ALLOCATION AND USE OF EXHIBITION SPACE

Until the completed space application form has been received and accepted by the Organiser, the Organiser has the right without giving notice to the Exhibitor to reallocate the stand space to another exhibitor and the booking will be null and void.
Upon acceptance of the space application form by the Organiser there shall be a contract between the Organiser and the Exhibitor to which these terms & conditions shall apply.
No Exhibitor may assign his space, or sublet the whole or any part of the space contracted for. An Exhibitor has no right to occupy any particular space, although its requirements will be taken into account when it comes to allocating space.

ADMISSION

The Organiser reserves the right to refuse admission to the exhibition of any visitors, exhibitors or their agents who are at the absolute discretion of the Organiser regarded as unfit, intoxicated or in any way likely to create disturbance or discomfort to the exhibition, other exhibitors or visitors.
All visitors must be registered and are required to wear an admission badge during their visit.
Under the Terms of Licence, exhibitors and visitors under 18 years of age are not allowed into the event during the entire period (including move-in, show opens and move-out) and, to this end, we regret that there will be no childcare facilities available.

BOOTH CLEANING

The Organisers will be responsible for the general cleaning of Standard Package booths (excluding exhibits and Raw Space booths) and hall passage ways each day after the exhibition.
After the exhibition closes each day, exhibitors should ensure any rubbish from their booths is packed properly in a plastic bin bag and tied up, which can then be placed either in a bin in the booth or in the aisles. These refuses will be removed by night cleaning staff. Under no circumstances shall refuse be placed in the aisles other than in plastic sacks, or at any time other than the time stipulated above.
Any excessive or additional cleaning other than that stated above will be charged by the Exhibition Venue Management.

CARPET

Carpet will be provided as part of the Standard Package booths while Raw Space booths are required to provide their own flooring.

COMPANY NAME BOARD/FASCIA

Standard Package Booths will receive a company name board as part of their booth package.

If you would like to have a company name board with your own design, please send the design layout with specifications in advance by email at [email protected] at least 3 weeks prior to the show for approval. Otherwise, if any non-standard company name boards or logos are placed on the fascia, the Organiser will always have the right to detach those non-standard company name boards or logos.

Raw Space Booths are responsible for their own signage and must clearly display their company name and booth number on their booth.

EXHIBITS

Under no circumstances will the Organiser be responsible before, during and after the exhibition for receiving or storing of any exhibits or booth materials. Exhibitors are advised to appoint their staff to look after their own exhibits and their contractors/forwarders to pack and store their empty cartons or crates.

All booths must be properly manned, displayed and furnished with exhibits at all times during the exhibition.
Exhibitors must not remove any of their exhibits on display from the booths until the exhibition is officially closed at 12:00 on Sep 14th, 2019

EXHIBITOR’S BADGES

Every exhibitor and its staff who will be working at PHARMEDI 2019 requires an exhibitor badge. If you do not have an exhibitor badge you will not be allowed to enter the hall. Each exhibitor is entitled to 3-5 complimentary badges per booth. If you need additional exhibitor badges, please contact the Organiser.
Exhibitor badges are not transferable and should be worn or put on at all times for security reasons. PLEASE DO NOT GIVE THESE BADGES TO YOUR CUSTOMERS.
Exhibitor Badges are to be collected on site at the Registration Counter outside the exhibition hall A1 during the Move-in Period. Should you require any additional badges on site, these can be requested from the Registration Counter during build up or show opening hours.

EXHIBITORS’ PROPERTY AND SECURITY

All property brought into the exhibition halls by the exhibitor is at the exhibitor’s risk. The Organiser and the venue management accept no responsibility for theft, loss or damage to such property. No person other than the employees and appointed personnel of the exhibiting company shall stay in the exhibition halls and/or the booth after the hall opening hours specified by the Organiser except with prior approval from the Organiser and the venue management.

INVITATION FOR VISA APPLICATION

The Organizer will provide exhibitor with active assistance, but is not responsible for applying for visa. The fact that exhibitors, is unsuccessful in obtaining visa will not be an alleged reason to cancel the contract. Exhibitors must strictly observe the immigration rules of Vietnam. Organizer can help the exhibitor to get visa approval letter by Vietnam Immigration so that the exhibitor can get visa issued by Vietnam Embassy, Consulate or at arrival border.

LOSS AND THEFT

All property and goods, including without limitation all publicity material brought by Exhibitors into any part of the Exhibition Venue including, without limitation, booths, Space and Raw Space are brought at the Exhibitor’s risk. The Organiser does not guarantee the safety and security of such property or goods and shall not in any way be liable or responsible for any theft, loss or damage thereof. For the avoidance of doubt, the showcases, cabinets and other storage facilities as provided by the Organiser in any part of the Exhibition Venue including, without limitation, booths, Space and Raw Space are for exhibition purposes only. The Exhibitors are solely responsible for the safety and security of all their property or goods stored in such showcases, cabinets and storage facilities at all times.

SERCURITY PRECAUTIONS

It is the responsibility of the exhibitors and appointed agents to take responsibility for security as neither the Adpex Joint Stock Company nor any appointed contractors are responsible for any loss or damage to any goods at any time during the exhibition.

The Organiser and the Exhibition Venue Management will take all reasonable security precautions to provide a secure environment during the move-in, the exhibition and move-out periods.
However, it is not possible to solely rely on the Organiser’s efforts to prevent loss of items stored or displayed within the confines of an Exhibitor’s booth.
To help ensure effective security at the show, please follow these guidelines and take sensible steps to protect your property.

Manning of Booth

Exhibitors’ booth must be fully manned at all times by alert staff. Never leave property such as handbags, wallets or notebooks unguarded, even for a split second. Attend to each visitor entering the booth and do not leave exhibits unattended. Check all lockable desks and cupboards before leaving your booth. Please note that move- in and move-out days are high risk periods. You are recommended to work in pairs so that the booth is manned at all times. On show open days make sure your booth is manned prior to the official opening time and do not leave your booth at night before the hall is cleared of all visitors.

Report Crime

It is essential to report any emergency, suspect and any loss sustained from your booth to the security/Organiser’s Office immediately.

STORAGE

There will be no storage space provided in the exhibition halls or venue.
Exhibitors should make prior arrangement with their forwarders or agents for storing properties and package cases, if storage is required; TMT offers such service, so please contact the service counter of TMT in the exhibition hall.

TERM & CONDITIONS

This Exhibitor Manual forms part of the Terms and Conditions that you have agreed to on signing your Contract for Booth Space. For detailed information, please refer to the “Terms and Conditions” that are attached with your signed contract.

All accounts for booth payment must be paid in accordance with the terms and conditions of the signed contract. Exhibitors are reminded that you will be excluded from occupying your booth if full payment has not been made in accordance with the payment structure as laid out in your Contract for Booth Space.

• SPECIFICATION FOR STANDARD PACKAGE : A Standard Package includes upgrade banners with company name, logo and booth number, information counter, blue chairs, fluorescent tubes, 220V/5A power socket, carpet and waste basket.
  FURNITURE AND FACILITIES ENTILEMENT
  The below table shows the entilements / facilities included in your booth.

COMAPNY NAME BOARD/FASCIA

Standard Package booths will be provided with Company Name Board (fascia). Please ensure that the wording of your company name is exactly as required. The fascia board will be supplied using the name given by the Organizer from the Application Form and any alterations requested on site will incur a charge.

All corner booths will have 2 fascia boards with 2 open sides.

Note : You shall need to find a contractor to design and build your booth.

• For Raw Space booth under 36sqm, the Organizer strongly recommend exhibitor to appoint the Organiser in order to avoid any delay and can enjoy a special discount on main electricity power order. Kindly email your enquiry to [email protected] and we will be very pleased to discuss details with you.
• Raw Space Exhibitors should appoint an experienced local Booth Contractor to design and construct their booth that is conversant with the regulations of SECC.
• It is the raw space exhibitor’s responsibility to carpet, construct, furnish and to light up their licensed space.
• The exhibitor (or appointed contractor) is also responsible for the dismantling of the booth at the end of the show and removing all material
• used. Exhibitors are liable for any cost incurred due to the repair of any damages caused by the action or act of the Exhibitors or its contractors.
• No direct fixings may be made to any part of the exhibition halls and any damage or discoloration of such will be charged directly to the exhibitor.
• All Raw Space Exhibitors are responsible for their own storage within their booth area.
• All specially designed booths must clearly show the exhibiting company name and booth number.
• All materials used in the construction and decoration of exhibition booths or set-ups shall be flame retardant and subject to inspection of the
  venue management.
• The Exhibitor will be responsible for removal of empties, waste materials at least 12 hours before the Exhibition opening. The Organizer will
• have the right to levy penalty on any violation. The Exhibitor should take all necessary precautions to prevent any harm done to the
• exhibition venue property, and is liable to compensate any damages of venue property caused by his/her staffs.

*Attention! There are also special rules and regulations in SECC for the approval of stands (not built by the Organizer) and for their set‐up.

THE EXHIBITION HALL RULES & REGULATIONS

Applied to Non-official (Outside) Contractors
Non-official (Outside) Contractors (“Contractors”) are the contractors were not appointed in the Official Contractor list issued by SECC (including the exhibitors who arrange the booths for themselves). To get the permission to enter the SECC exhibition halls, the Contractors must have ability to do their work and comply with all the below regulations:
1. All staffs and supervisors’ names of the Contractors must be informed to SECC at least seven (07) days before the first day of the construction. All foreign workers must have the valid work permit in accordance with Viet Nam’s laws.
2. The Contractors have to pay the related fee to SECC 7 days before the first day of the construction.
3. The Contractors must take fully legal responsibilities for insurance for all risks or damages to the hall premises, the booths and other services during the construction and dismantling period.
4. The management fee payments shall be made in cash or by bank transfer. If payment by bank transfer is used, the Contractors are permitted to enter the Premises to do their work after having a confirmation of the SECC’s banks.
5. The drawings of the layout plans and electricity / lights must be submitted to SECC at least seven (07) days before the first day of the construction.
6. Electricity connection fee must be paid in cash or by bank transfer before the opening of the Exhibition. In case the standard booth is upgraded by the Exhibitor’s staffs, the management fee will be charged at USD10 per square meter.
7. When overtime work is required, Contractors must register to SECC in writing from 16:00 to 17:00 at the same day with the fee of USD120/booth per hour.
8. In the first dismantling day, the removal of all exhibits, stand fittings and other materials has to be done before 17:00 of the same day. Otherwise, it will be assumed as overtime working, unless a prior approval of Organizer is available.

SPECIAL CONSTRUCTION BOOTH

Official contractor will co-ordinate with the Organizer to build package stands. Special design by exhibitor will have to be within the architectural controls and getting approval by the Organizer and management fee at USD 6/sqm, security refundable deposit of USD 10/sqm should be made to the hall management office before actual construction is started (please refer to Form 6 - Outside Contractor).
Exhibitor will be responsible for removal of empties, waste materials at least 12 hours before the fair opening. The Organizer will have the right to levy penalty in all above cases. Exhibitor should take all necessary precautions to prevent any harm done to the fair venue property, and is liable to compensate any damages of venue property caused by his/her staffs.

OPERATION OF STAND

All exhibitors are requested to wear badges in exhibition venue. Staff of exhibitors must be present half an hour before opening and half an hour after closing every day to take care of his/her stand. When arriving at stand in the morning, should exhibitor find any loss, damage, the exhibitor must keep the status and inform the Organizer immediately to settle.
Till midday after closing day, all exhibits and other materials must be moved out of exhibition venue.

FIRE REGULATIONS

The Organizer is authorized to limit demonstration of all materials which are in its sole discretion deemed to be potential fire hazards, and is entitled to remove them from exhibition halls in order to ensure the security. All expenses for the removal shall be born by the exhibitor.
Absolutely forbidden moving flammable or explosive into the exhibition halls, using electricity to cook, heat, dry materials in exhibition halls. No smoking is allowed in exhibition halls during the build-up/tear-down period.
When daily opening time is over, before leaving the stand, exhibitor must check all electrical equipment and switch them off (especially in case the power is suddenly cut out during opening hours). In case of fire hazards, exhibitors have to inform immediately the firefighter team, keep calm, cut off the power, use fire extinguisher to put out the fire, show the way out to visitors. Exhibits must not obstruct passage, telephone connections, fire extinguishers and water outlets.

MAXIMUM HEIGHT AND SETBACK CRITERIA FOR BOOTH DESIGN

The maximum height for the booth design is 5m and no part of any structure is to extend beyond the boundaries and airspace of the site allocated.
In the event that an exhibitor wishes to build a wall over 2.5 m in height and intends to decorate both sides of the wall with graphics (inclusive of company name and logo), then the wall must be built at least 1.5 m away from the neighbouring booth. Approval must be given by the Organiser to ensure the neighbouring booth will not be affected by misleading visitors.

INSURANCE

For the safety of exhibits and display material, exhibitors are advised to take out adequate insurance against loss, damage, fire, thief, accident on any cause whatsoever. They should also obtain the 3rd party insurance cover move-in/display/dismantling/move-out/warehousing period.

CHANGE OF DATE AND VENUE

In case of necessary, the Organizer reserves the right to change the venue or date of the exhibition, and will inform exhibitors the new date or new venue at least one month before the old date. Space rental contracts will remain effective for the new date or new venue.

POWER AND WATER

Except for the Organizer and official contractor, no one is authorized to undertake any installation of water and electrical devices in the exhibition hall. The Organizer will disconnect any electrical supply which may be dangerous to visitors an hour before and after the daily opening time. During the move-in and move-out periods, power will be supplied as requested.

VIOLATION OF THE RULES AND REGULATIONS

- In the event of violation of these rules and regulations, the Organizer will have the right to close down the stand of exhibitor immediately, and the exhibitor will have the juridical responsibility for his/her violation.