Exhibitors' Technical Manual

Each exhibitor/supporter has received an e-mail with login details to access the Portal. The Portal enables Supporters and Exhibitors to:

Submit Company logo and profile
Order Lead retrieval (Badge scanners)
Order exhibitor badges
Submit booth drawing (for “Space Only” booths)

Link to access the Portal https://exhibitorportal.kenes.com

Notes:
The login details has been sent to the person signing the contract. This person is responsible for passing on the login details to third party if needed.
Access to all Portal services will be available only after submission of your company profile and logo.
Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.

Hotel reservation for Staff As soon as possible

https://hotels.kenes.com/congress/siop24

or email us to: kresnick@kenes.com

Company logo and profile As soon as possible and no later than August, 16th

Via Kenes Exhibitor’s Portal

https://exhibitorportal.kenes.com

Designed Booth Approval

Friday, 30th August

Text for Fascia

(Pipes & Drapes stands only)

Friday, 30th August

Lead Retrieval Wireless Barcode Reader

Friday, 30th August

Badge Order

due Tuesday, October 1st

Via Kenes Exhibitor’s Portal

https://exhibitorportal.kenes.com

Furniture Rental/Graphics/Signage/Electricity/Cleaning

Please refer to the online shop that will be open in mid September

kindly e mail helpdesk@icshawaii.net  to get your access credentials

For all those services order, please click here to go inside the I.C.S Service kit

kindly send the order forms to helpdesk@icshawaii.net

International Shipments   Please contact Merkur representative  Irit Sofer irit@sofer@merkur-expo.com

Other Shipments Please refer to the ICS Service kit with labels here

*Subject to a change

• Please note that poster viewing will start at 18:10 in the hall, therefore exhibitors who wish may stay after 16:30.

The timetable is subject to possible changes in accordance to the scientific program
Updates to follow up in due time
Dismantling of the stands before the official hour is not permitted.
All shell scheme booths are required to be on time for dismantling from the hour that it is written that it starts, so that they can pack their materials and after that the official builder is being able to dismantle their booth.
All exhibitors should be in their Booth 30 minutes before the official opening hour.

Please Note:

Empty crates and packaging material must be removed after set-up and no later than Thursday, 17th October at 12:00.
All aisles must be clear of exhibits and packaging materials to enable cleaning at all times.
Please note that all exhibitors should be in their booth 30 minutes before the official opening hour.

Off Exhibition Information

Please note that participants will be walking through the Exhibition Area to reach the Poster area which will be active before and after the Exhibition Opening Hours
Therefore, please do not leave any visible valuable articles at your booth. In addition, please consider hiring extra security for your booth after Exhibition Operating Hours.
Dismantling of the booths before the official closing of the exhibition is not permitted.
It is the exhibitor’s responsibility to dispose of all materials after dismantling.
Any equipment, display aid or other material left behind after Sunday, 20th October at 20:00 will be considered discarded and abandoned. Any charges incurred for waste removal will be sent to the exhibitor.

Waste Removal

It is the exhibitor’s responsibility to dispose all materials after dismantling.
Any charges incurred for waste removal will be sent to the exhibitor.
Please do not leave any visible valuable articles at your stand.
Please note we will have a security guard at night from the moment the exhibition is closed until the following day when we open.
In addition, please consider hiring extra security for your Booth before/ after Exhibition Operating hours in case you have valuable stuff in your booths.

Welcome Reception at The Exhibition Area:

On Thursday, 17th October you are cordially invited  to the Welcome Reception held in the Exhibition Hall  from 20:00. Exhibitors are asked to please man their booths during the Welcome Reception in the Exhibition Hall.

Access to the Exhibition Hall during Set-up and Dismantling

Everyone must be fully registered to enter the exhibition hall during set-up and dismantling periods.

Access to the HCC will be granted based on list of names that will be provided to the HCC by the organizers.

For this reason, stand builders/contractors/exhibitors must register in advance all of the personnel that are required to be on-site during set-up and dismantling periods.

The following information should be submitted to the Exhibition Manager, by email, no later than  20th September to jrijinsky@kenes.com

Full name; Name of the exhibit company; Name of the contractor/stand builder; Booth number

It is not necessary for persons with an Exhibitor Badge to additionally issue a set-up and dismantling pass.

Make sure to pre-register all personnel in order to avoid delays once you arrive on-site

Exhibition Floor Plan

The floor plan has been designed to maximize the exhibitor’s exposure to the delegates.
For most updated floor plan and list of exhibitors, please click here

List of Exhibitors

Please see all exhibitors listed here:

Confirmed Supporters and Exhibitors

All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name. Individual participant names will not appear on badges in order that they may be used interchangeably between staff members.

Exhibitor badges will be given as per your contract.

Two exhibitor badges will be given for the first 100sq ft booked and one additional for each 100 sq ft after.

Any additional exhibitors will be charged an exhibitor registration fee.

Companies can purchase a maximum number of exhibitor registrations as follows:

Booths of up to 600 sq ft – 15 exhibitor registrations

Booths larger than 600 sq ft – 25 exhibitor registrations

Exhibitor registrations allow access to the exhibition area only and shall be used by company staff only.

An exhibitor registration form will be included in the Exhibitor’s Manual.

The Exhibitors badges allow access to the exhibition area,  Scientific sessions,  refreshments, and Welcome Reception.

Additional Exhibitor badges can be ordered online via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com

Price for extra exhibitor badge is 225 USD

Please make sure that your Company Profile has been submitted before placing an order for exhibitor badge.

Deadline: Tuesday, 1st October

All personnel are required to wear badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Company name badges are for the use of company personnel for Booth manning purposes and should not be used by companies to bring visitors to the Exhibition. Exhibitor badges will not be mailed in advance and may be collected from the onsite registration desk.

Exhibition Area

The Exhibition is being held in Kalakaua Ballroom, located on Level 4.

https://map.concept3d.com/id=1107#!ct/25427,24748,24747,24709,24708,22261?s/

Important:

Maximum build up height allowed for booth walls is 5 meters.
Rigging is allowed as long as:

RIGGING (Exclusive)

Any signage that is 50lbs and up must be ordered with Onstage -please e mail Kalani Rodrigues via  kalani@onstagehi.com

All rigging 50lbs and under  that is installed at HCC must be approved by our exclusive rigging contractor – ICS.

They maintain the largest inventory of equipment on the island as well as highly skilled rigging labor. Specific rigging grid plans with values are available upon request. Rigging points are only available in the Exhibition Halls on Level 1 and the Ballroom on Level 4. All rigging must conform to the structural engineering design of the building.
ICS must be notified a minimum of ninety (90) business days prior to your first move-in date in writing and asked for approval of any intended variation or deviation from the Rules and Regulations. Should it be necessary to remove or damage the existing fireproofing on the steel structure to install a point not listed on the existing grid, a reapplication cost of $140 per point will be charged to your account. A copy of your final rigging plans must be approved by ICS rigging contractor no later than sixty (60) business days prior to your first
move-in date.
For ICS Rigging form please click here 

Exhibitors who will have stands higher than the maximum permitted height will not be allowed to set-up their stands.
Any part facing neighboring stands that is above 8’ (2.5m) in height needs to be designed with neutral surfaces (white).

Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and, in particular, that they do not endanger life and health.

Exhibitors/ customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.

Floor

Floor type: Carpeted-Carpeted areas require Visqueen coverage where work is being performed including delivery,
movement, unloading, construction, installation or dismantling of materials and equipment. This includes booth areas as well as aisles.

Maximum floor load:

350 lbs. per net square feet – Exhibit Halls

Exhibitors are required to have carpeted floor covered  the stand area as per above.

All floor coverings must be secured and maintained so that they do not cause any hazard.

Mechanical damage or soiling which cannot be removed during the normal cleaning and maintenance of the floor will be repaired at the expense of the person/company causing the damage.

Raised Floor / Platform

The organizers and the HCC must be informed if the booth has a platform (when submitting the drawings for approval), as well as the scheduled set-up (day and time).

Without this information the HCC / Official Contractor will not be able to provide the requested service(s) and the prepayment will not be refunded.

Before placing the platform, the exhibitor/stand builder must confirm that service(s) provide by the Official Contractor (electricity, water, cables, Internet, etc.) are in the right place.

Access to the service points/water tramp/electricity tramp are compulsory when a platform is installed (keep those points accessible).

Once the platform is installed, no new services that need to go under it will be accepted.

The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.

Please note that if your booth has any kind of elevation/platform, you are required to provide a ramp to ensure access for people with disabilities.

Pipe & Drape Booths
To ensure the smooth and efficient installation and dismantling of your Booth, an official Booth contractor has been appointed: ICS (See SECTION 5: official contractors).

The Pipes & drapes booth which has been pre-booked with Kenes includes the following:

• Pipe& drape booth construction
• 8’ high back wall
• 3’ high side drape
• Furniture package: 1 skirted table (6’Long x 24”Wide x 30”High), 2 chairs and 1 waste bin
• 7’’ x 44’’ one-line booth ID sign: the ID sign text will be the Company Name submitted to the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com
Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.
For illustrative purposes only

Booth Package does not include:
• Stand cleaning
• Electricity

Electricity, cleaning, graphics, AV and other products and supporting services can be ordered from ICS as per below:

Please refer to the online shop that will be open in mid September

kindly e mail helpdesk@icshawaii.net  to get your access credentials

For all those services order, please click here to go inside the I.C.S Service kit

kindly send the order forms to helpdesk@icshawaii.net

Exhibitors using independent contractors are required to submit the following for the organizer approval:

A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed Booth to be built.
Position of your booth on the floorplan with orientation
Utility connections: electrical, water and drainage – a list of all appliances
The name and contact details of their construction company.

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com

Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

Friday, 30th August

All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the premises.
Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved. You are only allowed to build walls that covers third of each side.
Island booths should be partly accessible on all “open” sides. We try to keep the exhibition as open and inviting as possible. Wall construction alongside aisle is allowed but max 1/3 of side to side may be covered.
Construction finish must be perfect in all the stand’s visible areas, including rear sides.
Raised Floor/Platform – please refer to section “Hall Specifications and Important Technical Information”
Advertising on the boundary with other stands is prohibited.
Multilevel structures are not permitted.
Arches, bridges, or similar constructions connecting two or more Booths are not permitted.
Screens or any kind of equipment to be shown or demonstrated may not be placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth).

The maximum building height for the top of all elements is 5 m.
Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and that they do not endanger life and health.
Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.
Any part facing neighboring stands that is above 5m in height needs to be designed with neutral surfaces (white or grey) with no exposed framing or structure and may not have any graphics or logos.
Ceiling Rigging is permitted as long as:

RIGGING (Exclusive)
All rigging that is installed at HCC must be approved by our exclusive rigging contractor, OnStage Hawai‘i, and
all rigging of more than 50 lbs. must be installed by OnStage Hawai‘i. They maintain the largest inventory of
equipment on the island as well as highly skilled rigging labor. Specific rigging grid plans with values are
available upon request. Rigging points are only available in the Exhibition Halls on Level 1 and the Ballroom on
Level 4. All rigging must conform to the structural engineering design of the building.
HCC must be notified a minimum of ninety (90) business days prior to your first move-in date in writing and
asked for approval of any intended variation or deviation from the Rules and Regulations. Should it be
necessary to remove or damage the existing fireproofing on the steel structure to install a point not listed on the
existing grid, a reapplication cost of $140 per point will be charged to your account. A copy of your final rigging
plans must be approved by HCC’s rigging contractor no later than sixty (60) business days prior to your first
move-in date.
For more information, please contact OnStage Hawai‘i at kalani@onstagehi.com . To place an order for rigging
services please access via the following link- https://onstagehi.com/rigging-request/

Kindly note:

The organizers will not approve booths that do not comply with the accepted standards until the necessary changes have been made.
Work cannot commence until the booth drawings are approved by the organizers.
The used spaces must be returned to the HCC completely clear of all items and the Exhibition areas restored to their original state.
We recommend Exhibitors using independent booth contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact Jason Buffer  at the HCC (Jason Buffer <jbuffer@hccasm.com>) to coordinate a visit.

Furniture Rental/Graphics/Signage/Electricity/Cleaning

Please refer to the online shop that will be open in mid September

kindly e mail helpdesk@icshawaii.net  to get your access credentials

For all those services order, please click here to go inside the I.C.S Service kit

kindly send the order forms to helpdesk@icshawaii.net

Electricity and Electrical Installations for all booths

According to the regulations, the electrical installations for the Exhibition will only be connected to the power supply after being checked and approved by the ICS.
ICS is the only company allowed to connect any kind of device directly to the main power sources.
Only ICS is authorized to provide the electrical switchboard for the power points. Thus, every exhibitor should order an electrical switchboard from the ICS and to pay for the electrical consumption according to his power needs.

The ICS will check that the official electrical switchboard is not removed from the booth.
Electrical switchboards provided by the venue cannot be manipulated, adjusted, or damaged. The cost of a damaged Electrical box will be charge to the company who has ordered it.
ICS staff are authorized to unplug the whole booth electrical installation if they detected that it is not properly done, with a possible danger.

Please note the following:

Electrical switchboard and/or various power outputs will be ALWAYS delivered on the booth floor. Exhibitor/Stand Builder must check how to place it inside the booth to be hidden and accessible.
Electricity supply from the neighboring stand is not allowed!
It is the exhibitor/stand builder/electrician responsibility to advise how to connect your box provided by the ICS.
Only ICS can provide electricity from the electrical ducts on the floor.
It is compulsory the use of plastic protector to hide electrical cables (at the exhibitors’ expense).
Electrical extensions ordered will be supplied next to the electrical box and the exhibitor/ stand builder will have to place on the space they need them.

The ICS provides electric service in the Exhibition area during the official exhibition times only.

At the end of the day, we recommend switching off your main electrical sources in order to save energy and not to occur any accidents overnight.

At the end of the day Booth manager must check before leaving the venue that the booth spotlights are switched off for security and ecologic reasons. The ICS  is not liable for any damages caused from this action.
In case that the stand builder brings their own electrical switchboard, (it has to be connected to the ICS  switchboard) it is mandatory to indicate which power line goes to the booth lights, in order that the booth manager knows which switch/button has to be turned off at the end of the day.
In case that you need 24h electrical connection for some devices (excluding booth general light), a second electrical switchboard will have to be ordered. Booth manager will have to make sure the general lights are turned off.

Orders may be placed via the ICS as per below:

Please refer to the online shop that will be open in mid September

kindly e mail helpdesk@icshawaii.net  to get your access credentials

For all those services order, please click here to go inside the I.C.S Service kit

kindly send the order forms to helpdesk@icshawaii.net

Booth Cleaning

The organizers will arrange for general cleaning of the exhibition premises prior to the opening of the exhibition and daily prior to opening thereafter (excluding exhibit booths and displays). For ordering daily stand cleaning, please refer to I.C.S Service Form

Exhibiting companies cannot clean the venue facilities surfaces to avoid damaging them.

Internet & Wi-Fi

If you wish to order internet or Wi-Fi for your stand, this can be done via HCC internet provider.

For questions please contact – Raymond Shelton

rshelton@smartcitynetworks.com

Important:

Please be advised the Private Wi-Fi networks installations in the stand is not allowed.

The Venue and the organizers reserve the rights to discontinue any activity which interfere with the hall

Wi-Fi coverage.

The Venue and the organizers must be informed in advance when the stand has a platform as well as the scheduled set-up day and time due to internet foundation.

Complimentary Wi-Fi will be provided by the Congress during official Congress days in most areas.

This public Wi-Fi connection is limited for basic web browsing or checking emails.

Should you have any internet-based feature/device/activity at your stand (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your stand (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.

Note regarding technical support: we will ensure that the service you purchased is functioning as it should, however we cannot troubleshoot or repair issues with client-provided equipment.

Security

Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area.

Neither the HCC nor the organizers can accept responsibility for the security of the stands and their contents. The HCC as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their stand and equipment.

If you wish to hire security for your stand, this can be done via HCC portal at: https://www.dropbox.com/scl/fi/nmfxr5h14t64se7q1ucjw/HCC-Event-Security-Brochure-2024.pdf?rlkey=066fynhe01w49vnu2pxi81d7y&e=1&dl=0

Booth Catering

Exclusive to HCC

Amy Badnasco amy.bagnasco@levyrestaurants.com

Storage

The HCC has no storage facilities pre-congress. Short-term storage of materials left over after assembly (empty boxes, crates, cases, palettes etc.) should be coordinated with I.C.S (payable service).

Under no circumstances may packed materials of any kind be left in the aisles, in the stands, around or behind the stands.

Please contact the I.C.S with information on sizes and number of parcels, size, and storage period.

Shipments sent directly to the venue prior to the set-up period, will be refused by the venue.

Once the event & dismantling are over, the I.C.S shall not be held responsible for the safekeeping and/or storage of any items left in the building. If the I.C.S takes care of the removal of these items, it will be charged to the exhibitor.

For access to the goods/ lorry entrance/ Lifts:

Loading dock access:

The Loading Dock is limited to commercial vehicles. Passenger vehicles are required to load and unload in Row F of the parking garage.
Docks Available: 12
Container Size: 45’ length & 13’6” height (Maximum)
Freight Ramp Capacity: 16,000 pounds per truck axle
Exhibit Hall Access Doors: 19’5” width & 18’5” height
Twelve loading docks are available for active unloading and loading. Docks can accept containers up to
45’ long and 13’6” high. Freight ramps are rated to hold up to 16,000 pounds per truck axle. The dimensions of
the access doors to the Exhibit Halls are as follows: Exhibit Hall I = 15’ high x 23’2” wide, Exhibit Hall II = 13’11”
high x 18’2” wide, Exhibit Hall III = 18’6” high x 20’ wide.
The entrance to the Loading Dock is located on Kahakai Drive and exits onto Kalakaua Avenue. During event move-in and move-out, the docks are available between the hours of 7:00 am – 10:00 pm. Special arrangements can be made to accommodate dock use outside of those hours. We ask that all dock use
requests be communicated through our dock reservation system. To make a reservation, complete and return the Loading Dock Reservation Form in our Event Planning Toolkit and Exhibitor Toolkit to
dockres@hccasm.com and your Event Manager.
Loading Dock Reservation Form
MOVE-IN / MOVE-OUT INFORMATION
Staff and exhibitors driving passenger vehicles may load and unload in Row F of the parking garage. Height
maximum in the parking garage is 8’11”. Commercial vehicles requiring access to the Loading Dock for move-in
and move-out are required to make a reservation via our Loading Dock Reservation Form in the Event Planning
Toolkit and Exhibitor Toolkit. The Loading Dock entrance is located on Kahakai Street and exits onto Kalakaua
Avenue. For more information, please refer to the Loading Docks and Freight Elevators sections of this Handbook.
Exhibitors move-in and move-out is not permitted through the main lobby. Escalators and lobby elevators are restricted for passenger use only.

Access for Deliveries

Please be advised that neither the Organizers nor the HCC can accept deliveries on an exhibitor’s behalf and arrangements must be made for a stand/company representative to be available when deliveries are made.

Please refer to the Shipping Instructions for the deliveries information.

As a courtesy to the delegates and your fellow exhibitors, deliveries or the removal of any equipment to or from stands must be made 30 minutes before or after exhibition opening hours.

It is recommended that all contractors, drivers and exhibitors bring their own 2 wheel trolleys to transport goods to and from their stand.

All shipping Instructions and labels can be found here

Accommodation

Kenes International is offering exhibitors specially reduced rates for various hotels around the

Congress venue.

Information, pictures, location and rates are available on the hotel accommodation page: https://hotels.kenes.com/congress/siop24 or email us to: booking@kenes.com

You may also book a room online thought above link.

For group booking (10 rooms and more) please contact our Accommodation Manager at kresnick@kenes.com

Different payment and cancellation conditions apply.

Animals
It is not permitted to bring animals into the HCC.

Build-Up & Dismantling Period

During the period of build-up and dismantling, it is prohibited to consume alcoholic beveragesin the working area as well as to perform work under the influence of alcohol, drugs or any other type of substances that could alter the perception of risk.
The Exhibitors and contractors are required to wear the necessary personal protective equipment(PPE) such as protective helmets, eye protection, and hand protection required by the specific work activity, with special attention to the safety shoes/boots inside the facilities for your own safety.
The use of cutting machines, welding machines, sanders and a spray gun is strictly forbidden.

Health & Safety

It is the responsibility of the booth holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
It is recommended that the booth holders appoint a supervisor for the booth, with the specific responsibility for ensuring the health & safety of their staff and stand builders. It is advisable that a Risk Assessment is completed for the booth and submitted to the organizers.

Children
No person under the age of 18 years can be admitted to the Exhibition, either during build‐up, opening days or breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the exhibition.

Compressed Gases
Use of compressed gases is not allowed.

Damage to the Building

Screwing, nailing, or the use of paint, glue, adhesive stickers, fixtures of any kind or anything that can damage the structural elements of the building (floor, walls, ceiling, pillars…) are not allowed. In case of damage of the facilities, the cost of repair or replacement will be charged to the exhibitor.

Disposal of Material
It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.
When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the HCC in removing this property will be charged to the exhibitor.

Fire Regulations

Booth material and fittings must be non-flammable or impregnated with fire-retardant chemicals. (at least DIN4102 B1 or EN13501-1 A2/B/C -s3 d2)
As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited.
Storage paint liquids, gas or other inflammable substances in the booth space is forbidden.
The use/storage of inflammable substances is forbidden (liquids, gas or other). For any doubt for these substances contact the organizers or the HCC.

Fire Insurance (compulsory)
Exhibitors must be insured against fire.

Smoke
It is not permitted to operate any machine in the exhibition that emanate fumes, gases or steam, or any item or device that generates or contains flame.

Heavy Weight Element / Large Machinery
In case the exhibitor/stand builder brings large machinery, any kind of heavy weight element or structure inside the exhibition area it is mandatory that the HCC will be provided with a detailed project describing the unload procedure inside the exhibition area:

Exhibition access used
Transportation used to bring the element inside the HCC and weight
Plan for weight distribution (number of platforms, dimensions, and weight resistance)
Forklifts, cranes, or any other machinery used for the unloading / uploading of the element. How the element is going to be unloaded and how is going to be brought inside the exhibition area.

Once the HCC has the complete information, the unloading of the element will be approved or rejected.

Hanging of Posters, Banners etc.
Hanging of posters, banners or decals, stickers, or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the HCC are not allowed.

Insurance (compulsory)

Exhibitors are required to take out appropriate Insurance. Third party liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
Neither the organizers nor the HCC, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
The organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurancethat covers all injuries to persons and damages that might cover in connection with the exhibition.
Exhibitors are personally liable for all expenses incurred by the organizers or by third parties in regard to technical services provide.
We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

Liability

Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages.
If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the HCC or any part thereof in any manner whatsoever.

Sound equipment and Music
In general, the use of sound equipment/music in booths is permitted as long as the noise level does not disrupt the activities of neighboring exhibitors.
Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).
It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.
Further guidelines:

Live music is not allowed.
The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud
The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
Exhibitors are reminded that third party copyrights should not be infringed. The organizers have no copyright responsibility in respect of any exhibiting company.
Proper dispensation must be obtained and any royalties due, paid prior to the use of materials. Should any copyright dispute arise, the organizers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

Security

Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area. The organizers and the HCC cannot accept liability for loss of or damage to private property or goods.
Neither the HCC nor the organizers can accept responsibility for the security of the booths and their contents. The HCC as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any goods. Exhibitors are fully responsible for the security of their booth and equipment.
Please consider hiring extra security for your booth if needed. This can be done via the HCC service order form.

Personal Transportation Vehicles
Bikes, skates, electric scooter and any personal transport by wheels are not permitted inside the building.

Promotional Activities

All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
Advertising material and signs may not be distributed or displayed outside the exhibitor’s booths.
Advertising activities must not cause obstructions or disturbances in the gangways or at neighboring booths.
The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.

Smoking Policy
The HCC operates a NO SMOKING policy in ALL halls.

Special Effects
Special effects lighting, live music, smoke and laser projection may not be used in the booths.
No permission will be given for projection in the aisles or on the walls of the hall.

Waste Removal

Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. The used space must be returned completely clear of all items and restored to its original state.
In case that exhibitors wish to leave any kind of waste material during set-up/dismantling, they should order a waste container in advance.
Any discarded waste, including promotional material, left behind will be removed by the HCC and/or the organizers at the expense of the exhibitor concerned.

The HCC reserves the right to access inside the booth in order to check the compliance with the HCC regulations.

At all times you must respect the logistics staff and HCC indications.

Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.

IMPORTANT:

Please note that these regulations are in addition to the exhibition Rules and Regulations found in Section 6.

Exhibitors must comply with HCC technical guidelines including operation, fire safety, construction and other security regulations.

Exhibitors must also comply with rules and regulations as specified by work health safety laws.

These technical guidelines ore contractually binding and are to be followed by the Organizers and exhibitors including the exhibition service and stand construction companies commissioned by them to perform work on site.

Venue’s Rules & Regulations can be found here:

https://siop-congress.org/wp-content/uploads/sites/187/2024/06/SIOP-24-General-Rules-and-Regulations-2024.pdf

International Shipments

International shipments should be coordinated with Merkur Expo Logistics GmbH.
Contact information:
Merkur Expo Logistics GmbH
Ms. Irit Sofer | E-mail: irit.sofer@merkur-expo.com | Mobile:  +972-52-8890129

Other shipments should be coordinated with the ICS – please click here

The shipping instructions include the following information:

Material Handling Services
Shipping Order Form
Shipping Labels
Limits of Liability and Responsibility
Customs Information

The delivery of shipments should go to the advance warehouse.

ICS

1004 Makepono Street

Honolulu, HI  96819

Arrival is 3 weeks before show moves in.

All Shipments received by ICS will incur a Material Handling Charge. Weather is at the advance warehouse or direct to showsite.

Delivery & Logistic Services

I.C.S has been appointed the official forwarding agent and clearance agent for this meeting and offers the following services: customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition Hall.

For security, insurance, and efficiency reasons, I.C.S  is the sole official agent to handle cargo inside the venue.

Booth builders are prohibited from using trolleys during set-up and dismantling periods.

Kindly note that the official agent is the exclusive agent for move in and move out of the venue.

Exhibitors and Booth builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent.

All Shipping Information may be found here – under Material Handling tab

Kenes Group Contacts:

Meeting Organizer

Kenes Group

Rue François-Versonnex 7

1207 Geneva, Switzerland

Tel: +41 22 908 0488

Fax: +41 22 906 9140

Email: siop@kenes.com

Exhibition Manager

Ms. Yulia Rijinsky Kenes Group

Email: jrijinsky@kenes.com

Sponsorship and Exhibition Sales

Mr. Sherwin Gentle  Kenes Group

Email: sgentle@kenes.com

Registration

Ms. Sandra Silva Kenes Group

Email: reg_siop24@kenes.com

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Official Contractors:

Official builder contacts: ICS

helpdesk@icshawaii.net

Customer Service Tel: 604 277 1726

For I.C.S Service order Form please  click here

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