Bases Generales Participación de la feria en Inglés

Here are the general regulatory requirements for a successful SIGESTIC'23 Commercial Fair and Business Round. It must be complied with by those companies that aspire to participate as exhibitors and to be part of the agenda of meetings.

COMMERCIAL FAIR

DATE AND LOCATION OF THE EVENT

The Commercial Fair will take place on the 12th and 13th of September 2023 at Plaza America Convention Center, Varadero, Matanzas.

EXHIBITORS

Cuban economic actors, international companies, and branch offices in the information technology and communications sector will be admitted as exhibitors.

CONTRACTING SPACE

You can apply in person at the Information Technology Company offices or by email at comercial@eti.biocubafarma.cu for exhibitor status at the commercial fair.

Contracting space by June 30th, 2023, and signing a participation contract with the event organizer is required. 

Assigning space will be based on the interests of the company applying, subject to existing capacity at the time of application.

The reservation of the exhibitor space will only become official upon payment of the corresponding participation fee, according to the terms and conditions established in the contract to be signed.

Please visit the Exhibit Areas menu on the website to view the areas available for participation.

PARTICIPATION OPTION

The exhibitor may choose one of the available spaces, which he will receive already set up. In this, the exhibitor will only decide on the disposition of the samples and the ambiance related to them. 

ACCREDITATION

In correspondence with the contracted area, the exhibitor will be assigned a credential in the exhibitor category, which includes an accreditation module and lodging.

For each additional credential required by the exhibitor for his presentation at the stand, he must pay 35,000.00 CUP, corresponding to the registration fee as a delegate of the event.

The credentials are personal and non-transferable. In case of loss, the Organizing Committee must be immediately informed.

SET-UP AND AMBIENCE

The stands will be set up according to the design and structure of the fair as determined by the event organizer. It will be carried out on September 11, 2023, by the specialized staff of the event's organizing committee.

No transformation of the planned design, nor the structures used in its execution, will be allowed.  

Exhibitors will have the right to work on the decoration of their respective stands during September 11, 2023, once the same has been assembled satisfactorily. If more time is required to set up the stand, the interested company must coordinate directly with the event Organizing Committee. 

On September 12, 2023, at 8:30 AM, stands must be ready and clean for the fair's opening.

When decorating and placing samples, exhibitors must avoid manipulating stand structures or using materials that may damage their surfaces. The same prohibition applies to the facilities where the fair is held. Decoration should never extend beyond the contracted area.  

Exhibitors must provide before July 15, 2023, their visual identifier, in digital form, in a file compatible with Adobe Illustrator and Corel Draw software (*.ai / *.cdr / *.eps), to include it in the design of their stand, as well as in the rest of the marketing materials to be developed. Preferably accompany the files with the Corporate Visual Identity Manual or a document with the guidelines for its use, as the only way to guarantee the proper application of the visual identifier.

HOURS

The Commercial Fair exposition phase will be open from 8:30 AM to 1:30 PM. During this period, the exhibitor's staff must remain at the stand, providing the proper attention to visitors.

OF THE REALIZATION OF PRESENTATIONS

As part of the fair, an area will be set aside for presentations of products and services, experiences, and best practices. This will operate on September 13, and each presentation may be up to fifteen minutes long. 

Companies interested in making presentations of this nature should send them by e-mail to comercial@eti.biocubafarma.cu or directly to the offices of the Information Technology Company if the size of the presentations exceeds the limit allowed by the mailbox to which they are sent. They will be included in the official program of the fair.

The deadline for the submission of these presentations will be August 31, 2023.

PROMOTION AND PUBLICITY ACTIONS

The event's Organizing Committee will prepare a digital catalog of the companies participating as exhibitors at the fair, organized in alphabetical order, which will be published before the start of SIGESTIC'23.

The information contained therein shall be provided by the exhibitors themselves, for which purpose they shall agree to send their respective information; in digital format and in the model established for such purpose, which is included as the "Exhibitor's Catalog Information Model" the Organizing Committee shall not be responsible for omissions or errors in the information provided.

Exhibitor's Catalog Information Model

In addition, interested exhibitors can provide audiovisual material that they are interested in including in the promotional spaces intended for this purpose; these will be integrated into the design of the commercial fair. They must be delivered by August 1, 2023, in digital format and with the appropriate quality at the ETI offices.

The event Organizing Committee reserves the right to insert them in the promotional spaces it deems appropriate, always respecting the integration with the visual design of the fair and the proportional distribution of the promotional materials provided by the exhibitors.

Advertising or promotional support in any form is not permitted on the fairgrounds or at other event locations without prior coordination with the event organizer.

Exhibitors of the commercial fair interested in carrying out promotional activities other than those described in the previous paragraph but always associated with the objective of the event, such as contests, raffles, demonstrations, and sample delivery, and others must coordinate directly with the Organizing Committee of the event, for their inclusion in the fair program, as well as their organization in the appropriate areas for such purposes, avoiding affecting the exhibition of other exhibitors and the circulation within the exhibition area.

The deadline for coordinating these activities is August 20, 2023. 

Exhibitors who plan to have audio and/or video equipment in their stand must take the appropriate measures regarding volume so as not to affect the activity of neighboring stands.

DISMANTLING

The removal of samples and merchandise from the exhibitor's stand will take place on September 13, 2023, starting at 1:30 PM, after the official close of the event.

The stand must be delivered in the same condition in which it was received by the exhibitor and free of garbage.

SECURITY AND PROTECTION

Each exhibitor will be responsible for the custody and safekeeping of the samples, furniture, and other elements that appear in their stand, during the hours of operation of the fair from 8:30 AM to 1:30 PM. 

During the time outside the hours indicated in the previous paragraph, protection will be guaranteed by the hotel security.

In the event of any irregularities in this aspect, exhibitors must inform the Organizing Committee of the event on time.

BUSINESS ROUND

PARTICIPANTS

Business Round participation will be an obligatory condition for Commercial Fair exhibitors.

The participants in the scientific event will be able to register if they are interested in setting up a meeting with the exhibitors.

ACCREDITATION 

Companies interested in participating must apply digitally by completing an application form. Registration will be done exclusively through this website. There will be a call for accreditation starting on July 1, 2023, and it will end on July 31, 2023.

Those interested may participate if they officially register and must commit themselves to,

  • Correctly complete the data requested in the registration form.
  • Attend the appointments punctually on the date and at the time specified in the agenda programmed by the event organizer.
  • Designate a contact person on behalf of the company.

REGISTRATION FORM

From the official list of exhibitors, those with whom the company is interested in holding meetings should be marked. Likewise, indicate the day and time of preference to hold the meetings.

In completing this form, you are not obligated to schedule any business meetings, which will be coordinated by the Event Organizing Committee, taking into account all the requests received, the order in which they are received, and the availability of places on the requested date.

MEETING PROGRAM

The SIGESTIC'23 Organizing Committee will prepare a customized meeting program for each exhibitor of the commercial fair based on the requests received. It will notify its confirmation via email to the contact links established by each applicant company during the last week of August 2023.

The meetings will be taking place at the exhibitors's stands. Appointments should be scheduled by the timetable foreseen for this purpose to avoid delays in the overall program of the Round.

IMPORTANT DEADLINES

  • June 30, 2023: Deadline for receiving and formalizing applications for participation in the Commercial Fair. 
  • Following receipt of the participation contract: Payment of the contracted space.
  • July 1, 2023: Business Round accreditation registration begins.
  • July 15, 2023: Deadline for submitting the business identifier (logo) by exhibitors.
  • July 31, 2023: Deadline for submitting applications for registration to the Business Round.
  • August 1, 2023: Deadline for exhibitors to submit audiovisual promotional material.
  • August 20, 2023: Deadline for coordination of promotional activities.
  • August 31, 2023: Deadline for submission of presentations of products, services, experiences, and best practices of exhibiting companies.
  • Last week of August 2023: Confirmation of the Business Round meetings program.
  • September 1, 2023: Release of the Commercial Fair program.
  • September 11, 2023: Decoration of stands.
  • September 13, 2023: Dismantling of stands (after the close of the event).