Part 1: Rules & Regulations (Official Contractors)
The official contractors selected and listed in the official contactor list of SECC have responsible to contact with SECC Management Board for understanding procedures and process of working. When having any problem, the official contractor needs to inform SECC right to find out together the best resolution.
The official contractor must comply with all following terms:
2.1. The official contractor must be a legally qualified contractor according to the laws of Vietnam and has sufficient conditions which are approved by SECC and SECC’s partners.
2.2. The official contractor must take full legal responsibility for any kind of insurance with laws in force and has responsibility for any risk caused by this contractor’s supplying service on SECC premises. The valid professional indemnity insurance policy and other valid insurance policies (if has) for the event to be served by this contractor must be shown to the SECC Management Board before moving in for supplying service.
2.3. The official contractor has legal liabilities for any repair costs and compensations to SECC if any damages or losses occur on a part or whole of the SECC premises when using equipment in SECC’s hall.
2.4. The official contractor must recoup any losses or damages on assets of SECC or organizers caused by the official contractor.
2.5. The official contractor must ensure equipment used in SECC’s hall is maintained at acceptable working and safety standards. The equipment must be registered with the Security of SECC, upon building-up and dismantling period.
2.6. The name of the person-in-charge of the official contractor must be provided to SECC before the day to provide the services.
2.7. The official contractor’s workers must wear proper uniforms and put on work passes in front of their chest when moving-in or out the hall. Proper uniform must have included: clothes, shoes (sport shoes, Bata shoes) and hat (if any).
2.8. The official contractor’s workers have not been permitted smoking in the hall, making dirty or damaging or using any harmful chemical substance that polluted the environment.
2.9. The rubbish and unnecessary materials must be disposed from the hall before 4:00 pm every day (in the building-up period).
2.10. The official contractor’s workers must have a proper attitude as well as not making noise, disorder, or trouble other partners, organizers and exhibitors in exhibition areas. If any conflict happens between the official contractor and the other partners, this contractor has to report to SECC for resolving (in case, the problem related to public order will be solved by the Security Department and local authorities).
2.11. The official contractor must operate the heavy equipment with care. SECC’s properties and facilities must not be moved.
The official on-site handling forwarder: When providing on-site handling service to organizers and exhibitors – the on-site handling official contractor, the official contractor must comply these following regulations:
3.1. The official contractor does not charge the hand – carried items or goods to be brought into the exhibition hall by each individual. These items or goods that must be less than 100 kilograms could be also brought by small hand trolley of SECC.
3.2. Heavily weighted cars, which are used as exhibits, will not be charged. Also, goods or machineries as exhibits, which are attached original plastic wheels (proved by their catalogue) and less than 500 kilograms, will not be charged. These exhibits must be brought into the exhibition hall by staffs of exhibitors. (Exhibitor have to make a commitment not to damage the floor or other devices of SECC exhibition hall).
3.3. The official contractor will take fully legal responsibility and customs procedures of exhibit goods. Custom clearance must be submitted to SECC.
3.4. The cargo materials are not permitted to move through front doors except for hand-small carried items.
3.5. The official contractor must ensure goods handled safety and delivered on time.
3.6. Arrange sufficient manpower with supervisor and staff on-site to handle the exhibition cargoes, documents and Customs procedure.
3.7. Other forwarder companies – which are not the official contractor for on-site handling – shall not be permitted to work inside SECC exhibition hall except it has been approved by SECC before.
3.8. Not sign any sub contracts with any sub-contractors, agents about its work or hiring other individuals, employees which are not confirmed by SECC.
3.9. Commit that all employees, staff or agents will not tell anyone the Secret Information from this contract and will not reveal anything to any third party, moreover just tell own staff only “Necessary Information”, except the Secret Information become public which are not cause by the official contractor.
3.10. The official contractor must ensure all equipments and workers are insured properly as required by Law and insurance for public liability and workmen compensation coverage during operation.
3.11. Whenever, the official contractor must comply with SECC’s Exhibition Hall Regulations and Operating Procedures for on-site handlers and forwarder issued by SECC. The official contractor shall be responsible for providing services, include solving problems caused by operating, working directly to organizers, freight forwarders, exhibitors, local authorities or all other relevant parties during an event.
Part 2: Rules & Regulations (Outside Contractors)
Outside Contractors (“Contractors”) who are not appointed in the Official Contractor list issued by SECC or are the exhibitors who arrange the booths for themselves have responsibility to contact with Sales Officers of Party A to have a throughout understanding of all the procedures and work in the exhibition hall. When having any issues, the Contractors must inform SECC in writing to find out together the best resolution.
To have permission to enter the SECC exhibition halls, the Contractors must have the ability to do their work and comply with all these regulations:
2.1. All staff’s and supervisor’s names of the outside contractors must inform SECC at least seven (07) days before the first day of the Lease Term.
2.2. All foreign workers must have the valid work permit in accordance with Viet Nam’s law.
2.3. The Outside Contractors have to pay the building-up service fee (the management fee) to party A of 120,000 VND per sqm and party A also will issue work cards for all the staff of the Contractors to wear visibly during working time in the Premises. These work cards are valid during the Lease Term. The issuance fee of work card is 110,000 VND per card.
2.4. Contractors must deposit the amount of 1,100,000 VND per sqm in cash or by bank transfer at least 07 days before the first day of the Lease Term. This amount will be refunded without interest after the Contractors have completed their work.
2.5. The workers of the contractors must wear proper uniforms or attires and put on work passes in front of their chest when moving-in or out the hall. Proper uniform or attire must be included: clothes, shoes (sport shoes, Bata shoes) and hat (if any).
2.6. Contractors must take full legal responsibility for insurance for all risks or damages in the Premises, for the booths and other services during the Lease Term.
2.7. The management fee subject to each service will be regulated by Party A. Payments shall be made in cash or by bank transfer. If payment by bank transfer is used, the Contractors are permitted to enter the Premises to do their work after having a confirmation of Party A’s banks.
2.8. Connecting electricity fee must be paid in cash or by bank transfer at least seven (07) days before the first construction day.
2.9. When overtime work is required, Contractors must register to Party A in writing from 16h00 to 17h00 on the same day with the fee specified by SECC.
2.10. On the first dismantling day, all kinds of rubbish have to remove out of the Premises before 17h00 on the same day. Otherwise, it will be counted as overtime working, unless it has a prior approval of Party A.
ARTICLE 3: OTHER PROVISIONS
Party A has the right to refuse any Contractor getting inside the hall if one of these following conditions is not complied with:
3.1. Building-up booths do not comply with the drawings submitted to and approved by Party A, unless Party B has informed and been consented by Party A.
3.2. The exhibits and main building–up work of the particular booths must be placed or done outside the hall before being brought into the Premises for assembly. Main work or dangerous work included sawing, oxyacetylene and electric welding, spray painting or naked flame, and so on are strictly prohibited in the hall.
3.3. Contractors must assure the structure of their construction acceptable and meet the standard safety at work and fire fighting.
3.4. Exhibits of an exhibitor which are not related to the building – up booth are not allowed to be placed into other booths.
3.5. The outside contractors have to compensate Party A and the third party immediately for any damages.
3.6. The staffs of Contractors are not permitted to smoke in or make dirty or damage to any parts inside the exhibition halls.
3.7. The staff of Contractors are not permitted to make noise or disorder or trouble in Party A’s areas.
3.8. Exhibits and special fixings, if any, must be registered with Party A’s security team and will be controlled every time moving- in or out.
Part 3: Work Regulation & Technical Manual
1. Without the valid work pass in front of the chest, every employee or staff cannot enter inside the SECC premises to work. The valid work pass is issued by the organizer or SECC. Furthermore, during the working time inside SECC halls, every employee has to wear proper unit forms or attires which are included: clothes, shoes (sport shoes) and hat (if any).
2. No smoking inside the exhibition halls.
3. No bringing inside the exhibition halls the flammable substances like: gasoline; petroleum; oil; alcohol; ethanol; industrial gasoline; aromatic gasoline and so on; Or flammable gas like: hydrogen, oxygen, acetylene and so on; Or poisonous gas like: chlorine, ammonia and so on.
4. No bringing inside the exhibition halls to run the thermogenetic or having naked–spark or making noise devices and equipment like: welding machines; gas welding machines; cutting machines; sawing machines; handheld sawing machines and grinding machines; and so on.
5. The pressurized devices and equipment (like gas tanks or gas cylinders; liquefied natural gas tanks, and so on) – when having the need to use inside the exhibition hall – must have the valid certificates issued by The Quality Assurance and Testing Center; have the stamp certified by the organizer and have control by the SECC Technical Team member when running.
6. No sticking all kinds of tapes and glue (like 502; dog; and so on) in walls and on floor of SECC premises. Except, the cloth tape (one side – two sides) is allowed to use (please refer in advance at SECC Sales and Marketing Department).
7. No drilling, cutting, nailing-up wall; floor; partitions of the exhibition halls and other SECC premises.
8. No cutting or grinding anything to make a naked spark inside the exhibition halls.
9. Not pouring water; paint; or any liquid to the floor and technical trench.
10. Scaffoldings must have wheels or foot of scaffolding must be chocked up by soft materials before starting work.
11. All building materials must be had a raw construction outside the exhibition hall first. To complete the booth work must cover the floor, wall and partitions in the exhibition hall when painting, sawing, cutting or waxing.
12. To minimize the dust that can impact the environment and people’s health, contractors have to use sanding machines with a vacuuming function in the process of sanding wood or plaster. Moreover, contractors must equip with a vacuum cleaner when sawing or cutting.
13. All contractors need to limit the use of gypsum because it will turn into solid waste when dismantling, causing environmental impacts and difficulty for cleaning. If any contractors use gypsum, they have to ensure the cleanup after dismantling, SECC will apply the sanctions (equivalent to the sanctions of spilling chemicals on the floor: paint, oil, solvents ...)
14. No putting every build-up material and construction devices on walls; partition; or near doors; or fire extinguishers of SECC.
15. Must have plans to safe the floor when carrying devices and equipment into the exhibition hall, example cover by rubber or soft materials before putting on the floor.
16. Do not transport goods with forklifts, trailers or homemade vehicles into the exhibition hall except the official on-site freight forwarder.
17. Build-up contractors must have manager information right at the booth for easy communication when necessary.
18. Regarding to the electricity regulations in the exhibition halls:
18.1. Contractors are not allowed to install electrical equipment and use their own generators.
18.2. Electrical connection for lamps: contractors must self-connect from the power source to their lamps (booth lights, power source will be supplied to locations in the booth; lights at suspension frames, power source will be provided to the exhibition hall’s floor)
18.3. Each socket or power source (for a machine) is only used for 01 machine or equipment or item. One electrical connection (for the lamp) is only used for one bulb. Do not use excessively to avoid danger from overload. In case SECC detects a violation of using the power source which is not in accordance with regulations, the contractor will have to pay the additional electricity fee based on the actual usage.
18.4. Contractors must submit an electrical design diagram of the booth to SECC for approval 15 days in advance (before the first move-in day). SECC has the right to refuse the contractors in case the electrical design diagram is unsafe and substandard. The electrical design diagram of the booth must be detailed with a single line drawing and including red stamp of the construction unit.
18.5. Wires using at the booth must have a voltage of 220v or more and with a sufficient load-bearing cross-section. Moreover, they must be a type of wire with two sheaths and only use within the booth, do not cross the path. Using the power plug when connecting the socket. If the single-sheathed wire is used, the wire must be covered by an insulated pipe.
19. Electric system:
19.1. Indoor the SECC exhibition hall (Hall A), there have eight electric distribution panels – 3 phases, the power capacity of 200 amperes per panel.
19.2. Outdoor exhibition area (the temporary parking), there have one electric transformer station 2,000KVA and six electric distribution panels – 3 phases (Notice: the clients have to connect themselves from the transformer station to the distribution panels).
20. If any booth needs to use clean water and drainage or internet, fax or telephone lines in Hall A1 and Hall A2, please send a request to the SECC Sales team at least five days in advance and an attachment of installation diagram.
20.1. Supplying water pipe has a shut-off valve and the diameter of the head shut-off valve is Ø21.
20.2. Inner diameter of the drainage pipe is Ø34.
Note: Outer exhibition hall areas, supplying water; ADSL; telephone and fax have to be researched before construction.
Total supplying water pressure for each booth from 2.5 bar to 5 bar. The temperature of wastewater needs less than 60 Celsius degree before into the drainage system.
21. The cool temperature inside the SECC exhibition hall A was designed from 25 to 27 Celsius degree.
22. Booth designing standards:
22.1. Between two booth rows (as the requirements of the authority on the safety and firefighting regulations), the straight path width is three meters (3 meters).
22.2. From the East gate to the West gate; and the South gate to the North gate, the straight main passageway width is five meters (3 meters).
22.3. Booth blocks cannot be designed to obstruct the exits, emergency ways, fire alarms, fire hydrants, extinguishers, and so on located in the hall.
22.4. Booth blocks being near walls must have one–meter distance from walls.
23. To standard booths: the dimension of 3m x 3m; the height of 2.5 meters; to be made by aluminum octagon tube.
24. To upgrade booths: the dimension; height and material are as the same as the standard booth, but having additional décor (like banners).
25. To special booths: having unlimited dimensions and material in construction. However, special booths – to be near walls – need have at least two-meter distance from walls and their height must be less than five (5) meters. Other special booths in other positions could be reached the height of eight (8) meters.
26. Any component would be hung from the exhibition hall roof (like lighting box; iron décor frame, and so on):
26.1. If its weight is less than 100 kilograms per component, it must be hung up by a strengthen-cable.
26.2. If its weight exceeds 100 kilograms per component, it must be hung up by winches. Each winch endures less than 200 kilograms. Customers will have to provide a diagram with full details on the position, size and weight of the component.
The Exhibition Hall Regulation issued by SECC, all related partners undertake to perform all terms and conditions with goodwill and mutual understanding.
This regulation must be ensured to perform strictly to any individual involved in working in SECC premises. If any term is broken, SECC Technical Team will co-operate with the organizer to make the statements and to have sanctions based on SECC current policies.