Hong Kong Convention & Exhibition Centre. 1 Harbour Road, Wanchai, Hong Kong SAR RULES & REGULATION

Transcription

1 Hong Kong Convention & Exhibition Centre 1 Harbour Road, Wanchai, Hong Kong SAR RULES & REGULATION

2 Content Page 1. Promotion During the Show 1 2. Operation of Booth 1 3. Badges & Admission to the Exhibition 1 4. Insurance, Liability and Risks 1 5. Stand Design & Construction 2 - Standard Shell Booth - Raw Space 6. Electricity Supply 3 7. Freight Forwarding 3 8. Storage Facilities 3 9. Security & Service Stand Cleaning Car Parking Local Formalities 4 - Governing Law - Censorship and Films / Audio-Visual Demonstration - Public Performance of sound Recording - Fire & Safety Regulations 13. Demonstration and Operation Exhibits Noise Level Dangerous Material Food & Wine Tour Food & Beverages Distribution Telecommunication Services Move-out Instructions Location Map & Venue s Technical Specifications 6

3 1. PROMOTION DURING THE SHOW No advertising, demonstration or canvassing for business may be carried out anywhere else within the exhibition venue except at the exhibitor s own booth. No exhibits or advertising signs shall be placed outside the confines of the exhibitor s contracted area. 2. OPERATION OF BOOTH a) All booths must be staffed and operational throughout the opening hours of the Exhibition. b) All Exhibitors staff must wear Exhibitor Badge issued by the Organizer for identification and are advised to be present at their booth at least 30 minutes before the opening hour and leave the Exhibition Hall not later than 15 minutes after the closing time. c) All activities of the Exhibitors and / or their staff must be confined to their booth area. No advertising or business activity may take place elsewhere in the Exhibition Hall. d) No photos / video taking or sound recording is allowed in the venue unless prior approval is given by the Organizer. e) No exhibit should be allowed to be removed from the booth or exhibition venue once the exhibition has been officially opened unless special permission has been given by the Organizer. And no booth or exhibits should be dismantled before the official closing time of exhibition on the last day of the exhibition. 3. BADGES & ADMISSION TO THE EXHIBITION Badges will be issued as an Entrance Permit into the exhibition hall and should be worn and displayed whenever you are inside the exhibition hall during the move-in, exhibition and move-out periods. Badges are strictly not transferable and should be torn apart before disposal. In case of loss of badges, please inform the Organizer immediately. Exhibitor badges are available for collection together with your Exhibition Delegate Package at the Registration Counter. 4. INSURANCE, LIABILITY AND RISKS a) All exhibitors should insure, indemnify and hold the Organizer and the venue owner harmless in respect of all costs, claims demands and expenses of the exhibitor upon any person or things at the exhibition venue during the move-in, exhibition and move-out periods. b) Exhibitors are strongly advised to insure their exhibits or other valuable properties against theft, loss or damage including the risk of fire. They should also provide an insurance coverage for their own staff against injury and third party liability for visitors at their booth. c) The Organizer has no obligation to provide any service for on-site storage of Exhibitors properties and exhibits. Prior arrangement must be made with the Official Freight Forwarder in regard to the safe-keeping of the properties. d) The Organizer should not in any event be held responsible for any restrictions or condition which prevent the construction, erection, completion, alteration and dismantling of stand, or for any of the services or amenities provided at the exhibition centre or for the cancellation or partial opening of the exhibition either as a whole or in part or for the amendments or alterations to all or any of the Rules & Regulations caused by circumstances beyond the Organizer s control.

4 5. STAND DESIGN & CONSTRUCTION 1 All exhibits, materials and fittings used or displayed in the stand must be properly fire-proofed and be in accordance with all applicable fire prevention and building regulations. a) Standard Shell Booth i) Booth facilities : Side / back panels, carpeted floor, fascia with company name in English and booth number, 1 information counter, 2 folding chairs and 2 spotlights. ii) Booth facilities listed above are subject to change at the discretion of the Organizer without prior notice. iii) For ordering of additional booth facilities such as furniture & electrical fittings, please contact the Official Contractor. iv) No drill, screw, paint, nail or fixture of any kind are allowed to be affixed onto the partitions, floor or ceiling. Exhibitors are liable to any damage to their booths, fixtures & fittings and the Exhibition venue. v) In order to give additional exposure to visitors, exhibitors who occupying a corner booth has a choice to have the side panel replaced by a fascia with complete company name at no extra cost. Please inform the Official Standfitting Contractor regarding these arrangements. b) Raw Space Please refer to Form 3 - Application for Contractor and Item 17 (page 7) for Technical Specifications. i) All outside contractors have to wear authorized badges issued by the Organizer, otherwise they are not allowed to enter the Exhibition Hall. ii) No stand decoration, standfitting or exhibit with a height over 6m is allowed. This height limited is STRICTLY ENFORCED. iii) Double deck structure with the upper floor for meeting, lounge, reception, display or other activities is subject to the approval of the Organizer case by case. iv) All stand decorations, standfittings or exhibits with height over 4m should be submitted to both the Organizer and the HKCEC for approval. The Organizer reserves the right to request the exhibitor to alter their booth design if their booth structure causes obstruction to other exhibitors. v) The layout of exhibits and the stand design shall be planned in consideration of visual effects on neighboring stand and smooth visitors flow. All booths in the exhibition, irrespective of height, must have at least half of any frontage facing an aisle open. No part of any structure or exhibit may extend beyond the boundaries of the space contracted. Any stand partition visible from the aisle must be decorated. vi) No booth structure or exhibit with height over 2.5m directly under the fire curtains is allowed. vii) Overview and three dimensional booth design proposals with technical details must be submitted to the Organizer for approval. viii) Screwing, drilling, nailing or painting on the floor, walls, pillars or any part of the Exhibition Hall are not allowed. Exhibitors for their contractors are liable for any damage to the Exhibition Hall. ix) Access to all columns within the exhibition hall must be maintained with a minimum 750mm clearance space around each column (2.35m diameter) in order to facilitate access to fire hose reels and electrical switching equipment. x) Suspensions from the ceiling of the Exhibition Hall are subject to approval. xi) Exhibitors whose booths are adjacent to another booth must provide their own wall panel. They are not permitted to use the reverse of the neighbours wall. xii) A suitable floor covering, such as carpet or matting must be provided for all booths. xiii) A backwall, except in the case of an island booth, must be provided. xiv) Where raw space booth walls adjacent to lower booth walls, the rear surfaces must be decorated, above that level, by the Exhibitors building the higher wall. xv) xvi) No part of any structure or exhibit can extend beyond the boundaries of the site allocated. In order to protect our exhibitors interest and to ensure all contractors observance of the regulations in the Exhibition Hall, all outside contractors are requested to put a damage deposit in advance. Access to the site will not permitted until this deposit has been paid.

5 Should there be no damage or claim from the related parties, the said deposit will be refunded within one month after the exhibition close (Please refer to Form 6 for details). 6. ELECTRICITY SUPPLY 2 Please refer to Official Standfitting Contractor s Manual and Item 17 (page 7) - for Technical Specifications. a) For safety reasons, ALL electrical installation work connecting to the main, at the exhibition venue MUST be carried out SOLELY by the Official Standfitting Contractor. b) Exhibitors requiring special arrangements (e.g. different voltages and frequency or connections to equipment) must arrange for their own transformers, converters, etc. through their own or the Official Standfitting Contractor. c) Due to the limited electricity supply in the hall, the Organizer may have a ration power supply. Exhibitors are advised to bring along UPS as back up support for their exhibits. d) Before lighting and electricity supplied for individual booth, exhibitor who needs preceding electricity supply for test run should contact the official standfitting contractor for prior arrangement. Availability of such supplying is subject to extra cost and the possibility of technical arrangement. e) No extension cord is allowed to be used. f) No multiplug is allowed to be used. g) No flashing / blinking light or neon light are permitted. 7. FREIGHT FORWARDING Please refer to the Official Freight Forwarder s Manual. a) The Official Freight Forwarder is entrusted with the overall organization of freight / exhibits transportation within the exhibition hall. b) No truck, car, forklift or handling equipment (trolleys, lifts, jacks, etc.) other than Official Freight Forwarder will be allowed inside the exhibition hall. c) The Organizer authorizes the Official Freight Forwarder to use the container lifts for delivery of heavy and bulky exhibits. Exhibitors are requested to liaise and make arrangement with the Official Freight Forwarder regarding these items. d) Exhibitors shall be responsible for all consequences if their exhibits with dimensions, weight or floor-loading exceed the limited stated (see Venue s Technical Specification Item 17 (page 7)) without prior arrangement with the Official Freight Forwarder. e) Exhibitors should obtain a permit from the Organizer prior to the delivery of their hand carried / small items through the cargo lifts of Exhibition Centre. f) All exhibits are not allowed to be carried into / away from the exhibition venue without the authorized move in / out permit issued by the Organizer. Stand-by security guards have the right to check and collect the move in / out permit. 8. STORAGE FACILITIES The Organizers are unable to provide any facilities for on-site storage of Exhibitors properties, packing cases and surplus materials. Prior arrangements must be made with the Official Freight Forwarder with regard to the safe-keeping of these items.

6 9. SECURITY & SERVICE While the Organizer should take up the necessary security precaution in the interest of the exhibition as a whole, the Organizer is not be liable for any loss or damage to exhibits or other properties of the exhibitor or any injury to persons, whether it is before, during and after the exhibition. 3 a) 24 hours general security service will be provided within the exhibition venue, but it is important for all exhibitors to take utmost care of their exhibits and belongings. The Organizer undertakes no responsibility for them. b) Exhibitors are recommended to incorporate a lockable cupboard in your booth for souvenirs, consumable & important items and be sure to lock up before leaving your stand at the end of the day - display only when your booth is manned. c) On the last day of the exhibition, exhibitors are reminded to remove all items from the cupboard, as the furniture will be retrieved by the contractor once the show is officially closed. d) The stand-by security guards have the right to check all goods moving in or out of the exhibition hall. 10. STAND CLEANING a) The Organizer will provide general cleaning of the exhibition hall (excluding exhibits) prior to the opening of the exhibition and daily thereafter. It is the responsibility of the exhibitors to keep his stand tidy at all times. b) Exhibitors must take their own arrangements for removal of their packing materials, cartons, boxes, crates, construction debris etc. and be responsible for any expenses incurred. 11. CAR PARKING Public car parks are available at the basement of the venue. 12. LOCAL FORMALITIES a) Governing Law Exhibitors are required to observe and comply with all the laws of Hong Kong. b) Censorship and Films / Audio-Visual Demonstration Any films, video cassettes or 35mm slides to be shown to the public during the exhibition must be sent personally to the Board of Film Censors for censorship clearance at least two weeks prior to the exhibition. This will be strictly enforced. Further clarification can be obtained, please refer attached USEFUL CONTACT INFORMATION booklet All audio - visual demonstration must not cause annoyance to visitors or other Exhibitors through excessive sound or by its location. The Organizers reserve the right to terminate any audio-visual presentation at organizer s own discretion. The PAL system 1/2 VHS format is commonly used in Hong Kong. c) Public Performance of Sound Recording Exhibitors who are going to broadcast and perform all sound recordings in the public are reminded to apply public requisite licenses from the following organization in advance. Further clarification can be obtained, please refer attached USEFUL CONTACT INFORMATION booklet d) Fire & Safety Regulations i) Smoking is prohibited in the exhibition hall.

7 ii) iii) iv) No fire and spark is allowed in the exhibition hall. Do not keep empty container of lubricants in your booth. The Organizer may, upon instruction from the fire authority, issue other guidelines. 13. DEMONSTRATION AND OPERATION OF EXHIBITS An exhibitor intending to demonstrate or operate equipment at his stand must: 4 a) Provide the Organizer with full details, in writing, or any operating machinery involved. b) Ensure that the exhibits are operated under strict control and comply with proper safety conditions. c) Ensure that the exhibits are equipped with sufficient safety devices that may be removed only when the machines are not in operation and not connected to the power source. d) Adequately guard all moving parts of the machines against possible injury to any person. e) Cause no annoyance to visitors or other exhibitors. Acceptable noise level will be at the Organizer s discretion. Any complaints raised which the Organizer find justifiable, the Organizer reserves the right to impose limitation on the operation of the exhibit. f) The use of industrial gas of inflammable or toxic nature for demonstration purpose is not permitted. g) Exhibitors are responsible for the removal and disposal of waste materials generated by working demonstration of exhibits. 14. NOISE LEVEL Exhibitors are prohibited from causing annoyance to visitors or other exhibitors. Acceptable noise level is at the Organizer s discretion. Any complaints raised which the Organizer finds justifiable, the Organizer reserves the right to impose limitation on the operation of the exhibits or presentation. 15. DANGEROUS MATERIAL a) No naked lights and lamps or flammable and explosive gas can be used in the exhibition hall. b) Exhibitors are required to declare to the Organizer, details of any inflammable, explosive or radioactive article in order to facilitate safety inspection by local authorities, and to enable the Exhibition Hall Authorities to take appropriate protective measures. c) For fire and safety reason, the amount of diesel and lubricant that exhibitors permitted to place in their booths is just for daily consumption ONLY. 16. FOOD & WINE TOUR FOOD & BEVERAGES DISTRIBUTION a) Exhibitors are only allowed to distribute their food/ beverage with sample sizes outlined below: - Beverages limited to max. of 2 oz containers. - Food items limited to bite size (1 oz or less) b) Exhibitors are required to apply a temporary liquor license from the Licensing Department in order to distribute alcoholic beverages. c) Exhibitors are responsible for securing a permit from the Hong Kong Food and Environmental Hygiene Department in order to distribute food and beverages. d) Hong Kong Convention and Exhibition Centre (Management) Ltd. (HKCEC) remains to have the exclusive food and beverage distribution rights within the center.

8 17. TELECOMMUNICATION SERVICES a) Telecom Services: Telephone line (both local and IDD) and Facsimile line through the PABX systems of centre and other telecom services can be arranged upon request with the Event Services Department at the Centre, HKCEC (Please refer to the Section: Organizer s Form in this manual) b) Data Transmission Data points connected to the MDF room of Hong Kong Telephone Company for use as data transmission lines such as internet, computer link, datapack, viewdata... etc. are available for hire. 18. MOVE-OUT INSTRUCTION a) Exhibitors are required to follow the Move-out Schedule and Instructions issued by the Organizer. b) The Organizer and the Official Freight Forwarder will discard all items or exhibits laying in the exhibition venue without proper instruction after the move-out period. 19. LOCATION MAP & VENUE S TECHNICAL SPECIFICATIONS Location Map 5 Technical Specification Venue Hall 5 Floor Finish Concrete Floor Loading 1700 kg/sqm or 350 lb/sq.ft. Ceiling Height 8.25m Maximum Maximum Stand Height 6m (2.5m under Fire Curtain) Ventilation Central Air-conditioning System

9 Columns / Pillars Largest Freight Entrance 2.35m Diameter and 0.75m clearance on all 4 sides 4.5m(W) x 4.5m(H) Container Lift Dimension Freight Lifts / Service Lifts Venue Hall 5 Number Eight (8) nos. Capacity 7000 kg Car Internal Size 2.44m(W)x2.92m(H)x4.17m(D) - max Door Opening 2.5m(W)x3.0m(H) - max. 6

10 1

11 /

12 1 2 a) b) c) d) / e) 3 a) b) 4 a) b) c) d) 5 a) i) : / / ii) iii) iv) v)

13 b) xviii) xix) 6 xx) / / / xxi) 2.5 xxiii) 2.5 xxv) xxvi) ( 2.35) 750mm xxvii) xxx) xxxi) xxxii) xxxiii) 6 a) b) c)

14 d) e) f) g) 7 a) b) c) d) e) f) / 8 9 a) b) c) d) 10. a) b) 11.

15 12. a) b) / 35mm PAL 1/2 c) d) i) ii) iii) 13 a) c) d) e) f) g) a) b)

16 16 e) : - : 2oz. - : 1oz f) g) h) 17. a. PABX ) b) / 18 a) b)

17 / or 350 / 8.25( ) 6(2.5 ) 2.35( 0.75 ) ( ) 4.5() x 4.5() ()x2.92()x4.17() 2.5()x3.0() 6