EXHIBITOR’S MANUAL

EXHIBIT INFORMATION

EVENT: 48th Annual National Convention & 3E XPO 2023

November 27 - December 2, 2023

ORGANIZED BY: Institute of Integrated Electrical Engineers of the Philippines, Inc.

(IIEE)
#41 Monte de Piedad St., Cubao, Quezon City
www.iiee.org.ph

VENUE: 48TH ANC

Function Rooms 3, 4 & 5
3E XPO 2023
Halls 1, 2, 3,4 & Function Rooms 1 & 2
SMX Convention Center Manila,
Seashell Lane, Pasay City

3E XPO 2023: Actual Event Schedule

November 27 & 28 - INGRESS
November 29 to December 2, 2023 - VIEWING DATES

EXHIBIT VIEWING 29 November 2023 (Wednesday) 10:00am -7;00pm

SCHEDULE: 10:00am - Soft Opening (Convention Delegates)
12:00pm - Official Public Opening
30 November 2023 to December 1 (Thursday to Friday)
10:00am -7:00pm
2 December 2023 (Saturday) 10:00am -6:00pm

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OFFICIAL BOOTH CONTRACTOR:

MSD GODSPEED EXHIBITS CORP.
324 Navy Rd. Veterans Village,
Brgy., Holy Spirit, Quezon City
Contact Person: Winlove Campos
Email: msdgodspeed@gmail.com
Landline: +63 (2) 9319669 / 9313617
Mobile: +63 915 9785683

AFFILIATED FREIGHT FORWARDER:

DSV Solutions
Ninoy Aquino Ave,1700 Paranaque
www.dsv.com
Contact Person: Mr. Ricky Bayla
Manager, Fairs & Events
ricky.bayla@dsv.com
Direct Tel. +632 8898460
Mobile: +63 9209693414

3E XPO 2023 OPENING CEREMONIES

PROGRAM OF ACTIVITIES

Function rooms 1 & 2, 2/f SMX CONVENTION CENTER, MANILA

10AM : NOVEMBER 29, 2023
9:00AM - ASSEMBLY

INVOCATION
NATIONAL ANTHEM
IIEE HYMN
IIEE PARTNERS' RECOGNITION
MESSAGE FROM VP-EXTERNAL
MESSAGE FROM THE NATIONAL PRESIDENT
INTRODUCTION OF THE KEYNOTE SPEAKER
ADDRESS OF THE KEYNOTE SPEAKER
AWARDING OF TOKEN FOR THE KEYNOTE SPEAKER
INTRO OF GUESTS OF HONOR FOR THE MINI ENERGY FORUM
OFFICIAL OPENING OF THE EXHIBIT
EXHIBIT TOUR OF GUESTS

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I. PRE-INGRESS GUIDELINES
✓ Exhibitors shall settle payment to IIEE prior to Ingress date. Exhibitors with settled payment
will be able to secure Clearance to Ingress and other related documents.

✓ Exhibitors with Special Booth Design must secure booth design approval from IIEE (Exhibit
Bureau) on or before October 15, 2023.
Reminder: Provide detailed Perspective layout (w/ dimension & weight of the design)
-front and back elevation
- top view
- electrical lay-out

✓ Floor & Ceiling Load Capacity as follows:

○ Halls (Ground Floor) – 250 lbs per sq ft
○ Function Rooms (Second Floor) – 100 lbs per sq ft
○ Meeting Rooms (Second Floor) – 100 lbs per sq ft
○ Ceiling Hanging Points are for light tarpaulins:
One (1) kilo per meter & below for Function Rooms and
Fifteen to Twenty 15-20 kilos per meter & below for Halls

✓ For Special Booth Design: Exhibitors' Booth Contractor & In-house Worker will be obliged to
pay the Supervision/Responsibility Fee (SRF) at Php250.00/sqm+12%VAT, to the Official
Booth Contractor.

✓ Exhibitors should accomplish and submit the following documents on or before October 15,
2023.
- Signed 3E XPO Contract Guidelines
- Personnel Form (Ingress / Egress)
- Personnel Form (Manning of Booth)
- Ingress / Egress (Gate Pass)
Reminder: Prepare three (3) printed copies of the above mentioned documents to be presented
during Ingress.

IMPORTANT REMINDER:

BEFORE YOU CAN PROCEED TO YOUR BOOTH AREA FOR INGRESS, YOU NEED TO
SECURE THE FOLLOWING:

● Ingress/Egress Form (Gatepass) approve by Organizer and signed by SMX Security

● Ingress/Egress IDs
● Clearance to Ingress

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INGRESS SCHEDULE

Halls 1-4 & FR 1-2

SMX Convention Center Manila, MOA Complex, Pasay City

Special Design (Prime Area) November 27, 2023 10:00am to 10:00pm

Special Design (Regular Area) November 27, 2023 3:00pm to 10:00pm

All Exhibitors November 28, 2023 6:00am to 10:00pm

Finishing and Cleaning of Booth November 29, 2023 6:00am to 12:00nn

Schedule for brochures and hand carry items refill:

2:00pm - 4:00pm November 29-December 2, 2023 Only

II. INGRESS GUIDELINES:

✓ DRESS CODE FOR EXHIBITORS' AND CONTRACTORS' PERSONNEL

● Casual Attire is suggested for personnel during the ingress and egress activities.
● No wearing of sleeveless shirts/singlet, shorts and slippers inside the Exhibit Hall
● No ID, No Entry. All Exhibitors/Contractors shall at all times wear proper identification
cards issued by IIEE while inside SMX premises
● No Smoking inside the venue

✓ Exhibitors shall follow the Ingress / Egress Schedule and shall adhere to the SMX vehicle
queuing procedure.

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Vehicles / Truck Permit for Block 20 and Block 29:

● All suppliers are required to file a special vehicle / trucking permit directly through the
Central Business Park’s (CBP) Office and/or Mall of Asia Admin Office. One of the
documentary requirements is the Endorsement Form or Letter that will be provided by
SMX Event Services Dept. Please advise the details such as the company, and contact
person so we can send you the endorsement letter(s).
● CBP Application Form for road access permit (for 6 wheelers and above) should be
accomplished. All suppliers / contractors / exhibitors to bring 3 photocopies together
with the BIR 2303 – Certificate of Registration of the Company Applicant for OR
purposes. CBP Permit is charged at Php 200 plus VAT per truck per entry.
● No Delivery Truck Pass, No Ingress. ONLY trucks with VEHICLE PASS can enter
the SMX RDU.
● No Delivery Trucks can enter the Main Hall after 10:00pm.
● All Delivery Trucks are required to park at BLOCK 20 & BLOCK 29, where truck badges
for queuing will be given.

TYPE OF VEHICLE QUEING AREA PERMIT NEEDED WITH FEED

SM Mall of Asia Admin Office

4 Wheelers Block 20
(for Reserved Parking)

SM Mall of Asia Admin Office

6 Wheelers (for Reserved Parking) and
Block 20
(3,500 kg and Below) Central Business Park / CBP
(for Truck Permit)

6 Wheelers Central Business Park / CBP

Block 29
(3,501 kg and Above) (for Truck Permit)

8, 10 and 12 Wheelers Central Business Park / CBP

Block 29
(Straight Vehicles) (for Truck Permit)

14, 16, 18 and 22 Wheelers Central Business Park / CBP

Block 29
(Articulated Vehicles) (for Truck Permit)

● Delivery trucks must provide a printed copy of the VEHICLE PASS to be placed in their
windshields.
● Trucks are not allowed to park along Coral Way, Marina Way and Seaside Boulevard.
(Note: IIEE will provide the Endorsement Letter for processing of DELIVERY PERMIT)

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✓ Authorized Exhibitor Representatives can get IDs (Ingress/Egress and Event Proper), Gate
Pass and Clearance to Ingress at SMX Loading Bay in the hall where their respective exhibit
booth is located.

● No ID, No Entry. All Exhibitors/Contractors shall at all times wear proper identification
cards issued by IIEE while inside SMX premises
● Extra IDs have to be purchased from IIEE. Please see below ID allotment:

Booth Size Quantity

Per 3m x 3m booth during Ingress / Egress Ten (10) Pieces

Per 3m x 3m booth during Event Proper Ten (10) Pieces

Extra /Additional IDs will be charged Php 150.00 / piece

IMPORTANT:
Prepare three (3) printed copies of your delivery receipts to be attached to the Gate Pass Form
for easy processing of your documents.

III. BOOTH CONSTRUCTION GUIDELINES

A. SHELL SCHEME EXHIBIT BOOTH

No. ITEMS QTY DESCRIPTION

1 Partition Rear and dividing walls 3mm thick and 2.5m high versa
board panels using octa shape aluminum post and aluminum
framing/beam. (Exhibitors with corner booths have an option
of no partition wall at the end site but will have extra fascia
board with company name

2 Flooring Charcoal Gray Carpet Lay direct to the floor

3 Furniture 1 ● Reception desk (L1m x W0.5m x H0.75m)

2 ● Monobloc Chairs

4 Electrical 2 ● 36 watts fluorescent lamps Maximum of 300 watts

● Convenience outlet (3 gang)
1

5 Fascia Name Company name in white cut-out sticker (maximum of 20

characters including spaces)

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1. Exhibit fixtures, components, and identification signs will be permitted to a maximum

height of 5 meters for Special Designs and 2.5 meters for the Regular Booth Designs.

2. All construction, installations and activities being carried out should be inside the
required booth perimeter and be done in such a manner that will not cause interference,
disturbance or disruption to the activities of other exhibitors.
3. Exhibitors shall be responsible in securing their booth, exhibit items and material within
their booth perimeter.
4. The Official Booth Contractor is in charge of plants, chairs, tables and other booth
facilities.
5. All Exhibitors installing a display must be in compliance with the Fire and Security
Regulations.
6. Exhibitors are obliged to submit power load requirements to the Official Booth Contractor
for proper installation of electrical supply to avoid power interruption. All electrical
mainline connections to booths must be carried out or inspected only by the official booth
contractor and approved by SMX.

Reminder:

● Exhibitors are expected to follow the Ingress and Egress Schedule. Exhibitors who will
extend hours, beyond the scheduled Ingress and Egress, must notify the Organizer.
Any Ingress and Egress procedures done prior or beyond the prescribed schedule will
be subject to additional charges.

● An overtime charge amounting to Php 25,000 per hour / per Hall, shall be merited to
the account of the Exhibitor/s who will request for overtime.

● Exhibitor/s must accomplish an overtime agreement form to be approved by IIEE.

Billing invoice will be received by the Exhibitor/s who will request for overtime.
Payment shall be made on or before Egress. (if requested during Ingress) and on or
before December 8, 2023 (if requested during Egress).

● Use of SMX main entrance is not allowed at any given time to bring in items for
display/selling during the exhibition. Exhibitors are advised to use the Loading Bay
Entrance for this purpose.

Schedule for brochures and hand carry items refill:

2:00pm - 4:00pm November 29-December 2, 2023 Only

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for additional request:

● Hanging Points are only for light tarpaulins: 15-20 kilos per meter & below for Halls
(should be within the exhibitors respective booth area and will be subject to additional
charges)
● Use of Genie Lift will be Php800 plus VAT per hour and Manpower Charges will be
140/hour plus VAT (shall be merited to the account of the Exhibitor/s.
Note:
The above mentioned should be requested on or before November 15, 2023.

B. SPECIAL BOOTH DESIGN

1. 3E XPO 2023 Exhibitor shall submit to IIEE its official booth plan or design for approval
of the Exhibit Bureau, on or before October 15, 2023:
a. Exhibitors must ensure that the measurements and specifications are indicated in the
design or plan.
b. All equipment/display materials must conform within the booth parameter.
c. Wall or barrier higher than the maximum height requirement that might block the other
booth is strictly prohibited.
d. No walls or barriers are allowed in the alley side.

2. Special designed booth/s are limited to a maximum height of 5 meters that

corresponds to the height regulation for the appropriate configuration of which they are
part of.

3. Exhibitors shall be deemed responsible for the management of their designs to reduce
probability of infractions. Designees must be knowledgeable of their policies & house
rules found in the exhibit manual.

4. Entries of heavy equipment must secure prior permission to IIEE and SMX. Exhibitors
must submit the layout of the equipment with dimensions including the weight to be
reviewed by SMX Engineering.

5. All the display and promotional materials must be placed only inside their respective
booth areas.

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IV. POST-CONSTRUCTION

1. Exhibitors are responsible for taking measures in ensuring the safety and security of their
displays and materials within their booth premises. IIEE and SMX will not be responsible for any
losses or damages that may occur inside the hall and within the exhibit venue premises.
2. Janitorial services are provided in common areas only (hallways, toilets, ets). Exhibitors are
responsible for cleaning and maintenance of their respective booth area. Proper waste disposal
must be observed.

V. EVENT PROPER GUIDELINES

A. ADMISSION

✓ Viewing of the exhibit is open to General Public (Admission is FREE)

✓ Visitors need to register and will be provided with a badge prior to their entrance to the
Exhibit Area. Each badge is valid for one person. Badges are non-transferable.
✓ For safety purposes, children below Twelve (12) years old are not allowed in the Exhibit
Area regardless of the presence of adult(s)
✓ To foster a professional and business environment during the 3E XPO 2023 Exhibition, only
business attire is allowed. Bermuda shorts, sports sandals, slippers, flip-flops etc. are strictly
prohibited inside the Exhibit Area.

REMINDER: The Organizer reserves the right to refuse admission of any person without giving
a reason thereof

B. DEMONSTRATION OF EXHIBIT ITEMS:

1. Exhibit Booth must at all times have an available attendants or representatives with
competent knowledge to respond to inquiries and conduct actual demonstrations of
selected exhibit items, if necessary.

2. Avoid very loud sounds as part of the promotional activities. Other forms of
promotional activities shall not in any way disrupt other exhibitors. (please refer also to
SMX house rules).

3. Demo units must be placed at a relatively safe distance from the audience. Approval
for the use of machines or equipment is required and use of safety guards are strongly
recommended. No motors, engine or power-driven machinery may be used without
adequate protection against risk of fire or injury.

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4. Exhibitors with DEMO UNITS are obliged to take safety precautions including the
location and other measures. This is to avoid long queuing in the aisle.

5. All the display and promotional materials must be placed only inside their respective
booth areas. Distribution of flyers/brochures/leaflets are not allowed outside the exhibit
booth area. Promotional activities during the event shall be subject for approval of the
organizers. Excessive noise is strictly prohibited during the event to avoid interruption to
other Exhibitors which will be measured using a decibel meter.

C. PHOTOGRAPHY & VIDEOGRAPHY

✓ To ensure the safety of the event the management will implement the following measures:

● Photography, videography and recording of interviews must be conducted by official IIEE

Media Partners and must be scheduled and recorded in a booth and/or a designated
room or enclosed location in the Hall. Exhibitors hiring or inviting media partners should
notify IIEE Management.
● By entering the premises of the venue, you give IIEE the permission to be
photographed, audio recorded and video-recorded during the 48th ANC & 3E XPO 2023.
● Photo, Audio & Video Materials can be used by IIEE for documentation and future
external communication purposes, including but not limited to, releases, advertising and
marketing as well as posts on the Institute’s official Social Media account (s) and
website.
● REMINDER: Should you wish to withdraw to the consent at any time kindly notify IIEE in
writing and reach out to us at 3expo.iiee@gmail.com.

D. OPERATION GUIDELINES

1. Do not leave the Exhibit booths unattended during the Exhibition Operating Hours.The
Organizer will not be held responsible for any loss of/damage to exhibits throughout the
exhibition.
2. Entry inside the Exhibit Hall shall be allowed upon presentation of Exhibitor’s ID (issued by
IIEE).
3. Exhibit Personnel who will man the booth must be properly oriented in using the front
entrance of the SMX Exhibit Halls in the morning. Entrance located at the exhibit lobby shall be
open at 10:00am every day starting on November 29, 2023. Exhibitors who will enter the SMX
premises before 10:00am may use the back door entrance located at Loading Bay.
4. Bringing food and drinks purchased outside SMX Convention Center is STRICTLY
PROHIBITED. Food selling is available at the Satellite Restaurant inside the Exhibit Area.
5. Usage of Trolleys/push-carts at the foyer areas during exhibition hours are not allowed due to
public safety concerns.
6. Smoking and gambling within the hall during the entire exhibition period are not allowed.

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7. IIEE will arrange with SMX janitorial personnel for general cleaning of exhibition premises at
the common areas only. Sanitation within the booth area shall be maintained by the exhibitor.
Cleaning and collecting of waste at the halls is scheduled at 9:30am, 2:00pm and 6:00pm during
the actual event. Exhibitors are requested to put your waste outside their booth area for quick
disposal.
Note: Janitorial personnel are not allowed to enter booths for security reasons.

BUSINESS CENTER

The Business Center is designed specially for the comfort and the convenience of the
exhibitors and delegates where they can entertain/conduct inquiries and/or business deals. It
is complete with amenities like computer, telephone, copier, internet access and
administrative services.

To request the use of the VIP Lounge, please contact IIEE Marketing Department for more
information.

It also has a VIP Lounge wherein exhibitors can schedule a closed door meeting with
complete facilities such as laptop, projector, printer & coffee nook.

VI. EGRESS GUIDELINES

1. Dismantling of the exhibit booth before the official hours is not permitted.
2. No Exhibitors may remove his equipment or displays from the exhibit venue
without prior clearance from the organizer and the Official Contractor.
3. Exhibitors must settle all accounts with the Official Contractors and /or the
Organizer before such clearance can be given.
4. DOCUMENTS TO BE ACCOMPLISHED BEFORE EGRESS
● Accomplished Exhibitors' Survey
● Ingress/Egress Form (Gate Pass) for Moving-out

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EGRESS / MOVING-OUT OF EXHIBIT ITEMS

Schedule: December 2, 2023 (6:00pm - onwards)
✓Contractors/Exhibitors should strictly observe the egress schedule.
Egress activities beyond schedule will be subject to additional charges.
✓ Settle all pending payments on or before 12pm, December 2, 2023.
✓ Accomplish the Exhibitor's Survey (via Google Form) and confirm submission to the
Organizer.

IMPORTANT:
Prepare three (3) printed copies of your delivery receipts to be attached to the
Gate Pass Form for easy processing of your documents.

VII. SUPPLEMENTARY CLAUSE

Whenever necessary, IIEE shall have the right to issue supplementary terms in addition to the
foregoing terms herein. The Exhibitor shall be bound by any written instructions and/or
guidelines that shall form part of the terms of agreement.

--2023 IIEE EXHIBIT BUREAU

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