Deadlines

Welcome to the AAPG/SEG ICE Exhibitor Manual. Here you will find the information including Rules & Regulations, order forms as well as direct link to the Gielissen Online Manual. (coming soon)

For your convenience, we’ve listed the Deadlines in order by date leading all the way to move-in. Note that there are required forms that are clearly labeled and MUST be completed by the deadline specified. Should you have any questions, contact Tracy Thompson at [email protected]

Rules & Regulations

Display Restrictions & Height Information

Please refer to the IAEE Display Rules & Regulations for specific rules, regulations, and restrictions.

• All activities must be confined to your assigned space.
• Unfinished portions of pop-up displays must be covered. Pop-up framework, raw wood or cardboard wings must be painted or appropriately covered if visible from another booth.
• Show Management reserves the right to restrict or remove exhibits and/or exhibitors, which in its sole judgment, because of noise, inappropriately attired personnel, or any other reason, are or become objectionable or, which in its sole judgment, may detract from the character of the Convention. Neither AAPG, SEG or Show Management, if other than AAPG or SEG, or any employee, agent, officer, director, or representative thereof, shall have any liability, whether to any exhibitor or otherwise, as a result of such restriction or removal.
• Photographing and video recording of other exhibitors’ displays is strictly prohibited.
• All exhibitors must obtain Show Management’s written approval to have any photographers or video recording arranged at their booth.
• Sound equipment may be used in your booth so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle. Sound and noise should not exceed 85 decibels. You should be aware that music played in your booth, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music.
• No bolts, nails, tacks, screws, pins, adhesive, or other devices of any description likely to deface or damage walls, floors, hard wall/MIS panels, furniture, or other furnishings shall be used on surfaces in the Convention Center unless otherwise approved in writing from Show Management.
• Exhibitors agree to be responsible for any damage caused by their display or personnel to the Convention Center. Please refer to the insurance requirements.
• All move-in and move-out of exhibits must be done only through designated loading docks, freight doors, and freight elevators. The main lobbies, escalators and passenger elevators are not to be used for this purpose. Exhibitors should verify show security arrangements and times for move-in and move-out to avoid problems with unattended equipment and materials.
• No animals or pets are permitted in the facility except as an approved exhibit, activity or performance requiring the use of animals. The Facility Manager and governmental regulating agencies require approval. Guide dogs are permitted at all times.
• Helium balloons may not be sold or distributed inside the facility. Helium balloons may be approved through Show Management for permanent attachment to authorized displays. A deposit may be required prior to installation.
  • If helium balloons from an authorized display are released within the facility, labor costs to remove balloons from ceilings or ventilation fans will be charged to the exhibitor.
  • Helium (or like) balloons distributed outside the Convention Center should not be brought into the facility without prior approval in writing.
• No pressure-adhesive stickers or decals or similar promotional items may be distributed in the building. Labor costs to remove adhesive stickers and decals will be charged to the exhibitor.

Height Information

The height maximum for booths at ICE is:

• 6 meters for islands
• 2.4 meters for inline
• 3.6 meters for perimeter inline
• 2.4 meters for peninsulas

Any variance from these guidelines must be included with your On-site and EAC Work Authorization form and is subject to approval. Please submit the form no later than 12 August 2016.

Fire and Safety Regulations

1. Safety System: CANCUN ICC’s safety systems consist of different equipment installed with a single objective: to provide our event organizer clients, exhibitors and the public in general a safe and reliable place.
2. Hazardous Materials
   1. These materials may not be stored inside CANCUN ICC at any time.
   2. Aerosol sprays and other products that contain fuel or inflammable substances are not allowed, unless they are empty or an integral part of an exhibit. The use of stoves or heaters also requires prior approval.
   3. There will be absolutely no handling of any type of liquid fuel or corrosives inside CANCUN ICC in general. If the event or exhibit requires handling of liquids for demonstration or exhibit of some product, event decoration, etc., the COO must receive written notice and request for approval 30 days before the event.
3. Storage of combustible packing materials
   1. Since CANCUN ICC does not have a storeroom; the organizer must contemplate a storage space within his rented area for cardboard boxes, containers, packing materials, etc. to be used again during event breakdown. If the organizer does not have space in the area he has rented, he should make plans for removal of the aforementioned materials to safe areas away from any installation to a place where fire extinguishers are in sight.
4. Safety and Fire Prevention Inspection
   1. CANCUN ICC’s security staff will continuously inspect meeting rooms (during set-up, event and break-down), in order to guaranty the safety of people and the facilities in general.
   2. The organizer agrees to abide by the indications of CANCUN ICC’s in-house security staff given to anyone infringing these regulations or creating a risk for others.

The following materials, if used for display or decorative purposes, shall be inherently flameproof or properly treated with a flame retardant (proof of this prevention must be available for the Fire Inspector):

• Flowers and foliage (artificial), paper, cardboard or compressed paperboard, plastic materials, split wood, textiles and any other material used for festive decorations
• Hay or straw bales must be treated, tagged, dated and bound by wire
• Wallpaper is permissible if pasted securely to walls or wallboard backing
• The use of the following materials indoors shall be prohibited: acetate fabrics, corrugated paper, combustible material used for covering tables or for skirting tables
• Unless otherwise approved, flammable or combustible and/or compressed gases shall not be used or displayed. Where approved for display cylinders containing compressed gases shall be protected against mechanical damage and shall be stored on racks or by other accepted devices designed to hold them securely in place.
• Motor vehicles and gasoline-powered equipment on display shall not exceed the maximum capacity of the fuel tank and be equipped with a lock-on type gasoline cap or the gas cap taped to prevent tampering. Keys must be removed from all vehicles.
• Propane-fueled vehicles may be parked indoors provided there are no leaks in the propane system and the tank is not filled beyond its maximum permitted density. When parked indoors the shut-off valve must be closed and secured to prevent tampering, and the vehicle must not be parked near a source of heat, an open flame, any source of ignition or near an open pit or drain.
• NO propane cylinders permitted in any indoor exhibits.

The exhibit area requires:

Displays or exhibits must never interfere in any way with access to any required exit, block access to fire-fighting equipment or interfere with the normal operations of automatic extinguishing equipment.

• Maintain 3m clear access in aisles
• No portion of a display shall obstruct any aisle or doorway
• All fire-fighting equipment must be visible and accessible
• All storage shall be kept in allocated areas. No empty cardboard containers are permitted in exhibition space

Insurance & Indemnification

• All exhibitors are required to have insurance coverage to cover all contingencies, including but not limited to fire, theft, property damage (especially in transit), business interruption, liabilities and worker’s compensation.
  • Each exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor’s activities on the Convention Center premises and will indemnify, defend and hold harmless ICE Show Management and the Convention Center, their agents, and employees from any and all such losses, damages, and claims.
  • Neither ICE Show Management nor the Convention Center maintain insurance covering the exhibitor’s property or lost revenue and it is the sole responsibility of the exhibitor to obtain such insurance.
• Each exhibitor agrees to and shall defend, indemnify and hold harmless ICE Show Management, the International Cancun Convention Centre and their respective Members, Officers, Directors, Agents and Employees from all costs, liabilities, claims, damages or expenses, including without limitation claims for personal and bodily injury or property damage, arising out of or associated with exhibitor’s use or occupancy of or exhibition in any part of the Convention Center, including without limitation any work done by or any act, neglect or omission of exhibitor or its employees, agents, contractors, and invitees in connection with such use, occupancy, or exhibition.

Labor/Exhibitor Work Rules

Gielissen Exhibition & Event Services is the official General Contractor for ICE Cancun. They can assist with any Labor/Exhibit questions relating to your stand.

All Exhibitor Appointed Contractors are required to fill out an EAC Indemnification Agreement in order to gain access to the Exhibition Floor and begin building. Failure to complete this form can delay your booth build process. Please complete the online EAC Indemnification Agreement no later than 12 August 2016.

Material handling to and from show site

All materials received, other than those in exhibitor-owned vehicles as described below, will be handled by Agility.

Licenses/Permits/Exemptions/Taxes

All exhibitors selling merchandise from the exhibition hall or taking orders on either a wholesale or retail basis must comply the local laws regarding sale/use tax collections for Cancun, Mexico.

Program Book Listings

Deadline 29 July

Register Online Now

What is included:

Per the Exhibitor Contract you completed, please note below items included with each Stand Package:

Floor Space Only (Island Booths)

Space only provided

Exhibitor is responsible for all electrical, internet, and stand construction and build. *ICE Show Management requires that ALL Island Booths provide a rendering no later than 30 days in advance of move-in. Please send your booth rendering no later than 2 August 2016 to Tracy Thompson at [email protected]

Basic Package

2.5m (h) x 1m (w) white panels with aluminum frames, one (1) slim line lamp per 9m2 with one (1) dual polarized electrical contact (1100w) and a fascia sign.

Basic Package + Furnishings

2.5m (h) x 1m (w) white panels with aluminum frames, one (1) slim line lamp per 9m2 with one (1) dual polarized electrical contact (1100w) and a fascia sign + one (1) skirted table and two (2) chairs.

FLOOR COVERING is NOT required as the Exhibition Hall is carpeted.

Audio & Visual Services

Audio Visual equipment will be provided by Gielissen Interiors. Available equipment includes computers, video players and LCD Screens. Reserve equipment at Glissen.

Audio Visual Equipment

Catering — Exclusive Food & Beverage Service

1. It is strictly forbidden to sell food and/or beverages since this service is provided by CANCUN ICC through its Banquets and special Events Department.
2. Beverage, food and/or miscellaneous courtesy or sponsored services related or not to any other product and/or similar service provided by CANCUN ICC will always be subject to approval by the COO.
3. If there is any type of promotion without the prior approval of CANCUN ICC, the latter reserves the right to remove the staff undertaking said promotion or services from the premises without liability for the venue.
4. CANCUN ICC reserves the right to admit any supplier of unauthorized products and/or services whose prior negative history might directly or indirectly affect the venue’s prestige.

Catering Menu

Cleaning

Please note that with your contract, ICE Show Management will ensure all trash during build-up is removed and all aisles will be swept/vacuumed prior to opening on Tuesday. All daily cleaning, trash removal and sweeping of individual booths is at the Exhibitor’s expense.

Individual Cleaning Services for Stands

Cleaning services for stands is provided by Gielissen Interiors.

Cleaning Services

Electrical

Per your Exhibit Contract, the Packages include one (1) dual polarized electrical contact (1100w). Any additional electrical requirements must be ordered through Gielissen Global

Order Electrical Services

Internet

Internet Services

Furniture Orders, Shell Scheme Changes and Accessories

Gielissen as the General Contractor can provide all furniture, special packages for customized booths, and all other accessories.

Order Furniture

Floral Services

Order Floral Services

Lead Retrieval

Increase the quality of your leads! The Pulse Network offers a Lead Retrieval service to all exhibitors where you can maximize your ROI at the conference.

Lead Retrieval

Shipping/Materials & Handling

World Wide Shipping Instructions

This Shipping Manual will assist you in your preparation for the correct and timely dispatch of exhibits to Cancun for the AAPG/SEG International Conference & Exhibition 2016. We advise you to read this manual carefully.

Failure to comply with the following deadlines and instructions will cause unnecessary delays in clearance and may lead to additional expenses.

Agility Fairs and Events in conjunction with Jaguar Trafimar, can provide the following services for your company: transportation from origin point overseas,execution of all documentation necessary to comply with Mexican Custom Regulations, ensure that commercial invoices are complete and in the proper format, schedule and supervise the international movement of your material; monitor custom clearance through the foreign port or airport; arrange delivery to your stand. A Jaguar Trafimar and Agility Fairs and Events representative will be on-site to assist you.

Freight Handling and Order Form

Communication

All exhibitors are requested to direct all correspondence concerning the exhibition to:

Mexican Exhibitors
Jaguar Trafimar Logística, S.A. de C.V.
Homero 1425-801
Col Los Morales Polanco
11540 México, D.F.
Tel. (5255)5557-8088
Fax.(5255)5580-6424
Contact: Miguel Angel Lara
E-mail: [email protected]

US & International Exhibitors
Agility Fairs and Events Logistics Ltd
1100 Tamiami Trail, Suite B
Venice, Florida 34285
USA
Tel: +714-617-6675
Fax: +941-484-1017
Contact: Melissa May
E-mail: [email protected]

Import of Samples, Office Materials and/or Give Away Materials

All promotional materials to be distributed during the event shall be marked with corporate logo and/or name of the event, otherwise would not be able to be cleared from customs as they are subjected to import permits (key rings, stuffed toys, pens, memory sticks, etc).

Please also note that stationary to be utilized by the exhibitor during the event IS NOT CONSIDERED BY CUSTOM AUTHORITIES AS PROMOTIONAL MATERIAL OR GIVEAWAY should such material be included within the shipment, the consignment will be refused and returned to origin.

In addition to the above mentioned, please note that all product samples and/or giveaways must be individually labeled with the following wording, and must be packaged and listed on separate invoice:

“Samples for Free Distribution at AAPG/SEG 2016 Cancun”

Shipments Through Courier Companies

Courier companies such as DHL, FEDEX, UPS, etc are not able to complete temporary import Customs procedures, thus we encourage you not to use such courier services for exhibit materials.

Courier companies also cannot complete permanent entry for materials exceeding a weight of 0.5 kgs and / or a value above USD 50 and instead, they would hand over the shipment to a designated custom broker. We encourage you to get detailed information at your end through the courier service of your choice.

Should Jaguar Trafimar / Agility have to become involved to finalize Customs clearance procedures, additional charges will be applied as per the official International freight tariff.

Pre-Alert on Shipment

Exhibitors are requested to send us by telefax or e-mail a ‘Pre-Alert of Shipment’ for all cargo arriving at Veracruz port or Cancun International airport.

If there is any special handling required on arrival in Mexico, please specify so that we can plan and execute accordingly.

All business is conducted on the basis of our General Standard Trading Conditions- available upon written request

Shipping Information

Routing & Consignment Instructions

Exhibitors may ship their exhibits or stand materials “Freight Prepaid” to Mexico by the following modes of transport:

1. Sea freight via Veracruz

   Freight Deadline Arrival Date: 22nd August 2016

   Jaguar Trafimar will arrange transit to the venue in CANCUN by truck from the port. For this mode, exhibitors are requested to consign the shipping documents to:

   Consignee: Jaguar Trafimar Logística, S.A. de C.V.
   A.A Jorge Enriquez Serralde
   Veracruz Port
   Attn: Angeles Juarez
   Tel: (5255)2603-4040

2. Direct shipments to CANCUN from abroad by Air

   Freight Deadline Arrival Date: 29th August 2016

   For this mode, Jaguar Trafimar will take over exhibits after unloading at CANCUN airport. Goods will then be trucked to the venue in CANCUN. The shipping documents must be consigned to CANCUN airport as follows:

   Consignee: Jaguar Trafimar Logística, S.A. de C.V.
   C/O Agencia Aduanal Del ValleE, S.C.
   Cancun Intl. Airport
   ATN. LIC. Jose Luis Leyva
   Tel: (5255) 2603-4040
   Fax: (5255) 2603-4041

   Please ship on a direct IATA AirWaybill.

Documentation

All shipping documents must be mailed to Jaguar Trafimar Logística, S.A. de C.V. as follows:

• Combined Commercial Invoice & Packing List — 1 original + 5 copies
• Catalogues for all machinery/equipment — 2 sets
• Certificate of origin — 1 original + 1 copy

Above mentioned documents together with original B/L must be mailed to reach Jaguar Trafimar Logística no later than 10 days before sea cargo arrival at Mexican seaport. Copy docs must be emailed to [email protected] prior to dispatch from origin

Documents together with copy of AWB must be mailed to reach us no later than 4 days before Air cargo arrival in Cancun airport. Copy docs must be emailed to [email protected] prior to dispatch from origin.

All invoices must provide accurate information regarding quantity, description (English and Spanish) size/weight and values of each item being shipped. Quantities and contents listed on your commercial invoices must match exactly with those actually being shipped. Giveaways and printed material should also be given a specific description and accurate quantity such as 75 ballpoint pens or 540 corporate annual reports. All cartons will be opened by Mexican Customs for inspection. Please also indicate the Customs Tariff number, Schedule B or Brussels Commodity code number for all items shipped. This information should be available from your corporate shipping department. If, however, you have difficulty in obtaining this information, please contact Agility Fairs and Events for advice.

Invoice descriptions need to be simple; easy-to-understand terms and provided in both English and Spanish language. If you cannot provide the translation, Jaguar Trafimar will arrange for this translation for a nominal charge. However, it is important to leave adequate space between items on your invoice for translation.

Items for temporary importation into Mexico (any item that will be re-exported at the end of the show) must be packed and invoiced separately from those that will be permanently imported (sold, given-away, distributed). Invoices should plainly indicate whether the goods are for temporary or permanent importation. Items for permanent importation will be subject to the payment of duty and I.V.A. (V.A.T).

Customs Clearance in Mexico

The combined commercial invoice and packing list prepared is the only document required by Mexican Authorities. This is also, the same form used for the customs inspection and examination of exhibits at the exhibition grounds. This form acts as an exhibitor’s official commercial invoice.

• Commercial invoices and packing lists can be combined on one document if they list quantity, description, and value of EACH ITEM shipped as well as weight and dimensions of EACH PACKAGE in this shipment, Including Customs Tariff codes.
• Your company's tax ID, VAT or GB Number and any applicable license numbers should also appear on the commercial invoice.
• Make sure to include (in English and Spanish), a complete, precise and simple non-technical description of all items on the commercial invoice.
• Please include the case size and cubic meters (CBM). The following calculations will provide assistance: LxWxH in inches x 0.0000164=CBM
• Material not returning from the show (i.e. items to be solde, literature, giveaways, etc.) must be packed and listed on a separate invoice. As a separate permanent entry would have to be completed.

Important: Please note that All Shipments would be inspected by Customs Brokers to ensure that all goods declared in the commercial / pro forma invoice would match with those packed into crates and or boxes / cartons and to avoid customs fines and/or confiscation of goods.

Please also make sure that values declared in the invoices are actual commercial values as undervaluation would arise on expensive penalties and the application of countervailing duties.

In any of the mentioned cases, Agility Fairs and Events & Jaguar Trafimar Logistica would not be liable for any delay in customs clearance.

Material not returning from the show (i.e. items to be solde, literature, giveaways, etc.) must be packed and listed on a separate invoice.

Shipments Covered by ATA Carnet

For shipments covered by ATA Carnet, please note that the exhibitor shall complete the Pre-registration form which is located within the website of the Mexican Chamber of Commerce

Please state during such registration, the following person as “Representante /Details of Representative”

For Airfreight Cargo to Mexico City Airport: Mr. Alejandro Barron Calixto

For Seafreight Cargo to Veracruz port: Mr Jose Manuel Quino Perez

Please also issue Power of Attorney to mentioned person to enable and arrange Customs clearance on your behalf.

Hand-Carried Exhibits

Exhibitors should declare to customs, upon arrival at the airport, all hand-carried items in their customs declaration form which exhibitors must complete upon arrival in Mexico.

Please be advised that every hand-carried shipment exceeding the value of US$300.00 is subject to Mexican duties and taxes. Hand-carried shipments exceeding the value of US$1,000.00 require a Mexican custom broker to arrange custom formalities. Please understand that the custom formalities of hand-carried items require the presence of the importing person and the clearance can take up to two days.

If you are hand-carrying goods, it is important that you fax us a copy of your commercial invoice, packing list, flight itinerary, airport of destination in Mexico and passport.

Packing of Exhibits

Exhibitors are advised to provide strong packing cases for the transportation of the exhibits which can withstand the rough handling at port of loading and discharging (by stevedores) and including transit forwarding, unpacking and repacking operations at the venue.

For main exhibits, we recommend bolted returnable type of cases to be used. This is to avoid unnecessary repair and reconstruction of cases in the event of damages due to handling whilst in transit.

Closing of Exhibition

Jaguar Trafimar will return empty cases from the appointed storage area to stand at the close of show, when deemed safe to enter the halls. Jaguar Trafimar will assist in re-packing according to exhibitor’s requirements and will go through customs clearance on behalf of exhibitors.

Exhibitors are requested to declare to Customs on the Combined Commercial Invoice and Packing List the disposal of their exhibits as follows:

• To be returned
• Consumed
• Given away/sold

Exhibitors must not leave the exhibition before handing over return exhibits as well as exhibition documents to Agility Fairs and Events / Jaguar Trafimar. Missing items which have been left unattended cannot be under the responsibility of Agility / Jaguar.

Outbound Customs Clearance

Agility Fairs and Events / Jaguar Trafimar will be held responsible by Mexican custom authorities for final settlement of all customs formalities. Therefore, exhibitors should not allow their exhibits to be taken away from the show ground without prior arrangement with Customs through Jaguar Trafimar. Customs re-export formalities take up to 10 days to process. Please bear this in mind whilst planning for the next use of your equipment. In the event of non-compliance and loss of exhibits during the show prior to handover to Jaguar Trafimar, the exhibitor shall be held responsible for the duty and taxes and penalty by Mexican Customs if any. All charges shall be additional for account of the exhibitor.

PLEASE NOTE: There will be a hand over fee for the items handed over to another agent/Broker to arrange the permanent clearance after the event of US$ 350.00

Return of Exhibits

All exhibits, which have not been sold, consumed or given away, must be re-exported from Mexico or delivered to a bonded warehouse. All return shipments, by air or sea, will only be arranged when all re-export customs clearance procedures are completed.

Temporary imports are allowed to stay in a bonded warehouse no longer than eight months. After this period, all exhibits will be returned in order to close all pending custom files. Please be advised that all storage and handling fees are the exhibitor’s responsibility and will be charged accordingly.

Insurance

It is the responsibility of each exhibitor to cover for transport insurance, during the exhibition and the return of exhibits to domicile, including the period the exhibits are handled by us.

As our tariff is computed on the basis of volume or weight and has no correlation with the value of exhibits, it follows that the cost of insurance cover is not included in our charges and exhibitors shall themselves ensure that there is adequate insurance charge for their goods and such insurance shall include a waiver of subrogation against Jaguar Trafimar / Agility Fairs and Events and/or subcontractors.

Use of Jaguar Trafimar / Agility Fairs and Events services, implies acknowledgment and acceptance of the foregoing.

Brand Builders