exhibitors manual - isg isa analysis division saudi... · security to the stand and exhibits is the...

EXHIBITORS MANUAL

Organised By:

1st ISA Analysis Division Saudi Arabia Symposium 2018

3rd October 2018

King Abdullah Cultural Center, Jubail - Saudi Arabia

www.isa-ad-saudi.org

EXPERIENCE THE FUTURE.

#ISAKSA

Co-Host

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1st ISA Analysis DivisionSaudi Arabia Symposium 2018

Location Map 3Exhibition Schedule and Contacts 4General Information 5-7 - Introduction - Contractors and Suppliers Policies and Procedure - Security and Safety Guidelines - Fire and Safety System Procedure - Health and Safety Rules - InsuranceExhibition Rules and Regulations 8-9 - Admission - Badges and Registration - Paint Spraying - Suspended Fitting - Fixing to the Floors - Fixing to Utility Pit/Trench Covers - Adhesive Tapes - Use of Mortar -TrafficandVehicles - Hazardous Items - Filming and Broadcasting - Noise ControlDMS Promostation Stands 10Electrical Supply Rules and Regulations 11-12 - Electrical Supply - Electrical Installation - Mains Switch Gear and Distribution Boards - Ordering of Electrical Supplies - Payment - Routing and Termination Position - Alterations to Orders - Lighting Fitting - Other ServicesForm 1 - Electrical and Lighting Layout 13Form 2 - Equipment Details Form 14Sponsors List 15DMS Advert 16

TABLE OF CONTENTS

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Road3,MutrafiyahNeighborhood35821,Jubail Industrial City, Kingdom of Saudi Arabia

Location Map

Our Location

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EXHIBITION SCHEDULE

DMS CONTACT

VENUECOORDINATORCONTACT

Set-Up

Exhibition

Breakdown

Date Time Event

Sara LochOperations DirectorMobile (UAE): +971 52 639 6355Mobile (Bahrain): +973 3963 5592Email: [email protected] [email protected]

Sweet CaneosSenior Conference ProducerMobile: +973 3335 7374 Tel: +973 1740 4177Email: [email protected]

Mazen AlsirhaniComminication SpecialistMobile: +966557334907Email: [email protected]

(In case you would wish to set up earlier, please call Sara Loch to confirm the timings).

6:00am

3rd October (Wednesday)



Equipped Stand Hand-Over

7:00am - 8:00am

8:00am - 8:45am

8:45am - 5:00pm

Registration

Opening Ceremony & Key Note Speech

Conference & Exhibition

5:15pm Breakdown

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I. GENERAL INFORMATION

1.1 Introduction

The 1st ISA Analysis Division Saudi Arabia Symposium, 2018 aims to contribute to the professionals involved in every aspect of process stream and laboratory methods of analysis, from theory and development to application, training, calibration, and others. The one day event is on 3rd October at King Abdullah Cultural Center Jubail -Saudi Arabia at Dining Room.

Conference Topics:1) Best Practices In Analytical Systems2) Environment Management & Control3) Innovation in Analytical Techniques

1.2 Contractors and Suppliers Policies and Procedure

•Exhibitorswishingtobuildtheirownstandsmustworkthroughtheofficialcontractorfortheevent-DMS Promostation. Any external contractors will not be allowed access to the venue.•Externalsuppliersmustsubmitasignedandstampedresponsibilityletteroncompanyletterheadat least 48 hours prior to the setup day. The letter must be signed by senior management mentioningall sub-contractors and leftover material.•TheSupplierandallsubcontractorsmustsubmitalongwiththeaboveafullequipmentlistandnumber of vehicles entering the property during set up and dismantling.•Servicedoorsshouldbeclearedatalltimesfromanysetupequipment.•AllexternalsupplierstaffwillenterandexitthroughtheSecurityControlroom.•AllequipmentprovidedbytheexternalsupplierwillbeenteredandexitedthroughthereceivingareawithsupervisionfromtheSecurityOffice•Allequipmentprovidedbytheexternalsuppliermustbedonesoinamannerthatdoesnotcauseany damage to the venue premises.•Marbleflooringandcarpetingmustbeprotectedatalltimesduringloadin,loadoutandanyformofwork.•AnydamagecausedbytheexternalsupplierwillbereportedtoVenueSecurityandEngineering,and the external supplier will be responsible for the costs associated with the repair of said damage.•Personnelandequipmentaresubjecttoinspectionbysecurityofficers.•AllpersonnelareexpectedtopresentalegalformofIDIdentificationuponenteringthevenue;security will issue each person with a venue pass. Pass should be worn visibly during the entire time.•TheSecurityDepartmentwillcreateaformtolistalltheequipmentwhichtheoutsidesupplierwillbringintothevenue.ThisformwillbesignedbyaSecurityOfficerandcheckedagainuponexitingthe venue.•Allexternalsupplieremployeesmustusetheserviceliftsandservicecorridorsandnottheareasspecificallyforguestuse.•Allexternalsupplierstaffwillensuretheirpersonalhygieneandproperdressstandards.•Allexternalsupplierstaffarenotallowedtosmokeatanytimeduringtheirworkinthevenuepremises.•Allexternalsupplierstaffareexpectedtowearauniformthatidentifiesthemaspartofthatcompany.•Allexternalsupplierstaffarenotpermittedtofreelywanderaroundthevenueoruseanyoftheoutletsorfacilitieswithoutpriorpermission,specificallyguestrestroomsandpublicareas.Violators

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willbeescortedoffthepremisesimmediately.

1.3 Security and Safety Guidelines

•IDorpassportrequiredforeveryworkerenteringtheballroom.•Allequipmentbroughtbythecompanies,willbeenteredandexistedthroughthereceivingarea(orballroomloadingbayentrance)withthesupervisionofsecurityoffice.•Allexhibitorshavetheresponsibilitytoensurethesafetyofothersandthemselvesthatmaybeaffectedbytheiractivities.Exhibitorsarealsoresponsibleofthesafetyoftheirstandandthestaffduringbuild-up,exhibition time and breakdown. •Generalsecuritywillbeavailableonsiteinthepubliccirculationareasofthecenter.Securitytothestandand exhibits is the full responsibility of the exhibitors. •Informtheorganizerimmediatelyincasebelongings,exhibitionmaterialsarefoundtobemissing.•Incasesecurityandsafetyproceduresareviolated,theorganiserhastherighttoclosedownthestand.•Allequipmentistobeinworkingorderwithnovisiblewires/cables.Ifwires/cablesarerequired,theyshould be properly stored in a tidy manner hidden from public view, and shall be covered with silver or black tape, in case of thick cables, a safety ramp is required. •Thecarpetandmarblewhereboothsarebuiltmustbecovered.1mdistancefromthewallsandfireexitsneed to be kept, 600kg on the hanging points. •Openflames,nakedwire,welding,grinding,useofheatingequipmentandsmoke/hazemachineswillnotbeallowed.•Donotblockanycameraandemergencyexitdoorsandroutes.•Onlyregisteredstaffrequiredtofulfilltheirdutiesareallowedintheeventvenueandinthebackhouse.•Contractorswanderingaroundthevenuewillbeimmediatelyevictedfromthepremises.•Undernocircumstanceareexpiredproducts/containersallowedtobebroughtintothevenue.•Theworkingareamustbekeptcleanasyougo.

1.4 Fire and Safety System Procedure

•Fireexitsignsshouldnotbeblockedwithanysetupequipment.IneventofanysetupthatwouldrequireFireExitSignstobecovered(subjecttopriorapproval),suppliermustprovideilluminatedFireExitsignsandplace them at their own cost. •Ensurethatallemergencyexitsareclearofanyobstructionandareaccessibleatalltimesduringtheevent.•Allexhibitors,visitorsandemployeesshouldrespondimmediatelytowarningalertsandemergencyevacuation plans in case of any emergency. •AllworkinsideandoutsideofthevenuemustbeapprovedbyaDMSsitesupervisorforanylevelofworkprior to any installation. •Fireextinguishersareavailableinthehallsandclearaccessshouldalwaysbeprovided.

1.5 Health and Safety Rules

•Donotuseoroperatemachinesthatyouarenotfamiliarwith.•Appropriateclothingshouldbewornaccordingtotheworkyouaredoing.•Anyinstallationofelectricalworksshouldbeapprovedbytheelectricengineeroftheofficialcontractor.(DMS Promostation).

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•Alcoholanddrugsarestrictlyprohibited.•Staffundertheinfluenceofalcohol,drugs,orfatiguedarenotallowed.•Alwaysfollowthesafetypractice;PPEmustbewornwherenecessary.•Allincidentsincludinginjuriesandillnessesmustbereportedimmediately.•Nopersonsufferingfrominfectedwoundsorsicknesswillbeallowedin.•Firstaidisavailableinthevenue.

1.6 Insurance

Exhibitors are advised to arrange at their own cost all the risk insurance coverage from the country of origin to the exhibitions stand including the duration of the exhibition and return to domicile. Exhibitors shall ensure they are fully covered by insurance and take out public liability and comprehensive protection. The venue and the organizer will be not be responsible for the safety of articles of any kind brought into the venue by delegates, exhibitors, their agents, visitors, and/or any other persons whatsoever.

1.7 Information about Parking

There are 200 parking spaces available inside and 600 spaces outside. No valet parking is available.

1.8Venuedeliveryaddress

Road3,MutrafiyahNeighborhood35821,Jubail Industrial City, Kingdom of Saudi Arabia

1.8 Service Door Dimension

257cm by 179cm

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II. EXHIBITION RULES AND REGULATIONS

2.1 Admission

Allparticipantsandtradevisitorsmustregister,obtainandpresentanofficialbadgeinordertohaveaccesstothe exhibition during build up, exhibition time and closing time. Access to the exhibition halls during closing timeislimitedonlytothevenueandorganiser’sstaff.

2. 2 Badges and Registration

Exhibitor, visitor and contractor badges will allow the holder to access the exhibition halls during build-up, exhibition time, and breakdown. Collection of badges will be on the day of the event at a dedicated registration area. Children below 18 years old will not be allowed in the exhibition.

2.3 Paint Spraying

Paint Spraying is not permitted in the ballroom. 2.4 Suspended Fitting

ThesuspensionsofstandfittingorlightingfittingsforexhibitionstandsfromtheceilingstructureoftheExhibitionareawillnotbepermitted.Anyitemstobebuiltmustbefromfloorup.

2.5 Fixing to the Floors

Fixingtothesurfaceofthefloorsissubjecttoapprovalbytheorganiser.Anydamagedoneissubjecttofine.Please contact DMS Promostation for more details.

2.6 Fixing to Utility Pit/Trench Covers

NofixingwillbepermittedtotheUtilityPit/TrenchCovers.

2.7 Adhesive Tapes

Contractorsshouldonlyuseadhesivetapestofixthecarpetorothermaterialtothefloorandwalls.Thecontractorswillbeheldresponsibletoremovethetapeafterusewithoutdamagetothefloor.Ifthesurfaceisfoundtobedamagedormarkedortaperesidueremainscontractor/exhibitorsshouldpayacorrespondingfine.Cablings and wires need to be taped down securely to prevent any tripping incidents.

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2.8 Use of Mortar

Use of mortar is prohibited.

2.9TrafficandVehicles

All vehicles should comply with speed limits and directional signs and all instructions given by the venue’s authorised personnel. Delivery of goods of any description via the main entrance is strictly prohibited.LoadingandunloadingactivitiesshallonlybecarriedoutintheLoading/UnloadingBayatgroundfloor.

2.10 Hazardous Items

No exhibits should contain dangerous goods nor should any process generate noxious or toxic fumes. No such exhibits will be allowed on the venue without approval. Full details of the exhibit process and proposed exhaustsystemshallbesubmittedtotheofficialcontractoronemonthbeforethefirstdayoftheopenperiod.Nofireorpyrotechnicsallowedwithinthevenue.

2.11 Noise Control

Themaximumpermittednoiselevelat50dB(A)nottobeexceeded.Anyexceptiontothisshallbesubjecttoprior approval from the venue.

#ISAKSA

We look forward to welcoming you! Share your experience

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DMS PROMOTION STANDS

Basic Shell Scheme

Option One

Basic Shell Schemeincluded in Exhibition

Stand Booking

Upgraded Shell Scheme

Option Two

Walls and Reception Counter Brandingprinted on forex boardFascia Name1 Reception Counter1 Table2 ChairsTrack LightsCarpetPower Socket

Included in Exhibitor’s CostFascia Name2 Chairs 1 Reception CounterTrack LightsCarpetPower Socket

6 sqm stand 8 sqm stand

10 sqm stand

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III. ELECTRICAL SUPPLY RULES AND REGULATIONS

3.1 Electrical Installation

Electrical installation including any temporary installations in connection with the provision of electricity to stands and other parts of the venue shall be such a nature as to ensure safety in the utilization of electricity. Installation within stands shall be carried out in a competent manner and any installation found to be unsatisfactory would not be connected to the main supply until the venue or DMS Promostation is satisfied. Where a connection is made and a fault becomes apparent the equipment shall not be used until the fault is rectified. The electrical cords must be entirely covering neat.

Please note that you must register your list of equipment and their power consumption (Form 2) by 23rd of September. Failing to do so would result in not being able to plug in your equipment.

If there is any additional cost because of not registering in advance, those costs will not be covered by DMS Global. It must be covered by the vendor directly with the venue.

3.2 Mains Switch Gear and Distribution Boards

Every stand shall be supplied by a separate mains cable except where, by approval of DMS Promostation, a singlemainmaybeinstalledtosupplyablockofadjoiningstands.Thisapprovalshallonlybegivenwherethe electrical installation on all stands within the block is the responsibility of a single contractor.

3.3 Ordering of Electrical Supplies

AllspaceonlystandsandequippedstandsthatwillneedanextraelectricalsupplycanfillandsubmitForm1 to DMS Promostation on or before.

3.4 Payment

DMSPromostationreservestherighttorefusetoconnectanysupplyuntilpaymenthasbeeneffected.

3.5 Routing and Termination Position

Allordersshouldindicatespecificpositionsrequiredforterminationandroutingofmainsupplycablesandmust contain full information of these positions, including a dimensional plan showing their location on the stand and the location and orientation of the stand in the venue. If this information is not given, the supply cablewillberoutedandterminatedatapositionatthediscretionoftheofficialstandfittingandElectricalcontractor.Theorganizerandtheofficialelectricalcontractorshallacceptnoresponsibilityforanycostsinvolvedinrelocatingasupplycableoralteringstandfittingsorstandelectricalinstallationifnoadequateornolocationplanforthesupplycableissubmitted.Connectionsfromapitonanadjacentstandshallnotbepermittedunlesseitherthereisnopitonthestand,ortheadjacentstandholderhasgiventheirpermission.

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3.6 Alterations to Orders

1. Termination PositionWhen rating of a main supply is altered after the deadline date for placing orders, the new main supply will notbesurchargeprovidedthatthemainsordersearlierispaidandthedifferenceinpriceshouldbepaid.

2. Cancellation of OrdersWillonlybeacceptedinwriting,whenwrittencancellationisreceivedbytheofficialElectrical contractor lessthanoneweekpriortothefirstdayofbuildup,themainsupplyorderedwillbechargedat50%ofthefull rate and thereafter at the full rate.

3.7 Lighting Fitting

At every lighting point an earth terminal shall be provided and connected to the earth continuity conductor ofthefinalsub-circuit.

•Theunderstandingoffire,emergencyandaccidentsprocedures.•Theneedtomaintainemergencygangways,throughthevenueandthehallinbuild-upandbreakdownsituation.•Theuseofhardhatwhenworkingbeneathornearoverheadworkingorifthisbeimpractical,restricting access in such areas.•Theneedofoperativestowearsuitableprotectingclothingrelevanttotheirjobwhichincludes eye, hearing, foot and hand protection.•Thesafeuseandstorageofinflammableliquidsandsubstancesandsegregationfromwasteand other risk areas.

OTHERSERVICES

Stand CleaningThe management (the venue) is not responsible for cleaning the stands or emptying waste bins.

InternetFreeWi-Fiisavailableuponfillingtheregistrationform.

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FORM 1

Deadline:

ELECTRICAL & LIGHTINGLAYOUT FORM

•Thisformmustbesubmittedtogetherwiththeelectricalorderformtotheofficialcontractor•Locationofyourelectrical requirementswillbe installedat thediscretionofDMSPromostation if the layout plan is submitted after the deadline. Any relocation after installation will be at the expense of the exhibitor.

Exhibiting Company:Contact Person:Tel: Fax:Email: (Please write legibly)

Date & Signature

Backwall

Sidewall Sidewall(Open/Close) (Open/Close)

Open Front

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FORM 2

EQUIPMENT DETAILS FORM

EQUIPMENT DETAILS FORMCompany NameContact PersonMobile NumberEmail

S/n Equipment Description Qty Load (Amp) Dimensions Weight* Power usage

* Equipment over 50kg needs to be placed on a rubber ma�

Checked by Contractor: Checked by Center: Approved by:


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Delegates Information Pack


Organised By:


3rd October 2018

King Abdullah Cultural CenterJubail - Saudi Arabia

#ISAKSAEXPERIENCE THE FUTURE.


Diamond Sponsors

Gold Sponsors

Supported By

Bronze SponsorsSilver Sponsors

DMS Global Local Partner

Official Logistics Partner

Royal Commission for Jubail and Yanbu

YOUR WINNING FORMULA

FOR INFINITE CREATIVE

POSSIBILITIES

DMS PromoStation is the region’s most innovative design-led Exhibition Stand and Events service provider. Our designs are creative, affordable, innovative, versatile, adaptable and reusable stands which will enable you to attract higher delegate footfall and make your company the envy of all others.

SERVICES WE OFFER• Custom Stand Design and Build• Shell Scheme Rental (Octanorm)• Truss System Rental• Audio/Video & Furniture• Dismantling, Maintenance, Storage• Onsite Project Management

Give DMS PromoStation a call todayand we will deliver your exhibition stand beyond your highest expectations

email: [email protected] • tel: +973 1740 5590www.dmspromostation.net

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