Exhibitors’ Manual
GENERAL INFORMATION
NAME OF EXHIBITION
The Asia Pacific Drive Tourism Conference & Exhibition
THEME
Saving Lives, Saving Costs, Saving the Planet
NATURE OF EVENT
International Promotional Exposition on Road Safety, Green Mobility and Motorsports
DATE AND OPENING HOURS
Opening Ceremony – Exhibition
Exhibition Dates
Conference Dates
MOVE-IN AND OUT DATE:
Move in/Ingress
Move out/Egress
: January 31, 2014, 1:30pm
: January 31 to February 2, 2014, 10:00am to 6:00pm
: January 31 to February 2, 2014, 9:00am to 5:30pm
: January 28, 2014
January 29, 2014
January 30, 2014
: February 2, 2014
8:00am to 8:00pm
8:00am to 8:00pm
8:00am to 8:00pm
7:00pm onwards
VENUE
SUBIC BAY EXHIBITION AND CONVENTION CENTER (SBECC)
Efficiency St., Subic Bay Gateway Park, Subic Bay Freeport Zone,
Zambales, 2222 Philippines
Telephone Number : (6347) 2524129
Fax Number
: (6347) 2544194
Website
: www.greatersubicbay.com/sbecc
ORGANIZER
AAP TRAVEL (AAPLakbay, Inc.)
G/F Sea Tower Bldg., 2332 Roxas Boulevard cor. Arnaiz Avenue,
Pasay City, Philippines
Telephone Number : (632) 5510025
Fax Number
: (632) 5510014
Website
: www.aaptravel.com/drivetourism
Email Address
: [email protected]
INTERNATIONAL SCHOOL OF SUSTAINABLE TOURISM (ISST)
SUBAC Building, Subay Bay Freeport Zone, 2222 Zambales, Philippines
Telephone Numbers : (632) 8320996
Email Address
: [email protected]
Website
: www.isstphilippines.edu.ph
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EVENT MANAGER
ASIAN GEM AND TOURISM FOUNDATION, INC.
3rd Floor room 304, LTA Building, 118 Perea St, Legaspi Village
Makati City 1129 Philippines
Telephone Number : (632) 5527432
Fax Number
: (632) 8934097
Email Address
: [email protected]
OFFICIAL BOOTH CONTRACTOR / BOOTH DECORATIONS / SPECIAL DESIGNS
CITYNEON PHILIPPINES INC. has been appointed as the OFFICIAL BOOTH CONTRACTOR for the
event. Please contact them for stand construction, decoration and additional orders and requirements.
Exhibitors are encouraged to use the Official Booth Contractor, CITYNEON PHILIPPINES INC.
However, exhibitors not using the services of the Official Booth Contractor are required to pay a
management fee of Php50.00 per square meter. Non-official contractors are required to place a
refundable surety for possible damage that may be caused during booth construction and removal.
CITYNEON PHILIPPINES INC.
8473 LE West Service Road, Km. 14, Brgy. Sun Valley, SSHW, Paranaque City, Metro Manila,
Philippines
Telephone Number : (632) 5514646
Fax Number
: (632) 8313054
Website
: www.cityneon.com.ph
Contact Person
: Michelle Hilaga (Mobile No. 63-922-8870339)
Email Address
: [email protected]/[email protected]
OFFICIAL FREIGHT FORWARDER
Regarding freight schedule of exhibits, custom clearance, exhibits handling and unpacking, please
contact our Official Freight Forwarder:
ALTA FAIRS & EXHIBITS
3 Sta. Agueda Avenue, Pascor Drive, Parañaque City, Philippines
Telephone Number : (632) 5514646
Fax Number
: (632) 8313054
Website
: www.atn.com.ph
Contact Person
: Sonia R. Sayaman (Mobile No. 63-918-9014039)
Email Address
: [email protected]
OFFICIAL HOTEL, TOUR & TRAVEL OPERATOR
Regarding travel arrangements like airline tickets, business visa and hotel accommodations in the
Philippines during the exhibition period, please contact:
CORDYM TRAVEL AND TOURS
3rd Floor LTA Bldg., 118 Perea St., Legaspi Village, Makati City, Philippines
Telephone Numbers : (632) 812-2610 / 812-2611
Fax Number
: (632) 812-0313
Contact person/s
: Ms. Enfa Ignacio / Manager
Ms. Tintin Soliven / Marketing Officer
Email Address
: [email protected]
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GENERAL EXPO RULES AND REGULATIONS
ADMISSION
The Organizer reserves all the right to refuse any company to take part in the exhibition. The exhibits to
be displayed, advertisement to be placed in official catalogue and technical seminar to be held. All
decisions shall be final. No reason of the said decision shall be given and no claim or objection from any
exhibitor in this relation thereof shall be entertained.
All official exhibitor badges shall only be recognized and issued by the Organizer. All exhibitors and their
representative/s are not allowed to work and stay inside the exhibition halls without badges. Any loss or
damage of badges is required for re-issuance at a cost.
Deadline for submission of number of official contractor’s badges is on January 15, 2014.
PERSONNEL AND PROPERTY SAFETY & SECUTRITY
The Organizer reserves the right to impose rules and regulation necessary for the protection and safety
of its personnel, clients, visitors and the leased venue.
LIABILITY AND INDEMNITY
The Organizer shall not be held responsible or liable for any damage, theft or loss of any property or
goods, articles or things, whatsoever placed, deposited, brought into or left within the premises by any
person or entity entering the hall. With respect to any injuries or harm to any person entering the center,
The Organizer has no liability and responsibility to indemnify the said person or persons.
SPACE ALLOCATION
The Organizer reserves all the rights to allot or relocate within the exhibit venue any booth/ space at any
time if they consider it necessary. All decisions on relocation shall be final.
The Organizer reserves all the rights at any time to re-arrange or alternate the sizes and shapes of any
booth space.
All rights of the exhibitors shall not be transferable. No exhibitor may assign or transfer, sublet the whole
or any part of the allocate booth space to any persons or corporations at any time, unless otherwise prior
written acceptance is given to the Organizer.
The Organizer reserves the right to switch off any machine or device at any time during the installation
period as well as during the Exhibition if in the opinion of the Organizer, such machine or device is
dangerous to or may affect any other parties, or not in accordance with any regulation provided by the
exhibition center or if the exhibitors or their representatives fail to observe and comply with any of these
regulations hereof or misconduct themselves. In such case, the exhibitors or their representatives shall
immediately receive notice or instruction to remove such machine, device or misbehaved person(s) out
of the exhibition center at the expense of the exhibitor. The organizer shall not be liable for any loss or
damage, which may be occasioned through such removal.
DELIVERY EXHIBITS
No exhibit shall be allowed to be moved in and out of the Subic Bay Exhibition and Convention Center
(SBECC) by the exhibitors or their representative(s) before, during or after the assigned Exhibition period.
All exhibits must be delivered by Alta Fairs and Exhibits in accordance with the transportation schedule,
unless otherwise, a special arrangement will be given by Alta Fairs and Exhibits or the Drive Tourism
Event Secretariat.
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For any special arrangement the exhibitor is required to inform the Organizer for approval.
INSTALLATION OF BOOTH EXHIBITS
Exhibitors may set up and assemble their displays and exhibit in accordance with the installation schedule
provided by the Organizer.
All displays and exhibit must be set up and ready for inspection by the organizer not later than 12:00 nn
on January 30, 2014 before the opening date of the exhibition.
Exhibitors should not obstruct public areas and hallways during the set up or booth decoration.
BOOTH AND EXHIBIT
Shell scheme booth and fascia board are provided by the Organizer in standard form and for individual
booth of 2m x 3m (for shell scheme exhibitors). Any alteration or addition out of the standard provision
should be approved by the organizer at the exhibitor’s expense.
Exhibitors may employ their contractors to construct and decorate their own booth(s), however, the prequalification of their contractors and all detailed plans and booth construction must be submitted to the
organizer at least 15 days before the opening of the exhibition. No alterations shall be allowed without
written consent.
Exhibitors must submit all materials and other particulars of all their exhibits including weight, dimension
and power consumption to the Organizer and the Official Booth Contractor for approval at least 15 days
before the opening of the exhibit.
Exhibitors using their own worker/s to construct, decorate or dismantle their booth/s are responsible for
the removal of all trash resulting from the erection or dismantling in the exhibition center before the
opening and immediately after the exhibition period according to the arrangement by Alta Fairs and
Exhibits.
The exhibitors shall observe all rules and regulations hereof for the booth construction, display and
decoration:
1. Posters and printing materials may be hung on the provided panels by using single or doublesided tapes.
2. No painting may be done on the provided panels.
3. No drilling of nails or screws may also be done on the panels.
4. All standard shells are framed with high-quality aluminum and in view of this, all exhibitors are
strongly advised not to screw, drill or nail on any of these frames. Any damage to the panels /
frames shall be charged to the exhibitor accordingly.
5. No glue, screws, nails, spikes, pins or paints should be used on floors, walls, pillars or any part in
the exhibition center / venue.
6. All containers, packing items and any other articles not for display must be removed from the
exposition halls prior to the opening ceremonies.
7. No pressurized containers shall be used for any purpose at the exposition halls unless otherwise,
with the prior written approval from the organizer.
8. Restricted goods/exhibits: No inflammable goods, poisons, emissions, radiation’s and other
dangerous goods shall be allowed to be used and operated at the booths or inside the Exhibition
Center for any purpose, unless otherwise, with the prior written approval by the Organizer.
9. Booths must be clean and presentable. Dilapidated booth systems will not be allowed inside the
hall.
10. The display width must not in any way affect the free flow of traffic inside the hall. Preferably,
aisles should not be less than two meters in width.
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11. Display height must not exceed 3.5 meters.
12. Installation of banners, flags, streamer within your booth is allowed but a permit is required from
the Organizer to ensure proper installation and monitoring of their location.
13. Firearms, deadly weapon or other similar materials and equipment that will pose danger to person
and properties are not allowed unless these are for exhibit purposes and the proper government
permits, licenses or government control are secured with prior permission given in writing by the
Organizer.
14. The entry of heavy equipment must have written permission from the Organizer (Floor loading
capacity: 250lbs./sq.ft.)
OPERATION OF BOOTH
No booth shall be left unattended at any time during the exhibition hours. Exhibitor or their
representatives must be present at respective booth(s) at least 30 minutes before the opening hour and
leave the Exhibition center within 15 minutes after the closing hour. Exhibitors shall be responsible for
the good conduct of all their staff, agents or representatives.
Business activities, advertising or canvassing shall be conducted by the exhibitors within/inside their
allocated booth area in the exhibition center.
The Organizer reserves the right to acquire, switch off or disconnect any sound equipment, television
sets and audio-visual presentations that in the opinion of the Organizer is detrimental or nuisance to the
public or other exhibitors. In particular, such display equipment or presentations shall be adjusted to a
reasonable level.
Precautions must be taken for the protection of the public, legible warning signs in English must be placed
on any moving exhibits to warn the public.
Fire safety must be implemented at all times.
Construction and decoration of booths must be completed before the opening of the Exhibition. Repairs
or alterations may only be done after exhibition hours.
No exhibits shall be allowed to be moved in or out of the booth during or after the exhibition has been
officially opened.
ELECTRICAL WORKS
All electrical works shall be carried out by CITYNEON PHILIPPINES INC. and all charges thereof shall
be paid by the exhibitors. Any design or plan of electrical installation must be submitted to the organizer
and the official contractor for approval at least 60 days before the commencement of on-site works.
No additional multi-plug connections will be allowed.
MOVE-IN(INGRESS) AND MOVE-OUT(EGRESS) OF EXHIBIT
The Organizer shall instruct Alta Fairs and Exhibits will provide each exhibitor with a schedule for moving
in and out of the exhibits, the exhibitors must arrange with their authorized representative(s) to be present
at the booth(s) to receive their cargoes during the Move-in/Ingress period.
All exhibits and decoration materials must be removed within the move out / egress period. All materials
left in the exhibition hall after the move out / egress period shall be disposed at the expense of the
exhibitor.
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Exhibitors are advised to use trolleys with rubber casters to transport their goods within the exhibition
hall.
INGRESS/EGRESS FORM
Exhibitors who wish to deliver and remove any merchandise from their booth(s) before and after exhibition
hours must secure an “INGRESS/EGRESS FORM” from the Organizer. Exhibitors must surrender this
form to the security guard at the entrance / exit of the exhibition hall.
CLEANING SERVICE
Daily cleaning services, sweeping of the aisles and common areas shall be provided by the organizer
before and after exhibition hours. Exhibitors are responsible for the cleanliness of their booths and the
surrounding areas.
INSURANCE
Exhibitors should be covered by an “ALL RISK INSURANCE” at their own expense.
The period shall cover a minimum of 10 days before the exhibition and 10 days after the exhibition period.
Exhibitors shall be responsible for “PUBLIC LIABILITY INSURANCE” to fully indemnify the Organizer,
visitors and all other parties against liability at law and claimant’s expense with respect of:
Accidental bodily injury (including death, disease and illness) to person/workers/ visitors and all
other parties who enter or stay in their booth/s within the occupation period.
Accidental loss or damage of materials or properties arising in connection with the insured’s
business (other than properties insured’s care custody of control)
The period should cover a minimum of 10 days before the exhibition date and also a minimum of
10 days afterwards, Exhibitors should cover the PUBLIC LIABILTY INSURANCE at any time
when the booth(s)/space are occupied by the Exhibitors.
Any failure to secure the ALL RISK INSURANCE and PUBLIC LIABLITY INSURANCE by the exhibitors
will make the exhibitors fully liable for any claims of loss and damages arising thereof.
MODELS OR DEMONSTRATION
Models or demonstrators are permitted in the exhibitor’s booth provided that they are dressed properly
at all times, and their promotional activities shall be limited within the Exhibitor’s booth only.
FIRE REGULATION
All display materials used in the exhibition halls must be fireproofed and must conform with the
international fire safety regulations. Smoking is prohibited in the exhibition hall.
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EXHIBITION PAYMENT
PESO ACCOUNT:
Current Account
Account Number
Bank
Branch
DOLLAR ACCOUNT
Savings Account
Account Number
Bank
Branch
Swift Code
: AAP LAKBAY, INC.
: 3361-0055-53
: Bank of the Philippines Islands (BPI)
: Buendia
: AAP LAKBAY, INC.
: 3364-0256-44
: Bank of the Philippine Islands (BPI)
: Buendia
: BOPIPHMM
CANCELLATION AND DOWNSIZING POLICY
CANCELLATION
If for any reason the exhibitor decides to cancel its participation to the Asia Pacific Drive Tourism
Conference and Exhibition, the request should be made in writing and subject to penalty charges:
On or before January 5, 2014After January 5, 2014
-
30% of booth fee
100% of booth fee
DOWNSIZING
If for any reason the exhibitor decides to downsize its exhibit space, the request should be made
in writing and subject to penalty charges:
On or before January 5, 2014After January 5, 2014
-
30% of booth fee
100% of booth fee
BOOTH RELOCATION
The request should be made in writing and will be accommodated on a best effort basis.
BOOTH SHARING
Booth sharing is not allowed. Companies that share a booth forfeit all other privileges attendant to the
package except for the exhibit space.
OTHERS
The Organizer reserves the right to carry out any activities in the exhibition hall in of promoting the
exhibition. Any exhibitor who obstructs the activities will be deprived of his/her right to further participate
in the exhibition.
Any business carried out in the Philippines must be in accordance with the current regulations imposed
by the Government of the Philippines and all related authorities. Any work which contravenes the
regulations will be stopped immediately. The Organizer will not be responsible for any damage or delay.
Failure of the exhibitor to comply with any of the Exhibition rules and regulation at any time before or
during the exhibition period will automatically deprive of the exhibitor’s right to further participate in the
exhibition and no claim for refund of any fee paid shall be entertained by the organizer.
In the event that the exhibition has to be adjourned, cancelled, terminated earlier during the exhibition
period due unforeseeable circumstances or fortuitous events the Philippines or the organizer shall not be
held liable for any damage or compensation whatsoever. Payments made shall be non-refundable.
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The Organizer reserves the right to alter and amend any of the regulations herein and issue additional
rules if deem necessary for the orderly presentation of the exhibition. Any dispute or differences arising
from the interpretation of these regulations shall be decided by the Organizer whose decision shall be
final.
EVENT VENUE RULES & REGULATIONS
SUBIC BAY EXHIBITION AND CONVENTION CENTER (SBECC)
Efficiency St., Subic Bay Gateway Park, Subic Bay Freeport Zone,
Zambales, 2222 Philippines
Tel No.
: (6347) 2524129
Fax
: (6347) 2544194
Website
: www.greatersubicbay.com/sbecc
LOCATION
The Subic Bay Exhibition and Convention Center (SBECC), with a total floor area of 12,000 sq.m., is so
far the biggest convention area in Central Luzon. Easily accessible with only 30 minutes away from the
DMIA-Clark Airport via Subic-Clark-Tarlac Expressway, 2 ½ hour from Manila via North Luzon
Expressway, and only 10 minute drive to and from Subic Bay attractions, accommodations, restaurants
and night life activities.
VENUE GUIDELINES
1. Smoking is strictly prohibited in all areas inside the SBECC.
2. All move-in and move-out of exhibits must be done only through designated loading area and
freight doors. The main lobby, plenary entrances are not to be used for this purpose. Exhibitors
should verify/show security arrangements and time schedule for move-in and move-out to avoid
problems with unattended equipment and materials.
3. Parking at the loading areas, except for loading and unloading, is prohibited. Parking, loading or
unloading in front of the building, is strictly prohibited. Vehicles in violation of this policy will be
towed at owner’s expense.
4. All decorations, signs or signages, banners, etc. may not be taped, nailed, drilled or otherwise
attached to any ceiling, window, painted surface, columns, fabrics and decorative wall or other
walls of the facility. The use of double-face tape and cloth tape is permitted on concrete floor
surfaces only. Tape or approved equal must be used. The removal and associated cost thereof,
of tape and tape residue is the responsibility of the Show Management or Exhibitors. Both the
Show Manager and Event Coordinator must approve the location and method of installation of
any special decorations or signs.
5. Use of glitter and confetti is permitted in the SBECC so long as they seek prior written approval
from the SBECC Management. Cost associated with the cleanup of glitter, confetti and related
materials are the Exhibitor’s or Show Management’s responsibility.
6. Permanent or temporary signs, banners, (i.e. SBECC Logo, Fire Exits) etc., should not be blocked
in any manner.
7. Written permission to use SBECC Equipment and supplies must be first be obtained from SBECC
Management prior to the use of the same.
8. Houselights, power outlets and air-conditioning system will be provided as required during
convention or show hours only. The air-conditioning system will not be turned on during ingress
and egress.
9. Motorized vehicles and equipment (i.e. carts, forklifts, scooters, etc.) and other movable
equipment (i.e. dollies or platform with wheels, pallet jacks, etc.) are not permitted in any lobby,
pre-function or meeting room. Exceptions to this rule should be cleared with the SBECC
Management. All floor capacities should be strictly observed.
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10. The sale or distribution of novelty merchandise of the event is prohibited without prior written
approval of the SBECC Management. All materials, whether for sale or no cost, must be
distributed from locations approved by the SBECC.
11. SBECC telephones are reserved exclusively for Convention operations.
12. Flammable and volatile materials or materials under high pressure within exhibits, display, offices
and meeting rooms in the Convention Center is strictly prohibited unless with proper and advance
coordination with SBMA Fire Department. Fireworks and pyrotechnics are strictly prohibited inside
SBECC.
13. Only facility electricians, plumbers, telephone technicians, and Convention Center Staff
Engineers may access electrical and utility rooms.
14. No animals or pets are permitted in the facility except as an approved exhibit, activity or
performance requiring the use of animals. However, guide dogs are permitted. Concerned
organizers must present an approved permit from the SBECC Management.
15. The use of helium balloons is prohibited in the facility. Adhesive backed decals are not permitted
to be distributed or used inside the facility, or in the immediate vicinity.
16. Participants/Exhibitors are required to wear their ID’s at all times during the event.
17. The SBECC has the right to alter and/or amend these guidelines.
18. SBMA reserves the right to refuse admission.
SPECIFIC RULES AND REGULATION
PERSONNEL and PROPERTIES, SAFETY & SECUTRITY
For the protection of the general public, the Organizer, its exhibitors and visitors, and the personnel of
the Subic Bay Exhibition and Convention Center, firearms and deadly weapons are not allowed entry
even if accompanied with proper government permits, documentation or licenses, if these are not for
exhibit purposes.
The Organizer shall not allow entry to person without proper identification NO ID, NO ENTRY!
The Organizer reserves the right to refuse entry to person, or equipment, which it considers detrimental
to the public safety.
The Organizer provides security in public areas only, primarily to secure the facilities and to ensure that
event rules and regulations are properly implemented. The Organizer shall provide security details inside
the exhibit hall and its entrances and exits.
Intoxicated persons, unruly characters whom the Organizer believes can jeopardize the conduct of an
event, the security and safety of the personnel of the Organizer, the exhibitors and visitors of the show
will be denied/refused entry, or if already inside the building, asked to leave.
The Organizer reserves the right to subject to inspection all persons, materials or equipment for security
purposes.
Exhibit doors must be free from any obstructions. Exhibitors or its exhibit area not allowed to block or
lock any exit doors.
All fire hose cabinet should not be obstructed with booths or display materials.
The open space and parking area are not place for loitering around. Any person found loitering in the
said areas will be approached by the event security personnel and asked to leave the premises.
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All vehicles after show or exhibit hours are not allowed to park in the parking area, unless these are
exhibit displays.
Vehicle left behind after the show hour should be covered with a standby parking permit issued by the
Organizer. All other vehicles left after show hours may be considered abandoned vehicle. As such may
be referred by the Organizer to the Police authorities.
SANITATION
The Organizer provides janitorial services only in the public areas, including the exhibit hallway.
Exhibitors should clean their exhibit area before closing the hall.
Littering is not allowed inside the hall. Subic Bay Exhibition and Convention Center has sufficient trash
bins on strategic locations for disposal of waste materials.
The floor must be kept clean and dry at all times. Exhibitors who use water or any liquid for their exhibits
should make provisions for proper cleaning and drying.
Oil drips, mud, or any other form of dirt produced by vehicles/equipment entering the hall shall be cleaned
by the exhibitor.
The restrooms shall not be used for bathing or any other activity that would result in unduly wetting or
muddying of the same.
All installers and construction contractors must bring with them all excess materials or trash before
leaving the exhibition hall.
No exhibitor shall leave its excess exhibit materials in any place other than inside its booth.
ACCREDITATION
Only service contractors and freight/cargo forwarders accredited by the Organizer are allowed to render
services at its premises. All services and/or concerns related to booth construction and freight/cargo
forwarding shall be directed to the Drive Tourism Event’s appointed Official Contractor (CITYNEON
PHILIPPINES INC.)
CONSTRUCTION AND INSTALLATION
No on-site build up from basic material to finished construction is allowed inside the exhibit hall. Only the
assembly of pre-fabricated components is allowed to be done on site, provided that prior written approval
from the Organizer is obtained. For this purpose, construction drawings and plans must be submitted for
proper evaluation and approval by the Organizer 15 days prior to the start of ingress.
No structure exceeding 4.0 meters in height shall be allowed in the hall unless with the prior approval of
the Organizer
In case the structure exceeding 3.5m in height is a manufactured product, a manufacturer’s or dealer’s
guarantee regarding its stability and safety is additionally.
Gluing, nailing or boring of holes on the floors and walls are strictly prohibited.
Only retouch painting with brush or roller are allowed inside the hall. No spray painting is allowed without
prior written approval by the Organizer. In any case, proper wall and floor covering must be used to
prevent staining thereof.
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No cutting of any construction material is allowed inside the hall.
The use of grinders, sanders and power saws are not allowed inside the hall.
No welding activity allowed inside the hall
No tapping of electrical connections to the building power points allowed without the prior written
permission and supervision of the Organizer.
All electrical lines crossing open walkways or gangways must be covered in such a way that safety
precaution is considered (there are trenches for electrical connections in the hall to avert this type of
connections)
No tapping of water connections is allowed without prior written permission and supervision of the
Organizer.
All venue users must clean up their respective construction sites by bringing their trash outside of the
exhibit hall.
FREIGHT FORWARDING & CARGO MOVING (TO BE PROPERLY COORDINATED WITH THE
OFFICIAL FREIGHT FORWARDER, ALTA FAIRS AND EXHIBITS)
Container vans and cargo trucks must use the loading bays to load/unload their goods.
Only on special cases, and with the prior written permission from the Organizer, trucks and vans could
be permitted to enter the hall through the cargo ramps
Trucks entering the exhibit hall are to load/unload immediately their goods and leave as soon as their
cargoes are loaded/unloaded. The exhibit hall is not to be used as parking area.
Handling equipment such as pallet trucks, forklifts, cranes and the likes are allowed inside the exhibit
hall.
Crates, boxes and other packing materials must be brought out of the hall immediately after unpacking.
Freight forwarder/cargo movers must move out of the premises all unused packing materials of the exhibit
goods or articles. Storage of these materials in the Subic Bay Exhibition and Convention Center premises
is not allowed.
The use of the loading bays and other cargo loading/ unloading points is on a first–come first-served
basis.
OTHER RULES
The Organizer reserves the right to impose other rules and regulations as it deems necessary. Any
additional rules or regulations to be imposed by the Organizer would be embodied in Circular Letters
which will be furnished to all exhibitors.
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EXHIBIT REQUIREMENT CHECKLIST
(TO BE SUBMITTED TO THE ORGANIZER BY EACH EXHIBITOR)
These requirements must be submitted three (3) weeks before the start of ingress:
1. Layout of special settings and customized construction requirements.
2. Electrical requirement and load computation duly signed by a master electrician or registered
electrical engineer.
3. For booth structures with double deck or over 3.5 meters height, or any other structure over 3.5
meters, plans and specifications duly signed by a registered Civil Engineer or Structural Engineer
is required.
4. List of equipment to be brought in, especially all exhibit materials weighing 4000 kg or 4 tons or
more.
5. List of all large cargo trucks or vans and handling, equipment, including their description and
weight.
6. Schedule of equipment requiring direct connection to the electrical distribution panels
7. Schedules of all activities relevant to the exhibition’s participation e.g. live performances,
seminars, gala night, taping, media coverage, broadcast feeds, and the like.
8. List of all signages, banners, streamers, etc., with size dimension, description and proposed
location.
9. All materials with venue indication must bear the following address:
THE ASIA PACIFIC DRIVE TOURISM CONFERENCE AND EXHIBITION
SUBIC BAY EXHIBITION AND CONVENTION CENTER (SBECC)
Efficiency St., Subic Bay Gateway Park, Subic Bay Freeport Zone,
Zambales, 2222 Philippines
10. Complete list of product lines.
11. List of all contractors and service providers of the exhibitors.
12. Any other special requirements or features of the exhibitor.
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INFORMATION
REQUIRED FROM
THE EXHIBITORS
(Data forms must be submitted on or before the
stipulated deadlines)
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SHOW TITLE: THE ASIA PACIFIC DRIVE TOURISM
CONFERENCE AND EXHIBITION
EVENT DATE: JANUARY 30 to
FEBRUARY 2, 2014
COMPANY NAME:
BOOTH NO.:
FORM FILLED OUT BY:
DATE:
FORM NO. 1 : EXHIBITOR’S AND CREW ID BADGES
DEADLINE: JANUARY 15, 2014
Please fill up this form and send via email to [email protected] or thru fax +632 8934097
1. EXHIBITOR’S BADGES
Official Representative (1)
Designation
Official Representative (2)
Designation
Official Representative (3)
Designation
Note:
1. Each exhibitor is entitled to three (3) Exhibitor’s Badge per booth (6 sqm.).
2. Exhibitors with more than one (1) booth may use extra sheets for additional names.
Every additional booth entitles exhibitors to two (2) extra Badges.
3. Organizer shall not be held responsible for delays in issuance of Exhibitor’s Badges
if request is submitted past the stipulated deadline.
2. CREW/CONTRACTOR ID (Valid only during Ingress and Egress Dates)
NAME OF CREW
1.
2.
3.
4.
5.
Note:
1. To ensure that ingress will not pose any
problems, please fill up the names of the
exhibitor’s own crew that is involved in the
setting up the booth.
2. Each exhibitor is entitled to five (5) Crew
IDs per booth.
3. Exhibitors with more than one (1) booth
may use extra sheets for additional
names.
4. Organizer shall not be held responsible
for delays in issuance of Crew IDs if
request is submitted past the deadline.
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SHOW TITLE: THE ASIA PACIFIC DRIVE TOURISM
CONFERENCE AND EXHIBITION
EVENT DATE: JANUARY 30 to
FEBRUARY 2, 2014
COMPANY NAME:
BOOTH NO.:
FORM FILLED OUT BY:
DATE:
FORM NO. 2 : SOUVENIR DIRECTORY ENTRY FORM
DEADLINE: JANUARY 15, 2014
Please fill up this form and send via email to [email protected] or thru fax +632 8934097
All exhibitors are entitled to free directory listing with a brief product and/or company description.
Please fill out the boxes below (TYPED) to avail of the opportunity.
Name of Exhibiting
Company(exactly as it will
appear in the directory)
Booth No.
Mailing Address
Telephone
(
)
Fax
(
)
Email
Website
Mobile Number
Please provide a brief introduction about the company or product (maximum of 100 words
TYPEWRITTEN). Please take note that the publisher has the right to edit or delete content that
exceeds the limit.
Note: Late entries will not be guaranteed space in the show directory.
* Advertising opportunities available upon request thru the event organizer.
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SHOW TITLE: THE ASIA PACIFIC DRIVE TOURISM
CONFERENCE AND EXHIBITION
EVENT DATE: JANUARY 30 to
FEBRUARY 2, 2014
COMPANY NAME:
BOOTH NO.:
FORM FILLED OUT BY:
DATE:
FORM NO. 3 : INGRESS / EGRESS FORM (GATE PASS)
DEADLINE: n/a
Please fill up this form and send via email to [email protected] or thru fax +632 8934097
This authorizes Mr. / Ms. __________________________________________________or his / her duly
authorized representative, whose signature appears below, to bring inside / outside the premises of the
Subic Bay Exhibition and Convention Center the following items or property:
ITEM DESCRIPTION (Include Serial No., if any)
Quantity In
Quantity Out
(IF more space is needed, use additional sheets. Cross out unused lines.)
INGRESS (Pass-in) Requested by:
EGRESS (Pass-out) Requested by:
_______________________________________ _______________________________________
Property Owner/Authorized Representative (Exhibitor)
Property Owner/Authorized Representative (Exhibitor)
INGRESS (Pass-in) Authorized by:
EGRESS (Pass-out) Authorized by:
_______________________________________ _______________________________________
Expo Manager/Authorized Representative (Asian GEM)
Expo Manager/Authorized Representative (Asian GEM)
Date: _______________ Time: _________________
Date: _______________ Time: _________________
Items Passed in Checked by:
Items Passed out Checked by:
_______________________________________ _______________________________________
Signature of Security Guard
Signature of Security Guard
Date: _______________ Time: _________________
Date: _______________ Time: _________________
It is herein explicitly agreed and stipulated that the Organizers and the Subic Bay Exhibition and Convention Center shall not be
responsible for any damages and losses arising from any cause(s) or reason(s) whatsoever, or any equipment or properties
(subject matter of this pass-in and out form) of the exhibitors. While the organizers will provide ample security for the venue, the
care and protection of the items subject to this form is recognized to belong to and be the responsibility of the exhibitors
themselves.
Note:
1. Please accomplish this gate pass in three (3) copies: for the Organizers, Exhibitors and the Security Guards.
2. Items will only be allowed entry if covered by a properly accomplished gate pass.
3. DO NOT LOSE this Gate Pass as this will also be used in moving out the above mentioned items.
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SHOW TITLE: THE ASIA PACIFIC DRIVE TOURISM
CONFERENCE AND EXHIBITION
EVENT DATE: JANUARY 30 to
FEBRUARY 2, 2014
COMPANY NAME:
BOOTH NO.:
FORM FILLED OUT BY:
DATE:
FORM NO. 4 : EXHIBITOR EGRESS CLEARANCE
DEADLINE: JANUARY 15, 2014
Please fill up this form and send via email to [email protected] or thru fax +632 8934097
Please complete and submit this form to the Event Manager prior to egress.
Exhibitor Survey Form
Other applicable charges, if any:
Lighting and Electrical Order
Furniture Rental
Overtime Charges
Booth Panels/Booth Platform
Furniture
Flooring
Others, please specify: ______________________
Note: Any charges on the damages incurred during egress will be advised to you on the following day.
APPROVED FOR EGRESS:
PRINTED NAME AND SIGNATURE OF OFFICIAL BOOTH CONTRACTOR
DATE
PRINTED NAME AND SIGNATURE OF AUTHORIZED PERSONNEL OF
EVENT MANAGER/EVENT MANAGER
DATE
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ADDITIONAL
FACILITIES
ORDER FORMS
OFFICIAL BOOTH CONTRACTOR:
CITYNEON PHILIPPPINES INC.
NOTES:
Amenities for Exhibitors opting for Standard Booth System:
Octaframe Panels, Company name on fascia board
One (1) information table, Two (2) pcs. stacking chair
One (1) 40 watt fluorescent lamp, One (1) duplex
convenience power outlet 220V single phase,
Booth carpeting (needle punch type)
All other requirements not included in the above may
be ordered with our Official Contractor as per
succeeding Order Forms.
Please note that on-site orders are more expensive
than pre-ordered items, so it is best
to plan early.
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DRIVE TOURISM 2014
Deadline:
Jan. 15, 2014
Jan. 30 to Feb. 02, 2014
SUBIC CONVENTION CENTER
FURNITURE ORDER FORM






If you have contracted the shell stand package, please ensure that you are ordering only your additional requirements.
As stocks are limited, late orders cannot be guaranteed & if accepted, will be subjected to a 50% surcharge on on-site orders.
The deadline of submission of these forms is on July 20, 2012.
All items are on rental basis only. All orders must be accompanied with proof of remittance. Orders without payment will not be
entertained.
The expected location of items ordered must be marked on the attached plan, or it will be installed at Cityneon’s discretion. Any
relocation will be charge 20% of the price of the rented item as a labor fee.
Facilities and services not indicated on the forms are subject to quotation and availability.
Cancellation of orders must be submitted in writing. Cancellation after the deadline is subject to cancellation charge
of 15%. No refund or replacement of orders during ingress period or on site.
ITEM
Folding Chair
Bar/Cocktail Table
Bar Stool (C06)
Reception Desk (C01)
Square / Round Table (T01, T02)
Lockable Cabinet (C02)
Lockable Counter (C03)
TV Rack (S06) (L500 x D500 x H1000)
Display Block (1000mm) (S04)
Display Block (750mm) (S04)
Display Block (500mm) (S04)
3-Tier Display Block (S05) (L500xD500xH500/750/1000mm)
Glass Showcase (S03)
Glass Showcase (S02)
Glass Showcase (S01)
Brochure Stand
Wall Shelving (Flat)
Bar Refrigerator
Potted Plants
Wastepaper Basket (WB01)
Needle-punch Carpet (per sq. m.)
White Panel 1.0m (w) x 2.5m (h)
White Panel 1.0m (m) x 1.25m (h)
Water Dispenser Hot/ Cold (small)
Water Dispenser Hot/Cold (big)
Exhibiting Company:
Address:
Contact Person:
Tel. No.:
Signature/Date:
UNIT COST
QTY
PhP
250.00
2,000.00
450.00
500.00
1,200.00
1,500.00
2,000.00
1,000.00
1,000.00
750.00
500.00
3,000.00
3,000.00
3,500.00
4,500.00
1,500.00
200.00
3,000.00
500.00
75.00
350.00
1,000.00
500.00
1,800.00
2,300.00
Total Cost Before Tax:
Plus 12% Gov’t. Tax:
Total Cost Inclusive of
Tax:
COST
Booth No.:
Designation:
Fax No:
Email:
PLEASE RETURN YOUR ORDER FORMS DIRECTLY TO:
CITYNEON PHILS., INC.
Tel. Nos.: (632) 7764613 to 20 Fax No: (632) 776-4611
EMAIL: [email protected]
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DRIVE TOURISM 2014
Deadline:
Jan. 15, 2014
Jan. 30 to Feb. 02, 2014
SUBIC CONVENTION CENTER
LIGHTING AND ELECTRICAL ORDER FORM











If you have contracted the shell stand package, please ensure that you are ordering only your additional requirements.
As stocks are limited, late orders cannot be guaranteed & if accepted, will be subjected to a 50% surcharge on on-site orders.
The deadline of submission of these forms is on July 20, 2012.
All items are on rental basis only. All orders must be accompanied with proof of remittance. Orders without payment will not be
entertained.
Cancellation of orders must be submitted in writing. Cancellation after the deadline is subject to cancellation charge
of 15%. No refund or replacement of orders during ingress period or on site.
Exhibitors and other contractors are not allowed to install any additional lighting devices for shell scheme booths without prior
notification to the official contractor. Please also declare the total electrical load that you’ll be using during the show proper.
Client should provide power supply / voltage regulator for all of their equipments, otherwise CPI is not liable to any damages
cause by power shortage.
Connectors or joints and wiring from the power point to their exhibits/machinery are to be provided by the exhibitors.
Using electrical extension or multi-plug is not allowed
Facilities and services not indicated on the forms are subject to quotation and availability. 24 hours electrical supply must be
ordered separately on individual job basis.
The expected location of items ordered must be marked on the attached plan, or it will be installed at Cityneon’s discretion. Any
relocation will be charge 20% of the price of the rented item as a labor fee.
Only the Official Contractor will be permitted to undertake electrical work from the source of the supply in the exhibition area.
Power point supplied is to be used for running equipment/exhibit only.
ITEM
40 watts fluorescent Tube (4 feet)
100 watts Standard Spotlight
100 watt Arm Spotlight
Convenience outlet (400watts) 2pins, Duplex
20 Amp 220V Single Phase 60Hz Circuit Breaker
30 Amp 220V Single Phase 60Hz Circuit Breaker
60 Amp 220v Single Phase 60Hz Circuit Breaker
20 Amp 220V Three Phase 60Hz Circuit Breaker
30 Amp 220v Three Phase 60Hz Circuit Breaker
60 Amp 220v Three Phase 60Hz Circuit Breaker
Universal Adaptor
Lighting Hook - Up
(for exhibitors existing light fittings only max 100w)
UNIT COST
PhP
400.00
500.00
600.00
450.00
3,500.00
5,000.00
7,500.00
7,500.00
10,000.00
12,000.00
100.00
150.00
QTY
COST
Total Cost Before Tax:
Plus 12% Gov’t. Tax:
Total Cost Inclusive of
Tax:
* All prices for power supply exclude consumption.
Please take note that the maximum power output for 5A/220V Single Phase is 500W & 15A/220V Single Phase is 2000W and any
requirement exceeding these specifications must apply for special arrangement.
Exhibiting Company:
Address:
Contact Person:
Tel. No.:
Signature/Date:
Booth No.:
Designation:
Fax No:
Email:
PLEASE RETURN YOUR ORDER FORMS DIRECTLY TO:
CITYNEON PHILS., INC.
Tel. Nos.: (632) 7764613 to 20 Fax No: (632) 776-4611
EMAIL: [email protected]
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DRIVE TOURISM 2014
Deadline:
Jan. 15, 2014
Jan. 30 to Feb. 02, 2014
SUBIC CONVENTION CENTER
AUDIO VISUAL ORDER FORM



As stocks are limited, late orders cannot be guaranteed & if accepted, will be subjected to a 50% surcharge on on-site
orders. The deadline of submission of these forms is on July 20, 2012.
All items are on a per day rental basis only.
Cancellation Clause: No refund or replacement for the cancellation of orders during ingress period or on site.
ITEM
32” LCD Monitor w/ DVD Player
42” Plasma TV Monitor w/ DVD Player
50” Plasma TV Monitor w/ DVD Player
LCD Multimedia Projector 1250 ANSI LUMENS,
70 x 70 projection screen w/ DVD player
LCD Multimedia Projector 3000 ANSI LUMENS,
6 x 8 ft widescreen w/ DVD player
Projector Screen w/ Stand:
70” x 70” Front Projection
72” x 72” Front Projection
7.5’ x 10’ Rear / Front Projection
UNIT COST / DAY
PhP
6,500.00
10,000.00
18,000.00
4,500.00
QTY
COST
10,000.00
1,500.00
1,800.00
4,000.00
Total Cost Before Tax:
Plus 12% Gov’t. Tax:
Total Cost Inclusive of Tax:
* All prices for power supply exclude consumption.
NOTE: ORDERS ARE VALID ONLY WHEN ACCOMPANIED BY FULL REMITTANCE,
ORDER WITHOUT REMITTANCE WILL NOT BE ACCEPTED.
Exhibiting Company:
Address:
Contact Person:
Tel. No.:
Signature/Date:
Booth No.:
Designation:
Fax No:
Email:
PLEASE RETURN YOUR ORDER FORMS DIRECTLY TO:
CITYNEON PHILS., INC.
Tel. Nos.: (632) 7764613 to 20 Fax No: (632) 776-4611
EMAIL: [email protected]
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DRIVE TOURISM 2014
Deadline:
Jan. 15, 2014
Jan. 30 to Feb. 02, 2014
SUBIC CONVENTION CENTER
ORGANIZER’S STAND PACKAGE
For Exhibitors who wish to use the Organizer’s Stand Package, Tick
We will use the Standard Shell Scheme Package
as appropriate:
No Fascia Board
With Fascia Board
We will be building our own stand
Our stand fascia wordings are:
Only one fascia name not more than 25 characters is allowed on each exhibition stand. However, approval for more than one
fascia name may be granted by the organizers for individual stand sizes of 18 square meters and above.
Exhibitors who have contracted for Shell stand or Standard Package and who are located in corner or independent perimeter
stands are to indicate in the attached location plan, if any sidewall is required. If no preference is indicated, no side wall (s) will
be provided in order to give better visibility.
This form should be submitted on the set deadline otherwise the company name to appear is from the organizers official list.
Exhibiting Company:
Address:
Contact Person:
Tel. No.:
Signature/Date:
Booth No.:
Designation:
Fax No:
Email:
PLEASE RETURN YOUR ORDER FORMS DIRECTLY TO:
CITYNEON PHILS., INC.
Tel. Nos.: (632) 7764613 to 20 Fax No: (632) 776-4611
EMAIL: [email protected]
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