Meeting Table at the InterContinental Berlin 

The Meeting Table Booths in the "Logistic Village" are located in the Pavillon and Wintergarten area on the ground floor of the InterContinental Berlin.   

• Meeting table booth dimension: The meeting table booth has a surface of 8.5-9m², 3m x 3m it is separated by panels (±2.00m height)
• Included furniture: Rectangular table with 6 chairsShell scheme, Carpet, Electricity with1 triple-socket plug
• Branding. The meeting table booth offers the option of internal branding (interior walls), including the use of roll-ups or other branding materials. Bring in your own roll-up, stand equipment.
  It is important to note that any adhesive branding applied must be completely removed by the lessee following the conclusion of the event. The lessee assumes full responsibility for any damages incurred to the booth or its components. Failure to comply with this regulation will result in a fee of a minimum €500 for additional cleaning or removal services. Furthermore, if any components of the booth are damaged or if the adhesives cannot be removed without causing damage, the lessee will be responsible for fully compensating the replacement costs.
•  Logo/Company details for signage: To avoid issues with wrong/missing company data we invite you to print your own A4 sign (horizontally oriented) with your company details/Logo to be attached outside the meeting table.
• Reserved space for a table for up to 6 people will be available at a rental fee of € 1,950.00 (VAT excluded) for the duration of the event. This fee includes three (3) re-useable guest badges per meeting table valid during the full duration of the Annual Meeting. Access with these guest badges is limited to the InterContinental Berlin, Logistics Village, where the meeting table is located. The EPCA member company is responsible for the distribution of the guest badges to its partners and will be the sole responsible for their use. Lost badges will not be replaced by EPCA, and the member company should inform EPCA about the loss of the specific badge to avoid abuse.
• The list of all allocated tables is available on the EPCA event website. You will also be able to consult it on-site at the EPCA Information desks in the partner hotels. Companies who do not wish their meeting table to appear on this list should explicitly inform the EPCA office of the same in writing, sending this to: meetings@epca.eu.

❗ TIMING:
Set-up Monday 07-Oct-2024 in the morning between 09:00 and 12:00.
Dismantling Thursday 10-Oct-2024 as of 17:00 and done by 20:00.

❗ NOTE: Public areas (outside of your allocated space) such as the foyer etc. are not available for branding.

Plan 

Floor plan is subject to change.

Guest Badges

The Meeting Table rent includes three (3) reusable guest badges. You can collect your guest badges at the EPCA INFO DESK located on the ground floor of the InterContinental Hotel as of 09:00 AM on Monday 7 October 2024.

Access with these guest badges is limited ONLY to the Logistics Village located at the Pavillon at the InterContinental Berlin where the meeting tables are located. Guest badges are not personalized, for this reason they can be used multiple times by multiple guests; they do not give access to other meeting rooms, EPCA's business sessions and F&B function. They are valid for the entire duration of the event. The EPCA member company is responsible for the distribution of the guest badges to its partners and will be the sole responsible for their use.

Meeting tables can be booked with EPCA’s assistance for use during the event through a fee

During the registration process, the delegate can select meeting tables at the main hotel. The delegate is required to pay a rental fee to EPCA per allocated meeting table.

The number of meeting tables is limited. EPCA strives towards a balanced allocation of meeting tables between member companies. Therefore, EPCA will review the request for meeting tables and inform the delegate if the request cannot be accepted, or not accepted in full; in that case, EPCA will also send an adapted proposal for meeting tables. If the delegate does not accept that proposal, the request will be cancelled and the meeting table fee will be refunded to the delegate.

Modification and/or cancellation by delegates

Cancellation of and modifications (changes) to meeting table bookings must be made in writing and sent to the EPCA Meeting Administration in Brussels at meetings@epca.eu.

The following refund policy will apply:

• Cancellation received on or before 08 July 2024, 23:59 CEST: reimbursement of the fee is limited to 60% of the full rental fee.
• Cancellation received between 09 July 2024, 00:00 CEST and 05 August 2024, 23:59 CEST: reimbursement of the fee is limited to 40% of the full rental fee.
• Cancellation received on or after 06 August 2024, 00:00 CEST: no reimbursement of the full rental fee.
• No-shows: no reimbursement of the full rental fee.

To allow EPCA to operate in a sustainable way, an administrative fee of one hundred Euro (€ 100.00) per change will be charged from the third (3^rd) change onwards in the same registration and/or meeting room or meeting table booking.

Processing of personal data and cookies
Personal data
Personal data is information that identifies and relates to a delegate. In the case of EPCA events, it includes but is not limited to: last name, first name, business mailing address, office telephone, mobile telephone number, business email address, job title, VAT number and legal documentation required under EU VAT codes, picture and voice, as well as other personal information the delegate may disclose as part of the event.
Delegates can obtain from EPCA (data protection officer available at dataprotection@epca.eu) the written communication of their data, as well as, where applicable under the GDPR, portability of the data, rectification, restriction of processing, deletion of those which are inaccurate, incomplete or irrelevant. For further information or to lodge a complaint delegates may also contact the supervisory authority of the country of their habitual residence.

Privacy policy
The personal data and information that the Delegates provide to EPCA are processed by EPCA in accordance with the EU General Data Protection Regulation (GDPR) 2016/679 of the European Parliament and of the Council of 27 April 2016. The personal data is used in compliance with our Privacy Policy which is available on our website at the following address: epca.eu/privacy-policy 
In addition to the provisions of that Privacy Policy, the personal data of the Delegate will be processed by EPCA for meeting management purposes only and more specifically:
a)    To provide access (and to monitor such access) to the EPCA Annual Meeting and to allow the participation in the EPCA Annual Meeting (this is needed for the performance of the agreement between EPCA and the Delegate regarding the participation to the EPCA Annual Meeting - article 6.1.b) GDPR) ; In particular, the name of the Delegate and the company represented will be displayed on the badge or screen, or at least made available to other attendants, and recorded, if the Delegates attends a session of the Annual Meeting or another event. In case of questions asked during the Q&A sessions of the business sessions, EPCA can also identify the individual delegate. When the delegate participates in-person in sessions that are recorded and broadcasted online, the delegate's image and/or voice may appear incidentally.
b)    To ensure that the Delegates abide by the rules of the present Terms & Conditions (which is a legitimate interest of EPCA - article 6.1.f) GDPR);
c)    To make the contact details of the Delegate available to the other Delegates (EPCA has a legitimate interest that Delegates know who is participating in the EPCA Annual Meeting - article 6.1. f) GDPR). However, EPCA delegates who do not wish their name and/or contact details to appear on the attendance list available in the member companies' area of the EPCA website, the event online platform and associated app for registered Delegates should tick the appropriate box during the registration process. Not ticking the relevant box upon registration or the absence of written instructions not to be included will result in the publication of the Delegate's details in the abovementioned list.
d)    To transfer the contact details of the participants to health authorities of the location of the Annual Meeting, in order for these authorities to trace and contact EPCA delegates in case of sanitary-related matters (the transmission of the data is necessary for compliance with a legal obligation to which EPCA is subject- article 6.1.c) GDPR) 

Third party data processing
EPCA can transmit the personal data of the delegate to third parties when this is needed or useful for the processing described above. 
This is the case for the data needed for the booking of rooms: the personal data of the delegate needed for such booking will be transferred to the hotel selected by the delegate. Once transferred, the hotel will be the controller of these data: it is for the delegate to read the privacy policy of the selected hotel.  
The delegate is also informed that the processing of the delegate's personal data by third parties can encompass a transfer of data outside the EEA, and more particularly in countries where the level of protection of personal data is not the same as under the GDPR. Such transfer is however needed for the performance of the agreement between EPCA and the delegate regarding the delegate's participation in the EPCA Annual Meeting. Furthermore, where the data are processed by a subcontractor of EPCA in such countries, EPCA has taken additional measures to ensure the protection of the delegate's personal data when these data are processed outside the EEA, i.e., EPCA has signed Standard Contractual Clauses with the company running the event online platform (iDloom). More information regarding these measures can be obtained from the EPCA office by emailing admin@epca.eu. iDloom also installs cookies and unique identifiers on the delegate equipment, which are necessary to identify the delegate upon joining the streamed business sessions. This is needed for carrying out the transmission of communication over an electronic communications network and is also strictly necessary in order for EPCA to provide access to the EPCA Annual Meeting. The list of cookies used by iDloom can be found here and here.

 Applicable law and competent courts
The present Terms and Conditions as well as all relationships and contracts with EPCA in relation with the Annual Meeting shall be exclusively governed and construed in accordance with Belgian law. All disputes in relation with the present Terms and Conditions and/or with the Annual Meeting shall be submitted to the exclusive jurisdiction of the courts of Brussels (Belgium), without prejudice to EPCA’s right to initiate proceedings before the courts of the Delegate’s registered office in the event that any sums are due by the Delegate to EPCA.