Exhibition Technical Manual

Exhibition Technical Manual

Dear Exhibitor,
We are pleased to share with you this Exhibition Technical Manual.
The Exhibition will be held as part of the 62nd Annual Conference of the Particle Therapy Cooperative Group which will take place on 10-14 June, 2024 in Singapore.
A Facility Tour will be held for pre-registered participants on 15 June at additional fee.

Venue:
Suntec Singapore Convention & Exhibition Centre
1 Raffles Boulevard, Suntec City
Singapore 039593
Website: https://www.evasuntec.com/

Please read this manual thoroughly as it provides important information and is designed to assist you in preparing for the PTCOG 62 Exhibition.
Please forward this manual to all project stakeholders, including your agency and stand builder. 

Exhibitors and Supporters Portal

The Portal enables Exhibitors and Supporters to:

  • Submit Company logo and profile
  • Order Lead retrieval (Badge scanners)
  • Submit a list of individual names for badges and order extra exhibitor badges
  • Submit booth drawing (applicable for “Space Only” booths)
  • Submit lettering for Fascia sign (applicable for “Shell Scheme” booths)
  • Submit other deliverables as per sponsorship agreement

Login details to access the Portal have been sent to the company representative who signed the contract.

Link to access the Portal https://exhibitorportal.kenes.com

Notes:

  • One user per companylogin credentials to the Portal have been sent to the primary contact listed on the contractual agreement. This person is responsible for passing on the login details to any third party if necessary.
  • The contract holder will be charged with any purchase made by their employee, stand builder or agency, unless requested otherwise in writing.
  • Access to all Portal services will be available only after submission of your company logo and profile.
  • Please note that access to the portal allows the user to see information from previous transactions made by your company with Kenes Group.
  • Only deliverables indicated in your contract, should be submitted. Items that are not included in your contract will not be processed.
  • Keep the Exhibitor’s Portal link together with your login information on hand for future reference.
  Date Time
Exhibition Set-up Monday, 14 October 09:00-19:00 “Space Only” booths
Tuesday, 15 October 07:00-19:00 All booth types
Exhibition Opening Hours Wednesday , 16 October 09:00 – end of the Welcome Reception (~21:00)
Thursday, 17 October 09:30-16:45
Friday, 18 October 09:30-16:00
Exhibition Dismantling Friday, 18 October 16:00-22:00
Action Item Deadline Contact Person
Company logo and profile As soon as possible
and no later than Monday, 8 April
 

 

Via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com/

For enquiries, please contact the Exhibition Manger
E-mail: sgamliel@kenes.com

 

Booth design for approval

(Applicable for ‘Space Only’ booths)

Thursday, 25 April
Text for Fascia

(Applicable for Shell Scheme booths only)

Exhibitor Badge Registration and Additional Badge Order Monday, 27 May
Lead Retrieval* Barcode Readers Order Monday, 27 May
Onsite rate will be applied for order received after this deadline
Dedicated Wi-Fi */ Internet* Monday, 27 May
Orders confirmed after this date will incurred additional express charges (50%) and are subject to availability.
Suntec
E-mail: telecom@suntecsingapore.com
Click HERE for available options and pricing
Rigging* (“Space Only” booths)
Electricity* order
Furniture rental
Shell  Scheme Extras
Graphics/Signage
Telecommunications and AV Equip.(Screens, Laptop, Desktop)
  • Advanced rate period: before Friday, 10 May
  • Standard rate period: 11 May – 7 June
  • Onsite rate period: After Friday, 7 June
GWORKS

Raymond Tong. E-mail: raymondtong@gworks.com.sg

Siti Irliyana. E-mail: siti@gworks.com.sg

In-booth Catering*  Monday, 13 May

 

Suntec
Exhibitor Booth Catering Marketplace – Online Form – CLICK HERE
Event Code : PTCOG2024_Suntec
Click HERE for products and menu selections including price list.
Hostesses & Temporary Staff
  • Until Monday, 20 May: standard pricing.
  • 21 May – 31 May : surcharge of 1.5 x standard pricing
  • 1 June and onwards: surcharge 2.0 x standard pricing
Refix Pte. Ltd.
Valencia Yap – Refix Event Operations
E-mail: valencia@refix.sg (please also cc thaniba@refix.sg)
Security Monday, 6 May by 2PM (SGT)
Fervour
Ili Azlee. E-mail: ili.azlee@fervour.sg
Mobile: +65 8661 9865
Plants & Floral decorations Friday, 31 May  TBA 
In-booth daily cleaning*
Waste removal services*
Friday, 31 May Multitask Development Pte Ltd
Nicole Tuang. E-mail: sales@mdpl.com.sg
Tel: +65 6788 1019
Waste removal service is relevant for exhibitor with large volume of waste.

Delivery Information

Door to Door Shipments

 

Please contact MERKUR Merkur Expo Logistics
Contact person: Marco Dinges
E-mail: marco.dinges@merkur-expo.com
Mobile:+49 (0) 175 5880292
Airfreight Shipments
Shipment via
ROGERS EXPO SERVICES (SINGAPORE) PTE LTD
Strongly Recomended
6 – 8 June
Exhibition goods – Direct Deliveries to Conference Venue
(NOT recommended!)
Please note that shipments sent directly to the venue will be refused prior 10 June.
Direct deliveries are permitted only between June 10th and June 14th. 
Direct deliveries to Suntec MUST be coordinated in advance with Merkur. 
Goods requiring pallet truck assistance for unloading must hand them over to the official PTCOG 62 material handling team upon arrival at Suntec. . The use of pallet jacks by exhibitors and stand builders is strictly prohibited within the venue.

*An exclusive service

“K-Lead” Application – Barcode Scanner Application

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth. The information obtained by lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication.
We are pleased to offer you the “K-Lead” Application: exhibitors can download the “K-Lead” app onto their own smart phone or tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge.

The advantages of the “K-Lead” application:

  • Effortless process using registration badge barcode.
  • Allows to immediately view the leads information.
  • Ability to insert exhibitor’s comments for each lead.
  • Application is available for download from Apple store or Google play: “K-Lead App”.
  • Cost per unit – USD 600 (excluding 4% credit card charges fees, excluding VAT if applicable)

The Application should be installed on your company/personal device (tablet/smart phone). Operational information will be sent in due course.

To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

Deadline:  Monday, 27 May
Onsite rate of USD 750 will be applied for order received after above deadline.

Please note:

  • Device is not included. The Application should be installed on your company/personal device (tablet/smart phone).
  • In accordance with the general data protection regulation (GDPR), Kenes Group has updated its privacy policy. You can view our updated privacy notice here.
    Kenes will not share delegate’s personal data with third parties without their consent.
    Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition booths or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future.
  • Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details.
  • In addition, please note that neither Kenes Group nor the Organising Committee is responsible for the content of the information.

Exhibitor Badges

  • Each exhibiting company is entitled to free exhibitor badges. The amount of free exhibitor badges is stated in your contract, and determined by your booth size.
    Two exhibitor badges will be given for the first 9 sqm booked, and one additional badge for each 9 sqm thereafter.
  • The exhibitor badges allow access to the exhibition area and the Scientific Meeting Welcome Reception & Exhibition Opening.
  • Exhibitor badges will be personalized i.e. they will include the name of the badge holder as well as the country and company name. Please submit the list of individual names via the Exhibitors Portal no later than Monday, 27 May. 
  • Exhibitor Badge Holders are not eligible for CME/CPD credits or be listed on the World Map feature (if available) which displays the list of participants.
  • Exhibitor badges will be available for collection at the registration area during registration hours. Please note that badges will not be mailed in advance.
  • Additional exhibitor badges may be purchased online through the Exhibitor’s Portal, at the rate of USD 200 per badge.
    Companies may purchase a maximum number of exhibitor badges as follows:
    Booths of up to 60sqm –      15 exhibitor badges
    Booths larger than 60sqm – 25 exhibitor badges

    Notes
    :
    – Deadline for ordering additional exhibitor badges via the exhibitor portal: Monday, 27 May. 
        Link to access the Portal https://exhibitorportal.kenes.com
    – Please make sure that your company profile has been submitted via the Exhibitor’s Portal before placing an order.
  • All company representatives are required to wear exhibitor badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Exhibitor badges are for the use of company personnel manning the booth and should not be used to bring visitors to the Exhibition.

For any enquiries related to registration, please contact the Registration Manager, Ms. Sandra Silva by e-mail at: registration@ptcog62.org

Access to the Exhibition Hall during Set-up and Dismantling Times

Stand builders and staff must wear service passes during the entire set-up and dismantling period. Service Passes are free of charge and may be collected from the Exhibition Manager Desk on-site.

Exhibition Floor Plan & List of Exhibitors

The exhibition floor plan has been designed to maximize the exhibitor’s exposure to the delegates.
To access  the exhibition floor plan and see the location of each booth, please click here.
For full list of exhibitors and supporters – click here

Exhibition Hall 

The exhibition will be held in Hall 405 which is located on level 4.
Kindly note that the hall name as will be displayed in all publications as well as onsite signage will be “Exhibition Hall”.
For virtual tour – click  HERE
Visual of hall 405 is available HERE.
For technical specifications of Hall 405 click HERE

 Floor  

Maximum floor load: 17.5KN/m2 (350lb/ sq ft)
Floor finish: Concrete


Power supplies and other utilities, such as internet cables, are typically distributed to booths via the floor. However, it is crucial to verify this with us in advance, as these may vary depending on the specific booth location and your unique requirements.
We strongly recommend installing your own flooring or laying a carpet within your booth space (note that shell scheme booths already comes with carpet).Exhibitors and stand builders are responsible for ensuring that the exhibition floor is left in the same condition it was found in. Any damage or soiling that cannot be removed during routine cleaning will be charged to the exhibitor or stand builder.

 Raised Floor / Platform 

  • Please note that if your booth has a platform/raised floor, you are required to provide a ramp or sloped edging around the entire booth to ensure access for people with disabilities.
  • The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible to avoid trip hazard.
  • Exhibitors intending to install a raised floor or platform within their booth space are required to notify the organizer and the official stand contractor, GWORKS, when submitting their booth drawings for approval. This notification is essential as services like electricity, water, and internet are mostly provided through floor-based cabling. Raised floor or platform installation must, therefore, be scheduled after the relevant cabling work is completed. Please ensure these points remain accessible at all times.Please note that once the raised floor is installed, we cannot accommodate service requests requiring access beneath the floor.

Build-Up Height 

  • The maximum build-up height for the top of all elements is 4 meters. 
  • Shell scheme booths build up height is 2.5 meters

    Exhibitors who will have booths higher than the maximum permitted height will not be allowed to set-up their booths.
    Any part facing adjacent booths that is above 2.5m in height (back-to-back wall or side-by-side wall) needs to be designed with neutral tones (preferably white).The reverse side of any booth that is adjacent to another booth – over 2.5m in height – must be nicely finished, free of exposed wiring, graphics, or logos, to maintain a clean and professional appearance.

Ceiling Hangings/Rigging  

  • Ceiling hanging is permitted and require prior approval.
  • GWORKS is the exclusive provider for all ceiling hanging and rigging services at this conference. Contact persons:
    Raymond Tong. E-mail: raymondtong@gworks.com.sg
    Siti Irliyana. E-mail: siti@gworks.com.sg
  • To obtain a cost estimate, please submit the desired number of rigging points to GWORKS.
  • The exhibitor/Stand contractor must provide a detailed rigging plan, including hanging point locations which should match the ceiling plan, indicating weight capacity for each point.
  • The layout plans and drawings for usage of riggings must apply for Professional Engineer’s endorsement and submit the endorsed documents to the organizer to obtain prior written approval from the venue no later than Thursday, 25 April. 
  • Exhibitors/stand builders which are unfamiliar with the endorsement process can use the services of GWORKS.

Loading Bay Access 

Please coordinate your arrival (unloading and loading) with the official logistic agent – MERKUR Expo Logistics GmbH (Partner with ROGERS EXPO SERVICES (SINGAPORE) PTE LTD). In order to maintain the smooth and efficient flow of traffic, exhibitors will be assigned designated unloading time slots.
For smooth operations, we kindly ask that you adhere strictly to these time slots and remove vehicles promptly after unloading.
Parking in the loading bay is prohibited as the loading bay space is limited and designated exclusively for loading and unloading purposes.
Vehicles are not permitted to park on the spiral or vehicular ramps that lead into the exhibition halls at Levels 4 or any other levels.

Vehicles are only permitted to use the bays for loading/unloading activities for a maximum duration of 20 minutes per vehicle. For safety reasons, storage of items is not allowed unless permission is granted in advance.

Only commercial vehicles such as vans and lorries are permitted into the loading bays. To access the loading bay, turn in from Nicoll Highway as indicated on the map below:

Vehicles should proceed up the spiral ramp to level 4. Drivers should note the following height safety clearances when accessing the respective loading bays:

  • Level 4 – 4m*

 * Note that the internal door height within the Centre may differ from the loading bay height stated above.

For security, insurance, and efficiency reasons, Merkur Expo Logistics (partner with ROGERS EXPO SERVICES (SINGAPORE) PTE LTD ) is the sole official agent to handle cargo inside the venue. Stand builders are prohibited from using trolleys during set‐up and dismantling periods. Only the official freight forwarder is authorized to operate forklifts or pallet jacks within the venue.
Merkur (partner with ROGERS EXPO SERVICES (SINGAPORE) PTE LTD ) the official agent is the exclusive agent for move in and move out of the venue.

Loading Bay Clearance  

At the loading bay gantry, the driver must provide the following for verification and security purposes:
1) A valid ID (i.e. identity card, driver’s license, passport)
2) Full name of the event

*Note: A picture of the vehicle license plate will be taken before entry into the loading bay.
Drivers are required to state the name of the event (PTCOG 62) to obtain entrance to the loading bay.

For technical specifications such as height and width of the loading bay ramps, doors and location of freight doors, please click here

Shell Scheme Booths 

To ensure a smooth and efficient installation and dismantling process of your booth, GWORKS has been appointed as the official stand contractor for PTCOG 62.

Pre-booked shell schemes through Kenes include the following:

  • Walling – standard shell scheme system, 2.5m-high
  • Company name on Fascia board printed in standard black & white lettering
  • One 10W spotlight (warm) per 3 m²
  • Dark blue Carpet

Image shown is for illustration purposes only

  • Actual panel size (including the metal frame):  990 mm W x 2470 mm H
  • Visible panel size (excluding the metal frame): 950 mm W x 2330 mm H 

Click HERE for detailed booth dimension information (9sqm)

Note: Corner shell scheme booths are provided with two open sides and 2 fascia panels with company name.

Shell scheme booth comes with a dark blue carpet (C535)  as part of the shell scheme package. If an exhibitor (shell scheme booth only) prefers a different carpet color, an additional charge will apply for the rental and installation of the preferred color. Click HERE to view the various color options. For inquiries regarding costs and orders, please contact the GWORKS team directly via email:
Siti Irliyana. E-mail: siti@gworks.com.sg and Raymond Tong. E-mail: raymondtong@gworks.com.sg

Shell Scheme booths do NOT include:

  • Electricity
  • Furniture
  • Booth cleaning

Electricity, furniture, cleaning services, wall graphics printing, and other products and services, can be ordered directly through GWORKS, the official stand contractor, until Friday, 10 May.
Please refer to “Booth Services and Order Forms” section.
Fees increase after this deadline. Stock upon availability.
For inquiries, please contact GWORKS team by e-mail: raymondtong@gworks.com.sg and siti@gworks.com.sg

Fascia Sign

Maximum of 21 characters (including spaces) may be written on your fascia (applicable for a 9 sqm booths).
Please submit lettering for fascia via the Exhibitor’s Portal by Thursday, 25 April. 
If text for your fascia is not received by above deadline, we will provide you with a fascia title as per your application form.
The standard fascia lettering is black and white. If you would like to print your company logo on the fascia board, in place of or in addition to your company name, or have custom graphics printed on the fascia board, this can be ordered at an additional cost through GWORKS, the official stand contractor, until Friday, 10 May. Please liaise with Siti Irliyana. E-mail: siti@gworks.com.sg and Raymond Tong. E-mail: raymondtong@gworks.com.sg

Important Guidelines for Shell Scheme Booths 

  • All basic shell scheme booths will be designed and built by GWORKS – the official stand contractor.
  • Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the shell scheme booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor and the Exhibition Manager before Thursday, 25 April. 
  • No free-standing stand-fitting or display(s) may exceed a height of 2.5m or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
  • It is not allowed under any circumstances to cut, nail or drill into or through the walls, facia, floor or ceiling.
  • Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
  • No painting is allowed; no usage of nails or screws.
  • Double sided tape can be used to affix lightweight items as long as it does not leave mark or cause damage to the panels and booth structure. Velcro can be used as well (male & female).
  • It is possible to use fishing line (nylon) to hang pictures etc.
  • An exhibitor occupying a booth at the corner can request to close the additional side(s). If the official stand contractor and the Exhibition Manager is not being notified in writing before Thursday, 25 April – it will be assumed that the exhibitor will have opening on the additional side(s). Exhibitors are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.
  • A back wall of a booth (any booth type) cannot be used by other exhibitors.
  • The shell scheme comes with dark blue carpet. If the exhibitor wishes to have a carpet in a different color, an additional fee will be required. Please contact the official stand contractor for more information.
  • Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.
  • Electrical switchboards have to be reachable and the Exhibitor has to switch off the booth lights at the end of the day.
  • Exhibitors requiring additional equipment may visit the order forms or contact the official stand contractor – as per published deadlines (refer to sections “Deadlines & Key dates” and “Booth Services” for more information).

 

Space Only Booths

Exhibitors using independent contractors are required to submit the following for approval by Thursday, 25 April :

  • A sketch plans with scale no less than 1:50, including cross sections and elevations of proposed booth to be built and it’s floor
  • Electrical connections – a list of all appliances.
  • Other utility connections such as water and drainage are subject to availability and must be checked with the Exhibition Manager prior to submitting the designs.
  • The name and contact details of their construction company (stand builder).

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com
Your booth design will be submitted by the organizer to the venue for final approval as per venue’s regulations.

Design Guidelines:

  • All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining booths, or damaging the premises.
    Exhibition material that is placed outside the booth will be removed at the exhibitor’s expense.
  • Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved
  • Island booths should be partly accessible on all “open” sides. You are only allowed to build walls that cover up to 30% of each side. We try to keep the exhibition as open and inviting as possible. Wall construction alongside aisle must be approved by Kenes, max 30% of side to side may be covered. Requests to be partially exempt from this rule should be submitted in writing to the Exhibition Manager before the official submission deadline.
  • Construction finish must be perfect in all the booth’s visible areas, including rear sides.
  • Raised floor/platform: please note that if your booth has a platform/raised floor, you are required to provide a ramp or sloped edging around the entire booth to ensure access for people with disabilities. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible to avoid trip hazard.
    Prior to booth floor installation, exhibitors or stand builders must verify that the utilities provided by the venue/ Official Contractor (such as electricity, water, cables, Internet, etc.) are located in the appropriate positions. Access to service points, water tramp, and electricity tramp is mandatory when a floor is installed; please ensure these points remain accessible! Once the floor is installed, we will NOT accept any additional service requests that require placement beneath the raised floor.
  • Any part facing adjacent booths that is above 2.5m in height (back-to-back wall or side-by-side wall) needs to be designed with neutral tones (preferably white).The reverse side of any booth that is adjacent to another booth – over 2.5m in height – must be nicely finished, free of exposed wiring, graphics, or logos, to maintain a clean and professional appearance.
  • Advertising on the boundary with other booths is prohibited.
  • Multilevel structures are not permitted.
  • Arches, bridges or similar construction connecting two or more booths are not permitted.
  • Covered ceiling: booths with ceilings are to be provided with a temporary sprinkler system [ball sprinkler] or any other automatic fire extinguisher system for every 12 sqm of covered area (
  • including a storage area)
  • A back wall of a booth (including shell scheme booths) cannot be used by other exhibitors.
  • The maximum build-up height for the top of all elements in the booths is 4 meters. 
  • Ceiling Rigging is permitted and must be authorized in advance by the venue. The layout plans and drawings for usage of riggings must apply for Professional Engineer’s endorsement and submit the endorsed documents to the venue to obtain prior written approval. For further information regarding rigging, please refer to section “Hall Specifications and Important Technical Information“.
  • Special care must be taken to ensure that the visitors will be inside the booth and not standing in the aisle. For example:
    • Screens or any kind of equipment to be shown or demonstrated may not be placed directly on the edge of the booth contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
    • Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth)
    • Coffee bars or other F&B-counter must be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle.

Materials

  • Materials used for the construction of booths and ceilings are to be non-combustible or have a minimum class 2 surface flame spread rating [supported by internationally recognised test reports/certificates].
  • Overhead fabric materials used as booth covers, canopies, tents, or used as curtains or draperies, must be permeable to water and have a minimum surface flame spread rating of class 2.
  • Use of combustible materials such as plastics, paper, foam and strips of timbers should be limited and generally confined for decorative purposes. Their uses within booths should be kept to a minimum and not used for general wall covering.
  • Combustible materials are to be kept at a minimum and away from heat sources.

 

Kindly note:

  • The organiser will not approve booths that do not comply with the accepted standards until the necessary changes have been made.
  • Work cannot commence until the booth drawings are approved by the organiser.
  • The used space must be returned to the venue completely clear of all items and restored to their original state.
  • We recommend exhibitors using independent stand contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact the Exhibition Manager to coordinate a visit. E-mail: sgamliel@kenes.com

Electricity and Electrical Installations for all booths

To ensure maximum safety, all electrical connections to power supply can only be carried by GWORKS – the official contractor.

Only the official contractor is authorized to provide the electrical switchboard for the power points. Thus, every exhibitor should order an electrical switchboard from the official contractor and to pay
for the electrical consumption according to his power needs. The exhibitors must name the person responsible for the stand’s electric installation project.

It is essential that exhibitor order the power needed in the stand. The exhibitor is responsible for calculating the power necessary for the elements to be connected, together with the request for the necessary voltage. Damage caused to the main or to specific points by these connections is the sole responsibility of the exhibitors/stand builders.

To ensure your booth has electricity, please complete the order form
HERE until Friday, 10 May
Fees increase after this deadline. 

Power supply to the exhibits will be switched off after the exhibition closes every evening. Exhibitors who require 24 hours electricity supply for their stand should contact the official contractor to confirm availability and costs.
In the event of damage or faults to an electrical connection or installation, the exhibitor must immediately contact the organiser and/or venue representatives.
The venue reserves the right to at any time inspect connected equipment. Should the equipment fail to meet the applicable safety regulations, the venue reserves the right to immediately disconnect such equipment with no right of recourse or compensation for the exhibitor.

Booth Essentials

Electrical & Lighting Service: click HERE to download the order form.

Furniture Rental: click HERE to view the furniture catalog and download the order form.

Booth signage and/or print graphics: please email your requirements by e-mail to GWORKS team. Siti Irliyana, E-mail: siti@gworks.com.sg and Raymond Tong. E-mail: raymondtong@gworks.com.sg

Screens and Audio Visual Equipment rental: click HERE to download the order form (Applicable solely to exhibition stands!)

In-booth Catering 

Catering services are exclusively provided by Suntec Singapore.
All F&B items must be consumed within 2 hours from the stated start time (unless the items are part of a package, in which the service duration has been stated).
Suntec Singapore have created an Exhibitor Booth Catering Marketplace through which you can access to order the services under the following categories during PTCOG 62:

* Food Orders
* Beverages Orders
* Manpower Orders (pertaining to banquet service)

All orders are to be made by the exhibitor via our Online Form that can be found via the link below :-

https://www.cognitoforms.com/SuntecSingapore/ExhibitionBoothCateringMarketplace?v2
Event Code : PTCOG2024_Suntec

The Exhibition Booth Catering Marketplace PDF price list which can be found HERE 
Kindly note that the prices are subject to change without prior notification.

Deadline:  Monday, 13 May
For inquiries, please contact Bibiana Lau by e-mail: bibiana.lau@suntecsingapore.com
Tel: +65 6825 2208
The exhibitor must consider the space available on the booth to store and display the requested deliveries.

External Catering
Should an exhibitor wants to bring into any F&B that is not available in the venue’s F&B offering, an External Catering Charge will be applied.
The application permit is via the link below:
https://www.evasuntec.com/52335-f-b-guide/374127-external-catering?from_search=131308675
AP-015 – the Permit and its respective documents can be sent to Bibiana Lau by e-mail: bibiana.lau@suntecsingapore.com for review and approval.

Booth Cleaning  

The organiser will arrange for general cleaning of the exhibition premises prior to the opening of exhibition and daily prior to opening thereafter (excluding exhibit booths and displays).
Daily in-booth cleaning can be ordered directly with Multitask Development Pte Ltd
Contact person:
Nicole Tuang
E-mail: sales@mdpl.com.sg
Tel: +65 6788 1019.
Click HERE to down load the order form.
Deadline: Friday, 31 May

Internet & Wi-Fi  

Complimentary Wi-Fi will be provided by the conference during official conference days at most areas. This public Wi-Fi connection is limited for basic web browsing or checking e-mails.
Should you have any internet-based features, devices, or activities at your booth (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your booth (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.
Orders and payments should be made directly to Suntec Singapore.
Click HERE for available options, pricing, terms and conditions.
E-mail: telecom@suntecsingapore.com
Orders confirmed after Monday, 27 May will incurred additional express charges (50%) and are subject to availability.

Important:

  • Creating your own private Wi-Fi network is not permitted
  • The venue and the organiser reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage. 
  • Note regarding technical support: we will ensure that the service you purchased is functioning as it should, however we cannot troubleshoot or repair issues with client-provided equipment.
  • Exhibitors must notify in advance if they intend to install a raised floor or platform as internet access is mostly provided through floor-based cabling. Raised floor or platform installation must be scheduled after the cabling work is done. Access point(s) must remain unobstructed and accessible throughout the installation process and beyond. Once the raised floor or platform is in place, no new service installations underneath it will be possible.
  • The exhibitor is responsible for following legal, ethical, moral and generally accepted internet and e‐mail conduct when communicating across the conference’s network. The venue reserves the right to disconnect and/or limit a user’s right to or use of the network if rules and conditions are not respected.

Security 

  • Please do not leave any bags, boxes, suitcases or any type of product unattended at any time, whether inside or outside the exhibition area.
  • Neither the venue nor the organiser can accept responsibility for the security of the booths and their contents. The venue as well as the organiser are not liable for any possible loss, theft and/or damage occurred during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their booth and equipment.
  • If you wish to hire security for your booth, this can be done via Fervour Pte Ltd
    Contact person:
    Ili Azlee. E-mail: ili.azlee@fervour.sg
    Mobile: +65 8661 9865
    Deadline: Monday, 6 May by 2PM (SGT)
    This service is exclusive to Fervour.

Waste Removal 

On-site waste disposal services are available. This service is relevant for exhibitors with large volume of waste.
Please contact Multitask Development Pte Ltd for further information.
Deadline: Friday, 31 May
Contact person:
Nicole Tuang.
E-mail: sales@mdpl.com.sg
Tel: +65 6788 1019

Storage

Short-term storage of materials left over after assembly (empty boxes, crates, cases , palettes etc.) should be coordinated with Merkur team (payable service).
Under no circumstances may packing materials of any kind be left in the aisles, on the booths, around or behind the booths.
Please contact Merkur with information on sizes and number of parcels, size and storage period.
E-mail: marco.dinges@merkur-expo.com
Please be advised that shipments delivered to the venue before the designated setup period will NOT be accepted by venue staff. Please coordinate with Merkur to ensure deliveries arrive within the designated set-up period.
Once the event & dismantling are over, the venue shall bear no responsibility for safeguarding or storing any items left behind on the premises. Should the venue undertake the removal of such items, the associated costs will be borne by the exhibitor.

Hostesses & Temporary Staff Hire

Refix Pte. Ltd. is our preferred vendor for the recruitment of hostesses and temporary staff. To submit a request for their services, please click here to download the order form.
Deadline:Monday, 20 May
Fees will increase after this date.
For any further inquiries, please contact Refix directly:
Valencia Yap – Refix Event Operations
E-mail: valencia@refix.sg (please also cc thaniba@refix.sg)
Tel: +65 8168 1457

Shipping Instructions 

Merkur Expo Logistics GmbH has been appointed the official logistics agent this conference (partner with Rogers Expo Services Pte Ltd).
Merkur offers the following services: customs clearance, delivery to the booth, freight forwarding, manpower & trolleys for un‐loading/loading during build‐up and dismantling, storage of empty crates, transportation to and from the exhibition hall.
For security, insurance, and efficiency reasons, Merkur Expo Logistics (partner with Rogers Expo Services) are the sole official agent to handle cargo inside the venue.
Stand builders are prohibited from using trolleys during set‐up and dismantling periods.
Kindly note that Merkur, the official agent, is the exclusive agent for move in and move out of the venue (partner with Rogers Expo Services).

Exhibitors and stand builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with Merkur.

Contact information:
Merkur Expo Logistics GmbH
Marco Dinges| E-mail: marco.dinges@merkur-expo.com | Mobile: +49 (0) 175 5880292

For shipping instructions and tariff, please click here
Combined Commercial Invoice & Packing List – click here to download
Pre advise – Material Handling Form
click here to download 

Direct Deliveries to the Venue (NOT Recommended!) 

Any deliveries made directly to the venue without going through the official logistics agent, will be at the exhibitor’s own risk. If goods do not arrive on time or are mislaid, the organizers and official logistics agent will not take any responsibility. The venue is a large complex situated next to a major mall, with other events occurring in parallel. This environment increases the risk of misplaced deliveries. Exhibitors who choose to proceed with direct deliveries must strictly adhere to the following guidelines:

  • The delivery and removal of materials and goods for the exhibition booths is allowed only by the official freight forwarder.
  • Deliveries may not be made prior to Monday, June 10. Any deliveries prior to this date, or off the official working hours, will NOT be accepted.
  • Direct deliveries are permitted only between June 10 and June 14. 
  • Direct deliveries to Suntec MUST be coordinated in advance with Merkur. Contact person: Marco Dinges| E-mail: marco.dinges@merkur-expo.com | Mobile: +49 (0) 175 5880292
  • All deliveries must have a special label attached. These labels can be obtained from Merkur.
  • Please be advised that neither the organiser nor the venue can accept deliveries on an exhibitor’s behalf and arrangements must be made for a booth/company representative to be available when deliveries are made.
  • Goods requiring pallet truck assistance for unloading/loading must hand them over to the official PTCOG 62 material handling team upon arrival at Suntec (fees will incur). The use of pallet jacks by exhibitors and stand builders is strictly prohibited within the venue.
  • As a courtesy to the delegates and your fellow exhibitors, deliveries or the removal of any equipment to/from booth must be made 30 minutes before or after exhibition opening hours.

 

IMPORTANT: Rules & Regulations
Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.

Animals
It is not permitted to bring animals into the venue.

Blackout Policy
We respectfully request that all supporters (sponsors, exhibitors, special interest groups, and other stakeholders) comply with the conference blackout policy and refrain from holding organized meetings or events in parallel to the scientific program.

Build-Up & Dismantling Period

  • The Exhibitors and contractors are required to wear the necessary personal protective equipment such as safety footwear, protective helmets, eye protection, and hand protection required by the specific work activity.
  • The use of cutting machines, welding machines, sanders and spray guns is strictly forbidden.

Confetti & Glitter
The use of confetti and glitter is discouraged. However, under certain circumstances, this may be permitted. The exhibitor will need to submit a special request for approval to the organizer and cover the costs and necessary manpower for cleaning.

Drugs & Alcohol

  • During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol and drugs.
  • Some prescribed over-the-counter medicines may cause drowsiness, which can affect reactiveness and decision-making ability. Please seek advice regarding such medication from medical professionals before taking them and conducting any work in the Centre.
  • Suntec Singapore strictly prohibits the possession, distribution or use of illegal substances or alcohol by exhibitors and their contractors undertaking works in the venue. Those deemed to be under the influence of alcohol or drugs will be asked to leave immediately and be reported to respective authorities.


Balloons and Other Display Articles 

  • Balloon-filling helium gas tanks are not allowed to be placed/kept inside the exhibition hall.
  • Product display balloons or any display articles must be self-supported and maintain a 2-metre clearance from the ceiling lighting/fire protection system.
  • Click here for further guidelines regarding balloons – Inflatable and/or Helium

 

Children

No person under the age of 18 years can be admitted to the Exhibition, either during build‐up, opening days or breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the exhibition.

Compressed Gases

Use of compressed gases is not allowed.

Damage to the Building

Exhibitors are liable for all damage caused to floors, walls, and pillars during the installation, Exhibition, and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls, and pillars.

Disposal of Material

It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.

When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the venue in removing this property will be charged to the exhibitor.

Drones [Unmanned Aerial Vehicles]
The usage of drones requires prior approval from Suntec Singapore. Click here for further information 

Fire Regulations

  • Stand material and fittings must be non-flammable or impregnated treated with fire-retardant chemicals.
  • As a general rule, easily inflammable synthetic substances, foam polyester, and non-fireproof straw and reeds are prohibited.
  • Exhibitors are prohibited from covering displays with drop cloths, sheets, table cloths or other non-flame resistant material.
  • High-risk performances and any fire-based activities such as fire twirling, aerial acrobatics and pyrotechnics are not allowed.


Naked Flames, Candles, Drapery, Smoke & Heat Emitting Items

Due to safety concerns, the following requires prior approval from the venue before usage:

  • Operation and display of heaters, heat-producing or open flame devices, barbecues, candles, lanterns, torches, naked flames or other smoke-emitting materials.
  • Operation and display of electrical, mechanical, or other devices, which may be deemed as a danger by the venue.

To apply for the use of such equipment, please click here and download the relevant forms.


Fire Insurance (compulsory)

Exhibitors must be insured against fire.

Health & Safety

  • It is the responsibility of the stand holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
  • It is recommended that the stand holders appoint a supervisor for the stand, with the specific responsibility for ensuring the health & safety of their staff and stand builders. It is advisable that a Risk Assessment is completed for the stand and submitted to the organisers.

Hazardous Substances

Hazardous substances and materials such as pesticides, gases, caustic substances and acids are only permitted in the venue under exceptional circumstances.
For the safety of all, the following items are to be pre-approved by the venue- all toxic, corrosive and hazardous materials, including flammable liquids or dangerous chemicals. Safety data sheets (SDS) which provide detailed information on the safe use, handling, disposal, as well as recommended first-aid treatment for hazardous chemicals, are required to be placed next to all hazardous substances by the exhibitor. Should you wish to use any hazardous substances, prior permission must be sought from the venue. Click here for further information.

Sand, Soil & Similar Materials

Protective measures such as polythene sheets should be placed for exhibits or displays containing sand, soil or similar materials to avoid damage to the venue’s flooring/carpeting. Exhibitors and their contractors are to ensure that the protective measures assist with waterproofing. Additional charges are applicable for any cleaning required.


Hanging of Posters, Banners etc.             

Hanging of posters, banners or decals, stickers or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the venue are not allowed without a prior written authorisation.

Insurance (compulsory)

  • Exhibitors are required to take out appropriate Insurance. Third part liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
  • Neither the organisers nor the venue, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
  • The organisers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organisers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance that covers all injuries to persons and damages that might cover in connection with the exhibition.
  • Exhibitors are personally liable for all expenses incurred by the organisers or by third parties in regard to technical services provide.
  • We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

Liability

  • Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organisers against all claims and expenses arising from any damages.
  • If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organisers find it necessary to change the dates of the Exhibition, the organisers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
  • The organisers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the venue or any part thereof in any manner whatsoever.


Lotteries & Games of Chance

For lotteries, lucky draws and similar activities, permits may be required depending on the situation. For more information, please visit Singapore Police Force Website.

Lasers
The use of lasers requires prior approval from the venue. Please apply using AP-011 Laser Permit.

Machinery within Exhibits/Displays
For machinery with live demonstrations, the exhibitor must implement appropriate safety precautions such as, but not limited to, guarding, signage, noise cancellation equipment and other safety devices.

Security
  • Safety and Security of Material. Please do not leave any bags, boxes or suitcases unattended at any time, whether inside or outside the exhibition area. The organisers and venue cannot accept liability for loss of or damage to private property or goods.
  • The organisers will provide security guard service in the exhibition hall during off-show hours. Neither The venue nor the organisers can accept responsibility for the security of the stands and their contents and for damage to, or theft of any goods. Exhibitors are fully responsible for the security of their stand and equipment.

Sound Equipment and Music

  • In general, the use of sound equipment/music in booths is permitted as long as the noise level does not disrupt the activities of neighbouring exhibitors.
  • Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).
  • It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.
  • Live music is not allowed.
  • The organisers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud
  • The organisers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
  • Exhibitors are reminded that third party copyrights should not be infringed. The organisers have no copyright responsibility in respect of any exhibiting company.
  • Proper dispensation must be obtained and any royalties due, paid prior to the use of materials. Should any copyright dispute arise, the organisers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

Promotional Activities

  • All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
  • Advertising material and signs may not be distributed or displayed outside the exhibitor’s booth.
  • Advertising activities must not cause obstructions or disturbances in the aisles or at neighboring booths.
  • The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
  • Filming:
    – Exhibitors may film within their own booth, capturing their own staff and materials. However, all equipment and camera crew must remain within the designated booth boundaries.
    – Filming of other exhibitors, their materials, conference features, or any sessions is strictly prohibited without prior written permission from the organizer or the respective exhibitor.
  • Photography:
    – Photography within booths is not permitted during exhibition setup/breakdown unless the photographer is officially hired by the exhibitor and ensures no neighboring booths are included in the pictures.
    -During exhibition opening hours, photography of all aspects of the event is generally allowed, except where the photographer or equipment would obstruct or endanger delegates or staff.


Smoking Policy

The venue operates a NO SMOKING policy in ALL halls.

Special Effects

Special effects lighting, live music, smoke and laser projection may not be used in the stands.

No permission will be given for projection in the aisles or on the walls of the hall.

Waste Removal

  • Exhibitors are responsible for the removal of all refuse/waste from the exhibition area.
  • Any discarded waste, including promotional material, left behind will be removed by the organisers at the expense of the exhibitor concerned.

 

Water Features

Suntec Singapore requires a detailed overview at least 20 working days before the event, and this includes technical drawings and specifications for any receptacle retaining liquid of 150 litres or more.
All exhibits and ancillary equipment containing liquid must be carefully drained out at the end of an exhibition, in such a way that no water is discharged onto the floor of the halls/rooms. All costs involved in the removal of any water discharged onto the floor of the halls/rooms, or any damage caused as a result will be charged to the exhibitor.
For details of water points and to apply for permission, please use contact the Exhibition Manager.

Weapons & Imitations

Possession of pointed/edged weapons and sharp objects is strictly prohibited within Suntec Singapore.

We are committed to sustainability and we encourage all of our exhibitors to do the same. CLICK HERE for some practical tips and tricks that you can implement right away.

Official Contractors:

Furniture Rental / Graphics & Signage/ *Electricity / Additional Booth Fittings / *Rigging / Screens & AV Equipment
GWORKS
Raymond Tong. E-mail: raymondtong@gworks.com.sg
Siti Irliyana. E-mail: siti@gworks.com.sg
*Exclusive service 

Freight Handling & Onsite Logistic Agent
Merkur Expo Logistics GmbH
Marco Dinges | E-mail: marco.dinges@merkur-expo.com
Mobile:+49 (0) 175 5880292
Merkur is the exclusive handler inside the venue.

In-booth Catering
Suntec 
Exhibitor Booth Catering Marketplace – Online Form – CLICK HERE
Event Code : PTCOG2024_Suntec
Click HERE for products and menu selections including price list.
Bibiana Lau. E-mail: bibiana.lau@suntecsingapore.com

In-booth daily cleaning/ Waste removal services
Multitask Development Pte Ltd 
Nicole Tuang. E-mail: sales@mdpl.com.sg
Tel: +65 6788 1019
Waste removal service is relevant for exhibitor with large volume of waste.

Hostesses & Temporary Staff Hire
Refix Pte. Ltd.
Valencia Yap – Refix Event Operations
E-mail: valencia@refix.sg (please also cc thaniba@refix.sg)

Security
Fervour
Ili Azlee
E-mail: ili.azlee@fervour.sg
Mobile: +65 8661 9865

 


Kenes Group Contacts: 

Conference Secretariat
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel:  +41 22 908 0488
Contact us

Exhibition Manager & Industry Symposia Coordinator
Sharon Gamliel
Tel: +41 22 908 0488 Ext: 562 | E-mail:sgamliel@kenes.com

Industry Liaison & Sales
Nikol Karabelova
Tel: +41 22 908 0488 Ext. 293| E-mail: nkarabelova@kenes.com

Registration Specialist
Sandra Silva
E-mail: registration@ptcog62.org

Hotel Accommodation
Ralitza Angelova
E-mail: rangelova@kenes.com
https://hotels.kenes.com/congress/PTCOG62

There is an increasing number of fraudulent websites that are attempting to impersonate PTCOG 62. All official communications about the 62nd Annual Conference of the Particle Therapy Cooperative Group are managed by Kenes Group. Please exercise caution if contacted by other organizations claiming to represent PTCOG 62. For any questions about sponsorship please contact Nikol Karabelova , Industry Liaison & Sales Associate, at nkarabelova@kenes.com

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