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Exhibitor manual CONTENTS
A. GENERAL INFORMATION B. EXHIBITS AND EXHIBIT HANDLING C. STAND CONSTRUCTION AND RELATING SERVICES D. GENERAL SERVICES E. SECURITY, FIRE PREVENTION, INSURANCE F. ADMISSION G. EXHIBITION CATALOGUE H. VIOLATION OF RULES I. ADDITION REGULATION A. General information 1. Name: The 3rd international exhibition on shipbuilding, marine technology & transportation - Vietship 2006 2. Organizer: Vietnam Shipbuilding Industry Corporation (Vinashin) C.I.S Vietnam Advertising & Exhibition Company 3. Sponsors: Government of Socialist Republic of Vietnam Ministry of Transport Ministry of Industry Ministry of Trade Ministry of Science & Technology 4. Date: From 21 – 24 February, 2006 At Vietnam International Exhibition & FairGround Center – 148 Giang Vo, Hanoi, 5. Allocation and Use of Exhibition Space: Application for participation is to be made in the prescribed form. Based on the sort of exhibits, time of registration and making deposit..., also considering exhibitor's request, the Organizing Board will assign space for exhibitor on" first come first served" basis. Exhibitor shall not underlet the space allocated by the Organizing Board nor use the space for any other purposes. Delivery of space and stand will be given, only upon receipt of full payment, 3 days for raw space, 2 days for package stands before the opening of the Exhibition. The display of stand must be finished at 9 p.m latest by the day before opening day. 6. Payment Space allocation will be done by the Organizing Board only upon receipt of 50% of rental payable along with the application. any change of the rental space should be informed to the Organizing Board 20 days after the application and not later than 90 days prior to the opening date of the Exhibition. Remaining 50% space rental is payable 30 days before the opening day of the Exhibition or 02 days before receiving of stand or exhibited space. For withdrawal, exhibitor should serve a notice to the Organizing Board in writing within 4 months prior to the Exhibition opening day. In case the exhibitor withdraws within the following time limit, penalty rate will be charged: - 3 months before the opening day, the penalty rate will be 10% of the total down payment amount - 02 months with the penalty rate of 30% of the total down payment amount - 01 month the penalty rate will be 50% down payment amount. All payment should be forwarded to Vinashin: Bank ‑ Industry and Commercial Bank of Vietnam, Ba dinh Branch Beneficiary ‑ Vietnam Shipbuilding Industry Corporation (VINASHIN) Account No ‑ 102020000000672 7. Stand Operation: All exhibitors are requested to wear badges in the Exhibition venue. Staffs of exhibitors must be present half and hour before opening and half an hour after closing everyday to take care of his stand. When arriving at stand in the morning, should exhibitor find something loss, damage, exhibitor must keep the status-quo and inform the Organizing Board immediately to settle. At least 2 days after the close of the Exhibition, all exhibits and other materials must be moved out of the Exhibition venue. 8. Promotion during the Exhibition Promotional material such as product catalogues and brochures can only be placed and distributed to the Exhibitors within their own booths. 9. Change of Date and Venue In case of necessary, the Organizing Board reserves the right to change the venue or date of the Exhibition, and will inform the exhibitors the new date or new venue at least one month before the old date. Space rental contracts will remain effective for the new date or new venue. B. Exhibits and exhibit handling
1. Exhibits: Exhibitors should send the list of exhibits to the Organizing Board at least 30 days prior to the Exhibition opening day. The list will be categorized into 4 followings with details of specification, quantity and value in USD: a. Temporary import – re-export exhibits: are not subject to taxation. For getting license of temporary import-re-export exhibits, a set of document must be sent to the Organising Board 30 days before Opening Day of the Exhibition, including: 02 original invoices, price list (unit price, total price), packing list, exhibits' remark, insurance policy. The fee of USD 60 for one set/ lot will be born by the exhibitors. b. Items for sale during/after exhibition period: (except machines, equipment using for production) must be paid import tax as stipulated by Vietnamese Government. c. Items to be offered as gift or souvenir: the value must be less than USD 5.00 per unit, and the total value of gifts is not more than USD 3,000 for each company. Gifts will be duty-free. d. Personal fit - out, food, drinks, consumer goods for staff during the Fair period (with reasonable quantity) will be duty-free. 2. Customs Duty The Exhibitor must pay customs duties in the followings cases: When proceeding to obtain an import permit for selling, consuming, or transferring the exhibition goods to a third party. When all or part of the exhibition goods are lost (for any reason) All exhibits, luggage and equipment for the exhibition must be declared and controlled by the Customs Office when entering or leaving Vietnam Foreign exhibitors must be pay customs control and supervision fees according to customs regulations. 3. Exhibit Transportation The Organizing Board will assist exhibitor to complete formalities to transport exhibits to the venue where the Customs clearance will be done in the presence of exhibitor or his procurator. Exhibitor will be charged for all expenses of transport, loading/unloading, warehousing...including Customs fees, and bear any risk, damage during the move-in /move-out, to/from the Exhibition venue. Cargoes which are consigned directly to the exhibition site should arrive at the consigned address (Exhibition Hall) before the opening day. Exhibitors, their agents or contractors are responsible for the early installation of their heavy or large exhibits before the opening day. All cartons should be clearly marked with the following (Stand No.), (Hall No.) (Exhibiting Company) (Freight Forwarder) C/O VIETSHIP 2006 HANOI GIANGVO EXHIBITION & FAIRGROUND CENTER GIANG VO, HANOI Warehouses for rent are available in fair venue To streamline all formalities of collecting exhibits, transportation, Customs clearance..., exhibitors should keep close connection with the Organizing Board - Exhibit Section. Official Freight Forwarders: Contact
CHAU LUC COMPANY Ltd.,
54 Phan Ke Binh Str., Ba Dinh Dist., Hanoi, Vietnam. Tel: (84 4) 7623477/ 7623497/ 7623498/ 7623499 Fax: (84 4) 7623476 Email: continents@hn.vnn.vn Website:www.worldfreightvn.com The transportation costs will be provided as requirement. 4. Delivery and care of exhibits Delivery of goods to the exhibitor's stand at the exhibition hall will be programmed by the official site handling agent. The exhibitor should present at the time of arrival of his goods to receive them and assist. Neither the Organiser nor the official forwarding agent can assume responsibility for goods once they have been delivered to the stand site. The exhibitor should take maximum care to prevent thief or loss. He shall also be responsible for the charge such as the customs tariff due to the thief or loss. 5. Packing cases and storage All packing cases must be removed from the exhibition hall as soon as they have been emptied. Arrangement can be made with an official forwarding and site handling agent, if required, for cases to be taken away, stored and returned to the stand site after the close of the exhibition. The Organiser reserves the right to remove any cases left in the exhibition hall at the end of the construction period and to charge the exhibitor for this operation. 6. Removal of exhibits and exhibitor's goods The removal of the exhibits may commence from 2 p.m. on the last day of the exhibition and at least 1 day after the Closing day of the Exhibition. Exhibitors shall decide before hand how to dispose of exhibits after the closing of the exhibition. After the decision is made, necessary steps shall be taken through their customs clearing agent before bringing exhibits out of the exhibition site. (1) Re-export The exhibits under temporary entry should be re-exported to the country of origin or to a third country (2) Import to Vietnam The exhibits to be imported into Vietnam after the closing of the exhibition should go through the legal procedure (3) Donation Transfer of exhibits and other related articles to a third party in Vietnam as a donation can be made by obtaining an Import Permit (duty-free or with duties) (4) Abandonment or Destruction Abandonment or destruction of temporary-entry articles requires authorization of the Custom Office. Exhibitors concerned should consult the Organiser on the subject beforehand Forbidden export/import items
(Issued including with the Circular Letter No. 03/1999/TT-BTM in Jan. 15, 1999 by The Ministry of Trade) Forbidden export items: 1. Weapon, ammunition, explosive, military technique equipment 2. Antiques; 3. Various kinds of drugs; 4. Poisonous chemicals; 5. Various kind of wood logging from local forests; timber, coal made of wood or timber; products or subproducts made of wood from local natural forests that have declared in the Decree No. 65/1998/QS-TTg issued in March 24, 1998 by the Government. 6. Various kinds of wild animals, natural and specious animals and plants Forbidden import items: 1. Weapon, ammunition, explosive (excepting industrial explosives according to the special regulation issued by the Government), military technique equipment; 2. Various kinds of drug; 3. Poisonous chemicals; 4. Various kinds of cultural items with depraved and reactionary content; 5. Various kinds of firecrackers (excepting signal fires of navy security or to meet other demands according to the special regulation issued by the Government). Toys, games those anti-affected to children education, socio-security; 6. Cigarettes (excepting included in personal luggage with fixed quantity); 7. Second-hand consumer goods (excepting personal assets on transportation belonging to diplomatic delegations, international association, and personal luggage with fixed quantity); 8. Right steering-wheel vehicles (including in condition of taking apart and changing side of steering-wheel operating in limited field such as: crane, canal digging machine, dirt wagon, road-roller, transport-passenger in airport, elevated truck in airport and labours etc. are allowed importing by the Minister of Trade in case or requirement; 9. Second-hand vehicle parts; 10. Material products content amiang belonging to group of amphibole; 11. Second-hand inside-burned engines, with capacity under 30CV. C. Construction of stand and services
1. Package stand (Standard booth): All standard booths shall be designed, erected and decorated by the organiser. Facilities provided include basic fittings of partitions, carpeted floor, one information counter, 2 chairs, 2 fluorescent lights, one waste paper basket, sign panel with company name in English and Vietnamese, one 13Amp/220V single phase socket. 2. Raw space: For this option of participation, exhibitors will be given raw exhibition floor only. They have to design and construct their own booths or order organiser does it. Raw space exhibitor should appoint one of the official stand contractors approved by the organizer. 3. Stand constructing: Official contractor will co-ordinate with the Organizing Board to build package stands. Special design by exhibitor will have to be within the architectural controls and getting approval by the Organizing Board before actual construction is started. No stand will be allowed to exceed 3m in height or use passages inside the Hall for construction, wood work, and painting and for storage of exhibits. Exhibitor will be responsible for removal of empties, waste materials at least 12 hours before the opening of the Exhibition. The Organizing Board will have the right to levy penalty in all above cases. Exhibitor should take all necessary precautions to prevent any harm done to the Exhibition venue property, and is liable to compensate any damages of venue property caused by his/her staffs 4. Power and Water Except the Organizing Board and official contractor, no one is authorized o undertake any installation of water and electricity equipment in the exhibition hall. The Organizing Board will disconnect any electrical supply which may be dangerous to visitors or cause annoyance to other stands. Power will be supplied half an hour before and after the daily opening time. During the move-in and move-out periods, power will be supplied as requested. A sub power station (capacity of 640 KVA; 220V and 380V) is available in the Exhibition. Electricity will be supplied throughout the exhibition period or whenever the exhibitors require. If exhibitors require a stable and non-stop power supply source for their machines, they are strongly advised to inform the Organizing Board for hiring voltage-stabilizers and stand by generator. Apart from standard lights for booths, power usage will be subjected to a charge of USD 0.15/KWH Water supplies are available at the Exhibition. In case exhibitors need water for machine operations or other uses, they must inform in advance the Organising Board. The charge is USD 0.45/m3. D. General services
1. Stand fittings, temporary personnel, cleaning The Service Section (belonging to the Organizing Board) will provide interpreters, workmen, cleaners... as well as stand fittings, transportation means, fans, refrigerators, T.V sets, video sets, telephone installation, ornamental plants..., service of visa application, accommodation, air tickets, equipment for seminars... To ensure the professional translation and general security, exhibitors should hire interpreters and temporary personnel from the Organising Board and contact Organizing Board for getting badges. The badges will only be provided by the approval of the Organizing Board. 2. Rate for renting equipment and fittings a. Telephone & Fax service prices * Prices of IDD telephone and fax installation in stands: Telephone: USD 250/set Fax: USD 300/set * Telephone - call incharge: Customers should pay telephone - call charges directly to Hanoi Post - Office, based on daily detailed bill issued by the Post - Office b. Electrical fitting and installation - Fluorescent tube 40W 20 US$ - Spot light 100W 25 US$ - Arm spotlight 25 US$ - Eyeball spotlight 100W 15 US$ - 13 - 15 amp/220 socket 16 US$ - Light connection 100W/300W 10 US$ - Refrigerator 70 US$ - Standing fan 16 US$ - Multi - system VHS VCR w/19'', w/21'' 280 US$ c. Furniture - Information counter 30 US$ - Coffee table 30 US$ - Square table 35 US$ - Lockable cupboard 40 US$ - Glass showcase 1m x 0.5m x 1m 30 US$ - Display cube (M3) 45 US$ - Shelf (slop/flat) 1m x 0.3m 20 US$ - Folding chair 10 US$ - Easy arm chair 20 US$ - Barricade (chair for 4m frontage) 45 US$ - Potted plant (B/M) 10 US$ - Waste basket & astray 10 US$ - Bar tool 30 US$ Rental fee per whole period for 01 unit (piece) 3. Catering: Lunch box service will be provided in Exhibition Hall. Besides, there are many cafeterials, snack bars, restaurant.. in Exhibition venue or in front of Exhibition venue. 4. Banking facilities: Bank's branch is located in the Exhibition venue, where all normal banking transaction, including currency exchange, can be effected. 5. Car parking: There are adequate car parking lots at the exhibition center. Please contact Service Center Section for getting permissions. 6. Conferences and workshop: During the exhibition period, all interested exhibitors are welcome to the workshops. Should exhibitors require a customers conference, please contact the organizing Board for arrangement. 7. Payment All rates applied in the fair are regulated by the Organizing Board. The Sections under Organizing Board will collect service fees based on the regulated price list and make receipt for payer. 8. Travel and accommodation: a/ Visa Exhibitors from the countries require entry visa to enter S. R. Vietnam need to obtain entry visa through appropriate authorities. The Organizing Board will provide exhibitor with active assistance, but is not responsible, for applying for visa. Organiser will provide letter of Invitation "upon receipt of formal application form and 50% deposit. The fact that exhibitors are unsuccessful in obtaining visa will not be an allegation reason to cancel the contract. Exhibitors must strictly observe the immigration rules of Vietnam. Visa applicant should provide details such as: Name, date of birth, name of company, position, number of passport, arrival time and duration of staying in Vietnam, entry and exit port, place for getting visa... All information should be sent to Vinashin at least 10 days prior to arrival day. Visa application charge
Visa charge for over 10 - person group: USD 10/person Visa charge for under 10 - person group: USD 15/person (Including fax and arranging fee) b/ Transport: Taxi - cabs will permanently be on the left of exhibition venue. Telephone numbers for calling taxi ($US 0.5/km) HANOI TAXI: 048 8.535353 c/ Car renting rates:
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