June 15-16, 2021
Dubai, UAE
#MROME

Exhibitor Resource Center

Welcome to the MRO Middle East 2021 Exhibitor Resource Center. We are so excited to be able to meet again in person! Please make sure that you read through the items below carefully and be sure to download the Exhibitor Manual. There are some changes to display rules, deadlines and policies in accordance with Informa’s AllSecure standards for the health and safety of all of our attendees.In making the safety, health and security of our attendees the highest priority, more time will be needed to secure catering, stand approvals and other exhibitor services. Aviation Week and Tarsus are working closely with the and all of our service partners to meet the highest standards and we appreciate your help and cooperation.

If you need assistance placing orders or have event questions, we are here to assist:

THE OPERATIONS TEAM

Senior Operations Manager

Sarah Dunne

[email protected]

Event Manager

Helen Nagle

[email protected]

Senior Events Manager

Allison Gold

[email protected]

Exhibitor Ordering System (EOS)

All service orders necessary for participation at MRO ME 2021 are available and must be submitted via EOS, no other form of applications will be processed. It is possible to order the following services online:

  • Official Program Book Entry
  • Additional Program Book Entry
  • Subsidiary and Associated companies
  • Shell Scheme Name Panel (Mandatory for Shell Scheme Exhibitors)
  • Furniture & Stand Fitting Extras
  • Shell Scheme Electrical Requirements
  • Space Only Electrical Requirements (Mandatory for Space Only Exhibitors)
  • Stand Designs Submission (Mandatory for Space Only Exhibitors)
  • Internet and Telephone Requirements
  • Temporary Staff
  • Electronic Press Box access
  • Exhibitor Badges
  • Insurance Coverage & Public Liability Insurance (PLI)

Each exhibitor will be provided with a personalised account that allows them to access the exhibition rules and regulations, view the mandatory forms relevant to them, place orders, pay for orders and generate paid invoices.

EXHIBITION BUILD UP

Access to Site for Space Only Stands

08:00 – 20:00

Sunday 13h June 2021 Monday 14th June 2021

Access to Site for Shell Scheme Exhibitors

12:00 – 20:00

Monday 14th June 2021

ALL STAND CONSTRUCTION MUST BE COMPLETED BY 18:00 ON MONDAY 14th June 2021. EXHIBIT SET UP SHOULD BE COMPLETED BY 20:00HRS ON MONDAY 14th June 2021.

FAILURE TO MEET THESE DEADLINES WILL RESULT IN A PENALTY FEE.

SHOW OPEN DAYS

 

EXHIBITOR ACCESS

SHOW TIMES

Tuesday 15th June 2021

08:00 – 18:00

10:00 – 17:30

Wednesday 16th June 2021

08:30 – 20:00

10:00 – 15:00

REGISTRATION OPEN TIMES

Monday 14th June 2021

08:00 – 17:00

Tuesday 15th June 2021

08:00 – 17:30

Wednesday 16th June 2021

08:00 – 14:00

TO REDUCE TOUCH POINTS AT THE DUBAI WORLD TRADE CENTER, ALL EXHIBITORS MUST PRINT THEIR BADGE EITHER AT HOME OR AT THEIR OFFICE. YOU WILL RECEIVE A NOTIFICATION WHEN THIS SERVICE IS AVAILABLE, AND YOU WILL BE ABLE TO LOGIN ANYTIME TO REPRINT IF REQUIRED.

SHOW EVENTS

Tuesday 15th June 2021

10:00 – 11:00

Official Opening & VIP Tour, DWTC

BREAKDOWN

Wednesday 16th June 2021

15:30 – 16:00

Removal of hand-held goods only

Wednesday 16th June 2021

16:00

Breakdown Period

Wednesday 16th June 2021

23:59

All exhibits to be removed from the exhibition halls

ALL EXHIBITS STAND FITTINGS AND WASTE MUST BE CLEARED FROM THE SITE BY 23:59 ON THURSDAY 16th June 2021.

FAILURE TO MEET THIS DEADLINE WILL RESULT IN A PENALTY FEE. ANYTHING LEFT IN THE HALL AFTER THIS TIME WILL BE TREATED AS WASTE

Official Organisers Contact Details

Tarsus, F&E LLC Middle East
Onsite Services
PO BOX 371391
Dubai
United Arab Emirates
Tel: + 971 (0) 4 603 33 00
Fax: + 971 (0) 4 701 7226
e-mail: [email protected]

Official Freight & Goods Handling Co-ordinator
Recommended Shipping & Freight Forwarding Contractor

OFFICIAL CONTRACTOR MUST BE USED FOR
THIS SERVICE

GT Exhibitions Ltd
GT House, 25-27 Blackwell Drive
Springwood Industrial Estate
Braintree, Essex, CM7 2PU
United Kingdom
Tel: +44 (0) 1376 567567
Fax: +44 (0) 1376 335034
Contact: Matt Cross
e-mail: [email protected]

Official Contractors Freight & On-Site Goods Handling Agent In Dubai

OFFICIAL CONTRACTOR MUST BE USED FOR
THIS SERVICE

Airlink International
PO Box 10466
Dubai
United Arab Emirates
Tel: + 971 (0)4 332 5334
Fax: + 971 (0)4 332 5155
Contact: William Labo
e-mail: [email protected]

Official Freight Contractors Appointed Agent in USA

TWI Logistics
4480 South Pecos Road
Las Vegas, NV 89121-5030
USA
Tel: + 1 702 691 9000 / 9014
Fax: + 1 702 691 9055
Contact: Tyler Hunt
e-mail: [email protected]

Official Electrics, Shell Scheme & Furniture

OFFICIAL CONTRACTOR MUST BE USED FOR
THIS SERVICE
Order deadline 24th May 2021

GES Middle East
WD6, Dubai Investment Park 1, Dubai
PO Box 95159, UAE
Tel: + 971 (0)4 885 5448
Fax: + 971 (0)4 882 4136
Contact: GES UAE Service Centre
e-mail: [email protected]

Official Catering Contractors

OFFICIAL CONTRACTOR MUST BE USED FOR
THIS SERVICE

Dubai World Trade Centre
Stand Catering Enquiries
Tel: +971 4 308 6333
e-mail: [email protected]

Official Cleaning Contractors

Dubai World Trade Centre
Exhibitor Services
Tel: +971 4 308 6333
e-mail: [email protected].

Official Internet & Telecom Contractors

OFFICIAL CONTRACTOR MUST BE USED FOR
THIS SERVICE

Dubai World Trade Centre
Exhibitor Services
Tel: +971 4 308 6333
e-mail: [email protected].

Official Audio Visual & Communications

Dubai World Trade Centre
Exhibitor Services
Tel: +971 4 308 6333
e-mail: [email protected].

Official Temporary Staff Agency

Vibes Events
PO Box 37010
Abu Dhabi, UAE
Tel: +971 2 643 4440
Fax: +971 2 643 4464
e-mail: [email protected]

Floral Hire

Blooms
PO Box 51980
Dubai
United Arab Emirates
Tel: + 971 (0)4 394 6094
Fax: + 971 (0)4 394 6093
Contact: Romeo Baguio
e-mail: [email protected]

Ground Transportation

Communicor Ltd
Stonebridge House
577a Bath Road
Longford UB7 0EW
United Kingdom
Tel: +44 (0) 208 283 1950
Fax: +44 (0) 208 282 1951
Contact: Marta Ferreira
E-mail: [email protected]
[email protected]

Official Program Book for Submission of Exhibitor
Profile & Adverts

Tarsus, F&E LLC Middle East
Tel: + 971 (0)4 603 3300
Fax: + 971 (0)4 701 7226
E-mail: [email protected]

Shell Scheme Stands

GES has been appointed as the official contractor by the Organisers and will be responsible for the erection of the official shell scheme. A full management and technical service will be provided on-site at all times.The organisers will allow shell scheme exhibitors to modify their shell scheme stand, as long as the design remains within the original shellstructure and design has been forwarded to, and approved by organisers before build up’

All Shell Scheme stands will receive blue carpet

Shell Scheme Stands (Perimeter and Attached)

  • Constructed from the Sodem Modular Aluminium System
  • White vinyl covered infill panels
  • 70mm deep aluminium beams form the ceiling grid
  • Height 2.5m (2.40m to the underside of the ceiling beams)
  • Carpet (MRO: Blue)
  • Three spotlights per 9m2
  • One electrical socket per 9m2 (standard British square 3 pin)

Exhibitors occupying shell scheme stands must ensure that all internal stand fitting and displays are contained within the shell scheme structure and do not exceed 2.5 metres in height. No display materials or logos may be fixed to the shell scheme fascia panel. No fixings may be made to the walls by piercing or screwing anything onto the panels or beams. Exhibitors will be charged for any damages to shell scheme panels.Please refer to the Carpet Colour Form to choose a different colour carpet for your stand at an additional cost.

Space only stands are not carpeted and it is the responsibility of all space only exhibitors to lay their own appropriate floor covering. Please note that space only stands supplying their own floor-covering are responsible for its removal and disposal at the end of the event (together with any carpet tape and/or tape residue). Please be aware that significant charges will be levied on exhibitors who fail to remove any of the above.

Global Experience Specialists (GES) Ltd is able to supply a variety of floor-coverings and this may well be the most convenient method for you. For further details, please contact GES directly.

Space Only Stands

You will be expected to produce a professionally built custom stand with a high level of finish and safety compliance and one that is in line with the high-quality, professional nature of the event. Space Only as an option works very well for companies as a whole and adds an extra level of brand re-enforcement. However, if you feel that the Space-Only option is more than you are prepared to commit to, then please get in touch with your Sales Manager without delay to discuss changing to shell-scheme if practical. If you need help with sourcing a professional Stand Contractor that can work according to the quality and health and safety standards that we expect to see at out events, we can recommend our Official Partner GES. For further information contact: [email protected]

IMPORTANT:

  • Please make sure you receive your stand approval before the 1st June 2021
  • Space only stands do not receive carpet and walls.
  • To enable visitors to find your stand properly, it is compulsory that you include a stand number on your stand.
  • Please return the Health & Safety form to Organiser.

Space only exhibitors are responsible for their own stand design and construction. No stand fittings or carpet is provided by Tarsus F&E LLC Middle East on space only sites. All space only stand designs must be approved by the Organisers before exhibitors will be allowed access to the site and permitted to commence build. Please submit your stand designs through the Exhibitor Ordering System (EOS) by 16th May 2021

What do we need to submit?

You will need to submit your stand plans for approval before 16th May 2021. 'Scalable' plans including:

  • Plan view, showing clearly all dimensions, walling and major exhibits.
  • Elevation views, showing clearly all dimensions, graphics etc. for each open side.
  • Details of materials & fire protection measures.
  • Stand number clearly displayed in the final design and also onsite actually placed on your stand where clearly visible for the visitors
  • Demonstration that electrical installations are to be carried out by 'competent' electricians. For the avoidance of doubt, a competent person is one that is qualified, experienced and insured. You may be asked to provide proof of competency for your contractors on site, so please ensure that any qualifications and insurances are available for inspection in advance and also on
    site.
  • Further information - the above list is not exhaustive and you may be asked for further information as required, depending on the nature of your stand construction and exhibits.

PLEASE NOTE THAT IT IS NOT ALLOWED TO FIX YOUR BACK WALLS INTO NEIGHBOURING STAND WALLS

Documents to be submitted by Exhibitors and by contractors

Exhibitors

  • Health & Safety Form
  • The name of your nominated health and safety representative on site
  • A copy of risk assessments and method statements covering the build-up and breakdown of your stands
  • A copy of your stand plans (not shell scheme)
  • PLI (Public Liability Insurance to the value of US$ 2,000,000)
  • Notification and supporting risk assessments for any activity on your stand which represents a significant risk. This includes but is not limited to the following:
    • Flammable substances or naked flame
    • Pressurised gases such as LPG
    • Hazardous chemicals and substances
    • Ionising radiation
    • Water features
    • Demonstrations
    • Visitor treatments - e.g. massage

Helpful Safety Check

Actions

  • Have you submitted your stand design (space only) which meets our stand build safety criteria?
  • Have you completed a suitable and sufficient health and safety risk assessment to cover all the activities you
    are undertaking at this event (including build up and breakdown)?
  • Have your appointed contractors (and any subcontractors) completed their own health and safety risk
    assessments?
  • Have you shared details of the risks and controls identified in the relevant risk assessments with all your event
    staff and contractors?
  • Have you planned your time during build up and breakdown to allow safe working practices to be used?
  • Have you shared details of emergency procedures related to this event with all your staff?

PPE Recommendations & Compulsory Regulations

Height Restrictions
The stated height restrictions apply to the structures themselves and any items within the designated area.

  • Organisers Shell Scheme: A maximum height of 2.5m
  • Single-Storey Space Only Stands: A maximum height of 4.0m 

Information Desk
The exhibitor information desk will be open from the first day of build-up for general enquiries and information. The desk will be located at the registration area.

Late/Early Working

If you have appointed a stand contractor to build your open space stand, you must be assured that the design of the stand is such that it can be built within the specified times as stated in this manual. If you need to continue working outside the publicised hours, you will need to inform the Organisers Office situated at the front right hand side of the main exhibition hall by 14:00 on that day. You will also need to supply the names of all employees working and a main contact number.

The following charges will apply: 20:00 – 02:00 – $600 or $1000 for working all night. Please note that all payments must be made and a late working permit obtained before out of hours working can commence.

The exhibitor and contractor are fully responsible for obtaining insurance protection for his exhibits, property and personnel against all risks as stated in the General Conditions. Equipment should be insured both in transit and on location at the exhibition site for the entire period of the exhibition.

All copies of insurance policies must be uploaded onto the online system before the deadline. Failure to do so will result in exhibitor passes not being issued and access the halls being denied.

Insurance cover should include:

  • PLI (Public Liability Insurance to the value of US$2,000,000)
  • Personal Injury
  • Third Party Claims
  • Expenses incurred and/or losses of any kind, including losses resulting from the abandonment or postponement of the exhibition
  • Medical expenses and baggage cover
  • Value of the stand, including the fittings

If your coverage does not meet our regulations we can issue a policy that is valid from 13th June – 16th June 2021.

The cost of the policy is $500 and the payment is acceptable by credit card only

This insurance is available to exhibiting companies only, contractors much obtain their own insurance to the required level of cover

For further enquiries please contact the Operations Team on tel: +971 4 603 3300 or email: [email protected]

The official on-site freight handler for MRO ME 2021 is Airlink / GT Exhibitions Ltd, their contact details can be found in the official contractor list. For further information on delivery, transportation and removal of exhibits please contact them directly. Please note the following deadlines:

  • The latest date of arrival for LCL shipments or conventional cargo: 10 working days prior to delivery date
  • The latest date of arrival for FCL containers at Jebel Ali port, Dubai: 10 working days prior to delivery date
  • The latest date of arrival for Air Freight at Dubai Int'l Airport - DXB: 8 working days prior to delivery date

Deliveries to Site

Deliveries will not be accepted on-site before the following deadlines:

  • 13th June 2021 for all heavy or outsized items
  • 13th June 2021 for space only exhibitors
  • 14th June 2021 for shell scheme exhibitors

All deliveries must be marked up clearly, as follows:

*Exhibitor Contact & Company Name, Hall & Stand Number, Exhibitor Contact Number* MRO ME 2021
Airlink International UAE / GT Exhibitions
Hall no 2, Dubai International Convention Centre Sheikh Zayed Road, P O Box 34910
Dubai, United Arab Emirates Tel: +971 4 3325334
Attn: William Lobo

Please ensure that your exhibit materials are in the hall at least 2 hours prior to the official opening. Exhibit materials, including brochures, posters and samples etc. being brought to the halls after this time will not be permitted through the front main entrance doors. Only hand carried items may be brought into the hall during show open hours. Any items requiring a trolley or pallet truck must wait until after the show has closed.

Please ensure that anyone delivering goods to you knows your stand number, hall name and that they deliver them at an appropriate time when someone is on the stand to receive the goods.

For security reasons the Organisers are not able to accept deliveries on behalf of exhibitors.

Contractor Badges
Contractor Badges are issued by Dubai World Trade Centre on-site, however the 'Stand Design and Authorised Contractor' form available via the online exhibitor manual (Exhibitor Ordering System (EOS)) must be submitted prior to arrival on-site. (linkto: http://www.exhibitororderingsystem.com/auth/login/23)
Apart from the set up hours, contractors will only be allowed access into the halls during the show open timings, if they have been asked to attend to a stand due to an urgent or safety situation.

Temporary Contractor Badges
Local Contractors (UAE Based) Individual Application
All contractor staff must report to the cashier's cabin at either the Za'abeel or main marshalling yard (located opposite Hall 8) to receive a temporary contractor badge in exchange of a valid proof of identity. This can either be a UAE labour or UAE national ID card, UAE driving licence or a UAE government organisation ID card which will be kept at the cashier's cabin until the contractor badge is returned.

Please note wearing Hi-Vis vests is mandatory during the build up/ breakdown for everyone entering the halls. Entrance will not be permitted without Hi-Vis vest.

If you do not have your own then you can purchase them onsite for AED 15 per vest.

Covid-19 Stand Build Guidelines

Key considerations for Stand Contractors:
The material used for surfaces of walls, counters, floors, and furniture needs to be easily cleanableAfter taking intoconsideration product displays,models,walls,andfurniture etc. the stand design should ensure that a minimum 80% of the total space is open space. If there is a requirement that will impact this, then the number of people allowed on the stand needs to be adjusted.On the stand, reception counters, furniture, product displays and models need to be set back by a minimum of 1m to discourage queueing in aisles and to ensure social distancing.

Where exhibition stands have interactive displays and/or product demonstrations that involve visitors touching and using items, the exhibitor should ensure social distancing measures are in place, and that all items are wiped/sanitized betweeneach interaction.

Clear screens/shields should be provided on all reception counters. The number of staff at these counters should be limited to only one person at any time. Hand sanitizers should always be available at all reception counters.
For one-on-one meetings at the stand, it is recommended that protective screens be put in place.

Exhibition stand/conference giveaways are allowed only if there are individually sanitized and wrapped/packaged. Brochures are recommended to be provided digitally through QR codes. If physically handed, these should be individually sanitized and wrapped/packaged.

Stand Capacity
The maximum number of people permitted on a stand should correspond to 1 person per 4 sqm.The maximum number of people allowed at the stand at any time should be displayed in the front of the stand via a signage board or a sticker. The size of this sign or sticker needs to be a minimum of 50cmsx30cms.It is recommended that all stands have floor stickers to highlight social distancing within their stands.

Boardroom/Meeting Space on Stand
Board room space on the stand needs to be large enough to incorporate social distancing regulations. The capacity guideline (1person per 4sqm or minimum of 2 vacant seats equivalent between each person/seat if not from the single group) should be used to determine the number of people permitted within the space.Air circulation in enclosed areas should be considered.

Preventative Measures
Sanitizer’s need to be made available on all stands for both staff and visitors. Gloves can additionally be made available.No open water dispensers are permitted; only sealed bottled water will be allowed on stands– these are available for purchase via the Event Plus website.Storage behind perimeter stands is not permitted, any items (including stand material) found behind stands will be removed during the daily master cleaning.