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SAUDI MARITIME CONGRESS 2019
EXHIBITOR MANUAL
Dear Exhibitor,
Thank you for your valued support of the Saudi Maritime Congress.
It is important to us that your participation in the event is successful and with this in mind we have a few helpful
pointers before you read this technical information.
This exhibitor manual contains all the essential information you require to prepare your stand and maximise your
participation in the event.
Please read the manual at the earliest opportunity so that no vital information is forgotten, there are several
deadlines coming up which you shouldn’t miss.
We have included the contact details of our team as well as the email addresses of our contractors, so please feel
free to get in touch with any queries. For full details on the contractor’s services a web address has been included
where available.
Please remember that we are here to assist you on any matters relating to your participation in the event and will be
happy to offer any advice you may need.
We hope you have a successful event and look forward to seeing you soon.
Yours sincerely,
The Saudi Maritime Congress Operations Team
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1. EVENT TIMETABLE
Four Seasons Hotel Riyadh At Kingdom Centre P.O. Box 231000
Riyadh, 11321
Kingdom of Saudi Arabia
BUILD UP Space Only:
Saturday 9th March Sunday 10th March
10:00 – 22:00hrs 08:00 – 20:00hrs
Shell Scheme: Sunday 10th March
14:00-20:00hrs
OPEN PERIOD Monday 11th March Registration Open
09:00 – 17:30hrs 08:00hrs
Tuesday 12th March 09:00 – 16:30hrs Registration Open
08:00hrs
BREAKDOWN Tuesday 12th March Shell Scheme Space Only Wednesday 13th March
17:00-20:00hrs 18:00-22:00hrs 08:00 – 17:00hrs
If you want to work overnight on 9th March, Saturday, please let the organisers know by 14:00hrs.
It is a contractual agreement that your stand is not dismantled in any way or product removed and remains manned
until the show closes. Contractors will only be granted access into the hall at 17:00hrs.
It is the exhibitors’ responsibility to remove all stand materials, packaging and waste from the halls. Please note that
charges will be levied for the removal of any discarded items.
*Full event programme can be found on the website.
CONTRACTOR BADGES
Every contractor working on your stand requires a contractors badge; these badges must be worn onsite at all times
during the build-up and breakdown periods of the show. The access for contractors will be through the main gates
and the security team will supply contractors with contractor badges, contractors will need to provide Iqama OR ID.
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2. CONTACTS
2.1 OPERATIONS
Zerene Wilson Senior Operations Manager T: +971 4 407 2588 [email protected]
2.2 EVENT TEAM
Desi Zlatkova Event Manager - Maritime T: +44 (0)1206 201520 [email protected]
Antanina Severdiajeva Marketing Executive T: +971 4 568 3424 [email protected]
Richard Johnson Regional Business Manager T: +971 4 568 3428 [email protected]
2.3 OFFICIAL CONTRACTORS
ACCOMMODATION
Intercontinental Travel Co.
Mohammed Attia Tour Consultant M: +966 50 234 9783 T: +966 12 667 7988 Ext 138 E: [email protected]
Mohamed Nihad Tours & Marketing Coordinator M: +966 50 095 3001 T: +966 12 665 1210 Ext 134 E: [email protected]
AUDIO VISUAL
Expo Horizon – Waleed Omar T: +966 53 043 9497 [email protected]
CARPET/FLOORCOVERING
Expo Horizon – Waleed Omar T: +966 53 043 9497 [email protected]
CATERING
Four Seasons Hotel Riyadh T: +966 56 560 0402 [email protected]
DATA & TELECOM
Four Seasons Hotel Riyadh – Maher Sabsabi [email protected]
DRAWING APPROVALS
AbraxysGlobal Ltd T: +44 (0) 208 747 2045 [email protected]
ELECTRICS
Expo Horizon – Waleed Omar T: +966 53 043 9497 [email protected]
EXHIBITOR BADGES
Simone Carr T: +44 (0) 1206 201549 [email protected]
FURNITURE
Expo Horizon – Waleed Omar T: +966 53 043 9497 [email protected]
FLORALS
Four Seasons Hotel Riyadh – Yanal Tobak T: +966 56 560 0402 [email protected]
GRAPHICS
Expo Horizon – Waleed Omar T: +966 53 043 9497 [email protected]
PLATFORMS
Expo Horizon – Waleed Omar T: +966 53 043 9497 [email protected]
DELUXE SHELL SCHEME
Expo Horizon – Waleed Omar T: +966 53 043 9497 [email protected]
SPACE ONLY STAND BUILDERS
If you are a space only stand, it is your choice whom you use as your stand contractor, however we recommend: Expo Horizon – Waleed Omar
T: +966 53 043 9497
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STAND PERSONNEL
Expo Horizon – Sherif Usman T: +966 56 731 3884 [email protected]
SECURITY
Four Seasons Hotel Riyadh – Yanal Tobak T: +966 56 560 0402 [email protected]
3. A – Z INFORMATION
Accommodation
If you are looking for a hotel in Riyadh, our Hotel Partner Intercontinental Travel Co. will gladly help you find the right accommodation.
Please get in touch with their representatives to arrange your stay.
Mohammed Attia Tour Consultant M: +966 50 234 9783 T: +966 12 6677988 Ext-138 E: [email protected]
Mohamed Nihad Tours & Marketing Coordinator M: +966 50 095 3001 T: +966 12 665 1210 Ext-134 E: [email protected]
Activities and demonstrations
Exhibitors should not engage in any activity or employ any purpose or device that tends to create unreasonable congestion in the gangways. Demonstrations should be planned to take place in the centre of the stands to give room for an audience. Where a demonstration is causing unreasonable congestion in the gangway which is either an emergency gangway, or is detrimental to the environment of surrounding exhibitors, the Organisers reserve the right to curtail the activities on the stand.
Any exhibitor wishing to operate machinery or carry out mechanical demonstrations on their stand must ensure that a Risk Assessment is carried out and that these practices constitute no fire or safety hazard, nor interfere with the activities of visitors and exhibitors.
All moving parts must be effectively guarded and controls situated beyond public reach. The Organisers reserve the right to curtail any practice, which they consider dangerous or detrimental to the show.
All seating for the public should be strictly contained within your stand area and comply with the current local regulations. Exhibitors running films/video back projectors with commentary or any form of presentation are reminded that sound must be kept to a reasonable low level. This level will be monitored within the exhibition area. If it is found that you are exceeding this, the stand manager will be informed. If you receive three warnings and do not reduce the sound on your stand, UBM reserves the right to disconnect the power to your stand.
Failure to comply with this noise level may result in a fine, enforcement notice or injunction under the Environment Protection Act 1990 and the Control of Pollution Act 1974. All audio speakers must be facing inwards on the stand and not facing the gangways.
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If you are planning to host any activities on your stand, please let us know prior the event.
Animals
Animals are not allowed in the exhibition halls for the duration of the tenancy with the exception of registered
assistance dogs. During the build-up and breakdown periods no animals will be allowed onsite if it is deemed unsafe.
At all times the Organisers decision is final.
Badges
No one will be permitted into the exhibition hall during build-up, open period or breakdown without the appropriate
pass.
Exhibitor Badges
Every member of your staff who will be working on your stand requires an exhibitor badge. These badges must be
worn on site at all times during the open period of the exhibition. The link for you to register your exhibitor badges
will be sent directly to you from Desi Zlatkova, [email protected] by 1st March 2019.
Exhibitors can collect their badges from Sunday 10th March during build up after 14:00hrs at the registration desks in
the function area or during the open days of the event from 08:00hrs.
Contractor Badges
Every contractor working on your stand requires a contractors badge; these badges must be worn onsite at all times
during the build-up and breakdown periods of the show. The access for contractors will be through the main gates
and the security team will supply contractors with contractor badges, contractors will need to provide Iqama OR ID.
Balloons
The use of gas filled balloons is strictly prohibited at this venue
Canvassing
Exhibitors may only conduct business and distribute literature from within the boundaries of their own stand. Under
no circumstances may activities spill into gangways – this includes the use of promotional staff or characters. If you
are approached on your stand by unwelcome visitors trying to sell their products, please take a business card and
inform the Organisers Office immediately.
All exhibitors are advised that unless they have a contractual agreement with the event organisers, all promotional
activity is restricted to the limits of their stand. For details of opportunities available in the halls, please contact the
sales team.
Catalogue (Event Guide)
These can be collected from the entrance to the event, within the registration area.
Catering
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If you would like to order any catering for your stand, please contact:
Yanal Tobak T: +966 565 600 402 [email protected]
Children
The event is open to buyers and trade visitors ONLY. The Organisers and Venue Management will enforce this
regulation. This includes the build-up period as well as the exhibition; if you are an overseas exhibitor travelling with
your family, please note this point.
Health & Safety and liability regulations prohibit the presence of under 16 years in the halls at all times, either as a
visitor & exhibitor and there will be no alternative facilities provided.
Deliveries
Please note that neither the organisers nor the venue can accept responsibility for item that require a signature –
you must ensure that there is someone available on your stand to receive such items. Deliveries can only be made
during the official build up and open period. Please note that many courier companies do not deliver on weekends.
Venue address and contact:
Yanal Tobak
Four Seasons Hotel Riyadh
Kingdom Center
P.O. Box 231000
Riyadh, 11321
Kingdom of Saudi Arabia
Our onsite logistics supplier, Expo Horizon, can help you with all your transport requirements both prior to and after
the show.
The unloading and placing of exhibits on stands is the exhibitors own responsibility. Expo Horizon are experienced in
exhibition work and will be pleased to help with any queries regarding handling.
Electrical Plug
In Saudi Arabia the power plugs and sockets are of type A, B, C and G. Type G (of British origin) will be installed on all Deluxe stands:
Floral
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Artificial plants and flowers must not be used for stand dressing. Only real and silk type flowers can be used – silk
type flowers must be marked to indicate conformity to BS 54387. Please contact the venue for further information
and orders.
Four Seasons Hotel Riyadh – Yanal Tobak T: +966 56 560 0402 [email protected]
Furniture
A variety of furniture can be ordered from the official furniture contractors Expo Horizon. Please refer to their order
forms. Please note furniture should be ordered as early as possible to avoid disappointment.
Expo Horizon – Waleed Omar T: +966 53 043 9497 [email protected]
Gangways
There will be no off-loading of exhibits or stand fitting materials into the gangways under any circumstances.
Emergency gangways MUST be kept clear at all times and anything left in any gangway will be deemed as rubbish by the cleaners and removed. Please ensure that your contractors are briefed on this matter.
Please also ensure that you do not book your offloading with Expo Horizon until your stand is ready to receive them.
Gratuities
Appointed contractors will carry out all work in good times and you should not be asked for any sort of gratuity to obtain priority service. If monies are solicited, please inform the Organisers Office immediately.
Graphics
Expo Horizon can assist you with any stand graphics you may need, please complete the form or contact Waleed
directly.
Height limits
The maximum height limit for any form of stand fitting, including graphic towers, is 4m from the floor.
Logos and branding are not permitted on the rear of any stand fitting or graphic tower, when these walls overlook neighbouring stands. Walls over 2.4mH facing neighbouring stands should be finished neatly in a plain, neutral colour.
Insurance
Please make sure that you and / or your contractor have adequate insurance cover for your exhibits, property and personnel against all risks. Please make sure your insurance covers the following:
1. Personal injury 2. Third party claims 3. Expenses incurred and / or losses of any kind, including losses resulting from the abandonment or
postponement of the exhibition 4. Medical expenses and baggage cover 5. Value of the stand including the fittings
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Exhibitors are advised that insurance protection provided for exhibits, display material(s) and personal effects must cover the full period for which the equipment and personnel are on the exhibition site.
Photography
To avoid unnecessary canvassing of exhibitors, the official photographer has been appointed to undertake all
photography for the show and no other photographers will be allowed into the hall without prior written consent
from the Organisers.
Public address system
The public address system is for use by the Organisers and Authorities only. During the open period only official and
emergency messages will be broadcast
Removal of exhibits
Exhibitors are reminded that this is a trade event and therefore product may not be taken out of the show before
show closes. Please note that anyone vacating the building with product during open hours will always be
questioned by security.
Rigging
Rigging is prohibited at this event and working at height is not allowed.
Security
The exhibition will be locked upon closing time. However, exhibitors should remember that exhibition halls are
vulnerable places and should take appropriate precautions against theft.
Any incidents of theft must be reported to the Organisers immediately as it will be necessary to complete a security
form and report the incident to the police.
Please note that most hired cabinets have common locks and should not be regarded as security units.
Please note that the Organisers nor venue can be held responsible for any loss or damage to stands or exhibits.
Stand Personnel, Translators & Hostesses Stand personnel, hostesses and translators can be provided by Expo Horizon. Please contact them for further information: Mr. Sherif K Usman [email protected] T: +966 56 731 3884
Unacceptable Behaviour
Violence or aggressive behaviour towards our staff or contractors will not be tolerated.
Any such behaviour will result in the exclusion from site and may be reported to the police.
Venue access
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The Four Seasons Hotel Riyadh at Kingdom Centre is located just off of King Fahd Road.
Access by Plane
King Khalid International airport is 35km from the hotel and is the regional hub for air transport.
Access by Bus
The nearest bus stop to the Four Seasons is on King Fahd Road.
Access by Taxi
Metered taxis across the city are easy to find. Uber and Careem is also available in Riyadh.
Access by Car
If you’re travelling by car, Four Seasons has direct access from King Fahd Road. The hotel car park is free of charge
and valet parking will be available.
Access to the venue/halls with your vehicle during build up and dismantling:
All contractors with vehicles must make their way to the King Fahd Road entrance.
PLEASE NOTE, NO VEHICLES, FORKLIFTS AND PALLET TRUCKS CAN ACCESS THE BALLROOM.
All materials and freight will need to be carried into the halls on sack barrow/porter trolleys with rubber wheels as
per the image below.
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The dimensions of the venue doors are 3.5m (height) x 2.5m (width). Care must be taken not to damage the venue
doors when accessing the Ballroom. Any damages will be charged for.
Visa Information
All visitors to Saudi Arabia need a valid entry visa to the Kingdom. Event participants should obtain a business visa
before travelling to the Kingdom of Saudi Arabia. The organisers will assist all fully registered conference delegates
and exhibitors with obtaining invitation letters. However, visas are granted at the discretion of the Saudi authorities
and assistance is given on the understanding that the organisers cannot be held responsible if the visa application is
unsuccessful.
If you require a letter of invitation as an exhibitor, please contact [email protected].
To apply for your Visa for the Saudi Maritime Congress: For UAE Residents:
If you are a UAE resident and wish to apply for a visa to Saudi Arabia, please contact our Travel Partner dnata for an assistant with a visa application:
Contact Name: Tamer Elshorbagy T.: +971 4 3166180 M: +971 50 3669747 E: [email protected]
For International Exhibitors
For non-UAE residents, we have partnered with CIBTvisas to assist you with your visa application.
Please either visit their dedicated website www.cibtvisas.co.uk/ubmvisas or contact them directly for assistance with
your application:
Contact: Amy Brown
T.: +44 20 7593 6229
Wi-Fi
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Free Wi-Fi is available within the hotel.
If you have additional requirements, please get in touch with the venue directly.
4. SHELL SCHEME INFORMATION
Carpeting / Floor Coverings
All Deluxe Shell Scheme stands will be carpeted.
Deluxe Shell Scheme exhibitors can change the colour of their stand carpet at an additional cost. Please refer to the
furniture form to do so.
Platforms can be supplied by Expo Horizon and can be ordered through the furniture form.
Deluxe Shell Scheme Stand Information
ISLAND SITES: Please note that island sites booked as Deluxe Shell Scheme will not include any walls
If you have chosen to take advantage of one of our pre-built deluxe shell scheme stands, then below you will find an
image of the stand and what is included in your relevant stand package.
For full stand dimensions please email Waleed Omar: [email protected].
Packages
Deluxe Shell Scheme - Deluxe package includes:
9sqm package: an enhanced shell scheme stand, light box fascia board with company name in English & Arabic, stand
number, white walls, 1 table, 2 chairs, 1 waste basket, 1 lockable cupboard (only for 9sqm stands), walk-in storage
with shelves (only for 12sqm stands), carpet, 3 spotlights, 1 x 13 amp socket & basic stand cleaning.
12sqm package: an enhanced shell scheme stand, light box fascia board with company name in English & Arabic,
stand number, white walls, 1 table, 2 chairs, 1 waste basket, walk-in storage with shelves, carpet, 3 spotlights, 1 x 13
amp socket & basic stand cleaning.
9sqm (3m x 3m) Stand Visual:
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12sqm (3m x 4m) Stand Visual:
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5. SPACE ONLY INFORMATION
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Carpeting / Floor Coverings
It is the responsibility of all space only exhibitors to lay their own appropriate floor covering to protect the venue
carpet.
All gangways will be carpeted.
If you would like to order carpet, please refer to the furniture form to do so.
You must place a protective plastic covering over the hotel carpet during build up and before laying your own stand
carpet.
Platforms can be supplied by Expo Horizon and can be ordered through the furniture form.
Access to the venue loading bays with your vehicle during build up and dismantling:
All contractors with vehicles must make their way to the King Fahd Road entrance.
PLEASE NOTE, NO VEHICLES, FORKLIFTS AND PALLET TRUCKS CAN ACCESS THE BALLROOM.
All materials and freight will need to be carried into the halls on sackbarrow/porter trolleys with rubber wheels as
per the image below.
The dimensions of the venue doors are 3.5m (height) x 2.5m (width). Care must be taken not to damage the venue
doors when accessing the Ballroom. Any damages will be charged for.
Drawing Approvals
All Space Only exhibitors are required to submit detailed plans of their stand for approval by no later than 17th
February 2019 [email protected]
g-Guide
Exhibitors and contractors are advised that all stands must be designed and built in accordance with g-guide rules
and regulations, as well as any venue specific and UBM specific regulations. http://theg-guide.org/download.html
Health & Safety
Stand designers have a legal duty to ensure that the stands are designed to be fit for the purpose intended,
structurally sound and safe to build, use and demount without any undue risks.
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Please see the Event Safety & Security section of this technical manual.
Site Survey
It is each exhibitor’s responsibility to examine their allocated site in order to avoid adjustments to stand structures or
displays, as variations in the floor level or obstructions cannot always be indicated on the floor plan. In your own
interest, you should also satisfy yourself as to the condition of your site both before erection and after clearance.
6. EVENT SAFETY & SECURITY ON SITE
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Before 1400hrs on 10th March: Protective footwear and high visibility vests are compulsory at all times. You will not be
allowed access to the halls during this time without them. Contractors will receive free of charge high visibility vests
from security when they provide their identification. Exhibitors who have a space only stand will be given a vest to
wear from the organisers however these will need to be returned.
From 1400hrs on 10th March: Footwear no longer needs to be fully protective but all shoes must be closed-toe and
have a minimum 5mm sole thickness. High visibility vests are not required at this time.
Examples such as those shown on the row below are acceptable at ALL times during build up and break down.
Examples shown below are acceptable footwear on Sunday 10th March FROM 14:00hrs ONLY
Sandals, high heels, flip flops, any open-toe shoes or shoes with extremely thin soles are not permitted at any time on
9th and 10th March. People wearing such footwear will not be allowed access to the halls.
7. VENUE FACILITIES
Address
Riyadh at Kingdom Centre Kingdom Ballroom P.O. Box 231000 Riyadh Saudi Arabia Banking
There is 1 ATM within the hotel itself and more can be found within the mall which is attached the hotel and is a 2
minute walking distance.
Business Facilities
There is a business centre situated within hotel. Please be aware there is a charge for printing services.
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Car Parking
The hotel car park is free of charge for up to 600 cars and valet parking will be available.
Disabled access
There is disabled access to the Ballroom itself as well as elevators leading to the ballroom. The hotel can provide
wheelchairs upon request.
First Aid
First Aid care can be found by contacting the Organiser’s and also by asking your nearest security guard.
Prayer Rooms
Prayer rooms for men and women can be found on the ground floor next to the London room.
Taxis
There is a taxi rank outside the hotel. Alternatively, you can request a city drop or airport pick up or drop through the
concierge as well as the regular taxis which can be requested from the concierge desk. Uber and Careem are also
available within the city.
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8. ORDER FORMS
Compulsory Forms Deadline Return to
Stand Sharing Application Form
Name Board Form
19 February
20 February
Exhibitor Event Guide Entry
Send Your Company Logo
Co-Sharers Event Guide Entry
Enhanced Web Profile
19 February
19 February
19 February
25 February
General Forms
Deadline
Return to
Electricity
AV/Furniture/Carpet
Graphics
Stand Cleaning
Floral
Stand Personnel
20 February
20 February
25 February
25 February
25 February
1 March
Space Only Stands
Deadline
Send to
Method Statement
Stand Plan
Risk Assessment
17 February
17 February
17 February
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9. FREE MARKETING TOOLS
WEB BANNERS & EMAIL SIGNATURE
Saudi Maritimes Congress web banners are a quick way to promote your presence at the event, increase awareness
of your company participation and stand location.
You can use banners on your website, e-newsletters, across social media channels or your email signature to be sure
all your customers are aware of your participation in the Saudi Maritime Congress 2019.
Simply choose the banner you would like to download and click on the relevant link.
Web Banner
Banner size: 350 x 250
Download banner here
Email Banner
Banner size: 650 x 150
Download banner here
Social Media Banner
Banner size: 600 x 315
Download banner here
Please contact Antanina Severdiajeva at [email protected] for a personalised banner.
PERSONALISED EMAIL INVITATIONS
Promote your presence at Saudi Maritime Congress 2019 and increase your stand traffic by sending a personalised
email invitation to your customers and prospects.
Download invite template here
