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HomeExhibitors » Crocus Expo Requirements

General Terms of Holding Events

"APPROVED"

By Order No.01-02/106P of December 21, 2006

GENERAL TERMS OF HOLDING EVENTS AT CROCUS EXPO INTERNATIONAL EXHIBITION CENTER

(Effective as of March 07, 2006 , including amendments of December 19, 2006 )

"General Terms Of Holding Events At Crocus Expo International Exhibition Center" comprises requirements to Participants of the Events held at the Crocus Expo International Exhibition Center (hereinafter the Crocus Expo), format and scope of the information provided, terms and deadlines for activities during the Event preparatory and running periods.

For details please refer to the Event regulating documents, requirements of the General Builder of the Crocus Expo (hereinafter the General Builder), statutory and departmental regulations.

The Event regulating documents effective at the Crocus Expo are obligatory. The Organizer is to verify the compliance with the requirements by the Event participants.

Failure to comply with the requirements hereof is considered as a material breach of the Contract and involves liabilities and penalties set forth by the Contract and the laws in force.

Preparatory Period

In the course of the Event preparatory period the Organizer shall get acquainted with technical data of the indoor and outdoor grounds of the Crocus Expo, contracted for the Event, and terms of services provision. Basing on the technical data provided the Customer arranges exposition, estimates electric power, compressed-air and water demand, type and number of phone lines, Internet access points, congress-halls etc., fixes the time for the Event supporting events pursuant to the Event schedule defined by the Contract or other regulating documents.

The Organizer arranges exposition at the indoor and outdoor grounds within the space defined by the Contract with a due account for building limit line (referred to as the red line ), technical, fire safety and public safety requirements to holding of public events. Authorized representatives of the Crocus Expo pursuant to assigned duties shall verify the compliance with the requirements hereof. Exposition arrangement is set forth by the Floor Plan of the Event made on the basis of the indoor and outdoor grounds layouts (soft and hard copies), which make an integral part of the Contract.

The Floor Plan of the Event developed and approved by the Customer shall be agreed with the Fire Security Department, the Deputy Chief Engineer and the Deputy Director in charge of the Event. The agreed Floor Plan shall be handed over to the General Builder. Not approved and not agreed plans will not be accepted.

The data provided by the Organizer under the Contract shall be signed by a signatory or by a person whose authorities are affirmed by a power of attorney.

Scope of the data provided by the Organizer during the Event preparatory period is defined by the Contract, the requirements hereof and the laws in force.

In order to improve the interaction the Organizer and the Crocus Expo shall hold coordination meetings at least 5 days prior to the Event Overall Period and reviews the Event within 5 days after the end of the Event.

Contracted Space Transfer Procedure

The Organizer accepts the space contracted before the start of stands build-up.

The space contracted is transferred to the Organizer by the order of the Director of the Crocus Expo against a bilateral Transfer/Acceptance Certificate. Size and configuration of the space shall fully conform to the Event Floor Plan agreed. Increase of the space under the Contract and the Supplement Agreements and change of exposition configuration shall be approved by the Crocus Expo.

The Crocus Expo accepts the space contracted after the end of the Event against a Transfer/Acceptance Certificate. Reasonable claims on size of the space covered are accepted up to the last day of the Event Period. No claims will be accepted after the time set forth above.

Stands Build-up Within the Space Contracted

Access to the space contracted of the stand-building agencies are allowed in due time under the Contract and the order in writing authorizing the Event, upon condition that construction and engineering documentation of the stands, provided to the Official Builder for examination, conforms to the rules and requirements in force at the Crocus Expo.

The stand-builders failed to provide the documentation required to the General Builder for examination will not be allowed to the space contracted. Only non-standard and exclusive stands could be built and decorated by means of the exhibitors or by the stand-builders contracted by the exhibitors. The list of documents provided for examination is defined by the General Builder and statutory regulations in force. "Requirements To Design And Build-up Of Two-Storey Stands" in force at the Crocus Expo shall be met for designing and building of two-storey stands.

The Organizer is allowed to use the space contracted prior to and after the end of the Overall Event Period in coordination with the Crocus Expo under the overtime use terms defined in the Services Guide, if not otherwise stipulated by the Contract or the Supplement Agreements.

Extension of the Event build-up or break-down periods shall be registered by the Service Center of the Crocus Expo up to 06:00 p.m. of the day in question. No extra cargoes are allowed to the space contracted during the Event build-up extension period.

In order to obtain a building permit the stand-builder shall provide the following documents:

  • Construction and engineering documentation of the stand approved by the Fire Security Department of the Crocus Expo. Scope of the data and approval procedure are defined by the "Instruction On Fire Safety Measures During Build-up/Break-down of Expositions and Running of Exhibitions/Events At the Indoor and Outdoor Grounds of the Crocus Expo" ;
  • Contract on technical examination of the stand construction and engineering documentation, Certificate of technical examination, building license (for two-storey stands) and license for electrical installation works;
  • A letter (5 copies) requiring a permit to access the space contracted for the Event build-up/break-down enclosed with a list of personnel (2 copies), including their full names, passport details, list of equipment to be delivered. The letter shall be stamped by the Organizer and the General Builder permitting the access.

Hoisting vehicles of the exhibitors or the stand-builders are not allowed into the Halls.

Storage of building and stand fitting materials during the Event build-up/break-down periods is only allowed within the space contracted. Gangways between the stands shall be kept clear. If required, the Event participant can lease an extra space from the Crocus Expo to store stand-fitting materials subject to space availability.

Installation of extra light fittings on standard stands or mobile stands with independent electrical circuits shall be approved by the General Builder. Build-up of non-standard and decoration elements, which are not exhibits, inside the standard stands (carried out by means of the exhibitor or the stand-builders contracted by the exhibitors) shall be approved by the General Builder following the results of the stand construction and engineering documentation examination.

It is not allowed to use silicate glass at 1.8 m from the floor level to the top edge of the glass installed. Only triplex glass is allowed to be used at the above stated height.

Exclusive stands shall be built of elements of high degree of completion, preliminary assembled and painted at the production facilities of the stand-builder.

Only assembling of stand elements, closing and painting of joints, provided the floors of gangways are covered with a protective film, are allowed in the Halls. It is strongly prohibited to use fixed buzz saws and orbital sanders, not equipped with dust extraction, open flame, and carry out hot works. No stand elements can be fixed to the walls and the floors of the Halls.

The Organizer shall submit for approval to the Maintenance Department of the Crocus Expo the technical documentation for suspension of light-weight structures from the roof structure of the Halls at least 14 days prior to the Overall Event Period. The technical documentation to be provided includes: stand layout; layout of the structure to be suspended; information letter specifying the weight of the structure; number of suspension points; loading capacity per each suspension point; information about the persons in charge of the structure design and suspension, and compliance with safety rules. The technical documentation for suspension of light-weight structures provided individually by the exhibitor or the stand-builders will not be accepted by the Maintenance Department of the Crocus Expo.

It is allowed to fix floor covering with an adhesive tape. The tapes applied shall not leave traces after being removed.

Fixing of structural and decoration elements to the supporting structures of the Halls (binding joists, columns etc.) are only carried out by the personnel of the Crocus Expo.

Layout of the suspended structure indicating the weight of the structure and suspension points shall be designed by the stand-builder and approved by the Maintenance Department of the Crocus Expo. Rigging works at the height of 5 m from the floor level shall be carried out in compliance with "Standard Labor Safety Regulations for Steeplejacks" (TOIR-66-02-93).

The General Builder inspects the compliance with regulations for stands build-up, decoration and break-down and statutory regulations for carrying out of works, and abidance by the safety rules during the Overall Event Period.

Stand-builders shall carefully remove waste and stand fitting materials from the space contracted and obtain an exit permit from the Hall administrator. It is strongly prohibited to use waste bins of the Crocus Expo for utilization of stand fitting and package materials (sawn timbers, flake boards, wood fiber boards, fiber boards, composite boards etc.).

Cleaning of the Space Contracted

Cleaning of the space contracted (removing of construction waste, packages, dust etc.) is carried out continuously during the Event build-up and break-down periods. Stand-builders and exhibitors shall pack the wastes to be utilized into their own garbage bags and put them into gangways. To remove bulged wastes (which cannot be put into garbage bags) special containers shall be ordered in the Service Center in advance.

Final cleaning of the exhibition space contracted and gangways prior to the Event opening are carried out upon completion of stands build-up and exhibits installation. It is not allowed to carry out waste-producing works and put garbage bags into gangways after the final cleaning. If stands build-up and exhibits installation are not completed within the due time under the Contract, the stand-builder or the exhibitor shall remove wastes from the stand and gangways by their own means. If required, this service can be order in the Service Center . The space to be cleaned shall be agreed with the Hall administrator. The cost of the service is subject to 100% surcharge to the rates of the Services Guide.

During the Event Period the wastes to be removed shall be put into gangways in stand bins.

Exhibits Installation

The Event participants are allowed to the space contracted for installation of exhibits within the due time under the Contract and the order permitting the Event. Extension of exhibits installation period under the Contract shall be agreed between the Organizer and the authorized representative of the Crocus Expo. Delivery of extra cargoes to the space contracted during the Event build-up extension period is not allowed.

To obtain a permit for exhibits installation the Exhibitor shall provide:

  • Exhibits documentation approved by the Fire Security Department of the Crocus Expo. Scope of the data and approval procedure is defined by the "Instruction On Fire Safety Measures During Build-up/Break-down of Expositions and Running of Exhibitions/Events At the Indoor and Outdoor Grounds of the Crocus Expo" ;
  • A letter (3 copies) to obtain passes to the Event build-up/break-down enclosed with a list of personnel, including their full names, passport details, list of equipment delivered. The letter shall be stamped by the Organizer permitting the access;
  • Passes to the Event build-up/break-down (issued by the Service Center of the Crocus Expo).

During exhibits installation and break-down the personnel engaged shall also meet the requirements set forth in the "Stands Construction Within the Space Contracted". Exhibitors, their representatives and contractors are fully responsible for any damage caused to the premises or the property of the Crocus Expo, as well as to the third parties, by their actions or inactions.

The administration of the Crocus Expo reserves the right to forbid the Exhibitor to display exhibits which might be hazardous to public.

The Event Running Period

During the Event Period the Exhibition Center operating hours are from 08:00 a.m. to 08:00 p.m. The Event running period is 8 hours. The remaining time shall be used for cleaning, maintenance and repair works. During this period all works carried out by the Organizer or the exhibitors shall only be done within the stands area, the Event management offices, press-centers and other areas contracted.

Following the Event schedule set forth by the Contract the Organizer shall ensure the due time closing of the Event and compliance with the regulations in force at the Crocus Expo; in coordination with the security officers on duty the Organizer shall ensure the due time vacating of the Event areas and premises by the visitors and participants after closing of the Event.

At 08:00 p.m. the Halls will be closed and sealed. From 08:00 p.m. till 08:00 a.m. the Security Department of the Crocus Expo ensures the security of the Halls. No one will be allowed to the sealed Halls during this period.

In case drink receptions, concerts etc. are held in the Halls after the end of the Event hours the Organizer in coordination with the Crocus Expo shall take measures to ensure safety of the premises and the exhibits.

Operation of the security firms contracted by the Organizer or the Event participants shall be approved by the authorities of the Crocus Expo. The security firms failing to meet the regulations in force at the Crocus Expo will not be allowed to work at the Crocus Expo's grounds.

Services Provided to the Organizer and Exhibitors

The Organizer shall submit the orders for services to the Crocus Expo in due time set forth by the Contract or the Services Guide. The services provided will be charged as per rates of the Services Guide. The rates of the Services Guide are quoted for the services provided in fixed areas. The services provided at other areas are charged at agreed rates.

Subject to the Organizer's approval the Crocus Expo provides services to the exhibitors and other participants of the Event according to the Service Order Contracts upon the advance payments by bank transfer or cash payments made in conformity with the cash payment limits fixed by the laws in force.

Orders, submitted after the time period fixed by the Contract, are provided subject to technical availability. Late orders are subject to 50% surcharge to the rates defined by the Services Guide. Services not defined by the Services Guide are provided at agreed rates.

The Crocus Expo is to sell entry tickets and the Event Catalogues, if not otherwise defined by the Contract.

Any commercial activity within the space contracted shall be approved by the Crocus Expo and conform to the statutory regulations and laws regulating commercial activities and provision of fee-based services.

After the service is provided a Work Completion Certificate shall be signed between the Crocus Expo and the Customer.

Order for services could be cancelled prior to the Overall Event Period starts, if not otherwise defined by the Contract or the Services Guide. Orders cancelled or not demanded after the above state time shall be fully paid.

Reasonable claims on time, quality and scope of the services provided are accepted up to the last day of the Event break-down, otherwise the service is considered to be properly provided.

Prior to taking out of exhibits the Event participant shall return the equipment rented to the Crocus Expo against a receipt. The equipment shall be in good working order. If the Event participant fails to provide the receipt signed by the authorized representative of the Crocus Expo, the exhibits taking out will not be allowed.

Handling Services

Handling and lifting services are provided by the Transportation Department of the Crocus Expo during the Event build-up and break-down period from 09:00 a.m. to 07:00 p.m.

The order for handling services shall be registered by the manager of the Transportation Department in the Services Center . In the order form the approximate time of order execution (start of the truck loading/unloading) shall be specified.

Admission to the trucks loading-unloading area of the vehicles of the Customers, having a permit to handle the cargoes by their own means, are allowed against a pass issued by the Transportation Department.

Handling of non-pallet cargoes or packaged in contravention with the requirements in force are carried out at the bottom of the priority.

Priority of bulky exhibits loading/unloading is defined by the Organizer on the basis of the exhibits delivery/taking out time-table and the priority of stands build-up in the Halls (outdoor grounds) allowing the possibility to relocate the cargo.

The exhibits delivery/taking out time-table shall be worked out by the Organizer and submitted to the Crocus Expo at least 14 calendar days prior to the Overall Event Period. Taking out of exhibits on the final day of the Event Period shall be approved by the Crocus Expo.

Parking of vehicles at the Crocus Expo grounds are allowed from 08:00 a.m. to 08:00 p.m. , if not otherwise defined by the Event schedule. At any other time no vehicles are allowed.

The Event participants are allowed to use handcarts equipped with polyurethane or white rubber wheels to transport the cargoes inside the Halls. It is not allowed to use handcarts outwards the Halls without approval of the Hall administrator.

Electric Power, Water, Compressed Air, Phones and Internet

Connection to power-, water-, compressed-air and sewage mains are carried out by the Maintenance Department of the Crocus Expo on the basis of electrical installations layout worked out by the General Builder, layout of water and compressed air supply mains, and orders submitted by the Organizer.

Connection to communication and Internet lines are carried out by the ACS & Communications Department of the Crocus Expo on the basis of phones and Internet connections layout and orders submitted by the Organizer.

For electrical installations the Organizer shall:

  • Provide to the General Builder information on electrical equipment of standard stands at least 14 days prior to the Overall Event Period. Information on electrical equipment not provided in due time will be indicated on the Event Electrical Installations Layout as separate electrical installations. The stand-builders shall provide information on the stands to be built to the General Builder; the information provided will be included into the Event Electrical Installations Layout. The Organizer shall ensure the provision of the information required.
  • Approve the layout of electrical installations of standard stands worked by the General Builder at least 7 days prior to the Overall Event Period. The layout includes the number of electrical installations and power demand of the stands grouped in blocks. Upon approval of the electrical installations layout the Organizer signs a Work Completion Certificate with the General Builder. On the basis of the approved layout the Organizer complete and submits to the Crocus Expo the order for connection of blocks of standard stands to power supply mains (specifying the number of electrical installations and power demand);
  • Complete and submit to the Crocus Expo the order for connection of stands built by the stand-builders to the power supply mains (specifying the number of electrical installations and power demand) at least 14 days prior to the Overall Event Period.

If the total power demand of the Event exceeds the standard limit of the power demand (50W per 1 sqm of indoor space), the Organizer shall agree with the Chief Engineer of the Crocus Expo upon extra measures to ensure the power supply of the Event.

Connections to power, water, compressed air supply mains, communication and Internet lines shall be planned pursuant to location of floor ducts, switchboards, boxes and cranes located at the outdoor grounds.

Compressed air on the first floor of Pavilion II can only be supplied by compressed air compressor provided by the Customer. Connection to compressed air compressor is carried out by means of the Customer upon approval of the Chief Engineer.

The Organizer shall agree the arrangement of supply mains with the Maintenance Department of the Crocus Expo and notify the stand-builders, the exhibitors and other participants of the Event.

The Event participants are not allowed to:

  • Connect mini-ATS and other communication equipment to communication lines provided;
  • Lay communication lines in the Halls by their own means;
  • Connect telecommunication equipment to leased lines to provide services to the third parties;
  • Take the equipment leased from the Crocus Expo outside the Crocus Expo grounds.

The Event participants shall obtain a permit from the Crocus Expo to use their own communication and audio-, visual equipment.

Advertising Services

Advertising services are divided into 3 groups: services provided to the Organizer only; services provided to any advertiser upon approval of the Organizer; services provided to any advertiser without approval of the Organizer. For detailed information on advertising services provided please refer to the Services Guide

Advertising is only allowed within the space contracted; only goods and services conforming to the subject of the Event can be advertised.

Advertising medium - any advertising material, including banners, flags, stickers, posters etc.

Advertising structure, vehicle of the Customer - any advertising and/or informational facility used to attract attention to advertising of the Customer, including installations, vehicles, display stands, paper holders, A-boards, mobile stands, showcases, stickers etc.

Installation works - one time installation of 1 advertising medium.

Advertising sites for placing of the outdoor and indoor advertising mediums, and Internet banners, unless ensues from the Services Guide, shall be defined and approved by the Advertising Department of the Crocus Expo. Connection of the Customer's equipment to supply mains (electric power, water etc.) shall be extra charged on the basis of the rates of the Services Guide.

Placing of advertising vehicles, including mobile billboards, shall be approved by the Advertising and Traffic Departments of the Crocus Expo.

The Crocus Expo shall not be responsible for the safety of the advertising mediums and structures of the Customer.

Manufacturing of advertising mediums (banners to be placed on the front walls of Pavilions and Registration Halls, posters for billboards and lightboxes, stickers), installation and disassembling works on the structures provided by the Crocus Expo shall only be carried out by means of the Advertising Department of the Crocus Expo.

Only mediums of the Customer manufactured as required by the Advertising Department of the Crocus Expo are accepted for placing

Ready-made mediums of the Customer shall be provided for placing at least 3 days prior to the order performance date. Mediums of the Customer not complying with technical requirements set forth by the Advertising Department of the Crocus Expo will not be accepted.

Layouts and files shall be provided in soft copy and color print signed by the Customer; layouts and files provided shall comply with technical requirements set forth by the Advertising Department of the Crocus Expo. If signed layout is not provided, the Crocus Expo shall not be responsible for the accuracy of the information printed.

Mediums manufactured by the Crocus Expo and mediums provided by the Customer will be stored for 3 days after disassembling, following which they will be utilized. Storage of mediums above the time period specified is charged as per rates of the Services Guide.

Indoor air balloons shall be filled with helium and not be treated with composition for long-term use. Documents confirming lack of treatment shall be attached.

Aerostatic and air-filled equipment (air-balloons, dirigibles, pneumatic figures etc.) of the Customer shall only be placed upon a statutory permit allowing to use and levitate the aerostatic equipment.

Internet banners provided by the Customer shall be created in conformity with the requirements set forth by the Advertising Department of the Crocus Expo.

Promoting and distributing of print advertising or goods by the Customers outside the space contacted shall be approved by the Advertising Department of the Crocus Expo and paid as per rates of the Services Guide. Promoting and distributing shall be carried out at the sites defined by the Advertising Department of the Crocus Expo, and shall not disturb the operation if the Crocus Expo and the Event.

Advertising with the use of technical means producing effect beyond the space contracted, holding of performances and shows shall by approved in writing by the Advertising Department of the Crocus Expo.

Holding of lotteries and other advertising events involving presence of the Event participants and visitors at certain place and time shall also be approved.

Advertising materials contravening the laws in force will not be accepted. Advertising events not complying with the requirements hereof will be stopped by the decision of the authorities of the Crocus Expo.

Public Liability Insurance

Public liability against damage caused during the Overall Event Period shall be insured by the Organizer prior to the Overall Event Period. Spaces not covered by insurance will not be provided for holding the Event. The Organizer can insure public liability individually or by the agency of the Crocus Expo following the provisions of the Contract.

Insurance company insuring public liability of the Event participants at the grounds of the Crocus Expo shall meet the following requirements:

  1. Experience in insurance activities required At least 5 years
  2. Paid authorized capital At least 250.000.000 RUR
  3. Equity funds At least 300.000.000 RUR
  4. Rating according to "EXPERT" agency Not less than А +
  5. Optional reinsurance contract with foreign partners At least 1.000.000 USD
  6. License granting the right to carry out public liability insurance obligatory
  7. Funds paid by the Insured to indemnify the damage At most 1.000 USD

In support of the above listed information the Organizer shall provide:

  • Information about the insurance company (advertising brochure, advertising blotter etc.);
  • Reported balance-sheet of the insurance company;
  • A copy of License (including appendixes) granting the right to carry out insurance activities, including public liability insurance;
  • Web-link to the web-site of the insurance company;
  • A letter confirming the availability of obligatory reinsurance contracts effected, including the name of the foreign partner (reinsurer);
  • A notarized copy of the insurance policy. In the insurance policy it should be stated that: activities related to the use of the exhibition premises leased from ZAO "Crocus International" for the Event period are insured; insurance period should cover the Overall Event Period under the Contract; the insurance territory includes areas and premises of the Crocus Expo leased from ZAO "Crocus International" and located at the following address: Trade&Exhibition Center, 65- 66 km of MKAD, P\o "Krasnogorsk- 4" , Krasnogorsk, 143400 Moscow Region; notification about early termination of the insurance contract should be forwarded at least 30 days prior to the termination date; reclamation period under the insurance policy should be at least 1 year upon the end of the insurance period;
  • Waiver of subrogation against ZAO "Crocus International".

Other risks can be insured by the Event participants individually. Insurance policies stating the waiver of subrogation against ZAO "Crocus International" are only accepted.

Interactive Information Terminals

The Organizer shall supply information under the Contract and the Supplements Agreements for providing information and directory services to the Event participants and visitors. The information shall be provided to the Guest Events Department of the Crocus Expo in electronic format at least 14 days prior to the Overall Event Period. The information provided for placing in interactive information terminals includes:

  • Indoor and outdoor floor plans of the Event, indicating the stands numbers (made on the basis of the layouts of the indoor and outdoor grounds of the Crocus Expo);
  • List of exhibitors (in alphabetic order), specifying the stands numbers;
  • Information about exhibitors (in form of the Event Catalogue) including: name, phone and fax numbers, postal address, e-mail, web-site, activity description, logo;
  • Classification headings .

To place advertising materials in interactive information terminals, the Organizer or the Event participant shall forward an order at least 14 days prior to the Overall Event Period.

"Approved by"

Director of Krasnogorsk Subsidiary

"Crocus Expo" ZAO "Crocus International"

________________ D. G. Ostroushko

May 01, 2007

LIST OF AMANDMENTS TO

"GENERAL TERMS OF HOLDING EVENTS AT CROCUS EXPO

INTERNATIONAL EXHIBITION CENTER "

as of May 01, 2007

1. Section 3, Par. 9:

"Technical specification of the light-weight to be fixed to the roof structure of the Halls shall be approved by the Maintenance Department of the corresponding pavilion of the Crocus Expo at least 14 calendar days prior to the Overall Event Period. The technical specification to be provided includes:

  • Stand layout;
  • Information letter specifying the weight of the structure; number of suspension points; loading capacity per each suspension points; information about the persons in charge of the structure design and suspension and compliance with safety rules;
  • Suspension structure design;
  • Order for suspension services completed in compliance with form approved by the Crocus Expo.

The Organizer could provide the technical specification listed above to the Maintenance Department of the Crocus on behalf of each exhibitor or else authorizes the exhibitors to apply directly to the Crocus Expo in order to coordinate the technical terms and execute the service order contracts.

The Organizer shall notify the Maintenance Department of the Crocus Expo of the chosen interaction format."

2. Section 9, Par. 4:

"In purpose to insure full and proper power supply of the Event the Organizer shall provide information on power demand of each Exhibition Hall and outdoor site contracted at least 30 calendar days prior to the Overall Event Period. On the basis of the information provided the Organizer agrees with the Maintenance Department of the Crocus Expo on terms of power supply which shall be fixed by the supplement agreement to the Contract."