Exhibitor Guide In parallel to the 6 th OECD World Forum on Statistics, Knowledge and Policy we will be holding an Exhibition. This is an opportunity for organisations with projects that are making change happen in well-being, digitalisation, governance and business to display their work and connect with likeminded people. With over 1,500 participants from around the world, the Exhibition is an excellent way to showcase your work and create synergies with a diverse international audience including NGOs, policy makers, innovators, researchers, international organisations, civil society and the private sector. The Exhibition will be held over the three days of the Forum (27-29 November 2018) at Songdo ConvensiA and will be centrally located in order to maximise visibility and ensure a large number of visits. If you are interested in having an exhibition booth, please review this Exhibitor Guide and submit an Exhibitor Application Form (page 6) to: [email protected]by 28 September 2018 at the latest.
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Exhibitor Guide
In parallel to the 6th OECD World Forum on Statistics, Knowledge and Policy we will be holding an Exhibition. This is an opportunity for organisations with projects that are making change happen in well-being, digitalisation, governance and business to display their work and connect with likeminded people.
With over 1,500 participants from around the world, the Exhibition is an excellent way to showcase your work and create synergies with a diverse international audience including NGOs, policy makers, innovators, researchers, international organisations, civil society and the private sector. The Exhibition will be held over the three days of the Forum (27-29 November 2018) at Songdo ConvensiA and will be centrally located in order to maximise visibility and ensure a large number of visits.
If you are interested in having an exhibition booth, please review this Exhibitor Guide and submit an Exhibitor Application Form (page 6) to: [email protected] by 28 September 2018 at the latest.
Floor Plan *Subject to change and not to scale
1st Floor
2nd Floor
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Booth Specification *Subject to change and not to scale
Standard booth (Panel) Standard booth (Wall Graphic)
Detail Size
Booth Components
Included with standard booth (free of charge)
Category Specification Qty ① Booth W 3m x D 2m x H 2.5m 1
*Wall posters (panels or graphics etc.) can be brought by exhibitor.(The Exhibition team will help install wall posters free of charge.) *The graphic design is provided by exhibitors and should be sent (in .ai format) along with the Exhibitor application form (see page 6). **Exhibitors needing additional equipment should send the Additional equipment order form (page 9) to the Exhibitors Bureau by 26 October 2018 at the latest.
Electricity The cost for additional electric equipment and electrical requirements above 1kw will be borne by the Exhibitor. Additional equipment (e.g. multi adapter plug) can be ordered. Those who need additional electricity should order a Power socket (for rates, see the Additional equipment order form on page 9). Please note that overnight electric transmission will not be provided.
Internet Access All attendees of the 6th OECD World Forum will have access to free Wi-Fi. Please note that this service is not suitable for high speed uninterrupted service in the exhibition area. Exhibitors are invited to order a Hard-wired Internet line if they need high speed internet access (for example, to display an online video on the booth) by 26 October 2018 (for rates, see the Additional equipment list on page 9). Exhibitors should not set up their own wireless network as the interaction with the multiple neighboring networks could render them unusable. There will be a technical team available to support Exhibitors onsite.
Services that are not included Telephone services, transportation, warehousing before and after the Forum, customs fees, cleaning services in the booth, moving, transfers, set up and dismantling of equipment brought by the Exhibitor. These items and services are at the Exhibitor’s expense.
Payment Procedure Please follow these steps for the payment of additional services and equipment:
1. Send the Additional equipment order form (page 9) to [email protected] 26 October 2018
2. You will receive an invoice (KRW, plus 10% VAT if you are subject to paying VAT, see below)3. Then make a bank transfer to the account below:**Please note that all bank charges incurred are at the cost of exhibitors.
Bank Account Information Account number:1005-802-798363 Account holder: INTERCOM Bank: WOORI BANK SWIFT Code: HVBKKRSEXXX Branch: SERNREUNG BRANCH Branch address: 301 Teheran-ro Ganggmgo, Seoul, Korea
4. Please send the receipt of wire transfer to the Exhibitors Bureau [email protected]
List of tax free countries (the countries below are exempt from VAT) 1. Australia2. Belgium3. Canada4. Chile5. Demark6. Finland7. France8. Germany
9. Greece10. Hong Kong11. India12. Indonesia13. Iran14. Italy15. Japan16. Lebanon
17. Malaysia18. Netherlands19. New Zealand20. Norway21. Pakistan22. Panama23. Republic of Liberia24. Saudi Arabia
Registration On the Exhibitor Application Form (page 6), please indicate the email address of all the exhibitors to be present on the booth, so each of them can receive their ID and password allowing them to register online for the Forum.
Deadline Application to have a booth 28 September 2018 Application to give a Spotlight Presentation 28 September 2018 Cancellation of booth application 28 September 2018 Completion of booth allocation by organisers 10 October 2018 Exhibition manual available 19 October 2018 Submission of additional equipment order form 26 October 2018
Booth operation schedule
Date Time Booth set-up by exhibitor 26 November 2018 09:00-18:00 Exhibitor registration Exhibition 27-29 November 2018 09:00-18:00 Dismantling 29 November 2018 17:00 onward
*The organisers reserve the right to modify the floor plan layout and relocate assigned booths if this is in the overallinterest of the Forum and Exhibition.
*Exhibitors will be able to setup on Monday 26 November (from 09:00 to 18:00). Booths will need to be dismantled onthe last day of the Forum (29 November), from 17:00.
*If you would like to have an exhibition booth, please fill in the Exhibitor Application Form (page 6) and send it [email protected] by 28 September 2018.
EXHIBITOR APPLICATION FORM Please return this form completed by 28 September 2018 to: [email protected]. *Mandatory fields (Document 1)
A. Registering organisation/company and person in chargeORGANISATION/ COMPANY Name* Website Address* City* Postal code* Country* PERSON(s) IN CHARGE Name* Job title* Department Email* Mobile* Indicate emails of all the exhibitors present on the booth so they can be registered for the Forum* B. Exhibition ReferenceBooth amount ( )Booth(s) Fascia Name Maximum 20 letters, ENGLISH
Theme □ Exploring and measuring future well-being □ Digitalisation and well-being
□ Governance in a complex world □ Business and well-being
Items displayed on booth ◻ Poster ◻ Leaflet ◻ Video ◻ Other ( )
C. Organisation DescriptionPlease provide a brief description of your organisation (300 words maximum, ENGLISH).
Please send your organisation’s logo as an attached file (.ai /.psd / .jpg format). It will be posted on the official website and included in the event material.
D. Additional Documents◻ We wish to give a Spotlight Presentation (please fill in Document 2)
◻ We wish to order additional equipment (please fill in Document 3)
We hereby consent to participate in the 6th OECD World Forum as an Exhibitor.
Date: ___________
Name of Organisation:__________________ Signature: ______________
(Document 2) During the Forum, we will be holding a number of “Spotlight Presentations” in the Exhibition Area, where Exhibitors will have the opportunity to make a 10-minute presentation on their work. The presentation corner includes a screen to show presentations and visual material. There will be no language interpretation for these presentations. Slots are limited and allocated on a first come, first serve basis. If you are interested in doing a “Spotlight Presentation”, please fill in the form below. If you have any questions, you can contact us at: [email protected].
*Mandatory fieldsA. Speaker information *Title*First Name*Last Name*Position*Department*OrganisationWebsite Address *City*Country*Email Address*Phone Number
B. Title of your presentation
C. Description of your presentation (400 words maximum, ENGLISH)
D. Language of your presentation□ English □ Korean
Please note that we cannot guarantee you will be given the slot you request. Once all requests are received, you will be informed of your allocated slot. The organisers reserve the right to change the presentation schedule.
DAY 1. Tuesday, 27 November 2018
□ P1 13:15~13:25 during the lunch
□ P2 13:30~13:40 during the lunch
□ P3 13:45~13:55 during the lunch
□ P4 14:00~14:10 during the lunch
□ P5 16:30~16:40 during the coffee break
□ P6 16:45~16:55 during the coffee break
DAY 2. Wednesday, 28 November 2018
□ P7 11:00~11:10 during the coffee break
□ P8 11:15~11:25 during the coffee break
□ P9 13:15~13:25 during the lunch
□ P10 13:30~13:40 during the lunch
□ P11 13:45~13:55 during the lunch
□ P12 14:00~14:10 during the lunch
□ P13 16:00~16:10 during the coffee break
□ P14 16:15~16:25 during the coffee break
DAY 3. Thursday, 29 November 2018
□ P15 11:00~11:10 during the coffee break
□ P16 11:15~11:25 during the coffee break
□ P17 13:15~13:25 during the lunch
□ P18 13:30~13:40 during the lunch
□ P19 13:45~13:55 during the lunch
□ P20 14:00~14:10 during the lunch
E. Additional information Let us know if you have any additional information that you would like to bring to our attention.
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ADDITIONAL EQUIPMENT ORDER FORM (Document 3)
A. Booth materials (10% VAT NOT included) # Category Specification Price Qty Amount Remarks
1 Hard wired internet (during the Forum) LAN KRW 49,000
2 Panel printing & installation (1 SET - 3 panels)
W0.6m xH0.9m KRW 70,000 1 SET The graphic design should be provided by the exhibitor. Please send the final design file (in .ai format) to the Exhibitors Bureau.
3 Graphic Wall W3m xH2.05m KRW 350,000 1
Sub total
B. Furniture & office equipment (10% VAT NOT included) # Item Category Specification Price Qty Day* Amount
1 Round table Ø 0.75m KRW 50,000
2 Square table W0.7m x D0.7m x H0.75m KRW 50,000
3 Easy Chair W0.45m x D0.58m x H0.45m KRW 35,000
4 Stool Chair Ø0.44m x H 0.65~0.72m KRW 40,000
5 Display base 1-A W1m x D0.5m x H0.75m KRW 60,000
6 Display base 1-B W1.5m x D0.5m x H0.75m KRW 75,000
7 Display base 2-A W1m x D0.5m x H1m KRW 65,000
8 Display base 2-B W1.5m x D0.5m x H1m KRW 80,000
9 Catalogue holder 1 W0.25m x D0.31m x H1.47m KRW 65,000
10 Catalogue holder 2 W0.27m x H1.4m KRW 45,000
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# Item Category Specification Price Qty Day Amount
11 Color Printer KRW 330,000
12 Black Printer KRW 180,000
13 Laptop Core i5 2.5GHZ 4GB KRW 150,000
14 Desktop Core i3 3.3GHZ 2GB with 1 keyboard, 1 mouse and 1 monitor
KRW 200,000
15 PC Monitor KRW 65,000 Day(s)
16 LED Monitor 42” KRW 220,000 Day(s)
17 LED Monitor 60” KRW 450,000 Day(s)
18 TV Stand KRW 75,000
19 Multi Plug KRW 8,000
20 Adapter Socket KRW 10,000
21 Waste Bin KRW 10,000
22 Signage Stand KRW 25,000
Sub total *Unless otherwise noted, prices are indicated for the entire duration of the exhibition.
Person in Charge Organisation Name Department Mobile E-mail
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Rules and Regulations for Exhibitors 1. DEFINITIONS of Terms
a. The term “Exhibition” shall mean the International Exhibition on “The Future of Well-being”. b. The term “Exhibitor” shall mean any company or firm, organisation, etc. that would like to have a booth at the
Exhibition and has submitted the application form for participation. c. The term “Organiser” shall mean Kostat and the OECD. d. The term “Exhibitors Bureau” shall mean Intercom (the professional conference organisers responsible for the
Forum). e. The term “Exhibition Area” shall mean Songdo ConvensiA.
2. APPLICATIONS AND CONTRACT FOR PARTICIPATION
a. Those who want to apply for participation must complete the application form and submit it to [email protected].
b. Upon acceptance of the application by the Organisers, the Exhibitors Bureau will send to Exhibitors a confirmation letter, to be considered as a contract of participation to the Exhibition.
c. If the Exhibitor does not reflect the topic of the Forum or if sufficient space is not available, the Organisers shall reserve the right to require the replacement of any item that the Organisers deem inconsistent with the principal purpose of the Forum and to make changes to exhibits.
3. ALLOCATION OF EXHIBIT SPACE
a. The Organiser shall allocate the space, in accordance with the size of the space requested, or the nature of the exhibits, or in the manner the Organiser deems fit.
b. The Organiser shall reserve the right to change the location and/or the size of the space allocated to the Exhibitor at any time prior to the commencement of the build-up of the Exhibition booth in consultation with the Exhibitor, should exceptional circumstances demand, and the Exhibitor shall comply with the change to ensure the smooth management of the Exhibition.
4. USE OF EXHIBIT SPACE
a. Exhibitors are bound to exhibit the products stipulated in the application form and to staff the booth with competent personnel during the networking breaks and lunches.
b. All exhibits must accord with the description of the application form, and be related to the theme of the Exhibition. If the Exhibitor violates the above-mentioned rules, the Organiser shall ask the Exhibitor to change the corresponding exhibits.
c. When losses or damages occur to other Exhibitors due to the given Exhibitor’s violation of rules and regulations mentioned above, the given Exhibitor is responsible for compensating them accordingly.
d. Exhibitors shall hold the booth during the entire Forum, but, if the Exhibitor choses to end their participation in the Exhibition at any time, the Exhibitor shall consult the organiser prior to ending their participation.
e. Exhibitors are not allowed to exchange the space allotted to them with other Exhibitors, or sublet it to other parties, either wholly or in part, without the written consent of the Organiser.
f. All promotional activities including the distribution of leaflets, materials and giveaways shall be confined within the Exhibitor’s own booth.
g. The Exhibitor shall operate and demonstrate its exhibit so as not to bother, endanger or interfere with the rights of other Exhibitors and visitors. Any practice resulting in complaints may be prohibited by the organizer.
5. REGULATIONS ON ON-SITE DIRECT SALES
a. Exhibitors should not sell any products at the booth, the Exhibition Area or at any other place during the Forum at Songdo ConvensiA. Sales for donation purposes can be permitted exceptionally when the Exhibitors receive approval from the organizer
6. CANCELLATION AND CHANGES OF THE EXHIBITION
a. Without any prior consultation with the Organiser, cancellation of participation for the Exhibition that surpasses the cancellation deadline is not permitted.
b. The Organiser reserves the right to cancel the Exhibition or to change the dates and/or shorten the duration of the Exhibition if exceptional circumstances demand, including force majeure. In this case, the Exhibitor shall have no claim for the compensation as a result of the changes.
7. CONSTRUCTION AND DECORATION OF BOOTH AND DISPLAY
a. All Exhibitors must complete the set-up, and move-in and display of their exhibits by the date and time stipulated by the Organiser.
b. Modifications including decoration of the booth such as applying adhesive to and painting the floor, ceiling andpillars are not permitted. The Exhibitor shall be responsible for compensating Songdo ConvensiA for any damagedone by the Exhibitor to the Exhibition Area.
8. MOVE-OUT OF EXHIBITS AND BOOTH FITTINGS
a. Exhibitors shall dismantle and move out all exhibits and booth fittings from the Exhibition Area within the periodstipulated by the Organiser, and shall indemnify Songdo ConvensiA against any cost incurred by reason of delayor damage to the Exhibition Area.
9. SECURITIES, RISK AND INSURANCE
a. The Organiser shall reserve the right to limit any constructions or demonstrations that pose potential safetyhazards and Exhibitors shall comply with the limitation.
b. Exhibitors shall be responsible for insuring goods exhibited.c. The Organiser shall not be liable for any damage or loss to exhibits and booth fittings.
10. FIRE REGULATION
a. Materials used in booths and display construction must be properly fireproofed in accordance with the FireServices Act or any other fire-related rules and Korean regulations.
b. The Organiser has the right, should circumstances necessitate, to make changes to the Exhibitor's booth, in theinterest of fire control.
11. SUPPLEMENTARY CLAUSES
a. Whenever necessary, the Organiser shall have the right to issue supplementary bylaws not stipulated in theRules and Regulations stated so far to ensure the smooth management of the Exhibition.
b. Any additional written regulatory instructions shall form part of the Rules and Regulations for Participation in theInternational Exhibition on “The Future of Well-being” and they shall be binding on the Exhibitors.
c. The Exhibitor shall also observe the Rules and Regulations stipulated by Songdo ConvensiA for the managementof its exhibition areas.
12. ARBITRATION OF DISPUTES
a. Any dispute, difference, or question which may arise at any time hereinafter between the Organiser and theExhibitor touching on these terms and conditions for participation or the rights and liabilities of the parties heretoshall be finally settled by arbitration in accordance with the The Korean Commercial Arbitration Board. The awardof the above arbitration shall be final and binding upon both parties. Exhibitors may not file a lawsuit against theOrganiser over the settlement.
