event guidelines 2013

8/13/2019 Event Guidelines 2013

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Kuala Lumpur Convention Centre

Event Guidelines 2013www.klccconventioncentre.com


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EXHOD001 1.1

CONTENTS

Section Title Page

Part 1

11.11.21.3

IntroductionContentsIntroduction of Exhibition GuidelinesAbout the Kuala Lumpur Convention Centre

iiiiiiv

22.1

IndexIndex Items in Alphabetical Order

59

Part 2

Appendix A MapsMap Access to Kuala Lumpur Convention CentreMap Access to the Loading Dock

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Appendix B Floor PlansEXHFP000a Ground LevelEXHFP000b Exhibition Hall 1EXHFP000c Exhibition Hall 2EXHFP000d Link Hall 3

EXHFP000e Exhibition Hall 4EXHFP000f Exhibition Hall 5EXHFP003a Level 3EXHFP003b Conference Hall 1,2 & 3EXHFP003c Grand Ballroom 1 & 2EXHFP003d Banquet Hall

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Appendix C FormsEXHF402a Audio Visual FormEXHF402b Beverage FormEXHF402c Booth Catering FormEXHF402d Telecommunications FormEXHF402f Water & Compressed Air FormEXHF402g Potted Plants & Flower FormEXHF402h Exhibitor Banner Hanging Request Form

EXHF402i Security Services FormEXHF402j Service Staff FormEXHF402k Stand Cleaning FormEXHF402l Internet Services FormEXHF403 Electrical Connection Request Form (For Official Stand Builder Only)EXHF404 Hanging Object Request FormEXHF405 Exhibitor Food & Beverage Samples Request Form

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Appendix D Local Authorities Contact Details 80

Appendix E Emergency and Evacuation Procedures 84

Appendix F Signage Guidelines 88

Appendix G Vehicle Holding Area 95


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EXHOD001 1.2

INTRODUCTION

The Kuala Lumpur Convention Centre (the Centre) is committed to ensuring that allrequirements relating to your event are met. As such, this Exhibition Guide (Guide) has beenprepared to provide Event Organisers, Contractors and Exhibitors with the necessaryinformation regarding the Centres benchmarks and guidelines that must be observed whileworking within the Centre.

The Guide provides general operational and procedural information relevant to any eventheld in our premises and is intended to serve as a guide. It does not purport to becomprehensive or representative of expert or legal advice.

It is the responsibility of the Event Organiser and Contractor to ensure all regulations,policies and deadlines outlined in the Guide are observed carefully and performed by theExhibitors involved in their Event. The Event Organiser should also refer to the Appendicesand include any other items which are relevant.

Any Exhibitor Handbook produced by the Event Organiser must be sent to the Centre forapproval prior to distribution.

The information in this Guide is current and correct at the time of printing and may be subjectto change without notice.

Should you require further information or assistance, please refer to the Centres website atwww.klccconventioncentre.com.


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EXHOD001 1.3

ABOUT THE KUALA LUMPUR CONVENTION CENTRE

The Kuala Lumpur Convention Centre (the Centre) is a component of the Kuala Lumpur City Centre(KLCC) and is managed and operated by Convex Malaysia Sdn Bhd, a joint-venture companybetween KLCC (Holdings) Sdn Bhd and AEG Ogden Pty Ltd, Australia.

A winner of numerous awards including the Meeting Industry Marketing Awards (MIMA) 2012 for BestPrint Advertising Campaign (Gold); the MICE Report Awards 2012 for Best Convention Centre inAsia; Business Destinations Travel Awards 2011 for Best Congress & Convention Centre, Asia; TTG

Travel Awards 2011 forBest Convention & Exhibition Centre; Meeting Industry Marketing Awards(MIMA) 2011 for Best Use of Budget (Bronze); CEI Industry Award 2009; and Travel Weekly (Asia)

Industry Awards 2007 and 2008 for Best Convention & Exhibition Centre in Asia; the Centre is awholly-owned facility of Kuala Lumpur Convention Centre Sdn Bhd which in turn, is owned by KLCC(Holdings) Sdn Bhd, a wholly-owned subsidiary of Petroliam Nasional Berhad (PETRONAS).

The Centre has ISO 9001, ISO 22000, ISO 14001 and OHSAS 18001 certifications, EarthCheckBronze status (environment) and Hazard Analysis and Critical Control Points Certification (HACCP)recognition, the international food safety system for international convention facilities and five-starhotels. It is also the first in Asia; and one of only 12 AIPC centres worldwide, to receive the GoldAIPC Quality Standards certification.

Comprising two auditoria (seating 3,000 and 500 respectively), 12,310 sqm of Exhibition Halls

including a 2,600 sqm standalone marquee, a Grand Ballroom which seats 2,000 diners, a BanquetHall for 500, a Conference Hall for 1,800 and 20 other meeting rooms, the Centre provides22,659sqm of function space in the heart of Kuala Lumpur.


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EXHOD001 2.1

INDEX

Title Page No Appendix

Access Cards 9

Access Policy 9

Access to the Loading Dock 10 A MapsG Vehicle Holding Area

Air Conditioning 11

Air Condition Vents 11

Aisles 11

Alterations to Furniture and Artworks 12

Animals 12

Announcement and Audio Systems 13

Balloons and Flying Objects 13

Banner Exhibitions 14 C Service Order FormsF Signage Guidelines

Broadcasting/Telecasting Rights 15

Canvassing, Solicitation and Distribution 15

Car Display 15

Care of Building 16

Carpet 16

CCTV 16

Cleaning Services 17 C Service Order Forms

Cleaning Waste Chemicals andSubstance

18

Cleaning Waste Disposal and Skips 18

Cleaning Waste Recycling Campaign 3R 18

Communication (Telephone Data) 19

Compressed Air 19 C Service Order Forms

Contractors, Sub-Contractor and Suppliers 19

Contractor Performance Evaluation (CPE) 21

Copyright, Permits and Licenses 22 D Local Authorities Contact Details


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INDEX


Damages 22

Deliveries Exhibitions 22

Disclosure Exhibition Profile 23

Distribution of Brochures 23

Distribution of Gifts 23

Draping Materials 23

Dynamic Exhibits 24

Electrical Facilities 25

Electrical Connection Guidelines 26 C Electrical Connection Request Forms

Electrical Consumption 27

Electricity Supply Mobile Generator 28

Electrical Testing 28

Emergency and Evacuation Procedures 28 E Emergency and Evacuation Procedures

Escalators and Lifts 28

Exhibition Services 29

Exhibitor Catering (Kiosk) 29

Exhibition Hall Organisers Office 29

Exhibition Hall Hospitality Lounges 29

Exhibitors Handbook 30

Fire and Safety Regulations 30 E Emergency and Evacuation Procedures

Flooring 32

First Aid Services Guidelines 33

Floor Loading Limit 33

Floor Markings 34

Floor Plans Exhibition 34

Floor Plans Foyer Area 36Floor Plans No Build Zone 36 B Floor Plans

Food and Beverage Policy 36


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INDEX


Food and Beverage Sample(s) 38 C Food and Beverage Samples RequestForm

Food and Lifestyle Exhibitions 39

Food Cooking of Food on Stand/Booth 40

Food Handling and Food Hygiene 40

Freight Delivery 41

Freight Forwarder 41

Freight Lifts 41

Forklifts 42

Gas Appliances 42

Hanging Objects 42

Hazardous or Dangerous Materials 43

Insurance 43

Licenses 44

Lightings, Sound & Visual Systems 44

Loss of Property 44

Loading Dock Operable Door 44

Motorised Vehicles 45

Painting 46

Plant and Equipment 46

Pool, Pond and Large Vessel 47

Potted Plants and Floral Arrangements 47 C Service Order Forms

Pyrotechnics and Special Effects 47

Rigging AV Kuala Lumpur Convention Centre 48 C Rigging Load Indemnity Forms

Risk Management 50

Sand, Soil and Similar Materials 51

Satellite Dish Placement 51

Security Exhibitions 51

Signage Public Area 52


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INDEX


Smoking Policy 53

Stand Structures and Construction Regulations 53

Stand/ Booth Electrical Installation Regulations 57

Stand/ Booth Lighting Installation Regulations 57

Storage 58

Tobacco 58

Traffic Management Procedures 58

Water and Drainage Service to Pits 62 C Service Order Forms

Weapons 63

Working in Public Areas (Foyers) 63

Welding and Hot Work 63


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Access Cards

The Centre is equipped with an electronic locking system. Access cards are necessary for entryinto all areas within the Centre. Access cards may be issued to the Event Organiser uponrequest or on entry to the venue. Up to a maximum of two (2) access cards may be issued. TheEvent Organisers must return the access cards to the Centre prior to the expiration of theLicence Period.

In the event an issued access card is lost, the Event Organisers shall immediately inform the

Security Department. A replacement fee will be charged to the Event Organisers.

Access Policy

Access to Centre GuidelinesNo Access will be permitted for the delivery of exhibits, floor marking, stand fittings and otheritems into any part of the Centre prior to the first date of the Licence Period (outside of theschedule in the Sales Agreement). Early access may or may not be granted and is subject tothe following conditions:-

Written permission from the Centre A rental will be charged based on the duration of the early access and the area of the

Centre accessed Written indemnity by the Event Organiser to the Centre to cover all aspects of property

damage, public liabilities and all risks whatsoever during this early access.

Move-in/Move-out SchedulesMove-in and move out schedules showing the access time for contractor, Event Organisersand/or exhibitors personnel are required and must be submitted to the Centre fourteen (14)days prior to the Event move-in. (See Traffic Management)

Event Organisers must notify the Centre at least three (3) working days prior to any changes to

the move-in/move out schedules, so that changes can be promptly reflected in the LoadingDock Traffic Control Schedule.

Hall InspectionThe Centre will undertake documented pre-event and post-event inspections of the venue incooperation with the Event Organisers or their appointed representative.

The pre-event hall inspection will take place prior to floor marking on the move-in date while thepost-event inspection will be held after final cleaning by the Event Organisers.

During the inspection, all contracted meter readings will be recorded and all equipment and set-up ascertained as approved. All these readings will be noted in the Hall Handover and Hall

Takeover Check List.


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Upon conclusion of the Event and tear-down, a joint inspection will be conducted involving theEvent Organiser, the appointed official stand contractor and the exhibition supervisor to recordthe meter readings and to check for defects and damage to the venue.

The cost of any defects or damage to the building resulting from the Event and contractor build-up will be deducted from the Event Organisers refundable security deposit (See Damage).

Stand/Booth Erection and Dismantling TimesDuring the build-up period, the venue will be accessible from 0700hrs to 2359hrs. The seven

(7) hours from 0000hrs to 0659hrs during the period allows the Centre to undertake buildingmaintenance, repairs and clearing if required. Work may not be carried out during this time andthe venue will remain closed to Event Organisers and contractors. Where activities arenecessary beyond or exceeding the night time closure, an additional rental charge, calculatedon an hourly and a per hall basis, will be incurred unless otherwise stated in the SalesAgreement.

For reasons of general safety the break between 0000hrs and 0659hrs also ensures thatpersonnel engaged by contractors for the Event will receive a rest period, thus enhancingoccupational health and safety standards within the venue.

Exhibitors are to unload their vehicles at the loading dock and not, the front door. Any damage

to the building as a result of moving materials in through the front door is the responsibility ofthe Event Organisers.

No children under the age of 18 years are allowed into the exhibition halls during the build-upand breakdown. The exhibition halls can be hazardous during these times and this ruling is inplace to protect childrens safety.

Duration of ExhibitionThe venue is open to exhibitors one hour prior to the official opening and one hour after theofficial closing time. Exhibitors who are required to be at their Stand/Booth before or after thesetimes for whatever reasons must seek written permission from the Event Organisers and theCentre. Such permission will be considered on a case-by-case basis. Any maintenance workrequired during the Event must be pre-arranged with the Event Organiser. Maintenance canonly be undertaken during the closed hours of the Event.

Access to the Loading Dock(See Traffic Management)


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Air-Conditioning

Air-conditioning is not provided in the venue during the build-up or tear-down period. If required,Event Organisers may need to make prior arrangements with the Centre for air-conditioningduring these periods and which will be charged on an hourly rate basis.

The request of air-conditioning during the build-up period is subject to the following conditions:- Loading dock must be closed.

The air-conditioning requested must be in a continuous block of four (4) hours minimumduration.

The venue must be cleared of any form of waste that may damage the air conditioningsuch as saw dust, Styrofoam packaging, etc. so they do not affect the air-conditioningsystem.

Air conditioning will be provided to the venue two (2) hours prior to the operational opening timeand for one (1) hour after the operational closing time. Air-conditioning required outside theabove times will be charged on an hourly rate basis per exhibition hall.

Air-Condition Vents

Care should be taken to ensure drapes and other related items are not positioned so as toobstruct airflow from air-condition vents in any room. Drapes and other related items must berigged below the level of the vents.

Aisles

The minimum aisle width applicable to all trade exhibitions is 2.5 metres and to all consumerexhibitions is 3 metres.

Exhibitors are not permitted at any time to obstruct or allow the obstruction of any aisle space,or obstruct access to emergency exits, fire hose and fire extinguisher cabinets and buildingcontrol access doors or panels, etc. These no-build areas are clearly marked on the floor. Anyencroachment into public aisle ways from an assigned booth area is strictly prohibited.

The Centre reserves the right to have anything obstructing or restricting access to the aboveitems removed at the exhibitors cost, without any liability for loss or damage.


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Alterations to Furniture and Artworks

Furniture at public areas cannot be removed. The removal of furniture, fittings and artwork fromtheir original location in the venue requires prior written consent from the CentresManagement.

Animals

Live animals, including wild or domesticated animals, reptiles, insects, fish and birds butexcluding those used to assist persons who are impaired such as guide dogs for the blind, etcare not permitted in the venue except where they are:-

Participating in displays or Events.

The main focus of an Event is animal-related.

Any Event in the Centre involving any type of animal requires prior written notification by theEvent Organiser and subsequent written approval from the Centre as well as written approvalfrom the Animal Welfare Society and SPCA as to the animals participation in the event.

Where any animal is to be displayed or is a part of an Event, the Event Organisers shall provide

the following, as appropriate, prior to the animal being brought into the Centre:- Listing of the local and scientific names of the animals

Special Permit is required as listed under Schedule 1:a. Totally Protected Wild Birds or Protected under the Wildlife Act 1972b. Totally Protected Wild Animals and Schedule 3

Licence is required for animals listed under Schedule 2a. Protected Wild Animals, Schedule 4b. Protected Wild Birds and Schedule 5c. Protected Insects or Protected under the Wildlife Act 1972

Evidence of insurance, which covers the type of animal(s) to be brought into the Centre. A Risk Assessment and procedures for the handling and containment of the animal

before, during and after the Event, including details of the controls in place to protect the

public or our employees and specifically where any interaction between the animal(s)and the public or our employees is likely to occur.

All procedures for the handling, containment before, during and after the Event shall bepresented to the Centre for approval and the decision to allow such display shall be atthe discretion of the Centre.

Details of the animal(s) accommodation arrangements as no animals shall be kept atthe venue overnight, unless authorised by the Centres Management.

Emergency procedures are to be provided by the Event Organisers in the event theanimal needs to be destroyed or where the escape of such animal(s) may occur.

A competent handler shall be on-site at all times with the animal in order to ensure thesafety of persons or property whilst the animal is on-site.

Where animals are being used as part of an exhibit or performance, the handler mustdemonstrate compliance with relevant animal protection and welfare requirement.


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Announcement and Audio Systems

The Exhibition Halls have a public address system. Hall rental is inclusive of standard PAsystem for announcements only.

Noise LevelThe exhibitors are advised that any audio system or electrical device producing irritating,intermittent and/or sequential sounds/noise is not permitted without prior approval from theEvent Organiser and the Centre.

The distribution of noisemakers such as whistles, crickets, horns, etc is prohibited. Audiopresentations must be muffled so that the noise does not interfere with other exhibitors, thework of our employees and/or visitors passing through the Centre. Any noise emitted mustcomply with relevant public health, environmental and occupational health and safetylegislation. Persons in charge of the sound system have an obligation to ensure that the systemdoes not exceed the specified SPL (Sound Pressure Level) as indicated in the Law of Malaysia,Factories and Machineries Act 1967, Noise Exposure Regulations 1989.

Operation of machine & appliances generating noise should be kept to a minimum the interestof all exhibitors and visitors. Noise at the stand boundary shall not be exceeding 70 dB (A).

Balloons and Flying Objects

Exhibitors wishing to use balloons as part of their display must seek written permission from theCentre twenty-one (21) days prior to move-in date. The written request should be accompaniedby the following details:-

Location of stand displaying the balloons.

Balloons must be hung over an exhibitors contracted stand space only not over aisleways or gang ways.

Types of balloons on display.

Size/diameter/length of balloons on display. 3D photo of balloons.

Type of gas used in the balloons. Material from which the balloon is constructed.

Toy balloons containing helium may not be distributed in the premises without written approvalfrom the Centre.The use of balloons filled with safety gas and remotecontrolled flying objects in the halls andthe grounds are not permitted.

Event Organisers are advised that they will be held responsible for any costs incurred by theCentre for repairing damage to the air handling equipment within the Centre due to gas-filledballoons being drawn into the units or getting caught in the roof structure. Charges may beincurred for the retrieval of helium balloons from the ceiling.


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Banners(See Appendix F Signage Guidelines)

The Centre has a variety of signage opportunities which can be used for both directional andpromotional purposes. Such facilities will incur a rental charge for usage. Please find below arange of banner hanging services and facilities available for use during your Event.

Banner RodsPublic areas are equipped with remote controlled banner hanging rods. The maximum vertical

load per rod is 20kg, with a maximum load of 10kg attached to the rod. Each banner hangingrod is attached to remote controlled motor allowing the banner hanging rod to be lowered to aheight of 1.5metres from the ground.

Banner Hanging PointsThe Grand Ballroom, Banquet Hall and Conference Hall 1, 2, 3 are fitted with static riggingpoints. The Exhibition Halls are fully equipped with a box truss rigging system for any riggingprojects including banners.

Banner PillarsIn addition, there are six (6) banner pillars located at the front entrance of the Centre availablefor promotional purposes.

Please discuss your particular banner requirements with your Event Coordinator who willprovide advice and any other operational details, price list and confirm placement andcoordinate bookings. (See Appendix F Signage Guidelines)

Guidelines for Hanging Banners The Centres general regulations for banner installation areas follows:-

Banner suspended from the hall ceilings are to be installed and dismantled by theCentre.

Banner hanging is subject to approval by Event Organiser. However, the Centrereserves the right to refuse to hang any banners which is deemed unsafe.

Banners must be hung over on exhibitors contracted stand space only not over aislesway or gang ways.

Only lightweight hanging banners with dimensions of 4mW x 2mH (Horizontal) or 3mWx 1.mH(Vertical) will be permitted with no lighting or other attachments.

The maximum weight of a banner hang from hall ceilings shall not exceed 20kg. The order of Banner Hanging Point must be submitted with a truss ceiling plots plan

specifying the exact location(s) of the banner(s) for the Centres reference at leastfourteen (14) days prior the build-up date.

All banners should be delivered to the Centre at least 1 working day prior to the Eventbuild-up date.

A relocation charge is applicable for any change in the location of the banner after it hasbeen hung.

Banner installation is subject to the strict adherence to the above pre-conditions, failingwhich the Centre reserves the right to refuse installation without further notice.


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Please contact your Event Coordinator for a copy of the Organiser Banner Hanging RequestForm.

Banner ExhibitorsTo order this service, Exhibitor is to complete the Exhibitor Banner Hanging Request Form,please refer to Appendix C

Broadcasting / Telecasting Rights

The Event Organisers must obtain the prior written approval of the Centre for the broadcastand/or telecast of the Event or any portion of the Event for commercial gain. Such writtenapproval may be subject to payment, to the Centre of a percentage of the revenue to bederived from such broadcast or telecast.

All expenses associated with any such broadcast or telecast will be the responsibility of theEvent Organiser.

The venue has two (2) roof decks located on Level 5 for the positioning of temporary satellitecommunications equipment. Each deck is accessible via a freight lift. Charges may be

applicable for the placement and installation of the satellite dish and cabling connection.

Canvassing, Solicitation and Distribution

Prior written consent is required from the Centre for the solicitation and canvassing of businessanywhere in the Centre other than within the Event area. The distribution of pamphlets,handbills or other promotional material on vehicles parked within the Centres car park is notpermitted.

Car Display(See Motorised Vehicle)


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Care of the Building

No attachment, fitting or detachment is to be made to the interior or exterior walls, floors,ceiling, or pillars of the building, without prior knowledge or consent from the CentresManagement. This includes any equipment or device whatsoever which would be affixed to, orsuspended from, any structure of the building, and includes attachments that would damageany surface or structure in any part of the building.

Carpet

Exhibitions which use the Centres Level 3 ( such as Grand Ballroom, Banquet, ConferenceHalls) must ensure that the carpets are being laid or protected prior to build-up and tear down inorder to minimize the damage to the Centres properties. The service contractors are requiredto protect carpeted area with plywood on top of the Centres permanent carpet or carpet tiles.

Activities, which generate dust, such as those from sawing or sanding are strictly prohibited.Stand structure shall be pre-fabricated off site and no major construction and painting ispermitted. Anything placed on the carpet such as trestles, build-up or and tear down materials,

ladders, compressors or other equipment shall be equipped with protective feet or to be placedon a spreader etc so as not to cause permanent indentations or damage on the carpet.Dragging or moving of any equipment on or across the carpeted floor is prohibited.

Any person caught committing unsafe work practices and or non-compliance activities will befined and or prohibited from working in the Centre.

The Organiser or Licensee will incur the cost for the subsequent cleaning of the carpet or bearthe cost of the damaged carpet.

CCTV

The Event Organiser is responsible for ensuring that the Centres CCTV cameras are notobstructed at any time. Prior approval is required from the Centre for access to view anysurveillance data.


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Cleaning Services

The Event Organiser is responsible for the cleaning services for Trade or any Events opened tothe public is required to hire the Centres cleaners to take care of the cleaning. The cleaning isincluding the following areas:-

Exhibition floor including aisles.

Wet water cleaning, disposal of chemical substance and removal costs by the Centre. Removal of rubbish from stands or booths to skips in the loading dock.

Spillage.

Hall toilets. Hospitality lounge and toilets.

Registration counter. Support areas such as waste bay, loading dock, utility room, etc. Organisers' office suites and toilets.

The Centre will recommend the number of cleaning staff required for the Event, depending onthe number of halls utilized and the expected number of visitors for the Event. The minimumcleaning crew required is as follows:-

Six (6) housekeeping assistants per hall. One cleaning supervisor per Exhibition Hall wing (one hall event will still require one (1)

supervisor). Working hours: one hour before opening time and one hour after closing time for each

Event day. The hiring of housekeeping assistant is based on an hourly rate, with a minimum block

of 8 hours.

The Event Organisers shall confirm the recommended required cleaning crew and theirschedule twenty-one (21) days before the Event.

If the housekeeping assistants are unable to clean the Hall within the agreed working hours dueto a delay from the contractors or exhibitors, any additional hours will be chargeable to theEvent Organisers.

Stand CleaningEach exhibitor will be responsible for cleaning their stands and exhibits. If you would to haveyour stand cleaned, please refer to Appendix C for a copy of the Stand Cleaning Order Form.

If you have any specific requirement on waste disposal especially paint, grease, oil etc, pleasecontact the Centre to discuss correct disposal methods.

Wash BasinsThe wash basins and WCs within the toilets throughout the Centre, including the Exhibition Halls, are not to be used for disposing of tea leaves, waste food, chemicals or othersubstances, etc. The cost of clearing blockages in the drainage system as a result of this will be

charged to the Event Organisers.

The Centre will charge for any extra work arising from non-compliance with these regulationsby the Event Organisers and the Exhibitors.


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Cleaning Waste Chemicals and Substance

Under no circumstances are any hazardous chemicals, waste, grease or oils to be disposed ofvia the Centres drainage system. Exhibitors found disposing of substances in the Centresdrainage system will bear any costs incurred in the course of rectifying the situation.

Event Organisers are required to provide containment and/or disposal system for allsubstances used during Event move-in, operation and move-out. The Centre can providesubstance disposal facilities on request.

Cleaning Waste Disposal and Skips

The Event Organisers shall be solely responsible and liable for the removal of waste materialsfrom the premises inclusive of the adjacent loading docks, to the waste bins/skips provided bythe Centre.

All exhibit stand fittings and other materials brought on to the premisesfor Exhibitions, includingmaterials scrapped and debris left behind at the end of an event, shall be removed by the EventOrganisers from the premises at the end of the Event.

The Centre will arrange for compactors/open bins (dumpster skips) to be placed on the loadingdock and for their collection and proper disposal. The Event Organisers will be charged for theuse and removal of the waste bins/skips and waste disposal.

Cleaning Waste Recycling Campaign 3R

The Kuala Lumpur Convention Centre has 140001 certifications and has been awarded withEarth Check Bronze status in view of its commitment and conscientious efforts in responding tothe environmental problems facing the planet. The Centre has been commended for itsdeliberate measures in adopting best practice efforts in energy consumption, water saving,

pesticides and waste recycling.

With regards to waste recycling, the Centre has increased its efforts to involve all visitors andstaff in participating in environmental awareness activities. Part of the program is byimplementing a 3R (Reduce, Reuse and Recycle) campaign, to encourage the Centres staffand visitors to segregate their waste and to place them in the relevant colourful binsstrategically located around the Centre.

To meet our Earth Check benchmarks requirements, any waste material generated duringbuild-up, tear down and the operation of an Event are to be segregated and placed in therelevant bins as follows:-

Brown Bins for paper waste. Dark Grey Bins for plastics, bottles and tin/cans. Orange Bins for glass.

Green Bins for carton boxes.


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These Bins will be strategically located around the Exhibition Hall with additional Green Binsprovided to cope with the increased volume in paper and carton boxes generated by theexhibitors during any build-up, tear down and the operation of an Event.

Exhibitors and contractors are encouraged to use these bins to assist in the proper and correctrecycling and disposal of our waste.

Communication (Telephone Data)

Telephone, facsimile and Internet lines can be provided throughout the Centre on request.Please refer to Appendix C for a copy of the order form.

Compressed Air

There is no permanent compressed air supply to the Exhibition Halls. Any requirements forcompressed air are to be arranged in advance with the Centre. Where compressed air isrequired, the compressor is to be placed at the loading dock and hose-piped through theservice trench to the stand/booth. Only 1hp electrical air compressors are allowed to be used or

displayed in the Halls. Compressors powered by internal combustion engines are not permitted.Please refer to Appendix C for a copy of the Water and Compressed Air Order Form.

Contractors, Sub-Contractors and Suppliers

All contractors wishing to provide service to Events at the Centre are subject to approval by theCentre. This applies to all contractors supplying services such as Official Main Contractor forExhibition, Audio Visual and Freight Forwarder. Only Approved Supplier (Preferred andAccredited) shall be permitted to perform all works in relation to Events at the Centre. AllApproved Suppliers and their sub-contractors working at the Kuala Lumpur Convention Centre

are required to comply with the Centres safety, health and environmental procedures andguidelines, conducting work in a safe manner and not placing themselves or others at risk.

The following procedures and requirements are to be adhered to by Approved Suppliers andtheir employees at all times during the move-in and move-out:-

Familiarisation with the fire and emergency procedures established at the Centre. Only designated service entrances, lifts and loading dock are to be used for the

transportation of staff and materials. All attire worn by contractors, and their employees must have visible company

identification. These can be in the form of high visibility vests or uniforms. A covered footwear must be worn at all times whilst working on site.

No thongs, sandals or open-toed shoes are allowed. Alcohol is not permitted in the work areas and no one is allowed to work while under the

influence of drugs or alcohol.


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No persons under 18 years of age are permitted to enter or work on the premises. All contractors and their employees must provide their own tools and equipment and

these must be in a serviceable condition and appropriate for the task for which they areto be used. The Centres equipment cannot be used unless prior approval has beenobtained.

Proper scaffolding, including ladders and work platforms, must be used for anyconstruction activities within the venue hall and must comply with the relevant safetyand health regulations.

All contractors and their employees are strictly prohibited from using the guests toilet

facilities or loitering in the guests areas. Smoking is not allowed at any time in the Halls and associated work areas.

No consumption of food items is allowed either at the back-of-house service areas,along Persiaran KLCC and/or in the public spaces.

All contractors must not damage the Centres building or any part thereof and cannotmake any alterations to the structure of the building.

All contractors will ensure the removal of all debris, rubbish and packing materials fromthe premises. Please see Cleaning Services.

It is the responsibility of contractors and sub-contractors to apply for all the necessarypermits with the local authorities before commencing work at the Centre.

All work performed by contractors in the Centre must be carried out in a manner which

minimises the risk of harm to their employees and those of other contractors. All contractors must wear a pass supplied by the Event Organiser at all times when

entering the Centre. Overnight accommodations are prohibited on the venue.

Unruly or unacceptable behaviour and violent acts are strictly prohibited. People actingwithout due care for others, or not following directions of Seucrity or SHE staff may beevicted from site.

The Centre reserves the right to add and change any of the procedures and requirements atany time. Any person caught committing unsafe work practices and or non compliance activitieswill be fined or prohibited from working in the Centre.

Nonofficial Contractors

For all Trade and any Event opened to public, all non-official contractors are required to registerwith the Official Main Exhibition Contractor or Event Organiser. Independent or non-officialcontractors are required to comply with the Centres rules and regulations and S.H.E.guidelines. Non-compliance will result in the offender being prohibited from working in theCentre.


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Contractor Performance Evaluation (CPE)

In line with the Kuala Lumpur Convention Centres Supplier Accreditation Programme and itscommitment to provide clients with services that meet international standards of quality, safety,health and environment at cost effective rates, the Centre has developed a ContractorPerformance Evaluation (CPE) process.

The objective of the CPE is to provide a mechanism for contractors to know their level ofperformance whilst working at the Centre and to offer them feedback to enable the continually

improvement of their services.

The criteria against which contractors performance will be measured are as follows:-

1. Timely and effective delivery of services onsite (ISO 9001) Administration and management Onsite services and timekeeping

2. Compliance with the requirements contained in OHSAS 18001s

Professional conduct of all personnel (e.g. unsafe acts) Use of appropriate equipment (e.g. ladders, scissor lift, compressors)

Use of appropriate PPE (e.g. masks, harness) Workplace cleanliness (access to fire exits, material stacking and movement, etc)

3. Legal compliance with respect to safety, health and environmental legislation

Handling of chemicals Scheduled waste Incidents (dangerous occurrences) Machinery use (permits)

Where a contractor does not meet the above expectation and standards, the Centre may issuethe contractor with a Warning Notice, Yellow and Red Card.

Use of Warning NoticeA warning notice will be issued where any of the criteria are not met, such as onsite servicesare not delivered on time, an unsafe act is observed or a reportable incident occurs.

The warning letter shall be accompanied by a mandatory requirement for the contractor toremedy the situation within the period specified in the notice. The period specified will berelated to the severity of the service failure or incident and may be immediate or over a longertime period.

Use of Yellow CardA Yellow card shall be issued after 3ndwarning letters have been served in succession and

without and resolutions thereof. The contractor will be placed under a probationary performanceperiod of 3 months.


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Use of Red CardA Red Card is a formal notice by the Centre issued by Centre for:-

i. Immediate suspension and removal of the contractors from the premises.ii. Immediate barring from further entry into the premises forthwith. The Red Card shall be

issued to the both contractors Company and Employee simultaneously.iii. A Red Card can also be issued totally at the discretion of the Centre Management forth

with.

Copyright, Permits and Licenses

The Event organisers are responsible for obtaining all licences, permits and approval from theappropriate organisation, government department, statutory board or competent authority asrequired for staging the Event.

Copies of the licences, permits and approvals obtained must be submitted to the Centrefourteen (14) days prior to the Event. For the contact details of the Regulatory Authorities inMalaysia, please refer to Appendix D attached hereto.

Damages

Under Clause 14.1 of the Centres Hire Agreement, the Event Organiser is responsible foranything done in or to the Centre by its representatives. The acts or omission of the EventOrganisers representatives are taken to be the acts or omission of the hirer.

A representative is defined as employees, officers, servants, agents, invitees, licensees,players, performers, participants, exhibitors, customers, contractors and sub-contractors.

Any damage to the Kuala Lumpur Convention Centre by the Event Organisers representativeswill therefore be billed to the Event Organiser.

All damages committed by third parties, whether noticed by the Centre staff or by the generalpublic, must be reported to Security, who will complete an incident report detailing who causedthe incident, the damage done, the names of any witnesses and any other information pertinentto the situation.

A report includes details of the damage incurred at the Event. The replacement costs will becopied to the Event Organiser and the appropriate costs will be deducted from the EventOrganisers security deposit.

Deliveries

(See Traffic Management)


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Disclosure Exhibition Profile

Exhibition Organisers are required to provide an Event and Company profile to the KualaLumpur Convention Centre during the sales process. A copy of the exhibitors profile and a listof all exhibitors must be provided to the Centre prior to the Event move-in dates.

This is necessary to protect the exhibition organisers and the Kuala Lumpur Convention Centrefrom Ambush Marketing and to avoid bookings with a conflict of interest.

Distribution of Brochures

The distribution of printed matter and circulation of advertising materials is permitted only at thestand space itself.

Distribution of Gifts

No person shall distribute or give away any item of food, drink or tobacco not supplied by the

Centre without the express written consent of the Centre.

If the Centre gives its consent and the circumstances are such that, in the opinion of theCentre, the distribution or gift is liable to have a significant effect on the sale of food, drink ortobacco by the Centre, the Centre, as a condition of giving its consent, will be entitled to chargethe Event Organiser such sums as the Centre considers to be equivalent to the reduction inprofits likely to be suffered as a result of the distribution or gift.

Draping Materials

FabricMaterial used for lining, drapes, backdrops, blinds or overhead structures, signs banners, or aspart of a theme for display or made available to the public must be rendered non-flammable (asper BOMBA requirement).

The use of flammable materials, including the following, is strictly prohibited unless treated withfire retardant:-

Crepe paper

Corrugated cardboard Plastic Polystyrene Hessian Straw and hay, loose or in bales

Leaves, coconut fibre, grass and sticks


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Flame retardant coatings must be certified by the manufacturer to be approved for use on thatparticular material in order to achieve the required indices and include a label affixed with:-

Name of manufacturer. Trade name.

International or national standards against which the flame retardant has been tested. Name of applicator, date, its flammability rating. Spread of flame and smoke developed indices. Approved method of cleaning

Upon request, all information or documentation confirming the retardant capabilities of thematerials must be provided to the Centres S.H.E. Department along with the relevant MSDSprior to build-up.

The Centre does not permit draping in the premises as this presents a fire risk if the drapingcovers the air-conditioning, sprinkler systems and/or smoke detectors. Only perimeter drapingis permitted in the Centre.

Dynamic Exhibits

All moving machines must be fitted with the appropriate safety devices which operate when themachines are in operation. These safety de vices may be removed only when the machines aredisconnected from the source of power.

The general guidelines are:- The working machines must be placed at a safe distance (minimum of one metre) from

visitors. Any machinery or apparatus displayed at the venue shall only be demonstrated within

the confines of the stand/booth. Only authorised personnel are allowed to operate the machines.

Any plant and equipment that requires a licensed operator can only be operated by theprescribed licence holders. No machine or display shall be left unattended while in operation.

Motors, engines, or power driven machinery must have adequate fire and otherappropriate protection against oil and other leakage.

The operation of compressors, sprayers, auto trucks and similar machinery powered byinternal combustion engines is prohibited.


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Electrical Facilities

Each of the service pits and the service cabinets in the Exhibition Halls have two 13 Amps SSOand one 32 Amps TPN connection. Access of 64 Amps and 200 Amps TPN is available fromthe electrical room of each hall.

The nominal voltages available are:- AC: single phase 240V 50Hz, earthed neutral.

AC: three phase 415V 50Hz earthed neutral.

Neutrals are earthed at the Centre's sub-stations.

The Centre, at its sole discretion, will limit the power rating of a supply or supplies where, in theCentre's opinion, the load or combination of loads requested may have an adverse effect on thesupply to other users. Where the Event Organiser proposes to group users demonstratingheavy current consuming machines in such a way as to cause abnormal demand in a particularsection of the venue, the Event Organiser shall discuss these arrangements with the Centreprior to the final allocation of stand/booth space to Exhibitors and shall endeavour to conform toany re-arrangement required by the Centre. The Centre is required by the National ElectricityBoard (Tenaga Nasional Berhad or TNB) to maintain a power factor of not less than 0.85lagging.

Where electrical machines or equipment at an Event are such that, in the opinion of the Centre,the power factor is likely to fall below 0.85, the necessary power factor correction apparatusshall be supplied and installed by the Event Organiser at its own expense. Correction apparatusshall be connected on the "load" side of the main switches controlling the supply to the stand orindividual piece of equipment. The scale of provision shall be as directed by the Centre.

24-Hour Electrical SupplyAll stand/booth electrical circuits, other than those with a 24-hour supply, shall be switched offas soon as possible after the close of each Event day. Stand/booth electrical supply will beswitched off by the Centre after the close of each Event day at a time agreed between the

Centre and the Event Organiser or, failing such agreement, at the discretion of the Centre.

Where a 24-hour supply of electricity is required for battery chargers, refrigerators or otherequipment, the Event Organiser or Exhibitors shall advise the Centre of this at the time ofplacing the order for the stand/booth electrical supply. The Centre will notify the EventOrganiser or Exhibitors of the means by which the 24-hour supply will be provided. If thisshould necessitate a separate electrical supply, the Event Organiser or Exhibitors will berequired to bear the cost.


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Electrical Connection Guidelines

For safety reasons and for the protection of the electrical installations at the Kuala LumpurConvention Centre, all main power connections from source to outlet must be carried out by theCentres registered electrical wiring contractor.

Access to the floor trenches is limited to employees of the Kuala Lumpur Convention Centreand the Centres appointed contractor install the mains supply cables, piped services and dataand telecommunication services.

For Trade and any Events opened to public, the Event Organisers and Exhibitors must use onlythe electrical wiring contractor appointed by the Official Main Exhibition Contractor.

All electrical installations at the stand/booth, features, displays or exhibits shall comply with:-

"Regulations for Electrical Installations" issued by the Institution of Electrical Engineers(16th Edition) and any amendments thereto.

Special requirements of the Authorities. The Centres FOQESH regulations.

Electricity Supply Act and Regulations - Electricity Supply (Successor Company) Act.

The Official Main Exhibition Contractors are required to comply with the Centres electrical

connection regulations as follows:- To order electrical connections, the Official Main Exhibition Contractors are to complete

the Electrical Connection Request Form thirty (30) days prior to the Event move-in date.

Electrical schematic drawings of the electrical layout shall be submitted by a registeredelectrical wiring contractor with the completed order form(s) for the Centres Departmentof Facilities approval thirty (30) days prior to the Event.

Ensure that their nominated electrical contractors are registered with the SuruhanjayaTenaga and comply with the Centres electrical installation policy.

Ensure that distribution board and associated wiring is equipped with Residual CurrentDevises and circuit breakers of the appropriate rating.

Ensure that all leads and appliances used within the Centre have been tested and

tagged as safe in accordance with the relevant safety and health regulations andcomply with MS IEC 60364 and IEE Regulations. Ensure services do not cross aisles, block exits or interfere with the operation of

emergency exits or fire fighting equipment. A 32 Amp connection is recommended for supply to a maximum of sixteen (16) 9 sq

metre booths. Each booths power supply shall have two 40W fluorescent tubes andone 13 Amp single phase electrical point.

Any power requirements in excess of 60 Amps are to be discussed with the Centre. Advise the Centre of any exhibitors with excessive power requirements so that access

to larger capacities can be arranged.


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Stand/Booth Electrical Installation RegulationsExhibitors are required to comply with the Centres electrical connection regulations as follows:-

All electrical installation at the stand/booth must be carried out by the official electricalwiring contractor appointed by the Official Main Exhibition Contractor.

Each stand/booth is allocated a 13 Amp switch socket outlet to cater for most exhibitionrequirements. However, should it be necessary to plug in a laser printer, computer,refrigerator, coffee machine and other similar equipment, an additional electrical outletwill be required.

Each electrical point provided is intended for one item of equipment or machine on

display. The use of multiple socket outlets is strictly prohibited to avoid any overloadingas this may lead to a trip in the incoming power supply and cause inconvenience toother exhibitors.

Continuity and impedance tests shall be performed on all electrical installations by theEvent Organisers approved electrical contractor.

No electrical installation and fitting may be suspended from the ceiling of the ExhibitionHalls or fixed to any part of the building structure without permission from the Centreand if permitted, a fee will be levied.

Electrical cabling should be routed away from pedestrian traffic and taped down tominimize a tripping hazard.

Electrical or other cables crossing walkways or public areas at floor level could cause atrip hazard. Where possible cable should be raised above the walkway. If this is notpossible cables need to be covered with carpet tile, matting or tape with gaffer possiblecables need to be covered

In high traffic area changes in floor level should be highlighted with high visibility oryellow black or red/white hazard tape.

Neon lighting is not permitted without prior approval from the Centre.

The Centre reserves the right to disconnect the electrical supply to any installationwhich, in the opinion of the Centres Electrical Chargeman, is dangerous or likely tocause annoyance to visitors or other exhibitors.

All stand/booth electrical circuits, other than those with a 24-hour supply, shall beswitched off as soon as possible after the close of each Event day. The stand/boothelectrical supply will be switched off by the Centre after the close of each Event day at

an agreed time.

Electrical Consumption

Charges for power connection and electricity usage applicable to all exhibition events will bethe responsibility of the Event Organiser.

Power consumption will be metered and the final charge to the Event Organiser will be basedon a consumption basis. The consumption charges for electricity are metered and usage is

chargeable to the Event Organiser based on Tenaga Nasional Berhads (TNB) current tariff.


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Electricity Supply Mobile Generator

Any temporary installation for mobile generator for electricity supply for Events in the Centre, itis mandatory that the Show or Event Organiser to submit the License or Permit issued bySuruhanjaya Tenaga (Energy Commission of Malaysia) to the Centre at least seven (7) workingdays prior to the start of an Event. For further details please refer to Malaysia Federal Law,Section 9, Electricity Supply Act 1990 (2001 amendment).

Electrical Testing

The Centre will not supply electricity to any installation which does not comply with theseregulations or any statutory or other regulations or orders of regulatory bodies.

To ensure compliance, the Centres Electrical Chargement will inspect and test all installations.The contractor responsible for the installation shall advise the Centre when it is ready forinspection and testing and, when found to be satisfactory, the installation will be connected tothe Centre's electricity supply and energised by the authorised or a competent person. Wherean installation is found to be unsatisfactory, the supply will not be connected and the Centre will

advise the person responsible for the installation to that effect, who will then rectify any faultsand advice the Centre when the installation is ready for further inspection and testing.

The Centre will not accept responsibility for:-

Delay in energising installations which are found to be unsatisfactory, or whereinsufficient time has been allowed for inspection and testing; and

Any faults discovered in the installations after inspection and testing and subsequentenergising by the Centre.

Emergency and Evacuation Procedures(See Fire and Safety Regulations)

Escalators and Lifts

Passenger lifts and escalators are not to be used for transporting freight or equipment, furnitureincluding tables, chairs, boxes, etc. The use of trolleys is prohibited on the passenger lifts.

The redirection of the escalator flow and programming of the passenger lifts is subject to theCentres approval in consideration of other events taking place at the same time.


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Exhibition Services

The Exhibition Services is located on the ground level of the foyer, between Exhibition Hall 2and Link Hall 3.

Exhibitors are able to order services such as food and beverage, communication lines, cleaningservices, water and waste facilities and compressed air through Exhibition Services.Appropriate forms must be completed and payment received prior to the Event to ensureservices are delivered as required. For further information on the services, please refer to

Appendix C Exhibitor Service Order Forms.

Exhibition Catering (Kiosk)

The Centre has a total of four (4) catering kiosks. There is one (1) kiosk situated in eachExhibition Hall and which will be opened at the Centres discretion. The kiosks are provided aspart of the hall hire and may be operated during an exhibition. All food and beveragerequirements within the kiosk will be provided by the Kuala Lumpur Convention CentresCulinary Department.

Access to the kiosk must not be blocked during an Event. Smoking is strictly prohibited in thekiosk. Subject to the level of visitors for an Event, the Centre will operate the West Wing Caf islocated at the foyer of Exhibition Hall 4. Mobile kiosks may be set up in various areas of theCentre.

Exhibition Hall Organisers Offices

Hall rental is inclusive of organisers offices and the offices are attached to the Exhibition Hall1,2,4 and 5. The offices are fully equipped with permanent office furniture and fittings. Thefurniture and fitting in the offices cannot be removed.

Exhibition Hall Hospitality Lounges

The hospitality lounges are attached to the Exhibition Halls 1,2,4,5 and additional rental isapplicable upon usage. The removal of furniture and fitting of the lounge required prior writtenconsent from the Centres management.


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Exhibitors Handbook

Event Organisers shall forward to the Centre a draft copy of the exhibitors handbook forapproval prior to issue to exhibitors. This will ensure that all information and the relevant rulesand regulations for each exhibitor are correct in relation to the Centre.

The following Centre Exhibitor or Service Order Forms shall be included in the ExhibitorsHandbook:-

Audio Visual Form

Beverage Form Booth Catering Form Telecommunications Form

Water & Compressed Air Form Potted Plants & Flowers Form

Exhibitor Banner Hanging Request Form

Security Services Form Service Staff Form

Stand Cleaning Form Hanging Object Request Form

The contents of the Service Order Forms must not be changed or amended without theapproval of the Centre. The Centre will not be responsible for any unapproved changes oramendments.

Please contact your Event Coordinator for a copy of the Exhibitor Service Order Forms ordownload online at www.klccconventioncentre.comunder Information for Planners.

Fire and Safety Regulations

The Event Organiser is to ensure that they, their employees, exhibitors, contractors, sub-contractors and agents comply with the prevailing Fire Services Act & Regulations, Act 341 andthe Fire Safety requirements set by the Kuala Lumpur Convention Centre.

The Event Organiser is responsible for all structures, displays, vehicles, demonstrations andpersonnel associated with their Event. The Centres requirements are designed to maintain aheightened awareness of fire safety within the Centre in order to protect both our employeesand property. The objective of these requirements is to limit fire risks within the Centre to a levelwhich can be controlled by the building fire protection systems.

Candles for Exhibitions/Special EventsIn all exhibitions and special events, wherever possible, the candle must be housed in a glass

surround that is capable of retaining 1.5 times the volume of any wax or fluid and stand on aheat resistant base (global style). No more than one (1) candle should be lit at any time. Allcloth and materials in close proximity to the candle must be rendered fire retardant.


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Fire ExitsAll emergency exits must be accessible and operable from within the building at all times.Access to the emergency exits must be unobstructed at all times to a distance of at least five(5) metres from the door and the path to the exit must be at least equal to the width of the door.Where the exit sign is obstructed for any reason, a temporary illuminated sign is to be providedby the Event Organiser. .

Designated fire exits and clearways have been identified with marked green and white exit

signs over the doors in the Exhibition Halls. These areas cannot be encroached upon underany circumstances.

Storage of materials or equipment in fire stairs or any door leading to fire stairs is not permitted.It is the responsibility of the Event Organiser to ensure that exhibitors do not store any materialsat these areas.

Fire Extinguishers and Hose Reels RegulationsGeneral regulations relating to hose reel cabinets and fire extinguishers are as follows:-

All exhibits must not restrict access to fire fighting equipment and must be designed inaccordance with the Building Code of Malaysia and conform to the Kuala LumpurConvention Centres Safety and Fire Regulations.

Where the location of a fire extinguisher is obstructed by an exhibit, at and/booth or

structure, an additional fire extinguisher will be required. The replacement fire extinguisher should be clearly visible. Replacement fire

extinguishers will be at the cost of the Event Organiser. Additional fire extinguishers may be required according to the number of booth aisles,

widths and type of booths and their placement will be determined by the Centres S.H.EManager.

Additional fire extinguishers are required at LPG gas and cooking installations oranywhere where there are increased fire risks.

The built-in hose reel cabinets cannot be obstructed in any way.

Flooring(See Floor Loading Limit)

Exhibition Hall 1,2,4,5 is solid concrete cements floor, with a weight bearing capacity of 20.0KN/m / 2040 Kg/m.

At Level 3, Grand Ballroom, Banquet Hall and Conference Hall is carpeted floor, with a weightbearing capacity of 5.0 KN/m / 510 Kg/m.


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First Aid Services Guidelines

The safety and welfare of visitors attending Events at the Kuala Lumpur Convention Centre isthe responsibility of the Event Organiser. The level of First Aid coverage required for an Eventmay depend on the age and expected number of visitors and type of Event.

Events with an anticipated attendance of 5,000 to 15,000 people per building per event day arerequired to have one registered or certified paramedic on-site. Events with an anticipatedattendance of over 15,000 people per building per day may be required to schedule additional

health services, which would be assessed based on the potential risk factors and specifichealth requirements.

It is the responsibility of the Event Organiser to provide a dedicated First Aid Professional or aParamedic to provide coverage for all Trade and Public Exhibitions where the need is identifiedthrough the Risk Assessment process. The Event Organiser may elect to, or be required to,provide augmented health services at the discretion of the Centre. The engagement of thisservice may be arranged by the Centre at the Event Organisers cost.

A fully equipped First Aid Room located on Level 3 of the Foyer at the Centre Core is availablefor the use by the First Aid Provider.

In an emergency, please contact the Emergency Line at extension 555 or dial +603 23332900.

Floor Loading Limit

All floor areas within the Kuala Lumpur Convention Centre have specified loading limits persquare metre as follows:-

Grand Ballroom : 5.0 KN/m / 510 Kg/m

Banquet Hall : 5.0 KN/m / 510 Kg/m

Conference Hall : 5.0 KN/m / 510 Kg/m

Exhibition Hall : 20.0 KN/m / 2040 Kg/m

Loading/Unloading dock : 10.0 KN/m / 1020 Kg/m

Any equipment or items to be used or displayed whose weight exceeds the floor capacity limitsmust be assessed prior to the positioning of the item or equipment. The use of a spreader platemay be required to spread the weight evenly. Where this is necessary, the cost is to be borneby the Exhibitor.

The Event Organiser is required to notify the Centre and provide the following informationtwenty- one (21) days before the Event:-

The gross weight of the item. A picture of diagram of the item. Indicate on the floor plan where the item is to be located.


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Floor Markings

The Event Organiser will be responsible for ensuring that any adhesive tape used to fix carpetsor other material to the Hall Floor are removed without causing damage to the floor.

The Centres Exhibition Supervisor will examine the floors after the removal of the tapes and ifthe floor surface is found to be damaged, particularly from the use of non-permitted adhesivetapes, the contractor will be liable for the cost of repairs. Any tapes not removed by thecontractor will be removed by the Centre at the Event Organisers cost.

Floor Plans Exhibition

Pre-sale Floor PlansAll exhibition floor plans must be checked and approved by the Kuala Lumpur Convention priorto being sold on to exhibitors. Pre-sale floor plans must be submitted to the Centre for reviewthree (3) months prior to build-up and must be done before confirmation of exhibit space sales.The Centre is not responsible for any inconvenience caused due to non submission of the pre-sale floor plan for review.

Approved Procedures for Submission of Floor PlansEvent Organisers are required to submit an original copy of the exhibition pre-sale floor plansdrawn to scale for approval by the Centre three (3) months prior to the build-up.

The Kuala Lumpur Convention Centre will return one (1) set of each of the aforesaid plans tothe Event Organisers within five (5) days of receipt. If floor plan(s) is not approved, the EventOrganiser will be advised of the reasons and comments. And a revised plan(s) must then besubmitted for approval.

All floor plans are to be submitted to the Centres S.H.E. Manager for acceptance and must notbe changed after the acceptance without the Centres approval.

Final floor plans must be approved by the Centre not less than fourteen (14) days prior to theEvent move-in date. Event Organisers will not be allowed, under any circumstances, to makeany amendments after obtaining the formal approval from the Centre.

The Event Organisers shall submit one (1) set of the plans to BOMBA (National Fire BridgeDepartment) for approval. A copy of the approval or permit letter from BOMBA must besubmitted to the Centre no later than seven (7) days prior to the Event move-in.

The build-up shall not commence nor will approval be given by the Centre if any of the aboveare not complied with. The Centre will call in the BOMBA services for a ruling, if necessary. TheEvent Organisers will meet any expenses incurred.


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Floor Plan RequirementsThe pre-sale floor plans should indicate the following information:-

Show name, name of the organisation, dates of the event and the name of the standcontractor.

All floor plans must be drawn to scale using AutoCAD format.

All floor plans must be clearly marked. All stands/booths must be numbered Primary entrance doors and emergency exits must be determined. Booth configurations and aisle widths should be clearly indicated and dimensioned.

Aisle width between booths shall be a minimum of 2.5 metres for all trade exhibitionsand 3 metres for all consumer exhibitions.

Layout for show foyer, all stage areas and seating arrangements.

Clear access must be maintained to all rest rooms, kiosks/Cafe, utility rooms, lifts,hospitality lounge and organisers office nothing must be built within areas marked onfloor plans as No-Build Zone.

Utility panels, switchgears, fire extinguishers, hose reel cabinets, lifts, fire stairs,kiosks/cafe and bi-folding doors must be marked on the plans.

There must be an unobstructed set back of 0.5 metres between the wall and the back ofthe booth to allow access to the built-in control switch panels clearly marked in the floorplan.

Should there be a caf in operation in each hall during the Event, it is mandatory thatthere must be an accompanying designated area (as indicated in the floor plan inAppendix B for Exhibition Halls 1, 2, 4 and 5) fronting this caf and/or kiosk that iscleared of any build-up structures (stands/displays, etc) whatsoever. This designatedcleared area must be made available to allow free-flow of pedestrians and visitingpatrons to the caf.

If additional areas for cocktail reception, coffee/tea or lunch services points are to beallocated within the floor plan, please liaise with the Exhibition Manager as to the mostappropriate locations and the amount of space required.

Only floor plans submitted by the Centres Approved Suppliers will be reviewed by theCentre.

The final floor plans must be submitted to the Centre not less than fourteen (14) days prior tobuild-up date for final review. The plans must include the following information:-

Stages areas, curtains, sets, scenery, decorations, on and off stage lighting (other thangantry lighting), overhead structures, fabric and F& B service areas.

Service pits. Temporary structures including store areas, seminar rooms, lounges and lounge areas.

AV equipment positions.

Correct stand or booth number and company name. Number of standard stands or booths, including non-standard designs, height where

non- standard designs are to be used and details of electrical fittings, lighting and anyobjects that use the structural integrity of the booth for support.

Individual stands must be indicated where stands are of a two-storey nature and wherestands exceed three (3) metres in height.


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If curtains and draping block the vision to the existing Exit signs, the Event Organiser isresponsible for providing illuminated exit signs.

Failure to meet the stated requirements will delay, and may prevent, the build-up.

Floor Plans Foyer Area(See Working in Public Areas)

There are no pre-approved floor plans for the foyer or concourse areas. Specific floor plansmust be submitted for approval in each and every instance. Specific floor plans are required forfoyer areas where the intention is to install any items which may impede traffic flow through thefoyer. Items such as entrance arches, registration counters, ticket counters, displays, signageor any other structures whatsoever are not permitted. Any items not approved will be removedwithout further notice.

The foyer floor plans must not restrict access to the emergency exit doors, the fire stairs andthe hose reel cabinets for public safety reasons. Approval procedures for floor plans for thefoyer areas are the same as those required for Exhibition Floor Plans.

Floor Plans No Build Zone

The No-Build Zones indicated on the floor plan(s) provided by the Centre must be kept clear atall times. Nothing must be built in these areas in compliance with the relevant authorities andregulations regarding aisles and crossovers, access to emergency exits, access to fireequipment, and the movement of people throughout the Centre.

Food and Beverage Policy

The Kuala Lumpur Convention Centre is the exclusive supplier of food and beverage. Nooutside food and beverage can be brought into the Centre, either by Event Organisers,Exhibitors or third parties for the sale and distribution and consumption on-site at any nonFood Exhibition

The Centre operates under the Food Act 1983 (Department of Environment, Ministry of Health)and meets the requirements of ISO 22000 Food Safety Management which includescompliance with HACCP standard.

Event Organisers and Exhibitors must comply and adhere to these standards.


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Halal StatusAll food served in the Centre is Halal.

Exhibitor On-Stand/Booth Catering RegulationsNo exhibitors or persons shall distribute, sell or give away any items of food or drink notsupplied by the Centre to public or trade exhibition visitors.

Exhibitor can order on-site catering by completing the Booth Catering Menu and Beverage

Order Form provided by the Kuala Lumpur Convention Centre. (Refer to Appendix C Exhibitor Service Order Forms)

Sales of Food and Beverage On-Stand/BoothNo alcoholic beverages can be sold without a permit from the Kuala Lumpur City Hall (DBKL).Exhibitors wishing to sell products on their stands must seek written approval from the Centre.On receipt of approval, Exhibitors must then obtain the relevant permits from the saidauthorities.

The sale of food and non-alcoholic beverage items is only permitted within Food andLifestyle shows. Exhibitors must also abide by the Food Act 1983 and Hazard Analysis CriticalControl Point (HACCP) and the Centres FOQESH guidelines.

Themed FoodAny Exhibitor wishing to serve their Themed Food as on-stand hospitality to the public andtrade visitors must seek written permission from the Centre in strict compliance with thefollowing guidelines:-

Pork or lard products are not allowed to be served in the Centre Submission of the Themed Menu complete with ingredients list and method not later

than 60 days in advance. (Please refer to Event Coordinator for a copy of the ThemedMenu Request Form).

Upon confirming the menu the Centre will prepare the menu pricing for clientsconfirmation and payment.

All ingredients shall be purchased by the Centres Purchasing Department.

Full payment shall be received within fourteen (14) days upon receiving the pro-formainvoice in order to confirm the order.

Failure to comply with these requirements will result in the Centre not being able toprovide the food for the event.

Exhibitors need to provide stand design plan and indication of exact location where foodis served. Submission of stand design plan has to be thirty (30) days prior to exhibitionbuild-up date.


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Visiting or Inviting Chefs to Prepare the Themed MenuExhibitors wishing to arrange their own chefs to prepare the Themed Food during the event,must seek written permission from the Centre strictly in compliance with the followingguidelines:-

Pork or lard products are not allowed to be served in the Centre.

Submission of the Themed Menu complete with ingredients list, not later than 60 daysin advance. (Please refer to Event Coordinator for a copy of the Themed Menu RequestForm).

All ingredients shall be purchased by the Centres Purchasing Department.

Full payment shall be received within fourteen (14) days upon receiving the pro-formainvoice in order to confirm the order.

A charge is incurred for using the Centres kitchen facilities, utensils and cleaningservices.

A deposit must be placed for using the kitchen facilities. The deposit will be used to offset any damage to or loss of equipment.

Failure to comply with these requirements will result in the Centre rejecting the request.

Invited Chefs must comply with the following requirements:- Submission of full details of Invited Chefs arrival details, complete full name, contact

details, etc to the Centre 14 days prior to the arrival. Please refer to the Event

Coordinator for a copy of the Personnel Bio Data of Visiting Chef Assistant documents. Invited Chefs shall provide their own assistant(s) during the event.

Submission of Inoculation certificate for typhoid to the Centre fourteen (14) workingdays in advance.

Knowledge of HACCP, Food Handling and Food Hygiene Regulationsis preferred. Compliance with the Centres culinary policy, procedures and standards. The Centres Executive Chef reserves the right to intervene in the operation of the

visiting chef in the event that there is any delay in delivery of the food to the clients asthis reflects on the Centres image.

The Centre will undertake documented inspection of the working area and the utensilsprior to handover to the invited chef and his/her crew.

Upon completion of the event, a joint inspection will be conducted involving the invitedchef and the Centre to check for defects, misuse and damage in the use of theequipment, utensils etc.

A report including details of the damage incurred will be submitted to the Exhibitor. Appropriate costs will be deducted from the deposit.

Food and Beverage Sample(s)

For events related to food & beverage, Exhibitors may distribute samples of food and/orbeverage products only upon written approval from the Centre which must be received at least

fourteen (14) days prior to the commencement of the Event. However the sale of such productsis not permitted.


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Samples to be given away, at no cost, to visitors must adhere to the following:-

Beverage:- Liquor and non-alcoholic beverage tasting and promotion samples are limited to a

maximum sample size glass/cup of 50ml. Drinking utensils, such as paper cups and wine tasting cups, must be disposable and

must not be re-used. The Centre discourages the use of polystyrene cups or any cupsor containers which cannot be recycled in accordance with our commitment to Green

Globe.

Food:-

Solid food portions should be no larger than BITE SIZE - 85gm. Samples must be offered in such a manner as to avoid being handled by the public, eg.

apportioned with toothpicks pre inserted. Antiseptic hand cream dispensers should be available for visitors wishing to clean their

hands prior and after eating. Exhibitors must also abide by the Food Act 1983 and Hazard Analysis Critical Control

Point (HACCP) and the Centres FOQESH guidelines. No pork or lard products are allowed to be served in the Centre.

All food served on the premises must be Halal Certified. Please place a Non-Halal signage or placard if food products served are not halal

certified. Eating utensils provided by the exhibitors and must be disposable, such as paper plate

must be disposable and must not be re-used. The Centre discourages the use ofpolystyrene plate or containers which cannot be recycled in accordance with ourcommitment to Earth Check benchmarks.

Please contact your Event Coordinator for a copy of the Exhibitor Food and Beverage SamplesRequest Form.

Food and Lifestyle Exhibitions

Exhibitions meeting the Centres definition of a Food and Lifestyle show are permitted tooffer finished goods and full-sized snack foods, as they are produced for the retail market orwhere the product has relevance to the exhibition and the branding and/or the experienceoffered by the product is devalued if offered in sample size.

Exhibitors must also abide by the Food Act 1983 and Hazard Analysis Critical Control Point(HACCP) and the Centres FOQESH guidelines.


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Food Cooking of Food on Stand/Booth(See - Fire and Safety Regulations)

Other than food-related exhibitions, the cooking of food by Exhibitors for demonstration in thestand/booth is prohibited unless prior approval has been given by the Centre.

Written requests should be accompanied by the following details:-

Location of the booth performing the cooking demonstration.

Type and quantity of food being cooked. Method used to cook the food and for the removal of cooking odours.

Exhibitors involved in the cooking of food at a stand/booth must adhere to the followingguidelines:-

There are no extraction fans in the Exhibition Halls, so cooking must be kept to aminimum.

No deep fat fryers are allowed to be used. Only electrical or induction cooking appliances are permitted. All heat-generating electrical appliances (hotplates, floodlights, transformers, etc) are to

be mounted on non-flammable material. Light fittings may not be mounted oncombustible decorations or the likes. Current/valid fire extinguishers and fire blankets are to be available for use at the stand/

booth and to be readily accessible. Cooking equipment must not be operated within one (1) metre of flammable materials. Where cooking generates an oily waste and that is to be cleaned or disposed of on-site

through a sink, the sink must be fitted with an approved grease trap.

Waste substance from the cooking process must not be disposed of via the Centres drainage

Food Handling and Food HygieneExhibitors intending to distribute food and drinks samples to the public need to comply with thefollowing health requirements:-

Perishable packaged foods are required to be refrigerated. Availability of hand basins with hot and cold water, soap and a drying medium. Where serving implements or utensils are used, a separate sink with hot and cold water

will be required.

Where drainage and water is required, the stand/booth must be located with access tothe appropriate service pits.

Refrigerated display and/or storage cabinets, maintained at the correct temperature, ifthe food is perishable.

Food should be protected from contamination by approvedscreens or sneeze guards,and trays with fitted covers should be used.


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Condiments such as sauces are to be contained in squeeze-type dispensers orindividually sealed packs.

All eating and drinking utensils must be disposable e.g. paper cups, plastic spoons,plastic wine glasses, etc, and must not be re-used. The Centre discourages the use ofpolystyrene cups or any cups or containers which cannot be recycled in accordancewith our commitment to Green Globe. Bins must be provided and placed in suitablelocations by Exhibitors offering food to enable disposal in a manner approved by theCentres management.

Extra cleaning charges may be imposed for the disposal and cleaning of wet waste,

grease, oil, etc.

Exhibitors must also abide by the Food Act 1983 and Hazard Analysis Critical Control Point(HACCP) and the Centres FOQESH guidelines.

Freight Delivery(See Traffic Management)

Freight Forwarder(See Contractors, Sub-contractors and Suppliers)

Only registered official freight forwarders shall be permitted to perform all freight work in theCentre. The appointed freight forwarders must also be an Approved Supplier for the Centre.Only official freight forwarders are allowed to operate the forklifts, pallet trucks and any liftingequipment. (See Plant and Equipment)

Official freight forwarders found operating in the venue without registration and approval fromthe Centre will incur a penalty and be banned from operating in the Venue.

Freight Lifts

There are three (3) freight lifts for material handling in the Centre and these are located at theEast, Centre and West of the Building.

Freight Lifts Door Height 2.6m

Door Width 2.7m

Interior Height 2.6m

Interior Width 2.7m

Interior Depth 6.3m

Maximum Capacity 7000kg/7tonnes


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The freight lifts have access from level P1 to Level 4 of the Centre and must be operated by theCentres staff or its representatives only.

When using the freight service lifts, the maximum loading capacities must always be observed.Precautions shall be taken to ensure that no damage is inflicted upon the lift doors, walls andcontrol panel whilst in the process of delivering goods. Should there be any heavy movement ofequipment; the interior of the lifts must be protected with additional material for additionalprotection.

Forklifts(See Plant and Equipment)

Forklift operators must be licensed to operate a forklift. Forklifts must be operated at all times ina safe manner and in accordance with current industry standards, be in a serviceable conditionand fitted with audible and visual warning light systems.Forklifts must be operated under the following conditions at all times:-

All forklift drivers are to hold an appropriate forklift license. Drivers are to operate forklifts at a walking pace at all times within the Exhibition Halls. The speed limit for forklifts is 10km per hour. Forklifts cannot be left unattended at any time with the key in the ignition.

Drivers are not permitted to lift any person on the forklift tines or carry passengers,unless in an approved and fitted structure.

Forklifts are not allowed to lift loads which exceed their rated capacity.

Two forklifts are available for hire to freight forwarders.

Gas Appliances(See Fire and Safety Regulations)

Hanging Objects(See Stand Structures and Construction Regulations)


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Hazardous or Dangerous Materials

No hazardous substances or dangerous goods are to be brought into the Centre without formalapproval.

Prior to approval for the use of any hazardous substances or dangerous goods, the Centre willrequire documentation justifying their use and a risk management plan showing how the risksassociated with handling, storage, use and disposal, where necessary, are to be managed. Therisk management plan is to include a copy of the relevant Material Safety Data Sheet (MSDS).

The Centres S.H.E. Officer reserves the right to inspect individual booths for such items and totake appropriate action if the items found are undeclared and have not been approved by theCentre.

Radioactive materials are subject to special requirements under Malaysian Law and EventManagers seeking to bring in radioactive materials should contact the S.H.E. Department forfurther guidance before seeking formal approval from the Centre.

Special Requirements/ ServicesExhibitors wis

event guidelines 2013

Documents