EXHIBITORS GUIDELINE FOR THE EXPO
As MIDE is drawing nearer, we are gearing up and collating all the information, procedures and other necessary arrangements for the show. Therefore Organizer kindly request all exhibitors’ kind assistance to read through the SOP and to follow through so that all parties can ensure a smooth and seamless show.
Listed below are the Exhibition Guideline for your reference and action.
- Key Contacts
- Exhibitor’s Manual
- Concept/Design Booth
- Display of Exhibits
- Subletting of Stands
- Sharing of Booth
- Booth Payment
- Stage / Booth Activities
- Store Room
- Water Dispenser
- LED Advertising
- Official Contractors
- Non-Official Contractors
- Official Freight Forwarder
- National Pavilion /Group Stands
- Manning of Booth
DSV Solutions (DC) Sdn Bhd
Ms. Irene Leow / Ms Suhaiza Zainor
M: +6012 2977377 /
Email: firstname.lastname@example.org / email@example.com
Malaysia International Trade & Exhibition Centre (MITEC)
Ms Winnee Lim
M: +60 12-209 2530
MIDE Security Head
M: +6012 2559469
REQUIREMENT BEFORE MOVE-IN TO EXPO
1. Exhibitor’s Manual
Exhibitors’ must fill out the necessary forms for the booth set up and the other arrangements. All forms must be submitted before the deadline 12 May 2023 to avoid extra charges. Please click the LINK to fill-up and submit.
2. Concept/Design Booth
a. Exhibitors must submit all concepts/design booth visuals to the Organizer by 12 May 2023 for approval. Any concept/design booth not approved by the Organizer will not be allowed to construct.
b. Please note that all special design stands are limited to maximum height of 15 meter only. Kindly consult official contractor for any clarification on stand build heights. Design plans must include details of the construction materials and the methods to be used for assembly.
c. Stand structures or designs which are not approved, or do not conform to be technical regulations on the laws governing such items, must be altered, or removed. Exhibitors or theirs appointed contractor will be responsible for all cost incurred with regards to the necessary alterations.
d. All stands, irrespective of height must have at least 50% of any frontage facing an aisle open. This area must be left visibly free of obstruction.
e. Ensure that the maximum height for any design is no more than 15 meter and such design will be restricted to an area of 1 meter away from the back and side of the walls.
f. All partition walls should not be covering more than 50% in length, unless the partitions are constructed against the actual walls of the hall, and not obstructing the products on display on the other side of it. 50% visibility from every angle is applied for all shell scheme and raw space booth.
3. Display of Exhibits
All exhibits must be related to diving, boating and watersports only. Any products or packages not related to scuba diving, the Organizer reserves the right to expel the exhibitor from the expo. Should an exhibitor like to promote a non-dive related product, kindly write to the Organizer at firstname.lastname@example.org
4. Subletting of Stands
Exhibitors must not transfer, dispose of, part with or otherwise sublet and whole or any part of their site, whether for financial consideration or otherwise. Exhibitors must, if they are acting as agent, distributor or licensee, state at the time of contract the names of the principals to be represented.
5. Sharing of Booth
Exhibitors sharing booths must notify the Organizer via email for approval. Failing to do so, the Organizer reserves the right to refuse entry.
6. Booth Payment
All booth payment and other incidental costs must be paid on or before 15 May 2023 to avoid any inconvenience. No badges will be issued whilst accounts are outstanding.
7. Stage / Booth Activities
Exhibitors must inform the Organizer of any booth activities or presentations during the event. Impromptu activities are not allowed.
8. Store Room
A store room will be constructed to store-up goods and boxes. Exhibitors in need of such space must fill up the form listed in the E-Manual and submit with payment by 12 May 2023. Store keys to be collected from the Organizer as Registration Counter on the move-in day between 2.00pm to 8.00pm.
10. LED Advertising
LED Screen for advertising exposure is available during the 3 days expo. Take advantage of this opportunity by having your 15 second message continuously loop throughout the expo. If you are keen to advertise, please contact the Organizer at: email@example.com to book your spot. Artwork of the visual to be provided by Exhibitor.
11. Official Freight Forwarder
Exhibitors’ are advised to engage with the Official Freight Forwarder (OFF) appointed by the Organizer. This helps to avoid any unnecessary logistical miscommunication in the Exhibition Hall. Please click Form 9-Freight Forwarder
12. Official Contractor
Exhibitors’ are advised to engage with the official contractor appointed by the Organizer. Official Contractor will be able to assist on all do’s and don’ts of the venue requirement and able to assist in the installation of booth, power supply and other necessary requirement by the Exhibitor without any inconvenient to all parties.
13. Non-Official Contractor
Exhibitor’s engaging external contractors must inform the Organizer via Order Form 1-Non-Official Contractor listed in the E-Manual. All non-contractors and transporters MUST abide the current SOP. It is the Exhibitor’s responsibility to advise and ensure that SOP is adhered by the non-Official Contractors.
14. National Pavilion /Group Stands
Contracting parties for pavilion stands are responsible for ensuring that all Exhibitors within their group are fully aware of, and agree to abide by these Terms and Conditions and by the Rules & Regulations of the Exhibition.
15. Manning of Booth
The booth must be fully staffed, operational and exhibits must be displayed during exhibition hours. Exhibitors must not participate in any activity that in the opinion of the Organizer, likely to cause annoyance to visitors or other Exhibitors.
MOVE-IN FOR SET UP OF EXHIBIT
OPERATING DATE & HOURS FOR EXHIBITORS
|24 May||Official Contractor||7.00am - 12.00am|
|24 May||Non Official Contractor||10.00am - 11.00pm|
|Date||Move In & Loading Bay Schedule||Time|
|25 May||Official Freight Forwarder/Non Official Freight Forwarder||7.00am - 11.00pm|
|25 May||Outside movers/transporters||10.00am - 10.00pm|
|25 May||Exhibitors move in to set up||12.00pm - 9.00pm|
|Date||Exhibition Hall Open & Close||Time|
|26 – 28 May||Hall opens for Exhibitors||9.00am - 10.00am|
|26 – 28 May||Loading bay for exhibitors during event date||9.00am – 10.00am|
|26 – 28 May||Exhibition hall open & close for Visitors||10.00am - 7.00pm|
|28 May||Move out – Official Contractor/|
Official Freight Forwarder/
Movers / transporters / Exhibitors
|7.00pm – 12.00am|
During move in and move out, it is mandatory requirement by the venue for personnel’s, exhibitors, contractors and suppliers to:
a) Wear close toe shoes. Without close toe shoes, exhibitors will be denied on entry for set up.
b) No slippers are allowed.
c) No skirts and shorts
d) Only 3/4 short pant are allowed
3. Safety Vest
It is the mandatory requirement by the venue for all personnel/exhibitors in the building of the Halls during move in and move out MUST wear a high visibility safety vest. Kindly collect the safety vest from Organizer and thereafter to return the vest, otherwise there is a charge for non-return of vest.
a. Exhibitors’ Badges to be collected from the Registration Counter located at Level 2, MITEC on 25 May 2023 between 12.00pm to 8.00pm.
b. All personnel in the exhibition hall must wear identification badges at all times. Exhibitors are strictly prohibited from exchanging passes and badges. The Organizer will confiscate all such badges and passes with no further reasons provided.
c. If any exhibitor is seen without the badge during the event/at the stand, the Organizer reserves the right to refuse entry into the hall.
d. Exhibitors badge are only to be used by bona-fide Exhibitors and remain the property of AsiaEvents Exsic Sdn Bhd. Misuse of Exhibitor badge can result in confiscation and expulsion from the expo.
e. All exhibitor badges will be scanned before entry to the hall.
f. Additional badges, please fill up Form 5-Additional Badges and submit.
5. Set-Up of Exhibits at Booth Stand
All exhibits and set up must be completed by 8.00pm on 25 May 2023. Setting up of exhibits during the operating hours of the exhibition is strictly prohibited.
a. All products for sale must be clearly displayed. Organizer do not allow any products to be sold directly from packed boxes. Boxes are not allowed to be stocked up at venue or at individual booths.
b. Any handing out of flyers, brochure and leaflet must be done within the exhibitor’s booth space only.
c. Items displayed must be within the booth space and should not obstruct the walkways. Items displayed outside the booth space will be pushed into the Exhibitor’s booth by Expo security without warning or notice.
d. Strictly no soliciting – Anyone found soliciting will be persecuted.
DURING THE EXPO
1. Exhibition Date & Time
The Exhibition will be opened from 26 – 28 May 2023. The exhibition hall is opened to exhibitors from 9.00am – 7.00pm hours on show day. Exhibitors are not permitted to close their booth or remove any of his exhibits, displays/merchandise from the hall during the entire duration of the designated exhibition times.
2. No Plastic Bag Campaign
This year the Organizer is encouraging all exhibitors to go plastic-free. The objective is to reduce plastic bag consumption in a bid to save our environment. Organizer advice all exhibitors to use the biodegradable plastic or non-woven bags only.
3. Packed Food
Please take note that packed food are not allowed to consume at the booth stand. Exhibitor Lounge will be provided within the hall, therefore it is advisable that all exhibitors consume packed food at the lounge.
4. Security Check
All Exhibitors are requested to wear Exhibitors’ badges to enter the Exhibition Hall. The security personnel on duty will not allow any Exhibitor WITHOUT their designated badge. This is strictly NON-NEGOTIABLE for security purpose. Please advise your colleagues on duty to wear their designated badges.
b. Luggage/Bag Check
Luggage and bags will be checked before entry. Organizer request all parties to corporate to avoid soliciting and or non-allowance substance into the expo. This is a strict requirement by the Organizer and Malaysia International Trade & Exhibition Centre (MITEC).
c. Dangerous and hazardous substances
No dangerous goods or hazardous substances are allowed into the venue without written approval from the Organizer. To contact Organizer at firstname.lastname@example.org
5. Secure Your Belongings
Please secure your belongings. The Organizer will not be liable for any losses and/or damage caused.
6. Replenish Of Exhibits
Exhibitors are only allowed to move-in exhibit/stock one hour before the exhibitions opens. The loading bay/shutter will open from 9.00am – 10.00am only. The MITEC security will not entertain any request after the given time due to security and safety reasons. Movement of exhibit/stock in the hall during exhibition’s opening hours is strictly prohibited.
7. Parking Flat Rate
MITEC has two levels of basement parking providing a total of 1400 parking bays which are charged per hour. The entrances to the car parks can be easily found both at North and South entrance.
a) MITEC Parking Rates
RM 10 (1st hour)
RM 5 (Subsequent hour)
Maximum rate of RM15 per day
Using Touch N Go Card – Maximum rate of RM15 + 10% surcharge
b) MATRADE Outdoor parking
RM 7 per entry
c) MITI Basement Parking
RM 5 (First 2 hours)
RM2 (subsequent hours)
Maximum rate of RM 20 per day
9.Vehicle Entry Permit & Exhibitor’s loading Pass
a. Pico Intl Malaysia – MIDE Official Contractor, will liaise with all exhibitors in regards to vehicle entry permit and pass for loading and unloading.
b. DSV Solution DSV Solutions (DC) Sdn Bhd – MIDE Official freight forwarded will be managing all transport on loading and unloading.
2. All service suppliers can only enter the venue space once the exhibition is closed at 7.00pm.
We kindly request all exhibitors to abide by the rules and regulation set forth above and appreciate your kind cooperation, assistance and understanding to make this expo a success for all parties.
MIDE Organizing Team
AsiaEvents Exsic Sdn Bhd (548836-A)
5-4 Jalan 1/116B
Kuchai Entrepreneurs Park
Off Jalan Kuchai Lama
58200 Kuala Lumpur
Monday to Friday
9am to 6pm
Friday 7 June: 10am – 7pm
Saturday 8 June: 10am – 7pm
Sunday 9 June: 10am – 7pm