Conference & Exhibition Delegate Manual
Endorsed by
Prime Host
Supported by
Organised by
Conference
& Exhibition
Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
Contents
IndexPage#
Organizer............................................................... 3
Venue / Event Timings............................................... 4
Deadlines to be met!!!............................................... 5
General Guidelines for Exhibitors.................................. 6
Exhibitor Fascia Board............................................... 9
Exhibitor Badges...................................................... 9
Exhibition Catalogue Entry.........................................10
Conference Delegates...............................................11
Official Hotel.........................................................11
Official Stand Contractor...........................................12
Official Freight Forwarder..........................................12
Catering & Flower arrangements..................................12
Exhibition Floor Plan................................................15
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Conference
& Exhibition
Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
Organizer
Organized by
The Event Secretariat
Arabian SAS Group
P.O.Box:126630, Jeddah, Saudi Arabia
Tel: 00966 12 606 4985, Fax: 00966 12 606 4984
Email: [email protected]
Web: www.saudiaero.com
Marketing Partner
Babylon International FZE
Po.Box: 4422, Fujairah, United Arab Emirates
Tel: 00971 55 231 9715 (UAE) / 00966 54 941 8639
Organizer Contacts at the Hilton Ballroom, Jeddah Hilton Hotel,
Kingdom of Saudi Arabia (Exhibition Venue) from 16.03.2015 – 19-03.2015
Mr. Sultan Ayyash, Mob: 00966 (0)50 756 5344, Email: [email protected]
Mr. Mohammed Omar Samarkandi, Mob: 00966 (0) 5357 973,
Email: [email protected]
Mr. Ram Muthaiah, Mob: 00966 (0) 54 941 8639
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Conference
& Exhibition
Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
Venue & Timings
Venue
Hilton Ballroom,
Jeddah Hilton Hotel,
Corniche Road, Jeddah,
Kingdom of Saudi Arabia
Tel: 00966 9200 03800
Web: http://www.ar.hilton.com/en/hotel/Jeddah-Hilton
Event Dates
18.03.2015 – 19.03.2015 (Wednesday & Thursday)
Event Timings
Conference Delegate registration: 08.30hrs – 10.00hrs (all days)
Conference timing: 10.00hrs – 15.30hrs (all days)
Exhibition
Exhibition timing: 10.00hrs – 16.30hrs (all days)
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Conference
& Exhibition
Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
Deadlines to be met! No Grace Period
1. Exhibitor Stand Setup should complete before:
18.00hrs on 17.03.2015
2. Exhibitor Move-Out: From 16.30hrs on 19th of March 2015.
Exhibitors should remove all their exhibits before 24.00hrs on
19th of March 2015
3. Exhibitor Organization Information: 10th of March 2015
4. Free Exhibitor entry in the catalogue:
10th of March 2015
5. Exhibitor Badges: 15th of March 2015 (For more badges
6.
required, contact the registration desk located at the entrance
of the Hilton Ballroom during the event days from 08.30hrs –
16.30hrs)
Hotel Booking: 10th of March 2015
7. Stand Request: 10th of March 2015 for all stand requisites.
(Any request between 10th of March 2015 – 15th of March 2015,
add 15% on the established rate, add 25% on the established rate
for onsite orders)
8. Catering: 15th of March 2015
9. Flower / Gift Items: 15th of March 2015
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Conference
& Exhibition
Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
General Guidelines for Conference & Exhibitors Delegates
1. Shell Scheme Booth: Exhibit space, partition with laminated panels,
fascia and carpet will be provided.
2. Shell scheme Stand Spec: 6, 12 & 18 sqmtr stand and in multiples will
be provided with tables, chairs, power socket, focus lights, waste bins,
carpet and fascia board.
3. Open Stands (Space only): Opens stands are available in 25 & 45 sqmt
only. The exhibitor should construct the stand and to range the entire stand
requisites for display, furniture, stands lights and other requirements.
4. Open stand setup arrangements: All exhibitors may contact, the
official stand contractor of the Saudi Aviation Training Conference and
Exhibition (SATCE) 2015 to assist to setup the exhibition stands. Visit: www.
saudiaero.com and visit “Official Stand Contractor” link.
5. Logistics Services: All exhibitors may contact DB Schenker (official
stand contractor) for the shipping & logistics requirement. Visit: www.
sauidiaero.com and visit “Official Freight Forwarder” link
6. Exhibitor accepts and acknowledges that they have been assigned a specific
location for the exhibit / displays and exhibitor accept the assigned
location.
7. Setup of open exhibition stands: The exhibit area will be open and
exhibitors may begin stand construction from 10.00hrs on 16.03.2015 for
all stands and the stand construction should ends up before 18.00hrs on the
17.03.2015 for all open space stands.
8. Shell Scheme Stand Setup: Shell scheme stands are ready of
occupation by the exhibitors from 13.00hrs on 17.03.2015 and the stand
setup should be completed before 18.00hrs on 17.03.2015
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Conference
& Exhibition
Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
9. Exhibition Hours: 09.30hrs – 16.30hrs and all the exhibitors / sponsors
are requested to staff their allocated exhibition stands during the
exhibition hours.
10. Removal of Exhibits: Exhibitors are allowed to remove the exhibiting
materials, display items and dismantling the stands from 16.30hrs on 19th
of March 2015 and the removals should be completed before 24.00hrs on
19th of March 2015. For exhibits not removed on time, management will
remove exhibits and charges expenses to the exhibitor.
11. Exhibitor Registration: Exhibitors are having the privilege to register
unlimited exhibitor badges to their staff & partner companies. The
exhibitor badge holders entry is restricted to the conference hall and
having complete access in to the exhibition area during the exhibition
hours.
12. Safety Regulation: All material used for booth decoration must be nonflammable in nature. Electric signs and equipment must be wired to meet
the safety specifications of local safety authorities. Fire extinguishers on
walls, on the floor or in other places must not be removed or replaced or
obstructed in any manner.
13. Insurance and Liability: Exhibitor bears the entire responsibility and
liability of any losses, damages and claims arising out of injury to persons
or damage to the exhibitor’s display materials, equipment, materials /
properties brought in to the exhibition premises. The exhibitor agrees
to indemnify, defend, save and hold harmless to organizers, event hotel,
its operator, and each of their respective parent companies, subsidiaries,
affiliates, representatives, owners, employees, directors, partners and
agents against all claims or expenses such losses, including legal &
attorney fees, state charges, fines arising out of our caused by the exhibit
installation, removals, maintenance, occupancy or use of the exhibition
premises or a part thereof. The exhibitor understands that neither the
organizer nor the event hotel maintains insurance covering the exhibitor’s
properties or lost revenue, and it is the sole responsibility of the exhibitor
to obtain such insurance to protect the exhibitor’s interest.
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Conference
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Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
14. Exhibition Space Limitations: Exhibitor staffs and equipment must
remain within the provided area of their booth and are not permitted to
occupy the aisle space, fire lanes or walking area. Exhibitors who violate
these regulations are subject to the immediate closing of their exhibition
booth, without refund of the exhibitor registration fees, as violations could
result in the closure of the entire show by the regulatory / safety bodies.
15. Payment Default: If the exhibitor fails to pay, when due, any sum
required by the exhibitor registration form, or fails to observe or abide
the exhibitor guidelines, the organize reserve the right to terminate the
contract immediately without refund of any money previously paid.
16. Trade Visitors / Guests: Exhibitors having the privilege to invite any
number of trade visitors / guests to attend the event and all the attendees
are provided with Trade Visitor Passes. The trade visitor badge holders are
having entire access to the exhibition area and do not having access to the
conference hall.
17. Force Majeure: The exhibition & conference may be postponed,
shortened or the location of the booth may be changed due to reasons
whatsoever outside the control of the organizers. The organizers shall
not be responsible for any loss sustained by the exhibitors, directory or
indirectly, attributable to the elements of the nature, force majeure or
orders and directives imposed by any relevant authorities.
18. Amendments: organizers: Organizers reserves the right to
interpret, amend and enforce the terms & conditions, rules and
regulations, established guidelines. Written notice of any amendments or
interpretations will be provided to each exhibitor. Each exhibitor, for him/
herself, his/her agents and employees agree to s to abide by all the terms
& conditions, rules and regulations and to follow the guide lines, set forth
herein or any subsequent amendments or interpretations.
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Conference
& Exhibition
Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
Exhibiting Company Information
(Submission Deadline): 10th of March 2015
Exhibitor’s Name :
Booth# :
Exhibitor’s Address :
Phone :
Fax :
Email :
Name for display on the Booth (Fascia) :
Your Signature Below Denotes Acceptance of all Terms and Condition included in your service Kit.
Exhibiting Company Badge Information
(Submission Deadline): 15th of March 2015
Employee Name: Title:
Employee Name: Title:
Employee Name: Title:
Employee Name: Title:
Employee Name:
Title:
Employee Name: Title:
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Conference
& Exhibition
Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
Free Exhibitor Entry
(Submission Deadline): 10th of March 2015
Mr. Ms.:
Title:
Company:
Address:
City:
State: Zip: Country:
Phone: Fax:
Email: Web:
Product / Service Description (in 25 Words)
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Conference
& Exhibition
Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
Conference Delegate
CONFERENCE DELEGATE BADGES: The conference delegate badges shall be
collected from the designated registration desk located at entrance of Hilton
Ballroom 08.30hrs on 18-19th of March 2015 The registered delegates will gain
access to the entire conference sessions, 2 days buffet lunch with refreshments
and the exhibition area.
Conference Delegate Privileges
Will receive a conference delegate bag with conference program, exhibitor
catalogue, notepad, pen and promotional materials of the sponsors / exhibitors
including corporate brochures, CD’s and pen drives.
Hotel Reservations
OFFICIAL HOTEL
Hilton Ballroom
Jeddah Hilton Hotel,
Corniche Road, Jeddah,
Kingdom of Saudi Arabia
Tel: 00966 9200 03800
Web: http://www.ar.hilton.com/en/hotel/Jeddah-Hilton
Contact
Mustafa Al Bezri
Sales Director
Tel: 00966 92000 3800, Ext: 3005
Email: [email protected]
Ryaan Muzammil
Asst. Conference & Events Manager
Tel: 00966 92000 3800
Email: [email protected]
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Conference
& Exhibition
Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
Official Stand Contractor
Mr. Sultan Ayyash,
Mob: 00966 (0)50 756 5344,
Email: [email protected]
Official Freight Forwarder
Mr. Marvyn Mathias
DB Schenker
Tel: 00971 4 2956 111
Mob: +971 55 1007 508
Email:[email protected]
Catering & Flower arrangements
Catering & Flower arrangements
Ryaan Muzammil
Asst. Conference & Events Manager
Tel: 00966 92000 3800
Email: [email protected]
www.saudiaero.com
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Conference
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Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
Travel Services
Kingdom of Saudi Arabia – Facts
Official Name: Kingdom of Saudi Arabia
GMT: +3hrs
ISD Dialing Code: 00966
Capital City: Riyadh
Other Cities: Riyadh, Jeddah, Dammam, Mecca and Medina
Border countries: Yemen, Oman, United Arab Emirates, Qatar, Kuwait,
Bahrain, Iraq and Jordan
Nationality: Saudi
Currency: Saudi Riyals (SAR)
Currency Conversion: US$1 = SAR3.75
Languages: Arabic (official), English widely spoken
Reaching Jeddah by Air.
Jeddah is well connected by Air with the major world cities through Saudi
Airlines, Flynas and other global Airlines.
Reaching Jeddah by Road
Well connected by road with major cities in the Middle East. We advice the
overseas visitors to use the air transport to reach Jeddah due to Jeddah’s
geographical location (distance) connecting major cities of its neigboring
countries.
Climate in Jeddah during March 2015
Jeddah enjoys a moderately hot weather during the month of March 2015 and
the average temperature is Min 25C to Max 35C
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Conference
& Exhibition
Delegate Manual
18th 19th March 2015H ilton Jeddah, Kingdom of Saudi Arabia
Entry Visa to Saudi Arabia
Citizens of United Arab Emirates, Bahrain, Kuwait, Oman and Qatar are
eligible for on arrival visas at Saudi Airports / Border checkpoints. All
other nationalities require Saudi Arabia Visa. The organizer of SATCE 2015
provides visa invitation to the sponsors / exhibitors / conference delegates.
Should you require visa invitation, contact Mr. Ram Muthaiah, Mob: 00971 55
231 9715 (UAE) / 00966 54 941 8639, Email: [email protected] Note: We
provide Saudi visa invitation only and the visa to be secured by the SATCE
2015 attendees from the nearest Saudi mission in their respective countries.
*The visa invitation requests are accepted by the organizers until 5th of
March 2015. No visa invitations will be provided to the attendees later 5th
of March 2015.
Airlines servicing King Abdulaziz International Airport - Jeddah
Saudi Arabian Airlines, Flynas, Emirates, Air Arabia, Etihad Airways, Flydubai,
Qatar Airways, Oman Airways, Egypt Air, Air India, MEA, Yemenia, Gulf Air,
Turkish Airlines, Airblue, Jet Airways, Iraqi Airways, Oman Air, Ethiopian Airlines,
Kuwait Airways, Safi Airways, Royal Jordanian, Pakistan International Airlines
(PIA), Air Asia X, Nesma Airlines, AlMasria Universal Airlines, Ariana Afghan
Airlines, Atlas Jet, Biman Bangladesh Airlines, British Airways, Daallo Airlines,
Eritrean Airlines, Felix Airways, Garuda Indonesia, Iran Air, Jazeera Airways,
Jubba Airways, Kenya Airways, Korean Air, Libyan Airlines, Lion Air, Lufthansa,
Mahan Air, Malaysia Airlines, Nile Air, Petra Airlines, Royal Air Maroc, Royal
Brunei Airlines, Royal Falcon, Shaheen Air International, Sri Lankan Airlines,
Somon air, Sudan Airways, Tunis Air, Turkish Airlines, United Airways
Distance by Road from King AbdulAziz International Airport to Jeddah Hilton
Hotel (Exhibition hall) Approximately 20km distance by road from the airport
to the hotel. The airport taxi charges are approximately SAR150 (US$40).
For airport transfer if required? Contact the Jeddah Hilton hotel for more
assistance.
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