Terms & Conditions
- INTRODUCTION TO ICWC
1.1 DEFINITIONS & CONVENTIONS
Please note that the following definitions will apply to this entire document:
i. ICWC refers to the International Conference & Exhibition of World Culture.
ii. ICWC 2023, ‘Exhibition’ refers to the ICWC 16-19 NOVEMBER 2023 held at World Trade Centre Kuala Lumpur (WTC), from 9.00am to 9.00pm.
iii. Organizer refers to UDSMedia Sdn. Bhd.
iv. Exhibitor refers to any participant who has purchased exhibition space and/or who is promoting, selling, displaying, or advertising any products and services during the ICWC at the venue.
v. ‘Booths’ refers to both standard shell scheme booths and space-only booths.
vi. ‘Official Contractor’ refers to ES EXHIBITION SERVICES SDN. BHD. the official contractor appointed for this ICWC for all shell scheme booths and country pavilions.
vii. ‘Venue’ or ‘Landlord’ refers to the management/owners of World Trade Centre Kuala Lumpur (WTC).
viii. ‘Premises’ refers to the ICWC exhibition areas and the general property of the World Trade Centre Kuala Lumpur (WTC).
1.2 EXHIBITOR CATEGORIES
Please note the following categories of exhibitors below. Rates and requirements for participation depend on which size of booths you successfully register under.
A – Heritage & Natural Environment World
Tourism companies and agencies promoting heritage and natural environment tourism. State and national tourism organizations promoting natural attractions and community-based tourism. Hotels, GSAs, Cruise, Airlines, Theme Parks and other places of attraction promoting natural environment and heritage sites.
B – Food and Drink World
Processed Food & Drinks, Ethnic & Non-Ethnic Restaurants, Cafes, Food Trucks, Bakeries, and Catering Businesses showcasing their products and services.
C – Wellness & Medicine World
Spa products, spa and wellness places, traditional health products, processed products, natural products for promoting wellness and medicine.
D – Fashion and Textile World
Textile manufacturers and retailers, clothing and carpet companies, traditional fashion, shoes, natural products, fashion trendsetter companies, cosmetics, accessories, watches & jewellery, sports associations, and sporting goods companies.
E – Language, Art and Literature World
Universities, institutions, training centres, associations, language schools, Apps, publishing companies, bookshops, art galleries, dance schools, music schools, instrument manufacturers & retailers, recording companies promoting language, art, and literature.
F – Celebrations and Festivals World
Festivals, events, and celebration organizations and companies showcasing cultural and traditional celebrations and events.
G – Science and Technology World
Science organizations & associations, data centres, computer companies, production, and digital art associations and companies, advertisement companies, software companies, consumer goods companies, games, e-sport companies, and gadgets showcasing the latest in science and technology.
H – Architecture World
Architecture companies, theme parks, and interior design companies showcasing their latest works in architecture, painting, sculpture, crafts associations, companies or individuals, antique markets, mosques, temples, and churches promoting their artistic and architectural heritage.
- APPLICATION TO PARTICIPATE
i. All applications to participate as Exhibitors in the ICWC must be made via online using the official ICWC Registration Link.
ii. All participants must submit a copy of their valid license during the registration through the period of the ICWC. Those without the license will not be entertained.
iii. The submission of the ICWC Registration via online shall be deemed as the applicant’s interest to participate as an Exhibitor in the ICWC and the applicant’s acceptance and agreement to be bound by the Rules & Regulations of the ICWC.
iv. ICWC reserves the right to accept or reject any application without disclosing the reasons thereof.
v. Registration of exhibitors on the registration day will be by the sequence of the registration number generated once online registration is completed by the company / organization.
vi. The ICWC Secretariat Office in Kuala Lumpur will begin accepting ICWC Online Registration starting from Tuesday, 1st Aug 2023, 02.00 pm until all booths taken up.
vii. Even though exhibitors have registered, exhibit companies are reminded that booths are NOT guaranteed but subject to availability of booths in the hall.
viii. Upon a company registration, our office will issue an invoice of the total cost involved to your company for payment for your participation in the ICWC.
ix. Acceptance of registration during the registration period is subject to availability of booths. Once the maximum number of booths available is taken up, all subsequent requests will be placed in a waiting list.
x. Reservation of booth is not allowed and will not be entertained.
xi. Confirmation of booth is not at a point of online registration is completed.
xii. The Organizer reserves the right to cancel, postpone or shorten the ICWC in the event of any unforeseen circumstances that are beyond the control of the Organizer.
xiii. If the Exhibition is cancelled, all payments made shall be refunded. No other claims or compensation will be entertained.
- BOOTH CONFIGURATIONS & FEES
3.1 BOOTH CONFIGURATIONS
i. Exhibitors can opt to purchase standard shell scheme booths in 18 sq. meter (6m x 3m) or 9 meter (3m x 3m) blocks or space-only booths in 18 sq. meter. Please note that special conditions apply to booths designated as Premium Areas (See “Section 3.3 – Premium Areas” for more details).
ii. Exhibitors who have registered and paid for standard shell scheme booths are strictly not allowed to change to space-only booths area during the fair (16-19 November 2023).
iii. Exhibitors occupying shell scheme booths must use the system exactly as erected by the Main Contractor. Exhibitors, who are found to have dismantled any part of the structure provided, will be required to have the structure re-installed prior to the opening of the show.
iv. Any change of booth type after 1 October 2023 is STRICTLY NO REFUND.
3.1.1 STANDARD SHELL SCHEME BOOTHS (Type 1) Each standard shell scheme booth (6m x 3m) with 2.44m height includes the following:
a. Informa on counter x 2 unit
b. Folding chair (white) x 4 unit
c. Fascia name (company name) x 2unit
d. Fluorescent tube x 2 unit
e. 13-amp power socket x 2 unit
f. Shell scheme booth 6m x 3m
g. Wastepaper basket x 2
3.1.2 STANDARD SHELL SCHEME BOOTHS (Type 2)
Each standard shell scheme booth (3m x 3m) with 2.44m height includes the following:
a. Information counter x 1 unit
b. Folding chair (white) x 2 unit
c. Fascia name (company name) x 1unit
d. Fluorescent tube x 1 unit
e. 13-amp power socket x 1 unit
f. Shell scheme booth 3m x 3m
g. Wastepaper basket x 1
No financial credit will be given for any shell scheme package item not utilized.
3.1.3 SPACE-ONLY BOOTHS
Exhibitors wishing to purchase space-only booths are required to purchase a minimum of 18 sq. meters (i.e. 2 x booth spaces of 3m x 3m each).
3.2 HALL DESIGNATION
Note that halls may be designated for certain types of products and services themes and may be restricted to certain categories of Exhibitors.
3.3 STANDARD BOOTH FEES
3.4 PREMIUM AREAS
i. The Organizer has designated specific Premium Areas in level 3 & 4.
ii. Premium Area booths are available for Country Exhibitors only.
iii. Allocation of Premium Area booths will be assigned during the booth balloting session.
3.5 REFUNDABLE SECURITY DEPOSIT
i. Exhibitors from all categories are required to pay a refundable security deposit to the Organizer.
ii. Security deposit will be refunded when Feedback & Statistic Forms are submitted by 8 December 2023. Failure to submit within the deadline, security deposit will not be refunded.
iii. Security deposit will be refunded within 30 days after the Exhibition.
3.6 REGISTRATION FEE
Registration fee of RM 200 is applicable for all the Categories. In the event of a cancellation or not eligible to participate for whatever reason, the registration fee is nonrefundable.
3.7 DOUBLE-DECKER BOOTHS
i. Airspace charges of 20% of total built-up area cost applies to Exhibitors constructing double-decker booths on level 4 only.
ii. A minimum requirement of 16 booths (i.e. minimum total ground space of 144 sq. meters) is required and only 50% of total booth space can be used to construct double-decker booths.
iii. Any Exhibitor intending to construct double-decker booths, please inform the ICWC Exhibition Secretariat.
iv. Please note that other technical restrictions and limitations may apply depending on booth design and Venue rules and regulations.
v. Maximum height for Double Decker booth is 6.0 meters with endorsement by the Venue.
4. PAYMENT TERMS & CANCELLATION CHARGES
4.1 TERMS OF PAYMENT
i. Registration must be made together with full payment before the Assignment of Booths.
ii. Full payment consists of the following:
a. Booth Rental
b. Registration Fee of RM 200
c. Refundable Security Deposit
iii. All registrations made with full payment are subject to final acceptance by the Organizer.
iv. If the registration is not accepted, then the payments made will be returned.
4.2 PAYMENT METHODS
Direct transfer of payment to UDS MEDIA Sdn Bhd can be made to the following bank account:
Bank: Maybank Berhad
Account Number: 562209634827
SWIFT code: MBBEMYKLXXX
Kindly email (exhibition@icwc.global) a copy of the payment transaction slip to the ICWC Secretariat immediately.
4.3 CANCELLATION CHARGES
i. In the event of any cancellation and/or default in payment by an Exhibitor, the Organizer reserves the right, on a strictly without prejudice basis, to cancel the application without any refund of payment made.
ii. The Organizer shall also have the right to re-let these booths to another Exhibitor.
iii. Where the Organizer has chosen to re-let said booths but is unable to do so or otherwise is only able to re-let the same at a lower rate, the Exhibitor in default shall, without derogation of the Organizer’s other rights in law or in equity, be liable to pay, amongst others, the losses incurred by the ICWC as a result thereof as damages.
iv. In the event of a cancellation, the registration fee is non refundable.
5. BOOTH ALLOCATION SYSTEM
5.1 BOOTH BALLOTING, SELECTION OF LOCATION & ASSIGNMENT OF BOOTHS
i. Booth Balloting & Selection will be held at ICWC HQ Office, Kuala Lumpur on a date and time to be advised.
ii. Balloting and Selection Process will be done separately by Category.
iii. Exhibitors will select their booths from the areas designated for them based on their pre-defined categories (see “Section 1.3 – Exhibitor Categories” for more details).
5.3 BOOTH AVAILABILITY
6. EXHIBITION RULES & REGULATIONS
6.1 EXHIBITOR BADGES
i. Exhibitors shall be provided with five (5) Exhibitor Badges per booth, FREE of charge. Additional Badges can be purchased from the Organizer at RM10.00 per badge prior to the Fair.
ii. Exhibitors are required to wear their official ICWC Exhibitor Badges and lanyard at all times within the Fair area.
iii. Exhibitor Badges are non-transferable.
6.2 BOOTH DESIGNS
i. All booths MUST BE carpeted.
ii. All ticketing agent exhibitors must designate queuing area for customers without disturbing and blocking the passageway, and neighboring booths. For example, to build queuing system using queue rope. (See Appendix A).
iii. Helium balloons are NOT ALLOWED in any hall in WTC. Any request will not be entertained.
iv. All tables or counters must be set inwards 0.5 meters from the booth border line.
v. If an Exhibitor intends to construct a wall along the perimeter of their booths facing walkway, the wall must only be 1/3 the length of either the width or length of the booth perimeter and in accordance to individual hall booth height restriction and must be set inwards 1.0 meters from the booth border line.
vi. The standard height of perimeter walls must not exceed hall’s booth restriction from the floor level (See Appendix A).
vii. Walls must be back-clad, lighted & decorated on both sides to present a clean appearance from gangways and adjoining stands. Exhibitors must ensure that a plain solid wall will not be seen from the aisle.
viii. For “Space-Only” booths, a drawing in duplicate showing the plan view (with measurements in meters and centimeters) and an artist’s impression must be submitted to the Organizer prior to commencement of work.
ix. For “Space-Only” booths the Organizer reserves the right to require the Exhibitor to change, modify, lower or shorten any back and/or side walls proposed in the drawings if, in the opinion of the Organizer, such walls will obstruct the reasonable exposure of any adjacent exhibition booths.
x. All booths must be constructed with back and side walls, except for island booths which do not require any walls.
xi. In the case of a one-corner booth, a back wall and one side wall must be constructed, while a two-cornered or perimeter booth requires only a back wall.
xii. Where a structure such as a wall or a sign exceeds the height of the neighboring booth, the Exhibitor with the higher wall must decorate the visible portion to a standard acceptable to the organizer.
xiii. Booth drawings and lighting plans must be submitted to the Organizer no later than 5:00pm on Monday, 16 October 2023, failing which the Organizer is entitled to terminate the contract strictly without liability and retain all payments made by the Exhibitor. Original drawings (hard or soft copy) and not facsimile transmitted copies are required.
xiv. No booths may be constructed until these plans/drawings have been duly approved by Organizer. Stand structures or designs which are not approved, must be altered or removed. Exhibitors or their appointed contractors will be responsible for all costs incurred with regards to the necessary alterations.
xv. Non-submission of these drawings within the stipulated period is considered a breach of the Rules & Regulations of the ICWC.
6.3 BOOTH FITTINGS
6.3.1 CONTRACTORS
i. The Organizer has appointed an Official Contractor for all the construction of all shell scheme booths. However, an Exhibitor may employ a contractor of his choice to construct booth interiors and any free-standing displays or fitments which may be required provided that the said contractor concerned is registered with and approved by the Venue and has conformed to all the rules and regulations of the ICWC.
ii. For safety reasons, only the Official Contractor can carry out any and all electrical wiring and connections.
iii. Exhibitors must refer to the Official Contractor to obtain approval if changes need to be made to the standard wiring laid out by the Official Contractor. The Organizer reserves the right to stop all activities of an Exhibitor should it deem that electrical rules and regulations have been breached.
iv. All contractors are expected to clean the booths and remove all construction debris before hall closing time on build-up day.
v. Before a contractor is permitted to start work, either the contractor or the Exhibitor is required to place a refundable Performance Bond of RM3,000.00 for booth space with the Organizer and sign an undertaking to guarantee conduct, proper schedule of production and observance of the ICWC and Venue rules and regulations. Only when this Performance Bond is placed and the undertaking signed, would the contractor be allowed to bring in materials into the halls to commence work.
vi. The Performance Bond to ensure that the rules and regulations are abided by, to cover any damages arising directly or indirectly from any infringements, and to settle all payments for supply and services rendered during the exhibition or for the purposes of the exhibition.
vii. Provided no damage is caused during build-up, fair days and teardown, the Performance Bond shall be returned to the contractor / Exhibitor, in full within 30 days of the completion of the ICWC.
viii. Any other contractor is required to pay a non-refundable administration fee of RM 20.00 sq. meters to the Official Contractor prior to commencing work, processing of communications, management function including securing approval from the relevant authorities.
x. A maximum purchase of six (6) Contractor Badges at RM10.00 per badge, that are valid during the build-up and teardown periods only, will be issued for every 9.0 sq. meters of construction up to a maximum purchase of fifty (50) badges per Exhibitor. Contractor Badges can be replaced at a cost of RM20.00 per badge. Contractor Badges are valid only for build-up and teardown days and not during the 4 days of the ICWC.
xi. Remarks: The Organizer reserved the right to charge the exhibitor for late check out/finish work after 10.00pm, on Tuesday, 14 November 2023. Charges will be advised later.
6.3.2 BOOTH FITTINGS & DISPLAYS
i. For shell scheme booths, no additional booth-fittings or displays may be attached to the shell scheme structure except for those approved by the Organizer. Any protruding or cantilever signage must conform to the specifications approved by the Organizer (See Appendix A).
ii. Neither fittings, displays or self-adhesive stickers/signs may be attached to or suspended from the pillars/ceiling of any part of the exhibition halls, nor any item be nailed, screwed, drilled or punched into the floor. If this instruction is ignored, the Venue/Organizer has the right to remove the items and charge the Exhibitor/contractor concerned for any damage caused.
iii. Exhibitors wishing to construct a false ceiling at their booths must submit duplicate drawings to the Organizer for approval by the Fire & Safety Authority. Ceilings can only be constructed of large mesh or egg box materials which permit the passage of water in the event of a fire.
iv. False ceiling above 18 sq. meters is required to provide with fire protection equipment (Smoke detector, fire extinguisher or sprinkler system)
v. 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 the Organizer.
vi. No nailing or drilling will be allowed. If you require assistance in hanging or displaying your exhibits, please consult the Official Contractor. No painting or wall papering on the shell scheme booth panels is allowed. Exhibitors who wish to have the panels painted must inform the Official Contractor who will provide quotations on request.
vii. The maximum allowable lightings per booth are as follows:
a. Shell scheme booths (per 9.0 sq. meters):
- 4 X units 100-watt spotlights OR
- Any electrical lighting up to a maximum of 400-watt loading.
b. Space-only booths (per 9.0 sq. meters):
- Any electrical lighting up to a maximum of 500-watt loading.
c. All lighting order to submit with lighting plan indicating position of lighting or power socket location.
d. Lighting installation on site will be given priority for those submitted together with full payment.
e. Any changes on site will be imposed & relocation fee of RM50.00 per unit.
viii. Each 13 Amp single-phase power outlet is allowed to accommodate up to a maximum sharing of two (2) PC terminals only.
ix. Application of any electrical isolator such as 30 Amp single-phase or three-phase power outlets will be subject to the approval of the Organizer.
x. All Exhibitors must prepare and display an A3-sized copy of their valid business license at a prominent location easily visible to visitors and the Organizer. Non-display will be deemed as a serious breach of the rules and regulations of the ICWC.
xi. The official registered name of the Exhibitor must be more prominently displayed at all times.