giic 2017 exhibition manual.05.07.2017 for designnw4the giic is the only government-led interactive...

EXHIBITION MANUAL

Conference Secretariat 2

INDEX

1. Background Page 3 2. Exhibition Packages Page 4

3. Booking Form Page 5

4. Indemnity Form Page 6

5. Terms and Conditions Page 7

6. General Information Page 9

7. Exhibition Stand Information Page 13

8. 3 x 3 Shell Scheme Specification Page 14

9. Exhibitor Checklist Page 15

EXHIBITION SETUP:

Build-Up: Exhibitor Set-up Wednesday, 26th July 2017

*Stand set-up to be completed by 18h00 –Terms & Conditions applies

08h00 – 18h00

Exhibition Days

Thursday, 27th & Friday, 28th July 2017

Open: 08h00

Close: 17h00

Exhibition Breakdown: Friday, 28th July 2017 From 17h00 to 24h00

Urgent:

1. Deadline date for submission of exhibition stands and compulsory indemnity forms by 18th July 2017.

2. Additional service form by 21st July 2017 by 17h00


ABOUT THE GAUTENG INFRASTRUCTURE INVESTMENT CONFERENCE The first Gauteng Infrastructure Investment Conference (GIIC), held in 2015, attracted over 1500 delegates.

There is every indication that the 2017 edition will be bigger and better.

Infrastructure investment is critical for the economic growth of South Africa, and government is working harder to increase its capability to plan, procure, manage and monitor infrastructure projects. However, government cannot do this in isolation.

The GIIC is the only government-led interactive conference that enables you to have a 360-degree view of Gauteng infrastructure strategies, developments, investments and opportunities. This conference will enable us to collectively plan, procure, manage and monitor Gauteng Infrastructure projects

An exhibition will be hosted alongside the conference and will showcase current infrastructure projects from across the Gauteng City Region.

• Transport Services & Infrastructure • Bulk Services & Infrastructure • Social Services & Infrastructure • Human Settlements (Mega Cities) • Agriculture

• Property Development • Services Industry • Manufacturing • Mining • Township Economy Revitilisation

TARGET AUDIENCE The GIIC 2017 serves as a platform upon which the province is marketed as the most viable investment region for infrastructure development. This platform is created for the municipalities, provincial departments, SOE’s and private sector to sell the idea of a city region to investors and funders.

In 2015 the conference attracted over 1500 attendees of which 40 % were decision makers and 30 % influencers.

The target audience for this conference is senior executive decision makers involved in:

• Policy Making • Investment • Engineering and Town Planning • Property Development • Asset Management • ICT and Broadband Infrastructure

• Funding • Infrastructure Development • Construction and Logistics • Project Management • Land and Quantity Surveying • Supply Chain Management

GIIC 2017 The GIIC aims to not only source investment for the province and create awareness of the multitude of opportunities available within the market, it also aims to create a sustainable and economically sound infrastructure network from which all Gauteng residents and international investors will benefit for many years to come. Participation in this exhibition will provide the following benefits:

• A preview into projects that are in the planning stages, that are investment-ready and that are in the early stages of implementation

• Exposure to national and international agents / companies enhancing brand recognition within the industry

• Engagement with senior decision makers including political heads, international investment companies and associate industries

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• Interaction with other infrastructure investment sectors to further grow your brand and create awareness of your offerings

An exhibitor wanting to participate at the GIIC 2017 must support the development of priority sectors within the Gauteng economy and must fall into one of the following categories / sectors:

• Finance • Automotive • ICT • Manufacturing • Tourism • Real Estate

• Mineral Beneficiation • Creative Industries • Pharmaceuticals • Construction • Agro-processing

EXHIBITION PACKAGES A number of packages are available to you in order to ensure you maximise the opportunities provided to you at the GIIC 2017. Stands are available in 9 square meters (3m x 3m) or 18 square meters (6m x 3m). Other sizes are available on request and at the discretion of the organisers. Floorspace Only – R2 500.00 per m!

BASIC SHELL PACKAGE R30 000.00 per 9sqm • Shell scheme walling • Fascia name • 1 x 15amp plug point • 2 x LED lights per 9 sqm

booked

WALK - ON PACKAGE R36 000.00 per 9sqm • Shell scheme walling • Fascia name • 1 x 15amp plug point • 2 x LED lights per 9 sqm

booked • 2 x chairs • 1 chrome round table • 1 lockable cabinet • 1 bin, 1 brochure holder

EXECUTIVE PACKAGE R45 600.00 per 9sqm • Full re-usable seamless fabric

walling • One plug point • 2 x LED lights • 2 x chairs • 1 x glass round table • 1 x lockable cabinet • 1 x bin • 1 x executive brochure holder

Excludes: Additional services such as furniture, audio-visual equipment and branding is also available and can be ordered via the services form by 21st July 2017 Deadline for all Artwork is 20th July 2017. Artwork to be high res and sent at 300dpi in jpeg format. Please note that the above rates are quoted excluding VAT @ 14%

! Artwork Spec for Executive Package 3 x 3m Fabric Banner and Frame

• Spec: 2940mm (w) x 2500mm (h) - Back Wall • Spec: 2960mm (w) x 2500mm (h) - 2 x Side Walls


IMPORTANT:

Please complete and return booking form to Wellington Tshomela by no later than 18th July 2017 at 17h00. Tel: 011 484 7663; Email: [email protected]; Fax: 011 484 0345 Please send us a 50-word company profile and a hi-resolution logo in PDF/JPG (larger than 1MB)

BOOKING FORM Booking Deadline: Friday, 18 July 2017 at 17h00

Company Name:

Contact Person:

Email:

Telephone Number:

Facsimile:

Cell Number:

Postal Address:

Company Name as it should appear on the Fascia Board:

STAND REQUIREMENTS Please select required stand size 3m x 3m 6m x 3m Other

Please select exhibition package Basic Shell Package Walk-On Package

Executive Package

Executive Packages: Please select corner or Inline stand

Corner Stand Inline Stand

COMPANY REPRESENTATIVE DETAILS Name of Representative 1 manning the exhibition stand, as it should appear on their name badge

Contact cell number

Email address:

Name of Representative 2 manning the exhibition stand, as it should appear on their name badge

Contact cell number:

Email address:

Exhibition Stand Includes:

• Exhibition Shell Scheme Walling (3m x 3m) • Fascia Name • 1 x 15 Amp Plug Point • 2 x Spot lights • 1 Round table and 2 chairs • Dustbin For Additional furniture, please refer to Exhibition Shopping List

INVOICE REQUIREMENTS Company Invoice Name

Registration Number VAT Number

Accounts Contact Person

Accounts Contact Number Accounts Email Address


COMPULSORY INDEMNITY FORM

WITHOUT RECEIPT OF THIS FORM, LITHA COMMUNICATIONS RESERVES THE RIGHT TO WITHOLD ACCESS TO THE VENUE

Written agreement between

Litha Communications (Pty) Ltd (PRINCIPAL)

And

__________________________________________________________ (EXHIBITOR – Company name & Company Reg. number)

• In terms of various pieces of legislation including but not limited to the Occupational Health and Safety (OHSACT), Construction Regulations, SANS 0400 National Building Regulations, Disaster Management Act, Events Bill, Regulation of Gatherings Act – No 205 of 1993, Basic Conditions of Employment Act, and EMS City Bylaws the exhibitor:

• Hereby confirms that all of its employees, agents and/or contractors / sub-contractors acknowledge the legislation applicable within the Republic of South Africa,

• Recognizes the inherent hazards that exist during the set-up of, the exhibition itself and the breakdown of the exhibition and enters the property entirely at his/her own risk and therefore the Exhibitor waives any claim of whatsoever nature against the venue, its employees and/or agents in respect of any loss, damage and/or injury whether same is the result of any negligent act or omission on the part of the venue, its employees, agents and/or mandatories or other independent contractors or by a third person or by way of defective equipment or materials supplied by the company and further,

• The Exhibitor hereby indemnifies the venue, its employees and/or agents against any claims from the Contractor’s employees and/or any other person, arising and being caused in the manner set out above.

I, …………………………………. representing ………………………………….. (company) in my capacity of ……………………………………… do hereby declare that I acknowledge having read and understood the above statement and furthermore, confirm that I am duly appointed to sign on behalf of the exhibitor and agree to abide by these conditions.

Exhibitor Name: Stand Name:

Contractor (if applicable): Date:

Name: Sign:

Cell Number: IMPORTANT:

Please complete and return booking form to Wellington Tshomela by no later than 18th July 2017 at 17h00.Tel: 011 484 7663; Email: [email protected]; Fax: 011 484 0345


CONTRACTORS TERMS AND CONDITIONS

(only required to complete and sign if Exhibitor is making use of a contractor to set-up their exhibition)

Contractors shall ensure that work is executed in all respects in accordance with the requirement of the Occupational Health and Safety Act and its regulations, as amended and all statutory regulations applicable, including the keeping of proper records, production of test certificates and appointment of Competent Persons.

It is therefore mandatory that prior to all scheduled exhibitions, that exhibition organisers, contractors and exhibitors take note of the following regulations. This agreement is binding on all sub-contractors engaged by the undersigned parties.

1. Adhere to set-up time or you will forfeit your stand if not set-up by 20h00 on Wednesday, 16 March 2016.

2. All requirements of the Occupational Health and Safety Act 85 of 1993 and Regulations (as amended) shall be adhered to.

3. Any other statutory requirements pertaining to the area of exhibition shall also be adhered to. 4. Section 37 – Acts or omissions by employees or mandatories. Subsection 2 states that the

employer shall be liable for any acts or omissions by any of his/their/its employees and/or mandatories, except if the parties have agreed in writing to the arrangements and procedures between them to ensure compliance by the mandatory with the provisions of this Act.

5. When any activity during build-up and/or breakdown periods, is of such nature that it could cause injury to anyone, or damage to the environment, all reasonable practicable preventative measures shall be implemented to ensure the health, safety and/or impact upon the environment.

6. No dumping of any hazardous chemical substances is permitted into any drains and/or waste bins. Same shall be disposed of in terms of the Hazardous Chemical Substance Regulations of the Occupational Health and Safety Act 85 of 1993;

7. Should any chemicals, gases and/or substances be required to be used during build-up, breakdown and/or show periods then all relevant material safety sheets are required on site (where required in terms of the Act);

8. Be advised that this agreement places the onus on the mandatory to contact Litha Communications in the event of inability to perform as per this agreement. However, reserves the right to unilaterally take any steps as may be necessary to enforce this agreement.

9. All mandatories are to provide and ensure the correct use of personal protective equipment by their employees at their cost at all times.

10. All mandatories are to maintain and ensure that all electrical apparatus and safety equipment is kept in a safe working condition at all times.

11. In terms of Section 16 (3) of the Occupational Health and Safety Act no. 85 of 1993, no appointment(s) will relieve an Exhibitor (employer) to (the contractor or sub-contractor) of any responsibility or liability under this Act.

12. Any Exhibitor or any of his employee or agents who, in the sole and absolute discretion of Litha Communications fails to comply with any of these Rules and Regulations shall entitle Litha Communications to cancel the Contract with the Exhibitor without notice or order of court, and in so doing the Exhibitor will be obliged to vacate the Property with immediate effect. Notwithstanding any specific remedy in these Rules and Regulations, Litha Communications reserves the right to take any steps in its sole and absolute discretion considered necessary to enforce these Rules and Regulations. Litha Communications’ decision as to whether these Rules and Regulations have been breached, shall be final.

13. The Exhibitor will be charged for any damage to property, or Exhibition Facility and should he fail to do so within 7 (seven) days after the end of the Exhibition, Litha Communications may, without any notification to the Exhibitor, and at Litha Communications’ sole discretion, carry out repairs to restore the Exhibition Facility and/or Property and to recover from the cost and expense thereof, which shall be payable on demand.

Please take note of the following guidelines:

Power/Electrical Supply: All electrical services, supplied by outside/third parties, must be in accordance with regulations as stipulated within the Health and Safety Act and must be accompanied by an original


Electrical Certificate of Compliance, which must be handed to Litha Communications on site, prior to the opening of the event. Exhibitor Name: Stand Name:

Contractor (if applicable): Date:

Name: Sign:

Cell Number:

IMPORTANT: (only required to complete and sign if Exhibitor is making use of a contractor to set-up their exhibition) Please complete and return booking form to Wellington Tshomela by no later than 18th July 2017 at 17h00. Tel: 011 484 7663; Email: [email protected]; Fax: 011 484 0345

TERMS and CONDITIONS

• Exhibitors will be allocated space/ stands on a first come first serve basis • Exhibitors will be allocated to the relevant sector on the floorplan • Space will only be secured once the organisers have received a completed exhibition booking

form and full payment due • Full payment due is required on receipt of the invoice • The organisers reserve the right to cancel, change or move your stand allocation, and to alter

the floorplan where necessary. Should any changes be made, you will be notified via email • Exhibition rights are non-transferrable under any circumstances, and do not permit, even in part,

any kind of subletting, exchange and sharing of space or locations to third parties • Any cancellations received after the signing of this Exhibition Booking Form will be subject to

the following cancellation clauses: o Cancellations received after signing of the contract = 50% cancellation fee o Cancellations received after 19 July 2017= 100% cancellation fee

• It is very important that all exhibitors familiarise themselves with the Exhibitor Manual to ensure all the necessary rules and regulations of the venue, stand builders, health and safety and all other relevant providers and laws are adhered to

I am duly authorised to book and confirm the exhibition stand at the Gauteng Infrastructure Investment Conference 2017.

For and on behalf of the exhibiting company For and on behalf of the organisers

Signature Signature

Full Name Full Name

Designation Designation

Date Date

Witness 1 Signature

Witness 1 Signature

Witness 1 Name

Witness 1 Name

Witness 2 Signature

Witness 2 Signature

Witness 2 Name

Witness 2 Name


EXHIBITION GENERAL INFORMATION

Access to the loading bay:

Exhibitors can off load their goods from their commercial vehicles and private cars. Please ensure that goods are off loaded and vehicles are then removed and parked. Any vehicle parked in the loading bay will have their wheels clamped and standard penalties will apply.

ATM:

There is a Nedbank ATM located at the entrance of Hall 5.

Business Centre:

The Gallagher Convention Centre Business Centre is located next to the main reception area. The business Centre can take care of all your photocopying, printing, faxing, internet and Wi-Fi needs. Vouchers for wi-fi / internet access may be purchased from the Organisers Office. Each voucher is valid for 24 continuous hours after activation (eg. Activated at 12h00 – will be valid until 12h00 the next morning). It can only be used on 1 device.

Catering / Food and Beverage:

All food and beverage at Gallagher Convention Centre is handled by Gallagher Gourmet. Gallagher Convention Centre is fully Halaal. No food or beverage products may be sold from any stand at any exhibition. No food or beverage may be brought onto the property, should you require stand catering please contact the exhibition department.

A full range of catering services is available through Gallagher Convention Centre. No outside caterers will be allowed to deliver food and beverages to stands in the exhibition centre. Please contact Katelyn de Schutter on 011 266 3283 / [email protected] and she will send you the order forms.

Cell Phones / Tablets and Laptops: Important note: It is vital that everyone who owns a cell phone ensures that it is on their person or in a safe place at all times. I pads should remain on the person and note books and laptops should be locked down. These items are easy pickings for potential thieves. Constructed Stands:

- Stands must be prebuilt and only erected on site. - No construction over and / or in the aisles is permitted without prior written approval from the

organisers. - Double story stands and all structures over 2,5 m in height need to be approved by EMS - No construction may be attached to any wall or ceiling. - No bolt, nail or other mechanism may be used to fix any structure to the hall infrastructure in any

manner. - All custom built stands are limited to 6m in height, including fittings. Detailed plans of custom

built stands must be submitted for approval to the Safety Officer - Exhibitors installing raised platforms must provide an access ramp for disabled people. - The ceiling height is at its lowest point 6.5m high.

Deliveries:

Neither the Organisers nor the Venue will accept deliveries on behalf of exhibitors. Neither the venue, nor the organisers can be held responsible for goods that arrive early or which are left after the official breakdown period of the exhibition. The cost of disposing of any such items will be done at the expense of the exhibitor concerned.


Electrical Hire and Supply:

Any exhibitor wishing to employ his own electricians to connect machinery, pre-wired displays or connect light fittings, may only contract a qualified electrician registered with the Electrical Contractors Board. The certificate of compliance attests to the fact the work done has been carried out by a qualified person and must be submitted to the organisers. If the COC is not received before show opening, power will be disconnected until it is received.

3D Electrical are the sole official contractor and provide a full standby service to all stands where they have completed the installation.

Electrical Procedures & Regulations:

All electrical installations must be carried out in a competent manner to ensure safety. Where a fault becomes apparent, the equipment must not be used until the fault has been rectified. All electrical installations must comply with the requirements of the Occupational Health & Safety Act (85 of 183) as amended by the Occupational Health & Safety Act (181 of 1983 and the Labour Relations Act (66 of 1995).

Any electrical installation must comply as follows: • Each installation shall be effectively bounded to earth

Wiring shall be three core twin and earth not less than 1.5mm cross sectional and be PVC, electrometric or other plastic sheathing

• Joints shall not be made except where connecting into a circuit and insulated • Screwed connectors shall be sued and totally enclosed in insulated enclosures • All wiring shall be effectively protect and fixed to prevent damage and risk of injury/ • Cables placed under carpets and prohibited unless suitable protected.

Fire Regulations:

The fire Department has laid down the following regulations concerning exhibition stands: (All halls and stands are subject to inspection by the Fire Prevention Bureau at any time)

• No stand, other than standard shell scheme, shall be constructed either inside or outside a building, unless or until the venue has approved a plan of the proposed construction and general layout.

• No highly combustible material such as Hessian, straw, paper, polystyrene etc. shall be used in or on the stand without the approval of the venue and without fire retardation treatment being applied to the combustible material.

• No solid ceiling may be erected without the approval of the venue. • Written permission will be required for the storage of or use of hazardous substances, flammable

liquids, gas cylinders, open fires and demonstrations with naked flames. • No structure or display shall be placed or constructed so as to impede the ordinary movement of

people, nor shall the existing facilities or signs be constructed by any structure or display. • Fire extinguishers on walls, floors or elsewhere may not be removed or obstructed. • All aisles and exhibits must be kept clear at all times. • Absolutely no storage of any kind will be permitted within the confines of the exhibition floor or

placed behind the stand or against the walls or curtain. • No gas cooking is permitted in Gallagher Convention Centre. • It is compulsory to have a fire extinguisher on each level of a double storey display.

Fire prevention

• All halls have strategically placed fire escapes with fire extinguishers suited for all types of fires. There are also fire hydrants, to which the fire department is directly connected. These have 30m fire hose reels. The hose are situated in such manner to ensure that the halls have full coverage with these hoses. The Gallagher Convention Centre fire alarm is directly linked to the Midrand Fire Department to ensure immediate response


Hazardous Items

• The regulation limit on Propane or LP Gas in the halls is 19kg. Should there be a requirement for additional gas, this has to be applied for in writing to the Fire inspector, Midrand Fire Department. If you intend using Gas for any reason please insure the operations department are notified two weeks before the exhibition.

Fire Retardency:

It is essential that all large wood exhibits are sprayed and are fire retardant. You can either organize this yourself and prepare the wood at your workshop and provide a certificate done by an accredited company

Floor Damage:

Every reasonable precaution necessary should be taken when construction or working on a stand to ensure the no damage is caused to the floor.

Hanging Of Banners:

If you wish to hang banners from the ceiling please contact Anthony at Higher and Hire on 082 460 5250 for a quote.

Insurance:

The organisers do not take responsibility for any loss or damage to equipment, exhibits, and / or display materials suffered by exhibitors during any phase of the exhibition including build up and breakdown. However the organisers are insured for public liability. Exhibitors must therefore adequately insure their own equipment, exhibits and display materials against loss (including theft), or damage, as well as goods in transit insurance. This insurance can be normally arranged by your own short-term insurance company.

Occupational Health and Safety Act and Regulations:

All exhibitors who have raw space only or have a stand builder building their stands should note that in terms of the above act, all contractors working on your stand must complete the Contractor form in the manual.

All stand designers, stand builders and raw space only exhibitors must familiarise themselves with the information below and complete the relevant service form included. No stand construction will be allowed, without the operations department receiving this form. All designs for the raw space only stands must be submitted to the organiser who reserves the right to reject a design which unreasonably obscures or affect nearby exhibitor sites in any way.

• All contractors carrying out work shall observe the Safe Working Practices Act. The details required are:

• The form and dimension of every structural member of the construction. • The materials to be used in the construction. • The form and dimensions of every staircase. • The width and position of every exit and escape route within the stand. • The provision made in the construction of the stand for protection against fire and spread of flames.

A fire extinguisher is required on each level of a double storey display.

These plans, sections, specifications and written particulars must be submitted in a clear and legible manner


Structured Stability

• All materials used for decorative finishes to stands shall be: • Able to pass a test of flammability or for surface spread of flame • Be fixed taut or in tight pleats to a solid backing • Be secured at floor level • Shall not ignite when subjected to a flame for ten seconds • Any paint used shall be water-based. The use of paint sprayers in the venue is not permitted • Cavities and spaces around stands shall not be used for storage or empty creates, cartons,

boxes or packing material.

Parking:

Hall 3 Loading Bay

Safety Guidelines:

If a stand is using apparatus involving any risk the organisers approval is required. The venue needs to be informed in writing regarding the following:

• Any material or substances that are hazardous, explosive or objectionable nature • Exhibits that produces fumes or smoke • Operating of Machinery and Apparatus • Use of display of pyrotechnics and lasers • Use of display radioactive materials • Use of display of flammable liquids, oils and games • Distribution of food, drink or tobacco • Any recording, broadcasting or use of radios, film, sound music, video or any other items

to generated excessive noise • Amusement displays and live performances • Live animals as part of display

Security:

Although the exhibition hall will be locked at night and there will be security guards on duty, exhibitors remain responsible for any material on their stands. The organisers, venue or any sub-contractor will not accept any liability for any loss or damage. It is therefore of vital importance that exhibitors take all the necessary precautions to avoid any losses from occurring. Particular attention must be taken in regards to items such as cellular telephones and laptops. Exhibitors are advised to ensure that their products and equipment are covered by their own insurance. Additional Security Guards dedicated to specific stands may be arranged. All costs incurred are for the specific exhibitor’s account.

Smoking: Due to government legislation, no smoking will be permitted within Gallagher Convention Centre. There will be designated smoking areas provided.

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EXHIBITION STAND INFORMATION

Carpeting

Exhibition Hall is carpeted with charcoal carpet tiles.

Shell Scheme Walls

Each wall is made up of 1m panels, supported within an aluminium frame. Panels are made out of compressed styrene.

It must be noted that the internal dimension of the stand are slightly less than the external dimension, thus the distance between the walls of a three meter stand is 2 970mm, and each panel has an internal/visible width of 980mm and a height of 2 414mm.

The aluminium frame protrudes by 30mm from the walling, thus the walling and the frame are not flush. The fascia boards are 400mm deep with an inner ‘usable’ area of 300mm. The internal width of the Fascia board, from side to side in the case of a 3m x 3m stand, is 2 960mm.

Fascia Board and Name

The name of the exhibiting company, as provided by the exhibitor, will be displayed on the fascia board on all open sides of a shell scheme stand. Names will be produced in standard letters. Fascia board logo may be ordered at an additional charge. Failure to submit your fascia name by the stipulated submission date may result in the exhibition organisers using their own discretion in producing your company name.

Fixing Display Material

Display material may be fixed to the exhibition stand walls by means of double sided tape or sticky-backed Velcro. You must provide this for your own stand. Nails, screws or permanent adhesives may not be used, nor any other mechanism that will cause damage to the exhibition boards. Hooks will be provided to suspend heavier objects. Under no circumstances can anything be attached to any surface or wall within the convention centre.

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3X3 SHELL SCHEME SPECIFICATION

• 3m x 3m Shell scheme

• Stands are constructed using aluminum extrusions from the Octanorm system range and styrene panels

• White panels are supplied

• Panels and aluminum are not to be damaged in

any way, which includes: painting and drilling. Double sided tape and Velcro to be used


EXHIBITOR CHECKLIST

� Complete and submit your Booking Form.

� Submit Compulsory Indemnity Form.

� Arrange for delivery/shipping of literature, equipment and other marketing material.

� Create a timetable for your staff to co-ordinate stock, equipment, delivery and removal.

� Circulate a list to all staff with dates and times; detailing whom will be on site.

� Prepare for set-up of exhibition stand.

� Prepare tool kit for all items necessary to set-up stand and perform emergency repair of display units and equipment.

DURING BUILD-UP AT THE SHOW:

� Collect exhibitor badges from the Organisers Office.

giic 2017 exhibition manual.05.07.2017 for designnw4the giic is the only government-led interactive...

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