TERMS & CONDITIONS FOR PARTICIPATING IN CARING MOMS HEALTH CARNIVAL 2019
SECTION 1: GENERAL INFORMATION
This handbook acts as a guide to aid exhibitors’ planning for CARING MOMS HEALTH CARNIVAL 2019 (“EVENT”). It contains vital information and details which will need your attention leading up to the EVENT. Please pay special attention to submission deadlines to make the process of exhibiting hassle-free.
However, if you do not find the information you require in this handbook, feel free to contact the Organiser directly.
1.1 SMOKING & ALCOHOL CONSUMPTION POLICY
All Exhibitors shall ensure that they and/or anyone assisting them, do not consume or distribute any cigarettes/vapes etc and/or alcohol within the exhibit area and/or venue., Exhibitors found in violation of this policy/regulation will risk penalties including immediate booth closure.
1.2 COOKING & PORK / ALCOHOL POLICY
Only light cooking is permitted in the exhibit booth. Light cooking means no fire/fumes, minimal smokes and no unpleasant/oil smell. Any Exhibitor intending to do on site cooking shall obtain prior approval from the Organiser which shall be atk the sole discretion of the Organiser.
Exhibitors using or serving Alcohol or pork based items would need to clearly inform Organiser during the registration process. Food containg alcohol or pork shall be placed only in zone designated by Organiser.
SECTION 2: SECURITY, ACCESS, INDEMNITY & ENTRY POINTS
2.0 SECURITY & ACCESS
This section covers aspects of security and access. Please ensure all the relevant deadlines are noted.
The event is open to Public. All personnel working in the exhibition halls are encouraged to wear CARING MOMS T-shirts and badges to distinguish Exhibitors from public.
Exhibitors shall be solely responsible for the safety, care, control and well-being of the child/children who shall accompany/assist the Exhibitors at their respective Booths. The Organiser shall not in any manner whatsoever be liable for the safety, care, control and well-being of the said child/children nor shall the Organiser be obliged to provide any form of security or surveillance for the said child/children.
Security guards of the venue will patrol the exhibition site/venue in general, but their duties shall not include specific attention to individual stands. Exhibitors are reminded to arrange for their own insurance coverage during the event as well as during the moving in/out period. Exhibitors are also reminded that they have to be particularly careful with light, portable and attractive exhibits after the close of the EVENT whilst loading and unloading to and from and within the confines of the EVENT area or venue.
Exhibitors are reminded that their booths should not be left unattended until all items have been secured.
Exhibitors shall be solely responsible for all their exhibits/items and/or belongings in transit to and from and within the confines of the EVENT area or venue. All Exhibitors’ items/belongings/exhibits shall be deemed to be under the Exhibitors’ custody and control at all times.
Exhibitors have to ensure that there are no valuables left behind after the end of Day1 and/or Day 2 at the venue. Neither the Organiser nor the venue owner shall be responsible for any loss, damage or theft of items. Organiser may try to provide common storage facility, and if the Exhibitors choose to store their items/belongings/exhibits at the common storage area (if provided), they do so at their sole risk. The Organisers shall in no way be responsible or liable for the Exhibitors’ items/belongings/exhibits which are stored at the common storage area (if provided).
i) Exhibitors shall be solely responsible for all loss or damage to property (including those belonging to other Exhibitors and persons) or any form of injury to persons, including but not limited to the child/children under their care during the course of the EVENT.
ii) All Exhibitors participating in the EVENT hereby covenants and agrees to and shall INDEMNIFY the Organiser and/or its employees/agents/volunteers against any and all claims of liability, damage or expense, whether directly or indirectly, arising from any injury to or death of any person or any loss of, damage to , or theft of any property, including but not limited to the Exhibitors’ property, arising out of or in any way connected with the Exhibitors’ participation in the EVENT.
2.2 LOADING & UNLOADING AREA
The event is held at ground floor and there are 4 unloading/loading entrances/exits (Main Entrances). Exhibitors have to take extra care and not block the vehicles or impede flow of traffic at the Main Entrances.
All Exhibitors have to unload at all Main Entrances. Loading and unloading time would be from 7.30 am – 8.30am on Saturday, 22th June 2019. After 8.30am all vehicles have to leave the unloading / loading area.
The booths have to be cleared from 7.00 pm – 8.30pm on Sunday, 23th June 2019
SECTION 3: BOOTH SET-UP, STORAGE & REMOVAL OF WASTE MATERIALS
3.1 BOOTH FITTINGS & DISPLAY
Exhibitors must ensure that all the belongings including any display units fittings have to be within the confines of their booth.
No fitting, display or self adhesive stickers/signs may be attached to any part of the exhibit area, and no item may be be nailed, screwed, drilled or punched into the floor. If this instruction is ignored, the Organiser has the right to remove the items and charge the Exhibitor concerned for the damage caused.
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 first obtaining the permission of the Organiser.
No nailing, painting, wall papering or drilling will be allowed.
Exhibitors have to ensure there are no scratches or damages of the floor or walls are caused by them / their representatives in the event venue of the EVENT.
3.2 BOOTH SET-UP
Only the official / registered name of exhibitors with CARING MOMS HEALTH CARNIVAL 2019 will appear in the directional / information signage
Area of booth for moms category is 6 feet x 8feet. Each booth will be provided with 1 x Table of size 2.5 feet x 6 feet (with tablecloth and skirting) & 2 x Chairs and shall be returned to the Organizer at the end of the EVENT.
3.4 STORAGE & REMOVAL OF WASTE MATERIALS
All Exhibitors’ materials and properties kept within the venue shall be at Exhibitors’ sole risk.
All Exhibitors are required to store materials in an orderly manner to avoid any obstruction.
All Exhibitors have to maintain the cleanliness of their exhibit area and surroundings at all times.
At the end of the day, Exhibitors are responsible to remove all unwanted materials from the exhibit area and clean up their area.
All unwanted materials needs to be disposed by the Exhibitors at the designated disposal unit at the mall (On ground floor – At Block C , behind Office Block).
All Exhibitors must come prepared with sufficient and adequate garbage bags or bins to collect all the materials to be disposed generated from their respective booths.
SECTION 4: EVENT OPEN DAYS / OPERATING SCHEDULE
Exhibitors registration: Sunway Nexis, Kota Damansara, 1 Jalan PJU 5/1 Kota Damansara, 47810 Petaling Jaya, Selangor, Malaysia @ CARING MOMS information counter: on 21th June 2019 (Friday): 12.00pm – 5:00pm
Exhibition Operating Hours
~ 22th June 2019 (Saturday): 10.00am – 7.00pm
~ 23th June 2019 ( Sunday) : 10.00am – 7.00pm
Please note that the Exhibitors are responsible to arrange for ALL the booth materials to be removed from the venue after the EVENT. The Organiser, Venue Owner and Official Contractor shall not be responsible for any loss of items .
SECTION 5: EXHIBITORS’ RESPONSIBILITIES
This section highlights the responsibilities of Exhibitors during and after the Exhibition. Exhibitors are required to observe and comply with these regulations. Should Exhibitors have any questions or require advice, do contact the Organiser for assistance.
5.1 BOOTH OPERATIONS AND CONDUCT OF BOOTH PERSONNEL
Exhibition booths must be fully staffed and operational throughout the operating hours of the event. It is compulsory to have a child present with the Exhibitor in order to support the objectives of the EVENT. Booths and exhibits must not be dismantled or packed until the event has closed at 7pm on 23th June 2019.
Exhibitors are not allowed to distribute flyers, brochures, any and all types of forms and or any promotional items all throughout the mall which includes entrances, public passageways, common areas or walkways of the mall. Distribution of approved flyers, brochures, any and all types of approved forms and or promotional items can only be done within the confines of your own booth area.
No person participating in the exhibition is to behave or act in a manner which may cause harm, injury or damage to other persons, exhibits, exhibition hall, properties and fixtures.
All Exhibitors, are advised to prepare payment receipts for issuance during the carnival to all the buyers from their booth. (Nothwithstanding, the Organiser may at their sole discretion, create online receipts for sales during the event.)
All Exhibitors must exercise professional and ethical best practices in honouring and delivering their products and services sold to customers in the CARING MOMS HEALTH CARNIVAL 2019. Any substantiated complaint against any Exhibitor received by the Organiser from customers or venue providers or Official Contractor shall be subject to heavy penalties and may be a determining factor for the Exhibitors’ future participation in any CARING MOMS EVENTS.
The booth has to be operational with an Exhibitor or representative in the booth to address visitors for the whole day from 9.30am to 7pm. There will be RM 100 penalty that will be charged for Exhibitors who leave their booths empty or unattended and these Exhibitors face potential barring from participation in future CARING MOMS EVENTS or other initiatives.
Every booth has to be equipped with a disposal bin/bag to collect all the disposals that could be generated from the booth activities / sales. Plan the disposal bin as per the size of the activities / sales.
It is highly recommended that all Exhibitors prepare for a SOLD OUT scenario. Even when all the Exhibitors’ stocks are sold out , there should be some samples for visitors to see / touch / taste and to take pre-orders to ensure the visitors are happy to have visited your respective booths.
Organiser shall not be responsible for any theft, injuries, damage to person, property or belongings.
Parental consent form (attached herewith) must be compulsorily printed and signed by the a parent and submitted to the Organiser on the day of registration. Without a consent form, the child will not be allowed to be present at the booth.
Booth site and allocation is discretionary and at the prerogative of the Organiser. No changes shall be allowed unless otherwise expressly allowed by the Organiser
Organiser’s decisions on all matters/ issues related to the Exhibitors and booths including closure of booth for defaulters shall be FINAL and not subject to discussion or review.
SECTION 6: UTILITIES & OTHER SERVICES
The Electric socket will be provided only to Exhibitors who have already registered and paid for electrical sockets in their booths. Exhibitors are informed to refrain from using the other electrical points at the venue. The Exhibitor and/or anyone assisting them who uses the other electrical points at the venue shall be held directly responsible for any loss or damage to venue Electrical socket / circuitry .
The official electrical contractor will manage electrical requirements for the Exhibition.
6.2 AUDIO VISUAL
Certain areas of the event it is essential to maintain low noise levels. Organisers will brief the Exhibitors about it after the booth setup by Exhibitors.
Exhibitors are permitted to bring their own audio-visual equipments, such as TVs and CD Players 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.
The Organiser has the right to ask Exhibitors to lower or turn off the audio-visual equipment or machines should the noise levels exceed the acceptable level for neighbouring Exhibitors and Visitors to the EVENT.
6.3 PROMOTIONAL ACTIVITIES
The Organiser may arrange for promotional activities such as Lucky Draws & etc. These can also be organised by individual Exhibitors within their booth, provided that the approval of the Organiser is first obtained.
The Organiser reserves the right to stop any promotional activity or evict any Exhibitor who contravenes this ruling.
6.4 RIGHTS OF OFFICIAL SPONSORS
of CARING MOMS HEALTH CARNIVAL 2019 Organiser shall protect the rights, interests and privileges of the official Sponsors.
No Exhibitor is allowed to have any direct or indirect joint promotion with competitors of the official Sponsors at the EVENT without prior approval from the Organiser.
6.5 OTHER MATTERS
i) The use of the Official CARING MOMS logo and the phrase CARING MOMS HEALTH CARNIVAL 2019 may be used in ALL MEDIA by officially registered CARING MOMS HEALTH CARNIVAL 2019 Exhibitors only.
ii) The Organiser may, due to unforeseen circumstances, require a change to either venue or date or both for the EVENT. All payments made by Exhibitors shall still be valid and entitle them for participation on the new date and/or at the new venue for the EVENT. The Organiser SHALL NOT REFUND payments made and shall not entertain any requests for such refund, whether verbal or otherwise. Exhibitors will be informed of any change via email provided during registration.
iii) The Exhibitors hereby give Caring Moms and their assigns, the right and permission to photograph, digitally record, videotape, or audio tape, the Exhibitors and/or their booths and further agree that any or all of the material recorded may be used, in any form, in publications, including electronic publications, or in audio-visual presentations, promotional literature, advertising, or in other similar ways, and that such use shall be without payment of fees, royalties, special credit, or other compensation. All such recordings, in whatever medium, shall remain the sole property of CARING MOMS.
I HAVE READ AND UNDERSTOOD THIS EXHIBITOR’S HANDBOOK. I ACCEPT AND AGREE THAT MY PARTICIPATION IS BASED ON ITS TERMS AND CONDITIONS AND I SHALL ENSURE STRICT COMPLIANCE OF THE SAME BY MYSELF AND ALL THOSE ASSISTING ME IN CARING MOMS HEALTH CARNIVAL 2019
NOTE: THE ABOVE TERMS & CONDITIONS ARE NOT EXHAUSTIVE. THE ORGANIZER RESERVES THE RIGHT TO DECIDE ON EACH CASE AS DEEMED FIT. ALL PAYMENTS MADE IN RELATION TO THE EVENT IS CONSIDERED FINAL AND NON-REFUNDABLE.
Changes to the Terms & conditions: Our registration process, and the way we run events, may change from time to time. As a result, at times it may be necessary for Organiser to make changes to these Terms & conditions. CARING MOMS PLT reserves the right to update or modify these Terms & conditions at any time and from time to time without prior notice. Please review these terms and conditions periodically, and especially before you register. Your registration, your participation in the event or continued use of the App / Site after any changes or revisions to these Terms & conditions shall indicate your agreement with all such revised Terms & conditions.