EXHIBIT GUIDELINES
(EFFECTIVE JANUARY 2004)
A. BOOKING PROCEDURES / APPROVAL PROCESS
1. Applicants requesting to lease spaces for exhibits should submit a proposal
letter outlining date, concept and preferred venue to:
MS. SANDY A. ESPINOSA
Advertising and Promotions Manager
Commercial Center Group
Ayala Land, Inc.
5th Level, Glorietta 4
Ayala Center, Makati City
FAX# 752-8013 / 7999 / 98
2. The Commercial Center Group's Advertising and Promotions Department
(CCG-A&P) will evaluate submitted proposal. Upon approval of proposal:
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2.1 Applicant is informed of approved concept, date and venue through a reply letter. The reply letter will be sent together with the exhibit guidelines, rate card and layout.
2.2 Applicant is required to pay 50% of the total venue rental charges as reservation fee to accept/confirm the date and venue given by Ayala Land, Inc. This 50% will be applied to the total venue rental charges. Please note that this fee is for the reservation of dates and venue. The confirmation of the exhibit is still subject to approval of concept and other requirements, after a series of pre-production meetings. The exhibit will only be confirmed upon signing of contract between Ayala Land, Inc. and applicant.
2.3 Should there be a request for re-scheduling of booking, notice should be given 30 days before the original schedule. Re-scheduling of booking will only be accommodated once.
For cancellation of bookings, notice of cancellation should be given 30 days before the original schedule, for 50% refund. The reservation fee will be forfeited if cancellation is made after the 30-day period.
2.4 A series of pre-production meetings will be scheduled.
FIRST MEETING (Applicant and CCG-A&P)
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Applicant to present the ff. Documents for discussion and approval:
1. Lay-out and perspective of exhibits
2. List of prospective exhibitors and merchandise mix
3. List of on-site requirements like security, janitorial, sound and light equipment
4. Programme/schedule of activities
5. Merchandising and promotional activities (plan, design and text)
6. List of prospective sponsors and their proposed activities
7. Mandatory security and janitorial requirements – note that Ayala Land, Inc.
will inform applicant of required headcount of guards and/or janitors, traffic enforcers, based on applicant’s activities and upon consultation/approval
of the Ayala Center Association (ACA) and / or Ayala Security Force (ASF).
- Ocular inspection, if necessary, can be arranged
- Discussion on preliminary costings
SECOND MEETING (Applicant and CCG-A&P)
- Presentation of revisions in requirements, layouts/designs, merchandise
and exhibitors (if any)
- Approval of plan and sponsors' activities
- Finalization of costings
THIRD MEETING (Applicant and CCG-A&P)
- Signing of contract covering all agreements
- Billing for all charges
- Set deadline for full payment
2.5 The necessary permits will only be issued upon compliance with the following requirements:
- Submission of approved layouts, perspectives and designs
- Submission of approved list of exhibitors, sponsors and merchandise
- Full payment of all event related charges
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B. EXHIBIT GUIDELINES
EXHIBIT MATERIALS:
1. All requirements of the exhibits to be provided by the organizer (i.e. panel boards, tables, etc). Only exhibit space/s are provided by Ayala Land, Inc.
2. The maximum height of booths and panel boards is six (6) feet. Specific to the Glorietta Activity Center, maximum height is eight (8) feet.
3. For exhibits using a booth system, one back wall measuring six (6) feet high is allowed, keeping three (3) sides open. For Glorietta 4 exhibit spaces, however, only table top exhibits are allowed.
4. Overall lay – out should not block or restrict the flow of traffic and circulation.
5. Cables and electrical wirings running on the floor MUST be properly covered with carpet cover and electrical tape.
6. All packing cases / cartons and non-exhibit materials must be removed from the exhibition premises by 8 am or two (2) hours before the mall opens.
7. For exhibits requiring telephone lines, the organizer shall be responsible in coordinating directly with the telephone company (i.e. PLDT/ GLOBE, etc). for the temporary telephone number, provision of wires, and settlement of charges during the exhibit duration.
8. No actual construction may be done in indoor malls. All modules should be
pre-fabricated and ready for installation.
9. No permanent physical changes should be made in the area such as boring of holes, repainting of walls or floors, etc. Any damage or loss to Ayala Center shall be for the organizer’s account.
10. The organizer shall ensure the cleanliness of the exhibit area at all times.
11. No storage area will be provided by Ayala Land, Inc.
EXHIBIT GUIDELINES:
1. Overall lay – out should not block or restrict the flow of traffic and circulation.
2. Specific to Gloriettta Activity Area, the area surrounding the fountain is restricted and is not available for use.
3. Opening and closing ceremonies with cocktails are allowed.
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3.1 HARD DRINKS/LIQUOR ARE NOT TO BE SERVED.
3.2 Ayala Center food merchants / tenants should be given the offer of first refusal for all catering services during the event at Ayala Center. |
4. Ayala Land, Inc. shall not be responsible nor accountable for any loss of/damage to products/display nor injury to third party during the event/exhibit. Ayala Land, Inc. may or may not require the organizer to post a P50,000.00 security bond for any exhibit, depending on the concept and/or nature of activities. This amount will be refunded to the organizer should there be no untoward incident.
5. CCG-A&P reserves the right to revoke a permit or impose penalties when deemed necessary, such as non-compliance with exhibit guidelines or house rules.
6. The organizer shall be responsible for restoring the used area to its original condition.
INGRESS / EGRESS:
1. Specific to car or boat exhibits, the organizer must coordinate directly with the respective Building Administrator of Ayala Property Management Corp. regarding the dismantling of entrance doors during ingress and egress. The organizer shall be responsible for dismantling and re-installation costs. Any damage to Ayala Center property shall also be for the organizer's account.
2. Ingress and egress are only allowed after mall hours (i.e. 9pm to 9am).
3. Specific to Glorietta, the entrance/s to be used during ingress and egress are Ayala Mall lower level entrance (near Rustan’s) and/or Edsa Mall entrance (fronting SM Shoemart).
Specific to Greenbelt 1, the entrance/s to be used during ingress and egress are the Paseo de Roxas and/or Pancake House entrance.
Ayala Land, Inc. will assign the specific mall entrance to be used.
There is a minimum security requirement of one (1) guard to be deployed on the specific entrance to be used during ingress and egress. This security requirement cost is chargeable to the organizer.
TECHNICAL GUIDELINES:
1. The organizer may rent out CCG-A&P’s basic sound and lighting system as indicated in the Technical Rider.
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1.1 Should the organizer require sound and lighting equipment that are not in the technical rider of CCG-A&P, these additional/special requirements are the responsibility of the organizer.
1.2 Should the organizer opt to use their own sound and lighting equipment, the positioning / lay-outing of these should be cleared with CCG-A&P. Cables and electrical wirings are not allowed to run all over the floor. These should be properly covered with rubber molding and carpet cover. |
2. The organizer’s technical/production crew are not allowed to eat, smoke
or sleep in the sound booth, or anywhere within the premises where they
are visible to shoppers.
3. The maximum sound level allowed for the sound system is 70 decibels.
4. Pyrotechnic materials / equipment are not allowed in indoor malls.
SECURITY AND JANITORIAL REQUIREMENTS:
1. Ayala Land, Inc. will determine required headcount of security and janitorial personnel and will provide these from its accredited manpower agencies. Organizers will be billed of the appropriate charges.
C. MERCHANDISING / ADVERTISING GUIDELINES
1. Specific to Glorietta Activity Area exhibits of more than 3 days, the organizer may hang the following:
- Total of ten (10) product streamers, size: 1 m x 5 m, horizontal
- One (1) dome banner, size: 5 m x 20 m, vertical (subject to availability)
- One (1) backdrop streamer, size 5 m x 5 m
Notes:
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1.1 Production of banners are to the account of the organizer.
1.2 The backdrop should not cover storefronts. For exhibits lasting for more than three days backdrop should be placed against the plant box of the stage area.
1.3 CCG-A&P has the right to pull-down all promo collateral that do not conform with the aforementioned specifications.
1.4 Only the following banners will be installed by CCG-A&P’s manpower: lamppost banners and interior mall railing banners. These banners should have the necessary materials for installation (i.e. nylon string and wooden frame). GI wires are not allowed. Should the organizer fail to provide these materials, Ayala Land, Inc. will not install the banners. |
The following banners are to be installed by the organizer: dome banner, Park Square 2 banner, backdrop. A permit will be issued by Ayala Land, Inc. for installation. 2. Organizers having at least 3 exhibit days in the Glorietta Activity Area may opt to do the following merchandising activities to promote their activity.
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2.1 Use Ayala Center arch along Ayala Ave. (7 x 64 feet, horizontal), subject to availability. Production and installation cost of arches shall be shouldered by the organizer.
To ensure that the arch streamers are produced / installed properly, only the Ayala Center accredited supplier (BJG Advertising c/o Mr. Lito De Guzman, tel. no. 933-2951 or Rupert Signs and Display c/o Mr. Rupert Salas, tel. no. 749-0622, 749-0613) may produce the banners.
2.2 Display of ten (10) lamppost banners (1 x 2 yards, vertical, w/ wooden frame) one week prior to start of exhibit (subject to availability). Specific areas for the banners will be assigned by CCG-A&P.
2.3 Organizers may also opt to put one building banner for a fee at the Park Square 2 building carpark and / or the Greenbelt 1 carpark, slots subject to availability. |
3. CCG-A&P can provide manpower assistance during the set – up and
pull- down of banners and backdrop, for a minimal ccost.
4. The organizer is responsible in pulling down all merchandising materials after the exhibit. Should the organizer fail to pull down the merchandising materials, CCG-A&P will pull all materials down and dispose these accordingly. No storage area will be provided by CCG-A&P.
5. All communication and merchandising materials of the exhibit should carry the name and logo of Ayala Center. These should also be cleared with CCG-A&P
to ensure that all information (name, address, etc.) is correct.
D. GUIDELINES FOR EXHIBITORS / SPONSORS
Organizers must clear with Ayala Land, Inc. the list of prospective sponsors/exhibitors and their proposed activities during the exhibit.
1. Selling of goods or products are subject to Ayala Center’s approval. All selling of merchandise should be conducted by an Ayala Center merchant. This means that inventory as well as invoices/receipts will come from an Ayala Center merchant. All merchants of Ayala Center must be invited to join the exhibit. Merchants of Ayala Center must be given priority as an exhibitor and/or seller.
2. Sampling is subject to Management approval. Specific to wet sampling, should it be approved, the organizer is responsible for providing trash bags to collect cups, spoons, etc. The organizer is also responsible in bringing out the trash bags. No trash should be left behind.
Note: Specific to Glorietta Activity Area and Greenbelt Mall,
COFFEE SAMPLING IS NOT ALLOWED.
3. The following activities are not allowed in indoor malls:
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3.1 throwing of promotional items
3.2 helium-filled balloons |
4. Product demonstrations are subject to Management approval. ONLY COOKING DEMOS THRU MICROWAVE IS ALLOWED. LPG gas and/ use of open flame is prohibited.
Download a PDF or WORD format of Exhibit Guidelines
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