EXHIBITOR KIT

Overview

The IASLC 2022 World Conference on Lung Cancer will take place August 6 – 9, 2022 in the beautiful city of Vienna, Austria. After two virtual editions, we are thrilled to invite you to join us again in a face-to-face meeting with virtual elements that will enhance participant’s experience and allow anyone from anywhere to join the largest international gathering in the field of lung cancer and thoracic oncology.

Date

Date: August 6-9, 2022
Location: Vienna, Austria
Venue: Messe Wien Exhibition & Congress Center
Conference: Various rooms in Congress Center
Exhibition: Hall B, Ground Level
Website: wclc2022.iaslc.org

Purpose

We look forward to welcoming physicians, nurses, other clinicians, researchers, and scientists as well as patients and advocates in the lung cancer field and those interested in any aspect of thoracic oncology to attend this Conference. It is only through an exchange of the widest variety of research that we can offer the best program and benefits to our members and patients, and we can’t wait to see you all again in person.

The Conference program will offer both exciting and ground-breaking education in its wide-ranging and multidisciplinary content. In addition to traditional abstract presentations and lectures by world renowned speakers, we will be offering hands on workshops, interactive sessions, as well as several sessions dedicated to subspecialties like nurses, patients, and advocates. The IASLC World Conference on Lung Cancer is an excellent opportunity for initiating or strengthening ongoing co-operations and knowledge. The content provided during this Conference will benefit lung cancer patients around the globe.

Host

Founded in 1972, the International Association for the Study of Lung Cancer (IASLC) is an international organization of more than 8,000 lung cancer specialists from 100+ countries. IASLC members work towards developing and promoting the study of etiology, epidemiology, prevention, diagnosis, treatment, and all other aspects of lung cancer. IASLC’s mission is to enhance the understanding and education of lung cancer to scientists, members of the medical community and the public. In addition to the annual meeting, the IASLC publishes the Journal of Thoracic Oncology, a prized resource for medical specialists and scientists who focus on the detection, prevention, diagnosis, and treatment of lung cancer.

The IASLC World Conference on Lung Cancer (WCLC) is the largest international gathering in the

field of lung cancer and thoracic oncology. With a stellar scientific program and well-known faculty, WCLC highlights the most advanced treatments, clinical trials and studies in thoracic oncology and lung cancer.

International Conference Services (ICS)

Official Show Services Contractor
STANDout GmbH
Florian Wacht: [+43] 1 72 720 6222
f[email protected]

For individual booth design and construction:
Jana Ebert
[email protected]

Official Customs Broker & Transportation Service Supplier
DHL Global Forwarding (Austria) GmbH
Thomas Hausmeister: [+43] 1 7283160 8700
[email protected]

Official Catering Services
GMS GOURMET GmbH
[+43] 0 50 876 2513
[email protected]

Official Audio-Visual Services & Supplier
Steiner Live
Mischa Volavšek: [+43] 2262 733 33-0
[email protected]

Internet & Telecommunication Services
Kapsch BusinessCom AG
[+43] 50 811 88933
[email protected]

Security & Stand Attendance/Hostesses Supplier
International Conference Services (ICS)
Leigh Ward: [+1] 604 681 2153 Ext. 141
[email protected]

* Should advance Move-In time be required, the Advanced Exhibitor Move-In Request Form (see “Exhibitor Order Forms & Documents” section) must be received by ICS no later than June 17, 2022. 

** No more tools/paints may be used; no more forklift service available; aisles are to be kept clear at all times 
*** Welcome Reception & Official Exhibition Opening 
**** All exhibits are required to be staffed during the Welcome Reception and Exhibition Show Hours - no exceptions  

***** On August 9, no forklifts will be permitted on the exhibit floor until 17:00 

Each exhibiting organization receives two (2) complimentary staff registrations for every exhibit space rental unit (=9 sqm) purchased in the event, for up to maximum of 10 complimentary staff registrations. Additional Exhibitor Staff Registrations are available for USD 270, up to a maximum of four (4) staff members per unit. Exhibit Staff Registrations grant access to the Exhibit Hall during Exhibition hours only and the following privileges:

• Onsite Program and Handouts
• Welcome Reception
• Networking Lunch & Breaks

Please note that Exhibitors Registration does NOT grant access to the IASLC WCLC 2022 Scientific Sessions.

An email with the registration information will be sent to each exhibitor, by the end of April. Please refer to the email and the link to register. Exhibitors may collect their badges on-site at the Registration Desk after a brief identification check during the exhibition move-in period.

Accommodation can be booked at time of registration. The WCLC 2022 Secretariat (International Conference Services Ltd.) is the official housing bureau for WCLC 2022 and will offer assistance with the coordination of housing requirements for the Conference. We have negotiated special room rates with hotels in close proximity to the Messe Wien Exhibition Congress Center. Special rates and added complimentary amenities are only available to delegates who book through the official housing bureau.

Although the IASLC and the housing bureau will do their due diligence and negotiate the lowest possible group rates, we cannot predict future specials hosted by competing hotels. However, we urge all sponsors, exhibitors and delegates to support the Conference and book through the official housing bureau. The success of the Conference and the supporting associations depends on you using the contracted hotels.

The WCLC 2022 Secretariat and its supporting organizations cannot meet the contracted room obligations if sponsors, exhibitors and delegates book outside the official housing bureau. Rooms that are not filled because of that create an expense for the Conference in form of financial penalties (attrition charges) and place the financial success of the Congress at risk, which increases with each delegate, exhibitor and sponsor not booking through the official housing bureau.

If you have a group of 10 or more that you would like to register or book accommodation for, please contact us at [email protected].

Hotels Location Map

Click here to download a PDF copy of the hotel map and rates.

WARNING: We are aware that illegitimate companies are targeting our exhibitors, calling to ‘offer’ to set you up with accommodation. These companies are often fraudulent. Please note that they are not affiliated with us and that the only way to register & book accommodation will be only through the Congress website, with the dedicated link sent to you.

It is mandatory to submit the “Standard Exhibit Space Package Request” Form. Should no standard booth package be required, mark respectively and submit the form.

Each regular exhibit space rental unit includes the following:

• Floor space as assigned
• Roll Carpet
• 1 x 3m(W) x 3m (L) x 2.5m(H) Shell Scheme Wall panels
• 1 x vinyl cut, black lettering fascia sign with company’s name
• 1 x 80x80cm table, chrome frame
• 2 x chairs, grey plastic seating, chrome frame
• 1 x waste basket

Shell scheme space package does not include any of the following: additional furniture, electricity, power point, lights internet connection, labor, shipping, or any other services. These items should be ordered through the forms provided at the end of this Exhibitor Manual. 

Please submit company logo and company bio to [email protected] by June 17, 2022. Company logo may be submitted as a vector file, all fonts outlined and CMYK color mode. Company bio may not exceed 300 words. 

DHL Global Forwarding (Austria) GmbH is the official customs broker and transportation service provider for WCLC 2022. To ensure all shipments arrive on time, the use of the official customs broker and Advance Warehouse is highly recommended.

Download the shipping manual here and tariffs here.

Download the label to ship to the Advance Warehouse at: DHL Freight – Global Event Logistics. Customs broker and transportation services can be ordered from DHL Global Forwarding (Austria) GmbH. The WCLC 2022 Secretariat cannot be responsible for any delayed or lost shipments.

Should you decide to not ship with the official transportation service provider and not take advantage of advanced materials handling, please request your time slot at the loading dock well in advance. To request a time slot at the loading dock, fill out the Loading Dock Time Slot Request Form (see “Exhibitor Order Forms & Documents” section) returning it to the WCLC 2022 Exhibit Manager by June 17, 2022.

Due to the loading dock capacities at Messe Wien Exhibition Congress Center, all exhibitors will be given scheduled times to unload their shipments, they will need to be unloaded via the dock and transported to the show floor. It is of extreme importance for all to strictly adhere to their scheduled unloading times to ensure the smooth and timely setup of each booth. The unloading schedule will be forwarded to all exhibitors prior to the conference.

We understand that some of the materials that you might be bringing to the show may not necessitate the need to use the loading and staging area for your Move-In.  If this is the case, you may enter through the Main Entrance or Parking Level with materials in hand directly to your booth to set-up. Please note the use of dollies, flatbeds and mechanical equipment is prohibited in the Messe Wien lobbies.

Move-in times must be adhered to and will be enforced. The exhibition hall will be closed evenings, during which time no one will have access to the hall. The exhibitor has to complete exhibit construction within the given move-in timeframe, which is specified in the Exhibition Schedule above.

Any exhibitor, who has not commenced exhibit construction/decoration one hour prior to event opening, is subject to removal by the WCLC 2022 Secretariat at its own discretion. Moreover, the exhibitor is then liable to WCLC 2022 for the agreed exhibit rental fee. The exhibitor is not entitled to damage claims.

The exhibitor and their affiliates are liable for any damage they cause to building, floors, walls, columns, and to standard exhibit equipment. Application of labels, tape, paint, lacquer, adhesives or other coatings to building columns, floors and walls or to standard exhibit equipment is strictly prohibited. Any damages made by an Exhibitor and/or their affiliates will require compensation for the cost of recovering any damaged facilities to the original state. Under no circumstances may the weight of any equipment or exhibit material exceed the maximum floor load weight of the exhibit hall. The exhibitor accepts full and sole responsibility for any injury or damage to persons or property resulting from failure, knowingly or otherwise, to distribute the load of his exhibit material to conform to maximum floor loading specifications. Floor loading is given as 1,600 kg/sqm.

All exhibits must comply with all regulation established by the safety authorities. All materials used for decorating must be fire resistant. The WCLC 2022 Secretariat, Messe Wien Exhibition Congress Center and/or local authorities can enforce an order of dismantling of booths and exhibits that have not been approved or do not follow the regulations. Frequent inspections will be held during the exhibition period. Please adhere to the regulations strictly, for safety purposes. Cartons, boxes and crates may not be stored under tables, behind displays or in any part of the exhibit area. At the exhibitor's expense, empty crates, etc. will be picked-up, stored and returned to each exhibit space after the event.

All exhibitors with an exhibit space in excess of 36 square meters (400 sq ft) are required to get approval on their booth layouts/designs from the WCLC 2022 Secretariat in written. The layout, with measurements and building material specifications, needs to be submitted in detailed drawings to the WCLC 2022 Exhibit Manager by June 17, 2022. If exhibit plans are revised after approval has been sent, the revised plans need to be re-submitted for approval as soon as possible. Please allow enough time for exhibit construction approval.

Deadline for submission of booth layout: June 17, 2022 

• Project approval of the construction & structure by a certified architect or professional association.
• A descriptive and explanatory report of compliance with the current regulations.
• A structural study with static calculation, which includes the verification of each element of the structure and the description of loads transferred to the pavement under each support.
• A floorplan and elevation drawings, including details of the handrails and stairs.

• The evacuation and fire detection plan for structures with a surface larger than 100 sqm.
• Assessment of risks and preventative measures to consider during the construction build up and break down process.

The arrangement of displayed items or structures shall not disturb other booths or hinder passage of visitors. Displayed items should not create inconveniences to visitors and be kept at least 1’-0” (30cm) away from the exhibit space line. If exhibitors fail to conform to this rule, the secretariat office may demand those items to be relocated. This restriction is designed to give an equal opportunity to every exhibitor in terms of space and visibility.

Unfinished portions of pop-up displays must be covered. Pop-up framework, raw wood or cardboard wings must be painted or appropriately covered in a neutral colour (white or grey) if visible from another booth.

Rigging and hanging in the Messe Wien is permitted for booths with a minimum booth size of 6 booths (54sqm). All rigging and hanging from the hang points throughout the facility is subject to mandatory approval by show management and is expected to meet generally accepted industry standards. The service of basic anchoring points (also called rigging) is exclusive to Messe Wien and offered through its official provider, STANDout. Therefore, it is entirely prohibited to hang any element directly from the ceiling of the halls.

No one under the age of 16 years may be allowed in the exhibit area during move-in/out. During move-in/out, exhibit halls and loading dock areas are considered hazardous work areas. As such, there shall be absolutely no drinking of alcoholic beverages, no horseplay and in general, any and all unsafe conditions or activities are to be corrected promptly.

Hall B at Messe Wien Exhibition Congress Center is not carpeted. It is mandatory to install carpet in the exhibit rental unit in order to visually confine booth dimensions. Special design booths over 36sqm must order carpet from the Official Show Service provider. The WCLC 2022 Secretariat will lay carpet along the aisles in the Exhibit Hall.

The WCLC 2022 Secretariat, Messe Wien Exhibition Congress Center and/or local authorities can enforce an order of dismantling of booths and exhibits that have not been approved or do not follow the regulations. Frequent inspections will be held during the exhibition period. Please adhere to the regulations strictly, for safety purposes.

Custom exhibit equipment is to be pre-manufactured outside the area beforehand. Only the assembled equipment is allowed inside. Electrical tools such as compressor, welder, electrical saws, electrical grinders, and electrical planes are not allowed to be used inside the hall; however, working area is to be kept clean. No more tools and paint may be used after 12:00 on Saturday, August 6, 2022. Also, painting besides finishing is not allowed inside the hall (fire prevention safety rule). Due to electricity lines under the floor, exhibitors must be careful not to spill water or wash the floor with water.

Following the rules of the Messe Wien Exhibition & Congress Center, for safety purposes, all structures which could endanger life and limb if improperly assembled will be inspected by a civil engineer during exhibition set-up. The inspection is prearranged by the congress organizer. The safety statics of the following items to be inspected on site according to European Norm 13814 before the structure can be commissioned for use:

Rule 1: All overhead structures (including gateway arches), and all structures suspended from the hall ceiling, from booth ceilings and from specially prepared suspension points (etc.), except decorative fabric items that pose no risk of injury, death or to the health of individuals, should these items ‘fall’.

Rule 2: Double-decker booths are not allowed. Publicly accessible raised-platform booths, except platforms and podiums built using permitted podium elements, and which have fall prevention barriers/railings up to a height of 0.8 m.

Rule 3: Expo booth structures and traverse structures built to a height of 4 m or more.

Rule 4:Free-standing columns and free-standing walls built to a height of 2.5 m or more.

Rule 5: Custom-built structures for which vital knowledge of the statics involved is required –like tensioned rope or cable constructions, cable bridges with tensioned cables etc.

Rule 6: If necessary, the authorities are entitled to demand more detailed inspections.

All other constructions that do not fall into those categories still have to be built in a stable manner and must be state of the art and must comply with the latest technical standards.

During the inspection construction plans, certification of the structural elements, truss spreadsheets etc., as well as static calculations for free standing elements must be presented to the civil engineer upon request. The constructions and their calculations have to align with the European Norm EN13814 - Fairground and amusement park machinery and structures – Safety (in their currently valid version).

Please make sure to have the documentation ready at the booth during set-up to be sure of a favorable report.

The Exhibition Hall will be locked during non-Exhibit Service Centre hours. Security will be provided during the set-up, show and dismantling period. Although 24-hour security is provided, the ultimate responsibility for displayed exhibits and equipment lies with the individual exhibitor. Exhibitors must secure, at their own expense, appropriate liability/loss insurance at all times. Exhibitors will not be allowed to enter the Exhibit Hall during non-show hours without consent of the Secretariat. The WCLC 2022 Secretariat and its affiliates will not be held responsible for the loss, theft or damage to exhibitor supplies at all times. Any items believed to have been stolen must be reported immediately to the organizer.

Exhibitors should take necessary safety measures prior to using dangerous equipment or parts during the show, to prevent accidents. Each exhibitor is responsible for the maintenance and safety of their equipment.

If you wish to hire an individual security guard for your booth, please submit the order form by June 17, 2022.

WCLC 2022 does not bear any insurance risk for the exhibitor. The exhibitor is explicitly referred to their own insurance. Therefore WCLC 2022 requires all its exhibitors to provide proof that liability insurance with a minimum of EUR2,500,000 for each accident or occurrence limit of liability is in place for the duration of the event including Move-In & Move-Out dates. Third party liability insurance certificate is mandatory and must be provided to the WCLC 2022 Secretariat no later than June 17, 2022. In case the exhibitor receives the invoice after June 17, 2022, the exhibitor is required to provide the certificate of insurance as soon as possible but prior to move-in. Full coverage must be in effect for the event for which a contract exists.

Interest Insured: Commercial General Liability

• Inclusive Limit
• Covering Third Party Bodily Injury and Property Damage
• Including Non-Owned Automobile
• Including Host Liquor Liability, if planning on serving Liquor
• Including Cross Liability Clause

Additional insured to be named:

• International Conference Services Ltd. (ICS)
• International Association for the Study of Lung Cancer (IASLC)
• Messe Wien Exhibition & Congress Center

Insurance companies may submit their own form (must be in English) or use the Certificate of Insurance template (see “Exhibitor Order Forms & Documents” section). Please email your insurance certificate to the WCLC 2022 Exhibit Manager at [email protected] by June 17, 2022.

Announcements will not be permitted during the show.

With the exception of the multi-story car parks and the areas reserved for long-term tenants (parking for more than 14 days), there is general parking ban on the entire property. Stopping for the purpose of delivering exhibits and loading and unloading materials for events is permitted in accordance with the Road Traffic Regulations. After the loading process, the vehicle must be transferred immediately from the property or to the parking spaces provided or rented by the organizer.

Camping and spending the night in vehicles are generally prohibited on the entire property. RMW reserves the right to change the location of vehicles in stopping or no parking zones or in any other way illegally parked vehicles on the entire property at the risk and expense of the vehicle owner or keeper.

Vehicles are granted access to the exhibition grounds with official time-slots depending on the exhibit size. Every truck driver gets a ticket to open the gate when entering the fairground. The ticket is valid for 3 hours. If the truck driver stays more than 3 hours on the premises a fine of EUR 100 will be charged. Therefore, as soon as loading/unloading is finalized, the vehicles must leave the loading bay. For deliveries, please use Gate 1 at Trabrennstraße 5 at the back of Hall D.

Vehicles are not allowed inside the exhibit halls. Only forklift trucks operated by the official logistics partner DHL are permitted within the loading bay and halls.

Truck driving bans in Austria:

• Weekend driving ban: This applies throughout Austria from Saturday, 15:00 to Sunday, 22:00 and on public holidays from midnight until 22:00

• Lorries with trailers, if the maximum permissible weight (mpw) of the lorry or the trailer is more than 3.5 t.
• Lorries, articulated lorries and self-propelled agricultural machines with an mpw of more than 7.5 t.

• General night-time driving ban: This applies on all Austrian roads for heavy goods vehicles with more than 7.5 t mpw between 22:00 and 05:00.

For more information please visit: https://www.asfinag.at/traffic/hgv-bus/lorry-driving-bans.

There is no parking available for trucks at the fairground.

Vehicles are not allowed inside exhibit halls. Please note that only forklift trucks operated by the official logistics partner are permitted within the loading bay and halls.

To find the closest parking, you can use the Asfinag App: www.asfinag.at/traffic/hgv-bus/parking-information.

Parking for cars and vans:

• Public car park is available at multi-storey car park D / access via Trabrennstraße 3, 1020 Wien/ GPS-Coordinates: 48.212802, 16.412057 / entrance height on the ground floor: 3 meters; first floor: 2,10 meters

The parking fee is € 3,00 for the first hour and € 3,50 for every additional hour (incl VAT).

The exclusive caterer for the Messe Wien Exhibition Congress Center is GMS GOURMET GmbH. For more information on the menus please see the Catering Order Forms in the “Exhibitor Order Forms” section. GMS GOURMET can be reached at T: [+43] 0 50 876 2513, E: [email protected] or follow here for the order form.

The official IASLC WCLC 2022 Photographer is available to provide high quality photographs of your exhibit booths, both with people and without. Approximately 15 +/- images will be delivered dependent on the booth size, features etc.

Upon submission of the order form, the Photographer will contact you to set a time for the photography based on his availability. Usually this is before the delegates arrive on any given day. In some cases, he may be available in the evening after the exhibit hall closes.

Images will be sent electronically via Wetransfer approximately 2 weeks after the conference concludes.

Download the Order Form.

The WCLC 2022 Secretariat is responsible only for emptying baskets along the pathways and keeping the shared space clean. Exhibitors will be responsible to keep their booths clean at all times. Daily Cleaning Service can be ordered with our Official General Show Service – STANDout via online webshop. 

The exhibitor agrees to confine all products/ service demonstrations and other sales activities to the limits of the contracted exhibit space and within the maximum height set. Distribution of any material is likewise limited to the confines of their exhibit space. Exceptions may be given by the WCLC 2022 Secretariat prior to show opening in writing.

The use of games of chance, lottery devices, musical instruments and other sideshow practices is permitted only with written permission of the WCLC 2022 Secretariat. The use of amplifiers, musical performances and any other sound generating equipment - even for advertising purposes - requires an advanced written approval as well. Noisy demonstrations may be restricted or prohibited after permission if such demonstrations are considered a disruption of the general order of the event. Approval must be requested by filling out the Booth Entertainment Request Form (see “Exhibitor Order Forms & Documents” section) returning it to the WCLC 2022 Exhibit Manager by June 17, 2022.

Flashlights and revolving light equipment are prohibited. Lights from one exhibit should not disturb or damage other booths. The exhibitors are not allowed to carry items, signboards and brochures for recruitment purposes.

The WCLC 2022 Secretariat reserves the right to restrict or remove exhibits and/or exhibitors, which in its sole judgment, because of noise, inappropriately attired personnel, or any other reason, are or become objectionable or, which in its sole judgment, may detract from the character of the Conference. Neither IASLC, ICS or any employee, agent, officer, director, or representative thereof, shall have any liability, whether to any exhibitor or otherwise, as a result of such restriction or removal.

Giveaways should be educational in nature and must be pre-approved. Distribution of pre-approved educational material is limited to contracted exhibit space only.

Below serves as a guide:

The following are permitted if they do not exceed US$10 in value:

• Food and beverage items, pens, notepads, rulers, sticky notes, CDs and /or USB Sticks loaded with educational content, books, journals, publications, plastic bags that are 12” x 17” or smaller and hand sanitizer.

The following are examples of items that are NOT permitted:

• Tote bags, golf/tennis balls, hats, t-shirts, music CDs, coupons for personal services such as massages, gift certificates, mugs, watches and prescription and non-prescription drugs.
• Stuffed toys.

It is recommended to await approval from the WCLC 2022 Secretariat prior to production and shipment of any congress related giveaways. Permission to hand out Giveaways may be restricted or prohibited after permission if such giveaway is considered a disruption of the general order of the event.

Approval must be requested by filling out the Giveaway Request Form (see “Exhibitor Order Forms & Documents” section) and returning it to the WCLC 2022 Exhibit Manager by June 17, 2022.

Smoking, including e-cigarettes, is prohibited in the Messe Wien Exhibition & Congress Center at all times. This applies to all other areas of the property (including outdoors). In the event of an infringement, the visitor is obliged to pay an amount of € 35 as a cleaning fee. 

Dismantling of exhibit construction and décor may only commence at the last day of the event after the end of the event. The WCLC 2022 Secretariat reserves the right to charge the exhibitor a contract penalty fee if this clause is violated. The exhibit space has to be left in its original condition not later than outlined in the Exhibition Schedule.

After the exhibition, when the subcontractors remove the furniture, exhibitors should pay attention not to leave behind any belonging in the drawers and the shelves. The WCLC 2022 Secretariat does not take the responsibility for any damages and losses as a consequence. All of the participants must return the equipment and tools that are leased from WCLC 2022.

Empty crates may only be delivered to the booth after aisle carpet has been removed.

The Floor Plan is a “working draft” and changes may be made up until one (1) week prior to the event. Every effort has been made to ensure the accuracy of all information contained on the Floor Plan. However, no warranties, either expressed or implied are made with respect to the Floor Plan. It is the sole responsibility of the exhibitor to verify all dimensions and locations. This includes the location of building columns, utilities or other architectural components of the facility.

“Freight-Free” aisles may be shown on the Floor Plan and will be strictly enforced due to logistic and safety reasons.

An up-to-date exhibit floorplan will be released in due course.