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EXHIBIT SERVICES MANUAL - International Osteoporosis Foundation

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1. The Organizers and the Official Congress Organizing Agency have absolute discretion in the admission of Exhibitors Until an exhibition booking form has been accepted and acknowledged in writing by the Organizers and the Official Congress Organizing Agency no rights to exhibit are granted notwithstanding payment or acceptance of fees submitted with the application The exhibition space is licensed strictly to the Exhibitor for trade and or promotion purpose only for the duration of the Exhibition The Exhibitor is required to use the exhibition space allocated in a manner satisfactory to the Organizer The Organizer reserves the right to clear all or part of the exhibition space allocated to the Exhibitor at the Exhibitor s expense without notice should they not be satisfied with the way the exhibition space is being used Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 3 LICENSING AND ALLOCATION OF EXHIBITION SPACE 31 All reservations of exhibition space shall be made on the prescribed exhibition booking form and shall be submitted to the Official Congress Organizing Agency with the required payment Reservation shall be subject to the acceptance by the Organizer and the Official Congress Organizing Agency who reserve the sole right to accept or refuse any submission without having to provide any reasons thereof 3 2 Exhibitors may indicate their preferences of stand locatio
2. 6 OFFICIAL CONTRACTORS The Organiser has appointed Official Contractors for various services to ensure a more efficient and regulated build up and dismantling Please refer to CONTACT LIST for details The services of the Official Contractors are for the convenience of Exhibitors and the Organizer will accept no liability in respect of any contract between Exhibitors and such contractors for negligence or default of any such persons their servants and agents 7 SUBLETTING OF EXHIBIT SPACE AND PROHIBITED USES Exhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them Exhibitors cannot exhibit or permit any merchandise or advertising materials to be exhibited in their space that are not a part of their own regular products Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 8 EXHIBIT EQUIPMENT ACCESS Cargo consigned to the exhibition site should NOT arrive at the exhibition area earlier than 11 December 2013 the first day of the set up period Exhibitors their agents or contractors are responsible for the early installation of their heavy or large exhibits according to the Site Operations Schedule When stand structures are erected it may not be possible to move in install heavy and large exhibits that arrive late The arrangement and payment for transporting goods to the venue receiving goods as they arrive and decorating exh
3. Any demonstrations at your table that emit sound must be stopped immediately if deemed disruptive to other exhibitors in the exhibition hall Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 23 24 25 26 RULES AND REGULATIONS OF HONG KONG CONVENTION AND EXHIBITION CENTRE The Exhibitor should observe and comply with all applicable rules and regulations of the Hong Kong Convention and Exhibition Centre copies of which are obtainable from the Official Congress Organizing Agency on request EXCLUSION OF LIABILITY All opinions expressed and technologies presented in the Exhibition are those of the original authors and Exhibitors They do not necessarily represent the official opinions of the Organizer and the Official Congress Organizing Agency The Organizers and the Official Congress Organizing Agency shall not be responsible in any manner whatsoever for the consequences of any introduction or commercial transaction made during or as a result of the exhibition COMPLIANCE WITH LOCAL LEGISLATION Any Exhibitor who takes part in the exhibition must comply with the relevant rules regulations and the laws of Hong Kong and shall be solely responsible for observing and complying with the same for obtaining all consents approvals authorities licenses and the like as may be requisite to its participation in the exhibition GOVERNING LAW These Conditions shall be governe
4. Official Congress Organizing Agency have the right to request Exhibitors to remove exhibits which are alleged to be violating intellectual property rights Any possible legal consequence as a result will have to be borne by the Exhibitors concerned MOVING WORKING EXHIBITS Precautionary measures such as security guards or other means of protection must be taken to protect the public from any moving working exhibits Details of such working moving exhibits must be submitted to the Organizers and the Official Congress Organizing Agency for prior approval Work of any kind carried out at the exhibition venue must conform to the current local regulations in Hong Kong and those specified by the Organizers and the Official Congress Organizing Agency This applies to the Exhibitor its agents contractors and subcontractors The Organizers and the Official Congress Organizing Agency reserves the right to stop any work which contravenes any of these regulations and the Exhibitor should have no claim against the Organizers and the Official Congress Organizing Agency for any other losses or damages AUDIO VISUAL EQUIPMENT When using audio visual equipment at the exhibition booth please be aware that visitors and adjacent exhibitors should not be inconvenienced in any way This can be achieved by Never face a monitor directly onto the gangway Using and positioning speakers in a sensible way so that noise levels will be kept to a reasonable volume
5. fire extinguisher must make arrangements at their own cost for the provision of such equipment Hong Kong Convention and Exhibition Centre is a Non smoking premise Smoking is strictly prohibited on the premises at all times INSURANCE Exhibitors are advised to insure their exhibits property or articles of any kind against all risk and have third party insurance taken out to cover their representatives or agents on duty The exhibitor shall insure against Indemnity and hold the Organiser harmless in respect of all costs claims demands and expenses to which the Organiser may be in any way be subject as a result of any loss or injury arising to any person including members of the public the Organiser s staff agents or contractors or property howsoever caused as a result of any act or default of the exhibitor his servants agents or contractors or Invitees If the Organiser demands the exhibitor shall provide proof to the Organiser that the exhibitor has adequate insurance cover The Exhibitor will be liable for any damage caused to floors carpeting walls columns standard booth equipment or to another Exhibitor s property No signs or other articles are to be fastened to the Exhibition Venue walls fixtures or electrical equipment Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 22 MISCELLANEOUS USE OF MUSIC Any musical performance including the use of record
6. official contractor set up For booths larger than 12m Thursday December 12 2013 09 00 17 00 Exhibitor set up 17 00 19 00 Pre opening Cleaning exhibition hall closed 19 00 20 30 Exhibition Opens Friday December 13 2013 08 00 09 00 Exhibition Hall open to accredited booth personnel only for preparations 09 00 18 00 Exhibition Hall Open Saturday December 14 2013 08 00 09 00 Exhibition Hall open to accredited booth personnel only for preparations 09 00 18 00 Exhibition Hall Open Sunday December 15 2013 08 00 09 00 Exhibition Hall open to accredited booth personnel only for preparations 09 00 14 30 Exhibition Hall Open 14 30 16 30 Soft Dismantling 16 30 22 00 Dismantling Note Above schedule is subject to change without prior notification Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 4 EXHIBITOR REGISTRATION Exhibitor registration will be located on the 5FG concourse of the HKCEC To comply with safety regulations meeting delegates customers of exhibitors and the general public will not be granted access to the Exhibition Hall apart from the official opening hours 5 EXHIBITOR ACCESS Please note that all exhibitor personnel agents and representatives will have access to the exhibition area and the Welcome Reception only 6 EXHIBITOR BADGES Exhibitors will be issued identification badges for admission purpo
7. A FIRE ALARM Remain calm and alert prepare to leave the HKCEC Resume to normal activities once fire alarm is stopped 2 IF YOU HEAR A FIRE ALRARM EVACUATION ANNOUNCEMENT OR INSTRUCTION Leave the HKCEC via the nearest exit emergency exits marked in green do not use lifts If you encounter smoke in the stairway use alternate exits where available Do not attempt to remove vehicles from parking garage or loading docks Follow announcements over the public address system or instructions by HKCEC staff and or fire police officials Once outside the HKCEC stay clear of the HKCEC and Convention Plaza complex do not return until conditions are declared safe to do so by HKCEC management or fire police officials MEDICAL EMERGENCY IN CASE OF A MEDICAL EMERGENCY Dial emergency number for Security Control Room 33 from the closest house phone call 2582 7162 24 hours Give exact location Give detailed information when possible of the situation concerning injuries and the cause of any injuries Remain in contact with HKCEC staff until emergency personnel have arrived 22 Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 EXHIBIT SERVICE ORDER FORM gt Please refer to separate files at the folder 23
8. ERAGE Sieen R ER R RRE E REER RETRETE 17 18 PARKING WITHIN THE 18 19 UABILTY AND SECURITY i ROEE 18 20 REGULAT O N S 18 21 5 a 18 22 MISCELLANEOUS 19 23 RULES AND REGULATIONS OF HONG KONG CONVENTION AND EXHIBITION CENTRE 20 24 EXCLUSION OP LIABILITY svccczecececceceecccaeecvcepececsdecteacecteucacese 20 25 COMPLIANCE WITH LOCAL LEGISLATION ccccccccccccccucecucccececececucecucecececucacucacacacacacacacueacucecuaecuaeeueass 20 26 GOVERNING 20 SHIPPING amp FREIGHT HANDLING 21 EMERGENCY AND EVACUATION PROCEDURE ccccccccccccecccecccucecucecececececucecececucecesesecesesececesececececeeeceseceeess 22 Exhibit SERVICE Ord et FORM ssieccces esicheca dare cevcos esies deeaceesssibecScevadecneeeicnetenvncaecueyssachesl acbceies soucdendnedeciessdecBecvaoonsevseds 23 Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 EXHIBITOR S CHECKLIST Please use the below checklist of forms to help you plan your work schedule and
9. Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 Regionals HONG fig een cb Oa B EXHIBIT SERVICES MANUAL 12 15 December 2013 Hong Kong Convention and Exhibition Centre Hong Kong China Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 TABLE OF CONTENTS esas sno gasses ste EE A 3 A ea N E E E A E E E 4 EXHIBITION INFORMATION ccccccccccccccccccccccececucucecucecucucecececucecucucusecesececececececeeucecucececesecececececececeeececesececececs 6 VENUE SPECIFICATION AND FLOOR PLAN u ccccccccccccccecccesececececeeecececececeeececeeececeeecesecececesecececececeseceseceeeeesens 8 EXHIBIT SERVICES amp GENERAL INFORMATION ccccccccccccecececececscecececscececeescecscsescesesecesesececesesecececececeeesecens 10 RULES amp EE E E a ERE 13 1 GENERAL RULES e a e a E E e Ea EE 13 2 ELIGIBILITY OF EXHIBITORS cccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccceccscccceceseceseses 13 3 LICENSING AND ALLOCATION OF EXHIBITION SPACE ccccccscssscssssssssssssssssssssssssssssssssssssssssssssssrsenes 14 4 EXHIBITION 5 Paces dee favededelsc dh gcvaic
10. anizing Agency Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 VENUE SPECIFICATION AND FLOOR PLAN 1 Venue Specification Exhibition Venue Floor Loading Ceiling Height Stand Building Height Lift Capacity and Maximum Weight Hall 5F Hong Kong Convention and Exhibition Centre HKCEC 1 Expo Drive Wanchai Hong Kong Please use Harbour Road Entrance 1700 kg sq m 350160 sq ft 8 25 meters As ceiling rigging points are limited in the exhibition area suspension of stand or light fittings from the ceiling of the exhibition venue will not be permitted unless prior approval in writing is obtained from the Organizers Shell scheme booths stand decoration stand fittings or exhibits should NOT exceed 2 5 metres in height and NOT extend beyond the boundaries of the booth Custom built booths raw space stand decoration stand fittings or exhibits should NOT exceed 5 meters and NOT extend beyond the boundaries of the booth This includes company names and advertising material provided by the Exhibitor Please submit booth layout plan with dimensions no later than 28 October 2013 for approval by the organizers A working platform should be used during the setup and dismantling of the exhibition booth when the height is over 2 meters All construction or installation that exceeds 3 meters in height is required to be approved a
11. aper Basket Carpet for the booth area No financial credit will be given by the Official Stand Fitting Contractor for any package item not utilized 2 BOOTH FASCIA NAME STANDARD SHELL SCHEME Fascia signage is included in the exhibition package The fascia board will be erected across the front side of your stand as per diagram above Exact wording of the Exhibitor s company name is to supplied on FORM 7 Booth Fascia Name Exhibitor may use the same form to indicate inclusion of the corporate logo on the fascia but this is subjected to additional cost ALL Exhibitors need to complete and return the form to the Official Congress Organizing Agency by 13 November 2013 Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 3 WALLING All walls are white laminated panels of 1m width W and 2 5m height H each Exhibitors are not allowed to make alterations to the structure of the stand booth or remove any integral parts from it on their own Any damage caused to the panel s will be charged to the Exhibitor Exhibitors wishing to remove or change the location of any standard equipment e g spotlights within the booth should indicate clearly on the Form 4 Booth Service Location plan and forward it together with clear instructions to Milton Exhibits before 13 November 2013 Caution No tape nail or fixture of any kind is allowed to be affixed to the partitions floor ceili
12. are reserved for the Official Stand Fitting Contractor and the Official Freight Forwarder Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 EXHIBIT SERVICES amp GENERAL INFORMATION 1 STAND FITTING REGULATIONS AND SPECIFICATIONS The shell scheme booths are constructed by the Official Stand Fitting Contractor Milton Exhibits Hong Kong Limited appointed by the Organizers The shell scheme booth units are 3 meters x 3 meters Total of 9 square meters 10 by 10 feet LEGEND ary Company Name Black Leather Chair 7 Waste Paper Basket 2 1 MTO1 0 75mH Information Counter 1 2 1 Longarm Spotlight A 500W 220V Square Pin socket w Longarm 0 Spotlight Spotlight Bick Leather Leather Chair Chair 0 75mH Information Counter Carpet V0820 Skyblue Perspective Plan View Front General package for stand fitting booth includes the following 3 side 2 5m high system constructed wall panels or 2 sides 2 5m high system constructed wall panels for corner booths Fascia board with company name and booth number Maximum 25 Characters of English lettering 1 x Information counter 2 x Black leather chair 2 x Longarm Spotlights 1 x 500W Socket with electrical power for one electrical appliance 1 x Waste P
13. com Contact Mr Henry Wong T 852 2582 7942 Email henrywong hkcec com Official Stand Fitting Contractor Milton Exhibits Hong Kong Limited Mr Steven Wong T 852 3605 9659 F 852 3605 9459 Email stevenwong milton hk com OR Ms Crystal Chan T 852 3605 9517 F 852 3605 9459 Email crystalchan milton hk com Official Freight Forwarder Kuehne amp Nagel Limited Mr Sunny Ling T 852 2823 7756 F 852 2527 7900 Mobile 852 9527 7900 Email sunny ling kuehne nagel com Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 EXHIBITION INFORMATION 1 OFFICIAL EVENT NAME IOF Regionals 4 Asia Pacific Osteoporosis Meeting 2 OFFICIAL EXHIBITION OPENING DATES AND HOURS Thursday 12 December 2013 19 00 20 30hrs Friday 13 December 2013 09 00 18 00hrs Saturday 14 December 2013 09 00 18 00hrs Sunday 15 December 2013 09 00 14 30hrs 3 SITE OPERATIONS SCHEDULE A schedule has been drawn up to avoid congestion and work hazards during the build up period Please adhere to the given timings for smooth operations The Organiser reserves the right to refuse entry to any Exhibitor or contractor whose work is of disruption to the schedule below Please note that there will only be ventilation but not air conditioning during the set up dismantling days Wednesday December 11 2013 10 00 15 00 Official contractor set up 15 00 24 00 Non
14. d by and constructed in all respects in accordance with the laws of Hong Kong and the Exhibitor irrevocably submits to the non exclusive jurisdiction of the Hong Kong Courts 20 Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 SHIPPING amp FREIGHT HANDLING INFORMATION The Organizer had appointed Kuehne amp Nigel as the Official Freight Forwarder of the Congress Please read through the Exhibition guideline carefully and return the required forms before their respective deadlines For Enquiries please contact the following Kuehne amp Nagel Limited KN Expo Service Hong Kong Mr Sunny Ling Hkg OM Direct 852 2823 7756 Fax 852 2527 7900 Mobile 852 9622 3280 Email sunny ling kuehne nagel com Please note that shipments from Exhibitors can ONLY be delivered to HKCEC on 11 December 2013 21 Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 EMERGENCY AND EVACUATION PROCEDURE FIRE EMERGENCY IF YOU DETECT FIRE OR SMOKE Activate the nearest fire alarm if possible and safe to do so Leave the area of a fire immediately by the nearest exit emergency exits marked in green do not use lifts Close doors behind you Leave the HKCEC if necessary by the nearest exit emergency exits marked in green do not use lifts IN CASE OF A FIRE ALARM 1 IF YOU HEAR
15. drilled to the Shell Scheme stand structure and the structure of the exhibition hall and any part of the building If this instruction is ignored the Exhibition Stand Contractor reserves the right to charge the Exhibitor or contractor concerned for any damages to his material The Official Stand Fitting Contractor may provide assistance in hanging or displaying exhibits on the stand structure whenever possible Please approach them for a quote if you require their services 9 4 Contractor passes issued to the contractors and their workmen are only valid during the built up and tear down days for the purposes of construction and dismantling 10 CUSTOM BUILT BOOTHS ON RAW SPACE Plans and design proposals for custom built booths are required to be submitted in duplicate to the Official Congress Organizing Agency for approval by Hong Kong Convention and Exhibition Centre no later than 28 October 2013 The scale of drawings submitted shall not be less than 1 100 of full dimensions given and must contain floor plan stand elevation telephone electrical fittings colors and materials to be used any audio visual equipment to be used The booth decorative constructive materials must be covered by fire retardant materials For special booth designs a surveyor report and loading test report must be provided to ensure safety Please provide safety certificate from a Registered Structural Engineer RSE for any structure exceeding 3m in height and a ce
16. e and adhere to the timings for the build up and breakdown periods stated in the Event information when preparing and constructing their stands and exhibits displays Extensions are subject to extra costs and approval by the venue owner 9 STAND CONTRACTORS 9 1 The Organiser had appointed Milton Exhibits Hong Kong Limited as the Official Stand Fitting Contractor for all Shell Scheme Package stands However Exhibitor can also choose to employ a contractor of his her choice to construct stand interiors or any free standing displays and fitments which is subject to prior approval by the Organizer Exhibitors who prefer to employ their own stand contractors must complete the Form 8 Non Official Contractor Form and return to the Official Congress Organizing Agency before 28 October 2013 For Contractor badges please complete FORM 6 Contractor Badges Form and return it to the Official Congress Organizing Agency by 28 October 2013 9 2 All Exhibitors should ensure that their stand contractors are familiar with and follow the rules and regulations contained in the Technical Manual Any breach of the regulations may result in the stand having to be dismantled and removed at the Exhibitor s expense Any damage to the HKCEC flooring found within the exhibitors booth area is the liability of the exhibitor 9 3 No additional fittings or displays including additional name boards covers logos balloons etc are to be attached nailed screwed or
17. ed music for a demonstration or as background music requires permission from either The Composers and Authors Society of Hong Kong or the Phonographic Performance South East Asia Ltd COPYRIGHT ISSUES PERTAINING TO EXHIBITS The Exhibitor should warrant that all exhibits and publicity materials or any other part of the display on the stand do not in any way whatsoever violate or infringe any third rights including all intellectual property rights i e trademarks copyright designs names and patents whether registered or otherwise FILMING AND BROADCASTING No Exhibitor should engage in or permit filming sound recording or video recording telecasting and broadcasting at the exhibition venue unless approved in advance and in writing by the Organizers and the Official Congress Organizing Agency Exhibitors should not give any interview public announcement press statement or any other publicity whatsoever intended to publicize the exhibition as a whole without prior written consent of the Organizers Exhibitors should not disclose any technical or confidential information regarding the business or affairs of the Organizers or any of the Exhibitors The Organizers and the Official Congress Organizing Agency shall not be responsible for any error or omission relating to the Exhibitor its equipment products or services in the listings in any publicity materials and publications INTELLECTUAL PROPERTY RIGHTS The Organizer and the
18. ibits is entirely the responsibility of the Exhibitor The Organizers and the Official Congress Organizing Agency take no responsibility for any damages incurred to exhibits during transportation and set up Exhibits should not be sent to the Exhibition venue until the allocated booth is ready Exhibitors should arrange a representative to be at the booth to receive goods as they arrive The Organizers and the Official Congress Organizing Agency will not accept or sign for any goods exhibits or other materials on behalf of Exhibitors Loading Dock and Service Road Directions The vehicles or van are required to access from Convention Avenue Access to Phase 1 please refer to the map below for the exact location i and Exhibition Centre a 1 Yamn Eu tance A O Harbour Road Entrance 79 Harbour Road 7 To Wanchai MTR Station EMF FME SRSSAC ARR LRSM isana P Expo Galleria Entrance Drop off Zone _ To Expo Drive Entrance p i Carpark Entrance a To Expo Drive Entrance i i 1 Exhibition Centre To Harbour Road Entrance Pre rake Wanchai Hong Kong China Access to Loading Dock Regulations The following regulations must be complied with while at the loading dock Exhibitors will be given a certain amount of vehicle passes All the drivers entering the loading dock must present the vehicle pas
19. ine 2 Exhibitors who join the Exhibition after the deadlines stipulated are requested to submit all forms immediately Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 CONTACT LIST Services Company s Contact Person Meeting Secretariat International Osteoporosis Foundation T 41 22 994 0100 F 41 22 994 0101 Email hongkong2013 iofbonehealth org Sponsorship Enquiries Ms Rhonda Ng IOF Asia Pacific Regional Coordinator T 65 6496 5508 F 65 6496 5599 Email rng iofbonehealth org Official Congress Organizing Agency Exhibition sponsor arrangement and local arrangements Ms Candy Lai International Conference Consultants Ltd T 852 2559 9973 F 852 2547 9528 Email iofhongkong2013 icc com hk Official Registration amp Housing Bureau MCI Suisse SA T 41 22 339 9594 F 41 22 339 9631 Email iofhongkong2013 reg mci group com Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 Services Company s Contact Person Meeting Venue Internet and telecommunications Food and beverage Hong Kong Convention and Exhibition Centre HKCEC 1 Expo Drive Wanchai Hong Kong China T 852 2582 8888 F 852 2802 0000 Website http www hkcec com hk about hkcec Contact Mr Leo Leung T 852 2582 7116 Email leoleung hkcec
20. ment Government of the Hong Kong Special Administrative Region have set forth very strict rules and regulations relating to sale of food in Hong Kong Any food whether imported or locally produced intended for sale in Hong Kong shall comply with local rules regulations and laws Related ordinance and regulations can be purchased from Government Publication Centre or downloaded from the website http www cfs gov hk english food leg food Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 18 19 20 21 If you wish to order any food and beverage at your stand please directly contact the Hong Kong Convention and Exhibition Centre or fill in and return Form 11 Booth catering order form to HKCEC by 29 November 2013 PARKING WITHIN THE VENUE A public car park is located between the Hong Kong Convention and Exhibition Centre and the Grand Hyatt Hong Kong NO parking is provided within the Convention Centre LIABILITY AND SECURITY Each exhibitor must make provisions for safeguarding goods materials equipment and displays at all times Please do not leave any valuables in your exhibit table top area unattended Perimeter security service will be provided by the Organizer for the exhibit period but neither the Organizer nor the Hong Kong Convention and Exhibition Centre will be responsible for loss of any material or for any cause The exhibitor assumes
21. n to the Organizers and the Official Congress Organizing Agency However the Organizers and the Official Congress Organizing Agency shall have the exclusive right to allocate space in accordance with the nature of exhibits or in any manner they deem fit and proper The Organizers and the Official Congress Organizing Agency reserve the right to alter or change the space assigned to the Exhibitor at any time prior to the construction of the Exhibitor s stand and to undertake other structural alterations as they deem fit and proper Such changes shall be at the discretion of the Organizer and the Official Congress Organizing Agency and the Exhibitor shall have no claim for compensation as a result of such changes Written notification of any changes will be sent to the exhibitor prior to the exhibition 4 EXHIBITION FEES Payment shall be made according to the schedule as stated in the exhibition booking form and invoice issued by the Official Congress Organizing Agency Failure to pay the fees by the due date may render the space reservation liable to forfeit 5 ADMISSION The Organiser shall have sole control over all admission policies at all times Any person visiting the exhibits or attending any function of the Meeting will be required to register and wear an appropriate badge while in attendance The Organiser reserves the right to refuse admission or remove any person without giving a reason This also applies to build up and dismantling periods
22. nd surveyed for structural safety by a Registered Structural Engineer A safety Certificate issued by him her must be submitted to Official Contractor before the exhibition opens to the public All structures must be properly braced and supported to ensure stability and rigidity Any construction or installation that is 4 5 meters or above in height shall also require an RSE with structural justification For contact of Registered Structural Engineer or Authorized Persons please refer to http www bd gov hk english inform index _ap htm Freight Lift W 2 44m x D 4 17m x H 2 92m 7 000 kg 15 400 Ibs Container Lift W 4 5m x D 16 08m x H 4 5m 45 000 kg 99 000 lbs Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 Floor Finish Fixings to the surface of the floor are strictly prohibited Electricity Single phase 220V 6 50 cycles per second AC supply Ventilation Central air conditioning system General Lighting Approx 400 lux Aisle Width All aisles are a minimum of 2 metres wide Parking A public car park is located between the Hong Kong Convention and Exhibition Centre and the Grand Hyatt Hong Kong Loading Area For cargo truck please use the Harbour Road Entrance Loading Dock at Basement 1 access from Convention Avenue and take Cargo Lifts 7 10 for direct access to the Hall 5F Please display the vehicle pass on the windscreen Lifts 01 02
23. ng or fascia Exhibitors using adhesive tape stickers to temporarily adhere materials to the booth panels will be held responsible for removing the tape stickers without damage to the panels Exhibitors are liable to any damage caused to their booth fixtures fittings at the fair ALL Exhibitors must complete Form 9 Indemnity Form and return to the Official Congress Organizing Agency before 13 November 2013 4 ADDITIONAL FURNITURES ELETRICAL FITTINGS AND PLANTS Additional furniture shelves showcases tables chairs etc or electrical fittings services fluorescent tubes spotlights power sockets extended electricity supply etc may be ordered at the Exhibitor s expense from the Official Stand Fitting Contractor For rental of additional Audio Visual Equipment please complete Form 1 Audio Visual Rental Services and return to Milton Exhibits by 13 November 2013 For rental of additional furniture please complete Form 2 Additional Booth Furniture Rental and return to Milton Exhibits by 13 November 2013 For rental of electrical fittings please complete Form 3 Booth Electrical and Lighting Service and return it to Milton Exhibits by 13 November 2013 For rental of plants and flowers please contact Mr Steven Wong from Milton Exhibits directly for information 5 LIGHTING Two 02 100W longarm spotlignts will be provided For additional lighting please complete FORM 3 Booth Electrical and Lighting Service and retu
24. nizing Agency by 13 November 2013 STAND BOUNDARIES AND DESIGN RESTRICTION Exhibitors may not place any display materials or exhibits nor extend their stand structures and fittings beyond their contracted boundary The exhibit will be charged for any infringement of this rule and the Organiser reserves the right to remove the infringement EXHIBITION BOOTH DISPLAY ACTIVITIES No exhibitor may operate in a way that violates the rights of another exhibitor Exhibits must not project beyond the space allotted and may not obstruct the view or interfere with the traffic of other exhibits All exhibits are to be conducted in a dignified manner No soliciting of attendees in the aisle or high pressure sales pitches of any kind is permitted Demonstrations and the distribution of literature and samples should take place inside the assigned table top area Any demonstrations at the booth that emit sound must be stopped immediately if deemed disruptive to other exhibitors in the exhibition hall Booth areas are to be kept clean and in good order No part of any exhibit or signs relating thereto shall be posted nailed or otherwise attached to columns walls floors or other parts of the facility in any way Damage arising from failure to observe these rules shall be payable by the exhibitor PROMOTION S DURING THE SHOW Exhibitors are not allowed to place stickers signs or posters anywhere in the exhibition halls other than within their own stand and
25. on paid advertising poster sits and billboards Similarly exhibitors representatives are not permitted to distribute any publicity materials souvenirs and the likes along gangways near the entrance exits and other public areas of the exhibition venue Non exhibitors are prohibited from displaying or promoting their activities anywhere in the exhibition and may be asked to leave unless permission is granted from the Organiser Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 15 16 17 Publicizing before or during the exhibition the sale of a limited quantity special edition at the exhibition venue without obtaining prior approval from the Organizers and the Official Congress Organizing Agency is strictly prohibited The Organizers and the Official Congress Organizing Agency reserves the right to terminate the Exhibitor s participation if the Exhibitors conduct activity which in the opinion of the Organizers interferes with the rights of other Exhibitors at the exhibition DISMANTLING OF DISPLAYS No packing of equipment or materials will be permitted until the exhibition ends officially at 14 30hrs on 15 December 2013 All exhibits stand fittings and other materials brought into the halls for an exhibit including materials scrapped at the close of the exhibit floor must be removed from the halls by the owners in sufficient time by the end of the event The rem
26. oval and disposal of stand fittings or materials are not covered by the rental Exhibitors should make direct arrangements with their own agents or the Official Freight Forwarder for the transportation and removal of exhibits at the Exhibitor s own cost Any exhibits or stand material left behind at the exhibition venue which are not disposed of by the Exhibitor will be disposed of by the Organizer and or the Official Congress Organizing Agency at the expense of the Exhibitor concerned All Exhibitors their staff and contractors are strictly required to wear official name badges at all times during move in and move out Non badge holders will not be admitted under any circumstances During move out at least one of the Exhibitor s personnel must be present on or in the vicinity of the stand BOOTH CLEANING During the build up and dismantling periods exhibitors and or appointed contractors are responsible for the removal of stand construction debris and rubbish All aisles must be left clear During the exhibition days the Organiser will provide general cleaning of the stand carpets ad gangways daily It is the exhibitors responsibility to maintain the cleanliness of their stand at all times All debris and carpets must be cleared by the Exhibitors and or their contractor by 18 00hrs on 15 December 2013 Failure to do so may result in the contractor and or Exhibitors being liable for service fees incurred Exhibitors who are likely to have s
27. participation Required forms must be completed endorsed and returned by the deadline stated on the form Exhibitors who contract for space after the deadline are to return ALL forms immediately Order Check box Form Item Deadline Submit to Form 1 Audio Visual Rental Service 13 November 2013 Form 2 Additional Booth Furniture Rental 13 November 2013 Milton Exhibits ae Official Stand Form 3 13 November 2013 Fitting Contractor ervice Form 4 Booth Service Location Plan 13 November 2013 Form 5 Temporary Field Staff Order 13 November 2013 International Form 6 Contractor Badges Form 28 October 2013 peices Consultants Ltd Form 7 Booth Fascia Name 13 November 2013 Official Congress Non Official Contractor Organizing Foma Customized booth design Somber cots Agency Form 9 Indemnity Form 13 November 2013 Form 10 Telecommunications Service 20 November 2013 HKCEC Form 11 Booth Catering Order Form 29 November 2013 Vente Note Kindly submit all necessary forms by the deadlines stipulated to avoid incurring any late installation order changes These charges can range from 30 to 50 of the original cost 1 expedite matters please also enclose all necessary payments samples plans and other relevant materials to the appropriate party Services cannot be guaranteed for forms that are submitted after the stipulated deadl
28. rn to Milton Exhibits by 13 November 2013 6 ELECTRICITY 6 1 Electricity from the mains batteries or generators should be supplied only through the Official Stand Fitting Contractor Wiring of booths installation of light fittings and small power sockets and hook up of machines shall also be carried out by the Official Stand Fitting Contractor 6 2 For safety reasons and for protection of the sophisticated electrical installation system at the Hong Kong Convention and Exhibition Centre HKCEC all power main installations from the supply sources floor pits columns and or overhead bus ducts to the designated locations exhibition booth must only be carried out by HKCEC s authorized electrical contractors 6 3 Each Exhibitor booth comes with 01 no 13Amp 230V single phase power socket For additional electricity requirement s please complete FORM 3 Booth Electrical and Lighting Service and return to Milton Exhibits by 13 November 2013 7 INTERNET Free Wifi services are available at the HKCEC Telephone fax data lines if required by the Exhibitors are supplied at additional cost to the Exhibitors by the HKCEC Please complete Form 10 Telecommunications Service and return it to the Hong Kong Convention and Exhibition Centre by 20 November 2013 Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 8 BOOTH BUILDING Exhibitors and their contractors must take not
29. rs or their personnel agents or representatives if in the Organizers opinion their conduct or presentation is objectionable to other participants of the Exhibition The Exhibitor shall abide by the rules and regulations of the exhibition venue Hong Kong Convention and Exhibition Centre which are deemed to be integral parts of and incorporated into the Exhibitor Service Manual conditions In the event of conflict between the provision of such rules and regulations and the Exhibitor Service Manual conditions the Exhibitor Service Manual conditions shall prevail A copy of the rules and regulations of the Hong Kong Convention and Exhibition Centre are available from the Official Congress Organizing Agency on request The Organizer and the Official Congress Organizing Agency reserve the right to interpret alter and amend any of these conditions and to issue additional rules and regulations at any time they consider necessary for the orderly operation of the exhibition All interpretations of these conditions and any additional rules and regulations by the Organizer and the Official Congress Organizing Agency shall be final 2 ELIGIBILITY OF EXHIBITORS 2 1 2 2 2 3 An Exhibitor can be a company institution or government The Organizer and the Official Congress Organizing Agency may require Exhibitors to produce a copy of their business registration certificate certificate of incorporation or other registration document at any time
30. rtificate from an AP Registered Structural Engineer RSE with structural justification for any structure of 4 5m or above to the Official Stand Fitting Contractor prior to the exhibition opening to the general public Supply of electricity and all electrical works at raw space booths shall only be carried out by the Official Stand Fitting Contractor at the exhibitor s expenses Exhibitors wishing to order these services should complete Form 3 Booth Electrical and Lighting Service and return it to the Milton Exhibits by 13 November 2013 together with design plans or proposals for electrical installation for approval by Hong Kong Convention and Exhibition Centre Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 RULES amp REGULATIONS 1 GENERAL RULES 1 1 The Exhibitor agrees to abide by all rules and regulations established or adopted by the Organizer and the Official Congress Organizing Agency in the best interests of the exhibition Please take note that there are rules and regulations pertaining to electricity use of stand and safety stand construction and shell scheme booths as detailed in the exhibitor manual to be observed by the Exhibitor The Organizer and the Official Congress Organizing Agency reserve the right at any time to alter or remove exhibits or any part thereof including printed materials products signs lights or sound and to expel Exhibito
31. s at the windshield of the vehicle The vehicle pass is restricted for access only to the loading area for pick up and drop off ONE vehicle pass represents ONE vehicle eligible for accessing the loading area Private cars are not allowed to enter the loading area As vehicle enters the marshaling area dock control staff from HKCEC will check the validity of vehicle pass before admitting vehicle in The vehicle pass will be checked and stamped at Marshaling Area entrance and collected at exit It cannot be reused A 45 minute loading unloading limit applies to all vehicles in the loading area Vehicle must be removed immediately after unloading to allow other vehicle s access Exhibit Services Manual IOF REGIONALS 4TH ASIA PACIFIC OSTEOPOROSIS MEETING Hong Kong 12 15 December 2013 9 10 11 12 13 14 STORAGE OF EXHIBITS Under no circumstances will the Organizers and the Official Congress Organizing Agency be responsible for receiving or storing any exhibit or booth material Space is extremely limited at the HKCEC and the Exhibitors need to make direct arrangements with their own agents for the storage transportation set up and removal of exhibits packaging and promotional material The Official Freight Forwarder can offer the above service at the Exhibitor s own cost ELECTRICAL Only the Exhibition Stand Contractor is allowed to carry out electrical installation work connecting to the main source a
32. ses To allow for flexibility we will only print the company name on the exhibitor admission badges Please refer to the below for the entitlement of complimentary exhibitor badges Booth Size Complimentary Exhibitor Badges Complimentary Full Meeting Not allowing access to Scientific Sessions Registration 9 15 2 badges 0 registration 16 30 m 3 badges 0 registration 31 45 m 4 badges 1 registration 45 61 5 badges 2 registrations 62 77 6 badges 2 registrations gt 77 m 8 badges 3 registrations Additional badges for Exhibitor will cost at USD150 per badge Please contact the Official Registration amp Housing Bureau MCI Suisse SA Email iofhongkong2013 reg mci group com should you require additional badges All Exhibitors their staff agents and representatives including any contractors are strictly required to wear Official admission badges prominently above the waist at all times during set up dismantling and throughout the exhibition For security reasons only official badge holders will be allowed entry into the exhibition area The Organizers and the Official Congress Organizing Agency reserve the right to refuse admission to the exhibition to any visitors exhibitors or their agents and representatives who are regarded as unfit intoxicated or in any way likely to create annoyance or disturbance in the exhibition area This is at the sole discretion of the Organizers and the Official Congress Org
33. t the exhibition All electricity supplied to the stand will be switched off from source 30 minutes after the exhibition closes daily 24 hours electricity supply is available by prior arrangement with the Official Stand Fitting Contractor at least a month before the event Such supplies cannot be arranged at short notice The Organiser reserves the right to disconnect the electrical supply to any installation which in the opinion of the electrician is dangerous or likely to cause annoyance to visitors or other Exhibitors The 13amp 15amp electrical power outlets are strictly for single exhibit machinery usage only The use of multiple socket outlets is strictly prohibited to avoid any overloading as this may lead to a trip in the incoming power supply and cause inconvenience to other Exhibitors Power outlets are not to be used for lighting purposes All lighting connections including lights brought in by exhibitors will be charged accordingly to the number of tubes or bulbs lighted on the stand Exhibitors are encouraged to use bulbs of higher voltage maximum 100 watt wherever possible STAFFING OF EXHIBIT Exhibits must be staffed and operational at all times during exhibit hours Exhibits must remain intact and staffed until official close at 16 30hrs on 15 December 2013 Exhibitor may consider hire temporary staff for their booth If required please complete Form 5 Temporary Field Staff Order Form and return to the Official Congress Orga
34. the sole and exclusive responsibility for all liability losses claims suits and demands whatsoever related to or on account of any injury or death or damage to property including the exhibit hall however occurring related to or arising from the acts of the exhibitor his or her employees agents licensees or contractors The exhibitor agrees to indemnify and hold harmless the Organizer and the Hong Kong Convention and Exhibition Centre from and against any and all liability losses claims suits and demands which may arise from or be asserted in connection with the foregoing undertakings activities and responsibilities of the exhibitor FIRE REGULATIONS All fabric and plastic exhibit table top material must be fire retardant Oil cloth tarpaper nylon certain plastic or other materials that cannot be made flame retardant are prohibited No open flames are permitted without a fire department permit or venue approval The Organizer reserves the sole and exclusive right to alter the exhibition hall layout as it deems necessary to comply with local and building fire regulations Any gas or steam caused by equipment on exhibit that may be damaging to health or cause any other damage must be evacuated through adequate piping To set up these installations depending on their locations prior authorization from the technical services of the Organizer will be required Exhibitors who because of the nature of their exhibits require a special type of
35. ubstantial quantities of waste materials for set up and removal either during or at the end of each day must inform the Official Congress Organizing Agency in advance so that necessary arrangements may be made for which a charge may be raised FOOD amp BEVERAGES According to the rules and regulations of the Hong Kong Convention and Exhibition Centre HKCEC HKCEC has the exclusive right to sell or distribute in the Centre all food and beverages confectionery or any other consumable refreshments No person shall distribute or give away any item of food or drink not supplied by the HKCEC unless expressly appointed for the purpose in writing by the HKCEC in advance as its lessee franchisee or concessionaire on such conditions as the HKCEC may see fit except in the case of the distribution of gifts and then only to the extent that the amounts distributed or given away shall not be likely in the HKCEC s opinion to have significant effect on its sale of food or drink Where in the opinion of the HKCEC such distribution of gifts shall have a significant effect on its sale of food or drink the HKCEC at its own discretion may nevertheless permit the distribution of gifts on the term that the HKCEC will be entitled to charge the Exhibitor such sums as shall be determined by the HKCEC as constituting the loss of profit occasioned to it in consequence of the distribution of the gifts by the Exhibitor In addition the Food and Environmental Hygiene Depart
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