Informa

24 - 26 JUNE 2020

International Center for Exhibition (ICE)

Hanoi, Vietnam

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Rules & Regulations
Professionals, trade and business visitors only. Minors and members of the general public will not be admitted. The Organiser reserves the right to refuse admission or to remove any person without giving a reason. This also applies to build-up and dismantling periods. For safety reasons, minors children below the age of 18 will not be allowed into the exhibition halls at any time, from build-up to tear-down periods.
'Over the counter' sales are not permitted. The Organiser reserves the right to take appropriate action as deemed necessary to stop such activities.
Exhibitors are asked not to place stickers, signs or posters anywhere in the halls other than within their own stand and on paid advertising poster sites and billboards. Likewise, exhibitor’s representatives may not distribute brochures, invitations etc along gangways or near the entrance/exits of exhibition hall. F&B outlets, show hospitality areas, or any other areas which, in the opinion of the Organisers, is deemed inappropriate and causes inconvinience to visitors and other exhibitors. Such activities are to be conducted within the stand boundaries only.
The use of Segways, rollerblades, bicycles, skateboards, or other wheeled transportation not for the use of the physically challenged, is strictly forbidden.
The Organiser appreciates that demonstrations and presentations form an integral part of exhibitions. Exhibitors, however, should exercise discretion to other exhibitors when carrying out demonstrations and presentations. Loudspeakers/sound devices and/or image projection equipment are to be placed in such a way that sound/image is directed downwards and into the stand, and not towards or across the aisles. The operation of any sound device or image projector must not interfere with, or be an annoyance to neighbouring stands. Sound levels recorded at adjacent or opposite stands should not exceed 70dB from source for all speech, music and sound effects. The Organiser may also require such demonstrations or presentations to be carried out in accordance to a timetable as laid down after the consultations with the exhibitors involved. Exhibitors planning to stage demonstrations or presentations must provide a reasonable space for the audience within the confines of the stand.
Unless otherwise stated, animals are not allowed to be used as a stand attraction, for performance or demonstration purposes at the exhibition.

Supply Voltage :

– 3 phase 4 wire system, 380 volts ±10%

– Single-phase 2 wire system, 220 volts ±10%

Frequency : 50 Hz with variation maintained within ±10-15%

Power Factor : Not less than 0.85 lagging

The following rules must be complied with:

a.Starting arrangement of motors: All motors must have independent automatic protection against excessive current using one of the following starters:

- i.Up to 5 HP : Direct-on-line

- ii. 5 to 25 HP : Star-Delta.

- iii. Above 25 HP : Auto transformer

b. All electrical installation work from source of supply at the exhibition must be carried out solely by the Organiser’s official contractor.

c. Exhibitors requiring different voltages, stabilizers, frequency or special connections to equipment should arrange for their own transformers, converters, boosters, etc. and keep the Organiser informed.

d. All electrical equipment and connection downstream from Organisers supply should be tested and appropriately grounded and approved by the Exhibitor’s (or Exhibitor’s appointed contractor’s) local licensed electrical engineers prior to turning on the electrical supply.

The permitted floor loadings stipulated by the venue owners must not be exceeded. However, on a case-by-case basis subject to the approval of the venue owner, special arrangements including the provision of steel base plates may be required for any exhibit exceeding these limits. The Organiser's delivery schedule for heavy and large exhibits must be strictly adhered to. Please approach the Organiser for specific floor loadings of the venue concerned.

a. Moving machinery must be fitted with safety devices when the machines are in operation. These safety devices may be removed only when the machines are disconnected from the source of power.

b. Working machines must be placed at a relatively safe distance from the audience. We strongly recommend the use of safety guards.

c. All pressure vessels or equipment under pressure must conform to the safety standards & regulations. Prior approval must be sought from the Organiser before operating such equipment.

d. No motors, engines, contrivances or power-driven machinery may be used without adequate protection against risk of fire.

a. No exposed electrical fittings, fixtures and cables are to be used in the exhibition halls at all times.

b. No temporary gas (LPG), explosives, petrol, incendiaries, dangerous gases or highly inflammable substances are allowed in the halls. All pressurized gas tanks will require a local safety certificate and their movement and placement within the halls will be after consultation and at the discretion of the hall owner.

c.No radioactive substances are allowed unless prior approval in writing is obtained from the Organiser. Any radioactive substances being used must strictly comply with the rules and regulations stipulated by the relevant regulatory body.

No naked or open flame equipment is to be used in the exhibition hall at any time.

All stands must be carpeted or laid with some form of flooring as clear demarcation of contracted space. Except for “island” booths (4-side open), a backwall must be installed for every stand. Stands with immediate neighbour(s) should also be provided with the necessary sidewall(s).

No false ceiling solid or otherwise is allowed for single storey stands. Eggcrate grid ceiling (with holes that do not interfere with the flow of water) is allowed.

Exhibitors may not place any display material or exhibit, nor extend their stand structures and fittings, beyond their contracted boundary. The Exhibitor may be charged for area exceeded, and the Organiser reserves the right to remove the infringing material. Likewise, any projection of programmable moving lights (e.g. cyber lights) are restricted within the perimeter of their stand. The prevailing rate for space rental on per square metre basis will be charged to exhibitors who fail to comply to the above.

The permitted stand height is 2.5m (8.3ft). Any design for a structure exceeding 2.5m in height must be submitted for approval at least 10 weeks prior to the exhibition and will be considered on a case-by-case basis. If approved, this structure will be restricted to a distance of 1 metre (3.28 ft) away from the dividing walls of the adjoining stands. This restriction also applies to overhead structure suspended from the existing hall ceiling.

Maximum stand height allowed: 4.5m*

All stands in the exhibition, irrespective of height, must have at least half of any frontage facing an aisle left open or fitted with transparent (clear see-through) material. This area must be left visibly free of obstruction. Each side of the exhibition stand should not be obstructed for more than 3 metres continuously.

All materials used in the stand construction must be fire retardant in accordance with local regulations.

Double storey stands are applicable for contracted ground area of 60 square metres and above (to be considered on a case-by-case basis).

For double storey stands, powder ball sprinklers (each powder ball sprinkler to cover 12 square metres) or an approved water sprinkler system must be introduced for the area under the covered ceiling.

The design, construction and tear-down of double storey stands are to comply with the guidelines, rules and regulations laid down by the relevant authorities, including the Organiser and the venue owner.

Designs and layout plans of the double storey stand must be submitted to the Organiser for approval at least 3 months prior to the exhibition.

No person under any circumstances shall cut, nail or drill into or through any floor or wall. They are also not to use any adhesive products that may leave marks or cause damage to the flooring, walls or wall coverings. The above also applies to Organiser's Package booth structures and walls. Any such damage to stand service structures will be invoiced to the Exhibitor.

a. The Organiser has appointed official contractors for various services so as to ensure a more efficient and regulated build-up and dismantling.Please refer to the Useful Contact List in the Exhibitors’ Manual for details.Unless otherwise stated, Exhibitors may appoint their own stand fitting contractor subject to approval from the Organiser. In this instance, exhibitors are responsible for making their own arrangements for services.

b. The services of the official contractors are for the convenience of Exhibitors, and the Organiser will accept no liability in respect of any contract between Exhibitors and such contractors for the negligence or default of any such persons, their servants and agents.

c. Only the official freight forwarders may be appointed where:

  • Temporary import of goods under exhibition permit is required
  • Mechanical handling within the exhibition hall is required.

In adherence to safety requirements, only the Organiser’s official contractor may carry out electrical and pipe installations.Note on hall regulations for stand construction:

a. Exhibitors may appoint their own contractor for stand design and/or construction subject to them being approved by the Organiser and hall management, I.C.E, Hanoi.

b. Detailed stand design drawing (elevations, layout plans and perspective views) must be submitted to the Organiser 2 months before the show.

c. As per venue regulations, all approved contractors must lodge a refundable deposit of USD12 per square metre based on the contracted booth space to I.C.E. Hanoi. In addition, contractors’ badges of USD6 per badge and a management fee of USD6 per square metre based on the contracted space will also be collected by I.C.E, Hanoi. Exhibitors who embark to undertake the construction of their own stands are also required to abide to these rulings. Overtime charges are applicable for working beyond the hours permitted.

This is to ensure that the rules and regulations of both the Organiser (as contained in the Exhibitors’ Manual) and I.C.E Hanoi (Rules & Regulations on Operation – a copy is available upon request) are abided by and to cover any damages arising directly or indirectly from any infringement.

This is without prejudice to any additional claim the Organiser or I.C.E Hanoi may have on the contractor and/ or the exhibitor if the damages exceed the deposit.

Exhibitors are responsible and liable for their appointed contractor’s observance of all rules and regulations.

Direct arrangements should be made with an appointed official freight forwarder. Otherwise, exhibitors must arrange for their cartons and cases to be transported back to their own premises. Exhibitors are not to store such items within the exhibition halls. The Organiser reserves the right to remove/dispose of any carton, cases and/or packing materials left in the exhibition halls. Any cost incurred will be borne by the exhibitor.
During the exhibition days, the Organiser will be responsible for the general cleaning of standard booth carpets and gangways daily. During the build-up, exhibition and dismantling periods, exhibitors and/or appointed contractors are responsible for the removal of stand construction debris and rubbish on a daily basis. All aisles must be left clear.

a. General security will be provided by the Organiser round the clock. Exhibitors and their staff will not be allowed in the exhibition hall outside the official hall opening hours.

b. Security guards will patrol the exhibition hall in general, but their duties will not include specific attention to individual stands.

c. If your displays are valuable or sensitive and you wish to hire security personnel to attend to your stand exclusively, please contact our appointed agency for security services. Please note that you may not use your own staff or personnel from other security agencies.

d. For security and safety reasons, exhibit movement in or out of the halls during the show hours is not permitted.

e. All personnel in the exhibition halls must wear identification badges. Please refer to Form 11 for Exhibitor's and Contractor's passes as well as Security Procedure for the exhibition.

Where applicable, the above rules and regulations are additional to rules and directions set by the Regulatory Authorities. All exhibitors and their contractors must abide by the code of practices set by the relevant Regulatory Authorities.
In registering for or accepting the offer of admittance to the Exhibition, visitors agree that they shall observe and comply with these rules and regulations and with the rules and regulations of the Exhibition Centre, copies of which are obtainable from the Organisers on request.

Visitors shall not do, or permit anything to be done, anything which shall cause a disturbance, nuisance, annoyance, inconvenience, damage or danger to any person or thing or which in the opinion of the Organisers does not conform with the general standards of the Exhibition or amounts to a breach of these rules and regulations or applicable laws and regulations generally applying.

Visitors may not bring any camera, video recorder or recording equipment of any kind into the Exhibition without the prior written consent of the Organisers. The Organisers reserve the right to search the belongings of any visitor at any time.

It is expressly prohibited for visitors to record images in any form while attending the Exhibition without the prior written consent of the Organisers. Such prohibition includes, but is not limited to, the taking of photographs, video or digital recording of any type and drawing or sketching of images. Visitors agree to surrender to the Organisers on demand any material in whatever media on which images may be recorded in violation of this rule, including but not limited to film, video tapes, sketchbooks, camera phones and digital storage devices.

Should a Visitor in breach of the above rule record any image, the copyright and other intellectual property or other rights (including for the avoidance of doubt, rights in sound recording and broadcasts) whether arising now or in the future (“IPR”) shall vest in the Organisers unconditionally and immediately on the creation or recording of the images. The Visitor undertakes to execute all deeds and documents and to do all things as the Organisers may require to vest the IPR in the Organisers including, without limitation, delivery of the images or copies of them in any media.

The Organisers reserve the right in its sole discretion to refuse admittance to any visitor or to require any visitor to leave if in their opinion his or her behaviour is in breach of these rules and regulations or of any rules and regulations of the Exhibition Centre, or contravenes applicable laws and regulations generally applying. The opinion of the Organisers is final in this regard.

The Organisers Shall Not Be Liable To Any Visitor For Any Loss Of Or Damage To Any Of His Or Her Property Occurring (From Whatever Cause) In Or About The Exhibition Centre Nor For The Death Of Or Any Injury Sustained By Any Visitor Whilst On Or Leaving The Exhibition Centre (Other Than For Death Or Injury Resulting From The Organisers Negligence To The Extent This Cannot Be Excluded Or Restricted At Law (And Then Only To Such Extent)).

The Visitor Agrees That The Organisers Shall Not Incur Any Liability To Him Or Her For Any Products Displayed Or Sold By Any Exhibitor At The Exhibition.

Each Visitor agrees to indemnify and hold the Organisers harmless, on demand, against all claims, liabilities, losses, suits, proceedings, damages, judgments, expenses, costs (including legal fees) and charges of any kind howsoever incurred by or on behalf of or made against the Organisers, its employees, agents and contractors arising out of any infringement or other claim relating to or arising out of the unauthorised taking of any Images by that Visitor.

The Visitor Agrees That The Organisers Shall Not Incur Any Liability To Him Or Her For Any Error Or Omission In Any Information Relating To Any Exhibitor Or Its Products In The Exhibition’s Official Directory Or In Any Other Promotional Or Other Printed Materials Or Information Provided By The Organisers Or That Exhibitor.

Visitor acknowledges and agrees that the Organiser, its employees and contractors may take photographs/videos which could include images of the Visitor while attending the Exhibition (the “Images”). Visitor hereby consents to and grants to the Organiser and its affiliates, the unrestricted, irrevocable, perpetual, worldwide, royalty-free and transferable right and license to use (and grant others the right to use) the Images worldwide without any compensation. Visitor acknowledges that the Organiser is the sole and exclusive owner of all rights in the Images and hereby waives (a) any and all rights in and to such Images, and (b) any and all claims the Visitor may have relating to or arising from the Images or their use.

No waiver by the Organisers of any of the provisions of these rules and regulations or of any of its rights hereunder shall have effect unless given in writing and signed by any Director of the Organisers.

The Organisers take individual privacy seriously. This Statement explains their policies and practices. The Organisers respect privacy of the Visitor and the Organisers will use their reasonable endeavours:

• to implement computer, physical and procedural safeguards to reasonably protect the security and confidentiality of the personal data the Organisers collect;

• to limit the personal data collected to the minimum required to provide better service;

• to permit only properly trained, authorized employees to access personal data;

• not to disclose the personal data to external parties unless the Visitor has agreed, the Organisers are required by law or any lawful request of any enforcement agencies or the Organisers have previously informed the Visitor.

(1) Information collection

In order to provide better service to the Visitor and to fulfil the purposes set out in the next paragraph, the Organisers may collect certain information when the Visitor registers with them or communicates with them. In the process, the Organisers may also collect personal information of individual contact persons of companies or their employees. As stated in the registration form, some of the requested information is mandatory and some of them the Visitor may provide voluntarily. If specific mandatory information is requested but not supplied, the Organisers may be unable to provide the requested service. The Organisers only retain personal data for so long as it is necessary for fulfilling the purposes set out in the next paragraph.

(2) Use of information

The purposes for which information may be used by the Organisers include:

• processing applications for exhibiting at or visiting their trade fairs

• facilitating and enhancing their operations by incorporating the personal data into their database and conducting analysis, research and auditing based on the personal data

• promoting and notifying the Visitor of their trade fairs in Vietnam and around the world, and events or trade fairs organised by their affiliates and joint venture partners.

• distributing publications and research materials of their company

• marketing their services or products

• if necessary, facilitating legal proceedings, including collecting overdue amounts I understand that by choosing to allow my badge to be scanned by an exhibitor or sponsor when at the event, I will be providing the exhibitor or sponsor with my personal data. I consent to this personal data being used to contact me about their products or services and understand that this partner or sponsor may transfer this data outside of Indonesia for these purposes and I consent to such transfer of my data. I also understand and agree that my personal data may be held and used by the Organiser, and any third party hosting provider acting on its behalf, in order to run the event and for analysing visitor traffic with a view to improving the event experience for visitors.

DIRECT MARKETING

The Organisers may use personal data of the Visitor, including its name, email address and physical address to conduct direct marketing in relation to the promotion of and invitation to their trade fairs in Vietnam and around the world, and events or trade fairs organised by their affiliates and joint venture partners, as well as the promotion of their services via fax, email, direct mail, telephone and other means of communication, or send e-newsletters to the Visitor. The Organisers will not so use the personal data of the Visitor unless the Organisers have received the Visitor’s consent to the said intended use. The Visitor may choose not to receive promotional materials by simply notifying the Organisers through the below contact details, and the Organisers will cease to do so, without charge.

(3) Disclosure / Transfer of Data

The Organisers will keep the personal data they hold confidential but may provide or transfer the personal data to: • their agents, advisers, auditors, contractors, and service providers in connection with their operations or services for facilitating and enhancing their operations and conducting analysis, research and auditing based on the personal data • their overseas offices, affiliates, joint venture partners, which are also exhibition organisers, for the purposes of conducting direct marketing in relation to the promotion of and invitation to their trade fairs in Vietnam and around the world • persons to whom the Organisers are required to make disclosure under applicable laws in or outside Vietnam

(4) Cookies [applicable to online user]

When the Visitors browse the website of the Organisers, cookies may be stored in the computer’s hard drive of the Visitors. The Organisers use cookies to personalise use of their website and to operate the service areas. The Visitors have a choice not to accept cookies, but if the Visitor exercises this choice, certain functionality may become unavailable.

(5) Security In general

Personal Data of the Visitor is kept confidential and is only accessible by authorised personnel. Personal data stored electronically are password-protected. Encryption technology is used on the secured web areas of the Organisers. The Organisers recommend that the Visitor do not divulge his/her User Login Name and Password to anyone. The personnel of the Organisers will never ask the Visitor for his/her User Login Name and Password in an unsolicited phone call or in an unsolicited e-mail. Remember to sign out of his/her Account and close the browser window when the Visitor has finished his/ her session with the Website. The Visitor is responsible for all activities that occur under his/ her User Account and Password.

(6) Hyperlinks [applicable to online user]

Their websites may include links to external sites, including sites of members, third parties and “co-branded” sites. Links to external sites do not imply any endorsement of such sites (or any products or services offered thereon) by the Organisers or any warranty or guarantee of any information provided thereon. The Organisers disclaim and exclude any responsibility or liability for any external site for which a link is provided and this Privacy Policy Statement shall not apply to any such site. Please refer to the privacy policies of the other websites.

(7) Changes

Any changes to this Privacy Policy Statement will be posted on and effective immediately on the posting date.

(8) Transfer of Data Overseas

The Organisers will generally hold personal data of the Visitor on their servers in Vietnam. However, the Organisers may transfer it to their overseas offices elsewhere in the world or to any of the people listed at paragraph 4(3) above, who may be located elsewhere.

(9) Consent and rights of the Visitor

By checking the appropriate box below or by signing at the space provided below, the Visitor consents to the collection and use of his/her personal data as outlined in this Statement, including the use and provision of his/her personal data for direct marketing. Individuals have the right:

• to check whether the Organisers hold personal data about the Visitor and to access such data

• to require the Organisers to correct inaccurate data

• to ascertain policies and practices of the Organisers in relation to personal data and the kind of personal data held by them. Please send requests to access or correct data, to cease communications, and questions or complaints to: The Organisers may charge a reasonable fee for processing a data access request. For security purpose and in order to prevent and detect crime, Visitors may be subject to a random bag search and CCTV camera recording in the Exhibition Centre.

These rules and regulations shall be governed by and construed in all respects in accordance with the laws of the Vietnam and all Visitors submit to the non-exclusive jurisdiction of the courts of Vietnam. The rights of the Organisers are cumulative and not exclusive of rights and remedies provided by law, and may be waived only in writing and specifically. Delay in exercising or non-exercise of any such right is not a waiver of that right. In case of discrepancy between the English and other language versions, the English version is authoritative.