EVENT OPERATION POLICY & PARTICIPATION REGULATIONS

1. GENERAL EVENT INFORMATION

Event Details

Dates: [Insert Event Dates]
Venue: [Insert Venue Name and Address]
Hours of Operation:

• Registration: 7:30 AM – 6:00 PM (Day 1), 8:00 AM – 5:00 PM (Subsequent Days)
• Main Sessions: 9:00 AM – 6:00 PM
• Exhibition Hall: 9:00 AM – 7:00 PM
• Evening Networking Events: 6:30 PM – 10:00 PM

Event Format

• In-person conference with optional virtual access
• Multi-track sessions (keynotes, panels, workshops)
• Exhibition hall with 100+ booths
• Networking lounges and dedicated meeting spaces
• Evening galas and award ceremonies

2. REGISTRATION & CHECK-IN

Registration Requirements

All participants must:

• Complete online registration prior to arrival (or onsite with availability)
• Present valid government-issued photo ID
• Provide proof of payment/registration confirmation
• Sign liability waiver and code of conduct acknowledgment

Check-In Process

Location: Main registration desk at venue entrance

Required Documents:

• Confirmation email (printed or digital)
• Photo ID (passport for international attendees)
• Business card (for networking badge feature – optional)

Badge Collection:

• Badges must be collected in person (no proxy collection)
• Wear badge visibly at all times during event
• Lost badges: $50 USD replacement fee

Registration Categories

• Full Conference Pass: Access to all sessions, exhibition, networking events
• Exhibition Only Pass: Access to exhibition hall and designated networking areas
• Virtual Pass: Online access to livestreamed sessions and virtual networking
• VIP Pass: All access plus exclusive lounges, priority seating, private events
• Speaker/Exhibitor Pass: As specified in respective agreements

3. ADMISSION & ACCESS CONTROL

Badge Requirements

• Official event badge must be worn and visible at all times
• Different badge colors indicate access levels
• Badge non-transferable between individuals
• Security may verify badge authenticity at any time

Access Levels

Color-Coded Badge System:

• Red: Full Conference + VIP Access
• Blue: Full Conference Access
• Green: Exhibition + Networking Only
• Yellow: Exhibitor/Sponsor Staff
• Purple: Speaker/Panelist
• Orange: Media/Press
• White: Event Staff/Volunteers

Restricted Areas

Entry prohibited without proper authorization:

• VIP lounges and speaker green rooms
• Back-of-house and technical operations areas
• Organizer office and storage rooms
• Venue kitchen and service areas

Violations may result in badge confiscation and removal from event.

4. CODE OF CONDUCT

Professional Behavior Standards

All participants are expected to:

• Treat others with respect, dignity, and courtesy
• Engage in professional and appropriate conduct
• Respect diverse backgrounds, perspectives, and identities
• Maintain appropriate business attire
• Comply with all event rules and venue regulations

Prohibited Behavior

Zero tolerance for:

• Harassment, discrimination, or bullying of any kind
• Sexual harassment or unwanted physical contact
• Aggressive, threatening, or violent behavior
• Hate speech or discriminatory language
• Intoxication or substance abuse
• Theft or destruction of property
• Disruptive behavior affecting others’ event experience

Harassment Definition

Includes but not limited to:

• Unwelcome sexual advances or comments
• Offensive remarks related to gender, race, religion, disability, age, or sexual orientation
• Deliberate intimidation or stalking
• Sustained disruption of presentations or conversations
• Inappropriate photography or recording
• Unwanted following or attention

Reporting Incidents

Immediate Action:

• Notify event security or staff member (identifiable by white badges)
• Visit Event Safety Desk (located at registration area)
• Call emergency hotline: 0922.895.886 / 0971.895.886

Confidential Reporting:

• Email: contact@beautysummit.ai
• Anonymous reporting form available on event mobile app
• All reports investigated promptly and confidentially

Consequences of Violations

First Offense (Minor):

• Verbal warning with documentation
• Required meeting with event management

Second Offense or Serious Violation:

• Immediate removal from event without refund
• Badge confiscation
• Banned from future Beauty Summit events
• Law enforcement contacted if warranted

Severe Violations:

• Immediate removal and law enforcement involvement
• Potential criminal prosecution
• Industry-wide notification (for egregious cases)

5. HEALTH & SAFETY REGULATIONS

General Safety Requirements

• Follow all venue emergency procedures
• Do not block emergency exits, aisles, or fire equipment
• Report safety hazards immediately to event staff
• Participate in emergency evacuations when directed

Medical Support

Onsite Medical Services:

• First aid station located at [Insert Location]
• Staffed by qualified medical personnel during event hours
• Emergency medical services available 24/7
• AED (Automated External Defibrillator) locations marked on venue map

Health Protocols

Participants should:

• Stay home if experiencing illness symptoms
• Practice good hygiene (handwashing, respiratory etiquette)
• Respect others’ personal space preferences
• Comply with any health screenings if required

Note: Health protocols may be updated based on public health guidance.

Food Safety

• All catered food meets Vietnamese food safety standards
• Allergen information available at food stations
• Special dietary needs accommodated with advance notice
• No outside food/beverages in catering areas (water bottles permitted)

Accessibility Services

Available Support:

• Wheelchair accessible venue throughout
• Reserved seating for mobility-impaired attendees
• Sign language interpretation (request 30 days in advance)
• Assistive listening devices available
• Service animals welcome
• Accessible restrooms and facilities

Accessibility Coordinator: support@beautysummit.ai

6. VENUE RULES & REGULATIONS

Facility Use

• Respect venue property and furnishings
• Do not move furniture without permission
• No smoking anywhere inside venue (designated outdoor areas only)
• Comply with venue capacity limits in all spaces

Prohibited Items

Not permitted on venue premises:

• Weapons of any kind (firearms, knives, explosives)
• Illegal drugs or substances
• Alcohol (unless served at designated events)
• Laser pointers or disruptive devices
• Drones or remote-controlled devices
• Large bags or luggage (coat check available)
• Pets (except registered service animals)

Security Screening

• All bags subject to search upon entry
• Metal detector screening may be required
• Security reserves right to deny entry
• Prohibited items will be confiscated

Parking & Transportation

• Parking available at venue (fees apply)
• Valet service available for VIP pass holders
• Complimentary shuttle service from designated hotels
• Taxi/ride-share drop-off at main entrance

7. SESSION ATTENDANCE GUIDELINES

Seating & Capacity

• Sessions are first-come, first-served unless reserved
• VIP pass holders have priority seating sections
• Capacity limits strictly enforced for fire safety
• Standing room may be available for overflow

Session Etiquette

Do:

• Arrive on time (doors may close after start)
• Silence mobile devices
• Take notes respectfully
• Participate in Q&A when appropriate
• Exit quietly if you must leave early

Don’t:

• Talk during presentations
• Take phone calls in session rooms
• Obstruct others’ views
• Eat meals during sessions (water permitted)
• Record without permission (see Image & Content Policy)

Late Arrival

• Late arrivals may be asked to wait for appropriate break
• Ushers will direct you to available seating
• Some premium sessions have no late entry

Q&A Guidelines

• Wait to be called upon by moderator
• State your name and company
• Keep questions concise and relevant
• Avoid lengthy comments or self-promotion
• Respect time limits to allow multiple questions

8. EXHIBITION HALL REGULATIONS

Exhibitor Hours

Exhibitors must:

• Staff booths during all exhibition hours
• Arrive 30 minutes before hall opens
• Remain until hall closes
• Not dismantle booths before final closing

Attendee Conduct in Exhibition

• Respect exhibitor booth spaces
• Do not remove samples without permission
• Engage professionally with exhibitor staff
• Do not eat meals at booths (unless offered)
• Children must be supervised at all times

Commercial Activities

• Direct sales permitted only by registered exhibitors
• Non-exhibitors may not conduct business solicitation
• Distribution of marketing materials restricted to exhibitor booths
• Unauthorized selling results in immediate removal

9. NETWORKING & SOCIAL EVENTS

Networking Lounges

• Open to all full conference pass holders
• Coffee, tea, and light refreshments provided
• Meeting tables available first-come, first-served
• Conduct professional networking activities

Evening Events

• Separate registration may be required
• Dress code: Business casual or as specified
• Alcohol served responsibly (ID checked)
• Event concludes at specified time (typically 10:00 PM)

Alcohol Policy

• Alcoholic beverages served only at designated evening events
• Valid ID required (21+ or local legal drinking age)
• Complimentary drinks may be limited (typically 2-3 tickets)
• Over-consumption will result in service refusal and possible removal
• No alcohol in main conference or exhibition areas

Business Meetings

• Private meeting rooms available for booking (fees apply)
• Book through event mobile app or concierge desk
• Maximum 2-hour reservations
• Respect booking times and cleanup

10. TECHNOLOGY & CONNECTIVITY

Wi-Fi Access

• Complimentary Wi-Fi throughout venue
• Network name and password on badge or in mobile app
• Bandwidth prioritized for live streaming and critical services
• Heavy downloading discouraged

Mobile App

Official Event App Features:

• Digital agenda and session information
• Venue maps and navigation
• Networking and attendee matching
• Live polls and Q&A
• Push notifications for schedule changes

Download: Available on iOS and Android app stores

Charging Stations

• Phone/device charging stations in networking lounges
• Bring your own charging cables
• Organizers not responsible for lost or stolen devices

Virtual Participation

• Virtual attendees access via dedicated platform
• Technical support available during event hours
• Virtual support: support@beautysummit.ai

11. LOST & FOUND

Reporting Lost Items

• Visit Event Services Desk at registration area
• File lost item report with description
• Provide contact information
• Check back daily during event

Found Items

• Turn in found items to Event Services Desk
• Items logged and secured
• Claimants must provide identification and description

Post-Event Lost Items

• Held for 30 days after event
• Contact: support@beautysummit.ai
• Unclaimed items donated to charity

12. EMERGENCY PROCEDURES

Emergency Evacuation

In case of emergency:

1. Remain calm and follow staff instructions
2. Proceed to nearest emergency exit
3. Do not use elevators
4. Gather at designated assembly points
5. Do not re-enter until authorized

Assembly Points

Marked on venue maps and signage throughout facility

Emergency Communication

• Emergency announcements via PA system and mobile app
• Follow event staff instructions (white badges)
• Emergency hotline: 0922.895.886 / 0971.895.886

Severe Weather

Vietnam typhoon/flood protocols:

• Event may be temporarily suspended
• Remain in venue until all-clear
• Do not attempt to leave during severe weather
• Updates via mobile app and announcements

13. CHILDREN & FAMILY POLICY

Child Attendance

• Children under 12 must be accompanied by adult at all times
• Children’s registration required (may be complimentary)
• Child-appropriate areas designated on map
• Children must not disrupt sessions or business activities

Childcare

• Professional childcare services available (advance booking required)
• Located at [Insert Location]
• Fees: [Insert Fee Structure]
• Book through: support@beautysummit.ai

Nursing Mothers

• Private nursing room available
• Located near main restrooms
• Comfortable seating and amenities provided

14. SUSTAINABILITY & ENVIRONMENTAL POLICY

Waste Management

• Recycling bins throughout venue
• Separate waste streams (paper, plastic, general)
• Please dispose of waste properly

Sustainable Practices

Beauty Summit Vietnam is committed to:

• Minimizing single-use plastics
• Digital-first approach (mobile app vs. printed materials)
• Locally-sourced catering
• Carbon offset programs

Participant Responsibility

Please:

• Use refillable water bottles (filling stations available)
• Take only needed materials
• Recycle badges and lanyards at exit
• Carpool or use public transportation when possible

15. SPONSORSHIP & COMMERCIAL GUIDELINES

Sponsor Recognition

• Sponsors identified by logo placement and signage
• Exclusive sponsor areas clearly marked
• Respect sponsor investment and activations

Non-Sponsor Business Activities

Prohibited without authorization:

• Distributing promotional materials
• Conducting product demonstrations
• Setting up displays or tables
• Recruiting or soliciting attendees
• Wearing promotional apparel with competitor branding

Competitive Intelligence

While networking is encouraged:

• Do not misrepresent your identity or intentions
• Respect proprietary and confidential information
• Ethical business conduct required at all times

16. MODIFICATIONS & SCHEDULE CHANGES

Program Changes

Organizers reserve the right to:

• Modify session times or locations
• Substitute speakers when necessary
• Cancel or combine sessions
• Adjust event schedule for operational needs

Notification

• Changes communicated via mobile app push notifications
• Updates posted at registration desk
• Email alerts for major changes
• Check app regularly for real-time updates

No Liability

Organizers not liable for:

• Schedule changes or cancellations
• Speaker substitutions
• Technical difficulties
• Third-party service failures

17. MEDIA & INTERVIEWS

Media Presence

• Accredited media identified by orange badges
• Media may approach for interviews
• You may decline interview requests
• Designated media room available

On-Camera Interviews

• Consent required for recorded interviews
• You may request to review footage
• Specify any restrictions before interview
• Media must respect “off the record” requests

18. PERSONAL PROPERTY & LIABILITY

Personal Belongings

• Keep personal items with you at all times
• Do not leave valuables unattended
• Use coat check for large items (fees may apply)
• Event organizers not responsible for lost, stolen, or damaged property

Liability Waiver

By attending, participants acknowledge:

• Participation is at own risk
• Organizers not liable for personal injury
• Organizers not liable for property loss or damage
• Organizers not liable for third-party actions

Insurance Recommendation

Participants encouraged to maintain:

• Personal health/travel insurance
• Property insurance for valuable items
• Business insurance for commercial participants

19. DATA PRIVACY & INFORMATION SHARING

Badge Scanning

• Exhibitors may scan your badge for lead collection
• You control what information to share
• Opt-out available through privacy settings in mobile app

Attendee List

• Names and companies may be shared with exhibitors/sponsors
• Personal contact details not shared without consent
• Privacy settings managed through event app

Privacy Rights

See full Privacy Policy at: privacy.beautysummitvietnam.com

20. LANGUAGE & COMMUNICATION

Official Languages

• Primary: English and Vietnamese
• Simultaneous translation available for keynote sessions
• Translation headsets at registration desk (deposit required)

Signage & Materials

• Bilingual signage throughout venue
• Event app available in multiple languages
• Translation assistance at Event Services Desk

21. FORCE MAJEURE & EVENT CANCELLATION

Circumstances Beyond Control

Event may be cancelled, postponed, or modified due to:

• Natural disasters
• Public health emergencies
• Government orders or restrictions
• Venue unavailability
• Security threats

Communication

• Notification within 24-48 hours of decision
• Email to all registered participants
• Updates on event website and social media
• See Registration Terms for refund policies

22. DISPUTE RESOLUTION

Grievance Procedure

For complaints or disputes:

1. Attempt to resolve with involved party
2. Report to Event Services Desk
3. Escalate to Event Management if unresolved
4. Submit formal complaint: support@beautysummit.ai

Investigation

• All complaints taken seriously
• Investigation within 5 business days
• Resolution communicated to all parties
• Confidentiality maintained

Legal Jurisdiction

Disputes subject to Vietnamese law and jurisdiction of Hanoi/Ho Chi Minh City courts.

23. CONTACT INFORMATION

During Event

Event Services Desk: Main registration area
Emergency Hotline: +84 [Insert Emergency Number]
Security: Available throughout venue

General Inquiries

Email: contact@beautysummit.ai
Phone: +84 [Insert Phone Number]
Hours: Monday-Friday, 9:00 AM – 6:00 PM (ICT)

Department-Specific Contacts

• Registration Issues: contact@beautysummit.ai
• Technical Support: support@beautysummit.ai
• Accessibility Services: support@beautysummit.ai
• Safety & Security: support@beautysummit.ai
• Media Relations: support@beautysummit.ai

24. POLICY ACCEPTANCE & COMPLIANCE

Acknowledgment

By attending Beauty Summit Vietnam, all participants acknowledge they have:

• Read and understood this Event Operation Policy
• Agreed to comply with all rules and regulations
• Accepted the terms of participation
• Understood consequences of violations

Enforcement

• Event staff authorized to enforce all policies
• Security may remove violators without refund
• Organizers’ decisions are final
• Violations may result in permanent bans

Updates

• Policy may be updated with notice on event website
• Material changes communicated via email
• Continued participation implies acceptance of updates

25. ACKNOWLEDGMENTS & THANKS

Beauty Summit Vietnam is made possible by:

• Our dedicated organizing team
• Generous sponsors and partners
• Talented speakers and thought leaders
• Enthusiastic exhibitors and businesses
• Professional venue staff
• All our valued attendees

Thank you for being part of Beauty Summit Vietnam 2025!

We’re committed to creating a safe, professional, and inspiring environment where the beauty industry can connect, learn, and grow together.

For questions about any aspect of this policy, please don’t hesitate to contact our team.

QUICK REFERENCE GUIDE

Emergency: +84 [Emergency Number]
Lost & Found: Event Services Desk
Medical: First Aid Station at [Location]
Wi-Fi: Network name in mobile app
Restrooms: See venue map
Coat Check: Main entrance
Quiet Room: [Location]
Prayer/Meditation Room: [Location]
Charging Stations: All networking lounges

Download Event App: [QR Code]
Event Website: www.beautysummitvietnam.com
Event Hashtag: #BeautySummitVietnam #BSV2025

Let’s make Beauty Summit Vietnam 2025 safe, successful, and unforgettable! ✨