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Registration Guidelines for the ILRC & CLRC Exhibitors

Registration as an exhibitor is possible only with a registration code on the registration website. Please note, that the exhibition area will be allocated on a first-come-first serve basis.

After allocation and reservation of the exhibitor space, the DLR Event Management Support will send you an e-mail requesting the following info:

  • Official name and address of the company:
  • Invoice Address:
  • Reference or Order Number (if applicable):
  • Contact Person with the contact details (e-mail and telephone number)

This information will be needed for invoicing.

BESL Event Agentur GmbH & Co. KG is the DLR external partner for the registration of sponsors, exhibitors and participant and is also responsible for the invoicing and collection of the participation and exhibitor fees.

Upon the receipt of the required data, the DLR contract partner “BESL Event Agentur GmbH & Co. KG” will send you:

  • an invoice for the chosen exhibitor package to be paid for;
  • Terms and Conditions for the ILRC & CLRC 2024 Exhibitors;
  • one invitation code or two invitation codes, depending on the exhibitor package, for the registration of your booth staff onsite.

Each of your booth staff will have to register with the code on the registration website. Each code can be used only once per person. In case your booth staff may change during the event and your company needs therefore more codes, please contact VMSSupport@dlr.de

A participation onsite without registration is not possible.

For all information regarding the exhibition, e.g. giving information about the floorplan, bookable exhibitor spaces and the allocation of your exhibitor space please contact: VMSSupport@dlr.de

In case of urgent matters regarding the ILRC 2024 & CLRC 2024 exhibition, please contact:

Ms. Petra Naoum
Tel.: + 49 2203 601 3896
E-Mail: Petra.Naoum@dlr.de

Ms. Svetlana Saburova
Tel: +49 2203 601-4285
E-Mail: Svetlana.Saburova@dlr.de

 

Registration for exhibitors (company) is closed now.

Please note:
The booth staff of each exhibitor can register with the invitation code until 10 June 2024 on the registration website. Each code can be used only once per person. In case the booth staff may change during the event and your company needs therefore more codes, please contact vms@dlr.de
A participation onsite without registration is not possible.

Register with an invitation code for exhibitors

If you would like to bring may be other interested person(s) (e.g. your customers or employees) to the event, please contact vms@dlr.de. Bringing additional persons to the event depends on availability and is not free of charge. The additional guest ticket has a special price of 650 Euro.

In case of any questions regarding your invoice, please contact BESL by e-mail
at helpdesk@besl-eventagentur.de or via phone +49 30 325 999 7180.

 

Terms and Conditions for the ILRC & CLRC 2024 Exhibitors 

By registering as an exhibitor for the 31st International Laser Radar Conference (ILRC 2024) and in the 22nd Coherent Laser Radar Conference (CLRC 2024) you agree to the exhibitor’s terms and conditions.

Terms & Conditions Exhibitors
House rules of the conference venue ta.la.

Register with an invitation code for exhibitors:
 

 

Exhibitor Packages and Prices

In our Partnership Programm you can find different exhibitor packages:

 

Package

Netto

Brutto

Free Participation

EXHIBITOR PACKAGE I (S)

1600 Euro

1904 Euro

1 Person

EXHIBITOR PACKAGE II (M)

1900 Euro

2261 Euro

1 Person

EXHIBITOR PACKAGE III
inside & outside (Big)

2400 Euro

2856 Euro

2 Persons

EXHIBITOR PACKAGE IV
(outside booth for bigger exponates)

3500 Euro

4165 Euro

2 Persons

 

The rent for each exhibitor package includes:

  • Furniture (chairs and tables), electricity, WLAN
  • Inclusion in the exhibitor list on the registration website
  • Free-of-charge participation in the ILRC 2024 & CLRC 2024 scientific programme for 1 person or 2 persons
    (depending on the type of the exhibitor package – please, see the table above)
  • Poster Session
  • Exhibition
  • Daily catering (24-28 June 2024): coffee-breaks, lunch
  • Evening Dinners in ta.la on 24.06.2023, 25.06.2024 and 27.06.2024
  • Participation in the social programme:
    • Welcome Reception on 23.06.2024
    • Excursions in Regensburg with the following dinner onboard the ship on 26.06.2024

 

The ILRC/CLRC 2024 Exhibitor Packages does not include:

  • insurance of the conditions and exhibits
  • liability insurance
  • all transport and delivery / freight costs
  • all customs clearance in Germany
  • car park ticket of the venue
  • costs for accommodation

Additional Guest Ticket

If you would like to bring other interested person(s) (e.g. your customers or employees) to the CLRC / ILRC conference, please contact vms@dlr.de. Bringing of an additional person to the event is subject to availability and is not free of charge. The additional guest ticket has a special price of 650 Euro.

The German Aerospace Center (DLR e. V.) Inhouse Event Management Support will send an invitation code for the exhibitor guest ticket with a separate e-mail to the address provided by the exhibitor. Please check your spam folder.

 

Payments & Cancellation

The following means of payment are available for exhibitors:

  • Bank Transfer
  • Payment by credit card (MasterCard and Visa Card)
  • Pay Pal

Please do not send any payments by bank transfer without quoting the invoice number and the name included in the payment details. Payments without the required reference information cannot be processed.

Your participation can be confirmed only when the exhibitor fees have been paid in full. Those exhibitors, whose exhibitor fees have not been settled by the first day of the event, will not be granted the entry.

Please e-mail any amendments or cancellations to VMSSupport@dlr.de

 

Cancellation & Refund Policy for the ILRC & CLRC Exhibitors

In case of a withdrawal by the exhibitor (cancellation) the exhibitor must pay the German Aerospace Center as a host and organiser the following cancellation fee, regardless of fault:

  • 50 % of the agreed exhibitor fee until 24 May 2024;
  • requests received after 24 May 2024 will not be eligible for a refund.

Cancellation requests should be submitted in writing by e-mail to VMSSupport@dlr.de by May 24, 2024.

Please note refunds will be made after the 31st International Laser Radar Conference (ILRC 2024) and in the 22nd Coherent Laser Radar Conference (CLRC 2024).

 

Customs

Customs clearance of your exhibition goods is a complex process. Any delivery fee incurred (e.g. VAT, customs fees) must be borne by the exhibitor. Neither the ILRC/ CLRC organizers or the venue ta. la will pay for any postage/shipping, customs expenses. Deliveries requesting custom fee payments will be refused.

The German Aerospace Center (DLR e.V.) could definitely not support any exhibitors of the ILRC/ CLRC 2024 conference regarding the customs clearance/ EORI number for shipment to the ILRC/ CLRC 2024 conference in Landshut. 

Some useful information

EORI Number

Exhibitor of the ILR/ CLRC 2024 conference from countries inside the EU must have an EORI number. For exhibitors of the ILR/ CLRC 2024 conference outside the EU it is 
highly recommended to apply for an EORI number, especially if there are shipping with third-party companies. Goods send to the conference site Landshut may not be cleared in time for the exhibition and may instead end up stuck in customs.

The EORI Number is issued free of charge by the German Chief Customs Office in Dresden, the relevant document needs to be filled out in is Form 870EORI_number.

Please note that it takes up to 3 weeks for The German Custom to process the forms, the documentation with the issued EORI number is then send by post to the applicant.

More information you will find at the Customs Website and FAQ about the EORI number and shipment to Germany you will find here.
Therefore, it isstrongly recommended to apply well before the planned shipment to Germany.

We recommend you to use an experienced German customs agent/agency because customs clearance of your exhibition goods is a complex process. Do this as early as possible so that you can prepare all necessary steps and documents (customs application, etc.) in good time. You will find the addresses of the German customs agents / agency in the internet.

A customs agency:
(customs broker or customs agent) is generally always required when goods are moved commercially between an EU country and a non-EU country, as a customs declaration (also known as a customs declaration) must then be submitted.

Tasks:    
Advising the interested party in advance and then the actual customs clearance (clearance of the goods at the customs warehouse, customs clearance for free circulation, individual customs clearance if necessary, etc.). Assumption of all tasks, obligations & risks.

In the case of indirect representation, the representative (customs agent) submits the customs declaration in his own name but on behalf of the importer. In contrast to direct representation, the indirect representative is jointly and severally liable for all legal consequences of the customs procedure with the person for whose account he has acted.


Delivering Dates Heavy freight and all courier shipments for ILRC/CLRC 2024:

The delivery of large goods / heavy freight for ILRC/CLRC 2024 exhibition spaces is only possible on:

  • Friday, 21 June 2024, 09:00 a.m. - 05:00 p.m.
  • Saturday, 22 June 2024, 09:00 a.m. - 05:00 p.m.

Set-up Time

  • Saturday, 22.06.24, 09:00 p.m. – 08.00 p.m.
  • Sunday, 23.06.2024, 08:00 a.m.-04:30 p.m.


Please, see the Terms & Conditions for Exhibitors for more detailed information.