EXHIBITION GUIDELINES AND REQUEST FORM
SIXTH SESSION OF THE INTERGOVERNMENTAL NEGOTIATING COMMITTEE TO
PREPARE A GLOBAL LEGALLY BINDING INSTRUMENT ON MERCURY
Monday, 3 November to Friday, 7 November 2014, Bangkok, Thailand
1. General description
An exhibition will be organized at the sixth session of the Intergovernmental Negotiating Committee to
prepare a global legally binding instrument on mercury (INC6) to relay relevant information to INC6
participants. The exhibition will take place from 3 November until 6 November 2014 at the United Nations
Economic and Social Commission for Asia and the Pacific (ESCAP), United Nations Building, Rajdamnern
Nok Avenue, 10200, Bangkok, Thailand.
The exhibition space will consist of static displays allowing participants to access information made
available to them by exhibitors. Governments or organizations wishing to exhibit are invited to complete the
request form available in Annex A and submit their request to the Interim Secretariat of the Minamata
Convention ([email protected] with a copy to [email protected]) before 1 October 2014.
2. Timeline
Exhibition: 3 November until 6 November 2014
Set-up: from 9 am to 5 pm on 2 November 2014
Take down: Mid-day 6 November until end of the day 6 November
3. Exhibition contact person
Usman Tariq
Associate Programme Officer
United Nations Environment Programme, Chemicals Branch
11-13 chemin des Anémones, 1219 Châtelaine, Geneva, Switzerland
Tel: +41 22 917 8674
E-mail : [email protected]
4. United Nations rules with regard to marketing activities by private companies in a United Nations
conference centre
Private companies can exhibit only what is pertinent to the conference they have been invited for and must
not at any time solicit, transact nor market their services.
The exhibition is for information purposes only for the benefit of the participants to the conference.
5. Shipment of materials for the purpose of the exhibition
The exhibitor may select any local freight forwarder and on-site handling agent. The entire cost of shipping
and transportation will need to be borne by the exhibitor. In addition all custom clearance formalities should
be arranged and handled by the exhibitor. If the equipment requires special handling, it is recommended
that the exhibitor’ transporter, who is trained to handle such equipment, undertakes its installation.
To make sure your material reaches Bangkok on time, we suggest shipping at least three weeks prior to the
conference. Please note that the United Nations is NOT responsible for any delays related to customs
clearance at the port of arrival.
Consignee arrival: by air and sea should be
Economic and Social Commission for Asia and the Pacific (ESCAP)
United Nations Building
Rajdamnern Nok Avenue
Bangkok 10200
THAILAND
6. Equipment provided to each exhibitor
A basic stand space (2 panels of 1m x 2m) will be provided. It will
include electricity access (one plug point); 2 spot lighting; one table
(0.6m x 1.5m) and one chair.
Any additional stand fittings and display that the exhibitor may wish to exhibit must be contained within the
structure. Additional equipment may be available for rental upon request. 46” LCD or LED screens can be
rented for an additional cost of 3,000 THB/each per day.
7. Further information
a)
Exhibitors must ensure that all gangways adjoining the stand are not blocked during build-up and
break-down to a degree which inhibits the movements of other exhibitors and freight. The exhibitors
are also responsible for ensuring that no obstructions are placed in the aisle adjacent to their stand
throughout the hours of operation of the exhibition.
b)
No part of any stand or exhibits including fascia, signs, lighting, corner post or other fittings shall
project into or overhang any gangway or adjacent stand or obscure any fire or exit signs, or be
suspended from the roof. Additionally, any display or other items attached must not project over the
frontage of space taken by another exhibitor.
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c)
It is strictly prohibited to affix any nails, hooks, tacks, screws, adhesive, paints or similar items to the
floor, walls, ceiling or other arts of the premises.
d)
Exhibitors are requested to keep the noise levels of any audio and video systems down. As a rule of
thumb regarding volume levels, they should not interfere with normal conversation on neighbouring
stands.
e)
The exhibitor is not allowed to paste or otherwise to affix or exhibit advertisements anywhere in the
meeting facility, except on their own stand. The exhibitor may not distribute handbills, advertisements,
photographs or other printed matter from the gangways and outside areas of the exhibition.
f)
The exhibitors are not permitted and shall not permit others to connect or otherwise interfere with the
electrical, water or other fittings, and shall not introduce into or use any supplementary plants for the
generation or supply of electricity or of other means of artificial lighting or generating power.
g)
Exhibitors providing their own displays must ensure that these are completely finished, including premounting of samples, exhibits, lettering, photographs, etc., on plywood or other suitable board before
delivery to site.
h)
The UNESCAP does not own any room to store exhibition stuff. It is therefore mandatory that the
exhibitor will withdraw all material at the end of the event.
i)
Please note that Exhibitors are required to register and obtain meeting badges in advance. For security
reasons, meeting badges should be worn visibly at all times in the Conference Centre.
j)
Please make sure you read the document ‘Standard Operating Procedure: Guideline to exhibition
organizers in UNCC relating to building facilities requirements’.
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ANNEX A – EXHIBITION REQUEST FORM
1. Name of the organization:
2. Contact person / contact details:
3. Purpose of Exhibition Area: (no more than 400 words)
4. Identify relevant partners that you will work with in developing the display:
5. Accessories & equipment request: A basic stand space (2 panels of 1m x 2m) will be provided. It will
include electricity access (one plug point); 2 spot lighting; one table (0.6m x 1.5m) and one chair. Any
additional stand fittings and display that the exhibitor wants to show must be contained within the
structure. Additional equipment may be available for rental upon request. 46” LCD or LED screens can
be rented for an additional cost of 3,000 THB/each per day.
Please indicate below any additional accessories or equipment needed:
6. Any other relevant information:
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