IMPORTANT DATES AND TIMES

** Organisers cannot be held responsible for goods or equipment left in the venue after 20:00 on Saturday, 2nd November 2019

EXHIBITOR ACCESS

• Please refer to dates and times detailed above and ensure that all private contractors are made aware of access times.
• Exhibitors are asked NOT to dismantle their stands before 16h00 on Saturday 2nd November 2019. All stands must be completely removed by 20h00 on Saturday.
• The organizers and/or The Venue 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

• Exhibitor passes are to be collected from the organiser's desk on Wednesday 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 R80 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 / VEHICLE ACCESS

• Entrance to the Venue is Gate D, PS 6 Parking; Off Soccer City Avenue.
• Please adhere to the Official Security Contractor at all times and also consider other Exhibitors by off-loading / reloading as quickly as you can.
• 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.

PARKING

• Each stand will be allocated 1 complimentary parking ticket for the duration

STAND PAYMENTS & SERVICE ORDER FORMS

• Full stand payment is due by Monday 30th September 2019
• Stand Service order forms including payment is due by 18th October 2019
• 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 the Venue 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 by 4th October 2019 for pre-approval by the Venue. (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 14h00 Wednesday 30th October 2019. 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, see email from Expo Solutions.
• 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

• Stands will be carpeted in Grey; Aisles in green.
• Should you require a different colour, kindly order this off the Services Manual, see email from Expo Solutions.

FASCIA LETTERING

• Exhibitors are reminded to include their fascia lettering on the service order form, see email from Expo Solutions.
• 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, see email from Expo Solutions.

FURNITURE, ACCESSORIES AND AUDIO VISUAL

• A variety of furniture, accessories and audio visual can be hired from our stand builder Expo Solutions, see email from Expo Solutions.

CREDIT CARD MACHINES

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

MEDICAL ASSISTANCE

• Medics will be on site throughout the Expo

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.

CATERING

BUILD-UP

• Light Refreshments will be available during build up on Wednesday.

EXPO

• Meals and beverages will be available to purchase from the catering area, within the expo.

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 Venue will be cleaned before the Expo opens each morning. Any rubbish left in the aisles will be disposed of.
• Should you require individual stand cleaning, please contact the Venue in advance for a quotation.

SECURITY

• Organisers will provide general overall 24-hour security from 08h00 on Wednesday until 20h00 on Saturday 2nd November 2019.
• 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.
• The Venue 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.

STORAGE FACILITY

• Stores rooms are available for hire – please contact annie@hgexpo.co.za.

AISLES

• The minimum aisle space applicable to all exhibitions is 3 meters.
• Should any item or structure be placed or protrude into the designated aisle space, the Venue reserves the right to request the removal thereof or remove the said item without any liability for loss or damage.

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 the Venue management.

HESSIAN / THATCH / STRAW / DRAPING (FIRE HAZARD)

• Thatch and straw are regarded as major fire hazards and event organizers planning to use these as part of their display at the Venue, 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.
• Hessian is not allowed.
• NB: please note that it is the duty of the Venue management to ensure, by testing, that the products are suitably treated. Should you require a registered fire contractor for this purpose please contact the Venue Management.

FLAMMABLE & HAZARDOUS MATERIAL

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

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 the Venue.
• Venue security personnel will be furnished for the perimeter of the venue but such personnel shall not be deemed to affect the non-liability of Venue 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 Venue security service provider. The Venue recommends that all exhibitors consult their individual insurance representatives to obtain appropriate insurance coverage.

• Deadline for submission of service order forms is 18th October 2019.
• 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.