WELCOME TO FOOD INGREDIENTS ASIA 2014 Food …eems.ubmasia.com/eEMS/ShowFiles/389/2641.pdf · Thank...

1

Dear Exhibitors,

A very warm welcome to Food ingredients (Fi) Asia 2014!

WELCOME TO FOOD INGREDIENTS ASIA 2014

Thank you for your participation in Food ingredients Asia 2014. The purpose of this Exhibitor Manual

is to efficiently assist your company in preparing for your forthcoming participation in the Exhibition.

You are advised to study this manual carefully to ensure that all relevant matters are processed

smoothly and arranged properly. Please keep a copy of all the forms for your own reference, so

that queries can be clarified immediately should they arise.

Upon completion of the relevant forms, please return them via the internet to the respective

companies stipulated on the top right hand corner of the forms. We would be grateful if you could

observe closely the deadlines for submission.

We will endeavour to maintain rates and prices quoted for all items contained herein. However,

there is a possibility that these may vary depending on the availability of material or labour before

the opening of the Exhibition.

Should you have any queries, please do not hesitate to contact us. We thank you for your support

and co-operation, and we look forward to seeing you at Food ingredients Asia 2014!

Sincerely,

The Organisers

2

SUMMARY

A General Information

A1 Venue & dates

A2 Organisers’ contact details

A3 Opening hours, build up & breakdown

A4 Hotels

A5 Admission for trade visitors

A6 Exhibitor badges & registration

A7 Contractor badges

A8 Catering

A9 Event hall specifications & regulations

A10 Stand fittings contractors

A11 Freight forwarder

A12 Electrical contractor

A13 Security contractor

A14 Cleaning contractor

B Publicity & Exposure

B1 Show catalogue listing (free of charge)

B2 Show catalogue advertising

B3 Trade visitor invitation tickets (free of charge)

B4 VIP invitation

B5 Exhibitor showcases

B6 Product first launching

B7 Press room

B8 How to assemble a press kit

B9 Press addresses

C Rules & Regulations

C1 Promotion during the show

C2 Demonstrations and presentations

C3 Security

C4 Official contractors

C5 Stand fitting contractors

C6 Stand boundaries and design restrictions

C7 Power supply and lighting

C8 Stand cleaning

C9 Exhibits move-in

C10 Customs requirements

C11 Storage

C12 Working exhibits

C13 Dangerous materials

C14 Insurance

C15 Damage to stand structures and exhibition premises

C16 Payment terms and conditions

C17 Cancellation of exhibition space

C18 Failure to exhibit

C19 Exhibitor information pack

C20 Groups and national groups

3

C21 Sales

C22 Unforeseen occurrences

C23 Word of caution

C24 Venue rules & regulations

D Freight Forwarding

D1 Shipping tariff

D2 Special instructions

D3 Temporary importation for exhibition goods

D4 On-site handling rates and services

E1 Order Forms - Exposure and publicity

FORM 1 Sharing companies on your stand

FORM 2 Free catalogue entry

FORM 3 Show catalogue advertising

FORM 4 Exhibitor name badges

FORM 5 Trade visitor invitation tickets

FORM 6 VIP nomination form

FORM 7 Sponsorship

FORM 8 Exhibitor showcases

FORM 9 First launching

E2 Order Forms - Operational matters

FORM 10 Stand construction

FORM 11 Directory map board

FORM 12 Insurance

FORM 13 Shell scheme nameboard

FORM 14 Furniture and accessories

FORM 15 Lighting & electrics

FORM 16 Audio visual equipment

FORM 17 Compressed air

FORM 18 Water supply & drainage

FORM 19 Refrigerator Equipment

FORM 20 Telephone service

FORM 21 ADSL & WiFi

FORM 22 Security & CCTV service

FORM 23 Cleaning service

FORM 24 Plant & floral service

FORM 25 Heavy & large exhibits

FORM 26 Temporary staff

FORM 27 Hotel reservation

FORM 28 Visa application

4

A GENERAL INFORMATION

A1 Venue & dates

Venue : Jakarta International Expo

Hall D1-D2 and Hall A3

Arena PRJ, Kemayoran

Jakarta, Indonesia

Dates : Wednesday, October 15 to Friday, October 17, 2014

A2 The Organisers’ contact details

LOCAL

PT UBM Pameran Niaga Indonesia

3/F Aquarius Building

7, Jalan Sultan Iskandar Muda

Pondok Indah, Jakarta 12240, INDONESIA

Tel +62 21 729 2662

Fax +62 21 729 3539

Ms. Maria Lioe Ms. Anna Maria

Email [email protected] Email [email protected]

INTERNATIONAL

UBM Live

de Entree 73

Toren A 1101 BH Amsterdam

THE NETHERLANDS

Tel: + 31 20 40 99 560

Fax: +31 20 36 32 616

Ms. Tatiana Rozema

Sales Manager

Email: [email protected]

UBM Asia (Thailand) Co Ltd

503/23 KSL Tower 14th Floor, Sri Ayuthaya Road,

Kwaeng Thanon Phyathai, Khet Rajathewee

Bangkok 10400, THAILAND

Tel +66 2 642 6911

Fax +66 2 642 6919-20

Ms. Nongnaphat Jeerakitlert

Sales & Marketing Manager: Thailand Email: [email protected]

Operations Department

Ms. Rungphech Chitanuwat

Business Director


Mr. Atip Tubtim

Assistant Operations Manager


Ms. Rachadaporn Khongthon

Assistant Operations Manager


mailto:[email protected]



5

A3 Opening hours, build up & breakdown

Wednesday 15 October 2014 09.00 hrs – 10.00 hrs Opening Ceremony

10.00 hrs – 18.00 hrs

Thursday 16 October 2014 10.00 hrs – 18.00 hrs

Friday 17 October 2014 10.00 hrs – 17.00 hrs

During the exhibition period, exhibitors will have access to the hall one (1) hour before the opening

hours and after the closing hours to service their stands or exhibits. Exhibitors who require access

beyond given hours should contact Operations Department in advance.

Build up Date Time

Move-in of Official Stand Fitting Contractors

- Shell Scheme Stands Construction

13 October 2014

14 October 2014

11.00-24.00 hrs.

00.01-24.00 hrs.

Move-in of Heavy and/or Large Exhibits * Hand carry items can be move-in on 14 October 2014

(8.00 - 24.00 hrs.)

13 October 2014 13.00-24.00 hrs.

Move-in of Special Design and Other Contractors

13 October 2014

14 October 2014

13.00-24.00 hrs.

09.00-20.00 hrs.

Exhibitor Registration

Exhibitor Move-in for Decorating

14 October 2014

08.30-20.00 hrs.

08.30-21.00 hrs.

Show days Date Time

Exhibitor Access to Exhibition Halls

15 October 2014

16 October 2014

17 October 2014

08.00-19.00 hrs.

09.00-19.00 hrs.

09.00-23.00 hrs.

Tear down Date Time

Exhibition Closes 17 October 2014 17.00 hrs.

Move-out of Exhibits and Stands 17 October 2014 17.00-23.00 hrs.

Power Supply to be Switched Off, Dismantling of

Electrical Installations 17 October 2014 18.00 hrs.

Move-out of Heavy and/or Large Exhibits, Stand

Fitting Materials 17 October 2014 22.00 – 23.00 hrs.

Halls Closed for Cleaning 17 October 2014 23.00 – 24.00 hrs.

Halls Hand Over to JI Expo 17 October 2014 24.00 hrs.

Note: Move in/out of any exhibitor or decorating items with trolleys are allowed at the back door (loading

door) of exhibition halls only. This applies to build up, show days and use tear down.

6

A4 Hotels

HOTEL BOROBUDUR JAKARTA

Jalan Lapangan Banteng Selatan

Jakarta 10710 , Indonesia

Tel: + 62 21 380 5555

Fax: + 62 21 380 9595

Website: www.hotelborobudur.com

HOLIDAY INN JAKARTA KEMAYARAN

Jl. Griya Utama Block B1,

Jakarta 14350, Indonesia

Tel: + 62 21 2956 8800

Fax: + 62 21 2956 0088

Website: www.holiday-inn.com

THE MEDIA HOTEL & TOWERS

(PREVIOUSLY SHERATON MEDIA)

Jalan Gunung Sahari 3 ,

Jakarta 10720

Tel: +62 21 626 3001

Fax: +62 21 626 3026

Website: www.themediahotel.com

A5 Admission for trade visitors

Free admission for professionals, trade and business visitors, is by invitation and registration only.

Minors under the age of 18 and members of the general public will not be admitted. The

Organisers reserve the right to refuse admission or to remove any person without giving a

reason. This applies also to the build up and dismantling periods.

Invite your clients

Exhibitors are advised to encourage their (prospective) customers to pre-register before 8

October 2014 by registering on line or faxing the completed registration form on visitor

invitation cards to the Organisers so as to save valuable time upon arrival at the exhibition

centre. Pre-registered trade visitors may collect their badges at the pre-registered trade

visitors’ counter upon their arrival on site.

Please note that this is a trade exhibition, minors under age of 18 will not be allowed

admission, either as visitors or exhibitors.

For extra visitor invitation tickets, please fill out FORM 5 – Trade visitor invitation tickets

Deadline: 22 August 2014

A6 Exhibitor badges and registration

Exhibitor Registration: Tuesday 14 October 2014, 8.30 hrs – 20.00 hrs

Exhibitor badges are only meant for exhibitors and their staff manning stands during the

exhibition days and will be issued in accordance with the list of names given in the Exhibitor

Badge Registration Form. For security reasons, exhibitors and their personnel are requested to

wear their badges at all times during the exhibition.

http://www.hotelborobudur.com/

http://www.holiday-inn.com/

http://www.themediahotel.com/

7

Exhibitors are requested to make their First Stop at the Exhibitor Registration Counter when they

arrive on site, to collect their badges.

Exhibitor Registration: Tuesday 14 October 2014, 8.30 hrs – 20.00 hrs

To order Exhibitor name badges, please fill out FORM 4


A7 Contractor badges

For the purpose of stand construction and moving of exhibits, badges will be issued by the

Organisers permitting approved contractors and their workmen to enter the exhibition hall

during the build-up and dismantling period only. A limited number of standby badges may be

issued should a contractor have a valid reason to be present during the exhibition period (e.g.

maintenance, remedial purposes, etc.).

Please contact the Organisers to obtain these badges.

For security reasons, contractors and their workmen are to wear their badges when in the

exhibition hall at all times.

A8 Catering

A variety of catering can be ordered at the exhibition centre. Please note that all catering on

your stand must be ordered through Jakarta International Expo’s in house Food & Beverage

service : Ms Tresya Wiguna at Mobile Number +62 81 8080 21213, email :

[email protected] or call JI Expo general line at +62 21 2664 5000

& REGU

A9 Event hall specifications & regulations

Hall D1:

Ceiling Height Floor Loading Ceiling Hang Points Floor Type

12 – 17.5 m 3,000–5,000 kgs/sqm N/A Concrete Slab - Tiles

ELECTRICAL 380/220V, 50 Hz, 3 Phase Capacity 6,000 KVA

OPERABLE WALLS Finished Concrete Block

The operable wall systems shall not have anything attached

to, leaned against nor hung from.

UTILITY SERVICES Utility hatches provide electric Power, Water Supply,

Drainage, Telephone, Cable Data, CCTV, IHB.

COMPRESSED AIR Available upon order and subject to additional charge

WATER & DRAINS A separate quotation will be provided for special drainage for

disposal of hazardous materials and polluting products.

EXHAUST SMOKE & FUMES N/A

8

Hall D2:


12 - 16 m 3,000-5,000 kgs/sq.m N/A Heavy Duty Carpet Tiles

ELECTRICAL The centre supply 380/220 v, 50Hz, 3 phase 6,000 Kva

OPERABLE WALLS Wall structure is acoustical panel.

The operable wall systems shall not have anything attached

to, leaned against nor hung from.

UTILITY SERVICES Utility hatches provide electrical, compressed air, water &

drains, telephone and exhaust smoke & fumes throughout the

hall for each booth.

COMPRESSED AIR Compressed Air of NOT OVER 1/2HP ONLY, regardless of type,

be permitted in the exhibit booths. Charges will be as per the

electrical hook up rates.



EXHAUST SMOKE & FUMES Exhaust removal for smoke and noxious fumes is available.

The exhaust hood will run through the utility hatch into the

exhaust system. Charges will be assessed on the requirements

Hall A3:


8 – 15 m 2,000-5,000 kgs/sqm N/A Concrete Slab

ELECTRICAL The centre supply 380/220 v, 50Hz, 3 phase 2,250 Kva

OPERABLE WALLS Wall structure is finished concrete block

UTILITY SERVICES Utility hatches provide electrical, water & drains and

telephone

COMPRESSED AIR Compressed Air of NOT OVER 1/2HP ONLY, regardless of type,

be permitted in the exhibit stands. Charges will be as per the

electrical hook up rates.



9

A10 Stand fitting contractors

Official Stand Fitting Contractor: Cityneon Prima Mandiri

Kota Baru Bandar Kemayoran Block C4


Tel +62 21 641 4630 Fax +62 21 641 4634

Contact Ms. Dian or Ms. Ratnawati

Email [email protected], [email protected]

[email protected]

For raw space exhibitors who require special design contractors, the Organisers provide the

following options of recommended stand fitting contractors for selection.

PT KINGSMEN INDONESIA PT EVENTPRO SUPPORT ASIA

Jalan Peta Barat No 11 Gedung PIC, 3rd Floor

Kalideres, Jakarta 11840 Jalan Teluk Betung No 43, Jakarta 10230

Indonesia Indonesia

Tel +62 21 5439 6898 Tel +62 21 310 3636

Fax +62 21 540 7819 Fax +62 21 315 7289

Contact Ms Diana Yuliani Contact Mr Marius Sulistio

[email protected] [email protected]

PT WANINDO PRIMA PT PENTAWIRA CIPTA INDONESIA

Jalan Haji Aseni 88, Komplek Kopti Ruko Prima Sunter, Jl Agung Timur 8

Semanan, Jakarta 11850 Blok B No 9, Jakarta

Indonesia Indonesia

Tel +62 21 5437 6477 Tel +62 21 2946 0771

Fax +62 21 5437 6475 Fax +62 21 2945 61919

Contact Ms Chicca Lisera Contact Ms Sari


PT CITYNEON PRIMA MANDIRI PT WARNA KREASI DESAIN

Kota Baru Bandar Kemayoran Jalan Kelurahan 1 Blok 5 No 18, Duren Sawit

Blok C4, Jakarta 14410 Jakarta

Indonesia Indonesia

Tel +62 21 641 4630 Tel +62 21 861 1724

Fax +62 21 641 4634 Fax +62 21 861 1724

Contact Ms Dian Contact Ms Pintalia Rahadian


BRIGHT DESIGN ADDEX COMPANY LIMITED

Mega Glodok Kemayoran 1st Floor 111 Onnuch Soi 64, Onnuch Road Suanluang,

Block A2 No 18 Bangkok, 10250 Thailand

Jalan Gunung Sahari Kav B – 8 Tel +66 2322 2111 Ext. 210

Jakarta, Indonesia Fax +66 2322 2145-6

Tel +62 21 2664 7281 Contact Mrs Ana Victoria S.Kebasen (Annie)

Fax +62 21 2664 7281 [email protected],

Contact Ms Henny Susilawati [email protected]

[email protected]













10

NCC IMAGE CO LTD PT PIEE INTERNATIONAL

Queen Sirikit National Convention Center Rukan Puri Mutiara blok BD 12

60 New Rachadapisek Road, Klongtoey, Jl. Griya Utama, Sunter Agung

Bangkok 10110 Jakarta Utara 14350

Thailand Indonesia

Tel + 66 (0) 2203 4142 Tel +62 21 2956 9471 / 72

Fax + 66 (0) 2203 4117 Fax +62 21 2956 9470

Contact Mr Surawat Weoprasert Contact Mr Steve Lim


QUBE INTEGRATED INDONESIA

Jl. Tebet Barat 8 No.28

Jakarta Selatan 12810

Indonesia

Tel +6221 8379 2345

Fax +6221 8379 2295

Contact Ms Viene Yoerenta

[email protected]





11

A11 Freight forwarder

R.E. Rogers (Malaysia) Sdn Bhd

No. 7, Jalan Warden U1/76

Taman Perindustrian Batu Tiga

40000 Shah Alam, Selangor Darul Ehsan

Malaysia

Tel +603 5510 8611 Fax +603 5510 6296

Contact Mr Chris Smith

Email [email protected]

Contact Mr Syed Amirul Hafidz

Email [email protected]

A12 Electrical contractor

All electrical works are to be carried out by the Official Contractors.

Cityneon Prima Mandiri

Kota Baru Bandar Kemayoran Block C4


Tel +62 21 641 4630 Fax +62 21 641 4634

Contact Ms. Dian or Ms. Ratnawati

Email [email protected], [email protected]

[email protected]

A13 Security contractor

The Organisers provide general security services through Chase Security, please contact the

Organisers : Ms Anna Maria ([email protected]) if you require specific security service

for your stand.

A14 Cleaning contractor

The official contractors may provide additional cleaning services if required in your stand.







12

B PUBLICITY & EXPOSURE

Food ingredients Asia 2014 will be promoted to a targeted audience of food

professionals this year. The campaign consists of advertisements in numerous

international and national trade journals, press releases, show previews.

Plan your campaign well in advance in order to get the most out of your investment:

Pre-show promotion: Send out visitor invitation tickets and VIP invitations (see B4-5)

Inform and invite the press (see B8-10)

Inform your colleagues and keep them up-to-date

Secure your free editorial entry in and/or advertise in the official IFI

preview (see B3), on the official show website, and your own website

On-site promotion:

Ensure your free catalogue entry (see B1) or get extra exposure by

advertising in the official show catalogue (see B2)

Make use of the items available for sponsor onsite (see Form 7)

Drop your press kits at the press office (see B8-9)

Have your own presentation on the exhibition floor (see B6 for technical

seminars)

B1 Show Catalogue Listing – Free of charge

All exhibiting companies’ contact details, company profile, and products will be

published free of charge in the official show catalogue. Make sure that your details

are enclosed, and complete FORM 2 as soon as possible. If you are sharing your stand

with another company, please complete FORM 1 as soon as possible. Both

companies will then get their own login details to the manual to submit their details

for the catalogue.

To enter your information in the catalogue free of charge, please fill out FORM 2

Deadline: 24 July 2014

To register a SHARED stand and enter your information

in the catalogue free of change please fill out FORM 1

Deadline: 30 April 2014

B2 Show Catalogue Advertising

Advertising during the show has proven to be an excellent opportunity to enhance

your corporate identity and presence during the event. The Show Catalogue has

been developed specifically for this purpose. This catalogue is a effective way to

attract visitors to your stand as they read about your company and plan their

activities for the day.

To advertise in the Show Catalogue, please fill out FORM 3


**Logo inclusion

in the

catalogue, € 75 (see for FORM 02 for

details)

13

B3 Trade Visitor Invitation tickets – Free of charge

These invitation cards are for exhibitors’ own invitations for inviting your key clients and

prospects to Fi Asia 2014. You can order as many visitor invitations as you need.

Please complete this form and return it to us.

When used correctly, invitation tickets are one of the best promotional tools available

to you. They will not only attract your clients and prospects to the show, but will

specifically encourage them to visit your stand. Here are some guidelines to follow

when using invitation tickets:

Personal Letter

When sending the invitation cards always include a personal letter inviting your

current or prospective customers to the show. We advise you to print or stamp your

company name and stand number in the blank space provided on each invitation

ticket.

Call your invitees

Call your contacts to let them know that they have been sent free invitation tickets.

Use this opportunity to schedule an appointment with them during the show.

Use your Sales Force/Regional Offices

Make sure you order enough tickets for your local sales representatives.

To order invitation tickets, please fill out FORM 5


B4 VIP Invitation

As a service to exhibitors, the organisers will invite your key customers to attend the

opening ceremony and exhibition as a VIP on your behalf.

To issue a VIP invitation to your key customers, please fill out FORM 6


B5 Exhibitor Seminar

Take advantage of the opportunity to host a 30 minute or one hour presentation to

showcase your company to exhibition visitors.

Your presentation will be promoted on the event website before the event and on the

exhibition conference board on-site. These seminars are free to attend for visitors and

press.

Don’t miss this opportunity to inform your prospective clients about your latest

launches, innovations and news and then invite this audience back to your stand to

see, taste and smell your products for themselves.

To apply to host an Exhibitor Seminar, please fill out FORM 8

Deadline: 30 June 2014

14

B6 Product First Launching

If you have new products, services or innovations that will be launched at the

upcoming Fi Asia 2014 exhibition, this is your opportunity to let your buyers know.

Information supplied in this form will be used to generate publicity for your company

free of charge in the Fi Asia E-Newsletter, which will be sent to our industry database

in September 2014.

To promote a new launch, please fill out FORM 9


B7 Media Point

The Media Point is located in front of the exhibition hall. Your company can be

represented at the Media point through your company/product press kits. More

information on how to assemble a press kit can be found in the next paragraph.

B8 How to Assemble a Press Kit

A press kit should include all materials that can essentially answer any questions an

editor could ask about your company. Your folders should include the following items:

Most recently distributed press release(s)

Company profile, fact sheet (but no sales literature)

Captioned photograph (or bromide) of CEO, products etc.

Logo sheet and instructions for its usage

Business card of your company’s media spokesperson

B9 Press Addresses

OFFICIAL MAGAZINES Company name Contact person Telephone

number

Fax number

International Food Ingredients [email protected]

Advertising: Rene Striekwold,


+44 207921 8257

+31 20 40 99 558

+44 207921

8452

+31 20 3632616

PAN EUROPEAN/INT. MAGAZINES Dairy Industries International Editorial: Suzanne Christiansen


Advertising: Sam Page

[email protected]

+44 1474 532202 +44 1474 532203

Int. Food Marketing & Technology /

Worldwide Drink Technology &

Marketing

Editorial: Mr.Ian Healy,

[email protected]

+49 911 2018215 +499112018100

The World of Food Ingredients Editorial: Michel Nijland

+31 263 190605 +31 263 190659






15

INDIA

Indian Spices/Spices India Editorial: Mr. P.S. Sreekatan Thampi


+91 484 333606 +91 484 334429

USA Prepared Foods Editorial: Mr. David Feder

Advertising: Mr.Ray Ginsberg

(847) 405-4081 856-802-1345

IFT Food Technology Editorial: Mr.Neil Mermelstein

Advertising: Mr.Jack Cacciabondo

+1 312 782 8424 +1 312 7828348

Cereal Foods World Editorial: Ms.Jody Grider

Advertising: Ms.Amy Hope

+1.651.454.7250 +1.651.454.0766

Food Processing Editorial: Ms.Diane Troops


Advertising: Mr.Jim Maddox

+1 630 467 1300 +1 630467 1179

ASIA Asia Pacific Food Industry Advertising: Peh Sue Ann


+65 6379 2888 +65 6379 2805

Asia Biz Connection Advertising: Arresa Mekloy


+66 2716 1722 +66 2716 1723

Food & Beverage Asia Advertising: Jaceline Tan


+65 6746 8761 +65 6746 3649

Saffron Media Advertising: Rubysheer

Email : [email protected]

+91 22 2283 6965 +912222024261

Food & Beverage Online

(www.21food.com)

Advertising: Daisy


+86 517 8891

5872

+8657185120489

Be Media Focus (Thailand) Advertising: Phenkhae Prawatphatthanakoon


+66 2 586 9745 +66 2 910 0652

Food review Indonesia Advertising: Tissa


+62 21 7021 9945 +62 21 831 0441

Ringier Trade Publishing Limited Advertising: Paige Tung


+ 886 4 23297318 + 886 423107167

Media Matter Advertising: Karuna Chinthanorm


+66 2 8781025 +66 2 8781025

Contineo Media Advertising: Avery

Email:[email protected]

+65 6521 9777 +65 65219788

AUSTRALIA Food Australia Editorial: Lynn Elsey


Advertising: Stefan Worsley


(02) 9870 8688 (02) 9870 7400











16

C RULES & REGULATIONS

C1 Promotion during the show

Exhibitors are not allowed to place stickers, signs or posters anywhere in the halls other

than within their own stand and on paid advertising poster sites and billboards. Likewise,

exhibitors’ representatives may not distribute brochures, invitations, etc. along the

gangway nor near the entrances/exits. This is unfair to other exhibitors and an

inconvenience to visitors.

C2 Demonstrations and presentations

Exhibitors who intend to make demonstration or presentations during the exhibition must

ensure that such demonstrations and presentations must not interfere with the

conducting of business of other exhibitors in terms of sound, nor cause any smoke or

fume. Loudspeakers are not allowed. Any loudspeaker to be used during the exhibition

must get written approval from the Organisers. The Organisers reserve the right to

request exhibitors to remove or dismantle loudspeakers if such an activity causes

inconvenience or annoyance to the public or other exhibitors within the vicinity of the

exhibition

Any promotional activity involving the demonstration of games, organised competitions

or quizzes will need an advance permit from the Organisers.

C3 Security

(a) General security will be provided by the Organisers round the clock. Exhibitors and

their staff will not be allowed in the exhibition hall after official hours.

(b) All personnel in the exhibition halls must wear identification badges at all times.

Exhibitor Badges and Temporary Passes are available at Exhibitor Registration on

site.

(c) To avoid any loss or damage, exhibitors with small exhibit items are strongly

recommended to carefully pack their items in proper packages/ boxes at the end

of each show day. If your displays are very valuable or sensitive and you wish to hire

security personnel to attend to your stand exclusively for off show hours, please

complete Security Service Form for security service required and return to official

security contractor. Please note that you must not use your own staff or personnel

from any other security agency.

(d) For security and safety reasons, exhibit movement in or out of the halls during show

hours is strictly prohibited.

C4 Official contractors

The Organisers have appointed official contractors for various services so as to ensure a

more efficient and regulated build-up and dismantling.

Please refer to the list of official contractors (items A10 – A14) for details. Unless otherwise

stated:

17

(a) Exhibitors may appoint their own stand fitting contractors subject to approval from

the Organisers.

(b) Guidelines for Exhibitors on the Wall Panels (Wall Partition) / Fascia Board of the

Stand

1. No modification, addition or change of any part of structure of either shell

scheme or national pavilion scheme is allowed in any case.

2. Do not spray, glue or silicone on the wall panel / fascia board

3. Do not paint, spray-paint, or write on the wall panel / fascia board

4. Do not drill, nail, perforate, tack down, staple or cause any damage to the

panels or any parts of the standard shell scheme. Should you need to affix any

exhibit or sign to the wall, please contact our Operations staff.

Note: In case of violation of the above rules, the official stand fitting contractor has

the right to fine the exhibitor for the damage caused with minimum charge of

IDR 1,000,000 /panel, depending on the damage assessed.

(c) Exhibitors are required to return all the forms to the relevant parties’ otherwise on-

site services may not be guaranteed.

(d) The services of official contractors are for the convenience of exhibitors, and the

Organisers will accept no liability in respect of any contract between exhibitors

and such contractors for the negligence or fault of any such persons, their servants

or agents.

(e) Where mechanical handling within the exhibition halls is required, only the official

freight forwarder must be appointed.

C5 Stand fitting contractors

(a) In adherence to safety requirements, only the Organisers’ official contractor can

carry out electrical power supply, compressed air supply, and water drainage &

pipe installations.

(b) Exhibitors may appoint their own contractor for stand design and construction,

subject to them being approved by the Organisers, and if approved, contractors

must lodge a deposit of no less than IDR 5,000,000 (or equivalent to USD 588) per

stand with the Organisers, to serve as a performance bond as well as damage

deposit. The deposit, calculated at IDR 300,000 per sqm but subject to a

minimum of IDR 5,000,000 per stand, will be refunded to the Contractors within 7

(seven) business days after the exhibition closes should no damage is found at

the site of stands the respective contractors worked on. In case of damage

found, the deposit will be forfeited and if damage exceeds the deposit, the

contractors are obligated to indemnify the Organisers for the full amount of

damage reimbursement.

Contractors should submit this deposit by company check only. DO NOT pay

cash or remit to the organisers.

All stand contractors must be registered and paid deposit to be able to collect

their working passes, which must be worn at all time to gain access to the

exhibition hall and work on their construction.

18

Working passes are issued free of charge. Contractors are required to preserve

their set-up day passes for use during the dismantling days. No new passes will be

issued for dismantling days.

(c) Exhibitors are responsible and liable for their appointed contractor’s observance

of all rules and regulations.

All contractors working in the exhibition hall must observe safety procedure for

the benefits of everyone. No smoking will be tolerated in the exhibition hall. Any

contractors found smoking in the exhibition hall will cause the damage deposit

forfeiture.

During the process of installation, construction and

removal of stands, the gangways must not be used at

any time for the storage of plants, materials or debris

of any kind. The organisers may at their discretion

order the removal of such objects and the exhibitors /

contractors will be liable for the cost of removal.

Contractors must have any exposed stand surfaces neatly finished unless the

surface is facing the outer wall of the exhibition centre. The organisers reserve the

right to order modification of any exposed surface and the contractor shall be

responsible for the cost. Exhibitors/contractors are not allowed to put advertising,

logos, signs etc on any rear surface of their stand when this faces or is adjacent

to other exhibitor’s stand.

(d) For double storey structure, 50% of the amount based on floor space will be

imposed. Design and size need to be submitted to the Organisers 8 weeks before

the move-in date for written approval. If you fail to do so, the Organisers cannot

guarantee availability of this service.

C6 Stand boundaries and design restrictions

Exhibitors are not allowed to place any display materials or exhibits, nor extend their

stand structures and fittings, beyond their contracted boundary.

Each booth needs to have its own panel and it is not permitted to use the neighboring

stand. Raw space exhibitors are required to submit design’s drawing to the Organisers

for approval

19

Standard height of stand for space only is 3.5 metres.

Permitted stand height is maximum to 5 metres subject to approval of design and

layout by the Organisers. Any design for a structure exceeding 3.5 metres in height

must be submitted to the Organisers for approval at least 5 weeks prior to the show and

approval will be given on a case-by-case basis.

If approved, each side of the stand exceeding 3.5 metres height must be no wider

than 1/3 of its area and must be distanced to 1 metre away from neighboring stand.

Logos and branding are not permitted on the rear face of partition walls when these

walls overlook neighbouring stands and must be properly covered up with suitable

material.

Island booths are not allow to construct a full wall.

The Organisers reserve the right at any time to order the alteration or removal of any

stand which differs from the approved specifications or which does not conform to the

Rules and Regulations. The costs of such alteration and removal shall be entirely borne

by the exhibitor and any sums of money which may have been paid by the exhibitors

for rent and charges shall not be refunded.

Open frontages: All stands in the exhibition, irrespective of height, must have at least

half of any frontage facing an aisle opened or fitted with transparent material to the

underside of the fascia if the design so requires.

Obstructing gangways: No part of any stand or exhibit, including fascia, signs, lighting,

corner posts, etc. shall project into or over the gangway or obscure any fire or exit signs

and the Organisers reserve the right to remove any such item. It is strictly forbidden to

build across gangways.

20

Double-storey stands: In addition to the requirements of single-storey stands, double-

storey stands must have the following requirements:

Design and size need to be submitted to the Organisers 3 weeks before show for

written approval. Such design must be endorsed by certified engineer. If you fail

to do so, the Organisers cannot guarantee availability of this service.

For double-storey stands, the actual allotted area in the upper storey is

calculated at 50% of the price per square metre of floor area

A double-storey construction is only permissible for stands covering at least 60

sq.m. and the upper storey can only cover up to 50% of the space.

The total height of the stand cannot exceed 5 metres. Signs or advertising

statements or logos can only be attached up to a height of 5 metres.

Ground level plan view, showing clearly all dimensions, walling and major exhibits.

Upper storey plan view, showing clearly all dimensions, walling and major exhibits

plus walkways, means of escape and areas of public access.

Elevation view and any appropriate sections showing clearly all dimensions,

graphics, etc.

Plan giving details of staircases and all steel works

Structural calculations and drawings proving structural stability, weight loading

etc. being endorsed by a certified engineer.

Utilizing Air Space:

Hall D1 & D2: Any hanging construction or banner is NOT allowed in these halls

due to the venue facilities.

Hall A3: To utilize air space for hanging banners and construction, IDR 1,500,000

per sqm (minimum 10 sqm.) will be applied and will be subject to 10% VAT (all

materials & production are excluded). This service allows a banner or construction

to be hung at the top of a booth, and within the catwalk line only. The height

restriction is not over 7 metres (from the floor to the top of the banner or

construction). Design and size need to be submitted to the Organisers 3 weeks

before the show for written approval. Failure to do so, means the Organisers

cannot guarantee the availability of this service.

C7 Power supply and lighting

(a) All electrical installation work at the exhibition must be carried out solely by the

Organisers’ official contractors.

(b) Exhibitors requiring special arrangements (e.g. different voltages and frequency

or special connections to equipment) must arrange for their own transformers,

converters, etc.

(c) All electrical equipment must be tested by the Organisers’ appointed licensed

engineers prior to turning on the electricity supply.

21

C8 Stand cleaning

During the exhibition days, the Organisers will be responsible for general cleaning of

exhibition halls, and exhibition stands prior to the opening of the exhibition and daily

thereafter. During the

build-up and dismantling periods, independent contractors appointed by the exhibitors

are responsible for the removal of their own stand building/dismantling materials and

rubbish. Disposal of contractor’s waste materials by the Organisers will result in the

contractor’s deposit being forfeited.

C9 Exhibits move-in

Cargo which is moved directly to the exhibition site should NOT arrive at the exhibition

hall earlier than 13 October 2014 or before the build-up period.

Exhibitors, and their agents or contractors are responsible for the early installation of

their heavy or large exhibits according to the move-in schedule provided by the

Organisers. When stand structures are erected, it may not be possible to move-in. All

cases should be clearly marked with the following:

FOOD INGREDIENTS ASIA 2014 Jakarta International Expo

Name of Exhibitor :

Stand No. :

Case No. :

Gross Weight/Net Weight :

Dimensions :

Please note that where mechanical handling within the exhibition halls is required, the

official freight forwarder must be appointed. Forklifts, cranes and pallet trucks from

other forwarders will not be allowed inside the exhibition halls.

If any heavy or large exhibits arrive on site requiring mechanical aid for onsite

installation, the Organisers will appoint the official forwarder to be the site installation

contractor on the exhibitor’s behalf, and all costs incurred will be borne by the

exhibitor.

C10 Customs requirements

Temporary import facilities are available. Full details may be obtained from the official

freight forwarder.

C11 Storage

Direct arrangements 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 own premises.

22

C12 Working exhibits

(a) Moving machinery must be fitted with safety devices when the machines are in

operation. These safety devices may be removed only when the machines are

disconnected from the source of power.

(b) Working machines must be placed at a relatively safe distance from the

audience. We strongly recommend the use of safety guards.

(c) All pressure vessels or equipment under pressure must conform to the safety

standards & regulations. Approval for their use is required.

(d) No motors, engines, contrivances or power-driven machinery may be used

without adequate protection against risk of fire.

C13 Dangerous materials

(a) No naked lights and lamps or temporary gas or electrical fittings may be used in

the exhibition halls. Neon lights will need prior approval before the exhibition.

(b) No explosives, petrol, dangerous gases or highly inflammable substances are

allowed in the halls.

(c) No radioactive materials are to be used.

C14 Insurance

The Organisers do not cover in their service insurance for exhibitors’ goods or personnel.

Any loss or damage of exhibit items or belongings will be under own care of exhibitors.

Exhibitors are also required to have insurance coverage for their exhibits, personnel and

contingent liabilities and to provide the Organisers with copies of insurance policies

prior to move-in date.

Insurance - FORM 12


C15 Damage to stand structures and exhibition premises

No person under any circumstance shall cut into or through any floor covering or wall

nor alter any stand service structure except as authorized in writing by the Organisers.

Any such damage to stand service structures will be invoiced to the exhibitor.

C16 Payment terms and conditions

a) All payments must be made in accordance with the terms and methods of payments

set out on the Contract Form.

b) In the event the exhibitor fails to meet any such payment obligations (whether as to

the amounts or date of payment) then the Organisers reserve the right to cancel its

contract with the exhibitor and to resell or reallocate the stand space allocated to

the exhibitor and the provisions of paragraph C17 below relating to cancellation

charges shall apply.

23

C17 Cancellation of exhibition space

17.1 If serious circumstances dictate, whether dependent or independent of UBM Live,

UBM Live has the right to cancel the Exhibition and/or the related Contracts

immediately without prior warning. The Monies already paid by the Exhibitor to UBM

Live will be refunded to the Exhibitor, minus a deduction for the costs incurred by UBM

Live, which may not exceed 15% of the agreed monies. Apart from the

aforementioned refund, the Exhibitor is not entitled to claim compensation or

damages.

17.2 If the Exhibitor is in breach of the Contract including the General Conditions and the

Publicity and Technical Manual, UBM Live may cancel the Contract immediately

without prior warning. In case of such cancellation, the monies remain payable by

the Exhibitor in accordance with the provisions set out in Article 17.6

17.3 If the Exhibitor has not taken up the use of the stand space 48 hours before the time

at which the Exhibitor is due to be opened to the public, or if the Exhibitor stated prior

to this time that it will not be taking up the space allocated to him, the Contract is

automatically cancelled and the Exhibitor forfeits all right to the allocated display

space and stand without further notice or proof of default. The monies remain

payable by the Exhibitor in accordance with article 17.6 below. The Exhibitor is not

entitled to claim compensation or damages.

17.4 The Exhibitor is entitled to cancel the Contract at any time. In case of such

cancellation, the monies are payable by the Exhibitor in accordance with the

provisions set out in Article 17.6 below.

17.5 In case of any cancellation of the Contract, for whatever reason by the Exhibitor or

UBM Live, UBM Live shall have the absolute discretion (but without prejudice to any

other right or remedy available to the Organisers) to reallocate or resell the display

space and stand allocated to the Exhibitor and to charge the Exhibitor the monies in

accordance with the provisions set out in Article 17.6.

17.6 Once the Contract has been concluded and the Contract is cancelled from the

date UBM Live received the Contract up until 180 days prior to the start of the

exhibition, the Exhibitor shall be liable to pay 50% of the monies. If the Contract is

cancelled after 180 days prior to the start of the Exhibition, the monies are payable in

full by the Exhibitor. UBM Live is entitled to charge the Exhibitor for any extra costs

which UBM Live may incur by fitting out the stand space which is not being used. In

the event the Exhibitor has already paid the monies to UBM Live, UBM Live will refund

the monies to the Exhibitor in accordance with this provisions.

17.7 The notice of cancellation must be made in writing and sent by registered letter. The

posting date will serve as the reference to calculate the cancellation charges.

C18 Failure to exhibit

Any organisation, having signed a contract for a stand, that fails to exhibit and has not

been released from the contract by the Organisers, will be liable for the full costs stated

in the contract plus any additional costs incurred by the Organisers as a result of the

failure to exhibit.

24

C19 Exhibitor information pack

All exhibitors should register at the Exhibitor Registration Counter on arrival at the

exhibition centre to collect their badges and exhibitor information pack. Necessary

information including special functions will be included in the Information Pack.

C20 Groups and national groups

Organisers of groups and national pavilions are responsible for ensuring that all

exhibitors on their stand are fully aware of and agree to abide by these rules and

regulations.

C21 Sales

As this is a trade exhibition, “Over The Counter” sales are not permitted without

approval.

C22 Unforeseen occurrences

In the event of any occurrence not foreseen in these Rules and Regulations the

decision of the Organisers shall be final.

For safety reasons, if the average weight per square meter of your exhibit(s) is more

than the specified floor loading, a suitable platform must be laid underneath your

exhibit(s). It is therefore compulsory and important that details of your exhibit(s) are

given to the Organisers well in advance for such preparation.

C23 Word of caution

No exhibitor may alter or in any way affect the structure or fixtures of the Exhibition

Centre. It is important that maximum care is taken by all parties while working in the

centre. Any damages caused by ignorance to Organisers’ regulations are disclaimed.

C24 Venue rules & regulations

With your cooperation in adhering to the guidelines listed below, we can all benefit

from maintaining the highest possible standards of cleanliness and quality for your

event.

Restricted Area For your safety, Fire Hoses, Exits, Lifts, Ramps and Public Areas

must remain clear of any obstruction at all times.

Lease Area Construction work should be done within the area specified in

the lease agreement.

Floor Covering For the protection of the Jakarta International Expo’s

carpeting, appropriate materials are needed to cover areas

where painting and construction occur. Our staff will be happy

to assist you with this important matter.

Paint Spraying Paint spraying is prohibited in the building.

25

Electrical Equipment For your safety, electric saws, welding and drilling equipment

which emit sparks are not allowed to be used in the building.

Identification For the security of your event, all organisers, contractors and

subcontractors must have identification. Please consult with the

show organisers for assistance

Working Hours Construction work and dismantling time must be in

accordance with the lease agreement. Please consult with the

Organisers for scheduled times.

Forwarding Construction equipment is allowed to be transferred to the

building only on set-up and tear-down days.

Cleaning Cleaning of internal surfaces of exhibition stands, including

exhibits are not provided by the venue.

Foods / Beverage No outside food and beverage are allowed into the venue

without prior permission from the venue management. Please

contact the Organisers for details.

Smoking The Jakarta International Expo exhibit halls and indoor pre-

function are non-smoking areas. Smoking may be done in the

outdoor area away from the crowd.

26

D FREIGHT FORWARDING and SHIPPING

INFORMATION

Shipping tariff

DOCUMENT DEADLINES (No. of days before consignment arrivals)

Sea freight (Doc – Sea) 14 days before cargo arrived at Jakarta Port

Airfreight (Doc – Sea) 7 days before cargo arrived at Jakarta Port

CONSIGNMENT DEADLINES

Sea 01st October 2014 - 30% Surcharge if late arrival

Air 05th October 2014 - 30% Surcharge if late arrival

Video Tapes 15th September 2014

SEA – Basic Handling Charge US$ 110.00 per cbm

Minimum Charge LCL Minimum 3 cbm

FCL 20’ 20 cbm per 20’ container



Grounding/Reloading US$100.00/20’ cont US$200.00/40’ cont

AIR - Basic Handling Charge US$250.00 for First 50kg per consignment per exhibitor

Additional Kg US$1.50/kg per consignment per exhibitor

VIDEO TAPES – Handling

charge US$ 30.00 per piece per exhibitor

Heavylift Surcharge From 2001 – 3000 kg US$ 30.00 per 1000 kg

From 3001 – 4000 kg US$ 40.00 per 1000 kg

From 4001 – 5000 kg US$ 50.00 per 1000 kg

5001 kg and above, an individual quote will be given

Tariff Exclusions Consignment service charge at US$125.00

Documentation at US$100.00 / exhibitor

A customs escort fee at US$30.00 / MAWB / BL

Communication charges at US$35.00 / MAWB / BL

Consumed items for non-return exhibits at US$125.00 / exhibitor

Port / Airport related charges - at cost

NOTE: The same charges will be applied for the outbound movement.

Exhibitors or their appointed freight agents should contact the official freight

forwarder to obtain full shipping instructions & tariff.

27

D2 Temporary importation for exhibition goods

1. Goods are allowed to import into Indonesia for trade exhibitions as temporary

importation. Goods must be re-exported within 1 month for both air cargo and sea

cargo from the closing date of the exhibition.

2. The exhibition venue is a customs bonded site. Only the appointed forwarder may

clear cargo under this facility.

3. For smooth clearance of exhibitor’s exhibition goods, the Organisers have

appointed the Official Freight Forwarder to provide their professional services.

4. Exhibitors are suggested to contact the Official Freight Forwarder for details of

shipping instruction and handling rates for clearance of exhibition goods.

5. Please do not consign the exhibition goods to the Organisers, your hotel or other

forwarders in Jakarta as it will cause delay and extra expenses for customs

clearance.

DOCUMENT DEADLINES

The following documents must be received by the freight forwarder not later than the

deadlines shown below or at least 7 (seven) days prior to the arrival of vessel or flight in

Jakarta.

16th September 2014 Copies of Bill of Lading and Commercial Invoice and

Packing List for sea freight consignments must be

received by the freight forwarder for processing prior to

the arrival of vessel.

26th September 2014 Copies of Airway Bill and Commercial Invoice and

Packing List for airfreight consignments must be

received by the freight forwarder for processing prior to

the arrival of flight.

CONSIGNMENT DEADLINES

All exhibition goods must arrive in Jakarta not later than:

1st October 2014 Sea freight consignments

5th October 2014 Airfreight consignments

For all consignments, an email pre-alert shall be sent to the freight forwarder indicating

the vessel name, flight numbers, Bill Of Lading/Airway Bill numbers, number of

packages, weights and dimensions upon uplift of goods.

DOCUMENTATION

For sea freight consignments, the following documents are required:

2 originals and 3 copies of Bill of Lading

5 copies of Commercial Invoice

5 copies of Packing List

1 set of Product catalogues

For air freight consignments, the following documents are required:

2 originals and 3 copies of Airway Bill

5 copies of Commercial Invoice

5 copies of Packing List

1 set of Product catalogues

28

CASE MARKINGS:

All packages shall be marked as follows;

FOOD INGREDIENTS ASIA 2014

Jakarta International Expo, Jakarta Indonesia

Name of Exhibitor :

Stand Numbers :

Hall Numbers :

Case Numbers :

Gross Weight/Net Weight :

Dimension (W x L x H) :

Exhibitors with large or heavy items to be brought into the hall should contact the

Official Freight Forwarder as early as possible to ensure that adequate lifting services

can be made available.

D3 On-site handling rates and services

The Organisers have appointed one (1) Official Freight Forwarder as the official on-site

handling contractor to perform all onsite handling of exhibition goods. To avoid any

damage and congestion in the exhibition hall, the Organisers will not allow other freight

forwarders to move in/out exhibition goods with their own handling equipment.

Exhibitors are required to contact the on-site official freight forwarder for their services

(Please see details in Shipping Instruction Section)

29

E1 ORDER FORMS- Exposure & Publicity Deadline Order form

30 April 2014 FORM 1

Sharing companies on your stand If you have other companies sharing your stand, please fill in this form.

This will enable them to get a free catalogue entry as well.

24 July 2014 FORM 2

Free catalogue entry Your company details and profile will be included in the show

directory free of charge

11 July 2014 FORM 3

Show catalogue advertising

22 August 2014 FORM 4

Exhibitor name badges Here you can order badges for the personnel that will be manning the

stand.


Trade visitor invitation tickets Invite your customers by sending out this folder with information and a

registration form.


VIP nomination form If you would like the Organisers to send the VIP invitation card to your

VIP visitor, please fill this form.

19 September

2014 FORM 7

Sponsorship Get optimal exposure by sponsoring banners, signage, visitor give-

aways or feature area’s.

30 June 2014 FORM 8

Exhibitor showcases Share news or information share with key clients, press and prospects:

conduct a meeting or hold a presentation by ordering a Sponsored

session package. You benefit from promotional activities and

organisational support by CMP Information.

18 July 2014 FORM 9

First launching If you have any new products or services or innovations that will be

launched at the upcoming Food ingredients Asia 2009 exhibition, this is

your opportunity to let your buyers know. Information supplied in this

form will be used to generate publicity for your company free of

charge in the Fi Asia E-Newsletter, to be sent to our Food industry

database in July

Note: Any exhibitors confirming their participation in the exhibition after the expiry of the above

deadlines must treat these dates as “ IMMEDIATE ”

30

E2 ORDER FORMS - Operational Matters

Deadline Order form

22 August 2014 FORM 10 Stand construction

22 August 2014 FORM 11 Directory map board

22 August 2014 FORM 12 Insurance

22 August 2014 FORM 13 Shell scheme name board

5 September 2014 FORM 14 Furniture and accessories

5 September 2014 FORM 15 Lighting & electrics

5 September 2014 FORM 16 Audio visual equipment

22 August 2014 FORM 17 Compressed air

22 August 2014 FORM 18 Water supply & drainage

To be confirmed FORM 19 Refrigerator Equipment

22 August 2014 FORM 20 Telephone service

22 August 2014 FORM 21 ADSL & WiFi

22 August 2014 FORM 22 Security& CCTV service

22 August 2014 FORM 23 Cleaning service

To be confirmed FORM 24 Plant & floral service

22 August 2014 FORM 25 Heavy & large exhibits

22 August 2014 FORM 26 Temporary staff

22 August 2014 FORM 27 Hotel reservation

22 August 2014 FORM 28 Visa application

Note: Any exhibitors confirming their participation in the exhibition after the expiry of the above

deadlines must treat these dates as “ IMMEDIATE ”

WELCOME TO FOOD INGREDIENTS ASIA 2014 Food …eems.ubmasia.com/eEMS/ShowFiles/389/2641.pdf · Thank...

Documents

Transcript of WELCOME TO FOOD INGREDIENTS ASIA 2014 Food …eems.ubmasia.com/eEMS/ShowFiles/389/2641.pdf · Thank...