OCEANS12 Yeosu Exhibitor Kit Engyeosu12.oceansconference.org/userfiles/files/OCEANS12...Welcome Message l List of Referral Contacts l Major Plans and Check Lists Section 2 - OCEANS’12

OCEANS’12 MTS/IEEE Yeosu

EXHIBITOR KIT(Exhibitor Service Manual)

“The Living Ocean and Coast – Diversity of Resources and Sustainable Activities”

Co-Sponsored by

Marine Technology Society (MTS)

IEEE Oceanic Engineering Society (IEEE/OES)

The Korean Association of Ocean Science and Technology

Societies (KAOSTS)

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CONTENTS

Section 1 – Show Organizer Information and Check ListsWelcome Message l List of Referral Contacts l Major Plans and Check Lists

Section 2 - OCEANS’12 MTS/IEEE Yeosu Information 1. General Information

Section 3 - Rules and Responsibilities 1. Exhibitors' Obligation and Responsibilities 2. Booth Approval and Process 3. The Dos and Don'ts for Booth Installation 4. General Exhibition Rules 5. Insurance and Expenditure Rules

Section 4 - Booth Installation 1. Installation Itinerary 2. Shell Scheme Booth Installation 3. Customized Booth Installation 4. Additional Facilities 5. Removal and Advisory Notes

Section 5 - Service Information 1. Service Information 2. Exhibition Facility Information 3. Transportation Information 4. Parking Information

Section 6 - Order Forms 1. Order Form Lists [Form 1] Company Sign Order Form (Shell Scheme Booth) [Form 2] Additional Facilities Order Form [Form 3] Customized Booth Installation (Alteration) Order Form [Form 4] Dangerous Item Report and Approval Form [Form 5] Exhibition Item Clearance Order Form [Form 6] Extra Hour Exhibition Venue Usage Order Form [Form 7] Equipment Rental Order Form

Section 7 - FAQ

Appendix - List of Furnitures and Equipments

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Section 1Section 1Section 1Show Organizer Information and Check ListsShow Organizer Information and Check ListsShow Organizer Information and Check Lists


OCEANS’12 MTS/IEEE YeosuEXHIBITOR KIT

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Part Attachment Name Contact Information

Conference&Exhibit

Management

OCEAN'12 MTS/IEEE

Yeosu Secretariat

Yoon,

EunWoo

Tel. +82-2-6000-2507

H.P. +82-10-7527-0914Email. info@oceans12mtsieeeyeosu

Logistics, Customs,

Shipping

Korea Express Co.,

Ltd

John

Park

H.P. +82-10-4650-3622

Email. [email protected]

Hall Manager The Ocean ResortLee,

Hyunchul

Tel. +82-61-689-0852

H.P. 010-8608-4617

Email. [email protected]

To Our OCEANS’12 MTS/IEEE Yeosu Exhibitors:

Welcome to OCEANS’12 MTS/IEEE Yeosu. The exhibition of ocean science and technology

products and services is a major feature of the conference and we are delighted you will

be joining us. Our goal is to maximize attendee exposure to your exhibit and products

and we have several things planned in addition to the usual Tuesday evening reception in

the Exhibition Hall:

- Increased traffic – all attendees must enter through the exhibit hall

- A VIP tour of the exhibit hall by state and local dignitaries.

- Exhibitor Reception, Luncheon, Coffee Breaks will occur in the Exhibit Hall

- Free Internet “cafe” for attendees and exhibitors located in the Exhibit Hall

- Registration area right in front of the Exhibit Hall

We hope you enjoy your visit to the Beautiful South Coast of Korea, Expo 2012 Yeosu

and your experience exhibiting at OCEANS’12 Yeosu.

We want your experience in Yeosu to be enjoyable and profitable.

All the participants and installing companies are expected to follow every rules suggested

in this OCEANS'12 MTS/IEEE Yeosu Exhibitor Service Manual.

| Directory of Contractors & Services |

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| Major Plans and Check Lists |

Deadline PlanType

Form CheckShell Scheme

Customized

May 4, FridayCompany Sign Order (Shell Scheme Booth)

☐

May 4, Friday Badge Order ☐

May 4, Friday Additional Facilities Order ☐

May 4, FridayCustomized Booth

Installation(Alteration) Order☐

May 4, FridayDangerous Item

Report and Approval☐

During ExhibitionExhibition ItemTransport Order

☐

During InstallationExtra Hour Venue

Usage Order☐

May 21st (Mon) ~May 22nd (Tue)

Badge Distribution ☐

May 21st (Mon) 14:00Dangerous/Weighed Item

Delivery☐

May 21st (Mon) 09:00~21:00Exhibition Item Delivery and

Installation☐

May 21st (Mon) 14:00, TBC Start Electricity Supply ☐

May 21st (Mon) 16:00, TBC Phone/LAN available ☐

15 mins after the end of Exhibition

Stop Electricity Supply (except electricity supplied for

24hrs)☐

[Open] 08:30 [Close] 17:30 Open/Close Time ☐

17:30 ~ 18:00The time when participants are expected to leave the venue

☐

May 24th (Thu) 15:00~21:00 Removal ☐

May 24th (Thu) 16:00, TBCStop Electricity Supply and

Additional Facilities Provided☐

May 24th (Thu) 15:30~18:00Collect Furnitures/Equipment

Rent ☐

May 24th (Thu) 15:00~18:00 Exhibition Item Clearance ☐

May 24th (Thu) 15:00~18:00Booth removal and Material

Clearance☐

☞ The preparation of exhibition should be done by Monday, May 21st 09:00pm and all the participants and installing company's members are expected to leave the venue by then.

☞ Please be aware of the schedules listed above for your successful exhibition.

Quick GuideOCEANS’12 MTS/IEEE Yeosu Secretariat

Tel. +82-2-6000-2507 Fax. +82-2-6000-2501 Email. [email protected]

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Section 2Section 2Section 2General InformationGeneral InformationGeneral Information



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1. General Information

■ Title: OCEANS'12 MTS/IEEE Yeosu

■ Date of Entire Conference: 4 days, May 21st (Mon) ~ May 24th (Thu), 2012

Date of Exhibition: 3 days, May 22nd (Tue) ~ May 24th (Thu), 2012

■ Venue: Grand Ball Room + Emerald Room, The Ocean Resort Hotel, Yeosu

■ Co-Sponsors: Marine Technology Society (MTS),

IEEE Oceanic Engineering Society (IEEE/OES),

Korean Association of Ocean Science and Technology Societies (KAOSTS)

■ Organizer: OCEANS'12 MTS/IEEE Yeosu Local Organizing Committee

■ Patrons: 2012 Yeosu Expo, ONRG, KIMST, KORDI, Korea Tourism Organization

■ Expected Number of Participants: 600 persons from 45 countries

■ Theme: The Living Ocean and Coast – Diversity of Resources and Sustainable Activities

■ Exhibition Scale: 50 Companies/Organizations

■ Website: www.oceans12mtsieeeyeosu.org



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Section 3Section 3Section 3Rules and ResponsibilitiesRules and ResponsibilitiesRules and Responsibilities



EXHIBITOR KIT

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1. The Rules and Responsibilities of Exhibitors

1) Possibility for Alteration

It is required for the exhibitors to follow the organizing committee's instructions

regarding rules and responsibilities which are not provided in this manual. Also, those

rules and responsibilities are open for further alteration and will have same effect as

previous ones.

2) Unconducted Occupation or Usage

Even if an exhibitor fails to utilize all the contracted area, he or she is expected to pay

a rent for entire are which he or she made contract for. Organizers have right to

occupy the area where exhibition items are not displayed by the deadline, for better

purposes and proceedings.

3) Damage Compensation

If an exhibitor happens to damage anything located around the venue, he or she is

responsible for the compensation. The exhibitors cannot use paint, locker, glue, or nail

on the floor or wall of venue.

4) Safety Obligation

The exhibitors are asked to keep the safety obligation to prevent the possibility of

accident, and repair default equipment or booths for participants' safety. The organizers

are not responsible for damages and accidents caused by the exhibitor's misconducting

safety obligation.

5) Exhibition Items and Equipment Management

The Exhibitors are responsible for managing their exhibition items and equipments

located in their booths. If there is any unintended loss, the exhibitors cannot blame the

organizers for the loss, since the organizing committee has no obligation or

responsibility for managing the items and equipments in the exhibition venue.

There is comparatively high possibility for expensive goods such as laptop computer,

tablet PC, or camera to be stolen. Please do not leave those goods unattended.

6) Sublease Regulation

The organizing committee bans the exhibitors from subleasing the area, which

organizing committee allocated, to different companies.

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7) Violation and Sanction

If the exhibitors breach any provision listed in this manual and thereby have to stop

and restart their booth installation, they are expected to take care of all the extra

charged caused by extra works. Moreover, if the breach is severe and the organizing

committee's claim for violation is evident, the organizers can ask the them to stop

further processes and force removal. The organizing committee can bill the amount of

money for the removal.

8) Rule of The Ocean Resort Hotel

The exhibitors are asked to follow the rules requested by The Ocean Resort Hotel

which provides exhibition venue even if they are not dealt with in this manual.

2. Booth Approval and Process

1) When it is found that an exhibitor violated the rule for booths, he or she has to

start reinstalling the booth and pays for the extra costs. Even in the case of

reinstallation, the exhibitors have duty to keep the fixed schedule.

2) Please remind that every right regarding the booth approval and process belongs to

the organizer not the installing companies.

3) The Customized booth exhibitors are asked to display the blueprints, which are

granted by the organizing committee and The Ocean Resort hotel, in their booths,

so that the organizers, hall managers, or people in charge of fire-fighting can easily

found them when they are necessary.

4) The Customized Booth Installation (Alteration) Order:

The form must be submitted by May 4th, 2012.

(but, for duplex type, the order should be reported no later than May 1st, 2012)

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3. The Dos and Don'ts for Booth Installation

1) Company Sign

The companies' signs have to be displayed 'in' the booths. Every sign, poster, or

graphic has to be accord with the size regulation provided by the organizing

committee. The organizing committee may ask the exhibitors to replace or dismantle

their signs if inappropriate and to pay for the extra costs.

2) Electricity/Wiring

All the electricity installations have to be planned and implemented in compliance with

the regulation on the electrical facilities technology. The wiring should be implemented

only designated company. Especially, electrical facilities in Customized booths must be

installed by official designated company. The exhibitors cannot forego the installation

by themselves. Other wiring or electricity usage not approved is strictly banned. The

exhibitors are responsible for the damages owing to the violation.

3) Booth Installation

When it is found that an exhibitor violated the rule for booths, he or she has to start

reinstalling the booth and pays for the extra costs.

4) Fire Resistance Materials

① Materials should be capable of resisting fire and incombustible. And the exhibitors

should submit proof of fire resistance to the hall manager.

② Painting on the materials is banned inside of the venue.

5) Booth Ceiling

When installing temporary ceiling for the booth, the exhibitor should comply with the

fire defense regulation and laws of Republic of Korea. Also they should keep the

regulation of exhibition venue.

※ Please refer to the 10th provision below regarding installation condition for the duplex type of booth.

6) Load on Floor

If any structure outweigh the standard, the weigh should be distributed to be accord with

the standard. Any structure that outweighs 300kg/㎡ should be reported by submitting

'Weighed Item Report' to the organizing committee by Monday, May 7th, 2012.

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7) Passage Securement

The exhibitors should not display anything outside of the booths which will result in

crowded and congested paths. Every display should take place inside of the booths. It

is banned to do showcases and displays outside of the booths or in the public place.

8) Dangerous Item Management

The dangerous items should be handled, kept, and removed carefully. The dangerous

items are as listed below. Those items should be reported to the organizing committee

and granted for carrying them inside. The report submission is due by Monday, May

7th, 2012. Any items that are not approved by the organizing committee can not be

located inside around the venue.

Items which should

be reported

▶Dangerous Material Container

▶Molecule Accelerator

▶X-ray Generator

▶Radioactive Substances

▶High Electricity Device

▶Combustible Device

▶Liquid Mercury ▶Combustible and Explosive Substances

9) Lighting

Lightings including flash, light bar, and rotating lights are nor allowed in the exhibition

venue. Those lightening may cause damages to adjacent booths or entire exhibition.

4. Service Information

1) On-site Exhibition Service Desk

OCEANS'12 MTS/IEEE Yeosu will operate On-site Exhibition Service Desk from Sunday

May 20th to Thursday May 24th, 2012. To minimize possible problems which the

exhibitors might confront during the exhibition period, On-site Exhibition Secretariat will

secure staffs who are capable of handling electricity, internet (LAN), furniture, or Shell

Scheme booth. The On-site Exhibition Service Desk will be located inside of exhibition

venue during the preparation period. Please come visit and ask them to deal with your

problems.

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2) Exhibition Participant Pass

The exhibitors may receive participant passes which they requested online from on

Monday, May 21, 2012. The other participating companies will have difficulties entering

the exhibition venue if they do not have the passes. Please make sure that all the

participants receive their passes.

3) Intellectual Property Right

During the exhibition, the exhibitors are prohibited from displaying or providing any products

and services which violate other company's intellectual property rights such as copyrights,

trade marks, design rights or patents. If it is proved that an exhibitor violated the intellectual

rights, the organizing committee can dismantle his or her booth temporarily.

4) Noise Policy

Regarding utilizing audio-video aids, the exhibitors should follow the regulations shown

as below.

▶ The sound in the exhibition venue should not exceed 70db. (when measured 3 meters away

from the speaker)

▶ If the speaker have to be located withing 1.5m away from the booth, the speaker should

face the center of booth.

▶ The speaker located 3m away from the floor of the booth should be facing the enter of the

booth or directly below.

▶ The organizing committee will measure the sounds from the most adjacent passage from

the origins of sounds.

▶ Every speaker has to be connected directly to the most accessible spot.

▶ If the exhibitors ignore these regulations, the organizer can interfere the exhibition. The

organizer is not responsible for the damages which may be caused.

5) Recording

The exhibitors cannot record products or equipments that do not belong to their

companies. The exhibitors can video-tape and play the video-clips produced by their own

companies, only within their booths.

6) Exhibitor's Badge

If any outsider is proved to use steal the exhibitor's badge to enter the venue, he or she

will be asked to leave immediately. Moreover, in case that an exhibitor helped the

outsider to enter the venue without the report and approval, the organizing committee

can dismantle his or her booth without prior notification and compensation. Please be

aware of this policy when you feel need to summon others to be in the exhibition venue.

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7) Drinking

Alcohol is strictly regulated during the exhibition. The drinkers cannot participate in the

exhibition.

(however, drinking and sampling a beverage are allowed only if approved by the secretariat)

8) Booth Accommodation

The exhibiting company's staff should always be staying insider of the booth during the

exhibition period. It should be possible for visitors to get informations they need from

professional information clear, staff, or representative of the company.

9) Security Regulation

The exhibitors must always be responsible for their items or products. Please, do not

leave those items or product unattended. One staff or more should be observing to

avoid robbery or loss.

10) Expensive Item

During the exhibition, there are relatively high chances for expensive items such as

laptop, tablet PC, or camera to be stolen. Please do not leave those items attended.

And even after the exhibition hour, it is recommended the exhibitors keep those items

with themselves. The organizing committee will not be responsible for the loss from

robbery. And therefore the organizing committee will not compensate for financial

costs.

11) Promotion Gift

The exhibiting company may distribute the promotion gift in the assigned booth. Also,

prize lottery can be conducted when the purpose of event does not go against

custom.

12) The Exhibition Venue Usage

Every exhibitor is asked to leave the venue within 30 minutes after the official

exhibition hour during the exhibition period. However, if one is allowed to do extra

work under organizing committee's authorization, he or she can stay in the venue and

proceed the work. However, anyone who uses the venue after the official exhibition

hour for extra works, he or she has to pay for the extra costs for using the exhibition

venue. This rule will be applied to everyday from the day for installation to the day for

removal.

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13) Smoking

Everywhere inside the building is banning smoking. If anyone is found smoking in the

building, he or she will be paying fine under 30,000 KRW. For everyone's safety and

pleasure, please do not smoke.

14) On-site Sales

The exhibition prohibits any sales action aiming the visitors inside the venue. When the

exhibition company violates this provision, the organizing committee gains right to

intervene any activity taking place in their booths.

15) Waste Disposal

The wastes including wooden material, vinyl, and plastic bag should be disposed after

the end of exhibition. The companies who apply conditions listed below in the box

particularly must be aware of this policy. And in case of any problem related to the

waste disposal, the exhibitors are responsible for paying additional expenditures for the

disposal.

* Ask the hall manager for waste bag when necessary

· Companies who build their booths or equipments with wooden materials.· Companies who carry materials from outside in to support exhibition display.

· Companies who carry materials from outside in for decoration

· Companies who carry packing materials such as paper or vinyl in for protection

of exhibition items

5. Customs and Shipping (Exhibition Item) ※ Regarding customs and transportation for the exhibition items, please refer to the

‘Logitics, Customs Clearance & Shipping Guidelines’ (http://www.oceans12mtsieeeyeosu.org/main.cfm/EID/25/Exhibitor-Information/)

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6. Insurance and Expenditure Rules

1) Insurance

▶ The exhibitors are recommended to have insurance that covers all the accidents of exhibition

items and materials that may occur during the transportation. The insurance is best if it

covers delivery from where the items and materials are moved to the exhibition venue and

getting them back to final destinations.

▶ The ultimate responsibilities for managing the exhibition items are upon the exhibitors. The

exhibitors should by an insurance to prepare possible situation that they may lose their items

and to prevent further financial damages.

▶ The organizing party is not responsible for the damages caused by fire, robbery, or natural

disaster.

2) Expenditure

▶ The exhibitors are responsible for managing their own items and equipments. Not only during

the exhibition but also during the preparation and removal period, One staff or more from

the companies should always stay in the booths and manage their items and equipments.

▶ All the exhibitors in the venue must always wear their badges during all the preparation,

exhibition, and removal period. The exhibition manager should make sure that all of the

exhibitors and relevant staffs are wearing their badges. In the case of robbery or loss, please

notify the exhibition secretariat and the organizing committee of the incident.

▶ During the exhibition, there are relatively high chances for expensive items such as laptop,

tablet PC, or camera to be stolen. Please do not leave those items attended.

▶ The organizing party or installing company is not responsible for the damages caused by fire,

robbery, or natural disaster.



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Section 4Section 4Section 4Booth InstallationBooth InstallationBooth Installation



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1. Booth Installation Schedule

1) Installation Itinerary

DATE 08:00 10:00 12:00 14:00 16:00 17:00 18:00 20:00 22:00 24:00

May 20th (Sun)

Booth Installation

May 21st (Mon)

Booth Installation

Exhibition Item Carried in

May 22nd (Tue)

Exhibition

May 23rd (Wed)

Exhibition

May 24th (Thu)

Exhibition Removal

※ The booth installation can take place from 9 am may 20th. All the customized booths should

be installed by officially authorized installing companies. If the exhibitors are found using the

construction companies which was not assigned and approved by the organizing committee.

All the extra costs that may occur due to restarting the installment and sudden changes are

to be taken care of the exhibitors.

▶ The opening hour for the installment and removal period is from 9 am to 9 pm.

▶ But if the exhibitors find needs to spend extra hours after the opening hour, they

should fill out Extra Hour Venue Usage Order form and submit to the organizer's

office by 5 pm of the day they want to use. There will be extra charges for the

additional usage.

▶ The height regulation for the exhibition items and equipments are 3.5m, maximum.

▶ The exhibitors should not dismantle their booths before the designated time for the

dismantlement. The exhibitors are requested to keep the fixed schedule. If they

happen to be late for the dismantlement, the organizer may charge you the

additional costs which occurs during the late removal.

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2) Itinerary Details

Task Schedule

Booth InstallationMay 20th (Sun)~May 21st (Mon)(09:00-21:00)

◎ Badge Distribution May 21st (Mon) 09:00 ~

◎ Shell Scheme Setup Completion May 21st (Mon) 09:00

◎ Customized Booth SetupMay 20th (Sun) 09:00 ~ 21:00May 21st (Mon) 09:00 ~ 21:00

◎ Weighed Exhibition Item Carry into May 21st (Mon) 14:00

◎ Regular Exhibition Item Carry into May 21st (Mon) 09:00 ~ 21:00

◎ Electricity Supply May 21st (Mon) 14:00 TBC

◎ Phone and Internet May 21st (Mon) 17:00 TBC

Exhibition 　

◎ Exhibition Hours (visitors)May 22nd (Tue) 08:30 ~ 17:30May 23rd (Wed) 08:30 ~ 17:30May 24th (Thu) 08:30 ~ 15:00

◎ Electricity Supply Suspension 15 minutes after the exhibition hours

Removal 　

◎ Electricity, Internet and Phone Supply Suspension May 24th (Thu) 15:30

◎ Collecting Rental Equipments May 24th (Thu) 15:30 ~

◎ Taking the Exhibition Items Out May 24th (Thu) 15:30 ~

◎ Exhibition Item Removal◎ Booth Removal

May 24th (Thu) 15:30 ~May 24th (Thu) 15:30 ~ 21:00

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3) The Exhibitor and Relevant Participant's Pass

The exhibitors may receive participant passes which they requested online from on

Monday, May 21, 2012. The other participating companies will have difficulties entering

the exhibition venue if they do not have the passes. Please make sure that all the

participants receive their passes.

4) Cargo Vehicle Entrance Regulation

▶ The parking fee will not be charged to all the cargo vehicles which are carrying the

exhibition items in and out.

▶ Regulation

The height: maximum 2.1m (In-door Parking Lot) / Speed Regulation 10km/h

2. Booth Installation and Removal

1) Shell Scheme Installation and Removal

▶ The organizer assigns the company for Shell Scheme installation and removal.

Task Schedule

InstallationMay 20th 09:00 ~ 21:00

May 21st 09:00

Item Display May 21st 09:00 ~ 21:00

2) Shell Scheme Booth

Material Unit Measurement Material Unit Measurement

Octa System 1 3x3x2.5(m) Consent (2) 1 15A/220V

Floor (pytex) 1 3x3(m) Company Sign 1 3x0.3(m)

Fluorescent light

1 40WBooth Number

Sign1 0.3x0.5(m)

spotlight 3 100WInformation Desk/Chair

1 each

※ If the exhibitors want addition materials more than those listed above, they have pay

extra fee.

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[bird’s-eye view]

Perspective View Bird’s Eye-View

Top View Front View

3) Supplement and Alteration

▶ The exhibitors cannot supplement or alter fixed installation plan.

4) Lighting and Electricity

▶ The basic electricity provided for lighting is 1KW (15A/220V 2 sockets).

▶ If the exhibitors need more than basic electricity, they have to fill out the order for

extra electricity usage.

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Task Schedule Remarks

Blueprint Submission May 4th (Fri)to the exhibition secretariat and the hall manager

Installation

May 20th (Sun) 09:00~21:00Dangerous Items- May 21st (Mon)

Item Display

3. Customized Booth Installation and Removal

1) Customized Booth Installation and Removal

▶ The organizer assigns the company for the installation and removal.

▶ All the materials and equipments should be prepared in advance so that the

installation can be done in time.

▶ The exhibitors are expected to comply with all the provisions listed in this manual.

2) Assigned Installation Companies

The exhibitors may choose company who would conduct installation for their booths

among companies which are assigned by the organizing committee. If there occurs a

problem caused by company which is not authorized, the organizing committee

reserves right to waive compensation.

(Contact: OCEANS'12 MTS/IEEE Yeosu Secretariat, Email: [email protected])

3) Customized Booth Approval

▶ It is important for the Customized Booth exhibitors to visit the venue in advance to

figure out the layout and shape of venue in advance. The visit will help themselves

to grasp the idea how to plan their booths.

▶ The Customized Booth exhibitors should submit floor plan, elevation(event stage

location, speaker location, electricity power, and Rigging design and weights) and

other equipment's location for their booths, to the organizing committee and the hall

manager. The files should be jpg files. The organizer have to judge if they are in

compliance with the regulation and then approve plans for the booths if it is.

(Contact: OCEANS'12 MTS/IEEE Yeosu Secretariat, Email: [email protected])

▶ If the event stage is planned too close to interfere adjacent booths' operation and

passage, the plan may be rejected.

▶ If an exhibitor proceed installing the Customized Booth without the organizing

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committee and the hall manager's approval, their installation in the venue can be

banned immediately on the site.

4) Height Regulation (including the company sign)

▶ The booth cannot be higher than 3.5m

4. Other Facilities

1) Facilities Fee

Facility Details Price

Booth Sign need to fill out the form Free

Electricity220V/60HZ 50,000KW

220V 24hours 70,000KW

Phonelocal 50,000KW/1 unit

international 150,000KW/1 unit

Internet Cable including fee for installation and usage 150,000KW/port

2) Details

① Electricity

• Since electricity that will be provided for the exhibition is 220V, prepare down

transformer when you use 110V.

• Installation Details

- Shell Scheme: The organizing committee provides the daytime lights and earth

leakage breaker.

(If the exhibitors need more than basic electricity, they have to fill out the order for extra

electricity usage.)

- Customized Booth: The organizing committee provides daytime lights. But, further

electricity installation will be done by official contract electrical companies.

(If the exhibitors need more electricity except the daytime lights, they have to fill out the

order for extra electricity usage.)

• The exhibitors should use safety devices when they have expecially sensitive machines

to use. The electricity will be supplied from 9 am to 6 pm. When extra work is

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needed, it is required to submit extra hour electricity usage order to the organizing

committee.

• If the exhibitors want to use multi-tap, they have ask electricity installation company

to install the multi-tap. No matter how minor the work seems to be, it is always

important to work with appointed professional companies.

• Please report the entire amount of electricity needed for both lightings and other

operations. If it appears during the exhibition that the booth is short of electricity

supply, the exhibitors need to order additional electricity supply. This regulation

sought to minimize the possibility of accidents caused by electricity leakage and fire.

② Telephone

• The order telephone is assigned with each different number for each booth. The

number will be shown on the telephone device.

• If the exhibitor ordered, the international telephone is also available. If the spent

amount exceeds the amount the exhibitor paid when they ordered the telephone

system, the exhibitor has to pay exceeded money separately.

③ Internet Cable (LAN)

• The internet cable is provided only to those who ordered the service in the

additional facilities order from.

• The internet cable will be prepared in proper place in case of Shell Scheme.

• In case of the Customized Booth, the exhibitors must let the organizing committ

know where they want the cable to be located.

• Using wireless line sharer is not allowed during the exhibition.

• At the end of cable, the basic information for using internet such as IP address will

be provided.

5. Removal

1) Removal

• After the end of exhibition, the exhibitors are responsible for returning rental

equipments and items. The organizer will not be responsible for loss and damages

that the exhibitors cause.

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• The exhibitors should make sure there is nothing left inside the booth after they

complete organizing items and returning facilities.

2) Advisory Note

• Every decoration or equipment should be prepared outside of the venue. Only

assembling is possible inside of the booths.

• Devices using electric motor such as compressor, electric welder, power saw, etc are

prohibited inside the venue. Moreover, painting is also not allowed. As a part of fire

regulation, industrial glue cannot be used for fixing the floor. Glue which can bo

easily removed such as latex glue should be used when necessary.

• If the exhibitors caused some damages while painting or nailing, they must

compensate for the damages they caused.

• Under the trench cover of floor, electricity is flowing. Therefore, cleaning using any

fluid is strictly banned inside the exhibition venue. The exhibitors must always make

sure that they do not spill anything on the floor.



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Section 5Section 5Section 5Service InformationService InformationService Information



EXHIBITOR KIT

- 27 -

1. Service Information

1) Exhibitor's Badge

If any outsider is proved to use steal the exhibitor's badge to enter the venue, he or

she will be asked to leave immediately. Moreover, in case that an exhibitor helped the

outsider to enter the venue without the report and approval, the organizing committee

can dismantle his or her booth without prior notification and compensation. Please be

aware of this policy when you feel need to summon others to be in the exhibition

venue.

① Purpose

Only registered or approved people can have access to the exhibition venue. And the

badge symbolizes that the one is registered or approved to have an access. Please

keep your badges with yourself. You can be asked to leave the place if you do not

wear the badge.

② Badge Recipients

The badges are distributed to managers who have reason to stay inside the venue for

the exhibition. Those include people who are in charge of promotion, advertisement, or

sales.

③ Order

Order is available on the official OCEANS'12 MTS/IEEE Yeosu website:

(www.oceans12mtsieeeyeosu.org) by Friday, May 4th.

④ Distribution

The badges will be distributed on May 21st at the on-site exhibition secretariat.

⑤ Loss and Reissue

In case of loss, the exhibitors can ask for reissuance at the registration desk.

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2. The Ocean Resort Hotel

1) Hotel Information

Address : The Ocean Resort Hotel ,99 ,Soho-dong, Yeosu-si, Jeollanam-do, Korea

(www.theoceanresort.co.kr)

2) Booth Layout (※This layout may be changed)

3. Transportation ※ Regarding transportation to The Ocean Resort, please refer transportation information

on the website: http://www.oceans12mtsieeeyeosu.org/main.cfm/CID/22/Transportation/

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4. Parking

1) Entrance for Parking

▶ Parking lot is provided to every participants without charges.

① In-door Parking Lot : enter through the main entrance of hotel.

(Cars under 2.1 allowed only)

② Out-door Parking Lot: enter through the main entrance of hotel then drive toward

back of the exhibition venue.

Quick GuideParking Information The Ocean Resort Hotel


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Section 6Section 6Section 6Order FormsOrder FormsOrder Forms



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1. Order Forms Check Lists

Form Contents Deadline

Type

Shell SchemeBooth

Customized Booth

Form 1 Company Sign Order May 4th (Fri) required -

Form 2 Additional Facilities Order May 4th (Fri) optional

Form 3Customized Booth

Installation(Alteration) OrderMay 4th (Fri) - required

Form 4Dangerous Item

Report and Approval OrderMay 4th (Fri) optional

Form 5Exhibition Item

Removal and Carrying Out Order During Exhibition required

Form 6 Extra Hour Venue Usage Order During Installation optional

Form 7 Equipment Rental Order May 11th (Fri) optional

※ There may be disadvantages such as extra charges or limited services if one fails to keep the deadline.

※ Please submit the forms via e-mail or fax.



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Form 1 Company Sign Order

｜OCEANS’12 MTS/IEEE Yeosu Secretariat｜Tel: +82-2-6000-2507 / Fax: +82-2-6000-2501 / Email: [email protected]

Deadline: 2012. 5. 4(Fri) ※ required

1. Orderer's Information

Company Name

Contact Point Phone(Office) Name/Title

(Cell) E-mail

2. Company Sign

※ Only English available. Superlative expression is not allowed.

※ The sign will be written in capital letters. Please be careful with the

spelling and space.

※ Submit via E-mail([email protected]). Please make your file

name in accord with the name of your company.

I agree in placing this order for Company Sign

2012, , .

Company Name :

Representative : (Signature)

Messrs. 「OCEANS'12 MTS/IEEE Yeosu」Secretariat

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Form 2 Additional Facilities


Deadline: 2012. 5. 4(Fri) ※Optional


Company Name


(Cell) E-mail

2. Application Details

Facilities Detailed Price VAT(10%) Sum

Electricity

Basic Supply

50,000KW × ( )KW = ( KW) KW KW

24 Hours Supply

70,000KW × ( )KW = ( KW) KW KW

PhoneLocal 50,000KW × ( )Unit = ( KW) KW KW

International 150,000KW × ( )Unit = ( KW) KW KW

Internet Cable(LAN)

150,000 Port × ( )Port = ( KW) KW KW

※ OCEANS'12 MTS/IEEE Yeosu Exhibition Service

Payment Account Information☞ Shinhan Bank 100-027-545873 Account Holder Global F&C inc. Lee Yeon-Baek

※ Document to be attached: A Copy of Payment Certification


2012, , .

Company Name :



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Form 3 Customized Booth Installation (Alteration)


Deadline: 2012. 5. 4(Fri) ※Optional


Company Name


(Cell) E-mail

2. Installment Company's Information

CompanyN a m e

A d d r e s s

Contact PointName Division/Title

Phone(Office) Fax(Cell) E-mail

Reason for L a y o u t Alteration

※ Only Fill Out if You Plan to Change the Layout

※ The exhibitors should submit two copies of elevation layout and floor

plan and then gain approval from the organizing committee in advance

to proceed the installation.

※ If the event stage is planned to be built too close to interfere adjacent

booths' operation and passage, the plan may be rejected.


※ Document to be attached: 2 copies of elevation layout and floor plan

2012, , .

Company Name :



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Form 4 Dangerous Item Report and Approval


Deadline: 2012. 5. 21(Mon)~ ※Optional


Company Name

Contact Point Phone(Office) E-mail

(Cell) E-mail

2. Contents

No. Type Unit Size Container Storage Method

1

2

3

4

5

6

7

※ Purpose of Carrying in:

☞ Carrying-in : 2012, (month), (day), (hour)

☞ Carrying-out : 2012, (month), (day), (hour)

Our company respects all the regulations and responsibilities set for the

safety of exhibition venue (The Ocean Resort Hotel) and therefore is

placing this order for your approval.

2012, , .

Company Name :



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Form 5 Exhibition Item Transportation


Deadline : During the Exhibition ※Required


Company Name


(Cell) E-mail

2. Exhibition Item

No. Item Unit Size Price etc.

1

2

3

4

5

6

7

※ Purpose of carrying out :

☞ Carrying-out : 2012, month , day , (hour: )

Our company respects all the regulations and responsibilities set for the

safety of exhibition venue (The Ocean Resort Hotel) and therefore is

placing this order for your approval.

2012, , .

Company Name:

Representative: (Signature)


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Form 6 Extra Hour Venue Usage


Deadline : During the Exhibition ※Optional


Company Name


(Cell) E-mail

2. Usage Hours

Date Starting Time Finishing Time Total Hours Fee

2012. 5. : : Hours KW

2012. 5. : : Hours KW

2012. 5. : : Hours KW

2012. 5. : : Hours KW

2012. 5. : : Hours KW

2012. 5. : : Hours KW

2012. 5. : : Hours KW

2012. 5. : : Hours KW

※ Person in Charge (Name : , Phone Number )

Our company respects all the regulations and responsibilities of the

exhibition venue (The Ocean Resort Hotel) and places the order for extra

hour venue usage

Scale of Booths Fee per an hour (including VAT)

1 ~ 10 Booths 242,000 KW

11 ~ 20 Booths 286,000 KW

21 ~ 40 Booths 583,000 KW

Over 41 Booths 693,000 KW

2012, , .

Company Name :



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Form 7 Equipment Rental Order


Deadline : During the Exhibition ※Optional


Company Name


(Cell) E-mail

2. Equipment Order (Please refer to appendix for the equipments)

CODE No. Items UNIT PRICE Quantity AMOUNT

Sub Total

VAT (10%)

Total Amount

※ OCEANS'12 MTS/IEEE Yeosu Exhibition Service

Payment Account Information☞ Shinhan Bank 100-027-545873 Account Holder Global F&C inc. Lee Yeon-Baek

※ Document to be attached : A Copy of Payment Certification

Our company respects all the regulations and responsibilities of the exhibition

venue (The Ocean Resort Hotel) and places the order for equipment rental service.

2012, , .

Company Name :



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Section 7Section 7Section 7F A QF A QF A Q



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1. What are the differences between the Shell Scheme Booth and Customized Booth?

▶ The Shell Scheme booth is a standard form of booth that the organizing committee

provides. The Shell Scheme booth has common shapes and details. The Customized

booth is a booth, the exhibitors can design separately by choosing installment

companies to build their own booths. To secure the customized booth, the exhibitors

should order more than 2 booths.

2. What is provided with Shell Scheme?

▶ These will be provided: Assembly type of wall, company sign and lamp for the sign,

booth number sign, carpet, 2 of 220V Socket (1Kw), 2 of spotlight, 1 desk, 1 chair.

3. What are the standards regarding the booth allocation?

▶ The organizing committee will try its best to reflect the requests from the exhibitors as

much as possible. But the ultimate allocation will be considered based upon the most

efficient placements and passage for the visitors.

4. Is there anything that the Shell Scheme Booth exhibitors should prepare additionally?

▶ The exhibitors can bring their own exhibition items, display stands, decoration equipments,

name cards, or catalogues. It is also possible to order the furnitures and equipments by

submitting the form. Moreover, using glue, nails, or something that would cause

permanent damage on the wall is prohibited.

5. How can the exhibitors install, change, or remove the lightings or partition?

▶ If the exhibitors want any alteration or equipments other than what Secretariat provides,

they may inquire the organizing committee on what they want and confirm the

possibility and approval. There may be extra charges caused by additional works.

6. In case of using the item that would use considerable amount of electricity, how much

Kw will be needed?

▶ 1Kw is provided as a base for every exhibitor. But, 1Kw can be insufficient to operate

the items they need. Checking the amount of electricity for their own items is

recommended. 1Kw may be sufficient for running laptop, water purifier, PDP, or LCD

player.

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7. Is it possible to order the additional equipments such as phones or LAN on site?

▶ No, the additional equipment is provided only those who ordered in advance. This is

because the work for installing those items requires prior electricity installment which

cannot be done instantly.

8. Can the exhibitors bring their own furniture and equipment?

▶ For the safety and enhanced security, the organizing committee itself takes care of all

the furniture and equipment. If the exhibitors need additional furniture or equipment,

they must submit Equipment Rental Order form to the secretariat.

9. Can the exhibitors have food inside the venue during the exhibition?

▶ No having food inside the exhibition venue is strictly banned during the exhibition.

10. What are the advisory notes for carrying in and out?

▶ The exhibitors can carry their items in and out without the organizer's approval.

However, they should report to the organizing committee and security inside the

exhibition venue in advance. The report is for preventing robbery and loss. The

exhibitors can report the items carried in and out by submitting the Exhibition Item

Transportation Report form which will be distributed at the secretariat or provided in

the exhibition manual. The security will check the items and let the exhibitors continue

their transportation if there is no problem found.

When removing the booths, the Shell Scheme booths’ exhibitors are only responsible

for returning the rental items and equipments. The organizer will take care of their

removal. In case of the Customized booths, the exhibitors are responsible for the

dismantlement within the fixed schedule. If the Customized booth exhibitors want to

employ others for the work, they can proceed the employment and later take care of

the payment.

The wastes including wooden material, vinyl, and plastic bag should be disposed after

the end of exhibition by the exhibitors or companies in charge of the booth removal.

Therefore, it is recommended that the exhibitor minimize the use of those wastes or

look for the companies who would take care of the waste disposal. If the exhibitors do

not dispose those wastes, the organizer can bill the payment used for the waste

disposal.

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11. When will the receipt for using the equipment and facilities be available?

▶ Once the exhibitors submit the order forms for the equipment and additional facilities,

the organizer will check the types, amounts, or prices of the order. The organizer will

send the exhibitor directly as soon as they confirm the payment made by the

exhibitors. If there is any possibility that the company's information may alter, please let

the secretariat staff know immediately.

- 43 -

- Appendix -- Appendix -- Appendix -List of Furnitures & EquipmentsList of Furnitures & EquipmentsList of Furnitures & Equipments



EXHIBITOR KIT

- 44 -

- 45 -

- 46 -

- 47 -

OCEANS'12 MTS/IEEE Yeosu Exhibitor KitContentsSection 1 - Show Organizer Information and Check ListsWelcome MessageDirectory of Contractors & ServicesMajor Plans & Check Lists

Section 2 - General InformationGeneral Information

Section 3 - Rules & Responsibilities3-1 Rules & Responsibilities of Exhibitors3-2 Booth Approval & Process3-3 The Dos & Don'ts for Booth Installation3-4 Service Information3-5 Customs & Shipping 3-6 Insurance & Expenditure Rules

Section 4 - Booth Installation4-1 Booth Installation Schedule4-2 Booth Installation & Removal4-3 Customized Booth Installation & Removal4-4 Other Facilities4-5 Removal

Section 5 - Service Information5-1 Service Information5-2 The Ocean Resort Hotel5-3 Transportation5-4 Parking

Section 6 - Order FormsOrder Forms Check Lists6-1 Company Sign Order6-2 Additional Facilities6-3 Customized Booth Installation6-4 Dangerous Item Report & Approval6-5 Exhibition Item Transportation6-6 Extra Hour Venue Usage6-7 Equipment Rental Order

Section 7 - FAQ FAQ

Appendix - List of Furnitures & EquipmentsList of Furnitures & Equipments

Documents

OCEANS12 Yeosu Exhibitor Kit Engyeosu12.oceansconference.org/userfiles/files/OCEANS12...Welcome Message l List of Referral Contacts l Major Plans and Check Lists Section 2 - OCEANS’12