EXHIBITOR MANUAL
17/18 April 2015
Sirimavo Bandaranaike Memorial Exhibition Centre,
Colombo, Sri Lanka
ENERGY SRI LANKA 2015
FOREWORD
Welcome to Energy Sri Lanka 2015
Dear Exhibitor,
To ensure your participation at the show goes as smoothly as possible, please take some time to read
this Manual and provide us with the information requested. This is particularly important in terms of:
1.
2.
3.
4.
Exhibitor badges required.
Fascia (nameboard) text.
On-stand extras.
Custom stand design/build (please note, there are strict guidelines that must be adhered to in this
regard).
5. Power requirements (note, this is for self-build, i.e. non-shell scheme, stands ONLY).
6. Catalogue listing.
Please take extra care to ensure all your relevant deadlines are met, as we cannot be held responsible
for any problems, difficulties, additional costs, errors or in-admissions if information is not supplied in a
timely fashion.
For your own records, we recommend that you take a copy of any orders you submit, and bring these
with you to the exhibition for reference.
Eurasia Media Group wishes you great success with your participation at this year’s show.
Yours sincerely
Paul Murphy
Operations & Logistics Director – Energy Sri Lanka 2015
www.energysrilanka.com
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ENERGY SRI LANKA 2015
KEY FACTS
Exhibition address:
Sirimavo Bandaranaike Memorial Exhibition Centre, Bauddhaloka Mawatha, Colombo 07, Sri Lanka
A full venue and map is available on www.bmich.lk
Build up
15 April: 8.00am – 16 April 8.00pm – space only stands
15 April: 12:00pm – 8:00pm – shell scheme stands available
15 April: 3.00pm onwards – extras delivered to shell scheme stands
Exhibition opening times:
17 April : 10.00am – 7.00pm
18 April: 10.00am – 7.00pm
Break down:
18 April : 7.30pm - 19 April 8.00pm
KEY DEADLINES
All information required here is for YOUR benefit. Please help us to help you by supplying Energy Sri
Lanka with the relevant information on or before the deadline date issued here. Please note, Eurasia
Media Group will accept no liability for any increased costs or lost opportunity if the deadlines are not
met on time.
CUSTOM STAND DESIGN PLANS/VISUALS
3 April 2015
CATALOGUE ENTRY INFORMATION (ALL EXHIBITORS)
20 March 2015
EXTRA SERVICES/EQUIPMENT FOR STANDS (SHELL SCHEME AND SPACE ONLY STANDS)
27 March 2015
NAMEBOARD TEXT SUPPLIED TO ORGANISER
3 April 2015
NUMBER OF EXHIBITOR BADGES REQUESTED
4 April 2015
We CANNOT guarantee the provision of any services that are requested after the above deadlines,
although Eurasia Media Group will assist where possible.
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GENERAL INFORMATION
EXHIBITOR BADGES
Exhibitor badges should be ordered by sending an email to [email protected] by 4 April 2015.
All members of the Exhibitor’s staff must wear an Exhibitor Badge while in the Exhibition Hall and will be
required to show it to security staff to gain entry to the hall. Exhibitor Badges will not be sent out prior
to the show, but can be collected on site from the registration area on Move-In Day (15 April) or Day 1 of
the event (17 April).
BUILD-UP/BREAK-DOWN & OPENING TIMES
Exhibitors and their Contractors will have access to the designated exhibition areas during the times
given in the KEY FACTS page of this manual.
CATALOGUES/PROMOTIONAL MATERIAL
Only self-promotional material may be carried on stands.
No group catalogues or other advertising carrying material may be present on site without the express
permission of the official media partner.
It is also expressly forbidden to carry event guides for stand groups or display any materials pertaining
to exhibitions elsewhere, unless given specific license to do so by the exhibition organisers, Eurasia
Media Group.
CATERING
Mt Lavinia Hotel Catering Service is the official caterers to the BMICH. Besides “The Sovereign”, KFC,
Pizza Hut, McDonalds and Dominos Pizza are approved caterers, who are permitted to sell food on-site.
No permission will be granted to any other party to sell or supply food items within the premises of the
BMICH.
DELIVERY ADDRESS
The Organisers will not sign for, nor be responsible for packages delivered to unmanned stands.
Deliveries to the Event should be sent via the Official Freight Forwarders .
FPS LogoFamous Pacific Shipping Lanka (Pvt) Ltd.
No. 07 Cambridge Terrace, Colombo 07, Sri Lanka
Contact: Mr M F Ibrahim
Email: [email protected]
Mobile: 94 77 7579473
Tel : + 94 11 2663700 – 99
Fax: + 94 11 2689520 & 2689521
Please note: The Organisers accept no responsibility for any contract entered into with a shipping agent.
Exhibitors are invited to use any of the above services, but do so on the understanding that they are
solely responsible for any of the arrangements they make.
DILAPIDATIONS
During the build-up, open days and pull-out periods, Exhibitors MUST NOT undertake any activities
that could cause damage to the Exhibition structure (e.g. walls and floors) or any part of the fixtures
and fittings that form part of the Exhibition Complex. If any Exhibitor does not comply with this and
damage or soiling results for which the Organisers are charged, this charge will be passed on to the
Exhibitor concerned, or it will be deducted from the BOND paid by space-only stands.
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DISMANTLING/ REMOVING EXHIBITS
Exhibitors are reminded that they must not dismantle their stands or remove exhibits before the
official close of the show. Security staff will be under instruction to stop Exhibitors taking exhibits out
of the hall before this time. Exhibitors should remove all graphics or display materials attached to
their booth walls before closure of the Exhibition Hall on 18 April 2015 as stand structures may be
dismantled overnight.
ELECTRICAL CONNECTIONS
Shell scheme booths
Each 3 x 3 metre stand unit is supplied with 2 spot lights and then according to the size of the stand,
an additional 2 spotlights for every 9 square metres, together with one power socket per 9 square metres.
Any additional lighting and power requirement can be ordered by emailing [email protected]
Space only stands:
NO electric is included in the contract. This MUST be ordered by March 27 2015 by emailing the form
attached in this document to [email protected] with full details of the request.
If you would prefer to pay by credit card or bank transfer, please advise when making your request.
EVENT GUIDE
An Event Guide will be published and made available to all exhibitors and visitors to Energy Sri Lanka
FREE LISTINGS include:
a. Full contact details
b. Up to 50 words of company description.
Deadline for submission is on the KEY DEADLINES section of this manual. Please note, responses
received after this deadline cannot be guaranteed for entry.
Entries must be submitted by email to [email protected] stating CATALOGUE ENTRY
Entries will NOT BE CONSIDERED if supplied by fax.
If supplying by email, the following information is requested:
Company name:
Stand Number:
Address:
Tel:
Fax:
Email:
Website:
Company profile (Max 50 words):
FIRE RISK
Exhibitors must ensure that all materials used in the construction of stands, exhibits, furniture, textiles,
drapes, table coverings and artificial flowers etc; on their stand satisfy the Organisers/Venue
Management regarding resistance to flame/fire. The Organisers/ Venue Management reserves the
right to remove any item that does not meet statutory requirements or which in their opinion
constitutes a hazard. Failure to comply with this requirement could lead to stand closure.
FLIGHTS
Bandaranaike International Airport (CMB) at Katunayake, Sri Lanka, is 30 kilometers north of the island
nation’s capital of Colombo.
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HEALTH & SAFETY
Children under the age of 16 are not allowed into the exhibition areas during the build-up and pull
down periods. The Organisers reserve the right to refuse entrance or remove any exhibit the
character of which, in the opinion of the Organisers and/or the Venue, is unsuitable or unsafe for the
site allocated to the Exhibitor, or might constitute a health & safety hazard.
HEIGHT RESTRICTIONS
Subject to approval in writing, exhibitors on all centrally located stands (not on the hall’s perimeter
walls) are free to build to a height of not greater than 5.5 metres. All stand designs must be submitted
to the organisers by 3 April 2015 for approval.
INSURANCE
Whilst every reasonable precaution is taken, the Organisers expressly decline responsibility for any
loss or damage which may befall the person or property of the Exhibitor from any cause whatsoever
(see relevant section of the Rules and Regulations). Exhibitors are reminded that they are responsible
for effecting insurance cover in respect of:
a) Legal liability for damages and claimant’s costs and expenses arising out of death, bodily injury,
disease, illness or nervous shock sustained by any person or loss of or damage to property arising in
connection with the event. A limit of not less than £1,000,000 must be in force.
b) Loss of expenses directly incurred in connection with the event as a result of cancellation,
abandonment, postponement, curtailment, failure to vacate, late or non-arrival of exhibits arising from
a cause beyond their control. Expenses include stand/space charges, transport, cost of installing
stands/fittings and services, deposits paid for accommodation, advertising, printing and the like.
c) Loss of or damage to exhibition property whilst at the venue and during build-up, pull-out and direct
transit to and from the venue. Property includes exhibits, stands, display materials, hired furniture,
equipment and all other property brought onto the stand for the purpose of the event.
Please Note: The Organiser shall not be held responsible for the loss or damage to any property of
the Exhibitor or any other person caused by theft, fire, defect in the Exhibition Halls, storm, tempest,
lightning, national emergency, civil unrest, war, labor disputes, lockouts, explosions, acts of God and
general cases of force majeure whether or not ejusdem generis with the foregoing or any cause not
within the Organiser’s control or for any loss or damage sustained in the event that the opening or
holding of the Exhibition is prevented, postponed or abandoned or if the Hall becomes totally or partially
unavailable for the holding of the Exhibition due to any of the foregoing causes. The Exhibitor shall
indemnify and hold the Organisers safe and harmless from all loss and damage to person or property
and all claims arising out of the Exhibitor’s stand fittings and for the Exhibitor’s portion of the shell
scheme and for any loss or damage to the basic shell scheme stand. The Exhibitor is advised to take
out insurance cover for the purpose of indemnifying the Organisers as aforesaid and also to cover itself
all risks in respect of the Organiser is expressed not to be responsible in these conditions. Exhibitors
should contact their own insurance company/agent to check they have suitable cover.
NAME BOARDS
On Shell-Scheme Stands, the fascia panel will carry a Name Board sign with the Exhibitor’s name
and stand number. The wording for the Name Board sign should be pre-ordered by email to
[email protected] Please refer to the KEY DEADLINE section of this manual for
submission dates.
If any Exhibitor does not return the form, the name that appears on the Exhibitor List will be used on
the name panel.
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ENERGY SRI LANKA 2015
Please Note: No name boards or stand number signs are provided on SPACE-ONLY SITES.
Build-up for space only stands can take place from 08:00 on the 15 April to 20:00 on the 16 April only.
It is the responsibility of the exhibitor to ensure that all stands are finished on time.
ONSITE ACCESSORIES - FURNITURE & FITTINGS
To order any additional onsite extras for Energy Sri Lanka please complete and submit the Stand
Accessories Order Form which is available in the “Downloads” section of the website.
RESTRICTIONS
The following are strictly prohibited: The drilling of holes or the use of screws, nails, paint or glue on
Shell-scheme panels, furniture or carpet. The use of banners/signs/flags outside the designated stand
area without the prior permission of the organisers. The distribution of advertising leaflets/materials
from anywhere else other than the designated stand area. The use of naked flames in any on-stand
display. Loud noise or music.
REMOVAL AND SAFE DISPOSAL OF RUBBISH
Exhibitors and their agents/contractors are responsible for the disposal of their own rubbish during the
build-up and pull-out periods. All unwanted materials and waste used for stand build must be removed
from the Hall and surrounding grounds by 20:00 on 16 April 2015. Following the break-down of all stands
at the close of the event, all unwanted materials and waste from stands must be removed from the Hall
and surrounding grounds by 5 pm on the 19 April 2015. Exhibitors and their contractors are reminded
that the safe and legal disposal of all unwanted materials is their personal responsibility and that failure to
comply with this requirement will result in a US$500 fine for any exhibitor not adhering to this directive.
PLEASE MAKE SURE THAT ALL YOUR REPRESENTATIVES ARE MADE AWARE OF THIS REQUIREMENT
RULES & REGULATIONS
Exhibitors must comply with the Organisers’ Rules and other accepted Rules in respect of Exhibitions
generally, and must also agree not to cause nuisance that may detract from the ability of other
Exhibitors to carry on normal business with visitors. Stands must be manned at all times during
Exhibition open hours.
SECURITY
Exhibitors and Contractors are advised to be attentive to matters of security. Particular care should be
taken of portable items such as tools, laptops and mobile phones. Hired furniture should not be
considered suitable for storing valuables. Exhibitors are advised not to leave their stand unattended
and to remove valuable portable items as soon as possible at the close of the Exhibition on the last day.
SHELL-SCHEME STANDS
Inclusive feature of the Shell scheme package is fully detailed on www.energysrilanka.com
SPACE-ONLY SITES
• No facilities or services are provided on Space-Only sites. Your electricity supply MUST be preordered as explained earlier.
• Any stands with sides ‘open’ to aisles should be kept that way. However, Exhibitors are permitted
to erect a partition wall or partial wall to an open side provided the height of the wall or partial wall
does not exceed 1.5 metres in height.
• Exhibitors must arrange for the fitting of dividing walls and other items in addition to the supply
of material needed to construct their stand. Any furniture, fittings, additional electrics, etc can be
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ordered separately by contacting the organisers. Any exhibitor wishing to use their own non-official
contractor for the building of their stand should obtain consent from the Organisers and pay the
refundable BOND as outlined in the KEY DEADLINES section of this manual.
• All electrical connections must be carried out under the supervision of the main on-site electrical
contractor.
• PLEASE NOTE: During Build-up periods, all aisles must be kept clear of tools, construction materials,
packing cases, etc.
STAND DESIGN & CONSTRUCTION
All non-Shell-Scheme Stand designs must be approved by the Organisers prior to build-up. A design
visual must be sent to [email protected] by . Failure to submit any stand design to the
Organisers may result in the stand being dismantled. Please note the maximum height permissible is
5.5 metres.
SUB-LETTING
The sub-letting of stands is not permitted at Energy Sri Lanka 2015.
Any additional companies represented by Local Agents must be advised to the Organisers when a
reservation for Space is made. Any additional companies represented on site must be declared at this
time and in certain cases a charge will be made for this privilege.
SPONSORSHIP OPPORTUNITIES
There are numerous sponsorship opportunities available at the Event. If you would like to discuss any of
these, please email [email protected]
TICKETS
Personalised ‘Visit us on Stand XXX’ Admission tickets for visitors will be emailed to all exhibitors in
pdf format closer to the show. Visitors can also register on line and will be sent tickets by email.
VISAS
Please email [email protected] if you require assistance with Visa applications. All
Exhibitors’ staff and representatives travelling to the event must be in possession of a valid passport/
travel documents with a minimum validity of six months beyond the period of intended stay.
VISITOR RESTRICTION
CHILDREN UNDER THE AGE OF 16 ARE NOT ALLOWED INTO THE EXHIBITION AREAS DURING THE
BUILD-UP AND BREAK-DOWN PERIODS, AND DURING THE EXHIBITION MUST BE ACCOMPANIED BY AN
ADULT.
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RULES & REGULATIONS
1. Definitions
In these Rules the following definitions apply:“the Booking Form” means the Organiser’s form of agreement for the allocation of a stand at the
Exhibition; “the Contract” means the agreement made between the Exhibitor and Eurasia Media Group
for the allocation of a space at the Exhibition on the terms of these Rules;
“the Exhibition” means Energy Sri Lanka 2015; “the Exhibitor” means the person, firm or company
agreeing to take space or shell-scheme package at the Exhibition under a Contract; “the Exhibitor
Manual” means this manual, produced by Eurasia Media Group in relation to the Exhibition;
“the Licence Fee” means the amount shown as the total price payable by the Exhibitor in the
Contract; “the Organisers” means Eurasia Media Group and Eurasia Media Group ltd
“these Rules” includes the provisions set out in the Booking Form and the Exhibitor Manual;
“the Venue” means the Sirimavo Bandaranaike Memorial Exhibition Centre.
2. Regulations
The Exhibitor must comply with the requirements of all Local, County and other public Authorities and
where applicable with the Regulations issued by the Venue in force at the time of the Exhibition.
The Exhibitor undertakes to comply with the obligations and duties contained or referred to in the
Contract including (without limitation) those contained or to be contained in the Exhibitor Manual.
Exemptions from any of the Rules may be granted at the Organiser’s discretion. No exemption given
by the Organisers will be effective unless in writing.
The Contract comprises the terms set out in these Rules (including the Allocation Form and the
Exhibitor Manual) except as varied in writing signed by the parties.
3. Stand Allocation
(a) A stand will be held as let for 28 days after the date shown on the Invoice issued by the
Organisers for that stand, subject to these Rules. If the agreed payment schedule is not met, the
Organisers may allocate the stand elsewhere without notice to the Exhibitor.
(b) The Contract constitutes a licence to exhibit and not a tenancy. The Organisers reserve the right
at any time to make such alterations in the floor plan of the Exhibition as may in their opinion be
necessary in the best interests of the Exhibition as a whole and to alter either or both of the shape
and size of the space allocated to the Exhibitor. If, as a result, the space allocated to the Exhibitor
shall be reduced, a proportionate allowance will be made to the Exhibitor by adjustment of the
Licence Fee. No alteration to the space allocated will impose on the Exhibitor any greater Licence
Fee than that undertaken in the Contract. The Organisers further reserve the right at any time to substitute a different stand for the stand allocated .
(c) Allocation of space by the Organisers shall not imply that they accept the proposed exhibits, and
the Exhibitor must ensure that exhibits on the allotted stand comply with these Rules. The Organisers
reserve the right to exclude and/or require to be removed any exhibit which in their opinion is not
appropriate to the Exhibition. The decision of the Organisers as to the eligibility of the exhibits will be
absolutely final and binding.
(d) The Contract is personal to the Exhibitor and may not be assigned, subcontracted or sublet by
him. Neither may the Exhibitor, without having first obtained the consent in writing of the Organisers:(i) have or display on the stand or at the Exhibition, goods of any other person, firm or company; or
(ii) display or permit to be displayed on the stand or at the Exhibition the name or mark of any other
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person, firm or company or literature or other items relating to the goods or services of any such other
person, firm or company.
(e) Notwithstanding the allocation of a stand to the Exhibitor, the Organisers reserve the right to forbid
the Exhibitor to erect or occupy that or any other stand if, on the date of the opening of the Exhibition,
there is subsisting any material breach of the obligations of the Exhibitor under the Contract including
(without limitation) failure to pay any instalment of the Licence Fee or if there then remains outstanding
any notice served by the Organisers under Rule 5(b) or Rule 6.
4. Cancellation by the Exhibitor
The Exhibitor may, by not less than 30 days’ notice in writing, and sent by acknowledged email, to the
Organisers given to expire not later than the due date of an instalment, terminate its obligation to take
up the stand under the Contract and to pay that same instalment. The Organisers shall be entitled to
retain, or (if not already paid) require payment forthwith of the Deposit together with any other
installment due under contract.
5. Payment
(a) The Exhibitor shall pay the Licence Fee to the Organisers by the installments and by the dates set
out in the payment schedule on the Allocation Form.
(b) If the Exhibitor fails to pay any instalment on the due date for payment, the Organisers may at any
time thereafter either:(i) by notice to the Exhibitor declare the balance remaining unpaid of the Licence Fee
immediately payable, whereupon the Exhibitor shall pay such balance to the Organisers
forthwith on demand; or
(ii) terminate the Contract forthwith by notice to the Exhibitor served at any time after the due
date for payment.
(c) If the Organisers terminate the Contract under Rule 5(b)(ii), the Exhibitor shall pay to the
Organisers forthwith on demand by way of agreed liquidated damages for the loss of the Exhibitor’s
booking under the Contract (but without prejudice to the Organisers’ other rights hereunder) a sum
calculated as follows:(i) the Licence Fee less such parts thereof as may have already been paid to the Organisers;
and
(ii) interest payable under Rule 5(e);.
(d) If the Contract is terminated by the Organisers under Rule 5(b)(ii), the Organisers shall further,
against the sum payable under Clause 5(c), allow to the Exhibitor an amount equal to the net sum
received by the Organisers from the reallocation of the stand allocated to the Exhibitor (after the
deduction of all costs expended in relation to the reallocation of the stand) if such reallocation is made
to an intending Exhibitor not otherwise exhibiting at the Exhibition. This allowance shall not exceed
the balance of the Licence Fee unpaid and shall be allowed only after receipt by the Organisers of the
sums due under Rule 5(c).
(e) The Exhibitor shall pay to the Organisers on demand interest on all sums overdue, from the due
date for payment until actual payment is made, at the rate of 2% per annum over HSBC’s base
rate.
(f) The Licence Fee is inclusive of value-added tax, if applicable, and may be varied by the Organisers
at any time to take account of any increase or decrease in the rate of value-added tax applicable to
the Contract and payments to be made there-under.
(g) By way of security for any sums from time to time due hereunder to the Organisers from the
Exhibitor, the Organisers shall have a lien on all goods and other items of the Exhibitor from time to
time in the possession of the Organisers or under their control. The Organisers shall be entitled, after
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giving notice to the Exhibitor, to sell all or any such goods or other items and to apply the proceeds of
sale first in payment of the costs of sale and secondly in satisfaction or part satisfaction of such sums
and the Organisers shall account to the Exhibitor for any balance remaining of such proceeds of sale.
6. Breach of Contract
(a) Without prejudice to their rights under Rule 5(b), the Organisers may terminate the Contract
forthwith by notice to the Exhibitor:(i) If the Exhibitor shall in the opinion of the Organisers become or threaten to become
insolvent or shall commence or suffer the commencement of proceedings against it by reason
of insolvency; or
(ii) if the Exhibitor shall fail to make payment of any installment on or before the due date for
payment; or
(iii) if the Exhibitor shall be in breach of any other of its obligations under the Contract and, if
the breach is capable of remedy, shall have failed to remedy the breach within 14 days after
the service of notice upon it by the Organisers specifying the breach complained of and
requiring it to be so remedied.
(b) Termination under this Rule or Rule 5 shall be without prejudice to the rights of the parties in
respect of any antecedent breach of contract or to those provisions of the Contract intended to subsist
after termination.
(c) If the contract is terminated by the Organisers, the Organisers shall be entitled (without prejudice
to their other rights) to:(i) require the Exhibitor to remove forthwith from the Venue all property of the Exhibitor or its
contractors at a time stated by the Organisers or, at risk and cost of the Exhibitor, to remove
such property and deliver or dispatch it to the address of the Exhibitor given in the Allocation
Form; and
(ii) erect on the stand a board or other device carrying the name, title and/or marks of the Exhibitor.
(d) The exhibitor shall reimburse to the Organisers on demand all legal and other costs incurred by
the Organisers in connection with the termination of the Contract or the enforcement of the
Organisers’ rights hereunder and any costs incurred by the Organisers in the dressing, furnishing or
alteration of the stand vacated by the Exhibitor in order to maintain an orderly and visually pleasing
Exhibition.
7. Cancellation of Exhibition
(a) If the Exhibition is abandoned, cancelled or suspended in whole or in part by reason of war, fire,
national emergency, labour dispute, strike, lockout, civil disturbance, inevitable accident, the
non-availability of the Exhibition premises, or any other cause not within the control of the Organisers
whether ejusdem generis or not, the Organisers shall be under no obligation to repay the whole or
part of the Licence Fee, and shall be under no liability to the Exhibitor in respect of any such
abandonment, cancellation or suspension. In such event, the Organisers reserve the right to change
the Venue for the Exhibition and to substitute the new Venue for the Venue named in the Information
Schedule.
(b) If the Organisers come to believe at any time up to 14 days before the Exhibition that the holding
of the Exhibition is unprofitable for the Organisers or not in the best interests of the industry
concerned, the Organisers may cancel the Exhibition. If the Organisers cancel the Exhibition under
this sub-clause, the Organisers shall promptly notify the Exhibitor of cancellation and shall within 30
days refund to the Exhibitor such part of the Licence Fee as may then have been paid, in full
settlement of the Exhibitor’s rights against the Organisers under the Contract or otherwise in relation
to the Exhibition.
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8. Failure of Services
The Organisers will endeavour to ensure the supply of the services of the Venue and of those
mentioned in the Exhibitor Manual but as the supply of such services is not within the control of the
Organisers they shall not incur any liability to an Exhibitor for any loss or damage if any such services
shall wholly or partially fail or cease to be available nor shall the Exhibitor be entitled to any allowance
in respect of the Licence Fee due or paid under the Contract.
9. Copyright and Patents
The Organisers will not be liable for any damages the Exhibitor, his servants or agents may sustain in
respect of the infringement of any of his copyright arising out of his participation in the Exhibition.
Certificates shall be obtained from the Department of Industry certifying the Exhibition for the
purposes of section 6(2) of the Registered Design Act 1949. The Exhibitor wishing to avail himself of
the protection afforded should make formal application for the registration of a design not later than
six months after the opening of the Exhibition. The Exhibitor wishing to avail himself of protection
under the Patents Act of 1977 should make a formal application for the grant of patent prior to the
Exhibition. This can be done initially by lodging an application.
10. Rights of Organisers and Venue Owners
The Organisers and the owners of the Venue or of interests therein and those authorised by them
respectively have the right to enter the Venue at any time to execute works, repairs and alterations
and for other purposes. No compensation will be payable to the Exhibitor for damage, loss or
inconvenience so caused.
11. Amendments, Applications and Interpretation of Rules
(a) The Organisers reserve the right to add to, alter or expunge any of these Rules at any time.
(b) In the event of any dispute as to the interpretation of these Rules as a result of their translation
into a foreign language, the English version shall be taken as authentic.
(c) Each Exhibitor must bring to the notice of all agents or contractors employed by him such of the
provisions of these Rules as may affect such agents or contractors, and any claim arising from the
failure of the Exhibitor to give such notice shall be the sole responsibility of the Exhibitor concerned.
(d) The Contract shall be constructed in accordance with and governed by English law and the parties
submit to the exclusive jurisdiction of the English Courts.
(e) All agreements, consents, notices, individual permits and special arrangements must be in writing,
signed by the party or parties giving the same and, in the case of service on the Exhibitor, may be
served by posting the same by first class post to the address given on the Allotment Form or by
sending the same by facsimile transmission to the fax number so given. Any communication so
transmitted shall be deemed to be served on the day of transmission provided that a signed copy of
the fax is sent by first class post on the same day to the person to be served. Any communication
sent by first class post shall be deemed to be served on the day following the date of posting.
12. Opening Hours
(a) The Exhibition will be open to visitors daily for the period and during the opening hours stated in the
KEY FACTS section.
(b) Any dust covers must be removed and stands ready for display by the time stated in the
Information Schedule on each ‘Show’ day. No exhibits shall be removed from their positions until the
close of the Exhibition without the Organiser’s permission in writing, nor shall any stand be covered
up or closed during the Exhibition before the official closing time.
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13. Admission to the Exhibition
(a) The Organisers reserve the right to expel from or refuse to admit to the Exhibition premises any
person at any time notwithstanding that person’s possession of an official pass or ticket.
14. Passes
No Exhibitor will be admitted to the Exhibition without producing to the Hall Officials the Exhibitor’s
pass issued to him via the Organisers, who reserve the right, at their discretion, to withdraw the pass
issued to any person if complaints have been received concerning that person’s conduct.
15. Gangways
It is the responsibility of the Exhibitor to ensure that gangways in front of the allocated stand are kept
free from obstruction during the whole of the time the building is open for the purpose of the
Exhibition.
16. Directional Signs
The Organisers reserve the right to affix stand numbers or directional signs on any stands in any
position.
17. Advertising in the Venue
The Exhibitor is not allowed to place or affix advertisements anywhere in the building except on the
allotted stand. Exhibitors should only distribute literature in relation to their own goods. Such matter
may only be distributed from the allotted stand. Distribution of such matter from gangways or any
areas outside the allotted stand is not permitted.
18. Official Event Guide
The Organisers accept no responsibility for any omissions, misquotations or other errors which may
occur in the compilation of the Event Guide.
19. Eligibility of Exhibits
(a) Exhibits must fall within the defined scope of the Exhibition and may represent all forms of
materials, machinery, plant equipment and ancillary services related to the Exhibition as approved by
the Organisers and Authorities. Exhibitors may be asked to provide details of the types of products or
service they intend to display.
(b) Exhibitors are not allowed to sub-let the stand allocated to them nor to permit the stand to be
utilised by any other person or company without the Organisers’ prior consent in writing.
(c) Where Exhibitors wish to use borrowed equipment on the allotted stand to demonstrate their own
products, the display of the name of the firm lending the equipment is not permitted without the written
consent of the Organisers, unless that firm is also exhibiting.
20. Conduct of Exhibitors
Every Exhibitor shall ensure that their allocated stand is open to view and staffed by competent
representatives during the Exhibition hours. In the event of an Exhibitor failing to open their allocated
stand or uncover exhibits thereon, the Organisers may do so or arrange for the stand and exhibits to
be removed and the Exhibitor shall be liable for any charges that may thereby be incurred. The
Organisers will not be liable for any losses, including consequential losses, sustained by the Exhibitor
as a result of this action.
Exhibitors and all persons for whom they may be considered responsible in any way whatsoever,
must conduct themselves in such a manner as shall not be objectionable to any other Exhibitor,
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Exhibitor’s employee, visitor or the Organisers, and shall not create any disturbance or obstruction.
Any person who does not comply with these requirements shall be liable, at the discretion of the
Organisers, to be removed from the Exhibition buildings and refused re-admission during the period of
the Exhibition.
Exhibitors must conduct their business only from their stand and must not, under any circumstances,
canvas visitors in the aisles, or in any other areas. Exhibitors should only distribute advertising matter
in relation to their own goods. Such matter may only be distributed from the allocated stand.
Distribution of such matter from gangways or any areas outside the allocated stand is not permitted.
No item of stand stock sold during the Exhibition may be removed before the Exhibition is finished,
without the written permission of the Organisers.
21. Working Machinery and Exhibits
Moving machinery shall, at the expense of the Exhibitor, be installed and protected to the satisfaction
of the Organisers, the Venue and the Authorities. If such machinery shall, in the opinion of the
Organisers, be too noisy or cause annoyance to other Exhibitors or to visitors, it shall be switched off
on request by the Organisers.
No motors, engines, furnaces, contrivances or power-driven machinery may be exhibited in operation
without adequate protection against fire risks and without the written permission of the Organisers.
Such permission may be withheld or withdrawn at any time should such operating exhibits be of a
nature likely to cause danger, annoyance or inconvenience to other Exhibitors or visitors.
Safety devices may be removed only when the machines are not in operation and not connected to
the source of power and only for the purpose of showing a visitor the design and construction of the
uncovered part or parts. In such a case, however, the safety devices which are removed must be
placed immediately beside the machine.
22. Video/DVD Displays
(a) Adequate soundproofing must be carried out so that no annoyance is caused to Exhibitors and
visitors on adjacent stands.
(b) The placing of the equipment shall be arranged in such a way the obstruction of gangways is not
caused by persons viewing the display. NB. See also 35 (f)
23. Demonstrations
(a) All efforts to advertise, promote sales and operate exhibits must be conducted so as not to cause
any danger, annoyance or inconvenience to other Exhibitors and visitors. Any practice resulting in a
complaint from a fellow Exhibitor or visitor which, in the opinion of the Organisers exposes them to
annoyance or danger will be prohibited.
(b) No competitions or the like may be held without the written permission of the Organisers.
24. Liability
(a) The Exhibitor exhibits entirely at its own risk and the Organisers accept no liability, whether in
contract or in tort (including negligence), to the Exhibitor arising out of or in connection with the
Exhibition or the acts or omissions of the Organisers or its officers, servants, subcontractors, agents
or visitors in relation thereto save as regards the contractual obligations of the Organisers hereunder.
In particular (but without limitation) the Organisers do not accept responsibility for the performance by
any Exhibition contractor in carrying out his obligations to the Exhibitor or for any other act or
omission of any such contractor, whether or not the contractor has been appointed as the exclusive
provider of any class of goods or services to the Exhibitor.
(b) All conditions and warranties, express or implied, statutory or otherwise, in relation to the
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performance by the Organisers of its obligations hereunder are hereby excluded except as expressly
stated herein. The Exhibitor acknowledges that, in entering into the Contract, it has not relied upon
any representation made by or on behalf of the Organisers not contained in the Contract.
(c) The liability of the Organisers, whether in contract or in tort (including negligence), and any liability
the Organisers may have for the acts or omissions of its officers and servants in relation to such
contractual obligations, arising out of or in connection with the performance of its contractual
obligations hereunder shall not exceed one half of the Licence Fee actually paid by the Exhibitor to
the Organisers under the Contract. The Organisers shall in no event be liable for any
indirect or consequential loss of profit.
(d) The Organisers have no liability to the Exhibitor for the performance by other persons at the
Exhibition of their obligations to the Organisers.
(e) The Exhibitor shall hold harmless and indemnify the Organisers from and against all actions,
proceedings, losses, claims, demands and liabilities (including costs on an indemnity basis) suffered
or incurred by the Organisers arising out of or in connection with any act or omission of the Exhibitor
or its officers, servants, contractors, agents or visitors.
(f) The provisions of this clause shall not apply to exclude or restrict the liability of the Organisers for
death or personal injury resulting from negligence of the Organisers.
25. Insurance
(a) It is the responsibility of the Exhibitor to ensure that it takes out and maintains insurance to cover
its losses or liabilities arising out of or in connection with the Exhibition including:
(i) insurance of the Exhibitor’s property;
(ii) liability for injury sustained by employees or third parties.
(iii) liability for loss or destruction of or damage to property of the Venue, the Organisers and
any third party; and
(iv) insurance against losses arising out of the cancellation of the Exhibition due to causes
beyond the control of the Organisers.
(b) It is noted that the Exhibitor Manual may include further provisions regarding the insurance
obligations of the Exhibitor.
26. Character of Exhibits
The Organisers reserve the right to refuse accommodation for any exhibit the character of which, in
the opinion of the Organisers and/or the Venue is unsuitable or unsafe for the site allocated to the
Exhibitor or might constitute a health/safety hazard.
27. Dangerous Materials or Exhibits
(a) No naked lights, oil lamps or temporary gas or electrical fittings may be used in the Exhibition
building, unless agreed in writing by the Organisers in conjunction with the Venue and/or the Authorities.
(b) No petrol, dangerous gases or highly flammable substances are allowed in the building, unless
agreed in writing by the Organisers in conjunction with the Venue and/or Authorities.
(c) The Exhibitor must conform to the conditions concerning explosives and dangerous combustible
materials as laid down by the Authorities.
(d) The Exhibitor shall do nothing to jeopardise the current insurance policies or the licences of the
Venue or the Organisers and the Exhibitor shall in all cases comply with any requirements of the Fire
Officer or other Authorities concerned.
(e) Non-flammable material must be used for lamp shades. Celluloid or any other highly flammable
exhibits may only be shown under special conditions approved by the Organisers and then only in
limited quantities.
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(f) Equipment involving the use of lasers may not be exhibited without the prior written agreement of
the Organisers. Such laser installations must comply with Guidance Note P.M. 19 “Use of Lasers for
Display Purposes” from the Health and Safety Executive. A rehearsal before the Exhibition opens
may also be required.
(g) Sources of ionising radiations (e.g. X Ray equipment or any radio-active materials), shall not be
brought on to the premises except with the prior consent of the Organisers and the Authorities, and
shall comply with “Code of Practice for the Display of Sources of Ionising Radiation at Exhibitions.”
28. Fire Precautions
The Exhibitor shall observe the following provisions:(a) Fireproofing. All display material must be made from fire-proofed materials to the satisfaction of
the Authorities. Cloth materials used in the decoration of stands must be non-flammable and
stretched against solid backing. Counter backs and curtains shall be cut off at least 150 mm (six
inches) clear of the floor.
(b) Flammable Goods. Explosives or highly flammable substances may not be exhibited or brought
into the Exhibition unless agreed in writing by the Organisers beforehand, but celluloid or articles
mainly consisting of that material may be shown in glass showcases or otherwise protected from risk
of fire in an approved manner.
(c) Naked Lights. No naked lights or lamps may be used during the period of the Exhibition or the
periods of fitting up and dismantling, except when permission is given in writing by the Organisers
after obtaining the approval of the Authorities and the Venue.
(d) Fire Extinguishers. Fire Extinguishers are distributed throughout the Venue to meet statutory
requirements. If required, Exhibitors must agree to have an Extinguisher in a prominent position on
their stand. Exhibitors must acquaint themselves with the position of the nearest fire alarm station in
the Exhibition building. An Exhibitor committing a breach of any of the afore-mentioned provisions will
be liable for all claims, loss and damage thereby caused and will indemnify the Company in respect
thereof.
29. Catering
Permission must be obtained from the Venue proprietors for any exhibitors wishing to supply
food/drinks from their stand during the duration of Energy Sri Lanka 2015. Requests should be
forwarded to the Organisers by email to [email protected]
30. Cleaning
Exhibitors are responsible to the Organisers for seeing that their stand is maintained in a clean state
throughout the period of the Exhibition.
31. Other Services
The Organisers reserve the right to change or appoint additional official Contractors as may be found
necessary.
32. Shell Scheme Stands
(a) The stands, which will be provided by the Organisers, will be in accordance with the specification
given in this Exhibitor Manual.
(b) All additional stand fitting must be contained within the Shell stand structure, i.e. no fittings may
exceed the height specified by the Organisers.
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33. Space-only Sites
(a) All stand build enquiries must be routed through the Organisers. All stands on Space-only sites will
be subject to the approval of the Organisers.
(b) Special permission must be obtained from the Authorities through the Organisers where an
Exhibitor intends to:(i) Erect a multi-storied stand
(ii) Erect any stand of such construction or containing any area where:(1) Provision is made for a closely seated audience.
(2) The travel distance from any part of a stand to an open side or exit or to a gangway on the
stand is greater than 10 metres.
(3) Foundation or cutting of the floor is required.
NB. Approval has to be given by the appropriate Authorities for the design, and for the structure.
Approval of one does not imply approval of the other. Approval for the structure is conditional upon
satisfactory inspection on site. In either case three copies of plans with structural calculations must be
submitted to the Organisers, for distribution to the Authorities. Exhibitors are reminded that they must
satisfy the Organisers that the erection and demolition of the stands can be safely carried out within
the allotted time.
(c) All stand-fitting is backed-up to present a clean appearance from gangways and adjoining stands.
The Exhibitor erecting a stand over 2.5 m in height is responsible for ensuring that the rear of any
dividing walls over this height is backed-up and decorated where visible from adjoining stands.
(d) Long runs of walling should be avoided, particularly along open perimeters of stands.
(e) All stand designs should be submitted to the Organisers for approval before any work is put to
hand. For stands between 2.5 metres (i.e. Shell stand height) and 4 metres in height, drawings must
be submitted to the Organisers at least one month prior to the opening of the Exhibition.
(f) The Organisers reserve the right to prevent work being carried out by, or on behalf of, any Exhibitor
who has not complied with the Rules and submitted stand design drawings in accordance with the
terms above.
(g) A stand number panel which must be of the uniform design (as specified by the Organisers) is to
be displayed to each open side of the stand.
(h) Only those modular systems which are being manufactured in accordance with the Working Rule
Agreement for the Industry are acceptable.
34. All Stands
(a) The approval of the Organisers, which will not be withheld unnecessarily, must be obtained for
enclosed stands. Special attention should be given to the exterior design of partially or totally
enclosed stands and generally, exteriors should have walls relieved by display items. Walls may not
be left in plain colours and displays or other promotional items attached to stand walls must not
project over the frontages of the space taken by the Exhibitor.
(b) The Organisers may, at the expense of the Exhibitor, remove or alter anything in, on or forming
part of any stand, if, in their opinion, it is desirable to do so in the interests of the Exhibition.
(c) All electrical installations must be carried out by the Contractor appointed by the Organisers for the
area in which the stand is situated.
(d) Where illuminated fascia boards are used on stands, the lighting thereof shall be of sufficient
power to light the fascia board only, and must not cause any spill of light on to neighbouring stands.
No flashing lights will be permitted other than for safety reasons. The Organisers reserve the right to
disconnect the electrical supply to any illuminated fascia which, in their opinion, is causing a nuisance
to any other Exhibitor.
(e) The Exhibitor will be responsible for any charges of the Authority should the stand design require
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such attention.
(f) Exhibitors wishing to utilise any sound amplification equipment must seek permission of the
Organisers and if necessary provide full details of the equipment to be employed.
(g) Exhibitors must check that dimensions and positioning of their stand are correct before
commencing construction.
The Organisers accept no responsibility or liability for small variations in the layout.
35. Delivery of Exhibits
Deliveries must be arranged to ensure that all exhibits (other than those which are small or have
special values) are installed and arranged by 18.00 hours on the day before the Exhibition opens.
Exhibitors must comply with the Build-up Timetable and Delivery Schedule published in this Exhibitor
Manual. Under no circumstances will the Organisers accept or sign for any goods, exhibits or other
material on behalf of an Exhibitor.
36. Removal of Exhibits
All exhibits and other property of the Exhibitor, his servants, agents, employees and contractors, must
be removed from the Exhibition premises before the time and date specified in the Information
Schedule and the Organisers shall be entitled, if, in their reasonable opinion, the Exhibitor will be
unable for any reason to comply with this condition, to remove and despatch such exhibits and
property at the risk and expense of the Exhibitor to the address of the Exhibitor stated on the Contract.
Immediately after the Exhibition closes, Exhibitors will be permitted to remove portable exhibits and
personal effects from their stands under the supervision of authorised members of their staff. Portable
exhibits should be removed that evening to ensure their safety.
Exhibitors, their agents or contractors, are responsible for the complete removal from the Venue and
outside areas of all goods and materials used by them, together with all rubbish. Should any Exhibitor,
agent or contractor fail to remove any exhibit, stand, wires, ropes, or any rubbish within the time
stipulated, then the Exhibitor shall indemnify the Organisers in respect of any claim thereby
occasioned for failure to give possession of any part of the Venue on the due date, and the
Organisers shall be entitled but not obliged to remove such materials as they consider necessary. The
Exhibitor shall be liable for all loss and costs thereby occasioned. The Organisers reserve the right to
specify the time at which individual stands and exhibits shall be removed. Notwithstanding instructions
issued specifically for the closing night of the Exhibition, the security of exhibits, stands, furniture, etc
during the remaining days of the demolition period is wholly the responsibility of the Exhibitor, his
agent or contractor and the Organisers will not be responsible for any loss or damage that occurs.
37. Dilapidations
Exhibitors are responsible for the cost of making good, restoring or renewing in all cases of damage
or dilapidation to the Venue or any part thereof, whether caused by themselves, their agents or
contractors or by any person or persons employed or engaged on their behalf by any such agent or
contractor.
Exhibitors occupying Shell stands are also responsible for the cost of making good, restoring or
renewing any damage or dilapidation to Shell stand structures, floor coverings, light fittings, or any
part thereof, whether caused by themselves, their agents or contractors or by any person or persons
employed or engaged on their behalf by any such agent or contractor. The cost of making good
damage will be assessed by the Shell stand Contractor and charged to the Exhibitor.
The Organisers, in conjunction with the Venue, will inspect every site before erection and after
demolition of the stand. Dilapidations include (by way of example only) marks caused by paint,
distemper, mortar or any other adhesive substance, bolt, screw or nail holes; battens, boarding, or
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any other material or substance attached or adhering to walls, floors or any parts of the building; loose
wire or other things left behind. The cost of making good will be assessed by the Venue and charged
to the Exhibitor by the Organisers. In their own interests, Exhibitors should satisfy themselves
as to the condition of their site, both before erection and after clearance.
38. Labour Disputes
If the Organisers shall be of the opinion that any stand-fitting, constructional or display work brought
into the Exhibition or carried out at the Exhibition is being or may be or is proposed to be or has been
carried out in such a manner or upon such terms or by such persons that there is a risk of a strike or
stoppage of work by any persons or of any industrial dispute or labour difficulties the Organisers in
their absolute discretion may, if the work is being or may be or is proposed to be carried out, require
the Exhibitor to stop or not to carry out the work or to cause it to be carried out in a different manner
and in any event the Organisers may terminate the licence of any Exhibitor by immediate notice to the
said Exhibitor.
SHELL SCHEME REGULATIONS
• The Standard Shell Scheme package comprises: electricity connection and supply and usage, rigid
wall panels to all closed sides, fascia name board to all open sides, carpet, standard spot lights,
electrical socket, table, and 2 x standard folding chairs (on a 9 square metre stand. The number of
individual fittings is dependent on the size of Standard Shell Scheme ordered.
• Where an Exhibitor has bought more than one adjoining stand, the dividing walls between those
stands are automatically left out unless specified otherwise.
• Exhibitors must not dismantle or otherwise change any part of the Shell Scheme.
• Contractor fitting staff are on site during build-up and will undertake any changes needed to
accommodate large exhibits etc;
• FIXING OBJECTS TO THE WALL PANELS WITH NAILS, SCREWS, STAPLES ETC IS NOT PERMITTED.
• Velcro may be used for fixing light exhibits, and a full range of accessories and fittings for securing
exhibits to the aluminium uprights and display panels can be ordered (at the Exhibitor’s expense)
from the Shell-Scheme Contractor. If any damage is caused to the shell scheme structure, the
Organiser reserves the right to charge the Exhibitor concerned for damage incurred.
• Any Exhibitor requiring additional fittings to the Shell Scheme should order them by email at their
own expense. Exhibitors wishing to carpet their stands with a different colour tile or alternative types
of flooring to the standard carpet provide on shell-scheme stands may do so at their own expense.
Prices are available upon request.
• Logos may be attached to the fascia, but must not be higher than the 300 mm fascia nor thicker
than 10mm. The cost of reproduction must be borne by the exhibitor.
• The overhead fascia panels will carry a name board sign with the Exhibitor’s name and stand
number.
• The required details, for the name board, must be ordered by email or through the website and
returned to the Organiser no later than the deadline. If any Exhibitor does not return this form, the
name that appears on the Exhibitor list will be used on the name panel. If extra electrical fittings
and supplies are required, they can be ordered at the Exhibitor’s expense.
SPACE ONLY SITES
Exhibitors should contact the Organisers by email to [email protected] with full details of
their stand.
Exhibitors must ensure that their stand area is clearly defined and that no part of the stand structure
or any exhibit extends outside the defined area.
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NO FACILITIES, SERVICES, NAME PANELS OR STAND NUMBER SIGNS ARE PROVIDED ON SPACE-ONLY SITES.
No fitting or display may be attached, nailed, screwed or drilled into the floor. If this instruction is
ignored, the exhibitor concerned will be charged for any damage caused.
Walling
No wall will be provided by the Organisers between adjoining space-only sites. On back-to-back
space-only sites, neighbouring Exhibitors should liaise with one another to make sure that at least one
of them is building a wall, or arrange to share the costs etc. Where Exhibitors are building individual
walls, they must liaise with adjacent Exhibitors to ensure that if one wall is higher than the other, the
over-height visible back and/or sides of that wall is finished to a standard acceptable to the
Organisers. Such areas should not include any graphics.
Where a space-only site adjoins a shell scheme booth, the reverse side of the shell scheme wall may
not be of display quality. The Shell Scheme Contractor may make a charge if the wall is used to hang
graphics or exhibits.
Exhibitors must not construct uninterrupted walls longer than 3 metres, where that wall faces another
Exhibitor’s stand. Walls longer than 3 metres must be set back on the stand by a minimum of 1 metre.
Electrical Fittings & Supplies
No power or electrical fittings are provided on space-only sites. Exhibitors should order their electrical
requirement at the Exhibitor Services section of the event website, www.energysrilanka.com via the
Official Contractor. Failure to do so will result in additional cost.
Stand Plans
All Exhibitors who have booked Space-Only sites must comply with Venue Regulations and should
submit stand pictures by email to the Organisers by 3 April 2015. All dimensions must be clearly
marked and no stand design and special attention should be paid to any height restrictions.
Multi-Storey Stands
Special approval is required for certain custom built and complex stands/structures. A complex
structure is any form of construction of any height which would normally be designed by an engineer
and/or has, been found to provide significant risk. Any Exhibitor wishing to build a multi-storey stand
should contact the Organiser.
STAND ELECTRICS
All aspects in connection with stand electrics must be channelled through the Organisers
Shell Scheme Stands
• 9 sq metres stands have 2 x 60 watt spot lights. An extra 1 x 60 watt spot light is installed for every
additional 3 sq metres thereafter.
• 9 sq metres stands have 1 x 5 amp electrical socket and an extra socket installed for every
additional 9 sq metres thereafter.
• Any extra electrical fittings can be ordered by email using the Stand Accessories order form in the
Downloads section of the event website, www.energysrilanka.com
Space-Only sites
• No power or electrical fittings are provided on space-only sites. These can be ordered by email
using the Stand Accessories order form which is available in the Downloads section of the event
website, www.energysrilanka.com. All cables must run beneath plinth or platforms, or the layout and
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disposition of electrically powered machines must be such that cables are routed away from those
areas into which visitors have direct access.
General
• Light fittings and power supplies can be ordered using the Stand Accessories order form available in
the Downloads section of the website.
• Exhibitors requiring electrical power or equipment not listed should send precise details to the
• Organisers and an estimate will be given. Such information should be supplied as early as possible
and not later than 27 March 2015.
PLEASE REMEMBER TO PROVIDE A PLAN INDICATING THE POSITION OF ALL ELECTRICAL FITTINGS.
Any complaints about the electrical circuits, apparatus, or any work not carried out will only be
recognised by the Organisers if notification is made to them before the close of the Exhibition.
Essential Information
• IT IS IMPORTANT THAT YOU REVIEW THE FOLLOWING ITEMS CAREFULLY TO UNDERSTAND YOUR
SAFETY AND RESPONSIBILITY WITH REGARD TO ELECTRICAL POWER. ALL ELECTRICAL MATERIAL
AND EQUIPMENT MUST BE EARTHED.
• THE VENUE DOES NOT ALLOW THE USE OF MULTI-WAY OR BAYONET CAPS ADAPTOR.
• ALL MACHINERY, EQUIPMENT OR MOTORS MUST BE PLUGGED INTO A SEPARATE POWER SUPPLY SOCKET.
• SAFE WIRING IS ESSENTIAL: All electrical work must be done by the building electrician,
• including installation of all cords under carpets.
• SERIOUS RISKS are involved which can be reduced with accurate understanding of basic
requirements. Safe wiring inside an exhibit area is essential.
• ALL ELECTRICAL CORDS MUST BE THE THREE-WIRED AND EARTHED.
All exposed non-current-carrying metal parts of fixed equipment which are liable to be energised must
be earthed. Each motor of one horse-power or over must be equipped with a fusible switch.
Supplies will be switched off at source 30 minutes after the Exhibition closes each evening (five
minutes on the final day). Should an Exhibitor require an electrical supply at times other than those
stated (egg for maintenance purposes), an application must be made to the Organisers on site by no
later than 12.00 noon on the day that the supply is required.
Any Exhibitor needing electricity for the running down time of machinery etc. after the Exhibition
closes on the final day must inform the Organisers’ of this requirement by not later than 13:00 hrs on
the penultimate day of the Show.
There is no general provision for a 24 hour electrical supply. Exhibitors whose electrical equipment
requires a continuous supply should notify the Organisers prior to 27 March 2015. Exhibitors are
requested to switch off all other stand installations before leaving each evening. No person other than
a member of the Electrical Contractors’ staff may install or interfere with the installation. All electrical
equipment must be tested by the Organiser’s appointed Contractors prior to turning on the electricity
supply. The Organisers reserve the right to disconnect the electrical supply to any installation which in
their opinion, or the opinion of the Electrical Contractors, is dangerous or likely to cause annoyance to
visitors or other Exhibitors.
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SPACE ONLY – PLAN SUBMISSION
ALL EXHIBITORS WHO HAVE BOOKED SPACE-ONLY SITES MUST COMPLY WITH THE FOLLOWING RULES:
• Exhibitors must submit a drawing of the their stand to the Organisers no later than 14 days prior to
the start of build-up.
• Work on the stand cannot commence until this drawing has been approved.
DOCUMENTS MUST BE SUBMITTED BY THE ABOVE SPECIFIED DATES TO THE ORGANISERS BY email to:
[email protected]
Health & safety
It is the Organisers policy to manage this exhibition and make the exhibition environment safe, so far
as is reasonably practicable. This section has been produced to provide Exhibitors with clear, simple
suggestions for understanding and implementing a suitable and sufficient safety management
programme to comply with international Health & Safety procedures.
As Organisers of this exhibition, we would like to advise Exhibitors of their obligations during the buildup, open and pullout periods of the show.
By issuing this statement in advance of the show, all exhibiting companies are aware of the Health &
Safety policies which exist and will comply with their obligations as set out below.
Employers’ responsibilities under International Health and Safety regulations are in no sense reduced
when an employer is exhibiting at a trade fair or exhibition, and those which are most relevant to
exhibitors are described in this section, and must be complied with by EVERY Exhibitor/Contractor.
Failure to do so not only creates problems for the Exhibition Organiser, but also represents a breach
of law which could result in the prosecution of an employer, exhibitor/contractor.
Two requirements which have particular relevance are those calling for every employer to nominate a
competent person and to co-operate with other employers when sharing a work site, whether on a
permanent or a temporary basis. It is our obligation as Exhibition Organisers as well as our specific
duty under the above regulations, that we request your co-operation by complying with the requirements as
described in this document. It is vital that each exhibitor undertakes their own Risk Assessment.
Exhibitors are reminded that among the statutory duties, which they have under International Health &
Safety law, the following are most important, and could be subject to verification during the course of
the Exhibition. Listed below are principal areas that need to be brought to your attention and that of
your Contractors. The list is by no means comprehensive and a responsible attitude must be taken on
all matters of Health & Safety whilst on site.
• That a written Company Health & Safety Policy should exist if the company is five or more strong.
• That a “suitable and sufficient” risk assessment should exist in respect to all the significant risks
in the business which are not already subject to other regulations e.g. COSHH, noise etc. This
assessment must be in writing if the workforce totals five or more.
• That one or more competent safety advisors must be appointed by an employer to assist him in
discharging his health & safety responsibilities.
• That every employer has a duty to co-operate with other employers e.g. Exhibition Organisers, when
sharing a workplace, whether temporarily or permanently.
• Understanding Fire and Emergency Procedures of the venue and the location of the First Aid Room.
• The need to maintain Emergency Gangways, through and to the centre of the Hall during build-up
and breakdown situations.
• The use of hard hats when working beneath or near overhead working or if this be impracticable,
restricting access in such areas.
• The need for all operatives to wear suitable protective clothing relevant to their job, which includes
eye, hearing, foot and hand protection.
• The safe use and storage of flammable liquids and substances and segregation from waste and
17/18 April 2015 | Sirimavo Bandaranaike Memorial Exhibition Centre, Colombo, Sri Lanka
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other risk areas.
Ensuring that portable power equipment is used for the purpose for which it was designed and that
safety guards are correctly fitted and used.
Ensuring that portable electric tools are used with minimum length or trailing leads and that such
equipment is not left unattended with a live power supply to it.
That stacker trucks/forklift trucks are not used by other than fully trained, qualified and insured personnel.
That disused fluorescent type lighting tubes are placed in the designated skips outside the Hall for
safe and proper disposal.
That chemicals and flammable liquids are removed from the Centre after use by the user or in exceptional circumstances, brought to the attention of the Organiser for safe and proper disposal.
Such products must not be placed in general rubbish bins or skips.
That any work area is maintained free from general waste materials that could cause hazard to
operatives.
Only scaffolding incorporating standard safety features may be used and that any tower scaffold in
use is properly stabilised and propped.
That all overhead rigging work is carried out by properly trained, qualified and insured operatives
and that such persons have available to them the use of approved and tested safety harnesses and
equipment, and that restrictions and portable equipment etc. which may be carried or used in such
circumstances as over audience working, is known to them.
That all electrical work within the hall will be carried out by the Organisers nominated contractor.
That all materials used for construction or display must be to Local Authority Standards.
Health & Safety Guidelines
• Smoking is prohibited THROUGHOUT THE VENUE. Please be sure all cigarettes are fully extinguished.
• Standing on chairs, tables and other furniture is prohibited. The furniture is not designed to support
your standing weight. Please use a ladder.
• Forklifts and carts are to be used by authorised personnel only. Please do not operate this
equipment. Ask for help.
• Be aware of the forklifts moving throughout the aisles and docks. Please steer clear of them,
especially when they are carrying a crate or load.
• Never run in the exhibition hall. Please walk. Watch your step in the aisles and around the loading docks.
• Electrical wires and cords can be hazardous if frayed or stretched over a walkway. Please check all
cords for damage. Secure or remove any cords where you or others are going to be walking.
• Report any fires immediately or activate the nearest firm alarm. Please keep fire exits clear.
• If you spill something, or notice a spill, clean it up or report it immediately. Please do not walk away
from a spill.
• Protect your valuables while on the Show floor. Please keep all expensive or valuable items secured.
Unattended items in booths are easy theft targets.
• Use good housekeeping. Dispose of waste properly and keep materials stacked securely.
• Please keep in mind the safety of your employees and those attending the Show.
17/18 April 2015 | Sirimavo Bandaranaike Memorial Exhibition Centre, Colombo, Sri Lanka