Re: Breakbulk South America 2014 Exhibitor and Sponsor Manual Dear Breakbulk South America 2014 Exhibitor/Sponsor: Thank you for participating in the Breakbulk South America 2014. The Congress & Networking Exhibition will take place over a two-day period, from 03-04 December 2014 (Congress & Networking Exhibition). The congress & networking exhibition will take place at the: Caesar Business São Paulo Faria Lima Hotel Rua Olimpiadas 205 04551 000 Sao Paulo, Brazil +55 (11) 2161 4900 Caesar Business São Paulo Faria Lima Hotel (website) 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 South America 2014 (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 R$5,000.00 (five thousand Reais), 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 São Paulo, Brasil! Sincerely, Jeremy M. Luski Vice President, Event Operations & Registration Services Breakbulk Events & Media Page 1
TABLE OF CONTENTS ADVERTISING (AD) SPECIFICATIONS [for participating exhibitors/sponsors only]... 8 9 CONTACT DETAILS (ORGANIZER)... 3 DAMAGE & LOSS... 6 DATES AND DEADLINES... 4 DISABLED FACILITIES AND ACCESS... 9 ELECTRICITY & POWER AT STAND... 5 6 EMPLOYEES (EXHIBITOR/SPONSOR EMPLOYEES & THIRD PARTY CONTRACTORS)... 10 EXHIBITION STAND SPECIFICATIONS... 5 6 EVENT GUIDE COMPANY LISTING... 7 8 EVENT GUIDE COMPANY LISTING EXAMPLE... 8 FISCAL NOTE... 6 7 FOOD & BEVERAGE (FOR STAND)... 6 HEALTH & SAFETY CHECKS (AT STAND)... 4 5 HOSTESSES (FOR STAND)... 6 HOTEL & ACCOMMODATIONS... 9 IMAGE/LOGO DISPLAY (ON STAND)... 5 6 PRINTING LOCALLY IN SAO PAULO (BAG INSERT &/OR SPONSORSHIP HANDOUTS)... 7 REGISTRATION... 9 RETURN OF GOODS... 7 SETUP AND BREAKDOWN TIMELINE (STAND)... 4 SHIPPING/COURIER INFORMATION... 6 7 SHIPPING/COURIER RECOMMENDATION... 7 SHIPPING ADDRESS OF THE CAESAR BUSINESS SAO... 6 7 SHIPPING/HAND-CARRYING GOODS... 6 7 SPONSOR GUIDELINES... 10 STAND ASSEMBLY REGULATIONS... 5 STORAGE... 10 TEMPORARY WORKERS... 10 THIRD PARTY SERVICE PROVIDERS... 6 VISA INFORMATION FOR FOREIGNERS... 11 Page 2
CONTACT DETAILS FOR ORGANIZERS Breakbulk US Opco Inc. (Breakbulk Events & Media) 2 Penn Plaza East, 12th Floor Newark, NJ 07105 USA Mr. Jeremy Luski, VP, Event Operations & Registration Services Phone: +1 862 368 9938 jluski@breakbulk.com Ms. Daniele Volcov Event Operations (in Brasil) Phone: +55 (41)19 9186 4876 daniele@nazdarovia.com.br Ms. Christian Thompson Sales Director, America & South America Phone: +1 281 416 4672 Mobile: +1 713 857 7821 cthompson@breakbulk.com Ms. Patricia Souto Sales Manager, South America Phone: +55 21 9 9998 1314 psouto@breakbulk.com Mr. Nigel Brown Sales Manager, South Africa Phone: +27 79 396 4298 nbrown@breakbulk.com Event Operations & Management: Ms. Mira Jones Event Operations Manager Phone: +1 908 723 8176 mjones@breakbulk.com Exhibitor Form & Stand Questions: Sales & Sponsorship: Registration & Customer Service: Ms. Daniele Volcov Event Operations (in Brasil) Phone: +55 (41)19 9186 4876 daniele@nazdarovia.com.br Mr. Ricardo Picarelli Director, Triart (Stand Builder) Phone: +55 (11) 3123 3772 ricardo@triart.com.br Mr. Adrian van Beuningen Senior Sales Director, Europe & Turkey Phone (USA): +1 973 432 5535 Phone (EU): +32 2 808 4355 avanbeuningen@beakbulk.com Mr. Gary Tang Sales Manager, Asia / Middle East / India Phone: +852 2585 6199 gtang@breakbulk.com Ms. Kathleen Pinson Sales Manager, Breakbulk Magazine Phone: +1 678 954 0552 kpinson@breakbulk.com Ms. Joanna Lenck Event Registration & Customer Service Manager Phone: +1 973 220 4827 events@breakbulk.com Ms. Patricia Souto Sales Manager, South America Phone: +55 21 9 9998 1314 psouto@breakbulk.com Company Bio & Logo (high & low res), Ad (if applicable) Ms. Vicki Briand Content Program Data & Traffic Manager Phone: +1 251 591 9108 vbriand@breakbulk.com Breakbulk organisers will be available at the event registration throughout the event, if you require assistance at any time. Page 3
EXHIBITOR & SPONSOR STAND TIMELINE Item Date Time Location Notes Stand Set-up Tuesday, 02 December 15:00 18:00 (3:00-6:00 pm) No access before 15:00 (3:00 pm) Health and Safety checks will be conducted to ensure proper display Networking Exhibition & Welcome Reception Networking Exhibition Wednesday, 03 December Thursday, 04 December 08:00 18:00 (8:00 am - 6:00 pm) 08:00 16:00 (8:00 am - 4:00 pm) Caesar Business São Paulo Faria Lima Hotel Rua Olimpiadas 205 04551 000 Sao Paulo, Brazil Health and Safety checks will be conducted throughout the day to ensure proper display Health and Safety checks will be conducted throughout the day to ensure proper display Stand Breakdown Thursday, 04 December After 16:00 (4:00 pm) Breakdown will not be permitted before 16:00 (4:00 pm) DATE CHECK-LIST & DEADLINE INFORMATION Item Deadline Date Submit To: Notes Listing for Event Guide (Company Bio) Wednesday, 22 October 2014 Ms. Vicki Briand, Content Program/Data Traffic Manager vbriand@breakbulk.com See page 8 for sample If applicable Advertisement (Ad) in Event Guide Wednesday, 22 October 2014 Ms. Vicki Briand, Content Program/Data Traffic Manager vbriand@breakbulk.com See pages 8 9 for important specifications If applicable Company Logo Immediate Ms. Vicki Briand, Content Program/Data Traffic Manager vbriand@breakbulk.com High Res (EPS) & Low Res (JPG) required *Please note that high resolution vector file logos are required for website, marketing & stand images Exhibitor/Sponsor Complimentary Registration Friday, 28 November 2014 via registration website If applicable Exhibitor/Sponsor Guess Passes Friday, 28 November 2014 via registration website If applicable Delegate Bag Insert Thursday, 27 November 2014 Caesar Business São Paulo Faria Lima Hotel Attn: Ms. Laryssa Vannucci Group Events Coordinator (hold for Breakbulk South America 2014) Rua Olimpiadas 205 04551 000 Sao Paulo, Brazil If applicable & send/deliver to address on the left Page 4
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 Triart is the official constructor/stand builder and all communication must go through Breakbulk Events & Media. Images can be found below. One (1) shell-scheme package (3m x 2m = 6sqm) includes: White wall panels [2.5m high] Aluminum fascia board, 50 cm high with company name on a 20 x 30 cm fascia board Company name [in font Universe 67 bold] to be submitted as soon as possible Carpet tiles One (1) table Two (2) chairs One (1) waste basket Welcome counter, cabinets, shelves, power/electricity, cleaning, & artwork are not included. Please refer to Stand Extra Order Form on our website to place additional orders, including logos, printed graphics, etc. Front View: (Note image below shows two (2) 3x2 stands) One (1) shell-scheme package (3m x 4m = 12sqm) includes: White wall panels [2.5m high] Aluminum fascia board, 50 cm high with company name on a 20 x 30 cm fascia board Company name [in font Universe 67 bold] to be submitted as soon as possible Carpet tiles Two (2) tables Four (4) chairs One (1) waste basket Welcome counter, cabinets, shelves, power/electricity, cleaning & artwork are not included. Please refer to Stand Extra Order Form on our website to place additional orders, including logos, printed graphics, etc. Front View: 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: Assembly Regulations 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 Tuesday, 02 December 2014 throughout the day prior to exhibitor/sponsor arrival. Exhibitors/sponsors can set-up their items on Tuesday, 02 December 2014 after 15:00 (3:00 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 organisers 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
Stand: Electricity / Power [Required to be ordered by client] Please note the general regulations for electrical work below. Basic power supply will not be provided for each stand. Please refer to the Breakbulk South America Stand Extras Order Form. Please note: 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 220V. 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: Image / Logo [Required to be ordered by client] If you choose to order a logo for your fascia board, It is extremely important that your company send us your company image/logo artwork in high resolution (EPS vector art format) and low resolution (JPG or similar format) to be printed on to your individual stand sign fascia board. This is not inclusive if the shell package and the responsibility of the exhibitor. The deadline is IMMEDIATE, as we place this company logo on our Breakbulk South America website. Please email your logos to Ms. Vicki Briand, Content Program Data & Traffic Manager at vbriand@breakbulk.com. Stand: Food & Beverage All Food or Beverage (F&B) of any kind for a stand must to be reviewed and ordered with and only from the Caesar Business São Paulo Faria Lima Hotel. NO food can be brought in from outside of the hotel. To do so, please contact: Ms. Laryssa Vannucci, Group & Events Coordinator, +55 11 2161 4900 or +55 11 3049 6680, h8938-sb4@accor.com.br. Please contact and place any orders no later than Tuesday, 18 November 2014. Stand: Hostesses If you are in need of hostesses who speak Portuguese/ English we recommend you contact the following for more information: Ms. Daniele Volcov, Nazdarovia Eventos, +55 (41) 9186 4876, daniele@nazdarovia.com.br Any service ordered to your stand, payment(s) must be handled separately with Daniele Volcov. Please contact for arrangements, no later than Tuesday, 18 November 2014. Stand: Internet Exhibitor & Sponsor Wi-Fi Passes will be provided, but is not intended for heavy usage or streaming video. If any exhibitor & sponsor need a special connection (dedicated link) please contact the two hotel-recommended suppliers below: PSMI at +55 (11) 4063-6053 or http://www.psmi.com.br/ UNITELCO at +55 (11) 3523-0100 or http://www.unitelco.com.br/ 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 BRAZIL (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) 208 508 2224 (phone) +44 (0) 208 912 3132 (phone) +44 (0) 797 453 0768 (mobile) Danielle@wes-group.com / www.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 Turkey. For more information, please contact WES directly via email at Danielle@wesgroup.com or by telephone at +44 (0) 208 508 2224. Page 6
On the header of the Commercial Invoice, all fields should be filled (Company name, Address, CNPJ and State Registration) of the Exhibitor/Sponsor (Sending Company). The same applies to removal carried out by subsidiaries. For domestic cargo, the removal of goods, products, etc. even by third parties, should be covered by a Fiscal Note from the Exhibitor/Sponsor. On the body of the Commercial Invoice, a list of all goods, products, equipment, etc. including their real value as well as the following phrase: Estas mercadorias destinam-se à exposição no evento Breakbulk South America 2014, a ser realizada no Caesar Business São Paulo Faria Lima Hotel, Rua das Olimpíadas, 205 Vila Olímpia CEP: 04551-000 São Paulo SP, devendo retornar no prazo máximo de 60 dias. Saída com isenção do ICMS, de acordo com o Artigo 33.º, Anexo I do RICMS 2000. In the case of industrial establishments, the phrase below should be included: Saída com suspensão do IPI, de acordo com o Artigo 40.º - Inciso II do RIPI/98. 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 Thursday, 27 November. All items MUST be delivered no later to the Caesar Business São Paulo Faria Lima Hotel by Tuesday, 02 December. 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. 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 For returns of domestic cargo, issue a Commercial Invoice Entry Note, using own name, mentioning the number and date of the Commercial Invoice that accompanied the shipment, using the following phrase: Retorno de Exposição Breakbulk South America 2014, a ser realizada Caesar Business São Paulo Faria Lima Hotel, Rua das Olimpíadas, 205 Vila Olímpia CEP: 04551-000 São Paulo SP, proveniente da Nota Fiscal de remessa N.º... (data). Retorno com isenção do ICMS, de acordo com o Artigo 33.º, Anexo I do RICMS 2000. No caso de estabelecimento industrial, dever incluir ainda a expressão abaixo: Retorno com suspensão do IPI, de acordo com Artigo 40.º - Inciso II do RIPI/98. Should you choose to deliver directly to the Caesar Business Sao Paulo Faria Lima Hotel, please be sure this arrives on Tuesday, 02 December 2014. If the package is delivered ahead of schedule, any holding charges will be charged directly to the Exhibitor/Sponsor. Shipping Address for the Caesar Business São Paulo Faria Lima Hotel Please be sure to use the following address: Caesar Business Faria Lima Hotel In care of: Laryssa Vannucci (Events Coordinator) (hold for Breakbulk South America Congress, 03-04 December) Rua Olimpíadas 205 04551-000 São Paulo, Brazil All items must arrive at the Caesar Business São Paulo Faria Lima Hotel on Tuesday, 02 December 2014. Note: items that arrive before this are subject to storage charge. This is the responsibility of the exhibitor. 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 São Paulo! 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 check back soon for more information! For more information, contact Ms. Daniele Volcov, Nazdarovia Eventos, +55 (41) 9186 4876, daniele@nazdarovia.com.br Page 7
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. Vicki Briand, Content Data & Traffic Manager at vbriand@breakbulk.com no later than Wednesday, 22 October 2014. 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 Email 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 07105 USA Attn: Jeremy Luski, Vice President of Event Operations Phone: +1 862 368 9938 www.breakbulk.com Breakbulk Congresses, Executive Presentations & Exhibitions are the largest international events focused on traditional breakbulk logistics, heavy-lift transportation and project cargo trade issues. Our conferences provide 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 exhibit hall. Materials received after Wednesday, 22 October 2014 are not guaranteed to be included in the event guide that is distributed to all conference delegates. EVENT GUIDE ADVERTISING (AD) SPECIFICATIONS A4 Book Trim @ 210mm x 297mm Unit Size Width Height Full Page 185mm 267mm Full Page w/ Bleed 216.35mm 303.35mm Half Page Horizontal 185mm 136mm Half Page Horizontal w/ Bleed 216.35mm 151.68mm (sides and bottom bleeds) Please keep all live area at least 7.94mm from trim. 3.18mm bleed. Page 8
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. Vickie Briand, Content Data & Traffic Manager at vbriand@breakbulk.com. Email 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 Wednesday, 22 October 2014, are not guaranteed to be included in the event guide that is distributed to all conference attendees. Page 9
HOTEL & SLEEPING ROOM ACCOMMODATIONS To book a sleeping room for the Breakbulk South America 2014 delegates, exhibitors and sponsors there are two (2) hotel suggestions! Please note hotels rates are based on availability at the Pullman São Paulo Vila Olimpia Hotel (5 star) & Caesar Business São Paulo Faria Lima Hotel (4 star). To book your hotel accommodation(s), please visit 2014 Breakbulk South America - Discounted Hotel Accommodations. 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 South America 2014 event website at REGISTER HERE! 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 Brazil). 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 GUIDELINES Distribution of Promotional Material The distribution of gifts, samples, leaflets and catalogs will be permitted only within stands, and the Organiser reserves the right to block such distribution at any time when it may cause disturbances, 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. For further information, please contact the Juvenile Court on +55 (11) 3951 2525 x.244. 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 (Delegacia Regional do Trabalho - DRT). Page 10
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. Documents that should be available on your stand in case any inspections of workers take place are the following: Employees of the exhibiting company Duplicate copy of company employee records. Time cards Employees of third-party service providers Service provision contract Duplicate of company employee records or identification cards or passes containing full name, position, date of entry to company and PIS/PASEP number Time Cards Temporary Workers Contract with the company the temporary work is for and registration documents for this with the Ministry of Labor Freelancers/self-employed Copy of registration of the freelancer with the City Authority and the INSS Stand Security Personnel Service provision contract Duplicate copy of employee records or identification passes (I.N. nº. 3, 1/09/97) MTBE registration details and Time Card 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 Brazilian Embassy, Consulate or Representation in your country regarding the need of visas to come to Brazil. The best source of information about Visas is the Brazilian diplomatic representation in your own country; please visit the Brazilian Foreign Affair Ministry website which lists all the Brazilian Missions Abroad: www.mre.gov.br/ingles/consular_service/foreigners.asp. For a Visa Letter of Invitation, you must be a paid delegate. Once paid, please email events@breakbulk.com for a Visa Letter of Invitation request. Breakbulk Events & Media looks forward to seeing you in São Paulo, Brasil! Sincerely, Mr. Jeremy M. Luski Ms. Mira Jones Ms. Vicki Briand VP, Event Operations & Registration Services Event Operations Manager Content Program/Data Traffic Manager Breakbulk Events & Media Breakbulk Events & Media Breakbulk Events & Media Page 11