September 14th 16th, 2017 Exhibition Grounds Prague - Holešovice. Organizational Guidelines.

Transcription

1 September 14th 16th, 2017 Exhibition Grounds Prague - Holešovice Organizational Guidelines

2 Dear exhibitors, In order to ensure smooth running of the event, let us please kindly ask you to note following important information: Event name: WATCHES AND JEWELS th International Specialized Exhibition of Clocks, Watches, and Gold and Silver Jewellery Event type: Venue: Information, contracting and sales exhibition Exhibition Grounds Prague Holešovice, Central Hall, Right Wing and Foyer of the Industrial Palace (see No. 4 on the map) Dates: September 14th 16th, 2017 Opening hours: For visitors: Sept. 15th, 2017 Sept. 16th, 2017 For exhibitors: Sept. 15th, 2017 Sept. 16th, 2017 noon 7 PM 10 AM 6 PM 10 AM 6 PM 8 AM 8 PM 9 AM 7 PM 9 AM 7 PM Exhibition guide: Free for all visitors Each exhibitor will receive 1 copy Admission: Entrance admission: CZK 100 (price includes VAT) Experts free (visitors who at the box office by the main entrance present a copy of their trade license or their business card along with their invitation or voucher will receive a special VIP band) Info centre/press centre: Registration centre: Entrance to the exhibition: Project Manager: Foyer of the Industrial Palace located on the left side behind the entrance gate to the Exhibition Grounds (below the EXPO Hotel) entrance to the D Pavilion (see No. 13 on the map) from the Goja Music Hall!!! (see No. 12 on the map) Foyer in front of the Central Hall of the Industrial Palace Hanka Lukešová T M E h.lukesova@incheba.cz Assistant to the Project Martina Krušinová Manager: T M E m.krusinova@incheba.cz Assembly of the stands: Approval of the stands: Production: Jan Kračmer T M E j.kracmer@incheba.cz Josef Pospíšil T M E j.pospisil@incheba.cz Veronika Hamáková T M E v.hamakova@incheba.cz

3 Exhibitors and assembly companies are obligated to strictly observe the Operational Safety Regulations in effect on the Exhibition Grounds in Prague Holešovice! 1. REGISTRATION OF EXHIBITORS Exhibitors and assembly companies must register at the Registration Centre upon arrival. The centre is located in the D Pavilion (see No. 13 on the map), on the left side behind the entrance gate to the Exhibition Grounds the entrance from the Goja Music Hall (see No. 12 on the map). The registration takes place on following days: Sept. 12th, 2017 Sept. 13th, AM 4 PM 8 AM 6 PM 8 AM 10 AM All exhibitors must be registered by, 10 AM at the latest. All invoices must be paid before the event! Only if all payments are done and received, you will be provided with the following when you register: assembly passes valid for assembly and disassembly times exhibitor s passes valid for the duration of the exhibition according to the stand size You will receive the following number of free exhibitor s passes: up to 20 sq.m 5 passes up to 50 sq.m 8 passes up to 30 sq.m 6 passes over 50 sq.m 10 passes Additional exhibitor s passes can be ordered or purchased in the Registration Centre against a cash payment at the cash counter; the price is EUR % VAT/1 pcs. exhibitor s pass. ordered parking cards allowing the holders to park in the upper part of the Exhibition Grounds for the entire duration of the exhibition; only a limited number of additional cards may be ordered on site; assembly and disassembly parking cards No person will be allowed to enter the exhibition area without an exhibitor s or assembly pass. 2. PAYMENTS OF INVOICES, ADDITIONAL ORDERS In case you paid some of the invoices less than 14 days before the start of the assembly, please bring with you copies of documents (account statement, not the payment order) proving the payment. If a different company than yours is assembling your stand, this company must also show copies of these documents when they register. If the payment was not credited to our account, and the exhibitor is unable to provide the documents specified above, he will not be allowed to assemble his stand. All services that had been ordered and invoiced in advance must be paid by the due date before the start of the assembly. Additional orders made at the Exhibition Grounds must be paid in cash at the cash counter in the Registration Centre between Sept. 12th. Cash counter hours: Sept. 12th, AM 4 PM Sept. 13th, AM 6 PM 8 AM noon FREE TICKETS/HONORARY INVITATIONS By August 25th, 2017 at the latest, all exhibitors will have received a link to the free ticket registration form along with an invitation code, which they can forward to their partners as an invitation to the event. By filling in the special invitation code into a simple free

4 ticket registration form, your partners and customers will receive an electronic voucher entitling them to attend the exhibition FOR FREE. The voucher will be sent to the address they entered into the registration form. After printing this voucher, the partners can exchange it for a free ticket at the ticket office at the main entrance to the Exhibition Grounds. Visitors who also present a copy of their trade license or their business card along with the voucher will also receive a special VIP band for experts entitling them to repeated entry for the entire duration of the exhibition. The actual amount of free tickets used by your partners and customers will NOT be invoiced after the end of the event, the vouchers will be provided for free. Of course, free tickets and honorary invitations are also available in printed version. They were sent out in the course of August (50 pcs. to each exhibitor). In case you have not received them yet, or need more, please, let us know, and we will be pleased to send them to you. 3. STAND ASSEMBLY The assembly of own stands begins on Tuesday, Sept. 12th, 2017, as follows: Tuesday Sept. 12th, AM 8 PM Wednesday Sept. 13th, AM 8 PM Thursday 8 AM 11 AM Stands assembled by INCHEBA EXPO PRAHA will be available for exhibitors for takeover and delivery and installation of exhibits on: Wednesday Sept. 13th, 2017 noon 4 PM In exceptional cases, assembly and disassembly times can be extended. In case of interest please contact us at: Please note: Assembly companies are strictly prohibited from cutting and sanding chipboard and similar materials in the halls without using a dust collection system. 4. STAND DISASSEMBLY Saturday Sept. 16th, PM midnight Sunday Sept. 17th, 2017 midnight 6 AM (please inform your assembly companies that nobody will be allowed to enter the Industrial Palace based on their assembly pass until 6 PM and that disassembly will only be allowed after 6 PM) We would like to ask all exhibitors whose stands are provided by INCHEBA EXPO PRAHA, spol. s r.o. to remove their equipment and exhibits from the stands by 7 PM at the latest so that we can disassemble the stands. In exceptional cases, if you need to extend the disassembly time, please contact us at: VEHICLE ENTRANCE PERMITS ASSEMBLY During assembly times on Sept. 12th, Sept. 13th and Sept. 14th 2017, the exhibitor or a person authorized by the exhibitor may transport their materials to and from the Exhibition Grounds by cars or lorries as follows: the parking card (valid from Sept. 12th Sept. 17th, 2017) allows one car or lorry to park within the Exhibition Grounds all day. assembly companies and exhibitors will be allowed to enter for free on the basis of an assembly parking card, which you will receive when you register. The parking card is valid for the entire duration of assembly and allows repeated entry to/exit from the Exhibition Grounds during assembly. Please keep the assembly parking card with you throughout the entire assembly time. DURING THE EXHIBITION Parking card holders are entitled to unlimited entry and parking within the Exhibition Grounds by the Industrial Palace. Other parking possibilities at the Exhibition Grounds are located in the lower part of the premises parking fee: CZK 40/hour.

5 DISASSEMBLY During disassembly times on Sept. 16th Sept. 17th, 2017, the exhibitors or persons authorized by the exhibitors are allowed to transport their materials to and from the Exhibition Grounds by cars or lorries as follows: the parking card (valid from Sept. 12th Sept. 17th, 2017) allows one car or lorry to park within the Exhibition Grounds all day. assembly companies and exhibitors will be allowed to enter for free on the basis of a disassembly parking card, which you will receive when you register; the parking card is valid for the entire duration of disassembly and allows repeated entry to/exit from the Exhibition Grounds during disassembly; please keep the disassembly parking card with you throughout the entire disassembly time. Please note: be so kind and inform your assembly companies of these rules!!! 6. VEHICLE PARKING During the exhibition, cars are allowed to park at the Exhibition Grounds by the Industrial Palace. The parking card costs EUR 65/car (excl. VAT). Exhibitors will receive ordered parking cards at the registration, where they will also have the opportunity to purchase additional parking cards (limited amount). The parking permit is valid from Sept. 12th, 2017, until Sept. 17th, In case you want to order parking cards in advance, contact us by Sept. 1, 2017, at the latest. The payment will be included in the invoicing for services. Orders placed later will have to be paid on site and in cash. 7. WASTE DISPOSAL Regarding the assembly and disassembly, we would like to inform the exhibitors whose stands are not assembled by INCHEBA EXPO PRAHA, spol. s r.o., that their assembling companies must remove construction waste and bulky packaging material themselves. Regrettably, it is no longer possible to tolerate situations when assembly companies fill containers designated for regular waste with high-volume construction waste and packaging material. If you want us to arrange for a container for you, please call us at FORWARDING AND HANDLING SERVICES Forwarding and handling services for exhibitors are provided by a company located within the Exhibition Grounds. If you would like to use these services, we recommend contacting BECK SPEDITION in advance. BECK SPEDITION Chrastavská 113/4, Prague 9 - Střížkov Ing. Pavel Beck T M F , E beck.pavel@volny.cz Removal and storage of empty packaging can also be ordered from this forwarding company. Storing empty packaging and installation material in the area behind the stands is prohibited! 9. PROPERTY PROTECTION Beginning on the day of the start of assembly, until disassembly is completed, the protection of property against theft is provided in the maximum possible extent through the organizing agency and a security agency. During the exhibition, security checks will be performed by patrols, after the premises are closed - on the first day of the exhibition after 8 PM, then daily after 7 PM, respectively after 8 PM (during assembly); afterwards, all entrance areas to the exhibition halls will be sealed. A camera system is also, of course, installed in the halls. In spite of these measures, however, we cannot assume liability as the organizer - we are not liable for damage caused by a third party during the exhibition and during assembly and disassembly. We would like to draw the exhibitors attention to Article XII and Article XIII of the Participation Terms and Conditions, and we recommend respecting the obligation to take out an insurance policy

6 (see Point 13) in order to increase security (for this purpose), or to request separate security services for your stand during day or night shift, or during both shifts. Should you be interested in ordering individual security services, please contact us. We also recommend exhibitors to only leave their stands before the end of the opening hours for exhibitors (and not immediately after the opening hours for visitors end). Exhibitors will have the opportunity to place their valuable exhibits for free into a night safe in the Central Hall of the Industrial Palace, where security services are provided 24 hours. Exhibits that are to be placed into the night safe must be sealed by the exhibitor, and the maximum size of one piece is 65x22x65 cm. Storage/pick-up hours: 7 PM - 8 PM Sept. 15th, AM - 10 AM 6 PM - 7 PM Sept. 16th, AM - 10 AM In case of interest the exhibitors can place an order to lease a safe deposit box to be placed in their stand - for detailed information please contact INSURANCE 1. Exhibitors participate in the exhibition at their own risk. The exhibitor will not hold the organizer liable for any third party claims concerning the compensation of damage incurred as a result of the exhibitor s participation in the exhibition. 2. The organizer is not liable to the exhibitor, co-exhibitor or assembly companies for the loss, destruction or any damage of exhibits, stand equipment and furnishing, packaging and packing material, regardless of whether the destruction or other damage occurs before, during or after the exhibition. 3. The organizer requires the exhibitors and assembly companies to take out insurance at their own expense to cover liability for damage caused by their own activities in the scope according to the following table: exhibitors installing their stands by themselves - CZK 500,000; assembly companies installing stands of up to 30 sq.m - CZK 1 million; assembly companies installing stands of up to 50 sq.m - CZK 2 million; assembly companies installing stands of up to 100 sq.m - CZK 3 million; assembly companies installing stands of up to 200 sq.m - CZK 4 million; assembly companies installing stands of up to 300 sq.m - CZK 5 million; assembly companies installing stands of up to 400 sq.m - CZK 6 million; assembly companies installing stands of up to 500 sq.m - CZK 7 million; assembly companies installing stands of up to 600 sq.m - CZK 8 million; assembly companies installing stands of up to 700 sq.m - CZK 9 million; assembly companies installing stands of over 700 sq.m - CZK 10 million. 3. We would like to ask the exhibitors or assembly companies who have taken out an applicable insurance policy to provide information about it in the form at: We recommend exhibitors or assembly companies who have not taken out an applicable insurance policy to arrange one with Česká pojišťovna a.s.; a staff member will be present at the Registration Centre on Sept. 13th, 2017, from 8 AM to 6 PM, or she can also come to your stand based on your request. If you are interested in taking out an insurance policy with Česká pojišťovna a.s., please contact the representative of Česká pojišťovna a.s. (contacts see below) immediately, or specify this interest when you register. More information is available at in the For Exhibitors section. Contact person at Česká pojišťovna a.s.: Sylvie Kolářová T F E SyKolarova@cpoj.cz

7 11. ASSAY OFFICE NOTICE During WATCHES AND JEWELS exhibition in last years, several cases of retail sales of jewels that were not fully in compliance with the provisions of the Hallmarking Act were discovered. The Assay Office would like to notify all exhibitors who intend to perform retail sale of goods made of precious metals (jewellery) to customers - end-consumers (the notice thus does not apply to contracts concluded at the exhibition) to fully comply with the conditions stipulated for this activity by the Hallmarking Act (Act No. 539/1992 Coll., on Hallmarking and the Control of Precious Metals, as amended). This means particularly following requirements: to sell only goods that have been properly hallmarked and that have the statutory fineness, to ensure that the point of sale has adequate equipment (scales, pictures of hallmarks, etc.) and to ensure that documents (receipts) are issued. The Assay Office, being also an active participant in the WATCHES AND JEWELS 2017 exhibition, will oversee the compliance with these conditions and is authorized to also impose fines for infringements of the Hallmarking Act. 12. FOOD SERVICES The self-service restaurant Veletržní Restaurant located on the balcony of the Central Hall of the Industrial Palace with a seating capacity of 150 people offers a wide range of ready-to-eat meals. In addition, a café ( fast-food stands and vending machines ( will be available in the Foyer of the Industrial Palace (IP). Additionally, following restaurants are open at the Exhibition Grounds: PRAŽAN RESTAURANT in front of the Left wing of the IP lunch menus (main course and soup) from CZK 109 from Mondays to Fridays, 11 AM - 3:00 PM For food delivery directly to your stand, please call Outside of the Exhibition Grounds, however very close: EXPO HOTEL next to the entrance gate lunch menus (main course and soup) for up to CZK 160 from Mondays to Sundays, 11:30-2:30 PM PARK HOTEL P7 Restaurant VALCHA RESTAURANT Dukelských hrdinů street, approx. 200 m from the main entrance to the exhibition premises Monday Sunday from 11:30 AM 2:30 PM lunch menu for CZK up to 119 (soup, main course No. 1 and raspberry lemonade 2 dcl) Strojnická street, in front of the main entrance to the exhibition premises Monday Sunday from 11:30 AM 2:30 PM lunch menu CZK 125 (soup, main course No. 1 and raspberry lemonade 2 dcl) FLOWER SERVICE Flower arrangements may be ordered directly from the company KVĚTINOVÝ KLUB, which offers a wide selection of fresh and artificial flowers. Should you be interested in ordering flower arrangements in advance, please contact KVĚTINOVÝ KLUB as soon as possible. KVĚTINOVÝ KLUB Komunardů 47B, Prague 7 T , E obchod@kvetinovyklub.cz,

8 14. ADVERTISING OPPORTUNITIES During the course of the WATCHES AND JEWELS exhibition, it is possible to take advantage of a number of advertising opportunities on the Exhibition Grounds Prague - Holešovice in order to support your participation and promote your company, stand or new products: placement of a banner on the main gate of the Exhibition Grounds, rental of billboard spaces, advertising spots on the exhibition radio, placement of eye-catchers, banners, information display stands and inflatable promotional items, advertising on the balustrade of the Industrial Palace, distribution of company materials by our or your own hostesses - promoters, etc. Attention two advertising opportunities are unique and each available always for only one exhibitor. We offer attaching your promotional leaflet to each ticket for just CZK 1/unit or placing a large banner on the façade of the Industrial Palace! For additional information about various marketing activities, please contact Mrs. Tereza Švarcová (T , F , M , E t.svarcova@incheba.cz), who will also be happy to help you choose an appropriate advertising opportunity with regard to your target group and your requirements. The Marketing Guidebook is also available for you at in the section Advertising Opportunities. All advertising and promotion within the Exhibition Grounds is subject to the lessor s approval and fees! 15. INTERPRETERS We recommend foreign exhibitors to use interpreters to communicate with the visitors to the event. Should you be interested in arranging an interpreter, please contact us by September 1th, 2017, at the latest. 16. VALUE ADDED TAX (FOR INTERNATIONAL EXHIBITORS) International exhibitors can apply for value added tax (DPH) refund. A completed VAT refund application must be submitted to a tax office, e.g. to the Tax Office for the Capital City Prague, the Territorial Office for Prague 1, Štěpánská 28, Praha 1, T The tax refund procedure can be outsourced with a specialized tax agent. Contacts can be found on the internet, e.g.: or ACCOMMODATION We recommend using the services of the Expo Hotel for accommodation. The hotel is located next to the Exhibition Grounds and offers affordable accommodation near the historical centre of Prague and combines modern interior design, four-star quality and international cuisine. Special rates have been prepared for exhibitors participating in the WATCHES AND JEWELS 2017 exhibition. Hotel Expo Výstaviště Za Elektrárnou Prague 7 Czech Republic T F skype expoprag E hotel@expoprag.cz, GPS navigation: 50 6'27.16"N,14 26'3.01"E 18. EXPERT VISITORS All expert visitors to the exhibition will be visibly marked with special VIP bands. These VIP bands will be provided to all visitors who present at the box office by the main entrance a copy of their trade license or a business card along with their invitation or voucher. 19. TRANSPORT TO THE EXHIBITION GROUNDS by the underground to Nádraží Holešovice station (Line C Red) and then one stop by trams No. 6, 12 or 17 (get off at the Výstaviště Holešovice stop); from the centre of Prague by the tram No. 6 (get off at the Výstaviště Holešovice stop);

9 by car on the highway from the direction Brno, keep going straight (in the direction Holešovice) and you will arrive directly at the Exhibition Grounds Prague Holešovice; you can park within the Exhibition Grounds the entrance to the Grounds is shown on the map - No. 3 Important notice when entering and leaving the Exhibition Grounds by car: When entering the Exhibition Grounds via the U Výstaviště street, we would like to point out, that there is a no right turn sign at the junction at the Tipsport Arena (HC Sparta). Please use the Bubenská street to enter the Exhibition Grounds! Also when leaving the Exhibition Grounds, there is a no left turn sign at the Tipsport Arena (HC Sparta) junction, so that you must not turn into the Partyzánská street. Dear exhibitors, We believe that this information will help you get a better understanding of the services we provide, and we wish you a pleasant stay in Prague as well as every business success. We look forward to your participation! The team of the WATCHES AND JEWELS 2017 exhibition