FAQ - business

Ecsite Annual Conference 2019

Pushing boundaries
Copenhagen, Denmark 6 June 2019 - 8 June 2019
#Ecsite2019

Here you will find a compilation of everything you need to know in detail about the Business Bistro.

Business Bistro venue

Booth construction & furniture

Delivery & storage

(section "under construction", more by January 2019!)

Registration

Happy Hour

Other

 


Business Bistro venue

Where and when will the #Ecsite2019 Business Bistro take place?

The Business Bistro will be located in a large and comfortable tent, right next to Experimentarium.

Address:
Tuborg Havnevej 7
2900 Hellerup
Denmark

The tent will be built by the same professional company who assembled the tent for the Royal Wedding in Denmark! Two doors connect the Business Bistro to sessions happening in the science centre. The distances aren't long at all and all participants will come to the Business Bistro every morning, lunches and afternoon looking for coffee, desserts and of course, productive networking.

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What is the floor plan of the space?

#Ecsite2019 Business Bistro floor plan

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How will the tent look like?

The tent will be built by the same professional company who assembled the tent for the Royal Wedding in Denmark! We still don't know the final look, but here is a peak preview:

The #Ecsite2019 Business Bistro tent will be spacious and comfortable

The #Ecsite2019 Business Bistro tent will be spacious and comfortable

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What are the Business Bistro opening hours during the conference?

Thursday 6 June, 11.00 to 17.45
Friday 7 June, 9.00 to 19.00
Saturday 8 June, 9.00 to 16.30

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Booth construction & furniture

What are the setup and dismantling dates and times?

Exhibition setting up:
Wednesday 5 June 2019, from 08.00 to 22.00
Thursday 6 June 2019, from 08.00 to 10.30

Exhibition dismantling:
Saturday 8 June 2019, from 16.30 to 22.00
Sunday 11 June 2019, from 08.00 to 12.00

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What is included in an “Exhibitor package”?

Normal exhibitor package
Price: €3,825 excl VAT

A 6 m² booth (width: 3m / depth: 2m / height: 2.5m) • company name panel, booth number & logo in color • white side & back walls • 3-socket outlet with 1 kW • 3 spotlights mounted on backside of signboard • furniture: 1 table & 2 chairs • carpet in a neutral colour • Internet connection • listing (+logo) and short description of the company’s profile in the conference exhibitor catalogue

And one free registration for the full conference and social events, excl Farewell party (value: €764)

Here’s how it looks like:

The 6 m² booth has a width of 3m, depth 2m, height: 2.5m, a company name panel, booth number & logo in color, white side & back walls, 3-socket outlet with 1 kW, 3 spotlights mounted on backside of signboard, 1 table & 2 chairs and a carpet in a neut

Small exhibitor package
Price: €3,295 excl VAT

A 4 m² booth (width: 2m / depth: 2m / height: 2.5m) • company name panel, booth number & logo in color • white side & back walls • 3-socket outlet with 1 kW • 2 spotlights mounted on backside of signboard • furniture: 1 table & 2 chairs • carpet in a neutral colour • Internet connection • listing (+logo) and short description of the company’s profile in the conference exhibitor catalogue

And one free registration for the full conference and social events, excl Farewell party (value: €764)

Here’s how it looks like:

 

The 4 m² booth has a width of 2m, depth 2m, height: 2.5m, a company name panel, booth number & logo in color, white side & back walls, 3-socket outlet with 1 kW, 3 spotlights mounted on backside of signboard, 1 table & 2 chairs and a neutral carpet

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Who is building my booth and how can I contact them?

Holmud is Ecsite's contractor and will be building your booth. If you stick to a regular booth and furniture, you don't need to be in touch with them. However their team is here to help if you wish to order extra furniture, decoration or prints (see next question).
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I need extra furniture. What is available and how can I rent it?

All exhibitors have the possibility to rent extra equipment or materials to customise their booth. To access Holdmud’s Expo Shop, please send an email with the following information:

  • #Ecsite2019 Business Bistro
  • Your company’s name
  • Your booth number
  • Contact person’s name
  • Contact person’s email address

Holmud will send an email with a link, username and password to access their Expo-Shop.

Here’s an overview of their offer:

  • Furniture and Inventory
  • AV-equipment
  • Graphic Walls
  • Display Systems
  • Supplementary elements for Basic Shell Scheme
  • Prints for Basic Shell Scheme
  • Supplementary Illumination & Electricity

Deadline for ordering is 5 May 2019. Orders received after this deadline might be charged an extra 25%.

If you don’t find what you need, please contact Holmud by phone +45 44 91 80 44 or write an email to holmud@holmud.dk. They will try their best to find a good solution for you.

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How can I make my booth more attractive?

Ecsite participants are a fun and creative crowd eager to get inspired by new projects, exhibitions, techniques, products and services. You will capture their attention by having an attractive and resourceful spot at the conference. See these tips to boost your booth!

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Will there be internet connection?

There will be WiFi in the Business Bistro. Contact Simon Front from Experimentarium if you need cable connection.

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Delivery & storage

Where can I send my goods to, and when?

Answer coming on January 2019.

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Is there a recommended agency to help with transport to and from Copenhagen Airport/Truck & Rail terminals, and trucking to and from Experimentarium?

Answer coming on November 2018.

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I have ad inserts for the participants bags (because I’m a sponsor or I specifically bought this opportunity). To whom, where and when do I send them?

Answer coming on January 2019.

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How can I access the venue?

Answer coming on January 2019.

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Will I be able to park my car/truck?

Yes, you can park your car, for free in some spaces, please see where in the map below.

Map (top view) from the area around Experimentarium, marking the free parking spaces and the Waterfront Shopping Centre parking

The blue area is free, but it is not always easy to get a spot. The red zone is the parking area for the Waterfront Shopping Centre, but you are welcome to use it. There is a ramp to a parking basement. More information on this parking, including prices.

There are no parking for trucks nearby, but after unloading your goods you can park at "Ryvangs Alle" next to Hellerup train station. We cannot guarantee there will be space, so we advise you to contact them ahead of time.

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Will there be basic tools & staff to help set up the booths?

There will be one staff supervisor from the Holmud team hosting a help desk:

Wednesday 5 June, 8.30 to 22.00
Thursday 6 June, 8.00 to 11.00

And two staff workers from the Holmud team who will be on hand on:

Wednesday 6 June, 8.30 to 22.00
Thursday 7 June, 8.00 to 11.00
Saturday 9 June, 16.30 to 22.00

They will be equipped with 1 pallet truck for unload/loading outside, 2 hand trolleys and basic tools. Note: the pallet truck cannot be used inside the tent.
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Where can I store my goods during the conference?

You will be able to store all your goods for free, at Experimentarium. Just ask us onsite!

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Registration

I have registered to attend the conference and I have an e-ticket, where can I get my conference badge?

Depending on your package, you will receive one or more free registrations. Your free registration(s) allow for free access to the entire conference, including social events. Please note that you still need to register ahead of the conference, using a special code sent together with your invoice. Extra tickets for social events can be purchased onsite.

Get your badge at the registration area, before settling down in the Business Bistro area.

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What does it mean to be a booth staff, with free entrance to the Business Bistro?

You are allowed to have up to three staff at your booth, free of charge and separate from the free conference registration(s) you are entitled to as part of your package.

Please contact us to register your staff (deadline: 07 May 2019). Staff will have access to the Business Bistro venue and lunch venues only.
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I am a booth staff (I am not registered to attend the conference and I don’t have an e-ticket), where can I get my exhibitor pass?

At the registration area, before settling down in the Business Bistro area.

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Happy Hour

Do I need to prepare for the Happy Hour?

Yes, definitely! The popular Happy Hour event will take place at the Business Bistro, on Friday 7 June from 18.00 to 19.00. This is your opportunity to attract participants by offering special and typical snacks and/or drinks.

In previous Happy Hour editions, some exhibitors were very good at attracting participants to their booth. Their secret:

  • They brought drinks and/or snacks from their country or region - everyone is curious to try out different things!
  • They had something fun to do/talk about at their booth
  • They hung festive flags / distributed fun and attractive giveaways...

Business Bistro Happy Hour #ecsite2015

We listened to exhibitors' request and we will not provide additional alcoholic drinks in order not to compete with what exhibitors will be offering at their booth.

Yes: thirsty and hungry participants will need to come to your booth and network!

But we do help you out with:

  • Fridge space: more about the fridges
  • Wine glasses & cutlery: more about the glasses

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I brought drinks & snacks that need to be refrigerated. Where can I store them till the Happy Hour?

There will be fridges to store your snacks and drinks from 5 June at 8.00 till the Happy Hour time. Just ask onsite where to find them!
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I need extra glasses and cutlery. How can I ask for more?

If you wish to order some wine glasses - free of charge if within a reasonable amount - please contact the caterer directly (exact contact coming in February 2019).

Dishes & cutlery are also available, to cut that hard cheese or display delicious traditional chocolates! You'll just need to ask the staff on site.

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Other

My question is about getting to and staying in Copenhagen.

Please visit our dedicated practical information page.

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My question is about the conference programme.

Please visit the dedicated webpage to the conference programme.

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My question isn’t listed here...

No worries! Just contact Raquel da Cunha, Ecsite’s Events and Communications officer and she will help you out.

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