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Exhibition Prospectus
www.w12-congress.com
Page 2 of 29
INDEX
Welcome message Page 3
Meet our team Page 4
Floorplan Page 5
Stand Packages Page 6 – 7
Terms & Conditions Page 8
Event Schedule Page 9 - 10
Venue Access Page 10 - 13
General Information Page 14 – 25
Service Forms Page 26
Preferred Suppliers Page 27
Accommodation & Hotels Page 28 – 30
Supplier Contacts Page 31
Page 3 of 29
WELCOME MESSAGE
Dear Valued Exhibitor,
On behalf of the entire team at W12 we would like to thank you for participating at the First International Meeting of Cities Facing Water Challenges in Cape Town, South Africa.
Please review the Exhibitor Prospectus in its entirety, as it has been designed to support you with the ordering of services required for your participation at the exhibition. Also, please be sure that the person(s) responsible for co-coordinating your exhibit reviews the necessary items in the manual as well.
Resource Design is our appointed stand construction contractor. They, along with the other suppliers we have contracted with have been carefully chosen as the most qualified and cost effective to serve your needs.
If you have any questions or need assistance with pre-exhibition planning, please feel free to contact us.
For information on how to enhance your exposure at the exhibition, including Vanessa Canon at [email protected]
Thank you again for your participation and we look forward to seeing you in Cape Town in May!
Warm regards,
Shelley Humphreys Executive Director SOS NPO
Page 4 of 29
MEET OUR TEAM
Bookings, floorplan allocations, contracting, payments:
SOS CAPE TOWN NPO
Vanessa Cannon
Email: [email protected]
Web: www.w12-congress.com
Phone: +27 82 556 1371
Appointed stand builder and custom stand designs:
Resource Design
www.resourcedesign.co.za
Resource Design is the leading exhibition company in South Africa that offers truly green, eco-friendly sustainable products such as X-board to build. X-board is the only board in South Africa to be certified by Eco Standard and is manufactured in Cape Town.
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FLOORPLAN: Hall 6, CTICC2
Page 6 of 29
STAND PACKAGE: OPTION A
Stand Package: R54 660 (Excluding 15% VAT)
Includes:
• 3 x 3 meter exhibition space • Stand design as per above visual • 1 x Plug point • 1 x Café Table • 4 x White chairs • Downlights • Graphics for logo • Carpet (Please note that wooden flooring as per visual can be ordered as an additional
service – please refer to Flooring service form) • Two (2) Exhibitor badges per stand • Two (2) General Access tickets per stand
Page 7 of 29
STAND PACKAGE: OPTION B
Stand Package: R8 000 (Excluding 15% VAT)
Includes:
• 1 x 1 meter exhibition space • Pop up stand design (One Board Wonder) as per visual (placed on carpet) • Graphics for logo • One (1) Exhibitor badge • One (1) General Access ticket
Page 8 of 29
STAND PACKAGE: OPTION C (SPACE ONLY)
Purple, Blue, Yellow and Grey exhibition spaces as indicated on the floorplan are reserved for sponsors and allocated according to the relevant sponsorship tier. These spaces are offered as ‘space only’ and sponsors can contact Resource Design to design and build a custom stand based on their requirements. Cost of the custom design and build are for sponsors’ account.
BOOKINGS: TERMS & CONDITIONS
All stands must be paid for in full by date of purchase.
Fees are payable to SOS Cape Town NPO in South African Rand. Once your stand booking has been confirmed, you will receive an invoice from SOS Cape Town NPO. If your company would like to pay using a credit card please contact Vanessa Canon at [email protected] for an authorization form.
You may not build up your booth until you have paid in full, completed all necessary documentation and registered at the services office where you collect your Welcome Packet.
For all direct bank and EFT deposits, a copy of the deposit slip or proof of payment must be emailed to Vanessa Canon at [email protected] clearly stating the company name and/or invoice number.
Please note: The sender is responsible for payment of any bank transfer fees that may be incurred. IMPORTANT DEADLINES: Deadline for stand bookings: 31 March 2020 Deadline for service forms: 15 April 2020 Deadline for payments: 6 April 2020 Deadline for artwork: 15 April 2020 (This refers to artwork for package stands Option A & B) CANCELLATION FEES FOR EXHIBITION STAND BOOKINGS: Cancellation between 1 January and 15 March 2020: 50% cancellation fee Cancellation between 16 March and 6 April 2020: 75% cancellation fee Cancellation on or after 7 April 2020: 100% cancellation fee
Page 9 of 29
EVENT SCHEDULE
EXHIBITION DATES AND OPENING TIMES – HALL 6
Sunday, 17 May 2020 08:00 (8am) – 18:00 (6pm)
Monday, 18 May 2020 08:00 (8am) – 17:00 (5pm)
Tuesday, 19 May 2020 08:00 (8am) – 17:00 (5pm)
BUILD UP TIMES:
Phase 1:
Sunday, 17 May 2020 Hall 6 - 07:00 (7am) – 15:00 (3pm)
Resource Design commences with the demarcation of the venue; laying of aisle and stand carpeting and start with the erection of exhibition packages and install all electrics.
Exhibitors who booked ‘space only’ (custom stands) commence with build-up. All custom builders to ensure they cover the surrounding of their stands with 1m of plastic to protect carpeting.
Phase 2:
Sunday, 17 May 2020: Hall 6 - 16:00 (4pm) – 18:00 (6pm)
‘Space only’ (custom stands) continue with build-up.
Package exhibitors move in.
Please note:
• All stands must be completed by 18:00 on Sunday, 17 May 2020. No construction may take place after 18:00. All ladders, tools, equipment must be removed from the halls at this time.
• If you have appointed a stand builder / designer to build your custom stand, you must be assured that the design of the stand is such that it can be built within the specified times as stated above.
• A written request to work after 18:00 on 17 May 2020 must be emailed to [email protected] by 2 May 2020.
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BREAKDOWN TIMES:
Tuesday, 19 May 2020 18:00 (6pm) – 23:00 (11pm)
Stands may not be dismantled prior to 17:30 (5:30pm).
• Once all visitors have left the hall, exhibitors must remove hand-held valuable exhibits, especially LCD monitors, plasma screens and other electronic goods and highly portable stock and literature or alternatively order a stand guard or stand shield.
• No trolleys, big bubble wrap rolls, big boxes, ladders etc. will be allowed in the hall until 17:30 (5.30pm) when the loading bays will be opened for breakdown.
• No vehicles will be allowed into the loading bays until their stands are completely disassembled and ready to be loaded into the vehicles.
• Porters will be available for assistance; there is not a porter per company. Please pack up your stand before calling on a porter for assistance.
• Please ensure that your couriers are aware that they must pick up your goods by 17:00 on Tuesday, 19 May 2020.
• W12 and SOS Cape Town NPO accept no responsibility for anything left on the premises and has no storage facilities for late collections. Anything left behind will be disposed of and the cost charged to the exhibitor.
• Breakdown is a security high-risk period. Exhibitors are encouraged to have all their goods insured from when goods leave their premises to when they are returned (including transport). Have at least two members of staff to ensure that your stand is manned at all times. If you are loading goods onto an open bakkie or truck, you must have a member of staff stay with those goods.
VENUE ACCESS
Access for exhibitors:
For security reasons, exhibitors can only access the venue from 08:00am in the morning on exhibition days. The venue must be cleared within 30 minutes of the show being closed in the evening.
Access for service providers/contractors:
All service providers to complete online registration to gain access into the building. This is in accordance with the CTICC Rules and Regulations and the induction process provided by the CTICC.
All service providers must wear a company name badge and or clothing with the company logo at all times. On entry, security will verify badges, identity and place of work.
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Venue: Cape Town International Convention Centre (CTICC2) – Hall 6
Physical Address:
1 Lower Long Street, Cape Town 8001, South Africa
Telephone: +27 (0)410 5000
How to get to CTICC:
GPS co-ordinates: - 33.915141,18.425657
Google maps link:
https://www.google.com/maps/dir/''/cticc+google+maps/data=!4m5!4m4!1m0!1m2!1m1!1s0x1dcc676068a980fd:0xd5be95d81ffc6593?sa=X&ved=0ahUKEwie07rlnqDNAhVMCcAKHdPoAbUQ9RcIczAL
PARKING AT CTICC: BUILD-UP & BREAKDOWN
MARSHALLING YARD: CTICC 2
The Marshalling Yard is situated opposite the Exhibition Halls, and only Hall 7 directly accesses the Marshalling Yard.
To facilitate the smooth build-up and breakdown of exhibitions held at the CTICC, please refer to the parking build-up and breakdown of goods to be exhibited must be delivered to the CTICC’s Marshalling Yard via the FW De Klerk Boulevard entrance to the nominated loading area at a specified time.
Exhibitors with excessive loading requirements must contact the CTICC Operations Department prior to the event. No holding area is available and trucks left unattended will be towed away at the owner’s cost.
CTICC Security and Parking staff control access to the Marshalling Yard.
The CTICC cannot be held responsible for goods that arrive early or which are left after the official breakdown period of the exhibition. The costs of disposing of any such items will be done at the expense of the exhibitor concerned. Exhibitors must advise the Event Organiser of any specific requirements, e.g. trolleys, forklift, cherry picker and requires approval from CTICC management.
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LOAD-IN AND LOAD-OUT PROCEDURE
The Marshalling Yard is for off-loading purposes (i.e. deliveries load-in and load-out). Due to the space restraints in the marshalling yards, drivers will not be permitted to leave their vehicles at any time, and once the vehicle is loaded or offloaded, then it will be required to leave the yard, to accommodate other clients.
A load-in and lout-out time period for vehicles is one and half hour (11⁄2hrs) for small vehicles and three and half hours (31⁄2hrs) for trucks. Vehicles exceeding this time limit are subject to a parking fee (please refer to the Marshalling Yard Tariffs). Unattended vehicles will be clamped and an unclamping fee of R500.00 will be applicable.
• Day to day operation
Exhibitors and contractors are required to make use of CTICC Site 3 Vehicle Stacking Area located at FW De Klerk Boulevard to access the marshalling yard. General CTICC deliveries will be on a first come and first serve basis.
Clients are required to park in P1 parking after offloading their vehicles. Free build-up parking tickets will be issued from the organiser’s office. P1 Parking garages have a height restriction of 2.1m.
A two-way radio communication system will be in place between the Vehicle Stacking Area and the Marshalling Yard. Vehicles not on the logistics plan will unfortunately have to wait their turn, as they will not immediately be allowed access into the marshalling yard.
CTICC is mandated by The City Traffic Department to manage the flow of traffic in and around the CTICC. The registration process will eliminate traffic jams that are a result of event build-ups and breakdowns if not managed properly.
CTICC 1 & 2 TERMS AND CONDITIONS
• Visitors enter the Marshalling Yard at own risk • Exhibitors and contractors are only allowed one and half hour (11⁄2hrs) for small vehicles and three
and half hours (31⁄2hrs) for trucks. • Build-up and breakdown tickets are issued from the organiser’s office • Illegally parked vehicles will be clamped and R500.00 unclamping fee will be charged • Cheque payments are not accepted, only credit card and cash payments
MAP: CTICC 2 MARSHALLING YARD
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Page 14 of 29
GENERAL INFORMATION
Access: exhibitors and visitors
W12 and SOS Cape Town NPO reserves the right to refuse admission to any visitor and/or exhibitor who in the opinion of management is unfit, intoxicated or in any way disruptive to the exhibition.
Access equipment
All access equipment required may be arranged via the CTICC Operations Services Department. Equipment will be sourced from their preferred supplier and booked based on confirmation and availability thereof.
The CTICC is able to assist with the following MEWP units:
• Cherry Pickers • Scissor Lifts
Please note that equipment is hired and charged at a daily rate. The equipment should be ordered at least 24 hours before the build-up day. Should clients wish to source their own units, they are to advise the CTICC Operations Services and Maintenance Department and complete and submit the completed relevant access documentation.
Based on availability, certified machine operators are charged at an hourly rate. Clients may source their own operators, but are to ensure that operators are certified and comply with health and safety measures. The relevant documentation will be requested on site. The CTICC reserves the right to terminate the operation if operators do not comply with all safety measures or have the relevant documentation on their person. Driven Machinery Regulations 2015 will apply and only persons who have completed the 3-day MEWP operators training course will be allowed to drive a MEWP.
Activity on stand
• Exhibitors are reminded that their activities must remain in the confines of their stand - there are no exceptions.
• Exhibitors are only allowed to display or hand out literature or material from within their stand. Roaming is not allowed.
• Only display material belonging to exhibitors who have booked and paid for their exhibits is permitted.
• No unauthorized material may be exhibited as part of your display and will be removed by the Organizers.
• The Organizers reserve the right to request the rearrangement of any display material, which may be obstructing another exhibit.
• Sharing of displays is prohibited unless pre-arranged with Organizers. • Pull-up or Teardrop signage is only permitted within the confines of your stand and may not
exceed a height of 2500mm; the signs may not protrude over your stand walls and may not block visibility of your neighbor’s stand.
• Should you suspend branded fabric above your stand, it must form part of your display. Written approval from the Organizers is required.
• During the exhibition’s official open times, all stands must be completely open, exhibits uncovered, presentable for viewing and have adequate staff in attendance. Under no circumstances may any stand or part thereof be closed before closing time.
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Aisles
The minimum aisle space applicable to all exhibitions is 3 meters. Should any item or structure be placed or protrude into the designated aisle space, the organizers reserves the right to request the removal thereof or remove the said item without any liability for loss or damage.
Alcohol and drugs
• The CTICC has an on-site consumption license (06h00 to 04h00) and alcohol may not be brought onto the premises.
• A special permit is required for promotional and sponsorship alcohol and a corkage fee apply. • The CTICC requires advance notification of such requests and the decision to permit
promotional or sponsorship beverages is at the discretion of the CTICC Management. • Only CTICC staff or its appointed contractors may serve alcohol and may only do so to people
over the age of 18. • Drinking of alcohol onsite during build-up and breakdown phase is strictly forbidden. • The taking of drugs is strictly forbidden at all times.
Animals
No dogs (except guide dogs) or any other animals are allowed into the halls without prior approval of the Organizers.
ATM
An ATM is located in the foyer of the P3 parking basement as well as in the Main Gallery on the ground floor at the CTICC.
Badges
Exhibitor badges are allocated according to the stand size. Each exhibiting company will receive two exhibitor badges per 3m x 3m booth space.
• Exhibitor badges will be included in your Welcome Pack, which must be collected from the W12 Information Desk in Hall 9 during build-up.
• No badges will be issued unless full payment has been received. • Exhibitors must display their exhibitor badge to gain access into the venue.
Contractor badges:
Contractor badges (stickers) are required by any personnel that will be entering the exhibition during build-up and/or breakdown only e.g. delivery men, stand builders / designers and these will be issued on arrival at the venue by security staff or from the Organizers office.
Banner hanging
Hanging of banners and flags is only permitted above Free Stand booths in the exhibit hall, based on mutual agreement between the organizers and exhibitor. The CTICC has a preferred supplier to handle all rigging requirements.
Page 16 of 29
Behaviour
All efforts to advertise, demonstrate and operate an exhibition must be conducted so as not to trespass on the rights of other exhibitors. No exhibit will be permitted to interfere with the use of other exhibits or impede access to them or the free use of the aisles. The CTICC and the Organizers reserves the right to limit and/or restrict operations, which, for any reason, might be considered objectionable, without any liability for refund and/or damage. Work can be stopped or person put offsite for failing to comply with Health and Safety legislation.
Balloons
Helium balloons (blimps) and toy balloons are not permitted.
Business Centre
A Business Centre is situated in the Main Foyer. Business services include printing, photocopying, faxing, binding, laminating, etc.
Briefcases/Handbags
Please do not leave briefcases/handbags unattended on your stand. All bags should be placed out of general view inside cupboards or office areas. Unattended briefcases, backpacks and packages will pose and be treated as a security risk. Exhibitors should not leave their stands unattended.
Camera and video equipment
Exhibitors can take pictures of their own stands. Any exhibitor wishing to use their own photographer must obtain prior permission from the Organizers.
Carpeting
Carpeting is included for exhibitors. Alternative flooring or custom carpeting can be ordered from our stand builders. Please refer to Service Forms.
Cellphone services
The CTICC is equipped with base stations for all South African cell phone suppliers.
Care of building
No attachment, fitting or detachment is to be made to the interior or exterior walls, floors ceilings or pillars of the building, without prior knowledge or consent from the CTICC Management or Organizers. This includes any equipment or device whatsoever which would be affixed to, or suspended from any structure of the building, and includes attachments that would damage any surface or structure in any part of the building.
Compliance
All contractors and exhibitors will be required to comply with all relevant Disaster Management legislation, OHS legislation and Public Health Department regulations and legislation.
All exhibitors and contractors will be required to complete the Exhibitor Structural Indemnity Form (refer to Service Forms section of this manual) prior to being issued with their access badges.
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Children
Children (anyone under the age of 18 years) are not allowed on the exhibition floor during build-up and breakdown, no exceptions will be made. Children may also not wear any exhibitor badges.
Cleaning
It is your responsibility to maintain your stand is in a clean condition at all times. W12 and SOS Cape Town has made arrangements for basic stand cleaning to be carried out on the pre-open evening of the exhibition. The cleaning of exhibits will remain your responsibility. If you require any special services or unusual requests for your stand such as the removal of bulk rubbish or excessive waste during build-up and breakdown of the exhibition then please contact Zelda Coetzee at [email protected]
Stands will only be cleaned each evening if you book stand cleaning through the CTICC service order forms – refer to Service Forms section of this manual. Rubbish should be placed in the aisles so it can be cleared away each evening. Anything left in the aisles overnight will be construed as rubbish and will be cleared way.
Coffee Shop
CTICC Coffee on the Square is situated on the ground floor in the Main Foyer of the CTICC 2and provides visitors with light refreshments including cakes, coffees, beverages and light meals.
Copyrights
Exhibitors shall obey copyrights and assume full and sole liability and responsibility for the use of copyrighted materials at the exhibition. Exhibitors must obtain any and all necessary licenses and approvals from copyright owners and pay all required fees.
Consumer Protection Act
The Consumer Protection Act strives to protect consumers against unfair business practices, giving them greater recourse against companies that supply them with products or services. It sets out the minimum requirements to ensure adequate consumer Protection and provides an overarching framework for all other laws that provide for consumer protection. The Act was signed into law in April 2009 and came into effect on 1 April 2011. The focus of the CPA is to protect consumers. It also has an impact on the way manufacturers, suppliers and retailers do business. These organizations will need to review the provisions of the CPA applicable to them to ensure they are compliant with the Consumer Protection Act.
Couriers
• The organizers cannot accept responsibility for and will not sign for any goods delivered to an unmanned stand.
• Please ensure that all packages are labeled with the correct contact information. • The organizers do not accept responsibility for damages or loss to any stand or goods in
transit to or from the show. If you are arranging for goods to be collected after the show closes, please do not leave the items unattended on your stand at any time before they are collected. It is vital that the collecting agent is aware of breakdown times.
Credit Card Facilities
If you have an existing credit card machine please contact your banking facility for details on how to set up a temporary station at the show.
As an alternative, Wappoint can supply mobile credit card terminals that allow you to process transactions without the need to install a telephone line. Contact Wappoint on 086 121 0 121 or visit their website https://www.wappoint.co.za
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Cutting and Grinding
No cutting or grinding will be permitted in the venue.
Disabled facilities
The CTICC offers wheel-chair access, designated drop-off points and parking bays for people with disabilities and toilets for the physically challenged.
Disclaimer clause
All who enter the W12 congress exhibition agree to the following:
Exclusion of Liability
W12 and SOS Cape Town NPO, the organizers of the exhibition, the venue, all contractors and any of its directors, officials, agents and employees shall not be liable to any visitor at any exhibition for any personal injury or death, or for the loss or damage to any property of whatsoever nature belonging to the visitor, howsoever arising or brought to the exhibition venue by the visitor, and whether caused by reason of default or negligence of any of the said persons.
W12 and SOS Cape Town NPO tries to ensure the utmost quality in exhibitors however, we cannot be held liable for any goods purchased from any exhibitor that may be damaged. Any contracts entered into by the visitor and exhibitor at the exhibition is strictly between the two parties and W12 and SOS Cape Town NPO cannot be held responsible for any altercations.
W12, SOS Cape Town NPO and the CTICC will not be held responsible for any damages, fire or theft to vehicles or injury to persons howsoever caused. Vehicles parked on or surrounding the premises is done so at the owner’s risk.
The following items are prohibited and may not be brought into the venue: firearms, knives, glass bottles or any items deemed not suitable for admission by security.
Right of Admission Reserved
Should events such as force majeure render the Organizers unable to deliver such service, the Organizers shall not be held responsible. The Organizers cannot be held responsible for any damages and/or costs whatsoever arising from any such alteration or cancellation. The Exhibition Manager reserves the right to alter the floor plan at any time without prior notice.
It shall be the responsibility of each exhibitor to observe all current fire regulations, which are applicable to his circumstances. Any violation of the by-laws could result in the closing of the venue and the issue of a compounding fine as prescribed in the relevant by- laws.
Participating exhibitors have the exclusive rights to promote or sell goods or services in the show. All other parties who attempt to make any sales solicitations without the expressed written consent of the Organizers will be permanently removed from the show. Exhibitors are asked to report any infractions to the Organizers Office so immediate action can be taken.
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Drawings
It is compulsory for all space only (custom stand) exhibitors to submit a detailed stand drawing by 24 April 2020 as every stand needs to be evaluated. We need a side elevation drawing/plan with dimensions in order to check for:
• Correct size stand (i.e. don’t protrude into aisle) • That you have proper walls dividing you and your neighbor i.e. no banner walls, no branding
on the back of the wall or above facing your into neighbor’s stand, no branding showing through your walls, if have a ceiling, the height of your walls.
• We check to see if your plans need a Structural Engineers Certificate.
Please send your drawing to Zelda Coetzee at [email protected] by no later than 24 April 2020.
Electrical procedures
Electrical installations must be safe and carried out in a competent manner. If there is a fault, the equipment must not be used until the fault has been rectified. All electrical equipment brought into the venue must comply with the SA Electrical Regulations and the OHS Act (85 of 1983) as amended by the Occupational Health & Safety Act (181 of 1983) and the Labour Relations Act (66 of 1985). Should this not be the case, equipment will be removed immediately from the premises at the exhibitor’s expense and charges for any damages caused by the faulty equipment will apply.
Emergencies
Isolation of the fire detection system is not allowed. Should you use hazers, dry ice, foggers or smoke machines, this must be declared and approved prior to use. Evacuation procedures will be announced on a dedicated fire / evacuation PA system and will be coordinated by the CTICC Management.
The Contractor must be responsible in ensuring that he/she is familiar with the ICC evacuation procedure and this has been explained to all his/her employees.
Emergency exit doors, escape routes, walkways, stairways and stair landings must be maintained and remain free from obstruction at all times.
Exhibitor Freight Handling and Storage Facility
The CTICC’s recommended supplier provides freight handling and customs clearance services on request.
The preferred recommended supplier has off-site storage for early deliveries, late dispatches 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.
Exhibitors are advised that the cost of insurance cover is not covered by the CTICC. It is the responsibility of each exhibitor to arrange insurance covering transport to the exhibition, during the exhibition, and the return of the exhibits to domicile.
CTICC does not provide onsite storage. The CTICC has recommended a drayage supplier who is able to assist with storage facilities offsite. For contact details, kindly contact The CTICC Operations Services Department or refer to the Service forms at the back of this manual.
Fire Precautions
All work that could result in a fire must be discussed with the CTICC Operations Manager prior to commencement so that the necessary precautions may be instated. Firefighting equipment must be easily accessible at all times.
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Flammable and hazardous material
Prior written permission is required from the CTICC Management and the Fire Department for the use of flammable and/ or hazardous material including gasses and liquids. No liquid petroleum is permitted in the CTICC.
Articles of a flammable nature such as fabric, paper items, banners, items made of wood pallets; hessian, thatch and straw are regarded as major fire hazards and will be required to provide a Fire Retardant Certificate, before the start of the event.
When material draping is used as part of a display, please ensure the draping does not come into contact with electrical wiring; fittings and/or globes and drops no lower than 5cm above the carpeted floor;
The use of halogen lights will not be approved as they pose a fire hazard. Ensure that all light displays low wattage or LED.
Food & Beverage (catering)
Food
The CTICC offers a variety of platters/snacks to exhibitors, which will be delivered to their stands on request. If exhibitors wish to hand out samples, it must be limited to a bite size portion and require approval from CTICC Management first.
Late orders are only allowed to be placed on the day of the event for the next day only until 15:00 and these will carry a 20% surcharge. Should there be any orders placed after 15:00, an additional 30% surcharge will be levied.
Beverages
CTICC offers a variety of beverages to exhibitors, which will be delivered to their stands on request. If exhibitors wish to hand out samples, it must be limited to 85ml.
Food and Beverages Terms & Conditions
The CTICC is the sole provider of all food and beverages. If exhibitors wish to sell items on our premises, 30% of the sales will be levied to the CTICC. A Certificate of Acceptability for food services issued by the Department of Health must be produced and handed to the CTICC prior to set up. On-site cooking requires discussions with our Health and Safety Officer.
Exhibitors are to advise the CTICC accordingly if they wish to practice any of the above for approval first. Any items brought onto the premises are subject to a corkage fee per item. Corkage fee will be at the discretion of the CTICC Management and must be paid prior to the start of the event. Note: CTICC has an on-consumption license only.
Furniture
No furniture is supplied with your stand unless specified. Furniture can be ordered via our appointed furniture contractor Resource Design. Please order this via the service order forms (refer to Service Forms section of this manual). You may also bring in your own furniture.
Gas Usage
No gas cylinders are permitted within the halls of CTICC unless permission is given.
An exhibitor utilizing equipment using flammable liquid and/or industrial gas which produces heat, smoke or open flames as an integral part of the product demonstration, must receive written approval from the organizers and venue. If application is not made, gas cylinders and open flame demonstrations will not be allowed in the venue.
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Green Tips For Exhibitors
• We would like to encourage exhibitors and contractors to put a higher emphasis on managing the amount of waste they produce during the exhibition and the material choices for their presence at exhibitions.
• Order exhibit supplies early. • Whenever possible, consider the use of modular display items. Modern systems are both
creative and reusable – time and time again. • Talk to your stand builder about materials that can be reused several times and that, when no
longer suitable for stand construction, can be recycled/donated or reused. • Provide give-aways made of recycled, responsibly grown natural fiber, non-toxic and
biodegradable materials. Ensure giveaways are useful, not merely promotional in nature. • Encourage less printing and provide more information digitally when it comes to stand literature,
fulfilling requests via email and website referrals. • If you need to print use a local printer in the city where the show will be held and choose paper
that contains at least 50% post- consumer recycled content. Please see our list of suppliers for local printer contact details.
• Ask your signage supplier about new paper-based signage materials that are comparably priced to plastic. There are good alternatives to foam core and PVC, which are not easily recyclable.
• Use energy saving lights, - use leds (most efficient) or fluorescents (second best) instead of incandescent (bad) or halogens (worst).
• If you have a credit card facility, make sure you do your final banking before we close. • If you must courier materials, planning out your stand in a timely way to meet shipping / courier
deadlines can also help maximize consolidation and cost-savings. • Take advantage of local or regional representatives to staff your stand, rather than bringing staff
from far away offices, thereby reducing travel costs.
Hot Work
No welding, grinding, cutting or the use of open flame equipment is permitted on site without the authority of the CTICC Operations Managers and the appropriate hazardous work permit must be completed.
Indemnity
The Organizers need your signed Structural Indemnity forms back by 2 May 2020.
Insurance
• Exhibitors must contact their insurance companies to negotiate the necessary extensions to their existing policies.
• Exhibitors must ensure they have full insurance cover and take out public liability / comprehensive protection. The period of liability of the exhibitor shall be deemed to run from the time the exhibitor or any of their agents or contractors first enter the exhibition site and to continue until all exhibits and property have been removed.
• Exhibitors shall be responsible for making good any loss or damage to any items which they have rented or hired from the official contractors. In addition, exhibitors shall take all necessary precautions to prevent any damage to their equipment and displays before making any connection to the electrical supply of the official contractors.
• The Organizers are not responsible for the insurance of exhibitor’s goods. • The Organizers carry public liability insurance for visitors but are not responsible for
insurance of exhibitors or their property.
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Internet Access
Complimentary wireless is available throughout the CTICC.
Please note:
• Only authorized personnel are allowed in the patch rooms. • Network and VLAN Configuration can only be done by the CTICC IT Department. • No standalone Wireless Access Points are allowed due to interference with the house
systems.
The CTICC is equipped with state-of-the-art network and IT infrastructure, which is geared at providing technology solutions for the conference and exhibition industry. The network consists of:
• Fiber-optic backbone running 10 gigabyte Ethernet, as well as strategically positioned fiber-optic floor points throughout the building
• 2000 Data (CAT5e) outlets running at 10/100 MB/s/1000 • Broadband internet • HD Wireless LAN (Hotspots) positioned as shown in the coverage map • Outgoing SMTP mail relay. This infrastructure can be configured to offer Internet access,
VLAN’s, VPN, public- or private IP addresses as well as a host of custom requirements. An order placed in advance will ensure the network securely configured at your arrival. All clients are allocated their own VLAN (Virtual LAN), which is either ‘blank’ or pre-configured with the following services:
o DHCP o DNS o NAT or Static Public IP Addresses (if requested) o Outgoing SMTP Mail relay o Internet bandwidth with a 1:1 international contention ratio o LAN connectivity with speeds between 100MB and 10GB o Note: No routers, AP’s or connections are permitted. Only the CTICC IT department
is allowed to do installations connecting to the CTICC infrastructure.
Light Projections And Strobe Lights
• No spotlights, drop lights or other special lighting device may be directed toward the aisles so that they prove to be irritating or distracting to neighboring exhibition stands or visitors.
• No strobe light effects are permitted. • Light projections must be contained within the stand area; they may not be directed onto
gangways, walls or the roof of the venue.
Liabilities
The CTICC and Organizers shall not be liable or responsible to any party for any claim, damage or loss caused to any person as a result of the failure of the CTICC, Organizers or any of its employees, representatives or assigns to comply, or to comply timeously, with any provision/s of the contract of hire.
The CTICC and Organizers shall not be responsible for the safekeeping, storage, use or otherwise of any property brought into the convention center. Property belonging to the hirer or third parties shall be brought into the convention center at their own risk and the hirer indemnifies the CTICC and the Organizers and holds them harmless against any and all claims, losses or damages that may be suffered by any person in relation hereto.
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The CTICC and Organizers shall not be liable for any loss, injury or damage, howsoever caused, to goods and/or persons in the convention center and/or on adjacent sites. The hirer shall always remain liable to the CTICC and Organizers for the payment of any and all outstanding costs and charges incurred in respect of or attributable to any sub-hirer or participant, notwithstanding the manner in which payment is affected. In addition to the foregoing, the hirer shall be liable for all penalties, losses or damages charged or levied by any authority, service provider or third party in respect of or attributable to any or all of the sub-hirers or participants, which amounts shall be paid by the hirer to the CTICC or the Organizers on demand.
Lockers
There are lockers available to the public in the P3 basement parking. This is an electronic lockers system and offers recharge facilities for mobile phones and laptops. The lockers are used subject to availability and or exhibitors’ own account.
Lost property
Lost and found items must be reported and handed to the CTICC Reception Desk. They will keep a log of any missing items and anticipate returning these items to the rightful owner. Unclaimed items will be passed and stored in Security for up to 3 months, depending on the value of the item. Unless arrangement has been made, useful unclaimed items will be donated to people in need under CSR.
Music on stands
Exhibitors who wish to utilize audio and/or visual aids in the exhibition in relation to the sound tracks of videos and music must ensure that the use thereof will not infringe on the copyright of others. Exhibitors are advised to contact SAMRO regarding the procedure for application of a “Copyright Music License”.
Exhibition services office
The on-site W12 Exhibition desk will be open throughout the exhibition period to help you with any queries or problems you may experience. We request all exhibitors to please advise us on site (and not via email or phone) as soon as a problem arises so that we are able to assist you. We regret that the PA system is for use of the official announcements only; it cannot be used for exhibitor’s announcements.
Personal Protective Equipment
The appropriate protective clothing and equipment must be issued to each of the Contractor’s employees and worn during all operations. Failure or disregard of this requirement will result in these employees being escorted off site.
Failure to comply with any of the above regulations will result in your accreditation being revoked and you will be asked to leave the site.
Plumbing
CTICC has a contracted plumbing supplier. Plumbing installations require drawings indicating the layout as to where plumbing points are required in the stand. All plumbing installation must be done before the carpet is laid and stands are erected due to the plumbing points being in the floor trenches. Should braising take place, a hot works permit must be in place and a safe system of work must be followed.
Porters
• Limited porters with trolleys will be on duty to assist exhibitors during build up and breakdown. The use of trolleys during show open hours is not permitted.
• During breakdown, exhibitors must first pack their goods on the stand before bringing their vehicle around to the loading bay.
• Exhibitors can order dedicated porters for build-up and breakdown - refer to CTICC service forms.
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Risk
It should be understood by the exhibitor that the nature of the facilities available, the presence and circulation of large numbers of people, the difficulty of effective supervision over the protection of large numbers of removable articles in many exhibition stands and various other factors make it reasonable that each exhibitor shall assume the risk of any injury, loss and/or damage
• Accordingly, the exhibitor assumes all risk of loss for their merchandise, fixtures, displays and any other property located in the exhibition area, storage or any other area where access has been provided to exhibitors by the organizers.
• CTICC security personnel will be furnished for the perimeter of the venue but such personnel shall not be deemed to affect the non-liability of CTICC and organizers and its members, officers, representatives, employees and/or the official service providers to modify in any way the assumption of risk and release provided for above.
• It is highly recommended that exhibitors take precautionary measures by ordering security for their specific needs, through the preferred CTICC security service provider. The CTICC recommends that all exhibitors consult their individual insurance representatives to obtain appropriate insurance coverage.
Safety Guidelines
• By following the safety guidelines below you will be doing your part in creating a safe work environment.
• Only authorized personnel and employees allowed. • This is an active work zone; all exhibitors, contractors and sub-contractors enter and work at
their own risk. • Stay clear of heavy machinery. • Never stand on furniture. • Clean up or report spills. • Keep aisles free and clear of any and all debris. • Practice good housekeeping. • Check electrical cords for damage. • Protect valuables at your exhibition stand. • Report any fires immediately. • If you notice anything unsafe, please contact a member of the exhibition team immediately. • During build-up and breakdown individuals under 18 are prohibited from being on or around
the exhibition floor.
Satellite connections
The CTICC has a preferred AV supplier that is able to assist with satellite connections. Please note that clients are to provide their own Smart Card and Decoder as CTICC supplies the connection line only. All satellite installations must be done before the carpet is laid and stands are erected due to the satellite points being in the floor trenches.
Security
Contractors, Exhibitors and their employees are required to co-operate with Security personnel at all times and recognize that “Restricted” or “Unauthorized Entry” areas are strictly out of bounds.
Tips to help protect your exhibit
• Monitor your stand when your product is being delivered. • Hire a security guard or install a safety sail. • Perform an inventory after your product has been delivered and check for any damages or
missing items. • Do not list the contents on the outside of your shipping crates/cartons. Use a code to
indicate contents.
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• After exhibition hours cover your display with a tarp or other solid material to discourage potential theft.
• Do not leave valuable exhibit materials or proprietary documents under tables or behind display when the show is closed or your stand is unattended.
• Always staff your stand during exhibition hours. • Staff your stand until your product and/or the floor is cleared during breakdown. • Once the show has closed, pack as quickly and safely as possible and do not leave your
display unattended.
Please note that exhibitors are responsible for items on their stand, i.e. equipment. To ensure dedicated security to the stand, exhibitors may order stand security. Refer to the service forms at the back of this manual.
The CTICC or Organizers will not be held responsible for exhibitors’ belongings.
Signage
• The organizer reserves the right to remove any sign that is deemed inappropriate. • Use only professionally made signs as hand-made signs lessen the effect of your display
and diminish your company’s image. • No photocopied signs stuck with Prestik (temporary adhesive) are allowed. • Signage may not protrude into the aisle. • Pull-up or Tear drop signage is only permitted within the confines of your stand and may not
exceed a height of 2500mm; these signs may also not protrude over your stand walls and may not block visibility of your neighbor’s stand.
• Should you suspend branded fabric above your stand, it must form part of your display. Written approval from the Organizers is required.
Smoking
The CTICC is a non-smoking venue. As per the Tobacco Products Control Act, 1999 it is an offence to smoke or knowingly permit smoking inside the exhibition. If you observe someone smoking, a complaint may be made to any member of the exhibition team. We would also appreciate smokers moving away from the entrance doors to allow easier access for visitors and exhibitors.
Sound
Presentations must be muffled so that noise does not interfere with other exhibitors. Extremely loud noises such as bells, sirens and buzzers will not be permitted. Management reserves the right to reduce the sound levels, restrict and/or switch off any AV displays deemed disruptive.
Speed Limits
The maximum speed limit of 10km per hour is to be maintained throughout the site. The above also applies to the parking garage and loading dock areas.
Storage
Storing of any crates, boxes or other show materials behind your stand is strictly prohibited. Violators of fire codes are subject to fines and confiscation of materials. Empty crates, cartons and boxes must be removed from the exhibitor’s stand. Storage of items during the event is not available; therefore all clients must store materials and packaging on their stands for off- site storage. Neither the Organizers or the CTICC can be held responsible for goods that either arrive early or are left after the official breakdown period of the exhibition; the cost of disposing of any such item will be for the exhibitor’s account.
Contact Zelda Coetzee at [email protected] re: storing your packaging during show time so you can easily re-use for breakdown.
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SERVICE FORMS
Services provided by Resource Design:
• Audio-visual • Stand graphics • Electrical fittings • Furniture hire • Custom flooring • Plant hire and fresh flowers
For any of the above services, please click on the booking forms link on the W12 website or kindly contact Peta Wahl at [email protected] Please note: Booking deadline for above services is 24 April 2020.
Services provided by the CTICC:
• Access equipment/Operators • Information Technology (IT) • Parking • Plumbing • Porter (dedicated porters) • Rigging • Satellite Connections • Stand catering and beverage • Stand cleaning • Stand security • Telecoms • Wireless Access
For all exhibitor services, kindly contact the CTICC Operations Services Department at Telephone : +27 21 410 5000 or Email: [email protected]
All CTICC services are to be ordered and paid for upfront, 5 working days prior to the event in order to secure services. Orders placed after the deadline date is subject to a 20% surcharge.
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PREFERRED SUPPLIERS
Kindly note that the cost for outsourced services below are for exhibitors’ own account.
Access equipment/Operators CTICC
Audio-visual Resource Design
Cellphone/mobile phone rental Cellucity
Custom Stand Designs and implementation Resource Design
Décor and flowers, furniture hire Resource Design
Digital branding Resource Design
Electrical fittings Resource Design
Exhibition freight forwarding Exhibition freighting GSM Africa
Food & Beverage (catering at stand) CTICC
Information Technology (IT) CTICC
Parking CTICC
Plant hire Resource Design
Plumbing CTICC
Porters CTICC
Printing and graphic design Minuteman Press Cape Town
Rigging CTICC
Satellite Connections CTICC
Stand cleaning CTICC
Stand security CTICC
Telecoms & Wireless access CTICC
Temporary staffing Amanzi Blue
Temporary credit card terminal Wappoint
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ACCOMMODATION & HOTELS
The W12 organisers have negotiated special rates for W12 delegates and exhibitors. To benefit from the special rates, please contact Claudette Abrahams at Grosvenor Conferences. Email: [email protected] or Tel: +27 (0)21 406 4888
SERVICE SUPPLIER CONTACTS
Cellphone (Mobile phone) rental Cellucity V & A Waterfront Shop 6193,V& A Waterfront, Cape Town Tel: +27 (0)21 401 1300 - opt 1 Contact person: Bryan O'Connor Email: [email protected] Freight Forwarding Exhibition Freighting GSM South Africa Contact person: Jacqui Nel Tel: +27 (0)21 552 7248 Email: [email protected] http://www.ef-gsm.co.za/Page.aspx?ID=4546 Printing Minuteman Press Cape Town Contact person: Kobus Marais Tel: +27 (0)21 424 3004 Email: [email protected] http://cape-town.minutemanpress.co.za
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Temporary staffing Amanzi Blue Contact person: George Skazikis Tel: +27 21 681 4572 Email: [email protected] http://www.eventsolutions.co.za Temporary credit card terminal Wappoint Tel: +27 (0)21 300 0121 www.wappoint.co.za
