given by the appropriate authority or the ERS/PEO to avoid the risk of fire.

Exhibitors and decorators must obtain all information relating to the site’s layout and any special features such as the position and the size of any installations and fittings that may be installed there. Such installations must be respected and may include hoses and fire hydrants, junction boxes or wastewater pipes. With regard to installations and fittings, the following general regulations must adhere to the regulations of the venue.

Promotional activities

For better understanding of below regulations please check the following illustration:

Promotion activities (e.g. quiz show, any sort of presentation etc.) at the stand must be reported to ERS / Interplan in writing. The exhibition organiser reminds you that it is only possible to approve such activities if:

  • The activity is staged within the confines of the stand and not at the edge thereof.
  • It can be demonstrated that sufficient space is available within the stand to accommodate the expected number of onlookers / participants. For example, speakers or video terminals should be placed in such a way to avoid causing a disturbance in the aisles.
  • The distribution of promotional material, as well as other activities to get in contact with the participants outside of the exhibition booth, is not allowed.
  • The sound is directed towards the interior of the stand and not directed outside. The noise level at the perimeter of the stand may not exceed 80dB(A). Special sound systems are highly recommended (as a sample please see: www.holosonics.com). The organizer has the right to cut off the sound if the level is unreasonable.
  • Animations on the exhibition stand are allowed but must be bound to the space attributed to each company and must remain within the bounds of good taste and ethical practice.
  • Activities planned are registered punctually, 3 weeks prior to the event at the latest, and are accompanied by a prices sketch and a detailed description of how the events is to be staged.

Annoyance / Use of microphones

The ERS/PEO reserve the right to stop any activity on the part of any exhibitor that may cause annoyance to other exhibitors or visitors. Business must be conducted only from the exhibitor’s own stand and under no circumstances may this be carried out in a gangway or elsewhere within the exhibition.

The use of microphones/audio-visual equipment is permitted, but the volume must not be such as to cause annoyance to other exhibitors. The ERS/PEO reserve the right to prohibit their use if, in the opinion of the ERS and/or the PEO, any annoyance is being caused. Due to numerous complaints, we ask those using microphones to investigate ways to reduce the impact of their presentation.

Presentations / Demonstrations / Advertising / Publicity

Showing equipment or product demonstrations to ERS participants or guests by exhibitors other than in the stand area is expressly prohibited.
Advertising, promotion, display or distribution of printed advertising material or samples, lettering on hall walls or interviews outside the contracted stand boundaries are forbidden. Those activities are also prohibited within a 500m distance of Fira Barcelona at all times, apart from advertising booked via ERS.
Any infraction will be systematically terminated and/or any material will be systematically removed by the ERS and/or the PEO.

Companies that are not exhibitors are forbidden to advertise in any way in the exhibition area, in the entrances to the exhibition hall or in the surroundings of the venue.

Audio-visual and other sound and attention-attracting devices will be permitted only in locations in which the visitor viewing will be on the stand and not impeding aisle traffic and of a nature, intensity or volume which, in the opinion of the ERS and/or the PEO, does not interfere with the activities of neighbouring exhibitors or cause a nuisance to visitors and/or other exhibitors.

Exhibits or other devices that emit sound, light, smoke, vapor, and/or odor must be operated and controlled so it does not irritate other exhibitors and visitors.

Product and service demonstrations may be conducted by professional presenters or models. However, the ERS and/or the PEO are entitled, without any liability for damages, to terminate these activities immediately, remove and/or prevent the display of any advertising that does not comply with these conditions and/or if the ERS or the PEO decide that a disturbance is being caused.

If this is not undertaken, the ERS and/or the PEO reserve the right to make the necessary arrangements at the expense of the exhibitor. Any advertising used in the venue or related to the congress requires the approval of the ERS.

Following the approval of the advertising activity, companies must obtain all required permits and/or licenses and shall be liable for the payment of all taxes, duties, and charges in relation to this activity. Should a claim with respect to such payment be addressed directly to the ERS headquarters, companies shall fully and completely indemnify the ERS.

Webcasting

Without special approval of the ERS, webcasting is prohibited.

Quizzes / Games / Prizes and give-aways

Any quizzes should focus on scientific and medical subject matter. In all instances, the correct answers to the quiz must be made clear to the participant participating in the quiz either verbally or in writing. Microphones are discouraged but allowable if the noise levels do not carry unreasonably on to another stand. Inappropriate games and activities are not allowed in the exhibition area, activities must relate directly to scientific and medical practices. Examples of disallowed practices include computer golf games, skiing games, portrait painters or photographers etc.

Free gifts should have a limited value which complies to the national guidelines of the country in which the congress will take place. The gift should be of educational value or be relative to science and medicine.

Activities on exhibition stand / Scientific meetings / Meet the expert

In all instances, exhibitors must allow enough space for participants to take part in activities on the stand of the sponsor. Any stand with activities causing participants to participate from the walkways will be asked to halt the activity.

New Rule for stands >100sqm: Lunch sessions on the stand (>100sqm)
For stands >100sqm it is now allowed to host an industry session on the stand limited to 15-30 minutes and for max. 20 delegates.

Rules outside of lunchtime and for stands <100sqm in general

While demonstration of an exhibitor’s products is perfectly acceptable on the stand, exhibitors are not allowed to organize / advertise scheduled sessions and events such as practical workshops or ‘Meet the Professor’ type sessions at any time (or any other scheduled event) to prevent conflict with the ERS scientific programme and other ERS activities developed for participants.

Social events must not include features that are clearly forbidden outside the congress center, such as scientific presentations or ‘Meet the Professor’ events. When organizing events and meetings outside the congress center, please ensure that your meeting meets with ERS regulations. If a sponsor is found to be in breach of the regulations, the ERS reserves the right to ask the sponsor to cancel or change the format of the meeting.

Should you be interested in organising such an event, please contact corporate.relations@ersnet.org at the ERS in order to obtain the ‘Congress Guidelines for Sponsors and Exhibitors’.

In addition, the ERS does not agree to any other scientific meetings taking place in the country or neighbouring countries the event takes place:

  • during the congress dates
  • 3 days prior to and 3 days after the congress dates that would interfere with the ERS scientific programme. This is also valid for all partners / sponsors and/or co-exhibitors at the event.

Market research activities and other exhibitors wishing to conduct market research

The ERS does not allow market research companies to operate in areas of the congress center. Sponsors may employ companies to conduct surveys on their exhibition stands only and not in the aisles and walkways of the exhibition. Videoing of interviews with individuals by video or audio crews is also not permitted in the congress center. It is not permitted for companies to undertake market research related to the ERS, its activities or features of the congress anywhere in the congress center.

The ERS conducts its own independent research into these areas. Results of this research can be obtained via the marketing and corporate relations department.

Charitable initiatives

Charitable initiatives are permitted but should be limited to the exhibition stand. Exhibitors should seek approval from the ERS office to ensure there is no conflict with other initiatives.

Food on the stand

The official congress caterer is GastroFira. You can book food or beverage at the Online Shop: LINK

For detailed inquiries please contact: ersgastrofira@firabarcelona.com

Catering during build up and breakdown
Coffee, tea, refreshments, light snacks and sandwiches during build-up and dismantling times will be available on a cash-only basis in a bistro in the exhibition hall. Please refer to the Exhibition Service Desk on-site for detailed information.

Participant and exhibitor catering
No official lunches / refreshments will be provided for participants. Facilities include cafeterias and restaurants at the venue.

Stand catering / External caterer

Exhibitors are allowed to bring an external caterer from outside. Due to the special situation and safety measures related to COVID-19 we strongly recommend to book your catering services via Gastrofira.

Please bear in mind that every person including hostesses/baristas etc. in the exhibition needs to wear an exhibitor badge that can be ordered via Interplan. See registration section here.

The ERS and Interplan reserve the right to cancel or stop such activities should it be deemed necessary, without incurring any responsibility or liability for compensation to the exhibitor. The exhibitor may not sell or prepare food on the exhibition stand.

Adequate disposal/garbage facilities need to be planned by the exhibitor within the rented space.

Alcohol is strictly prohibited.

Any catering activities planned by the exhibitor must take place in the exhibition area and within the official hours of the exhibition. Sufficient storage and serving space must be planned ahead of time and must be within the rented space. These activities, which must be kept at reasonable levels, cannot take place in the aisles and should take place in a way that does not disturb neighbouring stands and the overall appearance of the exhibition.

The ERS/PEO reserve the right to cancel/stop such activities should it be deemed necessary, without incurring any responsibility or liability for compensation to the exhibitor. The exhibitor may not sell or prepare food on the exhibition stand.
Adequate disposal/garbage facilities need to be planned by the exhibitor within the rented space.

Congress app

Sponsors are welcome to develop their own app to support their own activities at the congress for their sponsored participants, visitors to their stands and participants in their own symposia.
Sponsor’s apps should not be publicly promoted during the congress, other than in support of the activities listed above.
Sponsor’s apps must not duplicate, augment or seek to replace any of the functionalities of the official congress app and are not permitted to use or record any content of the ERS congress programme that is not the sponsor’s own.

Access for children and members of the public

Children and members of the public are not permitted in the exhibition area or any room hosting an industry activity. In addition, the ERS asks participants and faculty to refrain from taking children and accompanying adults to any scientific sessions or practical demonstrations. In the event that children are required to enter the congress centre, they should be supervised by an adult at all times and observe the restrictions that apply to limited access areas. In the event that a member of the public is invited to participate in the ERS congress scientific programme, they should be accompanied by a qualified healthcare professional or ERS representative observing the ERS restrictions where appropriate

ORGANISING MEETINGS AND EVENTS OUTSIDE THE CONGRESS

➢ SCIENTIFIC SYMPOSIA AND PROMOTIONAL EVENTS
The ERS forbids the organisation of scientific symposia outside of the ERS International Congress, at any venue within the host city throughout the entire duration of the Congress as well as 3 days prior to and 3 days after the official opening and closing dates of the Congress, respectively. This rule also applies to ‘Meet the Professor’ type events, all events involving speakers presenting data or case studies, practical workshops and all educational events. Industry Sessions will be held within the Congress on Sunday, Monday and Tuesday.

➢ SOCIAL EVENTS
Companies are permitted to hold breakfasts, lunches, dinners and other social events provided they do not take place during the following times.

  • The ERS Programme, from Sunday, 4 September to Tuesday, 6 September (08.00–19.30). Additionally, we would like to make you aware that as per the Congress guidelines, no events can be organised as part of the ERS International Congress at the same time as the ERS’s official networking events.

➢ INTERNAL STAFF MEETINGS
The ERS accepts closed meetings taking place outside the Congress centre for the purposes of internal staff briefing. For small, closed meetings, board meetings, discussion groups, clinical findings meetings, meetings with investigators and speaker briefings for symposia, approval from ERS is not required unless the event is for more than 40 individually invited participants. These small meetings can take place during Congress programme. Companies are entitled to host meetings for more than 40 participants for delegates they have funded to attend the Congress. However, these meetings cannot take place during the Congress programme and must not compete with or dilute the value of the content of the ERS International Congress’ scientific programme. Programmes for such meetings must be approved by the ERS Office, please forward them to corporate.relations@ersnet.org

Each exhibitor will be listed with a company profile on the virtual meeting platform. Further information will follow soon.

Contact: Kristof Kemp, kristof.kemp@ersnet.org

Sponsors Third Party Congress App

Sponsors are welcome to develop their own app to support their own activities at the congress for their sponsored participants, visitors to their stands and participants in their own symposia.
Sponsor’s apps should not be publicly promoted during the congress, other than in support of the activities listed above.
Sponsor’s apps must not duplicate, augment or seek to replace any of the functionalities of the official congress app and are not permitted to use or record any content of the ERS congress programme that is not the sponsor’s own.

Industrial relations / Ethical code

It is recommended that all exhibitors, contractors and sub-contractors within the exhibition halls conduct their industrial relations in accordance with good practice. Any person carrying out work contrary to the requirements of the venue and the local authority will be required to stop work immediately and may be directed to leave the exhibition hall and the congress centre.

Code of Conduct

Sponsors and exhibitors are advised to obtain the Code of Conducts for pharmaceutical and medical technique companies as for instance EFPIA or EUCOMED. In addition, the companies have to ensure their own compliance with the relevant country codes and regulations about advertising and any other applicable rules and regulations.

Spanish medical regulations

Please note that it is within your own responsibility to ensure compliance with the Spanish rules and regulations.

The ERS will not control and police compliance.

Please refer to Kristof Kemp, kristof.kemp@ersnet.org to check details regarding the ERS congress status in Spain.

Consultancy on Spanish medical codex

 

Alta Medical Services
Compliance Consultancy		Anna Muñozanna.munoz@altamedicalservices.com
Phone: +34 661 569 570
www.altamedicalservices.com

 

Below consultancy is specialized on the Spanish codex. However, ERS / Interplan do not take any liability for the correctness of the information provided.


Smoking policy

As tobacco is the major cause of lung disease, the ERS congress committee thanks all participants and exhibitors for refraining from smoking in the venue, including in the meeting rooms, the exhibition area, poster areas, restrooms, restaurants and cafés and within 250 meters of the entrance area of the venue at all times. Smoking is even not permitted in the exhibition hall during stand build-up and / dismantle.

All information regarding tracking and statistics you will find on the ERS webpage ersnet.org

Contact: Alexandre Delage, alexandre.delage@ersnet.org

 

Contact: rigging.granvianorth@firabarcelona.com

Documents / Order forms:

Fira Barcelona rigging information and order form

Fira Barcelona Example Rigging Weight Project

Requirements:

Drawing of your rigging points with coordinates (following the Plan Example) in dwg format (autocad), indicating the needed rigging point and their coordinates from a same origin point of the booth.          

Orientation of your stand, indicating, for example, location of aisles or references of neighbour booths.

Weight per point, including the weight of the electrical motor, that is about 48-58 kg aprox.

Rigging points shall not bear a load exceeding 150 kg per point to ensure the structural stability of the ceiling [including truss, structure, safety steel, spotlights, banner, manual chain hoist (aprox. 35 kg) or electrical chain hoist (aprox 48-58kg)

ERS Rule: Max. height for unbranded riggings for technical use only: 6m

 

 

 

 

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