Participant’s Manual

VI International exhibition and conference «Water Consumption: Reality, Problems and Prospects» VI ????????????? ???????? ? ??????????? «???????????????: ????????????????, ???????? ? ???????????» PARTICIPANT’S MANUAL Dear exhibition participant “Astana-Expo” Exhibition company (hereinafter – the Directory of the exhibition) is glad to see you as an official participant of “SU ARNASY-2013” and would like you to receive information that will be necessary for you while making preparations for the Exhibition. Organizer “Astana-Expo” Exhibition Company Address Republic of Kazakhstan, 010000 Astana, Left Bank, 1 Dostyk Str., Office #15 Tel./Fax + 7 (7172) 524233, 524303, 524280, 524235 E-mail asiya@astana-expo.com office@astana-expo.com Internet www.astana-expo.com Official web-site of exhibition www.suarnasyexpo.kz DOCUMENT DELIVERY DEADLINES DOCUMENT TITLE DOCUMENT FORM DEADLINE Application for additional equipment and services Form 1 April 15, 2013 Information for Official Exhibition Catalogue Form 2 March 15, 2013 Application to receive the pass Form 3 April 15, 2013 Application for business Program event Form 4 April 15, 2013 Application for connection to an electricity supply (only for individual stands) Form 5 April 15, 2013 EXHIBITION SCHEDULE AND VENUE Exhibition venue: Republic of Kazakhstan, Astana, Left Bank, 3 Dostyk Str., “Korme” Exhibition Centre Schedule: Mounting of stands: May 12-13, 2013 9.00-19.00 Arrival of the participants: May 14, 2013 9.00-19.00 Exhibition working days: May 15-17, 2013 May 15-16: 10.00-18.00 May 17: 10.00-16.00 Dismounting: May 17, 2013: 16.00-20.00 PAYMENT FOR PARTICIPATION According to participation contract, the primary payment of 30% must be made in 5 days from the moment of issuing the invoice, the rest of the sum must be paid not later than April 1, 2013 and payment order sent to: e-mail: asiya@astana-expo.com office@astana-expo.com fax: + 7 (7172) 524 233, 524 280, 524 303 Additional services listed in Form 1 of Participant’s Manual are provided on fee basis, they must be paid in 3 days after invoice is issued. Supporting documents (such as invoice and act of executed works) will be given on the last day of exhibition. ATTENTION Refusal to participate in the exhibition 60 days before its beginning involves payment of the penalty at a rate of 50 % from participation cost, at refusal less than for 30 days penalty will amount to 100 % of cost. In case participant infringes payment deadlines of issued invoices, “Astana-Expo” has right to cancel your participation on “Su Arnasy-2013”. If you have any questions regarding payment and supporting documents, please contact us: tel.: +7 (7172) 524280, 524233, 524235, 524303 STAND CONSTRUCTION Access to the Pavilions Access to the pavilions during installation will be granted only upon demonstration of the badge. This policy is enforced in order to improve safety and general course of installation operations. Prior to entering the pavilion, each builder is supposed to receive a number badge form the exhibition centre’s housekeeping service at: Contact person: Victoria Kulieva. Telephone: +7 7172 47 89 15 Fax: + 7 7172 94 55 69 e-mail: 7019586498@mail.ru Prior to receiving badges, the person in charge of the construction company will get rules and regulations of fire, electrical safety and working hours schedule. Equipped area. Additional equipment If you choose the equipped area for participation in an exhibition you will be provided with standard stands on the basis of modular exhibition system Octanorm. The composing modular structure consists of an aluminium skeleton and panel filling. The size of the module is 45/95 cm in width and 243,5 cm in height. The size of facing part of the panel – 233,5?95 cm, colour is white. Height of fascia panels – 23 cm. The nomenclature of the base equipment depending on the size of the chosen equipped area is specified on schemes of modular stands (see below). You can customize your stand in accordance with available list in the Application for the additional equipment (form ?1). Before making the order for the additional equipment, please, familiarise with the scheme of your stand which will be directed to you for agreement. In case you don’t have the scheme of your stand, contact the manager of the exhibition. Specify on the scheme the position of the additional structures and equipment chosen by you, and then together with the Application for the additional equipment untill April 1st, 2013 direct them to the Technical department of the Directory of the exhibition. In certain cases for stabilisation of structure of the stand, the additional fixing elements can be used which have not been specified on the scheme of your stand. All elements of stand structure and additional equipment should be returned upon termination of the exhibition in undamaged condition and cleared from remainders of a sticky tape. The participant bears financial liability for any damage caused to stand structure and additional equipment, in the triple amount of their rental cost. The fixture of your equipment to stand structures, drilling of apertures, fixture of advertising material by pins, buttons, etc. are not permitted. Cost of elements of stand structures and additional equipment that were ordered by the participant but were unclaimed for any reasons is non-recoverable. Keys for doors and/or locks for show windows can be received at the Directory’s office on the territory of holding of the exhibition after depositing of returnable pledge. Unequipped area Carrying out of assembling, disassembling and decorating procedures by Participant’s own recourses or third-party contractors is possible only in case of building of individual and/or non-standard exhibition stands. Official contractors of the exhibition «Su Arnasy-2013» are the following: "Fair Expo" LLP: address: Astana city, 31 Seifullin Str., office 105 tel./fax: +7 (7172) 54 26 70, 54 26 75, 54 26 78, 54 26 79, 54 26 80 e-mail: info@fairexpo.kz “KazExpoDesign": address: Astana city, 26 Beibitshilik Str. Tel/fax: +7 (7172) 478 915, 945 569 http://kazexpodesign.kz/ e-mail: kazexpodesign@mail.ru Accreditation Please be informed that all construction companies, which are involved in building up the booths of exhibitors and customers, are obliged to get the accreditation in the administration of Exhibition Center “KORME” (Korme JSC). This procedure was developed and implemented to improve the safety level during the installation and dismantling works. The accreditation is performed by Korme JSC and includes two procedures: 1) Collection and submission of required documents. Settlement of an account for inspection works. 2) Conducting of service control and inspection works. To get the list of required documents for accreditation please contact Korme JSC. Contact person in Astana: Victoria Kulieva. Telephone: +7 7172 47 89 15. Accreditation for exhibitors with unequipped area is carried out on a fee basis. Consultation and price list you can get at Korme JSC on the above contact details. ATTENTION In case construction company does not meet terms and dates of quality inspection, then they are prohibited to enter exhibition territory. Ceiling height in pavilions - 7,000 mm Floor load limits for pavilions and open areas: The maximum floor limit in the pavilions is 2000 kg per 1 sqm. The limit in the outside area is 3,000 kg per 1 sqm. The load must be spread out evenly to avoid clustering of heavy items. ATTENTION Please follow the organisers’ recommendations and policies. Please remember: 1. If you build the exhibition area using your own resources or third parties, make sure that the height and floor load conform with standards 2. It is not allowed to attach anything (flags, banners, fixtures) to the ceiling without prior concurrence of the organizers. Please see the Technical Department of the Directory of the exhibition in advance. 3. It is not allowed to damage the floor, ceiling and walls of the pavilions and any stand equipment. 4. The organizers control the noise level with special equipment. It is not allowed to exceed the 74 dB noise level set out in SanPiN 03.01.97 for enclosed public premises. 5. See Pages 7 and 8 of this Manual for installation and fire safety regulations. IMPORTANT The stand cannot come out beyond the dimensions of your area. Prior to construction, see our technical personnel about the appropriately outlined position. If these rules are not followed, your builders will have to disassemble and remove the stand. The final design of your stand must be concurred with the Technical Department of the Directory of the exhibition for its compliance with technical specifications of the area reserved for the stand. IMPORTANT Prior to designing your stand, please familiarize yourself with its location on the general plan of the pavilion. If your stand is near power boards and fire hydrants, make sure they can be accessed freely. You can get the general plan of the pavilion from the Technical Department of the Directory of the exhibition. IMPORTANT The reverse side of your wall/s must be of neat, plain white appearance. It is not permitted to display any company logos and/or lettering on or near the borders of the stand and face neighbouring stands. Please keep in mind that de-installation of the stands will not be allowed until the end of the exhibition because this may interfere with the course of the exhibition and, your neighbours and visitors. Rented area must be returned in its initial condition, i.e. trash and construction waste must be removed by participants and contractors. If you have any questions please contact technical department of “Astana-Expo”: Tel/fax: +7 (7172) 524233, 524280, 524235, 524303 e-mail: tech@astana-expo.kz cooper@astana-expo.com Electricity supply connection The connection of electricity supply isn’t involved into the rental cost of unequipped area. To order and pay for electricity supply, please fill the Form ? 5 and send it to the Technical Department of the Directory of the exhibition until April 15, 2013. Additional work time All stands must be completed by not later than 18:00 on the last installation day. All boxes, crates, packing materials and trash must be removed and taken out of the pavilion by that time. General cleaning of the pavilions and laying out of the carpeting will begin at 18:00. On the morning of the opening day, the set-up badges will not be valid for access, so make sure you have the main exhibition badges with you. Work hours in the pavilions are from 9:00 till 20:00 on all days, during set-up/dismounting. Security will be provided during off-hours (from 20:00 till 09:00 AM). To make an order for installation time extension, please see the pavilion supervisor at: Dostyk str. 3, 010000, Exhibition Center "Korme", Left Coast, Astana, Kazakhstan. “Administration’s office" (3-st floor.) Applications will be accepted till 18:00 of the current day. Pay directly to the supervisor. If you cannot complete your stand by the deadline above, the extension may also be granted on the last night before the exhibition. The work can begin upon cleaning of the pavilions (at 20:00). However, a surcharge of 50% of the regular price will be added. In this case, the stand builder must clean up the trash upon work completion. INSTALLATION AND ELECTRICAL WIRING Only companies holding appropriate licences will be allowed for installation of the exhibitors’ stands. The stand structure must ensure easy installation and ready for use. Fastening to the bearing structures of the pavilion is not allowed. Builders are not allowed to carry out sawing, planning and any other woodworking associated with manufacture of parts for the stand structure, or any painting of the stand structure to be installed. No welding, cutting and grinding of metals and wood is allowed in exhibition pavilions. It is not allowed to punch or drill holes in the walls and floors of the pavilions. If any whitewashing or other dust-generating works are to be done on the stand, it must be wrapped around with a film or any other protective cover to prevent dust from settling on the neighbouring stands. During installation in the pavilions, the builders must use their own tools, materials and auxiliary technical devices such as staircases, hydraulic trolleys, etc. It is not allowed to use furniture taken from the neighbouring stands. Once de-installation is complete, the exhibition area must be cleaned up. Electric wiring and maintenance of electrical equipment at the exhibitors’ stands may only be performed by persons meeting the electrical requirements and appropriately qualified for electrical safety (at least Group 3). All electrical operations must be compliant with current Operational Code for Electrical Installations, Safety Regulations, Fire Safety Rules and Construction Norms and Regulations (SNiPs). Any special requirements resulting from the exhibition activities must also be followed. Electrical operations must comply with the exhibition stand outline provided by the exhibitor. The outline must specify the connection points to power supply sources, locations of power equipment and lighting, as well as maximum loads for each item. Once the personnel have been cleared for installation, they will be supervised by the Korme JSC staff to prevent any transgression. All electrical operations on conducting parts must take place only after de-energizing. In open spaces and in passageways, the cable must be enclosed into a special conduit. It is not allowed to lay out unprotected power cords or install lighting fixtures on flammable structures. All connections and branching of wires and cables must be handled only with special clamps and plugs. NO current collectors may be connected to the power grid by direct connecting of wires. Each stand must be equipped with a power board with protective devices according to load estimates, separately for the lighting network, process equipment and equipment items that need power 24 hours a day. Free access must be provided for switchgear and incoming line sections. Stand illumination must utilize electrical lamps designed for Class B2 fire hazard rooms. Once electrical operations are completed, a representative from Korme JSC will check their quality and perform connection to the power supply sources. After work completion, incoming line sections will be de-energized by the Korme JSC electricians per request from the exhibiting firm or the person in charge of de-installation of the electrical equipment. De-installation of the electrical equipment and switching off at the stand will be performed by the personnel that had done the installation. FIRE SAFETY The exhibition organizers will provide pavilions in a proper condition and guarantee basic fire safe environment according to the Construction Norms and Regulations (SNiPs). The exhibitors will not be held liable for fire safety and compliance with fire safety regulations at their stand during installation, operation and de-installation of the exhibition. Control over compliance with these rules will be exercised by the exhibition organizers and local fire authorities. The layout of the stand to be put up individually must be provided to the organizers’ Technical Department for review by not later than the beginning of the installation. At the request of the exhibition center’s fire service or the organizers, the exhibitors must provide appropriate fire grade documentation for all building and finishing materials used for the stand construction. The carpeting must be firmly fixed to the floor along the perimeter and at joints. It must be made from a non-combustible material (it should not catch fire from a match or a cigarette). No structures may be installed on evacuation and visitor routes in appropriate aisles. Access to fire boards and power panels near or behind stands must be free. Fire access or technical aisles cannot be blocked with materials or boxes. If the stand fails to comply with these rules, the organizers may have the right to demand that the exhibitor de-install the stand. Exhibits, spare equipment, containers and packaging materials must be stored outside the pavilions. Storage of flammable and combustible materials and installation of tanks with combustible gases is not allowed at the exhibition stands. Lighting of the stands must utilize lamps appropriate for Class P II rooms. Use of diffusers made of polystyrene or other inflammable materials in lamps is not allowed. The distance from the lamps to the non-flammable and non-combustible surfaces must be at least 40 cm. Installation and demonstration of exhibited items and processes with a fire hazard (welding, soldering and other activities associated with open flame, inflammable solvents, etc.) must be concurred with the local fire service. The stands must be cleaned of any flammable trash and materials every day upon completion of the work day. All electrical devices, with the exception of refrigerators and equipment used for continuous technological processes, must be de-energized. The trash must be disposed of in special containers. Smoking in the pavilions is prohibited All exhibitors and builders are supposed to know and exercise fire safety regulations. If the exhibitors and builders violate fire safety regulations, they will be fined in accordance with the laws of Kazakhstan. Everything not provided for herein shall be governed by Order No. 35 of the Minister for Emergency Situations of the Republic of Kazakhstan “On Approval of Fire Safety Rules in the Republic of Kazakhstan” dated 08 February 2006 as well as by Order No. 74-p of the Minister of Labour and Social Security of the Republic of Kazakhstan “On Approval of Formats of Documents Related to Accidents at Work” dated 03 March 2009. ADVERTISING AT THE EXHIBITION The information and prices for indoor and outdoor advertising are available in the Technical Department of the Directory of the exhibition and on the official website of the exhibition in the section: “Advertising at the exhibition”. EXHIBITION CATALOGUE For publication of text data about your company in the Official exhibition catalogue it is necessary to fill the Form ?2 (in English language, not more than 600 symbols) and send it and the logo of your company to the Directory of the exhibition not later than March 15th, 2013. When you place the advertising module in the Official exhibition catalogue it is necessary to send to the Directory of the exhibition your model of the module prepared for printing and corresponding to the following characteristics: ?5: - The clear size should be ?148 mm #? 210 mm.; - The size with out-in should be 152 mm # 214 mm. The text shall not be closer than 5 mm to the edge from each side; - In the program CorelDRAW 9, fonts in curves; - All pouring and contours should be in system CMYK, without application of lenses and shades. -Raster images: CMYK, not less than 300 dpi.; - TIFF, JPEG: CMYK, not less than 300 dpi. ½ ?5: - The clear size should be ?148 mm # ?105 mm; The text shall not be closer than 5 mm to the edge from each side; - In the program CorelDRAW 9, fonts in curves; - All pouring and contours should be in system CMYK, without application of lenses and shades. - Raster images: CMYK, not less than 300 dpi.; - TIFF, JPEG: CMYK, not less than 300 dpi. Cost of advertising module can be found on Contract-Application VISA SUPPORT. BOOKING OF HOTELS. Services associated with visa support to the exhibition participants, accommodation in hotels and transport are carried out by the Official partner - tour operator of the Exhibition – “Center TOUR” travel agency: Kazakhstan, Astana city, 26 Beibitshilik Str. t./fax: +7 (7172) 31 64 74, 31 66 04, 32 40 80 e-mail: centertour@list.ru www.centertour.kz ADDITIONAL EQUIPMENT AND SERVICES If you require additional equipment or services, please fill the Form 1, on the basis of which you will receive the invoice. BADGES FOR PARTICIPANTS OF THE EXHIBITION In order to receive badges, you need to fill Form 3 on company letterhead with indication of names and positions of company representatives and send them via fax and e-mail in MS Word format to the following addresses not later than April 15, 2013: e-mail: asiya@astana-expo.com office@astana-expo.com ATTENTION Participants can receive one free badge per every 3 m2 of the rental area. Additional badges are available at extra charge. To obtain additional badges it is necessary to specify their number in the application for additional equipment (Form 1) and send it to the Technical Department of the Directory of the exhibition before April 1, 2013. BUSINESS PROGRAM CUSTOMS AND FREIGHT-FORWARDING SERVICES Transport-forwarding servicing, customs registration of exhibition cargoes is performed by the official freight forwarder of the exhibition – “ElKaz “Expologistik Kazakhstan” LLP: tel.: +7 (7272) 50 47 42, 50 74 24, 50 74 17 fax: +7 (7272) 50 27 15 e-mail: el-kaz@ducatmail.kz elkaz_nastya@ducatmail.kz elkaz_v.egorov@ducatmail.kz www.el-kaz.kz The company performs delivery, handling of cargoes and containers, customs registration of exhibits, handling operations and containers storage. Organizers of the exhibition have no license for handling of cargoes and their customs clearance. Please, don't send your cargoes on the address of organizers specifying them as receivers. Only official freight forwarder must be noted as receiver. In case of specifying of the wrong address the exhibitor risks not to receive cargo because of impossibility of customs registration. In case you want to take part in events carried out as part of business program, you need to fill application for presentation/seminar hosting (Form 4) and send it not later than April 15, 2013. Date and time of events is determined by the Directory of the exhibition while receiving the applications in coordination with the Participant. SECURITY Security of exhibition territory works from 18.00 to 9.00 on exhibition working days. Security doesn’t bear responsibility for safety of exhibits during working hours of exhibition (from 9.00 till 18.00) and during mounting/dismounting days (from 9.00 till 20.00). Individual 24-hour security is available, please contact your manager to order it. WE WISH YOU SUCCESSFUL PARTICIPATION IN “SU ARNASY-2013” EXHIBITION FORM 1 APPLICATION FOR ADDITIONAL EQUIPMENT AND SERVICES (on company letterhead) «____________» company is a participant of «SU ARNASY-2013 exhibition and would like order following equipment/.service: ? Name Unit Price Quantity Sum 1 Carpet covering Sq.m. 11 $ 2 Wall element (h 243,5 cm ? 100 cm) Pieces 43 $ 3 Wall element (h 243,5 cm ? 50 cm) Pieces 31 $ 4 Wall element with glass (h 250 cm ? 100 cm) Pieces 64 $ 5 Fascia panel (without typography) m. 18 $ 6 Door unit Pieces 135 $ 7 Curtain Pieces 22 $ 8 Info-counter (h 106 cm) Pieces 71 $ 9 Info-counter, radial (h 106 cm) Pieces 82 $ 10 Archival closet (h 106 cm) Pieces 71 $ 11 Show window (h 106 cm., 1 shelf) Pieces 92 $ 12 Show window (h 106 cm., 1 shelf, radial) Pieces 108 $ 13 Show window (h 243,5 cm., 2 shelves) Pieces 114 $ 14 Show window (h 250 cm., 3 shelves) Pieces 135 $ 15 Show window (h 106 cm., 1 shelf) lighting Pieces 104 $ 16 Show window (h 168 cm., 2 shelf) lighting Pieces 127 $ 17 Show window (h 243,5 cm., 3 shelves) lighting Pieces 157 $ 18 Podium (h 75 cm., 100 cm ? 50 cm) Pieces 39 $ 19 Podium (h 75 cm., 100 cm ? 100 cm) Pieces 47 $ 20 Rack (h 168 cm., 3 shelves) Pieces 45 $ 21 Console shelf (100 cm ? 30 cm) Pieces 17 $ 22 Leaflet holder (h 180 cm) floor-standing Pieces 45 $ 23 Leaflet holder (h 40 cm) wall-mounted Pieces 22 $ 24 Coatrack Pieces 11 $ 25 Hat tree Pieces 22 $ 26 Table (70 cm ? 70 cm) Pieces 22 $ 27 Table (120 cm ? 70 cm) Pieces 31 $ 28 Round table (diameter 80 cm) Pieces 36 $ 29 Chair Pieces 13 $ 30 Bar chair Pieces 22 $ 31 LCD-television (diagonal 82 cm) Pieces 440 $ 32 LCD-television (diagonal 106 cm) Pieces 526 $ 33 Notebook Pieces 440 $ 34 DVD-player Pieces 47 $ 35 LCD-projector Pieces 221 $ 36 Screen-display for LCD-projector Pieces 65 $ 37 Electric kettle Pieces 18 $ 38 Coffee maker Pieces 26 $ 39 Microwave oven Pieces 46 $ 40 Refrigerator Pieces 96 $ 41 Cooler + 1 bottle (19 liters) (dispenser) Pieces 96 $ 42 Table flowers (pot) Pieces 46 $ 43 Flowers (pot) floor-standing Pieces 74 $ 44 Spot-bra (lighting fitting, 60 W) Pieces 22 $ 45 Halogen light (150 W) Pieces 39 $ 46 Socket 220 V. 500 W Pieces 18 $ 47 Typography Letter 3 $ 48 Simple logotype (1 color) Pieces 29 $ 49 Composite logotype (2 and more colors) Pieces 46 $ 50 Gluing with oracal (color film) Sq.m. 26 $ 51 Gluing with color printing Sq.m. 45 $ 52 Participant badge Pieces 2$ Total: ? SERVICE TIME PRICE ($) 1. Translator: - consecutive interpretation: (negotiations, work on stand) European languages: English, French, German 8 hours 195 2. Stand cleaning: - one cleaning - everyday cleaning during exhibition 1 sq.m. 1 sq.m. 1,1 2,8 3. Porter’s services 1 hour 12 4. Electrician’s services 1 hour 14 TOTAL: Director: _____________ ________________ Signature Name Seal Date ATTENTION During mounting of stands and participants’ arrival the price increases by 100% FORM 2 For publication of text information about Your company in the Official Catalogue of the Exhibition it is necessary to fill the following form and send it to Your manager not later than March 15, 2013. This form may be sent in two variants: 1 – via fax, 2 – in electronic form (Microsoft Office Word or Open Office.org Writer) Scanned copies in electronic form shall not be admitted INFORMATION FOR OFFICIAL CATALOGUE OF THE EXHIBITION Name of a company Addressing information of a company Country post code City, ____________________ Street ________________________________________________________ Building Block Office Telephone number (with area code) Fax (with area code) Internet site e-mail Text information about activity of a company (maximum 600 symbols) Director ……………..……………..…………… Seal «…… .» ………….. 201__ FORM 3 APPLICATION FOR PASSES RECEIPT (on company letterhead) Company «____________» is a participant to «SU ARNASY-2013» exhibition and would like to issue badges for the following employees of the company: Director: _____________ ________________ Signature Name Seal Date ? Name Position FORM 4 Company: _________________________________________________________________________________________________________ Person responsible: _____________________________________________________________________________ Telephone: _______________________________________ Fax:__________________________________________________ E-mail: ____________________________________________ Seminar/Presentation topic: _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ Please, take into account that the time shall be provided according to possible extents. Mark the most convenient time: ? May 15, 2013?. (10.00-17.00) Time ____________________ Duration ________________ ? May 16, 2013?. (10.00-17.00) Time ___________________ Duration ________________ ? May 17, 2013?. (10.00-14.00) Time ____________________ Duration ________________ Technical equipment required: _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ APPLICATION FOR SEMINAR/PRESENTATION CONDUCTION Not later than April 15, 2013 FORM 5 APPLICATION for connection of a stand to the electrical power supply Name of a company: Number of a stand: Cost Quantity Amount Connection up to 5 kW 210 $ Connection up to 10 kW 280 $ Connection up to 20 kW 560 $ Connection up to 40 kW 700 $ Total: Note: The rate includes cost of electrical power consumption. A participant/contractor shall have electrical transfer box and cable with size conforming to the electrical load on his stand. Director ……………..……………..…………… Seal «…… .» …………………………….. 201__