ehef indonesia

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EXHIBITORMANUAL

SURABAYA11 November 2014Grand City Ballroom14:00-19:00 wib

MAKASSAR 13 November 2014

JAKARTA8-9 November 2014Kartika Expo Center, Balai Kartini11:00-18:00 wib

Open for PublicFree Entry

in cooperation with theGovernment of Indonesia

European Union

EHEFEuropean Higher Education Fair 2014

Information and online registration,visit ehef-indonesia.org | EHEF Indonesia EHEF 2014


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1E H E F 2 0 1 4 E X H I B I T O R M A N U A L

1. Executive Summary

The success of EHEF in 2008, 2010, 2011, 2012, and 2013 has strengthened the consortium’s beliefthat there is a significant positive interest among Indonesian students to continue their study inEurope. Europe has been known for their excellent quality of education and now being an alternativestudy destination for Indonesian students. Accordingly, the consortium would maintain the promotionof European Higher Education Institution. In order to promote the high-quality education thatEuropean institutions offered as an excellent alternative study destination for Indonesian students,the committee of EHEF Indonesia together with the Delegation of the European Union to Indonesia,Brunei Darussalam and ASEAN are preparing EHEF Indonesia 2014, which will be held in Jakartaand Surabaya. In addition, to spread the information about studying in Europe to east region ofIndonesia, we will arrange mini EHEF in Makasar. However, we are still preparing the details, andwill inform you as soon as possible.

Venue Information

Jakarta Surabaya8-9 November 2014 11 November 2014Kartika Expo Center Grand City BallroomJl. Gatot Subroto Kav. 37, Jakarta 12950 Jl Walikota Mustajab, Surabaya 60272http://www.balaikartini.com http://www.grandcitysurabaya.com

Makasar (Mini Exhibition)13 November 2013Venue : to be confirmed Note: EHEF Mini Exhibition is a small exhibition which taken place in respective university in Makasar.We will conduct a presentation and exhibition, and since it is a pilot project, we will not provide a standardbooth, only tables and chairs.

EHEF Commitee c/o Neso IndonesiaMenara Jamsostek, 20 th floor, Jl Jend Gatot Subroto kav 38, Jakarta 12710, IndonesiaPhone : +62 21 5290 2172 | Fax : +62 21 5290 2173 | www.ehef-indonesia.org

EHEF Local Expert Daniel Darmawan daniel.darmawan @ ehef-indonesia.orgEHEF Project Assistant Rosalia Damayanti rosalia.damayanti @ ehef-indonesia.orgInformation about Fair fair@ ehef-indonesia.orgGeneral info info@ ehef-indonesia.org

Thursday, 31 st July 2014Confirmation to participate EHEF 2014

Friday, 6 September 2014Submit additional info about institution andconfirmation about additional services

Saturday and Sunday, 8-9 November 2014EHEF Jakarta

Monday, 10 November 2014Booth Preparation EHEF Surabaya

Tuesday, 11 November 2014EHEF Surabaya

Thursday, 13 November 2014Booth Preparation & EHEF Makasar

Friday, 7 November 2014Booth Preparation EHEF Jakarta

Friday, 6 September 2014Payment Deadline

Important Dates:


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2. EHEF Introduction

In 2008, as part of the Asia-Link Programme, a consortium consisting of CampusFrance, DAAD,Nuffic Neso and British Council successfully organized and initiated the 1 st European HigherEducation Fair (EHEF) in Indonesia. This event was a part of a series of seven events in Asia during2006-2008, which was funded by the European Commission. The consortium obtained very positivefeedbacks from the exhibitors and visitors. EHEF Jakarta was very successful, there were morethan 15.000 visitors (three times more than the expected number) and it was the highest number ofvisitors from the series of EHEF from 2006-2008 in sole exhibitions.

The 2nd European Higher Education Fair (EHEF) in Indonesia as a local initiated was successfullyheld by the consortium of CampusFrance, DAAD and Nuffic Neso. The exhibitors came from 56Higher Education Institutions and 15 National Representatives of the EU Member States. SinceEHEF 2010 was a self-funded project with some support from Delegation of the European Union toIndonesia, Brunei Darussalam and ASEAN, the promotion and publicity cost was reduced around

50% compared to the previous EHEF in 2008. However, EHEF 2010 -2013, in such limitation, wasable to maintain the success of the previous EHEF. In 2013, more than 12,000 visitors came toexplore the opportunities to continue their study in Europe.

The positive results of the past EHEFs have strengthened the consortium’s belief that there is asignificant positive interest among Indonesian students to continue their study in Europe. Europehas been known for their excellent quality of education and now being an alternative studydestination for Indonesian students. Accordingly, the consortium would maintain the promotionof European Higher Education Institution. In order to promote the high-quality education thatEuropean institutions offered as an excellent alternative study destination for Indonesian students,the committee of EHEF Indonesia together with the European Delegation Office in Indonesia arepreparing EHEF Indonesia 2014, which will be held in Jakarta and Surabaya and Makasar.

3. EHEF Goals

• To promote high-quality education in Europe as an excellent alternative for Indonesian studentsas their study destination.

• To provide opportunities for the European Higher Education Institution to have direct interactionwith prospective Indonesian student at all level.

• To raise the profile of Study in Europe and reinforce its image.• To enhance mutual awareness and contribute to the further development of EU-Indonesian

cooperation in the field of higher education and cultural exchange.

• To increase the exposure and raise the awareness of EU’s support for higher education inIndonesia through the prerequisite information on study opportunities in Europe, includingscholarships.

• Aimed to attract at least 100 higher education institution from Europe to participate in EHEF2014

4. Booth Information

The exhibitors’ registration will be treated on a first come first served basis. The exhibitors in Jakartaand Surabaya will get our standard booth as mentioned below, however for booth in Makasar, EHEFcommittee will only provide table and chairs for the event .

Sharing booths is NOT possible. The organizer is having a full authority in assigning exhibition spaceto the exhibitor


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• 3x2.5 sqm backwall octanorm system booth • Digital printing for backwall

• Institution name on fascia board • Pylon finishing sticker printing • 6 m2 needle punch carpet, dark blue colour • 1 information lockable counter

• 1 table and 4 chairs • 2 fluorescent 40 watt lamps • 220V/2Amp single-phase power

Booth Decoration Guidelines in accordance with Fair Terms and Condition

Exhibitors are free to decorate their own booth according to the following guidelines for boothdecoration:

• Booth and exhibition decorations should only be posted or placed within the individual booth andmay not be placed beyond the assigned space of each booth (maximum height is 2 meters);

• Do not cover any signs, logos and/or country/institutional names which have been applied by theorganisers to each booth. Please do not post any decorative materials on the fascia board;

• Decorative materials may only be posted on the display panel using (double-sided) tape. Do notuse nails or pins or other type of materials which might damage the booth material;

• Do not block the aisles of the exhibition hall and/or affect in any way the displays of otherexhibitors. Any activities conducted outside an exhibitor’s assigned space could be ground forimmediate expulsion from the exhibition hall;

• Do not install revolving or flickering lights or sound equipment which might disturb otherexhibitors;

• At the end of the event, exhibitors are obliged to hand over the assigned exhibit space to theorganisers in the same condition as it was at the beginning. The exhibitor is responsible for anydamage caused to the assigned booth, furniture and its fixtures during the work of assembly anddismantling as well as during the event itself;

• Exhibitors are expected to demonstrate professional behaviour at all times during the event;The organisers reserve the right to expel exhibitors if the above-mentioned guidelines are notfollowed


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5. Other Services

• Internet Connection Internet is available for exhibitors at both venues through Wi-Fi. The organisers will provide

secured internet connection (login password required). EHEF exhibitors are required to providetheir own laptop to access internet at the assigned booths.

• Catering Lunch will be provided to the exhibitors on both days during the fair. Water will be distributed

to each booth. Please do not consume your meals inside the booth during opening hours. Tea,coffee and drinking water will be served free of charge in the Exhibitors’ Lounge located near theexhibition hall.

• Photocopy and telecommunication services Photocopy, fax and telephone services will be available at the Organizer’s office located within the

Exhibition hall. (Service charge apply)

• Security During the fair, there will be security guards at the venue. However, exhibitors are responsible for

their own belongings and materials left at the booths. All exhibitors are urged to insure their ownstaff members and property. The organizers cannot be held liable for personal injuries, losses orany kind of damages.

08.00 – 10.00 Booth preparation

10.30 – 11.00 Opening Ceremony11.00 – 18.00 European Higher Education Fair 2014

09.00 – 13.00 Booth preparation13.30 – 14.00 Opening Ceremony14.00 – 19.00 European Higher Education Fair 2014

10.00 – 13.00 Booth preparation13.30 – 14.00 Opening Ceremony14.00 – 18.00 European Higher Education Fair 2014


11.00 – 18.00 European Higher Education Fair 2014


Free day

End of the event series

Saturday, 8 November 2014

Tuesday, 11 November 2014

Thursday, 13 November 2013

Friday, 7 November 2014

Sunday, 9 November 2014

Monday, 10 November 2014

Wednesday, 12 November 2014

Friday, 14 November 2013

6. Programme Information (tentative)


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7. Promotional Campaign

To ensure that EHEF reaches the main targeted visitors, including young professionals, universitystudents and staffs; also the other targeted visitors such as parents, teachers, media, governmentofficials, and academicians, the EHEF Promotional campaign focuses on four major communicationchannels: traditional promotional channels (poster, flyer, banner, event, etc), traditional PR channels(media placement, radio, press conference and story pitching), electronic channels (website, websitebanner, email blast, etc) and on site promotion (banner).

Tentative EHEF’s Promotion Campaign:• 5,000 hard copy catalogues, the soft copy could be downloaded via EHEF website• 3,000 posters and 50,000 flyers to be displayed at schools, universities, cultural centres, etc.• Press Conference & Press Release• T-shirts with EHEF l& sponsor logo for the fair staffs• Giant Banners & 20-40 Vertical Banners (in each city)

• Advertisements in newspapers and magazines• Banner placement in popular websites• Media Partnership• Social media Campaign (email blast, facebook, twitter and other social network)

The EHEF Indonesia Promotion Campaign will be finalized in September 2014 . Detailed promotionalplans will be made available to you upon request.

8. Partner’s Hotels

All participants are requested to arrange their own accommodation and transportation. You are

urged to book your rooms as soon as possible due to the high peak season, and no later than Friday,24 th October 2014 .

Le Meridien Hotel Jakartahttp://www.starwoodhotels.com/lemeridien/property/overview/contact.html?propertyID=1837

EHEF Official Room Rate : Deluxe : IDR 1,400,000

Majapahit Hotel Surabayahttp://www.hotel-majapahit.com/

EHEF Official Room Rate : Garden Terrace : IDR 975,000 Executive Suite : IDR 1,175,000

Sheraton Surabaya Hotel and Towerhttp://www.starwoodhotels.com/sheraton/property/overview/index.html?propertyID=164

EHEF Official Room Rate : Deluxe Room : IDR 1,300,000

Delegates rate includes:• Accommodation, Breakfast daily for single and double• High Speed Internet Access• Rate is inclusive to 21% prevailing government tax and service charge


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9. EHEF Registration Procedure

In order to be eligible to exhibit at EHEF Indonesia, the institutions must:• Be a higher education institution which is based in one of the 27 EU Member States,• Be recommended by the appointed national coordinator of the relevant EU Member State,• Provide undergraduate and / or postgraduate courses leading to recognized degrees,• Provide degree courses that have been accredited by the competent national authority in the

relevant EU Member State,• Have a strong international dimension or be actively seeking to develop one, i.e. offer courses

(preferably English-taught) and support services particularly aimed at international students.• Officially represent the European country language centre or cultural centre

Note: Priority will be given to a higher education institution with a focus on postgraduate courses.

For each country, booths are allocated for eligible higher education institutions on a first-come

first-served basis, based on the date and time the committee receives the completed and signedapplication form by fax/email at the EHEF Committee office before the application deadline. Ifthe number of applications exceeds the number of booths available, a waiting list will be created.Eligible institutions will be placed on this waiting list according to the date and time the committeereceives the complete and signed application form by fax at the EHEF Committee office before theapplication deadline.

The EHEF Committee reserves the right to select the institutions that will take part in the EuropeanHigher Education Fair based on the exhibitor’s selection criteria, as described above. Applicants willbe notified by email for the decision.

EHEF Indonesia Registration Procedures

1. Visit www.ehef-indonesia.org

2. Register online and complete the HEI / NAT Exhibitor application form at Exhibitor section. Please print your application form, sign and stamp your completed application form and fax / email it to:

EHEF Committee Fax : +62 21 5290 2173 Email : fair ehef-indonesia.org

Within 48 hours, you will get a notification by email for the second step

DEADLINE FOR THE 1st STEP REGISTRATION PROCESS: Thursday, 31 st July 2014

3. Within 5 working days after receiving the signed application form, the EHEF Committee willconfirm your participation and inform the following registration process

4. After the confirmation, the institution should complete the 2 nd phase of registration process,such as providing institutional profile for the fair catalogue and sending request form foradditional services such as booth assistant, freight assistant, printing assistance, fair catalogueadvertisement, etc.

DEADLINE FOR THE 2nd STEP REGISTRATION PROCESS: Friday, 6 th September 2014


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If you have any questions regarding the process, do not hesitate to contact us at

EHEF Project Office c/o Nuffic Neso Indonesia Contact: Mr Daniel Darmawan, Local Expert Menara Jamsostek 20 th floor Jl Jend. Gatot Subroto kav 38 Jakarta 12710, Indonesia Tel : +62 (0)21 5290 2172 Fax : +62 (0)21 5290 2173 daniel.darmawan ehef-indonesia.org

Cancellation

Cancellation fees will be charged for whatever reason, based on the date the committee receive thecancellation notice by original letter. Cancellation rates are as follows:

• 50 percent of the full EHEF exhibitor fee will be charged if the cancellation is made BEFOREFriday, 6 th September 2014

• 100 percent of the full EHEF exhibitor fee will be charged if the cancellation is made AFTERFriday, 6 th September 2014

Cancellation notification must be supplied in writing to the EHEF Committee. If it is faxed, it shouldbe followed by the original copy by post. Notification by email alone is not sufficient.

9.1 Short Profile of Exhibiting Institutions An EHEF Fair Catalogue containing country and institutional profiles will be printed and

distributed to all visitors free of charge. Each exhibitor is allowed to include one institutionalprofile in the EHEF catalogue free of charge using the online Catalogue Entry Form duringthe 2 nd phase of the application procedure. National representatives are requested to providea country profile for the respective country.

Please complete the form in English. The submission deadline for the institutional profileis Friday, 6 th September 2014 . If the institutional profile is not received by the deadline, theallocated space will be removed. The organisers reserve the right to edit and shorten thecontent of the profiles. Please ensure that there are no grammatical or spelling errors in

your text.

9.2 Background Design and Name on the Fascia Board In order to allow the visitors to recognize your institution, EHEF booth will use background

printing (3 meters width x 2.5 meters height) to differentiate between institutions. Pleaseprovide the design. The submission deadline for the institutional profile is Friday, 6 th September2014 .


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3 (width) x 2.5 (height) sqm

All back-wall design will be printed in full colour

PDF, Adobe Illustrator, Corel Draw, EPS, FreeHand, Tiff or JPEG, with150 dpi resolution. If you send an open file please remember to attachfonts (it is preferable to convert fonts in letter contours), pictures andillustrations.

Please upload the file to the internet, and send the download link toEHEF Committee, fair ehef-indonesia.org

Due to the time constraints, if we don’t receive any design, we will usestandard template for your institutions.

Size

Colour

Artwork Format

Delivery Artwork

Deadline

9.3 Representatives Badges EHEF Exhibitor Badges will be used as identification during the event. All EHEF exhibitors

need to wear them at all time of the fair. Please use the online form to submit the namesof all your official representatives (up to a maximum of 5 per booth). Deadline: Friday, 6 th

September 2014.

9.4 Country Presentations (for National Representations Only) Each National Representation (NAT) will be given 25 minutes time allocation (free of charge)

to deliver a short presentation about its respective country and the education system to thevisitors. Due to time constraints, it will not be possible for HEIs to give presentations. A timeslot can be booked during Phase 2 of the registration procedure by National Representationsonly. Deadline: Friday, 6 th September 2014.

The presentation about your country will be listed in the seminar schedule which will beannounced through the EHEF website and posters in the exhibition area. It is advised to

personally invite visitors to attend your country presentation. All speakers are expected to bepresent at the seminar rooms at least 5 minutes before the presentation.


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10. Freight Forwarding

Exhibitors are responsible for the shipping of their exhibition materials to the EHEF Indonesiavenue. Exhibitors may use any contractor of their choice. Any contractual arrangement betweenthe exhibitor and the freight forwarder is solely an arrangement between the two parties. TheEHEF committee will not be liable in the event of services or payments between the freight forwarderand an exhibitor when things are not being provided as contractually agreed upon.

Please be advised that:

• Always inform us about your shipment details to fair ehef-indonesia.org , in order us to trackyour shipment,

• Always restricted the weight to 50 kg per box to avoid problem in our custom. Commonly, a boxwith weight more than 50 kg will be implied to paid import tax duty

• Please make sure that your material is packed in suitable packing (strong cartons, securely

closed)• When you calculate the shipping time, please take into account that Indonesian custom and taxprocedures could take a long time (2-3 weeks).

• Please ensure that the cargo and packages are already cleared by the customs at the time theyarrive at Kartika Expo Center . The venue and the organisers will not provide any documents fortax/custom/import duty/etc.

• Shipments that are delivered outside the mentioned hours will not be allowed.• A representative of your institution should be present at the time of delivery to receive the

couriered items. Local handling and porters may not be available at the venue and organiserswill not arrange any.

• Each single package must be labelled clearly in English, stating:

(Country name) (Name of institution) (Name of representative) EHEF Indonesia 2014 Box number (xx) of (xx) City: xxxxx

For: European Higher Education Fair 2014 Exhibitor Name : xxxxxxx

Once again, the EHEF Committee would like to underline that any contractual arrangement between your institution and the freight forwarder is solely an arrangement between the two parties. TheEHEF Committee will not be liable when services or payments between the two parties are not being

provided as contractually agreed upon.

Should you choose to transport your materials through your own contractor, you should consignthe shipment to be delivered to the EHEF venue:

• Jakarta – Kartika Expo Center, Balai Kartini, strictly on 7 November 2014 between 13.00 –

18.00• Surabaya – Grand City Ballroom, strictly on 10 November 2014 between 13.00 – 18.00.• Makasar – we proposed to hand carry all materials


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Costs and practical matters

• CostsExhibitors are responsible for the shipping costs to the venue. We would like to point out that

shipping costs could lead to a high figure. Please keep that in mind when you decide the amountof brochures to be shipped. All costs must be paid respectively by each exhibitor to the appointedshipping services. If possible, please use our Printing Services Assistance

• Number of brochures to be sentWith an expected number of visitors of 10,000 over the 4 days event, we recommend you not tosend more than 1,000 copies per brochure. Please keep in mind that shipping cost depends onthe weight of your package. Furthermore, it will not be possible to return any of your materialto your home country after the fair unless you organise and pay the return shipping costs byyourself.

• Insurance

Your shipment will not be insured by the organisers. In case you want it to be insured, you needto arrange this with the shipping company.

• Courier ServicesExhibitors who intend to sending their exhibition materials by courier services companymust make sure cargo customs cleared under Delivery Duty Paid and total gross weight notmore than 50 kg per box. It is important to avoid high import duty by Indonesia customs agency.Please check properly with the courier services to avoid cargo stuck at the airport.

11. Printing Assistance

The EHEF committee have prepared additional printing services for the Exhibitors. Based onexperience, the costs for sending brochures and other promotional materials are quite expensive.Therefore, the committee provides this additional service to print the brochures and other materialsin Indonesia with a reasonable price

To access this service, the exhibitors have to complete the following steps:Step 1 : Select Printing Assistance on the registration form.Step 2 : The EHEF Committee will contact the exhibitor’s PIC for details of the materials and

specifications to be printed, as well as the number of printed materials needed, in orderto make a Printing Assistance offer.

Step 3 : If the price stated on the offer is agreed, then an official purchase order will be issued by

the exhibitor requesting the printing assistance.Step 4 : The exhibitor have to send the Final Artwork softcopy to the EHEF Committee throughuploading the file into link site.

If you choose this option, please be advised that:• The EHEF Committee will not be responsible for any mistakes in the design and content. Our

responsibility is limited only to the quantity and product specification.

• The printing time could take up to 10 working days, depending on the printing company workload.Therefore, it is very crucial to respect the deadline agreed upon in sending the materials to beprinted.

• The printing materials will be ready at your booth before the event. However, in order to obtainthe printed materials, the exhibitors must first settle the payment due according to the amountstated on the invoice.


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12. Payment

Exhibitors Fees:

• Higher Education Institution (HEI): EUR 800 per booth for 3 cities, EUR 700 for 2 cities and EUR550 for 1 city.

• National Representative (NAT) / EU Member States: eligible to have 1 (one) free booth. Anadditional booth could be provided for EUR 800 per booth for 3 cities, EUR 700 for 2 cities andEUR 550 for 1 city.

Payment Procedures

An invoice will be sent to all exhibitors for payment of all costs concerning participation in the Fair.Please do not make any payment before you receive an invoice. In order to guarantee the participationof your institution, please make sure that the registration fee is received by the organisers withinthe indicated payment terms. National representations are not required to pay participation fees forthe single booth they are entitled to book, except for additional booth and equipments.

Please note that the organisers will only send one reminder after the deadline has passed. If thecommittee do not receive the payment after the reminder, the organisers reserve the right to cancelyour participation and to reallocate the exhibition space without prior notification.The exhibitors are responsible to all charges along with any other fee related to the fund transferand please quote the invoice number. Should you have further questions concerning payment andaccounting, please contact the EHEF Project Office.

Participation fee must be made in full by Friday, 6th

September 2014, the Organiser have the right tooffer the place to other institutions in the waiting list if the payment has not been received on thatdate.

13. Contact Details

Daniel Darmawan

+62 (0)21 5290 2172 / +62 (0)21 5290 2173

www.ehef-indonesia.org

daniel.darmawan ehef-indonesia.org

fair ehef-indonesia.org

info ehef-indonesia.org

Neso IndonesiaMenara Jamsostek 20th floorJl Jend. Gatot Subroto kav 38, Jakarta 12710, Indonesia

Contact Person

Phone / Fax

Website

Contact Person email

Exhibitor Issues

General info

Address


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E H E F 2 0 1 4 E X H I B I T O R M A N U A L - A N N E X E S 13

Appendix 1

TERMS AND CONDITIONS FOR PARTICIPATION IN THE EHEF Indonesia

These are the terms and conditions agreed by:

“The EHEF Committee”, (British Council, CampusFrance, DAAD, Neso Indonesia and Uni Italia), and“The Exhibitor”, the eligible institution, network or consortium of institutions, National Representation, or theirrepresentative which has made a successful application to the EHEF Committee to participate at the EuropeanHigher Education Fair.

In these conditions:“The European Higher Education Fair” or “Fair” is organised by the EHEF Committee in the country specifiedin the Fair profile;

“The Venue” as defined in the Fair details;

Exhibitor Selection criteria for Higher Education InstitutionsIn order to be eligible to exhibit at EHEF Indonesia, the institutions must:

• Be a higher education institution with their headquarters in one of the 27 EU Member States,• Be recommended by the appointed national coordinator of the relevant EU Member State,• Provide undergraduate and / or postgraduate courses leading to recognized degrees,• Provide degree courses that are accredited by the competent national authority in the relevant EU

Member State,• Have a strong international dimension or be actively seeking to develop one, i.e. offer courses (preferably

English-taught) and support services particularly aimed at international students.• Officially represent the European country’s language centre or cultural centre. Note: Priority will be given to individual higher education institutions with a focus on postgraduate

courses.

For each country, booths are allocated for eligible higher education institutions on a first-come first-servedbasis, based on the date and time the committee receive the completed, signed application form by fax at theEHEF Committee office before the application deadline. If the number of applications exceeds the number ofbooths available, a waiting list will be created. Eligible institutions will be placed on this waiting list accordingto the date and time the committee receives the completed, signed application form by fax at the EHEFCommittee office before the application deadline.

The EHEF Committee reserves the right to select the institutions that will take part in the European HigherEducation Fair based on the exhibitor selection criteria, as described above. Applicants will be notified byemail for the decision.

Cancellation of a European Higher Education FairThe EHEF Committee reserves the right to postpone, curtail, move, extend or cancel a Fair, or move Exhibitors,or close a part or all sections of the Exhibition temporarily or permanently, if unforeseen events so require.Should it be necessary to postpone, curtail, move, extend or cancel the Fair, or move an Exhibitor, the Exhibitorshall not be entitled to withdraw from the contract nor to claim indemnity.

If the EHEF Committee cancel a European Higher Education Fair due to force majeure , all efforts will be

made to reimburse exhibitor fees and any additional fees paid to the EHEF Committee included in the officialapplication form (i.e. additional equipment or catalogue advertisement). Exhibitors will be responsible for anycancellation charges on flights, accommodation and any other costs they may incur.


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Participant’s CancellationCancellation fees will be charged for whatever reason, based on the date the committee receive the cancellationnotice by original letter. Cancellation rates are as follows:

• 50 percent of the full EHEF exhibitor fee will be charged if the cancellation is made BEFORE 31st

July2014.• 100 percent of the full EHEF exhibitor fee will be charged if the cancellation is made AFTER 31 st July

2014.

Payment scheduleThe EHEF Committee will issue an invoice to the Exhibitors for the European Higher Education Fair boothand any additional costs before the event takes place. Terms of payment and deadlines are stated on theapplication form and must be respected in order for the Exhibitor to secure their slot in the Fair. The EHEFCommittee reserves the right to cancel the contract and otherwise re-arrange the space reserved if paymentsare not issued on time. In such an event, the EHEF Committee shall not be liable for any resulting costs,

damages and/or losses charged to the Exhibitor.

If invoices are made out to a third party based on the instructions of the Exhibitor; the Exhibitor is liable for allcharges.

VATAmounts invoiced by the EHEF Committee are exempt from VAT. The EHEF Committee reserves the right tosend a supplementary invoice for VAT if required by EU legislation.

Accommodation, travel and freightPlease note that the European Higher Education Fair exhibitor fee does not include accommodation, freight,

international and/or domestic travel costs.

Loss or damage to Exhibitor’s propertyThe EHEF Committee will not be liable for the damage, theft or loss of any Exhibitor’s property in anycircumstances. The Exhibitor is responsible for taking out adequate insurance.

Loss or damage caused by ExhibitorThe Exhibitor will indemnify EHEF Committee for: all actions, claims, suits, costs, expenses, demands (whetherin respect of damage to property, personal injury or otherwise and including all legal costs and other expensessuffered or incurred by the Implementing Agencies) which any person may bring or claim arising from and outof the use of the Venue by the Exhibitor, its employees, servants, contractors and invitees; Loss and damage tothe Venue and to any property therein arising out of the use of Venue by the Exhibitor, its employees, servants,contractors or invitees and in particular but without prejudice to the generality of the foregoing caused by theuse or misuse of water, gas or electricity.

Personal accidentsThe Exhibitor must occupy and use the Venue and the space allocated to it at its own risk and neither the ownernor the EHEF Committee accept any liability for any accident, damage or injuries suffered at the Venue by theExhibitor, its servants, agents, contractors, invitees, members of the public, or any person whatsoever.


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DisclaimerThe EHEF Committee accept no liability for loss or damage suffered by the Exhibitor and caused by:

• The failure of any service or amenities which the Implementing Agencies is responsible for providing;

• The failure of any service or amenities to be provided by the European Higher Education Fairsubcontractors;• Cancellation or suspension of the European Higher Education Fair due to force majeure , including war,

earthquake, typhoon, adverse weather, strikes or by reason beyond the EHEF Committee’s control.

The EHEF Committee accepts no responsibility whatsoever for licensing matters, customs duties, importcharges, taxes, delivery of visas, and hotel rooms or Exhibitors’ travel arrangements.

BoothsExhibitors will be provided a booth as detailed in the Fair profile. Exhibitors will accept the booth that is providedto them by the Implementing Agencies. Exhibitors must not change the booth structure, fascia board, flag,

carpeting or walls or any other element that is common to all booths.

Depending on the location of the booth area, specific locations may have electrical boxes, cables, water pipesrunning through or beside the booth.

Promotional materials and displaysExhibitors are not allowed to distribute literature or materials or any promotional items of any sort outside oftheir booth, either inside or outside the Fair exhibition area. Exhibitors may be asked to submit all promotionalitems, materials, literature and displays to the Implementing Agencies for approval and to make such changesas shall be agreed. If agreement cannot be reached, the Exhibitor must withdraw the literature, material ordisplay. The EHEF Committee reserve the right to close down any booth not respecting the ImplementingAgencies’ requirements. Agent’s promotional literature must not be displayed nor distributed at the Fair.

Use of venueThe Venue shall not be used for any illegal or immoral purpose and the EHEF Committee reserves the right toremove all materials that in their sole opinion may be considered offensive or obscene. All goods and propertybrought into the Venue are brought in at the owner’s risk.

DisputesShould the Exhibitor and the EHEF Committee be in dispute on the meaning or interpretation of any of theterms of this agreement, including failure to agree on an event of force majeure, the matter will be referred tothe European Commission for Arbitration.

NoticesIf either party wishes to give notice to the other party under this agreement it shall be by registered delivery orfirst class mail to the EHEF Committee (see Fair Profile).


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Termination of agreementThe EHEF Committee are entitled to terminate without prior notification the agreement with an Exhibitor if:

• The Exhibitor or its designated representative commits any breach of, or fails to observe, any of the

conditions or regulations set out in these terms and conditions;• The EHEF Committee, in their sole and absolute discretion, decide that the agreement shall beterminated;

• The Exhibitor has a receiver appointed over all or part of its assets, enters into liquidation, or commitsan act of bankruptcy, whether compulsorily or voluntarily;

• The Exhibitor fails to pay any sum due.

In the event that the Agreement is terminated by the EHEF Committee unless otherwise agreed between theEHEF Committee and the Exhibitor in writing, the Exhibitor will pay to the EHEF Committee any expenses orloss incurred by the EHEF Committee arising as a consequence of such termination.

Privacy PolicyThis Privacy Policy sets out the data processing practices carried out through the use of the Internet andthe www.ehefjakarta.org and corresponding EHEF fair websites. If you have any requests concerning yourpersonal information, any queries with regard to these practices or if you wish to modify or to remove yourpersonal data, please contact us at [email protected]

We collect personal information through the registration process only. We do not sell trade or lease yourpersonal information to third parties. We will only disclose personal information to our partners and to otherorganizations related to the event you register to, and to the suppliers we engage to process data on our behalf.

Governing LawBy submitting the application to exhibit at the Fair, the Exhibitor agrees to these Terms and Conditions. Themutual rights and obligations residing in this contractual relationship shall be interpreted in accordance withthe laws of the Republic of Indonesia. Should any of the above conditions be or become null and void, the otherconditions shall continue to be valid.


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Appendix 2

DIPLOMATIC REPRESENTATIONS of EU MEMBER STATES

Addresses of diplomatic representations of EU Member States in Jakarta, Indonesia are given below.

Please note: the country code for Indonesia is +62.

Delegation of the European Commission

Austria

Belgium

Bulgaria

Cyprus

Delegation of the European Commission to Indonesia and Brunei Darussalam

Embassy of the Republic of Austria

Embassy of the Kingdom of Belgium

Embassy of the Republic of Bulgaria

Cyprus High Commission

Address

Address

Address

Address

Address

Intiland Tower, 16 th floor, Jalan Jenderal Sudirman 32, Jakarta 10220

Jalan Diponegoro No. 44, Menteng, Jakarta Pusat 10310

Deutsche Bank Building, 16 th floor, Jalan Imam Bonjol 80, Jakarta 10310

Jalan Imam Bonjol No. 34 – 36, Jakarta 10310

30 Beale Crescent, Deakin ACT 2600, Australia

Phone

Phone

Phone

Phone

Phone

021 2554 6200

021 3193 8101

021 316 2030

021 390 4048, 391 3121

061 2 6281 0832

Fax

Fax

Fax

Fax

Fax

021 2554 6201

021 390 4927

021 316 2035

021 315 1433

061 2 6281 0860

Email

Email

Email

Email

Email

delegation-indonesia ec.europa.eu

jakarta-ob bmeia.gv.at

Jakarta diplobel.fed.be

Bgem.jkt centrin.net.id

info cyprus.org.au

Website

Website

Website

Website

Website

www.delidn.ec.europa.eu

www.bmeia.gv.at

www.diplomatie.be/jakarta/

www.cyprus.org.au


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Czech Republic

Denmark

Finland

France

Germany

Greece

Embassy of the Czech Republic

Royal Danish Embassy

Embassy of Finland

Embassy of the Republic of France

Embassy of the Federal Republic of Germany

Embassy of the Hellenic Republic

Address

Address

Address

Address

Address

Address

Jalan Gereja Theresia No. 20, Menteng, Jakarta Pusat 10350

Menara Rajawali, 25 th Floor, Jalan Mega Kuningan Lot 5.1, Jakarta 12950

Menara Rajawali 9 th Floor, Jalan Mega Kuningan Lot 5.1, Jakarta 12950

Jalan M. H. Thamrin No. 20, Jakarta Pusat 10350

Jalan M.H. Thamrin No. 1, Jakarta Pusat 10310

Plaza 89, 12 th Floor, Jalan H.R. Rasuna Said Kav X-7 No 6, Kuningan, Jakarta 12940

Phone

Phone

Phone

Phone

Phone

Phone

021 390 4075-7

021 576 1478

021 576 1650

021 2355 7600

021 3985 5000

021 520 7776

Fax

Fax

Fax

Fax

Fax

Fax

021 390 4078

021 576 1535

021 576 1631

021 2355 7602

021 390 1757

021 520 7753

Email

Email

Email

Email

Email

Email

jakarta embassy.mzv.cz

jktamb um.dk

sanomat.jak formin.fi

ambassade ambafrance-id.org

dtbotjak indo.net.id

grembas cbn.net.id

Website

Website

Website

Website

Website

Website

www.mfa.cz/jakarta

www.ambjakarta.um.dk

www.finland.or.id

www.ambafrance-id.org

www.jakarta.diplo.de

www.greekembassy.or.id


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Hungary

Ireland

Italy

Luxembourg

Netherlands

Poland

Embassy of the Republic of Hungary

Embassy of Ireland

Embassy of the Republic of Italy

Embassy of the Grans-Duchy of Luxembourg

Royal Netherlands Embassy

Embassy of the Republic of Poland

Address

Address

Address

Address

Address

Address

Jalan H.R. Rasuna Said Kav. X-3, No 1, Kuningan, Jakarta 12950

Ireland House, 541 Orchard Road, Liat Towers 8 th Floor, Singapore 238881

Jalan Diponegoro No. 45, Menteng, Jakarta 10310

Q House Lumpini 27 th Fl, 1 South Sathorn Rd, Tunghamek Sathon, Bangkok, 10120, Thailand

Jalan H.R. Rasuna Said Kav. S-3, Kuningan, Jakarta 12950

Jalan H.R. Rasuna Said Kav X Blok IV/3, Kuningan, Jakarta 12950

Phone

Phone

Phone

Phone

Phone

Phone

021 520 3459, 520 3460

065 6238 7616

021 3193 7445

066 2610 3883

021 525 1515

021 252 5938, 252 5939, 252 5940

Fax

Fax

Fax

Fax

Fax

Fax

021 520 3461

065 6238 7615

021 3193 7422

066 2610 3733

021 570 0734

021 252 5958

Email

Email

Email

Email

Email

Email

mission.jkt kum.hu

Ireland magix.com.sg

embitaly italambjkt.or.id

bangkok.amb mae.etat.lu

jak minbuza.nl

media polandembjak.org

Website

Website

Website

Website

Website

Website

www.mfa.gov.hv/emb/jakarta

www.embassyofireland.sg

www.ambjakarta.esteri.it

http://indonesia.nlembassy.org

www.jakarta.polemb.net


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Portugal

Romania

Slovakia

Spain

Sweden

United Kingdom

Embassy of Portugal

Embassy of Romania

Embassy of the Slovak Republic

Embassy of the Kingdom of Spain

Embassy of Sweden

Her Britannic Majesty’s Embassy

Address

Address

Address

Address

Address

Address

Jalan Indramayu No. 2, Menteng, Jakarta 10310

Jalan Teuku Cik Di Tiro No. 42 A, Menteng, Jakarta Pusat

Jalan Prof. Mohammad Yamin No. 29, Menteng, Jakarta 10310

Jalan Haji Agus Salim No. 61, Menteng, Jakarta Pusat 10350

Menara Rajawali 9 th Floor, Jalan Mega Kuningan Lot 5.1, Jakarta 12950

Jalan M. H. Thamrin No. 75, Jakarta 10310

Phone

Phone

Phone

Phone

Phone

Phone

021 3190 8030

021 390 0489, 390 2610

021 310 1068, 315 1429

021 3193 5937, 3193 5134

021 2553 5900

021 314 4229

Fax

Fax

Fax

Fax

Fax

Fax

021 3190 8031

021 310 6241

021 310 1180

021 576 2691

021 2356 5353

Email

Email

Email

Email

Email

Email

prembjak cbn.net.id

romind indosat.net.id

slovemby indo.net.id

emb.jakarta mae.es

[email protected]

info ukvac-id.com

Website

Website

Website

Website

Website

Website

www.embassyportugaljakarta.or.id

www.swedenabroad.com

www.britishembassy.gov.uk/indonesia

ehef indonesia

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