Exhibitor Manual

We are glad to see you here! We hope that this guideline will help you to plan & ensure proper participation of your business in Aquaex India 2023. Should you require any further information or assistance, please contact Aquaex India Customer Care: mail@aquaexindia.com

Exhibitor Manual

We are glad to see you here! We hope that this guideline will help you to plan & ensure proper participation of your business in Aquaex India 2023. Should you require any further information or assistance, please contact Aquaex India Customer Care: mail@aquaexindia.com

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Important Dates for Exhibitors
Bare Space Exhibitors: 1 November 2023, 11 AM – 2 November 2022, 2 AM
Shell Space Exhibitors: 1 November 2022, 11 AM – 1 November 2022, 9 PM
2 November 2023 - 10.00 AM to 6.00 PM
3 November 2023 - 10.00 AM to 6.00 PM
4 November 2023 - 10.00 AM to 4.30 PM
Dismantling of the stalls will start at 6 PM on 4 November 2023 and should be completed in all respects including removal of unwanted material by 4 November 2023, 11.30 PM
2 November 2022, 10.00 AM to 11.30 AM
Space Layout Plan
Booth Specifications
In case you need, we do have empaneled third-party agencies for the following:
Setting up and Dismantling, Stand Deliveries, Forwarding Agents, Design & Print, Light, Sound and Displays, Transport, Logistics, Handymen, Ushers and Travel Agents.

Setting Up your Stand
The exhibition halls are open for set-up of custom-built stands and fitting-out of system stands as of 11 AM, 5th February, 2020. The installation and decoration of the bare exhibition stands must be completed, at the latest, by 05.00 AM, 6th February 2020. Items which are not to remain on the stand must be removed and all people must leave the exhibition site by midnight, as the police will then carry out a final security check.
No Verbal Agreement
No verbal agreement between the Organiser and the exhibitor is tenable, unless the same is confirmed in writing.
Damage to the Property
The exhibitor is liable for any damage caused to the building, floor, walls, panels and carpeting OR to standard items and fittings provided within the venue & booths. The exhibitor may not apply paint, adhesive or any such material, which would damage the fixtures & fittings and furniture provided by the Organizer & service providers.
Noise & Smell
The exhibitor will not be permitted to display anything which causes offensive levels of noise, smell OR anything else that effects pollution.
Decoration & Display
The exhibitor shall place items on display within their stalls/booths with the limited height of 3.5 meters for
the bare scheme exhibitors and 2.5 meters for the shell scheme exhibitors. During the buildup & dismantling time, exhibitors are requested not to carry out basic work like carpentry, painting, welding, woodwork, plaster polishing and any other dust inducing works.
Limitation of Liability
The Organizer shall not be liable for either the safety of Exhibitors, their representatives, agents, contractors or invitees during the exhibition, or for any exhibits, articles or other property of any kind, brought into the exhibition by Exhibitors, their representatives, agents, contractors or invitees or members of the public.
The Organizer shall not, in any event, be held responsible for any restriction or conditions which prevent the construction, erection, completion, alteration or dismantling of stands or the entry, setting or removal of exhibits, or for the failure of any services or amenities provided by the venue owner or other third parties.
For more information please check Aquaex India Terms & Conditions.

Access to the Venue
Exhibitors and those assigned to set up the stands need to collect passes before starting any work. Setup and dismantling passes will have been delivered together with the service set. Access to the exhibition site is possible with your exhibitor’s pass as of 1 November 2023. There will be security checks at all gates.
You may access the outdoor exhibition site prior to 1 November 2023 if:
You are an exhibitor with a custom-designed stand that exceeds 36 Sq.M.
You have paid the entry fee. You have then received special permission from the Aquaex board.

Entry Pass
You can register in advance online, allowing you to download and print your registration confirmation. With this registration confirmation, you can drive to the specified Check-In area. Once you have reported to the Check-In, you will receive your entry permit for your vehicle (vehicle pass) and will be able to enter the exhibition grounds.

The following actions are not permitted before 6.00 p.m. and will incur a penalty. Dismantling of stands, packing of exhibits, and delivery of packing materials must be done as per the guideline.

At the end of the fair, the aisle carpets will be removed from all the halls at the same time.
(For this reason, please ensure you keep the aisles free!)
The rolling doors to the halls will then be opened, and the delivery of packing materials can begin.
Within your stand area, you can already start packing at 5.30 p.m.

Increased risk of theft
Hand over your boxes personally to the assigned service companies or freight forwarders. Throughout the dismantling phase, there is a heightened risk of theft!

When can you dismantle your stand?
From approx. 6.00 pm. on 4th November 2023 through 11:30 pm.
During this period all the exhibition halls remain open.
It is possible to leave the exhibition site through any of the gates, at any time.
Aquaex India accepts no responsibility for materials not removed by this time.

Safety Measures
The safety of exhibitors, and visitors, as well as that of exhibits, is of paramount importance. Exhibitors must strictly comply with all relevant fire & other safety regulations. All electrical wiring & fittings must conform to the appropriate safety norms. Exhibitors should also install guards which are protectors placed on machine exhibits during a demonstration to avoid injury or damage by flying chips, sparks, heat, splashing of oil, coolant, etc., Usage of inflammable, poisonous, explosives (including gas cylinders), radioactive and other hazardous material, is strictly prohibited.

No person will be allowed inside the exhibition area without a temporary pass during the construction period.
Nobody will be allowed to sleep at the venue during the entire period (including the build-up, exhibition & dismantling days). All the contractors should give their detail to the respective exhibitors and exhibitors should provide the same to the Organiser to collect the temporary passes.
Temporary passes will be valid during the build-up Period (from 11 AM on 01 Nov – to 5 AM on 2 Nov).
Dismantling Period (from 6 PM — 11.30 PM on 4 Nov)
Facilities Available On-site
An official photographer/videographer will be available at the exhibition.
Arrangements are made for the general security of the exhibition premises. If the exhibitor requires security for their stall during the buildup period, the same will be provided at extra cost only by the official service provider.
Fire Precautions
Arrangements are made for Fire Engines with firefighting equipment to stand by during the period of the exhibition. Smoking is not permitted inside the exhibition venue.
House Keeping
Arrangements are made for the general cleaning of the exhibition premises. If a particular booth has to be cleaned on demand, the same will be charged extra.
Media Centre
Exhibitors may place press releases at any time during the exhibition with prior permission from the organiser. The media space can be hired at a cost of INR 35,000 + GST for a 25 minutes slot. The media space will come with the necessary sound system and television/projector screen, however, the releasing company must arrange the press invitation, and backdrop (design, print and installation). The media team can be contacted for this support at the venue.
Business Centre
Photocopy,  Printouts (Colour, Black & White) and Stationeries can be available on demand.
Food Court
A multi-cuisine food court will be set up at the venue.
Medical Facility
Ambulance/Doctor On Call & First Aid Counter
Cloak Room
A cloakroom facility is available with security for smaller boxes, travel bags and other easy-to-move goods. Please check at the cloakroom counter for the duration of storage and charges.
Please Note: all the above-mentioned facilities will attract charges for services availed wherever applicable.

Important Contacts for Your Booth
Prakash +91 88963 34567 / Sapna +91 88965 34567
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