exhibitor's manual - comtecgroup manual... · exhibition hall technical specification capacity...
TRANSCRIPT
1
EXHIBITOR'S MANUAL The Inaugural Asia-Australia Congress on
CONTROVERSIES IN OPHTHALMOLOGY
Anterior Segment • Glaucoma • Retina
Date: 5 - 8 Feb, 2015
Venue: Sheraton Saigon Hotel
88 Dong Khoi, District 1
Ho Chi Minh City, Vietnam
Organizer:
2
Contents:
I. Exhibition Guideline Page No.
1. General Information 3
2. Site Map 4
3. Technical Specification 4
4. Operation Schedule & Overtime 5
5. Rules & Regulations 5
II. General Services & Order Forms
1. Free Services 12
FS-1: Fascia Name
2. Construction Services
CS-1: Electrical Rental 13
3. Required Services
RS-1: Additional Furniture 15
RS-2: Telecommunication Rental 17
RS-3: Booth Personnel (Interpreters/ Hostess) 18
3
I. Exhibition Guideline:
1. General Information:
Exhibition Name: The Inaugural Asia-Australia Congress on
CONTROVERSIES IN OPHTHALMOLOGY (COPHY)
Venue: Sheraton Saigon Hotel
88 Dong Khoi, District 1
Ho Chi Minh City, Vietnam
Date: 5 - 8 Feb, 2015
Exhibition Hours:
Host:
Organizer:
OFFICIAL EXHIBITION CONTRACTORS:
Official Stand Contractor:
Indochina Heritage Travel Services Co.,Ltd
80 Nguyen Van Thu Street,
Dakao Ward, Dist. 1, Ho Chi Minh City, Vietnam
Tel: +84-8-39102773 / 39102775 Fax: +84-8-39102783
E-mail: [email protected]
Contact: Mr. Vo Thanh Tam (Thomas)
Handphone: +84-90-8175819
4
2. Site map:
3. Technical Specifications:
Exhibition Hall Technical Specification
Capacity Exhibition Hall
Ceiling Height (m) 2.4m
Entrance Height (m) 2.2m
Maximum Stand Construction Height
(m) 2.4m
Power Supply Single Phase: Three Phase:
Ventilation Air-conditioning
Fire Protection Fire Detection & Alarm System
Water Riser & Horse Reel, Portable Fire
Extinguisher
5
4. Operation Schedule & Overtime:
Build-up Period Date Time
Official Booth Contractor begin floor
making & Booth construction
5 February 2015 13:00 – 00:00
Exhibition Period Date Time
Opening Hours
6 – 8 February
2015
8:00 – 18:00
8 February 2015 Tear-down period 18:00 - Midnight
Note:
Delivery and removal must not be done during the opening hours of the exhibition
area.
The forwarding/transport contractor will assist exhibitors in delivery and removal
the exhibit.
During the time of constructing/decorating the booth or delivery/removal, exhibitors
are requested to protect exhibit by themselves. The Organizing Board will not take
responsibilities for any stolen, lost, or damaged exhibits before the time of Opening
Ceremony and while/after exhibitors removal exhibits, and during time of opening
exhibition.
Comtec med has the right to move the location of the exhibition hall and the
discretion of the Congress and participants if needed to the benefit of the Congress.
5. Rules & Regulations
1. Exhibits Transportation
For efficiency, ease of operation and co-ordination, all freight from overseas
exhibitors must be handled by the Official Freight Forwarder within the exhibition
hall. The Official Freight Forwarder is the only agent who has the right to collect
the exhibits from the port.
APT Show Freight Vietnam Co., Ltd
180 -182 Ly Chinh Thang Street, Ward 9, District 3, Ho Chi Minh City, Vietnam.
Unit 615, 6th Floor, Giay Viet Plaza Building
Tel : (84-8) 62905460 /66843722
Fax : (84-8) 62905406
H/F : (84) 903 901599
Email : [email protected]
Web : www.aptshowfreightlogistics.com
6
Due to customs clearance problems, Exhibitors are strongly advised to contact the
appointed official freight forwarder for all details before any exhibits being shipped
to Vietnam. The Organizers would not be responsible for any loss and delay of
exhibits during forwarding process.
2. Construction of Special Design
Special design by exhibitors will have to be within architectural controls and get
approval by the Organizer before build up. No stands will be allowed to neither
exceed 2.5m height nor use passages inside the hall for construction, woodwork,
and painting and for storage of exhibits. Exhibitors will be responsible to remove
empties, waste materials at least 2 hours before the exhibition opens. Exhibitors
should take all necessary precautions to prevent any harm done to the exhibition
venue’s property and is liable to compensate any damages of venue’s property
caused by his/ her staff.
Please send a copy of your booth plan to [email protected] by November 1st,
2014.
Please ensure that the plan includes all dimensions and please indicate whether the
booth will have a floor (height and material).
Note: Exhibitors are advised to use the Official Constructor appointed by the
Organizer for setting up special design. Outside contractors also have to pay deposit
to the Official contractor before they move into the hall. This serves as a
performance bond as well as damage deposit. The Hall’s owner will refund the
deposit after deduction for damages (if any) within 14 days after the Exhibition
finishes.
7
Standard Booths
Standard booths will be provided by Official Constructor with uniform design.
Booth A
Price: 450 USD
Booth A includes: partitions, company’s name on fascia, 1 information counter, 2
chairs, 2 fluorescent lights, 1 LCD 42 inch, 1 power point of 15 Amp, 1 rubbish bin,
, security and cleaning services. (Excludes poster on the partitions)
8
Booth B
Price: 400 USD
Booth A includes: partitions, company’s name on fascia, 1 information counter, 2
chairs, 2 fluorescent lights, 1 LCD 42 inch, 1 power point of 15 Amp, 1 rubbish bin,
, security and cleaning services. (Excludes poster on the partitions)
3. Electrical installations
The number and type of additional electrical fittings and installations required must
be indicated by the Exhibitor on the application form for “Electrical Services and
Additional Furnishings”.
a. No flashing lights, neon lights or 500W flood light will be permitted. In case of
using light box displays, every single fluorescent used will be treated as one
lamp and charged at the price of additional order of fluorescent. Exhibitors who
bring their own lamps must apply for permission from the Organizers and pay
the hook up charge equivalent to rental per lamp.
b. Any design of electrical installation must be submitted to the Organizers for
approval before the deadline indicated. No installation work shall be carried out
9
without the written permission of the Organizers. The Organizers reserve the
right to disconnect electricity supply to any exhibitor whose installation is
violating the Organizers’ regulations, dangerous or likely to cause annoyance to
visitors or their Exhibitors.
c. No multiplug is allowed to be used. All sockets are for machine operation only,
not for lighting. One socket for one machine.
4. Furniture
While Exhibitors may obtain from any sources they wish, a range of furniture items
is available on hire from the Official Constructor. Please indicate any requirements
on application form for “Electrical Services and Additional Furnishings”
5. Special arrangements and others
Exhibitors may apply on application form of “Special arrangements” for
arrangements like water and disposal arrangement, telephone, compressed air etc…
Only the Official Contractor is permitted to undertake this task.
6. Stand cleaning
a. Cleaning services of the general areas will be provided at the end of each day of the
exhibition.
Individual cleaning services for booth can be ordered upon request at additional
cost. It is the responsibility of the Exhibitors to maintain their stands in the tidy
condition at all times.
b. Exhibitors are to make their own arrangements with the Official Freight Forwarder
for removal of items not for display purpose and rubbish resulting from unpacking
exhibits such as carton boxes, crates, plywood before the Exhibition opens, and
clean out all exhibits and constructed items immediately after the close of
Exhibition.
7. Storage
The Organizer is unable to provide storage facilities on site for packing cases plus
materials or other properties of the Exhibitor. Prior arrangements for the safe
keeping of such items must be made with the Official Freight Forwarder.
8. Operation of Stand
All Exhibitors are requested to wear badges during the exhibition time and be
present at their booths at least 30 minutes before opening hour and leave the
Exhibition Hall not later than 30 minutes after closing time. When arriving at stand
in the morning, should exhibitors find something loss, damage must keep the status
and inform the Organizer immediately to settle the problems.
10
9. Exhibitor’s Admission
Please send the names of your company representative, who will be manning the
booth to Ms. Danielle Adler at [email protected] by no later than November
1st, 2014.
10. Contact Information for Setup
Kindly send the following details to Erez Lachiany [email protected]
Name of your construction company.
Contact person who will be representing your company in the booth built
up.
Date and times your company representative expected to arrive to the site.
Estimated time your company need for booth set up.
Electricity: if you are building your own booth, please make sure to order
electricity from the exhibition supplier as per the manual.
11. Fire prevention
The Organizer is authorized to limit demonstration of all materials which are in its
sole discretion deemed to be potential fire hazards and is entitled to remove them
out of exhibition hall in order to ensure the security. All expenses for the removal
shall be born by the exhibitor.
12. Security and Insurance
Security will be provided for the whole exhibition area over night after the
exhibition opening hours. Exhibitors are responsible for the protection of their
personnel, booth displays and all other materials AT ALL TIMES. Comtec will not
be held responsible for bodily injury, theft or damage to Exhibitor's personal
property, products or exhibit. All companies are to adhere to security measures and
procedures. Arrangements for additional and individual security for booths can be
made at an additional cost.
13. Others
a. No glue, scotch tape, self-adhesive paper, screws, nails, spikes, pins or paint
may be used on floors, walls, pillars, or a part of the Exhibition Hall.
b. Smoking, excessive drinking and gambling are not allowed.
c. No pressurized containers or air compressors shall be used at the Exhibition
Hall for any purpose without the prior approval of the Organizers. Fire
hazardous work is prohibited.
d. For other details please refer to the exhibition regulation in the contract.
e. The Organizers will not entertain any application for services without payment.
f. All Exhibitors/contractors must observe the rules and regulations of the
Organizers
11
II. GENERAL SERVICES & ORDER FORMS
1. Free services
Form FS - 1 : FASCIA NAME
Please return this form to: Vietnam National Trade Fair & Advertising Company
(VINEXAD)
9 Dinh Le, Hanoi, Vietnam
Tel: (84 4) 38255546 Fax: (84 4)39363085
( ) We need special design and have appointed the following contractor to work for it.
Details of that contractor are enclosed here with for your approval:
Name of Contractor:
Address :
Tel : Fax:
Contact Person : Email:
Please fill in the blocks below your company’s name using capital letter (one letter in one block):
Company Name:…………………….……………………Booth No:………………………………. Contact Person: …………………….…………………………………………………………..……
Note: Not more then 30 English letters, exceeding words will be subject to change by Official Contractor.
- ... is the Official Constructor. - All electrical works including lighting, power points, switch-box, electrical wiring, water supply and
drainage works must be performed by the appointed official contractor exclusively. Exhibitors using other contractors to work on site should notify the
organizers in advance and submit the full details of the contractor for
approval.
- Dimensional drawing of special design must be sent to the organizer for approval before performance.
12
Form CS - 1 : ELECTRICAL ITEM RENTAL
No
.
Item Description Unit
Price
(USD)
Quan. Sub-Total
1 Fluorescent Tube 40W – 60W 22
2 Spotlight 100W 22
3 Long Arm Spotlight 100W 33
4 Flood Light 300W 50
5 13Amp Socket (Single phase,
220V)
44
6 15Amp Socket (Single phase,
220V)
55
7 30Amp Socket (Single phase,
220V)
110
8 60Amp Socket (Single phase,
220V)
220
9 15Amp Socket (Single phase,
380V)
275
10 30Amp Socket (Single phase,
380V)
308
11 60Amp Socket (Single phase,
380V)
495
(Note : All electrical works shall be carried out by the Official Contractor only.)
1. All orders must be accompanied with full payment to Indochina Heritage.
2. All items ordered are on rental basis and exhibitors will be held responsible for any
damages or loss caused.
3. Exhibitors are not permitted to connect their own electrical fittings. (No individual
generators are allowed to be used)
4. Where it not otherwise stated, the listed prices are for the duration of the exhibition period
days.
5. The power point used can either be flat pin or round pin (13Amp/220V) but must be 2-pin
only.
6. One socket must be used for one exhibit only at a time. One lighting connection must be
used for one light only at a time. Multipoint connection is not allowed to prevent the risk
of power overload.
7. Sockets supplied are to be used for running equipment/exhibits only. If used for lighting
purposes, lighting connections charges will be applied.
8. The above prices are excluded of 10% VAT.
13
Conditions Rental:
Order will only be processed when full payment is received
For furniture items not listed above, exhibitors are requested to provide full details below for quotation:
We need _____________________________________________________________________________
Full payment must be submitted with this order. Enclosed is cheque no.__________for US$___________
Payable to:
Indochina Heritage Travel Services Company Ltd.
Add: No. 80 Nguyen Van Thu St., Dakao Ward, Dist. 1, Vietnam
Bank: ANZ Bank (Vietnam) Limited Account Number: US$ 639252
Bank: ACB Bank Account Number: VND 89114539
The contractor has to responsibility about your job.
Exhibitor’s Name: _________________________________
Booth No: _________________________________
Address: _________________________________________
Tel:_____________________Fax: ____________________
Email: ___________________________________________
Person in charge of exhibition:________________________
Title: ____________________________________________
Signature:_________________________________________
Date: ____________________________________________
Send this form to:
The Organizer
Indochina Heritage Travel Services
Company Ltd. Add: No. 80 Nguyen Van Thu St.,
Dakao Ward, Dist. 1, Vietnam
Tel: (848) 39102773
Fax: (848) 39102783
Email: tam.vo@indochina-
heritage.com
(Please continue overleaf)
PLEASE KEEP A COPY FOR YOUR
RECORD
14
2. Required Services
Form RS - 1 : ADDITIONAL FURNITURE RENTAL
No
.
Item Description Unit Price
(USD)
Quan. Sub-
Total
1 Information Counter 1,000L x 500W x 750Hmm 31
2 Coffee Table 600L x 600W x 500Hmm 33
3 Square Table 600L x 600W x 750Hmm 33
4 Round Table Æ800 x 750Hmm 33
5 Display Cube 500L x 500W x 500Hmm 28
6 Display Cube 500L x 500W x 750Hmm 33
7 Lockable Cupboard 1,000L x 500W x 750Hmm 39
8 Low Show Case 1,000L x 500W x 1,000Hmm 55
9 Low Show Case 500L x 500W x 2,000Hmm 77
10 High Show Case 1,000L x 500W x 2,000Hmm 105
11 Glass Show Case 1,000L x 500W x 1,000Hmm 55
12 Folding Chair 6
13 Easy Arm Chair 22
14 Shelf (Slope or Flat) 1,000mmL x 300mmW 11
15 Catalogue Holder 11
16 Folding Door with
Lock / Convention
55
17 Carpet / per square
meter
5
18 Single Wall Panel 1,000mmL x 2,400mmH 17
19 Refrigerator 90L 150
20 Water Dispenser Including water (3 bottle 12L) 66
21 Coffee machine Including 1kg Vietnamese
coffee
110
21 21” LCD (Multi-
system) c/w DVD
110
22 42” LCDTV per day
c/w DVD
160
23 DVD Player 55
24 Potted Plant 8
1. All orders must be accompanied with full payment to INDOCHINA HERITAGE.
2. All items ordered are on rental basis and exhibitors will be held responsible for any
damages or loss caused.
3. Where it not otherwise stated, the listed prices are for the duration of the exhibition period
days.
4. All prices are excluded of VAT 10%
15
Conditions Rental:
Order will only be processed when full payment is received
For furniture items not listed above, exhibitors are requested to provide full details below for quotation:
We need _____________________________________________________________________________
Full payment must be submitted with this order. Enclosed is cheque no.__________for US$___________
Payable to:
Indochina Heritage Travel Services Company Ltd.
Add: No. 80 Nguyen Van Thu St., Dakao Ward, Dist. 1, Vietnam
Bank: ANZ Bank (Vietnam) Limited Account Number: US$ 639252
Bank: ACB Bank Account Number: VND 89114539
The payments are non-refundable.
Exhibitor’s Name: _________________________________
Booth No: _________________________________
Address: _________________________________________
Tel:_____________________Fax: ____________________
Email: ___________________________________________
Person in charge of exhibition:________________________
Title: ____________________________________________
Signature:_________________________________________
Date: ____________________________________________
Send this form to:
The Organizer
Indochina Heritage Travel Services
Company Ltd. Add: No. 80 Nguyen Van Thu St.,
Dakao Ward, Dist. 1, Vietnam
Tel: (848) 39102773
Fax: (848) 39102783
Email:
(Please continue overleaf)
PLEASE KEEP A COPY FOR YOUR
RECORD
16
Form RS - 2 : TELECOMUNICATION RENTAL
HIGH SPEED INTERNET LINE /TELEPHONE / FAX RENTAL DURING SHOW DAY
Item
Unit Cost
per line per
show
Refundable
Deposit
Quantity
of Line
Date Sub-
Total
(USD) From To
Telephone Line with IDD
Local Line
Fax Line with facsimile
machine
Cable –1 user per line
Cable –2 – 5 users per line
(includes port hub)
Wireless – 1 user
Wireless – 1 user per day
TOTAL
Exhibitor’s Name: _________________________________
Booth No: _________________________________
Address: _________________________________________
Tel:_____________________Fax: ____________________
Email: ___________________________________________
Person in charge of exhibition:________________________
Title: ____________________________________________
Signature:_________________________________________
Date: ____________________________________________
Send this form to:
The Organizer
Indochina Heritage Travel Services
Company Ltd. Add: No. 80 Nguyen Van Thu St.,
Dakao Ward, Dist. 1, Vietnam
Tel: (848) 39102773
Fax: (848) 39102783
Email:
(Please continue overleaf)
PLEASE KEEP A COPY FOR YOUR
RECORD
17
Conditions of Equipment Rental:
1. Due to limited telephone lines available in ........, all exhibitors are encouraged to place
orders at least 30 days prior to Exhibition opening. Late orders may be accepted with
surcharge levied as follows:
After the deadline to Exhibition Opening: 30%
On-site Order : 50%
2. Daily computerized summary of total billings incurred on call expenses will be printed for
the Exhibitor. Daily usage shall be paid based on the daily computers summary. Final
outstanding payments after termination of all telephone service are deducted from the
deposit made. Any excess expenses beyond the deposit paid must be settled before the end
of the exhibition.
3. All exhibitors are fully accountable for the instruments as well as total usage upon
installation and activation of lines. The cost of equipment if loss or damaged, is US$....and
US$.... per telephone set and facsimile machine respectively.
4. ............. also offers a comprehensive range of secretarial services to exhibitors. (Please
see the Services Price List)
5, Order will only be processed when full payment is received
For furniture items not listed above, exhibitors are requested to provide full details below for quotation:
We need _____________________________________________________________________________
Full payment must be submitted with this order. Enclosed is cheque no.__________for US$___________
Payable to:
Indochina Heritage Travel Services Company Ltd.
Add: No. 80 Nguyen Van Thu St., Dakao Ward, Dist. 1, Vietnam
Bank: ANZ Bank (Vietnam) Limited Account Number: US$ 639252
Bank: ACB Bank Account Number: VND 89114539
18
Form RS- 3 : BOOTH PERSONNEL (INTERPRETER & HOSTESS)
Exhibiting Company_______________________________________________
Stand No. ____________
Person-in-charge: ________________________________ Title: ___________
Note: The interpreters are without any technical background and therefore can only perform usual
general interpreting work.
Description Quantity Cost (USD) Amount
Booth Assistant (Male r Female) 240 USD
r Female) 360 USD
Temporary Worker 90 USD
Security Service 180 USD
Carpet vacuuming USD
Subtotal: USD
10% VAT: USD
Total: USD
Please note:
1. Before renting, Interpreter and Professional Interpreter would be checked their language
skill by Exhibitor.
2. Order is valid only when accompanied with full remittance. Cheuque /bank draft should be paid
in favor of:
Indochina Heritage Travel Services Company Ltd.
Add: No. 80 Nguyen Van Thu St., Dakao Ward, Dist. 1, Vietnam
Bank: ANZ Bank (Vietnam) Limited Account Number: US$ 639252
Bank: ACB Bank Account Number: VND 89114539
3. The surcharge of 10% will apply for the order after .......... and 30% surcharge will be
applied for order on site.
4. The Exhibitors will receive 30% refund for their cancellation during set up time. There will
be no refund for cancellation during show day.
5. Payments on site must be paid in Cash Only.
To be addressed to:
Indochina Heritage Travel Services Company Ltd.
Add: No. 80 Nguyen Van Thu St., Dakao Ward, Dist. 1, Vietnam
Tel: (848) 39102773 Fax: (848) 39102783
Email:
Signature with Company’s stamp: ..................................................................................