Kuala Lumpur Convention Centre

Event Guidelines 2012 www.klccconventioncentre.com

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CONTENTS

Section Title Page

Part 1

1 1.1 1.2 1.3

Introduction Contents Introduction of Exhibition Guidelines

About the Kuala Lumpur Convention Centre

ii iii iv

2 2.1

Index Index Items in Alphabetical Order

5 9

Part 2

Appendix A Maps Map Access to Kuala Lumpur Convention Centre Map Access to the Loading Dock

63

Appendix B Floor Plans EXHFP000a – Ground Level EXHFP000b – Exhibition Hall 1 EXHFP000c – Exhibition Hall 2 EXHFP000d – Link Hall 3 EXHFP000e – Exhibition Hall 4 EXHFP000f – Exhibition Hall 5 EXHFP003a – Level 3 EXHFP003b – Conference Hall 1,2 & 3 EXHFP003c – Grand Ballroom 1 & 2 EXHFP003d – Banquet Hall

66

Appendix C Forms EXHF402a – Audio Visual EXHF402b – Beverage EXHF402c – Booth Catering EXHF402d – Telecommunications EXHF402f – Water & Compressed Air EXHF402g – Potted Plants & Flower Form EXHF402h – Rigging EXHF402i – Security Services EXHF402j – Service Staff EXHF402k – Stand Cleaning EXHF402l – Internet Services EXHF403 – Electrical Connection Request (For Official Stand Builder Only) EXHF404 – Rigging Load Indemnity EXHF405 – Food & Beverage Sample Request

77

Appendix D Local Authorities Contact Details 79

Appendix E Emergency and Evacuation Procedures 83

Appendix F Signage Guidelines 87

Appendix G Vehicle Holding Area 94

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INTRODUCTION

The Kuala Lumpur Convention Centre (the Centre) is committed to ensuring that all requirements relating to your event are met. As such, this Exhibition Guide (Guide) has been prepared to provide Event Organisers, Contractors and Exhibitors with the necessary information regarding the Centre’s benchmarks and guidelines that must be observed while working within the Centre. The Guide provides general operational and procedural information relevant to any event held in our premises and is intended to serve as a guide. It does not purport to be comprehensive or representative of expert or legal advice. It is the responsibility of the Event Organiser and Contractor to ensure all regulations, policies and deadlines outlined in the Guide are observed carefully and performed by the Exhibitors involved in their Event. The Event Organiser should also refer to the Appendices and include any other items which are relevant. Any Exhibitor Handbook produced by the Event Organiser must be sent to the Centre for approval prior to distribution. The information in this Guide is current and correct at the time of printing and may be subject to change without notice. Should you require further information or assistance, please refer to the Centre’s website at www.klccconventioncentre.com.

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ABOUT THE KUALA LUMPUR CONVENTION CENTRE

The Kuala Lumpur Convention Centre (the Centre) is a component of the Kuala Lumpur City Centre (KLCC) and is managed and operated by Convex Malaysia Sdn Bhd, a joint-venture company between KLCC (Holdings) Sdn Bhd and AEG Ogden Pty Ltd, Australia. A winner of numerous awards including the Business Destination Travel Award 2011 for Best Congress and Convention Centre in Asia, TTG Travel Awards 2011 and CEI Industry Award 2009; both for best convention and exhibition centre in Asia, and TravelWeekly (Asia) Industry Awards 2007 and 2008, the Centre is a wholly-owned facility of Kuala Lumpur Convention Centre Sdn Bhd which in turn, is owned by KLCC (Holdings) Sdn Bhd, a wholly-owned subsidiary of Petroliam Nasional Berhad (PETRONAS). The Centre has ISO 9001, ISO 22000, ISO 14001 and OHSAS 18001 certifications, EarthCheck Bronze status (environment) and Hazard Analysis and Critical Control Points Certification (HACCP) recognition, the international food safety system for international convention facilities and five-star hotels. It is also the first in Asia; and one of only 12 AIPC centres worldwide, to receive the ‘Gold’ AIPC Quality Standards certification. The Centre, comprising of two auditoria (seating 3,000 and 500 respectively), 9,710 sq metres of Exhibition Halls, a Grand Ballroom which seats 2,000 diners, a Banquet Hall for 500, a Conference Hall for 1,800 and 20 other meeting rooms, provides 20,059 sq metres of function space in the heart of Kuala Lumpur.

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INDEX

Title Page No Appendix

Access Cards 9

Access Policy 9

Access to the Loading Dock 10 A – Maps G – Vehicle Holding Area

Air Conditioning 11

Air Condition Vents 11

Aisles 11

Alterations to Furniture and Artworks 11

Animals 12

Announcement and Audio Systems 13

Balloons and Flying Objects 13

Banner 14 F – Signage Guidelines

Bi Folding Door 15

Broadcasting/Telecasting Rights 15

Canvassing, Solicitation and Distribution 15

Car Display 16

Care of Building 16

Carpet 16

CCTV 16

Cleaning Services 17 C – Service Order Forms

Cleaning – Waste Chemicals and Substance

18

Cleaning – Waste Disposal and Skips 18

Cleaning – Waste Recycling Campaign 3R 18

Communication (Telephone Data) 19

Compressed Air 19 C – Service Order Forms

Contractors, Sub-Contractor and Suppliers 19

Copyright, Permits and Licenses 21 D – Local Authorities Contact Details

Damages 21

Deliveries 21

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INDEX

Title Page No Appendix

Disclosure – Exhibition Profile 22

Distribution of Brochures 22

Distribution of Gifts 22

Draping Materials 22

Dynamic Exhibits 23

Electrical Facilities 24

Electrical Connection Guidelines 25 C – Electrical Connection Request Forms

Electrical Consumption 26

Electrical Testing 27

Emergency and Evacuation Procedures 27 E – Emergency and Evacuation Procedures

Escalators and Lifts 27

Exhibition Services 27

Exhibition Catering (Kiosk) 28

Exhibitor’s Handbook 28

Fire and Safety Regulations 29 E – Emergency and Evacuation Procedures

First Aid Services Guidelines 31

Floor Loading Limit 32

Floor Markings 32

Floor Plans – Exhibition 32

Floor Plans – Foyer Area 34

Floor Plans – No Build Zone 35 B – Floor Plans

Food and Beverage Policy 35

Food and Beverage – Sample(s) 37 C – Food and Beverage Samples Request Form

Food and Lifestyle Exhibitions 38

Food – Cooking of Food on Stand/Booth 38

Food Handling and Food Hygiene 39

Freight Delivery 39

Freight Forwarder 40

Freight Lifts 40

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INDEX

Title Page No Appendix

Forklifts 40

Gas Appliances 41

Hanging Objects 41

Hazardous or Dangerous Materials 41

Insurance 42

Licenses 42

Lightings, Sound & Visual Systems 42

Loss of Property 43

Motorised Vehicles 43

Painting 44

Plant and Equipment 45

Pool, Pond and Large Vessel 45

Potted Plants and Floral Arrangements 46 C – Service Order Forms

Pyrotechnics and Special Effects 46

Rigging – AV Kuala Lumpur Convention Centre

46 C – Rigging Load Indemnity Forms

Risk Management 49

Sand, Soil and Similar Materials 50

Satellite Dish Placement 50

Security – Exhibitions 50

Signage 51

Smoking Policy 52

Stand Structures and Construction Regulations

52

Stand/ Booth Electrical Installation Regulations

56

Stand/ Booth Lighting Installation Regulations 56

Storage 57

Tobacco 57

Traffic Management Procedure 57 G – Vehicle Holding Area

Water and Drainage Service to Pits 61 C – Service Order Forms

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INDEX

Title Page No Appendix

Weapons 62

Working in Public Areas (Foyers) 62

Welding and Hot Work 62

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Access Cards The Centre is equipped with an electronic locking system. Access cards are necessary for entry into all areas within the Centre. Access cards may be issued to the Event Organiser upon request or on entry to the venue. Up to a maximum of two (2) access cards may be issued. The Event Organisers must return the access cards to the Centre prior to the expiration of the Licence Period. In the event an issued access card is lost, the Event Organisers shall immediately inform the Security Department. A replacement fee will be charged to the Event Organisers.

Access Policy Access to Centre Guidelines No Access will be permitted for the delivery of exhibits, floor marking, stand fittings and other items into any part of the Centre prior to the first date of the Licence Period (outside of the schedule in the Sales Agreement). Early access may or may not be granted and is subject to the following conditions:-

• Written permission from the Centre

• A rental will be charged based on the duration of the early access and the area of the Centre accessed

• Written indemnity by the Event Organiser to the Centre to cover all aspects of property damage, public liabilities and all risks whatsoever during this early access.

Move-in/Move-out Schedules Move-in and move out schedules showing the access time for contractor, Event Organiser’s and/or exhibitors’ personnel are required and must be submitted to the Centre fourteen (14) days prior to the Event move-in. (See Traffic Management) Event Organisers must notify the Centre at least three (3) working days prior to any changes to the move-in/move out schedules, so that changes can be promptly reflected in the Loading Dock Traffic Control Schedule.

Hall Inspection The Centre will undertake documented pre-event and post-event inspections of the venue in cooperation with the Event Organisers or their appointed representative. The pre-event hall inspection will take place prior to floor marking on the move-in date while the post-event inspection will be held after final cleaning by the Event Organisers. During the inspection, all contracted meter readings will be recorded and all equipment and set- up ascertained as approved. All these readings will be noted in the Hall Handover and Hall Takeover Check –List.

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Upon conclusion of the Event and tear-down, a joint inspection will be conducted involving the Event Organiser, the appointed official stand contractor and the exhibition supervisor to record the meter readings and to check for defects and damage to the venue. The cost of any defects or damage to the building resulting from the Event and contractor build-up will be deducted from the Event Organiser’s refundable security deposit (See Damage). Stand/Booth Erection and Dismantling Times During the build-up period, the venue will be accessible from 0700hrs to 2359hrs. The seven (7) hours from 0000hrs to 0659hrs during the period allows the Centre to undertake building maintenance, repairs and clearing if required. Work may not be carried out during this time and the venue will remain closed to Event Organisers and contractors. Where activities are necessary beyond or exceeding the night time closure, an additional rental charge, calculated on an hourly and a per hall basis, will be incurred unless otherwise stated in the Sales Agreement. For reasons of general safety the break between 0000hrs and 0659hrs also ensures that personnel engaged by contractors for the Event will receive a rest period, thus enhancing occupational health and safety standards within the venue. Exhibitors are to unload their vehicles at the loading dock and not, the front door. Any damage to the building as a result of moving materials in through the front door is the responsibility of the Event Organisers. No children under the age of 18 years are allowed into the exhibition halls during the build-up and breakdown. The exhibition halls can be hazardous during these times and this ruling is in place to protect children’s safety. Duration of Exhibition The venue is open to exhibitors one hour prior to the official opening and one hour after the official closing time. Exhibitors who are required to be at their Stand/Booth before or after these times for whatever reasons must seek written permission from the Event Organisers and the Centre. Such permission will be considered on a case-by-case basis. Any maintenance work required during the Event must be pre-arranged with the Event Organiser. Maintenance can only be undertaken during the closed hours of the Event.

Access to the Loading Dock (See Traffic Management)

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Air-Conditioning Air-conditioning is not provided in the venue during the build-up or tear-down period. If required, Event Organisers may need to make prior arrangements with the Centre for air-conditioning during these periods and which will be charged on an hourly rate basis. The request of air-conditioning during the build-up period is subject to the following conditions:-

• Loading dock must be closed.

• The air-conditioning requested must be in a continuous block of four (4) hours minimum duration.

• The venue must be cleared of any form of waste that may damage the air conditioning such as saw dust, Styrofoam packaging, etc. so they do not affect the air-conditioning system.

Air conditioning will be provided to the venue two (2) hours prior to the operational opening time and for one (1) hour after the operational closing time. Air-conditioning required outside the above times will be charged on an hourly rate basis per exhibition hall.

Air-Condition Vents Care should be taken to ensure drapes and other related items are not positioned so as to obstruct airflow from air-condition vents in any room. Drapes and other related items must be rigged below the level of the vents.

Aisles

The minimum aisle width applicable to all trade exhibitions is 2.5 metres and to all consumer exhibitions is 3 metres. Exhibitors are not permitted at any time to obstruct or allow the obstruction of any aisle space, or obstruct access to emergency exits, fire hose and fire extinguisher cabinets and building control access doors or panels, etc. These no-build areas are clearly marked on the floor. Any encroachment into public aisle ways from an assigned booth area is strictly prohibited. The Centre reserves the right to have anything obstructing or restricting access to the above items removed at the exhibitors’ cost, without any liability for loss or damage.

Alterations to Furniture and Artworks

The removal of furniture, fittings and artwork from their original location in the venue requires prior written consent from the Centre’s Management.

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Animals Live animals, including wild or domesticated animals, reptiles, insects, fish and birds but excluding those used to assist persons who are impaired such as guide dogs for the blind, etc are not permitted in the venue except where they are:-

• Participating in displays or Events.

• The main focus of an Event is animal-related. Any Event in the Centre involving any type of animal requires prior written notification by the Event Organiser and subsequent written approval from the Centre as well as written approval from the Animal Welfare Society and SPCA as to the animals’ participation in the event. Where any animal is to be displayed or is a part of an Event, the Event Organisers shall provide the following, as appropriate, prior to the animal being brought into the Centre:-

• Listing of the local and scientific names of the animals

• Special Permit is required as listed under Schedule 1: a. Totally Protected Wild Birds or Protected under the Wildlife Act 1972 b. Totally Protected Wild Animals and Schedule 3

• Licence is required for animals listed under Schedule 2 a. Protected Wild Animals, Schedule 4 b. Protected Wild Birds and Schedule 5 c. Protected Insects or Protected under the Wildlife Act 1972

• Evidence of insurance, which covers the type of animal(s) to be brought into the Centre.

• A Risk Assessment and procedures for the handling and containment of the animal before, during and after the Event, including details of the controls in place to protect the public or our employees and specifically where any interaction between the animal(s) and the public or our employees is likely to occur.

• All procedures for the handling, containment before, during and after the Event shall be presented to the Centre for approval and the decision to allow such display shall be at the discretion of the Centre.

• Details of the animal(s) accommodation arrangements as no animals shall be kept at the venue overnight, unless authorised by the Centre’s Management.

• Emergency procedures are to be provided by the Event Organisers in the event the animal needs to be destroyed or where the escape of such animal(s) may occur.

• A competent handler shall be on-site at all times with the animal in order to ensure the safety of persons or property whilst the animal is on-site.

• Where animals are being used as part of an exhibit or performance, the handler must demonstrate compliance with relevant animal protection and welfare requirement.

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Announcement and Audio Systems The Exhibition Halls have a public address system. Hall rental is inclusive of standard PA system for announcements only. Noise Level The exhibitors are advised that any audio system or electrical device producing irritating, intermittent and/or sequential sounds/noise is not permitted without prior approval from the Event Organiser and the Centre. The distribution of noisemakers such as whistles, crickets, horns, etc is prohibited. Audio presentations must be muffled so that the noise does not interfere with other exhibitors, the work of our employees and/or visitors passing through the Centre. Any noise emitted must comply with relevant public health, environmental and occupational health and safety legislation. Persons in charge of the sound system have an obligation to ensure that the system does not exceed the specified SPL (Sound Pressure Level) as indicated in the Law of Malaysia, Factories and Machineries Act 1967, Noise Exposure Regulations 1989. Operation of machine & appliances generating noise should be kept to a minimum the interest of all exhibitors and visitors. Noise at the stand boundary shall not be exceeding 70 dB (A).

Balloons and Flying Objects

Exhibitors wishing to use balloons as part of their display must seek written permission form the Centre twenty-one (21) days prior to move-in date. The written request should be accompanied by the following details:-

• Location of stand displaying the balloons.

• Balloons must be hung over an exhibitor’s contracted stand space only not over aisle ways or gang ways.

• Types of balloons on display.

• Size/diameter/length of balloons on display.

• 3D photo of balloons.

• Type of gas used in the balloons.

• Material from which the balloon is constructed. Toy balloons containing helium may not be distributed in the premises without written approval from the Centre. The use of balloons filled with safety gas and remote–controlled flying objects in the halls and the grounds are not permitted. Event Organisers are advised that they will be held responsible for any costs incurred by the Centre for repairing damage to the air handling equipment within the Centre due to gas-filled balloons being drawn into the units or getting caught in the roof structure. Charges may be incurred for the retrieval of helium balloons from the ceiling.

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Banners (See Appendix F – Signage Guidelines) The Centre has a variety of signage opportunities which can be used for both directional and promotional purposes. Such facilities will incur a rental charge for usage. Please find below a range of banner hanging services and facilities available for use during your Event. Banner Rods Public areas are equipped with remote controlled banner hanging rods. The maximum vertical load per rod is 20kg, with a maximum load of 10kg attached to the rod. Each banner hanging rod is attached to remote controlled motor allowing the banner hanging rod to be lowered to a height of 1.5metres from the ground. Banner Hanging Points The Grand Ballroom, Banquet Hall and Conference Hall 1, 2, 3 are fitted with static rigging points. The Exhibition Halls are fully equipped with a box truss rigging system for any rigging projects including banners. Banner Pillars In addition, there are six (6) banner pillars located at the front entrance of the Centre available for promotional purposes. Please discuss your particular banner requirements with your Event Coordinator who will provide advice and any other operational details, price list and confirm placement and coordinate bookings. (See Appendix F – Signage Guidelines) Guidelines for Hanging Banners The Centre is responsible for the installation of banners from areas where there are appropriate hanging bar or point and weighting. The Centre’s general regulations for banner installation are as follows:-

• Banner hanging requires the approval of the Event Organiser.

• Banners must be hung over an exhibitor’s contracted stand space only not over aisles way or gang ways.

• Banner must have eyelets (minimum 2 units) and lightweight metal or wood rods and be imbedded into the top and bottom of each banner to facilitate hanging.

• The Event Organiser and / or exhibitors are to provide accurate plans showing the positioning of all banners and weight as well as the height from the base of each items to the ground, overall décor at least fourteen (14) days prior the build-up date.

• All banners should be delivered to the Centre on the first day of the build-up, before the start of the Event.

• Banners can only be hung from areas where there are appropriate hanging bars and weighting.

• Banners are to be constructed from flat fabric, with no lighting or other attachments.

• A relocation charge is applicable for any change in the location of the banner after it has been rigged.

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• Banner installation is subject to the strict adherence to the above pre-conditions, falling which the Centre reserves the right to refuse installation without further notice.

Please contact your Event Coordinator for a copy of the Signage Booking Form.

Bi Folding Door Each of the four Exhibition Halls has a Bi Folding Door.

Bi Folding Door Height 6.0m

Width 7.9m

Open 4.5m

The Bi Folding Door must be operated by the Centre’s staff or its representative only. Should there be a need to use this opening for the entry of equipment, care must be taken to ensure the door is not damaged.

Broadcasting / Telecasting Rights The Event Organisers must obtain the prior written approval of the Centre for the broadcast and/or telecast of the Event or any portion of the Event for commercial gain. Such written approval may be subject to payment, to the Centre of a percentage of the revenue to be derived from such broadcast or telecast. All expenses associated with any such broadcast or telecast will be the responsibility of the Event Organiser. The venue has two (2) roof decks located on Level 5 for the positioning of temporary satellite communications equipment. Each deck is accessible via a freight lift. Charges may be applicable for the placement and installation of the satellite dish and cabling connection.

Canvassing, Solicitation and Distribution Prior written consent is required from the Centre for the solicitation and canvassing of business anywhere in the Centre other than within the Event area. The distribution of pamphlets, handbills or other promotional material on vehicles parked within the Centre’s car park is not permitted.

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Car Display (See Motorised Vehicle)

Care of the Building No attachment, fitting or detachment is to be made to the interior or exterior walls, floors, ceiling, or pillars of the building, without prior knowledge or consent from the Centre’s Management. This includes any equipment or device whatsoever which would be affixed to, or suspended from, any structure of the building, and includes attachments that would damage any surface or structure in any part of the building.

Carpet Exhibitions which use the Centre’s Level 3 ( such as Grand Ballroom, Banquet, Conference Halls) must ensure that the carpets are being laid or protected prior to build-up and tear down in order to minimize the damage to the Centre’s properties. Activities, which generate dust, such as those from sawing or sanding are strictly prohibited. Stand structure shall be pre-fabricated off site and no major construction and painting is permitted. Anything placed on the carpet such as trestles, build-up or and tear down materials, ladders, compressors or other equipment shall be equipped with protective feet or to be placed on a spreader etc so as not to cause permanent indentations or damage on the carpet. Any person caught committing unsafe work practices and or non compliance activities will be fined and or prohibited from working in the Centre. The Organiser or Licensor will incur the cost for the subsequent cleaning of the carpet or bear the cost of the damaged carpet.

CCTV The Event Organiser is responsible for ensuring that the Centre’s CCTV cameras are not obstructed at any time. Prior approval is required from the Centre for access to view any surveillance data.

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Cleaning Services The Event Organiser is responsible for the cleaning services for Exhibitions, including the following areas:-

• Cleaning of exhibition areas, including pre-clean, operational clean and post-clean for Exhibitions and Special Events.

• Wet water cleaning, disposal of chemical substance and removal costs by the Centre.

• Removal of rubbish from stands or booths to skips in the loading dock.

• Spillage.

• Specialised cleaning duties or requirements.

• Hall toilets.

• Hospitality lounge and toilets.

• Registration counter.

• Support areas such as waste bay, loading dock, utility room, etc.

• Organisers' office suites and toilets. The Centre will recommend the number of cleaning staff required for the Event, depending on the number of halls utilized and the expected number of visitors for the Event. The minimum cleaning crew required is as follows:-

• Six (6) housekeeping assistants per hall.

• One cleaning supervisor per Exhibition Hall wing (one hall event will still require one (1) supervisor).

• Working hours: one hour before opening time and one hour after closing time for each Event day.

• The hiring of housekeeping assistant is based on an hourly rate, with a minimum block of 8 hours.

The Event Organisers shall confirm the recommended required cleaning crew and their schedule twenty-one (21) days before the Event. If the housekeeping assistants are unable to clean the Hall within the agreed working hours due to a delay from the contractors or exhibitors, any additional hours will be chargeable to the Event Organisers. Stand Cleaning Each exhibitor will be responsible for cleaning their stands and exhibits. If you would to have your stand cleaned, please refer to Appendix C for a copy of the Stand Cleaning Order Form. If you have any specific requirement on waste disposal especially paint, grease, oil etc, please contact the Centre to discuss correct disposal methods. Wash Basins The wash basins and WCs within the toilets throughout the Centre, including the Exhibition Halls, are not to be used for disposing of tea leaves, waste food, chemicals or other substances, etc. The cost of clearing blockages in the drainage system as a result of this will be charged to the Event Organisers.

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The Centre will charge for any extra work arising from non-compliance with these regulations by the Event Organisers and the Exhibitors.

Cleaning – Waste Chemicals and Substance

Under no circumstances are any hazardous chemicals, waste, grease or oils to be disposed of via the Centre’s drainage system. Exhibitors found disposing of substances in the Centre’s drainage system will bear any costs incurred in the course of rectifying the situation.

Event Organisers are required to provide containment and/or disposal system for all substances used during Event move-in, operation and move-out. The Centre can provide substance disposal facilities on request.

Cleaning – Waste Disposal and Skips

The Event Organisers shall be solely responsible and liable for the removal of waste materials from the premises inclusive of the adjacent loading docks, to the waste bins/skips provided by the Centre.

All exhibit stand fittings and other materials brought on to the premises for Exhibitions, including materials scrapped and debris left behind at the end of an event, shall be removed by the Event Organisers from the premises at the end of the Event.

The Centre will arrange for compactors/open bins (skips) to be placed on the loading dock and for their collection and proper disposal. The Event Organisers will be charged for the use and removal of the waste bins/skips and waste disposal.

Cleaning – Waste Recycling Campaign – 3R

The Kuala Lumpur Convention Centre has 140001 certifications and has been awarded with Earth Check Bronze status in view of its commitment and conscientious efforts in responding to the environmental problems facing the planet. The Centre has been commended for its deliberate measures in adopting best practice efforts in energy consumption, water saving, pesticides and waste recycling.

With regards to waste recycling, the Centre has increased its efforts to involve all visitors and staff in participating in environmental awareness activities. Part of the program is by implementing a 3R (Reduce, Reuse and Recycle) campaign, to encourage the Centre’s staff and visitors to segregate their waste and to place them in the relevant colourful bins strategically located around the Centre.

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To meet our Earth Check benchmarks requirements, any waste material generated during build-up, tear down and the operation of an Event are to be segregated and placed in the relevant bins as follows:-

• Brown Bins for paper waste.

• Dark Grey Bins for plastics, bottles and tin/cans.

• Orange Bins for glass.

• Green Bins for carton boxes.

These Bins will be strategically located around the Exhibition Hall with additional Green Bins provided to cope with the increased volume in paper and carton boxes generated by the exhibitors during any build-up, tear down and the operation of an Event.

Exhibitors and contractors are encouraged to use these bins to assist in the proper and correct recycling and disposal of our waste.

Communication (Telephone Data) Telephone, facsimile and Internet lines can be provided throughout the Centre on request. Please refer to Appendix C for a copy of the order form.

Compressed Air There is no permanent compressed air supply to the Exhibition Halls. Any requirements for compressed air are to be arranged in advance with the Centre. Where compressed air is required, the compressor is to be placed at the loading dock and hose-piped through the service trench to the stand/booth. Only 1hp electrical air compressors are allowed to be used or displayed in the Halls. Compressors powered by internal combustion engines are not permitted. Please refer to Appendix C for a copy of the Water and Compressed Air Order Form.

Contractors, Sub-Contractors and Suppliers Only Approved Supplier (Preferred and Accredited) shall be permitted to perform all works in relation to Events at the Centre. All Approved Suppliers and their sub-contractors working at the Kuala Lumpur Convention Centre are required to comply with the Centre’s safety, health and environmental procedures and guidelines, conducting work in a safe manner and not placing themselves or others at risk.

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The following procedures and requirements are to be adhered to by Approved Suppliers and their employees at all times during the move-in and move-out:-

• Familiarisation with the fire and emergency procedures established at the Centre.

• Only designated service entrances, lifts and loading dock are to be used for the transportation of staff and materials.

• All attire worn by contractors, sub-contractors and their employees must have visible company identification. These can be in the form of high visibility vests or uniforms.

• A covered footwear must be worn at all times whilst working on site.

• No thongs, sandals or open-toed shoes are allowed.

• Alcohol is not permitted in the work areas and no one is allowed to work while under the influence of drugs or alcohol.

• No persons under 18 years of age are permitted to enter or work on the premises.

• All contractors, sub-contractors and their employees must provide their own tools and equipment and these must be in a serviceable condition and appropriate for the task for which they are to be used. The Centre’s equipment cannot be used unless prior approval has been obtained.

• Proper scaffolding, including ladders and work platforms, must be used for any construction activities within the venue hall and must comply with the relevant safety and health regulations.

• All contractors, sub-contractors and their employees are strictly prohibited from using the guest’s toilet facilities or loitering in the guests areas.

• Smoking is not allowed at any time in the Halls and associated work areas.

• No consumption of food items is allowed either at the “back-of-house” service areas, along Persiaran KLCC and/or in the public spaces.

• Contractors and sub-contractors must not damage the Centre’s building or any part thereof and cannot make any alterations to the structure of the building.

• Contractors and sub-contractors will ensure the removal of all debris, rubbish and packing materials from the premises. Please see Cleaning Services.

• It is the responsibility of contractors and sub-contractors to apply for all the necessary permits with the local authorities before commencing work at the Centre.

• All work performed by contractors and sub-contractors in the Centre must be carried out in a manner which minimises the risk of harm to their employees and those of other contractors.

• All contractors, sub-contractors must wear a pass supplied by the Event Organiser at all times when entering the Centre.

• Overnight accommodations are prohibited on the venue.

• Unruly or unacceptable behaviour and violent acts are strictly prohibited. People acting without due care for others, or not following directions of Seucrity or SHE staff may be evicted from site.

The Centre reserves the right to add and change any of the procedures and requirements at any time. Any person caught committing unsafe work practices and or non compliance activities will be fined or prohibited from working in the Centre.

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Non–official Contractors All non-official contractors for Events are required to register with the Event Organiser and the official contractor. Non-official contractors are required to comply with the Centre’s rules and regulations and S.H.E. guidelines. Non-compliance will result in the offender being prohibited from working in the Centre.

Copyright, Permits and Licenses The Event organisers are responsible for obtaining all licences, permits and approval from the appropriate organisation, government department, statutory board or competent authority as required for staging the Event.

Copies of the licences, permits and approvals obtained must be submitted to the Centre fourteen (14) days prior to the Event. For the contact details of the Regulatory Authorities in Malaysia, please refer to Appendix D attached hereto.

Damages

Under Clause 14.1 of the Centre’s Hire Agreement, the Event Organiser is responsible for anything done in or to the Centre by its representatives. The acts or omission of the Event Organiser’s representatives are taken to be the acts or omission of the hirer.

A representative is defined as employees, officers, servants, agents, invitees, licensees, players, performers, participants, exhibitors, customers, contractors and sub-contractors.

Any damage to the Kuala Lumpur Convention Centre by the Event Organiser’s representatives will therefore be billed to the Event Organiser. All damages committed by third parties, whether noticed by the Centre staff or by the general public, must be reported to Security, who will complete an incident report detailing who caused the incident, the damage done, the names of any witnesses and any other information pertinent to the situation.

A report includes details of the damage incurred at the Event. The replacement costs will be copied to the Event Organiser and the appropriate costs will be deducted from the Event Organiser’s security deposit.

Deliveries (See Traffic Management)

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Disclosure – Exhibition Profile Exhibition Organisers are required to provide an Event and Company profile to the Kuala Lumpur Convention Centre during the sales process. A copy of the exhibitors’ profile and a list of all exhibitors must be provided to the Centre prior to the Event move-in dates.

This is necessary to protect the exhibition organisers and the Kuala Lumpur Convention Centre from “Ambush Marketing” and to avoid bookings with a conflict of interest.

Distribution of Brochures The distribution of printed matter and circulation of advertising materials is permitted only at the stand space itself.

Distribution of Gifts No person shall distribute or give away any item of food, drink or tobacco not supplied by the Centre without the express written consent of the Centre.

If the Centre gives its consent and the circumstances are such that, in the opinion of the Centre, the distribution or gift is liable to have a significant effect on the sale of food, drink or tobacco by the Centre, the Centre, as a condition of giving its consent, will be entitled to charge the Event Organiser such sums as the Centre considers to be equivalent to the reduction in profits likely to be suffered as a result of the distribution or gift.

Draping Materials Fabric Material used for lining, drapes, backdrops, blinds or overhead structures, signs banners, or as part of a theme for display or made available to the public must be rendered non-flammable (as per BOMBA requirement). The use of flammable materials, including the following, is strictly prohibited unless treated with fire retardant:-

• Crepe paper

• Corrugated cardboard

• Plastic

• Polystyrene

• Hessian

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• Straw and hay, loose or in bales

• Leaves, coconut fibre, grass and sticks Flame retardant coatings must be certified by the manufacturer to be approved for use on that particular material in order to achieve the required indices and include a label affixed with:-

• Name of manufacturer.

• Trade name.

• International or national standards against which the flame retardant has been tested.

• Name of applicator, date, its flammability rating.

• Spread of flame and smoke developed indices.

• Approved method of cleaning Upon request, all information or documentation confirming the retardant capabilities of the materials must be provided to the Centre’s S.H.E. Department along with the relevant MSDS prior to build-up. The Centre does not permit draping in the premises as this presents a fire risk if the draping covers the air-conditioning, sprinkler systems and/or smoke detectors. Only perimeter draping is permitted in the Centre.

Dynamic Exhibits All moving machines must be fitted with the appropriate safety devices which operate when the machines are in operation. These safety de vices may be removed only when the machines are disconnected from the source of power. The general guidelines are:-

• The working machines must be placed at a safe distance (minimum of one metre) from visitors.

• Any machinery or apparatus displayed at the venue shall only be demonstrated within the confines of the stand/booth.

• Only authorised personnel are allowed to operate the machines.

• Any plant and equipment that requires a licensed operator can only be operated by the prescribed licence holders.

• No machine or display shall be left unattended while in operation.

• Motors, engines, or power driven machinery must have adequate fire and other appropriate protection against oil and other leakage.

• The operation of compressors, sprayers, auto trucks and similar machinery powered by internal combustion engines is prohibited.

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Electrical Facilities Each of the service pits and the service cabinets in the Exhibition Halls have two 13 Amps SSO and one 32 Amps TPN connection. Access of 64 Amps and 200 Amps TPN is available from the electrical room of each hall. The nominal voltages available are:-

• AC: single phase 240V 50Hz, earthed neutral.

• AC: three phase 415V 50Hz earthed neutral.

Neutrals are earthed at the Centre's sub-stations. The Centre, at its sole discretion, will limit the power rating of a supply or supplies where, in the Centre's opinion, the load or combination of loads requested may have an adverse effect on the supply to other users. Where the Event Organiser proposes to group users demonstrating heavy current consuming machines in such a way as to cause abnormal demand in a particular section of the venue, the Event Organiser shall discuss these arrangements with the Centre prior to the final allocation of stand/booth space to Exhibitors and shall endeavour to conform to any re-arrangement required by the Centre. The Centre is required by the National Electricity Board (Tenaga Nasional Berhad or TNB) to maintain a power factor of not less than 0.85 lagging.

Where electrical machines or equipment at an Event are such that, in the opinion of the Centre, the power factor is likely to fall below 0.85, the necessary power factor correction apparatus shall be supplied and installed by the Event Organiser at its own expense. Correction apparatus shall be connected on the "load" side of the main switches controlling the supply to the stand or individual piece of equipment. The scale of provision shall be as directed by the Centre.

24-Hour Electrical Supply All stand/booth electrical circuits, other than those with a 24-hour supply, shall be switched off as soon as possible after the close of each Event day. Stand/booth electrical supply will be switched off by the Centre after the close of each Event day at a time agreed between the Centre and the Event Organiser or, failing such agreement, at the discretion of the Centre. Where a 24-hour supply of electricity is required for battery chargers, refrigerators or other equipment, the Event Organiser or Exhibitors shall advise the Centre of this at the time of placing the order for the stand/booth electrical supply. The Centre will notify the Event Organiser or Exhibitors of the means by which the 24-hour supply will be provided. If this should necessitate a separate electrical supply, the Event Organiser or Exhibitors will be required to bear the cost.

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Electrical Connection Guidelines For safety reasons and for the protection of the electrical installations at the Kuala Lumpur Convention Centre, all main power connections from source to outlet must be carried out by the Centre’s registered electrical wiring contractor.

Access to the floor trenches is limited to employees of the Kuala Lumpur Convention Centre and the Event Organiser‘s contractor appointed to install the mains supply cables, piped services and data and telecommunication services.

All electrical installations at the stand/booth, features, displays or exhibits shall comply with:-

• "Regulations for Electrical Installations" issued by the Institution of Electrical Engineers (16th Edition) and any amendments thereto.

• Special requirements of the Authorities.

• The Centre’s FOQESH regulations.

• Electricity Supply Act and Regulations - Electricity Supply (Successor Company) Act. The Event Organisers are required to comply with the Centre’s electrical connection regulations as follows:-

• To order electrical connections, kindly complete the Electrical Connection Request Form thirty (30) days prior to the Event move-in date. (See Appendix C attached hereto)

• Electrical schematic drawings of the electrical layout shall be submitted by a registered electrical wiring contractor with the completed order form(s) for the Centre’s Department of Facilities’ approval thirty (30) days prior to the Event.

• Ensure that their nominated electrical contractors are registered with the Suruhanjaya Tenaga and comply with the Centre’s electrical installation policy.

• Ensure that distribution board and associated wiring is equipped with Residual Current Devises and circuit breakers of the appropriate rating.

• Ensure that all leads and appliances used within the Centre have been tested and tagged as safe in accordance with the relevant safety and health regulations and comply with MS IEC 60364 and IEE Regulations.

• Ensure services do not cross aisles, block exits or interfere with the operation of emergency exits or fire fighting equipment.

• A 32 Amp connection is recommended for supply to a maximum of sixteen (16) 9 sq metre booths. Each booth’s power supply shall have two 40W fluorescent tubes and one 13 Amp single phase electrical point.

• Any power requirements in excess of 60 Amps are to be discussed with the Centre.

• Advise the Centre of any exhibitors with excessive power requirements so that access to larger capacities can be arranged.

Stand/Booth Electrical Installation Regulations Exhibitors are required to comply with the Centre’s electrical connection regulations as follows:-

• All electrical installation at the stand/booth must be carried out by the official electrical wiring contractor appointed by the Event Organiser.

• Each stand/booth is allocated a 13 Amp switch socket outlet to cater for most exhibition requirements. However, should it be necessary to plug in a laser printer, computer,

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refrigerator, coffee machine and other similar equipment, an additional electrical outlet will be required.

• Each electrical point provided is intended for one item of equipment or machine on display. The use of multiple socket outlets is strictly prohibited to avoid any overloading as this may lead to a trip in the incoming power supply and cause inconvenience to other exhibitors.

• Continuity and impedance tests shall be performed on all electrical installations by the Event Organiser’s approved electrical contractor.

• No electrical installation and fitting may be suspended from the ceiling of the Exhibition Halls or fixed to any part of the building structure without permission from the Centre and if permitted, a fee will be levied.

• Electrical cabling should be routed away from pedestrian traffic and taped down to minimize a tripping hazard.

• Electrical or other cables crossing walkways or public areas at floor level could cause a trip hazard. Where possible cable should be raised above the walkway. If this is not possible cables need to be covered with carpet tile, matting or tape with gaffer possible cables need to be covered

• In high traffic area changes in floor level should be highlighted with high visibility or yellow black or red/white hazard tape.

• Neon lighting is not permitted without prior approval from the Centre.

• The Centre reserves the right to disconnect the electrical supply to any installation which, in the opinion of the Centre’s Electrical Chargeman, is dangerous or likely to cause annoyance to visitors or other exhibitors.

• All stand/booth electrical circuits, other than those with a 24-hour supply, shall be switched off as soon as possible after the close of each Event day. The stand/booth electrical supply will be switched off by the Centre after the close of each Event day at an agreed time.

Electrical Consumption Charges for power connection and electricity usage applicable to all exhibition events will be the responsibility of the Event Organiser. Power consumption will be metered and the final charge to the Event Organiser will be based on a consumption basis. The consumption charges for electricity are metered and usage is chargeable to the Event Organiser based on Tenaga Nasional Berhad’s (TNB) current tariff.

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Electrical Testing The Centre will not supply electricity to any installation which does not comply with these regulations or any statutory or other regulations or orders of regulatory bodies. To ensure compliance, the Centre’s Electrical Chargeman and/or Contractors will inspect and test all installations. The contractor responsible for the installation shall advise the Centre when it is ready for inspection and testing and, when found to be satisfactory, the installation will be connected to the Centre's electricity supply and energised by the authorised or a competent person. Where an installation is found to be unsatisfactory, the supply will not be connected and the Centre will advise the person responsible for the installation to that effect, who will then rectify any faults and advice the Centre when the installation is ready for further inspection and testing. The Centre will not accept responsibility for:-

• Delay in energising installations which are found to be unsatisfactory, or where insufficient time has been allowed for inspection and testing; and

• Any faults discovered in the installations after inspection and testing and subsequent energising by the Centre.

Emergency and Evacuation Procedures (See Fire and Safety Regulations)

Escalators and Lifts Passenger lifts and escalators are not to be used for transporting freight or equipment, furniture including tables, chairs, boxes, etc. The use of trolleys is prohibited on the passenger lifts. The redirection of the escalator flow and programming of the passenger lifts is subject to the Centre’s approval in consideration of other events taking place at the same time.

Exhibition Services The Exhibition Services is located on the ground level of the foyer, between Exhibition Hall 2 and Link Hall 3. Exhibitors are able to order services such as food and beverage, communication lines, cleaning services, water and waste facilities and compressed air through Exhibition Services. Appropriate forms must be completed and payment received prior to the Event to ensure

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services are delivered as required. For further information on the services, please refer to Appendix C – Exhibitor Service Order Forms.

Exhibition Catering (Kiosk) The Centre has a total of four (4) catering kiosks. There is one (1) kiosk situated in each Exhibition Hall and which will be opened at the Centre’s discretion. The kiosks are provided as part of the hall hire and may be operated during an exhibition. All food and beverage requirements within the kiosk will be provided by the Kuala Lumpur Convention Centre’s Culinary Department. Access to the kiosk must not be blocked during an Event. Smoking is strictly prohibited in the kiosk. Subject to the level of visitors for an Event, the Centre will operate the West Wing Café is located at the foyer of Exhibition Hall 4. Mobile kiosks may be set up in various areas of the Centre.

Exhibitor’s Handbook Event Organisers shall forward to the Centre a draft copy of the exhibitor’s handbook for approval prior to issue to exhibitors. This will ensure that all information and the relevant rules and regulations for each exhibitor are correct in relation to the Centre. The following Centre Exhibitor or Service Order Forms shall be included in the Exhibitor’s Handbook:-

• Audio Visual Form

• Beverage Form

• Booth Catering Form

• Telecommunications Form

• Water & Compressed Air Form

• Potted Plants & Flowers Form

• Rigging Form

• Security Services Form

• Service Staff Form

• Stand Cleaning Form The contents of the Service Order Forms must not be changed or amended without the approval of the Centre. The Centre will not be responsible for any unapproved changes or amendments. Please contact your Event Coordinator for a copy of the Exhibitor Service Order Forms or download online at www.klccconventioncentre.com under ‘Planning An Event’.

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Fire and Safety Regulations The Event Organiser is to ensure that they, their employees, exhibitors, contractors, sub-contractors and agents comply with the prevailing Fire Services Act & Regulations, Act 341 and the Fire Safety requirements set by the Kuala Lumpur Convention Centre. The Event Organiser is responsible for all structures, displays, vehicles, demonstrations and personnel associated with their Event. The Centre’s requirements are designed to maintain a heightened awareness of fire safety within the Centre in order to protect both our employees and property. The objective of these requirements is to limit fire risks within the Centre to a level which can be controlled by the building fire protection systems. Candles for Exhibitions/Special Events In all exhibitions and special events, wherever possible, the candle must be housed in a glass surround that is capable of retaining 1.5 times the volume of any wax or fluid and stand on a heat resistant base (global style). No more than one (1) candle should be lit at any time. All cloth and materials in close proximity to the candle must be rendered fire retardant. Exhibitors wishing to use more than one (1) lit candle in an exhibition or special event must obtain approval from the S.H.E. Manager. The following criteria must be met:-

• The Event Organiser must provide or arrange for any additional fire extinguishers.

• The Event Organiser may incur additional costs in the event the melted wax has contaminated linen, carpet, flooring and any other Centre property.

• Where deemed necessary by the Centre, additional Centre S.H.E Officers are to be hired by the Event Organiser to act as Fire Wardens for the duration of the function.

Gas / LPG Exhibitors wishing to use LPG gas cylinders or appliances indoors for demonstration purposes, shall comply to the following guidelines:-

• The total capacity shall not exceed one 14kg cylinder per demonstration or display.

• A 4.5kg CO² or 9kg dry chemical fire extinguisher is to be provided by the Exhibitors for each appliance using LPG.

• One cylinder per appliance with fixed piping or gas hose not less than one (1) metre long to connect with the cylinder.

• Gas cylinders and connections are to be protected from accidental damage and impact.

• Gas cylinders are to be removed from inside the Venue at the end of each day.

• Gas cylinders shall not be stored inside the Exhibition Halls or dock areas.

• A licensed or certified person will perform all gas fitting work.

• Cylinders shall be tested, approved for use and stamped as per MS116

The Centre reserves the right to remove all gas cylinders from the site should any of the above conditions not be met.

Emergency and Evacuation Procedures The Kuala Lumpur Convention Centre has an Emergency and Evacuation Procedures to enable the successful evacuation of staff, exhibitors and visitors in the case of a fire or other

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emergencies. All Kuala Lumpur Convention Centre staff will assist in the evacuation of large numbers of people if the need arises.

The Event Organisers are responsible for ensuring that all emergency and safety procedures are adhered to. An Emergency and Evacuation Procedures will be provided to all Event Organisers prior to their Event.

Evacuation procedures will be announced on a dedicated fire/evacuation PA system and will be co-ordinated by the Centre’s S.H.E. Manager and the Security Manager.

For further information on the Centre’s emergency and evacuation procedures, please refer to Appendix E for a copy of the Emergency and Evacuation Procedures.

Enclosed Areas Any area not serviceable by the existing Kuala Lumpur Convention Centre fire system may require additional equipment to be installed, such as portable hose reels, emergency exit signs, exit lighting, portable fire extinguishers and smoke alarms. This includes the KLCC Open Space Parking area. Fire Exits All emergency exits must be accessible and operable from within the building at all times. Access to the emergency exits must be unobstructed at all times to a distance of at least five (5) metres from the door and the path to the exit must be at least equal to the width of the door. Where the exit sign is obstructed for any reason, a temporary illuminated sign is to be provided by the Event Organiser. .

Designated fire exits and clearways have been identified with marked green and white exit signs over the doors in the Exhibition Halls. These areas cannot be encroached upon – under any circumstances.

Storage of materials or equipment in fire stairs or any door leading to fire stairs is not permitted. It is the responsibility of the Event Organiser to ensure that exhibitors do not store any materials at these areas. Fire Extinguishers and Hose Reels Regulations General regulations relating to hose reel cabinets and fire extinguishers are as follows:-

• All exhibits must not restrict access to fire fighting equipment and must be designed in accordance with the Building Code of Malaysia and conform to the Kuala Lumpur Convention Centre’s Safety and Fire Regulations.

• Where the location of a fire extinguisher is obstructed by an exhibit, at and/booth or structure, an additional fire extinguisher will be required.

• The replacement fire extinguisher should be clearly visible. Replacement fire extinguishers will be at the cost of the Event Organiser.

• Additional fire extinguishers may be required according to the number of booth aisles, widths and type of booths and their placement will be determined by the Centre’s S.H.E Manager.

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• Additional fire extinguishers are required at LPG gas and cooking installations or anywhere where there are increased fire risks.

• The built-in hose reel cabinets cannot be obstructed in any way. Flooring (See Stand/Booth Construction Regulations) All floor surfaces should be constructed using firm, slip resistant materials and should be traversable for all users to ensure safety. All floors covering including carpets must be securely attached with exposed edges fastened to the floor surface and have a trim along the entire length of the exposed edge. Carpets should have a level, low pile and firm pad, or no pad at all, underneath it. Any loose carpeting must be taped or secured to the floor surface.

First Aid Services Guidelines The safety and welfare of visitors attending Events at the Kuala Lumpur Convention Centre is the responsibility of the Event Organiser. The level of First Aid coverage required for an Event may depend on the age and expected number of visitors and type of Event. Events with an anticipated attendance of 5,000 to 15,000 people per building per event day are required to have one registered or certified paramedic on-site. Events with an anticipated attendance of over 15,000 people per building per day may be required to schedule additional health services, which would be assessed based on the potential risk factors and specific health requirements. It is the responsibility of the Event Organiser to provide a dedicated First Aid Professional or a Paramedic to provide coverage for all Trade and Public Exhibitions where the need is identified through the Risk Assessment process. The Event Organiser may elect to, or be required to, provide augmented health services at the discretion of the Centre. The engagement of this service may be arranged by the Centre at the Event Organiser’s cost. A fully equipped First Aid Room located on Level 3 of the Foyer at the Centre Core is available for the use by the First Aid Provider. In an emergency, please contact the Emergency Line at extension 555 or dial +603 2333 2900.

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Floor Loading Limit

All floor areas within the Kuala Lumpur Convention Centre have specified loading limits per square metre as follows:-

Grand Ballroom : 5.0 KN/m² / 510 Kg/m²

Banquet Hall : 5.0 KN/m² / 510 Kg/m²

Conference Hall : 5.0 KN/m² / 510 Kg/m²

Exhibition Hall : 20.0 KN/m² / 2040 Kg/m²

Loading/Unloading dock : 10.0 KN/m² / 1020 Kg/m²

Any equipment or items to be used or displayed whose weight exceeds the floor capacity limits must be assessed prior to the positioning of the item or equipment. The use of a spreader plate may be required to spread the weight evenly. Where this is necessary, the cost is to be borne by the Exhibitor. The Event Organiser is required to notify the Centre and provide the following information twenty- one (21) days before the Event:-

• The gross weight of the item.

• A picture of diagram of the item.

• Indicate on the floor plan where the item is to be located.

Floor Markings The Event Organiser will be responsible for ensuring that any adhesive tape used to fix carpets or other material to the Hall Floor are removed without causing damage to the floor.

The Centre’s Exhibition Supervisor will examine the floors after the removal of the tapes and if the floor surface is found to be damaged, particularly from the use of non-permitted adhesive tapes, the contractor will be liable for the cost of repairs. Any tapes not removed by the contractor will be removed by the Centre at the Event Organiser’s cost.

Floor Plans – Exhibition

Pre-sale Floor Plans All exhibition floor plans must be checked and approved by the Kuala Lumpur Convention prior to being sold on to exhibitors. Pre-sale floor plans must be submitted to the Centre for review three (3) months prior to build-up and must be done before confirmation of exhibit space sales. The Centre is not responsible for any inconvenience caused due to non submission of the pre-sale floor plan for review. Approved Procedures for Submission of Floor Plans

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Event Organisers are required to submit an original copy of the exhibition pre-sale floor plans drawn to scale for approval by the Centre three (3) months prior to the build-up. The Kuala Lumpur Convention Centre will return one (1) set of each of the aforesaid plans to the Event Organisers within five (5) days of receipt. If floor plan(s) is not approved, the Event Organiser will be advised of the reasons and comments. And a revised plan(s) must then be submitted for approval. All floor plans are to be submitted to the Centre’s S.H.E. Manager for acceptance and must not be changed after the acceptance without the Centre’s approval. Final floor plans must be approved by the Centre not less than fourteen (14) days prior to the Event move-in date. Event Organisers will not be allowed, under any circumstances, to make any amendments after obtaining the formal approval from the Centre. The Event Organisers shall submit one (1) set of the plans to BOMBA (National Fire Bridge Department) for approval. A copy of the approval or permit letter from BOMBA must be submitted to the Centre no later than seven (7) days prior to the Event move-in. The build-up shall not commence nor will approval be given by the Centre if any of the above are not complied with. The Centre will call in the BOMBA services for a ruling, if necessary. The Event Organisers will meet any expenses incurred. Floor Plan Requirements The pre-sale floor plans should indicate the following information:-

• Official name of the event, name of the organisation, dates of the event and the name of the stand contractor.

• All floor plans must be drawn to scale using AutoCAD format.

• All floor plans must be clearly marked.

• All stands/booths must be numbered.

• Primary entrance doors and emergency exits must be determined.

• Booth configurations and aisle widths should be clearly indicated and dimensioned.

• Aisle width between booths shall be a minimum of 2.5 metres for all trade exhibitions and 3 metres for all consumer exhibitions.

• Layout for show foyer, all stage areas and seating arrangements.

• Access to rest rooms, kiosks/Cafe, utility rooms, lifts, hospitality lounge and organiser’s office must be indicated in the floor plans.

• Nothing must be built within areas marked on floor plans as No-Build Zone.

• Utility panels, switchgears, fire extinguishers, hose reel cabinets, lifts, fire stairs, kiosks/cafe and bi-folding doors must be marked on the plans.

• There must be an unobstructed set back of 0.5 metres between the wall and the back of the booth to allow access to the built-in control switch panels clearly marked in the floor plan.

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• Should there be a café in operation in each hall during the Event, it is mandatory that there must be an accompanying designated area (as indicated in the floor plan in Appendix B for Exhibition Halls 1, 2, 4 and 5) fronting this café and/or kiosk that is cleared of any build-up structures (stands/displays, etc) whatsoever. This designated cleared area must be made available to allow free-flow of pedestrians and visiting patrons to the café.

• If additional areas for cocktail reception, coffee/tea or lunch services points are to be allocated within the floor plan, please liaise with the Exhibition Manager as to the most appropriate locations and the amount of space required.

• Only floor plans submitted by the Centre’s Approved Suppliers will be reviewed by the Centre.

The final floor plans must be submitted to the Centre not less than fourteen (14) days prior to build-up date for final review. The plans must include the following information:-

• Stages areas, curtains, sets, scenery, decorations, on and off stage lighting (other than gantry lighting), overhead structures, fabric and F& B service areas.

• Service pits.

• Temporary structures including store areas, seminar rooms, lounges and lounge areas.

• AV equipment positions.

• Correct stand or booth number and company name.

• Number of standard stands or booths, including non-standard designs, height where non- standard designs are to be used and details of electrical fittings, lighting and any objects that use the structural integrity of the booth for support.

• Individual stands must be indicated where stands are of a two-storey nature and where stands exceed three (3) metres in height.

If curtains and draping block the vision to the existing “Exit” signs, the Event Organiser is responsible for providing illuminated exit signs. Failure to meet the stated requirements will delay, and may prevent, the build-up.

Floor Plans – Foyer Area (See Working in Public Areas)

There are no pre-approved floor plans for the foyer or concourse areas. Specific floor plans must be submitted for approval in each and every instance. Specific floor plans are required for foyer areas where the intention is to install any items which may impede traffic flow through the foyer. Items such as entrance arches, registration counters, ticket counters, displays, signage or any other structures whatsoever are not permitted. Any items not approved will be removed without further notice. The foyer floor plans must not restrict access to the emergency exit doors, the fire stairs and the hose reel cabinets for public safety reasons. Approval procedures for floor plans for the foyer areas are the same as those required for Exhibition Floor Plans.

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Floor Plans – No Build Zone The No-Build Zones indicated on the floor plan(s) provided by the Centre must be kept clear at all times. Nothing must be built in these areas in compliance with the relevant authorities and regulations regarding aisles and crossovers, access to emergency exits, access to fire equipment, and the movement of people throughout the Centre.

Food and Beverage Policy The Kuala Lumpur Convention Centre is the exclusive supplier of food and beverage. No outside food and beverage can be brought into the Centre, either by Event Organisers, Exhibitors or third parties for the sale and distribution and consumption on-site at any non” Food Exhibition” The Centre operates under the Food Act 1983 (Department of Environment, Ministry of Health) and meets the requirements of ISO 22000 Food Safety Management which includes compliance with HACCP standard.

Event Organisers and Exhibitors must comply and adhere to these standards. Halal Status All food served in the Centre is Halal. Exhibitor On-Stand/Booth Catering Regulations No exhibitors or persons shall distribute, sell or give away any items of food or drink not supplied by the Centre to public or trade exhibition visitors.

Exhibitor can order on-site catering by completing the Booth Catering Menu and Beverage Order Form provided by the Kuala Lumpur Convention Centre. (Refer to Appendix C – Exhibitor Service Order Forms) Sales of Food and Beverage On-Stand/Booth No alcoholic beverages can be sold without a permit from the Kuala Lumpur City Hall (DBKL). Exhibitors wishing to sell products on their stands must seek written approval from the Centre. On receipt of approval, Exhibitors must then obtain the relevant permits from the said authorities. The sale of food and non-alcoholic beverage items is only permitted within “Food” and “Lifestyle” shows. Exhibitors must also abide by the Food Act 1983 and Hazard Analysis Critical Control Point (HACCP) and the Centre’s FOQESH guidelines.

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Themed Food Any Exhibitor wishing to serve their “Themed Food” as on-stand hospitality to the public and trade visitors must seek written permission from the Centre in strict compliance with the following guidelines:-

• Pork or lard products are not allowed to be served in the Centre

• Submission of the “Themed Menu” complete with ingredients list and method not later than 60 days in advance. (Please refer to Event Coordinator for a copy of the Themed Menu Request Form).

• Upon confirming the menu the Centre will prepare the menu pricing for client’s confirmation and payment.

• All ingredients shall be purchased by the Centre’s Purchasing Department.

• Full payment shall be received within fourteen (14) days upon receiving the pro-forma invoice in order to confirm the order.

• Failure to comply with these requirements will result in the Centre not being able to provide the food for the event.

• Exhibitors need to provide stand design plan and indication of exact location where food is served. Submission of stand design plan has to be thirty (30) days prior to exhibition build-up date.

Visiting or Inviting Chefs to Prepare the Themed Menu Exhibitors wishing to arrange their own chefs to prepare the “Themed Food” during the event, must seek written permission from the Centre strictly in compliance with the following guidelines:-

• Pork or lard products are not allowed to be served in the Centre.

• Submission of the “Themed Menu” complete with ingredients list, not later than 60 days in advance. (Please refer to Event Coordinator for a copy of the Themed Menu Request Form).

• All ingredients shall be purchased by the Centre’s Purchasing Department.

• Full payment shall be received within fourteen (14) days upon receiving the pro-forma invoice in order to confirm the order.

• A charge is incurred for using the Centre’s kitchen facilities, utensils and cleaning services.

• A deposit must be placed for using the kitchen facilities. The deposit will be used to off set any damage to or loss of equipment.

• Failure to comply with these requirements will result in the Centre rejecting the request.

Invited Chefs must comply with the following requirements:-

• Submission of full details of Invited Chefs’ arrival details, complete full name, contact details, etc to the Centre 14 days prior to the arrival. Please refer to the Event Coordinator for a copy of the Personnel Bio Data of Visiting Chef Assistant documents.

• Invited Chefs shall provide their own assistant(s) during the event.

• Submission of Inoculation certificate for typhoid to the Centre fourteen (14) working days in advance.

• Knowledge of HACCP, Food Handling and Food Hygiene Regulations is preferred.

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• Compliance with the Centre’s culinary policy, procedures and standards.

• The Centre’s Executive Chef reserves the right to intervene in the operation of the visiting chef in the event that there is any delay in delivery of the food to the clients as this reflects on the Centre’s image.

• The Centre will undertake documented inspection of the working area and the utensils prior to handover to the invited chef and his/her crew.

• Upon completion of the event, a joint inspection will be conducted involving the invited chef and the Centre to check for defects, misuse and damage in the use of the equipment, utensils etc.

• A report including details of the damage incurred will be submitted to the Exhibitor. • Appropriate costs will be deducted from the deposit.

Food and Beverage Sample(s) For events related to food & beverage, Exhibitors may distribute samples of food and/or beverage products only upon written approval from the Centre which must be received at least fourteen (14) days prior to the commencement of the Event. However the sale of such products is not permitted. Samples to be given away, at no cost, to visitors must adhere to the following:- Beverage:-

• Liquor and non-alcoholic beverage tasting and promotion samples are limited to a maximum sample size glass/cup of 50ml.

• Drinking utensils, such as paper cups and wine tasting cups, must be disposable and must not be re-used. The Centre discourages the use of polystyrene cups or any cups or containers which cannot be recycled in accordance with our commitment to Green Globe.

Food:-

• Solid food portions should be no larger than “BITE SIZE” - 85gm.

• Samples must be offered in such a manner as to avoid being handled by the public, eg. apportioned with toothpicks pre inserted.

• Antiseptic hand cream dispensers should be available for visitors wishing to clean their hands prior and after eating.

• Exhibitors must also abide by the Food Act 1983 and Hazard Analysis Critical Control Point (HACCP) and the Centre’s FOQESH guidelines.

• No pork or lard products are allowed to be served in the Centre.

• All food served on the premises must be Halal Certified.

• Please place a “Non-Halal” signage or placard if food products served are not halal certified.

• Eating utensils provided by the exhibitors and must be disposable, such as paper plate must be disposable and must not be re-used. The Centre discourages the use of

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polystyrene plate or containers which cannot be recycled in accordance with our commitment to Earth Check benchmarks.

Please contact your Event Coordinator for a copy of the Food and Beverage Sample Request Form.

Food and Lifestyle Exhibitions Exhibitions meeting the Centre’s definition of a “Food” and “Lifestyle” show are permitted to offer finished goods and full-sized snack foods, as they are produced for the retail market or where the product has relevance to the exhibition and the branding and/or the experience offered by the product is devalued if offered in sample size. Exhibitors must also abide by the Food Act 1983 and Hazard Analysis Critical Control Point (HACCP) and the Centre’s FOQESH guidelines.

Food – Cooking of Food on Stand/Booth (See - Fire and Safety Regulations) Other than food-related exhibitions, the cooking of food by Exhibitors for demonstration in the stand/booth is prohibited unless prior approval has been given by the Centre. Written requests should be accompanied by the following details:-

• Location of the booth performing the cooking demonstration.

• Type and quantity of food being cooked.

• Method used to cook the food and for the removal of cooking odours. Exhibitors involved in the cooking of food at a stand/booth must adhere to the following guidelines:-

• There are no extraction fans in the Exhibition Halls, so cooking must be kept to a minimum.

• No deep fat fryers are allowed to be used.

• Only electrical or induction cooking appliances are permitted.

• All heat-generating electrical appliances (hotplates, floodlights, transformers, etc) are to be mounted on non-flammable material. Light fittings may not be mounted on combustible decorations or the likes.

• Current/valid fire extinguishers and fire blankets are to be available for use at the stand/ booth and to be readily accessible.

• Cooking equipment must not be operated within one (1) metre of flammable materials.

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• Where cooking generates an oily waste and that is to be cleaned or disposed of on-site through a sink, the sink must be fitted with an approved grease trap.

Waste substance from the cooking process must not be disposed of via the Centre’s drainage

Food Handling and Food Hygiene Exhibitors intending to distribute food and drinks samples to the public need to comply with the following health requirements:-

• Perishable packaged foods are required to be refrigerated.

• Availability of hand basins with hot and cold water, soap and a drying medium.

• Where serving implements or utensils are used, a separate sink with hot and cold water will be required.

• Where drainage and water is required, the stand/booth must be located with access to the appropriate service pits.

• Refrigerated display and/or storage cabinets, maintained at the correct temperature, if the food is perishable.

• Food should be protected from contamination by approved screens or sneeze guards, and trays with fitted covers should be used.

• Condiments such as sauces are to be contained in squeeze-type dispensers or individually sealed packs.

• All eating and drinking utensils must be disposable e.g. paper cups, plastic spoons, plastic wine glasses, etc, and must not be re-used. The Centre discourages the use of polystyrene cups or any cups or containers which cannot be recycled in accordance with our commitment to Green Globe. Bins must be provided and placed in suitable locations by Exhibitors offering food to enable disposal in a manner approved by the Centre’s management.

• Extra cleaning charges may be imposed for the disposal and cleaning of wet waste, grease, oil, etc.

Exhibitors must also abide by the Food Act 1983 and Hazard Analysis Critical Control Point (HACCP) and the Centre’s FOQESH guidelines.

Freight Delivery (See Traffic Management)

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Freight Forwarder (See Contractors, Sub-contractors and Suppliers) Only registered official freight forwarders shall be permitted to perform all freight work in the Centre. The appointed freight forwarders must also be an Approved Supplier for the Centre. Only official freight forwarders are allowed to operate the forklifts, pallet trucks and any lifting equipment. (See Plant and Equipment) Official freight forwarders found operating in the venue without registration and approval from the Centre will incur a penalty and be banned from operating in the Venue.

Freight Lifts There are three (3) freight lifts for material handling in the Centre and these are located at the East, Centre and West of the Building. The freight lifts have access from level P1 to Level 4 of the Centre and must be operated by the Centre’s staff or its representatives only. When using the freight service lifts, the maximum loading capacities must always be observed. Precautions shall be taken to ensure that no damage is inflicted upon the lift doors, walls and control panel whilst in the process of delivering goods. Should there be any heavy movement of equipment; the interior of the lifts must be protected with additional material for additional protection.

Freight Lifts Door Height 2.6m

Door Width 2.7m

Interior Height 2.6m

Interior Width 2.7m

Interior Depth 6.3m

Maximum Capacity 7000kg/7tonnes

Forklifts (See Plant and Equipment) Forklift operators must be licensed to operate a forklift. Forklifts must be operated at all times in a safe manner and in accordance with current industry standards, be in a serviceable condition and fitted with audible and visual warning light systems.

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Forklifts must be operated under the following conditions at all times:-

• All forklift drivers are to hold an appropriate forklift license.

• Drivers are to operate forklifts at a walking pace at all times within the Exhibition Halls.

• The speed limit for forklifts is 10km per hour.

• Forklifts cannot be left unattended at any time with the key in the ignition.

• Drivers are not permitted to lift any person on the forklift tines or carry passengers, unless in an approved and fitted structure.

• Forklifts are not allowed to lift loads which exceed their rated capacity. Two forklifts are available for hire to freight forwarders.

Gas Appliances (See Fire and Safety Regulations)

Hanging Objects (See Stand Structures and Construction Regulations)

Hazardous or Dangerous Materials No hazardous substances or dangerous goods are to be brought into the Centre without formal approval. Prior to approval for the use of any hazardous substances or dangerous goods, the Centre will require documentation justifying their use and a risk management plan showing how the risks associated with handling, storage, use and disposal, where necessary, are to be managed. The risk management plan is to include a copy of the relevant Material Safety Data Sheet (MSDS). The Centre’s S.H.E. Officer reserves the right to inspect individual booths for such items and to take appropriate action if the items found are undeclared and have not been approved by the Centre. Radioactive materials are subject to special requirements under Malaysian Law and Event Managers seeking to bring in radioactive materials should contact the S.H.E. Department for further guidance before seeking formal approval from the Centre.

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Special Requirements/ Services Exhibitors wishing to use any of the following while in the Centre will be required to provide a risk assessment prior to their use and may be required to meet additional requirements:-

• Lasers products

• Smoke machines/ Artificial mist

• Flammable substances

• Snow machines

• Welding or cutting equipment

• Moving displays

Insurance All insurance documents stipulated in the Hiring Agreement, including a certificate of currency, must be given to the Centre at least thirty (30) days prior to the commencement of the Event.The Centre will not be responsible for the safety of articles of any kind brought into the Venue by Event Organisers, delegates, exhibitors, their agents, contractors, visitors and/or any other persons whatsoever. All Event Organisers are strongly recommended to advise their exhibitors to arrange, at their own cost, all risk insurance coverage from the country of origin to the exhibition stand including the duration of the exhibition and return to domicile. Exhibitors shall ensure they are fully covered by insurance and take out public liability and comprehensive protection. Exhibitors are strongly advised to remove, from the Venue, all portable, valuable and attractive items at the end of each Event day when the exhibition closes. All these items must not be left unattended during the opening hours of the Event. All laptops are required to have an anti-theft lock installed.

Licenses (See Copyright, Permits and Licenses)

Lightings, Sound & Visual Systems The Centre offers a comprehensive range of Audios and Video equipment and services together with in-house technical support. Please refer to Appendix C for a copy of the AV Order Form.

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Only Approved AV Supplier shall be permitted to perform all works in relation to event at the Centre. (See Contractor, Subcontractor and Supplier) Please refer to our website www.klccconventioncentre.com for a list of the updated AV approved suppliers.

Loss of Property The Security Department deals with all reported incidents of theft as well as items that are lost or found. Any inquiries regarding lost and found items should be directed to the Centre’s Security Services which is located at the Concourse Level or at Tel: + 603 2333 2888 Ext 2327. All lost and found articles are catalogued and stored for sixty (60) days. After such period, all articles will be disposed of in such manner as the Kuala Lumpur Convention Centre, in its sole discretion, may decide and no person shall have any further claim to those articles. The Kuala Lumpur Convention Centre shall not be responsible for any items not collected during the stipulated period.

Motorised Vehicles The Event Organisers and/or Exhibitors must provide information on the width, height and weight of vehicles using the lifts and door access to the Centre on Level 3.

A traffic management plan must be devised for forklift and vehicle movements within the workplace to ensure the safe movement of pedestrians during the move-in and move-out periods. If vehicle movement is required during an event, this should be addressed in the risk management plan. Details of moving displays must be communicated to the Centre. Any vehicle moving through the Centre’s Level 3 Grand Ballroom, Banquet Hall, Conference Hall, foyers or concourse areas, must be escorted by a Kuala Lumpur Convention Centre Safety Officer. Vehicles may only move at a slow walking pace. No motorised vehicle may be operated on carpet areas under any circumstances. Only approved mobile equipment is to be used on the carpeted areas, such as the Grand Ballroom, Banquet Hall and Conference Halls. All vehicles which produce effluent and which must be operated for the purpose of an exhibit, must adhere to any operational recommendations of the Centre’s S.H.E. Department.

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All vehicles being displayed in the Centre must conform to the requirement of the Centre’s guidelines as indicated below:- Cleaning:-

• Cleaning of vehicles must take place at the loading area, before the vehicle is taken to the show area. The dock has a hose for this purpose. The exhibitors must supply all other cleaning supplies.

• Only after the vehicle is cleaned and wiped down can it be driven to the premises, where the exhibitor must wipe down the tires to avoid staining/marking the fully-carpeted Halls.

• When motorised vehicles are approved for use on a carpeted area, a protective sheet of tarpaulin or comparable material is to be used to eliminate damage from leaking gas, oil, etc.

Display:-

• Fuel tanks containing fuel, or which have ever contained fuel, shall be maintained at less than ¾ full.

• All vehicles being displayed in the Centre must have drip pans underneath them and pads under all tires.

• Fuel tanks are to be locked and sealed with the manufacturers’ approved fuel cap.

• Running of displayed vehicles during the Exhibition is prohibited unless approved by the Centre’s S.H.E. Department.

• Keys are not allowed to be left in the ignition while on display.

• All vehicles displayed in side the Centre, a spare set of keys must be left at Security Control in case of emergency.

Painting The major painting of displays and exhibition materials is not permitted in the Venue. The following guidelines must be adhered to:-

• Only non–toxic, primarily water-based, paints permitted.

• Spray painting, nitrate paints/ lacquers are not permitted within the Centre.

• Floors to be covered with plastic over-lay or drop sheets (not newspapers).

• Do not wash paint brushes and/or dispose of paint material in the Hall toilets. An industrial paint washroom is located near the loading dock where paint brushes can be cleaned and paint material disposed of. Cleaning charges will apply for any removal of paint from the public toilets.

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Plant and Equipment All plant and equipment used including scaffolding erection must comply with the Factory and Machinery Act 1967 (Act 139), Occupational Safety and Health Act 1994 (Act 514), Uniform Building By-Laws 1984 (Act 133) and which ever is relevant. All machinery should be fitted with guarding, fencing, railings, guards etc that to ensure a safe environment for staff and visitors. Any person operating equipment or machinery during an exhibition must be the current holder of the relevant certificate or licence, as required by law, to operate such equipment. Materials Handling Equipment / Moving Plant include such as forklifts, mobile cranes, pallet jacks, pallet trucks and trolleys.

Elevated Work Platforms includes items such as boom lifts, scissors lifts and licensed forklift cages. All scaffolding shall only be erected and dismantled by competent persons. All scaffolding over two meters in height must be erected by a certified scaffolder. The OSH regulation required certain measures are taken to control the risks associated with working at heights. Special scaffolds are those that due to the construction, design, expected live are not built to match the accepted International Standard, expert advice from a professional engineer should be sort before such scaffolds are built and used. The structure engineer’s certificate must be submitted to the Centre at least seven (7) days prior to the event build-up. The Centre reserves the right to refuse the build-up on site if the certificate is not received within the stipulated deadline. For further information contact the Department of Occupational Safety and Health (DOSH) or website: http://www.dosh.gov.my and the Department of Environment (DOE) or website: http://www.doe.gov.my

Pool, Pond and Large Vessels Details of any vessels containing 200 litres or more of water or other liquids will need to be submitted to the Centre for approval twenty-one (21) days before the Event. The Centre will undertake the filling of the vessels before the Event and drainage of the vessels after the Event at the Exhibitor’s cost. This is to ensure there is no spillage of the liquid onto the exhibition floor, its service trenches and pits. Any spillage of liquid onto the floor will result in cleaning cost and damages, if any. Precautions must be taken for vessels generating an aerosol spray (eg. whirlpool spa, fountain) to ensure the absence of Legionella bacteria in the water system.

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Potted Plants and Floral Arrangements The Centre is the exclusive supplier of potted plants for rental and floral arrangements. External suppliers and potted plants are not allowed to be brought into the Venue without prior approval from the Centre. Please refer to the Appendix C for a copy of the order form. Delivery of congratulatory floral arrangements must be made through the service road and loading dock and not, through the public entrance of the Venue.

Pyrotechnics and Special Effects The use of pyrotechnics is prohibited without prior notice and approval from the Centre. Only cold pyrotechnics suitable for indoor use may be used. The following documentation must be submitted to the Centre’s S.H.E. Manager at least seven (7) days prior to the start of an Event. All documentation must be in hands of the S.H.E. Manager before the display is allowed to proceed:-

• Risk management plan for the use of the pyrotechnics.

• A copy of Form C - License to Import, Export or Remove Explosives issued by the Royal Malaysian Police under Rule 58 of the Explosives Enactment (Cap 200).

• A copy of the Material Safety Data Sheet (MSDS).

• A copy of Form E – License to Sell, Own, Purchase Explosives and Bullets issued by the Royal Malaysian Police under Rule 74 of Explosive Enactment (Cap 200).

• A copy of the Operator License.

• A copy of the Shot Firer Certificate.

Rigging – AV Kuala Lumpur Convention Centre (See Stand Structures and Construction Regulations) Kuala Lumpur Convention Centre Audio Visual Department (hereinafter referred to as AV Dept) is exclusive provider of rigging services for Kuala Lumpur Convention Centre. The Centre is equipped with static rigging points in all major venues. Approval from the Kuala Lumpur Convention Centre is required for any rigging projects. Exhibition Halls The Exhibition Halls are fully equipped with a box truss rigging system. This system is permanently rigged and modular in design. The maximum load per point is 100kg with a total load of 1000kg per 8.4m x 8.4m module. As such the spread of this 100kg load must be, optimally and evenly spaced within the grid frame to ensure stability and balance. The entire system is automated to allow the box truss to move from the ceiling level to a height of 1.5

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metres from the ground, allowing for easy access and negating the need for height access equipment, thus reducing build-up and tear down time. Conference Areas The Grand Ballroom, Banquet Hall and Conference Hall 1, 2 and 3 are fitted with static rigging points. The maximum loads of these points vary from 50kg to 500kg depending on the location and function. Every 4.5 linear metres is a rigging point. Mobile Rigging System The Centre, as part of the AV services has available both Tri Truss and Box Truss. The truss and all the necessary motors hoist and rigging gear comply with international standards. If additional trusses and motor hoists are required, this can be hired from the Kuala Lumpur Convention Centre. (Please contact your Event Coordinator for a quotation) Rigging Costs All rigging systems are subject to a charge per rigging point calculated on the maximum load of that point. If additional trusses and motor hoists are required, this can be hired from the Kuala Lumpur Convention Centre. All truss and motors must be supplied by the Centre. (Please ask for a quotation). Rigging Guidelines These guidelines govern the attaching of any hardware to, and from the Kuala Lumpur Convention Centre building structures including: rigging point, truss panels, fly bar, banner rod and high beams. Examples of such hardware includes: rigging , motors, trussing, lighting, audio, video walls, projectors, laser systems, banner and any other equipment needed to be suspended from the rigging point of the Centre. The following procedures and requirements are to be adhered by Event Organiser.

• Kuala Lumpur Convention Centre AV Dept is the exclusive provider of Rigging Services.

• The Convention Centre reserves the right to refuse services where equipment does not meet the safety standards and requirements established by these guidelines and regulations.

• Kuala Lumpur Convention Centre rigging riggers only and will make all attachments to the rigging point of the Centre.

• No attached equipment shall be moved without Centre AV Dept present.

• There will be no rigging from conduit, sprinkler pipes, gas pipes, drywall, fascia, lighting fixtures, raceways, buss ducts, all thread, air ducts, speaker system, air wall tracks, ceiling tiles, and any other non load bearing structures.

• The Centre AV dept may prohibit the installation of any items not in compliance with the required plan review.

• Proposed rigging requirements and plot diagrams should be submitted for approval a minimum of two weeks (14) days in advance of event. Failure to do so may result in possible delay in work and/or cancellation of rigging projects.

• Proposed plans and/or diagrams must include the following information: a. Accurately scaled plan b. Maximum weight load per point including motor & chain

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c. All items to be flown and quantities on each truss system, i.e. speakers llighting units, projector, scenic, signs, special effects, automated units, etc.

d. All trim heights above the floor of all flown items. e. Company, project name or exhibit, designer or draftsman f. Complete contact information of the submitter. g. Detail production schedule for set up and tear down.

• The Kuala Lumpur Convention Centre may prohibit the installation of any items not in compliance with the required plan review.

• All rigging must conform to show management’s rules and regulations, as well as Centre AV Dept requirements. No hanging item may exceed show height limitations – high and low.

• A secondary or redundant truss ‘safety’ is required on each individual item suspended from the rigging point. All nylon or polyester slings (span sets) must be backed up with truss safety at each point.

• The Centre AV Dept wire rope only will be used to attach any items to structure. Chain sling will not be allowed to any structure or truss.

• All equipment and materials flown must be clearly marked with ‘WLL’ (Working Load Limit) or ‘SWL’ (Safe Working Load) and meet the standards and requirements established by these rules and regulations. Hardware not acceptable in a weight bearing capacity includes: carabineers (exception - locking forged steel rated carabineers), open-weave straps, quick links, French clip, snap clips, dog clips, shackles which do not meet strength requirements MS ISO 2415:2005 – Forged shackle for general lifting purpose.

• All product materials must be non-flammable and must conform to RoHS Compliance (Restriction of Hazardous Substances). Certificates may be asked for under some applications.

• All flown support structures, trussing, equipment, and hardware are required to pass overhead lifting requirements established by the Centre AV Dept. Contact for an additional information regarding the capabilities of any equipment that you are considering bringing to the Centre. Final decisions about the safety limits of any item will reside solely with the Centre AV Dept representative.

• In compliance with established Kuala Lumpur Convention Centre rigging attachment standards, a representative from Centre AV Dept will have a final approval of all trusses, hardware, and flown equipment or objects utilized in the Centre.

• Rigging must not be disturbed, removed, or damaged the fire retardant material which applied to the rigging point or truss. Beams may be wrapped with 0.5cm burlap or carpet on truss where permanently installed riggings points do not exist. This rigging application can only be at the structural panel point.

• At the discretion of Centre AV Dept, the event management may be required to produce tags, labels, and/or supporting documents to verify that the specific inspections and certification have been performed in accordance with the standards set forth by Occupational, Health and Safety Association (OSHA). All pertinent information must be on hand and available upon request by AV Kuala Lumpur Convention Centre.

• Only employees of an official show contractor, Kuala Lumpur Convention Centre and AV Dept team will be allowed to operate scissor lift within the Centre. At all times, scissor lift operator must wear properly the Personnel Protective Equipment (P.P.E) like

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harness and attached lanyard to the lift.

• Only contractor personnel with certificate in rigging will allow setting equipment to the Kuala Lumpur Convention Centre truss with monitoring of the Centre AV Dept.

• Kuala Lumpur Convention Centre prohibits any lifts that operate on diesel fuel. Only electrical lifts are allowed in the halls when the public is present.

• Once rigging point is deemed at maximum weight capacity for items flown, no additional weight can be put on support structure or truss. (Climbing personnel or equipment are not allowed)

• Any load with a chain motor or other lifting device shall be considered a dynamic load. All loads of this type must hang straight – no load should be hung at an angle. If rigging point does not exist where point is required, a high beam or truss will be installed to provide the desired rigging point.

• No personnel will be allowed on truss or any flown structure without a fall arrester device.

• All rigging hardware, equipment, or show related items must be removed from the rigging points at the end of event.

• Only Kuala Lumpur Convention Centre rigging truss is permitted to be attached the rigging point.

Risk Management

The Event Organisers, Contractors and the Kuala Lumpur Convention Centre have legal obligations under the Occupational Safety and Health Act 1994, the Factories and Machineries Act 1967 and the Environmental Quality Act 1974 as well as having in place a certified occupational health and safety management system against OHSAS 18001 in order to provide a safe workplace for all employees, contractors, exhibitors, delegates and visitors. Event Organisers are required to assess the risks associated with their Event. These requirements are designed to identify any potential hazards that may affect the safety issues relating to the Events and ensure that control measures are in place to mitigate and/or to reduce the risks to acceptable levels. It is the responsibility of the Event Organisers to prepare and submit a risk management plan for their Event. The risk plan must address all relevant risks and include the control measures proposed to treat the risk and be submitted to the Centre’s S.H.E. Department not less than fourteen (14) days prior to the commencement of the Event.

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Sand, Soil and Similar Materials All Event displays or individual exhibits that use sand, topsoil, peat moss and similar material must protect the floor from stains by laying a leak proof covering on the floor. The Event Organiser is responsible for ensuing all precautions are taken to prevent such materials being stepped on and staining any part of the premises. Watering must be controlled to prevent leakage or seepage.

Satellite Dish Placement Should the Event set-up require the installation of satellite dishes, application(s) must be made to the respective authorities and the Centre for the use and location of the satellite dishes twenty- one (21) days prior to the commencement of the Event. Such facilities will incur a rental charge for usage.

The Venue has two (2) platforms located at Level 5 for satellite dishes that are accessible by a vehicular goods lift.

Security – Exhibitions (See Traffic Management) The Kuala Lumpur Convention Centre maintains twenty-four (24) hour general security for the building perimeter areas together with the provision of internal patrols. The Centre’s control room is manned twenty-four (24) hours a day, seven days a week. The primary function of the Centre’s control room is to monitor security and offer surveillance of the Centre’s assets. The Event Organisers, at their own expense, are responsible for providing scheduled security officers within the Exhibition Halls and any of the contracted space being used from the time of move-in until the completion of move-out for Exhibitions. The scope of the security for the event will be as follows:-

• To monitor loading dock traffic during exhibitions move-in and move-out.

• To respond to emergency incidents if/when they occur.

• To ensure all persons have vacated the Exhibition once the Exhibition has closed for the day (i.e. checking toilets, stands for persons staying behind, etc)

• To open doors for persons who need to service the event.

• To report any damage that may occur during the move-in, build-up and tear down.

• To control and monitor crowd movement through the Halls’ entrances and exits during operation days, in case a forced evacuation is required.

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The Centre will determine the number of security officers required during the event for loading dock traffic control and control of the opening, closing and securing of any or all doors. The Event Organisers must confirm the recommended necessary security and their schedules at least twenty-one (21) days before the Event. The hiring of Centre security officer is based on an hourly basis with a minimum block of 8 hours. Exhibitors who require extra security services during the opening hours of the Event should make arrangements directly with the Centre’s Exhibition Services. Please refer to Appendix C for a copy of the Security Service Order Form. External and Armed Security External security and armed security are allowed to operate in the Centre with written approval from the Centre and subject to the following conditions:-

• The following details are required twenty-one (21) days before the Event:- a. Letter of appointment of the security company by the Event Organiser b. Profile of the external security company. c. The names, identification number and work schedule of all security personnel who will

be on site. d. The main on-site contact person for the security company. e. The security area is only within the Exhibitor’s area and does not involve any public

areas of the Centre or the Exhibition per se.

• The external security personnel are required to obey the directions of the Centre’s Security personnel.

• All external security personnel are required to be in uniform and to have undergone basic building orientation from the Centre’s Security department prior to working in the Centre.

• A list of weapons and the required permits is to be submitted to the Centre twenty-one (21) days before the Event.

Signage (See Appendix F Signage Guidelines attached hereto) The allocation of signage space within the Venue’s premises shall be based on the Centre’s consideration of the needs and commitment to other concurrent Events. The Centre reserves the right to remove all signage of any description from the premises or any part of the Venue, which in the opinion of the Centre, is objectionable. Any costs incurred in the removal of such signage shall be borne by the Event Organisers. Signs, banners and similar materials may not be nailed, stapled, hung or attached to the ceiling, walls, windows, floors, walkways, lecterns and any property or other surfaces except when permission is granted by the Centre. Any form of damage resulting from the installation will incur a direct charge by the Centre to the Event Organiser for remedial works to make good the damage.

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Light Box There is a light box located at the top of each entrance door of Exhibition Halls 1, 2, 4 and 5. The light boxes may be used during the Event period only and there is a rental fee imposed for usage. Please advise the Centre if you would like to use the light boxes for your own promotional medium. The Centre’s general regulations for placement or installation of directional signs are as below:-

• Signage proposals are to be advised to the Centre at the planning stage.

• Any requests for free–standing signage, as such custom-built signs and entrance arches, are to be discussed and subsequently approved by the Centre.

• Signage can only be placed at the designated areas/sites approved by the Centre.

• Signage can only be placed on the last day of the build-up and on Event days only.

• Event Organisers must provide the specific content, size and designs for the signage together with accurate location plans showing the exact and specific sites for placement of the signage for approval no later than fourteen (14) days prior to the Event.

Smoking Policy Smoking is prohibited in the Kuala Lumpur Convention Centre. All public areas, inclusive of Foyers, Registration Counters, Meeting Rooms, Organiser’s Office, Restrooms, Hospitality Lounges and Exhibition Halls are designated as non-smoking zones.

Stand Structures and Construction Regulations Ceiling Height The ceiling height of Exhibition Hall 1,2,4,5, Grand Ballroom, Banquet and Conference Hall is 9 Metres. Maximum build height is 6 metres. Special/ Custom Stand Designs Definition A stand/booth that has any or all of the following characteristics:-

• Exceed 3 metres in height

• Fully enclosed

• Contained multiple structures with one design

• Hung from above with no ground support Any stand design has the above characteristics must go through the Kuala Lumpur Convention’s special stand design appraisal process. These stand design plans shall be assessed by the Kuala Lumpur Convention Centre’s SHE Manager to ascertain if the stand complies with the minimum safety standards.

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The EXHIBITION ORGANISER and STAND BUILDER are both responsible for ensuring that each stand has suitable clearance height below the existing ceiling and the stand is of the correct dimensions to fit the allocated stand size. All temporary structures built for exhibitions must comply with the relevant legislation (Engineer Act 1967 – Revised 2002 Act 1158) and are to be constructed in a manner that poses no danger to public, employee or contractor safety at any time. Stand/Booth Construction Guidelines The Centre’s general regulations for stand/booth construction are as follows:-

• The air space of adjacent booth is not to be used by exhibition and subject to Centre’s approval.

• Each stand must have adequate clearance height below the existing ceiling and the stand itself must have the correct dimensions to fit the allocated stand space.

• The tops of all stands must in all cases to be opened, in order not to impair protection by the sprinkler system.

• Internal aisle-ways within exhibits must have a minimum aisle width of 3.0 metres and be clearly defined or have a floor covering of a contrasting colour to the remainder of the sand flooring. At no time during the event can these aisles be obstructed.

• No excessive or major carpentry works shall be carried out within the Exhibition Halls.

• The Exhibitors shall not erect any sign, device, furnishing or ornament outside the stand/ booth.

• All construction works for booths, etc must be fully completed during the build-up period. No touch up or corrective works whatsoever will be permitted one hour before the Event.

• The raised floor surface or ramped edge must not contain sharp or dangerous edges and must not cause a trip hazard and disable access must be provided to the stand.

• No adhesives are to be used on permanent carpeted floors, stone and concrete floors or walls. The exhibitor will be responsible for the removal of all tapes and residue marks on the premises.

Special /Custom Stand Designs The below information shall be submitted together with the stand design plans and any other relevant documents no later than fourteen (14) days prior to exhibition build-up.

• Height of all varying structure.

• Flooring types.

• Overview 3D dimensioned design plans, including cross-sectional and elevations with measurement.

• Design plans must include details of the construction material and the methods to be used for assembly.

• To indicate in the plans if the stand structure is supported by rigging.

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Hanging Object (See Rigging – AV Kuala Lumpur Convention Centre) Proposed suspended/ hanging object and plot diagram should be submitted to the Centre for approval a minimum of fourteen (14) days prior to build-up date. Failure to do so may result in possible delay in work and or cancellation of suspended projects. The Kuala Lumpur Convention Centre may prohibit the installation of any items not in compliance with the required plan review. The proposed plans and or the technical aspects and diagram of the suspended or hanging object must included the following information:

• Accurately superimposed truss floor plan pertaining to the object intended to be hung overhead.

• Rigging plots should specify the location of the truss, audio equipment, structure and all associated weights.

• Load or weight of the hanging or suspended object must be provided.

• Hanging object must be installed so that there is at least 3.0 metres clearance from the floor to the bottom of the overhead object.

• Maximum build height is 6 metres.

• Hanging object must hang straight – no hanging object should be hung at an angle. If rigging point does not exist where point is required, a high beam or truss will be installed to provide the desired rigging point.

• Only the Kuala Lumpur Convention Centre rigging truss is permitted to be attached the rigging point. (See Rigging – AV Kuala Lumpur Convention Centre).

• Rigging, hanging object and display must be hung over an exhibitor’s contracted stand space only not over aisles ways/gangways.

• All product materials must be non-flammable and must conform to RoHs compliance.

• Work details and method of attachment to prevent falling must be provided.

• Suitable safety cables with safe working load (SWL) must be provided.

• Name and contact number for the on-site person or persons responsible for the rigging

• Submission of the Rigging Load Indemnity Form completed with full details as required no later than fourteen (14) days prior to build-up date.

Fully Enclosed

• If the stand have a roof or ceiling please indicate the dimensions of the roof and ceiling. (to indicate the percentage of the top that is covered by the roof or ceiling)

• The building material used to construct the roof or ceiling.

• Any lightings feature that is being incorporated to the ceiling

• To provide information whether the area beneath is fully enclosed or does it have open sides.

• Any enclosed custom-built stand must be provided with an entry and exit of 1.5m width respectively.

• A single level covered booth that is less than 36sqm is required to provide a additional

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fire protection equipment such as portable dry chemical extinguisher and a fitted smoke detector.

• A double deck which is uncovered for a booth space greater than 72sqm will require additional potable fire extinguisher, filled smoke detector together with the installation of a sprinkler piping taken off the existing standpipe system in floor.

Double-Storey Structures For multiple-storey structures, the Centre requires the Exhibitor or the stand builder to provide drawings showing all features, including access, egress points and stairways. Full dimensional drawings are required, plus a structural engineer’s certificate registered under Board of Engineer Malaysia (BEM) is accepted for perusal. The structure engineer’s endorsement must be submitted to the Centre at least seven (7) days prior to the Event build-up. The Centre reserves the right to refuse the build-up on site if the endorsement is not received within the stipulated deadline. The Centre’s general regulations two floor structure construction are as follows:-

• Maximum structure height is 6.0 metres

• The upper floor must in all cases be open-topped in additional to the fire extinguishers already available on the ground floor, at least one extinguisher per stairway shall be placed so that it is visible and ready for use.

• The interior room in two floor structure must have a clear height of 2.5 metres on the ground floor.

Tunnels Tunnels are strictly prohibited at all times. Accepted Materials for Booth Construction The following types of materials will be acceptable for booth or stand construction:

• Wood, plywood, hardwood, pulpwood or fibreboard.

• Inherently non–flammable materials

• Flame-proof.

• Self-extinguishing (plastic materials). Stand structures or designs which are not approved, or do not conform to the technical regulations or the laws governing such items, must be altered or removed. Exhibitors or their appointed contractor will be responsible for all costs incurred with regards to the necessary alterations. In cases where a stand design does not comply with the Centre’s requirements, the Centre will require the stand builder to obtain a structural engineer’s certificate to verify the integrity of the structure or compliance with the relevant legislation. The Centre’s S.H.E. Manager can, at anytime, require the Event Organiser to provide a written Engineer’s Report to confirm the structural safety of any design or construction. The cost for this inspection will be borne by the Exhibitor.

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Seminar Room For temporary, enclosed seminar rooms constructed within an Exhibition, the following number of exits must be provided and arranged so as to afford a ready means of egress from all parts of the temporary structure. The minimum exit width and aisle to the exit is 1.0 metre.

Number of persons Exits

1- 25 1 exits

26 – 50 2 exits

51 – 75 3 exits

76 – 100 4 exits

100 -200 6 exits

Stand/Booth Electrical Installation Regulations (See Electrical Connection Guidelines)

Stand/Booth Lighting Installation Regulations The Centre’s general regulations for lighting installation in the stand/booth are as follows:-

• Lighting must be industry-approved.

• High-powered lights must be 1.0 metre away from flammable materials.

• All lighting must be at least 2.2 metres above floor level or protected in an approved way to prevent accidental burning.

• Where halogen tube lights are to be used, the globe unit must be protected with safety glass or a cage to minimise the risk of explosion and fire, and the lamp must not exceed the design capacity of the lamp holder.

• All temporary spotlights or the like are to be a minimum of 300mm from the partitions or combustible goods. Every spotlight shall be equipped with a guard attached to the lamp holder or the handle.

• Lighting and/or lighting equipment intended to be connected to the mains supply must be tested and tagged.

• All lighting and/or lighting equipment must be switched off and disconnected from the mains supply prior to leaving.

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Storage (See Traffic Management) The Kuala Lumpur Convention Centre does not provide storage facilities for contractor, sub contractors and exhibitor. Any storage requirement for early deliveries, late dispatches and for the holding of packaging materials must be formally submitted to the Event Organiser for approval. Such storage requirement is subject to availability.

Tobacco The selling of tobacco is strictly prohibited in the Kuala Lumpur Convention Centre without the express consent of the Centre. Exhibitors are responsible for obtaining such permits or licences from the Kuala Lumpur City Hall (DBKL) for selling tobacco at the stand/booth. Copies of the licences, permits and approvals obtained must be submitted to the Centre fourteen (14) days prior to the commencement of the Event.

Traffic Management Procedure (See Appendix G – Map Access to Vehicle Holding Area)

Loading Dock & Traffic Management – Purpose Traffic Management requirements are supplied to exhibition and event organisers and outline the Centre’s policy and procedures associated with traffic management for the move-in (delivery), and move-out of all events. It is the policy of the Centre that event-related traffic, both on the Exhibition Centre loading dock and adjacent public roads, is managed by the Centre’s Security department. It is the responsibility of all event organisers to ensure that the guidelines and policies outlined in this document are observed and performed by all people in their organisation, including principal contractors, exhibitors, sub contractors and all other agents involved in the delivery or removal of goods/equipment to or from the event/exhibition. It is the organiser’s responsibility to ensure that exhibitors and contractors are made aware of the following information regarding access to and the use of the loading dock: The purpose of this policy is to:

• Control and manage the flow of vehicular traffic both in and out of the Centre.

• Communicate event conflicts to clients, Police and the Event Organiser

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• Allow sufficient time to roster and implement traffic management plan prior to events.

• Provide qualified Centre traffic marshals for all events to accommodate the large scale of logistical traffic that occurs during all types of events.

Scope The traffic management plan will be primarily conducted in four (4) phases.

1. Planning pre event 2. Move-in 3. Operational 4. Move-out

Planning The Organiser’s Responsibility For the above objective to be successful, the organiser of the event must forward the following information in the form of a delivery/move out schedule, indicating access times for their contractors’, exhibitors and their contractors and subcontractors, to the Centre, to determine the number of traffic marshals and the need for a vehicle holding area:

• Move-in date and times (for multiple hall shows, please indicate the number of bi-fold

doors that will be open for access to the halls).

• Operational date and times.

• Move-out date and times

• Move-in and move-out schedules, i.e. pick up times etc.

• Expected traffic peak periods during each day of each phase.

• Details of contractors and exhibitors who require permission to park for longer periods

on the loading dock.

Move-In / Move-Out At the time of making an event booking, the organiser must take into consideration appropriate move-in or move-out times for the event, including custom stand and other event build-up requirements. For special events, dinners etc, this will include production equipment load-in, rehearsals etc. It is the organiser’s responsibility to ensure adequate move-in and move-out days are booked for the set-up and break-down of the event. This is to allow sufficient time to lay stands, rig, set up production equipment, position and set tables etc. A traffic marshal will be rostered to monitor access to the halls for deliveries and removal of goods. This cost is included in room rental. Should additional traffic marshals and security be required due to the event size/number of vehicles a quotation can be arranged. Exhibition Events The Exhibition Manager and Security Manager are responsible for advising re the appropriate number of Traffic Controllers for Exhibitions. The Centre may impose additional surcharges should the Event organiser request additional manning or should the traffic schedule prove inoperable.

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Convention Centre Events When events in the Convention Centre require use of the loading dock, it is the organiser’s responsibility to ensure accurate schedule details are supplied to the event coordinator to ensure the loading dock is

• Accessible and

• Properly manned at the required times, based on the number of vehicles expected for deliveries to your event.

If deemed necessary, the provision of additional traffic marshals will be at a cost to the organiser. Move In - Operation The Centre’s Security Department will be responsible for the traffic management plan implementation process. The Centre has a manned vehicle checkpoint that will monitor access to assist in the orderly flow of traffic in accordance with the move-in / move-out schedule as supplied by each Event Organiser. Traffic marshals will be placed at the vehicle holding area when applicable to ensure that the traffic plans are implemented to accommodate the different types and volumes of event traffic in accordance with the schedule provided. Communication Liaison between the Exhibition Organiser or their representative and the traffic marshal coordinating the traffic plan is essential for continuous access to the dock area and entry checkpoint. A logistical and traffic plan meeting is mandatory both, prior to and during the operational hours of an event to communicate the move in and move-out to discuss any potential conflicts that may arise. Operational Days The Centre will not provide traffic marshals during the operational hours of an event unless agreed at the traffic plan meeting. It is the organiser’s responsibility to have a dedicated security officer on duty within the contracted space to allow access for deliveries (replenishment) via the loading dock. As a standard rule, if there is no security on duty, then no access to the loading docks will be granted. No access will be permitted to the loading docks outside the scheduled event licensed period. Early access may or may not be granted depending on levels of business at the Centre and may incur further charges.

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Security The Exhibition Centre loading dock is secured by the Centre’s security. It is a condition of entry to all persons who require access to the loading docks that vehicles, equipment and personal belongings (i.e, bags etc) may be randomly searched by Centre Security staff upon entering and exiting the loading docks.

• Upon request, all drivers of vehicles who require access to the loading docks must present their drivers licence to Centre Security staff to verify their identity.

• A traffic marshal must be on duty when after-hours access to the contracted space is required.

• Company policy stipulates that the organiser must notify the Centre of exhibition operational hours, including move-in and move-out times.

• There is no parking available to contractors or exhibitors on the loading dock during the move-in, operation and move-out times of an exhibition, unless the organiser has prearranged this with either their Event Coordinator.

• Equipment/goods cannot be moved in or out via front-of-house areas, this includes the Porte Cochère at the main entrance to the Convention Centre.

• The traffic marshalling team is responsible for allowing access from the loading dock to the exhibition halls.

• The loading or unloading of equipment in the public roads within the KLCC precinct is not permitted.

• No responsibility will be taken by the Centre in the case of an accident and / or damage to equipment during the move-in, operational and move-out periods.

• Access to the Exhibition Halls via the bi-fold doors during operational hours is strictly prohibited once an event is in progress.

• By law the Centre is required to maintain clear access for egress from all emergency exit doors leading onto the loading docks.

Dedicated Dock Usage Areas The Exhibition Centre loading dock surface has been marked to indicate the following:

• Loading bays which include unique identification numbering of loading bays which will only be used for vehicles and vans to unload tools and equipment.

• Dock traffic

• Clear vehicle emergency egress

• Smoking zones Clear Vehicle Emergency Egress The clear vehicle emergency egress is to remain clear at all times to allow continuous movement of traffic exiting the loading dock. This will assist emergency vehicles to access the loading dock in the event of an emergency situation. Occupational Health and Safety Organisers and their contractors have a duty of care under the OHS Act to ensure that all staff and contracted personnel are aware that they have a responsibility, for the health, safety and welfare of all people in the work area and that any plant or systems of work which may be used are safe and without risks to health.

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This includes providing all employees with information, instruction, training and supervision to ensure not only their own health and safety but also that of others working or attending the vicinity. General

• The OHS requirements include keeping fire doors and cupboards unblocked, the checking of forklift licences, the wearing of high visibility clothing and covered shoes, the monitoring of trip hazards on the loading dock etc.

• No equipment is to be chained or tied to any fixed structure of the building.

• All gas bottles are to be stored in the appropriate cages.

• Any personnel not engaged by the organiser (such as children) are not allowed inside the halls and on the loading dock once move-in or move-out has begun.

• No contractor is permitted to drink alcohol on the premises during move-in or move-out or perform any work under the influence of alcohol or illegal drugs.

• All vehicles must drive at a slow speed (including forklifts) - no greater than 20 km per hour.

• Once an exhibition is operational, vehicles permitted onto the loading dock must not park in front of any fire exits.

• The organiser is to ensure that the contractors working within the vicinity of the loading dock are aware of all possible hazards, in particular in relation to mobile plant.

Vehicle Holding Area In order to facilitate move-in and move-out of Exhibition events, a vehicle holding area has been established in the close proximity to the Convention Centre. All vehicles requiring access to the loading docks must first report at the vehicle holding area at their scheduled time. Please refer to Appendix G for a copy of the Vehicle Holding Area Move-in/out Procedures and the Map Access to Vehicle Holding Area.

Water and Drainage Service to Pits Water supply and drainage is available in the Exhibition Halls of the Kuala Lumpur Convention Centre. The service pits connected in the Exhibition Hall by a finger trench system. At specific locations the finger trenches traverse under the Exhibition Hall loading dock wall to permit water supply to the Exhibition Hall from the loading dock. It is the responsibility of the exhibitors to arrange for the connection from the service pits to their equipment. Connection fees for water supply will apply. These must be pre-ordered prior to the commencement of the Event. The Centre must be informed of specific waste requirements, e.g. grease, and oil, etc. to ensure correct disposal methods are followed. ( See Appendix C – Water & Compressed Air Form)

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Weapons The use of any weapons in the Centre is not permitted. Where firearms form the basis of an exhibition, a special permit is required for the display of firearms.

The Event Organiser or Exhibitors must produce a copy of the necessary documentation to the Kuala Lumpur Convention Centre at least twenty-one (21) days prior to period.

Working in Public Areas (Foyers) Any structure of a temporary nature that is built or removed in the public areas or foyers of the Kuala Lumpur Convention Centre by a contractor must be cordoned off from the public and have appropriate work area signage displayed. No major painting and construction work is permitted at the foyers. Stands or structures are not allowed to be constructed in the foyers without the approval from the Centre. The foyers form part of the egress for evacuation of the Centre.

Welding and Hot Work Activities such as welding and grinding which involve the generation of hot sparks can only be carried out under an industry permit to work the system approved by the S.H.E. Manager.

No work shall commence until approval has been given by the S.H.E. Manager.

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Appendix A

Maps

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EXHOD001 – Appendix A

Map Access to Kuala Lumpur Convention Centre

KUALA LUMPUR CONVENTION CENTRE

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EXHOD001 – Appendix A

Map Access to the Loading Dock

KUALA LUMPUR CONVENTION CENTRE

EXHOD001 - Exhibition Guidelines Page 66 of 96 Version 1.3/ Date: 31/01/2011

Appendix B

Floor Plans

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KUALA LUMPUR CONVENTION CENTRE

EXHFP000a – Ground Level Page 67 of 96 Version: 1.3 / Date: 31/01/2011

EXHOD001 – Appendix B

Ground Level

EXHFP000b – Exhibition Hall 1 Page 68 of 96 Version: 1.3 / Date: 31/01/2011

EXHFP000c – Exhibition Hall 2 Page 69 of 96 Version: 1.3 / Date: 31/01/2011

EXHFP000d – Link Hall 3 Page 70 of 96 Version: 1.3 / Date: 31/01/2011

EXHFP000e – Exhibition Hall 4 Page 71 of 96 Version: 1.3 / Date: 31/01/2011

EXHFP000f – Exhibition Hall 5 Page 72 of 96 Version: 1.3 / Date: 31/01/2011

KUALA LUMPUR CONVENTION CENTRE

EXHFP003a – Level 3 Page 73 of 96 Version: 1.3 / Date: 31/01/2011

EXHOD001 – Appendix B

Level 3

EXHFP003b – Conference Hall 1,2 &3 Page 74 of 96 Version: 1.3 / Date: 31/01/2011

EXHFP003c – Grand Ballroom 1 & 2 Page 75 of 96 Version: 1.3 / Date: 31/01/2011

EXHFP003d – Banquet Hall Page 76 of 96 Version: 1.3 / Date: 31/01/2011

Appendix C

Forms

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KUALA LUMPUR CONVENTION CENTRE

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APPENDIX C – FORMS

The following forms can be download from our website www.klccconventioncentre.com

Section Title

Appendix C EXHF402a – Audio Visual EXHF402b – Beverage EXHF402c – Booth Catering EXHF402d – Telecommunications EXHF402f – Water & Compressed Air EXHF402g – Potted Plants & Flower Form EXHF402h – Rigging EXHF402i – Security Services EXHF402j – Service Staff EXHF402k – Stand Cleaning EXHF402l – Internet Services EXHF403 – Electrical Connection Request (For Official Stand Builder Only) EXHF404 – Rigging Load Indemnity EXHF405 – Food & Beverage Sample Request

Appendix D

Local Authorities Contact

Details

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EXHOD001 – Appendix D

LOCAL AUTHORITIES CONTACT LISTS

Department of Veterinary Services Malaysia (Jabatan Perkhidmatan Haiwan) Wisma Tani, Podium Block Lot 4G1, Precint 4 62630 Putrajaya Tel: +603 8870 2000 Fax: +603 8888 6021 http://agrolink.moa.my/jph

Department of Immigration, Malaysia (Ibu Pejabat Jabatan Immegresen Malaysia) (Kementerian Dalam Negeri) Tingkat 1-7,(Podium) No 15, Persiaran Perdana, Presint 2, 62550 Putrajaya, Wilayah Persekutuan Tel : +603 8880 1000 Fax : +603 8880 1200 www.imi.gov.my

Fire and Rescue Department (BOMBA) (Jabatan Bomba dan Penyelamat) Jalan Maharajalela 50458 Kuala Lumpur Tel: +603 2148 4444 Fax: +603 2145 1625 www.bombakl.gov.my

Kuala Lumpur City Hall (Dewan Bandaraya Kuala Lumpur) Bangunan DBKL Jalan Raja Laut 50350 Kuala Lumpur Tel: +603 2617 9931 www.dbkl.gov.my

Phonographic Performance (M) Sdn Bhd 2nd Floor, Wisma Hiap Lee 139-2, Jalan Segambut 51200 Kuala Lumpur, Malaysia Tel: +603 6252 5588 Fax: +603 6252 1818

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LOCAL AUTHORITIES CONTACT LISTS

Music Author’s Copyright Protection (MACP) No.6-3, Jalan 3/114 Kuchai Business Centre Jalan Kuchai Lama 58200 Kuala Lumpur Tel: +603 7984 5089 Fax: +603 7984 5090 Email: macp@streamyx.com www.macp.com.my

Licensing Department, Kuala Lumpur City Hall (Jabatan Perlesenan) Dewan Bandaraya Kuala Lumpur Tingkat 10-13, Menara DBKL Bandar Wawasan, Jalan Raja Abdullah 50300 Kuala Lumpur Tel: +603 2617 6000 Fax: +603 2698 3750 http://elesen.dbkl.gov.my

Royal Malaysian Police (Polis Diraja Malaysia) Ibu Pejabat Polis Diraja Malaysia Bukit Aman 50560 Kuala Lumpur Tel: +603 2262 6222 Fax: +603 2273 6902 Email: rmp@rmp.gov.my www.rmp.gov.my

Royal Malaysian Customs (Kastam Diraja Malaysia) Kompleks Kastam Wilayah Persekutuan Kuala Lumpur No.22 Jalan SS 6/3 Kelana Jaya 47301 Petaling Jaya Selangor Draul Ehsan Tel : 03-7884 0800 Fax : 03-7804 1579 Email : kastam@customskl.gov.my www.customskl.gov.my

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LOCAL AUTHORITIES CONTACT LISTS

Quarantine & Import/ Export Control Section Department of Veterinary Services Malaysia 5th Floor Podium Block 1A Lot 4G1, Precint 4 62630 Putrajaya Tel: +603 8870 2000 Fax: +603 8888 6021

Public Performance Malaysia Sdn. Bhd. No. L-8-2, 8th Floor, Block L, No. 2, Jalan Solaris, Solaris Mont' Kiara, 50480 Kuala Lumpur. Malaysia TEL: 603-6207 2888 FAX: 603-6207 2999 Email : info@ppm.org.my

Appendix E

Emergency and Evacuation

Procedures

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EXHOD001 – Appendix E

EMERGENCY AND EVACUATION PROCEDURES

The Kuala Lumpur Convention Centre has an Emergency Evacuation Plan to enable the successful evacuation of staff, exhibitors and visitors in the case of a fire or other emergencies. All Kuala Lumpur Convention Centre staff will assist in the evacuation if the need arises. Event Organisers, Contractors and Exhibitors and their employees must be familiar with the emergency exits and it is crucial that all occupants of the Centre must be aware of the Kuala Lumpur Convention Centre Emergency Procedures Plans. Action Upon Hearing the Fire Alarm

a) Upon the sounding of the emergency tone, immediately stop any ongoing activities.

b) Stay in your location and wait for instructions from the Floor Warden or the PA system.

c) Switch off all electrical equipment being used if necessary. d) After receiving the evacuation order, evacuate the building in an orderly manner

to the assembly area which is located at the KLCC Park. e) Use nearest and safest exit. f) Proceed to the predetermined emergency assembly area and report to the Floor

Warden / designated staff for roll call. g) Wait for further instructions

The Fire Alarm makes a Whoop Whoop sound

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EMERGENCY AND EVACUATION PROCEDURES

Evacuation Assembly Area

a) During an evacuation Event Organisers, Exhibitors, Visitors and Contractors in any hall or any part of the Centre must be assembled at the nearest Assembly Area.

b) The Evacuation Router and Assembly Areas are outlined on the maps above. c) These maps should be studied by all Exhibitors and Contractors and all their staff

or agents as part of their familiarisation with the Centre’s physical infrastructure. Action in the Event of Fire

a) Raise the alarm by activating the nearest fire break alarm. b) Report the incident to the nearest Supervisor who has a radio or any type of

communication system c) Attempt to put out the fire if it is safe to do so using the fire fighting equipment. Do

not put yourself at risk. d) If the smoke or fire threatens to endanger others, close all the doors and

evacuate the occupants to the assembly area which is located at the KLCC Park.

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EXHOD001 – Appendix E

EMERGENCY AND EVACUATION PROCEDURES

Calling for Security/ Safety Manager

a) Call Kuala Lumpur Convention Centre’s Fire Control Room – Extension 555. b) Make the communication clear and brief.

“This is …………... (state your location). We have a fire at …………….” c) Wait for further instructions.

Centre Contact Details

Role Title Phone No One Phone No Two

Chief Warden Security Manager Safety Manager

012 2967 854 012 2940 753

+603 2333 2957 +603 2333 2905

Communication Officer

Fire Control Operator

Ext. 555 +603 2333 2900

Appendix F

Signage Guidelines

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EXHOD001 – Appendix F

SIGNAGE GUIDELINES

Light Box

Location and Description Size Suitable Materials

Ground Level Foyer Vary Perpex Plexiglas Tarpaulin Polycarbonate sheet Duratrans Any suitable materials

Located at the top of each entrance door of the Exhibition Hall 1 – 5

Refer to drawing available

Number available: 4

Banner Pillar

Location and Description Size Suitable Materials

Centre Main Entrance Vary Tarpaulin Canvas Any suitable materials Vertical banner and four

protruding hooks available for attachment – mounting banners

Refer to drawing available

Number available: 6

Banner Rigging Point

Location and Description Recommended Size Suitable Materials

Exhibition Hall 1 – 5 Vertical:- Width 1500mm Height 3000mm

Fabric Vinyl Tarpaulin Canvas Any suitable materials

Vertical and horizontal banners suspended from the mobile grid system Horizontal:-

Width 4000mm Height 2000mm Refer to drawing available

Conference Hall 1 – 3 Grand Ballroom 1 & 2

Vertical:- Width 1500mm Height 3000mm Horizontal:- Width 4000mm Height 2000mm

Fabric Vinyl Tarpaulin Canvas Any suitable materials

Vertical and horizontal banners suspended from the fixed rigging points

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EXHOD001 – Appendix F

SIGNAGE GUIDELINES

Banner Rod

Location and Description Recommended Size Suitable Materials

Exhibition Hall 1 – 5 Foyer Vertical:- Width 1500mm Height 3000mm Horizontal:- Width 4000mm Height 2000mm Refer to drawing available

Fabric Vinyl Tarpaulin Canvas Any suitable materials

Vertical and horizontal banners suspended from the fixed rod

Rod Length : 5.10metres

Number available : 34

Centre Core Concourse Vertical:- Width 2000mm Height 5000mm Refer to drawing available

Fabric Vinyl Tarpaulin Canvas Any suitable materials

Vertical banners suspended from the fixed rod

Rod Length : 2.40metres

Number available : 3

Centre Core Level 1 Foyer Horizontal:- Width 4000mm Height 1500mm

Fabric Vinyl Tarpaulin Canvas Any suitable materials

Horizontal banners suspended from the fixed rod

Rod Length : 5.20metres

Number available : 6

West Wing Level 3 Foyer Vertical:- Width 1500mm Height 3000mm Horizontal:- Width 4000mm Height 2000mm

Fabric Vinyl Tarpaulin Canvas Any suitable materials

Vertical and horizontal banners suspended from the fixed rod

Rod Length : 3.70metres

Number available : 16

East Wing Level 3 Foyer Vertical:- Width 1500mm Height 3000mm Horizontal:- Width 4000mm Height 2000mm

Fabric Vinyl Tarpaulin Canvas Any suitable materials

Vertical and horizontal banners suspended from the fixed rod

Rod Length : 3.70metres

Number available : 18

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EXHOD001 – Appendix F

SIGNAGE GUIDELINES

Light Box

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EXHOD001 – Appendix F

SIGNAGE GUIDELINES

Banner Pillar

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EXHOD001 – Appendix F

SIGNAGE GUIDELINES

Banner Rigging Point

Exhibition Hall 1 to 5

Banner Rod

Centre Core Concourse

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EXHOD001 – Appendix F

SIGNAGE GUIDELINES

Banner Rod

Foyer: Ground Level and Level 3

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Appendix G

Vehicle Holding Area

Page 94 of 96

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EXHOD001 – Appendix G

VEHICLE HOLDING AREA

The Kuala Lumpur Convention Centre vehicle holding area is located at No.6 Jalan Stonor, open space car park, the lot is 300m from the Convention Centre in order to facilitate move-in and move-out during exhibition at the Kuala Lumpur Convention Centre/ Vehicle Permit for Lorries / Light Goods Vehicle Vehicle permit will be issued to each exhibitor for entering the loading docks of the Kuala Lumpur Convention Centre on the move-in and move-out by the Organiser. The permit must be displayed on the windscreen to facilitate inspection and is only valid at the specified dates and times indicated on the permit. Move-in/out Procedures:- Control point will be set up at the check-point of the Kuala Lumpur Convention Centre, only the vehicle with the

a) Vehicle Permit pre-issued by the Organiser AND b) Trip Pass issued at the Vehicle Holding Area by the Traffic Marshal

1. The vehicle holding area is open one hour prior to the pre-scheduled move-in/out time

until all the move-in/out activities finished.

2. Before proceeding to the Kuala Lumpur Convention Centre loading dock, all vehicles MUST first report to the Vehicle Holding Area. (Refer to Appendix G – Map Access to Vehicle Holding Area)

3. Upon arriving at the Vehicle Holding Area, the drivers MUST first present the Vehicle

Permit issued by organiser, queue up and wait for further instruction given from the traffic marshal of the Kuala Lumpur Convention Centre. The waiting time at the vehicle holding area may vary and would depend on the total number of vehicles, move-out speed and the prevailing traffic condition.

4. A Trip Pass will be issued to the drivers during build-up day(s) at the Vehicle Holding

Area by the Traffic Marshall. The driver must then proceeds to Kuala Lumpur Convention Centre Loading docks with

a) Vehicle permit b) Trip pass issued at the Vehicle Holding Area

5. Drivers falling to present the above 2 Permits will NOT be allowed enter into Kuala

Lumpur Convention Centre loading dock.

Please contact the Event Coordinator for any further inquires.

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EXHOD001 – Appendix G

MAP ACCESS TO VEHICLE HOLDING AREA