EXHIBITOR KIT

Lead Retrieval devices are available at an extra cost for your organization to capture information on delegates visiting your booth. Lead Retrieval devices must be ordered through the official conference supplier

Information on the devices, the cost and the information will be made available in September 2020.

1. About the Venue

Suntec Singapore Convention & Exhibition Centre, Singapore
Address: 1 Raffles Boulevard, Singapore 039593
Exhibition Venue: Halls 401 – 404, Level 4

A world-renowned, international venue with the perfect location, the right space, a high level of flexibility and cutting-edge technology that is supported by qualified, motivated and service-orientated people, Suntec Singapore Convention & Exhibition Centre is the venue of choice for meetings, conventions and exhibitions.

Suntec Singapore Convention & Exhibition Centre is situated in the Central Business District of Singapore providing flexible, customisable space, exquisite cuisine and exceptional service for the evolving needs of our sponsors, exhibitors and delegates.

Getting to Suntec Singapore
Please refer to https://www.suntecsingapore.com/getting-here for ways to get to Suntec Singapore.

Technical Specifications (HALL 401 to 404, Level 4)

Floor Finish: Concrete

Floor Loading: 17.5KN/m2

Maximum Booth height (Standard Booth, 9 – 27sqm): 2.5m

Maximum Booth height (Special Design, 28 – 54 sqm): 3.5m*

Maximum Booth height (Special Design, >54sqm): 6m*

*Subject to approval for height exceeding 2.5m; Double decker stands are not allowed.

Freight Door Dimensions: 4.75m(H) X 14(W)

Freight Elevator Loading (MAX): 9,500 Kgs max.

Freight Elevator Dimensions: 3m(W) X 6.1m(D) X 4m(H)

Freight Elevator Door Clear Opening Size: 3m(W) X 3.5m(H)

Electrical Loading: 3,000amp

Rigging Points: 1 ton load capacity (For Rigging queries and approval, please contact the Conference Secretariat)

2. Customs Requirement

All goods to be imported for display at the exhibition must be declared to Customs at the entry point and must be covered by proper Customs documents. These documents should be retained at the exhibition as they are subjected to Customs inspection on-site. Please refer to https://www.customs.gov.sg/businesses/registering-to-trade/quick-guide-on-registration-matters for more information on Exhibition Customs requirements and procedures.

3. Electricity

The standard voltage in Singapore is 220V/240V, 50 Hz, using the three-pronged square pin socket. If you need an adapter or transformer, we advise buying one before your arrival. Some hotels will be able to lend you an adapter.

At Suntec Singapore, you may purchase one from the following stores:

Challenger                                       -              North Wing, #02-477                       Tel: +65 6238 6280

GadgetHub                                     -              East Wing, #02-616A                       Tel: +65 6836 3538

4. Medical Services

Visitors who require medical attention at Suntec Singapore may visit the following clinics:

Crawfurd Medical - North Wing, #02-482-484 (Tel: +65 6804 9580)

Bethesda Medical Centre - West Wing, #B1-124 (Tel: +65 6337 8933)

K N Chin & Associates- West Wing, #02-400 (Tel: +65 6337 2522)

The nearest hospital is about 15 minutes away by taxi:

Raffles Hospital
585 North Bridge Road Singapore
Tel: +65 6311 1111
Email: [email protected]

5. Telecommunications

You may purchase a pre-paid mobile SIM card at the airport, or from a telco shop and most 7-Eleven stores in the city centre. A passport, or some form of ID, is required to register the mobile number.

At Suntec Singapore, a SIM card can be purchased from these shops:

StarHub - West Wing, #02-317 (Tel: +65 68209210)

Singtel - West Wing, #02-318 (Tel: +65 6333 1283)

M1  - West Wing, #02-323/324 (Tel: +65 6825 2668)

6. Tipping

Tipping is not customary in Singapore. Most restaurants, however, apply a 10% service charge and 7% Goods & Services Tax (GST) on your bill.

7. Tax Refund

As a visitor, you may claim a refund on the 7% Goods and Services Tax (GST) paid on your purchases made at participating retail shops when you leave Singapore and bring your purchases home. A minimum spend of SGD100 is required. A handling fee will be deducted from the refundable GST amount. You may apply for the GST refund at the departure hall of Changi Airport.

8. Visa Information

Exhibitors should ensure that all staff, and invited guests have a valid passport with at least six months validity, a booked return air ticket, a visa (if required), accommodation and sufficient funds for their stay in Singapore.

To find out if you require a visa to Singapore, kindly check with the Immigration and Checkpoint Authority of Singapore (ICA). (http://www.ica.gov.sg)

For visa application and information, please visit  https://www.ica.gov.sg/visitor/visitor_entryvisa.

1. All exhibitors and contractors are strictly prohibited from smoking, it is not allowed in all internal areas of venue.
2. All contractors are to be supervised by you or their respective foreman during installation and dismantling of construction.
3. At all times, safety precautions and regulations are to be strictly adhered to by each exhibitor.
4. All workmen are to clear and remove all garbage and debris from construction / preparation area.
5. All construction materials must be removed from the venue’s premise upon completion of event.
6. The venue strictly prohibits unauthorized construction of any kind at the exhibition area. Specifically, there shall be no sawing, hammering or painting at all.
7. All carpeted areas are to be protected with plastic / rubber mats before authorized construction and positioning of structures take place.
8. Contracted personnel are advised to maintain cleanliness at work areas at all times. Garbage bins will be provided, and contractors are to use these bins at all times.
9. Contractors are expected to exercise caution while transporting materials for construction. Particular attention must be paid to walls, doors and other venue fixtures i.e. Lightings. The fittings of all materials/construction are to be properly secured without risking any injuries to venue staff and guests.
10. All high structures should not cover the function room/service door particularly the fire exit doors.
11. The exhibition halls are equipped with fire extinguishers and a fire sprinkler system. Exhibitors, who because of the nature of their exhibits require special type of fire extinguishers, must make arrangements at their own costs for the provision of such equipment.
12. Contractors must inform The Conference Secretariat and the venue of any use of flammable materials in all rooms and function areas together with the quantity well in advance and such flammable materials could be used only with the permission granted by The Conference Secretariat and the venue’s Management.
13. The permitted floor loading capacity is 17.5KN/m² of concrete flooring.

Exhibitors and their contractors are to strictly follow all the rules and regulations and ensure NOT TO:

• Have nails or screws driven or holes drilled on the floors, walls, doors, pillars or other parts of the structure of the Exhibition and Convention Halls, Ballroom, Theatre, Meeting Rooms or any part of the building.
• Paint or spray directly onto floor, wall, and poet surfaces of the venue.
• Leave materials, packing cases, rubbish, and equipment to block gangways, entrances and exits, fire hoses and emergency exits.
• Spray any constructing materials in the Hall. This can be done at the loading entrance.
• Hang anything from electrical tube and fire extinguisher of the venue.
• Switch on/off or connect electrical unit from the venue’s Electrical Main Distribution.
• Operate electrical sawing machine or any dangerous working machinery in the venue. This can be done at the loading entrance.
• Use walls of other connected booth.
• Operate trolley inside the venue without covering the floor.
• Bring in gas, explosives, radioactive, highly inflammable or other dangerous substance into the building.
• Operate any constructing tools that may cause toxic and inflammable consequences. This can be done at the loading entrance.
• Bring in animal into the building unless authorized by Event Services Department.
• Smoke or drink alcohols when working in the Hall. Smoking areas are provided outside the building.
• Construct, remove, or replace exhibits during the opening hours.
• All exhibitors and contractors are requested to abide by the venue's rules and regulations. The Conference Secretariat has the rights to stop, suspend and/or charge for any damages caused by the construction when exhibitors or contractors overrules.

The IASLC 2020 World Conference on Lung Cancer does not bear any insurance risk for the exhibitor. The exhibitor is explicitly referred to their own insurance. Therefore the IASLC 2020 World Conference on Lung Cancer requires all exhibitors to provide proof of liability insurance with a minimum of SGD 1,000,000 for each accident or occurrence. Limit of liability must be in place for the duration of the event including Move-In & Move-Out dates. Third party liability insurance certificate is mandatory and must be provided to the IASLC 2020 World Conference on Lung Cancer Secretariat no later than November 2, 2020. In case the exhibitor receives the invoice after November 2, 2020, the exhibitor is required to provide the certificate of insurance as soon as possible and must be received prior to move-in. Full coverage must be in effect for the event for which a contract exists. Failure to provide the insurance certificate prior to move in will result in the exhibitor not being allowed to set up their booth without any refunds or expense reimbursement.

Comprehensive liability insurance shall provide a minimum limit of liability of one million Singapore dollars (SGD 1,000,000) for bodily injury and/or property damage in any one occurrence, shall include a cross-liability clause, shall name Suntec Singapore International Convention & Exhibition Centre as additional insured and shall provide that it will not be cancelled or materially altered prior to the termination of the Occupancy Period.

Additional insured to be named:

• International Conference Services Ltd. (ICS)
• International Association for the Study of Lung Cancer (IASLC)
• Suntec Singapore International Convention & Exhibition Centre (Suntec)
• Insurance companies may submit their own form (must be in English only) or use the official Certificate of Insurance of the IASLC 2020 World Conference on Lung Cancer.

Each exhibit booth includes the following:

1. Floor space: 3m x 3m
2. Structure: 40mm black maxima façade, 2.5 m high walls with 1m white laminated internal wall partition with fire retardant white board infill
3. Fascia: Company’s name and stand number in WHITE on a BLUE background
4. Furniture: 1x Round discussion table, 2x folding chairs, 1x wastepaper bin

Exhibit space rental does not include carpet/flooring, electricity, additional furniture, labor, shipping or any other services. Exhibitors are responsible for ordering own flooring & lightings for booth. All lighting connection & electrical outlets MUST BE ordered from the Official Show Services Contractor using the Order Forms.

• No additional booth fitting or display may be attached to the shell scheme structure. NO nailing or drilling is allowed. If you require assistance in hanging or displaying your exhibits, please consult the Official Show Services Contractor.
• No painting or wallpapering on the shell scheme booth panels will be allowed. Exhibitors who wish to have the panels painted must inform the Official Show Services Contractor who will provide a quotation for the requirements.
• The wall panels will be white laminated finish. Hence, no nailing, drilling and painting will be allowed. Panels can be fixed by double-sided tape or with brackets rented from the Official Show Services Contractor.
• No free-standing fitment may exceed a height of 2.4m from hall floor level or extend beyond the boundaries of the site allocated. This includes company name, towers, and logos provided by the exhibitor.
• Exhibitors may affix lightweight photographs and technical information sheets etc direct to the shell scheme walls with good quality double-sided adhesive pads or similar, provided such material can be removed without damage to the wall panels.
• A penalty of SGD 500 per system panel would be levied should there be any damages to the wall panels. Exhibitors are fully responsible for ensuring all rental items listed in the Order Form for Furniture and Electrical shall be returned undamaged.

• Pico Art International Pte Ltd is the appointed Official Show Services Contractor. Please refer to the “Contact Information” tab for details.
• Pico is permitted to carry out all booth fittings, booth interiors, plumbing and electrical works.
• Exhibitors may appoint an External Stand Contractor of their choice to design and build their specially designed booths (in the case of ‘special design booth’ exhibitors), or install additional booth displays or fittings for the interior of their standard package booths that they may require (with the exception of electrical installations and plumbing), subject to the terms laid down by the IASLC 2020 World Conference on Lung Conference Secretariat.
• The services of the Official Show Services Contractor are for the convenience of exhibitors, and the IASLC 2020 World Conference on Lung Conference Secretariat will accept no liability in respect of any contract between exhibitors and such contractors for the negligence or default of any such persons, their servants and agents.
• The exhibitor must send Pico and their custom design stand contractors, the names of the subcontractor/designer, and 2 sets of detailed plans of the proposed booth layout, elevation, perspective view and artist’s impressions with clear indications of the measurement of the booth construction (length/ width/height) , lighting and electrical installation on or before Monday, November 2, 2020.
• Calculations (structural, architectural, mechanical and electrical) must be done and endorsed by a professional qualified engineer.
• A copy of the drawing with a signed approval will be returned to authorize the commencement of construction if the design is acceptable.
• Pico will have the right to take down the booth and/or disallow participation without any compensation as a result of failure to submit the design for approval.
• All lighting connection & electrical outlets MUST BE ordered from the Official Show Services Contractor using the order forms.
• Refundable Performance Bond
  • ALL contractors, other than the Official Show Services Contractor, must place a refundable deposit of SGD 50/sqm per stand, subject to a minimum of SGD 500 and maximum SGD 5,000 per stand SGD 100 per sqm (minimum of SGD 1,000 per booth) made payable to Pico Art International Pte Ltd; and sign an Undertaking, guaranteeing adherence to all the rules and regulations laid down by the IASLC 2020 World Conference on Lung Conference Secretariat. This serves as a performance bond as well as a damage and rubbish clearance deposit.
  • This is without prejudice to any additional claim the IASLC 2020 World Conference on Lung Conference Secretariat may have on the contractor and/or exhibitor if the damages exceed the deposit.
  • The deposit shall be returned in full to the contractor within 6 weeks after the exhibition only if the space is deemed as clean and clear of all rubbish and litter, with no damage and whatsoever caused (including any damage to the allocated space or any part of the venue building). Exhibitors are advised to inform their nominated stand contractors of these regulations and to ensure their strict compliance.

• All activities must be confined to the assigned space.
• All rigging and hanging from the hang points throughout the facility is subject to mandatory approval by the IASLC 2020 World Conference on Lung Cancer Secretariat and is expected to meet generally accepted industry standards.
• The arrangement of displayed items or structures shall not disturb other booths or hinder passage of visitors. Displayed items should not create inconveniences to visitors and be kept at least 1’-0” (30cm) away from the exhibit space line. If exhibitors fail to conform to this rule, the IASLC 2020 World Conference on Lung Cancer Secretariat may demand those items to be relocated. This restriction is designed to give an equal opportunity to every exhibitor in terms of space and visibility.
• The IASLC 2020 World Conference on Lung Cancer Secretariat will carpet aisles between exhibit booths.
• Flooring is NOT included in the cost of your booth space. It is mandatory that all exhibit booths are carpeted or have some type of professional looking floor covering. All edges must be secured. 100% of your booth floor space must be covered. All flooring must be neat and clean. No frayed edges allowed. All edges of carpet must be taped down – double sided tape is acceptable. Duct tape is not allowed to secure flooring. You must return the floor to its original condition – otherwise exhibitors will be charged for any damage. Should the IASLC 2020 World Conference on Lung Cancer Secretariat have to provide carpeting – it will be done at the exhibitor’s expense.
• Unfinished portions of pop-up displays must be covered. Pop-up framework, raw wood or cardboard wings must be painted or appropriately covered if visible from another booth.
• All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers, or installation/dismantling equipment, such as fork lifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. Exhibitors should ensure that any display fixtures such as tables, racks, or shelves are designed and installed properly to support the product or marketing materials to be displayed.
• All materials used in the stand construction must be fire-retardant in accordance with local regulations, i.e. a minimum flame spread rating of Class 2.
• Approval for covered ceilings in exhibition stands must be sought from the Fire Safety & Shelter Department through the IASLC 2020 World Conference on Lung Cancer Secretariat and plans and sample of material with certificate must be submitted at least two months prior to the exhibition. Late submissions will not be accommodated. Provision of powdered fire sprinkler ball is required for every 9sqm of covered ceiling or fitted with transparent (clear see-through) material. This area must be left visibly free of obstruction.
• Maximum Height Restrictions
  The height maximum for booths is:

  Booth Size	Maximum Height
  9 – 27sqm	2.5m
  28 – 54sqm	3.5m*
  > 54sqm	6m*

  *Subject to approval for height exceeding 2.5m; Double decker stands are not allowed.

• The IASLC 2020 World Conference on Lung Cancer Secretariat, the Suntec Singapore International Convention & Exhibition Centre and/or local authorities can enforce an order of dismantling of booths and exhibits that have not been approved or do not follow the regulations. Frequent inspections will be held during the exhibition period. Please adhere to the regulations strictly, for safety purposes.
• Custom exhibit equipment is to be pre-manufactured as much as possible before being shipped on-site. Electrical tools such as compressor, welder, electrical saws, electrical grinders, and electrical planes are allowed to be used inside the halls; however working area is to be kept clean. No more tools and paint may be used after 12:00 on Tuesday, January 26, 2021.
• Any exhibitor who has not commenced exhibit construction/decoration by 12:00, Tuesday, January 26, 2021, is subject to removal by the IASLC 2020 World Conference on Lung Cancer Secretariat at its own discretion. Moreover, the exhibitor is then liable to the IASLC 2020 World Conference on Lung Cancer for the agreed exhibit rental fee. The exhibitor is not entitled to damage claims.
• The exhibitor agrees to confine all products/ service demonstrations and other sales activities to the limits of the contracted exhibit space and within the maximum height set. Distribution of any material is likewise limited to said exhibit space confines. Exceptions may be given by the secretariat office prior to show opening in writing.
• The use of games of chance, lottery devices, musical instruments and other sideshow practices is permitted only with written permission of the IASLC 2020 World Conference on Lung Cancer Secretariat.
• The use of amplifiers, musical performances and any other sound generating equipment - even for advertising purposes - requires an advanced written approval as well. Noisy demonstrations may be restricted or prohibited even after permission is granted if such demonstrations are considered a disruption of the general order of the event.
• Flashlights and revolving light equipment are prohibited. Lights from one exhibit should not disturb neighboring exhibitors or damage other exhibit booths.
• The exhibitors are not allowed to carry items, signboards and brochures for recruitment purposes.
• The Conference Secretariat reserves the right to restrict or remove exhibits and/or exhibitors, which in its sole judgment, because of noise, inappropriately attired personnel, or any other reason, are or become objectionable or, which in its sole judgment, may detract from the character of the Conference. Neither IASLC or the IASLC 2020 World Conference on Lung Cancer Secretariat, or any employee, agent, officer, director, or representative thereof, shall have any liability, whether to any exhibitor or otherwise, as a result of such restriction or removal.

• Please refer to the "Exhibition Timetable" tab above for exact move-in and move-out times.
• Move-in times must be adhered to and will be enforced. The exhibition hall will be closed evenings, during which time no access will be given to the hall. The exhibitor has to complete their exhibit construction within the given move-in timeframe, which is specified in the Exhibit Timetable above.
• Big builds of 54sqm and above may request for Advanced Exhibitor Move-In by completing the relevant form. All advanced Move-in requests must be approved by the IASLC 2020 World Conference on Lung Cancer Secretariat.
• At the close of the exhibition, it is the joint responsibility of the exhibitor and contractor to dismantle and remove the stand in accordance with the dismantling schedule specified by the IASLC 2020 World Conference on Lung Cancer Secretariat. All debris and carpets must be cleared by the exhibitors and/or their contractors as per the tear-down schedule given by the IASLC 2020 World Conference on Lung Cancer Secretariat. Failure to do so will result in the contractors/ exhibitors being liable for service fees incurred.
• Dismantling of exhibit construction and décor may only commence at the last day of the event after the end of the event. The IASLC 2020 World Conference on Lung Cancer Secretariat reserves the right to charge the exhibitor a contract penalty fee if this clause is violated. The exhibit space has to be returned in the same condition it was received and no waste is to be left in the aisles or other areas of the Exhibit Hall. Extraordinary cleaning charges will be assessed for the removal of large, unmanageable items. The exhibit space has to be left no later than outlined in the Exhibit Timetable.
• After the exhibition, when the subcontractors remove the furniture, exhibitors should take care not to leave behind any belongings in the drawers or shelves. The IASLC 2020 World Conference on Lung Cancer Secretariat does not take responsibility for any damages and losses as a consequence. All participants must return the equipment and tools that are leased from the IASLC 2020 World Conference on Lung Cancer.
• Empty crates may only be delivered to the booth after aisle carpet has been removed.

Pico Art International Pte Ltd has been appointed as the Official Show Services Contractor for the event.  No other contractors shall be permitted to undertake electrical work in the venue. All electrical requirements i.e. power points, lighting, etc. that are not part of any standard shell scheme booth package must be sourced from the Official Show Service Contractor.

The following rules must be complied with:

1. In accordance with local regulation, the following methods of starting must be installed to all motors prior to delivery to the Show:
   • Up to 5 Hp Direct on line
   • 5 Hp to 25 Hp Star Delta
   • Above 25 Hp Auto-transformer
2. Owing to limitations in electrical supplies, exhibitors requiring three-phase electrical supplies of exhibits must provide, as soon as possible, the following information for each machine:
   • Starting load (in kilowatts) for each motor
   • Running load (in kilowatts) for each motor
   • Kilowatts loading of heaters, etc
   • Number of other machines running concurrently at any one time.

   (Exhibitors requiring different voltages, stabilizers, frequency or special connections to equipment should arrange for their own transformers, converters, boosters, etc. and keep the Conference Secretariat informed.)

3. Exhibitors shall inform or consult the Official Show Service Contractor whenever works are carried out near any electrical installations such as distribution boxes, fuse switches, isolators and/or power points. The Official Show Service Contractor has the right to switch the supplies off for safety reasons as well as to prevent any damage to the exhibitor’s equipment.  However, it is the responsibility of the exhibitor and their implementing partner(s) to ensure that the Official Show Service Contractor is informed to check the integrity of all circuits, distribution boxes and/or connections before supply is switched on again.  Failing notification, the Conference Secretariat and the Official Show Service Contractor shall assume no responsibility for any damage caused.
4. If the actual power consumption of any exhibitor exceeds the applied limit, and affects the operations of other exhibitors or the power supply system of the venue, the Conference Secretariat will stop the power supply to their booths immediately and the exhibitor shall be liable for all damages caused. Exhibitors requiring special arrangements (different voltages, frequencies, etc) must arrange for their own transformers and converters or hire from the Official Show Service Contractor.
5. For safety reasons and the protection of electrical installation at the venue, all power main installations from source to outlet (exhibition booths) must only be carried out by the Official Show Service Contractor. All distribution boxes, where required and deemed necessary by the Official Show Service Contractor, will be hung or mounted on the walls or structures of the booth.
6. Connection of exhibits within the booths may be carried out by the exhibitor’s technician; the circuits are subject to a mandatory inspection by the Official Show Service Contractor before they are made live.
7. Each electrical supply provided is intended for one equipment or machine on display. Please note that no extension cord shall be connected to any socket and no multi-adaptors are allowed to be used at the exhibition booth to prevent possible overload, and thereby tripping the power supply.
8. No electrical installation or fittings may be suspended from the ceiling of the hall or fixed to any part of the building structure without the prior permission of the Conference Secretariat and the venue. If permitted, a fee may be levied.
9. The Official Show Service Contractor (in consultation with the Conference Secretariat) reserves the right to disconnect electrical supply to any installation, which in the opinion of the Electrical/Safety Officer is dangerous or will cause annoyance to visitors or to other exhibitors.
10. Supply to booths will be from 30 minutes before and 30 minutes after the Show’s operating hours each day.
11. Exhibitors requiring 24-hour supply must submit in writing their requirement to the Official Show Service Contractor, at least two (2) weeks prior to the set-up date, and any additional cost due to wiring, consumption, inspection fees, levies, etc., shall be borne by the exhibitor concerned.
12. Please place orders early to facilitate submission of electrical plans to the relevant authority for approval. Late or wrong orders will cause delays in the supply to your booth. Please note that the physical conditions of the exhibition, being different from those of the exhibitor's premises, may affect the electrical supplies and installations and thus allowances must be factored into the orders made.
13. No aircon unit or system is permitted in the booths without written special permission by the Conference Secretariat and Venue Owner.
14. Neon lights may be permitted with written approval from the Conference Secretariat and must be fitted with a safety "fireman" switch. Flashing lights /signs will not be permitted, unless it forms an integral part of an exhibitor/vendor's product. In case of light box displays brought in by exhibitors, each fluorescent or lamp used will be treated as general lighting and charged as an additional order.
15. All electrical equipment should be tested and approved by the Conference Secretariat’s appointed licensed engineers prior to turning on the electrical supply.
16. Requests for any item not listed in the form can be directed to the Official Show Service Contractor.

Before shipping any items to your stand or to Suntec Singapore, you are required to contact the Official Freight Forwarder & Onsite Handler, Agility Fairs & Events.

Agility Fairs & Events will assist you with your questions on material handling, warehousing and shipping and offer their services for reception and delivery or unloading of your materials to your stand. They will send to all exhibitors a copy of their shipping manual containing instructions, customs and documentation procedures, shipping tariffs and deadlines.

Please note that for safety and insurance purposes, the Official Freight Forwarder & Onsite Handler will provide all lifting and handling equipment in-hall as well as labour.

Please ensure that all exhibits and displays are sufficiently insured for all the stages of the Exhibition, and that all exhibits and displays are properly packed and crated with shock absorbing materials to prevent damage caused in transit and during delivery to stands and vice-versa on-site.

Important Notes

• The venue does not receive, custom clear or store incoming shipments. If you intend to ship goods directly to your stand, you need to be there in order to sign off the delivery note of your transport company.
• Mechanical handling (i.e. pallet truck and forklifts) within the exhibition premises can only be provided by the Official Freight Forwarder & Onsite Handler.
• Exhibitors are encouraged to engage the services of the Official Freight Forwarder & Onsite Handler, who is familiar with the customs procedures, is able to provide the necessary Banker’s Guarantee in lieu of the duty and GST payable on your exhibits, and is also able to handle all your exhibits and consignments from the arrival at Singapore port or Airport to the final departure from Singapore port or Airport. Should you use your appointed freight forwarder, please ensure that your appointed freight forwarder is familiar with the customs and GST regulations, and is also in a position to raise the Banker’s Guarantee, if required.

Shipping Deadlines

Please adhere to these Shipping Deadlines:

Shipping Instructions
All exhibition goods by AIRFREIGHT and SEAFREIGHT must be sent “Freight Prepaid” to:

Consignee:
AGILITY FAIRS & EVENTS LOGISTICS PTE LTD
No. 5 Changi North Way, 3rd Floor
Singapore 498771
For: IASLC WCLC 2020

All documents such as Bill of Landing and Air waybill must show Agility Fairs & Events Logistics Pte Ltd as the consignee.

Courier Consignments
All courier shipments must be consigned to the following address:

Consignee:
AGILITY FAIRS & EVENTS LOGISTICS PTE LTD
No. 5 Changi North Way, 1st Floor
Singapore 498771
For: IASLC WCLC 2020
Ms Alice Lum / Ms Lorna Visperas
Tel. +65 6571 5606 / 5627

Notes:

• All consignment must be shipped on “Free-Domicile” basis i.e. all duties and taxes for consignments must be paid by sender in country of origin PRIOR export.
• Agility reserves the right to REJECT consignment that is not duty/tax paid upon arrival at our premises in Singapore.
• Please send us a pre-alert indicating the Courier Airway Bill numbers, Courier Company, Name of Exhibition/Event, your contact details for us to assist further.
• Freight and other relevant charges paid by us on behalf of exhibitor will be subject to a 10% service charge.

Case Markings
For easy identification, all packages shall be marked as follows:

Packing
Exhibitors are required to provide strong packing cases for the transportation of the exhibits. The packing of the exhibits is to withstand external elements as well as movements during transportation and handling.

For main exhibits, we recommend sturdy returnable type of cases to be used for return or onward transport. Exhibitors should also take necessary precautions against rain, especially when the return exhibits are to be packed with original packing materials. Please avoid cardboard cartons if they are intended for return shipping. Agility will not be responsible for damages and claims arising out of improper packing.

Customs & Tax Regulations

The following information is a summary of the GST regulations applicable to the import of exhibits /materials into Singapore for Exhibition purposes.

1. Goods and Services Tax (GST)
   Under the laws of the Republic of Singapore, all imports, including hand-carried items into Singapore; whether exhibits, brochures, promotional items, giveaways, or stand materials; are subject to the mandatory 7% Goods and Services Tax (GST) as of 1 July 2007. The Customs and Excise Department of the Republic of Singapore, in their role of enforcing these laws of Singapore, requires that all imports must be covered by documentation, which shows that either GST has been paid on the said imports (where applicable) or is being deferred, if the said imports are covered by an ATA Carnet or a Temporary Import Permit or Customs Security Deposit for hand-carried items.
2. ATA Carnet
   This can cover a large cargo consignment or a simple Exhibitor’s hand-carried goods and had unlimited calendar validity.  Exhibitors who wish to use the ATA Carnet should contact the International Chamber of Commerce in their respective countries regarding application procedures.
3. Temporary Import (TI) Permit
   This can cover any products except all consumable items, giveaways, brochures, printed matter, tobacco & alcohol, but has to be applied by a Singapore-based specialist agent or forwarder approved by the Singapore Customs, such as the Official Freight Forwarder.  It is valid for 3 weeks prior the show and 3 weeks after the show.
4. Customs Security Deposit
   All items hand-carried by Exhibitors, for Exhibition purposes, entering into Singapore via the Airport or any other entry points; must be declared with the Singapore Customs. Please approach and consult the Customs Officers stationed there, who will, upon inspection, advise the Exhibitors on the required documentation, duty and/or GST payable, or security deposit for the hand-carried items, if applicable. Failure to do so may constitute a punishable offence under the Laws of the Republic of Singapore.

Sale of Exhibits / Goods Under Permit While in Singapore

Goods which have been imported into Singapore for Exhibition purposes under an ATA Carnet or a Temporary Import (TI) Permit have not paid GST on entry. If an Exhibitor subsequently wishes to sell all or part of any such consignment, he must engage the services of the Official Freight Forwarder, who have been authorized to both make an application to Customs for permission to do so, and to collect the GST due and pay it to the Customs Department, using prescribed methods and procedures.  Otherwise, please ensure that your appointed freight forwarder is aware of the GST procedures and is capable of handling such documentation and GST payments on your behalf.

Final Departure of Exhibits / Goods from Singapore and GST Refund

Exhibits and goods covered by ATA Carnet or a Temporary Import (TI) Permit, including those subject to partial sale while in Singapore MUST be checked and endorsed by Customs prior to departure from Singapore. Please consult the Official Freight Forwarder regarding the correct documentation procedure. It is vital that Exhibitors complete and satisfy this customs procedure, otherwise the whole consignment will be deemed by Customs to have been disposed of in Singapore, resulting in a deduction from your deposit or bond, for duties and GST due.

With the Customs endorsement, GST or security deposits can be refunded at the Customs Tax Refund Counter at the port or Airport, or for discharging the Banker’s Guarantee.

No GST refund is allowed for goods and services consumed, disposed of, or left behind in Singapore, such as accommodation, meals and beverages, car rentals, brochures, giveaways, stand materials, etc.

Storage of Empty Crates and Excess Materials

The IASLC 2020 World Conference on Lung Cancer Secretariat is unable to provide in-hall storage facilities for packing cases, surplus materials or other property of the Exhibitor. Arrangements for safe-keeping of such items must be made with the Official Freight Forwarder & Onsite Handler. The Fire Safety Bureau (FSB) regulations prohibit surplus stores being placed behind perimeter stands and service access areas, other than the equipment needed to run the Exhibition, and those provided by the Official Contractor.

Any exhibitor or contractor wishing to use receiving or transmitting devices must be in possession of the required valid licenses and/or permits issued from the respective Singapore Government Authorities before using such frequencies for their electronic or radio equipment and/or satellite dish. All applications are to be submitted to the following bodies:

1. Importation of Communications Equipment / Satellite Dish & Voice / Data Transmission
   LICENCE & ENFORCEMENT DEPARTMENT
   Infocomm Development Authority of Singapore (IDA)
   Temasek Boulevard #14-00 Suntec Tower 3, Singapore 038988
   Tel: +65 6211 0888    Fax: +65 6211 2222
   Website: http://www.ida.gov.sg
2. Reception (Image) of Satellite BroadcastThe Singapore Broadcasting Authority (SBA) issues temporary TVRO (Television Receive-Only) System licences for organisations that need to receive one-off satellite broadcasts for business purposes.

MEDIA DEVELOPMENT AUTHORITY (MDA)
Policy & Planning Division
140 Hill Street, Singapore 179369, MITA Building # 04-00
Tel: +65 6837 9973    Fax: +65 6336 5560
Website: www.mda.gov

Please note that all costs incurred in the application must be borne by the exhibitor concerned.

Playing and / or showing in any form or mean of any copyright materials in this Exhibition need to have the permission of the legal owners.

(a)  Censorship

Video tapes/discs sent to Singapore for Exhibition purposes may be exempted from censorship by the Board of Film Censors (subject to approval, at the Board’s discretion). However, please note that video clips on tobacco products will not be allowed at the Exhibition.

To apply for exemption, Exhibitors will need to complete the relevant “Video Tapes/Discs Exemption” form which is to be attached together with your shipment to Singapore. Exhibitors should also fax to our Official Freight Forwarder a copy of your shipping documents together with this form so that they are able to monitor on your behalf. If you need further information, kindly contact the Official Freight Forwarder.

Further clarification can be obtained from:

MEDIA DEVELOPMENT AUTHORITY (FILMS & PUBLICATIONS DEPARTMENT)
45 Maxwell Road, URA Building East Wing, 7^th Floor, Singapore 069118
Tel: +65 6372 2800   Fax: +65 6221 0340
Url: http://www.mda.gov.sg

(b)  Copyright

Exhibitors who wish to utilize audio and/or visual aids in the Exhibition in relation to the sound tracks of videos and music being played must ensure that their use will not infringe the copyrights of others. Exhibitors are advised to contact the following organizations regarding the procedures for application of a "Copyright Music Licence":

Audio-related
COMPOSERS AND AUTHORS SOCIETY OF SINGAPORE LTD (COMPASS)
37 Craig Road, Singapore 089675
Tel: +65 6323 6630   Fax: +65 6323 6639    Url: www.compass.com.sg

Video-related
RECORDING INDUSTRY PERFORMANCE SINGAPORE PTE LTD (RIPS)
163 Tras Street #04-00 Lian Huat Building, Singapore 079024
Tel: +65 6220 4166   Fax: +65 6220 9452    Url: www.rias.org.sg

(c)  Sound Level

Sound levels must be set at a level which cause no interference with or annoyance to other Exhibitors. The IASLC 2020 World Conference on Lung Cancer Secretariat reserves the right to reduce the sound level or restrict or switch off any audio/visual displays which cause complaints, and the IASLC 2020 World Conference on Lung Cancer Secretariat’s decision is final if such a dispute arises.

A detailed application to the Fire Safety Bureau (FSB) submitted through the 2020 IASLC World Conference on Lung Cancer Secretariat and the venue is mandatory for the use of any industrial gases of an inflammable or toxic nature for demonstration purposes in the Exhibition; and if approved, the Fire Safety Bureau’s (FSB) stipulated conditions must be met in full. Failing which might result in the imposition of severe penalty on the concerned party that conduct or carry out the naked flame demonstrations or who store gas cylinders in the Exhibition. Please note that the 2020 IASLC World Conference on Lung Cancer Secretariat and the venue can only assist in this matter and the final say lie with the governing authority.

Although the IASLC 2020 World Conference on Lung Cancer Secretariat will put in place an alert and efficient security service to ensure the safety of all concerned; but nevertheless, Exhibitors must arrange their own insurance to cover for all stages of the Exhibition, and be particularly careful to pack all items/exhibits immediately when the Exhibition closes.

For security reasons, small, portable and valuable exhibits/products/display items should never be left unattended and only to be displayed during the Exhibition Days and to be stored away securely at night.

It is strongly recommended that at least one representative is at your stand to supervise all deliveries; packing and unpacking; installing and dismantling until the hand-over to your nominated agent is completed.

Exhibitors are advised that rented furniture will be collected when the Exhibition closes; therefore drawers, cupboards, storerooms, etc. should be cleared of any content belonging to you.

The 2020 IASLC World Conference on Lung Cancer Secretariat cannot accept any responsibility for theft, loss or damage of exhibits, stores or any other equipment or property belonging to the Exhibitors, and their staff, agents, partners, contractors or visitors.

The IASLC 2020 World Conference on Lung Cancer Secretariat will arrange for the general cleaning of the Exhibition Hall and stands. This only includes cleaning of aisle carpet/flooring and rubbish disposal before the Exhibition opens in the morning and after the Exhibition closes in the evening. It excludes cleaning of exhibits and displays. Exhibitors are responsible for maintaining their own stand in a tidy condition at all times. Exhibitors with lockable offices are requested to place refuse outside the office before departure each evening, for disposal. Exhibitors may contact the Official Cleaning Contractor for quotation, should additional cleaning services be required.

If you wish to order additional cleaning for your booth, please email the Secretariat at wclc2020-industry at icevents.com for a quote.

The Floor Plan is a “working draft” and changes may be made up until one (1) week prior to the event. Every effort has been made to ensure the accuracy of all information contained on the Floor Plan. However, no warranties, either expressed or implied are made with respect to the Floor Plan. It is the sole responsibility of the exhibitor to verify all dimensions and locations. This includes the location of building columns, utilities or other architectural components of the facility.

<<PDF working floorplan attached>

Each exhibiting organization receives two (2) complimentary staff registrations for every 3m x 3m exhibit space rental unit purchased. Additional Exhibitor Staff Registrations are available for USD 250, up to a maximum of four (4) staff members per 3m x 3m exhibit space rental. Additional badges may be purchased at the (Non-) Member Delegate Rate. Exhibit Staff Registrations grant exhibitor’s access to the Exhibit Hall during Exhibit Service Center Hours only and the following privileges:

• Networking breaks
• Delegate bag (including all conference materials)
• Welcome Reception

Please note that Exhibitors Registration does NOT grant access to the IASLC WCLC 2020 Scientific Sessions.

An email with a registration discount code will be sent to all exhibitors in September. Please refer to the email and the link to register. Exhibitors may collect their badges on-site at the Registration Desk after a brief identification check during the exhibition move in period.

For any assistance please contact wclc2020-industry at icsevents.com.

ICS is the official housing bureau for the IASLC 2020 World Conference on Lung Cancer and will offer assistance with the coordination of housing requirements for the Conference. Special room rates have been negotiated.

The success of IASLC and WCLC 2020 depends on delegates, sponsors and exhibitors using the official Conference hotels by booking through the official housing bureau. WCLC 2020 cannot meet contracted room obligations if delegates, sponsors or exhibitors reserve rooms outside the official hotel block. Rooms that are not filled because of that create an expense for IASLC in the form of financial penalties (attrition fees) and place the financial success of the Conference and the Association at risk, which increases with each booking outside the Conference hotel or booking through channels other than the official housing bureau.

For any inquiries regarding accommodation for the IASLC 2020 World Conference on Lung Cancer, please contact our Housing department at wclc2020-housing at icsevents.com or visit the Accommodation page on the website. The booking portal will be available in June.

If you have a group of 10 or more, please contact the Group Manager at wclc2020-Groups at icsevents.com.

Accommodation Piracy Alert
Beware of accommodation piracy companies that may convince you to provide your credit card and other sensitive information with promises of great room rates they may or may not deliver. Once on-site for the conference, unsuspecting attendees, presenters and exhibitors might realize they have been defrauded.

In our past experiences, there were certain companies calling delegates saying that there were issues with the hotel reservation they have made for the conference and then requesting credit card information. In some situations, they were saying that they could get lower rates and needed their original confirmation email in order to make the changes.

These individuals are identifying themselves in different manners, which are all false. These include, but are not limited to:

• Representatives from the Official Housing Bureau
• Representatives from the Reservations Department of companies called the Exhibitors Housing Services;
• Exhibitors Housing Management; The Convention Housing Services; Trade Show Housing; Global Travel Partners or Exhibitors Management
• Staff from our preferred conference hotels

Do NOT provide them with your credit card/personal information/ confirmation emails.

To avoid unpleasant surprises please note that International Conference Services, Ltd. (ICS) is the EXCLUSIVE officially appointed housing bureau to handle accommodation for the WCLC 2020. For any additional information please email wclc2020-housing at icsevents.com.

Each Exhibitor must submit a company logo and company description by July 4, 2020.

Company logos should be submitted as vector file (.ai or .eps) for print materials and a low resolution JPEG/PNG for web use.

Company description may not exceed 50 words.

Please submit your company logo and description via email to wclc2020-industry at icsevents.com.

For exhibitors driving to Suntec Singapore, choose from the following routes for access to the carpark at Suntec Singapore:

• Nicoll Highway
• Raffles Boulevard (from Bras Basah Road)
• Temasek Avenue (from Raffles Boulevard)
• Rochor Road exit from East Coast Expressway (ECP)

The carpark is clearly divided into 3 colour zones and 24 distinct animal symbols. Park at West Wing (Green Zone) for quick access to Suntec Singapore. There are also leaflets available at all lift lobbies to guide you to the respective zones.

If you are still unable to locate your vehicle, you may call the 24-hour hotline mentioned in the leaflets for assistance.

Hourly Parking Rates:

Guests pay via a NETS CashCard.

Suntec Singapore’s car park has a height restriction of 2m, controlled by autopay machines and provides convenient lift access to the Centre.

Signage at street level will indicate how many parking lots are available or if the car park is full.

The IASLC 2020 World Conference on Lung Cancer will provide free wireless internet access throughout the Exhibit Hall for delegates ONLY. It is mandatory for exhibitors to purchase their own dedicated internet or any telecommunication devices if needed. Please order these services directly with Suntec Singapore via the order form.

Wireless Policy. This policy is a Wi-Fi strategy whose main objective is to improve the Wi-Fi experience of exhibitors and visitors. It is forbidden to install or operate devices that propagate a wireless signal as these will cause interferences in the general services at the venue.

Booth catering and event services are not provided as part of your booth space rental. All F&B and catering services are the responsibility of the sponsor/exhibitor and shall be ordered directly with Suntec Singapore via the Forms.

Temporary staff can be hired through the Conference Secretariat should any Exhibitor require them to assist in the manning of their stands.

Please note that temporary staff should not be entrusted with the handling of cash or other valuables.

Exhibitors will be responsible for the safety of their temporary staff while at their stands, and the IASLC 2020 World Conference on Lung Cancer Secretariat will not be responsible for any loss or damage caused by such personnel.

The Business Centre is available from Monday – Friday, 08:30 – 18:00 and is located within the Venue Management Office at level 3. The Business Centre has an array of services such as printing of colour/non-colour documents, courier and local/international phone calls.

Smoking in the exhibition hall, symposium rooms, meeting rooms, atrium, air-con walkways, function areas and the connecting Sky Garden is strictly prohibited.