D. GENERAL OPERATING POLICY & POCEDURES OF THE VENUE (BITEC)
In an effort to create an environment conducive to producing successful events it is recommended to
commence the event planning process between the Organisers, their designated Contractors and Sub
contractors and the Centre as early as possible, especially for large events. The preliminary planning meetings
should be set up with the Customer Services Department.
BITEC Emergency Response Flowchart is shown below:
1. Initial Event Floor Plans
The initial event floor plan must be submitted to the Centre for approval by the Customer Services
Department before the Organiser begins selling space and prior to publication.
The Organiser shall be responsible for obtaining at its own cost and expense all appropriate permits
for the playing of all music protected by copyright, whether played, live or pre-recorded.
It is understood there will be changes and modifications to the floor plan. The Centre requests the
Organiser to submit such changes to the Centre for approval. This allows the Centre to stay abreast of changes
as they occur and eliminate surprises for either the Centre or the Organiser close to event move-in.
(a) Three (3) copies of initial floor plans (scale 1:500) showing location of all aisles, gangways, entrances, exits and exhibition stands’ locations.
(b) The utility grid system must be shown on the floor plan along with dimensions. For exhibitions,
trade fairs and consumer shows, the exhibition stand layout must follow the Centre’s utility grid system.
(c) One approved copy of the plans or one copy showing any required corrections to the floor plan, if any, will be returned to the Organiser.
(d) Changes and modifications to the exhibition floor plan must go through the same process.
(e) All exhibition stands must have direct access to the utility hatches. Utility lines shall not be accessed from gangway areas or from other exhibition stands.
2. Final Submission Of Plans
The Organiser must submit final detailed exhibition plans 1 month before move-in begins for final
approval by the Centre. Organisers’ submission should include the following:
(a) Three (3) copies of detailed event space floor plans.
(b) Three (3) copies of sketch plans showing cross-sections and elevations on proposed exhibition booths exceeding 4 metres (13 feet) in height.
(c) Three (3) copies of electrical drawings submitted through a licensed electrical worker of appropriate grade.
(d) Three (3) copies of drawings for plumbing (water & drainage), compressed air, telephone and data
lines, and all other necessary technical details. Indicate specific positions required for termination and routing of utility supply pipes, hoses and cables.
(e) Three (3) copies of plans and drawings for planned used of Common Areas .
(f) The nature of some events may require ceiling plans to be approved by the Centre which define
rigging locations, load requirements and installation methods and time period necessary for installation prior to the event.
(g) The Centre will return one (1) set of plans to the Organiser within 14 working days of submission
with approval or with required changes, if any. Organiser must re-submit plans incorporating all the required changes before final approval is given.
(h) To expedite the approval process, all plans and drawings should be to scale and should have the
following clearly indicated on the documents:
• Name and date of the event
• Location in the Centre to be used
• Name of floor plan designer and date of initial plan and dates of subsequent revisions
• Dimensions for aisles, gangways, entrance areas and public access points
• Location of utility grid system, operable walls, exits, fire hose cabinets, restrooms, etc.
• Location of heavy exhibits with actual floor loads Acceptable floor plans will have the following:
1) Entrance areas should have a minimum of 5 metres (16.4 feet) clear space.
2) Trade only exhibition aisles and gangways must have a minimum width of 2.5 metres (8 feet) for moderately attended shows, and minimum width of 3 metres (10 feet) for heavily attended shows
3) Public exhibitions must have a minimum of 3 metres (10 feet) wide aisles and gangways. Heavily attended public exhibitions will require wider aisles and gangways.
4) Dead-end aisles or gangways should not exceed 18-20 metres (59-66 feet).
5) All fire hose cabinets and fire alarm pull stations must be clearly visible and directly accessible from the aisle or gangway.
6) Exhibition booths which border operable walls must be placed no closer than 60 centimetres (24 inches) from operable walls. This allows space for the operable wall’s leg support system.
7) Access to public restrooms must be minimum 2.5 metres (8.2 feet).
8) All exhibition stands must have direct access to the utility hatches.
Utility lines shall not be accessed from gangway areas or from other exhibition stands.
3. Maximum Occupancy
The capacity of each hall/room has been calculated for the safety and convenience of participants.
Organisers shall abide to the proposed maximum number of participants for each room and each type of set
up, while keeping free and unobstructed access to emergency exits, restrooms, catering corridors, power supply, and fire alarms.
The Licensee shall not admit a larger number of persons into the hall/room beyond the maximum
capacity as calculated by BITEC. All halls/rooms must be able to accommodate and/or allow all persons inside to safely and freely move about. The decision of BITEC shall be final.
Organiser/Licensee shall provide number and details of targeted visitors/participants/ audiences to the Centre after the contract is signed and update related necessary information 14 days prior move-in.
All meeting rooms, convention halls, event halls and Common Areas have maximum and safe
occupancy capacities. The Organiser shall not cause the maximum occupancy levels to be exceeded.
The Centre reserves the right to deny further entry into these spaces if, in its opinion, there is a public safety risk.
4. Archway, Aisles, Gangways And Exits
Exhibits, displays, furniture, sound, lighting and AV equipment (structures), food and beverage
equipment, shall be installed so as not to interfere with aisles, gangways and required access to emergency exits or restrict visibility of required exit signs, and fire safety equipment. Archway and any decorative structures must not obstruct the entry/ exit; allow the flow of public at least 5 meters wide.
5. Floor Load Capacity Of Facilities
The Organiser shall submit machine & equipment list for placement on BITEC floor including a location plan indicating the handling equipment’s stand position on the floor (if any).
Dock levellers are provided to accommodate and facilitate the loading and unloading of heavy
exhibits from transportation trucks to exhibition grounds. Any request for use must be submitted to the
Centre’s Customer Services Department in advance. Their use must be monitored by the Centre’s Building
Management team. All movements of trucks and deliveries to the loading area must be under the control and
supervision of the Organiser’s freight forwarder and coordinated with the Centre’s traffic team.
The maximum load capacity of each dock leveller is 5,000 kg.
The function of dock levellers is to convey goods from trucks to loading platform. They are not
allowed to be used for any other purposes. No parking is allowed in the loading and unloading area. If a
vehicle is not being loaded or unloaded it will be considered as parked and parking fees will apply.
Lifting tools and equipment e.g. forklift, pallet jack, must be readily available to convey the goods or
packages from the dock levellers to exhibition areas. It is prohibited to place or leave the goods or packages on the levellers, as this may cause malfunctioning of the equipment.
6. Hand-Over Process
The Centre will initiate and conduct a facility walk-through of the Service Space prior to move-in and
immediately after move-out. Representatives from the Organiser, the Main Contractor, and from the Centre
(including Customer Services, Engineering Services, and Building Management) will inspect the Service
Space to check its condition, cleanliness and readiness and sign off a status report. Such inspections will be
coordinated by the Customer Services Department.
All items left behind after move out will be disposed. BITEC reserves the right to charge disposal
fees, if applicabl
7. Utility Services
According to new Thai legislation commencing October 2016, an electrician must have license and be
certified by the Department of Skill Development.
Standard electrical supply at BITEC is 380V/50 Hz 3-phase and 220V/50 Hz single phase with
approximately 10% fluctuation.
Protection phase failure of electrical system in case of over-under voltage and unbalance phase must
be exhibitor-owned equipment.
BITEC will provide electrical service hook-up to the exhibition booth with female end connection.
Power plugs shall be returned to BITEC before the end of Service Period.
Power supplies to the exhibits will have to be switched off by the Exhibitors under the responsibility
of Customer at source 30 minutes after the exhibition closes every evening and 60 minutes after close on the
final day of the exhibition.
For 24-hour utility service requests, the official electrical contractor is required to symbolise all
assigned cable wires clearly and allow an access for the Centre’s engineering team in case of emergencies.
BITEC not allow the official electrical contractor to distribute 3-phase power. Distribution will be
allowed from single phase, not more than 8 receptacle outlets and lighting circuit.
Any electrical devices to the point such as receptacle outlet are not allowed without permission from
the Customer Services Department.
7.2 Compressed Air
Air compressors of not over 1⁄2 HP will be permitted in the exhibition booths. Charges will be as per the electrical hook-up rates. Order for compressed air according to the machine requirements must be submitted to Customer Services Department 14 working days in advance.
7.3 Water & Drains
Hazardous and polluting substances such as chemicals, lubricants, acids and petroleum products may not be discarded through the standard drains. Waste water treatment plants are not designed to remove such waste and special disposal must be arranged.
The Organiser is responsible for reporting to the Centre about the use of such materials in their event. The Centre will arrange special drains for the disposal of hazardous materials. Additional charges will apply.
Quotations will be made on a case-by-case basis for drains for special chemicals, petroleum or other
hazardous and polluting products.
For food exhibition, grease trap must be installed at dishwashing sink within exhibition booth before
draining to venue service holes.
7.4 Exhaust Smoke And Fumes
Exhaust removal for smoke and noxious fumes is available. The exhaust may be vented from the Exhibitors exhaust hood through a 10 centimetres (4 inches) diameter hose, which will run through the utility
hatch in the booth to Level B-1 into the BITEC air filtration and exhaust system. Charges will be assessed, as a quotation, based on the user’s requirements.
7.5 Telecommunications ADSL
Ethernet wired internet service ADSL is available on an exclusive basis. Each customer is able to order wired internet service by submitting an internet access order form.
Orders received less than 14 working days prior to move in date will be subjected to availability of manpower and resources. Installation and supply cannot be guaranteed by the Centre. Free Wi-Fi
Free Wi-Fi in the Centre is be shared by all visitors, delegates, event attendees and general public in
the building during the event. This service is not just for event delegates and is not designed to provide a guaranteed number of concurrent users for a particular event in a particular location.
Download speeds will vary depending on the number of users on the service at any one time. Wireless
signal strength can also vary depending on geographical location & other items interfering with the signal.
Customers who require a secure network to download continuous information over a longer period of time are
advised to order a dedicated fixed-line service which is available at our Business Centres, located on Ground Floor. Premium Wi-Fi
For faster and more personalised service, BITEC offers a Premium Wi-Fi service, which can be
tailored to event-specific requirements. The Premium Wi-Fi service is separated from BITEC Free Wi-Fi, in
order to offer control over who has access to this service.
Benefits of BITEC Premium Wi-Fi:
• Specify the required level and area of coverage
• Specify the required bandwidth
• Limit the number of concurrent users
• Custom Wi-Fi name to support your event
• Custom authentication user interface with your event branding and logo
The price for the premium package depend the individual specifications. Please contact BITEC
Marketing Department for details and booking in advance.
8. Freight And Delivery Of Materials
(a) The Centre will not accept any freight deliveries/shipments or C.O.D. deliveries on behalf of the
Organiser or Exhibitors before the move-in period. Any goods arriving prior to or during the move-in period must be handled by the Organiser’s official Freight Forwarder.
(b) Freight and equipment shall not be stored or unloaded on the premises prior to the beginning of
the move-in period without written approval from Centre Management. Early unloading of freight and
equipment, if approved, may be subjected to storage charges. Rates can be obtained from Customer Services Department.
(c) It may be necessary for container trucks and lorries to arrive the evening before the move-in
period begins. These freight vehicles will be allowed to park in the special truck parking lot as
assigned by BITEC Traffic team, provided this parking area is not in use by another event for parking purposes. In that case, the early arrival of freight vehicles would be moved to a later time. Assignment of each parking area for different types of vehicle (trucks, visitor cars, etc.) will be approved by BITEC Traffic Team. Charges will apply for exceeding the time allowed by the Centre.
(d) All equipment, freight, supplies, materials for Organisers, Exhibitors, Contractors, Sub
contractors, etc. must be brought into and removed from the Centre through designated loading areas.
No use of the hall entrances and Public Areas of the Centre will be allowed for move-in, move-out or
replenishment of stock and supplies. This includes car park lobbies, entrances, drop off, etc.
Escalators and handicapped elevators should not be used to haul freight. Suitable gantry elevator is available upon request to Customer Services Department.
Organiser will ensure that their Exhibitors legally own the copyrights of their exhibits. Settlement of
any dispute between Exhibitors in this matter, including police or customs intervention will be the
responsibility of the Organiser.
10. Closed Circuit Television (CCTV) Camera
Requests to view images from the Centre’s CCTV are subject to approval on a case-by- case basis.
Exclusively black and white still images printed on normal paper will be provided if approved by the Centre.
11. Floor And Wall Protection
11.1 Floor Protection
Contractors must provide suitable coverings to protect the Centre floors and walls from construction
Only the use of a residue-resistant tape is allowed when securing carpets and for other uses on the
Centre’s concrete floors. Acceptable adhesives are poly-coated cloth tape or gaffer tape. Vinyl or foam tape
are not permitted for used in the Centre.
The Organiser will be responsible for the removal of all adhesive tapes and tape residue marks. If
removal of tape or cleaning of tape residue becomes the task of the Centre, the Organiser will be billed for
these cleaning costs.
Stick-on decals, badges, signs or similar stick-on promotional material shall not be used in the Centre,
both indoor and outdoor.
No adhesives are to be used on permanent carpeted floors, stone floors and walls, metal and painted
Drilling and anchoring onto the Centre stage or any other furniture/equipment is strictly prohibited.
No carpet or flooring may be placed on the existing carpeted areas without prior approval from the
Customer Services Manager.
11.2 Operable Walls
These mechanical equipment systems located in the Event Halls, Convention Halls and Meeting
Rooms are to be operated by Centre staff only. Once operable wall systems are set for the Organiser, any
changes on the positioning is a chargeable cost.
The operable partition wall shall not have anything attached to, leaned against, hung from booths and
exhibits. Booths, exhibits, furniture and decoration must be set no closer to the operable wall than 60
centimetres (24 inches). This is to accommodate the operable wall leg support system.
11.3 Hooks And Rails
Permanent hooks and rails are installed in various places around the Centre to facilitate hanging of
signs, banners, lights, etc. Protective covering shall be used to prevent damages.
11.4 Temporary Structure
Erection of temporary structures i.e. tent (indoor/ outdoor) must be submitted for approval by the
Centre’s Structure Engineer 14 working days prior to move in.
12. Fire And Safety Regulations
All fire-safety codes must be strictly observed at all times. The Centre has the right to impose stricter
fire-safety rules in the interest of public safety.
(a) All drapes, curtains, table coverings and skirting, acoustical material, signs, banners, fabrics, cotton, paper, hay, straw, moss, split bamboo, plastic cloth, and similar materials must be flame retardant.
(b) Fire hose cabinets, fire extinguishers, sprinklers, emergency exits and corridors, and any other fire safety device or facility must not be hidden, obstructed or otherwise disturbed.
(c) No LPG cylinders, neither empty nor full, may be stored in the Centre.
(d) The use of pyrotechnics, welding equipment, open flames or smoke emitting material as part of an
exhibit, and unusual displays incorporating large amounts of combustible material (i.e. house structures) must
be individually reviewed by the Centre’s Customer Services Department. Approval of such exhibits within the Centre having public safety as first priority will be required 14 working days prior to the move-in.
The Centre reserves the right to remove all items breaching fire and safety regulations and will
forward all costs incurred to the parties concerned. The Centre will not be responsible for any damage
incurred during the removal of such items.
13. Crowd Management
Organisers are responsible to ensure that an appropriate plan for crowd management submitted for
approval by the Centre Management 1 month in advance prior to Service Period.
The crowd management plan is required to cover crowd expected and behaviour, capacity planning &
seating plan, transportation & peak traffic times, risk assessment and preparedness planning, and incidence
response. It also entails planning of equipment, ushering and security personnel. If the event is associated
with alcohol issues, proper policies on consumption must be considered.
Organiser must cooperate in giving number of visitors (targeted or non-targeted) that the Centre can
provide services and traffic.
14. Emergency Plan
It is the responsibility of the Centre to ensure there is a comprehensive set of emergency procedures to
deal with any foreseeable emergency. BITEC has been awarded TIS22300 (MICE Security Management
System) and develops a standard operating procedure of emergency response including evacuation routes in
case of fire, security threats and natural disasters. Fire drill and evacuation planning is regularly practiced at
least once a year.
In compliance with Building Control Act 2535 and its related regulations, BITEC venue is fully
equipped with a fire protection system and its firefighting equipment is regularly inspected by trained staff.
The Centre reserves the right to amend General Operating Policies & Procedures (GOPP) without prior
E. CONTACT US
Kantinan Exhibit Co., Ltd
4/916 PopPula 6 Rd., Bangpood, Pakket Nonthaburi, Thailand
Tel: +66 2983 8846
Fax: +66 2983 8895
Email: [email protected]
|| Tel. +668 3311 2041
|| Tel. +668 5066 2931
Additional Order payment
Additional order must be submitted with full payment by bank transfer payment to our official account as
|| KRUNGTHAI BANK
|| CentralWorld Department Store
|| Kantinan Exhibit Co., Ltd.
|| 4, 4/1-2,4 CentarlWorld, Rajdamri Rd., Phathumwan,
Bangkok 10330, Thailand
After bank transfer payment, please sent us your pay in slip or any document to confirm your order.