the 8th international Forum for optical Devices and technologies OPTICS-EXPO-2012 November, 20-23, 2012 Moscow, All-Russian Exhibition Centre

Transcription

1 the 8th international Forum for optical Devices and technologies November, 20-23, 2012 Moscow, All-Russian Exhibition Centre

2 Contents 1. Time-Table. Contact Information. Organizer The Venue General Information Your Stand Fire Safety Regulations Water and Drainage Safety Regulations. Electrical Safety Regulations General & Additional Orders (Description) Form С1: On-Site Handling. Additional Services Form С2: Hotel Accommodation Application Form. Transfer Services Form T1: Electricity. Water Connection. Temporary Staff. Car Passes Form T2: Fascia Panel Name. Graphic Works. Laminating Works Form T3: Additional Equipment Form T4: Presentation Equipment. Telephone. Internet Form T: Pro-Forma Invoice Appendix 1: Additional Equipment Samples Appendix 2: Standard Stand Packages. 17. Appendix 3: Stand Layout. 18. Appendix 4: Goods in/out Sample Letter. 19. Appendix 5: Form Participant s Letter - entry to the territory of AREC. 2

3 Time-Table. Contact Information Exhibition Time-Table Monday 19 November Access for set-up (equipped stands) All goods must be unpacked, aisles carpeting. Night security control set-up Tuesday 20 November Exhibition open for exhibitors * Official Opening Exhibition Hours Night security control set-up Wednesday 21 November Exhibition Hours Night security control set-up Thursday 22 November Exhibition Hours Night security control set-up Friday 23 November Exhibition Hours Packing of Exhibits** Saturday 24 November Dismantling *Admission to the Pavilion is allowed for exhibitors only with exhibitor badges. Build up operations are forbidden. Build up passes are not valid. **Not allowed to leave the exhibition before it will be closed. Organizer - Exhibition Department of All-Russia Exhibition Centre (AREC) Fax Phone: (495) Event Director: Andrey Khlebnikov Financial manager: Natalya Mukhina ahlebnikov@vvcentre.ru nmuhina@vvcentre.ru 3

4 The Venue Sovkhoz Exit ALL-RUSSIA FORUM «EDUCATIONAL EQUIPMENTS» Chovanskii Entrance Soutern Exit Chovanskii Entrance Main Entrance Northern-1 Entrance Northern-3 Entrance Northern-2 Exit 4

5 General Information Venue Location Address: 119 Prospekt Mira, Exhibition Pavilion 57 All-Russian Exhibition Center, Moscow Floor load is limited up to kg / sq. m Ceiling Height: 10 m Security Service The Security Service provides admission control and protection of the stand. To prevent any loss of your property, please ensure that your authorized representative is present during the set-up work on the first day of the move in, and also on the last day, when exhibits are removed after the completion of the exhibition. You should also ensure that your authorized representative is present at the company s exhibition stand during the day, from 9:00 till 19:00. Access to the exhibition area will be allowed by security guards according to the Exhibition timetable. At the end of each day during the exhibition you should not leave your stand until it has been put under control of Security Service guards (which normally happens within 30 mins after closure). Insurance The exhibitor, at its own expense, shall cover insurance against all possible risks connected with taking part in the exhibition (loss incurred by cancellation of the exhibition, missing or damaged exhibits or other property, etc), as well as liability insurance. Exhibitors are responsible for the arrangement of any other insurance including loss of abandonment of the show and loss or damage to exhibits or other property on their stands. Hotel Accommodation and Transfer Services Demlink Travel is the official travel agent of the Exhibition. For more information about booking and all additional services aviaible please contact DEMLINK Travel Manager Raisa Dudareva raisa. dudareva@demlink.ru Access to Exhibition Area Exhibitors: Exhibitors taking part in the exhibition, and their service personnel, must have passes (badges) to enter the exhibition area. For information about the number of passes (badges) and how to obtain them, please contact the Organizer. Contractors: Access permission for personnel carrying out mounting/dismantling work for the stand shall be granted by the Main Exhibitor on the basis of the list of such personnel (including names and passport data), which shall be provided by the exhibitor in 2 copies on its letterhead. Taking Exhibits in/out To bring exhibits and equipment in/out to the territory of All-Russian Exhibition Center (AREC) and specific Exhibition Pavilions while mounting/dismantling work is being carried out, the exhibitor shall prepare a form of Participant s Letter (allows to enter the territory of AREC, Appendix #5) and a letter for taking goods in/out of the pavilion (Appendix #4). All Exhibitors, who have a form of Participant s Letter completed are allowed to enter the territory on free of charge basis during dates of mounting/dismounting at indicated time for one veichle. A letter for taking goods in/out of the exhibition pavilion (Appendix #4) should be addressed to the Organizer, on the exhibitor s letterhead, stamped and signed by the company s authorised person (2 copies) and had to be used during bringing or moving in and out exhibits. Before bringing in or moving out exhibits and equipment to the Pavilion, the Exhibitor must get a permission stamp ( Delivery Allowed ) in the Organizer s Office. The Exhibitor keeps one copy of this letter, while the second copy shall be submitted to the Security Service during the delivery or removal of exhibits and equipment in/ out the Exhibition Pavilion. After the closing of the exhibition, the above mentioned letters have to be stamped ( Removal Allowed ) in the Organizer s Office. These stamped copies will allow you to remove goods from the stand and take them out from the pavilion and territory of AREC. On-Site Handling/ Exhibits Delivery (Customs Clearance) If handling operations require machinery or if exhibitors need a temporary storage space for their packages, equipment and exhibits, they can order these services by completing Form C and forwarding it to the Organizer. For addition information, please, contact Technical Manager of the Organizer. Attention! All kinds of handling operations involving the use of hoisting equipment inside the Exhibition Hall (Pavilion) are carried out by DMW EXPO Company only. Publicity and Promotion You can order prints of your advertising materials (leaflets, booklets, brochures), as well as place your adverts (with specific design and layout) in the Exhibition Catalogue by calling the Advertising Department - tel.: (495) Any advertising literature or other publicity materials should be distributed from the Exhibitor s stand only. Noise Level During the exhibition, the noise level at your stand should not hamper the activities of other participants. The sound level at the perimeter of your stand must not exceed 75 decibel. If other participants complain against a high volume of sound at your stand, the organizers shall have the right to demand that you reduce the sound volume to an acceptable level. If an exhibitor refuses to comply with the above mentioned requirements, the Organizer and the local management reserve the right to close down the noise source after the verbal warning and fine the exhibitor according to AREC penalty rates. Structure Suspension No suspension may be made from the ceiling of the Exhibition Pavilion or to the floor, walls or any other part of the building without the approval of the Organizer. For more detailed information please contact Technical Manager of the Organizer. Stand Dimensions The dimensions of your stand, including all protruding elements, cannot exceed the size (length and width) of your rented stand. The height of your stand must comply with standard display requirements 2.5 m for one-level stands. You cannot violate these requirements without prior written permission from the Organizer. Sub-Exhibitors/Stand Sharers Sharers must pay a certain nominal fee in order to cover the compulsory charges for Registration and Catalogue Entry. It is important to note that Sharers must adhere to the General Rules and Regulations of the exhibition. Please ensure that this information is provided well before the event. Financial Arrangements To finalize financial arrangements, your representative should be authorized to sign a Provided Agreement Act (i.e. have the Legal Authorization Letter to sign the Provided Agreement Act or have the stamp of your organization/company). In addition, the person must also have original copies of the previously filled applications or two (2) copies of the Agreement (if any). 5

6 Your Stand EQUIPPED STANDS Equipment is provided on lease for the exhibition period according your order (based on the Space Application Form and this Exhibitor Manual Pro-Forma Invoice). Stands will be built using aluminum poles, beams and plastic laminated panels. The overall size of the wall panels used as a standard is ~100 x 250 cm with a face size of ~95 x 235 cm and ~50 x 250 cm with a face size of ~45 x 235 cm/ If you require exact information which panels are used on your stand, please contact Organizer s Technical Manager. All elements of the stand and additional equipment must be returned after the end of the exhibition free from adhesive tape/ stickers and undamaged. The exhibitor is held liable for any loss caused to the stand structures or additional equipment. You must not fix your equipment to the stand elements, drill holes, or attach advertising materials with use of pins, thumb-tacks, application film, etc. The cost of the stand elements or additional equipment that has been ordered by the exhibitor but not used, for any reason, shall not be refunded. You can get keys to lockers and case-windows, and also locks in the Organizer s Office on-site, with a security deposit of 200 rubles. Additional equipment or services can be ordered using Forms T-1, T-2, T-3 and T-4. Make sure to read carefully through the list of your stand s elements and their dimensions (See Appendix 2) to exclude re-ordering of all already included elements. The stand layout should be drawn on the scheme (See Appendix 3). Using the meter grid and elements using symbols from the legend of the scheme, please indicate all equipment and stand elements and submit the scheme to the Organizer. Please note: stabilizing the construction it might be necessary to include additional supporting poles and beams or wall panels which are not necessarily shown on your stand layouts. Should you need to remove these supports temporarily in order to the delivery of large exhibits on to your stand you must have permission of the stand constructor. SPACE ONLY STANDS Exhibitors that have ordered space only site shall comply with the following requirements: 1. The name of your stand builder including contact details has to be advised to the Organizer immediately upon receipt of this information. Attention! The Organizer reserves the right to suspend stand builders that systematically violate the Organizer s rules and requirements. 2. The design of your stand shall comply with the following requirements: The stand shall have floor covering, and also back and side walls. The stand structures shall be 2.5 m high (standard stand height). The standard stand height can be changed with prior written permission from the Organizer; - Your company s logos and advertising can be placed only on the inner surfaces of your stand; - The outer surfaces of the stand elements, visible from the aisles and from neighboring stands, shall be properly decorated; - None of your stand elements may exceed the bounds of your stand area, otherwise the Organizer may suspend construction of the stand; 3. Please contact Organizer s Office on-site before the beginning of your stand mounting or positioning your outdoor exhibits, the Organizer must be contacted to ensure that the correct location is being occupied. If a stand is built in the wrong space and the Organizer has not been contacted beforehand, you will be forced to dismantle your stand at your own expense and build it again in correct location. 4. The Organizer does not provide fascia panels for space only sites. The exhibitor and/or his stand constructor have to ensure that the stand prominently displays the name of exhibitor as well as the stand number to the aisles. After the floor covering has been removed, the floor of the Exhibition Pavilion must be cleaned of any remains of adhesive tape. Any damages to any structures or elements of the Exhibition Pavilion caused by the Exhibitor or its builder shall be reimbursed by the Exhibitor. 6. Double-Decker Stands: A double-decker stand shall be equipped with a fire extinguisher or a sprinkler, and a fire alarm system. 7. IMPORTANT information to your stand constructor company: 7.1 For the purpose of stand design co-ordination, the following documents shall be submitted at least one month before the beginning of mounting works: Documents to be submitted to the Exhibition Service Department: - a stand layout, including name of the company, stand number, dimensions, second-level space (if any), floor plans of the 1st and 2nd level; - a detailed wiring scheme with indication of maximum capacity load for each equipment unit, connection points of electrical appliances, sanitary appliances, compressed air pipes, etc.; If the above mentioned documents are not submitted to the Exhibitor Services Department in due time, the Organizer shall have the right to bar the constructor from carrying out mounting works. Documents to be submitted to the General Constructor: Montazhnik Company, Exhibition Maintenance Service Department. Tel.: (499) , A license to carry out construction works - A license to carry out electrical engineering works - A layout of the /stand (for standard design stands) or a design project (for nonstandard stands) with a legend of notation conventions. - A letter containing a list of equipment required for construction of the stand and the name of the company on whose behalf the construction is to be carried out (4 copies). The letter shall be certified by the head of the mounting company and stamped by the AREC Fire Prevention Service. - Certificates of conformity for the materials, structures, and electrical appliances to be used. - Certificate of the load-bearing unit (for a two-level stand) - A copy of the document confirming the appointment of the authorized person in charge of mounting/dismantling work and maintenance service of the stand during the exhibition; and a person in charge of safety engineering during mounting/dismantling work on the stand. - A detailed wiring scheme of the stand (2 copies) with explanation of notation conventions, indication of power supply voltage, maximum capacity load for each equipment unit, and electrical equipment connection points, certified by the head of the mounting company. - A copy of the document confirming the appointment of the authorized person in charge of electrical equipment (having no less than a Level 4 qualification rating). - A copy of the log book with electricians examination results, stamped by Goselektronadzor Agency. - A list of electricians (having no less than a Level 3 qualification rating) that take part in wiring of the exhibition, signed by the authorized person in charge of electrical equipment, and containing the name of the person in charge of all works within the stand area. - Copies of the electricians qualification certificates. -The list of mounters/fitters that take part in mounting/dismantling works at the stand, certified by the head of the mounting company (3 copies). You must sign an Agreement with the General Stand Builder Company for the check of technical documentation and electrical measurements. After the check of technical documentation, a permit to start mounting work (a stamp on the letter with a list of equipment to be used on the stand location) and mounting permits shall be issued. Documents to be submitted to AREC Fire Prevention Service: Tel.: (495) , ; mail to: anzhela@montazhnik.ru - Report of compliance with the fire safety regulations; - Certificates of materials fire safety. Attention! If you delegate construction, wiring and decoration of your stand to a third-part organization, make sure that they are aware of the information set forth above. 6

7 FIRE SAFETY REGULATIONS FOR EXHIBITIONS AND TRADE FAIRS HELD IN THE ALL-RUSSIAN EXHIBITION CENTER (AREC) 1. Stand areas for exhibitions and shows shall be provided to the Organizer in proper conditions that meet basic fire safety requirements. 2. The Organizer shall be responsible for fire safety and observance of fire prevention regulations during the period in which mounting/dismantling work takes place in the Exhibition Center. 3. Fire safety control shall be executed by the Organizer, the 5th Regional Fire Prevention Department of the North-East Administrative District of Moscow (5th RFPD of NEAD), and AREC Administration or an Authorized Person. 4. The layout of the exhibition shall be discussed with representatives of 5th RFPD of NEAD in terms of observance of the fire prevention regulations. The layout of the exhibition shall include the following: Location of exhibits, offices, auxiliary areas (conference halls, kitchen, snack-bars, bars, registration and information desks, etc), with indication of their dimensions within the exhibition area; Location of emergency exits, fire hydrants, inner fire cocks, and electrical cabinets according to the copy of the exhibition hall floor plan, which shall be provided to the Organizer by AREC Administration or the Authorized Person. All emergency exits, fire hydrants, in-built fire cocks, and electrical cabinets must always be left exposed and readily accessible; Exhibits to be demonstrated in operation mode, information about their engines, fuel, lubricants and raw materials to be used; Explanation of notation conventions for reading of drawings and drafts, and also all the necessary comments and notes. 5. All comments and inscriptions on the exhibition layout plans shall be written in Russian. 6. The Organizer shall, at least two weeks before the beginning of mounting work, provide AREC Administration or the Authorized Person with information about all radioactive, inflammable and explosive materials and exhibits, so that relevant fire prevention measures can be taken. Such materials and exhibits cannot be delivered to the Exhibition Hall without permission from AREC Administration/the Authorized Person. 7. Stationary elements of the stands shall be made of non-inflammable and fire resistant construction materials Non-inflammable and fire resistant materials shall be also used for the interior decoration of stands and offices, as well as for podiums, ceilings and fencing. Use of draperies made of inflammable plastic materials resistant to fire-proof treatment is not allowed. 8. Decorations involving the use of inflammable paints are not allowed inside the exhibition halls. 9. Two-store or two-level stands with a high fire hazard risk must be equipped with additional fire alarm systems connected to the central fire control board of the Exhibition Hall. 10. All materials used for construction of the stand shall have fire-safety certificates. 11. All carpets and floor coverings in the exhibition halls shall be fixed to the floor all along the perimeter and at the joints. They shall be made of fire-proof materials (to prevent catching fire from a cigarette or a burning match). 12. Stationary film- and video- projectors shall be installed in rooms or stalls made of non-inflammable materials and having separate exits leading out of the building or to a corridor outside public areas. 13. During mounting/dismantling work, entrances to the exhibition halls (freight entrance gates and aisles) shall be free. Unnecessary transport crates, packaging, other materials and equipment must be immediately removed from the exhibition halls. 14. Thresholds and turnstiles must not obstruct emergency exits or visitors traffic routes. Aisles for visitors shall be no less than 3 m wide, provide circular movement and easy access to emergency exits, power distribution units, fire hydrants, and other fire-fighting means. Staircases, emergency exits, aisles, corridors and lobbies must always be left unblocked and have no objects preventing the flow of people. 15. Arrangement of dstands, store-rooms, offices and service rooms on or under the staircases is not allowed. 16. Use of electrical and gas-fired appliances for making tea or coffee is only allowed in specially equipped places; prior announcement must be given to 5th RFPD of NEAD for controlling purposes. 17. Electric heaters, refrigerators, and air conditioners must be connected to a separate electricity supply network equipped with a safety switch. 18. Not allowed do the following in the stand area: -Arrange a storage place or a workshop at your stand location; -Store inflammable and combustible liquids; -Store or use gas cylinders containing inflammable gas; -Use open flames during demonstration of exhibits in operating mode 19. If the admissible current in low-power electrical appliances (electric motors, transformers, etc.) installed on an electrified stand is lower than the design current of the network s safety switch, an additional protection device shall be provided. All electrical appliances must be grounded. 20. Only non-inflammable or fire-resistant insulation cables must be used for surface wiring provided there is no risk of their mechanical damage. 21. All wires and cables must be connected or tapped by welding, brazing, clipping or with use of special clamps. Cable conductors and wire strands shall be safely insulated at connection and tapping points. 22. Flexible wires, protected against mechanical damage, shall be used for connecting mobile current collectors. Only certified products (unsoldering boxes, power splitters, sockets, etc.) shall be used in electrical works. 23. The exhibition halls and stands shall be lit using electric lights for P-II fire hazard class premises. Light diffusers made of Plexiglas, polystyrene or other inflammable materials must not be used. The distance between illumination lights and inflammable or non-inflammable surfaces shall be no less than 0.4 m 24. Demonstration of working models and units that burn inflammable liquids or combustible gas is allowed provided that the fuel is supplied through a pipeline from a tank located outside the exhibition hall and that the exhaust is discharged outside. Installation and demonstration of fire hazard exhibits and operations (welding, brazing, and other kinds of work connected with use of open flames, inflammable solvents, etc.) must be coordinated with 5th RFPD of NEAD and AREC Administration or the Authorized person. 25. Advertising materials and hospitality products cannot be stored at the stands. Only a day supply of such materials and products may be stored in the offices. 26. Exhibits, spare equipment, package and packing materials shall be stored outside the exhibition hall or in specially allocated storage spaces. 27. Smoking inside exhibition halls is only allowed in specially allocated places and conference rooms where ash-trays are provided. 28. Welding and other fire hazard works may only be carried out with written permission from the 5th RFPD of NEAD and AREC Administration or the Authorized person, and in strict compliance with the fire safety regulations. 29. All other matters not specified in these regulations that may arise during the period of construction and dismantling of the display, or during the work of the exhibition, shall be settled on the spot by a representative from the 5th RFPD of NEAD and the Authorized person. 30. If the arrangement of a stand does not comply with these regulations, AREC Administration or the Authorized Person shall have the right to demand that the stand be dismantled by the exhibitor, organizer and developer. All exhibition/trade fair participants must know and follow fire prevention regulations, be able to act in case of fire and be able to use primary fire-extinguishing means. Bodies of the State Fire Prevention 31. Department have the right to hold exhibitors, organizers, and developers liable for non-observance of the fire prevention regulations during exhibitions/trade fairs and impose penalties in compliance with the current law of the Russian Federation. 7

8 ELECTRICAl AND PLUMBING WORKS REGULATIONS FOR EXHIBITIONS AND TRADE FAIRS HELD IN THE ALL-RUSSIAN EXHIBITION CENTER (AREC) ELECTRICAL WORKS AND REGULATIONS 1.1 Electrical engineering and maintenance service of electrical equipment at the exhibition stands and structures shall only be carried out by persons that meet electrical engineering personnel requirements and have corresponding electrical safety qualifications (no less than a Level 3 qualification rating) according to Russia s current standards and regulations. 1.2 Wiring of all current-carrying areas (or adjacent places) must only be carried out when the power is off. 1.3 Non-inflammable or fire-proof insulation cables must be used for surface wiring provided there is no risk of their mechanical damage. 1.4 In open spaces and public areas, cables must be covered with special traps. 1.5 It is not permitted to lay unshielded wire and fix lighting equipment onto inflammable structures. 1.6 All connections and tapping of wires and cables must be done through the use of special clamps and connectors. Connection of current collectors to the power supply network by immediate wire splice is not permitted. 1.7 Each stand must have an electrical control unit with a safety switch and separate protection devices corresponding to the design loads of the lighting network, technological equipment, and electrical appliances provided with power supply voltage round the clock (refrigerators, office equipment, etc). 1.8 Entrance power-distribution units must always be left exposed and readily accessible. 1.9 Exhibition stands and structures shall be lit using electric lights for B2 fire hazard class premises. Light diffusers made of Plexiglas, polystyrene or other inflammable materials must not be used in lighting appliances. The distance between illumination lights and inflammable or non-inflammable surfaces must be no less than 0.4 m After the completion of electrical works, representatives of AREC Appointed Stand Constructor will check the quality of the work and connections of electrical equipment to power sources in compliance with the power supply project Power must be supplied to the entrance power supply unit of the exhibition stand by a representative from AREC Appointed Stand Constructor and a person responsible for electrical equipment after signing the Report of Separation of Rights and Responsibilities for Operation of Power Units up to 1,000 V Between AREC Appointed Stand Constructor and the Person Responsible for Electrical Equipment On Behalf of AREC, which delineates rights and responsibilities for operation and maintenance of electrical equipment and networks during the exhibition/trade fair AREC Appointed Stand Constructor will execute control over electrical equipment installed at exhibition stands and structures during the exhibition/trade fair After the end of the exhibition/trade fair the entrance power supply unit shall be dumped by an authorized representative from AREC Appointed Stand Constructor upon request by the exhibition constructor s representative, who is responsible for the dismantling of electrical equipment Dismantling of electrical equipment and corresponding shutdowns at the stands shall be carried out by the personnel that mounted above metioned electrical equipment During mounting/dismantling and the period of the exhibition/ trade fair, electrical equipment at the exhibition stands and structures, including the feeder cable, shall be operated and serviced by the companies which had mounted that equipment AREC Appointed Stand Constructor reserves the right to shut down the power supply at the exhibition stands and structures in emergency mode in case of failures, or to prevent accidents in case of gross violation of Electrical Equipment Operation Rules and Safety Standards Power consumers at exhibitions/trade fairs may not connect additional loads (not specified in the plan) to the entrance power supply unit without consulting AREC Appointed Stand Constructor. PLUMBING WORKS AND REGULATIONS 1.1 Water and drainage maintenance at the exhibition stands and structures shall be carried out only by persons that meet technical personnel requirements and have corresponding qualifications according to Russia s current standards and regulations. 1.2 All works shall be carried out after the water supply on corresponding locations has been cut off. 1.3 Rigid pipes shall be used for open-pipeline water supply and sewage systems, provided there is no risk of their mechanical damage. The pipes must be covered with special traps in public areas and aisles. 1.2 The laying of water-supply and sewage pipes near power lines and electrical equipment must comply with current standards and regulations of the Russian Federation. 1.5 Water-supply lines at the exhibition stands and at the points of connection to structures must be equipped with water valves. 1.6 Entrance to water-distribution units must always be left exposed and readily accessible. 1.7 After the completion of water and drainage works, representatives from AREC Appointed Stand Constructor will check the quality of the work and connect ions of equipment to AREC water-supply and sewage systems in compliance with the exhibition/ trade fair layout. 1.8 A representative from AREC Appointed Stand Constructor shall provide water supply to the entrance water-distribution unit at the exhibition stand in the presence of the exhibition developer and the exhibitor. 1.9 AREC Appointed Stand Constructor shall execute control over the state of water equipment installed at the stands and structures for the duration of the exhibition/trade fair After the end of the exhibition/trade fair, the water supply to the entrance unit shall be cut off by an authorized representative of AREC Appointed Stand Constructor upon request by the exhibition developer or the exhibitor Dismantling of sanitary engineering equipment and the corresponding switching off of the water-supply and sewage systems at the exhibition stands shall be carried out by the same personnel that mounted said equipment 1.12 In the period of mounting/dismantling and during the exhibition/trade fair, sanitary equipment at the exhibition stands and structures, including pipes and valves, shall be operated and serviced by the companies that mounted it AREC Appointed Stand Constructor reserves the right to turn off the water supply at the exhibition stands and structures in emergency mode in case of failures, or to prevent accidents in case of gross violation of Operation Rules and Safety Standards Exhibitors and constructors may not connect additional watersupply lines (not specified in the exhibition layout) to the entrance water-supply unit without consulting AREC Appointed Stand Constructor. 8

9 General & Additional Orders Description On-Site Handling/Exhibits Delivery can be ordered using Form C1. Company DMW Expo has sole rights to on-site handling. In order to avoid problems with custom clearance or delays in goods delivery, all orders required have to be advised to the DMW Expo office as early as possible in advance. You may also arrange temporary storage with DMW Expo. Contacts: OOO «DMW-EXPO» Russia, , Moscow, prospect Mira 119, VVC, Bild 452, tel. +7(495) , +7(495) , Hotel Accommodation/Visa Support/Transfer. For booking require and reservation use Form C2 under booking requests. This will help our official travel agent, DEMLINK Travel Company, to assist you with your travel and accommodation arrangements and reply with all necessary information for your stay. Please keep in mind that Moscow is extremely busy during this time of year and flights and accommodation can become sold out, so book and order visa support and transfer early. For more detailed information about booking and all additional services aviaible please contact DEMLINK Travel Manager Raisa Dudareva: Te.l:+7(495) ; , Electricity. You can order electrical connection using Form T1. The minimum capacity is 2 kw. Please choose the correct capacity you need on this form. Exhibitors with space only sites or their stand constructors need to provide their own fusebox and cabling to the main supplies. Water and Drainage. Please place your order on Form T1. Space only exhibitors have to provide their own piping within their stands from the equipment output into the aisle. Then the AREC Appointed Stand Constructor will connect their pipes to drainage and water. If pipes for your water connection will seriously affect the safety or image of other stands, we reserve the right to cancel your order onsite. Therefore, we do not recommend you to order a water connection if you need the water only for making coffee or washing dishes. Temporary Staff. Can be ordered using Form T1. If you bring your own personnel, please make sure that you provide them with an exhibitor badge. Any security personnel of your own are not allowed to stay in the pavilion overnight. Overnight security will be maintained by guards for the duration of the exhibition. Exhibitors are responsible for ensuring their stand is manned when the Pavilion is open. Daily Stand Cleaning. To have individual daily stand cleaning place an order using Form T1. General cleaning of the aisles will be carried out every morning prior to opening as well as th removal of small amounts of refuse, provided they are placed in plastic bags or cartons in front of the stand in the evening. Pictures of the most popular items (furniture, etc.) are provided in Appendix ¹3. Please indicate the positions of all ordered services on your stand layout and return it with your order forms. Banner and structure suspension. For details on costs of additional services on structure suspension please contact Organizer s Technical Manager. Presentation Equipment. You can order audio and video equipment for presentations using Form T4. The Organizer will ensure delivery of equipment to your stand, alignment and technical support of equipment during the exhibition and taking out the equipment after completion of the exhibition. We are confident that the using of modern equipment and holding of presentations at your stand will make your participation in the exhibition even more effective. Telephone/Internet. You can order telephone and internet connections for your stand using Form T4.Telephone line includes rent of a telephone set and line for local calls for all period of exhibition. Order Forms/Pro-Forma Invoice. Please complete all forms in typed format and not handwritten. The Pro-Forma Invoice must also be returned together with the order forms fully completed and signed. Without accompanying completed Pro-Forma Invoice your orders can not be processed. Please tick yes/ no boxes under Forms returned on the Pro-Forma Invoice to avoid confusion about missing any order forms. The deadline for returning all forms is shown on each of them. Payment. All service requirements are payable in the currency shown on the Pro-Forma Invoice and are due as soon as the order is placed. All prices include VAT and such other taxes of the RF. Filling in order forms and forwarding them to the Organizer means the agreement of the Exhibitor to fully pay for the services ordered. The order may not be cancelled by the Exhibitor unilaterally. Any changes to early submitted order results the order cancellation and a new order processing in accordance with the prices existing at the time of new application submission. Late and On-Site Orders. Orders received after the deadline are subject to a minimum 50% surcharge. No any orders accepted 10 days left before the set-up. Any orders received during set-up period are subject to a 100% surcharge. Some services may no longer be available. Car Parking Passes. Car passes allow parking within the allocated parking areas near the Pavilion. Please place your order on Form T1. Please note that the vehicle registration number must be entered on the car pass. Ordered and payed car passes can be collected from the Organizers Office on-site. Fascia/Graphic Works. Please indicate the Company Name to be shown on your fascia panel on Form T3. You can also order your company logo at an extra charge. Exhibitors with space only sites have to contact their stand builder to order their fascia panel or other graphic works. Additional Stand Equipment. Please refer to your Space Application Form and to the stand standard packages (Appendix ¹ 2) to see what is already included in the type of stand you have booked. 9

10 On-Site Handling. Additional Service FORM С1 Company name: ATTENTION! Deadline is: 20 October 2012 Contact person: Zip code: Address: Country: City: Country code: Telephone: Mobile phone: Fax: Loading/Unloading, Goods Delivery Name of exhibit Dimensions (cm) Length Width Height Net weight (kg) Gross weight (kg) Notes, special conditions Additional Service Name of Service Installation (dismantle) of the equipment with use of an auto-loader Installation (dismantle) of the equipment with use of a truck crane Removal of exhibits from pallets Unpacking (packing) of container Warehousing...hours...hours...hours...hours...m3 Signature Stamp Date 10

11 Hotel Accommodation Application Form FORM С2 Office 1, 1-st Smolensky Pereulok 24, Moscow, Telephone: (495) Fax: (495) Full company name: Type of business: Contact person: Zip code: Country: City: Address: Country code: Area code: Telephone: Fax: Please specify your preferred choice of hotel and/or your preferred budget (rate per person per night): Hotel City Up to 3000 RUB RUB RUB. From 7000 RUB. Last name/first name Citizenship Arrival/ Departure date Room type Passport number Visa support: (please mark one if required) Letter of invitation for tourist visa Letter of invitation for business visa Transfer Transfer Pick-up location Pick-up time Flight/Train number Arrival Departure For more information about booking and all additional services aviaible please contact DEMLINK Travel Manager Raisa Dudareva Signature Date 11

12 Electricity. Water. Temporary Staff. Stand Cleaning. Car Passes FORM T1 ATTENTION! Deadline is: 20 October 2012 Company name: Contact person: Electricity. Water Space Only Power Consumption 2 kw 220 V 5 kw 200 V Equipped Space Price QTY Total Power Consumption Price QTY Total 55 2 kw 220 V 65 Included in standard package 90 5 kw 200 V kw 380 V kw 380 V kw 380 V kw 380 V kw 380 V 560 Exhibitors or their stand builder need to provide their own fusebox and cabling to main supplies or order electricity connection below. 50 kw 380 V 550 Additional plug sockets or lights are only included in standard packages (please refer to Appendix ¹2 of this Manual) but can be ordered on Form T3 QTY Water Connection Price Total 170 Temporary Staff Stand Security Daily Stand Cleaning Dates Price per day 75 Personal stand security is carried out during set-up or exhibition period from 9-00 till Total Stand (sqm) Price per 1 sqm 8 Total During the exhibition period prior to the opening or after closure each day. Car Passes Car Passes QTY Price 70 Car pass is valid during the exhibition period. Total The above prices specified in EUR and include VAT TOTAL: Signature Date 12

13 Fascia Panel Name. Graphic Works FORM T2 ATTENTION! Deadline is: 20 october 2012 Company name: Contact person: Fascia Panel Name Fascia name in one language up to 15 symbols is included in cost of equipped stand. Price for 1 additional symbol is 3 EUR (include VAT). Inline stand = 1 fascia panel Corner stand = 2 fascia panels Peninsular stand = 3 fascia panels Island stand = 4 fascia panels ATTENTION! To avoid mistakes please complete form in typed format and not handwritten. Additional fascia panel name: Total additional symbols: X 3 EUR X number of fascia panels Total: Graphic Works Logo on fascia panel Logo on cube (or other stand constructions) Price QTY Total Price QTY Total Logo in one colour 50 Logo in one colour 85 Logo in more than 1 colour 80 Logo in more than 1 colour We provide logo in *CDR (up to X4) or *EPS (up to CS3) format to nkrupnova@vvcentre.ru 140 ORACAL Laminating Works Only ORACAL 641 film is used for lamination. Lamination per 1 sqm Price QTY Total 30 Oracal colour: Please advise colour and it s number and which items are to be laminated on enclosed Your stand layout (Appendix 3) The above prices specified in EUR and include VAT TOTAL: Signature Date 13

14 Additional Stand Equipment FORM T3 ATTENTION! Deadline is: 20 October 2012 Company name: Contact person: QTY Standard Equipment, sqm * Price Total 25 * for space only stands Attention! For equipped stands only. Stand Construction Please do not re-order items which are included in your equipped stand package (Appendix #2). Description Price QTY Total Description Price QTY Total Wall Panel 2,5x1,0 m 40 Folding Door, lockable 2,5x1,0 m 90 Wall Panel 2,5x0,5 m Wall Panel, glass 2,5x1,0 m Wall Panel, glass 2,5x0,5 m Wall Panel, white curved R-1,0 m Wall Panel, white curved R-0,5 m Wall Panel, mirror 2,5x1,0 m Wall Panel, mirror 2,5x0,5 m Wall Panel, white with curtain 2,5x1,0 m Ceiling Lattice, with grid 1,0x1,0 m Ceiling Lattice, with grid 0,5x0,5 m Fascia Panel, excl.name Í-0,4ì running m Square Tower 1x1x1 m Square Tower with light 1x1x1 m Rotator for Tower Chain (allow 1,5m length for each 1 running m) Carpet, sqm Furniture Chair Bar Stool, black Table, round D-0,7m Table, rectangular 1,0x0,7m Bar Counter 1,0x1,0x0,5m Bar Counter, curved Straight shelf on wall 1,0x0,3m H=... Clothes Rack, wall mounted Clothes Rack, stand Clothes Rail, running metre Sliding doors to showcase or podium Waist Basket Cupboard 1,0x0,5x1,0m 3 - shelving Podium 1,0x1,0 Í(0,5; 0,75; 1,0)m Podium 1,0x0,5 Í(0,5; 0,75; 1,0)m Podium 0,5x0,5 Í(0,5; 0,75; 1,0)m Showcase, short Í 1,0x0,5x1,0m Showcase, tall Showcase, tall with light Literature Stand Literature Stand, rotate Venitian Blinds 2,5x1,0m Kitchen Equipment Refrigerator 100L (+ plug socket 24 h) Refrigerator 300L (+ plug socket 24 h) Sink, Boiler, Refrigerator small* Sink (+ water connection) Electrical Appliances/Fittings Spotlight, single 100 W Halogen Light 500 W Fluorescent Light 40 W * plug socket is not included Plug Socket, 24h 220V 1,5 kwt Plug Socket 220V 1,5 kwt The above prices specified in EUR and include VAT TOTAL: Signature Date 14

15 Presentation Equipment. Telephone/Internet FORM T4 ATTENTION! Deadline is: 20 October 2012 Company name: Contact person: Audio & Video Equipment for Presentations Description Plasma panel, diagonal 42 Panasonic Plasma panel, diagonal 50 Panasonic Plasma panel, diagonal 65 Panasonic Floor stand for plasma panel Multimedia projector 2500 ANSI Lm Multimedia projector 3600 ANSI Lm Multimedia projector ANSI Lm Stand - mounted screen 150x150 cm Stand - mounted screen 180x180 cm LCD-monitor 17 Notebooke Celeron 2.6 Ghz, 15 XGA Computer Pentium 4, 2.5 Ghz and more, DVD/CD * DVD-player * Monitor for the computer is not included Price QTY Total Telephone Telephone QTY Price 135 Total Includes telephone line for local calls and telephone set for all exhibition period. Internet Internet QTY Price 300 Total Includes 1 Mbs Internet connection by UTP-cable with RJ-45 and 5 Gb of traffic. The above prices specified in EUR and include VAT TOTAL: Signature Date 15

16 PRO-FORMA INVOICE FORM T ATTENTION! Deadline is: 20 October 2012 Full company name: Contact person: Zip code: Address: Country: City: Country code: City code: Telephone: Fax: Form Т1 Service name Electricity Water Connection Security Form return note Total EUR The signature of this Pro - Forma Invoice and its receipt by Organizer is deemed conclusive evidence of the Exhibitor s agreement to pay the full fees due. Cleaning Car Passes Fascia Name Orders returned without this Pro-Forma Invoice duly signed cannot be processed. Т2 Т3 Т4 Т5 Graphic Works Oracal Laminating Works Standard Equipment Stand Construction Furniture Kitchen Equipment Electrical Appliances Telecommunications Refrigerating Equipment Non-standard Equipment Any changes to early submitted order results the order cancellation and a new order processing in accordance with the prices existing at the time of new application submission. Orders received after the deadline are subject to a surcharge. Some services may no longer be available. The payment is to be made within 5 days upon issuing an invoice. Late Order Additional order during set-up period Surcharge 50% 100% TOTAL TOTAL ORDER AMOUNT INCLUDING VAT: Signature Stamp Date 16

17 Additional Equipment Samples Wall Panel, curved Wall Panel, mirror Venitian Blinds Floor Podium Bar Stool (sample 2) 3-Shelf Unit tall with light Sink, Boiler, Refrigerator small Chair Cupboard 1,0x0,5x1,0m Sink (+ water connection) Folding Door Curtain Podium 1,0x1,0 H(0,5;0,75,1,0)m Podium 0,5x0,5 H(0,5;0,75,1,0)m Bar Stool (sample 1) Showcase, Celling Lattice Showcase, short H=1,0x0,5x1,0m Fusebox Clothes Rack Podium 1,0x0,5 H(0,5;0,75,1,0)m Table D=0,7m Literature Stand, rotate Electrical Appliances Table, rectangular 1,0x0,7m Literature Stand Single Shelf (fixed to wall) Bar Counter, curved Waist Basket Refrigerator (+plug socket 24h) Plug Socket Appendix 1

18 Standard Stand Packages Amount of side walls and fascia panels can differ depending on your stand type and location. Please refer to your Space Application Form to check up which stand type you have booked (inline, corner, peninsular or island). 6 sqm 9 sqm Fascia panel name 1. Chair - 2 ps. 2. Podium H=75cm - 1 ps. 3. Waist basket - 1 ps. 4. Socket 220 V - 1 ps. 5. Fascia panel name - 15 signs 6. Spot light 100W - 2 ps. 12 sqm 15 sqm Fascia panel name 1. Chair - 2 ps. 2. Table round D=70 cm - 1 ps. 3. Waist basket - 1 ps. 4. Socket 220 V - 1 ps. 5. Fascia panel name - 15 signs 6. Spot light 100W - 2 ps. 18 sqm Fascia panel name 1. Chair - 3 ps. 2. Table round D=70 cm - 1 ps. 3. Waist basket - 1 ps. 4. Socket 220 V - 1 ps. 5. Fascia panel name - 15 signs 6. Spot light 100W - 3 ps. 7. Podium H=75cm - 1 ps. 24 sqm Fascia panel name 1. Chair - 3 ps. 2. Table round D=70 cm - 1 ps. Fascia panel name 3. Waist basket - 1 ps. 1. Chair - 4 ps. 4. Socket 220 V - 1 ps. 2. Table round D=70 cm - 1 ps. 5. Fascia panel name - 15 signs 3. Waist basket - 1 ps. 6. Spot light 100W - 4 ps. 4. Socket 220 V - 1 ps. 7. Podium H=75cm - 1 ps. 5. Fascia panel name - 15 signs 8. Coat rack (wall mounted) - 1 ps. 6. Spot light 100W - 5 ps. 9. Storage - 1 sqm 7. Podium H=75cm - 2 ps. - wall panel - 1ps. 8. Coat rack (wall mounted) - 1 ps. - folding door with lock - 1 ps. 9. Meeting room - 4 sqm - wall panel - 3 ps. - folding door with lock - 1 ps. 1. Chair - 5 ps. 2. Table round D=70 cm - 1 ps. 3. Waist basket - 1 ps. 4. Socket 220 V - 1 ps. 5. Fascia panel name - 15 signs 6. Spot light 100W - 6 ps. 7. Podium H=75cm - 2 ps. 8. Coat rack (wall mounted) - 1 ps. 9. Meeting room - 6 sqm - wall panel - 4 ps. - folding door with lock - 1 ps. Fascia panel name Appendix 2

19 Stand Layout Exhibition: Russia education week September - 2 October 2009, All-Russia Exhibition Center (AREC) Scale: 1 square on plan = 1sqm Symbol ¹ Description QTY 709 BAR COUNTER, CUR VED Dimension Sq.m. Location Type H PLUG SOCKET STANDARD 220V PLUG SOCKET HEA VY 380V/10kW PLUG SOCKET 24 HOUR 220V SINGLE SPOTLIGHT 100W BAR COUNTER 100x100x50cm LITERATURE STAND LITERATURE STAND ROT ATE CLOTHES RACK, FIXED TO WALL CLOTHES RACK, STAND SQUARE TOWER SQUARE TOWER, with light 515 HALOGEN LIGHT 220V/500W CUPBOARD, 50x100x100cm 520 FLUORESCENT LIGHT 40W SHELF UNIT 50x100x250cm 603 WATER CONNECTION SINGLE SHELF, (indicate height) 30x100cm SINK, 2 kw SINK, water connection WALL PANEL 100x250cm WALL PANEL, GLASS 100x250cm WALL PANEL, CURVED Í250 R100 cm WALL PANEL, WITH CURTAIN 100x250cm 384À 384À PODIUM, SMALL 50X50x Í=50,75,100cm PODIUM STANDARD 50X100x Í=50, 75,100cm PODIUM, LARGE 100X100x (Í=50,75,100cm) SHOWCASE, SHORT 50x100x100cm 100L 350 REFRIGERATOR 100L + PLUG SOCKET 24h SHOWCASE, TALL, without light 50x100x L 351 REFRIGERATOR 300L + PLUG SOCKET 24h SHOWCASE, TALL, WITH LIGHT 50x100x CHAIR STANDARD 250 CEILING LATTICE Fascia name: Please confirm and return via fax: (495) , or aleahu@vvcentre.ru to Alexander Leahu Contact person : Date, signature : Stand number: CONFERENCE CHAIR BAR STOOL M 243 WAIST BASKET * * TABLE, RECTANGULAR 70x100cm TABLE, ROUND D=70cm CEILING GRID FOLDING DOOR WITH LOCK 100x250cm VENETIAN BLINDS 250õ100 cm CHAIN (allow 1,5m length for each running m) ORACAL LAMINATING! ¹ 510 INDICATE COLOUR ¹ : SQM LAYOUT IS VALID ONLY WITH ORDER FORMS T ONLY AND PRO-FORMA INVOICE ENCLOSED Appendix 3