Re: Breakbulk Turkey 2015 Exhibitor and Sponsor Manual. Dear Breakbulk Turkey 2015 Exhibitor/Sponsor:

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1 Re: Breakbulk Turkey 2015 Exhibitor and Sponsor Manual Dear Breakbulk Turkey 2015 Exhibitor/Sponsor: Thank you for participating in the Breakbulk Turkey Congress & Networking Exhibition. The events will take place over a four-day period. The Congress & Networking Exhibition will take place from November The Heavy Lift Technical Workshop will take place from November The workshop is a separate registration from the Congress & Networking Exhibition. The congress, networking exhibition & workshops will take place at the: InterContinental Istanbul Hotel Asker Ocağı Cad. No: Taksim, İstanbul, Turkey Phone: This exhibitor and sponsor manual contains all the essential information you require to prepare your stand and maximize your participation in the event. To prepare your stand and to make your participation as effective as possible, we advise you to read this carefully. Please review the online agenda on the Breakbulk Turkey 2015 website for more information. Breakbulk Events & Media would like to remind you that this Exhibitor and Sponsor Manual does not replace our personal service. If you need any advice or assistance, please contact a member of the team, and we will be happy to help you in any way. We have included direct contact details for the Breakbulk team members, so please feel free to contact us with any queries. Please thoroughly read the manual at your earliest opportunity, so that no vital information is forgotten. There are several deadlines coming up which you shouldn t miss. IMPORTANT NOTICE: Failure to be aware of the regulations set out here does not exempt the exhibitor/sponsor and their contractors (assembler, decorator, subcontractors and any other persons involved with the event) from penalties, fines, sanctions and liabilities stipulated in this manual. In the event of breach of the regulations set out in this manual and on the back of the contract by the exhibitor/sponsor or by the assembly personnel contracted by them, a fine will be levied of 5, (five thousand Euros), for each regulation breached. The fine will be issued by means of a debit invoice issued by the organizers. We ask and recommend that all regulations that govern the event should be read and communicated to all of your employees and contractors, with the aim of avoiding any last-minute difficulties. Breakbulk looks forward to working with you over the next couple months. See you in Istanbul, Turkey! Sincerely, Ms. Mira Jones Mr. Adrian van Beuningen Ms. Dee Cariglino Event Operations Manager Sales Director, Europe & Turkey Content Traffic Manager Breakbulk Events & Media Breakbulk Events & Media Breakbulk Events & Media Page 1

2 TABLE OF CONTENTS ADVERTISING (AD) SPECIFICATIONS [for participating exhibitors/sponsors only]... 8 CONTACT DETAILS (ORGANIZER)... 3 DAMAGE & LOSS... 5 DATE AND DEADLINES... 4 DISABLED FACILITIES AND ACCESS... 9 DISTRIBUTION OF PROMOTIONAL MATERIALS... 9 ELECTRICITY & POWER AT STAND EMPLOYEES (EXHIBITOR/SPONSOR EMPLOYEES & THIRD PARTY CONTRACTORS)... 9 EMPLOYMENT OF MINORS... 9 EVACUATION PROCEDURES... 9 EXHIBITION STAND SPECIFICATIONS EVENT GUIDE COMPANY LISTING... 7 EVENT GUIDE COMPANY LISTING EXAMPLE... 8 FOOD & BEVERAGE (FOR STAND)... 6 HEALTH & SAFETY CHECKS (AT STAND) HOSTESSES (FOR STAND)... 6 HOTEL & ACCOMMODATIONS... 9 INSPECTIONS (MINISTRY OF LABOR & FEDERAL POLICE)... 9 REGISTRATION... 9 REGULATIONS FOR ASSEMBLY / TERM OF RESPONSIBILITY (STAND)... 5 RETURN OF GOODS... 7 SETUP AND BREAKDOWN TIMELINE (STAND)... 4 SHIPPING/COURIER INFORMATION SHIPPING/COURIER RECOMMENDATION SHIPPING/HAND-CARRYING GOODS SPONSOR MATERIALS & GUIDELINES... 9 STAND SECURITY PERSONNEL... 9 STORAGE TEMPORARY WORKERS... 9 VISA INFORMATION FOR FOREIGNERS Page 2

3 CONTACT DETAILS FOR THE ORGANISER Breakbulk Events & Media (an ITE Group plc, Transport & Logistics business) 2 Penn Plaza East, 12th Floor Newark, NJ USA Outside Turkey Ms. Mira Jones Event Operations Manager Phone: (USA EST) mjones@breakbulk.com Event Operations & Management: Sales & Sponsorship: Within Turkey Mr. Yahya Tunçaltan Project Manager Phone: ext. 166 yahyat@breakbulk.com Mr. Adrian van Beuningen Sales Director, Europe & Turkey Phone (EU): Phone (USA): avanbeuningen@breakbulk.com Mr. Yahya Tunçaltan Project Manager Phone: ext. 166 yahyat@breakbulk.com Ms. Christian Thompson Sales Director, America & South America Phone: Mobile: cthompson@breakbulk.com Mr. Gary Tang Sales Manager, Asia / Middle East / India Phone: gtang@breakbulk.com Mr. Kingsley Ekweariri Sales Manager, West / East / North Africa Phone: kekweariri@breakbulk.com Ms. Sandra Teixeira Sales Manager, South America Phone: sandra@breakbulk.com Ms. Monika Brzoska Sales Manager, Poland Phone: brzoskabrzoska@ite-poland.com Mr. Vladislav Pisklov Sales Manager, Russia Phone: +7 (495) x 4142 vladislav@breakbulk.com Ms. Kathleen Pinson Sales Manager, Breakbulk Magazine Phone: kpinson@breakbulk.com Registration & Customer Service (outside Turkey): GLOBAL Ms. Joanna Lenck Registration Manager Phone: (USA EST) events@breakbulk.com Company Bio, Logo (high & low res) & ad (if applicable) Ms. Dee Cariglino Content Traffic Manager Phone: (USA CST) content@breakbuik.com Registration & Customer Service (inside Turkey): Within Turkey Mr. Yahya Tunçaltan Project Manager Phone: ext. 166 yahyat@breakbulk.com Company Artwork for Stand: Mr. Can Tekdemir Industrial Designer & Project Assistant, SEDEFGRUP Phone: cantekdemir@sedefgrup.com.tr Breakbulk organisers will be available at the event registration throughout the event, if you require assistance at any time. Page 3

4 EXHIBITOR & SPONSOR STAND TIMELINE Item Date Time Location Notes Stand Set-up Monday, 16 November 16:00 18:00 (4:00-6:00 pm) No access before 16:00 (4:00 pm) Health and Safety checks will be conducted to ensure proper display Networking Tuesday, 17 November 08:00 18:00 (8:00 am - 6:00 pm) InterContinental Istanbul Asker Ocağı Cad. No:1 Taksim İstanbul, Turkey Health and Safety checks will be conducted throughout the day to ensure proper display Networking Wednesday, 18 November 08:00 16:00 (8:00 am - 4:00 pm) Health and Safety checks will be conducted throughout the day to ensure proper display Stand Breakdown Wednesday, 18 November After 16:00 (4:00 pm) Breakdown will not be permitted before 16:00 (4:00 pm) *Timing is subject to change at the discretion of the organiser. DATE CHECK-LIST & DEADLINE INFORMATION Item Deadline Date Submit To: Notes Listing for Event Guide (Company Bio) Monday 05 October 2015 Ms. Dee Cariglino Content Traffic Manager content@breakbulk.com See page 7-8 for sample If applicable Advertisement (Ad) in Event Guide Monday 05 October 2015 Ms. Dee Cariglino Content Traffic Manager content@breakbulk.com See pages 8-9 for important specifications If applicable Company Logo Immediate upon request Ms. Dee Cariglino Content Traffic Manager content@breakbulk.com High Res Vector file (EPS) & Low Res (JPG) required Please note we require the high-resolution logo. Exhibitor/Sponsor Registration & Guest Passes Friday, 16 October Ms. Joanna Lenck Registration Manager events@breakbulk.com Please also visit our Registration Site for quick access. Delegate Bag Insert Wednesday, 11 November InterContinental Istanbul Hotel Attn: Mr. Artun Çokşen IC Meetings Officer (hold for Breakbulk Turkey 2015) Asker Ocağı Cad. No:1 Taksim 34435, İstanbul, Turkey If applicable. Please send all tracking numbers to Mira Jones. Shell Scheme Artwork (not included in standard shell scheme package) Tuesday, 03 November Mr. Can Tekdemir Industrial Designer & Project Assistant SEDEFGRUP Phone: cantekdemir@sedefgrup.com.tr Please enquire directly for various stand panel branding options *Deadlines are subject to change at the discretion of the organiser. Page 4

5 EXHIBITION STAND SPECIFICATIONS According to the Exhibitor/Sponsor Contract previously established, your participation is confirmed in one of the ways listed below. Please note that all communication must go through Breakbulk Events & Media. Images can be found on the following page. One (1) stand (2m x 3m = 6sqm) includes: 2x3 white shell scheme frame & panel structure with company name (standard lettering) on fascia board One (1) lockable cupboard One (1) Table Three (3) Chairs Two (2) spot light/basic lighting One (1) extension cord with three (3) plugs One (1) Wastebasket One (1) stand (4m x 4m = 16sqm) includes: 4x4 white shell scheme frame & panel structure with company name (standard lettering) on fascia board One (1) lockable cupboard Two (2) Table Six (6) Chairs Four (4) spot light/basic lighting One (1) extension cord with three (3) plugs One (1) Wastebasket *Digital printing (except top fascia board) and carpet orders are not included. Please contact the stand builder (Sedefgrup) for more information. High res artwork and/or design for wall paneling must be provided to the stand builder by Tuesday, 03 November *Digital printing (except top fascia board) and carpet orders are not included. Please contact the stand builder (Sedefgrup) for more information. High res artwork and/or design for wall paneling must be provided to the stand builder by Tuesday, 03 November Front View (in-line): Front View (in-line): IMPORTANT! All decoration material and the stand items must be returned in the same conditions that you have received it. Damaged material will be charged. You are not allowed to paint, drill, glue or stick anything onto the partition of the stand. Stand: Regulations for Assembly / Terms of Responsibility Breakbulk Events & Media, venue and/or stand builder are not responsible or liable for any delays, costs challenges one might have and/or theft/damages. Please plan accordingly. Stands will be constructed on Monday, 16 November 2015 throughout the day prior to exhibitor/sponsor arrival. Exhibitors/sponsors can set-up their items on Monday, 16 November 2015 after 16:00 (4:00 pm). Breakbulk reserves the right to limit entry to invited guests and to deny admittance to anyone at any time. Cameras, video and audio equipment are not permitted in function rooms/space at any time without WRITTEN prior show management approval. This written approval must be with you onsite at all times. Stand: Damage and Loss While the Breakbulk organizers take every precaution to protect your property during the event, we are not responsible for any loss or damage introduced by you or your agents/contractors. Exhibitors/sponsors are especially warned that your exhibits are your sole responsibility. We strongly advise you not to leave any items unattended on stands. The strongest possible precautions against pilferage should be taken at all times. You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties. In addition to this, you should protect your expenditure against abandonment and cancellation or curtailment of the event due to reasons beyond our control. Page 5

6 Stand: Electricity / Power Please note the general regulations for electrical work below: Basic power supply will be provided for each stand. Each stand comes with: One (1) x 220 watt plug All electrical equipment must be PAT tested prior to arrival. No more than two (2) appliances may be fixed to any one (1)-switch socket. If more electrical sockets and/or plugs are required, this must be ordered through the hotel directly. The exhibitor/sponsor is responsible to provide extensions and cables to connect the socket/point to your stand. The standard supply of electrical current available at the venue is single-phase voltage 220 volts. Flashing signs are not permitted. Sequence displays may be used subject to the approval of the organizers. Power supply to stands will be switched off fifteen (15) minutes after the show floor closes on each day. Electricity supplied for unlimited consume. Stand: Food & Beverage For any F&B ordered to your stand, payment(s) must be handled separately with the InterContinental Istanbul Hotel. Please contact and place any orders no later than Monday, 09 November All Food or Beverage (F&B) of any kind for a stand must to be reviewed and ordered with and only from the InterContinental Istanbul Hotel. To do so, please contact: Mr. Artun Çokşen IC Meetings Officer (mobile) (phone) artun.coksen@interconti.com.tr Stand: Hostesses Any service ordered to your stand, payment(s) must be handled separately with the InterContinental Istanbul Hotel. Please contact for arrangements, no later than Monday, 09 November If you are in need of hostesses who speak Turkish/ English we recommend you contact the following for more information: Mr. Artun Çokşen IC Meetings Officer (mobile) (phone) artun.coksen@interconti.com.tr SHIPPING/COURIER DETAILS Courier Recommendation Breakbulk Events & Media and/or venue are not responsible or liable for any delays, costs and/or challenges one might have. Please plan accordingly. If you plan to ship or hand-carry items into/from TURKEY (especially due to customs), we recommend you contact the following freight forward for advice: Attn: Ms Danielle Potter Worldwide Exhibition Specialists (WES) Group +44 (0) (phone) +44 (0) (phone) +44 (0) (mobile) Danielle@wes-group.com / Shipping / Hand-Carrying of Goods It is the exclusive responsibility of Exhibitors and Sponsors to comply with legal requirements in relation to procedures for removal of goods, equipment, products, utensils, etc. Exhibitor and Sponsors should issue a Commercial Invoice for removal, in the name of the Exhibitor/Sponsor (Sending Company). Please note that a Commercial Invoice/Packing List is required for customs clearance purposes when shipping goods in and out of South America. For more information, please contact WES directly via at Danielle@wesgroup.com or by telephone at +44 (0) It is your responsibility to arrange shipment of your sponsored items to and from locations. Breakbulk Events & Media or the hotel is not responsible of any shipments consigned to the Hotel or the Client and in case of any customs clearance issues. We also cannot guarantee inclusion into the delegate bags (if applicable) if shipments are received after Wednesday, 11 November All items MUST be delivered to the Intercontinental Istanbul Hotel by Wednesday, 11 November If you would like left over items shipped back to your company, all items must be accompanied with return shipping instructions and pre-paid shipping labels and custom information. Page 6

7 Please make sure all the following information is addressed properly on all parcels shipped. If duty or custom fees are required upon signature by the hotel or Breakbulk as the organizer, these will be charged back to your company. Return of Goods You, the exhibitor/sponsor, are required for all of these services/costs (if applicable). PRINTING LOCALLY (BAG INSERTS &/OR HANDOUTS) Saving on shipping & your Return on Investment (ROI)! Print your bag insert or other print needs (if applicable to your sponsorship) locally in Istanbul! Please note that if you choose do print locally, you (the client) are responsible for any costs/delivery. If you want to print your bag insert or other items locally, have it delivered directly to the venue, please contact Mira Jones at Breakbulk Events & Media. Don t forget that all items MUST be delivered to the InterContinental Istanbul Hotel by Wednesday, 11 November LISTING FOR EVENT GUIDE (COMPANY BIO) As part of your sponsorship (if applicable), you are entitled to a company listing in the Event Guide that is distributed to all delegates. Please follow the format below for your show directory listing. The brief description on your company should be no longer than 100 words. It is very important that you send the correct contact information that will be listed in the event guide above your company description. Please return this information to Ms. Dee Cariglino, Content Traffic Manager at content@breakbulk.com no later than Monday 05 October Event Guide Company Listing Format: Company Name Company Address (Street Number, Street) City, State/Province, Zip Code, Country Contact Name Company Phone # Company Fax # Company Address Company Website Company Description (maximum of 100 words) Event Guide Company Listing Example: Breakbulk Events & Media 2 Penn Plaza East, 12 th Floor Newark, NJ USA Attn: Jeremy Luski, Vice President of Event Operations & Registration Services Phone: Breakbulk Congresses, Executive Presentations & Exhibitions are the largest international events focused on traditional breakbulk logistics, heavy-lift transportation and project cargo trade issues. Our Congress provides breakbulk shippers the opportunity to learn about breakbulk cargo issues and meet with specialized cargo carriers, ports, terminals, freight forwarders, heavy equipment transportation companies and packers. Join us at one of our highly regarded educational sessions or meet face-to-face with industry leaders at a networking function or exhibition hall. Materials received after Monday 05 October 2015 are not guaranteed to be included in the event guide that is distributed to all Congress delegates. Page 7

8 EVENT GUIDE ADVERTISING (AD) SPECIFICATIONS A4 Book 210mm x 297mm Unit Size Width Height Full Page 185mm 267mm Full Page w/ Bleed mm mm Half Page Horizontal 185mm 136mm Half Page Horizontal w/ Bleed mm mm (sides and bottom bleeds) Please keep all live area at least 7.94mm from trim. 3.18mm bleed. Ad Materials Advertisers are required to submit materials in electronic format (preferably EPS or TIF format). Please indicate bleed requirements, if applicable. NO JPGs are accepted as final ad submission. PDFs accepted only if press quality with fonts embedded. Please include contact information and advertiser name. All ads should be accompanied by a composite proof. Materials submitted that are improperly sized will incur production charges. Materials incorrectly or incompletely submitted may incur delays and possible exclusion from programs. Media Please send all ad materials to Ms. Dee Cariglino, Content Traffic Manager at content@breakbulk.com. your ad file of 5 MB or less and include cover letter with contact information. Please name file with advertiser name and include advertiser in subject box. Post on your company or agency-supported FTP site for pick-up Electronic Submission When submitting electronic files for your advertisement please follow the specifications listed below under Applications. This will allow expedient processing of your ad(s). Please provide proofs for all ads submitted (PDF is acceptable, EPS or TIF is preferable). All submitted ad(s), may be created (if sending native files) using any of the following Macintosh or PC applications: Applications All CS4 (or earlier versions) suite applications files: o InDesign: Package all links and fonts if sending native files. If you do not want to send fonts, please have the fonts outlined in application before packaging. o Illustrator: Convert all fonts to outline. o Photoshop: Save as a Photoshop EPS file in version 6 or higher: If ad contains type, select the Include Vector Data selection box in the SAVE AS / EPS OPTIONS dialog box. Setting Up Your Page The document page size must exactly match the final trim size you have selected for the book. For instance, if the ad is to be 6" x 9", then use 6" x 9" as the electronic page size. Do not set up a 6" x 9" image area on an 8 1/2" x 11" electronic page. If there is no bleed requirement on your ad, please do not include in the document. Also, please do not include Color Bars and Registration Marks. Colors, Photo Specs and Line Work PICT and/or RGB mode are not acceptable. NO SPOT COLOR allowed. Make sure all Black is 100% K and not CMYK Black and set for Overprint. Save all photos in EPS or TIF format. Do not enlarge images over 110% when placing into designing applications. Make sure the resolution of your graphic file is supplied in the following manner: Color Images 266 dpi to 300 dpi; CMYK mode only; No ICC color profiles B/W Images 600dpi; Gray scale mode Line Art Images dpi to 2400 dpi; Bitmap mode 72 dpi is not acceptable for any artwork! (i.e., Images created for the web) Following the above guidelines will help to minimize any problems encountered while processing your files. Files that do not meet the above specifications may incur production costs and possible program exclusion (due to production delays). Materials received after Monday 05 October 2015 are not guaranteed to be included in the event guide that is distributed to all conference attendees. Page 8

9 HOTEL & SLEEPING ROOM ACCOMODATIONS Special hotel rates for the Breakbulk Turkey 2015 delegates, exhibitors and sponsors have been arranged between November 2015! Please note hotel and special rates are based on availability at the Intercontinental Istanbul Hotel. To book your hotel accommodation(s), please visit our Breakbulk Turkey 2015 Hotel Accommodations page and click on Reserve a Room. Be sure to make your reservations early to ensure availability! REGISTRATION All exhibitors and sponsors must register in advance of the conference. Badges can be picked up at the conference. Please visit the event registration desk in the main hall of the venue during set up times. Badges should be worn at all times and must only be allocated and used by those registered. These are valid at all times during the event including setup and breakdown. To register, please visit the Breakbulk Turkey 2015 registration site. If you need registration assistance, please contact Ms. Joanna Lenck, Registration & Customer Service Manager at events@breakbuk.com. DISABLED FACILITIES & ACCESS In compliance with the Americans with Disabilities Act (ADA), Breakbulk Events & Media will make all reasonable efforts to accommodate persons with disabilities at its event (even though this congress is based in Turkey). Please ensure that you allow adequate and appropriate facilities on your stand for disabled visitors. EVACUATION PROCEDURES In the event of an emergency evacuation please follow the instructions of venue and event staff. You will be directed to the assembly point outside the main building. SPONSOR MATERIALS & GUIDELINES Distribution of Promotional Material The distribution of gifts, samples, leaflets and catalogs will be permitted only within stands, and the Organizer reserves the right to block such distribution at any time when it may cause bottlenecks or disturbances. For all planned forms of promotional distribution outside stand areas, the exhibitor/sponsor should confer with the commercial department of the event to find out about options for merchandising and sponsorship. If distribution of promotional material is granted, you must bring written notice of this approval with you onsite. Employment of Minors If an exhibitor/sponsor needs people under 16 years of age to work during the Event, they should provide a letter of authorization from the parents, signed by both, with recognized signatures, Xerox copy of RG and CPF of the parents, birth certificate or RG of the minor, as well as a contract signed by the exhibitor/sponsor and the minor. Contracting of Stand Personnel Any and all services contracted by the exhibitor/sponsor should be in accordance with current legislation. For the use of freelancers, these should be registered with city authorities and the INSS, and a Fiscal Note for the provision of services should be supplied. For contracting companies, as well as the normal service provision contract, the exhibitor/sponsor should request a statement that the personnel supplied are accordingly standardized or registered with the company. If these procedures are not carried out, the exhibitor/sponsor will be subject to a fine by the Regional Labor Office. Inspection by the Ministry of Labor and the Federal Police Due to frequent operations by the Ministry of Labor fairs, we are issuing this information with the aim of clarifying some issues and give guidance to exhibitors/sponsor to avoid difficulties in regards to the documentation of the professionals that will be providing services on the stands. The Ministry of Labor, with the aim of standardizing differences in the contracting of workers, has carried out actions with inspection teams in the operational area of the fair, for reasons of guidance and inspection. We remind you that a company contracting services can be considered as having dual responsibility for their obligations in matters pertaining to employment, and they should therefore stipulate that their service providers provide proof of being regularized, as a safeguard against any potential claims, in regard to the contracting of receptionists, waiters, stand security personnel (security guards), cleaners, stand assemblers and employees and companies providing services to make sure they comply with the legislation in force. Page 9

10 STORAGE There are no storage facilities at the venue for exhibitors/sponsors. Please ensure that you account for adequate storage facilities within your exhibition stand space. VISAS FOR FOREIGNERS It is recommended to check at the Turkish Embassy, Consulate or Representation in your country regarding the need of visas to come to Turkey. Please note that Official and diplomatic passport holders traveling on official business must obtain a visa before arriving in Turkey. If traveling as a tourist, you may purchase a 90-day sticker visa at the port of entry for (EURO) cash only at the airport. You can also get your visa through e-visa. For more information please visit For Turkey visa information for foreigners, please visit: For Turkey visa fees at border gates, please visit: (please make sure you have EURO cash for on-site payment) The best source of information about Visas is the Turkish diplomatic representation in your own country; please visit the Republic of Turkey Ministry of Foreign Affairs website: For a Visa Letter of Invitation, you must be a paid delegate. Once paid, please events@breakbulk.com for a Visa Letter of Invitation request. Breakbulk Events & Media looks forward to seeing you in Istanbul, Turkey! Sincerely, Ms. Mira Jones Mr. Adrian van Beuningen Ms. Dee Cariglino Event Operations Manager Sales Director, Europe & Turkey Content Program/Data Traffic Manager Breakbulk Events & Media Breakbulk Events & Media Breakbulk Events & Media Page 10

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