Exhibitor Technical Guide
UITP Mobility & City Transport Exhibition
8 to 10 June 2015
MILAN – Italy
www.uitpmilan2015.org
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Dear Exhibitor,
This exhibitors’ manual has been specially prepared to assist you with your participation at
the UITP Mobility & City Transport Exhibition to be held in Milan from 8 to 10 June 2015.
You are requested to read this manual carefully and thoroughly in order to be familiar with
the preparations and procedures for the show.
To facilitate your participation and to ensure smooth operations, you must adhere strictly to
the stipulated deadlines.
While every effort will be made to maintain the procedures and rates quoted in this manual,
these may vary in accordance with any changes and fluctuations in the cost of labour or
materials occurring prior to the exhibition which may be beyond the control of the Organiser.
For further information or assistance, please contact Jean-Frédéric Charles at +32 788 01 20
or by email: jeanfrederic.charles@uitp.org.
We look forward to welcoming you in Milan for the UITP Mobility & City Transport Exhibition.
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CONTENTS
EXHIBITION OVERVIEW/GENERAL INFORMATION
5
Exhibition Venue Address
5
The Venue Map
5
Exhibition Timetable
6
CONTACTS
7
Organizer
7
Official Services Contractors
7
EXHIBITOR CHECKLIST
9
EXHIBITION CATALOGUE ENTRY
9
LOGISTIC
10
Shipping and On-site handling
10
Nominated Partners
10
Shipping via Courier
10
Delegate bag insert shipping & UITP Media Partner shipping
11
Shipping deadlines
11
Marking & Packing
11
Delivery, Access & Truck Marshalling
12
ACCESS CONTROL - Badges
Exhibitor Badges
12
12
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DILAPIDATION
13
GUIDELINES FOR SHELL SCHEME EXHIBITORS
13
STAND CONSTRUCTION
16
PILLARS – SPECIAL INFORMATION
16
Stand Construction approval
16
Basic rules for stand design & construction
17
Construction’s heights
20
RULES & REGULATIONS
25
COMPULSORY INS APPLICATION FORM
25
RULES FROM THE ORGANIZER
26
RULES FROM THE EXHIBITON CENTER – MiCo
29
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EXHIBITION OVERVIEW/ GENERAL INFORMATION
Exhibition Venue Address
MiCo - Milano Congressi
Main Entrance: GATE 4 – Viale Scarampo (Colleoni Tower)
IT- 20149 Milan
ITALY
Tel. +39 02 4997.6275
uitp2015@fieramilanocongressi.it
www.micmilano.it
The Venue Map
Level 0 is Hall 3
Level 2 is Hall 4
Exhibition Registration will be on level 1, the intermediate floor, also called “Mezzanine Level”
Exhibitors Entrance during Building Up and Dismantling Days: GATE 9 – Viale Teodorico
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Exhibition Timetable
Item
Date
(From)
Date
(To)
Timing
(From)
Timing
(To)
Moving in
03-06-2015
03-06-2015
08:00
15:00
03-06-2015
03-06-2015
15:00
19:00
04-06-2015
07-06-2015
08:00
19:00
Official build-up
Deadline for completion of stand build
07-06-2015 at 19:00
Exhibition opening ceremony and visit
08-06-2015 at 09:30 till 10:30
Followed by the Congress Opening Ceremony
at 11:00 till 12:30 in the Congress area.
Event Days and Opening Hours
Exhibitors
Day 1
Day 2
Day 3
Visitors
Day 1
Day 2
Day 3
Freight collection and empty cases
Official Tear-down
08-06-2015
09-06-2015
10-06-2015
08-06-2015
09-06-2015
10-06-2015
08:30
08:30
08:30
18:30
18:30
17:00
08-06-2015
09-06-2015
10-06-2015
08-06-2015
09-06-2015
10-06-2015
09:30
09:00
09:00
18:00
18:00
16:30
10-06-2015
10-06-2015
11-06-2015
12-06-2015
10-06-2015
10-06-2015
11-06-2015
12-06-2015
17:30
20:00
08:00
08:00
19:00
19:00
19:00
19:00
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CONTACTS
Organizer
UITP Exhibitions Department
6 rue Sainte-Marie
BE- 1080 Brussels
Belgium
Contact Person: Jean-Frédéric Charles
Tel: +32 2 788 01 20
Fax: +32 2 660 10 72
Email: jeanfrederic.charles@uitp.org
Website: www.uitpmilan2015.org
Official Services Contractors
Venue Services







Electricity, Water, Compressed Air
Rigging
Catering
Audiovisual
Telecom (Internet, Telephone, Fax)
Security
Stand cleaning
MiCo - Milano Congressi
Main Entrance GATE 4
Viale Scarampo (Colleoni Tower)
IT- 20149 Milan
ITALY
Tel: +39 02 4997 6110
Fax: +39 02 4801 0270
uitp2015@fieramilanocongressi.it



Shell scheme (equipped stand)
Additional furniture and equipment
Stand construction
Please order via the Exhibitor Services Website:
http://es.fieramilanocongressi.it/
Login & Password are provided by MiCo
Official Stand Contractor
MiCo - Milano Congressi



Shell scheme (equipped stand)
Additional furniture and equipment
Stand construction
Contact details : Same as above
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Stand construction approval
Deadline: 01/05/2015
FRANSQUIN & CHAIBAN
Exhibition Architect
Ms. Ryma Taleb
Tel : +32 (0) 2 536 01 65
rtaleb@fcintl.com
Please note that your stand design will also have to be approved by MiCo.
It might thus take up to two weeks for you to get the approval.
We therefore ask you to take this parameter into consideration and
to provide the exhibition architect with your stand design and measurements well in advance.
The Exhibition Architect will take care of the coordination with MiCo.
Please do not communicate your stand design directly to MiCo.
Recommended freight forwarder and customs European International Fairs Limited
Mr. Jim Callaghan
Tel: +44 (0)1732 860 330
Fax: +44 (0)1732 860 331
jim.callaghan@european-intl.com
Accommodation
Newtours Venue Italia Srl
via tito speri, 8 – 20154 Milano - Italy
T +39 02 91434076
F +39 02 91434069
uitp2015hotel@newtoursvenueitalia.com
EXCLUSIVITY
Please note that for catering, all the exhibitors are obliged to pass by:
COMPASS GROUP
Email: luca.viola@compass-group.it
Full contact details on the Exhibitor Services Website in the category “Contacts”
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EXHIBITOR CHECKLIST
Item
Deadline
Submit Exhibition Catalogue Entry
08-04-2015
Submit stand’s plans to the architect for approval
01-05-2015
Exhibitor Badges - update and quantity
01-05-2015
Electricity, Water and Compressed Air
06-05-2015
Company name on fascia for Shell Scheme exhibitors
If any artwork to print and paste (logo, etc.)
22-05-2015
15-05-2015
EXHIBITION CATALOGUE ENTRY
All the exhibitors are entitled to one advertisement (in colour - A4 size) in the official exhibition
catalogue. The cost of it is included in the compulsory application fee, marketing and PR
package of 1000 € paid by all the exhibitors. This also applies to all the co-exhibitors.
Here are the technical specifications for the advertisement:
- PDF file in high resolution (minimum 300 dpi) / not too heavy: Maximum 5MB.
- Size: A4 (210mm X 297mm)
- Add 3 mm more if your advertisement is to be printed full page (full bleed)
- The advertisement should contain a white border and the cutting marks on the 4 corners.
In addition to this A4 advertisement, you are entitled to have in the Exhibition Catalogue:
-
Your company profile (50 words maximum)
-
Your contact details (Exact company name, address, telephone, fax, email,
contact person, email of the contact person).
All this material is to be uploaded via the Exhibitor Area on the event’s website
(www.uitpmilan2015.org) before the 08-04-2015. Please note that this Exhibitor Area will only
be activated late November 2014. You will receive your login and password at that time.
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LOGISTICS
Shipping and On-site handling
We have appointed European International Fairs Ltd as the official freight forwarder and onsite handling contractor for the UITP Mobility & City Transport Exhibition – Milan 2015.
Contact details are as follows:
Jim Callaghan
European International Fairs Ltd
Units 6/10, Skitts Manor Farm
Moor Lane, Marsh Green
Edenbridge, Kent TN8 5RA
Tel: + 44 1732 860 330 / Fax: +44 1732 860331
Email: jim.callaghan@european-intl.com
Please refer to the link below for their shipping guidelines and tariff
http://www.european-intl.com/showforms/uitp_sit.pdf
Please note some key points:
Nominated Partners
Please open the link to our experienced and reliable partners who can take care of all your
shipping needs from your door, your supplier’s door, from anywhere in the world, to your
stand in Milan and back again. All are experienced in shipping exhibition materials and work
with us on a regular basis. They will take care of all the necessary arrangements, and can
guide you through the whole process at a local level. Alternatively we are happy to work
with your preferred forwarder, booth contractor or with you directly.
Shipping via Courier
If you plan to ship by courier please note the MiCo Milano Congressi will not receive or sign
for any shipments on your behalf. We can receive courier shipments at our advance Milan
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warehouse or direct at the fair during the official build up times. For small courier shipments
please consign your shipment in accordance with this link Shipping by Courier. Please note
this is only cost effective for small packages and shipments that do not exceed 20 kilos. For
shipments above 20 kilos the full handling tariff will apply please refer to the Shipping
Guidelines & Tariff.
Delegate bag insert shipping & UITP Media Partner shipping
Please refer to the following links as applicable:
Delegate Bag Inserts this is only applicable for shipments for UITP that are to be inserted /
included in the delegate bags.
Media Partner this is only applicable for shipments of magazines etc. that are for inclusion /
display on the UITP.
Shipping Deadlines
All shipments should arrive by the following dates:
Airfreight International shipments (arr. Milan
MXP airport)
7 working days prior to your preferred
delivery date
Airfreight EU shipments (arr. Milan MXP
airport)
3 working days prior to your preferred
delivery date
Ocean Freight (FCL) Genoa / La Spezia
12 working days prior to your preferred
delivery date
Ocean Freight (LCL) Genoa / Milan
20 working days prior to your preferred
delivery date
EU Road freight (via our advance Milan
warehouse)
From May 25th to May 29th
EU Road freight (unloading at venue direct
to the stand)
In accordance with the official build days on
a targeted basis
Marking & Packing
Please ensure that your items are packed in robust, re-usable crates/cases, suitable for transit
both to and from the event. We strongly recommend using screws or hinges rather than nails.
Crates built of timber from outside the EU must be manufactured of treated or processed
wood, compliant with ISPM15 regulations. All pieces / crates should be clearly marked in
accordance with our shipping instructions. With our shipping instructions we have formatted
labels for your use.
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Delivery, Access & Truck Marshalling
Please refer to the Shipping Guidelines & Tariff for delivery instructions. For the ease of
deliveries there will be a truck marshalling / schedule system in operation and this will be
notified to all exhibitors one month in advance of the show date.
ACCESS CONTROL - Badges
Contractor badges: access to the exhibition area and marshalling yard during the
build up and tear down periods.
Congress delegate badges: access to the exhibition area during the exhibition time.
Visitor badges: access to the exhibition area during the exhibition time.
Exhibitor badges: access to the exhibition area and marshalling yard during the build
up and tear down periods as well as during the exhibition time (and one hour before
and after the official exhibition visit hours).
For exact timing, please check the exhibition time table on page 6 of this technical guide
Exhibitor Badges
The Exhibitor badges will not state any individual name or job title.
Only the name of the exhibiting company will be mentioned.
Every exhibiting company will receive a determined number of exhibitor badges
depending of the size of the stand.
0 – 19 m²
20 – 49 m²
50 – 99 m²
100 – 500 m²
5 badges
10 badges
25 badges
50 badges
Every extra requested (and justified) exhibitor badge has to be ordered before the 1st
of May 2015 by sending an e-mail to jeanfrederic.charles@uitp.org.
UITP may offer you free extra badges if the request is justified.
Please note that your exhibitor badges have to be collected in one time by one
representative of your company from the Organizer office located at the Mezzanine
floor (Level 1, between Hall 3 and Hall 4) as of the 4th of June 2015 at 10:00.
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DILAPIDATION
Exhibitors are liable for any damage they may cause to buildings, floors, walls,
columns or to any shell scheme equipment or any other exhibitor's property.
Exhibitors are also responsible for any damage caused by their agents or contractors.
No e xhibitor may apply paint, lacquer, adhesives or coating to the building or
shell scheme panels nor drill holes into the floor.
The organiser will inspect the halls before build-up and after dismantling of the
stands and any damage caused will be charged directly to the exhibitor. This
includes a charge for removing any carpet tape or heavy building waste left
behind.
GUIDELINES FOR SHELL SCHEME EXHIBITORS
The shell scheme (equipped stand) includes: separation walls, carpet, fascia with
company name of the exhibitor, daily cleaning of the stand; and per module of
12m²: 1 electrical connection socket (consumption included), 3 spot lights, 1 table, 2
chairs, 1 coat hanger and 1 waste bin.
The description (material + electrical system) and the design of the shell scheme can
be found next page (page 12).
Fascia, Logos & Special Designs
Please insert the exact company name you would like to see appear on the fascia of
your stand online on the Exhibitor Services Website in the category “Fasciaboard
name choice” (Maximum 24 characters) before the 22th of May 2015.
For the printing of logo on the fasciaboard or Forex panel (on the back wall), you can
upload your printing file directly online on the Exhibitor Services Website before the
15th of May 2015. For other specific printings, you can contact the Official Stand
Constructor directly at uitp2015@fieramilanocongressi.it.
Additional Equipment
The additional furniture and audiovisual equipment catalogue can be found on this
link: http://es.fieramilanocongressi.it/
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STAND CONSTRUCTION
PILLARS - SPECIAL INFORMATION
The exhibition halls (Hall 3 & Hall 4) contain many pillars that can happen to be inside
your stand. Please take it into consideration and inform your stand constructor about
the construction and the technical restrictions related to these pillars.
ALL the electrical connections on the pillars must obligatory remain accessible.
There are different kinds of pillars. Please read carefully the information on pages 21
to 24. For any question, please contact the organizer (contact details on page 7).
Stand construction approval
It is COMPULSORY for all Raw Booths to carefully read the Technical Regulations of MiCo and
to fill in and send for approval the SICU Form to MiCo.
Both documents are downloadable directly online on the Exhibitors Services Website in the
section: Useful Documents.
The Design, the measurements and other details of your stand arrangements must be
provided to the Exhibition Architect:
FRANSQUIN & CHAIBAN
Exhibition Architect
Ms. Ryma Taleb
Tel : +32 2 536 01 65
E-mail : rtaleb@fcintl.com
Before the 1st of May 2015
This is applicable for ALL THE STANDS (except Shell scheme stands)
(Please note that Double-decker stands are allowed in Hall 3 only, NOT in Hall 4).
The design of all the stands must be approved by the Exhibition Architect AND by the
Exhibition Center MiCo. It might thus take up to two weeks for you to get the
approval. We therefore ask you to take this parameter into consideration and to
provide the exhibition architect with your stand design and measurements well in
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advance. The Exhibition Architect will take care of the coordination with MiCo. You
don’t have to communicate your stand design to MiCo.
Special attention will be given to the design and the height of the walls, which could
harm the visibility of the neighbor stands. A fair play attitude is requested.
Basic rules for stand design & construction
- Rule of the 45°
Illustrations on the next two pages
- Rule of the 2/3 -1/3 for each open side of your stand (A-B=2/3)
Illustrations on the next two pages
- The partition wall between two stands do not have to exceed 2,5 meters.
If, for any reason, you need to have a higher partition wall:
- It has to be specifically approved by the architect.
-The other side of your partition wall (your neighbor’s side), above 2,5 meters, will
have to be flawless painted in a neutral color (white or grey)and without any
graphics or logos of your company.
- Possibility to have at the edge of your stand a graphic totem higher than 2,5 meters if it
does not exceed 1 meter large.
- Rules for double-decker stands (allowed in Hall 3 only):
- Rule of the 2 meters (Illustration on page 19 – drawing 4)
- Stairs of minimum 1,2 meter large
- For the 1st floors of 50 meters or more, a second emergency stairs is obligatory
- An access ramp for Disabled persons is obligatory if the stand’s floor is higher than 4mm.
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Small Pillars in hall 3 and 4
All the pillars in hall 3 are small pillars
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Pillars in hall 4
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RULES & REGULATIONS
The rules and regulations produced by MiCo and the Organizer will be observed and
enforced, at all times by exhibitors, contractors, and subcontractors.
As per MiCo Technical Regulations Book, Art. 9 - p. 23, it is COMPULSORY that before
entering the Fiera Milano / Fiera Milano Congressi Gates, ALL Exhibitors have to be
insured, by means of a Property All Risks coverage, according to the rules listed
below.
All Exhibitors must complete the compulsory INS application Form, as a declaration of
value of all the assets brought / used into the fair-ground, and return it to the Fiera
Milano
Insurance
Broker
MARSH
by
fax:
+39.02.4540.2035.
> Click here to download the INS application Form
You can be insured applying one of the two following options:
1) Through your own “Property” Insurance Policy, submitting for approval to the
attention of Fiera Milano Insurance Broker (MARSH: fiera.milano@marsh.com) the
declarations you can find at Art. 6.c points a) and b) of the INS Form. These policies
will be considered valid, ONLY if, they are "Property All Risks Policies", and contain a
clause waiving the right to claim compensation from third parties, including Fiera
Milano Congressi SpA, Fondazione Fiera Milano, Fiera Milano SpA, their affiliates, the
Organisers of the Event and any third-parties in any way involved in the Organisation
of the Event.
The declarations you can find at Art. 6.c of the INS Form must be submitted to our
Insurance Broker (MARSH: fiera.milano@marsh.com) within and not later than 30 days
before the beginning of the Event.
2) For those Exhibitors who do not own a Property Insurance Policy or do not have an
adequate coverage level (see point 1), Fiera Milano Congressi can provide them with
the insurance service. Exhibitors can get it at the amount of € 95.00 + VAT (if
applicable).
This service consists of an All Risks Transport and Storage Coverage up to 25,000.00
Euros.
The insurance service can be booked on line:
http://es.fieramilanocongressi.it/
Category: Insurance Coverage
********
Supplementary Insurance are due ONLY for the Exhibitors declaring values (by means of the INS Form)
higher than 25,000.00 Euros. The coverage for the declared extra value is COMPULSORY and the
premium to be paid will be - on request - determined by MARSH and the payment must be made
directly to the Insurance Broker MARSH: Fax. n. +39.02.4540.2035 – Tel. +39.02.4540.2033 – mail:
fiera.milano@marsh.com
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RULES FROM THE ORGANIZER
Insurance
Postponement or cancellation of the Exhibition: Each exhibitor is reminded that he is
responsible for effecting insurance cover for expenses due to the postponement or
cancellation of the exhibition for any reason.
Exhibitors are responsible for insuring their goods against loss or theft. We recommend
them to take out a trade fair and exhibition risk insurance.
Consignment of the exhibiting space
Exhibitors are required to register at the Organizer’s desk in the Entrance of Hall 4
before starting any construction works.
All parties granted access to the venue shall comply with the instructions and
dispositions given by MiCo in the present regulations as well as those given in the form
of signs or written notice. Access to the fairground for the stand’s building up and
dismantling phases is limited to the days and times indicated on the time table.
Outside these periods, it will not be permitted to bring in or out material or for
personnel to remain within the exhibition center premises.
Access to the fair site requires a valid admission ticket issued by the Organizer. Visitors
may only enter the fair site during opening hours; exhibitors may gain admission at the
times indicated in the time table in this technical guide.
Organizer’s responsibility
The Organizer shall neither be held responsible for any restriction which prevents the
construction, finishing, alteration or dismantling of the stand nor for the movement of
exhibits or the failure of any service provided by the hall personnel or caused by
circumstances which are not under its control.
Occupying space conditions
An exhibitor will not be permitted to occupy the space booked or allocated until the
Organizer in respect to the contract has received full payment of the agreed rental
fee.
All the payments should be fulfilled before starting the building up as there will be an
entrance control at the doors. Failure to make such final payment by the agreed
date will result in the loss of any deposit previously paid and the full amount for the
rental of exhibition space will still remain due. This will also result in the cancellation of
the space booked, which will be immediately reallocated to another exhibitor.
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Availability of the stand area
The premises will be made available to exhibitors from 3 June 2015 at 08:00 and must
be completed for occupation of the exhibition at 22:00 on 7 June 2015. The exhibitors
must make sure that stand constructors commit themselves to respecting this
deadline.
Exhibitors shall keep their stands open throughout the opening hours. It is expressly
forbidden to start any sort of stand dismantling on Wednesday 10 June 2015 before
closing time at 16:30.
Smoking in the Venues
MiCo venues are no smoking. Smoking is permitted outside the building only, away
from the building entrances.
Offensive Displays
Organizers reserve the right to request the withdrawal of any visual display that may
be considered offensive or is subject to reasonable complaint.
Animals at the Venues
No animals are allowed in the venues.
Exhibitor Access to the Halls
Exhibitors accessing the halls must display their exhibitor badges for entry into the
halls.
Persons without exhibitor badges will not be allowed to enter.
Exhibitors setting up their displays must only do so after completion of the stand.
Persons accessing the stand whilst it is being constructed, which includes all fittings
and fixtures work, will do so at their own risk.
Contractors Access
Contractors must only be in the halls during an exhibition where they have been
asked to attend a stand that requires attendance due to an urgent safety situation
otherwise all works must be carried out after visitor hours.
Promotional activities
Promotional activities should be staged within the confines of the stand and not at
the edge of thereof; No trading or advertising activities may be carried on within the
fair site premises without the Organizer’s permission.
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Noise prevention
In order to prevent excessive machine noise exhibitors shall, if necessary, use sound
absorbers, exhaust silencers, soundproof confinements or shields. Demonstrations of
machines, musical instruments, loudspeakers, bells, sirens, high-frequency appliances,
etc., which are associated with noise or other forms of disturbance, may only take
place at times reserved for this purpose by the Organizer. The Organizer reserves the
right to restrict or prohibit such demonstrations. Exhibitors shall have no claim to
compensation in the event of such prohibition.
The sound should be directed towards the interior of the stand and not outside; the
noise level at the perimeter of the stand may not exceed 70 dB.
The neighboring stands should not suffer of visual or acoustic interference.
Housekeeping and Discarding of Materials
MiCo requires exhibitors and contractors to maintain clear and safe walkways around
the halls during build-up, operation and tear-down in order that staff, contractor
personnel and emergency equipment can move around the halls without
unreasonable obstruction.
Stand material and equipment must be kept in a reasonably orderly arrangement
and any materials that are to be discarded must not be left lying around the floors to
act as a fire, trip or slip hazard. We would request that discarded material be bagged
to enable a safe and efficient removal. Any perishable or food products must be
removed by the exhibitor and not left in the halls where it may become a hazard.
All timber sections that are not contained within a dedicated area and where there is
risk to persons from protruding nails must be de-nailed to eliminate this hazard.
The exhibitors and contractors must take a responsible approach to the building up of
combustible material in the halls.
Cleaning
Exhibitors shall keep their rented spaces in a clean and orderly condition.
Tel +32 2 788 01 20 |Fax +32 2 660 10 72 |Email jeanfrederic.charles@uitp.org |Website www.uitpmilan2015.org
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RULES FROM THE EXHIBITION CENTER - MiCo
It is COMPULSORY for all Raw Booths to carefully read the Technical Regulations of MiCo and
to fill in and send for approval the SICU Form to MiCo.
Both documents and other important documents are downloadable online on the Exhibitors
Services Website (http://es.fieramilanocongressi.it/) in the section: Useful Documents.
Your login and password are provided to you by MiCo: uitp2015@fieramilanocongressi.it
Tel +32 2 788 01 20 |Fax +32 2 660 10 72 |Email jeanfrederic.charles@uitp.org |Website www.uitpmilan2015.org
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