1. Official Exhibition Contractor
CVSP Production has been appointed as the
Official Exhibition Contractor for "THE INTERNATIONAL ISLAMIC EXPO 2012 – The 8th Umra-Hajj & Islamic Tourism". The Official Exhibition
Contractor shall be responsible for setting-up the Shell
Scheme Booths complete with the basic facilities. Exhibitors
who require additional electrical items, furniture fittings
or communication lines, are required to place their orders
by filling out the respective Order Forms.
The Official Exhibition Contractor is also the Official
Electrical Contractor responsible for all wiring and
electrical connections for THE INTERNATIONAL ISLAMIC EXPO 2012.
No other contractor shall be allowed to undertake wiring and
electrical connection on their own. All private
contractors are required to liaise with the Official
Exhibition Contractor with regards to power supply.
2. Build-up/Tear-Down Schedule
Description of Work
|12 December 2012
09.00 hrs - 22.00 hrs
||Move in of
Official Contractor for Marking and Booth Set-up
|13 December 2012
09.00 hrs - 22.00 hrs
||Exhibitor Move In for Booth Decoration. Before 20.00 hrs all Booths must be fully operational.
14 December 2012
15 December 2012
16 December 2012
|16 December 2012
2.1 Construction of Private Pavilions
Exhibitor must ensure that all parts of their work be
self-supporting and secure. Exhibitors who have ordered bare
space may begin building their pavilion at 12 December 2012.
And all structural works should be completed by 13 December 2012
at the same day, to enable lighting connection. The
exhibition hall will be open until 19.00 during the build-up
2.2 Move in of Exhibits
Exhibitors who have ordered space and shell-scheme stands
may move in their exhibit on 13 December 2012 for dressing up of
booths. Exhibitors must arrange for an authorized
representative to be present on site to receive and position
their goods as the Organizers will not accept delivery on
their behalf. All booth decoration work must be completed no
later than 22.00 hrs on 13 December 2012. No major movement is
allowed on the Opening day of the Exhibition.
2.3 Dismantling and Removal of Exhibits
No exhibits or other exhibition items may be delivered to or
removed from the exhibition hall during the exhibition
period. Removal, delivery or replenishment of stock may only
be carried out before the opening hours of the exhibition in
the morning or after closing time in the evening. If the
removal of any valuable item display from the hall is
necessary, Exhibitors must obtain permission from the
Dismantling of booths is prohibited before 20.00pm on 16 December 2012.
Dismantling of stand fittings shall be carried out between
20.00 - 24.00 pm on 16 December 2012 when all work must be
Important : Exhibitors are NOT allowed to leave their booth/stand empty during the show hours or remove their exhibits before the stipulated time and date for dismantling.
2.4 Exhibits Move-in/Material Handling
Exhibitors or their private contractors are only allowed to
bring into Jakarta Convention Center (JCC) items which may be carried by
hand or by trolley. Other deliveries which require
mechanical transportation must be handled by one of Jakarta Convention Center (JCC) approved on-site freight handling agent, who
will provide the necessary transportation equipment at the
prevailing rate. No transportation of goods is permitted
trough the public areas, at the front of Jakarta Convention Center (JCC)
including passenger lifts, lobbies and the concourse area.
3. Shell Scheme Booth Facilities (Refer to Picture STANDARD BOOTH)
The official Contractor will provide the following items for
each Shell Scheme Stand (3mx3m):
||: Blue background with Exhibitor's name in English
(max 30 letters) in
white vinyl cutout lettering.
||: Three-side panel partitions in white finish. In
case of corner booths, it
will be two side walls and two
||: Grey carpet covering the booth area.
a. One information counter.
b. Two Futura chairs.
c. One wastepaper basket.
||: Two units of fluorescent tube.
||: One 2 Amp single phase socket (not to be used to
connect spot lights &
fluorescent lights). Please note that
Fire Regulations in Jakarta Convention Center (JCC)
Center does not permit the
use of adaptors, extension cords, etc.
i. The Organizer prohibits any change of color scheme or
attachment of logo or other
lettering or alteration to the
ii. Exhibitors who do not wish to use the above facilities
cannot negotiate for a
discount/rebate on their
iii. Exhibitors are not allowed to nail, paste stickers or
paint the alluminium frames or the
Panel partitions. Only
removable double-sided tapes are allowed.
iv. All double-sided tapes placed by Exhibitors on panels
must be removed by Exhibitors
at the end of the exhibition.
Exhibitors shall be liable for any damages caused to the
rented items by the Exhibition Contractor.
4. Rental of Additional Furniture & Electrical Fittings
In addition to items provided in the basic Standard Shell
Scheme Stand, Exhibitors can place orders for additional
furniture/electrical items directly with the Official
Exhibition Contractor. Please complete the appropriate Order
Forms and return/fax to the Secretariat promptly. Orders for
additional furniture/electrical items MUST be made on or
before the stipulated date. A 30% surcharge shall be levied
on the published rental rates for orders received after this
deadline. All cost, other than the package offered by the
Organizer, shall be borne by the exhibitor concerned. Any
additional items ordered or items within the Shell Scheme
package which is found to be not in good working condition
or not clean must be reported immediately to the Official
5. Special Requirements
Besides the rental items available, the Official Exhibition
Contractor would be pleased to propose original design and
special graphic treatment or custom made display aids,
counters, etc. The Official Exhibition Contractor can also
construct stands based on the Exhibitor's own design. Please
contact the Secretariat for assistance. All cost other than
those provided in the Standard Shell-Scheme Package provided
by the Organizers, shall be borne by the respective
6. Special Stand Design
Exhibitor's who wish to design their own stand/pavilion to
project their respective State or their corporate image can
engage the services of the Official Exhibition Contractor.
Exhibitors who wish to appoint their own contractors are
required to officially inform the Organizers in writing,
giving details of the contractor and their contact numbers.
7. Performance Bond
Please note that only registered exhibition contractors are
allowed to undertake construction work for their clients at
the exhibition hall. Non-registered contractors are required
to provide the Official Exhibition Contractor a refundable
Performance Bond of US$ 500 per 9 sqm of the contracted
space before undertaking any construction work for their
clients. This deposit will be held against possible damages
to the Exhibition Center and/or the disposal of extra waste
left on site after the event (if any). The Official
Exhibition Contractor reserves the right to demand
additional compensation if there is damage costing more than
the deposit amount. The deposit shall be refunded after the
exhibition, subject to the clearance of the site by the
Official Exhibition Contractor and no damage being recorded
by Jakarta Convention Center (JCC) . Private contractors are also
required to work closely with the Official Exhibition
Contractor and abide all regulations set by Organizers.
8. Connection Fee
All private contractors undertaking pavilion design for
their clients are required to pay a Connection Fee $ 30 per
sqm (of the total pavilion/booth space undertaken for their
clients) to the Official Electrical Contractor.
9. General Rules and Regulations
9.1. Payment Terms and Conditions
The payment schedule for standard shell scheme stand or
space is as follows :
i. 50% upon signing of the "Application for Participation"
ii. 50% balance, 14 NOVEMBER 2012 (1 months before the date of
No exhibitor will be allowed to occupy their space or stands
until full payment has been received by the Organizers.
These terms cannot be varied under any circumstances.
9.2. Failure to Exhibit
Any organization which, having signed a contract for
exhibition space, fails to exhibit whether or not for any
reason of the Exhibitor's own choosing and has not been
released from the contract by the Organizers shall be liable
for the full amount stated in the contract plus any
additional costs incurred by Organizers as a result of such
a failure to exhibit.
9.3 Cancellation of Exhibition Space
In the event of the Organizers agreeing to any request for
release from the contract, the Exhibitor will be liable for
all, or part of the cost stated in the contract.
9.4. Contracted Boundary
No Exhibitor may place any display material and exhibits or
allow dividing wall or any part of the stand design and
fittings beyond their contracted boundary. Exhibitors who
fail to abide by this ruling will be charged with an
additional based on $ 500 per sqm which is to be paid in
advance and in cash before utilizing the space, provided it
does not block the public walkway or the line of vision of
neighboring booths. THESE TERMS MUST BE STRICTLY ADHERED TO
AND IS NOT NEGOTIABLE.
||Utility supply points located within any
aisle shall not be used for providing services.
||All fire precaution facilities, fire
exist and passages must be kept clear.
||No adhesive paste, adhesive tape, nails,
spikes, tacks or other items may be affixed to the
walls, pillars, floors, furniture or any fixture/fitting
of the exhibition hall.
||In order to keep the Exhibition Hall
clean and tidy, all floors and pillars must be well
covered with battens during the process of painting
(only water-based paint should be used)
||Keep the washroom clean and dry. The
cleaning of paint containers or any other dirty items is
prohibited in the washroom.
||Use of inflammable material for
decoration is not allowed.
||The Exhibitor shall not do or permit to
be done in or upon the exhibition site or any part there
of, anything which may be noisy or troublesome to other
users of the Exhibition Hall.
||Exhibitors are responsible for all cost
relating to any damage to the structure or items be
longing to the Exhibition Hall, caused by themselves,
their contractors or their agents.
||To ensure security within the Exhibition
Hall, all contractors and their staffs, Exhibitors
including the Organizers must wear their identification
tags all times.
||All working parties and personal should
leave the Exhibition Hall according to the Organizers
||The Exhibition Hall's security guards
have the right to check the items moved in and out of
the Exhibition Hall.
||Smoking is strictly prohibited within Jakarta Convention Center (JCC)
9.7 Electrical Appliances
||The Exhibition shall not permit any
electrical apparatus or fittings of any kind to be
attached or used in conjunction with existing electrical
fittings in the Exhibition Hall.
||All wiring and connections must be
installed by the Official Exhibition Contractor.
||Multi-way adaptors and bayonet cap
adaptors shall not be used in the Exhibition Halls.
No reptile, fish, bird or live animal shall be allowed in
Jakarta Convention Center (JCC) except as an approved exhibit, or used in
conjunction with an activity or performance provided prior
written approval has been obtained from Organizer and that
proper precautions have been taken for their care, control
Balloons are permitted as give-away to visitors only within
The Concourse and cannot be used as decoration in the common
areas of the Hall. Helium-filled balloons are not allowed in
Jakarta Convention Center (JCC). The Exhibitors concerned shall be responsible
for all expenses incurred in the removal of any helium
balloons left in the Venue.
9.10. Passenger Elevators and Escalators
Passenger elevators and escalators are not to be used for
the transportation of any freight, equipment or furniture.
9.11. Services Elevators
Hand-carried items/exhibits may be brought into the
exhibition hall through the service elevators located at
||All tools and construction / packaging
materials must be moved out of the Exhibition Halls by
Exhibitors or their contractors before the exhibition
opens to the public.
||Rubbish should be put into the dustbin
which is kept in the cargo-loading area.
||The cargo-loading area should be free of
any goods which may cause obstruction.
||Exhibitors who appoint their own
contractors must ensure that their remove all
construction debris one day before the opening of the
exhibition and discard all unwanted materials from the
Exhibition Halls after the close of the exhibition.
Exhibitors who fail to observe this condition by the
stipulated date given shall be liable for additional
charges and cost of clearing the said debris/materials
by the Organizers.
9.13. Construction and Decoration
Any damage caused by an Exhibitor or their contractor to
other Exhibitors or common property shall be the
responsibility of the Exhibitor. All Exhibitors must
complete their construction and decoration by the date and
time stipulated in this Manual.
9.14. Lighting/Electrical fittings and Supply
Exhibitors using the standard shell scheme package shall be
provided with lighting and electrical fittings as given in
Picture-1. Exhibitors who appoint their own contractor,
other than the Official Exhibition Contractor, to design
their stands/booth/pavilion will be charged a "connection
fee" for the supply of electricity. Please advise your
contractor to liaise with the Official Exhibition
Contractor. Private contractors are not allowed to carry out
any electrical wiring work or connection for the supply of
electricity to his client's stand/booth/pavilion. Single
drawings are required from all contractors apart from the
Important : Electricity installations and connections into
permanent distribution boxes shall only be carried by the
Official Exhibition Contractor who is also the appointed
Official Electrical Contractor for the Exhibition.
All Exhibitors must submit their order for lighting and
power requirements on the designated Order Form which must
be returned by stipulated date to the Official Contractor.
Late orders will not be guaranteed and, if accepted, will be
subject to the following rates :
Orders received after 14 NOVEMBER 2012, + 30% surcharge
Orders received on site + 50% surcharge
9.15. Sound Level
Mechanical and electrical devices which produce sound must
be operated in a manner that is considered not disturbing to
9.16. Distribution of Promotional and Marketing Materials
The distribution of promotional materials such as brochures,
catalogues, leaflets, pamphlets, etc. is restricted to The
Concourse, at Level 3 only. Distribution in all common and
public areas within Jakarta Convention Center (JCC) is not permitted.
10. Official Cleaning Contractor
The Organizers have appointed Jakarta Convention Center (JCC) as the
Official Cleaners for the "INTERNATIONAL ISLAMIC EXPO 2012". Jakarta Convention Center (JCC) will be required to keep the common
area and walk ways clean at all times. They are also
required to clear all rubbish from the waste paper baskets
from all exhibition stands. Exhibitors are reminded to keep
their stands clean and in presentable condition at all
11. Insurance and Indemnity
The Organizers will not themselves be responsible for the
safety of property, exhibits or articles of any kind brought
into the exhibition by the Exhibitors, their servants,
agents or contractors, members of the public or any person
Exhibitors shall make sure that they are fully covered by
insurance including, but not restricted to, all risk 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.
The Exhibition or any of his servants, agents or contractors
first enter the exhibition grounds and to continue until all
his exhibits and property have been removed.
The Exhibitor shall insure against, indemnify and hold the
Organizers harmless in respect of all loss, claims, demands
and expenses to which the Organizers may in any way be
subject to as a result of any loss or injury arising to any
person (including members of the public or the Organizers
staff, agents or contractors) or properly howsoever caused
as a result of any act or default of the Exhibitor, his
servants, agents or contractors or invitees. If the
Organizers so demand the Exhibitor shall provide proof to
the Organizers that the Exhibitor has adequate insurance
The organizers shall not, in any event, be held responsible
for any restrictions or conditions which prevent the
construction, erection, completion, alteration or
dismantling of stand or for the entry, sitting or removal of
exhibits, or for the failure of any services or amenities
provided by the hall land lords or for the cancellation or
part-time opening of the exhibition either as a whole or in
part, or for amendments or alterations to all or any of the
Rules and Regulations caused by circumstances not under
their control. Exhibitors must ensure that their temporary
staff and the staff or their servants, agents or contractors
are insured against claims for workman's compensation.
12. Security, Insurance and Liabilities
Every reasonable precaution will be taken by the Organizers
to ensure the security and safety of the Exhibition Hall and
contents thereof. However, neither the Organizers nor the
Venue Owner can be held responsible or liable for any theft,
loss or damage which may befall the person or property of
the Exhibitor from any cause whatsoever. While the
Organizers are insured for Public Liability, it is the
responsibility of the Exhibitor to take up insurance on the
||Exhibits and contents of booth against
loss and damage by theft, fire and any other natural
calamities, or any cause whatsoever;
||Staff, agents, contractors and other
representatives are all insurance against risks of
death, personal injury, illness or other loss or damage;
||Any other liability due to negligence,
inadvertence or misbehavior of the Exhibitor and/or
their workmen, staff, representatives or agents;
The Organizers, their agents, the Venue Owner and all other
organizations and individuals employed by or associated with
in connection with this exhibition, will not be responsible
and shall be held harmless by all Exhibitors for damages or
losses resulting from fire, or any other cause whatsoever,
including accidents or injury to the Exhibitor, their
employees and agents, the public and others. The Exhibitor
agrees to pay promptly for any and all damage to the
exhibition building or its equipment/fixtures/fittings
incurred through carelessness or otherwise of Exhibitors or
employees or their agents.
Exhibitors are advised to see that their regular company
insurance includes extra-territorial coverage and that they
have their own theft, public liability and property damage
insurance. Each exhibitor is responsible for indemnifying
the Organizers and their agents against liability to the
Venue Owner, public authority and each and every other
Exhibitor in respect of any action, cost, claim and demand
of whatever natures of consequential to any act or omission
of the Exhibitor, his staff or agents. The Exhibitor shall
be responsible for any damage to the structure, floor,
walls, pillars and any part transportation, removal of
exhibits, refuse and/or decorative works.
13. Official Security Company
||Security of Jakarta Convention Center (JCC) has been appointed as the
Official Security Company for the "INTERNATIONAL ISLAMIC EXPO 2012". Although the organizers will make every
effort to maintain security in the night, exhibitors are
advised to take extra precaution against loss of personal
property and other company materials throughout the
exhibition duration. Please ensure that your stands are not
left unattended during the opening hours.
||The Organizers shall NOT be held
responsible for any loss or theft of exhibits at the
Exhibition Halls during the build-up, exhibition and
dismantling period. The Organizers shall also not be
held responsible for any loss or damage to exhibits or
any personal articles belonging to the Exhibitors.
||All personnel in the exhibition halls
must wear identification tags at all times. Exhibitor
Passes are available from the Organizers office on site.
||Exhibitors who require additional
security services can contact the Official Security
Company directly. All cost for additional services
required by an exhibitor shall be borne by the exhibitor
concerned. Please note that you may not use personnel
from any other security agency.
14. Exhibitors Pass
All Exhibitors registered with the Organizers will be
provided with free passed. Please collect your passes from
the Organizers office at the Registration Counter Level 1,
of Jakarta Convention Center (JCC).
15. Fire Regulations
All materials used in stand and exhibition construction must
be properly fire proofed in accordance with local
regulations. Fire marshals will inspect the Exhibition
facilities and will be authorized to stop or limit any
materials, demonstration or performance that are potential
16. Cultural Performances/handicraft Demonstrations
Participating Company/Countries are encouraged to organize
cultural performances during the Exhibition. A temporary
stage measuring 8m x 4m x 1m. complete with basic sound and
light fittings will be made available for this purpose at
reasonable charge. The Organizers will also appoint an emcee
to assist the exhibitors in hosting these performances.
Cultural performances/Company Presentation remain crowd
pullers in past promotions and would serve as an added
attraction for visitors to the Company/Country/Exhibitor
17. Food Products for Promotion and Sale
All food products (dried/preserved/packed/bottled/canned)
brought into Indonesia for the purpose of promotion or sale
must obtain the necessary approval from Ministry of Primary
Products and the Ministry of Health before being displayed,
sampled or sold to visitors at the exhibition. Participating
Countries that intend to promote and sell traditional food
product that is unique to their respective country can seek
the assistance of the respective diplomatic missions in
Indonesia. Kindly note that exhibitors are not allowed to
bring into Indonesia freshly cooked food unless they are
properly sealed and packed for export.
Exhibitors who wish
to promote or sell freshly cooked food are advised to
prepare the food in Indonesia. At the exhibition, Jakarta Convention Center (JCC) does not allow "open stove" preparation of food within
the exhibition halls as it would contravene with the laws
set by relevant Ministry. Exhibitors violating any of the
local rules and regulation risk being ordered to terminate
their participation and face court action.
18. Stage Specifications
A 10m x 5m x 1m stage will be constructed within The Jakarta Convention Center (JCC) complete with backdrop, basic lighting and sound
system. Exhibitors are encouraged to use the stage to
organize their own promotional activities, quiz
competitions, product demonstrations, fashion shows, etc.
during the exhibition. An emcee will be appointed by the
Organizers to assist Exhibitors in hosting their programs on
stage. The Stage together with the facilities and the
services of the emcee is charged at a very reasonable price
for any exhibitors. Exhibitors are advised to submit their
programs supported by a brief synopsis, to the Organizer for
the purpose of promoting the performances through flyers and
19. THE "INTERNATIONAL ISLAMIC EXPO 2012" Quiz
The "INTERNATIONAL ISLAMIC EXPO 2012" Quiz
Competition will be held twice daily. Members of the
audience will be invited on stage where they will be asked
simple objective questions on ISLAMIC TOURISM destinations.
Those who get the answers correct will win a prize.
Exhibitors are invited to contribute prizes for this
20. Sponsorship of Prize and Gifts
To promote the exhibition, the Organizers will be working
closely with the newspapers, radio stations and other media
to organize the competitions to attract visitors. Exhibitors
are requested to contribute prizes and gifts in kind to be
given away as prizes in connection with these competitions.
These prizes will also be given away to winners of the "INTERNATIONAL ISLAMIC EXPO 2012" Quiz Competition.
Prizes can be in the Form of travel vouchers, holiday stays,
dinner vouchers, travel bags, premium items, T-shirt, etc.
These prizes may be given due mention by the emcee and shall
be listed in the "INTERNATIONAL ISLAMIC EXPO 2012" Show Directory.
21. Activities to attract Visitors to the Stand
Exhibitors are advised to organize their own promotional
activities to attract visitors to their respective stands.
Activities may include : giveaways such as promotional
stickers, shopping bags and premium items or conducting a
lucky draw at your booth.
22. Sufficient Brochures
Since the "INTERNATIONAL ISLAMIC EXPO 2012" is
targeted at Travel Agent and the public, it is advisable for
exhibitor to bring down sufficient brochures and other
promotional materials for distribution to the public and
23. "INTERNATIONAL ISLAMIC EXPO 2012" Show
Directory-Exhibitor's Listing (Absolute deadline is 10
The "INTERNATIONAL ISLAMIC EXPO 2012" Directory
shall be produced and distributed free to all registered
sellers and buyers registered visitors. The publication
shall feature information about the exhibition, the list of
exhibitors and exhibitors listing. Every registered
exhibitor is entitled to a free entry in the "INTERNATIONAL ISLAMIC EXPO 2012" Show Directory. Please complete
the "Exhibitors Listing" Form and submit to the Organizers
before the stipulated deadline.
24. "THE INTERNATIONAL ISLAMIC EXPO 2012"
Exhibitors are invited to take up advertising space to
promote their properties and services in this Directory.
Print quantity will be 500 copies.
Advertising Rate: Please consult with media promo for
To confirm your advertising space, please complete "THE INTERNATIONAL ISLAMIC EXPO 2012" Directory Booking
Form" and submit the same to the Organizers on 14 NOVEMBER 2012.
25. Official Hotel
Please be informed that the Organizers have appointed 2
Official Hotels for "INTERNATIONAL ISLAMIC EXPO 2012" ,
All rates are in US Dollar Currency, inclusive of Tax and
Services and For reservation please complete the Room
reservation FORM and fax the same to the
Mode of Payment : All reservation have to be guaranteed by
Credit Card. In the event of a no show on the expected day
of arrival, the Hotel reserves the right to impose a one
night now-show charge equivalent to the contracted room rate
and chargeable to the guest given without further notice.
Please note that all reservations have to be accompanied by
26. Temporary Staff Requirement
Exhibitors who require Event Promoters or Stand Guides can
contact the Organizer. The Organizer quote $ 50 per person
per day with a maximum of 8 working hours per day. The order
must reach the Organizers by 14 NOVEMBER 2012.
27. Unforeseen Occurrences
In the Event of any occurrence not foreseen in these Rules
and Regulations, the decision of the Organizers shall be
28. Authority at Premises
In the event of any problems or dispute on-site, the
decision of the Organizer, being lessee of the premises,
will be final. The Organizer also reserves the right to
amend any earlier decision made in order to meet and satisfy
any unforeseen or prevailing circumstance for the benefit of