3rd UATP CONGRESS & EXHIBITION 2014 13 – 16 October 2014, Birchwood Hotel, JOHANNESBURG Guide to Exhibitors CONTACT LIST Co-ordinator: Service Provider: Carlamani Conferences and Events Contact: Carla de Jager E-mail: [email protected] Cell: 083 376 2368 Fax: 012 662 3724 / 086 515 8837 PO Box 12218, Centurion, 0046 GL Events Oasys Contact: Wendy Simpson Tel: +27 (0) 11 210-2500 E-mail: [email protected] The purpose of this document is to provide you with all the information you may require to ensure your successful participation at the 3rd UATP Congress 2014. To assist us in providing you with all the services you require please read it thoroughly and observe the deadlines shown. It is the responsibility of each exhibitor to be on their stand during the breakdown to ensure the safe removal of exhibits. PLEASE NOTE THAT THE ORGANISORS CANNOT BE HELD RESPONSIBLE AND OR LIABLE FOR LOSS OR DAMAGES TO EXHIBITS. This manual is an agreement between you, (hereinafter referred to as the “exhibitor”) and the official supplier (hereinafter referred to as OASYS). This Manual contains various regulations which, together with the forms referred to herein, constitute the agreement between the exhibitor and OASYS – subject to terms and conditions herein and to the standard Terms and Conditions of Contract with OASYS. This manual has been designed to make your participation simple and easy and should serve as a checklist. Exhibitors and people in charge of exhibits should read this manual carefully before completing all relevant forms. Whilst we believe that the contents of this manual will answer all your queries, should we be able to assist you further at any stage, please do not hesitate to contact us at the details provided above. KEY DATES 08:00 – 14:00 Contractor build-up for shell scheme stands 08:00 – 16:00 Custom stands 14:00 – 17:00 Exhibitor build-up and dressing of stands Build-up by exhibitors must be completed by 17:00 on Monday 13 October 2014. Monday 13 Oct 2014: Tuesday – Thursday: 08:00 – 17:00 Conference sessions and exhibition Thursday 16 Oct 2014: 15:30 – 20:00 Exhibitor breakdown 1 PAYMENT DETAILS: Two exhibitors are included per stand up to 9m². Exhibition staff for larger stands will be confirmed per reservation. Payment is due upon reservation and receipt of the invoice. UATP ABSA BANK, Centurion, SOUTH AFRICA ACCOUNT N°: 919 7242 996 SWIFT: ABSA ZA JJ (IBAN : IBAN is not required for Absa payments) Physical Address of ABSA Centurion: ABSA Building, 1263 Heuwel Str Centurion, 0157 South Africa Please fax proof of payment to: +27 12 662 3724 / +27 86 515 8837 OR E-mail: [email protected] ** SERVICES WILL NOT BE DELIVERED AND/OR INSTALLED UNTIL PROOF OF PAYMENT HAS BEEN RECEIVED ** KINDLY NOTE THE SURCHARGE PLEASE NOTE THAT ALL SERVICE ORDER FORMS MUST BE COMPLETED AND FAXED TO +27 12 662 3724 / +27 86 515 8837 TOGETHER WITH YOUR PAYMENT TO US ON OR BEFORE 19 September 2014 TO AVOID THE SURCHARGE. 2 EXHIBITION INFORMATION Rules & Regulations STAND STRUCTURE a. b. The exhibitor undertakes to erect its stand structure in accordance with the plan approved by the organisers, and at times arranged by the organisers. The exhibitor shall at its own cost employ the services of the organiser's official electrical contractor to install all electrical points and/or connections required, and at a specific time to be arranged with the organisers. PURPOSE OF THE STAND AND RESTRICTIONS a. The stand shall be used for the purpose of exhibiting and demonstrating the type of products and/or services listed in the official application form for the exhibit space at the exhibition. b. The exhibitor shall not without the written consent of the organiser first having been had and obtained: (i) Exhibit or expose any goods or articles of any description; (ii) Sub-let the stand or any other way with the rights granted to him under this agreement to any person, firm or company; (iii) Display goods belonging to any other person, firms or company or give recognition (whether by means of a sign, or in any other way whatsoever) to the goods of any other person, firm or company. The organisers shall be at liberty at its discretion to withdraw any consent previously given in terms hereof at any time and any consent given to any exhibitor shall not be deemed to apply to any other exhibitor. CONDUCT AT THE EXHIBITION During the hours of the exhibition the exhibitor shall: (i) Ensure that it, or their staffs, man the stand hereby let at all times; (ii) Keep strictly to the boundaries of the stand and not allow any encroachment over, the said boundaries; (iii) Keep the stand and its environs including the passageways in the vicinity of the stand, in a clean and tidy condition; DECORATION OF STANDS The exhibitor shall: (i) Complete the decoration of the stand by 17h00 on the day prior to the opening, after which time no further decorations shall be allowed to the stand, without the permission of the organiser; (ii) Comply with all the requirements of the Municipality, or other proper authority, in regard to the said stand and its fittings or furnishings; (iii) Provide suitable receptacles for the disposal of waste and used containers on its stand; (iv) Display the official stand number sign, that will be furnished to it by the organisers, prominently on its stand; (v) Display the name of the exhibitor prominently on its stand. All exhibits, signboards and advertising materials shall be strictly confined to the limits of the stand and shall be so arranged as to ensure that no damage is caused to the exhibition premises. If any damage is so caused, the cost of repairing such damage will be for the account of the exhibitor All advertising material, decorations, flags etc. appearing on the stand will be subject to the approval of the organiser, which may cause any such advertising material, decorations, flags etc. to be removed or altered if in its sole discretion deems same to be in any way objectionable. 3 ACCESS TO BRING AND REMOVE GOODS a. The exhibitor shall make prior arrangements with the organiser in regards to the time to bring in equipment or goods into the premises and to the stand and the times, so determined with the organiser, shall strictly be adhered to. b. No vehicle will be allowed Inside the premises prior to the exhibition except where prior arrangements are made by the exhibitor and the organiser and a written permit is issued to the exhibitor detailing the date(s) and times when access will be allowed, and the purpose for which a vehicle may be allowed inside the premises. c. No vehicle will be allowed inside the premises during the period of the exhibition for the purpose of either delivering or removing goods. CANCELLATION FEES The organiser reserves the right, in the event of cancellation of a booking or failure to make a payment on the due date (whether or not invoiced), to cancel or accept cancellation of the booking and to apply the following cancellation charges. Cancellation received one month or more prior to the commencement of the exhibition -50% of the total cost. One month or less prior to the exhibition, the full invoiced amount will be payable. RIGHT OF ENTRY The organiser, through its authorised representatives, shall, at all times, have the right to entry into any stand whether for the purpose of inspection or for any other reason whatsoever. RE-ALLOCATION OF STANDS The organiser reserves the right to review and alter the stand layout plan and to re-allocate any stand that has been allocated in terms of this, or any other stand lease agreement, without liability to the exhibitor or anyone else whomsoever in respect thereof and howsoever any claim or demand may be derived. ORGANISER'S REPRESENTATIVES The organiser shall be represented prior to, during and after the exhibition by the Exhibition Manager, or anybody else authorised by him in writing, and all powers vested in the organiser under the terms of the agreement shall be exercised by any or all of these persons. LIMITATION OF THE ORGANISER'S LIABILITY a. The organiser shall in no way be liable for any loss or damage sustained by the exhibitor whether through fire, theft or any other reason whatsoever and the exhibitor agrees and undertakes to take out such policies of insurance as it in its discretion may deem necessary to cover any loss or other damage. b. The exhibitor acknowledges and agrees that the organiser shall under no circumstances be liable for any loss or damage (whether arising out of injury, accident or otherwise howsoever) which may at anytime be suffered by the exhibitor, it's employees, servants, customers, clients or visitors, or in respect of any damage to any of its property resulting from any defects in the structure of the stand or in the premises, or from insufficient lighting or ventilation or resulting from leakage from or breaking of any water pipe or communication, fitting or appliance or from any other cause whatsoever and including damage resulting from fire, flood, lighting, crowds, riot or howsoever caused. The limitation of the organiser's liability as aforesaid shall apply whether such damage is sustained either inside or outside the premises. EXHIBITORS LIABILITY a The exhibitor shall not bring, or suffer to be brought, onto the premises any goods, articles, matter or thing which may render the insurance of the premises against risk or loss or damage by fire either void or annullable, or which may increase the rate of premium payable in respect of such insurance beyond ordinary risk. b. The exhibitor shall not store or bring onto the premises inflammable substances of any 4 c. d. e. description, nor use any such inflammable substances or naked lights on the premises at any time. Oil, gas or other engines or mechanical apparatus, the running of which may cause objectionable fumes or generate heat, shall be subject to the control of the organiser's officials, who in their sole discretion may prohibit the running of any such devices. All such devices in motion must be provided with adequate guards at the expense of the exhibitor. The exhibitor hereby indemnifies the organiser in respect of all claims whatsoever nature and howsoever caused arising out of any act or omission on the part of the exhibitor and/or its employees (and whether or not the same shall have been due to negligence on the part of the exhibitor and/or its employees) at or in connection with the exhibition and whether or not such claim may arise at the premises before, during or after the holding of the exhibition. Notwithstanding anything herein to the contrary contained, the exhibitor shall be liable for any or all loss or damage caused by it to the premises, the stand structure and/or goods or property of the organiser or any other exhibitor or person, company or firm and whether such loss or damage shall be due to negligence or otherwise howsoever. APPLICATION FORMS Please return all completed forms and all other service order forms no later than Friday 19 September 2014. EXHIBITION STAND RESERVATIONS and FLOOR PLAN Stands are allocated strictly on the basis of first come, first served. The organisers reserve the right to amend the exhibition floor plan at their sole discretion, if deemed necessary or desirable. EXHIBITION PACKAGE Standard Exhibition stands will be 9sqm and all standard exhibition stands are 3m x 3m floor space. The stand charges include the following: Standard Octanorm shell scheme is supplied with anodised aluminium uprights and beams and white-foiled panels. Standard electrics are 2 x spotlights placed behind the fascia and 1 x plug point placed at middle back wall. 1 x fascia name is supplied in the standard Helvetica font (100mm), approx. 20 letters. Corner stands will have an additional fascia name at no additional cost. Charcoal carpeting is included. The charges for the stand units include both hire of floor space and provision of a shell scheme, which will be automatically supplied unless specified to the contrary. No discount is available to exhibitors not taking the shell scheme described. EXHIBITOR BADGES Exhibitors will be provided with two exhibitor badges per standard stand and need to register online to enable us to manage logistics. Additional exhibitor badges may be purchased at R500.00 per person per day. Please contact Carla de Jager directly with any queries in this regard. FASCIA AND BANNERS Fascia boards will be provided for all open sides of an exhibition stand, and supported by an aluminium pole. The name of the exhibiting company, as provided by the exhibitor, will be displayed on the fascia board. Please complete the attached form. The hanging of banners is NOT permitted within the exhibition area other than on exhibition stands. 5 CARPETS The OR Tambo Conference centre where the exhibition will be held is fitted with carpets. Should you require additional carpeting, this can be ordered separately. SET-UP & BREAKDOWN Please note the set-up and breakdown times on page 1. N.B. Items not removed by exhibitors by the finishing time will be disposed of by the organisers at the exhibitor’s expense. CUSTOM BUILT STANDS No double storey stands are allowed, unless by specific, written permission. No construction over aisles is allowed. No construction may be attached to any wall or ceiling in the venue. No bolt, nail, screw, glue, adhesive or other fixing may be used to fix any structure or display into or on the venue infrastructure, in any manner. Plans for all custom stands have to be pre-approved by the venue safety and security. Please ensure that you forward the floor plans for approval as soon as the design has been completed. CLEANING Exhibitors or their contractors are responsible for cleaning and removing all rubbish and discarded material arising from the construction or dismantling of a stand CONSTRUCTION WORK If construction works, i.e. carpentry, painting, sign writing etc. is to take place within the venue, then all necessary precautions must be made to avoid any damage to the physical structure of the venue, or its fixtures and fittings. Any damage caused by, or on the behalf of, an exhibitor, will be for the account of the exhibitor. ELECTRICAL HIRE and SUPPLY Each stand area will receive a single 15-amp power point. Exhibitors are required to inform the organisers in writing, if they expect to exceed a total power usage of 15 amps per stand unit, so that arrangements may be made to install appropriate additional distribution boards. This will ensure that there are no power interruptions during the event. There will be an additional charge for the dedicated distribution board. An exhibitor who is found to be drawing too much power, and who has not undertaken the above action by the due date for the return of the service forms, will be required to turn off equipment until the power usage is at an acceptable level. 3-phase power is only available with prior arrangements, and the payment of an additional fee. Please liaise directly with the organisers, Carlamani, should you require additional electrical fittings. FIRE REGULATIONS No highly combustible material such as hessian, straw, paper, polyurethane, etc. may be used in the construction of a stand or within the exhibit display. No solid ceilings may be used without prior permission. No dangerous chemicals or gas cylinders may be displayed. In addition, no pyrotechnics in any form, and no open flames are permitted. 6 FIXING DISPLAY MATERIAL Display material may be fixed to the exhibition stand walls by means of double sided tape or sticky-backed Velcro. Nails, screws or permanent adhesives may not be used, nor any other mechanism that will cause damage to the exhibition boards. Hooks should be obtained to suspend heavier objects. It is the responsibility of exhibitors to provide their own materials (sticky backed Velcro, doublesided tape etc). PAINTING No painting, whether by brush, spray or roller is permitted anywhere inside the exhibition venues. Painting of exhibition panels will not be permitted unless prior arrangement with Carlamani Conferences has been made. EXHIBITION SERVICES FROM IN-HOUSE PROVIDERS FURNITURE, AUDIO VISUAL and PLANTS HIRE All exhibitors are supplied with one standard table (trestle table) and two standard chairs. Additional furniture or display units may be hired through the conference organisers. Please enquire through Carlamani Conferences. INSURANCE Neither the venue nor the organisers will take any responsibility for loss of or damage to exhibition stand material, equipment, and exhibits. Exhibitors are encouraged to affect their own insurance to cover all risks. DELIVERIES It must be noted that neither the organisers nor the venue will accept deliveries on behalf of exhibitors, unless specific arrangements have been agreed to prior to the event. All deliveries to the venue must be prearranged. Please contact Carlamani Conferences to make arrangements. SECURITY The exhibitor acknowledges the layout of the exhibition area and that the large numbers of people present in the exhibition make it impossible for adequate security to be provided to protect the exhibitor’s merchandise and other property. Accordingly, the exhibitor assumes all risk of loss for exhibitor’s merchandise, fixtures, displays, and any other property of the exhibitor located in the exhibition Area, storage area, or any other area where access has been provided to exhibitors by the organisers where such loss results from theft, vandalism, or any other damage caused by any agent or employee of the organisers or caused by any other person either authorised or not authorised to be present at the exhibition. Furthermore, the exhibitor acknowledges that security guards and storage areas are provided by the organisers merely as a service. Although additional security has been arranged for the exhibition area, please also take extra care during build up and break down, and do not leave your stands unattended. 7 MARKETING AND PUBLICITY PROMOTIONAL and MARKETING MATERIAL Exhibitors wishing to insert brochures in the conference packs, must ensure that these are delivered at the conference venue (Birchwood Hotel and OR Tambo Conference centre) to arrive between Monday 6 and Friday 10 October and no later than 14:00 on Friday 10 October clearly marked with instructions for the congress, for the attention of Susan Viljoen, UATP Congress Birchwood Hotel and OR Tambo Conference centre 14 View Point Rd, Boksburg 1672 Tel: +27 11 897 0000 [email protected] In the interest of the exhibition as a whole, the organisers reserve the right to request an exhibitor to remove any material or cease from an action that is deemed to be a nuisance or offensive to other exhibitors, visitors or other users of the venue complex. 8
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