Each exhibitor/supporter has received an e-mail with login details to access the Portal. The Portal enables Supporters and Exhibitors to:

• Submit Company logo and profile
• Order Lead retrieval (Badge scanners)
• Order exhibitor badges
• Submit booth drawing (for “Space Only” booths)

Link to access the Portal https://exhibitorportal.kenes.com

Notes:
The login details has been sent to the person signing the contract. This person is responsible for passing on the login details to third party if needed.
Access to all Portal services will be available only after submission of your company profile and logo.
Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.

Kenes Group Contacts:

Conference Organizer
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel: +41 22 908 0488 | Fax: +41 22 906 9140

Conference website:
https://ipvconference.org/

Venue:
The Queen Sirikit National Convention Center
Address: 60 Ratchadaphisek Rd, Khlong Toei, Bangkok 10110, Thailand
Venue official website
Getting to the venue

Exhibition Manager & Industry Coordinator
Diyana Yosifova
Kenes Group
Email: dyosifova@kenes.com | Tel: +41 22 908 0488 Ext: 258

Sponsorship and Exhibition Sales
Sherwin Gentle
Kenes Group
Email: sgentle@kenes.com | Tel: +41 22 908 0488 Ext: 328

Registration
Angel Todorov
Kenes Group
Email: reg_ipvs25@kenes.com | Tel: +41 22 908 0488 Ext: 334

Hotel Accommodation
Kenes Group
https://hotels.kenes.com/congress/IPVC25

————————————————————————————-

Official Contractors:

Booth construction / Additional Booth Fittings / Furniture Rental / Graphics  and signage / AV / Electricity / Rigging

PX SYSTEMS

• Electricity Order Form
• Electricity Catalog
• Furniture Catalog
• Furniture Order Form
• Printing Service Order Form
• AV Order Form
• Rigging Service Order Form

For queries, please contact:
Ms. April Soe: april.soe@pxsystem.com
CC: Operations Team: operations@pxsystem.com

Cleaning Services / Security / Internet Wired and Wi-Fi / Flowers & Plants

QSNCC

• QSNCC Services Order Form

For queries, please contact:
Ms. Nichakul Phantunit | E-mail: Nichakul.pha@qsncc.com | Tel: 099 246 9241

Hostesses

BIC Events
Recommended supplier

• BIC Events Order Form

Order Form in Word also available upon request
For questions and inquiries, please contact:
Nadi Shin Thant (Nadi)
E-mail: info@bicevent.me

Catering Services

QSNCC
Exclusive Service

• Booth Catering Services Order Form
• Booth Catering Services Presentation

For questions and inquiries, please contact:
Suphawinee Chumsuk (Boom)
E-mail: suphawinee.chu@qsncc.com

Freight Handling & Customs Clearance Agent

DSV Fairs & Events Spain has been appointed the official forwarding agent and clearance agent for IPVS 2025.

• IPVS 2025 Shipping instructions

Contact Details:
Olimpia Rodrigalvarez:
E-mail: olimpia.rodrigalvarez@dsv.com | Office: +34 954325842 | Mobile +34 628930293
Lorena Perdomo:
E-mail: lorena.perdomo@dsv.com | Office: +34 930260837 | Mobile +34 627582484

Action Item	Deadline	Contact Person
Hotel reservation	As soon as possible	https://hotels.kenes.com/congress/IPVC25
Company logo and profile	As soon as possible and no later than September 19	Via Kenes Exhibitors Portal For queries, please contact Diyana Yosifova: dyosifova@kenes.com
Booth Design for Approval (Space only)	Thursday, September 11	Via Kenes Exhibitors Portal For queries, please contact Diyana Yosifova: dyosifova@kenes.com
K-Lead retrieval app	Thursday, October 9 Onsite rate will apply for orders received after the deadline	Via Kenes Exhibitors Portal For queries, please contact Diyana Yosifova: dyosifova@kenes.com
Text for Fascia (Shell Scheme stands only)	Friday, September 19	Fascia Name Order Form
Exhibitor Badges Order	Thursday, October 9	Via Kenes Exhibitors Portal For queries, please contact Angel Todorov: reg_ipvs25@kenes.com
Electricity Furniture Rental Printing & Graphics Services AV Rigging (for Space Only booths only)	Friday, September 19 Early Rate: Orders received by September 19 Standard Rate: Orders received between September 20 and October 17 – rates will increase by 10% Final Rate: Orders received from October 18 onward – rates will increase by 30% Onsite Orders: Not available	PX SYSTEMS Electricity Order Form Electricity Catalog Furniture Catalog Furniture Order Form Printing Service Order Form AV Order Form Rigging Service Order Form For queries, please contact: Ms. April Soe: april.soe@pxsystem.com CC: Operations Team: operations@pxsystem.com
Booth Cleaning Security Internet Wired & Wi-Fi Flowers & Plants	Wednesday, October 1, 2025	QSNCC QSNCC Services Order Form For queries, please contact: Ms. Nichakul Phantunit: Nichakul.pha@qsncc.com | Tel: 099 246 9241
Hostesses & Temporary Staff Hire	September 20, 2025	Recommended supplier: BIC Events Order Form available here Order Form in Word also available upon request For queries, please contact: Nadi Shin Thant (Nadi):  info@bicevent.me
In-booth Catering Exclusive	Friday, October 3	QSNCC Booth Catering Services Order Form Booth Catering Services Presentation For queries, please contact: Suphawinee Chumsuk (Boom): suphawinee.chu@qsncc.com
Shipping Information
Air freight (BKK airport)	Pre-alert & Documents: September 30, 2025 Cargo: October 7, 2025 Courier cargo: October 14, 2025	DSV Fairs & Events Spain For queries, please contact: Olimpia Rodrigalvarez: olimpia.rodrigalvarez@dsv.com Lorena Perdomo: lorena.perdomo@dsv.com
Sea freight (PAT port only)	FCL/LCL Freight Pre-alert & Documents: September 23, 2025 Cargo: September 30, 2025
Courier	Pre-alert & Documents: September 30, 2025 Cargo: October 14, 2025 Note: All shipment sent via Courier would be cleared on permanent basis. To ensure no delay on delivery of your courier shipment to your exhibition stand we would STRONGLY recommend not sending courier shipments addressed to exhibition venue or yourself.
Road freight via warehouse	Pre-alert & Documents: September 30, 2025 Cargo: October 14, 2025

List of Exhibitors

Please see all exhibitors listed here: https://ipvconference.org/confirmed-sponsors-exhibitors/

Exhibition Floor Plan

The floor plan has been designed to maximize the exhibitor’s exposure to the delegates.

For most updated floor plan and list of exhibitors, please click here: https://apps.kenes.com/floorplan/#/congress/IPVC25

All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name.

Please note that the Exhibitor badges will be personalized i.e. they will include the name of the badge holder as well as the country and company name.

Please submit the list of individual names via the Exhibitors Portal no later than 09 October.

Exhibitor badges will be given as per your contract.

Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm after.

Any additional exhibitor’s badges will be charged an exhibitor registration fee of 329 $.

Companies can purchase a maximum number of exhibitor registrations as follows:

✓ Stands of up to 60sqm – 15 exhibitor registrations

✓ Stands larger than 60sqm – 25 exhibitor registrations

The Exhibitors badges allow access to the Exhibition area (including access before the official opening hours); Opening Ceremony; Gathering Dinner Reception.

Additional exhibitors badges can be ordered via the Exhibitor Portal*:  https://exhibitorportal.kenes.com (at a rate of 329 $ / badge)

Deadline: October 09, 2025

* Please make sure that your company profile has been submitted via the Exhibitor’s Portal before placing an order

For any inquiries related to registration, please contact the Registration Specialist, Angel Todorov at: reg_ipvs25@kenes.com

REGISTRATION OF STAND PERSONNEL

In order to be granted access in the exhibition area each individual will need to wear a name badge. This includes the regular staff from the exhibitor’s company and any hired staff e.g. hostesses, bar and service personnel etc. For security reasons, stand personnel must wear their name badges at all times.

Each exhibitor is entitled to a number of complimentary exhibitor badges in accordance with the size of the exhibition stand as stated in their contract.

The badge is indicating	Company name, individual name, country
This badge will give you access to	Exhibition area (including access before the official opening hours); Opening Ceremony; Gathering Dinner Reception
This badge will not give you access to	Scientific and educational sessions; public transport pass; any offsite events
This badge is for	All representatives and staff of the exhibitor; local staff (hired by an agency eg., hostesses); guests of the exhibitor, bar and service personnel, photographer, etc.

Exhibition Area

The Exhibition will be held in Ballroom 1-3 on Level 1.

Virtual tour and pictures available here: https://www.qsncc.com/en/plan/venue-space/level-1

Max Build-Up Height

• Hall height is 9.5 meters.
• Maximum build up height allowed for booth walls is 5 meters.
• Exhibitors who will have stands higher than the maximum permitted height will not be allowed to set-up their stands.
• Shell scheme stand build up is 2.4 meters.

Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and, in particular, that they do not endanger life and health.

Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.

Floor

Floor Finish: Carpeted.

Maximum floor load: 1,500 kg/sq.m

Space only Exhibitors are required to protect the carpet. To protect the hall’s carpet, construction equipment like scaffolding must be set on a protective carpet layer.

Mechanical damage or soiling which cannot be removed during the normal cleaning and maintenance of the floor will be repaired at the expense of the person/company causing the damage.

Shell Scheme Booths

To ensure the smooth and efficient installation and dismantling of your Booth, PX SYSTEMS has been nominated as the official stand contractor for IPVS 2025.

Shell Schemes which have been pre-booked with Kenes include the following:

-> IPVS 2025 – Shell scheme package

• Walling – standard shell scheme system, 2.4m-high
• Company name on Fascia board printed in black standard lettering and booth number
• Lighting (1 spot per 3 m² / electricity is not included)
• Carpet

Booth Package does not include:

• Furniture
• Electricity
• Graphics
• Daily booth cleaning

  

 *Image shown is for illustration purposes only

Additional Furniture Rental / Graphics & Signage / Additional Booth Fittings / Electricity / Other supporting services can be ordered directly via the PX SYSTEMS by September 19, 2025.

Orders placed after the deadline are subject upon availability.

For queries, please contact:
Ms. April Soe: april.soe@pxsystem.com
CC: Operations Team: operations@pxsystem.com

Order Forms:

• Electricity Order Form
• Electricity Catalog
• Furniture Catalog
• Furniture Order Form
• Printing Service Order Form
• AV Order Form

Deadline: September 19, 2025

Fascia Sign

*Maximum of 30 characters (including spaces) may be written on your fascia (valid for 9 sqm booths). Please submit lettering for fascia by September 19, 2025 via this Fascia Name Order Form.

Please write or type in ENGLISH CAPITAL LETTER with booth no. In all cases, abbreviations will be used i.e. Company = Co., Limited = Ltd.

Notes:

• If the text for your fascia is not received by this date, we will provide you with a fascia title as per your application form.
• Late submission with requirement to have different name from prepared one will cost 1000 Baht.

If you wish to print your logo on the board, instead of your company name or in addition to the name, this can be ordered at additional cost via the Official Contractor PX SYSTEMS.

Technical Information and Regulations for Shell Schemes Booths

• All basic shell scheme booth will be designed and built by PX SYSTEMS – the official stand contractor.
• Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor and the Exhibition Manager before September 19.
• No free-standing stand-fitting or display(s) may exceed a height of 2.5m or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
• It is not allowed under any circumstances to cut, nail or drill into or through the walls, fascia, floor, or ceiling.
• Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
• It is possible to use fishing line (nylon) to hang pictures etc.
• An exhibitor occupying a booth at the corner can request to close the additional side(s). If the official stand contractor and the Exhibition Manager is not being notified in writing before September 19 it will be assumed that the exhibitor will have opening on the additional side(s).
• A back wall of a booth (any booth type) cannot be used by other exhibitors.
• Shell scheme booths will be provided with a blue carpet. If an exhibitor wishes to change the color of the carpet in the booth, additional cost may be incurred. Please contact PX SYSTEMS – the official stand contractor. The exhibitor will be invoiced by PX SYSTEMS.
• Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.
• Exhibitors requiring additional equipment may contact PX SYSTEMS – the official stand contractor – as per published deadlines (see section “Deadlines & Key dates”).
• Electrical switchboards have to be reachable and the Exhibitor has to switch off the Booth light at the end of the day.

Space Only Booths

Exhibitors are required to submit the Following for the organizer and venue approval:

• A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed Booth to be built.
• Utility connections: electrical and a list of all appliances
• The name and contact details of their construction company.

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com

Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

Deadline: September 11, 2025

Construction Notes:

• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the premises.
• Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved.
• Island booths should be partly accessible on all “open” sides. We try to keep the exhibition as open and inviting as possible. Wall construction alongside aisle is allowed but max 1/3 of side to side may be covered.
• Construction finish must be perfect in all the stand’s visible areas, including rear sides.
• Advertising on the boundary with other stands is prohibited.
• Multilevel structures are not permitted.
• Arches, bridges, or similar constructions connecting two or more Booths are not permitted.
• The maximum building height for the top of all elements is 5 meters.
• Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and that they do not endanger life and health.
• Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.
• Any part facing neighboring stands that is above 2.40 m in height needs to be designed with neutral surfaces (white or grey).
• Special care must be taken to ensure that the visitors will be inside the booth and not standing in the aisle. For example:
  • Screens or any kind of equipment to be shown or demonstrated may not be placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
  • Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth)
  • Coffee bars or other F&B-stations must be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle.

Kindly note:

• The organizers will not approve booths that do not comply with the accepted standards until the necessary changes have been made.
• Work cannot commence until the booth drawings are approved by the organizers and the venue.
• The used spaces must be returned to the Venue completely clear of all items and the Exhibition areas restored to their original state.

Electricity

Electricity must be ordered directly to the builder for the set-up and dismantling of the booth.

• Electricity Order Form
• Electricity Catalog

Contact: Ms. April Soe: april.soe@pxsystem.com | CC: Operations Team: operations@pxsystem.com

Deadline for electricity orders: September 19, 2025

Ceiling Rigging

Ceiling Rigging is permitted and must be done by the venue.

• Rigging Service Order Form

Deadline: September 19, 2025

Contact: Ms. April Soe: april.soe@pxsystem.com | CC: Operations Team: operations@pxsystem.com

Click on the image to enlarge it

Raised Floor / Platform

The organizers and the Venue must be informed if the booth has a platform (when submitting the drawings for approval), as well as the scheduled set-up (day and time). Without this information the Venue/ Official Contractor will not be able to provide the requested service(s) and the prepayment will not be refunded. Before placing the platform, the exhibitor/stand builder must confirm that service(s) provided by the Official Contractor (electricity, water, cables, Internet, etc.) are in the right place. Access to the service points/tramp/electricity tramp are compulsory when a platform is installed (keep those points accessible!). Once the platform is installed, no new services that need to go under it will be accepted.

Please note that if your booth has a platform/raised floor, you are required to provide either a ramp* or sloped edging around the entire booth** to ensure access for people with disabilities. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible to avoid trip hazard.

*For your reference, see below an image showing a ramp:

**For your reference, see below an image showing sloped edging around the entire booth:

Electricity

Electricity must be ordered directly to the builder PX SYSTEM.

• Electricity Order Form
• Electricity Catalog

Contact: Ms. April Soe: april.soe@pxsystem.com | CC: Operations Team: operations@pxsystem.com

Deadline for orders: September 19, 2025

Rules & Regulations Related to Electrical Services, PX SYSTEM CO., LTD.

PX SYSTEM CO., LTD. has often encountered numerous short circuit problems causing danger to exhibitors and visitors mainly due to the installation of equipment that is not regulated by exhibitors or contractors, such as illegal connection or equipment adaptation, therefore, all electrical installation works must be carried out by applying the following rules:

1. All electrical installation must conform strictly to the required TISI standard (in Thailand) without any exception.
2. There are two main power supply circuits: “For Exhibit” and “For Lighting”. It is forbidden to misuse the power supply as follows.
   a. Orders under Section B: Socket/Breaker for Exhibits are allowed for devices such as machinery, engine, TV, Laptop charger, etc. and not allowed to apply for all Lighting equipment such as spotlight, LED Ribbon, etc.
   b. Orders under Section C: Breaker for Lighting are allowed for devices such as Spotlight, LED, Ribbon, etc.
3. The cable of a main power, water, and compressed air supply from the utility hatch, is provided 2 meters long. An extension of the length or any relocation are subjected to a surcharge following the price for each equipment.
4. The standard electrical supply is 110V, 220V, or 380V with approximately 10 percent fluctuation.
5. For all electrical usage, it is mandatory to calculate the circuit load with a 20 percent safety margin.
6. It is prohibited for power supply, water, and compressed air wiring equipment to be installed crossing any aisle in the exhibition for safety reasons and not to obstruct traffic for all exhibitors, visitors, and other contractors.
7. A 3-Phase circuit breaker is required to connect directly with machinery or engine, otherwise, a load center will be required if multi-connection is needed.
8. The company prohibits any equipment installation that causes damage or misuse to our equipment installed for the exhibition.
9. The Electrical Official Contractor reserves the right to disconnect the electrical supply to an installation, which in opinion is deemed as dangerous or likely to cause disturbance to others without prior notice. Exhibitors/contractors will not be entitled to claim any damages both directly and indirectly from any and all parties involved.

Electric Plug and Socket Type in Thailand

Country / state / territory	Plug type	Single-phase voltage (volts)	Frequency (hertz)
Thailand	Types O and C and are the official standards Click here for more details	230 V	50 Hz

Booth Cleaning

The organizers will arrange for general cleaning of the Exhibition premises prior to the opening of Exhibition and daily prior to opening thereafter (excluding exhibit booths and displays).

For ordering stand cleaning, please refer to this form:

QSNCC Cleaning Services Order Form

Deadline: October 1, 2025

For queries, please contact:
Ms. Nichakul Phantunit | E-mail: Nichakul.pha@qsncc.com | Tel: 099 246 9241

Notes:
1. For booth space over 50 sq.m., at least 2 cleaners and booth space over 100 sq.m. at least 3 cleaners are required
2. Booth cleaning service includes: floor cleaning with a vacuum cleaner, mop, broom, empty and clean bins and ashtray wiping counter/ desk top, etc. (not exhibit).
3. Booth cleaning service does not cover removal of oil spillage, paints and other liquids deposited on the floor, walls and other surfaces.

Internet & Wi-Fi

Complimentary Wi-Fi will be provided by the Conference during official Conference days at most areas. This public Wi-Fi connection is limited for basic web browsing or checking emails.

Should you have any internet-based feature/device/activity at your stand (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your stand (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.

QSNCC Internet Order Form

Deadline: October 1, 2025

For queries, please contact:
Ms. Nichakul Phantunit | E-mail: Nichakul.pha@qsncc.com | Tel: 099 246 9241

Security

Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area.

Neither the Venue nor the organizers can accept responsibility for the security of the stands and their contents. The Venue as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their stand and equipment.

QSNCC Security Services Order Form

Deadline: October 1, 2025

For queries, please contact:
Ms. Nichakul Phantunit | E-mail: Nichakul.pha@qsncc.com | Tel: 099 246 9241

Booth Catering

Food & Beverages service is an exclusivity of the Venue. Any external F&B must be notified and approved by the Venue.

QSNCC

• Booth Catering Services Order Form
• Booth Catering Services Presentation
• Deadline: October 3, 2025

For questions and inquiries, please contact:
Suphawinee Chumsuk (Boom): suphawinee.chu@qsncc.com

Important:

• It is not allowed to enter any kind of Food & Beverages including coffee machines from outside the venue.
• This exclusivity also includes all types of catering equipment such as coffee makers, juicers, popcorn machines, etc.
• The Venue reserves itself the right to add a charge for the entry of any F&B products not supplied by the venue (authorization is necessary from the venue) as follows:
  • Concession fee at THB 10,000 per booth per day for bringing in coffee machine.
  • If for client’s own use and limited to a maximum of 36 bottles (330-350 ml) per day, there will be no extra charge
  • If F&B is brought in for marketing purposes, a fee of THB 5,000–10,000 per day will apply, depending on the type and quantity of items
• The exhibitor must consider the space available on the booth to store and display the requested deliveries.

Parking

QSNCC provide indoor parking for up to 3,000 vehicles. The car park has direct elevator and escalator access to the event levels. Accessible parking, and Priority parking are at B1 and B2 levels while EV charging bays and Lady Parking are at B1 level. Motorcycle parking located at LM level.

Detailed information is available here: QSNCC Parking Information

Flowers & Plants

QSNCC Flowers & Plants Order Form

Deadline: October 1, 2025

For queries, please contact:
Ms. Nichakul Phantunit | E-mail: Nichakul.pha@qsncc.com | Tel: 099 246 9241

Hostesses and Local Staff

Recommended Agency: BIC Events
Hostesses & Local Staff Order Form
Order Form in Word also available upon request
For questions and inquiries, please contact:
Nadi Shin Thant (Nadi): info@bicevent.me

Storage

We don´t count with storage facilities. Short-term storage of materials left over after assembly (empty boxes, crates, cases, palettes etc.) should be coordinated with DSV team (payable service. See Section Shipping Instructions).

Accommodation

Kenes International is offering exhibitors specially reduced rates for various hotels around the Conference venue.

Information, pictures, location, and rates are available on the hotel accommodation page: https://hotels.kenes.com/congress/IPVC25

• Instructions on Getting To the Venue
• Instruction on Loading Routes and Rates

In addition to the Rules & Regulation below, all Exhibitors and Builders must comply with the QSNCC Rules and Regulations, which are binding to all Exhibitors.

Animals
It is not permitted to bring animals into the Venue.

Build-Up & Dismantling Period

• During the period of build-up and dismantling, it is prohibited to consume alcoholic beveragesin the working area as well as to perform work under the influence of alcohol, drugs or any other type of substances that could alter the perception of risk.
• The Exhibitors and contractors are required to wear the necessary personal protective equipment(PPE) such as protective helmets, eye protection, and hand protection required by the specific work activity, with special attention to the safety shoes/boots inside the facilities for your own safety.
• The use of cutting machines, welding machines, sanders and a spray gun is strictly forbidden.

Health & Safety

• It is the responsibility of the booth holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
• It is recommended that the booth holders appoint a supervisor for the booth, with the specific responsibility for ensuring the health & safety of their staff and stand builders. It is advisable that a Risk Assessment is completed for the booth and submitted to the organizers.

Children
No person under the age of 18 years can be admitted to the Exhibition, either during build‐up, opening days or breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the exhibition.

Compressed Gases

Use of compressed gases is not allowed.

Damage to the Building

Boring, screwing, nailing, or the use of paint, glue, adhesive stickers, fixtures of any kind or anything that can damage the structural elements of the building (floor, walls, ceiling, pillars…) are not allowed. In case of damage of the facilities, the cost of repair or replacement will be charged to the exhibitor.

Disposal of Material

It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.
When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the Venue in removing this property will be charged to the exhibitor.

Fire Regulations

• Booth material and fittings must be non-flammable or impregnated with fire-retardant chemicals.
• As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited.
• Storage paint liquids, gas or other inflammable substances in the booth space is forbidden.
• The use/storage of inflammable substances is forbidden (liquids, gas or other). For any doubt for these substances contact the organizers or the Venue.

Smoke
It is not permitted the operation of any machine in the exhibition that emanate fumes, gases or steam, or any item or device that generates or contains flame.

Heavy Weight Element / Large Machinery

In case the exhibitor/stand builder brings large machinery, any kind of heavy weight element or structure inside the exhibition area it is mandatory that the Venue will be provided with a detailed project describing the unload procedure inside the exhibition area:

• Exhibition access used.
• Transportation used to bring the element inside the Venue and weight.
• Plan for weight distribution (number of platforms, dimensions, and weight resistance)
• Forklifts, cranes, or any other machinery used for the unloading / uploading of the element. How the element is going to be unloaded and how is going to be brought inside the exhibition area.
• Once the Venue has the complete information, the unloading of the element will be approved or rejected.

Hanging of Posters, Banners etc.

Hanging of posters, banners or decals, stickers, or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the Venue are not allowed.

Insurance (compulsory)

• Exhibitors are required to take out appropriate Insurance. Third part liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
• Neither the organizers nor the Venue, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
• The organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurancethat covers all injuries to persons and damages that might cover in connection with the exhibition.
• Exhibitors are personally liable for all expenses incurred by the organizers or by third parties in regard to technical services provide.
• We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

Liability

• Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages.
• If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
• The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the Venue or any part thereof in any manner whatsoever.

Sound equipment and Music

In general, the use of sound equipment/music in booths is permitted as long as the noise level does not disrupt the activities of neighboring exhibitors.

Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).
It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.

Further guidelines:

• Live music is not allowed.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are reminded that third party copyrights should not be infringed. The organizers have no copyright responsibility in respect of any exhibiting company.
  Proper dispensation must be obtained and any royalties due, paid prior to the use of materials. Should any copyright dispute arise, the organizers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

Security

• Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area. The organizers and the Venue cannot accept liability for loss of or damage to private property or goods.
• Neither the Venue nor the organizers can accept responsibility for the security of the booths and their contents. The Venue as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any goods. Exhibitors are fully responsible for the security of their booth and equipment.

Please consider hiring extra security for your booth if needed. Order Form is available under tab: Booth Services.

Personal Transportation Vehicles

Bikes, skates, electric scooter and any personal transport by wheels are not permitted inside the building.

Promotional Activities

• All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
• Advertising material and signs may not be distributed or displayed outside the exhibitor’s booths.
• Advertising activities must not cause obstructions or disturbances in the gangways or at neighboring booths.
• The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are allowed to film on their own booth, staff and material, but all equipment and camera crew must stay within the exhibition booth. Filming of other exhibitors and their materials, Conference features or any sessions is expressly forbidden unless permission has been given by the exhibitor or the organizer respectively.
• The photographing of booths is not permitted during the setup/breakdown of the exhibition unless the photographer is hired by the exhibitor to take photographs of his/her own stand and can avoid inclusion of neighboring booths. Photography during the opening times of the exhibition of all aspects of the event is allowable in all instances except in cases where the photographer or photography equipment would cause an obstruction or danger to delegates / staff visiting or working in the exhibition hall.

Smoking Policy
The Venue operates a NO SMOKING policy in ALL halls.

Special Effects

Special effects lighting, live music, smoke and laser projection may not be used in the booths.
No permission will be given for projection in the aisles or on the walls of the hall.

• In addition to the information above, all Exhibitors and Builders must comply with the QSNCC Rules and Regulations

Waste Removal

• Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. The used space must be returned completely clear of all items and restored to its original state.
• In case that exhibitors wish to leave any kind of waste material during set-up/dismantling, they should order a waste container in advance.
• Any discarded waste, including promotional material, left behind will be removed by the Venue and/or the organizers at the expense of the exhibitor concerned.

The Venue reserves the right to access inside the booth in order to check the compliance with the Venue regulations.

As we, at Kenes Group, seek to inspire sustainable development in our industry, we do our best to organize this event in an environmentally and socially responsible way.

We invite you to actively participate in our sustainability efforts by considering the enclosed Sustainability tips & tricks.

Let’s work together on enhancing the event experience, meeting the expectations of our audience, and minimizing the wastage of time, resources and expenses.

    Rethink your Booth Design!

• When planning your stand, think of the many benefits of producing a stand that you can reuse at multiple events, not just for better sustainability, but also for cost
• Design your booth and displays using environmentally responsible materials and energy efficient lighting if applicable.
• Choose the core elements such as walls, counters from reusable materials.
• Choose recyclable carpets, vinyl flooring and other floor
• Design and word signage so that it can be stored and reused multiple

     Plan Smartly your Set-up and Dismantling!

• Follow the organiser’s set‐up Working on your stand outside the set hours directly affects the energy needed to keep the exhibition hall open and functioning.
• Use efficient, low energy consumption
• Make a conscious effort to minimize packing Whenever possible, use environmentally responsible packing materials that are reusable, recyclable or biodegradable.
• Consider using materials or packaging that generate less waste at the end of the material’s life cycle

e.g. less volume or less weight.

• Participate in the facility’s recycling efforts by recycling cardboard, freight boxes, plastic wrappings and other recyclable items during move‐in and move‐out.

    Be Conscious of your Booth Presence!

• Be sure to shut off any electronic devices outside of event hours to conserve
• Provide promotional items made of recycled, responsibly grown natural fiber, and non‐toxic and biodegradable Ensure items are useful, not merely promotional in nature.
• Giveaways with some imagination could also be electronic: free music downloads; free online subscriptions or free internet access.
• Instead of a giveaway, consider a donation to a special cause in the name of your booth
• Inform and train your staff about the environmentally responsible practices to be implemented during the

    Reduce Carbon Footprint!

• Use local staff in the booth if
• Minimize transportation to and from the show Use biodiesel or alternative fuel shipping methods, or a SmartWay hauler, where applicable.
• Where possible, travel by If travelling by plane, choose airlines that strive to reduce the environmental impact of their flights.
• At the destination, travel to your hotel and around the destination on public transport or shuttle buses, or group together for sharing a taxi
• For car rentals, choose electric or low‐emission, and if possible, consider ride‐share.

     Measure & Share Your Learnings!

If possible, we also encourage you to track your success, but more importantly be proud of your sustainability efforts and share your stories and achievements.

We’d love to hear about your best practices. If you’d like to share examples or new ideas with us, please contact us!

We truly thank you for helping to reduce the impact of exhibiting on the environment!