www.asiaoceania.org/aogs2024

EXHIBITOR MANUAL

Dear Exhibitor,
The Exhibitor Manual is designed to assist you in your preparation for the upcoming 21 st
Annual Meeting of the Asia Oceania Geosciences Society (hereby shall be called AOGS
2024). The annual meeting will be taking place in Pyeongchang, Gangwon-do, South Korea
from 23 to 28 June 2024.
Please read the information below carefully. We look forward to having you join us at
AOGS2024 in Pyeongchang, Gangwon-do.

USEFUL CONTACTS
OFFICIAL FREIGHT FORWARDER
Logistic The CBM Co., Ltd
Mr Joseph (Director)
Tel: +82 2 2138 1163
Mobile: +82 10 8956 4812
logis@thecbm.kr

Ms Alice (Team Manager)
Tel: +82 70 4334 8791
Mobile: +82 10 9355 9954

OFFICIAL BOOTH CONTRACTOR
Rabbit Co., Ltd.
Mr Roy JANG
Tel: +82 70 7707 6358
Mobile: +82 10 7308 1785
roy@rabbitspace.co.kr
AOGS SECRETARIAT
c/o Meeting Matters International
Ms Ee Sia TAN
Ms Faith LEE
Mobile: +65 9430 7820
Mobile: +65 9457 0819
Ms Cheng Hoon KHOO
Mobile: +65 9819 9462
info@asiaoceania.org | geomeet@asiaoceania.org

Copyright © AOGS2024. All Rights Reserved

EXHIBITION SCHEDULE
Sunday, 23 June 2024
3:00pm to 5:00pm Registration
Monday, 24 June 2024
7:30am to 5:00pm
Registration
8:30am to 10:00am
Exhibition Booth Dressing
10:30am to 6:00pm
Exhibition Day 1
4:00pm to 6:30pm
AOGS Opening, Axford Lectures and General Assembly
6:30pm to 8:30pm
Welcome Reception
Tuesday - Wednesday, 25 - 26 June 2024
7:30am to 5:00pm
Registration
10:30am to 6:00pm
Exhibition Day 2 & 3
3:30pm to 6:00pm
AOGS Beer Hour
Thursday, 27 June 2024
7:30am to 5:00pm
Registration
10:30am to 6:00pm
Exhibition Day 4
3:30pm to 6:00pm
AOGS Beer Hour
6:30pmExhibition Ship-Out/Exhibition Tear Down
1)

On the exhibition days, exhibitors are permitted to enter the exhibition hall half an hour before opening at 1030hrs.
Exhibitors can remain for half an hour after the show closes each day at 1800hrs to service their booths. For security
reasons, exhibitors required to go in earlier or stay later must obtain permission from the organizer.

2)

It is a contractual requirement that your booth is not dismantled in any way or products removed and must remain manned
until the show closes on 27 June 2024, Thursday. Exhibitors are advised not to leave their booth unattended at any time
during the Exhibition Days.

It is the exhibitor's responsibility to remove all materials within the booth including packaging and waste from theHall. Please note that charges will be levied for the removal of materials left behind.

EXHIBITION FLOOR PLAN
LOCATION OF EXHIBITSThe Forest Hall at Alpensia Convention Centre, Level 2, will be the co-location for theexhibition, poster sessions, and coffee/tea/beer stations. This is to bring ample traffic to yourexhibition booth.
See the Floor Plan Here* The Exhibition Hall Floorplan is subject to changes without prior notice, at the discretion of the AOGS 2024 Organizing
Committee.

Copyright © AOGS2024. All Rights Reserved

STANDARD LINE BOOTH DESIGN INFORMATIONLine Booth

Entitlements
1. Logo recognition with a link to the company
website
2. 50-word max company write-up in Sponsor &Exhibitor web page
3. Up to three (3) product showcase with productdescription and image upload
4. Logo placement in conference materials (Print
and Digital)
5. One (1) conference pass that allows access to all
sessions
6. Two (2) Exhibitor Passes (Must Not Be Author or
Presenter)
7. 6 Sqm Line Booth – Includes:- Power Outlet (1Kw/220V)- 2 Spotlights- Pyrex Flooring- 2 Folding Chairs- 1 Info Counter- 1 Waste Paper Basket

The pictures shown are only the artist’s impressions. The exact number of side walls and furniture will depend on the booth’ssize, location, and/or exhibitor’s own indicated preference.

BOOTHS, FURNITURE & AV EQUIPMENT
Rabbit Co,. Ltd has been appointed as the official booths, poster boards, furniture, and AV
Equipment provider for AOGS 2024. For additional booth requirements, please use the forms
attached in this Manual which include furniture, lighting & electrical items, etc. It is therefore
important that all the forms are returned by the given deadlines. The payment should becompleted by no later than, May 30, 2024. If the payment is not confirmed, it will be considered
as cancellation.
Please click here for the Order Forms.
Please click here for the Furniture Catalogue.
Submit the order form by May 16. 2024.

Copyright © AOGS2024. All Rights Reserved

FREIGHT FORWARDING INFORMATION
Exhibitors and sponsors are advised to read through this section carefully and take note of theshipping requirements and deadlines.
Information includes details on unpacking, installation, and re-packing of exhibits, storage
services, prohibited items, custom requirements, venue requirements, etc.
The contracted services provided by our Official Freight Forwarder include receiving exhibit
goods, temporary storage, positioning, delivery confirmation, unpacking, empty container
storage and transportation, outbound return formalities and operation, and other services
required by Exhibitors. Exhibitors requiring such services are requested to return therespective service order form before the deadline with their item description, dimensions,weight, and date of arrival.
If you decide not to use our Official Freight Forwarder and their recommended agents (for nonlocal exhibitors only), please hand the shipping manual to your appointed freight forwarder for
their compliance so that your exhibits can be correctly dispatched and consigned to the Official
Freight Forwarder. Failure to comply with the deadlines and instructions will cause
unnecessary delays in clearance and may lead to additional expenses being incurred andpossible late delivery of your freight.
MATERIAL SHIPPING, RECEIVING, AND HANDLINGAOGS 2024 has contracted with Logistic The CBM Co., Ltd for the handling of all exhibit
material. The conference highly recommends that you employ the use of a customs broker
for the shipping of your materials.
Please click here for the freight shipping manual and tariff.
Please click here for CIPL and other labels
CONSIGNMENT DEADLINES
1) Exhibition goods arriving via courier must arrive in Seoul no later than 31 May 2024.
2) Exhibition goods must arrive at Busan seaport no later than 31 May 2024.
3) Exhibition goods must arrive at Incheon Airport no later than 7 Jun 2024.
All exhibition goods dispatched either by sea freight or air freight must be consigned to the
Official Freight Forwarder, regardless of the freight forwarder you may be using. They must
be consigned “Freight Prepaid”.
CONSIGNMENT INSTRUCTIONS Consignee
Exhibition Name: AOGS 2024 (21st Annual Meeting) –Place: Alpensia Resort & Yongpyong Resort, Gangwon State, KOREA –Date: 23 to 28 Jun 2024
Logistic The CBM Co., Ltd must be pre-advised before dispatch with the flight details/air
waybill number/Bill of Lading.
 Notify
Logistic The CBM CO., LTD
1011, 10F Sejong N Camus Square Bldg,#14 Yangpyeongro 30gil, Yeongdeungpo-Gu, Seoul, Korea
Tel: 82 2 2138 1163 / Fax: +82 70 4334 7972
Email: logis@thecbm.kr
Attn: Ms. Alice, Tel. +82 70 4334 8791, Mobile. +82 10 9355 9954
Copyright © AOGS2024. All Rights Reserved

DO NOT CONSIGN YOUR CARGO TO MEETING MATTERS INTERNATIONAL OR THE
VENUE/S.
CASE MARKINGS
For easy identification, all packages shall be marked as follows:“AOGS 2024”
c/o Logistic The CBM Co., Ltd.
For: Exhibition & Fairs Department
Name of Exhibitor:
Stand Number:
Case Numbers:
Gross Weight/Net Weight:
Dimensions:
PACKING AND UNPACKING
Exhibitors are advised to provide strong packing cases for the transportation of the exhibits
which can withstand unpacking and repackaging operations. For main exhibits, we recommend
bolted returnable type of cases to be used. This is to avoid unnecessary repair andreconstruction of cases in the event of damages due to handling whilst in transit.
The Official Freight Forwarder will assist with the physical unpacking and installation of
exhibits. However, exhibitors must be onsite to supervise and be responsible for these
operations. Similarly, exhibitors must supervise the dismantling and re-packing of exhibits,
especially for delicate and heavy equipment.
If exhibitors arrive on-site late or instruct the Official Freight Forwarder to arrange thepositioning and/or Re-packing on their behalf, then it shall be done and handled at theexhibitors’ own risk.
INSURANCE
We would like to advise that it is the responsibility of each exhibitor to arrange Marine(Transport) Insurance covering transport to the exhibition, during the exhibition, and the returnof the exhibits to domicile, including the period the exhibits are handled by ‘Logistic The CBMCo., Ltd.’ and also ensure that Transport Insurance in arranged for exhibits sold locally
LATE ARRIVAL / URGENT RETURN SHIPMENT SURCHARGE
Late arrival surcharge (based on 30% of the basic handling rate) will apply for the shipmentthat arrives after the stipulated deadlines. This will also apply to shipments that need to be
returned urgently within 2 working days after the show. In any such case, ‘Logistic The CBMCo., Ltd.’ will make all reasonable efforts to ensure delivery before the show opens; however,no guarantee can be given. The surcharge will apply regardless of the delivery date to theshow site.
Destination –For Sea Freight: Busan port or Incheon port –For Air Freight: Incheon port
◈ The special remark, “The exhibition goods for ‘AOGS 2024’ should be shown on the remark
column or any other space available on each document
TERMS OF PAYMENT- Inward: Upon uplift of goods, prior to delivery to the stand.
- Outward: Upon presentation of invoice/prior to the return of exhibits* All payments must be made without any deduction or deferment on account of any claim,counterclaim or off-set
Copyright © AOGS2024. All Rights Reserved

CUSTOMS REGULATIONSThe Korea Customs are strict and thorough in their examination of goods. All packages canbe expected to be opened and contents checked against the Combined Commercial Invoice& Packing List.
HEAVY FINES will be imposed on the exhibitor in cases of ‘UNDERVALUATION’, ‘NONDECLARATION’, and ‘ERRONEOUS DECLARATION’. In such cases, ‘Logistic The CBM Co.,
Ltd.’ shall not be responsible for any delay in clearance. Customs fines and extra expenses
incurred shall have to be borne by the exhibitor. Exhibitors are therefore strongly reminded todeclare the true market value of their goods and be extremely careful in their preparation of
documents.
To assist Korea Customs in their examination, please attach 2 (two) copies ofdescriptive/illustrative brochures on the underside of the case lid. If possible, please indicate
on these brochures, the model number and serial number of the exhibits.
▶ CONTROLLED ITEMS
Exhibitors are requested to note that all Foodstuff, Beverages, Communication equipment(such as radio, radar, etc.), Defense Equipment such as weapons, protection suits etc.),
Electric Appliance (such as TV, lighting, etc.), Cosmetics, Beauty Product, Medicines &Medical equipment, Glass, Light & sound equipment, toy, Motorbikes, Used Cars, Weighting& Measuring equipment, & all dangerous goods, are subject to Import License prior to theirimportation into Korea for exhibition purpose.
* All communication equipment cannot be operated/tested/utilized. They can be imported for
display purposes only.
* For Food & Drinks items, we do not recommend that you ship foodstuff or beverages to theexhibition if you are not exhibiting the food products. We would suggest you buy them in Korea.
Shipment must not be effected until such license is obtained/approved, otherwise, a highcustoms penalty will be incurred by the exhibitor’s account. Please ensure that all controlled
items shall be packed, documented, and shipped on a separate HBL or HAWB from noncontrolled items to avoid delays in customs clearance.
Exhibitors are to furnish us with the details of the items such as brand, serial number,ingredients, or materials made of for each item that you intend to import into Korea prior to thearrival of shipment.
COURIER▶ CONSIGNMENT DEADLINES
Exhibition goods arriving via courier must arrive in Seoul no later than ‘31. MAY. 2024’▶ HANDLING TARIFF FOR EXHIBITS VIA COURIER (DHL/FEDEX/UPS/TNT & etc.)
Please note that all shipments sent via Courier will be cleared on a permanent basis. To ensure
no delay in delivery of your courier shipment to your exhibition stand we would recommend
not sending courier shipments addressed to the exhibition hall or hotel since advanceshipments may not be accepted and delivered on time to the venue. All courier shipments
along with copies of documents should be sent toConsignee:- Exhibition Name: AOGS 2024 (21st Annual Meeting)- Place: Alpensia Resort & Yongpyong Resort, Gangwon State, KOREA- Date: 23 to 28 Jun 2024
For: “AOGS 2024”
Notify: For reference ‘Consignment Instructions – on page 2’
Attend: Mr. Joseph, Ms. Alice
By this method, we will arrange to receive your shipment and deliver it to the venue. A charge
will be levied for this service. Exhibits sent via courier are subject to the following charges:* We only accept the consignment under DDP terms.
Copyright © AOGS2024. All Rights Reserved

RULES & REGULATIONS
Rules and regulations designed are for the protection of the exhibitors. Exhibitors are required
to observe all rules and regulations listed in this Manual.
ADMISSION
All staff of exhibitors are required to wear Exhibitor Badges at all times during the exhibitiondays (including build-up and tear-down period). No one will be permitted into the Exhibition
Hall without the Exhibition or Conference Badge.
Exhibitors must ensure that all staff on site have valid employment passes. Please note thatthe issuance of the Exhibitor Badges from the Organizer does not imply in any way that
permission is granted for any person to work on-site without the necessary work permits or
passes.
The Organizer reserves the right to refuse admission to Exhibitors in shorts, slippers, orinappropriate dressing into the Exhibition Hall and/or request any person who refuses tocomply to leave without giving any reason.
EXHIBITOR BADGESEvery member of your staff, who will be manning the booth, requires an Exhibitor Badge. Thesebadges must be worn on-site at all times during the open days of the exhibition.
You may collect the Exhibitor Badges on-site from 1500hrs - 1700hrs on Sunday 23 June andfrom 0730hrs onwards during the open days of the exhibition from the registration counters.
USE OF EXHIBITION SPACE
Exhibitors are not allowed to sub-let or assign their booth/s to other parties either wholly or inpart without the written consent of the Organizer in writing.
LIGHTING AND ELECTRICAL WORK
All technical services work including additional electrical supplies must be ordered throughRabbit Co., Ltd, our Official Booth Contractor appointed by the Organizer.
The standard supply of electricity available for use in the booth is single phase, alternating at
220 volts. Supplies to booth will normally be switched off 30 minutes after the Exhibition closes
each evening but 24-hour supplies can be provided by prior arrangement with the Official
Booth Contractor. Exhibitors who require electrical supplies at times other than those statedmust make an application to the Official Booth Contractor’s office on-site. Any cost incurred
will be borne by the Exhibitor.
The Organizer reserves the right to disconnect any electrical supply that is dangerous or is
likely to be hazardous to visitors or to cause annoyance to other Exhibitors.
All electrical works must be carried out solely by the Official Booth Contractor.
CHARACTER OF EXHIBITSThe Organizer reserves the exclusive right to decline or prohibit any exhibit, part of an exhibit,
person, advertisement, souvenir, or other feature or action deemed objectionable and/or
potentially harmful to the high standards of the Annual Meetings of AOGS. All public space inthe exhibit areas and throughout the conference venue is under the joint control of theOrganizer and Alpensia Convention Centre and shall not be used for exhibit purposes without
expressed written consent. If the operation of any equipment or apparatus produces noises orvibrations of sufficient volume, or odors found to be annoying to neighboring exhibitors or
guests, it will be necessary to discontinue such operation. Booths must be manned at all times
Copyright © AOGS2024. All Rights Reservedduring exhibit hours. Exhibits must NOT be disturbed, dismantled, or removed before 6 pm,
Thursday, 27 June, 2024.
OFFICIAL CONTRACTORSThe Organizer has appointed an Official Booth Contractor for various services to ensure amore efficient and regulated build-up and tear-down. Please refer to CONTACT LIST for
details. The services of the Official Booth Contractor are for the convenience of exhibitors, andthe Organizer will accept NO liability in respect of any contract between exhibitors and the
Official Booth Contractor for negligence or default of any such persons, their servants, andagents.
Only the Official Freight Forwarder can be employed whenever mechanical handling of exhibits(i.e. the use of a forklift or pallet truck) at the loading/unloading bay and within the Exhibition
Hall is required.
INSURANCE
Exhibitors are advised to insure their exhibits, property, or articles of any kind against all risks
and have third-party insurance taken out to cover their staff or representatives on duty. The
Exhibitor shall insure against, indemnity, and hold the Conference Organizer harmless inrespect of all costs, claims demand, and expenses to which the Conference Organizer may in
any way be subject as a result of any loss or injury arising to any person (including membersof the public, the organizer’s staff, agents or contractors), or property howsoever caused as aresult of any act or default of the Exhibitor, his servants, agents or contractors or invitees. If
the Organizer demands, the Exhibitor shall provide proof to the Organizer that the exhibitor
has adequate insurance coverage.
LIABILITY INSURANCE
Neither the Asia Oceania Geosciences Society (AOGS), Meeting Matters International and/or
Alpensia Convention Centre nor any of their employees or representatives shall be liable forany injury, loss, or damage to the Exhibitor's personnel or property or their visitors attending
the exhibition. Additionally, neither the AOGS, Meeting Matters International nor Alpensia
Convention Centre shall be held liable for the effects of unforeseeable events that may
deleteriously affect the quality of the Exhibitors’ display or the number of people attending themeeting. Neither AOGS, Meeting Matters International nor Alpensia Convention Centre
accepts any responsibility for an Exhibitor's products. Liability insurance shall be at the
Exhibitor's own expense.
SECURITYThe Organizer will arrange for general security in the Hall during the build-up, teardown, andExhibition hours. The Exhibition Hall will be locked after Exhibition hours. Exhibitors arerequested to leave the hall within 30 minutes of the closing time.
The Organizer will provide minimal overnight security. The Exhibit areas will be secured atnight. It shall be agreed by the Exhibitors and any riggers, haulers, or other contractors
engaged for the purpose of moving exhibits and equipment into and out of Alpensia Convention
Centre that Alpensia Convention Centre shall be compensated for any expense incurred inrepairing damages or injuries to the physical property of Alpensia Convention Centre from thehandling or movement of such exhibits and equipment on the premises. Nothing shall be
posted, tacked on, nailed or screwed into, or otherwise attached to columns, walls, floors, orother parts of the building or furniture. Any expenses incurred in properly protecting thebuilding, equipment, or furniture therein will be the responsibility of the Exhibitor. The Organizer
shall not be held responsible for any loss or theft of exhibits at the Exhibition areas or
associated premises during the build-up, Exhibition days, and tear-down periods.

Copyright © AOGS2024. All Rights Reserved

BOOTH CLEANING
During the build-up and teardown periods, Exhibitors will be responsible for the removal ofbooth debris (i.e. empty carton boxes, etc.) and rubbish. Failure to do so will result in the
Exhibitors being liable for the service fees involved in removing the debris and rubbish. Allaisles must be left clear at all times.
During the Exhibition days, the Organizer will provide general cleaning of the aisles and Halldaily. It is the Exhibitors’ responsibility to maintain the cleanliness of their booths at all times.
TERMS AND CONDITIONS OF PAYMENT FOR EXHIBITING AND SPONSORSHIPS
Unless otherwise specified in writing, all payments must be made within 21 days from the dateof the issue of invoice online or otherwise. Nonpayment of participation by 16 April 2024 entitles
the Organizer to remove the Exhibitor’s booth from the Exhibition floor plan. All materials forprinting/publishing must arrive by 30 April 2024.
BREACH OF CONTRACT AND/OR WITHDRAWAL BY EXHIBITOR /SPONSOR
If an Exhibitor/Sponsor withdraws from participation this must be confirmed in writing to AOGS
2024 Secretariat. The Exhibitor/Sponsor will incur the following charges:Cancellation within 30 days of signature on order/booking form: No charge unlessbooking is made after 24 April 2024 in which case, full cost of participation ispayable.
Cancellation between 30 days after signature and before 24 April 2024: 50% ofcancelled participation costs apply.
Cancellation on or after 24 April 2024: Full cost of cancelled participation payable.

CHANGES IN VENUE AND/OR DURATION OF THE EXHIBITIONThe Organizer reserves the right to change the venue and duration of the Exhibition. In theevent of change of venue and/or duration, the agreement to participate shall remain in force
as long as the Exhibitor/Sponsor is informed at least one month prior to such change taking
place.
FAILURE OF SERVICESThe Organizer shall not be liable for any loss sustained by the Exhibitor/Sponsor directly or
indirectly attributable to cancellation, suspension or reduction of duration of the scheduled
Exhibition/Sponsorship activities due to:
1. Force Majeure
2. Acts of war, military activity, and municipal statutory or civil authority requisition
3. Fire or excessively inclement weather eg earthquake, flood, typhoon etc
4. Acts of terrorism
5. Strikes or Lockouts
6. Or any other cause beyond the Organizer’s control
If an exhibition is cancelled, reduced or postponed then in such event, payments made to theOrganizer, or any part thereof, may be refunded at the sole discretion of the Organizer to the
Exhibitors/Sponsors without prejudice to the Organizer’s right to appropriate the entire sum or
any part thereof for expenses they have already incurred for the Exhibition.

Copyright © AOGS2024. All Rights Reserved