Exhibitors’ Manual - APAIE 2018 Exhibitor... · Exhibitors and their stand contractors must comply with all rules and regulations ... Please refer to the Contact List on Page 5

(Information is correct as of 10 August 2017) Page | 1

Exhibitors’ Manual

Lead Host

Co-hosts

http://www.ntu.edu.sg/Pages/home.aspx

https://www.smu.edu.sg/

mailto:https://www.sutd.edu.sg/


Welcome to APAIE Singapore 2018!

On behalf of the Organizing Committee, we would like to thank you for your valuable support and

participation at the Asia-Pacific Association for International Education (APAIE) Conference and Exhibition

2018.

This manual provides important details on the exhibition venue, exhibition schedule, exhibition booth

packages, rules and regulations, contact details of the official contractor and freight forwarder, exhibitor

move-in and move-out schedule, forms and deadlines, and other related information to guide you in your

preparation for the 2018 APAIE Conference and Exhibition.

Should you have any queries relating to exhibition matters which are not detailed in this manual, please

email [email protected].

We look forward to meeting you in Singapore and wish you a successful exhibition ahead!

Organising Committee

APAIE 2018 Conference and Exhibition

All information contained in this manual is correct at the time of print, with all reasonable efforts made to ensure their accuracy. The Organiser will

not be liable for any inadvertent misprints, omissions or errors. Exhibitors and their stand contractors must comply with all rules and regulations

stated in this Manual. Please refer to the Contact List on Page 5 if you have queries.

mailto:[email protected]


Contents

1. Exhibition Schedule Page 4

2. Contact List Page 5

3. Booth Information Page 6

4. General Information Page 7 - 11 a. Exhibition Venue and Direction Page 7 b. Exhibition Booking Page 8 c. Allocation of Exhibition Space Page 8 d. Exhibitor Check-In Page 8 e. Exhibitor Move-In Page 8 f. Exhibitor Move-Out Page 9 g. Badges and Passes Page 9

i. Contractor badges Page 9 ii. Exhibitor badges Page 9

h. Customs Requirements Page 9 i. Goods and Services Tax (GST) Page 9

i. Brochures and Souvenirs Page 10 ii. Hand-Carried Goods Page 10

iii. Controlled and Prohibited Goods Page 10 j. Smoking Page 10 k. Car Park Facility (Exhibitors & Visitors) Page 11

5. Exhibition Rules and Regulations Page 11 - 17 a. Admission Page 11 b. Use of Exhibition Space Page 11 c. Ministry of Manpower Requirement Page 12 d. Security Procedures Page 12 e. Official Contractors Page 13 f. Stand Catering Page 13 g. Stand Cleaning Page 14 h. Stand Numbering Page 14 i. Promotions during the show Page 14 j. Product Demonstrations & Presentations Page 14 k. Floor Loading Capacity Page 15 l. Damage to Stand Structures and Exhibition Premises Page 15 m. Fire Exits & Regulations Page 15 n. Fixtures/Paints Page 15 o. Electrical Installation, Power Supply and Lighting Page 16 p. Structural Walls and Height Restrictions Page 16 q. Hanging items from Ceiling Page 16 r. Working Exhibits Page 17 s. Dangerous Materials Page 17 t. Open Frontages Page 17 u. Storage Page 17 v. Security Page 18 w. Regulatory Authorities Page 18

6. Forms and Deadlines Page 19 - 42


1. EXHIBITION SCHEDULE

BUILD-UP

Sunday, 25 March 2018 10:00 hrs – 23:00 hrs For booth contractors

Sunday, 25 March 2018 16:00 hrs – 23:00 hrs For exhibitors’ move in and registration

Note:

All exhibit set up should be completed by 23:00 hrs on Sunday, 25 March 2018

SHOW DAYS

Date Exhibitor Access Delegate Access

Monday, 26 Mar 2018 08:00 hrs – 18:00 hrs 08:30 hrs – 17:30 hrs

Tuesday, 27 Mar 2018 08:00 hrs – 18:00 hrs 08:30 hrs – 17:30 hrs

Wednesday, 28 Mar 2018 08:00 hrs – 18:00 hrs 08:30 hrs – 14:00 hrs

TEAR DOWN

Wednesday, 28 Mar 2018 14:00 hrs – 18:00 hrs Removal of Exhibits & Dismantling of Stands

Important Note:

Exhibitors are advised that electrical supply to stands will not be available until 15:00 hrs, Sunday, 25 March 2018 (Subject to satisfactory testing being completed by the Hall’s Electrical Engineer).

Only general cleaning is provided in-hall. This includes cleaning of carpet and emptying of wastepaper baskets. Please note that cleaning of exhibits is the responsibility of the exhibitor. The removal/disposal of all construction debris and waste materials during the Exhibition are also the responsibility of the exhibitor and their appointed contractors.

Packing of exhibits and removal of portable items/personal effects and dismantling of stands may only commence after the Exhibition closes on Wed, 28 March 2018 at 14:00 hrs. All stands materials & exhibits must be removed by 18:00 hrs on the same day.

No exhibits or stand fittings are to be removed or dismantled before 14:00 hrs on tear down date.

All exhibits must be cleared from the stand by 18:00 hrs on tear down date.

All exhibitors including their staff, representatives, agents and contractors must be made aware of the Exhibition’s Schedule, particularly the short build-up and tear-down periods and must ensure that all activities are planned and carried out within these timings. Any such extension of timings may not be possible and moreover will be very costly.

ADDRESS FOR ALL ON-SITE DELIVERIES Note: Deliveries must NOT be made before 10:00 hrs, 25 March 2018

Please include the following details for on-site deliveries :

Contact Name Company Name & Stand Number

APAIE 2018 Conference & ExhibitionSands Expo & Convention Centre, Marina Bay Sands Singapore Level 4, Roselle-Simpor Ballroom 1 Bayfront Avenue Singapore 018791


2. CONTACT LIST

ORGANISER PROFESSIONAL CONFERENCE ORGANISER (PCO)

Asia-Pacific Association for International Education

Louise Kinnaird Director, APAIE Secretariat T: +61 3 9035-8742 E: [email protected] W: www.apaie2018.org

I-PROMO Pte Ltd 3 Changi South Lane, Singapore 486118 Senior Manager, Events

Ms. Miko Tan +65 6831 1396

[email protected]

Assistant Manager, Operations

Mr. Eugene Chew +65 6880 0088 (ext.143)

[email protected]

OFFICAL EXHIBITION CONTRACTORS

Freight Handling, Customs & Onsite Lifting Agility Fairs & Events Logistics Pte Ltd 05 Changi North Way, 3rd Floor, Singapore 498771 Tel +65 6571 5644 Fax +65 6214 9592 / 6214 9593 Contact Ms Serena Kum Email [email protected]

Any Other Queries I-PROMO Pte Ltd 3 Changi South Lane Singapore 486118 Tel : +65 6831 1394 Fax : +65 6542 2250 Contact : Secretariat Team Email : [email protected]


http://www.apaie2018.org/





3. BOOTH INFORMATION

Exhibition booth sales will commence from 1 July 2017 to 15 January 2018, unless sold out earlier. For booth

booking, please download and complete the exhibition booking form from APAIE 2018 website at

http://www.apaie2018.org/exhibition.

PACKAGE A: Standard Shell Scheme Booth

Package Entitlements:

3m x 2m exhibition booth (6m2)

OCTANORM system build up wall panels (3m length x 2.4m height)

Fascia board (with Event watermark design) for exhibitor name input (3m length x 0.3m height)

1 information counter (1m length x 0.5m width x 1m height) with APAIE conference logo on top left

2 bar stools

1 wastepaper basket

1 power socket (230V, 13A)

2 complimentary exhibitor passes

S$4,800 per booth

PACKAGE B: Raw Space Package (for custom builds)

Package Entitlements:

3m x 2m of raw space (6m2)

1 information counter (1m length x 0.5m width x 1m height) with APAIE conference logo on top left

2 bar stools

1 wastepaper basket

1 power socket (230V, 13A)

2 complimentary exhibitor passes Notes:

All booth designs and custom builds must adhere to the requirements of the venue and must be approved by the conference organisers.

Refund or exchange of furniture entitlements are not allowed.

The recommended height of raw space booths at APAIE 2018 is 3.9m and below. For booths exceeding the recommended height of 3.9m, approval must be sought from the organisers beforehand at [email protected]. Any costs for Professional Engineering (PE) endorsement and/or other licenses shall be covered by the exhibitor.

S$4,800 per 6m

2

http://www.apaie2018.org/exhibition



4. GENERAL INFORMATION

a. Exhibition Venue and Direction

Sands Expo & Convention Centre, Marina Bay Sands Singapore Level 4, Roselle-Simpor Ballroom 1 Bayfront Avenue Singapore 018791

Getting to Sands Expo & Convention Center https://www.marinabaysands.com/company-information/directions-to-marina-bay-sands.html#mice#cdLFmRbozbuIdqzj.97

https://www.marinabaysands.com/company-information/directions-to-marina-bay-sands.html#mice

https://www.marinabaysands.com/company-information/directions-to-marina-bay-sands.html#mice


b. Exhibition Booking All exhibition booking shall be made on the prescribed exhibition booking form at http://www.apaie2018.org/exhibition which shall be submitted to I-PROMO Pte Ltd. Booking is confirmed when payment is received.

c. Allocation of Exhibition Space

Exhibition space will be allocated in accordance with the order in which proof of payment is received by the organiser, with the larger pavilions positioned first. The organiser shall reserve the right to change the location and/or the size of the space allocated to the exhibitor at any time prior to the commencement of the build-up of the exhibition should exceptional circumstances demand. The exhibitor shall have no claim for compensation as a result of the changes.

d. Exhibitor Check-in All exhibitors should register at the Exhibitors’ Check-in Counter located outside the Exhibition Hall, Level 4, Roselle-Simpor Ballroom, to collect badges and the exhibitor pack, which will be available for collection from 10:00 hrs, Sunday, 25 March 2018.

e. Exhibitor Move-in Cargoes which are consigned to the exhibition site should NOT arrive at the exhibition hall earlier than 10:00 hrs, Sunday, 25 March 2018.

Exhibitors, 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 Organiser. When stand structures are erected, it may not be possible to move-in/install heavy and large exhibits that arrive late.

For easy identification, all packages shall be marked as follows:

APAIE 2018 c/o Agility Fairs & Events Logistics Pte Ltd Exhibiting name on booth fascia : _____________________ Stand Number : ____________________________________ Case Numbers : ____________________________________ Gross Weight/Net Weight : ___________________________ Dimensions : ______________________________________

Please note that forklifts, cranes and pallet trucks from exhibitors and other forwarders will not be permitted into the exhibition hall. All mechanical handling within the exhibition hall must be done by our Office Freight Forwarder – Agility Fairs & Events Logistics Pte Ltd

http://www.apaie2018.org/exhibition


f. Exhibitor Move-out

Exhibits can be cleared from the stand from 14:00 hrs onwards and all shell schemes must be vacated by 18:00 hrs on Wednesday, 28 Mar 2018. The Organisers and the venue cannot be held responsible for any items left overnight in the halls.

Note: No booths or fixtures are to be removed or dismantled before 14:00 hrs. Anyone found dismantling or removing their booth before 14:00 hrs, may incur a fine.

g. Badges and Passes

i. Contractor Badges The Venue, Marina Bay Sands, requires all contract personnel and vehicle details to be sent to them in advance. Please submit your vehicle details, such as car plate number, vehicle type, etc. together with FORM B – 2.

It is the responsibility of the Contractor to ensure that all personnel working on site during build-up and tear-down carry the relevant documentation as proof of identity as the Venue will do random spot checks.

Contractor list and vehicle passes MUST be on hand before your arrival on-site for the build-up. Failure to collect your contractor badges and vehicle passes may delay access to the site.

ii. Exhibitor Badges

Any person manning the stand at APAIE 2018 will require an exhibitor badge. The exhibitor badge will also give access to the exhibition hall during the build-up and tear-down periods. The exhibitor will be able to collect the badge on 25 March 2018, 1600 hrs onwards.

NOTE: Exhibitor badges are also required for any temporary staff you may have hired for the event.

h. Customs Requirements

All goods to be imported for display at the exhibition must be declared to Customs at the entry point and must be covered by proper Customs documents. These documents should be retained at the exhibition as they are subject to Customs inspection onsite. Please refer to www.customs.gov.sg for information on Exhibition Customs requirements and procedures. For shipments arranged with our Official Freight Forwarder, Agility Fairs & Events Logistics Pte Ltd, all customs clearance will be handled by Agility Fairs & Events Logistics Pte Ltd.

http://www.customs.gov.sg/


i. Goods & Services Tax (GST)

The current GST rate is 7%. The prevailing GST rate will apply to both local and foreign exhibitors for goods and services rendered in Singapore. Foreign exhibitors are also subjected to the prevailing GST in the event the exhibition goods imported into Singapore are sold locally. Prior approval in this instance must be sought from the relevant authority. The GST is payable on the goods sold at the prevailing GST rate of the CIF value or selling price whichever is higher. All goods imported into Singapore are subjected to prevailing GST.

GST is not applicable if the goods are brought in using Carnets, The Temporary Import Scheme (TIS) or the Security Deposit Scheme (SDS). However, this exemption does not apply to liquors and tobacco. Please refer to: www.customs.gov.sg for more information.

Goods for exhibition may be imported 3 weeks before the exhibition and should be re-exported within 3 weeks of the exhibition closure. Requests for an extension period must be made in writing, and will be considered on a case-by-case basis. GST will apply if any of these goods are eventually sold locally or unaccounted for at the time of re-export. Payment of duty/GST must be made within 14 days after exhibition closure.

Brochures and Souvenirs GST is not applicable if brochures, pamphlets and gifts or souvenirs are imported by post or by air, and total value does not exceed S$400.00.

Hand-Carried Goods Travelers to Singapore with hand-carried goods are requested to refer to www.customs.gov.sg for information.

Controlled and Prohibited Goods Prior approval must be obtained from the Customs before such goods may be temporarily imported for exhibition purpose. Please refer to www.customs.gov.sg for more information on Prohibited items and Controlled and Restricted items.

Anyone bringing in Gaming Equipment will need an authorization letter from the authorities. Please contact I-Promo Pte Ltd for the authorization letter.

j. Smoking

In accordance with the Smoking (Prohibition in Certain Places) Act, it is prohibited by law to smoke in the exhibition halls, meeting rooms, atrium, air-con walkways, function areas, restaurants with food services and 5m from the entrance or exit of any commercial/ industrial building.





k. Car Parks Facility (Exhibitors & Visitors)

Exhibitors and visitors will be able to park their cars at:

Public Carpark located at Bayfront Link/Avenue

Wilson Carpark located at Bayfront Avenue (for Cars and motorcycles)

For more information on the rate, please visit www.marinabaysands.com/Company-

Information/Directions-to-Marina-Bay-Sands/.

5. EXHIBITION RULES AND REGULATIONS

a. Admission

The Organiser reserves the right to refuse admission or to remove any person without giving a reason. This also applies to build-up and dismantling periods. All exhibitors must be registered.

For safety reasons, children under the age of 16 must be accompanied by an adult and a disclaimer form must be completed and signed by the accompanying adult indemnifying the Organisers, before entering the exhibition hall. Proof of a child’s age may be required. The Organiser's do not accept any responsibility for children attending or visiting the exhibition. Please be advised there are no child-care facilities available at the exhibition venue.

Note: Children below the age of 16 will not be allowed into the exhibition halls during the build-up and tear-down periods.

b. Use of Exhibition Space

a. To commence the setup of the exhibition, all outstanding payments must be paid and all custom-build plans must be submitted and approved in advance.

b. Exhibitors are not permitted to share any booth space other than space allocated to them nor are they able to sublet or subcontract the whole or part of their stand.

c. The emergency exits must not be obstructed by any furniture and equipment at any time. d. Exhibitors are responsible for any damage caused on site during the construction, occupation or

dismantling of the booth by the exhibitors or contractors working on their behalf and will be liable for any cost to Marina Bay Sands.

e. Modifications including decorations such as painting on the floor, ceiling and pillars will not be permitted. The exhibitor will have to compensate the organiser if such modifications resulted in consequent damage to the exhibition site.

http://www.marinabaysands.com/Company-Information/Directions-to-Marina-Bay-Sands/

http://www.marinabaysands.com/Company-Information/Directions-to-Marina-Bay-Sands/


f. I-PROMO will inspect the exhibition booths during set-up to ensure compliance with the standard and regulations. For non-compliance cases, PCO will request the exhibitor to correct the fault immediately. Any cost incurred will be chargeable to the exhibitor.

g. The exhibitor is to man the exhibition with appropriate personnel during the whole period of the exhibition. The exhibitor must conduct all activities within their booth’s perimeters.

h. All exhibition must accord with the description on the application form, and be related to the theme of the event.

i. Exhibitors must present their exhibits throughout the period of the exhibition. No exhibitor shall be allowed to dismantle their booth prior to the official closure of the exhibition.

c. Ministry of Manpower Requirement

All foreign workers involved in exhibition build-up and tear-down works on short-term basis, must secure a Temporary Work Permit (for Malaysian), Temporary Employment Pass/Professional Visit Pass or exemption from Singapore Immigration & Registration (SIR). This does not include technicians and/or professional exhibitors hired to set up products and machines in the booth.

Case Study 1 Exhibitors bring technicians from company to set up products on display and internet connectivity do not require the application of permits.

Case Study 2 Exhibitors bring in both technicians from company and skilled labourers to set up products on display and internet connectivity and for the construction of booth respectively. Exhibitors are required to obtain permits for skilled labourers but not for technicians.

For further details or application, please visit:

Temporary Work Pass @ www.mom.gov.sg Employment Pass @ www.mom.gov.sg Professional Visit Pass @ www.ica.gov.sg Immigration & Checkpoint Authority @ www.ica.gov.sg

Personnel working in the exhibition must carry the ORIGINAL work pass (Work Permit Card/Employment Pass/Professional Visit Pass) with them at all times and to produce it for inspection upon request. A photocopied work pass is not allowed. Under the Employment of Foreign Workers Act, any person caught employing foreigners without a valid work permit will be charged in court.

d. Security Procedures

The following security measures will be taken during the build-up, show days and tear-down period: i. All personnel entering the exhibition hall must wear identification badges which will be issued

by the organizer upon submission of FORM B – 2 (for contractors). Badges are not transferable.

http://www.mom.gov.sg/

http://www.mom.gov.sg/

http://www.ica.gov.sg/

http://www.ica.gov.sg/


Temporary badges will be issued to delivery personnel. This will be issued at the entry point upon surrendering their identity card, valid work pass or passport for foreigners. Each delivery visit will be restricted to a maximum of 1 hour.

Contractors’ badges (FORM B – 2) will be issued individually to the contractor appointed to set-up the booth on behalf of the exhibitor. This will be issued upon submission of:

o Duly endorsed and signed FORM B – 2 together with copy of identity card, valid work pass for foreign workers, and a recent passport-size photo.

o Contractors’ badges must be returned on last day of build-up. ii. Movement in and out of the exhibition halls will be restricted to designated control points and

this includes freight movement. Only vehicles displaying the approved vehicle decal will have access into the exhibition halls. Designated date / time slots will be assigned upon the issuing of the decal. Each decal cost S$30.00 (inclusive of prevailing rate of Singapore goods & services tax).

iii. Only vehicle for delivery purpose will be allowed into the freight yard. All vehicles will be inspected jointly by the appointed security agency and the venue owner at entry point.

iv. Random identification & security checks will be carried out at the entry points for all personnel, including exhibitors, visitors and contractors.

e. Official Contractors

The Organiser has appointed official contractors for various services to ensure a more efficient and regulated build-up and dismantling process. Please refer to the Contact List in page 5 for details.

i. The services of the official contractors are for the convenience of Exhibitors, and the

Organiser will accept no liability in respect of any contract between Exhibitors and such contractors for the negligence or default of any such persons, their servants and agents.

ii. Where mechanical handling within the exhibition halls is required, only the official freight forwarder may be appointed.

f. Stand Catering

No external food and beverage (F&B) suppliers/caterers are allowed to supply or cater any form of food and beverage in the exhibition hall. Marina Bay Sands has sole catering rights for food and beverage services within the exhibition hall. The Venue, Marina Bay Sands has issued very clear rules stating that they will not allow any outside food to be brought into the Exhibition hall, therefore all food consumed must be supplied by the Sands Expo & Convention Center. During the period of the show, all food items consumed at the exhibition venue are to be supplied by Marina Bays Sands only. For enquiries, please contact [email protected].



g. Stand Cleaning

It is your responsibility to maintain your stand and make sure it is in a clean condition at all times. We have made arrangements for general cleaning of the exhibition halls and gangways; however the cleaning of stands is the responsibility of the exhibitor. A full cleaning of the exhibition tents will take place either in the evening or before the show opens. During build-up, Marina Bay Sands will remove and dispose of reasonable general build-up of waste such as paper, wrapping materials, cardboard etc.; however this does not include construction waste such as pallets, wood, paint tins etc. It is the responsibility of contractors and exhibitors to dispose of such excess construction waste. During the tear down, it is the sole responsibility of contractors and exhibitors to dispose of ALL items, including general waste. Waste disposal skips are available from Marina Bay Sands. It is essential that all aisles are kept clear of rubbish and other obstructions at all times. It is the responsibility of the Exhibitor and/or their Contractor to identify their waste materials to the cleaners and to make arrangements with the Official On-site Freight Handler to have crates and packing materials stored if they are required at the end of the exhibition.

h. Stand Numbering

Stand numbering is fixed by the organiser and it will be stated on your fascia board (for Shell Scheme Stand).

i. Promotions during the Show

Exhibitors are asked not 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, exhibitor’s representatives may not distribute brochures, invitations etc. at the registration areas, entrances/exits of the exhibition halls, F&B outlets, show hospitality areas, or any other areas which, in the opinion of the Organisers, is deemed inappropriate and causes inconvenience to visitors and other exhibitors. Exhibitors are free to distribute their materials within the boundaries of their booth.

j. Product Demonstrations & Presentations

The Organiser appreciates that demonstrations and presentations form an integral part of exhibitions. Exhibitors, however, should exercise discretion to other exhibitors when carrying out demonstrations and presentations. Loudspeakers/sound devices and/or image projection equipment are to be placed in such a way that sound/image is directed downwards and into the stand, and not towards or across the aisles. The operation of any sound device or image projector must not interfere with, or be an annoyance to neighboring stands. Sound levels recorded at adjacent or opposite stands should not exceed 70dB for all speech, music and sound effects. The Organiser may also require such demonstrations or presentations to be carried out in accordance to a timetable as laid down after the consultations with the exhibitors involved. Exhibitors planning to stage demonstrations or presentations must provide a reasonable space for the audience within the confines of the stand.


k. Floor Loading Capacity

Booth in exhibition halls – 500 KG/sqm of concrete flooring.

The permitted floor loadings stipulated by the venue owners must not be exceeded. However, on a case-by-case basis subject to the approval of the venue owner, special arrangements including the provision of steel base may be required for any exhibit exceeding these limits. The Organiser’s delivery schedule for heavy and large exhibits must be strictly adhered to.

l. Damage to Stand Structures and Exhibition Premises

No person under any circumstances shall cut into or through any floor covering or wall nor alter stand service structure except when authorized in writing by the Organiser. Any such damage to stand service structures and exhibition premises will be invoiced to the Exhibitor.

m. Fire Exits & Regulations

i. Fire exits must be kept clear of obstructions at all times both inside and outside the exhibition hallsand outside in the loading bays. Any items found blocking at fire exit will be deemed as rubbish and will be disposed without notice.

ii. All stand construction material and displays must be FIRE RETARDANT. Any goods attached to your stand will constitute as part of your stand and will be subject to these regulations.

iii. Smoke machines and gases are subject to approval from the Civil Defense; please contact I-PROMO for the appropriate forms.

iv. No items to be stored behind the exhibition booth within the exhibition halls. This included boxes, catalogues, pain or thinner, etc.

v. Fumes from open fires or candles are not be permitted in this Exhibition.

n. Fixtures / Paints

i. It is strictly prohibited to affix nails, tacks, screws, adhesives, paint or similar items to the floor, walls, ceiling or other parts of the premises. It is not permitted to drill into the floor of the exhibition tents.

i. Only the following Carpet Adhesive Tapes are acceptable: EUROTAPE, EUROCEL or ADVANCE TAPE.

ii. All paint, tape and residual glue must be removed from the floor completely. Failure to do so will result in the contractor being recalled to complete the job. A fine of S$25 per m2 will be levied in this case.

iii. Lighting truss is not allowed in this Exhibition.


o. Electrical Installation, Power Supply and Lighting

i. General hall lighting will be provided in the halls. ii. The standard supplies of electrical current available in the exhibition halls are Single Phase

220 Volts 50Hz and Three Phase 380 Volts 50Hz. iii. All electrical installation work from source of supply at the exhibition must be carried out

solely by the Organiser’s official contractor. iv. Exhibitors requiring different voltages, stabilizers, frequency or special connections to

equipment should arrange for their own transformers, converters, boosters, etc. and keep the Organiser informed.

v. All electrical equipment should be tested and approved by the Organiser’s appointed licensed engineers prior to turning on the electrical supply.

vi. 24 hr power connects, three phase supply and ranges of lighting and electrical fittings are available for hire. To order, please complete Form B – 4.

p. Structural Walls and Height Restrictions

Standard Shell Schemes: i. Exhibitors are responsible for decorating the back walls facing onto your stand areas up to a

height of 2.5m. ii. A dividing wall must NOT exceed 2.5m in height; dividing walls exceeding the height of a

neighboring stand must be finished in a neutral color. Company branding will not be allowed on the side of a neighboring stand.

iii. Be advised, any build or branding above 2.5m in height may be subject to a fee, subject to approval and height restrictions.

iv. The permitted stand height is 2.44m (8ft) for all standard booths.

Raw Space/Custom Builds:

i. The recommended height of raw space booths at APAIE 2018 is 3.9m and below. For booths exceeding the recommended height of 3.9m, approval must be sought from the organisers beforehand at [email protected]. If such permission is granted, exhibitors shall be responsible for all additional costs and licenses required.

q. Hanging items from the ceiling i. As the exhibition is taking place in ballrooms, the venue cannot accommodate items being

hung from the ceiling as would normally be possible in exhibition/convention centres. ii. Please design your exhibition space with this in mind.

iii. If you do require something to be suspended from the ceiling, it may be possible but it may also be costly.

iv. Please consult with i-PROMO (email : [email protected]) as early as possible with your design, to work out what is possible and the costs involved.



r. Working Exhibits

i. 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.

ii. Working machines must be placed at a relatively safe distance from the audience. We strongly recommend the use of safety guards.

iii. All pressure vessels or equipment under pressure must conform to the safety standards & regulations. Prior approval must be sought from the Organiser before operating such equipment.

iv. No motors, engines, contrivances or power-driven machinery may be used without adequate protection against risk of fire.

s. Dangerous Materials

i. No temporary gas (LPG) or naked live electrical fittings are to be used in the exhibition halls at any time.

ii. No explosives, petrol, dangerous gases or highly inflammable substances are allowed in the halls.

iii. No radioactive substances are allowed unless prior approval in writing is obtained from the Organiser. Any radioactive substances being used must strictly comply with the rules and regulations stipulated by the relevant regulatory body.

t. Open Frontages

All stands in the exhibition, irrespective of height, must have at least half of any frontage facing an aisle

left open or fitted with transparent (clear see-through) material. This area must be left visibly free of

obstruction.

u. Storage No excess stock, literature or packing items may be stored around or behind your stand, due to the

materials being a fire risk.

Direct arrangements should be made with an appointed official freight forwarder – Agility Fairs &

Events Logistics Pte Ltd. Otherwise, exhibitors must arrange for their cartons and cases to be

transported back to their own premises. The Organiser reserves the right to remove/dispose of any

carton, cases and/or packing materials left in the exhibition halls. Any cost incurred will be borne by the

exhibitor.


v. Security i. Exhibitors and their staff will not be allowed in the exhibition hall outside the official hall

opening hours. ii. Any valuable items should be kept under constant supervision by the exhibitor and removed

each evening. The organizer is not responsible for any loss of valuable items iii. If your displays are valuable or sensitive and you wish to hire security personnel to attend to

your stand exclusively, you may email : [email protected]. Please note that you may not use your own staff or personnel from other security agencies.

iv. For security and safety reasons, no removal of fixtures or booth are allowed during conference hours is permitted.

v. All personnel in the exhibition halls must wear identification badges. Please refer to B – 2 for Contractor’s passes and Temporary passes as well as Security Procedures for the exhibition.

w. Regulatory Authorities Where applicable, the above rules and regulations are additional to rules and directions set by the

Regulatory Authorities. All exhibitors and their contractors must abide by the code of practices set by

the relevant Regulatory Authorities. If you have any question, please email :

[email protected].




6. FORMS AND DEADLINES

Forms Check List Exhibitors are requested to complete (with authorized signature and company stamp) and submit ALL

REVELANT FORMS to i-PROMO by the deadlines as indicated in each form.

FORM DESCRIPTION RETURN TO DEADLINES REMARKS

A – 1 Conference Handbook

Advertising Opportunity I-PROMO Pte Ltd

15 January

2018 Optional

Appendix

A - 1

Conference Handbook

Advertising Specifications I-PROMO Pte Ltd -

FA Deadline:

30 January

2018

B – 1 Standard Shell Scheme Fascia &

Information I-PROMO Pte Ltd

30 January

2018 Compulsory

B – 2 Contractor Badges (For Booth

Set-up) I-PROMO Pte Ltd

30 January

2018

Compulsory

(for

exhibitors

using

external

contractors)

B – 3 Furniture Requirement I-PROMO Pte Ltd 30 January

2018 Optional

B – 4 Electrical Requirement I-PROMO Pte Ltd 30 January

2018 Optional

B – 5 Audio / Visual Equipment

Requirement I-PROMO Pte Ltd

30 January

2018 Optional


Conference Handbook Advertising

The A4-sized APAIE 2018 conference handbook is distributed to every delegate. If you would like to advertise in the conference handbook,

please complete this form, noting the charges. Please refer to the advertisement specifications in Appendix A - 1.

COMPANY NAME

CONTACT PERSON

EMAIL CONTACT NO.

Please complete the quantity and cost columns:

ADVERTISING SIZE UNIT COST

(S$) QTY COST (S$)

One Full page full colour advertisement 1,500

One Half page full colour advertisement 900

Total cost S$

PAYMENT (Please select preferred method of payment)

For Local Exhibitors: Crossed cheque made payable to I-PROMO Pte Ltd.

Mailing Address: Kingsmen Creative Centre, 3 Changi South Lane, Singapore 486118

For Overseas Exhibitors: Telegraphic transfer to I-PROMO Pte Ltd.

Bank Name: United Overseas Bank

Bank Address: Novena Branch, 238A Thomas Road, #01-38 Novena Square, Singapore 307685

Account No.: 106-309-298-9; Swift Code: UOVBSGSG

AUTHORISATION:

Please note that without a valid signature and a company stamp, we will be unable to process this booking.

NAME OF AUTHORISED

SIGNATORY

(Please state clearly)

DATE

SIGNATURE &

COMPANY STAMP

CONFERENCE HANDBOOK ADVERTISING OPPORTUNITY Please complete this form and return by email or fax to the event organiser. Attn : I-PROMO Pte Ltd

Tel : +65 6831-1394 Fax : +65 6542-2250

Email : [email protected]

FORM A – 1

Please submit by 15 Jan 2018



CONFERENCE HANDBOOK ADVERTISEMENT The A4-sized APAIE 2018 conference handbook is distributed to every delegate. If you would like to advertise in the conference handbook, please complete the Form A – 1.

FULL PAGE (A4 Size)

Dimension: 210 mm (W) x 297 mm (H) (Trim Size) 216 mm (W) x 303 mm (H) (Bleed Size) 194 mm (W) x 281 mm (H) (Type Size)

HALF PAGE

Dimensions: 210 mm (W) x 148 mm (H) (Trim Size) 216 mm (W) x 154 mm (H) (Bleed Size) 194 mm (W) x 132 mm (H) (Type Size)

Illustrations and text must be kept within the Type Sizes specified above. Illustrations and text outside the Type Sizes will

be cropped. The Publisher will not be responsible for any part of the required illustrations or text being cut off

inadvertently as a result of going beyond the Type Size.

Requirements:

1. Images provided must not be less than 300dpi in CMYK (4 process colour). The Publisher will use the FA as submitted. The Organiser reserves the right to make amendments to the FA.

2. Please provide the FA in AI File or High Res PDF.

Form Deadline: 15 January 2018 FA Deadline: 30 January 2018 Please submit your form and FA to [email protected].

CONFERENCE HANDBOOK ADVERTISING SPECIFICATIONS Please email the Final Artwork (FA) to the event organiser. Attn : I-PROMO Pte Ltd

Tel : +65 6831-1394 Fax : +65 6542-2250

Email : [email protected]

APPENDIX A – 1





STANDARD SHELL SCHEME FASCIA & INFORMATION FORM (COMPULSORY) Please complete this form and return by email or fax to the event organiser. Attn : I-PROMO Pte Ltd Tel : +65 6831-1394 Fax : +65 6542-2250 Email : [email protected]

FORM B – 1 Please submit by

30 Jan 2018

Standard Shell Scheme Fascia & Information

Please provide Org. Name (not more than 32 characters including spacing) to be printed on Fascia Board below:

*Fascia will be printed as per indicated (ENGLISH alphabets only)

100-Word Profile

Please provide a brief write-up about your organisation. You may like to include your organisation’s mission and objectives, technologies focus areas and type of collaboration opportunities. Example: CSIRO is Australia's national science and technology agency and one of the largest and most diverse research agencies in the world. Our research is mission driven in materials, manufacturing, energy, environment and health related fields. Our work in manufacturing has led to the development of cleaner, advanced materials and manufacturing technologies that enable companies to increase both quality and productivity. Our innovation in new materials and processes occurs at the intersections of biology, chemistry, and physics. We work with global and local partners to commercialise research and technology.

N.B.: Please note that the organiser reserves the right to edit the profile to be included in the marketing collateral.

Organisation Logo Please provide 2 files for your logo.

1. Corporate logo in vector format CMYK (EPS or AI) – for print. 2. Corporate logo in raster format RGB (JPG or PNG) – for website. 370px x 185px at 72dpi



CONTRACTOR BADGES FORM (FOR BOOTH SET-UP) Please complete this form and return by email or fax to the event organiser. Attn

:

I-PROMO Pte Ltd

Tel : +65 6831-1394 Fax : +65 6542-2250 Email : [email protected]

FORM B – 2


Contractor Badges (For Booth set-up) This form is applicable to exhibitors who engage their own contractor to set-up their stand. Contractor badges are to be collected at the registration counter located outside the Exhibition Hall, Level 4, Roselle-Simpor Ballroom from 10:00 hrs, Sunday, 25 March 2018.

Please type / write all names in BLOCK letters.

Appointed Contractor:

COMPANY NAME

CONTACT NAME

EMAIL MOBILE

Name Company Name Job Title Country

Total number of vehicles:

Trucks Trailers Pickups 10 ton trucks Containers

Vehicle registration plate details:

1.

2.

3.

Note: Please refer to Section 5c, page 11 for Ministry of Manpower’s requirement. For queries, please email : [email protected].




FURNITURE REQUIREMENT FORM – OPTIONAL Please complete this form and return by email or fax to the event organiser. Attn

:

I-PROMO Pte Ltd

Tel : +65 6831-1394 Fax : +65 6542-2250 Email : [email protected]

FORM B – 3


Please keep a Copy for Your Own Record

Furniture Requirement This form must be completed and returned by Exhibitors if services are required.

COMPANY NAME STAND NO

CONTACT PERSON EMAIL

TELEPHONE FAX

SIGNATURE & COMPANY STAMP

DATE

CODE DESCRIPTION OF ITEM UNIT COST

(S$)* QTY

COST (S$)

* Subject to 7% Goods & Services Tax (GST)

Total cost before GST S$

7% GST * S$

Total cost including GST S$


For Local Exhibitors: Crossed cheque made payable to Kingsmen Exhibits Pte Ltd. Mailing Address: Kingsmen Creative Centre, 3 Changi South Lane, (S) 486118

For Overseas Exhibitors: Telegraphic Transfer – Please make payment in SGD to the following account: Kingsmen Exhibits Pte Ltd Bank Name: United Overseas Bank (Novena Branch), 238A Thomson Road, #01-38, Novena Square, (S) 307685 Account No.: 106-303-314-1, Swift Code: UOVBSGSG

PLEASE NOT THAT A 50% SURCHARGE IS APPLICABLE ON ORDERS RECEIVED AFTER DEADLINE



Furniture Price List Please refer the following page for furniture image’s reference.

Code Description S$ Code Description S$

C1C Arm Chair (Black) 58 C39S Fabric Sofa (White) 80

C1D Arm Chair (Silver) 60 C39T Fabric Sofa (Red) 80

C1H Arm Chair 75 C39U Fabric Sofa (Black) 80

C1I Arm Chair (Black) Seat) 75 C39V Fabric Sofa (Grey) 80

C1J Arm Chair (Brown Seat) 75 C39W1 Leather Sofa 86

C1W Arm Chair 86 C39W2 Leather Sofa 175

C1W2 Swan Chair 110 C39Y Fabric Sofa (White) 115

C1X Arm Chair 75 C39Z Fabric Sofa (Black) 115

C1Y Arm Chair (White) 100 C39AD3 Fabric Sofa 175

C1Y1 Arm Chair (Blue) 100 C39AE2 Leather Sofa 195

C1Y2 Arm Chair (Yellow Fabric) 100 C39AF Leather Sofa 92

C1Z Arm Chair (Wooden) 86 C39AP3 Leather Sofa 230

C1Z1 Bistro Chair (Wooden) 100 A37A Curved Info Counter 86

C6 Banquet Chair 35 T1 Coffee Table (Glass Top) 55

C7H Banquet Chair (Silver) 65 T2 Coffee Table 55

C7P Banquet Chair 60 T2A Coffee Table 55

C7U Bistro Chair 70 T2E Coffee Table 65

C7U Bistro Chair (Clear) 86 T2F Coffee Table 65

C7Z Bistro Chair 70 T3 Coffee Table 46

C7Z1 Bistro Chair (White) 70 T3A Coffee Table 46

C7Z2 Bistro Chair (Blue) 70 T3A2 Coffee Table 46

C7Z3 Bistro Chair (Yellow) 70 T3B Coffee Table 46

C7Z4 Bistro Chair 80 T3B2 Coffee Table (Wooden) 46

C8D Low Stool (White) 40 T3C Coffee Table (Wooden) 46

C8F Low Stool (White) 40 T3E Coffee Table (Wooden) 60

C8G Low Stool (Green) 40 T3E1 Coffee Table (Wooden) 65

C8I Low Stool (Blue) 40 T3E2 Coffee Table (Wooden) 70

C8J Low Stool 65 T7 Information Table 60

C8K Long Stool (White) 105 T7A Information Table (1mht) 86




C8K1 Long Stool (Black) 105 T10C Cocktail Table (Brown) 75

C8K2 Long Stool (Red) 105 T10D Cocktail Table (Black) 75

C8U Low Stool (Black) 40 T10F Cocktail Table (White) 75

C9B Bar Stool (Chrome) 55 T10H Cocktail Table 86

C9C Bar Stool 55 T10J Cocktail Table (Glass) 86

C9E Bar Stool 70 T10K Cocktail Table (White) 86

C9H Bar Stool 65 T12/15 Conference Table

(White)

105

C9J Bar Stool 60 T19A Round Table (Glass) 65

C9M Bar Stool 60 T19B/21 Round Table 60

C9N Bar Stool 60 T19C Round Table (Glass) 75

C9Q1 Bar Stool (Wooden) 65 T19D Round Table (Glass) 75

C9R Bar Stool (White) 70 T21/15 Round Table 60

C9R1 Bar Stool (Black) 70 T21A/14 Round Table 60

C9S Bar Stool (White) 70 T21B/13A Round Table 60

C9S1 Bar Stool (Yellow) 70 T21C/15 Round Table 65

C10A Bar Stool (Black) 55 T26/15 Square Table (White) 60

C10H Bar Stool (Black) 75 T26B/13A Square Table (Brown) 65

C10I Bar Stool (Red) 75 T28D/13A Conference Table (Black) 100

C10J Bar Stool (Pink) 75 T28E/15 Conference Table

(Brown)

100

C10K Bar Stool (Grey) 75 T28G/15 Conference Table 115

C10L Bar Stool (Turquoise) 75 T29K Conference Table (Brown) 105

C10S Bar Stool (White) 75 T29K1 Conference Table (Brown) 126

C10T Bar Stool (Dark Brown) 75 A21 Display Cube (500mmH) 35

C10W Bar Stool (Green) 75 A22 Display Cube (750mmH) 46

C10U Bar Stool (White) 55 A23 Display Cube

(1000mmH)

60

C10V Bar Stool (White) 75 A37 Lockable Cabinet 80

C10V1 Bar Stool (Black) 75 A37AA Lockable Cabinet

(1000mmH)

92




C10X Bar Stool (White) 75 A38 Sink With Cabinet 105

C10Y Bar Stool (Red) 75 A50 2-Tier Counter 92

C16C Banquet Chair 50 A51 3-Tier Counter 126

C16C1 Banquet Chair 75 S3 Counter Showcase 288

C16H Banquet Chair 60 S5 Counter Showcase 288

C16N Bistro Chair 65 S6 Square Showcase 400

C16N1 Bistro Chair 65 S7 Showcase 575

C16N2 Bistro Chair 65 S8 Showcase 575

C16P Banquet Chair 60 S10C Showcase 460

C16R Banquet Chair 60 A4 Wastepaper Basket 6

C16S Bistro Chair 65 A5B Barricade 40

C16T Banquet Chair (Black) 60 A5C Barricade 46

C16T1 Banquet Chair (Brown) 60 A15B Brochure Stand (Black) 80

C16U Bistro Chair 60 A15C Brochure Stand (Black) 80

C16V Bistro Chair 60 A15D Brochure Stand 92

C16V2 Bistro Chair (White) 75 A15E Brochure Stand 92

C16W Bistro Chair 65 A15G Brochure Stand 70

C16X Bistro Chair 65 A15H Brochure Stand 70

C16Z Bistro Chair 60 A15J Foldable Brochure Stand 92

C22 Folding Chair (Black) 18 A17/8 Barricade (1 metre per

set)

40

C23 Folding Chair (White) 18 A9B Barricade 40

C29B Conference Chair 65 A20F Coat Stand 92

C29E Conference Chair 65 A33 Easel 60

C29F Conference Chair 65 A33A Easel 70

C29G Conference Chair 65 A42 Refrigerator 230

C29J Conference Chair 65 A43 Refrigerator 345

C29K Conference Chair 65 A47A System Shelf 126

C29L Conference Chair 86 A47B System Shelf 105




C29L1 Conference Chair 100 A47C System Shelf 115

C30D1 Typist Chair 70 A47D System Shelf 92

C30D2 Typist Chair 75 A49A Signage Stand 115

C30E Typist Chair 50 A49B Signage Stand 115

C39 Fabric Sofa (Grey) 60 A49C Signage Stand 115

C39AQ1 Leather Sofa (Black) 100 A49D Signage Stand 115

C39AQ2 Leather Sofa (Black) 185 A55 Plastic Bags Stand 55

C39F Fabric Sofa (Red) 80 L05 Table Lamp 75

C39N Fabric Sofa (Navy Blue) 80 L06 Standing Lamp 110

C39P Fabric Sofa (Black) 80 L11 Standing Lamp 100

C39R1 Leather Sofa 100 L19 Standing Lamp 105

C39R2 Leather Sofa 185 L20 Standing Lamp 110

C39R3 Leather Sofa 276












Electrical Requirement This form must be completed and returned by Exhibitors if services are required.



TELEPHONE FAX


DATE

Only the official contractor is permitted to undertake electrical work from the source of supply in the exhibition area. Kindly order only your ADDITIONAL electrical requirement.

DESCRIPTION OF SERVICES / ITEMS UNIT COST (S$)* QTY COST (S$)

SECTION A – INDIVIDUAL FITTINGS 100W Standard Spotlight 75

100W Long Arm Spotlight 85

40W Fluorescent Light, 1.2mL (BATTEN FITTING) 65 40W Fluorescent Light, 1.2mL (LOOSE FITTING) 80 50W Standard Halogen Spotlight 65 50W Long Arm Halogen Spotlight 85 150W Floodlight 180 13Amp/230V SP 50Hz AC Socket (Max 800W) (Not for lighting use) 75 13Amp/230V SP 50Hz AC Socket with 24hrs Supply (Max 800W) (Not for lighting use) 172 15Amp/230V SP 50Hz AC Socket (Max 3kW) (Not for lighting use) 97 SECTION B – FOR CONNECTION TO LIGHTING ONLY

Per Light Fitting Connection (Up to 100W) 65 Per Light Fitting Connection (Up to 300W) 140 Per Light Fitting Connection (Up to 500W) 210 LED Lighting Connection Per Meter Run 30 SECTION C – FOR HEAVY DEMAND EXHIBITS OR MACHINERY ONLY (Check that your equipment can operate on the above electrical

specifications. Non-standard items will not be locally available. You should bring with you adaptors or regulators if necessary.)

15Amp/415V TPN 50Hz AC (Max 8kW) 405 30Amp/415V TPN 50Hz AC (Max 16kW) 518 60Amp/415V TPN 50Hz AC (Max 32kW) 978


Total Cost Before GST

7% GST*

Total Cost Including GST


ELECTRICAL REQUIREMENT FORM - OPTIONAL Please complete this form and return by email or fax to the event organiser. Attn : I-PROMO Pte Ltd Tel : +65 6831-1394 Fax : +65 6542-2250 Email : [email protected]

FORM B – 4




For Local Exhibitors: Crossed cheque or bank draft made payable to Kingsmen Exhibits Pte Ltd. Mailing Address: Kingsmen Creative Centre, 3 Changi South Lane, (S) 486118


PLEASE NOT THAT A 50% SURCHARGE IS APPLICABLE ON ORDERS RECEIVED AFTER DEADLINE

Electrical Catalogue

IMPORTANT: 1. Check your equipment if it can operate on the above specification. Non-standard items will not be locally available. You should bring with

your adaptors or power converters, if necessary. 2. Socket points are not for lighting use. If lighting fittings are brought in by the exhibitors for lighting purposes, the lighting connection

charges will apply on per bulb / per tube basis. 3. Light boxes are charged according to the number of tubes in each light box, using the light connection or 40W fluorescent tube rate,

whichever is applicable. 4. All electrical connection to equipment should be tested and approved by the Organiser’s appointed licensed engineer prior to the turning

on of the power supply. The Organiser reserves the right to terminate the power supply to any installation which is found to be dangerous or may cause any disruption to the power supply.

5. Each electrical point only supports ONE multi-socket bar with 5 power points.


Audio / Visual Equipment Requirement This form must be completed and returned by Exhibitors if services are required.



TELEPHONE FAX


DATE

Orders received after the deadline are subject to availability. Payment is required in accordance to the terms on the invoice. Full cost shall apply for

cancellation of orders after 15 February 2017..

DESCRIPTION OF SERVICES / ITEMS UNIT COST (S$)* QTY COST *

VCD Player 70

DVD Player 70

Blue-Ray DVD Player 460

Pentium IV 3Ghz Processor Computer 300

Notebook Centrino 1.6Ghz 500

LCD Projector 2000 Ansi Lumen LCD with Standard Lens 650

6ft x 6ft Tripod Screen (Front Projection) 130

Free-Standing Plasma Floor Stand 185

19” LCD Data Monitor (Without Speaker) 130

20” LCD TV Monitor (Without Speaker) 290

32” LCD TV Monitor (With Speaker – Full HD) 520

42” LCD TV Monitor (With Speaker – Full HD) 910

50” Plasma Display Monitor with Floor Stand 1,300

46” Seamless Plasma Monitor (No Speakers – Full HD) Upon Request

PA Systems Upon Request

Wireless/Handheld Microphone Upon Request


* GST is not applicable for foreign-based exhibitors.

Total Cost Before GST

7% GST*

Total Cost Including GST

AUDIO/VISUAL EQUIPMENT REQUIREMENT FORM - OPTIONAL Please complete this form and return by email or fax to the event organiser.

Attn : I-PROMO Ptd Ltd Tel : +65 6831-1394 Fax : +65 6542-2250 Email : [email protected]

FORM B – 5





For Local Exhibitors: Crossed cheque or bank draft made payable to Kingsmen Exhibits Pte Ltd. Mailing Address: Kingsmen Creative Centre, 3 Changi South Lane, (S) 486118


IMPORTANT: 1. The above prices do not include power point or display stand which must be ordered separately by the Exhibitors. 2. Late orders if received after deadline may not be catered to, and if available, will be subjected to a 50% surcharge. Priority will be given to advance orders.

Documents

Exhibitors’ Manual - APAIE 2018 Exhibitor... · Exhibitors and their stand contractors must comply with all rules and regulations ... Please refer to the Contact List on Page 5