viparis porte de versaillespro.salon-du-chocolat.com/guide/en/guide.pdf · 6. hotels in paris you...

THE 4th SALON DU CHOCOLAT PROFESSIONNEL

October 28th and October 30th 2013 from 9am to 6pm

On October 29th from 9am to 7pm

Exhibitors’ Guide 2013

We would like to inform you that an exhibitors’ orientation booth, located near the General Office, will be open on site at the Information Point, Sunday, October 27 from 10am to 6pm. At this time, you will receive your access badges, official catalogue and will be able to ask our team questions regarding the event.

Event International

Salon du Chocolat

PAVILION 4

VIPARIS PORTE DE VERSAILLES

SALON DU CHOCOLAT PROFESSIONNEL From 28 to 30 October 2013

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1- Map of the site and of VIPARIS Porte de Versailles venue in Paris. 2- Practical Information 3- Parking 4-5-6 Set up and dismantling of stands 7- Delivery 8- Fire Safety 9- Insurance

CONTENTS


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1. FROM THE AIRPORT The venue is 40 minutes away from the Roissy Charles De Gaulle Airport by RER and the metro (line 12) or by the A1 motorway, and 20 minutes from Orly Airport by the A6 motorway. 2. BY METRO Line 12 - station Porte de Versailles. Line 8 - station Balard. 3. BY TAXI Porte de Versailles, Parc des expositions.

4. BY BUS Lines 39, 42, and 169 – stop Balard Line 80 – stop Porte de Versailles. 5. BY TRAM Line T2, T3 - stop Porte de Versailles. 6. BY CAR From the “Peripherique Boulevard”, take exit Porte de Sèvres, Porte de Versailles or Porte de la Plaine.

LOCATION OF THE PARIS SALON

1- GETTING TO THE VENUE

Salon du Chocolat


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ACCESS TO THE DOORS OF PAVILION 4 VIPARIS – PORTE DE VERSAILLES

Delivery during set-up and dismantling through door D Deliveries during the event from 7am to 8.30pm Park access through door D (parking limited to 1 hour) Δ Book your parking place for the duration of the show from 8am to 11pm directly through VIPARIS exhibitors’ service: Tel: +33 (0)1 40 68 16 16 or

visit the website: http://www.viparis.com/epex

1 b- MAP OF VENUE


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1. DATES & TIMES: Opening days: On Monday, October 28th & Wednesday, October 30th 2013 from 9am to 6pm On Tuesday, October 29th from 9am to 7pm. Opening night of the Salon du Chocolat Grand public : Tuesday, October 29th at 6pm. 2. FARES: Tickets in pre-selling on the e-registration website: 15€ http://www.e-registration.fr/chocolat_2013/site Tickets directly on site: 30€ 3. CATERING: Bar Café Seine will be open at Pavilion 4 for the duration of the show. You will have the possibility to go to the restaurant of our partner Huzo located near the entry and the Press Village. You will enjoy a meal especially created for the Salon du Chocolat.

4. LOUNGE: The Lounge, located near the Main Stage area is a relaxing place dedicated to exhibitors.

Come discover this area where you can drink a coffee or organize meetings. 5. SECURITY: A permanent general security service of the exhibition is provided by the venue. Nonetheless, we recommend you to provide a security net for the safety of your stand during closing hours and not leave valuable objects or products at the venue overnight.

2- PRACTICAL INFORMATION


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6. HOTELS IN PARIS You can book an hotel room thanks to our partner Best Western. Online booking on the website www.bestwestern.fr or by phone 24/7 : +33 (0)800 90 44 90 (toll-free number). A reservation service is available for booking your hotel near the venue at competitive prices. The Bureau of Exhibitions in Paris offers special rates on hotel rooms during the Salon du Chocolat. Information and reservations: Return the order form below by fax: +33 (0)1 43 46 20 71 Tel: 820 48 06 47 48; from abroad, dial: 33 1 43 46 20 70


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Event: SALON DU CHOCOLAT

Event ID: 19491AF

Valid for travel from 22/10/2013 to 08/11/2013

Event location: Paris, France

Attractive discounts on a wide range of airfares on all Air France and KLM flights worldwide**. Use the website of this event or visit www.airfranceklm-globalmeetings.com to : • access the preferential fares granted for this event*, • make your booking, • issue your electronic ticket*, • and select your seat**. If you buy your ticket via AIR FRANCE & KLM Global Meetings website, your electronic ticket will carry a special mention which justifies the application of the preferential fares. Should you prefer to process your reservations and ticket-purchase directly with an Air France and KLM sales outlet, you must keep this current document which serves to justify the application of the preferential airfares. Keep the document to justify the special fares with you as you may be asked for it at any point of your journey. To locate your nearest Air France and KLM sales point, visit: www.airfrance.com or www.klm.com. Frequent flyer / loyalty programs of Air France and KLM partner airlines are credited with "miles" when Air France or KLM flights are used. * not available in certain countries ** subject to conditions Air France, French Limited Company with a capital of 126,748,775 Euros Head Office: 45, rue de Paris, 95747 Roissy CDG cedex, France Registered on the Trade and Companies register in Bobigny under no. 420 495 178 Koninklijke Luchtvaart Maatschappij n.v. (also known as KLM Royal Dutch Airlines) Head Office: Amsterdamseweg 55, 1182 GP Amstelveen, the Netherlands Registered No 33014286


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Ü Where to park during set-up and dismantling? During set-up and dismantling, parking is free. Entry to Pavilion 4 via Door D, Avenue de la Porte de la Plaine, for 1 hour maximum parking. Parking small vehicles (max. height 1,90m): Entry via Door C – Your parking will be parking C Parking trucks and heavy vehicles: Entry via Door D – Your parking will be Terrace D4 Ü Parking rates at Paris Expositions :

Paid parking is provided during the general public Salon days. To purchase your parking passes, contact the Viparis exhibitors service on

+33 (0)1 40 68 16 16 or order them directly on the website : www.viparis.com/epex

Light and utility vehicles (H<1.90m) 42,63 € excl. tax Utility vehicles (H>1.90m, <3.5t) 79,02 € excl. tax Trucks<6t 92,07 € excl. tax Trucks>6t 104,10 € excl. tax We will shortly provide you with details of your parking space. The entry to the car park is open from 8am to 11pm. The exit is open 24 hours a day. Ü Delivery on general public Salon days Deliveries are authorised every morning from 7:00am. to 8:30am, for a maximum of one hour, on the terrace of the Pavilion 4. Caution: During the general public opening, no parking or storage of any kind is permitted around the pavilions of the site, particularly on the security perimeters. Any vehicle in violation may, for security reasons, be removed without notice, by Viparis Porte de Versailles and moved to a towing lot. Towing and parking costs will then be charged and are payable prior to the return of the vehicle.

3- PARKING


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IN VIEW OF THE EVENTS SCHEDULE OF THE PARC DE LA PORTE DE VERSAILLES,

THESE DATES AND TIMES MUST BE STRICTLY FOLLOWED. I. SET-UP Installation of your stand: Sunday, October 27th 2013 from 9am to 8pm All stands must be installed by October 27th at 8pm, due to the opening the day after at 9am. Cleaning: Cleaning of alleys and waste removal will be provided at the end of set-up on Sunday, October 27th . The maintenance of stands is left to the discretion of each exhibitor - by you or by the general cleaning company if you purchased a contract with them (see technical order form).

II. CONDITIONS OF SET-UP

Exhibitors must leave their stand space, walls and carpet in the state in which they found them. Caution: Equipped stands: IT IS FORBIDDEN to nail, screw or glue anything on the structure. Any damage affecting the equipment of the stand , in particular the walls in melamine (pin holes, double-face scotch-tape, etc.) will be charged to the exhibitor. For that purpose, and to avoid any kind of problem, we advise you to use sticking paste.You could also ask our fitter to put up cloth or forex panels, plastic material that could be stained (please ask for an estimate). We inform you that an inventory of the partitions will be done by us after the show. No claim will be taken into account when charging for damaged walls. Ü IT IS FORBIDDEN to: - conduct any works to any type of pipes, to electrical and telephone wires, water drains, pipeline trenches, etc.. - make bores, holes or seals. - remove doors, fix antennas, etc. ... Repair of damage resulting from breach of the terms above will be fully borne by the exhibitor.

III. POWERING OF STANDS

Powered from Sunday, October 27th at noon to Wednesday, October 30th at 6.30pm

4- PREMIUM & EQUIPPED STANDS


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I. SET-UP

Your stand will be mounted during the following time slots:

Saturday, October 26th from 2pm and

Sunday, October 27th from 9am to 8pm

Cleaning: Cleaning of alleys and waste removal will be provided at the end of set-up on Sunday, October 27th. The maintenance of stands is left to the discretion of each exhibitor- by you or by the general cleaning company if you purchased a contract with them (see technical order form).

II. CONDITIONS OF SET-UP

Installation compliance: Refer to General Regulations of the Salon du Chocolat and the Fire Safety Instructions. PLEASE SUBMIT A PLAN OF YOUR STAND BEFORE JULY 26th IN ORDER FOR IT TO BE VALIDATED BY THE SECURITY MANAGER. Ü IT IS FORBIDDEN to: - conduct any works to any type of pipes, to electrical and telephone wires, water drains, pipeline trenches, etc.. - make bores, holes or seals. - remove doors, fix antennas, etc. ... Repair of damage resulting from breach of the terms above will be fully borne by the exhibitor.

III. POWERING OF STANDS

Powered from Sunday, October 27th at noon to Wednesday, October 30th at 6.30pm.

5- BARE STANDS


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We must vacate Pavilion 4 of the Parc des Expositions de la Porte de Versailles on Thursday, October 31th at 8am. We remind you that the show will end on Wednesday, October 30th at 6pm. For exhibitors, the dismantling will be carried out from 6pm to 8pm to allow you to clear your stand. Note: Our general fitter and his dismantlers will arrive at 8pm. We ask ALL exhibitors to organize the dismantling of their stand as soon as the Salon closes so that everything happens smoothly and the deadlines are met.

AFTER TUESDAY OCTOBER 31ST , 8AM, NO EQUIPMENT SHALL REMAIN INSIDE PAVILION 4 OR AT RISK OF BEING DESTROYED AND CHARGED TO THE EXHIBITOR.

CAUTION: Viparis reserves the right to remove, at exhibitor's expense, any items left at the end of the event. IMPORTANT: As the show finishes on October, 30th at 6pm, we inform you that you are SOLELY RESPONSIBLE for your equipment. We suggest you take great care to avoid any loss or theft during dismantling.

6- DISMANTLING OF STANDS


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I. DELIVERY LOCATION

Deliveries will be made on the Terrace of Pavilion 4.

II. DELIVERY OF EQUIPMENT FOR BARE STANDS COMPULSORY DELIVERIES for the assembly of bare stands:

Saturday, October 26th, 2013 between 2pm and 8pm

A specific delivery schedule will be announced later and must be strictly followed. Organizers of the event will not accept any deviation from these schedules. It is imperative to respect them in order not to obstruct the park entrance.

III. DELIVERY OF GOODS - BARE AND EQUIPPED STANDS

A free-of-charge allocated storage room (inside the showroom) is available to all exhibitors to store their goods. The organizers accept no responsibility for theft or damage of stored goods. Storage of empty cartons and packing materials is FORBIDDEN for fire safety reasons. These must be disposed of in the dumpster available on-site for this purpose. Delivery procedure during set-up: A precise schedule for delivery of goods will be specified and announced before the show. The exhibitor or the carrier must present themselves at the delivery access point at the specified time. Vehicles that arrive outside of the specified time will not be accepted. We therefore thank you to inform your carriers of this point. Delivery procedure during the show: You can restock your goods daily. Deliveries must take place between 7am and 8:30am. After this time, you will not be able to access Porte de Versailles or enter the Salon. CAUTION: ω Exhibitors and / or carriers acting on their behalf are responsible for transporting goods to the storage room. ω Strictly no parking in the delivery area: Vacate the area as soon as the goods are unloaded. ω It is up to each exhibitor to provide the equipment (trolley, truck ...) and the staff needed to unload the merchandise. CARRIERS, PLEASE BRING A TAILGATE AND AN ELECTRIC FORKLIFT.

7- DELIVERIES


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For all information on fire safety at the Salon du Chocolat

you can contact: Cabinet Robert Saliou, security managers of the Salon.

CABINET RAILLARD Gérard RAILLARD

10 rue Frédéric Passy – 92200 Neuilly sur Seine Tel/ Fax: +33 (0)1 47 22 72 18

Cell: +33 (0)6 07 91 37 72 Email: [email protected]

6- FIRE SAFETY


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FIRE PREVENTION AND CROWD SAFETYFIRE PREVENTION AND CROWD SAFETY

1. GENERAL INFORMATION

The exhibitor must apply the regulations pertaining to fire safety and panic prevention on premises open to the public laid down by the Order of 25 June 1980 (general clauses). The Order of 18 November 1987 sets out the special clauses that apply to exhibitions and trade shows in France. Parts of the aforesaid regulations are explained below for ease of reference. All projects involving significant construction work must be submitted to the Show’s Safety Manager for approval. Plans and technical information must be provided at least two months before the Show begins During installation, the Safety Manager will ensure that all safety measures listed below are implemented on site. Further information regarding fire safety is available from

Cabinet RAILLARD Mr Gérard RAILLARD

10 rue Frédéric Passy – 92200 NEUILLY SUR SEINE tel/fax : 00 33 1 47 22 72 18

port : 00 33 6 07 91 37 72 e mail : [email protected]


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1 – REGULATIONS GOVERNING ACCESS FOR PEOPLE WITH REDUCED MOBILITY The exhibitor must comply with French regulations and with the accessibility order. All premises and facilities open to the public must allow access to the disabled persons and to people with reduced mobility. Applied to the show, this means that: -Stands with a floorboard which height is > 2 cm must be accessible to the disabled persons and to people with a reduced mobility. The access will be possible via a sloping floor (minimal width = 0,90 m) coresponding to the following slopes : * A slope of less than 4 % * or 5% up to 10,00 m * or 8% up to 2,00 m * or 10% up to 0.50 m - The registration banks could be used by people with reduced mobility (Maximum height of 0.80 m, empty of 30 cm allowing the passage of the knees at a height of 0.70 m). 2 – STANDS CONSTRUCTION AND FITTING OUT 2.1. – Materials and fire rating requirements 2.1.1. – Exhibitors’ general obligations All materials used must have a specific fire rating (French class or Euro class). 2.1.2. – Requirements - Stand framework and partitioning: minimum rating M3 or D (Euroclass) - Large furniture (cashdesk, counter, showcase, dividing partition, etc.): minimum rating M3 or D. - Wall covering (natural fabrics or plastic coatings): minimum rating M2 or C. - Curtains, draperies and net curtains: minimum rating M2 or C. - Fixed floor covering: minimum rating M4 or D. - Loose decorative items (advertising billboards if S > 0.50 sq.m, garlands, light decorative items etc.): minimum rating M1 or B. - Canopies : minimum rating M2 or C. - Ceilings and false ceilings: minimum rating M1 or B. - Mesh canopies must be certified by the CNPP (a French test laboratory). 2.1.3. - Equivalents - Non resinous solid wood: if thickness > 14 mm, rated M3 or D. - Resinous solid wood: if thickness > 18 mm, rated M3 or D. - Wood-based panels (plywood, boarding, particleboard and fibreboard): if thickness > 18mm, rated M3 or D.


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2.2. – Regulations of construction and fitting out 2.2.1. – Interdictions: - curtains, draperies, and net curtains in front of exits. - inflammable paint and varnish ( nitrocellulose or glycerophtalic paints as an example). - the use of identification signs or billboards in white letters on a green background. - stands with several levels of extra heights. - roofing of the extra height level (ceiling, false ceiling, full canopies). Only mesh canopies allowed. 2.3. - Fireproofing By means of different procedures or applications, any material, which normally would be of medium or high flammability, may obtain the flame resisting qualification of M2. These procedures would be : inflammable liquid spraying, brush application of a paint or special varnish or immersion in a special bath solution. An officially qualified person may perform these operations of fireproofing or contracting company who may issue a homologated certificate giving the following specifications. The exact names, addresses and telephones may be obtained from the : Groupement Technique Français de l'Ignifugation : 10, rue du Débarcadère 75852 Paris cedex 17 tél. : 01 40 55 13 13 2.4. Fire certificates At any time, the Show Security Manager may demand exhibitors the official report giving the fire classication of materials used in stand construction or failing this, the equivalent fireproofing certificates. All coatings, coverings and material meeting the requirements of security are sold in specialized shops, where the quality certificates as regards the classification of fire resistance may be obtained : Groupement NON FEU 37-39, rue de Neuilly BP 121 - 92113 Clichy Cedex tél. : 01 47 56 30 80 or 01 47 56 31 48 3 – ELECTRICITY 3.1. Exhibitors’ general obligations Exhibitors must ensure that the following regulations are applied: - only fixed wiring may be used for electrical systems, - cables and wires must be Category C2, - conduits and wire mouldings used for cable troughs, wire ways and cable ducts must be made of flame-retarding material, in compliance with European standards, - all electrical apparatus, cables and conduits must be earthed, - if class 0 equipment is to be powered up (exceptionally), it must be equipped with a residual current (maximum 30 mA) differential switch or safety device, - class I equipment must be connected to the earth wire of the main supply line, - the use of individual ground plates is forbidden.


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3.2. Electrical equipment cabinets and boxes Must comply with legislation, namely : - must have a metal casing, - must not be accessible to the public, - must be easily accessible to staff and emergency services, - must be located a safe distance from all flammable and combustible materials. 3.3. Halogen lamps (EN 60 598 standards) Stand lighting that includes halogen lamps must : - be a minimum of 2.25 metres from the ground, - be located a safe distance from all flammable materials (at least 0.50 metres from wood and other decorative material), - be well secured, - be fitted with safety glass or fine mesh wire, providing protection against the consequences of a bulb blowing. 4 – OPERATIONAL EQUIPMENT AND MACHINERY FOR DEMONSTRATION (INCLUDING COOKING AND REHEATING EQUIPMENT) Must comply with the following rules: - the Organizer must receive a list of all equipment and machinery that is to be operational at the Show, at least 30 days before the Show begins (see form in annexe), - such equipment must not present any risks to public safety, - stationary equipment or machinery (whether or not operational): • any dangerous parts must be more than 1 metre from the public thoroughfare or protected by a rigid screen, • dangerous parts: moving parts, hot surfaces, blades and sharp objects; - all equipment must be properly stabilized.

5 – PROHIBITED EQUIPMENT, PRODUCTS, GASES The following are prohibited at the Show: - distribution of samples or products containing an inflammable gas, - balloons inflated with a flammable or toxic gas, - articles made of celluloid, - the presence of pyrotechnic or explosives devices, - the presence of ethyl oxide, carbon sulphide, sulphuric ether and acetone, - pyrotechnic effects devices producing detonations, sparks or flames.

6 – FIREFIGHTING EQUIPMENT - Must remain visible and accessible at all times. - If there is a fire hose cabinet on the stand, it must be visibly marked and remain accessible at all times via a 1m-wide passageway leading from the aisle. 7 – SAFETY AND CLEANING - it is prohibited to leave crates, cartons, boxes or pieces of wood on the stands and in the passageways. - the premises must be cleaned on a daily basis.


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EXHIBIT WORKING MACHINES AND APPLIANCES To be returned maximum 30 days before the opening of the Salon (only if you are concerned with one of the sections below) to:

Cabinet RAILLARD 10 rue Frédéric Passy – 92200 Neuilly sur Seine – France

tel.: +33 (0) 1 47 22 72 18 – fax: +33 (0) 1 47 22 72 18 – e-mail: [email protected]

EXHIBITOR .................................................................... HALL / STAND :…………… Company name: ........................................................ Contact name: .................... Address : ............................................................................................................... postcode : .................................... Town : ............................................................. Country : ............................................................................................................... Tel : ........................................ Fax : ..................................................................... Email : ..................................................................................................................


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1. OPERATIONAL EQUIPMENT AND MACHINERY (refer « Safety Regulations » of the Technical Guide) Type or machine or appliance

Risks involved

Note : Working machines or appliance must either be protected by a rigid screen or cage, or positioned at least one meter from public aisles, so that dangerous components are kept out of reach of visitors. 2. USE OF PRODUCTS REQUIRINFG DECLARATION (refer « Safety Regulations » of the Technical Guide) Source of electrical power in excess of 100 kvA Power : Flammable liquids (other than those in the tanks of motor vehicles) Nature : Quantity :

Use :

Liquefied gases (acetylene, oxygen, hydrogen or any gas leading to the same risks) Nature : Quantity : 3. USE OF EQUIPMENT REQUIRING AUTHORIZATION (refer « Safety Regulations » of the Technical Guide) Heat or combustion engine

Smoke generator

Radioactive source

X rays generator

Lasers nota : The Organizer will notify the exhibitor of the relevant authorities’ decisions regarding authorization requests. Date: Signature:


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On behalf of and for the benefit of each exhibitor, we have taken out a "COMPREHENSIVE EXHIBITION” insurance contract. Key features: � Cover, of up to 6100 € per stand for any loss, theft, fire, explosions, flooding and other incidental material damage to goods and / or property contained in the stands during installation, their stay in the premises, their transportation into the premises of the exhibition. � Excess applied to any theft incident : 153 € Obligation of exhibitors: Exhibitors must supervise their stands as well as their merchandise during opening hours and during set-up and dismantling periods. Laptops, computer hardware and audio-visual materials must be secured or attached by security systems suited to this type of equipment (ropes, locks, bolting…) and / or stored in a cabinet or a locked room while the event is closed. � If the total value of objects on your stand is greater than that covered by the warranty, we suggest obtaining an extended warranty with your or our insurer. The insurer of the organizers and the exhibitors, under conditions endorsed in the "COMPREHENSIVE EXHIBITION" insurance contract, waives all recourse against Paris Expo-Porte de Versailles as well as against its officials and its insurers. EXCLUSIONS Other than the exclusions in the General Conditions and the special clauses, the following are also not covered by the insurance: • damage arising from inherent fault of the insured property, mites, rodents, parasites, atmospheric moisture, the effect of light, scratches on furniture and painted objects, scrapes and chipping. • the depreciation of the property insured after a loss, • loss of liquids from any container, • theft or embezzlement committed by officials of the insured, or any other person responsible for monitoring goods • theft or damage to insured property during the hours when the stand is left unattended • theft without forced entry while the event is closed • any loss, theft or damage to items left in a vehicle parked within the premises of the event • the damages sustained by: objects regarded as fragile, art objects, cash and securities, objects and personal effects belonging exclusively to the participants (identity papers, jewelry, photo and video cameras, radios , calculators ...), telephone sets connected by PTT, software packages.. • any material damage such as loss of use, commercial loss or loss of profit and earnings

7- INSURANCE


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Note: IMPERATIVE for any insurance claim: � Filing a complaint with local police: within 12 hours after the incident. � Declaring a theft incident to the insurance: within 48 hours after the incident � Delivering an itemized statement of damaged, destroyed or stolen goods within 5 days after the incident. � A "Personal Liability of Organizer" contract, endorsed by Event International, provides an extended warranty, stating that "the guarantee of this contract is extended to civil liability for exhibitors, who are considered as a third party" � For more information or for an extended warranty, please contact:

LA SECURITE NOUVELLE LSN Assurances Madame Christine LEMAIRE / Martine Moinel

Tél : +33 (0)1 53 20 51 49 - Fax : +33 (0)1 53 20 51 47 Email : [email protected]

viparis porte de versaillespro.salon-du-chocolat.com/guide/en/guide.pdf · 6. hotels in paris you...

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