FIRST AID KIT

A first aid kit will be available in the Organisers office.

See under Stand Construction & Services

Official Site Contractor:

Fairslink International (Pty) Ltd

Tel: 011-315-1964

Fax: 011-315-1920

e-mail: tyron@fairs-link.co.za

Heavy equipment & Vehicles should be brought in early to avoid access difficulties; please contact us & complete Form 4.

Please contact the following travel agents to book your hotels:

INDEMNITY

It is a condition of exhibiting that the organisers at no stage and for whatever reason accept liability for any loss, damage, or injury that may be sustained.

Each exhibitor is responsible for the safety of their own property, their stand, contents and their staff and including public liability.

It is therefore strongly recommended that exhibitors insure themselves for the full period of the exhibition, including pre-and post periods, against all or any loss and/or damage that may be suffered or liability, which may occur. Personal effects of the staff should be included. Please also remember goods in transit.

While it is permissible to consume liquor on your stand during the show, it is strongly recommended that this be kept under strict control; in you own interests and that of the exhibition. Liquor must be purchased from the Convention Centre.

PAYMENT

Payment for stands and additional services is required 60 days in advance of the Exhibition. Please note that outstanding balances on Exhibition space and services are due now.

Please ensure timeous posting or make arrangements for payment to be delivered to our office. Alternatively details of the organisers Bank account are given on the invoice and direct deposits should be verified by faxing a copy of the deposit slip to us. Cheques should be made payable to Fair Consultants SA cc.

Please note: Exhibitors will NOT be allowed onto their stands or receive Badges and Passes unless full payment in respect of stands and any extra services has been received by the organisers.

Exhibitors who wish to remove portable items at any time during the exhibition may be required to obtain a security pass from the organisers.

For security measures and to prevent embarrassment to visitors on leaving the exhibition, exhibitors selling goods on their stand are required to issue an official receipt to the purchaser.

Overall security will be provided by the organisers.

While every care will be taken to ensure tight security, the organisers will at no stage accept liability or responsibility for any loss or damage.

In their own interests, exhibitors should arrange for representatives of their companies to be on the stands whenever the hall is officially open and until move-out is completed.

Exhibitors who feel they require specific stand security (for their own stand) are asked to contact us. Please note that at least 24 hours notice is required. In the interests of the exhibitors it must be stressed that only the official contractor may be used.

Exhibition Period: Halls will be kept locked and entrance prohibited to all, including exhibitors, each day of the exhibition from hall close until 08h30 the following day.

CATERING

Catering facilities will be available daily. Exhibitors requiring any special arrangements should contact Gallagher Estate direct.

Plenty of outside parking is available at a nominal charge.

Hall 5, Gallagher Estate, Richards Drive, Midrand, nr Johannesburg, South Africa

Tel:+27 (0) 11-256-3000 Fax: +27 (0) 11-266-3205 e-mail: teresias@gallagher.co.za

This will take place on Day 1 after the conference; bona fide exhibitors, aid agencies, ngo’s, delegates etc are all invited. Admittance on presentation of exhibitor badge or other as applicable.

One delegate seat per exhibitor (two per sponsor) is included in the stand contract; lunches are not included; any extra delegates are to be paid for according to the specific conference schedule; check the website for details. Conference passes will be available from the Organisers on site.

Badges: The exhibitor badges and passes will fulfil the following functions:

Exhibitors Badges are for use on the stands to identify exhibitors to visitors. 5 badges will be allocated to each official exhibitor. Additional badges are available on request. Badges will be available for collection Tuesday 21 October 2003 at the organiser’s office at the Exhibition subject to FULL stand payment having been made.

The exhibition will open from 09h00 to 17h00 daily except Day 3 when the Expo will close at 15h00. Exhibitors may enter the hall from 08h30 each day only however upon presentation of their Exhibitor Badges. The hall must be cleared within half an hour of the show being closed in the evening. Access to the hall before/after hours must be arranged with the organisers.

A networking VIP Luncheon will be held on Day 3 (Friday) at 12h30. Tickets may be ordered on Form 5.

General admission is free upon presentation of complimentary ticket or business card only.

Some guidelines for the distribution of complimentary tickets:

It is sometimes more effective for your representative to hand out complimentary tickets personally rather than rely on posting them – besides it also provides an ideal opportunity to make a sales call.

When mailing our complimentary tickets, a personal invitation possibly describing what you will be exhibiting could be a most effective way of ensuring that your client, when visiting the exhibition, will make an effort to visit your stand.

Current, prospective and previous clients should be included on your distribution list.

Complimentary tickets form an important source of statistical data, which is relevant to the planning of an exhibition as well as targeting to the correct market. The information gained from the registration form is used for market research and NOT junk mailings.

It is for these reasons that the organisers must insist that visitors, enjoying the benefits given to the complimentary ticket holders, should fully complete the registration form to validate their free entry (or alternatively present a business card).

ADVERTISING BY EXHIBITORS

Make sure that your advertising agents are briefed to include mention of your participation in the exhibition in advertising before and during the show. Exhibitors who wish to mention their participation in the exhibition in their own advertising can obtain Show logos from

Tel: +27 11 462 1992

Fax: + 27 11 462 2579

Email: george@diffmark.com

Each exhibitor will be allocated 100 complimentary tickets (Valid for the full Show period). These tickets will be sent to exhibitors’ offices by the Organisers upon settlement of outstanding payments. Further tickets may be requested from the Organisers. For speedy admission to the show, please encourage complimentary ticket holders to complete the registration form prior to arrival at the exhibition. The distribution to potential visitors forms part of the most important strategy to ensure that the exhibition attracts the right quality of decision makers and buyers.

Complimentary tickets will be distributed via all exhibitors, magazine inserts, email, winfax and select mailings undertaken by the organisers.

In support of the intensive promotional and advertising programme provided by the organisers, the distribution of complimentary tickets to the selected target audience is the shared responsibility of both the organisers and the exhibitors. This distribution to potential visitors forms part of a most important strategy to ensure that the exhibition attracts the right quality of the industry’s top decision makers and buyers. If you wish we will do this on your behalf.

PRIZES AND COMPETITIONS:

Should you be offering prizes or organising competitions please inform the Organisers’ PR company as they may be able to obtain publicity for your company as well as the exhibition.

To enable the organisers to obtain maximum exposure for the exhibition, we would appreciate your co-operation in providing us with relevant publicity material regarding products and services that your company will be exhibiting, promoting and launching.

Our PR is: Catherine Larkin

Tel: +27 11 804 6000

Fax: + 27 11 804 1001

Cell: +27 83 300 0331

Email: freylarkin@mweb.co.za

Please contact our contractor direct:

Tel: +27 11 680 6555

Fax: +27 11 680 9940

Contact: Mr Frans Fouché

Email: info@oasysexhibitions.co.za

Website: www.oasysexhibitions.co.za

Most items can be sourced direct from the website.

The organisers accept no responsibility for any failure / omission due to the late receipt of requests.

Build – up for exhibitors starts at 08:00 on Tuesday 21 October 2003.

Please note: If there is any damage to the Venue repairs will be for the exhibitor’s account. It is advisable that exhibitors have a representative on their stand during build-up whenever the hall is open.

(For further important details regarding build-up, refer to Stand Building & Security). All stands must be COMPLETELY DRESSED AND READY BY 20:00 ON TUESDAY 21 OCTOBER 2003 to enable final clearing and cleaning of the hall.

The exhibition will close on Friday 24 October 2003 at 15h00. All items may be removed immediately subject to the issue of a security pass from the Organisers. Bigger items should be moved from 08:00 the following day (Saturday 25 October 2003).

The Hall will be closed at 18h30 and remain locked until 08h00 Saturday 25 October 2003 when the main move out will commence. Move out must be completed by 12:00. Any items not removed by this time will be considered scrap and removed to a dumping site at the exhibitor’s expense, and any other costs involved will be for the exhibitors account.

It is the exhibitor’s responsibility to maintain their stand in a clean condition during show hours. Bins will be placed in the halls for paper and general waste. Cleaning will be done between closing time in the evening and opening time the following morning. Exhibitors must ensure that the cleaners have access to all areas where cleaning is required, and to avoid confusion, rubbish should be left out in the aisle after closing times. Rubbish bags are available on request.

Only the electrical contractor appointed by the organisers is permitted to carry our electrical work and installations at the exhibition.

Should you require any extra electrics and lighting this will be for your account.

Each "Stand Package" already includes one 15amp power point and two spotlights.

Where electrical and light fittings are installed in pre-fabricated displays before their delivery to the exhibition, such fittings must be installed by qualified electrical contractors. The connection of such displays to the power source at the exhibition must however, be undertaken by the appointed electrical contractors, for which a connection fee will be charged.

Please note: The use of ripcord for wiring on stands is not permitted. All appliances for heating purposes, including kettles, cookers and heaters, must be thermostatically controlled.

Materials used by exhibitors on their stands for display purposes may constitute a fire hazard, i.e. ceilings, hessian, straw, polystyrene etc. that should be avoided. Contact the organisers if in doubt.

500-700kgs per sqm – depending on location - check with the organisers if in doubt.

Two chairs and one trestle table are included in the stand package.

Any additional furniture can be ordered direct from:

Tel: +27 11 680 6555

Fax: +27 11 680 9940

Contact: Mr Frans Fouché

Email: info@oasysexhibitions.co.za

Website: www.oasysexhibitions.co.za

Most items can be sourced direct from the website.

The organisers accept no responsibility for any failure / omission due to the late receipt of requests.

No restrictions.

Build-up Period: During the build-up period the organisers will provide overall HALL security but not individual stand security. Kindly contact us should you require your own security.

With the large number of people involved during the build-up and breakdown periods it will be difficult to recognise trespassers and, therefore, small valuable items should be protected at all times. Your own insurance cover is essential.

All exhibitors and their contractors will be expected to leave the hall at 20:00 on Tuesday 21 October 2003 and may not enter until 08h00 on the opening day Wednesday 22 October 2003 without pre-arrangement.

Break-down Period: With the unlocking of the hall for dismantling purposes at 08:00 on Saturday 25 October 2003 security will be the same as during the build-up period and it is essential that you remove all portable and valuable goods immediately. Please have someone on your stand at 08:00.

Shell scheme (wall and fascia boards) is included in the ‘Stand package".

Wall panels are 6.5 mm thick Ultr board, vinyl covered in a white finish, height 2m50. The external panel dimensions are 1000mm wide x 2500mm high and the internal panel dimensions are 950mm wide x 2380mm high.

Please note:

Colour: Shell scheme wall is supplied in white.

NO PAINTING of the panels, fascia or any part of the shell scheme is permitted unless pre-arranged with the contractor.

Usage: No holes may be drilled into any section, and no screws to be used.

Panel pins and staples may not be used

Signage and posters may be attached in such a manner so as to be easily removed by exhibitors (prestik/blutack/velcro/d-s tape). Hanging hooks are available from the shell scheme contractor.

The structure is a temporary walling scheme and cannot be used to attach heavy weights or have heavy items leaning against it.

Under no circumstances can any part of the shell scheme or fascia supports be removed.

Damaged panels will be charged to the exhibitor causing such damage.

Please ensure the design of your stand befits not only your company’s standards, but also those of the exhibition. Should you require the services of a Stand Designer please contact EXSA (Exhibition Association of Southern Africa) for a list of approved contractors Tel: +27 11 805 7272; Fax: +27 11 805 7273; email: exsa@exsa.co.za; website: www.exsa.co.za .

Please Note:

• No holes may be drilled in the hall floors
• Floors or permanent walls may not be painted or defaced
• If there is damage to property, all repairs will be for the exhibitor’s account
• Exhibitors are reminded that all items on hire remain their responsibility until goods have been returned to the relevant companies. The organisers will take no responsibility in accepting goods on behalf of the exhibitors or of ensuring their safe return.
• Any item of display may not project over the frontage of the stand space or be allowed to encroach into gangways
• The organisers reserve the right to disconnect the electrical supply to any installation or illumination that, in their opinion, is dangerous or likely to cause annoyance to visitors or other exhibitors
• If any presentation/demonstration causes obstruction to any gangway and/or any nuisance to any other Exhibitor or visitors, the organisers reserve the right to terminate the presentation/demonstration or restrict the frequency.

For exhibitors using the "Stand Package", the stand identification (Company Name on Fascia) is supplied free of charge.

Names should be kept as short as possible for easy identification by visitors. (Maximum number of letters is 15) Names are supplied in standard lettering in one of the show colours. Exhibitors are welcome to supply and erect their own signage if they so wish.

Exhibitors who have elected not to take up the "Stand Package" offer are responsible for organising their own signage for their own account.

Includes two spotlights, one plug point, one planter, one trestle table with cloth, two white plastic chairs, shell scheme walling & fascia, fascia name in standard font & carpet. Corner stands will be open facing aisles.

For standard or ISDN high quality lines and any other requirements please refer to Telkom Special Events (Nicolette) on +27 11 761 8242; Fax: +27 11 763 8458.

Please advise the organisers if you will have any vehicles on your stand as they may only contain minimum quantities of fuel.

• DON’T bring in portable and consequently easily stolen property until the latest possible time.
• DON’T leave the stand unattended while its being "dressed" or leave portable items lying around.
• DON’T rely entirely on the apparent protection of an office or cupboard with a flimsy lock.
• DO remember that dozens of workers may be working at night during the build-up period – so engage the services of a watchman to guard your stand if necessary.

• DO remember that there will be free access by exhibitors to the exhibition after 09:30 each day during the exhibition. Maintenance worker, cleaners, deliverymen and other will be around – so have someone on your stand at 09:30.
• DO watch your small exhibits, handbags, etc., "shoplifting" is not uncommon.
• DO place small exhibits out of sight after closing time.
• DO check your stand before you leave.

• DO take away all goods and equipment, including furniture, on Saturday 25 October 2003 as soon as possible after 08:00. It is not safe to leave anything behind and a locked office is no protection at all as contractors’ workers must have access to stands quickly to speed up breakdown. If the property cannot be moved do have someone stay behind until it can be removed. Bulkier items may be removed later.
• DON’T just walk out and leave things to chance – it is not worth the risk.

Run under the auspices of EXSA - The Exhibition Association of Southern Africa, this is highly recommended for any inexperienced or nervous exhibitors. A small investment of a few hundred rands can make a larger one worthwhile! Contact:

Joy Donovan

Trade Show Training

Tel: +27 (0) 11 326 0900

Fax: +27 (0) 11 787 4254

Email: joy@donovan.co.za

Web: www.exhibitor.co.za

 

• Planning is an essential part of your Marketing strategy
• Work as a Team
• Set Objectives – that is set out to achieve a specific number of qualifies sales leads per day, but take care to set realistic targets.
• Plan a general mail shot and send personal invitations to selected existing clients as well as target clients.

• Ensure that your stand is designed in such a way to obtain maximum amount of interest from visitors.
• Ensure that your stand is made to look as ‘visitor friendly’ as possible. A State-of-the-Art stand may be daunting as a shabby stand is off purring to the visitor.
• Ensure easy access to your stand and avoid obstacles (such as steps) which may discourage the shyer visitor.
• The exhibitor has less than 10 seconds in which to catch the eye of the visitor, therefore graphics are most important. Convey in no more that twelve works who you are and what you do. Avoid wishy-washy colours and use bold easy to read lettering.
• Remember that the passing traffic will see your sidewalls first so position your graphics accordingly.

• Don’t hover! Don’t Pounce! Don’t make the visitor uncomfortable!
• Attract visitors to your stand by offering incentives to linger. For instance a Business Card deposit box offering lucky draws etc., will perform a two fold function – bring the visitor to the stand as well as double your sales lead potential.
• Be friendly and enthusiastic
• Ask qualifying questions, encourage your prospect to speak and ascertain who the company’s buying authority is before you become too involved with a ‘sales pitch’.

In the event of failure to return this form, these details will be taken from your Contract, which may not be as you wish it to appear. Please indicate if you do not wish to have stand identification.

(maximum number of letters is 15)

Names should be kept as short as possible to aid visitors in easy identification, and (Pty) Ltd. Etc. should be omitted. It is understood that this is supplied free of charge on the fascia of the "Stand Package" Shell Scheme in a standard letterform.

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