22-24, MAY 2016

Samudrika Convention Centre

Willingdon Island, Cochin

EXHIBITOR MANUAL
Organised by

Food Hospitality Media

Chingam, K. P. Vallon Road, Kadavanthra

Cochin 682 020. India
Tel: 0484-4064135, 6990290
Mob: 8893304450
mail:sales@cruzexpos.com, info@cruzexpos.com
www.hoteltechkerala.com

DEADLINE CHECKLIST

DEADLINE: 30 APRIL 2016

Exhibitors Details

Company Name:
Signature:

Stand No.:
Date:

This checklist is to be returned by all exhibitors to the Organisers. Order Forms 1&2 are
compulsory for all exhibitors. Order Form 4 is compulsory only for exhibitors with contracted
shell scheme stands. All Order Forms must be completed and returned before the deadline. All
other forms are optional, depending on your requirements. Services cannot be guaranteed for
Order Forms that have been returned after the deadline. Please retain a photocopy of each
completed and signed form for your own records. Please indicate with a tick mark the services that
are required.
Service Form / Order Form
To be Returned to
Deadline
Req.
No.

1 Official Directory Entry FormCruz Expos, Cochin 30 April 2016

Excel Format

2 Name Board/Fascia (Shell Scheme) Cruz Expos, Cochin 30 April 2016

3 Electricity, Furniture Hire &

P & I, Cochin
30 April 2016
Optional Display

4 Sales Tax Permits

Mr. Kiran Roy
30 April 2016
Cochin

5 Official Catalogue Advertising

Cruz Expos, Cochin 30 April 2016
SHOW PROGRAMME
Saturday 21st May
12.00 pm 06.00am (May 22nd) Stall set-up for Bare Space Stall Holders
(All stalls should be set-up and interior work must be completed by this time)
Sunday 22nd May
09.00 am 09.30 am
10.30 am 6.00 pm
7.00 pm

Exhibition open for Exhibitors

Exhibition open for visitors (Last visitor entry at 5.30 pm)
Closing of the Exhibition

Monday 23rd May

09.00 am 09.30 am
10.30 am 6.00 pm
7.00 pm

Exhibition open for Exhibitors

Exhibition open for visitors (Last visitor entry at 6.00 pm)
Closing of the Exhibition

Tuesday 24th May

09.00 am 09.30 am
10.30 am 5.30 pm
6.00 pm
6.00 pm 12.00 am
12.30 am (January 29th)

Exhibition open for Exhibitors

Exhibition open for visitors (Last visitor entry at 5.00 pm)
Exhibition closes for visitors
Removal of all equipment and goods (Dismantle)
Closing of the Hall

RULES & REGULATIONS

STAND CONSTRUCTION: Where it is necessary to construct special designs, please note that only assembly
and touching up will be permitted in the exhibition halls. All stand designs must be shown to the organisers
for approval at least five days before the start of the build-up. The Organisers reserves the right to amend or
reject a design that is likely to unreasonably affect nearby exhibitors sites in any way. All materials used
in construction of stand fitting & display must be fireproof and must conform in all respects with local
regulations.
All specially designed stands must be free standing. Before any construction begins, the contractor must
provide suitable cover to the stand's floor area and the adjoining gangway. The contractor must build the
stand on a platform or on plywood laid directly over the floor covering of the centre. No gluing or fixing the
base/platform of the stand to the hall floor or carpet is permitted. It is the responsibility of space-only
exhibitors to make their own arrangements for the following: fascia name, stand number, floor covering for
their area, main power supply, electrical & lighting requirements. The name and stand number should be
clearly shown.
BUILD-UP: Build-up days are set for 1 day. The working hours are Saturday, 21st May 2016, 12:00 noon
12.00 midnight. All stands must be completed by 06.00 am on Tuesday, 22nd May 2016. After this,
access is restricted to enable carpets to be laid in the gangways, the decoration to be finished, and the site
inspection to be carried out.
BREAK-DOWN: The break-down days are set for the last day of the event. All exhibits, stand fittings and
waste materials must be completely cleared from the hall by 11:00 pm on May 24th. Kindly note that on the
closing day on 24th May, the exhibitors can remove their hand-carried goods from 7.00 pm onwards.
HEIGHT RESTRICTION: Stand fittings and display work to space-only sites should not exceed an overall
height of 2.5 meters. Exceptions are only allowed with the Organisers' written permission. Such
applications must be made at least a week prior to the show.
ELECTRIC SUPPLY & LIGHTING: Without exceptions, all power supply must be ordered from the Official
Electric Contractor, using Order Form 3 of the Exhibitor Manual. All site electrical work must be
undertaken and approved by our Official Electrical Contractor. Exhibitors installing electrics to their own
displays must ensure that such installation confirm with local Regulations and will be subject to inspection
and approval before connection to the mains supply. Organisers reserve the right to disconnect any
installation that, in their opinion, is dangerous. The switches and control boxes on stands must remain
accessible at all times to technical personnel of the Electrical Contractors. Exhibitors requiring special
arrangements (e.g. 24-hour power, different voltage and frequency or special connections to equipment)
must notify the Organisers/Official Electrical Contractor in writing to seek approval. Exhibitors who require
special light fittings not available from the official electrical contractor must apply for prior approval from
the Organisers atleast 25 days before the start of the build-up. Applicants must submit the following
requirements when applying; otherwise, the application will not be considered:
Light fitting specifications and its rating in watts/unit
Total units to be installed
Layout line drawings of the electrical installations
Third-party or public-liability insurance coverage for the electrical work from the date
of moving into the exhibition premises until the time of move-out from the exhibition
premises.

FORM NO. 2: SHELL SCHEME / FASCIA NAME

DEADLINE: 30 APRIL 2016

Exhibitors Details
Company Name:
Signature:

Stand No.:
Date:

This form must be completed by exhibitors that have contracted shell scheme stands.
The Company Name to appear in English on the Name board is as follows: (maximum 20 letters
per fascia board; additional letters will be charged at Rs.85/- per letter)
ENGLISH

Shell Scheme will consist of the following,

Relevant stall area with shell scheme stall & fascia board
One counter & two chairs
Two spot lights
One 5 amp plug point
Electricity & cleaning free of charge
Waste paper basket
Free listing in the Exhibitor Catalogue
Exhibitors with corner stands are to indicate below if any sidewalls are required. If no preference is
indicated, no sidewalls will be provided, in order to give better visibility to all corner stands and
independent perimeter stands.
* Delete as necessary

SHELL SCHEME SPECIFICATIONS

Exhibitors who have contracted shell scheme will receive a stand built by the official stand
contractor to the following specifications:
Carpet:
Carpet tiles will be laid directly to the floor cover the entire area of the stand.
Walling:

2.4m-high comprising 1-m-wide panels with white plastic finish set in aluminium
frame.

Fascia:

03m deep at 22cm height fitted on each open side with supports at corners and
where fascia exceeds 4m in length.

Name Board: Exhibitors name and stand number in white lettering will be placed on blue fascia,
with a maximum of 20 letters per fascia. For stand fascia exceeding 6m, an
additional name panel will be fitted.
Roof Beams: Aluminium beams will be fitted at the top between the rear wall and rear fascia.
Electricity:

With each 9 sqm of space, 2 spotlights of 100w will be fitted behind the fascia. Cost
of electricity consumed is already included in the rental charge. Please order your
power socket and electrical requirements using Order Form 3.

Please Note!
All materials used in the construction of stand fitting and display must be fireproof and must
conform in all respects with local regulations.
Exhibitors may affix lightweight photos, technical information sheets, etc., directly to the panels
walls with double-sided adhesive tapes or similar, provided such materials can be removed at the
close of the exhibition without damage to the wall panels.
It is strictly prohibited to affix nails, hooks, tacks, screws, permanent glue, or similar items to the
shell scheme, floors, walls, ceiling or other parts of the premises, nor to paint or disfigure any of
the stand or other parts of the premises.
Exhibitors occupying shell scheme stands must ensure that all internal stand fitting, exhibits and
displays are contained within the shell scheme structure and do not exceed 2.4 metres in height or
1m in height within 50cm from the front of the stand. No suspensions are to be made from the
ceiling of the exhibition hall without written approval from the Organisers.
No company logos, display materials or other fittings may be attached to the name board/shell
scheme fascia. Any additional light fittings or electrical installations must be ordered from the
official electrical and stand contractor.

Please return this form to:

Cruzexpos
Chingam, K.P. Vallon Road, Kadavanthra, Cochin 682 020. India
Tel: 0484-4064135, 6990290
Mob: 8893304450
mail: sales@cruzexpos.com, joseph@cruzexpos.com
www.hoteltechkerala.com

FORM NO. 3: EXTRA ELECTRICITY, FURNITURE & OTHER ITEMS

DEADLINE: 30 APRIL 2016
Exhibitors Details
Company Name:
Signature:

Stand No.:
Date:

All exhibitors using external stand contractors must order power and lighting requirements using
the below listed form, which must be returned before the deadline.
Other exhibitors requiring additional items should also order using this form.
*Consumption during exhibition open hours
Please indicate below the positions of the various electrical and lighting requirements that you
have ordered.

ELECTRICAL SPECIFICATION & REGULATIONS

Only the official Electrical Contractor appointed by the Organisers will be permitted to undertake
electrical work in the exhibition hall.
All electrical equipment must be inspected and/or tested by the official Electrical Contractor prior
to turning on the electric supply.
In the case of space-only stands where no stand lighting is provided, exhibitors are advised that
specification illumination of their stands is considered essential to achieve an effective display.
Exhibitors who use their own special light-fittings may order Consumption Surcharge.
Mains supply to space only sites is not included within the space rental charge.
Users should take care to fit voltage stabilizers to their installations for applications requiring high
power supply.
Exhibitors installing electrical to their own displays must ensure that such installations conform
with BIS Regulations and will be subject to inspection and approval before connection to the
mains supply. The switches and control boxes on stands must remain accessible at all times to
technical personnel of the Electrical Contractors.
All items on this Order Form are on a rental basis only. The prices quoted include installation,
rental, stand-by maintenance, and removal at the close of the exhibition.

Costs of electricity consumed are included in the rental charge for both shell scheme and spaceonly stands. As stocks are limited, late orders cannot be guaranteed.
Additional Equipment (Rentals for full duration of event)
The following items will be supplied at prices indicated against each item
Sl. No
1.

Code
No
PI-02

Description

2.

PI-08

3.

PI-34

8.

PI-32

4.

PI-35

Square Table

900.00

5.

PI-15

Bar Stool (Black)

1550.00

6.

PI-36

Moulded Chair

Cushion Chair

High Round Table

Round Table Glass

Glass Round Table with

Wooden Leg

Unit Cost
(Rs)
400.00

600.00

1650.00

1650.00

1650.00

Qty
required

Total

7.

PI-38

8.

PI-21

Brochure Stand Metal

900.00

9.

PI-20

Brochure Stand Wooden

1700.00

10. PI-11

Single Seater Sofa White

2700.00

11. PI-12

Single Seater Sofa

2200.00

12. PI-09

Three Seater Sofa

4500.00

13. PI-27

Glass Shelf with Lock

4500.00

14. PI-10

Signage Stand

Two Seater Sofa

1200.00

4500.00

15. PI-28

Glass Shelf without

Lock

4000.00

16. PI-25

Glass Shelf

550.00

17. PI-18

Single Wood Shelve

18. PI-37

Info Counter

500.00

2500.00

14.5% tax extra for the above items.

Payment Instructions
Please mark the required quantity against each item & send the form to the Organisers
Office.
Note: 1. All the rates are for the full duration of the show unless otherwise mentioned. Please
make the order with item code & name.
2. The items are subject to availability & will be made available only if payment is made
upfront.
3. Any damages to items by exhibitor will be liable for penalty.
4. Please note you may advise your staff or local agents to use only double side tape to
mount flex on panels. Any other use of adhesives or nails or sharp materials to fix the same
is prohibited. Any damage caused to panels is liable for penalty.
5.The exhibitor should indicate the extra power to be consumed by each stall. The charges
for ONE three phase connection is Rs.3000/- per connection. Extra charges per KW will be
@ Rs.1000/KW. Hence the user should give prior intimation to the contractor about the
exact power required by them to enable us to arrange the cabling etc.
6. Any dispute regarding supply or any other issues related to additional item will have to
be settled by exhibitor directly with the Stall Fabricators; Pavilions & Interiors, Cochin.
7. All payments for extra furniture needs to be made direct to our Official Stall
FabricatorPavilions & Interiors, Cochin by cheque payments.

Please return this form to:

Cruzexpos
Chingam, K.P. Vallon Road, Kadavanthra, Cochin 682 020. India
Tel: 0484-4064135, 6990290
Mob: 8893304450
mail: sales@cruzexpos.com, joseph@cruzexpos.com
www.hoteltechkerala.com

5. Sales Tax Permits (do refer Form 5)

Please contact the following consultant for all sales tax permits required for bringing your
exhibits into Cochin from other states. Do refer Form 5 for the required documents for this.
Mr. Kiran Pothady
M/s. P. S. Roy Advocate & Service Tax Consultants
Cherady Building, Near Revenue Building
I. S. Press Road, Old Railway Station Road, Cochin - 682 018
Ph: 0484 - 4049393 Mob: 08606101122 mail: psroy331@gmail.com

Dealer Details Registration

Constitution of Business
Dealer First Name (As furnished in PAN Application)
Dealer Middle Name
Dealer Last Name
Date of Birth/Incorporation/Registration (DD-MM-YYYY)
Trade Name (No salutation)
Permanent Address ( Residential )
Pincode
Phone
Mobile No
Fax
Email ID
PAN No

Business Details
Business Premise
Date of Commencement ( DD-MM-YYYY)
Building Name
Building No /Door No
Occupancy Status
Locality Type
Locality Description
Ward No
Place Name
Post Office
Pincode
Fax No
Phone No
Mobile No (Furnish mobile no for receiving SMS alert)
Email ID
Website
Whether bill is issued from this Premises

Constitution of Business
Partner Proprietor / Director
Business Designation
Partner Proprietor / Director Name
Share Percent
Date of Birth ( DD-MM-YYYY)
Sex
Father Name
Address ( Residential )
Pincode
Power of Attorney (If any )
Authrised Signatory (If any )
Phone
Fax
Email ID
PAN No

Partner Proprietor / Director

*Details of all partners and directors are required.

Business Nature Details

Business Nature
Details of Business

Commodity Details
Commodity Name

Business Bank Account Details

Bank Name
Business Premise
Account No
Account Nature
Account Holder Name
MICR No

Payment Details
Payment Mode
Bank / Treasury
Branch / Sub Treasury
Instrument No
Instrument Date ( DD-MM-YYYY)
Instrument Amount

Power of Attorney /Authorisation Details

Type
Name of the Person
Date of Birth ( DD-MM-YYYY)
Sex
PAN
Passport No
Email ID
Address ( Residential )
Pincode
Telephone No
Effective Date ( DD-MM-YYYY)

Enclosures Attached
1. Attested copy of documents to prove identity ( Passport/ License /
Election ID and PAN card)
2. Challan Receipt From Treasury for the fee as specified under Section
16 (1)
3. PAN card of the company
4. PAN card of the Partners(all) /Proprietor / Directors(all)
5. ID proof such as passport & Driving License
6. Passport size photo of Director and Partner 5 each
7. Participation and confirmation Letter from the organizers of the
exhibition.
8. Company Sales tax registration Certificate
9. Two letters addressed to the Commercial Tax Officer, Mattancherry
in company letter pad with seal and sign of the authorized person
1. Appointment of a authorized person coming to State of Kerala for
conducting the exhibition.
2. Letter Stating your participation and small description about
products brought in to the State of Kerala.
10.
List of Products Brought inn
Sl no

Product name

Quantity

Type of package

Value

FORM NO. 6: OFFICIAL SHOW DIRECTORY ADVERTISING

DEADLINE: 5 MAY 2016

Exhibitors Details
Company Name:
Signature:

Stand No.:
Date:

The Organisers will publish the official show directory for HotelTech 2016, Kerala. The
catalogue, will give an overview of the food industry in general with specific focus on Kerala. It
will be designed as a highly specific directory and can be used by trade visitors even long after the
exhibition. This will be distributed to business visitors who attends the show. Some copies will
also be distributed prior to the show to media representatives and VIPs. To reserve advertising
space in this publication, kindly fill this form with your requirements.
Yes, we are interested in advertising in the Official Show Catalogue. Please find our
confirmation with our contact details.
.
Size: cm x cm (H x W)
Advertising Position

Rates
INR
25,000.00
15,000.00

Full Page Color

Half Page Colour

Requirement

Booking Deadline:
30th April 2016
Artwork Deadline :
5th May 2016
Note :
1. If advertising materials are not received by 10th May 2016 the organizers reserve the
right to charge the advertiser the full cost of the advertisement ordered.
2. While every effort will be made to accommodate specified positions, the organizers
reserve the right to allocate the page accordingly.
3. Orders without remittance will not be entertained. All payments should be made in favour
of Food Hospitality Media , Cochin by Cheque or Bank Transfer only
Signature : ..

Date:

Name of Authorised Person:..

Company Seal :.
All materials should be sent to:

CRUZ EXPOS
Chingam, K.P. Vallon Road, Kadavanthra, Cochin 682 020. India
Tel: 0484-4064135, 6990290
Mob: 8893304450
mail: sales@cruzexpos.com, joseph@cruzexpos.com
www.hoteltechkerala.com
Receipt of material by the organizers will be confirmed by mail. Kindly include your contact details when
sending us the advertisement.