Under the Patronage of H.H. General Sheikh Mohammed bin Zayed Al Nahyan, Crown Prince of Abu Dhabi and Deputy Supreme Commander of the U.A.E. Armed Forces Hosted by EXHIBITOR MANUAL Co-located with Organised by
Show Organizers and Show Details TABLE OF CONTENTS Show Information 4 WFES 2017 Organizing Team 4 Exhibition Time Table 5 List of Order Forms 6 Section One Site Facilities and Supplementary Services 1.1 Address of Venue 7 1.2 Onsite Offices Organizers and Official Contractors 1.3 Audio Visual and Communication Equipment Hire 1.4 Badges - Exhibitor 1.5 Badges Contractor 1.6 Banking Services/ ATM/ General Post Office/ Courier services/ Abu Dhabi Airport Services 1.7 Banner Hanging 1.8 Business Center ADNEC Customer Services 8 1.9 Car Parking 1.10 Catalogue/Product Entry & Advertising 9 1.11 Catering Facilities / Stand Delivery Services 1.12 Cleaning Services 1.13 Deliveries and Maintenance of Stands 1.14 Exhibition Security 1.15 Fire Appliances 10 1.16 First Aid Services 1.17 Floral and Plant Hire 1.18 Freight Services/ Courier Consignments / On-site Handling / Lifting / Forwarding / Customs 1.19 Furniture Hire / Electrical Supply / Additional Shell Scheme Services 1.20 Lost Property 1.21 Media Centre 1.22 Meeting Rooms / Capital Suites 1.23 Opening Ceremony 1.24 Prayer Rooms 1.25 Prize Draws / Promotions / Live Entertainment 1.26 Rigging Services 1.27 Storage 1.28 Telecommunication Facilities / Data Services 11 1.29 Temporary Staff 1.30 Toilet Facilities 1.31 Transportation Services 1.32 Visitor Admission Page 1
Section Two Stand Construction, Services & Stand Building Regulations 2.0 General Information and Venue Regulations 12 2.1 Aisle Carpet 2.2 Ceiling Heights 2.3 Contractor Badges 2.4 Damage to the Venue 2.5 Fire Regulations 2.6 Floor Loading Capacity 2.7 Hot Works 2.8 Insurance 2.9 Labour Law Notice - UAE Government 2.10 Lifting Equipment (Including Forklifts) 13 2.11 Machinery and Heavy Exhibits 2.12 Maintenance of Exhibits during the Exhibition Open days 2.13 Organizers' Right to Change Stands and Floor Plan Layout 2.14 Personnel Safety Regulations 2.15 Rigging and Hanging Banners 2.16 Storage of Materials 2.17 Vehicle Exhibits 2.18 Water, Waste & Compressed Air 14 2.19 Space Only Stand Construction 14 2.20 Floor Coverings and Platforms 2.21 Mains Power Supply (Space Only Stands) 2.22 Security Deposit 2.23 Stand Walls 15 2.24 Complex Structure 2.25 Stand Design Approval 2.26 Shell Scheme Stand Fitting 2.27 Standard Shell Scheme Stand 16 2.28 Silver Stand Package 17 2.29 Gold Stand Package 17 2.30 Platinum Stand Package 17 2.31 Furniture Hire and stand fitting extras 17 2.32 Breakdown of Stands & Exhibits 18 Section Three Shipping Instructions & Tariff 3.1 Official Freight Forwarder 19 3.2 Airfreight Consignments 20 3.3 LCL Sea freight Consignments 21 3.4 FCL Sea freight Consignments 22 3.5 Road Freight Shipments 23 3.6 Courier Shipments 24 3.7 Shipping Documentation 25 3.8 Case Markings & Packing 3.9 Temporary Importation & Customs Duty 3.10 Video Media Censorship 26 3.11 On-Site Handling Tariff 3.12 Insurance 3.13 On-Site Representatives 3.14 International Agents 3.15 Payment of Services 28 3.16 Trading Conditions Page 2
Section Four Accommodation, Travel, Visa and Regional Information 4.1 Official Travel Agent and Hotel Accommodation 29 4.2 Visa Information 4.3 Banks & ATMs 4.4 Business Hours & Social Hours 4.5 Climate 4.6 Language 4.7 Local Currency 30 4.8 Local Time 4.9 Money Exchanges 4.10 Photography 4.11 Religion 4.12 Shopping 4.13 Sightseeing Tours & Activities Page 3
Show Information Exhibition Title Exhibition Venue World Future Energy Summit and Exhibition Halls 5, 6, 7, 8, 9, 10, Atrium Abu Dhabi National Exhibition Centre (ADNEC) Abu Dhabi, United Arab Emirates Exhibition Dates Monday 16 th Thursday 19 th January 2017 Exhibition Opening Hours 10:00 17:00hrs, Monday 16 th January 10:00 17:00hrs, Tuesday 17 th January 10:00 17:00hrs, Wednesday 18 th January 10:00 16:00hrs, Thursday 19 th January WFES 2017Organising Team Management Frederic Theux President Ara Fernezian Group Managing Director - Middle East ara.fernezian@reedexpo.ae Naji El Haddad Group Event Director +971 50 452 8166 naji.haddad@reedexpo.ae Finance Team Leen Al Sebai Chief Financial Officer- Middle East leen.alsebai@reedexpo.ae Haneef Thundakachi Head of Finance & Administration +971 50 672 4730 haneef.thundakachi@reedexpo.ae Show Team Claude Talj Group Sales Director +971 50 452 8168 claude.talj@reedexpo.ae Rajveer Singh Sales Manager +971 50 616 8926 rajveer.singh@reedexpo.ae Carla Fadel Sales Executive +971 50 653 1940 carla.fadel@reedexpo.ae Marites Dominguez Admin & Customer Service Manager +971 55 669 6054 marites.dominguez@reedexpo.ae Conference Team Andrew Davies Programme Director +971 50 517 3524 andrew.davies@reedconferences.com Imran Khan Team Leader- Conference +971 50 613 7627 imran.khan@reedexpo.ae Vilma Binas Delegate Sales Administrator +971 56 339 8907 vilma.binaas@reedexpo.ae Operations Diana Barhoum Head of Operations +971 50 615 6323 diana.barhoum@reedexpo.ae Jerico Recuenco Deputy Operations Manager +971 50 813 5445 jerico.recuenco@reedexpo.ae Ed Tiosan Deputy Technical Manager +971 50 227 3748 ed.tiosan@reedexpo.ae Organizer: Reed Exhibitions FZ LLC P O Box: 77899, Abu Dhabi United Arab Emirates Tel: +971 2 491 7615 Fax: +971 2 491 7612 Page 4
Exhibition Timetable BUILD UP Access to Stand Fitting Contractors (Space Only Exhibitors) 13 th January 2017, Friday 08:00hrs 24:00hrs 14 th January 2017, Saturday 00:01hrs 24:00hrs 15 th January 2017, Sunday 00:01hrs 22:00hrs Access to Shell Scheme Exhibitors 15 th January 2017, Sunday 12:00hrs All stand construction and exhibit set up must be completed by 22:00hrs on 15 th January 2017, Sunday. Failure to meet this deadline may result in a penalty fee. THE WFES SITE WILL BE CLEARED FOR THE FINAL SECURITY SWEEP AT 22:00HRS ON SATURDAY 17TH JANUARY. ALL EXHIBITORS AND CONRTACTORS WILL BE REQUIRED TO LEAVE THE SITE BY THE SECURITY FORCES. THERE WILL BE NO RE-ENTRY AFTER THIS TIME. EXHIBITION OPENING / TIMINGS OPENING CEREMONY 16 th January 2017, Monday 16 th January 2017, Monday 09:00 17:00hrs 10:00 17:00hrs EXHIBITION OPEN DAYS 17 th January 2017, Tuesday 18 th January 2017, Wednesday 09:00 17:00hrs 10:00 17:00hrs 09:00 17:00hrs 10:00 17:00hrs 19 th January 2017, Thursday 09:00 16:00hrs 10:00 16:00hrs BREAK DOWN Removal of handheld goods 19 th January 2017 Thursday 16:00hrs 22:00hrs Dismantling and removal of stands 19 th January 2017, Thursday 17:00hrs 24:00hrs 20 th January 2017, Friday 00:01hrs 17:00hrs ALL EXHIBITS, STAND FITTINGS AND WASTE MUST BE CLEARED FROM THE SITE BY 17:00 HRS ON Friday 20 th JANUARY 2017 FAILURE TO MEET THIS DEADLINE WILL RESULT IN A PENALTY FEE Page 5
List of Order Forms Exhibitors should pay particular attention to the form deadlines to avoid disappointment and late order surcharges. Many of the deadlines fall weeks in advance of the show dates so it is recommended that exhibitors download the manuals and forms and place their orders as soon as they receive their login details. Orders will not be processed until payment has been received in full by the suppliers. PLEASE NOTE: There are numerous mandatory forms that MUST be submitted in order for participation at the exhibition to be possible. For Official Contractor / Supplier contact details, please refer to their respective service order forms. Compulsory / DEADLINE FORM SERVICE RETURN TO Optional 07 November 2016,Monday 1 Free Catalogue Entry To be completed online All Exhibitors 14 December 2016, Wednesday 2 Advertising Opportunities - Promote at WFES 2017 Reed Exhibitions Optional 07 November 2016,Monday 3 Exhibitor Badges Reed Exhibitions All Exhibitors 14 December 2016, Wednesday 4 Name Board Smart Design LLC Shell Scheme 18 December 2016, Sunday 5 Mains Power, Water & Waste Smart Design LLC Space Only 14 December 2016, Wednesday 6 Furniture & Shell Scheme Items Smart Design LLC Optional 14 December 2016, Wednesday 7-A Stand Contractor & Stand Design Details Reed Exhibitions Space Only 14 December 2016, Wednesday 7-B Complex Structure Submission Reed Exhibitions 15 January 2017, Sunday 7-C Complex Structure Certificate of Integrity Reed Exhibitions 14 December 2016, Wednesday 8 Vehicle Display Arrival Schedule Reed Exhibitions Optional Space Only Complex Structure Space Only Complex Structure 20 January 2017, Friday 9 Stand Dilapidation Check List Reed Exhibitions Space Only 14 December 2016, Wednesday 10 Security Deposit Reed Exhibitions Space Only 15 November 2016, Tuesday 11 Freight & On-site Handling Schenker DB Optional 14 December 2016, Wednesday 12 Rigging & Banner Hanging ADNEC Optional 14 December 2016, Wednesday 13 IT & Telecommunications ADNEC Optional 14 December 2016, Wednesday 14 Stand Catering ADNEC Optional 14 December 2016, Wednesday 15 Static Security Order Form ADNEC Optional 14 December 2016, Wednesday 16 Stand Cleaning ADNEC Optional 14 December 2016, Wednesday 17 Skip Order Form ADNEC Optional 14 December 2016, Wednesday 18 Parking Order Form ADNEC Optional 28 December 2016, Wednesday 19 Audio Visual/Lighting/Truss/Staging Prince Audio Visual LLC Optional 28 December 2016, Wednesday 20 Floral and Plants Blooms Optional 14 December 2016, Wednesday 21 Temporary Personnel Vibes Optional 14 December 2016, Wednesday 22A Hotel Accommodation Optional 14 December 2016, Wednesday 22B Hotel Accommodation Rotana Optional 14 December 2016, Wednesday 23 Car Hire Optional 22 December 2016, Thursday 24 Raffle Prize Draw Order Form ADNEC Optional 14 December 2016, Wednesday 25 Flight Request Form Optional 14 December 2016, Wednesday 26A Visa Application Form Optional 14 December 2016, Wednesday 26B Visa Application Form ADNEC Optional 16, 17, 18, 19 January 2017 27 Maintenance of Exhibits Reed Exhibitions Optional Immediate 28 Capital Suites (Meeting Room) Booking Form Reed Exhibitions Optional 07 November 2016,Monday 29 New Products Guide Form Reed Exhibitions Optional Page 6