Loading Dock & Traffic Management
Access to Loading Dock
- The Centre’s loading dock is located at ground floor.
- Control point is at the Centre’s checkpoint
- Traffic flows in a one-way direction in from Jalan Persiaran KLCC and out to Jalan
- The loading dock service road is 8 metres H x 6 metres D at Loading Dock 1 and Loading
Dock 2 with narrower sections behind service Link Hall 3 and Loading 4 and Loading
- The narrow section behind Link Hall 3 has a low ceiling, which is 4 metres in height.
Safety goal posts of 4 metres in height are installed before and after the service
road Link Hall 3.
- Only vehicles below 3.8 metres in height will be allowed access to Loading Docks
- A 30 minute parking limit applies for drop-off/pick-up of goods during the move
in and move out process. Vehicles are not permitted to park at the loading dock
at any other time.
- Vehicles and contents are the responsibility of the owner while at the loading dock.
- Smoking is only permitted at the designated area at the loading docks.
- The loading dock includes two wash rooms, one wash bay is located at loading dock
2, another wash bay is located at loading dock 4 for the preparation of paints,
trade materials and cleaning purposes.
- Children under 15 are not permitted to present during move in and move out.
Loading Dock Operable Doors
- The unloading and loading of exhibitor materials for use in the exhibit halls should
be conducted within the loading dock area only.
- Loading or unloading of exhibit materials through any other door is prohibited.
- The dimensions of the Loading Dock 1,2,4,5 doorways are as follows: Operable door
Exhibition Hall 1,2,4,5 : 7.9 metres W x 6 metres H
Freight Lifts at Loading Docks
- There are 3 freight lifts located at the loading docks.
- The freight lifts are at ground level of the loading docks.
- One freight lift is located at the west building to service level 3 ; Conference
Hall 1,2,3, Plenary Theatre and Meeting Rooms at Level 4 (406-410).
- One freight lift is located at the east building to service level 3; Banquet Hall
& Grand Ballroom and Meeting Room at Level 4 (MR401-405).
- One freight lift is located behind Link Hall 3 to service the Plenary Hall.
- Freight lift: Depth 6.3 metres x Width 2.7 metres x Height 2.6 metres and accommodates
a total weight of 7 tonnes.
- All goods must be transferred by hand onto trolleys to Level 1, 3 and Level 4.
- Forklifts are not permitted access to Level 1, 3 and Level 4.
- Timing of the use of freight lifts must be included in your traffic schedule and
take into account other events taking place concurrently.
Freight Forwarding Contractor
- The Centre operates an accredited suppliers system which requires hirers/ show organisers
to use the in-house freight forwarding contractor to manage the move in and move
out process for your event, including the receipt of all materials and transfer
of loads into the venue.
- The freight forwarder will liaise with your exhibitors regarding a move in and move
Move-in / out and Traffic Management
Traffic Management – Purpose
- Traffic Management requirements are supplied to hirers/show organisers and outline
the Centre’s policy and procedures associated with traffic management for
the move-in (delivery), and move-out of all events.
- It is the policy of the Centre that event-related traffic, both on the Centre loading
dock and adjacent public roads, is managed by the Centre’s Security department.
- It is the responsibility of all hirers/show organisers to ensure that the guidelines
and policies outlined in this document are observed and performed by all people
in their organisation, including principal contractors, exhibitors, sub-contractors
and all other agents involved in the delivery or removal of goods/equipment to or
from the event/exhibition.
- It is the hirers/show organisers’ responsibility to ensure that exhibitors
and contractors are made aware of the following information regarding access to
and the use of the loading dock.
- The purpose of this policy is to:
- Control and manage the flow of vehicular traffic both in and out of the Centre.
- Communicate event conflicts to clients, Police and the show organiser
- Allow sufficient time to roster and implement traffic management plan prior to events.
- Provide qualified Centre traffic marshals for all events to accommodate the large
scale of logistical traffic that occurs during all types of events
The traffic management plan will be primarily conducted in four (4) phases.
- Planning pre event.
Planning - The Organiser's Responsibility
For the above objective to be successful, the hirer/ show organiser of the event
must forward the following information in the form of a delivery/move out schedule,
indicating access times for their contractors’, exhibitors and their contractors
and subcontractors, to the Centre’s Management, to determine the number of
traffic marshals and the need for a vehicle holding area:
- Move-in date and times (for multiple hall shows, please indicate the number of operable
doors that will be opened for access to the halls).
- Operational date and times.
- Move-out date and times
- Move-in and move-out schedules, i.e. pick up times etc.
- Expected traffic peak periods during each day of each phase.
- Details of contractors and exhibitors who require permission to park for longer
periods on the loading dock.
Move-In / Move-Out
- At the time of making an event booking, the hirer/show organiser must take into
consideration appropriate move-in or move-out times for the event, including custom
stand and other event build-up requirements. For special events, dinners etc., this
will include production equipment load-in, rehearsals etc.
- It is the hirer/show organiser’s responsibility to ensure adequate move-in
and move-out days are booked for the set-up and break-down of the event. This is
to allow sufficient time to lay stands, rig, set up production equipment, position
and set tables etc.
- A traffic marshal will be rostered to monitor access to the halls for deliveries
and removal of goods. Should additional traffic marshals and security be required
due to the event size/number of vehicles a quotation can be arranged.
- The Exhibition Manager and Security Manager are responsible for advising the appropriate
number of Traffic Controllers for Exhibitions.
- The Centre may impose additional surcharges should the hirer/show organiser request
additional manning or if the traffic schedule proves to be inoperable.
Convention Centre Events
When events in the Convention Centre require use of the loading dock, it is the
hirer/ show organiser’s responsibility to ensure accurate schedule details
are supplied to the Event/Exhibition Coordinator to ensure the loading dock is:-
- Accessible and;
- Properly manned at the required times, based on the number of vehicles expected
for deliveries to your event.
- If deemed necessary, the provision of additional traffic marshals will be at a cost
to the organiser.
Move In - Operation
- The Centre’s Security Department will be responsible for the traffic management
plan implementation process.
- The Centre has a manned vehicle checkpoint that will monitor access to assist in
the orderly flow of traffic in accordance with the move-in/move-out schedule as
supplied by each Hirer.
- Traffic marshals will be placed at the Vehicle Holding Area when applicable to ensure
that the traffic plans are implemented to accommodate the different types and volumes
of event traffic, in accordance with the schedule provided.
- Liaison between the hirer/show organiser or their representative and the traffic
marshal coordinating the traffic plan is essential for continuous access to the
dock area and entry checkpoint.
- A logistical and traffic plan meeting is necessary both, prior to and during the
operational hours of an event to communicate the move in and move-out to discuss
any potential conflicts that may arise.
- The Centre will not provide traffic marshals during the operational hours of an
event unless agreed at the traffic plan meeting.
- It is the hirer’s/show organiser’s responsibility to have a dedicated
security officer on duty within the contracted space to allow access for deliveries
(replenishment) via the loading dock. As a standard rule, if there is no security
on duty, then no access to the loading docks will be granted.
- No access will be permitted to the loading docks outside the scheduled event licensed
period. Early access may or may not be granted depending on levels of business at
the Centre and may incur additional charges.
- The Centre’s loading dock is secured by the Centre’s security. It is
a condition of entry to all persons who require access to the loading docks that
vehicles, equipment and personal belongings (i.e, bags etc.) may be randomly searched
by the Centre’s traffic marshal/ security staff upon entering and exiting
the loading docks.
- Upon request, all drivers of vehicles who require access to the loading docks must
present their drivers licence to Centre traffic marshal/security staff to verify
- A traffic marshal/security staff must be on duty when after-hours access to the
contracted space is required.
- Company policy stipulates that the hirer/ show organiser must notify the Centre
of exhibition operational hours, including move-in and move-out times.
- There is no parking available to contractors or exhibitors at the loading dock during
the move-in, operation and move-out times of an exhibition, unless the hirer/ show
organiser has prearranged this with either their Event/Exhibition Coordinator in
- Equipment/goods cannot be moved in or out via front-of-house areas, this includes
the Porte Cochère at the main entrance to the Convention Centre.
- The traffic marshalling team is responsible for allowing access from the loading
dock to the exhibition halls.
- The loading or unloading of equipment in the public roads within the KLCC Precinct
is not permitted.
- No responsibility will be taken by the Centre in the case of an accident and/or
damage to equipment during the move-in, operational and move-out periods.
- Access to the Exhibition Halls via the operable doors during operational hours is
strictly prohibited once an event is in progress.
- By law the Centre is required to maintain clear access for egress from all emergency
exit doors leading onto the loading docks.
Dedicated Dock Usage Areas
The Exhibition Centre loading dock surface has been marked to indicate the following:-
- Loading bays which include unique identification numbering of loading bays which
will only be used for vehicles and vans to unload tools and equipment.
- Dock traffic.
- Clear vehicle emergency egress.
- Smoking zones.
Clear Vehicle Emergency Egress
The clear vehicle emergency egress is to remain clear at all times to allow continuous
movement of traffic exiting the loading dock. This will assist emergency vehicles
to access the loading dock in the event of an emergency situation.
Occupational Health and Safety
- Hirer/show organiser and their contractors have a duty of care under the Occupational
Health and Safety (OHS) Act to ensure that all staff and contracted personnel are
aware that they have a responsibility, for the health, safety and welfare of all
people in the work area and that any plant or systems of work which may be used
are safe and without risks to health.
- This includes providing all employees with information, instruction, training and
supervision to ensure not only their own health and safety but also that of others
working or attending the vicinity.
- The OHS requirements include keeping fire doors and cupboards unblocked, the checking
of forklift licences, the wearing of high visibility clothing and covered shoes,
the monitoring of trip hazards on the loading dock etc.
- No equipment is to be chained or tied to any fixed structure of the building.
- All gas bottles are to be stored in the appropriate cages.
- Any personnel not engaged by the hirer/ show organiser are not allowed inside the
halls and on the loading dock once move-in or move-out has begun.
- No contractor is permitted to drink alcohol on the premises during move-in or move-out
or perform any work under the influence of alcohol or illegal drugs.
- All vehicles must drive at a slow speed (including forklifts) - no greater than
20 km per hour. All vehicles entering the service road of the Centre must conform
to speed limits, and road signs.
- Once an exhibition is operational, vehicles permitted onto the loading dock must
not park in front of any fire exits.
- The hirer/show organiser is to ensure that the contractors working within the vicinity
of the loading dock are aware of all possible hazards, in particular in relation
to mobile plant.
Vehicle Holding Area (VHA)
- In order to facilitate move-in and move-out of Exhibition, a vehicle holding area
has been established in the close proximity to the Convention Centre. During a
large scale exhibition move-in and move-out, all vehicles requiring
access to the loading docks must first report at the vehicle holding area
at their scheduled time. Please discuss the move-in/out logistic with your Even/Exhibition
Coordinator who coordinate the operational details and coordinate vehicle holding
- The Kuala Lumpur Convention Centre vehicle holding area is located at No.6 Jalan
Stonor, open air car park, the lot is 300 metres from the Centre.
- Download VHA map here
- Vehicle permits will be issued to each exhibitor for entering the loading docks
of the Kuala Lumpur Convention Centre on the move-in and move-out dates set by the
hirer/ show organiser.
- The permit must be displayed on the windscreen to facilitate inspection and is only
valid at the specified dates and times indicated on the permit.
Vehicle Holding Area Move-in/out Procedures
- The vehicle holding area is open one hour prior to the pre-scheduled
move-in/out time until all the move-in/out activities are finished.
- All contractors will be responsible for keeping a representative on site at the
vehicle holding area while it is open, as per the pre-assigned move-in/out schedule.
- The move-in schedule and the vehicle permit should be provided by the hirer/show
organiser prior to exhibition move-in.
- Upon arriving at the vehicle holding area, the representative(s) MUST
first present the Vehicle Permit issued by the hirer/show organiser,
queue up and wait for further instruction given from the Centre’s traffic
marshal. The waiting time at the vehicle holding area may vary and will depend on
the total number of vehicles, move-out speed and the prevailing traffic conditions.
- The representative(s) who will be on site at the vehicle holding area should be
equipped with a cell phone and that cell phone’s number.
- No unattended vehicle is permitted in the vehicle holding area.
- No empty vehicle is allowed to park at vehicle holding area during the move-in.
The primary use of the off-site vehicle holding area is for the staging vehicles.
- A Trip Pass will be issued to the drivers at the vehicle holding
area by the traffic marshal. The driver must then proceeds to the loading docks
with Trip Pass.
- During the exhibition move-out, the representative must call the Security Officer
at the loading docks when they are stationed at the vehicle holding area and must
call when ready to leave.
- The representative (s) failing to present Vehicle Permits and Trip Pass
will NOT be allowed enter the loading docks. Please contact your Event/Exhibition
Coordinator for any further inquiries.