New and Important Information for 2023

Below you will find a summary of key changes for 2023 that will impact you as an Exhibitor or Contractor but please make sure to read the whole manual for full details. The manual provides both recommendations and mandatory rules.

Due to COVID-19 we have introduced some new measures and regulations to World Future Energy Summit 2023. Further details can be found across the manual, please pay particular attention to the new stand build regulations, shell scheme pages, tasks/deadlines and cleaning and hygiene sections. Details about how we plan to keep our attendees safe, and changes you should expect to see at the event can be found here.

ENTRY REQUIREMENTS TO THE EVENT/ VENUE

  • UAE Citizens and Residents
    • Vaccinated participants should present AlHosn App green pass at all entry points in the venue.
    • Non- vaccinated participants .
  • International participants who are not vaccinated
    • Vaccinated participants should present AlHosn App green pass at all entry points in the venue.
    • Present a negative PCR test result conducted in the UAE within 30 days.
    • Present a vaccination certificate at the entrance.
  • International participants who are vaccinated 
    • Present a negative PCR test valid for no more than 96 hours and conducted in the UAE.

Important Notes:

  • The PCR facility at ADNEC is located at the Grandstand which is open from 9 AM till 8 PM.
  • The cost for the regular test is 40AED with the result relayed within 24 hours and fast track tests at 300 AED with results relayed within 4 hours.
  • If a participant arrives with an expired PCR test, the participant will be denied access but directed to our on-site PCR testing facility to do a rapid PCR test.

ENTRY REQUIREMENTS FOR THOSE ARRIVING AT ABU DHABI AIRPORT

  • If you are fully vaccinated is no longer need a test before you fly to Abu Dhabi.
  • If you are not fully vaccinated, you must present a negative PCR test result taken within 48 hours, or a COVID-19 recovery certificate. Your recovery certificate must be dated within 30 days of departure and have a QR code. 

NOTE:

  • It is now no longer mandatory to take a PCR test upon arrival in Abu Dhabi International Airport. However, the testing facility remains at the airport for any visitors that wish to take a PCR test to activate their Green Pass in Al Hosn app and facilitate access to Abu Dhabi's public places and tourist attractions. The cost of this PCR test is AED 40.
  • To gain access to the specified public places, individuals will need to present the Al Hosn app to show their ‘Green’ status.
  • Individuals without the Al Hosn app can alternatively present proof of full vaccination via either a full vaccination certificate from their home country or by showing full vaccinahttps://visitabudhabi.ae/en/plan-your-trip/covid-safe-traveltion status in their home country mobile app, as well as a negative PCR test result within the last 30 days.
  • For further details, please check this link : https://visitabudhabi.ae/en/plan-your-trip/covid-safe-travel  

ENTRY REQUIREMENTS FOR THOSE ARRIVING TO DUBAI AIRPORT & FROM DUBAI TO ABU DHABI

  • Please check this link prior your departure : https://www.emirates.com/ae/english/help/covid-19/dubai-travel-requirements/tourists/
  • Passengers travelling to Dubai from all countries (GCC included) must fulfill one of the below requirements:
    • Present a valid vaccination certificate(s) reflecting that the passenger is fully vaccinated with a vaccine approved by the WHO or the United Arab Emirates (UAE), and includes a QR code.
    • Present a valid negative COVID‑19 PCR test certificate issued within 48 hours from the time of sample collection to the time of boarding and the certificate must be issued by an approved health service provider with a QR code.
    • Present a valid medical certificate issued by the relevant authorities that the passenger has recovered from COVID‑19 within 1 month from the date of recovery to the date of arrival.

NOTE:

  • Printed or digital PCR test certificates or vaccination certificates are accepted in English or Arabic and must include a QR code. SMS certificates are not accepted.
  • COVID‑19 vaccination certificates without a QR code will be accepted for travel to Dubai as long as the vaccination certificate is issued by test centres/organisations recognised/approved by the national health authorities of the country.
  • COVID‑19 PCR test or vaccination certificates in other languages are acceptable if they can be validated at the departure point.
  • PCR tests must be based on a molecular diagnostic test intended for the qualitative detection of nucleic acid for SARS‑COV‑2 viral RNA. Rapid antigen, antibody or any form of rapid lateral flow tests and home test kits will not be accepted.
  • NHS COVID‑19 test certificates for travel from the United Kingdom to Dubai will not be accepted.

For those who are travelling from Dubai to Abu Dhabi, please see below guidelines :

  • To gain access to Abu Dhabi establishments & public places, individuals will need to present the Al Hosn app to show their ‘Green’ status.
  • Individuals without the Al Hosn app can alternatively present proof of full vaccination via either a full vaccination certificate from their home country or by showing full vaccination status in their home country mobile app, as well as a negative PCR test result within the last 30 days.
  • Exhibition Timetable 
    • Designated build up access and working hours will be scheduled for every stand contractor in compliance to the physical distancing rules and to avoid overcrowding.
    • All stand construction and exhibit set up must be completed by 20:00hrs on Sunday 15th January 2023 to complete the sterilisation process. No contractor/ exhibitor will be allowed in the halls until event opening. Failure to meet this deadline may result in a penalty fee.
    • All exhibits, Stand fittings and waste must be cleared from the site by 20:00hrs on Sunday 15th January 2023. Failure to meet this deadline may result in a penalty fee.
  • Face Mask
    • Face masks are mandatory in indoor spaces during build up, open period and breakdown. Optional wearing of face masks in outdoor spaces. 
    • You should provide your own face mask.      
  • Shell Scheme & Wooden Stand Package Fitting
    • Our Stands have been redesigned for 2023 and include COVID-19 safety measures.
    • Exhibitor COVID-19 Exhibitor Responsibilities Form - (Will be available soon.) is a must.
  • Space Only Information
    • The Floorplan has changed from previous years. It is the Exhibitors responsibility to examine the area and site allotted to you in order to avoid costly adjustments to stand structures.
    • Exhibitors should complete and return Form 7A - Stand Design and Contractor Details Form - (Will be available soon.) to the Organisers by Sunday 15th September 2022. It is in the Exhibitor’s interest to appoint a contractor with reputable credentials.
    • Exhibitor COVID-19 Exhibitor Responsibilities Form - (Will be available soon.) is a must.
  • Space Only Stand Plan Submissions
    • Exhibitors who are building Complex Structure stands (structures over 4 meters in height, double storey stands, raised platforms and certain suspended items), please complete Form 7B - Exhibition Stand Structure Submission Form - (Will be available soon.)
    • Designs must be received no later than Thursday 15th December 2022.
  • Stand Build Regulations 
    • Stand Capacities and Social Distancing must be adhered to at all times and factored into the design and management of the exhibition space. Due to social distancing you will be responsible for calculating the maximum capacity of your stand. To calculate this, you need to divide your usable stand space by 4 square meters per person. This will provide you with the very maximum number of people allowed on your usable stand space at one time, but everyone must always remain 2m apart at all times. If the maximum number of people allowed on your stand at one time, cannot remain 2m socially distanced, this number should also be re-reviewed, either in advance, or monitored onsite.
    • Designs must simplify. With build-up time limits in place, it is recommended that stand designs be simplified and pre-fabricated or be modular in construction to facilitate efficient assembling. This will also ensure less manpower onsite.
    • 80% of your stand should be ‘usable space’. The stand design should ensure that a minimum 80% of the total space is usable space. If there is a requirement that will impact this, then the number of people allowed on the stand needs to be adjusted.
    • Enclosed Stands are not permitted
    • Ceilings on stands are not recommended and subject to prior approval.
    • 1m perimeter must be maintained. On the stand, reception counters, furniture, product displays and models are recommended to be set back by a minimum of 1m from the edge of the stand to discourage queueing in aisles and to maintain physical distancing, where possible.
    • Clear screens / protective shields are recommended to be provided on all reception counters and are recommended for one-on-one meetings taking place on the stand as well. If not, then face shield is a must. The number of staff at these counters should be limited to only one person at any time. Hand sanitisers should be available at all reception counters at all times.
    • If the stand includes a pantry or an enclosed area/meeting room, a sticker indicating the maximum allowed capacity must be placed on the door.
    • Also no longer permitted for 2023:
      • No live performances that will draw a crowd are permitted. (Including; magicians, Dance Displays, Singers, Bands and/or musical performance, and acrobats)
      • Promotional giveaways and brochures are discouraged. Stands are discouraged from handing out leaflets/giveaways.

                Please click here for the full breakdown of 2023 stand regulations.

  • Logistics, Lifting & Delivery 
    • All deliveries must be made directly to the official lifting contractor. You can either then collect these yourself or arrange for the lifting contractor to deliver to your stand.
    • Consider methods to reduce frequency of deliveries.
    • Encourage drivers to stay in their vehicles where this does not compromise their safety and existing safe working practice.
    • Where possible and safe, having single workers load or unload vehicles.
    • Putting in place procedures to minimise person-to-person contact during deliveries

More details here.

Address of Venue:

Abu Dhabi National Exhibition Centre (ADNEC)

Khaleej Al Arabi Street Nr. Zayed Military Hospital P O Box 5546, Abu Dhabi, UAE

Telephone: +971 (0)2 444 6900 Fax: +971 (0)2 444 6135

For a road map to the venue and more information about ADNEC, please visit www.adnec.ae. Please note that Reed Exhibitions or ADNEC are not responsible for receiving goods or shipments at any time. Please contact the Official Freight Forwarder for any storage requirements.

  • Catering  Regulations
    • Abu Dhabi National Exhibition Centre has sole catering rights for food and beverage services within the venue. All food and beverage items consumed in the halls should be supplied by ADNEC appointed outlets only.
    • Food outlets serving light refreshments and snacks are located along the exhibition concourse areas while more options can be found in ADNEC Grandstand Food Court.
    • Exhibitors requiring stand catering should complete and return the Form 14 - Stand Catering Order Form. - (Will be available soon.)
    • The use of external caterers is not permitted within the venue. However if a 3rd party caterer is bought on site to provide catering a corkage fee will be charged by ADNEC and will need to be paid before service can begin or continue – this is calculated by the catering manager. Please contact ADNEC Catering at +971 (0)2 406 4210 or email catering@adnec.ae.
  • Cleaning and Hygiene
    • General cleaning of the aisles and common areas is the responsibility of the Organisers.
    • A full cleaning of the Official Contractor’s wooden stand packages will take place prior to the exhibition opening and each evening after closing.
    • Exhibitors who booked Space Only stands are fully responsible for cleaning their own stands.
    • Abu Dhabi National Exhibition Centre can supply a full cleaning service; exhibitors requiring the service should complete and return Form 16 - Stand Cleaning Order Form- (Will be available soon.)
    • A skip service is available; exhibitors requiring the service should complete and return Form 17 - Skip Order Form. - (Will be available soon.)
    • During the build-up and breakdown period, exhibitors and their contractors are responsible for ensuring all waste materials are deposited in the rubbish bins provided in the freight yard. It is essential that paths and internal walkways are kept clear of rubbish and other obstructions at all times.
    • All Exhibitors must provide hand sanitiser and/or hand washing facilities within the stand design.
    • All high touch points should be regularly cleaned with appropriate cleaning materials during build, show open and breakdown.
  • Health & SafetyAll exhibitors are responsible for having COVID-19 H&S Documentation in place. COVID-19 H&S Documentation should include, but is not limited to:
    • The COVID-19 Exhibitor Responsibilities Form - (Will be available soon.)
    • A detailed risk assessment for show open, identifying any risks with working onsite and what control measures are put in place to protect both your workers and others from COVID-19. This does not need to be submitted but must be available if requested.
    • A COVID-19 risk assessment for build and breakdown (only required from space only stands, or shell scheme stands who are building within their stand)
    • Any other documents you, or your contractors deem necessary e.g. COVID-19 Contingency Plan, Travel policies etc. We do not need copies of these documents.
    • Thermal screening and sanitisation booth at all entry point will be in place for disinfection and monitoring body temperature.
      • Individuals coming from outdoor with higher temperature than normal will be isolated to cool down and will be screened again once ready. If in any case that an individual still registers high temperature, it will be referred to the medical team onsite for further procedure.
    • No contact policy is implemented. This means no handshaking and consider alternative greeting.
    • It is encouraged to use contactless, cashless payment as much as possible.
    • Disinfectants will be in place in the venue’s common areas as well as the exhibition halls. Exhibitors are responsible on placing disinfectants inside their stand.
    • Isolation zones will be provided to host suspect cases until transition to DOH/SEHA for further checks.
  • Signage
    • The maximum number of people allowed at the stand at any time should be displayed on the front of the stand via a signage board or a sticker. The size of this sign or sticker needs to be a minimum of 50cms x 30cms.
    • It is recommended that all stands have floor stickers to highlight 2m physical distancing within their stands.

Please pay extra attention where deadlines may now be earlier than previous years due to new lead times as a result of COVID-19. Orders should be placed in advance to reduce onsite contact.

WARNING: Unsolicited Marketing Communications

It has come to our attention that our customers are increasingly being targeted by companies claiming to supply exhibitor/visitor/participant lists and details relating to our events and products at a cost.  Be vigilant – this data is likely fraudulent.  If you receive any such unsolicited offers, please do not respond unless you have checked with us first.

Reed Exhibitions Limited does NOT sell or pass your data to any third party without your permission.

Exhibition Timetable

BUILD UP

Date Hours Type
Friday, 13th January 2023
08:00hrs – 20:00hrs
Access to Stand Fitting Contractors (Space Only Exhibitors)
Saturday, 14th January 2023
08:00hrs – 20:00hrs
Access to Stand Fitting Contractors (Space Only Exhibitors)
Sunday, 15th January 2023
08:00hrs – 20:00hrs
Access to Stand Fitting Contractors (Space Only Exhibitors)
Sunday, 15th January 2023
12:00hrs
Access to Shell Scheme/Customized Exhibitors

All stand construction and exhibit set up must be completed by 20:00hrs Sunday 15th January 2023. Failure to meet this deadline may result in a penalty fee.

THE World Future Energy Summit SITE WILL BE CLEARED FOR THE FINAL SECURITY SWEEP AT 20:00HRS ON SUNDAY 15TH JANUARY 2023. ALL EXHIBITORS AND CONTRACTORS WILL BE REQUIRED TO LEAVE THE SITE BY THE SECURITY FORCES. THERE WILL BE NO RE-ENTRY AFTER THIS TIME

OPEN DAYS

Date Hours Type
Monday 16 January 2023
09:00 – 17:00hrs
Exhibitor Access
10:00 – 17:00hrs
Visitor Access
Tuesday 17 January 2023
09:00 – 17:00hrs
Exhibitor Access
10:00 – 17:00hrs
Visitor Access
Wednesday 18 January 2023
09:00 – 17:00hrs
Exhibitor Access
10:00 – 17:00hrs
Visitor Access

BREAKDOWN

Date Hours Type
Wednesday 18th January 2023
17:00hrs – 18:00hrs
Removal of handheld goods
18:00hrs – 23:59hrs
Dismantling and removal of stands
Thursday 19th January 2023
00:00hrs – 15:00hrs
Dismantling and removal of stands

ALL EXHIBITS, STAND FITTINGS AND WASTE MUST BE CLEARED FROM THE SITE BY 15:00 HRS ON Thursday 19 JANUARY 2023. 

FAILURE TO MEET THIS DEADLINE WILL RESULT IN A PENALTY FEE

*If you are working onsite during the build up and breakdown periods you will be expected to wear appropriate Personal Protective Equipment. You will be checked by security as you enter the venue to ensure you have a high viability vest and suitable footwear (no opened toed shoes or heels). 

Badges & Passes

Badges – Exhibitor

A strict security system will be in place at WFES 2023 which requires photo badges to all personnel entering the exhibition halls.

Exhibitors are given an allocation of badges and should submit the details of the participants online using the login details that will be sent through email. See Form 3 - Exhibitor Badge for details and instructions.

Exhibitor badges can be collected onsite at the Exhibitor Helpdesk. Please note exhibitor badges will not be mailed out in any instance.

Badge registration link will be available soon.

Badges – Contractor

Please also refer to Labour Law Notice, UAE Labour Card, Sub-contracting here.

For Build-up and Break-down days: All contractors must be able to produce their Emirates ID card together with a photocopy of their UAE visa showing their sponsor’s name. Only a valid Emirates ID card together with a copy of the visa will permit access into ADNEC. All contractor staff must report to the nearest loading bay to avail a temporary contractor badge. International contractors will be required to present their passport with a valid UAE visa. This proof of identity will be kept by the Venue Security until the contractor badge is returned.

For stand maintenance during show days: like Exhibitor Badges ; contractors will receive a link along with a step-by-step guideline to register their staff as stand maintenance:

  • These badges are for stand maintenance work only during show days, they will grant you access to the stands before and after the show hours.
  • Having these badges do not override the contractor badges granted by ADNEC for build-up and break down days
  • These badges cannot be shared between different staff members, doing so will lead to a legal action to be taken against those who violate this rule