1. DEFINITIONS
1.1 In this Exhibitor Manual, unless the context otherwise requires, the following words and expressions shall have the following meanings:
1.1.1 “Administrative Charge” means the payment to the official contractor by the Exhibitors that engage the services of non-official contractors for the Exhibition calculated on the basis of Ringgit Malaysia Thirty (RM30.00) Only per square metre in relation to non-electrical works;
1.1.2 “Application & Contract Form” means the standard form of contract prepared by the Organiser and duly executed by the Exhibitors of which together with this Exhibitor Manual form an integral part of the valid and binding agreement between the Exhibitors and the Organiser for the Exhibition;
1.1.3 “Booth Fitting Period” means the period during which the Exhibitors shall carry out their respective Booth Fitting Works in accordance with the terms contained herein and the Operations Schedule;
1.1.4 “Booth Fitting Works” means the interior decoration, setting up of racks for the display of the Exhibits and such other related works to be carried out by the respective Exhibitors in respect of their respective Exhibition Booth;
1.1.5 “Performance Bond” means the security deposit payable by the Exhibitors or their contractors
(other than the Official Contractor) to the Official contractor appointed by the Organizer. The Bond is calculated on the basis of Ringgit Malaysia Five Thousand (RM5,000.00) per contractor as security to ensure the Unofficial Contractor or Exhibitor who build up and tear down of their booth without any damage within the hall and booth area and to clean-up of their respective Exhibition Booth space before and after the Exhibition. However, in the event of any damage occurred such sum is insufficient to cover for any damage done by Unofficial Contractor or the Exhibitor, the Official Contractor shall have the right to claim the expenses incurred from the Unofficial Contractor and or Exhibitor of which the Exhibitors undertake to pay immediately upon demand of such difference; PICO will collect the performance bond separately in the form of cheque and will not bank in to the account. It is refundable minimum one month after the show ends.
1.1.6 “Common Areas” means those parts, rear, premises and facilities of and in the Exhibition Hall which are not occupied or intended to be allocated by the Organiser to the Exhibitors but are provided by the Organiser at its own absolute discretion for the common use by the Exhibitors, their respective employees, invitees and licensees in common with the Organiser and all other persons having the like right to use the same;
1.1.7 “Exhibits” means the products, promotional gifts, catalogues, pamphlets and such other materials to be displayed, distributed and/or used at the Exhibition Booth duly approved by the Organiser;
1.1.8 “Exhibition” means the event and exhibition organised by the Organiser;
1.1.9 “Exhibition Booth” means the booth/ area in the Exhibition Hall allocated and/or reserved for the Exhibitors;
1.1.10 “Exhibition Hall” means the venue of the Exhibition;
1.1.11 “Exhibitors” mean the party(s) hiring the Exhibition Booth from the Organiser in accordance with the Terms and Conditions stated in the Application & Contract Form executed together with these Rules and Regulations contained herein;
1.1.12 “Exhibition Period” means the period from 6 – 8 June 2025 when the Exhibition is held;
1.1.13 “Organiser” shall have the same meaning as contained in the Terms & Conditions;
1.1.14 “Official Contractor” means PICO INTERNATIONAL (M) SDN BHD are the Official Contractor carry out the Booth Fitting Works on the Exhibition Booth for the Exhibition;
1.1.15 “Official Freight Forwarder” means DSV Solutions (DC) Sdn Bhd (03-7841 8888) who is duly appointed by Organiser to carry out the forwarding operations for the Exhibition;
1.1.16 “Operations Schedule” means the operations schedule stated here in this Exhibitor’s Manual in relation to important date and time fixed for the smooth running of the Exhibition.
1.1.17 “Rules & Regulations” means the rules and regulations as appeared herein where the Exhibitors must duly observed, performed and complied with that are subject to changes by the Organiser from time to time as it thinks fit; and
1.1.18 “Terms and Conditions” means the terms and conditions that appear at the back of the Application & Contract Form and reprinted in this Exhibitor Manual for easy reference.
1.1.19 “Venue Provider” means Malaysia International Trade & Exhibition Centre who is the owner and or the manager of the Exhibition Hall.
2. OPERATION OF EXHIBITION BOOTH
2.1 Exhibitors shall utilise and manage the Exhibition Booth in a professional trade manner and to ensure that the Exhibition Booth is in the same state and condition as it was first delivered to them when they yield up the same to the Organiser at the end of the Exhibition.
2.2 The Exhibitors shall during the Exhibition Period be responsible for the supervision of the Exhibition Booth, the contents, the attire of the Exhibitors’ representatives, their care and safety from damage however slight or change of any sort and the behavior and discipline of all persons manning or handling the Exhibition Booth whatever their designation and capacity.
2.3 The Exhibitors shall keep the Exhibition Booth open for trade during such hours as the Organiser shall from time to time prescribe during the Exhibition Period at all times in good faith and in accordance with the best methods and in a reputable manner and not commit or suffer or permit to be committed any illegal or unlawful act on the Exhibition Booth, the Exhibition Hall or the Common Areas.
2.4 Exhibitors are strictly prohibited from obstructing the area of the adjoining Exhibition Booth, the aisles or exits to the Exhibition Booth, cause nuisance, or operate in any offensive manner towards other Exhibitors. In the event the Organiser views at its absolute discretion that the Exhibitors have operated in an offensive, unsuitable and/or dangerous manner, the Organiser reserves the right to stop such Exhibitors from any further participation in the Exhibition and to immediately vacate the respective Exhibition Booth.
2.5 The Exhibitors must ensure that all their respective business activities during the Exhibition are in compliance with the laws and the regulations of the relevant local authorities, failing which the Organiser reserves the right to stop such Exhibitors from any further participation in the Exhibition and to immediately vacate the respective Exhibition Booth. The Exhibitors shall be solely responsible at their own costs and expenses for any contravention of laws and the regulations of the relevant local authorities. The Exhibitors hereby agree that the Organiser or its agent shall not be liable for any damages or losses incurred by the Exhibitors.
2.6 The Exhibitors warrant that the Exhibits or such other materials displayed, used or distributed do not in any way whatsoever violates or infringes any third party’s rights and or intellectual property rights including but not limited to trade marks, copyright, patent, designs whether registered or otherwise. The Exhibitors shall indemnify the Organiser against all costs, expenses, damages or such other claims arising from the infringement of third party’s rights by the Exhibitors.
2.7 The Exhibitors shall not under any guise or pretext whatsoever, conduct or solicit for or permit any of their employees to conduct or solicit for its business or set up stalls or display or cause to be distributed or displayed any pamphlets or other advertising materials outside the Exhibition Booth without the prior written approval of the Organiser.
2.8 Exhibitors shall not engage or permit any filming, sound or video recording, telecasting and broadcasting at the Exhibition Hall unless with prior written consent of the Organiser.
2.9 The Exhibitors must ensure that at least two-third of the frontage of the Exhibition Booth facing the aisle must be fitted with transparent materials or remain open. This is to ensure that the Exhibition Booths are not covered and portion thereof is visible from outside of the Exhibition Booths.
2.10 The Exhibitors are strictly prohibited to transfer, assign, sublet or share its Exhibition Booth with any third party. Any Exhibitors found to have transferred, assigned, sublet or shared its Exhibition Booth with any third party shall be required to immediately withdraw from the Exhibition, remove its Exhibits and vacate the Exhibition Booth at its own expenses.
2.11 The Exhibitors are strictly prohibited to display any Exhibits which are immoral or disrespectful to the public’s opinion, otherwise the Organiser has the right to remove those Exhibits that are not approved by the Organiser from the Exhibition Booth and the Exhibitors shall beliable for such costs and expenses incurred thereof.
2.12 The Organiser shall at its absolute discretion prevent two or more Exhibitors to consolidate its Exhibition Booths or to display the same Exhibits or products at separate Exhibition Booths.
2.13 The Exhibitors are entitled to three (3) passes for 9sqm booth, two (2) passes for 6sqm booth and one (1) pass for table space to enter the Exhibition. Any additional passes as may be required by the Exhibitors are available at the cost of RM10.00 per additional pass. The Exhibitors and its representatives shall display their passes in a visible manner and shall not transfer their passes to any other person.
2.14 The Exhibitors must ensure to move in their respective Exhibits and remove the same upon the expiry of the Exhibition Period in accordance with the arrangements and Operations Schedule as specified by the Organiser.
2.15 The Exhibitors shall not carry out such acts in or upon or about the Exhibition Booth, the Exhibition Hall or in the Common Areas or any part thereof which, in the opinion of the Organiser is or shall or may be or grow to the annoyance, nuisance, grievance, damage or disturbance of other persons.
2.16 No smoking is permitted in the Exhibition Booth or any area within the Exhibition Hall.
3. OFFICIAL CONTRACTOR
3.1 In the event the Official Contractor is not engaged by the Exhibitors, the Exhibitors must submit in detail the particulars of its contractors. Such contractors are required to comply with all such terms and conditions as may be imposed by the Venue Provider.
3.2 In relation to non-electrical works, the Exhibitors are encouraged to engage the service of Official Contractor. The Exhibitors that engage Non-Official Contractor to erect, install and/or dismantle its exhibition booth, or where he carries out the above himself, will be subject to an Administrative Charge.
3.3 The Organiser shall not be responsible in any manner whatsoever and on whatever ground for any delay caused by the Exhibitors’ contractors in failing to comply with those terms and conditions as may be imposed by the Venue Provider.
4. BOOTH FITTING WORKS
4.1 Design Approval
The Exhibitors are advised to engage the Official Contractor for the Booth Fitting Works. Prior to the carrying out of the Booth Fitting Works, the Exhibitors shall forward to the Organiser:
4.1.1 detailed plan of the proposed layout and drawings for the Exhibition Booth for the Organiser’s prior written approval;
4.1.2 the proposed work schedule to be carried out by the Exhibitors’ contractors, servants or agents;
4.1.3 a list of the particulars of the Exhibitors’ contractors, servants or agents carrying out the Booth Fitting Works; and
4.1.4 such other information in respect of the Booth Fitting Works as may be required by the Organiser.
4.2 Execution of the Booth Fitting Works In carrying out the Booth Fitting Works, the Exhibitors shall observe and comply with the following covenants:
4.2.1 comply with all the Rules and Regulations contained herein and such other guidelines and regulations as may be issued by the Organiser from time to time;
4.2.2 ensure the Exhibitors’ contractors perform and observe the Rules and Regulations and to co-ordinate their activities with the Official Contractor and shall further comply with any instructions from the Organiser from time to time;
4.2.3 comply with the relevant consents of the relevant authorities and all statutes and regulations made or deriving validity there under and codes of practice of local authorities or Venue Provider in respect of the Booth Fitting Works;
4.2.4 Comply with all fire regulations applicable;
4.2.5 Ensure that the maximum height for any design / customize booth is 4.9mH, booth height above 4.9mH are required to submit PE endorsement with the design submission and such design will be restricted to an area of 1 meter away from the back and side of the walls
All partition walls should not be covering more than 50% in length, unless the partitions are constructed against the actual walls of the hall / venue, and not obstructing the products on display on the other side of it 50% visibility from every open aisle is applied for all customise booth.
All Bare Space Exhibitor / Non- Official Contractor must submit to Official Contractor – Pico to review the design: –
1) A set of detailed scaled, with dimension (Layout design) and perspective 2D /3D showing the proposed design of booth with relative position of all display / products / equipment
2) Stand Plan Checklist
3) Method of statement
4) HIRAC (if any)
Exhibitors who taking Shell Scheme, the system partition under package is only allow to “remain / remove”. Any relocation of the partition will consider as new order.
4.2.6 Keep the Exhibition Booth clean and tidy and on completion of the Booth Fitting Works, remove all waste, debris and unused building materials, in default of which the Organiser shall be entitled to carry out the same and the costs and expenses further incurred which is not sufficiently met by the Cleaning Deposit, shall be a debt owing from the Exhibitors to the Organiser and shall be payable within seven (7) days from the date of the Organiser’s demand; and
4.2.7 responsible for and to indemnify the Organiser against all damage or losses occasioned to the Exhibition Booth or the Exhibition Hall arising from or incurred in connection with any Booth Fitting Works carried out or caused by any acts, defaults, omissions or negligence of the Exhibitors, their servants, agents, licensees, invitees or their contractors during the Booth Fitting Period.
4.2.8 All contractors to ensure all the waste construction materials are cleared from the loading bay and exhibition during installation and dismantle. The appointed contractor will be charged a penalty and disposal fee from the performance bond if any materials found left at the loading bay or exhibition hall.
4.2.9 All contractors are to report to exhibitors/contractors’ service counter at Venue to get the contractor pass.
4.3 The Organiser reserves the right to alter and or remove any Exhibition Booth at the Exhibitors’ own costs and expenses in the event the Booth Fitting Works fail to conform with the Rules and Regulations. The Exhibitors shall have no claim against the Organiser for any cost, expenses, losses, damages or such other claims arising from or incurred to replace its Exhibition Booth to conform to the Rules and Regulations.
4.4 Repairs or alteration of Exhibition Booth or Exhibits shall be carried out after such hours of the Exhibition with the prior written consent of the Organiser.
4.5 The Exhibitors covenant with the Organiser that they shall ensure the Booth Fitting Works to be completed within the stipulated time period, failing which the Exhibitors shall be responsible for their own acts and consequences in not being able to complete the Booth Fitting Works within the stipulated time period. In this regard, the Organiser has the absolute right to seal off such
Exhibition Booth with incomplete Booth Fitting Works or take the necessary steps as it deem fit.
5. UNSIGHTLY EXHIBITS
5.1 The Exhibitors shall not erect or install or cause to be erected or installed any sign, device, furnishing, ornament or object outside the Exhibition Booth. In default thereto, the Organiser may carry out any necessary works to remove, destroy and/or otherwise dispose of such erection and the costs and expenses incurred shall be a debt owing from the Exhibitors to the Organiser and shall be payable within seven (7) days from the date of the Organiser’s demand.
5.2 The Organiser reserves the right to reject any Exhibits, which in the opinion of the Organiser, of poor quality, poor finishing or such Exhibits which are not related to the Exhibition.
6. ELECTRICITY SUPPLY AND FITTINGS
6.1 Only electricity is allowed as the source of lighting or power in the Exhibition Hall.
6.2 All electrical works shall be carried out at Exhibitors’ own expenses by the Official Contractor. Exhibitors’ design plans or proposals for electrical installation must be submitted to the Organiser at least fourteen (14) days prior to the Exhibition for the approval of the Organiser. The Organiser reserves the right to amend, vary, add or reject such submitted designs plan or proposals at the Organiser’s sole discretion.
6.3 Electric current will be supplied in 240 volt, single phase. Electric current of a higher voltage, three phases will be supplied subject to prior arrangement with the Organiser.
6.4 Electricity from the mains, batteries, generators or such other electricity source shall be supplied only by the Official Contractor.
6.5 All electricity power supplied must be carried out by the Official Contractors. Without any exception, Exhibitors who provide their own lighting fixtures will be charged the lighting connection fees according to the rates in Order Forms.
6.6 Lighting connections are charged according to the number of tubes and bulbs lighted on the stand.
6.7 Light boxes are charged according to the number of tubes in each light box, using the lighting hook-up or connection rate, whichever applicable.
6.8 Power socket is not for lighting purpose, is only for machinery use. One power point is assigned to one machine only. No multi-purpose plug and / or extension are allowed.
7. MACHINERY EXHIBITS
7.1 All movable machinery Exhibits must be fitted with safety devices and such safety devices may only be removed when the machines are not in operation and not connected to the power source.
7.2 All motors, engines or power driven machinery may only be used with adequate protection against the risk of fire.
7.3 All pressure vessels and any equipment under pressure shall conform to the safety standard and regulations.
7.4 All automobiles displayed must have its battery cable disconnected and starting of cars is strictly prohibited in the Exhibition area.
8. PROHIBITION AGAINST MUSICAL OR BROADCASTING INSTRUMENTS
8.1 The Exhibits relating to sound system, mechanical or electrical devices, which produce sound must be operated in accordance with the sound level acceptable to the Organiser so as not to disturb other Exhibitors. The Organiser reserves the right to determine the acceptable sound level and extent of sound of any broadcasting instruments to be carried by the Exhibitors.
8.2 Except with the prior written consent of the Organiser, the Exhibitors shall not erect or place or be permitted to use within the Exhibition Booth or the Exhibition Hall any radio or television aerial or antenna or any loudspeakers, screens, or gramophone or any similar devices or equipment likely to be heard or seen from outside the Exhibition Hall.
9. PUBLIC ENTERTAIMENT & ADVERTISEMENT
9.1 Any promotional activities involving demonstration of games, organised competitions, quiz or entertainment by celebrities require the Organiser’s prior written consent and to apply the necessary permit from the relevant local authority.
9.2 The Organiser reserve the right in its absolute discretion to remove or cause to be removed or altered any display, advertisement and or merchandise at the Exhibitors’ own costs and expenses immediately upon notice by the Organiser where the Organiser is of the opinion that such display, advertisement and or merchandise will impair the name, image, reputation or standing of the Organiser.
9.3 The Exhibitors shall not bring or permit any person to bring or leave in or about the Exhibition Booth or the Exhibition Hall any bicycle or similar machine or any animal or play or permit any person to play any musical instrument in or about the Exhibition Booth or the Exhibition Hall except with the prior written consent of the Organiser.
10. EXPLOSIVES AND DANGEROUS MATERIALS
10.1 All explosives, detonating, fumigating or inflammable materials, dangerous, harmful or obnoxious substances are strictly prohibited and the Exhibitors shall ensure that the same are not allowed to be brought in into the Exhibition Booth or any where in the Exhibition Hall or the Common Areas.
10.2 The Exhibitors shall not keep or store or use or suffer to be kept or stored or used incense, joss sticks, oil lamp, weapons, arms, ammunition, gunpowder, saltpetre, chemicals, kerosene and/or any other combustible or inflammable substances or any substance which is toxic, dangerous or harmful to the environment or may cause pollution, contamination or otherwise causes damage in the Exhibition Booth or Exhibition Hall.
11. SAFETY REGULATIONS
11.1 The Exhibitors shall comply strictly with all the safety regulations made in respect of the safety of
the public as directed by the Fire Department and Local Authority.
11.2 Combustible materials and substances which may give rise to smoke, fumes or obnoxious smells,
gases which are injurious to health and explosives of any nature shall not be kept, stored or used.
12 STORAGE, LOADING AND UNLOADING
12.1 In the event mechanical handling or operate heavy or large Exhibits installation, within the Exhibition Hall is required, the
Exhibitors are required to engage the Official Freight Forwarder.
12.2 No storage area will be provided during the Exhibition Period. Arrangement should be made directly with the Official Freight Forwarder.
12.3 The Exhibitors are not permitted to drive, stop and park their trade vehicles for loading and unloading their Exhibits to or from their respective Exhibition Booth at any place or time outside the Exhibition Hall except at such other place or places and at such times as the Organiser may specifically allow.
12.4 The Exhibitors must ensure their respective employees, service suppliers, the contractors (as may be the case) and others that they shall not obstruct in any manner howsoever the entrances exits and driveways in and to the common parking areas and also the pedestrian footways in or to the Common Areas.
13. INSURANCE
13.1 The Organiser shall not be responsible for any loss or damage to the property of the Exhibitors. As such, the Exhibitors shall at its own costs and expense during the Exhibition Period effect and maintain with a reputable insurance company policies of insurance to its full value thereof as to the contents and items in the Exhibition Booth from loss or damage including but not limited to theft, robbery and fire.
13.2 The Exhibitors shall at all reasonable times at the request of the Organiser produce for its inspection the policy or policies of insurance referred to in this Clause.
14. VACANT POSSESSION
14.1 The Exhibitors hereby covenant with the Organiser that they will yield up their respective Exhibition Booth peacefully upon the expiry of the Exhibition Period. The Exhibitors must ensure that their respective Exhibition Booth is clean in accordance with the Rules and Regulations contained herein upon the delivery of vacant possession of the same to the Organiser.
15. VENUE, DATE, TIME AND BOOTH ALLOCATION
15.1 The Organiser reserves the right to change the venue and duration of the Exhibition in exceptional circumstances, which is beyond the control of the Organiser. The Organiser shall accordingly inform the Exhibitors in the event of any such changes. The change of the venue and duration of the Exhibition shall not entitle the Exhibitors to cancel its participation in the Exhibition. The Exhibitors hereby agree that the Organiser shall not be liable for any claims arising from such changes.
16. FAILURE TO PARTICIPATE
16.1 In the event the Exhibitors fail to participate at the Exhibition Booths duly assigned by the Organiser during the Exhibition, the Organiser shall have the right at its absolute discretion to deal with such empty Exhibition Booths as it thinks appropriate and such Exhibitors shall pay all due and outstanding sum to the Organiser and shall have no right to claim against the Organiser for non-participation.
17. ORGANISER’S RIGHTS
17.1 The Organiser reserves the right to amend, vary or change the Rules and Regulations from time to time as it thinks necessary for the orderly operation of the Exhibition.
17.2 In the event of any occurrence of unforeseen circumstances arising during the Exhibition Period, the decision of the Organiser shall be final.
17.3 The Organiser, its agents, representative, contractors and or employees shall not be liable in any manner whatsoever in respect of loss, injury or other damages other than death or personal injury caused by the negligence of the Organiser, its agents, representative, contractors and or employees, suffered by or caused to the Exhibitors, its agents, representative, contractors, employees or property of the Exhibitors.
17.4 The Organiser reserves the right to exercise a general lien over any property of the Exhibitors in the Exhibition Hall in respect of all monies due to the Organiser (including claims for damages) in connection with the Exhibition.
17.5 The Organiser reserves the right to appoint one or more exclusive contractor to handle the movements of all goods and Exhibits in and out of the Exhibition Hall, whereupon the Exhibitors shall be obliged to hire the services of such exclusive contractor.
18. INDEMNITIES
18.1 The Exhibitors agree to use and keep the Exhibition Booth and its surrounding at the sole risk of the Exhibitors and it is the responsibility of the Exhibitors to comply with all the laws and the regulations of the local authorities in carrying out their respective business activities at the Exhibition and hereby releases the Organiser to the full extent permitted by law in the absence of any negligence on the part of the Organiser from all claims and demands of every kind in respect of or resulting from any accident injury occurring in the Exhibition Booth or the Exhibition Hall and the Exhibitors expressly agree that in the absence of any such negligence as aforesaid the Organiser shall have no responsibility for any loss damage or injury suffered by the Exhibitors [whether to or in respect of the Exhibitors’ property or the business conducted by the Exhibitors during the Exhibition Period] as a result of any breakage, leakage, accident, theft or burglary or any event occurring in the Exhibition Booth and or the Exhibition Hall.
18.2 The Exhibitors hereby covenant with the Organiser that they shall not involve the Organiser in any agreements entered into by the Exhibitors with any third party in respect of any supply of goods or services and or business transactions, failing which the Exhibitors shall indemnify the Organiser for any losses or damages as may be suffered by the Organiser.