5 th INTERNATIONAL AVIATION & AEROSPACE EXHIBITION IN THE MIDDLE EAST 26, 27, 28 FEBRUARY 2018 EXHIBITOR MANUAL

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1 5 th INTERNATIONAL AVIATION & AEROSPACE EXHIBITION IN THE MIDDLE EAST 26, 27, 28 FEBRUARY 2018 Abu Dhabi Air Expo United Arab Emirates Heli Expo EXHIBITOR MANUAL AL BATEEN EXECUTIVE AIRPORT - ABU DHABI, THE CAPITAL - uae Organization

WELCOME Dear Exhibitor, The Exhibitor Manual has all the useful information you will need to prepare your exhibition Abu Dhabi Air Expo 2018.

2 WELCOME Dear Exhibitor, The Exhibitor Manual has all the useful information you will need to prepare your exhibition Abu Dhabi Air Expo For technical applications, or other requests, please send a message to services@airexpo.aero The whole team remains at your disposal for any further information. Thank you for your interest in this event. With kind regards, Abu Dhabi Air Expo team 4M Events FZ-LLC - Abu Dhabi Airport Business City - Desk # 004, Center 1 - P.O. Box Abu Dhabi, UAE Tel: (0) services@airexpo.aero 2

3 EXHIBITION BUILD UP INSTALLATION SUNDAY FEBRUARY 25 th 08:00-18:00 For special installation please contact us at If you need to continue working after 18:00, you will need to inform the Organisers by 15:00 on that day. Charges will apply after 18:00, until midnight : 500 AED per hour, per stand/chalet, per day, and must be paid on-site, at the Organisers Office. If you are working with contractors for your booth, kindly let us know the name of the company you're using and contact details of the person in charge, before February 5 th. Thank you. SHOW OPEN DAYS EXHIBITOR ACCESS SHOW TIMES MONDAY FEBRUARY 26 th TUESDAY FEBRUARY 27 th WEDNESDAY FEBRUARY 28 th 09:00-18:00 09:00-18:00 09:00-18:00 10:00-17:00 10:00-17:00 10:00-17:00 DISMANTLING WEDNESDAY FEBRUARY 28 th 18:00-22:00 Removal of hand held goods only THURSDAY MARCH 1 ST 08:00-20:00 Vacate all stands & chalets / Dismantling & Removal of all stands & chalets IMPORTANT : For security reasons, aircraft are not allowed to leave the airport before Wednesday February 28 th at 18:00. All stand fittings and waste must be cleared from the exhibition site of the expo by 20:00 on March the 1 st, During the dismantling period, exhibitors and their contractors are responsible for their own waste materials. Anything left on the exhibition site after this time will be treated as waste. Failure to meet this deadline will result in a penalty fee. 3

4 CONTRACTOR CONTACT LIST OFFICIAL FREIGHT & ON-SITE HANDLING FREIGHT MASTERS Sajini Joseph General Manager Hamsah Building. Room No: 306, Zabeel Road, P.O.Box: Dubai, UAE Tel : Mob : sajini@freightmastersllc.ae OFFICIAL ACCOMMODATION PARTNER TRIPAxIS Mazaya Business Avenue JLT BB2, Office No. 708, PO Box: , Dubai, UAE Tel.: Fax : events@tripaxis.com OFFICIAL CATERING CONTRACTOR ExECuTIvE GOuRMET by GATEGOuRMET Al Bateen Executive Airport Abu Dhabi, UAE Tel.: Mob.: vipabudhabi@gategroup.com FbO SERvICES (AL bateen ExECuTIvE AIR- PORT) MuNAWALA Al Bateen Executive Airport Abu Dhabi, UAE fbo@munawala.ae OFFICIAL CONTRACTOR FOR STAND AND CHALET NuCLEuS P.O.Box Dubai, UAE Tel.: Mob.: Fax : kashif@nucleusexhibitions.com OFFICIAL CONTRACTOR FOR STAND AND CHALET ELECTRA Jean-Pierre FRONTE services@airexpo.aero 4

GENERAL INFORMATION A-Z General office inside the exhibition + 971 (0)2 419 2714 ACCESS by CAR Abu Dhabi Air Expo will take place at Al Bateen Executive Airport, located in Abu Dhabi.

5 GENERAL INFORMATION A-Z General office inside the exhibition (0) ACCESS by CAR Abu Dhabi Air Expo will take place at Al Bateen Executive Airport, located in Abu Dhabi. The site is easily accessible from Shk. Rashid bin Saeed street (old airport road). Al Bateen Executive Airport P.O Box Abu Dhabi United Arab Emirates ACCOMODATION & OFFICIAL TRAvEL PARTNER The official travel agent, Tripaxis is on hand to help with all accommodation, travel and regional enquiries. They are able to provide exhibitors with competitive rates for both accommodation and travel for Abu Dhabi Air Expo Please see the contractor conctact list for their contact details. AIRCRAFT REGISTRATION If you have one or more aircraft on the static display, please fill out the registration sheet for each aircraft on page 11. 5

6 GENERAL INFORMATION A-Z General office inside the exhibition (0) badge APPLICATION REQuIREMENTS You will receive a link by to register for your exhibitor badges. Badges are required for all persons entering the exhibition site. Photos are on all Exhibitor and Contractor badges, and must comply with international standards for passport photographs: All pass holders must carry a photographic form of ID at all times, i.e. Passports, drivers licence or national ID cards. Badges and car passes must be collected from the Exhibitors information Desk at the entrance of the show (proof of identity will be required to obtain exhibitor badges). A company representative may collect all relevant badges but they will have to prove their identity before the badges can be released with a Passport, or ID card, or driving licence. All collections must be signed for by a member of your company, this individual is then resposnsible for the distribution of the badges. To order additional badges, please download order form online at: ExHIbITOR badges CATEGORY 9 sqm sqm sqm 36 sqm 50 sqm 100 sqm chalet 150 sqm chalet FREE ALLOCATION 3 badges 5 badges 6 badges 7 badges 10 badges 15 badges 20 badges You can purchase additional badges at a cost of $30 per pass. CONTRACTOR badges Please send an to services@airexpo.aero if you need badges for your contractors. ExHIbITOR CAR PASSES CATEGORY 9 sqm sqm sqm 36 sqm 50 sqm 100 sqm chalet 150 sqm chalet FREE ALLOCATION 1 pass 1 pass 1 pass 1 pass 2 passes 3 passes 4 passes You can purchase additional passes at a cost of $100 per pass. 6

7 GENERAL INFORMATION A-Z General office inside the exhibition (0) balance RESERvATION In accordance with general regulations of Abu Dhabi Air Expo, the balance reservation of your booth is due on January 26 th We would like to thank you in advance for processing the payment of your reservation. Installation will not be possible without the total payment of your participation. banking SERvICES An ATM Machine is located inside the terminal. CAR PARKING Please see allocation table on page 6. To order additional car passes, please download order form online at: CATERING FACILITIES For all catering requirements inside the exhibition please contact Gate Gourmet directly, their contact details can be found in the contractor contact list. Please note that no external catering contractors are permitted on-site and no food and beverage can be hand carried on-site. CHALET (OuTDOOR) Chalet technical specifications on page CLEANING SERvICES It is the exhibitor s responsibility to maintain their stand or chalet and to make sure it is in a clean condition at all times. If you are a shell scheme exhibitor your stand will be delivered to you in a clean state in the readiness of the show opening. Space only exhibitors will be responsible for the cleaning of their areas. A cleaning contractor has been appointed for general cleaning of the exhibition grounds and internal aisles during the show; however the cleaning of stands and exhibits are the exhibitor s responsibility. Additional cleaning services can be arranged if required. Please fill out the order form online at: During the build-up and dismantling period, exhibitors and their contractors are responsible for their own waste materials. For security reasons it is essential that all aisles are kept clear of rubbish and other obstructions at all times. It is the responsibility of the exhibitor and/or their contractor to identify their waste materials to the cleaners and to make arrangements with the official on-site freight handler to have crates and packing materials stored if they are required at the end of the exhibition. DILAPIDATIONS It is not permitted to drill, weld or otherwise fix permanently to any of the chalet or exhibition hall structures. Any graphics or other applied finish must be removed from glass panels or other parts of the structure before handing the unit back to the Organisers. Exhibitors must leave their sites in the condition in which they found them and must satisfy the Organisers that they have done so. Any dilapidations caused by an exhibitor s installations will be recorded by the Organisers and the cost of reinstatement charged to the exhibitor. 7

8 GENERAL INFORMATION A-Z General office inside the exhibition (0) ExHIbITION OFFICIAL SHOW CATALOGuE 4M Events co-ordinate and publish the exhibition s Official Show Catalogue. As a result, the publication receives first hand show information and benefits from first class distribution and exposure. A copy of the Official Show Catalogue is distributed to all visitors. The Official Show Catalogue will be published containing an alphabetical list of exhibitors, a description of the exhibits and general information about the exhibition, together with advertisements. Each exhibiting company is provided with a complimentary entry which incorporates their company details and a free editorial describing the companies proposed exhibits. Show Catalogue entries can be submitted online before February 1 st at: if no entry is submitted the companies name and contact details (as displayed on the exhibition contract) will be entered as default. All exhibitors are given the opportunity to promote their products or services by advertising within the Official Show Catalogue. Placing an advertisement will ensure that your products are seen by the visitors which could increase the number of buyers to your stand. For advertising rates and order form please see online at: FAbRICS used IN DISPLAYS Textile fabrics used for interior display purposes on the stand must be FIRE RETARDENT or purchased already treated by use of approved chemicals. Certain fabrics need not be fire proofed, i.e., wool, twill or felt. Textile fabrics used for interior decorative purposes within stands must be fixed taut and or in tight pleats (not draped) to a solid backing and not touching any light fittings. Cellulose paints are flammable and must not be used for stand dressing. Water based paints must be used. FASCIA (NAME board) The name board sits at the top of your stand and will carry your Company Name. This will identify your company to the visitors. The name on the fascia is the one mentioned on your registration form at Exhibitor Fascia. FREIGHT The official on-site freight handler for the exhibition is Freight Masters (contact details in contractor contact list). For any delivery inside the exhibition, please contact Freight Masters directly. FuRNITuRE Furniture selection and order form online at: INSuRANCE The exhibitor is fully responsible for obtaining insurance protection for his exhibits, property and personnel against all risks. Equipment should be insured both in transit and on location at the exhibition site for the whole period of the event. Insurance cover should include: PLI (Public Liability Insurance, personal injury, third party claims, expenses incurred and/or losses of any kind, including losses resulting from the abandonment of the exhibition, medical expenses and baggage, value of the stand, including the fittings. If you exhibit an aircraft, please have with you the aircraft insurance (of each aircraft). INvITATIONS Electronic invitations will be sent to you by . 8

9 GENERAL INFORMATION A-Z General office inside the exhibition (0) LIFTING AND LOGISTICS Freight Masters is the official lifting contractor for the exhibition, and the only company authorised to perform lifting and fork lifting at the exhibition area. If you require lifting and fork lifting services, please contact them directly (contact details in contractor contact list). MEETING ROOMS Upon request. Please contact the Organisers. ON-SITE DELIvERIES Deliveries will not be accepted on-site before 25 th February All deliveries must be marked up clearly, with Company Name, Exhibitor Contact Name, Exhibitor Contact Number, Abu Dhabi Air Expo 2018, and must be handled by Freight Masters (the Show Official Supplier). Please ensure that your exhibit materials are at your booth at least 3 hours prior to the official opening. Please note that only hand carried items may be brought into the exhibition during show open hours. Any items requiring a trolley or pallet truck must wait until after the show has closed. For security reasons the Organisers are not able to accept deliveries on behalf of exhibitors. ORGANISERS RIGHT TO CHANGE STANDS AND FLOOR PLAN LAYOuT In the interests of the exhibition as a whole, it may be necessary to remove or alter anything in - or forming part of - any stand. If we feel this action must be taken this would have to be at the expense of the exhibitor concerned. The exhibition floor plan is subject to change at the discretion of the Organisers. SECuRITY All personnel entering the exhibition must hold an Abu Dhabi Air Expo 2018 badge. Badges must be ordered using the appropriate forms available via the link to order that will be sent to you. Failure to order badges online prior to arrival may result in delays on site. Badges must be worn at all times at the exhibition. Please note badges are not transferable. STORAGE There is no facility for you to store unwanted goods such as crates and packing materials on-site, so please ensure you arrange for the removal from site of any items you do not wish to keep on your stand. Our Official Freight Forwarder - Freight Masters can help with your storage requirements, please contact them directly (see contractor contact list). vehicles No vehicles are allowed to enter the exhibition area. For any off loading, please contact Freight Masters (contact details in contractor contact list). WATER No water supply is available at the exhibition area. 9

OFFICIAL SHOW CATALOGUE ABU DHABI AIR EXPO 2018 (Information regarding your company with contact details) 15,000 Official Show Catalogues will be printed and distributed at the exhibition s entrance

10 OFFICIAL SHOW CATALOGUE ABU DHABI AIR EXPO 2018 (Information regarding your company with contact details) 15,000 Official Show Catalogues will be printed and distributed at the exhibition s entrance to all visitors during the 3 days. All exhibitors will be referenced in it. To be properly referenced PLEASE FILL OuT THE FORM ONLINE before FEbRuARY 1st : The Official Show Catalogue will be distributed to all visitors and will provide contact details of the exhibitors and advertisements of exhibiting companies. 5 th INTERNATIONAL AVIATION & AEROSPACE EXHIBITION IN THE MIDDLE EAST 26, 27, 28 FEBRUARY 2018 Abu Dhabi Air Expo United Arab Emirates Heli Expo EXHIBITOR MANUAL AL BATEEN EXECUTIVE AIRPORT - ABU DHABI, THE CAPITAL - uae Organization If you want to advertise in the Official Show Catalogue, please fill out the catalogue insertion online at: 10

11 Abu Dhabi Air Expo 26, 27, 28 February 2018 AIRCRAFT REGISTRATION OMAD/AZI Please use a form per aircraft Must be returned to services@airexpo.aero before February 15 th with copy of aircraft insurance For arrival and departure, please contact Munawala at : fbo@munawala.ae booth Name Aircraft type Registration number Requested day and local time of arrival From Aircraft pilot s name Requested day and local time of departure (from February 28 th 6:00pm) Pilot s contact details Mobile phone/ 11

12 CONTRACTORS AND FORMS Services provided by Abu Dhabi Air Expo : All order forms are available online. To order, please download document at : AIRCRAFT CLEANING (online) AIRCRAFT REGISTRATION (online and page 11) booth CLEANING SERvICES (online) booth ELECTRICITY (online) booth DESIGN For any request regarding the decoration of your booth, Please contact Jean-Pierre : services@airexpo.aero CATERING FACILITIES (online), or restaurant on-site CHALET AIR CONDITIONING (online) CHALET TECHNICAL SPECIFICATIONS (online and pages ) ExHIbITOR CAR PASS (online) ExTRA badge (online) FREIGHT FORWARDER / LOGISTIC SERVICES / HANDLING AND RECEIPT PACKAGES (online and pages ) FuRNITuRE (online) GPu AND AIR CONDITIONING (online) OFFICIAL SHOW CATALOGuE INSERTION ORDER (online) PRINTING AND GRAPHIC SERvICES (online and page 17) SECuRITY GuARD (online) STATIC ELECTRICAL FOR GPu (online) 12

13 Abu Dhabi Air Expo 26, 27, 28 February 2018 FREIGHT FORWARDER / LOGISTIC SERVICES / HANDLING AND RECEIPT PACKAGES FREIGHT MASTERS LLC P.O. BOX , DUBAI - U.A.E. Tel.: , Mob.: Ms. Sajini Joseph George sajini@freightmastersllc.ae, sales@freightmastersllc.ae ONSITE HANDLING TARIFF Abu DHAbI AIR ExPO 2018 AL bateen ExECuTIvE AIRPORT - FEbRuARY 26 TH TO 28 TH SITE HANDLING TARIFF FOR SHIPMENTS ARRIvING TO THE MARSHALLING YARD FOR DELIvERY TO THE STAND 1. SHIPMENTS ARRIvING by SEAFREIGHT & SuRFACE & LOCALS INBOUND HANDLING From arrival exhibition site to delivered exhibition stand including removal of empty cases to storage area :...usd per CbM LCL 20ft GP container 40ft GP container 40ft HC container MIN 3 CbM Minimum 25 CBM Minimum 45 CBM Minimum 55 CBM OUTBOUND From collected exhibition stand to loaded container including return of empty cases from storage area :...usd per CbM LCL 20ft GP container 40ft GP container 40ft HC container MIN 3 CbM Minimum 25 CBM Minimum 45 CBM Minimum 55 CBM Container grounding / lifting charges : 20 USD / per lift 40 USD / per lift 13

14 Abu Dhabi Air Expo 26, 27, 28 February 2018 FREIGHT FORWARDER / LOGISTIC SERVICES / HANDLING AND RECEIPT PACKAGES 2. SHIPMENTS ARRIvING by AIRFREIGHT INBOUND From arrival exhibition site to delivered exhibition stand including removal of empty cases to storage area :...usd 0.90 PER KILO (wt/vol 1:6) MIN usd OUTBOUND HANDLING From collected exhibition stand to loaded vehicle, including return of empty cases from storage area :...usd 0.90 PER KILO (wt/vol 1:6) MIN usd Courier shipments From Arrival Abu Dhabi show site to delivery exhibition stand/chalet Minimum per shipment ( 1 shipment) USD Each additional shipment USD Road Freight Road Freight Min 3 CBM for part load/45 CBM for 40ft trailer 3. FORKLIFT/CRANE HIRE FOR ERECTION OF ExHIbITS 3 Ton Forklift USD Per hour Minimum 1 hour Crane Hire USD Per hour Minimum 2 hours The above handling charges exclude : Important notes For any exhibit or piece which exceeds more than 2 tons a piece, or with dimensions that exceed 2.00m X2.00 X 2.00m where special handling & lifting is required,exhibitor is required to contact us to offer a special handling & lifting quotation. Our tariff is computed on the basis of volume and weight and has no correction with the value of exhibits,it follows that the cost of insurance cover is not included in our charges. It is the responsibility of each exhibitor to arrange marine transport insurance coverage from point of leaving warehouse at point of departure up to stand including return of same back to origin. No cargo will be accepted at the exhibition site without a proper declaration (AWB Number or BL, weight, volume, Exhibitor name and stand number ) at least 48 hours in advance. Note : Please be informed vat will be applied from 01 Jan 2018 wherever applicable 14

15 Abu Dhabi Air Expo 26, 27, 28 February 2018 FREIGHT FORWARDER / LOGISTIC SERVICES / HANDLING AND RECEIPT PACKAGES HANDLING TARIFF Abu DHAbI AIR ExPO 2018 AL bateen ExECuTIvE AIRPORT - FEbRuARY 26 TH TO 28 TH INWARD/OuTWARD HANDLING TARIFF FOR SHIPMENTS ARRIvING TO DubAI PORT TO be DELIvERED TO THE MARSHALLING YARD FOR DELIvERY TO THE STAND INBOUND HANDLING From arrival seaport to delivered exhibition stand inclusive of customs clearance for temporary import :...usd per CbM LCL 20ft GP container 40ft GP container 40ft HC container MIN 5 CbM Minimum 25 CBM Minimum 45 CBM Minimum 55 CBM U.A.E CUSTOMS INSPECTION FEE PER EXHIBITOR/IMPORT ENTRY : USD 75.00/SHIPMENT OUTBOUND From collected exhibition stand to loaded container including return of empty cases from storage area to seaport :...usd per CbM LCL 20ft GP container 40ft GP container 40ft HC container MIN 5 CbM Minimum 25 CBM Minimum 45 CBM Minimum 55 CBM Container grounding / lifting of container to facilitate un stuffing / stuffing or storage of container onsite charges : 20 USD / per lift 40 USD / per lift U.A.E CUSTOMS CLEARANCE FOR TEMPORARY IMPORTATION DUBAI PORT HANDLING AND DELIVERY TO EXHIBITION SITE UNLOADING AND/OR DE-STUFFING OF CONTAINERS AND DELIVERY TO STAND REMOVAL OF EMPTY CASES AND STORAGE DURING EXHIBITION 15

16 Abu Dhabi Air Expo 26, 27, 28 February 2018 FREIGHT FORWARDER / LOGISTIC SERVICES / HANDLING AND RECEIPT PACKAGES 2. SHIPMENTS ARRIvING by AIRFREIGHT INBOUND From arrival Aircraft Dubai to delivered Exhibition stand :...usd 1.85/K (MIN 300KG) OUTBOUND HANDLING From collected exhibition stand to loaded vehicle, including return of empty cases from storage area up to Airport :...usd 1.85 PER KILO (MIN 300KG) U.A.E CUSTOMS INSPECTION FEE PER EXHIBITOR/IMPORT ENTRY : USD 75.00/SHIPMENT 3. FORKLIFT/CRANE HIRE FOR ERECTION OF ExHIbITS 3 Ton Forklift USD Per hour Minimum 1 hour Crane Hire USD Per hour Minimum 2 hours The above handling charges exclude : Important notes For any exhibit or piece which exceeds more than 2 tons a piece, or with dimensions that exceed 2.00m X2.00 X 2.00m where special handling & lifting is required,exhibitor is required to contact us to offer a special handling & lifting quotation. Our tariff is computed on the basis of volume and weight and has no correction with the value of exhibits,it follows that the cost of insurance cover is not included in our charges. It is the responsibility of each exhibitor to arrange marine transport insurance coverage from point of leaving warehouse at point of departure up to stand including return of same back to origin. No cargo will be accepted at the exhibition site without a proper declaration (AWB Number or BL, weight, volume, Exhibitor name and stand number ) at least 48 hours in advance. Note : Please be informed vat will be applied from 01 Jan 2018 wherever applicable 16

17 Abu Dhabi Air Expo 26, 27, 28 February 2018 PRINTING AND GRAPHIC SERvICES Must be ordered to : services@airexpo.aero, before 8 th February 2018 If you need Stickers Roll up banners Flags brochures Flyers... Wall Graphics Please send your request to : services@airexpo.aero 17

18 Abu Dhabi Air Expo 26, 27, 28 February 2018 Chalet Technical Specifications - 5 x 10 sqm 50 sqm chalet is composed of two 25 sqm tents placed side by side without separation in the middle 18

19 Abu Dhabi Air Expo 26, 27, 28 February 2018 Chalet Technical Specifications - 10 x 10 sqm 19

20 Abu Dhabi Air Expo 26, 27, 28 February 2018 Chalet Double Decker Technical Specifications - 10 x 10 sqm 20

All documents, such as Bill of Lading or Air Waybill must show the consignee as indicated above.

All documents, such as Bill of Lading or Air Waybill must show the consignee as indicated above. International Shipping Instructions DATE START TIME FINISH TIME BUILD-UP 23 rd October 2016 8am 8pm BUILD-UP 24 th October 2016 8am 10pm SHOW OPEN 25 th October 2016 10am 6pm SHOW OPEN 26 th October 2016