World Trade Center, Pasay City Philippines

December 3, 2017

Event Guidelines and Exhibitor Contract

BOOTH PACKAGE INCLUSIONS

Big Booths 10x10 feet

Up to 2 tables (Please specify if you need tables when you reserve. No Tables will be assigned unless
requested by the exhibitor.)
Three chairs
2 Exhibitor passes for crew
2 Exhibitor passes for Models
FREE AVP display on the event LED WALL
Big booths are required to design their booths. Maximum height will be 7 feet. Displays going over the
maximum height requirement will be removed from the venue.

Standard Booths 5x10 feet

One Table
Two Chairs
2 Exhibitor passes for crew
1 Exhibitor pass for Model
Standard booths can bring in extra tables and display cabinets. Maximum height will be 7 feet. Displays
going over the maximum height limit will be removed from venue.

Small Booths 5x5 feet

One Table
Two Chairs
1 Exhibitor pass for crew
1 Exhibitor pass for Model
Small booths can bring in extra tables and display cabinets. Maximum height will be 7 feet. Displays going
over the maximum height limit will be removed from venue.

EVENT TIMETABLE

Deadline of Submission of Brand Logos: November 30, 2017

Deadline of Submission of AVP: November 30, 2017
Exhibitors’ Ingress: December 3, 2017 (8:00 AM)
Event Proper: December 3, 2017 (2:00 PM)
Exhibitors’ Egress: December 3, 2017 (10PM – 12AM)

CHECKLIST OF REQUIREMENTS

Ingress Requirements:
- WTC Entry Gate Pass (Form to be provided)
- Fully filled in Ingress Forms
Onsite Requirements:
- Exhibitors’ Badges/IDs
Egress Requirements:
- Exit Gate Pass (Form to be provided)
 World Trade Center, Pasay City Philippines
December 3, 2017

GENERAL INFORMATION

ADMISSION
- Admission fee is set at Php300.00/head.
- The event is for individuals 18 years of age and above.
- Time Slots of Company/Brand Program Segments will be subject to a first-come, first-
served basis.
- Absolutely no firearms or deadly weapons allowed inside the venue.
- Only those who are officially registered to sell products and conduct distribution of
leaflets will be permitted to do such activities.
- The organizers reserve the right to change exhibition rules and regulations without
prior notice to ensure the success of the event.
- The organizer reserves the right to refuse admission or to request any person to leave
the event premises. This also applies during the ingress and egress periods.

PARTICIPATION CONTRACT
 An applicant is officially considered as an exhibitor only upon submission of the duly
signed registration form, contract and upon payment of the participation fees.
 Only the authorized company representative should accomplish and sign the contract.
 Only contracts with complete information and requirements will be processed.
Signature of the registrant's authorized representative on said Reservation Form
constitutes a contract.

PARTICIPATION FEE
 Participation fees must be deposited in cash or company checks to the aforementioned
organizer account number on or before the deadline set forth. Failure to do so would
mean automatic transfer of the slot to wait-listed applicants.
 All exhibitors will be required to settle their accounts in full to confirm their chosen
booths.

CONDITIONS
 All rules and regulations mentioned in the Exhibitor’s Guidelines shall form part of the
Contract for Participation.
 All bulletins/circulars issued by the Organizer before and during the event proper shall
form part of the rules and regulations pertaining to the event.
 The Organizer reserves the right to carry out changes whenever deemed necessary for
the over-all success of the event. In case of dispute in the interpretation of the herein-
mentioned conditions, the Organizer’s decision shall be final and binding.

CANCELLATIONS
 The organizations will not entertain cancellations of reservation of exhibit space at any
given time. Should the participant decide to back out from the event, the full payment
paid shall be forfeited and will not be refunded the participant.

UNFORSEEN OCCURRENCES
 In cases of acts of God and nature, the organizer reserves the right to postpone the
said event to a later date. The organizer will consult and dialogue with all participants
to agree to a consensus regarding the future date and other arrangements to be
made. The organizers will not be held liable for such unforeseen events and will not be
obligated to refund the payments received.
 In the event of any occurrences not foreseen in these Terms and Conditions nor in the
Registration and Acceptance Procedures, in the Exhibitor Bulletins and Circulars,
the decision of the Organizer shall be considered final and binding.
 World Trade Center, Pasay City Philippines
December 3, 2017

ALLOCATION OF EXHIBIT SPACE

 The Organizer shall allocate space in accordance with the order of full payment,
number of booths applied for, nature of products, or in any manner the Organizer
deems fit. It shall be on a first-come, first-served basis.

WAIVER OF CLAIMS/LIABILITY
 The Organizer shall provide security for the exhibit area and general surveillance of the
exhibit premises but will not be liable to losses and damages caused by theft, fire and
any other acts that may arise during the event.
 Exhibitor shall not hold the Organizer liable for any claims, suits, damages or costs
arising from default or negligence by the Exhibitor or his contractors related to his
participation in in this event.

INSURANCE
 The Organizers will not bear the risk of insurance. It is the responsibility of the
Exhibitors to provide sufficient insurance protection against all risks deriving from their
participation in the exhibition.
 Exhibitors are responsible for insuring goods to be exhibited.
 The Organizer will not be liable for any claims, suits, damages, and costs arising from
default or negligence by the exhibitor or his contractors or subcontractor related to his
participation in the exhibition.
 Organizer shall not be liable for injury to persons (or for damage to or loss of property)
within the Exhibitor’s booth and its surrounding area, or in such other areas as the
Exhibitor may use to store its property or that of third parties.

It is the responsibility of the Exhibitor to provide sufficient insurance. Such insurance

shall include (but shall not be limited to) coverage of the Exhibitor’s liability for injury
to persons (and for damage to or loss of property) within the Exhibitor’s booth and its
surrounding area, and in such other areas the Exhibitor may use to store its property
or that of the third parties.
 In the event that an exhibitor intentionally or accidentally damages the venue, facilities
and furnishings, the exhibitor shall be responsible for compensation.

CLEANING AND SANITATION

 The Organizer is responsible for the general cleaning of the public areas and
passageways.
 Food and Drinks will not be allowed to enter the venue during the event proper.
 Garbage will be collected at specific schedules daily to maintain cleanliness in the
exhibit area during the event.
 Empty boxes, trash and other items for disposal must be gathered and placed along
the aisle for pick-up of the hall cleaners.
 Booth cleaning is the responsibility of the exhibitors. Exhibitors should ensure
orderliness and cleanliness of their booths and immediate frontage at all times.

FIRE PREVENTION
 The Exhibitor shall not use any flammable decorations or coverings for display
purpose. All fabrics or other material used for decoration purposes must be flameproof.
The Exhibitor shall comply with all applicable fire regulations.
 Exhibitors using heating appliances within the booth are required to bring at least one
(1) ABC-type fire extinguishers. Roving guards will conduct inspection to ensure
compliance with this requirement.
 Exhibitors must unplug electrical appliances and ensure switches are disconnected at
the end of the event day.
 No appliances with open flame will be allowed in the individual booths.
 World Trade Center, Pasay City Philippines
December 3, 2017

SECURITY
 The Organizer implements security precautions in the interest of exhibitors and
visitors. It will maintain security at all times.
 Exhibitors are not responsible for any loss, theft or damage to personal belongings,
exhibit items, stand fittings, during the ingress, exhibition and egress periods.

BOOTH SET-UP AND DÉCOR/DESIGN

EXHIBIT INGRESS AND EGRESS

 Admittance to the venue during ingress and egress will only be permitted to those
persons with an exhibitor badge/band. On the event day, the exhibitor’s badge/band
will be required to enter the venue one hour prior to opening and one hour after
closing. Should you require additional time, please coordinate with the Organizer. No
one under the age of 16 will be allowed on the premises during Ingress and Egress.
 Exhibitors must complete decoration or move-in of exhibits by the date and time
stipulated by the Organizer. During the egress or move-out period, dismantling of
exhibits should begin only at the time that the event officially closed. Dismantling and
packing should be completed by 12:00AM on December 4, 2017.
 The Organizer will not accept or receive delivered goods on behalf of any exhibitor or
the safekeeping of such items after delivery. Exhibitors should arrange for storage,
handling, disposal and unpacking of exhibits.
 To protect all electrical equipment inside the venue, exhibitors will not be allowed to
bring water jugs and/or containers that contain water or any liquid aside from e-liquids
and others than will be part of the exhibitors’ merchandise.
 Replenishment of products for selling is allowed for the duration of the event provided
the appropriate gate pass is accomplished and submitted to the organizers upon entry.
 No bulky products or equipment can be moved in or out during event operating hours
to avoid injuries or damages to persons, displays, and event equipment. If such
products have to be carried in, it should be done prior to event opening or after event
closing.
 Completely or partly clearing of the booth before the end of the exhibition is strictly
prohibited.
 The exhibitor is responsible for the safety of his/her exhibit and personal items. The
Organizer shall not be held liable for any lost or damaged items during the event from
ingress to egress.

ELECTRICAL
 If possible, all exhibitors are to submit their power load requirement to the Organizer
for proper installation of electrical supply to avoid power interruption during the exhibit
proper.
 All additional electrical wirings by exhibitors should be properly covered or taped.
 Exhibitors shall not be allowed to connect any electrical device other than those, which
can be plugged into the convenience outlets provided. Only the Organizer's Official
Contractor or his authorized representative shall be allowed to install electrical
connections within the event area.
 All electrical displays must conform to government standard and exhibit venue safety
requirements. The Organizer reserves the right to refuse connection and/or disallow
the installation of any display or electrical devices and/or remove such displays or
devices, which fail to conform to the safety standards.
 World Trade Center, Pasay City Philippines
December 3, 2017

HEIGHT RESTRICTIONS
 Exhibitors may not place any fixtures, signs, or merchandise above 7 feet in height.

USE OF EXHIBIT SPACE

- The exhibitor’s undertaking is to use the booth for the duration of the event in
conformity with the terms and conditions of fair participation. The exhibitors shall not
vacate the booth until the date and time stipulated in this manual. No exceptions will
be allowed. Please make the necessary arrangements to ensure compliance.

Please take time to familiarize yourself with the following Guidelines for Display. These
guidelines are provided to ensure that all exhibitors have equal visibility and consideration.

 Demonstrators must confine activities to their exhibit space.

 LED Walls and Trussing must be done by the Events Authorized Supplier. Any and all
setups installed by other suppliers without the approval of the organizers will be
removed from the event venue.
 Other than those provided by the organizer, the exhibitor is responsible for additional
materials and equipment related to equipping the booth.
 Display material/exhibition stands should not exceed the maximum height requirement
(7 feet) and should avoid using opaque display modules that will block the guests’ view
of the retail area.
 Requests for additional facilities must be submitted to the Organizers before the
deadline. After this date, The Organizer shall have the option to accept or refuse
requests for additional facilities.
 Nailing, drilling, or any sort of installation mechanism that will damage the premises
are not allowed. Any damages will be charged to the exhibitor.
 Exhibitors Display and any other promotional items (signage, flags etc.) need to be
placed in the booth and need to remain in the booth at all times. No display will be
allowed in the aisle and can be removed by Organizer. No visible boxes or bags will be
allowed in the booth and can be removed by Organizer at any time.
 The distribution of promotional items, and or other gadgets such as smoke machines’
bubble machine, megaphones, or any other noisy displays are strictly prohibited.
Please note, glitter, confetti, balloons and adhesive backed flooring are prohibited
within the venue.
 No display may be configured where the exhibit is extended into the aisle. No
merchandise, chairs, tables, lights, signs, etc. may extend into the aisle.
 Under no circumstances should an exhibitor enter any other exhibitor’s display that is
unattended or when uninvited.

BOOTH MANAGEMENT

 It will be the responsibility of the company who contracts the space to maintain
personnel in the booth at all times during event hours.
 It is mandatory for exhibitor representatives to have adequate knowledge regarding
their products and/or services.
 Event hours shall be strictly observed. All stand managers/staff shall be in the booth
30 minutes before opening time. Closing the stand earlier than the closing time set
forth is strictly prohibited.
 Organizer reserves the right to use any exhibit space still unoccupied on December 3,
2017 12PM for whatever purpose it chooses. Exhibitors will remain liable for the space
rental fee of such space.
 World Trade Center, Pasay City Philippines
December 3, 2017

SOUND SYSTEM AND ILLUMINATED SIGNS

 Any advertising using lighting or sound must have prior approval of the Organizer, who
may withdraw such permission once granted if the item in question causes a nuisance
to neighboring exhibitors, causes obstruction or ruin the appearance of the exhibition.
 The use of sound systems is permissible provided they are not audible more than three
feet into the aisle or into neighboring booths, and that the sound is directed exclusively
into the exhibitor’s booth. Organizer shall have absolute control over its regulation, the
intent of which is to ensure that the sound systems shall not be audibly objectionable
to neighboring exhibitors. Sound amplification may be used by the exhibitor only for
the dissemination of information to the audience directly relating to products and/or
services of the particular company displaying such products and/or services at the
show.

PROMOTIONS

ONSITE

 Advertising and Promotional activities must be limited to the confines of each

exhibiting company. They may not take place in the aisles or other common areas
within the event area. Noise should be restricted to an acceptable sound level.
 The Organizer reserves the right to determine the acceptability and extent of product
demonstrations. Should spectator interfere with the normal traffic flow in the aisles,
the Organizer had no recourse but to request the exhibitor to discontinue the
presentation.
 Necessary safety precautions must be maintained. Demonstrations involving hazardous
products should be approved in writing by the Organizer and should be supervised by
competent exhibitor personnel.
 Exhibitors are prohibited from sampling products that they do not manufacture or
distribute.
 Hygiene and sanitation must be maintained at all times particularly during product
sampling and or demonstration.

PRESS/MEDIA KITS

 Exhibitors are encouraged to submit their promotional collateral on or before the

exhibitor’s briefing for inclusion in the press/media kit to be prepared by the Organizer.
 Any activities conducted by the media, whether arranged by the exhibitor or
separately, shall be conducted through the Organizer.

SERVICE FACILITIES

REGISTRATION COUNTER
The Registration Area will be located at the entrance area of the event venue.

ORGANIZER’S DESK
The Organizer’s Desk will also be located at the entrance area of the event venue. The
Organizers will be on hand to entertain all inquiries and attend to the various concerns of the
Exhibitors/Sponsors pertaining to the exhibit.
 World Trade Center, Pasay City Philippines
December 3, 2017

IMPORTANT CONTACT NUMBERS

For ALL concerns:

Pando Rodrigo
Organizer
Mobile: 0917 5709768
Email Address: info.vapeconmanila@gmail.com

I have read and fully understood this contract and agree to its stipulations.

___________________________________________________________
Printed Name and Signature of Authorized Representative/Booth Owner
 World Trade Center, Pasay City Philippines
December 3, 2017

INGRESS FORM
No more forms will be provided on the event venue, no ingress forms – no entry.

Company Name: Booth Number:

Contact Person: Contact Number:

Exhibitor Passes Required:

*Small Booth 2 Passes
*Standard Booth 3 Passes
*Big Booth 4 Passes
*Extra Passes should be paid in full

Merchandise:

Juice Name / Hardware Total Number of Bottles / Pcs

Electrical Equipment and peripherals:

Exhibitors are not allowed to bring in liquids (except for merchandise) to avoid electrical shortage. To
be fair to our concessionaires, bringing of any food and beverage inside the venue will not be allowed.

Please use the back part for additional information.

Name and Signature of Authorized Representative