Exhibitor Manual- HT 2016

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22-24, MAY 2016

Samudrika Convention Centre

Willingdon Island, Cochin

EXHIBITOR MANUAL

Organised by

Food Hospitality MediaChingam, K. P. Vallon Road, Kadavanthra

Cochin – 682 020. IndiaTel: 0484-4064135, 6990290

Mob: 8893304450mail:[email protected], [email protected]

www.hoteltechkerala.com



DEADLINE CHECKLIST DEADLINE: 30 APRIL 2016

Exhibitors’ Details

Company Name: Stand No.:

Signature: Date:

This checklist is to be returned by all exhibitors to the Organisers. Order Forms 1&2 are

compulsory for all exhibitors. Order Form 4 is compulsory only for exhibitors with contractedshell scheme stands. All Order Forms must be completed and returned before the deadline. All

other forms are optional, depending on your requirements. Services cannot be guaranteed for

Order Forms that have been returned after the deadline. Please retain a photocopy of each

completed and signed form for your own records. Please indicate with a tick mark the services that

are required.

Service Form / Order Form To be Returned to Deadline

Req. No.

1 Official Directory Entry Form- Cruz Expos, Cochin 30 April 2016

Excel Format

2 Name Board/Fascia (Shell Scheme) Cruz Expos, Cochin 30 April 2016 3 Electricity, Furniture Hire & P & I, Cochin 30 April 2016

Optional Display

4 Sales Tax Permits Mr. Kiran Roy 30 April 2016

Cochin

5 Official Catalogue Advertising Cruz Expos, Cochin 30 April 2016

SHOW PROGRAMME

Saturday 21st

May

12.00 pm – 06.00am (May 22nd

) Stall set-up for Bare Space Stall Holders

(All stalls should be set-up and interior work must be completed by this time)

Sunday 22nd

May

09.00 am – 09.30 am Exhibition open for Exhibitors

10.30 am – 6.00 pm Exhibition open for visitors (Last visitor entry at 5.30 pm)

7.00 pm Closing of the Exhibition

Monday 23rd

May

09.00 am – 09.30 am Exhibition open for Exhibitors

10.30 am – 6.00 pm Exhibition open for visitors (Last visitor entry at 6.00 pm)

7.00 pm Closing of the Exhibition

Tuesday 24th

May

09.00 am – 09.30 am Exhibition open for Exhibitors10.30 am – 5.30 pm Exhibition open for visitors (Last visitor entry at 5.00 pm)

6.00 pm Exhibition closes for visitors

6.00 pm – 12.00 am Removal of all equipment and goods (Dismantle)

12.30 am (January 29th

) Closing of the Hall



RULES & REGULATIONS

STAND CONSTRUCTION: Where it is necessary to construct special designs, please note that only assembly

and touching up will be permitted in the exhibition halls. All stand designs must be shown to the organisers

for approval at least five days before the start of the build-up. The Organisers reserves the right to amend or

reject a design that is likely to unreasonably affect nearby exhibitors’ sites in any way. All materials used

in construction of stand fitting & display must be fireproof and must conform in all respects with local

regulations.

All specially designed stands must be free standing. Before any construction begins, the contractor must

provide suitable cover to the stand's floor area and the adjoining gangway. The contractor must build the

stand on a platform or on plywood laid directly over the floor covering of the centre. No gluing or fixing the

base/platform of the stand to the hall floor or carpet is permitted. It is the responsibility of space-only

exhibitors to make their own arrangements for the following: fascia name, stand number, floor covering for

their area, main power supply, electrical & lighting requirements. The name and stand number should be

clearly shown.

BUILD-UP: Build-up days are set for 1 day. The working hours are Saturday, 21st

May 2016, 12:00 noon

– 12.00 midnight. All stands must be completed by 06.00 am on Tuesday, 22nd

May 2016. After this,

access is restricted to enable carpets to be laid in the gangways, the decoration to be finished, and the siteinspection to be carried out.

BREAK-DOWN: The break-down days are set for the last day of the event. All exhibits, stand fittings and

waste materials must be completely cleared from the hall by 11:00 pm on May 24th. Kindly note that on the

closing day on 24th

May, the exhibitors can remove their hand-carried goods from 7.00 pm onwards.

HEIGHT RESTRICTION: Stand fittings and display work to space-only sites should not exceed an overall

height of 2.5 meters. Exceptions are only allowed with the Organisers' written permission. Such

applications must be made at least a week prior to the show.

ELECTRIC SUPPLY & LIGHTING: Without exceptions, all power supply must be ordered from the Official

Electric Contractor, using Order Form 3 of the Exhibitor Manual. All site electrical work must be

undertaken and approved by our Official Electrical Contractor. Exhibitors installing electrics to their own

displays must ensure that such installation confirm with local Regulations and will be subject to inspection

and approval before connection to the mains supply. Organisers reserve the right to disconnect any

installation that, in their opinion, is dangerous. The switches and control boxes on stands must remain

accessible at all times to technical personnel of the Electrical Contractors. Exhibitors requiring special

arrangements (e.g. 24-hour power, different voltage and frequency or special connections to equipment)

must notify the Organisers/Official Electrical Contractor in writing to seek approval. Exhibitors who require

special light fittings not available from the official electrical contractor must apply for prior approval from

the Organisers atleast 25 days before the start of the build-up. Applicants must submit the following

requirements when applying; otherwise, the application will not be considered:

● Light fitting specifications and its rating in watts/unit● Total units to be installed● Layout line drawings of the electrical installations● Third-party or public-liability insurance coverage for the electrical work from the date

of moving into the exhibition premises until the time of move-out from the exhibition

premises.



FORM NO. 2 : SHELL SCHEME / FASCIA NAME DEADLINE: 30 APRIL 2016



Signature: Date:

This form must be completed by exhibitors that have contracted shell scheme stands.

The Company Name to appear in English on the Name board is as follows: (maximum 20 letters

per fascia board; additional letters will be charged at Rs.85/- per letter)

ENGLISH

Shell Scheme will consist of the following,

• Relevant stall area with shell scheme stall & fascia board

• One counter & two chairs

• Two spot lights

• One 5 amp plug point

• Electricity & cleaning free of charge

• Waste paper basket

• Free listing in the Exhibitor Catalogue

Exhibitors with corner stands are to indicate below if any sidewalls are required. If no preference is

indicated, no sidewalls will be provided, in order to give better visibility to all corner stands and

independent perimeter stands.

* Delete as necessary

SHELL SCHEME SPECIFICATIONS

Exhibitors who have contracted shell scheme will receive a stand built by the official stand

contractor to the following specifications:

Carpet: Carpet tiles will be laid directly to the floor cover the entire area of the stand.

Walling: 2.4m-high comprising 1-m-wide panels with white plastic finish set in aluminium

frame.

Fascia: 03m deep at 22cm height fitted on each open side with supports at corners and

where fascia exceeds 4m in length.



Name Board: Exhibitors’ name and stand number in white lettering will be placed on blue fascia,

with a maximum of 20 letters per fascia. For stand fascia exceeding 6m, an

additional name panel will be fitted.

Roof Beams: Aluminium beams will be fitted at the top between the rear wall and rear fascia.

Electricity: With each 9 sqm of space, 2 spotlights of 100w will be fitted behind the fascia. Cost

of electricity consumed is already included in the rental charge. Please order your

power socket and electrical requirements using Order Form 3.

Please Note!

All materials used in the construction of stand fitting and display must be fireproof and must

conform in all respects with local regulations.

Exhibitors may affix lightweight photos, technical information sheets, etc., directly to the panels

walls with double-sided adhesive tapes or similar, provided such materials can be removed at the

close of the exhibition without damage to the wall panels.

It is strictly prohibited to affix nails, hooks, tacks, screws, permanent glue, or similar items to theshell scheme, floors, walls, ceiling or other parts of the premises, nor to paint or disfigure any of

the stand or other parts of the premises.

Exhibitors occupying shell scheme stands must ensure that all internal stand fitting, exhibits and

displays are contained within the shell scheme structure and do not exceed 2.4 metres in height or

1m in height within 50cm from the front of the stand. No suspensions are to be made from the

ceiling of the exhibition hall without written approval from the Organisers.

No company logos, display materials or other fittings may be attached to the name board/shell

scheme fascia. Any additional light fittings or electrical installations must be ordered from the

official electrical and stand contractor.

Please return this form to:

Cruzexpos

Chingam, K.P. Vallon Road, Kadavanthra, Cochin – 682 020. India

Tel: 0484-4064135, 6990290

Mob: 8893304450

mail: [email protected], [email protected]




FORM NO. 3: EXTRA ELECTRICITY, FURNITURE & OTHER ITEMS

DEADLINE: 30 APRIL 2016



Signature: Date:

All exhibitors using external stand contractors must order power and lighting requirements using

the below listed form, which must be returned before the deadline.

Other exhibitors requiring additional items should also order using this form.

*Consumption during exhibition open hours

Please indicate below the positions of the various electrical and lighting requirements that you

have ordered.

ELECTRICAL SPECIFICATION & REGULATIONS

Only the official Electrical Contractor appointed by the Organisers will be permitted to undertake

electrical work in the exhibition hall.

All electrical equipment must be inspected and/or tested by the official Electrical Contractor prior

to turning on the electric supply.

In the case of space-only stands where no stand lighting is provided, exhibitors are advised that

specification illumination of their stands is considered essential to achieve an effective display.

Exhibitors who use their own special light-fittings may order “Consumption Surcharge”.

Mains supply to space only sites is not included within the space rental charge.

Users should take care to fit voltage stabilizers to their installations for applications requiring high

power supply.

Exhibitors installing electrical to their own displays must ensure that such installations conform

with BIS Regulations and will be subject to inspection and approval before connection to the

mains supply. The switches and control boxes on stands must remain accessible at all times to

technical personnel of the Electrical Contractors.

All items on this Order Form are on a rental basis only. The prices quoted include installation,

rental, stand-by maintenance, and removal at the close of the exhibition.



Costs of electricity consumed are included in the rental charge for both shell scheme and space-

only stands. As stocks are limited, late orders cannot be guaranteed.

Additional Equipment (Rentals for full duration of event)

The following items will be supplied at prices indicated against each item

Sl. No Code

No

Description Unit Cost

(Rs)

Qty

required

Total

1. PI-02 Moulded Chair 400.00

2. PI-08 Cushion Chair 600.00

3. PI-34 High Round Table 1650.00

8. PI-32 Round Table Glass 1650.00

4. PI-35 Square Table 900.00

5. PI-15 Bar Stool (Black) 1550.00

6. PI-36 Glass Round Table with

Wooden Leg

1650.00



7. PI-38 Signage Stand 1200.00

8. PI-21 Brochure Stand Metal 900.00

9. PI-20 Brochure Stand Wooden 1700.00

10. PI-11 Single Seater Sofa White 2700.00

11. PI-12 Single Seater Sofa 2200.00

12. PI-09 Three Seater Sofa 4500.00

13. PI-27 Glass Shelf with Lock 4500.00

14. PI-10 Two Seater Sofa 4500.00



15. PI-28 Glass Shelf withoutLock

4000.00

16. PI-25 Glass Shelf 550.00

17. PI-18 Single Wood Shelve 500.00

18. PI-37 Info Counter 2500.00

14.5% tax extra for the above items.

Payment Instructions

Please mark the required quantity against each item & send the form to the Organisers

Office.

Note: 1. All the rates are for the full duration of the show unless otherwise mentioned. Please

make the order with item code & name.

2. The items are subject to availability & will be made available only if payment is madeupfront.

3. Any damages to items by exhibitor will be liable for penalty.

4. Please note you may advise your staff or local agents to use only double side tape to

mount flex on panels. Any other use of adhesives or nails or sharp materials to fix the same

is prohibited. Any damage caused to panels is liable for penalty.

5.The exhibitor should indicate the extra power to be consumed by each stall. The charges

for ONE three phase connection is Rs.3000/- per connection. Extra charges per KW will be

@ Rs.1000/KW. Hence the user should give prior intimation to the contractor about the

exact power required by them to enable us to arrange the cabling etc.

6. Any dispute regarding supply or any other issues related to additional item will have to

be settled by exhibitor directly with the Stall Fabricators; Pavilions & Interiors, Cochin.7. All payments for extra furniture needs to be made direct to our “Official Stall

Fabricator — Pavilions & Interiors, Cochin by cheque payments.



Please return this form to:

Cruzexpos


Tel: 0484-4064135, 6990290

Mob: 8893304450



5. Sales Tax Permits (do refer Form 5)

Please contact the following consultant for all sales tax permits required for bringing yourexhibits into Cochin from other states. Do refer Form 5 for the required documents for this.

Mr. Kiran Pothady

M/s. P. S. Roy Advocate Service Tax Consultants

Cherady Building, Near Revenue Building

I. S. Press Road, Old Railway Station Road, Cochin - 682 018

Ph: 0484 - 4049393 Mob: 08606101122 mail: [email protected]

Dealer Details RegistrationConstitution of BusinessDealer First Name (As furnished in PAN Application)Dealer Middle NameDealer Last NameDate of Birth/Incorporation/Registration (DD-MM-YYYY)Trade Name (No salutation)Permanent Address ( Residential )

PincodePhoneMobile NoFaxEmail IDPAN No



Business Details

Business PremiseDate of Commencement ( DD-MM-YYYY)

Building NameBuilding No /Door NoOccupancy StatusLocality TypeLocality DescriptionWard NoPlace NamePost OfficePincode

Fax NoPhone NoMobile No (Furnish mobile no for receiving SMS alert)Email IDWebsiteWhether bill is issued from this Premises



Constitution of Business

Partner Proprietor / Director : Partner Proprietor / Director Business Designation

Partner Proprietor / Director NameShare PercentDate of Birth ( DD-MM-YYYY)SexFather Name

Address ( Residential )PincodePower of Attorney (If any )

Authrised Signatory (If any )

PhoneFaxEmail IDPAN No

*Details of all partners and directors are required.



Business Nature Details

Business NatureDetails of Business



Commodity Details

Commodity Name



Business Bank Account Details

Bank NameBusiness Premise

Account No Account Nature Account Holder NameMICR No



Payment Details

Payment ModeBank / Treasury

Branch / Sub TreasuryInstrument NoInstrument Date ( DD-MM-YYYY)Instrument Amount



Power of Attorney /Authorisation Details

TypeName of the Person

Date of Birth ( DD-MM-YYYY)SexPANPassport NoEmail ID

Address ( Residential )PincodeTelephone NoEffective Date ( DD-MM-YYYY)



Enclosures Attached

1. Attested copy of documents to prove identity ( Passport/ License /Election ID and PAN card)

2. Challan Receipt From Treasury for the fee as specified under Section16 (1)

3. PAN card of the company4. PAN card of the Partners(all) /Proprietor / Directors(all)5. ID proof such as passport & Driving License6. Passport size photo of Director and Partner 5 each7. Participation and confirmation Letter from the organizers of the

exhibition.8. Company Sales tax registration Certificate

9. Two letters addressed to “the Commercial Tax Officer, Mattancherry”in company letter pad with seal and sign of the authorized person1. Appointment of a authorized person coming to State of Kerala for

conducting the exhibition.2. Letter Stating your participation and small description about

products brought in to the State of Kerala.10. List of Products Brought inn

Sl no Product name Quantity Type of package Value



FORM NO. 6 : OFFICIAL SHOW DIRECTORY ADVERTISING DEADLINE: 5 MAY 2016



Signature: Date:

The Organisers will publish the official show directory for HotelTech 2016, Kerala. The

catalogue, will give an overview of the food industry in general with specific focus on Kerala. It

will be designed as a highly specific directory and can be used by trade visitors even long after the

exhibition. This will be distributed to business visitors who attends the show. Some copies will

also be distributed prior to the show to media representatives and VIPs. To reserve advertising

space in this publication, kindly fill this form with your requirements.

Yes, we are interested in advertising in the “Official Show Catalogue”. Please find our

confirmation with our contact details.

.Size: cm x cm (H x W)

Booking Deadline: 30th

April 2016

Artwork Deadline : 5th

May 2016

Note :

1. If advertising materials are not received by 10th May 2016 the organizers reserve theright to charge the advertiser the full cost of the advertisement ordered.

2. While every effort will be made to accommodate specified positions, the organizers

reserve the right to allocate the page accordingly.

3. Orders without remittance will not be entertained. All payments should be made in favour

of “ Food Hospitality Media” , Cochin by Cheque or Bank Transfer only

Signature : ………………………….…. Date:…………………

Name of Authorised Person:………………………………………………………..

Company Seal :………………………….

All materials should be sent to:

CRUZ EXPOS


Tel: 0484-4064135, 6990290

Mob: 8893304450



Receipt of material by the organizers will be confirmed by mail. Kindly include your contact details whensending us the advertisement.

Advertising Position Rates

INR Requirement

Full Page Color 25,000.00

Half Page Colour 15,000.00

Exhibitor Manual- HT 2016

Documents

Transcript of Exhibitor Manual- HT 2016