Stand Layout and Installation. Hall 1 Hall 2 Hall 3 THE INTERNATIONAL WINE AND SPIRITS EXHIBITION

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1 Stand Layout and Installation Hall 1 Hall 2 Hall 3 THE INTERNATIONAL WINE AND SPIRITS EXHIBITION

2 C O N T E N T S STAND LAYOUT AND INSTALLATION 1. VINEXPO RULES STAND LAYOUT FORM STAND PLANS ACCESS TO THE SITE HANDLING WITH MACHINERY REMOVAL OF WASTE CLEARWAYS LIABILITY/SURVEILLANCE 5 2. EXHIBITION CENTRE TECHNICAL SPECIFICATIONS EXHIBITION HALL PILLARS AND FIRE HOSE REELS ACCESS TO FIRE-FIGHTING EQUIPMENT AND FACILITIES AIR CONDITIONING ELECTRICITY TELEPHONE INTERNET WATER HANGING ITEMS FROM THE ROOF STRUCTURE OF THE EXHIBITION HALLS DAMAGE 9 3. VINEXPO STAND DESIGN REGULATIONS RULE No. 1: STAND HEIGHT RULE No. 2: STAND FAÇADES RULE No. 3: STANDS WITH UPPER LEVELS RULE No. 4: STAND ACTIVITIES RULE No. 5: EXHIBITION HALL PILLARS RULE No. 6: AISLES 12 APPENDICES 13

3 VINEXPO 2015 will take place at the Bordeaux Lake Exhibition Centre in Halls 1, 2 and 3 (please refer to Vinexpo 2015 General Map p. 15). The documents, CONDITIONS OF ACCESS (document I), FRENCH REGULATIONS (document II), and STAND LAYOUT AND INSTALLATION (document III) are designed to remind Exhibitors, designers and contractors, who work inside these buildings, of the main principles governing their activities and specifically: 1 The requirements regarding access, installation and dismantling (document I) 2 The conditions of work, health and safety regulations (document II) 3 The safety and fire-fighting measures (document II) 4 The VINEXPO rules (document III) 5 The exhibition centre technical specifications (document III) 6 The VINEXPO stand design regulations (document III) By signing the application for registration, Exhibitors agree to abide by all clauses contained in the Technical Manual and in the General Exhibition Regulations, and to ensure that these regulations are respected by stand designers and fitters. A VINEXPO representative will be present in the General Office: - From the Technical Department from Friday 5 th to Monday June 22 nd 2015, from 8.30 a.m. to 6.00 p.m. - From the Commercial Department from Tuesday 9 th to Thursday June 18 th 2015, from 8.30 a.m. to 6.00 p.m. 3

4 1- VINEXPO RULES 1.1. STAND LAYOUT FORM Each Exhibitor must forward the Stand Layout form that can be downloaded from the website: (Exhibiting/E-guide/Technical Manual), before 31 st March Address for correspondence: VINEXPO 2, cours du XXX Juillet BORDEAUX CEDEX your commercial attache Stand Layout form must be duly filled and sent with: - the stand plans, - the original architect s plan for stands with upper levels, - a certificate attesting to the soundness and stability of the upper floor from a building inspection body, - the SHP Coordination form and associated your PGCSPS (General Safety and Health Protection Coordination Plan). >>> NEW Certificates and layout of the plan have to be sent to the responsible of security: X Niotout - CEB. Vehicle and Pedestrian passes will only be issued once all the documents listed in Stand Layout form have been received and fully checked. >>> NEW Admission applications must include the payment of a deposit (see the form for how to calculate the amount in the Vinexpo regulations).it will ensure: -that Vinexpo architectural rules are respected -that the stands are held opened until the exhibition closes -the removal of rubbish at the end of stand installation Once the stand has been fully dismantled and the site cleared of all stand parts, waste materials and litter (floral decoration, booklets, bottles...), the person in charge of dismantling the stand and a VINEXPO representative will sign a certificate attesting to the fact that the stand site has been properly cleared STAND PLANS >>> PLEASE NOTE Exhibitors are requested to submit two copies of all stand drawings to VINEXPO attached to form. The stand s construction must comply in every way with the approved plan. The use of stands that do not correspond to their drawings is strictly forbidden and supply of electricity and other utilities to such stands will be systematically refused by VINEXPO. The stand drawings (in two copies, please!) must include all plans, elevations, façades and 3D representations necessary to understand what is intended and to immediately assess compliance with the 6 architecture rules. For example: - distances from neighbouring boundaries should be shown on plans, - heights of partitions, signboard structures should be shown in elevations and façades, - signboard structures, decoration on pillars, etc. should be shown in 3D representations or drawings. >>> PLEASE NOTE Materials sent by internet will be accepted; faxed material will not. In all cases, finalised paper-based documents must be delivered by post in 1/100 or 1/50 scale in A3 format, before 31 st March 2015 to the VINEXPO Architecture Department. In the same way only questions sent by post or will be responded to by VINEXPO. VINEXPO will make on site investigations regarding the respect of the stand design regulations (see Chapter 3 Vinexpo stand design regulations ): - examination of the installation in accordance with the layout approved or annotated by VINEXPO, - report of the stand design regulations violation ACCESS TO THE SITE To facilitate loading/unloading tasks on the site, two on-site areas are setted set up during the installation and dismantling periods (refer to the Appendices: Traffic flow map during installation and dismantling periods p.17): The Exhibitors car parks. The Loading/Unloading car parks requesting a deposit that lets you park for a limited period. 4

5 1.4. HANDLING WITH MACHINERY VINEXPO has approved W&S Logistics for all mechanised handling of goods during installation and dismantling operations. Only W&S Logistics fork-lift trucks will be allowed to circulate on the site. The use of manual pallet jacks, hand trucks and trolleys, etc. (Manual handling) is freely permitted. To optimally organise your unloading and delivery operations, we recommend that you contact the approved logistics operator: W&S Logistics Handling department (Département Manutentions) rue Bertrand Balguerie - Z.I. de Bordeaux Fret BRUGES - France Tel : Fax : Francine ZWICKERT : francine.zwickert@wanadoo.fr transportation, installation, or use of their equipment. The Exhibition Centre, including inside the exhibition halls, is equipped with a video-surveillance system which will be in operation during the 3 exhibition phases: installation, exhibition, dismantling. 2 - EXHIBITION HALLS TECHNICAL SPECIFICATIONS 2.1. EXHIBITION HALL PILLARS AND FIRE HOSE REELS Different types of structural pillars (supporting sometimes fire hose reels) are to be found in exhibition Halls 1, 2. In exhibition Hall 3, fire hose reels are located on independent basements. They are indicated on the plan of Exhibitors stands with the following symbol. Vinexpo has commissioned a company to carry out all hanging of items from cables and removing them with the aid of machinery during the installation and dismantling periods. The only mechanical lifting equipment (such as cherry pickers, etc.) authorised to drive around the site is that belonging the company REMOVAL OF WASTE Exhibitors, stand designers and installers are requested to progressively remove all litter and waste materials generated while setting up their stands CLEARWAYS In order to facilitate installation and dismantling work and to ensure the safety of property and people, VINEXPO has set up clearways in the exhibition halls. These aisles are intended for the movement of people and vehicles (fork lift trucks, pallet transporters, aerial platforms, etc.). They must be freely accessible and kept clear of all stand materials (crates, litter, etc.). (See map of clearways, p. 16) 1.7. LIABILITY/SURVEILLANCE Exhibitors shall be liable for any deterioration or damage caused by themselves or by companies working for them to floors or the fabric of the building during the Exhibition Hall 1 Where pillars or fire hose reels basements are found on a stand the Exhibitor must: - refrain from using these pillars as part of the structure of the stand, - ensure that all fire-fighting equipment (fire-hose reels and extinguishers) supported by the pillars is visible, easily accessible and manoeuvrable. 5

For security reasons, it is imperative that the following two areas be observed: - the fire-hose station 1m x 1m deployment area, - 1m-wide access passageways from the main aisles to the fire-hose

6 For security reasons, it is imperative that the following two areas be observed: - the fire-hose station 1m x 1m deployment area, - 1m-wide access passageways from the main aisles to the fire-hose station deployment area. There are several possible solutions for respecting these access passageways. (See the diagrams hereafter). Furthermore, exhibition Halls 1, 2 and 3 are fitted with an automatic sprinkler system. The sprinklers must remain unobstructed and free to discharge water at all times. Exhibition Hall 1 Exhibition Hall 2 Exhibition Hall ACCESS TO FIRE-FIGHTING EQUIPMENT AND FACILITIES Stand fittings must not in any way prevent access to firefighting equipment and facilities. Hose reels and extinguishers, fixed to the columns of the exhibition halls are shown on the plans of the individual sites. They must remain constantly visible and unencumbered. 6

7 Exhibition Hall 1 Exhibition Hall 2 7

8 against the cladding panels of Hall 1 ). If there is any obstruction of these vents by any part of a stand, the component concerned will be dismantled ELECTRICITY Congress et Expositions de Bordeaux provides an electrical supply to the stands on the request of each Exhibitor. In the exhibition halls, power up to 18 kw tri-phase is connected via an electronic terminal provided with an overload protection system and a general circuit breaker (differential 30 ma). The electronic terminal has three 10 A sockets and one tri-phase female P17. Machines may be connected to any of the three sockets on the rear of the terminal, up to the maximum power rating for each one, i.e.: 16 A for the standard outlets, 32 A for outlet P17. For power supply above 18 Kw three-phase inside the exhibition halls, and for all outside stands, the connection is via an electrical box equipped with a current-surge protection and a general circuit breaker (differential: 30 ma). Box dimensions: 36 x 28 x 73 (l x w x h).the power supply is connected via a terminal box in the bottom of the electrical box. The electrical box also has a separate outlet (5 A) for computers or refrigerators that must be left on at night. Characteristics of the power supply: Single-phase connections, 220 V between phase and neutral, Three-phase connections: 380 V between phase, 220 V between phase and neutral. All outlets are grounded. Exhibition Hall AIR CONDITIONING Exhibition halls 1, 2 and 3 have air conditioning. >>> PLEASE NOTE Lean-to stands designed to be built against the cladding walls of Hall 1 (except east and west gables) must allow for the hall s air-conditioning installations: ducting of different diameters runs down both long sides of the hall, protruding about 1.5m from the walls at heights varying from 3 to 5m. This ducting is equipped with blower vents, which must be left unobstructed (see Chapter 3 Vinexpo stand design regulations, section Signboards for stands built As mentioned in the Security Regulations, service boxes must be accessible at all times, but out of public reach. If the box is located in a locked room, exhibitors will not be entitled to make any claim against the organizers or the technician should they need to break into this room in order to have access to the box. For all orders, Exhibitors are invited to refer to the Exhibitors Technical Guide of the Bordeaux Exhibition Centre : CONGRES ET EXPOSITIONS DE BORDEAUX SERVICE TECHNIQUE B.P BORDEAUX CEDEX - FRANCE Tel : / 71 techvie13@bordeaux-expo.com 8

9 2.5. TELEPHONE On the request of each Exhibitor, the Bordeaux Exhibition Centre authority connects telephone or ISDN networks to stands. For all orders, Exhibitors are invited to refer to the Exhibitors Technical Guide of the Bordeaux Exhibition Centre : CONGRES ET EXPOSITIONS DE BORDEAUX SERVICE TECHNIQUE B.P BORDEAUX CEDEX - FRANCE Tel : / 71 techvie13@bordeaux-expo.com 2.6. INTERNET The access to Internet can be obtained via a wired connection. For all orders, Exhibitors are invited to refer to the Exhibitors Technical Guide of the Bordeaux Exhibition Centre : CONGRES ET EXPOSITIONS DE BORDEAUX SERVICE TECHNIQUE B.P BORDEAUX CEDEX - FRANCE Tel : / 71 techvie13@bordeaux-expo.com The exhibition hall is covered with a WIFI network not free, which have to be ordered on site by phone and CB payment, no private WIFI antenna may be installed on Bordeaux Exhibition Centre sites. Big data have not to be uploaded via WIFI network WATER On the request of each exhibitor, the Bordeaux Exhibition Centre authority provides a water supply to stands, and if necessary a single sink. Water is delivered via a flexible tube equipped with a 15/21 mm shutoff valve at its end. A flexible 40 mmdiameter drainage tube is also provided. For all orders, Exhibitors are invited to refer to the Exhibitors Technical Guide of the Bordeaux Exhibition Centre : CONGRES ET EXPOSITIONS DE BORDEAUX SERVICE TECHNIQUE B.P BORDEAUX CEDEX - FRANCE Tel : / 71 techvie13@bordeaux-expo.com 2.8. HANGING ITEMS FROM THE ROOF STRUCTURE OF THE EXHIBITION HALLS Decorations, signs, or lighting may be suspended in the halls from suspension ropes attached to the roof of the building. These suspension ropes may only be fitted by the Technical Department of Congrès et Expositions de Bordeaux. The position of these points and the weights they can bear differ considerably from each exhibition hall. So, a special request must be made for any items to be suspended in these halls. >>> PLEASE NOTE Following approval by VINEXPO of the shape, volume and location of the items to be suspended, requests to hang items must be sent, using the special form found in the Technical Services Guide of the Bordeaux Exhibition Centre, for engineering approval to: CONGRES ET EXPOSITIONS DE BORDEAUX SERVICE TECHNIQUE B.P BORDEAUX CEDEX - FRANCE Tel : / 71 techvie13@bordeaux-expo.com 2.9. DAMAGE Exhibitors shall be held responsible for any damage which they or their appointed contractors working on their behalf may cause to the fabric of the exhibition Halls 1, 2 and 3 during transport, installation or removal of their equipment. The floors, partitions and pillars must not be drilled, cut or painted. Any deterioration (including paint stains) will be invoiced to the Exhibitor. Likewise, the evacuation of any material or equipment (carpet, earth, building components, etc.) not taken away at the end of the exhibition will be invoiced to the Exhibitor. Admission applications must include the payment of a deposit. (see the form for how to calculate the amount in the Vinexpo regulations) It will ensure: -that Vinexpo architectural rules are respected -that the stands are held opened until the exhibition closes -the removal of rubbish at the end of stand installation Once the stand has been fully dismantled and the site cleared of all stand parts, waste materials and litter (including floral decoration, booklets, bottles...), the person in charge of dismantling the stand and a VINEXPO representative will agree whether the stand area has been left in proper order and if so, a receipt will be issued. 9

10 3 - VINEXPO STAND DESIGN REGULATIONS Subject to compliance with these regulations, Exhibitors are free to design their stands in their own way. However, to avoid the inevitable spatial one-upmanship and to ensure that all stands are clearly visible, VINEXPO requires 6 simple rules to be followed concerning: Rule n 1: stand height Rule n 2: stand façades Rule n 3: stands with upper levels Rule n 4: stand activities Rule n 5: exhibition hall pillars Rule n 6: aisles also applies whenever the signboard structures take the form of enclosed volumes. Tethered balloons filled with a gas that is lighter than air must comply with the heights permitted for signboard structures. The length of their tether must not change. The releasing of balloons is prohibited Signboard structures: Signboard structures are permitted above the stand with the gabarit below: Boundary formed by an aisle: - between 2.50 m and 3 m high (above the platform), so long as they are: - set back 1 m from each corner of the stand, - not more than 1 m deep Address for correspondence: VINEXPO 2, cours du XXX Juillet BORDEAUX CEDEX your commercial attache All stand layout drawings and specifications MUST be sent with the Stand Layout form by post or (as a pdf file), before March 31 st 2015, for prior approval to the VINEXPO Architecture Department. This also applies for Exhibitors re-using a stand which is modified for the new site that has been assigned to them for the 2013 exhibition. VINEXPO will make on site investigations on the respect of the stand design regulations: - examination of the installation in accordance with the layout approved or annotated by VINEXPO, - report of the stand design regulations violation RULE NO. 1: STAND HEIGHT Spirit of the rule: This rule ensures that every stand in the exhibition can identify itself clearly without masking the other stands. Inside the stand - within a zone, must not be more than 5 m high (above the platform) and must be set back 1 m from the 4 vertical planes which mark the boundaries of the stand s site High of the stand In general, the stand must not be more than 2.50m high (above the platform). To accommodate stand identification requirements, Vinexpo accepts the erection of one or a few signboard structures - standing on the ground, suspended, on the facade, above the stand, etc. There are no restrictions on the design of the signboard structure or on how it is used. It may exceed the 2.50 m height limit so long as it satisfies the conditions specified in and : Rule 2.14 Stand ceiling in the French Regulations section 10

11 >>> PLEASE NOTE When presenting the intended stand layout, the size of the stand outline, the size of the signboard structure(s) outline and its projections onto the ground must be clearly shown in the drawings (top view, elevations and cross-sections) Stands built against the North and South cladding panels in Hall 1 Signboard structures may be erected so long as they do not interfere with the operation of the air conditioning blower vents (whose locations are shown in the drawing provided to Exhibitors). There are two possible cases: Case No. 1: the signboard structure is not in line with an air conditioning blower vent: It must comply with the general rules for signboard structures (see section ). Case No. 2: the signboard structure is in line with an air conditioning blower vent: It must comply with the general rules for signboard structures (see section ) and with the following conditions: - it must be less than 3.50 m high, Diffuseurs de climatisation - it must be between 1.40 m and 1.90 m from the back of the stand (see the air conditioning blower vents diagrams, A & B, below) RULE No. 2: STAND FAÇADES To enhance visitor interest and the liveliness of the exhibition, no stand façade can be left completely blank. Designers should provide for at least one quarter of partitions surface area to be open allowing the inside of the stand to be seen at eye level: bays, slits, circular windows, see-through showcases, etc. all of which can be glazed or simply left open. Furthermore, opaque panels must be decorated attractively with materials, colours, lighting or promotional features. Please see Rule no. 3 below concerning façades on stands with upper levels RULE No. 3: STANDS WITH UPPER LEVELS Also see section 6 Safety and fire-fighting measures. Possible locations: - in Hall 1, except for stands situated against the outer cladding panels, - in Hall 2, except for stands situated under the mezzanine, - in Hall 3, provided the overall load of the stand is compatible with the load-bearing capacity of the floor in Hall 3. The construction of upper storey stands must comply with the following rules: Height and distance from aisle and neighbouring stands -authorised heights must not be exceeded (5m maximum overall height above platform), -at least 1m back from aisles, -at least 2m from boundary walls, so that there is always at least 4m between neighbouring upper storeys. Minimum 2m with regards to partitions of neighbouring stands. Minimum 1m with regards to the aisle. Detail of the air conditioning blower vents in Exhibition Hall 1 11

12 - In Hall 1, cool air from the air conditioning system must not be obstructed by façades on upper floors. Therefore, the façades of upper floors located in the vicinity of air vents A & B (illustrated in the general layout drawings) must remain open. Rule no3 : Stand with upper levels 3.6. RULE No. 6: AISLES The aisles are equipped by VINEXPO and should be considered as common areas. For safety reasons and in order to ensure their purpose, the aisles must be left free: - unoccupied (i.e. not used as a tasting area), - of all individual decoration reaching across from the stands (lighting grids, spotlights, light fittings, flower boxes, furniture, carpeting, projection of images on the floor, advertising medium, etc.) RULE No. 4: STAND ACTIVITIES Tasting counters Tastings are allowed on the edge of the aisles Sound Walls acting as screens for the projection of images must be positioned at least 2m back from the edge of aisles. The use of sound is authorised, but do not have to bother the neighbours RULE No. 5: EXHIBITION HALL PILLARS The pillars situated on stands may be decorated by Exhibitors up to a height of 5m, provided the following points are observed: - leave the following clearly visible, accessible and easy to handle: fire hoses and reels, fire extinguishers hanging on the pillars, - respect the distances from neighbouring Exhibitors. Pillars that are located in the middle of aisles or on the side of an aisle and adjacent to a stand may not be decorated or incorporated as part of the stand. Such pillars must not be used as supports for signage. (See the diagram in Chapter 2 Exhibition Centre technical specifications, section 2.1. Exhibition hall pillars and fire hose reels. 12

13 IIIIIIIIIIIIIIIIIIIIIIAPPENDICES 1 GENERAL LAYOUT 2 CLEARWAYS 3 CIRCULATION MAP FOR INSTALLATION AND DISMANTLING PERIOD 13

14 IIIIIIIIIIIIIIIIIIIIIIGeneral layout 14

15 IIIIIIIIIIIIIIIIIIIIIIClearways 15

16 IIIIIIIIIIIIIIIIIIIIIITraffic flow map during installation and dismantling period 16

1. VINEXPO RULES 2. EXHIBITION CENTRE TECHNICAL SPECIFICATIONS 3. VINEXPO STAND DESIGN REGULATIONS APPENDICES

1. VINEXPO RULES 2. EXHIBITION CENTRE TECHNICAL SPECIFICATIONS 3. VINEXPO STAND DESIGN REGULATIONS APPENDICES 1 C O N T E N T S 1. VINEXPO RULES 1.1. STAND LAYOUT FORM 1.2. ACCESS TO THE SITE 1.3. HANDLING WITH MACHINERY 1.4. REMOVAL OF WASTE 1.5. CLEARWAYS 1.6. LIABILITY/SURVEILLANCE 4 4 4 4 4 5 5 2. EXHIBITION