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