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Shipping Instructions

XXI INTERNATIONAL CONFERENCE ON ULTRAFAST PHENOMENA, 15 - 20 July 2018, Grand Elysée Hotel, Hamburg, Germany  -- Shipping instructions --

Material needs to arrive between Monday 2 July 2018 and Wednesday 11 July 2018 at the latest.

Download packaging label
  Download UP 2018 Exhibitor floor plan (to find your booth no.)

Deliveries can only be done Monday through Friday from 8:00 am to 2:00 pm.  In case this timeline is not observed, the material cannot be accepted.

All material needs to be sent free from all charges including freight and customs duties.
Packages, which are not pre-paid will not be accepted. In case of a temporary import, the customer needs to take care about the formalities. The hotel or conference organisation will not be able to deal with this.

Shipping address:
Grand Elysée Hamburg, Receiving (Tiefgarage)
Contact: Karen Kehr
Ref.: UP2018 - Name of your company, 15-20 July 2018
Rothenbaumchaussee 10
DE - 20148 Hamburg

Failure to add the full reference will result in rejection of the material, as without this information, the hotel will not be able to match the delivery to the sender.

In case several packages are sent please mark it in the reference as for example: 1/3, 2/3 and 3/3 (in case 3 packages are sent) or write the total number of package on all labels.

Deliveries can only be done via the underground garage, the hotel reception desk cannot accept deliveries.

Contact phone number in case of need: (00 49) 40 41 41 20.

The organisers will not intervene in any transportation problem. It is the consignor's responsibility to ensure that the goods are shipped in due time. No refund can be made in case of late delivery. The consignor needs to take all necessary insurances to secure his material if necessary.

For small packages including literature, donations to the conferences (such as pens), please include a pro-forma invoice indicating a symbolic value on your package clearly stipulating that the material has no commercial value and will be distributed for free at the XXI International Conference on Ultrafast Phenomena, to take place at the Grand Elysée hotel in Hamburg, from 15 to 20 July 2018. State that the material will involve no invoicing.

As soon as your material is shipped please inform the European Physical Society ( on the following:
What was sent, when, how, reference number if any, amount of packages, dimensions and weight. In case you send a flyer, please also send us a scanned copy of it.

In order to clearly identify each shipment, the name of your company needs to be put on each package. In case of several packages, number the packages.

Please transmit all these indications to your forwarder.

All shipments arriving prior to the event will be transported to the meeting rooms (Ballroom and Grand Foyer) by the hotel team.
The material will then need to be distributed to the specific place/table, which should be OK if all companies write their name on the packages as indicated in the upper shipping instructions.
The hotel offers luggage trolley and a lift truck in case these are required for moving the material.
Please note that there is no closed cabinet to secure the material. We highly recommend to make your hotel reservation at the Grand Elysée allowing to take the valuable material in the rooms. The special link to reserve can now no longer be used. Guests wishing to reserve can now directly call / email the hotel to check the availability. Mention UP 2018 to still obtain the conditions mentioned below.
Phone: +49 40 41 41 20

Return of material
Exhibitors need to take care about the return formalities of their material. They need to take care to pack the material and put their return label on it. The hotel won't do any formality. They need to order the pick-up of the material at their forwarding agent.

Procedure in case of return of material
If exhibitors wish to have material picked up, its is very important to follow these steps:

- Pack everything so it is ready to send (including the label from the carrier company such as DHL, UPS, etc. or other information if it is picked up by a logistics/transportation company)
- Inform a hotel employee of the banquets service team (not the reception), and hand the parcel / packages to them.
- The employees will then hand a document / a form to the exhibitor which needs to be filled out. This is very important! Through this step the package will be registered in the hotel's system.
- Once the carrier company (DHL, UPS, etc.) is arriving at the receiving department, the colleagues can check the system to see which packages are located in the storage.
- Packages which are left in the exhibition spaces without labels and / or instructions will not be handled and cannot be picked up.







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