KLCC’s Exhibitor Services Portal

You can access this portal to make additional exhibitor orders. To access to the system, kindly follow the below step-by step guide:

1. Click on the button below and make an account
2. Complete required details as a new user on your first visit to the site
3. Enter your booth/stand number and click “OK”
4. You will be taken to the homepage to browse and purchase products and services and pay online (as well as the incentive rate deadline)
5. Your order will be sent directly to our teams to process in readiness and you will also receive an email confirmation

Exhibitor Floorplan

1-star exhibitor

2-star exhibitor

3-star exhibitor

 

Booth Catering 

It is possible to order catering for your booth. You will find the food and beverage policy and forms on the KLCC Portal.

As per SOP, all foods are encouraged to be served in food box. No open cooking/demo is permitted. Service staffs must wear glove and face shield at all times.

Audio Visual Equipment / Sound (Noise) Level

Exhibitors are advised that any audio system or electrical device that produces irritating, intermittent and / or sequential sounds/ noise is not permitted without prior approval from the organizer and center.

Demonstrations: Exhibitors are required to ensure all AV equipment used for marketing purposes is maintained at comfortable volume levels. Any audio system or electronic device that is deemed disruptive to the standard conduct of business of the exhibition or organizer/venue will not be tolerated and will be removed from site, this includes noisemakers such as whistles, vuvuzelas, horns, etc.

Sound levels: AV presentations must be muffled so that noise does not interfere with other exhibitors. Extremely loud noises such as bells, sirens, buzzers etc. will not be permitted in order that a professional atmosphere be maintained. Music or noise emitting from exhibition booth cannot exceed 70 decibels. Organizer and venue management reserves the right to reduce the sound levels, restrict and/or switch off any AV displays deemed disruptive.

Music & film copyrights: Exhibitors who wish to utilize audio and/or visual aids in the exhibition in relation to the sound tracks of videos and music must ensure that the use thereof will not infringe on the copyrights of others. Exhibitors are advised to contact the regulating authority regarding the procedures for application of a “Copyright Music License”.

Projectors and/or screens: Viewing areas should not result in people causing congestion in aisles. If you have a large viewing screen make sure it can be enclosed or draped for better viewing.

Live broadcasting: Exhibitors must seek prior approval from the organizer and venue management.

Outsource AV supplier: Supplier must comply to venue in-house rules and regulations.

All AV equipment and console must be properly arranged. For safety and aesthetics, use cable protectors to cover cables running.

Booth table-top panels information

• The table-top panels are of white laminate finish. No nailing, drilling or painting to these walls are allowed. Panels can be affixed to these walls with the use of double-sided tapes only. Failure to comply to these stipulations will result in the exhibitors liable for the total loss as a result of these actions.
• Any damage on the panel will be charged RM 300 per unit to exhibitors and must be paid on the day. Dismantling of inkjet sticker/ poster/ etc is required immediately after the end of exhibition. Exhibitors contravening the rules will be charged cleaning fees / penalty fees (RM150 per panel) at our discretion.
• No additional booth, fittings or display may be attached to the panels except for those approved by official contractor. Any protruding or cantilever signage must conform to the specifications approved by official contractor.
• No devices, such as electricity cables, water/compressed air pipes and telephone lines inside or near the booth may be removed, cut or diverted without the permission of official contractor.
• Exhibitors or contractors are not permitted at any time to obstruct or allow the obstruction of any aisle space, or obstruct access to emergency exits, fire hose and fire extinguisher cabinets and building control access doors or panel, etc. Any encroachment into public aisle ways from an assigned booth area is strictly prohibited. Aisles indicated on the floor plan must be kept clear of all exhibition goods or decorative materials in order to facilitate traffic. All display items like buntings, banners, display cases, products etc should be displayed within own booth area. If they fail to do so, the official contractor reserve the right to charge penalty to the contractor / exhibitors.
• While using booths or other facilities rented from official contractor or venue management, the exhibitors must return them in good condition and will be responsible for any damages incurred during the period of use.

Complaint / Claim
Any complaint or claim in respect of ordered goods non-delivery must be reported to Official Contractor Counter on the first day of exhibition, failing which such goods shall be deemed to have been delivered in good order and our company will not accept any complaint or claim therefore.

Electrics

One power point is included in each booth. No multi-plugs are allowed as it may cause an overload, electrical tripping and machines/items damaged, which requires several hours to restore. Organizer and official contractor do not undertake any responsibility if the machines or items damaged by electrical tripping or overload.

Storage
No storage facilities are provided to all contractor / exhibitors. You can order this on Forms section if needed

Information to be submitted for customized booth by February 7, 2022
▪ Detailed scale drawing with proposed 3D design, detailed dimensions and height including plan views and elevation. Must specific the exact height in elevation view.
▪ Description of materials to be used for the stand construction and building methodology.
▪ A plan showing its location within the exhibition. Indicate in the plan about underlay/platform especially build it within carpeted flooring.
▪ A risk assessment, to include fire hazards and method statement.

Maximum customized booth height

The maximum booth height for customized booth is 4mH only.

For booths whose height will go beyond the booth height of its neighbouring booths OR booths with NO walls, the back portion of their fascia or backboard which could be seen from neighbouring booths should be fully painted in white only with no branding. If an unfinished portion of the booth or exhibit display is exposed, the booth contractor must make it presentable at the exhibitor’s expenses.

Important considerations for customized booths

▪ Depending on the booth location, all free-standing fittings must be structurally safe and may not exceed the ceiling height of the exhibition hall. In case where a stand design does not comply with the venue’s requirements, venue management will require the contractor to obtain a structural engineer’s certificate to verify the integrity of the structure or compliance with the relevant legislation.

▪ Customized structures located on venue’s carpeted / tiles flooring must have underlay within the booth area and adequate floor protection before construction starts. Contractor have to install platform / underlay within booth area as well for special requirement from venue management. Underlay must be a minimum thickness of 12mm.

▪ Floors and platforms made of natural timber must be a minimum thickness of 25mm and chipboard or Melamine not less than 18mm. Corners to be rounded off or covered with plastic guards or preferably have bevelled edges to ensure safety risks related to sharp stand corners are minimized while maintaining professional standards. Drugget (protective covering type of material), linoleum or other approved floor coverings shall be properly secured or weighted at the edges to eliminate rucking.

▪ Materials used for lining, drapes or overhead structure as per of the theme for the display must be rendered non-flammable. The use of flammable materials is strictly prohibited unless treated with fire retardant.

▪ The major painting & spray painting of display and exhibition materials is not permitted in the venue. Only non-toxic, primarily water – based, paints are permitted.

Electrics

▪ Official contractor has been appointed to undertake all electrical work on-site to all shell scheme and raw space booths including lighting installation, wiring and connection, etc. For safety reason, no other electrical contractor will be permitted to carry out any electrical works on-site.
▪ No electrical installation may be suspended from the roof of the exhibition halls or affixed to any part of the building structure. No fitting may protrude beyond the boundaries of the installations and must be adequately protected against excess current.
▪ One power point must be used for one exhibit at a time. No multi-plugs are allowed as it may cause an overload, electrical tripping and machines/items damaged, which requires several hours to restore. Organizer and official contractor do not undertake any responsibility if the machines or items damaged by electrical tripping or overload.
▪ Contractor and exhibitors who provide their own lighting fixtures will be charged the lighting connection. Each lighting connection charged per item which is in maximum 100watt per fixture.
▪ Lighting connections and LED lighting connections are charged according to the number of tubes, bulbs, and per meter run for strip lighted on the stand. Light boxes are charged according to the number of tubes in each light box. Exhibitors or contractor is strictly not allowed to use power point for lighting items.
▪ All electric lighting must be at least 2.2 meters above floor level. All lighting must be kept to within the confines of the exhibition booths, no lighting shall protrude out into the aisle ways.
▪ Contractor are compulsory to order temporary power if required power for set up and dismantle.
▪ Exhibitors / contractors are required to order sufficient power supply for any machine / cooking and boiling item to avoid electrical tripping.
▪ Exhibitors / contractors are required to order sufficient 15a/230v power points only for LED Screen.
▪ Official contractor / organizer / venue management reserves the right to disconnect the electrical supply to any installation which, in the opinion of our Electrical Chargeman is dangerous or likely to cause annoyance to visitors or other exhibitor.

Rigging

No suspension may be made from the ceiling of the exhibition halls, nor may any fixtures to be made to the structure of the building.

Balloons

Exhibitors wishing to use balloons must get permission from official contractor/venue management one (1) month prior to the build-up date. The written request shall contain the following:
– Location of stand displaying the balloons
– Types and sizes of balloons
– 3D photo of balloons
– Types of gas used
Toy balloons containing helium are prohibited. The placement of balloons should not obstruct the view of the CCTV cameras and the water sprinkle system.

Additional needs for multi-story booths
▪ Detailed scale drawing with proposed 3D design, detailed dimensions and height including plan views and elevation of each story.
▪ Elevations including full steelwork and staircase details.
▪ Width and position of gangways within the stand.
▪ Floor and/or roof loading, specifications of the material used, structural calculations.
▪ The maximum number of public visitors allowed entry to the 2nd floor or upper level.
▪ A risk assessment, to include fire hazards and method statement.
▪ Sufficient illuminated exits signs positioned so that they can be seen to facilitate escape in an emergency.
▪ Written confirmation from a Structural Engineer’s Certificate, with adequate professional indemnity cover, that the design is safe for its purpose, must be supplied together with the Structural Engineer’s Certificate to the venue management and official contractor no later than fourteen (14) days prior to the event build-up.
▪ Double-story structure is required to provide additional smoke detector and fire extinguishers – A:B:(E) dry powder type or CO2 type.
▪ Where more than 50 people can occupy the upper level, the venue management requires a minimum of two separate staircases leading from the ground floor to the upper level.

Exhibitors involved in the building of multi-level/ double-decker booths must also submit engineering drawings to guarantee compliance of the static loading standards. The drawing must be accompanied by load calculations carried out only by a certified registered engineer under the Board of Engineers Malaysia (BEM).

An approved copy of the drawing is needed before the commencement of booth. It is imperative that the final outlook of the design structure is identical and similar to the approved design or drawing. Failure to obtain written approval can result in costly alteration on site in the event that the designs or installations contravene fire and safety regulations, booth height and boundary or any space contract rules and regulations. Official Contractor/venue management reserves the right to reject any contractor and/or design deemed inappropriate and reserves the right to stop and disallow participation in lieu of failure to submit such designs for approval.

Additional needs for full-enclosed, covered booth with solid ceiling, roofed structure
▪ Detailed scale drawing with proposed 3D design, detailed dimensions and height including plan views and elevation.
▪ Roof loading and structural calculations.
▪ Specifications of the materials used.
▪ A risk assessment, to include fire hazards and method statement.
▪ Structural Engineer’s Certificate to the venue management no later than fourteen (14) days prior to the event build-up.
▪ A stand that has a roof or ceiling fitted is required to provide additional fire protection equipment smoke detector, portable CO2, dry chemical extinguisher or sprinkler system.

Administration fees and performance bond
▪ Non-refundable administration fee of RM50.00 per square meter is payable to the official contractor by contractor for liaising with and including securing approval from relevant authorities. Non-official contractor is required to place a refundable performance bond of RM10,000.00 per One exhibiting company or RM20,000 (for double deck structure) to ES EXHIBITION SERVICES SDN BHD before permission is granted for the contractor to be allowed to bring n materials into the hall to commence work.
▪ Contractor will also have to bear any charges levied by the venue management for any damages caused to their property, flooring for debris not cleared away and other reasons. The performance bond will be cancelled for the contractor after the exhibition if the booth is completed on time, and no damages are caused. If contractor does not clear their booth in the given time frame, the performance bond will be deducted accordingly without prior notice.
▪ Please submit rental order payment before the deadline. Official contractor reserves the right to stop the contractors from moving in if the above mentions are not received before deadline. Those order form submitted after the deadline is subject to 50% surcharge.
▪ Non-official contractors and exhibitors are not allowed to take the vehicle permit and contractor badges if the payment not received in full.

Forms

Please see here important forms for exhibitors at WCN. Not all forms are mandatory to complete. Please read through this manual carefully to see which forms apply.

Deadline for all forms: February 7, 2022

Build-up and Breakdown Information

Exhibition location in the venue: Banquet Hall

Schedule

All construction works for booths etc must be fully completed during the build-up period. No touch up or correction works whatsoever will be permitted one hour before the event. Exhibitor / Contractor who are unable to complete the booth during the set up / dismantle in the given time frame, hourly penalty per booth will be charged by cash on site from either one parties.

Exhibitor deliveries and freight
Advance deliveries and freight shipment are not permitted prior to the move-in date. If exhibitors have any concerns regarding timing, shipment and transportation, please contact your Show Organiser or Official Freight Forwarder.
Use of your own forklifts, tow motors, cranes, dollies and pallet jacks are not allowed under circumstances. In the event that the exhibits (e.g. machinery, tool and equipment) require to be moved-in/out and cannot be hand-carried, please contact Freight Forwarder the official show freight forwards.

Exhibitor loading and unloading procedures
Access to Exhibition Hall will be via a loading dock and will be under the supervision of the Centre’s Traffic Marshal. Hand carry loading procedures are limited to cars, mini-vans, station wagons or pick-up trucks (cannot exceed 20 feet (6.1m) in length and 12.5 feet (3.8m) in height). No full-sized trucks or trailers will be allowed to unload via the hand carry loading procedures.
Should exhibitors need assistance with move-in/out, they will be referred to the appointed official freight forwarder at which time fees may apply.

Contractor activity sheet

Contractor must sign a written contractor activity sheet to guarantee conduct, proper schedule of production and observance of the exhibition and hall regulation. Only when the performance bond and contractor activity sheet is signed, the contractor will be allowed to bring in their materials to the site or commence work. See form in Forms section. Please complete by February 7, 2022.

Lifts, escalator & loading dock
Exhibitors or contractors shall not use loading bay for storage / staging of goods or any other purpose than for the prompt loading and unloading of goods. All the necessary unloading or loading of items from or to individual vehicles shall be carried out at loading bay. Trolleys are not allowed at common area; Foyer.
The carting of goods shall only be routed to or from the center and the exhibition halls. No personal or company’s vehicle that is not loading or unloading is allowed to park at loading dock. Vehicles and contents are the responsibility of the owner while at the loading dock. Any replenishment of stocks at the loading dock, please seek approval from venue management or official contractor. In the event of misconduct, venue management shall proceed to clamp any vehicle parked at the loading bay and a fine will be imposed for every release of the clamp. Restocking activity from loading dock to the booth by using trolley only.
Due to large amount of non-official contractor and exhibitors move-in and move-out during the set-up and dismantle period, non-official contractors and exhibitors are required to follow the schedule provided by official contractor. To ensure a smooth flow of traffic during setup and dismantle period, non-official contractor and exhibitors is compulsory follow the schedule given by email and subject to prior permission on-site.
Major work construction – wood cutting, painting and angle-grinding is not permitted anywhere within the venue or enclosed loading dock area. Control point is at the Centre’s checkpoint. Traffic flows in a one-way direction in from Jalan Persiaran KLCC and out to Jalan Pinang.

Freight lifts at loading docks (For Level 1,3,4)
One freight lift is located at the east building to service Level 3.
Freight lift 1: Depth 6.3m x Width 2.7m Height 2.6m and accommodates a total weight of 7 tonnes.
All goods must be transferred by hand onto trolley to Level 3, Banquet hall.
Forklifts are not permitted access to Level 3.
Timing of the use of freight lifts must be included in your traffic schedule and take into account other events taking place concurrently.

Scaffolding / Ladder
▪ Only aluminium scaffolding/aluminium ladder/steel ladder are allowed to use in the hall.
▪ Contractors working at height on the scaffolding must be equipped with proper PPE (Personal Protective Equipment)

Hand-carry procedures
To ensure a trouble-free build, exhibitors and stand contractors must adhere to the schedule specified in the Manual. Hand-carried freight is defined as items that can be easily carried by an individual exhibitor, without the need for mechanise equipment. Examples of acceptable hand-carried materials include boxes, suitcase or fibreboard shipping cartons, portable displays on wheels and small luggage bags.
Exhibitors may use the guest lifts/ service lifts to transport materials that can be hand-carried to their booths. The following items are not considered hand-carried items: two-wheel dolly loads, carts and crates.

Heavy machine / equipment
Any piece of equipment, display, vehicle , or machinery to be displayed inside the Centre which weighs over two (2) tons, including transport vehicles must be approved by Centre’s/ Management no less than fourteen (14 ) days prior to move-in. Please see the Machine / Equipment above 2 Ton permits for information at KLCC’s portal.

Security
All personnel working in the exhibition hall must wear the official WCN’22 badge at all times. Organizer reserves the rights to evict any exhibitors not wearing the official badges together with the lanyard provided.
Exhibitors shall be responsible for all exhibits in transit to and from and within the confines of the exhibition area or venue. The Organizer and venue management will not be responsible for any theft, loss or damage of exhibits/displays during setup/on show/ tear down period and be advised to monitor their own exhibits/display at all times.

Air conditioning
Air conditioning is not provided in the venue during the build-up and tear-down period.

Loss or damage
The Organizer shall not be liable to or be responsible in any manner whatsoever for any loss or damage to the exhibitor’s property (including the exhibition materials) or any part thereof howsoever caused whether by the aforesaid official contractor or the freight forwarder or arising from or during the moving, transportation or shipment to or from the exhibition premises or otherwise.

Leftover goods in venue / hall
Exhibitors who need the contractor to keep their goods will be charged base on quantity of the goods, transportation storage and labour. Exhibitors are not allowed to bargain for the charges.

Exhibitors /contractors must ensure the removal of all debris, rubbish and packing materials from the premises in fail which a fee will be imposed. Other than that, exhibitors shall not erect any sign, devices or furnishing ornament outside the stand / booth.

General guidelines to all spectators:
• Get body temperature checking by organizer before enter exhibition area
• Apply hand sanitizer at entrance area provided by the organizer
• Limit/minimize number of visitors that can enter the exhibition area at one time
• Maintain social distancing by keeping 1 meter between each other
• Avoid directly touching face and eyes
• Wash your hand frequently and carry hand sanitizer
• 9sqm booth = 3 pax person

Working Standard Operation Procedure (SOP) during COVID-19 Outbreak:

Before Setup

• To make sure the supervisor always supervises their staff’s health and movement, and wears proper PPE and report to official contractor
• Minimize number of workers during setup to control social distancing
• Ensure non-official contractor wearing proper PPE (suitable face mask and glove)
• Need to ensure the staff changed the face mask and hand glove accordingly especially for those who need working for long hours
• Keep social distancing 1 meter (if possible)
• To practice contactless payment is a secure method for exhibitor and non-contractor purchase products or services charges by using a debit, credit, or smartcard technology

During Setup

• To make sure the supervisor always supervised their staff health, movement and wear a proper PPE and report to official contractor
• Need to ensure the staff changed the face mask and hand glove accordingly especially for those who need working for long hours
• Apply hand sanitizer if any contact with other person.
• To minimize time of set up
• Keep social distancing 1 meter (if possible)

Dismantle

• To make sure the supervisor always supervised their staff health, movement and wear a proper PPE and report to official contractor
• Minimize number of workers during dismantle
• Ensure face mask, hand sanitizer and rubber glove provided to workers
• Need to ensure the staff changed the face mask and hand glove accordingly especially for those who need working for long hours
• Keep social distancing 1 meter if possible
• To clear all the rubbish or equipment before leaving the venue

 

• Table arrangements for staffs with physical distancing standard (1m apart)
• People who sitting at table must comply with social distancing of 1m.
• Due to hygiene purposes, products/foods testing in the venue are not permitted as per SOP.
• To avoid congestion, exhibitor will need to manage their staff and visitor have physical social distancing 1m apart from each other.

Emergency evacuation procedure 
Organiser and official contractor have an emergency evacuation plan to enable successful evacuation of staff, exhibitors and visitors in the case of fire or other emergencies.

ACTION UPON HEARING THE FIRE ALARM
– Upon the sounding of the emergency tone, immediately stop any ongoing activities.
– Stay at your location and wait for instruction from the floor warden or the PA system.
– After receiving the evacuation order, evacuate the building in an orderly manner to the assembly area.
EVACUATION ASSEMBLY AREA
– Organizer, exhibitors, visitors and contractors in any hall or any part of the center must be assembled at the nearest assembly area.
– The evacuation route and assembly area are outlined on the maps shown.
– The map should be studied by all exhibitors, contractors and all their staff or agents as part of their familiarization with the venue physical infrastructure.

Chemicals
To ensure compliance with safety regulations, exhibitors are required to submit full details the use of hazardous substances prior to exhibition. Please see Hazardous Chemical Permit for more information at KLCC Portal.

Insurance
Organizer will not be responsible or be liable to any exhibitor, their employees, contractors or agents in respect of any direct or indirect loss or damage to any exhibit or property or injury to person, arising out of or in any way connected with the exhibition. Exhibitors are strongly advised to purchase indemnity insurance to cover public liability and all risk against suck loss or damage, risk of fire, injury caused by themselves/employees/agents, natural disaster or any act of God throughout the duration of the exhibition including setup move in and tear down period.

Fire safety
All fire protection systems, exits and evacuation routes must not be obstructed. No item may remain within 3 meters of any exit. Storage of any combustible materials within the venue is prohibited. Likewise, any toxic or hazardous material which may include flammable liquids and compressed gas prohibited. Should any exhibitors wish to use gas stove which uses only gas canisters or cylinders, kindly inform the Organizer or Official Contractor for approval.

Full-congress registrations

Companies may receive a number of complimentary full-congress registrations depending on your booking:

Platinum supporter: 3 full congress included

Gold supporter: 2 full congress included

Showcase (3-star): 2 full congress included

Showcase (2-star): 1 full congress included

Full-congress registrations allow access to all areas of WCN’22. These registrations will be ready in your industry portal for you to allocate names to before February 11, 2022. Any name changes received after the deadline are subject to a fee. These registrations are intended for use only by the company.

Industry badges

Companies have 5 x badges for your staff to use to access for the exhibition hall only. Exhibitors must wear these in the exhibition hall during congress days.

Non-official contractor

These must be worn by non-official contractors during build-up and breakdown dates. The collection date and details will be sent out by email.

How to order extra registrations

1. Go to portal and click on button: Add registrations to my group
2. The form will ask you to confirm your details and then click Next (bottom right)
3. Select the type of badge you need and confirm the amount needed. Click Next.
4. If you have selected a registration with a fee, complete the Payment

How to provide names for registrations

Go to portal and click on button: Complete badge names for my group

The main contact should provide the following information for each delegate in your group: title, name, surname, country, and email address.

Please check that participant’s names are entered correctly (example format: John Smith). Names should not be entered in CAPITAL letters.

Deadline: February 11, 2022.

How to collect your badges on-site

You may collect all badges on February 24, 2022, from 12pm noon to 6pm at the exhibitor counter.

What is included in the promo pack?

• Congress banners
• Congress presentation slide
• VWCN logo in various formats
• Social media image templates
• Suggested text for your social media posts
• Official VWCN hashtags