9th International Defence Exhibition & Seminar EXHIBITOR’S MANUAL Organized By A Venture of Supported By Endorsed By Event Manager Defence Export Government Pakistan Armed Trade Development Badar Expo Promotion Organization of Pakistan Forces Authority of Pakistan Solutions Final 2016 ver. IDEAS – 2016: Exhibitor’s Manual Table of Contents About IDEAS 2016 Welcome Note by the Organizer 1. General Information 1.1 Karachi Expo Center – Salient Features 1.2 Event’s Schedule 1.3 Build-up Period: Schedule 1.4 Activities during the Event 1.5 Outdoor Exhibit Space 1.6 Access to the Exhibition 1.6 Invitation Policy & Annexure 2. Technical Specifications: Exhibition Halls & Stands 2.1 Exhibition Halls’ Specifications 2.2 Stand Fitting Regulations 2.3 Stalls & Booth Operations 2.4 Outdoor Exhibit Space & Display (a) B2B Meeting Packages & Details (b) Official Stand Builders 3. Marketing Management & Activities 3.1 IDEAS-Show Catalogue 3.2 IDEAS-Show Dailies 3.3 Press & Media Center 3.4 IDEAS Website 3.5 Branding Opportunities 4. Official Contractors and Services 4.1 On-site Security 4.2 Communication-Telephone, Fax & Internet 4.3 Electrical Services & Supply 4.4 Compressed Air Supply 4.5 Rental Audio Visual Equipment 4.6 Ground Services Provider (Hotel, Rent-A-Car & Travel Reservations) 4.7 Hiring of Temporary Staff 4.8 Cleaning during Build-up and Teardown Periods 4.9 Furniture Rental 4.10 Exhibitor’s Services/ Show Management Office 4.11 Business Centre 4.12 Food & Beverages 4.13 Prayer Area 4.12 Exhibitor Help Desk 4.13 Medical Facilities in Vicinity of Karachi Expo Center 5. Useful Information for Foreigners 5.1 Climate 5.2 Currency 5.3 Languages 5.4 Photography 5.5 Visa Formalities 5.6 Customs 2 V-1.1(Apr.18, 2016) IDEAS – 2016: Exhibitor’s Manual Table of Contents 6. Rules and Regulations of Participation 6.1 Payment/Cancellation of Bookings 6.2 Space Allocation & Use 6.3 Stalls/Booths/Bare Spaces & Exhibits 6.4 Stalls/Booths Operations 6.5 Moving-In & Out of the Exhibition Halls 6.6 Electrical, Telephone & Internet Installations 6.7 Insurance, Indemnity by the Exhibitors 6.8 Hall Managers 6.9 General Terms & Conditions 6.10 Meeting Dead-lines 7. Freight Handling & Customs Clearance 8. IDEAS-ORDER FORMS (All Order Forms are available on IDEAS Website & can be downloaded) Order Form# Description of Services I-01 Indoor Bare Space Exhibitors’ Stall Building Contractors I-02 Shell Scheme Stand Fascia Name I-03 Take-over by Exhibitor (Omitted) I-04 Hand-over by Exhibitor (Omitted) I-05 Exhibitors’ Catalogue Entry I-06 Exhibitors’ Catalogue/Show Dailies Advertising Opportunities I-07 Venue Branding/Advertising I-08 Information for Press I-09 Pre-Registration Trade Visitors’ e-badge ID# I-10 Exhibitors’ Car Parking Stickers I-10 (a) Annexure I-11 Telecommunications & Internet Facilities I-12 Electrical Services Supply I-13 Compressed Air Connection I-14 Furniture / Audio Visual Equipment Rental I-15 Audio Visual Equipment Rental (Omitted) I-16 Vehicle Rental I-17 Temporary Staff Hiring I-18 Photographic Services (Omitted) I-19 Plants and Fresh Flowers: Rental & Sales (Omitted) I-20 Exhibitors’ Badges I-21 Contractors’ Personnel Badges I-22 Visa to Pakistan I-23 Display of Exhibits - End User Certificate I-24 Display of Mobility Vehicles I-25 Request for Entry Passes (Omitted) I-26 Hotel Reservation 3 V-1.1(Apr.18, 2016) IDEAS – 2016 Exhibitor’s Manual Welcome Note by the Organizer Defense Export Promotion Organization “DEPO” feels proud in holding the 9th International Defence Exhibition and Seminar “IDEAS 2016” and welcomes all its participants to this eminent defence show. DEPO assures the exhibitors & visitors alike a very safe and sound commercially viable participation coupled with unmatchable hospitality, better than the previous IDEAS events. DEPO takes the privilege to present this Exhibitors’ Manual to facilitate their impeccable participation in IDEAS 2016. Exhibitors are requested to read the Manual thoroughly in order to acquaint themselves about the services and facilities available for them and to familiarize with the Rules & Regulations / Terms & Conditions of Participation in the Event. This Manual would answer almost all the Pre-Event, during Event and Post-Event queries of the exhibitors. To ensure smooth operation, exhibitors must adhere to the deadlines for submitting relevant information to the Event Manager, M/s Badar Expo Solutions. Should any further information or assistance be required, the General Manager (Operations), Badar Expo Solutions be contacted at the venue in Show Management Office located within the Karachi Expo Centre 15 days prior to the event and thereafter until 27th November 2016. DEPO looks forward to welcome its esteemed Guests, Delegates, Visitors and Exhibitors and wishes them an enjoyable and fruitful participation in IDEAS 2016. IDEAS 2016 Team 4 V-1.1(Apr.18, 2016) IDEAS – 2016 Exhibitor’s Manual About IDEAS 2016 The International Defense Exhibition and Seminar “IDEAS” is biennial defense & defence related products technology show being organized since 2000 by Defence Export Promotion Organization “DEPO”, Ministry of Defence Production, Government of Pakistan at the Karachi Expo Centre as its main venue. The objective of holding the event is to provide the leading armaments manufacturers of the world and, opportunity to showcase their latest products & technology to offer & display, also the marketing opportunities to the domestic manufacturers of armaments and products catering to the needs of the defence industry worldwide. The show is co-located with the most prestigious & very high profile defence SEMINAR, recognized in international academic and military circles as a major forum on defence strategies, security dynamics and technology outlooks. 5 V-1.1(Apr.18, 2016) SECTION – 1 General Information 6 V-1.1(Apr.18, 2016) IDEAS – 2016 General Information VENUE: KARACHI EXPO CENTRE 7 V-1.1(Apr.18, 2016) IDEAS – 2016 General Information 1.1 KARACHI EXPO CENTRE: SALIENT FEATURES Karachi Expo Centre is centrally located opposite Civic Centre in full secured surroundings and equipped with adequate facilities to hold international exhibitions. It comprises the Congress Centre and Six Exhibition Halls interlinked through an atrium and corridors. The Congress Centre houses the main reception on ground floor. The VIP offices shall be located on 1st and 2nd floor of Congress Centre. The Organizer’s camp offices shall be located on Mezzanine Floor of hall 2 to serve the Exhibitors. KARACHI EXPO CENTRE FACILITIES CONGRESS CENTRE (Restricted Access) EXHIBITION HALLS 1 – 6 Level-0: VIP Reception, Information Centre & Level-0: Exhibit Arena & Help Desks Security Offices Mezzanine Level: Fast Food Outlets Level-1: VIP Defence Officers’ Camp Offices Level-2: VVIP Defence Officers’ Camp Offices The Exhibition Hall-2 is directly linked with the Congress Centre through an Atrium while Halls 1,3,4, & 5 are connected through inter-linking corridors. A large Foyer Area lies in between Hall 5 & 6 where the Media Centre, Business Centre, Reception, Press Briefing Area & MOU Signing Area shall be located. Expo Centre Management Offices, Utility Buildings, Security Offices and a mosque adjacent Gate #2, facing Sir Shah Suleiman Road, VVIP and VIP cars’ parking are all encompassed within the Expo Centre compound. Temporary Offices for Registration, Show Management, Outdoor Exhibit Paved Areas 1 & 2, Custom Bonded Warehouse (exclusively created to facilitate IDEAS’ Overseas Exhibitors) etc. shall also be established prior to the Show within the Expo Centre to cater to the requirements of the Show. Karachi Expo Centre Address: Phone: +92 21 399206487-90 Trade Development Authority of Pakistan, Fax:+92 21 399206461 3rd Floor, Block A, Finance & Trade UAN:111-444-111 Centre, P.O. Box No. 1293,Shahrah-e- E-mail:[email protected] Faisal,Karachi 75200 Pakistan. URL:http://www.tdap.gov.pk 8 V-1.1(Apr.18, 2016) IDEAS – 2016 General Information Program Of Events IDEAS - 2016 Date Events Venue Timing 20-Nov-16 Full Dress Rehearsal Expo Center 1100 - 1230 hrs. ( Sun ) Curtain Raiser Ceremony Expo Center 1500 - 1630 hrs. 21 Nov 2016 Seminar full dress Rehearsal Movinpic Hotel 1800 - 2000 hrs. ( Mon ) 22-Nov-16 Inauguration Ceremony Expo Center 0930 - 1120 hrs. ( Tue ) Visit of selected stalls by Chief Guest Expo Center 1120 - 1250 hrs. Lunch (As per invitation) Expo Center 1315 - 1415 hrs. Exhibition open for visitors Expo Center 1130 - 1700 hrs. Networking of Delegates Expo Center 1130 - 1700 hrs. B2B Meetings Expo Center 1130 -1700 hrs. Seminar , Followed by dinner Movenpic Hotel 1830 - 2200 hrs. 23-Nov-16 Exhibition Expo Center 0930 - 1700 hrs. ( Wed ) Networking of Delegates Expo Center 0930 - 1700 hrs. B2B Meetings Expo Center 0930 - 1700 hrs. Sideline Conference Expo Center Session -I 1030 - 1300 hrs. Session -II 1430 - 1700 hrs. Governor's Reception Governor House 1900 - 2130 hrs. 24-Nov-16 Exhibition Expo Center 0930 - 1700 hrs. ( Thu ) Networking of Delegates Expo Center 0930 - 1700 hrs. B2B Meetings Expo Center 0930 - 1700 hrs. Sideline Conference Expo Center Session -I 1030 - 1300 hrs. Session -II 1430 - 1700 hrs. 25-Nov-16 Exhibition Expo Center 0930 - 1700 hrs. ( Fri ) B2B Meetings Expo Center 0930 - 1300 hrs. Closing Ceremony Expo Center 1500 - 1700 hrs. o Closing Address o Distribution of Certificates by Minister DP o Closing Press Briefing Note: 1. Entry in IDEAS Activities is restricted to invited guests only. 2. Entry in IDEAS Exhibition restricted to Authorized Entry Pass Holders only. 3. Exhibitor’s Staff shall be allowed to enter from 08:30 hrs. Till 17:30 hrs. 9 V-1.1(Apr.18, 2016) IDEAS – 2016 General Information 1.3 BUILD-UP PERIOD: SCHEDULE 08Nov.- 18 Nov. 2016 08:00 hrs. 23:59 hrs. I Indoor Bare Space Stall Setup 19 Nov. 2016 08:00 hrs. 17:00 hrs. 17 - 18 Nov. 2016 08:00 hrs. 23:59 hrs.