29 th March 3 th April Riyadh International Conventions & Exhibitions Center دليل إرشادات العارض. Exhibition Manual

Transcription

1 29 th March 3 th April 2015 Riyadh International Conventions & Exhibitions Center دليل إرشادات العارض Exhibition Manual

2 Section Index Section Show Time Line Description From Page SECTION 1 SECTION 2 SECTION 3 SECTION Show Details & Venue Stand Construction & Exhibition Censorship,Customs Facilities& Installation of Exhibits Travel, Accommodation, Passport & Visa Requirement SECTION SECTION 6 General Information Order Forms for Exhibition Services & Stand Extras NOTE: مالحظة : Please note that all the Order Forms must be completed by all exhibitors, whether or not they require the services described. These forms must be retimed to the organizers at least Two (2) weeks prior to the opening of the show. Services cannot be guaranteed for any late submission of forms 2

3 General Index Item No Description Accommodation Air Travel From Page Building & Dismantling Timetable Business & Press Center Cancellation of Participation Car Parking. Date & Time Direct Sale Exhibitor's Badges Failure to Exhibit Fire Regulations Furniture and other optional stand extras Further Information Hall Entrance Dimensions Health Location Map Maximum Heights And Weights Official Stand Contractor Operating Exhibits organizer's Stand Fitting Services Passport and Visa Requirements Payment Photographer Prayer Times

4 Registration of Waiters Relocation Restaurant Security Show Catalogue Show Organizers Show Promotion Show Title Stand Building Regulations Stand Cleaning Stand Personnel Stand Signboard Supply of Electricity. Compressed Air 8 Water Connection Telephone & Internet Venue Visitor's Tickets Order Forms 7.1 Company Profile 7.2 Stand Signboard 7.4 Stand Furniture 7.5 Telephone & Internet 7.6 Promotions 7.7 Additional Services

5 :30 8: 2014 Show Time Line Activity Occupation of Stand - exhibitors constructing their own stands Occupation of Stand - exhibitors using organizers' Stand Fitting service Stand Completion Show Start Show End Dismantling of Stands, removal of display material not before Schedule 72 March :00 hrs 28March :OO hrs 28 March :OO hrs 72 March :OO hrs 4 April :3S0 hrs 5 April :OO hrs

6 Section 1 Show Details & Venue 1.1 SHOW ORGAVIZERS Saudi Commission for Tourism & Antiquities cooperation with Highest 1.2 SHW TITLE Saudi Travel & Tourism Investment Market DATE & TIME 29 March- 3 April to hours and to :30 hrs 1.4 VENUE Riyadh International Exhibition Centre-RICEC King Abdullah Road, Next to Prince Saiman Center Social 1.5 LOCATION MAP

7 Section 1 Stand Construction & Exhibition Services 21 Building & Dismantling Timetable CONSTRUCTION Exhibitors building their own stands may occupy the space from 27 March 2015, 08.00AM Exhibitors using organizer's stand fitting service may occupy the stand from 27 March 2015, 08.00AM Heavy Machinery exceeding 2,000kg must be delivered to stands no later than March 2015, 09.00AM All stands without exception must be completed by 28 March 215. Exhibitors with goods weighing over 2,000kg or measuring over 2m in any direction must be placed in the stands no later than 28 March Under no circumstances will any machinery be allowed in after such date. Exhibitors are requested to make early

8 Arrangements with the official freight forwarder for early delivery and handling on site. DISMANTLING The exhibition Centre will be closed and power turned off at 1O: OOPM - 3 April For security reasons no one will be allowed to remain inside the hall after this time. The exhibition Centre will re-open from 10:OO PM - 3 April 2015 for staff wearing exhibitor passes to Commence clearing Their stands of display materials and exhibits. All stands, display materials and exhibits must be removed by 20:00PM - 4 April It is the responsibility of each exhibitor to attend his stand during the dismantling to supervise the safe removal of his exhibits. Neither the organizers nor RICEC are responsible for any lost items or damages incurred during the dismantling process (from 08:00 AM, 4 April). In case any display materials

9 or exhibits, etc.. are not removed within the given deadline, then the organizers or RlCEC will be obliged to remove all the remaining items at the exhibitor's expense, and without any liability, financial, legal, or otherwise 2.2 Stand Building Regulations a) All exhibitors building their own stands must submit a detailed scale (1 :I 00) drawing, in duplicate of their stand to the organizers for approval at least two months prior to the show. The scale drawing must be with ground plan, elevation sketches, total stand weight, material to be used and other necessary details. b) Exhibitors and their stand contractors will not be allowed to commence the stand construction without approved and detailed drawings and calculations as mentioned in point (a) above. As such, an on-site engineering inspection will be carried out to define the conformity with RICEC's rules regulations. Stands failing to comply with the RlCEC engineering

10 requirements may be prohibited from participation. d) No excavation, drilling or fixing to the floor surface and/or the walls of the RlCEC is permitted. It is strictly prohibited to affix nails, hooks, tacks, screws, adhesives, paint or similar items to the floor, walls, ceilings or other parts of the premises or Shell Stand partitions. It is not allowed to use the paint spray guns inside the exhibition hall. Drip Trays, sand or wood chip must be laced beneath all machinery 1 vehicles where there is any possibility of an oil leakage. e) No part of any stand or exhibits including fascia, signage, lighting, corner posts or other fittings should project into or overhang any gangway or adjacent stands. Neither should they obscure any fire or exit signs. Additionally, any display or other item attached must not project over the frontage of space taken by another exhibitor. f) Exhibitors may not hang any display

11 material from the ceiling, the columns, or the concrete walls of the building. Exhibitors are also not allowed to hang or place any display materials I exhibits or any other items over or in the aisles of the exhibition hall. g) The organizers shall not in any event be held responsible for any restrictions or conditions which prevent the construction, erection, completion, alteration or dismantling of stands or the entry, placement or sitting or removal of exhibits or for the failure of any services or amenities because of official requirements or third parties. 2.3 Maximum Heights & Weights STAND HEIGHTS: a) For space only stands, the maximum heights for walls, display materials, exhibits, etc must not exceed 6m. b) Space only exhibitors, with an island site, are informed that the use of walls is restricted and must provide access to their stands on all sides. The

12 following guidelines must be observed. Walls shall be: i) A minimum of 2m from the perimeter of the stand ii) Located as centrally as possible within the stand. c) For shell scheme stands, maximum allowed height is 3m STAND WEIGHT: The hall floors are made of epoxy coated-screed. The maximum permissible load-bearing capacity of the floors is: 3000KG/sqm. 2.4 Hall Entrance Dimensions All halls can be accessed by vehicles. Each hall has an entrance measuring 4.5m wide and 5.5m high.

13 2.5 Relocation The organizers have full power to allocate exhibition areas and position of exhibitiuil spa= at the exhibition and they shall be entitled for any reason which in their sole opinion is in the general interest of the exhibition to alter the general layout or the situation and area of any particular stand even if already allotted and contracted and the exhibitor shall accept such new allotment of space in substitution of that originally allotted to him. 2.6 Fire Regulations All materials used in stand construction must be properly fireproofed in accordance with local regulations. Normal intimation safety standards apply 2.7 Operating Exhibits The organizers reserve the right to determine the acceptable sound level and extent of demonstrations for operating exhibits such as machinery and audio-visual presentations in the event of complaint from other exhibitors. Audio-visual screens

14 should be sited so they can be viewed from within exhibitor's stands to avoid causing congestion in the gangways Organizers Stand Fitting Services Exhibitors not wishing to build their own stands may rent the organizer's stand fitting service from the Organizers 2.9 Official Stand Contractor Exhibitors requiring stand construction, display services or additional work on top of the organizer's stand fitting service may contact official stand contractor for a quotation without obligation: Heights Agency. Riyadh Saudi Arabia Tel.: sales@ha.com.sa sales@ha.com.sa

15 2.10 Stand Cleaning The organizers are responsible for the cleaning of gangways and shell scheme stands floor only. Cleaning of purpose built stands, exhibits and furniture is not included 2.11 Signboard Details. - Exhibitors building their own stands are requested to display their name and stand number both in Arabic and English. - Exhibitors using the organizer's stand fitting service will have their name featured on their fascia in Arabic and English. - Exhibitors are not allowed to paint or fix stickers or other displays to the organizer's stand fascia Supply of Electricity a) The electrical power supply is 220V, 60 cycles. 380V power connection IS also available upon request. All Jexhlb~torsm must order electrical connections through the Executing company. b) Standard electrical sockets are British standard.

16 2.13 Furniture & Other Optional Stand Extras Exhibitors may provide their own furniture or order items on hire directly from the stand contractor (See "Stand Furniture form for details of available items). Ordered items must be paid in advance to the contractor in order to ensure its delivery. Section Cancellation of Participation In the event of the organizers agreeing to any request P release from the contract, the exhibitor will be liable for a or part of the cost stated in the contract in accordance wi the following scale: Cancellation 271 days or more before the show... 15% w! Cancellation between 270 and 181 days before the show... 40% co Cancellation between 180 and 121 days before the show... 60% co Cancellation between 120 and 61 days before the show... 80% co Cancellation 60 days or less before the show % w: This scale of charges will apply only from the date tk organizers receive 3.1

17 written notice by letter, fax or telex. Addition to this scale, the exhibitor will be liable for a specific cost incurred on his behalf by the organizer These terms cannot be varied under any circumstances Failure to Exhibit Any organization which, after having signed a contract f' exhibition space, fails to exhibit for any reason of exhibitor's own choosing and has not been released fro the contract by the organizers shall be liable for the amount stated in the contract plus any additional cos incurred by the organizers as a result of such failure Exhibit. Section Air Travel Riyadh is well connected with all major cities of the world thanks to a wide selection of Airlines serving Riyadh's F Khalid International Airport..

18 4.2 Accommodation Riyadh is well provided with hotels of international stand; Exhibitors are recommended to reserve at an early st. directly or through their agent. You may request the list from the organizer 4.3 Passport & Visa Requirements All visitors to Saudi Arabia need a valid entry visa to Kingdom. Exhibitors should obtain a business visa before travelling to the Kingdom of Saudi Arabia The organizers will assist to obtain business visas for Exhibitors. However, visas are granted at the discretion the Saudi authorities and assistance is given on understanding that the organizers cannot be responsible if the visa application is unsuccessful. Please note the following points: a) By resolution of the Arab League, no Arab stamp recognizes the validity of a passport containing Israel stamps. b) Visas are required by everyone with the exception travelers holding passport from Bahrain, Kuwait. Om Qatar and UAE. c) Visas can be obtained through

19 Saudi Arabian Embassy In countries with no Saudi Arabian diploma: representation, exhibitors should contact the organize d) It is not permitted for women to participate in i exhibition, therefore, no entry visas can be applied them. e) Current Government regulations for obtaining a Sal Business visa for participants at trade shows are follows: 1) Participants requiring assistance with their En Visa, must complete "Visa" form, and fax it to Organizers at least 6 weeks before the show start date. Before completing the "Visa" form, please make to read the visa instructions on the back of the "Vi: form. 2) Organizers will submit a list of show participate~ requiring visas, to the Ministry of Foreign affairs Saudi Arabia. 3) Upon the approval of the Ministry, an appro1 reference number will be issued and circulated to concerned Saudi embassies consulates worldwide The organizers will in turn inform all concern: participants.

20 4) Participants will apply for their Entry Visas at Saudi Embassies or consulates in their respective countries Including the approval reference number in their vi application. 5) As a result, an entry visa will be issued within day f) Exhibitors should apply for their visa at least 6 WEEF g) The organizers cannot be held responsible for any exhibitor who fails to obtain his visa in time for the show., h) The organizers in being the sole party responsible for issuing business visas for international exhibitors, are liable towards the Saudi immigration authorities in case of overstay of any Exhibitor beyond the allowed period stamped upon receiving the visa or at the port of entry. In case of unauthorized stay, an exhibitor is considered as an illegal subject and could be prosecuted. Furthermore, fines of up to 10,000 SR could be applied against him. ALL INTERNATIONAL EXHIBITORS WITHOUT EXCEPTION ARE ADVISED TO DEPART THE COUNTRY ON OR BEFORE THE EXPIRY DATE OF THEIR VISAS

21 4.4 Health Although vaccinations are not mandatory, it is recommended for the exhibitors to be inoculated against typhoid, cholera and tetanus Section 5 General Information. 5.1 Registration of Visitors Visitors will be admitted only upon presentation of business card or completion of Mister Registration Ticket available the Exhibition Center s Entrance (South & North). 5.2 Business & Press Center A business center will also be available at the exhibited Center. A press office will be operational during the show at exhibitors may place releases there at any time. 5.3 Photographer An official photographer will be available at the show

22 5.4 Show Catalogue The show catalogue will be printed in English and Arab and will contain general exhibition information, a layout pla of the stands, and an entry of 100 words from exhibitor, a product index and exhibitor's advertisements. Each exhibitor is entitled, free of charge to a 100 word entry describing his products. This must be submitted o 'Exhibition Profile" form. The catalogue will be freely available to all registered visitors to the show. Exhibitor's attention is drawn to the advantages to bc gained from advertising in the catalogue, which will bc retained by visitors and used as a source of reference fo many months after the show. See 'Promotions" form. 5.5 Exhibitors Badges. Exhibitors and their staff will be issued passes, which runs be whom at all times. See 'Promotions" form. 5.6 Visitors Tickets I) Exhibitors will be issued with 50 free guest tickets to send to Special business customers. Extra tickets may be ordered from the organizers. See 50

23 "Promotions* form. Trade visitors arriving without a ticket will be admitted on production of a business card. II) VIP Tickets Personalized invitations can be sent to the exhibitor's Middle East clients or prospects. See "Promotions" form". 5.7 Show Promotion Exhibitors are reminded that they may only promote the show to the trade and to the public. 5.8 Security The hall owners are responsible for security at the entrances and inside the halls. The Security of stands, the items on display and any other objects located on the stands is not the responsibility of the organizers or the hall owner. Exhibitors responsible for the security of their own Stands and must organize it themselves as they see fit. Items of value and 1 or those that can be easily removed should always be locked away at night. Exhibitors a advised to take adequate precautions and insure that articles and valuable items are insured. The organizers

24 the hall owner will not be responsible for the safety articles of any kind brought into the exhibition hall by 11 Exhibitors, their staff or any person whatsoever. 5.9 Prayer Time Exhibitors must respect the Kingdom's regulations during prayer time. All activities at the Exhibition Centre should stopped during prayer intervals 5.10 Stand Personnel 'The organizers point out that women are not allowed work on exhibition stands 5.11 Telephone / Tealeafx / Telephone lines can be ordered from the organizers. See "telephone & Internet". An international telephone, telefax and service is available in the organizer's office 5.12 Restaurant A fast food and beverage service is available at the cafeteria located within the exhibition premises Car Parking Ample car parking facilities are available adjacent to the exhibition

25 5.14 Direct Sale In compliance with the regulations of the Ministry c Commerce, direct sale of exhibits is prohibited during the show Further Information For further advice or information, please contact the organizers as follows: Heights Agency. Riyadh Saudi Arabia Tel.: sales@ha.com.sa sales@ha.com.sa Section 6 Order Forms for Exhibition, Services & Stand Extras 6.1 Company Profile Page Company Description Product Profiles 6.2 Stand Signboard Page Name Board Logo

26 6.3 Stand Electrics Page Electricity & Lighting Stand Arrangement 6.4 Stand Furniture Page Furniture and holiness 6.5 Tele phone Undernet Page Internet Stand Arrangement Phone Rental 6.6 Promotions Page Catalogue Advertising Exhibitor Badges & Visitors Invitation 6.7 Additional Services Page Conference Booking Temporary Personnel Promotional Services Important Deadlines All order forms must be returned to the organizers before.15 March 2015

27 Notes All Order Forms must be completed by Exhibitors and should be sent back on the fax number and mentioned on each form, by the specified date to guarantee optimum service. Services cannot be guaranteed for any late submission of forms. Order forms must be in typed letters form. Make sure all forms highlighted "Required Information I Please fill" are completed. Exhibitors requiring special services should fill forms highlighted "Optional". 7.1 Exhibition Profile Important Please send Company/ Products description by to : s.fahad@ha.com.sa 15 s.fahad@ha.com.sa

28 Please Fill Company Name Tel Fax Required Information / Please Company Description English 100 Words max The Company/Products description with full address and contact information must be sent in English & Arabic, in Microsoft Word Document, by to: s.fahad@ha.com.sa On before 15 March 2014 The description sent by fax or hand written will not be accepted. Please select your product profile from below and e- mail it with your Company 1 Products description Microsoft Word 2014 s.fahad@ha.com.sa 15

29 Required Information / Please 1.2 Product Profiles Hotels, resorts & furnished apartments Luxury Resorts Timeshare Services Properly Developers Holiday Homes Banking and Financial Services Telecom and Communication Services Tourism Information Tech. Services Travel Agencies Cruise Lines Yachts and Marina Services Scuba Transport Services Membership and concierge Services Luxury Properties and Travel Services Conference & Exhibitions Venues and Organizers - CI Cultural Events and Fairs Sports and Adventure Traditional Handicraft Vendors Our operators IMPORTANT NOTE: In order to properly enlist your company description a product profile, please the required information 1.1 & 1.2 to: s.fahad@ha.com.sa, no later than. 15 March 2015 s.fahad@ha.com.sa 15

30 7.2 Stand Signboard Important: This form must be completed by Stand Fitting Exhibitors only Please return form by : 15 March 2014 by s.fahad@ha.com.sa 15 s.fahad@ha.com.sa Please Fill Date Company Name : Tel Fax:

31 Required Information / Please Fill Name Board-for stand fitting only English Optional Logo Logo (one or two colors). US $ 24 (SR 90) Logo ( three or more colors).. US $ 32 (sr 120 ) For any additional writing. Please the Official Stand Contractor.

32 IMPORTANT NOTE: To secure your order, please submit this form to the Organizers, by No later than 15 March 2014 All orders should be paid advance and any order received after the above mentioned deadline will be subjected to 25% addition

33 7.4 Stand Furniture Important: Please return form by : 15 March 2015 by S.fahad@ha.com.sa s.fahad@ha.com.sa Pleas Fill Date : Stand No: Company: Company Name : Tel: Fax:

34 Optional Item Lounge Chair Price SR 150 Furniture & Appliances Price USD 40 Qty Easy Chair Upright Chair Coffee Table Writing Table ( 80x80-x70) Free Standing Lockable Cabinet ( 900x50-x90) Wall mounting benching + cupboard ( 80x80-x70)cm Free standing plinths - -(A ) 50x50-x5-0)cm Free standing plinths - -(B ) 50x50-x75)cm Free standing plinths (C) 50x50x90cn High Glass Showcase (1 00x50 x 250) Refrigerator (Including power) inch LCD & DVD player if require LCD Wall mounted literature rack (4 divisions) DVD Shelving 30 8 Wall mounted coat hooks 95m x 4 hooks Expoloop Panels red/grey/ blue IMPORTANT NOTE: To secure your order, please submit مالحظة هامة :

35 Please keep a copy for your records this form to the Organizers, by s.fahad@ha.com.sa No later than 15 March 2015 All orders should be paid advance and any order received after the above mentioned deadline will be subjected to 25% addition s.fahad@ha.com.sa Telephone & Internet Important: Please return form by : 15 March 2015 by s.fahad@ha.com.sa s.fahad@ha.com.sa

36 Pleas Fill Date : Stand No: Company: Contact Person: Tel: Fax Optional Internet Bandwidth Price per Connection SR US$ Quantity Total Amount Bandwidth Price per Connection SR US$ Quantity Total Amount 256K K MB MB Optional

37 Phone Rental Selected telephone line on the grid below We confirm our request for (please select) 1. Direct Line International Access SR/500/ US$ 2000 SR/750 US$ Direct Line Riyadh Dialing Only None SR/750 US$ 200 Optional Stand Arrangement Mark the position of your selected Intermit connection and telephone line on the grid below * Internet cable * Telephone Line Back Wall IMPORTANT NOTE: Aisle To secure your order, please submit this form to the Organizers, by s.fahad@ha.com.sa No later than 15 March 2015 All orders should be paid advance and any order received after the above mentioned deadline will be subjected to 25% addition s.fahad@ha.com.sa

38 7.6 Promotions Important: Please return form by : 15 March 2015 by s.fahad@ha.com.sa s.fahad@ha.com.sa Pleas Fill Date Company Name : Tel Fax:

39 Optional Catalogue Arrangement Type Full Color page Full B&W page Cost US $ US $ Insides Cover (Back/Front) US $ US $ EPS JPG PDF

40 Catalogue Arrangement Exhibitors will receive Exhibitors at the show يزود المنظمون الجهات العارضة ببطاقات تعريف لموظفيها المتواجدين Badges for their staff في المعرض ستوزع دعوات على جميع العارضين لتقديمها لعمالئهم لدعوتهم لزيارة المعرض Free trade visitor promotion flyers will be provided to Exhibitors Badges Qty : البطاقات التعريفية للعارضين الكمية المطلوبة : Trade Visitor cards Qty : الدعوات لزيارة المعرض الكمية المطلوبة : Opening Ceremony cards Qty : دعوات الفتتاح المعرض الكمية المطلوبة : Signature...Date.... Please keep a copy for your records

41 7.7 Additional Services Important: Please return form by : 15 March 2015 by s.fahad@ha.com.sa s.fahad@ha.com.sa Pleas Fill Date Company Name : Tel Fax:

42 Optional 5.3 Conference Hall Booking Title Lecturer Topic Date Starting Time Ending Time a. Seminar rooms in different dimensions (20-1OOsqm) are available at the exhibition center on rental basis. To reserve the seminar room, please contact the organizers. b. The seminar room reservations will be accepted on a first come first serve basis. c. The subject of the presentation should be in line with the exhibition profile. Optional 5.4.Temporary Personnel Qualifications مترجم Translator Labor Important: عامل Languages Cost per Day 200 US $ 10 US $ Per Hr * Duty hours will be the Exhibition Hours, not exceeding 8 heraldry. * Rates quoted above are inclusive of transport allowance for the temporary staff.overtime charge per hour is 150% of the normal hourly rate. Organizers will not be responsible for any loss. Date from To No.of Staff Total Coat هام : *ساعات العمل هي نفس ساعات دوام المعرض وعلى أن ال تتجاوز ال 8 ساعات *األجور المذكورة أعاله ال تشمل بدل المواصالت *نحسب ساعات العمل اإلضافية %051 في الساعة على قيمة األجور األصلية * لن يتحمل المنظمون أي مسئولية نتيجة لتلف أو فقد ناتج عن اليد العاملة المؤقتة

43 Optional 5.5 Promotional Press Services We invite you to send their company's press releases and photographs. This material will be used as part of the shows extensive publicity campaign, highlighting your participation before during and after the show. EI I will be sending in my companies press releases and photographs, please include them in the show promotional press services. Signature...Date.. Please keep a copy for your records