Logistics

Conference Registration Passes

– Students and advisors who participate at the Student Cluster Competition will not need to pay for the registration to the ISC conference. Each team is allocated with up to eight complimentary conference passes (six team members plus two advisors).
– Voucher codes are required for registration and will be provided around April time frame via email to the team captain.
– Each team member, including advisors, must register directly, using the voucher codes at the ISC conference registration site.
– Try to allow time to learn and enjoy the conference by attending conference sessions, networking with attendees, meeting with sponsors and exhibitors, etc.

Travel Information

Plan your visit
For information regarding Frankfurt, travel and accommodation and Visa requirements for Germany please visit ISC Travel and Stay.

Visa Requirements
if your nationality require travel visas for Germany, you need to work on that by yourself. The HPC-AI Advisory Council may supply invitation letter to help with the VISA application. ISC registration has an option to automatically generate an official letter of invitation from conference organizers – recognized as the official document required for visa application and approval.

Shipping & Customs

Refer to the ISC Exhibitors Manual listing all deadlines, forms and other information needed for planning your shipment.

It is recommended, whenever possible, that teams coordinate shipment/delivery of loaner equipment (hardware, etc.) to/from Germany with their sponsors directly to assist with required documentation (such as commercial invoices, country of origin, etc. as well as to/return shipping labels; preferred shipping service/contact information, account billing number, etc.) needed for temporary customs clearance of exhibition material scheduled to be re-exported from Germany and return to the country of origin.

Get your sponsors engaged! Teams must provide all sponsors with courtesy and critical competition information such as team booth number (for equipment delivery/pickup); pre/post exhibit schedule (set-up/dismantle); competition schedule and any other requirements to assure team equipment arrives at its intended destination(s) and sponsors are actively involved in their teams participation.

Teams coordinating shipments directly are advised to verify their country of origin and Germany’s import/export guidelines including customs policies, any associated duties or fees, required documentation and labeling of shipments for temporary customs clearance (as previously outlined).

All shipments, including shipment documents, must be coordinated with and provided to Schenker Hannover the sole logistics, customs, warehousing, setup/dismantle provider for ISC. Schenker will receive, store, deliver, pick-up and return all ISC shipments. Arrangements for Schenker services must be arranged directly and may be subject to additional fees.

Heed all deadlines! Plan ahead and allocate enough time! All shipments should be scheduled for delivery, to clear customs and arrive at the Schenker address provided in the exhibitors guide. All shipments should include completed return shipping labels and instructions as needed.

Ship to Address / Contact info
Please be sure destination address labels for each shipment include the booth number, team name along with a team member’s primary contact information (name and telephone number).

Please work with your advisors, sponsors and ISC services, including Schenker and refer to the exhibitor services guide first for information on shipping, delivery and return of competition equipment.

Cluster Hardware and Vendors

The teams should work to get in touch with sponsors/vendors in case they need help with hardware allocation for the competition. In case you have questions related to vendors you can email use on info@hpcadvisorycouncil.com and we will try to help.

Loaner Equipment
Teams are responsible for securing, managing, tracking and returning all sponsor loaner equipment including its return in the same condition received. Please be cautious with all loaner equipment throughout the conference, from build to dismantle.

All loaner equipment received by teams while in Germany must be returned to the provider directly following completion of the competition to avoid incurring unexpected expenses for equipment recovery, return shipping, VAT tax, etc.

Pre/Post Competition

Set-up
Teams are responsible for set-up in their booth including receiving and unpacking shipments, including placement of equipment and all other items required for the competition, used for display, etc.

– Setup is scheduled beginning Saturday morning and should be complete Monday morning in preparation for the conference opening and competition kick-off.
– During setup entrance to the exhibition hall is through a marked security side entrance.
– To receive temporary badges required for entrance and setup indicate you are Student Cluster Competition exhibitor.
– Notify Schenker services, at the back of the exhibit hall, for shipment delivery to your booth.
– At least one team member must be present to accept delivery of your shipment
– Once shipments have been completely unpacked; collect and consolidate all necessary return shipping materials (boxes, crates, pallets, packing materials, return shippers, etc.) contact Schenker to collect your items for storage.
– Schenker will store team materials, which will be returned to your booth following the exhibition close (Wednesday, 6pm)

Tear Down
Do not leave anything behind! Teams are responsible for all items in their booths including removal and return of all loaner equipment received/used outside of their own shipments; dismantling, packing and labeling all team equipment and properties; all necessary documentation and coordinating return shipments to their origin.

Don’t forget to return the APC AP8858 and the Schuko-to-C19 cable provided for the competition at the HPC-AI Advisory Council booth.

– Teams can begin to dismantle items in their booth upon completion of the competition.
– Stored shipping materials will be returned to booths at the close of the conference exhibit.
– All teams must package and secure their equipment for shipment. Shipping labels must be affixed to each piece of return shipments. Additional shipping labels can be obtained from Shenker services.
– Power strips provided by ISC events must remain in the booth.
– There is no hold or storage area. Everything left, including anything forgotten or remaining in booths and exhibit hall will be gone after midnight on Thursday.

Booth

Where is my booth?
Find your team booth number on the Teams page.

Booth Design
Be creative throughout the competition! Teams are encouraged to bring and display posters, banners and information promoting their team, schools, skills, studies and related works along with sponsor-provided materials, you can hang you country flag or school flag for decoration. For additional design options, at team’s own expense and coordination, contact CubicWorx listed in the exhibitor manual.

Ethernet Network and Internet Connection

Team booths will include Two Ethernet connections. One Ethernet connection must be dedicated to the PDU network port, the other can be used by the team. Teams are responsible for providing any additional network equipment needed to share the connection to all other devices that require an internet connection. ISC will provide WIFI in the conference halls.

Power

Team booths include one power source, one APC AP8858 PDU, and one Tripp Lite Schuko-to-C19 cable for the PDU. The PDU will be plugged into one of the available receptacle of the power source. Additional Schuko power strips for plugging in equipment (such as laptops, or non-competition systems) will be provided by ISC Events.

The red is rated 16A @240V ~3840W, and should be used for the competition PDU. The other ones (blue) can be used to plug in anything else not related to competition.

Competition Cluster

The competition systems can be put in a rack, on a table, on the floor, or anywhere in the booth. It is for the team to decide, but having systems placed in a rack would ensure the safety of the systems and also allow troubleshooting of the system easier.