Lausanne - 8-9 March 2024
International School of Lausanne
Contacts
Exhibition and Logistics: Steven James
(mobile/cell/sms/WhatsApp: +44 (0)7703335635, email: steven@eventsteven.com)
Conference only: Jackie Chan-Kam
Venue
The conference will be held at the International School of Lausanne, Lausanne
OpenStreetMap
what3words: gross.colonies.tinsel
International School Lausanne
Chemin de la Grangette 2
1052 Le Mont-sur-Lausanne
Switzerland
Phone +41 21 560 02 02
Hours
Exhibition set up: Thursday, 7 March from 17h00 - 22h00.
Please complete setup on Thursday evening. All displays must be ready for delegates to view by 08h00 on Friday.
The school car park may be used for unloading on Thursday evening for set up.
Exhibition conference day 1: Friday, 8 March 08h00-18h10
Apero (drinks/reception for all delegates and exhibitors in exhibition area): From 18h15 (6.15pm) - 19h30
Exhibition conference day 2: Saturday, 9 March 08h00-15h50
Conference Programme
Please refer to the SGIS website for conference programme information.
Before you Leave for Geneva
Selection of space
While specific space cannot be selected when you reserve it, the proposed floor plan accommodates the exhibition in one area where conference coffee and tea breaks will be held.
Exhibitor space location will be allocated by the conference organisers.
Conference Exhibition Listing Entry
Please submit a "blurb" about your company together with a logo for the exhibition listing. You may include attachments, weblinks, graphics etc - we will create an online catalogue for delegates to view and a pdf to distribute to all the delegates.
We will be distributing the exhibitor list with contacts and website links to delegates twice during February so please make sure you get this information to us as soon as possible.
Rolling slideshow about exhibitors
We will be running a rolling slide presentation of exhibitors on screens at the venue during the conference. Please submit a Powerpoint slide about yourself or your company. How about a photo of yourself and some personal information about yourself that might generate some personal connection between you and the people you would like to see? e.g. "Have you done today's Wordle? I'm stuck! Come and give me a clue!"
There are a couple of downloadable slide templates that you might like to adapt at the end of this document.
Please supply this to Steven James by email.
Conference Registration and Badges
One delegate registration is included with your space. Additional registrations may be added at additional cost.
Badges will be distributed to exhibition stands/tables during exhibition set-up.
Shipping
If you need to make arrangements to send goods to Lausanne ahead of the conference, please follow these guidelines:
Please address your goods to:
[Your company name] /SGIS Conference
c/o International School Lausanne
Chemin de la Grangette 2
1052 Le Mont-sur-Lausanne
Switzerland
Tel (for shipper): +41215600202
IMPORTANT: Please send for the attention of Véronique Bradley
Important note about customs and import charges - please observe: All goods entering Switzerland are subject to duty. Please do not expect ISL to pay your import charges.
Please instruct your shipper to use Deliver Duty Paid (DDP) terms to deliver your goods. This will mean that the customs clearance charges and duty get charged back to your account and will minimise customs clearance delays.
Please note that SGIS, International School of Lausanne and Steven James cannot assist with shipping logistics, delays, or customs clearance costs and issues. Your shipper or customs clearance agent may ask you for a UID (English, German) / IDE (French) / IDI (Italian) number for the school. Please use CHE-106.855.495
(https://www.uid.admin.ch/Search.aspx?lang=en)
If you have goods that need to be returned to their origin, I recommend using an ATA Carnet. This allows for temporary, duty-free import into Switzerland and free re-export (free of duty - shipping charges will, of course apply). Please remember, though, that everything declared on the carnet must leave Switzerland, so does not suit publicity material that may or may not be given away. Please discuss the use of a carnet with your shipper.
Return materials
Please ensure that you or your representative has appropriate shipping labels and paperwork for any returning goods.
We will instruct exhibitors at the conference where returning items can be left to be picked up by your shippers. Please arrange for a collection to be made from the school by your shipper on or immediately after 11 March.
Travel, parking and Hotels
Nearest Airport: Geneva (GVA). The train from Geneva airport to Lausanne takes 50-60 minutes.
Parking at the school is available, but you are strongly encouraged to use public transport (Bus 18 to Clochatte): https://www.t-l.ch/en/home/
Be sure to ask your hotel about the Lausanne Transport Card. This entitles you to free public transport during your visit.
Hotels
There are of course many hotels in Lausanne. City centre hotels are recommended for amenities and surroundings.
On Site
Exhibitors have full delegate rights at the conference. We encourage exhibitors to take part in the conference and attending conference sessions are great networking opportunities.
Exhibitors will be fed and watered handsomely. Lunches, tea and coffee and and invitation to the Evening Apero (a reception for all delegates in the exhibition area on the Friday evening) are included. If you have not already done so, please confirm that you will attend the Apero.
Stand Size, Structure and Information: The SGIS Conference exhibition is an informal event. Exhibition space is sold as traditional table-top (includes a table and two chairs) .
This arrangement occupies a space approximately 2m x 1m and offers the opportunity for the display of a banner stand or similar.
Attaching Graphics: Please do not attach graphics to walls or surroundings.
Furniture, Fittings & Equipment: The stand space rental includes a table, two chairs and Wi-Fi Internet access. See notes below about electricity.
Floor Plan: The organisers will assign exhibitors to exhibition space. We are confident that the space allocated to the exhibition at this venue is very good and there are very few advantages to being positioned in one location vs another.
Damage to Property: It is forbidden to make holes, insert screws, nails or other items into the walls, fittings, ceiling or floor of the venue. Painting or gluing onto the stand or venue structure is also prohibited (including the use of adhesive tapes). Any damage shall be repaired at the expense of the exhibitor.
Electricity: Due to the arrangement of space, electrical outlets may prove problematic. We will endeavour to supply every table/exhibition space with an electric outlet. Please let me know if you cannot operate without an electric outlet. 220 Volts, AC is the standard electrical supply in Switzerland. Switzerland has a different outlet to other European countries; an additional adaptor is required if you have electrical equipment with non-Swiss fittings - these can be used in conjunction with a standard European adaptor and are widely available at supermarkets and travel destinations such as airports - e.g. InterDiscount, upstairs in the departure hall of Geneva Airport. Also available at Amazon (UK example: https://amzn.eu/d/gKxohzS)
This is a very useful adaptor for Switzerland (for UK exhibitors): https://amzn.eu/d/h06tAFH
Insurance: Please ensure that you have sufficient personal health, travel and commercial liability insurance for this event. Neither the host venue, SGIS nor Steven James assume any liability for health emergencies and accidents.
Cleaning and Waste: Aisles, public and common areas will be cleaned regularly during the course of the event.
Please support efforts to reduce the environmental impact of exhibitions.
Exhibitors and their suppliers are encouraged to do all in their means to minimise waste. Select appropriate amounts of publicity and be prepared to return excess materials to your own premises for re-use or recycling.
Each exhibitor is responsible for the disposal of waste produced during set up, during the exhibition and following break down. There will be space specifically designated for waste.
Please ensure that you do not leave any waste in the aisles, under your table or at your stand following the event.
Thank you and we look forward to seeing you in Lausanne at the conference.
