exhibitor manual - Moscow Hobby Expo

EXHIBITOR MANUAL
8th International exhibition MOSCOW HOBBY EXPO
and 3rd exhibition of needlework,
art and creative crafts ART&CRAFT
April 15-17, 2016
Crocus Expo IEC, Pavilion 3, hall 12
Organizer: Crocus Expo IEC
Crocus Expo International Exhibition Centre:
Mezhdunarodnaya 16, P.O. box 92, Krasnogorsk 143402, Krasnogorsk area, Moscow region
65-66 km of Moscow City Motor Ring (crossing with Volokolamskoe shosse)
Myakinino metro station
CONTACTS:
Andrey Kovalev
Kseniya Titova
Phone/fax: +7 (495) 223-4210
E-mail: [email protected], [email protected]
http://eng.hobby-expo.ru
http://eng.artandcraftexpo.ru
DEAR EXHIBITORS!
We are pleased you have taken the opportunity to present your goods and
services at the international exhibitions Moscow Hobby Expo and Art&Craft.
We are very pleased to offer our assistance in organizing your exposition.
The present Exhibitor’s Manual will help you to plan your activities and to
achieve the goal you pursue by participating in the Exhibition. To avoid
unnecessary troubles, please study it thoroughly and follow the instructions
stated hereby. Please be aware of the information submission deadlines, it will
allow us to meet your orders in due time and properly.
NOTE! Please provide this Manual to the departments or representatives of your
Company responsible for exhibits delivery, stand design and construction.
Should you have any questions, don’t hesitate to contact us at
+7 (495) 223-4210.
SEE YOU AT THE EXHIBITION!
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CONTENTS
1. General Provisions
Exhibition regulations and instructions .................................................... p. 5-9
2. Information about Pavilion 3 ................................................................. p. 10
3. Lower level layout................................................................................... p. 11
4. General Information ............................................................................... p.12
5. Stands:
5.1. Space Only Site ................................................................................. p.13
5.2. Standard Stand ................................................................................. p.14
6. Standard stand equipment and samples ............................................... p.15
7. Advertising in the official show catalogue ............................................. p. 16
8. Procedure of entering Crocus Expo IEC ................................................. p. 17
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All application forms can be downloaded from the exhibitions websites
(section EXHIBITOR):
http://eng.hobby-expo.ru/hobby/exposant
http://eng.artandcraftexpo.ru/acexpo/exposant
Application form 5 to be arranged against arrival in three copies!
Application forms according to Exhibitor Manual:
Form 01 – Space only site
Form 02 – Standard stand
Form 03 – Additional equipment
Form 04 – Catalogue entry (English and Russian versions) – electronic format only
Form 05 – Exhibits and equipment entry and removal
Form 06 – Advertising in the official show catalogue, extra exhibitor badges and invitations
Application forms according to Services Guide for services provided by the Crocus
Expo IEC:
Order form 01 – Advertising services
Order form 02 – Phones installation
Order form 03 – Stand cleaning
Order form 03A - Exhibits and equipment wiping
Order form 04 – Suspension of light structures
Order form 05 – Order form for services outside above mention
Order form 06 – Transportation and logistics services
Order form 07 – Conference halls lease (Pavilions 1 and 2)
Order form 08 – Conference halls lease (Pavilion 3)
Order form 9 – Overtime at set up and dismantling periods
Contract-application for individual security guard
Contract-application for Internet and communication equipment lease
For cars, trucks and buses routing please also visit exhibitions websites:
http://eng.hobby-expo.ru/hobby/exposant
http://eng.artandcraftexpo.ru/acexpo/exposant
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1. GENERAL PROVISIONS
EXHIBITION REGULATIONS AND INSTRUCTIONS
E
The definitions of the Manual have the following meanings:
Event Participants – organizers, exhibitors and other events participants, as well as stand
constructing agencies contracted by the Event Participants;
Exhibitor – legal or physical person contracted participation in the Event for the Exhibitor’s employees
work at the exhibition/fair and/or exhibits demonstration (goods and services);
Exhibition Management Office – persons authorized by AO Crocus for organization and holding of
exhibitions;
Service centre – Crocus Expo subdivision located in the lobby of the pavilion aiming to render daytoday services for exhibition participants;
Exhibition stand – a structure installed within contracted space on the Exhibition site and designed
for exhibits placement and relevant Exhibitor’s work;
Unequipped exhibit space – a space located on the Exhibition site contracted between the Exhibitor
and the Organizer intended for an exhibition stand, exhibits, exhibition and other relevant equipment
installation;
Standard stand – an exhibition space contracted between the Exhibitor and the Organizer equipped
with standard exhibition elements;
AO CROCUS – Joint Stock Venture CROCUS INTERNATIONAL;
Crocus Expo – Krasnogorsk subsidiary Crocus Expo of the Joint Stock Venture CROCUS
INTERNATIONAL’;
Exhibition Centre – Crocus Expo International Exhibition Centre.
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Stand-attendants – only employees and official representatives of the Exhibitor are authorized to
work at the Exhibitor’s stand. All stand-attendants must have Exhibitor badges issued by the
Exhibition Management Office. The Exhibitor badges are individual and shall not be handed over
to another person.
Working at the Exhibition. Compliance with labour and fire safety regulations constitutes an
integral condition of participation in the Exhibition (please study carefully Safety and Fire
Regulations, pages 5-6). Exhibitor’s representatives are fully responsible for compliance with the
regulations stated hereby. Non-compliance with these regulations could result in unilateral
termination of the contract by the Exhibition Organizer. Funds paid by the Exhibitor shall not be
returned. In the course of promotional actions at stands with the use of audio and video
appliances the level of noise should not exceed 75 dB. In case of complains on high level of noise
Exhibition Organizer reserves the right to disconnect the source of noise upon verbal warning.
Advertising materials. Exhibitors are allowed to distribute printed advertising materials or hold
any advertising actions only at their stand area. Exhibitors shall arrange their activities so as not
to block main passes and endanger or infringe the rights of the Exhibitors and visitors.
It is strongly prohibited to place advertising materials of the outside events, organizations,
institutions, firms and companies not participating in the Exhibition within the exhibition
grounds. If the above-mentioned condition is violated, the Exhibition Organizer reserves the
right to apply fine sanctions including stands shut-down. In that case neither compensation
will be paid nor funds paid by the Exhibitor as a participation fee will be returned.
Aisles and stands blocking. Any promotional activity leading to blocking of aisles and impeding
access to stands, shall be suspended for a period of time advised by the Exhibition Management
Office. To ensure safety and comfort of visitors, the Exhibitors shall provide a sufficient space at
their stand area.
Damage to property. Exhibitors shall bear responsibility for any damage caused to floor, walls,
pillars, stand equipment or property of other Exhibitors. Exhibitors shall not use paints, lacquers
or any sticky substances for floor, walls, pillars or stand equipment covering.
Insurance. Exhibition Organizer shall insure with Ingosstrakh Insurance Company, the civil
liability of the Exhibition Organizer as well as the civil liability of the Exhibitor against damage or
harm caused to health and/or property of the third parties, including Exhibition Organizer,
exhibitors and visitors. The Exhibitors shall insure individually against other risks, including
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insurance against loss or damage due to the Exhibition cancellation, loss or damage of the
exhibits or other properties of their stands area.
Exhibits attendance and transportation. Exhibits shall be installed by the Exhibitor. Exposition
set-up must be completed by 10:00 a.m. on April 11, 2016; otherwise the uninstalled exhibits
and equipment could be removed to storehouse at the Exhibitor’s expense. Exhibitors are
responsible for exhibits attendance and cleaning of the stand areas. Exhibition Organizer is
responsible for cleaning of the aisles.
Exhibits shall not be removed or packed before the official close of the Exhibition; otherwise
no removal permit will be given to the Exhibitor by the Exhibition Organizer. Exhibitors are
not allowed to display goods, which might constitute a danger to people, do not correspond with
the Exhibition subject or do not belong to the Exhibitor.
Exhibits loading and unloading. To enter the exhibition-site and to deliver exhibits into the
exhibition hall, the Exhibitor shall write a letter asking a permission to enter. The letter shall be
presented to the Crocus Expo Service Center in triplicate, signed and sealed by the authorized
representative of the Exhibitor’s company, enclosed with the list of exhibits delivered. On the
basis of the letter, verified by the Service Center stamp (ENTRY IS PERMITTED), the Hall Manager
issues one-pass exhibits entry permission and the security guards allow access to the exhibition
hall. All handling operations at the Crocus Expo grounds are to be carried out exclusively by the
Crocus Expo. To remove the exhibits, the Exhibitor shall present one copy of the entry permission
letter verified by the Service Center stamp (REMOVAL IS PERMITTED) to the security guards.
Entry permission to the loading zone is payable in accordance with the article 7,8 of the
Services Guide for services provided by the Crocus Expo.
Exhibition space not occupied by the Exhibitor. The Exhibition Organizer reserves the right to
use the exhibition space leased to but not occupied by the Exhibitor till the end of the exhibition
set-up period.
Extra time for exhibits installation / dismantling. At the Exhibitor’s request and expense the
Exhibition
Organizer
can
prolong
the
exhibition
hall
working
hours
during
installation/dismantling period. If you need extra time, please contact the Exhibition Organizer.
The amount of extra payment is based on your stand space and time of prolongation.
Drink receptions during non-working hours. No drink receptions are allowed in the exhibition
hall after the end of the Exhibition working hours. All exhibitors shall vacate the exhibition hall
within 30 minutes after the end of the Exhibition working hours.
Security. The Exhibition Organizer provides twenty-four-hour security for the duration of the
Exhibition, but is not responsible for the safety of the exhibits. The overnight security during
Exhibition period is provided from 06:00 p.m. till 08:00 a.m. To order individual security for your
stand, please contact the Exhibition Organizer. No security guards of your own are allowed to stay
in the exhibition hall overnight. To order an individual security, please draw up an application in
due time or else order it on-site in the Service Center. The Exhibition Organizer is not responsible
for loss or damage of the exhibits or other material valuables of the Exhibitor, as well as for any
injury or damage caused to health the Exhibitor’s employees, unless occurred through a direct
fault of the Exhibition Organizer. We strongly recommend you to order individual security (Form
#8) at your stand or to arrange for an all-time attendant.
⇒ Exhibition goods delivery and customs clearance. DHL Logistic LLC, ADEFA GmbH,
Expotrans spa and Hansa-Messe-Speed GmbH are official forwarding agents of the
Exhibitions. Please contact their representatives to order shipment, transportation and
customs clearance of the exhibition goods and follow all instructions carefully. To avoid
problems with goods handling, please provide a detailed information with due advance.
- DHL Logistic LLC (representative office at Crocus Expo IEC): tel.: +7 (495) 727-2568, fax: +7
(495) 727-2569, www.dhl.com.
Elena Malyugina, Head of Trade Fairs & Events Russia – tel.: +7 (915) 360-2745, e-mail:
[email protected]; Alexey Ampar, Coordinator Trade Fairs&Events – tel.: +7 (910) 414-8277,
e-mail: [email protected].
- ADEFA GmbH (Crocus Expo IEC, Pavilion 1, office 210): tel.: +7 (495) 223-4028, fax: +7 (495) 2234029.
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Vladimir Bormatov, General Manager – tel.: +7 (985) 763-9362, e-mail: [email protected]; Anton Popov,
Head of logistics department – tel.: +7 (903) 228-9476, e-mail: [email protected].
- Expotrans spa: Via Portuense 1555, Rome – Italy, www.expotrans.it.
Daniele Bergonzoni, sales in Italy – e-mail: [email protected], tel.: +39 051 864466,
cell phone (Russia): +7 (903) 716-3810, cell phone (Italy): +39 335 6158176; Mirella Giardina, sales
in Italy – e-mail: [email protected], DID: +39 06 40041563, tel.: +39 06 65004846.
Expotrans LLC (Russia): tel.: +7 (495) 988-0967, www.expotransmoscow.ru; Olga Serzhantova,
CEO – cell phone: +7 (903) 286-5608, e-mail: [email protected]; Evgeniy Mylnikov,
Head of exhibition freight-forwarding Department – cell phone: +7 (903) 286-5609, e-mail:
[email protected].
- Hansa-Messe-Speed GmbH: Bornberg 94, 42109 Wuppertal, Germany. Tel.: +49 202 27158 21,
fax: +49 202 27158 56, www.hansa-messe-speed.com. Jörg Kessenbrock, General Director – tel.:
+49 202 27158 11, e-mail: [email protected]; Elena Paule, Business
Development manager Russia and CIS – tel.: +49 202 27158 21, cell phone: +49 170 3366016, email: [email protected]; Zbigniew Pluta, Area manager Russia and CIS – tel.: +49
202 27158 16, cell phone: +49 171 3281297, e-mail: [email protected];
Eduard Altergott, Department manager – tel.: +49 202 27158 21, cell phone: +49 170 4404402, email: [email protected]. HMS Expo LLC (Russia): Anna Akimova, General
Director – cell phone: +7 (916) 530-4875, e-mail: [email protected]; Anton
Vazimov, Commercial Director – cell phone: +7 (968) 098-8030, e-mail: [email protected].
⇒ Stand construction. Stands construction for the events organized by the Crocus Expo shall be
carried out by BuildExpo LLC. Construction of non-standard stands shall be carried out on the basis
of special Agreements. Any external agency contracted by the Exhibitor shall sign an Agreement with
BuildExpo not later than 10 working days prior to the Exposition set-up, as well as to follow the
General Terms of Holding an Exhibition, Fire Safety Instruction, Electrical Works Regulations and
other instructions effective at the EC.
For detailed
information
related
to stand
construction
please
visit
website
http://eng.buildexpo.ru.
No part of the stand structure, banners or exhibits shall exceed the boundaries of the space
contracted; otherwise the Exhibitors will be forced to dismantle these parts at their own
expense.
⇒ The Exhibitors shall vacate and restore the indoor and outdoor exhibition space rented at their
own expense not later than the end of the dismantling period. Acceptance/transfer of the indoor
and outdoor exhibition space rented shall be authorized by an Act signed by both parties.
Exhibitors shall refund damages caused to exhibition and storehouse premises, stands, electric
network, water supply and sewage systems and other EC properties.
⇒ Exhibitor’s telecommunication and audio-, video-equipment application rules - Exhibitor’s
telecommunication and audio-, video-equipment (plasma panel, projecting facilities, audio
amplifiers, etc.) application shall be allowed only if approved by the Audio and Video Facilities
department. The inspection of the Exhibitor’s equipment costs 40 Euro.
⇒ Suspended structures.
Exhibitors are allowed to fix light, advertising, audio-, video and other equipment to the frame
structure of the exhibition halls. To suspend the above stated equipment the Exhibitor shall
submit an application, drawn up in conformity with a set form, and equipment disposition layout
to the Maintenance department of a relative pavilion for approval 14 days prior the Exhibition
period. The Layout should specify:
1. Information letter specifying number of composition elements, composition overall weight and
weight of each element including contact data of responsible for design, installation works and
labour safety (Order form #7).
For the order form please visit the exhibitions websites, section Exhibitor: http://eng.hobbyexpo.ru/hobby/exposant, http://eng.artandcraftexpo.ru/acexpo/exposant;
2. Structure layout and drawing;
3. allocation plan with stand allocation indicated;
4. Stand view from above with the structure allocation indicated.
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⇒ Safety and Fire Regulations. All types of engineering services (i.e. electrical works, water
and compressed air connection etc.) are provided only by the IEC Crocus Expo attendants.
During Exhibition set-up period it is allowed to use portable electrical tools connected to
mobile electric boards.
Electric equipment and cables applied for electrical installation works shall meet Russian
safety standards.
A free access to electrical-junction devices shall be kept free.
The display stand shall be constructed within the space contracted by the Exhibitor. Aisles
shall be kept free from equipment, empties and construction waste.
To perform painting the floor surface and hall walls adjacent to the stand shall safely
covered with polyethylene film or any other cover material.
During Exhibition set-up and dismantling periods the Exhibitor (or stand constructing
agency) engage themselves to:
- remove empties, package materials to specially assigned place, construction wastes –
to storage bins;
- restore the floor surface and building structure if damaged;
- comply with load-carrying capacity norms;
When applying for participation in the Exhibition, the Exhibitor should inform the
Exhibition Management Office of exhibits with negative stability or specific manner of
fastening, or if the equipment doesn’t meet load-carrying capacity norms, and obtain a
permit for exhibits installation.
It is strongly prohibited to:
- construct display stands within immediate proximity to stable electric boards, fire cabinet,
telecommunication closets and other engineering facilities;
- change electrical circuit scheme during set-up period without approval, apply undeclared
electrical appliances;
- unauthorized connection to electric power, water and compressed air supply mains,
- turn on the water and compressed air tap, electric distributing electric switchboard;
- relocate, move, break down, dissemble stable and mobile electric switchboards and connect
electric appliances;
- fix stands elements to steel structures and wall panels of the exhibition halls with the use of
hardware and adhesive tape, to floor (asphalt pavement) using hold-down bolts;
- use woodworking and polishing tools not equipped with dust collecting bags;
- use metal-cutting tools without firing work permit;
- use pressure tanks without engineering certification;
- apply paint, dope, glue or other hard-to-remove adhesive substances to floor surface and
asphalt pavement;
- drill holes in building structure, walls, floor surface and asphalt pavement.
Exhibitors and their authorized representatives are responsible for observing fire regulations
during Exhibition period (including set-up, open days and dismantling).
Equipment and materials applied for stands construction and design shall be certified.
Width of aisles in the exhibition halls shall be not less than 3 m, spacing between the
exhibits and equipment – not less than 1 m. Carpets, carpet strips and other coverings shall
be safely fixed to the floor. Temporary storage of combustible wastes and empties in the
exhibition halls are not allowed; disposable containers shall be utilized; returnable
containers shall be stored at warehouse.
Closed-space display stands shall be equipped with automatic fire alarm detectors
connected to Central Alarm Station.
In the Crocus Expo premises it is strongly prohibited to:
- apply flammable stand constructing materials not treated by fire-retarding composition;
- apply household electric extension cord, substandard (home-produced) appliances;
- install projectors and border lights within 0.5 m to flammable constructions and sprinkler
system distributors; wrap electric lamps in paper, textile or other flammable materials;
- apply organic glass, polystyrene and other flammable materials for light diffusers;
- block access to automatic fire alarm system, indoor fire hydrants and fire-extinguishers;
8
- install and use tanks with fuel gases;
- demonstrate exhibits applying open flame;
- cause damage to sprinkler distributors;
- smoke in areas unprovided for smoking (smoking is only allowed in smoking areas);
- carry out hot works (i.e. welding, brazing, metal-cutting etc.) without approval of the Crocus
Expo authorities.
All other issues not regulated by the present Instruction, arising during the Exhibition
installation period (as well as exhibition days and dismantling periods) shall be settled on-site
with the EC authorities.
If the Exhibitor violates the requirements of the present Instruction, the EC administration is
authorized to demand the Exhibitor’s stand to be dismantled.
Useful contacts:
№
Crocus Expo IEC
department
1
Accounting department
2
Advertising department
3
Fire prevention
department
(office 306, Pavilion №2)
4
Engineering manager
5
6
7
Service centre
(Pavilion 3)
Connection to mains
Transport and logistics
manager
Contact person,
responsibility
Irina Voronina, customer
care manager (contracts,
invoices, acts)
Ekaterina Shemanina,
advertising manager
Phone/fax
E-mail
+7 (495) 223-4210
(ext. 4348)
[email protected]
Arseniy Borunov
+7 (495) 727-2639
(ext. 4447)
+7 (495) 228-1207,
mobile:
+7 (915) 246-5984
+7 (495) 727-2637,
mobile:
+7 (910) 400-4598
+7(495)727 2524
(multichannel)
+7 (916) 435-9399
Alexey Goncharov
+7 (495) 727-2587
Alexander Busyguin, chief
officer
Konstantin Povarov,
exhibition engineering
manager
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[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
2. INFORMATION ABOUT CROCUS EXPO IEC PAVILION 3
HALLS OF PAVILION 3
There are eight exhibition halls (four halls on the ground level, four halls on the first level) in
Pavilion 3.
Halls №№ 12,13,14,15 – Lower level, Halls №№ 16,17,18,19 – Upper level.
The halls of the third pavilion are equipped with modern systems of electric power and water
supply (hot water supply may be arranged to stands), air conditioning, filtered compressed air to stands
and fire prevention systems. The halls of the pavilion are divided by soundproof partitions that enable
simultaneous carrying out of several exhibitions. Partitions dimensions are: height 6 m and width 6 m.
There are six universal multimedia terminals located opposite entrances to exhibition halls.
Twenty one elevators of high load capacity (up to 3 200 kg) will deliver exhibits and equipment to
the upper level. Maximum dimensions (cargo elevator) Н = 2,2 м (height), L = 2,7 м (width), Q = 6,1 м
(depth), Р = 3200 kg (carrying capacity), cargo elevator # 6 (elevator loading gates # 55, Hall #17). Q =
7,0 м (depth).
The halls height from floor to ceiling beams is 12,0 m, from floor to floor beams on the lower level
is 9,5 m and on the upper level is 8,5 meters. The halls height under the balconies on the lower and
upper levels is 4,5 m.
Maximum load capacity – 2 500 kg / м2 on the lower level and 1 000 kg / м2 on the upper level.
Point load capacity is calculated according to bearings number and dimensions and total structure
(stand) weight.
Maximum beams load capacity for structure suspensions is 1 600 kg and point load capacity is
calculated according to bearings number and dimensions and total structure (stand) weight.
The delivery of exhibits and equipment to the exhibition hall of the lower level is made via
loading gates. There are two types of loading gates for delivery and removal of exhibits, equipment and
other goods: 9,0 and 4,5 meters high and 6,4 and 4,2 meters wide. Total number of loading gates is 12.
Hall
Hall
Hall
Hall
№12
№13
№14
№15
–
–
–
–
loading
loading
loading
loading
gates
gates
gates
gates
10
№№
№№
№№
№№
47,
58,
65,
71,
48,
59,
66,
72,
49
60
67
73
3. EXHIBITION HALLS LAYOUT
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4. GENERAL INFORMATION
EXHIBITION TIMETABLE
EXHIBITION SET-UP
Thursday, April 14, 2016
08:00 a.m. – 08:00 p.m.
PREPARATION TO THE OPENING
Friday, April 15, 2016
08:00 a.m. – 10:00 a.m.
EXHIBITION HOURS
Friday, April 15, 2016
10:00 a.m. – 06:00 p.m.
Saturday, April 16, 2016
10:00 a.m. – 06:00 p.m.
Sunday, April 17, 2016
10:00 a.m. – 06:00 p.m.
EXHIBITION DISMANTLING
Sunday, April 17, 2016
06:00 p.m. – 08:00 p.m.
Monday, April 18, 2016
08:00 a.m. – 08:00 p.m.
Exhibitors will arrive at equipped standard
stand starting from April 14, 2016 from 08:00
a.m. to 09:30 a.m.
Stands not occupied by 10:00 a.m. April 9, 2016
shall be deemed vacant. Please advise the
Organizer in writing if you cannot occupy your
stand by this time.
REGISTRATION FEE
Registration fee amounting to 140,00 EUR is
binding. The registration fee will cover expenses
related to the registration system operation, official
catalogue entry including description of the
company (up to 50 words), and a copy of the official
show catalogue to the main exhibitor.
SERVICE CENTER
A Service Center operates at the Exhibition. Please
contact the Service Center for all on-site orders,
entry/removal permits and exhibitor badges. Please
do not hesitate to inform the personnel of the
Service Center of any problems you might face.
ACCESS TO THE EXHIBITION SITE
EXHIBITOR BADGES. Exhibitor badges allow
exhibitors access to the exhibition hall. Exhibitors
are entitled to one badge (but not more than 100) for
every 3 m2 contracted. Additional exhibitor badges
may be purchased at the price of 10 Euro.
NOTE! Stand constructors employed by the
Exhibitor shall be provided with passes allowing
access to the exhibition hall. Exhibitors
contracted Space Only sites shall provide their
personnel with passes. The passes are to be
issued by the Service Center according to the list
submitted by the exhibitors well in advance.
COMPLEMENTARY
VISITOR
TICKETS.
Exhibitors will receive 1 complementary visitor
ticket (but not more than 500) for each 2 m2
contracted. Additional invitations may be purchased
at the price of 4 Euro.
ON-SITE ORDERS
Orders for services and equipment placed after April
14, 2016 will be accepted only on condition that all due
time orders are executed and there is equipment
available. On-site orders shall be paid by cash. The
orders shall be executed against the payment. The
prices for additional equipment ordered a month
prior and during the buildup period are subject to
100% surcharge.
Orders for additional services submitted after March
15, 2016 shall be placed at the Service Centre. The
prices for additional equipment ordered after April 14,
2016 are subject to 50% surcharge.
PAYMENT
Invoices shall be settled in rubles (in EURO) following
the payment details specified and are due within 5 (five)
days since the billing date. The payment shall be
effected in accordance with the Contract and
Supplementary Agreements to the Contract. Of any
financial
discrepancies
immediately
advise
the
Exhibition Management Office.
Exhibitors should provide their representatives
with a warrant empowering to execute financial
documents.
SECURITY
The security guards are placed at the main entrance to
the EC and loading gates of the exhibition halls.
Exhibition Organizers shall not bear responsibility
for the safety of the exhibits. During set-up and
dismantling periods the exhibition hall will be open from
08:00 a.m. till 08:00 p.m. During Exhibition days the
exhibition hall will be open from 09:00 till 06:00 p.m.
For the Exhibition days the overnight security will be
provided from 06:00 p.m. till 08:00 a.m. To ensure daily
security of your stand, please order an individual
security guard or don’t leave it unattended. You can
order overnight security guard to ensure overnight
security of your stand. Only Crocus Expo security
guards are authorized to stay in the exhibition hall
overnight.
On-site order for individual security shall be paid
by cash.
STAND CLEANING
To order individual daily cleaning for your stand area,
please fill in an application form (refer to Services Guide
for services provided by the Crocus Expo IEC). Your
stand will be cleaned once a day.
On-site order for individual cleaning shall be paid
by cash.
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5. INFORMATION ABOUT STANDS
5.1. SPACE ONLY SITES
Exhibitors contracting Space Only sites are responsible for the stand construction and
furnishing. The stand design should comply with Exhibition regulations and be approved by
BuildExpo LLC (http://eng.buildexpo.ru). If the exhibition regulations are violated, the stand
construction will be prohibited. Stand constructors and designers employed by the Exhibitor should
abide the norms and regulations set forth in Section Exhibition Regulations and Instructions (page
5). Stand constructors shall conclude an accreditation contract with BuildExpo LLC not later than
10 days prior to the Exhibition installation to carry out stands construction. Please advise the name
and contact details of your stand constructor (see requirements to the stand constructing agencies,
Section “Exhibition Regulations and Instructions”). For additional information please visit website
http://eng.buildexpo.ru.
Construction of double-decker stand shall be subject to 30% surcharge of the rent rate per
each 1 m2 of floor-space of the upper floor of the stand.
The Organizer shall not provide furniture for the Exhibitors contracted Net Space sites.
STAND LAYOUT
Exhibitors contracted Space only sites shall submit their stand layouts indicating:
1) Company name, stand floor space and index number;
2) The floor space of the upper floor of the stand (if constructed);
Note! The height of the double-decker stand shall not exceed
 3,5 m in the hall central part and
 5.5 m by the walls.
3) Layout of the ground floor;
4) Layout of the first floor;
5) Location of power distribution board and water connection points;
6) Total demand of electric power required;
7) Telephone and fax lines entry points;
8) Open side of the stand;
Please refer to Form No. 1 to order utilities and draw stand layout.
UTILITIES
ELECTRIC POWER. Please contact the Exhibition Management Office before March 15, 2016 to
order power supply to your stand. Service orders can be placed only at the Service centre after
March 15, 2016. Unauthorized connection to power supply mains is strictly prohibited. Power
distribution board, plug sockets and wires shall be provided by the Exhibitor or by stand
constructors.
Standard voltage provided – 220 V. Use Form No.1 to order voltage of 380 V. If your equipment
operates on 110 V, you will need a voltage adaptor.
To order other utilities (water, compressed air, Internet, phone) please fill in the Application forms
and use Form No.1, indicating connection points.
Technical and kitchen equipment of the Exhibitor will be connected to drainage system of the
exhibition hall (see Form No. 1). Connection hoses, fittings shall be provided by the Exhibitor or by
the stand constructor.
ADDITIONAL EQUIPMENT AND SERVICES
Additional equipment is provided only for the Exhibition period following your order.
Services are provided in accordance with the Services Guide for services provided by the
Crocus Expo IEC.
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5.2. STANDARD STAND
Standard Stand includes all necessary equipment and furniture (see page 16 of the present Manual). Please
refer to page 16 of the Manual to see the Standard Stand sample sets. The layouts can be drawn by the
Exhibitors individually or else provided upon written request. Standard set of the stand equipment includes
wall elements, plug sockets, illuminants, floor covering and fascia board. To order additional furniture, please
use Form No. 3. Please contact the Service Center, if ordered equipment is not available at your stand.
NOTE! The stand layout and any amendments shall be submitted to the Exhibition Management Office not
later than March 9, 2016. Exhibitors contracted Standard Stand cannot change their order to Space Only
sites after March 9, 2016.
STAND LAYOUT
Stand layout drawn in Form No. 2 shall be submitted to the Exhibition Management Office by March 15,
2016.
The layout shall indicate the location of:
• Furniture, including the contents of the Standard Stand and additional equipment, as well as company’s
logo (if ordered) and fascia panel;
• Lamps, plug sockets;
• Telephone and other communication facilities;
• Open sides of the stand in accordance with Exposition layout.
NOTE! Equipment not indicated on the layout will not be provided.
Lamps (510), plug sockets (504), doors (241), curtains (242), panels (220) will be installed as
indicated in Form No. 2. If not indicated, your stand will be equipped as specified in sample sets. Unless
specially advised, no wall panels will be installed if the stand is located in the corner.
UTILITIES
ELECTRIC POWER: Standard Stand will be connected to power supply mains and includes plug sockets
with up to 1kW capacity each. The number of plug sockets depends on the stand floor space. Use Form 3 to
order additional sockets. Please mark with E the locations of the sockets at your stand; mark E24 to order
power supply for 24-hour operating exhibits. If you order refrigerator, the power supply will be provided
automatically (the cost of power supply is included in the cost of refrigerator).
Standard voltage provided – 220 V. To order other utilities (water, compressed air) use Form No.3,
indicating connection points.
ADDITIONAL EQUIPMENT AND SERVICES
Additional equipment is provided only for the Exhibition period following your order (see Form No. 3).
Services are provided in accordance with the Services Guide for services provided by the Crocus Expo IEC.
COMPANY NAME
Company name written in Russian or Latin (maximum 9 characters) and stand index number will be
placed free-of-charge on a fascia board of an open side of the stand. Company name written in Russian and
Latin is subject to an extra charge. Use Form No. 3 to order optional fascia names.
COMPANY’S LOGO: To order company’s logo to be placed on the fascia board, please send the image
(preferably *CDR file, Corel Draw 12, in vector format, A4) to the Crocus Expo Sales Department. No logo will
be placed unless the image is provided. The cost of the logo producing – from 60 Euro (see Form No. 3).
NOTE! At a standard stand it is strongly prohibited to:
1. Fix stands elements to steel structures and wall panels of the exhibition halls with the use of hardware
and adhesive tape.
2. Use adhesive tape when decorating wall panels; fix stands elements with stapler; drill holes in building
structure; place and install within the limits of the stand any exhibit goods or equipment outside the
Exhibition application.
If the Exhibitor violates the requirements of the present Instruction, the EC administration is authorized to
demand the refund for damaged equipment.
3. During set-up and Exhibition period stands constructed and decorated by Build-Expo City are not
subject to any amendments and dismantling in full or partially by the Exhibitor. The Exhibitor has no right to
execute any changes of structures or electric installations. If the Exhibitor violates the present condition
penalty is due amounting to 100% of dismantled equipment (structure).
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6. STANDARD STAND EQUIPMENT
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7. ADVERTISING IN THE OFFICIAL SHOW CATALOGUE
Refer to Form #6
№
Rate, EUR
(VAT incl.)
Description
Advertising in the show catalogue
1.
2.
3.
1 page
colour
1/2 page
colour
nd
th
2 , 4 cover page
colour
3rd cover page
colour
st
1 catalogue page
colour
Company logo
Extra information about the company (exceeding 50 words)
– per a word
200,00
125 000
400,00
300,00
300,00
30,00
1,00
Technical requirements to files submitted electronically:
Сolour system
All colours should be presented in CMYK colour
mode.
Colours
Total summary colours should not exceed 320%.
Bleed
Half page: Bleeds must extend at least 5mm
beyond the trim on all sides that bleed.
Full page: Bleeds must extend at least 5mm
beyond the trim on all sides that bleed.
Vector format
Accepted images in EPS format created in Adobe
Illustrator and FreeHand. All fonts should be
converted to curves.
Files in Corel Draw should be exported to TIFF (in
300 dpi) or to Adobe Illustrator. Files in CDR
format are not accepted.
Bleed size
bleed size: 220x307 mm, advertisement size 210x297 mm, trim size - 200x287.
Page proof (Quark Express)
The file should be collected via Collect and contain
raster images in scale 1:1 with resolution 225-300
dpi, CMYK colour mode, all fonts should be
converted to curves.
Raster format
Presented format: TIFF, in scale 1:1 to the ready
size, minimum resolution 225-300 dpi. All fonts
should be converted to curves.
Text placement
Necessary technological margin of 5 mm over the
edge from each side is accounted
Deadline for the model – March 15, 2016
Order form 6 may be downloaded from the exhibitions websites (Exhibitor section):
http://eng.hobby-expo.ru/hobby/exposant
http://eng.artandcraftexpo.ru/acexpo/exposant
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8. PROCEDURE OF ENTERING CROCUS EXPO IEC
1. Exhibitors fill a goods/property delivery/export application in three copies (Form 5) on
a letterhead blank with original stamps with full list of exhibit goods/property. If
you deliver goods several days a delivery application should be duly arranged each
day.
2. At the territory of Crocus Expo IEC the driver follows security instructions to park the
vehicle on a temporary parking lot.
Entry and exit through Crocus City archway are strictly prohibited!
3. The representative or a driver goes to the Exhibition Management office with a duly
arranged Delivery/Export Application (3 copies). After the Application is authorized by
the Exhibition Management the person proceeds to the Service Centre where the
Application is Delivery Permitted stamped, registered and numbered. One copy is
left at the Service Centre, the second is left with the security guard at loading gates,
and the third is kept till your departure after the show for the removal authorization.
4. Then a representative of the exhibitor goes to the transportation department at Service
Centre to purchase a vehicle pass at tariffs established for the upload zone
admittance.
5. The vehicle with the completed pass proceeds further to a required loading gate for
uploading.
For cars, trucks and buses routing please visit exhibitions websites:
http://eng.hobby-expo.ru/hobby/exposant
http://eng.artandcraftexpo.ru/acexpo/exposant
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