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2012 Exhibitors manual

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� Contact p. 3

� Important dates and deadlines p. 4

� General information p. 5

� Technical details and setup p. 7

� Exhibitor rules p. 8

� Parking p. 13

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Contacts

Should you have any questions ­ please do not hesitate to contact us.

Projectcoordinator at Forum

Josefine Roswall

Tlf.: +45 32 47 20 93

jro@forumcopenhagen.dk

Address

Forum Copenhagen ApS

Julius Thomsens Plads 1

DK­1925 Frederiksberg C

Tlf.: +45 32 47 20 00

Fax: +45 35 24 00 99

info@forumcopenhagen.dk

www.forumcopenhagen.dk

Website

www.buildinggreen.eu

Building Green

Tlf.: +45 35 25 35 45

info@buildinggreen.eu

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Important dates and deadlines:

Stand supplies

Deadline for ordering stand supplies is 14th

of September 2012.

Please note that Forum may invoice all stand supplies before the exhibition, so that everything is paid before set up.

Opening hours

Day Build up/

Break Down

Gates open Opening hours

organisers office

Exhibition opening hours

Tuesday 10:00 - 23:00 All 10:00 - 20.00

Wednesday 09.00 - 10.00 Gate 3 08.30 - 18.00 09.30 - 18.00

Thursday 9.00-10.00 + 18.00-24.00

Gate 3 08.30 - 18.00 09.30 - 18.00

Setup

All setup work must be completed by Tuesday at 23.00 as aisle carpeting will then be laid.

Once the aisle carpeting is in place, goods may only be transported to the stands by means of small sack bar­ rows

with rubber wheels. The aisles must also be cleared of stand equipment and packaging.

Delivery of goods

Goods delivered by road or rail will not be accepted by Forum prior to the stand setup date.

The exhibitor’s company name and stand number must be stated on dispatch papers, together with instructions for the goods to

be delivered to your stand. The goods must also be sent carriage­free as Forum cannot pay carriage owed on consignments

received.

Goods delivered to the exhibitor for the purpose of the fair and signed for by Forum are the exhibitor’s responsibility.

Breakdown

Stand breakdown must not start before the fair ends at Thursday at 18.15. A penalty of DKK 5,000 incl. VAT will be charged

on exhibitors starting breakdown before this time.

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General Info

Exhibitor cards

Each stand automatically has 10 exhibitor cards. Should you need more, please contact Building Green ­ see contacts. Stand personnel must wear a visible exhibitor card carrying their name and the name of their company. The cards can be collected

from the Organiser’s Office.

REMEMBER – the card grants access to the hall in the morning before the fair opens to visitors, so please take it home in the

evening.

Note: only persons who will be stationed on stand can be issued with a card. The cards are not transferable.

Exhibitor cards are not required for tradesmen who will be involved in stand setup and breakdown.

Work passes

Work passes are only valid during stand the setup and breakdown phase, and are intended for the use of hauliers and others

persons who will not be on stand during opening hours. The passes are free, valid for one day, and issued by entrance security.

Garbage

During the fair, please use the container inside Entrance 3.

Insurance

The exhibitor is responsible for insuring the effects exhibited on stand and for covering the cost of injuries/damage caused by

products, personnel or effects to third parties, including members of the public, while on or close to the exhibitor’s stand. See

regulation for all rules.

Cleaning

The responsibility for stand cleaning during the fair lies with the individual exhibitor. We therefore recommend ordering daily

stand cleaning through our web shop.

The cleaning service includes emptying garbage and vacuuming the stand area. Storage rooms will not be cleaned.

Cleaning can only be ordered for the complete fair period. Vacuum cleaners are not available for loan.

Packaging

During the fair, empty packaging may be stored in designated areas at the exhibitor’s own risk. It is important that all packaging contains Stand number, company and contact information.

Loading and unloading

If you need truck assistance for loading and unloading, please contact our technical services staff inside the hall during

setup/breakdown. Requests will be dealt with in the order they are received. Trucks cannot be booked in advance. Please note

that the charge is per commenced quarter of an hour.

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Hotel

There are many hotels in Copenhagen. We have gathered a small selection here.

Bella Sky Comwell is a spectacular skyscraper and a striking landmark in Copenhagen’s newest neighborhood, Ørestaden. See www.bellasky.dk With its 23 floors, 812 special design rooms and 30 flexible meeting rooms and conference venues, Bella Sky Comwell is the largest hotel in Scandinavia. With its unique architecture, it is the most aesthetic hotel in Copenhagen.

Avenue Hotel Copenhagen - be welcomed and spoiled at the hotel with friendly traditions and an international beat in the heart of Copenhagen.

Central located on Åboulevard – within walking distance of Forum, City Hall Square (Rådhuspladsen), Tivoli and Strøget. Only two metro stations from Langelinie and Nyhavn

CAB INN Scandinavia is close to Forum, the Metro Station and the lakes in Copenhagen. The hotel has 201 rooms with bathroom, telephone, TV, electric kettle and free tea and coffee. Free Internet access. Several rooms are fitted up for 3 or 4 persons. Parking for payment.

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Technical information

Included in stand rental

One power supply 220 V (placed on the top of the standwall).

­ Standwalls

­ 1 spot on arm per 3 sqm.

­ Standnumber

­ Wireless internet

Standwalls

Stands are constructed with dividing walls onto neighbouring stands.

Stands are based on a system of 100 x 250 cm modules. The walls are connected by aluminium

profiles at the top and bottom and have vertical uprights placed at metre intervals. The vertical

pfofiles are white­painted.

The stand walls are 12 mm thick.

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Exhibitor regulations

GENERAL REGULATIONS

1. The participants are under obligation to use the hall, including their own stand, in accordance with the purpose of the

event. Forum is entitled to dismiss or expel a participant failing to comply with this requirement. 2. Construction and fair materials must be kept inside the stand area during the event – for the purpose of the event as a

whole, the flow of the event, cleaning, escape routes, etc. 3. Signage and advertising, both inside the hall and externally may only take place with the approval of Forum. This does not

apply to on­stand advertising for the participant’s own company. 4. If a participant wishes to change the hall’s fixed installations, Forum’s Technical Services Department must be notified of

this in good time. Installations may only be altered by a certified installer approved by Forum. The installer is responsible for proper performance of the work and must report the finished work to the municipal services.

5. The participants must not set up or use loudspeaker systems other than the existing system without the approval of the organiser and Forum. The individual participant is responsible for obtaining the necessary licence from Koda & Gramex to play copyrighted music.

6. Showing of films (in special film room) must only take place with the approval of the organiser and Forum. The film presenter must also acquire any permission from public authorities.

7. The participants are obliged to comply with all authority requirements, including those of the fire service and the police. 8. The participants are obliged to comply with the regulations of the Danish Working Environment Authority, details of

which may be found in the Authority’s Executive Orders and Guidelines. See www.arbejdstilsynet.dk 9. The number and width of emergency exits prescribed by the fire service in each case must be kept passable and hall

doors, windows and lift entrances must be unobstructed. 10. The hall floor must not be exposed to greater load than the structural maximum, and the use of heavy vehicles, including

trucks with solid tires, is prohibited. Planks must be laid for use by flatbed trucks used in transporting heavy equipment and the like. Any damage resulting from such transport must be paid for by the participant.

11. The use of nails and screws, etc. in floors, walls, ceilings, columns, stairs, etc. is not permitted – this also include all build up stand material. Repair of any damage inflicted on the hall must be paid for by the participant.

12. Forum takes no responsibility for loss or damage, including fire and water damage, and damage to equipment, decorations, items on fair, etc. – irrespective of their ownership. Any injury or damage sustained by the participants or visitors is not the concern of Forum. These provisions shall not apply if the damage or injury is attributable to deliberate or gross negligence on the part of

Forum’s management or staff. 13. Complaints regarding supplies effected through Forum shall be made in writing before the event closes. 14. Carpet tape other than TESA carpet tape no. 4964 must not be used. This tape can be ordered in Forum. 15. To limit the risk of theft, we recommend that movables and valuables be packed up and removed from the stand when

unmanned and when closed. Attention is drawn to the fact that Forum accepts no responsibility for exhibitors’ property. No facilities exist at Forum for storage of moneyboxes or cash

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FIRE REGULATIONS General conditions covering staging of events at Forum

1. Each individual event must be approved by the fire service. An application accompanied by a dimensioned plan showing the exhibition structure (stands, gangways and escape routes) must be sent to the fire service no later than one week prior to the start of the event. The application (or the plan) must contain details of what is to be exhibited –particularly details of any flammable substances or materials.

2. The event must be inspected and approved by the fire service not later than the day prior to opening. 3. At the organiser’s expense, fire stewards must be deployed in the number stipulated by the fire service. Where present,

night security personnel must be instructed concerning the hall’s fire alarm system and in the use of extinguishing agents. 4. Plastic film, foam plastic and similar materials must not be used for decoration, production and covering of stands and

the like. Fire­retarding, soft wood fibre­board, Hessian and canvas, etc. may be used, just as other flammable materials (hard wood fibre­board, chipboard, etc.) may be used with the specific approval of the fire service. Approval will normally be conditional on a maximum stand height of approx. 3 m, and on the presence of breaks at least 4 m wide every 30 metres along the length. More stringent requirements may be imposed in the case of special circumstances.

5. Gas installations must be executed in the form of fixed installations. Bottled gas may not be taken into the hall. Electrical installations must be executed in accordance with the Danish Power Regulations by a certified electrical installer.

6. Live Candles at stands: It is only permitted to use tea­candles and only in a limited quantity at a limited number of stands (maximum 10 candles in a maximum of 5 stands). The tea­candles may not be placed directly at a table or other surface, but should be placed in a suitable and stabile candleholder. The candle must always be kept at least 1 m. (3ft.) away from any fire­sensitive material and public. The stand plan, which must be approved by the Fire Service, must show exactly where the candles are located.

7. Setup and use of ovens, machines and other devices operating on flammable liquids (petrol, methyl based spirits, paraffin, etc.) or gas must be approved by the fire service in all cases. Tanks in cars, etc. must not contain more than 5 liters of fuel.

8. Gangways and escape routes (of approved width) must be kept clear. Exhibition articles etc. along gangways must be secured to prevent them from falling and thereby hampering passage. Fire extinguishing equipment and fire detectors must be kept unobstructed and be readily accessible.

9. Packing materials (cardboard boxes, wood wool, paper, etc. must not be stored in the hall or in the area around the hall. Entrances and doorways must be kept clear of stock and parking throughout the event.

10. Smoking and use of candles and naked flames are prohibited except with the special approval of the fire service. The ban on smoking must be clearly signposted and the event organiser is responsible for compliance with this ban.

11. The fire service will in all cases determine how many people may be present in the hall and may require the hall to be closed for a shorter or longer period.

Frederiksberg Fire Service August 2002

BRANDCIRCULÆRE

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FOOD REGULATIONS To facilitate smoother procedures with the health authorities, we have agreed a set of general guidelines when setting up temporary kitchen facilities during exhibitions. The stand owner is responsible for ensuring that applicable legislation is complied with. Kitchen layouts are dependent on the scope of food preparation and serving, and we have distinguished between three types:

Food preparation ­ requirements:

Type Scope of preparation Equipment

I Simple serving of drinks, cookies etc. in

packets, slicing of sponge cakes etc., opening of cans and serving of samples directly from tins etc.

Sink incl. running cold and hot water, soap and paper. Sneeze screen for foods near the public, as far as possible use of disposable packaging, and careful cleaning of stand and kitchen utensils.

II Light preparation of samples over the counter, deep frying/frying in pans, cooking etc. of ready meals and frozen food and cutting into small portions, but no preparation of raw produce.

See under type I incl. running cold and hot water, soap and paper. In addition, washable floor in kitchen and behind counter, storage/unpacking room, to the extent necessary refrigeration or freezer facilities in storage room or kitchen – and a stainless steel sink for washing kitchen utensils.

III Production and preparation of main courses from raw produce, semi­finished food, slicing of meat and preparation of vegetables.

See under type I. In addition, adequately sized kitchen washable kitchen floor, sufficient refrigeration and freezer facilities, double stainless steel sink for washing up, electric water heater, kitchen equipment for heating, roasting etc. and cooker hoods over deep­fryers, ovens and grills.

General points to be aware of:

� There will be separate toilets for personnel who are handling food (ask where).

� All semi­finished or ready­to­serve meals must be supplied by a kitchen/factory approved by the Danish health authorities, or if imported be in compliance with the Veterinary Directorate’s regulations for the import of foodstuffs.

� All foodstuffs must be in compliance with Danish legislation.

� All produce shall be stored and transported with due care and under hygienic conditions in suitable containers.

� No produce must be facing the public without being screened off.

� Naturally, the necessary measures must be taken that apply to the preparation of food generally.

� Deep­frozen food must be stored at a maximum temperature of ­18 C.

� Eggs must be stored at a maximum temperature of +12 C.

� Pre­packed food must be stored in compliance with applicable regulations.

� Perishable food must be stored under appropriate refrigeration conditions

� Packaging used for pre­packed food must not be defective. For further information please contact VETERINARY AND FOOD CONTROL +45 72 27 60 00 or F&B Manager Claus Vogel +45 32 47

20 70.

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Parking

Forum in located in the municipality of Frederiksberg’s Parking Zone.

The Parking Zone request a parking license

Monday ­ Friday: 8.00 ­ 20.00

Saturday: 8.00 ­ 15.00

If you display a parking disc you can park free of charge for two hours.

By purchasing a one­day municipal parking card it is possible to park free of charge on the particular day. Remember to place the

card inside your front windscreen. The one­day parking card costs DKK 35 and can be purchased from the Organiser’s Office during

stand setup or be pre­ordered from the web shop. Unused parking cards will be refunded if returned before the fair closes

Please note that this is the rules for the municipality of Frederiksberg, whereas the municipality of Copenhagen has other rules.

You can see the boarders at the pictures below:

Alternative, on the corner of Blågårdsgade and Åboulevarden is "Det Grønne P­hus". Parking only DKK 9 per hour. The parking

garage is only a few hundred meter from Forum and is open 7 days a week. See map.

Forum

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”Det Grønne P­Hus”