PRICING & PACKAGING 2019 MANUAL - Cape Town International ... · Cape Town International Convention Centre PAGE 4 EVENT SERVICES AND HIRE ELECTRICITY SERVICES The CTICC is equipped

Cape Town International Convention Centre

Experience Extraordinary

PRICING & PACKAGING MANUAL2019

EVENT SERVICES AND HIRE

Experience ExtraordinaryCape Town International Convention Centre

Cape Town International Convention Centre PAGE 1


ACOUSTICS

The CTICC demonstrates international best practice acoustic standards. The centre has been designed to contain exterior noise transference. All areas have been designed to provide superior sound and to limit the leakage of sound to adjacent areas, and to the floors above and below. Meeting Rooms incorporate spe-cialised insulation and sound cladding to provide superior speech acoustics. The partitioning walls between the Exhibition Halls, Meeting Rooms and Ballroom provide a soundproofing rate of up to 50 decibels (dB). Acoustic draping is recommended in halls where acoustic clarity is vital to event success.

AUDIOVISUAL (AV)

An in-house audio system can provide background music in public areas. These audio facilities are avail-able in the Exhibition Halls. Request them ahead of events.

AUDIO TAPING

This can be provided by the CTICC’s preferred supplier. Your Sales or Event Executive can provide further details.

AV ASSISTANCE

The CTICC has an excellent and experienced preferred AV supplier who can supply all AV services. Included in the venue hire of both auditoria is a limited AV package. If event organisers wish to work with an external AV supplier, that supplier must be a member of the trade association TPSA(SACIA)/SAACI and/ or EXSA. It is highly recommended that any external AV supplier co-operates with the CTICC’s AV supplier.

AUDIO LEVELS

Audio systems or electronic devices producing irritating, intermittent and/or sequential sound are not permitted. The distribution of noisemakers, such as whistles or horns, is prohibited. Audio presentations must be muffled to prevent noise interfering with other exhibitors. Extremely loud noises, such as bells, sirens and buzzers, will not be permitted.

COPYRIGHT MUSIC AND AUDIO

Event organisers who wish to utilise audio and/or visual aids involving soundtracks of videos and music must ensure that they have the appropriate copyrights. Event organisers are advised to contact the South African Music Rights Organisation to apply for a Copyright Music Licence.

FILMING, PHOTOGRAPHY AND VIDEOTAPES

Dependent on the nature of the content, prior written consent is required from CTICC Management for the screening of films, video and audio. This also applies to filming, photographing or the video-recording of the interior and exterior of the building for commercial purposes. All relevant CTICC house rules and legal requirements must be followed. Refer to films and photo shoots (Page 122).

MICROPHONE SYSTEMS

Conference microphone systems are provided by the CTICC’s preferred supplier. Your Sales or Event Execu-tive can provide further information.



OUTSIDE BROADCAST

Parking for an outside broadcast/satellite vehicle is available outside Auditorium 1 on Walter Sisulu Avenue. Should further vehicles require parking, a satellite station can be arranged in the Walter Sisulu parking ga-rage. Cabling will run from the CTICC to the parking garage via a tunnel.

PROJECTORS/SCREENS

Projectors are only provided as standard equipment in Auditorium 1 and 2 when ordered with AV as a package. Screens are only provided as standard equipment in Auditorium 1 and 2, all meeting rooms in a set position in the smallest configuration and meeting suites, as well as Boardroom 1.30. No screens are pro-vided in the Roof Terrace Room but can be provided at an additional fee. Exhibition organisers wishing to use projectors or TV screens should ensure that their stand is designed to accommodate the projectors and screens. Correct lighting needs to be considered when designing a stand. If a large viewing screen is used, exhibitors should make sure it can be enclosed or draped for better viewing.

SATELLITE TRANSMISSION

Satellite connection points, excluding decoders, are available in various locations around CTICC 1 only.

VIDEO CONFERENCING

Video conferencing services are available from the contracted in-house supplier and can be set up in any venue in the CTICC.

VIDEO/HD RECORDING AND LIVE STREAMING

Video recording services are available through the CTICC’s preferred AV supplier.

AUDIENCE PARTICIPATION SYSTEMS

Audience participation and voting systems (electronic) are provided by the CTICC’s preferred supplier.

CARPETING

It is compulsory for the Exhibition Halls to be carpeted for events. The Ballroom, meeting venues and Halls 8–10 are carpeted. The carpets are to be protected during all stages of an event, including build-up and breakdown. Exhibition Halls 1–7 are not carpeted, which allows for maximum flexibility. In these areas, car-peting is for the account of the event organiser. The CTICC has appointed preferred contracted suppliers for carpeting.

CASUAL STAFF

The CTICC has appointed specialised service providers to cater for all casual staff requirements.



CLEANING Generic cleaning is provided in all public areas. When the event begins, the CTICC is no longer responsible for cleaning the venue. Any dedicated additional cleaning services are for the event organiser’s account. Exhibition stand cleaning is also the responsibility of the event organiser or the exhibitors. Food is not permitted in the auditoria, and cleaning staff are required to clear other items, such as water bottles or paper cups. The structures within the CTICC need to be cleaned with special (neutral and non-abrasive) chemicals. Your Sales or Event Executive can provide further information in this regard.

COURIER SERVICES

Courier services are provided on request by the Reception Desk, situated on the ground floor in CTICC 1 and CTICC 2

CUSTOMS CLEARANCE

Customs clearance and freight handling services are provided on request by the CTICC’s recommended supplier. Your Sales or Events Executive can provide further information in this regard.

DANCE FLOOR

A standard dance floor, to a maximum of 125m2, is available for hire from the CTICC. Larger dance floors can be hired on request.

DÉCOR

Venue hire does not include décor and specialised lighting. Soft furnishings for the venue are an addition-al cost. Your Sales or Event Executive can provide a list of suppliers who will be able to provide ideas and quotations in this regard. A detailed inventory and description of all items brought onto the premises must be validated by orders or invoices from suppliers and then submitted to CTICC Management. It is the event organiser’s responsibility to inform their suppliers that the CTICC will not be held responsible for any items left on the premises.

DRESSING ROOMS

Dressing rooms are available adjacent to Auditorium 1. Additional mirrors or coat rails can be ordered at an additional fee.



ELECTRICITY SERVICES The CTICC is equipped with several power systems. Electricity is reticulated at 240V and 380V. If your power requirements exceed 60 Amps 3-phase, please let your Event Executive know at least two weeks in ad-vance.

•UPS power: Used to drive all essential equipment and evacuation lighting during emergency situations (approximately 100KVA).•Emergency power: CTICC 1 emergency power consists of 3 x 1 000KVA for the main building with 2 x 1 000KVA for the aircon and refrigeration plant room and a 500KVA for Auditorium 1. CTICC 2 emergency power consists of 2 x 1 000 KVA generator units. These are used to drive all emergency systems during power failures.•Exhibition power: 500KVA per exhibition floor. On an optimum percentage utilisation (3m x 3m exhibition space) this can provide about 250 exhibitors with 2KVA per stand (diversified). This can be plugged into points in these areas for large power consumers. The unit has a dedicated meter for costing purposes.

Single-phase power is available throughout the building. Three-phase power points are available from facility boxes within the Exhibition Halls, at a cost. The dedicated use of electricity and services is charged to the event organiser. Your Event Executive can provide further information in this regard.

All main power installations from source to outlet may only be carried out by the CTICC’s Maintenance Electrical Services Department staff or by CTICC’s contracted service providers.

Power consumption exceeding R100 is for the event organiser’s account. This will be charged in all venues where sub-metering is in place, at a cost of R1.35 per kWh. Please consult your Sales or Event Executive for more information.

To order electrical connections, complete the Electrical Order Form, available from your Event Executive.

ENTERTAINMENT

Quotations from our preferred suppliers can be provided. Your Event Executive can provide further information in this regard.

EQUIPMENT

International best practice standards have been used to select the equipment used in the CTICC. Standard mobile bars, registration tables, chairs, desks, information desks, and tea and coffee stations are available for use throughout the centre. Please contact your Sales or Event Executive for further information.

FLOWERS, PLANTS AND FOLIAGE

Flowers may be ordered from the CTICC’s preferred supplier. In the event of high-volume flower use, a cleaning surcharge is applicable. Plants and foliage are available from various suppliers. Your Sales or Event Executive can provide further details in this regard.



FREIGHT HANDLING

Freight handling and customs clearance services are provided on request by the CTICC’s recommended supplier. The supplier has off-site storage for early deliveries, late despatches and for the holding of packaging materials. They also take responsibility for the movement of any large equipment within the CTICC that cannot be carried by an individual. The event organiser should review the available bandwidth options and adjust the connectivity allowance to suit the expected delegate numbers

FURNITURE

The CTICC provides standard furniture in all meeting rooms. No furniture is provided in exhibition venues, except for banquets or meetings. Surcharges are applicable. All CTICC furniture must only be moved by CTICC staff. Should the event organiser move the furniture on their own, any resulting damage will be billed to the event organiser. All other furniture can be sourced on request. The moving of furniture and fittings in public areas is subject to the prior written consent of CTICC Management.

INFORMATION DESKS

Information desks can be set up in specified areas throughout the centre with advance notice and upon availability at no cost to the event organiser. The staffing and provision of information on the desk is the responsibility of the event organiser.

INFORMATION TECHNOLOGY (IT)

The CTICC employs the services of an industry-leading Internet service provider who has sufficient capacity and experience to deliver world-class Internet bandwidth. The centre is equipped with a 10gb fibre-optic backbone, feeding into CAT5e and CAT6 cabling. A number of hotspots are covered by high-density wireless networking. These are located throughout the building and Exhibition Halls. These hotspots can be tailored to suit specific client needs. Third-party wireless access points are not permitted. Any required customer-provided access points must be authorised by the CTICC.

WIFI

A free public wireless service offers Internet access at speeds between 256Kbps and 1Mbps per client and is available in all lettable venues. This service is unsecure and open. The maximum bandwidth available is dependent on the number of users accessing the network simultaneously. For meeting spaces and other WiFi-enabled venues, you are able to purchase world-class, high-density WiFi catering for 802.11 a/b/g/n frequencies with a management and monitoring platform.



WIFI PERFORMANCE

Wireless is an entry-level service ideal for web surfing and checking web-based email. The CTICC does NOT recommend this service for mission-critical services, such as product presentations or demonstrations. For presentations via the Internet, a hardwire service is recommended. No WiFi access points, routers, streaming applications, VoIP, DHCP, NAT or proxy servers are allowed with this connection.

In order to maintain compliance and reduce risk of interference or technical failure, all equipment and/or communication technologies must be approved by the ICASA (Independent Communications Authority of South Africa). Wireless services are inherently vulnerable to interference from other devices and radio frequencies. The WiFi network is designed to allow connections to remain active for a maximum period of 60 minutes. Should that 60 minutes lapse without any activity on the device, the connection will be released, freeing up inactive resources. The user will, however, have the option to reconnect to the wireless service and accept the terms and conditions.

Should dedicated connectivity be required, a premium option with reserved resources and a nominated SSID is available for hire. The event organiser should review the available bandwidth options and adjust the connectivity allowance to suit the expected delegate numbers.

WIRELESS CONNECTIVITY

The CTICC is capable of providing up to a 2Gbps link to the Internet. Connectivity is provided over ahigh-redundancy fibre-based link with 24-hour link monitoring and proactive notifications on link failure or performance degradation. The bandwidth supplied is premium, symmetrical and uncontended. Network management software allows for the creation of Virtual Local Area Networks (VLANs).

This enables a single user to use different spaces in the CTICC while linking to the same VLAN, so delegates are not limited geographically, but access is limited to authorised persons. The CTICC can engineer custom-dedicated network(s) to accommodate special requests. Please ask for a quote 21 days prior to move-in.

To determine which products will best suit your needs, please contact your Sales or Event Executive.

INTERPRETERS

Conference interpreters and simultaneous interpreting services are provided by the CTICC’s preferred supplier. This service includes the provision of simultaneous equipment as well as qualified interpreters.

LECTERNS

Lecterns are included in the venue rental for Auditorium 1 and 2 only. In other venues they are available for a fee and are provided by the CTICC’s preferred supplier.



LIGHTING

All meeting and exhibition areas are designed for 200 lux levels (minimum) at floor level. The source of the lighting is a mix of fluorescent and metal halide for colour purposes. The lighting level is controlled from the control room; a handheld remote panel. It can be switched on in four stages - from full intensity down to blackout. Event organisers are advised that no spotlights, drop lights or other special lighting devices may be directed towards the aisles in a way that is distracting to neighbouring exhibition stands or guests. Furthermore, no strobe light effects are permitted. A handheld remote panel. It can be switched on in four stages - from full intensity down to blackout. Event organisers are advised that no spotlights, drop lights or other special lighting devices may be directed towards the aisles in a way that is distracting to neighbouring exhibition stands or guests. Furthermore, no strobe light effects are permitted.

OPERATORS

Certified machine operators are charged at an hourly rate. This service is based on availability. Clients are welcome to source their own operators, but they must be certified and comply with Health and Safety requirements. The relevant documentation will be requested on site. Only persons who have completed a MEWP operators training course and have been issued with a valid and appropriate operator’s licence will be allowed to drive a MEWP.

PLUMBING SERVICES

The CTICC’s services must be used for any connection to main services ending at a stopcock.

SECURITY The CTICC’s security services are provided by the contracted, preferred supplier, which operates closely with the Cape Town Central City Improvement District and the South African Police Services. Surveillance cameras are installed throughout the venue complex and are monitored on a 24-hour basis. The centre’s management adheres to the Private Security Regulatory Act, the SASRE Act and City of Cape Town’s events by-laws. All event organisers are required to do the same. The CTICC will provide general security along the perimeter of the building and at major entrances and exits. Should event organisers have special security requirements, these can be contracted at an additional cost. Security officers working at the CTICC need minimum C-grade certification.

Only the CTICC’s contracted panel of safety and security service providers may be used. The CTICC has contracted preferred suppliers for the provision of event safety and security services, and the sole use of these service providers are mandatory for all events. Your Event Executive can provide further information in this regard.

For additional information, please also download our Safety & Security Manual.

SIGNAGE AND BRANDING

There are various branding and signage opportunities available throughout the centre. The placement of all branding and signage by the event organiser is at the discretion of CTICC Management.

Branding and signage opportunities include the following:



INTERIOR BRANDING

• 20 A1 poster cabinets are available throughout the building for a fee.• LCD screens are positioned at the entrance of each venue. Text and graphics must be provided in the following formats: *.bmp; *.ico; *.jpg; *.jpeg; *.gif; *.swf; *.mpg; *.avi; *.mov; *.asf; *.mpeg; *.dat and will be projected at no additional charge to the event organiser.• All branding and signage must be free-standing.• No branding and signage is permitted in any public area, unless agreed in writing by the CTICC.• Branding and signage may not obstruct or cover venue signage.• Event organisers must submit their branding, signage and banner rigging requests in writing to the

CTICC for approval at the onset of the reservation.• Please refer to the CTICC’s Banner Site Guide which can be obtained from your Sales or Event Executive.

EXTERNAL BRANDING

• Please refer to the CTICC’s Banner Site Guide, which can be obtained from your Sales or Event Executive.• All banner hanging and branding within the building needs to be approved by the Operations Department.• Entrance banners: Provision has been made for three banners to be displayed outside Entrance 3 at a fee.• Flags hung on flag poles is at the discretion of the CTICC and subject to availability. The flags are produced, erected and dismantled by the CTICC’s preferred supplier. They need to be dismantled and removed at the end of the hire period.• Gallery walkway branding: Approval of these sites will be required due to numerous events running simultaneously.• Highway billboards: The electronic billboards facing the N1 highway are available at a fee per frame, depending on the number of letters, and must be confirmed per event.

The CTICC provides external electronic signage subject to availability. The signs overlook Cape Town’s major highways and are static and programmable from a single point on the outside of the centre (one on each of the four exhibition halls of CTICC 1). Current legislation prevents the signage from scrolling or flashing. Each sign can display up to 19 characters in one line. The technical specifications are as follows:

• HB red dimmable LED signage• 19 characters on one line• 6 LEDs in each cluster• Character size: 400mm• Display size 9 160 x 520mm• Viewing distance: 200m• Auto dimmer

Cape Town International Convention Centre


BUILDING CODE SIGNAGE

• The CTICC complies with all relevant legislation and regulations on signage for exits, fire escapes and fire prevention, and dangerous areas.• The CTICC reserves the right not to accept the erection of additional event signage. All additional signage is to be approved by CTICC Management prior to erection. Signage may be erected only in areas defined by the CTICC and must be free-standing. Emergency and directional signage must always be visible.

BUNTING AND ADVERTISING SIGNAGE

• When using the CTICC’s lecterns, please ensure the CTICC’s logo remains visible.• Signage may not block or cover CCTV cameras, firefighting equipment or signage.

FACILITY SIGNAGE

Signs identifying and directing visitors to toilets, the restaurants, floor levels, escalators, lifts, venues, entrances and exits are displayed throughout the centre. CTICC lifts and escalators have been equipped with Braille writing.

LOCAL AREA SIGNAGE

Signage is displayed to direct visitors to and from all parking garages.

POSTER CABINETS

CTICC 1 has 20 A1 poster cabinets available in designated areas of the public gallery and foyer, and six poster cabinets available on the exterior of the building. Poster board dimensions are 150cm high x 120cm wide. These cabinets can be hired for a fee and are allocated at the CTICC’s discretion, subject to availability.

Preference will be given to consumer events. The period of advertising will be determined by the CTICC based on demand. There are no poster cabinets in CTICC 2.

Finished material must be submitted by the event organiser for CTICC approval prior to mounting.

SOCIAL EVENTS

A variety of social events can be staged at the CTICC. These include, but are not limited to, wedding ceremonies, receptions, bar mitzvahs, birthday parties and engagements. If religious ceremonies form part of the social event, the event organiser is responsible for arranging the relevant person to perform these religious ceremonies. The Sales and Event Executive can provide further information in this regard.

PAGE 9



TELEPHONE SYSTEMS

A full range of telephones and telephone connections are available from the Conference and Exhibitions Services Department. This service only applies for the duration of the exhibition. Rented handsets will be de-livered to the stand on the day the service is required. All outgoing calls/transmissions are charged per call/transmission duration. Mini and independent small switchboards are available for conferencing.

Exhibition organisers and exhibitors are responsible for the payment of ALL calls made from their telephone and are liable for the cost of the telephone instruments, keys and accessories, in the event that they are not returned to the CTICC.

The CTICC is equipped with base stations for Vodacom, MTN and Telkom Mobile cell phone suppliers.

TICKETING

Ticketed events can be staged at the CTICC. The centre may be involved in the ticketing process.

UNIVERSAL ACCESSIBILITY

The CTICC has been designed to cater for the disabled. The building incorporates international norms as defined by the Americans with Disabilities Act (ADA) and the South African National Building Regulations (NBR) standards

Facilities include:

• Designated parking bays for the disabled in P3 have direct access to elevators which are designed to accommodate wheelchair access.• Disabled toilets on all levels of the venue, including the Management offices.• All rooms can be easily accessed as there are no raised doorsteps to the meeting venues.• All exterior entrances to the venue have ramp access.• The width of all doors has been designed to accommodate wheelchair access.• Buttons in lifts are positioned at accessible levels for wheelchair users. All lift buttons are labelled in Braille.• Designated drop-off points at the main entrance of the venue have been allocated for the disabled.• Auditorium 1 has been equipped to accommodate designated seating positions for wheelchair users, and Auditorium 2 can be suitably adjusted.• All passenger lifts within CTICC 2 are disabled-friendly.

VENDING MACHINES

Vending machines are located in the foyer of the P1 Parking area. Additional vending machines can be hired for an event.

VENUE SET-UP PLANS

With advanced notice, the CTICC can provide standard or customised venue plans for theatre, classroom, banquet or cocktail layouts.



VIPS

The event organiser must notify the CTICC with at least 14 days’ notice of any special guests or VIPs, such as members of parliament or State dignitaries, celebrities, royalty and other dignitaries. The organiser, with the prior authorisation and agreement of the CTICC, shall be solely responsible for ensuring that any additional security measures are put in place. The event organiser shall ensure that all guests or visitors are properly received at all times. An SAPS risk rating will be required for such visits.

WASTE REMOVAL

The CTICC follows an international, environmentally-friendly and strict recycling policy. This exceeds local standards and applies specifically to events taking place in the Exhibition Halls. The event organiser is re-sponsible for ordering extra skips for exhibitions or events. An event waste plan is available on request.

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PRICING & PACKAGING 2019 MANUAL - Cape Town International ... · Cape Town International Convention Centre PAGE 4 EVENT SERVICES AND HIRE ELECTRICITY SERVICES The CTICC is equipped