EXHIBITOR’S MANUAL:

EXHIBITOR’S MANUAL:
We would like to welcome you to this exhibition and express our desire to help make your
participation successful and "hassle free". This exhibitor’s manual is divided into 7 easy
sections to follow. Please read each section carefully (it will not take much time), taking into
consideration the fact that information in this manual is compact and consists of forms and
tables for filling. Please also take special notice of the deadlines dates below. Strict
adherence to these deadlines will ensure your smooth participation and will save your
additional costs. The obligatory and very important forms are marked in red.
DEADLINE
1. General information, exhibition place and open times
2. Stand Equipment, Layout & Furniture
2.1 Stand & Equipment Layout Order Form
2.2 Furniture & Additional Services Order Form
July 01, 2014
3. Company Identification Sign Order Form
June 01, 2014
4. Visa Information
5.1 Requests for Visa Invitation Letter
with application
5. Official Catalogue Listing & Advertising
6.1 Catalogue Information Order Form
June 01, 2014
6. Exhibitor Staff Badges
June 01, 2014
7. Exhibitor Welcome Reception Party - Order Form
June 01, 2014
8. Cargo
July 15.2014
We realize that when participating at any exhibition, companies are likely to have specific
and unique requirements that may not be covered in this Exhibition Manual. If you require
any special services which are not included in this manual, please contact our office.
Show management will be "on-site" during installation, opening days of the exhibition, and
during dismantling. Before and during this time we can be contacted in USA or Karachi at:
Contact person:
Mr. Naveed.A
0346-8227795
[email protected]
Tel.: +9221-36067134 / 34234121
Ms. Ana Fatima
0324-2162527
[email protected]
1. General information, exhibition place and open times
A) LOCATION OF EXHIBITION
The exhibition will be held at the main hall of
Prince George's Sports & Learning Complex
8001 Sheriff Road
Landover, Maryland 20785
301-583-2400 Fax: 301-583-2444
301-583-2483 (TTY)
B) EXHIBITION DATES AND TIMES
INSTALLATION SCHEDULE:
Monday
08 Sept 2014
10:00 - 18:00
OPEN SHOW HOURS:
Tuesday,
09 Sept, 2014
Wednesday 10 Sept, 2014
Thursday
11 Sept, 2014
Friday
12 Sept, 2014
11 AM-10 PM
11 AM-10 PM
11 AM-10 PM
11 AM-11 PM
DISMANTLING SCHEDULE
Saturday
13 Sept, 2014
12 Noon
OPENING CEREMONY AND WALK THROUGH
Monday 09 Sept, 2014
10:00 AM
C) EXHIBITION BADGES
The cost of participation includes individual exhibition badges that are included with this Exhibition Kit.
Companies will receive 2 exhibition pass per 10x12 ft of exhibition space rented. You will receive your
exhibition badges at the exhibition at the organizer’s stand. Please order your exhibition badges in form
Staff Badges on the page 10.
D) CAR PARKING
The hall has free car parking in close proximity to the building. If companies need pass for car parking
receive from the organizer’s stand. In case you need additional parking passes please order them in
Furniture & Additional Services Order Form (service code 951). During the installation and dismantling
time of the exhibition, entry to the car parking and to the cargo gates will be free.
E) SECURITY
As in most trade fairs, pilferage is always a problem. This problem is most severe on the last day of
installation especially during the last few closing hours before and after the official closing (often exhibitors
leave their stand to make transportation and other arrangements). Please take special care during these
times, always lock away your exhibits, and never leave your personal valuables in the booth. Show
management is not responsible for any losses or damages of your exhibit.
F) EXHIBITOR RESTAURANT
Cafe for exhibitors and visitors will be right on the exhibition site. Also, In Expo has a number of different
priced restaurants.
G) EXHIBITOR RECEPTION
This year we are planning to hold the exhibitor reception at a site to be announced. It is planned to start at
7.00 pm and finish at midnight. This reception will include buffet dinner and cocktails. As we will provide
both food and drinks, it is critically important that we know in advance the number of guests who will be
attending. We will provide two free tickets per stand for the event. Additional paid tickets are available at a
cost of US$ 100.00 each. To receive additional tickets you must place your order for tickets using Exhibitor
Welcome Reception Party - Order Form on page 11.
H) PAYMENT POLICY
Payments for all services ordered in advance of the exhibition should be paid in advance with application /
registration to pate either by company check, bank draft, or by international wire transfer to pate account:
Payments for services on site are to be paid in cash in US Dollars unless prior arrangements have been
made and agreed to in writing, prior to the exhibition.
2. Stand Equipment, Layout & Furniture
To ensure that your stand is equipped, designed and constructed exactly as you require, it is essential that
you give us precise instructions no later than July 01, 2014.
Please be aware that:
1. Changes or revisions may not be accepted on any orders after June 01, 2014.
2. Additional advance orders may not be accepted after June 01, 2014.
3. Payment must be made with order. Orders not paid risk cancellation.
4. On-site orders may cost an additional percentage over standard cost and will only be started after all
advance ordered jobs are finished. Also, materials for on-site orders may not be available.
5. Water pipes and electrical cables may be inside your stand or near its entrance.
PAVILION LAYOUT AND UTILITY INFORMATION
The exhibition hall is professional site with excellent conditions. However, there are only a limited number
of power, water, and air connections and consequently, water, power and air cables may be routed
through your stand.
EXHIBITION SPACE
Exhibition space does not include any services for water. These services must be ordered on
the furniture and equipment order form no later than June 01, 2014.
All water hoses drain hoses, electrical cables, distribution boxes, and other supplies which connect your
equipment to the pavilion point of supply must be provided. Show management is under no obligation to
supply any connection or other materials. Labor to make connections will be made available at an additional
charge.
STANDARD SHELL SCHEME
If you ordered a standard shell scheme booth package, your stand will be equipped with the following
furniture per 10 x12 ft (3x3 m ) of space ordered:
* Stand units with hard wall panels framed in aluminum, optional office,
* Full grey carpeting throughout stand and office,
* One small table with two chairs,
* Two adjustable spotlights,
Also each participant will receive a 220V, 50 Hz. electrical outlets, one ashtray, one waste paper basket and
a company identification sign (up to 10 letters).
We require this form no later than June 01, 2014. If we do not receive your specific requirements prior to
this date, your stand will be configured as shown in the enclosed drawings or as determined by show
management. If you require additional furniture items (showcases, shelves, etc.) and have not made prior
arrangements. Additional furniture or equipment ordered on site will only be available after all
advance orders are filled.
3. Company Identification Sign Order Form
COMPANY NAME:
STAND NUMBER:
All exhibitors contacting for stand building through PATE, Inc. will be provided with their company name
(up to 10 letters) written in English on the stand fascia. , however, All business dealings are done in
English.
Blue & Green.
All company signs are printed in
If the color is not specified it will be black.
Please complete the area below, in English, exactly as it should appear on your stand fascia: (free
symbols)
(extra payable symbols)
Name:
Color:
If you would like to have your company logo reproduced on your company fascia the cost is US 50 $.
We must receive a copy of the "camera ready art work" no later than Four (9) weeks before the opening of
the exhibition. However, remember that it is usually cheaper and better to bring your own logo. These can
be placed on the fascia next to your name.
If additional fascia signs are ordered from PATE, the cost is $ 5 per 1 letter.
ITEM
QUANTITY OF LETTERS
COST
Additional fascia signs
$5
Logo on fascia sign
$50
TOTAL COST
TOTAL COST
Director of the firm (organization)
(Date)
(Approved by)
Please send by mail or fax this information no later Six (9) weeks before the opening of the exhibition. Orders after this date will not be accepted.
4. Visa Information
In order to enter USA, all Pakistani citizens must have a valid USA visa. To receive this visa, you must
send us the following:
- Form 5.1 “Request for Visa Invitation Letter”
- A letter from your company that specifies your position in the company and the reason for your
travel to USA
- A photocopy of the identification page (page with photo) of your passport.
Consequently, please complete the form on the following page and fax it to us with:
Enclosures (For Our Record):(a) Participation fee in favor of PATE.
(b) Company brochure / Product Catalog / Company Profile.
(c) Export Performance for last three years duly verified by bank for regular exporters.
(d) Bank statements for the last three years in case of new comers/SMEs/Women Entrepreneur.
(e) Copy of Membership Certificate of Recognized Trade body/Chamber.
(f) Photocopies of Passport(s) of the person(s) representing the company.
(g) Copy of NTN certificate.(Note: – We will provide you sponsorship letter after collecting these documents. You may
also need these documents along with sponsor letter and visa recommendation letter from your chamber for VISA
Application in USA Embassy Islamabad.)
4.1 Request For Visa Invitation Letters
Company:
Fax #:
To enter USA, Pakistani citizens must have a valid USA visa. This visa must be obtained from the USA embassy or consulate
located in your country where it must be stamped into your passport. However, before you can apply for this visa, you must first
receive a registered, official letter of invitation from PATE.. To receive your letter of invitation from the official USA entity,
please complete the area below.
(Please copy this form for as many visa invitation letters that you require.)
1. LAST NAME: (Write clearly in capital letters)
First and middle names:
Sex (M or F)
Citizenship:
Name of Hotel
In USA:
Date of birth:
Place of Birth:
Passport number:
Date of passport issue:
Date of passport expiry:
Issued By:
Marital Status:
Previous Visits to
USA:
Spouse’s surname:
Occupation:
Company:
Title:
Company Address
and Phone:
Accompanied
Persons:
Home Address and Phone:
Date of planned entry:
Date of planned exit
Name of city where you will
apply for your visa:
5. Official Catalogue Listing & Advertising
An official exhibition catalogue will be produced by PATE., which will list all exhibition participants. Each
participant will be provided with a listing free of charge. This listing will consist of: company name, full
mailing address, telephone, fax and telex numbers, and up to fifty (50) words of product description.
The listing will be printed in English and the local business language with both texts supplied by the
exhibitor.
In addition to this free service, exhibitors can order additional information to be printed in the catalogue.
The cost of these services are as follows. Additional office locations ($50.00), additional product description
words ($5.00/word) and company logo ($100).
Also, color and black & white display advertising is available. With respect to display advertising, the
costs are shown on the “Catalogue Information and Order Form”. It is assumed that the publisher receives
camera ready art work and does not include any charges for design, layout, specifying or color separations.
All printing material will be kept by the publisher for two months, unless the advertiser requests it to be
returned.
In case of any omissions or errors on the part of the publisher, its representatives, or agents, including but
not limited to partial or complete illegibility of the print, incorrect insertion, wrong pavilion or stand
numbers; the participants claim for damages shall be restricted to the amount paid to the publisher for the
actual service containing errors or omissions. Reprints may not be demanded. Errors for one service (eg:
translation) do not constitute a reason for non-payment for other services.
The publishers makes no guarantee to forward copy proofs to individual participants, nor to amend
the catalogue if any corrections are sent less than six (6) weeks before the opening of the exhibition.
5.1 Catalogue Information Order Form
COMPANY NAME:
ADDRESS:
TELEPHONE:
FAX:
E-MAIL:
WEB:
Free Description (50 words in English - Please type)
Additional Product Description Words:
Words @ $5.00/Word
$
Company Logo:
Logos @ $100.00/Logo
$
Additional Office Locations:
Locations @ $50.00/Location
$
Advertisement @ $100 .00 / Ad
$
2nd Cover (inside front)
(4 color)
4th Cover (back cover)
(4 color)
Advertisement @ $125.00 / Ad
$
3rd Cover (inside back)
(4 color)
Advertisement @ $150 .00 / Ad
$
One Page Advertisement
(4 color)
Advertisements @ $250.00 / Ad
$
One Page Advertisement
(B&W)
Advertisements @ $75 .00 / Ad $
TOTAL COST
(Date)
$
(Approved by)
$
6. Exhibitor Staff Badges
Badges are for identification purposes and are required for entry into the pavilion during installation, and
dismantling hours. If you would like to receive these badges with your name and company printed, then
please complete the application below and send it to our office.
COMPANY NAME:
CONTACT:
ADDRESS:
COUNTRY:
TEL:
Exhibit Personnel: First and Last Names
1.
2.
3.
4.
5.
6.
7.
Additional Badges required over the 2 free badges per 10 x12 ft
(Date)
rented
@ $10.00/Badge = $
(Approved by)
Please email this information no later than Six (9) weeks before the opening of the exhibition.
7. Exhibitor Welcome Reception Party - Order Form
COMPANY NAME:
STAND NUMBER:
We are planning to hold the exhibitor reception during the event, in a location yet to be decided.
This reception will include a buffet dinner and cocktails. It will start at 7.00 pm and finish at midnight. As we will
provide both food and drinks, it is important that we know in advance the number of guests who will be attending.
We will provide two free tickets per stand.
The tickets will be distributed at the exhibition. Additional tickets are available at a cost of USD.100.00 each.
Tickets can be ordered in advance by completing the section below or purchased on site in cash in US dollars.
Free tickets:
2 tickets
Paid tickets:
(Date)
tickets x $100/ticket = $
(Approved by)