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EXHIBITORS MANUAL.doc

  1. 1. EXHIBITORS MANUAL Dear Exhibitors! The Mebel’2007 team welcomes your participation in the Mebel’2007 Exhibition and provides useful and comprehensive information to help you prepare for the exhibition and maximize the effectiveness of your participation. We hope that your preparations are going as planned and your participation will be successful. Should you have any questions or difficulties, please do not hesitate to contact the Mebel’2007 team. We wish you every success! On November 6–20, the Exhibition Managers’ Office will be located in Exposervice, Pavilion 4, Room 108. PARTICIPATION REGISTRATION Page Contact List……………………………………………………………………………………...…2 1. Venue and exhibition timetable….…….………..………….……………………………………3 2. Payment policy…………………...…………..………….……………………………………...3 3. Booth construction …………………………...………………………………………………3-4 4. Official Catalogue and Guidebook …………………………………………………………..….4 5. Advertising at Expocentr Fairgrounds.……..…..…….………………………….………………4 6. Delivery and collection of exhibits and equipment………………………... ……………………………………………………………....4-6 7. Forwarding services………..……………….……………………………………………………6 8. Exhibitor passes………………………………………………………………………………6-7 9. Complimentary tickets…….…..…………………………………………………………………7 10. Services.……………………..………………………………………………………………….7 11. Security. ……………………..……………………………………………………………...7-8 12. Rent of premises for holding events………………………..………………..…………... ………………………………………8 13. Additional information……..…………………………………………………………………8 Form 1. Sample letter for delivery/collection of exhibits, equipment, materials and stand constructions…………………………………….…….…………………..……………………..…9 Form 2. Sample Power of Attorney…………………………………….…………………………10 Form 3. Sample letter for contractor access passes………….………………….………………….11 Form 4. Sample letter for exhibitor passes..……………………………………………………......12 Form 5. Sample application for complimentary tickets……..……………..……………………..13 www.meb-expo.ru 1
  2. 2. CONTACT LIST Name Telephone/fax E-mail Ms Elena G. es@expocentr.ru Project Manager Slomchinskaya Ms Tatiana A. samusevata@expocentr.ru Director +7 (495) 259 2818 Samuseva Foreign Participation Ms Olga L. kilchevskaya@expocentr.ru +7 (495) 255 3997 Coordinator/ Kilchevskaya Deputy Director Deputy Director Mr Sergey syreishikov@expocentr.ru +7 (495) 256 0070 (Build-up) Syreishikov Ms Irina V. poliakova@expocentr.ru Accountant +7 (495) 205 2963 Poliakova +7 (495) 945 5748, Build-up Mr Alexander V. 255 2536 mickhnevich@expoconsta.ru Coordinator Mickhnevich, Expoconsta, ZAO Exhibition Official Mr Alexander Y. Catalogue/ bannikov@expocentr.ru Bannikov, +7 (495) 255 2952 Guidebook Expo-Reklama Firm Outdoor Advertising Ms Elena G. +7 (495) 255 2597 bulan@expocentr.ru Bulantseva +7 (495) 255 3779, exposervice@expocentr.ru Services Exposervice Firm 253-94-82 Ms Irina V. Hotel +7 (495) 255 3779, hotel@expocentr.ru Plutenko, Accommodation 253 9482 Exposervice Firm Ms Svetlana V. pancheva@expocentr.ru Congress-services Pancheva +7 (495) 255 3971 Communication +7 (495) 255 3737, gvp@expocentr.ru services, audio and Expotelecom Firm 255 2838 video advertising Freight and +7 (495) 205 exhib@ewt.ru forwarding services, Expowestrans, ZAO 0327/7421, storage of containers +7 (495) 253 9584 Ms Galina A. +7 (495) 255 2605, konon@expocentr.ru Visa support Kononenko 205 6065 Fire Department +7 (495) 259 1312, Located near Expocentr 256 7470/79 (please call in advance) Electric power, water, compressed Energocentr +7 (495) 255 2595 air Booth security, +7 (495) 255 2524 Security Division security issues (24 hours) Pavilion # 1, to the First-Aid Room right from the main +7 (495) 256 7593 entrance 2
  3. 3. 1. VENUE AND DATES Venue Expocentr Fairgrounds Address: Russia, 123100, Moscow, Krasnopresnenskaya nab., 14 How to get here By public transport: – to Delovoy Tsentr metro station – exit to Pavilions 3 and 7 – to Ulitsa 1905 Goda metro station, bus # 12 or mini-bus # 100 to Vystavochny Kompleks bus stop – exit to Pavilions 2, 3, 6 and 8 By car: – Krasnopresnenskaya nab, 14 (South Entrance): entrances to Pavilions 1, 5, 7, Forum Pavilion and Expocentr Offices – 1st Krasnogvardeisky proezd (North Entrance): entrances to Pavilions 2, 3, 6, 7 (Halls 2, 3, 4) Dates Build up November 6–11, from 8.00 till 20.00 Exhibition opening times November 12–16 November 12 from 12.00 till 18.00 November 13–15 from 10.00 till 18.00 16 ноября from 10.00 till 16.00 Breakdown November 17–20 - from 8.00 till 20.00 2. PAYMENT POLICY To obtain further information on invoices, payments and financial documents, please contact the Exhibition Accountant Ms Irina V. Polyakova on +7 (495) 255 2363. In accordance with your order for additional services (electric power supply, water connection, additional personnel passes and parking passes) you will be issued invoices for additional services. The order form is sent simultaneously with the exhibition space rental invoice. All payment shall be made by the due time, and payment orders shall be faxed to Expocentr on +7 (495) 205 2963 (it is advisable to have a copy of payment orders during the registration). In default of payment of the exhibition space rental invoice on the due date, Expocentr shall cancel your participation in Mebel’2007 according to Clause 15 of the General Terms of Participation in Exhibitions held at Expocentr Fairgrounds. Exhibitors are allowed to commence their build-up only after full rental payment is received. Please note that closing documents are available on preliminary application from the Exhibition Management during the exhibition running. 3. BOOTH CONSTRUCTION To get information on a standard shell-scheme package and cost of additional equipment, please contact Expoconsta, ZAO Tel.: +7 (495) 255 2536 Fax: +7 (495) 253 9513 E-mail: sales@expoconsta.ru 3
  4. 4. Web: www.expoconsta.ru Kraftexpo, ООО Tel.: +7 (495) 255 3900, 255 2693 E-mail: sales@expoconsta.ru Web: www.kraftexpo.ru If a double-deck booth is ordered, the cost of 1sq m of the second layer will make up 50% of the basic rental rate. In this case you shall inform the Exhibition Management in writing of a double-deck booth and fill in an application form for a second floor space rental. If booth design and construction services are provided by third-party contractors, please visit Expocentr’s website to refer to Section 6 of General Terms of Participation in Exhibitions Held at Expocentr Fairgrounds. The Exhibitor that has rented space only site and nominated their own contractors to install their booth shall obtain a fire safety certificate from the State Fire Inspection Department to confirm the safety of wall panels, furniture and carpeting. For more information, contact the Fire Department #160 on +7 (495) 259 1312, +7 (495) 256 7470/79. Also, electrical safety certificate is required. Contact Mr Vladimir I. Rostopka, Expoconsta ZAO on +7 (495) 256 5448, 255 2536/2746, or visit www.expoconsta.ru (see Technical Control Section) for details. *The average height of a stand is 2.5 m. Any stand exceeding 2.5 m in height is subject to approval from Expoconsta, ZAO. The maximum height of a stand is 6 m. 4. OFFICIAL CATALOGUE AND GUIDEBOOK To place information about your company in the Exhibition Official Catalogue, please apply to the Catalogue Department of Expocentr’s Expo-Reklama Firm before 10 September 2007. Contact person: Mr Alexander Y. Bannikov, tel. +7 (495) 255 2952/53/02, fax +7 (495) 255 2900, 255 2896; e-mail: katalog@expocentr.ru. We ask you to fill in the Company Information on Official Lists Application Form to avoid misspelling of your company’s name in the Official Catalogue, Guidebook and Information boards. Otherwise no claim is accepted. Every registered participant will obtain an Official Catalogue and an Exhibition Guidebook free of charge at the Organizers’ Office from 12 to 16 November 2007. Free Exhibition Guidebooks will be given to all registered visitors in the Registration Zones (North Entrance, South Entrance, Forum Pavilion and Pavilion #7). 5. ADVERTISING AT EXPOCENTR FAIRGROUNDS For details on outdoor advertising at Expocentr Fairgrounds, please contact Ms Elena G. Bulantseva, Expo-Reklama Firm, on +7 (495) 255 2597. The rigging of banners, flags, billboards, etc., inside pavilions is permitted only above the booth and will be undertaken solely by Expoconsta ZAO, +7 (495) 255 2536. The rigging shall be approved by the Exhibition Management. The payment for rigging shall be made to Expoconsta ZAO before the exhibition opening date. 6. DELIVERY AND COLLECTION OF EXHIBITS AND EQUIPMENT 4
  5. 5. To deliver and collect exhibits and equipment, commercial vehicles are allowed access to the venue free of charge (for a vehicle, the maximum duration of stay in the venue is 1 hour). Delivery and collection of exhibits not subject to customs clearance To arrange delivery of exhibits, please – prepare a Letter (Form 1) issued in triplicate on company letterhead (or 1 original and 2 copies). The Letter shall be addressed to the name of Ms Tatiana A. Samuseva, Mebel’2007 Exhibition Director; – get the Letter endorsed by the Exhibition Management (not earlier than 23 October 2007); – on the first day of delivery, produce the Letter to the Manager of the Hall where your stand is located and obtain free one-time vehicle access passes to be produced at the entrance gate; – produce the endorsed Letter and one-time vehicle access pass to the security officer at the entrance gate. These documents allow delivery of exhibits and vehicle access (for unloading only!). – keep one copy of the Letter by the time of collecting exhibits from the venue. The second copy of the Letter should be given to the Exhibition Management; the third copy should be left with the Hall Manager; To collect exhibits, produce the remaining copy of the Letter to the Hall Manager and obtain one-time pass featuring the vehicle registration number. ATTENTION! Delivery of LCD and plasma panels, audio, video and office equipment, electronics and high frequency devices shall be approved by EXPOCENTR’s EXPOTELECOMM Firm. In the event the Letter bears no endorsement of an EXPOTELECOMM Representative, it shall be not endorsed by the Exhibition Management either. Therefore, if you intend to deliver the stated above equipment and devices to Expocentr Fairgrounds, you should get approval from EXPOTELECOMM first, and have the Letter endorsed with the Exhibition Managers thereafter. ATTENTION! Vehicles equipped with handling facilities are not allowed to Expocentr Fairgrounds! ATTENTION! Storage of packaging, containers and crates at exhibition booths is strictly prohibited. To arrange storage of packing materials and crates, please contact Expowestrans, ZAO on +7 (495) 205 0327/3548/7421, or e-mail to exhib@ewt.ru. In case of non-compliance with the requirements, Expocentr’s Fire Department #160 has the right to impose a fine and demand immediate removal of packaging items. ATTENTION! In case of delivery of additional exhibits, it is essential to list each additional item in both your copy of the Letter and the one you leave with the Hall Manager to avoid difficulties when collecting exhibits. Delivery and collection of exhibits during the exhibition opening hours (12 – 16 November) are allowed from 8.00 till 9.30 and from 18.00 till 19.30 after a special pass has been received against the Delivery Letter. During the open period delivery of exhibits to the pavilions is prohibited. No dismantling or removal of displays or exhibits is allowed before 16.00 on 16 November. Collection of equipment (passenger cars only) is allowed only after 18.00 on 16 November. Commercial vehicles are admitted to the venue from 8.00 till 19.00 on 17 November. 5
  6. 6. If dismantling works and collection of equipment have not been carried out before 8 P.M. on November 20, Expocentr has the right to move such equipment to a warehouse of Expowestrans, ZAO (1st Krasnogvardeisky proezd, 14; tel. +7 (495) 205 0327, fax +7 (495) 253 9584.) In this case transportation and storage are carried out at the exhibitor’s expense according to the rates of Expowestrans ZAO. The Organizers bear no responsibility in respect of the safety of the items. Loading/unloading, construction, assembly and dismantling works that require use of lifting equipment are solely performed by Expowetrans, ZAO, tel. +7 (495) 205 7421, 205 0163, fax. +7 (495) 253 9584; e-mail: exhib@ewt.ru, Expocentr, Pavilion 2, Tower 4. 7. LIFTING/FREIGHT FORWARDING Lifting, handling and freight forwarding services (transportation, loading/unloading of equipment and exhibits, rental of handling equipment, hiring of workers) are provided by Expowestrans, ZAO. The required services shall be ordered within a 24-hour time period. Payment shall be made in cash or against an invoice. For more details, please call +7 (495) 205 6650/7421, send a fax on +7(495) 253 9584, or e-mail to exhib@ewt.ru. Expowestrans, ZAO also provides customs clearance services. Passes of commercial vehicles to move within the Moscow Third Transport Ring (to Expocentr Fairgrounds) are issued by the Motor Licensing and Inspection Department of the Moscow Traffic Police (KRO GIBDD) at the address that follows: Moscow, ul. Bolshaya Kosinskaya, 18. Tel. +7(495) 700 5228, fax. +7 (495) 700 5227 It is recommended to deliver and collect exhibits from 22.00 till 7.00, as it is allowed to move within the Moscow Third Transport Ring without passes. 8. EXHIBITOR PASSES Exhibitors are entitled to 1 (one) free exhibitor pass per each 3 sq m of booked exhibition space if the booth size does not exceed 90 sq m; 30 (thirty) free exhibitor passes and 1(one) additional pass per each 6 sq m of the space rented if the stand size is over 90 sq m. Additional passes may be obtained in the Exposervice Firm after either payment on account against a preliminary application or cash payment is made. Additional exhibitor passes are available from 23 October 2007 against a Power of Attorney (2 copies) and in case the space rental has been paid in full. Exhibitor passes allow access to the venue during build up, open period and breakdown time. To obtain exhibitor passes, exhibitors shall - submit to the Exhibition Management a letter (Form 4) issued on company letterhead signed by the Company Director with the corporate seal affixed: - have the letter endorsed with the Exhibition Management not later than 23 October 2007. Passes valid during build up and breakdown only To obtain passes for the staff members engaged in build up and breakdown, exhibitors should submit to the Exhibition Management a letter (Form 3) issued on company letterhead signed by the Company Director with the corporate seal affixed, and get the letter endorsed with the Exhibition Management. 6
  7. 7. ATTENTION! Passes allowing access to the venue shall be carried at all times. Otherwise no exhibitor or staff member will be admitted to the venue. Please ensure that you always carry your passes on you. Third-party contractors shall obtain access passes for their staff on their own and shall submit: - an order letter issued by the nominating exhibiting company; - a Power of Attorney entitling its holder to get contractor passes; - a letter (Form 3) 9. COMPLIMENTARY TICKETS Exhibitors are entitled to one complimentary ticket per 1 sq m of the space rented and are available from the Exhibition Management. Additional complementary tickets are available at extra charge and may be obtained in the Exposervice Firm after either payment on account against a preliminary application or cash payment is made. 10. SERVICES To order additional services (except for lighting, whose cost of 100 kW per 1 sq m is included in the space rental rate), please complete the Order Form for Additional Services submitted to you with the rental invoice. According to this Order Form you will be invoiced for additional services. Please note that additional services shall be ordered and paid before the build up time, i.e. till 6 November 2007. The services ordered shall be provided after the payment has been received into Expocentr’s account. If you have rented a telephone or fax machine for the exhibition period, you will be invoiced for the call charges on the closing date of the exhibition. The charges shall be paid in cash at the Exposervice Firm. Exhibitors are allowed to leave the premises after all charges are paid. The fee payable for approval of delivery of LCD and plasma panels, high-powered projectors, loudspeaker and concert lighting equipment to Expocentr Fairgrounds is fixed in accordance with the rates for services provided by Expocentr. For further information, contact an Expotelecomm representative on +7 (495) 255 3793, fax +7 (495) 255 2723. Follow the link to rent the mentioned above equipment from Expocentr’s accredited partners: www.expocentr.ru -Services-List of services-Accredited partners. When holding promotion actions or demonstrating exhibits at the stand, it is prohibited to generate sound exceeding 75dB within the stand area indoors and within 5-metre area from the stand outdoors. Violation of this provision shall subject the offending party to a penalty and will cause power cut. 11. SECURITY The space rental rate covers the cost of security service in the pavilion. To provide security of exhibits which are not placed in showcases at your booth, we advise you to ensure presence of a member of your staff during the exhibition running from 8 A.M. to 10 A.M. and from 6 P.M. to 8 P.M., namely the hours before and after the Exhibition is opened for visitors. 7
  8. 8. Additional security personnel may be hired to patrol individual stands either by completing the Order Form for Additional Services or by paying for the hired service in cash at the Exposervice Firm. The order shall be submitted within 48 hours. Exhibitors are requested to use common-sense precautions at all times to ensure the security of exhibit items and personal belongings. Should any suspicious behaviour be noticed or any unidentified, unattended or suspicious articles be discovered, they must be reported to the Pavilion Manager or the Security Department immediately, tel.: +7 (495) 255 2524. Please do not touch or move any suspicious article. 12. RENTAL OF SPACE FACILITIES TO HOLD EVENTS WITHIN THE EXHIBITION To hold an event, conference or business meeting within the framework of the exhibition, please contact the Expo-Congress Firm on +7 (495) 255 3965, +7 (495) 255 2768. 13. ADDITIONAL INFORMATION Restaurants, cafes Snack bars, cafeterias and cafes are located in every Pavilion. To order catering services and delivery of meals right to your stand, please call Exposervice Firm on +7 (495) 255 3779. Bank/Bureau de Change You can exchange currency and/or withdraw money at the Peresvet Bank located close to Expo-Service Office Building. WI-FI wireless access There are Wi-Fi wireless access points throughout Expocentr Fairgrounds (Pavilions #1, 2, 3, Forum Pavilion and a service area in the Exposervice Firm office). PIN-codes are available from the Exposervice Firm. 8
  9. 9. FORM 1 Sample letter for delivery/collection of exhibits, equipment, materials and stand constructions (to be submitted in triplicate on company letterhead) Company name Legal address, postcode, city, street, Building number, telephone and fax Date_______________ To Ms Tatiana A. Samuseva Mebel’2007 Project Director Herewith we ask your permission to bring in the below indicated equipment and materials to be demonstrated and/or used on the stand of ______________ company, stand # _____, Pavilion # ______/outdoor site # ______ near Pavilion # ________ during the running of the Mebel’2007 Exhibition. Item: Quantity: Note: all exhibits, tele- and video equipment listed shall be given with their type and model names. Stand maintenance items shall be listed as well. Exhibition equipment will be brought in by (type of the vehicle) ______________________, license plate____________________________. Removal of utilized material is guaranteed. Director General _____________________________ (Full Name) __________________ (Corporate Seal) (Signature) 9
  10. 10. FORM 2 Sample of Power of Attorney Letter To be issued in triplicate (1 original and 2 copies) Power of Attorney No. Date of Issue ______________________ (dd-mm-yyyy) Expiry Date ________________________ (dd-mm-yyyy) _____________________________________________________________________________ (Name and Address of the Company) _____________________________________________________________________________ (Name and Address of the Payer) Bank Account No.__________ in_____________________________________________ (Name of the Bank) hereby authorizes_________________________________________________________ (Job Title) (Full Name) Passport No. ________________________________________________________________ Issued by________________________________________________________ Date of Issue ______________________________ 1) to sign documents listed below: - Applications for Participation in the Exhibition; - Contract for Participation in the Exhibition; - Contracts for holding conferences, congresses, forums, etc; - Delivery and Acceptance Statements for Rented Exhibition Space; - Orders for additional services; - Acceptance Reports. 2) to obtain from Expocentr the below documents on Mebel’2007: - Certificate of Participation; - Contractor Access Passes; - VIP Passes; - Vehicle passes. 3) to sign other documents and perform any legal act related to participation in the Mebel’2007 Exhibition. Signature of Authorized Person __________________________ Director General (Signature) Chief Accountant (Signature, corporate seal) 10
  11. 11. Form 3 Sample letter for contractor access passes (to be issued on company letterhead and submitted in duplicate) To Ms Tatiana A. Samuseva Mebel’2007 Project Director Herewith we ask you to issue ______________ (quantity) passes valid during build-up and breakdown for the staff involved in installation and dismantling of stand #__________ of ____________________(company name), participating in the Mebel’2007 Exhibition. Staff list (passport details enclosed): 1._____________________________________________________________________________ 2._____________________________________________________________________________ 3._____________________________________________________________________________ 4._____________________________________________________________________________ Please add lines, if necessary Our Health and Safety Representative on the stand will be:________________________________________________ Passport: ___________________________________Mobile No.__________________________ ______________________________________________________________________________ Director _______________________ / (Full name) (Signature) The Letter shall be endorsed by the Exhibition Managers. The passes shall be available from Exposervice Firm from 23 October 2007 on production of a Power of Attorney entitling its holder to get the passes. 11
  12. 12. FORM 4 Sample letter for passes for stand personnel (to be issued on company letterhead and submitted in duplicate) To Ms Tatiana A. Samuseva Mebel’2007 Project Director Herewith we ask you to issue _________________(quantity) exhibitor passes for the personnel to work at our stand of _________ sq m at the Mebel’2007 Exhibition. Stand personnel list (full name, job title): 1.______________________________________________________ 2.______________________________________________________ 3.______________________________________________________ 4.______________________________________________________ 5.______________________________________________________ Please add lines, if necessary. Director (Signature, corporate seal) The Letter shall be endorsed by the Exhibition Managers. The passes shall be available from Exposervice Firm from 23 October 2007 on production of a Power of Attorney entitling its holder to get the passes. 12
  13. 13. Form 5 Sample application for complimentary tickets (to be issued on company letterhead and submitted in triplicate) To Mebel’2007Exhibition Management ______ (company name) is a participant in the Mebel’2007 Exhibition and asks you to issue ______ (quantity) complimentary tickets to attend the Exhibition. Position Signature Full name Corporate Seal, Date Complementary tickets are available from the Exhibition Management starting from 1 September 2007(Expocentr's Offices, Room 6). 13

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