A. BOOKING PROCEDURES / APPROVAL PROCESS
B. EXHIBIT GUIDELINES
B.1 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 ground floor exhibit spaces, only free-standing exhibits are allowed.
4. Cables and electrical wirings running on the floor MUST be properly covered with carpet cover and electrical tape.
5. All packing cases / cartons and non-exhibit materials must be removed from the exhibit premises by 8:00 am (two (2) hours before the mall opens).
6. 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.
7. No actual construction may be done in indoor malls. All modules should be pre-fabricated and ready for installation.
8. 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.
9. The organizer shall ensure the cleanliness of the exhibit area at all times.
10. No storage area will be provided by Ayala Land, Inc.
B.2 OTHER EXHIBIT GUIDELINES:
1. The organizer shall conform to the approved lay-out submitted to AMG-A&P.
2. Overall lay – out should not block or restrict the flow of traffic and circulation.
3. Cables and electrical wirings are not allowed to run all over the floor; it MUST be properly covered with rubber molding and carpet cover.
4. Exhibitors and crew are not allowed to eat, smoke or sleep in the exhibit booths, or anywhere within the premises where they are visible to shoppers.
5. Specific to Gloriettta Activity Area, the area surrounding the fountain is restricted and is not available for use. Only the sunken portion of the Glorietta Activity Center is available for use.
6. Cooking demonstrations using open flame are not allowed.
7. For opening / closing ceremonies:
7.1 Cocktails are allowed. However, hard drinks/liquor are not to be served.
7.2 Ayala Center food merchants / tenants should be given the offer of first refusal for all catering services during the exhibit at Ayala Center.
7.3 Floral arrangements are allowed. However, they have to be pulled out immediately after the ceremonies.
7.4 Stanchions - Ayala Land, Inc. may lend stanchions for the opening ceremonies, free of charge (subject to availability).
8. 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.
9. AMG-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.
10. The organizer shall be responsible for restoring the used area to its original condition.
B.3 INGRESS / EGRESS:
1. Door dismantling requirements (specific to car or boat exhibits) – if necessary , the organizer must coordinate directly with Ayala Center's accredited door dismantler regarding the dismantling of entrance doors during ingress and egress, should the width/height of the mall's doors are not sufficient to allow ingress cars, boats, or any other items. 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), or upon advise by AMG-A&P.
3. Ingress / egress sites: the usual 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). Ayala Land, Inc. will assign the specific mall entrance to be used.
B.4 TECHNICAL GUIDELINES:
1. The organizer may rent out AMG-A&P's basic sound and lighting system as indicated in the Technical Rider, for a fee.
1.1 Should the organizer require sound and lighting equipment that are not in the technical rider of AMG-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 AMG-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.
5. Organizers are required to abide by the exhibit area's electrical load, as submitted to AMG-A&P (to avoid fluctuations).
B.5 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.
2. 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.
3. Traffic enforcers are required for exhibits having three (3) or more delivery vehicles.
4. The traffic enforcer cost is also chargeable to the organizer.
C. SELLING ACTIVITIES
D. MERCHANDISING / ADVERTISING GUIDELINES
D1. SAMPLING
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, COFFEE SAMPLING IS NOT ALLOWED.
The following activities are not allowed in indoor malls:
- Throwing of promotional items
- Helium-filled balloons
Product demonstrations are subject to Management approval. ONLY COOKING DEMOS THRU MICROWAVE IS ALLOWED. LPG gas and/ use of open flame is prohibited.
D2. BANNERING – banners may be hung during the exhibit, as follows:
a. <>Specific to Glorietta Activity Area exhibits with 3 days minimum duration, the organizer may hang the following, free of charge:
- Total of ten (10) product streamers, size: 1 m x 5 m, horizontal
- Total of ten (10) lamppost banners, size: 1 x 2 yards, vertical, one week prior the start of the exhibit (subject to availability)
- One (1) dome banner, size: 5 m x 20 m, vertical (subject to availability)
- One (1) backdrop streamer, size 10 x 24 ft.
- Use of Ayala Center arch, size: 7 x 64 ft. horizontal (slot subject to availability)
b. For one (1) day exhibits at the Glorietta Activity Center, the organizer may hang the following, free of charge:
- Total of ten (10) product streamers, size: 1 m x 5 m, horizontal
- Total of ten (10) lamppost banners, size: 1 x 2 yards, vertical, one week prior the start of the exhibit (subject to availability)
- One (1) dome banner, size: 5 m x 20 m, vertical (subject to availability)
- One (1) backdrop streamer, size 10 x 24 ft.
c. For exhibits at other areas, the organizer may hang the following, free of charge:
- Three (3) pcs. interior banners, size: 1 x 2 yards vertical
- Three (3) pcs. lamppost banners, size: 1 x 2 yards vertica
D3. LEAFLETTING – the organizer may conduct leafleting at any of the following areas, free of charge:
For areas other than those stated above, a leafleting fee shall be charged. (Pls. refer to Ayala Center's rate card for the detailed areas)
Other reminders:
- Production and cost of all banners are to the account of the organizer.
- AMG-A&P has the right to pull-down all promo collateral that do not conform with the aforementioned specifications.
- Building banners (i.e. dome banners and Park Square 2 terminal banner) are to be installed by the organizer's supplier. Ayala Land, Inc. will issue a permit for installation.
- Lamppost banners and interior banners will need to be turned over to Ayala Land, Inc. for installation. The organizer should provide all 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.
- All communication and merchandising materials of the exhibit should carry the name and logo of Ayala Center. These should also be cleared with AMG-A&P prior production to ensure that all information (name, address, etc.) is correct.
- All merchandising materials should be pulled down immediately by the organizer after the event. Should the organizer fail to pull down the merchandising materials, AMG-A&P will pull down all collaterals and dispose accordingly. No storage area will be provided by AMG-A&P. Ayala Land, Inc. shall not be liable for any losses of any installed merchandising material.
