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04 ORDER FORMS IMPORTANT NOTES AND INSTRUCTIONS - Manuals - Informa Markets Online Exhibitor Manual

Manuals > .04 ORDER FORMS IMPORTANT NOTES AND INSTRUCTIONS

.04 ORDER FORMS IMPORTANT NOTES AND INSTRUCTIONS

ORDER FORMS IMPORTANT NOTES AND

INSTRUCTIONS

1. COMPANY PROFILE & CLASSIFIED INDEX - (See order FORM 1 & 2)

The organiser will take all reasonable steps to ensure that any material submitted by
exhibitors for inclusion in the e-catalogue or other material is reproduced accurately.
Exhibitors submit material for inclusion in the e-catalogue or other promotional items on strict
condition that the Organisers cannot be held responsible for omissions or typographical or
other errors which may appear for whatever reason.

2. PRODUCT HIGHLIGHTS FOR SHOW PREVIEW & DIGITAL SHOWROOM - (See order
FORM 3A & 3B)

Exhibitors are invited to submit photographs of their exhibits for inclusion in the Show
Preview and Digital Showroom if submitted by the deadline date. This will be extensively
circulated throughout the region providing valuable exposure to the market before the show.

PLEASE NOTE THAT THE ORGANISERS CANNOT GUARANTEE THAT ITEMS SUBMITTED WILL
BE USED, NOR CAN ANY MATERIAL BE RETURNED.

3. PRINCIPAL FORM - (See order FORM 4)

If you are an agent representing a number of principals, please list the principals you wish to
list under your company in the Digital Showroom and who will have personnel present at the
exhibition booth.

4. AGENTS/DISTRIBUTORS/REGIONAL OFFICE - (See order FORM 5)

If you have a number of agents/distributors/regional office, please list the

agents/distributors/regional office you wish to list under your company in the online
show catalogue and who will have personnel present at the exhibition booth.

5. "GOLD 2023" VISITOR INVITATIONS - (See order FORM 6)

Free e-catalogue Personal Gold 2023 Visitor card invitations will be issued to exhibitor’s
customers. GOLD 2023 holders will receive the benefits of our special 'Gold 2023' facilities,
which include :

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Complimentary use of ‘GOLD 2023’ visitor lounge

Free usage of usage of wifi.

Fast registration at a special ‘GOLD 2023’ visitor desk

Special ‘GOLD 2023’ parking area

6. EXHIBITOR SEMINAR - (See order FORM 8 - Sponsorship)

Exhibitors wishing to give seminars or presentations during the period of the exhibition should
apply on Order FORM No. 8. The programme of presentations and seminars will be announced
in the catalogue and Show Preview. Exhibitors must therefore return FORM 8 by the stated
deadline; the Organisers cannot guarantee that details received after that date will be
included in the pre-show publicity. Final responsibility for obtaining a suitable audience to
seminars rests with the exhibitor, not the organiser.

7. AUDIO VISUAL EQUIPMENT FOR STANDS AND SEMINARS - (See order FORM 8 &
14)

This is generally very expensive to hire and it is recommended that where possible exhibitors
bring their own equipment and accessories. However the Organisers do offer rental service.
See FORM 14 for hire for the exhibition and FORM 8 for hire at seminars.

8. ADVERTISING OPPORTUNITIES - (See order FORM 8)

Exhibitors that wish to publicise and enhance on their participation at the exhibition through
available promotional options may apply via Order FORM No. 8. Relevant materials and/or
fixtures must be provided in accordance to the organisers specifications.

9. SPONSORSHIP OPPORTUNITIES - (See order FORM 8)

Exhibitors that wish to publicise and enhance on their participation at the exhibition through
available sponsorship platforms may apply via Order FORM No. 8. Relevant materials and/or
fixtures must be provided in accordance to the organisers specifications.

10. MANPOWER SERVICES - (See order FORM 9)

Exhibitors requiring manpower services should complete Order FORM 9

11. EXHIBITOR BADGE (ENTRY PASSES) - (See order FORM 10)

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These will be available for collection from the Organisers’ office at the show. Provided that the
names have been listed in the order FORM 10.

12. VISA INVITATION - (See order FORM 11)

Exhibitors or Foreign Nationals are strongly recommended to obtain an entry visa before
proceeding to Indonesia. Exhibitors are recommended to process the application one
month before departure from the country of origin. The applicants for visas are required to
have an invitation letter from the Organiser which will be ready within 7 working days after
receiving complete information of this form and presented to your company by e-mail.

The invitation letter is one of the required documents in visa application to enter Indonesia.
As the requirements for different embassies/consulate general in different countries may vary,
applicants are urged to check all the required documents with the nearest embassy/consulate
general where the visa application will be lodged to ensure smooth processing.

Upon entry into Indonesia, visa holders are strongly recommended to check the period of stay
stamped in your passport by the immigration officer at the port of entry to make sure that the
validity covers the period of stay entirely.

Please make enough copies for each applicant and return the typewritten form to us
before 25 May 2023 and attach passport copy & business card.

13. STAND OPTION - (See order FORM 12)

a. Space only (Option 1)

This option is for exhibitors wishing to construct their own stands. Please select Option 1 -
Space only on FORM 12 and fill your contractor name, contact person, their phone number.
Please notice the rules and regulations as following:

a. You may appoint your own stand contractors with the exception of electrical and
pipe installations. Exhibitors are responsible and liable for their
contractors observance of all rules and regulations. All contractors will be
required to sign a separate guarantee that they will complete preparation
on time and accept liability for any damage and/or clearance of rubbish.

b. During the build-up period the exhibitor, or his contractor, will be responsible for
day-to-day removal of rubbish. Cutting of timber or other preparations creating
excessive dirt or rubbish is strictly prohibited inside the halls.

c. No exhibitor or contractor may under any circumstances use the exhibition hall,
ceiling, pipes, fixtures, floors or walls in any way (i.e. nailing, wiring or fixing of any
exhibits to any existing structures is strictly prohibited). No exhibitor or his
contractor may use any wall belonging to any other stand.

d. No stand, exhibit, floor covering or fittings shall extend beyond the exact
dimensions specified in the exhibitors’ space contract. No furniture or plants shall be
placed in the aisles. Bridging of stand structures across aisle is not permitted.

e. All exhibitors and their contractors are responsible for the dismantling and removal
of their stands by the stated deadlines.

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f. All exhibitors not using a Package Stand must lay floor covering over the whole area
of the stand, taped down on all edges.

g. All materials for stand construction must be properly fire-proofed to normal

international standards.

h. Any frontage facing an aisle must have at least 50% left opened or fitted with
transparent material.

i. Double-Storey Stands of more than one storey high. Detailed plans must be
submitted to the organiser in advance for approval. Upper stories may not exceed a
total of 6m in height and occupy no more than 50% of the ground floor area which
should be a minimum of 60 sqm. Upper storey space will be charged at 50% of the
'space only' price.

j. Exhibitors building their own stand must submit a drawing of their stand with dimension to
the show Organisers for their approval and submission should be following:

- Sending 2D floor plan booth design with size and items & showing in & out

- 3D design booth with size (front view, sides view), and

- Elevation view with size (front, back, left, right)

k. The stand structure must be prefabricated and ready to assemble onsite and doing final
adjustment to prefabricated pieces for fitting purposes only.

l. Final coat of acceptable TVOC paints for repair purposes only.

m. Floor flats and system floors must be cut to size before coming onsite and be recyclable
and/or reusable.

n. The use of LED lighting.

o. Flat floors and system floors must be cut to size prior to arrival on site and are recyclable
and/or reusable, as should the use of recycled carpet, Eco vinyl flooring, other floor
coverings.

p. Backs of stands must be cleand and properly and not covering by fabric/ cloth

b. Organiser's Walk on Package (Option 2)

This option provides a complete stand (walls, carpet, name board, and lighting) with an
inclusive range of display aids which increase according to the size of your stand. Please
select Option 2 - Stand Package on FORM 12, select optional items according to the size of
your stand (please see tab and fill your company name at name on fascia board column.

PACKAGE STANDS DISPLAY AIDS ENTITLEMENT

9 SQM 3m x 3m select 3 items from list

12 SQM 4m x 3m select 4 items from list

15 SQM 5m x 3m select 5 items from list

18 SQM 6m x 3m select 6 items from list

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21 SQM (maximum) 7m x 3m select 7 items from list

c. Group Package

As described in the individual company package, but including a group colour scheme and
feature/logo to link a group of exhibitors by country, region or association.

d. Stand Building Guidelines

Exhibitors building their own stand must submit a drawing of their stand design with
dimensions to the show Organisers for their approval. This drawing should be attached to
FORM 12 complete with the name of the stand contractors. It is not permitted to exceed this
without the Organisers written permission. All stands design must be approved by the
organiser.

Exhibitors must erect a complete structure of a minimum 4 metres height along any side of
stands adjoining other exhibitors.You may not use any wall or surface belonging to any other
exhibitor or the exhibition hall owners.Signs and other advertising material may only face the
open sides of your stand as shown on your allocation plan. No signs or advertising are
permitted on the backs of stands which face other exhibitors. Backs of stands must be clean
and properly decorated.

Floor Floor Rigging Weight /

Venue Stand Height Loading Area
Loading Structure Point

Hall A1, A2,

2-5 TON /SQM 4.0 METERS 6 DOORS @ 6 (W) x 6 (H) Concrete Slab 50-100 KG / POINT
A3

Hall B1, B2 2-5 TON /SQM 4.0 METERS 1 DOOR @ 5,7 (W) x 6 (H) Concrete Slab 50-100 KG / POINT

Hall B3, C3 3-5 TON /SQM 4.0 METERS 4 DOORS @ 7,8 (W) x 6 (H) Concrete Slab 200 KG / POINT

2.5 M (EAVES), 3.5 M 1 DOOR @ 5,2 (W) x 4,7

Hall C1, C2 1-2 TON /SQM Tiles GROUND SUPPORT
(PEAK) (H)

Hall D1 3-5 TON /SQM 4.0 METERS 2 DOORS @ 7 (W) x 4 (H) Tiles GROUND SUPPORT

Hall D2 3-5 TON /SQM 4.0 METERS 2 DOORS @ 7 (W) x 4 (H) Heavy Duty Carpet Tiles 250 KG / POINT

14. ELECTRICITY & LIGHTING - (See order FORM 13)

220 volts single phase, 50 cycles; 380 volts three phase, 50 cycles. All electrical work must
be carried out by the official contractor. Due to occasional power fluctuations, sensitive
equipment should be installed with a voltage regulator. Exhibitors requiring electrical power
for standbuilding purposes are requested to contact the show management on arrival at the

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hall. Exhibtiors with very sensitive equipment are advised to bring their own stablilizer to cater for
voltage fluctuations.

15. FURNITURE & VIDEO - (See order FORM 14)

Exhibitors may make their own arrangements to provide furniture for their stand or they may
order from the Organisers using Order FORM 14

16. WATER & WASTE - (See order FORM 15)

Exhibitors requiring water and waste should use Order FORM 15.

17. COMPRESSED AIR - (See order FORM 16)

Exhibitors requiring compressed air should complete Order FORM 16.

18. TELEPHONES / INTERNET - (See order FORM 17)

These may be ordered from the Organisers using Order FORM 17.

19. SHIPPING AND MOVE-IN OF EXHIBITS PROCEDURES (See order FORM 18)

The Freight Forwarding contractor will send detailed instructions to all exhibitors, including
move in of local stock. The main points will be as follows:

1. All goods must be consigned to Food & Hotel Indonesia 2023 and not to forwarding
agents in Indonesia or the Organisers.

2. Documentation for each shipment must include each of the following:

a. Exhibitors invoice and Combined Certificate of Value and Origin (special form
distributed by the Shipping contractors).

b. Airway Bill

c. Packaging List

d. Brochure/Leaflets covering goods invoiced.

The above documents must be returned to the shipping contractor specifying: Food &
Hotel Indonesia 2023, Jakarta International Expo Kemayoran with notification of exhibitors
name, hall and stand number, as the consignee.

3. A special goods classification procedure will be followed to cover all materials on the
Exhibitor’s invoice and Combined Certificate of Value and Origin. In brief these are:

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a. Exhibition goods/products. Entry for the exhibition is duty free. Then pay duty if
permanently imported, no duty if re-exported.

b. Pamphlets/sales brochures (printed matter) are duty free.

c. Materials for exhibition, stand decoration or construction. These must be re-exported

or disposed of under Customs control after the exhibition.

d. Souvenirs/give away items. Limited quantities of such items printed with the
exhibitors name will be permitted entry duty free.

e. Films and slides enter duty free for use in the exhibition, but have special
requirements for entry procedures. Details from the shipping contractors.

4. Goods shipped in for the exhibition may remain at the exhibition centre up to one month
from date of entry, except goods restricted for import, which must be re-exported within
three months after the exhibition. Restricted goods list will be supplied by the shipping
contractor.

5. Import facilities at the Jakarta International Expo Kemayoran, Jakarta-Indonesia

a. Temporary import permit without letter of credit.

b. Temporary suspension of import duty until the goods are sold, or re-exported.

c. Individual exhibitor permit to participate in the exhibition.

6. The Director General of Customs and Excise has agreed that exhibition goods may be
transported directly to the exhibition site from the port or airport of entry for customs
inspection on site.

The above is a brief summary of the detailed instructions exhibitors will receive from the
official freight forwarding contractor. For queries about customs procedures, contact the
Freight Forwarding contractors direct.

20. REFRIGERATION / FREEZER (See order FORM 19)

Exhibitors requiring refrigeration / freezer should use Order FORM 20 and contact the
refrigerations

21. SOUND VOLUME / LEVEL

To ensure that the operation of any sound device does not interfere with, or be an annoyance
to neighboring stands, there will be a sound volume/level inspection conducted on 24 July
2023 at 3 pm (For all stands with sound device(s).​

The specification sound volume / level and sound equipment as follows:

1. The sound equipment should be amplifier low speaker active (12 inch) ; 200 watt.

2. The sound equipment should be placed and faced to the inside booth.

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3. The sound level recorded at adjacent or opposite stands should not exceed 80 dB
(maximum 200 watt) from source for all announcements, speech, music, and sound
effects.

4. Exhibitors planning the operation any sound device during the show must
lodge a deposit amount of IDR 10.000.000 to serve as a performance bond.

Note: The Organizers will perform random checks on sound levels and sound equipment
before and during the show days strictly. Those exhibitors exceeding a sound level of 80
dB for 3 times during the show or more will forfeit their deposit.

22. EXHIBITOR FREE PARKING

Exhibitor will have a free parking card for car only these will be available for collect from the
Organiser's office at the show.

23. ADDITIONAL ITEMS FROM YOUR ONLINE EXHIBITOR MANUAL

Please book all services required such as electricity, furniture, water & waste, compressed air,
internet & telephones, refrigeration/freezer well in advance of the exhibition. You will be
required to pay your contractor in advance for these services. Kindly note that a late order
surcharge of 30% will apply for bookings after 4 July 2023. For bookings onsite, a
50% surcharge on the hire rates quoted in the Exhibitors Order Book will apply. Do
note some items may not be available for late bookings made onsite.

Important Notice to All Exhibitors

Please treat all of your Order FORMS as a Proforma Invoice, where required
payment can be sent with the Order FORM.

Please check carefully at the top of each Order FORM for payment instructions
and mail to your nearest contact address shown above.

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