ALFI European Alternative Investment

Funds Conference

20 & 21 November 2012

Nouveau Centre de Conférences Kirchberg (NCCK)

4, Place d’Europe L-1499 Luxembourg

Exhibitors’ Manual

Table of Contents

Deadlines Overview- To do list! 1

Conference venue 2

Your company advert in the conference brochure

(technical specifications) 6

Tickets registration 7

All about your exhibition booth 8

Conference Service Providers 10

Accommodation 11

Annexes-forms to be sent to the ALFI Events team

exhibition booth material order form

booth set-up & break down form

draw organisation form

delivery label

12

Dear Exhibitor, This document is designed to offer you some useful information in order to facilitate your exhibition at this event. You will find below general information as well as information on your booth, order forms and useful service providers contacts. If you have any questions, please contact the events team at events@alfi.lu and we will be happy to assist you! We look forward to seeing you in November, Kind regards, Events team Siobhan, Irène, Andreea, Virginie, Karen & Ria

1

Deadlines overview Once the contract is signed In order to be listed on www.alfi.lu under the conference

section, please send the following items to events@alfi.lu

your company logo in .jpg (website) and,.eps (print) format

a 50 word description of your company

the web address you wish your description to be linked to

As per invoice date Pay invoice in order to move up on the priority list.

1 October

Help promote the conference by sending the invitation to your contacts. Hardcopies of the invitation brochures can be ordered at no charge by e-mail: events@alfi.lu.

5 October

Send your A4 company advert for the conference documentation brochure to in_ads@kneip.com with copy to events@alfi.lu.

5 October

Mark your preferred booth numbers/selection criteria on the booth allocation form and return it to events@alfi.lu

As soon as possible

Deadline for hotel bookings is: October

5th, 2012.

Book hotel accommodation for your conference attendees. Hotel bookings are managed by Luxembourg Convention Bureau: Tel.: +352 / 22 75 65 - Fax: +352 / 46 70 73, E-mail: convention.bureau@lcto.lu

1 October

Order booth material: by returning the material order form (see annexes)

1 November

Send us the set-up and the break down booth confirmation sheet (see annexes)

Until 15 October

Register the persons for the full access tickets included in your sponsorship/ exhibition package. A special link will be sent to the exhibitor’s main contact person. (1 person/ per ticket/ per day – sharing of tickets is not possible.) Additional attendees can be booked via our website www.alfi.lu. (normal registration procedure online or by fax)

19 November (Delivery hours: 09.00 – 17.00)

Deliver your exhibition material using the delivery label provided by ALFI (see annexes)

19 November

(Set-up hours: 14.00 – 17.00) Booth set-up

21 November

(Booth breakdown hours: 16.00 -18.00) Booth breakdown

Mon-Fri, office hours +352 22 30 26 1

Ask ALFI if you have any questions or if you need some information or help. events@alfi.lu , phone: +352- 22 30 26 1

2

Conference center

Address : Nouveau Centre de Conférences Kirchberg (NCCK) 4, Place d’Europe L-1499 Luxembourg

3

4

Exhibition general information & conditions

I. Exhibition options

- Exhibition booth (with 2 or 4 full access tickets and 1 booth only ticket included) - Package: General Sponsorship + Exhibition booth - Lunch Sponsorship incl. Exhibition booth

II. Exhibitors’ benefits

- Exhibition space (3m wide, 2m deep)

- Comprehensive insurance cover

- WIFI internet connection

- 1 standard table, 2 chairs, table cloth and paper bin –must be ordered

- Possibility to organise a draw during the conference breaks

- Delegates list before the conference

- Conference brochures for marketing purposes on request

- Logo, link and 50 word description in exhibitor section of ALFI website www.alfi.lu

- One page A4 company advert on documentation brochure distributed to all attendees

For companies with more than one sponsorship, only one advert will appear in the conference brochure

- Company name listed as exhibitor on floor plan distributed to all attendees

- “Full access” tickets to the conference according to your agreement

- 1 “Booth only” ticket per conference day

III. Exhibition conditions

The deadline for booking exhibition space is 24

September 2012 in order that your company name

and advert appear in the conference brochure given to all participants. Exhibition space will be sold up until the conference date, depending on availability.

IV. Registration conditions payment & cancellations

An invoice for the booked package will be sent to the invoice address indicated on the agreement, which must be paid prior to the conference (see date on the invoice). No refund can be made for any tickets included in the exhibitor/sponsorship package.

V. Payment

The invoice will be sent to you by post. Please make your payment to ALFI’s bank account at: Banque de Luxembourg, 14, Bld. Royal, L-2449 Luxembourg Account number: IBAN LU67 0081 0885 9900 2003 Swift Code: BLUXLULL Quoting the reference: ALFI Global Distribution Conference 2012/ EXHIBITOR OR SPONS/and company name

5

VI. IV. VAT legislation

VAT applies in accordance with European and Luxembourg regulation as follows:

Invoice address in Luxembourg or in a country outside the EU: 15% VAT applies.

Invoice address in a country within the EU (except Luxembourg): VAT is due under the reverse charge mechanism.

Please complete the VAT Number section according to one of the following options:

For companies within the EU:

If your company is VAT registered, it is mandatory to provide a VAT number (for reporting purposes).

Important: If you do not provide your VAT number or your VAT number is wrong, you will be charged 15% VAT.

If your company is not VAT registered - please mark 'N / A' in the VAT number section/field and you will be charged 15% VAT.

For companies outside the EU:

If your company is located outside the EU, it is not mandatory to provide your VAT number, but please mark 'Non EU' in the VAT number section/field. You will be charged 15% VAT.

VII. Cancellation policy

Cancellations received in writing by 24

September 2012 are entitled to a full refund minus a 10%

handling fee. Cancellations received after that, will be subject to the full cost of exhibition as per this agreement. No refund can be made for any tickets included in the exhibitor package.

VIII. Exhibition booth allocation

Booths will be allocated after the exhibition deadline, 24

September 2012.

Priority will be given to conference sponsors and ALFI members and booths will be allocated according to the date of registration and receipt of payment. Please mark your preferred booth number on the “booth location form” and return it to events@alfi.lu by 24 September 2012. ALFI will make every attempt to fulfil your location requests but offers no guarantee.

6

Your company advert in the conference brochure -technical specifications FORMAT Type: A4 Trim size: 210 x 297mm Size with bleed: 220 x 307 mm COLOUR Quadri PDF FILES Files should be Composite PDF, CMYK colour space. Files should contain one page per PDF document. IMAGES: Colour bitmap images, CMYK – effective resolution 300 dpi; Grayscale bitmap images – effective resolution 300dpi; Monochrome bitmap images (linework) – effective resolution 1200 dpi. PDF’s that are supplied in RGB will be converted to CMYK and this may result in a colour variation. This is a standard result of RGB to CMYK conversion. A five millimetre bleed should be included on all sides where necessary. The original document, prior to PDF, should not contain copy-dot scans, JPEG images, Multiple Master Fonts or Pantone colours. Crop marks should be included and offset by 10pt. Trapping requirements regarding overprint and knockout should be applied to the document by the originator this must be highlighted and notification must be given to the production department. A hard copy of the proof should be supplied which has been generated from the PDF file. A colour proof is required for colour checking, all other proofs will be used for checking content only. COLOUR PROOFS In order to ensure accuracy of colour reproduction, we strongly recommend that advertisers supply a colour proof that is a true representation of the colours. Cromalins or iris proofs are the preferred format. Insurance Times cannot guarantee the accuracy of colour of the printed advertisement if no proof is supplied SUPPLYING FILES Files may be supplied by e-mail or C.D. ROM Should you have any comments or request, do not hesitate to contact: KNEIP Communication Ms Stefania Merlin in_ads@kneip.com Phone: +352 227 277 661 Please send your A4 company advert to in_ads@kneip.com copy to events@alfi.lu by 5 October 2012.

7

Tickets registration

I. Registration procedure for your representatives:

“Full access” tickets included in your package can be booked on a special registration website. The link to the special registration website will be sent to you in due time. No names are to be provided for the “booth only” tickets. For any additional registrations, please refer to http://www.alfi.lu/node/1851.For group discounts please contact the registration office. II. Full access tickets

The “full access” tickets included in the exhibition/sponsorship packages are subject to the same conditions as for all participants (see invitation brochure or on our website www.alfi.lu). The “full access” tickets include access to the exhibition area, to all sessions and presentations, lunches, cocktail reception as well as one documentation pack and the name being listed on the printed delegates list. III. Conference attendee list:

Registrations received by 15 October 2012 will be listed on the printed delegates list given to all attendees. IV. Name changes/ substitutions:

Each registration is valid for one delegate only. Part-time substitution is not possible. V. Confirmation:

The confirmation for attendance will be sent to the participants’ e-mail address provided during the online registration process.

VI. “Booth only” tickets -exhibitors’ only-

The “booth only” ticket is provided to man the exhibition booth throughout the conference and also during the sessions and therefore permits access to the exhibition area only (conference breaks and lunch included.). It is transferable so that exhibitors can organise a “rolling system” of their booth staff, but exhibitors have to organise the hand-over of the badge in the registration area (outside the exhibition and conference area) as only one company badge will be provided. -The “booth only” badge will show the exhibitor’s company name and not any persons’ name. -Booth staff names are not listed on the delegates list. -Badges have to be worn throughout the conference.

8

All about your exhibition booth

I. Booth structure The booth structure is: 3m large x 2m deep and all booths have either a concrete or wooden back walls. There is no separation wall between neighbouring booths and there is very little space for storage. Note: Double or corner booths may be available on request

II. Booth electricity supply Luxembourg uses the standard European two-pin plug and socket. All sockets must be earthed. The voltage is 230V/50Hz. 1 plug socket provided per booth. Please bring your own multi-plugs/extension cables as these items are not available on site. If you intend to use technical equipment requiring extra electricity (coffee machine, plasmas, etc) please inform us in order to have the correct electricity configuration.

9

III. Booth set-up-timing and logistics For logistical reasons, booths have to be set-up on Monday, November 19, from 14.00-17.00 only! Please coordinate this with the person/company in charge of the set-up as no exception will be made. Please inform the ALFI Events team of the approximate arrival time for both set-up as well as the name of the person/company in charge of the set-up (see annexes) There will be only one (1) trolley available for the exhibitors on the set-up day. In order to avoid waiting, we recommend you to bring your own trolley. On the set-up day, every exhibitor will be given a badge at the security desk. The badge must be worn for the duration of the set-up.

IV. Storage of Exhibitor’s material

Unfortunately there is no store room at the conference center. All materials must leave on Wednesday, 21 November 2012 before 18.00. If this is an issue for you, please contact us so that we can find a solution (e.g. delivery to your hotel). Please note that materials cannot be stored after the conference.

V. Internet connection/Telecommunication

The entire exhibition area is covered with WIFI connection which can be used free of charge. There are no ISDN, LAN or analogue phone lines available. Please check your computer connection with your IT department. For your information, ALFI will provide an internet corner with printing and photocopy machine. The mobile phones work in the exhibition area.

WIFI connection procedure: Network: CCKirchberg – launch Internet Explorer – click “Poursuivre avec ce site Web” - Accept

VI. Draw organisation There is a sound system with loud speakers for announcements. If you wish to organise a draw during one of the coffee breaks, please fill in the draw organisation form and contact the ALFI information desk on the first day of the conference and we will coordinate this with you, announce winners etc.

10

Conference Service Providers Conference organiser ALFI, Association of the Luxembourg Fund Industry, Events Department Senior Event Managers: Irene Schultz-Gerstein, Siobhán Roche Assistant Event Managers: Andreea Bran, Virginie Tripet, Karen Tsang, Eleftheria Kollia 12, rue Erasme L- 1468 Luxembourg

Phone: +352 22 30 26.1

Fax: +352 22 30 93

Email: events@alfi.lu

Events team onsite mobile phone number: +352 621 309 951

Conference registration office: Parthen R&S P.O. Box 25 NL-1180 AA Amstelveen Phone: +31 20 5727.301 Fax: +31 20 5727.311 E-mail: registration@parthen.nl

Conference Center Luxembourg Congrès Ms. Sylvie Meyer 1, Rue Fort Thüngen Plateau de Kirchberg L- 1499 Luxembourg Email: info@luxcongress.lu Phone: +352 430257 753 Fax: +352 430257 575 Catering Sodexo- Centre de Conférences Mr. André Walck 1, Rue Fort Thüngen Plateau de Kirchberg L- 1499 Luxembourg Email : CDC131.FMS.LU@sodexo.com Phone: +352 4302 57137 Fax: +352 4302 57539 Stand furniture/Audiovisual www.vitanime.com (our provider, see “De Luxe Material” order form) www.format.lu (stand furniture) www.noondesign.net (design furniture) www.codex.lu (AV furniture) Flower decoration: IKEBANA / H.T.W. Sàrl – www.htw.lu - - phone: +352 26500 333 - htv@pt.lu Iris Fleurs - www.iris-fleurs.lu – phone : +352 26.86.49.60 - info@iris-fleurs.lu Animations: Hostesses, Artists, Event marketing, Promotion: www.mediation-sa.lu Massage: www.relaxmax.lu Shoe shine: www.lecireurdufestival.fr

11

Accommodation:

ALFI has reserved an allocation of rooms at a preferential rate in our partner hotels.

In order to make your hotel reservation you will need the following access code: AEAIFC12 and a valid VISA or MASTERCARD credit card in order to guarantee your booking. Please click https://congress.lcto.lu/en/ in order to reserve your accommodation. Deadline for hotel bookings is : October 5th, 2012

Partner hotels of the conference (located near the conference venue):

Hôtel Melia Luxembourg **** Hôtel Novotel Luxembourg Kirchberg **** Hôtel Sofitel Luxembourg Europe ***** Other hotels (located in the city center)

Hôtel Parc Beaux-Arts **** Hôtel le Place d’Armes ***** Hôtel Simoncini ****

Hotel bookings are managed by Luxembourg Convention Bureau: Tel.: +352 / 22 75 65 - Fax: +352 / 46 70 73, E-mail: convention.bureau@lcto.lu.

Courier services: Note that all material has to be picked up at the end of the conference as nothing can be stocked at the venue! For shipment, you will need to provide the number of boxes, their dimensions and the approx. weight. Please arrange shipment with your preferred courier service and make sure that materials are correctly packed and labeled. DHL: www.dhl.lu – Phone: +352 35 09 09 ExpoFreight: www.expofreight.co.uk – Phone: +44 (0) 8456 439 550 Fedex: http://www.fedex.com/lu/; Phone: 8002/35 55

12

Annexes: forms to be sent to the ALFI Events / Vitanime team prior to

the conference!

13

EXHIBITION BOOTH material order form – STANDARD material

Company: Booth number :

Contact name :

E-mail:

Phone number:

I here-with order the following standard material/accessories for our exhibition booth:

Description Fee/piece Quantity:

Chairs Standard black 2 free but must be ordered

2 free Additional @ 5 €

Tables Grey (80 long, 60 deep, 70 high)

1 free but must be ordered 1 free

Additional @ 10 €

Table cloth Standard white 1 free but must be ordered

1 free Additional @ 10 €

Paper bin 1 Standard bin free if ordered 1 free Additional @ 10 €

Standard Table and Chair : Table size: 80 long, 60 deep, 70 high

For other than standard furniture, you may use the attached “De Luxe material” order form or contact one of the specialised service providers listed on the contact list. Date: Signature:

Please return to ALFI by 1 October FAX: +352 223093 or e-mail: events@alfi.lu

14

EXHIBITION BOOTH material order form –Deluxe material

Company: Booth number :

Contact name :

E-mail:

Phone number:

Ordered by:

To be invoiced to: (VAT number-mandatory)

I here-with order the following standard material/accessories for our exhibition booth:

REFERENCE QUANTITY TOTAL AMOUNT

Date: Signature:

Please return to VITANIME by 1 October Fax: +33 (3) 87746564 or email: mgojecki@vitanime.com; vitanime@vitanime.com

Stool 40€ Ref: TH-B

High Table 50€ Ref: TAH-B

Pack 115€ Ref: ENS-TH-TAH-B

Table 50€ Ref: TAH-V3P

Stool 40€ Ref: TH-P1

Pack 115€

Ref: ENS-THP1-TAH-V3P

Pouf 30€ Ref: POUF-B

Table 50€ Ref: TAB-NV

Pack 100€ Ref: ENS-POUF-B-TAB-NV

Chair 75€ Ref: CHAUF-BOUL-B

Pack (2 chairs + table) 180€

Ref: ENS-TB-V3P-CHAUF-BOUL-B

Table 50€ Ref: TB-V3P

Leatherette white chair 60€ Ref: CH-B

Letherette and Steele chair

90€ Ref: CHAUF-METAL

Document holder

plexi A4

40€

Ref: DOC-

ZIGZAG Plasma 42 inches Plasma 50 inches

LCD 17 à 22 inches Labtop, DVD

On quote

15

BOOTH SET-UP INFORMATION

Company:

Booth number :

Contact name of the person/company in charge of the booth set-up :

Phone number:

E-mail:

Estimated booth set-up time set-up time: Monday, November 19th from 14.00-17.00 only! Please pass this information to the person/company in charge of the set-up as no exception will be made.

BOOTH BREAKDOWN INFORMATION

Company:

Booth number :

Contact name of the person/company in charge of the booth breakdown :

Phone number:

E-mail:

Estimated booth breakdown time Wednesday 21

st November

after the break after 15.35. All materials have to leave by 18.00 Please pass this information to the person/company in charge of the breakdown as no exception will be made.

Please return to ALFI by 1 November FAX: +352 223093 or e-mail: events@alfi.lu

16

DRAW ORGANISATION FORM Company name

Booth number

Prize

Winner’s first name and last name

Winner’s company name

Preferred timing of the draw

Please hand this form to the ALFI Info desk on the conference day.

17

DELIVERY LABEL

Nouveau Centre de Conférences Kirchberg (NCCK) 4, Place d’Europe

L-1499 Luxembourg

ALFI EAIF Conference 2012 Attn: ALFI /Events team Content: (please check)

Exhibitor material Press desk (publications) Other, please specify:

Company name: Booth number:

Contact name: Phone number(mandatory)

Delivery only on Monday, 19 November 2012 from 9.00-17.00

Phone number for urgencies: +352 430257 753, Sylvie Meyer- LuxCongress +352 621 309 951 ALFI Events team

Attention! All materials have to be picked up on 21 November 2012 by 18.00

Nothing can be stocked at the venue.

18

Thank you!

If you have any questions or if you need some information or help, please contact Siobhan, Irène, Andreea, Virginie, Karen & Ria

events@alfi.lu , phone: +352- 22 30 26 1