EXHIBITOR S MANUAL Dear Exhibitor, The Q2 Eventos is the company responsible for the operation and assembly of booths. We have great satisfaction to have your company as a participant of CPEM 2014 - Conference on Precision Electromagnetic Measurements to be held from August 24 th to 29 th, 2014, at Windsor Barra Hotel & Congressos, in the city of Rio de Janeiro. Below, we provide some event information, such as calendar of activities, check-list and general provisions. In order to guarantee an excellent participation in the event we ask you to provide some useful information paying attention to the deadlines. We wish you success and count on your cooperation in order to send us the information requested in accordance with the established schedule, looking for not surpass the deadlines given. We put ourselves at your entire disposal to clarify doubts and contribute in whatever necessary. Sincerely, Q2 Eventos Executive Secretary
EXECUTIVE SUMMARY EVENT: CPEM 2014 - Conference on Precision Electromagnetic Measurements Website: http:// EVENT DATE: August 24th to 29th, 2014 VENUE: Windsor Barra Hotel & Congressos Av. Sernambetiba, 2630 - Barra da Tijuca CEP 22620-170 Tel: +55 21 2195-5000 Rio de Janeiro RJ Website: www.redewindsor.com.br COORDINATING ENTITY: Rua Santa Alexandrina, 416 Rio Comprido / RJ CEP: 20.261-232 Tel: +55 21 2563-2800 ORGANIZATION AND EXECUTIVE SECRETARIAT: Q2 EVENTOS Maria Cristina Tel: +55 21 2005-5040 cpem2014@q2eventos.com.br OFFICIAL ASSEMBLER: NEWS EVENTOS E PRODUÇÕES Rosana Fernandes Tel/fax: +55 21 2532-2264 / 2532-2104 comercial@newscomunicacaoeventos.com.br
EVENT SCHEDULE DATE TIME ACTIVITY August 23,2014 8:00 AM 10:00 PM Installation (Official assembler) August 24,2014 8:00 AM 6:00 PM Entry of exhibitors for decoration August 25,2014 8:00 AM Fair Opening August 24-27,2014 6:30 PM 8:30 PM Technical Maintenance August 28,2014 2:00 PM Fair Closing August 28,2014 2:00 PM - 6:00 PM Dismantling (Exhibitors) August 29,2014 8:00 AM - 11:30 AM Dismantling (Exhibitors) August 29,2014 12:00 AM - 8:00 PM Dismantling (Official assembler) BOOTHS LOCATION PLANS Annex I Floor Plan Second Floor Annex II Floor Plan - Exhibition Area Annex III Booths Location Plan Annex IV - Forms FORMS SUBMITTAL CALENDAR It is mandatory to complete and submit all forms in this manual. FORMS Deadline to submit the form 01 Exhibitor Credentials August 04,2014 02 Service Credentials August 04,2014 03 Complementary elements August 04,2014 04 Electric Energy Consumption August 04,2014
ATTENTION 1. The deadlines stipulated for devolution of each form refer to maximum term. The forms may, however, be returned right upon their receipt, speeding attendance. 2. Payments shall be made as indicated on each form. 3. In order to preserve the quality of the services, we have strict compliance with deadlines. Forms submitted after the final date shall be subject to availability. 4. The forms must be completed, signed and sent to the indicated addressees (emails). 5. We recommend the exhibitor to make copy of each form submitted for own records. 6. We call special attention to ensure that the payments are made through specific bank payment slips. In no event, the organization of CPEM 2014 shall assume responsibility for the execution of services requested after the dates set for delivery of forms. 7. The deadline for confirmation of basic installation will be July 24,2014, if there is no information from Exhibitor part until the closing date, basic assembly shall not be provided. MANDATORY DOCUMENTS For approval of special projects, companies must submit the following documents at the pavilion entrance: A copy of A.R.T. (Technical Responsibility), attached to the project must remain at the booth throughout the assembly period for inspection purpose. EXHIBITION AREA It is expressly prohibited to use other areas beyond the space leased to the booth, for promotional purpose of company and/or of products without prior authorization from the event coordinators. BASIC BOOTH 9 m² Raised floor at 0.10 m overlaid in blue carpet. Background wall with TS panels in white formic (height = 2.70 m) boxed in octagonal aluminum contour and side walls with a height of 1.00 m. Curve fascia board in white with logo application in black Helveticas letters. Lighting through HQI reflectors for fascia board and recessed lighting in the internal area. 02 sockets of 500 W 110 V in each booth
01 round table 04 white color chairs 01 waste basket Logo REGISTRATION The Exhibitor will be responsible for registration of its staff, service and equipment maintenance personnel, by completing the specific forms attached. The Exhibitor shall be entitled to a total of 2 (two) credentials and will be responsible for registration of their staff service or equipment personnel, by completing the forms no. 1, 2 and 3 attached. The credentials must be collected at Windsor Barra Hotel & Congress on August 24, 2014, from 8 am to 11 am. IMPORTANT NOTE The use of credentials by Exhibitors and personnel service at the booth is mandatory.
INSTALLATION Booths location and installation supervision during the entire period of the event is responsibility of the Official Assembler In case of special booth that will not use basic assembly, the exhibitor will receive the area delimited on the floor. LABOR RULES All decoration element or fascia board must have finishing on both sides, whether it is in the division with contiguous booths or in division with cross streets. The following material will not be allowed to enter: - Circular saw bench - Cutting disc for iron and aluminum Booths with built structures should enter the pavilion semi-ready, missing only the finishing details. It will not be allowed to sand and/or to putty the booth walls inside the show room. Circulation areas and adjacent booths may not be used to store material, tools or products that will be installed in the booth. The whole operation must be performed only within the limits of the Exhibitor's own booth. Any work with grease, paints, corrosive materials, powder or liquid shall be forbidden. Any booth with glass panel in outside area must have warning signalizations on them to ease visitor s visualization, preventing possible accidents. For fixation of carpet directly on the pavilion floor it is only permitted to use 3M adhesive tape reference no. 4080 or Cremer plaster reference 606 X, being prohibited the application of glue. All tape must be removed after the event. SAFETY RULES SPECIAL INSTALLATIONS any equipment which demonstration may constitute hazard to people; to adjacent booths or to Windsor Barra Hotel & Congressos should be provided with special facilities in order to completely eliminate any risk, which at the discretion of the promoters, may have its removal required if conditions so indicate. EQUIPMENT PROHIBITED it is prohibited the functioning of combustion engines inside the Windsor Barra Hotel & Congress, the use of explosives; non-inert gases; and toxic fuels is also prohibited.
The exhibition corridors are in common use, not being allowed to use them for commercial purposes of any kind. In no hypothesis shall be taken in any areas and/or dependencies of the Windsor Barra Hotel & Congresses, gas cylinder or explosive products of any nature. INSURANCE The booths, goods or products, and personnel working to the exhibitors are not covered by insurance, which is Exhibitors unique responsibility. DISMANTLING The dismantling must be performed on August 28,2014 from 2 pm to 6 pm or on August 29,2014 from 8 am to 11:30 am without any further delay. It is Exhibitor s obligation to remove all products, and arrange dismantling of their booth within the deadline indicated. The Exhibitor is fully responsible for their merchandise exposure while it remains in exposition area. Materials and any remaining equipment left inside the Windsor Barra Hotel & Congress, after the period allowed, shall be taken out by organizers who will not be responsible for losses, damages or theft of any nature hence resulting. HYDRANT, FIRE EXTINGUISHERS AND EMERGENCY EXITS The rooms, foyers and circulation areas are equipped with smoke detectors, sprinkler system and fire extinguishers. Under no circumstances these facilities may be obstructed by the placement of any type of material. We recommend the Exhibitors and their contractors to get familiarized with the location of firefighting equipment and escape routes of the building. CARGO ELEVATOR The cargo elevator, which has a maximum load capacity of 1000 kg, should be used for transportation of materials and equipment, from receiving docks to the different rooms of the Windsor Barra Hotel & Congressos. The use of social elevators for transporting material will not be permitted.
PERSONNEL AND MATERIAL ENTRY If the cargo elevator is not used, access to event area shall only occur through the back doors located at street Martinho Mesquita, It will not be allowed to load or unload materials and (or) equipment in front of the other main receptions and (or) entrance of the convention center, without prior permission of the event coordinators. The convention center does not have porter to carry material. This service must be provided by the Exhibitor. Should promotional material (flyers, brochures, giveaways and etc.) needs to be sent in advance to the Hotel, the Exhibitor must follow the procedure below: Send package(s) to: Hotel Windsor Barra Av. Sernambetiba, 2630 - Barra da Tijuca - CEP 22620-170 - Rio de Janeiro - Brazil Phone: + 55 21 2195-5000 - Fax: +55 21 2195-5050 Write on all packages: Event name - Conference on Precision Electromagnetic Measurements Room name - ALHAMBRA I e II Exhibitor name and booth number Send to the care of: Services Coordination ELECTRIC POWER The supply voltage of the power points (120 V) should be observed, and the Windsor Barra Hotel & Conference and event organizers are not responsible for burning of equipment with improper voltage. TELEPHONE SYSTEM No telephone lines will be put available within the exhibition pavilion at Windsor Barra Hotel & Congressos. All mobile providers have good signals at the exhibition pavilion at Windsor Barra Hotel & Congressos.
PARKING The Windsor Barra Hotel & Congressos has 350 parking spaces, being 300 covered and 50 open air. These parking spaces are not reserved exclusively to the event. Valet parking is available in both covered and open air spaces being the access made through street Martinho Mesquita. Parking should be paid individually by each participant directly to the Hotel under a fixed rate of R$ 15.00 daily (fifteen Reais) The receiving docks are intended for loading and unloading materials and equipment, being prohibited the parking of any vehicle in this area. SOUND, LIVE MUSIC AND AMBIENT MUSIC The sound produced in the booths for stereo audio such as tape recorders, radios, etc., may not exceed the reasonable volume. It is forbidden to use any amplification device for sending messages or sales promotion. BOOTHS CLEANING During the event the Windsor Barra Hotel & Congressos is responsible only for cleaning the corridors between the booths. Cleaning inside the booths is responsibility of the Exhibitors. EQUIPMENT AND FURNITURE For the convenience of Exhibitors, we lease furniture; audio visual system; food and beverage and internet access. If you are interested in leasing, send an e-mail to cpem2014@q2eventos.com.br SECURITY The convention center and the event organization are not responsible for the security of valuable objects in general; works of art; equipment and any other thing left inside the booths or in other rooms. For this purpose the Exhibitors must provide their own security. FOOD & BEVERAGE It is not allowed the entrance of food furnished by third parties to be served inside the convention center. External buffet services optionally contracted by the customers will not be
permitted in the convention center. In the same way beverage brought by third parties will only be allowed after negotiation with the commercial area of the Hotel. It is not allowed food and beverages service in the booths without prior authorization from the Hotel events coordination. Tastings and demonstrations of preparation are not permitted without prior authorization from Hotel events coordination. No food or complimentary drinks offered by the sponsors to visitors will be allowed. Also, entry or delivery of food and beverages without the permission of the Hotel events coordination will not be allowed in the convention center. The Windsor Barra Hotel & Congressos can provide any type of food and beverages to exhibitors. If you are interested in this service, send an e-mail to cpem2014@q2eventos.com.br EQUIPMENT DEMONSTRATION AND SPECIAL PROMOTIONS The Windsor Barra Hotel & Congressos may suspend or determine the period (time) for demonstration of any equipment, which at their criteria, may offer risk to people; products; structures or booths, such as those that produce high level of noise; vibration; smoke; odors or any other effect that may disturb customers and guests, as well as booths operation or the convention center in general. Any kind of promotion to be conducted by exhibiting company inside the convention center or using its name shall only be performed with prior authorization of the events coordination. EXIT OF GOODS The authorized exit of goods; materials; equipment; products, etc., will be through the service exit located at Rua Martinho Mosque, It will not be permitted the exit of any material by any other way without prior authorization from the Hotel Events Coordination. No material may leave the conventions center without the copy of authorization for entry and exit. BANNERS & ADVERTISING It will not be permitted to place or display any material on the walls; partitions; doors; etc. Also flags and/or similar shall not be hanging from the ceiling of lounges, foyers, etc.
ATTENTION The forms will only be valid if sent with their respective annexes (for those that have) Payments referring to furniture, equipment, food and beverage and internet access should be made directly to provider companies. Forms should be completed, signed and submitted to Q2 Eventos. We recommend the Exhibitor to make copy of each submitted form for their records. All the tax, labor, social security and insurance charges regarding the activities of the company's booth shall be the exhibitor's full responsibility. ANNEX I
ANNEX II ANNEX III
ANNEX IV FORM - F01 EXHIBITOR S CREDENTIAL DUE DATE: August 4, 2014 1- Exhibiting Company Data: COMPANY TRADE NAME CITY PHONE BOOTH S RESPONSIBLE BOOTH S NUMBER NAME FOR FASCIA BOARD FAX ST 2. Identification badge: Each exhibitor is entitled to 03 (three) credentials by exhibiting company during the fair period. It is mandatory the presence of a responsible person at the booth during the event realization. The identification badge for the Conference on Precision Electromagnetic Measurements CPEM 2014 is personal, nontransferable and valid only for the installation, dismantling and duration of the event. FULL NAME NAME FOR THE BADGE TITLE ID
FORM - F02 SERVICES CREDENTIAL DUE DATE: August 4, 2014 1- Exhibiting Company Data: COMPANY TRADE NAME CITY PHONE BOOTH S RESPONSIBLE BOOTH S NUMBER NAME FOR FASCIA BOARD FAX ST 2. Identification badge: Each exhibitor is entitled to 02 (two) credentials by exhibiting company during the fair period. It is mandatory the presence of a responsible person at the booth during the event realization. The identification badge for the Conference on Precision Electromagnetic Measurements CPEM 2014 is personal, nontransferable and valid only for the installation, dismantling and duration of the event. FULL NAME NAME FOR THE BADGE TITLE ID
FORM - F 03 FURNITURE DUE DATE: August 4, 2014. TABLE OF COMPLEMENTARY ELEMENTS REF SPECIES DIMENSION QUANTITY PRICE TOTAL 1 Store fixtures in the system 100 x 050 R$ 65,00 R$ 0,00 2 two level Store fixtures in the system (*) R$ 118,00 R$ 0,00 3 Counter without door 100 x 050 x 105 R$ 162,00 R$ 0,00 4 Counter with sliding door without lock 100 x 050 x 105 R$ 195,00 R$ 0,00 5 Counter cabinet showcase with sliding door without lock 100 x 050 x 105 R$ 227,00 R$ 0,00 6 Counter entirely in glass with 01 shelf 100 x 050 x 105 R$ 312,00 R$ 0,00 7 High stool Sandard R$ 73,00 R$ 0,00 8 Miami chair Sandard R$ 34,00 R$ 0,00 9 Waste paper basket 000 x 024 x 030 R$ 40,00 R$ 0,00 10 High floor ashtray 000 x 024 x 050 R$ 50,00 R$ 0,00 11 Partition - panel 100 x 000 x 220 R$ 98,00 R$ 0,00 12 Partition - panel / glass 100 x 000 x 220 R$ 130,00 R$ 0,00 13 Partition - glass 100 x 000 x 220 R$ 178,00 R$ 0,00 14 Bookrack in octagonal system with 04 shelves 100 x 050 x 220 R$ 250,00 R$ 0,00 15 Bookrack in octagonal system with 03 shelves 100 x 050 x 220 R$ 225,00 R$ 0,00 16 Sconce luminaire with lamp Standard R$ 49,00 R$ 0,00 17 Fluorescent luminaire (*) R$ 81,00 R$ 0,00 18 HQI luminaire Sandard R$ 100,00 R$ 0,00 19 Table in the system 100 x 050 x 085 R$ 98,00 R$ 0,00 20 Table in the system 2 100 x 100 x 085 R$ 112,00 R$ 0,00 21 Table with glass top in the system 100 x 050 x 085 R$ 125,00 R$ 0,00 22 Roundtable meeting in glass with black legs 100 x 080 x 075 R$ 92,00 R$ 0,00 23 Slatwall panel 200 x 100 R$ 187,00 R$ 0,00 24 Energy point per KVA O R$ 113,00 R$ 0,00 25 Door - panel 100 x 000 x 200 R$ 146,25 R$ 0,00 26 Door - panel / glass 100 x 000 x 200 R$ 162,00 R$ 0,00 27 Door - glass 100 x 000 x 200 R$ 150,00 R$ 0,00 28 Horizontal shelf lined in white woodwork 100 x 032 x D R$ 56,00 R$ 0,00 29 Horizontal shelf - glass 100 x 032 x D R$ 72,00 R$ 0,00 30 Fascia board in the system with logo 100 x 000 x 050 R$ 150,00 R$ 0,00 31 Trellis ceiling with crossbars M2 R$ 68,00 R$ 0,00 32 Trellis ceiling with closing M2 (#) R$ 106,00 R$ 0,00 33 Simple sockets Standard R$ 56,00 R$ 0,00 34 220W sockets Standard R$ 81,00 R$ 0,00 35 Showcase with illuminated door (standard AC) 100 x 050 x 220 R$ 212,00 R$ 0,00 36 Showcase entirely in glass with 03 shelves 100 x 050 x 220 R$ 312,00 R$ 0,00 37 Showcase entirely in glass with 01 shelf 100 x 050 x 220 R$ 290,00 R$ 0,00 38 Air conditioner support with cabling and socket R$ 187,00 R$ 0,00
In and out freight will not be charged on working days/hours Furniture subject to stock availability NOTE: THE EQUIPMENT REQUESTED SHALL ONLY BE INSTALLED FOLLOWING CONFIRMATION OF THE RESPECTIVE BANKING DEPOSIT. IN ORDER TO RELEASE THE RENTED MATERIAL, THE BANKING DEPOSIT PROOF SHALL BE SENT BY E-MAIL.
FORM - F 04 ELECTRIC ENERGY CONSUMPTION DEADLINE: 04/08/2014 In this form, should be specified the appliances and equipment to be used in your booth and respective consumption provided in KVA, as per attached table. Appliances Quantity CONSUMPTION
ELECTRIC ENERGY CALCULATION TABLE EQUIPMENT KW PER EQUIPMENT AIR CONDITIONER 7.000 BTU 1,25 AIR CONDITIONER 10.000 BTU 1,70 AIR CONDITIONER 12.000 BTU 1,90 AIR CONDITIONER 15.000 BTU 2,30 AIR CONDITIONER 18.000 BTU 2,90 AIR CONDITIONER 30.000 BTU 4,00 COFFEE MAKER (COMMERCIAL) LARGE 4500 w 4,50 COFFEE MAKER (COMMERCIAL) SMALL 1300 w 1,30 PERSONAL COFFEE MAKER - SMALL 0,80 GRIDDLE - LARGE 6000 w 6,00 GRIDDLE SMALL 3000 w 3,00 SINGLE BURNER STOVE 2000 w 2,00 DOUBLE BURNER STOVE 4000 w 4,00 OVEN 2400 w 2,40 FREEZER 0,50 FRYER - SMALL 2500 w 2,50 FRYER - SMALL 5000 w 5,00 COMPACT REFRIGERATOR 0,40 PRINTER 0,30 DICHROIC LAMP 50 w 0,05 HALOGEN LAMP 1000 w 1,00 HALOGEN LAMP 150 w 0,15 HALOGEN LAMP 300 w 0,30 HALOGEN LAMP 500 w 0,50 INCANDESCENT LAMP 100 w 0,10 HPS LAMP 1000W 1,00 MICRO COMPUTER 0,30 MICROWAVE 1,20 NOTEBOOK 0,30 HQI REFLECTOR - LAMP 150W (150W REACTOR) 0,30 TV 0,25 FAN - LARGE 0,30