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

EXHIBITOR MANUAL
2014
Organised by:
www.viv.net
CONTENTS
Particulars
Deadline
Page
VIV India 2014 Details
Route Map to BIEC
Bangalore International Exhibition Centre (BIEC) image
Contact Details
Floor Plan
3
4
5
6
7
General Information
1. Exhibition Venue
2. Exhibition Hall Specifications
3. Admission to Exhibition Hall
4. Exhibition Time Table
5. Stand Construction
6. Stand Cleaning
7. Onsite Handling of Material / Exhibits
8. Online Catalogue
9. Onsite Arrangements
10. Official Services
11. List of Service Providers
8
8
8
8
9
10
12
12
12
13
13
15
Exhibitions Policies & General Rules
I. Definitions
II. Admission Regulations
III. Build Up, Exhibition and Tear Down
IV. Operation and Conduct
V. Insurance, Liability And Claims
VI. IMTMA (Indian Machine Tool Manufacturers’ Association) Regulations
17
17
17
18
18
21
22
Exhibitor Action Checklist
24
A.
Forms for Information:
I. Invitation Tickets (I-1)
II. Visa Invitation Form (I-2)
III. Registration
a. Exhibitor Badges (I-3)
B.
st
21 February 2014
st
1 March 2014
st
1 March 2014
IV. Stand Installation
a. Shell Scheme Package (I-4A)
b. Fascia Name (I-4B)
c. Stand Design Approval (I-5)
d. Stand Authorization (I-6)
1 March 2014
st
1 March 2014
st
21 April 2014
V.
25 April 2014
Exit Pass (I-7)
st
th
26
27
28
29
30
31
34
35
Forms for Hiring:
a.
Hiring Terms & Conditions
37
VI. Stand Utilities
a. Furniture and Misc. Items (H-1)
b. Electric Power (H-2)
c. Compressed Air (H-3)
d. Water Connection (H-4)
e. Audio Visual Equipment (H-5)
f. Plants & Flower Arrangements (H-6)
1 March 2014
st
1 March 2014
st
1 March 2014
st
1 March 2014
st
1 March 2014
st
1 March 2014
VII. Temporary Staff Arrangement
a. Temporary Staff (H-7)
st
38
43
44
45
46
47
1 March 2014
st
48
VIII. Material Handling Arrangement
st
a. Heavy & Large Exhibits (H-8)
1 March 2014
b. Onsite Material Handling (Tariff – Domestic Cargo)
49
50
VIV India 2014
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Exhibitor Manual
VIV INDIA DETAILS
Name of the exhibition:
VIV India 2014
Exhibition for Animal Husbandry & Livestock Industry
Exhibition hours:
Wednesday
Thursday
Friday
Venue:
Hall No. 1
Bangalore International Exhibition Centre (BIEC)
th
10 Mile, Tumkur Road, Madavara Post,
Dasanapura Hobli, Bengaluru–562123, Karnataka, India.
Entry:
By free registration.
Organisers:
VNU Exhibitions Europe
P.O. Box 8800
3503 RV Utrecht, The Netherlands.
Tel: +31 (0) 30 295 2608
Fax: +31 (0) 30 295 2809
E-mail: [email protected]
23 April 2014
24 April 2014
25 April 2014
1000 – 1800 hrs.
1000 – 1800 hrs.
1000 – 1600 hrs.
VNU Exhibitions Asia Pacific Co. Ltd.
195 Empire Tower, 23rd Floor, Room no. 2307,
South Sathorn Road, Yannawa, Bangkok 10120, Thailand.
Tel : +662 670 0900
Fax : +662 670 0908
E-mail: [email protected]
Inter Ads Exhibitions Pvt. Ltd.
Plot No.859, Phase-V, Udyog Vihar,
Gurgaon-122 016, Haryana, India.
Tel: + 91 124 4524207
Fax: + 91 124 4524227
E-mail: [email protected]
VIV India 2014
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Exhibitor Manual
ROUTE MAP OF EXHIBITION VENUE
Bangalore International Exhibition Centre (BIEC)
th
10 Mile, Tumkur Road, Madavara Post,
Dasanapura Hobli, Bengaluru–562123, Karnataka, India.
Tel: +91 80 66246600
Fax: +91 80 66246661
Email: [email protected]
Website: www.biec.in
Note: The entire exhibition centre is a “NO SMOKING ZONE”. Smoking zone is provided near the entrance of the
venue.
VIV India 2014
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Exhibitor Manual
BANGALORE INTERNATIONAL EXHIBITION CENTRE (BIEC)
VIV India 2014
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Exhibitor Manual
CONTACT DETAILS
ORGANISERS:
VNU Exhibitions Europe
P.O. Box 8800
3503 RV Utrecht, The Netherlands
Tel: +31 (0) 30 295 2608
Fax: +31 (0) 30 295 2809
E-mail: [email protected]
Contact: Mr. Manuel Madani (Sales Manager)
Inter Ads Exhibitions Pvt. Ltd.
Plot No.859, Phase-V, Udyog Vihar,
Gurgaon-122 016, Haryana, India
Tel: + 91 124 4524207
Fax: + 91 124 4524227
E-mail: [email protected]
Contact: Mr. K. V. Rajeevan (Exhibition Director)
Tel: + 91 124 4524203; E-mail: [email protected]
VNU Exhibitions Asia-Pacific, Thailand
195 Empire Tower, 23rd Floor, Room no. 2307,
South Sathorn Road, Yannawa,
Bangkok 10120, Thailand.
Tel: +662 670 0900
Fax: +662 670 0908
E-mail: [email protected]
Contact: Ms. Warisara Pongpattapan (Kratai)
Contact: Mr. Puneet Sharma (Operations Manager)
CONVENTION VENUE:
OFFICIAL STAND & ELECTRICAL:
Bangalore International Exhibition Centre (BIEC)
10th Mile, Tumkur Road, Madavara Post,
Bengaluru-562123, Karnataka, India.
Tel: +91 80 66246600
Fax: +91 80 66246661
Milton Exhibits India Pvt. Ltd.
A -54, DDA Shed. Okhla, Phase II,
New Delhi-110044, India.
Tel: +91 11 41454661 extn.-24
Fax: +91 11 41454660
Mobile: +91 8130693004
E-mail: [email protected]
Contact: Mr. R. K. Yambungchou
Tel: + 91 124 4524218; E-mail: [email protected]
Contact: Mr. Sanjaya Prusty (Asst. Sales Manager)
Tel: + 91 124 4524214; E-mail: [email protected]
FREIGHT FORWARDER & ONSITE MATERIAL HANDLING AGENCY:
Non-European and Domestic Exhibitors
R.E. Rogers India Pvt. Ltd.
1, Commercial Complex,
Pocket H & J, Sarita Vihar
New Delhi- 110076, India
Tel: + 91 11 26949801/02
Fax:+ 91 11 26949803
Mobile: +91 9818451472
Email: [email protected]
Mr. Sushil Upadhyay
Bengaluru Address:
R.E. Rogers India Pvt. Ltd.
R.E.R House, 2383/1, 11th Main,
15th Cross,'E' Block, Sahakara Nagar
Bangalore – 560 092, Karnataka, India.
Tel: +91 80 42690500 / 55
Fax: +91 80 41535881
Mobile: +91 9845205424
Email: [email protected]
Contact: Mr. Shrenik Jain
VIV India 2014
European Exhibitors
Van der Helm – Hudig Rotterdam BV
Expo Logistics Department
Contacts: Mr. Walter de Jongh and Mr. Ger Kluter
Debussystraat 2, 3161 WD Rhoon, The Netherlands
Tel: +31 (0)10 5066187
Fax: +31 (0)10 5066185
E-mail: [email protected]
E-mail: [email protected]
SPECIAL STAND DESIGN & FABRICATOR:
EP&M INDIA Private Ltd.
II Floor, I-83, Lajpat Nagar II
New Delhi – 110024
Mobile: +91 9810017961
Email: [email protected]
Contact: Mr. Amitabh Awasthy
Website: www.epmindia.com
6
Exhibitor Manual
FLOORPLAN
Hall No. 1
VIV India 2014
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Exhibitor Manual
GENERAL INFORMATION
1.
Exhibition Venue
Hall No. 1,
Bangalore International Exhibition Centre (BIEC)
th
10 Mile, Tumkur Road, Madavara Post
Dasanapura Hobli, Bengaluru-562123, Karnataka, India.
2.
Exhibtion Hall Specifications
Sr. No.
Description
Hall No.
Specifications
2.1
Floor Loading
0.75 to 30 MT per sqm.
2.2
Floor Finish
Vacuum De-watered RCC Floor
i). 14 meters clear height at the center of the hall
ii). 9 meters clear height at the sides of the hall
2.3
Ceiling Height
1
3.
Stand Construction should not exceed 3.0 meters
height. Stand height exceeding 3.0 meters is to submit
3 sets of full dimensional drawings to the Organisers
for approval.
2.4
Freight Entrances
5.0 meters (W) x 9.0 meters (H)
2.5
Electricity Supply
Single phase 200 V, 50Hz.
Three phase 415 V, 50Hz.
2.6
Lighting - General illumination level
Metal Halide - 150 to 200 lux
Admission to Exhibition Hall
Admission to Exhibition is exclusively for trade visitors. Minors under the age of 18 will not be allowed to enter the
exhibition hall.
VIV India 2014
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Exhibitor Manual
4.
Exhibition Time Table
S. No.
4.1.
4.2.
4.3.
4.4.
Particulars
Hall No.
Last date for approval of bare space stand designs /
drawings
Date
Timings*
st
1 March 2014
Build up
Move-in by official stand contractor
Move-in by onsite material handling agency
Move-in by special stand contractors on bare space
Placement of heavy Exhibits to the respective bare stand
Move-in by exhibitors on standard shell scheme stand
Completion of special stand construction
Carpeting of Aisles and other common areas
Exhibition hall closing for cleaning
1
1
1
1
1
1
1
1
21 April 2014
21 April 2014
21 April 2014
21 April 2014
22 April 2014
22 April 2014
22 April 2014
23 April 2014
0900 hours
0900 hours
0900 hours
0930-1600 hours
1000-2000 hours
2200 hours
2200-2359 hours
0000 hours
Exhibitors move in and out time during exhibition
days
1
23 April 2014
0800-1900 hours
1
1
24 April 2014
25 April 2014
0900-1900 hours
0900-2200 hours
Registration
Counter
Registration
Counter
Registration
Counter
Registration
Counter
Registration
Counter
21 April 2014
0900-1700 hours
22 April 2014
1000-1800 hours
23 April 2014
0900-1700 hours
24 April 2014
0900-1700 hours
25 April 2014
0900-1500 hours
Registration
Collection of Exhibitor badges
On site Exhibitor registration
Visitor / Press registration
4.5.
Exhibition Hours
1
1
1
23 April 2014
24 April 2014
25 April 2014
1000-1800 hours
1000-1800 hours
1000-1600 hours
4.6.
Official Opening of the Exhibition
1
23 April 2014
1000 hours
4.7.
Tear Down
Disconnection of electricity for stands except for general
lightings
1
25 April 2014
1605 hours
Collection of rented items
1
25 April 2014
1605-1700 hours
Removal of exhibits without requiring any mechanical
assistance
1
25 April 2014
1700-1800 hours
Removal of heavy exhibits requiring mechanical
assistance
1
25 April 2014
1700-2100 hours
Tear Down of stand fittings
Clearing of all stand fittings, stand materials and exhibits
Cleaning the exhibition hall
1
1
1
25 April 2014
25 April 2014
25 April 2014
2000-2100 hours
2100-2200 hours
2200 hours
*Time mentioned is indicative and subject to change by the Organisers.
VIV India 2014
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Exhibitor Manual
5.
Stand Construction
5.1.
All electrical installation work at the exhibition must be carried out solely by the Organiser’s official electrician or
official stand contractor.
Exhibitors requiring different voltages and frequency or special connections to equipment must arrange for their own
transformers, converters, boosters, etc.
All electrical equipment should be tested and approved by the Organiser’s appointed licensed electrical engineers
prior to turning on the electrical supply.
Except for island stands, a back wall must be installed for every stand. Stands with immediate neighbour(s) should
also be provided with necessary sidewall(s).
No part of any exhibit/display should project out of the stand boundaries. Exhibits/Machines/Showcases/Display
podiums must be placed at least 0.7 meter away from the boundaries of open sides of the stand.
5.2.
5.3.
5.4.
5.5.
5.6.
5.7.
5.8.
5.9.
5.10.
The stand design & drawings must be certified by a chartered structural engineer/consultant for structural stability.
Copy of the certificate must be attached with the stand layout at the time of submission of Stand Design Approval
Form (I-5).
Only licensed contractors to be use for electrical and other exhibition work.
Only use BIS certified wires, cables or other electrical appliances for safety reasons.
Don’t use green areas for display outside the halls.
Don’t use inflammable material for construction, decoration in the exhibition.
5.11.
Guidelines for Stand Construction:
To achieve uniformity in display and appearance of the entire exhibition and to ensure proper presentation of all exhibits,
Exhibitors are advised to strictly follow the guidelines for stand construction specified by the Organisers.
A.
Approval of layout plan of stand:
Exhibitors must submit the design and drawing of their stand (floor plan & elevation) in 3D view (three
dimensional view) depicting position of exhibits, furniture, fittings, fixtures, brandings, office cubicles with
complete dimensions in meters, in duplicate, to the Organisers for approval at least 6 weeks in advance.
Exhibitors must issue a letter of authorisation to their respective stand contractors to take stand possession.
B.
General Stand Design:
Organisers will demarcate the stands within the hall by suitable means. Exhibitors may take assistance from the
Hall Director(s) for locating their respective stands.
nd
Stands should be complete in every respect by 2200 hours on 22 April 2014.
Please note: There will not be Vehicle movement inside the venue complex on 22 April 2014.
Exhibitors shall ensure that their booth is built & tear down in a safe, systematic and organized manner, within
the specified build-up & tear down period.
VIV India 2014
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Exhibitor Manual
Stands should be constructed according to the layout approved by the Organisers. Organisers
reserve the right to demand modifications/alterations to the stand. In case actual display arrangement of a stand
is not in conformity to the approved layout plan or guidelines, Organisers shall remove such installations from the
stands at the cost and risk of the Exhibitor. Further, any part of the exhibit/stand which appears unsightly to the
Organisers must be covered by the Exhibitor failing which Organisers will have the same covered at Exhibitor’s
cost & risk. Decision of the Organisers in this regard will be final and binding.
Exhibitors should not take support of any permanent structures in Exhibition Hall for display.
Woodworking inside/outside the Exhibition Hall is prohibited. Exhibitors are advised to bring prefabricated stands
for assembly in the Exhibition Hall. (If any Exhibitor fails to abide the above said guidelines, will have to pay
penalty which will be decided by the Organisers on site).
Exhibitors are advised not to use any vacant space around their stands for storage or otherwise. This could be
hazardous and could restrict the movement of service personnel. Organisers reserve the right to remove such
material at the risk & cost of the Exhibitor.
Installation of Air conditioners of any type inside the stands is not permitted.
Grouting/drilling of holes in the floor or walls and welding on columns, walls, doors, floor and truss are not
permitted.
Spray painting is not allowed inside the Exhibition Hall.
Stand with glass top is not allowed.
No suspended displays/structures are permitted from the ceiling of the exhibition halls.
Exhibitors shall advise their advertising/construction/electrical and all other agencies about the guidelines for
stand construction and ensure compliance. Organisers shall not correspond with any of the agencies engaged by
the Exhibitor.
Overall height:
The maximum height of any structure/display should not exceed 4.0 meters.
Partitions and/or dividers in the stand should not exceed on the open side of the stand. The height of the partition
or divider should not exceed 4.0 meters. Both sides of the partition should be properly finished or painted,
particularly the partition on the side of their neighbouring stand. Exhibitors are advised to make side partitions in
mutual agreement with neighbours.
Display panels, branding towers, name boards, sample holders, photographs and other display material are
permitted in the stand, subject to a maximum height of 4.0 meters.
Spotlight, focus light etc. are permitted provided these are fitted along with the stand structure within the
maximum height of 4.0 meters.
Exhibitors having natural wall(s) along with their stall boundary or pillar within stands, may cover the same
properly without causing damage to the walls, pillars, floors or any structure of the Exhibition Hall(s), not
exceeding the maximum permissible height of 4.0 meters. However, electric panels on the walls or duct doors in
the pillars, if any, should be kept accessible for the Organiser, for maintenance.
Floor Covering:
Carpeting of the stands is compulsory for all Exhibitors. Use of suitable commercial material for floor covering
inside the stands is permitted. Gluing/pasting of carpets on the floor may be done only by using easily removable
bi-adhesive tape that leaves no marks on the floor.
Stand floor should not be primed, painted or varnished, nor floor covering be stuck permanently to the floor.
C.
Guidelines for building of mezzanine floor:
Mezzanine floors are permitted only for exhibitors who have applied for space of 100 square meters or more. The
area of the mezzanine floor cannot exceed 25% of the allotted stand area.
The mezzanine floor design & drawings must be certified by a chartered structural engineer/consultant for
structural stability. Copy of the certificate must be attached with the stand layout.
The responsibility of the safety of structure shall lie solely on the exhibitor.
The mezzanine floor can be used only as a visitor hospitality lounge. Exhibits/display, offices/cabins with closed
walls & ceilings will not be permitted on the mezzanine floor.
Mezzanine Design
Offices/cabins with closed walls & ceiling are strictly prohibited on the mezzanine floor. The mezzanine must be
an open area only with safety railings on open sides.
Rear and side walls of stands adjacent to/facing neighbouring stands must not be transparent and must be clean
and covered in a uniform neutral color, above a height of 4.0 meters.
Branding will be allowed on the mezzanine railings, not exceeding a maximum height of 1.2 meters.
Construction of mezzanine floor is 3.0 meters away from the boundary of all open sides of the stand.
Maximum height
The height of the mezzanine floor itself should be 1.2 meters only.
The maximum permissible height below the mezzanine floor is 4.0 meters.The maximum permissible height of
the stand covered with mezzanine floor cannot exceed 5.2 meters (i.e. 4.0 meters + 1.2 meter). Height of the
stand in all other areas not covered by mezzanine floor cannot exceed 4.0 meters.
VIV India 2014
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Exhibitor Manual
6.
Stand Cleaning
General cleaning will be provided by the Organiser in all stands and aisles during exhibition days. However, cleaning
of exhibit materials, products on display and dusting of furniture would be the responsibility of the exhibitor.
7.
Onsite handling of material / exhibits
7.1.
Organisers have appointed R.E. Rogers India Pvt. Ltd.as the official onsite material handling agency for VIV India
2014.
7.2.
Exhibitors are advised to finalize their onsite material handling arrangements with R.E. Rogers India Pvt. Ltd. latest by
st
1 March 2014. Freight vehicles of exhibitors, who have not made prior arrangements with the Organisers and official
onsite material handling agency, are advised to park their vehicle in the designated parking area and contact the
Show Management Office at Hall No. 1.
7.3.
Exhibitors should pay the concerned agency directly for their services. Hiring of labour or equipment for exhibit
handling at site, other than the appointed agency is not permitted. Exhibitors are advised to deal with approved
agency directly for handling their exhibits at site and not through any other clearing and forwarding agencies which
they may use for bringing exhibits to site.
7.4.
Cases weighing up to 50kgs can be hand carried by exhibitors. However, handling of heavier cases will have to be
entrusted by appointed agency only.
7.5.
All heavy exhibits requiring mechanical assistance (fork lift/crane) are to arrive at the exhibition venue on 21
April 2014 between 0930 – 1600 hours.
7.6.
Exhibits arriving later than the schedule specified by the Organisers and official agency will not be permitted at the
exhibition. The Organiser’s decision in this regard will be final and binding.
7.7.
No cars/personal vehicles/passenger auto rickshaws would be allowed beyond the alighting point at Entrance Plaza
of BIEC during the exhibition period, including pre & post exhibition period.
7.8.
Empty cases will not be allowed to be placed anywhere inside the BIEC premises. Exhibitors are responsible to
arrange for the storage or disposal of empty cases and other material. Empty cases should not be stacked behind the
stand failing which the Organiser’s reserve the right to remove the material at the cost of exhibitors if found lying
material behind the stands. Exhibitors may seek assistance for storage facility from the approved agency at a cost.
8.
Online CATALOGUE (Expo Match)
A few months before the VIV India 2014, Organisers will ask exhibitors to enter their catalogue details in online
catalogue Expo Match. To be able to do this, exhibitors will receive login codes via email to logon to Client Portal
where exhibitors can fill in their catalogue details. To read more on fill in digital catalogue Expo Match
VIV India 2014
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Exhibitor Manual
9.
Onsite Arrangements:
9.1.
9.1.1.
Pre/Post Exhibition Days
Pre-exhibition period from 21 – 22 April 2014
Exhibitors are requested to follow the schedule of arrival of exhibits. Movement of freight vehicles will be managed by
the official security agency in co-ordination with the official onsite material handling agency.
On arrival at BIEC, freight vehicle driver must park the vehicle in the designated parking area and contact the Show
Management Office and the official onsite material handling agency. The Show Management Office will provide a
gate pass for the entry of the vehicle into the BIEC. The vehicle will enter the exhibition hall no. 1 for unloading of
exhibits. After unloading of exhibits, the freight vehicle must leave the BIEC complex immediately.
No personal vehicle such as cars, jeeps LMV etc. will be allowed to enter the exhibition premises beyond alighting
point at Entrance Plaza.
9.1.2.
During exhibition from 23-25 April 2014
No vehicles (personal and/or freight vehicles) will be allowed inside BIEC Complex. They are to be parked in
designated parking areas only. If exhibitors have invited VIP’s they should inform the Organisers well in advance for
their entry of vehicle inside the BIEC Complex.
9.1.3.
Post-exhibition period 25 April 2014, (1600 – 2200 hours)
Freight vehicles for removing exhibits must enter from the main gate of BIEC, as per schedules provided by the
Organisers & official onsite material handling agency and will not be allowed to park inside BIEC complex before and
after reloading of exhibits. However, freight vehicles may be parked in the designated parking area outside BIEC
complex only before reloading of exhibits. Movement of freight vehicles will be managed by the official security
agency in co-ordination with the official onsite material handling agency. Heavy freight vehicles for removing
th
exhibits above 1 Ton will not be allowed inside BIEC complex until 1700 hours on 25 April 2014.
9.2.
Show Management Office
st
th
Show Management office will be operational from 21 April at 0800 hours to 25 April till 2200 hours at the entrance
of the Hall no. 1 to facilitate information and services to exhibitors and visitors.
9.3.
Cleaning
The exhibition venue has appointed a cleaning agency for general cleaning.
9.4.
Fire Precautions
Fire fighting equipment will be installed at various points at the exhibition hall. However, Exhibitors are advised to take
due precautions and provide necessary fire extinguisher equipment in their own stands. To ensure clear access to fire
exits, no obstructions or display material will be allowed in the aisles and emergency exits.
Stands larger than 100 sqm. or longer than 20 meters must have at least 2 independent entrances, preferably located
on two different sides.
9.5.
Business centre
A full-fledged business centre will be operational at Hall 1 entrance with the following services:
>Photocopying,
>Office stationery,
>Telephone (STD/ISD/Local calls), >Fax,
>Courier,
>Cell phone SIM cards,
>Hardware Items
9.6.
Food Court
A multi-cuisine food court is located within the venue. Fast food outlets and specialty restaurants will be operational
from the food court.
9.7.
Medical facility
First Aid room with medical assistance including doctor and ambulance, in case of emergency, will be available at
BIEC during the exhibition period, i.e. buildup, exhibition and tear down days.
9.8.
The exhibition venue has dedicated area for event publicity. Organisers will display signage in the allotted area for
VIV India 2014.
10.
Official Services
10.1.
Freight Forwarder/Onsite Material Handling Agency
Organisers have appointed Van Der Helm – Hudig Rotterdam BV as European Fright Forwarding agency and R.E.
Rogers India Pvt. Ltd. as Non-European and onsite material handling agency for VIV India 2014.
10.2.
Security
General Hall security during the tenancy period (21-25 April 2014) will be provided by the Organisers which will not
include specific attention to individual stands. Hence, exhibitors are advised to deploy their own security at their
individual stands through the official security agency.
Exhibitors may contact G4S Secure Solutions (India) Pvt. Ltd. directly latest by 1 March 2014 and the contact details
are mentioned in the list of Service Provider on page no. 15.
VIV India 2014
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Exhibitor Manual
10.3.
House Keeping
Organisers will provide for daily overall cleaning of the exhibition hall and common areas after show hours. However,
it will be the responsibility of the exhibitors to keep their individual stands clean & tidy. Exhibitors are advised to keep
their waste bins on the aisles after show hours, which will be cleared by the official housekeeping agency. Exclusive
housekeeping services for individual stands can be availed at a cost from the official housekeeping agency.
Exhibitors may directly contact the agency for such services. Agencies other than the official housekeeping agency
are not permitted to operate in the BIEC complex. The Show Management reserves the right to invoice the exhibitor
for removal of excessive packing material and discard crates/cartons.
10.4.
Electric Power
Organisers will make arrangements to provide required power to exhibitors for lighting of stand and to operate
st
machinery at an additional cost. Exhibitors may fax / mail order Form (H-2) to the Organisers latest by 1 March
2014.
10.5.
Compressed Air
Organisers will make arrangements to provide compressed air connections to operate machinery at an additional
cost. A maximum pressure of 6 bar would be made available through ½ inch ball valve. Exhibitors may fax / mail
st
order Form (H-3) to the Organisers latest by 1 March 2014.
10.6.
Water Connection
Organisers will make arrangements to provide water connections to operate machinery at an additional cost.
Drainage system is not available in the exhibition hall. Therefore disposal of waste water shall be the
st
exhibitor’s responsibility. Exhibitors may fax / mail order Form (H-4) to the Organisers latest by 1 March 2014.
10.7.
Internet
The Business Centre at VIV India 2014 will have internet facility. Exhibitors may use this facility on 'pay-per-use'
basis.
10.8.
Cell phones
Exhibitors may hire SIM cards during the exhibition period only from the Business Centre.
10.9.
Audio/Visual equipment
Organisers have appointed Divyashree Audio Visuals to provide Audio/Visual equipment on hire. Exhibitors may fax /
st
mail order Form (H-5) to the service provider latest by 1 March 2014.
10.10.
Horticulture & Floriculture
Organisers have appointed Global blooms to provide potted plants on hire and flowers. Exhibitors may fax / mail order
st
Form (H-6) to the service provider latest by 1 March 2014.
10.11.
Temporary Staff
Organisers have appointed Freaky Heads to provide temporary staff. Exhibitors may fax / mail order Form (H-7) to the
st
service provider latest by 1 March 2014.
10.12.
Interpretation/Translation Service
Organisers have appointed Crystal Hues Ltd. to provide Interpretation/Translation Service. Exhibitors may contact
st
directly to the service provider latest by 1 March 2014 and the contact details are mentioned in the List of service
Provider on page no. 15.
10.13.
Hotel Accommodation
Hotels can be booked with BTC Group. Exhibitors may contact directly to the service provider and see the hotel
accommodation details. To know more about the hotel accommodation
10.14.
Transport
Bengaluru is very well serviced by 24 hour radio taxi service, please refer to the service providers contact detail on
page no. 16 for booking your taxi.
VIV India 2014
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Exhibitor Manual
11.
List of Service Providers:
Service
Security
House Keeping
Electric/Compressed Air /Water
Connections
Business Centre
Service Provider
Contact Details
G4S Secure Solutions (India) Pvt. Ltd
Contact: Mr. Lokesh.S
No.507, 1st Stage, 4th Block Outer Ring Road,
Tel: +91 80 25437301; Fax:+91 80 26709354
HBR Layout, Bengaluru-560043,
Mobile : +91 99459 22055
Karnataka, India.
Email: [email protected]
VAR Facility Management Solutions Pvt. Ltd.
Contact : Mr. Ramakrishnan
# 211, 6th cross, 80 feet road,
Tel:+91 80 41464792 ; Fax: +91 80 41532110
RMV extn., II stage, Sanjay Nagar,
Mobile:+91 9448031312
Bengauru-560094, Karnataka, India.
Email: [email protected]
Inter Ads Exhibitions Pvt. Ltd.
Contact: Mr. Puneet Sharma
Plot No.859, Phase-V, Udyog Vihar,
Tel: + 91 124 4524218 ; Fax: + 91 124 4524227
Gurgaon-122 016,
Mobile : +91 9910733112
Haryana, India.
E-mail: [email protected]
Sharp Marketing & Services
Contact: Mr. Roshan
#296, 3rd Cross, 80 Feet Road,
Mobile: +91 9341223862 / 9845032038
RMV II Stage, Bengaluru–560094,
Email: [email protected]
Karnataka, India.
Audio/Visual Equipment
Horticulture & Floriculture
Divyashree Audio Visual
Contact: Mr. Venkatesh
# 22, 2nd Cross, Teachers Colony II Stage,
Tel: +91 80 26710188/5254
Bsk II Stage, Bengaluru–560 070,
Mobile: +91 9845161519
Karnataka, India.
Email: [email protected]
Global Blooms
Contact : Mr. M.G.Kanthan
No.15, E-Block, Near Gundanjaneya Temple,
Mobile: +91 9164074103 / 9980832218
Sahakaranagar,
E-mail: [email protected]
Bengaluru – 560092, Karnataka, India.
Temporary Staff
Freaky Heads
Contact : Ms. Shashwati Mondal/Mr. Feroz Baig
No. 216 and 217, Goldline Aircity,
Kadusonannahalli,
Mobile : +91 9886187781/+91 9886293370
Off Hennur Bagalur Main Road, Kannur Post
E-mail : [email protected]
Bengaluru - 562149, Karnataka, India.
Interpreters & Translators
Standard Stand Construction
Crystal Hues Ltd.
Contact : Mr. Sunil Prabhakar
No. 002, Palace View Apartments,
Tel : +91 80 49499107; Fax: +91 80 23544134
14 Jayamahal Main Road,
Mobile: +91 9900005814
Bengaluru - 560 046, Karnataka, India.
Email : [email protected]
Milton Exhibits India Pvt. Ltd.
Contact: Mr. R. K. Yambungchou
A -54, DDA Shed. Okhla,Phase II,
Tel: +91 11 41454661 extn.24; Fax: +91 11
41454660
New Delhi-110044, India.
Mobile: +91 8130693004
E-mail: [email protected]
European Freight Forwarding
Van der Helm – Hudig Rotterdam BV
Contacts: Mr. Walter de Jongh and Mr. Ger
Kluter
Expo Logistics Department
Tel: +31 (0)10 5066187 Fax: +31 (0)10 5066185
Debussystraat 2, 3161 WD Rhoon, The
Netherlands
E-mail: [email protected]
E-mail: [email protected]
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Exhibitor Manual
Non-European and Onsite Material
Handling Agency
R.E. Rogers India Pvt. Ltd.
Contact : Mr. Shrenik Jain / Mr. Sushil Upadhyay
F-532, 1st floor, 60 Feet Main Road,
Tel: +91 80 42690555 / +91 11 26949801/02
Sahakara Nagar, Bengaluru - 560092,
Fax: +91 80 41535881/ +91 11 26949803
Karnataka, India
Mobile: +91 9845205424 / +91 9818451472
Email: [email protected] ,
[email protected]
Special Stand Design & Fabricator
Hotel Accommodation
Taxi Service
EP&M INDIA Private Ltd.
Contact: Mr. Amitabh Awasthy
II Floor, I-83, Lajpat Nagar II,
Mobile: +91 9810017961
New Delhi – 110024
Email:[email protected]
BTC Group
Tel. direct: +31 657 99 62 82; Fax: +31 84 714
4916
Sparrenlaan 42 B, 3941 GM Doorn. Netherlands.
E-mail: [email protected]
Cel Cabs : +91 80 60609090
Limo Cabs: +91 80 41280600
Easy Cabs : +91 80 43434343
Meru Cabs : +91 80 44224422
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Exhibitor Manual
EXHIBITION POLICIES & GENERAL RULES
I
1.
DEFINITIONS
Organisers
The word ‘Organisers’ as used here in shall mean:
 “VNU Exhibitions Europe” P.O. Box 8800, 3503 RV Utrecht, The Netherlands.

“VNU Exhibitions Asia-Pacific” 195 Empire Tower, 23rd Floor, Room no. 2307,South Sathorn Road,
Yannawa, Bangkok 10120, Thailand.

“Inter Ads Exhibitions Pvt. Ltd.” Plot No. 859, Phase V, Udyog Vihar, Gurgaon-122 016, Haryana, India.
2.
Exhibition
The Word ‘Exhibition’ as used here in shall mean “VIV India”.
3.
Exhibitor
The Word ‘Exhibitor’ means any person, firm or company including their employee, agents or distributors who
have made application for and who has been granted space in the Exhibition.
4.
The Organisers are entitled to add, to delete or modify all or any of the terms and conditions for the Participation
and will notify such change to the participants through email, correspondence or display the same on the
Organisers/Exhibition website.
II
ADMISSION REGULATIONS
1.
Exhibition Regulations
The participation by the Exhibitor in the Exhibition implies acceptance in full and without reservation by the
Exhibitor of Exhibition Regulations (submitted along with space application) and these Exhibition Policies and
General Rules. Unless previously and formally agreed in writing by the Organiser, no special condition shall
prevail over the said Exhibition Regulation and Exhibition Policies and General Rules. Failing such formal
acceptance, any opposing provision on the part of the Exhibitor shall not be enforceable against the Organisers,
regardless of when the latter may be informed of such provision.
2.
Dates and Place of the Exhibition
Build up:
Exhibition:
Tear Down:
21 April 2014
22 April 2014
23 April 2014
24 April 2014
25 April 2014
25 April 2014
0900 – 2200 hours
0800 – 2200 hours
1000 – 1800 hours
1000 – 1800 hours
1000 – 1600 hours
1605 – 2200 hours
Place of the Exhibition
th
Hall No. 1, Bangalore International Exhibition Centre (BIEC), 10 Mile, Tumkur Road, Madavara Post,
Dasanapura Hobli, Bengaluru–562123, Karnataka, India.
3.
Registration and Admission
Admission to the Exhibition will be by official badge obtained upon registration, entitling the wearer to attend the
Exhibition in accordance with the Exhibition Regulation and Exhibition Policies and General Rules. The badge is
not transferable. Organisers shall have sole authority over admission policies at all times. During exhibition days,
Exhibitors will be permitted to enter the exhibit area two hours before the scheduled opening time on the opening
day and one hour before the scheduled opening time of the Exhibition in subsequent days. If for any reason a
properly badged Exhibitor or representative desires to enter the exhibit area in advance of the prescribed time, or
after closing hours, a written request specifying the reason and giving the names of all persons who will enter the
exhibit area in accordance with such request shall be presented to the Organisers for approval. Exhibitors
receiving approval will be required to have an official security representative escort the group to the designated
stand. All costs associated with admission during non-official hours, including but not limited to security, will be
the responsibility of the Exhibitor.
4.
Exhibitor Badges
The Exhibitors are entitled to exhibitor badges based on the stand area booked by them as given below:
Stand Area
12-17 sqm.
18-26 sqm.
27-36 sqm.
Above 36 sqm.
VIV India 2014
:
:
:
:
Exhibitor Badges Entitled
03 Nos.
05 Nos.
07 Nos.
on pro rata basis (subject to maximum 20 exhibitor badges)
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Exhibitor Manual
5.
Entry of Minors
In the interest of safety and injury prevention, children under 18 years of age will NOT be permitted on the exhibit
floor at anytime. The Organisers reserve the right to require proof of age prior to admission to the Exhibition.
6.
Attendance
The Organisers makes reasonable attempts to attract quality exhibitors and attendees to its Exhibition but makes
no representations or warranties with respect to the demographic nature, quality and / or number of exhibitors
and / or attendees.
III
1.
BUILD UP, EXHIBITION AND TEAR DOWN
Build up, Exhibition, Tear down
Dates and hours for Build up, Exhibition, Tear down will be as specified in page no. 8. The Organisers reserve
the right to alter the Exhibition hours in any manner whatsoever; if in its sole discretion such alteration is in the
best interest of the Exhibition.
Build up
st
If Build up of any created display has not started by 1400 hrs. on 21 April 2014 and no arrangements for set-up
have been made, then the Organisers shall erect the exhibit and the Exhibitor will be billed for and agrees to pay
for all charges incurred. The Organisers shall not be liable for damages that may occur during this exhibit build
up.
Exhibition
Each Exhibitor must keep its exhibit intact and staffed during the Exhibition hours.
Tear down
No Exhibitor will be permitted to commence tear down any portion of the exhibit whatsoever, to commence
packing crates or cartons or to abandon its display prior to official Exhibition closing. Failure to comply with this
stipulation may result in the Exhibitor being barred from future participation in the Exhibition. Exhibitor requesting
the scraping of any exhibit material, crates shall pay for any expenses involved thereby.
No Exhibitor will be permitted to occupy the allocated exhibit space and will not allow display materials to remain
th
in the exhibit areas beyond 1800 hrs on 25 April 2014. All stands, equipment, decors, exhibits and merchandise
th
must be removed by 2100 hrs on 25 April 2014. After that time, the Organisers, without incurring any liability,
will be entitled to take all steps if deemed necessary, at the Exhibitor’s risk and expense, to remove the
equipment and merchandise that has not yet been removed and for destruction of the structures and decors of
any nature whatsoever that have not been disassembled. The Organisers shall not be liable for any damage to
the display or materials due to removal or storage.
2.
Unoccupied Space
nd
Any space not claimed and occupied prior to 1400 hrs on 22 April 2014 may be resold or reassigned by the
Organisers without obligation for any refund whatsoever. In addition, should the Exhibitor fail to make any
payment by specified dates in the Contract to Exhibit or invoice, the Organisers reserve the right to re-sell or
reassign an exhibit space without any liability on its part. This clause shall not be construed as affecting the
obligation of the Exhibitor to pay the full amount specified in its Contract to Exhibit.
3.
Damage to the Exhibition Hall
The allocated stand area to the Exhibitor must be left in its initial condition after the tear down of stand. Any
damage caused to the building or to the land by the Exhibitor’s installations, materials, or equipment will be
charged to the Exhibitors.
The Exhibitor shall remain liable for, and shall indemnify the Organisers, affiliates, agents and employees,
harmless from all losses, claims, suits, damages, liabilities, expenses and costs, including reasonable attorney’s
fees arising from or out of any such violation by Exhibitor, Exhibitor’s agents, or employees.
4.
Security
The Organisers and all official contractors are not responsible for the safety of exhibits and will not be liable for
losses or damage to any property, personal or otherwise during the installation, exhibition and tear down period.
Exhibitors are advised to safeguard their goods and articles and never leave stands unattended during show
hours. Exhibits which are small in size must be safely locked in lockable counter, cupboards or glass cases.
During non-show hours exhibitors must not leave any personal valuables inside the stand. No security personals
will be allowed inside the Hall after exhibition Hours.
Exhibitors and their representatives must wear identification badges provided by the Organisers during the show
days without which they will not be permitted to enter the exhibition hall. Transfer or exchange of identification
badges is strictly prohibited.
IV
1.
OPERATION AND CONDUCT
Allocation of Sites
The Organisers will work out the floor plan for the Exhibition and allocate the various sites in line with the sectoral
distribution of the Exhibition and chronological order of admissions. The Organisers reserve the right to modify
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Exhibitor Manual
the layout and location of any site subscribed by an Exhibitor as and when deemed necessary.
Participation of the Exhibitor in any of the earlier editions of the Exhibition shall not entitle him for any preferential
location of a given site. The Exhibitor is communicated of the allocation of a site in the form of a floor plan which
will be forwarded to him within the designated time period before the date of the Exhibition. Any claim with
reference to the allocated site shall only be deemed receivable if they are addressed in writing to the Organisers
within seven days following the mailing of the floor plan. Any such claim must be supported by the required
documents justifying the reasons. The Organisers will do its best efforts to satisfy such claims. After the expiry of
the above-said seven days, the Exhibitor shall be deemed to have accepted the allocated site and under no
circumstance shall the Organiser be held liable towards the Exhibitor for any consequence which may result from
the site allocated to him.
2.
Products Allowed at the Exhibition
All categories of products listed in the brochure are allowed at the Exhibition. In any case, all goods, products or
services presented by the Exhibitor shall conform to applicable regulations and standards and shall be part of the
Organiser’s nomenclature of items which are acceptable as exhibits. All products and equipment displayed at the
Exhibition must comply with the applicable laws and regulations. The Exhibitor will take whatever measures as
may be necessary to safeguard the property rights applying to the equipment and products exhibited in
accordance with applicable laws and regulations. These measures must be taken before the equipment or
products are exhibited in the Exhibition. The Organisers accept no responsibility in this regard.
The Exhibitor covenants, represents and warrants that all equipment or products which will exhibit at the
Exhibition shall be in full compliance with all applicable laws and regulations and that any licenses, authorizations
or permits required by a governmental body will be obtained prior to the delivery of such equipment or products
to Exhibition for exhibition purposes.
3.
Cancellation of the Event
If availability of the venue for organising the Exhibition were to become impossible or in the event of fire, war,
public calamity or force majure preventing the performance of all that is indispensable to the staging of the
Exhibition, the Organisers may decide at any time to cancel all the applications for the Exhibition space already
filled while notifying the Exhibitors of the decision. The Exhibitor will not be entitled to any compensation or
indemnity whatever be the reason of such cancellation. Funds remaining available after payment of all costs will
be distributed among the Exhibitors proportionately to the amounts paid by them. It is herewith expressly that the
Exhibitor shall have no right of preferring any claims against the Organisers on any ground or any reason
whatsoever.
4.
Sub-letting
The Exhibitor may only display in his allocated space the equipment, products or services listed in his exhibiting
entities in any form whatsoever. The Exhibitor must not relinquish or sublet (wholly or partially) the allocated
space in the Exhibition.
5.
Customs, Excise and other applicable Regulation
Each Exhibitor shall be responsible for complying with the Customs, Excise and other applicable Regulations in
connection with goods, products or services allowed at the Exhibition. The Organisers shall not be held liable for
difficulties that may arise in connection with these regulations. The Organisers cannot be held responsible for any
non-compliance by the Exhibitor of the Customs, Excise and other applicable Regulations of India.
6.
Official Service Contractors
In the best interest of the Exhibitors, Organisers have appointed various Official Service Contractors for services
such as stand construction, security, handling of exhibits, furniture, stand and floral decorations, signs,
photographers, labour, or any other service deemed necessary.. Exhibitors utilizing the services of any contractor
other than those appointed by the Organisers must obtain prior permission from the Organisers.
7.
Exit pass procedure
For removing exhibits from the exhibition hall, on conclusion of the exhibition, exhibitors would need an exit pass
duly authorized by the Hall Director(s) in the respective hall. Exit Passes will be issued to exhibitors only if all
dues towards participation and others charges in the exhibition have been fully paid and all the formalities
stipulated from time to time are completed. Exhibitors should fill in the Exit Pass Form (I-.6) with their company
seal and submit 4 copies of the same to the respective Hall Director(s). The Hall Director(s) will retain one copy
and return three copies duly stamped and signed. One copy should be submitted to the security at the hall gate,
and the remaining copies should be retained by the exhibitor.
8.
Solicitation in the Exhibit
The aisles and other spaces in the Convention Facility not leased to Exhibitors shall be under the control of the
Organisers. All displays, interviews, conferences, distribution of literature, giveaways, lectures, audience seating/
standing, and the transactions of business of any nature shall be made within the exhibit space contracted.
Temporary stand personnel and costumed personnel hired by the Exhibitors shall be restricted to the same
aforementioned rules as authorized Exhibitor personnel. Standing in aisles or in front of stands of other
Exhibitors or the intercepting of those in attendance for advertising purposes is strictly prohibited. Persons
connected with non-exhibiting concerns are prohibited from any dealing, exhibiting, or soliciting on the
Convention Facility property, unless they are invited to an Exhibitor’s stand space for such activities. Exhibitors
are urged to immediately report violations of this rule to the Organisers.
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Exhibitor Manual
9.
Space Restrictions
Exhibits must be confined to the exact space allocated. Flyers, publications, advertising matter and all kinds of
promotional giveaways must be distributed only within contracted exhibit spaces. Nothing can be posted on,
tracked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or
furniture. No portion of an exhibit may extend into the aisles or exceed the stand dimensions of the assigned
stand. Exhibits/displays/equipment may not extend into the aisle at any height level.
10.
Meeting and Hospitality Rooms
Only companies exhibiting at the Convention & Exposition will be permitted to utilise any of the official Exhibition
hall facilities. The Organisers reserve the right to control all group activities associated with the Exhibition which
are sponsored by the Exhibitor or others during the period of the meeting, whether inside or outside the
convention facilities. Hospitality room hours shall not conflict with posted Exhibition exhibit or conference hours.
No Exhibitor is permitted to schedule or be affiliated with any functions, classes, seminars, exhibits or other
events that compete with official Exhibition or that conflict with Exhibition hours, or official Exhibition events.
11.
Selling Policy
Sales are forbidden during the Exhibition. Exhibitor may not make sales, which include or involve the payment or
exchange of the purchase price in the exhibit hall. Exhibitors are required to adhere to sales tax rules and
regulations.
12.
Unfair competition
Exhibitors are prohibited from emerging in any acts of unfair competition at any time during the Exhibition. This is
taken to mean conducting surveys other than at their own stands, distributing promotions gifts elsewhere than at
their own stands and any other action likely to divert the attention of Exhibition visitors away from other Exhibitors
for their benefit.
13.
Fire, Safety and Health
The Exhibitor agrees to accept full responsibility for compliance with local, city and state Fire, Safety and Health
Ordinances regarding the installation and operation of equipment or otherwise relating to the Exhibitor or its
stand. All exhibit materials and equipment must further be located within the stand and protected by safety
guards and devices where necessary to prevent personal accident or injury to spectators or to other Exhibitors.
Only fireproof materials will be used in displays, and the necessary fire precautions will be a responsibility of the
Exhibitor.
Exhibitors are required to be knowledgeable of and to abide by the safety regulations set forth by the authorities
and by the Organisers.
14.
Hazards and Firearms
Equipment with sharp or protruding edges posing a potential danger to attendees and /or exhibit personnel at
whatever level, must have protective covering and /or be flagged. No firearms of any nature may be brought into
the Convention Centre.
15.
Demonstrations, Presentations and Pictures
Locations of demonstrations, presentations and give-aways must be far enough within the stand so that crowds,
which gather, are contained within the limits of the stand. Spectators are not permitted to stand in the aisle to
watch such demonstrations. Stand activities deemed too disruptive may be discontinued at the discretion of the
Organisers.
Showing of projected pictures (videos, holograms, slides, transparencies, opaque materials etc.) will only be
permitted within the confines of the Exhibitor’s stand. Exhibitors shall be required to provide adequate viewing
space exclusive of aisle space for all video, computer or audio visual presentations.
16.
Music, Photographs & Other Copyrighted Material
Each exhibitor is responsible for obtaining all necessary licenses and permits to use music, photographs or other
copyrighted material in Exhibitor’s stand or display. No Exhibitor will be permitted to play, broadcast or have
performed any music or use any other copyrighted material, such as photographers or other artistic works,
without first presenting to the Organisers satisfactory proof that the Exhibitor has, or does not need, a license to
use such music or copyrighted material. The Organisers reserve the right to remove from the exhibit hall all or
any part of any stand or display which incorporates music, photographs or other copyrighted material for which
the Exhibitor fails to produce proof of all required licenses. The Exhibitor shall remain liable for, and shall
indemnify the Organisers, affiliates, agents and employees, harmless from all loss, cost, claims, causes of action,
suits, damages, liability, expenses and costs, including reasonable attorney’s fees arising from or out of any
claimed or actual violation or infringement (or claims) by Exhibitor, Exhibitor’s agents, or employees or any
patent, copyright, trademark, or trade secret right or privileges.
17.
Photography/Filming
Before, during or after show hours, no photography or videotaping will be permitted anywhere except by the
official photographer appointed by the Organisers. Only those professional photographers approved by the
Organisers will be allowed on the show floor. Further, the Exhibitor grants permission to the Organisers to use
the photographs, video tapes taken by the official photographer of the Organisers in brochures, videos and other
promotional material. Photos of the Exhibition will be taken during the course of the Exhibition. These photos
might show logos, brands and items on display at the stands and are likely to be used to promote the Exhibition,
appearing in printed matters or on the internet. Exhibitors who do not want all or a part of their or any of the
elements featured (logo, brand, model etc.) to appear on the photos used for promotional purposes, must notify
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Exhibitor Manual
the Organisers in writing. Any individual, whether Exhibitor or attendee is prohibited from taking
photographs or electronic images of exhibit displays or their content without the permission of the Exhibitor
involved. Violators will be escorted off the exhibit floor and will forfeit their credentials and/ or film. Violators will
not be allowed re-entry.
18.
Promotion of other Exhibitions
No Exhibitor shall display or distribute literature of any other media, which has as its primary purpose the
solicitation or advertising, or any trade show other than Exhibition.
19.
Show Directory of the Exhibition
The publishing rights of the Show Directory of the Exhibition vest solely with the Organisers and only the
Organisers are entitled to publish the Show Directory of the Exhibition or to have it published and distributed. The
Exhibitor shall be responsible to provide the information to be published in the Show Directory and the
Organisers shall under no circumstance be held liable for any omissions, errors of reproduction, typesetting or
other which may occur.
20.
Noise and Offensive Odors
Exhibitors running demonstrations of any type in an open display should use an acoustically contained area to
restrict sound levels from intruding on adjacent exhibits. The sound decibel in common area and in passage/aisle
should not exceed 60 decibels, when measured by the Organisers. Sound systems will be permitted provided
that the sound is not objectionable to neighboring Exhibitors. Loud machinery should only be operated for
reasonable periodic demonstrations. Exhibits found by the Organisers to be objectionable due to noise level may
be closed down after three warnings from the Organisers and the Exhibitor shall not receive a refund or any other
compensation from the ‘Organisers’. No exhibits producing objectionable odors will be allowed.
21.
Food and Related Trash Removal
Exhibitors wishing to distribute food and/ or beverages must use the exclusive in-house catering vendor. Any
Exhibitor whose food distribution creates an excessive trash problem will be responsible for ensuring trash
removal during show hours, at the exhibiting company’s expense. Exhibiting companies must maintain their own
individual stand cleaning.
22.
Fumes
Motorized vehicles may not be operated within the exhibit halls without prior written approval of the Organisers.
23.
Animals
No live animals of any size will be permitted within the Convention Facility.
24.
Balloons
No balloons of any size or type will be permitted for display purposes or giveaways in the Convention Facility.
V.
INSURANCE, LIABILITY AND CLAIMS
1.
Insurance
The Exhibitor shall, at its sole cost and expense, procure and maintain through the term of this contract,
comprehensive general liability insurance against all claims for bodily injury or death and property damage
occurring in or upon or resulting from the Exhibitor participation in the Exhibition. Such insurance shall include
contractual liability and product liability coverage.
The Organisers recommend the following insurance policies from authorized insurance provider:
Third Part liability;
Damage/destruction/theft to goods.
The policy should cover all the risks which may occur during the Exhibition (including build up and tear down) and
the Organisers shall under no circumstance be held liable for any damages occurred during this period.
Such insurance policies shall name the Organisers and its affiliates as an additional insured. Workers
Compensation and Occupational Disease insurance shall be in full compliance with all central and state laws,
covering all the Exhibitor’s employees engaged in the performance of any work for the Exhibitor. All property of
the Exhibitor is understood to remain under its custody and control in transit to and from the confines of the
exhibit hall and during the Exhibition.
The Exhibitor shall provide the Organisers with copies of such insurance policies. The Organisers are exempted
from all liabilities for losses which may be suffered by the Exhibitors for any reason.
2.
Liability
The Organisers, its affiliates, contractors, the Convention Facility and their officers, directors, agents, employees
or representatives (hereafter referred to as the indemnities) shall not be responsible for any injury, loss or
damage that may occur to the Exhibitor, or to the Exhibitor’s employees or property, prior, during or subsequent
to the period covered by the Exhibit Contract. The Exhibitor, on signing this Contract, expressly releases the
indemnities from, and agrees to indemnify same against all claims for such loss, damage or injury. The Exhibitor
also agrees to indemnify the indemnities from any and all liability, costs or damages arising out of or relating to
acts or omissions of the Exhibitor, its agents or employees. Exhibitors desiring to carry insurance on their
exhibits will place it at their own expense. Exhibitors desiring special security precautions should arrange for
private guard service, if desired, or should make arrangements to have locked facilities available in their stand for
the storage of display materials or products.
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Exhibitor Manual
3.
VI.
Claims and Litigations
All claims must be submitted by the Exhibitors within ten days of the closing of the Exhibition through registered
mail with acknowledgement receipt. In case of any dispute, only the Indian Law shall be applicable and the
courts of Delhi shall exclusively be competent.
IMTMA (Indian Machine Tool Manufacturers’ Association) Regulations
Annexure I - ENVIRONMENTAL POLICY OF IMTMA
Environmental issues were of prime concern while designing the project components. This is the first ever project
of this nature, which is India’s first “LEED Certified” Green Exhibition Facility.
Maintained the natural contour of land to the extent possible
Used 50% fly ash in concrete mixture in 80% of the structure thus made use of an environmentally unfriendly
waste material, saved burning of fossil fuel as well as reduced contribution to CO2 emission.
Planned extensive rain water harvesting, and zero discharge of waste water through the principle of three
R’s.
CFC free air conditioning and water based adiabatic air cooling. Eco-friendly material and energy
conservation methods including CO2 monitoring
Extensive greening planned of entire complex
Area must be maintained as smoke free Zone
Disposing of waste material except the designated place should be discouraged
Use of environmentally hazardous material with in the premises are prohibited
The Exhibitor is responsible for the proper and environmentally acceptable disposal of waste that he
produces during the show as well as during the construction and dismantling of his stand.
Exhibitors should only use recyclable materials and / or materials that are not damaging to the environment,
for stand construction and stand operation purpose.
The Exhibitor is responsible for ensuring that the recyclable and non-recyclable waste is properly separated
for disposal.
E-waste management shall adhere to the e-waste (Management and Handling) Rules of Government of
India which has come to effect from May 2012.
Annexure II- REGULATIONS FOR HAZARDOUS MATERIALS AND HEALTH AND SAFETY
1.
The Exhibitor undertakes to seek permission from the Department for Nuclear Safety and Radiation
Protection for the use of any equipment that emits ionizing radiation (radioactive, X-rays) in exhibition
conditions on the Licensed Premises.
2.
The Exhibitor hereby undertakes and agrees not to use any laser equipment without obtaining the prior
written permission of IMTMA
3.
The Exhibitor further acknowledges and agrees that it shall not, nor shall it allow any person to, dispose off
waste materials hazardous to health and the environment (including oils, emulsions, acids, fats, varnishes,
etc.) together with other waste or via the drains. Such hazardous waste must be disposed off at the
Exhibitor’s expense.
4.
The Exhibitor hereby acknowledges and agrees that it bears all responsibilities for the health and safety of
its personnel working in Licensed Premises and for any accidents that result from lack of supervision or
negligence of health and safety requirements for the period of exhibition set-up, use and dismantling, or
pavilion rental/open space for other purposes.
5.
Machines, engines, apparatus and other equipment may only be started if they are equipped with safety
features specifically with screens and barriers preventing unauthorized access. Any machine or equipment
which does not meet safety requirements must not be started up, or operated by unauthorized personnel.
6.
A special area must be allocated and safeguarded for demonstrating machines or other moving equipment.
7.
Accessible glass edges have to be sanded down to eliminate the risk of injury.
8.
Statutory Indian Health and Safety regulations, should be observed by all the users of Licensed Premises.
Annexure III - FIRE REGULATION
1.
When organizing an Event at the Licensed Premises, the Exhibitor is obliged to abide by the following rules:
a)
IMTMA will indicate the fire zones for permanent structures and the surrounding open space.
b)
The distance between fire zones shall be at least ten (10) meters apart.
c)
Flammable structures located in the open space next to glass partitions/walls should be at the distance
not less than five (5) meters apart.
d)
Trade and service structures should not exceed an area of 1000 square meters; the distance between
each of them shall be at least ten (10) meters apart.
e)
Stands larger than 150 sq. m or longer than 20 meters must have at least two independent entrances,
preferably located on two separate sides.
f)
In specific cases where the above conditions cannot be met, written permission has to be obtained
from the Organisers.
g)
Designated communication and evacuation pathways must be clear at all times. It is forbidden to park
vehicles or deposit anything in these places. Vehicles or goods left there will be removed at the cost
h)
All fire equipment (fire extinguishers, fire alarm push-buttons, hydrants, fire detectors), common
telephones, evacuation exist doors and their signs must be visible and accessible at all times; and the
Exhibitor hereby undertakes and covenants not to block the same.
VIV India 2014
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Exhibitor Manual
2.
The Exhibitor further acknowledges that the following activities shall be forbidden at the
Complex and /or the Licensed Premises.
a)
to use open fire in the Licensed Premises or any part thereof and/or in the open space.
b)
to smoke
c)
to store packages, papers and other fire hazardous materials outside any Stand.
d)
to block access to power switching stations, hydrants, hand fire-fighting equipment, fire alarm push
buttons, electric power switches, etc.
e)
to block(especially with parked cars) fire access roads leading to or from the Licensed Premises,
passages, evacuation exits and communication pathways.
f)
to stock and store flammable materials and to use as cleaners flammable materials or the materials
that can form explosive compounds.
g)
to leave machines or any technical equipment not cleaned from liquid, dust, lubricants, oils and
production waste after work or demonstration.
h)
to leave greased, or oiled rags, cleaners and substances, without proper safeguard, interaction of
which may result in self-ignition or explosion.
i)
to use balloons filled with combustible gas.
j)
to bring in and use any combustible gas cylinders without prior permission of IMTMA
3.
The Parties hereby acknowledge and agree that safe storage methods and locations for flammable and
poisonous materials have to be agreed with IMTMA fire services each time they are needed.
4.
Vehicles or any other equipment with combustion engines may be exhibited in pavilions only after the
following conditions are met:
a)
the fuel must be closed; and
b)
the battery must be permanently disconnected.
5.
The Exhibitor acknowledges and undertakes to ensure that any equipment, the surface of which can heat to
the temperature above 100 Degrees Celsius shall be placed at a safe distance from walls and any
flammable materials.
6.
The Exhibitor further acknowledges and undertakes to ensure that users of any equipment running on
electricity or combustible gas shall not undertake any repairs or modifications on such equipment and repairs
themselves while at the Licensed Premises. The Exhibitor further understands and agrees that it is further
forbidden:
a)
to use defective electrical or gas installation in or around the Licensed Premises.
b)
to use electrical or gas installation different to those agreed in Complex’s plans;
c)
to leave unattended electrical equipment (heater, cooker, irons, kettles, etc.) connected to power.
Furthermore every user (especially Exhibitors) is obliged to disconnect power supply to their respective
Stands at the end of each day, throughout the License Period;
d)
to place heating equipment on flammable base; and
e)
to cover light bulbs and other lighting points with flammable materials.
7.
The Exhibitor acknowledges and agrees that only non-flammable, slow-burning or fire resistant materials
shall be used for building Stands. It is forbidden to use materials that explode while burning.
8.
The Exhibitor acknowledges and agrees that it is further forbidden to use flammable floor coverings on
communication and evacuation pathways and staircases. Provided however, in exceptional and justified
cases, with the prior written permission of IMTMA, slow-burning floor coverings may be used on
communication and evacuation pathways but not, in any event, on staircase.
9.
The Exhibitor acknowledges and agrees that it is forbidden to organize pyrotechnical shows on or near the
Licensed Premises.
10.
The Exhibitor further undertakes not to take nor allow any person to take, any activities or actions that may
reduce the fire safety conditions at the Complex, the Licensed Premises or any Event. If a specific
exhibition/Event may create a fire hazard, it is the Exhibitors’ duty to provide extra fire protection in
consultation with IMTMA
11.
The Exhibitor undertakes and agrees that hand fire-fighting equipment at the Licensed Premises shall not be
used for any purpose other than for fire-fighting.
12.
In case of fire at the Licensed Premises or the Complex, the local fire department should be informed
immediately. In such an event, the directions of the representative of IMTMA in charge of fire extinguishing
and rescue work must be strictly complied with until the personnel of the fire department arrive and take over
command.
VIV India 2014
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Exhibitor Manual
ENERAL INFORMATION
EXHIBITOR ACTION CHECKLIST
Services/Forms
S. No.
1
I-1.
2
Invitations Tickets
Invitations Tickets
Deadline
Email
21 February 2014
[email protected]
st
Registration
I-2.
st
Exhibitor Badges
1 March 2014
3
Stand Installation
I-3A.
I-3B.
I-4.
I-5.
Standard Shell Scheme
Fascia Name
Stand Design Approval
Stand Authorization
1 March 2014
st
1 March 2014
st
21 April 2014
4
Exit Pass
Exit Pass
25 April 2014
I-6.
5
H-1.
H-2.
H-3.
H-4.
H-5.
H-6.
6
H-7.
7
H-8.
st
th
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
Stand Utilities
Furniture and Misc. Items
Electric Power
Compressed Air
Water Connection
Audio Visual Equipment
Plants & Flower Arrangements
st
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
st
[email protected]
st
[email protected]
[email protected]
1 March 2014
st
1 March 2014
st
1 March 2014
st
1 March 2014
st
1 March 2014
st
1 March 2014
Temporary Staff Arrangement
Temporary Staff
1 March 2014
Freight Arrangement
Heavy & Large Exhibits
Onsite Material Handling (Domestic Cargo)
1 March 2014
VIV India 2014
24
Exhibitor Manual
FORMS FOR INFORMATION
VIV India 2014
25
Exhibitor Manual
Form (I-1)
INVITATION TICKETS
st
DEADLINE: 21 February 2014

Exhibitors will be provided with 100 free invitation tickets per stand for invitations and are strictly for distribution to
members of the trade and business only, not to the general public or minors under the age of 18. Bearers of tickets who
are not from the relevant trade will not be admitted.

Additional tickets will depend on availability. For those who require more free tickets, please send the request as per
details given below:
We require an additional number of tickets ……………… (Please specify the quantity)
Please keep a copy for your records
Form duly filled may please be sent to:
Name: ……………………………………………………………………………
Designation: ……………………………………………………………………
Company:………………………………………………………………………
Inter Ads Exhibitions Pvt. Ltd.
City…………………………………….Country………………………………
Plot No.859, Phase-V, Udyog Vihar,
Gurgaon-122 016, Haryana, India
Tel: + 91 124 4524218
Fax: + 91 124 4524227
E-mail: [email protected]
Tel:........................................... Fax: …………………………………………
Email……………………………………………………………………………..
Stand No…………………………………………………………………………
Signature:
……………………………………Date:…………………………….
VIV India 2014
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Exhibitor Manual
Form (I-2)
VISA INVITATION REQUEST FORM
st
DEADLINE: 1 March 2014
Return to:
Inter Ads Exhibitions Pvt. Ltd.
Plot No. 859, Phase V, Udyog Vihar,
Gurgaon – 122016, Haryana, India.
E-mail: [email protected]
Fax: +91-124-4524227
Instructions for filling the form:
Please fill the details in BLOCK letters only. (One Form per Applicant).
Visa Invitation Letter issued by the Organiser is not a valid document to visit the country.
It is mandatory to attach the copy of the Passport along with the filled request form. The copy must be clearly readable.
We are participating in VIV India 2014 as an Exhibitor and our Stand No. is …………………. Therefore, I need a Visa Invitation
Letter to attend VIV India 2014 in Bengaluru for the period …………… April, 2014. The details are given below:
Company Name:
Company Address:
Company Telephone:
Company Fax:
Designation:
E-mail Address:
Full Name (As Per Passport):
Gender (Male/Female):
Nationality:
Date of Birth (DD-MM-YYYY):
Place of Birth:
Passport No.:
Place of Issue / Issued By:
Date of Issue (DD-MM-YYYY):
Date of Expiry (DD-MM-YYYY):
Date of Arrival (DD-MM-YYYY):
Date of Departure (DD-MM-YYYY):
Date (DD-MM-YYYY): ……………………………
Legally Valid Signature…………………………….
Place…………………………………. …………..
Company Stamp……………………………………..
VIV India 2014
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Exhibitor Manual
Form (I-3)
EXHIBITOR BADGES
st
DEADLINE: 1 March 2014
EXHIBITOR BADGE REQUEST FORM
for staff attending VIV India 2014
Space allotted: _______sqm.
No. of Exhibitor badges entitled:_________ (refer to page no. 17)
Exhibitors must wear identification badges at all times during build-up, exhibition period and tear down period.
Please provide below the names and titles of officials who would be staffing your stand during the exhibition to issue
st
exhibitor badges. Exhibitor badges for the name received before 1 March 2014 may be collected from Registration
st
Counter at Bangalore International Exhibition Centre from 0900 to 1700 hours on 21 April 2014 and 1000 to 1800 hours
nd
on 22 April 2014.
Exhibitor officials can also register on site, beginning 1000 hours on 21-22 April 2014 at the Registration Counter at
Bangalore International Exhibition Centre.
All fields of information including Name, Position must be filled COMPLETELY in order to process the badges.
Please type or print. Use photocopy for additional personnel.
1.
Title:_____ First Name: __________________________Last Name: __________________________________________
Position: _________________________________
2.
Title:_____ First Name: __________________________Last Name: __________________________________________
Position: _________________________________
3.
Title:_____ First Name: __________________________Last Name: __________________________________________
Position: _________________________________
4.
Title:_____ First Name: __________________________Last Name: __________________________________________
Position: _________________________________
5.
Title:_____ First Name: __________________________Last Name: __________________________________________
Position: _________________________________
6.
Title:_____ First Name: __________________________Last Name: __________________________________________
Position: _________________________________
Please keep a copy for your records
Form duly filled may please be sent to:
Name: …………………………………………………………………………….
Designation: ……………………………………………………………………
Company:…………………………………………………………………………
Inter Ads Exhibitions Pvt. Ltd.
City…………………………………….Country…………………………………
Plot No.859, Phase-V, Udyog Vihar,
Gurgaon-122 016, Haryana, India
Tel: + 91 124 4524218
Fax: + 91 124 4524227
E-mail: [email protected]
Tel:........................................... Fax: ………………………………………….
Email……………………………………………………………………………..
Stand No………………………………………………………………………….
Signature: ……………………………………Date:…………………………….
VIV India 2014
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Exhibitor Manual
SHELL SCHEME PACKAGES
Form (I-4A)
Specifications:
a)
b)
c)
d)
e)
Walls: 2.5 meters (8ft) high in white laminated 3mm thick plywood panel joined by aluminum section.
Fascia: 230 mm (0.75ft) high, with exhibitor’s name and stand number
Flooring: Needle punch carpet lay directly onto the floor.
Lighting: Spotlights mounted on the panels’ accordance with number as mentioned in the table.
Furniture: As mentioned below in the table.
Entitlements:
Stand Area
(sqm)
12-15
16-19
20-23
24-27
28-31
32-35
36-39
40-43
44-47
48-51
52-55
56-59
60-63
Package No.
1
2
3
4
5
Round
Table
1
1
2
2
2
3
3
3
4
4
4
5
5
Chairs
3
4
5
6
7
8
9
10
11
12
13
14
15
Reception
Counter
1
1
2
2
2
3
3
3
4
4
4
5
5
Waste
Basket
1
1
2
2
2
3
3
3
4
4
4
5
5
Spot Light
(100 W)
3
4
5
6
7
8
9
10
11
12
13
14
15
Power socket (15
Amp single phase)
1
1
2
2
2
3
3
3
4
4
4
5
5
Please contact:
Milton Exhibits India Pvt. Ltd.
A -54, DDA Shed. Okhla,Phase II,
New Delhi-110044, India.
Contact: Mr. R. K. Yambungchou
Tel: +91 11 41454661 extn.-24
Fax: +91 11 41454660
Mobile: +91 8130693004
E-mail: [email protected]
VIV India 2014
29
Exhibitor Manual
Form (I-4B)
FASCIA NAME
st
DEADLINE: 1 March 2014
For Exhibitors who have already booked the “Shell Scheme” package. Please use the following inscription on the fascia board:
Company Name:
(Please fill in Blocks letters)
Fascia name with not more than 35 characters is allowed on each open side of the exhibition stand. However, approval for
more than 35 characters may be granted by the Organisers for individual stand sizes of 18 square meters and above. The
rules pertaining to “subletting of stand” mentioned on the terms and conditions of contract to Exhibit will be applicable and
binding.
Please keep a copy for your records
Form duly filled may please be sent to:
Name: …………………………………………………………………………….
Milton Exhibits India Pvt. Ltd.
A -54, DDA Shed. Okhla,Phase II,
New Delhi-110044, India.
Designation: ……………………………………………………………………
Contact: Mr. R. K. Yambungchou
Tel: +91 11 41454661 extn.-24
Fax: +91 11 41454660
Mobile: +91 8130693004
E-mail: [email protected]
City…………………………………….Country…………………………………
Company:…………………………………………………………………………
Tel:........................................... Fax: ………………………………………….
Email……………………………………………………………………………..
Stand No………………………………………………………………………….
Signature: ……………………………………Date:…………………………….
VIV India 2014
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Exhibitor Manual
Form (I-5)
STAND DESIGN APPROVAL
st
DEADLINE: 1 March 2014
This form is mandatory for bare/raw scheme stand i.e. space only exhibitors.
Exhibitor should provide specifications of stand design as per the below prescribed format.
Exhibitors must submit the design and drawing of their stall (floor plan & elevation) in 3D view (three dimensional view)
depicting position of exhibits, furniture, fittings, fixtures, brandings, office cubicles with complete dimensions in meters, in
st
duplicate, to the Organisers for approval latest by 1 March 2014.
Exhibitors must issue a letter of authorization to their respective stand contractors to take stand possession.
Guidelines for Stand Construction:
To achieve uniformity in display and appearance of the entire exhibition and to ensure proper presentation of all exhibits,
Exhibitors are advised to strictly follow the guidelines for stand construction specified by the Organisers.
A.
General Stand Design:
Organisers will demarcate the stands within the hall by suitable means. Exhibitors may take assistance from the
Hall Director(s) for locating their respective stands.
nd
Stands should be complete in every respect by 2200 hours on 22 April 2014.
Please note: There will not be Vehicle movement inside the venue complex on 22 April 2014.
Exhibitors shall ensure that their booth is built & tear down in a safe, systematic and organized manner, within
the specified build-up & tear down period.
Stands should be constructed according to the layout approved by the Organisers. Organisers reserve the right
to demand modifications/alterations to the stand. In case actual display arrangement of a stand is not in
conformity to the approved layout plan or guidelines, Organisers shall remove such installations from the stands
at the cost and risk of the Exhibitor. Further, any part of the exhibit/stand which appears unsightly to the
Organisers must be covered by the Exhibitor failing which Organisers will have the same covered at Exhibitor’s
cost & risk. Decision of the Organisers in this regard will be final and binding.
Exhibitors should not take support of any permanent structures in Exhibition Hall for display.
Woodworking inside/outside the Exhibition Hall is prohibited. Exhibitors are advised to bring prefabricated stands
for assembly in the Exhibition Hall. (If any Exhibitor fails to abide the above said guidelines, will have to pay
penalty which will be decided by the Organisers on site).
Exhibitors are advised not to use any vacant space around their stands for storage or otherwise. This could be
hazardous and could restrict the movement of service personnel. Organisers reserve the right to remove such
material at the risk & cost of the Exhibitor.
Installation of Air conditioners of any type inside the stands is not permitted.
Grouting/drilling of holes in the floor or walls and welding on columns, walls, doors, floor and truss are not
permitted.
Spray painting is not allowed inside the Exhibition Hall.
Stand with glass top is not allowed.
No suspended displays/structures are permitted from the ceiling of the exhibition halls.
No part of any exhibit/display should project out of the stand boundaries. Exhibits/Machines/Showcases/Display
podiums must be placed at least 0.7 meter away from the boundaries of open sides of the stand.
VIV India 2014
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Exhibitor Manual
Exhibitors shall advise their advertising/construction/electrical and all other agencies about the guidelines for
stand construction and ensure compliance. Organisers shall not correspond with any of the agencies engaged by
the Exhibitor.
Overall height:
The maximum height of any structure/display should not exceed 4.0 meters.
Partitions and/or dividers in the stand should not exceed on the open side of the stand. The height of the partition
or divider should not exceed 4.0 meters. Both sides of the partition should be properly finished or painted,
particularly the partition on the side of their neighbouring stand. Exhibitors are advised to make side partitions in
mutual agreement with neighbours.
Display panels, branding towers, name boards, sample holders, photographs and other display material are
permitted in the stand, subject to a maximum height of 4.0 meters.
Spotlight, focus light etc. are permitted provided these are fitted along with the stand structure within the
maximum height of 4.0 meters.
Exhibitors having natural wall(s) along with their stall boundary or pillar within stands, may cover the same
properly without causing damage to the walls, pillars, floors or any structure of the Exhibition Hall(s), not
exceeding the maximum permissible height of 4.0 meters. However, electric panels on the walls or duct doors in
the pillars, if any, should be kept accessible for the Organiser, for maintenance.
Floor Covering:
Carpeting of the stands is compulsory for all Exhibitors. Use of suitable commercial material for floor covering
inside the stands is permitted. Gluing/pasting of carpets on the floor may be done only by using easily removable
bi-adhesive tape that leaves no marks on the floor.
Stand floor should not be primed, painted or varnished, nor floor covering be stuck permanently to the floor.
B.
Guidelines for building of mezzanine floor:
Mezzanine floors are permitted only for exhibitors who have applied for space of 100 square meters or more. The
area of the mezzanine floor cannot exceed 25% of the allotted stand area.
The mezzanine floor design & drawings must be certified by a chartered structural engineer/consultant for
structural stability. Copy of the certificate must be attached with the stand layout.
The responsibility of the safety of structure shall lie solely on the exhibitor.
The mezzanine floor can be used only as a visitor hospitality lounge. Exhibits/display, offices/cabins with closed
walls & ceilings will not be permitted on the mezzanine floor.
Mezzanine Design
Offices/cabins with closed walls & ceiling are strictly prohibited on the mezzanine floor. The mezzanine must be
an open area only with safety railings on open sides.
Rear and side walls of stands adjacent to/facing neighbouring stands must not be transparent and must be clean
and covered in a uniform neutral color, above a height of 4.0 meters.
Branding will be allowed on the mezzanine railings, not exceeding a maximum height of 1.2 meters.
Construction of mezzanine floor is 3.0 meters away from the boundary of all open sides of the stand.
Maximum height
The height of the mezzanine floor itself should be 1.2 meters only.
The maximum permissible height below the mezzanine floor is 4.0 meters.
The maximum permissible height of the stand covered with mezzanine floor cannot exceed 5.2 meters (i.e. 4.0
meters + 1.2 meter). Height of the stand in all other areas not covered by mezzanine floor cannot exceed 4.0
meters.
VIV India 2014
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Exhibitor Manual
Net area
No. of open fronts
Height of stand(in meter)
Back Wall
Side Walls
Middle Wall/ Structure
Mezzanine(If any)
Please keep a copy for your records
Form duly filled may please be sent to:
Name: …………………………………………………………………………….
Designation: ……………………………………………………………………
Company:…………………………………………………………………………
Inter Ads Exhibitions Pvt. Ltd.
City…………………………………….Country…………………………………
Plot No.859, Phase-V, Udyog Vihar,
Gurgaon-122 016, Haryana, India
Tel: + 91 124 4524218
Fax: + 91 124 4524227
E-mail: [email protected]
Tel:........................................... Fax: ………………………………………….
Email……………………………………………………………………………..
Stand No………………………………………………………………………….
Signature: ……………………………………Date:…………………………….
VIV India 2014
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Exhibitor Manual
STAND AUTHORIZATION FORM
Form (I-6)
st
DEADLINE: 21 April 2014
Exhibitors must issue a letter of authorization to their respective stand contractors to take stand possession.
Exhibitors are required to inform the Organisers by submitting this form that whoever has been designated /
authorized to undertake the stand construction job(s) for their stand.
Please complete the form below and hand over to your stand construction agency which can submit the same at the
st
Show Management Office on 21 April 2014 before taking the possession of your stand area.
Exhibitors are requested to submit the Stand Authorization Letter on their company letterhead.
Note: The possession of the stand area shall be given only after submitting Stand Authorization form.
--------------------------------------------------------------- Format of Letter Starts -----------------------------------------------------------The Organisers
VIV India 2014
Hall No 1, BIEC
Bengaluru – 562 123
Dear Sir,
This is to inform you that I/we hereby authorize the following personnel/ contractors for taking possession of our stand number
…………… on behalf of our company:
Name:
Company Name:
Address
Tel:
Email id:
Designation:
Fax:
Mobile:
Website:
They are further authorized to prepare/decorate our stand and also authorized to coordinate on behalf of us (for the time
being). I/we have read and understood the exhibition rules and shall abide by them. I/we hereby declare that we are
responsible for the aforesaid contractors/personnel in the case of any issues, mishap and arguments etc. arising by them
during the exhibition.
We also undertake to complete the fabrication work by 2200 hours on 22
nd
April 2014.
You are kindly requested to hand over the stand to the bearer of this letter and oblige.
Date: _________________
Signature: _______________________
Company Seal: ___________________
--------------------------------------------------------------- Format of Letter ends -------------------------------------------------------------------------Please keep a copy for your records
Authorised by:
Form duly filled may please be submitted at:
Name: ………………………………………………………………………
Show Management Office
VIV India 2014
Hall No.1,
Bangalore International Exhibition Centre
th
10 Mile, Tumkur Road, Madavara Post,
Dasanapura Hobli, Bengaluru-562123,
Karnataka, India.
Designation: ……………………………………………………………….
Company:………………………………………………………………….
City…………………………………….Country………………………….
Tel:........................................... Fax: ………………………………….
Email……………………………………………………………………….
Stand No……………………………………………………………………
VIV India 2014
34
Exhibitor Manual
Form (I-7)
th
EXIT PASS
DEADLINE: 25 April 2014
th
Exhibitors are requested to submit the exit pass in quadruplet (4 copies) at Organisers’s office on 25 April 2014.Exhibitors will
not be allowed to take out their exhibits without submission of this form.
Sr. No.
Items
No. of Cases/Cartons
For Organiser
For Exhibitor
Name
Name
Signature:________________
Signature:____________________
Company Seal: ____________
Date
Please keep a copy for your records
Date
(PLEASE TYPE IN BLOCK LETTERS or ATTACH BUSINESS CARD)
Authorized by:
Form duly filled may please be submitted at:
Name: …………………………………………………………………………….
Show Management Office
VIV India 2014
Hall No.1,
Bangalore International Exhibition Centre
th
10 Mile, Tumkur Road, Madavara Post,
Dasanapura Hobli, Bengaluru-562123,
Karnataka, India.
Designation: ……………………………………………………………………
Company:………………………………………………………………………
City…………………………………….Country…………………………………
Tel:........................................... Fax: ………………………………………….
Email……………………………………………………………………………..
Stand No………………………………………………………………………….
VIV India 2014
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Exhibitor Manual
FORMS FOR HIRING
Services/Forms
S. No.
1
H-1.
H-2.
H-3.
H-4.
H-5.
H-6.
Stand Utilities
Furniture and Misc. Items
Electric Power
Compressed Air
Water Connection
Audio Visual Equipment
Plants & Flower Arrangements
2
Temporary Staff Arrangement
H-7.
3
H-8.
Deadline
st
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
st
[email protected]
st
[email protected]
[email protected]
1 March 2014
st
1 March 2014
st
1 March 2014
st
1 March 2014
st
1 March 2014
st
1 March 2014
Temporary Staff
Email
1 March 2014
Freight Arrangement
Heavy & Large Exhibits
Onsite Material Handling (Domestic Cargo)
VIV India 2014
1 March 2014
36
Exhibitor Manual
HIRING TERMS & CONDITIONS
1)
2)
Orders without payment will not be considered a valid order.
Cancellation of orders will only be accepted in writing and any cancelled orders will be subject to the details below:
st
 On or before 1 March 2014: 30% cancellation charges
st
 After 1 March 2014: 100% cancellation charges
3)
All items ordered are on rental basis. Therefore, exhibitors have to ensure no damage or loss made to the items
supplied. If they did then they are liable to pay the full cost of the item supplied.
Exhibitors are required to bring along their adaptor for connection to their equipment.
Exhibitors with very sensitive equipment are advised to bring their own stabilizer to cater for voltage fluctuation.
Any complaints regarding rental item/installation must be lodged the day before Exhibition commences. Otherwise
all items are deemed to have been received in good order.
Shell Scheme: Exhibitors or their contractor are not permitted to connect their own light fittings. All light fitting can
only be connected by Organiser’s Official Contractor / Official Electrician and approved contractor in accordance to
the Fire Regulation.
Exhibitors or their contractor are not permitted to connect their own the electric connection. Electric connection can
only be connected by Organiser’s Official Contractor / Official Electrician and approved contractor in accordance to
the Fire Regulation.
No other advance payment will be adjusted against the applied services.
Where it is not otherwise stated the duration, the prices are for the duration of the exhibition.
As stocks are limited, late orders cannot be guaranteed.
4)
5)
6)
7)
8)
9)
10)
11)
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FURNITURE AND MISC. ITEMS
Form (H-1)
DEADLINE: 1 March 2014
Exhibitors who are using the Organiser’s Standard Package are reminded to refer to Form I-4A for the list of furniture
supplied under the contract. This Form is only for ADDITIONAL orders.
As stocks are limited, late orders cannot be guaranteed.
All items are on rental basis only.
Orders will be processed upon receipt of payment.
Sl. No.
Additional Equipment
Code
Unit Price
(`)
1
Arm Black leather Chair
ME -C 01
600
2
White leather Chair
ME -C 02
600
3
Sofa Chair With Arm Single seat
ME -S 01
1,300
4
Sofa Chair With Arm 2 Seater
ME -S 02
2,800
5
Sofa Chair With Arm 3 Seater
ME -S 03
3,700
6
Glass Round Table
ME T 01
1,050
7
Round Cocktail Table
ME T 02
1,050
8
Round Table
ME T 03
850
9
Round Table Four Leg
ME T 04
650
10
Meeting Table
ME T 05
1,300
11
Square Table Cross Leg
ME T 06
650
12
Square Table- Single Leg
ME T 07
650
13
Square Cocktail Table
ME T 08
1,000
14
White Barstool
ME T 09
850
15
Black Barstool
ME T 10
850
16
Information Counter
ME-SYS 01
1,050
17
Lockable Counter
ME-SYS 02
1,300
18
2-tier Information Counter
ME-SYS 03
1,750
19
Podium
ME-SYS 04
1,000
20
Small Show Case
ME-SYS 05
2,300
21
Slim Show Case
ME-SYS 06
2,500
22
Tall Show Case
ME-SYS 07
3,000
23
Folding & Sliding Door
ME-SYS 08
2,200
24
Fnt & Swing Door
ME-SYS 09
2,500
25
Wooden Shelve
ME-SYS 10
550
26
Glass Shelve
ME-SYS 11
600
27
Folding Brochure Rack
ME-A 01
1,000
28
Dust Bin
ME-A 02
100
29
150W Long Arm Spot Light
ME-E 01
600
30
100W Long Arm Spot Light
ME-E 02
500
31
TS Tube Light 2 feet
ME-E 03
600
32
TS Tube Light 3 feet
ME-E 04
550
33
TS Tube Light 4 feet
ME-E 05
650
34
12v 50W Down Light
ME-E 06
450
35
15AMP Power Strip
ME-E 11
400
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Quantity
Amount
(`)
Exhibitor Manual
36
3v Led Down Light
ME-E 07
500
37
Metal Halide 150W
ME-E 08
2,300
38
Metal Halide 70W
ME-E 09
2,300
39
15 AMP Power Point
ME-E 10
400
40
Display Cube- 500*500*500mm
41
Q- Manager
42
Refrigerator
43
New Needle Punch Carpet
725
1,200
2,600
150 per sqmt.
Sub-Total Amount (`)
(+) Service Tax @12.36%
Total Amount (`)
Please keep a copy for your records
Form duly filled may please be sent to:
Name: …………………………………………………………………………….
Milton Exhibits India Pvt. Ltd.
A -54, DDA Shed. Okhla,Phase II,
New Delhi-110044, India.
Designation: ……………………………………………………………………
Contact: Mr. R. K. Yambungchou
Tel:+91 11 41454661 extn.-24
Fax:+91 11 41454660
Mobile:+91 8130693004
E-mail: [email protected]
City…………………………………….Country…………………………………
Company:…………………………………………………………………………
Tel:........................................... Fax: ………………………………………….
Email……………………………………………………………………………..
Stand No………………………………………………………………………….
Signature: ……………………………………Date:…………………………….
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Exhibitor Manual
FURNITURE AND MISC. ITEMS
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(contd.)
Exhibitor Manual
FURNITURE AND MISC. ITEMS
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(contd.)
Exhibitor Manual
FURNITURE AND MISC. ITEMS
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Exhibitor Manual
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ELECTRIC POWER
Form (H-2)
DEADLINE: 1 March 2014
Exhibitors who have opted for shell scheme package are reminded to refer to Form I-4A for their lightings and
electrical supplied under the contract. This Form is only for ADDITIONAL orders.
Exhibitors may order power requirements on this form, which must be returned by due date.
Only the Official Contractor and approved contractor will be permitted to undertake all electric connection work in the
exhibition, in accordance to the Rules & Regulations.
The connections will be provided as per the filled form.
The below cost is for rental only.
Order will be processed upon receipt of payment.
As stocks are limited, late orders cannot be guaranteed.
S. No.
Unit Price
Items
Quantity
(KW)
(`)
Amount
(`)
Electric Power (cost includes: outlet, connections and consumption)
For Build up Period (21-22 April 2014)
1
Single Phase (230 V, 50 Hz.) ± 10%
1200 per KW
2
Three Phase (415 V, 50 Hz.) ± 10%
1200 per KW
For Exhibition Period (23-25 April 2014)
1
Single Phase (230 V, 50 Hz.) ± 10%
3000 per KW
2
Three Phase (415 V, 50 Hz.) ± 10%
3000 per KW
Sub-Total Amount (`)
(+) Service Tax @ 12.36%
Total Amount (`)
Note:
All prices quoted include approval fees, installation, power consumption and standby maintenance.
Payment
We enclose herewith cheque/bank draft no. _______________________ of ` ________________ Payable to
Inter Ads Exhibitions Pvt. Ltd.
I/We have read all the terms and conditions and shall abide by the same.
Please keep a copy for your records
Form duly filled may please be sent to:
Name: …………………………………………………………………………….
Designation: ……………………………………………………………………..
Company:…………………………………………………………………………
Inter Ads Exhibitions Pvt. Ltd.
City…………………………………….Country…………………………………
Plot No.859, Phase-V, Udyog Vihar,
Gurgaon-122 016, Haryana, India
Tel: + 91 124 4524218
Fax: + 91 124 4524227
E-mail: [email protected]
Tel:................................................... Fax: ..………………………………….
Email……………………………………………………………………………..
Stand No………………………………………………………………………….
Signature: ……………………………………Date:…………………………….
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COMPRESSED AIR
Form (H-3)
DEADLINE: 1 March 2014
The connections will be given for a maximum period of 4 days i.e. 22 - 25 April 2014.
Rental charges Inclusive of installation up to the machine.
The below cost is for rental only.
Order will be processed upon receipt of payment.
As stocks are limited, late orders cannot be guaranteed.
COMPRESSED AIR CONNECTION
S. No.
1
Items
Unit Price (`)
Compressor Air Connection at 6 bar
pressure.
Quantity
Amount (`)
20000
Sub-Total Amount (`)
(+) Service Tax @ 12.36%
Total Amount (`)
Payment
We enclose herewith cheque/bank draft no. ____________________ for ` ________________ made payable to
Inter Ads Exhibitions Pvt. Ltd.
I/We have read all the terms and conditions and shall abide by the same.
Please keep a copy for your records
Form duly filled may please be sent to:
Name: …………………………………………………………………………
Designation: …………………………………………………………………
Company:……………………………………………………………………
Inter Ads Exhibitions Pvt. Ltd.
City…………………………………….Country…………………………….
Plot No.859, Phase-V, Udyog Vihar,
Gurgaon-122 016, Haryana, India
Tel: + 91 124 4524218
Fax: + 91 124 4524227
E-mail: [email protected]
Tel:................................................... Fax: ..………………………………
Email………………………………………………………………………….
Stand No………………………………………………………………………
Signature: ……………………………………Date:…………………………
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WATER CONNECTION
Form (H-4)
DEADLINE: 1 March 2014
Inside the hall, water connection will be provided within the stands at one particular point, Exhibitors should arrange on
their own further disbursement of water to their machines/usage.
The connections will be given for a maximum period of 4 days i.e. 22 - 25 April 2014.
The below cost is for rental only.
Order will be processed upon receipt of payment.
As stocks are limited, late orders cannot be guaranteed.
WATER CONNECTION
Unit
Price (`)
Items
Connection and consumption charges
Quantity
Amount (`)
10000
Sub-Total Amount (`)
(+) Service Tax @ 12.36%
Total Amount (`)
Note: Drainage system is not available in the exhibition hall. Therefore disposal of waste water shall be the
exhibitor’s responsibility.
Payment
We enclose herewith cheque/bank draft no. ____________________ of ` ________________made payable to
Inter Ads Exhibitions Pvt. Ltd.
I/We have read all the terms and conditions and shall abide by the same.
Please keep a copy for your records
Form duly filled may please be sent to:
Name: ………………………………………………………………………….
Designation: …………………………………………………………………
Company:………………………………………………………………………
Inter Ads Exhibitions Pvt. Ltd.
City…………………………………….Country………………………………
Plot No.859, Phase-V, Udyog Vihar,
Gurgaon-122 016, Haryana, India
Tel: + 91 124 4524218
Fax: + 91 124 4524227
E-mail: [email protected]
Tel:................................................... Fax: ..……………………………….
Email……………………………………………………………………………
Stand No………………………………………………………………………
Signature: ……………………………………Date:…………………………
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AUDIO VISUAL EQUIPMENT
Form (H-5)
DEADLINE: 1 March 2014
Exhibitors are requested to kindly do Fax/Email/Courier this form to Divyashree Audio Visual to avail the following
services.
All items are on rental basis only.
As stocks are limited, late orders cannot be guaranteed.
Order will be processed upon receipt of payment.
Exhibitors are requested to kindly contact Divyashree Audio Visual directly for requirement of any other item which is
not listed below.
S. No.
Unit Cost
per day
(`)
Description
1
LCD / LED / Plasma 32* with stand
1500
2
LCD / LED / Plasma 40/42* with stand
2000
3
LCD / LED / Plasma 50/52* with stand
3000
4
LCD / LED / Plasma 60* with stand
6000
5
DVD Player
200
6
Desktop Computer (C2D/Keyboard/Mouse/15” Monitor)
600
7
Desktop Computer (C2D/Keyboard/Mouse/17” Monitor)
600
8
Laptop (i3 / i5)
Quantity
Amount
(`)
1000
Sub-Total Amount (`)
(+) Service Tax @ 12.36%
Total Amount (`)
* Please indicate what you intend to connect to the plasma screen:
DVD player or
Desktop Computer / Laptop.
I/We have read all the terms and conditions and shall abide by the same.
Please keep a copy for your records
Form duly filled may please be sent to:
Name: …………………………………………………………………………….
Divyashree Audio Visual
# 22, 2nd Cross, Teachers Colony II Stage,
Bsk II Stage, Bengaluru–560 070,
Karnataka, India.
Designation: ……………………………………………………………………..
Company:…………………………………………………………………………
City…………………………………….Country…………………………………
Contact : Mr. Venkatesh
Tel: +91 80 26710188/5254
Mobile: +91 9845161519
Email: [email protected]
Tel:................................................... Fax: ..………………………………….
Email……………………………………………………………………………..
Stand No………………………………………………………………………….
Signature: ……………………………………Date:…………………………….
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Exhibitor Manual
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PLANTS & FLOWERS
Form (H-6)
DEADLINE: 1 March 2014
Exhibitors are requested to please Fax/ Email/ Courier this form to Global Blooms to avail the following services.
The below cost is for rental and sale basis.
Order will be processed upon receipt of payment.
As stocks are limited, late orders cannot be guaranteed.
Sr. No.
Unit Price
for 3 Days
(`)
Particulars
Quantity
Amount (`)
Plants arrangements (for rent)
1
4ft to 5 ft’ tall Plants(Areca palms)
150
2
3ft tall Plants (Areca palms, Dracaenas)
130
3
2ft tall Plants( Zonada, Table palms, Dracenas,
Aglonema )
120
4
1ft to 2.5ft tall plants(zanada, Schflera, )
100
5
Max 1 ft tall Seasonal flower plants (Marigold,
petunia, Zenia,dianthus)
100
Unit Price
(`)
25
Flower bouquets/arrangements(for sale)
1
Single rose with greens
2
Three rose posy
45
3
15 roses+greens+paper+ribbon in a posy
350
4
20 assorted flowers in an arrangement
400
5
Between 10 to 15 flowers in an arrangement
350
6
Exotic flowers in a basket(orchids/anthriums/liliams)
500 onwards
Other services
1
Instant Mexican lawn
45/sqft
2
Landscapes including pebbles,
60/sqft
Sub-Total Amount (`)
(+) Service Tax @ 12.36%
Total Amount (`)
Note: Service tax (12.36%) will be applicable on floral bouquets/decoration/arrangements only, plants exempted from all
taxes.
I/We have read all the terms and conditions and shall abide by the same.
Please keep a copy for your records
Form duly filled may please be sent to:
Name: …………………………………………………………………………
Global Blooms
No.15, E-Block,
Near Gundanjaneya Temple,
Sahakaranagar,
Bengaluru – 560092,
Karnataka, India.
Designation: …………………………………………………………………
Company:……………………………………………………………………
City…………………………………….Country…………………………….
Tel:................................................... Fax: ..………………………………
Contact : Mr. M.G.Kanthan
Mobile: +91 9164074103 / 9980832218
E-mail: [email protected]
Email…………………………………………………………………………
Stand No……………………………………………………………………..
Signature: ……………………………………Date:…………………………
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Exhibitor Manual
TEMPORARY STAFF
Form (H-7)
st
DEADLINE: 1 March 2014
Exhibitors are requested to please Fax/ Email/ Courier this form to Freaky Heads to avail the following services.
Sr.
No.
Rate Per
day (`)
Description
1
Hosts*
1000
2
Regular Hostess**
1350
3
Star Rated Hostesses, Pricing available on
request (Inclusive of Food + Transportation) ***
No. of
personnel
No. of Days
Specify
Dates
Amount
(`)
Sub-Total Amount (`)
(+) Service Tax @ 12.36%
Total Amount (`)
* Smart Boys with good communication skills and having experience in corporate events and Trade Fairs.
** Pleasant personality with good communication skills and experience in corporate events and Trade Fairs.
*** We have a list of star rated hostesses and exclusive list of Model Hostesses who have done several big profile shows
including Trade fairs and can be brought in at your request
Note: Temporary personnel must not be entrusted with handling of cash or valuable. Exhibitors will be responsible for the
temporary personnel in their stands during the show. The Organisers will not be responsible for any loss or damage caused
by such personnel.
Terms & Conditions:
The rates are calculated as per regular shift Hrs (9 Hrs i.e. 0900 – 1800 hrs )
If the shift exceeds more than 9 Hrs then it will be calculated as 1.5 Shifts subject to a maximum of 12 hours
per day. The staff held back will need to be provided with a dropping facility which has to be arranged by the
Exhibitor.
Order will be processed upon receipt of payment.
All Cheque’s / Demand Draft to be made payable at Bangalore in favor of “Freaky Heads”.
I/We have read all the terms and conditions and shall abide by the same.
Please keep a copy for your records
Form duly filled may please be sent to:
Name: …………………………………………………………………………….
Freaky Heads
No. 216 and 217, Goldline Aircity,
Kadusonannahalli, Off Hennur Bagalur Main
Road, Kannur Post
Bengaluru - 562149, Karnataka, India.
Contact : Ms. Shashwati Mondal
Mobile : +91 9886187781
Contact : Mr. Feroz Baig
Mobile : +91 9886293370
E-mail : [email protected]
VIV India 2014
Designation: ……………………………………………………………………..
Company:…………………………………………………………………………
City…………………………………….Country…………………………………
Tel:................................................... Fax: ..………………………………….
Email……………………………………………………………………………..
Stand No………………………………………………………………………….
Signature: ……………………………………Date:…………………………….
48
Exhibitor Manual
Form (H-8)
HEAVY & LARGE EXHIBITS
st
DEADLINE: 1 March 2014
This form is to be returned only by exhibitors who have heavy or large exhibits.
Such exhibits must arrive in good time for port clearance and reach the exhibition site on or by the first day of the build-up
period.
All such exhibits, without exception, must be handled by our official freight forwarder – R E Rogers India Pvt. Ltd.
Exhibitors with heavy exhibits are to observe the floor loading capacity (see General Information section), and to provide
steel plates for spreading if necessary.
Exhibit 1
Exhibit 2
Type of Machine / Exhibit
Length (m)
Height (m)
Max. self-erecting/telescoping height (m)
Weight(Kg/t)
Unloading of machine/exhibit by crane
Unloading of machine/exhibit by forklift
For International Exhibitors:
Date of Arrival in India_________________
For Domestic Exhibitors:
Date of delivery to exhibition centre:_____________
Approx. time of delivery:__________
Please keep a copy for your records
Form duly filled may please be sent to:
Authorised by:
R.E. Rogers India Pvt. Ltd.
R.E.R House, 2383/1, 11th Main,
15th Cross,'E' Block, Sahakara Nagar
Bengaluru – 560 092, Karnataka, India.
Name: …………………………………………………………………….
Contact: Mr. Shrenik Jain
Tel: +91 80 42690500/55
Fax: +91 80 41535881
Mobile: +91 9845205424
Email: [email protected]
Designation: ……………………………………………………………
Company:……………………………………………………………………
City…………………………………….Country……………………………
Tel:........................................... Fax: ……………………………………
Email…………………………………………………………………………
Stand No…………………………………………………………………….
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Exhibitor Manual
ONSITE MATERIAL HANDLING TARIFF
Organisers have appointed R E Rogers for onsite handling of exhibits. Exhibitors requiring the service of onsite handling
agency may, please contact R E Rogers directly.
Approved onsite material handling charges:
Charges for offloading from vehicle, shifting to booth and unpacking at one go for single piece weighing not more
than 3000 kgs.
1. Offloading and Shifting to Booth
Rs. 500/- per 500 kgs or part there off.
2. Unpacking & Placement of Exhibits
Rs. 400/- per 500 kgs or part there off.
3. Depallatization of Exhibits
Rs. 300/- per 500 kgs or part there off.
4. Positioning & Re-positioning
of the exhibits (each time)
Rs. 300/- per 500 kgs Minimum Rs.300
5. Removal of empties for storage & return
of empty cases after the close of exhibition.
Rs 250/- per CBM
6. Repacking of Exhibits
Rs. 400/- per 500 kgs or part there off.
7. Pallatisation of Exhibits
Rs. 300/- per 500 kgs or part there off.
8. Shifting from Booth & Loading
Rs. 500/- per 500 kgs or part there off.
PLEASE NOTE :
1.
Handling charges will be charged on basis of actual weight or volume weight whichever is higher. @ 1 CBM = 500
KGS.
2.
Heavy lift surcharge applicable in addition to the basic handling charges as mentioned in point 1 above.
a)
b)
c)
For single piece weighing between 3000 kgs to 5000 kgs : Surcharge 25% extra
For single piece weighing between 5000 kgs to 8000 kgs : Surcharge 35% extra
For single piece weighing more than 8000 kgs
: Surcharge 50% extra
3.
In case the machine is bare on the base, the removal of base would be treated as unpacking and would be charged
accordingly.
4.
Charges on the same basis would be applicable for the return movement as well.
HIRE OF EQUIPMENT (with driver & without labour) FOR ASSEMBLY & ERECTION PURPOSES ONLY
1
2
3
4
5
Hydraulic Pallet
Fork Lift
Fork Lift
Crane
Labour
02 – Ton Capacity
03 – Ton Capacity
05 – Ton Capacity
10 – Ton Capacity
Rs.300 per hour
Minimum Rs.300/Rs.300 per hour
Minimum Rs.300/Rs.500 per hour
Minimum Rs.500/Rs.850 per hour
Minimum Rs.850/Rs.80 per hour per man Minimum Rs.80/-
Please note:
1.
The above charges are applicable from 0930 – 1930 hours, for services required after these hours a surcharge of
25% shall be applicable on the above.
2.
It is compulsory on part of the exhibitors to use services of approved handling agencies at the exhibition site. The
packages which can be easily carried in hand (package not exceeding 50 kgs each) can be handled by the exhibitors
on their own, if they wish to do so.
3.
Exhibitors should advise transporters to carry “Weigh-Bridge Certificate” so that, there would be proper assessment of
the weight to be handled by handling agency.
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Exhibitor Manual
4.
Exhibitors should send product leaflets alongwith the packing list to the approved agencies to enable them to study
the products in advance for handling at the site.
5.
The exhibitors are not allowed to order equipment for assembly and erection work from outside. It is compulsory to
use the facility made available by approved agencies.
6.
These charges are not applicable to the exhibits cleared as temporary imports.
Service Tax
The Govt. of India has levied a service tax of 12.36% percent on handling charges plus on other charges except reimbursement expenses to be invoiced by all freight forwarder and handling agents. Therefore the same shall be charged
accordingly.
Please Contact:
R.E. Rogers India Pvt. Ltd.
R.E.R House, 2383/1, 11th Main,
15th Cross,'E' Block, Sahakara Nagar
Bengaluru – 560 092, Karnataka, India.
Contact: Mr. Shrenik Jain
Tel: +91 80 42690500/55
Fax: +91 80 41535881
Mobile: +91 9845205424
Email: [email protected]
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