35th IAOM MEA Conference & Expo 2025

EXPO SPACE BOOKING FORM

  • Exhibitors are requested to email the Exhibitor Space Booking Form to expo@iaom-mea.com (downloadable from the IAOM-MEA website).
  • The requested expo booth will be subject to availability at the time of confirmation.

BOOTH ALLOCATION

  • Exhibition booths are allocated on a first-come, first-served basis upon receipt of full payment.
  • The priority for reserved stands and stands around the coffee Station Area will be given to sponsors
  • IAOM MEA won’t be able to hold the booking of stands for more than 24 hours unless it is mutually agreed and confirmed by both parties.
  • The allocation of stands will be done solely at the discretion of the IAOM MEA regional office based on the availability.
  • IAOM MEA reserves the right to reallocate or modify booth assignments if necessary.

EXHIBITOR ONLINE REGISTRATION

Upon receiving expo stand confirmation along with the “voucher code” from the IAOM MEA team, it is mandatory for all exhibitors to register online using the “Voucher Code”.

BADGE COLLECTION

Exhibitors who have registered online can collect their exhibitor badge(s) from the registration desk at the entrance of Hilton Hall, Jeddah Hilton Hotel, on December 1st and 2nd, 2025.

COMPLIMENTARY REGISTRATION POLICY

  • Two (2) complimentary registrations per 9 sqm booth and One (1) additional complimentary registration for every extra 9 sqm booked.
  • Complimentary entry is strictly for employees of the exhibiting company.

EXPO FLOOR PLAN

  • The expo floor plan is available online for selection of your preferred stand which is subject to availability.
  • IAOM-MEA reserves the right to modify the floor-plan as necessary to meet the needs of exhibitors on exceptional cases and if demand for expo stands increases.

CANCELLATIONS AND REFUNDS

  • Cancellation requests must be submitted in writing.
  • Refund Policy:
    1) Before 30 September 2025: Full Refund
    2) After 01 October 2025: No Refund

BOOTH SETUP

  • Exhibitors will be allowed to access the Expo Hall to set up their expo booths from 11:00 am to 18:00 pm on 01st December 2025.
  • Exhibitors must complete booth setup within the designated timeframe.
  • Exhibitors are requested to be ready at 08:00 AM on 02nd of December 2025 prior to the official opening of the Conference and Expo.

BOOTH DISMANTLING

Exhibitors are not permitted to begin dismantling or removing their displays before the official close of the event.

Dismantling of expo stands and removal of exhibit materials/equipment can begin at 16:00 PM on December 4th, 2025. All materials/equipment must be fully removed from the expo hall by 23:00 PM on December 4th, 2025.

IAOM MEA reserves the right to impose a fine on any exhibitor who dismantles or leaves their booth unattended before the final day (December 4th, 2025).

FLOOR WEIGHT TOLERANCE

  • Maximum load: 3 tons per 9 sqm stand.
  • Machines exceeding 3 tons must be placed on spread plates to distribute the weight evenly.

HEIGHT RESTRICTION

The maximum height for custom-built booths is 3.5 meters.

BOOTH CONSTRUCTION AND DESIGN

  • Custom-made expo stands must be built through the IAOM MEA official contractor.
  • External contractors are not permitted unless IAOM MEA is informed in advance and prior approval is obtained.
  • Exhibitors opting for custom-built booths must submit their booth designs to IAOM MEA at least 45 days before the event for approval.
  • Any modifications to approved designs must also be submitted for pre-approval.
  • Exhibitors are responsible for all payments related to booth construction and services.

ELECTRICAL SUPPLIES AND INSTALLATION

  • For safety reasons, all main power installations from source to outlet (exhibition stands) must be carried out or supervised by the Hotel’s engineering department.
  • Exhibitors and their contractors must inform or consult the Hotel’s engineering department before conducting any work near electrical installations, including distribution boards (DBs), fuse switches, isolators, or power points.

LOGISTICS AND VENUE ACCESS

All exhibition goods and equipment must be delivered and picked up only through the Hilton Hall loading bay area.

Unattended vehicles are not allowed to remain in the loading bay areas.

Service entrances and service lifts must be used for transporting all equipment and materials. Guest entrances and lifts are strictly prohibited.

OPERATION RESTRICTIONS

  • Exhibitors must confine all activities to their contracted booth space.
  • Strolling entertainment, sample distribution, or souvenir giveaways are only permitted within the exhibitor’s own booth.
  • Exhibitors using music (live or recorded) in their booth must provide IAOM MEA with a copy of their licensing agreement.
  • Exhibitors agree to indemnify and hold IAOM MEA harmless from any legal action by Saudi Arabian licensing authorities related to music usage.
  • Exhibitors must comply with all safety regulations set by the hotel.
  • Use of motorized equipment or forklifts by exhibitors is strictly prohibited.
  • Pets and animals are not allowed in the IAOM MEA Expo or hotel premises.
  • Display materials must not block aisles or the view of neighbouring booths.
  • No display materials may extend beyond booth boundaries or interfere with neighbouring exhibitors.
  • Hanging materials from the ceiling or making direct fittings to the floor or walls is not permitted without prior approval.

PROMOTION RESTRICTION

  • Distribution or placement of promotional leaflets, product brochures, or marketing materials outside the exhibitor’s booth—such as in other booths, tables, corridors, coffee stations, or any common areas—is strictly forbidden.
  • Sponsors are exempted and may distribute or place their promotional materials within designated areas.
  • Violations of these rules may result in immediate removal from the exhibition hall without a refund of the stand/participation fee.
  • IAOM MEA reserves the right to ban exhibitors from participating in future IAOM MEA events depending on the severity of the violation.

EXPO REGULATIONS

  • IAOM MEA Expo registration badges must be worn at all times by all participants entering the event.
  • Admission to the expo hall is strictly limited to conference and expo participants.
  • Security personnel will monitor participant badges at the entrance during expo hours.
  • Exhibitors are permitted access to the expo area only during show hours.
  • Entry after the expo closing time is strictly prohibited.

STORAGE OF ITEMS

  • Exhibitors and their contractors are fully responsible for storing their crates, boxes, and other materials throughout the event.
  • No storage facilities will be provided onsite at the Jeddah Hilton.
  • Access corridors and fire exit routes must remain clear at all times.
  • Any unremoved packing materials, crates, or boxes will be disposed of by the hotel without any responsibility for replacement.

RE-EXPORT AND REMOVAL OF EXHIBITS

  • Exhibitors must hand over all expo materials for re-export to IAOM MEA’s official freight forwarding company/representative onsite by 16:00 PM on December 4, 2025.
  • Exhibitors must remove all exhibits, equipment, and personal belongings from their stands before leaving the venue.
  • IAOM MEA and its contractors will not be held responsible for any exhibits left unattended, lost, or damaged.

INSURANCE

  • Exhibitors are required to insure their exhibits, machinery, equipment, and display materials against loss, theft, or damage during the event, including setup and dismantling periods.
  • Exhibitors must obtain Public Liability Insurance, covering bodily injury, accidents, and property damage under a combined single limit per incident.

IAOM MEA and the venue will not be held liable for any loss, damage, or accidents involving exhibitor property.

LOSS, DAMAGE, AND INJURY

IAOM MEA organizers are not responsible for any injury, loss, or damage to the exhibitor’s employees, property, or materials, regardless of the cause.

IAOM MEA is not liable for any injury, loss, or damage sustained by any person on the premises leased or rented to the exhibitor, including those watching, observing, or participating in any exhibitor demonstration or display.

If IAOM MEA is held liable for the exhibitor’s actions or negligence in any matter, the exhibitor shall reimburse IAOM MEA for all expenses incurred, including legal fees, and shall hold IAOM MEA harmless from any resulting liability.

INDEMNIFICATION

The exhibitor assumes full responsibility for any damage, loss, costs, or expenses incurred and agrees to indemnify and hold harmless the International Association of Operative Millers MEA, Mideast & Africa Region (IAOM MEA), its officers, directors, agents, and employees from any liability, claims, suits, or actions, including legal fees, arising from:

  • Injury or death of any person, or
  • Damage to or destruction of property,

resulting from the exhibitor’s participation in the IAOM MEA Annual Conference & Expo, including but not limited to the leasing of exhibit space.