NGO Exhibits

Non-Governmental Organisations (NGOs) are requested to indicate on their application form for the Twenty-Second Session of the Conference of the States Parties (CSP-22) whether they are interested in holding exhibits during the Conference and to further communicate it to the OPCW’s Conference Services Unit by submitting a form [PDF – 16 KB] detailing the event requirements.

Side events and exhibitions are organised at no cost to the Organisation. As space is limited, it is recommended to inform Conference Services of events or exhibitions as soon as possible, and no later than Monday, 13 November 2017.

This document provides information on rules pertaining to NGO exhibits at the World Forum Convention Centre (WF) premises during CSP-22. Further clarification can be obtained from the OPCW’s Conference Services Unit.

Exhibit Space

The Exhibitor will temporarily occupy and make use of the assigned exhibit space located on the ground floor of the WF. The number of exhibit spaces is limited.

The Exhibitor is responsible for installing the exhibit, including hanging and labelling any materials. Standard exhibit space provided with no additional charge includes:

  • 3 meters × 2meters space;
  • 1 table (1.6 meter) with 2 chairs;
  • Wi-Fi limited (Wi-Fi is not available for streaming videos).

Exhibit space does NOT include wall panelling and name boards. Any additional needs including furniture, audio visual, signage and extra lighting should be arranged by the Exhibitor and communicated to the OPCW’s Conference Services Unit.

The Exhibitor will not alter the venue space or contents. This means no painting, holes, or other modifications or adjustments to the ceiling, walls, windows and floors. The Exhibitor will be responsible and financially liable for any repair to or replacement of WF property (beyond normal wear and tear) as determined by fair market value of goods or services.

The Exhibitor shall remove all personal property, trash, and other items that were not present in the venue when the Exhibitor took control of it.

No advertising material, such as banners, is allowed outside the designated area.

No obstruction of any form in the aisles and walkways or excessive noise that inconveniences other exhibitors or the Conference will be allowed.

Exhibitors must not impinge on the activities or space of other exhibitors.

Exhibit Set-Up and Dismantling Schedule

The Exhibitor shall have access to and use of the venue during the time schedule indicated in the table below for the purpose of installing and de-installing the exhibit.

Access to the exhibition hall for set up is:
Saturday 25 November 2017, from 08:30 to 18:00
Sunday 26 November 2017 from 08:30 to 12:00

Access to the exhibition hall for dismantle is:
Friday 1 December 2017, from 16:00 to 22:00.

All custom stands must be dismantled strictly within this timeframe.

Security and Safety

The OPCW will take all reasonable measures to ensure the security of the exhibit while at premises of WF; however, the Exhibitor is ultimately responsible for the security and safety of the exhibit while it is in the WF. The Exhibitor also agrees to confer with the WF and OPCW responsible officer concerning security matters beyond regular care relating to the exhibit.

Please be aware of the following:

  • Exhibitor name badges will be available to be collected from the Main Registration Desk during move in on Saturday 25 November 2017.
  • Badges must be worn by all attendees at the Conference to gain admittance to the exhibit venue, Conference sessions and all social functions.
  • Event security staff will be instructed to only admit to the exhibit personnel identified by the official name badge provided to all participants.

Exhibitor’s Responsibilities

The Exhibitor will provide the OPCW and WF responsible officers with a list of names and contact information of those who will be installing, maintaining, and de-installing the exhibit. In addition, this list will include emergency contact information for the principal Exhibitor.

Technology

All technology including video screens and monitors, are the responsibility of the Exhibitor. Please contact conference.services with regard to Wi-Fi and other technical requirements. Contact details can be found here.

Photography

The OPCW reserves the right to take pictures for publicity purposes and/or for inclusion in the archives. These photographs are for historical purposes and have no commercial value.

Car parking

The WF operates its own car parking, additional information on the services provided can be found on the WF website:  http://www.worldforum.nl/en/parking

Contact

OPCW Conference Services Unit.