EXHIBITION GUIDE

UNITED NATIONS CONFERENCE ON HOUSING AND

SUSTAINABLE URBAN DEVELOPMENT

HABITAT III
17-20 OCTOBER 2016
QUITO, ECUADOR

PRESENTATION . . .
The United Nations Conference on Housing and Sustainable Urban
Development (Habitat III) will be held in Quito, Ecuador, from 17 to
20 October 2016.
In line with the bi-decennial cycle (1976, 1996, and 2016), the
United Nations General Assembly decided to convene the Habitat
III Conference to reinvigorate the global commitment to sustainable
urbanization and focus on the implementation of a New Urban
Agenda based on the Habitat Agenda in Istanbul in 1996.
The Member States of the General Assembly decided that the
objectives of the Conference are to secure renewed political
commitment for sustainable urban development, assess the
achievements to date, identify and diagnose poverty and
address new and emerging challenges. The Conference will
result in a concise document focused on a forward-looking and
action-oriented.
Habitat III offers a unique opportunity to discuss the important
challenge of how to plan and manage cities, towns, and villages in
order to fulfill their role as engines of sustainable development, and
therefore shape the implementation of new global development
and climate change objectives.
The Habitat III Exhibition will be one of the most vibrant and active
areas of the conference where member states, organizations and
institutions, civil society, and the private sector can showcase
proposals and commitments to the implementation of the New
Urban Agenda and advocate their work on housing and sustainable
urban development. It will provide space for informal discussions,
side events and presentation of urban innovations.

Designed to attract a large audience, the exhibition will be aligned with

the overall theme of the conference and will be open to the public and
participants 9:00 a.m. to 6:00 p.m. daily from 15 to 20 October
2016.
This Exhibition Guide has been created for exhibitors and contains rules
and regulations, administrative information, technical and operational
information, as well as deadlines that exhibitors have to meet during
the assembly, opening, and disassembly of the exhibition in order to
avoid interruptions to the programme.
We kindly ask you to read this guide carefully and follow the
Application Procedure.
The Habitat III Secretariat expresses its gratitude for your support and
participation at the Exhibition.
Should you have any questions or recommendations, please contact
the Habitat III Secretariat on habitat3exhibition@un.org

WHY EXHIBIT? . . .
The Habitat III Exhibition is:
A space in which to display proposals and partnerships of
implementation of the New Urban Agenda
An opportunity to increase the network of contacts and partners
in sustainable urban development
A way to showcase innovative urban solutions and innovations
An opportunity to increase the general publics awareness of the
different facets of sustainable urban development
Expected to attract over 30,000 visitors

WHO CAN EXHIBIT? . . .

Exhibitors at the Habitat III Conference can include but are not
limited to the following:
Cities showcasing programmes, initiatives, partnerships, and
solutions designed to address the challenges of sustainable urban
development
Countries presenting national urban programmes
United Nations agencies and other international organizations
profiling their work on building better cities globally
Private companies presenting services, products, and innovative
solutions to urban problems
Non-governmental organizations promoting their roles in urban
sustainability
Researchers and academics presenting the latest information on
urban trends
Any organization willing to share their commitments to
implementing the New Urban Agenda
Note: A number of standard booths have been reserved free of
charge for least developed countries (LDCs)

WHERE AND WHEN TO EXHIBIT? . . .

The exhibition will be officially opened to the general public on
Saturday, 15 October 2016.
This will also be an opportunity for delegates participating in parallel
sessions during the weekend to visit the exhibition

THE VENUE
The exhibition will take place at the National Assembly, 300 meters
from Parque del Arbolito and the main conference venue, La Casa de la
Cultura Ecuatoriana Benjamin Carrion.
The exhibition space, over 6,000 square meters in size, is an outdoor
area that will be adequately covered for weather changes. It is connected
to the main transportation system of the city of Quito and near the main
hotels and shopping and entertainment district.
Please check the information below about the Entry of Goods into
Ecuador to facilitate import and export of exhibit materials.

EXHIBITION SCHEDULE
The exhibition will be open from 9:00 a.m. to 6:00 p.m. daily from 15
to 20 October 2016. It will be freely accessible to the citizens of Quito
and to any delegate of the Habitat III Conference.

HOW TO PARTICIPATE . . .
IN THE EXHIBITION:

Kindly carefully consult the instructions below:

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Read this Exhibition Guide carefully.

Deadline for applications is 5 August 2016 at 00:00 pm

(UTC/GMT-5)

Reserve an exhibitors booth using the Exhibition Application

Process at www.habitat3.org/the-new-urban-agenda/
exhibition. Include all exhibition-related details such as the
type of stand and size.

Habitat III Secretariat will review all applications and

4 The
will revert with confirmation of whether your application has
been approved.

If approved, you will receive the booking confirmation and

information on the next steps to complete the process.
Otherwise, you will receive notification that your application
was unsuccessful.

In order to confirm your reservation, payment must be done

by 1 of September 2016.

The Habitat III Secretariat will send you information regarding

the location of your booth. Please note that the final location
will be confirmed fifteen (15) days before the opening of the
conference.

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Check the procedure of Entry of Goods into Ecuador.

For more information, please contact the Habitat III
Secretariat on habitat3exhibition@un.org
Remember that all participants must be registered
individually through the Habitat III website www.habitat3.org
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BOOKING OPTIONS . . .
BOOTH PACKAGES
There are two booth packages available:
STANDARD SHELL SCHEME BOOTH
Stand booth: 9 square meters (3 x 3m) within the exhibition area.
A standard booth costs is US$ 395 + 14% VAT per square meter and
is equipped with:
9 panels 1m x 2.40m
1 table (120cm x 60cm x 75cm)
3 chairs
Carpet (one color for all stands)
Wi-fi
Front panel with the exhibitors name
Power source duly approved
Waste basket
Painting or damaging panels is strictly prohibited
Larger Modular Booths can be constructed by combining a number
of standard booths. Exhibitors may request the removal of the panels/
walls separating adjacent booths to make a larger modular booth. Such
requests may be made directly with the official supplier.
Note: A limited number of 9-square-meter booths have been reserved
for exhibitors, free of charge, from least developed countries (LDCs).

RAW SPACE
(FOR CUSTOM BOOTHS)
Habitat III Secretariat reserves the right to request in advance
the project stand to ensure the proper functioning of the
exhibition.

Exhibitors wishing to build custom booths can reserve unfurnished

space (no less than 40 square meters) within the exhibition area.
Requests for unfurnished space must exceed 40 square meters.

Exhibitors may ask the official supplier for customized stands or

hire their own supplier.

The cost of raw space is US$ 295 + 14% VAT per square meter
and it includes:

Independent booth suppliers must work closely with the official

supplier to ensure compliance with building standards and
regulations.

Wifi
Carpet
Basic services i.e., overall building lighting, security, cleaning of
public exhibition area, on-site management.

Questions arising during mounting roll-out and dismantling of

the exhibition will be settled exclusively by the official supplier.

Exhibitors will be required to set up their booths at their own cost

(with an option to use the official supplier or to bring in your own),
including construction and operation fees, electricity, etc.

For security reasons, exhibitors cannot occupy areas other than

the exhibition booths. Each exhibitor will be able to use the
allocated general storage area for their goods.

All requests for construction services, furniture, and equipment

rental must be submitted to the official supplier including the name
of the supplier of the stand and the project layout of the booth will
be required.
The official supplier will be provided once the booking is approved.

OPERATING RULES AND . . .

REGULATIONS OF THE EXHIBITION

PAYMENT
All services and booths must be paid upon an invoice sent by the official
supplier.
Payment deadline is 1 September 2016

REGISTRATION AND ACCREDITATION

If payment is not made by the deadline, the application will be

disqualified and removed from the shortlist.

Besides the applying for participation at the exhibition, every

participant must be individually registered for the Habitat III
conference via the Habitat III website (www.habitat3.org). Upon
successfully completing registration to the Habitat III Conference, you
will receive an auto-generated email confirming your registration.

BOOTH LOCATION AND APPROVAL

The Habitat III Secretariat will be responsible for approving and
determining the location of booths. Allocations will be done on a firstcome, first-served basis, taking into account the general technical
construction needs and the design of the exhibition as a whole.

Online registration is encouraged to expedite provision of the Habitat

III photo badge, which is a requirement for admission into the venue
of the conference.
All registered exhibitors may access all the meetings at Habitat III
except those indicated as closed events.

The final floor plan will be available once all the booth spaces have been
filled and confirmed. The final location of booths will only be confirmed
approximately fifteen (15) days before the opening of the conference.
Exhibitors with customized booths will receive the booth location duly
marked out on the floor plan.
Floor markings must be double-checked (square meters, location,
pillars, and height) by the official supplier before any construction work
begins.

INGRESS AND SET-UP

DISMANTLING AND EGRESS

Setting up 5 October to 14 October 2016

Cleaning and installation of booth dcor and exhibit materials
14 October 2016

Dismantling - 20 (from 18:00) and 21 October 2016

(from 9:00 to 18:00 hours)

Note: Boxes, packages, waste material, and any other objects not
part of the booth dcor or exhibit materials must be removed from
the premises by 6:00 p.m. on 14 October 2016. Failure to do so may
result in the disposal of the material left behind.

EXHIBITION ROLLOUT
All exhibitors are required to maintain their booths and respective
activities for the entire duration of the exhibition.
All Exhibition Booths must be physically manned during the exhibition
hours.

All booth content belonging to the Exhibitor must be removed from

18:00 hours on 20 October 2016 and/or 21 October 2016 from
9:00 a.m. to 6:00 p.m.. Booth contents that remain after 6:00 p.m.
on 21 October will be disposed of accordingly.

DELIVERY OF INCOMING GOODS FOR

MAINTENANCE
During the Habitat III exhibition the schedule for delivery of incoming
goods will be:
Morning From 7:00 to 8:30 a.m.
Evening From 7:00 to 9:00 p.m.

DAMAGES
Exhibits must be consistent with the advocacies and principles of
the United Nations and must be noncommercial in nature. No exhibit
Exhibitors will be responsible for any damage to the exhibition
materials may be offered for sale or have a price tag attached to them.
structure, whether caused by the exhibitor or a hired contractor.
Exhibits considered aesthetically, politically or morally offensive in any
way to the Member States of the United Nations will not be approved or
may be subject to removal from the Exhibition venue. Exhibition booths 10
must be permanently manned during exhibit hours.

IMPORTATION REQUIREMENTS
In order to bring goods into the country for the Habitat III Conference,
it is necessary to meet the customs formalities and duties and duly
follow the procedures below:

ENTRY OF GOODS
INTO ECUADOR . . .

The National Customs Service of Ecuador recommends counting

on the services of a Customs Agent in order to facilitate the
procedures for the Temporary Import of Goods, since some of the
following steps require a physical presence in the country. Those
agencies that have representation in the country can perform these
procedures directly. Download the official list of Customs Agents
here www.aduana.gob.ec/files/uploads/AGENTES.xlsx

Goods that enter Ecuador from abroad will be required to have

a certified electronic signature device, which is available at the
Central Bank of Ecuador (www.eci.bce.ec) or at Security Data
(www.securitydata.net.ec)

To be registered in the ECUAPASS portal (only available in Spanish)

(https://ecuapass.aduana.gob.ec)

The following procedure explains the process of the

National Customs Service of Ecuador for the temporary
import of goods into Ecuador to facilitate the presence of
goods for the Habitat III Conference.
For more information and details please refer to www.
aduana.gob.ec as well as to the Organic Code of
Production, Commerce and Investments (COPCI) and its
Rules as remaining regulations issued for the effect.

The ECUAPASS is the customs computerized system that allows

foreign trade operators to facilitate all its operations, reducing time
associated with the compliance of customs formalities.

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For those organizations that have not counted on their services to

perform the above procedures, it is mandatory to have a Customs
Agent to complete the process of temporary importation of goods.
Download the official list of Customs Agents www.aduana.gob.ec/
files/uploads/AGENTES.xlsx

REGIME OF TEMPORARY IMPORTS

WITH RE-EXPORT IN THE SAME
CONDITIONS
(TEMPORARY IMPORT OF GOODS)
The Regime for temporary admission with re-export in the same
conditions is a special customs procedure through which you
can introduce goods into Ecuadorian territory so they can be
used for a specific purpose, with total or partial suspension of
duties and taxes on imports. In order for imported goods to be
accepted under this regulation, they must be personalized and
easily identifiable.

SANCTION FOR MISSED DEADLINES

In the event that the Regime for temporary admission with reexport in the same conditions is not compensated within the
given period, ie, with import for consumption, re-exportation or
destruction, and provided that such facts had not been identified
by the customs administration, it will result in the substantiation
of punitive procedures and the penalty for violation established
in the Organic Code of Production, Trade and Investment will be
imposed. That is, a base salary of workers in general Art. 190
lit. j), sanctioned with Art. 191 literal e) of the Organic Code of
Production, Trade and Investment (COPCI)

The goods must be used for the authorized purposes and

during the authorized period of time, for which the application
for authorization to the regime must be included, which is the
relevant documentation that justifies the purpose they will have.
This special regime for approval needs to rely on a specific
custom guarantee that 100% of any possible taxes are
suspended. Please find more details in the Considerations
section below.

If the customs administration identifies that a declared good under

this regime remains in the territory outside the authorized period
of time, it shall be deemed that the goods are being misused by
not having the appropriate authorization, so it will be considered
illegal in the country and will be processed according to the
provisions of Article 302 of the Organic Integral Penal Code. (A
penalty of 10 times the suspended taxes)

COMPLETION OF THE REGIME

Goods that adhere to this regime may complete it through
the re-exporting, change of regime (imports destined for
consumption), or change of destination, weather it is destruction
or admission to a Special Economic Development Zone. (In
the case of destruction, including the possibility of undergoing
recycling processes, this shall be done at the expense of the
importer and under the control of the National Customs Service
of Ecuador. When the product resulting from destruction will be
subject to use in another activity within the Ecuadorian territory,
this will be subject to the compliance of customs formalities and
tax payments corresponding to the product that will effectively
adhere to the import regime for consumption).
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Considerations . . .
For all customs procedures in which taxes such as within the
Regime for temporary admission with re-export in the same
conditions are suspended, you must submit a specific customs
guarantee that guarantees 100% of any possible suspended taxes
that are from goods that enter temporarily. This procedure must be
completed before the customs declaration is submitted to customs.

It is necessary to indicate, in addition to the provisions above, the

following advice for the entry of goods to Ecuador:

This guarantee is obtained through ECUAPASS and presented

physically by the District Directorate of Customs through which
goods enter the National Customs Service of Ecuador.

a. Document certifying the existence of the event and your

participation, which each importer must submit in processing.
b. During customs declaration you must submit the support
documents and accompanying documents necessary according
to the regime, such as the schedule of activities described in a
precise manner.
c. A map or sketch of the exact location of the goods (or event)
must also be attached as a support document.
d. Commercial invoice (with each imported item identified, ie, serial
number, model). CONSUMABLE GOODS ARE NOT ACCEPTED to
this regime. (Eg food, beverages, paint, advertising materials such
as catalogues, brochures, etc.)
e. Transport document issued by the actual carrier of cargo.
f. Payment of the control rate is $40.00 for each import procedure
under the Regime for temporary admission with re-export in the
same condition

The customs guarantee can be made according to the following

detail:
a. Cash deposit;
b. Certificates of a term deposit in financial institutions established
in Ecuador, duly endorsed on behalf of the Customs Administration;
c. Credit note from the National Customs Service of Ecuador or
other central tax administration with proper endorsement;
d. Bank Guarantee;
e. Insurance policy;
f. Letter of guarantee issued by the highest authorities of the public
sector institutions if these institutions are the holders of the foreign
trade transaction. This type of guarantee will not apply to public
companies;
g. Letter of guarantee signed by the highest authority of diplomatic
and consular missions accredited in the country, if these entities
are the holders of the foreign trade transaction.

The National Customs Service of Ecuador will not be

responsible for the cost of any international freight,
shipping of goods, internal transportation or expenses of
nationalization. Exhibitors and/or delegates must negotiate
with their respective customs agent. The National Customs
Service of Ecuador may provide consulting services on
temporary admission.

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PERSONAL EFFECTS
Under Resolution No. 0679 items shall be considered as personal
items where, by their nature and amount, the passenger can
reasonably use during the journey, taking into account the
circumstances and purpose of the trip, as well as their profession,
activity and characteristics, excluding goods that by type, quantity,
or value, suggest that they have a commercial objective or
character.
For full details, please refer to the following link:
http://www.aduana.gob.ec/pro/border_entry.action
In any case, if more units of each item indicated in the document
are imported, the amounts above the limit will not be considered
personal effects and will be subject to the provisions established
for permanently imported items.

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EXIT OF GOODS
FROM ECUADOR . . .
Once the goods have entered and have fulfilled their permissible purpose in
Ecuador, the process of re-exportation from the country shall be carried out.
This process can be performed by the same customs agent initially hired for
their temporary admission.

CONTACTS FOR HELP ON . . .

PROCEDURES FOR TEMPORARY

IMPORTS:
Jaime Moncayo
gpgerencia@garinmopoint.com
Tel + 593 9 93995552
National Customs Service of Ecuador
mesadeservicio@aduana.gob.ec
Tel National 1800-238262
From abroad +593-1800-238262
For more information, you can also visit the following links:
www.aduana.gob.ec/pro/to_import.action
www.aduana.gob.ec/ace/canales.action
www.aduana.gob.ec/ace/senae.action
(To contact address each country District)

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Summary
...
2 May 2016
Online application open
5 August 2016
Deadline of exhibition application
1 September 2016
Deadline for payments

.A.pplication
.

1 October 2016
Final confirmation of booth location

procedure

Kindly carefully consult the instructions below:

1. Read this Exhibition Guide carefully.
2. Reserve an exhibitors booth using the Exhibition Booking
Process at www.habitat3.org. Include all the exhibition-related
details such as the type of stand and size.
3. Deadline for applications is 5 August 2016 at 00:00 pm
(UTC/GMT-5)
4. The Habitat III Secretariat will review all applications and will
revert with confirmation of whether your application has been
approved.
5. If approved, you will receive the booking confirmation and
information on the next steps to complete the process.
Otherwise, you will receive notification that your application
was unsuccessful.
6. In order to confirm your reservation, payment must be done by
1 of September 2016.
7. The Habitat III Secretariat will send you information regarding
the location of your booth. Please note that the final location
will be confirmed fifteen (15) days before the opening of the
conference.
8. Check the procedure of Entry of Goods into Ecuador.
9. For more information, please contact the Habitat III Secretariat
on habitat3exhibition@un.org

5 October 2016
Set-up starts
13 October 2016
Accreditation on site open
14 October 2016
Set-up ends
15 October 2016
Exhibition officially open
20 October 2016
Exhibition closed
20-21 October 2016
Dismantling

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Remember that all participants must be registered individually

through the Habitat III website www.habitat3.org

17

#Habitat3 #NewUrbanAgenda

Practical Information
Habitat III Secretariat
habitat3exhibition@un.org
www.habitat3.org

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