Exhibitor Manual - American Institute of Aeronautics and Astronautics
Contents
1. EAC Registration Form 31 October 2014 AIAA Shaping the Future of Aerospace Exhibit Guide Listing Form Deadline 30 September 2014 Please complete this form and return it to Jean Riley at jeanr aiaa org by the above deadline for inclusion in the Exhibits Guide Late submissions may be omitted The information you provide will be used verbatim except for the correction of obvious typographical errors so please be sure to proofread your content prior to submission Part I Your contact information for AIAA internal use only Contact Person Email Address Telephone Number Fax Number Part Il For use in the Exhibit Guide Exhibiting Organization Name Street Address City State Zip Postal Code Country Website URL Email Address to be listed in Exhibit Guide Company Description 50 words or less Using an Exhibitor Appointed Contractor If an exhibitor requires a service contracting firm other than the designated contractor to install dismantle or work on their booth notification must be provided to AIAA 30 business days prior to the show Exhibitors must complete sign and return the Exhibitor Appointed Contractors Form enclosed If credentials are not on file contractors may be prohibited from entering the show floor AIAA will not supply information to display houses who are biddin2. FOR MDA SOC USE ONLY Date Form Received Attendee Code Date Entered Database Discrepancies Form Not Readable No Picture No FSO Signature No NTK Signature Notified by check one Email Q Phone on for receipt status or discrepancy notification Conference Badging Form Submission Instructions NON U S DELEGATES and OTHER ATTENDEES This form for non U S Delegates must be submitted to provide information and a photograph required for the conference badge and to review appropriate databases for your approved Visit Authorization Request VAR Individuals granted a security clearance by their government equivalent to U S SECRET or higher and those having a valid need to know may request authorization to participate in all sessions of the three day conference Individuals who do not possess a security clearance granted by their government but have a valid need to know validated by their government may request authorization to attend only the OPEN sessions on Monday 1 To obtain authorization to attend the conference MDA SOC must receive the following by 31 October 2014 a Properly completed Conference Badging Form for non U S citizens b Digital photograph in JPEG format c U S approval of a valid VAR submitted through embassy channels to the U S Defense Intelligence Agency Foreign Affairs Liaison Office 2 Submission to MDA After properly completing the security form and obtaining all the
3. Address City Country Email Contact Name Phone Fax Pico International LA Inc 2716 Ocean Park Blvd Unit 1020 Santa Monica CA 90405 United States of America Tel 1 310 450 1028 Fax 1 310 450 7080 www pico com reply to jiggs ibarrola us pico com FORM 3 FURNITURE GRAPHICS All materials are on rental basis and remain the property of Pico International LA Inc and its associates The signature and name contact information stated on the box below is deemed responsible for these ordered items and for their condition at the close of the show Description Quantity Price USS Total One meter wall octanorn system 250cmH 85 00 Arm spotlight 100W 80 00 Halogen light 150W 125 00 Sideboard 100cmW 100cmH 50cmD woodgrain 115 00 100 00 100 00 120 00 60 00 Single sofa seat 120 00 Barstool 90 00 Waste Basket 10 00 Brochure Holder 90 00 Digital Print file must be print ready 125 sqm Logo print file must be print ready foil cut 3 colors amp below 185 00 unnnnnnnnnnnnnnnnh Vv HY WY AV rental available upon request Company Name Booth Number Address City Country Email Contact Name Phone Fax Pico International LA Inc 2716 Ocean Park Blvd Unit 1020 IC O Santa Monica CA 90405 United States of America Tel 1 310 450 1028 Fax 1 310 450 7080 www pico com reply to jiggs ibarrola us pico com FORM 3A FURNITURE CATALOGUE All materials are on ren
4. 3 4 5 and 6 Q mpioc Staff Open Sessions Only Complete Parts 3 and 5 Q MDIOC Staff No Sessions Complete Part 3 Q Security No Sessions Complete Parts 3 and 4 LJ Invited Speaker Attending Only to Deliver Invited Speech Presentation PART 3 ATTENDEE DELEGATE INFORMATION Last Name First Name Middle Initial Your Name as You Would Like It to Appear on Badge Social Security Number itle or Military Rank amp Branch Office Phone Date of Birth mm dd yr Place of Birth City State Country Company or Organization Name Address City State Zip Code C Please check this box if you attended the Year 2013 Multinational BMD Conference amp Exhibition Warsaw Poland PART 4 CLEARANCE CERTIFICATION BY SECURITY MANAGER FACILITY SECURITY OFFICER FSO It is certified that the individual listed above possesses a security clearance issued on by Organizational Name and Address of Certifying Official Printed Name and Title of Certifying Official Phone Number SC No Cage Code Industry Only Certifying Officials Signature Date Signed PART 5 NEED TO KNOW CERTIFICATION BY U S GOVERNMENT OFFICIAL Printed Name of Certifying Official Phone Number Contract Number Industry Only Signature Office Symbol Date Signed PART 6 EMAIL NOTIFICATION Provide your email address if you wish to receive notification of your registration status by MDA SOC One character symbol per box LITT TTT ttt tt tit titi ttt ttt tt
5. Name of Authorized person Place and date of issue Signature and Stamp Attachement form 3 DB Schenker Romtrans FAIRS amp EXHIBITIONS DEPT Bucharest sector 1 65 67 Marasti Avenue Romania DATE POSITION ORDER FOR EMPTIES Exhibitor Ready to be picked up from the booth Requested to be returned to booth Time and date Time and date According to that ORDER the invoice will be issued Later claims concerning the volume or damage can not be accepted For goods remaining on what reason ever within the empties we do not take over responsibility Goods like that are to be declared at the time of handling over Exhibitor DB Schenker Romtrans Signature oo eeseceseeseeeceeeee sees ON SITE RETURN SHIPPING REQUIREMENTS SHOW NAME DATES EXHIBITOR NAME BOOTH NUMBER REQUIRED SET UP DELIVERY DATE YOUR ON SITE REPRESENTATIVE INFORMATION What is the name of your company s representative who will be attending the show At what hotel will they be staying Please include hotel phone and room if available On site telephone and cell phone of your representative RETURN DELIVERY INFORMATION At the conclusion of the show to what address should we return your freight COMPANY NAME DELIVERY ADDRESS ATTENTION TELEPHONE NO METHOD OF RETURN TRANSPORT SELECT ONE Rush Air Normal Air 10 14 Days Ocean If you require a different return method please specify PLEASE FAX OR E
6. Visit Authorization Requests VAR All non U S delegates must forward a VAR to the Defense Intelligence Agency through their Embassy in Washington D C in accordance with US foreign visit procedures Please insert the following as Point of Contact information on all VARs Mr Robert Helfant 571 231 8286 or Ms Jessica Jeng 571 231 8288 The VAR must list the following stated purpose of the request To attend support participation in the Missile Defense Agency MDA supported Year 2014 Multinational BMD Conference and Exhibition in Bucharest Romania 17 19 November 2014 National Embassies shall forward the VAR to the Defense Intelligence Agency at the following address Defense Intelligence Agency Foreign Liaison Office The Pentagon Room 1E811 Washington DC 20301 All conference security forms must be received at MDA by 31 October 2014 For questions concerning completion of the security clearance form or VAR please contact MDA Security Operations Center SOC Conference Badging Office at 571 231 8098 Register for the conference through AIAA Submitting a security clearance form does not register you for the conference Do not mail an AIAA conference registration form or fee to MDA www aiaa org mnc2014 THIS FORM IS FOR NON U S CITIZENS CONFERENCE BADGING FORM See reverse for submission instructions Year 2014 Multinational Ballistic Missile Defense Conference amp Exhibition 17 19 November
7. certifying signatures scan and email form to bmdconference mda mil or fax the form to Missile Defense Agency Attn SOC Conference Badging Office Fax 571 231 8099 3 Photographs are required for the conference badge Please provide a JPEG digital photograph from middle of chest to top of head 300 dpi or greater 2 x 2 inches or greater in size to MDA SOC using one of the following methods a Email Recommended by MDA 1 The JPEG file name must be the name of the person contained in the JPEG file Format for naming the file is Last Name First Name Middle Initial JPG 2 The subject line of the email must be Year 2014 BMD The body of the email must contain the name of the individual in the picture 3 Send the JPEG photograph as an attachment to bmdconference mda mil b Express Mail or courier service 1 Photograph in JPEG format must be stored on CD or DVD media disk 2 The JPEG file name must be the name of the person contained in the JPEG file Format for naming the file is Last Name First Name Middle Initial JPG 3 Please ensure a memo is enclosed identifying the full name last first middle initial of the individual contained on the CD or DVD media disk 4 Forward the package to MDA SOC Building 245 5700 18th Street Fort Belvoir VA 22060 5573 Please use a delivery service i e FedEx UPS DHL or other courier The U S Postal Service may delay delivery 4 Submission of
8. e Details to come Session 3B Technical Progress amp Initiatives e Details to come 1200 hrs O O Lunch www aiaa org mnc2014 Program at a Glance 1330 hrs Concurrent Technical Sessions Session 4A Exercises and Real World Events e Details to come Session 4B Architectures and C2 e Details to come Northrop Grumman Reception at Parliament Palace Wednesday 19 November Session 5 Panel Sessions e Panel discussions with senior leaders on critical missile defense topics 1200 hrs O Lunch 1330 hrs Session 6 Major Program Updates e Government presentations provide updates on missile defense programs across the globe 1700hs S E Conference Adjournment www aiaa org mnc2014 The exhibition will provide delegates with a view of If your organization is interested in exhibiting this year current and future missile defense capabilities Featured please contact Mr Chris Grady at chrisg aiaa org or are a display of system and element models mock ups 703 264 7509 and related multimedia Current exhibitors include Q BOEING LOCKHEED MARTIN i _ ANO MEAJS l WORLD CLASS THEATER AIR amp MISSILE DEFENSE NORTHROP GRUMMAN of um wie a pe DOPPLE ae RADARS www aiaa org mnc2014 Registration and Security Overview Registration Procedures The enclosed AIAA conference registration form must be completed by all delegates including speakers and received
9. is defined as an In line booth that is exposed to aisles on two sides All rules that apply to standard In line booths apply to Corner Booths without exception A Perimeter Booth is an In line Booth that backs to a wall or otherwise has no other booths behind it A Perimeter Booth may deviate from standard In line Booth rules only to the extent that the maximum backwall height may go as high as 12 Hanging Signs Hanging signs of any type are not permitted for In line booths in any configuration End cap Booths An End cap booth is defined as two In line booths that are exposed to aisles on three sides Rules Applying to End cap Booths While some events do allow the use of End cap booths the rules that are generally applied in order to maintain sight lines tend to be quite confusing and are extremely limiting to the point where the usable space is only 50 of the total To eliminate the issues that come with them End cap booths are not permitted Peninsula Booths A Peninsula Booth is composed of at least 4 contiguous booths and is exposed to aisles on three sides There are two variations to the Peninsula Booth a one which backs up to In line booths and b one which backs up to another Peninsula Booth and are sometimes referred to as a Split lsland Booth size Peninsula Booths are generally 20 x 20 or larger but can vary in one dimension depending on the standard booth established for the event i e if the standard In line b
10. or fees to MDA All required clearance and badging forms must be received at MDA by 31 October 2014 Access to the controlled unclassified sessions on Tuesday and Wednesday will be controlled by security personnel based upon approved VAR security clearance certification rosters and completed paid conference registration Delegates will not be allowed to bring electronic equipment of any kind e g portable telephones pagers computers digital assistants organizers dictionaries recording devices cameras etc into the conference area Luggage and other baggage items will not be allowed All handbags and personal possessions will be inspected upon entry into the conference area or as required Note taking will not be permitted in or around the conference site during the controlled unclassified sessions Books magazines flyers brochures and other paper products will not be allowed into the controlled conference area Security spot checks may be made at any time Bucharest Conference Badging Form Submission Instructions U S CITIZENS ONLY This form for U S citizens only must be submitted to provide information and photograph required for the conference badge Individuals granted a security clearance U S SECRET or higher and those having a valid need to know may request authorization to participate in all sessions of the three day conference Individuals who do not poss
11. or overhead lighting are allowed outside the boundaries of the exhibit space e Lighting must be directed to the inner confines of the booth space Lighting should not project onto other exhibits or show aisles e Potentially harmful lighting elements such as ultraviolet lighting or lasers must comply with facility rules and must be approved in writing by AIAA e Lighting effects should be tasteful and not interfere with other exhibitors or otherwise detract from the general atmosphere of the event Please complete and send this form to Jean Riley at jeanr aiaa org or to fax to 703 264 7551 Year 2014 ys M ultinational 17 19 November 2014 Po IVI i gt Nr Bir JW Marriott Bucharest Conference and Exhibition Grand Hotel Conference and Security Registration Deadline 31 October 2014 Shaping the Future of Aerospace Agenda Overview Delegates attending this year s conference will have the opportunity to hear views from various nations on key issues facing the missile defense community and to discuss national policies and operational issues related to defeating ballistic missile threats Expected attendance includes government and industry representatives from more than 20 nations Conference Structure The material presented on the opening day of this conference will be appropriate for public dissemination though media will not be in attendance Controlled unclassified sessions days 2 and 3 will provide
12. our National Agency for Exports Control A N C E X in order to get a import permit negation which allow the right of the entrance of the exhibits on Romanian territory Only our A N C E X should decides if is necessary or not to be released a import license or a negation Filling in the transport documents 1 TIR Carnet CMR Pro forma Invoice Packing List and power of attorney for an alternative of road transport 2 ATA Carnet Packing List power of attorney CMR AWB or B L for an alternative of road transport airfreight or sea freight 3 AWB Pro forma Invoice Packing List power of attorney for airfreight Pls send your shipments freight pre paid on own MAWB consigned to below mentioned address 4 Bill of Lading Pro forma Invoice Packing List and power of attorney for sea freight Pls send your shipments C amp F on B L consigned to below mentioned address Depending on the goods Customs Authorities can demand extra documents such as Quality Health Origin Conformity and Guarantee Certificates Instructions for filling in the documents 1 On CMR AWB or Bill of Lading the consignee has to word out 2 Name of Exhibition Name of exhibitor Pavilion no stand no C O Schenker Romtrans Fairs Dept The address should be issues like bellow mentioned at 1 or 2 1 the full trailers FTL should arrive our warehouse address first Bldv Marasti 65 67 Sector 1 011465 Bucharest 2 the goods delivered
13. regulations Any packing that does not comply with the requirements will be refused destroyed or return to its origin resulting in a considerable delay INSURANCE It is the responsibility of each exhibitor to secure insurance coverage for their goods throughout the entire shipping process starting when the goods are en route to the domestic consolidation point during the exhibition until return to the ultimate consignee Please note that freight remains in the custody of the shipper from the time it is delivered to your booth by TWI or its agent until the time it is retrieved from the floor by TWI or its agent Freight left at your booth at the close of the exhibition may be unattended for a period of several hours or several days It is the responsibility of the shipper to insure or otherwise provide for the security of unattended freight Goods not listed on the commercial invoice packing list will not be covered by insurance It is the responsibility of the exhibitor to insure that all documentation corresponds to the items being shipped CONTACTS TWI GROUP Sue Gestring sgestring twigroup com Phone 1 702 691 9005 SCHENKER ROMTRANS FAIRS amp EXHIBITIONS DEPT Dana Luca dana luca dbschenker romtrans com Liviu Sandru liviu sandru dbschenker romtrans com Claudiu Frujinoui claudiu frujinoiu dbschenker romtrans com Phone 0040 21 234 0425 0420 0427 IN CLOSING TWI wishes you an extremely successful show and will be happy to
14. us by groupage trailers LTL should arrive to our warehouse address Marasti Avenue 65 67 sector 1 011465 Bucharest 3 Notify on AWB or Bill of Lading should be filled in as follows Schenker Romtrans Fairs Dept phone 40 21 234 0425 0420 0437 fax 40 21 317 61 20 5 Supplementary instruction on CMR temporary import clearance have to be done at Customs Office code ROBU1200 by Schenker Romtrans Fairs Dept 6 Romanian Customs Authorities has been decided that only by this Customs Office called ANTREPOZITE to be done the temporary import clearance for the goods which attend in the Fairs amp Exhibitions or the Congress which is been hold in Bucharest 7 For the goods which arrive under Pro forma Invoice Packing List the time for temporary importation allowed by Romanian Customs Authorities is maximum 2 months 8 Courier delivery address we strongly recommend not sending Courier shipment direct to yr stand unless you have a member of yr stuff present to receive them If you do send goods by courier we suggest that you send them to our address DB Schenker Romtrans Fairs Dept Romania Bucharest sector 1 65 67 Marasti Avenue postal code 011465 inside of Romexpo area PRO FORMA INVOICE PACKING LIST Pro forma invoice has to provides no of pieces description of goods custom tariff customs code according to the Brussels Nomenclature gross net weight of each item unit total price of each item terms of de
15. 2014 JW Marriott Bucharest Grand Hotel Attendance at the Year 2014 Multinational Ballistic Missile Defense Conference and Exhibition is limited to individuals professionally qualified and actively engaged in work related to the subject matter of the conference Individuals granted a security clearance by their government equivalent to a U S Secret or higher security clearance and those having a valid need to know may request authorization to participate in all sessions of the three day conference Individuals who do not possess a security clearance granted by their government but with a valid need to know may request authorization to attend only the open sessions on day one In addition to this form delegates must forward a Visit Authorization Request VAR to the Defense Intelligence Agency through their Embassy in Washington D C in accordance with U S foreign visit procedures See reverse of this form CATEGORY OF CONFERENCE ATTENDEE Check only one Box Below Q Delegate All Sessions Open and Controlled Unclassified Q Delegate Open Sessions Only C Exhibitor All Sessions Open and Controlled Unclassified E Exhibitor Open Sessions Only C1 Exhibitor No Sessions LI MDIOC Staff Open Sessions Only CL MDIOC Staff All Sessions Open and Controlled Unclassified LL MDIOC Staff No Sessions Q invited Speaker Attending Only to Deliver Invited Speech Presentation ATTENDEE DELEGATE INFORMATION Last Name Surname Family Name Fir
16. 3 14 November Air Freight 10 November Sea Freight 3 November CUSTOMS CLEARANCE Customs clearance will take 3 working days before the delivery of the goods to the stand CONSIGNMENT amp SHIPPING INSTRUCTIONS Consequently we would like to advice you regarding the conditions in which the exhibits including the mock up demo military equipment military vehicles so on attends in BMD 2014 Bucharest Romania The military goods must be passive firing pin without tip and ropes mounted This sentence has to obligatory drafted on the ATA carnet and or Pro forma Invoice Packing List which shall accompany the cargo For the goods outside of the European Community it s required the copies of Pro forma Invoice Packing List or ATA carnet amp Power of Attorney amp pictures of products with 10 15 working days before the arrival of the goods in Romania This time is strictly necessary to check with our National Agency for Exports Control A N C E X in order to get a import permit negation which allow the right of the entrance of the exhibits on Romanian territory Only our A N C E X should decides if is necessary or not to be released a import license or a negation HHHH For the goods inside of the European Community it s required the copies of Pro forma Invoice Packing List amp Power of Attorney amp pictures of products with 10 15 working days before the arrival of the goods in Romania This time is strictly necessary to check with
17. MAIL THIS FORM TO YOUR TWI REPRESENTATIVE
18. TION AMERICAN EXPRESS L Account E eee ee eee ee a ro Expiration Date a ae eee Cardholder s Signature Cardholder s Name please print Cardholder s Billing address Company Name Address City Country Email Contact Name Phone Fax Pico International LA Inc 2716 Ocean Park Blvd Unit 1020 IC O Santa Monica CA 90405 United States of America Tel 1 310 450 1028 Fax 1 310 450 7080 www pico com reply to jiggs ibarrola us pico com FORM 2 SHELL SCHEME All materials are on rental basis and remain the property of Pico International LA Inc and its associates The signature and name contact information stated on the box below is deemed responsible for these ordered items and for their condition at the close of the show Fascia 4mm with company name 3 Spot lights US 160 00 per SQM Octa pillars Panel infili 4mm white 13amp Socket km SPECIFICATION Note carpet is not included venue is carpeted If required request for quote Octanorm system anodized aluminum frames and extrusions and white wall insert panels including 1 Two 2 White Gilbert chairs 2 One 1 Table 80x80cm 3 Three 3 arm spotlights for 9 sqm or 1 track light with 3 spot lights 4 One 1 power outlet max of 2kw 5 One 1 company name in black vinyl sticker please indicate company name below max of 20 letters Price per SQM USS 160 00 x sqm equals US Company Name Booth Number
19. ant Conference Security Manager Exhibit Security with a list of employees who will be working on the exposition floor and see that they have and wear at all times the temporary set up and tear down badges and or wrist bands that will be provided by AIAA and or Conference Security International Traffic in Arms Regulations U S Companies providing exhibits in AIAA open forums are responsible for ensuring that technical data displayed via their exhibits to include any associated technical discussions is in compliance with the International Traffic in Arms Regulations ITAR This may be accomplished by obtaining public release clearance for technical data displayed in industry exhibits and associated technical discussions or by obtaining a State Department issued Export License for all countries attending the conference U S exhibitors should seek further guidance from their company Empowered Official for Export Control matters U S attendees and participants are likewise advised that the disclosure of any ITAR controlled information through formal presentations discussions for informal discussions must be pre authorized by either a State Department issued Export License or a formal Foreign Disclosure Authorization issued by the cognizant Disclosure Authority for the organization that owns the information Important Deadlines Item Deadline Exhibit Listing Form 30 September 2014 Security Clearance Form Due to MDA 31 October 2014
20. ation caused by equipment such as forklifts and boom lifts Exhibit structures should also be able to tolerate wind effects that may occur in the exhibit hall when freight doors are open Refer to local building codes that regulate temporary structures Multi story Exhibits A Multi story Exhibit is a display where the structure is in excess of 12 feet and includes double and triple decker booths Some venues require prior approval of multi story exhibits by the facility and or applicable local government authorities because it is deemed to be a structure for building purposes A building permit based on an application and drawings prepared and submitted by a licensed architect or engineer may need to be obtained It is the exhibitor s responsibility to make sure that they are in compliance with local building regulations and as this can be a lengthy process to start early on to ensure that all time constraints are met Towers A tower is a freestanding exhibit component Towers taller than 8 feet should have drawings available for inspection As with multi story exhibits local regulations in many facilities strictly govern the use of towers A building permit may be required Americans with Disabilities Act ADA All exhibiting companies are required to be in compliance with the Americans with Disabilities Act ADA Information regarding ADA compliance is available online from the US Department of Justice at www usdoj gov crt ada infoli
21. authorized delegates access to information that is protected by limited distribution and other need to know controls where access or distribution limits have been applied in accordance with applicable national laws or regulations It includes information that has been declassified but remains controlled Hotel Information AIAA has made arrangements for a block of rooms at the JW Marriott Bucharest Grand Hotel To make a reservation visit aiaa org mnc2014 and click the Plan Your Trip link Appropriate credit card information is required at the time of the booking Reservations are on a first come first served basis while availability lasts Attire Business dress jacket and tie Note that military uniforms are STRONGLY discouraged Pasajul Macca Vilacrosse The JW Marriott Bucharest Grand Hotel Acknowledgment The conference organizers wish to express their appreciation to Northrop Grumman for its steadfast support of this conference NORTHROP GRUMMAN www aiaa org mnc2014 Program at a Glance Monday 17 November 0800 hrs Session 1 Welcome Address and Conference Overview e Keynote Addresses by Senior Delegates and Government Officials e Award Ceremony Session 2 e Continued Keynote Addresses by Senior Delegates and Government Officials 1700 hrs Networking Social with the Exhibitors Adjournment Tuesday 18 November Concurrent Technical Sessions Session 3A Missile Defense Issues
22. be used up to the maximum height of 16 Hanging Signs Hanging signs are permitted to a maximum height of 16 to the top of the sign and should be set back at least 10 from adjacent booths Those exhibitors who wish to use a hanging sign must submit a request written request and any applicable line drawings or renderings to AIAA at least 30 days prior to installation All hanging signs must be installed by the official general service contractor decorator or their designee in some cases this will be the facility itself In other words exhibitors are prohibited from contracting to have their sign hung by any entity not designated in the service kit Other Things to Consider More on Hanging Signs PLEASE NOTE Hanging points for signs may differ from actual ceiling heights and may depend on the weight of the sign This information must be requested of the general service contractor decorator BEFORE asking for approval by show management As a general rule AIAA allows the top of the hanging sign to be no more than 16 feet from the floor when being hung over an island or peninsula booth This is a general rule and varies depending on ceiling height and other factors Please get the appropriate approvals before designing your display and hanging signs Structural Integrity Displays should be designed constructed and erected in such a way that will withstand normal contact caused by neighboring exhibitors hall laborers or vibr
23. ce Attendance is therefore by invitation only and not widely advertised or otherwise solicited Please observe these basic criteria if you choose to pass this invitation on to another person Only registrants with a U S SECRET NATO SECRET or other U S government recognized foreign equivalent clearance and a validated need to know will be allowed to attend all three days of the conference including open and controlled unclassified sessions Delegates from invited nations with validated need to know but for whom a security clearance has not been received may only attend the sessions on Monday Delegates must submit the following forms to successfully register for the conference Please note that there are separate forms and instructions enclosed for U S and non U S badging purposes as well as the conference registration form 1 All delegates including presenters session chairs exhibitors support staff etc Submit enclosed Conference Badging Form non U S or Conference Security Form U S to MDA 2 Non U S delegates Submit Visit Authorization Request VAR through appropriate national channels to MDA The VAR should note that the delegate will be attending the Year 2014 Multinational BMD Conference and Exhibition in Bucharest Romania 17 19 November 2014 3 Submitting security clearance and badging forms does not automatically register you for the conference Do not send conference registration forms
24. ed form with online at AIAA credit card payment to www diaa org ATTN Sandra Turner 703 264 7657 mnc2014 1801 Alexander Bell Drive Suite 500 Reston VA 20191 Registration forms must be received by 31 October 2014 Registration forms cannot be processed without full payment You are not registered unless both the registration form and the security form are submitted and processed Cancellations must be received no later than 3 November 2014 There is a 100 cancellation fee Registrants who cancel beyond this date or fail to attend the conference will forfeit the entire fee For questions please contact Sandra Turner AIAA conference registrar at 1 703 264 7508 or sandrat aiaa org L Check here if you need to make special arrangements due to a disability Attach requirements on a separate sheet of paper FORM OF PAYMENT All registrants must AIAA Member No provide a valid ID LI Purchase Order L American Express driver s license or A Check O visa passport when they L Travelers Check L MasterCard check in TOTAL DUE U Wire Transfer Q Diners Club Credit Card Number REGISTER ON OUR WEBSITE www aiaa org mnc2014 Expiration Date Month Year Select Reai Now elect Register OW to Please note that photographs and video taken by or on behalf of AIAA of Signature access the secure online event activities and attendees shall be the property of AIAA By registering regist
25. ersons in their employment any acts that could lead to work stoppages strikes or labor problems 10 The exposition floor aisles loading docks service and storage areas will be under the control of AIAA s official service contractor The non official contractor must coordinate activities with the official service contractor Appeals of the decisions of the show manager will be made to AIAA who will render the final and binding determinations 11 Violation of above stated rules will lead to expulsion from the exhibit hall AIAA Shaping the Future of Aerospace Exhibitor Appointed Contractor Registration Form Deadline 31 October 2014 This form must be completed and submitted to Jean Riley jeanr aiaa org by the deadline of 30 days prior to exhibitor move in Forms submitted without an accompanying certificate of insurance will be considered incomplete and those EAC s will not be permitted on the show floor Part I Your contact information for AIAA internal use only Contact Person Company Name Telephone Number Email address Part EAC Contact Information EAC Name Contact Person Telephone Number Email Address Fax Number Address Service Being Provided Is this company an Yes or No advertising or service company who will subcontract the work to another firm General Rules International Traffic in Arms Regulations AIAA
26. ess a security clearance but have a valid need to know may request authorization to attend only the OPEN sessions on Monday 1 Complete parts 1 2 and 3 and the additional parts as specified under part 2 of the category of attendee selected 2 Part 4 must be completed by your security manager or facility security officer FSO certifying your security clearance 3 Part 5 must be completed by your U S government representative certifying your need to know 4 Part 6 must be completed to receive e mail notification confirming the status of your security clearance form submission Please enter your e mail address in the boxes provided one character symbol per box 5 Submission to MDA After properly completing the security form and obtaining all the certifying signatures scan and email form to bmdconference mda mil or fax the form to Missile Defense Agency SOC Year 2014 Multinational BMD Conference and Exhibition Fax 571 231 8099 6 Photographs are required for the conference badge Please provide by 31 October 2014 a 300 dpi or greater 2 x 2 inches or greater in size to MDA SOC using one of the following methods a Email Recommended by MDA 1 The JPEG file name must be the name of the person contained in the JPEG file Format for naming the file is Last Name First Name Middle Initial JPG 2 The subject line of the email must be Year 2014 BMD The body of the email must contain the name of the individual
27. exhibitors are reminded that their exhibits at the conference could be controlled by the International Traffic in Arms Regulations ITAR U S Organizations are responsible for ensuring that technical data they display via their exhibits in open forums to non U S Nationals in attendance should be compliant with the ITAR export restrictions U S Nationals are likewise responsible for ensuring that they do not discuss ITAR export restricted information with non U S Nationals in attendance Booth Staffing Exhibitors agree to abide by the installation and dismantling times set by AIAA and to have at least one person staffing their booths during published exhibition hours Exhibitors who vacate their booths prior to the published dismantle time without permission of the show manager may be subject to penalties applied at the discretion of AIAA The penalties can range from loss of priority status to exclusion from any and all AIAA events Operating Area AIAA reserves the right to impose limitation on noise levels and any other method of operation which becomes objectionable Any distribution of literature or samples shall be limited to the exhibitor s booth Carpet Floor Covering Floor covering is required for all exhibits at all AIAA events Ballroom CD at Space 2013 is carpeted Children For safety reasons no persons under the age of 18 are allowed in the exhibit hall without parental supervision at any time Shoes For your own Safet
28. f you are not the person who should be receiving this please forward it to the appropriate person as soon as possible Please note that this event has some additional requirements and items to be aware of that may differ from other events due to the sensitive nature of the conference topic As such please review the entire service manual AIAA strives to make our events the very best they can be To that end once the event has concluded we will be distributing an event survey to all exhibiting organizations We ask that you please take a few moments to complete the survey and provide us with your feedback Your constructive criticism is welcome and encouraged If we can be of assistance in preparing for this event while onsite or after the event has concluded please feel free to contact us Once again thank you for supporting this event Regards Sean AIAA Event Manager jeanr aiaa org 1801 Alexander Bell Drive Suite 500 Reston VA 20191 4344 Phone 703 264 7500 Fax 703 264 7551 http www aiaa org Exhibit Hours Set Up Sunday 16 November 0800 1700 Set Up Monday 17 November 0700 1500 Show Open Reception Monday 17 November 1700 1830 Show Open Tuesday 18 November 0900 1700 Show Open Thursday 19 November 0900 1200 Tear Down Thursday 19 November 1200 2200 2014 Multinational BMD Conference Specific Information Do s and Don ts In addition the rules and regulations found el
29. g for your business The exhibitor must make any request for information required in writing to Arata An exhibitor may employ the services of an exhibitor appointed contractor to install and dismantle the display providing the exhibitor and the independent installation and dismantling contractor comply with the following requirements The exhibitor appointed contractor must abide by all show and building rules and regulations IT IS THE EXHIBITOR S RESPONSIBILITY TO MAKE SURE ARATA HAS THIS INFORMATION WHICH IS PROVIDED IN THIS EXHIBITOR MANUAL AND SENT TO THE EXHIBITOR 1 The exhibitor must notify ARATA of the intention to use an independent contractor by 1 October 2013 furnishing the name address and telephone number of the firm as well as the name s of the onsite appointed contractor s 2 The exhibitor appointed contract must abide by all show and building rules and regulations IT IS THE EXHIBITOR S RESPONSIBILITY TO MAKE SURE THE NON OFFICIAL CONTRACTOR HAS THIS INFORMATION WHICH IS PROVIDED IN THIS EXHIBITOR MANUAL 3 The non official contractor must have all licenses permits or bonding required by the federal state county or municipal governments and the exposition hall management prior to commencing work and shall provide Arata with evidence of compliance 4 The non official contractor must have purchased and have in effect insurance and have provided Arata with a copy of a valid insurance certificate within 30 day
30. gaa Exhibitor Manual 2014 Multinational BMD Conference and Exhibit 17 19 November 2014 JW Marriott Bucharest Grand Hotel Bucharest Romania IMPORTANT If this manual has been addressed to an individual not responsible for exhibit arrangements PLEASE FORWARD IT TO THE APPROPRIATE PARTY PROMPTLY Table of Contents 1 AIAA Information e Welcome Letter e BMD Conference Specific Information e Important Deadlines e Exhibit Guide Listing Form e Using an Exhibitor Appointed Contractor rules apply to EAC s e EAC Registration Form e AIAA Rules and Regulations o General Rules o Display Rules 2 Preliminary Program with Security Forms mandatory for all exhibitors e U S Citizen Form e Non U S Delegate Form 3 Pico International LA Inc 2716 Ocean Park Blvd Unite 1020 Santa Monica CA 90405 TEL 1 310 450 1028 FAC 1 310 450 7080 www pico com Jiggs Ibarrola jiggs ibarrola us pico com 4 TWI Shipping Information jin AIAA Shaping the Future of Aerospoce 12 August 2014 Dear Exhibitor On behalf of AIAA we would like to say thank you for your participation in and support of the 2014 Multinational BMD Conference and Exhibit This event would not be a success without the support of organizations like yours and we at AIAA would like you to know how much we appreciate your support This exhibitor service manual contains all of the information your organization will need regarding the logistics of this event I
31. help you in any way possible If you have any questions that are not answered here have special arrangements with which you need assistance or require further information regarding shipping to an international exhibition please call at your convenience Attachment form 1 POWER OF ATTORNEY Herewith We coisas iior anini cosebeavesees seis saseivasteecenedssstaveders as owner of the goods authorize SCHENKER ROMTRANS FAIRS DEPT Romania Bucharest sector 1 65 67 Marasti Avenue to utilize our ATA CARNET noO essesssesssessesssecosssssessescossssecosessssse for temporary importation and re export of the goods listed and to make all the necessary statements to A N C E X and to Romanian Customs Authorities on our behalf concerning our participation at BMD 2014 in BUCHAREST Power of Attorney given by Name of Authorized person Place and date of issue Signature and Stamp Attachment form 2 POWER OF ATTORNEY Herewith We isos cies cscechediest sees ean N eaea S e an as owner of the goods authorize DB SCHENKER ROMTRANS FAIRS DEPT Romania Bucharest sector 1 65 67 Marasti Avenue to receive deliver and transport our exhibits mentioned on Proforma Invoice Packing List no ccccssssssssceseeceeeeeseees and to make all the necessary statements to A N C E X and to Romanian Customs Authorities on our behalf concerning our participation at BMD 2014 in BUCHAREST Power of Attorney given by
32. in the picture 3 Send the JPEG photograph as an attachment to bmdconference mda mil b Express Mail or courier service 1 Photograph in JPEG format must be stored on CD or DVD media disk 2 The JPEG file name must be the name of the person contained in the JPEG file Format for naming the file is Last Name First Name Middle Initial JPG 3 Please ensure a memo is enclosed identifying the full name last first middle initial of the individual contained on the CD or DVD media disk 4 Forward the complete package to MDA SOC Building 245 5700 18th Street Fort Belvoir VA 22060 5573 Please use a delivery service i e FedEx UPS DHL or other courier or deliver by hand The U S Postal Service may take longer to make the delivery All conference security forms must be received at MDA by 31 October 2014 For questions concerning completion of the security clearance form or submission to MDA SOC please contact MDA Security Operations Center SOC Conference Badging Office at 571 231 8098 Register for the conference through AIAA Submitting a security clearance form does not register you for the conference Do not mail an AIAA conference registration form or fee to MDA www aiaa org mnc2014 THIS FORM IS FOR U S CITIZENS CONFERENCE SECURITY FORM See reverse for submission instructions Year 2014 Multinational Ballistic Missile Defense Conference amp Exhibition 17 19 November 2014 JW Marriot
33. livery only CIF Bucharest On pro forma invoice the consignee has be filled in as follows Name of Exhibition Name of Exhibitor Pavilion NO ccsecsceseeeee Stand NO cceceeeecseceeees C O Schenker Romtrans Fairs Dept Bucharest Sector 1 65 67 Marasti Avenue Packing list has to provide no of pieces description of goods gross net weight of each collie terms of delivery CIF Bucharest At the same time the consignee has to be filled just like above mentioned in the pro forma invoice For the goods INSIDE of the EUROPEAN COMMUNITY besides the above mentioned should also be filled the value each item Blank copies of the pro forma invoice packing list are included for your shipment The pro forma invoice packing list should be prepared with the following details e Permanent Importation customer goods prospects catalogues and advertising materials In this pro forma invoice should be made the remark goods for free distribution during the Fair the value only for customs e Temporary Importation exhibits or stand materials e Pro forma invoices and packing lists can be combined on one document if they list quantity description and value of EACH ITEM shipped as well as weight and dimensions of EACH PACKAGE in the shipment e Your company s Federal employer I D number and any applicable license numbers should also appear on the pro forma invoice as well as a stamp with your company logo e Make sure to incl
34. n be provided upon request 2 Form 2 Shell Scheme This form is for those who plan or have secured a shell scheme package 3 Form 3 Furniture Graphics Provides you a basic list of furniture items and graphics works that we can provide There are more furniture available to rent Please inquire by email for additional items A furniture catalogue is also provided for your reference Audio Visual equipment rental please inquire by emailing your requirement Custom Booth rental and build as a Total Brand Activation company we specialize in creating impressive designs and messaging To arrange a one on one meeting call to discuss details please email us On behalf of the entire Pico Group we look forward to supporting you during the Multinational BMD 2014 Sincerely Jiggs Ibarrola Email jiggs ibarrola us pico com Pico International LA Inc 2716 Ocean Park Blvd Unit 1020 IC O Santa Monica CA 90405 United States of America Tel 1 310 450 1028 Fax 1 310 450 7080 www pico com reply to jiggs ibarrola us pico com FORM 1 PAYMENT All orders require full payment either by American Express credit card or wire transfer Items without payment will not be delivered Any remaining balance will be charged to the Amex card on file PLEASE PRINT OR TYPE Booth Number COMPANY NAME Address City Ordered by Date Phone Fax Email A BANK WIRE TRANSFER Information to be provided upon request B CREDIT CARD AUTHORIZA
35. ne htm Flammable and Toxic Materials All materials used in the construction of displays should be made of fire retardant materials and be certified as flame retardant Materials that cannot be treated to meet the requirements should not be used A flame proofing certificate should be available for inspection It is the exhibitor s responsibility to dispose of any waste products they generate during the event in accordance with guidelines established by the US EPA and local authorities Electrical Every exhibit facility has different electrical requirements and many require exhibitors to obtain all electrical connections extension cords power strips etc from them In addition to reviewing the buildings requirements it is suggested that these minimum guidelines be followed e All 110 volt wiring should be grounded three wire e Wiring that touches the floor should be SO cord minimum 14 gauge three wire flat cord which is insulated to qualify for extra hard usage e Cord wiring above floor level can be SJ which is rated for hard usage e Using cords normally made for use in homes are not recommended and are often prohibited Cube taps are also not recommended and frequently no permitted e Power strips multi plug connectors should be UL approved with built in over load protectors Lighting The following guidelines should be considered when determining booth lighting e No lighting fixtures lighting trusses
36. ooth is 8 x10 then a Peninsula Booth would be 16 x 20 or larger Rules Applying to Peninsula Booths In line When a Peninsula Booth backs to two In line booths backwall height is restricted to 4 feet within 5 feet of each aisle to allow for reasonable sight lines for the adjacent In line booths The maximum height is 16 including signage for all other parts of the space Split island When a Peninsula Booth shares a common backwall with another Peninsula Booth the entire cubic content of the space may be used without any backwall sight line restrictions up to a maximum height of 16 Hanging Signs Hanging signs are permitted to a maximum height of 16 to the top of the sign and should be set back at least 10 from adjacent booths Those exhibitors who wish to use a hanging sign must submit a request written request and any applicable line drawings or renderings to AIAA at least 30 days prior to installation All hanging signs must be installed by the official general service contractor decorator or their designee in some cases this will be the facility itself In other words exhibitors are prohibited from contracting to have their sign hung by any entity not designated in the service kit Island Booths An Island booth is any size booth that is exposed to aisles on all sides Size Island Booths are generally 20 x20 or larger Rules Applying to Island Booths The entire cubic content of the space may
37. r online at www aiaa org mnc2014 card or money order payable to AIAA must accompany registration To pay the member rate your membership must be in good standing All registrants please complete the information below REGISTRATION OPTIONS All registrants must provide a valid ID driver s license or Conference Badge Name First Given Name M I Last Family Name passport when they check in re Conference Government or AIAA Member Organization Name Division Mailstop OPTION 1 ALL SESSIONS 17 19 NOVEMBER 2014 Aies T 1 364 0 1 165 City State Country Zip Postal Code Includes attendance to sessions exhibits and daily lunch Includes 24 VAT Email Address Daytime Phone Number Fax Number include country code Job Title Rank Reminder you are not approved to attend unless both the registration form and the security AIAA MEMBERSHIP form are submitted and processed For those paying the full conference registration fee sign below to receive your complimentary one year AIAA membership Offer valid within six months of conference start date Conference and Security Registration Deadline 31 October 2014 Signature Date L Check here if you are renewing or reinstating your membership You must pay full nonmember conference fee RETURN FORM TO 1 For fastest easiest 2 By mail return completed 3 By fax send the signed service register form with payment to complet
38. ration form Use for this event you consent to the use by AIAA of any photograph or video Email address of cardholder for receipt credit card only Follow in which you appear including for promotional purposes in print digital the steps for registration or other format without notice or compensation to you Pico International LA Inc 2716 Ocean Park Blvd Unit 1020 IC O Santa Monica CA 90405 United States of America Tel 1 310 450 1028 Fax 1 310 450 7080 www pico com reply to jiggs ibarrola us pico com MULTINATIONAL BMD 2014 EXHIBITION NOVEMBER 17 19 2014 JW MARRIOTT BUCHAREST HOTEL BUCHAREST ROMANIA Dear Exhibitor Pico International LA Inc is pleased to inform you that we have been appointed as the Official General Exhition Contractor for this year s Multinational BMD Exhibition which will take place on November 17 19 2014 at The JW Marriott Bucharest Hotel in Bucharest Romania Kindly take time to review the attached information and order forms Please ORDER IN ADVANCE all the services and items that you require for the event to ensure a smooth and well coordinated preparation for the installation show days and dismantling The following are attached and these forms are DUE ON OCTOBER 8 2014 1 Form 1 Payment information We accept two 2 forms of payment bank wire transfer OR American Express card For thos who prefer to pay by bank wire transfer the bank information ca
39. s of the event AIAA must be named as additional insured This insurance must be maintained in a financially sound insurance company admitted and licensed to provide insurance in the state where the exhibitor appointed contractor is domiciled for the following coverage a An active worker s compensation insurance policy covering all permanent employees and all temporary labor hired to perform work on this event b Comprehensive general liability insurance against claims for bodily injury or death and property damage of not less than 1 000 000 00 each occurrence c Automobile liability insurance of not less than 500 000 00 for bodily injury and property damage each occurrence 5 The non official contractor must follow the scheduled work times or pay any additional cost incurred because of extended hours 6 The non official contractor must furnish Arata with a list of employees who will be working on the exposition floor and see that they have and wear at all times the temporary set up and tear down badges that will be provided by AIAA 7 The non official contractor must not solicit business on the show floor 8 The non official contractor must confine their operation to the exhibit area of their client s No service desk storage areas or other work facilities will be located elsewhere at the exhibition site 9 The non official contractor must comply with labor agreements and practices and must not commit or allow to be committed by p
40. sewhere in this exhibitor service manual the following items must also be adhered to by all exhibitors and their support personnel Photographs No photographers or press will be permitted in the exhibition area without MDA approval Electronic Devices Computers Laptops Routers All internet or local type computer peripherals are to be hardwired It is not permitted to operate wireless computers laptops or routers in the exhibit or conference area this includes Blackberry type devices Mobile Phones Mobile phones will be allowed in the exhibit area Giveaways Promotional Items No company logos can be displayed on any of the large giveaway items i e bags distributed at the event This restriction is to avoid advertising the event outside the building If a logo is seen on a large giveaway item the exhibitor will be asked to remove them Smoking There will be NO Smoking permitted inside the exhibit hall venue Exhibit Hall Access during Set up Tear Down All personnel who will be participating in the installation and dismantling of your booth are required to be registered in order to access the exhibit area Exhibitors and temporary labor display house stand builder personnel will register with event security by showing a valid government issued Photo ID and will be issued a wristband that must be worn while in the exhibit area This is a daily process The exhibitor appointed contractor must furnish AIAA and Assist
41. st Name Christian Name Given Name Initial Country of Citizenship Your Name as You Would Like It to Appear on Badge Title or Rank Date of Birth mm dd yr Place of Birth City State Country Passport Number and Couniry that Issued the Passport Phone Number at Which You Can Be Contacted Company Organization Company Organization Phone Number If dialed from the U S Company Organization Address Street City Country Name of Embassy Processing Visit Request Please check this box if you attended the Year 2013 Multinational BMD Conference amp Exhibition Warsaw Poland EMAIL NOTIFICATION Provide your email address if you wish to receive notification of your registration status by MDA SOC One character symbol per box LTT TT TIT ITT TTT FOR MDA SOC USE ONLY Date Form Received Attendee Code Date Entered Database FORTDIS Approval Number Date Approved FORTDIS DB Review Date of Last Check Date Date Date Date Date Date Date Date Date Date Notified by check one 0 emaii Q Phone on concerning receipt status or discrepancy notification Discrepancies Comments CONFERENCE REGISTRATION FORM Year 2014 Multinational AIA A BM D Cc o n fe re n Cc e Shaping the Future of Aerospace and Exhibition 17 19 November 2014 JW Marriott Bucharest Grand Hotel Select your registration option below Payment by check credit REGISTRATION FORM or registe
42. submit a copy of the pro forma invoice packing list power of attorney and the Handling of Empties order form to Schenker Romtrans Document deadline October 24 2014 CONSUMER GOODS IMPORT RESTRICTIONS Consumer Goods Duties will be charged for all kinds of customer goods advertising material prospects catalogues and give aways and are not allowed for sale or t be returned to sender re export after the exhibition It is not allowed the sale of exhibitors to visitors during the Fair Import Permits Restrictions Several import permits restrictions are requested for several products such as e Alcoholic drinks e Colors and paints e Food stuff e Temperature regulating systems air conditioner refrigerator etc e Coffee e Cigarettes e Mineral oils e Gold and Platinum Jewels e Military goods STORAGE OF EMPTIES According to the ORDER please check the attachment the invoice will be issued Later claims concerning the volume or damage cannot be accepted For goods remaining on whatever reason within the empties we do not take over responsibility Goods like that are to be declared at the time of handing over SHIPMENTS WITH NON MANUFACTURED WOOD PACKING All shipments containing Non Manufactured Wood Packing NMWP must be either heat treated or fumigated This is not a paper based certification system therefore the NMWP and solid wood packing material SWPM must bear markings indicating the type of treatment under the ISPM 15
43. t Bucharest Grand Hotel Please print all information legibly Unreadable forms will be returned to the originator without processing Attendance at the Year 2014 Multinational Ballistic Missile Defense Conference amp Exhibition is limited to those personnel actively engaged in work related to the subject matter of the conference Individuals must possess at least a U S Secret clearance The need to know for the information to be presented must be certified in order to attend any element of the conference Hand carried conference badging and U S security clearance certification forms will not be accepted at the conference site PART 1 TYPE OF CONFERENCE ATTENDEE check only one box below Q Mpa Employee U S Government Civilian L MDA Employee U S Government Military 0 mpa Employee Contractor C Other U S Government Civilian L Other U S Government Military U u s Industry Contractor Q other specify PART 2 CATEGORY OF CONFERENCE ATTENDEE check only one box below Q Delegate All Sessions Open and Controlled Unclassified Complete Parts 3 4 5 and 6 Q Delegate Open Sessions Only Completed Parts 3 and 5 Q eExhibitor All Sessions Open and Controlled Unclassified Complete Parts 3 4 5 and 6 m Exhibitor Open Sessions Only Complete Parts 3 and 5 C Exhibitor No Sessions Complete Part 3 Q Support Staff No Sessions Complete Parts 3 and 4 C MDIOC Staff All Sessions Open and Controlled Unclassified Complete Parts
44. tal basis and remain the property of Pico International LA Inc and its associates The signature and name contact information stated on the box below is deemed responsible for these ordered items and for their condition at the close of the show F 2 i Gilbert Chair Barstool Bistro Table Brochure Holder BD a gt n P lt b gt es Round Table Square Table Single Sofa Seat Sideboard woodgrain i gt Wastebasket Laptop 15 LCD 40 Company Name Booth Number Address City Country Email Contact Name Phone Fax GROUP Shaping the Future of Aerospace WORLDWIDE SHIPPING INSTRUCTIONS BMD 2014 BUCHAREST ROMANIA 17 19 NOVEMBER TWI has been appointed by the American Institute of Aeronautics amp Astronautics as the official transportation coordinator of equipment and display materials for U S exhibitors participating in the BMD 2014 exhibition The information on the following pages lists shipping dates consolidation points and documentation requirements for the transportation of your material into the Romania AIR FREIGHT DEADLINES AND ON SITE DELIVERY DATES The following air freight cut off dates have been selected to allow you to have as much time as possible to prepare your exhibition materials prior to shipment Road Freight by Full Trailers FTL 16 17 November Road Freight by Groupage Trailers LTL 1
45. ude in English only a complete precise and simple non technical description of all items on the pro forma invoice e Please indicate gross weight and net weight per position on the invoice as well as the quantity per position on the invoice i e 100 pens in 1 carton e Every article with different custom code must be listed BTN Codes but figures are requested e Please include the case size and Cubic Meter CBM the following calculations will provide assistance LxWxH in inches x 0000164 CBM LxWxH in centimeters 1 000 000 CBM e Material not returning from the show i e items to be sold literature giveaways etc must be packed and listed on a separate invoice In this instance use the pro forma invoice for permanent importation and label the invoice consumed e Your shipment should include Four 4 typewritten copies of each pro forma invoice with each copy bearing an original signature in blue ink and company stamp and in PDF and Excel electronic format e IMPORTANT The importation of alcohol and tobacco is prohibited e NOTE Romanian Customs Authorities accept only original documentation including signatures and stamps e Please ensure that all statements as consignee address quantities weights and values mentioned in all your issued export and transport documents are identical PLEASE DO NOT SEND ANY KIND OF GOODS THAT ARE NOT DECLARE ON THE PRO FORMA INVOICE PACKING LIST DOCUMENT DEADLINE Please
46. with payment at AIAA by 31 October 2014 ALL SESSIONS 17 19 November 2014 Conference 1 364 AIAA Member Government 1 165 Registration fees include session and exhibition attendance networking coffee breaks and a daily lunch Conference registration refunds will be provided if a written cancellation is received by 3 November 2014 There is a 100 cancellation processing fee Please note that you are not registered unless both the AIAA registration form and the MDA security form are submitted and processed For questions please contact Sandra Turner at sandrat aiaa org Online Registration Online registration using a secure server is available at www aiaa org mnc2014 On Site Registration On site registration opens Sunday 16 November 2014 from 1600 1900 hrs at the JW Marriott Bucharest Grand Hotel Attendance Confirmation Delegates whose registrations are processed after 31 October 2014 may not necessarily receive confirmation prior to the conference However all delegates whose registration fee and security clearance have been received by 31 October 2014 can expect to receive written acknowledgment Questions about security clearance should be referred to the MDA Security Operations Conference Badging Office at 571 231 8098 or fax inquiries to 571 231 8099 www aiaa org mnc2014 Conference Security All delegates must have a NEED TO KNOW for the information that will be discussed at the conferen
47. y no open toe shoes or sandals of any kind are permitted in the exhibit hall during move in or move out Display Rules In line Booths In line booths are generally arranged in succession and exposed to an aisle on one side In line booths are sometimes referred to as Linear Booths size The standard In line booth size in the US is 10 x10 3 05m x 3 05m although there are exceptions where the depth of the booth will vary and the space offered is 9 x10 8 x10 and in some extreme cases even 5 x10 These variations are usually as a result of trying to maximize a small space Rules Applying to In line Booths Without concern for the number of In line Booths used i e 10x20 10x40 booth displays should be set up in such a way so as to not obstruct the sight lines of other booths The maximum height of 8 feet is allowed in the rear of the space and a maximum height of 4 feet in the front of the space to the aisle Note when three or more In line booths are utilized in combination of a single space the 4 foot height limitation only applies to that portion of the booth within 10 of an adjoining booth In other words for any In line booth space longer than 30 the 4 foot restriction is only applied to the 10 booth sections on the left and right extremes of the space Variations to In line Booths There are two variations to In line booths and they are the Corner Booth and the Perimeter Booth A Corner Booth
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