Technical Manual


Onsite Exhibition

Onboarding and information

This document contains IMPORTANT INFORMATION from the Congress Managers and exhibition service providers. It has been designed to answer your pre-event and onsite enquiries, gives you documentation to claim your exhibitor entitlements before the event, and assist you in your role as an exhibitor. It is your responsibility to share this exhibitor manual with any contractors or stand builders to ensure that they comply with the necessary requirements.

Public Liability Insurance

It is recommended that you hold current public liability insurance policy for your participation in the industry exhibition.

If you haven’t already done so, please forward a copy of your public liability insurance to no later than Monday 3 October 2022. If you do not hold a current public liability insurance, you then agree to the below terms:

The Hong Kong Convention and Exhibition Centre (HKCEC) and the Congress Managers shall not be responsible for any loss, damage or injury that may occur to the exhibitor, exhibitor’s employees (public or other) or property from any cause whatsoever prior, during and subsequent to the exhibition. The exhibitor, on contracting for space or an exhibition stand, expressly releases the organisers and the venue from, and agrees to indemnify same against, any and all claims for such direct and indirect loss, damage or injury.

Exhibitors shall indemnify and hold harmless the organisers, venue and their agents from all liability (damage, incident or accident) which might ensue from any cause resulting or connected with the transportation, placing, removal or display of exhibits.

Onsite Experience

Is your booth COVID safe?

Use the following checklist and ensure your booth design and furnishings comply with covid safety measures:

  • Clear entry and exit points
  • Directional signage and health education materials on display (face masks, cough etiquette etc)
  • Sanitizer available at your booths
  • Exhibitors are responsible for cleaning and sanitising their booths after delegates have visited.
  • Exhibitors are discouraged from handing out brochures and samples. If they wish to provide these they must not be displayed for self-service, the exhibitor must hand these over to the delegate.
  • Food and drink may be offered to the delegates after prior approval from the venue. Items must be individually packaged and are not displayed for self-service; the exhibitor is required to hand these over to the delegate. 
  • During the event limit the number of delegates within your booth

The current restrictions in Hong Kong require food be consumed in a dedicated catering zone, which does not include individual rooms around the Centre. 

APLAR will monitor this and should these guidelines change we will inform you and advise instruction on ordering food. 

At this time, no orders will be approved to provide catering.

Date of update: 20th July 2022

Arriving onsite

Ensure when you arrive onsite that you collect your registration items from the registration desk before accessing the exhibition.

You may be asked for ID to collect your registration materials.

Unless other arrangements are made, any delegate (including sponsored speakers, exhibitors, sponsors) registrations will be available at the delegate registration desk under the name of the individual.

Date Congress registration desk hours
Monday 5 December 2022
0900–1700 hours
Tuesday 6 December 2022
0830–1930 hours
Wednesday 7 December 2022
0700–1900 hours
Thursday 8 December 2022
0700–1900 hours
Friday 9 December 2022
0700–1535 hours

Please note, registration desk hours are subject to change. 

Onsite entitlements
Item Shell Scheme Space Only Description
Staff onsite
Each exhibitor registration includes admission to the exhibition, congress welcome reception and all-day catering.
Carpet floor tiles
Fascia panel
Exhibitor company name on fascia panel (as indicated on the application form)
2.5m high matte anodised aluminium frame with white laminated infill walls (1 x back and 2 x side walls for middle booths; 1 x back and 1 x side wall for corner booths)
2 x 120 watt adjustable spotlights installed to the back of the fascia
1 x 4amp power outlet. Additional power can be purchased on request.
Exhibitor listing on the congress app
Logo and 50 word company profile and contact details included in the app (i.e. contact name, number, email and website).
Delegate list (Subject to privacy legislation)
Electronic copy delegate list provided on site and post Congress (name, position, organisation, email and country only - subject to privacy laws)
Lead Capture app
QR code real-time lead generation tools included for exhibitors

Please review your confirmation email to view full details of your total exhibition stand space to understand your available entitlements.

QR Code scanning and Lead capture

We have a new way for you to capture information from visitors to your booth! It is as easy as scanning the delegates name badge. See the attached document or click here to follow the steps to get scanning. Try scanning your colleagues’ name badges before the exhibition opens!

You have been given a unique login below based on your registration type and been allocated a team for your company. You will be asked to reset your password once logging in for the first time.

The following information will be accessible.

  • Exhibition booth scanning data post congress

These reports will include name, organisation, email, and country.

Please reach out if you have any trouble signing in. There will also be event staff onsite and available during your bump-in time to provide assistance with setting this up. 

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