Guidelines

Conference Halls
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1. Regulations on Management of Conference Center
 
1.1 Management of conference room and venue 
 
1.1.1 Site renting
 
A. All conferences and activities held by the host (organizer) in the Convention and Exhibition Center shall comply with national laws and regulations and bear legal responsibility for their activities. If any prohibited content is found during the activity, it shall be removed and replaced immediately and a written statement shall be issued. The event can be continued only after obtaining the confirmation and consent of the Convention and Exhibition Center. Those who refuse to make rectification, the Convention and Exhibition Center has the right to order them to withdraw from the venue and report to the public security organ and the industrial and commercial department. The fees collected previously will not be refunded, and the loss will be borne by its own mistakes. At the same time, the Convention and Exhibition Center will reserve the rights to further claim compensation from the responsible party;
 
B. The host (organizer) shall apply in advance for renting the conference venue to hold conferences and activities.
 
C. The convention payment and site cleaning deposit should be paid 3 working days before the conference. If the payment is made by corporate banking, the customer can possess the venue for making preparation only after the payment has been entered into the account of the Convention and Exhibition Center, and payment in transit will not be recognized.
 
D. The following materials shall be submitted to the conference salesperson for renting the venue:
 
(1) Conference Room Lease Contract or Conference Room Reservation Form;
 
(2) Detailed layout plan, power capacity and drawings;
 
(3) If an exhibition or activity is held, the Certificate of Responsibility for Exhibition Safety of Nanning International Convention and Exhibition Center shall be submitted;
 
(4) No booth shall be built constructed in the conference center corridor.
 
1.2 Meeting management
 
1.2.1

A. The Venue Operation Department of the Convention and Exhibition Company is responsible for the unified planning, operation and management of all conference halls (rooms) and VIP rooms of Chinese Hibiscus Hall in the conference center. In order to ensure that the conference venue complies with the fire regulations and property safety, the audio and LED equipment in each conference hall of the Convention and Exhibition Center are under exclusive management, which is co-sponsored by the contracting unit of the Convention and Exhibition Center, and other service providers are not allowed to operate in the venue; If the Convention and Exhibition Center is really unable to meet its service needs during conferences and activities, service providers with qualification certificates can be arranged by the host (organizer) for operation on site subject to the approval of the Convention and Exhibition Center;

B. Without the consent of the Conference Center, the user unit or individual shall not change the location of the equipment and furniture in the conference room; Items in the conference room shall not be taken out of the room; It is not allowed to use the audio, lighting, power amplifier, projector, air conditioner and other electrical equipment in the room without authorization. In case of loss caused by use, in addition to pay the normal use fees, it is required to compensate for all the loss;

C. The user of the conference center and the conference participants are strictly prohibited from painting, nailing, pasting and hanging items on the walls, doors and windows, columns and floor of the conference center. The furniture, electrical equipment and other public properties of the conference hall (room) shall be taken good care of. Any damage to the public facilities caused by the user of the conference center shall be compensated according to the price;

D. The user of the conference center and the conference participants shall keep the environment clean, and shall not spit, throw cigarette butts, paper scraps and other wastes anywhere, or scribble on the tables and chairs; If the tarnished tables, chairs, floors and walls cannot be cleaned, compensation shall be made according to the price;

E. It is not allowed to have meals at non-designated places in the conference center, and it is not allowed to bring food and colored beverages into the conference room. If there is a need to place such for tea breaks, carpets shall be laid on the ground for cleaning and protection, otherwise, tea breaks are not allowed to be done on site. The conference offers free tea service. Please take care not to spill tea on tablecloths, carpets and upholstered chairs during the tea or water drinking. If there is any spillage, the corresponding cleaning cost will be deducted from the conference room deposit;

F. If student activities are organized on site, more than 2 teachers or counselors shall be present at all times to organize, coordinate and serve the safety of the activities;

G. After the use, the staff of the Conference Center shall inspect the furniture and equipment in the conference room and deal with the problems in time. If furniture and equipment are damaged due to improper use, the user shall be liable for compensation and repair; If any defect or damage has occurred before use, the user shall immediately notify for handling. If the damage has occurred or expanded during the continued use due to negligence in notification, the user shall still be responsible for compensation;

H. After the use, the user shall clean up the venue in time. Banners and documents shall be cleared. The articles, equipment and non-daily domestic waste (such as waste carpet, banner, painted cloth, X-shaped display rack, etc.) arranged by the event organizer shall be removed and transported away from the Convention and Exhibition Center after the event;

I. The Convention and Exhibition Company has the right to criticize and ask the units to take responsibility for rectification who fail to use the conference center according to the regulations, and if necessary, report to the company that said units shall be banned using the conference center this time and not allowed to use the conference center again in the future. Units and individuals who violate the management regulations shall be fined accordingly.
 
1.2.2 Safety instructions

A. According to the relevant national regulations and the management regulations of the Convention and Exhibition Center, the organizer (co-organizer) shall bear the fire safety responsibility for the conferences and activities it holds, be the first person responsible for the security of the activities held, and be responsible for handling all emergencies related to the conferences and activities, such as disputes. During the conferences and activities, the safety management responsibilities for public security, fire protection and construction of the conferences and activities shall be implemented at all levels;

B. The organizer (co-organizer) shall truthfully inform its contractors, service providers and participants to jointly comply with the requirements of Regulations of Exhibition Hall Management of Nanning International Convention and Exhibition Center(2015);

C. The organizer (co-organizer) shall review the qualification of the entrusted construction unit and be responsible for construction safety. During the activity, specially-assigned personnel shall be assigned to conduct on-site safety inspection to eliminate potential safety hazards in a timely manner;

D. The authorized construction unit shall strictly abide by the construction operation management regulations of the Convention and Exhibition Center, and shall take effective measures to prevent damage to the venue equipment and facilities. If there is any damage, it shall be responsible for the compensation. In order to ensure the safety of the construction work in the venue, it is particularly emphasized that the operating procedures shall be strictly followed in terms of the handling and placement of construction materials, the height and weight limits of the venue, and the construction operations strictly prohibited items;

E. All units entering the conference site for power construction shall comply with the Regulations on Management of Water, Electricity and Gas of the Convention and Exhibition Center, and obey the management of the professionals of the Convention and Exhibition Center. The Convention and Exhibition Center reserves the rights to take mandatory rectification measures for those who do not obey the management or violate the regulations;

F. During the activity period (including move-in, ongoing activity and move-out), all personnel shall strictly abide by the rules and regulations of the Convention and Exhibition Center, and shall not violate the items expressly prohibited in the regulations, otherwise the Convention and Exhibition Center has the rights to handle them, and in serious cases, they will be investigated for legal responsibility;

G. Irrelevant personnel are not allowed to enter the conference room at any non-opening time. The personnel entering the conference center must consciously obey the management and command. Without permission, they are not allowed to take photos, videos, or make a racket;
 
H. The user of the conference center shall obey the management of the conference center, and shall be responsible for ensuring the safety of activities, maintaining the order of activities, preserving all facilities, and maintaining the environmental hygiene;
 
I. All conferences, activities and exhibitions held in the conference center shall not use dangerous and polluting articles and equipment; It is prohibited to use open fire and articles and equipment that may cause fire hazards, and to conduct construction with excessive noise; It is forbidden to litter or place sundries in disorder;
 
J. Cutting, electric welding, painting, pasting and other construction shall be carried out outside the conference center, and the finished products shall be transported into the conference room safely after completion;
 
K. During the use of the conference center, the user shall be fully responsible for the accidents caused by improper or illegal use of the conference center; If the user has other electrical appliances and equipment installation requirements, the Venue Operation Department of the Convention and Exhibition Company shall strictly follow the fire safety regulations after consulting the Security and Property Department. The user shall actively obey the supervision and guidance of project engineering technicians and fire protection personnel when employing engineering personnel to work. The user shall be fully responsible for any loss caused by illegal operation.

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