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71 Bulletin 2 71 Bulletin 2 THAILAND 2013 World Stamp Exhibition Exhibitor’s Manual
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Page 1: THAILAND 2013 World Stamp Exhibition Exhibitor’s Manual · 2013-05-21 · 74 THAILAND 2013 World Stamp Exhibition OFFICIAL EVENT HOST Thailand Post 113 Moo 3 Chaeng Wattana Road

71Bulletin 2 71Bulletin 2

THAILAND 2013 World Stamp Exhibition

Exhibitor’s Manual

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72 THAILAND 2013 World Stamp Exhibition

1. General Information2. Contact Point3. Floor Plan4. Perspective of Standard Booth5. Timetable / Working Schedule6. Timetable for Set Up Date – Show Date – Tear Down Date7. Rules and Regulations for Exhibitor8. Standard Booth (System Booth)9. Handing Over of the Rented Areas10. Traffic Control11. Safety12. Security13. Cleaning Service14. Food And Drink15. Contractor Entrance and Exit16. Disposal17. Fire Protection18. Properties Damage19. Events Beyond Our Control20. Moving in the Merchandises to the Exhibition 21. Operation at Exhibition Booth22. Removal of Merchandises from the Exhibition 23. Absolute Decision Making Authority24. Identification Tag25. Form 1 FASCIA NAME26. Form 2 Standard Booth Reservation 27. Form 3 ELECTRICITY FOR CONSTRUCTION AND DISMANTLE28. Form 4 ELECTRICAL DEVICES ORDER29. Form 5 MISCELLANEOUS30. Form 6 CLEANING SERVICE ORDER31. Form 7 SECURITY SERVICE ORDER32. Form 8 TELEPHONE & INTERNET ORDER FORM

Table of Contents

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General InformationObjective

• To organize the world stamp exhibition.

• To celebrate the 130th anniversary of Thai postage stamp and

Thai postal service.

• To promote and elevate the postage stamp collection and Thai

postal service to be widely recognized in the international level.

• To allow both domestic and international distributors to sell the

postage stamp and collectibles. The event is held every 10 years.

Venue Royal Paragon Hall 1-3, Siam Paragon

Event Date 2-14 August 2013 (total 13 days)

Time 1.) Opening Ceremony 2nd August, 2013

2.) Public Date 10.00-22.00 hrs

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74 THAILAND 2013 World Stamp Exhibition

OFFICIAL EVENT HOST Thailand Post 113 Moo 3 Chaeng Wattana Road Laksi Bangkok 10210, Thailand Telephone Number 02-831-3934 Fascimile Number 02-831-3850

OFFICIAL ORGANIZER CMO Public Company Limited Mr. Mongkol Silthumpitug Senio Project Director E-mail : [email protected]

Mr. Nutee Suwanjinda Account Executive E-mail: [email protected] 1471 Soi Ladprao 94 Ladprao Road., Wangthonglang, Bangkok 10310, Thailand

Booth Information Mr. Anucha Soonglertsongpha Ms. Wanthani Panpricha Telephone Number 02-831-3213-4 Fascimile Number 02-831-3209

Contact Point

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Floor Plan

(Floor Plan may be revised as appropriate)

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Domestic Standard Booth Standard Booth 3.00*2.50*2.50 meters

Remark : Do not allow to penetrate the plating or painting hanging on the wall.

Perspective of Standard Booth

(Domestic Standard Booth may be revised as appropriate.) One side booth Inclusive of : ►Fascia Board with Company Name 1 unit ►Wooden Counter 1 unit ►Chairs 2 units ►Trash Bin 1 unit ► Fluorescent Light 2 units ► Electric Socket 5 Amps 1 unit ► Carpet Area 3.00*2.50*2.50 meters

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(International Standard Booth may be revised as appropriate.) Inclusive of : ►Fascia Board with Company Name 1 unit ► Top Glass Counter ►Chairs 2 units ► Trash Bin 1 unit ► Fluorescent Light 2 units ► Electric Socket 5 Amps 1 unit ► Carpet Area 3.00*3.00*2.50 meters

Remark : Do not allow to penetrate the plating or painting hanging on the wall.

International Standard Booth Standard Booth 3.00*3.00*2.50 meters

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Timetable / Working Schedule

Date Description Remark

1 June 2013 Start sending Perspective to the Organizing

Team for approval

Thailand Post /

CMO / Vendor

30 June 2013 Deadline on sending in Perspective to the

Organizing Team for approval

Thailand Post /

CMO / Vendor

30 June 2013 Deadline for

- Booth Confirmation

- Maintenance Fee 100 Baht / Sq. M.

(All Exhibitor that own a booth with an area

over 30 sq.m have to pay a maintenance fee

with no exception)

- Send in requirement form to order furniture

and make payment / Electricity form / Electric

Appliance Form / Plumbing Equipment Form /

and Telephone Line

Vendor / CMO

July 2013 Exhibitor Brief

- moving in date for assembling construction

within the perimeters, activities in the exhibition

hall and details regarding media for public

relations for exhibitor

- collect exhibitor, VIP, and Contractor Badge

Thailand Post /

CMO / Vendor

31 July –

1 August 2013

Assembling construction materials and

decoration at the event

Thailand Post /

CMO / Vendor

2-14 August

2013

Event Date Thailand Post /

CMO / Vendor

14 August 2013

(22.00-06.00 hrs)

Dismantle

Dismantling will end at 06.00 hrs of 15 August

2013

Thailand Post /

CMO / Vendor

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Timetable for Set Up Date – Show Date – Tear Down DateRoyal Paragon Hall 1-3, Siam Paragon

Agenda Time DateRaw Space Construction PeriodConstruction and decoration period for exhibitors who booked for raw space

08.00 - 24.00 hrs 31 July 2013

Construction and Merchandise Loading 08.00-24.00 hrs 31 July 2013

Assembling Electric Equipment 12.00 hrs 1 August 2013Assembling and decorating merchandise in the booth

20.00 hrs 1 August 2013

Closing of Exhibition Hall 24.00 hrs 1 August 2013Standard Booth Construction & Assembling PeriodConstruction of Standard booth 08.00 - 24.00 hrs 31 July 2013Assembling Electric Equipment 12.00 hrs 1 August 2013Exhibitors for standard booth decorate booth and arrange goods and merchandise

12.00 - 20.00 hrs 1 August 2013

Closing of Exhibition Hall 24.00 hrs 1 August 2013Opening and Closing Hours of ExhibitionExhibitors preparation 09.00 - 9.45 hrs 2-14 August 2013Opening and closing hours of Exhibit 10.00 - 22.00 hrs 2-14 August 2013Closing of Exhibition Hall 22.00 hrs 2-14 August 2013Dismantle of ExhibitionRemoval of Goods and Merchandise 22.15 hrs 14 August 2013Disassembling booths and electrical equipment 21.00 hrs 14 August 2013End of Disassembling booths and removing merchandise

24.00 hrs 14 August 2013

Removal of electrical equipment 24.00 hrs 14 August 2013

Remarks:• The lights in the exhibition hall will be turn off 1 hour after the Event operating hour. The Exhibition Hall will remain open until 22.00 hrs and on the last day of the event the Exhibition Hall will be open until 24.00 hrs for loading out construction material.• During Event date all actions of loading construction or merchandise into the site using a trolley is strictly prohibited. If any damages is cause the exhibitor have to be responsible of the damage.• If the exhibitor is unable to clear and disassemble all construction and merchandise off site within the time limit they will have to pay a fee of 5,000 Baht per hour.

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Rules and regulations for exhibitors

Raw space is the area where the exhibitor is responsible for the exhibition booth preparation, construction and decoration, including the flooring material. The exhibitors who booked the raw space are required to conform to the following rules and regulations.Perspective images and plans 1. The exhibitors must submit the perspective images and plans for inspection by Thailand Post Co., Ltd. and CMO PCL. 2. The exhibitors must construct the exhibition booths according to the approved plans by Thailand Post Co., Ltd. and CMO PCL.

Construction rules and regulationsProhibited areas : For your properties and personal safety, the entrance and exit, fire exit, fire lockers, slope and passage ways must be kept clear from obstacles at all times.Rented areas : All construction activities are strictly limited to the areas specified in the renting contract.Floor covering : Sufficient floor cover must be prepared when painting and constructing in the carpet-covered area. Please consult the staff for advices.Spray painting : Spray painting in the building is strictly prohibited without exception.Power tools : The indoor uses of power tools, including jigsaw, welding or any tool that can cause spark are prohibited.Identification tag : All the personal involved in the exhibition are required to display the identification tag when operating in Royal Paragon Hall. Please contact the organizing team.Working hours : The construction and dismantle work must be conducted according to the time specified in the renting contract. Please confirm the working hours with the organizing team.Transportation of equipment : The construction equipment is allowed within Royal Paragon Hall only on the construction and dismantles days. The moving of wheeled equipment must be supported by floor covering material on the path of movement.Cleaning Service : The cleaning service provided by Royal Paragon Hall excludes the removal of construction and decorating materials, oil, paint or ink stains as a result of booth construction, the merchandises and the area within the booth. Food and drink : Food and drink are prohibited within the area of Royal Paragon Hall.Smoking : Royal Paragon Hall is no smoking area, except in the designed smoking area. Please contact Royal Paragon Hall staff for direction.

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Standard Booth (System Booth)System Booth is the pre-fabricated booth that the exhibitors can decorate and be made ready for exhibition without the need for construction. The booth will be provided by the organizing team with the specifications as follows:Thailand Standard Booth Dimension 3.00 x 2.50 m. x (height) 2.50 m. (7.5 square meter area)International Standard Booth Dimension 3.00 x 3.00 x (height) 2.50 m. (9 square meter area) • System booth (3 side walls) dimension 3.00 x 2.50 x (height) 2.50 m. quantity 1 set Remark The corner booths have only 2 side walls

• Fascia board with company name (text only, no logos) quantity 1 set Remark The corner booths will be provided with 2 sets of company name, text height of 7.00 cm. • 36 W Fluorescent Light quantity 2 set • 5 Amps electric socket (prohibited to use with lighting) quantity 1 set • Wooden counter / chair (counter 1 / chair 2) quantity 1 set • Trash bin quantity 1 bin*** For System Booth The organizer strictly prohibits the exhibitors from punching, nailing, hanging from, or painting the walls, structure and floor of the building. Every System booth will have carpet-covered floor area.

Handling Over of the Rented Areas 1. The contractor must receive the rented area before construction and return the area after the removal of the booth with the presence of the operation staff. 2. On the exhibition day the operation department only allows the contractor in the area of Royal Paragon Hall according to the time specified in the exhibitor’s manual. 3. In an event that the contractor needs to work outside the period of time specified in the renting contract, the organizer is required to notify the operation department and confirm the possible cost incurred. 4. In case of property damage, the contractor agrees to be responsible for the cost incurred, which will be determined by Royal Paragon Hall, or the contractor to repair and restore the damage property within 7 days after the removal date in the renting contract. However, the reparation and restoration must receive approval from operation department of Royal Paragon Hall.

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Traffic Control 1. Due to the necessity of materials movement and working in high-rise building, the construction and dismantle works are to be queued. The contractor must receive the queuing number from security staff of Royal Paragon Hall at the entrance of the parking area. 2. For the vehicles under 2.10 meters in height, it is allowed to unload the materials on the 5th floor but the vehicle must then be parked at the designed spot only. 3. For the vehicles unloading materials through the Cargo Lift of Freight Lift on the G floor, free parking is allowed for the first 2 hours. The third hour will be charged 100 Baht and 300 Baht for the fourth hour onward. Safety 1. Royal Paragon Hall is a strictly non smoking area. 2. In case a contractor needs to prepare food within the area of Royal Paragon Hall, the contractor is to notify the operation department no less than 14 days in advance. The cooking equipment must be the electric type only. The contractor is required to be responsible for the addition cost of fire protection measures and staffs. The operation department strictly prohibits the presence of flammable cooking gas. 3. The presence and distribution of gas-filled balloons in Royal Paragon Hall must receive permission from operation staff and the gas used must be Helium only. 4. The lighting display, banners or any structure must be placed on the designed hanging points. In case of improper fitting or at the risk of accident, the operation department may preserve the right to relocate that structure or deny the distribution of electricity until the fitting is properly done. 6. The wiring through the entrance and exit gates is prohibited to prevent accident e.g. a visitor tipping over the wire. In case it is necessary to wire through the walk ways, proper wire cover must be deployed. 7. The wiring into the fire exit and blocking of the fire lockers, fire exit or emergency passages are strictly prohibited. The fire exit must be kept clear at all times. 8. Any weapon, firearm, sharp weapon, including radioactive material, are strictly prohibited from entering the exhibition area of Royal Paragon Hall. 9. Paint can, thinner and any flammable materials are not allowed to be stored in the building.

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Security 1. The contractor working within the perimeter of Royal Paragon Hall is required to wear proper uniform or display the identification tag at all time. The contractor must arrange the identification tag for each of their workers. 2. The contractor must not mount or construct anything that can get in the way of fire lockers, fire exit, elevator, air conditioner outlet, slope, escalator and passage ways in Royal Paragon Hall. 3. The security staff of Royal Paragon Hall is only responsible for the public space, the entrance and exit gates. In case a contractor requires additional security service for their valuable, the contractor must submit the Security Service Order form to operation department at least 14 days in advance.

Cleaning Service 1. The contractor is required to collect their chemical and trash from construction works e.g. pieces of wood, stone or steel. In case it is found that such material is not properly handled by the contractor, the operation department may preserve the right to charge the handling cost incurred back to the contractor as seen appropriate. 2. Royal Paragon Hall is responsible for the public space. In case a contractor requires additional cleaning personal to look after their booth, the contractor is required to submit the Cleaning Service Order form to operation department at least 14 days in advance.

Food and Drink 1. The operation department reserves the right to limit the presence of food and drink for demonstration and display purpose only. 2. In case a contractor needs to sell food and drink within the exhibition area of Royal Paragon Hall, the contractor is required to notify the operation department at least 14 days in advance and to pay the food and drink fee of 5000 Baht/booth/day (excluding 7% VAT). The brought-in food and drink must be handled properly to ensure that the odor would not disturb the visitors. 3. Flammable cooking gas is prohibited within the exhibition area.

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Contractor Entrance and Exit On the booth decoration day, the exhibition organizer will issue a ticket to allow the contractors to enter the exhibition area during the construction, exhibition and removal days. The contractor is required to display the ticket when working in the exhibition area. The contractor without the ticket will not be allowed to enter the exhibition.

Disposal The exhibitor must arrange for the disposal of trash such as empty carton and packaging materials, including valuable that the exhibitor bring into the exhibition area. The organizer prohibits the exhibitor from obstructing the public passage ways with any material. The exhibitor has responsibility to keep the booth clean and tidy. Trash is to be collected and removed from the exhibition area. Remark: The organizer does not arrange for the storage space for exhibitors due to the space limitation. Fire Protection The exhibitor with any kind of demonstration that can produce spark is required to prepare the fire extinguish equipment in the booth. The organizer has arranged the fire extinguish equipment in the exhibition area. In case of fire, please utilize the nearest available equipment to quickly extinguish the fire or remove any flammable material away from the fire to prevent the spreading. If any exhibitor notice smoke or produce any fire, please inform the security staff or organizing staff immediately.

Properties Damage Since the organizer and Royal Paragon Hall has completed the inspection of the building during the booth construction and after the removal of the booth, the exhibitor is responsible for any damage occurred to the exhibition hall, including any damage to the carpet, caused by your action, representative, staff or your contractor, intended or not. The exhibitor who uses the System booth is responsible for the damage occurred to the electrical equipment due to operation during the exhibition, caused by your action, representative, staff or your contractor, intended or not. In case of damage, the official contractor will assess the damage and charge the cost incurred back to the exhibitor.

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Events Beyond Our Control This exhibition may be postponed from the original schedule due to circumstances beyond control of the organizer such as political events, governmental orders. The organizer may preserve the right not to refund the expense that the exhibitors have paid or any other cost incurred.

Moving in the Merchandises to the Exhibition The merchandises are not allowed to be moved in to the exhibition hall until the booth construction is finished and ready. The exhibitor should arrange for a representative at their booth in reparation to receive the merchandises. The organizer cannot be responsible for receiving and storing of the merchandises after shipping. Since the movement of the merchandises through the exhibition hall will be put under close inspection, the exhibitors must ensure that the merchandises are transported to the area allocated by the organizer. The activities at the unloading area will be under close supervision of shipping contractor and the security staff. To avoid the congestion in the unloading area, personal belonging, small items not required support equipment and can be removed from the container without the risk of breaking are allowed to be unpacked inside the build. For large merchandises, the exhibitor should the shipping contractor unpacking them outside before moving in to the exhibition booth. “The organizer advises the exhibitor to arrive at the exhibition hall with your merchandise. Your late arrival might cause delay in delivering the merchandises to your exhibition booth.”

Operation at Exhibition Booth Every exhibition booth must have staff attended at all times during the exhibition. The exhibitor must not participate in any activity considered by the organizer to be annoying to the visitors; especially the uses of audio-visual equipments must be within the volume level allowed by the organizer. Exhibitor’s activities and demonstrations are limited to the area within the border of their exhibition booth. No advertisement and communication activities allowed outside the exhibition booth. The moving of merchandises in and out of the exhibition booth is not permitted during the exhibition.

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Removal of Merchandises from the Exhibition Personal belongings and small hand-carried items are allowed to be taken outside after 22.15 on the last day of exhibition. Even though the security service is provided by the organizer, the merchandises are still at risk of being lost at any time. As a result the exhibition booth and merchandises are not to be left unattended until all the personal belongings and small items are safely taken out. Regarding tools for moving the merchandises, whether it will be hand truck or any kind of trolley, they must be in good condition. Otherwise the exhibitor will be held responsible for any damage caused to the exhibition hall, including carpet, and participants.

Absolute Decision Making Authority The exhibitor is considered the area owner if the hall during the period of exhibition. The authority to make decision in response to any problem during the period of time is placed under the exhibitor.

Identification Tag1. Contractor Identification Tag 1.1 Every personal involved is required to display Contractor identification tag clearly at all times during the operation in the exhibition area. 1.2 The Contractor identification tag can be obtained on the construction day (July 31st – August 1st 2013) and the dismantle day (August 14th 2013) 1.3 The identification tag is available at CMO counter. Please exchange your citizen identification card for a contractor identification tag. 1.4 For any violation of rules and regulations, the holder of the identification tag/ the representative/ the employer will be held responsible in every case. 1.5 This identification tag is valid only on the construction and dismantle day. The contractor coming in one the exhibition days must display Exhibitor tag only.2. Exhibitor Identification Tag 2.1 The Exhibitor identification tag is available. 2.2 The holder of Exhibitor identification tag is allowed to enter the exhibition area 1 hour before the opening and leave the area 1 hour after closing. 2.3 The Exhibitor identification tag should not be distributed or traded with personal not involved in the exhibition for your and every participant’s safety. 2.4 For any violation of rules and regulations, the holder of the identification tag/ the representative/ the employer will be held responsible in every case. The additional Exhibitor identification tag will not be available on the exhibition day without prior request.


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