Page | 1 SAUDI MARITIME CONGRESS 2019 EXHIBITOR MANUAL Dear Exhibitor, Thank you for your valued support of the Saudi Maritime Congress. It is important to us that your participation in the event is successful and with this in mind we have a few helpful pointers before you read this technical information. This exhibitor manual contains all the essential information you require to prepare your stand and maximise your participation in the event. Please read the manual at the earliest opportunity so that no vital information is forgotten, there are several deadlines coming up which you shouldn’t miss. We have included the contact details of our team as well as the email addresses of our contractors, so please feel free to get in touch with any queries. For full details on the contractor’s services a web address has been included where available. Please remember that we are here to assist you on any matters relating to your participation in the event and will be happy to offer any advice you may need. We hope you have a successful event and look forward to seeing you soon. Yours sincerely, The Saudi Maritime Congress Operations Team
20
Embed
SAUDI MARITIME CONGRESS 2019 EXHIBITOR MANUAL · SAUDI MARITIME CONGRESS 2019 EXHIBITOR MANUAL Dear Exhibitor, Thank you for your valued support of the Saudi Maritime Congress. It
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Page | 1
SAUDI MARITIME CONGRESS 2019
EXHIBITOR MANUAL
Dear Exhibitor,
Thank you for your valued support of the Saudi Maritime Congress.
It is important to us that your participation in the event is successful and with this in mind we have a few helpful
pointers before you read this technical information.
This exhibitor manual contains all the essential information you require to prepare your stand and maximise your
participation in the event.
Please read the manual at the earliest opportunity so that no vital information is forgotten, there are several
deadlines coming up which you shouldn’t miss.
We have included the contact details of our team as well as the email addresses of our contractors, so please feel
free to get in touch with any queries. For full details on the contractor’s services a web address has been included
where available.
Please remember that we are here to assist you on any matters relating to your participation in the event and will be
happy to offer any advice you may need.
We hope you have a successful event and look forward to seeing you soon.
Yours sincerely,
The Saudi Maritime Congress Operations Team
Page | 2
1. EVENT TIMETABLE
Four Seasons Hotel Riyadh At Kingdom Centre P.O. Box 231000
Riyadh, 11321
Kingdom of Saudi Arabia
BUILD UP Space Only:
Saturday 9th March Sunday 10th March
10:00 – 22:00hrs 08:00 – 20:00hrs
Shell Scheme: Sunday 10th March
14:00-20:00hrs
OPEN PERIOD Monday 11th March Registration Open
09:00 – 17:30hrs 08:00hrs
Tuesday 12th March 09:00 – 16:30hrs Registration Open
08:00hrs
BREAKDOWN Tuesday 12th March Shell Scheme Space Only Wednesday 13th March
17:00-20:00hrs 18:00-22:00hrs 08:00 – 17:00hrs
If you want to work overnight on 9th March, Saturday, please let the organisers know by 14:00hrs.
It is a contractual agreement that your stand is not dismantled in any way or product removed and remains manned
until the show closes. Contractors will only be granted access into the hall at 17:00hrs.
It is the exhibitors’ responsibility to remove all stand materials, packaging and waste from the halls. Please note that
charges will be levied for the removal of any discarded items.
*Full event programme can be found on the website.
CONTRACTOR BADGES
Every contractor working on your stand requires a contractors badge; these badges must be worn onsite at all times
during the build-up and breakdown periods of the show. The access for contractors will be through the main gates
and the security team will supply contractors with contractor badges, contractors will need to provide Iqama OR ID.
Exhibitors should not engage in any activity or employ any purpose or device that tends to create unreasonable congestion in the gangways. Demonstrations should be planned to take place in the centre of the stands to give room for an audience. Where a demonstration is causing unreasonable congestion in the gangway which is either an emergency gangway, or is detrimental to the environment of surrounding exhibitors, the Organisers reserve the right to curtail the activities on the stand.
Any exhibitor wishing to operate machinery or carry out mechanical demonstrations on their stand must ensure that a Risk Assessment is carried out and that these practices constitute no fire or safety hazard, nor interfere with the activities of visitors and exhibitors.
All moving parts must be effectively guarded and controls situated beyond public reach. The Organisers reserve the right to curtail any practice, which they consider dangerous or detrimental to the show.
All seating for the public should be strictly contained within your stand area and comply with the current local regulations. Exhibitors running films/video back projectors with commentary or any form of presentation are reminded that sound must be kept to a reasonable low level. This level will be monitored within the exhibition area. If it is found that you are exceeding this, the stand manager will be informed. If you receive three warnings and do not reduce the sound on your stand, UBM reserves the right to disconnect the power to your stand.
Failure to comply with this noise level may result in a fine, enforcement notice or injunction under the Environment Protection Act 1990 and the Control of Pollution Act 1974. All audio speakers must be facing inwards on the stand and not facing the gangways.
There will be no off-loading of exhibits or stand fitting materials into the gangways under any circumstances.
Emergency gangways MUST be kept clear at all times and anything left in any gangway will be deemed as rubbish by the cleaners and removed. Please ensure that your contractors are briefed on this matter.
Please also ensure that you do not book your offloading with Expo Horizon until your stand is ready to receive them.
Gratuities
Appointed contractors will carry out all work in good times and you should not be asked for any sort of gratuity to obtain priority service. If monies are solicited, please inform the Organisers Office immediately.
Graphics
Expo Horizon can assist you with any stand graphics you may need, please complete the form or contact Waleed
directly.
Height limits
The maximum height limit for any form of stand fitting, including graphic towers, is 4m from the floor.
Logos and branding are not permitted on the rear of any stand fitting or graphic tower, when these walls overlook neighbouring stands. Walls over 2.4mH facing neighbouring stands should be finished neatly in a plain, neutral colour.
Insurance
Please make sure that you and / or your contractor have adequate insurance cover for your exhibits, property and personnel against all risks. Please make sure your insurance covers the following:
1. Personal injury 2. Third party claims 3. Expenses incurred and / or losses of any kind, including losses resulting from the abandonment or
postponement of the exhibition 4. Medical expenses and baggage cover 5. Value of the stand including the fittings
Page | 8
Exhibitors are advised that insurance protection provided for exhibits, display material(s) and personal effects must cover the full period for which the equipment and personnel are on the exhibition site.
Photography
To avoid unnecessary canvassing of exhibitors, the official photographer has been appointed to undertake all
photography for the show and no other photographers will be allowed into the hall without prior written consent
from the Organisers.
Public address system
The public address system is for use by the Organisers and Authorities only. During the open period only official and
emergency messages will be broadcast
Removal of exhibits
Exhibitors are reminded that this is a trade event and therefore product may not be taken out of the show before
show closes. Please note that anyone vacating the building with product during open hours will always be
questioned by security.
Rigging
Rigging is prohibited at this event and working at height is not allowed.
Security
The exhibition will be locked upon closing time. However, exhibitors should remember that exhibition halls are
vulnerable places and should take appropriate precautions against theft.
Any incidents of theft must be reported to the Organisers immediately as it will be necessary to complete a security
form and report the incident to the police.
Please note that most hired cabinets have common locks and should not be regarded as security units.
Please note that the Organisers nor venue can be held responsible for any loss or damage to stands or exhibits.
Stand Personnel, Translators & Hostesses Stand personnel, hostesses and translators can be provided by Expo Horizon. Please contact them for further information: Mr. Sherif K Usman [email protected] T: +966 56 731 3884
Unacceptable Behaviour
Violence or aggressive behaviour towards our staff or contractors will not be tolerated.
Any such behaviour will result in the exclusion from site and may be reported to the police.
The Four Seasons Hotel Riyadh at Kingdom Centre is located just off of King Fahd Road.
Access by Plane
King Khalid International airport is 35km from the hotel and is the regional hub for air transport.
Access by Bus
The nearest bus stop to the Four Seasons is on King Fahd Road.
Access by Taxi
Metered taxis across the city are easy to find. Uber and Careem is also available in Riyadh.
Access by Car
If you’re travelling by car, Four Seasons has direct access from King Fahd Road. The hotel car park is free of charge
and valet parking will be available.
Access to the venue/halls with your vehicle during build up and dismantling:
All contractors with vehicles must make their way to the King Fahd Road entrance.
PLEASE NOTE, NO VEHICLES, FORKLIFTS AND PALLET TRUCKS CAN ACCESS THE BALLROOM.
All materials and freight will need to be carried into the halls on sack barrow/porter trolleys with rubber wheels as
per the image below.
Page | 10
The dimensions of the venue doors are 3.5m (height) x 2.5m (width). Care must be taken not to damage the venue
doors when accessing the Ballroom. Any damages will be charged for.
Visa Information
All visitors to Saudi Arabia need a valid entry visa to the Kingdom. Event participants should obtain a business visa
before travelling to the Kingdom of Saudi Arabia. The organisers will assist all fully registered conference delegates
and exhibitors with obtaining invitation letters. However, visas are granted at the discretion of the Saudi authorities
and assistance is given on the understanding that the organisers cannot be held responsible if the visa application is
unsuccessful.
If you require a letter of invitation as an exhibitor, please contact [email protected].
To apply for your Visa for the Saudi Maritime Congress: For UAE Residents:
If you are a UAE resident and wish to apply for a visa to Saudi Arabia, please contact our Travel Partner dnata for an assistant with a visa application: