Exhibitor Manual BioAsia 2014

www.2014.bioasia.in

HICC, Hyderabad 17-19 February, 2014

Table of Contents S.No 1.

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3.

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PARTICULARS FOREWORD VENUE LAYOUT INTERNATIONAL TRADESHOW LAYOUT TECHNICAL SESSIONS SCHEDULE IMPORTANT INFORMATION

PAGE NO. 1 2 2 2 2

Exhibition Details Convention Venue Address Date Organizers Event Partners

6.

MOVE IN & MOVE OUT SCHEDULES

3

7.

EXHIBITION TIMINGS

3

8.

GENERAL FACILITIES TO THE EXHIBITORS

3

Exhibitor Badges Visitor Invitations

9.

PLANNING YOUR STAND DESIGN

4

Design & Decoration Contractors Exhibitor Name on Fascia Completion of Stand Display Corporate Profiles and Logos Required: Prohibitions at the International Trade show: Perspective view of a 3X3 Stall Shell Scheme Entitlements- Delegate & Exhibitor In-Booth Events

10.

LEGAL MATTERS

7

11.

TERMS & CONDITIONS

8

12.

ADDITIONAL EQUIPMENT Rate Card for Additional Equipment

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13.

SERVICE PROVIDERS

14

Stand building Contractor Additional Equipment Contractor Carrier Forwarding Contractor

14.

IMPORTANT CONTACTS

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HICC, Hyderabad 17-19 February, 2014

FOREWARD

Dear Exhibitors, We value your participation in the International Tradeshow of BioAsia 2014 and we look forward to a successful show and a great experience for you so as to work with you in our future endeavours. This manual is designed to simplify your preparations for the event.

The Exhibitor's manual has been prepared to provide you with not only the essential information and guidance with all aspects of the physical preparation and onsite management of your stall during the event, but also other additional resources and information details that you may need.

We strongly recommend that you read the entire text to make the best use of this manual.

Please fill up and return the forms well in advance of the deadlines thus enabling us and the relevant contracts to carry out your instructions effectively.

Adequate care has been taken to ensure inclusion of all details. If you need any additional information, or information that is not listed in the manual please feel free to contact us.

We look forward to meet work with you during the event for a mutually profitable association.

Yours Sincerely, Team BioAsia

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HICC, Hyderabad 17-19 February, 2014

CONVENTION INFORMATION Click Here for CONFERENCE VENUE LAYOUT Click Here for INTERNATIONAL TRADESHOW LAYOUT Click Here for TECHNICAL SESSION SCHEDULE

IMPORTANT INFORMATION Exhibition: International Tradeshow at BioAsia 2014 Venue Addres: Hyderabad International Convention Centre Novotel & HICC Complex (Near Hitec City) P.O Bag 1101 Cyberabad Post Office Hyderabad - 500 081 Telephone: + 91 (40) 6616 3000 Fax: + 91 (40) 6613 4322 Contact Person: Saurav Kumar Batabyal Events Manager, Novotel Hyderabad Convention Centre Ph: +91 40 6682 4422; M: +919642326152 E-mail: skumar@hicc.com

Date: 17-19, February, 2014 Organisers: Federation of Asian Biotech Association [FABA], Pharmaceutical Export Council of India (Pharmexcil), Government of Andhra Pradesh

Event Partner: Andhra Pradesh Industrial Infrastructure Corporation (APIIC), National Small Industries Corporation (NSIC)

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HICC, Hyderabad 17-19 February, 2014

MOVE IN & MOVE OUT SCHEDULES 17 February 2014 TO 19 February, 2014 17 February, 2014 For Schell Scheme: 2 PM TO 5 PM (STAND SET UP TIME) For Raw Space & Customized stall: 7:00 AM 19 February, 2014: 5:00 PM Please note that it is not permitted to set-up stands on 17 February, 2014 before 2 PM or breakdown before 04:30 pm on 19 February, 2014.

For any special request please contact info@bioasia.in Stands which cross the prescribed time will be charged additional by the venue management and the organisers of the show are not responsible for the additional timings and charges.

EXHIBITION TIMINGS 17 February, 2014: 6 PM TO 7:30 PM 18 February, 2014: 9 AM TO 6:30 PM 19 February 2014: 9 AM TO 4 PM No Entry fee for visitors. * Note: Children below 16 are not allowed in the exhibition halls under any circumstances. This rule applies to Exhibitor & Visitor alike.

GENERAL FACILITIES TO THE EXHIBITORS Exhibitor Badges: The exhibitors can collect their badges with coupons at the registration desk after 2:00 PM on 17 February, 2014 and anytime before the possession of the stand.

One exhibitor badge is provided for a 4 sq mt stall; Two exhibitor badges are provided for a 9 sq mt stall.

Visitor Invitations: The exhibitors will receive 50 invitations per stall to be disseminated to the relevant visitors.

For any additional requirement of the invitation cards, please send us a request to info@bioasia.in at the earliest.

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HICC, Hyderabad 17-19 February, 2014

PLANNING YOUR STAND DESIGN Design & Decoration Contractors The official stand building contractors will be building entire exhibition stands in standard Octanorm system as per the layout. Exhibitors can customize their stall, with prior intimation to the organizers.

Exhibitor Name on Fascia Exhibitor's name and stand number will be provided on the fascia only for shell scheme exhibitors. The name will be in uniform lettering of 75 mm height and maximum of 35 characters. No logos and images will be allowed on the facia.

Completion of Stand Display Display in stands/ pavilions must be completed latest by 5:00 p.m. on 17 February, 2014.

Corporate Profiles and Logos Required: As Exhibitors at International Tradeshow of BioAsia, we will display on our website, the logo of your company and include a link to your website. Please confirm by return the exact website address to be used, supply a company profile (~70 words) for the website, as a Word document and your logo (high res jpeg file).

Send details with stall number to: info@bioasia.in, by 12 February, 2014.

Prohibitions at the International Trade show: i) Use of electrical flashes, flash guns etc., however, the fair architect may allow Neon signs above 2.5 mtrs height subject to approval ii) Cloth banners iii) Stage shows or presentations without prior permission in writing from the organizer & without a concept note on the proposed show iv) Suspending of display items from the hall ceiling or part of it v) Storage of any kind, behind the display walls. All your material for the exhibition must be strictly restricted within your stall area vi) Involving in any sales at the stand in the Tradeshow vii) Use of stickers, nails etc., on the display panels

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HICC, Hyderabad 17-19 February, 2014

Perspective view of a 3X3 Stall

Shell Scheme Entitlement Exhibitors with shell scheme package are entitled to upto 3 walls with white laminated panels 2.5m high x 1m wide, 3 panels/side. Corner stalls will have two walls and 6 display panels.

Needles punch carpet for the floor area will be provided. Further entitlements include:

For 3 x 3 stalls: 

9 sq mts Display booth



1 complimentary full convention Delegate pass

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2 complimentary Exhibitor passes

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1 table with 2 chairs



Carpet for the floor

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Fascia panel with Exhibitor name and stand number in uniform white lettering 10 cm



Stall structure on laminated sheets held together by anodized aluminium channels



3 focus lights, 15amps each with one electrical socket

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HICC, Hyderabad 17-19 February, 2014

For 2 x 2 stalls: 

1 complimentary full convention Delegate pass



1 complimentary Exhibitor pass



Display booth



1 table with 1 chair



Carpet for the floor



Fascia panel with Exhibitor name and stand number in uniform white lettering 10 cm



Stall structure on laminated sheets held together by anodized aluminium channels



2 focus lights, 15amps each with one electrical socket

Delegate Pass Entitlements:



Entry on all the days to the plenary lectures and panel discussions



Access to Business partnering and International Tradeshow



Invitation to the Inaugural ceremony and Valedictory Ceremony



BioAsia 2014 kit bag & lunch (networking lunch) and refreshments

Exhibitor Pass Entitlements:



Lunch (Exhibitor Lunch) for two days of the conference



Access to the Tradeshow area of the conference

* Note: “Exhibitor-only” pass does not include access to the partnering system or sessions

In-Booth Events You can draw attendees to your stand by hosting raffles and giveaways during exhibition hours, while also showcasing your products, services, and brand. This provides a great opportunity to interact with visitors. Send us the details of your In-Booth activities and we will promote it by various means and also post your activities on the BioAsia Connect, our online partnering portal to provide greater visibility of your activities to all our delegates and draw traffic and business to your stands.

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HICC, Hyderabad 17-19 February, 2014

LEGAL MATTERS Insurance & Liability Exhibitors are advised to obtain insurance cover against all risks at their own cost. The organizers will not be held liable for any damage, loss, theft of whatsoever in nature.

Permission / Concessions All agreements, permissions and concessions granted to any exhibitor shall be valid only if given in writing by an authorised officer of the organisers.

Change of Venue, Dates, and Timing The organisers reserve the right to change the venue, dates, duration or timings of an exhibition, if the circumstances so demand and the exhibitors are bound to accept the decision of the organisers, so long as the exhibitors are informed about the changes either by individual communication or by a press advertisement. No refund shall be allowed, if an exhibitor withdraws from participation on account of the changes.

Changes in Floor Plan, Location & Dimensions of Stand The organisers reverse the right to make changes in the floor plan, location and dimensions of any stand allotted to an exhibitor or entry/ exit points etc. at any time before the erection of stands, if such changes are necessary in the opinion of the organisers and the local administration.

Nuisance The organisers reserve the right to close any exhibitor's stand temporarily or permanently, if the exhibitor commits any kind of nuisance or causes disturbance in the normal functioning of the exhibition. In such an event, the organisers stand indemnified by the concerned exhibitor against any claim of any kind whatsoever.

Binding Terms of Contract The submission of the Application and Contract Form duly signed by an exhibitor, shall be treated as confirmation of participation in the exhibition, and acceptance of all rules and

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HICC, Hyderabad 17-19 February, 2014

regulations printed at the back of the Application and Contract Form and in this Exhibitor Manual as well as any amendments or additions from time to time, notified to exhibitors through circular/letters. These are binding on all parties concerned.

Settlement of Legal Disputes Exclusive jurisdiction of competent court for settlement of all disputes, interpretation of the terms and conditions, rules, shall be in the Courts of Hyderabad, India. All the concerned parties accept the jurisdiction of the Hyderabad.

TERMS & CONDITION  Please note that NO CREDIT facility would be extended under any circumstances and NO REFUND / ADJUSTMENT for CANCELLATION/ "No Show or Absence of an exhibitor would be accommodated.  Organizers will make every effort to comply with request for assignment of exhibit of location on a "first-come-first-serve" basis. Location of assignments will be made solely at the discretion of the organizers with reasonable time after receipt of the application form with appropriate payment.  This form at the BioAsia 2014 Event will become a contract with BioAsia 2014 upon its written acceptance. This is based upon terms set forth below and on the reverse side hereof, and the plan of exhibits, rates and regulations as may be established from time-totime, updated and amended and general exhibit information attached to this form, all of which constitute a part of this contract.  The organizers reserve the rights to reallocate space, change the layout, add or delete corridors space plans, which may affects some exhibitors, stand orientations.  The organizers decision is final. The organizers reserves the rights to turn down the application for participation or even deny the participation to exhibitors already confirmed.  The exhibitors shall not organize concurrent shows outside of BioAsia 2014 in Hyderabad during BioAsia 2014. The exhibitors shall ensure that the stalls are kept out of hazardous or inflammable materials to ensure adequate safety measures. The exhibitors will be levied for all expenses from any damage caused to the structure etc. due to the exhibitor's negligence.

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HICC, Hyderabad 17-19 February, 2014

 Appropriate security arrangements will be made at the venue. However, the exhibitors are responsible for their own belongings at the venue and the organizers shall not be held responsible for any stolen or missing items belonging to the exhibitors, due to any reason whatsoever.  The organizers are not liable for any delays or failure in performance of any of its obligations under or arising out of the contract if the delay or failure results from, Force Majeure, act of God, fire, flood, earthquake storm, explosion, accidents, riots, strikes, lockouts, bandh, war, civil unrest, industrial dispute, embargoes, or any state of emergency or any other government act, law statute, ordinance, whatsoever which renders impractical for the organizers.  However, all agreements, negotiations, & commitment between both the parties pertaining to this contract stands cancelled and the organizer retains the right to decide the same.  Exhibitors under the shell scheme to a minimum of 4sq.mtr. includes one table, one chairs, carpet, fascia, display booth, stall structure on laminated sheets held together by anodized aluminum channels, three spotlights and an electrical load of 15 amps single phase for every 4sq.mtr. unit.  Exhibitors under the shell scheme to a minimum of 9sq.mtr. includes one table, two chairs, carpet, fascia, display booth, stall structure on laminated sheets held together by anodized aluminium channels, three spotlights and an electrical load of 15 amps single phase for every 9sq.mtr. unit.  Exhibitors under shell scheme can set-up their stall from 2:00pm onwards on 17th February 2014.  The exhibitor should ensure that the stalls are facilitated before the inauguration of the event.  Exhibitors should ensure that the stalls are staffed during the operational hours on all days of the exhibition.  Exhibitors can vacate occupied stalls from 5:00pm onwards on 19th February 2014 and shall not stay later than 8:00 pm on 19th February 2014.  All additional facilities sought by the exhibitors, which are chargeable shall be paid for as per the terms indicated on the Exhibitors Manual and under all circumstances before the concluding hours of the event.

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HICC, Hyderabad 17-19 February, 2014

 Musical instruments, projections, VCRs, DVD players and any other noise-making devices shall be operated at a level that does not interfere with other exhibitors. Booth hardware and materials of one exhibitor may not obscure the ‘line of sight’ to another exhibitor’s booth.  As seats are limited to the conference, confirmations of delegates will be on first-com firstserve basis only.  Delegate Badges issued are "non transferable". The organizers reserve the right to disallow a confirmed delegate from transferring his/her badge to any other person.  Appropriate security arrangements will be made at the venue, however, delegates are responsible for their own belongings at the venue & the organizers shall not be held responsible for any stolen or missing items belonging to Delegates, Speakers, or Attendees; due to any reason whatsoever.  Fee does not include any accommodation or travel. Delegates are requested to display the badges at all times. Please note that delegates will not be allowed to enter the conference hall without the badges.  Please note that the conference delegate fee includes admission to Business to Business Meetings (B2B), International Buyer-Seller Meet (BSM) and also to Exhibition Halls.  Business to Business (B2B) meetings will be organized and slots will be allocated as per request on a first-come-first-served basis, depending upon the availability.

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HICC, Hyderabad 17-19 February, 2014

ADDITONAL EQUIPMENTS

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HICC, Hyderabad 17-19 February, 2014

ITEM RATE CARD CODE

ITEMS

RENT / DAY (INR)

AE 001

PIN BOARDS

750

AE 002

HALOGEN LIGHTS

150

AE 003

SOFAS

7500

AE 004

BOOKS STAND

750

AE 005

PULLUP STAND

750

AE 006

STALL SPOT LIGHT

150

AE 007

PLASMA TV

2500

AE 008

DIRECTION BOARDS

150

AE 009

Jewellery Table

2500

AE 010

SYSTEM TABLE

750

AE 011

GLASS ROUND TABLE

1000

AE 012

DUSTBIN

20

AE 013

WALL SHOWCASE

3000

AE 014

SPOT LIGHT

150

AE 015

EXBIT CHAIR

250

AE 016

BAR STOOL

750

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HICC, Hyderabad 17-19 February, 2014

SERVICE PROVIDERS Stand building Contractor: Mr. Venkateshwar A Managing Director Avens Expositions Ph: +91 40 64641007 / 2007; M: +91 98490 85678 E-mail: events@avens.in Additional Equipment Contractor: Mr. Venkateshwar A Managing Director Avens Expositions Ph: +91 40 64641007 / 2007; M: +91 98490 85678 E-mail: events@avens.in Carrier Forwarding Contractor: R.E.Rogers India Pvt. Ltd. R.E.R House, 2383/1, 11th Main, 15th Cross,'E' Block, Sahakara Nagar Bangalore – 560 092 Tel: + 91 80 42690500 / 55 Fax: + 91 80 41535881 E-mail: Shrenik Jain: shrenik@rogersworldwideindia.com Ashwin V.V.: ashwin@rogersworldwideindia.com

IMPORTANT CONTACTS BIOASIA SECRETARIAT: (+91) 040 - 6644 6477 / 6577 RAJESH AAKULA Manager Operations, BioAsia Mobile: (+91) 9966551545 For any further information contact: BioAsia Secretariat #204, Block-B, Imperial Apartments, Greenlands Circle, Ameerpet, Hyderabad - 500 016, Andhra Pradesh, India Tel: +91 (40) 6644 6477; Fax: +91 (40) 6644 6977 E-mail: info@bioasia.in 13