SHOW RULES AND REGULATIONS

Transcription

1 SHOW RULES AND REGULATIONS All exhibitors displaying at CONEXPO Latin America to be held in Santiago, Chile, at the Espacio Riesco Convention Center from October 21 24, 2015, are required to complete an application, execute the contract for space and SUBSCRIBE TO ALL SHOW RULES AND REGULATIONS. FAILURE TO FOLLOW EXHIBIT RULES AND REGULATIONS MAY RESULT IN CANCELLATION OF THE RIGHT TO EXHIBIT. GENERAL SHOW INFORMATION SHOW PARTICIPATION Any company can participate in the show if they manufacture equipment, components, parts and accessories, or provide services related to the construction and construction materials industries. Exhibitors have two options for stand types Fully Fitted Stands OR Raw Space. SHOW DAYS AND HOURS Wednesday 21, October 10:00 to 18:00 hrs. Thursday 22, October 10:00 to 18:00 hrs. Friday 23, October 10:00 to 18:00 hrs. Saturday 24, October 10:00 to 16:00 hrs. ADMISSION PRICING General Admission $ Chilean pesos US$ Parking Pass $ Chilean pesos US$ 4.00 EXHIBITOR SERVICE CENTER The Exhibitor Service Center will be available inside the Exhibitor pavilion beginning October 18 th, 2015 at the following times: Assembly: Fair: Disassembly: 09:00 to 19:00 hours 09:00 to 19:00 hours 09:00 to 19:00 hours The following exhibitor services will be available in the Exhibitor Service Center: Badges Additional Power Internet Connection Furniture Rental Audiovisual Equipment Rental Computers Rental Hostess Photocopying Official Shipper Payment of Services SPACE REDUCTION POLICY A. Any company decreasing its space before June 1, 2015 must pay at least the 50% deposit of the original space, regardless of the new space cost. If the new space cost is less than the original 50% deposit, the exhibitor will not be refunded the difference between the new space cost and the original 50% deposit. B. Overpayments beyond the 50% will be refunded if the reduction occurs before June 1, C. Any company reducing its space on or after June 1, 2015 will not receive a refund. Page 1 of 14

2 CANCELLATION POLICY a. Any notice of cancellation of exhibit space by an exhibitor must be made in writing to Exposition Management. This cancellation policy does not depend upon whether the exhibit space is re sold or re assigned. At no time will the deposit (50% of space cost) be refunded to an exhibitor canceling its space. b. Any company paid in full canceling its exhibit space before June 1, 2015 automatically loses the initial 50% deposit. The remaining balance paid to CONEXPO Latin America will be refunded. c. Any company canceling its exhibit space on or after June 1, 2015 will not receive any refund due to the late date in which Exposition Management was informed of the cancellation. OPENING CEREMONIES The opening ceremony will take place on Wednesday 21 th, October at 11:00 hours in Espacio Riesco s convention hall (El Salto Avenue 5000, Huechuraba, Santiago). CONFERENCES AND TECHNICAL SESSIONS Conferences and educational technical sessions will take place in exhibit halls. Refer to the show s website for additional information. RECEPTIONS AND CATERING The exhibitor may offer food at their stand provided that it is not prepared or handled on site, infringing the Legal Rules defined in the Food Hygiene Regulations established by the Ministry of Health and overseen by SESMA (Metropolitan Environmental Health Service) via corresponding Seremi (Regional Ministerial Health Secretary) Further information, Receptions on the fairgrounds must be coordinated with the official catering supplier and will be held in the designated locations. Per the contract between the fair organizer and the exhibition site, Espacio Riesco is the official food supplier onsite and the exhibitor must order services through this company. THE EXHIBITION SITE MANAGEMENT DOES NOT ALLOW THE ENTRANCE OF EXTERNAL SUPPLIERS. SMOKING Smoking is strictly PROHIBITED in the indoor exhibit areas or in areas where there are flammable materials. SOUND EQUIPMENT AND LIGHTING If the exhibitor decides to install sound equipment, this cannot exceed 60 decibels measured from the edge of the stand. Lighting should be directed only towards the interior of the respective stands, and it is prohibited for lights to directly illuminate public areas and adjoining spaces. Page 2 of 14

3 STORAGE FOR EXHIBITORS A storage area will be available for exhibitors for storage of literature or giveaways. Due to space constraints, large crates or cartons will not be allowed. The storage area will be available: October 18 20, :00 to 21:00 hours October 21 24, :00 to 19:30 hours October 25, :00 to 20:00 hours October 26, :00 to 12:00 hours Should exhibitors need to store larger items, please contact the official storage provider CARGOSAN LOGISTICS: Contact: Mr. Valentina Nahum vnahum@cargosan.cl Phone: (56 9) STAND OPTIONS AND EXHIBIT HEIGHT REGULATIONS FULLY FITTED STANDS Fully fitted stands consist of a structure of white melanin panels and separating each stand from the next. The front supports a fascia showing the name of Exhibitor (as specified on the required form in the Exhibitor Guide available in January 2015) in standard lettering designated by the fair (other forms of lettering, corporate logos, or slogans are not allowed). Stand height is 2.40 m below the lighting grid. The floor is covered with wall to wall carpeting of a color determined by the Organization. Electrical Power: Every basic stand (9.00 m2) will be supplied with 100W per rented square meter, distributed in 3 spotlights of 100W each and the available power difference is supplied in one power point (socket). Regulations for the Use of Fully Fitted Stands The exhibitor must follow the regulations detailed below: 1. Panels adjoining to another stand may not be painted or drilled. Any graphic items may be affixed to panels only by means of Velcro strips, or double sided tape. 2. Items may not be hung from, pressed or otherwise affixed to, fascia or grid. All components must be self supporting. 3. If graphic, visual, or other items need to be installed and are too large or too heavy to be fixed with Velcro strips, Exhibitor shall erect or install its own self supporting panels. 4. The electric system may not be altered by the exhibitor or contracted company. 5. If any item in the stand is more than 2.40 m tall, the Exhibitor should request removal of the lighting grid and/or fascia at least 15 days before the Fair opens. 6. Exhibitor may not dismantle or move any part of the stand (hard walls, fascia, lighting, sockets). Exhibitors wishing to dismantle or move a portion of the stand need to request this service from FISA S.A. Important: All total or partial damage to paneling or pavilion shall be charged to Exhibitor at costs reported by FISA S.A. Page 3 of 14

4 INDOOR RAW SPACE Exhibitors can opt to rent raw space and does not include panels, fascia and lighting grid and sockets. Show management will provide exhibitors with grey carpeting and an electrical panel with 100W per square meter at a single drop point in the stand. All stand construction and decorations are at the expense of the exhibitor. Any exhibitor leasing raw space will be considered a special project by the organizer. Regulations for the Use of Raw Space Exhibitors will be able to request production and assembly from a firm approved for such purpose by the Fair. a. The Exhibitor s Guide contains a list of firms approved by FISA S.A. for undertaking special projects. b. If Exhibitors opt to employ a firm not included in such list, the selected contractor shall comply with all FISA S.A. internal regulations in effect for contractors working in the fair ground. c. Exhibitor and/or Exhibitor s designers are required to visit the site before executing the stand project. The organization is not responsible for the pre existing elements in the area, such as: structural pillars, uneven flooring, etc. The feasibility of access for prefabricated elements of decoration, or exhibition machinery not considered in the exhibitor s project, should be checked. OUTDOOR RAW SPACE Show management will provide exhibitors with an electrical panel with 50W per square meter at a single drop point in the stand. Internal power distribution is the responsibility of the exhibitor or their stand builder. All stand construction and decorations are at the expense of the exhibitor. Any exhibitor leasing raw space will be considered a special project by the organizer. Regulations for the Use of Raw Space Exhibitors will be able to request production and assembly from a firm approved for such purpose by the Fair. d. The Exhibitor s Guide contains a list of firms approved by FISA S.A. for undertaking special projects. e. If Exhibitors opt to employ a firm not included in such list, the selected contractor shall comply with all FISA S.A. internal regulations in effect for contractors working in the fair ground. f. Exhibitor and/or Exhibitor s designers are required to visit the site before executing the stand project. The organization is not responsible for the pre existing elements in the area, such as: structural pillars, uneven flooring, etc. The feasibility of access for prefabricated elements of decoration, or exhibition machinery not considered in the exhibitor s project, should be checked. HEIGHTS AND DISTANCES These heights apply to any type of display elements. Equipment is exempt from the height limits and do not need to obtain authorization from the modulation department. Indoor Height Limits The maximum height for exhibitor constructed stands is 5 meters (provided the ceiling height of the exhibit hall allows for it). The maximum height of exhibit stands that adjoin with another exhibitor is 2.5 meters, unless the exhibit materials/product are set back a ½ meter from the adjoining stand. Page 4 of 14

5 Outdoor Height Limits The maximum stands height for Exhibitor Constructed Stands in the outdoor exhibit areas are 6.00 meters. Buildings or multidirectional scaffolding can go up to a height of meters. The maximum height of exhibit stands that adjoin with another exhibitor is 6 meters. Those stands which adjoin other stands will not be allowed to install display materials in the back perimeter of the stand higher than 6 meters, unless the display materials are separated from the neighboring exhibit by at least 1 meter. Page 5 of 14

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7 Exhibit Stands Exceeding the Height Limits A letter of authorization from the neighboring exhibitor(s) is required to exceed the maximum permitted heights. The exhibitor requesting the height variance must use a neutral finish (pearl grey or white) or the corporate color required by the affected neighbor. It is strictly forbidden to place graphic elements facing neighboring stands. This authorization must be attached when submitting the project, via E Form Nº 8. SUBMISSION OF EXHIBITOR FLOOR PLANS Exhibitors can opt to rent raw space and does not include panels, fascia and lighting grid and sockets. All stand construction and decorations are at the expense of the exhibitor. Any exhibitor leasing raw space will be considered a special project by the organizer. If the exhibitor rents fully fitted stand that has modifications to the basic stand or raw space, it will be assumed that the exhibitor will carry out the stand construction. The exhibitor may request that a company which is accredited by the show organizer produces and assembles their display. A list of firms approved by FISA S.A. for undertaking special projects can be found on the show website. If the exhibitor opts to employ a non accredited company, the selected contractor should comply with all the current internal Regulations of FISA S.A. in effect for contractors working at the fairgrounds. Floor plans for special projects should be submitted electronically by using the Online Form Nº 8, and should include the following information/documents: 1. Stand design plans should include dimensions, height and descriptions of all structures in the exhibit including signs, offices, walls, drapes and products to be displayed. 2. 3D or isometric perspective of the stand. 3. If the maximum permitted height is exceeded, (2.5 meters for indoor stands and 6 meters for outdoor stands), a letter of authorization from the neighboring exhibitor to exceed the maximum permitted heights needs to be submitted with the floor plan submission. The exhibitor requesting the height variance is obliged to use a neutral finish (pearl grey or white) or the corporate color required by the affected neighbor. Documents can also be sent via to Mr. Marcos Rebolledo at modulacion@fisa.cl, at the latest 30 days before the exhibition. Mr. Rebolledo can be contacted by phone at: (56 2) The subject box should contain name of the Exhibition, booth number assigned on the floor plan, followed by the company name or abbreviation. For example: To: modulacion@fisa.cl Subject: FIC 2015 Booth Number Exhibiting Company Name If exhibitors plan to have a 2 story exhibit or raised structures, the following documents/information should be provided: 1. Structure calculation report, signed by a professional licensed architect or engineer. 2. Signature of licensed professional in charge of stand construction (license needs to be current). 3. Qualification certificate of the professional/company in charge. Page 7 of 14

8 4. Letter of Liability, signed by the exhibiting company representative, in event of accidents or damage derived from an inadequate assembly of structures. 5. Technical Specifications of all exhibit components. 6. If the two story structure exceeds the maximum height (2.5 meters) and will have visitors occupy it, should include additional structural plans/calculations endorsed by the licensed professional Project approval will be received as long as the technical requirements set out in this document are fully complied with. Once the project has been reviewed/approved, a Digital Approval Stamp will be issued for each of the documents sent in and these will be sent to the same e mail address from where the project documents were received. FISA S.A. reserves the right to interpret the floor plan submissions in reviewing/approving projects, and decisions must be accepted, without recourse to appeal. Any difference between approved drawings and on site project assembly will cause assembly to be suspended. Non compliance with the requirements will cause the stand to be closed. Projects that fall within the fully fitted stand configurations, have no modifications to the structure, do not exceed the height limit and only have furniture and decorations, do not need to submit the project for approval. GENERAL RULES FOR STAND ASSEMBLY Exhibitors are responsible for stand construction, assembly and general maintenance of their exhibit stand. Exhibition Management may require the Exhibitor to modify the stand if it is found objectionable. Any modifications required by the organizers will be at the expense of the Exhibitor. Exhibitors and/or their stand builders should plan to visit the venue before the development of the stand project is finalized. Show management does not take responsibility for structural pillars, uneven flooring etc. in an exhibitor s stand. Stand builders should design the stand around these items. Any construction work must be approved by the FISA S.A. Modulation Department before the construction is started. FISA S.A. Operations Department reserves the right to accept or reject the project and work already completed that does not meet the technical requirements established by show management. Exhibitors should require a Letters of Guarantee from the stand builders constructing the exhibit stands to guarantee the fulfillment of dates for the assembly and disassembly of the exhibition stand. In addition, exhibitors should require a valid civil liability policy for your stand builder. EXHIBIT DESIGN AND USE OF EXHIBIT SPACE No portion of a machine, product or display pieces may extend beyond the boundaries of the exhibitor s assigned exhibit space. The only exception to this rule will be for tower cranes and fixed angle cranes Page 8 of 14

9 with towers over 100 feet in height. Due to the nature of the booms, only these products will be allowed to extend beyond the exhibitor s assigned exhibit space with the following guidelines: 1. Only at the point of 100 feet in height or higher can the boom begin to extend out of the exhibit area. 2. At least 50% of the boom with a tower over 100 feet in height must be within the confines of the assigned exhibit space. 3. Exhibitors must submit a foot print of the machine extending beyond the exhibit area, including the boom height, length and position to Exhibition Management no later than July 31, Exhibitors must include a detailed plan for handling the machine in the event of high winds or other environmental factors that require the boom to free swing or be brought down. 5. Exhibitors in exhibit areas affected by the boom will be notified by Exhibition Management of the boom extensions in their stand. 6. Exhibition Management reserves the right to limit an exhibitor from placing crane booms outside of the exhibit for safety reasons. DELIVERY DATES & HOURS Raw Space Delivery of Exhibit Materials: October 15 20, 2015 Delivery Hours: 09:00 to 21:00 hours Fully Fitted Stands Delivery of Exhibit Materials: October 18, 2015 Delivery Hours: 09:00 to 21:00 hours Stand construction, decoration, furnishing, and placement of items on display shall be completed to 21:00 hours on October 20, Stand builders will not be allowed in the stand to complete construction work on opening day of the Show. Non compliance with this requirement or absence of Exhibitor from its stand will entitle Fair management to dispose of the stand as it may see fit, and Exhibitor shall forfeit all rights while remaining bound to make payment under the contract in effect. ASSEMBLY/DISASSEMBLY BADGES Exhibitors must provide a list of personnel who will enter the fairgrounds during the assembly and disassembly periods. Credentials will be delivered to the exhibitor prior to the assembly period. Exhibitors will need to order badges through the online system (E Form No. 4). No one may enter the premises without such ID. Deadline for Form Submission: September 11, 2015 PLATFORMS Projects which include platforms or surfaces above the level of the floor should have access ramps with non slip surfaces for disabled access, with an inclination which does not exceed 12% and with a maximum extent of 2.00 meters and minimum width of 1.2 meters directed towards the interior of the stand. Page 9 of 14

10 HANGING SIGNS, LIGHTING, ETC. Exhibit materials attached to the exhibit stand such as hanging lighting grids, promotional balloons, flags, hanging signs, etc. must be detailed on the exhibitor s floor plan and submitted for approval by the Modulation Department of FISA S.A. In addition, technical documentation that details the assembly requirements should be presented along with a letter of liability in case of damage or accidents. TWO STORY EXHIBITS Any exhibits that include second floors must have handrails for stairs and elevated platforms. The steps of the stairs should be covered with a non slip surface. REMOVAL OF TRASH It is responsibility of each exhibiting company to remove the remaining material, debris and waste due to stand construction and booth assembly. The work area should remain always clear and clean. CARGO VEHICLES ACCESS Arrangements for the delivery of heavy machinery and large equipment must be made with FISA s Operations Department. Exhibitors should send the equipment specifications (tracks, weight, dimensions, range of movement, wheels, etc.) that are going to be on display to the department at ingresomaquinaria@edifica.cl. In order to avoid delays in the installation of the exhibit stand, please submit the specifications by September 15, Access for cargo vehicles with equipment, merchandise and assembly materials should come in at the Santa Clara access point on El Salto avenue Nº5000. All vehicles will be checked and should declare all the elements that are being transported in the internal control guide. In addition, passengers will also be checked and must have their assembly badge. NON CARGO VEHICLES ACCESS Beginning October 18, non cargo vehicles will be not be allowed in the exhibit area. Parking lots are located on the east side of the outdoor exhibit areas. GENERAL WORK RULES FOR STAND ASSEMBLY (INDOOR EXHIBITS) 1. Construction work within the indoor exhibit area is prohibited (i.e. cutting plates of metal, welding, spray painting, etc.). All project parts and components should be prefabricated and may only be assembled, retouched, and furnished on site. 2. No wires or other fastenings are allowed on panels, display facilities, pavilion ceilings, or stand ceiling grids. It is prohibited to perforate floors and walls. All exhibit display components must be self supporting. 3. The perforation or anchoring of walls and floors within the pavilion is strictly forbidden. Every decorative element or exhibit must be self supporting. Page 10 of 14

11 4. The installation of carpet, platforms or other elements over the carpeting supplied by the trade fair will require the authorization of the Operations Department. 5. Exhibit elements may not be hung from the structure of the pavilion (including its pillars). 6. All stands should have a small waste paper bin during the show. GENERAL WORK RULES FOR STAND ASSEMBLY (OUTDOOR EXHIBITS) The construction or assembly of canopies, tents, roofing designed to cover open area stands as well as towers, scaffolds or other types of exhibit materials constructed in the open air areas shall provide a basic engineering drawings executed by a licensed engineering firm. Drawings need to include all technical specifications related to the type of structure, materials, anchoring, supports and coverings. Technical drawings issued by an external company need to be endorsed and approved by the FISA S.A. technical team, via its Modulation Department. Tents, awnings, sunshades or any element which could fly away should be correctly fixed to the ground if these are used in uncovered areas. If the project requires anchoring into the asphalt in order to affix it to the ground, the exhibitor must repair the damage and submit in writing to the show organizer of the intention to make the repairs. It is mandatory for outdoor exhibitors to use appropriate guttering and rainfall drainpipes on one of the corners of the stand. These must be directed away from the stand and never towards the neighboring stands. In addition, all exhibit stands should have a small waste paper bin during the show. EXHIBITOR LIABILITY With all the above, any damage caused to third parties will be the exclusive responsibility of the exhibitor who has contracted the work, and this will be set out in a letter signed by the exhibitor and which will be attached to the rental contract. FISA S.A., through its Commercial and Operations Management, reserves the right to accept or reject the project and the work carried out which does not fulfill the technical requirements. Projects will be supervised on the ground during their assembly; the requirements described in this document will be enforced, and correspondence between installations and the documents initially presented will be checked. If any elements are found which are not indicated on the plans sent in, or should there be technical difficulties for the execution, defective materials, poor assembling of pieces etc., the work will be halted until the situation is resolved in accordance with what is indicated by the Modulation Department. GENERAL RULES FOR STAND DISASSEMBLY MERCHANDISE REMOVAL & STAND DISASSEMBLY During Fair hours and for safety reasons, equipment and materials can ONLY be removed by hand on October 24 th from 14:30 to 20:00 hours. Stand dismantling, removal of equipment and materials will be allowed beginning on October 25 th from 09:00 to 20:00 hours and on October 26 th from 09:00 to 18:00. Page 11 of 14

12 The Fair Organizers request that Exhibitors adhere to all times and deadlines for disassembly. All equipment, construction, signs, and other items which have not been removed by the end of the Fair, shall remain at the disposal of the Fair organizer. The Fair organizer may dispose of them as it sees fit with no obligation to reimburse the Exhibitor and Exhibitor shall forfeit all rights over these elements. In addition, the Fair organizer is entitled to charge Exhibitor for costs incurred in the event of demolition, removal, etc. All equipment and exhibit materials displayed in the exhibit stand is exclusively the responsibility of the exhibitor, who should take all the safety precautions necessary to prevent loss of these items. MERCHANDISE REMOVAL DOCUMENTATION Exhibitors need to have an approved REGISTER OF ADMISSION AND REMOVAL OF GOODS FROM THE FAIR GROUND form and a copy of the bill of lading or invoice, and customs documents for temporary admission. For goods under temporary admission, a permit from Customs allowing the change of domicile must be submitted. If you do not have this document you can request/complete a new form which will be authorized by the pavilion manager. IT IS THE RESPONSIBILITY OF EACH EXHIBITOR TO REMOVE THE REMAINING MATERIAL, DEBRIS AND WASTE DUE TO CONSTRUCTION AND STAND ASSEMBLY. THE WORK AREA SHOULD REMAIN ALWAYS CLEAR AND CLEAN. SAFETY, SECURITY & INSURANCE SUPERVISION ON THE SHOW GROUNDS FISA S.A. staff will supervise the work being done on the show grounds in the assembly and disassembly periods. In addition, FISA will ensure that exhibitors are compliant with all show rules and regulations. In the assembly and disassembly periods, exhibitors are required to have copies of approved plans and documents with that contain the Digital Approval Stamp issued by FISA S.A. in the exhibit stand. SAFETY REQUIREMENTS Fire Extinguishers Each exhibit stand should have an A, B, C. fire extinguisher of at least 2.00 kg for each 9.00 square meters of exhibit area. These should be placed in visible area within the stand. Page 12 of 14

13 ELECTRICAL & ENERGY USAGE Any alteration to the electrical installations provided by FISA S.A. should be pre approved by FISA s Electrical Department. Exhibitors should consider using energy efficient light bulbs, lamps, etc. for their lighting systems in order to save energy and costs. Each project with an electrical plan must indicate the type of lighting to use, which must be checked by the organization professionals and must be approved by the Modulation Department. SAFETY PRECAUTIONS During the work of assembly and disassembly, all material should remain within the limits of the respective stands, keeping the pavilion passageways free of obstacles. For the safety of the personnel involved in assembly and disassembly, the use of elements of safety such as helmets, goggles, gloves etc. is mandatory. During the assembly and disassembly periods, the organizer can restrict entry to those who do not comply with all safety regulations. USE OF INCANDESCENT TOOLS & HELIUM The use of incandescent tools is prohibited (welding equipment, blowtorch, etc.) The use of promotional elements inflated with helium is strictly forbidden, unless written authorization has been given from the Show Management. For approval, the following documents must be presented: 1. Letter of Liability of the exhibiting company in the case of damage or accidents. 2. Certificate which states that the exhibitor is not using dangerous gases or flammable elements and the safety measures implemented for the assembly of these elements. PEDESTRIAN AISLES & EXIT DOORS At no time, will blocking pedestrian walkways or exit doors be permitted. EXHIBITOR DEMONSTRATIONS Demonstrations of products which might signify a level of danger for visitors should be carried out in spaces which have been given prior authorization by the FISA S.A. Operations Department, and the exhibitor should take all the necessary safeguards to prevent accidents. SECURITY Every reasonable precaution will be taken to protect property during the installation, Exposition and dismantling periods. However, neither Fair Organizer or service contractors are responsible for the Page 13 of 14

14 safety of the property of exhibitors from theft, damage by fire, accident, vandalism or other causes. The Fair organizer recommends that exhibitors make special arrangements with the Official Security Contractor for additional protection of their stands. Exhibitors hiring additional security need authorization from the Operations Office of FISA S.A prior to the Fair. INSURANCE REQUIREMENTS Exhibitors should obtain a certificate of insurance that covers transfers, assembly and the use of equipment and facilities during the exhibition (October 18 26, 2015). Details of the requirements can be found in the Exhibitor s Guide (No. 17 letter C of FERIA INTERNACIONAL DE LA CONSTRUCCIÓN 2015 s Regulations). Companies renting LCD screen, plasma screen, notebook or other equipment shall request providers for insurance policies for every component, equipment and pieces. Likewise, security elements such as support, locks or other fastening and securing devices shall be required for the assembly of the aforementioned equipment. SHOW MANAGEMENT IS NOT RESPONSIBLE FOR ANY LOSS OR THEFT DURING THE ASSEMBLY, SHOW AND DISASSEMBLY PERIODS. Page 14 of 14