INFORMATION FOR EXHIBITORS - 26th INTERNATIONAL TRAVEL SHOW TT WARSAW
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CONTACT DATA: Exhibitor support: Accounting Department: Agnieszka Wieremiejczuk Beata Odrobińska tel. +48 539 912 708, +48 22 529 39 84 tel.: 22 529 39 97 e-mail: awieremiejczuk@mttargi.pl e-mail: bodrobinska@mttargi.pl Agnieszka Sztajerwald-Szymańska tel. +48 604 542 142, +48 22 529 39 12 e-mail: aszymanska@mttargi.pl of the general e-mail to the Department: serwis@mttargi.pl Assembly/disassembly deadlines and show opening hours Assembly work deadlines for stands constructed individually: 19 November 2018, 10:00 am - 10:00 pm ROOMS: Marmurowa, Ratuszowa, Trojki, Kruczkowskiego, Skłodowskiej, Starzyńskiego, Broniewskiego 20 November 2018, 10:00 am – 10:00 pm ROOMS: Marmurowa, Ratuszowa, Trojki, Kruczkowskiego, Skłodowskiej, Starzyńskiego, Broniewskiego 20 November 2018, 10:00 am - 10:00 pm ROOMS: Korczaka, Sienkiewicza, Mikołajskiej, Kopernika, Tiereszkowej, passage between Ratuszowej and passage of Marmurowa, as well as Main Hall 21 November 2018, 10:00 am - 10:00 pm ROOMS: Marmurowa, Ratuszowa, Trojki, Kruczkowskiego, Skłodowskiej, Starzyńskiego, Broniewskiego 21 November 2018, 10:00 am - 10:00 pm ROOMS: Korczaka, Sienkiewicza, Mikołajskiej, Kopernika, Tiereszkowej, passage of Ratuszowa and passage of Marmurowa, as well as Main Hall IMPORTANT NOTICE - there is a possibility of buying additional assembly hours as well as an extension of the work of elevators. Information can be obtained from the client service specialist. Deadline for collecting system-built stands in all Rooms: 21 November 2018, 2:00 pm - 9:00 pm Deadline for removal of the exhibits at system-built stands in all Rooms: 24 November 2018, 5:00 pm - 9:00 pm Deadlines for disassembly of stands constructed individually in all Rooms: 24 November 2018, 5:00 pm - midnight 25 November 2018, midnight - 6:00 am IMPORTANT NOTICE !!! ANY DIRTY ASSEMBLY WORK NEEDS TO BE COMPLETED: by 10.00 am on 21 November 2018 ROOMS: Marmurowa, Ratuszowa, Trojki, Kruczkowskiego, Skłodowskiej, Starzyńskiego, Kopernika, Tiereszkowej, Broniewskiego, Korczaka, Sienkiewicza, Mikołajskiej, passage of Ratuszowa and passage of Marmurowa, as well as Main Hall 1
Show opening hours 22 - 24 November 2018, 10:00 am - 5:00 pm Important technical information: electricity, water, Internet connections, maximum load of the exhibition space, maximum height of development Electricity connection: - delivered in the power range (in kWh) set out in the MT Targi order form - three-phase current is delivered from 9 kW - the exhibitors which order three-phase current are requested to specify the type of socket (16 A, 32 A, 63 A) and the power consumption of the machine/device connected at the stand, the Exhibitor/development subcontractor is obliged to precisely specify on the design the place where the individual connections will be located. The Exhibitor is obliged to order appropriate power of the electrical connections, necessary to power all electrical devices used at the stand. The total power of the devices and lighting at the stand shall be the basis for ensuring appropriate power of the connections. Water connection: - inflow - pipe diameter of 0.5 inch, with a valve at the end - outflow sink - 1 inch pipe - outflow of the device/machine - PVC pipe, 2 inches in diameter The Exhibitor is obliged to order the water connections in the number which corresponds to the number of machines and devices connected at the stand. It is forbidden to connect more than one device or sink to one water connection (it applies both to the inflow and the outflow). It is forbidden to use switching systems and forks for a few devices. It is forbidden to connect machines and devices without supervision of an MT Targi technical employee. Failure to comply with these regulations will result in disconnection. The Exhibitor may be charged with the costs of the reconnection which comply with the facility safety conditions, as per the MT Targi pricelist. Internet connection 2 Mb/s and 4 Mb/s for one computer only; connection for additional computers should be ordered separately. Internet Connection with lower bandwitdh than the above they are after Wifi. MAXIMUM LOAD OF 1 SQUARE METER OF EXHIBITION SPACE: 400 kg/sq. m There are numerous architectural considerations, in particular, the historical nature of the building, set out in the Rules of Events of ZPKiN sp. z o.o. on the website http://www.pkin.pl/imprezy/detale/regulamin-organizowaniaimprez The maximum values provided below will help protect richly decorated lintels, cornices and capitals of columns. Should the need arise, there is also a possibility of discussing and agreeing a one-off project. We would like to draw your particular attention to rich decorations in certain rooms, e.g. crystal chandeliers or wall lamps suspended much lower than the height of possible development. The heights listed below are maximum development heights 1. Marmurowa 5.30 m 2. Ratuszowa 5.30 m 3. Trojki 5.30 m 4. Mikołajskiej 6.30 m 5. Korczaka 4.50 m 6. Sienkiewicza 4.50 m 7. Kisielewskiego 5.00 m 8. Kopernika 4.50 m 9. Tiereszkowej 4.50 m 10. Starzyńskiego 5.00 m 11 .Skłodowskiej 5.00 m 12. Kruczkowskiego 5.00 m 13 .Broniewskiego 5.00 m 2
Virtual tour of the Palace of Culture: http://www.pkin.pl/strony/wirtualna-wycieczka#main-content Information on handover procedures of stands, space and safety rules on the premises of PKiN. Stands can be collected from the Technical Support for Exhibitors, located in the main hall in PKiN. Additional orders or changes to the development of the ready-made stands will be handled, if possible, on the day on which stands will be collected. The system stands can be arranged by the Exhibitors on the day of their collection. Prior to the commencement of works, the contractor preparing the stand shall submit to the Organiser or the technical and operational department correctly filled-in authorisation to build the stand, the Statement of the Development Contractor, Exhibition space receipt report (template on page 13) and collect Technical IDs which authorise him to enter the fair area during the process of stand assembly and disassembly. The submission of the above-mentioned documents is connected with the Organiser’s obligation to prepare a collective, architectural and electrical design of all stands, and obtain its approval by the management board of the Palace of Culture and Science, as well as technical services of that building. Lack of the above-mentioned materials, or failure to deliver them by the relevant date may prevent technical connections from being installed, and, in particular, electricity at the Exhibitor’s stand. In view of the foregoing, we would be grateful, if you could send the above-mentioned designs and documents 40 days before the beginning of the Fair at the latest, i.e. by 13 October 2018. During the period of assembly and disassembly, the Exhibitor is entitled to conduct only crucial assembly works and final alterations within their own stand. However, the Exhibitor shall be prohibited from conducting fundamental works (e.g. carpentry or painting) associated with the preparation of stands or exhibit items. In particular, it shall be prohibited to weld or sand wood or gypsum or conduct any other works that give rise to dust. The Exhibitor and/or Development Contractor are obliged to clean traffic routes on a daily basis and within their own stands during the assembly and disassembly period and their exhibition stand during the Fair. In the event of non-performance of the above works, they shall be outsourced by the Organiser at the cost and risk of the Exhibitor. The Exhibitor that develops their exhibition area on their own or via a subcontractor shall provide the Organiser of the technical and operational department with a stand development project in two projections, highlighting the spots in which the following utilities will be provided: water and sewage, electrical connection, the Internet, and other documents necessary for its implementation (including the specification of materials used, along with flammability degree certificates) no later than 40 days before the commencement of the Fair and obtain the Organiser’s consent for the implementation of the project. At the stand developed by the Exhibitor on their own or via a subcontractor, the Exhibitor shall be in charge of proper performance and functioning of internal electrical system and the development of the stand, whereas the Organiser shall be in charge of proper channelling of electrical connection and providing power in line with the order. The Exhibitor may lay out a carpet within their exhibition area or otherwise arrange flooring within their stand (in a manner approved in advance by the Organiser). MOVEMENT OF TRANSPORT TROLLEYS TAKES PLACE ONLY ON THE BOARDS LAID IN TRAFFIC ROUTES 3
Information on handover procedures of stands, space and safety rules on the premises of PKiN. Technical IDs are valid only during the assembly and disassembly period, and do not authorise their holders to enter the fair after its opening. The stands, their equipment and decorations must be performed only from non-flammable materials or protected with fire-protection substances with a relevant level of fire resistance. The Exhibitor is obliged to provide MT Targi with a relevant certificate which confirms materials’ combustibility. A scan or xerox copy of the certificates needs to be sent to MT Targi together with the stand’s architectural design 40 days before the fair’s beginning. The stand development contractor is obliged to remove from the stand and traffic routes any waste and elements remaining after the construction of the stand. The development constructor is obliged to finish off or cover each wall adjacent to the neighbouring stand higher than 2.4 m, aesthetically in white. The cover should be made of non-transparent materials. The Exhibitor shall take full liability for any losses or damage resulting from incorrect use of the space, as well as rooms and devices of MT Targi by its employees or employees of the company which constructs the Exhibitor’s stand. The employees who prepare electrical installations are obliged to have up-to-date SEP certificates concerning the use of electrical devices. The Exhibitor which develops the exhibition space on its own or by an external company is obliged to: - provide the name and address of the company which develops the stand, - authorise the entity responsible for stand development to take over the exhibition space on the basis of the proof of delivery and complete the stand development, - provide the architectural, electrical as well as water and sewage design of the stand to the technical and operational department for approval 40 days before the beginning of the fair, - obtain approval for the completion of the above-mentioned technical installations, - send the contractor’s authorisation and declaration, together with certificates confirming that the materials used to construct the stand non-flammable, - send the whole documentation related to suspended constructions Disassembly of the stands constructed individually In accordance with the Fair rules, it is forbidden to remove of the exhibits and liquidate the exhibition from the stand before the end of the Fair. Disassembly of the stand components takes place at the time set out by the Organiser. The Exhibitors are obliged to remove all decorations used on the stand (exhibits, advertising boards, banners, posters with double-sided tape, colourful film on development modules), and will restore the space occupied to the condition from the day on which it was provided by MT Targi. The stand disassembly must be completed not later than by the end of the period set out by the Organiser. The failure to keep the deadlines will involve charging the Exhibitor with the costs connected with extension of the rent period by MT Targi and hiring security personnel for the fair area. Upon the completion of the disassembly, the exhibition space should be handed over to the Organiser in a non-deteriorated condition which corresponds to its condition from the time preceding the stand disassembly. Ally elements used for construction of the stand, fitted carpet and self-adhesive tape need to be removed from the space in question. The Exhibitor shall assume any liability for any damage resulting from incorrect disassembly. MT Targi shall not assume any liability whatsoever for any property of the Exhibitor that has been destroyed or lost as a result of the Exhibitor’s failure to remove it on time. The crews which enter the building to disassemble stands need to have “technical” IDs (to be collected at the Technical Support for Exhibitors on PKiN premises). 4
Dimensions of goods lifts: Lift No. 37 to Marmurowa and Starzyńskiego Rooms Height - 2.60 m, Width - 1.84 m, Depth - 2.24 m, Door size: Width - 1.70 m, Height - 2.50 m, Lift capacity - 2,000 kg Lift No. 16 to Ratuszowa and Skłodowskiej Rooms Width - 1.86 m, Height - 2.50 m, Depth - 1.90 m, door size: Width - 1.50 m, Height - 2.50 m, Lift no 11, 12 XXX floor Door height - 210 cm Door width - 100 cm Lift’s depth - 135 cm Event safety Smoking and naked flame on the PKiN premises shall be prohibited. In the event of information about a terrorist attack or another threat within the duration of the Fair, the Exhibitor and the companies in charge of development shall be obliged to immediately inform the Organiser about any and all circumstances of which they are aware to determine the course of action and avoid panic among the visitors and participants of the Fair In the event of evacuation, the Exhibitor and other persons employed by the same (including development contractors) shall comply with the decisions of the person in charge of the evacuation; until the arrival of the relevant official from the State Fire Service or the Police, this function shall be performed by due employees from the Protection and Security Department of the ZPKiN. Final Provisions The Exhibitor, Sub-exhibitor, and development constructors shall be obliged to observe generally applicable legal regulations, including sanitary, fire, administration, and local regulations. Any spotted damage, including defects or irregularities in the functioning of any installation or technical equipment, shall be immediately reported by the Exhibitor or development constructor to the Organiser. Liability for any breakdown resulting from non-observance of the above arrangements by the Exhibitor or development constructor or damage or losses that such non-observance may involve shall be assumed by the Exhibitor. The Exhibitor shall assume liability for the safety of their own employees, subcontractors, and third parties remaining at the stand, and the Exhibitor shall be financially liable for any damage or losses resulting from improper use of the facility by their own employees, subcontractors, and third parties using the leased premises and equipment of the Palace of Culture and Science, including any damage from the inside and outside of the facility that are attributable to the event. 5
Development conditions Products, parts of developments, and scenography can be transported in the entire way on forklifts using pre- laid securing boards. Forklifts cannot have nails, staples, metal filings, drawing pins, etc. stuck in their wheels. Features of scenography and development cannot be directly adjacent to walls, with the minimum distance being 30 cm. It shall be prohibited to store any development objects, crates, cardboard boxes between the walls separating the stands and the walls of the building and store heating emission sources on walls, pillars, and columns finished with stucco or in their immediate vicinity, i.e. within a distance smaller than 50 cm. It shall be prohibited to stick any posters, direction or information boards, etc. to walls, columns, and doors using any nails, dowels or adhesive tapes, especially in the areas made of stone, stucco, wood, and metal. Any and all features of scenography and development, along with the pallets with merchandise must be placed on a pre-secured floor and equipped with securing pads that prevent damage to the floor. During the assembly and disassembly of stands, any and all development items must be stored on a pre-secured floor – both loose parts and pallets with merchandise. It shall be prohibited to cut any flooring, slabs, and materials used to develop the stands directly on the flooring. It is allowable to stick sheet flooring using double-sided tapes that can be easily removed, e.g. tapes used for the fair sector with textile mesh and acrylic adhesive that do not leave any remnant from the adhesive on the floor. It shall be prohibited to place hot heaters, vacuum flasks, and other thermal objects directly on the floor (woodblock floor, marble) Movement of passenger and goods vehicles in the internal PKiN courtyards. Entry into the area managed by ZPKiN is chargeable. The duration of stay shall be settled with the Protection and Security Department of the ZPKiN in line with the price list for parking services. The movement of vehicles in the internal courtyards shall be managed by the employees of the Protection and Security Department of the ZPKiN located at the entry and exit gates. All drivers must comply with instructions of the employees in question. Due to safety reasons and in order to maintain the flow of the traffic, the employees of the Protection and Security Department of the ZPKiN may decide to temporarily withhold movement in the courtyards. Due to safety reasons and applicable regulations, the vehicles entering and exiting the courtyards of the PKiN may be subject to a detailed control conducted by the Protection and Security Department of the ZPKiN. Transport of goods by goods and fork lifts The products, the constituents of development and scenography, along with technical devices of the Exhibitor and the companies in charge of development shall only be transported using goods lifts. It is possible to use a forklift as part of loading and unloading of a car only following the prior order of the service. Goods lifts and forklifts can only be operated by the employees of the ZPKiN with relevant licence of the Office of Technical Inspection. The Exhibitor and the development companies shall comply with the instructions of crane operator. It is possible to extend the operation of a goods lift or forklift above the pre-arranged time only in a situation in which the ZPKiN can provide a given service it calls for a written order for such additional service. Prior to the use of transportation, the Exhibitor or development contractor must each time confirm with their legible signature and the name of the company the hours of operation of the freight elevator or forklift on the sheet prepared by the service of the elevator or forklift. Otherwise, it may be the case that the service will not be provided. 6
Information on unloading, courier shipments and forwarding at PKiN. Unloading and transport of materials on PKiN premises. The area intended for unloading is the PKiN unloading square/yard (entry from Emilii Plater Street) in the areas agreed with the Fair Organiser. All cars need to leave the unloading area immediately after the completion of the unloading. It is forbidden to park in the PKiN area in places to which the parking ban applies or which are intended for other purposes. The Exhibitors that leave their vehicles in that area after the completion of the unloading shall be charged with additional costs of parking. The Organiser reserves the right to remove the vehicles that fail to comply with the above-mentioned conditions at their expense. Courier shipments need to be sent to the following address: The Palace of Culture and Science, ul. Plac Defilad 1 00-901 Warszawa THE EXHIBITORS WHO USE COURIER SERVICES ARE OBLIGED TO COLLECT THE PARCELS SENT IN PERSON. Delivery of goods and fair exhibits during the Fair needs to be completed 30 minutes prior to the Fair opening at the latest, and on preceding days takes place during the stand assembly hours. MT Targi shall not assume any liability for the parcels sent to the Exhibitors, which is why no parcel shall be collected from a courier at the Fair Office or the Fair Technical Office. The Fair’s official forwarder is netlog Polska Sp. z o.o. Contact: Rafał Skrobutan tel.: +48 22 256 70 55, +48 668 890 274 rafal.skrobutan@netlog.org.pl The forwarder renders services by means of: - organisation of exhibit transport, comprehensive customs services, - loading and unloading of goods for the fair in accordance with the sender’s instructions, - support provided by qualified personnel in unpacking / packing the exhibits at the stand, - professional storage of empty exhibit packaging and materials for stand development, - renting transport trolleys and platforms, “The Official Fair Forwarder renders, on an exclusive basis, unloading/loading services on the PKiN premises by means of mechanical devices, i.e. forklifts, etc.” Consequently, the Exhibitors and third parties are forbidden to enter the PKiN premises with mechanical devices for unloading purposes, e.g. cranes, mechanical forklifts without the Official Fair Forwarder’s consent. 7
Parking places: The Exhibitors have a possibility of purchasing a car park pass, which enables them to leave a car on the monitored, unprotected car park around PKiN. The Car Park Department and the Client Service Office are located on level “1” of the Palace - in the lift hall, near the souvenir shop. The Client Service Office is open from Monday to Friday between 8.00 am and 4.00 pm with a break between 10.00 am and 11.00 am (tel. 22 656 63 49), The Car Park Technical Support Office is open round the clock (from Marszałkowska Street, near the main entrance to the Palace, next to the former parade stand tel. 22 656 71 62). Very important notice: At the Car Park Technical Support Office, the client can collect the receipt if he has forgotten to collect it from the automatic car park counter. The client should visit the Office after purchasing the ticket, but before leaving the car park. Upon leaving it, the ticket loses the information necessary to issue the document. The car park rules and the detailed price list of the car park tickets and pass fees applicable since 2016 you can find here: http://www.pkin.pl/public/common/package/kcfinder/upload/files/wyciag.pdf Parking regulations http://www.pkin.pl/frontend/files/REGULAMIN-PARKINGU-2016.pdf IMPORTANT NOTICE! The gate system registers the vehicle each time it enters and leaves the car park. General terms and conditions of security at the fair: The Organiser recommends the Exhibitors to insure their property located at the Fair and purchase civil liability insurance associated with their participation at the Fair. The Exhibitor shall be liable for the security of the property at the time the Fair takes place, i.e. from 10 a.m. to 5 p.m. The Organiser shall not be liable in the event of theft of exhibit items and equipment located at a given stand, regardless of the circumstances of such an incident. The facility shall be closed and protected from 5 p.m. of a given Fair day up to 10 a.m. of the day to follow. Any and all valuables left at a stand following the closure of the facility for visitors shall be reported to the security staff of the facility or the Technical Support for Exhibitors. 8
Map of surroundings of the Palace of Culture and Science, with parking Truck traffic during the assembly and disassembly time of TT Warsaw 2018 Lorries arriving at unloading / loading in advance may, in anticipation of unloading / loading, use the parking located from Świętokrzyska Str. Entrance to the parking - through the gate no. 3. During assembly/disassembly hours: 1. Smaller trucks (up to 6m full load), using the parking on the side of Świetokrzyska Str., can enter through the gate No. 1 and unload /load goods on the smaller courtyard. They leave the courtyard through the gate No. 2 2. Lorries with semi-trailers, they used the parking on the side of Świektokrzyska Str., then they enter to unload / load on a large courtyard through the gate No. 1. They leave the courtyard also through the gate No. 1. 3. Cars that do not use the parking on the side of Marszałkowska Str., and enter directly from the Emily Plater Str., are unloading / loading: ➢ Lorries with semi-trailers on the large courtyard - entrance through the gate No. 1, leaving No 1 ➢ Smaller trucks on the smaller courtyard - entrance through the gate No. 1, leaving No 2 In the case of small occupancy of the large courtyard and with the consent of the traffic coordinator - smaller trucks entering will be able to unload / load in the large courtyard. Exit will take place through the gate no. 1. IMPORTANT NOTICE: Parking is payable according to the Palace of Culture price list. IMPORTANT NOTICE: The Fair’s official forwarder - netlog Polska Sp. z o.o. has the exclusive right to carry out on trade fair site unloading and loading using forklifts. 9
DECLARATION OF THE STAND DEVELOPMENT CONSTRACTOR (individual development) Company........................................................................................................................................ .......................................................................................................................... , being the development contractor of the stand of (name of the Exhibitor) .................................... ............................................................................................................................................................... at the 25th International Travel Show TT WARSAW 2018, which will take place on 22 - 24 November 2018 at the Palace of Culture and Science in Warsaw, declares that: 1. The stand development and electrical installation at the stand will be performed in accordance with applicable regulations and standards, as well as the project submitted by persons with relevant qualifications. 2. The materials which will be used to construct the stand have relevant certificates related to flammability properties, as set out in the regulation of the Ministry of Infrastructure on the technical conditions which buildings should comply with and their location of 12 April 2002. (Journal of Laws No. 75 of 15 June 2002, as amended). Please find attached the applicable (valid) certificates of the flammability properties for the following materials which will be used to construct the stand at the fair: 1. Walls (provide the type of material) ........................................................................................... 2. Carpet flooring (provide the type/name)..................................................................................... 3. Other elements of the stand (enumerate them) ......................................................................... I DECLARE I HAVE ACQUAINTED MYSELF WITH THE RULES OF TT WARSAW FAIR AND PKiN …………………………………………………… Name and surname of the person responsible for construction of the Exhibitor’s stand 10
AUTHORISATION FOR DEVELOPMENT CONTRACTOR (stand’s individual development) EXHIBITOR: Company ....................................................................................................................................... STAND DEVELOPMENT CONTRACTOR: Company ....................................................................................................................................... (name and address) ......................................................................................................................................................................... ......................................................................................................................................................................... Name and surname of the contact person: .................................................................................... mobile phone of the above-mentioned person .............................................................................. e-mail of the above-mentioned person .......................................................................................... Warsaw, ........................ 2018 ..................................... Signature and stamp 11
Date ..................................................... EXHIBITION SPACE RECEIPT REPORT NAME OF THE FAIR: TT WARSAW 2018 Stand NO. ........................... EXHIBITOR NAME: ................................................................................................................................................................ The Exhibitor/contractor* - confirms: 1. Receipt of the exhibition space ordered with the area of ............................................ sq. m in order to complete the stand development 2. Completed connections to utilities in line with the order: Electricity connections*: Water connections*: 3KW Number: .................... 9KW 25KW 36KW 3KW / 24h 9KW / 24h 25KW / 24h 36KW / 24h The hand-over has taken place* Without comments* With the following comments: .................................................................................................................................................................................................................... .................................................................................................................................................................................................................... IMPORTANT NOTICE!!! The company responsible for the assembly and disassembly of the stand is obliged to perform any work during the hours provided in the Manual - Information for Exhibitors on page 1. Failure to complete the work in the above-mentioned period will result in additional costs connected with longer rent of the PKiN exhibition rooms and work of relevant services. ........................................................ .................................................. Exhibitor / taking the stand over MT Targi (handing the stand over) mobile phone no. ............................ * mark as appropriate 12
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