EXHIBITOR'S MANUAL - Comtecgroup Manual... · Exhibition Hall Technical Specification Capacity Exhibition Hall Ceiling Height (m) 2.4m Entrance Height (m) 2.2m Maximum Stand Construction

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EXHIBITOR'S MANUAL The Inaugural Asia-Australia Congress on

CONTROVERSIES IN OPHTHALMOLOGY

Anterior Segment • Glaucoma • Retina

Date: 5 - 8 Feb, 2015

Venue: Sheraton Saigon Hotel

88 Dong Khoi, District 1

Ho Chi Minh City, Vietnam

Organizer:

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Contents:

I. Exhibition Guideline Page No.

1. General Information 3

2. Site Map 4

3. Technical Specification 4

4. Operation Schedule & Overtime 5

5. Rules & Regulations 5

II. General Services & Order Forms

1. Free Services 12

FS-1: Fascia Name

2. Construction Services

CS-1: Electrical Rental 13

3. Required Services

RS-1: Additional Furniture 15

RS-2: Telecommunication Rental 17

RS-3: Booth Personnel (Interpreters/ Hostess) 18

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I. Exhibition Guideline:

1. General Information:

Exhibition Name: The Inaugural Asia-Australia Congress on

CONTROVERSIES IN OPHTHALMOLOGY (COPHY)

Venue: Sheraton Saigon Hotel

88 Dong Khoi, District 1

Ho Chi Minh City, Vietnam

Date: 5 - 8 Feb, 2015

Exhibition Hours:

Host:

Organizer:

OFFICIAL EXHIBITION CONTRACTORS:

Official Stand Contractor:

Indochina Heritage Travel Services Co.,Ltd

80 Nguyen Van Thu Street,

Dakao Ward, Dist. 1, Ho Chi Minh City, Vietnam

Tel: +84-8-39102773 / 39102775 Fax: +84-8-39102783

E-mail: [email protected]

Contact: Mr. Vo Thanh Tam (Thomas)

Handphone: +84-90-8175819

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2. Site map:

3. Technical Specifications:

Exhibition Hall Technical Specification

Capacity Exhibition Hall

Ceiling Height (m) 2.4m

Entrance Height (m) 2.2m

Maximum Stand Construction Height

(m) 2.4m

Power Supply Single Phase: Three Phase:

Ventilation Air-conditioning

Fire Protection Fire Detection & Alarm System

Water Riser & Horse Reel, Portable Fire

Extinguisher

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4. Operation Schedule & Overtime:

Build-up Period Date Time

Official Booth Contractor begin floor

making & Booth construction

5 February 2015 13:00 – 00:00

Exhibition Period Date Time

Opening Hours

6 – 8 February

2015

8:00 – 18:00

8 February 2015 Tear-down period 18:00 - Midnight

Note:

Delivery and removal must not be done during the opening hours of the exhibition

area.

The forwarding/transport contractor will assist exhibitors in delivery and removal

the exhibit.

During the time of constructing/decorating the booth or delivery/removal, exhibitors

are requested to protect exhibit by themselves. The Organizing Board will not take

responsibilities for any stolen, lost, or damaged exhibits before the time of Opening

Ceremony and while/after exhibitors removal exhibits, and during time of opening

exhibition.

Comtec med has the right to move the location of the exhibition hall and the

discretion of the Congress and participants if needed to the benefit of the Congress.

5. Rules & Regulations

1. Exhibits Transportation

For efficiency, ease of operation and co-ordination, all freight from overseas

exhibitors must be handled by the Official Freight Forwarder within the exhibition

hall. The Official Freight Forwarder is the only agent who has the right to collect

the exhibits from the port.

APT Show Freight Vietnam Co., Ltd

180 -182 Ly Chinh Thang Street, Ward 9, District 3, Ho Chi Minh City, Vietnam.

Unit 615, 6th Floor, Giay Viet Plaza Building

Tel : (84-8) 62905460 /66843722

Fax : (84-8) 62905406

H/F : (84) 903 901599

Email : [email protected]

Web : www.aptshowfreightlogistics.com

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Due to customs clearance problems, Exhibitors are strongly advised to contact the

appointed official freight forwarder for all details before any exhibits being shipped

to Vietnam. The Organizers would not be responsible for any loss and delay of

exhibits during forwarding process.

2. Construction of Special Design

Special design by exhibitors will have to be within architectural controls and get

approval by the Organizer before build up. No stands will be allowed to neither

exceed 2.5m height nor use passages inside the hall for construction, woodwork,

and painting and for storage of exhibits. Exhibitors will be responsible to remove

empties, waste materials at least 2 hours before the exhibition opens. Exhibitors

should take all necessary precautions to prevent any harm done to the exhibition

venue’s property and is liable to compensate any damages of venue’s property

caused by his/ her staff.

Please send a copy of your booth plan to [email protected] by November 1st,

2014.

Please ensure that the plan includes all dimensions and please indicate whether the

booth will have a floor (height and material).

Note: Exhibitors are advised to use the Official Constructor appointed by the

Organizer for setting up special design. Outside contractors also have to pay deposit

to the Official contractor before they move into the hall. This serves as a

performance bond as well as damage deposit. The Hall’s owner will refund the

deposit after deduction for damages (if any) within 14 days after the Exhibition

finishes.

mailto:[email protected]

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Standard Booths

Standard booths will be provided by Official Constructor with uniform design.

Booth A

Price: 450 USD

Booth A includes: partitions, company’s name on fascia, 1 information counter, 2

chairs, 2 fluorescent lights, 1 LCD 42 inch, 1 power point of 15 Amp, 1 rubbish bin,

, security and cleaning services. (Excludes poster on the partitions)

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Booth B

Price: 400 USD

Booth A includes: partitions, company’s name on fascia, 1 information counter, 2

chairs, 2 fluorescent lights, 1 LCD 42 inch, 1 power point of 15 Amp, 1 rubbish bin,

, security and cleaning services. (Excludes poster on the partitions)

3. Electrical installations

The number and type of additional electrical fittings and installations required must

be indicated by the Exhibitor on the application form for “Electrical Services and

Additional Furnishings”.

a. No flashing lights, neon lights or 500W flood light will be permitted. In case of

using light box displays, every single fluorescent used will be treated as one

lamp and charged at the price of additional order of fluorescent. Exhibitors who

bring their own lamps must apply for permission from the Organizers and pay

the hook up charge equivalent to rental per lamp.

b. Any design of electrical installation must be submitted to the Organizers for

approval before the deadline indicated. No installation work shall be carried out

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without the written permission of the Organizers. The Organizers reserve the

right to disconnect electricity supply to any exhibitor whose installation is

violating the Organizers’ regulations, dangerous or likely to cause annoyance to

visitors or their Exhibitors.

c. No multiplug is allowed to be used. All sockets are for machine operation only,

not for lighting. One socket for one machine.

4. Furniture

While Exhibitors may obtain from any sources they wish, a range of furniture items

is available on hire from the Official Constructor. Please indicate any requirements

on application form for “Electrical Services and Additional Furnishings”

5. Special arrangements and others

Exhibitors may apply on application form of “Special arrangements” for

arrangements like water and disposal arrangement, telephone, compressed air etc…

Only the Official Contractor is permitted to undertake this task.

6. Stand cleaning

a. Cleaning services of the general areas will be provided at the end of each day of the

exhibition.

Individual cleaning services for booth can be ordered upon request at additional

cost. It is the responsibility of the Exhibitors to maintain their stands in the tidy

condition at all times.

b. Exhibitors are to make their own arrangements with the Official Freight Forwarder

for removal of items not for display purpose and rubbish resulting from unpacking

exhibits such as carton boxes, crates, plywood before the Exhibition opens, and

clean out all exhibits and constructed items immediately after the close of

Exhibition.

7. Storage

The Organizer is unable to provide storage facilities on site for packing cases plus

materials or other properties of the Exhibitor. Prior arrangements for the safe

keeping of such items must be made with the Official Freight Forwarder.

8. Operation of Stand

All Exhibitors are requested to wear badges during the exhibition time and be

present at their booths at least 30 minutes before opening hour and leave the

Exhibition Hall not later than 30 minutes after closing time. When arriving at stand

in the morning, should exhibitors find something loss, damage must keep the status

and inform the Organizer immediately to settle the problems.

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9. Exhibitor’s Admission

Please send the names of your company representative, who will be manning the

booth to Ms. Danielle Adler at [email protected] by no later than November

1st, 2014.

10. Contact Information for Setup

Kindly send the following details to Erez Lachiany [email protected]

Name of your construction company.

Contact person who will be representing your company in the booth built

up.

Date and times your company representative expected to arrive to the site.

Estimated time your company need for booth set up.

Electricity: if you are building your own booth, please make sure to order

electricity from the exhibition supplier as per the manual.

11. Fire prevention

The Organizer is authorized to limit demonstration of all materials which are in its

sole discretion deemed to be potential fire hazards and is entitled to remove them

out of exhibition hall in order to ensure the security. All expenses for the removal

shall be born by the exhibitor.

12. Security and Insurance

Security will be provided for the whole exhibition area over night after the

exhibition opening hours. Exhibitors are responsible for the protection of their

personnel, booth displays and all other materials AT ALL TIMES. Comtec will not

be held responsible for bodily injury, theft or damage to Exhibitor's personal

property, products or exhibit. All companies are to adhere to security measures and

procedures. Arrangements for additional and individual security for booths can be

made at an additional cost.

13. Others

a. No glue, scotch tape, self-adhesive paper, screws, nails, spikes, pins or paint

may be used on floors, walls, pillars, or a part of the Exhibition Hall.

b. Smoking, excessive drinking and gambling are not allowed.

c. No pressurized containers or air compressors shall be used at the Exhibition

Hall for any purpose without the prior approval of the Organizers. Fire

hazardous work is prohibited.

d. For other details please refer to the exhibition regulation in the contract.

e. The Organizers will not entertain any application for services without payment.

f. All Exhibitors/contractors must observe the rules and regulations of the

Organizers



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II. GENERAL SERVICES & ORDER FORMS

1. Free services

Form FS - 1 : FASCIA NAME

Please return this form to: Vietnam National Trade Fair & Advertising Company

(VINEXAD)

9 Dinh Le, Hanoi, Vietnam

Tel: (84 4) 38255546 Fax: (84 4)39363085

( ) We need special design and have appointed the following contractor to work for it.

Details of that contractor are enclosed here with for your approval:

Name of Contractor:

Address :

Tel : Fax:

Contact Person : Email:

Please fill in the blocks below your company’s name using capital letter (one letter in one block):

Company Name:…………………….……………………Booth No:………………………………. Contact Person: …………………….…………………………………………………………..……

Note: Not more then 30 English letters, exceeding words will be subject to change by Official Contractor.

- ... is the Official Constructor. - All electrical works including lighting, power points, switch-box, electrical wiring, water supply and

drainage works must be performed by the appointed official contractor exclusively. Exhibitors using other contractors to work on site should notify the

organizers in advance and submit the full details of the contractor for

approval.

- Dimensional drawing of special design must be sent to the organizer for approval before performance.

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Form CS - 1 : ELECTRICAL ITEM RENTAL

No

.

Item Description Unit

Price

(USD)

Quan. Sub-Total

1 Fluorescent Tube 40W – 60W 22

2 Spotlight 100W 22

3 Long Arm Spotlight 100W 33

4 Flood Light 300W 50

5 13Amp Socket (Single phase,

220V)

44


220V)

55


220V)

110


220V)

220


380V)

275


380V)

308


380V)

495

(Note : All electrical works shall be carried out by the Official Contractor only.)

1. All orders must be accompanied with full payment to Indochina Heritage.

2. All items ordered are on rental basis and exhibitors will be held responsible for any

damages or loss caused.

3. Exhibitors are not permitted to connect their own electrical fittings. (No individual

generators are allowed to be used)

4. Where it not otherwise stated, the listed prices are for the duration of the exhibition period

days.

5. The power point used can either be flat pin or round pin (13Amp/220V) but must be 2-pin

only.

6. One socket must be used for one exhibit only at a time. One lighting connection must be

used for one light only at a time. Multipoint connection is not allowed to prevent the risk

of power overload.

7. Sockets supplied are to be used for running equipment/exhibits only. If used for lighting

purposes, lighting connections charges will be applied.

8. The above prices are excluded of 10% VAT.

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Conditions Rental:

Order will only be processed when full payment is received

For furniture items not listed above, exhibitors are requested to provide full details below for quotation:

We need _____________________________________________________________________________

Full payment must be submitted with this order. Enclosed is cheque no.__________for US$___________

Payable to:

Indochina Heritage Travel Services Company Ltd.

Add: No. 80 Nguyen Van Thu St., Dakao Ward, Dist. 1, Vietnam

Bank: ANZ Bank (Vietnam) Limited Account Number: US$ 639252

Bank: ACB Bank Account Number: VND 89114539

The contractor has to responsibility about your job.

Exhibitor’s Name: _________________________________

Booth No: _________________________________

Address: _________________________________________

Tel:_____________________Fax: ____________________

Email: ___________________________________________

Person in charge of exhibition:________________________

Title: ____________________________________________

Signature:_________________________________________

Date: ____________________________________________

Send this form to:

The Organizer

Indochina Heritage Travel Services

Company Ltd. Add: No. 80 Nguyen Van Thu St.,

Dakao Ward, Dist. 1, Vietnam

Tel: (848) 39102773

Fax: (848) 39102783

Email: tam.vo@indochina-

heritage.com

(Please continue overleaf)

PLEASE KEEP A COPY FOR YOUR

RECORD

tel:_____________________Fax

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2. Required Services

Form RS - 1 : ADDITIONAL FURNITURE RENTAL

No

.

Item Description Unit Price

(USD)

Quan. Sub-

Total

1 Information Counter 1,000L x 500W x 750Hmm 31

2 Coffee Table 600L x 600W x 500Hmm 33

3 Square Table 600L x 600W x 750Hmm 33

4 Round Table Æ800 x 750Hmm 33

5 Display Cube 500L x 500W x 500Hmm 28

6 Display Cube 500L x 500W x 750Hmm 33

7 Lockable Cupboard 1,000L x 500W x 750Hmm 39

8 Low Show Case 1,000L x 500W x 1,000Hmm 55

9 Low Show Case 500L x 500W x 2,000Hmm 77

10 High Show Case 1,000L x 500W x 2,000Hmm 105

11 Glass Show Case 1,000L x 500W x 1,000Hmm 55

12 Folding Chair 6

13 Easy Arm Chair 22

14 Shelf (Slope or Flat) 1,000mmL x 300mmW 11

15 Catalogue Holder 11

16 Folding Door with

Lock / Convention

55

17 Carpet / per square

meter

5

18 Single Wall Panel 1,000mmL x 2,400mmH 17

19 Refrigerator 90L 150

20 Water Dispenser Including water (3 bottle 12L) 66

21 Coffee machine Including 1kg Vietnamese

coffee

110

21 21” LCD (Multi-

system) c/w DVD

110

22 42” LCDTV per day

c/w DVD

160

23 DVD Player 55

24 Potted Plant 8

1. All orders must be accompanied with full payment to INDOCHINA HERITAGE.

2. All items ordered are on rental basis and exhibitors will be held responsible for any

damages or loss caused.

3. Where it not otherwise stated, the listed prices are for the duration of the exhibition period

days.

4. All prices are excluded of VAT 10%

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Conditions Rental:

Order will only be processed when full payment is received


We need _____________________________________________________________________________


Payable to:





The payments are non-refundable.

Exhibitor’s Name: _________________________________

Booth No: _________________________________

Address: _________________________________________

Tel:_____________________Fax: ____________________

Email: ___________________________________________


Title: ____________________________________________

Signature:_________________________________________

Date: ____________________________________________

Send this form to:

The Organizer




Tel: (848) 39102773

Fax: (848) 39102783

Email:



RECORD

tel:_____________________Fax

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Form RS - 2 : TELECOMUNICATION RENTAL

HIGH SPEED INTERNET LINE /TELEPHONE / FAX RENTAL DURING SHOW DAY

Item

Unit Cost

per line per

show

Refundable

Deposit

Quantity

of Line

Date Sub-

Total

(USD) From To

Telephone Line with IDD

Local Line

Fax Line with facsimile

machine

Cable –1 user per line

Cable –2 – 5 users per line

(includes port hub)

Wireless – 1 user

Wireless – 1 user per day

TOTAL

Exhibitor’s Name: _________________________________

Booth No: _________________________________

Address: _________________________________________

Tel:_____________________Fax: ____________________

Email: ___________________________________________


Title: ____________________________________________

Signature:_________________________________________

Date: ____________________________________________

Send this form to:

The Organizer




Tel: (848) 39102773

Fax: (848) 39102783

Email:



RECORD

tel:_____________________Fax

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Conditions of Equipment Rental:

1. Due to limited telephone lines available in ........, all exhibitors are encouraged to place

orders at least 30 days prior to Exhibition opening. Late orders may be accepted with

surcharge levied as follows:

After the deadline to Exhibition Opening: 30%

On-site Order : 50%

2. Daily computerized summary of total billings incurred on call expenses will be printed for

the Exhibitor. Daily usage shall be paid based on the daily computers summary. Final

outstanding payments after termination of all telephone service are deducted from the

deposit made. Any excess expenses beyond the deposit paid must be settled before the end

of the exhibition.

3. All exhibitors are fully accountable for the instruments as well as total usage upon

installation and activation of lines. The cost of equipment if loss or damaged, is US$....and

US$.... per telephone set and facsimile machine respectively.

4. ............. also offers a comprehensive range of secretarial services to exhibitors. (Please

see the Services Price List)

5, Order will only be processed when full payment is received


We need _____________________________________________________________________________


Payable to:





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Form RS- 3 : BOOTH PERSONNEL (INTERPRETER & HOSTESS)

Exhibiting Company_______________________________________________

Stand No. ____________

Person-in-charge: ________________________________ Title: ___________

Note: The interpreters are without any technical background and therefore can only perform usual

general interpreting work.

Description Quantity Cost (USD) Amount

Booth Assistant (Male r Female) 240 USD

r Female) 360 USD

Temporary Worker 90 USD

Security Service 180 USD

Carpet vacuuming USD

Subtotal: USD

10% VAT: USD

Total: USD

Please note:

1. Before renting, Interpreter and Professional Interpreter would be checked their language

skill by Exhibitor.

2. Order is valid only when accompanied with full remittance. Cheuque /bank draft should be paid

in favor of:





3. The surcharge of 10% will apply for the order after .......... and 30% surcharge will be

applied for order on site.

4. The Exhibitors will receive 30% refund for their cancellation during set up time. There will

be no refund for cancellation during show day.

5. Payments on site must be paid in Cash Only.

To be addressed to:



Tel: (848) 39102773 Fax: (848) 39102783

Email:

Signature with Company’s stamp: ..................................................................................

Documents

EXHIBITOR'S MANUAL - Comtecgroup Manual... · Exhibition Hall Technical Specification Capacity Exhibition Hall Ceiling Height (m) 2.4m Entrance Height (m) 2.2m Maximum Stand Construction