Build up and Break down

Build up and Break down
Build Up
Date
19th/ 20th March 2015
Build up hours
00.01am – 11.59pm
Build up activity
Space Contractors / Show Contractors
20th March 2015
11.00am -11.59pm
Exhibitor Booths
Exhibition Open Period
Date
21st March 2015
22nd March 2015
Time
10am – 7pm
10am – 7pm
Please note that restocking and deliveries must be completed 30 minutes before the start of the show and 30 minutes after
the closing of the show – No vehicles will be allowed through the control points after this time
Break Down
Date
22nd March 2015
23rd March 2015
Break down hours
7pm – 00.01am
00.01am– 10pm
Break down activity
All Exhibitors
All Exhibitors
Organisers Contact Details
Name
Location
Phone Number
Chris Bubb
Organisers office located in hall 6
+447840204707
Deliveries
To
BodyPower Expo 2015
Address
Your stand number
Hall 5/ 6
Bombay Convention Centre
Mumbai
Maharashtra
400063
Contacts/Services Page
Organisers Contacts
Operations Manager – Chris Bubb – c.bubb@bodypower.tv - 00447840204707
General Manager India – Pradeep Singh – p.singh@bodypower.tv – 0091 99 69195969
Show Manager – Phil Mortimer – p.mortimer@bodypower.tv - 00 447912383888
Marketing Manager – Josh Reeves - j.reeves@bodypower.tv - +44 (0)1926 484942
Show Contractor (Electrics, Furniture, AV, Carpet)
Pavilions Interiors – Mrinalini Sethi - mrinalini.ms@pavilionsinteriors.com - 0091-0120-2581119
Stand Designs/Graphics
Design Desk -Mr. Rohit Saraogi / Mr. Amit Saraogi - mumbai@designdesk.in - +91 9769914770
www.designdesk.in
Pavilions Interiors – Mrinalini Sethi - mrinalini.ms@pavilionsinteriors.com - 0091-0120-2581119
Logistics/Storage/Forklift Hire
Chaucer Logistics – Alan Falconbridge - exhibitions@chaucerfreight.com Tel: +441708 555338 Mob: +447500 529350
Cleaning
TBC
Official Travel Partner/Transport
Grallo – Tom Ansell – tom@grallo.com - +91 8050033334 - www.grallo.com
Tamarind Tours Pvt Ltd - Shweta Soni - +91 9560005418 - sonis@tamarindtours.in -–
www.tamarindtours.in
Local hotels and accommodation
The Lalit - http://www.thelalit.com/
The Westin Mumbai - http://www.westinmumbaigardencity.com/
The Residence Hotel - http://theresidencehotel.com/index
The Sarovar -http://www.grandsarovar.com/index.php
In these rules and regulations the following expressions shall, unless
the content otherwise requires have the following meanings:
“Show” means BodyPower India 2015 – including any sectional exhibition associated with it:
“Exhibitor(s)” means any person to whom space at this show shall have been allotted under contract and
shall include all staff, employees and agents of such person.
“The Organisers” means BodyPower Expo Ltd and/or others appointed by them to organise the Show
together with their agents and workmen.
“Exhibit” means any article so described by the exhibitor and permitted by the organisers to be exhibited.
“Stand” means the area allotted to the exhibitor by the organisers under the contract.
“Shell Scheme” means that part of the stand is to be constructed by the organisers for the exhibitor
conforming to the relevant specifications for its type as set out in the exhibitor’s handbook.
“Contract” means the space booking form entered into between the organisers and the exhibit in which
these rules and regulations are incorporated
“Owner” means the proprietor of the halls in which the show is to take place together with its agent’s
servants and workmen. In this case the Bombay Convention Centre (BCEC)
“Venue” means the Bombay Convention Centre (BCEC), Mumbai, Maharashtra 400063
“Regulations” means the regulations of the BCEC or owner in force.
*Please be aware all forms requested are mandatory and must be
completed and returned by March 1st 2015. All space stands must
send full designs for approval prior to the exhibition. Failure to
complete the forms could lead to the organisers refusing access into
the halls.*
Any Exhibitors caught transferring passes to guests or anyone they have not declared to be
working on their booth throughout the exhibition will be escorted off the premises with
immediate effect.
Stand Space
Stand space is sold in 2 formats:
1. Standard shell scheme
2. Space only
It is essential that you read this section carefully to clarify which package your company requires and has
booked. If you are in any doubt please contact the organisers.
Minimum requirements for all stands:



Modular system construction with fascia panels with lettering
Stand floor complete with floor covering
Attractive overall appearance (no wallpaper tables or similar to be used)
Where stands do not conform to the minimum requirements or otherwise violate regulations and
standards such as safety regulations, the exhibitor concerned may be requested by the organisers to make
subsequent improvements or close their stand.
1. STANDARD SHELL SCHEME
Description
The standard shell scheme is constructed by Pavilions Interiors India Pvt. Ltd. Basic stands will consist of
2.5m high walls, fascia, corner and mid support posts, ceiling beams, stand name and number panels. The
main structure is of white aluminium. Infill wall panels and facia are 3mm thick Foamex. A basic module is
990mm centre-to-centre of uprights and multiples thereof.
Please contact – Pavilions Interiors on 0091-0120-2581119 or email mrinalini.ms@pavilionsinteriors.com
2. SPACE ONLY
Description
The term space only means that an exhibitor has booked only floor space and is therefore responsible for
arranging all physical requirements of his own stand, such as design, construction and provision of the
floor surface etc. Space only exhibitors may appoint a stand contractor of their own choice. Exhibitors are
responsible for ensuring that their contractors receive a copy of this exhibitor handbook. All designs,
construction etc must comply with the organisers, venue and local authority deadlines and rules and
regulations.
Rules Regulations and guidelines (space only)
All space only exhibitors must work within the following parameters:
If your stand exceeds 4m in height you must advise the organiser immediately. You must submit a copy of
your proposed dimensional stand drawings for approval by the organiser by 1st March 2015 with details of
the contractor. The Organiser will forward the drawings to the appointed structural engineers for signing
off.
Failure to submit drawings by this date could result in:
a) Your stand being restricted to a maximum height of 4 metres
b) Your stand could face delays in obtaining approval
c) Your stand could incur financial penalties
The organisers will appoint a structural engineer and if your stand is over 4m in height there will be a
charge from that structural engineer.
Please note that your stand will be inspected and assessed after construction to ensure it has been built
according to the plan and structural calculations provided. All designs, construction etc must comply with
the organisers, venue and local authority deadlines and rules and regulations.
Your company name and stand number must be prominently displayed on your stand.
Existing building structural columns, where sited on stands, must be clad on all faces, though not fixed to
the actual building structure. All work must be carried out within the schedule as laid down in the show
timetables.
All electrical installations are handled by the official electrical contractor Pavilions Interiors India Pvt. Ltd
The organisers do not supply carpet to space only stand. All space only stands must include in their design
and construction, provision for a suitable floor covering.
Designs/stands incorporating long runs of gangway perimeter waling (more than 30% of any wall) should
not be used and will not be approved if deemed by the organisers to have a detrimental effect on the
show. The organisers would prefer that walls have either natural breaks or glazed panels. The reverse
sides, i.e. facing surrounding stands must be finished in a clean state and must be covered with graphics.
Large exhibits and lengthy runs of waling should also be set back 0.5m from the gangway edge.
PLATFORMS
Where platforms form part of a stand all exposed corners need to be rounded or protected in some way
WALLS/PANELS
Please contact Pavilions Interiors India Pvt. Ltd on 0091-0120-2581119 who can supply panels or walls for
you.
SOUND SYSTEMS
Sound systems must be directed towards the stand and not into the aisles. Where this is not the case, the
organiser reserves the right to stop the use of sound systems. Please note that special rules apply for any
presentations, shows etc at your stand and these must be registered for approval in advance. If there are
any stand events in other halls then a sound limiter will have to be used. The organiser has the right to
control the noise levels and if permit completely turn off the system.
RULES AND REGULATIONS
1. ALLOCATION AND ALTERATION OF STANDS
The organiser may make changes in the layout of the exhibition between the time when the contract is
entered into and the exhibitions itself for any reason, including, for example, the need to accommodate
additional features or events in the show or to comply with any requirements of the authorities and/or the
owner. Accordingly the allocation of a stand number or description of a particular position on the plan for
or the layout of the show is provisional and subject to alteration. If the size of the stand shall be reduced
as a result of any such alteration, the amount of the fee shall be reduced pro rata to the reduction in the
size of the stand. In no circumstances will the exhibitor be required, without the exhibitor’s prior
agreement to pay an increased fee.
2. SUB-LETTING OF SPACE
The exhibitor shall be entitled to a revocable sub-licence from the organisers to occupy the stand and the
space for the purpose of displaying exhibitors for the duration of the contract. The exhibitor shall not
assign or create any further sub-licence in the whole or part of the sub-licence without the written consent
of the organisers. The exhibitor shall permit the organisers and the owner access to the stand and space at
all times. The organisers reserve the right to have masked or removed from the hall any product or sign
violating these regulations.
3. PUBLIC AND OTHER LIABILITY
Although all reasonable precautions will be taken, the organiser is not responsible for the safety of any
exhibitor or other property of the exhibitor or other person, or for the loss, damage or destruction by any
cause of any property or for the death or injury sustained by an exhibitor or any other person unless such
death or injury arises from the negligence of the organiser, its agents or servants. The exhibitor hereby
accepts liability for all acts or omissions by himself, his servants, contractors, agents and visitors and
undertakes to indemnify the organiser and keep it indemnified against all liability in respect thereof and
against all actions, suits, proceedings, claims demands, costs and expenses whatsoever which be taken or
made against the organisers or incurred or become payable by it arising thereof, including any claims
arising out of the supply by the exhibitors samples of any kind whatsoever, whether such samples be sold
or given away free and including any legal costs and disbursements (on an indemnity basis) paid by the
organiser on the advice of Counsel to settle any such claim. The exhibitor shall take out and maintain
insurance with an insurance company and with a level and extent of cover approved by the organiser
(including without limitation normal product and public liability and employee liability insurance) and shall
on demand produce to the organiser a copy of the policy and evidence that it is in force and that the
insurers are not entitled to exercise subrogation rights against the organiser.
4. DILAPIDATIONS
The exhibitor is responsible for the cost of making well, restoring or renewing any case of serious
dilapidations to the exhibition hall or any part thereof. The organisers will inspect every site before
erection and after demolition of the stands. Dilapidation includes (by way of examples only) marks caused
by or to paint, bolt, screw, nail holes, etc. In their own interest the exhibitor should satisfy themselves as
to the condition of their site both before erection and after clearance.
5. PAYMENT FOR STANDS
The exhibitor will pay the stand costs by the instalments and dates shown on the booking form. If any
payment to be made by the exhibitor to the organiser under the contract is not paid on the due date for
payment the exhibitor will pay to the organiser interest on the amount overdue from the due date for
payment to the date of actual payment.
6. INSURANCE
The exhibitor shall take out and maintain insurance with an insurance company and with a level and extent
of cover approved by the organiser) including without limitation normal product and public liability and
employee liability insurance) and shall on demand produce to the organiser a copy of the policy and
evidence that is in force and the insurers are not entitled to exercise subrogation rights against the
organisers.
7. CONSTRUCTION AND ERECTION OF STAND
The following terms and conditions shall apply to the construction, erection and maintenance of the stand:
7.1
No later than 1st March 2015 the exhibitor shall submit to the organisers detailed drawings of the
proposed layout, design, fittings and exhibits to form part of the stand, which shall be subject to the
written approval of the organisers.
7.2
The shell scheme shall be constructed by a contractor nominated by the organisers.
7.3
The exhibitor shall be responsible for constructing the interior of the stand and for that purpose
may employ his own contractor or the contractor nominated by the organisers.
7.4
The construction, display and decoration of the interior of the stand shall comply in all respects
with these regulations.
7.5
The construction, form and framework of the interior shall be confined to the stand and the space,
and be substantially and firmly erected of materials of suitable strength approved by the
organisers, and all parts shall be properly covered and all materials fire-proofed.
7.6
The exhibitor shall ensure that the interior of the stand is constructed in such a way as to not
obstruct the light or impede the uninterrupted view along gangways or cause any projection of the
same or affect the displays of other exhibitors.
7.7
All exhibits shall be kept within the stand area and exhibitors will ensure that at all times all of their
exhibits are displayed within the stand area that they have booked. This also applies to stand
structures, signs notices etc. which must be confined within the area allocated.
7.8
No part of the stand (including exhibits, name boards, signs, corner posts and fittings) shall
overhang any gangway or be allowed to hang from the roof of the hall, without the prior written
consent of the organisers.
7.9
Shell schemes: walls forming office or reception areas or screens must not exceed 2.5m in height.
7.10
Exhibitors must display their name and stand number on each open frontage of the Stand. The
lettering for name boards on individually built stands (space only) may be sign written or cut out.
Where shell scheme stands are provided, the exhibitor name will be sign written within the shell
scheme to a standard format. No additional wording will be permitted to the fascia or name board.
7.11
Exhibitors should consider the needs of the disabled when designing their stand.
8. STAIRWAYS AND RAMPS TO STANDS
Please contact the organiser for more information.
9. BUILDING WORKS, SUSPENDED FITTINGS AND FIXINGS
9.1
All fixings or attachments to or penetration of the fabric, structure or floors of any building on the
venue shall be carried out by the BCEC at the expense of the organiser, exhibitor or contractor
requiring these services. This shall include the provision of foundations, pits, fixing of holding down
bolts, attachments to the structural steel work, taking down or replacing removable hall wall panels
and the anchorage of guy ropes, wires, cramps or tackle for any purpose to any part of the building
fabric and structure, whether to the interior or exterior of the halls.
9.2
The suspension of stand fittings for exhibition stands from the structure of the hall roof or from the
walls; columns or any other part of any building on the venue will not be permitted. The venue and
organisers may permit suspension from the hall roof or light fittings (the work to be carried out by
the venue’s employees) provided that:
9.2.1 They form part of an overall scheme of decoration proposed by the venue.
9.2.2 Application is made to the organiser at least six weeks prior to the first day of build-up.
9.2.3 The proposed suspended units do not overstress the roof structure.
9.2.4 Time is available at the beginning and end of the build-up and breakdown period for the venue’s
staff to fix/remove the suspension wires, with free unobstructed access at floor level for hoist
vehicles, cranes, etc., as may be required.
9.3
Please note that no floor fixings etc should be nailed or stuck to the venue’s floor. All floorings
should be fixed to the floor using venue approved tape. However, if any damage from nails or nonvenue approved tape is caused, this will result in a removal charge to the exhibitor.
10. SUSPENDED HIGH INTENSITY LIGHTING SYSTEMS
All enquiries must be submitted to the organiser.
11. GENERAL OBLIGATIONS OF THE EXHIBITOR
The exhibitor undertakes to comply strictly with the following obligations, which are conditions of the
contract:
11.1
To occupy the stand and the space, to complete all interior fitting works, remove all rubbish and
have all exhibits in position by 8.30am on 21st March 2015
11.2
To have the stand and all exhibits open to view and the stand adequately staffed continuously
during the open hours of the show,
11.3
Not to dismantle the stand or fitting or remove any exhibit from the stand before 6.30pm on 22nd
March 2015,
11.4
To remove all exhibits, fittings, machinery, tools and other goods from the hall by 12.00pm on
23rdMarch 2015,
11.5
To conduct business from the stand only and from no other part of the hall and not to take buyers
from the hall to other business premises,
11.6
Not to sell from display exhibits held on the stand without prior written agreement from the
organisers,
11.7
Not to exhibit or advertise any article, thing or other matter which is in the opinion of the
organisers of an obscene or objectionable nature,
11.8
To obtain all articles of food, drink or tobacco for entertaining from the owner and ensure that all
private entertaining takes place on such parts of the stand or offices as are partitioned off and not
open to the public,
11.9
Where a stand consists of two or more frontages to arrange exhibits on each frontage;
11.10 Not to conduct business in such a manner as to be in the opinion of the organisers objectionable to
any other exhibitor, visitor or the organisers,
11.11 Not to do, cause or suffer to be done on the stand anything which shall, in the opinion of the
organisers, constitute a nuisance or which may be an infringement of or occasion or render possible
a forfeiture of or an endorsement on any licence held by the organisers or the owner or his
appointed catering contractor
11.12 Not to do, cause, permit or suffer to be done anything which may occasion damage, disfigurement
or injury of any kind to the hall or to the person or property of the organisers, owner or any other
exhibitor or visitor
11.13 Not, without the prior written consent of the organisers, bring onto the stand or into the hall any
cinematographic apparatus, film, radio, television, gramophone, tape or any other similar
apparatus for the reproduction of sound or vision;
11.14 To keep in a prominent position on the stand an approved pattern fire extinguisher (as supplied)
together with full working instructions and ensure that all staff employed on the stand are
instructed in the use thereof and of the position of the nearest fire alarm,
11.15 To comply strictly with all relevant acts, regulations, or bye-laws of any government or statutory
body, or any local authority and with these regulations,
11.16 Not without the prior written consent of the organisers display goods of which the exhibitor is the
not the manufacturer or the wholesale distributor or which are second hand, government or other
surplus stock,
11.17 Keep all entrances, exits, gangways; pass doors and passages clear and unobstructed,
11.18 Not to store boxes or merchandise in open sight on a stand, but use a purpose built storage room
to store stock,
11.19 Not to use hand written signs on the stand, all signage must be printed / silk screen etc. The
Organiser reserves the right to remove any hand written sign immediately,
11.20 Remove immediately upon demand any exhibit, which in the opinion of the organisers is outside
the scope of the exhibition,
11.21 Remove immediately upon demand any machinery or exhibit if insurance has not been or cannot
be affected or is in the opinion of the organisers not sufficient,
11.22 To keep readily available at all times all consents, permissions and authorities issued by the
organisers required under these rules & regulations together with all policies of insurance and
produce any or all of the same to the organisers on demand,
11.23 The exhibitor shall submit full details of the installation and use of any sound amplification
proposed to be used on the stand no later than 1st March 2014, the use of which shall be subject to
the written consent of the organisers, and must not exceed noise
11.24 The exhibitor shall maintain the stand and all exhibits in good repair and appearance to the
satisfaction of the organisers throughout the show and shall make all such alterations, repairs and
additions as the organisers may require to the stand and shall keep the stand and exhibits clean and
free from rubbish at all times.
12. ELECTRICAL INSTALLATIONS, SOUND AND VISUAL AID EQUIPMENT
All electrical installation must be undertaken by the official electrical contractor as listed in this exhibitor
handbook. All exhibitors will be responsible for settling accounts direct with the contractor. No electrical
work may be carried out without the prior written approval of the organiser and no device will be
permitted if in the opinion of the organiser it may become a nuisance to other exhibitors and visitors. The
exhibitor shall not use sound amplification unless the sound is contained within the area of space allowed
to him. The exhibitor shall ensure that any visual aid equipment for his stand shall also be sited so that
intending viewers congregate within the limits of the exhibitor’s stand. The exhibitor shall ensure that no
leads connected to any device shall be taken outside the limits of the exhibitor’s allotted space. The
registered contractor for all electrical work is Pavilions Interiors India Pvt. Ltd 0091-0120-2581119 and any
electrical work on your stand must be carried out by them.
IMPORTANT NOTES
1.
Under no circumstances are exhibitors, members of staff or any non-approved persons permitted
to carry out electrical installation work within the venue.
2.
3.
4.
5.
6.
7.
8.
9.
Socket outlet multi-way adaptors are not permitted.
Flexible cords must not exceed 2m in length.
Appliances must have been tested by a qualified and competent person before connection to the
power supply.
All lighting shall be designed and installed to avoid nuisance and discomfort to neighbouring stands
and to visitors. Lamps and appliances with high temperature surfaces installed below 2.5m must be
totally enclosed in a non-combustible and non conducting case and used well away from
combustible materials.
Flashing lights or signs are NOT permitted, but sequence displays may be used, subject to prior
written approval by the organisers.
No light fitting or other electrical appliance may be suspended from the roof of the hall. Lighting
rigs are permitted – prior written authorisation from the organisers is required.
If 24-hour supply is required (for refrigeration, etc.) please Pavilions Interiors India Pvt. Ltd 00910120-2581119,
Power to stands will be switched off 30 MINUTES after the show closes every day. If you require
power later than that on any of the show open days, please contact the organisers’ office no later
than midday of that day.
Any prefabricated units already wired must comply in all respects with the safety regulations as deemed by
the venue. The cost of any modification required to comply with these regulations will be charged to the
exhibitor by the electrical contractor.
For your electrical needs please complete the attached ELECTRICAL ORDER FORM and return it by 10th
March 2014
13. CARPETING
Please ensure all possible care is taken - as you will appreciate the carpet is a high cost item and any
damage caused to the venue’s floor/ carpet will be chargeable to the person(s) responsible. The organisers
do not supply carpeting to space only stands. Provision must be made in the design and construction of
space only stands to include a suitable floor covering. All carpet and floor coverings are to be secured by
venue approved tapes only.
For your carpet requirements please complete the attached CARPET ORDER FORM and return it by 10th
March
14. STAND CONTENT AND PRESENTATION
Only goods described at the time of application may be displayed on stands and on request by the
organiser, the exhibitor shall remove from the show any goods not approved by the organiser. The
presentation of your stand is always of paramount importance. How your merchandise is displayed within
the confines of your stand can have enormous impact in drawing visitors to it. It need not cost a fortune to
achieve maximum impact, and we urge all exhibitors to use a stand designer. Exhibitors can hide boxes by
having a storage facility built o their stand.
15. LIMITATION OF ORGANISERS LIABILITY
If by reason of or in consequence of any act of god, terrorism, war, riots or insurrection, governmental
regulations, legal restrictions, embargoes, strikes, labour disputes, fire, flood, tempest, failure or neglect of
any body or authority to supply electricity, power, gas or water, requisition of the hall by any national or
local authority or any other cause beyond the control of the organisers, the show is cancelled, postponed,
abandoned, interrupted, or prematurely concluded, or held on a reduce scale, the organisers shall be
under no liability to the exhibitor for any non-performance, delay in performance any other loss suffered
by the exhibitor.
16. TERMINATION AND LIEN
The organisers shall have the right to terminate the contract forthwith upon the happening of any of the
following events:
16.1
Any breach or non-observance by the exhibitor of any of the terms and conditions of the contract
or of these rules & regulations,
16.2
If the exhibitor commits any act of bankruptcy or is unable to pay their debts.
16.3
If an order shall be made or resolution passed for the winding up of the exhibitor and the exercise
of this right shall be without prejudice to the right of the organisers to recover all moneys payable
under the contract or any other right or remedy of the organisers,
16.4
If the exhibitor fails to pay to the organisers any sum of money owing under this or any other
contractor in respect of any other claim of the organisers against the exhibitor. The organisers shall
be entitled to take possession of and exercise a lien over any exhibit, fittings, machinery, tools or
other goods belonging to the exhibitor which are situated on the stand or in the hall and the
organisers shall have the right to exercise any such lien by sale.
17. NOTICES
Any notice to be given by the organisers to the exhibitor hereunder shall be given if delivered to or sent by
registered or recorded post to the address of the exhibitor appearing on the booking form or to such other
address as shall have been specifically notified in writing by the exhibitors to the organisers for the
purposes of the contract or may at any time in the open period after the stand construction has
commended and before the date for removal of all exhibitors be given to the exhibitors generally by being
placed in a prominent position in the hall.
GENERAL INFORMATION
BUILD UP AND BREAK DOWN
No vehicles are permitted into the halls to unload during build up. Please note that all vehicles will be
advised to off-load as quickly as is practicable and safe. Vehicles must be removed to the car parks
IMMEDIATELY after unloading. All exhibitors should bring appropriate moving equipment.
CARPET AND FLOOR COVERING
The floor covering throughout most shell stand areas and gangways will be cord carpet and the exhibitor
will be responsible for any damage to the floor coverings, in or around the stand. Any damage caused to
the carpet by an exhibitor or their contractor will be replaced and the cost of replacement charged to
exhibitor.
The organisers do not supply carpeting to space only stands. Provision must be made in the design and
construction of space only stands to include a suitable floor covering. If you require carpet please contact
Pavilions Interiors India Pvt. Ltd 91-0120-2581119.
CATERING
The rules and regulations of the venue state that all food and beverages consumed on the venue’s
premises must be obtained from the venue or their agents. Any deviation from the above must be after
discussion with the organisers and with the permission in writing of the venue.
Exhibitors are reminded that the organisers Catering has sole rights for the sale or distribution of any
article of food, drink and tobacco in the BEC.
If you would like to order catering to your stand during the open period of the show please call the Sales
and Customer Support Team on 0091 96198 98583
CHILDREN WORKING ON STANDS
To comply with health and safety regulations, no persons under the age of 16 will be admitted to the site
during build up and break down or outside of the show open times.
CLEANING OF STANDS
Stands will be vacuumed prior to opening each morning FREE OF CHARGE. All sacks of waste should be left
in the gangways after the close of the show. Sacks left on the stands will NOT be removed. All cardboard
boxes should be flat packed for removal.
Please note the top deck of double-deck stands are not cleaned as standard.
DELIVERY, STORAGE AND LIFTING
The contractor arranged for all deliveries, storage and lifting at the show is Allport, please contact Alan
Faulconbridge on +44(0) 121 788 5984 or complete and return the attached form by 1ST March 2015.
All on site lifting must be carried out by the sole contractor (Chaucer logistics) no other forklift will be
allowed on site without prior approval, and all lifting must follow health and safety guidelines.
DOGS
Dogs, other than hearing or guide dogs are not permitted at the show at any time
EARLY/LATE WORKING AND STAND MAINTENANCE
Any exhibitor or contractor wishing to work late to complete stand construction must contact the
organiser’s office prior to build up.
ELECTRICS
The registered contractors for all electrical work are Pavilions Interiors India Pvt. Ltd. 0091-0120-2581119 Any electrical work on your stand must be carried out by them.
Important Notes
1. Under no circumstances are exhibitors own staff or any non approved persons permitted to carry
out electrical installation work within the BCEC
2. Socket outlet multi-way adaptors are not permitted
3. Flexible cords must not exceed 2m in length
4. Appliances must have been tested by a qualified and competent person before connection to the
power supply.
5. All lighting shall be designed and installed to avoid nuisance and discomfort to neighbouring stands
and to visitors. Lamps and appliances with high temperature surfaces installed below 2.5m must be
totally enclosed in a non combustible and non conducting case and used well away from
combustible materials.
6. Flashing lights or signs are NOT permitted but sequence displays may be used subject to prior
written approval by the organisers
7. No light fitting or other electrical appliance may be suspended from the roof of the hall. Lighting
rigs are permitted prior to written authorisation from the organisers.
8. If 24 hour supply is required (for refrigeration etc) please contact Pavilions Interiors India Pvt. Ltd
0091-0120-2581119. Power to stands will be switched off 30 minutes after the show closes every
day. If you require power later than that on any of the show open days please contact the
organisers’ office no later than midday of that day.
Any prefabricated units already wired must comply in all respects with the safety regulations as deemed by
the BCEC. The cost of any modification required to comply with these regulations will be charged to the
exhibitor by the electrical contractor.
For your electrical needs please complete the attached ELECTRICAL ORDER FORM and return it to Pavilions
th
Interiors India Pvt. Ltd by 10 March 2014
EMERGENCY PROCEDURES
Emergency procedures are as follows:
Checking your area
It is important to make frequent checks around your area to ensure that no unidentifiable packages, cases
or bags have been abandoned If you find anything please do not touch the article but call The BEC Security
OR Contact the organisers office.
When leaving your area each night or in the event of evacuation please ensure that appliances are turned
off and burning cigarettes are extinguished and other potentially dangerous items made safe
Emergency Announcements
Every day, half an hour before opening the emergency public address test will be broadcast. In the event
of an emergency the following message will be broadcast at half minute intervals. “Attention please, staff
call 100”. This message is followed by continuous chimes. Your team should immediately inspect the area
for suspicious items.
The “Staff call 100” announcement is a warning that it may be necessary to clear the building. If there is no
danger the following message will be broadcast “Attention please. Cancel staff call 100”
You must ensure that your team is properly aware of thee protocols and they don’t reveal the meaning of
staff calls to the public as this might cause unnecessary panic.
FIRE REGULATIONS
There are strict regulations governing the materials, which may be used in the construction of stands and
in the demonstration of products.
Fire officers and marshals may inspect stands during build up. We would remind exhibitors that the local
authority has the right to remove any offending fittings or materials and ultimately to close down a stand.
Exhibitors should draw the attention of their contractor to these requirements.
The organiser and contractors undertakes to provide every block of stands with at least one water type fire
extinguisher. Fire extinguishers are chargeable extras and lost extinguishers and fire blankets will be
charged on to the exhibitor concerned. Exhibitors must ensure that stand personnel are conversant with
its use and that they are aware of the position of the nearest fire alarm point. If you are not sure where
your fire alarm point is please contact the organisers’ office once on-site and we will be able to help you.
FIRST AID
The medical centre is situated outside the main entrance of Hall6. In case of emergency please contact the
organisers or bring it to the attention of a member of BEC security staff.
FORK LIFT TRUCKS/ STORAGE
The registered contractor for logistics is Chaucer Logistics - Please complete the attached form and return
by 1st March 2014.
exhibitions@chaucerfreight.com Tel: +441708 555338 Mob: +447500 529350
FURNITURE
The registered contractor for furniture is Pavilions Interiors India Pvt. Ltd Please contact 0091-01202581119 or email mrinalini.ms@pavilionsinteriors.com
HEALTH AND HYGIENE
Exhibitors are reminded that it is their responsibility to comply with legal requirements relating to food
safety. Failure to comply could result in action by the environmental health department including
imposition of restrictions on food preparation/sale and prosecution. The organisers reserve the right to
require an exhibitor to cease any practice felt to present a risk to food safety, whether or not that practice
is subject to action by the environmental health department.
HEALTH AND SAFETY GUIDELINES
Appoint a planning supervisor for build up, open and break down periods;
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Photocopy the emergency procedures contained within this manual and ensure that all your staff
and contractors are given a copy;
Sign and return a copy of the HEALTH AND SAFETY DECLARATION FORM in the ‘FORMS’ section;
At the tender stage, ask to see your principal contractors risk assessment specifically designed for
the unique Exhibition environment. Ask for their staff training record, accident statistics, take up
references, ask to see proof of previous work standards, ask for proof of public liability insurance –
in short, satisfy yourself that your contractors are reliable and competent;
Produce a risk assessment for your activities on-site and a suitable method statement and submit
these to the organisers along with your stand designs; or complete the provided RISK ASSESSMENT
FORM in the FORMS section;
Provide suitable training, instruction and information to your staff and contractors regarding the
onsite risks in order for them to understand and fulfil their responsibilities. It is strongly suggested
that health & safety matters are covered in a pre-show meeting/training session;
Plan your time during build up and break down;
INSURANCE
The organisers, whilst taking every reasonable precaution, expressly decline any responsibility for any loss
or damage, which may befall the property of an exhibitor from any cause whatsoever. The exhibitor must
insure their legal liability as stated in the rules and regulations of this manual, and is strongly advised to
effect adequate insurance to include cover for products during the overall period of the exhibition,
including transportation. Any exhibitors intending on involving members of the public on their stand must
provide copies of their public liability insurance certificate prior to show build.
INTERNET
Wi-Fi is available in the public areas of the BEC. This is free to use and users have to register on first usage
to the network. The BEC are intending to have Wi-Fi in the halls, more information will follow from the
organisers in due course.
NAME BOARDS
A name board will be fitted on the fascia of each open side of the shell scheme stand. Exhibitors are
reminded that unless they complete their name board order form their registered name or trade name
only will be used. Please remember this when completing the attached FASCIA NAME PANEL ORDER
FORMS (SHELL STANDS ONLY) & return by 10th March 2014 direct to Pavilions Interiors India Pvt. Ltd on
0091-0120-2581119
Please note that no display material or logos may be fixed to the fascia.
PASSES
Each exhibitor will receive free of charge and valid during the show 3 exhibitor passes for a stand
measuring 8sqm, 5 passes for between 9-20sqm, for every additional 20 sq m of stand space exhibitors are
entitled to 3 extra passes.
Additional tickets can only be purchased from the organisers at the show from the nominated booth, valid
for the duration of the show. Athlete Passes will only be allocated to legitimate Athletes who are
sponsored by the exhibitor and help to support the profile of the show. Please complete the Athletes Pass
order form and send back to the organisers for authorisation. Your passes will be available for collection on
the build day 20th March 2015 from the organiser’s office in hall 6 provided the full stand rental has been
paid. Please note that any additional passes ordered and invoiced cannot be returned or refunded.
Any Exhibitors caught transferring passes to guests or anyone they have not declared to be working on their
booth throughout the exhibition will be escorted of the premises with immediate effect.
RISK ASSESSMENTS
Risk assessments are an essential tool for planning how health and safety will be controlled in the work
place. It is simply a careful examination of what in your work could cause harm to people so that you can
weigh up whether you have taken enough precautions or should do more to prevent harm.
Every exhibitor must undertake a risk assessment prior to the exhibition, identifying the hazards present
on site and the ways in which you will minimise and control these hazards. The RISK ASSESSMENT FORM
needs to be completed and a copy returned to the organisers by 1st March 2014 or you can submit your
own comprehensive risk assessment where appropriate. It is advised that exhibitor’s follow the HSE
recommended five steps as follows:
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6.
Look for the hazards
Decide who could be harmed and how
Evaluate the risk
Record the findings
Suggest control measures
Review your findings
Hazard means anything that has the potential to cause harm. For example, working at height, with
electricity, whether lifting, or if slipping or tripping might be an issue. Whether working with fire,
chemicals, dust (e.g. from grinding) manual handling, noise, poor lighting, vehicles, cooking, food
preparation, food sampling or alcohol.
Risk is the chance, high or low, that someone will be harmed by the hazard.
All exhibiting companies/participants are responsible for their staff, their contractors, sub-contractors and
visitors on and around their stand from the first day of build up through to the last day of break down.
Space only exhibitors/participants can best manage health and safety onsite by appointing a
representative from their company to oversee every element of their exhibition stand construction and
dismantle during the build up and break down – a planning supervisor or foreman with specific
responsibility for managing health and safety including the provision of proper information and
instructions, training, guarding and supervision of all parties concerned throughout the show. The
planning supervisor will be responsible for undertaking a risk assessment and method statements from
your contractors before build up. Please note that if the planning supervisor will only be present during
build up and break down then a senior person must be appointed to control health and safety matters
during the open period. So all space only stand holders must supply separate risk assessments for build up
and break down as well as for the open period.
SECURITY
Security covers show build up, open and break down periods – no goods will be allowed on to the site
before this time.
Although every reasonable security precaution is taken through the build up, open period and break down.
The organisers cannot be held responsible for any loss damage or accidents which may occur to any
exhibitors or contractors property or personnel. We strongly recommend that any small or attractive
items be kept under constant supervision and removed each evening. Your stand should never be left
unmanned at any time while the halls are open.
The organisers will not be responsible or liable for theft or injury – please see Insurance section. Exhibitors
are reminded to be particularly vigilant during the following periods: the final hours of build up, the first
30mins after the show closes each day and the first 2 hours of break down.
The following points should be carefully noted:
During build up: Once your exhibits have been placed on your stand, it is essential that the stand be
manned at all times. Though the organisers will do all they can to minimise risk, you are advised to
take precautions yourself. Exhibitors needing extra security should contact the organisers.
During open hours: All exhibitors and visitors, in the interests of their own safety and security, may
be searched and their bags searched on entering or leaving the building. We ask you to co-operate
and insist your staff carry badges or passes at all times.
During break down: Please do not leave your stand unattended at any time during the first few
hours of break down or until all valuable exhibits or graphics have been removed. If you propose to
leave anything valuable on the stand overnight, please contact the organisers or security.
SMOKING
Exhibitors are reminded that the Expo is a non smoking exhibition except in the areas designated by the
BCEC.