Exhibition Participation Guidelines

1. STAND SPECIFICATIONS & FACILITIES

Fully Furnished Stands

Exhibitors are entitled to a fully furnished stand equipped with essential amenities such as carpeted flooring, shelves, tables, chairs, a storage area, a name board, spotlights, a plug point, and a waste basket. Additional furniture can be rented at reasonable prices.

Standard 9 sq.m. Stand Facilities:

1. Shelves (Note: The maximum weight a shelf can carry is 15 kg. If the shelf is damaged due to overload, the exhibitor will be liable for the loss).
2. Selling-table (60 cm * 60 cm).
3. Display-table (60 cm * 120 cm).
4. Chairs (2).
5. Storage area.
6. Spotlights (3).
7. Plug points.
8. Wastebasket.
9. Name Board (displays name/country in English and Arabic as indicated in the application form).
10. Carpeted flooring.
11. Furnished stalls will be ready for exhibitors to occupy three days before the opening date.
12. Exhibitors are not allowed to move furniture or items from other stands. In case of any extra furniture found in any stand, a heavy penalty shall be applied.

Furnished Stall Occupancy:

Furnished stalls will be ready for exhibitors to occupy three days before the opening date. Exhibitors are not allowed to move furniture or items from other stands. In case of any extra furniture found in any stand, a heavy penalty shall be applied.

2. CONSTRUCTION & SETUP GUIDELINES

Setup and Dismantling Period

Exhibitors have a grace period of two days before the opening date and two days after the event for stand setup and dismantling. Penalties apply for non-compliance.

1. Builder Responsibility: The builder is responsible for providing an electrical distribution box (DB), lighting, electrical power sockets, etc., inside the stand.
2. Scheduling: Builders should strictly adhere to the starting and finishing dates and times during the move-in and move-out from the exhibition.

Guidelines for Self-Constructed Stands

For those building their stands, an open space with an electricity connection is provided five days before the opening date. However, prior approval and design submission are required.

1. Advance Notice and Design Approval: Participants constructing their own stands must provide advance notice and email the design to SIBF for approval. The design, including 3D dimensions, should be sent to hassan@sharjahart.org.
2. Construction Requirements: Detailed requirements include a maximum stand height of 6 meters, total load demand information, and a special entrance for wheelchair visitors.
3. Prohibited Actions: Leasing or exchanging allotted spaces is strictly prohibited.

3. GENERAL EXHIBITOR CONDUCT & LOGISTICS

Occupancy and Maintenance

1. Re-allocation of Stands: SIBF reserves the right to re-allocate stands left vacant until 1:00 pm on the day before the inauguration date. No-show exhibitors are ineligible for fee reimbursement.
2. Occupancy Requirements: Exhibitors must occupy their stands at least 30 minutes before the scheduled time during exhibition days.
3. Display and Announcements: Exhibitors are permitted to display promotional products or make announcements within their allocated space.
4. Closing Procedures: On the final day of the exhibition, exhibitors are expected to remain at their stands until at least 10:00 PM. Repacking before this time is discouraged.
5. Early Closure Reporting: Exhibitors wishing to close their stands and leave early must report to SIBF.

Shipments and Damages

1. Outgoing Shipments: Outgoing book shipments are managed by our store-in-charge, who will provide move-out slips. Claims for remainders after two days from the closing date will not be entertained.
2. Financial Responsibility: Exhibitors are financially responsible for any damages to their stands, as determined by the hall-in-charge.

4. BOOK ENTRY & CATALOG INSTRUCTIONS

To add books by list, please follow these instructions:

1. Download the form (Excel file).
2. Complete all red-colored required fields.
3. Enter the book titles and choose the publisher, author name, book category, and language from the drop-down menu within the file.
4. Do not copy and paste any other information from another file other than the book title or the book brief.
5. Limit: Don't add more than 500 books at once.
6. Re-upload the file and wait for the system to take the entered data.

5. ADHERENCE TO TERMS

1. Cancellation by SIBF: SIBF reserves the right to cancel the participation of any exhibitor at any stage without providing reasons or assuming any liabilities or compensations.
2. Compliance: Exhibitors are expected to strictly adhere to all SIBF terms and conditions.

Your cooperation in following these guidelines ensures a successful and organized Sharjah International Book Fair.