Exhibitor Manual

Food & Beverage and Hospitality 2018


Exhibitor Manual

28th September – 1st October 2018

Bhrikutimandap, Kathmandu





General Manager                                                 - Meenu Rajkarnicar (9851020528)

Exhibition Floor Manager                                     - Savera Shrestha (9803543688)

Special Events                                                     - Avinash Pal (9808468325)

Information Desk                                                 - Suraj Thapa (9849215080)

Operations                                                           - Arun Nakarmi (9818109002)

Logistics                                                              - Raju Luitel (9801130282)

Maintenance                                                       - Dhurba Lamsal (9841451190)

Freight/ Security/ Entrance/ Exit                         - Yugal Lebar (9841131849)

Accounts / Kit Distribution                                  - Navina Khadga / Parvati Rimal


Organizer’s Office / Information Desk                 - Between Entrance and Exit

Ticket Booth                                                         - South Gate

Special Events Hall                                              - West End Indoors

Food Festival                                                       : Outdoors (West End)

Toilets                                                                   : East Entrance



Press Conference                     : 2:45 PM, September 7th, 2016, Moods Lounge, Thapathali

Exhibitors Briefing Session       : 3:45 PM, September 7th, 2016, Moods Lounge, Thapathali



          Big Exhibits Move-in: September 12th, 6:00 PM onwards

          Stand Build-up (Space Only): September 13th, 8:00 AM onwards

          Stand Build-up (Shell-scheme): September 14th, 8:00 AM onwards

          Stand Build-up Closure: September 15th, 12:00 PM sharp

          Exhibition Inauguration: September 16th, 10:30 AM


Exhibition Opening Hours:

September  15th          : 08:00 AM - 12:00 PM: Booth Build-up

                                     : 05:00 PM - 07:00 PM: Special Preview Cocktail Reception

September  16th           : 09:45 AM - 11:00 AM: Exhibitors Entrance / Stand Delivery

                                     : 11:00 AM - 06:00 PM: General Visitors

September  17th             : 09:45 AM - 11:00 AM: Exhibitors Entrance / Stand Delivery

                                     : 11:00 AM - 06:00 PM: General Visitors

September  18th           : 09:45 AM - 11:00 AM: Exhibitors Entrance / Stand Delivery

                                     : 11:00 AM - 06:00 PM: General Visitors

September 18th             : 7:30 PM – 11:00 PM:  Stand Clearance



All booth build-up and décor should be completed by September 15th, 12:00 PM. All exhibitors shall leave the hall at 12:00 PM. The hall will close for the evening cocktail reception set-up and will open at 4: 30 PM for exhibitors. Entry is strictly for exhibitors with an ID card. The Sneak Preview Cocktail Reception will start at 5:00 PM and close at 7:00 PM. We strongly urge exhibitors to offer sampling tasting during the cocktail reception.


Shell scheme booth: walls on three sides, 1 table, 2 chairs, 2 tube lights, 1 plug-point (5/15 Amp) and a fascia name for your organization.

Custom built booth: Space only with 1 plug-point (5/15 Amp).



All the exhibitors are requested to collect the kit and ID cards from the Organizer’s office. Please note, that without the ID cards, no one is allowed to enter the Expo Hall even during the built up and décor period.


Three ID cards will be issued for each shell scheme booth exhibitor. Additional ID cards will be issued at an extra cost of Rs. 200 each. Extra ID cards shall only be distributed on September 16th.


      You will receive 20 invitations for every stall you book. They will be included in your kit. Additional invitations will be provided at the cost of Rs.20 per invitation or free against an approved list of invitees and their contact information in soft copy format.


Please, check the exhibitor’s kit at the time of receiving and sign the receipt



                  a.       You may work on the decor of your stand on September 14th  from 8:00  AM onwards

b.      Delivery vehicles must wait in line in order to park at the entrance gates and must leave as soon as the unloading is complete. Please, follow traffic guard instructions

c.       Use of halogen lamps and bulbs beyond 100 watts in their stall is not allowed. Any such lamps and bulbs will be immediately removed by the exhibition management.

d.     I.D. Cards will be required to enter the Exhibition Hall during the stall decoration days. Stand décor helpers shall be issued special temporary stickers


Custom-built Stands on Raw Space

Raw Space contractors’ information, construction drawing, and lighting distribution plan should be submitted to the organizer for review before the commencement of the exhibition build-up.


The transportation, assembling, dismantling and the removing of custom-built stands are the responsibility of the Exhibitor or its appointed contractor. All such work must be carried out according to the arrangements and within the time limits specified in this manual.


Custom-built stand exhibitor must accept full responsibility for the public safety of the stand.


Electric current will be supplied in 15 Amp single phase. For extra power, please, refer to the attached extra item form and must order at least 02 days before the exhibition starts.


Works such as cutting and welding iron and aluminum cannot take place indoors. Outdoor space and power points shall be provided.



If you require the following extra items for your booth, please, fill in and turn in the Extra Items Request Form at the earliest. They will be available as per availability and lead time.

·         Stall Attendants

·         Potted plants and flower vase

·         Lights

·         Furniture

·         Daily lunch delivery




No sign boards or banners are allowed to be put inside the compound of Bhrikuti Mandap or inside the exhibition hall. However, you can do so inside your own stall.



Audio equipment should be operated at a moderate volume so as to not disturb fellow exhibitors.



The exhibition hall will have been cleaned upon your arrival in the morning. Please, put your waste in a plastic bag and trash outside the stall for pick up in the morning.



While the organizer or the exhibition management shall provide general security during all hours of the Exhibition, the organizer or the exhibition management shall not be responsible or liable to the Exhibitors or to anyone for loss, theft or damage of Exhibitors’ products and materials on display. The Exhibitor shall ensure his displays against loss or damage by theft, fire and any other natural calamities, or any cause whatsoever. The Exhibitor shall be responsible and pay as per venue management billing for any damage to the structure, floor, wall pillar and any a part of the Exhibition venue caused by his staff or contractor in the transportation, removal of refuse and/or decoration works. The organizer or the exhibition management shall not be responsible or liable to the Exhibitor or to anyone at the booth or in the Exhibition hall for any accident happening or injury suffered or for any damage to or loss of any chattel sustained in the areas of the Exhibition.


I.D. Cards must carry your name, organization name, and stall number. It must only be used for you and your stall attendants. Please note that without I.D. Cards, no one will be allowed to enter the hall during the decoration period and the pre-opening period each day.


Please note that the following timing will be strictly maintained for security reasons:


Ticketing will close at 6:00 pm. Exhibition Entrance will be closed at 6:15 pm. All the visitors will leave the hall by 7:00 pm. At the instruction of the Exhibition Manager, all the Exhibitors shall leave the hall at 7:30 pm at the same time. Remain at your stall until an exhibition security person signals you for departure.


Exhibition Entrance will be open for Exhibitors only at 09.45 am to take possession of the stall. The Exhibition will open at 11.00 am for the public. Please be present at the Exhibition Hall before 09.45 am sharp.


Security Tips:

a.    Follow above regulations.

b.    Do not misuse and be careful with your I.D. Cards

c.     Do not leave your stall unattended.

d.    Do not blindly trust temporary stall attendants.

e.    When you leave at night, cover your stall with cloth and unplug all electrical appliances.

f.     Report any suspicious people and objects immediately to the Exhibition Manager.

g.    Be especially careful on stall decoration day (September 13th -15th, 2018) and stall dismantling day (September 18th, 2018). This is when most theft occurs or when people             tend to misplace their belongings.

h.    Do not panic in an emergency. Wait for instruction from the Exhibition Manager. If you are instructed to leave the hall, leave the hall quietly and in an orderly manner.


You may clear your stand on September 18th, 2016. You have to start clearing your stand after 7.30 pm and finish before 11.30 pm the same day.




Special Events Hall is available for exhibitors only when the regular special events are not taking place. Please, contact Avinash Pal at House of Rajkarnicar (9808468325 / 5543018 / 5543019) to book time slots



Please, contact Yugal Lebar of House of Rajkarnicar (9841131849), if you require any assistance for any of the above matters.





The winners shall be awarded a certificate and a prize of 9 sq. meters exhibition space in Food & Beverage and Hospitality 2016. The judgment and decision will be made by prominent visitors of the Food & Beverage and Hospitality 2016.


       A. Best Exhibition Award

        The award is given to one exhibitor who has the best display design and the most effective presentation.

       B.   Best Promotion Award

          The award is given to one exhibitor who presents the most unique and new product or service in the most effective manner to the visitors.

      C.   Best New Product Award

         The award is given to one exhibitor who has the most effective and creative advertising campaign for drawing the visitors to their booth.

D.    Best Visitor Interaction Award

      The award is given to one exhibitor who has the most dynamic interaction in the booth. The exhibitor shall also

      be judged based on the activities, visitor engagement and the presence of senior staff at the booth.



Arun nakarmi, Operation Manager (9818109002)

Raju Luitel, Exhibition Logistics (9801130282)

House of Rajkarnicar, Pulchowk, Lalitpur

Tel: 977 – 1-5543018, 5543019


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