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CONTENTS
EXHIBITOR MANUAL
About the organiser.................................................................... 2
Welcome .................................................................................... 3
Part 1. INFORMATION
ITE Group requirements for stand projects and design ............. 4
Dates and Deadlines.................................................................. 5
Venue (map of Sokolniki) ........................................................... 6
Venue ........................................................................................ 7
Your Stand ................................................................................. 8
General and Additional Services .............................................. 11
Entry Procedure for Sokolniki .................................................. 13
Sample Letters ......................................................................... 14
Fire Safety ............................................................................... 15
Rules for Electrical and Plumbing Work ................................... 18
Freight, Delivery and Customs ................................................. 19
Custom Build Stands ............................................................... 20
Part 2. ORDER FORMS
Form T for Technical Services ................................................. 21
Standard Shell Scheme ........................................................... 22
Temporary Personnel, Cleaning and Car Parking Passes ....... 23
Electricity, Water and Compressed Air … ................................ 24
Telecommunications and Audio Videol Equipment .................. 25
Fascia Panel Details and Graphic Works................................. 26
Stand Construction and Furniture for Standard Stands ........... 27
Blank Form for Sketching Your Stand ...................................... 29
Samples of Stand Equipment .................................................. 30
Form T5 for Ceiling Suspensions ............................................. 31
Order Form for Ceiling Suspensions ........................................ 32
VacuumTechExpo 2014
15-17 April 2014 | MOSCOW | ECC Sokolniki
1
THE ORGANISER
ITE Group | (JSC IEC)
 Floor 6, Chaika Plaza, 1-15 Zubarev per., 129164, Moscow,
 + 7 495 935 73 50,  +7 495 935 73 51,  [email protected]
 +7 495 788 55 85
Dmitry Zhukov
Elena Krivitskaya
Julia Fedotova
Aleksandra Ledeneva
Alexandr Shkaev
Ext.
Exhibitions Department
 6245
Department director
 6244
Project manager
 6247
Coordinator
 6249
Marketing manager
ITE Group Technical Service
 6707
Manager
ITE Moscow, part of International Trade & Exhibitions (ITE) Group
Plc, was established in 1993 with headquarters in London. ITE
Group Plc, a recognised leader in the global exhibition business,
organises 325 specialised trade exhibitions and conferences in 32
countries every year.
ITE Group Plc. is a member of the Russian Union of Exhibitions and
Fairs, Global Association of the Exhibition Industry and Moscow
International Business Association. In 1998, ITE Group Plc received
the
Queen's
Award
for
Export
Achievement.
ITE’s exhibitions are characterised by the highest international
standards of organisation, which makes them leading events in the
respective sectors of the Russian economy. Each year, ITE’s events
attract about 1,000,000 visitors and over 6000 exhibitors from all
over the world.
ITE GROUP PLC
 105, Salusbury Road, London NW6 6RG, United Kingdom
 +44 207 596 5000,  +44 207 596 5111
VacuumTechExpo 2014
15-17 April 2014 | MOSCOW | ECC Sokolniki
2
W
WELCO
OME
Vaacuum
mTechE
Expo 2014
2
Deear exhibitorss,
We are very pleeased that youu have decideed to participaate in Vacuum
mTechExpo 2014
2
and welccome you as one
o of the exhhibitors.
ITE Group, as the Organiser of this evennt, will make eevery effort too ensure yourr stand is preesented as efffectively as possible.
Pleease contact uus with any isssues that arisee during your preparation foor the exhibitioon.
Thhis document iis the Exhibitoor Manual, which contains im
mportant information and orrder forms for technical and additional services.
a the event to
t be unique and fully connsistent with your
y
companyy image, we offer
o
individuaal stand
In order for youur presence at
buuilding servicees. You can fill
f out the individual stand bbuilding orderr form and return it to us, aand we will tryy to accommoodate all
yoour wishes intoo the design of your stand and
a guaranteee the work is coompleted on time and to a hhigh level of quality.
q
Seeveral forms ccontained in thhis manual mu
ust be filled in and returned to the organisser by their sttated deadlin
nes. These forrms are:
 For equuipped standss - T Form forr technical seervices, Standd plan, Formss T2.1 and T33;
 For spaace-only standds - T Form foor technical sservices, Forrm T2.1,
 For all stands - The import list off large-sized eequipment
Thhe remaining aapplication forrms can be completed if youu require the services
s
they list, but orderss made within them must bee
coonfirmed in thee T form, which is used by thhe organiser aas the basis foor invoicing.
If you
y wish to ccancel orders made by you previously annd using the forms
f
of this manual, you sshould send us
u (no later thhan one
moonth prior to tthe beginning of set-up) ann official stam
mped letter signed by the General
G
Directoor of your com
mpany. If youu do not
seend this, the orrder will be deeemed to be accepted for exxecution, and you will have to pay the subbsequent invooice.
Atteention!!! For companies
c
noot having theeir stands buiilt through ITTE Group:
Design plan of your stannd specifying all the dimensions (includding height) m
E Group
must be appproved in ITE
Technical Service Departm
ment. We acceept your desiggns only by e-mail, not late r 1 month beefore the firstt day of
the exhibitio
on set-up. It will
w take us noot longer thann 3 working daays to make uup our decisioon. Your desiggn must
meet ITE Grooup requiremeents for stand projects and design.
d
Detail information oon this matter can be found in Your
Stand sectionn of this manual.
Pleease pay closse attention to the Fire Safetty rules. Thes e rules must be
b followed byy all exhibitorss and they will be enforced by
b local
firee protection boodies.
We ask you to rreturn all neceessary forms by
b their stated deadlines, ass late orders will
w incur surch arges according to the reguulations
in force at the exxhibition centrre.
If you
y have any questions when completingg these forms,, please do noot hesitate to contact
c
us. Ouur contact detaails can be fouund in
‘Thhe Organiser’..
We would like too wish you eveery success and we look fo rward to seeinng you at the exhibition.
e
Reegards,
ITE Group Techhnical Service Department
VaacuumTechE
Expo 2014
15-17 April 2014 | MOSCOW | ECC Sokkolniki
3
ITE GROUP REQUIREMENTS FOR STAND
PROJECTS AND DESIGN
1.
Each stand must be completed with a floor covering (e.g.,
carpet) and also rear and side walls of a minimum height of 250 cm.
2.
Construction may exceed a height of 250 cm, but only with
permission in writing from ITE Group, on receipt of the proposed stand
design, prior to the exhibition (example of minimum package - 3 views are
given below). Maximum height of stand structure should be 6 m.
3.
No part of the stand structure (including spotlights, flags, and
decor elements) may extend beyond the boundaries of the site allocated
including vertical perspective of the stand, exception can be made for
light-weight spotlights installed at a minimum height – 4 m from floor.
4.
The open sides of the stand according to the space application
form and general floor plan of the exhibition shall not be closed by the
exhibitor without permission in writing from ITE Group
5.
Please note that company names, logos and graphics are not
permitted on the reverse side of your wall overlooking neighbouring
stands.
VacuumTechExpo 2014
6.
The reverse side of your wall/s visible from aisles and also if it
overlaps the height of those on neighbouring stands (2.5 m shell scheme)
must be of neat appearance (only white colour accepted).
7.
In order to ensure the safety of visitors to the exhibition, store
rooms, offices and other premises with doors at your stand and which
open directly to the aisles between stands must be equipped either with
sliding doors or doors which open to the inside.
8.
Stand design should not block access any fire, electricity or
emergency exits points.
9.
There is a surcharge on the space occupied by double decker
stands. Double decker stand has to be booked and paid through the space
application form. Construction of double decker stands will only be
permitted after payment of the surcharge.
15-17 April 2014 | MOSCOW | ECC Sokolniki
4
DATE
ES AN
ND DEA
ADLIN
NES
Vacuu
V
umTe
echEx
xpo
2014
2
9tth Internatiional Exhib
bition
15
5-17 April 2014
2
ECC Sokoln
niki, Mosco
ow, Russia
Not later then:
14
4 FEBRUARY 2014
ORDER FOR
RMS AND STAND SK
KETCHES
must
m be returned to IT
TE Group’s Technicaal Service by:
Exhhibition tim
metable:
SU
UNDAY
133 April
MO
ONDAY
144 April
TU
UESDAY
155 April
WEDNESDAY
166 April
TH
HURSDAY
177 April
RIDAY
FR
188 April
1
2
08:00 – 20:00
12:00
08:00 – 20:00
16:00
S
Stand set-up (sp
pace-only sites
s)1,2
LLatest time set-uup can begin (s
space-only sitees)1,2
S
Stand set-up (including equipp
ped space)1
A
All freight (exhibbits) must be de
elivered and unppacked
17:00
08:00 – 19:00
11:00
10:00 – 18:00
09:00 – 19:00
10:00 – 18:00
09:00 – 20:00
10:00 – 16:00
16:00 – 20:00
20:00
08:00 – 18:00
18:00
A
All stands must be ready and cleaned (includinng equipped stands)
P
Pavilions open3
O
Official exhibitiion opening
E
Exhibition open to visitors
P
Pavilions open
E
Exhibition open to visitors
P
Pavilions open
E
Exhibition open to visitors
E
Entry of vehicless for dismantling
g (light and Gazzel type vehiclees)
E
Equipped standss must be returned4
D
Dismantling
P
Pavilion must bee vacated and equipment
e
dism
mantled and rem
moved4
Please contact ITTE Group’s Techniical Service for avvailability and ratess of extra
set-up/dismantling hours.
If you have heavvy or large exhibitts, please agree a move in date w
with ITE’s
Technical Service in advance.
VaacuumTechE
Expo 2014
3
4
Access only with
h exhibitor badges;; contractors’ passees are no longer vaalid. Set-up
work on stands is not allowed.
All exhibitor’s materials and structuures must be removved; otherwise the exhibitor
becomes liable for their safety (or tthe full disposal of one-use constructions).
15-17 April 2014 | MOSCOW | ECC Sokkolniki
5
VENUE
VacuumTechExpo 2014
15-17 April 2014 | MOSCOW | ECC Sokolniki
6
VENUE
Address of exhibition centre
Sokolniki Exhibition and Convention Centre
1 Sokolnicheskiy val, 107113, Moscow
RUSSIAN FEDERATION
Contractors: work passes (not valid during the exhibition) will be issued in
the organiser’s office to all staff engaged in set-up and dismantling of your
stand. For this, you need to prepare a letter stating the exhibiting company
name and full names and passport details of the set-up workers, and present
this letter at the organiser’s office during set-up.
Ceiling Heights
Example letters must be produced on headed company paper. See the
‘Example letters’ section.
Pavilion
Maximum height
Stand builders: stand builders apply for set-up worker passes at Sokolniki
during the accreditation procedure. The stand building company representative
can complete the pass in the accreditation department of Sokolniki (pavilion 4)
before or during set-up. See the ‘Your stand - space only’ section.
Pavilion 2 .......................................... 490 cm
Pavilion 3 ........................................... 650 cm
Pavilion 4.1 ....................................... 550 cm
Pavilion 4 ......................................... 1,000 cm
Pavilion 4.2 ....................................... 350 cm
Pavilion 11.1 ..................................... 570 cm
Work passes must be worn at all times. The security guards have strict orders
to refuse entry to any personnel not showing the correct pass.
Bringing cargo in and out
For more detailed information, please contact ITE Group’s Technical
Service.
Please contact ITE Group’s Technical Service if you are unsure of
the ceiling height of the pavilion in which your stand is located.
NB: The height of your stand must not exceed the permitted height.
Please refer to the ‘Your Stand – space only’ section.
The heights of your stand must not exceed 600 cm.
Floor Loading
The maximum permitted load on the pavilion floor is:
Pavilion 2 .......................................... 3,500 kg/m2
Pavilion 3 .......................................... 2,500 kg/m2
Pavilion 4.1 ........................................ 2,500 kg/m2
Pavilion 4 .......................................... 3,500 kg/m2
Pavilion 4.2 ....................................... 3,500 kg/m2
Pavilion 11.1 ...................................... 3,000 kg/m2
Point loading is not allowed; loads must be evenly distributed.
Maximum dimensions of the cargo gates (height x
width):
Please note: Transport may enter the loading and unloading zone at Sokolniki
through the set-up gates free of charge by producing a letter for bringing in
equipment and exhibits. If you are bringing in mobile exhibits, you must
order accompaniment services from Sokolniki.
Tel. +7 (495) 995 05 95
The loading and unloading of exhibits and exhibition equipment of Russian
manufacture or customs cleared at Sokolniki is carried out exclusively by BTG
EXPO. Exhibitors may not use their own cranes or loaders. Please see the
‘Entry procedure’ section for more information. Set-up times for large-sized and
heavy equipment and exhibits must be agreed in advance with ITE Group’s
Technical Service.
Please note that during the exhibition, including the opening day, access of
vehicles to bring in exhibits and / or advertising according to the letter is
permitted only from 09.00 to 09.30 and from 18.00 to 18.30.
Export of cargo during dismantling can be carried out only on the basis of the
Import/Export Letter stamped by the organiser.
NB: Give the letter to the driver for access to Sokolniki through the checkpoint
at 3 Luchevo clearing during the dismantling period.
See site access plan:
http://www.sokolniki.com/rus/Contacts/Map.aspx
Working hours
The normal working hours during set-up and dismantling are from 08.00 20.00 each day. During the exhibition the pavilion is open from 09.00 - 19.00
(from 08:00 on the first day) (please refer to the ‘Dates and deadlines’ and
“Exhibition timetable’ sections).
Pavilion 2 .......................................... 4.5 m x 4.5 m
Pavilion 3 .......................................... 5.0 m x 4.0 m
Pavilion 4.1 ........................................ 4.5 m x 5.0 m
Pavilion 4 ........................................... 1 m x 4.45 m
Pavilion 4.2 ....................................... 3.3 m x 3.0 m
Pavilion 11.1 ..................................... 4.1m x 4.3 m
Restaurants and cafés
For more information, please see
http://www.sokolniki.com/EditorFiles/file/docs/tech_spec2.pdf
Please note: When calculating the weight on the pavilion floors for stands or
equipment on supports (legs) and/or wheels, divide the total weight of the
equipment by the summary area of each support. For example, for a car
weighing 2,000kg, weight per wheel is 500 kg/0.1 sqm, i.e. exceeding the
permitted weight. In this case, it is necessary to use a podium or other
protective devices for an even weight distribution on the floor.
Smoking areas
Smoking in the pavilions is prohibited. Smoking is allowed only in the special
smoking areas which are organized outside of the pavilions.
Access to the exhibition
You can use the cafés located in the halls. Please refer to café locations in the
‘Venue’ section (Map of Sokolniki).
More information on cafés located onsite:
http://www.sokolniki.com/rus/PrivatePerson/DinnersAndBusinessLunches.aspx
First aid
In an emergency, call 03.
Please refer to the plan of medical facilities in the ‘Venue’ section (Map of
Sokolniki).
You can receive qualified assistance at:
European Medical Center (EMC)
Building 1, House 5, Spiridonievsky Lane
24-hour first aid:
Tel. +7 (495) 933 66 55
Photocopying/service centre
Photocopying facilities, freight trolleys and Wi-Fi connection can be
rented for a fee in the Service Centre located in your pavilion.
Exhibitors: exhibitor badges act as passes to Sokolniki exhibition centre
throughout the exhibition, including during set-up and dismantling. For detailed
information please refer to the ‘Entry procedure’ section.
VacuumTechExpo 2014
15-17 April 2014 | MOSCOW | ECC Sokolniki
7
YOUR STAND
Equipped space
Space only exhibition space
- built through ITE Group
Standard stands
- not built through ITE Group
(inside and outside the pavilion)
Stands will be built using light aluminium poles and Octanorm plastic
laminated panels. Each wall panel is 100 x 250 cm (including the upper and
lower brackets) with a face size of ~ 95 x 235 cm. If you require exact
information about the size of panels used for your stand, please contact ITE
Group’s Technical Service.
Wall panels and other stand material must be returned after the exhibition
undamaged and clean of self-adhesive tape marks, etc. The cost of
damaged stand parts and other equipment will be charged to the exhibitor.
No additional equipment may be attached to the stand shell structure.
Independent lining of panels, drilling holes, or attaching advertising
material with pins, buttons, or tape that is difficult to remove, etc, is not
allowed.
Please refer to your space application form to see what equipment is already
included in the type of stand you have booked. No financial refund can be
done for items not used.
Additional equipment can be ordered using this Exhibitor Manual (Forms T4.1
and T4.2). Photographs of example equipment can be found in the ‘Equipped
stand examples’ section.
In order to stabilise construction or supply power, it might be necessary
to include additional fastening elements or wall panels which are
not necessarily shown on your stand layout. Should you need to
remove these supports temporarily (for example, due to the delivery of large
exhibits to your stand), you must agree this in advance with ITE Group’s
Technical Service and make sure that all the necessary precautions have
been taken.
Set-up of exhibition equipment and connection of electrical equipment
(excluding exhibits) as part of a standard stand will be regarded as similar to
a space only stand and must therefore undergo the chargeable
accreditation procedure.
All electrical appliances and equipment connected to mains sockets must be
certified. Independent electrical connection to the network will be regarded as
an independent construction and must be agreed upon with the General
Stand Builder (see the ‘Your stand’ section).
When decorating walls with fabrics, banners, etc, all materials used must
have a fire safety certificate. For detailed requirements, please see the
‘Banners/technical suspensions from pavilion ceilings’ section.
Keys for doors and locks for cupboards/ showcases can be collected at the
General Stand Builder’s - Sokolniki’s - office, located next to the organiser’s,
against a returnable deposit of 400 roubles per key or lock.
VacuumTechExpo 2014
Please supply a copy of the exhibitor manual to your stand builder.
Your stand must have rear and side walls of a height of 250 cm and also floor
covering (e.g., carpet. laminate). Construction may not exceed a height of 250
cm without permission in writing from ITE Group, which can only be given
upon receipt of the proposed stand design with all measurements at least 2
months prior to the exhibition. When planning stand construction, you must
ensure direct access to fire hydrants located at or in close proximity to your
stand.
Exhibitors can carry out set-up/dismantling and other engineering and design
work themselves or through a third party (stand builder) ONLY if they are
working with non-standard or individual stands and if they have written
permission from Sokolniki.
For the safety of visitors, areas at your stand that face aisles directly should
only use sliding doors.
No part of the stand structure may extend beyond the boundaries of the site
allocated. Company names and logos are not permitted on the reverse side
of walls located on / near the boundaries of the stand or facing neighbouring
stands.
External structures that are visible from passages between stands and from
the side of your neighbours should be suitably decorated (white only). Sides
of your stand that are open according to the general exhibition plan may not
be built with solid walls without agreement with ITE Group’s Technical
Service. In case of infringement of these terms and conditions, the organiser
reserves the right to terminate construction of your stand.
Please note: exhibitors that have ordered a space-only site should supply the
General Stand Builder of Sokolniki, no later than 15 days prior to the
exhibition, with full technical documentation for holding obligatory stand
accreditation (accreditation must be paid for, late supply of documentation
will incur a surcharge).
Only organisations that have signed an agreement with the General Stand
Builder will be allowed to begin set-up. Permission for set-up and decorative
work is issued according to the results of stand accreditation carried out on a
commercial basis. Sokolniki, the General Stand Builder of the exhibition,
has exclusive rights to build standard stands at the exhibition.
Shell Scheme and Modular stands can be ordered and built only with
organisers of the exhibition – ITE Group.
A standard stand is a stand built with carpeted exhibition constructions, white
panels, electrical equipment and furniture according to the builder’s price list
for additional equipment and services. Wall colours can be changed by
applying self-adhesive film. The height of a standard stand is 2.5 m, but this
can be extended by using exhibition structures.
An exclusive stand is a stand manufactured with other materials (wood,
chipboard, hardboard, fabric, etc), or a double-decker stand. Exclusive stands
are also those for which individual designer developments are used in its
construction, and those which require the use of exhibition constructions of
custom type and size.
Panel lining, drawing logos, increasing wall height, or using suspensions,
electrodynamic structures, offset fascias or other additional elements do not
place a stand into the exclusive category.
15-17 April 2014 | MOSCOW | ECC Sokolniki
8
YOUR STAND
List of documents necessary for accreditation:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
A letter signed by the director of the company and specifying the
name of the company which has ordered stand building, and a list
of equipment and materials to be moved in and out (form no.1, in
triplicate)
http://www.sokolniki.com/EditorFiles/file/docs/Prilozjenie_1.pdf
Engineering design of the stand with a full interpretation of the symbols
used, signed by the director of the company
Fire safety certificates for combustible materials used (banners, fabric,
linoleum, laminate, etc). Fire treatment certificate for wooden (or woodderived - chipboard, MDF, hardboard etc) materials. Enclosed with
certificates - the licence of the organisation which supplied the
treatment, fire safety certificates for the fire treatment used
A detailed electrical plan of the stand including power supply voltage,
maximum power load for each piece of equipment, and connection
points for electrical equipment, with a full interpretation of symbols
used
A copy of the order assigning the person responsible for electrical
equipment, of a level no lower than the 4th access group. A copy
certifying their completion of a basic training programme for fire safety
A letter assigning the person responsible for safety, on company paper
signed by the General Director
An order assigning the person responsible for fire safety at the stand
A copy of the examination journal of the electricians that carried out
electrical appliance and fire safety checks, signed or stamped by the
Russian state energy surveillance organisation (Gosenergonadzor)
List of electricians, of a level no less than the 3rd access group, who will
take part in electrical installation work at the exhibition, signed by the
person responsible for electrical equipment and indicating the person
responsible for work at the exhibition
Copies of the certification of the listed electricians
Certificate of insulation resistance measurement with a certified copy of
the licence of the organisation that carried out the work (if not available,
the certificate will be completed during stand set-up)
List of set-up and dismantling workers at the stand, on company
headed paper signed by the General Director, and also passport
details of all workers and copies of their passports (the first page and
the signature page)
A letter signed by the General Director (Form 2) stating that they are
familiar with the requirements in force at Sokolniki and that they
undertake to make all personnel working on set-up and dismantling
aware of them
http://www.sokolniki.com/EditorFiles/file/docs/Prilozjenie_1.pdf
Regulations for set-up work:
Before set-up, please ensure that your stand is positioned according to the
floor plan. If it is not, or if there are inaccuracies in the location of your
constructions against the general layout, you will have to dismantle and set it
up again at your own expense.
During set-up (before the exhibition opens) exhibitors and their stand
builders must: 1. Transport stand equipment and exhibits only on trolleys with
rubber wheels, or manually 2. Store exhibition equipment and other materials
only on coverings that prevent the floor getting scratched or chipped
3. Set up stands on floor coverings only 4. Set up metallic stand constructions
or exhibits only on pads (wooden, rubber), not allowing them to scratch or
chip the floor 5. Place outlets of utility systems through technical hatches
within the boundary of their stands (they may not be placed in visitor aisles) 6.
Not overcrowd the aisles between stands or evacuation routes with
equipment, packaging or construction materials 7. Remove all packaging and
leftover building/set-up material from the exhibition complex 8. Place small
building waste and rubbish in the containers by the set-up gate according to
the deadlines set by the organiser on the last day of set-up (see the
‘Schedule’ section)
All construction work and entry of stand builders into the pavilion
during the exhibition, including on the opening day, is forbidden.
It is forbidden to: ▪ Set up structures in areas where fuse boxes, access
hatches, firefighting equipment and other utilities equipment are located▪
Saw, plane, or carry out any other carpentry related to constructing stand
parts ▪ Spray on varnishes or paints ▪ Apply paint, varnish, glues or any other
covering that is hard to remove to floors, walls or pillars of pavilions▪ Make
any holes in floors, walls or pillars.
When dismantling has finished and when floor coverings have been
removed, exhibitors and/or their stand builders should remove adhesive tape
from pavilion floors and place non-bulky construction waste in the containers
by the set-up gate.
Please note: For removing large-sized or bulky construction waste, exhibitors
or their stand builders must order a container themselves. All losses due to
structural damage to the pavilion or to additional cleaning and removal of
debris which is the fault of the exhibitor and / or co-exhibitors will be charged
to the exhibitor.
Double-decker stands: There is a surcharge on the space occupied by
double decker stands. Double decker stand has to be booked and paid through
the space application form. Construction of double decker stands will only be
permitted after payment of the surcharge.
Double-decker stands must be fitted with fire detectors (see the ‘Fire safety’
section). The construction must have structural properties in line with safety
A full set of documents and fees for technical accreditation is available on the regulations and the necessary certificates.
Sokolniki website.
http://www.sokolniki.com/rus/Services/Accreditation/material10124.aspx
You can consult the managers of the Sokolniki accreditation department,
located in Pavilion 4, central entrance, on questions related to accreditation
and document approval.
Тel. +7 (495) 995 05 95
The Company’s representative should have power of attorney (or a stamp) to
sign an agreement and act of compliance of documents provided by the
company according to the general terms of participation.
VacuumTechExpo 2014
15-17 April 2014 | MOSCOW | ECC Sokolniki
9
YOUR STAND
General information for all stand types
Location: Columns, pillars, electric boards and/or utility connection points for
your stand or neighbouring stands may be located within your stand area. If
this is the case, electric boards, fuse boxes and power cables and pipes with
dimensions of up to 50mm may be laid in the aisle or within your stand without
your additional consent. Please bear this in mind when planning decking or
podiums at your stand. For more information, please contact ITE Group’s
Technical Service.
the cancellation or termination of the exhibition and insurance against damage
to or loss of exhibits or other property at stands.
Noise Levels: During presentations, video/audio demonstrations etc, noise
level cannot be more than 75 dB. If complaints are received from other
exhibitors, ITE reserves the right to close down the noise source on the basis
of a sound measurement agreement. This agreement is issued in duplicate
and is signed by ITE and the exhibitor.
Exhibits: Please make sure that the weight of exhibits at your stand does not Please note: No advertising objects (banners, flags, etc.) can be placed on
exceed the maximum permissible load on the pavilion floor (see the ‘Venue’
section). To ensure safety when demonstrating your exhibits, you must make
sure they are cordoned off.
Important! Exhibitor should coordinate timetable and all protective
measures (noise, smell, exhaust, movable parts, necessity of any liquid drain)
with ITE Group Technical Service Department if industrial or/and other
equipment will be demonstrated in work during the exhibition.
Animals: Entry of animals to the exhibition centre territory is forbidden, with
the exception of guide dogs accompanying a disabled person.
the floor, pavilion structures, walls or other parts of the pavilion without
permission from ITE Group. For banners, please contact ITE Group’s
Technical Service.
Catering, Coffee Breaks, Buffets: For enquiries related to organising
catering service at your stand, please contact Sokolniki.
Tel: +7 (495) 995 05 95, ext. 446
Deadlines On-Site: All stands must be ready for checking, according to the
Fire Regulations: All exhibitors are asked to pay careful attention to the timetable set by the organiser, on the last day of set-up. It is therefore
Fire Safety section of this manual. These regulations are to be followed during essential that you are present at your stand on the morning of the last
design, building and decoration of the stand (with fabrics, panels, etc).
day of set-up to ensure that your stand is completely and correctly built
in order for you to have time to additionally equip and decorate it.
If you have ordered a space only site, please provide your stand builders with
a copy of these regulations.
Any boxes/cartons must be unpacked and removed from the stand on the last
day of set-up. If they have not been, the organiser reserves the right to remove
Health & Safety: Exhibitors and their stand builders have a duty of care to them from your stand at your expense. The transport agent can begin
other exhibitors, visitors and the general public regarding health & safety delivering empty boxes to stands for packing up exhibits only after the official
issues. Exhibitors and their stand builders should have a minimum of $3m closure of the exhibition. Packaging and dispatching of exhibits before the
public liability insurance with a reputable insurance company, covering exhibition has closed is not permitted.
possible injury or property damage of third parties.
The dismantling of stands is not allowed before the first day of the dismantling
Insurance: The organiser holds an insurance policy covering their liability to period. All space must be completely clear of exhibits, constructions and
rubbish by the end of the last day of dismantling.
employees in case of death or injury, as well as to third parties in case of
personal injury or damage to the property of third parties.
The organiser’s insurance policy includes insurance of civil liability and product
liability to the value of £2.5m (pounds sterling) for any insured event and all
incidents in the period of insurance. The civil and product liability insurance
covers the organiser, in addition to existing insurance policies taken out by
exhibitors of civil or product liability, in case of insufficient compensation or if
insurance policies already held by exhibitors are invalid. The organiser has the
right to require the exhibitor to supply their civil or product liability insurance
policies.
In the event of an insured event which could give rise to a claim, contact the
organiser’s representative immediately and notify them, in order to receive the
documents which you need to fill out. You must act together with the organiser
in the event of any such claim and supply any information which the organiser
may require. Exhibitors are responsible for providing any other type of
insurance, including insurance against loss of incurred expenses connected to
VacuumTechExpo 2014
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10
GENERAL AND ADDITIONAL SERVICES
When building stands in outdoor areas, battery-powered tools should be used.
Cleaning and Refuse
When connecting computers and other devices sensitive to power cuts and
General cleaning of the aisles will be carried out every morning prior to
voltage drop, we strongly recommend the use of an uninterruptible power
opening, as will the removal of small amounts of refuse, provided you place
supply (UPS). The organiser is not responsible for malfunctioning of or
them in plastic bags or cartons in front of the stand in the evening.
damage caused to equipment caused by this.
For individual daily cleaning for your stand, place an order using Form T1.
For all stand types: All construction and finishing work must be finished For Space Only Stands:
according to the deadlines stated by the organiser on the last day of set-up
Electricity supply and connection is not included in the space cost and must be
(see the ‘Timetable’ section). All containers, packaging and remnants of
ordered using Form T2.1 (You can order 2 kW of power, and more if
building and construction materials should be removed and waste by an
necessary). Please make sure you choose the correct capacity you need on
exhibitor or stand builder is at their own expense. Small rubbish should be
this form.
packed in plastic bags and left in the aisle.
The connection of electricity at the stand is to be carried out by the exhibitor (or
If this rule is violated, the exhibitor must compensate all cost for cleaning of
their stand builder) themselves.
adjacent aisles and stands and cover all other cost and losses this might have
Stands must be equipped with a fuse box and a cable in accordance with
caused.
electricity capacity (the length of cable should not be less than 30 m) from the
For space only sites:
stand to the power source.
Exhibitors are advised that their stand areas should be completely cleared
Connection of exhibitors’ electrical equipment to an electric power source is
before they finally leave. Exhibitor or stand builder should left the rented area
in the clean state, clear from rubbish and adhesive tape. Exhibitors will be made after insulation resistance measurement has been carried out (see the
‘Your stand - space only’ section).
charged for the removal of any refuse left behind by exhibitor, his stand
Work on the adjustment of electrical appliances and machines on the stand
builder and/or other contractors.
made by exhibitors (or exhibitors stand builder) themselves only.
Security
During set-up and dismantling the pavilions will usually be locked at 20:00.
During the exhibition the pavilions will be locked by security at 19:00 and
opened at 09:00 (08:00 on the first day of the exhibition). Please note that your
private security will not be admitted to the pavilion at night.
For equipped stands:
Electricity supply and connection is not included in the space cost and must
be ordered using Form T2.1. Plug sockets (continental SCHUKO type) and
lights can be ordered using Form T4.2 (if you order a refrigerator, the 24 hr
plug socket is also included).
We strongly recommend that exhibitors ensure the presence of a
representative at their stand in the period when the pavilion is open, or that
You can order a power supply of 2kW or more if you need. Please make sure
they order personal stand security. Exhibitors are responsible for the safety you choose the capacity you need.
of exhibits and personal belongings at stands from the opening of the
pavilion to its closure by security.
Water supply and drainage
You can order individual stand security on Form 1.
The management of Sokolniki and the exhibition organiser are not responsible
for the security of personal possessions or exhibits.
Temporary Personnel
Please place your order on Form T2.1. Items such as sinks can be ordered
separately on Form T4.2.
Please note: water pipes have a diameter of ½ or ¾ inch, and drainage pipes
have a diameter of 50 mm. Pipes of a different size or adapters need to be
provided by the exhibitor.
Interpreters and stand attendants can be ordered using Form T1.
Attention: connection of equipment to water pipes at your stand is to be done
by workers of your company or your stand builders, with the exception of
sinks for standard equipped stands ordered through the organiser, which are
connected by the General Builder of the exhibition. Connection mechanisms
ITE does not provide freight handling services. Please contact BTG Expo, the are not available.
General Freight Forwarder (see the ‘Entry procedure’ section).
Usually water and drainage service are available only for the exhibition
period. Discharge of any toxic and hazwaste trough drainage is prohibited.
Car Parking Passes
Any exceptions from these rules must be approved with ITE Group not less
Parking space around the exhibition centre is limited. You can order passes for than 15 days before set-up begins
passenger vehicles on Form T1. Car passes allow parking of passenger
Compressed Air
vehicles within the allocated parking areas next to the entrances of the
pavilions.
2
The parking pass is not valid for promotion and advertising campaigns and for The maximum available pressure is 6 bar (6-8 kgf/cm ).Please order this
service
using
Form
T2.1.
promotion vehicles.
Please note: Compressed air supply will be provided through armoured hoses
Ordered and paid-for car passes can be collected from the organiser’s stand of ½, ¾ or ⅜ inch diameter. You must provide adapters or pipes of a
during set-up. Please specify the registration number of your car on the car different diameter yourself.
pass.
Attention: connection of equipment to compressed air hoses at your stand is
to be done by workers of your company. Connection mechanisms are not
Entry procedure for freight vehicles when loading or unloading
available.
equipment can be found in the ‘Entry procedure’ section.
Usually compress air service is available only for the exhibition period. Any
exceptions from these rules must be approved with ITE Group not less than 15
Electricity
days before set-up begins.
If you order your own personnel not through ITE Group, please make sure that
you provide them with exhibitor badges.
Electricity will be supplied during the exhibition if you have ordered it. During
ATTENTION! For outdoor space electrical power, water and compressed air
set-up and dismantling, exhibitors or their stand builders should use battery
connections are available upon request. For more information, please
powered tools or bring a professional extension lead to reach one of the oncontact the Department of technical service of ITE Group
site plug sockets. With the latter, it is necessary to protect the cable from
mechanical damage.
VacuumTechExpo 2014
15-17 April 2014 | MOSCOW | ECC Sokolniki
11
GENERAL AND ADDITIONAL SERVICES
Telecommunication, Audio, Visual Equipment
▪
Please place your order on Form T2.2 to order a telephone, a fax machine or
an Internet connection at your stand, or audio and video equipment.
▪
Audio and video equipment not stated on the form can be supplied upon
request.
Fascia Panel/Graphics
Please indicate the company name to be shown on your fascia panel on
Form T3. You can also order your company logo to be prepared and placed
on the panel at an extra charge using Form T3, as well as any other graphic
designs on wall panels, etc.
Exhibitors with space only stands must contact their stand builder to order
inscriptions on their fascia panel.
As a rule, the organiser places the stand number of each stand on the fascia
panel or on special boards.
A list and total weight of equipment to be suspended on the construction
View from above the stand showing location of the suspended structure
Information about the representatives of the company responsible for the
design, installation and safety of the structure.
Orders for suspensions are accepted by the organiser on Form T5 only
together with the application form and after approval of the full package of
suspension documents with Sokolniki.
Please note that for the lifting and/or exact orientation of the suspended
structure, you may need to order additional services - lifting mechanisms
(hoists),
or
additional
points
of
suspension
(braces).
Attention! Suspensions are available not everywhere in the paviions.
Possibility of suspension above your stand should be approved in ITE Group
Technical Service Department beforehand. In case exhibitor stand change
position or location new suspension works approval needed.
Fire safety certificates must be provided for banners (burning group - G1 and
G2; flammability group - B1 and B2; smoke-forming ability group - D1 and D2;
toxicity group - T1 and T2; flame propagation group – RP1 and RP2).
Furniture, Kitchen Equipment, Electrical Appliances
& Fittings
Prices for additional services for ceiling-suspended structures can be
obtained from the Technical Manager.
Please read your space application form carefully to see what is already
included in the type of stand you have booked. Additional furniture, kitchen
equipment, lights, etc can be ordered for standard equipped stands using
Forms T4.1 and T4.2.
After the technical characteristics of the suspension have been agreed,
please fill in, stamp and send Form T5 to ITE Group’s Technical Department
by the deadline stated. Late orders will be accepted when technically
possible and subject to a surcharge.
Please note: additional equipment and furniture ordered on Forms T4.1 and
T4.2 can only be provided to stands whose construction has been ordered
through the organiser.
Technical services order form (Form T), order forms
Please indicate the corresponding positions in order forms and state the
location of ordered items on the stand layout and return it with the order
forms.
Form T must be carefully filled in, signed and sent alongside all order
forms.
Without a filled in, signed and stamped Form T, your order will not be
accepted.
If you are interested in ordering special items not listed on Forms T4.1 and
T4.2 please do not hesitate to contact ITE Group’s Technical Service for
information about availability and cost.
Form Т and the order forms should be sent to ITE Group’s Technical Service
by the stated deadlines.
Banners/technical suspensions from pavilion Payments
ceilings
Procedures and terms of payment are specified in participation contracts and
Suspension of advertising and technical structures from ceiling constructions
can only be ordered through ITE Group. This requires technical agreement
with Sokolniki.
To suspend banners or technical suspensions from ceiling constructions, the
following documents must be supplied to ITE Group’s Technical Service no
later than one month before the beginning of set-up:
▪
▪
▪
Plan indicating location of the stand
Sketch of structure for suspension with weight indicated (with and
without equipment)
Estimated number of suspension points, estimated load on each point,
and estimated height of suspension above the floor
VacuumTechExpo 2014
corresponding agreements/technical service invoices. Prices stated in this
guide do not include VAT 18%.
Late orders or on-site orders
Orders received less than two months prior to the exhibition are subject to a
20% surcharge, increasing to 50% six weeks prior to the start of set-up and
100% two weeks prior to the start of set-up.
Technical orders received less than 1 week before the set-up of the
exhibition cannot be processed.
Any services you order during set-up are carried out if technically possible
and subject to a 100% surcharge.
Payment for additional services ordered during set-up must be made without
delay at the organiser’s office in cash (roubles) or by credit card.
15-17 April 2014 | MOSCOW | ECC Sokolniki
12
ENTRY PROCEDURE
1. Bringing equipment into Sokolniki
6. Entry to the pavilion.
As a rule, freight and passenger transport must pay to enter Sokolniki.
Please see http://www.sokolniki.com/rus/Organizers/Information.aspx
Entry is through checkpoints at 3 Luchevoy clearing. Payment is made for
entry at the checkpoints.
Exhibitors can enter in passenger vehicles during set-up and dismantling free
of charge by showing their exhibitor badge.
Entry freight transport for Import / Export of equipment and exhibits during setup and dismantling periods is free of charge based on the "Letters to the import
/ export", which is required at a checkpoint on the 3 Luchevoy clearing. This
rule does not apply to specialized vehicles (multi-tap, tow truck, forklift, etc.)
6.1 Exhibitor badges are passes to pavilions throughout the exhibition,
including the set-up and dismantling periods.
You can receive exhibitor badges in the Organiser’s Office during exhibition
set-up.
6.2 Set-up worker passes (excluding stand builders) are issued according to
the Letter for receiving set-up passes in the organiser’s office during set-up.
Set-up worker passes are only valid during the set-up and dismantling periods.
For this, you must prepare, on headed company paper, two copies of a letter
stating the company name and the full names and passport details of the setup workers.
2. Procedure for bringing equipment in and out.
An example letter can be found in the ‘Example letters’ section of this
To move in exhibits and equipment to Sokolniki which are not subject to manual.
custom clearance at the exhibition, you need to prepare a letter on company
letterhead in triplicate, stamped and signed by your company head. Present 6.3 Passes for stand builders are issued during the accreditation period
this letter at the checkpoint at 3 Luchevoy clearing.
through the General Stand Builder - Sokolniki. Stand builder passes are
To move in exhibits and equipment, you must get your letter approved in valid only during the set-up and dismantling periods.
the Organiser’s Office in the pavilion.
Access to the gates will be allowed upon the presentation of the approved
letter to security at the entrance (one copy stays with the organiser, and
security at the entrance take the 2nd copy). You should keep the 3rd copy for
the move-out procedure.
7. Loading and unloading services
Services for loading, storing freight and packaging, and delivery of exhibits to
stands is offered by BTG Expo, the General Freight Forwarder of ITE Group,
when ordered in advance, preferably within 14 days before the beginning of the
An example letter for moving equipment in and out can be found in the set-up period.
Orders received later than this may incur a surcharge.
‘Example letters’ section of this manual.
Storage of packaging at stands is not allowed due to fire safety regulations.
Exhibitors who have ordered space only stands and/or the builders of such Exhibitors may not use their own cranes or loaders.
stands must prepare a letter for bringing equipment in and out when
undergoing accreditation from the General Stand Builder of Sokolniki (see the Order forms for loading and unloading, as well as information on prices for
these services for Russian exhibitors, can be obtained from BTG Expo.
‘Your Stand - space only’ section).
3. Additional import of equipment during the exhibition
During the exhibition, access to the pavilion to bring in exhibits/supplies is
allowed only from 09:00 to 09:30 and from 18:00 to 18:30.
Early removal is prohibited!
E-mail: [email protected]
Tel./Fax. +7 (495) 646 98 48
BTG Expo office at Crocus Expo"
Office 107, Pavilion 1
If you need to bring in additional equipment or marketing materials during the
exhibition, you must include them in both copies of the letter (yours and the
organiser’s) in order to avoid problems when removing them.
4. Bringing out exhibits and equipment.
Please note: You can only bring out exhibits and equipment from the first day
of dismantling.
Export of cargo during dismantling can be carried out only on the basis of the
Import/Export Letter stamped by the organiser.
NB: Give the letter to the driver for access to Sokolniki exhibition centre
through the checkpoint at 3 Luchevoy clearing during the dismantling period.
5. Business trip documents can be obtained in the organiser’s office
in the pavilion.
VacuumTechExpo 2014
15-17 April 2014 | MOSCOW | ECC Sokolniki
13
EXAMPLE LETTERS
А) Example letter for obtaining a set-up pass (excluding stand builders)
ON EXHIBITOR HEADED COMPANY PAPER in duplicate
To Irina Zarubina, Director of the Technical Service of ITE Group
_____________________________________________________________________________________________
(company name)
_____________________________________________________________________________________________
(address, telephone, e-mail)
To set up exhibition equipment and exhibits at _______________________________________________________
(stand number and size in sqm)
Please provide passes for Pavilion 2 of Sokolniki for the “VacuumTechExpo 2014”exhibition for the following
personnel who have undergone fire safety and health and safety training:
№
Passport details
Name, surname
Person in charge of Health and Safety aspects: ______________________________________________________
(Name, surname, phone number)
Person in charge of Fire Protection aspects:
_______________________________________________________
(Name, surname phone number)
Head of Company/Organisation _____________________ / ________________________________________ /
(Signature)
Company stamp
(Name, Surname)
В) Example import/export letter
ON EXHIBITOR HEADED COMPANY PAPER in triplicate
To Irina Zarubina, Director of the Technical Service of ITE Group
______________________________________________________________________________________________
(company name)
______________________________________________________________________________________________
(address, telephone, e-mail)
To set up exhibition equipment and exhibits at ________________________________________________________
(stand number and size in sqm)
Please issue a permit to deliver/unload the following exhibition equipment and materials at the “VacuumTechExpo
2014” exhibition:
№
Quantity
Description
Comments
Vehicle taking in/out equipment, exhibits: Make, model ________________ Registration Nr. _______
Person in charge of Health and Safety aspects: ______________________________________________________
(Name, surname, phone number)
Person in charge of Fire Protection aspects
:_______________________________________________________
(Name, surname phone number)
Head of Company/Organisation _____________________ / _______________________________________ /
(Signature)
(Name, Surname)
Company stamp
VacuumTechExpo 2014
15-17 April 2014 | MOSCOW | ECC Sokolniki
14
FIRE SAFETY
On fire safety measures during set-up (dismantling) of exhibits and stands and holding exhibition events in pavilions
and open areas of Sokolniki exhibition centre.
1.
These provisions have been developed on the basis of Federal law 69-F3 “On
fire safety” of December 21 1994 and according to the rules of fire safety in the Russian
Federation (PPB 01-03) confirmed by Order #313 of the Ministry of Emergency Situations
of Russia dated June 18, 2003.
The instructions set out the main procedures for fire prevention in exhibition pavilions and
at open-air spaces of the exhibition centre, according to the requirements of the GOST
12.1.004-91 “Fire safety rules. General requirements” standards, fire safety regulations,
building regulations and rules, and procedures for ensuring the safety of people and
property and the creation of conditions for successful fire extinguishing. These
requirements are compulsory for all employees of Sokolniki, employees of the tenant
company and of stand builders and designers, exhibiting companies, and anyone else in
the pavilions.
2.
The General Director of Sokolniki is responsible for fire safety in the pavilions.
3.
Authorised heads of organisations - stand builders and participants at rented
exhibition space - are responsible for observing fire safety rules during set-up (stands),
the exhibition itself and dismantling, and during exhibitions and other events.
Compliance with fire safety regulations during set-up (dismantling) of exhibition stand
equipment (exhibits) and during exhibition and other events is monitored by the pavilion
administrators.
Official persons responsible for observing fire safety rules must:
•
Undergo the minimum required standard of fire and technical training at a
specialised organisation (training centre) licenced to teach fire safety measures by the
State Fire Prevention Service of the Ministry of Emergency Situations of the Russian
Federation, as well as holding a certificate of completion of the training
Ensure adherence to stand building and set-up requirements, coordination of
design documentation, letters for bringing in stand building and design materials, fire
safety requirements and smoking rules on site at the exhibition and at working areas
•
Take immediate measures to disconnect offending networks, equipment or
installations if faults are discovered in engineering systems, along with calling qualified
experts of Sokolniki in order for them to remove the problem
•
When work at the exhibition is over, organise and oversee the cleaning of
work sites and stands and the turning off of lighting systems, electric devices, computers
and other equipment
•
Ensure the protection of available (rented) fire extinguishing means, fire
prevention equipment and tools, communication and alarm facilities, and regular and
emergency exits.
•
The use of fire extinguishing and protection equipment for commercial
reasons, or in a manner or in situations unrelated to putting out fires, is prohibited.
•
Return according to agreement all hired firefighting equipment before exhibits
begin to be removed
•
Carry out in good time all fire safety measures put forward by authorised
employees of Sokolniki
5. Builders of exhibition stands and participants of exhibitions and other events should
know, observe and maintain the fire safety procedure in pavilions and premises, and not
undertake any actions that may cause fire.
6. Organisers - builders, set-up companies, exhibitors - guilty of infringing fire safety
regulations bear responsibility according to effective labour, administrative, criminal and
civil legislation of the Russian Federation.
All issues not covered in this instruction which arise during set-up, the exhibition itself or
dismantling are to be resolved onsite by event organisers, the exhibition management and
VacuumTechExpo 2014
7. The territory around the pavilion buildings and exhibition halls of Sokolniki must be kept
clean and regularly cleared of rubbish, combustible waste and packaging.
Combustible waste, oily cleaning materials and disposable packaging must be stored in
fireproof containers kept no closer than 10m from the pavilions in dedicated and equipped
areas.
Starting fires or burning waste and containers on the territory next to the pavilion closer
than 50m to it is forbidden.
Storing construction materials, structures, equipment and property in exhibitions halls
during set-up (dismantling) and during the event itself is only allowed within the exhibition
space allocated for building. Blocking the aisles between the stands is not permitted.
Storing combustible waste, packaging or containers in pavilions, even for a short space of
time, is forbidden. Unneeded shipping boxes, containers and exhibition equipment should
be removed from the exhibition halls, or their storage should be arranged at a specially
designated site.
8. Building or other materials, exhibition equipment, packaging, containers with flammable
and combustible liquids, or cylinders with combustible gases must not be stored close to
the outer walls of pavilion buildings or under passages between pavilions. Storage
locations are to be agreed upon with the technical department of Sokolniki and the
pavilion administrators and should be located at least 10m from outer walls of pavilion
4.
•
pavilion administrators.
buildings.
Temporary structures (tents, booths, stalls, pavilions, containers, stands, etc) must be
located at least 15m from pavilion buildings and structures.
9.
Smoking in pavilions and on the exhibition territory is strictly prohibited.
Smoking is only allowed in designated and equipped areas, closed negotiation rooms and
halls (allocated zones) of restaurants, cafes and bars if there are fireproof ashtrays on
tables.
10.
Fire fighting crews must have free access to roads, passages and entrances
of buildings and structures of pavilions, external fire evacuation stairs and fire hydrants;
they must also be kept in a good condition and clear of snow and ice in winter. Vehicles
must not be parked on the covers of fire hydrants or within a radius of 2m from them.
11.
When using evacuation routes and exits, it is forbidden:
•
To block evacuation routes and exits (passageways, corridors, platforms,
galleries, lift halls, ladder platforms, flights of stairs, doors, evacuation hatches, etc),
access to fire hydrants, fire extinguishing means, alarm systems or fuse boxes with
exhibition stands (exhibits), advertising posters, boards, information desks, any materials,
products, equipment, rubbish and other objects. It is also forbidden to board up or lock
emergency exits
•
To establish drying areas, coat racks or cloakrooms in the landings of main
and emergency exits, or to store stock or materials there, even temporarily
•
To prop open or remove entirely self-closing doors of staircases corridors,
halls and landings
12.
Every day upon completion of work at the exhibition, stands should be
examined by those responsible for fire safety.
The exhibition can only be closed following cleaning, removal of rubbish, packaging and
waste, and the switching off of electrical devices, office equipment and the lighting
system.
13. Companies organising exhibition and other events at which many people will gather
are to agree on an Exhibition Placement Plan for the event with the Sokolniki technical
department no later than 10 calendar days prior to the beginning of the overall event
period.
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15
FIRE SAFETY
Companies building display stands (exhibitions), stage boxes, podiums, tribunes, etc must assembled and painted beforehand at the stand builder’s production premises.
finalise all project documentation for building, equipping and designing exhibition stands The installation of spiral staircases, staircases that are curvilinear in full or in part in plane,
(exhibitions) and for setting up exhibits at exhibition spaces with the Sokolniki as well as triangular and curvilinear steps and steps with varying width of tread and
accreditation department no later than 7 days prior to the start of the overall event period. varying heights within the flight of stairs and staircase is not allowed at stands with more
The following must be supplied for this:
than one level.
•
Import applications for equipment and materials
18. Display and advertising stands, information stands, decorations and various
•
A general building plan indicating all sizes in relation to space borders, main equipment should be set up and installed so that there is no blocking of evacuation
and emergency exits, and the width of the main aisles
passageways and exits from halls, foyers, lobbies, or doors of service rooms, warehouses
•
A stand (exhibit) building plan as an isometric image
and technical premises, and so that there is free access to control elements (fire hydrants,
•
Fire safety certificates (conclusions of a fire test laboratory, declarations of fire extinguishing equipment, fuse boxes, wiring closets, emergency stairs) located on
conformity) for building and other materials, decoration, drapery, banners, equipment etc pillars and along walls of showrooms.
used in stand building and design (floor, walls, ceiling)
•
A specific location for placing external and internal advertising stands, boards and
An agreement on fireproof treatment of materials, decoration and drapery information desks is to be agreed with the exhibition management.
used in stand (exhibit) building and decoration, and of stage boxes and podiums, etc, as To ensure free access (no less than 0.8 m) to fire hydrants, fire extinguishing equipment
well as copies of licenses from the Ministry of Emergency Situations of Russia awarded to and fuse boxes, the installation of easily openable constructions (curtains, folding doors,
the organisation which carried out fireproof treatment, and the fire safety certificate of the boards on magnet, etc) is permitted.
treatment applied by them
•
The width of passageways between stand (exhibition) aisles and around the stage floor
A copy of the order appointing the officials responsible for fire safety during (podium) should be no less than 3 metres.
stand (exhibit) building and also certificates confirming their completion of the minimum Direct and easy access to emergency exit doors equal to the width of doorways but no
required standard of fire and technical training.
less than 1.5 m from exhibition halls and 0.8 m from offices, warehouses and technical
14. Exhibitors may bring into exhibition halls, set up (suspend) and use various mobile premises must be provided.
display stands, decorations, draperies, banners, tools, equipment, exhibits, etc used for
19. The following is forbidden in exhibition halls, at stands, display areas and at exhibits:
stand design (floor, walls, ceiling) only following agreement with the Technical Directorate •
Smoking or using open flames
of Sokolniki and when the administrators have been presented with:
•
Installing equipment and using materials not detailed in the project
•
Import applications for equipment, materials and exhibits
documentation
•
Fire safety certificates (conclusions of a fire test laboratory, declarations of •
Using finishing or decorative materials made of combustible plastic,
conformity) for building and other materials, decoration, drapery, banners etc used in polystyrene, polyvinyl chloride or vinyl artificial leather fireproof treatment certification or a
stand design (floor, walls, ceiling)
conclusion from a fire test laboratory)
Agreements on fireproof treatment of materials, decoration and drapery used •
•
in stand building and decoration, and of stage boxes and podiums, etc, as well as copies •
Storing promotional materials and goods, or setting up workshops
Using exhibition hall territory (free space) behind stands for smoking, eating,
of licenses from the Ministry of Emergency Situations of Russia awarded to the as locker rooms, or for storing packaging, exhibits, supplies and other materials
organisation which carried out fireproof treatment, and the fire safety certificates of the •
treatment applied by them
Using diffusers made from organic glass, polystyrene or any other
combustible material in lamps, wrapping up electric lamps with paper, fabric or other
Copies of the order appointing the officials responsible for fire safety when combustible materials, or operating lamps with caps (diffusers) removed that are part of
•
holding exhibition or other events and also certificates confirming their completion of the the design of the lamp
minimum required standard of fire and technical training
•
Using non-standard (self-made) electrical devices or systems, temporary
15. All construction equipment, decoration materials, drapery, cladding and so forth used electric networks, sparking power tools, or electrical wires with twists and terminal blocks
in stand design and construction in exhibition halls should be certified according to the law •
Turning off all the pavilion lights during working hours of the exhibition or
of the Russian Federation ‘On certification of products and services’ dd. June, 10, 1993 № other events with a large number of people in attendance
5151-1 by certifying authorities.
16.
Stand building materials with a fire danger rating higher than the following are not •
•
permitted:
•
•
Leaving switched-on electrical devices unattended
Using damaged sockets, switches, cables and wires, other faulty electrical
G2 (moderately combustible), В2 (moderately inflammable), D3 (high smoke products, and also boilers and heaters with open heating elements or coils
generating capability), Т3 (highly dangerous by toxicity of combustible products) – for •
decoration, drapery of walls and ceilings and filling of suspended ceilings
•
Setting up extra electric loads not provided for in manufacturing guidelines
Installing booster lights, spotlights, projectors or electric lamps closer than 0.5
metres from exhibition equipment, stands, decoration or drapery or fire sprinklers
G2 (moderately combustible), В2 (moderately inflammable), RP2 (weakly •
Using stationary circular saws or flat-grinding machines that do not have dust
spreading flame), D3 (high smoke generating capability), Т2 (moderately dangerous) – for extraction capabilities
floor coverings.
•
Storing decoration, drapery, equipment and packaging underneath it, or
Combustible materials with higher fire danger must be treated, or other compensating fire various combustible materials under stage floors, flights of steps and landings, or
prevention measures carried out.
spectators’ stands
Frames of suspended ceilings should be made from non-combustible materials.
•
Carpets, rugs and other floor coverings should be fixed firmly to the floor around the •
perimeter and at junctures.
storing packaging under fuel or oil
17. Stands should be built from parts of a high degree of readiness that have been •
VacuumTechExpo 2014
Using flammable paints or spray cans for painting stands or exhibits
Storing or using flammable liquids or fuel tanks, emptying gas tanks, or
Filling exhibition vehicles with fuel or taking fuel from them, holding open fuel
15-17 April 2014 | MOSCOW | ECC Sokolniki
16
FIRE SAFETY
tanks, or allowing fuel or oil to leak
rays and other sources of heat, and they should also be naturally ventilated and made
•
Recharging batteries directly from exhibition vehicles
from nonflammable materials.
•
Parking fuel tankers or flammable gas transportation vehicles in exhibition Safety notices (posters) (“Pathway is blocked”, “Do not smoke”, “Do not enter with fire”
halls
and others) should be hung in places where gas containers are stored.
•
Using pipes of fire-fighting equipment to hang any equipment
•
Connecting stand parts, equipment or devices to supply pipes of fire-fighting different areas) from containers of oxygen, compressed air, chlorine, fluorine or other
Containers with flammable gas should be stored separately (in different warehouses or in
oxidizers, or containers with toxic gases.
equipment
When containers with oxygen are stored and transported, oil (grease) must not get in and
•
Tampering with the fire sprinkler system or smoke alarms
•
Using fire extinguishing equipment or internal fire hydrants installed in the the container reinforcement must not come into contact with oily materials.
It is prohibited to touch valves when filling containers with oxygen manually.
sprinkler system for any other purpose than putting out fires
•
Blocking or closing fire hydrants or access to them with any equipment or The valves of stored containers should be protected by safety valves.
stands, as well as blocking the working area of fire alarms with banners, posters, Gas cylinders with boots should be stored in a vertical position in special slots, cages or
decoration, curtains, floating or tethered equipment (balloons, airships, blimps, etc) or any other devices to prevent them from falling.
Cylinders without boots should be stored in a horizontal position on frames or racks made
other objects
20. All armchairs and chairs should be lined in rows and fastened firmly to the floor in from nonflammable materials. The stack height should not exceed 1.5 m and valves
exhibition and conference halls and at spectators’ stands. When there are no more than should all face the same way.
200 seats, chairs do not have to be fastened to the floor, but they must be joined to each If a gas leak from the cylinders becomes evident, they should be taken away from the
special construction to a safe place.
other in rows.
21. If there are exhibition or other events with a presentation (display, installation) of more The storage of any other substances, materials and equipment in a gas cylinder storage
than 25 vehicles, the event organiser must develop a plan for arranging the vehicles, location is prohibited.
describing the sequence and order of their evacuation in case of fire. Exhibition halls and Empty and full gas containers must be handled according to the same security measures.
open areas where vehicles are shown should be equipped with towing cables or bars at Gas container storage locations and venues for welding and cutting work should be
equipped with fire extinguishing equipment.
the rate of one cable (bar) per 10 exhibition vehicles.
22. All power and lighting equipment and electric wiring must be mounted and used in The following documents must be at a display stand:
strict conformity with the Electric Equipment Installation Rules and with the Users’ Electric •
Certificates of conformity and fire safety for welding and cutting equipment.
Installations Technical Operation Rules. Connection to an electric network in exhibition •
Copies of the order for appointing an official responsible for fire safety, and
halls may be done only by Sokolniki specialists experts on the basis of the Electrical copies of certificates confirming their completion of the minimum required standard of fire
and technical training
Connections Card.
All movable wires and cables used to connect lighting and other equipment in exhibition •
A welder’s certificate
•
halls must be laid in a way that avoids damage to them.
An admission warrant for carrying out dangerous work
Wires and lighting cables laid on the floor where people will walk and goods will be carried •
A gas container inspection certificate.
should be protected with crossovers.
Fire safety measures and workplace requirements are set out in “Instruction on Fire
Portable lights and sockets must only be plugged in to sockets when they are being used.
Safety Measures when Carrying Out Welding Work in Sokolniki Pavilions”.
23. When placing exhibition stands, pavilions, tents, etc, in open areas (spaces), event 26. Upon detection of a fire (burning) or any signs of a fire (smoke, smell of burning, a rise
organisers are obliged to hire fire fighting equipment from Sokolniki in the quantity defined in temperature), each employee, builder, and exhibitor at the event must:
by Appendix 3 of the Fire Safety Rules in the Russian Federation (PPB 01-03).

Inform everyone at and around the stand of the fire
24. It is forbidden to use open flames (torches, candles, chandeliers, etc) or to

Inform the duty worker of the security service (495)925-72-61, +7 (916) 256-
demonstrate exhibits in action using open flames or producing shots, fireworks, fire
75-47) and pavilion administration representatives immediately of the exact
shows, or other pyrotechnic or smoke effects.
location of the fire (number and name of stand, location, floor), what is
25. Demonstration of functioning models and installations using flammable and
burning, and the name and telephone number of the person reporting the fire
combustible liquids is permitted only when liquids are transferred by pipeline from a

Take measures to evacuate people from the stand and the exhibition hall
reservoir installed outside pavilion buildings and no less than 10 m from them, and when

Begin fire extinguishing with available fire extinguishing equipment
27. Once at the location of the fire, managers and those responsible for fire safety in
exhaust gases are removed outside.
The use of cylinders with combustible and toxic gases or the storage of empty gas exhibitions and exhibition stands must:
cylinders at display stands inside pavilion buildings is not allowed. The use of cylinders


after use.
If life it at risk, immediately organise rescue of the people at risk with all
available means, and to remove anyone not involved in fighting the fire from
The placement of group cylinder installations to supply gas to a welding and cutting venue
the premises
is permitted outside the pavilion building, near solid (without apertures) external walls.
The supply of gas from group cylinder installations to a demonstration venue at a display

stand is permitted via high-pressure hoses, the length of which must not exceed 30 m and

which should be covered with protective bridges.
Gas containers should be stored in special constructions in open areas at least 10 m from
pavilion buildings. Special constructions should protect containers from precipitation, sun
VacuumTechExpo 2014
Send a message confirming there is a fire to the Fire Safety Service and
make the security service exhibition and senior management aware
with inert gases is permitted, but only if they are taken outside the pavilion immediately
To organise, alongside putting out the fire, evacuation and protection of
material assets
Upon arrival of the fire fighting team from the fire protection territorial bodies
of the Ministry of Emergency Situations of the Russian Federation, convey
the situation, the structural and technological features of the stand, its
location, and all other necessary information.
15-17 April 2014 | MOSCOW | ECC Sokolniki
17
RULES FOR
ELECTRICAL AND PLUMBING WORK
Requirements for electrical and plumbing work, and persons carrying out such work:
Electrical work:
1. Only companies and organisations possessing licenses to carry
out corresponding types of activities may carry out electrical
works at exhibitors’ stands.
2. All electric installation works on a current-carrying sections (or
nearby) shall be made after removal of tension only.
3. Wiring of stands shall be carried out in accordance with
Instruction “On Fire Safety Measures in Sokolniki Exhibition
Centre”.
4. Each independent electrical unit (stand, electrical point, etc.) shall
have an individual protection device against short-circuit failure
and excessive loads (electric board and emergency circuit
breaker). This device shall be installed in an easy-accessible
place at 1.8 m above the floor.
5. Before the exhibition each individual stand constructor shall
submit to the management of the exhibition centre layouts of
stands specifying the required capacity and breakdown in groups.
6. All electrical/technical operations at stands of individual
constructors shall be carried out under the control of a
construction electrician with a professional grade not lower than
three. Before stands are connected to the main power supply it is
necessary to submit an act of checking insulation resistance and
sign an act of division of responsibilities.
7. All electric boards which are necessary for wiring of stands of
individual constructors shall be equipped with an emergency
circuit breaker. A feeding cable from electric board to the main
power supply is to be provided by the constructor. Every cable
must have 5 cable conductors.
8. A feeding cable shall be protected against mechanical damage
(placed in a tube, metal hose, case, etc. and fastened).
9. Branches of cables and cable conductors can be connected using
hot soldering (welding) or with the help of a wire clip. Neither
connection with the help of splice joint nor extension of wires with
terminal blocks is permitted.
10. All metal structures of stands, electric board cases, metal hose,
metal tubes of wiring, etc. have to be earth grounded.
11. Connection of the stand to the main power supply is permitted
only upon compliance of all the above rules.
12. Removal of tension from the introduction device upon termination
of work of an exhibition is made by the responsible representative
of pavilion according to the demand of the representative of the
builder responsible for dismantle
VacuumTechExpo 2014
Regulations for Plumbing Installations at Exhibitors’
Stands:
1. Plumbing and maintenance of the water supply and drainage
system at exhibitors' stands shall only be carried out by persons
complying with professional requirements and having the
relevant qualification for existing standards and regulations in
Russia.
2. Plumbing work should only be carried out after the water supply
to the relevant parts has been turned off.
3. When laying exposed water supply and drainage lines, provided
no mechanical damage is possible, pipes with a fire resistant
covering must be used; in places where people pass, pipes
must be covered by special ramps.
4. The laying of water supply and drainage lines near electrical
wires and equipment must comply with existing Russian
standards and regulations.
5. Water supply lines on stands and at places connected to
structures shall be equipped with water pressure valves.
6. Free access must be provided to water input devices.
7. Upon completion of plumbing work, the pavilion’s engineering
and technical service will check the quality of the installation
and connect the installed equipment to the water supply,
according to the plan of the exhibition.
8. The water supply to the stand is turned on a representative of
the engineering and technical service in the presence of the
stand builder and exhibitor.
9. The engineering and technical service shall supervise the state
of the plumbing equipment installed and operated at exhibitors'
stands for the duration of the exhibition.
10. At the end of the exhibition, the water supply to the stand will be
turned off by the engineering and technical service at the
request of the stand builder or exhibitor.
11. The dismantling and disconnection of plumbing equipment must
be carried out by the same personnel who carried out the
installation.
12. During the exhibition, and set-up and dismantling periods,
plumbing equipment at stands, including pipes and valves, shall
be operated by the installer.
13. The engineering and technical service has the right to turn off
the water supply in case of emergency and to prevent accidents
which may be caused by gross violations of the PTEEP and
PTB regulations.
14. Exhibitors and stand builders may not connect additional water
supply lines not specified in the exhibition plan to the water
mains without obtaining the permission of the engineering and
technical service.
15-17 April 2014 | MOSCOW | ECC Sokolniki
18
FREIGHT, DELIVERY, CUSTOMS
Transportation of freight to the exhibition and its
transportation/unloading in the pavilion
BTG Expo is the General Freight Forwarder of ITE Group for on-site handling
of international and Russian freight.
BTG Expo has sole rights to on-site handling at the exhibition. To deliver
goods to the territory of the exhibition, you may use the services of other
companies.
Please contact your nearest BTG Expo office for further details about their
tariffs, shipping deadlines and customs regulations.
Customs clearance
Please follow the instructions of BTG Expo’s official freight forwarding
and customs clearance agent.
Each exhibition centre has an official customs office. Clients sending
freight through another agent (not BTG Expo or its authorised agents)
must organise customs clearance for goods at this office. If you are
shipping exhibition goods directly, please obtain the address and
sending instructions from BTG Expo. If the addressee is stated
incorrectly, the exhibitor risks not receiving goods due to customs
clearance not being possible.
Do not send goods by courier.
Cargo delivery times:
Please note:
•
BTG Expo GmbH needs 4-5 working days to collect goods at the
airport, arrange customs clearance, and deliver them to the
To avoid problems and delays in freight delivery, inform the BTG
exhibition centre. To avoid unnecessary storage of goods, please
Expo head office in Germany of your dispatch.
plan your air transportation schedule with the above in mind.
•
For goods arriving overland, BTG Expo requires 1 working day to If at the end of the exhibition goods are not re-exported and are not
cleared as imported cargo, the exhibitor is responsible for payment of
arrange customs clearance.
•
Goods arriving by sea should arrive in Hamburg no fewer than 16 requirements.
working days before the required delivery date to the stand. Do not
dispatch goods by sea before receiving confirmation from BTG
To avoid this, we strongly recommend that exhibitors do not hand
Expo GmbH and instructions from the consignee.
all duties, VAT and taxes on luxury goods as per customs
over sold goods to the buyer directly.
•
For information on cargo consolidation from German
terminals, please contact BTG Expo.
•
BTG Expo does not work with rail freight.
Please use BTG Expo’s storage services to avoid buyers having to
complete customs paperwork. BTG Expo will hand over goods to the
buyer only after they have presented customs paperwork.
Send copies of invoices by e-mail to BTG Expo no later than
one week prior to departure, for checking and (if required)
translation into Russian.
Please bear in mind that storage dates should begin no later than the
last day of dismantling.
Please plan the arrival of freight lorries, ensuring they arrive
no earlier than one day prior to their use to avoid parking
charges.
Please inform BTG Expo whether the buyer or the seller will be
paying for goods storage.
•
•
BTG Expo head office in Germany
BTG Expo Handling Tariffs
Please contact BTG Expo in Germany for their rates and tariffs. The
official on-site handling tariff can be requested from the ITE Technical
Director
E-mail: [email protected]
BTG Expo’s Moscow office
You can obtain the order form for loading and unloading services, and
information on prices for this service for Russian exhibitors, from BTG Expo.
E-mail: [email protected]
Tel./Fax. +7 (495) 646 98 48
BTG Expo office at Crocus Expo
Office 107, Pavilion1
VacuumTechExpo 2014
BTG Expo GmbH
Carl-Benz-Strasse 21, В-60386 Frankfurt am Mine
Contact:
Mr. Eric Awater [email protected]
Mr. Matthias Hildebrandt [email protected]
Mr. Leonard Pech [email protected]
Fax:
+49 (69) 408987-102
+49 (69) 408987-104
+49 (69) 408987-106
+49 (69) 408987-222
BTG Expo’s office at the exhibition
You can find BTG Expo’s office at the exhibition by contacting the
organiser’s office.
15-17 April 2014 | MOSCOW | ECC Sokolniki
19
INDIV
VIDUALL STA
AND CO
ONSTR
RUCTIION
Dear exhibittors,
ITE Group, the exhibition orgaaniser, would likke to inform you
u of a special seervice:
INDIVIDUA
AL STAND CO
ONSTRUCTIO
ON
If you
y want your sstand to fully refflect your corpoorate identity, ussing
original and intereesting design soolutions to dem
monstrate your pproducts
and services as eeffectively as poossible, we can help.
Orrdering a custom
m build stand will
w allow you to save time, opt imise your
budget, and receiive a full range of quality standd services from your
peersonal manageer.
Thhe professionalism and experieence of the orgaaniser will help you avoid
thee complicationns associated with building a custom sstand and
guarantee successsful participatioon in the exhibition.
A whole
w
range of additional servvices are includeed:
▪ Development
D
off an original staand design
▪ Plan
P of the stand in 3D format
▪ Design
D
and appproval of neceessary project documentationn (strength
calculation, electrrical plan, fire saafety certificatees, insulation reesistance
meeasurement cerrtificates, etc.)
▪ Selection of ddecorative elem
ments, individuual furniture aand flower
arrrangements
▪ Control
C
and suppervision of stannd construction
▪ Ordering techhnical connecttions and serrvices - poweer, water,
compressed air, ddaily cleaning, stand
s
security etc
e
▪ Ordering
O
of Inteernet, telephonee and fax conneections
▪ Ordering
O
of pressentation equippment, plasma screens, video walls and
LE
ED screens
▪ Ordering
O
of addditional personnnel – interpreeters, models aand stand
atttendants
If you
y are interessted in this serrvice, please fill in the form bbelow and
send it to us by faax or email..
Seend this form to ITE Group
 Stanislav Astaashevsky
@ite-expo.ru
 astashevskiy@
 +7495 935 73551
Exxhibiting compaany:
Coontact person:
Teelephone:
e-m
mail:
Naame of exhibitioon:
Staand configurattion:
Dimensions and area of stand:
Plaanned stand height:
Plaanned numberr of levels on
staand:
 +74495 935 7350 (Ext. 4704)
 Bu ilding 1, 15 Zu
ubarev Pereulo
ok, Moscow, 11129164
Fax:
Website:
Pavilion, hall
 Peninsula
“VacuumT
TechExpo 2014”
 Inlinee
C
Corner
m (wwidth)
m
Х
 Islandd
m (depth)
=
m².
m
Levvels
Thhank you. We w
will contact you shortly.
Reegards,
Staanislav Astasheevskiy
Heead of Custom B
Build Departmeent
ITE
E Group
VaacuumTechE
Expo 2014
15-17 April 2014 | MOSCOW | ECC Sokkolniki
20