EXHIBITOR MANUAL Asia Pacific Airline Training Symposium 2014 (APATS) 23rd – 24th September 2014 Centara Grand Convention Centre Bangkok, Thailand Show Organizer: Please forward this manual to the person responsible for exhibit arrangements. 1 IMPORTANT CONTACT INFORMATION Show Organiser: The Halldale Group Pembroke House 8 St. Christopher’s Place Farnborough Hampshire GU14 0NH United Kingdom Tel: +44 (0)1252 532000 Fax: +44 (0) 1252 512714 E-mail: [email protected] Contact: Jeremy Humphreys Venue: Centara Grand Convention Centre Pathumwan Bangkok 10330 Thailand Tel: +66 (0) 2100 1234 ext. 6375 E-mail: [email protected] Contact: Ms. Manthana Chomsakorn (Pui) Official Stand Fitting: & Electrical/AV Contractor Side by Side Creation Co. Ltd 222/27 Moo 12 Khwang Ladpraw Khet Ladpraw Bangkok 10230 Thailand Tel: +662 907 2286-7 Fax: +662 907 2291 E-mail: [email protected] Contact: Ms. Sirirat Official Shipping Agent: Global Logistic Solutions Limited Tel:+44 7712 018394 E-mail: [email protected] Contact: Roger Walker On-site Handling Agent : APT Showfreight (Thailand) Limited 11/24 Ratchadapisek Road, Chongnonsee, Yannawa, Bangkok 10120 Thailand Tel: +66 2 285 3060 Fax: +66 2 285 3068 E-mail: [email protected] Contact: Mr. Hasnai Kongkaew; General Manager (Exhibitions & Events) All consignments to be marked: FOR APATS 2014 To clear customs in time, deliveries should arrive in Bangkok by: 01 September (by seafreight) 10 September (by airfreight or by courier) 2 APATS 2014 EXHIBITOR MANUAL General Information Event: Asia Pacific Airline Training Symposium 2014 (APATS 2014) Place: Centara Grand Convention Centre, Bangkok, Thailand Dates & Times: Set-up day: Sunday 21st – Monday 22nd September 2014 * Sunday 21st : Organizer and shell scheme set-up * Monday 22nd : Exhibitor set-up time 02:00 – 19:00 hrs. 08:00 – 18:00 hrs. If you require access to the exhibition hall after 18:00 hrs, please contact James Edwards ([email protected]) Registration for Exhibitors and Visitors : Monday 22nd September 2014 12:00 – 18:00 hrs. Tuesday 23rd September 2014 (booths to be ready by 07:30 am) 08:00 – 17:30 hrs. Wednesday 24th September 2014 08:00 – 17:00 hrs. Teardown date: Wednesday 24th September 2014 17:30 – 24:00 hrs. Show dates: Exhibition Booth: Each 2.5m x 3.0m (8ft x 10ft) floor space includes: Hard wall shell scheme with 2 x fluorescent lamps 1 x Draped Table 2 x Chairs Power supply Fascia (for company name) Waste paper basket Details and process for exhibitors 1) Booth details and design: 1.1) The contractor must submit all bespoke booth requirements to the hotel management 3 weeks before the event. The exhibitor, therefore, must fill in the form and submit the form together with final design (for special design booth) to the official contractor at [email protected] before 1st September 2014 (please submit in PDF format) 1.2) Before any construction or booth decoration starts, the exhibitors or their contractors should receive an approval letter in writing from the hotel management team via the official contractor. If the exhibitor fails to follow the rules and regulations as stated in the manual, the official contractor has the right to suspend the construction or not allow further construction of their exhibition booth 1.3) The exhibitors must pay for any extra accessories or power supply wattage (if required) before 31st August 2014. Please see page 5 for full details. 2) Exhibitors must return the order forms to the official contractor by 31st August 2014 with details of the booth and any extra requirements as stated on the form. 3 3) Exhibitors, contractors and suppliers must comply with the rules and regulations stated herewith. If there is an abuse of rules and regulations, the official contractor has the right to ask the exhibitor or their contractor to suspend or cease the action. 4) The official contractor is only responsible for the exhibition area and not the conference. 5) The registration and booth booking has to be made directly with the event organizer, Halldale Group 6) The official contractor offers a construction service for those who require a custom-built booth. If you are interested in this service, please submit your booth design with details and scale to [email protected]. Please allow extra time for finalizing and construction which should take approximately 3 weeks. 7) To gain access to the exhibition hall on set-up and teardown day, the exhibitor’s contractors must know the following basic information: * The event name * The name of the event room * Total numbers of workers entering the construction site 8) All of the exhibitors’ contractors and workers shall dress appropriately: no sandals or shorts are allowed and they must wear their identification badges during set-up and teardown. 4 For those who require extra power and accessories, extra charges will be payable as per the following table. No. Item Unit Price (in Thai Baht) 1 Electricity system cost includes power supply Circuit Breaker 30amp. 3 phase 380V. 1 per 2 days 2,800 2 Circuit Breaker 15amp. 3 phase 380V. 1 per 2 days 2,000 3 Circuit Breaker 30amp. 1 phase 220V. 1 per 2 days 1,500 4 Circuit Breaker 15amp. 1 phase 220V. 1 per 2 days 1,300 5 Socket 5amp. 1 per 2 days 400 Utilities 1 Dark blue carpet size 2.5 x 3m. 1 per 2 days 2,000 2 Wooden floor (10mm. size 2.5 x 3m. underlay) 1 per 2 days 1,200 *Table 1: Extra utility usage charge. Cost above is subject to 7% government tax. To order furniture, carpet or power supplies, please use the set of forms downloadable from our website (www.halldale.com/apats-2014/exhibitor-information). st Please complete the form with your order and return to [email protected] by 31 August 2014. If you have any questions, please contact Side by Side by email at [email protected] or Tel: +662 907 2286-7, Fax: +662 907 2291 To order internet access for your booth, please complete the Internet order form located on our website (www.halldale.com/apats-2014/exhibitor-information). 5 APATS 2014 EXHIBITOR BOOTH ID FORM st Please complete this form and return to [email protected] by 31 August 2014. Company Name: __________________________________________________________________________ Booth number: __________________ Booth Name _________________________________________ Contact person: _______________________Email: _______________________________________________ Tel: (_______) _______________________ Mobile phone no.: (_______) ____________________________ Your contractor’s name (if any) __________________________________Mobile phone no.:_____________ Please give us a brief description of the activities to be held on your booth e.g. selling, demonstration of equipment etc. __________________________________________________________________________________________ __________________________________________________________________________________________ Standard Shell Scheme (Dimensions are in meters) 6 APATS 2014 RULES AND REGULATIONS FOR SET-UP AND TEARDOWN 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. Display equipment must be located within the booth area provided Display of product or exhibition boards shall not interfere with the other booths Exhibitors are not allowed to place signs, j-flag or posters anywhere in the hall other than on their own booths NOT TO…nail or attach anything to the floor with glue NOT TO…drag any object on the floor without using carpet or rubber supports to protect against damage to the floor. If any object needs to be dragged or moved, use only a thick-wheeled trolley which exhibitors or their suppliers must bring themselves. Please note that the loading elevator size is Wide 2.3 m. x High 2.3m. x Deep 6 m NOT TO…stick or hold pole, wall, ceiling, or any trees and flowerpots displayed in the hallway NOT TO…hang or install any hanging banner/ poster/ sign from the ceiling as well as outside the hall (apart from sponsor banners previously agreed with Halldale) MUST… keep electric wire or any wire that may cause injury by stumbling over neat by using tape which must be the same color as the floor or carpet. Be sure to cover the wire or plastic rail neatly with tape MUST… keep all documents, stationery, brochures, and leaflet on the shelves of the booth No booth shall be left unattended at any time during the opening hours of the fair. Exhibitors must arrange to have a booth representative or agent who shall be responsible for the booth during exhibition hours (08:00 – 17:30 hrs.) Set-up and decorating is allowed only on 22nd September 2014 (pre-show date) during 08:00 - 18:00 hrs. and teardown is allowed only after exhibition ends on 24th September 2014 during 17.30 - 24.00 hrs. No naked flames including candles are allowed on the booths NOT TO… cause a nuisance or annoyance in the exhibition area by using the sound system. Sound level and extent of demonstrations shall be conducted within your booth area. No sound system or flashing lights are allowed during the conference NOT TO…bring in any gas or cooking stove Avoid using heavy panel or construction if possible. You must use wooden underlay topped with carpet to support heavy objects placed on the floor The booth must be kept clean at all times If water supply is needed on your booth, exhibitors must bring their own container and disposal container which shall be disposed with after show hours After show hours, exhibitors should cover their products or showcase with white fabric sheet. All objects must be kept neatly, and no valuables should be left on the booth In case of damage, exhibitors are responsible for the cost of the damage and any fine levied. If any items are left on the booth, exhibitors must inform their suppliers to collect their items and clear the space All types of wood saws are not allowed in the exhibition hall It is forbidden to connect an electric power cord with a plug directly to the wall or floor The contractors and workers are not allowed to smoke or drink any alcoholic substance in the exhibition hall If you are using balloons, the balloons must contain “Helium gas” only and the balloons must be inflated outside of the hotel building Any water decorations are not allowed in the exhibition hall as they may cause damage to the hotel property Rubbish or scrap pieces of construction will be removed from the event room after set-up finishes. If this causes the venue damage or loss, the organizer will charge this to the exhibitor Do not remove or cause damage to the hotel property or assets that are located in the hotel For parking during set-up and teardown, vehicles that are more than 2.30 m. high cannot park inside the parking building. They can drop-off materials for a maximum of 30 min. is allowed. You will need to park outside the Central World parking building. During the set-up, event and teardown, exhibitors may park at Central World parking area (for cars below 2.30 m. high). Exhibitors will receive 24 hours free parking by having your parking card e-stamped at the event registration area By disobeying the above rules and regulations of Centara Grand & Bangkok Convention Centre, the organizer reserves the right to repeal the booth operation and expropriate the deposit or any pre-paid money. 7 APATS 2014 - IN CASE OF DAMAGE On teardown, the official contractor and the property inspectors will check for any damage. If any damage is found, the property inspectors will report the damage to the exhibitor’s representatives, however, the final cost of the damage will not be known at this point. The exhibitor’s representatives or their suppliers shall sign to acknowledge such damage, if not, the property inspector reserves the right to take it as the exhibitors or their suppliers has accepted the terms and responsibility for the cost of the damage. Any cost of damage incurred shall be handled by the exhibitor who is located in the area of damage. Remark: the organizer (Halldale Group) and the official contractor (Side by Side Creation) shall not be responsible for any cost of damage caused by the exhibitors and their suppliers. Likewise, the organizer and official contractor shall not be responsible for the loss of the exhibitor’s valuable objects for any cause. 8