Exhibition Guide. Urban Equity in Development - Cities for Life. Exhibit at the world s premier conference on cities

Transcription

1 URBAN EQUITY IN DEVELOPMENT - CITIES FOR LIFE 5-11 APRIL 2014 MEDELLIN, COLOMBIA Exhibition Guide Urban Equity in Development - Cities for Life 5-11 APRIL 2014 MEDELLIN, COLOMBIA 1

2 2 EXHIBITION GUIDE Photo Cámara Lúcida Overview The city of Medellin, with the support of the Municipality of Medellin and the Government of Colombia, will host the Seventh session of the World Urban Forum from 5 to 11 April, 2014 under the theme: Urban Equity in Development - Cities for Life. The World Urban Forum is a biennial forum convened by the United Nations Human Settlements Programme (UN-Habitat), hosted in a different city every two years, to examine the most pressing issues facing the world today in the area of human settlements, including rapid urbanization and its impact on cities, communities, economies, climate change and policies. It is the world s premier conference on cities. The Seventh session of the World Urban Forum (WUF7) will be instrumental in substantively feeding into the preparation processes of the Post 2015 Development Agenda and into the review of the urban agenda in Habitat III in The Forum will also contribute to a global mobilization towards advocating for sustainable urban development and advancing its positioning on the political and media agenda.

3 URBAN EQUITY IN DEVELOPMENT - CITIES FOR LIFE 5-11 APRIL 2014 MEDELLIN, COLOMBIA 3 The World Urban Forum exhibition is one of the liveliest areas of the Forum and will showcase some of the world s premier cities and innovations in urban development. It will provide space for informal discussions, side events and the latest in urban living. Designed to attract a large audience, the exhibition will be aligned to the overall theme of the Forum and will be open to the general public and to WUF7 participants from 5 to 11 April 2014, from 9am to 6pm. This Exhibition Guide has been created for exhibitors and it contains rules and regulations, administrative information, technical and operational guidance as well as deadlines that exhibitors must comply with during the exhibition mounting, rollout and dismantling in order to avoid disruptions to the schedule of activities. Following the Exhibition Guide will enable a successful exhibition and will make your work easier. We kindly ask you to read this guide carefully and follow the Application Procedure. On behalf of UN-Habitat, thank you for supporting the WUF7 Exhibition. Our aim is to ensure strong communication links with all exhibitors. Should you have any questions or recommendations, please contact the UN-Habitat WUF Secretariat on wufexhibition@unhabitat.org

4 4 EXHIBITION GUIDE Photo Cámara Lúcida Why Exhibit? The World Urban Forum exhibition is: A gathering of urban experts (10,000 participants are expected) An opportunity to increase awareness in sustainable urban development to general public Expected to attract more than 25,000 visitors during WUF7 An innovative way to showcase best practices in urban development

5 URBAN EQUITY IN DEVELOPMENT - CITIES FOR LIFE 5-11 APRIL 2014 MEDELLIN, COLOMBIA 5 Who Will Exhibit? Exhibitors at the World Urban Forum will include: Cities who will showcase programmes, initiatives, partnership and solutions to address the challenges of sustainable urban development Countries who will present urban programmes at the national level United Nations agencies and other international organizations who will profile their work on building better cities globally The Private Sector who will present services, products and innovative solutions to urban problems Non-governmental organizations who will promote their roles in urban sustainability Researchers and publishers who will present the latest information on urban trends Any organization willing to share urban solutions Inclusiveness: A number of booths have been reserved free of charge for Least Developed Countries (LDCs) Photo Cámara Lúcida

6 6 EXHIBITION GUIDE Where And When To Exhibit? In an effort to increase our awareness in sustainable urban development, the exhibition will be officially open to the general public on Saturday 5 April This will also provide an opportunity for delegates participating in parallel sessions during the weekend to visit the exhibition. The Venue The exhibition venue, Plaza Mayor, is located in the administrative centre of Medellin, next to important commercial and banking centres, and connected to the mass transportation system Metro. The venue offers over 9,000 square meters of indoor exhibition space accessible to both delegates and the general public. Plaza Mayor is a Duty Free area. Please check the information below about Entry of Goods into the Plaza Mayor Duty Free Zone to ease your logistics. For more information on how to access the venue and technical details on the exhibition pavilions, please visit Exhibition schedule The exhibition will run from 5 to 11 April 2014 and will be open daily from 9am to 6pm.

7 URBAN EQUITY IN DEVELOPMENT - CITIES FOR LIFE 5-11 APRIL 2014 MEDELLIN, COLOMBIA 7 How To Apply? Kindly carefully consult the instructions below: 1. Read this Exhibition Guide carefully. 2. Reserve an exhibitor s booth using the Exhibition Booking Process at Include all the exhibition-related details such as booth type and size. 3. The deadline for applications is 31 January The UN-Habitat WUF Secretariat will review all applications and will revert with confirmation of whether your reservation has been successful or unsuccessful. 5. If successful, you will receive the booking confirmation. 6. In order to confirm your reservation, payment to the Plaza Mayor must be done by 28 February The UN-Habitat WUF Secretariat will then send you information regarding the location of your booth. Please note that the final location will be confirmed one week before the Forum opens. 8. Check the Entry of Goods into the Plaza Mayor Duty Free Zone procedure 9. For more information, please contact the WUF Secretariat on wufexhibition@unhabitat.org 10. For information on the venue, booth set-up, logistics, additional services and shipment guidelines, contact the Official Booth Contractor, Plaza Mayor. Remember that all participants must be registered individually through the WUF7 website (

8 8 EXHIBITION GUIDE Booking Options Booth packages There are two booth packages available: STANDARD SHELL SCHEME BOOTH Standard booth: A 9 square meter booth (3 x 3m) within the exhibition area. A standard booth costs US$305 per square meter and is equipped with: Larger Modular Booths can be constructed by combining a number of standard booths. Exhibitors may request the removal of the panels/ walls separating adjacent booths to make a larger modular booth. Such requests may be made directly to the Official Booth Contractor, Plaza Mayor. Note: A limited number of 9 square meters booths have been reserved for exhibitors, free of charge, from Least Developed Countries (LDCs). 9 Panels of 1m x 2.40m 1 table (120cm x 60cm x 75cm) 3 chairs Carpeted floor (one colour for all the booths) Wi-Fi Printed fascia with exhibitor s name Power source: EEC framework with switch and socket 110 volts Waste basket Painting or damaging panels is prohibited Top elevation of the standard booth

9 URBAN EQUITY IN DEVELOPMENT - CITIES FOR LIFE 5-11 APRIL 2014 MEDELLIN, COLOMBIA 9 Perspective view of the standard booths RAW SPACE (FOR CUSTOM BOOTHS) Exhibitors wishing to build Custom Booths can reserve unfurnished space within the exhibition area. Requests for unfurnished space must exceed 40 square meters. The cost of raw space is US$230 per square meter and it includes: Wi-Fi Carpeted floor Basic services i.e., overall building lighting, security, cleaning of public exhibition area, on-site management. Exhibitors will be required to set up their booths at their own costs (using the Official Booth Contractor or any other contractor), including construction and operation fees, electricity, etc. All requests for construction services, furniture and equipment rental must be submitted to Plaza Mayor including the name of the Booth Contractor and project layout of the booth will be required. Exhibitors can request Plaza Mayor for quotes for custom booth construction or contract their own independent booth contractor. Independent booth contractors must work closely with Plaza Mayor to ensure compliance with building standards and regulations. Questions arising during mounting roll-out and dismantling of the exhibition will be settled exclusively by Plaza Mayor. For security reasons, exhibitors cannot occupy areas other than the exhibition booths. Each exhibitor will be able to use the allocated general storage area for their goods. Optional services Requests for optional services must also be requested through the Official Booth Contractor, Plaza Mayor. These optional services will generate additional fees, apart from those associated with the set-up of the booth itself (See Annex I)

10 10 EXHIBITION GUIDE Exhibition Operating Rules and Regulations Payment All services and booths must be paid upon an invoice sent by Plaza Mayor. PAYMENT DEADLINE IS 28 FEBRUARY If payment is not done by the deadline, the application will be disqualified and removed from the shortlist. Booth location The UN-Habitat WUF Secretariat will be responsible for determining the location of booths. Allocations will be done on a first come, first serve basis, taking into account the general technical construction needs and the design of the exhibition as a whole. The final floor plan will only be available once all the booth spaces have been filled and confirmed. Therefore, the final location of booths will only be confirmed approximately one week before the Forum start off. Exhibitors with custom booths will receive the booth location duly marked out on the floor plan. Floor markings must be double-checked (square meters, location, pillars and height) by the Official Booth Contractor before any construction work begins in order to avoid future problems. Registration and accreditation Besides the exhibition booking, every participant must be individually registered via the WUF7 website ( Upon successfully completing the registration process, you will receive an auto-generated confirming your registration. On-line registration is encouraged to expedite provision of the WUF7 photo badge, which is a requirement for admission into the venue of the Forum. All registered exhibitors may access all the meetings at WUF7 except the ones indicated as closed events. The accreditation at the venue will start on Thursday, 3 April Set up schedule Setting-up - 26 March to 4 April Cleaning and exhibitor s decoration - 4 April Note: Boxes, packages, waste material and any other objects that are not decorative items or exhibition products must be removed from the premises by 6pm on 4 April Failure to comply with this rule may result in the removal and destruction of the material left behind.

11 URBAN EQUITY IN DEVELOPMENT - CITIES FOR LIFE 5-11 APRIL 2014 MEDELLIN, COLOMBIA 11 Photo Cámara Lúcida Roll-out All exhibitors are required to maintain their booths and respective activities for the entire duration of the exhibition. All Exhibition Booths must be physically manned during the opening hours. As per the rules governing a United Nations conference, exhibitors are prohibited from selling their goods. Dismantling Dismantling - 12 April to 13 April Delivery of incoming goods for maintenance During the WUF7 exhibition the schedule for delivery of incoming goods will be: Morning - 8am to 9am Evening - 7pm to 9pm Damages Exhibitors will be responsible for any damage(s) to the exhibition structures, whether caused by the exhibitor or a hired contractor. Materials, furnishings, products and equipment belonging to the Exhibitor must be removed by 6pm on 13 April Products, furnishings and equipment not removed will be considered waste and disposed of accordingly.

12 12 EXHIBITION GUIDE Entry of Goods into the Plaza Mayor Duty Free Zone The following procedure explains National Customs and Revenue Service Bureau (DIAN) Goods Entry requirements for Plaza Mayor Transient Duty Free Zone in order to facilitate presence of goods during the Forum. The Duty Free Zone will be valid for a certain period of time pursuant to National Customs and Revenue Services Bureau Foreign Trade under Director Resolution Entry to Plaza Mayor Medellín All goods on their way to the event in Plaza Mayor must indicate clearly on all support documents as well as package labels as in the shown below. (Please use Annex II for printable label to be filled and sticked on each package) PLAZA MAYOR MEDELLÍN, ZONA FRANCA TRANSITORIA, STREET 41 N (Convention), PHONE (574) NAME OF TRADE FAIR: WORLD URBAN FORUM 2014 / FORO URBANO MUNDIAL 2014 EXHIBITOR COMPANY NAME IN THE EVENT: Your exhibitor name PAVILION: STAND No: To be provided by WUF Secretariat DIRECTOR PLAZA MAYOR TRANSIENT DUTY FREE ZONE: JOSE LUIS CORTISSOZ M. GOOGS IN O.T.M. / CABOTAGE NOTIFY: TELEPHONE: Name of company representative in Colombia or Customs Broker NIT. No: MEDELLÍN COLOMBIA * The information in red above will be provided by WUF Secretariat and Plaza Mayor once your booking is confirmed.

13 URBAN EQUITY IN DEVELOPMENT - CITIES FOR LIFE 5-11 APRIL 2014 MEDELLIN, COLOMBIA 13 Once your goods are delivered at Plaza Mayor, you and/or your customs agent must present the corresponding documents to the Duty Free Zone delegate, depending on the means of entry into the country. In addition, Plaza Mayor will give you a form and depending on the type of goods, which must be correctly filled out and signed by the person accountable to the DIAN. Goods coming into Plaza Mayor from abroad or from other cities will enter the Duty Free Zone warehouse and the exhibitor and/or delegate will be allowed to collect them only after presenting the transient Duty Free Zone entry of Goods forms, duly processed and along with other documents required. Plaza Mayor will charge a daily storage fee for the goods until the event is over and the goods are removed from the venue. For all pertinent purposes, the documentation needed for the entry of goods is described below. Plaza Mayor shall not be liable for international freight charges, cabotage, internal transportation or nationalization expenses. Exhibitors shall negotiate with their respective freight forwarder and customs agent. Plaza Mayor may provide consulting services about importing and transit in our duty free zone and propose the type of incoterms. Besides the required documentation below, Plaza Mayor will require mandatory forms demanded by customs and Duty Free Zone officials in Plaza Mayor, at the entry of the good and during the event. Not upon leaving. Those forms will have to be filled once the exhibitor is in the venue and Plaza Mayor will assist you on it. Entry of non-nationalized Goods coming from Abroad In addition to the form that you will be required to fill at the venue, it must come along with the forwarding documents supporting the consignment, such as the commercial invoice, the packing list, airway bill or the bill of lading and the Customs Transit Declaration DTA/OTM. Means of entry into the country By Land To be done in country of origin: International transit declaration International bill of freight When you arrive in the country Declaration of International freight with local Customs.

14 14 EXHIBITION GUIDE By Sea When your goods arrive at the port, your shipping agent shall submit the DTA/OTM - Customs Transit Declaration, along with the bill of lading in order to get clearance to deliver the goods to Medellin. By Air For goods arriving via air freight, the airway bill and other freight documents (the packaging list and the commercial invoice) must be presented to DIAN-National Customs and Revenue Service at the airport. The exhibitor must bear all the costs of transporting and unloading to Plaza Mayor Medellín. The Customs Transit Declaration DTA / OTM is a form you need to fill out whenever you are going to ship, within the country, goods which are not yet nationalized, no matter what means of entry was used. Entry of Nationalized Goods Import Declaration must be attached to certify such condition. Entry of Domestic Goods Requires a list of such goods in the same form without attachments Rules of Travel: Goods carried as hand luggage should not exceed a value of US$4,000. Upon arrival, hand carried goods must be declared at the DIAN offices, and a temporary importation form filled. If the value is higher than US$4,000 you must use one of the above means to ship it. Upon arrival, all exhibitors and delegates handcarrying material meant for the Forum must go through the offices of DIAN. At this point, DIAN s custom coordinator will declare your goods and fill a temporary importation form after verifying that the goods are meant to be exhibited at the Forum. A copy of this document must be attached to the form of entry in Plaza Mayor. Photo Cámara Lúcida

15 URBAN EQUITY IN DEVELOPMENT - CITIES FOR LIFE 5-11 APRIL 2014 MEDELLIN, COLOMBIA 15 Remarks: All values of goods must be provided when required. In case of commercial samples an estimate value must be entered. During the days of the event, DIAN may monitor the goods you listed, as well as the documents submitted. Entry of advertising or promotional materials, pop and/ or non-nationalized goods for free distribution during the event Besides the goods with destination to the exhibit during the event, exhibitors may bring into the Transient Duty Free Zone the following goods of foreign origin for consumption or free distribution for the duration of the Forum. 1. Samples with no commercial value 2. Publications, Catalogs, and other advertising/promotional materials 3. Materials for decoration, maintenance and set up of the stand, pavilion, or site 4. Items exclusively for experimental purposes or for demonstration within the venue of the duty free zone, which will be destroyed or consumed during such demonstrations. 5. Foods and Beverages (endorsed by the Plaza Mayor venue). These goods shall be consumed, distributed or used for the purposes of the event within the forum venue. Otherwise they shall be shipped to foreign markets, transferred to an industrial duty free zone or to a transient commercial and services type duty free zone or imported to the rest of the National territory, pursuant to the provisions of Article 5 th, clause 3d of Law 1177 of All products entering the venue must be valued in the commercial invoice. Goods labelled as samples with no commercial value shall not be accepted. Plaza Mayor Medellín Transient Duty Free Zone Phone: (574) jose.cortissoz@plazamayor.com.co Entry of goods coming from Duty Free Zone into the Plaza Mayor Medellín Transient Duty Free Zone Exit from the Original Duty Free Zone must include freight documents above and a commercial invoice availed. To leave Plaza Mayor Medellín transient duty free zone At the end of the Forum the Duty Free venue will deliver signed exit documents for the exhibitor in compliance with the requirements from DIAN. For goods being shipped back to the country of origin, as per the Rules of Travel, present the temporary importation form, issued to you by customs when you entered, to finalize the commitment with DIAN at the airport. If your goods entered the country with no nationalization you may, during the dates set for resolution of the Transient Duty Free Zone, nationalize the goods and leave them at free disposal, nationalize them temporarily or reship them abroad, otherwise, if the goods go unlegalized beyond the dates set for the Transient Free Trade Zone (ZFT), they shall be declared under legal abandonment in favour of the nation.

16 16 EXHIBITION GUIDE Practical Information UN-Habitat WUF Secretariat P.O. Box 30030, Nairobi, 00100, Kenya Phone: Official Booth Contractor Plaza Mayor Phone: +57 (4) ext.7295 and

17 URBAN EQUITY IN DEVELOPMENT - CITIES FOR LIFE 5-11 APRIL 2014 MEDELLIN, COLOMBIA 17 Key Summary DATES TO REMEMBER 17 July 2013: Online registration open 3 April 2014: Accreditation on site open 31 January 2014: Closure of exhibition booking 4 April 2014: Set up ends 28 February 2014: Deadline for payments 5 April 2014: Exhibition officially open 17 March 2014: Online registration closed 11 April 2014: Exhibition closed 26 March 2014: Set up starts April 2014: Dismantling Application procedure 1. Read this Exhibition Guide carefully. 2. Reserve an exhibitor s booth using the Exhibition Booking Process at Include all the exhibition-related details such as booth type and size. 3. The deadline for applications is 31 January The UN-Habitat WUF Secretariat will review all applications and will revert with confirmation of whether your reservation has been successful or unsuccessful. 5. If successful, you will receive the booking confirmation. 6. In order to confirm your reservation, payment to the Plaza Mayor must be done by 28 February The UN-Habitat WUF Secretariat will then send you information regarding the location of your booth. Please note that the final location will be confirmed one week before the Forum opens. 8. Check the Entry of Goods into the Plaza Mayor Duty Free Zone procedure 9. For more information, please contact the WUF Secretariat on wufexhibition@unhabitat.org 10. For information on the venue, booth set-up, logistics, additional services and shipment guidelines, contact the Official Booth Contractor, Plaza Mayor. Remember that all participants must be registered individuallythrough the WUF7 website (

18 18 EXHIBITION GUIDE ANNEX I: Optional Services COMPONENT COST PER DAY (16% VAT not included) COMPONENT COST PER DAY (16% VAT not included) Video Installation included Cost in US Dollars Video Projector (3000 lumens) US$155 Video Projector (4000 lumens) US$225 Video Projector (5000 lumens) US$255 Video Projector (8000 lumens) US$410 Video Projector (7700 lumens) US$505 DVD Player US$25 Video recording (4 hours) US$255 Audio recording (8 hours) US$195 Computers and Screens Plasma LCD TV 42 US$115 Laptop 13.3 US$50 Portable Screen of 2.40 US$70 Hanging Screen 2x3 US$100 Hanging Screen 4x3 US$130 Video Multiplier US$130 Sound and microphones 2000 watts, includes: 1 console 6 channels, 2 cabs of watts, 1 wireless microphone, 1 wired microphone and operator watts, includes: 1 console 6 channels, 3 cabs of watts, 1 wireless microphone, 1 wired microphone and operator watts, includes: 1 console 6 channels, 2 bass, 3 cabs of watts, 2 wireless microphone, 1 wired microphone and operator watts, includes: 1 console of 6 channels or 10 channels; 2 cabs, 1 wireless microphone, 1 wired microphone and operator. Academic basic sound, includes: 1 console, 2 cabs, 1 wireless microphone, 1 wired microphone and operator. 8 channels console: To connect radio equipment. Do not include accessories. 16 channels console: To connect radio equipment. Do not include accessories. Handed wireless microphone, Shure Brand, includes connector. Installation included Cost in US Dollars US$185 US$255 US$400 US$670 US$130 US$135 US$185 US$45 Gooseneck microphone, includes wiring US$45 Lapel wireless microphone, Shure brand US$70 Wireless Microphone Countryman (skin), shure brand US$90 The above prices may vary according to availability. Additional services out of this list are available and will have to be approved prior quote and requested directly to Plaza Mayor. (victor.zapata@plazamayor.com.co)

19 URBAN EQUITY IN DEVELOPMENT - CITIES FOR LIFE 5-11 APRIL 2014 MEDELLIN, COLOMBIA 19 ANNEX II: Package Label PLAZA MAYOR MEDELLÍN, ZONA FRANCA TRANSITORIA, STREET 41 N (Convention), PHONE (574) NAME OF TRADE FAIR : WORLD URBAN FORUM 2014 / FORO URBANO MUNDIAL 2014 EXHIBITOR COMPANY NAME IN THE EVENT : PAVILION : STAND No : DIRECTOR PLAZA MAYOR TRANSIENT DUTY FREE ZONE : JOSE LUIS CORTISSOZ M. GOOGS IN O.T.M. / CABOTAGE NOTIFY : TELEPHONE : NIT. No : MEDELLÍN COLOMBIA * Please fill in the Package label in block letters

20 20 EXHIBITION GUIDE United Nations Human Settlements Programme WUF Secretariat P.O. Box 30030, Nairobi, 00100, Kenya Phone: JULY