Action Item	Deadline	Contact Person
Company logo and profile	As soon as possible and no later than Monday, February 3	Via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com For enquiries, please contact Yulia Rijinsky E-mail: jrijinsky@kenes.com
Booth design for approval (Applicable for ‘Space Only’ booths)	Monday, February 17
Text for Fascia (Applicable for Shell Scheme booths only)	Tuesday, March 4
Lead Retrieval Barcode Readers Order	Friday, March 14 Onsite rate will be applied for order received after this deadline
Exhibitor Badge Registration and Additional Badge Order	Friday, March 14
Hostesses & Temporary Staff Hire		seidl@mondial-travel.com
Rigging* (‘space only’ booths) in Hall X3 ONLY- rigging@standout.eu	25% surcharge with deadline: 04.03.2025 01.04.2025 – 05.04.2025	STANDOUT Webshop link: Customer Login (standout.eu) For inquiries, please contact STANDOUT team by e-mail:Wedam, Katharina (RX-VIE) Katharina.Wedam@standout.eu
Electricity order*
Furniture Rental
Shell Scheme Extras
Graphics/Signage
Daily Booth Cleaning*
Waste removal services*
Plants & Floral decorations
Security*
Telecommunications and AV Equip. (Screens, Laptop, Desktop)
Flower arrangements
In-booth Catering*		Webshop: https://shop.motto-catering.at/?lang=en Lorinda Horner via lhorner@mottogroup.at
Dedicated Wi-Fi / Internet*	Tuesday, March 4	jrijinsky@kenes.com
Delivery Information
Door to Door Shipments	Please contact MERKUR	Merkur Expo Logistics Contact person: Irit Sofer E-mail: irit.sofer@merkur-expo.com Mobile: +972-52-8890129
Airfreight Shipments
Shipment via Warehouse	No later than March 24, 2025
Exhibition goods – Direct Deliveries to Conference Venue	Subject to time slot Please note there should be a person from your side onsite to receive your deliveries.

*An exclusive service

“K-Lead” Application – Barcode Scanner Application

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth. The information obtained by lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication.
We are pleased to offer you the “K-Lead” Application: exhibitors can download the “K-Lead” app onto their own smart phone or 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.

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.
• Application is available for download from Apple store or Google play: “K-Lead App”.
• Cost per unit – EUR 600 (excluding 4% credit card charges fees, excluding VAT if applicable)

The Application should be installed on your company/personal device (tablet/smart phone). Operational information will be sent in due course.

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

Deadline:  Friday, March 14
Onsite rate of EUR 750 will be applied for order received after above deadline.

Please note:

• Device is not included. The Application should be installed on your company/personal device (tablet/smart phone).
• 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 Organising Committee is responsible for the content of the information.

Exhibitor Badges

• Each exhibiting company is entitled to free exhibitor badges. The amount of free exhibitor badges is stated in your contract, and determined by your booth size.
  Two exhibitor badges will be given for the first 9 sqm booked, and one additional badge for each 9 sqm thereafter.
• The exhibitor badges allow access to the exhibition area scientific sessions, and refreshments served as indicated in the programme timetable and attendance at the Welcome Reception.
• Exhibitor badges will be personalized i.e. they will include the name of the badge holder as well as the country and company name.
• Exhibitor badges will be available for collection at the on-site registration desk during registration hours. Please note that badges will not be mailed in advance.
• Additional exhibitor badges may be purchased online through the Exhibitor’s Portal, at the rate of EUR 350.00 per badge.
  Companies may purchase a maximum number of exhibitor badges as follows:
  Booths of up to 60sqm –      15 exhibitor badges
  Booths larger than 60sqm – 25 exhibitor badges
  
  Notes:
  – Deadline for ordering additional exhibitor badges via the exhibitor portal: Friday, March 14.
      Link to access the Portal https://exhibitorportal.kenes.com
  – Please make sure that your company profile has been submitted via the Exhibitor’s Portal before placing an order.

• All company representatives are required to wear exhibitor badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Exhibitor badges are for the use of company personnel manning the booth and should not be used to bring visitors to the Exhibition.

For any enquiries related to registration, please contact the Registration Manager, Ms. Sandra Silva by e-mail at:  reg_adpd25@kenes.com

Access to the Exhibition Hall during Set-up and Dismantling Times

Stand builders and staff must wear service passes during the entire set-up and dismantling period. Service Passes are free of charge and may be collected from the Exhibition Manager Desk on-site.

Exhibition Floor Plan & List of Exhibitors

The exhibition floor plan has been designed to maximize the exhibitor’s 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 Hall X2 and Hall X3 which is located on the -2 level.
Kindly note that the hall name as will be displayed in all publications as well as onsite signage will be “Exhibition Hall”.
For virtual tour – click  HERE
For technical specifications of Hall X2 click HERE.

For technical specifications of Hall X3 click HERE.

 

Floor

Maximum floor load: 500kg/sqm
Floor finish: Granite

 

Power supplies and other utilities, such as internet cables, are typically distributed to booths via the ceiling. However, it is crucial to verify this with us in advance, as these may vary depending on the specific booth location and your unique requirements.

♦♦Important♦♦:

• Exhibitors are required to have floor cover or carpeted floor within their booth space (note that shell scheme booths already comes with carpet).
• All floor coverings must be secured and maintained so that they do not cause any hazard.
• Fixing the floor covering to the hall floor may only be possible if the exhibitor/builder’s use approved tape.
• Exhibitors and stand builders are responsible for ensuring that the exhibition floor is left in the same condition it was found in. Any damage or soiling that cannot be removed during routine cleaning will be charged to the exhibitor or stand builder.

 

 Raised Floor / Platform 

Raised floor/platform: please note that if your booth has a raised floor/platform, you are required to provide a RAMP or sloped/ramped edging for handicapped access. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
As per venue regulations, kindly note the following requirements for RAMPS: 

• Minimum width: 0.90 meters
• Maximum incline: 8 degrees

Note: if your booth has a sloped edging around its entire perimeter, a separate ramp is not required.
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.

 

 Build‐Up Height

– The maximum building height for the top of all elements is 5.5 meters in Hall X3 (including hanging banners) and 3.5 meters in Hall X2

–  Shell scheme booths build up height is 2.5 meters

Exhibitors who will have booths higher than the maximum permitted height will not be allowed to set-up their booths.
Any part facing adjacent booths that is above 2.5m in height (back-to-back wall) needs to be designed with neutral tones (preferably white).The backwalls (reverse side) of any booth that is adjacent to another booth – over 2.5m in height – must be nicely finished, free of exposed wiring, graphics, or logos, to maintain a clean and professional appearance.

Ceiling Hangings / Rigging

Ceiling hanging is permitted only in Hall X3.

• The maximum building height for the top of all elements, including hanging banners, is 5.5 meters
• For rigging the exhibitors are obliged and required to use the venue´s ceiling grid for the preparation of the rigging points which must be announced as early as possible.
• The Austria Center Vienna reserves the right to deny rigging requests in case the instructions and rules are not followed.
• All suspension points must be inspected and approved by Austria Center Vienna.
• The weights of suspended objects must be supplied for this purpose within a fully dimensioned plan (CAD, PDF etc.).
• All suspended objects need to be inspected and approved on-site by a structural engineer (at the exhibitor’s expenses) once mounting is completed.
• Suspensions in the Entrance Hall are generally possible but need to be confirmed by the ACV and are not recommended, as for the LED ring in the ceiling.
• Arches, bridges, or similar constructions connecting two or more booths are not permitted.
• Work cannot commence until the exhibitor’s layout is approved by the
• If you require additional Booth equipment (Furniture, Graphics, ), please refer to the order forms at the end of the manual.

Loading Bay

For information regarding loading bay, please refer to the Shipping Instructions at the end of this manual. Only Merkur 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. The elevator will be operated by MERKUR only.

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

Parking during unloading is limited for short time only.

Trucks and vehicles higher than 2m: parking spaces are available at the Parking lot West (located next to Gate 1) on a first come, first serve basis until further notice. Please also note that parking spaces cannot be reserved and therefore can be occupied. Also, trucks must always be placed in the most space saving manner and contact details of the drivers (Name, Phone number) must always be placed in the front shield.

All other vehicles and cars lower than 2m must use the Austria Center Vienna’s parking garages. Information regarding access and fees can be found online: https://www.acv.at/en/exhibit/arriving/

Shell Scheme Booths 

To ensure a smooth and efficient installation and dismantling process of your booth, STANDOUT has been appointed as the official stand contractor for the AD/PD™ 2025 conference.

Pre-booked shell schemes through Kenes include the following:

• Standard shell scheme system, 2.5m-high
• Company name on Fascia board printed in standard black & white lettering
• Lighting – 3x clip lights
• Electric connection up to 2,2kW / power consumption included for 4 days, incl. 1x triple socket
• Dark blue Carpet

Image shown is for illustration purposes only

Actual panel size: 964 mm wide x 2400 mm high

Visible panel size: 950 mm wide x 2380 mm high

Note: Corner shell scheme booths are provided with two open sides and 2 fascia panels with company name.

Shell scheme booth comes with a blue carpet  as part of the shell scheme package. If an exhibitor (shell scheme booth only) prefers a different carpet color, an additional charge will apply for the rental and installation of the preferred color.

Shell Scheme booths do NOT include:

• Furniture
• Booth cleaning

Furniture, cleaning services, wall graphics printing, and other products and supporting services, can be ordered directly through STANDOUT , the official stand contractor, please refer to published deadlines.

For inquiries, please contact STANDOUT team by e-mail: Wedam, Katharina (RX-VIE) Katharina.Wedam@standout.eu

Fascia Sign

Maximum of 20 characters (including spaces) may be written on your fascia (applicable for a 9 sqm booths).
Please submit lettering for fascia via the Exhibitor’s Portal by Tuesday, March 4.
If text for your fascia is not received by above deadline, we will provide you with a fascia title as per your application form.
The standard fascia lettering is black and white. If you would like to print your company logo on the fascia board, in place of or in addition to your company name, or have custom graphics printed on the fascia board, this can be ordered at an additional cost through STANDOUT , the official stand contractor via the Webshop link: Customer Login (standout.eu)

Important Guidelines for Shell Scheme Booths 

• All basic shell scheme booths will be designed and built by STANDOUT – the official stand contractor.
• Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths.
• No free-standing stand-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.
• An exhibitor occupying a booth at the corner can request to close the additional side(s).
• A back wall of a booth (any booth type) cannot be used by other exhibitors.
• The shell scheme comes with dark blue 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 for more information.
• Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.
• Electrical switchboards have to be reachable and the Exhibitor has to switch off the booth lights at the end of the day.
• Exhibitors requiring additional equipment may visit the order form and catalogs or contact the official stand contractor – as per published deadlines (see the “Deadlines & Key dates” and “Booth Services” sections  for more information).

 

Space Only Booths

Exhibitors using independent contractors are required to submit the following for approval by Monday, February 17:

• A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed booth to be built.
• Electrical connections – a list of all appliances.
• 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.
• The name and contact details of their construction company (stand builder).

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com

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
• Island booths should be partly accessible on all “open” sides. You are only allowed to build walls that cover up to 50% of each side. We try to keep the exhibition as open and inviting as possible. Wall construction alongside aisle must be approved by Kenes, max 50% 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.
• Raised floor/platform: please note that if your booth has a raised floor/platform, you are required to provide a RAMP or sloped/ramped edging for handicapped access. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
  As per venue regulations, kindly note the following requirements for RAMPS: 
  • Minimum width: 0.90 meters
  • Maximum incline: 8 degrees

  Note: if your booth has a sloped edging around its entire perimeter, a separate ramp is not required.
  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.

  Please notify the organizers and the ACV, along with submitting the drawings for approval, if your booth requires a platform. Additionally, inform us of the scheduled platform setup (date and time). Without this crucial information, Official Contractor will be unable to provide the requested services, and the prepayment will not be refunded.

• Any part facing adjacent booths that is above 2.5m in height (back-to-back wall) needs to be designed with neutral tones (preferably white).The backwalls (reverse side) of any booth that is adjacent to another booth – over 2.5m in height – must be nicely finished, free of exposed wiring, graphics, or logos, to maintain a clean and professional appearance.
• 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.
• For the safety of all attendees and exhibitors, all temporary structures, exhibition stands, installations, special exhibits, and advertising displays must be designed and constructed to ensure their stability and prevent any risk to public safety or harm to life or health.
• 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 5.5 meters (including hanging banners) in Hall X3 and 3.5 meters in Hall X2
• Ceiling Rigging is permitted in Hall X3 ONLY and must be authorized in advance by the ACV. Lighting trusses maximum height: 7.5 m. For further information regarding rigging, please refer to the previous section.
• 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.

Kindly note:

• 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.

Electricity and Electrical Installations for all booths

• Power supplies and other utilities are supplied into the Booths via the ceiling
• For electricity, please order vis Standout online shop https://shop.standout.eu/customer/account/login
• Per the regulations, the electrical installations for the Exhibition will only be connected to the power supply after being checked and approved by the official contractor.

 

Only the official Contractor is authorized to provide the electrical switchboard for the power points. Thus, every exhibitor must order an electrical switchboard from the official builder and to pay for the electrical consumption per his power needs.

IMPORTANT: all exhibitor electrical equipment must be tested and tagged for electrical safety compliance.

Stand Construction/ Additional Stand Fittings /Furniture Rental /Graphic & Signage /Electricity /Audio-  Visual/ Daily Booth Cleaning/ Floral

Please note that STANDout is the official Booth Contractor.

You may contact STANDout to upgrade\modify your shell scheme booth which was pre‐booked from

Kenes.

STANDout can provide exhibitors with designs and custom build booth. For more information, please directly contact Wedam, Katharina (RX-VIE) Katharina.Wedam@standout.eu

Online shop:  HERE

 

Catering Services

Please note that you may bring your own F&B samples and branded bottles of water to serve at your stand. Bringing your own Barista is also permitted.

Additional catering services are exclusive to Motto Catering GmbH and should be ordered in advance.

Exhibitors who wish to order food and beverages for their exhibition booth, are welcome to contact the Caterer directly.

Please find the menu and submit your order via Motto Catering WEBSHOP

        Deadline: XXXX- late and onsite orders are subject to availability and may incur an extra charge.

 

Motto Catering GmbH

Lorinda Horner

lhorner@mottogroup.at

Bruno‐Kreisky‐Platz 1, 1220 Wien

Tel: +43 1 585 23 03 – 28

Webshop: https://shop.motto-catering.at/?lang=en

 

Internet &Wi-fi

Internet & Wi-Fi

• For ordering Wired Connection please contact the Exhibition Manager at: hsafier@kenes.com
• Please be advised that all WLAN networks will be created exclusively by Kenes/Venue.
• The Organizers/Venue retains the right to shut down any WLAN networks created individually.
• AD/PD will provide free Wi‐Fi access to all visitors, suitable for basic web browsing. Should you require an internet connection for any product demonstrations on your exhibition booth, we would recommend ordering a wireless or wired connection, at an extra cost, to guarantee a high‐quality service inclusive of technical support.
• Please be advised the creating private WI‐FI network in the booth is not allowed.
• The Venue and the Organizers reserve the rights to discontinue any activity which interfere with the hall WI‐FI coverage.
• For ordering wireless connection, please contact the Exhibition Manager at: jrijinsky@kenes.com

 

Freight Handling & Customs Clearance Agent

Merkur Expo Logistics Gmbh

Mr Bernd Blum

Tel        +49 (0) 6173 9669511

M.:       +49 (0) 175 5886 291

E.:        Bernd Blum <Bernd.Blum@merkur-expo.com>

For shipping instructions  please CLICK HERE

For Tariff please CLICK HERE

For Label via Germany please CLICK HERE

For order form Warehouse shipment  please CLICK HERE

 

Hostesses and Temporary Staff Hire

Mondial GmbH & Co. KG
Doris Sequeira-Seidl
t +43 1 58804-167, f -179
seidl@mondial-travel.com

Important Venue’s Information

ACV Exhibition Manual Technical Information – please click here

ACV Emergency Exits and Exit Routes – please click here

ACV Safety and Security Fact Sheet – please click here

ACV Fire Action Plan – please click here

ACV Guidelines for Decorations & Materials – please click here

Shipping Instructions 

Merkur Expo Logistics GmbH has been appointed by Kenes as the sole official freight forwarder, customs broker, and handling agent for ADPD Vienna 2025

For safety and time reasons, no other contractor is permitted to bring the lifting platform into the venue and operate it.

The services offered by Merkur Expo Logistics GmbH include:

• Transport, national and international
• Temporary or permanent customs clearances
• Coordination of deliveries, delivery time and slot management
• Unloading, delivery to exhibition-stands, forklifting
• Storage of empty boxes and crates during the event
• On-site assistance and super vision

Contact information:
Merkur Expo Logistics GmbH

Mr Bernd Blum

Tel        +49 (0) 6173 9669511

M.:       +49 (0) 175 5886 291

E.:        Bernd Blum <Bernd.Blum@merkur-expo.com>

For shipping instructions  please CLICK HERE

For Tariff please CLICK HERE

For Label via Germany please CLICK HERE

For order form Warehouse shipment  please CLICK HERE

 

Deliveries

The delivery and removal of materials and goods for the exhibition booths is allowed only by the official freight forwarder.
Please be advised that neither the organiser nor the venue can accept deliveries on an exhibitor’s behalf and arrangements must be made for a booth/company representative to be available when deliveries are made.

We are committed to sustainability and we encourage all of our exhibitors to do the same. CLICK HERE for some practical tips and tricks that you can implement right away.

Official Contractors:

Furniture Rental / *Booth Cleaning/ Graphics & Signage/ *Electricity / Additional Booth Fittings / *Rigging / Plants & Flower Decorations / *Security/ *Waste Removal / *In-Booth Catering / Screens & AV Equipment
Wedam, Katharina (RX-VIE) <Katharina.Wedam@standout.eu>

Online shop:  HERE

You will need to register to StandOut web shop first, and then you will receive an access details from them via e mail.

*Exclusive to the ACV 

Freight Handling & Onsite Logistic Agent
Merkur Expo Logistics GmbH

Ms. Bernd Blum

Mobile: +49 (0) 175 5886 291

Email: bernd.blum@merkur-expo.com

Merkur is the exclusive handler inside the venue.

Hostesses & Temporary Staff Hire
Mondial GmbH & Co. KG
Doris Sequeira-Seidl
t +43 1 58804-167, f -179
seidl@mondial-travel.com

 

---

Kenes Group Contacts: 

Conference Secretariat
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel:  +41 22 908 0488
E-mail: adpd@kenes.com

Exhibition Manager
Yulia Rijinsky
Tel: +41 22 908 0488 Ext: 995 | E-mail:sgamliel@kenes.com

Industry Symposia Coordinator
Diyana Yosifova
Tel: +41 22 908 0488 Ext: 258 | E-mail: dyosifova@kenes.com

Industry Liaison & Sales
Victoria Eskenazi
Tel: +41 22 908 0488 Ext. 986 | E-mail: veskenazi@kenes.com

Registration Specialist
Sandra Silva

Tel: +41 22 908 0488| E-mail: ssilva@kenes.com

Hotel Accommodation
Ralitza Angelova
E-mail: rangelova@kenes.com
https://hotels.kenes.com/congress/ADPD25