Below is some information to assist you in your planning for the Automotive Logistics India conference.
Delivery of packages
Deliveries will be accepted at the hotel from Wednesday 2nd December 2015 and must arrive by 17.00 on Friday 4th December (if they are to be included within the delegate packs). 
If you are shipping anything please ensure that you:

  • Send Claire Hill (contact details below) the shipping number
  • Track your shipment to ensure that it arrives at the hotel when you expect it to
  • Once your shipment arrives at the hotel, confirm who it is that signed for it
  • Pay all the taxes and duties that are required. The hotel and Ultima Media cannot cover excess shipping charges.

For your convenience we have created package labes for your items. Please click the STAND and INSERT links below:

If you prefer to use your own labelling method, please ensure your packages are addressed as follows:
F.A.O. Amitesh Dayal / Claire Hill
Clearly mark your YOUR COMPANY NAME
The Leela Ambience Hotel & Residences
Ambience Island, National Highway – 8,
Gurgaon 122 002, Delhi N.C.R, India   
Clearly mark either STAND or INSERT

The mobile telephone number of the hotel event manager is: +91 (124) 4771234, and the email is mice.gurgaon@theleela.com

–    Please confirm if you are sending inserts for the delegate packs?
–    If you are sending inserts, please send the details to Claire Hill
***Deliveries often get misplaced in hotels, and if I am not aware to check for your delivery, it may not get inserted into the delegate pack.***
–     Please supply 200 inserts – they must be a maximum of 4 pages long or a small gift.
–     Please ensure that inserts arrive by 17.00 on Friday 4th December – if they do not reach the venue by this date, they will not be placed in the delegate packs.

Customs taxes and duties
Please ensure that your duties and customs fees are paid for prior to the delivery of your goods.  Alternatively please make your shipping company aware that you will pick up any costs relating to this delivery.  The hotel and Ultima Media are not responsible for any material that is delivered to the hotel.  If customs duties and taxes are not paid prior to the arrival of your goods, the venue will not accept delivery.
Exhibition stand
Set up date/time:               15:00, Tuesday 8th December.
Stand space:                       2 meters x 3 meters
Equipment provided:          table, 2 chairs, power supply
Pack up date/time:             16:15 – 18:30, Thursday 10th December
All exhibits must be removed by 18:30


Additional technical equipment
If you have any additional audio visual requirements you can source these through our AV supplier:
Philip Stannard Associates LTD 
+44 (0)20 8886 3399
Please note that all equipment must be paid for by you prior to the start of the conference. 

Hotel Booking
We recommend that your staff and VIPs attending the conference stay The Leela, Gurgaon where we have negotiated a special rate.
To book your reservation please fill in this
booking form and email or fax it back to the details below.
E-mail: mice.gurgaon@theleela.com
Fax no. (91)- 0124 – 4771137
The special negotiated rate, INR 9500+taxes per night, including breakfast and Wi-Fi, will expire on 30th November 2015 so please make your reservation early.
Please note: Bedrooms and rates are subject to availability at the hotel, please book early to avoid disappointment.

Registering your staff and VIP’s
Please ensure that you register all of your staff and VIP’s as soon as possible to ensure they receive the important pre conference information. Please follow the steps below:
Step 1: click this link www.registrationline.org.uk/um/reg.asp?event=156
Step 2: enter e-mail address of attendee or VIP
Step 3: enter your code umsponsorxx (for your staff) and umsponsorxxvip (for your VIPs)
Step 4: complete the registration

Please note: your sponsor code has been sent to you previously, if you need assistance, please contact claire.hill@ultimamedia.com

If you would like further assistance in inviting your VIP’s, please contact oliver.lindrup@ultimamedia.com
I hope that the above information is useful, please don’t hesitate to contact us should you have any questions.
Claire Hill
Head of Events

Tel: 0044 20 8987 0941
E: claire.hill@ultimamedia.com 


Conference calendar