CHAPEAU-2010 venue layout

application for participation
official guide for participants (full version)
standard layout samples
standart stand (form ¹1)
application for additional services and equipment (form ¹2)
letter for in/out transportation of equipment (form ¹3)
information for the official catalog (form ¹4)
pricelist for additional equipment

OFFICIAL PARTICIPANT'S GUIDE

DEAR EXHIBITORS,

The Exhibition organizers are happy that you have decided to use the wonderful opportunity to present your products and services at the CHAPEAU-2010 International Specialized Exhibition; we are prepared to offer you all the assistance we can to help you achieve your goals.
We have compiled the given Official Guide for Participants for you to best plan your work and achieve the maximum effect from your participation. Please read the Guide and follow its instructions to save your time and efforts. Also, please remember to observe the deadline to provide your information. Your cooperation will allow us to achieve due response to your wishes.

GENERAL INFORMATION

Exhibition Schedule

EXHIBITION MOUNTING

Monday, August 16,  2010 --- 09:00 - 24:00
Tuesday , August 17, 2010 --- 00:00 - 15:00

EXHIBITORS’ ARRIVAL

Tuesday, August 17, 2010 --- 03:00 - 24:00

EXHIBITION WORKING HOURS

Wednesday, August 18, 2010 --- 09:00 - 18:00
Thursday, August 19, 2010 --- 09:00 - 19:00
Friday, August 20, 2010 --- 09:00 - 19:00
Saturday, August 21, 2010 --- 09:00 - 18:00

EXHIBITION DISMANTLING

Sunday, August 22, 2010 --- 09:00 - 24:00

Attention: Any stand, which appears not to be occupied by 20:00 of August 17, 2010, will be considered vacant. Please inform us ASAP in case you cannot occupy your stand by the time specified.

Organisers’ Stand
At the Organisers’ stand, Kordon company staff will respond to your questions, assist with problem solution, and ensure your order placement on site. Entry and exit permits and exhibitors’ IDs will also be available at the organisers’ stand. Please inform the Kordon company staff immediately of any problem you might encounter.

Access to Exhibition Grounds
Participants’ IDs (badges): Access to the Exhibition grounds is granted by participants’ IDs (badges).
You receive 1 ID (badge) for every 2 sqm of the Exhibition area leased by you. IDs are given at the Organisers’ stand on the day of the Participants’ arrival – Tuesday, August 17, 2010.

Attention: Construction teams personnel should also obtain an access permit to get to the Exhibition grounds. Those participants, who lease only exhibition area (“Just Area” payment scheme stand – see P. 4), should provide the list of their construction personnel to order their ‘setup’ passes in advance from the Organising Committee.

Invitation Cards: Invitation cards are covered by the Registration fee (see Application form); 5 invitations are available for every 1 sqm of stand area.

Loading and unloading of equipment and materials
In order to be able to bring equipment and materials in the exhibition venue it is required to present to the Organizer’s stand a special letter in 3 copies all with the official letter-head of your company and verified by your company’s stamp and director’s signature. Complete list of all the equipment and materials bringing in to the venue should be listed in the letter. Security services of the exhibition venue will allow exhibitors to bring in their equipment to their stands based on this document verified by the Organizer’s stamp “Inbound transportation allowed”. Assistance in loading-unloading of equipment during arrival to the exhibition is provided by prior written request only (Form No. 2) and in order of “live” queue by exhibitors’ arriving to the venue. Loaders services are paid on site upon the fact of providing the services required. Upon finishing dismounting of equipment its transportation from the venue is conducted by producing the secure service of the venue one copy of the Bringing in Letter verified at the Organizers’ stand with an “Outbound transportation allowed”.

Exhibits maintenance and relocation
Exhibits are installed by Exhibitor, their delivery to the stand is also accomplished by Exhibitor. Exhibitor is also responsible for exhibits maintenance and cleaning the stand during the exhibition work. Exhibition management undertakes to maintain cleanness of the aisles only. You can order stand cleaning services for your stand by filling in Form No. 2 in advance (Application for additional equipment and services).

Property damage
The Exhibitor bears responsibility for any damage done to the floor, walls or columns of the building, to the standard equipment of the stand, or to the property of other exhibitors. Exhibitors should not use paints, lacquers, sticking or other covering for the floor or walls of the building or for the standard equipment of the stand.

On-site Orders
Order for equipment and services made after August 17, 2010 will be taken only in case of available equipment and upon request paid in advance. On-site orders should be paid for in cash at a rate of 200% from the equipment and services costs stated in the price-list.

Advertising materials
Distribution of advertising materials or any other advertising activities should be conducted by the Exhibitor in the bounds of his own stand only. Exhibitor is liable to organize and carry out his display work in such a way so it would not be an obstacle for visitors flow and would not violate other exhibitors and visitors rights.

Placing Advertisementfor third party exhibition events as well as advertisement and advertising materials of companies and organizations that do not directly participate in the exhibition is strictly prohibited at the entire territory of the venue. In case of breaching this regulation of the Guidance the Organizer reserves a right to apply certain sanctions to the exhibitor, right up to closure of the stand without any entitlement payment and returning any fees paid by the exhibitor for participating in the exhibition.

Security
The Organizer ensures a 24-hour maintenance of public order at the exhibition, meanwhile the Organizer is not responsible for guarding exhibits from 08.00 to 20.00. The Organizer is not responsible for exhibits and other tangible property belonging to the exhibitor loss or damage.

Payment
All invoices should be paid within 10 days since issuing the invoice. Please use the banking details specified in the invoice. Please inform the Exhibition Department of the Kordon JSC company of all the questionable invoice issues.

Failure to occupy the leased area
Should the exhibition area remain unoccupied till 20.00 of August 17, 2010, the exhibition Organizer reserves the right to use the unclaimed area to their own discretion.

INFORMATION ON THE “JUST AREA” STAND SCHEME

In case you lease only Exhibition area, you bear the responsibility for the setup, equipment, and furnishing of your stand. The stand design should comply with the Exhibition rules and coordinated with its Organisers in advance. In case of non-observance of the Rules, the stand setup will be prohibited. In case of construction and equipment of stands and/or conducting construction and setup activities by a third-party organization hired by the Exhibitor, that organization should comply with all the rules and regulations specified in the Exhibition Rules and Regulations section (see Stand Setup section). The specified construction company will be allowed its activities solely on condition of concluding a contract between the given company and the “AzM” OOO company (Tel.: +7 495 698 40 42). Please submit to the AzM, OOO company all information on the hired contractor for your stand.

     To obtain accreditation and permission for stand construction activity at the territory of Gostiny Dvor exhibition complex the specified construction company should provide the following documents 2 weeks prior to construction works beginning:

Constructing of exclusive stands should be performed from the elements of high degree of readiness, which had been preliminary assembled and painted at the construction company’s working area. Only assembling of ready-made elements, sealing and painting of joints is allowed at the exhibition venue. The floor and aisles must be covered with a protection film before that procedure. Using stationery circ saws, planogrinding machines not equipped with dust-extraction device, open fire, welding is strictly prohibited! Fastening stand’s elements to the walls or floor is not allowed.

Attention: The Organisers do not provide furniture for the exhibitors leasing just area. Making and installing frieze panels with the company logo as well as carpeting can only be done according to an advance agreement with the Organisers.

Utilities
Electricity Supply: If you are leasing your stand according to the “Just Area” scheme and you need electricity for your activities at the Exhibition, you should order its supply from the Organisers no less than one month before the Exhibition opening as you fill out Form 2 (Request for Additional Equipment and Services, P. 8). Electricity supply of the stand and installing wall outlets should be paid for separately according to the price list for additional equipment and services (see relevant section). Unassisted link-up with the main electrical network of Gostiny Dvor is strictly prohibited.
Standard voltage at the Exhibition is 220 v; however, in case you need 380 v, please specify the fact in Form 1 (at the chart) and in Form 2 (application). In case your equipment uses 110v, you need to have an appropriate adapter.

INFORMATION ON STANDARD STAND LAYOUT

A ‘standard stand’ is a stand completed with furniture and basic exhibition equipment. Samples of Standard Stand layout designs are given on p. 5, 6; however, you can plan the scheme of your stand according to your own ideas of placing walls, furniture, and exhibition equipment. On your request, we can offer making the stand scheme for you as well as the calculation of additional services and their cost. The standard stand equipment includes walls, gray carpeting, and a frieze panel with your company logo on every open side of your stand. The amount of free furniture and free exhibition equipment grows according to the number of square metres of the leased area (see the Samples of Standard Stand Layout Schemes, pp.8-9). To order additional furniture and exhibition equipment, please fill out Form 2. If the ordered equipment is not present at your stand, please report this to the Organisers at Kordon company stand. Orders for equipment and services received after August 17, 2010 will only be accepted in case of available equipment and solely after fulfilment of previously paid for orders. Additional orders are paid for on site.

Attention: The layout scheme of your stand and its dimensions should be submitted to the Exhibition Department of Kordon company no later than on July 18, 2010. Those companies having reserved their Standard Stand scheme, after July 18, 2010 will not be able to change their order to the Just Area scheme (just stand, no equipment) and vice versa.

Attention: Sales equipment (nets, punch panels, hooks for their securing on the stand walls, and hooks for headwear demonstration) is not considered exhibition equipment and should be provided for by the Exhibitor. You can also order the necessary sales equipment from the Organisers no later than May 18, 2010. After this date, no orders will be taken for sales equipment.

Stand Scheme
Your stand scheme made by you in Form 1 (p. 10) should be submitted to the Exhibition Department of Kordon company no later than on July 18, 2010.
The scheme should include the location of

Attention: Any equipment (even from Standard package) not shown on the scheme will not be installed.

Utilities

Electricity supply: The Standard package (from 6 sqm) includes electricity supply of the stand and outlets in numbers according to the stand area; their capacity is 0.7 kW per piece. To order additional outlets and capacity, please fill out Form 2 (Request for Additional Equipment and Services). Please use the E letter to specify the location of each outlet on the scheme. If you plan to have the equipment on for 24 hours, please use E24 instead of E. If ordering a fridge and/or a cooler the electricity supple will be provided with no special request: its cost is included in the cost of the given equipment.
The standard voltage at the exhibition is 220 V but you can order 380 v as you fill out Form 2. If you equipment uses 100 v, you need to have appropriate adaptors.

Other Equipment and Services

CONTENTS OF THE STANDARD STAND
Attention: All the equipment (both from the Standard Stand package and additional) should be specified in the layout. The equipment not specified in the layout will not be delivered to your stand. The gray carpet and frieze lettering in standard font on every open side of your stand are provided in the Standard Stand package. Additional equipment and lettering can be ordered in Form 2; however, after July 18, 2010, orders for additional equipment and lettering can be done only during setup. KORDON JSC DOES NOT GUARANTEE THEIR EXECUTION.

• HANGING A BANNER

 A banner is a power and effective advertising tool that allows you to inform your potential clients of your products and services that you can offer. A banner hanging above your stand will help your clients to find your exposition faster; it will also serve as an additional proof of the high status of your company. For the sake of optimising the hanging of the banner during the Exhibition setup, its removal during the deinstallation, and its best preservation in due condition, please try and consider the issues listed below:

• Banner delivery to the Exhibition premises is conducted by the Exhibitor.
• Hanging banners is done on the first day of the Exhibition setup – Monday, August 16, 2010. The Organisers take the responsibility of informing the Exhibitor about the exact time of hanging banners. As the banners are fixed by industrial alpinism specialists of the Gostiniy Dvor Exhibition Complex, who use high-end machines, please see to it that at least one representative of your company is present at the spot to supervise the hanging of your banner. After the banner is fixed, its position cannot be altered in any way!
• Removal of banners is done on the day of deinstallation of the Exhibition – Sunday, August 22, 2010. The Organisers take the responsibility of informing the Exhibitor about the exact time of banners removal. Please see to it that at least one representative of your company is present at the spot to supervise the removal of your banner; this person will also be responsible for taking the banner from the Exhibition premises.

Should the Exhibitor fail to comply with the above mentioned conditions, the Organisers cannot guarantee the fact of hanging the banner at the height desired as well as the safety and due condition of the banner. The Organisers are not responsible for storing the banner beyond the working time of the Exhibition.
The cost of hanging the banner or any construction substituting it is 13500 rubles; the sum is paid with the invoice issued by the Organisers or on site.
Attention: Straightener, weight and two 25-metre ropes able to hold the banner are provided by the Exhibitor
2 solid ropes 25 metres each are provided by the Exhibitor

Pocket

Straightener (metal tube)                                   Banner                                           Weight (metal tube)
is provided by the Exhibitor                                                                                          is provided by the Exhibitor
Pocket

In conclusion, please consider the following:

Advertising materials. Distribution of advertising materials or other kinds of advertising activities should be conducted by the Exhibitor solely within the boundaries of their stand. The Exhibitor should so organise and conduct the work of their exposition that the visitors’ flow is not blocked at any moment in the aisles and the rights of visitors and other exhibitors are never violated.
Placement of advertising for third-party exhibition events as well as for organisations, firms, or companies, who are not participating in the Exhibition, is strictly prohibited at the entire premises of the Exhibition. In case of violation of the article of the Rules, the Organisers reserve the right to impose sanctions on the Exhibitor up to closing their exhibition stand without any compensation or reimbursement of the funds paid by the Exhibitor to the Organiser for the participation in the Exhibition.
Property damage. The Exhibitor bears the responsibility for any damage done to the floor, walls, or columns of the building, to the standard equipments of the stand, or to the property of other Exhibitors. Exhibitors should not use paints, lacquers, sticking or other covering for the floor or walls of the building or for the standard equipment of the stand.
Maintaining and moving exhibits. Exhibits are set up by the Exhibitor; their delivery to the stand is also within the Exhibitor’s responsibility. Care for exhibits as well as cleaning the stand premises is the responsibility of the Exhibitor. The Exhibition directorate is responsible for cleanliness of the aisles only. You can order cleaning services for your stand by filling out Form 2 in advance (Request for Additional Equipment and Services, P. 10).
Loading and unloading materials. Delivery of your equipment to the Exhibition premises can be done upon presenting 3 copies of a relevant letter to the Organisers’ stand. The letter should list the equipment to be delivered, bear your company’s letterhead and be signed and sealed by the company head. The given document certified with the Organisers’ stamp (Entry Allowed) will enable the security services of the Gostiniy Dvor Exhibition Complex to let pass the Exhibitor and their exhibits to the Exhibition premises. The (un)loading assistance during the arrival at the CHAPEAU-2010 exhibition and while leaving it is rendered on condition of an advance written request (Form 2) in the order of the Exhibitors’ arrival at the site. (Un)loading services are paid for on site according to actual fact. After the equipment is deinstalled, it can be taken out of the Exhibition premises
upon presenting to the security guards a copy of the entry letter, which should be certified by the Organisers with their stamp (Exit Allowed).
Failure to occupy the leased area.  Should the exhibition area remain unoccupied till 08:00 pm of August 17, 2010, the Exhibition Organisers reserve the right to use the unclaimed area to their own discretion.
Security personnel. The Exhibition Organisers ensure twenty-four-hour maintenance of public order at the Exhibition without guarding the exhibits from 08:00 am to 08:00 pm. The Exhibition Organisers bear no responsibility for loss or damage of the exhibits or other valuable property of the Exhibitor.
Stand construction. The CHAPEAU-2009 head contractor for stand setup is "Sokrovischa v Gostinom" company. Construction of non-standard exhibition stands is achieved as specifically contacted. In case of Exhibitor’s hiring a third-party contractor for constructing and/or setting up the stand or its equipment, the contracted company should get their accreditation; in case of their being accredited, they should prolong it with "Sokrovischa v Gostinom" company no later than in 5 calendar days before the Exhibition opening.