EXHIBITOR MANUAL 26 – 28 March 2015 JAKARTA INTERNATIONAL EXPO 26 – 28 March 2015 Jakarta International Expo Dear Exhibitor, Thank you for your support and participation in EXPO CLEAN 2015 and EXPO LAUNDRY 2015, which will be held on 26 – 28 March at the Jakarta International Expo, Kemayoran, Jakarta, Indonesia. This Exhibitor Manual is your guide and reference in preparing your participation. Please read this manual carefully and follow the procedures and guidance to ensure that your participation meets you needs and expectations. The Manual also contains forms you need to submit, kindly note all the deadlines to ensure that all relevant matters are processed accordingly. Please keep a copy of all the forms you submitted for your own record and reference. The Manual is divided into the following parts : Part A: Schedule of on-site working and deadlines for order forms; Part B: General Information on the venue, admission, official contractors, contacts, etc; Part C: Stand Construction and Management information and regulations for stand construction and move-in/out. Especially for Raw Space exhibitors and contractors or Shell Scheme with modifications; Part D: Freight Forwarding Part E: Emergency Procedures Part F: Publicity Services tips and tools to help you develop your marketing programme for the event, including catalogue listing, inviting clients, where to advertise, etc; Part G: Forms Checklist of all the order forms. Should you require any assistance or have any questions about working on this Manual, please do not hesitate to contact us, our team contact number is +62 21 5835.4654 / 7060.8638 or email [email protected] We thank you for your valuable support and co-operation. We look forward to seeing you in the event. Sincerely, EXPO CLEAN & EXPO LAUNDRY 2015 THE ORGANISER 2 26 – 28 March 2015 Jakarta International Expo 3 26 – 28 March 2015 Jakarta International Expo How to Get to Jakarta International Expo By Car: By main roads through Jalan Gunung Sahari Raya, turn to Jalan Angkasa and head for Kemayoran. By Tollway, exit PRJ Kemayoran and turn around in Jalan Benyamin Sueb. Parking available in the West and East Parking and in front of Trade Mart Building *************************************************************************************** If you are taking a taxi, you may inform the driver to take you to : Arena Pekan Raya Jakarta / Jakarta Fair Jakarta International Expo Kemayoran, Jakarta Taxi Drop Off at the Trade Mart Building 4 26 – 28 March 2015 Jakarta International Expo CONTENT A Forms Deadline Page 6 B General Information Page 7 C Stand Construction and Management Page 16 D Freight Forwarding Page 22 E Emergency Procedures Page 26 F Publicity Services Page 27 G Forms Checklist Page 29 5 26 – 28 March 2015 Jakarta International Expo A FORMS DEADLINE FORMS SUBMISSION DEADLINE SUBMISSION DEADLINE FORM 30-Jan-2015 30-Jan-2015 30-Jan-2015 30-Jan-2015 30-Jan-2015 30-Jan-2015 30-Jan-2015 30-Jan-2015 13-Feb-2015 13-Feb-2015 13-Feb-2015 13-Feb-2015 13-Feb-2015 13-Feb-2015 13-Feb-2015 13-Feb-2015 Form 1 Form 2 Form 3 Form 4 Form 5 Form 6 Form 7 Form 8 Form 9 Form 10 Form 11 Form 12 Form 13 Form 14 Form 15 Form 16 *) Compulsory INDEX Exhibition Directory Entry * Product Index * Principals & Agents * Exhibitor Badges * VIP Visitor Nomination Visitor Invitation Seminar Advertising & Sponsorship Independent Standfitting Contractor Registration ** Booth Map * Lighting and Electrical ** Furniture, Accessories and Decoration Other Services: Compressed Air, Water & Drainage Internet & Telephone Line Heavy & Large Exhibit Visa Application **) Compulsory for “Raw Space” exhibitors 6 26 – 28 March 2015 Jakarta International Expo B GENERAL INFORMATION B1 VENUE AND DATES Venue : Jakarta International Expo, Hall C Arena PRJ Kemayoran, Jakarta, Indonesia Tel +62 21 2664 5000 Fax +62 21 2664 5555 Website : www.jiexpo.com Dates : 26 – 28 March 2015 (Thursday to Saturday) Website : www.expo-clean.com B2 THE ORGANISER MEDIA ARTHA SENTOSA, PT Gedung Puri Garden 9th Fl Unit 910 Jalan Raya Kembangan Jakarta 11610 Indonesia T: +62 21 5835 4654 / 7060 8638 F: +62 21 5830 1097 Email: [email protected] Contacts: Mr. Teddy Halim – Project Director Email: [email protected] Ms. Imastia – Project Administration Ms. Tari – Project Administration Email: [email protected] Mobile : +62 819 0861 7916 Mobile : +62 858 6978 9281 7 26 – 28 March 2015 Jakarta International Expo B3 SCHEDULE MOVE IN SCHEDULE ACTIVITIES DATE & TIME Tuesday, 24 March 2015 0800 - 2200 Move in of Official Stand Contractor Move In of Heavy & Large Exhibits by Official Freight Forwarder 1200 - 2200 Move in of Independent Standfitting Contractors Wednesday, 25 March 2015 0800 - 2100 Independent Standfitting contractors continue to work 1000 - 2000 Exhibitors registration and Move In 1600 Testing of Power Supply, Compressed Air, Water & Exhibit Displays 1800 Completion of Main Construction 2100 Halls Cleaning 2200 Hall Closed EVENT OPENING HOURS DATE & TIME EXHIBITOR VISITOR Thursday, 26 March 0800 - 1900 1000 - 1800 Friday, 27 March 0900 - 1900 1000 - 1800 Saturday, 28 March 0900 - 2300 1000 - 1600 MOVE OUT SCHEDULE ACTIVITIES DATE & TIME Saturday, 28 March 2015 1600 - 1800 Packing of exhibits and move out hand carried items 1700 Termination of Power Supply, Compressed Air and Water to Stands 1800 - 2200 Dismantling of exhibits, stand construction and removal of all materials 2300 Hall Cleaning and Closing All contractors and exhibitors are required to follow this schedule, any overtime beyond schedule will incur in overtime charges which will be levied to contractors who require extension. Important Notice : Exhibitors must present their exhibits throughout the period of the exhibition from 26 – 28 March 2015. No exhibitor is allowed to remove his exhibits from the exhibition floor prior to the official closing of the exhibition. Every exhibitor should have an authorised representative present at the exhibition stand throughout the period and during the installation and dismantling of his exhibits. 8 26 – 28 March 2015 Jakarta International Expo B4 ADMISSION POLICY & BADGES Exhibition Admission Admission to the exhibition hall is free to trade professionals only by registration. Visitors must register and wear their admission badge at all times during the event. Visitors may pre-register online or via fax before the event and collect their badges in the special lane for Pre-Registered Visitors. Age Limit No minors under the age of 18 shall be allowed admission into the exhibition either as a visitor or an exhibitor. Attire As this is a business event, all exhibitors and visitors are required to wear proper business attire or batik; no shorts and slippers are allowed. No photography and video-taking is allowed inside the fair venue. Exhibitor Badges Exhibitor badges will be issued by the organiser on 25 March 2015 from 1000 - 2000 at the Exhibitor Registration Counter located in front of the Exhibition Hall C at the Jakarta International Expo. Exhibitors can collect their badges by presenting their name card on arrival at the venue. Additional badges can be requested throughout the show days at the same counter by presenting business card and applicant needs to be accompanied by colleague who is already with an exhibitor badge. Exhibitors are required to wear their badges to enter the exhibition hall during this period. Visitor Badges Pre-registered and VIP visitors may collect their badges at the Pre-Registered / VIP lanes open at the Registration Counter on site. On site visitors need to complete registration form and get their badge before entering the exhibition hall. Other Badges All organiser - appointed suppliers will be given OFFICIAL CONTRACTOR badges with their company name printed. All stand fitting contractors and their team working in the exhibition hall will be given CONTRACTOR badges. Badges collection is only after all requirements by the Organiser are completed. TEMPORARY badges are given on site, in exchange of a valid ID, for temporary access to the exhibition hall. Please note that holder of this badge is not allowed to work on the stand. Refusal of Admission or Removal from Exhibition Premise The organiser reserves the sole right to deny admission and/or remove any person(s) from exhibition premise if it is deemed by the organiser are necessary in the best interest of everyone. 9 26 – 28 March 2015 Jakarta International Expo B5 STANDFITTING CONTRACTORS The organiser has appointed an official stand fitting contractor for the event below. They will carry out the installation of Shell Scheme stands, electrical work and other organiser’ requirements, CITYNEON PRIMA MANDIRI, PT Kota Baru Bandar Kemayoran, Blok C4 - Jakarta 14410 Tel +62 21 641 4630 Fax +62 21 641 4634 Email: [email protected] Contacts : Ratnawati / +62-816 832 427 Ega Kantika / +62-816 912 021 For RAW SPACE exhibitors requiring standfitting, the organiser provides the following reference of recommended stand fitting contractors for consideration (please note that this is a list of reference only, the organiser shall not be liable for any communication or negotiation between the exhibitors and the contractors). Exhibitors may also appoint their stand fitting contractors beyond this list; appointed contractor must be registered and approved by the organiser. CITYNEON PRIMA MANDIRI, PT Kota Baru Bandar Kemayoran Blok C4 – Jakarta 14410 Tel +62 21 6414630 Fax +62 21 6414634 Email : [email protected] Contact : Zuhairiah / +62-811 1718 24 EUREKA DESIGN Komp. Yon Hub No. BT 32 Kebon Jeruk, Jakarta Barat 11550 Tel +62 853 711 31119 Email : [email protected] / [email protected] Contact : Reyna Ikhsanty / +62-813 165 00589 EVENTPRO SUPPORT ASIA, PT C & C Building - 3rd Floor Jl. Tanah Abang I No. 10D Jakarta Pusat 10160 Tel +62 21 310 3636 Fax +62 21 3193 4470 Email : [email protected] Contact : Windy Satyani / +62-816 1689 716 PARTNERS EXPO Jl. Mercedes Benz Gg. Pancasila V No. 55 Kampung Parung Tanjung Desa Cicadas, Bogor Tel +62 21 8686 2966 Fax +62 21 8686 2965 Email: [email protected] or [email protected] Contacts : Maya Indrawati / +62-816 944 821 Heru Hendrawijaya / +62-815 880 2627 10 26 – 28 March 2015 Jakarta International Expo B6 OFFICIAL FREIGHT FORWARDER PT VISSASA PARAMA NATI is the appointed official forwarding agent and the Customs liaison agent. Shipment schedules, documentation and related matters are handled directly between the official freight forwarder and exhibitors. Please contact them directly for full information. They may be contacted at: PT Vissasa Parama Nati Duta Garden Square Blok A.9 Jl. Husein Sastranegara Tangerang 15124 Indonesia Tel : (62-21) 70767332; 54370666 Fax : (62-21) 54370566 Contacts: Mr Andi Mulyadi - [email protected] Mr Markus Julianto – [email protected] B7 PARTNER HOTELS The Organiser has appointed the partner hotels below. Please check with the partner hotels for shuttle service to the venue. Hotel Name Holiday Inn Jl. Griya Utama Blok B No. 1 Sunter Agung, Jakarta T +62 21 2956 8800 F +62 21 2956 0088 C/P: Mr. Christian Helmi E: [email protected] www.holidayinn.com Hotel Name The Media Hotel & Towers Jl.Gunung Sahari Raya No. 3 Jakarta 10720 T +62 21 626 3001 F +62 21 626 3026 C/P: Mr. Oxventus Kumala E: [email protected] www.themediahotel.com Hotel Name Swiss-belhotel Jl. Kartini Raya No.57 Jakarta 10750 T +62 21 6393 888 F +62 21 6595 888 C/P: Mr. Edo Damara E: [email protected] www.swiss-belhotel.com B8 LOCAL TRANSPORTATION Taxi stand is available at the front entrance of Trade Mart Building. 11 26 – 28 March 2015 Jakarta International Expo B9 EXHIBITION HALL SPECIFICATIONS HALL C DESCRIPTION Dimension Floor Area Floor Loading Roof Type Wall Structure Floor Structure Ceiling Height Loading Door SPECIFICATION 72 m X 54 m 3.888 Sqm 1 - 2 ton/Sqm Steel truss Concrete Block Concrete Slab 6 - 8m 4 doors each 6m (W) and 5m (H) Hall C1 Hall C2 B10 INSURANCE & LIABILITY Exhibitors are encouraged to carry public liability insurance against injury to persons and property of others on their stand, along with their exhibits and merchandise moving to and from the show and during the show. The Organiser will not be held responsible for any of the above-mentioned claim. Exhibitors are reminded of their responsibility for their representatives, which also includes their contractors and sub contractors. 12 26 – 28 March 2015 Jakarta International Expo B11 BUSINESS VISA AND ARRIVAL FORMALITIES Exhibitors of foreign nationals are strongly advised to arrange for a business visa issued prior to arrival in Indonesia. Whilst Visa on Arrival applies to many nationals, it is not the kind of visa authorised for exhibiting purpose. The same goes for nationals from countries exempted from visa requirement. The organiser shall not be liable in case of any immigration problems incurred if exhibitors are found to use Visa on Arrival or Visa Free Entry to enter Indonesia and exhibit. If, by any circumstances, exhibitors are unable to apply for business visa beforehand and have to enter by Visa on Arrival, please notify the Organiser urgently. Visa application may be lodged at the Indonesian Embassy or Consulate General in the applicant’s country of origin; or nearest country in the event that neither is available in the country of origin. As documents and requirements vary from one country to another, applicant is advised to first check with the embassy or consulate where the visa application will be lodged. Exhibitors requiring letter of invitation to apply for visa may complete FORM 16 and return to PTMAS Operations at [email protected] to request for an invitation letter. Kindly allow at least 14 (fourteen) business days to process your request. Arrival Formalities Immigration Card and Customs Declaration Card will normally be distributed by the flight attendants before landing. Please proceed to the “FOREIGNERS” lanes for immigration and visa before collecting your baggage. Customs Declaration form is collected when you are exiting the arrival hall. Please refrain from bringing any exhibit goods, samples, literatures, gifts to avoid hassles in the customs. For more details, please contact the Official Freight Forwarder. B12 SECURITY During the entire exhibition period, although official security guards will be provided by the organiser, exhibitors are responsible for the security of their exhibits, property, and personal effects. Any loss or damage shall be at their own risk. B13 CLEANING General cleaning is provided by the venue which covers gangway and public areas. Cleaning staff will not enter the stands to empty waste bins, exhibitors may place the bins by the gangway closest to their stand space border to have the bins serviced. B14 CATERING A variety of catering can be ordered through Jakarta International Expo’s Food & Beverage service. Please contact Ms Vivi; Mobile No +62 819 341 65088 or email: [email protected] or the general switchboard line at +62 21 2664 5000 (ext F&B) for inquiries. 13 26 – 28 March 2015 Jakarta International Expo B15 CREDIT CARD AND CURRENCY EXCHANGE Small hotels, shops and restaurants may only accept cash. You are therefore advised not to rely entirely on credit cards for your daily expenses. Only major hotels and high-class restaurants accept credit cards; MasterCard and Visa are most commonly accepted in Indonesia. There are several banks in Jakarta International Expo complex which provide currency exchange service. It is advised that exchange is from major currency such as US Dollars to local Indonesian Rupiah (IDR). B16 MEDICAL Please bring with you prescribed medication you may need since these might not be available in Indonesia. B17 NO SMOKING Smoking is strictly prohibited inside the exhibition hall at all times. B18 WEATHER AND CLIMATE Indonesia is a tropical country with temperatures ranging from 25 °C in the low and up to 34 °C in the high. B19 VOLTAGE & POWER SOCKET Power voltage is 220V in Indonesia and most power outlet use two-pin round socket. 14 26 – 28 March 2015 Jakarta International Expo B20 EXHIBITING GUIDELINES FOR EXHIBITORS a) The exhibitor shall be entitled to exhibit only those products / matters specified on the contract form and ensure that all necessary approvals and licenses for their exhibits have been obtained. Exhibit displays must be within the defined scope of the exhibition. b) The organiser and any other person either authorised by the organiser or having an interest in the premises, shall without notice be entitled to access at all reasonable times before, during and after the exhibition, the exhibitor’s stand and for this purpose the organiser or any such person shall be entitled to use such force as may be necessary without incurring any liability whatsoever to the exhibitor. c) No exhibit will be allowed into or out of the exhibition hall without an official delivery order / gate pass or clearance document. The exhibitor shall at their own cost, make arrangements for transportation of exhibits to and from the exhibition center (including, without limitation, arranging for all necessary customs clearances) and for storage of exhibits and packaging materials. d) Display of any working or moving exhibits must have the consent of the organiser. Precautionary measures such as the provision of guards or other means of protection must be taken by the exhibitor to protect the public from such moving or working exhibits. Moving or working exhibits shall only be demonstrated or operated by persons authorised by the exhibitor and shall not be left running in the absence of such persons. e) Promotion literature should be distributed from the exhibitor’s own stand(s) only. No promotional activities should be conducted by the exhibitor and / or his staff outside the allocated stand area; including but not limited to clown/promotional team canvass or any other attraction/activities which may disturb the exhibition environment. No advertising or canvassing for business may take place anywhere else in the exhibition hall. In principle, no activities which, in the opinion of the Organiser amounts to a nuisance or annoyance to the visitors or other exhibitors, shall be conducted by exhibitors within the vicinity of the fair. f) While this is a trade event some onsite transaction may occur. However exhibitors are strongly advised to keep any onsite sales activities minimum to a professional, neat, clean and well organised level. These activities should not disturb the surrounding exhibitors and the general environment of the exhibition. g) The audio/audio-visual equipment of the exhibitors must not generate any noise which causes any nuisance or inconvenience to other exhibitors or visitors. The organiser reserves the right to stop the demonstration immediately if the noise causes any nuisance or inconvenience to other exhibitors or visitors. The organiser shall not be liable for any losses for such cases. Exhibitors are obligated to monitor the operation of the audio/audio-visual equipment in their booth by all visitors or employees. h) The PA system (if available) is used by the organiser for official announcements only. Neither paging services nor exhibitor’s announcements can be made. 15 26 – 28 March 2015 Jakarta International Expo C STAND CONSTRUCTION & MANAGEMENT Exhibitors taking the Shell Package may not do any alterations to the stand without prior consent from the Organiser. Any alterations to the Shell construction may result in damage penalty levied. Raw Space exhibitors are allowed to appoint a stand fitting contractor other than the official and recommended stand fitting contractors. The appointed stand fitting contractor must be registered to the organiser by the exhibitor and be made sure to comply with all rules and regulations set by the Organiser, Venue Management and any applicable Municipal laws. C1 CONTRACTOR INSURANCE & WORK SAFETY MEASURES It is important to note that contractors must have their own insurance coverage in place. The organiser is not liable for any damage or injury occurred during the set up or dismantling process. Proper safety precaution must be observed. Safety Helmets All stand contractors working in the exhibition centre are encouraged to wear safety helmets. Footwear Proper footwear protecting against nails, debris and etc are encouraged for exhibitors/contractors working in the exhibition centre during build-up and dismantling. Use of Tools and Equipment Contractors are encouraged to wear protective gears such as gloves, goggles, masks, earplugs when necessary. Non Smoking Policy Smoking is absolutely prohibited at all time; any contractors found smoking in the exhibition hall may risk their performance bond being forfeited. C2 STAND BOUNDARIES Exhibitors are not allowed to place any display material or exhibit, nor extend their stand structures and fittings, beyond their contracted boundary. C3 NO OBSTRUCTION TO GANGWAYS During the process of installation, construction and removal of stands, the gangways must not be used at any time for the storage of plants, materials or debris of any kind. The organiser may order the removal of such objects at the organiser’s discretion and the exhibitors / contractors will be liable for the cost of removal. C4 STORAGE No storage areas will be provided on-site. Storage arrangements should be made directly with the Official Freight Forwarder. Otherwise, exhibitors/contractors must have their empty cases or boxes, tools, building materials and etc transported back to their premises, or have them disposed of on-site. 16 26 – 28 March 2015 Jakarta International Expo C5 STAND/HALL CLEANING The organiser will arrange the general cleaning of the exhibition hall (e.g. aisles) and Shell Scheme stands prior to the opening of exhibition. Raw Space stand cleaning is the responsibility of the exhibitor/contractor concerned. During the show days, the organiser will provide general cleaning on public area and emptying of waste bins placed outside the stands at the end of the exhibition every day. C6 SHELL SCHEME STANDS INFORMATION The organiser provides the Shell Scheme stand option to suit the exhibitor’s requirements. Below is the table of specifications and booth design. Please note that booth design is for reference only; the Organiser reserves the right to alter the design if it is deemed necessary. Stand Specifications / Shell Scheme Stand size 3.00 m x 3.00 m. consists of : DESCRIPTION Needle Punch Carpet / Booth Carpet STANDARD SHELL SCHEME Yes Fluorescent Lights 2 Reception Desk / Table 1 Chair 2 Fascia Board with Company’s Name Electrical Power Socket (Not for lighting equipment) - 2Amp/220V Yes 1 Waste Basket Yes Wall Construction, R8 Knockdown System – Partition Height 2.50 m Yes Remarks - Stand design and facilities are subject to change, the organiser has the right to alter the design and facilities without prior notice; - For Stand Size over 9sqm, facilities will be provided in multiple of 9sqm basis, except for power socket. Shell Scheme 17 26 – 28 March 2015 Jakarta International Expo Guidelines for Exhibitors on the Wall Panels (Wall Partition) / Fascia Board of the Stand No modification, addition or change of any part of structure of either shell scheme is allowed without prior approval from the organiser; Do not spray, glue or silicone on the wall panel / fascia board; Do not paint, spray-paint, or write on the wall panel / fascia board; Do not drill, nail, perforate, tack down, staple or cause any damage to the panels or any parts of the standard shell scheme. Should you need to affix any exhibit or sign to the wall, please contact the official contractor in charge of your hall. Note: In case of violation of the above rules, the official stand fitting contractor has the right to fine the exhibitor for the damage caused with minimum charge of IDR 5,000,000 /panel, depending on the damage assessed. Electrical Installation (1) The organiser provides a 2A/220V Single Phase Socket (max 440W) in the Shell Scheme Stand in addition to the booth lighting. This power socket should not be used for lighting or heavy duty power supply and no multi plug is allowed. If exhibitors need more electricity supply for their exhibits, they should apply for a Distribution Box from the Official Stand-fitting Contractor before the deadline. (2) Shell Scheme exhibitors are not allowed to install their own lighting unless they obtain prior permission from the organiser. C7 RAW SPACE STAND DESIGN INFORMATION & REGULATION Design Approval When Exhibitors sign an Exhibition Space Contract they agree to abide by all the Rules & Regulations and those set out in this Manual, and to ensure that their Contractors abide by them. In order to avoid any dispute, you must submit the layout of your stand to the Organiser, for review and approval. All design proposals must conform to all statutory requirements and those set out in this Manual and must include the following: - Plan view, showing clearly all dimensions, walling and major exhibits. - Elevation views, showing clearly all dimensions, graphics, etc. - Structural calculations / drawings proving structural stability, weight loadings, etc. - Details of materials and fire protection. All design proposals should be in a recognised scale not less than 1:50. All plans are to be emailed, before February 23, 2015 in either .pdf or .jpeg formats only to PTMAS Operations at email: [email protected] Failure to submit the stand design for approval before the stipulated deadline of February 23, 2015, will incur a penalty charge of USD200 /- per design, per stand, for special or late scrutiny. Any modifications to the stand design must be submitted for approval again. Stand installations not complying with the most recent plan received by the Organiser will not be authorised. The organiser will check all stand installations and will reject those that do not conform to the exhibition regulations. The design of the stand must be such that it can be safely erected and dismantled within the move-in / move-out time available. 18 26 – 28 March 2015 Jakarta International Expo Stand Construction Regulation Standard height of stand for space only is 3.5 metres. All designs must be submitted to the Organiser for approval at least 5 weeks prior to the show and approval will be given on a case-by-case basis. Logos and branding are not permitted on the rear face of partition walls when these walls overlook neighbouring stands and must be properly covered up with suitable material. No full wall is allowed in island booths (4 side opens) to avoid obstructing view and traffic. The Organiser reserves the right at any time to order the alteration or removal of any stand which differs from the approved specifications or which does not conform to the Rules and Regulations. The costs of such alteration and removal shall be entirely borne by the exhibitor and any sums of money which may have been paid by the exhibitors for rent and charges shall not be refunded. Each stand needs to have its own panel / wall. Raw space exhibitors are required to submit design’s drawing to the Organiser for approval. Open frontages: All stands in the exhibition, irrespective of height, must have at least half of any frontage facing an aisle opened or fitted with transparent material to the underside of the fascia if the design so requires. Double-storey stands are not allowed. C8 CONTRACTOR BADGES AND BOND All contractors are required to lodge a Performance Bond / Damage Deposit of IDR300,000 per sqm but subject to a minimum of IDR5,000,000/stand. This deposit will be refunded in full to the contractors upon inspection that no damage is done to the area they worked on and no rules were broken in the working process (e.g smoking while working in exhibition hall). Refund may take maximum 14 (fourteen) business days after the dismantling period. Please note that if after the notice of refund collection is made but the cheque has not been collected by the contractor within 30 days, the Organiser has no obligation to keep the cheque and may discard or destroy the cheque. In the event that the exhibitors themselves are going to construct their stand, the same policy applies. Contractors should submit this deposit by company cheque (Bilyet Giro) only made payable to PT Media Artha Sentosa. DO NOT pay cash or remit to the organiser. All exhibitors should register their appointed stand fitting contractors by completing FORM 9. Independent stand fitting contractors must be registered and lodged deposit to be able to collect their badges, which must be worn at all time to gain access to the exhibition hall and work on their construction. CONTRACTOR badges are issued free of charge. Contractors are required to keep their set-up day passes for use during the dismantling days. No new badges will be issued for dismantling days. 19 26 – 28 March 2015 Jakarta International Expo C9 ELECTRICAL ORDER Raw Space exhibitors must consult their appointed stand fitting contractors for power requirement to their stands. Please make sure that all electrical equipments and lightings to be placed in the stand are taken into consideration when making order for power supply. Under-estimating the power supply needed may result in power failure in the stand. Exhibitors are encouraged to place their order before the move – in starts to avoid any delays on site. All electrical distribution should be carried out by the Official Stand Contractors only. Exhibitors or their appointed stand fitting contractors should note the exact location of power outlet in their stand to the official stand contractors. Please be advised that the official contractors will only provide the outlet in the stand; the appointed stand fitting contractor must distribute the power supply according to their design by themselves. Please use FORM 10 to indicate the location of power point to avoid mis-location. Any exhibitors requiring 24 hour power supply MUST indicate the capacity (Ampere) which needs 24 hour connection. Failure to do so may result in inaccuracy or inability of the official stand contractor to provide the service. This request MUST be made when ordering electricity and ON SITE request may not be delivered in time. C10 STAND CONSTRUCTION GUIDELINES (1) Due to limited working time, stand fitting contractors are strongly encouraged to complete as much construction work as possible in their workshop and do assembling work on site. This saves time and also reduces waste on site. (2) Prior to working in the exhibition hall, contractors must put a protective covering on the hall floor to avoid any damage from liquid spill or construction and dismantling work process (3) Loose materials such as dried leaves are not allowed to be used whether as decoration or fitting (4) In the interest of fire safety, materials used for the construction and installation of the exhibition stands and any other structures must consist of non-combustibles and non-flammable. Any behaviour which could hamper the normal operation of the fire protection system and central supervising system, including the fire-alarm bell contact, the fire hydrant, fire extinguisher and fire escape is forbidden. (5) Hall C structure does not allow hanging objects from the ceiling, no hanging objects are allowed without prior consent from the organiser and approval from venue management. (6) No open flame, combustible gas, pungent glue, painting and sawing work are allowed inside the exhibition hall. (7) Cabling materials and MCB boxes must be properly and safely covered. No exposed wiring is allowed. (8) All stands must be self-supporting; no structure or other item is allowed to lean on or be fixed to adjacent stands or structure of the exhibition centre. (9) Stick-on decals or similar promotional items are forbidden to be stuck on any part of the building of the exhibition centre. Any cost incurred by the exhibition centre for the removal of these items and repair of any damage caused shall be borne by the contractor. (10) Contractors must have any exposed stand surfaces neatly finished. The organiser reserve the right to order modification of any exposed surface and the contractor shall be responsible for the cost. Exhibitors/contractors are not allowed to put advertising, logos, signs etc on any rear surface of their stand when this faces or is adjacent to other exhibitor’s stand. 20 26 – 28 March 2015 Jakarta International Expo (11) Contractors must ensure that any garbage, debris or waste from construction work are safely and properly disposed. It should not be piled in the gangways, open corridor, or loading bay. Performance bond will be forfeited for any contractors failed to comply. The organiser or venue management are entitled to remove any form of construction or structure which is not approved or violates the above-mentioned guidelines. Exhibitors and contractors shall be responsible for risks and expenses that may occur. (12) ATTENTION!, with regards to the Jakarta Governor Decree No. 27 Year 2014 (PERGUB NO.27 Tahun 2014) all promotional signage / decoration / banner / display in the exhibition are subject to promotion tax (Pajak Reklame), all exhibitors and stand contractors are advised to take this into consideration when designing the stand. Logos / Brands / Company Name displayed in the stand may subject to this tax. C11 MOVE-OUT, DISMANTLING AND CLEANING (1) (2) (3) (4) (5) No exhibitor is allowed to remove his exhibits from the exhibition floor prior to the official close of the exhibition at 1600 hrs on 28 March 2015. No stand may be dismantled or removed in part or in whole before 1700 hrs on 28 March 2015. Stand contractors cannot access the exhibition centre before 1800 hrs and vehicles are not permitted into the loading areas until 1800 hrs on 28 March 2015. Power will be switched off by 1700 hrs on 28 March 2015. Exhibitors/contractors must leave the venue and stands in the same condition as they found them. Damage caused by the exhibitor/contractor’s installation shall be assessed by the organiser and the cost of reinstatement and restoration shall be charged to the exhibitor/contractor. Exhibitors/contractors are responsible for the removal of all items belonging to them, such as stand building materials, structures, fittings and waste from the exhibition centre (including the exhibition hall, unloading platforms, the square, the parking lot, surrounding roads). Sites must be completely cleared of exhibitor’s/contractor’s belongings not later than 2300 hrs on 28 March 2015 after which the organiser has the right to remove all objects found at the cost of the exhibitor/contractor. C12 FLORAL ARRANGEMENTS Floral arrangements may be ordered through JI Expo Florist. Please email [email protected] for details. 21 26 – 28 March 2015 Jakarta International Expo D FREIGHT FORWARDING Jakarta International Expo is a bonded facility; temporary import facilities are available and arranged by the Official Freight Forwarder. The Organiser has appointed PT VISSASA PARAMA NATI as the Official Freight Forwarder for the event to perform all onsite handling of exhibition goods. To avoid any damage and congestion in the exhibition hall, the Organiser will not allow other freight forwarders to move in/out exhibition goods with their own handling equipment. Please contact PT VISSASA PARAMA NATI for Shipping Instruction and more details. PT Vissasa Parama Nati Duta Garden Square Blok A.9 Jl. Husein Sastranegara Tangerang 15124 Indonesia Tel : (62-21) 70767332; 54370666 Fax : (62-21) 54370566 Contacts: Mr Andi Mulyadi - [email protected] Mr Markus Julianto – [email protected] D1 EXHIBITS MOVE IN Cargo which is moved directly to the exhibition site should not arrive at the Jakarta International Expo earlier than the 24 March 2015, or before the move – in period. Exhibitors, and their agents or contractors are responsible for the early installation of their heavy or large exhibits according to the move – in schedule provided by the Organiser. When stand structures are erected, it may not be possible to move – in. All shipment should be clearly marked with the following : EXPO CLEAN / EXPO LAUNDRY 2015 Jakarta International Expo Jakarta, Indonesia Name of Exhibitor ………………………………………. Stand Numbers ………………………………………….. Hall Numbers ……………………………………………. Case Numbers …………………………………………… Dimension (WxLxH) …………………………………… in cms Gross & Nett Weight ….………………………………... in kgs 22 26 – 28 March 2015 Jakarta International Expo D2 Shipping Tariff and Schedule DOCUMENT DEADLINES (No. of days) prior arrival dates for general cargo Non-Restricted items Sea freight (Doc – Sea) 3 working days prior consignment arrive / 5 March 2015 Airfreight (Doc – Air) 3 working days prior consignment arrive / 6 March 2015 CONSIGNMENT DEADLINES Sea Air Video Tapes 11 March 2015. After – 25% Late Surcharge 12 March 2015. After – 25% Late Surcharge 5 March 2015 – By courier services SEA – Basic Handling Charge Minimum Charge LCL FCL 20’ FCL 40’ US$ 90.00 / M3 (Min 3 M3) US$ 1,700.00 US$ 3,000.00 AIR - Basic Handling Charge Minimum Charge US$ 175.00 (Min Charge) – For the First 50 Kg VIDEO TAPES – Delivery Charge US$ 30.00 per piece per exhibitor HEAVILY SURCHARGES ON - SITE HANDLING (Local Machine) Tariff Exclusions Gross Weight 2,001 - 4000 kg Gross Weight 4,001 - 6000 kg Gross Weight 6,001 - 8000 kg Gross Weight above 8.000 kg US$ 20.00 per 1,000 kg US$ 40.00 per 1,000 kg US$ 60.00 per 1,000 kg will be quote separately as per actual tonnage WEIGHT BARE CARGO 1 – 2000 kg US$ 20 / M3 / MT 2001 – 4000 kg US$ 25 / M3 / MT 4001 – 8000 kg US$ 40 /M3 / MT Min Charges 3 M3 / MT Above 8000 kg to be quoted upon request PACKED CARGO US$ 25 / M3 / MT US$ 30 / M3 / MT US$ 60 / M3 / MT Consignment service charge at US$. 120.00 per BL OR per AWB Consumed items for non-return exhibits at US$ 100.00 / exhibitor Port / Airport related charges - at cost NOTE: The same charges will be applied for the outbound movement. Exhibitors or their appointed freight agents should contact the official freight forwarder to obtain full shipping instructions & tariff; All above charges are subject to VAT 10%. 23 26 – 28 March 2015 Jakarta International Expo D3 CONSIGNING INFORMATION Consignee on all Bill Of Lading and Airway Bills must be: PT. JAKARTA INTERNATIONAL EXPO Gedung Pusat Niaga Lt.4 Arena PRJ Kemayoran Jakarta FOR : EXPO CLEAN 2015 Notify Party: PT Vissasa Parama Nati Duta Garden Square Blok A.9 Jl. Husein Sastranegara Tangerang 15124 Indonesia Tel : (62-21) 70767332; 54370666 Fax : (62-21) 54370566 Email : [email protected] Attn : Andi Mulyadi / Markus Julianto Remarks : Exhibition Goods for EXPO CLEAN/EXPO LAUNDRY 2015 Exhibitor Name : Stand Number : Port of Discharge - Sea Freight : Tg. Priok - Jakarta - Air Freight : Soekarno Hatta (CGK) Indonesian Custom Require for both Air and Sea Freight, shipments that the nature and quantity of goods (as per Exhibitor’s Invoice ) are declared on the Airway Bill (AWB) or Bill of Lading (BL). Freight : Prepaid IMPORTANT NOTE : PLEASE DO NOT CONSIGN the exhibition goods to the Organiser, venue or other forwarders in Jakarta as it will cause delay and extra expenses for customs clearance. D4 IMPORTANT NOTICE PUBLICATIONS, BROCHURES, GRAPHICS, ETC. PLEASE NOTE that publications and brochures printed in Indonesian, Chinese, Japanese, Korean and Arabic languages may NOT be imported into Indonesia, similarly displays with captions or scripts in these languages are prohibited. RE- EXPORT Re-export after the show may take a considerable time whilst the export documentation is being completed. Please bear this in mind when planning further use of your exhibits and displays. The minimum period needed to process export Customs documents is two weeks. 24 26 – 28 March 2015 Jakarta International Expo SALE OF EXHIBIT GOODS Goods may be sold during the exhibition but under no circumstances can they be removed from the fairgrounds until all duties and tax have been paid and permanent customs import procedures completed. Please note that goods left in Indonesia pending sale are removed to a Bonded Warehouse within Jakarta Fairgrounds until the necessary documentation is completed. Exhibitors are allowed to store your goods in this facility for up to 1 month from the close of the exhibition, after which duty must be paid or the goods re-exported. Storage charges will be in accordance with rates published by Jakarta Fair Management. HAND CARRYING EXHIBIT Exhibitors are NOT recommended to hand carry displays, exhibits or excessive printed material into Indonesia, as excess or accompanied baggage. If this is not avoidable and the customs department deems the items as liable to duties/taxes, in some cases, exhibitor may pay the duties and customs let the items through. However, in case that the items being confiscated by the custom, exhibitor MUST get an Official Customs Receipt Docket. PT VISSASA will endeavour to clear the items through customs. Please be warned, though that this may take 7 (SEVEN) working days and will be very expensive. D5 HEAVY AND LARGE EXHIBIT Exhibitors requiring special handling equipment for a heavy/large exhibit should use FORM 15 – Heavy & Large Exhibit and contact the Official Freight Forwarder for assistance. Fees may apply. Any large or heavy exhibits must be moved in by TUESDAY, 24 March 2015, otherwise they may not be able to be placed into the exhibition stand once construction is almost completed. D6 STORAGE No storage is provided in the exhibition hall, exhibitors are recommended to contact the Official Freight Forwarder for arrangements. 25 26 – 28 March 2015 Jakarta International Expo E EMERGENCY PROCEDURES USEFUL TELEPHONE NUMBERS Police +62 21 110 Fire +62 21 113 Ambulance +62 21 118 Airport +62 21 550 5307 / 550 5308 For any other contact numbers, please contact the Organiser. EMERGENCY EXITS The loading dock doors serve as additional exits in case of emergency. All doors will be opened automatically by the Jakarta International Expo. In case of any emergencies, please remain calm and follow the direction from the organiser or security staff. 26 26 – 28 March 2015 Jakarta International Expo F PUBLICITY SERVICES F1 FREE DIRECTORY ENTRY An official exhibition directory will be published and be made ready for distribution on the opening day of the event. Each exhibitor is entitled to one free copy of the directory and it is distributed to VIPs and invitees of the Opening Ceremony, and visitors while supply lasts. It is used as an important buyers’ reference guide both during and after the event. It contains comprehensive details of the event’s many activities together with individual exhibitor information, floor plans and more. Advertising in the directory is a great way to remain embedded in the minds of the visitors. To ensure your free listing in the directory please complete FORM 1. The editorial deadline is FRIDAY, 30 January 2015. F2 VIP NOMINATIONS Nominate your valued customers or potential customers to be a VIP visitor to EXPO CLEAN 2015 / EXPO LAUNDRY 2015. We will send them a special invitation on your behalf. A VIP visitor is entitled to a free access to the VIP Lounge. F3 VISITOR INVITATION Order your complimentary visitor invitations to mail to your clients as soon as possible. Accompany the invitations with a personal letter and offer them incentives to visit your stand, for instance, planned on-site promotions, etc. Always quote your stand number in any correspondence and remind people to bring the invitations with them to the exhibition. Make sure you order enough invitations for your sales representatives. Please refer to FORM 6. F4 VISITOR REGISTRATION BUTTON Place a visitor registration button on your website with a link to the EXPO CLEAN / EXPO LAUNDRY 2015 visitor registration page on www.expo-clean.com F5 ADVERTISING To create awareness and interest in your stand, do not forget to explore the different opportunities available through advertising in the trade press. Always make sure to include an event logo and to list your stand number on all advertisements. Advertising in the exhibition directory for EXPO CLEAN 2015 / EXPO LAUNDRY 2015 is a great way to keep your company’s name in the forefront of the minds of the visitors. For options on advertising in Exhibition Directory, please refer to FORM 8 for more information. 27 26 – 28 March 2015 Jakarta International Expo F6 SPONSORSHIP OPPORTUNITY Highlight your presence by taking up on the sponsorship opportunity. Various attractive packages are available for your consideration to maximise your participation. For more information about sponsorship opportunities please refer to FORM 8 or contact the organiser for tailor-made package for your company. F7 FIRST TIME EXHIBITING? And lastly, are you exhibiting for the first time? If your answer is “Yes”, then please carefully go through this manual. Should you feel that you have nothing specifically new to launch or to mention to the press then you could consider one of the following activities to attract media coverage: Organise a competition and offer gimmicks to attract interest. Arrange a press conference for any company news to announce. Invite a recognised VIP/government official to visit your stand. Consider a prize for the “100th” visitor to your stand. 28 26 – 28 March 2015 Jakarta International Expo G FORMS CHECKLIST COMPULSORY – return to ORGANISER Form No. 1 2 3 4 9 Form Name Show Catalogue Entry Product Index Principals & Agents Exhibitor’s Badges Independent Standfitting Contractor Registration Forms Deadline 30 January 2015 30 January 2015 30 January 2015 30 January 2015 13 February 2015 COMPULSORY – return to Suppliers Form No. 10 Form Name Booth Map Form Deadline 13 February 2015 COMPULSORY – for RAW SPACE exhibitors – return to Suppliers Form No. 11 Form Name Lighting and Electrical Form Deadline 13 February 2015 OPTIONAL – return to ORGANISER Form No. 5 6 7 8 14 16 Form Name VIP Visitor Nomination Visitor Invitation Technology Seminar Advertising & Sponsorship Internet & Telephone Line Visa Application Forms Deadline 30 January 2015 30 January 2015 30 January 2015 30 January 2015 13 February 2015 13 February 2015 OPTIONAL – return to Suppliers Form No. 12 13 15 Form Name Furniture, Accessories & Decoration Other Services : Compressed Air, Water & Drainage Heavy & Large Exhibit Forms Deadline 13 February 2015 13 February 2015 13 February 2015 29
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