15 – 17 April 2014 EXHIBITOR’S MANUAL Incorporating: o General Information o Show Rules and Regulations o Order Forms for Exhibition Services TABLE OF CONTENTS SECTION PAGE NUMBER Organisers and Contact Persons......................................................... 3 Show Details and Timetable..................................................... 4 Stand Construction and Exhibition Services ............................ 5-6 Shipping Instructions …………………………………………………………….. 7 Official Contractors for Various Services............................................... 8 Terms and Conditions………………………………………………………………. 9-10 Travel & Visa Requirements........................................................ 11 General Information ................................................................... 12-13 Order Forms …………………………………………………………….……………… .14-24 Batelco Form, Terms & Cond………………………………….………………… 25-27 2 Organisers and Contact Persons Bahrain Exhibition & Convention Authority (BECA) P.O. Box 11644 Manama Kingdom of Bahrain Tel: +973 17 558800, Fax: +973 17 555513 Amal Abdulla – Senior Sales Officer Tel: +973 17 558898, Email: [email protected] Eman Taheri –Sales Officer Tel: +973 17 558814, Email: [email protected] 3 SECTION 1 SHOW DETAILS AND TIME TABLE 1.1 OPENING TIMES: th th The exhibition will be open daily from Tuesday 15 to Thursday 1 7 A p r i l 2 014 from 10am - 7pm at the Bahrain International Exhibition Centre – Hall 2. 1.2 ASSEMBLY & DISMANTLING TIMETABLE: a) Assembly- 13- 14 April 2014 b) Dismantling- 18 April 2014 1.3 FREIGHT CO-ORDINATOR For shipping instructions and tariffs, please contact: AGILITY BAHRAIN BSC CLOSED C/O AGILITY FAIRS AND EVENTSP.O. Box 2758 FOR Food and Hospitality expo 2014, BAHRAIN P.O BOX 2758 HIDD TOWN KINGDOM OF BAHRAIN. Tel: + 973 17 461034 Fax: +973 17910165 Contact: Mr. Hewa A. Prabhath Mobile: +973 39 72 55 59 E-mail: [email protected] 1.4 FREIGHT ARRIVAL DATES Method of Shipment Port of Arrival Latest Arrival Date Method of Shipment Port of Arrival Latest Arrival Date Sea Freight LCL Consignments Bahrain 12 days prior to the build-up Sea freight FCL Consignments Bahrain 12 days prior to the build-up Air Freight Consignments Bahrain 6 days prior to the build-up Road Freight Consignments Bahrain 2 days prior to the build-up Failure to comply with the latest arrival dates stated above could result in non-arrival or late delivery of the exhibits to the show. 4 SECTION 2 STAND CONSTUCTION & EXHIBITION SERVICES 2.1 BUILDING REGULATIONS To comply with local building regulations, exhibitors building their own stands must submit a detailed drawing of their stand to the organizer’s at least 4 weeks before the show for inspection and written approval. Exhibitors building their own stands shall not commence assembly without the organisers’ written approval as doing so could involve the exhibitor in extensive alterations to their stands at their own cost. The permitted stand height is 2.5 meters. However, any design for a stand must be submitted to the organisers for approval at least 4 weeks in advance. If approved, the structure will be restricted to a distance of 1 meter away from the dividing walls of the neighbouring stands. All materials used in stand construction must be properly fire-proofed in accordance with local regulations. Normal international safety standards apply. 2.2 CLEANING The organisers are responsible for the cleaning of aisles and common areas & stand floors of exhibitors that have booked the shell scheme packages with the organisers. Exhibitors building their own stand are responsible for the cleaning of their stand, exhibits and furniture. 2.3 COMPRESSED AIR Exhibitors requiring compressed air should apply to the organisers for availability and costs. 2.4 ELECTRICAL POWER SUPPLY The electrical power supply in the Kingdom of Bahrain is 240 volts (50 cycles) single phase, and 450 volts (50 cycles) three-phase. The socket type utilized in Bahrain is the UK standard three-pin-plug socket. All exhibitors must order electrical connections through the official stand contractor Future Exhibitions & Conference Organizing 2.5 FLOOR SURFACES AND LOADING The floor of the exhibition hall has a smooth acrylic paint finished concrete surface and no form of fixing to the floor is permitted. Any damage caused to the floor surface or any part of the exhibition Centre will be charged to the exhibitor at a cost. The maximum permitted weight of exhibits is 2,000 kg/m². 5 2.6 HEIGHT AND ACCESS a) Maximum height of exhibits: b) Access: 2.7 2.50 meters The largest goods entrance d o o r to the exhibition hall measures: 3 m wide x 3.6 m high FURNITURE AND ELECTRONIC ITEMS Exhibitors may provide their own stand furniture or may rent furniture from the official stand contractor Future Exhibitions & Conference Organizing. 2.8 SHELL SCHEME PACKAGE Exhibitors not wishing to build their own stand can order the organizers’ shell scheme package which includes: wall panels, fascia board with company name, spot light behind fascia as general lighng, 1 counter, 2 chairs, one 13 amp single phase power point, 1 wastepaper basket and floor carpet. Exhibitors booking this package will have their company name, stand-number featured on the fascia board in English. 2.9 RELOCATION The organisers reserve the right to relocate exhibitors’ stand areas, without liability, should it be deemed necessary for whatever reason. 2.10 STAND BOUNDARIES Exhibitors may not place any display material, dividing wall, exhibit or any part of their stand construction beyond their contracted boundary. 2.11 WATER AND WASTE The Bahrain International Exhibition Centre has limited facility for piped water or drainage. Fresh water can be supplied which must be hand carried to the stands. 2.12 WORKING EXHIBITS a) Moving machinery should be fitted with safety devices which must not be removed when the machines are in operation and are connected to the power source. b) All pressure vessels or equipment under pressure must conform to the organizers’ safety standards and regulations. c) The organisers reserve the right to determine the acceptable sound level and extent of demonstration for working exhibits and audio-visual presentations in case of complaint from other exhibitors. 6 SECTION 3 SHIPPING INSTRUCTIONS 3.2 DELIVERY OF EXHIBITS/BONDED EXHIBITION AREA The Bahrain International Exhibition Centre is a customs bonded area. To comply with the bonded area regulations, all deliveries from locally held stock, i.e. duty/tax paid goods must be accompanied by a detailed loading list on company letterhead in triplicate. Goods will then be checked against the list by Customs Officers at the Exhibition Centre. One copy will be stamped and handed back to the exhibitor. The stamped copy must be presented to Customs at the end of the exhibition to enable goods to be removed from the bonded area. 3.3 CENSORSHIP OF LITERATURE/VIDEO Show Catalogue, leaflets, literature, films and other visual aids are subject to inspection and censorship by Customs upon arrival. It is advisable to send questionable items to the shipping agents in advance for consideration. 3.4 CUSTOMS REGULATIONS Standard procedures must be adhered to and exhibitors are warned that any attempt to shortcut the systems can result in extensive delays. The import of alcohol, all wireless, radio or telecommunications equipment will need special permission from the local authorities. In any case exhibitors are advised to contact their shipping agent well in advance. 7 SECTION 4 OFFICIAL CONTACTORS FOR VARIOUS SERVICES Exhibitors wishing to book the following services are requested to contact the contractors directly. Any costs shall be settled directly with the contractor. 4.1 PHOTOGRAPHER National Images Manama Kingdom of Bahrain Tel: +973 17 712 544 Fax: +973 17715 735 Mobile: +973 39607950 Email: [email protected] Contact: Mr.C.M Varghese The official photographer will cover the opening ceremony, individual stands, exhibitors, visitors and other activities at the exhibition. They will be located on the exhibitor floor & will be available for individual services as required .The cost of the services must be settled directly with the photographer onsite. 4.2 STAND CONTRACTOR Future Exhibitions & Conference Organizing Tel: +973 17311212 Fax: +973 17 311221 [email protected] Contact: Mr. Haneefa, Mobile: +973 36004548 Exhibitors building their own stand may contact the official stand contractor. The cost of the stand construction etc must be settled directly with the contractor. 4.3 TV/VIDEO HIRE Future Exhibitions & Conference Organizing Tel: +973 17311212 Fax: +973 17 311221 [email protected] Contact: Mr. Haneefa, Mobile: +973 36004548 4.4 TELEPHONE / FAX / INTERNET Exhibitors requiring dedicated telephone, fax, internet lines should apply to BATELCO. Bahrain Telecommunications Company (BATELCO) P. O. Box 14, Manama, Kingdom of Bahrain Tel: +973 1788 5554 , M: +973 39 788003 Contact: Ahmed Alshayeb Email: [email protected] 8 SECTION 5 TERMS AND CONDITIONS 5.1 PAYMENTS To ensure the booking of your exhibition space, kindly follow the payment schedule which is as follows: • An initial non-refundable p a y m e n t of 25% of the participation f e e s must be made with submission of the signed and stamped application. • Balance payment is due no later than 20 March 2014. Exhibitors supported by Tamkeen • P a y m e n t of 20% of the parcipaon fees must be paid to Bahrain Exhibition & Convention Authority after obtaining approval from Tamkeen. • A further pledge of 80% is required to be paid to Tamkeen to guarantee parcipaon. • Tamkeen will arrange full payment to BECA on participation of the event. Exhibitors will be allowed to occupy their allotted stand only after the due payment and approval from Tamkeen is made. 5.2 CANCELLATION OF PARTICIPATION If an exhibitor withdraws after confirmation of the application, he will be liable for a cancellation charge which is 25% of participation fee. The exhibitor is liable to pay full participation fee for any cancellation after 20 March 2014 or after obtaining the approval from Tamkeen whichever is applicable. 5.3 FAILURE TO EXHIBIT Any organization, having signed a contract for exhibition space, shell scheme but fails to exhibit for any reason and has not been released from the contract by the organisers is liable for the full amount stated in the contract plus any additional costs incurred by the organisers as a result of such failure to exhibit. 5.4 LIMITATION OF LIABILITY The organisers or their agents shall not be liable for the safety of exhibitors, their staff, agents, contractors or invitees during the exhibition nor for any exhibits, articles or other property of whatever kind brought into the exhibition by exhibitors, their staff, agents, contractors or invitees or members of the public. The organisers shall not in any event be held responsible for any restrictions or conditions which prevent the construction, erection, completion, alteration or dismantling of stands or the entry, assembly or removal of exhibits, or for the failure of any services or amenities provided by the hall landlords or other third parties. 9 5.5 EXHIBITOR’S INSURANCE Exhibitors shall make sure 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 circumstance whatsoever whether by reason of fire, water, theft, accident or any other cause. The exhibitor shall insure against indemnity and hold the organisers not responsible with respect to all costs, claims, demands and expenses to which the organisers 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 staff, agents or contractors) or property however caused as a result of any act or default of the exhibitor, his servants, agents or contractors or invitees. If the organisers so demand the exhibitor shall provide proof to the organisers that the exhibitor has adequate insurance cover. Exhibitors must ensure that their temporary staff, agents or contractors are insured against claims for workman’s compensation. The period for which such insurance shall be maintained shall run from the time the exhibitor or any of his staff, agents or contractors first enters the exhibition grounds, and continue until he has vacated the exhibition grounds and all his exhibits and property have been removed. 5.6 GROUP STANDS Contracting parties for group stands are responsible for ensuring that all exhibitors within their group are fully aware of and agree to obey these terms and conditions and the rules and regulations of the exhibition. 5.7 SUB-LETTING The exhibitor must not transfer, dispose or part with, or otherwise sublet the whole or any part of his allotted space, whether for financial consideration or otherwise. The exhibitor must, if he is an agent distributor or licensee, state at the time of contract the names of the principals for whom he is agent, distributor or sole licensee with the prior written permission of the organisers. 5.8 FORCE MAJEURE The organisers shall not be liable to the exhibitor by reason of any cancellation or parttime opening of the exhibition, either as a whole or in part, for any nonperformance of their obligations under this contract or for any amendments or alterations to all or any of the rules and regulations of the exhibition in each case to the extent that such occurrence is due to any circumstances not within their control. 10 SECTION 6 TRAVEL & VISA REQUIREMENTS 6.1 OFFICAIL AIRLINE Gulf Air is the officially appointed carrier for the expo. With direct flights from major International cities; Gulf Air is ideally suited to meet the needs of all exhibitors and visitors. Exhibitors should contact their nearest Gulf Air office for further information. 6.2 VISA REQUIREMENTS All 4 and 5 star hotels in Bahrain offer visa support – kindly contact the hotel directly for further information. E-Visas can also be obtained through the website www.evisa.gov.bh . 11 SECTION 7 GENERAL INFORMATION 7.1 CAR PARKING Ample c a r p a r k i n g f a c i l i t i e s are a v a i l a b l e International Exhibition Centre, free of charge. 7.2 adjacent to t h e B a h r a i n SHOW CATALOGUE The show catalogue will be printed in English and will contain general information, entry from each exhibitor and exhibitors’ advertisements. Each exhibitor is entitled to a maximum of 100 words entry describing his products free of charge. The catalogue will be given free of charge to every visitor at the show. 7.3 PRESS, PROMOTION & FACILITIES A full schedule of press activity will be co-ordinated by the organizer’s before and during the show within their comprehensive visitor promotion campaign. Exhibitors are encouraged to supplement this with their own news stories, press releases and product photographs which should be sent to the organizer’s. A Press & Business Centre will be operational during the show and exhibitors may place press releases there at any time. 7.4 RESTRICTED GOODS Consumption or display of any alcohol is strictly prohibited within the exhibition centre by order of the authorities. 7.5 SALE OF EXHIBITS Customs documentation f o r permanent i m p o r t a t i on o f exhibits must be completed and all duties and taxes must be paid on site before sold goods can be released to the buyer. 7.6 SECURITY 24-hour security is provided by the Bahrain International Exhibition Centre. Security guards will patrol the exhibition hall in general, but their duties will not include attention to individual stands. Exhibitors are advised to take adequate precautions and ensure that all articles and valuable items are insured. The organizer’s will not be responsible for the safety of articles of any kind brought into the exhibition hall by the exhibitors, their staff or any person whatsoever. It is the responsibility of each exhibitor to be on their stand during dismantling to ensure the secure removal of his exhibits. 7.7 VISITOR PROFILE The exhibition is open to trade, business visitors & general public. Entry is free of charge. 7.8 BADGES Exhibitors and their stand staff will be issued with passes which must be worn at all times in the exhibition hall for security reasons. 12 Form #1 Shell Scheme Fascia Lettering DEADLINE: 1 APRIL 2014 Stand #: Hall #: 2 Name of exhibiting company: ______________________________________________ Contact Person : Tel : Fax : Email: Signature/Company Stamp : Date: Shell Scheme fascia board details: (Please print clearly in block letters) Company name to appear on stand fascia board (Maximum 24 characters) This form must be submitted to the official contractorFuture Exhibitions & Conference Organizing Tel: +973 17311212 Fax: +973 17 311221 [email protected] Contact: Mr. Haneefa, Mobile: +973 36004548 Mr. Muhammad Harba, Mobile: +973 39936391 13 14 15 16 17 Form#2A 18 Form#2B 19 Form#2C 20 Form #3 ELECTRICAL & LIGHTING LAYOUT FORM DEADLINE: 1 APRIL 2013 Stand #: Hall # : 2 Name of exhibiting company: ______________________________________________ Contact Person : Tel : Fax : Email: Signature/Company Stamp : This form must be submitted to the official contractorFuture Exhibitions & Conference Organizing Tel: +973 17311212 Fax: +973 17 311221 [email protected] Contact: Mr. Haneefa, Mobile: +973 36004548 Mr. Muhammad Harba, Mobile: +973 39936391 • • Location of your electrical requirements will be installed at the discretion of the Official St a nd fi t t i ng Contractor If the layout plan is submitted after the deadline, any relocation after installation will be at the expense of the Exhibitor. BACK WALL SIDE WALL SIDEWALL (Open I Close) (Open I Close) OPEN FRONT Date: 21 Form #4 CATALOGUE ENTRY FORM DEADLINE: 13 MARCH 2014 Company name:__________________________________ Stand no. __________ PO Box:____________________________________________________ Address:_________________________________________________________________________________ __________________________________________________________________________________ Country:_____________________________________________________________ Telephone:___________________________________________________________ Fax:_________________________________________________________________ Email:_________________________________________________________________ Website:___________________________________________________________________ Contact name: Mr/Ms___________________________ Mobile no._________________ Profile (max 100 words only) Please Type Here Services/products (max 10 words only) Please Type Here If we didn’t receive the profiles on the time we will use the previous one, new Exhibitor will put the company name and address only. Please complete this form & send to Contact: Ms. Doaa Email: [email protected] Tel: +973 17 558846 22 Form #5 Exhibitor’s Badge Application Form DEADLINE: 1 APRIL 2014 Please print clearly in block letters Hall #: Stand #: 2 Name of exhibiting company: Contact Person : Tel: Fax: Email: Signature/Company Stamp : Date: Exhibitor Country of Origin/Head Office: Stand Size Upto 9 Sqm Upto 15 Sqm Upto 20 Sqm Above 25 Sqm Badges 2 4 6 14 Please photocopy this form for additional names. Please type or block print: Name: Name: Name: Name: Name: Name: Name: Name: If we didn’t receive the Badge Application Form on the time we will put the company name only. Please complete this form & send to Contact:Ms.Doaa A.Wahab/ Email: [email protected] Tel: +973 17 558846 Fax: +973 17555513/17556142 24 25 25 26