«Atomexpo 2012» Exhibitor manual (стр. 1 )

ATOMEXPO 2012

EXHIBITOR MANUAL

 

4-6 June 2012

Moscow, GostinyDvor

 

www.

DEAR EXHIBITORS,

The Exhibition Organizers are glad that you have decided to use a unique opportunity of promoting your products and services at the International specialized exhibition ATOMEXPO 2012. We are forward to assist you with achieving the goal of your participation in the Exhibition.

ATOMEXPO 2012 Exhibitor Manual will help you to make the best of your work at the venue and gain maximum benefits from your participation in the event. Please, read carefully Manual information and follow the guidance herein to avoid excessive efforts. Please pay your special attention to the deadlines for information submission settled in this Manual. It will help us to provide services in the best way possible.

PLEASE NOTE: If different persons or departments are responsible for exhibition materials and exhibits delivery, installation of the stand or its design in your company, please, inform them on the receipt of this Manual and hand it over to the responsible person. If you have any questions on the information of the Manual, please, do not hesitate to contact us.

WE LOOK FORWARD TO MEETING YOU AT THE EXHIBITION!

TABLE OF CONTENTS

1. Forum Organizer. 4

2. General Information for Exhibitors 5

3. Forum schedule. 6

4. Venue 7

5. Exhibition Hall 8

6. Your stand 9

mon and additional services 11

8. Accomodation, transfer, sightseeing. 12

9. Gostiny Dvor access procedure. 13

10. Trucks access to the Third Traffic Ring (TTR) limits and entry of non-resident vehicles.. 14

11. Delivery of goods. Customs clearance. 14

12. Sample Equipment Bring in/out Temporary Staff Letters 15

SAMPLE LETTER FOR TEMPORARY STAFF PASSES. 15

SAMPLE LETTER FOR BRINGING IN/OUT EXHIBITS AND EQUIPMENT.. 16

13. Sample layouts and equipment of “Standard Stand”. 17

14. Forms for drawing stand layouts 19

Unequipped area, extra payment for the second floor of the stand..................................................... Form C1. 19

StandardStand FormC2. 20

REQUEST FORM No 3 Request for additional services and equipment 21

15. Additional equipment and services 22

Inscription on fascia board. Graphics Form C3. 22

Additionalequipment FormC4. 23

Powerconnection FormC5. 24

Badgesandinvitations FormC6. 25

Additional services: cleaning, communications, Internet, Security...................................................... Form C7. 26

Additionalservices: Loading/unloadingworks FormC8. 27

InformationintheForumCatalogue FormK1. 28

AdvertisingintheForumCatalogue FormK2. 29

www.atomexpo.com

1.  Forum Organizer

Information and Exhibition Center of Nuclear Industry LLC

(ATOMEXPO LLC)

Address: 10-38 BolshayaTulskayast., 3-rd floor, Moscow Russia

Phone: +7 (4;

Fax: + 7 (4

e-mail: *****@***com

http://www.

Contacts:

Anna Belokoneva – Forum Director

e-mail: *****@***com

Alla Nedova – Congress Manager

e-mail: *****@***com

Diana Alieva – Forum Manager

e-mail: *****@***com

Daria Kozhevnikova– Forum Manager

e-mail: *****@***com

Ekaterina Bulgachenko – Forum Manager

e-mail: *****@***com

Mikhail Uspenskiy – Exhibition Technical Director

e-mail: *****@***com

The main topic of the ATOMEXPO 2012 International Forum is “World Nuclear Power a year after Fukushima”. The Forum will frame a specialized exhibition and congress.

2.  General Information for Exhibitors

Dear Exhibitors!

This Manual section describes technical services and additional equipment for your exhibition stand.

PLEASE NOTE that Request Form No 3(request for additional services and equipment (page 21), Form C5(power connection), Form C6(exhibitor badges), Form K1(information in the Forum Catalogue), List of Equipment to be Brought in/outand Stand Layout (Form C1orForm C2)have to be filled in OBLIGATORY and returned to the Exhibition Organizers

not later than 30 April 2012 !

You may fill in other forms if necessary; however, orders indicated therein should be confirmed in Request Form No 3, which, upon its receipt by the Organizers, is the Supplement № 2 to the Agreement for participation in the Exhibition and the ground for the Organizers to issue an invoice to you.

Note for companies ordered unequipped area:

The Compulsory Stand Technical Examination Procedure is given on page 9 (section «Your Stand»).

A Stand Drawing and Electric Wiring Diagram (indicating power of each consumer) are the mandatory documents to be sent to the Organizer for approval not later than one month prior to the Exhibition(Form C1).

Please, be careful to pay a special attention to «GostinyDvor Access Procedure» section. TheseRulesarebindingforallExhibitors.

Should you wish to cancel orders you have made earlier through filling in Forms of this Manual, please, send us (not later than 1 month prior to the Exhibition installation commencement)an official letter in this respect affixed with the corporate seal and signed by your company’s senior official. Otherwise, the order will be considered accepted for fulfillment and the invoices issued to you will subject to payment.

Please, be careful to respect the set deadlines and Forms submission procedure, since late orders are subject to extra payments. Please, don’t hesitate to contact us if any questions or difficulty while filling in the Forms.

We wish you success and look forward to meeting you at the Exhibition!

Best regards,

Organizers of the ATOMEXPO 2012 International Forum

3.  Forum schedule

Exhibition and Forum Schedule:

FRIDAY 1 June	00:00 - 24:00	Installation of stands (unequipped area)1
SATURDAY 2 June	00:00 - 24:00	Installation of stands (unequipped area)1 Delivery of large-size equipment 2
SUNDAY 3June	00:00 - 20:00 12:00 16:00 17:00 18:00	Installation of stands (unequipped area)1 Delivery of large-size equipment 2 Arrival of Exhibitors. Registration of the Exhibitors and the Congress delegates 1,2 The latest time the Exhibitors should arrive to their stands All goods (exhibits) must be delivered and unpacked. Rehearsal of the Official Tour of the Exhibition. A company representative must be at the stand!
MONDAY 4June	09:00 - 19:00 12:00 10:00 - 18:00	Exhibition Hall working hours 3 Ceremony of Official opening of the Exhibition Exhibition is opened for visitors
TUESDAY 5June	09:00 - 19:00 10:00 - 18:00	Exhibition Hall working hours 3 Exhibition is opened for visitors
WEDNESDAY 6June	09:00 - 19:00 10:00 - 18:00 18:00 - 24:00 18:00 - 22:00	Exhibition Hall working hours 3 Exhibition is opened for visitors(no dismantling works allowed) Dismantling of the stands Taking out of exhibits and equipment. Stands must be free of equipment; exhibits must be taken out 4
THURSDAY 6June	00:00 - 20:00 20:00	Dismantling The pavilion must be free of equipment; stand structures and equipment must be taken out4

1The Exhibition Hall is accessible only with installation passes and according to the lists sent to the Organizers in advance

2Installation time of large-size and heavy equipment and exhibits should be agreed with the Organizers in advance.

3The Exhibition Hall is accessible for Exhibitors and Congress attendees with badges. No installation works at stands are allowed, installation passes are not valid.

4All materials, exhibits and stand structures should be taken out; otherwise, the Exhibitor is liable for their security (or complete disposal of one-time structures).

4.  Venue

The venue of the Exhibition is Moscow GostinyDvor – a unique architectural monument located in the heart of Russia capital, which is at present day an operating business and cultural center.

4, Ilinkastreet, Moscow, Russia

  Subway: PloshchadRevolutsii, Kitay-Gorod.

GostinyDvor is located in the downtown near the Kremlin, the Red Square, the Historic Museum, and the State Duma.

The best hotels of the city and subway stations are located within walking distances to GostinyDvor.

5.  Exhibition Hall

The ceiling height of GostinyDvor is 20 meters.

Height of your Stand should not exceed the allowable value of h ≤ 6 m. See «Your Stand Unequipped Area».

Access of vehicles for mantling and dismantling is organized according to the previously settled term from the sight of Varvarkastreet through entrance № 16

Size of construction gates № x2300 (H x W):

and from the sight of Khrustalny lane through entrance № 18 (model and number of the vehicle should be agreed upon in advance)

Size of construction gates № x3200 (H x W):

Pavilion floor load

Maximum allowable floor load at the pavilion – 2,500 kg/m2.

Load should be evenly distributed without local clusters of heavy items.

Access to the Exhibition

Exhibitors: Passes (Badges)allow the Exhibitor’s personnel to enter the Exhibition Hall. For more information, please, refer to section«GostinyDvor Access Procedure»(page 13).

Contractors: Installation Company should provide its workers with clean working overalls and badges with the name of the company, worker’s full name and position. Access to the Exhibition Hall without badges is not allowed!

Cargo bring in/out:

The procedure of equipment brining in and out is described in the section «GostinyDvor Access Procedure»(page 13) of the present manual.

Due to specific location, there are no places for collection and storage of large-size debris and tare inGostinyDvor. Therefore, all exhibitors and participants of events should take out the tare and building debris by their vehicles after unloading and installation of their stands.

Stowage and storage of tare and packing materials in the exhibition area during the events is prohibited!

Installation time of large-size and heavy equipment and exhibits should be agreed upon with the Organizers in advance.

Restaurants/Cafeteria

Bars and Cafés are located in the territory of GostinyDvor.

SMOKING IS ALLOWED ONLY IN SPECIAL PLACES!

6.  Your stand

Equippedarea.Standard stands

A “Standard Stand” is a stand fitted with necessary furniture and equipment. Samples of layouts of the Standard Standand furniture are listed on pages 17-18 of this Manual, however, you may design your own stand placing the walls and furniture as you like. Please, note what equipment is included in the cost of your area. If you are not going to use some of the items, their lease cost will not be returned. If the ordered equipment is missing at your stand, please, inform the Exhibition Directorate. To order additional equipment, please, fill in Form C4.

Wall panels, any other elements of the stand structures, back offices or furniture, which are ordered or leased by the Exhibitors should be returned undamaged and cleaned from scotch-tape remains, glue etc. after the event.

The fixing of own equipment to leased or adjacent stand structures, pasting/gluing of panels, plotting of logos, drilling of holes, fixing advertisements and other matter with pins, thumbtacks, hardly-removable scotch-tape etc.is not allowed.

The Exhibitor will be charged the cost of damaged elements of the stand structures and additional equipment.

Advertisements and decorative matter is allowed to hang using hooks put on top of your stand structures, excluding areas where electric wiring is placed.

During installation the Exhibitor on its own shall not partially or fully dismantle or introduce any modifications of already installed and decorated stands. The Exhibitor shall not have the right to make changes to structures and electric arrangements of the stand. In case of violation, the Exhibitor will be fined in the amount of 100% of the cost of dismantled equipment (structures).

Keys to doors and/or locks of cabinets and showcases can be obtained in the Forum Directorate after placing a recoverable deposit of 200 rubles for a key.

PLEASE NOTE! Electricity connection and consumption at the stand should be requested additionally, according to installed capacity;Form C5(page 24).

STAND LAYOUT (Form C2)you have drawn and changes to it should be submitted to the Forum Directorate not later than 30 April2012.

The equipment that is not indicated in the layout will not be installed. Electric lights, sockets, door, curtains, panels (office section) are placed in accordance with the standard stand layout, as indicated by you inForm C2.If there is no guidance, the standard stand will be arranged basing on the standard equipment set and standard stand layout patterns (page 17-18). In case of an angle stand and absence of additional guidance from the Exhibitor, the fascia board will be installed from the sight opened to the aisle instead of wall panels.

YOUR COMPANY NAME (Form C3)of up to 10 symbols will be placed on the fascia boards on open sides of your stand (included). You can order any additional titles usingForm C3(page 22).

COMPANY LOGO can be also ordered usingForm C3(page 22). Please, also clarify the colors and send via e-mail its color copy in a vector format (*.cdr, *.ai or *.eps) to the Forum Directorate and indicate its place on the stand in Form C2 (stand layout).

Unequipped area

If you rent unequipped area, the construction and outfitting of your stand is under your responsibility. The stand should be designed in accordance with the Exhibition Rules and agreed upon in advance with the Principal Constructor–A3M LLC (www. a3m. su). The stand installation will be prohibited, if the existing requirements are not observed.

To observe dates of preparation, installation and outfitting of stands at the Exhibition, the Installer is recommended to consult in advance and subsequently follow the documents published on the official web-site of the Principal Constructor of GostinyDvor–A3M LLC (www. a3m. su)

The Installer will be allowed to execute works only after signing agreement with A3M LLC - the General Contractor of GostinyDvor.

Please, be aware that the Installer accreditation is carried out by the General Contractor – Limited Liability Company A3M at the address:

4 Ilyinkast, Section 7, Moscow Russia

Phone: +7 (4, +7 (4office).

Fax: +7 (4

E-mail: *****@***su

Chief Administrator: AndreySheptak; cell: +7 (9

For more details, please, refer to documents published on the website a3m. su , “Accreditation”.

In case of building the second floor on the stand, the Exhibitor shall pay an extra 40% of the rent of one square meter per each square meter of the second floor area (Form C1).

The Organizer does not provide furniture and wall panels to Exhibitors ordered unequipped area only.

No parts of the stand structure, as well as flags, sign boards and other equipment, shall protrude beyond the area boundaries defined by the contract. The Exhibition Directorate reserves the right to demand removal of such elements and stand structures at the expense of the Exhibitor.

PLEASE NOTE! Power connection and consumption at the stand should be ordered additionally in accordance with installed capacity –Form C5(page 24).

Maximum stand height should not exceed 6 meters.

STAND LAYOUT (Form C1)

Exhibitors rent unequipped area should submit final layout designs of their stands (Form C1, on page 19) indicating the Installer and its contact person to the Forum Directorate till 30 April 2012.

A stand layout design should include:

·  Company name, stand No and size.

·  3D color view of the stand.

·  Indication of the second floor and its area, if any.

·  Floor plan of the first floor, second floor (if any), and side view.

·  Types of building materials.

·  Locations of the distribution board and water supply (if any), as well as total kilowatts of electricity consumed by the stand equipment.

To order additional services, please, fill in request forms in the section «Additional Equipment and Services»(pages 24-29).

General information for all types of stands

Location: Columns, access covers, electric service panels, drain covers and/or other utility connection points of your stand or neighboring stands may be within your exhibition area. In this case, power cables and tubes up to 50 mm in diameter may run in the aisles or within your stand boundaries without additional approval. Please pay your special attention to this fact planning podiums and floor covering. Please, contact the Exhibition Directorate for additional information.

Exhibits: Be aware that weight of exhibits and structures of your stand should not exceed the maximum allowable floor load of the pavilion (see section«Exhibition Hall»).

Sub-exhibitors: Sub-exhibitors are allowed but they should respect the Exhibition Participation Rules and, consequently, pay the Registration Fee and charge for their entry in the Catalogue (Form K2).

Fire safety rules: Companies which have ordered unequipped area should pay a special attention to observing the fire safety rules(www. a3m. su section “Accreditation”).

Noise level:During presentations, audio/video demonstrations etc. a noise limit of 75 dB should be observed. Should any complaints are laid by other Exhibition participants, the Organizers may switch off the noise sources.

Banners, Flags, Balloons: No advertising structures (banners, flags etc.) are allowed to be placed on the pavilion floor, structures, walls, and other parts without the Forum Directorate approval. If balloons and garlands are used to decorate the stand or for advertising, the balloons should not be filled with a light gas to prevent their elevation to the ceiling.

De-installation of stands is not allowed until the end of the Exhibition. By the end of de-installation, the stand area should be completely cleared of exhibits, structures, and debris/litter.

7.  Common and additional services

Request Form for Additional Services No 3 (Supplementary Agreement №2), Request forms.

Form No 3(Supplementary Agreement №2 page 21) as well as Request forms should be submitted to the Exhibition Directorate not later than 30 April 2012.

Your order will not be processed without Request Form No 3 filled in, signed and stamped!

Fascia boards/Graphics

The standard stand layout includes placing your company name (10 symbols) on the fascia board. Please, indicate the name of your company inForm C3If the number of symbols exceeds 10, please order additional characters using the same form. You can also order your stand lining –up and production and placement of your company logo on the fascia board or stand panels. If so, please, indicate colors and send a file with a logo in vector format (*.cdr, *.ai or *.eps) to the Forum Directorate as well as indicate the place where to put it in Form C2.

Structural elements, Furniture, Electric appliances

Additional structural elements, furniture, lights, sockets, audio and video equipment, kitchen and other equipment can be ordered in Form C4(page 23). Please, mark respective boxes in request forms and indicate locations of the marked items on your stand layout Form C2, and submit to the Exhibition Directorate.

The order is valid only for equipped exhibition area!

Power supply

Power consumption and connection ARE NOT INCLUDED in the cost of the area and should be ordered using Form C5(page 24). Make sure that you have ordered the power supply of a capacity you need.

Power is supplied to stands only during the Exhibition working hours. During installation and dismantling the Exhibitors (or their Installers) should use battery-powered tools or order a temporary electric socket.

Exhibitor Badges and Invitations to the Evening Welcome Party

All the Exhibitors are provided with badges in the amount of 2 free badges per each 9 square meters, and invitations to the evening party in the amount of 1 invitation for a company. If you need additional Exhibitor badges or Evening Party Invitation you may order them by filling in Form C6(page 25).

Cleaning

Every morning before opening the aisles between the stands will be cleaned. Litter left in a plastic bag or box the day before in front of the stand will be removed as well.

Stand cleaning may be ordered using Form C7(page 26).

All construction works at the stand should be finished on the last day of the installation. After the Exhibition closing, the stand area should be cleaned of litter, synthetic cover and scotch tape.

The Exhibitor should bear expenses associated with removal of debris/litter.

Telecommunications, Internet connection

You can order a telephone/fax set, as well as the Internet access using Form C7(page 26).

Security

Installation, 1 June from 00:00 up to 3 June 20:00 and dismantling, 6 June from 18:00 up to 7 June 18:00

During the installation and dismantling of the Exhibition, the security do not lock the exhibition hall. Access to the Hall is regulated by lists sent in advance to the Directorate by Exhibitors or Installer. Stands are not guarded during installation and de-installation.

Exhibition working hours, from 4 June till 6 June from 9:00 till 19:00

During the Exhibition working hours, the security lock and seal pavilions at 19:00 and open them up at 9.00. Also, on the last day of installation (the day prior to the Exhibition opening) the hall is sealed at 20:00. The hall is guarded during the Exhibition working hours and exhibitors and visitors will be checked in the entrance. It is necessary to be registrated and obtain badge on the registration board near the entrance. Maintenance badges are not valid during the exhibition working hours.

The Exhibitor is responsible for exhibits and personal belongings safety at the stands from time the pavilion is opened until it is closed by the guard. To ensure your exhibits safety, please, consider permanent attendance of your stand by your company’s employee during installation, de-installation and exhibition working hours. GostinyDvor and the Exhibition Directorate bear no responsibility for safety of exhibits and personal belongings of the Exhibitor.

To arrange the individual stand security please fill in Form C7(page 26).

Loading/Unloading. Temporary staff

If you need assistance in loading and unloading, slinging and storage of tare, you can order the services using Form C8(page 27).

Before processing the request, please, check on the construction gates sizes and permissible floor load (see section «Exhibition Hall»(page 8).

If you do not request temporary staff from the Exhibition Directorate, please, take care to provide badges to all staff of your company who work at the stand during the Exhibition and maintenance days (see section «GostinyDvor Access Procedure»).

Advertisement in Forum Catalogue

You can order advertisement in Forum Official Catalogue using Form K2(page 29).

Payments. Late order/In-process order

Ordered services should be paid at once after the invoice receipt. All prices indicated in this Manual include VAT (18%).

Orders received after 14 May until 6 June 2012 will be accepted with 50% extra pay if possible to fulfill them.

PLEASE NOTE!when making the order, some services and equipment may be already unavailable.

8.  Accomodation, transfer, sightseeing

Forum partner providing accommodation services, transfers and sightseeing program is City Booking And Travel Centre JSC

Address: 3-1 Krasnovorotsky lane, Moscow, Russia, 107078

T.: +7 (4

F.: +7 (4

Please send your offer for required services by fax or by email: *****@***ru

Contact person: Tatiana Solonenko

9.  GostinyDvor access procedure

The loading/unloading of the equipment may be fulfilled in two ways: using Construction Gates №18 and №16 as shown in the picture below:

1)  Construction Gates №16 3300x2300 (HxW)

Access to Construction Gates №16 is allowed from Varvarkastreet. There’s no need to send the model and number of vehicle in advance in this case. Letter for equipment bring in/outis enough. Due to the absence of special zone all loading and unloading is carried out from the sight of Varvarkastreet.

2)  ConstructionGates №18 3400x3200 (HxW)

AccesstoConstructionGates №18 isallowedfromKhrustalnylaneaccordingtothelistofmodelsandnumbersofvehiclessentinadvancetotheForumDirectorate (Letter for equipment bring in/out).This list is subject to check of Federal Guard Service of Russian Federation (FSO)The vehicle will be allowed to pass checkpoint in the corner of Ilinka street and Khrustalny Lane if its number and model is in the list. All the data concerning vehicles are accepted till 29 may 2012. The vehicle cannot be changed promptly.

Vehicles shall be moved out from the loading/unloading section after the exhibits and equipment has been unloaded. A vehicle can stay in the loading/unloading section for a limited time – not more than 15 minutes. Parking of private cars, as well as already unloaded/loaded vehicles is STRONGLYPROHIBITED!

Access through the construction gates of GostinyDvor during maintenance days will be allowed basing on the list of equipment being brought inand thelist of employees.

Exhibitor badges may be obtained on 3 June at the Registration Desk next to the entrance.

Vehicle entry/exit for installation/de-installation is allowed as follows:

- for installation: from 00:00 on 1 June till 19:00 on 3 June 2012 ( The Hall will be closed on 3 June at 20:00)

- for de-installation: from 6 June 18:00 till 7 June 18:00 2012.

PLEASE NOTE! During equipment and exhibits bringing in/out, the stands are not guarded and the Forum Directorate bears no responsibility for their security.

Please be informed that transportation of all the equipment in GostinyDvor is carried out along the inclined docks with the width 2, 04 meters. The sum uprise from the unloading level to the Exhibition Hall is nearly 3 meters. Taking into consideration the fact that hard physical efforts should be used to move equipment this shall be carried out with attitude of care towards structural elements

Failure to follow the above guidance and other recommendations of the Exhibition Hall Administration that has led to damage or loss of appearance of structures and their elements will entail sanctions towards violators as to compensate costs of restoration and maintenance of lost historic architectural items.

10.  Trucks access to the Third Traffic Ring (TTR) limits and entry of non-resident vehicles

To the attention of Exhibitors whose vehicle capacity is more than 1 ton:

According to the order of the Government of the City of Moscow, trucks traffic via the Third Traffic Ring to the downtown of Moscow is limited. It is necessary to obtain special passes.

To obtain passes enabling to get to GostinyDvor by vehicle with more than 1 ton please, turn to the Department of Transport and Road Infrastructure Development of Moscow:

+7 (495)

Monday-Thursday: from 08:00 till 17:00

Friday: from 08:00 till 15:30, Lunch break from 12:00 till 12:45

Request for passes acceptance and their hand-out is at the address: 5 Vavilova str., Moscow

For details, please refer to http://*****.