Global Village Exhibition Manual

XVII International AIDS

Conference
Mexico City, Mexico
3-8 August 2008

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 Table of Contents

Welcome to Mexico City ............................................................................... 3

The Conference Venue.................................................................................. 4
Conference Centre Map ................................................................................ 5
Exhibition Key Dates and Deadlines ............................................................. 6
Floor plan of the Global Village .................................................................... 7
Global Village Exhibition Information........................................................... 7
Key Contacts ................................................................................................ 8
Exhibition Schedule (preliminary)................................................................ 9
GV Booth Help Desk ................................................................................... 10
Exhibition Set Up........................................................................................ 10
Procedure for Set up & Dismantling ........................................................... 11
Set Up and Dismantling Regulations .......................................................... 12
Admission to the Global Village .................................................................. 12
Global Village Registrations ....................................................................... 13
Using the OSEM system.............................................................................. 13
General Regulations ................................................................................... 13
Advertising................................................................................................. 13
Food and Beverage..................................................................................... 14
Workplace Harassment policy .................................................................... 14
Smoking Policy........................................................................................... 14
Booth/Networking Zone Occupation .......................................................... 14
Cleaning of the Booths ............................................................................... 15
First Aid ..................................................................................................... 15
Material Handling During Exhibition........................................................... 15
Outbound Shipping/Customs Assistance.................................................... 15
Travel to Mexico City .................................................................................. 15
Accommodation ......................................................................................... 15
Travel in Mexico City .................................................................................. 15

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Welcome to Mexico City

Mexico City is the most ancient capital on the American continent and has become
the most important tourism destination in Mexico. The city has 670 years of rich
cultural live history, represented by 100 museums, 10 archeological sites and a great
variety of cultural centers.

Mexico City was founded on the beds of several lakes, where today 20 million
inhabitants live. Some call it the D.F., the abbreviation for the Federal District.

The rich diversity of activities and cultural opportunities available in the city are
reflected in its bounteous urban buildings, which range from the majesty of vice
royal constructions to modern resorts. Mexico City provides plenty of opportunities to
participate in traditional celebrations, contemporary art, concerts, shows, sports, and
a wide variety of other events throughout the year. City museums offer unique
exhibits worth visiting, while children enjoy its recreational activities.

In spite of the city's size, many attractive areas can be toured on foot, affording
pleasant and rewarding moments: colourful markets emerge from the gray urban
backdrop, and ethereal monuments and stately mansions loom above street corners.
Be prepared for a city that has brought together native Indian traditions and
European nostalgia, garnished with highly spiced local dishes, mariachis, and a
pulsating tropical beat (the average annual climate is 15°C, with a high of 31°C, and
low of 6°C).

Since its foundation in 1325, Mexico City confirms an important concentration of

services in the city, with sectors of the population coming originally from all regions
of the country. Today, it gathers a sizeable population of foreigners, both residents
and tourists, who make Mexico City the cosmopolitan metropolis that it is.

For more information, please visit www.mexicocity.gob.mx

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The Conference Venue

The XVII International AIDS Conference will take place in the Centro Banamex
Convention Center. Located in the outskirts of Mexico City, the Centro Banamex
Convention Center is located one block away from the Anillo Periférico ring road, 35
minutes from Mexico City Airport and 3 kilometers from the most important and
exclusive housing developments, hotel and business districts in Mexico City
(Tecamachalco, Las Lomas, La Herradura, Polanco, etc.). Instructions on how to get
from your hotel to the conference centre are available at:
http://www.aids2008.org/subpage.aspx?pageId=396.

Located in the north-east of the city and close to the most important industrial,
commercial and entertainment centers and hotels, Centro Banamex Convention
Center was designed as a multifunctional space to offer high quality services for
exhibitions, fairs, congresses and conventions and to become an important trigger
for these industries. Product launches, corporate and business events, business
breakfasts, work and training sessions are only a few of the events that become a
success at Centro Banamex Convention Center.

The Global Village will be situated in the infield of the race course adjacent to the
Centro Banamex. To ensure high volumes of traffic and the highest visibility, it is
next to the registration areas, and is the area most accessible to the general public.
The main entrance to the Global Village is through the Hippodrome by the Periferico
entrance.

Centro Banamex Convention Centre

Avenida Conscripto 311, Lomas de Sotelo, C.P. 11200, Mexico F.P., Mexico
Telephone: +52 55 5268 2000

Detailed information on the following subjects can be found on the website of Centro
Banamex Convention Centre: (www.centrobanamex.com):

• arrival directions and maps

• parking
• public transportation
• venue facts and figures

The Centro Banamex Convention Centre has designated certain vendors as exclusive
service providers in order to provide better service through specially trained
personnel and specialized equipment. These vendors may be contacted through the
AIDS 2008 Exhibitions Department. To ensure the successful operation of the Centro
Banamex Convention Centre, no other service providers may be used by any facility
rental clients. Visit the conference website for a listing of all official and exclusive
vendors.

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Conference Centre Map

5
Exhibition Key Dates and Deadlines

28 June 2008
Early-bird discount for items and services ordered via Online Satellite and Exhibition
Management (OSEM) ends. After this date, prices will be marked up and items will
be subject to availability.

18 July 2008
Ordering via Online Satellite and Exhibition Management (OSEM) ends. After this
date, orders can only be made on-site and are subject to availability.

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Floor plan of the Global Village

Please note that this layout was correct at 5 June 2008

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Global Village Exhibition Information

Key Contacts

Global Village Exhibition Management

XVII International AIDS Conference

c/o Congrex Holland
A.J. Ernststraat 595K
1082 LD Amsterdam
The Netherlands
Phone: +31 20 5040 296 (09:00 - 17:00 hours CET)
Fax: +31 20 5040 225
gvexhibition@aids2008.org

Freight forwarding

Schenker Deutschland AG
Servicegebaeude Sued/Gate 25
Jafféstrasse 2
14055 Berlin
Germany
Phone general: +49 30 34965 450
Fax general : +49 30 34965 459

Manuela Natzke (Manager Int’l Fairs & Exhibitions)

Phone: +49 30 34965 451
Email: manuela.natzke@schenker.com

Corinna Walz (Project Manager)

Phone: +49 30 34965 454
Email: corinna.walz@schenker.com

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 Exhibition Schedule (preliminary)

Set-up:
Thursday 31 July 08:00 – 22:00 Build up of Global Village
area (NO ACCESS TO
EXHIBITORS)
Friday 1 August 08:00 – 22:00 Build up of Global Village
area (NO ACCESS TO
EXHIBITORS)
Saturday 2 August 08:00 – 22:00 Access open to Global Village
Exhibitors
Sunday 3 August 06:00 – 08:00 Cleaning (NO ACCESS TO
08:00 – 11:00 Light set-up*
Global Village:
Sunday 3 August 11:00 – 22:00 Global Village Open
12:00 Official Global Village
19:30 – 22:00 Broadcast of conference
Opening Ceremony
Monday 4 August 08:30 –20:30 Global Village Open
Tuesday 5 August 08:30 –20:30 Global Village Open
Wednesday 6 August 08:30 –20:30 Global Village Open
Thursday 7 August 08:30 –20:30 Global Village Open
Friday 8 August ALL DAY Global Village Closed
Dismantling:
Friday 8 August 08:30 – 15:30 Removal of Global Village
materials
15:30 – 17:00 Aisle carpet removal

17:00 – 22:00 Removal of Global Village

materials
Saturday 9 August 08:00 – 22:00 Dismantling of Global Village
booths
Sunday 10 August 08:00 – 22:00 Dismantling

*Light set-up and decoration/finishing touches to booth will take place on the
morning of 3 August. No heavy transportation, power tool usage or machinery is
permitted during this time.

Important:
• Exhibitors should have staff at their booth or networking zone during the opening
hours, whenever possible. If the booth is not staffed, the exhibitor must ensure
that nothing valuable is left in the booth or networking zone.

• The set-up, exhibition opening times and dismantling times may be subject to
change upon notice by the Conference Organizers.

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GV Booth Help Desk

The Exhibitor Help Desk will be available from 8:00 to 22:00 hours during set-up and
dismantling days, and everyday throughout the exhibition from 8:00 to 20:30 hours.

Exhibition Set Up

Shell schemes are independent booths available to exhibitors. Included in the shell
scheme package are:

NGO Booth
2m x 3m hard walls with 1m high side panels-white
1 header sign (including name of organization)
2 shelves
2 chairs
1 table (skirted)
1 wastebasket
1 light and electricity only for the light
Carpet
Services included: insurance, cleaning

Marketplace Booth
2m x 2m draped booth (2 sides only)
1 booth identification sign (including name of organization)
2 chairs
1 table (skirted)
1 wastebasket
1 light and electricity only for the light
Carpet
Services included: insurance, cleaning

Networking Zone
5m x 12m or 5m x 18m hard walls (3 sides only)
1 header sign (including name of Networking Zone)
1 speakers’ platform (approx. 1m x 2m)
1 computer with an internet connection
Services included: insurance, cleaning

The shell schemes are set up in advance, and Global Village exhibitors need only
decorate the booths with their posters and lay out the material. In normal
circumstances, no additional material is needed. However, there are possibilities to
order extra material for your booth – you will receive a login name and password for
access to the online ordering system. Orders for extra material must be paid for
immediately by credit card or invoice, and any materials ordered will be delivered
and set up in your booth prior to your occupation of the booth.

A free wireless network will be provided by the conference organizers throughout the
Global Village.

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Cultural Exhibitions
Specific information regarding the placement of your exhibit can be obtained by
contacting the Cultural Programme Coordinator at culture@aids2008.org from the
end of June onwards.

Procedure for Set up & Dismantling

Set Up
Global Village exhibitors may arrive anytime after 08:00 hours on Saturday, 2
August 2008. On arrival at the Global Village area, exhibitors must check in at the
GV Exhibitor Registration desk, where badges will be distributed, as well as any last
minute information or instructions. After check in, exhibitors can proceed to their
booth, which will be clearly numbered. Names of all exhibitors will already be placed
on the booth. All standard furniture and extra equipment will be placed in the booth
prior to Saturday. Any material sent in advance using the Official Logistics Provider –
Schenker - will be delivered from 08:00 hours onwards at the booth.

Once in the booth, exhibitors can set up their posters and materials. No equipment
may be removed from the booth, nor can equipment be taken from another booth.
Exhibitors are reminded to bring all necessary set up materials, like tape, scissors,
etc that they require. Shell scheme packages have certain restrictions, covered later
in this manual.

Items can be attached or hung on the walls, so long as it does not damage the
material. For items that need nailing please contact the Programme Activities
Department (globalvillage@aids2008.org, youth@aids2008.org or
culture@aids2008.org).

Items can also be hung from the tent structure however this will incur hanging costs.
The weight limit for this type of hanging is between 150 and 250 kg, depending on
the location. Please note that the floor can support 350 kg per square meter.

After set up, exhibitors may leave. Exhibitors must arrive at their respective booths
at least half an hour prior to the opening of the exhibition on Sunday, 3 August 2008
at 10:30 hours. Please do note that valuables like computers, electronics, etc should
NOT be left in the booth, and the conference organizers take no responsibility for
material that is stolen or misplaced.

All booth set up must be completed by 3 August, 11:00 hours. This also includes any
cleaning to be done at the booth. No heavy transportation, power tool usage or
machinery is permitted on the morning of 3 August.

Dismantling
Dismantling will begin on 7 August, 17:00 hours, and must be completed by 09
August, 22:00 hours. After removing all materials from the booths, exhibitors must
ensure check out at the exhibitors’ desk and return any equipment that may have
been hired on-site.

Exhibitors must pick up a Material Handling Services form from the Exhibitor
Helpdesk if any items need to be loaded on to a chosen carrier during dismantling, or
download the forms available on the website. This form gives Schenker permission to
load specified items onto the carrier indicated. If this form is not completed,
materials will be removed from the exhibition on the last day of dismantling and

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brought back to the Schenker warehouse at the exhibitor’s expense. For any
questions or further clarification on this process please contact Schenker.

Set Up and Dismantling Regulations

Centro Banamex and the Global Village exhibition have numerous regulations
concerning the set up of equipment, including electrical machinery. Global Village
exhibitors are not allowed to bring their own heavy machinery into the venue –
should you have any additional such requirements, please contact us with full details.
AIDS 2008 provides all Global Village exhibitors with a standard booth with all
essential equipment – as such, we do not predict that you will require to do any
major build-up within the booth. A full copy of the exhibition regulations will be
available on the Online Satellite and Exhibition Management (OSEM) website and at
the Exhibitor desk on site.

The exhibitors are not permitted to hang or secure any item whatsoever from the
roof structure, nor tie them to columns, or nail or secure them using screws, nor drill
or secure anything on the floor, walls, columns or other installations.

Any damage caused to installations of the building or tent, as well as robbery and/or
damages to any equipment inside the area assigned to the exhibitor shall be the
exhibitor’s responsibility, who must pay for the charges and/or abide with the
measures derived from such action.

During mounting and dismounting work, blocking curtains of the loading platforms,
as well as emergency exits leading to the platforms with boxes, merchandise,
materials, or any other product or equipment is prohibited.

Grounding power generators to metal structures of the centre is prohibited. Using

the rear end of stands to store boxes, solvents, electric material, machinery, packing
material or any other flammable or combustible material is not permitted.

If you have any questions or doubts about the set up, please contact us at
gvexhibition@aids2008.org.

Admission to the Global Village

The Global Village is the only part of the conference that is open to both conference
delegates and the general public No registration in required to enter the Global
Village and admission is free of charge. The delegate registration fees to attend the
conference are as follows:

Standard
Standard
Registration
Registration
Standard Fee plus last
Fee plus late
Conference Delegate Registration minute
surcharge
Fee surcharge
(after 20
(after 7 May
February 2008)
2008)
Regular Delegate

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Middle/low-income countries EUR 430 EUR 515 EUR 570
High-income countries EUR 625 EUR 750 EUR 825
Student/Post-doc delegate
Middle/low-income countries EUR 115 EUR 140 EUR 155
High-income countries EUR 175 EUR 210 EUR 235
Youth Delegate (age 18-24)
Middle/low-income countries EUR 115 EUR 140 EUR 155
High-income countries EUR 175 EUR 210 EUR 235
Accompanying Adult (age 18 and over)
All countries EUR 115 EUR 140 EUR 155
Accompanying Child (under age 18)
All countries EUR 40 EUR 45 EUR 50
Media Representative
All countries Free Free Free

Global Village Registrations

All Global Village personnel will be issued with badges that allow access to their
booths for setup and dismantling, as well as outside of conference hours, it is
therefore very important that you do not lose these badges. All booths and
networking zones will also receive one full registration to the conference – this badge
will only have the name of the organization, and can therefore be shared between
the stand personnel.

Using the OSEM system

All Global Village exhibitors will receive a login name and password to the Online
Satellite and Exhibition Management system (OSEM). This is our online tool for
processing all exhibition related orders. You may login at any time and make orders
for additional equipment and services you require on site. Do note that any such
additional products and services will be provided only upon payment, and these are
not free. Payment can be made by either credit card or bank transfer, and any items
ordered will be delivered on site.

General Regulations

Advertising
The distribution of promotional materials is limited to the Global Village area. Signs
and banners at booths should be directly linked to the name of the exhibitor.

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Companies and organizations must check and ensure their own compliance with the
relevant codes and regulations about advertising in Mexico and any other applicable
rules and regulations from their home country. The conference and its organizers will
not accept any responsibility for non-compliance.

No booth or organization has the permission to use the name, logo, slogan or banner
of the XVII International AIDS Conference.

Food and Beverage

A large food court will be placed next to the Global Village, which will sell food and
beverage. Selling your own food and beverage within the booth or networking zone
is not permitted.

Giving away samples of food and beverages is allowed in small quantities.

Sale of other goods

Sale of goods is restricted to the list approved by the conference centre. Please
contact globalvillage@aids2008.org to confirm that your items are included in the
approved list.

Workplace Harassment policy

The AIDS 2008 Exhibition Management is committed to providing and maintaining a
workplace which ensures that all participants are treated with dignity and respect,
and are able to work and/or conduct business in an environment free from
harassment and discrimination from any source. This includes workers, customers,
suppliers and vendors. Exhibitors who fail to comply with the above will be removed
from the site.

Basic Principles and Values

The conference endorses freedom of expression as an essential principle in the fight
against HIV/AIDS and in promoting full participation in the conference. The combined
efforts of all stakeholders in the public and private sectors and civil society are
required to halt and reverse the AIDS pandemic.

The right to participate at AIDS 2008 is fundamental to ensuring open dialogue

between all stakeholders. The conference encourages debate and dialogue as key
elements of participation, among all conference participants including delegates,
sponsors, speakers and presenters, researchers and scientists, community
representatives, leaders and the media.

Smoking Policy
All enclosed areas, including corridors, meeting rooms and tents are designated non-
smoking. According to the new Law of Protection to the Health of non smokers in
Mexico City, it is prohibited to smoke in closed private, public and social spaces such
as restaurants, offices, bars, industries, movies, schools, auditoriums and hospitals.
If you do smoke, you will be asked to stop and could be escorted to the exit by the
police. The fine is around USD 150.

Booth/Networking Zone Occupation

Partially or wholly sharing or giving a booth or networking zone to a third party as
well as private agreements for exchange of booths or floor space between two

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exhibitors is prohibited. The AIDS 2008 Exhibition Management reserves the right to
enter a booth at any time.

If you do not register onsite by Sunday 3 August, your space will either be offered to
another organization or removed from the Global Village layout altogether.

Cleaning of the Booths

The booths will be cleaned, free of charge, during the night, and all areas within the
booth will be cleaned. Please do not leave any valuables, including computers, etc, in
the booth overnight.

First Aid
The Centro Banamex Convention Center management recognizes that the potential
risk of injury or illness is inherent in large gatherings of people, and therefore is
committed to ensuring that those who may find themselves in need receive medical
care. A list of First Aid stations will be made available from the Exhibitor Helpdesk on
site.

Material Handling During Exhibition

Only small hand carried items are allowed to be transported during the exhibition.
For larger items or items requiring handcarts, etc, please contact Schenker. Please
note that this will incur costs.

Outbound Shipping/Customs Assistance

Schenker will have a representative from their transportation department available
on site to assist with the outbound shipping of materials. Prior to move-out,
exhibitors can contact Schenker. Please refer to the Outbound Shipping form under
Additional/Optional Services in the OSEM Download Area. This information will be
available on the OSEM download Area. Contact Schenker at
corinna.walz@schenker.com.

Travel to Mexico City

Visa information is available on the conference website, under Travel to Mexico:
www.aids2008.org/visas.

Information regarding obtaining a letter of invitation for the conference, to support

your visa application is available at:
http://www.aids2008.org/subpage.aspx?pageId=331.

Accommodation
Exhibitors are encouraged to book their hotel rooms early. A full list of available
hotels, catering to all budgets, is available on the AIDS 2008 website,
www.aids2008.org/accommodation. The conference does not provide free
accommodation to exhibitors, and this must be booked separately.

Travel in Mexico City

The Conference Organizers will provide bus transport from certain key pick up points
in the city, with a daily shuttle to and from the venue. Please visit the conference
website to see the bus schedule and travel instructions, under Hotel Accommodation:
http://www.aids2008.org/subpage.aspx?pageId=396.

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