IMPORTANT DATES AND TIMES

** Organisers cannot be held responsible for goods or equipment left in the venue after 20:00 on Saturday, 22nd Sept 2018.

VENUE:

Century City Conference Centre
No 4 Energy Lane
Bridgeways Precinct
Century City
BUILD-UP, BREAKDOWN AND EXHIBITOR ACCESS

• Please refer to dates and times detailed above and ensure that all private contractors are made aware of access times for build-up.
• Exhibitors are asked NOT to dismantle their stands before 17h00 on Saturday 22nd September 2018.
• All stands must be completely removed by 20h00 on Saturday.
• The organizers and/or Century City Conference Centre will not take responsibility for loss or damage.
• Exhibitors must take full responsibility for all their items on their stand for the duration of the event until everything is cleared from their stands.

EXHIBITOR PASSES AND ACCESS

• Exhibitor passes are to be collected from the organiser’s desk on Thursday during the Build-up.
• Passes must be worn at all times during build-up, breakdown and the expo itself.
• Exhibitors will receive the following quantity of passes per day;

• Additional passes can be purchased at R70 each ex vat for the duration, during build up or by completing the online form.
• Note: Exhibitors not displaying access passes will unfortunately not have early access (as detailed above) into the exhibition halls

BUILD UP AND BREAKDOWN / LOADING DOCK VEHICLE ACCESS

• Please refer to the attached map
• Entrance to the Loading Zone is off Conference Lane 
• Space on the loading dock is extremely limited and is therefore a drop and go area only.
• Trucks may be offloaded / loaded from this area on Wednesday only during Contractor build-up. A loading schedule will be communicated to all contractors.
  Once off-loaded, parking for trucks can be arranged at the parking area behind the loading bays – charges will apply and can be pre-arranged with the Event Co-ordinator via email  jaco.p@ccconferencecentre.co.za by no later than 24th August 2019
• A strict loading schedule will be in place for build-up on Thursday 20th September and breakdown on Saturday 22nd September. Please ensure you stick to the time allocated to you.
• Porters will be on hand to assist you off-load your vehicle and take everything to your stand. Once your car is off-loaded, please proceed to the undercover parking area.
• Note: due to the limited space in the loading dock, you are unable to leave your vehicle unattended.

Once goods/stock have been unpacked please ensure all packing material and boxes are removed from the premises before the Expo starts. Empty packing boxes may not be stored on the stands during the Expo.

PRIVATE CONTRACTORS (CUSTOM STAND)

• Please complete the Private Contractors form should you have a contractor building your stand.
• All contractors will be audited and their activities monitored to ensure legal compliance. The following aspects will be audited:
• Health and Safety Policy
• Health and Safety Plan
• Letter of good standing with the Compensation Fund or FEM
• Appointment of key personnel (supervisors, riggers, scaffolders etc.)
• Risk Assessment and safe work procedures
• Fall protection Plan
• Machinery operator certificates
• Lifting machinery and equipment load test certificates
• Medical certificates of fitness for machine operators and work at height
• Checklist and registers for tools, equipment and vehicles
• 37.2 Mandatory Agreements with event organisers and sponsors
• 37.2 Mandatory Agreements between contractors and subcontractors
• Safety Induction registers

PARKING

• Please refer to attached parking map. Entrance to the undercover parking is off Convention Lane (just before the entrance to the Loading dock)
• Parking is operated by a third party. Delegates will receive a parking ticket on entry of the parking area. Each stand will be allocated 1 validated complimentary parking ticket per day for the duration (build-up and Expo days). These will be issued during build-up on Thursday.
• Additional parking tickets are available @ R40 per day and can be ordered by completing the online form in the manual. These are a single exit ticket and you will still need to draw a ticket on arrival at the parkade
• Alternatively, you can pay the standard parking rate at the exit of the parkade.

STAND PAYMENTS & SERVICE ORDER FORMS

• Full stand payment is due by Monday 20th August 2018
• Stand Service order forms including payment is due by 31st August 2018
• A 20% surcharge will apply for service forms received after the above date

Note: No Service Forms will be accepted if the stand payment is still outstanding.

SHELL SCHEME PACKAGES

Click here for visual of a stand package (3x3)
Click here for visual of a stand package (3x2)

• The following may be used to affix your marketing/display material: Prestik, Velcro with double-sided tape.
• The use of nails, staples or screws, as well as drilling into or painting of, the styrene panels, fascia boards & aluminium framework is prohibited.
• Any damage incurred to the exhibition stands will be for the Exhibitor’s account.
• Should you wish to display items that need to be mounted directly onto the walls, please order the relevant number of 16mm white Melamine boards.
• Nails, staples, screws, drilling and painting etc. is permitted only on the melamine boards
• S-hooks (for the hanging of pictures & display boards, from the aluminium framework), are available from the Organisers’ Office
• Shell scheme package stand exhibitors must minimally complete the Summary tab and the Fascia tab, by clicking on the Expo Solutions tab at the top of the Manual.

COVERED STANDS

Exhibitors are advised that covered stands are not permitted in the Exhibition Hall unless detailed drawings are submitted at least 30 days before the event for approval by Century City Conference Centre management.

DESIGNER / DOUBLE TIER STANDS*

• All Exhibitors who have Floor Space / Designer stands (i.e. not shell scheme package) are required to complete the ‘Private Contractors’ form.
• Space only exhibitors are required to submit a 3D drawing with dimensions of the proposed stand 3 weeks before for pre-approval by Century City Conference Centre. (Please note that failure to comply with this requirement may result in refusal of permission to erect the stand).
• Exhibitors planning a designer stand are required to a) appoint a registered professional to build the stand b) submit a structural engineer’s certificate on completion of the stand c) submit an electrical certificate of compliance on completion.

*Note: There are certain height limitations in the venue, please check your location before designing higher than 2.955m.
All certification (structural and electric) are to be handed in to the Organisers’ office by 13h00 on Thursday 20th September 2018. The onus is on the exhibitor to ensure these certificates are submitted.

ELECTRICAL FITTINGS

Shell scheme package stands are supplied with 1 plug point and 2 spot lights. Space only stands are required to order electrics through the Services manual.
Electrical fittings have to be installed by the designated Expo contractor, Expo Solutions. All exhibitors building designer stands are required to order distribution boards etc. from Expo Solutions by clicking on the Expo Solutions tab at the top of the Manual.
Any electrical equipment brought onto the premises must comply with the South African Electrical Regulations and the Occupational Health and Safety Act (OHS). Please also note that a Certificate of Compliance (COC) is to be produced for 3 Phase Power Connections.
Should this not be the case, equipment will be removed immediately from the premises at the exhibitor’s expense and charges for any damage caused by faulty equipment will apply to the exhibitor.

CARPETS

• The entire venue is carpeted with standard venue carpet.

FASCIA LETTERING

• Exhibitors are reminded to include their fascia lettering on the service order form by clicking on the Expo Solutions tab at the top of the Manual.
• PLEASE NOTE: If we do not receive this form, the exhibitors name will appear as per the booking form (with no responsibility to the Organiser) – any changes will be charged for.

PLANT HIRE

This service is available to all exhibitors. Click on the Expo Solutions tab at the top of the Manual.

FURNITURE, ACCESSORIES AND AUDIO VISUAL

• A variety of furniture, accessories and audio visual can be hired from our stand builder Expo Solutions. Click on the Expo Solutions tab at the top of the Manual.

EXPO SECURITY SCREENS

• A service for hire to all exhibitors using Octanorm Shell Scheme. The Expo Screen protects merchandise and equipment on display and prevents unauthorised access onto your stand outside show hours.
• Screens can be ordered by completing the online form.

CREDIT CARD MACHINES

Credit card machines can be ordered directly from WAPPOINT.
PLEASE CLICK HERE TO VIEW WAPPOINT FORM

MEDICAL ASSISTANCE

• ER24 will be on site throughout the Expo from build-up to breakdown.

CATERING

• Light Refreshments are available during build-up in the nearby restaurants which include Tigers Milk, Punjub Wok, Café Franc and the Century City Hotel. There is also a Seattle Coffee in the Conference Centre for your convenience.
• During the Expo food and beverages will be available for purchase from the pop-up food market and the above restaurants.
• Century City Conference Centre is the exclusive supplier of food and beverages to all exhibitors. No beverages may be brought into the venue without the express approval from the venue in writing.
• Exhibitors wishing to provide give-away samples of products are required to forward all relevant information, at least 1 month prior to the event, for approval by the venue. However, these must be limited to 3 fluid ounces (20ml) of beverage and may only be distributed within the exhibition hall.

INFORMATION TECHNOLOGY

• No routers, AP’s or Connections are permitted. Only Century City Conference Centre contracted IT suppliers are allowed to do installations to the Century City Conference Centre infrastructure. Satellite (DSTV) connections are available, please inform the Century City Conference Centre M&E Coordinator at least 30 days prior to arrange

WIFI

• Complimentary WIFI is available at the Conference Centre which you will be able to access via your web browser. The password for the WIFI is CTM2018.  

CLEANING

• The Organisers are only responsible for the general cleaning of the venue, aisles and ablutions. It is the Exhibitors responsibility to ensure their stand is in a clean condition at all times.
• The exhibition hall will be cleaned in the evenings once the show has closed for the day. This will include general cleaning such as vacuuming of aisle carpets and the removal of rubbish.
• Should you require individual stand cleaning, please contact Century City Conference Centre in advance for a quotation.

SECURITY

• Organisers will provide general overall 24-hour security from 08h00 on Thursday until 20h00 on Saturday 22nd September 2018.
• The Security provided by the organisers is general security and not individual stand security. Whilst every reasonable precaution is taken to ensure the safety and security of personnel and equipment, we cannot accept any responsibility whatsoever for any injury, loss or damage or any consequential losses which may befall your personnel and their property.
• Exhibitors are responsible for the security of their stand and goods on display during build-up, exhibition show times and breakdown.
• Although every effort has been made to ensure a secure environment we advise all exhibitors not to keep valuables on their stands. Do not leave valuables such as, handbags, laptops, cell phones etc. unattended at any time
• Exhibitors are reminded that in terms of their agreement with the Organisers, they are responsible for insuring their products on display.
• The venue will be locked from the close of the Expo until Exhibitor access the next day. Access to everyone, including Exhibitors, will be prohibited during this time.
• Century City Conference Centre and the organisers will not be held responsible for exhibitors’ belongings.

PROMOTIONAL MATERIAL

• No product or display stands may extend beyond your stand so as to disrupt the passageway.
• You are allowed to attract visitors to your stand and work with them in your exhibition space. However you are not allowed to hand out brochures and information in areas other than your stand. Working in the aisles or approaching visitors outside your stand space is not allowed. This includes the registration area, common aisles, conference rooms and every area other than your stand.
  

STORAGE FACILITY

• Century City Conference Centre unfortunately does not provide onsite storage.

AISLE ENCROACHMENT

• The minimum aisle space applicable to all exhibitions is 3 meters.
• Disaster management rules and fire regulations at all conference and exhibition venues require that all aisles and access to fire exit doors are kept free at all times. Exhibitors are required to make adequate space to accommodate their full display and no encroachment into the aisles is permitted. Should any item or structure be placed or protrude into the designated aisle space, the organisers and/or venue management reserve the right to move, or to have removed, the said item without any liability for loss or damage thereto.

FIRE ESCAPES

• Fire escapes are located throughout the venue and are demarcated with signage. Neither the signage nor the exits are obstructed in any way.

EVACUATION

• Evacuation procedures will be announced on a dedicated fire / evacuation PA system and will be co-coordinated by Century City Conference Centre management.

HESSIAN / THATCH / STRAW / DRAPING (FIRE HAZARD)

• Hessian, thatch and straw are regarded as major fire hazards and event organizers planning to use these as part of their display at Century City Conference Centre, will be required to provide a fire retardant certificate indicating that the product has been treated with a fire retarding compound. When material draping is used as part of a display, please ensure the draping does not come into contact with electrical wiring, fittings and/or globes and drops no lower than 5cm above the carpeted floor.
• NB: please note that it is the duty of the Safety Manager to ensure, by testing, that the products are suitably treated. Should you require a registered fire contractor for this purpose please contact Century City Conference Centre Management.

FLAMMABLE & HAZARDOUS MATERIAL

• Prior written permission is required from Century City Conference Centre management and the Fire Department for the use of flammable and/or hazardous material including gasses and liquids. No liquid petroleum is permitted in Century City Conference Centre.

ASSUMPTION OF RISK FOR EXHIBITORS

• It should be understood by the exhibitor that the nature of the facilities available, the presence and circulation of large numbers of people, the difficulty of effective supervision over the protection of large numbers of removable articles in many exhibition stands and various other factors make it reasonable that each exhibitor shall assume the risk of any injury, loss and/or damage.
• Accordingly, the exhibitor assumes all risk of loss for their merchandise, fixtures, displays and any other property located in the exhibition area, storage or any other area where access has been provided to exhibitors by Century City Conference Centre.
• Lookout security personnel will be furnished for the perimeter of the venue but such personnel shall not be deemed to affect the non-liability of Lookout and its members, officers, representatives, employees and/or the official service providers to modify in any way the assumption of risk and release provided for above.
• It is highly recommended that exhibitors take precautionary measures by ordering security for their specific needs, through the preferred Lookout security service provider. Century City Conference Centre recommends that all exhibitors consult their individual insurance representatives to obtain appropriate insurance coverage.

• Deadline for submission of service order forms is 31st of August 2018.
• A VAT invoice will be sent to the Exhibitor on receipt of the relevant forms.
• Please fax or email proof of payment to annie@hgexpo.co.za.
• No services will be provided until payment has been received.
• All prices are exclusive of VAT.
• All prices are subject to Statutory Increases.
• Please ensure that your Company representative at the show is aware of our payment policy as no orders will be delivered unless payment has been received.