7 th World Cargo Symposium

Transcription

1 Exhibitor s Manual Incorporating: General Information & Technical Regulations

2 General Information & Technical Regulations All exhibitors are to comply and adhere to the guidelines stipulated in this Exhibitor s Manual for the execution of works to be carried out in Sheraton Hotel, Doha. This Manual will include information integral to participation in the exhibition, including, but not limited to additional exhibitor rules and regulations, official contractor order forms, registration, utilities and building services, exhibitor display rules etc. 1.1 Venue/Location will take place at Sheraton Hotel Doha Qatar (Conference Center Foyer). 1.2 Build-up & Dismantle schedule Build-up - 11 th March 2013 (8:00 23:00) Event Dates - 12 th - 14 th March 2013 Break Down - 14 th March 2013 (18:00) 1.3 Security Stands should not be left unattended at any time, particularly during the vulnerable build-up and break down periods. Neither the Organizer nor the official contractor can or will accept any liability for loss or damage to any stand, exhibits, materials, goods, property or personal items, howsoever such loss or damage should be sustained. It is the responsibility of the individual exhibitor to ensure that his stand, exhibits and personal property are secured at all times. 1.4 Stand Construction Exhibitors must ensure that no projections of exhibits or display materials will be allowed into the passageway. Displays must be freestanding and not rely on any part of the exhibition area other than the floor for support. Hanging of materials/equipments from the ceiling is strictly prohibited. Exhibitors are strictly prohibited to drill holes or affix nails, hooks, screws, pins, staples, adhesives, paint or similar items to the floors, walls, shell scheme stands or other part of the premises. Stand design with special lightings with inclusion of fixtures and trusses should remain within the boundaries of the exhibit space. Special effects lighting must not project or interfere onto other neighbouring exhibits or show and should be directed to the inner confines of the exhibit space. Any exhibitor found not adhering to this clause, Official Contractor has the right to remove any access or items that are not within the designated space. No exhibitor shall in any manner obstruct any exit, aisle, easement at any time. In all cases, exits and fire connections must be clearly identifiable. Polyurethane sheets are to be laid on the floor before commencing of any works. Non compliance of the above rules, official contractor has the right to stop the work of the contractor.

3 Standard Shell Scheme (3m x 3m x 2.5m ht) Shell Scheme Package inclusive of the following: 1. White system infill panels consisting of aluminium structure and beams. 2. Fascia board with white infill panels - 1 no. 3. Text on fascia - 1 no w fluorescent tubes - 2 nos amp single phase power point - 1 no. 6. System desk - 1 no. 7. Waste paper basket - 1 no. 8. Upright chair - 2 nos. Exhibitors may affix lightweight photos, posters, technical information, etc., direct to the shell scheme walls with double sided adhesive tapes (Eurocel Sicad Group (yellow)) or similar, provided that such materials will not damage the panels. Exhibitors occupying shell scheme stands must ensure that all internal exhibits and displays are contained within the shell scheme structure and do not exceed 2.5 meter height. No removal of fascia, pylon or any parts of the shell scheme structures for any enhancement made for the stand. Exhibitors are to adhere to this rule strictly as penalty will be imposed accordingly should any exhibitors found to ignore this rule. No overhead banners are allowed and no display materials may be fixed to the shell scheme fascia. Space Only Exhibitors that require space only for their respective designed stand, are requested to send the proposed plans and perspective drawings for their stands to the official contractor for approval. 1.5 Safety Rules All exhibitors shall be vigilant regarding the health and safety of themselves and others in the exhibition area and they shall observe the following practices at all times during the build-up and dismantle. The electrical circuits and all their parts must be constructed, installed and maintained so as to foresee any danger deriving from accidental contact with the powered elements and the risk of fire and explosion deriving from eventual abnormalities that may be found operation. All waste and remnants should be removed from the gangway after the build up is completed. Failure to do so, the exhibitors will be charged a fee for the clearance and disposal of such waste. Chemical and flammable liquid are to be removed by the contractor from the exhibition area for safety reasons and proper disposal is required. Such products must not be placed in general rubbish bins or within the exhibition compound. All paints and painting shall not be washed in the exhibition compound.

4 Spray paint inside the exhibition area is strictly prohibited. No vehicles are allowed in the exhibition area and all unloading and loading of the stand materials to be outside the cargo entrance and carried manually into the exhibition area. Only authorized personnel from General Contractor are allowed to access to electrical main supply from the trenches or remove trench covers (if any). All personals entering the Sheraton Hotel shall at all time wear a proper foot wear especially during build up ( i.e. covered shoes). Failure to observe these rules, Organizers and Cityneon Middle East L.L.C shall not be liable to any injury or accident occurs within the premises of the hotel. Exhibitors/Non Official Contractor Important Notice: Any Audio aid used by the exhibitor s should not be in a high volume level to avoid the disturbance of the other exhibitors & visitors as well. Loading and Unloading area will be designated accordingly. Exhibitors Appointed Contractor must follow the exact timing & schedule for loading & unloading of their construction materials and other exhibits base on the official contractor time schedule. During the build up, show days and dismantling, all exhibitors are responsible for cleaning their own stand.

5 EXHIBITION SERVICES CRITICAL DEADLINES / CHECKLIST We highly recommend using this spreadsheet to ensure that you have sent all your requirements by the indicated deadline and that your requests have been confirmed. Deadline Form Date Sent Remarks 15 th Feb 2013 Form 1 - Shell Scheme Fascia Lettering 15 th Feb 2013 Form 2 - Electrical & Lighting Order Form 15 th Feb 2013 Form 3 - Furniture Order Form 15 th Feb 2013 Form 4 - Audio/Visual Order Form 15 th Feb 2013 Form 5 - Flower Arrangement Form 15 th Feb 2013 Form 6 - Graphic Services Order Form 15 th Feb 2013 Form 7 - Enhanced Shell Scheme Form 15 th Feb 2013 Form 8 - Exhibitor Appointed Contractor Form 15 th Feb 2013 Form 9 - Contractor Badges Form 15 th Feb 2013 Form 10 - Letter of Acknowledgement 15 th Feb 2013 Stand layout & perspective drawing for nonofficial contractor for approval. Contact persons for submission of forms: Rhea Estandian Mobile: rhea@cityneon.com.qa May Caldejon - Mobile: may@cityneon.com.qa Office address: Cityneon Middle East L.L.C 250 D-Ring Road Al Hilal (West) Doha, State of Qatar P.O Box Tel: / 4021/ 7447 Fax:

6 Form 1 : SHELL SCHEME FASCIA LETTERINGS Stand No. Please enter the below the Company name which you require on the fascia. This will provided in BLOCK LETTERS, HELVETICA MEDIUM of 50mm high (Maximum 24 characters). (English Name) Contact Person Position Tel Fax Mobile (please write legibly)

7 FORM 2 : ELECTRICAL & LIGHTING ORDER FORM Exhibitors and contractors are to note that power outlet supplies are FOR EQUIPMENT DEMONSTRATION ONLY and NOT FOR LIGHTING. We would not guarantee for any late orders received after the above deadline. In addition, 30% surcharge will apply to all orders received less than 7 days before the build-up date and 50% surcharge for orders on site. All items are on rental basis only. All orders will be delivered upon receipt of full payment. Please remit the payment by Bank draft or local Bank cheque to CITYNEON MIDDLE EAST L.L.C. Orders receive less than 10 days cannot be guaranteed of stock availability. S/N DESCRIPTION OF ITEMS COST / SHOW (QAR) QTY COST 1 40w Fluorescent Tube (4ft) w Halogen spotlight (12v) w Standard spotlight w Arm spotlight w Halogen arm spotlight w Halogen track light (2 pcs on 1 track) amp Single phase power socket 273 TOTAL COST (QAR) Exhibiting Company Stand No Contact Person Position (Please write legibly) Note: Please remit all payment made payable: Beneficiary Name: Cityneon (Middle East) L.L.C Bank Name: Qatar National Bank (Marriott Hotel Branch) Account No.: Please adhere strictly that all Bank charges are to be borne by remitters.

8 FORM 3 : FURNITURE ORDER FORM We would not guarantee for any late orders received after the above deadline. In addition, 30% surcharge will apply to all orders received less than 7 days before the build-up date and 50% surcharge for orders on site. All items are on rental basis only. All orders will be delivered upon receipt of full payment. Please remit the payment by Bank draft or local Bank cheque to CITYNEON MIDDLE EAST L.L.C. Orders receive less than 10 days cannot be guaranteed of stock availability. CODE DESCRIPTION OF ITEMS DIMENSIONS COST / SHOW (QAR) QTY COST T-1W Round table (white) 80dia x 75ht 150 T-1B Round table (black) 80dia x 75ht 150 T-3 Square table 80 x 50 x T-8 System desk 100 x 50 x C1 Upright chair ( off white) 110 BS-4 Bar stool (Black) 170 BS-4 Bar stool (White) 170 PB-01 Paper Basket (plastic) 30 TOTAL COST (QAR) Exhibiting Company Stand No Contact Person Position (Please write legibly) Note: Please remit all payment made payable: Beneficiary Name: Cityneon (Middle East) L.L.C Bank Name: Qatar National Bank (Marriott Hotel Branch) Account No.: Please adhere strictly that all Bank charges are to be borne by remitters.

9 TABLE TT-001 TT-002 TT-003 BARSTOOL BS-001 BS-002 SYSTEM DESK ` UPRIGHT CHAIR

10 FORM 4 : AUDIO/VISUAL ORDER FORM We would not guarantee for any late orders received after the above deadline. In addition, 30% surcharge will apply to all orders received less than 7 days before the build-up date and 50% surcharge for orders on site. All items are on rental basis only. All orders will be delivered upon receipt of full payment. Please remit the payment by Bank draft or local Bank cheque to CITYNEON MIDDLE EAST L.L.C. Orders receive less than 10 days cannot be guaranteed of stock availability. S/N DESCRIPTION OF ITEMS COST / SHOW (QAR) QTY COST 1 42 Plasma Screen Plasma Screen Plasma stand w/dvd shelf DVD player 65 TOTAL COST (QAR) Exhibiting Company Stand No Contact Person Position (Please write legibly) Note: Please remit all payment made payable: Beneficiary Name: Cityneon (Middle East) L.L.C Bank Name: Qatar National Bank (Marriott Hotel Branch) Account No.: Please adhere strictly that all Bank charges are to be borne by remitters.

11 FORM 5 : FLOWER ARRANGEMENT ORDER FORM We would not guarantee for any late orders received after the above deadline. In addition, 30% surcharge will apply to all orders received less than 7 days before the build-up date and 50% surcharge for orders on site. All items are on rental basis only. All orders will be delivered upon receipt of full payment. Please remit the payment by Bank draft or local Bank cheque to CITYNEON MIDDLE EAST L.L.C. Orders receive less than 10 days cannot be guaranteed of stock availability. SAMPLE PICTURES DESCRIPTION OF ITEMS COST (QAR) QTY COST Round Shape ~ Small posy shape 30cm dia. ~ Medium posy shape 40cm dia. Oval Shape ~ Medium oval shape 80cm length. ~ Large oval shape 100cm length. Facing Shape ~ Small facing shape 40cm ht. ~ Medium facing shape 60cm ht. ~ Large facing shape 80cm ht. TOTAL COST (QAR) Exhibiting Company Stand No Contact Person Position (Please write legibly) Note: Please remit all payment made payable: Beneficiary Name: Cityneon (Middle East) L.L.C Bank Name: Qatar National Bank (Marriott Hotel Branch) Account No.: Please adhere strictly that all Bank charges are to be borne by remitters.

12 FORM 6 : GRAPHIC SERVICES ORDER FORM Please describe your requirements below and we will reply to you with our quotation Requirements: Exhibiting Company Stand No Contact Person Position (Please write legibly) Note: Please remit all payment made payable: Beneficiary Name: Cityneon (Middle East) L.L.C Bank Name: Qatar National Bank (Marriott Hotel Branch) Account No.: Please adhere strictly that all Bank charges are to be borne by remitters.

13 FORM 7 : ENHANCED SHELL SCHEME FORM Note: All exhibitors have to submit this form to confirm if they will be making any custom made decorations / enhancement in their respective booth. Please note the deadline above. Please tick on the appropriate box below: NO, we will not make any enhancement in the stand and no carpentry works involved. Only lightweight materials will be installed (ie. posters, pop up etc.) YES, we will make some custom made decorations & stand enhancement in the stand. Attached are the details and design of my stand decorations for your approval. YES, Shell Scheme is still required NO, Shell Scheme is not required Exhibiting Company Stand No Contact Person Position (Please write legibly)

14 FORM 8 : EXHIBITOR APPOINTED CONTRACTOR FORM This form is applicable to exhibitors who are building their own stand or will engage their own stand-fitting contractor. Exhibiting Company Stand No Contact Person Position Address (Please write legibly) Exhibitors may appoint their own contractor for the purposes of stand building. However all mechanical and electrical works must be installed by the exhibition official contractors. Exhibitions are requested to ensure that their respective contractor/s observe all rules and regulations of their contractors during the entire exhibition from period of build-up to break down of the exhibition. Please fill in the necessary details below: Our appointed Contractor is: Contractor Name Address: Person in charge:

15 FORM 9 : CONTRACTOR BADGES FORM Contractor Name Address: Person in charge: Exhibiting Company Stand No Contact Person Position (Please write legibly) S/N NAME ID NUMBER Important Notice: Contractors must submit the names list with the ID no. /Passport no. of their staff. Must stately clear the person in charge. Exhibitor s Contractor must wear shoes at all times. Failure to comply Cityneon has the right not to let the workers to enter the premises.

16 FORM 10 : LETTER OF ACKNOWLEDGEMENT I I.D. Number : (Full Name and ID No. of Individual or Company Representative) Representing (Company Name) Acknowledge receipt of the complete set of rules and regulations, as determined by the Organiser. I accept on behalf of my company, its representatives, agents, contractors and suppliers that we will adhere to the terms and conditions set herewith. DISCLAIMER Neither the Organiser nor the Venue Lessor, or any of the Directors, Employees or Agents of either one, will be liable to the Client/Exhibitor for personal injury to, or death of any person, or loss, or damage to property, of whatever nature, on the property or at the Venue, however arising or caused. EXHIBITOR / SIGNATURE DATE:

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