Exhibitor Manual...18th JANUARY 2019 – 20th JANUARY 2018 KUALA LUMPUR CONVENTION CENTRE, MALAYSIA...

MDA SCIENTIFIC CONVENTION &

TRADE EXHIBITION (SCATE) 2019

18th – 20th JANUARY 2019

KUALA LUMPUR CONVENTION CENTRE

HALL 5

Exhibitor Manual

18th JANUARY 2019 – 20th JANUARY 2018

KUALA LUMPUR CONVENTION CENTRE, MALAYSIA

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INDEX Page 1) General Information 3

2) About the conference 4

3) Exhibition Floor Plan 5

4) Standard Booth Information 6-7

5) Exhibition Schedule 8

6) Exhibition Rules and Regulations 9-15

7) Special Design rules and regulations 16-19

8) Appendix A: Vehicle Access 20-22

9) Appendix B: Emergency Evacuation Procedure 23-46

10) Standard Procedures: 47

-Exhibitor Checklist 47

-Exhibitor Tag Order Form 48

-Form 1-1a: Raw/Bare Space Booth 49-50

-Form 2-2a: Fascia Name Form 51-52

-Form 3-3b: Furniture on Hire 53-55

-Form 4-4c: Power & Electrical 56-59

-KLCC order Forms 60-64

11) Vehicle Entry Permit for movie in/out. 65-66

12) Shipping Instructions 67-73

13) Freight handling Tariffs 74-77

14) Freight Handling Forms 78-79



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CONTACT INFORMATION

Company / Organization Contact Person(s)

Event

Organiser

Malaysian Dental Association

D-5-1, Pusat Komersial Parklane,

Jalan SS7/26, Kelana Jaya,

47301 Petaling Jaya,

Selangor, Malaysia.

Ms. Carene

Tel: +603-78876760 / 78876762

Fax: +603-78876764

E-mail:

[email protected]

Venue Kuala Lumpur Convention Centre (KLCC),

Hall 5,

Ground Floor, Kuala Lumpur City Centre,

Jalan Pinang,

50088 Kuala Lumpur

Exhibition Services

Tel : +603 - 2333 2888

Fax : +603 - 2333 2729

E-mail :

exhservices@klccconventioncentr

e.com

Official

Contractor

Qube Integrated Malaysia Sdn Bhd,

No. 32-3, Jalan Nautika B U20/B,

Seksyen U20, TSB Commercial Centre,

Sungai Buloh, 40160 Shah Alam,

Selangor Darul Ehsan, Malaysia

Special Booth Design

Mr. Eric Go (012 - 281 8575)

Mr. Kevin Teo (017-213 7673)

Ms. Thong Yi Leng (012-634 2602)

Tel: +603 - 6151 9973

Fax: +603 - 6151 3973

E-mail:

[email protected]

[email protected]

[email protected]

Mr. Ong Wue Kian (012 – 308 1628)

Ms. Chasee Chai (016-619 1200)

Mr. Kevin Teo (017-213 7673)

E-mail:

[email protected]

[email protected]

[email protected]

Official

Freight

Forwarder

R.E. Rogers (Malaysia) Sdn. Bhd.

76, Shah Alam, Malaysia, 7, Jalan

Juruaudit U1/37, Hicom-glenmarie

Industrial Park, 40150 Shah Alam,

Selangor

Syed Amirul Hafidz

Tel : +603-55108611

Fax : +603-55106296

E-Mail : amirul@rogers-

asia.com / info@rogers-

asia.com

Website : www.rogers-asia.com

mailto:[email protected]









tel:+60%203-5510%208611

tel:+60%203-5510%206296





http://www.rogers-asia.com/



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ABOUT THE CONFERENCE

Date : 18 to 20 January 2019

Venue : Kuala Lumpur Convention Centre (KLCC)

Address : Hall 5, Ground Floor, Kuala Lumpur City Centre,

Jalan Pinang, 50088 Kuala Lumpur,

Wilayah Persekutuan Kuala Lumpur,

Malaysia

Expected Registration : 1,200 – 1,500 Local and International delegates

Expected Visitors to trade booth : 1,500 – 1,800 dentists

No of booth available : 127 units of 9 square meter standard shell scheme

booths and 18 units of 6 square meter standard

shell scheme booths

CONFERENCE PROGRAMME

1. Workshop/ Masterclass Programme* : TBC

2. Scientific Sessions : 18 – 20 January 2019

3. Trade Exhibition : 18 – 20 January 2019

4. Oral and Poster Presentation* : 19 January 2019

5. Opening Ceremony : 19 January 2019

IMPORTANT AGENDA

Opening Ceremony*

Date : 19 January 2019

Venue : Exhibition Hall 5, Ground Floor

Guest of Honour : Minister of Health

*The above schedules may be subject to change.



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EXHIBITION FLOOR PLAN

Venue: HALL 5, KLCC



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BOOTH INFORMATION

Structure Standard Shell Scheme Booth

Facilities per 9sqm

- Standard size of 2/3 metres x 3 metres.

- Exhibition space includes stand construction system

with real and dividing walls with 2500mm high using

white aluminum systems and white melamine

panels.

- Fascia board with black lettering.

- Flooring, existing hall carpet.

- Electrical includes 1 unit of 13 amp single phase

power point supply electrical connection and 2 units

of 40 watt fluorescent tube.

- Furniture include 1 unit of information desk, 2 units of

white folding chair, 1 unit of waste paper basket.

- Each booth eligible to packed lunch box for 2

person/day.

Non-standard Design

Obtainable on cost basis from the Official Contractor,

Qube Integrated Malaysia Sdn Bhd

Additional Items

Obtainable on cost basis from the Official Contractor,

Qube Integrated Malaysia Sdn Bhd

Wi-Fi Internet Access

To be purchased by filling up the KLCC Internet Services

Form

Event Duration

18th - 20th January 2019

0800hrs – 1800hrs

Set-up

17th January 2019

0800hrs – 1800hrs

Dismantle

20th January 2019

1900hrs – 0000hrs



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STANDARD SHELL SCHEME BOOTH

EXHIBITION SCHEDULE



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BUILD-UP PERIOD

Official Contractor move-in 07:00hrs – 00:00hrs, 17th January 2019 (Thursday)

Non - Official Contractor

move-in

10:00hrs – 23::00hrs, 17th January 2019 (Thursday) – By

Schedule

Heavy & Large Equipment

*Based on pre-assigned

schedule which will be

advised closer to the show

build-up date.

1200hrs – 1500hrs, 17th January 2019 (Thursday)

Exhibitors move-in 15:00hrs - 21:00hrs, 17th January 2019 (Thursday)

Exhibitors registration

14:00hrs - 18:00hrs, 17th January 2019 (Thursday)

Note: Exhibitors will not be allowed into the exhibition area before 14:00 on 17th January 2019.

The area will be unsafe for exhibitors before this time.

EXHIBITION PERIOD (OPENING HOURS) 18th January 2019 (Friday) 08:00hrs – 18:00hrs Visitor

19th January 2019 (Saturday) 08:00hrs – 18:00hrs Visitor

20th January 2019 (Sunday) 08:00hrs – 18:00hrs Visitor

DISMANTLE PERIOD

20th January 2019 (Sunday) 18:00hrs – 19:00hrs Exhibitor Move Out

20th January 2019 (Sunday)

19:00hrs – 23:00hrs Official Contractor Dismantle

Non-Official Contractor Dismantle

STRICTLY NO DISMANTLING BEFORE 19:00hrs, 20th January 2019

Note: All exhibitors must clear their booths by 19:00hrs on 20th January 2019, in order for the stand

dismantling to begin.

EXHIBIITON RULES AND REGULATIONS



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EMERGENCY

Emergency and

Evacuation procedures

Refer to Appendix B

LOADING / UNLOADING (Appendix A) Loading & Unloading

- The Centre’s loading dock is located at ground floor, Hall 5.

- Control point is at the Centre’s checkpoint

- Traffic flows in a one-way direction in from Jalan Persiaran

KLCC and out to Jalan Pinang.

- The narrow section behind Link Hall 3 has a low ceiling, which

is 3.5 metres in height. Safety goal posts of 3.5 metres in

height are installed before and after the service road Link Hall

3.

- Only vehicles below 3.5 metres in height will be allowed

access to Loading Docks.

- A 30 minute parking limit applies for drop-off/pick-up of

goods during the move in and move out process. Vehicles

are not permitted to park at the loading dock at any other

time.

- Vehicles and contents are the responsibility of the owner while

at the loading dock.

- The loading dock includes two wash bay, one wash bay is

located at loading dock 2, another wash bay is located at

loading dock 4 for the preparation of paints, trade materials

and cleaning purposes.

- Children under 18 are not permitted to present during

move in and move out.

Smoking Policy - The entire Centre Building including all indoor and outdoor is a

non-smoking zone. This applies to use of electronic cigarettes

and vaporizers.

Floor Loading Limit

For those who have heavy equipment to exhibit, please take

note that all floor areas within the Kuala Lumpur Convention

Centre have specified loading limits per square metre as

follows:-

• Exhibition Hall 5 : 20KN/m² or 2010 Kg/m²

• Loading/Unloading dock : 20KN/m² or 2010 Kg/m²

Any equipment or items to be used or displayed whose weight

exceeds the floor capacity limits must be assessed prior to the

positioning of the item or equipment. The use of a spreader

plate may be required to spread the weight evenly. Where this

is necessary, the cost is to be borne by the Exhibitor.

EXHIBITORS are required to notify the Centre and provide the

following information before the Event:-

• The gross weight of the item.



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Exhibitor Guide Info

Exhibitor Badges

Each booth is entitled to 3 (three) complimentary exhibitor's

tags for the 3 days exhibition. Additional tag request is

chargeable at RM10 per tag. The tags will be valid from the first

day of the setting up period until the last day of the

dismantling period. The collection of exhibitor tag will be at the

registration counter. The exact time and location will be

announced to the exhibitors 2 weeks before the event.

FAILURE TO EXHIBIT

In the event where any of the Exhibitors, having confirmed and

fully paid to participate in the exhibition; but fails to exhibit,

due to no fault of the Organizer, payment submitted would be

forfeited. These terms cannot be varied under any

circumstances.

LIMITATION OF LIABILITY

Security will be arranged throughout the duration of the

Exhibition 18th -20th January 2019. Organizer will do its utmost to

ensure the security of the area. The Organizer shall not be

liable for the safety and security of Exhibitors, their employees,

representatives, servants, agents, contractors or invitees, nor

for any exhibit materials, articles, documents or other property

of whatever kind, brought into the Exhibition venue at any time

during the Exhibition.

The Exhibitor shall bear all liability, costs and expenses due to

any loss, injury or contractors or invitees as well as that of any

third parties and members of the public, however caused as a

result of any act, omission, default or negligence on the

Exhibitors’ part.

EXHIBITOR’S INSURANCE

Exhibitors shall make sure that they are fully covered by

insurance including, but not restricted to, all risks on their

property, exhibits or articles of any kind, public liability and

comprehensive protection against any loss or damage caused

by any circumstance whatsoever whether by reason of fire,

water, theft, accident or any other cause. If the Organizer so

demands the Exhibitor shall provide proof to the Organizer that

the Exhibitor has adequate insurance cover.

Exhibitor must ensure that all their staff and the staff servants,

agents or contractors are insured against claims for workman’s

• A picture of diagram of the item.

Indicate on the floor plan where the item is to be located.

Please furnish us the above information not later than 3rd

December 2018, for onward submission to KLCC. Failure to do

so may cause delays or problems when you bring in your

equipment.

Forklift & Logistics

Forklifts can only be operated by the Official Freight Forwarder

within the vicinity of the Centre.



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compensation. The period for which such insurance’s shall be

maintained shall run from the time the Exhibitor or any of his

servants, agents or contractors first enters the exhibition

grounds, and to continue until he has vacated the exhibition

grounds and all his exhibits and property have been removed.

BOOTH / SPACE

ALLOCATION

Exhibitors would only receive their desired booth on first come

first served basis. Exhibition Organizer reserves the right to make

changes if deemed necessary.

SUBLETTING OF BOOTHS

The Exhibitor must not transfer, dispose of, part with or

otherwise sublet the whole or part of his site, whatever for

financial consideration or otherwise. The Exhibitor must, if he is

an agent, distributor or licensee, state at the time of contract

the name of the principle to be represented. This does not

prohibit and Exhibitor displaying the products of a principle for

whom he becomes agent, distributor of licensee after the time

of contract, with the prior written permission from the

Organizer.

Air Conditioning /

Ventilation

Air-conditioning/ventilation is not provided in the venue during

the build-up or tear-down period.

Flying Objects

Remote-controlled flying objects are not permitted in the

exhibition booths.

Parking

Please refer to Kuala Lumpur Convention Centre website for

updated parking rates

www.klccconventioncentre.com – select “About Your Centre”

– go to “Spaces & Facilities” - parking

Please take note that the car park is managed by KLCC

Parking Management Sdn Bhd and rates are subjected to

change without prior notice.

Food and Beverage

Policy

The Kuala Lumpur Convention Centre is the exclusive supplier of food

and beverage. Any outside food and beverage brought into the

Centre’s premises, banqueting event, exhibition halls and booth for

sales and consumption is strictly prohibited.

The Centre offers variety selection of catering option. All food and

beverage items in the exhibition halls must be purchase through the

Exhibition Service Centre. To arrange food and beverage hospitality

services, please complete the Booth food and Beverage Catering

Form and send back to KLCC before 8th January 2019.

Apart from above additional F&B ordering, each booth is also

entitled to complimentary packed lunch box for 2 person/day.

http://www.klccconventioncentre.com/



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Care of Building

No attachment, fitting, equipment or device is allowed to be

affixed to or suspended from any structure of the building as

this can damage the structure of the building

Exhibitors’ Hand-Carry

Procedures

- Hand-carried freight is defined as items that can be easily

carried by an individual exhibitor, without the need for

mechanized equipment.

- Examples of acceptable hand-carried materials include

boxes, suitcases or fiber board shipping cartons, portable

displays on wheels and small luggage bags.

- Exhibitors may use the guests lift access to transport

materials that can be hand-carried to their booths.

- The following items are not considered hand-carried items:

two wheel dolly loads, carts, boxes or crates.

Exhibitor’s Loading and

Unloading Procedures

- Exhibitors’ exhibit materials must enter and exit through the

approved loading docks.

- Exhibitors will be allowed to hand carry items in or out of

the exhibition halls during move-in and move-out days.

- Vehicle Entry Permit will be issued to exhibitors for entering

the loading docks by the event Organiser.

- Hand carry loading procedures are limited to cars, mini-

vans, station wagons or pick-up trucks (cannot exceed 20

feet (6.1 metres) in length and 12.5 feet (3.5 metres) in

height). No full-sized trucks or trailers will be allowed to unload

via the hand carry loading procedures.

- Should exhibitors need assistance with load in/out, they will

be referred to the appointed RE Rogers freight forwarder at

which time fees may apply.

- Vehicles are allowed to load/unload only and may not park

in the loading dock area, once vehicles are unloaded; they

must be moved to alternate parking locations.

- Upon the close of the exhibition, there will be a 1 hour

allowance for removal of hand carry exhibits.

- Exhibitors can load the hand carry exhibits to their

vehicles in the loading dock area during breakdown.

Exhibitors’ Deliveries and

Freight

- The Centre does not have onsite storage and cannot

accept freight and shipment on behalf of exhibitors.

- Advance deliveries and freight shipments are not permitted.

- If you have any concerns regarding timing, shipment and

transportation, please contact R.E Rogers.

- All exhibitors are to refer to Appendix A page 18 for the

vehicle Holding area procedures during exhibition move-

in/out.

- Use of own forklift, tow motors, cranes, dollies, pallet jacks are



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not allowed under any circumstances.

- In the event that the exhibits (e.g. machinery, tool and

equipment) required to be move-in/out and cannot be

hand-carried, the official show freight forwarders must be

engaged to handle them by using the correct tool and

method. The services of which will be chargeable by the

official show freight forwarder.

Machines and Equipment

- Exhibitors who wish to display machines and equipment

must have the display machines weight assessed to

conform with the center’s requirements.

- The above requirements are mandatory for health and safety

reasons.

Sound (Noise) Levels

- Objectionable sound devices may not be used.

- Exhibitors are advised that any audio system or electrical

device that produces irritating, intermittent and/or

sequential sounds/ noise is not permitted without prior

approval from the StarProperty Organiser and Centre.

- Exhibitors should be considerate of neighbouring exhibitors

when operating any machine, appliance and sound system.

- Music or noise emitting from the exhibition booth cannot

exceed 70 decibels (A).

- Exhibitors receiving requests from the event Organiser or the

Centre’s Management to reduce the music volume or noise

level must conform immediately to the request or be

subjected to having the power to their sound system

disconnected.

Stand or Booth

construction Regulations

Refer to page 9.

Aisle/Gangway

Under no circumstances can any exhibit display be allowed to

encroach into the aisle/gangways. Please remember to keep

your entire exhibit inside your stand at all times

Promotion Materials

- Exhibitors are not allowed to display and stick their

promotion materials in any public area, walls, hall aisle

space or obstruct access to emergency exits, fire hose and

fire extinguisher cabinets and building control access doors

or panels.

- Promotional floor stickers are not permitted on permanent



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carpeted floors, concrete and marble floors or walls.

- The Centre’s Management reserves the right to have

anything obstructing or restricting access to the above

mentioned areas and/or items removed at the exhibitors’

cost, without liability for loss or damage.

Soliciting / Demonstrating - Canvassing, exhibiting or distributing advertising matter

outside the designated exhibition area is prohibited.

- Solicitation or demonstrations by an exhibitor must be

confined to the exhibitor’s own booth.

- Exhibitors should be considerate of neighboring exhibitors

when soliciting attendees to visit their booths.

- Distribution of an exhibitor’s printed advertisements must be

done within the exhibitor’s own space.

- No exhibits, displays or advertising material of any kind will

be allowed in the Centre’s public areas, basement parking

or hallways.

- Aisles in front of the booths must be kept clear. Enough

space must be allocated within each exhibition booth for

attendees to browse or watch product demonstrations.

- Any activity that causes attendees to congregate in the aisle

or in adjacent exhibition booths will be curtailed or

cancelled.

Extension Cords

The use of multiple socket outlet is STRICTLY not allowed to

avoid any overloading as this may lead to a trip in the

incoming power supply and cause incontinence to other

exhibitors

Drapes

Material used for lining, drapes or overhead structure or as part

of the theme or display to the public must be rendered non-

flammable as per BOMBA requirement. The use of flammable

materials is strictly prohibited unless treated for fire retardant.

Distribution of Brochures

The distribution of printed matter and circulation of advertising

materials is permitted only at the stand space itself.

Dangerous Activities

Exhibitors must provide full details of any potentially

dangerous activities to be undertaken in the exhibition

booth(s) to the event organiser.

No such activities may be conducted during an exhibition

without the event organizer and the Centre's approval which

must be obtained before move-in day and which may be

withheld at the Centre’s absolute discretion.

Activities conducted in exhibition booths must comply with fire,



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health and safety regulations.

Move-in and move-out

Sub-con and exhibitors are required to adhere to the timetable

given, failing which they may be denied entry until a suitable

time.

SECURITY

Exhibitors and their staff will not be allowed in the exhibition hall

after the show hours. If your displays are very valuable or

sensitive and you wish to hire security personnel to attend to

your stand exclusively during off show hours, please contact

the Official Contractor. Please note that you may not use

personnel from other security agencies.

All personnel in the exhibition hall must wear identification

badges at all times. Additional Exhibitor Passes and Temporary

Work Passes can be obtained from the Organizer’s office on-

site.

For security and safety reasons, exhibit movement in or out of

the exhibition during show hours is not permitted without the

written consent of the Organizer.

The Organizer reserves the right to request any of the Exhibitors,

their employees, representatives, servants, agents, contractors

or invitees, to leave and vacate the Exhibition venue as well as

remove their Exhibition materials, if they should in any way

cause chaos, discomfort, or threaten the safety and smooth

proceedings of the Exhibition in any manner whatsoever.



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SPECIAL BOOTH DESIGN RULES & REGULATION

1. All stand measurements are in Metric format. All stand design layout plans must be

computer generated, in 3D with elevated & perspective views, to be submitted to the

Official Contractor before the stipulated deadline for approval to ensure a smooth build-up.

2. It is compulsory for exhibitor to provide full floor and wall finishing for their stands, regardless

of height of the stand. DO NOT use the back panel of a wall or neighbouring stands to put

up decoration.

3. All stands, irrespective of height must have at least 50% opening of ALL frontages facing an

open aisle.

4. Booth structure with covered ceiling exceeding 18sqm, hanging object exceeding 500kg,

rigging structure or double deck booth are required to submit P.E. Endorsement (*subject to

booth design). Structural Engineer’s Certification must be submitted to Centre’s

Management no later than 30th November 2018 prior to the event build-up.

5. The maximum height of booth structure is 5mH.

6. No double storey structure & hanging object is allowed for booth structure.

7. All exhibitors appointing their own contractor other than the official contractor for special

design build up is require to fill in form 1, and submit together with stand design and design

appraisal checklist back to official contractor.

8. Deadline for submission of form 1, raw space/special stand design with design appraisal

checklist attached: 14th December 2018

9. Booths below or exceeding 2.5m height are required to cover the back portion with

plywood and painted with emulsion paint.

10. NO person under any circumstances shall cut into or through any floor coverings or walls nor

alter any stand service structures. Any such damage to stand structures or exhibition

premises will be invoiced to the exhibitor.

11. NO cutting, sawing, sanding, gluing or major carpentry work and painting is permitted

anywhere in the Centre.

12. Raised flooring must have rounded edge or protective covering to the sharp edge.

13. Exhibitors and their non-official contractors will have to bear any charges levied by Hall

Owners for damages caused to their property, walls and floorings or for debris not cleared

away.

14. It is the responsibility of respective vendors to ensure the stability of own stand structures.

Vendor is liable for the penalty charges by the Organiser or Official Contractor, should there

be any insecure structures found within the stand area.

15. The Organiser reserves the right to make amendments to any booth structure/design during

the build-up, should it fail to comply with the Exhibition’s Rules & Regulations.



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16. The Organiser’s decision is without prejudice and is final.

Kuala Lumpur Convention Centre Hall Management Rules and Regulations.

1. All non-official contractors are required to register with the Official Main Exhibition Contractor. 2. All non-official contractors must possess valid Business Registration License, Workmen Compensation Insurance

and Public Liability or and Third Party Liability Insurance.

3. Construction materials are not allowed to be piled onto NON-FREIGHT AISLE, or obstruct fire exits and firefighting equipment. All materials must be kept within contracted booth space at all times.

4. Covered footwear must be worn at all times whilst working on site. No thongs, sandals or open-toed shoes are allowed.

5. No consumption of food items is allowed either at the back-of-house, loading docks, along Persiaran KLCC or in the public areas.

6. Material used for lining, drapes, overhead structure, or as port of the theme/display to the public must be rendered

non-flammable as per BOMBA / Fire & Rescue Department of Malaysia requirements. The use of flammable material is strictly prohibited unless treated with fire retardant additives.

7. No persons under age 18 years old are permitted to enter or work on the premises.

8. The entire Centre Building including all indoor and outdoor is a no-smoking zone. This applies to use of electronic

cigarettes and vaporisers.

9. All contractors and their employees are strictly prohibited from using the guest’s toilet facilities or loitering at the lobby and guests area.

10. All contractors must wear a pass supplied by the Event Organiser or the Official Exhibition Contractor all the times when entering the Centre.

11. All Malaysian workers must possess an Identity Card (IC) and all foreign worker must possess a valid work permit

in order to obtain a contractor badge.

12. All contractors must ensure the removal of all debris, rubbish and packing materials from the premises. 13. Activities which generate dust such as welding, sanding sawing are strictly prohibited. Stand structure shall pre-

fabricate off site and no major painting is permitted.

14. Proper scaffolding, including ladders and work platforms, must be used for any construction activities above 3m in height within the venue and must comply with the relevant safety and health regulations.

15. Any person working on scaffolding of 2 metres and above must be protected with appropriate personal protective

equipment such as safety helmet, body harness, covered or safety shoes. Only competent and experienced personnel shall be allowed to erect and dismantle the scaffolding.

16. Unruly or unacceptable behaviour and violent acts are strictly prohibited. People acting without due care for others

or not following directions of Security personnel may be evicted from site. 17. Any person caught committing unsafe work practises and or non-compliance activities will be prohibited from

working in Kuala Lumpur Convention Centre. 18. The Centre’s Security Department deals with all reported incidents. Any incidents occur during the build and tear

down activity, the contractors should report to the Centre’s Security Services which located at the Concourse Level.



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19. Maximum height limit at the link Hall 3 service road is 3.5metres. Safety goal posts of 3.5metres in height are installed at the entrance and exit point of this service road. Only vehicles below 3.5metres in height are allowed to enter and/or exit through the safety goal posts to prevent possible damage to the ceiling.

20. Screwing, drilling, nailing or painting on the floor, walls, pillars or any part of the Exhibition Hall are STRICTLY

NOT ALLOWED. 21. Alcohol is not permitted in the work areas and no one is allowed to work while under the influence of drugs or

alcohol.

22. Raised flooring must have ROUNDED EDGES or PROTECTIVE COVERING TO THE SHARP EDGES.

23. All decorations - drapes, fabric walls, signs, banners, acoustical materials or similar decorative materials used to construct the exhibition booth must be flame-retardant and must meet current fire regulations. Test certification must be available for inspection. Certificate of fire retardant and stand design plan MUST be submitted together.

24. Urinating in paint washing room or any unauthorized designation is strictly prohibited.

25. Preparation and cleaning of paints must be conducted in wash room located at ground floor; loading dock 2 and

loading dock 4.

26. Contractor caught cleaning and disposing paint, chemical of build-up materials in the toilet bowl and washing basin will be penalised and liable to bear any cost incurred for rectifying the drainage system.

27. Any person with using abusive language, violent behaviour or committing unsafe work practises and or non-

compliance activities will be prohibited from working in Kuala Lumpur Convention Centre immediately.

Note: The Centre reserves the right to add and change any of the procedures and requirements at any time. Any person caught committing unsafe work practices and or non-compliance activities will be fined or prohibited from working in the Centre.

ELECTRICAL CONNECTION

1. Each electrical point provided is intended for one (1) item of equipment or machine on

display. If used for lighting purposes, lighting connection charges will be applied.

2. The use of multiple socket outlets is strictly prohibited to avoid any overloading and tripping.

Exhibitor whose lighting fixtures are bound to have been the cause of trips in power supply

will be responsible for all re-energisation charges.

3. All electrical installation must be carried out by the Official Contractor.

4. The Centre reserves the right to withhold connection of power to a stand or to shut off

power to a stand which is does not comply with the electrical safety requirements or if it is

deemed to be unsafe.



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EXHIBITION BOOTH/HANGING BANNER BOOKING PROCEDURE

Dear Valued Traders and Exhibitors,

Thank you for showing keen interest in our upcoming SCATE 2019. In this established annual dentistry

convention, we expected a good turn up from local and international delegates. Based on our previous

years data, we anticipate an overwhelming response from the prospective Traders/Exhibitors. In SCATE 2019,

there are limited booth spaces available which it usually sold out once the trade exhibition open for booking,

To void confusion and disappointment, we are duly bound to set up ground rules to ensure that the booth

allocation is done without any prejudice or biased.

Priority for Selection of Exhibition Booth/Hanging Banner

Selection of booths will strictly follow the following sequence:

a) Selection of booths by Main Sponsor, followed by Platinum, Gold, Silver Sponsor & Speaker Sponsor.

b) Thereafter, selection of booths will be on a first come, first serve basis based on receipt of fully

completed booking form with a 50% deposit payment of the total charges.

No pre-booking should be done through any Council members or Local Organizing Committee Pre booking

would not be entertained.

Custom Design Stands

Exhibitors who wish to construct their own stands must indicate this intention in the booking form. The design

and floor plan are required to submit to Organizer at least 3 months before the actual exhibition date.

Custom design stands are subject to Organizer’s agreement and approval. All construction cost is to be

borne by the exhibitor. Any application for raw exhibition space would require a minimum booking exhibition

space of 18 square metres. Height restriction for custom design stands will apply depending on location.

Should there be additional requirements for sockets, lights, carpet and others furniture for the exhibition, it will

be borne by the exhibitors.



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APPENDIX A Vehicle Access

ADDITIONAL INFORMATION FROM



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Map for Access to Loading Bay

Exhibitor Move-in/out Procedures a. The OFFICIAL CONTRACTOR will issue Vehicle Entry Permit to all exhibitors one week before move in.

b. Upon arriving at the Checkpoint, the driver must present the Vehicle Entry Permit to the security personnel. Move in will based

on first come first serve.

c. During the move-out, the representative must call the traffic marshal at the loading docks when they are ready to loading.

d. The Vehicle Entry Permit must be prominently displayed on the windshield of your vehicle.

e. Driver without a Vehicle Entry Permit will be denied entry to the Check-point and loading docks.

Notes • No empty vehicle is allowed to park at VHA during the move-in day. The primary use of the off-site VHA is for the staging vehicle.

• Vehicle access to checkpoint / loading dock cannot exceed 20 feet (6.1 metres) in length and 12.5 feet (3.5 metres) in height.



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KLCC LOADING BAY



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APPENDIX B

Emergency and Evacuation Procedures

ADDITIONAL INFORMATION FROM



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Standard Procedures

1. Exhibitors are requested to RETURN NECESSARY FORMS to the relevant addresses by the deadlines

indicated on each form.

2. The order form is not an invoice. Do not pay until you have received an official invoice from QUBE

INTEGRATED (M) SDN BHD.

3. All cancellations must be made in writing to QUBE INTEGRATED (M) SDN BHD. Cancellations are subjected

to terms and conditions stated.

PLEASE NOTE THAT ORDERS ARE NOT VALID UNTIL PAYMENT IS MADE.

Visitor registration link:-

http://www.mda.org.my/memberloginsystem/guest_event_form.php?id=MTM5

Exhibitor’s Checklist

Forms Deadline Return Form To: Exhibitor Tag Order Form

14th December 2018

MALAYSIAN DENTAL ASSOCIATION

Fax: 60 3 7887 6764

E-mail :[email protected]

Form 1-1B Raw/Bare

Space Booth

14th December 2018

Qube Integrated (M) Sdn Bhd.

Tel: +6(0)3 6151 9973

Fax: +6(0)3 6151 3673

Email: [email protected]

Form 2-2b Fascia Name

Form 3-3b Furniture on

hire

Form 4-4c Lighting and

power

KLCC Order Forms

8th January 2019

Kuala Lumpur Convention Centre Email:

[email protected]

Handling Forms

For Local Exhibitor:

11th January 2019

For Foreign Exhibitor:

14th December 2018

R.E Rogers (M) Sdn Bhd


Fax: +603 - 5510 6296

http://www.mda.org.my/memberloginsystem/guest_event_form.php?id=MTM5






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Exhibitor Tags Order Form

Event:

Date:

Venue:

We, …………………………………………………………………….( company name) would like to request for ……………………… (

number) additional exhibitor’s tag (s) for the said event above. We are aware that each additional tag is chargeable at

……………….. .

Company Name: (Please provide company’s legal status such as “Sdn Bhd” etc.)

_______________________________________________________________________________________________

Address: ________________________________________________________________________________________

Postal Code/City: __________________________________Country:________________________________________

Website: ________________________________________________________

Contact person for the exhibition is:

Mr/Mrs/Ms First Name: ________________________________________

Last Name: __________________________________________________________

Designation: _________________________________________________________

Phone: ___________________________ Fax: _____________________________

Email: ______________________________________________________________

PLEASE NOTE: Full payment need to be made in 1 week time after issuing of invoice.

Banking Details Account Name : SCATE 2019 Name of Bank : Public Bank Berhad Branch : Bukit Damansara Branch Address : 36-40, Medan Setia 2, Plaza Damansara, Bukit Damansara, 50490 Kuala Lumpur Account Number : 3-2050147-02 Swift Code : PBBEMYKL Signature and Company Stamp : ……………………………………………………………… Date : …………………………………………………………… Please fax or email copy of remittance to: MALAYSIAN DENTAL ASSOCIATION Block D-5-1, Level 5, Parklane Commercial Hub, Jalan SS7/26, Kelana Jaya, 47301, Petaling Jaya, Malaysia. Tel: 603 7887 6760/603 7887 6762 Fax: 60 3 7887 6764 E-mail :[email protected]

D-5-1, Pusat Komersial Parklane, Jalan SS7/26, Kelana Jaya, 47301 Petaling Jaya, Selangor, Malaysia.

Tel: +603-7887 6762 / 6769 / 6760 Fax: +603-7887 6764

Email: [email protected] Web: www.mda.org.my


http://www.mda.org.my/



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Form 1

Raw/Bare Space Booth

Deadline: 14th DECEMBER 2018

For Enquiries:

Tel: +6(0)3 6151 9973

Fax: +6(0)3 6151 3673


RAW/BARE SPACE BOOTH

We will be building our own booth and enclose drawing, with dimensions, illustrating the design of our booth.

We understand that all electrical and piping installations must be carried out by the Official Contractors and

as exhibitor and contractor, agree to abide by all the Rules and Regulations of the exhibition, particularly in

respect of those stipulated in the Terms and Conditions of the Exhibitor's Manual.

The following company has been appointed as our contractor to construct our booth and/or other displays: -

Name of Contractor

Person in Charge Booth Number

Tel Fax Mob. Number

Email

Designation

Name of Exhibitor

Note: -

• Submission of Design/Drawing: All designs and drawings are to be submitted

before 14th DECEMBER 2018. Late submissions will not be considered.

• Refundable Deposit: Non-official contractors shall be required to deposit a Refundable Deposit

according to the size of the exhibits booths, to ensure that the rules and regulations are abided by, to

cover any damages arising directly or indirectly from any infringements, and to settle all payments for

supply and services rendered during the exhibition or for the purposes of the exhibition.

• Administration Fee: A non-refundable administration fee of RM30.00 per sqm contracted is also

payable by the exhibitor’s contractor to the official contractor prior to commencing work, processing

of communications, management function including securing approval from the relevant authorities.

• Booth Design Approvals: Exhibitors using contractors other than the Official Contractors shall

advise their independent contractors to submit their booth design and drawing to the Organiser or

Official Contractor for approval before the exhibition. Failing which, organiser or official contractor

reserves the right to stop any exhibitor and/or contractor from working within the exhibition hall if the

booth design / drawings are not submitted in time, or not approved.

• Booth Boundaries and Design Restrictions: No exhibitor may place any display material or allow

dividing wall or any part of their booth design and fittings beyond their contracted boundary.

• Booth Height: all construction above 2.4m for height is permitted only upon approval of the

organiser or official contractor.

(Continue on next page)




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Form 1-B

Raw/Bare Space Booth


For Enquiries:

Tel: +6(0)3 6151 9973

Fax: +6(0)3 6151 3673


RAW/BARE SPACE BOOTH (continued)

This portion must be completed by the appointed contractor and returned accordingly.

Name of Exhibitor

Person in Charge

Mobile Number Email

Address

Tel Fax

Name of Contractor

We understand and agree that as the exhibitors’ appointed contractor who is not Official Contractor, we are

required to provide a Refundable Deposit to the official contractor, Qube Integrated Malaysia Sdn Bhd

equivalent with minimum RM3,000.00 per booth based on contracted space. We agree to abide by the rules

and regulations contained in the exhibitors’ manual, to cover any damages arising directly or indirectly from

any infringements, and to settle all payments for supply and services rendered during the exhibition or for

the purposes of the exhibition. Organiser or Official Contractor reserves the right to forfeit this deposit in the

event of any non-compliances and/or damages however caused. This is without prejudice to any additional

claims the official contractor may have if the damages exceed the deposit. A non-refundable administration

fee of RM30.00 per sqm shall apply.

*Admin Fees and Performance Bonds are compulsory for all raw space, and are borne strictly by the

stand contractor.

PERFORMANCE BOND – Refundable (Please tick where appropriate)

DESCRIPTION (Raw Space Area – sqm) Performance Bond Rate (RM) TICK Amount (RM)

36sqm below RM3,000.00 RM 3,000.00

Above 36sqm RM 5,000.00 RM 5,000.00

ADMINISTRATION FEES

RM15.00 per sqm x Total Raw Space Area RM15.00 x sqm = RM

6%SST RM

Total Amount: Performance Bond + Administration Fees = RM

Exhibiting Company Stamp Signature Date




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Form 2

Shell Scheme: Fascia Name


For Enquiries:

Tel: +6(0)3 6151 9973

Fax: +6(0)3 6151 3673


STANDARD SHELL SCHEME BOOTH

(Continue on Next Page)




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Form 2-B

Shell Scheme: Fascia Name


For Enquiries:

Tel: +6(0)3 6151 9973

Fax: +6(0)3 6151 3673


STANDARD SHELL SCHEME BOOTH (continued)

NAME TO APPEAR ON FASCIA

30 characters MAXIMUM, including spacing. Please print clearly.

Each Shell Scheme Booth comes with: -

• Wall Partitions: 2.44m (8ft) high white laminated 3mm thick plywood panels joined by aluminium

section. Each panel is 1m wide.

• Fascia (Name Board): 350mm (1ft) high with exhibitor's name and booth number. Aluminium frame,

letters on infill panels.

• Lightings: Continuous fluorescent tubes mounted behind fascia. 2 fluorescent tubes per 9sqm.

• Floor: Covered in needle punch carpet.

• Furniture: 1 reception desk, 2 folding chairs and 1 waste paper basket.

• Power: 1 unit of 13amp power point (single-phase – 230v, not for lighting use)

• Maximum Exhibit Height: 2.44m (8ft)

Note: -

• Damage to Booth: nailing, drilling and any other modification on the Shell Scheme panels are

STRICTLY PROHIBITED. Any damage done on the panels shall be charged RM150.00 per panel to

exhibitors.

• Booth Boundaries and Design Restrictions: no exhibitor may place any display material or allow

dividing wall or any part of their booth design and fittings beyond their contracted boundary.

• Fire Regulations: all materials used in booth construction shall be properly fireproofed to normal

international standards and in accordance with local regulations.

Our contact person in charge of our Shell Scheme Booth is

Name of Company

Person in Charge Booth Number:

Tel

Email

Designation

Signature and

Company Stamp for

confirmation:




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Form 3

Furniture on Hire


For Enquiries:

Tel: +6(0)3 6151 9973

Fax: +6(0)3 6151 3673


FURNITURE ON HIRE

All orders for furniture rentals shall be made on this form and returned before 14th DECEMBER 2018. A 30%

surcharge will be imposed on orders received after this date and 100% surcharge will be imposed for on-

site orders to accommodate additional handling and transportation costs.

Items Specification (mm)

Unit Price (RM)

Qty Cost (RM) Before

14th Dec 2018

15th Dec 2018 to 16th Jan

2019

Information Counter 1030L x 535W x 760H 60.00 85.00

Lockable Cupboard 1030L x 535W x 760H 85.00 120.00

Low Round Table 800Ø x 720H 100.00 145.00

Tall Round Table 800Ø x 1000H 140.00 200.00

Folding Chair 400L x 400W x 780H 20.00 30.00

Oscar Bar Stool 460L x 410W x 920H 85.00 120.00

High Back Barstool 100.00 145.00

Single Seated Sofa 120.00 170.00

Waste Basket - 5.00 7.00

Low Showcase (Without

lighting)

1030L x 535W x 1030H 290.00 415.00

High Showcase (With

downlight)

1030L x 535W x 2070H 400.00 570.00

Low Display Cube 500L x 500W x 500H 110.00 160.00

Tall Display Cube 500L x 500W x 760H 150.00 215.00

Brochure Rack 285L x 285W x 1380H 120.00 170.00

Shelf – Flat or Slope 1000L x 300W 45.00 65.00

Subtotal:

SST 6%:

Grand Total:





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Form 3-B

Furniture on Hire


For Enquiries:

Tel: +6(0)3 6151 9973

Fax: +6(0)3 6151 3673


FURNITURE ON HIRE (continued)

All orders for furniture rentals shall be made on this form and returned before 14th DECEMBER 2018. A 30%

surcharge will be imposed on orders received after this date and 100% surcharge will be imposed for on-

site orders to accommodate additional handling and transportation costs.

• All prices quoted include approval fee, installation, power consumption and standby maintenance.

• All prices quoted above are exclusive of 6% SST charges.

• A cancellation fee of 50% of price will be levied for cancellations received upon confirmed and paid

orders.

• Payment

All payments (cheque / bank draft / telegraphic transfer/ direct debit) are to be in favor of Qube Integrated Malaysia Sdn Bhd and MUST accompany this Order Form. All bank charges must be borne by the remitter.

Name of Account : Qube Integrated Malaysia Sdn Bhd Account No. : 5143 9231 0009 Name & Address of bank : Malayan Banking Berhad

7 & 8, Jalan Tanjung SD 13/1, Bandar Sri Damansara, 52200 Kuala Lumpur, Malaysia.

Swift Code : MBBEMYKL

• Full payment is required before delivery of items

Our contact person in charge of Furniture on Hire is

Name of Exhibitor/

Contractor


Tel Fax Mob. Number

Email

Designation

Signature and

Company Stamp for

confirmation:




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Not Available



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Form 4

Lighting & Power


For Enquiries:

Tel: +6(0)3 6151 9973

Fax: +6(0)3 6151 3673


LIGHTINGS AND POWER

One power point is assigned to one machine only. No multi plug and/or extension are allowed.

Only the Official Electrical Contractor is permitted to undertake electrical work in the exhibition area.

All orders for lighting and power requirements shall be made on this form and returned before

14th December 2018. A 30% surcharge will be imposed on orders received after this date and 100% surcharge

will be imposed for on-site orders to accommodate additional handling and transportation costs.

For Exhibitors taking Shell scheme package: -

Every 9sqm of shell scheme package are inclusive of two (2) units of fluorescent light (40 Watts) and one (1) unit

of 13amp power point

For Exhibitors taking Bare Space booth: -

DESCRIPTIONS

COST PER UNIT (RM)

Cost (RM)

Before

14th Dec 2018 15th Dec 2018 to

16th Jan 2019 QTY

100W Spotlight 70.00 100.00

100W Longarm Spotlight 75.00 110.00

40W Fluorescent Tube 4’ 65.00 95.00

50W Halogen Downlight 80.00 115.00

300W Floodlight 180.00 255.00

13Amp Single Phase Outlet 60.00 85.00

13Amp Single Phase Outlet (24Hours) 120.00 170.00

15Amp Single Phase Outlet 70.00 100.00

15Amp Single Phase Outlet (24Hours) 210.00 300.00

30Amp Single Phase Isolator 250.00 360.00

30Amp Three Phase Isolator (exclude distributor box max.

15kw)

1,750.00 2625.00

30Amp Three Phase Isolator (with distributor box max.

15kw)

2050.00 2930.00

Lighting Connection (max 100w per fitting) 60.00 85.00

Setup Temp. Power Supply – 13amp Single Phase 120.00 170.00

TOTAL COST:

SST 6%:

Grand Total:





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Form 4-B

Lighting & Power


For Enquiries:

Tel: +6(0)3 6151 9973

Fax: +6(0)3 6151 3673


LIGHTINGS AND POWER (continued)

• All prices quoted include approval fee, installation, power consumption and standby maintenance.

• All prices quoted above are exclusive of 6% SST charges.

• A cancellation fee of 50% of price will be levied for cancellations received upon confirmed and paid

orders.

• Payment

All payments (cheque / bank draft / telegraphic transfer/ direct debit) are to be in favor of Qube Integrated Malaysia Sdn Bhd and MUST accompany this Order Form. All bank charges must be borne by the remitter.

Name of Account : Qube Integrated Malaysia Sdn Bhd Account No. : 5143 9231 0009 Name & Address of bank : Malayan Banking Berhad

7 & 8, Jalan Tanjung SD 13/1, Bandar Sri Damansara, 52200 Kuala Lumpur, Malaysia.

Swift Code : MBBEMYKL

• Full payment is required before delivery of items.

• Only the official contractor is permitted to undertake electrical work in the exhibition halls.

• Exhibitors who connect own lighting fixtures will be imposed with a lighting connection charge

(per fitting) depending on the rate on-site.

• Power points supplied are to be used for running equipment/exhibits only. If used for lighting

purposes, lighting hook-up/connection charges will apply.

• Supply for late orders will not be guaranteed and if accepted shall be subjected to a

30% surcharge after the deadlines and 100% surcharge will be imposed for on-site orders to

accommodate additional handling and transportation costs.

• Exhibitors who wish to provide own lightings and fixtures containing wiring installation shall comply

with the following procedures: -

1. submit detailed drawings of such installation to the Event Manager for approval

2. show proof that such installation is carried out by a registered wiring contractor with relevant

Class of Certificate of Registration issued by the Director-General of Electrical Inspectorate,

Malaysia, or its equivalent

3. Use materials approved by the Department of Electrical Inspectorate, Malaysia. Non-

compliance of the above shall result in immediate termination of power supply and/or penalty

charges imposed by Kuala Lumpur Convention Centre (venue owners).





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Form 4-C

Lighting & Power


For Enquiries:

Tel: +6(0)3 6151 9973

Fax: +6(0)3 6151 3673


LIGHTINGS AND POWER (continued)

• The Event Manager reserves the right to request exhibitors to change any wiring installation,

connection etc contained in lighting fixtures for safety reasons.

• Exhibitors whose lighting fixtures are found to be the cause of trips in power supply shall be

responsible for all re-energization charges.

One power point is assigned to one machine only. No multi-purpose plug and/or extension are

allowed.

Our contact person in charge of Lighting & Power:

Name of Exhibitor/

Contractor


Tel Fax Mob. Number

Email

Designation

Signature and

Company Stamp for

confirmation:




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KLCC Order Forms



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KUALA LUMPUR CONVENTION CENTRE

EXHIBITOR PACKED MEAL ORDER FORM 2019

Menu Friday Saturday Sunday

A Nasi putih (Steamed fragrant

rice)

Kurma ayam bersama ubi

kentang (Chicken kurma with

diced potatoes)

Kari dhalca sayur (Vegetable

dalcha curry)

Nasi putih (Steamed fragrant

rice)

Ayam Tandoori masak herba

(Tandoori chicken with herbs

and yogurt)

Sayur campur masak lemak

berkunyit (Vegetable curry

with turmeric coconut sauce)

Nasi putih (Steamed fragrant

rice)

Ayam percik (Roasted spiced

chicken)

Kari sayur campur (Mixed

vegetable curry)

B Steamed fragrant rice

Oriental stewed chicken with

potatoes

Steamed cauliflower with

egg-white sauce and greens

Steamed fragrant rice

Steamed chicken with garlic

sauce and spring onions

Wok-fried cabbage with

dried shrimp

Steamed fragrant rice

Wok-fried chicken with

ginger and spring onions

Stir-fried ‘bok choy’ with soy

sauce and garlic oil



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SHIPPING INSTRUCTIONS

A. ARRIVAL DEADLINES

To ensure the timely delivery of your exhibits customs cleared to the exhibition site to coincide with

the move-in schedule, all shipments must arrive by the following dates:-

Seafreight Latest: 14 days before exhibition

Airfreight Latest: 10 days before exhibition

Films & CDs Latest: 30 days before exhibition

Any cargo arriving after the above dates will be subject to a late arrival surcharge of not less than

25% of the handling charge.

Due time constraint we may not have sufficient time to process your documents for temporary

importation and as such your shipment will be treated as a permanent import incurring duty and

taxes which will be passed on.

B. CONSIGNEE INSTRUCTIONS

All cargo forwarded to Malaysia by either sea or air must be consigned Freight Prepaid to:

R. E. Rogers (Malaysia) Sdn Bhd

No. 7 Jalan Warden U1/76

Taman Perindustrian Batu Tiga

40000 Shah Alam Selangor, Malaysia

Port Of Discharge: Seafreight - Port Klang (North Port)

Airfreight - Kuala Lumpur International Airport

C. FREIGHT CHARGES

Unless agreed otherwise all cargo forwarded by either sea or air must be shipped freight prepaid.

Any consignments arriving Malaysia on a freight collect basis will be subject to an intervention

charge of 10% which will be levied to the freight cost and payment will have to be made prior to

delivery of goods to the exhibition stand.

Malaysia International Dental and Conference (MIDEC) 2019

12 – 14 July 2019

Kuala Lumpur Convention Centre

Kuala Lumpur, MALAYSIA



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D. MILITARY EXHIBITS

There are strict laws in Malaysia governing the temporary importation of military equipment.

When arranging shipment we would please ask that the following is observed:

1. Only dummy or inert weapons ammunition or explosive are to be forwarded.

2. Full details of your exhibits including the invoice/packing list and a sales brochures covering the

items are to be forwarded to us by air courier to reach us no later than:

2 ½ months before exhibition.

3. All items of a military nature are to be packed, invoiced and shipped separately.

4. Extra charges will be incurred upon arrival Port Kelang/Kuala Lumpur International Airport to

cover for the armed storage, escort to the exhibition site and armed storage on site including

supervision. All such charges as incurred will be passed back at cost.

5. In addition to the handling charges as detailed in our tariff there will be a service fee of

RM430.00 per bl/awb.

E. PHARMACEUTICAL PRODUCTS

A licence is required for the importation of any pharmaceutical products either for display

purposes. Should you be exhibiting any products, which fall into this category please be advised

that we must have full details including an invoice/packing list and sales brochures by the : 2 ½

months before exhibition.

F. TELECOMMUNICATION EQUIPMENT

A licence is required for the importation of any telecommunication equipment either for display or

demonstration purposes. Should you be exhibiting any products, which fall

into this category please be advised that we must have full detail including a invoice/

packing list and sales brochures by the : 2 ½ months before exhibition.

G. IMPORTATION OF VEHICLE EXHIBITS

An import licence from the Malaysia International Trade and Industry Ministry (MITI) is required for

the importation of any motorized vehicles either for display or demonstration purposes. Should you

be exhibiting any products, which fall into this category please be advised that we must have full

details including a invoice/

packing list and sales brochures by the : 2 ½ months before exhibition.



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H. FOOD AND BEVERAGES

Please supply us with full details of your shipments at least 2 months before the show starts. We will

then confirm to you the import documentation required and any special conditions, which may be

imposed at this time. On no account are the following products to be shipped without checking

with us before hand:

i i. Wine, Spirit Beer & Liquor

ii ii. Dairy Products

iii iii. Fresh & Frozen Meat

iv iv. Fresh & Frozen Fish and Seafood

IMPORTANT!!

The granting of import permission is solely at the discretion of the relevant government authorities

and we cannot be held responsible for their refusal to grant such permission even after the goods

have arrived in Malaysia

I. PRE ADVISE OF SHIPMENT

It is essential to e-mail us at [email protected] details of shipment prior to despatch. We will

require the following information:

Seafreight

Estimated Date of departure :

Estimated Date of arrival Port Kelang :

Bill of Lading number :

Vessel Name :

No. of pieces :

Meter cube / kilos :

Airfreight

Estimated Date of departure :

Estimated Date of Arrival KL Int’l Airport :

AWB No :

Flight No :

No. of pieces :

Kilos :



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J. DOCUMENTATION

So as to arrange customs clearance on your behalf, with minimal delay we will require the

following documents:

Seafreight 2 original & 2 copies of Bill Of Lading

1 original & 7 copies of Invoice/Packing List

1 original & 1 copy of Insurance Certificate

Airfreight 1 original & 7 copies of Invoice/Packing List

1 copy of Insurance Certificate

It would also greatly assist if you would to supply where available a copy of your Descriptive

Brochure covering the items as invoiced.

The required documents should be forwarded by air courier to reach us, not later than

7 days prior to the arrival of shipment at either Port Klang or Kuala Lumpur Int’l Airport.

All invoices/Packing List should be made out to:

Name of Exhibition:

c/o R.E. Rogers (Malaysia) Sdn Bhd

No. 7 Jalan Warden U1/76

Taman Perindustrian Batu Tiga

40000 Shah Alam Selangor, Malaysia

There will be two (2) methods of importation, details as follows:

1. PERMANENT IMPORT

This will apply to all items that will remain in Malaysia whether consumed, destroyed, given away or

donated, display material, stand fittings, posters etc.

There is no customs exemption for exhibitions and as such all goods in this category will be

imported duty and taxes paid, which will be debited to you by official receipt. When invoicing

goods in this category give A REALISTIC CIF VALUE IN MALAYSIAN RINGGIT.

We recommended that you do not ship foodstuffs or any form of beverage and suggest that you

purchase your requirements locally.

2. TEMPORARY IMPORT

This covers all items that will be exported after exhibition and these must be covered by a Bank

Guarantee.

Items imported under this method cannot be disposed of, ie., sold, donated, destroyed, without

prior permission of Customs. When invoicing goods in this category give A TRUE CIF VALUE IN

MALAYSIAN RINGGIT.



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K. DOCUMENTATION (Continue)

Your goods must be invoiced separately in either of the above categories. DO NOT mix both

categories together on the same invoice.

All invoices must bare an ORIGINAL SIGNATURE and show country of origin together with method

of import ie., “The goods on this invoice are of (country of origin) and are for

(temporary)/(permanent) import for the purposes of this exhibition.

To assist, we have included a copy of our own combined Invoice/Packing List which may be

reproduced as necessary but please ensure that every copy has an original signature and

endorsed with your company stamp.

L. ATA CARNET

ATA Carnets are accepted in Malaysia and exhibitors are urged to use this documents as an

alternative to the use of your Invoice and our Bank Guarantee, and as such, reduce your costs if

high value items are to be exhibited. Please ensure however the exhibits listed in the Carnet will be

re-exported at the close of the exhibition, as Malaysian Customs do not allow items to be imported

into Malaysia on a permanent basis originally cleared on a Carnet. In addition to the Carnet we

should also receive a packing list covering the items as listed in the Carnet. This will greatly assist

customs at the time of examination. There will be a charge of USD100/Carnet per way for this type

of declaration.

M. CUSTOMS EXAMINATION

Malaysian customs are through in there examination on previous exhibitions every case has been

opened and the contents have been carefully checked against the invoice/packing list.

We would strongly recommend that at the time of preparing documentation that you ensure that

the invoice/packing list tie up with the contents of your packed cases.

Please note that Malaysian Customs will impose fines should undeclared or under declared items

be found. All such charges will be passed back to the exhibitor.

N. CASE MARKING

All cases and packages must be clearly marked as follows:

Name Of Exhibition :

Hall No./Stand No :

Exhibitor/Co’s Name :

Stand Number :

Case Number :

Measurement :

Gross & Nett Weight :



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DO NOT MIX temporary and permanent imports together in one case as this can cause

delays in clearance and examination and will incur extra charges. All cases must show

import status i.e., Temporary or Permanent.

O. WEIGHT AND HEIGHT RESTRICTIONS

Due to size and weight restriction in the exhibition hall, exhibitors and their appointed agents

should take special note to ensure that no individual case exceeds a dimension of 2.50 x 6.00 x

2.00m and a weight of 2000 kilos.

Should it be necessary to ship cases in excess of the above, then please fax us immediately with

full specification and also stand location we will then undertake a feasibility study and advise you

accordingly.

Please take note that R. E. Rogers are unable to take any responsibility if exhibits are unable to be

placed on stand if the above has not been adhered to.

We would also draw your attention to the notes in the exhibitor manual as issued by the organizer.

P. PACKING

We cannot put too much emphasis on the importance of all packing being of the highest

standard. All cases and packages should be constructed to withstand extensive handling and

where required repacking. We would advise against the use of cardboard cartons and strongly

recommend for main display and exhibits that bolted returnable type cases are used. While initially

they may be expensive we know from experience that short cuts can prove to be false economy.

Q. FILMS & VIDEO TAPES

All films and video tapes to be shown at the exhibition must first be cleared by the Malaysian

Censorship Board. We will be happy to arrange this on your behalf, but please note that they must

arrive Malaysia not later than one month before opening of the exhibition.

These items should be sent to us by air courier service. Consignee instructions are the same as item

B, however please ensure that a pre alert fax is sent to advise us of despatch so that we are able

to monitor arrival.

R. COURIER SHIPMENTS

We would discourage the use of Courier Service for the despatch of your material to the exhibition

except Video Tapes, item no. K of these instructions refer.

Should shipment arrive by courier they will be handled by the courier company as follows:

a. Brochures/Catalogues – Permanent Importation – Non Dutiable

These are delivered to our office. We will then re-deliver to you at the exhibition site. A fee of

USD80.00 will apply.

b. Exhibits & Displays – Customs Dutiable

These will only be delivered to our office after customs duty has been paid. We would advise that

we are unable to clear these under our bank guarantee and will only accept shipment upon

confirmation from the exhibitor that duty and taxes will be paid prior to delivery exhibition site.



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All charges as incurred from the courier company will be passed back at cost along with 10% to

cover advance and in addition a fee of USD60.00 will apply.

R.E. ROGERS (MALAYSIA) accepts no liability or responsibility for shipments sent by courier and have

no involvement in or influence with customs clearance.

S. CLOSE OF EXHIBITION

We will return empty cases and packing material back to your stand as soon as possible after the

close of the exhibition. Where repacking is required, please ensure that a representative is

present to supervise this operation and that prior to this complete return freight instructions have

been given to our site personnel.

T. RE-EXPORT

Re-export after the show may take a considerable time whilst the customs documentation is being

completed. Please bare this in mind when planning further, use of your exhibits

and displays. The minimum period needed to process export customs documentation is two (2)

weeks. Qualified staff from R. E. Rogers (Malaysia) Sdn Bhd will be available on the exhibition site

through out the exhibition tenancy to advise on all matters concerning payment of duty and re-

shipment. There will be an additional two (2) weeks for the application of the Strategic Trade Act

(STA) 2010 for goods falls under this act. For further information, kindly go to the following website

http://www.miti.gov.my/ to check and confirm if your shipment falls under this act.

We will be happy to answer any questions related to the Freight Forwarding and clearance of

exhibits. If you think we could be of assistance, please do not hesitate to contact us.

U. TERMS AND CONDITIONS - INSURANCE

These shipping instructions are subject to the standard terms and conditions of trading of R. E.

Rogers (Malaysia) Sdn Bhd. All works is undertaken by us at Owner’s Risk and no insurance is

provided by us. Every exhibitor should make certain that all shipments are covered by a fully

comprehensive insurance policy from the time of despatch from their works until returned to their

works after the exhibition or until delivery to buyer or other destination.



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FREIGHT HANDLING TARIFF For individual pieces not exceeding 2000 kilos.

INWARD MOVEMENT

We will be providing a fully comprehensive service from arrival Port Klang /Kuala Lumpur

International Airport through to placed unpacked on stand including the following services:

1. Presentation of import documentation

2. Prepayment on your behalf of all port/airport related charges

3. Handling of shipment from Shipping Line/Airline

4. Customs examination

5. Transportation to exhibition site via our warehouse

6. Unloading and delivery to stand area

7. Provision of labor and equipment to assist with unpacking

8. Removal and storage of empty cases

9. On-site supervision

SEAFREIGHT

For the above services 1- 9 our charge will be MYR325.00 per cubic meter or 1000 kilos whichever

yields the greater and with a minimum charge equivalent to 4 cubic meters, on FCL containers

there will be a minimum charge equivalent to 21.5 cubic meters per 20ft container and 43 cubic

meters per 40ft and on a consolidated shipment a minimum charge of MYR325.00 per exhibitor.

AIRFREIGHT

For the above services 1 – 9 our charge will be MYR3.25 per kilo / 6000 cubic centimeters

whichever yields the greater with a minimum charge equivalent to 250 kilos and on consolidated

shipments a minimum charge of MYR325.00 per exhibitor.

Please note that the above does not cover for FCL/LCL charges, terminal handling and agency

fees, container demurrage, port/airport related charges (including storage charges), special

customs attendance, import license and other permit costs. All such charges will be passed back

at cost.

Should you require costing, please advise shipment details and also eta Malaysia, we will provide

by return.

MDA SCIENTIFIC CONVENTION & TRADE EXHIBITION (SCATE) 2019

18th – 20th January 2019

Kuala Lumpur Convention Centre

Kuala Lumpur Malaysia



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OUTWARD MOVEMENT

As with the inward movement a fully comprehensive service from close of exhibition up and until

F.O.B. Port Kelang/Kuala Lumpur International Airport will be provided including the following

services:

1. Taking of disposal instructions

2. Return of original packing material and cases to stand

3. Supply of labor and equipment to assist with repacking

4. Removal from stand and loading onto transport

5. Transport to Port Kelang/Kuala Lumpur International Airport

6. Customs examination

7. Handling of shipment to Shipping Line/Airline

8. Dispatch of original shipping documents.

SEAFREIGHT

For the above services 1 – 8 our charge will be MYR325.00 per cubic meter or 1000 kilos whichever

yields the greater and with a minimum charge equivalent to 4 cubic meters, on FCL containers

there will be a minimum charge equivalent to 21.5 cubic meters per 20ft container and 43 cubic

meters per 40ft container and on consolidated shipments a minimum charge of MYR325.00 per

exhibitor.

AIRFREIGHT

For the above services 1 – 8 our charge will be MYR3.25 per kilo/6000 cubic centimeters whichever

yields the greater with a minimum charge equivalent to 250 kilos and on consolidated shipments a

minimum charge of MYR325.00 per exhibitor.

Please note that the above quotation does not cover for FCL/LCL charges, terminal handling and

agency fee, any other port/airport related charges, container demurrage special customs

attendance, courier fee for dispatch of original shipping documents. All such charges will be

passed back at cost.

Should you require costing, please advice shipment details and also eta Malaysia, we will provide

by return.

DOCUMENTATION

The charge for preparation, presentation and processing of import/export customs documentation

is MYR150.00 per exhibitor/consignment. In addition there will be a communication charge of

MYR35.00 per shipment.

HEAVYLIFT SURCHARGE

On all shipments of individual pieces in excess of 2000 kilos there will be a heavy lift surcharge

based on the following and in addition to the rates as detailed under inward and outward

movement:

2001 kgs - 4000 kgs : MYR80.00 per 1000 kgs

Due to size and weight restriction within the exhibition complex exhibitors with an individual piece

in excess of 4000 kgs should contact us giving full details of the exhibit including the weight and

also stand location we will then provide an individual quotation.

We would also draw your attention to the notes in our shipping instructions and also in the

exhibitors order book as issued by the organizer.



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CHANGE FROM TEMPORARY TO PERMANENT

All goods under temporary import, which customs have agreed can be sold, destroyed, or

donated will be detained for examination and processing of permanent import documentation

and will be subject to the following charge:

1. From close of exhibition to delivered appropriate warehouse, storage whilst formalities are being

attended too, plus permanent import documentation our charge for this service will be MYR90.00

per cubic meter minimum MYR360.00.

2. Preparation, presentation and processing of customs documentation MYR150.00.

3. Duties and taxes will be passed back at cost against official receipt.

Please note that items imported under an ATA Carnet must not be sold or given away and as such

must be exported from Malaysia.

LICENCES AND PERMITS

For all exhibits which require a license or permit for the importation into Malaysia from Ministry Of

Trade, Telecoms, National Electricity Board, etc we will obtain on your behalf and charges as

received will be passed back at cost along with our handling charge of MYR150.00

Please note that we must have documents as detailed under item D of our Shipping Instructions by

the stipulated date so as to obtain necessary permits where required to co-inside with customs

clearance.

FILMS & VIDEO TAPES

Taking over consignment upon arrival. Application to censorship board. Monitoring while tape is in

the Board. Pre-payment of censorship fees, collection of tape, holding in our office and redelivery

to stand.

Our charge for the above services will be MYR60.00 per tape with a maximum charge of

MYR240.00. Censorship fees will be passed back at cost.

BANK GUARANTEE

For goods under temporary importation a bank guarantee is required. The exact amount varies

considerably and can only be ascertained on presentation of Customs Entry and Exhibitors

Invoices. To assist exhibitors and avoid costly clearance delays, we will provide this on your behalf

to customs and our charges for this service will be 2% of CIF value with a minimum charge of

MYR300.00 per consignment. The bank guarantee is only valid for period of one month. Any

extension requested will be applied for on behalf of the exhibitor, and the cost will be 2% of the CIF

value per month with a minimum charge of MYR300.00 per month. There will in addition be a fee of

MYR300.00 per exhibitor/shipment for the cancellation of the Bank Guarantee upon export or

completion of permanent import procedure.

CUSTOMS DUTIES

All goods entering Malaysia under permanent importation will have duties and taxes paid on

import. These charges will be debited to the exhibitor, supported by official receipt. Where these

charges are debited to exhibitors or agents overseas an additional 10% will be added to cover

advance.



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DISPOSAL OF EMPTY CASES/PACKING MATERIAL

Where we are required to dispose of unwanted cases and packing materials there will be a

charge of MYR60.00 for the first 3m3 and thereafter at MYR10.00 per m3 based on the original

declared meter cube.

SALES AND SERVICES TAX (SST) AT 6%

There will be a GST of 6% to be billed from the total invoice, which will be reflected in our final

billings.

TERMS AND CONDITIONS – INSURANCE

This tariff is subject to the standard terms and conditions of trading of R. E. Rogers (Malaysia) Sdn

Bhd.

All work is undertaken by us at Owner’s Risk and no insurance is provided by us. Every exhibitor

should make certain that all shipments are covered by a fully comprehensive insurance policy

from the time of dispatch from their works until returned to their works after exhibition or until

delivery to buyer or other destination.

TERMS OF PAYMENT

All invoices as raised for this exhibition are due for immediate payment unless the services of our

own offices or agent has been utilized.

Exhibitors representative should have sufficient funds to cover charges or alternatively payment

may be made direct to our account details available on request.

CURRENCY CONTROLS AND RESTRICTIONS

Due to strict currency controls at present in Malaysia all invoices as raised for this exhibition will be

based on the above tariff however you should note that the total of the invoice will be in

US$ based on the rate of exchange on invoice date.



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NAME OF EXHIBITION: MDA SCIENTIFIC CONVENTION & TRADE EXHIBITION (SCATE) 2019 DATE: 18th – 20th JANUARY 2019 VENUE: KUALA LUMPUR CONVENTION CENTRE (KLCC) Please provide us with a quotation based on the following services and specification: Please Tick [ v ]: [ ] Collection from our local address [ ] Unloading from transport & delivery to stand [ ] Assist with unpacking [ ] Removal, storage and return of empty cases [ ] Repacking [ ] Removal from stand and loading onto transport [ ] Delivery to our local address [ ] All services from local arrival Kuala Lumpur port / airport through to place on stand [ ] All services from close of show through to delivery FOB Kuala Lumpur port / airport [ ] Assistance with shipment from…………… Our exhibit specification is as follows (COMPULSORY FOR EACH SECTION): Case No: ________________________________________________________________________________ Dimension (mm): _________________________________________________________________________ Gross Weight: ____________________________________________________________________________ Brief Description of Goods: _________________________________________________________________ Is this product/exhibit operational during the show: [ ] YES [ ] NO (Please use separate sheet for each exhibit) From: Company Name : __________________________________________________________________________ Address : _________________________________________________________________________________

_________________________________________________________________________________ Tel. No. : ___________________________________ Fax No. : ___________________________________ Contact Person : __________________________________________________________________________ STAND CONTRACTOR (COMPULSORY): Company Name : __________________________________________________________________________ Person in Charge: _________________________________________________________________________ Positioning exhibit at booth: 1. With Platform [ ] Without Platform [ ] (Exhibit exceed 2001kg must not be on platform) 2. Exact positioning of exhibit at the booth

(Please attached TOP VIEW booth design / layout with exhibit’s exact positioning) Please return completed form to R.E. Rogers (M) S/B, Fax No.: 03-5510 6296 Or email to P.I.C at [email protected]

F orm No : OPR. F . 002 Effective Date : 18/11/2016 V ersion : 3

HANDLING FORM

www.rogers-asia.com




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HEAVY / HAZARDOUS / LARGE EXHIBIT (IF APPLICABLE) 1. Every heavy / hazardous / large exhibits must be presented with their design together with dimension to us. 2. Every Exhibits that exceeded 2001kg and above (per item) will be treated as heavy and large exhibits. 3. Hazardous exhibits should be declared with the Organizer, Venue and also R.E.Rogers (M) Sdn Bhd at least 1 month

before exhibition starts. * Please provide picture of exhibits including the packaging details (Please provide pictures of exhibits with / without packaging)

MECHANICAL EQUIPMENT REQUIRED: 1. Forklift: ____________kg 2. Crane: ____________kg 3. Other Special Equipment: ________________________________________________________________________

DURATION OF INSTALLATION REQUIRED: 1. Days: _______________ 2. Hours: _______________

SAFETY SPECIFICATIONS (KINDLY INDICATE IF ANY) __________________________________________________________________________________________________________________________________________________________________________________________________ LAST MINUTE ENQUIRIES 1. Any last minute request for onsite handling service at the venue will be subject to a penalty of RM200.00, excluding onsite handling charges. 2. Last minute enquiries during moving in/out day will be treated on a first-come-first-serve basis. All vehicles will need

to be registered at the Vehicle Holding Area (VHA). 3. Last minute request for handling of exhibit using forklift / crane is subject to venue and organiser’s approval. 4. Loading/unloading process will be done subject to space availability at the loading bay.

•Submission of this form must be made at least 2 weeks before the opening of exhibition. Any late submission of this form will subject to a late surcharge of an additional RM30.00 / CBM from the published Onsite Handling Fee. Please return completed form to R.E. Rogers (M) S/B, Fax No.: 03-5510 6296 Or email to P.I.C at [email protected]

F orm No : OPR. F . 002 Effective Date : 18/11/2016 V ersion : 3

HANDLING FORM

www.rogers-asia.com


Exhibitor Manual...18th JANUARY 2019 – 20th JANUARY 2018 KUALA LUMPUR CONVENTION CENTRE, MALAYSIA...

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