automotive engineering show 2015 07 – 09 july...
TRANSCRIPT
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Automotive Engineering Show 2015 07 – 09 July 2015 Chennai Trade Centre, Chennai INDIA
Exhibitor Manual
Organised by:
Messe Frankfurt Trade Fairs India Pvt. Ltd.
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Dear Exhibitor, Welcome to Automotive Engineering Show. The Automotive Engineering Show is an event that centers sharply on automotive manufacturing processes, and is perhaps the only trade show in the world with the 'automobile factory' as its focal point. Automotive Engineering Show is being Organised by Messe Frankfurt Trade Fairs India Pvt. Ltd. In order to assist you in preparing for this International Exhibition, we have prepared this Manual. We request you to study the contents of the manual very carefully. It contains information you need and the details of various services you may require. Please note: Orders received after the deadline may apply a surcharge.
On Site orders will be subjected to a surcharge of 50% and this would be provided upon availability and on cash basis only.
Should you have any question, please feel free to contact Messe Frankfurt Trade Fairs India Pvt. Ltd. on 022-61445900 We look forward to welcoming you to Automotive Engineering Show and wish you a successful fair.
Sameer Khedkar Exhibition Director Messe Frankfurt Trade Fairs India Pvt. Ltd.
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Section 1 Page A General Information Contact Information 4 - 6 Show Schedules & Forms Deadlines 7 - 8 Exhibition Rules & Regulations 9 - 13 General Information about New Delhi city 14 B The Fairground City Map of Chennai and Chennai Trade Centre 15 Hall Guide of Chennai Trade Centre 16 - 17 C Stand Construction General Information 18 - 21 Standard Package Design 22 Important Points for Standard Package Booth 23-24 Important Points for Raw Space Design 24 - 28 D Insurance & Exhibition Liabilities 29
E Freight Forwarding Services / Shipping Information
General Information 30 - 33 F Publicity Services 34 G Emergency Numbers 35
Section 2- Order Forms to be filled Online Please click the below link to access the online manual forms http://crm-in1.messefrankfurt.com/services/oms Compulsory Forms Form 1: Show Directory Form 3: Exhibitor Name Badges Form 4: Directory Map Board Form 5: Booth Design Approval (Raw / Modified Standard Shell scheme) Form 6: Fascia Board Optional Forms Form 7: Advertising Opportunity in Show Directory Form 9: Furniture & Accessories Form10: Power Supply Form14: Security Agency Form15: Freight Forwarders (Clearing Agency) Form16: Host & Hostess (Temporary Staff) (To be announced shortly) Form17: Visa Invitation Letter H ITPO Approval Letter
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A) General Information Contact Information Organisers: Messe Frankfurt Trade Fairs India Pvt. Limited
215, Atrium, B wing, 2nd Floor, Andheri Kurla Road, Andheri East, Mumbai -400 059 Tel: +91-22-61445900 Fax: +91-22-61445999
Project Staff: For any queries, regarding booth assignments and / or booth payments, please contact:
Mr. Sameer Khedkar Exhibition Director Email: [email protected] During site operations, please contact sales personnel at the organisers’ office at the venue inside the Halls of Chennai Trade Centre, Chennai from 07 – 09 July 2015.
For any queries regarding publicity, promotion, advertising and public relations, please contact Marketing
Department:
Mr. Syed Javed
Manager - Marketing
E-mail: [email protected]
For any queries regarding operations move-in / move-out schedule, exhibitor, contractor, service
badges, please contact;
Mr. Vinod Sharvegar
Manager - Operations
E-mail: [email protected]
During site operations, please contact operations personnel at the organiser’s office / exhibitor service
area located within the Halls of Chennai Trade Centre, Chennai from 07 – 09 July 2015.
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Official Contractors: Deko Exhibit Systems LLP
Contact: Mr. Ramasubramanian
Mobile: +91 98410 24714
Email: [email protected]; [email protected]
Address: No. 44, Mount Poonamallee Road
Nandambakkam, Chennai - 600089.
Tel: +91 044-4205 4211 / 4211 7957
Official Forwarder: R.E. Rogers India Pvt. Ltd.
Contact: Mr. Sudhir Dhavan / Mr. Kartik Soman
Mobile: + 91 99207 28175 / + 91 9821043858
Email: [email protected] / [email protected]
Address: 510 / 511, Midas Sahar Plaza Complex,
M.V. Road, Andheri (E),
Mumbai – 400059
Phone: +91 22 2820 3845
Website: www.rogersworldwideindia.com
Official Travel Agent: Alpcord Network
Contact: Ms.Meenakshi Mishra / Mr.Sunil Gudise
Mobile: +91 75060 36847 / +91 97735 35910
Email : [email protected] / [email protected]
Address: F – 86, 1st Floor, Kohinoor City Mall, Kirol Road,
Off LBS Road, Kurla West, Mumbai - 400070
Tel : +91 22 6787 8600 / 04 / 06
Website: www.conferenceindia.in
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Recommended booth fitting agencies for Raw space only exhibitors for designing & fabrication of
their booth.
Adrix Exhibits & Display Pvt. Ltd. Contact: Mr. Karan Bhalla
Mobile: +91 9654494943 Email: [email protected] Building No. 35, 3rd Floor,100 ft. Road, Above Corporation Bank, Ghitorni New Delhi - 11 00 30 Tel:+91 11 26 50 39 47 Website: www.adrixindia.com
Reality Exhibition & Conference Contact: Mr. Surinder Kumar Mobile: +91 9818085215 Tel: + 91 11 25704828
E-mail: [email protected] Address: 2158 A, 1st Floor, Guru Arjun Nagar Opp Satyam Cinecomplex, New Delhi 110008
DEKO EXHIBIT SYSTEMS LLP Contact: Mr. Ramasubramanian Mobile: +91 98410 24714 Email:[email protected] Address: No. 44, Mount Poonamallee Road, Nandambakkam, Chennai - 600 089. Tel: +91 044-4205 4211 / 4211 7957
Whiteshark Entertainment Pvt Ltd Contact: Mr. Sumbhav Dewan Mobile: +91 9818660333 / + 91 9212157735 Tel: +91 11 41618062
E-mail: [email protected] Address: 212 A, 2nd Floor, 90-Mansarovar Building, Nehru Place, New Delhi-110019. Website: www.whiteshark.in
Global Concept Designs Contact: Prithvi R Tandon Mobile: +919810046128 Email - [email protected] ; [email protected] Address: S-428, Ground Floor, Greater Kailash-1, New Delhi-110048, India. Website:- www.globalconceptdesigns.com
Brade Events and Exhibitions Pvt. Ltd. Contact: Mr. Ahmed / Mr. Akash Mobile: +919223579681 / +919223579680 Email:[email protected];[email protected]; [email protected] Address: Plot No – 85, Cidco Service Industrial Area, Sector – 1: A, Shiravane, Nerul, Navi Mumbai-400706, India Website: www.brade.in
Pico Services Mumbai Pvt. Ltd. Contact: Ms. Vibha Narshana / Daksha Mistry Mobile: +91-8450955910 / 8450955908 Email - [email protected] ; [email protected] Address: 704,7th floor,Jay Antariksh, Makwana,Marol, Andheri (East), Mumbai 400059, Maharsahtra, India Website: www.pico.com
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Show Schedule & Forms Deadlines
Contractor Move-in Period
Sunday, 05 July 1000 hrs Official Contractors Move-in
Sunday, 05 July 1200 – 1800 hrs Bare Space exhibitors & Special design booth
contractors Monday, 06 July 0900 – 1400 hrs
Monday, 06 July 0900 – 1400 hrs Shell scheme booth exhibitors & contractors
Contractors can start their work from 05 July 1200 hrs onwards till 06 July 2015 1800 hrs. All
construction work must be finished by 1800 hrs on 06 July 2015
Exhibitor Move-in Period
Sunday, 05 July 1200 – 1800 hrs Issuing of Exhibitor kits & Badges
Monday, 06 July 1000 – 1600 hrs Issuing of Exhibitor kits & Badges
Exhibition Opening Hours ( Show days)
Tuesday, 07 July 1000 – 1800 hrs Business Visitors
Wednesday, 08 July 1000 – 1800 hrs Business Visitors
Thursday, 09 July 1000 – 1700 hrs Business Visitors
During the show days exhibitors will have access to the halls half an hour before the opening
hours and half an hour after the closing hour to service their booth. Electricity will be cut off
at 1830 hrs on 07 – 08 July 2015 & 1730 hrs on 09 July 2015
Move- out Period ( Tear- down)
Thursday, 09 July 1700 – 1900 hrs Move-out hand carry exhibits only
Thursday, 09 July 1901 hrs till 0600
hrs of 10 July Move-out booth & heavy / large exhibits
Please note that a Penalty fee will be applicable should the exhibitors / contractors require
longer move-in or move-out period more than the time specified in the above chart. Please
check with the organiser for the details.
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Order Form Summaries
Deadline Form No Content Remarks
05 June 2015 Form 1 Show Directory
Compulsory for all
Exhibitors
05 June 2015 Form 3 Exhibitor Name Badges
Compulsory for all
Exhibitors
05 June 2015 Form 4 Directory Map Board
Compulsory for all
Exhibitors
05 June 2015 Form 5 Booth Design Approval
Compulsory for
Raw / Modified Shell
Space Exhibitors
05 June 2015 Form 6 Fascia Board
Compulsory for
Standard (Shell)
Scheme Exhibitors
05 June 2015 Form 7
Advertising Opportunity
in show Directory Optional
05 June 2015 Form 9 Furniture & Accessories Optional
05 June 2015 Form 10 Power Supply Optional
05 June 2015 Form 14 Security Services Optional
05 June 2015 Form 15
Freight Forwarders
(Clearing Agency) Optional
05 June 2015 Form 16
Host & Hostess
(Temporary Staff)
(To be announced
shortly)
05 June 2015 Form 17 Visa Invitation Letter Optional
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Exhibition Rules & Regulations
1) Admission to the Exhibition Generally during the fair dates, exhibitors are allowed to enter the fairground half an hour before the show opens, and must leave the fair ground by 1830 hrs on 07 & 08 July and 1730 hrs on 09 July 2015. 1.1 Exhibitors Exhibitor badges will be issued by the organisers from the Registration area situated inside the hall from 05
July 2015, onwards the opening and closing timings are mentioned in page 7. Exhibitors can collect their
badges by presenting their business card on arrival at the venue. For security reason exhibitors are
requested to wear the badges all the times during exhibition, setup and tear down days. Exhibitor badges
can be ordered using Form 3. Person below the age 18 will not be allowed entry into the halls. Exhibitors
will receive Free Visitor Invitation Cards per booth as per their stall sizes for inviting their guest.
1.2 Visitors
The exhibition is open to trade visitors on all days. Admission is free. Visitors may register online or at the
exhibition hall. Person below the age 18 will not be allowed entry into the halls. Please remind your buyers
not to bring children or anybody less than 18 years of age.
1.3 Contractors
Contractor badges will be issued free of charge to contractors. Contractor and their workers will wear these
badges to enter into the exhibition halls during booth construction, moving of exhibits and dismantling.
Contractors will have to retain these badges and will have to use the same badges during dismantling, no
fresh badges will be issued for dismantling days. The badges will be issued by the organiser as per the
below table. A limited number of service badges will be issued should a contractor have a valid
reason to be present during the exhibition period (e.g. maintenance, remedial purposes, etc.).
Please contact the exhibitor registration counter onsite for these badges to be issued. For security reasons,
contractors and their workmen are requested to wear their badges when in the exhibition halls at all times.
Booth Area in
sqmts
Contractors Badges
(Set-up & Tear-down Days)
Service Badges
(Show Days)
09 – 17 5 2
18 – 26 7 2
27 – 35 10 3
36 – 44 12 3
45 – 89 15 3
90 & above 20 4
2) Delivery of Exhibits The organiser will not accept or sign for any goods, exhibits or other material on behalf of the exhibitor. Exhibitors should make sure that representative from their company will be at the stand to receive the material, also during the installation and dismantling of their exhibits. No exhibitor is allowed to remove their exhibits from the exhibition floor prior to the official close of the exhibition.
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3) Selling of Exhibits Direct sale or discounted sale of exhibits is not permitted during Automotive Engineering Show 2015 exhibition onsite without organiser’s prior written approval.
4) Move-out of Exhibits
4.1 Removal of exhibits may commence only after 1700 hrs on 09 July 2015. 4.2 The organisers are not liable for any loss or damage to the exhibits or booth material left
behind at the fair ground. All such material will be deemed as something abandoned and will be disposed of at the expenses of the exhibitor concerned.
4.3 No mechanical lifting or handling equipment will be permitted to enter the exhibition halls for the removal of exhibits except those used by Official Freight Forwarder.
5) Dangerous Material
5.1 Smoking is strictly prohibited inside the fair ground. 5.2 No temporary gas or welding appliances may be used in the exhibition halls. 5.3 Neon lights need prior approval from the organisers before installation. 5.4 No explosives, petrol, dangerous gas or highly inflammable substances are allowed in the halls. 5.5 No radioactive materials are to be used.
6) Photography, videography
No exhibitor is allowed to film, make sound or video recording, telecasting and broadcasting at the
fair ground unless prior written approval is obtained from the organisers.
7) Demonstration and operation of exhibits When demonstrating or operating equipment at their stands, exhibitors should:
7.1 Ensure that the exhibits are operated under strict control and comply with proper safety
regulations.
7.2 Ensure that the exhibits are equipped with sufficient safety devices and running warning
signs, that can only be removed when the machines are not in operation and not connected
to the power source.
7.3 Guard all the moving parts of the machines adequately against possible injury to any
person.
7.4 Not to use any industrial gas of inflammable or toxic nature for demonstration purpose.
7.5 Be responsible for the removal and disposal of waste material generated by working
demonstration of exhibits.
7.6 Cause no annoyance or disturbance to visitor or other exhibitors. Any complaints raised that
the organiser finds justifiable, the organiser may reserve the right to impose limitation on
the operation of the exhibits.
7.7 Please note that where mechanical handling within the exhibition halls is required, the
services of the official freight forwarder only must be availed and all costs incurred will be
borne by the exhibitor. Forklifts, cranes and pallet trucks from forwarders / transporters
other than the official agent will not be allowed to operate inside the exhibition halls.
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8) Noise Level Exhibitors are prohibited from causing annoyance to visitor or other exhibitors. Acceptable noise level will be at the Organisers discretion. Any complaints raised that the organiser finds justifiable, the organiser may reserve the right to impose limitation on the operation of the exhibits.
9) Electricity Supply
9.1 For safety reason, all electrical installation work connecting to the main electric network at
the exhibition venue must be carried out solely by the Official Contractors.
9.2 Standard booth exhibitors are requested to note that full power load as per request will be
made available only on 06 July 2015 from 1000 hrs – 1400 hrs for testing. If any exhibitor
needs to have power load in addition to the above-mentioned time limit, they will have to
directly request the same with the official electrical contractor by submitting the electrical
Form 10 before the deadline mentioned on the form.
9.3 During the show days the Electricity will be cut off at 1830 hrs every day (07 – 08 July & 09
July 2015 at 1730hrs). To ensure the safety of the exhibition hall and eliminate fire risks,
exhibitors and contractors must switch off electricity to all facilities (electricity to Shell
Scheme booths will be switched off by the Official Booth Agency) when the exhibition day
ends. For booths whose electrical supply is not switched off, the organiser shall switch off
the power and the exhibitors and contractors will be responsible for all ensuing
consequences. If any booth requires 24 hours power, the exhibitors or their contractor
must apply to the Official Electrical Agency for the same through Form 10.
9.4 Exhibitors requiring special arrangements (such as different voltages and frequency or
connections to the equipment’s) must arrange their own transformers, convertors, etc. from
themselves or from the official contractors.
9.5 No more than one extension cord shall be connected to any one socket. No multiple plugs
are allowed.
9.6 The distribution box must be installed in a cable duct or in the exhibition booth. It is strictly
forbidden to leave a distribution box in doorways, fire-control passages or any conspicuous
place in exhibition booths
9.7 All electrical apparatus, wires / cables etc. which can be easily contacted by people shall be
covered with special protection. Any direct light emitted from an electrical device must be
screened in such a way as to avoid causing nuisance or discomfort to visitors and other
exhibitors.
9.8 In the event that the official contractor appointed by the organisers is engaged by the
exhibitor to carry out any electrical works, the exhibitor shall be responsible for settling all
accounts towards the same as well as for any electricity consumed by the exhibitors’ booth
or display directly with the contractor.
10) Car Parking Limited car parking space is available at free of cost & subject to availability.
11) Exhibitor Service Area
In order to facilitate the exhibitors and provide hands-on service, the organisers will operate an
exhibitor service area from 05 July 2015 inside the hall. Exhibitors having any query or requiring
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any assistance may contact their respective zone / hall manager, before, during or after closure of
the exhibition up to 09 July 2015.
12) Security General Security services will be provided within the exhibition venue. However, it’s important for all
the exhibitors to take care of their exhibits and belongings. The organisers undertake no
responsibility for them. The stand-by security guards have the right to check all goods moving-in or
out of the fair ground. Please note, only the official security agency staff will be allowed to be hired
(for build-up & tear-down days only) in case any exhibitor wishes to have an independent
security for their booth. To avail of this facility kindly contact the organiser.
13) Other Official Contractors
13.1 Temporary Staff & Interpreters (Host & Hostess)
Host / Hostess will be properly dressed in formals i.e. males will be wearing formal shirts with a
tie and females will wear saris who will help the exhibitors promote their products / services to
their customers / buyers. They will not extend any help to clean tables / wash utensils etc.
Hosts and hostess’ can be requested through Form 16.
CONTACT INFORMATION TO BE ANNOUNCED SHORTLY
13.2 Catering
There is designated catering supplier in the exhibition centre. Other suppliers are not allowed to
operate in the exhibition centre. Food from outside catering companies is not permitted.
The organisers have appointed official contractors for various services to ensure smooth services
during the show, build-up and dismantling.
Exhibitors are requested to adhere the below points for better coordination & services
• Exhibitors are required to return all the completed forms to the relevant contractors / organisers,
before the deadlines, otherwise on-site services may not be guaranteed.
• The services of official contractors are for the convenience of exhibitors, and the organisers will
accept no liability in respect of any contract between exhibitors and such contractors for the
negligence or default of any such persons, their workforce and agents.
• Organisers will not be held responsible for any issues / disputes arising out of any contractors
services if the respective exhibitors as per set deadlines do not requisition the same.
• Where mechanical handling of exhibits within the exhibition hall is required, only the official
freight forwarding agencies will be allowed to handle such exhibits.
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14) Business Centre
Exhibitors / visitors can avail of the facilities of the business centre, located inside the hall,
Chennai Trade Centre at nominal charges.
15) Force Majeure
The exhibition may be cancelled, postponed, shortened or extended in whole or in part by reason of
war, fire, national emergency and acts of terrorism or due to reasons beyond the control of
organisers. In this event, the organisers shall not be responsible for any losses sustained by the
exhibitors. Refund in such a case would be at the sole discretion of the organisers.
16) Disputes Disputes, if any, arising out of unresolved matters between exhibitors and the organizers shall be settled by arbitration in accordance with the Arbitration and Conciliation Act 1996. The arbitration proceedings will be conducted in English and at Mumbai, India only.
17) National & International pavilions
Organisers of group pavilions and national / international pavilions are responsible for ensuring that
all exhibitors on their booth are fully aware of and agree to abide by the rules and regulations as
laid down by the organisers.
18) No Smoking
Smoking is prohibited within the exhibition halls & toilets. The exhibitor shall be held responsible for
any damage or loss caused by smoking in the exhibition area.
19) Fires
Fire Extinguishers are placed inside all the halls at strategic locations and Fire marshals are
patrolling the halls. In case of smoke or fire detected please inform the organisers immediately.
20) Emergency Exits
Emergency exits are marked with signage’s.
21) Medical
A first Aid booth is located inside the hall at exhibitor service area for minor treatments and an
Ambulance is stationed outside hall for any emergency.
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General Information about Chennai
1) Weather
The July temperature in Chennai is normally around 26 - 36 °C.
2) Visa Applications
All foreigners must obtain an entry visa before proceeding to India and for a visa application all
exhibitors are required to have an Invitation Letter from the Organisers. Upon receipt of exhibitor’s
completed visa application (Please refer Form 17), the organisers will forward the Invitation Letter
to your company by e-mail or fax or courier.
3) Custom Formalities
The exhibition area is not a duty free zone. Exhibits arriving at Chennai Trade Centre, Chennai are
therefore subject to normal customs procedure. Please contact the official freight forwarders (refer
page 5) for more details.
4) Credit Cards
Small hotels, shops and restaurants only accept cash. You are therefore advised not to rely entirely
on credit cards for your daily expenses. Only major hotels and grade I restaurants accept credit
cards - MasterCard, Visa Card and American Express are most commonly accepted in India.
5) Call-a-Cab services
Exhibitors could also avail of the call–a–cab service for local transportation in the city on the
following numbers;
� Easy Cabs : +91 44 26204486
� Meru Cabs : +91 44 44224422
6) Medical
Please bring with you any prescribed drugs you may need since these might not be available in
India.
7) Arrival Formalities
Health declaration (if applicable), entry card and the Customs Declaration forms are normally
presented to you by the aircrew before landing. If you are carrying hand exhibit items or publicity
literature, please declare these at Customs. Should difficulties of clearance arise, please contact
the official freight forwarders as mentioned on page 5.
8) To and From the Airport
Transportations such as Airport bus, Hotel bus, Taxis, Trains are available between airport and Chennai city. Further details can be found on the official airport website www.chennaiairport.com
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B)The Fairground
City Map of Chennai / Chennai Trade Centre
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Hall Guide of Chennai Trade Centre
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Hall Management Venue Halls 2 & 3,
Chennai Trade Centre,
Chennai, India
How to get to Chennai Trade Centre
Airport: Chennai International Airport is 6.2 Km from Chennai Trade Centre. Railway Station: Guindy Railway Station is 8.3 km, Chennai Railway Station is 14 Km from Chennai Trade Centre. Exhibition Hall Specification
Hall Ceiling height Freight Entrance Floor loading (Max.) Floor type
Hall 2 5.5 mts NA 800 Kg / sq. mtr. Concrete
Hall 3 5.5 mts NA 800 Kg / sq. mtr. Concrete
1. Exhibitors are strictly not allowed to use the existing structures of the halls in any manner. The
operable walls and ceiling shall not have anything attached to, leaned against nor hung from.
Drilling is not permitted on the venue floor for any reason whatsoever.
2. All carpet and floor coverings must be affixed only with double-sided tape. These tapes are to be
removed during the dismantling period. The use of paint or glue on the floor of the exhibition hall is
strictly forbidden.
3. Hazardous, toxic materials, temporary gas or welding appliances, petrol, and explosives are strictly
prohibited inside the halls. Equipment emitting smoke and noxious fumes will not be allowed inside
the halls. Smoking, spitting & cooking is strictly prohibited inside the halls.
4. Exhibitors are responsible and liable for their contractors’ observance of all rules and regulations
set by the organisers from time to time.
5. If there is any vertically vibrating exhibit in operation, this floor load-bearing capacity shall be
reduced at least by 50%.The above-mentioned floor load-bearing capacity must be taken into
consideration during the exhibits transportation, placement, demonstration and operation. If in
doubt, contact the Organisers before any exhibits are transported.
6. Any damage to the venue premises structure will be invoiced to the exhibitor.
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C) Stand Construction
General Information
DEKO EXHIBIT SYSTEMS LLP is the official agency for standard shell scheme booths, furniture supply
and electricity supply services on rental according to the attached order forms. Please contact:
DEKO EXHIBIT SYSTEMS LLP
Contact: Mr. Ramasubramanian
Mobile: +91 98410 24714
Email: [email protected]; [email protected]
Address: No. 44, Mount Poonamallee Road
Nandambakkam, Chennai - 600089.
Tel: +91 044-4205 4211 / 4211 7957
1. Standard Package Booth: Booths are provided in cubicles of a pre-fabricated system (Octanorm),
made of aluminium hardware profiles & laminated ply partitions with standard accessories.
(Minimum 9m2 (3m x 3m ) is a standard package booth and the equipment included are
• 1 Information Cabinet • 3 Chairs (Folding / PVC) • 3 nos. 100w Spotlights • 1 Waste basket • 1 Socket point – 5 / 15Amps (with 1 kW power supply per 9m2) • Synthetic needle punched carpet (inside the booth area) • Daily inner booth cleaning • White laminated wooden system partitions of 2.5mts height (max. 3 sides) • Fascia board(s), 300mm height with 100mm height company name(s) & booth number
**Please note: These items are not interchangeable. You may opt for all or part of the Items listed**
2. Electrical: The official shell scheme booth contractor will only provide the basic electric supply
(1kW for each standard shell scheme booth of 9m2 and in multiples thereof only). For additional
power requirement beyond their allocated provision, please refer Form 10 in the exhibitors’ manual to
order the same.
3. Additional Facilities may be ordered from the Official Contractors by directly sending relevant Order
Forms (Form 9 – Furniture & Accessories & Form 10 – Power Supply) before 05 June 2015 (the
contact details are printed on the top of each order forms). Please be aware that late orders after (05
June 2015) will be subjected to 30% surcharge. On-site orders will be subjected to an additional 50%
surcharge. The on-site order service will be provided on a cash basis only and upon availabilities.
4. Booth space and exhibits
4.1 The exhibitor must occupy the space allocated to them during schedules specified above. In
the event the exhibitor fails to do so, they shall be deemed to have cancelled their booth space
booking and the organiser shall be entitled to resell or reallocate such booth space.
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4.2 If in the opinion of the organisers, the exhibitor’s booth or display extends beyond their
allocated space, the organisers may at its sole discretion charge the exhibitor for the extra
space so occupied at the prevailing rate.
4.3 The exhibitor shall be entitled to exhibit only those products / matters specified on the contract
form.
4.4 The exhibitor is not allowed to build up their exhibits in a manner which would in the opinion of
the organisers obstruct the light or impede the view along the open spaces or gangways of the
exhibition or cause inconvenience to or otherwise affect the displays of any other exhibitor.
4.5 No acceptance by the organisers of the exhibitor’s contract form or allocation of the
exhibitor’s name to any particular part of any exhibition floor plan or booth number will
constitute any agreement, warranty or representation by the organisers that the
exhibitor is entitled to exhibit at the exhibition in such particular location. The
organisers reserve the right without being required to give notice to the exhibitor to
alter the layout or exhibition floor plan or position of any booth at any time.
4.6 The organisers and any other person either authorized by the organisers or having an interest
in the premises, shall without notice be entitled to access at all reasonable times before, during
and after the exhibition, the exhibitor’s booth and for this purpose the organisers or any such
person shall be entitled to use such force as may be necessary without incurring any liability
whatsoever to the exhibitor.
4.7 Should any dispute arise as to the booth space allocation, the extent of any extra booth space
deemed by the organiser to be occupied by the exhibitor beyond that allocated or as to the
exhibitor’s right to display any exhibits, the decision of the organisers shall be binding.
4.8 The exhibitor shall keep the booth space occupied by them and the common areas around it
neat and clean at all times without any hindrance to any movement.
4.9 The exhibitor shall ensure that all necessary approvals and licenses for their exhibits have
been obtained.
4.10 No exhibit will be allowed into or out of the exhibition centre without an official delivery order /
gate pass or clearance document. The exhibitor shall at their own cost, make arrangements for
transportation of exhibits to and from the exhibition centre (including, without limitation,
arranging for all necessary customs clearances) and for storage of exhibits and packaging
materials.
4.11 Display of any working or moving exhibits must have the prior written approval of the
organisers. Precautionary measures such as the provision of guards or other means of
protection must be taken by the exhibitor to protect the public from such moving or working
exhibits. Moving or working exhibits shall only be demonstrated or operated by persons
authorized by the exhibitor and shall not be left running in the absence of such persons.
4.12 Advertising literature should be distributed from the exhibitor’s own booth(s) only. No
business activity shall be conducted by the exhibitor and / or his staff outside the
allocated booth area. No advertising or canvassing for business may take place
anywhere else in the exhibition hall.
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4.13 The organisers reserve the right to remove at the exhibitor’s expense any exhibits or publicity
material not produced by the exhibitor or its associated companies or which are not as
specified on the application form.
4.14 At such time after the close of the exhibition as the organisers may specify or on sooner
termination of this contract, all exhibits shall be removed and cleared from the
exhibition space and vacant possession of the exhibition space shall be handed over to
the organisers in as good and clean order and condition as it was when initially licensed
to the exhibitor.
4.15 Any material / equipment / exhibit remaining after the last day designated by the organisers to
be removed, may be sold or otherwise be disposed by the organisers at the exhibitor’s
expense. No material / equipment / exhibit may be removed from the exhibition before
the exhibition ends.
4.16 All exhibits should be displayed within the space allocated only and any alteration thereof
would attract penalty or cancellation of booth without notice.
4.17 Exhibits must be within the defined scope of the exhibition. The exhibitor shall not display on
his booth any products which fall into classes other than those described on the application for
space, and / or the sales brochure, unless prior consent has been given in writing by the
organisers.
4.18 In cases where the exhibitor wishes to use borrowed equipment on their booth to demonstrate
their own products, the display of the name of the firm lending the equipment is not permitted,
unless that firm is also exhibiting, in which case acknowledgment cards may be displayed.
4.19 An exhibitor who is either associated with or is a selling agent for another firm(s), and who
wishes to exhibit the products of another firm(s), must state at the time of making application
for space the name of the firm(s) to be represented at the exhibition, and undertake to confine
the exhibit(s) to the goods of such firm(s).
4.20 Allotment of booths by the organisers shall not imply that they accept the proposed exhibits,
and the exhibitor must satisfy himself that his exhibits comply with the regulations. The
organisers reserve the right to exclude, and / or require to be removed, any exhibit which, in
their reasonable opinion, is not within the scope of the exhibition, or is not suitable for the site
allocated to the exhibitor. The decision of the organisers as to the eligibility of exhibits will be
absolutely final and binding.
5. Sale of Products
Direct sale or discount sale of exhibits is not permitted during the exhibition (onsite) at Automotive
Engineering Show 2015.
6. Payment terms and conditions
6.1. All payments must be made in accordance with the terms and methods of payments as set out
on the contract form.
6.2. In the event of the exhibitor failing to meet any such payment obligations (whether as to the
amounts or date of payment) the organisers reserves the right to cancel its contract with the
exhibitor and to resell or reallocate the booth space allocated to the exhibitor.
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7. Cancelation of Booth Space
If the exhibitor wishes at any time prior to the exhibition to cancel or reduce the booth space allocated
to him, then the exhibitor will have to intimate the organiser in writing, stating the reasons for such
cancellation or reduction. No refund will be made, nor will any promotional activity be extended by the
organiser to the exhibitor.
8. Reduction of space
In the event the exhibitor notifies the organisers that they wish to reduce the size of the booth space,
then the organisers shall be entitled to resell or reallocate such excess booth space
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Standard Package Booth Design:
Sketch of 9m2 standard package booth with specifications
Basic furniture entitlement for Standard Package booths
Elements 9 – 17
m2
18 – 26
m2 27 - 35 m2
36 m2&
above
Information cabinet 1 2 3 4
Folding / PVC Chairs 3 6 9 12
Spotlights (100 W) 3 6 9 12
5/15 Amp Socket
(with 1kW power supply) 1 2 3 4
Waste basket 1 2 3 4
Please note: These items are not interchangeable. You may opt for all or part of the
Items listed.
Page | 23
Important Point For Standard Package Booth
1 The organisers recommend no additions or any change to the Standard package booths should
you do wish to do so, please contact the official shell scheme agency.
2 Do not spray, paint, write, use glue or silicone on the booth panels. Exhibitors who desire to have
any panel painted or wall papered must inform the official booth fitting contractor in advance for
approval & execution of work upon appropriate payment.
3 Do not drill, nail, perforate, tack down, staple or cause any damage to the booth panels or any parts
of the standard package booth. Should you need to affix any exhibit or sign to the booth panels,
please contact the official shell scheme agency.
4 For multiple booths, partitions in between the booths will not be provided, unless specifically
requested.
5 The use of inflammable materials for decoration of the booth is prohibited, unless such decorations
have been treated with fire retarding substance. Use of heating appliances is strictly prohibited.
6 Artificial plants and flowers are combustible and give off toxic fumes, therefore they must not be
used for booth dressing.
7 No suspension / cloth banner(s), from hall ceiling or fixtures to the walls, column & floor of the hall
or any other part of the building structure is not permitted. Exhibitor should only utilize inner part of
the booth allotted to them for display.
8 Standard package booths are 2.5m high and can be modified to 3.5 meters (Modification is
allowed subject to approval from the Organiser).
9 Height of all fittings / exhibits should be restricted to 2.5mts. The rear and side walls should be
2.5mts high. Structures / exhibits (mounted or otherwise) between 2.5mts & 4 mts in height must be
approved by the organisers and placed at a minimum distance of 1mtr from all sides within the
booth.
10 No financial credit / adjustments will be given by the show organisers / official agency, for any shell
booth items not utilised by the exhibitor.
11 No POP or display material should be pasted or nailed on the fascia name board provided by
official booth contractor
12 During exhibition days, the organisers will be responsible for the cleaning of standard shell scheme booth carpets and hall aisles daily.
13 Exhibitors needing space for storing their empty cartons / crates on site should contact the official
freight forwarder, who will make necessary arrangements subject to availability of space only. The
charges if any will be paid by the exhibitor to the freight forwarder directly. Or else, exhibitors must
arrange for their empty and non-usable cartons / crates to be transported back to their own
premises. As per the rules laid down by venue If any material / empty cartons are found behind
their stalls / panels the exhibitors would be penalised and the penalty charges would be charged.
And if any material / cartons / crates lying unattended those materials would be discarded out of the
halls and organiser would not be held responsible for any losses.
14 Booth Alterations
Any alteration to the shell scheme is not allowed unless the exhibitor obtains prior written
permission from the organisers. Detailed requirements of such alterations must be notified to the
organisers while the cost of such work shall be payable by the exhibitor to the Official Shell Scheme
Page | 24
Booth contractor. In the event that the exhibitor appoints an outside contractor to modify their booth
or the exhibitor undertakes construction work by themselves, the exhibitor and contractor must
strictly follow the rules & regulations (please refer page 22 to 25) and complete Form 5 before the
deadline.
15 Standard package exhibitors requiring additional equipment such as furniture, power supply,
Internet, Audio visual, Host & hostess, security should use individual forms for placing their orders.
The order forms have to be submitted before the deadlines specified in the forms. Full payment in
advance will be required.
16 No exhibits are allowed to be removed from the booth or exhibition hall once the exhibition has
been officially opened unless organiser have given special permission. Booth or exhibits shall not
be dismantled before the official closing time on the last day of the exhibition.
17 Exhibitors shall not cause damage on the exhibition hall.
Note: In case of violation of the above rules, the official shell scheme booth agency will be obliged to request the payment from exhibitor for any damage caused at the rate of INR 3,000.00 per panel.
Important point for Raw space Booths
Raw space exhibitors may appoint either their own contractor or the official contractor to design and
construct their booth. Please return Form 5 to inform the official contractor the contact details of your
stand contractor before 05 June 2015. Both the exhibitors and contracts must fully understand and
follow the rules and the regulations laid by the building premises and by the organiser.
1. Booth Height Limits
The maximum height of construction is 3.5 metres for Raw space only booths.
2. Booth Design Drawings & Approval
Raw space booth design proposal must be submitted to the organiser by the exhibitors or by their
appointment contractor. The exhibitors and their appointed contractor should read and must strictly
follow the Rules & Regulations which are mentioned in this manual before designing and submitting
their booth design for the Organisers approval. All design proposals must follow to all statutory
requirements and those set out in this Manual and must include the following:
- Plan view showing clearly all dimensions, walling and major exhibits.
- Elevation views, showing clearly all dimensions, graphics, etc.
- Structural calculations / drawings proving structural stability, weight loadings, etc.
- Details of materials and fire protection.
All the stall design must be submitted before the deadline i.e. 05 June 2015 in either PDF or JPEG
format only to [email protected]
Page | 25
Any modifications to the booth design must be submitted for approval again. Booth installations not
complying with the most recent plan received by the Organisers will not be authorised. The organisers
will check all booth installations and will reject those that do not follow to the exhibition regulations.
The design of the booth must be such that it can be safely erected and dismantled within the move-in /
move-out time available.
Mezzanine Construction
As per the venue rules & guidelines mezzanine structures will be governed by the following:
Stalls below 108 sqmtr no mezzanine is allowed and stalls above 108 sqmtr only 10% of the net area
booked will be allowed for mezzanine.
The exhibitor shall submit the plan with structural stability certificate from a government approved
structural engineer of the stall for the consideration of venue. The responsibility of safety of the
structure shall lie solely on the exhibitor. Mezzanine structure would be allowed only after the approval
from the venue & organiser. Exhibitors are therefore requested to kindly send their stall design for
approval before the above mentioned deadline. The mezzanine displays will be inspected during the
build-up days and any exhibitor deviating from the regulations must make modifications, as suggested
by the government approved structural engineer, at his own expense prior to the show opening.
Charges will be applicable for creating the mezzanine structure @ 50 % of the bare space cost per
sqmtr. Into size of the area created for the mezzanine structure.
3. Booth Construction
3.1. Height of all fittings / exhibits should be restricted to 2.5mts. The rear and side walls should be
2.5mts high. Structures / exhibits (mounted or otherwise) between 2.5mts & 3.5mts in height
must be approved by the organisers and placed at a minimum distance of 1mtr from all
sides within the booth.
3.2. For booths with 2 or 3 open sides or island booths, there shall be no partitions on the open sides.
The inside partitions shall also be such that they do not obstruct the view or aesthetics of adjoining
booth(s). In case these are found to be obstructive, such partitions shall have to be changed with
clear glass / acrylic above a height of 1.2mts.
3.3. Individual booth numbers as allocated by the organisers should be displayed on the booth in such
a manner that it is clearly visible to all visitors.
3.4. No partitions / structures / features shall be placed in such a way / location that it obstructs the
aisles or aesthetics of the overall exhibition or view of other booths surrounding it.
3.5. Exhibitors are requested to submit for approval scaled booth layout plan, elevation with
dimensions, artist’s impression (3D views) and electrical single line drawing to the
organisers on Form 5 within the stipulated deadline. Clearance / alterations that may be
necessary will be intimated within a week from the receipt of the designs. No booth on bare
space shall be built without the prior written approval of the organisers.
3.6. The exhibitors must keep one copy of the approved drawing at the work site at all the times during
the show.
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3.7. The transporting, assembling, dismantling and the removing of stands of raw space exhibitors are
the responsibility of the exhibitor. All such work has to be carried out according to arrangements
and within the time limits specified by the organisers.
4. Security Deposit
4.1. Security Deposit of INR 50,000 must be paid by the booth contractor to the Organisers, no contractor
would be allowed to take the possession of the stall without paying the security deposit. Only demand
draft would be accepted & this will be held against damages to the venue, and / or the disposal of booth
construction waste left on-site after the event. Any breach of the organisers / venue’s regulations may
also cause the deposit to be forfeited. Demand draft should be favouring Messe Frankfurt Trade Fairs
India Pvt. Ltd. The security deposit would be refunded in two weeks after the show dates in your
respective accounts, kindly share your bank details enabling us to refund the security deposits.
4.2. It is the individual booth contractor’s responsibility to remove all packing and waste materials from
the exhibition hall during both move-in and move-out. Garbage & waste materials from decoration
work must not be discarded into the aisles & must be cleared. All material used must be removed
during move-out and this must be done safely (no pushing over high pieces of booth, no smashing
of glass panels etc). Failure to comply will result in the security deposit being totally forfeited.
4.3. The Security Deposit will be refunded by showing the receipt after the exhibition subject to the
clearance of the site by the contractors and no damage or garbage being recorded by the
exhibition centre management and the organisers.
4.4. Organisers reserve the right to deduct an actual and appropriate amount for damages to the hall
structures / venue, made by the exhibitor or their design & handling agencies’ staff during build-up,
show days and dismantling time, from the Security Deposit paid by the exhibitor. This is to ensure
all the rules & regulations are abided by and to cover any damage arising directly or indirectly from
infringement. This is without prejudice to any additional claims the organisers may have on the
exhibitor if the damages exceed the bond amount. Balance amount if any, will be returned if no
damage is found.
5. In case any pre-fabrication is done by an exhibitor before the approval of the design by the organisers,
the exhibitor shall be bound by the changes / modifications advised at the time of approval of the
design and will have to change the said pre-fabricated structure or any other feature so as to adhere to
the basic design guidelines.
6. Approval of booth designs will be at the sole discretion of the organisers.
7. All booths in the exhibition are recommended, irrespective of height, to have at least half of the open
sides (frontage / sides) open or fitted with transparent material to the underside of fascia. It is advisable
to keep at least 30% of the floor area free for smooth movement of visitors ensuring equal access &
information to all.
8. All the material used in the construction of the booth, features and displays, including signs and
fascia’s, shall be non-combustible, inherently non-flammable or durably flame proofed.
9. No welding or cutting that may be flammable or Sawing is allowed in the hall.
10. Artificial plants and flowers are combustible and give off toxic fumes therefore they may not be used for
booth decor.
Page | 27
11. Design and construction must concern safety first. Use of proper and strong material or equipment is a
definite requirement. Workmen employed for assembling / dismantling booths should be compulsorily
above 18 years of age and skilled / suitably trained in their respective job functions & areas.
12. Debris or stain from flammable material (like thinner) must be kept away from the working areas at the
end of each working day.
13. Do not knock, nail nor sharpen on the surface, wall or any part of the building.
14. No glue, 2-sided foam tape or any material will be allowed to be pasted or stuck on the wall or on any
structure of the building.
15. Pulling sling or wire rope (hanging of any kind) against any structure of building is strictly prohibited.
16. Covering materials laid directly on the floor is prohibited as use of floorboard underneath is required. If
necessary, use of 2-sided tape is possible with prior permission from the organisers. If permitted,
removal of the tape and polishing of the floor to return it to the same condition as before is required.
17. In the interests of the exhibition & safety aspects, the organiser reserves the right to close down /
discontinue fabrication works of such exhibitors who fail to comply with the rules & regulations of the
show and as advised by the organisers.
18. All booths that are designed to incorporate raised floor / platforms should necessarily provide 1mtr wide
access ramp for the disabled on at least one side & within the periphery of their booth. The access
ramp for disabled must be clearly shown in the booth design at the time of submission of the designs
and is a must for design approval.
19. Structures of special designs should remain within the boundaries of the space allotted and should not
protrude into adjacent booths or aisle spaces.
20. No aisle space may be obstructed by any exhibits or structures thus ensuring free flow of public /
viewers.
21. Use of LPG or any other type of flammable gas in the premises is not allowed.
22. Cooking of any kind inside the booth / exhibition halls is strictly prohibited.
23. Neon or flashing lights / signs shall not be permitted unless they form an integral part of an exhibitor’s
product.
24. No sleeping is allowed in the working areas.
25. Cloth / synthetic banners will not be permitted.
26. During exhibition days, the organisers will be responsible for the cleaning of raw space booth carpets
and hall aisles daily.
27. All surface of booth construction exposed to the public view (inclusive of backside panels/ parts of both
adjoining other booths or aisles.)shall be decorated to a finish approved by the organiser.
28. Exhibitors needing space for storing their empty cartons / crates on site should contact the official
freight forwarder, who will make necessary arrangements subject to availability of space only. The
charges if any will be paid by the exhibitor to the freight forwarder directly. Or else, exhibitors must
arrange for their empty and non-usable cartons / crates to be transported back to their own premises.
As per the rules laid down by venue If any material / empty cartons are found behind their stalls /
panels the exhibitors would be penalised and the penalty would be charged.. And if any material /
cartons / crates lying unattended those materials would be discarded out of the halls and organiser
would not be held responsible for any losses.
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29. All the exhibitors and their respective special booth design contractors are requested to complete the
booth fabrication work by 1800 hrs of 06th July 2015, after which no work would be allowed to
continue in their booths.
30. Electricity is not included in Raw Space package, exhibitors who book raw space need to order
electricity by returning Order Form 10.
31. For safety reasons all the electrical equipment must be checked & tested by the organisers appointed
electrical engineers prior to switching on the electrical supply.
32. Large scale painting / spray painting of any type is not permitted in the exhibition centre.
33. Small scale touch-up painting of the exhibits and booths is permitted during move-in period
34. No painting near the exhibition centre walls, and no washing of painting material within or surrounding
of the exhibition centre.
35. All flammable materials (such as thinners) are to be safely placed and removed from the hall
immediately after use.
36. Contractors are responsible for any damage to the exhibition centre from painting and liable for the cost
of restoring damage.
37. All raw space exhibitors should comply with the rules and regulations of the venue, fire control
authorities as well as conditions, with the organisers may specify before or during the exhibition.
38. Housekeeping for the booth (if required) has to be ordered from the official housekeeping agency only, no outside housekeeping staff will be allowed inside your booth / the venue
Page | 29
D) Insurance & Exhibition Liabilities
1. The exhibitors are solely responsible for damage which may occur to exhibits, equipment, decorations,
stock or stand or any other possessions due to fire, theft, deterioration, loss or damage by water, or
damage suffered during any firefighting operations.
2. The exhibitors are responsible for all accidents that may occur to staff (including the organiser’s
personnel), technicians, employees or exhibitors on duty in their own or neighboring stands, due to use
by themselves or anyone else delegated by them, to use machines, motors or other appliances or
electric power.
3. The exhibitors are responsible for all other damages, injuries or accidents, other than those already
mentioned or those that they themselves may foresee; and any other damage which may result from
their participation in the exposition, whether directly through their own fault or through the fault of a third
party under the exhibitors instructions and affecting the possessions, furniture belonging to either the
organisers or to another party.
4. The organisers disclaim all responsibilities for risks as mentioned above.
5. The exhibitors shall not be entitled to make claims, regardless of the factors causing such damages.
6. The exhibitors will have to obtain third party liability insurance per accident / period. This insurance
should cover accidents suffered by third parties in the building or in the stand of the exhibitors which
involves the liability of the exhibitor or any of their employees.
7. The exhibitors may insure their exhibits on display against all possible risk that is permitted in the
insurance rules.
8. Each exhibitor is reminded that they are responsible for effecting insurance cover for expenses incurred
due to abandonment or postponement of the exhibition for any reason whatsoever.
9. The period of liability of the exhibitor shall be deemed to start from the time exhibitor or any of their
employees, agents or contractors first enters the exhibition site and will continue until all their exhibits
and property have been removed.
10. The exhibitors shall insure, indemnify and hold the organisers harmless in respect of all costs, claims,
demands and expenses to which the organisers may in any way be subject, as a result of any loss or
injury arising to any person (including members of the delegations, visitors, public, the organisers’ staff,
agents or contractors) however caused as a result of any act or default of the exhibitors, his
employees, agents, contractors or invitees. If the organisers find it necessary, the exhibitor shall
provide proof that they have adequate insurance cover. The organisers shall not in any event be held
responsible for any restriction or condition which prevents the construction, build up, completion,
alteration or dismantling of stands or for the failure of any service, opening of the exhibition either as a
whole or in part, or for amendments or alterations to all or any of the rules and regulations caused by
circumstances not under their control.
Page | 30
E) Freight Forwarding / Shipping Information
1. General Information
1.1 The exhibition material at the venue should be handled by only the approved official freight forwarding agencies only, as per the exhibition rules.
1.2 To provide adequate security, safety and protection against damage to the exhibition hall and in the interest of an efficient, coordinated move-in and move-out of goods, no private trucks, cars, fork-lifts or handling equipment (trolley, lift jacks, etc.) will be allowed inside any of the exhibition halls. The organisers have appointed official clearing, forwarding & on-site handling agency for handling of exhibits at the site.
1.3 For site handling operations, cargo handling equipment such as forklifts, mobile cranes and skilled labour will be available at the venue from the official agent’s on hire.The rates for on-site handling will be settled by the exhibitors with these agent’s directly, depending upon the quantum of work and kind of job required as per the official on-site handling tariff approved by the organisers. The official agents will have their office at the site during the pre & post exhibition periods.
1.4 For overseas exhibitors, the official freight forwarder will prepare comprehensive Guidelines/
Shipping instructions for time bound & smooth transition of exhibits right from the country of
origin to the exhibition booth at the venue.
1.5 All the exhibitors are requested to adhere to the shipping instructions & arrival deadlines fixed by
the official freight forwarder regarding the movement & handling of exhibits.
1.6 It is suggested that exhibitors discuss their requirements with the official freight forwarding agent
well in advance to avoid unnecessary delays & troubles.
1.7 The organisers will not be responsible for damages caused to exhibits while in transit / handling
at the site. Therefore, the exhibitors must insure all their exhibits against possible transit &
handling damages for the exhibition.
2. Shipping Documents
Invoices should be on the pattern of commercial invoices showing full description of the goods with
model & serial number, number of units, each unit value and total value of the items. The value
should be CIF destination. Separate invoices should be made for each category. The value
declared should be realistic.
3. Custom Formalities. Exhibition area is not a duty free zone. Exhibits arriving at Chennai Trade
Centre, Chennai are therefore subject to normal customs procedure. Please contact the official
freight forwarder for more details.
4. Marking of Packages
Packing list giving details of items packed in boxes as per the invoice should accompany the
exhibits. As far as possible, articles of the same category must be packed in one package. This will
facilitate accounting and examination. Packages must be clearly marked on at least three sides
displaying the following information:
• Exhibiting company name :
Page | 31
• Exhibition name :
• Hall No. :
• Booth No. :
• Case No. :
• Total no. of cases :
• Gross wt / Nett wt :
• Dimensions (L) x (B) x (H) :
5. Documents required for Customs Clearance
• 5 copies of Invoice (of exhibiting goods) in original duly signed and stamped
• 5 copies of Packing list
• 3 originals & 3 copies of the Bill of Lading / Airway Bill
• 1 original & 1 copy of the Certificate Of Origin
• 1 original & 1 copy of the Insurance Certificate
• Catalogue of Equipments
• Letter of Authority
• Participation certificate from the organisers
• Transit Bond
• Re-export Bond / Bank Guarantee / ATA Carnet duly endorsed by customs of the exporting
country along with the authority in favour of the official freight forwarder.
The above documents must reach the official freight forwarder at least 10 days before arrival of
the goods.
6. Customs clearance under temporary imports
Temporary duty free importation facilities are available to the bonafide participants of Automotive
Engineering Show 2015 provided the shipment is cleared under an ATA carnet or a bank guarantee
or an embassy bond Under the customs notification no. 3/89 dated 09, 19-1989, import of exhibits
for Automotive Engineering Show 2015 will be allowed without payment of import duty provided the
exhibits are exported within a period of six months from the date of import or any other period
stipulated by the customs authority.
The exhibitors are advised to contact the official freight forwarding agency and they will
provide them with up-to-date information on rules and procedures.
7. Exemption from Payment of Customs Duty
7.1 Overseas exhibitors & Indian exhibitors displaying foreign manufactured products, which are to be imported specifically for this exhibition, are required to pay space rent in foreign exchange at the rates fixed for foreign participation. This cannot be waived, as this is one of the conditions laid down by Government of India’s Department of Commerce.
7.2 Domestic exhibitors participating along with their foreign principal, looking for duty free importation of goods are advised to share space with their overseas counterparts and arrange remittance of foreign exchange at the rates fixed for foreign participation from an overseas bank.
Page | 32
ON-SITE HANDLING TARIFF FOR DOMESTIC EXHIBITORS
A. Handling Charges for Single Piece weighing up to 3 Tons only:
1 Offloading from vehicle, shifting to booth (one lift only),
Upto 500 kgs or part thereof Rs. 500/- (Min. Rs. 500/-)
2 Unpacking & positioning of exhibits
Upto 500 kgs or part thereof Rs. 400/- (Min. Rs. 500/-)
3 Repacking
Upto 500 kgs or part thereof Rs. 400/- (Min. Rs. 500/-)
4 Positioning / Re-positioning
Upto 500 kgs or part thereof Rs. 300/- (Min. Rs. 250/-)
5 Shifting from booth & loading on the vehicle (one lift only)
Upto 500 kgs or part thereof Rs. 500/- (Min. Rs. 500/-)
6 Shifting of empties from booth to storage area, Storage &
Return (Per CBM) Rs. 200/- (Min. Rs. 250/-)
B. Hire of equipments for Assembly / Erection / Re-positioning & Dismantling:
1 Hydraulic Pallet Truck (2 metric tons) Rs. 250/- per hr. (Min. 1 hr)
2 Forklift - 3 metric tons
Forklift - 5 metric tons
Rs. 500/- per hr. (Min. 1 hr)
Rs. 800/- per hr. (Min. 1 hr)
3 Crane - 10 metric tons Rs. 1050/- per hr. (Min. 1 hr)
4 Labour per hour Rs. 80/- per hr. (Min. 1 hr)
5
Heavy Lift Surcharge (On above rates)
a) Single piece weighing between 3000 kgs to 8000 kgs
b) Single piece weighing more than 8000 kgs.
25% extra
50% extra
6 Night Charges for above i, ii, iii, iv & v
(From 2000 hrs to 0900 hrs) 25% extra
7 Special Remarks, Terms & Conditions;
i) Rate will be calculated on weight / volume basis or part thereof, whichever yields
higher.
1CBM = 333Kgs (After physical check only)
ii) Rates above are applicable for domestic exhibitors with Indian Exhibits and not for
Temporary Import.
iii) The above rates are applicable only during built-up & dismantling. (Special handling
charges will be applicable during the show prior to Organizer’s permission)
iv) Service Tax (as applicable)
8 For Import cargo cleared by other freight forwarder: All rates will be applicable as per
international tariff (On request)
Page | 33
PLEASE NOTE:
1. It is compulsory on part of the exhibitors to use services of approved freight handling /
forwarding agency at the exhibition site (The exhibitors are not allowed to order equipment for
assembly and erection work from outside). The packages which can be easily carried in hand can be
handled by the exhibitors on their own, if they wish to do so.
2. Exhibitors should advise transporters to carry “Weigh-Bridge Certificate” so that, there would be
proper assessment of the weight to be handled by the approved freight handling / forwarding agency.
3. Exhibitors should send product leaflets along with the packing list to the approved freight handling /
forwarding agency to enable them to study the products in advance for handling at the site.
4. INSURANCE: Exhibitors should arrange for insurance cover for their booths / machines & all
commodities involved throughout all stages of the exhibition. i.e. arrival on site till final
departure from site
Service Tax
The Govt. of India has levied a service tax on handling charges plus on other charges except re-
imbursement expenses to be invoiced by all freight forwarders and handling agents. Therefore the same
shall be charged accordingly.
ON-SITE HANDLING TARIFF FOR INTERNATIONAL EXHIBITORS
A. SEA FREIGHT SHIPMENTS:
1 Unloading and shifting to booth & loading back on the
transport (vehicle) Euro 70.00 per CBM (Min. 02 CBM)
2 Unpacking & Re-packing Euro 20.00 per CBM (Min. 02 CBM)
B. AIR FREIGHT SHIPMENTS:
1 Unloading and shifting to booth & loading back on the
transport (vehicle) Euro 0.70 per kg (Min 200 kgs)
2 Unpacking & Re-packing Euro 0.20 per kg (Min 200 kgs)
STORAGE CHARGES FOR AIR / SEA SHIPMENTS Euro 0.10 per KG / Euro10.00 per
CBM
Service Tax as applicable will be levied on the total handling.
For further assistance exhibitors are requested to contact the official freight forwarder;
R.E. Rogers India Pvt. Ltd.
Contact: Mr. Sudhir Dhavan / Mr. Kartik Soman
Mobile: + 91 99207 28175 / + 91 9821043858
Email: [email protected] / [email protected]
Address: 510 / 511, Midas Sahar Plaza Complex,
M.V. Road, Andheri (E),
Mumbai – 400059
Phone: +91 22 2820 3845
Website: www.rogersworldwideindia.com
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F) Publicity Services
Official Show Directory
The official show directory for Automotive Engineering Show 2015 will be printed and distributed free to all
the VIP guest, Pre-registered visitors and Exhibitors onsite. All exhibitors are entitled to a free entry of up to
40 words in the official show directory. Please complete the show directory Form 1 and e-mail to
[email protected] before 05 June 2015 to ensure inclusion in the official show
directory.
Advertising
Advertising in the official show directory for Automotive Engineering Show 2015 is a great way to reach out
to your potential customers. Please refer Form 7 for more information.
Visitor Invitations Flyer (Free of Charge)
Visitor Invitation flyers are provided for exhibitor’s participation at Automotive Engineering Show 2015.
Exhibitors can send out the flyers to their potential customers to visit their booth on the show days. For
more information please contact Mr. Syed Javed on [email protected]
Onsite Promotions
Exhibitors can also promote their company, products and services to their clients by opting for onsite
promotion to create an image and brand awareness. This is one of the most effective marketing
communication tools that can be utilised at exhibitions. Please refer Form 8 for more information.
Page | 35
G) Emergency Numbers
Useful Telephone numbers
Anti-Corruption Division +91 044 2461 5929
Fire Control Room +91 101
Police Control Room +91 100
Vigilance +91 044 2461 5929
Women Helpline +91 1091
Hospitals
Name Number Email / Website
St. Thomas
Hospital
St. Thomas Mount, Chennai - 600 016
Tamil Nadu, India.
+91 (022)
28402506, 2841171
7
BM Hospitals 91-44-22670277 /
1182
m;
36,5th Main Road, Thillai Ganga Nagar,
Nanganallur, Chennai-600061.
RAKSHITH HOSPITAL
91-44- 42749916,
17, 18, 42749999 /
24863200 /
24863400
153 Arcot Road, Sai square complex,
Valasaravakkam, Chennai-600087