19th – 22nd September 2017
Kuala Lumpur Convention Centre
The Grand Ballroom
TABLE OF CONTENT
No.
1
2
3
4
5
6
7
8
9
10
11
12
Descrip
Important Contacts
General Information
Floor Plan
Shell Scheme Booth
Machine Equipment List
Upgraded Shell Scheme Booth
Bare Space Construction
Contractor Badges
Contractor (Rules And Terms)
Loading Dock (Rules And Terms)
KLCC Emergency Response And Preparedness Plan
KLCC Emergency Response Equipment
Page
2
3
4-6
7
8
9
10
11
12-20
21-27
28-32
33-36
Deadline
22 July 2017
22 July 2017
22 July 2017
22 July 2017
22 July 2017
Important Notes:
1. Please read the guideline of the relevant part before filling in the captioned forms.
2. All forms MUST be send back to Official Contractor before DEADLINE except if the services are not required or
not applicable.
3. Orders received AFTER THE STIPULATED DEADLINES may not be provided or cannot be guarantee and if available
will be subject to 50% surcharge. Onsite orders will be liable for a surcharge of 100% on the basic rates.
1
IMPORTANT CONTACTS
Sponsor & Exhibitor Sales
Mark Richardson
Conference Works
c. + 61 412 160 133
e. [email protected]
Custom Design Service
Should you like to custom design or enhance your booth area please contact Cosmos AV who can assist with booth
upgrades, banner production and full custom design services.
Angela Yong
Cosmos AV
c. + 66847379288
e. [email protected]
.
Freight Forwarder
Agility Global Integrated Logistics are the Official Freight Forwarder and on-site logistics provider.
Charmaine Louis
Agility Logistic (Fairs and Events)
c. + 60378418865
e. [email protected]
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Exhibition Schedule
The Exhibition is being held in The Grand Ballroom of Kuala Lumpur Convention Centre.
Tuesday 19 September 2017
Date:
Time:
19 SEPTEMBER 2017
7:00 am - 11:59 pm
Official Contractor Build
Move - In:
7:00 am - 11:59 pm
Independent Stand Contractor (non-official contractors)
Move - In:
10:00 am - 11:00 pm
Wednesday 20 September 2017
Official Contractor Build (con’t)
Move - In:
7:00 am - 11:59 pm
Independent Stand Contractor (non-official contractors) (con’t)
Move - In:
10:00 am - 9:00 pm
Exhibitor
Move – In:
4:00 pm - 9:00 pm
Friday 22 September 2017
Dismantling
Exhibitors:
Contractors:
6:00pm - 8:00 pm
7:00pm - 10:00 pm
Important Notes :
1. For exhibitors who are bringing machines or large items, please inform official contractor before 22nd July 2017.
Special arrangement is needed to avoid congestion of the move in traffic.
2. Outside freight Forwarder Company is only allow to handle the goods/items until the loading bay, and not into the
exhibition hall.
3. Official freight forwarder MUST be hired to bring in the goods/items to exhibition hall.
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Exhibition Pavilion Floorplan
Entrance
4
Entrance
LOADING DOCK MAP
Quadro
Residences
H
Security
Check
Point
hall 1
Kia Peng
Residences
Freight
Lift 3
GUARD HOUSE
hall 2
BOOM GATE
Construction
Area
Freight
Lift 2
Freight
Lift 1
Mandarin Oriental,
Kuala Lumpur
5
Grand Hyatt
Kuala Lumpur
MAP Access to Vehicle Holding Area (VHA)
Vehicle Holding Area (VHA) Move-in/out Procedures
a. The VHA is open one hour prior to the pre-scheduled move-in/out time.
b. The show organiser will issue pre-assigned move-in/out Vehicle Permit
and Pre-assigned Schedule to all contractors and exhibitors.
c. All contractors will be responsible for keeping a representative on site at
the VHA while it is open, as per the pre-assigned move in/out schedules.
d. Upon arriving at the VHA, the driver must present the Vehicle Permit to
the traffic marshal at the VHA. Traffic marshal will assign a parking bay to
the driver, queue and wait for further instruction from the security personnel. Traffic marshal will make a
call directing the driver to the check-point when the loading space is available. A Trip Pass will be
issued to at the VHA by the traffic marshal. The driver must then proceeds to the loading docks with
Trip Pass.
e. During the move-out, the representative must call the traffic marshal at the loading docks when they are
stationed at the VHA and must call when ready to leave.
f. The Trip Pass and Vehicle Permit must be prominently displayed on the windshield of your vehicle.
g. Driver without a Trip Pass and Vehicle Permit will be denied entry to the Check-point and
loading docks.
Notes
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No empty vehicle is allowed to park at VHA during the move-in day. The primary use of the off-site
VHA is for the staging vehicle.
Vehicle access to VHA cannot exceed 20 feet (6.1 meters) in length and 12.5 feet (3.8 meters) in
height.
SHELL SCHEME BOOTH
Refer to Form 1/1 Stand Construction
NOTE: If the Exhibitors request to change fascia board name on site, RM 50.00 will be charged.
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Machine and Equipment Listing
Company Name:
Booth No:
Kindly provide contact person from your company who is in-charge of the trade exhibition logistic
Contact Name:
Mobile No:
No
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Machines & Large Item
Size (L) x (W) x (H)
Quantity
NOTE:
Please ensure all machines and equipment to be stated in the above list in order for our main contractor
and freight forwarder to schedule your move-in time accordingly. Special requirement is needed to be made
to avoid congestion of the move-in traffic.
Signature:
Date:
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UPGRADED SHELL SCHEME BOOTH (MAXIMA)
SPECIFICATIONS
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Back And Side Walls : 2.44m/8ft. high white laminated 3mm thick plywood panels joined by aluminum
section. Each panel is 1 m wide.
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Fascia (Name Board): 500mm/ 1 ft. height with exhibitor's name and stand number in Black lettering
with white background. Aluminum frame, letters on infill panels.
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Lightings: Continuous fluorescent tubes mounted behind fascia. (2 fluorescent tube per 6sq meters.)
•
Floor: Covered in Light Grey needle punch carpet.
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Corner Stand: Stands will be open sided on the both frontages unless varied by prior written
agreement from the Organizer.
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Furniture: One reception desk and two folding chair.
•
Power: One unit of 13Amps power point (Single phase 230v)
•
Maximum Exhibits Height Exhibits on Shell Stand 2.4m (8 ft.)
NOTE:
1. Nailing, drilling and any other modification on the shell scheme panel are STRICTLY
prohibited. Any damages done on the panels will be charged to the exhibitors USD 50 / panel.
2. Stand Boundaries and Design Restrictions:
No Exhibitor may place any display material and exhibit or allow dividing wall or any part of their stand
design and fittings beyond their contracted boundary.
3. Fire Regulations: All materials used in stand construction must be properly fire-proofed to normal
international standard and also in accordance with local regulations.
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BARE SPACE CONSTRUCTION
Refer to Form 1/2 Non official Contractor Form
Refer to Form 1/4 Booth Construction Contractor Form
Booth height restrictions & limitations based on venue height restrictions / organiser restrictions.
•
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Maximum booth height is 4 meters
Above 4 meters, the 3D diagram/3D drawing need to endorsement and must be approval by
venue organiser & official contractor. Kindly contact Official Contractor for more info.
Should the exhibitors be building their own stand, an enclose drawing with dimensions illustrating the
design of their stand is required to be submitted for approval before the dateline 1st Sept 2017.
Exhibitors are required to understand that all electrical and piping installation must be carried out by the
official contractors and as exhibitor and non-official contractor, you must agree to abide by all the Rules and
Regulations of the exhibition, particularly in respect of those stipulated in the term and regulation section of
the Exhibitor Manual.
Important Note:
1. Non official contractor will be required to pay USD 20.00 per square meter for administration fee.
2. The ORGANIZER reserves the right to stop any Exhibitor and/or their contractor from working within
the exhibition hall before their stand design drawings are approved.
3. All construction above 2.4m for height must be submitted to official contractor for approval. No
exhibitors may place any display material and exhibit or allow dividing wall or any part of their stand
design and fittings beyond their contracted boundary.
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CONTRACTOR BADGES
Refer to Form 1/3 Contractor Badges
The Organizer will provide Contractor's Badges which can be collected from the management office.
Each contractor’s badges / passes will be charged at USD 5.00 per pass.
Please provide below the details of all personnel from your company and associated companies
who will be manning the exhibition stand. No person will be allowed in the hall without the
passes, this is to ensure security measures throughout the exhibition.
(Please attach a separate sheet to this form if given space is insufficient.)
COMPANY
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NAME OF PERSONNEL
JOB TITLE
CONTRACTORS
RULES & REGULATIONS
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RULES & TERMS
1. EXHIBITION VENUE
KLCC CONVENTION CENTRE THE GRAND BALLROOM
2. EXHIBITION DETAILS
A. SHELL SCHEME (Booth size: 6 sq. meters or 2m(W) x 3m(L)x2.5(H) ) Includes the following:
Fascia board with exhibitors' name and booth number
2 fluorescent lights
I outlet of 13 amps electrical point
I unit of information desk
2 chairs
I wastepaper basket
B. UPGRADED SHELL SCHEME (Booth size: 6 sq. meters or 2m (W) x 3m(L)x3M Facial Height )
Includes the following:
Fascia board with exhibitors' name and booth number
2 fluorescent lights
I outlet of 13 amps electrical point
I unit information desk
2 chairs
I wastepaper basket
Needle punch carpet flooring of booth area.
C. SPACE ONLY (Minimum Size: 6 sq. meters or 2 booths space)
1. The exhibitor shall be responsible for their own designs, construction and furnishing. All electrical
fittings and installation must be undertaken by the official contractor appointed by the Organizer.
All exhibitors must design their booths and submit the drawing’s to the Organizer for approval by
22nd July 2017.Failure to do so without the prior written approval of the Organizer is considered a
breach of the Fair's Rules & Regulations.
2. Double-deck booth is not allowed and if have is subject to organizer approval.
3. Exhibitors are responsible and liable for any such contractor’s observance of all Rules and
Regulations, including the strict observance of build-up and tear-down schedules.
4. Rigging of structure is NOT allowed.
5. All designs should have 50% visibility from all sides.
6. Exhibitors may not lay carpet across adjacent booths.
3. AISLE / GANGWAY
Under no circumstance can any exhibit display be allowed to encroach into the aisle / gangways.
Please remember to keep your entire exhibit inside your stand at all times
4. ANIMALS
Live animals are not permitted in the venue.
5. EXTENSION CORDS
The use of multiple socket outlet is strictly prohibited to avoid any overloading as this may lead to a trip
in the incoming power supply and cause incontinence to other exhibitors.
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FOOD AND BEVERAGE POLICY
No outside food and beverage may be brought into the Venue and served at stands without prior
approval from the Kuala Lumpur Convention Centre. The Centre reserves the right to remove any
food and beverage not authorized by the Centre.
DRAPES
Material used for lining, drapes or overhead structure or as part of the theme or display to the public
must be rendered non-flammable as per BOMBA requirement. The use of flammable materials is
strictly prohibited unless treated for fire retardant.
SMOKING POLICY
Kuala Lumpur Convention Centre is a non-smoking Venue
RAW SPACE OR SPECIAL STAND DESIGN
A. All dimensioned design plans, including cross, V sectional and elevation views (3D picture),
must be supplied to the main organiser for all stand structures or design exceeding 3.0 meters in
height, no later than 22nd July 2017 prior to the move-in for Kuala Lumpur Convention Centre and
subject to SHE Department for review.
B. The tops of all stands must in all cases be opened, in order not to impair protection by the sprinkler
and smoke detector system.
C. All construction work for booths etc., must be fully completed during the build-up period. No touch
up or corrective work whatsoever, will be permitted one hour before the event.
D. No excessive or major carpentry work shall be carried out within the Exhibition Halls.
E. Spray painting, nitrate paints/lacquers are not permitted within the Centre.
F. Maximum structure height permitted is 4.0 meters.
CARPET AT LEVEL 3 BUILD-UP
Exhibitions which use the Centre’s Level 3 Conference Halls must ensure that the carpets are
being laid or protected prior to build-up and tear down in order to minimize the damage to the
Centre’s properties.
In order to ensure that the carpet is not damaged on Level 3, the following is NOT permitted:
- Sanding and sawing is strictly prohibited
- Planning (plane)
- Metal cutting
- Anything placed on the carpet such as trestles, build-up or and tear down materials, ladders,
compressor or other equipment shall be equipped with protective feet or to be placed on spreader
etc.so as not to cause permanent indentations or damage on the carpet.
- Major painting. If small touch up paint job is required then the carpet must be protected with a plastic
underlay, used carpet or drop sheets whilst painting.
- Major construction. Stand structures MUST be pre-fabricated off site to avoid any issues.
Any person caught committing unsafe work practices and or non-compliance activities will be fined and or
prohibited from working in the Centre.
The Organizer or Licensor will incur the cost for the subsequent cleaning of the carpet or bear the cost of
the damaged carpet.
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BOOTH FITTING REGULATIONS
a) The organizer has appointed Displaymax (M) Sdn Bhd as the
17th ASIAN BATTERY CONFERENCE OFFICIAL CONTRACTOR
for all the Shell Scheme booth. However, an Exhibitor may employ a contactor of his choice to
construct booth interior and any free standing displays or fitments which may be required, provided
that the contractor concerned is registered with and approved by Official Contractor and The Centre
and has conformed to regulations.
b) For "Space Only" booths, a drawing in duplicate showing the plan view, (with measurements)
and an artist's impression must be submitted to the organizer latest by 22nd July 2017
within 3 days failing which the organizer is entitled to terminate the contract strictly without liability
and retain all payment made by an exhibitor. Original drawings (hard or soft copy) and not facsimile
transmitted copies are required.
The Exhibitor must establish whether this have been done by the Contractor as no booth may be
constructed until these plans/drawings have been duly approved and signed by the Organizing
Committee. For shell scheme booths, such drawings are only required if upgrading work or any
changes is being carried out. Non submission of these drawings within the stipulated period is
considered a breach of the Rules & Regulations of the 17th ASIAN BATTERY CONFERENCE.
c) Neither fitting, display or self adhesive stickers/signs may be attached to or suspended from the
ceiling of any part of the exhibition halls, nor any item be nailed, screwed, drilled or punched into
the floor. If this instruction is ignored, venue has the right to remove the items and charge
the exhibitor/contractor concerned for the damage caused.
d) Exhibitors wishing to construct a false ceiling at their booth must submit duplicate drawings to
the organizer for approval by the Fire & Safety Authority. Ceilings can only be constructed of
large mesh or egg box materials, which permit the passage of water in the event of fire.
e) For safety reasons, only the 17th ASIAN BATTERY CONFERENCE contractor can carry out
electrical wiring and connections. Exhibitors must refer to the 17th ASIAN BATTERY
CONFERENCE Contractor to obtain approval if changes need to be made to the standard wiring
laid out by the official contractor. The organizer reserves the right to stop all activities of an exhibitor
should it deem that electrical rules & regulations have been breached and poses a safety hazard.
f)
No devices, such as electricity cables, water/compressed air pipes, and telephone lines inside or near
the booth may be removed, cut or diverted without the permission of the organizer and hall provider.
g) All contractors are expected to clean the booths and remove all construction debris.
h) All non-official contractors must lodge a performance deposit of no less than USD 1,500 per
stand with the 17th ASIAN BATTERY CONFERENCE, which would be refunded after deduction of
specific services and damages.
i)
Only when this Performance Bond is placed and the undertaking signed, will the contractor be
allow to bring in materials into the halls to commence work.
j)
Provided no damage is caused during build up, fair days and teardown, the Bond shall be returned
to the contactor/exhibitor, in full within 60 days of the completion of the exhibition.
k) All non-official contractor is required to pay a non-refundable administration fee of USD20.00 per sqm
to the 17th ASIAN BATTERY CONFERENCE.
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l)
For "Space Only" Booths The organizer reserves the right to require the exhibitor to change, modify,
lower or shorten any back wall and side wall proposed in the "Space Only" design if, in the opinion of
the Organizing Committee, such back wall and side wall will obstruct the reasonable exposure of any
adjacent exhibition booths. All booths must be constructed, with a back and sidewalls, except island
booths, which do not require any walls. In the case of a one corner booth, a back wall and one sidewall
must be constructed, while a two cornered or peninsular booth requires only a back wall. Where a
structure such as a wall or a sign, exceeds the height of the neighboring booth, the Exhibitor with the
higher wall must decorate the visible portion to a standard acceptable to the Organizing Committee. All
contractors other than the 17th ASIAN BATTERY CONFERENCE must purchase a contractor's pass
to gain entry to work in their respective areas in the hall.
m) For Shell Scheme Booth –
--No additional booth fittings or display may be attached to the shell scheme structure except for
those approved by the organizer. Any protruding or cantilever signage’s must confirm to the
specifications approved by the Organizing Committee.
--No nailing or drilling will be allowed. If you require assistance in hanging or displaying your
exhibits, please consult the OFFICIAL CONTRACTOR. No painting or wall papering on the shell
scheme booth panels is allowed. Exhibitors who wish to have the panel painted must inform
the OFFICIAL CONTRACTOR who will provide quotations on request. No financial credit will be given
for any shell scheme package item not utilized.
STORAGE AND REMOVAL OF WASTE MATERIALS
a) Storage area are not available.
b) All exhibitors' materials and properties kept within the hall shall be at their own risk.
c) All exhibitors are required to store their materials in an orderly manner so as not to cause any
obstruction.
d) At the end of each day, exhibitors are responsible for ensuring that contractors remove all
unwanted materials from the exhibition halls.
e) Contractors are expected to clean the booths and remove all debris. The organiser shall invoice
exhibitors for the removal of wastes such as packing materials, crates & cartons etc. that are left
behind by exhibitors or their contractor.
IMPORTANT NOTED
In case of venue damage
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Outside contractor or exhibitor will be responsible for the full amount cost of
repair/changing/replacement.
EXHIBITION RULES, REGULATIONS & IMPORTANT INFORMATION
SECURITY
a. All personnel working in the exhibition halls must wear the 17th ASIAN BATTERY CONFERENCE
badges at all times.
b. The Organizing Committee reserves the right to evict any Exhibitor without 17th ASIAN BATTERY
CONFERENCE identification badge.
c. Security guards will patrol the exhibition site in general, but their duties shall not include specific
attention to individual stands.
d. It is strongly recommended that at least one person be at the exhibition booth at 9.00 am everyday
during the expo, when the halls are re opened for packing. It is important to note that while the
organizer will maintain security surveillance at all times, Exhibitors are reminded that their booths
should not be left unattended until all portable items have been secured.
e. An exhibitor shall be responsible for all his exhibits in transit to and from and within the confines of
the exhibition area at the venue.
f. Exhibitors will not be allowed in the exhibition halls after the exhibition hours.
g. The organizer reserves the right to request any of the Exhibitors, their employees, representatives,
servants, agents, contractors and/or invites, to leave & vacate the exhibition venue as well as
remove their exhibition materials, if they should in any way cause chaos, discomfort, or threaten the
safety and smooth proceedings of the exhibition in any manner.
OPERATION OF EXHIBITION BOOTH
Exhibitors shall not allowed to place stickers, signs, posters, bunting or banners anywhere at the exhibition
venue as stated in the Contract, other than within their own booth. Likewise, Exhibitor's representative(s)
shall not solicit business nor distribute brochures, invitations etc. along the gang ways and corridors, or near
the entrances.
All hazardous or flammable or dangerous items are prohibited. Special consent is needed for any of these
items to be brought into exhibition hall. Exp. helium balloon.
All exhibitors and contractors must comply to exhibition hall owners house rule. Please refer to official
contractor for further information.
Official contractor or hall owner have the rights to freeze or stop any activities which does not comply to the
house rules.
The booth must be staffed and operational at all times during 17th ASIAN BATTERY CONFERENCE
opening hours. The Exhibitor's staff must wear Exhibitor badges issued by the Event Manager for
identification. The Exhibitor shall be responsible for the good conduct of all this staff, agents or
representatives.
The Exhibitor and/or his staff shall conduct no distribution of leaflets or any business activities outside their
booth boundaries, unless otherwise arranged by the Event Manager. No Exhibitor may use air compressors
or pressurized containers without prior approval by the Event Manager.
The weight of all exhibits shall not exceed the floor loading limit. Without the special permission of the
organizer, no exhibits can be taken into the boot once 17th ASIAN BATTERY CONFERENCE has been
officially opened nor removed from the booth before the closing on 17th ASIAN BATTERY CONFERENCE
All precautions must be taken by the Exhibitors against fire and to protect the public. Exhibitor who because
of the nature of their exhibits, require specific fore protection, must make arrangements, at their own cost,
17
for the provision of such equipment. Fire & safety regulations require that no goods nor packing materials
may be stored on access areas behind or between booths. Exhibitors should design proper storage with
adequate access within their own booth or approach the Official Freight Forwarder for storage.
Each Exhibitor is responsible for indemnifying the Event Manager and their agents liability to the owners of
The Centre public authority or the demand of whatever nature consequential to any act or omission of the
Exhibitor, his staff or agents.
The Exhibitor shall be responsible for any damages to the structure, floor, walls, pillars and any part of the
Exhibition Halls, the property of the Event Manager, any other Exhibitor caused by his staff in
transportation, removal of exhibits, refuse and/or decoration works.
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ELECTRICAL CONTRACTOR AND INSTALLATION
Electricity will be supplied through the Official Contractor only. This includes all electrical work
(wiring and connection, lighting, etc) on all booths (shell scheme, special design and raw space) at
the Exhibition. For safety reasons, no other electrical contractor will be permitted to carry on electrical work
on site.
a. The number and the type of additional electrical fittings and installations required must be indicated
by the Exhibitors on electrical supplies and fitting. A quotation will be submitted by the official
contractor upon receipt of this form for unscheduled fitting or installations.
b. No electrical installation may be suspended from the roof of the Exhibition Halls or affixed to any
part of the building structure. No fitting may project beyond the boundaries of the installations and
must be adequately protected against excess current.
c. Any design or plan of electrical installation must be submitted to the Event Managers for approval
before the deadlines indicated, and no installation work shall be carried out without written permission
there from. The Organizer reserve the rights to disconnect electricity supply to any Exhibitor whose
installations either violate the regulations or is deemed dangerous or is likely to caused annoyance to
visitors or other exhibitors.
d. Strictly No multi plug are allowed. All sockets are for machine operation only and not for lighting.
For safety reasons, please use one socket for one machine only.
INSURANCE
a. Every reasonable precaution will be undertaken by the organizer to ensure that security and safety
of the exhibition halls and adjacent areas. However, the organizer will not be responsible or be liable
to any Exhibitor, their employees, contractors or agents in respect of any direct or indirect loss or
damage to any exhibit, person or property, arising out of or in any way connected with the exhibition.
Exhibitors are strongly advised to insure their exhibits against such loss or damage, including risk of
fire, throughout the duration of the exhibition.
b. Exhibitors will also be held responsible for loss or damage or injury to property (including those
belonging to other Exhibitors and persons, caused by themselves, their employees or agents.)
Each Exhibitor participating in the exhibition MUST indemnify the organizer against all claims of
whatever nature, which may be made against the organizer arising out of in any way connected
with such exhibitor’s participant in the exhibition. This provision is specifically agree to be fair
and reasonable by the Exhibitor participating in the event
AUDIO VISUAL EQUIPMENT AND POTTED PLANTS
a. Exhibitors are permitted to bring their own audio visual equipment such as TV's and Video into the
exhibition area. These must be placed inside the confines of your own booth area and must not be
on walkways or any other common area. Exhibitors may use their PA/sound system but must ensure
the volume is kept at an acceptable level and is not disruptive to the immediate neighbors.
b. Exhibitors are not allowed to bring in potted plants for the exhibition area. Potted plants are to be
rented from the Landlord.
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AUDIO VISUAL PRESENTATIONS
a. All audio-visual presentations, even if they originate from Malaysia must obtain the Censor Board’s
approval. Clearance may take about 4 weeks and exhibitors are advised to send their materials to
the Censor Board together with a covering note indicating that it is to be used at the exhibition.
Exhibitors should obtain the Censor Board’s approval from:
LEMBAGA PENAPISAN FILEM (FILM CENSOR BOARD)
Kementerian Dalam Negeri Bahagian ‘C’,
Unit Penapisan Filem Aras 3 Blok D2,
Parcel D Pusat Pentadbiran Kerajaan Persekutuan
62546 Putrajaya Malaysia.
(T): 603 8886 8000 (F): 603 8889 1685
b. In addition a license from Jabatan Perlesenan (MPSJ) must be obtained before the audio-visual
materials may be screened at the exhibition. All the related fees are to be borne by the Exhibitors.
EXHIBITOR'S BADGES
a. Exhibitors are required to wear their badges at all times within the Fair area.
b. Exhibitors are reminded that exhibitors badges are strictly for their own staff manning the booth only
& should be worn at all times during the exhibition. During the exhibition hours, any exhibitors without
badges will be required to Undergo for admission. No other personnel should be wearing exhibitors
badges. The event manager reserves the right to confiscate any misused badges.
c. The Exhibitor Badges are non-transferable.
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LOADING DOCK
RULES & REGULATIONS
21
Loading Docks
Access to Loading Dock
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The Centre’s loading dock is located at ground floor.
Control point is at the Centre’s checkpoint.
Traffic flows in a one-way direction in from Jalan Persiaran KLCC and out to Jalan Pinang.
The loading dock service road is 8 meters H x 6 meters D at Loading Dock 1 and Loading Dock 2
with narrower sections behind service Link Hall 3 and Loading 4 and Loading Dock 5.
The narrow section behind Link Hall 3 has a low ceiling, which is 4 meters in height. Safety goal
posts of 4 meters in height are installed before and after the service road Link Hall 3.
Only vehicles below 4 meters in height will be allowed access to Loading Docks 1,2,4,5.
A 30 minute parking limit applies for drop-off/pick-up of goods during the move in and move out
process. Vehicles are not permitted to park at the loading dock at any other time.
Vehicles and contents are the responsibility of the owner while at the loading dock.
Smoking is only permitted at the designated area at the loading docks.
The loading dock includes two wash rooms, one wash bay is located at loading dock 2, another
wash bay is located at loading dock 4 for the preparation of paints, trade materials and cleaning
purposes.
Children under 15 are not permitted to present during move in and move out.
Loading Dock Operable Doors
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The unloading and loading of exhibitor materials for use in the exhibit halls should be conducted
within the loading dock area only.
Loading or unloading of exhibit materials through any other door is prohibited.
Vehicles and trucks may be driven directly onto the concrete floor of the ground level exhibit floor
if they have obtained approval from the Centre.
The dimensions of the Loading Dock 1,2,4,5 doorways are as follows:
Operable door Exhibition Hall 1,2,4,5 : 7.9 metres W x 6 metres H
Freight Lifts at Loading Docks
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There are 3 freight lifts located at the loading docks.
The freight lifts are at ground level of the loading docks.
One freight lift is located at the west building to service level 3 ; Conference Hall 1,2,3, Plenary
Theatre and Meeting Rooms at Level 4 (406-410).
One freight lift is located at the east building to service level 3; Banquet Hall & Grand Ballroom and
Meeting Room at Level 4 (MR401-405).
One freight lift is located behind Link Hall 3 to service the Plenary Hall.
Freight lift:
Depth 6.3 metres x Width 2.7 metres x Height 2.6 metres and accommodates a total weight of 7
tonnes.
All goods must be transferred by hand onto trolleys to Level 1, 3 and Level 4.
Forklifts are not permitted access to Level 1, 3 and Level 4.
Timing of the use of freight lifts must be included in your traffic schedule and take into account other
events taking place concurrently.
Freight Forwarding Contractor
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The Centre operates an accredited suppliers system which requires organisers to use the in-house
Freight Forwarding Contractor to manage the move in and move out process for your event,
including the receipt of all materials and transfer of loads into the venue.
The freight forwarder will liaise with your exhibitors regarding a move in and move out schedule.
Move-in / out and Traffic Management
Traffic Management – Purpose
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Traffic Management requirements are supplied to Organisers and outline the Centre’s policy and
procedures associated with traffic management for the move-in (delivery), and move-out of all
events.
It is the policy of the Centre that event-related traffic, both on the Centre loading dock and adjacent
public roads, is managed by the Centre’s Security department.
It is the responsibility of all Organisers to ensure that the guidelines and policies outlined in this
document are observed and performed by all people in their organisation, including principal
contractors, exhibitors, sub-contractors and all other agents involved in the delivery or removal of
goods/equipment to or from the event/exhibition.
It is the Organiser’s responsibility to ensure that exhibitors and contractors are made aware of the
following information regarding access to and the use of the loading dock.
The purpose of this policy is to:
a. Control and manage the flow of vehicular traffic both in and out of the Centre.
b. Communicate event conflicts to clients, Police and the Organiser
c. Allow sufficient time to roster and implement traffic management plan prior to events.
d. Provide qualified Centre traffic marshals for all events to accommodate the large scale of
logistical traffic that occurs during all types of events.
Scope
The traffic management plan will be primarily conducted in four (4) phases.
a.
b.
c.
d.
Planning pre event.
Move-in.
Operational.
Move-out.
Planning - The Organiser’s Responsibility
For the above objective to be successful, the Organiser of the event must forward the following information
in the form of a delivery/move out schedule, indicating access times for their contractors’, exhibitors and
their contractors and subcontractors, to the Centre’s Management, to determine the number of traffic
marshals and the need for a vehicle holding area:
a. Move-in date and times (for multiple hall shows, please indicate the number of operable doors that
will be opened for access to the halls).
b. Operational date and times.
c. Move-out date and times.
d. Move-in and move-out schedules, i.e. pick up times etc.
e. Expected traffic peak periods during each day of each phase.
f. Details of contractors and exhibitors who require permission to park for longer periods on the
loading dock.
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Move-In / Move-Out
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At the time of making an event booking, the organiser must take into consideration appropriate
move-in or move-out times for the event, including custom stand and other event build-up
requirements. For special events, dinners etc., this will include production equipment load-in,
rehearsals etc.
It is the organiser’s responsibility to ensure adequate move -in and move-out days are
booked for the set-up and break-down of the event. This is to allow sufficient time to lay stands,
rig, set up production equipment, position and set tables etc.
A traffic marshal will be rostered to monitor access to the halls for deliveries and removal of goods.
Should additional traffic marshals and security be required due to the event size/number of vehicles
a quotation can be arranged.
Exhibition Events
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The Exhibition Manager and Security Manager are responsible for advising the appropriate number
of Traffic Controllers for Exhibitions.
The Centre may impose additional surcharges should the Hirer request additional manning or if the
traffic schedule proves to be inoperable.
Convention Centre Events

When events in the Convention Centre require use of the loading dock, it is the organiser’s
responsibility to ensure accurate schedule details are supplied to the Event Coordinator to ensure
the loading dock is:
o Accessible
o Properly manned at the required times, based on the number of vehicles expected for
deliveries to your event.
o If deemed necessary, the provision of additional traffic marshals will be at a cost to the
organiser.
Move In–Operation
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The Centre’s Security Department will be responsible for the traffic management plan
implementation process.
The Centre has a manned vehicle checkpoint that will monitor access to assist in the orderly flow
of traffic in accordance with the move-in/move-out schedule as supplied by each Hirer.
Traffic marshals will be placed at the Vehicle Holding Area when applicable to ensure that the traffic
plans are implemented to accommodate the different types and volumes of event traffic, in
accordance with the schedule provided.
Communication
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
24
Liaison between the hirer or their representative and the traffic marshal coordinating the traffic plan
is essential for continuous access to the dock area and entry checkpoint.
A logistical and traffic plan meeting is necessary both, prior to and during the operational hours of
an event to communicate the move in and move-out to discuss any potential conflicts that may
arise.
Operational Days
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The Centre will not provide traffic marshals during the operational hours of an event unless agreed
at the traffic plan meeting.
It is the hirer’s responsibility to have a dedicated security officer on duty within the contracted space
to allow access for deliveries (replenishment) via the loading dock. As a standard rule, if there is no
security on duty, then no access to the loading docks will be granted.
No access will be permitted to the loading docks outside the scheduled event licensed period. Early
access may or may not be granted depending on levels of business at the Centre and may incur
additional charges.
Security
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The Centre’s loading dock is secured by the Centre’s security. It is a condition of entry to all persons
who require access to the loading docks that vehicles, equipment and personal belongings (i.e,
bags etc.) may be randomly searched by the Centre’s Security staff upon entering and exiting the
loading docks.
Upon request, all drivers of vehicles who require access to the loading docks must present their
driver license to Centre Security staff to verify their identity.
A traffic marshal must be on duty when after-hours access to the contracted space is required.
Company policy stipulates that the organiser must notify the Centre of exhibition operational hours,
including move-in and move-out times.
There is no parking available to contractors or exhibitors at the loading dock during the move-in,
operation and move-out times of an exhibition, unless the organiser has prearranged this with either
their Event/Exhibition Coordinator in advance.
Equipment/goods cannot be moved in or out via front-of-house areas, this includes the Porte
Cochère at the main entrance to the Convention Centre.
The traffic marshalling team is responsible for allowing access from the loading dock to the
exhibition halls.
The loading or unloading of equipment in the public roads within the KLCC precinct is not permitted.
No responsibility will be taken by the Centre in the case of an accident and/or damage to equipment
during the move-in, operational and move-out periods.
Access to the Exhibition Halls via the operable doors during operational hours is strictly prohibited
once an event is in progress.
By law the Centre is required to maintain clear access for egress from all emergency exit doors
leading onto the loading docks.
Dedicated Dock Usage Areas
The Exhibition Centre loading dock surface has been marked to indicate the following:a. Loading bays which include unique identification numbering of loading bays which will only
be used for vehicles and vans to unload tools and equipment.
b. Dock traffic.
c. Clear vehicle emergency egress.
d. Smoking zones.
Clear Vehicle Emergency Egress
The clear vehicle emergency egress is to remain clear at all times to allow continuous movement of traffic
exiting the loading dock. This will assist emergency vehicles to access the loading dock in the event of an
emergency situation.
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Occupational Health and Safety


Hirer and their contractors have a duty of care under the Occupational Health and Safety (OHS)
Act to ensure that all staff and contracted personnel are aware that they have a responsibility, for
the health, safety and welfare of all people in the work area and that any plant or systems of work
which may be used are safe and without risks to health.
This includes providing all employees with information, instruction, training and supervision to
ensure not only their own health and safety but also that of others working or attending the vicinity.
General Regulations
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The OHS requirements include keeping fire doors and cupboards unblocked, the checking of forklift
licenses, the wearing of high visibility clothing and covered shoes, the monitoring of trip hazards on
the loading dock etc.
No equipment is to be chained or tied to any fixed structure of the building.
All gas bottles are to be stored in the appropriate cages.
Any personnel not engaged by the hirer are not allowed inside the halls and on the loading dock
once move-in or move-out has begun.
No contractor is permitted to drink alcohol on the premises during move-in or move-out or perform
any work under the influence of alcohol or illegal drugs.
All vehicles must drive at a slow speed (including forklifts) - no greater than 20 km per hour.
All vehicles entering the service road of the Centre must conform to speed limits, and road signs.
Once an exhibition is operational, vehicles permitted onto the loading dock must not park in front
of any fire exits.
The hirer is to ensure that the contractors working within the vicinity of the loading dock are aware
of all possible hazards, in particular in relation to mobile plant
Vehicle Holding Area (VHA)
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
In order to facilitate move-in and move-out of Exhibition, a vehicle holding area has been stablished
in the close proximity to the Convention Centre. During a large scale exhibition move in and moveout, all vehicles requiring access to the loading docks must first report at the vehicle holding area at
their scheduled time. Please discuss the move-in/out logistic with your
Even/Exhibition Coordinator who coordinate the operational details and coordinate vehicle holding
area booking.
The Kuala Lumpur Convention Centre vehicle holding area is located at No.6 Jalan Stonor, open
air car park, the lot is 300 metres from the Centre.
Vehicle Permit
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Vehicle permits will be issued to each exhibitor for entering the loading docks of the Kuala Lumpur
Convention Centre on the move-in and move-out dates set by the Organiser.
The permit must be displayed on the windscreen to facilitate inspection and is only valid at the
specified dates and times indicated on the permit.
Vehicle Holding Area Move-in/out Procedures
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27
The vehicle holding area is open one hour prior to the pre-scheduled move-in/out time until all
the move-in/out activities are finished.
All contractors will be responsible for keeping a representative on site at the vehicle holding area
while it is open, as per the pre-assigned move-in/out schedule.
The move-in schedule and the vehicle permit should be provided by the hirer/organiser/planner
prior to exhibition move-in.
Upon arriving at the vehicle holding area, the representative(s) MUST first present the Vehicle
Permit issued by the hirer/organiser/planner, queue up and wait for further instruction given from
the Centre’s traffic marshal. The waiting time at the vehicle holding area may vary and will depend
on the total number of vehicles, move-out speed and the prevailing traffic conditions.
The representative(s) who will be on site at the vehicle holding area should be equipped with a cell
phone and that cell phone’s number.
No unattended vehicle is permitted in the vehicle holding area.
No empty vehicle is allowed to park at vehicle holding area during the move-in. The primary use of
the off-site vehicle holding area is for the staging vehicles.
A Trip Pass will be issued to the drivers at the vehicle holding area by the traffic marshal. The
driver must then proceeds to the loading docks with Trip Pass.
During the exhibition move-out, the representative must call the Security Officer at the loading
docks when they are stationed at the vehicle holding area and must call when ready to leave.
The representative (s) failing to present Vehicle Permits and Trip Pass will NOT be allowed enter
the loading docks. Please contact your Event/Exhibition Coordinator for any further inquiries.
KUALA LUMPUR CONVENTION CENTRE
EMERGENCY RESPONSE AND
PREPAREDNESS PLAN
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KUALA LUMPUR CONVENTION CENTRE
PURPOSE
The purpose of this procedure is to manage the emergency preparedness and response process.
SCOPE
The procedure covers the emergency response process within the Kuala Lumpur Convention Centre.
RESPONSIBILITIES
This procedure applies to those persons working on our behalf who are required to act in an emergency
response role.
THE REPRESENTATIVES FOR THE ERT
1.
2.
3.
4.
5.
Incident Commander
Deputy Incident Commander
On-scene Commander
Emergency Warden
Security Officer
Photo above shows an example of Centre’s Emergency Warden
29
KUALA LUMPUR CONVENTION CENTRE
EMERGENCY CONTACT NUMBER
No
1
Location / PIC
Contact Number
2
Security & Liaison Manager
Safety, Health & Environment Manager
012-3477 986
012-2940 753
3
Security Service Counter
03-2333 2888 Ext: 2327
4
6
First Aid Room
Prince Court Medical Centre (PCMC)
Hospital Kuala Lumpur
03-2333 2888 Ext: 2699
03 2160 0999
03 2615 6705
7
Klinik Segara
03-2162 6022
8
9
Klinik Mediviron
Malaysian Red Crescent (PBSM)
03-2165 5699
03-2141 8227
10
St. John Ambulance Malaysia
03-9285 5294
03-9283 3000
5
NOTE :
Dial “555” (by using ALL in-house telephone)
or
03-2333 2900 (by using handphone)
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KUALA LUMPUR CONVENTION CENTRE
ACTION UPON HEARING THE ALARM
Alarm
Stop Work
Wait for
Instruction
Evacuation not required
Evacuation not required
Resume to work
Exit Floor
Assembly Area
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KUALA LUMPUR CONVENTION CENTRE
ACTION INVOLVING MEDICAL CONDITION
32
KUALA LUMPUR CONVENTION CENTRE
EMERGENCY RESPONSE
EQUIPMENTS
33
KUALA LUMPUR CONVENTION CENTRE
TYPES OF FIRE FIGHTING EQUIPMENT IN THE CENTRE
LEGEND:
ABC
FOAM
TYPES EMERGENCY RESPONSE EQUIPMENTS
1.
2.
3.
4.
5.
6.
7.
8.
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Fire Alarm
Emergency Telephone
Emergency Staircase
Emergency Exit
Strobe Light
Fire Break Glass (Red color)
Emergency Light
Smoke/ Heat Detector
CO2
KUALA LUMPUR CONVENTION CENTRE
TO OPERATE AN EXTINGUISHER
Remove fire extinguisher from hanger and follow the PASS method.
PULL
Pull the pin that unlocks the operating lever
AIM
Aim the nozzle or hose towards the base of the
fire
SQUEEZE
Squeeze the lever to discharge the
extinguisher agent
SWEEP
Sweep the nozzle or hose from side to side,
while aiming at the base of the fire. Use short
burst on the fire
35
KUALA LUMPUR CONVENTION CENTRE
ASSEMBLY AREA
NEAR MASJID AS-SYAKIRIN, KLCC PARK
36