exhibitor manual
DESCRIPTION
IFT Energy 2013TRANSCRIPT
Exhibitor Manual
APRIL 17 - 19 2013
Espacio Riesco
Santiago – Chile
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1. General information
INDEX
1.1 Organizer o Organizer Information o Kallman Staff
1.2 Show Schedule o Address of the venue o Show hours
2. Applicable Law 2.1 General conditions
2.2 Participation conditions o Contract duration
2.3 Chilean regulation o Type of Goods to be Imported o Type of Merchandise Allowed at Fair o Goods Not Admitted in Chile
3. Official Show Catalogue 4. Registration 4.1 Exhibitor Badges 4.2 Visitor Registration 4.3 Contractor Passes 4.4 Press Passes 5. Header and Counter Branding 6. General Rules and Regulations of the Exhibition area 6.1 Decoration of the Stand
o Rules for Decorating o Graphics o Furniture o Audio Visual
6.2 Construction Rules 6.3 Height and Weight Restrictions 6.4 Construction Schedules 7.4.1 Assembling 7.4.2 Dismantle 6.5 Safety Regulations for Stand Construction 6.6 Electrical Power 6.7 Regulation on Garbage 6.7.1 Garbage and Debris 6.7.2 Cleaning Duties 7. Responsibilities 7.1 Organizer Responsibilities 7.2 Security Service 7.3 Contract of Insurance
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1. General Information 1.1 Organizers o Organizers information IFT Energy is owned and organized by Kallman Worldwide. Kallman Worldwide is a company that for over 50 years has been in the organization and marketing of trade shows and has been in Latin America since 1992. It is the Organizer of the U.S. Pavilion at FIDAE and since 2006 Kallman Worldwide has expanded its portfolio including fairs such as Exponaval, Expomin, ExpoHospital and Extemin. In June 2010, the company organized the successful ExpoRebuild Chile, a show designed to provide goods and services to Chile after the devastating earthquake and tsunami of February 27th. Today the company operates its business in Latin America at their Santiago , Chile office which is always welcome to be contacted for any new show where you want to participate. Chilean office Kallman Worldwide, Chile. Av. Vitacura 2909, Of. 307. Las Condes, Santiago, Chile Tel: + 562 2847 33 00 • Fax: + 562 2847 33 10 Headquarters United States Office, Kallman Worldwide, Inc. 4 North Street, Suite 800, Waldwick, New Jersey 07463 Tel: +1-201-251-2600 • Fax: +1-201-251-2760 E-mail: [email protected] or [email protected] Also visit our websites: www.kallman.com or www.ift-energy.com
o Kallman Staff Staff involved in the “International Fair of Technologies 2013, Energy Solutions”: Thomas Kallman, President Kallman Worldwide, Inc. email: [email protected] Ricardo Ortega, President Kallman Worldwide Chile email: [email protected] Peter McKenna, Project Director email: [email protected] Joan Williams, Program Manager, Energy email: [email protected] Rodrigo Bastidas, Project Manager email: [email protected] Enrique Rosende, Director of Communications Projects email: [email protected] Carolina Wacquez, Sales Executive email: [email protected] Gisela Rosenberg, Sales Executive email: [email protected] Thomas Ziomek, Sales Associate email: [email protected] Jodi Munzer, Sales Associate email: [email protected] Daniela Pinochet, Operations Specialist Latin America email: [email protected] Paul Wrocklage, Operations Specialist U.S. Pavilion email: [email protected] Magali Rojas, Operations Assistant email: [email protected]
Gonzalo Gálvez, Marketing and Communications email: [email protected] During the exhibition, direct all inquiries to the offices located at the fairgrounds.
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1.2 Show schedule
o Address of the venue IFT Energy 2013 will be held at Espacio Riesco, located at Av. El Salto #5000, Huechuraba in Santiago, Chile.
o Show hours
The dates of the exhibition will be from April 17 -19th, 2013. The show hours will be the following:
Wednesday, April 17 9:00 am to 5:30 pm Thursday, April 18 9:00 am to 5:30 pm (Professional Public *) Friday, April 19 9:00 am to 3:30 pm (Professional Public *) * Visitors under 18 will not be admitted. All accredited exhibitors will be able to enter from 8:30 am. 2. General Applicable Law
All aspects related to the development and participation of the fair of any person, Chilean or foreign in IFT Energy 2013, must follow the Chilean government’s law. 2.1 Conditions
It is the responsibility of exhibitors, contractors and service companies to obey the Chilean law, in all that relates to matters concerning their participation in the event, such as processes of import of goods, currency exchanges, immigration, labor and social legislation, taxation, etc. 2.2 Participation Conditions Stands and Space Only Contract Duration: The duration of leased stands or spaces is the period in which the show takes place respectively, which is also, indicated in the official patronage, given by the Supreme Government by order published in the Official Journal. It is also understood that is included within the lease term, the period before and after the show in which the exhibitor can use the stand leased material. For this purpose, the handing over of all shell scheme stands will be made with a maximum of 24 hours prior to the official opening, and 72 hours for Space Only exhibitors. Its return, in good condition, shall take place within 24 hours from the time the show ends. The lease contract does not grant any rights to exhibitors on the stand or space only leased for use in future fairs. 2.3 Chilean Regulation
o Types of goods to be imported: Exhibitors who bring external goods to Chile to be exhibited at the show can get the duty-free temporary entry that Chilean law has given to IFT Energy 2013, through Law No. 11.534 and Decree Supreme Exempt No. 710 dated July 18th, 2012. It is the exhibitor’s responsibility to be in compliance with all customs requirements.
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o Type of Merchandise Allowed in the Fair: The show is sponsored by the government of Chile, thereby some merchandise may be temporarily admitted; goods such as machinery, equipment and items displayed in the exhibition. This type of merchandise may remain in the country 180 days after the last day of the show. Note: The Customs Service of Chile reserves the right to temporary admission when it is presumed that the goods will be sold by their nature and quantity.
o Goods Not Temporarily Admitted in Chile: The goods intended for give-away or to be consumed during the show cannot be named under temporary standards. Furthermore, the exhibitor must pay the relevant duties and taxes in the country. This clause applies to brochures, souvenirs, promotional items of exhibitors and products to be consumed in the booth during the fair. Note: Products such as beverages, food, medicines or cosmetics require special certificates. For more information and assistance bringing these goods to Chile, please contact: Alicia Mayer R International Logistics Manager Deca Express S.A. E-Mail: [email protected] Direct phone: (56 2) 248 811 63 3. Official Show Catalogue
With your participation, you will be required to complete your entry for the IFT Energy 2013 official catalogue which is published by the show organizer and is a comprehensive list of all exhibitors at the show.
The catalogue will be printed primarily in Spanish and will contain the show plan, general company information, 500 character description, the company logo, and products and services of the exhibitor. Each exhibiting company is responsible for providing a Spanish language version of its write-up if so desired. The organizers will publish the directory insertion in the same language in which it has been submitted.
The official catalogue will be available and free to all registered visitors at the fair. You must complete the online form IFT-1 Official Show Catalogue Form by March 11th, 2013.
4. Registration 4.1 Exhibitor Badges Each exhibitor must apply for exhibitor badges for each member of their staff by completing IFT- 2 Additional Badges by March 29th.,2013. The badges are required for entry to the exhibition premises and are required to be worn at all times. Exhibitor badges are non-transferable. 4.2 Visitor registration Visitors will be able to enter the show free of charge by presenting their invitation or business card at the Registration Desk at the venue. Visitors can also register in advance through the IFT Energy website www.ift-energy.cl on the register page.
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The Organizing Committee of IFT Energy 2013, reserves the right to reject any application for accreditation. No one under 18 will be admitted. 4.3 Contractor Passes
All staff service companies who want to be on the exhibition grounds must provide their accredited credentials for badges. Contractor passes are required for entry to the exhibition premises and are required to be worn at all times. Contractor passes are only valid for the install and dismantle periods. All contractors will have to send the IFT Contractors Badge Form by March 29th and upon arrival provide identification. Please request this form to [email protected] 4.4 Press Passes IFT Energy 2013 will accredit and give a press card to journalists and media personal for coverage during the fair. Press cards will give access to the fairgrounds and the Media Centre. Click here to access Press Registration form. 5. Header and Counter Branding Exhibitors, who purchase the Shell Scheme Stand, will have their company name in vinyl text lettering on the booth header and counter. Both the company name and stand number are required to be completed using the online form IFT-3 Header Branding form before March 29th, 2013. Upgrades to color logos are available for an additional fee. All company logos must be accompanied by the form IFT Credit Card 6. General Rules and Regulations of the Exhibition area. 6.1 Decoration of the stand must consider the following:
o The products to be exhibited must be located so as not to disrupt the general view of the display
and/or from neighboring booths in the least amount possible.
o The products must be displayed within the boundaries of the booth. Moving parts should not overhang the edges of the stand to make demonstrations.
o The parts of a display product that can cause damage (such as sharp or protruding parts) must be
kept covered.
o If the organizer finds that the objects on display disfigure the booth, they will be removed.
o The objects on display will be uncovered during exhibition hours. The organizer reserves the right to cover, remove the covers or remove objects without being obliged to any liability.
o Exhibitors cannot remove objects on display during the exhibition (unless it is authorized by the organizer).
o The following rules must be observed by exhibitors who choose to use platform for their stand: The sides of the platforms must be closed and be finished on all sides. Platforms shall be within the limits of their stand.
o Exhibitors who want to install amplifiers and music that might disturb other visitors and exhibitors
must make a request in writing to [email protected]
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o Exhibitors are not authorized to organize lotteries, bingo, competitions or offer prizes of great
value. If required, exhibitors must obtain authorization from the show organizer and abide by their decision.
o System wall panels cannot be painted or drilled. Any damage to panels or other modulation elements or structure will be charged to the exhibitor. The value is set by the show organizer on a case by case basis.
o Exhibitors are not allowed to install wires or other fasteners on the panels. All elements must be self-supportive. All graphics should be hung only with double stick tape or Velcro. If this is not possible because of the weight or volume of the graphic, the exhibitor must install self-supporting panels.
On Space Only stands, exhibitors should consider the following:
o The company logos cannot be placed on perimeter walls or paneling that obstruct structures of neighboring booths or face neighboring stands or interfere with the corporate image of another company.
o Illuminated signs and any other decorative lighting must not disturb neighboring stands or the general public.
Graphics If you would like to take advantage of having graphics printed in your stand, please fill online the IFT 4 Graphics Form before March 15th, 2013. - All graphics files should be uploaded to the Kallman Worldwide FTP site: Click here for instructions - Please Click here to read through graphic requirements. It is important to abide by these guidelines to ensure maximum graphic quality.
Furniture Exhibitors can request additional furniture through the official furniture supplier, FORMA, by completing the online form IF-7 Furniture and accessory rental form before March 15th, 2013. Please Click here to access the furniture Catalogue.
Audiovisual Exhibitors can request audiovisual equipment through the official AV supplier, RLA, by completing online the form IFT-8 Audiovisual equipment rental form before March 15th 2013. Please Click here to access the AV Catalogue.
6.2 Construction Rules
o All construction, transportation and movement of packages and heavy objects should be done during the set-up of the show and no later than April 16.
o If an exhibitor has not made use of the exhibition space assigned the night before the start of the show or has not met its payment obligations, the organization reserves the right to make necessary adjustments without notice.
o Space Only exhibitors must submit their design and technical floor plan to the show organizer for approval. The deadline to submit the form IFT 9 Stand only stand submission is March 15th, 2013. Please make sure to include an overhead view, perspective view and technical layout showing all stand elevations
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o Construction equipment is prohibited after April 16 (sawing, welding, spray painting, etc.) If
needed, the exhibitor must bring their own prefabricated elements or components as only retouching and refurbishing will be allowed prior to show start and after show closes during show days.
o Exhibitors cannot nail, drill, screw or glue to any material structures outside of their reserved booth space. It is strictly forbidden to extend the construction of the stand or the products on display using the aisles.
o Any damage caused by the exhibitor to the complex will be billed by Kallman Worldwide to the company responsible.
o The costs of telephone connections, additional power, and additional elements are the responsibility of the exhibitor. Please contact [email protected] for more information.
o Exhibitors must follow building codes according to this Exhibitor Manual released to them by or through the organizer regarding the construction and location of the stands, security, maintenance and disassembly of the stands, advertisement in the stands, the ordering of the elements, and objects within the stand and decoration in general.
6.3 Heights and Weights Restrictions
o The maximum height of a space only build in Espacio Riesco is 4 meters. Any increase greater than
2.5 meters must be separated by 50 cm with respect to neighboring stands and cover panels or elements on its sides. The purpose is to maintain uniformity in the area where the exhibition takes place.
o The largest entrance of the venue for the entry of material or equipment is 5 mt x 4.8 mt
o The maximum weight in the hall will be 500 Kg / mtr ² or 1102 pounds.
6.4 Construction Schedules
o The construction, decoration, equipment and installation of products in the stands must be done at 6:00 pm the day before the opening of the show. On opening day no building of any kind will be allowed within the exhibit hall. The show organizer reserves the right to stop work on all unfinished booths once the show has opened.
o Failure to comply within the established construction schedule will result in fines. For each hour of delay after 6:00 pm on April 16, 2013 the show organizer will charge the exhibitor a fine of US$200/hour. The fractions of an hour will be charged as full hour late, for example, 1.5 hours late penalty is 2 hours.
o On dismantle of the stand after 24 hours of the end of the show, all facilities, buildings, signs and others that the exhibitor has not withdrawn, the organizer will dispose of them without refund or payment to the exhibitor and the exhibitor will lose all rights to those.
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6.4.1 Assembling
Build up hours for Space Only exhibits: Sunday, April 14 - 10:00am to 8:00pm Monday, April 15 - 8:00am to 8:00pm Tuesday, April 16 - 8:00am to 6:00pm
• Under no circumstances will work be allowed outside these limits subject to the penalties imposed
above. • All shell scheme stands will be available for decoration starting 24 hours before the opening: Tuesday,
April 16 - 8:00am – 6:00pm. 6.4.2 Dismantle For security reasons, on April 19 goods may be removed only by hand from 16:30 hours. In this regard, we suggest you make every effort to coordinate compliance with your company on the deadlines given. It is the responsibility of each exhibitor to be present at their booth to check the status of delivery and removal of their own products. 6.5 Safety Regulations for Stand Construction Prevention rules • Exhibitors must strictly comply with safety standards that the Operations Department of IFT Energy
2013 issues in order to avoid the occurrence of accidents that may affect people or property.
• It is mandatory for all persons performing work within the fairgrounds to use personal protective equipment: helmet, shoes and safety glasses. Persons performing work may be subject to use when appropriate belt or harness, scaffolding in good condition and safe working surface. Failure to comply with the provisions outlined above empower the organizer to order the cessation fairgrounds or workers who do not meet safety standards.
Fire Regulations Only non-flammable materials or materials listed below can be used to build the stand, provided they respect the following rules: Panels: All air must be coated with fire retardant paint, or a suitable lacquer according to the instructions issued by the competent authorities or impregnated and marked as paint manufactures anti fire. Wood, coatings, wood pressed: If less than 3.5 mm, all surfaces must be painted or lacquered with non-flammable material according to instructions. Glass: For walls or partitions only the use of thick tempered glass is permitted. For false ceiling only the use of thick tempered glass is permitted. Textiles: The material must not be flammable and must be treated for specific processes. The materials should not emit harmful gases or be irritable upon contact with fire or high temperatures, and should not blister and melt. Textiles at heights: the material shall be subject by wires to a distance of 35 cm or by cross wires 7 ° cm.
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Plastic: The materials should not emit harmful gases or vapors or be irritable when in contact with fire or high temperatures should not blister or melt. Lighting, incandescent bulbs: The point of illumination shall be at least 15 cm from flammable material. The beam must not be focused on flammable materials. 6.6 Electric Power
o To provide energy supply, the stand builders of the organizing committee must establish their own electrical distribution board, a situation that is controlled by the ITO Electrical (Technical Inspector of Works) at IFT Energy 2013. The modulator of the organizing committee cannot connect directly to the general boards in the halls.
o Each stand includes 70 watts per square meter of energy in areas covered and the type of current
used in Chile is 220 V single phase 60 Hertz and 380 V three-phase.
o In the case of companies hiring large areas, such as Space Only, the current supplied has no power stabilizer and the exhibitor should consider that on the installation.
o If the exhibitor requires additional electric power they can order it online by completing the
form IFT-5 Additional Electric Form before March 15, 2013. All orders must be accompanied by the IFT Credit Card Form.
o The organizer will analyze the technical feasibility and the service requested will be delivered at a
point within the stand or leased area, before the opening of the show. The exhibitor has the responsibility of the connection and distribution of the energy within their booth.
o Applications received after the deadline date shall be treated in accordance with the technical
feasibility. In any case, the organizer reserves the right to reject or accept the amount of additional energy requested.
o Electrical installations carried out by the exhibitor must be performed by professional installers
licensed by the Directorate General of Electricity and Fuels (SEC) in accordance with the rules laid down by it.
6.7 Regulation on Garbage
o The organizers will provide cleaning on the aisles and to each shell scheme exhibition space that has been leased during the event.
o For Space Only exhibitors stand cleaning is not included and is their responsibility. If exhibitors
wish, they may inquire a budget for this service to [email protected] 6.7.1 Garbage and Debris
Light weight waste is defined as less than 20kg. Light weight waste can be collected in garbage
bags or sacks of rubbish in the containers that the organizer provides out of each pavilion.
Light weight waste generated under periods Pre-and Post-Trade Fair (assembly and installation) will be removed from the exhibition grounds by a service company contracted by IFT Energy 2013.
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When assembling a project that will generate sawdust, it must be accumulated in bags or sacks of debris and left in the same sector where garbage and debris is put.
6.7.2 Cleaning Duties
During assembly and disassembly, exhibitors and stand builders will be responsible for cleaning up
their booth and public areas or sectors of other companies that have been affected by your trash. However, all exhibitors shall remove modulator and companies outside the fairgrounds, on their own or with a trust company duly qualified, responsible and cost, larger debris, those that do not fit in bags of debris.
During the assembly it is prohibited to keep on stand mount construction material on the halls. The
corridors may be used temporarily for construction and may keep construction material there after an approval of the organization. All as long as you do not obstruct the movement of other services, such as Security, Customs, Etc.
Once the Organization starts the installation of the carpet on the aisle, exhibitors must make sure
all materials are removed from public areas.
It should be noted that the order and cleanliness in the areas of installation is very important. It helps prevent accidents; therefore, work areas must be kept constantly clean and unobstructed. People who do not follow this rule with this provision will cause the modulator or exhibitor to risk the stoppage of the work and or fines which may be cumulative and will be fined on $5 UF per hour, due to debris, materials, tools, counters labor, machinery, unauthorized vehicles, etc.., to stay in places that do not apply.
7. Responsibilities 7.1 Organizer Responsibilities
o The organizers reserve the right to relocate the position of the stands of exhibitors without liability of any kind and for any reason it deems necessary.
o The organizer is not responsible under any circumstances, for injuries, damages and / or losses of
any nature that eventually may suffer dependents of exhibitors, agents, contractors or service companies for their participation in the show.
o Exhibitors must, under their responsibility, extend their policies or provide insurance for the risks
inherent in traveling to and from the fair and staying there, all equipment, machinery, general merchandise, and goods. Regarding companies that rent LCD screens, plasma, notebook or other equipment, shall require their suppliers to have insurance policies for all equipment, components and parts, so that at the time required to assemble the equipment prior individualized these must have items in brackets, locks or / other fasteners and safety.
o Exhibitors are responsible for all damages, as in theft, pilferage and losses suffered by persons and
assets located in and leased stands on the fairgrounds, where they are produced by a self-made exhibitor, its subsidiaries, of third parties having any relationship or connection with the exhibitor, as in they are caused by things in your domain, possession or care.
o Any difficulties between the exhibitor and Kallman Worldwide due to the application,
interpretation, performance, breach or termination of the lease and these regulations attached to
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it, or for any other reason will be resolved by an arbitrator broker, without trial and in one instance, resigning from and parties to all resources that may be unprecedented.
o The person of the arbitrator shall be appointed by the parties by mutual agreement and if they do
not have an agreement, the arbitrator will be indicated by the Arbitration Center of the Santiago Chamber of Commerce and submitted to the arbitration procedure set by the center.
o In case of suspension or cancellation of the fair grounds for unforeseeable circumstances or force
majeure, the organizer shall not, under any circumstances, incur expenses or losses incurred by exhibitors, agents, contractors or service companies and are not obliged to pay compensation for any kind for this purpose, other than the refund of monies paid to date.
7.2 Security Service
o In the period of the fair security will be available day and night for all exhibitors and participants of the fair.
o During the event (including the days of assembly and disassembly), the organization will provide
general security. However, if the exhibitor deems it appropriate, they may have surveillance on its stand, at their expense, during the development of event, requesting authorization and identifying the person or persons responsible for this function in IFT Energy operations office 2012. Security during the opening hours of the fair to the public is responsibility of each exhibitor.
o The fair through its Security Management, may issue safety standards which shall be the duty of
every participant in the fair to strictly comply with when the safety rules are in effect.
o Personal items left on the booth and equipment displayed on the booths is the responsibility of the exhibitor, day and night. You should take all appropriate measures to be protected against damage and theft. Never leave your booth unattended and take valuable items with you each night when you leave the show. Exhibitors are advised to watch over their own booth by staff they have selected.
7.3 Contract of insurance
o The purchase of insurance is to answer for damages that are eventually produced by their participation in the fair, and the cost must be paid for by each of the exhibitors, agents, contractors companies. This is all separate from the insurance that IFT already has.
o All external modulation companies contracted by the exhibitors participating at the fair must take
on insurance to answer for any damages that their participation in the fair might cause. Such insurance shall be contracted with an insurer recognized by the Chilean Superintendence of Securities and Insurance of Chile.