Agritech 2015 exhibitor manual

AGRITECH Expo 2015 Exhibitor Manual

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EXHIBITOR MANUAL

INDEX

Key Contacts 1 General information 2

Important Deadline dates 2 Expo Location 2 Time table at a glance 2 Management team 3 Site Layout 4 Site movement plan 5

A-Z of expo guidelines 6 Working demonstration code of practice 18 Tips and advice for a successful exhibition 19 Fire safety guidelines 20 Expo contractors list 21 Forms Health and safety form 24 Simple Risk Assessment Template 25 Free onsite show-guide listing form 26 Electrical order form 27 Fascia name form 28 Exhibitor Pass and Guest ticket request form 29 Lifting service booking form 30 Heavy Vehicle unloading form 31 Extra security order form 32 Show Masters order form 33 Rooney’s Order form 34 Rooney’s example sheet

AGRITECH Expo 2015 Exhibitor Manual Page 2 of 34

General information

This manual is designed to ensure that your participation is as smooth and cost effective as possible. It lists all the services and facilities available at the exhibition. Please do take time to read the information that follows in the manual. It will take little time and could save you a great deal later! It is in your interest to ensure deadline dates are adhered to as failing to return some forms will result in your company either being disappointed, as certain items will no longer be available, or you may incur a late order surcharge. It is important that your designers or contractors see the forms pertaining directly to their responsibilities and return the relevant information

Important deadline dates 27 Feb - Health and Safety assessment Form - Risk assessment form - Proposed Stand design and layout - Structural calculations for stands over 4m high - Electrical order form - Lifting service booking form - Heavy vehicle unloading form 7 March - Ticket request form - Rooney’s furniture order form - Extra security order form - Show Masters Order form 20 March - FREE onsite show guide listing - Fascia Name Form

Location The Expo will be held at the GART Research Center in Chisamba about 50Km away from Lusaka on the great North Road GPS Location –

S 14’ 58.000” E 026’ 06.000”

Mon 13 Fri 17 Sat 18 Sun 19 Mon 20

Stand Contractor Access Lift and heavy lift service available by advance booking

21h00

18h00

No Vehicles will be

allowed onto site

after 07H30

Site

Locked down at 19h00

No Vehicles will be

allowed onto site

after 07h30

Expo

c loses at

17h00

Lift service

available by

advance booking

No Forklift

and heavy lift service

available

Exhibitor access

Exhibitor access

All exhibits and waste to be cleared from site by 13h00 on

07 April

BUILD UP BREAK DOWN

Event build-up and breakdown Time Table

08h00

Thu 16

No Vehicles will be

allowed onto site

after 07H30

Site

Locked down at 19h00

Exhibitor access

COCKTAIL

Stand Contractor Access Lift and heavy lift service available by advance booking

Exhibitors and Stand Contractor Access Lift and heavy lift service available by advance booking

Tue 14 Wed 15


Event Management Team

Project Director Emmanuelle Nicholls [email protected] Office +27 21 700 3500 Mobile +026 976 499 019 (active from 13 April 2015) Sales Manager Liam Be ckett [email protected] Office +27 21 700 3500 Ext 3552 Mobile +27 79 281 7865 Mobile +026 976 499 006 (active from 11 April 2015) Crop Trails Manager Simunji Simunji Senior agronomist GART [email protected] Mobile 09 7767 0129 or 09 6167 0129 Marketing Benjamin Jones [email protected]

Office +27 21 700 3500 Ext 3595 Mobile +026 976 498 436 (active from 13 April 2015) Operations Manager Wayne Krull [email protected] Mobile +27 82 555 0517 Mobile + 260 974 525 431(active from 11 April 2015) Operations Patricia Kazaka [email protected] Office +27 21 700 3500 Ext 3589

Mobile +27 76 700 6555 Mobile + 260 974 601 719 (active from 13 April 2015)

Operations Darnell Van Wyk [email protected] Mobile +27825580517 Mobile + 260 974 948 350 (active from 11 April 2015) S ite Off ice [email protected] Mobile 0974 601 719 (only open from the 13th of April 2015)


Layout at a glance EXPO TENT

IRRIGATION TRAILS

OPERATIONS OFFICE

TOILETS

WORKSHOP TENTS

BUSINESS LOUNGE

OPERATIONS PARK

MEDIC TENT

ENTRANCE

SPRAYER DEMONSTRATION

ARENA

LIVE STOCK ARENA


Transport and movement plan

DIRECTION OF VEHICLE TRAVEL

ENTRANCE AND EXIT TO SITE FROM OPERATIONS STAGING

AREA

OPERATIONS STAGING AREA

FOREST

CAR PARK

§ Please register at the transport operations officer at the entrance to the site

§ Wait your turn § If it is raining you may need

to ‘unload’ in the operational area

§ Follow the directional signage to your stand

§ Do not under any circumstances drive over the demarcated stands or walkways

§ If you have booked lifting equipment please arrive on time to avoid disappointment

§ Remember your actions or inactions directly effect those around you – think health and safety


Accommodation and Travel We are pleased to announce that Voyagers Zambia is the Official supplier of transport, accommodations and flights booking for the Agritech Expo 2015. Voyagers Zambia is offering delegates special rates over the period of the event on a first come first served basis. Early booking is strongly suggested as flights, car hire and accommodations are generally in heavy demand during the event’s period. The special rates are available only when a booking is made directly with Voyagers and subjected to availability. Conditions will apply. Enquiries can be made immediately by contacting the following offices respectively:

Car hire: [email protected]

Lusaka: +260 211 271221-3 Mobile: +260 977860649

Flights: [email protected] Lusaka: +260 211 375700 Mobile: + 260 966 860643

Accommodation: [email protected] Lusaka: +260 211 375700 Mobile: + 260 966 860643

Website: www.voyagerszambia.com

Should you require further service please contact Patricia Kazaka [email protected]

Aerial Promotion

No form of aerial promotion will be allowed on the site – this includes and is not restricted to blimps and balloons

AV Equipment Additional AV equipment can be ordered by special arraignment

Please contact the operations team on [email protected] before the 7 March for information

A-Z of Expo Guidelines


Build –up and Break down Please see the event timetable for the buildup and break down times

Catalogue

Your free on site catalogue entry must be received before the 20th of March 2015 to meet the publishing deadline. Unfortunately any entries received after this date cannot be included in the catalogue

Catering

On site catering is supplied by Fringilla Lodge TeleFax: (260 - 211) 213885! Mobile: 260 954 009961 and +260 968 626896.! Phone: (260 - 211) 214364 Fax: (260 - 211) 213638! Email: [email protected] Please quote AE-FSR (Agric Expo – Fringilla Special Rates )

Chi ldren On Site/Working on stands

This is a working site with heavy lift equipment and farm machinery for their own safety we will not be allowing children under the age of 16 onto the site during build up and break down

Communications

The site is part of the national Cellular communication and data services coverage Please make the necessary arrangements

Customs and Excise

Exhibitors may use their own freight agents for deliveries Independent agents must arrange for “on site” customs examinations in accordance with the relevant trade exhibition regulations.


Delivery of Goods and Exhibits All vehicles delivering exhibits, materials or goods are subject to the control of the operations team throughout the site. We ask all exhibitors and contractors for their co-operation to enable free access and egress for all No vehicles will be allowed access thru the control points after 7h30 on event days The organizers whilst providing general security, cannot take responsibility for the exhibitor’s possessions and valuables. The organizers will not be signing for your deliveries – please make the necessary arrangements for your agent to be onsite to take delivery

Diesel

Extra Diesel cannot be stored on your stand but may be stored in an appropriate marked container (diesel bowsers, jerry can) in the operations area All static display vehicles are required to have a minimum amount of diesel in their tanks. Working demonstration vehicles are required to be fueled before 7h30 on event days NO FUELING WILL BE ALLOWED DURING OPEN HOURS

Directions to the site

The site is located 50 Km to the north of Lusaka on the Great North Road Please follow all event signage for the correct route into the logistics area

Distribution of Material

Exhibitors are not allowed to display or hand out any literature or material in any form from any area within the site other than within the boundary of your stand.

Electrics

All electrical work on your stand must me carried out by an approved electrical contractor Exhibitor supplied generators are not allowed on site

– For all power requirements please fill in the electrical order form or contact Wayne Krull on [email protected] for assistance

Power Supply on site is not continuous and will be switched off over night All outdoor exhibitors are reminded that electrical sockets and lighting are not included in the trade stand price

How to get there ? Travel approximately 50km down the Great North Road (T2) from Lusaka GART research facility on your left hand side


Emergency Procedures

Emergency procedures for Exhibitors will be circulated to each stand before the event Fire Regulat ions

There are strict regulations governing the materials which may be used in the construction of stands and in the demonstration of products

The Safety and Fire officer will inspect all stands during build up – Local authorities have the right to remove offending materials and fittings - please draw your contractor’s attention to this

All fabrics require to be treated with a flame retardant and it is the responsibility of the exhibitor to supply a certificate of treatment or a sample for testing on demand from the safety officer Exhibitors are reminded that they need to supply their own extinguishers, particularly on stands that are catering or demonstrating machinery

First Aid

Basic medical cover will be provided for the duration of the event open hours If you require medical assistance to your stand please call the organizers office on +260 974 601 719

Important Notes – Electrical Installation 1.Under no circumstances are Exhibitors’ own staff or any non-approved persons permitted to carry out electrical installation work. 2.Socket outlet multi-way adaptors are not permitted. 3.Flexible cords must not exceed 10m in length. 4.A qualified and competent person before connection to the power supply must have tested appliances. 5.Lamps and appliances with high temperature surfaces installed below 2.5m must be totally enclosed in a non-combustible and non conducting case and used well away from combustible materials. 6.Flashing lights or signs are not permitted, but sequence displays may be used, subject to prior written approval by the Organisers. 7.If you have special electrical requirements please contact Wayne Krull 8.Exhibitors are reminded that, the electricity supply to stands will be permanently switched off at 18h00 on Saturday the 18th of April. The power supply is not 24 hours and will be switched off on the night of Thursday the 16th and Friday the 17th of April. If power is required over night special arrangements will have to be made with Wayne Krull During build-up, power is not guaranteed until the last build-up day. If available before this time power will be turned on. Any prefabricated units already wired must comply in all respects with national safety regulations. The cost of any modification required to comply with these regulations will be charged to the Exhibitor by the Electrical Contractor.


Flagpoles and other temp graphic structures If you are intending to use flagpoles on your stand they must be securely anchored into the ground with no loose soil around them Any guide ropes must fall within the stand area and not into the visitor walkways Guide ropes are to be suitably marked at ground level and waist height The Operations Director will inspect these structures during the last day of build up – if they are found to be unsafe they may need to be removed or securely fastened down Please be aware that holes need to be filled in on break down. Any dilapidation costs will be forwarded to the exhibitor

Furniture

Rooney’s are the official furniture hire contractors for Agritech 2015. Their standard order form can be found in the forms section of this manual.

It is the responsibility of the Exhibitor to make sure that all the hire items on their stand are removed by 12h00 on Sunday 19 April.

Generators

Please note that exhibitor supplied generators are not allowed on the site as power is supplied by the organizers and can be ordered on the electrical order form

Please note that a surcharge of 50% on orders received on site will apply. Please ensure that you return the electrical order form timeously to avoid disappointment

HGV’s

All Heavy Load vehicles need to report to the transport operations officer on duty at the entrance to the Operations staging area just off the Great North Road (T2) for instructions regarding offloading and access. Exhibitors are reminded that Tele-handler and heavy lift services are on a first come first serve basis. (Please complete the Tele-handler and heavy vehicle unload form) Limited Parking is available for vehicles wishing to remain on site for the duration of the event – please liaise with the operations office regarding this on [email protected]

Insurance The Organizers, whilst taking every reasonable precaution, expressly decline any responsibility for any loss or damage, which may befall the property of an Exhibitor from any cause whatsoever. The Exhibitor must insure their legal liability as stated in the (Conditions of Booking), and is strongly advised to effect adequate insurance to include cover for products during the overall period of the Exhibition, including transportation.

All exhibitors must have Public Liability Insurance cover


Internet The organizers will not be supplying a Wi-Fi Internet network. It remains the exhibitor’s responsibility to make the necessary arrangements through their cellular network.

Leaflets

Agritech leaflets, posters and materials are available to exhibitors free of charge. Please contact Benjamin Jones on [email protected] for information on how to order them

Lift ing A free of charge lifting service will be provided for unloading and loading vehicles (lifting capacity 4 and 5 tons maximum per vehicle).

The organizer cannot be held responsible for any damage/breakage that may occur during loading/unloading. All lifting services must be advised in advance via Lift booking Form Please note that there are no facilities for lifting which requires more than 5 tons. Please contact the Operations Department on [email protected] if these services are required.

Lorry Movements

All vehicles arriving at the site for delivery and collection of exhibits or stand fitting will be subject to checks by the traffic management marshals. Please ensure that for deliveries during 16th, 17th and 18th April the vehicle has the appropriate vehicle pass. Limited lorry parking is available for vehicles wishing to remain on site for the duration of the event. Please liaise with the operations Office on [email protected]

Lost Property

All lost property is dealt with by the Organizers Office situated onsite. Loading ramp

There will be a split-level loading ramp in the operations area with 2 levels The incline from the level side dock is 9° Please note use of the loading ramp is entirely at the exhibitors risk

Media Centre and Press off ice

The Media Centre will be located in the Exhibition and VIP tent. Exhibitors are encouraged to provide promotional literature for this office

Noise / Live Performances

Exhibitors must contact the Organizers if they are planning to make use of pre-recorded or live performances. Volume should be kept to a level that does not cause disturbance to other Exhibitors or visitors, a maximum of 80 dB A.

In cases of dispute, the decision of the Organizers is final


Organizers Off ice

The Organizers Office will be positioned prominently on the event site and will be staffed from Monday the 13st of April to Sunday the 19th of April. The on site telephone number for the Organizers Office is T: +260 974601719 and will be activated from Monday the 13st of April.

Parking

There is a free car park at the event. It is essential that the directional traffic signage be followed as it will navigate vehicles the correct way onto the site and avoid unnecessary congestion. Please remember to collect your “Exhibitor ” badge from the organizers office during build up

Print ing

Agritech Expo's official print supplier in Lusaka is Associated Printers (AP Print). If you require any collateral or banner printing prior to the event contact

Peter Frost: E: [email protected] T: +260 211 229713

Postal Services/ Del iveries to Stand

The Organizers regret that, for security reasons, we cannot sign on behalf of any Exhibitor, or take delivery of items by post or courier. Please make sure that you have a representative on your stand when you expect deliveries otherwise they will be turned away.

Any mail or courier items directed to you at the Event should be addressed to:

Exhibiting Company Name and Stand number On Site Contact and Mobile Number Agritech Expo 2015 GART Chisamba 60100

Publ icity and Promotion

The promotional campaign for Agritech 2015 is well underway to attract key customers to attend the event. We have a number of promotional actions to inform farmers, contractors etc. about the event and what’s on, including leaflets, articles and previews in magazines, adverts and the Official Event Catalogue.

Contact Benjamin Jones – [email protected]

Please help us to deliver your audience by promoting the event on all your literature. The exhibition logo is available from the event website www.agritech-expo.com should you wish to use it in any advertising.


Public Relat ions The more information that we have about what you have planned, the more we can include in PR material shared with the media pre- and post-event. We meet with the press months before to plan what is going to be covered, so the better informed we are the more we can help communicate your Agritech activities to the media. Please complete the Free Onsite Show Guide List ing Form with your planned demonstrations at the show Please contact the media team by emailing

Annemarie Roodbol on [email protected] Risk Assessments

Risk assessments are an essential tool for planning how health and safety will be controlled in the work place. It is simply a careful examination of what, in your work, could cause harm to people so that you can weigh up whether you have taken enough precautions or should do more to prevent harm.

Hazard means anything that has the potential to cause harm. For example, working at height, electricity, lifting, slipping, tripping, fire, chemicals, dust (e.g. from grinding), manual handling, noise, poor lighting, and vehicles. Risk is the chance, high or low, that someone will be harmed by the hazard.

All stand holders must supply Risk Assessments to cover build-up and breakdown as well as for the open period. Exhibitors should ask contractors to complete and submit their own risk assessments for the elements they are involved in. These can be submitted direct to the Operations officer at [email protected]

Every exhibitor must undertake a Risk Assessment prior to the exhibition, identifying the hazards present on-site and the ways in which you will minimize and control these hazards. The risk assessment form must be completed and submitted by the deadline Please do not leave the first section blank.

Please note that no passes will be handed out until exhibitors have submitted a risk assessment. Rubbish

Exhibitors must dispose of their rubbish in the bins provided. This is particularly important on the last evening of Breakdown and on the mornings of the Event.

All exhibits, stand fittings and waste materials must be cleared from the site by 1800 on Saturday 14th June. Any materials remaining after this time will be removed as rubbish and charged to the exhibitor at a fee for additional rubbish disposal

Safety Brief ings

Exhibitors must at all times take every precaution in respect of Health and Safety. Exhibitors are reminded that the Exhibitor Risk Assessment forms need to be completed and returned before Build Up commences. The Safety Briefing Meeting will be held on the relevant feature areas

Exhibitors are reminded that attendance at these meetings is mandatory and will be conducted on the final day of build up.


Security

24hr Security cover commences on Tuesday the 14st of April.

Although every reasonable security precaution is taken throughout the Build Up, Open Period, and Breakdown, the Organizers cannot be held responsible for any loss, damage, or accidents which may occur to any Exhibitor's (or Contractor's) property or personnel. We strongly recommend that any small or attractive items be kept under constant supervision and removed each evening.

The Organizers will not be responsible or liable for theft or injury Exhibitors are reminded to be particularly vigilant during the following periods:

The last night of build-up The first 30 minutes after the Event closes each day The first two hours of breakdown.

The following points should be carefully noted: During Build-Up

The Organizers will do all they can to minimize risk, you are advised to take precautions yourself. Exhibitors needing extra security should contact the Operations Department by mailing Wayne Krull on [email protected]

During Open Hours All Exhibitors and visitors, in the interests of their own safety and security, may be searched and their bags searched on entering or leaving the site. We ask you to co-operate and insist your staff carry tickets or passes at all times.

During Breakdown Please do not leave your stand unattended at any time during the first few hours of breakdown or until all valuable exhibits or graphics have been removed. If you propose to leave anything valuable on the stand overnight, please contact the Organizers or Security.


Shel l scheme indoor stands The temperature controlled expo tent houses a number of shell scheme stands Each stand comprises of the following

2400h X 3000 X 3000 shell scheme system 1 X 10 amp plug point 1 X Incandescent light 1 X Standard expo carpet

Panel sizes - Standard panel overall size is 968 X 2384mm with a visual size of 960 X 2380mm - Front panels are 968 X 1404mm with a visual size of 960 X 1400mm - Fascia is 285 X 2960mm

Fascia Name Board Indoor Shell Scheme exhibitors must confirm the exact wording for their stand name - PLEASE EMAIL THE TEXT TO - Patricia Kazaka on [email protected] Failure to do so before the deadline may result in the name being incorrect on the fascia and in the guide

Schedule Build up – Thursday 15 April Show days – Thursday 16th,Friday 17th and Saturday 18th of April Break down - All exhibits and materials removed from site by 18h00 on 18th of April

Signage

All signage on stands must be printed and must be contained within the stand boundaries Please do not use hand written signage - the Organizers reserve the right to remove any hand written signs.

Stand Boundaries and Completion of Stands

All stands will be numbered on the ground using 150mm square block plates on the front and pegs at the back to indicate stand boundaries. If these are not clearly visible please contact the Organizers office before the erection of the stand commences. Stands must be completed by 18h00 on Wednesday the 15thof April.

Exhibitors and Contractors must not drive over other exhibitors stand space or the visitor walkways and damaged caused will be charged to the relevant parties involved.


Temporary Structures All temporary structures are subject to inspection by the Operational Manager. Exhibitors/ contractors are required to submit design and structural calculations for temporary structures over 4m in height before 27 Feb 2015

All temporary structures above 3m will require a certificate of compliancy from a structural engineer. This certificate must be handed into the organizers office before 12h00 on the 15th of April – non compliance could result in the stand being deemed unsafe and closed down

Tickets

Free Ticket Allocation: Exhibitors will be issued with a supply of day staff admission tickets free of charge dependent on stand size and exhibit type.

Additional staff tickets

These tickets will allow your staff to gain entry through the exhibitor gate. Please note that these tickets are not for giving to guests, but for staff working at the event only.

Guest tickets

These are for distributing to your valued customers, providing them with free entry to the event. Guest tickets are an excellent, cost effective way to reward your loyal customers and get to meet prospect customers face to face on your stand at the event. You will receive 100 complimentary guest tickets

Guest tickets are for giving to those you wish to see at the event and are not for re-sale.

Both staff and guest tickets can be ordered quickly and easily by mailing Patricia Kazaka on [email protected]

Please see site map for location of Organizers Office.

Unloading and Loading

For details on the unloading and loading vehicle procedures please complete the Heavy Vehicles Unloading form

A free lifting service will be provided for unloading and loading vehicles (lifting capacity 4 and 5 tons maximum per vehicle).

The organizer cannot be held responsible for any damage/breakage that may occur during loading/unloading. All Tele-handlers must be booked in advance (Lift booking form)

Exhibitors may use their own freight agents for deliveries. Independent agents must arrange for "on site" Customs examination in accordance with the relevant trade exhibition regulations.


Vehicle Passes Vehicle passes are required for the build up or breakdown periods.

On Site Vehicle Permits do not admit the driver and passengers onto site without exhibitor passes. Please note that guest ticket holders will not be able to access the site until the show is open ay 08h30. They will be directed to the main entrance to wait.

Any catering delivery vehicles must apply for site access at the operations office

Please note that on Saturday the 18th of April no vehicles will be allowed to exit the event site until it is clear of visitors and is safe to do so. We will endeavor for this to be as soon after 17h00 as is possible.

Water

Only bottled drinking water will be available on site for human consumption If you are catering please make the necessary arrangements to supply bulk, clean drinking water for cooking in an appropriate container There are 2 groundwater points with stand pipe connections on site for irrigation It remains the exhibitor’s responsibility to supply transport of the water from the irrigation point to their stand. Under no circumstances must any water other than rainwater be discharged directly over open ground. If you have any queries please contact the Operations Department on [email protected]


Working Demonstrations Code of Practice

Safety of visitors and exhibitors is of paramount importance at Agritech Expo 2015.

These guidelines should be used in conjunction with exhibitors’ own obligations in relation to Health & Safety and should assist in the completion of the mandatory Working Demonstration Risk Assessment.

Guidelines - Exhibitors must produce a risk assessment for the operation of their machines for the

build-up, event days and breakdown periods. - No one should stand behind machines when they are starting. The operators should

ensure that the machinery is close to the ground prior to engaging. - As soon as each machine has completed its operation, it must be disengaged

immediately. - All machinery attendants must have received appropriate training in the use of the

vehicle/machinery and attachments and have familiarized themselves with the operation and controls prior to operating the equipment at the Event.

- All tractor cabs should be locked when not in use and the operator will isolate any machinery/equipment that is left unattended.

- All machines must have correct guarding in place at all times. - All working machinery shall be CE marked and all necessary guarding must be fitted.

Exhibitors are advised to inspect machinery delivered direct from ports etc. to ensure all necessary guarding is fitted.

- No demonstration should commence, if the exhibitor is concerned that the audience is in unsafe areas: i.e. standing in front of the machines, standing in the demonstration area.

- Exhibitors should ensure that no member of the audience climbs into machinery, tractors or trailers unless it has been fully isolated.

- Passengers may be carried only where there is seating designed for that purpose, the number of passengers is restricted to the number of seats available. Passengers must not be carried on cab steps, link arms, drawbars etc.

- Demonstrations must cease immediately if requested by an Event Official. - If the exhibitor allows a visiting person to the exhibition to drive, control, maneuver the

vehicle; the organizers accept no responsibility for consequent actions. The exhibitor assumes all responsibility.


TIPS AND ADVICE FOR A SUCCESSFUL EXHIBITION

Now that you have booked your stand, we would like to ensure that you get the most out of your investment in the exhibition and maximize the number of visitors you will meet, so you might like to consider some of the following points:

Pre-event

§ Ensure you have clear and achievable objectives § Ensure you have fully briefed your onsite team and draw up a staffing roster § Have procedures in place for measuring your success against your objectives § Allow plenty of time for designing your stand, particularly if you need to appoint a stand

designer § Tell clients, press, colleagues and guests that you are exhibiting via your website,

advertising or direct mail § Provide your complimentary editorial, as delegates will keep this information for future

use § Put an incentive scheme in place for your onsite team as this can help encourage sales § Consider sponsorship opportunities to increase your exposure and stand out from other

exhibitors § Literature in delegate bags or advertising in the congress guide are effective ways to

highlight your products or services and !draw delegates to your stand § Consider including an office or demonstration area for a more relaxed space to talk to

delegates § A moving exhibit attracts attention so consider including lighting or audio-visual displays

on your stand – (remember to inform the operations team) ! At the event

§ Have free samples, branded gifts or literature on display and ensure you have enough copies

§ Provide complimentary drinks or food from your stand § Run competitions or free prize draws (let the Agritech marketing team know) § If you are launching a new product or service ensure that you label this on your stand –

‘new’ is a very powerful word for !attracting attention § Wear name badges at all times so delegates know who they are talking to § Ask delegates to complete an enquiry form so you can collate contact details and follow

up later § Ensure you have clear and consistent branding and keep messages brief § Use lots of bold images, photo’s, logo’s and large text !

Post-event

§ !Collate new leads and follow up within two weeks of the show § Draw up a report on any research carried out § !Report your experience to media, colleagues, staff and guests § Evaluate your achievements against your objectives ! § Consider booking for the following year as soon as possible as discounts will be

available for early bookings


Fire Safety Guidelines Fire Spread

Fabrics or other sheeting used in the construction of tents, booths, stalls or other temporary structure, roof coverings, weather protection should be fire retardant and maintained in that condition.

Means of Escape

Any temporary structure, capable of holding less than 15 persons, should have a minimum of one exit, such exits to have a clear opening of 1.2metres. Structures capable of holding up to 50 persons, should have a minimum of 2 exits, each having a clear opening of 1.2 metres, the exits are to be sited on different walls and be remote from each other. All exits are to be completely unobstructed and clearly indicated by appropriate signage. Where wall flaps are used, the exit is to be clearly indicated by signage and bold markings to indicate the opening. Should the structure be intended for use in the hours of darkness, emergency lighting must be considered.

Electrical Supplies

Where electrical supplies are to be provided to temporary structures, they must come from the site system and comply with current legislation. Under no circumstances must electrical equipment which has not been approved by the site electricians, be used.

Compressed Gas Containers

Where compressed gas is being used, only those containers needed for day-to-day use should be brought onto site. Any flexible hose should be free from kinks, cracks or deterioration. Such hoses should be securely fixed at both ends and not run through areas where persons may walk. All gas containers must be in lockable cages.

First Aid Fire Fighting

Hand held fire fighting equipment should be provided at fire points, each fire point to have a minimum of two extinguishers of water or multi purpose type. Where there is a specific risk, such as electrical equipment or gas powered equipment, 2kg CO2 type extinguishers should be added to the fire point.

House Keeping

Regular clearance of any and all waste, packaging, cardboard and other rubbish. Any unused or empty compressed gas containers, including propane and butane, should be stored in a secure area, away from any public area.

Fire Risk Assessment

The occupants/users of each temporary structure and stand or stall should carry out and record a fire risk assessment. The assessment should cover: - Heat producing equipment & measures to control any risk arising from such usage. - Fire Warning System - Means of escape/evacuation plan and how the plan ‘ties in’ with the general plan. - First Aid Fire Fighting, identify the need within the structure and document the servicing

and training needed. - The risk assessment should be available for inspection throughout the event.


ACCOMMODATION We have the following hotels participating Please quote the booking codes for preferential treatment

Chisamba

Fr ingi l la Lodge, Situated on a working farm in Chisamba on the Great North Road Booking code : AE- FSR (Agric Expo-Fringilla Special Rates) US Dollars, GB Pound Sterling, SA Rands or Visa accepted

TeleFax: (260 - 211) 213885 ! Mobile: 260 954 009961 and +260 968 626896. !Phone: (260 - 211) 214364 / Fax: (260 - 211) 213638 !Email: [email protected]

Early booking is highly advised! Protea Hotel Safar i Lodge (Chisamba)

Opened in 1998 it is located within its own private game reserve of approximately 2 500 acres, US Dollars, GB Pound Sterling or Visa accepted

All reservations will be bookable through: Email [email protected] , Tel +260 211 254 605. Please mention that you are attending the AGRI EXPO in Chisamba for show rates

All reservation will need to be guaranteed by either Electronic Fund Transfer (ETF) credit card, which should be received timeously by the Hotel. All reservations will be subject to availability.

Lusaka

Protea Hotel Cairo Road Ideally located for business travel in the heart of Lusaka, this hotel is only 30 km from the airport and 50km from the Agritech Expo site. All reservations will be bookable through:

Email [email protected] , Tel +260 211 254 605. Please mention that you are attending the AGRI EXPO in Chisamba for show rates

All reservation will need to be guaranteed by either Electronic Fund Transfer (ETF) credit card, which should be received timeously by the Hotel. All reservations will be subject to availability. US Dollars, GB Pound Sterling or Visa accepted

Protea Hotel Lusaka

Situated within the vibrant and bustling Arcades Shopping and Entertainment Complex All reservations will be bookable through:

Email [email protected] , Tel +260 211 254 605. Please mention that you are attending the AGRI EXPO in Chisamba for show rates

All reservation will need to be guaranteed by either Electronic Fund Transfer (ETF) credit card, which should be received timeously by the Hotel. All reservations will be subject to availability. US Dollars, GB Pound Sterling or Visa accepted

CONTRACTOR LIST


AUDIO VISUAL HIRE Conference Systems 6B Omelo Mumba Rd Rhodes Park Lusaka Tel +260 211 22 33 44 Fax +260 211 23 65 85 Mobile +260 977 77 5335 Email [email protected] BRANDING

Associated Printers (AP Print) . Peter Frost: Email: [email protected] Tel: +260 211 229713

Showmasters

6B Omelo Mumba Rd Rhodes Park Lusaka Tel +260 211 22 33 44 Fax +260 211 23 65 85 Email [email protected]

www.showmasters.co.za

CARPETS The Expo tent is full carpeted and shell scheme package comes with carpeted floor Please contact the operations team for more clarity [email protected] CAR RENTAL / TRANSPORT

Europcar For assistance or bookings with Europcar, contact

The Station Manager Kenneth Kaunda International Airport, Lusaka: !! Margaret Jackman Europcar Zambia

For preferential treatment please mention in your correspondence that you are attending the Agritech Expo Tel +260 211 271 221-3 Mobile: +260 977 860 649 | www.europecarzambia.com

CATERING

Fr ingi l la Lodge, TeleFax: (260 - 211) 213885 ! Mobile: (260 954 009961 and +260 968 626896. !Phone: (260 - 211) 214364 Fax: (260 - 211) 213638 !Email: [email protected]

EXHIBITOR PASSES Please contact the operations team on [email protected] EXHIBITIONS SERVICES AND SHELL SCHEME Showmasters 6B Omelo Mumba Rd Rhodes Park Lusaka Tel +260 211 22 33 44 Fax +260 211 23 65 85 Email [email protected]

www.showmasters.co.za


FURNITURE Rooney's Hire Zambia

Office: +260211222571 Fax: +260211231115 ! Email [email protected] !www.rooneys.co.zm

FORKLIFT / TELE-HANDLER SERVICES Please contact the operations team on [email protected] or contact the operations office on site. MARQUEE AND TENT HIRE Rooney's Hire Zambia

Office: +260211222571 Fax: +260211231115 ! Email [email protected] !www.rooneys.co.zm

STAND PLAN APPROVAL Please mail a layout of your stand to [email protected] TICKETS – EXHIBITOR GUEST Please contact the operations team on [email protected] WATER

There will be bottled drinking water on sale from the concession stands for the duration of the open days Groundwater is for irrigation purposes only and not fit for human consumption


TO BE COMPLETED BY ALL EXHIBITORS

Company name _________________________________ Stand no __________________________

The Occupational Health and Safety bill of 2010/3

It is a condition of entry into the exhibition that every Exhibitor, Contractor, sub-‐Contractor, supplier and their agents comply with the OHSB2010/3 and all other legislation covering the venue. The Exhibitor accepts that it is their legal and moral responsibility to ensure that their own and others’ health and safety is not put at risk by their actions (or inactions) throughout tenancy. The exhibitor confirms that its staff will be sufficiently instructed and trained in relevant matters in order to carry out their tasks competently:

a) WE ARE OUTDOOR EXHIBITORS AND ARE USING THE AGRITECH EXPO RECOMMENDED CONTRACTORS. We have trained and made our stand staff aware of the potential risks present onsite and we will copy them in with any additional safety information. We will complete and return a risk assessment by 27 Feb 2015. Any significant risks caused by our exhibits, demonstrations and work practices to either ourselves or others onsite are detailed on the form OR if our exhibits, demonstrations and work practices cause NO HAZARD to either ourselves or others onsite our risk assessment form will be marked clearly ‘NO/ONLY LOW RISKS’

b) WE ARE USING OUR OWN CONTRACTORS. My principal contractor(s) (named below) has undertaken a specific Risk Assessment and Method Statement for this event in accordance with the OHSM2010/3. They have trained and notified their staff and sub-‐contractors in all such areas identified as being of risk. A copy will be forwarded to the Organizers by 27 Feb 2015.

Stand contractor

Company _______________________________________________ Contact Name _________________________________________

Address _________________________________________________________________________________________________________________

Tel _______________________________________________ E Mail _________________________________________

Insurance and public liability

I confirm that we have adequate public liability insurance in place to protect ourselves against any loss or damage to our stand, exhibits, property and personnel and for any legal liability incurred in respect of injury or damage to persons or property belonging to third parties.

Health and Safety Representative on the stand will be _____________________________________________________________________________

Position ______________________________________________ Mobile No _________________________________________

Declaration

Authorized by __________________________________ Date _________________________________

Print Name_____________________________________ Position _________________________________

Please return to [email protected] or fax to +27 86 580 4458 by 27 Feb 2015

HEALTH AND SAFETY and INSURANCE DECLARATION


All exhibitors are required to complete a risk assessment. Even if you do not think there are any risks this must be confirmed in writing. This simple template is for use where no construction is required. Exhibitors must ask their stand builders to complete and submit a thorough risk assessment and method statement. Company name:_________________________________ Stand /block no: ____________________

Completed by (name):____________________________ Phone: ____________________________

Please describe below any tasks and potential hazards or risks entailed in setting up/breaking down your stand

1 2 3 Task

Description of Hazard (Fire, injury, etc. )

Products to be stored / displayed

Consequence of hazard

Person at risk

Current control Method

Other relevant info

Signature ____________________________________ Date __________________________


SIMPLE RISK ASSESSMENT TEMPLATE


TO BE FILLED IN FOR COMPANY ENTRY INTO THE SHOW CATALOGUE

Company Name ________________________________________________________________

Contact Person ________________________________________________________________

Postal address ________________________________________________________________

Code____________________

Cell Nr ________________________________ Fax_______________________________________

Email ______________________________________________________________________________

REMEMBER TO MAIL US A HIGH RESOLUTION IMAGE OF YOUR LOGO

25 word description of your product/services

_____________________________________________________________________________

_____________________________________________________________________________

Types of Products

_____________________________________________________________________________

_____________________________________________________________________________

New products for 2015 (top 5 only)

1 ____________________________ 2 _____________________________

3 ____________________________ 4 _____________________________

5 ____________________________

Discounts or Specials for on site orders (top 5 only)

1 ____________________________ 2 _____________________________

3 ____________________________ 4 _____________________________

5 ____________________________

Signature ____________________________________ Date ____________________

Please return to [email protected] or fax to +27 21 7003501 by 20 March 2014

FREE ONSITE SHOW-GUIDE LISTING FORM


TO BE FILLED IN BY THE SHELL SCHEME EXHIBITORS REQUIRING EXTRA POWER AND OUTDOOR LAND ONLY EXHIBITORS

Company Name ________________________________________________________________

Contact Person ________________________________________________________________

Postal address ________________________________________________________________

Code____________________

Cell Nr ________________________________ Fax_______________________________________

Email ______________________________________________________________________________

NOTE

POWER SUPPLY ON SITE IS LIMITED TO FIXTURES ORDERED – PLEASE RETURN ORDER FORM BY THE DUE DATE TO AVOID DISAPPOINTMENT NO EXHIBITOR SUPPLIED GENERATORS WILL BE ALLOWED ON SITE ALL ELECTRICAL INSTALLATIONS MUST COMPLY THIS LOCAL HEALTH AND SAFETY REGULATIONS AND WILL BE INSPECTED BY THE OPERATIONS MANAGER FOR COMPLIANCY PLEASE READ THE SECTION ON ELECTRICAL SUPPLY IN THE EXHIBITORS MANUAL

SINGLE PHASE

10 AMP PLUG ________ X $100.00 = _______________

20 AMP PLUG ________ X $150.00 = _______________

3 PHASE CONNECTIONS

PLEASE DESCRIBE YOUR REQUIREMENT BELOW AND THE TYPE OF CONNECTION TO RECEIVE A QUOTE

SUPPLY 16 AMP _______ 32 AMP _______ 63AMP _______ 125AMP _______

CONNECTION CEEFORM 5PIN _______ CEEFORM 4 PIN _______ DIRECT TAIL _________

OTHER ___________________________________

Signature ____________________________________ Date __________________________


ELECTRICAL ORDER FORM


TO BE FILLED IN BY THE SHELL SCHEME EXHIBITORS IN THE EXPO TENT

Company Name ________________________________________________________________

Contact Person ________________________________________________________________

Postal address ________________________________________________________________

Code____________________

Cell Nr ________________________________ Fax_______________________________________

Email ______________________________________________________________________________

NOTE : EACH 3 X 3 and 3 X 4 stand will receive a black on white fascia name of no more than 30 correctors

NAME TO APPEAR ON FASCIA – PLEASE PRINT LEGIBLY

Omit LTD,PTY or CC

Orders received after the deadline indicated may result in the contract name being used for the fascia – there are no printing facilities on site

Signature ____________________________________ Date __________________________

Please return to [email protected] or fax to +27 21 700 3501 by 20 March 2015

FASCIA NAME FORM


Company Name ________________________________________________________________

Contact Person ________________________________________________________________

Postal address ________________________________________________________________

Code____________________

Cell Nr ________________________________ Fax_______________________________________

Email ______________________________________________________________________________

Exhibitor Passes Required _________ Guest passes Required _________

Signature ____________________________________ Date __________________________

NOTE : EACH EXHIBITOR WILL RECEIVE 20 EXHIBITOR PASSES AND 100 COMPLIMENTARY VISITOR PASSES


EXHIBITOR PASS AND GUEST TICKET REQUEST FORM


Agritech Expo will have one 5 ton crane and two 4 ton Telehandlers on site for unloading and loading

Company Name ________________________________________________________________

Contact Person on site ________________________________________________________________

Postal address ________________________________________________________________

Code____________________

Cell Nr ________________________________ Fax_______________________________________

Email ______________________________________________________________________________

Description of article to be unloaded and unloading method Type of Vehicle to be unloaded from Will you require the load service at your stand or the operations area __________________________ Weight of Load ___________________________________________________________________ Number of loads ___________________________________________________________________ Estimated time to unload _____________________________________________________________ What is the height of your load bed _________________________________________________ Any other comments that will assist with streamlining the unloading process Signature ____________________________________ Date __________________________


LIFTING SERVICE BOOKING FORM


Company Name ________________________________________________________________

Contact Person on site ________________________________________________________________

Postal address ________________________________________________________________

Code _________________ Email ___________________________________

Cell Nr ________________________________ Fax ___________________________________

Description of equipment to be unloaded and weight Description of unloading method and rigging required Type of Vehicle to be unloaded Length of vehicle ___________________________________________________________________ Turning Circle ___________________________________________________________________ Estimated time to unload _____________________________________________________________ Will you require use of the loading ramp? Y/N ______________________________________________ If so, what is the height of your load bed _________________________________________________ Does the load vehicle require parking on site fro the duration of the event ______________________ Any other comments that will assist with streamlining the unloading process Signature ____________________________________ Date __________________________


HEAVY VEHICLE UNLOADING FORM


Company Name ________________________________________________________________

Contact Person ________________________________________________________________

Postal address ________________________________________________________________

Code____________________

Cell Nr ________________________________ Fax_______________________________________

Email ______________________________________________________________________________

Agritech will be providing 24h general security to the expo site however Extra Security can be booked at $25.00 per person per 12h shift

06am to 06pm 06pm to 06 am shifts @ $25.00 each Nr of security required _________ ________Nr shift/day ____________ Dates Start Date _________ End Date ________ Nr of days ____________

Total cost Nr of shifts per day X Nr of days X $ 25 ____________

Signature ____________________________________ Date __________________________

EXTRA SECURITY REQUEST FORM



P.O. Box 36383, Lusaka, ZAMBIA

Tel: + 260 211 223344 Fax: + 260 211 236585

Email: [email protected] Website: www.showmasters.co.zm

Event No of Booths

Venue Date

Client Time

Requirements

Designer Stand 6x3 Booth 3x3 Booth 2x3 Booth 2x2 Booth Curved Counters Straight Counters Designer Bar Stools Designer Chairs Kiosks Temporal Office Brochure Racks Carpet Tiles TRANSPORT

Own Local Logistics

Office Tel Cell No. Office Address Home Address Date of 1st enquiry

Email Address Consultant

How did you hear about

Showmasters?


Rooney’s Hire Zambia Plot 5184 Chishango Road

Villa Elizabetha Lusaka, Zambia

Tel: +260 211 222 571 Email: [email protected]

Website: www.rooneys.co.zm

Event Agritech Expo 2015 Stand Nr ________________________

Venue ___________________ Date ________________________

Client ___________________ Time ________________________

No Item Quantity in Stock

Cost for

show No Ordered

1 3 X 3 Gazebo 30 $ 215,00 2 3 X 3 Pinnacle Tent 6 $ 400,00 2,1 4 X 4 Pinnacle Tent 6 $ 600,00 2,2 5 X 5 Pinnacle Tent 6 $ 850,00 2,3 6 X 6 Pinnacle Tent 6 $ 980,00

3 Executive chair 1200 $ 10,00 4 Executive chair with chair cover (White/black) 985 $ 15,00 5 Ancona chair (White plastic) 1800 $ 3,00 6 Ancona Chair with cover (White/black) 860 $ 5,00 7 Bar Stools NC 47 $ 15,00 8 Bar Stools White - SA 30 $ 25,00 9 Bar Stools Black - SA 30 $ 25,00 10 Cubed Stools (Ottomans) 69 $ 55,00 11 Black 3 Seater Couch 2 $ 240,00 12 Black 2 Seater Couch 4 $ 170,00 12,1 Beige 2 Seater Couch 2 $ 170,00 13 Red Suede 2 Seater Couch 2 $ 170,00 14 Red Suede 1 Seater Couch 2 $ 130,00 14,1 Cushions (Peach/Lilac/Beige/Baby pink) 21 $ 15,00

15 Conference Table 200 $15,00 16 Conference Table with Cloth (White) 200 $ 30,00 17 Trestle Table 1,8m 66 $ 20,00 18 Trestle table with cloth (Black/White/Damask) 66 $ 40,00 19 Cocktail Table NC – No Table Cloth 25 $ 25,00 20 Cocktail Table NC with Table Cloth (White/Black) 25 $ 35,00 21 Cubed Table Small 5 $ 80,00 22 Cubed Table Large 10 $ 100,00 23 Cocktail Table Ascot - SA 30 $ 30,00 24 Cocktail Table Ascot – with cover (Black Only) 30 $ 45,00


Office Tel __________________ Cell No __________________ Office Address ____________________________________

Email Address _____________________________________________ Consultant ____________________________________

Documents

Agritech 2015 exhibitor manual