Dear Exhibitor,

To help in planning a successful event in Florence, SPE would like provide you some useful information regarding the shipment of your freight and move-in to the exhibit hall :

• Stand builders will be allowed to access the exhibit floor for set up from the 16th of September to the 19th of September (from 0800 to 2200 16-18 September and 0800 to 1400 on 19 September )
• SPE and Newtours exhibit management will be able to assist stand builders/exhibitors onsite from 0800 to 1800 16-18 September and 0800 to 1400 on 19 September.
• OTIM is the exclusive provider to unload/move/store materials inside of the conference venue (Fortezza da Basso, Firenze Fiera)
• Customized booths shipped through Otim
• All materials sent to the conference venue through the official conference freight moving provider (OTIM) will be moved to your allocated stand on the night of the 15th of September, unless otherwise indicated by exhibitors
• if you would like only part of the materials to be brought to your stand on the night of the 15th and for other materials to be brought to the stand on a later date (for example, to not interfere with the build up of your stand), you will have to indicate this clearly on the boxes
• All items shipped through OTIM, not bearing specific indications, will be moved to the allocated booth on the night of the 15th of September, so as to allow set up on the morning of the 16th of September
• All forms related to OTIM's services can be found in the Exhibitor Services Manual.
• Pre-furnished booth promotional material shipped through Otim (brochures, gadgets, etc., to be distributed on site at pre-furnished booths)
• Exhibitors will have to advise OTIM of the date on which materials should be brought to allocated stand; materials can be ready at pre-furnished booths as early as the 16th of September (there will be security on the exhibit floor but organizers are in no way to be held accountable for the theft or damage to your materials delivered to your booth)
• Customized booths not shipped through Otim
• All materials/freight brought to the conference venue by providers other than OTIM can be moved to your assigned stand starting the afternoon of the 15th of September starting 15.00
• All exhibitor in this case are required to send in the OTIM form to schedule the moving of materials.  Should this form not be received, and should the request of manpower/forklift etc, be requested onsite, this will result in longer waits for your company and possibly in additional costs (if, for example, the first available time slot to move material should result in work being done at night because of multiple late onsite requests).  All forms to request OTIM'S planned assistance are published in our website in the Exhibitor Services Manual.
• Pre-furnished booth promotional material not shipped through Otim (brochures, gadgets, etc., to be distributed on site at pre-furnished booths)
• Exhibitors will have to advise OTIM of the date on which materials should be brought to allocated stand; materials can be ready at pre-furnished booths as early as the 16th of September (there will be security on the exhibit floor but organizers are in no way to be held accountable for the theft or damage to your materials delivered to your booth)

For more detailed information please don't hesitate to contact us at expoatce@newtours.it
or bkatz@spe.org.