Philippine Pediatric Society

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EXHIBITORS BRIEFING February 15, 2007 (Thursday)
Philippine Pediatric Society 44th Annual
Convention April 23-27, 2007
Philippine International Convention Center
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AREAS FOR EXHIBITION
Exhibitions requiring the installation of booth
panels and other exhibition props will be done at
the following areas Forum 1 Lounge
Area Forum 2 3 Exhibition Area
No other area shall be used for exhibition or
hospitality suites unless prior approval from
PICC management has been secured.
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REQUIREMENT FROM THE BOOTH CONTRACTOR (Godspeed
Exhibits System)PHYSICAL AND TECHNICAL PLANS

• Include the following
• 1. Scale booth lay-out
• 2. Electrical plan/lay-out
• These must be duly signed by a licensed
  electrical engineer and shall be finalized by
  Organizer and approved by PICC before booth
  installation.

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EXHIBITORS BRIEFING

• To discuss the following
• Schedule
• PICC guidelines
• Other relevant matters

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Clearance from the entrance point.
Clearance of at least 2 meters at the center
aisle and from the aircon units.
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BOOTH PLOTTING, INGRESS AND EGRESS

• Booth contractor shall be allowed to plot the
  booth layout in the exhibition area prior to
  ingress
• (23 April / time to be advised)
• Ingress and egress shall be limited to the period
  contracted, otherwise, extensions shall be
  subject to the following charges
• ? Fifty percent (50) of exhibition space rate if
  without aircon
• ? One hundred percent (100) of exhibition rate
  if with aircon

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SCHEDULE OF EXHIBIT
Unload at least 1-2 hours before.
FORUM 1 - 3 APRIL 23 (Monday) 8am
6pm Contractors Ingress without aircon
APRIL 24 (Tuesday) 7am 6pm Exhibitors Ingress

Kindly wear your Contractors ID/Exhibitors ID
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SCHEDULE OF EXHIBIT (continuation)
FORUM 1 - 3 APRIL 25 - 26 (Wednesday-Thursday)
8am 6pm Actual APRIL 27 (Friday) 8am
6pm Actual 6pm 10pm Egress
Exhibitors with ID are allowed to come in at 7am
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ORIENTATION OF ENTRANCE/ EXIT POINTS

• Orientation of Entrances
• Gate 1 (V. Sotto Street)
• Gate 3 (L. Florentino Street)
• Orientation of Exit
• Gate 3 (L. Florentino Street)
• Loading/Unloading Docks
• Large items at M. Jalandoni Street
• Small items at Forum Street

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STAR CITY
GATE 2
GATE 1
GATE 3
SOFITEL PHILIPPINE PLAZA
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INGRESS
PICC GUIDELINES
PASS-IN AND PASS-OUT FORM

• Organizer, booth contractor and/or exhibitor
  shall accomplish these forms in four (4) copies.
• Include equipment, furniture and exhibit
  materials that will be brought in for the
  exhibition.
• The same is presented to the PICC guard-on-duty
  for inspection before entry is allowed.

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INGRESS

• After inspection
• Two (2) copies of the form are retained by the
  guard-on-duty who in turn shall give one (1) copy
  to the Event Officer.
• Two (2) copies are kept by either Organizer,
  booth contractor or exhibitor (the owner of the
  equipment, furniture and exhibit materials).

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EGRESS

• Organizer, booth contractor or exhibitor shall
  accomplish the two (2) forms kept in its
  possession and submits one (1) to the
  guard-on-duty for exit clearance.

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EGRESS

• Beyond the time allotted for egress
• PICC shall, at the expense of the Organizer, have
  the right to remove all goods and materials of
  the latter, booth contractor or exhibitor may
  have left behind without liability for damage
  and/or loss.
• All goods and materials left within PICC premises
  forty eight (48) hours after egress period are
  deemed abandoned and thus, PICC can dispose of
  these as it deems fit.

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BOOTH CONSTRUCTION

• The construction and setting up of booth modules
  or shell stands shall be strictly supervised by
  PICC.
• Organizer and or booth contractor shall provide
  cables, wires, switches, extension cords,
  electrical/duct tape and breakers, if necessary,
  for connection to PICC power supply. No
  electrical equipment shall be allowed power
  connection without prior clearance. The said
  equipment shall be connected only in authorized
  and metered tapping points.

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BOOTH CONSTRUCTION

• Spotlights and special lighting for exhibits
  shall be provided by either Organizer or booth
  contractor.
• No booth ceiling lamp shall exceed 150 watts
  rating and no lamp/appliance plugged into each
  convenience outlet shall exceed 400 watts.

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BOOTH CONSTRUCTION

• Exhibit booths shall be provided with floor
  carpets by booth contractor whether or not
  exhibition area has built-in and removable
  carpets. Booth contractor shall likewise provide
  plywood of at least three fourth (3/4) inch thick
  to act as weight spreader for exhibits of heavy
  equipment, machines and vehicles.
• High voltage lines shall be free of combustible
  materials.

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Carpeted booths (special design or raw space).
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EXHIBITION HOURS

• All exhibits shall be ready before the
  inauguration/ formal opening and thirty (30)
  minutes before opening time of succeeding
  exhibition days.
• All personnel shall leave the exhibit premises
  within thirty (30) minutes after the official
  closing time.

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TYPE OF EXHIBIT AND PRODUCT DISPLAY

• There shall be booth zoning in such a way that
  trade/convention-related booths are segregated
  from non-trade/non-convention-related booths.
  (Example of the latter are booths selling
  souvenir items, clothes and fashion accessories
  during a medical congress.)
• Product on display shall be in accordance with
  acceptable exhibition or trade fair/show
  standards.

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FREIGHT DELIVERIES AND CARGO STORAGE

• PICC shall not accept advance freight shipments
  nor provide exhibit crate storage for booth
  exhibitors. Freight must be consigned to the
  booth contractor and arrangements made with them
  for storage of all crates and packed materials.

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Booth design that incorporates a storage area
inside the booth.
Upper storage area at Forum 1 3.
Empty carton boxes for disposal can be stacked
outside Forum 1 3 exit door.
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CLEANLINESS

• Organizer and/or booth contractor shall make sure
  that booths are kept clean and in order.
  Stand/booth cleaning shall be the responsibility
  of the Organizer, booth contractor and/or
  exhibitor.
• All booths shall be responsible for the removal
  of construction debris, crates, cartons and other
  waste materials from exhibit opening to egress.

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EXHIBITOR DECORUM

• Exhibitor shall be allowed to distribute
  promotional materials only within the confines of
  the exhibition area or only within the area
  specified by the Organizer.
• PICC shall reserve the right to stop any activity
  on the part of any exhibitor that may cause
  annoyance to other exhibitors, visitors, PICC
  personnel, tenants and guests.

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EXHIBITOR DECORUM

• Organizer, booth contractor and/or exhibitor and
  its personnel shall not be allowed to cook and
  eat inside the booth except when such is in line
  with the nature of the exhibition as determined
  by the Organizer and permitted by PICC such as a
  food show.
• Eating shall be allowed in designated areas only.

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STANDS, SIGNBOARDS, BANNERS, PROPS, BOOTH PANELS
AND OTHER DECOR

• Directional signage and announcements shall be
  free-standing and should not hinder exit/
  emergency signs.
• PICC shall allow the installation of backdrop
  streamers and drop/roll-up banners that conform
  to PICC standards only in specific areas in
  exhibit spaces contracted for the event and other
  designated areas in PICC.

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STANDS, SIGNBOARDS, BANNERS, PROPS, BOOTH PANELS
AND OTHER DECOR

• Only minor carpentry and water-based painting of
  stage and props shall be allowed inside PICC.
• Avoid obstruction to the following
• ? lighting and airconditioning systems
• ? entry/exit doors and other passageways
• ? fire exits, fire extinguishers, smoke
  detectors, fire hose reels and water sprinklers
• ? CCTV cameras

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STANDS, SIGNBOARDS, BANNERS, PROPS, BOOTH PANELS
AND OTHER DECOR

• Organizer shall ensure that installation and
  transport of same will not cause damage to PICC
  buildings or any part thereof as well as its
  premises. Cost of damage shall be borne by the
  Organizer.
• The likes shall be dismantled and removed from
  PICC by the Organizer immediately after the
  closing time of the event.

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STANDS, SIGNBOARDS, BANNERS, PROPS, BOOTH PANELS
AND OTHER DECOR

• No inflammable (e.g candles and torches),
  exploding and detonating materials (including
  pyrotechnics) shall be allowed inside PICC
  premises.
• Bringing of animals and plants are allowed entry
  only during animal and plant related events.

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HOSPITALITY SUITES

• By the very nature of a hospitality suite, food
  and beverage may be served in the are provided
  these were ordered from and/or served by any of
  the PICC caterers, i.e. Barbaras Catering
  Services, Sofitel Philippine Plaza, Mandarin
  Oriental Manila and Via Mare Catering Services.
• Food and beverage other than those ordered from
  the PICC caterers may be served provided that
  these are products of the host company.

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SECURITY
The Organizer shall undertake general
precautions in the interest of Exhibitors. The
Organizer and PICC will not be held responsible
in any way for any loss, theft or damage of the
exhibits at the exhibition areas during the
build-up, exhibition and dismantling period.
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SECURITY
If your displays are very valuable or sensitive,
you may wish to hire your own security personnel
to attend to your booth exclusively for off-show
hours. Please notify the Organizer should you
intend to do so. Security agency should not be
the same as PICCs which is presently Chevron
Security Agency. PICC maintains security for
building perimeter areas and internal patrols
only.
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SECURITY
The Organizer shall be responsible for the
complete security and protection of its equipment
and properties, including those of its personnel,
agents and clients and may also provide insurance
coverage and security arrangements subject to
PICC security rules.
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OTHER RELEVANT MATTERS

• Forum Street shall be reserved for cars with VIP
  car passes issued by the Organizer unless the
  Organizer will decide on a first-come,
  first-serve basis.
• Empty carton boxes for disposal can be stocked
  outside Forum 1 3 exit doors.
• Request for telephone lines must be made on or
  before March 16 (Friday). Full payment of
  P2,587.20 net for operator assisted telephone
  line or P7,089.60 net for direct line upon
  request.
• Provide your own trolleys.
• Appropriate attire is required for entry. PICC
  reserves the right to ban entry of any person who
  is not appropriately attired during set-up and
  actual event.

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PICC Event Officers
Ycay Soriano 0917-854-1578 Rona Olaivar
0917-854-1852 PICC Trunkline 551-7920
loc. 7775/7837 Direct Line 551-6296 Fax
Number 551-6856
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THANK YOU !