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
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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
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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
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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
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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
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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.
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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.
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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.
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(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.
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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
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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%.
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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.
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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.
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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.
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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.
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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.
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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