Each exhibitor/supporter has received an e-mail with login details to access the Portal. The Portal enables Supporters and Exhibitors to:

• Submit Company logo and profile
• Order Lead retrieval (Badge scanners)
• Order exhibitor badges
• Submit booth drawing (for “Space Only” booths)

Link to access the Portal https://exhibitorportal.kenes.com

Notes:
The login details has been sent to the person signing the contract. This person is responsible for passing on the login details to third party if needed.
Access to all Portal services will be available only after submission of your company profile and logo.
Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.

Action Item	Deadline	Contact Person
Company logo and profi	As soon as possible	Via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com
Lead Retrieval Wireless Barcode Reader	Thursday 16th  April
Badge Order	Friday 17th  April
Furniture Rental	As soon as possible and no later than, Monday 13th April *Payment should be received by 17th April	Mestalla Email: tgomez@mestalla.com.es & sandra@mestalla.com.es
Audio Visual Equipment, Electricity & Furniture
Graphics/Signage	As soon as possible and no later than, Monday 13th April *All the graphics received after the 13th April will have an additional fee of €390, to be cover by the exhibitor.	Mestalla Email: sandra@mestalla.com.es & tgomez@mestalla.com.es
Booth cleaning	As soon as possible and no later than, Friday 03th April	Clara Montes Email: cmontes@kenes.com
Catering	Friday 03th April *Please note that for late orders, the catering company reserve the right not to accept them.	Clara Montes E-mail: cmontes@kenes.com
Hostesses & Temporary Staff Hire	As soon as possible and no later than, Friday 03th April	Clara Montes E-mail: cmontes@kenes.com
Delivery
Exhibition goods – Direct deliveries to Congress venue	Monday, 04th May.	Clara Montes E-mail: cmontes@kenes.com

Set up
	Monday, 04th May Exhibition Set-up- for Space Only Stands *** Exhibitors Move-in and Decoration – Schell Scheme Stands	08:00-19:00  *** 15:00-18:00
Congress	Tuesday, 05th May	12:00-19:30
	Wednesday, 06th May	10:00 – 18:00
	Thursday, 07th May	10:00-14:00
Dismantling	Thursday, 07th May	14:00-2:00

*Subject to a change

• The timetable is subject to possible changes in accordance to the scientific program
• Updates to follow up in due time
• Dismantling of the stands before the official hour is not permitted.
• All exhibitors should be in their Booth 30 minutes before the official opening hour.

Please Note:

• Before sending your package, Kenes will have to authorize the receipt of the goods to confirm that there is sufficient space for their storage. Any shipment that exceeds its storage capacity, may involve a cost for the exhibitor.
• Parcel shipping can be done 24 hours before the start of the event (May 04^th ) from 9:00 a.m. to 2:00 p.m. To receive these packages, they must be identified with: name of the event (Govtech 4 Impact), the sender, a contact person and the packages numbered.
• The transfer of such material from the storage point to the contracted room will be the responsibility of the exhibitor. In this regard, the client will be solely responsible for the contents of the boxes.
• The goods nust be sent to the following adress

NH Collection Eurobuilding Hotel
            For the attention of: Laura Lozano MB0004495055
            C/ José Lázaro Galdiano, s/n (PC Floor)
            28036 Madrid

• Empty crates and packaging material must be removed after set-up and no later than Monday, 04th May at 19:00.
• All aisles must be clear of exhibits and packaging materials to enable cleaning at all times.
• Please note that all exhibitors should be in their booth 30 minutes before the official opening hour.

Off Exhibition Information

• Therefore, please do not leave any visible valuable articles at your booth. In addition, please consider hiring extra security for your booth after Exhibition Operating Hours.
• Dismantling of the booths before the official closing of the exhibition is not permitted.
• It is the exhibitor’s responsibility to dispose of all materials after dismantling.
• Package collection will be carried out with prior authorization from Kenes the last day of the event (07th may 2025) from 1:00 pm to 3:00 pm. The packages must be left duly identified for collection, indicating company, address, contact person and telephone number, number of packages. NH Collection Eurobuilding and Kenes will not be responsible for possible losses due to identification errors in shipments.
• Shell Scheme booths: Any equipment, display aid or other material left behind after Thursday, 07th May at 20:00 will be considered discarded and abandoned. Any charges incurred for waste removal will be sent to the exhibitor.
• ‘Space Only’ booths: Any equipment, display aid or other material left behind after Thursday, 07th May at 20:00 will be considered discarded and abandoned. Any charges incurred for waste removal will be sent to the exhibitor. Loading and unloading hours are from 8:00 to 17:00. Neither the venue or Kenes will not provide staff for loading or unloading trucks. It is the client’s responsibility to transport the material to the designated area.

• The exhibitors / customers and all companies contracted by them are responsible for ensuring operating safety and compliance with industrial safety and accident prevention regulations on their stands / event areas

Waste Removal

• It is the exhibitor’s responsibility to dispose all materials after dismantling.
• Any charges incurred for waste removal will be sent to the exhibitor.
• Please do not leave any visible valuable articles at your stand.
• In addition, please consider hiring extra security for your Booth before/ after Exhibition Operating hours in case you have valuable stuff in your booths.

Access to the Exhibition Hall during Set-up and Dismantling 

IMPORTANT: 

Everyone must be fully registered to enter the exhibition hall during set-up and dismantling periods.

For this reason is necessary to send Full name; ID; Name of the exhibit company; Name of the contractor/stand builder; Booth number; License plates of the trucks and cars.

Please send this information to cmontes@kenes.com as soon as possible, no later than Monday, 20 April.

Make sure to pre-register all personnel in order to avoid delays once you arrive on-site

Welcome Drinks at The Exhibition Area

On Tuesday, May 05^th you are cordially invited to Networking Welcome Drinks held in the Exhibition Hall  from 18:30, Exhibitors are asked to please man their booths during the Networking Reception in the Exhibition Halls.

Exhibition Floor Plan- Coming Soon

The floor plan has been designed to maximize the exhibitor’s exposure to the delegates.

 

List of Exhibitors

 Please see all exhibitors listed here: Confirmed Sponsors and Exhibitors | G4I Congress 2025

In order to be granted access in the exhibition area each individual will need to wear a name badge. This includes the regular staff from the exhibitor’s company and hired staff e.g. hostesses, bar and services personnel etc. For security reasons, stand personnel must wear their name badges at all times.

All exhibitors must be registered and will receive an ID showing the name of the exhibiting company. Exhibitor accreditations will be delivered according to their contract:

• 4-9 sqm stands: 2 complete registrations for the Congress
• 12-21 sqm stands: 3 complete registrations for the Congress
• 24-30 sqm stands: 4 complete registrations for the Congress

The Exhibitors badges allow access to the exhibition area and coffee breaks.

The Exhibitors badges allow access to the exhibition area, coffee breaks and conferences

Additional Exhibitor badges can be ordered online via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com

Price for extra exhibitor badge is 175 EUR

Please make sure that your Company Profile has been submitted before placing an order for exhibitor badge.

Deadline: Friday, 17th April

Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

All personnel are required to wear badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Company name badges are for the use of company personnel for Booth manning purposes and should not be used by companies to bring visitors to the Exhibition. Exhibitor badges will not be mailed in advance and may be collected from the onsite registration desk.

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth or attend your symposium. The information obtained by lead retrieval system enables Exhibitors and symposium to enhance their database by securing valuable leads for further marketing and communication.

HOW DOES IT WORK?

Exhibitors and supporters can download the “K-Lead” app onto their own smart phone or company tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge (Exact operational guidelines will be shared in due course).

The advantages of the “K-Lead” application:

• Effortless process using registration badge barcode.
• Allows to immediately view the leads information.
• Ability to insert exhibitor’s comments for each lead
• Ability to quickly scan delegates as they enter the session hall by using the “Quick Scan” function
• Application is available for download from Apple store or Google play: “K-Lead App”.

 

COST

Cost per license – For this edition of G4I 2026, we have a special promotion, so this service will be free this year.

NB! Please note device is not included.

Order deadline : Thursday, 16th April

Onsite price is 150 EUR (excluding 4% credit card charges fees, excluding VAT if applicable)

 

NEW! UNLOCK THE POWER OF K-LEAD PLUS

Exhibitors and supporters can download the “K-Lead Plus” app onto their own smart phone or company tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge (Exact operational guidelines will be shared in due course).

The advantages of the “K-Lead” application:

• Automated Follow-up Emails: Immediately after scanning, send personalized emails to every lead. Make every connection count without lifting a finger!
• Tailored Email Customization: Craft the perfect message with customizable subject lines, email content, and signatures. Attach PDFs to add a polished, personal touch that stands out.
• Timely Engagement: Say goodbye to the hassle of manual follow-ups. K-Lead Plus handles it by sending tailored emails right after each scan, keeping your brand top of mind.
• Trackable Insights: Monitor how your emails perform with engagement metrics. Learn what works and refine your strategies for maximum impact, ensuring you’re always improving.
• Compatibility: K-Lead Plus requires at least one K-Lead license purchased.

Cost for K-Lead Plus: 750 EUR (excluding 4% credit card charges fees, excluding VAT if applicable)

NB! Please note the device is not included.

Order deadline: Thursday, 16th April

Onsite price is 800 EUR (excluding 4% credit card charges fees, excluding VAT if applicable)

 

KEY NOTES FOR K-LEAD AND K-LEAD PLUS:

• Device Not Included: The application must be installed on your personal or company device (tablet/smartphone).
• Reliable Data: Participant badge barcodes carry contact details as provided by registrants or their agencies. Note: Group registration may contain generalized information.
• Content Responsibility: Information content is managed by the registrant or their agency, not Kenes Group or the Organizing Committee.
• Easy Reservation: Secure your Wireless Barcode Reader by returning the completed credit card form.
• GDPR Compliance: We’ve updated our privacy policy in compliance with GDPR. Your personal data won’t be shared without consent. Presenting your badge for scanning implies consent to share your details.
• By purchasing the K-Lead and the K-Lead Plus, Exhibitors and Sponsors agree to Data Processing Agreement.

The advantages of the “K-Lead” application:

 

HOW TO PLACE AN ORDER?

To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

Login details to the Portal have already been sent to the primary contact listed in our system upon signing the sponsorship agreement.

 

IMPORTANT TO KNOW

In accordance with the general data protection regulation (GDPR), Kenes Group has updated its privacy policy.

You can view our updated privacy notice here.

Kenes will not share delegate’s personal data with third parties without their consent.

Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition booths or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future.

Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details.

In addition, please note that neither Kenes Group nor the Organizing Committee is responsible for the content of the information.

Exhibition Area

• The Exhibition is being held in Madrid 1, 2 & 3 Rooms of NH Collection Eurobuilding, located on Level 1.
• Hall height is 3m
• Maximum build up height allowed for booth walls is 2,5 meters.
• Rigging is not permitted.
• Exhibitors who will have stands higher than the maximum permitted height will not be allowed to set-up their stands.
• Shell scheme stand build up is 2,5 meters.

Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and, in particular, that they do not endanger life and health.

Exhibitors/ customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.

Floor

• Floor type: Marble
• Maximum floor load: 1,000 kg/m2

Exhibitors are required to have floor cover with fire-retardant exhibition carpet to prevent damage to the marble, subject to conditions established by the maintenance department.

All floor coverings must be secured and maintained so that they do not cause any hazard. Fixing of floor covering to the hall floor may only be carried out using approved tape.

Mechanical damage or soiling which cannot be removed during the normal cleaning and maintenance of the floor will be repaired at the expense of the person/company causing the damage.

Ceiling Rigging

Ceiling Rigging is NOT permitted

 Raised Floor / Platform 

• The organizers must be informed if the booth has a platform (when submitting the drawings for approval), as well as the scheduled set-up (day and time). Before placing the platform, the exhibitor/stand builder must confirm that service(s) provide by the Official Contractor (electricity, water, cables, Internet, etc.) are in the right place. Access to the service points/water tramp/electricity tramp are compulsory when a platform is installed (keep those points accessible!). Once the platform is installed, no new services that need to go under it will be accepted.
• The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
• Please note that if your booth has a platform, you are required to provide a ramp to ensure access for people with disabilities.

Thinking about our planet, we create sustainable G4I stands together with our official supplier, who will guarantee the assembly and dismantling of the contracted stand.

The contracted stand package includes*:

Surface covered with carpet in Blue color (includes plastic protection)

 

Aluvision Structure:

• Backwall finished in printed fabric
• Two lateral pieces finished in printed fabric (G4I Graphic)
• Two 50w LED spotlights
• Electrical outlet
• Furniture: White counter with sign (100x97cm), 2 white chairs and 70h white table
• General Wifi of the event

* Except for companies that have booked a counter. This package includes: a white counter with signage (100×97 cm), one stool, and carpet

Stand Package does not include:

Cleaning

Security

Technical Information and Regulation of Sustainable Stands

• All basic stand structures will be designed and built by Mestalla, the official stand supplier.
• Exhibitors are not allowed to make any modifications to the structure of the stands or remove integral parts of them. Exhibitors wishing to remove or relocate any standard equipment within the stand must clearly indicate this on the location plan and submit it along with clear instructions to the official stand supplier and Kenes as soon as possible, no later than Monday, 13th April.
• No independent assembly or display element may exceed a height of 2.5m or extend beyond the limits of your stand. This includes company names, advertising materials, flags and logos provided by the exhibitor.
• It is not permitted under any circumstances to cut, nail or drill the walls, skirt, floor or ceiling.
• Please do not use adhesive products that may leave marks or cause damage to the structure of the stand. The stand must be returned in the same condition in which it was received. Any damage to the stand structure will be invoiced to the exhibitor.
• Painting is not allowed, nor the use of nails or screws.
• Drilling, screwing, gluing, or hanging objects on any walls within the venue is strictly prohibited.
• Dragging materials across the floors is not allowed. All items must be lifted and carried carefully to prevent scratches.
• No excess stock, literature or packaging boxes may be stored around or behind stands.

Guide to sending the Stand Graphic  

Chart by stand size:

2 x 2

• Printed fabrich with silicone fort he back wall, measures for the FFAA:

1978mm*2474mm

• Printed vinyl panel for front counter, measured for AAFF 100*97CM

3×2

• Printed fabric made with silicone for the back, measured for FFAA: 2970mm*2474mm
• Printed vinyl panel for front counter, measured for AAFF 100*97cm

3×3

• Printed fabric made with silicone for the back, measured for FFAA: 2970mm*2474mm
• Printed vinyl panel for front counter, measured for AAFF 100*97cm

6×2

• Printed fabric made with silicone for the back, measured for FFAA: 5946mm*2474mm
• Printed vinyl panel for front counter, measured for AAFF 100*97cm

Counter:

• Printed vinyl panel for front counter, measured for AAFF 100*97cm

AAFF format:

• PDF files with 100% scaling and 100-150 dpi
• Actual size files without bleed or margins and with traced fonts
• Color and resolution modes: RGb

Accepted applications:

• Photoshop CC • Illustrator CC (Freehand and QuarkXpress are not accepted)

Deadline:

• The submission of the AAFF must be completed before April 28, 2025.
• ATTENTION: If the exhibitor submits the AAFF after this date, an additional fee of €390 will be charged to the exhibitor.

Shipment: 

• The stand graphics must be sent to sandra@mestalla.com.es tgomez@mestalla.com.es
• For any questions or queries, contact sandra@mestalla.com.es and tgomez@mestalla.com.es
• The graph must be sent as soon as possible, no later than April 13th.

Hiring Extra Services

• Electricity: all spaces intended for stands will have an electricity outlet included. If you need a three-phase outlet or bring any consumer item, please consult with Mestalla: sandra@mestalla.com.es & tgomez@mestalla.com.es
• Electricity is not included in the package for those who have only requested a counter. In this case, they will need to request electrical power and an outlet from Mestalla: sandra@mestalla.com.es & tgomez@mestalla.com.es
• Audiovisuals & Furniture: to hire audiovisual services or furniture at the stand, contact Mestalla: sandra@mestalla.com.es & tgomez@mestalla.com.es
• Catering: catering service is exclusive to the venue. To hire catering services at the stand, contact cmontes@kenes.com.
• Others: if you need any other type of service, contact cmontes@kenes.com

Set up and Dismantling Regulations

The set up will be carried out within the hours agreed with the space.

VEHICLE ENTRY

Access will be via the hotel loading dock located on José Lázaro Galdiano street, s/n.
Access via the stairway located on the side of the hotel, Juan Ramón Jiménez street.

• It is necessary to send the license plates of the trucks and cars, as well as the IDs of the individuals who will be accessing to NH Collection Eurobuilding.

Please send this information to cmontes@kenes.com as soon as possible, no later than 27th April.

UNLOADING OF GOODS

• Unloading will be carried out in the area designated for this purpose without hindering access to the NH Collection Eurobuilding.
• Loading and unloading hours are from 8:00 to 17:00.
• Neither the venue or Kenes do not provide staff for loading or unloading trucks. It is the exhibitor’s responsibility to transport the material to the designated area.

Exhibitors using independent contractors are required to submit the following for the organizer approval:

1. A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed Booth to be built.
2. Position of your booth on the floorplan with orientation
3. Utility connections: electrical, water and drainage – a list of all appliances
4. The name and contact details of their construction company.

Please send this information to cmontes@kenes.com as soon as possible, no later than Monday, 30th March.

The set up will be carried out within the hours agreed with the space.

Everyone must be fully registered to enter the exhibition hall during set-up and dismantling periods.

For this reason is necessary to send Full name; ID; Name of the exhibit company; Name of the contractor/stand builder; Booth number; License plates of the trucks and cars.

Please send this information to cmontes@kenes.com as soon as possible, no later than Monday, 27th April.

Make sure to pre-register all personnel in order to avoid delays once you arrive on-site

DESIGN GUIDELINES:

• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining booths, or damaging the premises. Exhibition material that is placed outside the booth will be removed at the exhibitor’s expense.
• Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved. You are only allowed to build walls that cover third of each side.
• Please note that if your booth has a platform/raised floor, you are required to provide a ramp or sloped edging around the entire booth to ensure access for people with disabilities. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible to avoid trip hazards.  Advertising on the boundary with other stands is prohibited.

**For your reference, see below an image showing sloped edging.

 

• Multilevel structures are not permitted.
• Arches, bridges, or similar constructions connecting two or more Booths are not permitted.
• Screens or any kind of equipment to be shown or demonstrated may notbe placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
• Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth).
• Coffee bars or other F&B-stations have to be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle.
• The maximum building height for the top of all elements is 2,5 meters.
• Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and that they do not endanger life and health.
• Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.
• Any part facing neighboring stands that is above 2.50 m in height needs to be designed with neutral surfaces (white or grey).
• Ceiling Rigging is NOT permitted
• Prior to booth floor installation, exhibitors or stand builders must verify that the utilities provided by the Official Contractor (electricity, water, cables, Internet, etc.) are located in the appropriate positions. Access to service points, water tramp, and electricity tramp is mandatory when a floor is installed; please ensure these points remain accessible. Once the floor is installed, we will NOT accept any additional service requests that require placement beneath the raised floor. 

Kindly note:

• NH Collection Eurobuilding has exclusive provider for  catering services. For any catering services requests, please contact cmontes@kenes.com
• The organiser will not approve booths that do not comply with the accepted standards until the necessary changes have been made.
• Work cannot commence until the booth drawings are approved by the organiser.
• The used space must be returned to the venue completely clear of all items and restored to their original state.
• We recommend exhibitors using independent stand contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact us: cmontes@kenes.com to coordinate a visit.

VEHICLE ENTRY

• Access will be via the hotel loading dock located on José Lázaro Galdiano street, s/n.
• Access via the stairway located on the side of the hotel, Juan Ramón Jiménez street.

Please send this information to cmontes@kenes.com as soon as possible, no later than April 27th.

UNLOADING OF GOODS 

• Unloading will be carried out in the area designated for this purpose without hindering access to NH Collection Eurobuilding.
• Loading and unloading hours are from 8:00 to 17:00.
• Neither the venue or Kenes do not provide staff for loading or unloading trucks. It is the client’s responsibility to transport the material to the designated area.
• It is strictly forbidden to leave materials in the common areas of the hotel during set-up, dismantling, and the event.

BOOTH SET UP

• In the case that only floor space has been contracted, the exhibitor will be responsible for the assembly and disassembly of their materials, which must be presented with suitable supports and respecting the spaces granted for this purpose. If any damage of NH Collection Eurobuilding occurs, the exhibitor will be responsible for it.
• Any element likely to damage the floor must be mounted on carpet or other similar protector.
• The floor must be obligatorily covered with fire-retardant exhibition carpet to prevent damage to the marble, subject to conditions established by the maintenance department.
• Laying carpet on the floor will be done after placing paper tape. In the event that the floor is damaged, the exhibitor will be responsible for its repair or replacement.
• The connection or disconnection of stand power supplies will always be carried out by personnel from the Technical Services of the company contracted by the Event Organization. Access to the main network connection boxes by any other person is strictly prohibited.
• The maximum height of the stand cannot exceed 2,5 meters

Electricity and Electrical Installations for “Space Only Booths”

According to the regulations, the electrical installations for the Exhibition will only be connected to the power supply after being checked and approved by the conference center.

Mestalla is the only company that is allowed to connect any kind of device directly to the main power sources.

Only Mestalla is authorized to provide an electrical switchboard for power points. Thus, every exhibitor should order an electrical switchboard from the Mestalla  and to pay for the electrical consumption according to his power needs.

Please contact sandra@mestalla.com.es & tgomez@mestalla.com.es

• Mestalla will check that the official electrical switchboard is not removed from the booth.
• Electrical switchboards provided by the venue cannot be manipulated, adjusted, or damaged. The cost of a damaged Electrical box will be charge to the company/exhibitor who has ordered it.
• Mestalla staff are authorized to unplug the whole booth electrical installation if they detect that it is not properly done, with a possible danger.

Please note the following:

• Electrical switchboard and/or various power outputs will be ALWAYS delivered onto the booth floor. Exhibitor/Stand Builder must check how to place it inside the booth to be hidden and accessible.
• Electricity supply from the neighboring stand is not allowed!
• Mestalla only could provide electricity from the electrical ducts on the floor.
• It is compulsory to hide electrical cables (at the exhibitors’ expense).
• Electrical extensions ordered will be supplied next to the electrical box and the exhibitor/ stand builder will have to place them in the space they need them

 Prohibitions:

Regarding NH Collection Eurobuilding’s own infrastructure, the following actions are prohibited:

• It is forbidden to use common areas such as corridors for exhibition purposes or to appropriate them for demonstrations, which must take place within the stand space itself.
  • All stands that have general services at the rear must allow free access to them, especially evacuation systems and fire prevention systems, without obstructing visibility of signage or protection mechanisms.
  • Signage, posters, spotlights, and other decorative objects may not protrude beyond the allocated space or exceed the maximum permitted height.
• Access to the rooms will be through the doors indicated by the hotel in each case.

• It is not permitted to nail or glue any material to walls, doors, curtains, furniture, ceilings, or, in general, to any decorative or installation element of the hotel without prior written authorization from the Hotel Management. If the client brings decorative material, its installation in the room, in the manner indicated by the hotel, and its dismantling at the end of the event will be the client’s responsibility.

• All supports for technical elements such as spotlights, screens, and speakers must be secured with supplementary elements so that they are not supported by the ceiling o

• r walls of the rooms.

• By law, emergency exits must remain unobstructed, as must fire protection elements. All security and CCTV systems must remain visible and accessible. For proper air c

• onditioning of the room, it is not permitted to block or cover air conditioning vents. Failure to comply with these rules will entitle the hotel to refuse authorization for the set-up of the planned stand or decorative or structural element, or to require its dismantling if it has already been installed.

• The organizer is responsible for ensuring that workers from the various companies and subcontractors involved in the set-up are properly identified and access the hotel f

• acilities through the security control point. Proof of TC-2 payments and Social Security registration documents must be available to the hotel. All workers must be informed of occupational risk prevention regulations.

• The client must hold a civil liability insurance policy covering any damage that their workers may cause to the facilities, hotel guests, or hotel staff. In all cases, collaborating companies will assume responsibility for their work.

• The exhibitor is responsible for ensuring that, once dismantling is completed, the facilities are left in perfect condition, bearing the cost of removing wood, carpets

• , and any surplus material related to the set-up.

• It is forbidden to use hotel restrooms to clean paintbrushes or to obtain water for painting the stand.

• The use of smoke machines, helium tanks, or any element that may damage the hotel fa

• cilities in any way is not permitted on the hotel premises.

• For set-ups and dismantling operations involving a large amount of waste material, the exhibitor or assembly company must contract and request the necessary permits for the placement of a container to dispose of all stand materials.

  DISMANLING

• It is not allowed to dismantle the stands before the official closing of the exhibition.
• It is the exhibitor’s responsibility to remove all installed elements (roll-ups, etc.). Any material left after Wednesday, 14th May at 9:00 p.m. will be considered abandoned. Any charges incurred for waste disposal will be sent to the exhibitor.
• Spaces must be left, after the activity, in the same condition of placement and cleanliness as they were found at the beginning of the activity. If not, the exhibitors will have to return to the space to leave it in optimal conditions for its use. If any damage occurs, the exhibitor will be responsible for it.
• Neither NH Collection Eurobuilding and Kenes are not responsible for damages, losses, or deterioration of items remaining in the building during the activity, before or after its conclusion, as well as for anything that is brought in and not expressly communicated. In the event of damage to any property or installation of Green Patio, or to any object or equipment provided to the exhibitor, it will be the responsibility of the exhibitor to cover the expenses incurred

 

 

 

Hiring Extra Services

• Booth cleaning: The organizers will arrange for general cleaning of the exhibition premises prior to the opening of the exhibition and daily prior to opening thereafter (excluding exhibit booths and displays). For ordering daily stand cleaning, please contact cmontes@kenes.com
• Electricity: all spaces intended for stands will have an electricity outlet included. If you need a three-phase outlet or bring any consumer item, please consult with Mestalla: sandra@mestalla.com.es & tgomez@mestalla.com.es
• Electricity is not included in the package for those who have only requested a counter. In this case, they will need to request electrical power and an outlet from Mestalla: sandra@mestalla.com.es & tgomez@mestalla.com.es
• In case you’ve contract Space Only Booth all electrical connections must be supplied by the company contracted by the Event Organization, Mestalla, to carry out this installation. Please contact sandra@mestalla.com.es & tgomez@mestalla.com.es
• Internet & Wifi: for wired internet and Wi-Fi connection please contact cmontes@kenes.com

Important: Please be advised the Private Wi-Fi networks installations in the stand are not allowed. The venue and the organizers reserve the right to discontinue any activity which interferes with the hall Wi-Fi coverage.

The Venue and the organizers must be informed in advance when the stand has a platform as well as the scheduled set-up day and time due to internet foundation. Complimentary Wi-Fi will be provided by the Conference during official Conference days at most areas.

This public Wi-Fi connection is limited for basic web browsing or checking emails.

Should you have any internet-based feature/device/activity at your stand (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your stand (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.

Note regarding technical support: we will ensure that the service you purchased is functioning as it should, however we cannot troubleshoot or repair issues with client-provided equipment.

• Audiovisuals & Furniture: to hire audiovisual services at the stand or extra furniture, contact sandra@mestalla.com.es & tgomez@mestalla.com.es
• Catering: catering service is exclusive to the venue. To hire catering services at the stand, contact cmontes@kenes.com.
• Security: please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area. Neither the NH Collection Eurobuilding nor the organizers can accept responsibility for the security of the stands and their contents. The NH Collection Eurobuilding as well as the organizers are not liable for any possible loss, theft and/or damage occurring during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their stand and equipment. If you wish to hire security for your stand, please contact cmontes@kenes.com
• Storage: NH Collection Eurobuilding has limited storage facilities. Short-term storage of material left over after assembly (empty boxes, crates, cases, palettes etc.) should be coordinated with organizers. Under no circumstances may packing materials of any kind be left in the aisles, on the stands, around or behind the stands. Please contact cmontes@kenes.com with information on sizes and number of parcels, size, and storage period.Shipments sent directly to the venue prior to the set-up period will be refused by the venue.Once the event & dismantling are over, NH Collection Eurobuilding shall not be held responsible for the safekeeping and/or storage of any items left in the building and additional charges might occur if you leave any belongings.
• Others: if you need any other type of service, contact cmontes@kenes.com

Mandatory for all exhibitors and subcontractors

Animals

• It is not allowed to bring animals to Green Patio.

Assembly and Disassembly Period

• During the assembly and disassembly period, it is prohibited to consume alcoholic beverages in the work area, as well as to carry out work under the influence of alcohol, drugs or any other type of substances that may alter the perception of risk.
• Exhibitors and contractors must wear the necessary personal protective equipment (PPE), such as hard hats, eye protection and hand protection required by the specific work activity, paying special attention to safety shoes/boots within the premises for their use. own security.
• The use of cutting machines, welding machines, sanders and paint guns is strictly prohibited.
• Assembly of metal structures: For events requiring the assembly of metal structures, stages, lighting trusses, etc., the promoter must provide a document signed by a qualified technician who takes responsibility for the structure’s calculation and assembly.
• Electrical installations assembly: Any electrical installations made to reinforce or modify the venue’s lighting must be carried out by a certified technician with utmost caution. The original lighting setup must be restored after the event

           Prohibitions & General Rules:

• It is forbidden to use common areas such as corridors for exhibition purposes or to appropriate them for demonstrations, which must take place within the stand space itself.

• All stands that have general services at the rear must allow free access to them, especially evacuation systems and fire prevention systems, without obstructing visibility of signage or protection mechanisms.

• Signage, posters, spotlights, and other decorative objects may not protrude beyond the allocated space or exceed the maximum permitted height.

• The maximum total load per square meter is 1,000 kg/m². Point loads of this magnitude are not permitted unless they are distributed over bases of at least 1 m², with adequate surface and load-bearing capacity.

• Access to the rooms will be through the doors indicated by the hotel in each case.

• The floor must be obligatorily covered with fire-retardant exhibition carpet to prevent damage to the marble, subject to conditions established by the maintenance department.

• It is not permitted to nail or glue any material to walls, doors, curtains, furniture, ceilings, or, in general, to any decorative or installation element of the hotel without prior written authorization from the Hotel Management. If the client brings decorative material, its installation in the room, in the manner indicated by the hotel, and its dismantling at the end of the event will be the client’s responsibility.

• All supports for technical elements such as spotlights, screens, and speakers must be secured with supplementary elements so that they are not supported by the ceiling or walls of the rooms.

• By law, emergency exits must remain unobstructed, as must fire protection elements. All security and CCTV systems must remain visible and accessible. For proper air conditioning of the room, it is not permitted to block or cover air conditioning vents. Failure to comply with these rules will entitle the hotel to refuse authorization for the set-up of the planned stand or decorative or structural element, or to require its dismantling if it has already been installed.

• For any set-up not carried out by the hotel, the organizer must send a layout plan showing the distribution of stands or large structural or decorative elements one month prior to the event, for approval by the hotel’s technical manager.

• All electrical connections must be carried out in compliance with all safety measures, and power strips must be placed inside junction boxes.

• The organizer is responsible for ensuring that workers from the various companies and subcontractors involved in the set-up are properly identified and access the hotel facilities through the security control point. Proof of TC-2 payments and Social Security registration documents must be available to the hotel. All workers must be informed of occupational risk prevention regulations.
• The client must hold a civil liability insurance policy covering any damage that their workers may cause to the facilities, hotel guests, or hotel staff. In all cases, collaborating companies will assume responsibility for their work.
• The exhibitor is responsible for and bears the cost of the following:
  a. Cleaning and maintenance of the stands.
  b. Furniture, personal items, and accessories associated with the stands.
• The exhibitor is responsible for ensuring that, once dismantling is completed, the facilities are left in perfect condition, bearing the cost of removing wood, carpets, and any surplus material related to the set-up.
• It is forbidden to use hotel restrooms to clean paintbrushes or to obtain water for painting the stand.
• The use of smoke machines, helium tanks, or any element that may damage the hotel facilities in any way is not permitted on the hotel premises.
• For set-ups and dismantling operations involving a large amount of waste material, the exhibitor or assembly company must contract and request the necessary permits for the placement of a container to dispose of all stand materials.
• Smoking is strictly prohibited inside the venue at all times, including during setup, the event, and dismantling.
• Adhesive tapes: Double-sided or American tape must always be applied with masking tape beforehand.
• The unjustified use of fire extinguishers, as well as safety devices or measures, must respect all rules and instructions issued or to be issued in this regard.
• Occupying or obstructing passageways, routes, and exits that can be used as emergency exits and/or evacuations. Emergency doors cannot be blocked under any circumstances.
• Hanging any element from the beams or ceiling
• Using gasoline or diesel-powered equipment, they must always be electric.
• Using any type of spray, adhesive, or any other product that may be toxic inside NH Collection Eurobuilding.
• Placing or depositing any object insideNH Collection Eurobuilding whose weight exceeds the load limit of floors.
• Use of balloons with gas.
• Use of carpets: The installer must be responsible for laying carpets, sticking them to the floor using masking tape first, so that no adhesive residue remains on the floor when removing the carpet. Likewise, the installer will be responsible for removing the used carpets and taking them away in their trucks or disposing of them in their own container.

Health and security

• It is the stand holder’s responsibility to ensure the health, safety and well-being of all employees, contractors and visitors to the extent reasonably practicable during the event.
• It is recommended that stand holders appoint a stand supervisor, with specific responsibility for ensuring the health and safety of their staff and stand builders. It is advisable to complete a Risk Assessment for the stand and present it to the organizers.

Children

• No person under 18 years of age will be admitted to the exhibition, whether during assembly, opening days or dismantling. This rule also applies to children of exhibitors and must be strictly enforced to comply with exhibition safety regulations. 

Compressed gases

• The use of compressed gases is not permitted.

Damage to the Building 

• The use of screws, nails, paint, glue, adhesives, devices of any kind or anything that could damage the structural elements of the building (floor, walls, ceiling, pillars…) is not permitted. In case of damage to the facilities, the cost of repair or replacement will be charged to the exhibitor.

Material Removal

• It is mandatory to collect and dispose of all material during the assembly or disassembly of the event. Once the dismantling period ends, the exhibitor loses any right to claim loss or damage to property left behind. Any costs incurred by Green Patio in removing this property will be charged to the exhibitor. 

Fire Regulations

The use/storage of flammable substances (liquids, gas or others) is prohibited. If you have any questions about these substances, contact the organizers or NH Collection Eurobuilding.

Fumes

• No machine that emits fumes, gases or steam, nor any article or device that generates heat or contains flame, is permitted to operate in the exhibition.

Heavy Items / Large Machinery 

• In the event that the exhibitor/stand builder brings large machinery, any type of heavy element or structure within the exhibition area, it is mandatory to contact the organizers or NH Collection Eurobuilding to manage feasibility, access, etc.

Placing Posters, Banners, etc.

• It is not permitted to hang posters, banners, stickers or similar elements on the walls, floors, ceilings or pillars inside or outside NH Collection Eurobuilding facilities.

Obligatory insurance

• Exhibitors must take out adequate insurance. Third party liability insurance is mandatory. It remains the complete responsibility of the exhibitors to ensure themselves properly.
• Neither the organizers nor NH Collection Eurobuilding, their representatives or agents will be responsible for any loss or damage to the exhibitor’s property. Exhibitors must take precautions to protect their property against theft
• The organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for its property and person, as well as the property and person of its employees, through complete and exhaustive insurance, and will hold the organizers harmless for any claim for damages arising from theft and those dangers generally covered by a fire policy and extended coverage. Therefore, he is required to have liability insurance that covers all injuries to persons and damages that may occur in connection with the exhibition.
• Exhibitors are personally responsible for all expenses incurred by the organizers or third parties in relation to the technical services provided.
• We also recommend that you have additional coverage against loss or damage to exhibition material during transportation and during the time of the exhibition. Arrange for insurance coverage through your company’s insurer.

Responsibility

• Exhibitors are responsible for all property damage, as well as any loss or injury caused by their property, agents or employees. The companies will indemnify the organizers against all claims and expenses arising from any damage.

• If for any reason the exhibition must be abandoned, postponed or altered in any way, whether in whole or in part, or if the organizers find it necessary to change the dates of the exhibition, the organizers will not be responsible for any expenses, damages or loss incurred in connection with the exposure.

• The organizers will also not be responsible for any loss that the exhibition or the exhibition contractors may suffer due to the intervention of any authority preventing or restricting the use of NH Collection Eurobuilding or any part of it in any way.

Sound and Music Equipment

• NH Collection Eurobuilding has acoustic limitations. All events must comply with the permitted maximum decibel levels.

Other guidelines:

• Live music is not allowed.

• The organizers reserve the right to require the exhibitor to suspend any activity, noise or music that is too loud.

• The organizers reserve the right to require the exhibitor to suspend any activity, noise or music that is considered objectionable.

• Exhibitors are reminded not to infringe the copyrights of third parties. The organizers have no copyright liability with respect to any exhibiting company. In the event of any copyright dispute arising, the organizers will not be liable for any resulting loss or damage suffered by exhibitors or third parties.

Security

• Please do not leave bags, boxes, suitcases or any type of products unattended at any time, whether inside or outside the area. Neither the organizers nor NH Collection Eurobuilding will be responsible for the loss or damage to property of exhibitors and third parties.

• Neither NH Collection Eurobuilding nor the organizers will be responsible for the security of the stands and their contents. Neither NH Collection Eurobuilding nor the organizers will be responsible for possible losses, theft and/or damages that occur during the congress. Exhibitors are responsible for the security of their stand and content.

• Consider hiring additional security for your booth if necessary.

Personal Transport Vehicles

• Bicycles, skates, etc.…, and any personal transportation with wheels are not allowed inside the building.

Promotional Activities

• All demonstrations or instructional activities must be limited to the confines of the exhibition booth.

• Advertising material and signs cannot be distributed or displayed outside the exhibitors’ stands.

• Advertising activities must not cause obstructions or disturbances in the aisles or neighboring stands.

• The organizers reserve the right to require the exhibitor to discontinue any activity, noise or music that is deemed objectionable.

• Exhibitors are permitted to film in their own booth, with staff and material, but all equipment and camera equipment must remain within the exhibition booth. Filming other exhibitors and their materials, features of the Congress or any session is expressly prohibited unless permission has been obtained from the exhibitor or organizer, respectively.

• Photographing the stands is not permitted during the setup/breakdown of the exhibition unless the photographer is hired by the exhibitor to take photographs of their own stand and can avoid the inclusion of neighboring stands. Photography during exhibition opening hours of all aspects of the event is permitted in all cases, except those where the photographer or photography equipment would cause an obstruction or danger to conference attendees.

Tobacco Regulations

• Smoking is strictly prohibited inside the venue at all times, including during setup, the event, and dismantling.

Special effects

• Special lighting effects, live music, smoke or laser projection cannot be used in the stands. Permission will not be given for projections in the hallways or on the walls of the room.

Waste management

• It is the exhibitor’s responsibility to collect and remove all waste that may arise after the event. All installed elements (roll ups, etc.) must be removed by the exhibitor. Any material left after Wednesday 7th May at 8:00 pm. will be considered abandoned. Any charges incurred for waste disposal will be sent to the exhibitor.

Other remains:

• This waste is collected in selective collection containers duly marked and differentiated by the type of waste they contain, and deposited with due frequency at municipal collection points, for delivery and deposit in the selective collection containers of the collection service. of municipal garbage of Madrid. All suppliers are required to separate waste in this way when working in our space. It is prohibited to mix different types of waste.

• Please do not leave any valuable items visible in your booth. It is not planned to have security during the event or at night (from the moment the exhibition closes until the next day when we open).

NH Collection Eurobuilding and the organizers reserve the right to access the interior of the stand to verify compliance with Green Patio regulations.

At all times, the staff of both NH Collection Eurobuilding and Kenes must be respected, as well as their instructions. The participation of exhibitors is subject to compliance with all the rules, regulations and conditions established in this document.

• Parcel shipping can be done 24 hours before the start of the event (May 11) from 9:00 a.m. to 2:00 p.m. To receive these packages, they must be identified with the name of the event (Govtech 4 Impact), a contact person and the packages numbered.
• Empty boxes and packaging material must be removed after assembly, no later than May 11 8:00 p.m.
• All aisles must be free of exhibits and packaging materials to always allow cleaning.
• Package collection will be carried out with prior authorization from NH Collection Eurobuilding the last day of the event from 2:00 pm to 4:00 pm. The packages must be left duly identified for collection, indicating company, address, contact person and telephone number, number of packages. NH Collection Eurobuilding and Kenes will not be responsible for possible losses due to identification errors in shipments.
• IMPORTANT: In case you need to store boxes or other items, please contact cmontes@kenes.com to confirm that storage space will be available.
• Any shipment that exceeds the hotel’s storage capacity may involve a cost for the exhibitor if the storage of this shipment is accepted.

Insurance of Goods

All cargo should be insured from point of origin.

Adress and Contact

NH Collection Eurobuilding Hotel
For the attention of: Laura Lozano MB0004495055
C/ José Lázaro Galdiano, s/n (PC Floor)
28036 Madrid

Email: cmontes@kenes.com

Name: Clara Montes

Tel: +34 628 644 155

Kenes Group Contacts:

Meeting Organizer

Kenes Group

Rue François-Versonnex 7

1207 Geneva, Switzerland

Tel: +41 22 908 0488

Fax: +41 22 906 9140

Email:cmontes@kenes.com

Exhibition Manager

Ms. Clara Montes Kenes Group

Email: cmontes@kenes.com

Sponsorship and Exhibition Sales

Mr. Raúl de Miguel

Email: rdemiguel@kenes.com 

Registration

Ms. María Ouro

Email: mouro@kenes.com

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Official Contractors:

Official builder contacts: Mestalla

Email:tgomez@mestalla.com.es or sandra@mestalla.com.es