guidelines terms and conditions - uic … · updated 13.04.2018 exhibition venue technical...

UPDATED

PLEASE DO NOT FILL IN THE FOLLOWING AREA

REGISTRATION DATE OF APPLICATION DATE OF CONFIRMATION

IDCATEGORY SS RG LT

13.04.2018

Exhibition Venue Technical Guidelines Terms and Conditions

EXHIBITOR

Ankara Chamber of Commerce (ATO)International Convention and Exhibition Centre

- -

HALL CODE BOOTH NO

HSR

2018

_EGT

R_FO

RM_V

01

[email protected]

THIS FAIR IS ORGANIZED WITH THE PERMISSION OF THE UNION OF CHAMBERS AND COMMODITY EXCHANGES OF TURKEY IN ACCORDANCE WITH THE LAW NUMBER 5174.

Exhibition Sales Liaison Office

FAIR ALLE International Fair Organization Services Company Limited

Aziziye Mahallesi Dede Korkut Caddesi No.16/4Çankaya 06690 ANKARA TURKEYTel : +90 312 442 8845 : : Fax : +90 312 441 2984

Please return the completely filled form to the HIGHSPEED 2018 Exhibition Sales and Liaison Office via e-mail [email protected] directly.

Form submitted by / Name, Company, Signature

Form received by / Name, Company, Signature

OFFICIAL CARRIER

01

EXHIBITION VENUE TECHNICAL GUIDELINES Terms and Conditions

1) Application to Participate2) Exhibitor Registration3) Obligations and Rights of the Exhibitor(s)/Supporter(s)4) Obligation and Rights of the Organizer 5) Commitment 6) Cancellation7) Liability Insurance 8) Exclusion of Liability9) Priorities and Changes10) Exhibitor Profile11) Floor Plan12) Payment Methods13) Preliminary Remarks14) Right of Access a) Exhibition Service Forms15) Denial of Access16) Emergency Evacuation17) Exit Gates, Escape and Rescue Routes, Doors18) Fire Escapes and Fire Extinction System19) Fire Extinguisher System20) Lighting, Flow and Voltage Type a) Type of Current and Voltage i. Lighting Supply ii. Power Supply21) Electricity, Water and Compressed Air Supply22) Telecommunications and Internet Usage23) Floor Load-Bearing Capacity 24) Catering Services25) Customs Clearance

26) Gates for Vehicles27) Ceiling Height28) Branding Materials29) Ceiling Usage30) Wall Usage31) General Area Usage Rules32) Site / Stand Area Delivery & Return33) Stand Design and Planning Process34) Standard Stands – Shell Scheme a) Specifications of Standard Stands b) Stand Fascia c) Standard Stand Visual Dimensions35) Two-Storey Stand Construction36) Stand Construction Permits a) Obligatory Documents37) Timetable for Exhibitors38) Safety Regulations39) Inspection of the Rented Area – Site Visit40) General Behaviour41) Exhibition Regulations a) Print catalogue b) Contact Points c) HIGHSPEED2018 Congress App42) Intellectual property, Trademarks and Logos43) Force Majeure44) Disputes

Contents

Release 0.1

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER

01Application to Participate Application to participate will be considered only if submitted on the appropriate forms, fully filled in and signed and Registration will be confirmed insofar as space is available. Applicants will be informed in writing of the acceptance or refusal of their application. In case of refusal all payments shall be fully refunded. In case of acceptance Exhibitor(s) / Supporter(s) will be bound by the Terms and Conditions listed in the prospectus and/or contractual agreement.

Exhibitor RegistrationAll Exhibitor(s) are required to be registered and will receive a badge displaying the exhibiting company name. For every 12 square meters stand area one Exhibitor(s) badge is free. But Exhibitor(s) cannot attend the congress sessions free of charge. Every Exhibitor has to register to the Congress and each Exhibitor(s) planning to attend the congress sessions are invited to register the Congress. Please visit official website of the Congress to register. Any additional Exhibitor badges are available at an additional cost of 118 EUR tax included per badge.

Obligations and Rights of the Exhibitor(s)/Supporter(s)Registration implies full acceptance by the Exhibitor(s) / Supporter(s) of the Exhibition / Support regulations. Any infringement of these regulations may lead to immediate withdrawal of the right to participate in the Congress without compensation or refund of sums already paid, and without prejudice to the Exhibitor(s) / Supporter(s). By submitting an application to participate, the Exhibitor / Supporter make a final and irrevocable commitment to occupy the space /items allocated and to maintain his/her installation until the date and time fixed for closure of the event.

The Exhibitor(s) / Supporter(s) may only present on his/her stand or space the materials, products or services described in the application to participate. No advertising on behalf of firms not exhibiting is permitted in any form whatsoever. Transfer or sub-letting of all or part of the allocated spaces is prohibited.

Obligation and Rights of the Organizer The Organizer undertakes to allocate Exhibition space / Support items space as far as possible on the basis of the preference expressed by applicants. Application will be considered in order of receipt of application forms accompanied by payment.

The Organizer reserves the right, in case of absolute necessity, to modify the positioning of stands, with no obligation to provide compensation to Exhibitor(s) / Supporter(s). The Organizer reserves the right to offer to a different firm any stand, space or Support item that has not been occupied by the event of the opening of the Congress / Exhibition, with no obligation to provide compensation to the defaulting Exhibitor(s) / Supporter(s).


These terms are the contractual agreement between the Organizer and the Exhibiting / Supporting Firm (Exhibitor(s) / Supporter(s)). Signature of the All Application Forms indicates acceptance of these terms and conditions.

*

Release 0.1

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER

02CommitmentCompanies wishing to participate as an Exhibitor(s) unreservedly accept, and undertake to comply with these general terms, the regulation of the hosting venue and security regulations in force in Turkey. They also agree to all new provisions imposed by circumstances or in the interest of the congress which the organizers reserve the right to notify by written communication.

Companies wishing to participate in the exhibition and using custom-made booths also agree with submitting for approval detailed maps and perspective views to show the fitting out and decoration of booths as well as comply with all instructions which will be set in the Exhibitor(s)’ manual that will be uploaded on the congress website in due course (especially instructions concerning set-up, dismantling and relevant time schedule.

CancellationAll cancellations must be made in writing to the Congress Office Exhibition Sales Liaison Office by the official contact person of the exhibitor indicated in the Exhibitor Application Form.

Cancellation must be made in writing to:10th UIC World Congress on High Speed Rail & Trade ExhibitionExhitibition Sales Liaison Office

Aziziye Mah. Dede Korkut Cad. No.16/4Çankaya 06690 ANKARA TURKEYTel : +90 312 442 8845Fax : +90 312 441 2984 E-mail : [email protected]

The Congress Office shall retain:: 30% of the agreed package amount if the cancellation is made more than 3 months prior to the Congress.:: 80% of the agreed package amount if the cancellation is made between 2 and 3 months prior to the Congress.:: 100% of the agreed package amount if the cancellation is made up to 2 months prior to the Congress. All cancellations made after this time are subject to full payment and no refunds will be made. If exhibition space is resold The Congress Office shall retain 40% of the agreed package amount administration charge the rest will be refunded.In case of cancellation received (in writing) as per the above policy.

Liability Insurance The Organizer provides general guard service and third-party insurance at the exhibition site. Equipment and all related display materials installed by Exhibitor(s) / Supporter(s) are not insured by the Organizer, and the Organizer under no circumstances will be liable for any loss, damage or destruction caused to equipment, goods or property belonging to Exhibitor(s) / Supporter(s). The Exhibitor / Supporter agrees to be responsible for his property and person and for the property and persons of his employees and agents and for any third party who may visit his space. The Exhibitor/Supporter agrees to be responsible through full and comprehensive insurance, and shall hold harmless the Organizer from any and all damages/claims arising from theft and including those perils usually covered by a fire and extended – coverage policy. The Exhibitor(s) / Supporter(s) will purchase insurance policies for the above listed damages.

The Exhibitor(s) undertakes to arrange a public liability insurance policy providing cover for any/all loss/damage caused to third parties for which it is liable (including all regular and temporary staff). The policy shall include a clause to cover loss, theft, damage to all/any equipment the sponsor/Exhibitor(s) has custody of. Stand builders should arrange for the same public liability insurance policy too. The Organizer will be provided with copies of such policies within the deadline indicated in the Exhibitor(s) manual.


Release 0.1

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER

03Exclusion of LiabilityThe Organizer may not be held liable for the Congress attracting a lower than expected number of participants or for any lack of interest in the event as a whole.

Priorities and ChangesSpaces and sponsorships will be assigned on a first come, first served basis and taking into account, insofar as possible, the preferences expressed by sponsors and Exhibitor(s).

The Organizer reserves the right to change the exhibition floor plan and add/eliminate sponsorship opportunities at any time with the sponsors and Exhibitor(s) waiving entitlement to make any claim in this respect and undertaking to comply with the decisions taken.

Presence and Re-assignmentThe allocated exhibition spaces shall be occupied by the Exhibitor(s) at all times during the congress opening hours and the schedule published in the program. Failing this, the spaces will be deemed available and may be otherwise attributed without the defaulting Exhibitor(s) being entitled to claim any form of indemnity.

Maximum stand height has to be respected, failing this the Organizer reserve the right to close down the stand.

No booking or space confirmed is permitted to be re-assigned or sub-let in any manner. It’s not permitted for more than one company to share a booth without written prior consent from the Organizer.

Exhibitor ProfileOrganizer publishes a 100-word Exhibitor Company/Product profile in the list of Exhibitors in the official program and Exhibitor(s) accepts to submit company profile electronically via e-mail by a specific date.

Floor PlanThe floor plan is correct at the time of printing. Exhibitors are welcome to modify any spaces to their specific requirements. A revised (up to dated) floor plan will be included with the booth confirmation. The floor consists of grey concrete; therefore, all Exhibitors are required to carpet their space.

Payment MethodsPayments can be made in EUR via Bank Transfer only. Exhibitor(s) makes drafts payable to Organizer’s bank account indicated in the Exhibitor Application Form. Sender has to indicate the company name and “HSR2018 TEXP Booth Rental Fee” in the subject field. Bank charges are the responsibility of the payee and should be paid at source in addition to the rental fees.

Preliminary RemarksThese technical guidelines including terms and conditions are contractually binding and are to be followed by all customers, organisers and exhibitors, including the exhibition service and stand construction companies (builders) commissioned by them to perform work. The exhibition grounds are private property. The latest up-to-date version of the house rules applies to the entire exhibition grounds of the Venue (Ankara Chamber of Commerce (ATO) International Convention & Exhibition Centre), including all exhibition halls, access routes, outdoor areas, open-air sites and parking area. All exhibitor companies, sponsors, service providers, visitors, tenants, builders all other persons must observe and accept the rules. They do not apply to employees of the Organizer company. Anyone found breaking these rules can be immediately expelled from the Convention & Exhibition Centre, excluded from the respective event, banned from entering the exhibition halls, and/or prosecuted. Furthermore, damages can be claimed from such person(s).


Release 0.1

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER

04 Preliminary Remarks (cont’d)The Exhibition Services Request Forms listed in the following pages will be provided by the Organizer only. These must be filled in, signed, stamped and returned within the specified time whether it is needed or not. If they are not received on time, the Organizer can give no guarantee regarding correct and punctual fulfilment of the requested and ordered services. Furthermore, the Organizer reserves the right to impose a surcharge on the standard rates in accordance with the details given in the service folder if orders are submitted after the specified deadline.

Due to different structural conditions at the Venue, differences may occur in the various implementary regulations and rules. The Organizer also reserves the right to make alterations.

a) Exhibition Service Forms The forms listed below must have been filled in, signed and stamped by the Exhibitor Company and sent to the Organizer before the Exhibition by the deadline.

Form No

1

2

2.1

3

4

5

6

6.1

7

7.1

7.2

8

9

9.1

9.2

9.3

10

10.1

10.2

11

12

13

14

T01

T02

T02.1

T02.2

T02.3

T03

T04

T05

T06

T07

Form Title

Exhibitor Application Form

Exhibition Catalogue Subscription Form

Exhibitor Info Form

Stand Equipment & Product Arrangement Plan Form

Stand Decoration Info Form

Stand Fascia Info Form

Stand Return Form

Stand Delivery Form

Exhibitor Badge Form

Exhibitor Badge Form

Extra Badge Request Form

Hostesses & Translator Services Form

Catering Order Form

Catering Order Form

Catering Order Form

Catering Service Order Form for Builders & Set-up Staff

Forwarding & Logistics Services Form

Equipment & Labor Order Form

Forwarding Order Form

Exhibition Promotional Material Form

Catalogue Advertisement Form

Exhibitor Activities Form

Extra Working Day Request for Mantling / Dismantling Form

Electricity / Telephone / ADSL / Internet Connection Form

Furniture / Carpet / Lighting Form




Cleaning & Private Security Services Form

Audio / Visual / Presentaton Systems Form

Uninterruptable Power Supply Form

Computers, Printers, Photocopy, Fax Machine Form

Communication Services Form


Release 0.1

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER

05Right of AccessAccess to the Venue during the event is only granted upon presentation of a valid badge. Persons are only allowed to access the Venue during the times and in the buildings and for the purpose specified in the badge. Badges must be retained while on the site and must be presented to the supervisory personnel and security guards upon request. Exhibition stands and event area being used by the Exhibitors may only be entered under the supervision of stand personnel or one of the Exhibitor’s employees.

Denial of AccessWhoever

:: does not follow the instructions of supervisors/security personnel,:: is clearly under the influence of alcohol and drugs,:: has been banned from entering the exhibition grounds before due to certain reasons,:: refuses to be searched by security personnel,:: clearly intends to disturb and harm the event

shall be denied access to the Venue without any refund.

Emergency EvacuationIn case of an emergency, it might be necessary to evacuate either certain or total exhibition ground. The security staff, police, the fire service and the Organizer can give evacuation order for safety reasons. All Exhibitors / Builder Staff / and other persons have to obey the announcements made by either the emergency announcement system or the authorized person. The organizer has to inform all participants about the procedures and also he/she has to make a plan to evacuate the exhibition ground and announce it. On the latest Exhibition Floor Plan shared by the Organizer, emergency exits and safe hallways are stated.

Exhibitors / stand builders must inform their staff, stand employees and service providers about this procedure and where appropriate, prepare and announce their own evacuation plans. They are responsible for ensuring that their stand areas are evacuated when the evacuation order is given.

Emergency Exits, Escape and Rescue Routes, DoorsEmergency exits along the escape routes and corridors must be at least 180 centimeters width and at least 210 centimeters height. These doors must be always kept open to the passages of the people in the hall without exceeding through the passage ways. Emergency exits escape gates and signs indicating their position shall not be obstructed, nor shall anything be built, uncovered or rendered in any way unrecognizable.

Fire Escapes and Fire Extinction SystemFor any case of emergency, places stated below must be kept open any time to ensure fire service and emergency service (ambulance) may response easily:

:: Fire escape routes:: Fire cabinets:: Corridors and spaces reserved for the security services:: Access route for fire services and rescue:: Vehicle routes to the halls:: Fire hydrants:: Fire-escape stairs


Release 0.1

Fire Escapes and Fire Extinction System (cont’d)In front of the emergency exists on fire-escape routes must be held open in order to be opened fully and easily. Exits, emergency exits and escape route signs must neither be blocked nor covered. Throughout the fire-escape hallways, there must not be any booth set up or stock ups that block emergency exits. The Organizer reserves the right of moving away any kinds of vehicles, equipment or object that blocks reaching to the fire-escape halls, security areas and fire hydrants as charges at the expense of the responsible Exhibitor.

Fire Extinguisher SystemWithin the halls and inner street, there is a fire detection, fire extinguisher, and announcing system. Fire extinguisher cabinets are placed every 25 metres approximately. During mantling, move-in and dismantling and for the duration of the event, these areas must be empty. If the Organizer decides and accepts a risk for any standard or specially decorated stand, Exhibitors Company has to provide fire extinguisher.

Lighting, Flow and Voltage TypeThe lighting system does not exceed 250 watts energy consumption for stand lighting. It is kindly adviced to use a lighting system 100 watts per 3 sqm.

Type of Current and Voltage For Lighting Supply : AC 220 Volt For Power Supply : Single phase 220 V, Three phase 380 V, 50 Hz.

In case of a demand on other voltages and currents, the demander must be providing a proper transformer. No liability shall be accepted for any damage caused by voltage changes due to the power supply. In this regard, Exhibitors can request UPS - uninterruptible power supply. The Organizer may provide UPS - uninterruptible power supply at an additional cost upon the Exhibitor Company’s request sent via the relevant form.

Electricity, Water and Compressed Air SupplyThere are electricity, water and compressed air supply in TRUVA and ZELVE halls. There is only electricity in the inner street. Electrical lines in the hall are located on the wall panels and floor boxes. The floor boxes also have compressed air and water connections. The power, water, and air supply requests must be sent before the deadline. No responsibilities are accepted due to any problems caused by an infrastructure problem in case of a delay. There are water installations at the halls; the pressure is 5.0 bar. There are compressed air installations at the halls. The operating pressure is 6.0 bar. It is highly recommended to use the compressed air installations for the usage of all halls.

Telecommunications and Internet UsageCable net, Wi-Fi, and telecom connection are provided upon request. Related request forms must be sent to the Organizer by the deadline.

Floor Load-Bearing Capacity TRUVA, ZELVE and a part of the inner street area have hardened concrete floor. The load-bearing capacity of such floors is max. 1000kg/sqm. On the granite floor, it is max. 300 kg/sqm. The organizer is responsible for controlling the convenience of the booth and products to be displayed and their capacity on the floor located. The Organizer reserves the right to remove the products and stands that are considered as inconvenient and damaging by charging the Exhibitor Company. The load-bearing capacity aforementioned is not valid for the busbar. On the busbar space, a 100cmx100cm wood plate etc. must be used.

Catering ServicesNo external F&B suppliers/caterers are allowed to supply or cater any form of food and beverage in the Convention & Exhibition Venue. The Organizer provides an extensive range of F&B services to suit any event. For this purpose, each item related to the catering services that are drinks, foods, etc. listed in catering services form. Please contact the Organizer for all F&B requirements.

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER

06 EXHIBITION VENUE TECHNICAL GUIDELINES Terms and Conditions

Release 0.1

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER


Customs ClearanceGRUPTRANS INTERNATIONAL TRANSPORT CO. INC. has been officially appointed as the only authorized freight forwarder for the 10th UIC World Congress on High Speed Rail & Trade Exhibition to be held in Ankara, Turkey on May 08-11, 2018. For goods to be transported and cleared safely, efficiently and for all paper work for Turkish customs to be precise, the Organizer only recommends GRUPTRANS INTERNATIONAL TRANSPORT CO. INC.

Due to certain problems suffered in the past, we would like to draw your attention to an important point while filling in your paperwork. Failure in complying with documentation and providing accurate information will result in delay and undue inconvenience.

IMPORTANT: If you are using GRUPTRANS INTERNATIONAL TRANSPORT CO. INC., you must fill in the forms with CONSIGNMENT to GRUPTRANS INTERNATIONAL TRANSPORT CO. INC. If you are using another transport company, you must fill in the forms with CONSIGNMENT to the name of the Turkish office of the transport company you are using.

Please DO NOT fill in your forms with CONSIGNMENT to 10th UIC World Congress on High Speed Rail and Trade Exhibition or the name of the fair you are exhibiting in or the name of the venue Ankara Chamber of Commerce (ATO) International Convention and Exhibition Center – Ankara.

To enable the timely delivery of your exhibits as customs cleared to the exhibition site, Exhibitors are kindly asked to follow thoroughly all of the shipping instructions of the official freight forwarder, GRUPTRANS INTERNATIONAL TRANSPORT CO. INC. Please DO NOT send courier shipments addressed to exhibition hall or hotel as it will probably not arrive on time

Please note that only GRUPTRANS will be allowed to offer below Logistics services on the exhibition grounds:

:: International and local transportation:: Customs brokerage / Customs clearance Services:: Unloading and loading your trucks:: Delivery of your goods to your fair stand - Rental of forklifts, crane, cherry picker and other special equipment:: Labor:: Warehousing and storage of empty packaging, materials and devices during the event

To avoid any problems during the build-up and dismantling, exhibitors are kindly requested to get in touch with the official Freight Forwarder on time.

GRUPTRANS INTERNATIONAL TRANSPORT CO.INC Address: KIRIM CAD. NO. 36/1 06510 Emek Ankara - Turkey

T : +.90.312.215 43 44 F : +90.312. 215 50 90

Contact Persons : Ms. Öznur KEBABCI / Operation Manager [email protected] Ms. Selen TUMERK / Project Manager [email protected]

For all general enquires: [email protected]

Release 0.1

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER

08Gates for VehiclesGate D: Height: 380 cm, Width: 720 cmGate E: Height 415 cm, Width 740 cm

Ceiling HeightExhibition halls ceiling height is 770 cm.

Branding MaterialsAll branding materials size for advertisements must not exceed 600 cm (top to bottom) x 1200 cm (left to right). Branding material should be mesh fabric. Branding will be applied by the Organizer.

Stand CleaningDuring the exhibition days, the Organizer will be responsible for the general cleaning of stand carpets and gangways daily. During the build-up and dismantling periods, exhibitors and/or appointed contractors are responsible for the removal of stand construction debris and rubbish on a daily basis. All aisles must be left clear.

Ceiling UsageNo hanging or heavy carriage on the ceilings is allowed in the exhibition area.

Wall UsageVisual hanging is allowed at hanging points located at a height of 6 meters on the hall walls provided that any Exhibitor Company applied for the reservation. These areas may be reserved at an additional cost.

Area Usage RulesThe instructions of supervisors, managers, and security personnel must be followed at all times. Wood cutting, welding, etc. is strictly forbidden in the Venue. Suitable places will be shown by the Organizer for these kind and similar works if needed. It is strictly forbidden to damage the walls of the Venue among the exhibition halls by double-sided tape, special adhesives, nails or screws. The paper tape should be applied on the surface at first. It is forbidden to immobilize something to the floor in any way.

Exhibitors having a column within their stand area may apply coating around the column up to a maximum height of 500 cm from the ground. Coatings should not be applied directly to the column and should be separated from the column using a soft material such as felt or insulator material placed against a cavity or column.

Site / Stand Area Delivery & ReturnBefore the Exhibition, on mantling and/or move-in day, the Organizer delivers the standard stand with stand area or only stand area to the Exhibitor Company by signing the relevant form with stating the conditions when delivered. At the end of the event, after the dismantling of the standard stand with stand area or only stand area belonging to the Exhibitor company, the damage report and conditions are recorded by the Organizer. These conditions written and supported by the real pictures of the stand / stand area. If any damage is observed when the stand / stand area is returned, the Organizer will charge the cost to the Exhibitor Company. It is strictly forbidden to leave and/or stack the garbage at any other place except for the garbage dumps specified in the Venue by the Organizer. All empty packaging must be removed immediately at the expense and risk of the owner. When the dismantling of stands is over, unused stands and materials will be removed from the field and the cost will be invoiced to the Exhibitor Company.


Release 0.1

Stand Design and Planning ProcessThe Organizer has already positioned the stand areas according to the exhibition plan and Venue regulations. The Stand Project designed and to be built by the Exhibitor Company has to be approved by the Organizer. Only the stands and materials approved by the Organizer can enter the Venue. The Exhibitor company among her personnel cannot enter into the Venue, unless the plan is approved.

The Exhibitor company must submit the stand plan for the exhibition area to the Organizer and get approval before the deadline. Any plan not approved by Congress Office is strictly unacceptable to enter. The Organizer approves the stand plans if the relevant conditions of the Technical Guidelines of the Venue are provided. Otherwise, the stand plans cannot approved and the Exhibitor company is notified together with the reasons.

Standard Stands – Shell SchemeThe Organizer has designed specially decorated Standard Stands for the event. Standard stands will be delivered by the Organizer to the Exhibitor Company applied for having such a stand on the first day of move-in/mantling day with the Stand Delivery Form. The form is signed by the Exhibitor Company and the Organizer. The Exhibitor Company accepts that the stand is delivered clear and undamaged. Standard stands are returned to the Organizer at the end of the dismantling day with the same conditions when it is delivered. The organizer reserves to right to photograph and record the conditions of the standard stands everyday. Exhibitors may employ a decorator to build suspending objects to their standard stands without any additional installations. Any appliances not in accordance with the standard stand structure will be compensated by the exhibitor. Suspending display objects may not exceed the height of the wall panels and should be within the limits of allocated stand area. Nailing on the standard stand panel, drilling, painting or wallpapering are not permitted. Any damages within the exhibition area should be compensated either by the exhibitor or the decorator. Exhibitors had to follow the stand visual dimensions given by the Organizer.

Specifications of the Standard Stands:: Construction system:: Total height of booth side panel constructions: 310 cm:: Height of walls: 240 cm:: Lockable information counter w 100 cm x d 45 cm x h 100 cm (1 per booth, lockable):: Company name on information counter w 60cm x h 60cm (1 per booth):: Company name on side panel w 100 cm h 50 cm (1 per booth):: Lockable cabinet w 85 cm x d 40 cm x h 75 cm (3 per booth):: Spot light 150 V (2 per booth):: Power consent (220V, 1 per booth):: Meeting Table (Round, 1 per booth):: Chair (3 per booth):: Bar stool (1 per booth):: Rubbish bin (1 per booth):: LED TV (1 per booth)

Stand FasciaThe Congress Office will present the fascia to each exhibitor with the name of the company/organization, stand number and the initials of the country the company from. It is, therefore, necessary that the participating company should submit the related form to the Organizing company with all the above details.

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER


Release 0.1

Standard Stand Visual Dimensions

Standard Stand1 300x300 cmStand visual dimensionsA: (w) 150 X (h) 60 cmB: (w) 250 X (h) 60 cmC: (w) 150 X (h) 60 cmD: (w) 100 X (h) 50 cmE: (w) 60 X (h) 60 cm

Please contact the Congress Office for the standard stand project and pictures of sample production

Two-Storey Stand ConstructionThe stand structure including the two-storey stands should not exceed 5 meters off the ground. Stands and exhibits, logos and trademarks shall not exceed a maximum height of 5 meters (measuring from the top of the text, logo or trademark). The second floor of two storey stands can only be used as a reception area with an office or bar service, or as a small area for beverage service (provided by the Organizer only). Use for exhibiting of the second floor is prohibited. On the second floor of the two-storey stands, 6kg Abc Fire Extinguisher must be available for every 50 square meters. These fire extinguishers must be identified with the markings required by safety standards.

Stand Construction PermitsDocuments shared below belonging to the Exhibitor Company/Authorized Builder Company personnel who will work in the move-in, mantling and dismantling in the exhibition area has to be delivered. Only upon delivering the required documents, the relevant badge will be given. The list of personnel who will be asked to receive badges should be notified the Organizer before the deadline. The badges will be distributed on the first day of the exhibition move-in and/or mantling Day in the main entrance. Whoever fails to provide the required documents or report incomplete documents cannot be allocated by any exhibitor, builder, construction companies badges and cannot be able to work in the exhibition area at all. The regular working days as as follows;

Obligatory DocumentsThe following original documents must be submitted by the Exhibitors to the Congress Office. These documents are approved by the Organizer and a copy of them will be kept by the Organizer.

:: Turkish Social Security Certificate (SGK) and monthly social insurance statements:: Document that the personnel to work for stand construction received relevant occupational health and safety training:: Having workwear and equipment in line with work-related health and safety standards:: If the employees of the builder companies work at an altitude greater than 120 centimeters, working at height certification :: The job qualification certificate.:: A description of all equipment to be used during construction and confirmation of these equipment is suitable for the stands by the Organizer.:: Having a 300mA residual-current device (RCD) in a small sized distribution board – electric panel or fuse box to be used in the stand.

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER


Standard Stand2 400x300 cmStand visual dimensionsA: (w) 150 X (h) 60 cmB: (w) 350 X (h) 60 cmC: (w) 150 X (h) 60 cmD: (w) 100 X (h) 50 cmE: (w) 60 X (h) 60 cm

Release 0.1

Timetable for ExhibitorsDocuments shared below belonging to the Exhibitor Company/Authorized Builder Company personnel who will work in the move-in, mantling and dismantling in the exhibition area has to be delivered. Only upon delivering the required documents, the relevant badge will be given. The list of personnel who will be asked to receive badges should be notified the Organizer before the deadline. The badges will be distributed on the first day of the exhibition move-in and/or mantling Day in the main entrance. Whoever fails to provide the required documents or report incomplete documents cannot be allocated by any exhibitor, builder, construction companies badges and cannot be able to work in the exhibition area at all. The regular working days as as follows;

Extra working hours/days are available at an additional cost and should be requested by the exhibitors only (not any builders or appointed third parties)

The documents required for each of the company employees who will perform the stand mantling in the exhibition area are listed below. The Organizer should be notified by the Exhibitor Company by the deadline announced in the documents. Early reports will speed up the process.

Safety RegulationsNo easily inflammable materials or materials which produce burning droplets or toxic gases and/or smoke, such a fire the materials used should not generate dense smoke. as polystyrene hard foam, PVC or similar, various acrylic glass products, may be used. LPG, LNG and similar burner, heater are strictly forbidden in the exhibition area. Fireworks cannot be inserted into the exhibition area and fireworks or pyrotechnic devices cannot be evacuated at the exhibition area.

Exhibitors are required to comply with all regulations, in particular the risk of fire and / or other accidents or damages, the measures are taken against health and safety during the mantling, exhibition and dismantling.

Rooms that can only be accessed through a separate room (imprisoned rooms in other words) is forbidden to enter.

The stand structure including the two-storey stands should not exceed 5 meters off the ground. Stands and exhibits, logos and trademarks shall not exceed a maximum height of 5 meters (measuring from the top of the text, logo or trademark).

The Venue is completely non-smoking venue. Smoking is prohibited during mantling and dismantling as well as the exhibition days and legal rules will be applied whoever fails to obey the smoking rule. Smoking is strictly prohibited within the halls and closed areas at any time. Exhibitor Company

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER


"Move-in / Setup (Building of specially decorated stands)"

Exhibition

"Dismantling / breakdownRemoving of the stands and all installations"

May 5, 2018May 6, 2018May 7, 2018

May 8, 2018May 9, 2018May 10, 2018

May 10, 2018

09:00-18:0009:00-18:0009:00-18:0012:00-18:0009:00-18:0009:00-18:00

18:00-00:00

WHAT IS HAPPENING? DATE TIME

Release 0.1

accepts all regulations to be applied by the Venue to the Organizer if anybody from the Exhibitor Company smokes in the Venue.

Safety Regulations (cont’d)

It is prohibited to bring any animals into the Convention and Exhibition Venue.

The volume level on the stands should be kept to a minimum (max 30dB). After the verbal warning, the Organizer has the right to shut down the sound source or the stand electricity if the volume is not reduced.

Construction, materials and the structure of the stand must be robust enough ensuring public safety.

The entrance and exit of all materials to the exhibition halls are made from the entrance gates specified in the stand plans – only Gate D and E. Apart from this, no material can be moved in and/or out from Gate A, B and / or any other door.

No products or materials belonging to the Exhibitor in any way before, during and after the event can be stored in the field, be stacked and cannot be left. The Organizer is not responsible for any of the materials left in the building.

Residual-Current Device-RCD has to be tested at the Convention & Exhitibition Venue under supervisory of the Organizer.

Inspection of the Rented AreaThe rented stand area is marked on the Exhibition Floor Plan. All Exhibitors are kindly invited to visit their stand area via the official Site Visit Request Application Form through the Congress website http://www.uic-highspeed2018.com/exhibition/site-visit-request/. Site visit requests must be delivered at least three days before the requested date. Every inspector on behalf of the Exhibitor Company should have at least one legal identification card (Passport or Turkish National Identification Card) during the Site Visit. The Organizer will check the availability of the venue if any other event will be held at the same time. Upon the availability, the Organizer will arrange the visit with pleasure by contacting you upon the declared contact information on Site Visit Request Form. Please kindly note that vehicle plate, model and color should be declared when requested by the Organizer.

General BehaviourOn the exhibition grounds, all exhibitors, stand personnel, visitors and all other persons are to behave with care and respect and in such a way that they do not harm or endanger any other persons or disturb them. Any soiling, contamination or pollution of the grounds facilities is prohibited. Waste, packaging materials and empty receptacles must be disposed of in the containers provided.

Exhibition RegulationsThe Congress Office, acting under direction of the Organizing Committee, has the final decision as to the acceptability of displays. Exhibitors are not to share with others any space allotted to them without prior written consent by the Congress Office.

The Organizer reserves the right to alter the general layout or limit the space allotted to each Exhibitor / Supporter, postpone the exhibition or transfer it to another site if unforeseen circumstances warrant such action. Should any contingency prevent the holding of the exhibition, the Organizer will not be held liable for expenses incurred other than the cost of exhibit space rental fees.

All exhibits are to be displayed so as to avoid blocking aisles, obstructing adjoining booths, damaging the premises or the leased equipment. Exhibitors are kindly requested to allow sufficient see-through areas which ensure clear views of surrounding exhibits. Exhibitors are responsible for the cost and execution of the design, installation and delivery of their display to (and its removal from) the exhibition site.

Flammable materials are not to be used. Equipment displayed or demonstrated must be installed by strict adherence to safety measures.

Exhibitors undertake to observe the timetable designated for completion of their display before the exhibition opening and its dismantling at the close of the exhibition. No dismantling or packing of the display before the designated hour. It is the Exhibitor’s responsibility to pack and remove or consign for shipment all items of value prior to leaving their exhibit unattended, otherwise the Organizer will arrange for their removal at the Exhibitor’s risk and expenses.

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER


Release 0.1

Exhibition Regulations (cont’d)Exhibitors are obliged to ensure that their stands permanently manned during the exhibition opening hours.

Payment is to be made in accordance with the conditions of payment on the Exhibitor(s) application form and/or in the prospectus.

Should the Exhibitor(s) / Supporter(s) fail to make a payment on time, the Organizer is entitled to terminate the contract, withdraw confirmation of acceptance, make other arrangements for the stand / Support items or seek compensation for non-fulfilment of contract.

Participation by Exhibitor(s) / Supporter(s) is dependent upon compliance with all rules, regulations and conditions stated herein.

Access to the exhibition is authorized on presentation of a badge issued by the Organizer. Exhibitors’ badges will not be mailed in advance and may be collected from the Exhibition Manager’s desk.

The Organizer ensures daily cleaning of the aisles. Exhibitor(s) / Supporter(s) are responsible for the cleaning of their stands. The provision of refreshments for the participants by Exhibitors is only permitted if the catering regulations of the exhibition building concerned are observed.

Exhibition areas and fittings made available to Exhibitors must be handed back in their original condition. In case of damage or loss of equipment provided, or damage to areas occupied, repair and replacement will be charged to the Exhibitor.

Any special decoration or fittings must be submitted to the Organizer for prior authorization.

Advertising panels and display are not permitted outside the exhibition areas allotted to Exhibitors.

The Organizer will not approve stands, which do not comply with the accepted standards, until the necessary changes have been made.

Media Package servicesThe Organizer has a package for promotion of the Exhibitor(s) with marketing tools. This package will give Exhibitor(s) an opportunity to have the ultimate benefit from the Exhibition and improve their business relations. The fee of Media Package – 1.200,00 EURO plus 18% VAT- is mandatory for all Exhibitor(s). The listed promotional services for co-exhibitors are covered by the co-exhibitor fee. The Organizer will invoice the main Exhibitor(s) for both: The Media Package fee and the co-exhibitor fee. The Media Package includes entries in the print catalogue along with a participation, the official website of the Congress and the app to be developed for the Congress. Co-exhibitors can order the full range of Media Package services, independently from the main Exhibitor(s), for 800.00 EURO plus 18% VAT. The contract for entries in the print catalogue is solely between the exhibitor and the Organizer. All claims are to be resolved exclusively between the Exhibitor(s) and the Organizer. The costs for any extended and / or supplemental entries in color, with logo, more than five product groups, etc. will be charged to the Exhibitor(s). The Media Package consists of the following services:

a. Print catalogue Exhibitors :: An entry in the short list of exhibitors, including company name, hall and stand numbers (will be alphabetically arranged):: A basic entry in the alphabetically arranged exhibitor directory, including company name, address, telephone and fax number, email and internet address, hall and stand numbers:: Five basic entries in the product category directory, including company name, hall and stand numbers

Co-exhibitors :: An entry in the alphabetically arranged short list of exhibitors, including company name, hall and stand numbers

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER


Release 0.1

b. Contact Points Exhibitor(s) may take part in the Contact Points, the online platform to be shared contact points of the Exhibitor(s) with company information on the official website of the Congress for a period of one year from the moment that authorization is granted. If Exhibitor(s) fails to take advantage of the one-year period, no rights to compensation or to make other claims against the Organizer can be enforced. Exhibitor(s) and / or co-exhibitor(s) may update their details at any time within this period by written communication with the Organizer.

Exhibitors:: Company profile with logo:: Company contact information:: Five basic entries in the product group classification:: Visual / text presentation of up to three of the Exhibitor(s)’ products / services:: Hyperlinks to the corporate website

c. HIGHSPEED2018 Congress App An App will be developed for the Congress where participants may use on smartphones and tablets throughout the Congress. In this platform, all Exhibitor(s) and their product information as listed below will be shown for the duration of the Congress.

Exhibitors:: Company profile with logo:: Company contact information:: Five basic entries in the product group classification:: Visual / text presentation of up to three of the Exhibitor(s)’ products / services:: Hyperlinks to the corporate website

Intellectual property, Trademarks and LogosThe copyright and other intellectual property rights held over all the Organizers’ offers or other products or services shall remain their property. Any rights which may be granted by the Organizer are destined for the participant’s sole use and may not be transferred. They are non-exclusive. The sponsors and Exhibitor(s)s shall be personally responsible for any authorization relating to copyright or related rights and they shall hold the Organizer harmless as regards any action in this respect. Moreover, sponsoring companies hereby expressly authorizes the Organizer to use their trademarks and logos within the strict framework of the congress for its organization and promotion.

Force MajeureIn the event that the congress does not take place owing to an event of force majeure, companies undertake no to claim any indemnity from the Organizer. The amounts still available following payment of all the expenses incurred shall be distributed to companies on a pro-rata basis of the amounts paid.

DisputesAny breach of these general terms, the regulation of the hosting venue and security regulations in force in Turkey may entail immediate, temporary or final exclusion of the company and closing down of the stand. It is particularly the case for default of insurance, non-compliance of the security rules, non-occupation of the stand, stand layouts different from the approved ones.

The contractual relationship is governed by the Ankara Court which shall have sole jurisdiction.

UPDATED13.04.2018


EXHIBITOR


HSR

2018

_EGT

R_FO

RM_V

01

[email protected]








OFFICIAL CARRIER


Co-exhibitors:: Company profile with logo:: Company contact information

Co-exhibitors:: Company profile with logo:: Company contact information

Release 0.1