Technical File
Informations / Contacts / Forms

You booked a booth for the A3P International Congress in Biarritz and we thank you for it.

You will find in these pages all information to take in consideration in order to prepare your stand for the congress.

All the A3P team remain at your disposal.

GENERAL REGULATION

 

1.Exhibition venue

The exhibition will be held on 8, 9 & 10 October 2024 at the Espace Bellevue, Place Bellevue in Biarritz.

 

2. Schedules for the setting up

Setting up the stands: : Monday 7th October from 2:00 pm to 6:30 pm
For bare stands installed by an external stand designer, please contact Ludivine BAYLE: lbayle@a3pservices.com 

Visit of the security officer: : For the duration of the event

Exhibitors’ cocktail party: Monday 7th October from 6:30 pm in the Bellevue

Schedules A3P International Congress: :

Tuesday 8th October from 8:00 am to 6:30 pm (non-stop) > followed by a cocktail reception on the exhibition

Wednesday 9th October from 7:30 am to 6:00 pm (non-stop) > followed by the gala dinner

Thursday 10th October from 7:30 am to 12:45 pm (non-stop)

Removal Stand: Thursday 10th October from 12:30 to 8:00 pm (no derogation will be authorized, thank you to take into account these schedules for your return trips)

3.Installation of the stands

No exhibitors are allowed on the venue outside of these hours. Stands must be fully installed when the exhibition opens to the public and no removal or delivery of materials will be allowed until the exhibition closes. All packages must be unpacked on arrival and the empty packages must be removed from the exhibition grounds as soon as possible before the exhibition opens to visitors. A3P Services reserves the right to take all measures to ensure this prescription at the expense and risk of the exhibitor. Exhibitors must identify any person they authorize to work on their stand during its installation or dismantling. Badges must be worn. (Due to the numerous movements, security cannot be provided during installation. It is therefore strongly recommended that exhibitors take precautions against possible risks, particularly theft). A storage space is provided to store your empty packaging after your installation.

 

 

4. Removal of materials and stand dismantling

The dismantling of the stands will take place on Thursday 10th October from 12:30 to 8:00 pm. Stand equipment will be removed from the stands according to the times specified on the following pages. No material may be removed without the authorization of The Organizer. Exhibitors must ensure that all stands, goods, articles and special decorations are removed by the exhibitor within the specified time limits. After this deadline, A3P Services may have the objects remaining within the building premises transported to a storage facility of its choice, at the exhibitor’s expense, risk and peril and without being held responsible for total or partial damage, without prejudice to any compensation claimed by A3P Services for improper occupation.

5. Delivery and return of equipment

In order to ensure the good organization of the deliveries, you must take note of the delivery conditions in the tab “Delivery information”. The configuration of the delivery area requires the trucks to be equipped with a tail lift and pallet jack system. It is notably reminded that each exhibitor or his representative will take care of the transport, reception and dispatch of his packages, as well as the recognition of their contents. If the exhibitors or their representatives are not present to receive their packages within the exhibition premises or if they are not clearly identified (name of the event and the recipient), A3P Services or the Espace Bellevue may refuse them or have them reshipped.

 

6. Stand management

Reminder of the services included with your stand: a dedicated exhibition area where you can install your communication tools and equipment, a set of equipment according to the surface area of your stand, a Nespresso coffee maker and pods, unlimited Wifi, all the meals indicated in the program, a badge that gives you free access to the entire technical and scientific program (conferences, workshops, round table, …) and the list of participants at the event.

Exhibitors must strictly respect the locations and areas allocated to them(see decoration regulations). They must not obstruct or encroach on the aisles and traffic lanes and in no way disturb their neighbours. Exhibitors must leave the space and materials made available to them in the state in which they found them. Any damage caused by their installations or goods, either to the equipment, to the hall, or to the occupied floor, will be assessed and charged to them.

Exhibitors must not clear their stand and must not remove any of their products before the end of the exhibition, even if the exhibition is extended. Bulk packaging and objects not used for the presentation of the stand must be kept out of sight of visitors in the storage area provided for this purpose.

#Sacem rights

The use of demonstration or advertising sound devices or any other means to attract visitors is at the discretion of A3P Services. Exhibitors must deal directly with SACEM if they use music inside the event, even for simple demonstrations of sound equipment. Download your request for authorization at this address:https://clients.sacem.fr/en

# Industrial Protection

It is the exhibitor’s responsibility to ensure the industrial protection of the materials or products he exhibits, in accordance with the legal provisions in force (such as the filing of a French patent application). These measures must be undertaken before the presentation of these materials or products, A3P Services does not accept any responsibility in this area.

# Customs

If the exhibition site is placed under the customs warehousing procedure for the entire duration of the event, it is the responsibility of each exhibitor to complete customs formalities for materials and products coming from abroad. A3P Services cannot be held responsible for any difficulties that may arise during these formalities. We recommend the use of the A.T.A. Carnet for the transport of materials and products.

# Photographs

Exhibitors may use photographers to take pictures of their stand exclusively. A3P Services reserves the right to authorize the reproduction and sale of overview shots without the exhibitors being able to object.

# Reception – Catering

No meals can be prepared on the stand. No special license is required for the service of free drinks. The event’s caterer can be called upon, whose contact details A3P Services can give you. No cocktails or receptions can be organized in the exhibition outside the opening periods and without prior agreement from A3P Services.

# Safety rules

By signing the Security Measures form, exhibitors must comply with the regulations applicable to events organized in France and must in particular respect the security measures imposed by the Public Authorities and respect the installations and safety instructions to be observed within the Bellevue.

The specifications can be found in this technical file. The document “Regulations on security measures” must be returned no later than 6th september 2024. Exhibitors or their duly accredited representatives must hold all certificates and attestations relating in particular to the classification of the materials exhibited concerning their reaction to fire. The decisions of the Safety Officer are immediately enforceable and no appeal will be possible even if the exhibitor is not authorized to open his stand. No compensation may be claimed in this respect. It is reminded that the organizer A3P Services is obliged to prohibit the operation of a stand and to refuse the distribution of electricity and other fluids if the stand does not comply with these regulations.

 

7. Electrical installations

They are subject to the approval of the Technical and Security Services of Biarritz Tourisme and A3P Services. Gas installations and flammable liquids are forbidden, unless a special exemption is granted to the exhibitor by the competent authorities. A 16A contactor is included in your stand reservation.

 

8. Insurance

Exhibitors must be able to prove that they have a civil liability insurance policy specific to their activity, at the request of Biarritz Tourisme. The insurers of Biarritz Tourisme or A3P Services reserve the right of recourse in the case of damage for which the exhibitor’s activity itself is responsible during the event. The contract(s) that is/are taken out must obligatorily include an unconditional undertaking to abandon recourse on the part of the exhibitor’s insurers towards the organizer A3P Services (and the auxiliaries of all kinds that it calls upon), Biarritz Tourisme, the French State and all exhibitors. It is understood for the flight guarantee that the site is guarded during the day and alarmed at night (by the Bellevue) during the periods of the event. In the event of theft, a complaint must be lodged within 24 hours with the Biarritz police station.

 

9.Accommodation in Biarritz and its surroundings

A3P has selected for you, various hotel establishments in partnership with the Basque Tourism Agency which will record your reservation. Preferential rates have been negotiated including room and breakfast. The form proposing a list of selected hotels with their negotiated rates and the reservation form to be returned directly to the Tourisme Basque agency: here. 24, avenue Foch 64200 BIARRITZ / florence@tourisme-basque.com / Tél. 00 33 (0)5 59 24 01 10

Exhibition Plan 2024

Stand information

Please send your visual before 6th September 2024 to Corentin OBLIN – c.oblin@co-nect.fr

For any further information, please do not hesitate to contact him by e-mail or by phone on +33 (0)5 57 94 80 80

> Important: After September 6th we will not be able to guarantee the printing of your visual.

Dimensions of your file according to your location in the exhibition
➡ CLICK HERE to obtain information about your stand and download the corresponding data sheet below

IMPORTANT

  • Vector all your fonts or attach them to us with your file.
  • Use your CMJN files in Illustrator, Photoshop, InDesign or Xpress.
  • Check that your images or graphic elements are well embedded in your files.
  • Put 10mm bleed without cutting lines.
  • Use a simple scale ratio:

1/1 à 100 dpi
1/2 à 200 dpi
1/10 à 1000dpi

  • Desired formats: EPS, AI ou PDF HD
  • You can send us your files by E-Mail, We-Transfer or ZIP

 

TECHNICAL CHARACTERISTICS of the backlit wall

  • M1 diffusing fabric with led bar illumination included.
  • Format according to your location in the exhibition
  • Box width 125mm

Equipment included with stand

For any additional requests (additional costs at your charge):

Audiovisual equipment rental

Video / Sound

CAZAUX audiovisuel

CONTACT

contact@cazaux-audiovisuel.fr

Tél. +33 (0)5 59 22 77 22

Stand furniture rental

Co-Nect

https://www.co-nect.fr/exhibition/location-de-mobilier/

CONTACT

Sandra IRLES : s.irles@co-nect.fr

Tél. +33 (0)6 28 72 84 68

Security measures / Exhibitors

1. Regulations of security measures to be observed by exhibitors

This document constitutes the specifications for the event provided in Article T5.3 of the Order of 11 January 2000 (published in the Official Journal of the French Republic on 3 February 2000). The event’s security officer is a signatory and is responsible for ensuring compliance with the security measures described in the paragraph.

1.REGULATION

The obligations recalled in this document are those provided for by the Ministerial Order of 18th November 1987, supplemented and amended by the Order of 11th January 2000.

2.EXHIBITORS’ OBLIGATIONS

  • Administration control: At the time of control by the Security Officer appointed by the organiser, the stand fittings must be completed and the exhibitor or his qualified agent must be present at the stand and must be able to communicate any information concerning the installations and materials.

The organiser declines all responsibility in the event of the closure of a stand ordered by the Safety Officer for non-compliance with the regulations. This closure entails the obligation for the organiser to prohibit the distribution of electricity and any fluid to the exhibitor.

  • Legal provisions: Operating machines exhibited on the stands must be declared to the organiser. Thermal or combustion engines, smoke generators, dangerous gases, radioactive sources, X-rays and lasers exhibited on the stands must be the subject of a request for authorization by the exhibitor to the competent authorities one month before the opening to the public.

The safety officer will indicate the special provisions to be adopted on stands subject to declaration and the organiser will notify the administration’s decisions.

 

3. STAND DESIGN

According to their reaction to fire, furnishing materials are divided into 5 categories:

  • M0(non-combustible): glass, brick, plaster, slate, iron, steel, aluminium, ceramic products
  • M1 (fireproof)
  • M2 (hardly flammable)
  • M3(moderately flammable): solid softwood of at least 14 mm thickness, wood
  • solid coniferous wood and wood-based panels (plywood, chipboard, fibreboard) of at least 18 mm thickness
  • M4(highly flammable): solid non-coniferous wood less than 14 mm thick, solid coniferous wood and wood-based panels less than 18 mm thick.

Proof of reaction classification shall be provided either by a test report carried out by an approved laboratory or by marking of conformity to the standard. . Conventional materials with the conventional classifications M0, M3 and M4 do not require proof of classification. For flame-retardant fabrics, proof of reaction to fire classification must be provided either by identification placed on the selvedge if the flame-retardant treatment is carried out in the factory or workshop, or by a stamp or seal if the flame-retardant treatment is carried out «in situ».

The materials used must have the following classifications:

  • construction and layout of the stands and in particular their partitioning and framing: M3
  • synthetic floral decoration in large quantities : M2
  • covering of podiums, bleachers or stands: M3, if the height is greater than 0.30 m and the surface area is greater than 20 m², M4 in other cases
  • horizontal velums: M0 and M1

Stands may only have one level of elevation.

4. ELECTRICAL INSTALLATIONS

The electrical installations on the stands are set up from a delivery box which will always remain accessible to the building staff. These installations are carried out in accordance with the NFC15-100 standard and are operated under the responsibility of the exhibitors.

The main regulatory obligations:

  • flexible cables must be designed for a nominal voltage of at least 500V.
  • the power supply circuits for socket outlets must be protected by devices with a rated current of less than or equal to 15A.
  • all piping must have a protective conductor connected to the earthing terminal of the stand delivery box.
  • individual protective earth connections are prohibited.
  • class O equipment must be protected by devices with a rated differential current of no more than 30.
  • Access to the stand switching device must be maintained at all times.
  • If the stand is left unattended, the switchgear must be closed.
  • The stand installation must be completely dismantled at the end of the event.

INDEPENDENT HEATING APPLIANCES. The use of independent electric, gaseous fuel, liquid fuel or solid fuel heaters is prohibited.

FIRE FIGHTING. The location and layout of the stands must not compromise accessibility to A.I., fire extinguishers and smoke extraction controls. Stands with ceilings, false ceilings or velum and stands with a raised level must have portable fire extinguishers as soon as their surface area exceeds 50 m². These extinguishers must be used by a person designated for this purpose.

PROHIBITED PRODUCTS. The following products are prohibited on the stands: products containing flammable gas, balloons inflated with flammable or toxic gas, celluloid articles, pyrotechnics and explosives, ethyl oxide, carbon sulphide, sulphur ether and acetone, acetylene, oxygen and hydrogen.

2. Stand decoration regulations

The stand must strictly adhere to the location and surface area that has been reserved and allocated. In application of the Safety regulations, the overall height of the walls is 2.50 m. The height of the panels may not be exceeded by the exhibits, unless a special request is made in writing, accompanied by the stand layout project. Likewise, under no circumstances may the materials presented exceed the stand area. The hanging systems on the authorised panels are: patafix, chain or picture rail. In particular, it is forbidden to use staples, pins or glue when displaying goods and documents on the stand panels.

Please return the forms as soon as possible by clicking on the links below:

Mandatory forms:

1. Security Measures Certificate/MANDATORY form to be filled in before 6th September

2. Exhibitor’s communication form/MANDATORY form to be filled in before 6th September

Other information:
If you have ‘dangerous equipment’ requiring an operating permit to be declared to the prefecture, please let us know.

Delivery information will be available shortly

1. Rules for delivery and collection of materials

As the Bellevue Convention Center is hosting an event prior to our convention, on-site deliveries will only be possible from Saturday, October 5.
For greater flexibility, A3P has set up a logistics platform dedicated to receiving your pallets and parcels, located in a warehouse near Biarritz.
Our logistics provider will then repatriate your equipment and parcels to The Bellevue Convention Center.
From Saturday, October 5, you’ll be able to deliver directly to Le Bellevue.

The configuration of the Bellevue imposes special arrangements for the arrival of exhibition equipment and infrastructure. Precise rules are required for the smooth running of deliveries. The instructions given below must imperatively be followed.
Reminder:
Exhibitors’ installation takes place on Monday 7th October from 2:00 pm to 6:30 pm.

 

DELIVERY FROM MONDAY SEPTEMBER 31 TO FRIDAY OCTOBER 4

  • Place of delivery: ETXE LOGISTIKA, 600 route de Bidache, 40300 Hastingues => Download the shipping label
  • Schedul to access:
    Monday 30 September : 8.00 am to 12.30 & 2.00 to 4.00 pm
    From Tuesday October 1 to Thursday October 3 : 8.30 to 12.30 am & 2.00 to 4.00 pm
    Friday October 4 : 8.30 to 12.00 am

DELIVERY FROM SATURDAY OCTOBER 5 TO MONDAY OCTOBER 7

  • Place of delivery: ESPACE BELLEVUE, place Bellevue / Biarritz => Download the shipping label
  • How to get there: From the private car park of the Bellevue area, all equipment can transit via the indoor lift: (2000 Kg) L : 2.40m ; H : 2.16m ; P : 3.00m. . The exhibitor must imperatively inform the Bellevue area of any heavy equipment or equipment whose packaging is large or which requires special handling.
  • Delivery and removal

Free pedestrian access via the Bellevue crossing from Monday, October 7th to Thursday, October 10th.

BY TRANSPORTER (transport company)

Please ensure that the carrier is informed of the delivery and pick-up arrangements.

IMPORTANT: Provide the necessary equipment for unloading and transporting the goods. Packages received will be stored inside the Bellevue area. We remind you that any delivery made in the absence of the recipient exhibitor is made under his entire responsibility.

Delivery

  • Trucks of –20m3 access to the private car park via the Bellevue passageway(1) on the map
    Schedule:
    Saturday, October 5th  from 7:00 am to 5:00 pm
    Monday, October 7th  from 8:00 am to 11:00am and from 2:00 to 6:00 pm.
  • Trucks of +20m3: access place Bellevue. (2) on the map
    Schedule:
    Saturday, Octobre 5th from 07:00 am to 11:00 am only
    Monday October 7th from 6:30 am to 11:00 am only.
  • Parking authorized along the shops according to the following schedule: Monday, October 7th from 6:30 am to 10:30 am.

Please note: no deliveries will be accepted at the Bellevue outside of these dates/times

Removal

  • Trucks –20m3Friday, October 11th from 06:00 am to 12:00 pm.
  • Trucks of +20m3 : Friday, October 11th  from 06:00 am to 12:00 pm.

> No carriers will be allowed on Thursday 10 October 2024

 

BY THE EXHIBITOR (by private car)

Parking in the private car park of the Espace Bellevue is prohibited during the event. Only parking is allowed during the time of unloading and removal.

Delivery (1) on the map

Access to the private car park of the Espace Bellevue. Attention only on on Monday, October 7th from 2:00 pm to 5.30 pm. Packages must be unloaded immediately after the arrival of the vehicle. The vehicle must immediately leave the delivery area. A guard will be posted and will watch over it.

 

Removal (1) on the map

Access to the Espace Bellevue private car park on Thursday, October 10th from 12.30 to 6:00 pm and on Friday, October 11th from 06:00am to 12:00 pm only.

Packages must be loaded immediately after the arrival of the vehicle. The vehicle must leave the delivery area immediately. A caretaker will be posted and will take care of it.

Trolleys will be made available to exhibitors under the supervision of Bellevue staff.

 

2. Freight forwarder / Customs

If the exhibition site is placed under the customs warehousing procedure for the entire duration of the event, it is the responsibility of each exhibitor to complete customs formalities for materials and products coming from abroad. A3P Services cannot be held responsible for any difficulties that may arise during these formalities. We recommend the use of the ATA carnet for sending exhibition material.

Organization

A3P services

30, rue Pré Gaudry 69007 – LYON // France

CONTACT

Ludivine BAYLE : lbayle@a3pservices.com

Tél. +33 (0)4 37 28 30 40 – Mobile +33(0)7 58 69 20 77

Fax +33 (0)4 37 28 30 60

Exhibition venue

Le Bellevue

Place Bellevue 64200 – BIARRITZ // France

CONTACT

Guillaume MIMBIELLE +33 (0)6 11 41 74 45

Didier MIMIAGUE +33 (0)6 11 41 73 91

Audiovisual equipment rental

Vidéo / Son

CAZAUX audiovisuel

CONTACT

contact@cazaux-audiovisuel.fr

Tél. +33 (0)5 59 22 77 22

Stand furniture rental

Co-Nect

https://www.co-nect.fr/en/catalogue-mobilier/

CONTACT

Sandra IRLES : s.irles@co-nect.fr

Tél. +33 (0)6 28 72 84 68

Access

Espace Bellevue
Place Bellevue BIARRITZ

Shuttles
https://www.txiktxak.fr/ 


Parking nearby
(paying)
Parking Sainte-Eugenie : 2, place Sainte-Eugénie, 64200 Biarritz
Parking Indigo : 15, place Georges Clemenceau, 64200 Biarritz

Hotel reservations

The Tourisme Basque has blocked rooms in several of the city’s hotels especially for you, to ensure maximum availability and attractive rates.
Several types of hotels and budgets are available. You’ll find the list below.

Booking platform of Tourisme Basque : Click here

Hôtels **
Hôtel Les Alizés

Hôtel Saint James

Hôtels ***
Hôtel Akena

Hôtel Ama

Hôtel Maïtagaria

Hôtel Maison du Lierre

Hôtel Marbella

Hôtel Oxo

Hôtel Cosmopolitain

Hôtel les Baigneuses

Hôtel Résidence Le Grand Large

Hôtels ****
Hôtel Gran Tonic

Hôtel Windsor 

Hôtel Jules Vernes

Hôtel Florida

Hôtel Georges VI

Hôtel Radison Blu

Hôtels *****
Hôtel Sofitel