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EXHIBIT GUIDELINES
(Effective July 2007)
| A. BOOKING PROCEDURES / APPROVAL PROCESS |
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1. Applicants requesting to lease spaces for exhibits should submit a proposal letter outlining date, concept, lay-out, activities to be conducted and preferred venue to:
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MS. MENCHIE VIDUYA-DIZON
Marketing Supervisor
TriNoma Marketing
4th Level, TriNoma, EDSA corner North Avenue, Quezon City
FAX# 901-5701
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2. TriNoma’s Marketing Department will evaluate submitted proposal. Upon approval of proposal:
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2.1 Applicant will be informed of approval through a reply letter together with the following details:
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a. Tentative Schedule/Venue (with reference to Marketing Events logbook)
b. Lay-out, Rate Card and List of Requirements
c. Marketing Guidelines
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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 TriNoma Marketing. This 50% will be applied to the total venue rental charges. Please note that this fee is for the reservation of date/s and venue. Confirmation is three (3) weeks after date of reply letter. The confirmation of the event is still subject to approval of concept and other requirements, after a series of pre-production meetings. The event will only be confirmed upon signing of contract between TriNoma Marketing and applicant.
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 30-day period.
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2.4 A series of pre-production meetings will be scheduled.
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FIRST MEETING (Applicant and TriNoma Marketing)
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- Applicant to present the following documents for discussion and approval:
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1. Lay-out and perspective of exhibits, backdrop designs
2. List of prospective exhibitors and merchandise mix
3. List of prospective sponsors and activities of each sponsor
4. List of on-site requirements like security, janitorial, sound and light equipment
5. Program/schedule of activities
6. Merchandising and promotional activities (plan, design and text)
7. Mandatory security and janitorial requirements – note that TriNoma Marketing will inform applicant of required headcount of guards and/or janitors, traffic enforcers, based on applicant’s activities and upon consultation/approval of TriNoma Building Administration.
8. Electrical load/amps or wattage requirement
9. List of all electrical equipment w/ voltage/amps requirement, genset requirements, if any
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- Ocular inspection, if necessary, can be arranged discussion and approval:
- Discussion on preliminary costings (incidental charges) discussion and approval:
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SECOND MEETING (Applicant and TriNoma Marketing)
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- Presentation by the applicant of any revised plans / requirements discussed during the first meeting
- Approval of final plan and sponsors’ activities
- Finalization of costings
- Security meeting, if necessary (mandatory for major events)
- Submission of organizer’s company’s TIN number, for billing purposes
- Submission of CWT / Tax Exemption Certificate, if applicable
- Waiver Indemnification document to be notarized by the applicant
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THIRD MEETING (Applicant and TriNoma Marketing)
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- Signing of the Letter Conforme (contract covering all agreements)
- Payment of billing charges / set deadline for full-payment
- Submission of the notarized Waiver Indemnification document
- Submission of Quezon City Permit to hold exhibit at TriNoma
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Procedure for Requesting for Permit:
1. Bring a copy of the contract between TriNoma and third party organizer
2. Get an application for business permit and fill out the information needed. Application forms are located in the Business & Permit Licensing Office at the Ground Floor of the Quezon City Hall. Look for Ms. Marie Bono (928-1154)
3. Bring a photocopy of the organizer’s business permit.
4. Amount to pay for the permit: P200 (P150 for the release/processing of permit and P50 for the application form used)
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- Release of necessary permits after signing of Letter Conforme, full payment of billing charges, and submission of notarized Waiverexhibit at TriNoma
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2.5 The necessary permits will only be issued upon compliance with the following requirements:
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- Submission of approved layouts, perspectives and designs
- Submission of approved repertoire/program, activity sequence guide
- Full payment of all event related charges
- Signed Letter Conforme
- Submission of notarized Waiver Indemnification document
- Submission of QC Permit
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| B. EXHIBIT GUIDELINES |
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B.1 EXHIBIT MATERIALS:
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1. All requirements of the exhibits to be provided by the organizer (i.e. panel boards, tables, etc). Only the exhibit space/s is/are provided by TriNoma.
2. The maximum height of booths and panel boards are as follows:
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| 1st to 4th Level Exhibit Areas |
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No back panels, set-up must be open through and through |
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| TriNoma Activity Center |
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Six (6) feet |
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3. For exhibits at the Activity Center using a booth system, one back wall measuring six (6) feet high is allowed, keeping three (3) sides open.
4. View of store signages and frontages should not be obstructed in any way by the exhibit set-up.
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 exhibit premises by 8:00 am (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. GLOBELINES) 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 TriNoma 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 TriNoma.
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B.2 OTHER EXHIBIT GUIDELINES:
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1. The organizer shall conform to the approved lay-out submitted to TriNoma Marketing.
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. Cooking demonstrations using open flame are not allowed.
6. For opening / closing ceremonies:
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6.1 Cocktails are allowed. However, hard drinks/liquor are not to be served.
6.2 TriNoma food merchants/tenants should be given the offer of first refusal for all catering services during the exhibit/event at TriNoma.
6.3 Floral arrangements are allowed. However, they have to be pulled out immediately after the ceremonies.
6.3 Stanchions - TriNoma may lend stanchions for the opening ceremonies, free of charge (subject to availability).
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7. TriNoma shall not be responsible nor accountable for any loss of/damage to products/display nor injury to third party during the event/exhibit. TriNoma 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.
8. TriNoma Marketing reserves the right to revoke a permit or impose penalties when deemed necessary, such as non-compliance with exhibit guidelines or house rules.
9. The organizer shall be responsible for restoring the used area to its original condition.
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B.3 INGRESS / EGRESS:
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1. Door dismantling requirements (specific to car or boat exhibits) – if necessary, the organizer must coordinate directly with TriNoma’s Building Administration regarding the dismantling of entrance doors during ingress and egress, should the width/height of the mall’s doors be 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 TriNoma property shall also be for the organizer's account.
2. Ingress and egress are only allowed after mall hours (i.e. 10pm to 9am), or upon advise by TriNoma Marketing.
3. Ingress / egress sites: the usual entrance/s to be used during ingress and egress are the following:
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a. Loading Dock at 1st Level North Avenue Building (with Service Elevator)
b. 2nd Level North Avenue Building Parking entrance (near CosMedX)
c. Mindanao Avenue entrance (beside Krispy Kreme at Lobby Level)
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TriNoma Building Admin will assign the specific mall entrance to be used based on the equipment and materials to be brought in.
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B.4 TECHNICAL GUIDELINES:
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1. The organizer may rent out TriNoma’s basic sound and lighting system as indicated in the Technical Rider, for a fee.
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1.1 Should the organizer require sound and lighting equipment that are not in the technical rider of TriNoma Marketing, 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/laying-out of these should be cleared with TriNoma Marketing. Cables and electrical wirings are not allowed to run all over the floor. These should be properly covered with rubber molding and carpet cover.
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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 levels 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 TriNoma Marketing (to avoid fluctuations).
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B.5 SECURITY AND JANITORIAL REQUIREMENTS:
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1. TriNoma Marketing (in collaboration with Building Administration and Security Force) 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. The traffic enforcer cost is also chargeable to the organizer.
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1.1 Should the organizer require sound and lighting equipment that are not in the technical rider of TriNoma Marketing, 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/laying-out of these should be cleared with TriNoma Marketing. Cables and electrical wirings are not allowed to run all over the floor. These should be properly covered with rubber molding and carpet cover.
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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 levels 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 TriNoma Marketing (to avoid fluctuations).
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| C. SELLING ACTIVITIES |
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Organizers must clear with TriNoma the list of prospective sponsors/exhibitors and their proposed activities during the exhibit.
Selling of goods or products are subject to TriNoma’s approval. A list of merchandise to be sold must be submitted to TriNoma. Selling of merchandise that are also being sold by TriNoma merchants is not allowed, unless the selling activity is conducted by TriNoma merchant. This means that the inventory as well as invoices / receipts will come from a TriNoma merchant.
All merchants of TriNoma must be invited to join the exhibit. Merchants of TriNoma must be given priority as an exhibitor and/or seller.
Organizers must clear with TriNoma Marketing the list of prospective sponsors / exhibitors and items for sale during the event. Selling of goods / products is subject to Management approval.
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| D. MERCHANDISING / ADVERTISING GUIDELINES |
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D1. SAMPLING
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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.
The following activities are not allowed in indoor malls:
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- Throwing of promotional items
- Helium-filled balloons
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Product demonstrations are subject to Management approval. ONLY COOKING DEMOS THRU MICROWAVE IS ALLOWED. LPG gas and/ use of open flame is prohibited.
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D2. BANNERING
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a.For TriNoma Activity Center exhibits with minimum duration of three (3) days, the organizer may have the following merchandising materials:
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- Ten (10) banners at the TriNoma Activity Center railing, size: 1m x 3m (horizontal). This should be hung using clear nylon strings.
- One (1) dome banner, size: 10 ft x 30 ft (vertical) - slot subject to availability
- One (1) backdrop streamer, size: 12 ft (h) x 24 ft (w). TriNoma has a backdrop frame that may be used.
- One (1) billboard along North Avenue, size 46 ft (h) x 41 ft (w) - slot subject to availability
- Ten (10) poster slots spread out in various levels of the mall, size: 18 in x 24 in
- Flyers, size: 5.5 in x 8.5 in
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Above items are subject to merchandising fees.
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b. For one (1) day exhibits at the Glorietta Activity Center, the organizer may hang the following merchandising materials:
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- Ten (10) banners at the TriNoma Activity Center railing, size: 1m x 3m (horizontal). This should be hung using clear nylon strings.
- One (1) dome banner, size: 10 ft x 30 ft (vertical) - slot subject to availability
- One (1) backdrop streamer, size: 12 ft (h) x 24 ft (w). TriNoma has a backdrop frame that may be used.
- Ten (10) poster slots spread out in various levels of the mall, size: 18 in x 24 in
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Above items are subject to merchandising fees.
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c. For exhibits at the other areas,
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Only stand-alone or pull-up banners may be placed during the exhibits. Size is 1m x 2m vertical. Maximum number of banners that may be displayed will be set by TriNoma Marketing.
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D3. LEAFLETING
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- Free of Charge Flyering areas (TriNoma Marketing to assign area and time)
• Carpark Entrances (to be distributed by requesting party’s personnel)
• MRT Connection Level 2
• Concierge Leave-Behinds
- Flyering Areas subject to merchandising fee :
• MRT Level 1
• North Avenue Entrance (from North Ave outdoor carpark)
• Carpark Booths (to be distributed by carpark attendants)
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Other reminders:
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- Production and cost of all merchandising materials are to the account of the organizer.
- TriNoma Marketing has the right to pull-down all promo collateral that do not conform to the aforementioned specifications.
- Building banners (i.e. dome banners and billboard) are to be installed by TriNoma’s accredited supplier. Installation and dismantling fees will be charged to the organizer.
- Interior banners and posters will have to be turned over to TriNoma Marketing for installation. The organizer should provide all the necessary materials for installation (i.e. GI wire, nylon string, etc.) Should the organizer fail to provide these materials, TriNoma Marketing will not install the materials.
- All communication and merchandising materials regarding the event should carry the name and logo of Ayala Malls and TriNoma. Design should also be cleared with TriNoma Marketing prior production to ensure that all information (name, address, etc.) are correct.
- All merchandising materials should be pulled down immediately after the event. Should the organizer fail to pull down the merchandising materials, TriNoma Marketing will pull down all collaterals and dispose accordingly. No storage area will be provided by TriNoma Marketing. TriNoma Marketing shall not be liable for any losses of any installed merchandising material.
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Download a WORD format of Exhibit Guidelines
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