EXHIBITORS MANUAL. This manual contains general information and sample forms for the successful scheduling and development of the exhibit.

Transcription

1 EXHIBITORS MANUAL We gladly present the following Manual to help you program your participation in the XXI IMRC 2012, August 12 to 17 at the JW Marriott Cancun Resort & Spa and Casa Magna Cancun Resort Marriott, in Cancun, Quintana Roo, México. This manual contains general information and sample forms for the successful scheduling and development of the exhibit. We want to make sure that your participation in this event will fulfill all your expectations and to reach that goal we offer you our best assistance. SOCIEDAD MEXICANA DE MATERIALES, A.C. Important Notice: Exhibit days are Monday 13, Tuesday 14 and Wednesday 15. FEES Until May 22, 2012: $ 1,800 USD. After May 22, 2012: $ 2,000 USD. Payment to: Address / Dirección: Tax ID # / RFC: Sociedad Mexicana de Materiales, A.C. Ave. Revolución , Álvaro Obregón, México, D.F. MMA090414TU8 Bank Name / Banco: HSBC (New Bank Account) Bank Account / Cuenta: Branch / Sucursal: Plaza 01 CLABE: Bank SWIFT Code: BIMEMXMM Please send a copy of your deposit and your particular invoicing requirements to: INFORMATION AND COORDINATION: Margara Smith Exhibit Coordinator margarasf@gmail.com Phone: 52 (55)

2 CONTENTS 1. VENUE 2. BOOTH SET UP DATES 3. BOOTH TEAR DOWN DATE 4. EXHIBIT HOURS 5. EXHIBITOR BADGES 6. SECURITY 7. AUDIOVISUAL EQUIPMENT RESTRICTIONS 8. RULES AND REGULATIONS COMPLIANCE 9. RESPONSIBILITY 10. STORAGE 11. SESSION ROOMS FOR PROMOTIONAL CONFERENCES 12. FLOOR PLAN 13. BOOTH INFORMATION 14. SHIPPING AND HANDLING 15. ADDITIONAL ITEMS FOR RENT APPENDICES 1. BOTH RESORTS MAPS 2. RESORTS IMAGE AND LOCATION 3. VENUE RESTAURANT INFO JW MARRIOTT 4. VENUE RESTAURANT INFO CASA MAGNA MARRIOTT 2

3 1. VENUE JW MARRIOTT CANCUN RESORT & SPA AND CASA MAGNA CANCUN RESORT MARRIOTT Address: Boulevard Kukulcan Km 14.5, Retorno Chac, L-40-A and L-41 Cancún, Quintana Roo, México, C.P Phones: 52 (998) , 52 (998) BOOTHS SET UP DATE Exhibitors: Saturday 11 Aug 2012, from 14:00 to 21:00 hrs. Sunday 12 Aug 2012, from 9:00 to 17:30 hrs. Note: Any additional or special installations, electrical connections, fixings, etc. will have to be dealt directly with the hotel administration who will charge for such additional requirements. The Exhibitor cannot exceed the space rented, invade the hallways or interfere with the visibility of other exhibitors. 3. BOOTH TEAR DOWN DATE All displays must be taken down on Thursday 16 starting at 7:00 hrs. Displays not cleared by Thursday evening will be removed and stored at the exhibitor s own risk. 4. EXHIBIT HOURS Official hours: Monday 13 through Wednesday 15, 9:00 to 14:00 & 16:00 to 18:30 hrs. 5. EXHIBITOR BADGES Two badges per booth will be provided. The use of these badges is mandatory during the Exhibit Hours. Good and proper use of such badges is the sole responsibility of the Exhibitors staff. With each badge you will receive a Congress Program, a meeting bag and a ticket for the Gala Dinner. The cost for an extra badge (no more than FOUR per booth) is USD$ and includes the Congress Program, a meeting bag and a ticket for the Gala Dinner; or USD$40.00 and includes the Congress Program and a meeting bag, but no ticket for the Gala Dinner. 6. EXHIBITOR BADGES JW and Casa Magna Marriott Hotels have general security personnel and the Congress Committee has engaged special night security for the Exhibitors from 18:30 to 9:00 hrs. Nevertheless, neither the Hotel nor the Congress Committee is responsible for any loss 3

4 during the event. Therefore, we advise all exhibitors to take control and precautions over their belongings. 7. AUDIOVISUAL RESTRICTIONS Sound and visual equipment will be allowed as long as it does not interfere with other activities. 8. RULES AND REGULATIONS COMPLIANCE All work done in the exhibit venue is subject to the local and federal laws of hygiene and security. Exhibitors and Coordinators have to comply with the requirements of protection and security as followed by the Hotels. 9. RESPONSIBILITY At the end of the exhibit the Exhibitor should return the space he occupied in the same conditions as he found it, if not he will be charged with the costs of repairing the damage and cleaning. The exhibitor cannot: staple or tape items to walls or doors, paint indoor, use either flammable liquids or open flame indoor. 10. STORAGE The Marriott Hotels do not have storage rooms to keep the Exhibitors material waiting to be used. We strongly recommend to all Exhibitors to place identification tags and/or labels on their packages. 11. SESSION ROOMS FOR PROMOTIONAL CONFERENCES If the Exhibitor needs a private space to make presentations of his products, Monday 13, Tuesday 14 and Wednesday 15, there are rooms that hold up to 30 people available. The price is USD $ for any of the following schedules: AM SESSIONS PM SESSIONS 9:00 to 10:45 11:15 to 13:00 14:00 to 15: to :15 to 20:00 As we can only allow one presentation on the same topic at the same time, we urge you to send us the name and topic of your technical presentation as soon as possible. Please write to Margara Smith, margarasf@gmail.com, with your session room and schedule request. Food, beverages, coffee and cookies can be ordered from Edith Chavez, Marriott Hotels Events Manager, mhrs.cunjw.event.mg1@marriotthotels.com. Phone 52 (998)

5 12. EXHIBIT FLOOR PLAN Please ask at the Front Desk for the access doors to the exhibition materials unloading area. 5

6 13. BOOTH SPECIFICATIONS Octanorm System Booths: 3 m (10 ) back wall x 2 m (6.5 ) sidewalls x 2.50 m (9 ) height. Fascia board of 2.75 x 0.20 m (9 x 8 ) for the Exhibitor s name - lettering height 10 cm (4 ). One double electrical outlet (700 watts/100 volts) One slip line lamp (2 x 39 watts) One 1.83 m (6 ) table covered with black spandex, two (2) chairs and a wastebasket. One internet connection provided by the Congress Committee. For any special requests please contact Luis Villalpando: lvillalpando@xposiciones.mx 6

7 Booths Casa Magna Marriott Booths JW Marriott 7

8 14. SHIPPING & HANDLING If you are going to bring exhibit equipment or printed material, you might need the services of a customs broker. The following companies have given good service to other exhibitions and meetings carried out at the Marriott Hotels: LION EXHIBITION FREIGHT, INC. (AGENCIA ADUANAL DEL VALLE SURESTE, SCP.) Carr. Cancun-Aeropuerto Km. 17, Parque Industrial APQ Lote 8 Int.18, SM 301 Cancún, Quintana Roo C.P José Luis Leyva, jlleyva@aduanaldelvalle.mx Phone: (998) Fax: (998) GLOBAL CARIBBEAN, INC. Contacts: Itzy Acosta, Cancun Office, logistica@guillesa.com Phone: (998) Ext. 113 Sandy Rivera, Miami Office, sandy@globalcaribbean.com Phone: (954) Note: Neither the Hotels nor the Congress Committee will be responsible for any packages needing to be released from the Mexican Customs. 15. ADDITIONAL ITEMS FOR RENT If you need any extra audiovisual or electrical equipment please send your requirements to margarasf@gmail.com so we can send you a pre invoice. Besides the audiovisual and electrical equipment you can also rent the following things: Additional 6 foot Table Additional Chair Chair Cover (Black or White) Power Strip Wireless Internet Connection Hard Wired Internet Connection Hub - if multiple internet lines are needed Additional Internet Lines Plants or Flower Arrangements USD$ % Tax, each, per day USD$ % Tax, each, per day USD$ % Tax, each, per day USD$ % Tax, each, per day USD$14.95 per computer, per day USD$75.00 per line, per day USD$75.00 each, per day USD$25.00 each, per day Must be ordered 15 days in advance. Prices vary between USD$25.00 and USD$

9 RESORTS MAP 9

10 RESORTS IMAGE AND LOCATION MAP 10

11 VENUE RESTAURANTS INFO JW MARRIOTT A) SEDONA GRILL EXT If the best things in the world are simple, why should a restaurant be any different? Sedona Grill is located within the JW Marriott Cancun and offers an impressive view of the sea. Our secret is to offer only the best and tastiest northwest food to be found in this city. Three-meal restaurant: breakfast buffet, lunch a la Carte, and a la Carte dinner plus an extraordinary delicious salad. Monday to Sunday from 11:30 to 23:00 (Capacity: seats 120 inside and 80 on the terrace) B) BEACHWALK: EXT A poolside bar and restaurant, includes a mini-deli, magazines and poolside food and beverage service. Beverage service from 9:00 to 18:00 Lunch service from 10:00 to 18:00 B) GUSTINO: EXT Fine dining with exquisite Italian and Seafood specialties, moonlight ocean view. Open for dinner service only. Monday to Sunday from 18:00 to 23:00 B) LOBBY BAR: EXT Cocktails in a casual atmosphere with live music and ocean view. Monday to Sunday from 16:00 to 24:00 11

12 VENUE RESTAURANTS INFO CASA MAGNA MARRIOTT A) LA CAPILLA ARGENTINA EXT Is a casual restaurant family style and lively, whose atmosphere is reminiscent of the country being featured. Breakfast buffet from 6:30 to 11:30 Dinner from 17:30 to 23:00 B) MIKADO: EXT You will discover the great recopies form these ancient towns, beginning with Japan where you will treat all your senses. Experience the aroma of your meal while you watch our chefs cook in front of you at our Teppan-Yaki tables. We also have a Sushi area. Monday to Sunday from 17:30 to 23:00 B) SA SI THAI: EXT A contemporary Lounge serving Thai food with Asian fusions in a relaxed yet upscale environment. Sa Si Thai is located in the elevated Terrace next to Mikado with an incredible view of the lagoon. At sunset every day, the sun in an almost orange tone sees to plunge into the lagoon. This along with Thai rituals and chill out music compliment the atmosphere. The smell of curry, chili and fresh lemon grass round up our experience while sharing unique fresh beverages. Monday to Sunday from 17:30 to 23:00 B) CHAMPIONS: EXT Is the best sports theme restaurant bar in Cancún, whose concept combines casual dinning, sports viewing and excellent music. Champions popularity is defined in its motto: Good Food, Good Times, Good Sports & Good Dancing. Monday to Sunday from 12:00 noon to 2:00 am 12