Welcome to the SMX Convention Center!

This Event Organizer’s Kit has been compiled by the SMX staff to ensure that your event will be nothing short
of a success. All current policies and procedures are contained within this manual, as well as rules and
regulations that pertain to safety and security.

An Event Services Officer is assigned for you to act as your liaison with the various operating divisions of the
SMX Convention Center throughout the duration of the event, as well as in the planning stage. If you have
any questions regarding any item covered in this kit, please contact your Event Services Officer, as he/she will
promptly and capably handle your concern.

Thank you for choosing the SMX Convention Center as the venue for your event. We look forward to
partnering with you in making this event a groundbreaking experience for you and your guests.

Sincerely,

Dexter Deyto
General Manager
SMX Convention Center
Accredited Booth Contractors and Suppliers
The SMX Convention Center has accredited booth contractors for exhibits. Only companies in the list
will be allowed to service events within the venue. The official list with contact information is posted on the
SMX Convention Center’s official website.

Affixing of Decorative Materials

Nothing may be taped, screwed, stapled, nailed, tacked or otherwise affixed to ceilings, walls, painted
surfaces, fire sprinklers, or air conditioning vents. Posting of decals and other stickers on the walls are strictly
prohibited. Backdrop banners should be supported by stand-alone frame support. Any damages shall be
charged to the Event Organizer, or deducted from the Building Protection Bond.
The SMX Administration reserves the right to remove any material that is not in compliance with the
agreement during the contractors’ set-up.

Air Conditioning
Air conditioning will be provided during the event proper. Any requests for air conditioning outside the
published event hours will be charged accordingly.

Animals
Animals are not allowed within the Convention Center premises, but exemptions may be made given to
the following cases: if the animal is legitimately part of an approved exhibit, and if the animal assists law
enforcement personnel. Special considerations will also be made for service animals for persons with
disabilities.
If allowed, the Event Organizer will be liable for any damages or injuries it will cause, and will also be
responsible for all sanitary requirements associated with the animal.

Applicable Taxes
The venue rental, as well as utilities and manpower charges are subject to 12% value-added tax (VAT)
and documentary stamp tax (DST). Please consult your Event Services Officer for the accurate computation of
the DST.
A VAT exemption certificate, subject to the review of the SM Group of Companies’ Tax Division, is
required for VAT-exempt entities.

Audio-Visual, Lights & Sounds Equipment Suppliers

SMX has recommended audio-visual and lights & sounds equipment suppliers. The list with the contact
information is available in the appendices of this manual.
Contractors that are not on the list may be given approval to service events at SMX. If allowed, they
must adhere to the rules and regulations of the building.
Basic PA System
The Convention Center is equipped with a basic public address and paging system for every Function
Room, Meeting Room and Exhibit Hall. The use of this service is already included in the rental rate. However,
the existing PA system will not be enough for events such as, but not limited to, concerts, parties, and
production shows. For functions with special requirements, we recommend that the Event Organizer hire one
of our accredited suppliers for sound equipment.

Building Turnover
Prior to Ingress
A complete physical inspection of the event area will be conducted by the SMX Administration and the
Event Organizer prior to ingress. Upon turnover, the Event Organizer takes full responsibility for the area
including its facilities and utilities.

After Egress
After the area has been vacated, another joint ocular inspection will be conducted by the SMX
Administration and the Event Organizer. Missing items or any damages that were not noted during the pre-
ingress inspection will be charged to the Event Organizer.

Candles
The use of candles is not allowed within the SMX Convention Center, except when given special
approval by the Duty Engineer and the General Manager. If allowed, hurricane holders will be required for each
candle.

Carpentry
Carpentry is not allowed unless properly coordinated with and approved by the SMX Administration.

Carpet and Wall Coverings

The Event Organizer is responsible for any damages on the carpet and wall coverings during ingress,
event proper and egress. Damages such as cuts, rips or tears, as well as major stains will be charged accordingly.
Depending on the set-up, the SMX Administration may require protective covering for the floor/carpet.

CGL Insurance
All caterers, contractors and suppliers are required to obtain Comprehensive General Liability (CGL)
insurance from the SMX Convention Center's affiliate bank, Banco de Oro (BDO) Universal Bank. The forms will
be provided by the SMX Administration and should be accomplished and forwarded to BDO by the requesting
party.
The SMX Administration must be furnished with a copy of the proof of acquisition or payment receipt
prior to the scheduled installation.
Concierge
The Concierge Service is available to provide assistance and information, through efficient and
courteous staff. The services provided are the following:
 Hotel booking and flight confirmation
 Transportation and car rental arrangement
 Valet parking
 Carpark paging
 Restaurant reservation and cinema schedule at the Mall of Asia

Cooking
Cooking is not allowed within the leased premises unless given prior written approval. Dining areas may
be set up by the accredited caterers, and this will be subject to the terms and conditions agreed upon by the
Event Organizer and the SMX Administration.
Cooking must be coordinated with the SMX Administration. If allowed, it should only be done within
the designated kitchen areas. Each Function Room has a dedicated kitchen for preparation and dishwashing. In
addition, the Event Organizer must provide one (1) fire extinguisher for each LPG tank brought to the premises.

Copyrights and Proprietary Material

All royalties and fees attached to the use of any copyrighted material are the Event Organizer's
responsibility. SMX will not shoulder any costs incurred for the use of these materials during the event.

Delivery of Goods and Arrival of Exhibitors (Ingress)

All goods will be inspected prior to entry. Prohibited materials such as firearms, gunpowder,
ammunition, explosives, drugs, radioactive materials, and goods beyond the building’s capacity that can hinder
normal operations will be denied entry. Only items that are declared on the Gate Pass (provided to the
exhibitors by the Event Organizer) will be allowed to enter the premises. All deliveries must be directed to the
loading bay at the back of the building. The main lobby (front) is for personnel only.
The delivery bay area will only be opened during the stipulated ingress and egress hours. All personnel
must wear the contractor or exhibitor ID, to be issued by the Event Organizer.

Egress
All booths, stages and other equipment need to be dismantled and transported out of the Convention
Center within the stipulated egress hours. The SMX Administration reserves the right to confiscate or dispose of
any materials left behind by the Event Organizers and their contractors if unclaimed within 48 hours.
A thorough inspection will also be conducted upon the exit of exhibitors and their goods. Items that are
not listed in the Gate Pass may not be brought out of the facility. As with ingress, the cargo must pass through
the loading bay.
Electrical Services and Charges
Event Organizers have the option to bring in their own generators for special equipment at no extra
charge. However, if they opt to tap into the Convention Center's power supply, there will be two meter reading
sessions, one prior to ingress, and the other after egress, with a representative from SMX and from the Event
Organizer side to serve as witnesses. The actual electrical consumption will be charged to the Organizer based
on the current Meralco rate.
Only SMX Electricians are allowed to tap into the building's electrical panel, and they will also supervise
all electrical installations within the facility. All Event Organizers are required to submit three copies of their
electrical blueprint for the leased areas at least one week (seven business days) prior to ingress for alignment
with the building's internal electrical capacity.

Emergency Power
SMX has provision for emergency power. However, no additional load shall be connected to the
emergency lines without prior clearance from the SMX Administration. Only SMX electricians will be allowed to
tap into the emergency power supply.

Equipment Rental
There is a specific allotment of available equipment proportionate to the leased area for simultaneous
events. However, in the event that the inventory is exhausted and last minute requests could no longer be
accommodated, it is the Event Organizer's responsibility to make arrangements at their own expense. Please let
your Event Services Officer know of your needs ahead of time, as additional equipment requests may be
accommodated depending on availability. Additional equipment rentals have corresponding charges.

Event Hours
Any hours outside the agreed/published event schedule will be charged the corresponding overtime
rates. Exhibitors are not allowed to assemble or dismantle their displays while the event is ongoing. Ingress and
egress hours are not included within the event schedule.

Event Services
A knowledgeable and professional Event Services Officer or Manager, in addition to the Banquet
Supervisors and Manager, will be assigned for each event to ensure its success. All requests must be
coordinated with him or her ahead of time. Last-minute changes may be accommodated depending on the
availability of the service/s requested for (charges may apply).

Event Signage
The symbolic logo of the SMX Convention Center must be included in all event announcement
collaterals to be displayed within, and outside of, the Mall of Asia Complex.
The use of the logo must be compliant with the Convention Center's brand manual. All collaterals must
be approved by the SMX Marketing Group prior to production. Maximum duration of collaterals is two (2)
weeks and will depend upon the availability of slots.
Exhibit Areas
Exhibitors are responsible for arranging for their own carpeting in their booth area. For exhibits on
carpeted areas, exhibitors are required to have additional protective carpet laid on top of the Convention
Center's carpet to protect it from possible damages. No alterations may be made on any part of the facility. All
electrical installations and tapping, plumbing and other fixtures will require approval from the SMX
Administration, and must be undertaken by the official booth contractors.

Exhibit Goods and Demonstrations

Prohibited materials (listed under Delivery of Goods and Arrival of Exhibitors – Ingress section of this
manual) are strictly not allowed inside the premises. Please consult your Event Services Officer for more
information.
Exhibit demonstrations must not be threatening to persons and property nor annoying to neighboring
booths and the general public. Indecent displays will not be tolerated. The SMX Administration reserves the
right to remove such materials without permission from the exhibitor or the Event Organizer.

Facility Cleaning
All common areas (main lobby, restrooms, and the building perimeter) will be taken care of by the SMX
Maintenance Staff. Event Organizers are responsible for the cleanliness and orderliness of the event area.
Periodic cleaning of the leased area is required upon turnover of the building, especially during the
event proper. Any requests for standard and additional janitorial services must be coordinated with the Event
Services Officer at least two (2) business days prior to the event for proper scheduling and charging.

First Aid
The Convention Center has a full-time nurse stationed at the Clinic beside the SMX Administration
Office for minor injuries. For events with an audience of 3,000 and up, the Event Organizer must make
arrangements for at least one (1) ambulance on standby during the event proper. This needs to be coordinated
with the Event Services Officer one (1) week before the event.

Floor Plans
The Event Organizer or the official booth contractor must furnish the SMX Administration with a copy of
the floor plan or layout at least one week (seven business days) prior to ingress for review if the design is
feasible. The layout will be the basis for setting up the Function Rooms and Meeting Rooms. Furthermore, the
floor plan is required for security purposes.
Food and Beverage
The SMX Convention Center has accredited caterers to service all events within the venue. The Event
Organizer and their caterer of choice must coordinate with the Event Services Officer regarding the specific
requirements.
The catering staff must be in uniform while inside the premises, and they must enter through the
service entrances at the back of the building. Caterers are responsible for the disposal of their own trash.
No storage rooms will be provided for food and other equipment; the kitchens will only be opened on
the day of the event. In addition, the SMX Administration will not provide equipment to the caterer for buffet
purposes.

Forms
 Work Permit – to be secured and accomplished by the Event Organizers and official contractors prior to
the ingress/egress. This form will allow contractors to enter the premises within the duration of the
ingress/egress. This form may be requested from the SMX Operations Department.
 Gate Pass – to be reproduced by the Event Organizers for their exhibitors and contractors. This form is
for documenting incoming and outgoing goods. Two copies must be accomplished – one for the
Security Team and the other for the exhibitor.
 Job Request Form – to be filled up by the Event Services Officer and approved by the Event Organizer if
they need additional manpower for security and housekeeping.
 Authorized Signatory Form – to be accomplished by the Event Organizer and submitted to the SMX
Administration prior the event. This is to summarize the authorized signatories for other event forms.
 Job Order Form For Equipment – this is for requests for equipment such as extra microphones, LCD
projectors and screens.
 Job Order Form for Ancillary Services – this is for requests for the use of amenities such as the car lift,
genie lift and air-conditioning outside the hours initially declared by the Event Organizer.
 Job Order Form for the SMX Pylon – all Event Organizers must accomplish and submit this form to the
SMX Administration upon confirmation of the event for encoding and scheduling.
 Internet Request Form – this must be submitted to the Event Services Officer at least two (2) weeks
prior to the event for coordination with the building's official Internet service provider.
 Event Car Pass – this form, which will be issued by the Event Organizer, must be countersigned by the
Event Services Officer. This allows multiple entries for the entire day; it must be presented to the
cashier prior entry. Additional car passes may be purchased on top of the complimentary passes that
will be provided per event.
 Kitchen Turnover Form – this form is issued by the SMX Banquet Team to the accredited caterer of an
event for the exclusive use of the kitchen/s.
 Sales Report – this should be accomplished by the food and beverage concessionaires for all events and
submitted to the Event Services Officer at the end of each event day. This will serve as the basis for
commission billing.
 Waiver Form – to be accomplished by the Event Organizer, caterer or supplier if they want to leave
materials, equipment and other paraphernalia inside the leased area. The Convention Center will not
be liable for loss or damages.
 Building Turnover Form – to be accomplished and signed by both the SMX Administration and the Event
Organizer prior to ingress. This form will serve as the reference for any damages that the Organizer is, or
is not, liable for after the event.
Freight Deliveries
The Convention Center will not receive freight deliveries on behalf of the Event Organizer. Carriers
should deliver to the attention of the Organizer or the contractor. The SMX Administration will not be liable for
any lost packages or returned deliveries due to the absence of the Event Organizer or the contractor.

Function Rooms
A maximum capacity per set-up type is assigned for each Function Room. However, these capacities are
subject to change depending on the size of the stage and other equipment. Organizers or their authorized
representatives are asked to do an ocular inspection of the leased area with the Event Services Officer and/or
the SMX Banquet Team for the study of the set-up.
Included in the rental package are chairs and tables which will be set up prior to ingress according to
the Event Organizer's preferred layout, basic PA system, event LED display at the room entrance, a podium and
collapsible platforms (4x8 ft. each), depending on availability.
The Event Organizer must coordinate with the Event Services Officer for the basic set-up list. All items
outside of this list will incur corresponding charges.

Guest Services
The Convention Center has Guest Service Supervisors and Staff in the main lobby entrance (Ground
Level) and the information counter (Third Level) to assist your guests and delegates to the right venue, as well
as to entertain general inquiries about the Convention Center.

Helium Balloons
Helium balloons may not be sold or distributed inside the Convention Center. These are not allowed
within the facility.

Kitchens
All Function Rooms have their respective kitchens for the use of their chosen accredited caterers. All
kitchens are equipped with kitchen tables, a stove table, kitchen sink, an exhaust system, and a storage area.
The kitchens will be endorsed to the caterers through the Kitchen Turnover Form.

Lights and Laser Displays

The SMX Administration reserves the right to regulate the use of lights and laser displays of an event or
exhibitor if and when it interferes with other ongoing presentations and exhibitions.

Load Limit
The Exhibit Halls and the ground level main lobby have a floor load capacity of 250 lbs. per square foot,
and the trusses have a weight capacity of 500 lbs. per row. The Function Rooms, Meeting Rooms and the third
floor pre-function lobby can hold 100 lbs. per square foot. The maximum capacities of the Car Lift and the
Freight Elevators are 4,000kg and 2,500kg, respectively.
Loading Bay
The Loading Bay at the back of the building has provision for 15 cargo trucks. There are two (2) freight
elevators and one (1) car lift to haul the equipment intended for the Convention Center at the Third Level. Each
Exhibit Hall in the Ground Floor has a roll-up door with a vertical clearance of 4.2 meters.
The Loading Bay is solely intended for loading and unloading exhibit items, and may not be used for
parking of delivery trucks and other vehicles.

Lost, Left Behind, Abandoned Articles

Lost items are kept in the Security Office up to a maximum of one (1) month, depending on the nature
and the size of the item. The Convention Center will not be liable for any damages on the items.
The SMX Administration reserves the right to dispose of or confiscate any materials that were left
behind or abandoned either by the Event Organizers or their delegates after the time allowance has lapsed, or if
the item poses potential danger to the facility and to people.

Meeting Rooms
A certain capacity for different set-up types is assigned for every Meeting Room. Each room is equipped
with a built-in whiteboard and motorized LCD screen. The rental package already includes chairs and tables,
basic PA system with two wired microphones, and schedule display at the room entrance. Other materials and
equipment may be provided upon request depending on the availability. Charges may apply for certain
requests.

Online Event Calendar

All events will be published in the SMX Convention Center's official website unless the Event Organizer
requests otherwise. The Event Organizer must inform the Event Services Officer if they do not wish to have their
event published.

Operable Walls
The Exhibit Halls, Function Rooms and Meeting Rooms have operable walls that can be configured to
suit the Event Organizer's needs. An additional charge will be incurred for any last-minute changes in room
configuration. A minimum of two hours is required to accommodate these modifications.

Other Prohibitions
Sleeping and gambling are strictly prohibited within the facility.

Painting
Spray-painting is strictly not allowed within the facility. Painting may be allowed for minor re-touching
of pre-fabricated modules, and must be done with a paintbrush or a small roller brush. Protective covering for
the floor/carpet must be provided by the Event Organizer or contractor. This must be coordinated with the SMX
Administration, subject for approval.
Parking
The SMX Convention Center has a basement parking facility, which opens at 7:00am daily. The fixed rate
is Php40.00 per entry, per car. A predetermined number of complimentary parking passes will be given to the
Event Organizers for multiple entries within the event day/s.
There are several other parking areas within the Mall of Asia Complex that are available for guests.

PWD Provisions
The SMX Convention Center is equipped with the basic requirements for persons with disabilities
stipulated in Republic Act 344: ramps, designated parking spaces, passenger elevators, and designated
bathrooms with the correct height for the water closet, urinal and lavatory as per United Nations standards.

Pylon
All events will be displayed on the SMX Convention Center's pylon located in front of the Mall of Asia.
Only a limited number of characters may be accommodated on each panel, which will require certain terms to
be abbreviated. Please consult the Event Services Officer for the guidelines.

Pyrotechnics
Pyrotechnics are strictly not allowed inside the SMX Convention Center.

Safety
Safety certifications (government standards) are required for certain exhibitor displays and equipment.
The exhibitor will be liable for personal injury or damage to the facility caused by the display module.
The doors to the emergency exits must be kept clear at all times. It is strictly prohibited to install or
display anything that could block the path to the exit.
The automatic sprinklers must also be free from obstructions. For exhibits directly underneath a
sprinkler, there must be a clearance of at least two (2) meters between the sprinkler and the top of the exhibit
booth.
Scaffoldings must be covered in black cloth, and a whole plywood not less than ¼ inch thick must be
placed under the scaffolding at all times. All legs of the scaffolding should rest on the plywood.
All electrical wires on the floor must be covered by rubber ducts. Carpets need to be securely taped to
the floor, and the color of the duct tape must be similar to the color of the carpet or the floor.
Security
The SMX Security Team guards all points of entry to the building, as well as common areas such as the
lobby, the doors leading to the Exhibit Halls, Function Rooms and Meeting Rooms, and the perimeter. The
jurisdiction of SMX Security ends at the event entrances unless otherwise requested by the Organizer.
If the Organizer requests for additional security within the leased premises, the manpower costs will be
charged to them. This must be coordinated with the Event Services Officer at least two (2) days before the
event for proper scheduling.
Organizers can also bring their own security team from a reputable agency. If this is the case, however,
the external security team must be briefed by the Convention Center's Customer Relations Service (CRS)
Manager or Supervisor prior to the event. A security plan must be submitted to the SMX Administration at least
one (1) week before the event. The guards from the external security team deployed inside the leased areas are
not allowed to loiter in the common areas while on-duty.
All security personnel assigned inside the building must wear polo barong, black slacks, black closed
shoes and white gloves, and they must not be issued any firearms. Only the perimeter security force is allowed
to wear Type-A uniforms and carry firearms.
For events that are open to the public, SMX will provide one (1) security personnel for each Entry and
Exit point.

Smoke Machines
Smoke machines may be allowed with approval from the SMX Administration, but the usage should be
minimal, as excess smoke could trigger the automatic fire alarm and sprinkler system.

Smoking
The SMX Convention Center is a non-smoking facility, compliant with the Tobacco Regulation Act of
2003 (Republic Act 9211), which prohibits smoking in all enclosed spaces that are open to the general public. In
the interest of public health and safety, designated smoking areas are located outside the building.

Sound Volume
The SMX Administration reserves the right to regulate the volume of music and sound system of an
event or exhibitor if and when it interferes with other ongoing presentations and exhibitions. Drumming and
other loud music will not be allowed in the common lobby areas during simultaneous events. Sound systems
installed in the common lobby areas will be monitored to ensure proper volume levels.

Supervision/Responsibility Fee (SRF)

The SRF is charged by the official exhibit contractor to sub-contractors hired by individual exhibitors for
the designs of their own areas. The official contractor thus becomes responsible for monitoring the work of the
sub-contractors, and they will also be liable for any damages on the venue.
Telephone Lines
Requests for telephone lines must be coordinated with the Event Services Officer at least three (3)
business days prior to the event. For Exhibitions, one (1) complimentary telephone line will be installed for the
Secretariat. Additional telephone line requests will incur installation charges and service fees to be charged to
the Event Organizer.

Ticketing
Event Organizers are not allowed to sell tickets in the Convention Center prior to the event. They must
coordinate with the Event Services Officer ahead of time if they wish to sell tickets inside the venue on the day
of the event for the issuance of the permit and for the reservation of the registration counter/s.
The Event Organizer must secure all governmental permits prior to the ticket-selling activity.
Furthermore, they are responsible for all fees and charges incurred for the acquisition of such licenses. The
SMX Administration must be furnished with copies of the permits at least two (2) business days prior to the
event.

Vehicle and Machinery Displays

The Event Organizer must advise the Event Services Officer ahead of time if vehicles and heavy
machineries will be displayed within the leased area. Display vehicles and machineries must not have more
than five quarts of gasoline in the tank as a safety precaution. Refilling of gasoline is not allowed inside the
Convention Center.
For the carpeted areas, Event Organizers must provide protective tracks at their own expense. In
addition, all heavy displays must be coordinated with the building’s Duty Engineer for the necessary safety
checks and approval. If the displays are allowed, the Event Organizer must comply with the requirement of
providing a single platform at least four (4) inches in height to distribute the load.

Waste Disposal and Sanitation

The SMX Housekeeping Staff will be responsible for the waste disposal in the common areas such as the
lobby and restrooms.
The leased premises must at all times be kept clean and presentable and within sanitary conditions
according to the SMX standards. The Event Organizers must advise their exhibitors to provide receptacles and
sufficient containers for trash inside their respective booths. Event Organizers may opt to employ the services
of the building’s janitorial agency for the cleaning requirement for a fee.
Caterers and food concessionaires are responsible for hauling out their own trash, as these cannot be
thrown in the venue’s disposal area.

Water Features and Displays

The use of water features such as, but not limited to fountains, ponds, or waterfalls must be approved
and supervised by the SMX Administration. The Event Organizer must provide protection for area/s where the
fixtures will be placed.
Welding Equipment
Welding is not allowed within the facility. Exhibit modules that require welding must be constructed at
another location before they are brought to the Convention Center.

Wi-Fi/Internet
Wi-Fi and Internet access is available upon request with corresponding charges. This must be
coordinated with the Event Services Officer two (2) weeks prior to the event. PhilCom is the building's official
provider.

Should you have questions or concerns regarding this material, please do not hesitate to call your Event
Services Officer, or the SMX Administration Office at +63 (2) 556-8888.

Thank you very much, and we look forward to having your event here at the SMX Convention Center!