Exhibit Service Manual
Contents
1. Panels Back wall side walls parapet all with veneer coated paper finish 2 Company name board W900 x 200 white panel with navy blue parapet English alphabet Gothic font Navy Blue 3 Exhibit stand W1800 x D900 x H720 with white cloth 4 Fluorescent lamp 40W x 1 lamp 5 None of the Exhibitor s exhibit or decoration must be higher than 2 4 meters All of the above items will be installed by the secretariat Fluorescent lamp All other needed installations are the responsibility of the exhibitor All additional electrical installations are requre an additional fee except for the fluorescent light comes with the shell scheme booth Notes 1 Please specify if you require your company logo additional fee a Company name board 2 A 40w fluorescent light will and English be installed behind the company name board to light ae 7 1 cae Exhibit stand 4 gt up the inside of the booth 2 Tha vanna flanr io narnatad 2 58 Booth Space 1 8 meters at the front X 1 8 meters deep X 2 4 meters high 1 The booth space will be handed to the exhibitor with markings on the floor In addition the exhibition Secretariat will install panels D900 for booths that adjacent to other booths on any side 2 None of the Exhibitor s exhibit or decoration must be higher than 2 4 meters 3 Layout to keep a wide field of vision of neighboring booths is appreciated 42. Please arrange decorations and exhibits without impeding adjoining booths 5 Please submit construction drawing to the Exhibition Secretariat in advance Installation and Decoration Please complete installation and decoration within the hour of carrying in February 16 Mon 08 00 10 30 Electrical Installation Limited power supply up to 1 0Kw will be provided for JPY18 000 to the booth on the Exhibitor s request AC 1 100V 50Hz JPY9 000 for every 0 5kw will be added if capacity exceeds 1 0Kw including charge for consumed electricity The Exhibitor will be charged separately for any secondary installation of lighting and power which is not mentioned above e g outlets Please let the Secretariat be informed of it by sending back the application form e g w minimum with 1 outlet 2 mouths Electrical Installation fee JPY 18 000 18 000x1 outlet JPY 3 500 3 500x1 Total JPY 22 000 Please use the attached form No 2 Application for 1 Work
3. Asia ARVO 2015 Service Manual EXHIBITION Asia ARVO 2015 February 16 19 2015 Exhibition Guide Outline for Exhibition Title Asia ARVO 2015 Exhibition Dates February 16 19 2015 Monday to Thursday Exhibition Hours of Carrying in installatior February 16 Mon 08 00 10 30 Opening Hours Exhibition Opening Hours February 16 Mon 11 00 17 00 February 17 Tue 09 00 17 00 February 18 Wed 09 00 17 00 February 19 Thu 09 00 15 00 Removal carrying out February 19 Thu 15 00 18 00 Venue Pacifico Yokohama Meeting Center 301 304 1 1 1 Minato Mirai Nishi ku Yokohama 220 0012 Japan TEL 81 45 221 2155 General Information http www pacifico co jp Instructions from the Pacifico Yokohama Make sure to follow the assigned route and elevator when carrying in your exhibit materials and equipment Vertical clearance of the unloading area in the conference center is 3 2 meters Do not any other elevator aside from the assigned carrying in elevator Carrying in equipment forom the 1st and 2nd floor entrances is also prohibited If using a forwarding company make sure not to leave the venue until receipt of all equipment has been confirmed Event Asia ARVO 2015 Chair Prof Kazuo Tsubota MD FARVO Department of Ophthalmology Keio University School of Medicine Theme Evolutions in Ophthalmology from quality of Vision to Aging and Regenerative Science Organizer Departme
4. ed time Feb 16 2015 8 00 10 30 AM Exhibition Hall Administration The utmost efforts will be devoted by the Exhibition Secretariat to the protection and efficient administ ration of the hall and all display items including the period of carrying in out although no responsibility can be borne for accidents theft or losses resulting from fire or other occurrences beyond human control or for the outbreak of human caused accidents within the booth area Accident Prevention and Liability The Exhibitor must take appropriate measures to guard against any accidents during carrying in out demonstration presentation or dismantling The Exhibitor is liable for any accident or damage caused by any activity concerning the Exhibitor Water Supply and Drainage Propane Gas Compressed Oxygen The use of water propane gas compressed oxygen and other substances and materials considered by the Organizer to be dangerous is prohibited Prohibited Activities 1 The Exhibition is located just in front of the scientific session rooms During the sessions please adjust the volume of loud speakers and other speakers The voices of VTR and PC should also be adjusted In addition using wireless microphones is prohibited for fear of disturbing the sessions 2 Sales or promotional activities in the Exhibition Hall such as distribution of brochures about exhibits out of the Exhibitor s booth is prohibited 3 Smoking is prohibited in the Exhibi
5. h 29 16m and up 8 6 48 m and up 6 Basic space Shell Scheme 2 spaces and up 6 Rules and Regulations Relating to the Installation 1 The Exhibitor is requested to pre fabricate the installation so that only minimum assembly will be required a the venue and so that its carrying in and installation work will be completed as promptly and efficiently as possible during carrying in installation period 2 Make sure to follow the Industrial Safety and Health Law during booth set up and take measures to ensure safety wearing of safety helmet safety belt etc 3 When using plywood fibrous plates flags curtains cloth paper and other inflammable materials used for booth decoration the Exhibitor must use flame resistant ones Under the Fire Service Law of Japan those without a flame resistant label one issued by Japan Fire Retardant Association is the only one valid are not permitted Each fire resistant item must be clearly labeled as such with the label prominently visible using tags stickers etc When using special materials the Exhibitor must obtain permission from the local fire department in advance by presenting samples Note The fire department will arrive to inspect the safety of exhibits Please make sure to use fire resistant veneer fire resistant sheets etc 4 The Exhibitor must make sure their installed packaged booth and exhibits are stable so that they will not be knocked down fall or move i
6. icles the Exhibitor is requested to move in out following the designated routes with the attached Carrying in out vehicle permit put up on the front window and following the instructions of the staff Please note that vehicles without Carrying in out vehicle permit are not allowed to enter the venue As for extra copies of vehicle permit the Exhibitor is requested to make copies 3 The Exhibitor is requested to prepare carts for Carrying in 4 There is no stock space available in the hall The Exhibitor is requested to carry back all the boxes materials for package and empty crates 5 The Exhibitor must unpack its items in its booth and must not place them on the aisle 6 Materials and waste left after the installation and decoration must be carried back on the Exhibitor s own responsibility In case anything is left the Exhibitor will be requested to pay the expense for disposal Carrying out Equipment and Exhibits February 19 Thu 15 00 18 00 Decorations and Rental Furniture February 19 Thu 16 00 18 00 1 As for Carrying out please start with dismantling of the exhibit items 2 The Exhibitor must move out all the items exhibits materials for parking during the above mentioned period In case of anything being left the Exhibition Secretariat will dispose of them at its own will and the cost of disposal shall be borne by the Exhibitor Rules and Regulations Relating to the Presentation Regulations Relating to
7. n case of earthquake 5 If the Exhibitor should damage any equipment in the hall other exhibitors decorations or exhibits the Exhibitor concerned must restore it to the former condition at their expense and responsibility regardless of the reason Any direct construction to the floor with an adhesive tape or an anchor is prohibited In case of installation of punched carpet on the floor please reinforce the floor with flame resistant plywood 6 None of the Exhibitor s decorations or exhibits must be higher than 2 4 meters 7 The bearable weight of the floor is 350Kg m In case of heavy exhibits more than 100Kg m please reinforce the floor with panels more than 10mm in thickness The Exhibitor planning to place heavy items is requested to consult with the Exhibition Secretariat 8 During the exhibition s run alterations to the installation of exhibits or to decorations cannot be made in principle 9 The Exhibitor must not place its display materials or decorations where they can cover such equipments as fire extinguisher fireplug fire alarm alarm bell or guide light None of the Exhibitor s exhibits or display which may impede the use of such equipment must be placed around it 10 The Exhibitor is requested to carry back all waste after the installation work In addition please beware of stepping on nails Installation Profile Shell Scheme Booth 1 8 meters at the front X 0 9 meters deep X 2 4 meters high 1 Base
8. nt of Ophthalmology Keio University School of Medicine Official Language English Number of Participants 2 000 Exhibition Secretariat for the Exhibition Asia ARVO 2015 Exhibition Secretariat Person in Charge Sachiyo Minakawa and Shigeru Takayama E mail exh_asia arvo mediproduce jp Pacifico Yokohama Meeting Center 301 304 1 1 1 Minato Mirai Nishi ku Yokohama 220 0012 Japan TEL 81 45 221 2155 General Information Pacifico Yokohama Confarence Center Sokuragichd Sto 1 RAIMI FTLN Municipd Subway bive Une 1 Parking Please use the public pay parking lot for buses large vehicles bus tour terminals etc In addition the outdoor parking area is also available to use during the conference dates Schedule February 15 Sun February 16 Mon February 17 Tue February 18 Wed February 19 Thu Carrying in installation by Exhibitors Adjustment work 8 30 Adjustment work 8 30 Adjustment work 8 30 08 00 10 30 Entrance of exhibitors available Exhibition Opens Exhibition Opens Exhibition Opens 09 00 17 00 09 00 17 00 09 00 15 00 Adjustment work Entrance of exhibitors available Exhibition Opens 11 00 17 00 Exhibition Exhibition Exhibition Exhibition Exhibition Closes Dismantling Carrying out by Exhibitors 15 00 18 00 Power Supply S
9. om the assigned carrying in elevator Carrying in equipment forom the 1st and 2nd floor entrances is also prohibited If using a forwarding company make sure not to leave the venue until receipt of all equipment has been confirmed Parking Lot Please use the public pay parking lot for buses large vehicles bus tour terminals etc In addition the outdoor parking area is also available to use during the conference dates 4 Rules and Regulations Relating to the Carrying in Carrying out The Exhibitor is requested to arrange and carry out all the procedures for Carrying in and Carrying out equipment All the expenses for Carrying in and Carrying out must be paid by the Exhibitor If sending your materials through a forwarding company please inform the Exhibition Secretariat by filling in the attached form No 1 Carrying in Equipment and Displays February 16 Mon 08 00 10 30 If booth set up can not be completed within the alloted time above it is possible to do the exhibit set up on Feb 15 Sunday Please request permission from the Exhibit Secretariat However please try to carry in your exhibit materials from 8 am on Feb 16 as much as possible Feb 15 22 00 23 00 Vehicles must be moved by 23 00 1 Entrance of vehicles into the exhibition hall is not permitted Please carry in all the items with carts or by hand from the unloading place The Exhibitor is requested to prepare carts 2 As for Carrying in out of veh
10. the Exhibits 1 The following is strictly prohibited to be exhibited or brought in the venue Inflammable explosive or radioactive dangerous materials toxic materials drugs commodities which can infringe upon industrial proprietary rights or goods prohibited to sell open fire etc With permission of the fire department concerned some might be allowed to be brought in 2 The exhibit is not a bonded exhibition ground Exhibits originating from outside Japan must be exhibited as domestic goods or apply for Temporary Admission Procedures ATA Carnet 3 Those who wish to exhibit unapproved drugs under the Japanese Pharmaceutical Affairs Law must contact the Exhibit Secretariat in advance Carrying in of the Exhibit The Exhibitor s exhibits can be moved in and delivered to the venue from 08 00 on February 16 Mon The Exhibitor must not ask the Exhibition Secretariat nor the Pacifico Yokohama to receive and keep its exhibits on behalf of the Exhibitor Please ensure that any exhibits will not arrive to the venue until the designated time All goods are supposed to be received by the Exhibitor at the venue Sample of shipping address to be put on the parcel Name of the Exhibitor booth Asia ARVO 2015 Exhibition Pacifico Yokohama Meeting Center 301 302 Please specify the name of the booth 1 1 1 Minato Mirai Nishi ku Yokohama 220 0012 Japan Mobile no mobile number of person assigned to receive the parcel Designat
11. tion Hall Please be sure not to smoke in the venue except in the designated smoking area 4 No photographing by the Exhibitor in the Exhibition Hall Except in the Exhibitor s booth or with permission from the concerned Exhibitor In principle no photographing by visitors to the Exhibition is permitted However as for the Press bearing the press badge distributed by the Exhibition Secretariat photographing and interviewing will be appreciated 5 Bringing and eating drinking food and drink from outside is prohibited inside the booth Drinks may be ordered by notifying the exhibit secretariat who will order from the the Intercontinental Hotel in advance It may be approved limitedly However ordering to Pacifico Yokohama is Exhibitors planning to offer food or drink samples are requested to inform the Exhibition Secretariat in advance It may be approved with limitations 6 LAN is available to be charged the Exhibitor hoping to use LAN is requested to inform the Exhibition Secretariat of it Exhibitor Badges The number of badges to be given out per exhibitor is based on the applied space or booth size Moreover exhibitors with badges may freely enter all areas of the exhibit area but are not allowed to participate in the scientific conference programs in the lecture areas get together party etc Registration is needed in order to the participate in the conference program Exhibit format Size No of exhibitor badges Space boot
12. top Exhibition Closes Exhibition Closes Exhibition Closes 15 10 Tentative Leaving of exhibitors Leaving of exhibitors Leaving of exhibitors Carrying in installation Exhibition Hall Closes Exhibition Hall Closes Exhibition Hall Closes Carrying out by by Secretariat Secretariat Installation by the Exhibitors Pre application to the Secretariat is necessary Exhibition Hall Closes Route for Carrying in Exhibitors are requested to load their their equipment for carrying in out of the venue following the routes shown below with the attached carrying in out vehicle permit put up on the front window and following the instructions of the staff Please note that vehicles without carrying in out vehicle permit are not allowed to enter the venue As for extra copies of vehicle permit please make copies Entrance to B1F Service Yard Vertical Clearance 3 2m Elevator for loading and carrying equipment B1F Service Yard loading unloading area Note Only 2 lanes are available for the loading trucks Please refrain from taking a long time unloading and taking up both lanes per company No 1 3 372 4 11 2720 i Instructions from the Pacifico Yokohama Make sure to follow the assigned route and elevator when carrying in your exhibit materials and equipment Vertical clearance of the unloading area in the conference center is 3 2 meters Do not any other elevator aside fr
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