EXHIBITOR MANUAL 21st World Veterinary Poultry Association Congress (WVPAC 2019) September 16 – 20, 2019 Bangkok International Trade and Exhibition Center (BITEC), Bangkok, Thailand
2 WELCOME Dear Exhibitors, The Thai Poultry Veterinary Association under the auspices of The World Veterinary Poultry Association have specially prepared this Information & Order Manual to assist exhibitors. Exhibitors are requested to read the manual carefully and thoroughly in order to be familiar with the preparations and procedures for the exhibition. To facilitate your participation and to ensure smooth operations, exhibitors must adhere strictly to the deadline stipulated in the order forms.
Rates quoted are current. Every effort shall be made to maintain them. The organizers reserve the right to increase these rates in accordance with any change in cost of labor or materials before the exhibition. How to use the exhibitor manual to reduce the workload • Be familiar with the show deadlines. Money will be saved if you order your booth services by the deadlines indicated on the forms.
• Make a list of the things you think you will need for your booth. • Exhibitors are only permitted to exhibit products/services within the exhibition range. • To avoid the crisis management, ordering in advance will save time, worry and substantial cost. Best Regards, Kantinan Exhibit Co., Ltd. Official Contractor
3 CONTENTS A. Pre-requisite Checklist 4 B. General Information 5 C. In-Hall Operation Schedule 6 D. Rules & Regulations 9 E. Contact Us 26 F. Forms 27 - Form A Unofficial Stand Contractor (For Raw Space Only) 28 - Form B Fascia Name Board(For Standard Booth Only) 30 - Form C Furniture and Standard Fitting Rental 31 - Form D Electrical Fitting & Supplies Service 34 - Form E Contractor Agreement 38 References: a.
Bangkok International Trade and Exhibition Center, Bangkok, Location 40 b. Exhibition Plan 41
4 A. PRE-REQUISITE CHECKLIST Towards Successful Exhibition Preparation & Participation For Raw Space Exhibitors Form Deadline Form A. Unofficial Stand Contractor 16 August 2019 Form D. Electrical Fitting & Supplies Service 16 August 2019 For Standard Booth Exhibitors Form Deadline Form B. Fascia Name Board 16 August 2019 Form D. Electrical Fitting & Supplies Service 16 August 2019 For All Exhibitors Form Deadline Form C. Furniture and Standard Fitting Rental 16 August 2019 Form D. Electrical Fitting & Supplies Service 16 August 2019
5 B. GENERAL INFORMATION Exhibition: 21st World Veterinary Poultry Association Congress (WVPAC 2019) Venue: Bangkok International Trade and Exhibition Center, Bangkok, Thailand (BITEC) Date: September 16 – 20, 2019 Organizer: The Thai Poultry Veterinary Association under the auspices of The World Veterinary Poultry Association Congress Organizer: Wild Blue Congress Organizer Tel: +662 714 2590-1 9/2 Eakamai 10, Sukhumvit 63 , Email: email@example.com Watthana, Bangkok 10110 Thailand Exhibition Contractor: Kantinan Exhibit Co., Ltd.
Tel: +66 2983 8846 4/916 PopPula 6 Rd., Fax: +66 2983 8895 Bangpood, Pakket Web: www.kantinan-exhibit.com Nonthaburi, 11120 Thailand Email: firstname.lastname@example.org
6 C. IN-HALL OPERATION SCHEDULE FOR STAND Building – up (September 15-16, 2019) Date Time Move-in of Official Stand Contractor (Kantinan Exhibit Co., Ltd.) September 15-16, 2019 08.00 – 22.00 Move-in of Special Design, Approved Stand Contractors, Other Contractors September 15-16, 2019 10.30 – 22.00 Show Day (September 17-20, 2019) Date Time Hall Opens For Exhibitors September 17-20, 2019 10.00 – 19.00 Hall Opens For Visitors September 17-20, 2019 10.00 – 19.00 Dismantling Period (September 20, 2019) Date Time Exhibits move out September 20, 2019 19.00 – 24.00 Move - out of exhibits and stands September 20, 2019 19.00 – 24.00
7 UNOFFICIAL CONTRACTOR PLEASE TAKE NOTE OF THE FOLLOWING POINTS : 1. Booth Installations and Decorations must be completed by date/time as specified above, after this the access to exhibition area will be closed. 2. The height restriction for a special design stand (island booth ; no wall share with another exhibitor) is only 4.00 m . And the booth is share the wall with another exhibitors ; back wall can height 4.00 m , side wall can height 2.50 m break or make to open for clean line of sight to nearby booths. For the booth have the back wall near the back venue ; back wall of booth can height 4.00 m.
- Display materials should be arranged in such a manner as to not to obstruct sight lines of neighboring exhibitors - Permitting adequate line-of-sight for the adjoining Linear Booths. - The backsides of all back-wall must be finished (no exposed framing or structure) in a neutral color and may not have any graphics or logos.
Island booth An Island Booth is any size booth exposed to aisles on all four sides. Use of Space: • Maximum height of structure is 4.00 m • Solid walls can feature a 2.50 m height break a 1.00 m height to allow for clean lines of sight to nearby booths. • The backsides of all back-wall must be finished (no exposed framing or structure) in a neutral color. • Signs, Logo , Banner distance from the edge of booth are minimum 1 m. 2.5 m 1 m 1 m Front view Top view Island Booth Logo, banner distance from the edge of booth 1 m 1 m 1 m
8 3. Floor Protection – Contractors /Exhibitors must provide suitable covers to protect the venue floors, walls, from damage.
4. Adhesives – Acceptable adhesives are poly-coated cloth tape or gaffer tape. Vinyl or foam tape is not permitted. The Exhibitors/contractors will be responsible for removal of all tapes, in the case that the any residue marks found and need to remove or deeply clean or change or repair, the cost will be billed to the exhibitors/contractors. 5. Damages – Any type of damage to the venue and its furniture, fixtures and equipment, in function space or public area, in front of the house, back of the house, inside or outside the venue must be reported immediately. Cost associated with damages resulting from event related activities will be the responsibility of the exhibitors/contractors.
6. Dismantling - must be removed from the venue within assigned time frame, the delay will result the additional charges and will be the responsibility of the exhibitors/contractors 7. Waste Disposal – The Exhibitors/Contractors is responsible for the removal of waste. General waste disposal must be done after the setting-up and dismantling, the special removal of hazardous and polluted substances such as chemical, lubricants, batteries, petroleum products, thinner etc. must be handled properly and cleared out of the venue immediately after the setting-up and at the end of event by exhibitors/contractors 8.
Security - The Venue will not accept responsibility for damage or loss of merchandise left in the venue prior or during or after event. It is recommended that the exhibitors/contractors arrange own insurance coverage and security, which is required beyond the security surveillance of the venue 9. Electrical Installation – Any electrical installation beyond the standard fittings available in the booth area will be subject to a connection and consumption fee, please use separate electrical order form for inquiry.
10. Staff Identify – All exhibitor’s / contractor’s staff should be able to identify themselves by either uniform or wearing badge. They are restricted only in the allowed areas. 11. The method of installation - should be safe and cause no damage to the venue. Materials used should be appropriate for the job.
9 D. GENERAL OPERATING POLICY & POCEDURES OF THE VENUE (BITEC) OPERATING POLICIES In an effort to create an environment conducive to producing successful events it is recommended to commence the event planning process between the Organisers, their designated Contractors and Sub- contractors and the Centre as early as possible, especially for large events.
The preliminary planning meetings should be set up with the Customer Services Department. 1. Initial Event Floor Plans The initial event floor plan must be submitted to the Centre for approval by the Customer Services Department before the Organiser begins selling space and prior to publication. The Organiser shall be responsible for obtaining at its own cost and expense all appropriate permits for the playing of all music protected by copyright, whether played, live or pre-recorded. It is understood there will be changes and modifications to the floor plan. The Centre requests the Organiser to submit such changes to the Centre for approval.
This allows the Centre to stay abreast of changes as they occur and eliminate surprises for either the Centre or the Organiser close to event move-in. (a) Three (3) copies of initial floor plans (scale 1:500) showing location of all aisles, gangways, entrances, exits and exhibition stands’ locations. !
(b) The utility grid system must be shown on the floor plan along with dimensions. For exhibitions, trade fairs and consumer shows, the exhibition stand layout must follow the Centre’s utility grid system. ! (c) One approved copy of the plans or one copy showing any required corrections to the floor plan, if any, will be returned to the Organiser. ! (d) Changes and modifications to the exhibition floor plan must go through the same process. ! (e) All exhibition stands must have direct access to the utility hatches. Utility lines shall not be accessed from gangway areas or from other exhibition stands.
2. Final Submission Of Plans The Organiser must submit final detailed exhibition plans 1 month before move-in begins for final approval by the Centre. Organisers’ submission should include the following: (a) Three (3) copies of detailed event space floor plans. !
10 (b) Three (3) copies of sketch plans showing cross-sections and elevations on proposed exhibition booths exceeding 4 metres (13 feet) in height. ! (c) Three (3) copies of electrical drawings submitted through a licensed electrical worker of appropriate grade. ! (d) Three (3) copies of drawings for plumbing (water & drainage), compressed air, telephone and data lines, and all other necessary technical details.
Indicate specific positions required for termination and routing of utility supply pipes, hoses and cables. !
(e) Three (3) copies of plans and drawings for planned used of Common Areas . ! (f) The nature of some events may require ceiling plans to be approved by the Centre which define rigging locations, load requirements and installation methods and time period necessary for installation prior to the event. ! (g) The Centre will return one (1) set of plans to the Organiser within 14 working days of submission with approval or with required changes, if any. Organiser must re-submit plans incorporating all the required changes before final approval is given. !
(h) To expedite the approval process, all plans and drawings should be to scale and should have the following clearly indicated on the documents: • Name and date of the event ! • Location in the Centre to be used ! • Name of floor plan designer and date of initial plan and dates of subsequent !revisions ! • Dimensions for aisles, gangways, entrance areas and public access points ! • Location of utility grid system, operable walls, exits, fire hose cabinets, !restrooms, etc.
! • Location of heavy exhibits with actual floor loads !
Acceptable floor plans will have the following: ! 1) Entrance areas should have a minimum of 5 metres (16.4 feet) clear space. ! 2) Trade only exhibition aisles and gangways must have a minimum width of 2.5 !metres (8 feet) for moderately attended shows, and minimum width of 3 metres !(10 feet) for heavily attended shows !
11 3) Public exhibitions must have a minimum of 3 metres (10 feet) wide aisles and !gangways. Heavily attended public exhibitions will require wider aisles and !gangways. ! 4) Dead-end aisles or gangways should not exceed 18-20 metres (59-66 feet).
! 5) All fire hose cabinets and fire alarm pull stations must be clearly visible and !directly accessible from the aisle or gangway. ! 6) Exhibition booths which border operable walls must be placed no closer than 60 !centimetres (24 inches) from operable walls. This allows space for the operable !wall’s leg support system. ! 7) Access to public restrooms must be minimum 2.5 metres (8.2 feet). ! 8) All exhibition stands must have direct access to the utility hatches. Utility lines !shall not be accessed from gangway areas or from other exhibition stands. !
3. Maximum Occupancy ! The capacity of each hall/room has been calculated for the safety and convenience of participants. Organisers shall abide to the proposed maximum number of participants for each room and each type of set- up, while keeping free and unobstructed access to emergency exits, restrooms, catering corridors, power supply, and fire alarms. ! The Licensee shall not admit a larger number of persons into the hall/room beyond the maximum capacity as calculated by BITEC. All halls/rooms must be able to accommodate and/or allow all persons inside to safely and freely move about. The decision of BITEC shall be final.
! Organiser/Licensee shall provide number and details of targeted visitors/participants/ audiences to the Centre after the contract is signed and update related necessary information 14 days prior move-in. ! All meeting rooms, convention halls, event halls and Common Areas have maximum and safe occupancy capacities. The Organiser shall not cause the maximum occupancy levels to be exceeded. The Centre reserves the right to deny further entry into these spaces if, in its opinion, there is a public safety risk. ! 4. Archway, Aisles, Gangways And Exits !
Exhibits, displays, furniture, sound, lighting and AV equipment (structures), food and beverage equipment, shall be installed so as not to interfere with aisles, gangways and required access to emergency exits or restrict visibility of required exit signs, and fire safety equipment. !Archway and any decorative structures must not obstruct the entry/ exit; allow the flow of public at least 5 meters wide. !
12 5. Floor Load Capacity Of Facilities ! The Organiser shall submit machine & equipment list for placement on BITEC floor including a location plan indicating the handling equipment’s stand position on the floor (if any).
! Floor load ! • BHIRAJ Halls 200 kg/ sq.m. ! Dock Leveller ! Dock levellers are provided to accommodate and facilitate the loading and unloading of heavy exhibits from transportation trucks to exhibition grounds. Any request for use must be submitted to the Centre’s Customer Services Department in advance. Their use must be monitored by the Centre’s Building Management team. All movements of trucks and deliveries to the loading area must be under the control and supervision of the Organiser’s freight forwarder and coordinated with the Centre’s traffic team. The maximum load capacity of each dock leveller is 5,000 kg.
The function of dock levellers is to convey goods from trucks to loading platform. They are not allowed to be used for any other purposes. No parking is allowed in the loading and unloading area. If a vehicle is not being loaded or unloaded it will be considered as parked and parking fees will apply. Lifting tools and equipment e.g. forklift, pallet jack, must be readily available to convey the goods or packages from the dock levellers to exhibition areas. It is prohibited to place or leave the goods or packages on the levellers, as this may cause malfunctioning of the equipment. !
Hand-Over Process The Centre will initiate and conduct a facility walk-through of the Service Space prior to move-in and immediately after move-out. Representatives from the Organiser, the Main Contractor, and from the Centre (including Customer Services, Engineering Services, and Building Management) will inspect the Service Space to check its condition, cleanliness and readiness and sign off a status report. Such inspections will be coordinated by the Customer Services Department. All items left behind after move out will be disposed. BITEC reserves the right to charge disposal fees, if applicable.
13 7. Utility Services 7.1 Electrical According to new Thai legislation commencing October 2016, an electrician must have license and be certified by the Department of Skill Development. Standard electrical supply at BITEC is 380V/50 Hz 3-phase and 220V/50 Hz single phase with approximately 10% fluctuation. Protection phase failure of electrical system in case of over-under voltage and unbalance phase must be exhibitor-owned equipment. BITEC will provide electrical service hook-up to the exhibition booth with female end connection. Power plugs shall be returned to BITEC before the end of Service Period.
Power supplies to the exhibits will have to be switched off by the Exhibitors under the responsibility of Customer at source 30 minutes after the exhibition closes every evening and 60 minutes after close on the final day of the exhibition.
For 24-hour utility service requests, the official electrical contractor is required to symbolise all assigned cable wires clearly and allow an access for the Centre’s engineering team in case of emergencies. BITEC not allow the official electrical contractor to distribute 3-phase power. Distribution will be allowed from single phase, not more than 8 receptacle outlets and lighting circuit. Any electrical devices to the point such as receptacle outlet are not allowed without permission from the Customer Services Department.
7.2 Compressed Air ! Air compressors of not over 1⁄2 HP will be permitted in the exhibition booths.
Charges will be as per the electrical hook-up rates. !Order for compressed air according to the machine requirements must be submitted to Customer Services Department 14 working days in advance. ! 7.3 Water & Drains ! Hazardous and polluting substances such as chemicals, lubricants, acids and petroleum products may not be discarded through the standard drains. Waste water treatment plants are not designed to remove such waste and special disposal must be arranged. !
14 The Organiser is responsible for reporting to the Centre about the use of such materials in their event. The Centre will arrange special drains for the disposal of hazardous materials. Additional charges will apply. ! Quotations will be made on a case-by-case basis for drains for special chemicals, petroleum or other hazardous and polluting products. For food exhibition, grease trap must be installed at dishwashing sink within exhibition booth before draining to venue service holes. 7.4 Exhaust Smoke And Fumes ! Exhaust removal for smoke and noxious fumes is available. The exhaust may be vented from the Exhibitors exhaust hood through a 10 centimetres (4 inches) diameter hose, which will run through the utility hatch in the booth to Level B-1 into the BITEC air filtration and exhaust system.
Charges will be assessed, as a quotation, based on the user’s requirements. !
7.5 Telecommunications ADSL ! Ethernet wired internet service ADSL is available on an exclusive basis. Each customer is able to order wired internet service by submitting an internet access order form. ! Orders received less than 14 working days prior to move in date will be subjected to availability of manpower and resources. Installation and supply cannot be guaranteed by the Centre. ! Free Wi-Fi ! Free Wi-Fi in the Centre is be shared by all visitors, delegates, event attendees and general public in the building during the event. This service is not just for event delegates and is not designed to provide a guaranteed number of concurrent users for a particular event in a particular location.
! Download speeds will vary depending on the number of users on the service at any one time. Wireless signal strength can also vary depending on geographical location & other items interfering with the signal. Customers who require a secure network to download continuous information over a longer period of time are advised to order a dedicated fixed-line service which is available at our Business Centres, located on Ground Floor. !
Premium Wi-Fi ! For faster and more personalised service, BITEC offers a Premium Wi-Fi service, which can be tailored to event-specific requirements. The Premium Wi-Fi service is separated from BITEC Free Wi-Fi, in
15 order to offer control over who has access to this service. ! Benefits of BITEC Premium Wi-Fi: • Specify the required level and area of coverage ! • Specify the required bandwidth ! • Limit the number of concurrent users ! • Custom Wi-Fi name to support your event ! • Custom authentication user interface with your event branding and logo The price for the premium package depend the individual specifications.
Please contact BITEC Marketing Department for details and booking in advance.
8. Freight And Delivery Of Materials (a) The Centre will not accept any freight deliveries/shipments or C.O.D. deliveries on behalf of the Organiser or Exhibitors before the move-in period. Any goods arriving prior to or during the move-in period must be handled by the Organiser’s official Freight Forwarder. ! (b) Freight and equipment shall not be stored or unloaded on the premises prior to the beginning of the move-in period without written approval from Centre Management. Early unloading of freight and equipment, if approved, may be subjected to storage charges. Rates can be obtained from Customer Services Department.
(c) It may be necessary for container trucks and lorries to arrive the evening before the move-in period begins. These freight vehicles will be allowed to park in the special truck parking lot as assigned by BITEC Traffic team, provided this parking area is not in use by another event for parking purposes. In that case, the early arrival of freight vehicles would be moved to a later time. !Assignment of each parking area for different types of vehicle (trucks, visitor cars, etc.) will be approved by BITEC Traffic Team. Charges will apply for exceeding the time allowed by the Centre. ! (d) All equipment, freight, supplies, materials for Organisers, Exhibitors, Contractors, Sub- contractors, etc.
must be brought into and removed from the Centre through designated loading areas. No use of the hall entrances and Public Areas of the Centre will be allowed for move-in, move-out or replenishment of stock and supplies. This includes car park lobbies, entrances, drop off, etc. Escalators and handicapped elevators should not be used to haul freight. Suitable gantry elevator is available upon request to Customer Services Department. !
16 9. Bonded Warehouse Facilities To facilitate and expedite import procedure and allow the goods imported for the purpose of international conferences and exhibitions to be exempted from duty payment, BITEC has been authorised by the Customs Department of Thailand to offer bond service to freight forwarders with the following conditions: 1) Goods must be imported temporarily for events at BITEC only ! 2) Goods must not be removed from BITEC bonded area without permission from the !Customs Department. Otherwise, customs penalty and import duty/tax will apply to !the Exhibitors/consignees account.
3) Any goods sold will be subject to additional documentation charge for changing of !status of goods and import duty must be paid before it can be released from BITEC !bond area. ! 4) BITEC reserves the right not to accept any consignment if value of goods has been !under-declared. BITEC-appointed Bonded Facilities Manager, will perform clearance under BITEC Bond and charge the bond fee & import charges to the registered freight forwarder. The Centre reserves the right to amend General Operating Policies & Procedures (GOPP) without prior notice.
17 HEALTH, SAFETY AND SECURITY It is the responsibility of all professional Facility Managers and Event Organisers to ensure that all attendees at any function are provided a safe, healthy and harmonious environment.
The Centre Management team will actively support this commitment. The Organiser’s responsibility is to make sure all event-related Contractors and personnel follow these Health & Safety Policies and Procedures. Any unsafe condition or activity must be immediately reported to Centre Management and supervisory personnel of the responsible party for immediate corrective action. 1. Hazardous Work Areas Hazardous work areas are defined as any area on the premises where exhibits, equipment and freight are being handled, such as loading dock areas, event halls, convention halls, service corridors, staging areas, truck marshalling areas, truck parking areas, etc.
Within these areas throughout the premises, the following will be enforced: (a) Absolutely no consumption of alcoholic beverages. ! (b) Maintain a responsible working attitude at all times. ! (c) Possession or use of an illegal or controlled substance of any kind is strictly prohibited. Offenders will be turned over to law enforcement officers. !
(d) Vehicles outside the Centre approaching and traveling through the truck staging and loading dock areas must travel at less than 5 km/ hr. speeding and reckless use of vehicles & equipment will not be tolerated. !No petrol, kerosene, diesel fuel or other flammable liquids may be stored permanently or temporarily inside the Centre. If any re-fuelling is necessary it must take place in the outdoor work area. ! (e) Clear access to fire exit doors and corridors shall be maintained throughout move-in and move-out periods. !
(f) Utility panels, electrical switchgear, electrical rooms, AHU rooms, fire hose cabinets, fire alarm pull stations, fire extinguishers and other safety devices or facilities must remain visible and accessible at all times.
! (g) Oil spills, loose or missing utility hatches, exposed live electrical cables, or any other visible safety hazard shall be immediately reported to Centre Management for corrective measures to be taken. !
18 2. Non-smoking Policy ! BITEC is designated as a non-smoking facility. We request that visitors restrict their smoking to designated areas. This includes the consumption of tobacco products and e- cigarettes. ! 3. Vehicles And Motorised Equipment ! Electrically operated vehicles and work equipment like forklifts, carts, special lifts, etc., will be allowed to operate within the Centre. Use of electrically powered vehicles is encouraged. (a) For safety reasons the operational speed of vehicles and equipment in use inside and outside the Centre approaching and operating in the work areas must be strictly controlled by the Organiser and all affiliated Contractors.
(b) Motorised vehicles and work equipment will not be allowed to operate in carpeted areas. ! (c) Vehicles and work equipment shall not be operated in the event hall during show hours. ! (d) Centre vehicles and work equipment shall be operated by Centre staff only. ! (e) All forklifts and other heavy loading devices operating inside or outside the Centre must be operated by trained personnel. Poorly trained, untrained or careless operators must be relieved of duty immediately. ! (f) Operators of motorised vehicles and work equipment shall not leave power operated equipment unattended when in the operating mode.
(g) Before entering the exhibition halls, a filter must be attached to the exhaust pipe of all diesel equipment. ! (h) Vehicles and work equipment will not be allowed to operate in carpeted areas (second level). In rare circumstances written permission may be given by Centre Management for the operation of electric vehicles if proper protective material approved by the Centre is used to cover and protect the carpet. ! (i) All motorised equipment must be in good working order (well maintained) before being used in the event hall. !
4. Catwalk/ Roof Access (a) All persons desiring catwalk or roof access must first obtain authorisation and a special access
19 pass from the Security Control Rooms located at the back of Event Hall 98, and Event Hall 103. The pass is issued and has to be returned on a daily basis. They must register themselves and exchange a valid ID with photos for the pass. ! (b) Persons accessing the roof without a pass will be considered a trespasser and will be denied future access. ! (c) All persons accessing the roof/catwalk areas will be given a list of rules to follow while on the roof/catwalk. This includes the use of a safety harness or safety belt ! (d) Access to roof and catwalk must be through designated locations only.
! (e) Movement & work on the roof and catwalk must be restricted to be only in/above the Service Space only. Non-compliance will result in the immediate removal of such persons and they will be denied future access. !
(f) Any items, such as wiring, confetti, balloon left on the roof and catwalk must be removed immediately after the show period. The Centre reserves the right to impose cleaning charges if any items are left behind. ! (g) All roof and catwalk areas are non-smoking areas. ! (h) It is strictly prohibited to bring up or consume food and beverages while working on the catwalk. ! (i) It is the responsibility of the organisers/ contractors to clean and clear the catwalk/ roof area and handover the areas to the venue in original conditions. Failure to do so will result in cleaning/ clearing charge by the Centre.
5. Rigging All rigging must receive prior written approval from the Centre and be installed under supervision of the Technical Services / Engineering Services Manager. The Centre provides ceiling hang points for various load capacities. However, the Centre’s event hall roof structure is suspended and has a lightweight roof truss design. Under these circumstances the Centre reserves the right to call in outside consultants for verification of load safety. These are chargeable costs. (a) It is required to submit detailed rigging plans, including weight to be hung, location and number of hanging points, method of attachment, equipment to be used for attachment, safety measures employed, and the time required to complete the rigging.
(b) All plans must be submitted to the Customer Services Department 14 working days in advance of
20 the event. ! (c) Failure to submit in advance or obtain written approval from the Centre shall preclude such rigging from being installed. This is a public safety issue. ! 6. Air Pollution/Indoor Air Quality ! Exhaust removal for smoke and noxious fumes is available. The exhaust may be vented from the Exhibitors exhaust hood through a 10 centimetres (4 inches) diameter hose which will run through the utility hatch in the booth to Level B1 into the BITEC air filtration and exhaust system.
Up to 40 metres of hose may be required depending on the booth location. Charges will be assessed, as a quotation, based on the users’ requirements. !
7. Exhibits Or Events Requiring Additional Safety Precautions 7.1 Animal ! Live animals, reptiles, fish or birds are not permitted in the Centre with the exception of the following: (a) Service animals accompanying as aid to the less abled or handicapped persons within the Centre; ! (b) Animals required for the use as an approved exhibit, display, activity or performance ! (c) Trained dogs used by authorities for security purposes ! In the latter two cases, the Organiser must obtain prior written approval from the Centre for use of animals as part of the scheduled function. In all cases, it is necessary for animal owners to show to the satisfaction of the Centre that proper precautions will be taken for their care, control and restraint.
! 7.2 Biomedical Specimens !
Demonstration or use of biomedical specimens must be approved by the Centre 7 days before the move-in period. All cleaning and disposal of biomedical material and equipment must be provided by Licensee and complied with local legislation. ! 7.3 Pyrotechnics And Special Effects ! The use of pyrotechnics or any other type of sound and light special effects must be individually reviewed by the Centre Safety Officer, and submitted for approval 14 working days prior to their move in. !
21 The proof of local authorized agency license and liability for third party insurance and all risks will be required for approval.
! All pyrotechnics must be operated by electrical trigger/activation and LPG pyrotechnic is not allowed in the Centre. Licensee shall arrange the rehearsal of Pyrotechnics and Special Effects for Centre approval prior to the show day. ! 7.4 Balloon !Any lighter than air balloon such as 1) Decoration balloon (Party balloon) 2) Advertising balloon and 3) Hot Air balloon (with or without rider) must comply with the following rules; (a) The use of balloon must be approved by the Centre Safety officer ! (b) Helium balloons are permitted in exhibition area as long as they are properly anchored. ! (c) No helium balloon or blimps may be flown around the exhibit hall or Common Areas ! (d) Overnight storage of helium or compressed air cylinders in the building is strictly prohibited !
(e) Balloons shall not be released outdoors in order not to disrupt public aviation ! Lighter than air balloons are not to be distributed, sold or allowed to be brought in through the entrances to the Centre. Lighter than air balloons as part of displays or decorations may be approved by the Centre on a case-by-case basis provided. The Organiser is willing to absorb the cost of ceiling clean-up. ! The Centre reserves the right not to allow balloons brought by visitors into indoor areas. ! 7.5 Multi-level And/ Or Covered Exhibition Booths !
Multi-level booths must be approved by a certified Structure Engineer.
Necessary fire-prevention equipment such as sprinkler and fire detector must be installed. ! 7.6 Display With Combustible Materials (a) Vehicles on display shall have a maximum fuel of 1/8 of the fuel tank’s capacity. A locking gas cap must be installed or the tank must be adequately sealed by tape or by other appropriate means. All battery cables must be disconnected and taped to avoid potential sparks. ! (b) Crates, packing materials, wooden boxes, cardboard boxes and other highly combustible
22 materials shall not be stored in exhibition halls, meeting rooms, fire exit areas and Common Areas. ! (c) No LPG cylinders, neither empty nor full, may be stored in the Centre. ! 7.7 Lasers, X-rays and Radioactive Substances ! The use of lasers, x-ray equipment and radioactive substances must be approved for use in public places by relevant Government authorities and Centre Management. Lasers, x-ray equipment and radioactive substances will required special protective equipment. ! 7.8 Pressurised Gas Cylinders !Only inert gases i.e. Helium, Argon, Nitrogen, Carbon Dioxide are allowed to be stored in the Centre.
Other gases must be submitted for approval. !The Organiser will be responsible for informing Exhibitors and ensuring that all pressurised cylinders for use during events or for the repair of equipment, must be firmly secured and stored in an upright position in an appropriate storage cart designed for this purpose. Pressurised cylinders improperly secured will be immediately removed from the Centre. !
7.9 Remote Controlled Aerial Camera Or Objects (Drone) !The use of remote controlled aerial camera/ object must comply with local legislation and requires drone controller license and public liability insurance. The use of drones including the time scheduling and location must be approved by the Centre 7 working days prior to move in. Any damages or injury caused by the activities will be under the responsibility of the organiser. ! 8. Sound Levels BITEC Customer Services Department reserves the right to regulate the volume of any sound and vibration, whether it is music, voice, special or artificial effects if it interferes with other lessees within the facilities.
The sound level should not exceed 70 decibels in Common Areas and 100 decibels in Service Space.
9. Copyrights Organiser will ensure that their Exhibitors legally own the copyrights of their exhibits. Settlement of any dispute between Exhibitors in this matter, including police or customs intervention will be the responsibility of the Organiser. 10. Closed Circuit Television (CCTV) Camera Requests to view images from the Centre’s CCTV are subject to approval on a case-by- case basis.
23 Exclusively black and white still images printed on normal paper will be provided if approved by the Centre. 11. Floor And Wall Protection 11.1 Floor Protection Contractors must provide suitable coverings to protect the Centre floors and walls from construction damage.
Only the use of a residue-resistant tape is allowed when securing carpets and for other uses on the Centre’s concrete floors. Acceptable adhesives are poly-coated cloth tape or gaffer tape. Vinyl or foam tape are not permitted for used in the Centre.
The Organiser will be responsible for the removal of all adhesive tapes and tape residue marks. If removal of tape or cleaning of tape residue becomes the task of the Centre, the Organiser will be billed for these cleaning costs. Stick-on decals, badges, signs or similar stick-on promotional material shall not be used in the Centre, both indoor and outdoor. No adhesives are to be used on permanent carpeted floors, stone floors and walls, metal and painted surfaces. Drilling and anchoring onto the Centre stage or any other furniture/equipment is strictly prohibited. No carpet or flooring may be placed on the existing carpeted areas without prior approval from the Customer Services Manager.
11.2 Operable Walls These mechanical equipment systems located in the Event Halls, Convention Halls and Meeting Rooms are to be operated by Centre staff only. Once operable wall systems are set for the Organiser, any changes on the positioning is a chargeable cost. The operable partition wall shall not have anything attached to, leaned against, hung from booths and exhibits. Booths, exhibits, furniture and decoration must be set no closer to the operable wall than 60 centimetres (24 inches). This is to accommodate the operable wall leg support system. 11.3 Hooks And Rails Permanent hooks and rails are installed in various places around the Centre to facilitate hanging of signs, banners, lights, etc.
Protective covering shall be used to prevent damages.
24 11.4 Temporary Structure Erection of temporary structures i.e. tent (indoor/ outdoor) must be submitted for approval by the Centre’s Structure Engineer 14 working days prior to move in. 12. Fire And Safety Regulations All fire-safety codes must be strictly observed at all times. The Centre has the right to impose stricter fire-safety rules in the interest of public safety. (a) All drapes, curtains, table coverings and skirting, acoustical material, signs, banners, fabrics, cotton, paper, hay, straw, moss, split bamboo, plastic cloth, and similar materials must be flame retardant. ! (b) Fire hose cabinets, fire extinguishers, sprinklers, emergency exits and corridors, and any other fire safety device or facility must not be hidden, obstructed or otherwise disturbed.
! (c) No LPG cylinders, neither empty nor full, may be stored in the Centre. ! (d) The use of pyrotechnics, welding equipment, open flames or smoke emitting material as part of an exhibit, and unusual displays incorporating large amounts of combustible material (i.e. house structures) must be individually reviewed by the Centre’s Customer Services Department. Approval of such exhibits within the Centre having public safety as first priority will be required 14 working days prior to the move-in. ! The Centre reserves the right to remove all items breaching fire and safety regulations and will forward all costs incurred to the parties concerned.
The Centre will not be responsible for any damage incurred during the removal of such items.
13. Crowd Management Organisers are responsible to ensure that an appropriate plan for crowd management submitted for approval by the Centre Management 1 month in advance prior to Service Period. The crowd management plan is required to cover crowd expected and behaviour, capacity planning & seating plan, transportation & peak traffic times, risk assessment and preparedness planning, and incidence response. It also entails planning of equipment, ushering and security personnel. If the event is associated with alcohol issues, proper policies on consumption must be considered.
Organiser must cooperate in giving number of visitors (targeted or non-targeted) that the Centre can provide services and traffic.
25 14. Emergency Plan It is the responsibility of the Centre to ensure there is a comprehensive set of emergency procedures to deal with any foreseeable emergency. BITEC has been awarded TIS22300 (MICE Security Management System) and develops a standard operating procedure of emergency response including evacuation routes in case of fire, security threats and natural disasters. Fire drill and evacuation planning is regularly practiced at least once a year. In compliance with Building Control Act 2535 and its related regulations, BITEC venue is fully equipped with a fire protection system and its firefighting equipment is regularly inspected by trained staff.
BITEC Emergency Response Flowchart is shown below: !!
The Centre reserves the right to amend General Operating Policies & Procedures (GOPP) without prior notice.
26 E. CONTACT US Address: Kantinan Exhibit Co., Ltd. Tel: +66 2983 8846 4/916 PopPula 6 Rd., Fax: +66 2983 8895 Bangpood, Pakket Web: www.kantinan-exhibit.com Nonthaburi, Thailand Email: email@example.com Contact Person: Khun Mai Tel. +668 3311 2041 Khun Meaw Tel. +668 5066 2931 Additional Order payment Additional order must be submitted with full payment by bank transfer payment to our official account as follows: BANK NAME: KRUNGTHAI BANK BRANCH: CentralWorld Department Store ACCOUNT NAME: Kantinan Exhibit Co., Ltd.
ACCOUNT NUMBER: 691-0-11353-5 SWIFT CODE: KRTHTHBK BANK ADDRESS: 4, 4/1-2,4 CentarlWorld, Rajdamri Rd., Phathumwan, Bangkok 10330, Thailand After bank transfer payment, please sent us your pay in slip or any document to confirm your order.
27 F. ORDER FORMS Form A : Contractor Information (For Raw Space Only) Form B : Fascia Name Board (For Standard Booth Exhibitor Only) Form C : Furniture Standard Fitting Rental Form D : Electrical Fitting & Supplies Service Form E : Contractor Agreement
28 FORM A-01 UNOFFICIAL STAND CONTRACTOR (For Raw Space Only) For exhibitors who wish to use their own contractors (not the official contractor) must fill out this form Name of Contractor _ _ Address _ _ _ _ Telephone _ _ Fax _ _ Mobile _ _ Email _ _ Type of work ☐ Construction/Decoration ☐ Electricity ☐ Other (please specify) _ _ Name of Job Coordinator _ _ Cell phone _ _ Name of Job Controller _ Cell phone _ _ Terms and Conditions 1.
Exhibitors and their selected contractor are requested to submit their stand’s design and layout in 3 dimensional sketch, showing the width, the height and equipment inside for approval before August 16, 2019.
2. By submitting this form, exhibitors and their selected stand contractor agree to abide by the rules and regulations stipulated in manual. 3. Before permission is granted for a contractor to work at the BITEC area and the necessary passes issued, the contractor is required to sign a written undertaking to guarantee conditions and observance in form E. Only when this contractor agreement is received and the Undertaking signed, will the contractor be allowed to bring their materials into the hall or commence work. The contractor will also have to bear any charges levied by the venue owner for damages caused to their property, flooring, or for debris not cleared away.
4. Exhibitors and their selected contractor are requested to submit their stand’s design and layout in 3 dimensional sketch, showing the width, the height and equipment inside for approval before August 16, 2019.
5. By submitting this form, exhibitor and their selected stand contractor agree to abide by the rules and regulations stipulated in manual. 6. Without a written approval there is no admittance to the hall. Signature _ _ _ ) ( D/M/Y) Return This Form to Kantinan Exhibit Co., Ltd. Tel: +66 2983 8846 4/916 PopPula 6 Rd., Bangpood, Pakket Fax: +66 2983 8895 Nonthaburi, Thailand Email: firstname.lastname@example.org Company’s Logo Stamp THIS FORM SHOULD BE SENT BY August 16, 2019
29 FORM A-02 SUBMIT DESIGN FOR APPROVAL For exhibitors who wish to use their own contractors (not the official contractor) must fill out this form and send this form back together with the design.
Please fill in the form completely. Exhibitor Company Name _ Booth No _ _ Contractor Company Name _ _ Address _ _ Contact Person Name _ Position _ _ Telephone _ _ Fax _ _ Mobile _ _ Email _ _ Booth’s Dimension _ _ meter. (W*L*H) Attach should submit with 1. ☐ Perspective NO. of Pages _ _ 2. ☐ Floor Plan NO. of Pages _ _ 3. ☐ Elevation NO. of Pages _ _ 4. ☐ Section NO. of Pages _ _ 5. ☐ Other Remarks: NO. of Pages _ _ Remarks: 1. Neither exhibitors nor contractors will not allow to construct their booths, in case of unapproved design from organizer.
2. The organizer will not approve design and forms that have not been sent completely. 3. The Height limitation of stand construction and decoration are 4.0 meter. Signature _ _ _ ) Date _ _ Company’s Logo Stamp Return This Form to: Kantinan Exhibit Co., Ltd. Tel: +66 2983 8846 4/916 PopPula 6 Rd., Bangpood, Pakket Fax: +66 2983 8895 Nonthaburi, Thailand Email: email@example.com THIS FORM SHOULD BE SENT BY August 16, 2019
30 FORM B FASCIA NAME BOARD (for Standard Booth Only) To facilitate you and save both your time and money, we offer you a choice of stand constructions.
Simple fill out the reply form and return to us. Name of coordinator person _ Position _ _ Company’s name _ Booth No _ _ Address _ _ _ _ Mobile _ Telephone _ Fax _ _ E-mail _ _ Exhibitor’s Tax ID no ☐ Head Office ☐ Branch _ _ All shell scheme exhibitors should indicate the company name (maximum 30 letters) that will appear on the fascia, provided at no extra charge. The name will be cut on vinyl sticker in English capital letters. PLEASE USE BLOCK CAPITALS: Remarks: - If your fascia name is not received by the deadline, the company name in your contract will be used. - For those who book for “Space only”, please put “not applicable” on this form.
Shell Scheme Design Includes: • Wall 2.5 m. height with basic Carpet • Fascia Name Board • 1 Table & 2 Chairs • 1 Power Socket & 2 Spotlight • 1 Recycle Bin Signature _ _ _ ) ( D/M/Y) Return This Form to: Kantinan Exhibit Co., Ltd. Tel: +66 2983 8846 4/916 PopPula 6 Rd., Bangpood, Pakket Fax: +66 2983 8895 Nonthaburi, Thailand Email: firstname.lastname@example.org Company’s Logo Stamp THIS FORM SHOULD BE SENT BY August 16, 2019
31 FORM C STANDARD FURNITURE ORDER Exhibitors who may have some additional requirement at their own cost must confirm this form. Name of coordinator person _ Position _ _ Company’s name _ Booth No _ _ Address _ _ Mobile _ Telephone _ Fax _ _ E-mail _ _ Exhibitor’s Tax ID no ☐ Head Office ☐ Branch _ _ REMARKS: 1. After dismantling, all materials and equipment will belong to Kantinan Exhibit Co., Ltd.! 2. Late orders may not be provides. 3. Cancellation after August 16, 2019 will be 50% charged. There will be no refund for cancellation during set up and show days. 4. Please inspect the quality of stand/decorative equipment/furniture and electrical equipment before using.
If there are any defect or missing parts, kindly inform for collecting/changing. Otherwise, it is the exhibitors' own responsibility in case of any damage either their exhibits/products or stand/decorative equipment.
Signature _ _ _ ) ( D/M/Y) NO. FURNITURE Size Standard On Site QTY Total F 01 Low Showcase (White) 0.50*1.00*1.00 M 2,500 THB 3,000 THB F 02 Low Showcase 2 Levels (White) 0.50*1.00*1.00 M 3,700 THB 4,000 THB F 03 2 Levels Display (White) 0.50*1.00*1.00 M 2,000 THB 2,300 THB F 04 Lockable Cabinet (White) 0.50*1.00*1.00 M 2,000 THB 2,300 THB F 05 Sale Tray (White) 0.50*1.00*1.00 M 1,500 THB 1,800 THB F 06 Display Box (White) 0.50*1.00*1.00 M 1,500 THB 1,800 THB F 07 Lockable Cabinet (White) 0.50*1.00*0.80 M 1,800 THB 2,100 THB F08 Step Display (White) 1.00*1.00*1.00 M 2,800 THB 3,100 THB F 09 Reception Desk (White) 0.50*1.00*0.80 M 1,200 THB 1,500 THB F 10 Big High Showcase 2 levels (White) 0.50*1.00*2.50 M 5,500 THB 6,500 THB F 11 High Showcase 2 Levels (White) 0.50*0.50*2.50 M 4,500 THB 5,500 THB F 12 Big High Showcase (White) 0.50*1.00*2.50 M 5,500 THB 6,000 THB F 13 High Showcase (White) 1 Level 0.50*0.50*2.50 M 4,000 THB 5,000 THB F 14 Display Box (White) 0.50*5.00*1.00 M 1,200THB 1,500 THB F 16 Shelf (1 Pc) (White) 0.80 M 800 THB 1,200 THB F 17 Slope Shelf (White) 0.30 * 1.00 M 950 THB 1,300 THB VAT (7%) will be added to all mentioned prices.
Grand Total: Return This Form to: Kantinan Exhibit Co., Ltd. Tel: +66 2983 8846 4/916 PopPula 6 Rd., Bangpood, Pakket Fax: +66 2983 8895 Nonthaburi, Thailand Email: email@example.com THIS FORM SHOULD BE SENT BY August 16, 2019 Company’s Logo Stamp