26th - 27th of February 2014 Institute of Applied Technology Auditorium Abu Dhabi, UAE In Association with Organised by Exhibition & Conference Manual www.aviationtrainingshow.com Exhibition & Conference Manual Contents IndexPage# Organizer............................................................... 3 Venue / Event Timings............................................... 4 Deadlines to be met!!!............................................... 5 General Guidelines for Exhibitors.................................. 6 Exhibitor Fascia Board............................................... 9 Exhibitor Badges...................................................... 9 Exhibition Catalogue Entry.........................................10 Conference Delegates...............................................11 Official Hotels........................................................11 Official Stand Contractor...........................................12 Official Freight Forwarder..........................................12 Catering & Flower arrangements..................................12 Travel Services.......................................................13 www.aviationtrainingshow.com Page 2 Exhibition & Conference Manual Organizer Organized by M/s Arabian Reach FZ LLC Office #F02, Circular Building International Media Production Zone Dubai, United Arab Emirates, Po.Box: 125186, Dubai, Tel: 00971 4 4472 811, Fax:00971 4 4472 810 Web: www.arabianreach.com Organizer Contacts at the Institute of Applied Technology (IAT) Campus during 25-27th of February 2014 (Exhibition Venue) Mr. Croydon Fernandes Mobile: 00971 52 982 6471 www.aviationtrainingshow.com Page 3 Exhibition & Conference Manual Venue & Timings Venue Institute of Applied Technology Campus Sheikh Mohammed City Abu Dhabi, United Arab Emirates Tel: 00971 2 695 1000 Web: www.iat.ac.ae Event Dates 26.02.2014 – 27.02.2014 (Wednesday & Thursday) Conference Timings Conference Delegate registration: 09.00hrs – 10.00hrs (all days) Conference timing: 10.00hrs – 16.00hrs (all days) Exhibition Exhibition timing: 10.00hrs – 17.00hrs (all days) Official Inauguration 09.30hrs (26th of February 2014) www.aviationtrainingshow.com Page 4 Exhibition & Conference Manual Deadlines to be met! No Grace Period 1. Exhibitor Stand Setup should completed before: Before 20.00hrs on 25th of February 2014 2. Exhibitor Move-Out: From 17.00hrs – 20.00hrs on 27th of February 2014 3. Exhibitor Organization Information: 22th of February 2014 4. Free Exhibitor entry in the catalogue: 20th of February 2014 5. Exhibitor Badges: 25th of February 2014 6. Hotel Booking: 24th of February 2014 7. Stand Request: 24th of February 2014 (Note: Onsite stand orders will be charged 20% extra) 8. Catering: 24th of February 2014 9. Flower / Gift Items: 24th of February 2014 www.aviationtrainingshow.com Page 5 Exhibition & Conference Manual General Guidelines for Exhibitors & Conference Delegates 1. Shell Scheme Booth: Exhibit space, partition with laminated panels, fascia and carpet will be provided. 2. Shell scheme Stand Spec: 9 sqmtr stand and in multiples will be provided with table, chairs, power socket, focus lights, waste bins, carpet and fascia board. 3. Open Stands: Opens stands are available in 24sqmtr only. The exhibitor should construct the stand and to range the entire stand requisites for display, furniture, stands lights and other requirements. 4. Open stand setup arrangements: All exhibitors may contact, the official stand contractor of the International Aviation Training Show 2014 to assist to setup the exhibition stands. Visit: www.aviationtrainingshow.com and visit “Official Stand Contractor” link. 5. Logistics Services: All exhibitors may contact DB Schenker (official stand contractor) for the shipping & logistics requirement. Visit: www. aviationtrainingshow.com and visit “Official Freight Forwarder” link 6. Exhibitor accepts and acknowledges that they have been assigned a specific location for the exhibit / displays and exhibitor accept the assigned location. 7. Setup of open exhibition stands: The exhibit area will be open and exhibitors may begin stand construction at 10.00hrs on 24th of February 2014 for all stands and the stand construction should ends up before 20.00hrs on the 25th of February 2014 for all open space stands. 8. Shell Scheme Stand Setup: Shell scheme stands are ready of occupation by the exhibitors from 17.00hrs on 25th of February 2014. www.aviationtrainingshow.com Page 6 Exhibition & Conference Manual 9. Exhibition Hours: The exhibition will be open, and the exhibitors musty staff their booths from 09.30hrs – 17.00hrs on both days. 10. Removal of Exhibits: Exhibitors are allowed to remove the exhibiting materials, display items and dismantling the stands from 17.00hrs on 27th of February 2014 and the removals should be completed before 20.00hrs on 27th of February 2014. For exhibits not removed on time, management will remove exhibits and charges expenses to the exhibitor. 11. Exhibitor Registration: Exhibitors are having the privilege to register unlimited exhibitor badges to their staff & partner companies. The exhibitor badge holders entry are restricted in to the conference hall and having complete access in to the exhibition area during the exhibition hours. 12. Safety Regulation: All material used for booth decoration must be nonflammable in nature. Electric signs and equipment must be wired to meet the safety specifications of local safety authorities. Fire extinguishers on walls, on the floor or in other places must not be removed or replaced or obstructed in any manner. 13. Insurance and Liability: Exhibitor bears the entire responsibility and liability of any losses, damages and claims arising out of injury to persons or damage to the exhibitor’s display materials, equipment, materials / properties brought in to the exhibition premises. The exhibitor agrees to indemnify, defend, save and hold harmless to organizers, event hotel, its operator, and each of their respective parent companies, subsidiaries, affiliates, representatives, owners, employees, directors, partners and agents against all claims or expenses such losses, including legal & attorney fees, state charges, fines arising out of our caused by the exhibit installation, removals, maintenance, occupancy or use of the exhibition premises or a part thereof. The exhibitor understands that neither the organizer nor the event hotel maintains insurance covering the exhibitor’s properties or lost revenue, and it is the sole responsibility of the exhibitor to obtain such insurance to protect the exhibitor’s interest. www.aviationtrainingshow.com Page 7 Exhibition & Conference Manual 14. Exhibition Space Limitations: Exhibitor staffs and equipment must remain within the provided area of their booth and are not permitted to occupy the aisle space, fire lanes or walking area. Exhibitors who violate these regulations are subject to the immediate closing of their exhibition booth, without refund of the exhibitor registration fees, as violations could result in the closure of the entire show by the regulatory / safety bodies. 15. Payment Default: If the exhibitor fails to pay, when due, any sum required by the exhibitor registration form, or fails to observe or abide the exhibitor guidelines, the organize reserve the right to terminate the contract immediately without refund of any money previously paid. 16. Trade Visitors / Guests: Exhibitors having the privilege to invite any number of trade visitors / guests to attend the event and all the attendees are provided with Trade Visitor Passes. The trade visitor badge holders are having entire access to the exhibition area and do not having access to the conference hall. 17. Force Majeure: The exhibition & conference may be postponed, shortened or the location of the booth may be changed due to reasons whatsoever outside the control of the organizers. The organizers shall not be responsible for any loss sustained by the exhibitors, directory or indirectly, attributable to the elements of the nature, force majeure or orders and directives imposed by any relevant authorities. 18. Amendments: organizers: Organizers reserves the right to interpret, amend and enforce the terms & conditions, rules and regulations, established guidelines. Written notice of any amendments or interpretations will be provided to each exhibitor. Each exhibitor, for him/ herself, his/her agents and employees agree to s to abide by all the terms & conditions, rules and regulations and to follow the guide lines, set forth herein or any subsequent amendments or interpretations. www.aviationtrainingshow.com Page 8 Exhibition & Conference Manual Exhibiting Company Information Submit before (22th of February 2014) Exhibitor’s Name : Booth# : Exhibitor’s Address : Phone : Fax : Email : Name for display on the Booth (Fascia) : Exhibiting Company Badge Information Employee Name: Title: Employee Name: Title: Employee Name: Title: Employee Name: Title: Employee Name: Title: Employee Name: Title: www.aviationtrainingshow.com Page 9 Exhibition & Conference Manual Free Exhibitor Entry for Event Catalogue Submit before (20th of February 2014) Mr. Ms.: Title: Company: Address: City: State: Zip: Country: Phone: Fax: Email: Web: Product / Service Description (in 25 Words) www.aviationtrainingshow.com Page 10 Exhibition & Conference Manual Conference Delegate Conference Delegate Badges: The conference delegate badges shall be collected from the designated registration desk at Institute of Applied Technology Campus located at Sheikh Mohammed City, Abu Dhabi, United Arab Emirates from 09.00am on 26-27th of February 2014. The registered delegates will gain access to the entire conference sessions, 2 days buffet lunch and coffee breaks and the exhibition area. Conference Delegate Privileges Hotel Reservations Will receive a conference delegate bag with conference program, exhibitor catalogue, notepad, pen and promotional materials of the sponsors / exhibitors including corporate brochures, CD’s and pen drives. Ms. Monica Raman Administration Manager Tel: 00971 55 7090 416 Email: [email protected] www.aviationtrainingshow.com Page 11 Exhibition & Conference Manual Official Stand Contractor Mr. Sumeet Bhandari Future Vision Event Services Tel: 00971 6 567 0262 Fax: 00971 50 357 6449 Email: [email protected] Official Freight Forwarder Mr. Marvyn Mathias DB Schenker Tel: 00971 4 2956 111 Mob: +971 55 1007 508 Email:[email protected] Catering & Flower arrangements Mr. Sumeet Bhandari Future Vision Event Services Tel: 00971 6 567 0262 Fax: 00971 50 357 6449 Email: [email protected] www.aviationtrainingshow.com Page 12 Exhibition & Conference Manual Travel Services United Arab Emirates – Facts Official Name: United Arab Emirates GMT: +4hrs ISD Dialling Code: 00971 Capital City: Abu Dhabi Other Cities: Al Ain, Dubai, Sharjah, Ajman, Umm Al Quwain, Ras Al Khaimah and Fujairah. Border countries: Oman and Saudi Arabia Nationality: Emirates Currency: Arab Emirates Dirham Languages: Arabic (official), English widely spoken Reaching United Arab Emirates by Air United Arab Emirates is well connected by Air with the major world cities through major global airlines including Emirates, Etihad Airways, Air Arabia, Flydubai, Saudi Arabian Airlines, Oman Air, Qatar Airways, Kuwait Airways, Lufthansa, British Airways, Air France / KLM, United Airline, Singapore Airlines, Air India, PIA, Sri Lankan Airlines, Malaysian Airline, Air Nippon, Thai Air, Air China and others. Reaching United Arab Emirates by Road Well connected by road with major cities in the Middle East including Saudi Arabia, Qatar, Bahrain, Kuwait and Oman. Climate in February 2014 United Arab Emirates enjoys a moderate weather during the month of February and the average temperatures are 25C – 35C www.aviationtrainingshow.com Page 13 Exhibition & Conference Manual Entry Visa to United Arab Emirates Citizens of the following countries are eligible for a free-of-charge visit visa at all UAE airports or other points of entry: Australia, Austria, Andorra, Belgium, Brunei, Denmark, France, Finland, Germany, Greece, Hong Kong, Iceland, Ireland, Italy, Japan, Liechtenstein, Luxembourg, Malaysia, Monaco, Netherlands, New Zealand, Norway, Portugal, Republic of Korea, San Marino, Singapore, Spain, Switzerland, Sweden, United States of America, United Kingdom with (Right of Abode in UK) and the Vatican. The visa is valid for 30 days, renewable once. The citizens of Saudi Arabia, Oman, Kuwait, Qatar and Bahrain will also receive on arrival visa at all UAE airports or other points of entry. Note: If you do NOT fall into one of the above categories, you will require a visa and a sponsor for your visit. The sponsor normally applies for the visa on your behalf. Our suggestions: (a) Emirates Airline, Etihad Airways, Flydubai and Air Arabia are facilitating its international passengers with UAE visit visa at a very nominal cost. Kindly book your air ticket with these airlines OR ask your hotel in UAE to facilitate the UAE Visa for you. b) Hotels & Tourist Companies can apply, on your behalf, for a Tourist Visa (valid for 30 days); or a Service Visa (valid for 14 days); or a Visit Visa (valid for 30 days and can be extended for another 30 days). www.aviationtrainingshow.com Page 14