Exhibition Manual Complete Guide Managed by
! ! 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. ! ! 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. ! ! ! ! ! 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] ! ! ! ! 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 ! ! 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 ! ! 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 ! ! ! ! ! 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 ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ! ! ! ! ! ! ! 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 ! Company Stand No Completed By Date E-mail Tel no ! ! ! 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. ! Title Exhibitor Name Position Mobile ! ! Company Stand No Completed By Date E-mail Tel no ! ! Email Address ! ! 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. ! Email Address: Contact Person: ! 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. ! ! ! ! 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.! ! 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 ! ! M: +974 3386 3288 [email protected] M: +974 5513 4509 [email protected] ! ! 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 2 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 ! ! M: +974 3319 5619 [email protected] ! ! 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 ! 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 ! 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 ! ! 35 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 ! ! ! ! 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 ! ! ! ! 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” ! ! Shell Scheme Counter Glass Rectangle Coffee Table Flat Shelf White Laminated 104x30 ! ! 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 ! ! ! ! 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 ! ! M: +974 3335 6250 [email protected] M: +974 3319 5619 [email protected] T: +974 4464 7678 F: +974 4466 7802 [email protected] ! ! 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. ! Visas & Travel All visitors to Qatar need a valid entry visa, which can be obtained through the respective hotel the exhibitor, is staying at. • 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 • • 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. ! ! ! ! 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. # # # # 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 ! ! M: +974 3386 3288 [email protected] M: +974 5513 4509 [email protected] ! ! 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 ! 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 ! ! M: +974 3386 3288 [email protected] M: +974 5513 4509 [email protected] ! ! 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) ! Please note: # # ! ! # 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 ! ! T: +974 4464 7678 F: +974 4466 7802 [email protected] ! 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: # # # # # # 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. ! ! 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. ! ! 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 ! ! 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. ! ! 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) ! QR 3,400.00 QR 4,500.00 QR 150.00 ! 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: • • • • 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. ! ! 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. ! ! 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 ! ! 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. ! ! 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 ! ! 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. ! ! Appendix A QNCC Service Order Forms ! ! Appendix B Shipping Guidelines and Freight Handling Tariff ! ! 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! ! ! Thank you!
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