Build up and Break down
Build up and Break down Build Up Date 19th/ 20th March 2015 Build up hours 00.01am – 11.59pm Build up activity Space Contractors / Show Contractors 20th March 2015 11.00am -11.59pm Exhibitor Booths Exhibition Open Period Date 21st March 2015 22nd March 2015 Time 10am – 7pm 10am – 7pm Please note that restocking and deliveries must be completed 30 minutes before the start of the show and 30 minutes after the closing of the show – No vehicles will be allowed through the control points after this time Break Down Date 22nd March 2015 23rd March 2015 Break down hours 7pm – 00.01am 00.01am– 10pm Break down activity All Exhibitors All Exhibitors Organisers Contact Details Name Location Phone Number Chris Bubb Organisers office located in hall 6 +447840204707 Deliveries To BodyPower Expo 2015 Address Your stand number Hall 5/ 6 Bombay Convention Centre Mumbai Maharashtra 400063 Contacts/Services Page Organisers Contacts Operations Manager – Chris Bubb – c.bubb@bodypower.tv - 00447840204707 General Manager India – Pradeep Singh – p.singh@bodypower.tv – 0091 99 69195969 Show Manager – Phil Mortimer – p.mortimer@bodypower.tv - 00 447912383888 Marketing Manager – Josh Reeves - j.reeves@bodypower.tv - +44 (0)1926 484942 Show Contractor (Electrics, Furniture, AV, Carpet) Pavilions Interiors – Mrinalini Sethi - mrinalini.ms@pavilionsinteriors.com - 0091-0120-2581119 Stand Designs/Graphics Design Desk -Mr. Rohit Saraogi / Mr. Amit Saraogi - mumbai@designdesk.in - +91 9769914770 www.designdesk.in Pavilions Interiors – Mrinalini Sethi - mrinalini.ms@pavilionsinteriors.com - 0091-0120-2581119 Logistics/Storage/Forklift Hire Chaucer Logistics – Alan Falconbridge - exhibitions@chaucerfreight.com Tel: +441708 555338 Mob: +447500 529350 Cleaning TBC Official Travel Partner/Transport Grallo – Tom Ansell – tom@grallo.com - +91 8050033334 - www.grallo.com Tamarind Tours Pvt Ltd - Shweta Soni - +91 9560005418 - sonis@tamarindtours.in -– www.tamarindtours.in Local hotels and accommodation The Lalit - http://www.thelalit.com/ The Westin Mumbai - http://www.westinmumbaigardencity.com/ The Residence Hotel - http://theresidencehotel.com/index The Sarovar -http://www.grandsarovar.com/index.php In these rules and regulations the following expressions shall, unless the content otherwise requires have the following meanings: “Show” means BodyPower India 2015 – including any sectional exhibition associated with it: “Exhibitor(s)” means any person to whom space at this show shall have been allotted under contract and shall include all staff, employees and agents of such person. “The Organisers” means BodyPower Expo Ltd and/or others appointed by them to organise the Show together with their agents and workmen. “Exhibit” means any article so described by the exhibitor and permitted by the organisers to be exhibited. “Stand” means the area allotted to the exhibitor by the organisers under the contract. “Shell Scheme” means that part of the stand is to be constructed by the organisers for the exhibitor conforming to the relevant specifications for its type as set out in the exhibitor’s handbook. “Contract” means the space booking form entered into between the organisers and the exhibit in which these rules and regulations are incorporated “Owner” means the proprietor of the halls in which the show is to take place together with its agent’s servants and workmen. In this case the Bombay Convention Centre (BCEC) “Venue” means the Bombay Convention Centre (BCEC), Mumbai, Maharashtra 400063 “Regulations” means the regulations of the BCEC or owner in force. *Please be aware all forms requested are mandatory and must be completed and returned by March 1st 2015. All space stands must send full designs for approval prior to the exhibition. Failure to complete the forms could lead to the organisers refusing access into the halls.* Any Exhibitors caught transferring passes to guests or anyone they have not declared to be working on their booth throughout the exhibition will be escorted off the premises with immediate effect. Stand Space Stand space is sold in 2 formats: 1. Standard shell scheme 2. Space only It is essential that you read this section carefully to clarify which package your company requires and has booked. If you are in any doubt please contact the organisers. Minimum requirements for all stands: Modular system construction with fascia panels with lettering Stand floor complete with floor covering Attractive overall appearance (no wallpaper tables or similar to be used) Where stands do not conform to the minimum requirements or otherwise violate regulations and standards such as safety regulations, the exhibitor concerned may be requested by the organisers to make subsequent improvements or close their stand. 1. STANDARD SHELL SCHEME Description The standard shell scheme is constructed by Pavilions Interiors India Pvt. Ltd. Basic stands will consist of 2.5m high walls, fascia, corner and mid support posts, ceiling beams, stand name and number panels. The main structure is of white aluminium. Infill wall panels and facia are 3mm thick Foamex. A basic module is 990mm centre-to-centre of uprights and multiples thereof. Please contact – Pavilions Interiors on 0091-0120-2581119 or email mrinalini.ms@pavilionsinteriors.com 2. SPACE ONLY Description The term space only means that an exhibitor has booked only floor space and is therefore responsible for arranging all physical requirements of his own stand, such as design, construction and provision of the floor surface etc. Space only exhibitors may appoint a stand contractor of their own choice. Exhibitors are responsible for ensuring that their contractors receive a copy of this exhibitor handbook. All designs, construction etc must comply with the organisers, venue and local authority deadlines and rules and regulations. Rules Regulations and guidelines (space only) All space only exhibitors must work within the following parameters: If your stand exceeds 4m in height you must advise the organiser immediately. You must submit a copy of your proposed dimensional stand drawings for approval by the organiser by 1st March 2015 with details of the contractor. The Organiser will forward the drawings to the appointed structural engineers for signing off. Failure to submit drawings by this date could result in: a) Your stand being restricted to a maximum height of 4 metres b) Your stand could face delays in obtaining approval c) Your stand could incur financial penalties The organisers will appoint a structural engineer and if your stand is over 4m in height there will be a charge from that structural engineer. Please note that your stand will be inspected and assessed after construction to ensure it has been built according to the plan and structural calculations provided. All designs, construction etc must comply with the organisers, venue and local authority deadlines and rules and regulations. Your company name and stand number must be prominently displayed on your stand. Existing building structural columns, where sited on stands, must be clad on all faces, though not fixed to the actual building structure. All work must be carried out within the schedule as laid down in the show timetables. All electrical installations are handled by the official electrical contractor Pavilions Interiors India Pvt. Ltd The organisers do not supply carpet to space only stand. All space only stands must include in their design and construction, provision for a suitable floor covering. Designs/stands incorporating long runs of gangway perimeter waling (more than 30% of any wall) should not be used and will not be approved if deemed by the organisers to have a detrimental effect on the show. The organisers would prefer that walls have either natural breaks or glazed panels. The reverse sides, i.e. facing surrounding stands must be finished in a clean state and must be covered with graphics. Large exhibits and lengthy runs of waling should also be set back 0.5m from the gangway edge. PLATFORMS Where platforms form part of a stand all exposed corners need to be rounded or protected in some way WALLS/PANELS Please contact Pavilions Interiors India Pvt. Ltd on 0091-0120-2581119 who can supply panels or walls for you. SOUND SYSTEMS Sound systems must be directed towards the stand and not into the aisles. Where this is not the case, the organiser reserves the right to stop the use of sound systems. Please note that special rules apply for any presentations, shows etc at your stand and these must be registered for approval in advance. If there are any stand events in other halls then a sound limiter will have to be used. The organiser has the right to control the noise levels and if permit completely turn off the system. RULES AND REGULATIONS 1. ALLOCATION AND ALTERATION OF STANDS The organiser may make changes in the layout of the exhibition between the time when the contract is entered into and the exhibitions itself for any reason, including, for example, the need to accommodate additional features or events in the show or to comply with any requirements of the authorities and/or the owner. Accordingly the allocation of a stand number or description of a particular position on the plan for or the layout of the show is provisional and subject to alteration. If the size of the stand shall be reduced as a result of any such alteration, the amount of the fee shall be reduced pro rata to the reduction in the size of the stand. In no circumstances will the exhibitor be required, without the exhibitor’s prior agreement to pay an increased fee. 2. SUB-LETTING OF SPACE The exhibitor shall be entitled to a revocable sub-licence from the organisers to occupy the stand and the space for the purpose of displaying exhibitors for the duration of the contract. The exhibitor shall not assign or create any further sub-licence in the whole or part of the sub-licence without the written consent of the organisers. The exhibitor shall permit the organisers and the owner access to the stand and space at all times. The organisers reserve the right to have masked or removed from the hall any product or sign violating these regulations. 3. PUBLIC AND OTHER LIABILITY Although all reasonable precautions will be taken, the organiser is not responsible for the safety of any exhibitor or other property of the exhibitor or other person, or for the loss, damage or destruction by any cause of any property or for the death or injury sustained by an exhibitor or any other person unless such death or injury arises from the negligence of the organiser, its agents or servants. The exhibitor hereby accepts liability for all acts or omissions by himself, his servants, contractors, agents and visitors and undertakes to indemnify the organiser and keep it indemnified against all liability in respect thereof and against all actions, suits, proceedings, claims demands, costs and expenses whatsoever which be taken or made against the organisers or incurred or become payable by it arising thereof, including any claims arising out of the supply by the exhibitors samples of any kind whatsoever, whether such samples be sold or given away free and including any legal costs and disbursements (on an indemnity basis) paid by the organiser on the advice of Counsel to settle any such claim. The exhibitor shall take out and maintain insurance with an insurance company and with a level and extent of cover approved by the organiser (including without limitation normal product and public liability and employee liability insurance) and shall on demand produce to the organiser a copy of the policy and evidence that it is in force and that the insurers are not entitled to exercise subrogation rights against the organiser. 4. DILAPIDATIONS The exhibitor is responsible for the cost of making well, restoring or renewing any case of serious dilapidations to the exhibition hall or any part thereof. The organisers will inspect every site before erection and after demolition of the stands. Dilapidation includes (by way of examples only) marks caused by or to paint, bolt, screw, nail holes, etc. In their own interest the exhibitor should satisfy themselves as to the condition of their site both before erection and after clearance. 5. PAYMENT FOR STANDS The exhibitor will pay the stand costs by the instalments and dates shown on the booking form. If any payment to be made by the exhibitor to the organiser under the contract is not paid on the due date for payment the exhibitor will pay to the organiser interest on the amount overdue from the due date for payment to the date of actual payment. 6. INSURANCE The exhibitor shall take out and maintain insurance with an insurance company and with a level and extent of cover approved by the organiser) including without limitation normal product and public liability and employee liability insurance) and shall on demand produce to the organiser a copy of the policy and evidence that is in force and the insurers are not entitled to exercise subrogation rights against the organisers. 7. CONSTRUCTION AND ERECTION OF STAND The following terms and conditions shall apply to the construction, erection and maintenance of the stand: 7.1 No later than 1st March 2015 the exhibitor shall submit to the organisers detailed drawings of the proposed layout, design, fittings and exhibits to form part of the stand, which shall be subject to the written approval of the organisers. 7.2 The shell scheme shall be constructed by a contractor nominated by the organisers. 7.3 The exhibitor shall be responsible for constructing the interior of the stand and for that purpose may employ his own contractor or the contractor nominated by the organisers. 7.4 The construction, display and decoration of the interior of the stand shall comply in all respects with these regulations. 7.5 The construction, form and framework of the interior shall be confined to the stand and the space, and be substantially and firmly erected of materials of suitable strength approved by the organisers, and all parts shall be properly covered and all materials fire-proofed. 7.6 The exhibitor shall ensure that the interior of the stand is constructed in such a way as to not obstruct the light or impede the uninterrupted view along gangways or cause any projection of the same or affect the displays of other exhibitors. 7.7 All exhibits shall be kept within the stand area and exhibitors will ensure that at all times all of their exhibits are displayed within the stand area that they have booked. This also applies to stand structures, signs notices etc. which must be confined within the area allocated. 7.8 No part of the stand (including exhibits, name boards, signs, corner posts and fittings) shall overhang any gangway or be allowed to hang from the roof of the hall, without the prior written consent of the organisers. 7.9 Shell schemes: walls forming office or reception areas or screens must not exceed 2.5m in height. 7.10 Exhibitors must display their name and stand number on each open frontage of the Stand. The lettering for name boards on individually built stands (space only) may be sign written or cut out. Where shell scheme stands are provided, the exhibitor name will be sign written within the shell scheme to a standard format. No additional wording will be permitted to the fascia or name board. 7.11 Exhibitors should consider the needs of the disabled when designing their stand. 8. STAIRWAYS AND RAMPS TO STANDS Please contact the organiser for more information. 9. BUILDING WORKS, SUSPENDED FITTINGS AND FIXINGS 9.1 All fixings or attachments to or penetration of the fabric, structure or floors of any building on the venue shall be carried out by the BCEC at the expense of the organiser, exhibitor or contractor requiring these services. This shall include the provision of foundations, pits, fixing of holding down bolts, attachments to the structural steel work, taking down or replacing removable hall wall panels and the anchorage of guy ropes, wires, cramps or tackle for any purpose to any part of the building fabric and structure, whether to the interior or exterior of the halls. 9.2 The suspension of stand fittings for exhibition stands from the structure of the hall roof or from the walls; columns or any other part of any building on the venue will not be permitted. The venue and organisers may permit suspension from the hall roof or light fittings (the work to be carried out by the venue’s employees) provided that: 9.2.1 They form part of an overall scheme of decoration proposed by the venue. 9.2.2 Application is made to the organiser at least six weeks prior to the first day of build-up. 9.2.3 The proposed suspended units do not overstress the roof structure. 9.2.4 Time is available at the beginning and end of the build-up and breakdown period for the venue’s staff to fix/remove the suspension wires, with free unobstructed access at floor level for hoist vehicles, cranes, etc., as may be required. 9.3 Please note that no floor fixings etc should be nailed or stuck to the venue’s floor. All floorings should be fixed to the floor using venue approved tape. However, if any damage from nails or nonvenue approved tape is caused, this will result in a removal charge to the exhibitor. 10. SUSPENDED HIGH INTENSITY LIGHTING SYSTEMS All enquiries must be submitted to the organiser. 11. GENERAL OBLIGATIONS OF THE EXHIBITOR The exhibitor undertakes to comply strictly with the following obligations, which are conditions of the contract: 11.1 To occupy the stand and the space, to complete all interior fitting works, remove all rubbish and have all exhibits in position by 8.30am on 21st March 2015 11.2 To have the stand and all exhibits open to view and the stand adequately staffed continuously during the open hours of the show, 11.3 Not to dismantle the stand or fitting or remove any exhibit from the stand before 6.30pm on 22nd March 2015, 11.4 To remove all exhibits, fittings, machinery, tools and other goods from the hall by 12.00pm on 23rdMarch 2015, 11.5 To conduct business from the stand only and from no other part of the hall and not to take buyers from the hall to other business premises, 11.6 Not to sell from display exhibits held on the stand without prior written agreement from the organisers, 11.7 Not to exhibit or advertise any article, thing or other matter which is in the opinion of the organisers of an obscene or objectionable nature, 11.8 To obtain all articles of food, drink or tobacco for entertaining from the owner and ensure that all private entertaining takes place on such parts of the stand or offices as are partitioned off and not open to the public, 11.9 Where a stand consists of two or more frontages to arrange exhibits on each frontage; 11.10 Not to conduct business in such a manner as to be in the opinion of the organisers objectionable to any other exhibitor, visitor or the organisers, 11.11 Not to do, cause or suffer to be done on the stand anything which shall, in the opinion of the organisers, constitute a nuisance or which may be an infringement of or occasion or render possible a forfeiture of or an endorsement on any licence held by the organisers or the owner or his appointed catering contractor 11.12 Not to do, cause, permit or suffer to be done anything which may occasion damage, disfigurement or injury of any kind to the hall or to the person or property of the organisers, owner or any other exhibitor or visitor 11.13 Not, without the prior written consent of the organisers, bring onto the stand or into the hall any cinematographic apparatus, film, radio, television, gramophone, tape or any other similar apparatus for the reproduction of sound or vision; 11.14 To keep in a prominent position on the stand an approved pattern fire extinguisher (as supplied) together with full working instructions and ensure that all staff employed on the stand are instructed in the use thereof and of the position of the nearest fire alarm, 11.15 To comply strictly with all relevant acts, regulations, or bye-laws of any government or statutory body, or any local authority and with these regulations, 11.16 Not without the prior written consent of the organisers display goods of which the exhibitor is the not the manufacturer or the wholesale distributor or which are second hand, government or other surplus stock, 11.17 Keep all entrances, exits, gangways; pass doors and passages clear and unobstructed, 11.18 Not to store boxes or merchandise in open sight on a stand, but use a purpose built storage room to store stock, 11.19 Not to use hand written signs on the stand, all signage must be printed / silk screen etc. The Organiser reserves the right to remove any hand written sign immediately, 11.20 Remove immediately upon demand any exhibit, which in the opinion of the organisers is outside the scope of the exhibition, 11.21 Remove immediately upon demand any machinery or exhibit if insurance has not been or cannot be affected or is in the opinion of the organisers not sufficient, 11.22 To keep readily available at all times all consents, permissions and authorities issued by the organisers required under these rules & regulations together with all policies of insurance and produce any or all of the same to the organisers on demand, 11.23 The exhibitor shall submit full details of the installation and use of any sound amplification proposed to be used on the stand no later than 1st March 2014, the use of which shall be subject to the written consent of the organisers, and must not exceed noise 11.24 The exhibitor shall maintain the stand and all exhibits in good repair and appearance to the satisfaction of the organisers throughout the show and shall make all such alterations, repairs and additions as the organisers may require to the stand and shall keep the stand and exhibits clean and free from rubbish at all times. 12. ELECTRICAL INSTALLATIONS, SOUND AND VISUAL AID EQUIPMENT All electrical installation must be undertaken by the official electrical contractor as listed in this exhibitor handbook. All exhibitors will be responsible for settling accounts direct with the contractor. No electrical work may be carried out without the prior written approval of the organiser and no device will be permitted if in the opinion of the organiser it may become a nuisance to other exhibitors and visitors. The exhibitor shall not use sound amplification unless the sound is contained within the area of space allowed to him. The exhibitor shall ensure that any visual aid equipment for his stand shall also be sited so that intending viewers congregate within the limits of the exhibitor’s stand. The exhibitor shall ensure that no leads connected to any device shall be taken outside the limits of the exhibitor’s allotted space. The registered contractor for all electrical work is Pavilions Interiors India Pvt. Ltd 0091-0120-2581119 and any electrical work on your stand must be carried out by them. IMPORTANT NOTES 1. Under no circumstances are exhibitors, members of staff or any non-approved persons permitted to carry out electrical installation work within the venue. 2. 3. 4. 5. 6. 7. 8. 9. Socket outlet multi-way adaptors are not permitted. Flexible cords must not exceed 2m in length. Appliances must have been tested by a qualified and competent person before connection to the power supply. All lighting shall be designed and installed to avoid nuisance and discomfort to neighbouring stands and to visitors. Lamps and appliances with high temperature surfaces installed below 2.5m must be totally enclosed in a non-combustible and non conducting case and used well away from combustible materials. Flashing lights or signs are NOT permitted, but sequence displays may be used, subject to prior written approval by the organisers. No light fitting or other electrical appliance may be suspended from the roof of the hall. Lighting rigs are permitted – prior written authorisation from the organisers is required. If 24-hour supply is required (for refrigeration, etc.) please Pavilions Interiors India Pvt. Ltd 00910120-2581119, Power to stands will be switched off 30 MINUTES after the show closes every day. If you require power later than that on any of the show open days, please contact the organisers’ office no later than midday of that day. Any prefabricated units already wired must comply in all respects with the safety regulations as deemed by the venue. The cost of any modification required to comply with these regulations will be charged to the exhibitor by the electrical contractor. For your electrical needs please complete the attached ELECTRICAL ORDER FORM and return it by 10th March 2014 13. CARPETING Please ensure all possible care is taken - as you will appreciate the carpet is a high cost item and any damage caused to the venue’s floor/ carpet will be chargeable to the person(s) responsible. The organisers do not supply carpeting to space only stands. Provision must be made in the design and construction of space only stands to include a suitable floor covering. All carpet and floor coverings are to be secured by venue approved tapes only. For your carpet requirements please complete the attached CARPET ORDER FORM and return it by 10th March 14. STAND CONTENT AND PRESENTATION Only goods described at the time of application may be displayed on stands and on request by the organiser, the exhibitor shall remove from the show any goods not approved by the organiser. The presentation of your stand is always of paramount importance. How your merchandise is displayed within the confines of your stand can have enormous impact in drawing visitors to it. It need not cost a fortune to achieve maximum impact, and we urge all exhibitors to use a stand designer. Exhibitors can hide boxes by having a storage facility built o their stand. 15. LIMITATION OF ORGANISERS LIABILITY If by reason of or in consequence of any act of god, terrorism, war, riots or insurrection, governmental regulations, legal restrictions, embargoes, strikes, labour disputes, fire, flood, tempest, failure or neglect of any body or authority to supply electricity, power, gas or water, requisition of the hall by any national or local authority or any other cause beyond the control of the organisers, the show is cancelled, postponed, abandoned, interrupted, or prematurely concluded, or held on a reduce scale, the organisers shall be under no liability to the exhibitor for any non-performance, delay in performance any other loss suffered by the exhibitor. 16. TERMINATION AND LIEN The organisers shall have the right to terminate the contract forthwith upon the happening of any of the following events: 16.1 Any breach or non-observance by the exhibitor of any of the terms and conditions of the contract or of these rules & regulations, 16.2 If the exhibitor commits any act of bankruptcy or is unable to pay their debts. 16.3 If an order shall be made or resolution passed for the winding up of the exhibitor and the exercise of this right shall be without prejudice to the right of the organisers to recover all moneys payable under the contract or any other right or remedy of the organisers, 16.4 If the exhibitor fails to pay to the organisers any sum of money owing under this or any other contractor in respect of any other claim of the organisers against the exhibitor. The organisers shall be entitled to take possession of and exercise a lien over any exhibit, fittings, machinery, tools or other goods belonging to the exhibitor which are situated on the stand or in the hall and the organisers shall have the right to exercise any such lien by sale. 17. NOTICES Any notice to be given by the organisers to the exhibitor hereunder shall be given if delivered to or sent by registered or recorded post to the address of the exhibitor appearing on the booking form or to such other address as shall have been specifically notified in writing by the exhibitors to the organisers for the purposes of the contract or may at any time in the open period after the stand construction has commended and before the date for removal of all exhibitors be given to the exhibitors generally by being placed in a prominent position in the hall. GENERAL INFORMATION BUILD UP AND BREAK DOWN No vehicles are permitted into the halls to unload during build up. Please note that all vehicles will be advised to off-load as quickly as is practicable and safe. Vehicles must be removed to the car parks IMMEDIATELY after unloading. All exhibitors should bring appropriate moving equipment. CARPET AND FLOOR COVERING The floor covering throughout most shell stand areas and gangways will be cord carpet and the exhibitor will be responsible for any damage to the floor coverings, in or around the stand. Any damage caused to the carpet by an exhibitor or their contractor will be replaced and the cost of replacement charged to exhibitor. The organisers do not supply carpeting to space only stands. Provision must be made in the design and construction of space only stands to include a suitable floor covering. If you require carpet please contact Pavilions Interiors India Pvt. Ltd 91-0120-2581119. CATERING The rules and regulations of the venue state that all food and beverages consumed on the venue’s premises must be obtained from the venue or their agents. Any deviation from the above must be after discussion with the organisers and with the permission in writing of the venue. Exhibitors are reminded that the organisers Catering has sole rights for the sale or distribution of any article of food, drink and tobacco in the BEC. If you would like to order catering to your stand during the open period of the show please call the Sales and Customer Support Team on 0091 96198 98583 CHILDREN WORKING ON STANDS To comply with health and safety regulations, no persons under the age of 16 will be admitted to the site during build up and break down or outside of the show open times. CLEANING OF STANDS Stands will be vacuumed prior to opening each morning FREE OF CHARGE. All sacks of waste should be left in the gangways after the close of the show. Sacks left on the stands will NOT be removed. All cardboard boxes should be flat packed for removal. Please note the top deck of double-deck stands are not cleaned as standard. DELIVERY, STORAGE AND LIFTING The contractor arranged for all deliveries, storage and lifting at the show is Allport, please contact Alan Faulconbridge on +44(0) 121 788 5984 or complete and return the attached form by 1ST March 2015. All on site lifting must be carried out by the sole contractor (Chaucer logistics) no other forklift will be allowed on site without prior approval, and all lifting must follow health and safety guidelines. DOGS Dogs, other than hearing or guide dogs are not permitted at the show at any time EARLY/LATE WORKING AND STAND MAINTENANCE Any exhibitor or contractor wishing to work late to complete stand construction must contact the organiser’s office prior to build up. ELECTRICS The registered contractors for all electrical work are Pavilions Interiors India Pvt. Ltd. 0091-0120-2581119 Any electrical work on your stand must be carried out by them. Important Notes 1. Under no circumstances are exhibitors own staff or any non approved persons permitted to carry out electrical installation work within the BCEC 2. Socket outlet multi-way adaptors are not permitted 3. Flexible cords must not exceed 2m in length 4. Appliances must have been tested by a qualified and competent person before connection to the power supply. 5. All lighting shall be designed and installed to avoid nuisance and discomfort to neighbouring stands and to visitors. Lamps and appliances with high temperature surfaces installed below 2.5m must be totally enclosed in a non combustible and non conducting case and used well away from combustible materials. 6. Flashing lights or signs are NOT permitted but sequence displays may be used subject to prior written approval by the organisers 7. No light fitting or other electrical appliance may be suspended from the roof of the hall. Lighting rigs are permitted prior to written authorisation from the organisers. 8. If 24 hour supply is required (for refrigeration etc) please contact Pavilions Interiors India Pvt. Ltd 0091-0120-2581119. Power to stands will be switched off 30 minutes after the show closes every day. If you require power later than that on any of the show open days please contact the organisers’ office no later than midday of that day. Any prefabricated units already wired must comply in all respects with the safety regulations as deemed by the BCEC. The cost of any modification required to comply with these regulations will be charged to the exhibitor by the electrical contractor. For your electrical needs please complete the attached ELECTRICAL ORDER FORM and return it to Pavilions th Interiors India Pvt. Ltd by 10 March 2014 EMERGENCY PROCEDURES Emergency procedures are as follows: Checking your area It is important to make frequent checks around your area to ensure that no unidentifiable packages, cases or bags have been abandoned If you find anything please do not touch the article but call The BEC Security OR Contact the organisers office. When leaving your area each night or in the event of evacuation please ensure that appliances are turned off and burning cigarettes are extinguished and other potentially dangerous items made safe Emergency Announcements Every day, half an hour before opening the emergency public address test will be broadcast. In the event of an emergency the following message will be broadcast at half minute intervals. “Attention please, staff call 100”. This message is followed by continuous chimes. Your team should immediately inspect the area for suspicious items. The “Staff call 100” announcement is a warning that it may be necessary to clear the building. If there is no danger the following message will be broadcast “Attention please. Cancel staff call 100” You must ensure that your team is properly aware of thee protocols and they don’t reveal the meaning of staff calls to the public as this might cause unnecessary panic. FIRE REGULATIONS There are strict regulations governing the materials, which may be used in the construction of stands and in the demonstration of products. Fire officers and marshals may inspect stands during build up. We would remind exhibitors that the local authority has the right to remove any offending fittings or materials and ultimately to close down a stand. Exhibitors should draw the attention of their contractor to these requirements. The organiser and contractors undertakes to provide every block of stands with at least one water type fire extinguisher. Fire extinguishers are chargeable extras and lost extinguishers and fire blankets will be charged on to the exhibitor concerned. Exhibitors must ensure that stand personnel are conversant with its use and that they are aware of the position of the nearest fire alarm point. If you are not sure where your fire alarm point is please contact the organisers’ office once on-site and we will be able to help you. FIRST AID The medical centre is situated outside the main entrance of Hall6. In case of emergency please contact the organisers or bring it to the attention of a member of BEC security staff. FORK LIFT TRUCKS/ STORAGE The registered contractor for logistics is Chaucer Logistics - Please complete the attached form and return by 1st March 2014. exhibitions@chaucerfreight.com Tel: +441708 555338 Mob: +447500 529350 FURNITURE The registered contractor for furniture is Pavilions Interiors India Pvt. Ltd Please contact 0091-01202581119 or email mrinalini.ms@pavilionsinteriors.com HEALTH AND HYGIENE Exhibitors are reminded that it is their responsibility to comply with legal requirements relating to food safety. Failure to comply could result in action by the environmental health department including imposition of restrictions on food preparation/sale and prosecution. The organisers reserve the right to require an exhibitor to cease any practice felt to present a risk to food safety, whether or not that practice is subject to action by the environmental health department. HEALTH AND SAFETY GUIDELINES Appoint a planning supervisor for build up, open and break down periods; Photocopy the emergency procedures contained within this manual and ensure that all your staff and contractors are given a copy; Sign and return a copy of the HEALTH AND SAFETY DECLARATION FORM in the ‘FORMS’ section; At the tender stage, ask to see your principal contractors risk assessment specifically designed for the unique Exhibition environment. Ask for their staff training record, accident statistics, take up references, ask to see proof of previous work standards, ask for proof of public liability insurance – in short, satisfy yourself that your contractors are reliable and competent; Produce a risk assessment for your activities on-site and a suitable method statement and submit these to the organisers along with your stand designs; or complete the provided RISK ASSESSMENT FORM in the FORMS section; Provide suitable training, instruction and information to your staff and contractors regarding the onsite risks in order for them to understand and fulfil their responsibilities. It is strongly suggested that health & safety matters are covered in a pre-show meeting/training session; Plan your time during build up and break down; INSURANCE The organisers, whilst taking every reasonable precaution, expressly decline any responsibility for any loss or damage, which may befall the property of an exhibitor from any cause whatsoever. The exhibitor must insure their legal liability as stated in the rules and regulations of this manual, and is strongly advised to effect adequate insurance to include cover for products during the overall period of the exhibition, including transportation. Any exhibitors intending on involving members of the public on their stand must provide copies of their public liability insurance certificate prior to show build. INTERNET Wi-Fi is available in the public areas of the BEC. This is free to use and users have to register on first usage to the network. The BEC are intending to have Wi-Fi in the halls, more information will follow from the organisers in due course. NAME BOARDS A name board will be fitted on the fascia of each open side of the shell scheme stand. Exhibitors are reminded that unless they complete their name board order form their registered name or trade name only will be used. Please remember this when completing the attached FASCIA NAME PANEL ORDER FORMS (SHELL STANDS ONLY) & return by 10th March 2014 direct to Pavilions Interiors India Pvt. Ltd on 0091-0120-2581119 Please note that no display material or logos may be fixed to the fascia. PASSES Each exhibitor will receive free of charge and valid during the show 3 exhibitor passes for a stand measuring 8sqm, 5 passes for between 9-20sqm, for every additional 20 sq m of stand space exhibitors are entitled to 3 extra passes. Additional tickets can only be purchased from the organisers at the show from the nominated booth, valid for the duration of the show. Athlete Passes will only be allocated to legitimate Athletes who are sponsored by the exhibitor and help to support the profile of the show. Please complete the Athletes Pass order form and send back to the organisers for authorisation. Your passes will be available for collection on the build day 20th March 2015 from the organiser’s office in hall 6 provided the full stand rental has been paid. Please note that any additional passes ordered and invoiced cannot be returned or refunded. Any Exhibitors caught transferring passes to guests or anyone they have not declared to be working on their booth throughout the exhibition will be escorted of the premises with immediate effect. RISK ASSESSMENTS Risk assessments are an essential tool for planning how health and safety will be controlled in the work place. It is simply a careful examination of what in your work could cause harm to people so that you can weigh up whether you have taken enough precautions or should do more to prevent harm. Every exhibitor must undertake a risk assessment prior to the exhibition, identifying the hazards present on site and the ways in which you will minimise and control these hazards. The RISK ASSESSMENT FORM needs to be completed and a copy returned to the organisers by 1st March 2014 or you can submit your own comprehensive risk assessment where appropriate. It is advised that exhibitor’s follow the HSE recommended five steps as follows: 1. 2. 3. 4. 5. 6. Look for the hazards Decide who could be harmed and how Evaluate the risk Record the findings Suggest control measures Review your findings Hazard means anything that has the potential to cause harm. For example, working at height, with electricity, whether lifting, or if slipping or tripping might be an issue. Whether working with fire, chemicals, dust (e.g. from grinding) manual handling, noise, poor lighting, vehicles, cooking, food preparation, food sampling or alcohol. Risk is the chance, high or low, that someone will be harmed by the hazard. All exhibiting companies/participants are responsible for their staff, their contractors, sub-contractors and visitors on and around their stand from the first day of build up through to the last day of break down. Space only exhibitors/participants can best manage health and safety onsite by appointing a representative from their company to oversee every element of their exhibition stand construction and dismantle during the build up and break down – a planning supervisor or foreman with specific responsibility for managing health and safety including the provision of proper information and instructions, training, guarding and supervision of all parties concerned throughout the show. The planning supervisor will be responsible for undertaking a risk assessment and method statements from your contractors before build up. Please note that if the planning supervisor will only be present during build up and break down then a senior person must be appointed to control health and safety matters during the open period. So all space only stand holders must supply separate risk assessments for build up and break down as well as for the open period. SECURITY Security covers show build up, open and break down periods – no goods will be allowed on to the site before this time. Although every reasonable security precaution is taken through the build up, open period and break down. The organisers cannot be held responsible for any loss damage or accidents which may occur to any exhibitors or contractors property or personnel. We strongly recommend that any small or attractive items be kept under constant supervision and removed each evening. Your stand should never be left unmanned at any time while the halls are open. The organisers will not be responsible or liable for theft or injury – please see Insurance section. Exhibitors are reminded to be particularly vigilant during the following periods: the final hours of build up, the first 30mins after the show closes each day and the first 2 hours of break down. The following points should be carefully noted: During build up: Once your exhibits have been placed on your stand, it is essential that the stand be manned at all times. Though the organisers will do all they can to minimise risk, you are advised to take precautions yourself. Exhibitors needing extra security should contact the organisers. During open hours: All exhibitors and visitors, in the interests of their own safety and security, may be searched and their bags searched on entering or leaving the building. We ask you to co-operate and insist your staff carry badges or passes at all times. During break down: Please do not leave your stand unattended at any time during the first few hours of break down or until all valuable exhibits or graphics have been removed. If you propose to leave anything valuable on the stand overnight, please contact the organisers or security. SMOKING Exhibitors are reminded that the Expo is a non smoking exhibition except in the areas designated by the BCEC.
© Copyright 2024