Exhibitor Manual

Services and Facilities

For all your additional arrangements, please refer to the services and facilities listed in alphabetical order below.

A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z

A

Accommodation

Visit the Hotels and Travel page for hotel information, rates, and a printable booking form.

Advertising Opportunities - New - Please Note

Visit the Advertising Opportunities page to learn more about advertising in the on-site Conference Programme.

Air Conditioning

The exhibition hall is air-conditioned 24hours a day during the event only.

Assembly and Completion of Booths

All booths and booth interiors must be completed, including painting and sign writing, by 06.00 hours on Tuesday 4 December 2007 and must be open for inspection, clean and in good order, with surroundings free from obstruction and rubbish, and with exhibits in position. The booth must remain open with exhibits on display during opening hours.

Audio-Visual/Computer Equipment

Exhibitors wishing to hire audio/video equipment can order through the AV Order Form.

Deadline for submission: 4th November 2007.

B

Booth Construction

All installations must comply with the regulations. Please refer to all regulations published in the DWTC Rules & Regulations document.

All work on booths must be completed by 06.00 hours on Tuesday 4 December; participants, their service companies and suppliers are requested to vacate the building at that time to ensure that the entire exhibition can be cleaned adequately.

"Space Only" booths

All “Space Only” booths will need the approval of DWTC and IPTC.

All exhibitors who booked "Space Only" MUST submit a copy of the booth design to Mrs. Isabelle Mrazek, IPTC Exhibition Coordinator, im@eage.org for evaluation and approval no later than 24 September 2007. Please submit a clear sketch with measurements and a scale floor plan, or a model plus scale drawing. This information should contain the name and address of the stand building contractor.

Failure to provide a stand plan for approval will result in the exhibitor not having permission to build.

Companies who construct their own booths (i.e. do not take the “Booth Package”) please note that IPTC will not supply such booths with any walls, fascia boards etc. You are required to construct a booth that conforms to the quality standards set by IPTC and the regulations valid at DWTC. Please refer to all regulations published in the DWTC Rules & Regulations.

The approved construction height is 250 cm, including wooden platforms. Exhibitors who have asked permission to exhibit items exceeding the 250 cm height limit, should position taller booth elements at a minimum distance of 200 cm from neighbouring booths. Deviations from this rule are possible provided that the neighbours have no objection, and that permission has been received from the IPTC Exhibition Coordinator. The parties involved are strongly advised to record any such agreement in writing.

Unless you have an island booth you are requested to insert walls to divide your space from that of your neighbours. When you have division walls higher than 250 cm you are requested to make sure that the part facing your neighbour is acceptable.

No walling is allowed on the open sides of the booth space.

Island Booths

These booths have aisles on all sides. No walls are allowed in the aisles. When you design this type of booth please ensure that the view of other booths and of the exhibition as a whole is not obstructed.

Peninsula Booths

These booths have aisles on 2 or 3 sides. No walls are allowed in the aisles. When you design this type of booth please ensure that the view of other booths and of the exhibition as a whole is not obstructed.

Multi-level Booths

Since build up time is short, we do not recommend multi-level booths. All double-decker booths require certification by DWTC. The charging fee for the approval is DHS 1,000 (USD 273).

A complete drawing and full calculation must be sent DWTC. Please refer to the Double-Decker Booth Form.

Booth Management

Booths must remain open with exhibits on display and booth personnel on duty during opening hours.

Canvassing in the aisles and public areas of the building and its environment is expressly prohibited.

Emergency exits, signs indicating exits and access to rooms housing technical facilities must not be blocked or obstructed in any way by the exhibition booths or exhibits.

Fire alarm equipment, hydrants, fire extinguishers and signs indicating such equipment should not be removed or obstructed in any way.

No part of any booth exhibit may overhang any gangway or exceed the boundaries of the booth space rented. All sides of shell scheme booths bordering on gangways are open. At those sides of the booths no walling is allowed.

Booth Package

The booth rental package includes:

Octanorm system made walls with white polykem panels - height 250 cm
One 13 amp/230V power socket
3 x 100W spotlights
Normal consumption of electricity in KWH
A fascia name board including navy blue regular lettering (on the open sides of the booth) in a standard style (up to 24 characters)
Carpet (choice of 3 colours)
1 table, 2 chairs, 1 wastebasket

The minimum size of a booth is 9 sq.m.

Please refer to Shell Scheme Specification and Shell Scheme Rules.

World Image Middle East will be pleased to quote for the construction and installation of booth interiors. Items in addition to those supplied in the “Booth Package” can be ordered from World Image Middle East as well.

Exhibitors having ordered the “Booth Package” can choose one of 3 colours of carpet free of charge. Please fill out the Carpet Colour Order Form to choose the colour of your carpet.

Details of exhibitors’ fascia requirements should be submitted to PICO International. Please refer to the Fascia Form.

It is prohibited to drive screws, nails, etc into the shell scheme panels.

Your "Booth Package" stand will be ready for decorating on Monday 3 December 2007 at 13.00 hours.

Build-up & Move-out Badges

Badges for construction staff are available at the entrance of the exhibition halls. You do not need to order them in advance. Build-up and move-out badges are valid during build-up/ move-out only.

Any laborer working for a licensed contractor has to show upon request:

An ID/passport bearing a photograph and identifying data
The company badge (has to be provided by the company) on which the name is printed clearly to be compared with the ID/passport.

Our strict security rules require that nobody is allowed into the exhibition halls without an appropriate badge. This applies also to exhibitors and contractors.

C

Car Parking

There are car parking facilities at DWTC, like the multi storey car park and car park A, located opposite Hall 4 (DHS 5.00/hour; but a small increase is anticipated) as well as some free car parks (B/C/F) available close to the venue. Please note that the car parks are allocated on a first come first served basis and are only for vehicles of transit size and below.

There are no lorry parking facilities available at DWTC.

Carpet/Floor Coverings

The floor of the exhibition halls is concrete slab. Carpet in the aisles will be blue.

The floor of the exhibition hall can be covered with panels, carpets, linoleum, raised platforms etc. Painting the floor is prohibited. Nailing, screwing, drilling, glue etc. into the floor is strictly prohibited. Appropriate tape should be used.

Cash Machines

DWTC has 2 cash machines available in the Concourse 2 (adjacent to the exhibition halls and conference rooms) as well as National Bank of Dubai office and Thomas Cook Exchange Company.

Catering

DWTC has sole rights for the sale or distribution of any article of food, beverage or tobacco. No person shall distribute, give away or sell any item of food, beverage or tobacco not supplied by DWTC.

All food & beverage for booth catering as well as hospitality catering must be purchased from the Convention Centre, through the Stand Catering Form.

Exhibitors shall not use, install or allow to be used or installed by its employees, invitees or its or their contractors or sub-contractors, catering equipment of any kind (including crockery, cutlery, glassware, kettle, coffee maker, hot plate, refrigerator, grill or oven).

There is a wide range of food & beverage offers at DWTC, including the outlets within Concourse 2.

Cleaning

A basic booth cleaning service before the opening of the exhibition is included in the price of participation and will be provided automatically. Also included in the price is daily booth cleaning. This incorporates vacuuming or mopping of booth floors (single storey only). Please note that this does not include the cleaning of exhibits or other booth surfaces. In order to have their wastebaskets emptied exhibitors are requested to put their plastic waste bags in the aisles at the end of each exhibition day.

If you require an enhanced service to your stand, please fill in the Stand Cleaning Form.

Cloakroom

The main cloakroom is located near the Convention Gate Reception (Direction Novotel). All items are charged at DHS 10 each.

Any items not collected within the cloakroom opening hours (same as the conference & exhibition) will be available at the Lost & Found Office (located next to Hall 4) at an additional charge of DHS 50 per day. No item should be left overnight.

Conference Programme Entry

The information on your company published in our Conference Programme depends on your input.

Exhibitors are entitled to include their company profile in the IPTC Conference Programme (maximum 50 words).

Deadline for submission: 1 October 2007.

Company profiles of co-exhibitors having clear exposure in the booth will also be included if their share is at least 9 sq.m. Co-exhibitors using less than 9 sq.m. will be included with company name, contact person, address, phone, fax, website and email only.

The exhibitor is responsible for providing the correct details to be published. Use the Conference Programme Entry Form (.xls file) to provide your company details as you wish them to appear in the IPTC Conference Programme.

Construction and/or Dismantling During Exhibition Period

No construction and/or dismantling work on booths or interiors will be permitted from Tuesday 4 December 06.00 hours to Thursday 6 December 16.00 hours. Visitors will enter the exhibition at 12.00 hours on the first day (4th December) and then, daily at 08.30 hours. The exhibition period ends on Thursday 6 December at 16.00 hours.

Walls and/or exhibits with unfinished backs or sides that are visible to neighbouring stands must be made presentable. Moreover, no walls of any space adjacent may be used for whatever purpose.

The exhibitor is only allowed to install platforms, partition walls and coverings with the organiser's written permission.

Construction Height

General construction height of “Booth Package” stands is 250 cm. Construction height may exceed a height of 250 cm but only with the written approval of DWTC as well as the organiser. Maximum building height is 600 cm. Clear height in the hall is 750 cm. For further details please refer to all regulations published in the DWTC Rules & Regulations.

For verification purposes, the exhibitor not using the “Booth Package” service is to provide the Exhibition Coordinator with ground plan drawings, complete with description and dimensions before 24 September 2007 to the attention of Mrs. Isabelle Mrazek, IPTC Exhibition Coordinator, im@eage.org. The exhibitor can only start construction for the event after receiving a ground plan approved by the organiser.

D

Damage and Loss

IPTC and DWTC accept no responsibility for damage to or loss of any properties introduced by Exhibitors or Contractors.

Exhibitors are especially warned that all exhibits are the sole responsibility of the Company/Individual to whom they belong. Exhibitors must effect their own insurance against all risks. The strongest possible precautions against opportunist theft should be taken at all times. Please refer to the paragraph on insurance and security.

Delivery of Goods

Neither IPTC nor DWTC can accept deliveries on an Exhibitor's behalf. Please refer to the “Transportation” paragraph of this manual and contact the freight forwarder on these matters.

Dilapidations

At move-out all exhibitors must ensure that their stand area is left completely clear and undamaged. Any damage caused by you or your contractor will be charged to the exhibiting company.

Dismantling and Removal of Exhibits

Exhibitors may move between 16.00 - 23.59 hours on Thursday 6 December and 00.01 - 20.00 hours on Friday 7 December. All exhibits must be completely removed by 20.00 hours on Friday 7 December 2007. At the end of the dismantling period, the booth space should be left clean and free of adhesive tape.

Please check the time carefully.

E

Early Entrance Exhibitors

Exhibitors wearing their “exhibitor badge” can enter the halls on Tuesday 4 December from 11.00 hours onwards. Wednesday 5 December through Thursday 6 December exhibitors can enter the hall from 08.00 hours onwards. The dedicated door that will be used for early entrance for exhibitors will be signposted onsite.

Electrical Installations

All electricity in the exhibition hall comes from ducts in the floor.

IPTC and our guests or participants shall not carry out any electrical works at the Venue including amplification and lighting without the Licensor's prior written consent. Please refer to all regulations published in DWTC Rules and Regulations.

Per 9 sq.m. “Booth Package” a main connection including a 13amp/230V power socket outlet is included and will be supplied automatically.

Additional electrical capacity and accessories can be ordered at the exhibitors charge through the Power Order Form. All electricity demands need to be made before 3 November 2007.

Electricity is NOT working 24 hours a day. Should you need 24-hour power, then you have to order for this separately.

Electrical Service Contact

Mr. Raoul D’Souza
World Image Middle East LLC
PO Box 54175
Dubai, UAE
T: +971 (0)4 338 90 80 or +971 (0)4 339 31 88
M: +971 (0)50 348 25 87
E: raoul@picodubai.com

Emergency Procedures

Please refer to all the procedures published in the Emergency Procedures document.

Entertainment

Exhibitors wishing to provide amusements of any sort for public entertainment must submit full details to Mrs. Isabelle Mrazek, IPTC Exhibition Coordinator, im@eage.org.

Please note that betting and gambling are illegal in Dubai.

Exhibitor Daily Passes

Exhibiting companies will be provided with One Day Exhibit Only Passes to invite their clients and potential attendees as follows:

Booth Size	No. of Daily Passes
Up to 18 sq.m.	25 Passes/Day
More than 18 sq.m.	100 Passes/Day

The passes will be sent to the exhibiting companies.

Extraordinary Exhibits

Please submit full details to Mrs. Isabelle Mrazek, IPTC Exhibition Coordinator, im@eage.org. Also, please refer to all regulations published in the DWTC Rules & Regulations document.

F

Fascia Name Boards

Fascia Name Panels for “Booth Package” will be produced in a standard style by the booth contractor. Details of exhibitors’ fascia requirements should be submitted to World Image Middle East. Please refer to the Fascia Form. Deadline for submission:
20th October 2007.

Fire Safety

Please refer to all regulations published in the DWTC Rules & Regulations.

DWTC has provided fire fighting equipment at various locations throughout the Centre and are clearly identifiable.

Please note that the Venue has a no smoking policy for all its halls and meeting rooms. Current local legislation allows smoking in public concourses only. However, it is likely that Dubai Government will initiate soon a new law banning smoking in all public areas.

First Aid

The EMS (Emergency Medical Services) room is located between Halls 4 and 5. A paramedic and qualified first aid personnel will be available. The EMS will be manned according to the schedule below:

Sunday 2 December: 08.00 – 22.00 hours
Monday 3 December: 08.00 – 22.00 hours
Tuesday 4 December: 08.00 – 18.00 hours
Wednesday 5 December: 08.30 – 18.00 hours
Thursday 6 December: 08.30 – 18.00 hours
Friday 7 December: 08.00 - 20.00 hours

During normal operating hours seek assistance on these numbers:

Internally extension 4040 or if using a mobile phone: +971 (0)4 306 40 40.

Out of normal operating hours seek assistance on these numbers:

Internally extension 6199 or 6299 (Security Control Room), if using a mobile phone: +971 (0)4 308 61 99 or 62 99.

Floral/Plant Arrangements and Furniture Rental

Floral/plant arrangements can be ordered via the Floral Order Form a and the Floral Order Form b.

Deadline for submission: 15 November 2007.

Exhibitors requiring furniture for their booth must deal with World Image Middle East, please refer to the following forms: Furniture 1 pictures, Furniture 2 pictures, Furniture Order Form.

Forms Checklist

For your convenience we have included an IPTC Forms Checklist so that important items will not be missed. Please check the deadlines carefully as most of the contractors add surcharge for late orders.

G

H

Hostesses

Should you need booth personnel such as hostesses, please refer to the Temporary Staff Request Form.

Deadline for submission: 24 November 2007.

I

Insurance

Each exhibitor exhibits at his own risk.

IPTC does not accept responsibility for damage to booths or damage to or loss of any property in any booth or any other item in the exhibition, or in the course of its delivery thereto or removal therefrom, from any cause whatsoever. Exhibitors are advised to insure against these risks.

IPTC is not responsible for any loss sustained by exhibitors from fire, theft, damage or any other cause, or for personal injury or loss to or by any person employed by the exhibitor or any third party.

Exhibitors shall have no claim whatsoever against IPTC organisers.

IPTC will not be liable for any financial loss incurred by the exhibitors resulting from cancellation or curtailment of the exhibition for any reason whatsoever.

Internet/Telecommunications

All the telecommunications services must be routed through DWTC.

Exhibitors requiring telecommunication services, data services or satellite cable, please refer to the Internet/Telecommunication Services Order Form or contact:

DWTC
Technical Services Dept
E: ts@dwtc.com
T: +971 (0)4 309 77 77

J

K

L

Labour

Please Contact:

World Image Middle East
Mr. Raoul D’Souza
E: raoul@picodubai.com
T: +971 (0)4 339 31 88 or +971 (0)4 338 90 80.

Lighting

The halls will be generally illuminated during the opening of the exhibition as well as during build-up and move-out.

Lorry Parking

There are no lorry parking facilities available at DWTC.

Lost and Found

The lost and found office is located next to Hall 4.

For any inquiries, please call the duty agent at the following phone number: +971 (0)4 308 62 99.

M

Maintenance

Exhibitors who wish to work on their booths can do so half hour before opening time, between 08.00 – 08.30 hours. No work will be permitted during and after the opening hours of the exhibition.

N

Noise Level

Exhibitors must not obstruct or disturb neighbouring booths when showing slides, films or videos, playing tapes, running machinery or giving presentations. Laser shows are forbidden.

It is not allowed to hand out any brochures, leaflets, commercial information, gifts or any other material in the aisles or any other part of the premises, except on the exhibitor's own booth.

If gangways are blocked or neighbouring exhibitors complain, IPTC reserve the right to interrupt or impose time restrictions on demonstrations etc.

O

Obligations

Exhibitors shall:

Comply with all licensing, health and safety and other regulations relating to the Venue.
Not carry out any electrical works at the Venue including amplification and lighting without the prior written consent of DWTC.
Not bring any dangerous or hazardous items into the Venue. If in the opinion of the security staff any item is considered to be dangerous or hazardous then such items shall be removed promptly when requested to do so.
Comply with the IIE (Institute of Electrical Engineers) regulations and safety standards relating to all electrical and audio-visual equipment current at the time of the event.
Not consume any food or drink at the Venue not supplied by DWTC without prior written consent.
Remove or procure the removal from the premises of any person or persons or advertising, other than installation material which in the opinion of DWTC is or may be undesirable, inappropriate, harmful (including harmful to the commercial interests of the DWTC), offensive, or obscene or illegal, or may be a breach of any relevant legislation and/or the Rules and Regulations or a breach of the peace.
Not carry out any works of a structural or a non-structural nature to any part of the Venue.

P

Photography

Photographs and/or video taping of any exhibit booth design and/or equipment is prohibited unless approval has been obtained by the exhibitor. The exhibitor reserves the right to report any violation of IPTC Show Management.

IPTC has appointed an official photographer:

Photo Splash
Mr. Abbas Ali Shirazi
M: +971 50 611 41 50
E: splash00@emirates.net.ae or abbasshirazi@hotmail.com

Piped Services

All piped services (water/waste/natural gas) must be ordered through the Power Order Form and/or the Gas Order Form.

Prize draws/Promotions

Exhibitors wishing to organise a prize draw at their booth must contact:

Mrs. Isabelle Mrazek
IPTC Exhibition Coordinator
E: im@eage.org

Public Holidays

Please note that Sunday 2 December is a Public Holiday in the UAE.

Q

R

Registration

All exhibitors MUST register. Please take note that for every 9 square meters booked and paid, 2 vouchers are issued. Those 2 vouchers can be redeemed for one of the following two choices:

1 full conference registration (includes access to technical sessions, exhibition, daily coffee breaks and buffet luncheons, poster session reception and 1 CD-ROM Proceedings) or
2 exhibition only registrations for booth personnel (includes exhibition, daily coffee breaks and buffet luncheons and poster session reception).

Please fill in the Exhibitor Registration Form and return it by or by email by 25 November in order for the badges to be ready for pick-up on site.

Fax: +971 4 366 46 48
Email: iptc@iptcnet.org

Refuse Collection

Exhibitors are responsible for arranging the disposal of their refuse during build-up, move-out and during the opening hours of the exhibition.

All stands and aisles must be clear of any refuse by Tuesday 4 December at 06.00 hours.

Any refuse left after build-up will be charged to the exhibitor.

S

Security

IPTC will work together with DWTC as the official security contractor to provide an adequate level of security staff during build-up, show days and move-out. The ultimate responsibility of your booth and property lies with the individual exhibitor.

Our objective is to make your show experience as pleasant, worthwhile and as profitable as possible. The cost of a few extra precautions is minimal compared to what you may have to pay to replace your stolen or lost items, and the inconvenience you would have to endure. Please help us assure that we are all doing everything possible to prevent theft by following these simple security measures:

Obtain proper insurance coverage for your goods, including transit to and from the show site.
Do not identify the product or manufacturer on the outside of freight cartons. This is an open invitation for theft if the contents are advertised. Mark cartons numerically to indicate the total being shipped. Include your company name and booth number on all cartons.
In a large show, even large crates can disappear. Consider painting your crates a distinctive colour for easy recognition and be sure to label appropriately.
Be sure to ship your exhibit materials in an appropriate type of sturdy container. Over-stuffed cardboard boxes have a tendency to get damaged in transit. Remove old shipping labels to avoid confusion on-site.
Treat your valuable goods as irreplaceable. If they are one-of-a-kind, you should consider hiring your own security through the official security contractor. These types of materials should never be left unattended. VCRs, televisions, plasma screens, and laptops are particularly vulnerable to theft.
Store excess supplies and merchandise in a locked storage cabinet. Never store your excess materials under tables or displays... this is the first place a thief will look!
The greatest risk of theft is during build-up and move-out. Stay with your display materials as much as possible and be especially alert during these times.
At the close of each business day, secure your materials. Keep an inventory list of your display and check it each day.
During move-out, do not leave your booth unattended. Stay with your exhibit until your empty crates are delivered and your exhibit materials are packed, sealed and properly labeled.
Report any suspicious activity to IPTC Show Management.

All reasonable precautions will be taken. IPTC expressly declines responsibility for any loss or damage that may befall the person or property of any exhibitor from any cause whatsoever.

Stand Security

Guards for the stands can be arranged via the Convention Centre. Please contact, stating exhibition name, dates, booth number:

Mr. T. Thomas
Security Supervisor
T: +971 (0)4 308 68 60
E: thomas.tt@dwtc.com

Storage

There are no permanent storage facilities provided at DWTC. However, Meritex, our exclusive forwarder and site handling agent could take care of this. Please contact:

Mr. Paul Saunders
T: +44 (0)1803 868 777
E: paul@meritex.co.uk

Suspension Wires/Rigging Services

Hanging signs is only allowed above island booths (surrounded by 4 aisles).

All rigging must be ordered through World Image Middle East. The rigging orders must be accompanied by a full set of drawings for the stand, showing rigging points orientation and loading calculations.

All orders for these services must be received at least 15 days before the event begins.

Please refer to the Rigging Order Form, or contact:

Mr. Raoul D’Souza
World Image Middle East LLC
PO Box 54175
Dubai
UAE
T: +971 (0)4 338 90 80 or +971 (0)4 339 31 88
M: +971 (0)50 348 25 87
E: raoul@picodubai.com

T

Transportation

Shipping and handling of your goods to Dubai requires care and attention. To facilitate this transportation, IPTC has engaged Meritex International Freight Services Ltd as sole and exclusive forwarder and site handling agent.

Meritex International Freight Services Ltd
Baltic Wharf Business Centre
St Peters Quay
Totnes Devon TQ9 5EW
UK

Contact:

Mr. Paul Saunders
T: +44 (0)1803 868 777
F: +44 (0)1803 868 778
E: paul@meritex.co.uk
W: www.meritex.co.uk

Please note that because of safety regulations, only forklift trucks of the officially appointed lifting contractor Meritex will be allowed to work inside the exhibition hall.

Please read the following documents carefully and send back the order form directly to Meritex:

Traffic Marshalling

DWTC operates a marshalling yard at the rear of the halls. All material for exhibitions must be taken into the halls through the rear marshalling yard.

On completion of unloading/loading, vehicles must be removed to the relevant parking area or leave the site immediately in order to give the way to other exhibitors.

In the event of break down or accident, please contact a traffic marshal immediately.

The co-operation of all drivers is appreciated.

U

V

Vans and Vehicles

Because of safety regulations, only forklift trucks of the officially appointed lifting contractor Meritex will be allowed to work inside the exhibition hall.

Vehicles in the Exhibition

Please refer to all regulations published in the DWTC Rules & Regulations document.

W

Water & Waste / Natural Gas

Please refer to the Power Order Form and/or the Gas Order Form.

X

Y

Z

IMPORTANT NOTE

The exhibitor shall not use, install, allow to be used or acquire any supplementary plant for the generation or supply of electricity, compressed air or gas, water, IT services or any services other than from DWTC and the IPTC assigned contractors.