Dear Exhibitor, Please do not hesitate to contact me for further information or assistance. Kind regards, Mr. Varut (Putt) Thanvarachorn

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1 Dear Exhibitor, This Exhibitors Technical Manual is designed to assist you in preparing for a successful congress and contains important information. Please read the information in this manual. It will take you very little time now and could save you a great deal of time later. The Exhibition will be held in conjunction with the 12 th Asia Pacific Travel Health Conference taking place in Bangkok, Thailand, March 21-24, 2018 at Plaza Athénéé Hotel. The floor plan has been designed to maximize the exhibitor s exposure to the delegates. Please do not hesitate to contact me for further information or assistance. Kind regards, Mr. Varut (Putt) Thanvarachorn Meeting Planner Tel: Ext. 115 Mobile:

2 Table of Contents SECTION 1: Contact Information 3 Kenes Contacts Contractors Contacts SECTION 2: Timetables 4 SECTION 3: Deadlines Table 5 SECTION 4: Exhibition Stands 6 Shell Scheme Package Designer/Independent Contractor Stands SECTION 5: Exhibition Technical Information 8 Exhibitor Table Exhibitor Floor Plan SECTION 6: Exhibitor Badges 10 SECTION 7: Rules, Regulations & General Information 12 SECTION 8: Stand Equipment & Services 14 2

3 SECTION 1: Contact Information a. Kenes contact information Meeting Planner Mr.. Varut (Putt) Thanvarachorn Tel: Ext. 115 Mobile: Industry Liaison and Sales Associate Ms. Wannapa Pureemahawong Tel : Ext. 116 wpureemahawong@kenes.com Registration Specialist & Accommodation Mr. Alongkot Kongkittithanakul Tel: Ext. 110 akongkittithanakul@kenes.com b. Official Contractors contact information OFFICIAL STAND CONSTRUCTION & SERVICES CITYNEON NETWORK CO., LTD Ms. Atcharawan Kunyot Tel: Ext. 19 Mobile: sale@cityneonthailand.com CONGRESS VENUE - Audio Visual, Telecommunications, rigging, stand cleaning, security and catering The Athenee Hotel Bangkok Ms.Pawinee Notchaiya Exhibition Services Tel: Ext Mobile VENUE ADDRESS PLAZA ATHENEE BANGKOK A ROYAL MERIDIEN 61 Wireless Road (Witthayu) Lumpini Pathumwan Bangkok Thailand lemeridien.com/plazaatheneebangkok 3

4 SECTION 2: Timetable Exhibition Timetable* Set up hours Wednesday, March 21 07h00 23h59 Move-in official contractor 10h00 19h00 Move-in of outside contractor 14h30 19h00 Exhibitor Move-in Thursday, March 22 09h00 17h00 Exhibition hours Friday, March 23 09h00 17h00 Saturday, March 24 09h00 17h00 Breakdown Saturday, March 24 18h00 22h00 Registration Timetable* Wednesday, March 21 14h00 18h00 Thursday, March 22 07h00 17h30 Friday, March 23 07h30 17h30 Saturday, March 24 07h30 16h00 * Subject to change according to final congress schedule Please note: Empty crates and packaging material must be removed/stored no later than 19h00 on Thursday, March 21. No storage space will be provided on-site. Direct arrangement should be made with the Official Freight Forwarder. Otherwise, exhibitors must arrange for their empty and non-usable cartons and cases to be transported back to their premises. Exhibitors are not to store such items within the exhibition halls. The organizer reserves the right to remove/dispose of any carton, cases and/or packing materials left in the exhibition halls. Any cost incurred will be borne by the exhibitor. Please contact the Official Shipping agent for available options (see Section 1b- contact information) An updated time table can be found at the APTHC 2018 congress website: or by clicking here. 4

5 SECTION 3: Deadlines Table Submission of Exhibition Forms Deadlines Designed Stand Approval Wednesday, February Staff Hotel Reservation Wednesday, February : Please contact Official Congress Hotel: Plaza Athenee Hotel Text for Fascia (shell scheme booths only) Wednesday, February Badge Order Wednesday, March Furniture Rental, Graphics Printing, Electrics Wednesday, February rd Party Contractor Form Wednesday, February

6 SECTION 4: Exhibition Stands To ensure the smooth and efficient installation and dismantling of your booth, an official Stand Builder has been appointed (see SECTION 1: Contact Information). Booth furniture and accessories are available for rent (please refer to the enclosed catalogue and order forms at the end of this manual). Shell Scheme Package includes the following: Construction of 2.44 m H rear and dividing pifex system partition in white panel Provision of overhead fascia panel with c/w cut-out standard company name and stand number Provision of 2 nos. of 36W fluorescent tube and 1 no of 13amp single phase power point Provision of 1 no. of information counter (1.0mL x 0.53mD x 0.76mH) Provision of 2 nos. of white folding chair and 1no of waste paper basket Exhibitors badges (see SECTION 6: Exhibitor Badges) 6

7 Table Top Package includes the following: Construction of 2.44 m H back panel with company s name and APTHC 2018 logo 1 no of 13amp single phase power point Provision of 1 no. of information counter (1.40mL x 0.50mD x 0.80mH) Provision of 2 nos. of white folding chair and 1no of waste paper basket Exhibitors badges (see SECTION 6: Exhibitor Badges) * Please note: Only one fascia name is allowed on each Shell Scheme exhibiting stand. The fascia name of the shell scheme stand will be in block letters, white standard 70mm-high (4 inches) English alphabet (maximum 32 letters including spacing) Please complete Form 1 that can be found on page 15. Important Note: Space only and standard shell scheme rental does not include electricity usage or stand cleaning. All of these services and other are available to order at the end of this manual. Designer/Independent contractor Stands PLEASE NOTE: Two copies of TECHNICAL DRAWINGS (plan & perspective view) of your stand design MUST BE SUBMITTED to for approval by Wednesday, February 28 th, Please send to Varut (Putt) Thanvarachorn at: vthanvarachorn@kenes.com, no later than Wednesday, February 28th,

8 SECTION 5: Exhibition Technical Information Hall Specs Hall name: Foyer Level 2, Plaza Athenee Hotel Maximum build-up height: The maximum build height in Foyer Area is three (3) meters. Floor Finish: Carpet. It is compulsory to arrange for PVC sheet and plywood underlay to be laid against hall existing carpet. Rigging Options: Rigging is prohibited in all exhibition area. Electrical Connections The electrical installations for the exhibition will be carried out by the Stand Builder Contractor. Internet Free WIFI will be available in the venue. However, there is limited bandwidth supporting the network. We advise that if you do require constant and dependable internet, to order a dedicated wired network for your stand from the venue. Refreshments Coffee/Tea & refreshments will be served in the exhibition area during official coffee breaks. Storage As the venue and the organizer have no storage facilities, no deliveries will be accepted PRIOR to the congress. Stand Catering Catering is exclusive to Plaza Athenee Hotel and needs to be ordered at least 2 weeks in advance. For exhibitors wanting to bring their own coffee machines, a handling fee will be chargeable and subjected to management s approval. 8

9 Level 2 Floor Plan SECTION 6: Exhibitor Badges All Exhibitors are required to be registered and will receive a badge displaying the exhibiting company s name. Two (2) exhibitor badges will be given for the first 4 sqm booked and one (1) additional badge for each 4 sqm after. Any additional staff members will be charged an exhibitor registration fee of $150 (USD). Exhibitor registrations allow access to the exhibition area only and shall be used by company staff only. For additional badges, please use the Exhibitor registration form on the next page. Please return the form to the attention of: Alongkot Kongkittithanakul at: akongkittithanakul@kenes.com, no later than Wednesday, March 7, Exhibitors badges give free access to the exhibition area, coffee breaks. 9

10 All personnel are required to wear badges to access the venue. Company representatives not wearing their badges will not be allowed to access the exhibition. Company name badges are for the use of company personnel for booth staff purposes only and should not be used by companies to bring visitors into the Exhibition. Exhibitor s badges will not be mailed in advance and may be collected at the Registration Desk on arrival. Service Passes: Stand contractors and staff must wear service passes during the entire set-up and dismantling period. Service passes are free of charge and may be collected from the Registration Desk on site. 10

11 Exhibition Badge Order Form Please return to Alongkot Kongkittithanakul at: no later than Wednesday, March 7, Company: Contact name: Tel: Fax: All stand personnel are required to register. Two (2) exhibitor badges will be given for the first 4 sqm booked and one (1) additional badge for each 4 sqm thereafter. Any additional staff members will be charged an exhibitor registration fee of $150 (USD)*. Registered stand personnel will receive: Badge with Company name Access to the Exhibition area Tea / Coffee / during official breaks A maximum of 25 letters can be printed on the badge. Please indicate in the box below how you would like your company name to appear: Please indicate the total number of badges required. An invoice will be sent for all additional badges. Description Cost Quantity Total Cost Free Badges N/A N/A Additional Badges $150 (USD) Total 11

12 SECTION 7: Rules & Regulations Binding for all Exhibitors and their subcontractors Security The hotel will provide general security during the conference days. Neither Plaza Athenee Hotel nor the Organizers can accept responsibility for the security of the stands and their contents and for damage to, or theft of any goods. Exhibitors are fully responsible for the security of their stand and equipment. Waste Removal Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. Any discarded waste, including promotional material, left behind will be removed by the Organizers at the expense of the exhibitor concerned. Smoking The APTHC 2018 Congress is a non-smoking Meeting. Disposal of Material It is obligatory to collect and dispose of all material during the breakdown or dismantling of the event. When the dismantling period is over, the exhibitor loses any right to claim for losses or damage to property left behind and any costs incurred by the venue in removing this property will be charged to the exhibitor. Damage to the Premises Exhibitors are liable for all damage caused to floors, walls and pillars during the installation, exhibition and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls and pillars. Fire Regulations Stand material and fittings must be of non-inflammable materials or impregnated with fire-retardant chemicals. As a general rule, easily inflammable synthetic substances, foam polyester, and non-fireproof straw and reeds are prohibited. Storage of flammable goods Empty packaging, rubbish, trash, wood, paper, straw, cardboard and other flammable material must not be stored in the halls. Goods not allowed The following goods are not allowed at APTHC 2018: Goods causing nuisance by their smell or otherwise, or appliances emitting objectionable noises or radiating disturbing light; any hazardous objects that have not been mentioned in the stand construction design but have been introduced by the exhibitor. 12

13 Emergency exits Escape routes and emergency exits (indoors and outdoors) should be kept free of any obstruction and be kept in full view at all times. Fire safety signs, emergency alarm buttons, emergency exits or exit signs should not be covered by any products/company signs, decorations or stand roofs. Poster Hanging, Banners etc. Hanging of posters, banners or decals, stickers or similar things, on the walls, floors, ceilings or columns within or outside the installations of Plaza Athenee Hotel is not allowed without prior written authorization. Insurance (Compulsory) The neither Organizers nor Plaza Athenee Hotel, their representatives or agents will be held responsible for any loss or damage to exhibitor s property. Exhibitors must take precautions to protect their property against pilferage. The Organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance, and shall hold harmless the Organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Exhibitors are personally liable for all expenses incurred by the organizer or by third parties in regard to technical services provide. You are obliged to have a public liability insurance that covers all injuries to persons and damages which might cover in connection with the exhibition. All staff working directly or indirectly for the external installation company will have to be properly insured, Kuala Lumpur Convention Centre declining any responsibility in case of accident or breach of employment regulations. We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company s insurer. Promotional Activities All demonstrations or instructional activities must be confined to the limits of the exhibition stand. Advertising material and signs may not be distributed or displayed outside the exhibitor s stands. Sound equipment must be regulated and directed into the stand so that it does not disturb neighboring exhibits. The Exhibition Management reserves the right to require the exhibitor to discontinue any activity, noise or music that is deemed objectionable. Special Effects Special effects lighting, live music, smoke and laser projection may not be used in the stands. No permission will be given for projection in the aisles or on the walls of the hall. Participation by exhibitors is dependent upon compliance with all rules & regulations stated herein. 13

14 SECTION 8: Stand equipment & services STAND EQUIPMENT & SERVICES CITYNEON NETWORK CO., LTD Atcharawan Kunyot T +66 (0) F +66 (0) sale@cityneonthailand.com View the attached order forms to enable easy ordering. Form 1: ADDITIONAL LOGO ON FASCIA Form 2: FURNITURE AND ACCESSORIES SERVICE Form 3: ELECTRICAL SERVICE 14

15 FORM 1: ADDITIONAL LOGO ON FASCIA Deadline: 28 February 2018 Special Letterings or Logo (Extra Charge) If the exhibitor needs to make some special lettering or logo, such a service can be performed by Cityneon Network Co., Ltd with an extra charge. The quoted price depends on the design of the logo. Note : The size of logo will be at the maximum height 10 centimeters. We require for the service of making the special lettering / logo as the example attached. Exhibiting Company: Booth Number: Address: Tel: Fax: Date: Please return this form to: Cityneon Network Co., Ltd 436/36-39 Soi 20 Mithuna, 20 Mithuna Road., Huaykwang Bangkok Thailand Tel: Fax: patitta@cityneonthailand.com, op@cityneonthailand.com Contact: Ms. Patitta Maneekorn 15

16 FORM 2: FURNITURE AND ACCESSORIES SERVICE (Page 1/4) Deadline: 28 February 2018 Exhibitor s Name: Booth No: Address: Contact Person: Mobile no: CODE ITEMS SIZE(cm.) Early Discount (THB) After Deadline (THB) Onsite (THB) From QTY Amount (THB) PART 1 FURNITURE F01 Information Desk 50x100x , F02 Square Table 70x70x , , F03 Round Table 75x , , F04 Wall Shelf / SLOP 30x F05 Wall Shelf / Flat 30x F06 Counter Display 50x100x100 3, , , F07 F08 Small Showcase without down light) Big Showcase (without down light) 50x50x250 4, , , x100x250 6, , , F09 Lockable Cabinet 50x100x75 1, , , F10 Display stand ( A ) 50x50x , F11 Display stand (B ) 50x50x , F12 Display stand ( C ) 50x50x , , F13 Square Chair 50x50x , F14 Round Chair 40x40x

17 FORM 2: FURNITURE AND ACCESSORIES SERVICE (Page 2/4) CODE ITEMS SIZE(cm.) Early Discount (THB) After Deadline (THB) Onsite (THB) QTY Amount (THB) From F15 Bar Stool 45x70 1, , , F16 Brochure Stand ( A) 40x30x170 1, , , F17 Brochure Stand ( B) 30x40x150 2, , , F18 Refrigerator 5.5 ft. (no outlet) 60x60x150 4, , , F19 Plant & Basket High WS Waste Basket ST Storage (with folding door) 1m.x2m. 7, , , ST-D Storage (with folding door) 2m.x3m. 10, , , PART 2 STAND FITTING UP Underlay Plywood 15 mm. Thick 1 sq.m NP Needle Punch Carpet 1 sq.m PRT White Panel System Partition 100x250 cm. 1, , , FD Folding Door 100x200 cm. 2, , , Please return this form to: Cityneon Network Co., Ltd 436/36-39 Soi 20 Mithuna, 20 Mithuna Road., TOTAL VAT 7% Huaykwang Bangkok Thailand Tel: Fax: patitta@cityneonthailand.com, op@cityneonthailand.com GRAND TOTAL Contact: Ms. Patitta Maneekorn 17

18 FORM 2: FURNITURE AND ACCESSORIES SERVICE (Page 3/4) Deadline: 28 February 2018 All orders must be submitted with full payment in favor of: Orders are valid only when accompanied with full remittance. Cheque or tele-graphic transfer must be made payable to: A/C Name: Cityneon Network Co., Ltd A/C No.: Bank Name : Kasikorn PCL (Thiam Ruam Mit Branch) The above items are supplied to exhibitors on rental basis. 1. Exhibitors will receive a 30% refund for cancellation before the built-up day (13 November 2015) There will be no refund after the first built-up day. 2. Please fax transfer slip or receipt to Cityneon Displays & Constructions Co., Ltd. for information. 3. Please note that 7% VAT is applicable in Thailand and must be included in your payment. 4. Payment by credit card, 3% additional charge will be applied. 5. All bank charges (including beneficiary) must be borne by the exhibitor. 18

19 FORM 2: FURNITURE AND ACCESSORIES SERVICE (Page 4/4) Deadline: 28 February

20 FORM 3: ELECTRICAL SERVICE (page 1/7) RULES AND REGULATIONS ON ELECTRICAL SERVICES The organizer has officially appointed Cityneon Displays & Constructions (Thailand) Co.,Ltd. to take a full responsible for these following services. 1. Standard electricity supply 1.1There are two main power supply circuits: "Lighting Power Circuit" and "For Exhibit Power Circuit." 1.2The standard supply is a single-phase AC 220V, 50Hz with approximately 10% voltage fluctuation. For the safety of your equipment, please use a stabilizer. 1.3 Other requirements such as single phase 110V, 50Hz or three phase 220V, 50Hz can be specially arranged up on request, please contact our representatives. 1.4 All electrical motors must have independent automatic protection against excessive current surge. The Following starter systems should therefore be used: Direct on line: for up to 5 Hp motor Star delta: for 5 to 25 Hp motor Auto transformer: for above 25 Hp motor 2. Standard shell scheme booth electricity 2.1 The electrical system provided by the organizer in a 3.00 x 3.00 m standard shell scheme booth comprises of 2 (two) sets of 40 W fluorescent lamps and 1 (one) 5 Amp socket point with all electrical consumption charges included. 2.2 The Electrical Services Order Form is divided into 4 sections Section A : for exhibitors who need electrical services for their exhibits only. Section B : for exhibitors who require individual light fittings Section C, D : for exhibitors using their own special light fittings, either installed by themselves or by Cityneon Displays & Constructions (Thailand) Co., Ltd. 2.3 Additional electrical requirements have to be ordered through the Electrical Services Order Form with locations for installation specified. Please read the terms. 2.4 It is mandatory for those exhibitors who have been authorized to use their own special lighting to order electrical sources using Section C or D on the Electrical Order Form. 2.5 The organizer reserves the right to disconnect the electrical supply to any installations, which in the opinion of Cityneon Displays & Constructions (Thailand) Co., Ltd., could be harmful or likely to cause annoyance to visitors or other exhibitors. 2.6 Power supplies to the exhibits will be switched off at source 30 minutes after the exhibition closes every evening and 60 minutes after closing on the final day of the exhibition. Exhibitors who require 24 hours electricity supply to their specific requirements should apply accordingly to A PLUS UTILITY MANAGEMENT Co., Ltd. before the deadline. 2.7 Any illegal connection or adaptation, using of multiple outlet adaptors, or any extension from the socket point found would yield electrical disconnection without prior notification. 3. Special design booth or raw space electricity 3.1 Exhibitors who apply for "Space Only" to build up special designed stands must submit their electrical order together with their layout plan before the deadline. 3.2 General Hall lighting will be provided by organizer. All power supplies within the booths as well as for demonstrations can be installed by your own electrical contractors upon the organizer's approval. Exhibitors should complete and Ltd. Contractor within the stated deadline. For safety sake, exhibitors are not allowed to connect their exhibits or lighting toreturn the order form with full payment to Cityneon Displays & Constructions Co., Ltd. within the stated deadline. For safety's sake, exhibitors are strictly not allowed to connect their exhibits or lighting to the building's main distribution. The organizer reserves the right to stop power supply in case of improper connections. 3.3 The contractors appointed by exhibitors must submit details of electrical installations, layout and specifications to the organizer within the deadline indicated on the Order Form. The following requirement must be stated, otherwise, the application may not be considered Company name of the contractor Names and identification card / passport number of the attending electrical personnel Specification and rating in watts per unit of the light fitting Layout drawings made by the contractor Completed Electrical Order Form 3.4 Approved electricians can collect their personal badges / working permits from the organizer's show manager office in the exhibition hall by providing their own identification cards in exchange. 3.5 All proper power input terminals must be installed by the approved contractor for inspection by Cityneon Displays & Constructions (Thailand) Co., Ltd. prior to connection to the supply line. 3.6 Priority will be given to those exhibitors who order their electrical from Cityneon Displays & Constructions (Thailand) Co., Ltd. 3.7 Any illegal connection or adaptation, using of multiple outlet adaptors, or any extension from the socket point found would yield electrical disconnection without prior notification. 3.8 No flashing lights will be permitted unless they from an integral part. 3.9 The organizer reserves the right to disconnect the electrical supply to any installations, which in the opinion of Cityneon Displays & Constructions (Thailand) Co., Ltd., could be harmful or likely to cause annoyance to visitors or other exhibitors All electrical installations must conform strictly to the required standard safety regulations without exception. Violation of these rules may result in the immediate disconnection by authorized agents. 20

21 FORM 3: ELECTRICAL SERVICE (page 2/7) Deadline: 28 February

22 FORM 3: ELECTRICAL SERVICE (page 3/7) Deadline: 28 February

23 FORM 3: ELECTRICAL SERVICE Electrical Power (page 4/7) 23

24 FORM 3: ELECTRICAL SERVICE Electrical Lighting (page 5/7) Continue next page 24

25 FORM 3: ELECTRICAL SERVICE Electrical Lighting (page 6/7) 25

26 FORM 3: ELECTRICAL SERVICE Electrical Lighting (page 7/7) 26