Elite Expo Sdn Bhd

Menu

GENERAL RULES - BOOTH & EXHIBIT REGULATIONS

1. Delivery and Removal of Exhibits & Operations of Exhibition Booth

 
  1. Delivery of Exhibits
    2. Exhibits should only be delivered to the exhibition hall when the booth is ready to receive them. The exhibitors must arrange for an authorized representative to be present at his booth to receive the exhibits as the organizer are not able to accept delivery on his behalf nor can they be held responsible for the safety of such items.   Heavy or large exhibits must arrive the exhibition hall on the build-up day. Heavy or large exhibits arrive late may not be permitted into the exhibition hall. Exhibitors are advised to follow the In Hall O perations Schedule for site operations on page 3. Delivery of exhibits and other exhibition stock will not be permitted during the exhibition opening hours. Delivery of stock replenishment may only be carried out one hour before the exhibition opening hours.  
  2. Removal of Exhibits
    3. Exhibitors must pack and remove all the valuable exhibits from the Exhibition Hall after the closing of the show daily. Valuable exhibits could be placed in the Temporary Storage arrange by the Organizer.   While the organizer will maintain security surveillance at all times, Exhibitors are reminded that goods will be most at risk at this time. In order to reduce the possibility of theft, it is strongly recommended that exhibitors must execute the packing of exhibits.   No exhibits can be taken into the booth once the exhibition has been officially opened, nor removed from the booth before the closing.  
  3. Operations of Exhibition Booth (Exhibitor‘s Responsibility)
  • All booths must be fully staffed and must be displayed an d furnished with exhibits & display throughout the opening hours of the exhibition.
  • Exhibitors cannot transfer their booths to third party in whatever means. Only exhibitors’ & their employees can work within the booth.
  • No commercial activities such as displaying & selling exhibits, distributing product catalogues, promotional pamphlets, souvenirs and so on are allowed outside the booth area. Exhibitors are not allowed to occupy any area outside their booths.
  • If the exhibitors leave booth vacant after the move-in and booth decoration period, the Organizers shall have the right to use such space, as it deems appropriate. The exhibitors shall have no claim for refund of participation fee as if the exhibitors had cancelled the participation as of such date.
  • Before the end of the Fair, all booths must be open to business and no booth dismantling or move -out activities are allowed.
  • No order-disrupting activities are allowed inside any booths within the venue. Exhibitors may not undertake or caus e to be undertaken any activities which in the opinion of the Organizers are likely to cause any annoyance to visitors or other exhibitors.
  • The Organizers reserve the right to stop exhibitors from displaying, selling or distributing exhibits and promotion materials, which are considered to be improper.
  • The Organizers reserve the full right to stop and penalize any improper behavior, and to give interpretation over these exhibition rules and regulations.
  • If exhibitors breach the above regulations, once the right to exhibit has been cancelled, no participation fee will be refunded.

2. Stand Building Regulations

The following regulations must be observed when planning your stand presentation: –
  1. Shell Scheme Stand
    • The standard height for Shell Scheme booths, 2.44m (8ft). Any design with structure may not exceed this height.
    • The walls have white laminate finish. No nailing, drilling or painting to these walls is allowed.
    • Screwing, drilling or nailing on any of the aluminum frames and existing panels of the Shell Scheme booth is not allowed, in default hereof the Exhibitor or Contractor shall be liable for the total loss resulting therefore.
    • No part of any structure of exhibits may extend beyond the boundaries of the site allocated. Aisle ways indicate on the plan must be kept clear of all exhibition goods or decoration material in order to facilitate traffic.
    • No painting or sawing may be done to the Exhibition Hall fittings. The Exhibitors or Contractors will be held responsible for any damage caused to the Exhibition Hall fittings by their staff or contractor.
     
  2. Raw Space or Special Design Booth
    • The minimum area for a Raw Space booth is 18 sqm. Exhibitors with the Raw Space / Special Design booths must submit booth drawings to the al Contractor for approval. Exhibitors are advised to use the services of appointed Official Contractor to undertake the job as this will facilitate convenient installation. If exhibitors prefer to use other Contractor of their choice, are subject to the following rules and regulations.
    • For Exhibitor who appoint their own contractor, agents or designer, Exhibitors have to submit name, address and contact details of their appointed Contractor, as well as 2 sets of booth layout plan and design, a set of artist impression and electrical single line drawing to the cial Contractor before DEADLIN E for approval. All booth designs and construction must comply with guidelines, rules and regulations laid down by the relevant government authorities. A copy of the drawing will be returned, authorizing the commencement of construction if the design is approved. Failure to obtain written approval can result in costly alteration on-site, if the design / installations contravene and safety, booth height and boundaryor any space contract rules and regulations.
    • Contractor reserve the right to stop any Exhibitor and / or their contractor from working within the exhibition hall before their stand design/ drawing is approved.
    • The overall height should not exceed 6 meters from floor level and must comply with the local authorities’ rules and regulations. Please contact cial Contractor for more information.
    • The use of materials for the construction of exhibition booth / stand must conform to the regulations stipulated by the Fire Safety requirements.
    • Before permission is granted for a Contractor to work in the Exhibition Hall, the Contractor is required to place a refundable Performance Bond:
      • Minimum of RM5,000 and maximum of RM20,000 (RM 200 per sqm) with Official Contractor and sign and acknowledge a written Undertaking to guarantee conduct, proper schedule of production and observance of the Exhibition and Hall Regulations.
      • Upon receipt of the Performance Bond and the Undertaking, the Contractor will then be allowed to bring in their materials onto the sites to commence work.
      • The contractor will also have to bear any charges levied by the venue owner for damages caused to their property, flooring, or for debris not cleared away.
      • Provided the booth is completed on time, and no damages are caused, the Bond will be returned to the contractor in full after the exhibition. If a contractor does not complete their booth in the given time frame, hourly charges will be deducted from the Performance Bond.
    • An administrative fee of RM36.00 per square meter will be made payable to the official Contractor for the processing of communications, management function including preparation of worker pass and securing approval from relevant authorities.
    • The company name and stand number of the Exhibitor must be prominently displayed. If the requirement is not observed, the Organizer reserves the right to affix stand numbers as they deem fit and will charge all cost incurred to Exhibitor.
    • No suspension may be made from the ceiling if the exhibition hall nor may any fixings be made to the structure of the building.
    • No worker pass will be issued to the outside contractor without complying with the above rules and conditions. Pass will only be issued with full details and information of the worker e.g. Identity Card number and address. Foreign workers with valid work permits are allowed a Worker Pass. Worker pass will be controlled by official Contractor. On site, additional worker pass will be charged at RM20.00 each.
    • Proper scaffolding must be used during the construction of any building within the exhibition halls. All safety features of the scaffolding must be adhered to as per applicable regulations and any tower scaffold in use must be properly stabilized and propped.
    • Materials used for stand construction or display purposes must be of non-combustible material; of inherently nonflammable materials or flame-proofed fabric (documented evidence of such must be provided). Where stands have a “ceiling” or “canopy” the material used must be flame-proof (documented proof of such must be provided).
    • The Kuala Lumpur Convention Centre requires that stands and constructions are open for visual inspection at all times. No stands or constructions are to be enclosed by any fabric or material at any time without clearly marked, illuminated safety exits with the “running man” sign which must be approved by the Kuala Lumpur Convention Centre Safety office.

3. Electrical Contractor and Installation

Electricity will be supplied by Organizer only. Newfair (Malaysia) Sdn Bhd has been appointed as official Electrical Contractor to carry out all electrical work (wiring, connection, lighting and etc.) on all booths at the exhibition. For safety reasons, no other electrical contractor will be permitted to carry out electrical work on-site.
  • Electrical power supply is Single-phase: 230V / 50Hz µ± 5%. Three-phase: 415V / 50Hz µ± 5%.
  • Lighting Connection:
    • All lighting connection work must be done by official Electrical Contractor. Without any exception, exhibitors including those who provide their own lighting fixtures will be charged the lighting connection.
    • Lighting connections are charged according to the number of tubes and bulbs lighted on the stand. Light boxes are charged according to the number of tubes in each light box, using the lighting hook -up or connection rate, whichever is applicable. Exhibitors are encouraged to use tubes of higher voltage (maximum 100 watts) wherever possible.
  • Exhibitors who provide their own lighting fixture containing wiring installation must comply with the following procedures: –
  1. Submit detailed drawings of such installation to official Electrical Contractor for approval.
  2. Show proof that such installation is carried out by a registered wiring contractor with relevant Class of Certificate of Registration issued by th e Energy Commission of Malaysia or its equivalent.
  3. Use materials approved by the Energy Commission of Malaysia or its equivalent.
  • Exhibitors where lighting fixtures are found to have been the cause of trips / overload in power supply will be responsible for all re-energisation.
  • Exhibitors are encouraged to use UPS to prevent any immediate interruption of power supply in the event of tripping and stabilizers for sensitive equipment.
  • Each individual power point or isolator is to be restricted for the use for only (one) piece of equipment and it cannot be used for lighting purpose.
  • The use of double adaptors is prohibited; contractors are required to use power boards.
  • Plans and location of electrical points have to be submitted 4 weeks before the show opening to the official Electrical Contractor. Official Electrical Contractor reserves the right to request Exhibitors to change any wiring installation, connection etc. contained in lighting fixtures for safety reasons.
  • Cables must be routed away from pedestrian traffic and taped down to minimize a trip hazard.
  • Electrical equipment intended to be connected to main supply must be tested and tagged. To book testing and tagging prior to the show, contact official Electrical Contractor for details.
  • Kuala Lumpur Convention Centre electrical contractors may check electrical equipment on site for compliance at any time. Exhibitors will be required to disconnect electrical equipment found to be unsafe or that is not tested or tagged Electrical equipment includes light fittings, computers, projectors, office equipment and any electrical appliance etc. All personnel working at the stand must be informed of the requirements for electrical equipment

4. Fire Regulations

All stand fitting must comply with the local regulations and normal international fire safety standards.

5. Dilapidation

Exhibitors are responsible for the cost of making goods or replacing any damages or dilapidation Exhibition Hall, whether caused by themselves, their agents, and contractors or by any person or persons employed or engaged on their behalf by such agents or contractors.

6. Force Majeure

In the event The Exhibition is postponed, shortened, cancelled or extended due to any cause whatsoever outside/beyond the control of Organizer, the Organizer shall not be held responsible for any losses incurred by the Exhibitors, directly or indirectly, attributable to the elements of nature, force majeure or orders and directive imposed by any government authority. Under such circumstances, the money paid by the Exhibitors, or any part thereof, is refundable at the sole discretion of the Organizer.

7. Others

  • Standing on chairs, tables and other rental furniture is prohibited. Purpose designed equipment such as ladders and steps must be used. Kuala Lumpur Convention Centre and the Organizer cannot be held responsible for injuries, falls or damage caused by the improper use of equipment.
  • All workers and personnel in the halls during Move-in and Move-out must be aware of and listen for forklift vehicles moving about the halls. All workers and personnel in the halls during Move-in and Move-out must be aware of overhead work.
  • The loading dock doors must be kept clear at all times.
  • Clear aisles must be maintained at all times, keeping product on stands and removing packaging and vehicles as soon as is practicable.
  • NO CHILDREN under age of 18 years old are allowed in the hall during Move-in and Move-out.
  • SMOKING is not permitted in the building at any time, smoking is only allowed at “Smoking Sections”
  • NO ALCOHOL is to be consumed in the halls during move-in and move-out periods or by those working in the area.
  • Exhibitors must have at least one authorized representative and have sufficient staff staying in the booth during the Fair for business.
  • Exhibitor cannot perform any actions, which will damage the image or reputation of the Fair.
  • Unauthorized photo/video shooting and sound recording in the venue is not allowed.
  • The Organizers reserve the right to change the plan, site character or venue of the Fair and shall not be liable for any compensation to the exhibitor.