Asia-Pacific Forestry Week 2011 Beijing, China 7-11 November EXHIBITION BOOTH GUIDELINES Organizations are invited to display information, promotional materials and other items in exhibition booths available in conjunction with the 2nd Asia-Pacific Forestry Week. The exhibition and information market forms an important component of Forestry Week and we hope that the theme New Challenges - New Opportunities inspires you to participate. Exhibition booths will provide government agencies and a wide range of other organizations with the opportunity to share information, achievements and new initiatives in forestry throughout Asia and the Pacific. The week-long event will also provide forestry-related companies with an excellent opportunity to exhibit cutting edge techniques, services and products. To reserve an exhibition booth at this year s Asia Pacific Forestry Week, please follow the guidelines below. Venue China National Convention Center, L-1 No.7 Tianchen East Road, Chaoyang District, Beijing 100105 China (Subway line 8/ Entrance E) http://www.cnccchina.com Online Registration http://www.fao.org/forestry/ap-forestry-week/en/ Date November 7 (Monday) - 11 (Friday), 2011 Important Dates Application Deadline: 15 September 2011 Final Payment Deadline: 15 October 2011 Contact Ms. YANG Xinyu Email: APFW-booth@apfnet.cn 1
Exhibitors responsibilities ~ Cover the costs of renting/setting up a booth, and additional facilities and services; ~ Ship and arrange customs clearance for products and publications to be exhibited; and ~ Constructing and breaking down booths (where the raw space option is preferred). Application Procedure Exhibitors can apply for booths or raw space until 1 September, 2011 by submitting a reservation online or via email to Ms. YANG Xinyu at APFW-booth@apfnet.cn. On-line reservation 1. Individuals responsible for organizing and operating booths at APFW should first complete their participant registration (see link below). 2. Online reservation of booths can be completed at http:// www.apfnet.apfw-re.cn. 3. The exhibitor should follow the webpage instructions to complete online booth reservation. 4. The selected booth space will be given a Temporarily Blocked status and other exhibitors will be prevented from selecting it. 5. The reservation information will be reviewed and a letter will be sent to the exhibitor to confirm approval of the booth/space reservation. 6. The first installment of payment for the booth must then be submitted. Upon receiving this payment, the booth s status will be changed to Confirmed. The deadline and process to completing this payment are outlined below in the payment procedure section (see below). 7. When all payments have been received, the confirmed booth/space will be permanently blocked. E-mail reservation 1. Individuals responsible for organizing and operating booths at APFW should first complete their participant registration (see link below). 2. Online reservation of booths can be completed at http:// www.apfnet.apfw-re.cn. 3. The exhibitor should complete and submit the reservation form by email. 4. The exhibitor will receive an automated response letter confirming receipt. The selected booth space will be given a Temporarily Blocked status and other exhibitors will be prevented from selecting it. 5. The reservation information will be reviewed and a letter will be sent to the exhibitor to confirm the approval of the booth/space reservation. 6. The first installment of payment for the booth must then be submitted. Upon receiving this payment, the booth s status will be changed to Confirmed. The deadline and process to completing this payment are outlined below in the payment procedure section (see below). 7. When all payments have been received, the confirmed booth/space will be permanently blocked. 2
Payment procedure 1. Advance payment: 50% of the total charge, including the booth/space, facilities and services shall be transferred within 30 working days after the letter has been sent to the exhibitor to confirm the reservation. 2. The full balance shall be paid by October 15, 2011. 3. Account information BENEFICIARY NAME: BNF'S ACCOUNT NO: ACCOUNTING BANK INFO: SWIFT CODE: INTERMEDIARY BANK INFO: SWIFT CODE: FEDWIRE: Beijing Grand Capital Investment Company, Ltd 1100 1018 7000 5959 5959 (BNF'S A/C NO.) CHINA CONSTRUCTION BANK BEIJING BR. CHAOYANG SUBBR. PCBCCNBJBJX HSBC BANK USA, NA MRMDUS33 FW021001088 Note: Payment message should include APFW, Organization s name, Booth No. and advance payment/balance. Please scan the receipt of your bank transfer and send us at APFW-booth@apfnet.cn Cancellation Any cancellations must be submitted in writing to Ms. YANG Xinyu (APFW-booth@apfnet.cn) 3
Exhibition information Floor Plan Booth/space categories Category Measurement(m) Price( US$) Number Standard 3*3 1200 1-34 Raw 3*6 2000 35/36/38/39 Space 6*6 3800 Note: Each 6*6 booths (number 35/36/38/39) can be divided into two 3*6 booths. 4
1. Standard Booth package includes: Perimeter dividing panels Carpet floor-covering Fascia board on the top of the booth with the exhibitor s name in standardized lettering Lighting fixtures including electricity supply (One 150W spot every 3 m2) Universal power sockets (Including 2KW electricity supply per 9 m2) A table and two chairs 2. Raw space Empty allotted space without facilities or dividing boards. Each individual participating in Asia-Pacific Forestry Week must REGISTER ONLINE. Please go to http://www.fao.org/forestry/ap-forestry-week/en/ for your personal online registration before applying for a booth/exhibition space. 1. General requirements Regulations for the design and construction of booths Sound Any sound system employed should be installed so that sound does not travel beyond booth limits, audible sound outside the booth area should not exceed 20 decibels. The Organizers reserve the right to limit sound levels if they are considered excessive. Cleaning The organizing committee will carry out the cleaning of all common areas. Booth cleaning is the responsibility of exhibitors, who shall be responsible for maintaining acceptable conditions of hygiene. If necessary, the organizers may require exhibitors to clean their booths. The cleaning service does not include the cleaning of equipment, machinery or elements and materials on display. 5
2. Standard Booths Dividing Panels White hardboard 2.50 meter high panels with extruded aluminum profiles. Only self-adhesive materials can be attached to the panels, no painting or fixing of materials using glues of any kind is permitted. The structure is not to be used to support showcases, ceilings or other elements, only murals or samplers weighing no more than 5 kilos should be hung from the upper bar. No perforating, screwing or nailing of panels with elements of any size is allowed. Damage to materials will be charged to exhibitors. 3. Raw space Exhibitors who plan to construct their own booth are required to contact Ms. YANG Xinyu at APFW-booth@apfnet.cn for detailed regulations and procedures associated with design and construction of exhibitions, as well as the possible shipment and transportation of construction materials. 4. Schedule for booth construction Booth Construction Booth construction and decoration must take place according to the following access schedule: Raw Space - November 5 (8:00am onwards) November 6 (8:00am - 8:00pm) Standard Booths - November 6 (8:00am - 8:00pm) All work on assembling, equipping and decorating the booths should be completed by 8:00pm on November 6, 2011. 6
Booth Disassembling November 11 (6:00pm and 8:00pm) Only those products, elements and equipment that can be carried by hand. November 12 by 8:00am Exhibitors are required to disassemble and remove the elements making up the booth and return the area and equipment provided by the exhibition in the same original condition. Products and installations remaining at the booth once the established term has expired will be requisitioned by the organizing committee. The committee shall not accept claims of any kind resulting from such a forced booth breakdown. IMPORTANT NOTE * Each exhibition booth is entitled to badges free of charge. Exhibitor badges: A maximum of 3 will be given for a standard booth, and 5 for a raw space booth. Constructors badges: A maximum of 5 passes for booth construction staff will be guaranteed for a raw space. * Due to the limited number, booths will be served on a first come, first served basis and exhibitors are encouraged to apply for space as early as possible. * If you have any questions, please contact Ms. YANG Xinyu at APFW-booth@apfnet.cn. * Don t forget to register as an individual online at http://www.fao.org/forestry/ap-forestry-week/en/ 7
Optional Facilities Exhibitors may opt to rent the following facilities provided by the venue at marked prices. Cabinet CA-1 Cabinet CA-2 Cabinet CA-3 100cm*50cm*100cm Unit Price: 80 US$ 100cm*50cm*200cm Unit Price: 100 US$ 100cm*50cm*100cm Unit Price: 80 US$ Cabinet CA-4 Cabinet CA-5 100cm*50cm*100cm Unit Price: 80 US$ 100cm*50cm*100cm 100cm*50cm*75cm 80 US$ 50 US$ 8
Table T-1 Table T-2 100cm*100cm*50cm Unit Price: 80 US$ H80cm Unit Price: 80 US$ Lighting equipment L-1 Lighting equipment L-2 Electrical Outlet EO-1 Unit Price: 50 US$ Unit Price: 24 US$ Unit Price: 12 US$ Chair CH-1 Fascia Board FB-1 LCD screen Unit Price: 20 US$ H130cm*100cm Unit Price: 90 US$ 32 & 37 inches 180 US$ 42 & 47inches 240 US$ 50 & 52inches 300 US$ 9
Asia-Pacific Forestry Week 2011 Beijing, China 7-11 november 10