Exhibition Manual Complete Guide Managed by

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Exhibition Manual
Complete Guide
Managed by
In collaboration with
ABSTRACT
QITCOM - a conference, exhibition and awards platform supplemented by
government support and representative of the aspiration of not just an industry but
a nation eager to adopt technologies and solutions that will catapult it towards
greater heights. QITCOM serves as a unique platform amidst this growth
environment- connecting forward-thinking businesses, innovators and industry
leaders to consumers, entrepreneurs, students, and enthusiasts through the
technology that impacts their lives.
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Welcome to QITCOM 2014
Important Dates and Times
We highly recommend that you print this page and keep it with you at all times
during the build up and breakdown of your stand for the show.
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Space Only Build up
Fitted Shell Stand Build up
Exhibition Opening Hours
Exhibitor Access
Breakdown
22-25 May, 2014 7am to 7pm
22-25 May, 2014 7am to 7pm
26–28 May, 2014 1pm to 9pm
26-28 May, 2014 12pm to 9:30pm
29 May, 2014 7am to 7pm
30 May, 2014 7am to 1pm
Important Contacts
Event Management
If you have any questions or require further assistance please do not hesitate to
contact any member of the team:
Ms. Rinal Chaaban,
Exhibition Manager
Mr. Wissam Mourad,
Operations Coordinator
Ms. Xenia Jordan,
Operations Coordinator
Mr. Petar Mircevski
Sales Manager
M: +974 7798 1270
[email protected]
M: +974 3386 3288
[email protected]
M: +974 5513 4509
[email protected]
M: +974 7050 0538
[email protected]
Official Stand Contractor
TOP Solutions Qatar
Mr. Rabieh Atwi,
Executive Manager
Mr. Walid Yehia,
Operations Manager
Ms. Agnes Castro,
Executive Secretary
M: +974 3335 6250
[email protected]
M: +974 3319 5619
[email protected]
T: +974 4464 7678
F: +974 4466 7802
[email protected]
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Important Contacts
Official Freight Forwarder
Mr. Mohamad Dib,
General Manager
Airlink International Qatar
M: +974 5556 9592
[email protected]
M: +974 3341 1859
[email protected]
Official Hotel Hilton Doha
Ms. Rosa Estrada,
Executive – Sales
Order Form Summary
Please complete the applicable order forms and return them as soon as possible to
ensure trouble free exhibition experience.
Please note: Faxed or hand written copies are not accepted. Only typed
formats will be inserted in the catalogue.
All forms and enquiries must be submitted to:
Mr. Wissam Mourad,
Operations Coordinator
Ms. Xenia Jordan,
Operations Coordinator
M: +974 3386 3288
[email protected]
M: +974 5513 4509
[email protected]
Important and compulsory Order Forms to complete and return
Checklist
Show Catalogue Entry
Advertising
Badges
Invitations
Fascia Name
Electricity & Lighting
Furniture and Appliances
Freight Forwarder
Hotel, Visa and Travel
Temporary Personnel
Contractor Details
Performance Bond
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Order Form No.
Form 1
Form 2
Form 3
Form 4
Form 5
Form 6
Form 7
Form 8
Form 9
Form 10
Form 11
Form 12
Deadline
April 17, 2014
April 17, 2014
April 17, 2014
April 17, 2014
April 17, 2014
April 17, 2014
April 17, 2014
April 17, 2014
April 17, 2014
April 17, 2014
April 17, 2014
April 17, 2014
Action
All Exhibitors
If Required
All Exhibitors
All Exhibitors
Fitted Shell Stands
If required
All Exhibitors
All Exhibitors
If required
If required
Space Only Stands
Space Only Stands
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Order Form 1: Show Catalogue Entry
The information given below will appear in the official show catalogue and will be
used as a reference by visitors in the future.
Company Information
Company Name
Title (Mr. / Mrs., Eng.,)
First Name
Last Name
Designation (Project Manager,
General Manager, Sales
Manager…)
Address
P.O. Box
City
Country
Telephone / Mobile
Fax
Email
Website
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Profiles
Please select " any of the applicable profiles related to your company’s profile. If
your profile is not listed below, please list them in others option.
Entrepreneurs and Investors
Digital Content
Content Providers
Digital Content Developers
Media Professionals
Broadcast Professionals
Arabic Digital Content Enthusiasts
3D & Digital Animation Developers
Innovators in Digital Content & Media
Cultural & National Heritage Digitization Enthusiasts
ICT Management
Chief Information Officers
Chief Technology Officers
IT Managers
Technology Procurement Professionals
IT Operations Manager
Technician Team Leaders
Developers
Cloud Computing Professionals
IT/Software Developers
Software Engineers
Application Engineers
Data Centre Specialists
Virtualization Specialists
ICT Security Professionals
E- Solutions
E-Health Solutions
E-Education Products
E-Government Systems
E-Commerce Solutions
Broadband & Networking
Network Operations Professionals
Network Developers
Broadband Network Planners
Broadband Network Implementers
Access Fiber Network Implementers
Access Fiber Network Planners
Fiber Network Industry Executive & Professionals
Enterprise & Vertical Market Professional Planning Implementations
Others
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____________________________________________________________________________
____________________________________________________________________________
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Order Form 2: Show Catalogue Advertising
The official show catalogue will be printed and distributed free of charge to all visitors
and exhibitors, providing a complete guide of exhibitors, their products and services.
The show catalogue is considered an up-to-date and reliable buyer’s guide.
Advertising in the official show catalogue is beneficial to your company, increasing
exposure to visitors at the show and in the future.
Book Now!
Description
Full Colour Adverts
A4 Full Page
2x A4 Full Page
250g Insert
A4 Inside Back Cover
A4 Outside Back Cover
QAR
Quantity
Sub Total
2,563.00
5,213.00
12,600.00
9,950.00
11,775.00
TOTAL
Please note all cover pages are subject to availability
Technical specifications of advertising material
• Size A4
• Bleed 1cm
• Dpi 300
• PDF or EPS format on CD (artwork to be attached)
Payment is due when booking your advertisement - orders will not be
processed unless full payment is received
Payment for the above can be made by cheque or bank transfer to:
Account Name
fischerAppelt, Qatar
Bank
International Bank of Qatar (QSC)
Branch Name
Al Sadd Branch, Doha - Qatar
Account No.
0001-501932-001
Swift Code (BIC)
IBOQQAQA
iBAN Code
QA81 IBOQ 0000 0000 0001 5019 3200 1
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Company
Stand No
Completed By
Date
E-mail
Tel no
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Order Form 3: Exhibitor Badges
Exhibitor name badges are pre-printed. Badges along with your Exhibitor Kit can be
collected from the Operations office from 23 to 25 May 2014 between 9am to 6pm
daily.
Please clearly type the name, position, mobile, and telephone and email address of your staff that will
be present at your stand during the exhibition.
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Title
Exhibitor Name
Position
Mobile
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Company
Stand No
Completed By
Date
E-mail
Tel no
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Email Address
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Order Form 4: Invitations
Invitations can be sent to all existing and potential clients inviting them to your stand
and/ or official opening ceremony.
We will be providing you with an e-invite or a hard copy invitation. Kindly choose
from the options below.
Option 1: Please send me hard copies of the invitation to the below address.
Address:
Contact Person:
Telephone:
Quantity (Trade Invitations) Maximum of 100 Cards
Quantity (Opening Ceremony) Maximum of 30 cards
Option 2: Please send me an e-invite to the below email address.
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Email Address:
Contact Person:
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The Trade Visitor Invitation is valid from 26 to 28 May 2014 to all your existing and
potential clients. The Opening Ceremony Invitations are to be sent to your VIP
Clients – this will take place only on the first day of the show 26 May 2014.
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Order Form 5: Fascia Name Board
Fascia – this is the sign with your company name that appears above your stand.
This form must ONLY be completed by Fitted Shell Scheme Exhibitors stands.!
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Please type the name of your company in the box below with a maximum of 26
characters. This should be in English only.
Company Name:
Contact Person:
Email Address:
Mobile No.:
Stand no.:
Tel. No.:
Fax No.:
Date:
The deadline to submit this form and artwork is on April 17, 2014
Kindly submit this form to:
Mr. Wissam Mourad,
Operations Coordinator
Ms. Xenia Jordan,
Operations Coordinator
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M: +974 3386 3288
[email protected]
M: +974 5513 4509
[email protected]
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Order Form 6: Electricity and Lighting
All Exhibitors are required to order electricity to have power in their stands.
No.
1
Electricity and Lighting
Qty
Electricity Fees for 32 Amps Three Phase
cost (before 30 days)
32 Amps Three Phase cost (on site orders)
Shell Scheme Additional Socket 30 Amp
Single Phase
Additional 13 Amp socket
(Shell scheme booths only)
Spotlight on track light system:
100 Watt (shell scheme booths only)
Spotlight with arm: 100 Watt
(Shell scheme booths only)
Halogen floodlight: 300 Watt
(Shell scheme booths only)
Multi-pin plug
Extension cord with multi-plug
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3
4
5
6
7
8
9
Price per sqm
/ per piece
/QR
3,400.00
4,500.00
150.00
250.00
200.00
250.00
650.00
20.00
65.00
Total
Orders will not be processed unless full payment is received prior to build up
A 20% surcharge will be added to all orders received after April 17, 2014
Payment for all services can be made by cheque or bank transfer to:
Bank Name:
A/C name:
AC number:
IBAN:
Swift code:
Qatar Islamic Bank
Top Solutions Qatar.
100172596
QA72QISB010958280010100172596.
QISBQAQAXXXX
Company:
Completed By:
Email:
Stand No:
Date:
Tel. No.:
Kindly submit this form to:
Top Solutions Qatar
Mr. Walid Yehia,
Operations Manager
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M: +974 3319 5619
[email protected]
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Order Form 7: Furniture and Appliances
Fitted Shell stands include a set of furniture as per your contract.
If you require more please complete this form.
Space only stands do not include furniture and appliances.
If you require furniture please complete this form.
No.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
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Furniture and Appliances
White Barstool
Black Barstool
White Open Barstool
Leather Barstool
Black Chair
Black Foldable Chair
White Chair
Meeting Chair
Sofa Tulsa
Single Off-white Sofa
Sofa Tulsa Leather
Round Tulsa Sofa
White Single Sofa
Bar Table
Shell Scheme Round Table
Wooden Round Coffee Table
White Adjustable Table
Black Adjustable Table
Round Glass Big Coffee Table
White Glass Small Table
Glass Medium Table
Adjustable Glass Table
Shell Scheme Square Table
Water Dispenser
Barrier
Kettle
Brochure Stand
Small Fridge
Extra Small Fridge
Coffee Machine
Glass Rectangle Coffee Table
Meeting Table
White Double Seats Sofa
LG & Sony TV’s
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Qty
Price per sqm
/ per piece
/QR
125.00
125.00
150.00
175.00
50.00
50.00
50.00
150.00
250.00
250.00
350.00
350.00
400.00
150.00
150.00
150.00
150.00
150.00
200.00
100.00
150.00
200.00
150.00
250.00
150.00
75.00
250.00
300.00
250.00
150.00
200.00
1,500.00
600.00
1,500.00
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36
37
Shell Scheme Counter
Extension Cable
Flat Shelf White Laminated
1040x300mm depth
Sloping Shelf
White Laminated
1040x300mm depth
Exhibit Display Plinth
500x500x500mm high/ white
Exhibit Display Plinth
500x500x750mm high/ white
Exhibit Display Plinth
500x500x900mm high/ white
Counter Glass
Showcase
1000x500x1000mm high/ white
Tall Glass Showcase
1000x500x2000 high with lights
Wooden Free Standing
Literature Holder,
Grey 4x A4 Size Paper
Lockable
Cupboard
with
Shelf
1000x500x900mm high
Waste Basket
Additional 13 Amp socket
(Shell scheme booths only)
Spotlight on track light system:
100 Watt (shell scheme booths only)
Spotlight with arm: 100 Watt
(Shell scheme booths only)
Halogen floodlight: 300 Watt
(Shell scheme booths only)
Multi-pin plug
Extension cord with multi-plug
Laptop 15 inch /per event
Carpet/per sqm
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
450.00
65.00
50.00
200.00
150.00
150.00
200.00
350.00
600.00
350.00
300.00
35.00
250.00
200.00
250.00
650.00
20.00
65.00
2,500.00
35.00
Total
Orders will not be processed unless full payment is received prior to build up
A 20% surcharge will be added to all orders received after April 17, 2014
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Payment for all services can be made by cheque or bank transfer to:
Bank Name:
A/C name:
AC number:
IBAN:
Swift code:
Qatar Islamic Bank
Top Solutions Qatar.
100172596
QA72QISB010958280010100172596.
QISBQAQAXXXX
Company:
Completed By:
Email:
Stand No:
Date:
Tel. No.:
Kindly submit this form to:
Top Solutions Qatar
Mr. Rabieh Atwi,
Executive Manager
Mr. Walid Yehia,
Operations Manager
Ms. Agnes Castro,
Executive Secretary
M: +974 3335 6250
[email protected]
M: +974 3319 5619
[email protected]
T: +974 4464 7678
F: +974 4466 7802
[email protected]
White Barstool
Black Barstool
White
Open Barstool
Leather Barstool
Black Chair
Black
Foldable Chair
White Chair
Meeting Chair
Sofa Tulsa
Single Off-white
Sofa
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Sofa Tulsa
Leather
Round Tulsa
Sofa
White Single Sofa
Bar Table
Shell Scheme
Round Table
Wooden Round
Coffee Table
White Adjustable
Table 66x21
Black Adjustable
Table 68x23
Round Glass Big
Coffee Table
White Glass Small
Table
Glass
Medium
Table 56x65
Adjustable Glass
Table 67x38
Brochure Stand
Rope Barrier
Electric Kettle
Water
Dispenser
Small Fridge
Extra
Small Coffee
Fridge
Machine
Meeting Table
White Double LG 40”
Seats Sofa
Sony 40”
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Shell
Scheme
Counter
Glass Rectangle
Coffee Table
Flat Shelf White
Laminated 104x30
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Sloping Shelf Exhibit Display Exhibit
Exhibit Display Counter
Glass Showcase
White 104x30 Plinth
Display Plinth Plinth
100x50x100
50x50x50
50x50x75
50x50x90
Tall
Glass Showcase
with Lights
100x50x200
Wooden
Free
Standing
Literature Holder
4x A4 Size Paper
Lockable
Cupboard with
Shelf
100x50x90
Waste Basket
Additional
13Amp Socket
Spotlight on
Track Light
System: 100Watt
Spotlight
w/ arm: 100Watt
Halogen
Floodlight:
300Watt
Multi Plug In
Extension
Cord
with Multiple Plug
Laptop
Carpet
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Order Form 8: Official Freight Forwarder
Airlink International Qatar has been appointed the official freight forwarder agent.
Exhibitors wishing to use freight forwarder in their country of origin must ensure
their freight forwarder makes appropriate arrangements with Airlink International
Qatar regarding customs clearance and transport, so your goods can be delivered
to Qatar National Convention Center safely and on time before the opening of the
exhibition.
Exhibitors or their appointed agent should contact the following if further
information is required:
Airlink International Qatar
C Ring Road, Al-Hilal West, Doha, Qatar
PO Box 23036
T: +974 4465 7660
F: +974 4467 5668
Mr. Mohamad Dib
General Manager
Mr. Channa Fernando
Exhibitions Supervisor
Ms. Catherine Deluna
Exhibitions Coordinator
M: +974 5556 9592
[email protected]
M: +974 6697 3900
[email protected]
M: +974 6643 7807
[email protected]
Please check attached shipping guidelines and freight handling tariff for more
information.
Loading and Unloading Tariff
Please find only the Official Contractor is allowed to operate in the loading dock
kindly find below tariff for your reference:
Per 3 ton Truck
Per 5/7 tons Truck
Per trailer
Per 40” Container
QR 1,200.00
QR 2,200.00
QR 4,800.00
QR 6,000.00
Please contact the Official Contractor:
Mr. Rabieh Atwi,
Executive Manager
Mr. Walid Yehia,
Operations Manager
Ms. Agnes Castro,
Executive Secretary
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M: +974 3335 6250
[email protected]
M: +974 3319 5619
[email protected]
T: +974 4464 7678
F: +974 4466 7802
[email protected]
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Order Form 9: Official Hotel
The Hilton Doha has been appointed as the official hotel for the event. Kindly
contact the below mentioned and a representative from the hotel will be in touch
with you to accommodate your request.
For enquiries please contact:
Hilton Doha
T: +974 4423 3335
F: +974 4423 3000
Ms. Rosa Estrada
Executive – Sales
Room Type
Standard Room
Deluxe Room
Executive Room
Panoramic Suite
M: +974 3341 1859
Single Room Double Room
Inclusive of Breakfast, Internet
and Airport Transfer
QR 750
QR 830
QR 810
QR 890
QR 1050
QR 1130
QR 2150
QR 2230
[email protected]
Single Room
Inclusive of
Internet
QR 700
QR 760
QR 1000
QR 2100
Double Room
Breakfast and
QR 780
QR 840
QR 1080
QR 2180
The above rates are subject to change at any time. Please contact the hotel for up-to-date rates. Above rates are subject to
service charge and taxes. Breakfast and Internet are applicable where mentioned.
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Visas & Travel
All visitors to Qatar need a valid entry visa, which can be obtained through the
respective hotel the exhibitor, is staying at.
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Please note the following points:
Visas are required by everyone with the exception of travelers holding passports
from the following countries, who can obtain visas at the airport:
Andorra, Australia, Austria, Belgium, Brunei, Canada, Denmark, Finland, France,
Germany, Greece, Holland, Hong Kong, Iceland, Ireland, Italy, Japan, Liechtenstein,
Luxembourg, Malaysia, Monaco, New Zealand, Norway, Portugal, San Marino,
Singapore, South Korea, Spain, Sweden, Switzerland, United Kingdom, U.S.A.,
Vatican
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All GCC (Gulf Cooperation Council) residents do not require an entry visa to Qatar.
The Organizers cannot be held responsible for any Exhibitor who fails to obtain
his/her visa in time for the show.
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Order Form 10: Temporary Personnel
If you require presentable and experienced hostesses, please complete these form:
Please note: The organizers will not be responsible for any loss or damage caused
by temporary personnel.
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All hostesses are between the age of 18 to 25 years
English and Arabic speaking
Presentable and experienced hostesses and ushers
The costs included below are per day, which consists of 6 hours only.
Required Language
Hostess
QAR
800.00
Hour
Qty
Sub Total
Total:
Company:
Completed By:
Email:
Stand No:
Date:
Tel. No.:
Please send this form to:
Mr. Wissam Mourad,
Operations Coordinator
Ms. Xenia Jordan,
Operations Coordinator
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M: +974 3386 3288
[email protected]
M: +974 5513 4509
[email protected]
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Order Form 11: Exhibitor’s Appointed Contractor Form
Exhibitors may appoint their own contractor for the purposes of Stand building.
However all mechanical and electrical works must be installed by the exhibition
official contractor. Exhibitors are requested to ensure that their respective
contractors observe all rules and regulations during the build up, exhibition days
and breakdown.
Contractor’s Company
Contact Person
Mobile
Designation (Project Manager,
General Manager, Sales
Manager…)
Address
P.O. Box
City
Country
Telephone
Fax
Email
Website
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Please return form by April 17, 2014
Company
Stand No
Completed By
Date
E-mail
Tel no
Kindly submit to:
Mr. Wissam Mourad,
Operations Coordinator
Ms. Xenia Jordan,
Operations Coordinator
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M: +974 3386 3288
[email protected]
M: +974 5513 4509
[email protected]
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Order Form 12: Performance Bond & Stand Design for Approval
Exhibitor’s using non-official contractor to enhance or fabricate their booths MUST
complete this form and submit it together with the original Performance Bank
Guarantee & the Stand Design for Approval.
Contractor’s Company
Contact Person
Email
Mobile
Telephone
Fax
Stand Name
Stand No.
Total Stand Area
Total Amount of Performance
Bond (QR 250 per SQM)
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Please note:
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The Performance Bank Guarantee should be valid from 12 May 2014 until 12
June 2014.
The Performance Bank Guarantee should be irrevocable and unconditional
and to be paid to Top Solutions Qatar immediately upon first written demand
by Top Solutions Qatar notwithstanding any contestation or objection.
Third Party Liability Insurance.!
Company
Stand No
Completed By
Date
E-mail
Tel no
Please send the original performance bank guarantee latest by 30 April 2014 to
Top Solutions Qatar:
D Ring Road, Al
Qayed Building PO
Box 24788
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T: +974 4464 7678
F: +974 4466 7802
[email protected]
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IMPORTANT INFORMATION
The following Services inside your stand are exclusive by QNCC; On-Stand Catering Service
Form, Rigging, IT & Telecommunications Services, Security, Water & Drainage.
Please check your contract to see which below listed option you registered for…
Space Only Stands Specifications
This is an empty location with no carpet, furniture, panels or electricity. It is compulsory to
order electricity connections to your stand, Please complete order form for Electricity &
Lighting.
Important Notice:
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Maximum Height – 6m in the main hall.
All Stands must include ramps accessibility.
To protect the exhibition floor all stands MUST be built on pvc plastic/carpet or
reinforced cardboard.
Check no part of your stand projects into/or overhangs on aisles or adjacent stands.
Make a proper finish for the back of your stand no matter what the height is.
Submit all drawings (only clear JPEG or PDF Files are accepted) of your stand for
approval atleast 3 weeks prior to official build up to:
Mr. Wissam Mourad,
Operations Coordinator
Ms. Xenia Jordan,
Operations Coordinator
M: +974 3386 3288
[email protected]
M: +974 5513 4509
[email protected]
Where no drawings and full calculations have been submitted and approved, stands will be
subject to an onsite engineering inspection and may be liable to adjustments on site. Stands
failing to comply with the Qatar National convention Center engineering requirements will be
closed or subject to on-site modification.
No part of any stand or exhibits including fascia, signage, lighting, corner posts or other
fittings should obscure any fire or exit signs. The back of your stand is not to interfere with
your neighbor in any way.
Fitted Shell Stand Specifications
This stand includes: panel boards, carpets, lighting, 13amp outlet,
name board, chairs, tables, lockable cabinets and shelves.
Stand Size
Up to 18sqm
19 to 27sqm
36sqm above
Furniture
3 chairs, 1 table, 1 cabinet
6 chairs, 2 tables, 1 cabinet
9 chairs, 3 tables, 3 cabinets
Please note the Organizers will not accept liability with regards to any contract entered into
between exhibitors and sub-contractors for the negligence or default of any such persons,
their servants or agents. The Organizers have appointed Official Contractors in order to
control the number of people working inside the QNCC. In order to fulfill safety requirements,
only the Organizers Official Contractors may carry out electrical installations in the duct.
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Fitted Shell Scheme Dimensions
250cm Height (Profile)
292cm Width (Fascia)
95cm Joint piece per Width
Build up dates
Build up is the time allocated to exhibitors to move all goods/items into their stands and/or
construction of space only stands.
Space Only Exhibitor Timings
May 22 to 25
7am to 7pm
Fitted Shell Stand Exhibitor Timings
May 24 to 25
7am to 7pm
Breakdown
Breakdown is the time allocated to exhibitors to remove all goods/items from their stands
and/or the dismantling of space only stands
May 29
7am to 7pm
May 30
7am to 1pm
Items not removed by this time will be considered scrap and removed to a dumping site at
the exhibitors’ expense.
Exhibition Hours
Exhibitors are able to gain access into QNCC 1 Hour prior to the show opening.
Exhibition Hours
May 26 to 28
1pm to 9pm
Exhibitor Access
May 26 to 28
12pm to 9:30pm
Organizers Office
There will be a fully functional Organizers office on-site.
Build up
May 23 to 25
9am to 6pm
Operations
May 26 to 28
11am to 9pm
Breakdown
May 29 7am to 7pm
May 30 7am to 1pm
Aisle Space
No part of any stand or exhibit, including fascia, signs, corner posts, lighting or any other
fittings, shall project or overhang on the aisle, public area or adjacent stands. Neither should
they obscure any fire equipment or exit signs.
Aisles must be kept at a minimum width of 3 metres at all times. Any obstructions or noncompliant spaces will be removed or altered to meet standards.
Attachment to Surfaces
No attachments, fitting, or detachment is to be made to the interior or exterior walls, floors,
ceilings or pillars of the building. This includes any equipment or device whatsoever which
would be affixed to or be suspended from any structure of the building and includes
attachments that would damage any surface or structure in any part of the building.
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A pre and post site inspection to identify possible damages or cleaning requirements will be
conducted and any identified damages caused would be subject to additional charge.
Badges
In the interest of providing a safe and secure environment for all participants to enjoy, an
official exhibition badges must be worn at all times and must be clearly visible. Access to the
exhibition hall will be denied without the correct identification. The use of
Company/Corporate name badges is encouraged; however these must be worn in
conjunction with the official exhibition badge.
Please fill up order form 3 for your badges. Badges are expected to be worn during all
phases to the exhibition – build-up, exhibition days, and breakdown.
Banners and Signage
For the safety and convenience of all exhibitors and guests, permanent signage – directional,
emergency exits, restrooms and event space signage is found throughout the venue and may
not be blocked or covered.
Carpeting
Carpeting will be provided to all fitted shell and shell scheme stands. Please note space
only stands do not have any carpet.
If you require carpet or a specific color a variety of colors are available at an additional cost,
please complete order form 6.
Cleaning
The organizers are responsible for general cleaning all halls (aisles & rubble placed in aisles).
Cleaning of exhibits and exhibitor’s furniture is not included. Exhibitors are responsible for
cleaning their own exhibits, furniture and stand. Please note all rubble is to be put in the
aisle, the cleaners will in turn remove this.
Contractors, Sub-Contractors, Suppliers and Staff Guidelines
All Suppliers and their sub-contractors working at QNCC are required to comply with the
Centre!s safety, health and environmental procedures and guidelines, conducting work in a
safe manner and not placing themselves or others at risk.
The following procedures and requirements are to be adhered to by Suppliers, Contractors,
Sub-Contractors and their employees at all times during the Build up and Breakdown:
1. Familiarization with the fire and emergency procedures established at the Centre.
2. Only designated service entrances, lifts and loading dock are to be used for the
transportation of staff and materials.
3. All attire worn by contractors, sub-contractors and their employees must have
visible company identification. These can be in the form of high visibility vests or
uniforms.
4. All persons must wear covered footwear. No thongs, sandals or open-toed shoes
are allowed.
5. Alcohol is not permitted in the work areas and no one is allowed to work while
under the influence of drugs or alcohol.
6. No persons under 18 years of age are permitted to enter or work on the
premises.
7. All contractors, sub-contractors and their employees must provide their own tools
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8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
and equipment and these must be in a serviceable condition and appropriate for
the task for which they are to be used. The Centre!s equipment cannot be used
unless prior approval has been obtained.
Proper scaffolding, including ladders and work platforms, must be used for any
construction activities within the venue hall and must comply with the relevant
safety and health regulations.
All contractors, sub-contractors and their employees are strictly prohibited from
using the guest toilet facilities or loitering in the guest areas.
Smoking is not allowed at any time in the Halls and associated work areas.
No consumption of food items is allowed either at the “back-of-house” service
areas and/or in the public spaces.
Contractors and sub-contractors must not damage the Centre!s building or any
part thereof and cannot make any alterations to the structure of the building.
No attachment, fitting or detachment is to be made to the interior or exterior walls,
floors, ceiling, or pillars of the building. This includes any equipment or device
whatsoever which would be affixed to, or suspended from, any structure of the
building, and includes attachments that would damage any surface or structure in
any part of the building. A pre and post site inspection to identify possible
damages or cleaning requirements will be conducted and any identified damages
caused will be subject to additional charge.
Contractors and sub-contractors will ensure the removal of all debris, rubbish and
packing materials from the premises.
It is the responsibility of contractors and sub-contractors to apply for all the
necessary permits with the local authorities before commencing work at the
Centre.
All work performed by contractors and sub-contractors in the Centre must be
carried out in a manner which minimizes the risk of harm to their employees and
those of other contractors.
All contractors, sub-contractors must wear a pass supplied by the Event
Organizer at all times when entering the Centre.
Overnight accommodations are prohibited on the venue.
Non-compliance on the above will result in the offender being prohibited from working in the
Centre. The Centre reserves the right to add and change any of the procedures and
requirements at any time.
Official Contractor
Mr. Rabieh Atwi,
Executive Manager
Mr. Walid Yehia,
Operations Manager
Ms. Agnes Castro,
Executive Secretary
M: +974 3335 6250
[email protected]
M: +974 3319 5619
[email protected]
T: +974 4464 7678
F: +974 4466 7802
[email protected]
Deliveries
Access to the exhibition hall is via the loading dock. The service road is a one-way road and
is deemed a tow-away zone to ensure continuous and clear flow of traffic.
The loading dock is a restricted parking area and parking notices will be issued to ensure a
clear flow of traffic is maintained during move-in / out periods. Once exhibit materials and
equipment is un/loaded, vehicles must be moved immediately. The maximum stand time
allowed is 20 minutes. A dock controller will be on duty to control dock movement for both
move-in / out phases of an exhibition. Vehicles are not permitted to park on the dock for
extended periods without the permission of the Loading Dock Master.
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In the absence of the exhibitor/Exhibitor Appointed Correctors, QNCC will not accept
delivery of any goods on behalf of exhibitors, nor will there be any responsibility taken for the
safety of any such items delivered to the venue.
Arrangements must be made for a company representative to be available when deliveries
are made.
For deliveries outside the QNCC’s operational hours, clearance must be obtained from the
exhibition organizer and the QNCC.
For deliveries during the exhibition’s operational hours, clearance must be obtained from the
exhibition organizer in cooperation with the QNCC. A suitable access time must be
arranged, as loading dock access is strictly controlled. A representative from the receiving
exhibit must be present to receive the delivery and should there be any delivery charge
payable either at the time of delivery or post-delivery, this must be settled by the receiving
exhibit.
It is the exhibitor’s responsibility to provide detailed data for trucks/vehicles entering the
loading dock for un/loading purposes. This data should include:
• Truck/Vehicle size
• Registration number
• Name of driver
• Driver’s Qatari ID number
• Dates and times of delivery
• Size/weight of delivery
Electricity
Electricity supply in QNCC is 220 V at 50 Hz. Plugs with three square pins are in use. An
adapter to connect appliances and/or transformer is needed. Exhibitors are advised to bring
their own electrical adaptors if required.
The QNCC is the exclusive provider of electrical services within the venue. This includes all
exhibit halls, meeting rooms, public areas, and exterior areas. All requirements to install,
connect, repair, alter, or distribute power for electrical and lighting are to be completed by
QNCC electrical services personnel. Material and equipment provided by the QNCC shall
remain the property of the QNCC.
The client’s representatives and/or contractors must not interfere or make any alterations to
the power supply or electrical systems already installed inside the venue facilities at any time
without prior authorization from the Building Services management team. Electrical
installation throughout the Qatar National Convention Centre is based on current British
standards, and such that it is a requirement that any wiring installations for exhibitions,
shows and stands be inspected, tested and certified by a suitably qualified electrician after
each assembly on site. The Hirer MUST therefore ensure that this takes place and that the
Centre’s Event Manager is provided with a signed Electrical Test Certificate before the event
commences.
QNCC reserves the right to inspect and where deficiencies are identified will request that the
client ensure these are rectified satisfactorily. In the event that assistance is required from
our Building Services team, this will be chargeable direct to the client.
The Electricity fees are as follows:
32 Amps Three Phase cost (before 30 days)
32 Amps Three Phase cost (on site orders)
Shell Scheme additional socket (30 amp single phase)
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QR 3,400.00
QR 4,500.00
QR 150.00
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Orders will not be processed unless full payment is received prior to build up
A 20% surcharge will be added to all orders received after April 17, 2014
Please contact the Official Contractor:
Mr. Rabieh Atwi,
Executive Manager
Mr. Walid Yehia,
Operations Manager
Ms. Agnes Castro,
Executive Secretary
M: +974 3335 6250
[email protected]
M: +974 3319 5619
[email protected]
T: +974 4464 7678
F: +974 4466 7802
[email protected]
Emergency Preparedness
Any exhibition materials used in stand construction or display purposes must conform to the
following standards:
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Non-combustible and inherently non-flammable material
Durable flame proof fabric
Self-extinguishing plastic
Flame proof fabric
Exhibitor’s/ Non-Official Contractor
Non-official contractors who are being engaged by the Exhibitors are required to submit an
Unconditional Performance Bank Guarantee (Performance Bond) from accredited bank in
Qatar to Top Solutions Qatar for each and every stand they are enhancing/constructing.
Per Square Meter
QR 250.00
Please note: Exhibitors who could not submit a valid performance bank guarantee will not be
allowed to construct their stands.
Please contact the Official Contractor:
Mr. Rabieh Atwi,
Executive Manager
Mr. Walid Yehia,
Operations Manager
Ms. Agnes Castro,
Executive Secretary
M: +974 3335 6250
[email protected]
M: +974 3319 5619
[email protected]
T: +974 4464 7678
F: +974 4466 7802
[email protected]
Floor Loadings
All floor areas within the QNCC have specified loading limits per square metre. Any
equipment or items to be displayed, or used during an event weighing more than the
specified limit must be assessed prior to the item or equipment being positioned.
Hanging Signs and Graphics
Whether suspended from above or supported from below, they should comply with all
ordinary use-of-space requirements. The height point of any sign in any stand should not
exceed the maximum allowable height for that type of stand. Hanging signs and graphics
should be set back a minimum of five feet from adjacent stands and aisles. Multi- sided signs,
projection screens or logos may not face an adjacent stand. This will include back walls, side
panels, headers and towers.
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Hard Hats
All contractors/sub-contractors and other employees must wear hard hats during the build-up
stage of an exhibition, as well as during the breakdown stage. Where there is a risk of falling
objects during build up & breakdown of events then hard hats must be worn. This must be
reflected in the risk assessment provided to the HSE department.
High Visibility Safety Vests
Exhibitors requiring access to the exhibition hall and loading dock areas during build up/
breakdown must wear a high visibility vest. Closed toe shoes must also be worn during the
build up period.
Insurance
All stand contractors shall be covered by the 3 rd party liability of not less than QR 1 million
for each claim. Exhibitor’s/Non-official contractor who have chosen an enhancement and
special stand decoration must provide 3rd party liability from accredited national insurance
companies in Qatar submitted to Organizer.
Each exhibitor is responsible for public liability insurance against injury to the person and
property of theirs and insuring their exhibits and merchandise against the damage or loss to
and from the exhibition and insuring the exhibition. Exhibitors should contact their insurance
broker to include, or add a rider to their existing insurance policy to cover their exhibit and
exhibit materials and equipment. Exhibition Management and the QNCC, the designated
contractors nor any of their staff assume responsibility for damage or theft or an exhibitor!s
exhibit, product or property. Each exhibitor must return to exhibition management a copy of
their certificate of insurance to document their coverage.
Exhibitors are advised to insure their stand and contents for the exhibition. Remember that
any damage caused to the exhibition hall itself by you or your contractors is your
responsibility. You shall be charged for any damage that you make. Exhibitors are also
advised to ensure that any subcontractors employed on the company!s behalf have adequate
public liability cover.
As mentioned above should be for public and employer liability.
Line of Sight
All exhibitors are entitled to a reasonable line of sight which varies by stand size and location.
Display materials should be arranged in such a manner so as to not obstruct sight lines of
neighboring exhibitors.
Loading and Unloading
All loading and unloading of exhibit materials and equipment shall be through designated
loading docks and freight doors. The main guest entrances are not available for this purpose.
The only exception will be for small, boxed, hand- carried exhibition materials and equipment.
Load-out will not begin until the designated time approved by the Exhibition Organizer. The
loading dock bi-fold doors will not open until the advertised time or when determined by
Exhibition Organizer.
The loading dock master designates load in/out entrances. All load in/out is through the
loading dock. Access through front of house for build up and breakdown is not permitted.
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Exhibitor appointed contractors and/or exhibitors will be held responsible for any damage to
the venue due to load in/out.
Loading and Unloading Tariff
Please find only the Official Contractor is allowed to operate in the loading dock kindly find
below tariff for your reference:
Per 3 ton Truck
Per 5/7 tons Truck
Per trailer
Per 40” Container
QR 1,200.00
QR 2,200.00
QR 4,800.00
QR 6,000.00
Please contact the official contractor:
Mr. Rabieh Atwi,
Executive Manager
Mr. Walid Yehia,
Operations Manager
Ms. Agnes Castro,
Executive Secretary
M: +974 3335 6250
[email protected]
M: +974 3319 5619
[email protected]
T: +974 4464 7678
F: +974 4466 7802
[email protected]
Loading Dock
The Loading Dock is primarily for the use of exhibitor appointed contractors, exhibitors and
official exhibition contractors during build up and breakdown.
Traffic marshaling will be in place for un/loading. The QNCC has Ten [10] Loading Bays. The
loading dock operates a clock-wise one-way service road system, with access from the East.
The venue has manned vehicle checkpoints to monitor access, assisting in the orderly flow of
traffic into the Exhibition halls.
QNCC building security provides control at the entrance of the docks from build up to
breakdown, beginning when the exhibitor appointed contractor arrives and continuing until
move-out is completed. It is a condition of entry to all persons who require access to the
loading docks that vehicles, equipment and personal belongings may be randomly searched
by QNCC Security upon entering and exiting the loading docks
Upon request, all drivers of vehicles wanting to gain access to the loading dock must present
their photo ID card/pass/Qatari driving license and the valid mobile number to QNCC Security
to verify their identity.
Any person wishing to gain access to the loading dock outside of the scheduled operating
hours shall notify the QNCC through the Exhibition Organiser at least 6 hours in advance.
There is no parking available to contractors or exhibitors on the loading dock during the build
up, operation and breakdown of an exhibition.
Access into the exhibition halls for build-up, operation and break-down will be via the loading
dock only, unless permission has been granted by the QNCC management. Under no
circumstance should event materials and equipment be moved in or out via the front of house.
Exhibitors/contractors shall be allocated times by Loading dock services in order to alleviate
any traffic challenges
A 20-minute un/loading limit applies to all vehicles in this area. Times for larger vehicles are at
the loading dock masters discretion.
All vehicles left in the loading bay beyond the posted times are subject to towing and the
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owner will pay for the towing cost. Exhibitor appointed contractors and official exhibition
contractors should make arrangements with the loading dock master for extended load-in and
load-out times.
Parking is not available anywhere on the loading dock. All contractors | exhibitors are to
un/load their vehicle, and then remove the vehicle to the nearest car park before exhibitors
spend time arranging or setting up their stand
Vehicles involved in un/loading shall display the un/loading pass on the dashboard of the
vehicle at all times during the build up/breakdown phases with the mobile number visible in
case of an emergency
Exhibition porters shall be available to un/load exhibition materials and equipment,
transporting it to the designated exhibition stand. The arrangements need to be done prior to
the start of the un/loading.
Access to the exhibition halls via the bi-fold doors during operational hours is strictly
prohibited once the exhibition is in progress.
QNCC trained staff only allowed to operate the Loading Dock Doors.
Move-out/Breakdown Instructions
Exhibitors are not permitted to dismantle any part of their exhibit before the official closing
time on the last exhibition day. Empty crates or boxes and cartons that have been stored
during the exhibition will be delivered to your stand at the official close of the exhibition once
the aisle carpet has been removed.
Breakdown of exhibits shall not commence before the official close of the exhibition. All
vehicles shall report to the holding area. Exhibits should be broken down and be ready to load
before the vehicle enters the loading bay.
All exhibitor materials must be removed before the published time of the last breakdown date.
Any material not removed from the QNCC by that time will be transferred to storage and
shipped at the exhibitor!s expense.
Official Opening
The official opening will take place on the first day of the exhibition on 26 May at time. If you
would like invitations please complete order form 4.
Parking
A multi-purpose car park is located to the west of the QNCC and can accommodate up to
3,200 cars, 20 buses and 40 taxis. Designed as a transport hub, the car park offers access
from both the north and south. Parking for the physically challenged is available throughout
the car park.
Photographer
The organizers have exclusive rights to take photographs and/or film of the exhibition and/or
individual stands. The exhibitor may only take photographs of their own stand.
Power
Standard 240-volt power is supplied to your exhibit. 3-phase power is available if required.
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Power requirements over the standard voltage and/or 3-phase are available upon request.
It is highly recommended that equipment sensitive to supply fluctuations be protected with
appropriate surge protection equipment to eliminate any disruption to your exhibit.
Please contact the official contractor:
Mr. Rabieh Atwi,
Executive Manager
Mr. Walid Yehia,
Operations Manager
Ms. Agnes Castro,
Executive Secretary
M: +974 3335 6250
[email protected]
M: +974 3319 5619
[email protected]
T: +974 4464 7678
F: +974 4466 7802
[email protected]
Public Address System
The PA System will only be used for organizational and emergency announcements.
Rented Furniture and Items
Exhibitors are reminded that all items on hire remain their responsibility until collected by the
Official Contractor. Any losses or damages will be charged to the Exhibitor.
Rubbish
No hazardous waste is allowed to be thrown inside the skip or to be placed around the skip
such as paint thinner, glasses etc. No bulk wood or metal rod should be thrown inside the
skip or to be placed around the skip. Failure to comply with this procedure shall render the
exhibitors liable for the cost by the Official Contractor
Security and Safety
Every reasonable precaution is taken to ensure the safety and security of personnel and
equipment through twenty-four [24] hour, seven [7] day a week building perimeter and internal
patrols. The QNCC shall not accept any responsibility whatsoever for any injury, loss or
damage or any consequential losses which may befall exhibitors and/or contractors and their
property.
Exhibitors must make provisions for the safeguarding of their exhibition materials and
equipment at all times. Everyone is to remain security conscious and avoid leaving bags,
purses, laptops or any easily moveable personal belonging unattended at any time
Exhibitors are warned not to leave their stands unattended at any time when the exhibition
halls are open, especially during the breakdown phase of the exhibition.
Whilst every reasonable precaution is taken, fischerAppelt, qatar and the QNCC accept no
responsibility for any loss or damage occurring to persons or property at the exhibition.
Safety and security is everyone!s responsibility.
The following tips will assist in our security efforts:
• Exhibitors must obtain appropriate badges at Exhibitor Registration
• Exhibitor badges must be worn at all times to gain admittance to the exhibition
• Contractor passes must be issued to all contractors during the move-in/out phases and
shall be worn, clearly visible at all times
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Lost or Stolen Bank Cards In case you lose any bank or credit cards, it is important to
immediately contact either the bank or the credit company involved in order to block your
cards
Lost or Stolen Passport In case your passport is either lost or stolen, it is important to
immediately contact the police and to ask for a theft notification. Then, you must contact your
embassy or consulate, with the theft notification, in order to have a new passport prepared.
Hall security and individual stand security is the responsibility of Exhibition Organizer and the
Exhibitors.
Shell Scheme
Exhibitors may affix direct to the shell scheme walls just with double-sided adhesive tapes
(Eurocel Sicad Group – yellow) or similar, provided that such material will not damage the
panels. Any additional materials not similar on the same will be removed. Exhibitors are to
adhere to this rule strictly as penalty will be imposed accordingly should any exhibitors
found to ignore this rule.
Subletting, Transferring/disposing of Exhibition Space
The Exhibitor must not transfer, dispose or otherwise sublet the whole or any part of his
exhibition space, whether for financial considerations or free of charge, without prior written
consent from the Organizers.
If the Exhibitor is an agent, distributor or licensee, he must state this, at the time of signing
the Space Contract Form, the names of the principals to be represented.
This does not prohibit an Exhibitor from displaying the products of a principal for whom he
becomes an agent, distributor or licensee after the Space Contract Form has been signed,
on condition that he receives the written permission from the Organizers.
Venue
The Exhibition will be held at :
Qatar National Convention Centre
Education City, Doha - Qatar
PO Box 34195
T: +974 4470 7000
F: +974 4470 7003
For further information on the venue, please visit the website: www.qatarconvention.com
The QNCC is located in Education City. Access to the QNCC will be strictly controlled and
only accredited participants will be able to enter the venue.
Wi-Fi
The QNCC is wi-fi enabled and Internet access is free of charge up to 1MB.
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Appendix A
QNCC Service Order Forms
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Appendix B
Shipping Guidelines
and
Freight Handling Tariff
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Thank you for taking time to read through & respond
to the forms in this manual.
Your full knowledge will ensure that you & your
company have a hassle-free & productive experience
at the exhibition.
We wish you the best of luck at QITCOM 2014
Conference & Exhibition!
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Thank you!