EXHIBITOR MANUAL

EXHIBITOR MANUAL
Asia Pacific Airline Training Symposium 2014
(APATS)
23rd – 24th September 2014
Centara Grand Convention Centre
Bangkok, Thailand
Show Organizer:
Please forward this manual to the person responsible for exhibit arrangements.
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IMPORTANT CONTACT INFORMATION
Show Organiser:
The Halldale Group
Pembroke House
8 St. Christopher’s Place
Farnborough
Hampshire
GU14 0NH
United Kingdom
Tel:
+44 (0)1252 532000
Fax:
+44 (0) 1252 512714
E-mail: [email protected]
Contact: Jeremy Humphreys
Venue:
Centara Grand Convention Centre
Pathumwan
Bangkok
10330 Thailand
Tel: +66 (0) 2100 1234 ext. 6375
E-mail: [email protected]
Contact: Ms. Manthana Chomsakorn (Pui)
Official Stand Fitting:
& Electrical/AV Contractor
Side by Side Creation Co. Ltd
222/27 Moo 12 Khwang Ladpraw
Khet Ladpraw
Bangkok
10230 Thailand
Tel: +662 907 2286-7
Fax: +662 907 2291
E-mail: [email protected]
Contact: Ms. Sirirat
Official Shipping Agent:
Global Logistic Solutions Limited
Tel:+44 7712 018394
E-mail: [email protected]
Contact: Roger Walker
On-site Handling Agent :
APT Showfreight (Thailand) Limited
11/24 Ratchadapisek Road, Chongnonsee, Yannawa,
Bangkok
10120 Thailand
Tel: +66 2 285 3060
Fax: +66 2 285 3068
E-mail: [email protected]
Contact: Mr. Hasnai Kongkaew; General Manager (Exhibitions & Events)
All consignments to be marked:
FOR APATS 2014
To clear customs in time, deliveries should arrive in Bangkok by:
01 September (by seafreight)
10 September (by airfreight or by courier)
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APATS 2014 EXHIBITOR MANUAL
General Information
Event: Asia Pacific Airline Training Symposium 2014 (APATS 2014)
Place:
Centara Grand Convention Centre, Bangkok, Thailand
Dates & Times:
Set-up day:
Sunday 21st – Monday 22nd September 2014
* Sunday 21st :
Organizer and shell scheme set-up
* Monday 22nd : Exhibitor set-up time
02:00 – 19:00 hrs.
08:00 – 18:00 hrs.
If you require access to the exhibition hall after 18:00 hrs, please contact James Edwards
([email protected])
Registration for Exhibitors and Visitors :
Monday 22nd September 2014
12:00 – 18:00 hrs.
Tuesday 23rd September 2014
(booths to be ready by 07:30 am)
08:00 – 17:30 hrs.
Wednesday 24th September 2014
08:00 – 17:00 hrs.
Teardown date: Wednesday 24th September 2014
17:30 – 24:00 hrs.
Show dates:
Exhibition Booth:
Each 2.5m x 3.0m (8ft x 10ft) floor space includes:
Hard wall shell scheme with 2 x fluorescent lamps
1 x Draped Table
2 x Chairs
Power supply
Fascia (for company name)
Waste paper basket
Details and process for exhibitors
1) Booth details and design:
1.1)
The contractor must submit all bespoke booth requirements to the hotel management 3 weeks
before the event. The exhibitor, therefore, must fill in the form and submit the form together
with final design (for special design booth) to the official contractor at
[email protected] before 1st September 2014 (please submit in PDF format)
1.2)
Before any construction or booth decoration starts, the exhibitors or their contractors should
receive an approval letter in writing from the hotel management team via the official contractor.
If the exhibitor fails to follow the rules and regulations as stated in the manual, the official
contractor has the right to suspend the construction or not allow further construction of their
exhibition booth
1.3)
The exhibitors must pay for any extra accessories or power supply wattage (if required) before
31st August 2014. Please see page 5 for full details.
2) Exhibitors must return the order forms to the official contractor by 31st August 2014 with details of
the booth and any extra requirements as stated on the form.
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3) Exhibitors, contractors and suppliers must comply with the rules and regulations stated herewith. If there
is an abuse of rules and regulations, the official contractor has the right to ask the exhibitor or their
contractor to suspend or cease the action.
4) The official contractor is only responsible for the exhibition area and not the conference.
5) The registration and booth booking has to be made directly with the event organizer, Halldale Group
6) The official contractor offers a construction service for those who require a custom-built booth. If you
are interested in this service, please submit your booth design with details and scale to
[email protected] Please allow extra time for finalizing and construction which should take
approximately 3 weeks.
7) To gain access to the exhibition hall on set-up and teardown day, the exhibitor’s contractors must know
the following basic information:
* The event name
* The name of the event room
* Total numbers of workers entering the construction site
8) All of the exhibitors’ contractors and workers shall dress appropriately: no sandals or shorts are allowed
and they must wear their identification badges during set-up and teardown.
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For those who require extra power and accessories, extra charges will be payable as per the following table.
No.
Item
Unit
Price (in Thai Baht)
1
Electricity system cost includes power
supply
Circuit Breaker 30amp. 3 phase 380V.
1 per 2 days
2,800
2
Circuit Breaker 15amp. 3 phase 380V.
1 per 2 days
2,000
3
Circuit Breaker 30amp. 1 phase 220V.
1 per 2 days
1,500
4
Circuit Breaker 15amp. 1 phase 220V.
1 per 2 days
1,300
5
Socket 5amp.
1 per 2 days
400
Utilities
1
Dark blue carpet size 2.5 x 3m.
1 per 2 days
2,000
2
Wooden floor
(10mm. size 2.5 x 3m. underlay)
1 per 2 days
1,200
*Table 1: Extra utility usage charge. Cost above is subject to 7% government tax.
To order furniture, carpet or power supplies, please use the set of forms downloadable from our website
(www.halldale.com/apats-2014/exhibitor-information).
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Please complete the form with your order and return to [email protected] by 31 August 2014.
If you have any questions, please contact Side by Side by email at [email protected] or
Tel: +662 907 2286-7, Fax: +662 907 2291
To order internet access for your booth, please complete the Internet order form located on our website
(www.halldale.com/apats-2014/exhibitor-information).
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APATS 2014 EXHIBITOR BOOTH ID FORM
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Please complete this form and return to [email protected] by 31 August 2014.
Company Name: __________________________________________________________________________
Booth number: __________________
Booth Name _________________________________________
Contact person: _______________________Email: _______________________________________________
Tel: (_______) _______________________ Mobile phone no.: (_______) ____________________________
Your contractor’s name (if any) __________________________________Mobile phone no.:_____________
Please give us a brief description of the activities to be held on your booth e.g. selling, demonstration of
equipment etc.
__________________________________________________________________________________________
__________________________________________________________________________________________
Standard Shell Scheme (Dimensions are in meters)
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APATS 2014 RULES AND REGULATIONS
FOR SET-UP AND TEARDOWN
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Display equipment must be located within the booth area provided
Display of product or exhibition boards shall not interfere with the other booths
Exhibitors are not allowed to place signs, j-flag or posters anywhere in the hall other than on their own
booths
NOT TO…nail or attach anything to the floor with glue
NOT TO…drag any object on the floor without using carpet or rubber supports to protect against
damage to the floor. If any object needs to be dragged or moved, use only a thick-wheeled trolley
which exhibitors or their suppliers must bring themselves. Please note that the loading elevator size is
Wide 2.3 m. x High 2.3m. x Deep 6 m
NOT TO…stick or hold pole, wall, ceiling, or any trees and flowerpots displayed in the hallway
NOT TO…hang or install any hanging banner/ poster/ sign from the ceiling as well as outside the hall
(apart from sponsor banners previously agreed with Halldale)
MUST… keep electric wire or any wire that may cause injury by stumbling over neat by using tape
which must be the same color as the floor or carpet. Be sure to cover the wire or plastic rail neatly with
tape
MUST… keep all documents, stationery, brochures, and leaflet on the shelves of the booth
No booth shall be left unattended at any time during the opening hours of the fair. Exhibitors must
arrange to have a booth representative or agent who shall be responsible for the booth during
exhibition hours (08:00 – 17:30 hrs.)
Set-up and decorating is allowed only on 22nd September 2014 (pre-show date) during 08:00 - 18:00
hrs. and teardown is allowed only after exhibition ends on 24th September 2014 during 17.30 - 24.00
hrs.
No naked flames including candles are allowed on the booths
NOT TO… cause a nuisance or annoyance in the exhibition area by using the sound system. Sound
level and extent of demonstrations shall be conducted within your booth area. No sound system or
flashing lights are allowed during the conference
NOT TO…bring in any gas or cooking stove
Avoid using heavy panel or construction if possible. You must use wooden underlay topped with
carpet to support heavy objects placed on the floor
The booth must be kept clean at all times
If water supply is needed on your booth, exhibitors must bring their own container and disposal
container which shall be disposed with after show hours
After show hours, exhibitors should cover their products or showcase with white fabric sheet. All
objects must be kept neatly, and no valuables should be left on the booth
In case of damage, exhibitors are responsible for the cost of the damage and any fine levied. If any
items are left on the booth, exhibitors must inform their suppliers to collect their items and clear the
space
All types of wood saws are not allowed in the exhibition hall
It is forbidden to connect an electric power cord with a plug directly to the wall or floor
The contractors and workers are not allowed to smoke or drink any alcoholic substance in the
exhibition hall
If you are using balloons, the balloons must contain “Helium gas” only and the balloons must be
inflated outside of the hotel building
Any water decorations are not allowed in the exhibition hall as they may cause damage to the hotel
property
Rubbish or scrap pieces of construction will be removed from the event room after set-up finishes. If
this causes the venue damage or loss, the organizer will charge this to the exhibitor
Do not remove or cause damage to the hotel property or assets that are located in the hotel
For parking during set-up and teardown, vehicles that are more than 2.30 m. high cannot park inside
the parking building. They can drop-off materials for a maximum of 30 min. is allowed. You will need
to park outside the Central World parking building. During the set-up, event and teardown, exhibitors
may park at Central World parking area (for cars below 2.30 m. high). Exhibitors will receive 24
hours free parking by having your parking card e-stamped at the event registration area
By disobeying the above rules and regulations of Centara Grand & Bangkok Convention Centre, the
organizer reserves the right to repeal the booth operation and expropriate the deposit or any pre-paid
money.
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APATS 2014 - IN CASE OF DAMAGE
On teardown, the official contractor and the property inspectors will check for any damage. If any damage
is found, the property inspectors will report the damage to the exhibitor’s representatives, however, the
final cost of the damage will not be known at this point. The exhibitor’s representatives or their suppliers
shall sign to acknowledge such damage, if not, the property inspector reserves the right to take it as the
exhibitors or their suppliers has accepted the terms and responsibility for the cost of the damage. Any cost
of damage incurred shall be handled by the exhibitor who is located in the area of damage.
Remark: the organizer (Halldale Group) and the official contractor (Side by Side Creation) shall not be
responsible for any cost of damage caused by the exhibitors and their suppliers. Likewise, the organizer and
official contractor shall not be responsible for the loss of the exhibitor’s valuable objects for any cause.
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