Exhibition Technical Manual

Action Item (Please refer to your signed contract)	Deadline	Contact Person
Staff Hotel Reservation	As soon as possible	Deyan Tomov dtomov@kenes.com
Payment of Invoice Balance	Must be received in full one week prior to the Conference	Pazit Hochmitz phochmitz@kenes.com
Symposium Final Program (for approval by Scientific Committee)	As soon as possible and no later than Monday, 17 March	send to Nerea Esteban: nesteban@kenes.com
Promotional E-mail Blast (Exclusive and Joint)	Monday, 31 March	send to Nerea Esteban: nesteban@kenes.com
Promotional Post E-mail Blast	Monday, 07 April
Text for Push Notifications	Monday, 07 April
Mobile app adverts	Monday, 07 April
K-Lead Retrieval System	Monday, 21 April	To reserve your Scanners, please refer to the on‐line Exhibitor’s Portal
Placing orders for Voting/ ’Ask the Speaker’ and other Technology Products and Services	As early as possible, preferably before Thursday, 10 April	Olaya Espejo oespejo@kenes.com
Hostesses & Temporary Staff Hire	Models April 23 / Event Staff May 7	BBW International Click here for the CATALOG Contact for Models: Anne Christopulos (achristopulos@bbwinternational.com) Contact for BWW Event staff: Steven Riddell (sriddell@bbwinternational.com)
Florist Service (check here) Order form is available here.	Thursday, 15 May	Canadian Flowers Contact: Stephen Mangos Email: stephen@canadianaflowers.com
Catering Services *	Deadline to submit any food/beverage items will be Friday 02, May.	Aditya Prabaswara aditya.prabaswara@westin.com
Electricity (order form here) *	Wednesday, 07 May	ENCORE Contact person: Zan Nichol Email:  Zan.Nichol@Encoreglobal.com
AV – scheduling Tech rehearsal, placing orders for extra AV for the Sponsored Symposia and AV for Meeting rooms ONSITE	Please directly contact the AV coordinator	Mike Perchig nest@nest-av.com
Shipping & Material Handling Services Door to door Airfreight shipments	No later than Monday, 12 May.  Please Note: Shipments arriving after this date may incur a Late to Warehouse Fee. Also note there should be a person from your side to receive your Deliveries	Please contact GES torontoexhibitorservices@ges.com GES – Customs & Logistics Department Phone: 905.283.0505 or 1.877.437.4247 Email: torontocl@ges.com

*An exclusive service

“K-Lead” Application – Barcode Scanner Application

Exhibitor Badges

Exhibition Floor Plan & List of Exhibitors

The floor plan has been designed to maximize the exhibitors’ exposure to the delegates.
To access the exhibition floor plan and see the location of each booth, please click here
For full list of exhibitors and supporters – click here

Exhibition Hall

The exhibition will be held in Conference Center (CC) on Second level. 

Floor
Floor finish: Carpet
Maximum Floor Load: 1500 lbs/sq.ft. (680kg./sq.m)

Maximum weight for equipment is 1500 lbs/sq.ft. (680kg./sq.m). For any piece of equipment, display, vehicle or machinery weighing over this amount and to be transported and or displayed inside the venue, prior written approval is required from the venue. Full details of the display item must be submitted in writing, along with a scale drawing, outlining dimensions and specifications.

Floor Covering 

The Metropolitan Ballroom is fully carpeted. It is the exhibitor responsability to leave the space in the manner it was found. 

Any damage that may arise from improper use by the company (such as spilling coffee or the use of machinery that could cause damage, etc.) will be kindly charged to the company.

For shell scheme booth the carpet is included. For “Space Only” booths, you may bring your own carpet/floor covering, or you can order it via the official stand builder: GES.

Raised Floor, Stairs, Ramps & Platform

• Please note that if your stand has a platform higher than 4.5 cm / 1,7 inches, you are required to provide a ramp for handicapped access. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
  
• Before placing the raised floor/platform, the exhibitor/stand builder must confirm that service(s) provide by the venue/official stand builder (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.

As per venue’s regulations, the following regulations are essential to reduce the frequency of slip and trip incidences.
General regulations relating to raised floors and ramped edges are as follows:

• All raised floor sections must be clearly distinguishable from areas of the surrounding floor space.
• All raised floor sections or ramped edges must not contain sharp or dangerous edges and must not cause a trip hazard.
• Ramped edges should be of non-slip construction or coated with a non-slip finish.
• Thin decorative flooring such as carpet, vinyl, matting, wood or the like, must have the edges taped down or firmly secured, and must not be deemed to cause a trip hazard.
• Permission must be granted by venue management before installation of landscape style flooring such as bark, pebbles, dirt, railway sleepers and other loose materials. This type of flooring must be steady under foot and must not be deemed to cause a trip hazard. Further regulations apply to the installation and removal of these materials from the venue floor.
• The mix of ramped and square edges on any raised area must be kept to an absolute minimum. If a ramp is installed, it must be clearly distinguishable from the remainder of the raised floor surrounding it. To reduce the risk of trip hazards, a handrail, block-off panel or suitable barrier of 900mm minimum in height must be installed.

Build‐Up Height

• The maximum building height for the top of all elements is: 4m height.
• Exhibitors who will have stands higher than the maximum permitted height will not be allowed to set up their stands.
• Any part facing neighboring booths with mutual walls that is above 2.50 m in height needs to be designed with neutral Surfaces (white).

Electricity and Electrical Installations

• To ensure maximum safety, all electrical power connections to the venue’s electrical power distribution system must be carried out by ENCORE– the official electricity supplier.
• Electrical box is reserved exclusively for ENCORE, if you wish to order Electricity contact Zan Nichol by email at zan.nichol@encoreglobal.com
• 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 official stand builder (GES).
  Thus, every exhibitor should order an electrical switchboard from the official stand builder and to pay for the electrical consumption according to his power needs (Excluding exhibitors who have purchase Shell Scheme booth in which basic electricity is included).
• It is essential that exhibitor give the power needed in the booth. Damage caused to the mains or to the specific point by these connections is the sole responsibility of the exhibitors.
• It is mandatory that equipment sensitive to supply fluctuations be protected with appropriate surge protection equipment.
• Ensure all cabling is safely secured (i.e. using protective cable channels), in order to avoid any electrical hazard and to ensure the safe circulation of delegates, avoiding any trip hazard.
• Wherever it is necessary to secure any cabling or cable channels to the venue’s own floors ( i.e. with double sided tape, gaffer tape, electrical tape etc), it should be done in such a way as to avoid leaving any adhesive residue on the venue’s flooring (i.e. by using paper masking tape underneath the adhesive tapes indicated above).
• Please advise us in case of excessive power requirements, in order that access to larger capacities can be arranged.
• Important: The daily power to the booths will be switched on 30 minutes before the Exhibition’s opening and will be switched off 15 minutes after closing time.
• The venue, the organizer and/or the official stand contractor will ask the exhibitor to correct any such protective measures above should it be deemed that they have not been correctly followed.

Shell Scheme Booths

To ensure the smooth and efficient installation and dismantling of your booth, GES has been nominated as the official stand contractor for LUPUS 2025 Congress.

Shell Scheme booth which have been pre‐booked via Kenes include the following:

• Walling – standard shell scheme system, 2.5m-high
• Company name on Fascia board printed in standard lettering
• Carpet

• W- 38.1875″ x H – 86.25″

Note: Corner shell scheme booths are provided with two open sides and fascia panel with company name on each open side. 

Shell Scheme booths do NOT include:

• Clip Lights
• Furniture
  
• Booth cleaning
• Electricity

Furniture and other items / supporting services for your booth can be ordered directly via the official stand contractor – GES 

Deadline: Monday, 28 April
After this deadline prices will increase. Stock upon availability.

• Material Handling Form (Click Here)

For queries on Exhibitor Services, please contact GES team by email: torontoexhibitorservices@ges.com

Fascia Sign

• Please submit the company name for your fascia panel via Kenes Exhibitor’s Portal no later than Monday, 21 April.
• Note: Maximum of 21 characters (including spaces) may be written on your fascia (applicable for a 9 sqm booths).
  Except spelling, pay attention to the use of lowercase and/or capital characters.
• If your fascia text is not received by above deadline, we will provide you with a fascia title as per your company name submitted with your profile.
• If you wish to print your logo on the board, instead of the name or in addition to the name, this can be ordered at additional cost via the official stand contractor. Please refer to “Order Forms” section.

Technical Information and Regulations for Shell Scheme Booths

• All basic shell scheme booths will be designed and built by GES – the official stand contractor.
• All shell scheme booths are on rental basis.
• Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the shell scheme booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor and the Exhibition Manager before Monday, 28 April.
• No free-standing booth-fitting or display(s) may exceed a height of 2.5m or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
• It is not allowed under any circumstances to cut, nail or drill into or through the walls, facia, floor or ceiling.
• Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
• No painting is allowed; no usage of nails or screws.
• Double sided tape can be used to affix lightweight items as long as it does not leave mark or cause damage to the panels and booth structure. Velcro can be used as well (male & female).
• It is possible to use fishing line (nylon) to hang pictures etc.
• If you wish to hang posters or anything on the shell scheme walls, it is best to approach the official stand contractor onsite who will be able to provide you with small mounting hooks or tape strips in order to avoid any damage (additional cost may incur).
• An exhibitor occupying a booth at the corner can request to close the additional side(s). If the official stand contractor and the Exhibition Manager is not being notified in writing before Monday, 21 April – it will be assumed that the exhibitor will have opening on the additional side(s).
• A back wall of a booth (any booth type) cannot be used by other exhibitors.
• The shell scheme comes with grey carpet. If the exhibitor wishes to have a carpet in a different color, an additional fee will be required. Please contact the official stand contractor.
• Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.
• Exhibitors requiring additional equipment may review the catalogue or contact the official stand contractor – as per published deadlines (see section “Deadlines & Key dates”).

Guidelines for “Space Only” Booths

Exhibitors using independent contractors are required to submit the following for approval by Wednesday, 9 April as the latest:

• A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed booth to be built.
• Electrical connections – a list of all appliances.
  Note: other utility connections such as water and drainage are subject to availability and must be checked with the Exhibition Manager prior to submitting the designs.
• Insurance
• The name and contact details of their construction company.

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com
Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

Design Guidelines:

• The carpeting in travel routes (exhibit aisles), storage and back stage areas are to be protected with a product called Poly-tak (Carpet Mask). Carpet Protection is required for both move-in and move-out
• 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 covers third of each side.
• Island booths should be partly accessible on all “open” sides. We try to keep the exhibition as open and inviting as possible. Wall construction alongside aisle is allowed but max 1/3 of side to side may be covered.
• Construction finish must be perfect in all the booth’s visible areas, including rear sides and booth ceiling. Please keep in mind that your booth might be viewed from the upper floor.
• Raised floor/platform: please note that if your booth has a platform higher than 4.5 cm, you are required to provide a ramp for handicapped access. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
• All structural back-walls of neighboring booths must be properly decorated. Back Walls (reversed side) over 2.5m in height must be finished in white (no wiring, no graphics, no logo).
• Advertising on the boundary with other booths is prohibited.
• Multilevel structures are not permitted.
• Arches, bridges or similar construction connecting two or more booths are not permitted
• A back wall of a booth (including shell scheme booths) cannot be used by other exhibitors.
• The maximum building height for the top of all elements in the booths is 4 meters.

Stands above 2.4 m may require an engineer certificate.

• Ceiling Rigging – upon request. Please approach the Exhibitor manager: nesteban@kenes.com.
  • Please note that Rigging is allowed for a fee. 
• Special care must be taken to ensure that the visitors will be inside the booth and not standing in the aisle. For example:
  • Screens or any kind of equipment to be shown or demonstrated may not be 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 must 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.

Booth Construction – Venue’s Regulations – Important:

Raised Floors, Stairs and Ramps

The following regulations are essential to reduce the frequency of slip and trip incidences.
General regulations relating to raised floors and ramped edges are as follows:

• All raised floor sections must be clearly distinguishable from areas of the surrounding floor space.
• All raised floor sections or ramped edges must not contain sharp or dangerous edges and must not cause a trip hazard.
• Ramped edges should be of non-slip construction or coated with a non-slip finish.
• Thin decorative flooring such as carpet, vinyl, matting, wood or the like, must have the edges taped down or firmly secured, and must not be deemed to cause a trip hazard.

The Organizers will not approve stands that do not comply with the accepted standards until the necessary changes have been made.
Work cannot commence until the exhibitor’s layout is approved by the Organizers.
If you require additional Booth equipment (Furniture, Graphics, etc.), please refer to the order forms section.

Cleaning

The organiser will arrange for general cleaning of the aisles and communal areas of the exhibition premises prior to the opening of exhibition and daily prior to opening thereafter (excluding exhibit booths and displays).

Waste removal

Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. For ordering a ‘private’ waste container, please contact the Exhibition Manager by e-mail: nesteban@kenes.com 
Any discarded waste, including promotional material, left behind will be removed by the organizers at the expense of the exhibitor concerned.

Internet & Wi-Fi

Complimentary Wi-Fi will be provided by the meeting during official meeting 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 booth (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your booth (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.
Wired internet and Wi-Fi connection may be ordered through the official electricity supplier  – ENCORE by email: Zan.Nichol@Encoreglobal.com
Please make sure to specify your internet requirements (Bandwidth capacity, number of connections)
Orders should be placed by Wednesday, 07 May.
*Note: it is not allowed to broadcast private Wi-Fi networks. The venue and the organizers reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage.

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 venue nor the organiser can accept responsibility for the security of the booths and their contents. The venue as well as the organiser are not liable for any possible loss, theft and/or damage occurred during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their booth and equipment.
• If you wish to hire security guard for your booth, please contact TBA

In-booth Catering

The appointed caterer Westin Harbor Castle will have sole rights for the distribution of any article of food or drink for consumption on-site.
If you wish to order catering for your booth, please contact:

Westin Harbour Castle

Contact person: Aditya Prabaswara

Email: aditya.prabaswara@westin.com 

Deadline: Deadline to submit any food/beverage items will be Friday 02, May.  Stock upon availability.

Absolutely no food or beverages from outside the venue is allowed into the premises. This includes bottled water. Only with written approval from the venue will exhibitors be allowed to distribute or give away samples and items of food and drink that is not supplied by the appointed caterer.

 

Storage

Short-term storage of materials left over after assembly (empty boxes, crates, cases , palettes etc.) should be coordinated with GES team (payable service).
Under no circumstances may packing materials of any kind be left in the aisles, on the booths, around or behind the booths.
Please contact GES with information on sizes and number of parcels, size and storage period.
E-mail: torontoexhibitorservices@ges.com

If additional storage is needed, please contact the Exhibition Manager to check storage options and availability. E-mail: nesteban@kenes.com

Kindly note that GES is the sole official on-site agent nominated by Kenes Group to handle all in/out shipments arriving to this Conference.

Contact details:

GES – Customs & Logistics Department
Phone: 905.283.0505 or 1.877.437.4247
Email: torontocl@ges.com

For shipping instructions please Click Here.

Range of services include:

·         Transport, national or international

·         Temporary or permanent customs clearances

·         Coordination of deliveries, delivery time slot management

·         Unloading, delivery to the hall/exhibition-stand, forklifting

·         Storage of empty boxes and crates during the event

·         Accessible storage for brochures and give-away items during the event

·         On-site assistance and supervision

The shipping instructions at the end of this manual are provided to assist with your preparation for the correct and timely dispatch of materials to the Conference. Please follow the instructions closely.

The shipping instructions includes:

• Shipping Instructions (Click here)
• Material Handling Form (Click Here)
• Shipping Labels (Click Here)

In order to follow up your shipment and to confirm arrival on time, we kindly ask you to provide the official shipping agent with the following information prior to shipping:

• Number of pieces (pallets, boxes, cartons, etc.)
• Way of transport (road freight, currier services, airfreight, ocean)
• Airway bill number

Supporters may choose to use their own services to deliver their goods to the venue door. However, no other company is permitted to deliver, operate, and handle goods inside the venue. GES has the responsibility of receiving and handling all materials for a fee as published on the Material Handling section (Click Here). Handling rates are based on the incoming weight of shipments. Fill out all appropriate information through our order link and submit in order to receive a price quote. Please send all shipping order forms to torontocl@ges.com. GES must receive payment before move-in begins. Insurance of Goods is required, all cargo should be insured from point of origin.

 

Please Note:  All advanced shipments and deliveries to the GES warehouse, including by courier, must be coordinated with GES.

Advanced Warehouse (Start) – Monday, 21 April, 2025

Advanced Warehouse (End) – Monday, 12 May, 2025

 

For any questions/clarifications, please contact:

GES – Customs & Logistics Department
Phone: 905.283.0505 or 1.877.437.4247
Email: torontocl@ges.com

General Access Guidelines

• Names of persons entering and circulating within the venue for the purposes of organizing any aspect of an Event must be provided to the venue. The venue will provide individually named access passes, which must be in the possession of such persons whilst they are in the venue. Access to the venue will not be permitted without these passes for security reasons.
• It is a condition of entry to all persons who require access to the loading docks that vehicles, equipment and personal belongings, i.e., bags etc may be randomly searched by the venue’s security staff upon entering and exiting the loading docks.
• Upon request, all drivers of vehicles who require access to the loading docks must present their drivers license to the venue’s security staff to verify their identity.
• Vehicles requiring access to the loading dock must coordinate arrival in advance with GES – the official logistic agent and must provide accurate vehicle registration plate number.
• Any person wishing to gain access to the venue outside the scheduled hours should notify GES and/or the organiser at least forty-eight (48) hours in advance.
• There is no parking available to stand builders or exhibitors on the loading dock during the move-in, operation and move-out of an exhibition.
• Access into the exhibition hall and the venue for build-up and / or breakdown will be via the loading dock only, unless permission has been granted by the venue management. Under no circumstances should event equipment be moved in or out via front-of-house areas.
• The Westin Harbour Castle full time security staff are responsible for allowing access from the loading dock to the halls.
• By law, the venue is required to maintain clear access for egress from all emergency exit doors leading onto the loading docks.

Trucks/vehicles Access during Setup and Dismantling – Loading / Unloading

• Exhibitors, senders & shippers are responsible to provide GES detailed data for trucks/vehicles entering the Megaron for unloading/loading purposes.
  Please send the requested info to Nathan Wesley  via e-mail: NWesley@ges.com
• For information regarding loading bay, please refer to the “Shipping Instructions” section or approach GES. 
• Only GES can operate machinery inside (forklifts, etc.) to unload/load trucks.
• Security at the entrance will allow access to the loading bay considering its capacity.
• Entry to the loading area is subject to confirmed time slot & pre alert.
• Every van / truck / car needs a time slot for unloading. After they are finish with unloading the vehicle need to leave the loading bay, there is no parking space on the venue.

Parking (for Small Vehicles Only) 

Hotel provides valet parking at a cost of 55 CAD per night (valid until 2 pm the next day).

In case you plan to have shuttles for your delegates, please contact us first for further details and approval

Access to Other Exhibit Booths

Exhibitors are not allowed to enter other exhibitor booths, unless invited. This is in respect of the rights of all exhibitors to conduct business during the exhibition hours without interference or improper intervention. LUPUS, its representatives and employees, shall have free access to any exhibit at all times.

Any efforts to photograph, video, or remove displayed instruments in an exhibit, or to visit an exhibitor’s booth to engage or lure away customers of another company, will not be tolerated at LUPUS 2025.  Anyone found to be engaging in such activity will be promptly removed from the LUPUS Congress and banned from re-entry to the meeting and future LUPUS events.

Animals

It is not permitted to bring animals into the Westin Harbour Castle.

Build-Up & Dismantling Period

• During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol, drugs or any other type of substances that could alter the perception of risk.
• The Partners and contractors are required to wear the necessary personal protective equipment (PPE) such as protective helmets, eye protection, and hand protection required by the specific work activity.
• The use of cutting machines, welding machines, sanders and a spray gun is strictly forbidden.

Health & Safety

• It is the responsibility of the booth holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
• It is recommended that the booth holders appoint a supervisor for the booth, with the specific responsibility for ensuring the health & safety of their staff.

Children

No person under the age of 18 years can be admitted to the Exhibition Area, either during build‐up, opening days or breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the Exhibition Area.

Compressed Gases

Use of compressed gases is not allowed.

Damage to the Building
Boring, screwing, nailing, or the use of paint, glue, adhesive stickers, fixtures of any kind or anything that can damage the structural elements of the building (floor, walls, ceiling, pillars, etc.) are not allowed. In case of damage of the facilities, the cost of repair or replacement will be charged to the exhibitor.

Disposal of Material
It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.
When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind.

Any costs incurred by the builder and venue in removing this property will be charged to the exhibitor.

Fire  

• Material and fittings must be non-flammable or impregnated with fire-retardant chemicals.
• As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited.
• Storage paint liquids, gas or other inflammable substances in the booth space is forbidden.
• The use/storage of inflammable substances is forbidden (liquids, gas or other). For any doubt for these substances contact the organizers, or the venue.
• Exhibitors are prohibited from covering displays with drop cloths, sheets, table cloths or other non-flame resistant material.

Fire Insurance (compulsory)
Partners must be insured against fire.

Smoke
It is not permitted the operation of any machine in the Engagement Area that emanate fumes, gases or steam, or any item or device that generates or contains flame.

Hanging of Posters, Banners etc.
Hanging of posters, banners or decals, stickers, or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the Westin Harbour Castle are not allowed.

Insurance (compulsory)

• Exhibitors are required to take out appropriate Insurance. Third part liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
• Neither the organizers nor the Westin Harbour Castle, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
• The organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance that covers all injuries to persons and damages that might cover in connection with the exhibition.
• Exhibitors are personally liable for all expenses incurred by the organizers or by third parties in regard to technical services provide.
• We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

Liability

• Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages.
• If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
• The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the ICM or any part thereof in any manner whatsoever.

Sound equipment and Music

In general, the use of sound equipment/music in booths is permitted as long as the noise level does not disrupt the activities of neighboring exhibitors.
Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).
It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters (10 ft.) of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.

Further guidelines:

• Live music is not allowed.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are reminded that third party copyrights should not be infringed. The organizers have no copyright responsibility in respect of any exhibiting company.
  Proper dispensation must be obtained and any royalties due, paid prior to the use of materials.
• Should any copyright dispute arise, the organizers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

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. The organizers and the Westin Harbour Castle cannot accept liability for loss of or damage to private property or goods.
• Neither the Westin Harbour Castle, nor the organizers can accept responsibility for the security of the booths and their contents. The Westin Harbour Castle, as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any goods. Exhibitors are fully responsible for the security of their booth and equipment.
• Please consider hiring extra security for your booth if needed. This can be done via the Westin Harbour Castle.

Personal Transportation Vehicles

Bikes, skates, electric scooter, and any personal transport by wheels are not permitted inside the building.

Promotional Activities

• All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
• Advertising material and signs may not be distributed or displayed outside the exhibitor’s booths.
• Advertising activities must not cause obstructions or disturbances in the gangways or at neighboring booths.
• The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.

Smoking Policy

The Westin Harbour Castle operates a NO SMOKING policy anywhere inside the building.

Special Effects

Special effects lighting, live music, smoke and laser projection can’t be used in the booths.
No permission will be given for projection in the aisles or on the walls of the booths.

Waste Removal

• Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. The used space must be returned completely clear of all items and restored to its original state.
• In case that exhibitors wish to leave any kind of waste material during set-up/dismantling, they should order a waste container in advance.
• Any discarded waste, including promotional material, left behind will be removed by the venue and/or the organizers at the expense of the exhibitor concerned.

The Westin Harbour reserves the right to access inside the booth in order to check the compliance with the venue regulations.

Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.

Kenes Group Contacts

LUPUS 2025 Conference Secretariat
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel:  +41 22 908 0488

Sponsorship and Exhibition Sales Contact
Cristobal Bozdogan
Tel: +41 22 908 0488 | E-mail: cbozdogan@kenes.com 

Exhibition Manager and Industry Coordinator
Nerea Esteban
Tel: +41 22 908 0488 Ext: 994| E-mail: nesteban@kenes.com

Registration  
Shirley Milner/Niya Dimchevska
Tel: +41 22 908 0488 Ext: 815| E-mail: reg_lupus25@kenes.com

Hotel Accommodation
Deyan Tomov
Tel: +41 22 908 0488| E-mail: dtomov@kenes.com

Venue
Westin Harbour Castle
Address: 1 Harbour Square, Toronto, Ontario, Canada, M5J 1A6
Tel:  +1-888-236-2427
Website: here

Official Contractors

Additional Booth fittings\ Booth construction \ Furniture Rental \ Graphics and Signage \ (for exhibit booths only !) Contact: torontoexhibitorservices@ges.com

GES – Customs & Logistics Department
Phone: 905.283.0505 or 1.877.437.4247
Email: torontocl@ges.com

• Shipping Instructions (Click here)
• Material Handling Form (Click Here)
• Shipping Labels (Click Here)

In-booth Catering Services
Catering is exclusive to Westin Harbour Castle and should be ordered in advance. Exhibitors who wish to order food and beverages for their booth, are welcome to do so directly with Aditya Prabaswara.

Contact person: Aditya Prabaswara

Email: aditya.prabaswara@westin.com

Phone:  416.361.7492

Kindly place your order in advance, prior to the official deadline (May 2nd)

Security
TBA