EXHIBITOR MANUAL 2018 CONTENT:

Transcription

1 EXHIBITOR MANUAL 2018 CONTENT: Welcome 2 CB Poland general information 3 Organizer details and contact 4 Official service providers 5 Official freight forwarders and storage Official booth design & construction Venue techical contact Guidelines for exhibitors 6-7 Possession / Vacation of stands Registration desk Exhibitor badges Parking Booth equipment Goods storage and delivery Liability and insurance Security Booth cleaning Exhibition management office Visitors Hotels Settlement of dues Prices Final provisions Operational schedule at a glance 8 Guidelines for building up stands 9-11 Shell scheme booths Space only booths Prohibited material Lighting and power supply Damages Entry / Exit from the exhibition hall during the construction time List of related documents List of forms 12

2 WELCOME Dear Exhibitors, Thank you for your participation at CosmeticBusiness Poland in Warsaw. This manual has been prepared to simplify your preparations. Please read the content carefully and pay attention to all the deadlines mentioned. Please return all order forms duly filled-in before the specified dates to ensure compliance. Forms listed on page 12 will be available for download from our website ( We wish you a successful event! Thank you, Your CosmeticBusiness Poland Team 02

3 GENERAL INFORMATION Contact: Leipziger Messe GmbH Messe-Allee 1, Leipzig, Germany Exhibition name: CosmeticBusiness Poland Exhibition of the cosmetics supplying industry In conjunction with: HPCI CEE Home and Personal Care Central and Eastern Europe Exhibition and Conference* Exhibition website: Venue: Warsaw International Expocentre Expo XXI, Hall No. 4 ul. Prądzyńskiego 12/ Warsaw, POLAND Tel.: Fax: GPS location: GPS: , Exhibition dates and opening hours: 26 th September Wednesday, 10:00-17:00 27 th September Thursday, 10:00-16:30 Set-up day - building-up of exhibition stands: 24 th September Monday, 08:30-21:00 25 th September Tuesday, 08:30-21:00 (see page 08 for details) Discharge day - disassembling of exhibition stands: 27 th September Thursday, 16:30-24:00 (see page 08 for details) (*) HPCI CEE is organized by SOFW - Verlag für chemische Industrie H. Ziolkowsky GmbH, 03

4 ORGANIZER DETAILS AND CONTACT Organizer: Leipziger Messe GmbH Messe-Allee 1, Leipzig, Germany Phone: Fax: VAT: DE (Germany) Contact persons: Ms. Ivonne Simons, Project Director Phone: Fax: Languages: German, English Ms. Klaudia Kutzner, Project Manager Phone: Fax: Languages: German, English Ms. Alexandra Ćwikła, Project Assistant Phone: Fax: Languages: German, English, Polish Ms. Małgorzata Chomiuk Phone: Languages: Polish, German 04

5 OFFICIAL SERVICE PROVIDERS The organizers have arrangements for the following services to facilitate a smooth participation of exhibiting companies. Please contact them directly for the relevant assistance. Official freight forwarders and storage: Please contact directly for any freight / storage issues, shipping manual and orders. Detailed shipping manual is available as separate document. ExpoSped Sp. z o.o. ul. Prądzyńskiego 12/14, Warszawa Project Manager: Mr. Piotr Kopański piotr.kopanski@exposped.com.pl Phone: , 172, Mobile Fax: Official booth design & construction: Please contact directly for additional equipment orders, poster printing and any other issues, regarding booths. Additional equipment pricelist / order form is available as separate document (Form 6). EXPO STYL Warszawskie Centrum EXPO XXI, ul. Prądzyńskiego 12/14, pok. H2/2/40, Warszawa Booth designs and additional equipment, wall posters: Mr. Michał Kossut michal.kossut@expostyl.com Phone / Fax: , Mobile Project Manager: Mr. Mikolaj Sokolowski mikolaj.sokolowski@expostyl.com Phone/Fax: , mobile Venue technical contact: Please contact directly for electricity, additional cleaning orders or any other technical issues. Technical Manager: Mr. Dariusz Rynkun dariusz.rynkun@expoxxi.pl Phone: , Mobile: , Fax: Full list of other service providers authorized by EXPO XXI is available as separate document. 05

6 GUIDELINES FOR EXHIBITORS (1) 1. Possession / vacation of stands Possession of shell scheme stands and bare space areas will be given to the exhibitors after full payment of all dues. Assignment of bare space is scheduled at 08:30 on 24 th September Handover of readymade booths (shell scheme) is scheduled at 14:00 on 25 th September The display of booths must be completed by 09:30 on 26 th September The organizers shall not be responsible for any loss of exhibits. 2. Registration desk Registration desk will be located at the main entrance to Hall Exhibitor badges Exhibitor badges would be available to pick up at the registration desk on 25 th September 2018 from 14:00 to 19:00 and on exhibition days from 09:00. Exhibitor badges will be prepared basing on form 5 of this manual. All exhibitor / co-exhibitor should wear exhibitor not visitor badges. Please kindly ask your staff not to register online as visitor. 4. Parking Guarded parking is available at the venue. The price is 8 PLN/first hour and then 6 PLN/h including VAT (max. 60 PLN daily). Exhibitors are entitled to buy a 3-days parking ticket for 85 PLN including VAT (valid for 2 Exhibition days and setup day) directly at the parking guard office. 5. Booth equipment All the equipment / material should be carted in and out on trolleys to avoid any damage to the flooring. The equipment should be directly transported to the exhibition hall. No painting or carpentry work is allowed inside the exhibition hall. All materials should be prefabricated at the exhibitors premises and only minimal work should be carried out inside the hall and should be under strict supervision. 6. Goods storage and delivery Please use official freight forwarder listed on page 5 of this manual. 7. Liability and insurance The organizers shall not be responsible for any loss or damage to any exhibit or for injury to exhibitor personnel at any time. Exhibitors are advised to insure their exhibits against theft, loss or damage and to cover themselves against third party liability for visitors to their stands. Exhibitor shall be obliged to hold valid and paid civil liability insurance. 06

7 GUIDELINES FOR EXHIBITORS (2) 8. Security Badges must be worn at all times by the exhibitors and co-exhibitors managing the stands and their temporary staff to gain entry to the exhibition halls. During show days, exhibitors are allowed to enter half an hour prior to the opening of the show each day and will be allowed to stay half an hour after the close of the show. A professional guard will be present during the exhibition opening hours. A first aid box will be available at the venue for emergencies. It is, however, recommended that exhibitors keep a small stock of emergency supplies such as painkillers, band aids, iodine, cotton wool etc. 9. Booth cleaning The organizers will make arrangements for cleaning the walkways and general exhibition hall. All shell scheme stands will be cleaned before handed over to the exhibitors. Extra cleaning can be ordered with form 7 of this manual. 10. Exhibition management office The CosmeticBusiness Poland organizer office will be located inside the hall, next to the CosmeticBusiness Conference area. Information will be located also at the registration desk. A group of hostesses will support visitors inside the hall. 11. Visitors The fair will be open to trade visitors only. Admission to the exhibition and CosmeticBusiness Poland conference programme conference is free. Visitors must register for the trade fair (online or onsite) and wear the visitor badge visibly during the trade fair. Online registration link is available on HPCI / CB Poland websites. 12. Hotels A special HRS script which helps to find the Hotel nearby the Venue is available under: Settlement of dues Exhibition will officially close on 27 th September 2018 at 16:30. It is mandatory that clearance of all dues in respect of rentals and all other services is effected to the venue and other services providers by 28 th September 2018, 12: Prices All prices given in this manual and all forms and appendixes if not stated else are given without VAT (value added tax). 15. Final provisions This manual was prepared according to the organizer best knowledge and belief. As exhibition grows and develops policies and procedures contained in this manual might be subject to change. In such case all exhibitors would be informed immediately. 07

8 OPERATIONAL SCHEDULE AT A GLANCE Monday, 24 08:30 Posession of bare space to exhibitors (space only booths) 08:30-21:00 Booths build up Tuesday, 25 08:30-14:00 Booths build up 14:00 Possession of shell scheme booths to exhibitors End of booth contruction (space only) 14:00-19:00 Exhibitor badges pickup 14:00-21:00 Preparing of booths display by exhibitors Wednesday, 26 08:30-09:30 Preparing of booths display by exhibitors 09:30 All booths ready for exhibition 09:00 - Exhibitor badges pickup 09:30 - Visitor badges pickup 10:00-17:00 Exhibition 17:00-18:00 Cocktail for exhibitors Thursday, 27 08:30-09:30 Preparing of booths display by exhibitors 09:30 All booths ready for exhibition 09:00 - Exhibitor badges pickup 09:30 - Visitor badges pickup 10:00-16:30 Exhibition 16:30-24:00 Booths dismantling 24:00 Hall closed Please note: a) The various dates and times listed above will be strictly enforced. Exhibitors are kindly advised to adhere to the above-mentioned times and dates. In case of any changes exhibitors will be informed immediately. b) Exhibitors are kindly requested to be present at theit booths during exhibition hours. Dismantling the booths before the exhibition ends is not allowed. c) Exhibitors are advised to commence packing their exhibits and belongings as soon as the exhibition ends on the last day. Arrangements with the freight forwarders will have to be made in advance. Dismantling of certain shell scheme stands will commence immediately upon exhibition closing. Exhibitors are advised to remove any items for display from the walls if they wish to keep them. 08

9 GUIDELINES FOR BUILDING UP OF STANDS (1) 1. Shell scheme booths Shell scheme booth package (services and equipment) differs by the booth size and is described in info page and price list available as separate document. Booth walls consist of laminated self-standing panels 2.48 meter height. s Exhibitors can bring their own posters and fix them to the walls on their own, although it is highly recommended to hire standbuilder to do so. Please note that all posters fixed to the walls by exhibitors on their own must be removed after the show ends, otherwise cleaning up walls will be charged. No woodwork is allowed inside the hall. Platforms, podiums or any other form of decorations must be pre-fabricated and brought inside the hall only for assembling and finishing. This is to be strictly followed. The sound broadcasted from your TV / audio system (if used) must be low volume and controlled. Please ensure that it does not disturb your neighbours. 2. Space only booths Exhibitors who wish to design and construct their own stand should send a detailed design to a.cwikla@leipziger-messe.de latest by Design must be in comply with EXPO XXI rules and regulations - available as separate document. Organizers will provide only the space. Other things like carpet, furniture will have to be arranged by the exhibitors. Services like power supply etc. will be charged extra (see form form 4&7 of this manual). Raw space will be made available to exhibitors by 08:30 on 24 th September 2018 for construction, which is to be completed in all respects by 14:00 on 25 th September 2018 allowing for final clearing. Area of stand must not exceed the allotted area. 09

10 GUIDELINES FOR BUILDING UP OF STANDS (2) The maximum height of the artificial floor should not exceed 15 cm and any other area raised artificially or for display purpose shall be such that it does not obstruct the adjoining stand. The maximum height of any stand should not exceed 4 meters. No projection will be allowed which may obstruct the neighboring stands. Height of side partitions will be restricted to 2.5 meters from the ground. If there is any difference in the level of partitions of any two adjacent stands, the exhibitor with a bigger height shall finish properly the portion extending above the neighboring stand. Single branding signage up to a maximum surface area of 1 sqm and a maximum of 4 meters height is allowed, provided they do not obstruct the view / orientation of any other stand. Height of panel against natural back wall along the periphery of the hall will be allowed up to 5 meters (subject to availability of height). All construction material must be fire proof. Ready made booth will be inspected by a fireman. Such stands must be pre-fabricated and only assembled and finished in the exhibition hall. Carpentry will not be permitted inside the halls. Spray painting of stand panels with oil based paints and inflammable materials inside the hall is strictly prohibited. All electrical fittings and wiring should be undertaken by licensed electrician. 3. Prohibited material The following are strictly prohibited in the exhibition hall: Naked lights and lamps or temporary gas or electrical fittings may not be used in the exhibition hall. Use of neon lights Explosive, petrol, dangerous gases or highly inflammable substances Radioactive materials Cloth banners Stage shows or presentations without prior permission in writing from the organizer & without a concept note on the proposed show. Suspending of display items from the hall ceiling or parts of it. Storage of any kind, behind the display walls. 4. Lighting and power supply Lighting & power plug points will be provided to the shell scheme stands as per the sizes booked. Electric current will be ordinarily supplied in volt, single phase. No charges will apply for general lighting and for spotlights provided in the shell scheme booths as per the entitlement. Additional power requirement will be charged. Please note that this will be provided in your stall only if applied for and paid in advance as per additional electricity order form (form 4 of this manual). For 3 phase connection, please specifically state electricity order form (form 4 of this manual). 10

11 GUIDELINES FOR BUILDING UP OF STANDS (3) Power charges are not included in the package for the bare space. Space only exhibitors should order the electricity order form 4 of this manual. Power fee is paid directly to the Venue. Caution: Electricity, whether from mains, batteries or generators, shall be supplied only through the official contractor. 5. Damages Once the exhibition is closed, the booth area must be restored to in its original condition. Exhibitors must reverse any damage caused to the floor, building or other exhibition structure or equipment by repairing the same or paying the charges for repairs or replacement, whichever is applicable. 6. Entry / exit from the exhibition hall during the construction time Entry during the construction period i.e. from 08:30 till 21:00 on 24 th September 2018 and from 08:30 till 14:00 on 25 th September 2018 will be permitted only to space only exhibitors staff. List of related documents: 1. CosmeticBusiness Poland general terms and conditions media/downloads/documents/ cbp_2018_general_terms_and_conditions_web_1.pdf 2. EXPO XXI rules and regulations media/aussteller/cbp18_expo_ Rules-Regulations.pdf 3. EXPO XXI recommended service providers 4. Shipping manual media/aussteller/cbp18_shipping_instructions.pdf All related documents can be found online at com/en/exhibitors/registration-and- Ordering/Exhibitor Manual/ Entry into exhibition area for representatives of the participants in HPCI CEE Exhibition and Conference / Cosmetic Business Poland 2018 will be allowed on the basis of exhibitor badges only and is possible from 14:00 on 25 th September 2018 (set up day 2) and from 08:30 on 26 September 2018 (exhibiton day 1). 11

12 LIST OF FORMS DEADLINE 22 June 2018 FORM 1a FORM 1b FORM 2 FORM 2a FORM 3 Registration Co-Exhibitor Obligatory Registration Additional represented companies Obligatory Company data for publishing Obligatory Company data for online exhibitor directory Obligatory Lecture slot order form Optional DEADLINE 4 September 2018 FORM 4 FORM 5 Electricity order form* Obligatory for space only exhibitors * charged directly by venue - EXPO XXI Exhibitor badges order form Obligatory FORM 6 Booth Design & Construction order form ** Optional * charged directly by standbuilder - Expo-Styl FORM 7 Additional booth cleaning order form * Optional * charged directly by venue - EXPO XXI Please return all the forms to: a.cwikla@leipziger-messe.de Advertisement Options: Advertisement in catalogue free 1 page for main exhibitor (extra pages charged on request) size of page 148(W) x 210(H), vertical, full colour (4+4), size of artwork required 154 x 216 (3 mm trim each side), text / logo min 10 mm from page edge. Media HQ Pdf (CMYK), Tiff, JPG (CMYK, min 300 dpi 1:1) Deadline 10 August 2018 Return to a.cwikla@leipziger-messe.de CosmeticBusiness Poland Banner and Logo Free download at Sponsoring Options: Please contact us. We can offer you different possibilities.

13 Leipziger Messe GmbH Messe-Allee 1, Leipzig, Germany Phone: VAT: DE (Germany)