Rules and regulations for exhibition booth

1. Booth Construction and Design:

Dimensions: please get in touch with the email below for details.

Ensure your booth complies with the allocated dimensions. Exceeding the space can lead to penalties or removal.

Height Restrictions: Adhere to height restrictions for your booth, which can vary based on the exhibition's guidelines.

Structural Integrity: Booth structures must be safe and stable. Avoid using materials that pose a fire hazard.

2. Electrical and Technical Requirements:

Power Supply: Confirm the availability and limitations of electrical outlets. Use only approved power strips and extension cords.

Lighting: Use energy-efficient lighting and ensure it does not cause glare or inconvenience to neighboring booths.

3. Safety and Security:

Fire Safety: All materials should be flame-retardant. Keep fire exits clear and adhere to fire safety regulations.

Insurance: Obtain liability insurance to cover any accidents or damages that may occur during the exhibition.

Security: Secure your valuables and be mindful of your belongings.

4. Setup and Dismantling:

Setup Times: Follow the designated setup and dismantling schedules.
Unauthorized early setup or late dismantling can result in penalties.

Cleanliness: Keep your area clean and dispose of waste properly. Leave the booth space as you found it after dismantling.

5. Operational Conduct:

Staffing: Ensure your booth is staffed during all exhibition hours. Staff should be knowledgeable, courteous, and professionally dressed.

Noise Levels: Keep noise levels, including audio-visual presentations, within acceptable limits to avoid disturbing neighboring exhibitors.

Promotional Activities: All promotional activities, such as giveaways or demonstrations, should be conducted within your booth space.

6. Marketing and Promotions:

Distribute promotional materials within your booth space only. Avoid placing flyers in public areas without permission.

7. Legal Compliance:

Permits and Licenses: Obtain any necessary permits or licenses required for your booth activities.

Product Display: Ensure that all products and services displayed comply with relevant laws and regulations.

8. Emergency Procedures:

Emergency Exits: Familiarize yourself with emergency exits and procedures.

Contact Information: Keep emergency contact information handy and accessible to all booth staff.

9. Security Measures for Open Space:

Self-Security: Since the area is an open space, it is essential to secure all valuables and booth materials. Consider using lockable display cases and storage units.

Daily Take-Down: All valuable items, including electronics, samples, and personal belongings, should be taken back at the end of each day. Do not leave anything unattended overnight.

10. Booth Security Best Practices:

Staff Vigilance: Train your staff to be vigilant and monitor the booth at all times during exhibition hours.

Visitor Identification: Be mindful of who enters your booth space. Politely challenge anyone who appears suspicious or unauthorized.

Minimal Overnight Setup: Minimize the setup left overnight to reduce the risk of theft or vandalism.

11. End-of-Day Procedures:

Daily Checklist: Implement a daily checklist to ensure all items are accounted for and securely packed away at the end of each day.

Rapid Setup and Dismantle: Design your booth setup to allow for quick assembly and disassembly each day to facilitate daily take-down.



Additional Regulations for Vendors Regarding Sponsorship

Regarding our institute cannot receive any sponsorship from the private sector. The vendors who wish to attend please follow the instructions:

1. Rental Fee:

Vendors can be able to set up their exhibition booths at the event without any sponsorship fee. However, there will still be expenses related to electrical bill or venue rental fee which must be paid directly to the Royal Thai Navy office.

2. Sponsorship Claims:

Vendors must not claim to be sponsors of the main AFSN conference in any capacity. Any implication of sponsorship is strictly prohibited.

3. Logos and Advertisements:

Any logos or advertisements from vendors are restricted to their designated exhibition areas only. Vendors are not allowed to display their branding outside their allocated space.

4. Conference Participation:

Vendors wishing to participate in the WG AFSN conference can do so as expert speakers, but not as vendor representatives. Their participation should be based on their expertise and not linked to their vendor status.

5. Transparency:

Vendors should communicate clearly and honestly about their role and avoid any misrepresentation regarding their participation in the event.

6. Compliance:

Vendors must comply with all the rules and regulations set forth by the event organizers and the Royal Thai Navy to ensure a smooth and professional exhibition experience.

Send your letter requesting entry to an exhibition and detail/picture of your booth to the Royal Thai Navy Convention Hall office for more detail

Email : aekapong@gmail.com