1. art and entertainment
2. shows and events
3. exhibition

EXHIBITORS MANUAL
Owned and Produced by:
Pharmaceuticals Export Promotion Council Of India
W: www.iphex-india.com
E: [email protected]
Hyderabad
101, Aditya Trade Centre,
Ameerpet,
Hyderabad – 500038
T: 91 40 23735462
F: 91 40 23735464
Mumbai
T.V. Industrial Estate, Unit No 211,
2nd Floor, 248-A, S K Ahire Marg,
Worli, Mumbai – 400030
T: 91 22 24938750
F: 91 22 24938822
New Delhi
305, Padma Tower-II,
22, Rajendra Place,
New Delhi - 110008
T: 91 11 41536654
F: 91 11 41536658
Event Manager:
Falcon Exhibitions Pvt. Ltd.
1207 Kailash Building, K.G. Marg,
New Delhi 110001, India
T: +91.11.23324288
F: +91.11.23323953
E: [email protected]
Dear Exhibitor,
Thank you for your participation in iPHEX 2014 scheduled from 21-23 May 2014 at Bombay Exhibition Centre,
Mumbai.
This Exhibitor Service Manual is designed to act as your quick reference guide to all relevant aspects of your
participation. It includes important dates & times which Exhibitors should adhere to in order to ensure all
information is available for a successful delivery of your event.
Please ensure those person/s responsible for the coordination of your stand are given access to this Exhibitor
Services Manual and are fully informed paying particular attention to the deadlines for each order form. Please
refer to the exhibition timetable and the forms checklist at the front of the Exhibitor Service Forms; these can be
used as a quick reference guide. We have also given you a step by step guide on how to exhibit successfully at the
event.
All order forms contained in the manual should be emailed or faxed as directed. Please retain a photocopy of
each form for your records, so that queries, if any, can be settled quickly and invoices checked easily and
accurately.
Although you may be tempted to skip through pages to focus your attention on specific items that interest you,
we strongly urge you to read the Exhibitor Manual in its entirety, to ensure your smooth and successful
participation at the iPHEX 2014.
The manual does not replace our personal service. If you have any queries, please email, phone or fax us, and we
will assist you promptly. We wish you a successful participation at iPHEX 2014.
Sincerely,
Dr P.V.Appaji, Director General
Pharmexcil (Pharmaceuticals Export Promotion Council Of India)
2
Table of Contents
Organiser ...................................................................................................................................................................... 5
Key Contacts ................................................................................................................................................................. 6
General Information..................................................................................................................................................... 7
Exhibition Timetable .................................................................................................................................................... 7
Move-In and Move-Out Information ........................................................................................................................... 8
Schedules for Vehicle Entry to Exhibition Halls........................................................................................................... 8
Freight Handling / Delivery and Removal of Exhibits ................................................................................................. 9
Storage of Materials ..................................................................................................................................................... 9
BOOTH DESIGN & CONSTRUCTION................................................................................................................................ 10
Custom-built (Bare Space) Booths Specifications ..................................................................................................... 10
Refundable Deposit .................................................................................................................................................... 10
Custom-built (Bare Space) Booth Design Layout and Proposals .............................................................................. 10
Rules and Regulations for Custom-built (Bare Space) Booth Design and Construction .......................................... 10
Electrical Works .......................................................................................................................................................... 11
Shell Scheme Booth Specifications ............................................................................................................................ 12
EXHIBITOR / CONTRACTOR REGISTRATION .................................................................................................................. 13
Exhibitor Badge .......................................................................................................................................................... 13
Contractor Registration.............................................................................................................................................. 13
RULES AND REGULATIONS ............................................................................................................................................. 13
Entertainment / Recorded Music .............................................................................................................................. 13
Exhibits Move-In......................................................................................................................................................... 13
Fire Precaution ........................................................................................................................................................... 14
Floor Loading Capacity ............................................................................................................................................... 14
Food and Beverage ..................................................................................................................................................... 14
Health & Safety .......................................................................................................................................................... 14
Insurance .................................................................................................................................................................... 14
Intellectual Property Rights ....................................................................................................................................... 14
Moving Exhibits .......................................................................................................................................................... 14
Overtime Work ........................................................................................................................................................... 14
Parking Facilities ......................................................................................................................................................... 15
Photography & Video ................................................................................................................................................. 15
Sales ............................................................................................................................................................................ 15
Security ....................................................................................................................................................................... 15
Smoking ...................................................................................................................................................................... 15
Structural Height Restrictions .................................................................................................................................... 15
3
Unforeseen Occurrences ............................................................................................................................................ 15
Utilities........................................................................................................................................................................ 15
SHIPPING INFORMATION ............................................................................................................................................... 16
TEMPORARY MANPOWER ............................................................................................................................................. 16
TRAVEL INFORMATION .................................................................................................................................................. 16
DUTIES AND TAXES ......................................................................................................................................................... 16
Octroi Duty ................................................................................................................................................................. 16
MARKETING OPPORTUNITIES ........................................................................................................................................ 17
FORM 1 - Exhibitors Badge......................................................................................................................................... 19
FORM 2 - Show Catalogue Entry ................................................................................................................................ 20
FORM 3 – Hotel Accommodation .............................................................................................................................. 21
FORM 4 – Name Panel Form ...................................................................................................................................... 22
FORM 5 - Notice of Intent to Build a Stand ............................................................................................................... 23
FORM 6 - Utilities - Electrical Power Supply (Bare Space Booths) ............................................................................ 24
FORM 7 - Utilities - Compressed Air & Water ........................................................................................................... 25
FORM 8 - Office Equipment Rental ............................................................................................................................ 26
FORM 10 - Temporary Manpower ............................................................................................................................. 28
FORM 11 - Security ..................................................................................................................................................... 29
FORM 12 - Octroi Facilitation ..................................................................................................................................... 30
FORM 13 - Freight Instructions .................................................................................................................................. 31
4
Organiser
Pharmaceuticals Export Promotion Council Of India
W: www.iphex-india.com
E: [email protected]
Hyderabad
101, Aditya Trade Centre,
Ameerpet,
Hyderabad – 500038
T: 91 40 23735462
F: 91 40 23735464
Mumbai
T.V. Industrial Estate, Unit No 211,
2nd Floor, 248-A, S K Ahire Marg,
Worli, Mumbai – 400030
T: 91 22 24938750
F: 91 22 24938822
New Delhi
305, Padma Tower-II,
22, Rajendra Place,
New Delhi – 110008
T: 91 11 41536654
F: 91 11 41536658
5
Key Contacts
Organisers
Event Manager:
Falcon Exhibitions Pvt. Ltd.
Exhibitor Communications Neha Raheja
T: +91.11.23324288
M: +91.9899327883
Marketing & PR
Shaziaa Hoda
T: +91.11.23324288
M: +91. 9013259018
iPHEX RBSM
Lavina Mamtani
T: +91.11.23324288
M: +91.9910466277
Operations
Achal Uppal
T: +91.11.23324288
M: +91.9958286411
F:
E:
F:
E:
F:
E:
F:
E:
+91.11.23323953
[email protected]
+91.11.23323953
[email protected]
+91.11.23323953
[email protected]
+91.11.23323953
[email protected]
6
General Information
Exhibition Name
Venue
Exhibition Dates
:
:
:
Exhibition Hours
:
Organisers
:
Supported by
:
Exhibition
Management Office
:
Amenities on site
:
Admission – Visitors
iPHEX 2014 - International Exhibition for Pharma and Healthcare
Hall No 1 & 2, Bombay Exhibition Centre, Mumbai
21-23 May 2014 (Wed,Thu, Fri)
21 May (Wed)
1000 – 1730
Registration
1000 – 1100
Opening Ceremony
1100 – 1800
Exhibition
22 May (Thu)
1000 – 1730
Registration
1000 – 1800
Exhibition
23 May(Fri)
1000 – 1600
Registration
1000 – 1630
Exhibition
Pharmaceuticals Export Promotion Council of India (Pharmexcil)
Ministry of Commerce & Industry, Department of Commerce,
Government of India
Exhibition Management Office will be located next to the hall 1 entrance
Business Centre (Photocopy, Scanner, Printer, Internet)
Signage for directions and activities
Drinking water, Toilets etc.
Basic First Aid facilities
Food Court
Help Desk
iPHEX 2014 is open to bonafide trade visitors only. Admission is free against
production of visitor’s business card. Visitors must register online or onsite at the
exhibition and wear the Visitor Badge during the exhibition. No visitor under the
age of 18 will be admitted. The Organizer and the Event Manager reserve the
right to refuse admission to any visitors without assigning any reason.
Exhibition Timetable
Pre Show Period
Date
19 May 2014 (Mon)
20 May 2014 (Tue)
Time
0800 hrs onwards
1000 hrs onwards
Program
Move-in* (Bare Space Exhibitors)
Move-in* (Shell Scheme Exhibitors)
Location
Hall 1
*The move in time mentioned above is subject to change and exhibitors will be informed accordingly.
Show Period
Date
21 May 2014 (Wed)
22 May 2014 (Thu)
23 May 2014 (Fri)
Post Show Period
Date
24 May 2014 (Sat)
Time
1000 hrs – 1730 hrs
1000 hrs – 1100 hrs
1100 hrs – 1800 hrs
1000 hrs – 1730 hrs
1000 hrs – 1800 hrs
1000 hrs – 1600 hrs
1000 hrs – 1630 hrs
Program
Registration
Opening Ceremony
Exhibition
Registration
Exhibition
Registration
Exhibition
Location
Time
1630 hrs – 2200 hrs
Program
Move-out
Location
Hall 1
Hall 2
Hall 1
Hall 2
Hall 1
Hall 2
Hall 1
7
Move-In and Move-Out Information
While the organizer will provide general security for the exhibit halls during move-in, show days and move-out
period, all exhibitors will be fully responsible for the safety and security of their own booth, exhibits and belongings
and are required to arrange insurance coverage for any possible loss and damage. The organizer cannot be held
liable for any loss or damage to exhibitors’ exhibits or booth construction during this period.
Move-in Deadline
Move-in, including all installation, decorating and set-up of exhibit materials must be completed by 2200 hrs on
20 May 2014. No spray painting will be allowed at the venue. Unavoidable sawing of wood required to be done at
the venue should be completed before 1200 hrs on 20 May 2014. Stand contractors should strictly adhere to the
deadline. All shipping crates and packing materials must be ready for removal for final cleaning and the laying of aisle
carpet by 2200 hrs on 20 May 2014.
Description
Booth Construction - Bare Space Exhibitors
Booth Decoration – Shell Scheme Exhibitors
Supply of Electricity*
Date
19 May 2014
20 May 2014
20 May 2014
19 May 2014
Time
0800 hrs - 2200 hrs
0800 hrs - 2200 hrs
1000 hrs - 2200 hrs
1400 hrs onwards
Move-out and Dismantling
No dismantling or packing of exhibits or products may take place prior to the close of the Show at 1630 hrs on
23 May 2014. Exhibitors or their appointed contractors who fail to comply with this rule are at risk of being barred
from exhibiting at future presentations of iPHEX. Contractors can commence dismantling of booths from 1630 hrs on
23 May 2014; however, no forklifts, cranes or pallet trucks are allowed in the hall until permission has been granted
by the organizer.
Description
Date
Time
Move-out of Exhibits and Dismantling of Booths
23 May 2014
1630 hrs - 2200 hrs
Termination of Electricity*
23 May 2014
1800 hrs onwards
Remarks:
*The supply of electricity will start from 1400 hrs on 19 May 2014 according to move-in and terminate on 23 May
2014 at 1800 hrs. The electricity will only be supplied under the condition that the installation is inspected and
tested by the official stand contractor, and that it is found to be satisfactory.
Schedules for Vehicle Entry to Exhibition Halls
During Build-up Period
• The entry & exit of vehicles will be permitted from Gate 1 only.
• Movement of freight vehicles will be managed by the official security agency in co-ordination with the
appointed freight forwarder.
• Organizers will not receive/handle material on behalf of the exhibitors. Exhibitors should depute their
representatives to accept delivery of their exhibit cases at the exhibition site. Exhibitors are advised to seek
assistance from official freight forwarder if needed.
• Other than the appointed official freight forwarder, freight vehicles will ONLY be allowed to enter exhibition
halls after 0800 hrs from 19 May 2014 onwards.
• All freight vehicles carrying exhibition goods must enter from the Gate 1 of Bombay Exhibition Centre and
should only be parked in the designated parking area of Bombay Exhibition Centre before offloading of
exhibition goods. Freight vehicles should leave the Bombay Exhibition Centre immediately after offloading of
exhibition goods.
• Vehicles carrying heavy equipment requiring freight handling machinery will not be allowed to enter the
halls after 1800 hrs on 20 May 2014.
8
During Breakdown Period
• Movement of freight vehicles will be managed by the official security agency in co-ordination with the
official site handling agencies.
• Portable hand carried exhibits can be removed on 23 May 2014 from 1630 hrs onwards for loading to
vehicles parked at the parking ground. Heavy Freight vehicles will be permitted to approach hall gates after
1800 hrs on 23 May 2014.
• The entry & exit of vehicles will be permitted from Gate 1 only of Bombay Exhibition Centre and should be
parked in designated parking space of Bombay Exhibition Centre before loading of exhibition goods.
• Freight vehicles should leave the Bombay Exhibition Centre immediately after loading of exhibition goods.
Freight Handling / Delivery and Removal of Exhibits
The Official Freight Forwarder will send to all exhibitors a copy of their "Shipping Instructions” containing
instructions, customs and documentation procedures, shipping tariffs and deadlines. Please refer FORM 13 for
freight instructions.
Please note that for safety and insurance purposes only the Official Freight Forwarder acting as the Sole On-site
Handler may provide all lifting and handling equipment in-hall as well as labour. Please ensure that all exhibits
and displays are sufficiently insured for all the stages of the Exhibition, and that all exhibits and displays are
properly packed and crated with shock absorbing materials to prevent damage caused in transit and during
delivery to stands and vice-versa on-site.
•
Shipping Deadlines
The following is a schedule of deadlines for action by Exhibitors' nominated forwarder/s and information
of/action by the Official Freight Forwarder.
Receipt of documents for sea freight consignments
Receipt of documents for airfreight consignments
Arrival of sea freight consignments (LCL)
Arrival of sea freight consignment (FCL)
Arrival of airfreight consignments
•
:
:
:
:
:
14 days prior to arrival
10 days prior to arrival
21 days prior to delivery
14 days prior to delivery
14 days prior to delivery
Lifting and Handling On-site
Only the Official Freight Forwarder is permitted to work inside the Exhibition Hall as the Sole On-site handler
to operate all mechanical and lifting equipments. Any forwarder/ contractor/ exhibitor may deliver
goods/exhibits that required the aid of mechanical lifting or handling equipment up to the freight yard or
unloading bays of the Hall and then handed over to them to deliver such goods/ exhibits to Exhibition stand
unless such item/s can be hand-carried easily and safely by one (1) man. This regulation will be strictly
enforced and is necessary for reasons of safety, insurance and control/co-ordination of in-hall movements.
Storage of Materials
The Organiser / Show Manager are unable to provide in-hall storage facilities for packing cases, surplus materials
or other property of the Exhibitor. Arrangements for safe-keeping of such items must be made with the Official
Freight Forwarder. The Fire & Safety regulations prohibit surplus stores being placed behind perimeter stands and
service access areas, other than those equipment needed to run the Exhibition, and those provided by the Official
Contractor. The organizer reserves the right to remove/dispose of any carton, cases and/or packing materials left
in the exhibition halls. Any removal / disposal cost incurred will be borne by the exhibitor.
9
BOOTH DESIGN & CONSTRUCTION
Custom-built (Bare Space) Booths Specifications
“Custom-built booths” refers to booths (including bare space and shell scheme package booth) having special design
and construction.
Exhibitors who choose bare space as participation format will be given bare space only, without any finishing such as
carpet and furniture. Shell scheme package exhibitors can also have special booth design and construction. Under all
circumstances, both exhibitors and their contractors should strictly obey the following rules and regulations
stipulated in section as well as any other rules & regulations which the organizer may specify before and during the
Show.
Refundable Deposit
Exhibitors may appoint their own contractor for booth design and construction subject to their approvals by the
organizer. All approved contractors and exhibitors who construct their own stands must lodge a deposit of
INR 50,000. This deposit can be made by cheque in favour of “Pharmaceuticals Export Promotion Council of India –
IPHEX Division”. This serves as a performance bond as well as waste removal / damage deposit. This deposit will be
refunded after deduction for services and damages, if any. Any costs borne by the official contractor will be
deducted from the bond without prior notice and/or approval. This includes (but is not restricted to) non-completion
of work, unpaid orders and venue fees/fines etc. Contractors may not commence build-up before the bond is
handed over to organizers.
Custom-built (Bare Space) Booth Design Layout and Proposals
1. No custom-built booth shall be permitted at the exhibition unless the booth design layout and proposals have
been approved in writing by the organizer.
2. Custom-built booth exhibitors must be submitted FORM 5 to the organizer by 4 April 2014. Design layout and
proposals for approval must be submitted by the appointed contractor no later than 11 April 2014. Site
measurements are given in metric. Drawing submitted must be to a reasonable scale of not less than 1:100 in full
dimensions and must contain information such as floor plan, booth elevation, telephone, electrical fittings,
colours and materials to be used, any audio-visual equipment to be used etc.
3. The organizer may require amendments or variations to be made to the design layout or proposals before
approving the same, or may withhold approval at its discretion if the booth structure causes obstruction to other
exhibitors.
4. Exhibitors, upon arrival and before commencing construction work, are required to check if the site is set out as
per floor plan issued by the organizer, and to report any error to the organizer immediately. If the contractors do
not report immediately, the organizer will not be liable for the errors once construction work has been
commenced by the party lodging the claim without reporting the error to the organizer.
Rules and Regulations for Custom-built (Bare Space) Booth Design and Construction
1. Exhibitors and their contractors should be fully aware of all construction and decoration regulations at Bombay
Exhibition Centre. Organizer reserves the rights to stop any activity in violation of the rules. No claim for loss and
damages will be accepted.
2. Please ensure that the booth is self standing and will not affect the structures of other booths or Bombay
Exhibition Centre permanent fixtures.
3. No part of any structure may be extended beyond the boundaries of the site allocated. This includes booth
displays, furnishings, or any other booth construction.
4. For bare space booth any structure, publicity material, photographs, charts, should not have height exceeding
6m and panels should have smooth and clean surface on both sides.
5. Any signage of company name or logo placed at the height over 2.44m facing an adjacent booth must be set
back from 0.5m of booth boundary.
6. Booths which are higher than 2.44m and with at least one side adjacent to shell scheme package booths, should
ensure that their back wall is with white finishing. Visible wooden or batten grid is not allowed. If the exhibitors
or contractors violate the above regulations, the organizer reserves the right to deduct the deposit received
from the contractors.
10
7. In case your stand has columns within the allocated area, please ensure that access to all electric points within
the columns is maintained. This can be done by designing a small door within your stand design.
8. No suspensions are to be made from the trusses of the Exhibition Hall.
9. Double storey booths may be allowed for contracted floor space of at least 72 sq. meters and the built up area of
the 2nd level must NOT exceed 40% of the contracted floor space. The maximum permitted height is 6 meters.
The Exhibitor and the appointed stand contractor must apply for approval for any double storey construction
from the organizer and venue owner, at least 1 month before the move-in day (to be considered on a case-bycase basis). The construction of the double storey booth shall be allowed only after the submission of a structural
and fire safety certificate from a registered structural engineer and an indemnity bond discharging the organisers
of any liability or responsibility in the unlikely event of any mishap caused due to poor design / workmanship of
such structure. Organizer reserves the right to prohibit access to the booth if any safety guidelines are not
observed and if approvals are not received from Bombay Exhibition Centre.
10.Bare space exhibitors are responsible for laying their own floor covering. All carpets and floor coverings shall be
affixed with double-side tape. In case of any floor covering work is done by the organizer, bare space exhibitor
will be responsible of bearing the entire incurred cost. The use of paint and glue on the floor of the Exhibition
Centre is not permitted.
11.Exhibitors and their appointed contractors must strictly adhere to the time schedule given by the organizer.
Failure to comply with these regulations may result in the delay of installation of electrics and equipment movein, and any consequential costs incurred will be charged to the exhibitor.
12.Air conditioning ducts in the venue are placed at a height of 6.75m. Exhibitors and their appointed contractors for
custom built (bare space) booths should check with the organisers if their booth location is below the air
conditioning ducts.
Electrical Works
1. According to the rules and regulations of Bombay Exhibition Centre, electricity, whether from the mains,
batteries or generators shall be supplied SOLELY by the Official Stand Contractor. Exhibitors’ own contractors are
not allowed to carry out electrical works inside Bombay Exhibition Centre.
2. All electrical fittings and wiring must be installed in compliance with Electricity (wiring) Regulation. The organizer
reserves the right to disconnect any installation that in their opinion is dangerous or is likely to cause
inconvenience to visitors or other exhibitors.
3. All electrical installation work shall be carried out by qualified electricians with a valid “Certificate of registration
of electrical worker” and they must comply with Indian Electricity Rules, 1956 amended up-to-date. The
exhibitors or contractors who appoint the electricians shall be liable for any damages caused if the electricians
fail to comply with the above requirement.
4. Exhibitors or contractors who apply for 3-phase electricity, a copy of above mentioned certificate of the worker
and the filled WR1 form must be submitted to Official Stand Contractors for record.
5. Electric power supply is available in the Exhibition Hall as under:
a. Single phase 230 V, 50Hz.
b. Three phase 415 V, 50Hz.
Voltage mentioned above is only for reference. Large variations could be expected on some occasions. For
precision instruments exhibitors are advised to use stabilizers/spike guards to protect their equipment.
6. Main switch and distribution board may be installed within exhibitor’s allocated space at Official Stand
Contractor’s discretion.
7. For single machine power mains, no tee-off and interconnection of the service cable is allowed. Each service line
is for one piece of equipment only.
8. Electricity supplies to booths will normally be switched on/off 15 minutes before/after the Exhibition
opens/closes each day. Exhibitors requiring electrical supply at times other than those stated should make prior
application to the Official Stand Contractor in writing SIX (6) weeks before the exhibition opening date. Any cost
involved shall be borne by the exhibitor.
9. Exhibitors requiring different voltages, stabilizers, frequency or special connections to equipment should arrange
for their own transformers, converters, boosters, etc. and keep the organizer informed in advance.
10. Wherever the power consumption is in excess of 1,000W, exhibitors should order 15Amp 3 phase power main
(8,000W).
11. Exhibitors under bare space category are required to apply for electric power supply as per FORM 6 and pay
electricity consumption charges on the basis of maximum demand of connected load, including lighting load.
11
12.Exhibitors under shell scheme package would be provided with plug point sockets with a switch for a 230V
13 Amp A.C. supply. Consumption of power through this plug point for the connected load up to 1 kW is included
in the cost of shell scheme package. However, additional power would be made available to them on payment.
3 phase power supply can also be provided, if required, at extra cost. Exhibitors are requested to refer to the
stand contractors manual fill up the relevant forms for their requirement of additional power points and fittings.
13.All electrical wirings shall be tough overall sheathed or armoured or enclosed in protective conduit, trunking or
cladding. Wiring may be PVC Electrometric or other plastic sheathed cables. Using zip cords, two-wire cords, latex
cords or plastic cords shall not be allowed. Joins shall be made by block connectors. All wirings through overhead
passages or gangways shall be firmly and adequately fixed and protected by guarding equipment.
14.The minimum recommended height of any lighting fixtures is 2.44 m.
15.Installations may be inspected and tested by Bombay Exhibition Centre’s authorized personnel before
commencement of supplies.
16.Use of multi-plugs or extension cords is not allowed in the exhibition halls at all times. The organizer reserves the
right to disconnect the electrical supply to any installation overdrawing more than permitted usage.
17.The main electrical supply point should be kept easily accessible for operation and repairs in an event of
emergency. These should not be concealed or covered with any partition wall/stored material.
Shell Scheme Booth Specifications
All shell scheme package booths shall be designed, erected and decorated by the Official Stand Contractor. Booth
design and facilities will be provided as per space application contract.
Exhibitors are not allowed to make any alternation to the structure of the booth or remove any integral part from
the booth. Exhibitors requiring special assistance to add / remove or relocate standard facilitates should submit their
request to the organizer no later than 11 April 2014. Any unused items will not be refunded.
Name Panel will be provided free of charge, please submit FORM 4 on or before 18 April 2014. If we have not
received the Form before deadline, the company names as supplied in your application form will be used.
Please refer to the Stand Contractor’s manual for Shell Scheme Package entitlements which will be sent to you
separately.
12
EXHIBITOR / CONTRACTOR REGISTRATION
Exhibitor Badge
All exhibitors and their staff are required to display their badges during move-in, move-out and throughout the
exhibition dates. Every 9 sqm of exhibition space entitles to 4 Exhibitor Badges.
To apply for your exhibitor badges, please complete FORM 1 and submit before the deadline date. Exhibitor badges
can be collected at the exhibitor check-in counter onsite from the 1st day of show build up. Please DO NOT register
your customers and booth contractors as “exhibitors” as this creates security and liability issues.
Contractor Registration
Appointed contractors will receive a form for application of contractor badges. Exhibitors should inform their
appointed contractors to apply for contractor badges before commencing work on site. The contractor badge can
only be used by personnel engaged in the design and construction of the booth during the move-in and dismantling
periods. The temporary contractor badge is valid until 21 May 2014, 0800 hrs and from 23 May 2014, 1630 hrs to
2200 hrs.
RULES AND REGULATIONS
Admission
Open to bonafide trade visitors only. Admission is free against production of visitors’ business card. Visitors must
register online or onsite at the exhibition and wear the Visitor Badge during the exhibition. No visitor under the age
of 18 will be admitted. The Organizers and Event Managers reserve the right to refuse admission to any visitors
without assigning any reason.
Booth Cleaning
During the build-up and dismantling periods, exhibitors and/or appointed contractors are responsible for the
removal of booth construction debris and rubbish on a daily basis. All aisles must be left clear.
During the exhibition days, the organizer will be responsible for the general cleaning of booth carpets and gangways
daily. For additional cleaning requirement of your booth please refer to FORM 9.
Damage to Booth Structures and Exhibition Premises
No person under any circumstances shall cut into or pierce through any floor covering or wall or alter booth service
structure except where authorized in writing by the organizer. Any such damage to Hall premises or booth service
structures will be invoiced to the Exhibitor.
Dangerous Materials & Fire Precaution
- Temporary gas (LPG), explosive, petrol, dangerous gases, radioactive materials or highly inflammable
substances are strictly forbidden in the exhibition halls.
- No naked or open flame equipment should be used in the exhibition halls at any time.
- Incandescent lamps and other apparatus or appliances with high temperature surfaces shall be subject to
testing and approval by Bombay Exhibition Centre.
- No flashing / blinking lights or neon lights will be permitted.
Entertainment / Recorded Music
Any Entertainment / Recorded Music played by Exhibitors at their booths requires approvals from Indian
Performance Rights Society, Public Performance Licence and other concerned agencies. The event manager will
assist the exhibitor in taking such permissions and shall advise on relevant costs upon receiving details from the
exhibitor. Kindly note that it takes a minimum of 25 days to receive approvals and all such requests should be
submitted latest by 11 April 2014.
Exhibits Move-In
Cargoes which are consigned to the exhibition site should NOT arrive at the exhibition hall before move-in period.
Exhibitors, 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 organizer. If the overall booth structures in the exhibitions are
erected, organizer reserves the right to refuse transportation / installation of heavy and large exhibits to booths
should they arrive late.
13
Please note that services of Official Freight Forwarder must be used for mechanical handling within the exhibition
hall. Apart from the official freight forwarder, no exhibitor or any other freight forwarder is permitted to ply
forklifts, cranes and pallet trucks within the exhibition hall. Exhibits arriving on site without a pre-appointed official
freight forwarder will be referred to the official freight forwarder by the organizer. All costs incurred will be borne by
the exhibitor.
Fire Precaution
1. Booth Construction and display materials shall strictly follow the “Fire and Safety Regulations” of Bombay
Exhibition Centre. For information, please visit http://www.nesco.in
2. Exhibitors are not allowed to store inflammable items in their booths during construction and exhibition
period.
3. All booth materials, exhibits, advertisement panels and packing materials should be kept away from fire
hydrant and other fire precaution equipment in the Exhibition Centre. Emergency Exits and aisles should be
kept free at all times.
Floor Loading Capacity
The permitted floor loading is 10 tonnes / sq meter within the exhibition hall and should not be exceeded. Exhibitors
are recommended to make provisions for steel plates for suitable covering of areas.
Food and Beverage
No outside food and beverage is allowed to be taken inside the exhibition venue for consumption. Onsite Cafeteria
will be functional during the Exhibition Days for sumptuous snacks, beverages and luncheon.
Health & Safety
To cater for an emergency, an ambulance will be stationed near the Entry of Exhibition Hall 1 on all setup days and
the days of the exhibition.
Insurance
The Exhibitor shall ensure that they are fully covered by insurance including, but not restricted to, all risks on their
property, exhibits or articles of any kind, public liability and comprehensive protection against any loss or damage
caused by any circumstances whatsoever whether by reason of fire, water, theft, accident or any other cause. The
Exhibitor shall insure against, indemnify and hold the organizer harmless in respect of all costs, claims, demands and
expenses to which the organizer may in any way be subject as a result of any loss or injury arising to any person
(including members of the public or the organizer’s staff, agents, or contractor(s) or property howsoever caused as a
result of any act or default of the Exhibitor, his servants, agents or contractors or invitees. If the organizer so
demands, the Exhibitor shall provide proof to the organizer that the Exhibitor has adequate insurance cover.
Intellectual Property Rights
The organizer reserves the right to request exhibitors to remove exhibits which are alleged of violating intellectual
property rights. Any possible legal damage as a result there of will have to be borne by the exhibitors concerned.
Moving Exhibits
• Moving machinery must be fitted with safety devices when the machines are in operation. These safety
devices may be removed only when the machines are disconnected from the source of power.
• Working machines must be placed at a relatively safe distance from the audience. We strongly recommend
the use of safety guards.
• All pressure vessels or equipment under pressure must conform to the safety standards & regulations. Prior
approval must be sought from the organizer before operating such equipment.
• No motors, engines, contrivances or power-driven machinery may be used without adequate protection
against risk of fire.
Overtime Work
Application for overtime work must be submitted to the Organizer’s Onsite Office by exhibitors or their contractors
before 1900 hrs on the move-in days. The organizer reserves the right to reject any late application.
14
Parking Facilities
The entry & exit of vehicles will be permitted from Gate 1 only of Bombay Exhibition Centre. Exhibitors are required
to park their private cars / lorries in the designated parking space in the Bombay Exhibition Centre. BEC charges for
vehicle parking are as follows: Four Wheelers – INR 100, Two Wheelers - INR 20, Trucks Buses - INR 200 and Trailers INR 500. Any illegal parking will be dealt with by the Bombay Exhibition Centre and Mumbai Traffic Police
authorities.
Photography & Video
No sound recording, video or photo shoot is allowed inside the exhibition venue, unless advance approval is given by
the organizer.
Product Demonstrations & Presentations
The Organizer appreciates that product demonstrations and presentations form an integral part of exhibitions.
Exhibitors, however, should exercise consideration for other exhibitors when carrying out product demonstrations
and presentations. Loudspeakers/sound devices and/or image projection equipment are to be placed in such a way
that sound/image is directed downwards and inside the booth, and not towards or across the aisles. The operation
of any sound device or image projector must not interfere with, or be an inconvenience to neighbouring exhibitors.
Sound levels recorded at adjacent or opposite booths should not exceed 50dB for all speech, music and sound
effects.
Sales
Over the counter sales are not allowed at any time during the exhibition. Should any Exhibitor fail to abide by this
condition, the organizer reserves the right to take appropriate action as deemed necessary to stop such activities.
Security
1. General security in the exhibition hall will be provided by the organizer. Exhibitors and their staff will not be
allowed in the exhibition halls before and after show official hours.
2. Security guards will patrol the exhibition halls in general, but their duties will not include specific attention
to individual booths.
3. For security & safety reasons, exhibit movement in or out of the halls during show hours is not permitted.
The exhibitors are recommended to use locks for their laptop computers on display onsite. Lockable
cupboards should be used to keep any valuable displays and personal belongings during or after official
hours.
4. Should you wish to hire security personnel to attend exclusively to your booth during the exhibition, please
refer to FORM 11.
Smoking
Smoking is not permitted in Bombay Exhibition Centre.
Structural Height Restrictions
The shell space booth height is 2.44 meters.
For Custom-built (Bare Space) booth any structure, publicity material, photographs, charts, should not have height
exceeding 6 meters and panels should have smooth and clean surface on both sides.
Unforeseen Occurrences
In case of any unforeseen occurrences, the decision of the organizer shall be final.
Utilities
Air-Compressor & Water Supply can be provided by the Official Contractors against submission of the FORM 7 by 18
April 2014.
15
SHIPPING INFORMATION
For details of shipping information, please contact the Official Freight Forwarder and submit FORM 13 by 11
April2014.
TEMPORARY MANPOWER
Exhibitors who require onsite manpower services, please submit FORM 10 before 18 April 2014.
TRAVEL INFORMATION
Hotel Accommodation
The organisers have appointed Thomas Cook as the official travel agent. For Hotel accommodation, please send your
contact details via FORM 3.
Insurance and Liability
Exhibitors are advised to secure their own insurance to cover loss incurred in case of cancellation, medical expenses
and damage or loss of personal properties.
DUTIES AND TAXES
Insurance
PLEASE INSURE ALL YOUR GOODS BEFORE SHIPPING. Organizers are not responsible for damage, pilferage or any
other loss, during shipping, transportation and handling at the Exhibition.
As Organizers, we strongly recommend that the exhibitor should engage services of the Official Freight Forwarder,
who is familiar with the procedures and is also capable of handling exhibits and consignments from arrival in any
Indian Port/Airport to final departure from any Indian Port/Airport. Should you use your own freight forwarder,
please ensure that your freight forwarder is familiar with the Regulations and is also in a position to provide Bank
Guarantee, if required.
Octroi Duty
(Not applicable for good coming under ATA Carnet)
Octroi means a cess levied on goods at the time of their entry into the limits of a city for purposes of consumption,
use or sale therein. The Mumbai Municipal Corporation collects Octroi charges for all goods entering Mumbai city.
The organizers have appointed as the Octroi Exemption Facilitation Agency for the benefit of its exhibitors.
Official Octroi Agent Contact:
Mr. Jitu Mehta, M: 09833350704 or Mr. Devendra Patil M: 09820142809, or Email: [email protected]
Exhibitors requiring these services should refer to FORM 12
To avail Octroi Facility, and for smooth clearance of goods both INWARD / OUTWARD, the Exhibitor must comply
with the following requirements:
All Exhibitors must use the Services of the Authorised Octroi Agent appointed by the organizers so that all goods
entering Mumbai will be recorded by the Authorised Octroi Agent at one entry point with the required paperwork
and by opening the R-Form. He will also ensure and be responsible for closing the R-Form when the goods are being
transported back to its origin. This close co-ordination is essential as any goods entering and leaving Octroi Limits
without the knowledge of the Authorised Octroi Agent would end risking the huge deposits being paid by the
organizers on behalf of the Exhibitors.
1. Please note that as per the new rules introduced by the BMC, all cartons in which the goods are packed must
have a label of the contents - Description, Quantity and Price. Please remember the same packaging will
have to accompany the goods when they are being transported back to origin after the Exhibition.
2. An R-Form will be opened and duly filled in by the Authorised Octroi Agent upon being presented with the
List of Goods by the concerned Exhibitor. The same R-Form will be closed by the Authorised Octroi Agent
16
upon ascertaining the List of Goods being sent back, at the Octroi Exit point where the Agent will be present
at his Office Premises.
3. Documents required for Octroi Clearing :
• Company’s Letter Head on Participation in the iPHEX 2014 exhibition.
• Invoice showing the value of the consignment.
• Deposit Amount
- refundable deposit towards MCGM (Receipt of MCGM will be issued)
- One time Registration cost on MCGM
- Clearing and forwarding and octroi refund claim service charge
• Clearing the consignment at check post for opening the R-Form at the time of import & closing the
R-Form when the exhibition is over
• Stamp & Sign on the R-Form at “Importer/Exporter” place at both the places
• Rubber stamp of the company.
• 4 Copies of Letterhead Extra. (if they are used the copy of the same will be sent to you for your records)
• 3 copies of the R-Form duly signed and stamped in original.
4. Documents required for refund of Octroi :
• Original R-Form and Money Receipt.
• Authority letter (Format enclosed) on company’s letter head on whose name deposit is paid. (2 Copies
on Letter head)
• Import and Export Invoices. (Invoices accompanying the vehicle at the time of entering Mumbai and
while exiting from Mumbai.
• Exit Gate pass from organizer. This is must Receiving Certificate of the goods where reached after the
exhibition. (Original destination)
• ECS Form (Copy Enclosed) duly signed by the applicant and certified by the Bank.
• Xerox copy of the cancelled cheque leaf.
5. What is R-Form
• This is an application for exemption in respect of goods imported or exported into or out of Mumbai.
• This facility is available for shipments travelling for demonstration, repairs etc.
• Temporary deposit equivalent to the Octroi amount is to be paid in cash or in the Form of DD addressed
to 'The Municipal Corporation of Greater Mumbai'.
• R-Form is to be filled in triplicate. At the time of opening, the Octroi Official retains original copy;
duplicate and triplicate copies are returned to the carrier/ customer.
• At the time of closing, the duplicate and triplicate copy, the invoice, deposit receipt along with the
shipment is to be produced at the check post. After due inspection the officer affixes his signature with
remarks on these copies and retain the duplicate copy. Triplicate copy is handed over to customer,
which along with the temporary deposit receipt is used to claim refund from Brihan Mumbai Municipal
Corporation.
• The validity of R-Form is for six months. Any shipment imported or exported in or out of Mumbai has to
return within 6 months, failing which the R-Form deposit will stand forfeited.
Amount paid as temporary deposit is refunded after deducting 10% as administration charges (as per rule of
Brihan Mumbai Municipal Corporation).
MARKETING OPPORTUNITIES
Take advantage of the many opportunities that the organizer of iPHEX offers to promote and publicise your
company to the people who will be visiting the show.
The Marketing Opportunities guide provides you with information on how to make the most out of your
participation at iPHEX. Only iPHEX exhibitors have the privilege of participating in the show’s promotion,
advertising and marketing programs, some of which have limited opportunities and will be given on a “first come,
first served” basis.
17
FORMS CHECKLIST AND DEADLINE
SUBMISSION
DEADLINE
TYPE
FORMS
ITEMS
Compulsory
FORM 1
EXHIBITORS BADGE
18 April 2014
 PHARMEXCIL
Compulsory
FORM 2
SHOW CATALOGUE ENTRY
04 April 2014
 PHARMEXCIL
Optional
FORM 3
HOTEL ACCOMODATION
04 April 2014
 PHARMEXCIL
Compulsory
FORM 4
NAME PANEL FORM FOR SHELL SCHEME
18 April 2014
 PHARMEXCIL
Compulsory
FORM 5
NOTICE OF INTENT TO BUILD A STAND FOR BARE SPACE
04 April 2014
 PHARMEXCIL
Optional
FORM 6
UTILITIES - ELECTRICITY
18 April 2014
 PHARMEXCIL
Optional
FORM 7
UTIILITIES - COMPRESSED AIR & WATER
18 April 2014
 PHARMEXCIL
Optional
FORM 8
OFFICE EQUIPMENT
18 April 2014
 PHARMEXCIL
Optional
FORM 9
STAND CLEANING
18 April 2014
 PHARMEXCIL
Optional
FORM 10
TEMPORARY MANPOWER
18 April 2014
 PHARMEXCIL
Optional
FORM 11
SECURITY
18 April 2014
 PHARMEXCIL
Optional
FORM 12
OCTROI FACILITATION
11 April 2014
 PHARMEXCIL
Optional
FORM 13
FREIGHT INSTRUCTIONS
MARKETING OPPORTUNITIES MANUAL
11 April 2014
 R.E. ROGERS
ISSUED SEPERATELY
ADDITIONAL FURNITURE & ELECTRICAL LIGHTING RENTAL
•
•
•
•
•
•
RETURN TO
ISSUED SEPERATELY
All items supplied are on a rental basis and no exchange, transfer or refund of ordered items on-site will be
entertained. Exhibitors will have to make good of any damages or losses for various items supplied by
respective vendors.
Cheques/DD should be drawn in favour of the respective vendors on receipt of invoice from the vendor.
Cancelled orders after deadline date are not refundable.
Items not listed on the forms may be offered on request and are subject to a separate quotation.
Any complaint regarding rental items or installation must be lodged before the show day. Otherwise all
items are deemed to be received in good order and condition.
Service Tax of 12.36% will be charged additionally on all orders.
18
FORM 1
EXHIBITORS BADGE
Please complete and return the form to
Neha Raheja - Email : [email protected] or Fax: +91.11.23323953
Deadline:
18 APRIL 2014
Booth No:
Company Name
Address
Tel
Key Contact
Email
Fax
Email
Designation
Mobile
City + Pin
FORM 1 - Exhibitors Badge
Exhibitors and their personnel who need to access the exhibition halls during iPHEX 2014 must register for an
EXHIBITOR BADGE. Exhibitor badges are strictly reserved for use by exhibitors and their stand staff and should not be
transferred or “lent” to non‐exhibiting personnel/visitors. Any visiting staff should register as a visitor. No request for
an exhibitor badge should be made for any person below the age of 18. An Exhibitor Badge permits access to the
exhibition halls during the build‐up and open days of the show.
The number of badges available corresponds directly with space booked, as follows:
Stand Size (sqm)
Allocation of Badges
9 - 17
4
18 - 26
8
27 -35
12
Each additional 9 sqm
+4 Exhibitor badges
EXHIBITOR BADGE COLLECTION
All exhibitors can collect Exhibitor Information Pack which will include their pre‐ordered exhibitor badges and other
useful show information from 1030 hrs onwards on 20 May 2014 at the Registration Counter.
NAME
DESIGNATION
Date
Signature
Place
Company Stamp
COUNTRY
19
FORM 2
SHOW CATALOGUE ENTRY
Please complete and return the form to
Neha Raheja - Email : [email protected] or Fax: +91.11.23323953
Booth No:
Company Name
Address
Tel
Key Contact
Email
Deadline:
04 APRIL 2014
Fax
Email
Designation
Mobile
City + Pin
FORM 2 - Show Catalogue Entry
Every exhibitor is entitled to one free Catalogue Entry with company name, address and a description of company
products / services (max. 100 words). The organizer reserves the right to edit as appropriate and exclude entries
received after the production deadline.
COMPANY PROFILE (Not more than 100 words)
Date
Signature
Place
Company Stamp
20
FORM 3
HOTEL ACCOMMODATION
Please complete and return the form to
Deadline:
Mr. Raju Mane : M: +91.9819712222 E: [email protected]
04 APRIL 2014
The organisers have appointed Thomas Cook as the official travel agent. For Hotel accommodation, please send your
Contact details to Thomas Cook.
Booth No:
Company Name
Address
Tel
Key Contact
Email
Fax
Email
Designation
Mobile
City + Pin
FORM 3 – Hotel Accommodation
Key Contact: Mr. Raju Mane
T: +91.22.66091547 F: +91.22.66091595
M: +91.9819712222 E: [email protected]
Date
Signature
Place
Company Stamp
21
FORM 4
NAME PANEL FORM
Please complete and return the form to
Neha Raheja - Email : [email protected] or Fax: +91.11.23323953
Booth No:
Company Name
Address
Tel
Key Contact
Email
FORM 4 – Name Panel Form
Deadline:
18 APRIL 2014
Fax
Email
Designation
Mobile
City + Pin
This form is applicable for the exhibitors who have opted for the shell scheme only.
•
•
•
•
Please provide desired Name Panel in Maximum 30 letters.
Please use CAPITAL letters
Only name of the principal exhibitors will be printed on the fascia
If your details are not received by the deadline date, the company name mentioned in your Space
Application Contract will be used.
Date
Signature
Place
Company Stamp
22
FORM 5
NOTICE OF INTENTION TO BUILD A STAND
Please complete and return the form to
Neha Raheja - Email : [email protected] or Fax: +91.11.23323953
Deadline:
04 APRIL 2014
Booth No:
Company Name
Address
Tel
Fax
Key Contact
Email
FORM 5 - Notice of Intent to Build a Stand
Email
Designation
Mobile
City + Pin
This Form must be completed and returned by All Bare Space Exhibitors
• Exhibitors who have booked ‘BARE SPACE’ stands may use either the official stand contractor or appoint another
contractor of their choice. Organiser reserves the right of not to approve any proposed contractor without
assigning any reasons thereof.
• Technical drawings (original) of the stand design must be submitted to the organizers in duplicate or sent by
email (in full color in JPEG Format with resolution not less than 200 dpi) for approval before 11 April 2014. This
should include:
o Booth Design Layout Plan (Color)
o Floor Plan / Top View
o Electrical Installation Plan
o Section Elevation Plan (with booth height & dimension)
• Stand designs without the organizers approval will not be permitted for construction in the exhibition.
• Electrical power supply must be ordered through the Official Stand Contractor only.
• All electrical connections must be inspected by the official contractor before circuits are activated.
• Nominated stand contractors must provide contractor badge to all personnel engaged in the construction of
booth during move-in & move-out period
• Nominated stand contractors should fully settle the Refundable deposit of INR 50,000 be paid by cheque in
favour of “Pharmaceuticals Export Promotion Council of India – IPHEX Division”
Exhibitors Declaration
We herewith appoint the below contractor to build our stand in accordance with the rules and regulation set up by
the organiser
Please provide nominated stand contractor details below:
Stand Contractor
Address
Tel
Key Contact
Email
Fax
City + Pin
Email
Designation
Mobile
Company stamp and legally binding signature of exhibitor:
Appointed Contractors stamp and legally binding signature on behalf of the exhibitor:
Signature
Date
Place
Company Stamp
23
FORM 6
UTILITIES - ELECTRICAL POWER SUPPLY (RAW SPACE BOOTHS)
Please complete and return the form to
Neha Raheja - Email : [email protected] or Fax: +91.11.23323953
Booth No:
Company Name
Address
Tel
Key Contact
Email
Deadline:
18 APRIL 2014
Fax
City + Pin
Email
Designation
Mobile
FORM 6 - Utilities - Electrical Power Supply (Bare Space Booths)
This form is mandatory for the exhibitors requesting additional power. All orders made are not refundable.
SECTION A: MAIN POWER SUPPLY FOR EXHIBITS AND LIGHTING FOR SHOW DAYS
Connection
Consumption
Quantity (KW)
Service/Items
Charges (INR)
Charges (INR)
(C)
(A)
(B)
220v, Single Phase, 50Hz (1KW – 5KW only)
3000
2500 per KW
400v,Three Phase, 50Hz Power Supply
Please note that only Three Phase cables would be provided at the booth and not the 15 Amps Plug Point
1KW - 5KW
4000
2500 per KW
6KW - 15KW
4000
2500 per KW
16KW - 25KW
5000
2500 per KW
26KW - 50KW
6000
2500 per KW
51KW & above
8000
2500 per KW
SUBTOTAL OF SECTION A (INR) :
ADD 12.36% SERVICE TAX :
Amount (INR)
(B x C) + A
TOTAL OF SECTION A (INR) :
SECTION B: MAIN POWER SUPPLY FOR BUILD UP AND TEAR DOWN DAYS
Connection
Service/Items
Charges (INR)
(A)
220v, Single Phase, 50Hz (1KW – 5KW only)
NIL
400v, Three Phase 50 Hz
3000
26KW - 50KW
3000
51KW & above
3000
Grand Total INR (Total of Section A + Total of Section B) = INR ________
Note:
Consumption
Quantity (KW)
Charges (INR)
(C)
(B)
2500 per KW
2500 per KW
2500 per KW
2500 per kW
SUBTOTAL OF SECTION B (INR) :
ADD 12.36% SERVICE TAX :
TOTAL OF SECTION B (INR) :
Amount (INR)
(B x C) + A
Late order received after the form deadline will be subjected to availability. Full cost shall apply for cancellation after 12 May 2014.
a) BARE SPACE EXHIBITORS ARE REQUIRED TO INDICATE THE LOCATION OF THE MAINS REQUIRED TOGETHER WITH THE SUBMISSION OF THIS FORM.
b) BARE SPACE EXHIBITORS ORDERING MAIN POWER HAVE TO SUPPLY A SINGLE LINE DRAWING ENDORSED BY A LOCAL QUALIFIED ELECTRICIAN.
POWER SUPPLY WILL NOT BE TURNED ON WITHOUT AN ENDORSED SINGLE LINE DRAWING. ELECTRICAL TRIPS DUE TO OVERLOAD OF POWER BY
THE CONTRACTOR WILL BE INVESTIGATED AND ALL COSTS WILL BE BORNE BY THE CONTRACTOR
c)
All items ordered are on a rental basis and exhibitors will be held responsible for any loss or damage.
d) A socket must only be used for one exhibit at any one time. Multi-point connection is not allowed to prevent possible short circuit, power overload
as well as fire hazards.
e) All quoted prices are subjected to the prevailing government tax.
f)
Orders will be fulfilled only when full payment is made. Foreign cheques are NOT accepted. Bank charges for payment via Telegraphic Transfer have
to be borne by the exhibitor. Any shortfall due to bank charges deduction will have to be paid by cash before orders are delivered. There will be no
refund for cancellation of orders during show days.
g) The standard supply is 230V with approximately 10% fluctuation. Please use a voltage stabilizer for the safety of your equipment.
ALL ORDERS ON SITE HAVE TO BE PAID BY CASH IN RUPEES ONLY.
Date
Signature
Place
Company Stamp
24
FORM 7
UTILITIES - COMPRESSED AIR & WATER
Please complete and return the form to
Neha Raheja - Email : [email protected] or Fax: +91.11.23323953
Deadline:
18 APRIL 2014
Company Name
Address
Tel
Key Contact
Email
Fax
FORM 7 - Utilities - Compressed Air & Water
S.No.
1.
2.
3.
Description
Providing & Laying Pipe Line for 12
MM.dia Compressed air with Compressor
six bar pressure 10.6 CFM on Hire Basis
per connection
Providing & Laying Pipe Line for 15
MM.dia Compressed air with Compressor
seven bar pressure 49 CFM on Hire Basis
per connection
Providing & Laying water supply pipe for
inlet and outlet water connection for
Hire Basis
Email
Designation
Mobile
Rate per
connection (INR)
City + Pin
No. of Connections
Total
10,000
12,500
15,000
Total
Service Tax – 12.36%
Total Cost
Order should be accompanied with 100% payment.
Note:
 Exhibitors are required to mark on the position of all items ordered. The official contractor will install at their
discretion if they do not receive this stand layout before move in. On-site requests for re-positioning will be
subject to a relocation charge of 50% on the rental price.
 For water supply and air compressor services, exhibitors are required to bring along their own adaptor to
connect to the equipments. Exhibitors with sensitive equipment are advised to bring their own stabilizer.
Date
Signature
Place
Company Stamp
25
FORM 8
OFFICE EQUIPMENT RENTALS
Please complete and return the form to
Neha Raheja - Email : [email protected] or Fax: +91.11.23323953
Booth No:
Company Name
Address
Tel
Fax
Key Contact
Email
FORM 8 - Office Equipment Rental
Description
Computers P-IV with TFT Monitor
Printers 1000 LaserJet
Laptop
Color Laser printer
LCD Projector (2500 Lumens)
LCD Projector (3000 Lumens)
LCD Projector (4500 Lumens)
LCD Projector (5000 Lumens)
Plasma Screen 42” with DVD
Plasma Screen 50” with DVD
DVD Player
29” LCD T V
32” LCD T V
Three - in – One Printer
Fax Machine
Scanner
Note:
a)
b)
c)
d)
e)
Deadline:
18 APRIL 2014
Email
Designation
Mobile
Unit Price INR* per day
(12.36% tax extra)
1000
1250
1000
2250
2000
2500
3500
4000
2000
4000
500
1500
2000
2750
1250
1250
Total
Tax 12.36%
Grand Total
City + Pin
Quantity
Total
The rates mentioned above are per day of the exhibition.
Late order received after the form deadline will be subjected to availability.
All items ordered are on a rental basis and exhibitors will be held responsible for any loss or damage.
All quoted prices are subjected to the prevailing government tax.
Orders will be fulfilled only when full payment is made. Bank charges for payment via Telegraphic Transfer have to be
borne by the exhibitor. Any shortfall due to bank charges deduction will have to be paid by cash before orders are
delivered.
f) Contractors ordering main power have to supply a single line drawing endorsed by a local qualified electrician. Power
supply will not be turned on without an endorsed single line drawing. Electrical trips due to overload of power by the
contractor will be investigated and all costs will be borne by the Contractor
ALL ORDERS ON SITE HAVE TO BE PAID BY CASH IN RUPEES ONLY.
Date
Signature
Place
Company Stamp
26
FORM 9
STAND CLEANING
Please complete and return the form to
Neha Raheja - Email : [email protected] or Fax: +91.11.23323953
Deadline:
18 APRIL 2014
Booth No:
Company Name
Address
Tel
Key Contact
Email
Fax
FORM 9 - Stand Cleaning
Description
Cleaning staff during exhibition days
Email
Designation
Mobile
Booth Size
(sqm)
Dates
From
To
City + Pin
INR / per sqm
Total INR
100
Service Tax - 12.36%
Total
Note:
• Services will be provided once daily before commencement of the show.
• Booth cleaning service includes floor cleaning, counter cleaning, emptying waste paper bins etc.
Date
Signature
Place
Company Stamp
27
FORM 10
TEMPORARY MANPOWER
Please complete and return the form to
Neha Raheja - Email : [email protected] or Fax: +91.11.23323953
Deadline:
18 APRIL 2014
Booth No:
Company Name
Address
Tel
Key Contact
Email
Fax
Email
Designation
Mobile
City + Pin
FORM 10 - Temporary Manpower
Type
Booth Host
(English Speaking Only)
Booth Hostesses
(English Speaking Only)
Charges Per
Day - INR
Date
From
No. Of Staff
Required
To
Cost - INR
2000
2500
Total
Services Tax – 12.36%
Total Cost
Cancellation Terms: Partial or total cancellation of the above order can be made up to 1 April, 2014 without charge.
Exhibitors will be liable for full payment of all orders thereafter and no refunds will be made.
Please take note of the following:
• All orders are subject to 12.36% Service Tax and should be accompanied with 100% payment.
• The minimum period of employment is an average of 8 hrs /day, 30 minutes, lunch is included.
The assigned staff will report directly to exhibitor’s stand on-site. The first day of the show staff will be
present at least 1 hour before the show starts.
• The Hostess/Host must not to be entrusted with handling of cash or valuable. Exhibitors will be responsible
for Hostess/Host whilst in their stands and the show organizer will not be responsible for any loss or damage
caused by such personnel.
• Exhibitors will be responsible for the safety of temporary staff while on their stand.
• Order should be Form received after the deadline will be attended subject to availability.
Date
Signature
Place
Company Stamp
28
FORM 11
SECURITY
Please complete and return the form to
Neha Raheja - Email : [email protected] or Fax: +91.11.23323953
Booth No:
Company Name
Address
Tel
Key Contact
Email
FORM 11 - Security
Date
Built Up Days
19 May 2014
19 May 2014
20 May 2014
20 May 2014
Exhibition Days
21 May 2014
22 May 2014
23 May 2014
Deadline:
01 APRIL 2014
Fax
Shift Details
Email
Designation
Mobile
Charges per shift
INR
0800 hrs - 2000 hrs
2000 hrs - 0800 hrs
0800 hrs - 2000 hrs
2000 hrs - 0800 hrs
1500
1500
1500
1500
0900 hrs - 1900 hrs
0900 hrs - 1900 hrs
0900 hrs - 1800 hrs
1500
1500
1500
City + Pin
No. Of Guards
Required
Total
Total
Services Tax - 12.36%
Total
Note:
 The exhibition halls during the exhibition days will be sealed at the end of the day and no guard or person
will be permitted to stay in the hall.
Date
Signature
Place
Company Stamp
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FORM 12
OCTROI FACILITATION (Not Applicable for Goods under ATA Carnet)
Please complete and return the form to
Deadline:
11 APRIL 2014
Mr. Jitu Mehta, M: +91.9833350704 or Mr. Devendra Patil M: +91.9820142809, or Email: [email protected]
Booth No:
Company Name
Address
Tel
Key Contact
Email
FORM 12 - Octroi Facilitation
Fax
Email
Designation
Mobile
City + Pin
TO AVAIL OCTROI CLEARANCE
Octroi clearance formalities have to be completed by the Exhibitors for goods entering inside Mumbai city for exhibition iPHEX
2014.
The organisers have appointed D.D.Octroi Service as the Octroi Clearing & Refund Agent
For Octroi clearance formalities please send your contact details to:
D.D.Octroi Service
Mr. Jitu Mehata / Mr. Devendra Patil
Octroi Clearing & Refund Agent
Near Shiv Prasad Hotel, Dahisar Check Naka,
Dahisar (E) Mumbai - 400 068.
Tel. : +91-22-28970637 / 28964401
Mobile : +91-9833350704
Mobile : +91-9820142809
E-mail : [email protected]
Dahisar Check Naka: (For trucks coming from Vasai, Gujarat, Rajasthan, MP, UP, New Delhi, Punjab and Haryana)
Eastern Express Highway Naka (Thane Naka) : (for trucks coming from Thane, Nasik, Aurangabad, Mp, Kolkatta and Bhiwandi)
Bombay Panvel Highway Naka (Vashi Naka): (For trucks coming from Vashi, N.Mumbai, Pune, AP, and Karnataka Goa and South Indian States)
If you have any queries please contact: Mr. JITU MEHTA, M: +91.9833350704 or Mr. DEVENDRA PATIL M: +91.9820142809, or Email: [email protected]
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FORM 13
FREIGHT INSTRUCTIONS
Please complete and return the form to
Deadline:
11 APRIL 2014
R.E. Rogers India Pvt Ltd, Fax: +91.22.28208942 E-mail.: [email protected]
Booth No:
Company Name
Address
Tel
Key Contact
Email
Fax
Email
Designation
Mobile
City + Pin
FORM 13 - Freight Instructions
We advise R.E. Rogers, the Official Forwarding Agent and On-Site Installation Contractor that we shall be shipping the following for the event,
and we instruct the above parties to customs clear and deliver the goods to our stand:
No. of pieces
Description of contents
Dimensions (metres)
Weight (kg)
We also note and understand the following:
1. DEADLINE FOR SHIPMENT
Receipt of documents for seafreight consignments
Receipt of documents for airfreight consignments
Arrival of consignments at Nhavasheva Port via seafreight
2.
: 14 days prior to arrival of shipment
: 10 days prior to arrival, with flight details and AWB number
: 21 days prior to the opening of the show - LCL shipments
: 14 days prior to the opening of the show - FCL shipments
Arrival of consignments at Mumbai Airport via airfreight
: 14 days prior to the opening of the show
CONSIGNMENT INSTRUCTIONS ( AIRFREIGHT / SEAFREIGHT CONSIGNMENT )
Port of Discharge
: Nhavasheva Port, Mumbai
Airport of Discharge
: Mumbai Airport
All consignments both by seafreight or airfreight under master bill of lading/AWB, must be consigned and notified “Freight Prepaid” as:
CONSIGNEE
NOTIFY
CONSIGNEE:
SAME AS CONSIGNEE
<< Exhibitor Name >>
iPHEX 2014
Bombay Exhibition Centre
Mumbai, India
Please note in order to collect “delivery order’ from the airline, an authorization letter addressed to the airline on Exhibitors Letter Head
in favour of R.E. Rogers India Pvt. Ltd, Mumbai, would be required. Please fax us the same prior to arrival of Shipment and send the
original along with the shipment. (please see freight forwarders manual)
All documents such as the Bill of Lading and Airway Bill must show the consignee and notifying party as above.
NOTE:The Pre-alert + the original documents should be sent to the address shown below:
The Pre-alert + the original documents should be sent to the address shown below:
R.E. Rogers India Pvt Ltd,
501/502, Midas, Sahar Plaza Complex, Mathuradas Vasanji Road, Andheri (E), Mumbai- 400 059.
Tel.: +91.22.30880308/15 Dir.: +91.22.30880314 Fax: +91.22.28208942 E-mail.: [email protected]
IMPORTANT : In order for us to monitor your shipments please ensure that all documents are to be faxed / emailed to:
_________________________________________________
3. INSURANCE
It is the responsibility of each exhibitor to arrange Insurance covering transport to the exhibition, during the exhibition, and the return of
the exhibits to domicile, including the period the exhibits are handled by R.E. Rogers Pvt Ltd,, and also ensure that Transport Insurance is
arranged for exhibits sold locally.
We also inform R.E. Rogers India Pvt Ltd that we will be using the services of (Name of Freight Forwarder from origin) ________________ from
____________________ (country). Tel: ________________________ Fax: ___________________________
Contact Person: ____________________________ E-mail: _____________________________________
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