GENERAL RULES & REGULATIONS
1. Covered footwear must be worn at all times during move in and move out. No thongs, sandals or open-toed shoes are allowed.
2. No person under the age of 18 years old are permitted to enter and/or work on the premise.
3. No consumption of food is allowed at the loading bay, back of house and along Persiaran KLCC or in
the public areas.
4. Smoking is strictly prohibited in the exhibition hall
5. All contractors and their workers must purchase and wear the passes issued by the Official Contractor at all times during move in and move out.
6. All contractors and their employees are strictly prohibited to use the guests’ toilet facilities or loitering at the lobby and guest area.
7. Safety height clearance at the loading bay is 4 meters in height. Vehicle using the loading bay shall not exceed 3.5 meters in height and 6.1m in length. Any non-compliance and damages done to the Centre’s facilities will result in penalty.
8. Drilling into or through the flooring and wall and structure of the shell scheme booths are strictly
prohibited.
9. Do not use the Centre’s fitting as a support for booth construction.
10. The edges for the platform must be round edges and cautious tape is required if the platform that may cause hard to the users of the area.
11. Activities such as welding, sanding and sawing are strictly prohibited. All structure shall be fabricated off site before arriving to the venue.
12. Proper scaffolding, ladder and platforms must be used for construction above 3 meters in height and must comply with the venue’s rules and regulation.
13. Personal protection equipment such as hard hats and safety harness is mandatory when working at height
14. Material used for lining, drapes and/or overhead structure used for display must be rendered nonflammable as per BOMBA’s requirement. The use of flammable materials is strictly prohibited unless treated with fire retardant.
15. All contractors are responsible to ensure all debris, rubbish and packing material must be removed from the venue at their own costs.
16. Only non-toxic water-based paints are allowed, and spray painting is not allowed. Any liquid chemical in bottle must be properly labelled.
17. Do not wash paint brushes and/or dispose any paint material using the toilets inside the exhibition hall. An industrial paint washroom is located near the loading bay for cleaning and disposal of paint.
Cleaning charges and penalty will be charged for non-compliance.
18. Any person caught committing unsafe work practices and non-compliance of the rules and
regulations may be evicted from the venue.
19. Any incidents occur during the move in and move out must be reported to the Centre’s security
department at the concourse area (Beside Kenny Rogers).
20. No additional stand fitting or display is allowed to attach to the shell scheme structure
21. No nailing, drilling or painting is allowed on the white laminated partition of the shell scheme structure. Panels can be affixed to these walls with the use of double-sided tapes or with brackets rented from the Official Contractor only.
22. Any changes to the design, content or carpet color of the shell scheme provided must be made by
prior agreement with the Official Contractor and any costs incurred should be paid directly to the
Official Contractor.
23. No items may exceed the height of 2.5mH (8 ft.) part(s) of any structure or exhibit may be extended
beyond the contracted booth boundaries. These include but not limited to fitting, exhibits, company
names, advertising material by the exhibitors.
24. Aisle way indicated on the floor plan must be kept clear of all exhibition goods and decoration
materials.
25. Exhibitors occupying two (2) or more booths may opt to remove the panels separating their booths. Kindly indicate to the Official Contractor prior to the move-in day.
26. Exhibitors and/or their appointed contractors must clear out all the items in the booth except for
original furniture & fitting provided the Official Contractor when leaving the hall during move out and remove all exhibits and decoration materials immediately after the exhibition ends as stated in the Schedule. Failure to adhere, the exhibitors will have to pay the Organizer/Official Contractor for the cost of removing such articles from their booths at the discretion of the Organizer.
27. The Organizer / Official Contractor will not be provided refund / credits for rented items not being
utilized.
28. Any additional power point or furniture requirement, kindly refer to FORM C, D & E.
29. Exhibitors and their appointed contractors must provide suitable floor protection such as plywood underlay, wooden platform, carpet and plastic sheets to avoid damage or spill of paint to the floor during the construction in fully carpeted halls such as conference hall, ballroom and Hall 6, 7, 8.
30. Trolley or exhibits used for moving heavy items must be moved along the carpeted walkway with
suitable protection such as plywood underlay to avoid any damages to the Centre’s flooring.
31. Custom booth structure conference hall and ballroom must be equipped with at least 9mm plywood underlay, wooden platform or any equivalent material
SPECIAL DESIGN BOOTH
- In any event, 6m will be the absolute maximum height allowed for Hall 1 – 5, Hall 7 & 8. Dimensional drawing and design plans which includes cross section and elevation view must be submitted to the Newfair Malaysia Sdn Bhd and the Centre for approval.
- Booth structure that is or exceed 5 meters in height is required to submit the design drawing together with Professional Engineering Endorsement and is subject to approval.
- Usage of Kuala Lumpur Convention Centre’s truss is for additional structural support only. Order must be made before moving in. The booth structure MUST be supported from ground-up. The truss cannot be used for Advertising & Promotion materials or branding of the exhibitors’ booth.
- In the event of a dispute, the Organizer’s decision will be final.
- Exhibitor occupying perimeter space must include a backwall for their stand. Failure to do so will result in Official Contractor building this wall on behalf of the Exhibitor; Additional costs will be applicable to the exhibitor or their respective appointed contractor.
- The backwall of any structure must be covered properly using wooden partition and painted nicely.
- The Official Contractor, Organizer or Venue reserves the rights to stop construction for any exhibitor’s space and/or booth that does not abide to the rules & regulations at the exhibitor’s own cost.
- For carpeted halls such Conference Hall, Ballroom and Banquet Hall, all special design booths must include a flooring for their booth using at least 9mm thick plywood underlay, raised platform or other equivalent material.
- Flooring protection, in the area of construction, such as plywood underlay, carpet plastic sheets etc. must be provided during setup and dismantle to avoid damage to the Centre’s flooring.
- Failure to abide to the rules and regulation above will result in penalty or termination of work until suitable action is taken by the Contractor.
- In the event of the contractor does not complete their booth in the given period, hourly penalty will be charged; RM2,000.00 for the first hour and RM1,000 for every subsequent half an hour thereon.
- Detailed stand design and layouts with dimensions must be submitted to the Official Contractor at least 1 month prior to the exhibition.
ADMIN FEE & PERFORMANCE BOND
- All payment including admin fee, electrical and performance must be made fully before the exhibition starts before the Contractors are allowed to move in.
- Surcharge will be applicable for late orders (30%) and on-site orders (50%).
- Performance Bond must be made in crossed cheque(s) in favor of:
NEWFAIR (MALAYSIA) SDN BHD
*NOTE: DO NOT BANK IN THE CHEQUE FOR PERFORMANCE BOND OTHERWISE RM100.00 TRANSACTION FEE WILL BE CHARGED
In the event of default in payment, the Official Contractor reserves the rights to refuse commencement of work within the venue and claim all outstanding dues from the defaulting exhibitor. Such defaulting exhibitors shall not be entitled to any claims for compensation and any payment made shall be forfeited
EXHIBIT HEIGHT AND WEIGHT
- Exhibits of standard packages should not exceed 2.5m meter (8.0ft) in height.
- Exhibitors should notify the Freight Forwarder and Organizer of any items over the height limit or
exceeding 2,000 Kilogram by the stipulated time. - Special arrangements, including the provision of a base metal plate (steel) may be required for any
exhibitors exceeding this limit
ELECTRICAL
- All lighting connection work must be done by the Official Contractor (Newfair) Malaysia Sdn. Bhd.
- Exhibitors and/or their appointed contractor who provides their own lighting fittings will be charged lighting connection fees (Refer to Form D) according to per fitting and per meter run for LED Strips.
- The lighting connection fees does not include installation of the fittings. Exhibitor/appointed contractors is responsible for the installation of the lighting.
- Each 13amp PowerPoint is meant for 1 equipment at a single time and must not be used for connection of lighting.
- Any damages caused by power supply trip arising from the fittings of the exhibitors will result in penalty for re-energization or compensation to the damaged goods.
- Exhibitors are encouraged to use Uninterruptible Power Supply (UPS) to prevent any immediate interruption of power supply.
- All equipment should have independent neutral and earth for equipment that requires three phased
power supply.
OTHERS
FOOD & BEVERAGE POLICY
1. The Kuala Lumpur Convention Centre is the exclusive supplier of food and beverages at the Kuala Lumpur Convention Centre. No outside food and beverages can be brought into the Kuala Lumpur Convention Centre, either by the Exhibitors or any of the third parties for sale, distribution and consumption on-site at any non “Food Exhibitions”
2. Exhibitors are encouraged to order food and beverage via the Exhibitor’s Order Link provided (Refer Page 5)
PARKING
1. Chargeable parking space is available at the basement car park of Kuala Lumpur Convention Centre.
SMOKING POLICY
1. Smoking is prohibited in the Centre. All public areas including of Foyers, Registration Counters, Meeting Rooms, Organizer’s Office, Restrooms, Hospitality Lounges and Exhibition Halls are designated as non-smoking zones.
CLEANING
1. Exhibitors are responsible to ensure the cleanliness of their designated booth area at all times. Exhibitors may order cleaning service booth via the KLCC orders link.
SOUND LEVEL
1. Sound level must be set a level, which causes no interference with or annoyance to other exhibitors. The Organizer reserves the rights to reduce the sound level, restrict or switch off any audio visual and display which give rise to complaints
PROMOTION DURING THE EXHIBITION
1. Exhibitors are prohibited from placing stickers, signages or posters anywhere in the wall other than their own contracted boundary. Likewise, exhibitors or their representative(s) may not distribute brochures, invitations etc. along the aisle or near the entrance.
FILM /AUDIO VISUAL DEMONSTRATION / CENSORSHIP / COPYRIGHT
1. All films and videotapes, even if they originate from Malaysia must obtain the FILM Censor Board’s approval. Clearance takes about six (6) weeks, but Exhibitors are advised to send their films to Censor Board in good time together with a covering note indicating that it is for the purpose of exhibition.
FREIGHT FORWARDER
1. The organizer is unable to provide in-hall storage facilities or packing cases, surplus materials or other property of the exhibitor. Arrangements for safe keeping of such items must be made with the Official Freight Forwarder.
2. All carpeted spaces throughout the venue must be protected from freight, vehicle movement and stand construction activities.
3. Kindly contact Official Freight Forwarder for any movement in the exhibition hall.
4. Hand-carried freight is defined as items that can be easily carried by an individual exhibitor, without the need for mechanized equipment.
5. Should exhibitors need assistance with load in/out, the exhibitors will be referred to the appointed Official Freight Forwarder at which time fees may apply.
6. Exhibitors will be brought to the dock from the VHA on a first come first served basis in combination with the trucks and van lines coming to pick up exhibitor’s freight.
7. The Venue does not have onsite storage and cannot accept freight and shipment on behalf of exhibitors.
8. Exhibitors who chose to manage their own freight carrier to the venue during the specified move-in and move-out day must notify the show organizer the specific details of the movement. It is important to ensure that sufficient move-in and move-out time is allocated.
9. Advance deliveries and freight shipments are not permitted prior to the move-in date.
10. If you have any concern regarding timing, shipment and transportation, please contact the Official Freight Forwarder.
11. In that event that the exhibits (e.g., machinery, tool and equipment) required to be move-in/out and cannot be hand-carried, the official show freight forwarders must be engaged to handle them by using the correct tool and method. The services of which will be chargeable by the official show freight forwarder