Exhibition Technical Manual
Dear Exhibitor,
This webpage contains important information designed to assist you in preparing for the WSPID 2025 Exhibition.
The Exhibition will be held in conjunction with The 14th World Congress of the World Society for Pediatric Infectious Diseases (WSPID 2025), which will take place on 28-31 October 2025 in Bangkok, Thailand.
The exhibition floor plan has been designed to maximize the exhibitor’s exposure to the delegates.
Please read all the information in this webpage. It will take you very little time now and could save you a great deal of time later.
Please forward this link to everyone who is working on this project, including your stand builder, as it contains useful information about the Congress.
For further support please contact us at:
Ivette Sabau
Exhibition & Industry Coordinator
Login details to access the Exhibitor Portal will be sent to the company representative once the contract is signed.
The Portal enables Supporters and Exhibitors to:
- Submit Company logo and profile
- Order exhibitor badges
- Order Lead retrieval Application (Badge scanners App)
- Submit booth drawing (for “Space Only” booths)
- Submit other deliverables as per contract
To access the Portal, please click here.
Important Notes:
- The login details have been sent to the person signing the contract. This person is responsible for passing on the login details to a third party if needed.
- Access to all Portal services will be available only after submission of your company profile and logo.
- Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.
ACTIVITIES | DATES | HOUR |
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Exhibition Set-up | Monday. 27 October 2025 |
09:00 – 17:00 – Space Only Booths 17:00 – 22:00 – All booth Types All empty boxes, crates, and packaging materials must be removed by 21:30. |
Tuesday. 28 October 2025 |
08:00 – 11:00 – Decoration Only Booth areas must be fully cleared and clean by 11:00. |
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Exhibition Opening Hours | Tuesday. 28 October 2025 | 12:00 – 20:00 End of Welcome reception |
Wednesday. 29 October 2025 |
10:00 – 17:00 Coffee Breaks: 10:00–10:40 & 15:15–15:45 |
|
Thursday. 30 October 2025 |
10:00 – 17:00 Coffee Breaks: 10:30–11:00 & 15:35 – 16:05 Lunch Break: 12:30 – 14:20 |
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Friday. 31 October 2025 |
10:00 – 14:00 Coffee Breaks: 10:20 –10:50 Lunch Break: 12:20 – 13:45 |
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Dismantling / Breakdown | Friday. 31 October 2025 | 15:00 – 22:00 |
The timetable is subject to change.
Important notes:
- Empty crates and packaging material must be removed after set-up and no later than Tuesday, 28 October at 10:00.
- Please note that poster presenters and delegates will be in the exhibition area to reach the Posters area which will be active before and after the exhibition opening hours.
- All aisles must be clear of exhibits and packaging materials to enable cleaning.
- Set-up on Tuesday, 28 October – Keep noise levels to a minimum in order not to disturb the sessions in the adjacent halls.
- All exhibitors should be in their Booth 30 minutes before the official opening hour.
- Please do not leave any visible valuable articles at your stand. Please consider hiring security for your stand before/after exhibition Operation hours if needed.
- Dismantling of the stands before the official hour is not permitted.
- It is the exhibitor’s responsibility to dispose of all materials after dismantling. Any equipment display aid to other material left behind after Friday, 31 October at 22:00 will be considered discarded and abandoned. Any charges incurred for waste removal will be sent to the exhibitor.
Welcome Reception
You are cordially invited to the Welcome Reception which will be held in the exhibition area BH 2-3 Hall (Second Floor) on Tuesday, 28 October at 19:00h right after the Opening Ceremony ends. Exhibitors are asked to please man their booth during the Welcome Reception in the exhibition area.
Action Item | Deadline / Info | Contact Person | ||
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Company logo and profile | As soon as possible and no later than Monday, 22 September | Kenes Exhibitor’s Portal https://exhibitorportal.kenes.comIvette Sabau E-mail: isabau@kenes.com |
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Booth design for approval (Applicable for ‘Space Only’ booths) | Monday, 22 September | |||
Text for Fascia (Applicable for Shell Scheme booths) | Tuesday, 16 September | |||
Lead Retrieval Barcode Readers Order | Monday, 13 October Onsite rate will be applied for order received after this deadline |
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Extra Exhibitor badges | Monday, 13 October | |||
Electricity Order | Tuesday, 16 September |
PX SYSTEM CO., LTD. Please click and fill the following form: For shell schemes – 1 KW power is included Minmunta Phusitchotiwat (Min) April Soe |
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Shell Scheme Extras |
PX SYSTEM CO., LTD. Minmunta Phusitchotiwat (Min) April Soe |
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Graphics / Signage |
PX SYSTEM CO., LTD. Please click and fill the following form: Minmunta Phusitchotiwat (Min) April Soe |
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AV Equipment |
PX SYSTEM CO., LTD. Please click and fill the following form: Minmunta Phusitchotiwat (Min) April Soe |
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Furniture Rental | Friday, 19 September |
PX SYSTEM CO., LTD. Please review the cathalog and fill the following form: Minmunta Phusitchotiwat (Min) April Soe |
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Plants & Flowers | Monday, 29 September |
BITEC |
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Booth Cleaning | ||||
In-booth Catering No outside Food & Beverage will be allowed. |
Thrusday, September 18 |
BITEC To order coffee machine, bottled water, branded snacks: |
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Rigging (for space only) Exclusively for booths number 1 and number 10. |
Tuesday, 16 September |
To see the rules and regulations click here Exhibition Manager: |
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Dedicated Wi-Fi / Internet | Tuesday, 16 September |
BITEC |
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Shipping | ||||
Air freight – EZE / Sea freight – BUE | Arrival: Documents: 30 days before departing the freight from origin (medical/pharma/health…) Documents: 15 days before departing the freight from origin (catalogues, etc.) Pre-alert: 5 days before departing from origin.Air Freight – EZE: Cargo – Latest arrival at EZE Airport: 3–4 working days prior scheduled delivery date on booth. Sea freight – BUE: Cargo – Latest arrival at BUE port: • FCL: 7 working days prior scheduled delivery date on booth. • LCL: 10 working days prior scheduled delivery date on booth. |
DSV Fairs & Events SpainOlimpia Rodrigálvarez Lorena Perdomo |
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Courier (DHL, FedEx, UPS, etc.) | Courier companies cannot do the customs clearance of shipments for events or exhibitions as they need an importer with local country tax ID. Please avoid sending cargo with them. If you send cargo through courier companies, get in touch with DSV in advance to ensure viability and a smooth clearance.Please contact DSV for tailor made instructions. |
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Road freight or via Warehouse | Upon request |
*An exclusive service
Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth. The information obtained by lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication.
We are pleased to offer you the “K-Lead” Application: exhibitors can download the “K-Lead” app onto their own smart phone or tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge.
The advantages of the “K-Lead” application:
- Effortless process using registration badge barcode.
- Allows to immediately view the leads information.
- Ability to insert exhibitor’s comments for each lead.
- Application is available for download from Apple store or Google play: “K-Lead App”.
- Cost per unit – USD 700 (excluding 4% credit card charges fees, excluding VAT if applicable)
The Application should be installed on your company/personal device (tablet/smart phone). Operational information will be sent in due course.
To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com
Deadline: Monday, 13 October
Onsite rate will be applied for order received after above deadline.
Please note:
- Device is not included. The Application should be installed on your company/personal device (tablet/smart phone).
- In accordance with the general data protection regulation (GDPR), Kenes Group has updated its privacy policy. You can view our updated privacy notice here.
Kenes will not share delegate’s personal data with third parties without their consent.
Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition booths or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future. - Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details.
- In addition, please note that neither Kenes Group nor the Organising Committee is responsible for the content of the information.
Unlock the Power of K-Lead Plus:
- Automated Follow-up Emails: Immediately after scanning, send personalized emails to every lead. Make every connection count without lifting a finger!
- Tailored Email Customization: Craft the perfect message with customizable subject lines, email content, and signatures. Attach PDFs to add a polished, personal touch that stands out.
- Timely Engagement: Say goodbye to the hassle of manual follow-ups. K-Lead Plus handles it by sending tailored emails right after each scan, keeping your brand top of mind.
- Trackable Insights: Monitor how your emails perform with engagement metrics. Learn what works and refine your strategies for maximum impact, ensuring you’re always improving.
- Compatibility: K-Lead Plus requires at least one K-Lead license purchased.
Cost for K-Lead Plus: USD 750
Key Notes for K-Lead and K-Lead Plus:
- Device Not Included: The application must be installed on your personal or company device (tablet/smartphone).
- Reliable Data: Participant badge barcodes carry contact details as provided by registrants or their agencies. Note: Group registration may contain generalized information.
- Content Responsibility: Information content is managed by the registrant or their agency, not Kenes Group or the Organizing Committee.
- Easy Reservation: Secure your Wireless Barcode Reader by returning the completed credit card form.
- GDPR Compliance: We’ve updated our privacy policy in compliance with GDPR. Your personal data won’t be shared without consent. Presenting your badge for scanning implies consent to share your details.
- By purchasing the K-Lead and the K-Lead Plus, Exhibitors and Sponsors agree to Data Processing Agreement.
How to order K-Lead and K-Lead Plus? -> Please access the Exhibitor’s Portal https://exhibitorportal.kenes.com
Each exhibiting company is entitled to free exhibitor badges. The amount of free exhibitor badges is stated in your contract, and determined by your booth size.
Two exhibitor badges will be given for the first 9 sqm booked, and one additional badge for each 9 sqm thereafter.
Any additional exhibitor badge will be charged an exhibitor registration fee of 315 USD.
Exhibitors’ badges will display the personal names, and will allow access to the exhibition area, welcome reception and refreshments served during coffee and lunch breaks as indicated in the programme timetable. Exhibitor badges do not grant access to the Scientific Sessions.
Notes:
- Deadline for ordering additional exhibitor badges via the exhibitor portal: Monday, 13 October.
- Please make sure that your company profile has been submitted via the Exhibitor’s Portal before placing an order.
For any enquiries related to registration, please contact the Registration Manager, Ms. Mihaela Tsoneva by e-mail at: reg_wspid25@kenes.com
The exhibition floor plan has been designed to maximize the exhibitor’s exposure to the delegates. To access the exhibition floor plan and see the location of each booth, please click here
For full list of exhibitors and supporters – click here
Venue
Bangkok International Trade & Exhibitioon Center (BITEC).
88 Debaratna Road (km. 1) Bangna Tai.
Bangna, Bangkok 10260, Thailand
Click here for the virtual Tour
Exhibition Hall
The exhibition will be held in Hall BH 2 -3 which is located on level 2.
Kindly note that the hall name as will be displayed in all publications as well as onsite signage will be “Exhibition Hall”.
Click Here for venue’s map.
Floor
Maximum floor load: 200kg per sqm.
Floor finish: carpet
All construction must be supported by carpet to Protect the floor. Not allowed glue or unaccepted adhesive tape is to be used in laying the carpet or any other materials on the Centre’s floor. Only residue-resistant tape is allowed.
Build‐Up Height
– The maximum building height for the top of all elements is 3.5 meters (including hanging banners)
– Shell scheme booths build up height is 2.5 meters
- Details of hanging equipment and products on display must be submitted to customer service staff for review and approval always
- All decorations or constructions must be semi-finished structures.
- Exhibitors who will have booths higher than the maximum permitted height will not be allowed to set-up their booths.
- Any part facing adjacent booths that is above 2.5m in height (in case of back-to-back wall) needs to be designed with neutral surfaces (white).The backwalls (reverse side) of any booth that is adjacent to another booth – over 2.5m in height – must be nicely finished (no wiring, no graphics, no logo).
- The exhibitor must submit the machine perspective with an engineer (Professional Engineer/Associate Engineer) and is requiredto submit it to the Official Freight Forwarder of the organizer for approval at least 30 days before the move-in period.
Raised Floor / Platform
Please note that if your booth has a raised floor/platform, you are required to provide a ramp or sloped/ramped edging to ensure access for people with disabilities.
The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
- Before placing the platform, the exhibitor/stand builder must confirm that service(s) provide by the Official Contractor (electricity, water, cables, Internet, etc.) are in the right place. Access to the service points/water tramp/electricity tramp are compulsory when a platform is installed (keep those points accessible!). Once the platform is installed, no new services that need to go under it will be accepted.
Banners / Rigging From Ceiling
- Rigging is only permitted in Hall BH 2, and exclusively for booths number 1 and number 10.
- If rigging is required, please confirm no later than September 16. All rigging points are subject to venue approval and technical feasibility. Final confirmation will depend on the venue’s evaluation and authorization.
- Rigging Load Limits:
- Maximum load per rigging point (main beam): 200 kg
- Maximum total load per main beam: 2,000 kg
- Working at Heights:
- Contractors must wear a safety harness, helmet, and fall protection gear.
- Before accessing elevated areas, please inform the organizer Ivette Sabau at isabau@kenes.com, and check in with the security room staff (located behind the building) to exchange identification cards.
- Documentation Requirements:
- Exhibitors must submit a rigging perspective, including:
- Rigging plot
- Total weight of hanging equipment
- Certification by a Professional or Associate Engineer
- This documentation must be submitted to the organizer for approval by the specified deadline.
- Exhibitors must submit a rigging perspective, including:
Waste Removal
Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. Any discarded waste, including promotional material, left behind will be removed by the organizers at the expense of the exhibitor concerned.
We recommend Exhibitors using independent booth contractors to include a SITE VISIT in the planning process to assure a smooth and well planned set up. Please contact BITEC Center at: Nisarat.I@bhirajburi.co.th to coordinate a visit.
To ensure the smooth and efficient installation and dismantling of your booth, PX SYSTEM CO., LTD. has been nominated as the official general contractor for WSPID 2025 congress.
Shell Schemes which have been pre‐booked via Kenes include the following:
- Walling – standard shell scheme system, 2.4m-high
- Company name on Fascia board printed in standard lettering
- 1 socket 5Amp 220Voltm (1KW power)
- Carpet (Color Grey)
Image shown is for illustration purposes only
Note: Corner shell scheme booths are provided with two open sides and 2 fascia panels with company name.
Shell Scheme booths do NOT include:
- Booth cleaning
- Furniture Package
Furniture / Graphics / AV/ Extra Shell Schemes for your booth can be ordered directly with PX SYSTEM CO., LTD – the official general contractor by Tuesday, 16 September .
- For additional services, click here . To access the full catalogue, click here.
- Please click here and fill the form to order furniture Furniture Service
- For Graphics please click here.
- For AV please click here
For queries, please contact :
Minmunta Phusitchotiwat (Min)
Tel: +66 (0) 2180-0171-6 Ext. 205
E-mail: minmunta@pxsystem.com
April Soe
E-mail: april.soe@pxsystem.com
Fascia Sign
- Maximum of 21 characters (including spaces) may be written on your fascia.
- Please submit lettering for fascia via the Exhibitor’s Portal by Tuesday 16, September.
- If text for your fascia is not received by above deadline, we will provide you with a fascia title as per your application form.
Important Guidelines for Shell Scheme Booths
- All basic shell scheme booths will be designed and built by PX SYSTEM CO., LTD – the official general contractor.
- Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the shell scheme booth should indicate clearly on the location plan and forward it together with clear instructions to the official general contractor and the Exhibition Manager before Tuesday 16, September.
- No free-standing stand-fitting or display(s) may exceed a height of 2.5m or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
- It is not allowed under any circumstances to cut, nail or drill into or through the walls, facia, floor or ceiling.
- Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
- No painting is allowed; no usage of nails or screws.
- Double sided tape can be used to affix lightweight items as long as it does not leave mark or cause damage to the panels and booth structure. Velcro can be used as well (male & female).
- It is possible to use fishing line (nylon) to hang pictures etc.
- A back wall of a booth (any booth type) cannot be used by other exhibitors.
- Excess stock, literature or packing cases may not be stored on, around or behind booths.
- Exhibitors requiring additional equipment may review the Furniture Service or contact the official general contractor by the published deadlines. See the “Deadlines & Key Dates” section for more information.
Exhibitors using independent contractors are required to submit the following for approval by Monday, 15 September
- A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed booth to be built.
- Electrical connections – a list of all appliances. (no water connections)
Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com
The space only should request electricity through an Order Form. Please click and fill the following form: Electricity Service
Build‐Up Height
– The maximum building height for the top of all elements is 3.5 meters (including hanging banners)
– Shell scheme booths build up height is 2.5 meters
Design Guidelines:
- All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining booths, or damaging the premises.
Exhibition material that is placed outside the booth will be removed at the exhibitor’s expense. - Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved
- Island booths should be partly accessible on all “open” sides. You are only allowed to build walls that cover up to 30% of each side. We try to keep the exhibition as open and inviting as possible.
- Construction finish must be perfect in all the booth’s visible areas, including rear sides and booth ceiling. Please keep in mind that your booth may be viewed from the upper floor.
- Raised floor/platform: please note that if your booth has a raised floor/platform, you are required to provide a RAMP or sloped/ramped edging for handicapped access. The platform sides must be closed and finished neatly.
- The platform edges must be safe, secured and easily visible.
Note: if your booth has a sloped edging around its entire perimeter, a separate ramp is not required.
- Walls must be clad on the reverse side to present an aesthetic appearance from aisles and adjoining stands. Any part facing adjacent stands that is above 2.5m in height needs to be designed with neutral surfaces (white). The backwalls (reverse side) of any booth that is adjacent to another booth over 2.5m in height must be finished in white. The back wall (reverse side) must be free of any wiring, graphics, or logos.
- Advertising on the boundary with other booths is prohibited.
- Multilevel structures are not permitted.
- Arches, bridges or similar construction connecting two or more booths are not permitted
- A back wall of a booth (including shell scheme booths) cannot be used by other exhibitors.
- The maximum building height for the top of all elements in the booths is 3.5 meters (including hanging banners)
- Ceiling Rigging is permitted in hall BH2. Please refer to “Hall Specification and Important Technical Information” section for further information.
- All stands are required to have corner guards or bevelled edges.
- Special care must be taken to ensure that the visitors will be inside the booth and not standing in the aisle. For example:
- Screens or any kind of equipment to be shown or demonstrated may not be placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
- Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth)
- Coffee bars or other F&B-stations must be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle
Kindly note:
- The organiser will not approve booths that do not comply with the accepted standards until the necessary changes have been made.
- Work cannot commence until the booth drawings are approved by the organizer.
- Catering is exclusive to BITEC and should be ordered in advance.
- For any food and beverages requests for your booth, you are welcome to do so directly with BITEC at: bitec-onlineorder.com
- Email: info@bitec-onlineorder.com
- Deadline: Thursday, September 18
- Please take into consideration that lunch and refreshments will be served in the Exhibition Hall according to the Congress timetable.
Electricity Order / Shell Scheme Extras / Graphics and Signage / AV equipment / Extra Furniture
Deadline: Tuesday, 16 September 2025
PX SYSTEM CO., LTD.
Please click and fill the following form:
Minmunta Phusitchotiwat (Min)
Tel: +66 (0) 2180-0171-6 Ext. 205
E-mail: minmunta@pxsystem.com
April Soe
E-mail: april.soe@pxsystem.com
Plants & Flowers
Deadline: Monday, 29 September 2025
BITEC
How to register and Order
bitec-onlineorder.com
Email: info@bitec-onlineorder.com
Booth Cleaning
The organiser will arrange for general cleaning of the exhibition premises prior to the opening of exhibition and daily prior to opening thereafter (i.e. aisles and passages).
This excludes cleaning of stands, exhibits and displays. Exhibitors are responsible for individual stand cleaning.
Stand cleaning services may be hired through the venue. General cleaning will be provided before opening and daily. To arrange daily booth cleaning, please:
BITEC
How to register and Order
bitec-onlineorder.com
Email: info@bitec-onlineorder.com
In-booth Catering
BITEC
To order coffee machine, bottled water, branded snacks:
bitec-onlineorder.com
Email: info@bitec-onlineorder.com
- BITEC, has exclusive catering rights for all events taking place in the BITEC. All food and beverages required must therefore be ordered and supplied through the venue.
- Late orders requested on the day of the event cannot be guaranteed and specific delivery times can not be confirmed.
- Deadline: Thrusday, September 18
Rigging (Space Only Booths)
Only available in Hall BH2, and exclusively for booths 1 and 10.
Deadline: Tuesday, 16 September 2025
- All rigging points require venue approval and technical evaluation.
- Load Limits:
- Max per rigging point: 200 kg
- Max per main beam: 2,000 kg
Contact:
Ivette Sabau – isabau@kenes.com
Waste Removal
- Should an excess of debris be expected during the construction or breakdown of your stand, exhibitors would be required to hire a skip for removal of such.
- During the build-up and breakdown days of the exhibition, the aisles of the venue/s must not be obstructed with packing, construction material or debris. Contractors building “space only” or custom built stands or interior designs are responsible for removing their own building waste and off-cuts from the site at the end of each day.
Dedicated Wi-Fi / Internet
Complimentary Wi-Fi will be provided by the congress during official congress days at most areas. This public Wi-Fi connection is limited for basic web browsing or checking emails.
Should you have any internet-based feature/device/activity at your booth (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your booth (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.
Important:
- Please be advised private Wi-Fi networks installations in the booth are not allowed.
- The venue and the organizer reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage.
For dedicated internet services (wired or wireless), please contact:
BITEC
How to register and Order
bitec-onlineorder.com
Email: info@bitec-onlineorder.com
DSV Fairs & Events Spain has been nominated as the official freight & onsite handling contractor for this congress. For safety, insurance, and efficiency reasons, DSV are the sole official contractor to handle cargo inside the venue.
DSV offers the following services: Customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition Hall and onsite supervision.
Contact information:
DSV Fairs & Events Spain
Olimpia Rodrigálvarez
E-mail: olimpia.rodrigalvarez@dsv.com
Office: +34 954325842
Lorena Perdomo
E-mail: lorena.perdomo@dsv.com
Office: +34 930260837
For Shipping Instructions –DSV ES – Shipping instructions WSPID 2025 Bangkok
Stand builders are prohibited from using trolleys during set-up and dismantling periods. Kindly note that the official contractor is the exclusive agent for move-in and move-out of the venue. Exhibitors and stand builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with DSV.
Insurance of Goods: All cargo should be insured from point of origin. DSV can assist if needed
Important Information Regarding Direct Deliveries to the Venue:
Courier:
Courier companies (FedEx, UPS, DHL, etc.) cannot do the customs clearance of shipments for events or exhibitions as they need an importer with local country tax ID. Please avoid sending cargo with them.
In case you send goods through courier companies contact DSV in advance to ensure viability and smooth clearance. Any deliveries made directly to the venue without going through DSV will be at the exhibitor’s own risk. Please contact DSV for tailor made instructions.
Any deliveries made directly to the venue without going through DSV, will be at the exhibitor’s own risk. If goods do not arrive on time or are mislaid, the organizers and DSV will not take any responsibility.
Exhibitors who choose to proceed with direct deliveries must strictly adhere to the following guidelines:
- All deliveries must have a special label attached. These labels can be obtained from DSV.
- Please be advised that neither the organiser nor the venue can accept deliveries on an exhibitor’s behalf and arrangements must be made for a booth/company representative to be available when deliveries are made.
- As a courtesy to the delegates and your fellow exhibitors, deliveries or the removal of any equipment to/from booth must be made 30 minutes before or after exhibition opening
Rules and Regulations –Binding for all exhibitors and their subcontractors
Animals
No animals are permitted in the venue or exhibition halls.
Build-Up & Dismantling Period
During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol and drugs.
The Exhibitors and contractors are required to wear the necessary personal protective equipment such as safety footwear, protective helmets, eye protection, and hand protection required by the specific work activity.
The use of cutting machines, welding machines, sanders and spray guns is strictly forbidden.
Children
No person under the age of 18 years can be admitted to the Exhibition, either during build‐up, opening days or breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the exhibition.
Compressed Gases
Use of compressed gases is not allowed.
Damage to the Building
Exhibitors are liable for all damage caused to floors, walls, and pillars during the installation, Exhibition, and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls, and pillars.
Disposal of Material
It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.
When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the venue in removing this property will be charged to the exhibitor.
Fire Regulations
Stand material and fittings must be non-flammable or impregnated treated with fire-retardant chemicals.
As a general rule, easily inflammable synthetic substances, foam polyester, and non-fireproof straw and reeds are prohibited.
Exhibitors are prohibited from covering displays with drop cloths, sheets, table cloths or other non-flame resistant material.
Fire Insurance (compulsory)
Exhibitors must be insured against fire.
Health & Safety
It is the responsibility of the stand holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
It is recommended that the stand holders appoint a supervisor for the stand, with the specific responsibility for ensuring the health & safety of their staff and stand builders. It is advisable that a Risk Assessment is completed for the stand and submitted to the organisers.
Hanging of posters, banners or decals, stickers or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the venue are not allowed without a prior written authorisation.
Operable Walls
No banners, posters or signage may be attached to or hung onto any of the venue walls (operable or otherwise).
Insurance (compulsory)
Exhibitors are required to take out appropriate Insurance. Third part liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
Neither the organisers nor the venue, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
The organisers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organisers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance that covers all injuries to persons and damages that might cover in connection with the exhibition.
Exhibitors are personally liable for all expenses incurred by the organisers or by third parties in regard to technical services provide.
We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.
Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organisers against all claims and expenses arising from any damages.
If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organisers find it necessary to change the dates of the Exhibition, the organisers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
The organisers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the venue or any part thereof in any manner whatsoever.
Security
Safety and Security of Material: Please do not leave any bags, boxes or suitcases unattended at any time, whether inside or outside the exhibition area. The organizers and venue cannot accept liability for loss of or damage to private property or goods.
Neither The venue nor the organisers can accept responsibility for the security of the stands and their contents and for damage to, or theft of any goods. Exhibitors are fully responsible for the security of their stand and equipment.
Please refer to “Booth Services” section for further information regarding security.
Sound Equipment and Music
In general, the use of sound equipment/music in booths is permitted as long as the noise level does not disrupt the activities of neighbouring exhibitors.
Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).
It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.
Live music is not allowed.
The organisers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud
The organisers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
Exhibitors are reminded that third party copyrights should not be infringed. The organisers have no copyright responsibility in respect of any exhibiting company.
Proper dispensation must be obtained and any royalties due, paid prior to the use of materials. Should any copyright dispute arise, the organisers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.
Promotional Activities
All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
Advertising material and signs may not be distributed or displayed outside the exhibitor’s booth.
Advertising activities must not cause obstructions or disturbances in the aisles or at neighboring booths.
The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
Smoking Policy
BITEC operates a NO SMOKING policy anywhere inside the building.
An Exhibitor intending to present and/or display equipment/exhibit product at their stand must:
- Give proper consideration to the safety of conditions under which the exhibit will be demonstrated.
- Securely install all working machinery to prevent base slippage and position such machinery so that the operation thereof will not cause intrusion into the aisle or otherwise prove hazardous to any persons.
- Adequately guard all moving parts of machinery to prevent injury to any person.
- Isolate starting devices to prevent operation by any visitor or other unauthorized person.
- Ensure toxic fumes, exhaust and/or other irritants caused by the exhibits / products are not released into the exhibition hall. Prior approval from the relevant controlling authority, in addition to that of the venue, must be obtained for such purposes.
- Ensure that adequate protection is provided to prevent damage to the hall flooring, carpets and facilities.
- Any damages caused will be the responsibility Exhibitor concerned who will be charged accordingly.
- Ensure that all the relevant local Government authority licenses and/or permits are obtained and stipulated regulations and conditions are observed and abided by for the demonstration and/or use of electronics, radio and/or satellite receiving and/or transmitting equipment.
Special Effects
Special effects lighting, live music, smoke and laser projection may not be used in the stands.
No permission will be given for projection in the aisles or on the walls of the hall.
Waste Removal
Exhibitors are responsible for the removal of all refuse/waste from the exhibition area.
Any discarded waste, including promotional material, left behind will be removed by the organisers at the expense of the exhibitor concerned.
All activities of an exhibitor, including advertising must be conducted in a manner complying to the rights of other Exhibitors. No exhibit will be permitted which interferes with the use of the other exhibits or impedes access to them or the free use of the aisles. The venue and the organizer reserves the right to limit and/or restrict any operation which, for any reason, might be considered objectionable, without any liability for refund and/or damage.
Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.
We are committed to sustainability and we encourage all of our exhibitors to do the same. CLICK HERE for some practical tips and tricks that you can implement right away.
Official Contractors and Recommended Suppliers:
Electricity* / Furniture Rental / Additional Booth Fittings / Graphics & Signage / AV Equip.
PX SYSTEM CO., LTD.
Minmunta Phusitchotiwat (Min)
Tel: +66 (0) 2180-0171-6 Ext. 205
E-mail: minmunta@pxsystem.com
April Soe
E-mail: april.soe@pxsystem.com
In-Booth Catering
BITEC
Papassanan Kaewpanpong (Miss)
Mobile: +66 94 249 9592
E-mail: Papassanan.K@bhirajburi.co.th
To order coffee machine, bottled water, branded snacks:
bitec-onlineorder.com
Email: info@bitec-onlineorder.com
Booth Cleaning / Rigging & Forklift* / Security* / Plant Decor
BITEC
bitec-onlineorder.com
Email: info@bitec-onlineorder.com
Nisarat Intharakasedt (Ms)
Mobile: +66 90 418 9882
E-mail: Nisarat.I@bhirajburi.co.th
Hostesses & Temporary Staff Hire – Recommended supplier
BIC EVENT
Nadi Shin Thant (Nadi)
E-mail: info@bicevent.me
International Shipments
DSV Fairs & Events Spain
Olimpia Rodrigálvarez
E-mail: olimpia.rodrigalvarez@dsv.com
Office: +34 954325842
Mobile: +34 628930293
Lorena Perdomo
E-mail: lorena.perdomo@dsv.com
Office: +34 930260837
Mobile: +34 627582484
Kenes Group Contacts:
Congress Secretariat
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel: +41 22 908 0488
E-mail: wspid@kenes.com
Exhibition Manager and Industry Symposia Coordinator
Ivette Sabau
E-mail: isabau@kenes.com
Industry Liaison & Sales
Cristobal Bozdogan
Tel: +34 662-38-73-56 | E-mail: cbozdogan@kenes.com
Registration Specialist
Mihaela Tsoneva
Tel: +359885440701 | E-mail: reg_wspid25@kenes.com
Hotel Accommodation
Karen Resnick
E-mail: kresnick@kenes.com
https://hotels.kenes.com/congress/WSPID25
There is an increasing number of fraudulent websites that are attempting to impersonate WSPID 2025. All official communications about the WSPID 2025 Congress are managed by Kenes Group. Please exercise caution if contacted by other organizations claiming to represent WSPID 2025. For any questions about sponsorship please contact, Cristobal Bozdogan, Industry Liaison & Sales Associate, at cbozdogan@kenes.com