Sponsors and exhibitors should check this page for details on all regulations, processes and deadlines they must adhere to.

WHERE?
Onsite at the COEX Center, Seoul.
Address: 513, Yeongdong-daero, Gangnam-gu, Seoul 06164, Republic of Korea
Visit the website here.
 
WHEN?
  • Exhibition build: 14-15 October 2023 (access hours to be confirmed for sponsors/exhibitors, depending on package entitlements and stand size/type)
  • Pre-Congress Courses: 15 October 2023
  • Congress: 16 - 19 October 2023
  • Exhibition breakdown - 19 October 2023
 
WHO?
International Society of Ultrasound in Obstetrics and Gynecology (ISUOG) 
122 Freston Road, London, W10 6TR, UK
 
ISUOG (known as the “Organisers” from this point forward) will be responsible for the management of the Congress exhibition and for the coordination of exhibitor and sponsor activities. 
 
Please note that the official language of the Congress is English.
 
IMPORTANT DOCUMENTS:
Click the above links to open the documents.
 
IMPORTANT DEADLINES:
Activity
Deadline
Eligible sponsors to submit scan demonstration preferences (with faculty and topic suggestions) to ISUOG
31-Jan-23
Exhibition and sponsorship super early bird deadline: book and pay for 15% discount
16-Feb-23
Exhibition and sponsorship early bird deadline: book and pay for 10% discount
16-Apr-23
Eligible sponsors to submit sponsored symposium program details to ISUOG
16-Apr-23
Scan demonstration faculty and topics confirmed with eligible sponsors
Jun-23
Eligible sponsors to submit abstract book adverts to ISUOG
16-Jun-23
Sponsors to book digital signage at the Congress venue by emailing [email protected].
01-Jul-23
Diamond sponsors to submit mini program booklet advert to ISUOG
17-Jul-23
Diamond sponsors to confirm whether they would like a promotional flyer to ISUOG 
17-Jul-23
Sponsors to submit scan demonstration technical form (machine specifications & equipment provision) to ISUOG
17-Jul-23
Sponsors/exhibitors to provide evidence of third party public liability insurance to ISUOG
17-Jul-23
Eligible sponsors to submit hospitality suite program to ISUOG
17-Jul-23
Sponsors/exhibitors to submit space-only or schell scheme plans for approval by Korea E & I
17-Jul-23
Sponsors/exhibitors to submit any relevant external contractors’ information to Korea E & I
17-Jul-23
Sponsors/exhibitors arranging any special set-ups in their hospitality suites/meeting rooms to submit the following information to ISUOG for COEX approval:
 
* Draft layout plans with technical dimensions, including:
Any signage/banners planned
Expected electric power usage (220V 60HZ)
Structural flame-proof certification if woodwork/carpentry is required
Equipment list if any planned usage of special equipment/machinery (air shot, fog, etc)
Confirmation of floor protection (Pytex flooring) being laid out if any installation is planned
 
*Service provider(s) information, including:
Name of company
Contact person
Email
Mobile number
17-Jul-23
Sponsors/exhibitors to submit Congress app profile text and resources 07-Aug-23
Sponsors/exhibitors to submit any additional hospitality suite, meeting room or exhibition requests to the relevant suppliers (for example: catering, AV, electrical services, furniture)
16-Aug-23
Early bird registration deadline - exhibitor and scientific badges
16-Aug-23
Sponsors/exhibitors to submit booking form to Korea E & I (for shell schemes and any space-only requiring electrics, furniture, graphics etc. from Korea E & I)
1-Sep-23
Sponsors/exhibitors to submit app push notification/social media content to ISUOG
1-Sep-23
Diamond and platinum sponsors to submit data protection addendum to receive delegate mailing list, to ISUOG
1-Sep-23
Diamond sponsors to submit certificate page promotional video to ISUOG
1-Sep-23
Sponsors/exhibitors to submit their 20 second innovation videos to ISUOG
1-Sep-23
Advanced Congress newsletter sponsors to submit their newsletter text and banners to ISUOG
1-Sep-23
Sponsored symposium sponsors to submit their app notification/daily newsletter text to ISUOG
1-Sep-23
Submit freight forwarding, logistics, storage order to Meritex
5-Sep-23
Daily Congress newsletter sponsors to submit their newsletter text and banners to ISUOG
16-Sep-23
 
CONGRESS TIMETABLE - PROVISIONAL:
Build
Date
Times (KST)
Exhibition hard build
Saturday 14 October
From 08:00: Shell scheme construction
12:30 - 20:00: Priority access for Diamond, Platinum and Gold Sponsors
14:00 - 20:00: Access for Silver, Bronze and remaining space only stands
Exhibition soft build
Sunday 15 October
08:00 - 22:00: Access for all space only stands
10:00 - onwards: Electricity installation
13:00 - 22:00: Stand dressing of shell schemes
Congress Exhibition hours
Monday 16 October
08:30 – 19:45 (including welcome reception)
 
Tuesday 17 October
08:00 - 17:55
 
Wednesday 18 October
08:00 - 17:55
 
Thursday 19 October
08:00 - 16:35
Breakdown
Thursday 19 October
17:00 – 22:00
 

CONTACT DETAILS/SUPPLIERS

Please find below details of the various suppliers that can be used for the ISUOG World Congress – exhibition, hospitality suites and symposia. Please note:
  • COEX has various fixed suppliers, these are indicated in the table below.
  • ISUOG’s appointed exhibition services company, Korea E & I, can fulfil a lot of supplies and services, as indicated in the table and manual below. These can be reserved via their booking form.
Supply Contact details
Organisers
 
ISUOG
Email address: [email protected]
Venue
COEX
Email address: [email protected]
Exhibition services
Korea E & I
Contact person: Jae Ho Kim
Tel number: +82-2-563-8669
Email address: [email protected]
Freight forwarding, logistics and storage
Meritex International Ltd 
Contact person: Rasa Margyte
Email address: [email protected]
Catering (fixed)
Shinsegae
Contact person: Daeho Shin
Email address: [email protected]
Electrics (compulsory for all stands) To reserve, complete and submit the Korea E & I booking form to [email protected]
WiFi (fixed)
SK Broadband 
Tel number: +82-2-6000-8901
Email address: [email protected] 
LAN/wired networking
Exhibition - To reserve, complete and submit the Korea E & I booking form to [email protected]
 
Hospitality suites/meeting rooms – contact the COEX ([email protected])
AV equipment
Exhibition - To reserve, complete and submit the Korea E & I booking form to [email protected]
Hospitality suites/meeting rooms – basic projection and microphones can be hired from the COEX ([email protected]), otherwise contact Korea E & I
Furniture Exhibition - To reserve, complete and submit the Korea E & I booking form to [email protected]
Hospitality suites/meeting rooms – room set up and basic furniture should be confirmed with the COEX ([email protected]), otherwise contact Korea E & I
Graphics To reserve, complete and submit the Korea E & I booking form to [email protected]
Cleaning To reserve, complete and submit the Korea E & I booking form to [email protected]
 

Forklifts

Contact person: Park Jeong Gyu
Phone: +82-10-5415-2513
 
Company name:Topnurieng. Co., Ltd.
Contact person: No Eun Sun
Phone: +82-31-433-0090 / +82-10-3358-2399
 
Company name: Go Yang Rentec
Contact person: Jeon Yong Han
Phone: +82-10-3736-8204 / +82-31-997-3966

REGISTRATION/BADGES

Allocated badges: Please see below for quantities of badges included in each sponsorship package:

Sponsorship package Diamond Platinum Gold Silver Bronze Shell scheme
Scientific badges 8 6 4 2 1 0
Exhibitor badges 10 7 5 3 2 2
 
Additional badges: All confirmed sponsors/exhibitors will be provided with a unique code and profile link to purchase additional badges. This is a code for individuals to use during their registration journey and not a part of the 'group' which group coordinators manage. Therefore, the exhibitor-individual will need to pay their fee themselves when they use this code. Please see pricing below:
 
Badge type
Price
Exhibitor badge - Early bird (before 16 Aug)
590 USD
Exhibitor badge - Standard
655 USD
Industry scientific badge - Early bird (before 16 Aug)
1,180 USD
Industry scientific badge - Standard
1,310 USD
 
Important information:
  • There will be no access to the Congress without a badge
  • Badges will be available for onsite collection from the registration area
  • Exhibitors are responsible for distributing their own company badges and should note that exhibit personnel are not permitted on site without badges
  • Should you choose to collect the badges as a group you will need to make arrangements to distribute the badges before entry to the exhibition
  • Please note that any additional hostess/staff working on your symposium, within your hospitality suite or on your stand must have a valid exhibitor badge which must be purchased in advance
  • Those who register for an industry scientific badge will also be given access to the ISUOG 2023 event app. Exhibitor badges will not be given access to this feature.
 
For more information about onsite arrangements, please read the joining instructions.

SOCIAL MEDIA, VIDEO/PRINT/WEB/APP ADVERTISEMENTS, AND MAILINGS

Social media package

Eligibility: Included in Diamond package.
Platinum, Gold and Silver sponsors have option to purchase.
 
Entitlements:
  • The use of ISUOG logo
  • The use of ISUOG hashtag
  • The use of ISUOG World Congress branding (if desired)
  • 1 post on ISUOG Twitter account*
  • 1 post on ISUOG Facebook account*
  • £500 additional fee for any additional social media accounts desired
*All text and design will be subject to final sign off by the ISUOG marketing department. Diamond and platinum sponsors can stipulate the date of their posts (outside of live event dates). All other sponsors’ posts will be scheduled by the ISUOG marketing department. Content should be sent 10 days in advance of posting/sending minimum. Sponsors wishing to use the brand must follow the World Congress brand guidelines. ISUOG can offer a design service (at cost) for sponsors for social media materials if desired.
(branding only for use by eligible sponsors listed above)
 
Facebook post or Tweet format:
  • Up to 280 characters including spaces and the compulsory phrase “Promotional message from (company name)”. We require this to differentiate promotional messages from ISUOG content;
  • If an image contains text, it won’t be included in the word count;
  • If you would like to use images or your company logo, it should be sent as JPEG or PNG format;
  • You can decide on the purpose of your post with your marketing team and keep us informed. ISUOG will schedule your post according to ISUOG inner schedule;
Please send your content to [email protected].
 
Deadline: 1 Sep 2023

Innovation video on website

Eligibility: Included for all sponsors 
 
Format: mp4 file via downloadable link such as WeTransfer or Google Drive sent to [email protected]. Duration: 20 seconds max
 
Deadline: 1 Sep 2023

Promotional video for certificate page

Eligibility: All Diamond sponsors are entitled to submit a short promotional video which will show on the attendance certificate download page after the event
 
Format: MP4 via download link such as WeTransfer or Google Drive. Max duration: 30 minutes max.
 
Deadline: 1 Sep 2023

Industry flyer

Eligibility: All Diamond sponsors are entitled to one promotional flyer available for delegates to collect at registration desks onsite, if they wish
 
Format: A5 recommended (maximum A4)
 
Deadline: If you wish to take advantage of this opportunity, please email [email protected] by 17 Jul 2023, and delivery deadlines will be confirmed to you.

Mini program booklet advert

Eligibility: All Diamond sponsors are entitled to one mini program booklet advert
 
 
Deadline: 17 July 2023

Abstract book advert (1 full page)

Eligibility:
  • Premium position included for Diamond sponsors
  • Allocation included for Platinum sponsors
 
Format:
  • images present in the advert should be above 300 dpi.
  • 0nly CMYK color is allowed for advert printing.
  • No RGB color mode should be used for printing.
 
Deadline: 16 Jun 2023
 
If advertisements are not received by the deadline we will be unable to guarantee inclusion. Please note that adverts will be placed where space allows at the discretion of the Organisers.

Advanced delegate mailing list

Eligibility: 1X advanced list for all Diamond and Platinum sponsors
 
Eligible sponsors are entitled to receive a copy of the advanced delegate list for one advance mailing. The list will be provided to sponsors who sign and return the data protection addendum approval to [email protected] by 01 Sep 2023. If you have not received the addendum, please contact the aforementioned email address. Please note, the mailing list will consist of delegates who have opted in for sponsor communications according to GDPR. Sponsors will be asked to share their mailing with ISUOG for approval before sending.
 
Deadline: 1 Sep 2023

App notifications and profiles

Profiles
 
Eligibility: All sponsors will have a profile created on the Congress app
 
Format: The basic entitlements are as follows:
- 200 words describing your company
- Company logo to fit 720 X 405px
- Resources such as a file (PDF/image), external link (website) or youtube video (will open via YouTube app)
 
Each sponsor will be notified of their specific entitlements depending on their sponsorship package via email.
 
Deadline: 07 Aug 2023
 
Push notifications
 
Eligibility:
X1 each for all Diamond and Platinum sponsors
X1 per scan demonstration
X1 per sponsored symposium
 
Format: Character limit - ISUOG will provide details in due course
Please note: From 15 days after the event, all content on the Congress app cannot be edited.
 
Deadline: 1 Sep 2023

 

SCAN DEMONSTRATIONS

Eligibility:
X2 included for Diamond sponsors
X1 included for Platinum sponsors
Option to purchase X1 for Gold sponsors
 
Deadline to submit scan demonstration topic and/or speaker suggestions: 31 Jan 2023
 
The allocation of scan demonstrations will take place in the spring of 2023. Companies will be contacted individually to confirm topic and speaker details.
 
Logistics:
Since several companies are eligible for scan demonstrations, we will allocate each company responsibility to provide some of the basic equipment and ask you to leave it in place for the entire Congress. Please advise the Organiser via the ‘scan demonstration technical form (machine specifications & equipment provision)’ which equipment you are able to provide.
 
Deadline to submit form: 7 July 2023
 
Important note: Under no circumstances may live obstetric or gynecological scans take place on exhibition stands. All live scanning must be restricted to rooms provided for this activity, the demonstration session room within the scientific sessions, where pre-booked, or hospitality suites. Those involved in live scan activities must comply with the Scan demonstration guidelines.
.
Note for sponsors planning scan demonstrations in hospitality suites:
  • Any live scans taking place within hospitality suites are the sole responsibility of the sponsor/exhibitor. ISUOG does not take any liability for any scan demonstrations taking place outside of the scientific program
  • It is the sponsor's responsibility to provide any technical, audio-visual or scanning equipment required within their hospitality suite, including scan machines and scanning tables if you intend to project live scanning
  • Please note that sponsors should ensure that any scanning equipment for use in these areas is secured
  • Sponsors must acquire their own scan demonstration models (including record of their consent) to perform such activity within their hospitality suites
  • Those involved in live scan activities must comply with the Scan demonstration guidelines

SYMPOSIA

AllocationPriority allocation of symposia will be given based on level of sponsorship and first-paid, first served basis. Symposia are organised during lunch breaks or before/after the scientific program, at times which do not conflict with ISUOG’s main scientific program, however we cannot guarantee that other activities will not be running concurrently. Symposia do not form part of the CME-accredited program.
 
Program: Symposia speakers and programs will need program approval by ISUOG by the deadline of 16 April 2023.
 
Deadline to submit program details: 16 April 2023
 
Onsite logistics:
 
Provisional timings (KST):  
 
Room access times
Symposia start/finish times
Mon 16 Oct
12:00 – 13:15
12:15 – 13:15
Tues 17 Oct
12:50 – 14:05
13:05 - 14:05
Weds 18 Oct
12:50 – 14:05
13:05 - 14:05
Thurs 19 Oct
12:50 – 14:05
13:05 - 14:05

Timing: Access to the symposium hall will not be possible until the previous session ends, and the symposium must end 15 minutes before the next session starts. It is essential that the symposium starts and ends at its scheduled time and that all speakers adhere strictly to the program timings. The chairperson of the symposium and/or onsite company coordinator has a responsibility to oversee that the information presented during the symposium is based on proven data and for adhering to the assigned time slot. We cannot completely guarantee that the sessions will be unchallenged by other activities as sponsors have the opportunity to run hospitality sessions at these times.
 
Set up: The stage set-up includes a screen and seating for up to seven persons.  Symposium speakers presenting live must arrive 10 minutes prior to the start of the symposium to be fitted with a headset microphone by the ISUOG AV team. Onsite speakers will also be given a handheld switcher device to move through their presentation slides. A lectern is not included in the stage set as standard. Sponsors will need to cover the cost of any extra/special room set up they require, and this will be subject to ISUOG’s AV team’s advance approval and subject to ISUOG’s AV team’s schedule. Please bear in mind that there is no facility for storage of any equipment within the venue other than within your own exhibition space. If sponsors/exhibitors require storage they should contact the official freight forwarder Meritex – email [email protected].
 
Speakers: ISUOG will not liaise with symposia speakers directly. The sponsoring company must manage all communications and speaker management and cover their requirements/expenses. Please note that it is the sponsor’s responsibility to register their speakers for the Congress and submit their presentations to ISUOG according to ISUOG's instructions.
 
Staffing: Sponsors are responsible for staffing their individual symposium, ISUOG will not provide any staff/hostesses to assist in the running of the symposium e.g. badge scanning, microphone support. Please note that any additional hostess/staff working on your Symposium, within your Hospitality Suite or on your stand must have a valid exhibitor badge which must be purchased in advance.  Your exhibition passes are valid to access your own symposium but to no other scientific sessions or other symposia.  To receive onsite leads, sponsors must purchase a lead retrieval device prior to the live Congress dates via the exhibitor portal (details will be sent to group coordinators via email). 
 
Catering: For symposia taking place during the lunch break, delegates can go to the exhibition prior or after to take their lunch. Sponsors will need to cover the cost of any extra catering they wish to provide, and this will be subject to ISUOG’s advance approval and subject to ISUOG’s logistical regulations.
 
Branding: Sponsors are permitted to erect one freestanding / pop-up style banner, up to 2m (h) x 1m (w) immediately outside the main entrance door to the symposium room from 15 minutes prior to the symposium start time. You may also erect a further two freestanding banners inside the symposium room from 15 minutes prior to your session and for the duration of your symposium. If you circulate flyers or branded materials in your session, we ask that you remove all surplus or left behind material at the end of your session. No branded materials should be left in our outside the room after the symposium.
 
Disclaimers: ISUOG is not responsible for unsatisfactory attendance and/or marketing of symposia. The opinions presented at the symposia are solely those of the speaker and the commercial supporter. They do not represent the opinion of ISUOG. ISUOG does not provide CME credit for these programs.

HOSPITALITY SUITES

Entitlements:
  • Room hire only
  • Option to place branding within room (subject to COEX approval), option to place one branded pop-up banner immediately outside the room
  • Hospitality suite name/location listing on Congress holding slides
  • Hospitality suite name/location listing on Congress floorplan
  • Hospitality suite program listing in mini printed program (industry section) and on digital/web program (industry section) – if pre-approved, for sessions taking place during scientific program breaks only
Access: 08:30 – 17:30 each day, for the number of days agreed and paid for on a sponsor-by-sponsor basis. Please note, rates are quoted per day for the hours of the scientific program (08.30-17:30) and any set-up days or additional hours requested by sponsors will be subject to venue availability and to additional rental costs.
 
Branding: Branding and/or signage as required by companies within their rooms is permitted, however, nothing may be hung from the ceiling or attached to the walls. Any extensive set up/branding plans will need to be submitted to the COEX for approval. One pull-up sign highlighting your hospitality suite is permitted immediately outside your hospitality suite but it may not obstruct corridors in any way. 
 
Set up: Sponsors will be responsible for any technical and audio visual set-up, electrical, furnishing, catering and other costs. Sponsors requiring basic furniture, projectors and microphones should contact COEX ([email protected]), sponsors requiring any other additional furniture should contact Korea E and I ([email protected]). If you want to confirm these or anything else, please see supplier contact list below.
 
Waste removal: Any small sized waste will be collected from the small waste bins by the COEX cleaning team frequently during the whole Congress (16-19 October). Any other/general/large size waste must be removed by the stand-building/dismantling supplier appointed by the sponsor during the breakdown period on 19 October. This is the sponsor and their supplier’s responsibility. If at the end of the breakdown period, any large waste is left onsite from exhibition stands, hospitality suites or meeting rooms, the sponsor will be charged for waste removal by ISUOG.
 
Sponsor who have booked hospitality suites will have been informed which room they are assigned by ISUOG. Room floorplans can be found here: https://www.coexcenter.com/facilities-floor-plan/
 
Notes for sponsors planning scan demonstrations in Hospitality Suites:
  • Any live scans taking place within hospitality suites are the sole responsibility of the sponsor/exhibitor. ISUOG does not take any liability for any scan demonstrations taking place outside the scientific program
  • It is the sponsor's responsibility to provide any technical, audio-visual or scanning equipment required within their hospitality suite, including scan machines and scanning tables if you intend to project live scanning
  • Please note that sponsors should ensure that any scanning equipment for use in these areas is secured
  • Sponsors must acquire their own scan demonstration models (including record of their consent) to perform such activity within their hospitality suites
  • Those involved in live scan activities must comply with the Scan demonstration guidelines
Deadline to submit programs: 17 Jul 2023
 
Deadline for sponsors/exhibitors arranging any special set-ups in their hospitality suites/meeting rooms to submit the below information to ISUOG for COEX approval: 17 Jul 2023
 
* Draft layout plans with technical dimensions, including:
Any signage/banners planned
Expected electric power usage (220V 60HZ)
Structural flame-proof certification if woodwork/carpentry is required
Equipment list if any planned usage of special equipment/machinery (air shot, fog, etc)
Confirmation of floor protection (Pytex flooring) being laid out if any installation is planned
 
*Service provider(s) information, including:
Name of company
Contact person
Email
Mobile number
 
Deadline to submit any additional requests to the relevant suppliers (for example: catering, AV, electrical services, furniture): 16 August 2023

MEETING ROOMS

Entitlements:
  • Room hire only
  • Option to place branding within room (subject to COEX approval), option to place one branded pop-up banner immediately outside the room
  • Meeting room name/location listing on Congress floorplan
  • Please note meeting room activities are not promoted by ISUOG in any other Congress materials except the floorplan
 
ImportantIf promoting your meeting/other activities is important, you will need to upgrade to a hospitality suite.
 
Access: 08:30 – 17:30 each day, for the number of days agreed and paid for on a sponsor-by-sponsor basis. Please note, rates are quoted per day for the hours of the scientific program (08.30-17:30) and any set-up days or additional hours requested by sponsors will be subject to venue availability and to additional rental costs.
 
Branding: Branding and/or signage as required by companies within their rooms is permitted, however, nothing may be hung from the ceiling or attached to the walls. Any extensive set up/branding plans will need to be submitted to the COEX for approval. One pull-up sign highlighting your meeting room is permitted immediately outside your room but it may not obstruct corridors in any way. 
 
Set up: Sponsors will be responsible for any technical and audio visual set-up, electrical, furnishing, catering and other costs. Sponsors requiring basic furniture, projectors and microphones should contact COEX ([email protected]), sponsors requiring any other additional furniture should contact Korea E and I ([email protected]). If you want to confirm these or anything else, please see supplier contact list below.
 
Waste removal: Any small sized waste will be collected from the small waste bins by the COEX cleaning team frequently during the whole Congress (16-19 October). Any other/general/large size waste must be removed by the stand-building/dismantling supplier appointed by the sponsor during the breakdown period on 19 October. This is the sponsor and their supplier’s responsibility. If at the end of the breakdown period, any large waste is left onsite from exhibition stands, hospitality suites or meeting rooms, the sponsor will be charged for waste removal by ISUOG.
 
Deadline for sponsors/exhibitors arranging any special set-ups in their hospitality suites/meeting rooms to submit the below information to ISUOG for COEX approval: 17 Jul 2023
 
* Draft layout plans with technical dimensions, including:
Any signage/banners planned
Expected electric power usage (220V 60HZ)
Structural flame-proof certification if woodwork/carpentry is required
Equipment list if any planned usage of special equipment/machinery (air shot, fog, etc)
Confirmation of floor protection (Pytex flooring) being laid out if any installation is planned
 
*Service provider(s) information, including:
Name of company
Contact person
Email
Mobile number
 
Deadline to submit any additional requests to the relevant suppliers (for example: catering, AV, electrical services, furniture): 16 August 2023

EXHIBITION

Provisional floorplan

Any exhibitor who has not confirmed a stand space location will be able to choose from the available stands. Should there be any changes to the plan, exhibitors will be advised accordingly and final stand number will be announced later in the summer.
 
Please see the provisional exhibition floorplan for the ISUOG World Congress below. This floorplan is subject to change. 
 
Click on the image below to view a higher quality version.
 

To view the full Congress venue floorplan click here.

Stand contractors and stand plan approval

ISUOG’s official exhibition services company: Korea E & I will be providing shell scheme packages and also offers stand construction and other services as outlined in this technical manual.
 
Free build contractors: Please note that the COEX has a list of designated stand contractors. However, if you prefer to use an external contractor you must submit name and contact details to [email protected] and cc [email protected] for final approval. As per the regulations of COEX please note that ONLY COEX approved contracts can build within the exhibition hall.  Any external stand builders must hire/work with one of the approved COEX stand contractors.
 
Space only stand plan approval: Stand plans will need to be approved by Korea E & I and COEX. Exhibitors are required to submit their proposed stand plans to [email protected] with [email protected] in copy for review and approval. Stand plans should include the following for approval:
  • 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 COEX/ISUOG prior to submitting the designs
  • The name and contact details of their construction company
Korea E & I reserve the right to deny the stand plan, if the plan is not appropriate. Korea E & I reserve the right to access the stand at any moment in order to check its compliance with regulations.
 
  • Deadline: 17 July 2023
Important stand regulations:
  • Height limits: The maximum height of stands is 4.5 metres for space only stands, and 2.4 metres for shell scheme stands, in all locations.
  • Rigging: Rigging is not allowed in the exhibition hall for any stand type or location.
  • Back/rear walls of stands: All structural back walls of neighbouring booths must be properly decorated. Back walls (reversed side) over 2.5m in height must be finished in white (no wiring, no graphics, no logo).
  • Neighbouring stands: No construction will be allowed if it overshadows a neighbouring stand.
  • Weight limits: It is mandatory for any sponsor/exhibitor/their contractor bringing any large items over 1,500 KG to submit a detailed plan describing the unloading procedure and dismantle procedure for build/breakdown in the exhibition. This should include:
  • Access planned
  • Transportation being used
  • Plan for weight distribution (number of platforms, dimensions and weight resistance)
  • Deadline: 15 Sep 2023
  • Carpet: All exhibitors must install a carpet in accordance with COEX regulations before constructing a stand.
  • Raised floor/platform: Please note that if your booth has a platform higher than 4.5 cm, you are required to provide a ramp for wheelchair access. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
  • Fire safety: All textiles used in stands must be fireproof, and have papers to prove this. Fail to provide these, may cause delays or even stop stand build. The use/storage of flammable substances is forbidden. If any doubt, contact Korea E & I. Access to extinguishers must not be restricted, neither must their respective signs or emergency doors be blocked. It is not permitted to operate any machinery that emits fumes, gas, steam, smoke or flame.
  • Fire Insurance (compulsory): Exhibitors must be insured against fire.
  • Electricity: If the stand has a platform, electricity distribution points must be kept accessible. Exhibitors must be aware of the possibility of placing power lines and connections across stand spaces and corridors to supply those services to all other stands.
  • General: Screwing, nailing or the use of paint, glue or anything that can damage the structural elements of the building are not allowed. In case of damage to the venue and its facilities, the cost of repairs or replacement will be charged to the exhibitor.
  • Platforms: It is necessary to inform Korea E & I of the set up day and time of stands with platforms, as the services requested from Korea E & I and the COEX (electricity etc.) must be installed prior. Before placing platforms, the sponsor/exhibitor/stand contractor must confirm that services provided by Korea E & I are installed first. If ordered services are not checked by the sponsor/exhibitor/stand contractor before the platform is installed, Korea E & I reserves the right to refuse cancellations/refunds. 
  • 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.

Exhibition build and breakdown

Access for build and breakdown:
  • Korea E & I are responsible for coordinating the entry of vehicles and goods, and the length of stay of vehicles, into the COEX during build, the live exhibition and breakdown, within the hours confirmed by ISUOG and COEX. Diamond and Platinum sponsors will have build access priority. All sponsors/exhibitors will be informed of their build access time slot by Korea E & I and must adhere to these times and regulations.
  • All vehicles must remain with their engine off within the premises of COEX. The use of loading and unloading areas is exclusively for this purpose. It is forbidden to remain parked in these spaces.
 
Breakdown and waste disposal:
  • No waste should be left in the exhibition aisles at any time.
  • Any space used by a sponsor/exhibitor must be returned to the COEX completely clear of all sponsor/exhibitor items and returned to its original state by the sponsor/exhibitor or their contractor. 
  • Once the breakdown is over, Korea E & I nor ISUOG nor COEX will be held responsible for the safekeeping or storage of any items left in the COEX. If Korea & I has to arrange the removal of any items, Korea E & I reserves the right to destroy or remove items and to charge this to the sponsor/exhibitor. Please see ‘freight’ section below to arrange your own freight.
  • Any damage detected in space used by a sponsor/exhibitor will be made known to the sponsor/exhibitor and the appropriate measures will be taken by Korea E & I, ISUOG or COEX to charge costs to the sponsor/exhibitor.

Health and safety

You are required to comply with all statutory, local authority and standard institution regulations, standards, provisions, requirements, codes of practice, recommendations and laws for the time being in force that are applicable to your use of the venue premises and facilities for the duration of the Congress. It is your responsibility and not ISUOG’s or COEX’s to ensure that you and any third parties are aware and adhere to all of the above matters. All exhibitors are responsible for the health and safety of their staff on their stand and within the venue. Please consider the following points:
 
Safety checklist:
  • Appoint a competent person to handle health and safety measures for your participation 
  • Review the accident statistics of your participation at previous events in which you have been involved
  • Read this technical manual and heed all stipulated and stated regulations and safety requirements 
  • Undertake a risk assessment for the event & ask any of your contractors for a risk assessment for the event - it is advisable that a risk assessment is completed for the booth and submitted to both COEX and ISUOG
  • Notify all parties of any undue hazard resulting from the risk assessment
  • All evacuation routes and emergency exits have to be free of materials and cannot be blocked for any purpose throughout the event
  • Do not block any emergency equipment (e.g. fire extinguishers) throughout the event
  • Follow all displayed warning signs and posters throughout the event
  • Smoking is prohibited at the COEX throughout the event
  • During the build and breakdown, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol and drugs
  • Children under 18 years are not allowed in the COEX during build or breakdown
  • Exhibitors/sponsors/contractors are required to wear the necessary personal protective equipment such as safety footwear, protective helmets, eye protection, and hand protection required by the specific work
  • It is obligatory to use personal protective equipment in various stages of build and breakdown if there is a potential hazard to yourself
  • All tools should be safety checked and with required protections, please disconnect electric tools when not in use
  • All ladders, scaffolds and similar equipment must be of good quality/safety checked, have all their components, and be of the right size/type
  • Any trolleys, forklifts and similar equipment should be used for the transportation of goods, not people
  • When dealing with electricity always use a certified electrician 
  • Be careful when walking in the aisles during set-up and avoid walking in front of forklifts and between crates 
  • Keep all aisles and work areas clean and free of hazards. Discard all rubbish and waste in the proper containers 
  • When lifting, keep your back straight. Use your legs to lift the object, not your back 
  • Use a step stool or step ladder, not a table or chair & have a well-stocked first aid kit with you 
  • When dismounting from equipment or fixed objects always dismount facing the machine or object. Never jump down 

Insurance and liability

You are responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties. In addition to this you should protect against abandonment and cancellation or curtailment of the event due to reasons beyond the Organisers’ control.
 
In participating in this Congress, companies agree to be responsible for all damage to property and for any loss or injury caused by them or their agents or employees and will indemnify the Organisers against all claims and expenses arising there from. The exhibitor is responsible for the security and insurance of their activity, materials and content at all times. Exhibitors agree to consult their insurance company or insurance brokers to cover themselves fully against any risks associated with their activity. If relevant, liability to the public should also be covered by appropriate insurance, by the exhibitor.
 
In the event of it being necessary for any reason whatsoever for the exhibition to be abandoned, postponed or altered in any way in whole or part, or if the Organisers find it necessary to change the dates of the exhibition, the Organisers shall not be liable for any expenditure, damage or loss incurred in connection with the exhibition. The Organisers shall further not be liable for any loss, which the exhibition or exhibition contractors may incur owing to the intervention of any authority, which prevent or restricts the use of the premises or any part thereof in any matter whatsoever.
 
While the Organisers take every precaution to protect the exhibitors’ property during the exhibition, they are not responsible for any loss or damage. Please forward proof of third party public liability insurance for no less than the equivalent of £2,000,000 (we recommend £10m) to [email protected].
 
  • Deadline: 17 July 2023

Security

  • Sponsors/exhibitors are responsible for all items on their stand during the whole exhibition, including build and breakdown, and other rooms (hospitality suites and meeting rooms) for the duration of the event.
  • All rooms used by ISUOG will be locked after event hours. It is the responsibility of the exhibitors/sponsors to make sure their additional rooms (hospitality suites and meeting rooms) are locked after event hours.
  • Please note the COEX lobby/foyer areas are open to public access.
  • It is recommended that items are not left unattended and laptops and valuables are removed from stands/rooms when not manned.
  • ISUOG, Korea E & I and the COEX cannot be held responsible for items left unattended or any possible theft occurring during the event. The most vulnerable times are build up and breakdown.

Electricity

  • All sponsors/exhibitors have to order an electrical switchboard for their stand.
  • Only Korea E & I is authorised to provide the electrical switchboards for stands.
  • Electrical switchboards provided by Korea E & I cannot be manipulated by sponsors/exhibitors. If any indication is seen of damage, this will be charged to the company who has ordered it.
  • Korea E & I and COEX staff reserve the right to disconnect electrical installations if they are not properly installed or pose a safety threat to the exhibition.
  • The power of the electrical boxes on the exhibition floor are 20 KW. These boxes sometimes have to be shared between exhibitors. Should this be required, Korea E & I reserves the right to cross over stands, corridors or structures to deliver technical services to other stands or areas.
  • The sponsor/exhibitor is responsible for calculating the power necessary for their elements/installations to be connected, together with the necessary voltage (220 V or 380 V).
  • The electrical power service of the venue boxes is 32 A. 380 V. If more power is needed, the cost of extending this will be charged to the sponsor/exhibitor.
  • The differential relay of the power and lighting primary circuits are 30mA and they are not super immunized. It is the exhibitor/sponsor’s responsibility to advise how to connect their box provided by the venue. If an exhibitor/sponsor brings their own switchboard it is compulsory to connect it to the electrical switchboard provided by Korea E & I and to inform Korea E & I how to connect them.
  • The venue can only provide electricity from the floor. No ceiling power points are available at the venue.
  • If exhibitors/sponsors want cabling cover, this must be requested from Korea E & I.
  • Socket/electrical extensions will be delivered next to the electrical box. Exhibitors/sponsors have to place sockets/electrical extensions at the right locations.
  • At the end of the exhibition hours each day, all stand lights must be switched off. Stand staff should check their stand spotlights are switched off. If this is not done, Korea E & I or the COEX reserve the right to and will not be liable for any damage or disruption caused.
  • At the end of the exhibition hours each day, all electricity will be switched off. If sponsors/exhibitors require 24 hour electricity for some devices (not lights), a second electrical switchboard will have to be ordered.
  • In the instance that a stand/exhibitor brings their own electrical switchboard, which has to be connected to the Korea E & I switchboard, it is mandatory to indicate which power line goes to the stand lights, in order that the stand staff know which switch/button has to be turned off at the end of the day.

Water

  • Korea E & I can only supply water to stands that have a water tap available on their stand. The costs of an additional platform or material to hide this installation must be covered by the stand/exhibitor.
  • Korea E & I must be informed if a stand has a platform, and the scheduled build date and time, without this information Korea E & I is not liable for providing the requested installation and the payment will be refunded.
  • It is the obligation of the installer to verify that the installation of water drainage is in place before the platform is installed. It is mandatory to leave access to the water tap.
  • The water supply system includes only the water pipe and drain, no other connection to any other element.
  • It is the responsibility of the exhibitor/sponsor/stand contractor to ask Korea E & I for the technical connection details.

Internet

  • Internet cables <LAN> must be ordered from Korea E & I.
  • It is the responsibility of the sponsor/exhibitor to request the connection details.
  • To use WiFi, please contact Korea E & I, you can purchase a WiFi-only card and use it in your stand.
  • Fixed wifi lines should be ordered from SK Broadband, email address: [email protected].

Furniture hire

  • Any materials rented from Korea E & I must be returned in the same condition as it was delivered.
  • Korea E & I will bill the sponsor/exhibitor for any materials hired that are not on the stand at the time of collection during breakdown.
  • Exhibitors/sponsors are responsible for any keys provided with doors/storage cupboards. Lost keys will be charged to the exhibitor/sponsor.
  • It is the responsibility of the sponsor/exhibitor to confirm that rental equipment fits within their space/stand.

Signage

Digital signage:
 
It possible to book digital signage at the venue during the Congress.
This must be booked via ISUOG, in advance.
If you are interested in this, please email [email protected] by 1 July 2023.

Catering

Catering services can only be provided by Shinsegye. Exhibitors/sponsors cannot bring their own catering or catering equipment.

Shell schemes

Each shell scheme booth includes the following:
 
  • White wall panels
  • 1 x fascia header (black letter on white board)
  • 2 x spotlights
  • 1 x power outlet including mains supply 1kw
  • 1 x information desk
  • 2 x folding chairs
  • 1 x waste basket
 
Graphics and header fascia signs:
 
  • A fascia sign with the exhibitor name is included in the shell scheme package
  • Fascia nameboards will be black lettering on white board
  • If you require a company logo these will be charged accordingly 

Cleaning

Daily cleaning of the aisles and common areas will be carried out in the exhibition area as part of the exhibition package. Should you require your stand to be specifically cleaned during the event or order waste removal during the exhibition build and break down please see ‘supplier contact list’.
 
Waste removal
 
Any small sized waste will be collected from the small waste bins by the COEX cleaning team frequently during the whole Congress (16-19 October).
 
Any other/general/large size waste must be removed by the stand-building/dismantling supplier appointed by the sponsor during the breakdown period on 19 October. This is the sponsor and their supplier’s responsibility. If at the end of the breakdown period, any large waste is left onsite from exhibition stands, hospitality suites or meeting rooms, the sponsor will be charged for waste removal by ISUOG.

Carpet/flooring

All exhibitors must install a carpet in accordance with COEX regulations before constructing a stand.

​​​​​​​Freight forwarding and logistics

Meritex International Ltd have been appointed by ISUOG as their worldwide freight forwarding and site handling agents for ISUOG 2023 exhibition in Seoul, Korea. Meritex are offering the option of SEA, ROAD or an AIR freight service directly from your location to your stand in Seoul and return.  Meritex will co-ordinate through our local agents the safe transport, customs clearance and handling on site of all exhibition materials. Meritex International will provide the following services:
  • Assistance with air, sea and road freight from your country of origin and return
  • Advanced receiving warehouse for courier shipments
  • Checking and translation of shipping invoices and documentation
  • Collections, deliveries and export packing services
  • Freight tracking throughout
  • Customs clearance and oversight of customs inspections
  • Supply of forklifts, cranes and freight workers on site
  • Secure and open storage
  • Return freight services from Seoul to country of origin
Full shipping and customs clearance instructions including arrival deadlines will be forwarded to all exhibitors directly by email and can be obtained by contacting Meritex International at any point.
 
  • Deadline: 5 September 2023.
 
IMPORTANT: Please contact Meritex International prior to sending any shipments to the event for full instructions and guidance in order to avoid any potential problems with customs clearance or delays in delivering to stand.  

 
   
Meritex International Ltd   
The Coach House  
20 Northernhay Street  
Exeter, Devon, EX4 3ER      
United Kingdom             
Attn: Rasa Margyte
Tel: +44 1392454999
Web: www.meritex.co.uk

 

Occupation of stand space:

Unless otherwise agreed in writing by ISUOG, exhibitors are not authorised to sublet, share or transfer their stand space. In the event of an exhibitor failing to take possession of their stand ISUOG has the right to re-allocate the stand and all monies paid shall be forfeited.

Noise levels

No microphones or PA systems are allowed in the exhibition.

GENERAL INFORMATION, DISCLAIMERS AND TERMS

Accommodation: Please see the accommodation page for more information.
 
Car parking: Information about car parking at the COEX Center can be found here: www.coexcenter.com/parking/
 
Closing meeting with ISUOG: All exhibitors are welcome to attend our Exhibitors’ Closing Meeting onsite. An invitation with date, time and room details will be emailed to you prior to the meeting. This is your chance to provide feedback to the Organisers for future Congresses. We hope you will be able to attend.
 
Compliance: ISUOG strives to hold educational and scientific congresses, symposia and events that are independent and compliant with international exhibition and sponsorship standards and best practices. All exhibitors and sponsors participating in ISUOG congresses, symposia and events are recommended to consult their internal and external compliance processes as it is their responsibility to comply with any laws or regulations that pertain to their particular industry. Whilst ISUOG will endeavour to support all exhibitors and sponsors to meet their own compliance standards whilst participating in ISUOG congresses, symposia and events, ISUOG is not liable in any way for exhibitors or sponsors not complying to legal, ethical and industry standards.
 
 
EACCME compliance in industry communications
ISUOG applies for EACCME accreditation each year. EACCME states that "the EACCME© accepts that when a commercial company supports an event, the company can announce the event via their website or social media but not via mailing".
 
Data protection: As a sponsor or exhibitor on this event, you will be able to connect with all delegates onsite.
 
Data privacy notice: 
Once any delegate agrees to their information being shared with sponsor/exhibitors via the registration form, that sponsor/exhibitor becomes a data controller in relation to the shared data. This includes complying by all relevant data protection laws, including having a complaints procedure in place and an option of opting-out of receipt of any communications from you.
 
Exhibitors are expected to respect data protection regulations in relation to this event and any information that is presented in the context of the event. Delegate information may not be used for any purpose other than that agreed in advance in writing with the Organisers.
 
Disclaimer: All best endeavours will be made to present the program as printed. However, the Organisers and its agents reserve the right to alter or cancel without prior notice, any of the arrangements, timetables, plans or other items relating directly or indirectly to the Congress for any reason beyond its reasonable control. The Organiser and its agents are not liable for any loss or inconvenience caused as a result of such alteration. 
 
Duplications and recordings: Photography, audiotaping, video recording, digital taping or any other form of duplication is not permitted under any circumstances session halls or public places. Filming is permitted in all private rooms (e.g. Hospitality Suites and Meeting Rooms). Sponsors/exhibitors are responsible for arranging the necessary permissions/logistics to record any content in these rooms. ISUOG is not responsible for any failure to arrange consent with individuals featuring in these recordings.
 
Emergency telephone numbers: If you have an urgent requirement at the venue please find an ISUOG member of staff. In case of an emergency use the following numbers:
General emergencies: 119
Police: 112
Ambulance: 119
Fire department: 119
 
Lost property: Please hand any lost property to the staff at the registration desks where it will be made available for collection. At the end of the Congress, any unclaimed items will be disposed of or taken back to London by ISUOG.
 
Payment: All exhibitors/sponsors are expected to have paid in full for their stands/rooms/services and any additional activities in advance of the Congress. If any sums remain outstanding at the time of registration, exhibitors/sponsors are required to settle the outstanding amounts in full by credit card before they may enter the venue. Build will not be allowed if a balance is outstanding.
 
  • IMPORTANT NOTICE: Please be aware of the increase in cybercrime and fraud, and be vigilant when reviewing any sponsor/exhibitor invoices you receive. If you receive an invoice pertaining to be from ISUOG that contains different bank details to those you have already been given, or a sudden request for urgent payment, or the invoice is sent from an email address other than [email protected], please contact our Finance team immediately by phone (+44 (0)20 7471 9955) or email ([email protected] copying [email protected]) to check the invoice is valid. ISUOG (the organiser) will not be liable for any monetary loss caused by hacking and/or fraudulent invoices. In the case that this happens, any outstanding payments for sponsorship/exhibition packages will still be due. It is the responsibility of the sponsor/exhibitor to carry out due diligence and contact the organiser when there is any doubt about the legitimacy of invoices or other payment requests.
 
Smoking policy: Smoking is prohibited in all public indoor areas, including private areas of exhibition space.
 
Social events: All stand personnel are invited to attend the welcome reception on a complimentary basis and to make the most of these excellent networking opportunities. You are also invited to purchase tickets and join us for our Congress party. For more information on these events, please visit the social program page or contact the organisers with any queries.
 
Terms and conditions: The full sponsorship/exhibition terms and conditions can be found here.
 

 
If you have any questions that are not answered by the above technical manual, please contact [email protected].

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