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12-14 November 2024
Cape Town International Convention Centre (CTICC)Cape Town
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Africa Tech Festival

Exhibitor Service Manual

For CTICC Meeting Room Clients

Here you’ll find all the relevant information you’ll need for the event. Please ensure you read through each section carefully and meet any applicable deadlines to ensure a successful, smooth-running event. If you have any questions please reach out to Customer Success!

EVENT INFORMATION

VENUE

Cape Town International Convention Centre (CTICC)

CTICC 1

Convention Square
1 Lower Long Street,
Cape Town, 8001, South Africa

CTICC 2

Corner of Heerengracht,
& Rua Bartholomeu Dias, Foreshore,
Cape Town, 8001, South Africa

https://www.cticc.co.za/

MEETING ROOM ACCESS & EVENT HOURS

Meeting Room Hours are as follows:

Set Up Only
11 November 15:00-20:00

Event Dates & Meeting Room Access Times
12 November: 08:00-18:00

13 November: 08:00-18:00

14 November: 08:00-16:00

For all other event hours such as: registration, conference & social events please click here!

Please note all timings are subject to change and will be updated here.

WHAT'S NEXT

If you have purchased a meeting room package, you will be required to complete the below steps:

  1. Submit an ai or eps logo and a jpeg or png logo to the Exhibitor Portal (EV2) by 1st October
  2. Complete the electronic Health & Safety Form by 1st October
  3. Complete the electronic Meeting Room Form by 22nd October
  4. Register your staff on the Exhibitor Portal (EV2) by 1st November
  5. Order any additional services, if required
  6. Review our additional policies

COMPULSORY RESPONSIBILITIES

The following responsibilities are all compulsory in order for us to deliver your event package, please ensure you complete each task by the deadlines outlined below.

COMPLETE H&S FORM

HEALTHY & SAFETY FORM

Health & Safety at our shows is extremely important to keep EVERYONE safe.

Before arriving onsite we ask that all exhibiting companies to complete our

Health & Safety Form

It's a requirement of all companies to read through the Informa Tech Rules & Regulations Handbook & complete the H&S form.

If the form has not been submitted, or is not completed to an appropriate standard, Informa Tech organizers reserve the right to refuse build/admission to the show or ask you/your stand contractor (if applicable) to resubmit the form with further information.

IMPORTANT: All H&S forms are due for submission by 1st October.


CUSTOM BUILD

If you are planning to have a custom build in this room via a contractor, please let Customer Success know ASAP as additional approval and Health and Safety forms may be required. If we are informed too late and deadlines are missed we will not be able to accommodate the request.

All customer builds will be subject to venue and H&S approvals.

If you require an alternative layout or additional furniture you will need to order this via the order forms below.

SUBMIT YOUR ROOM CONFIGURATION & ONSITE CONTACT DETAILS

In order to prepare your meeting room, we need your room configuration and onsite point of contact confirmed. Please complete the Meeting Room Form with the above information by 22nd October


ROOM CONFIGURATION

To assist you in planning your configuration you may refer to the Venue's Capacity Chart & Meeting Room Floorplans


COLLECTING THE KEYS

  • Meeting room keys can be collected from the Organiser's Office inside Hall 2 between 3pm - 8pm on Monday 11 November
  • You will be required to sign a disclaimer upon picking up your key
  • All meeting room keys must be returned to the Organiser's Office by 4pm on Thursday 14 November

Your onsite point of contact is required so we can reach them onsite if needed, but also, for security reasons when collecting the keys.

EVENT SERVICES

VENUE SERVICES - CTICC

You can order additional services from the venue by using the forms listed below and emailing to the CTICC, alternatively you can call to place orders by contacting +27 021 410 5000

The CTICC is the sole provider of all food and beverage within the event and outside. Please review the CTICC Food & Beverage Policy
Please note no alcohol or drinks reception orders will be accepted within the last hour before the event closes (5pm last orders Tues/Wed and 3pm last orders Thurs).

Basic Wi-Fi at the venue is available at no extra cost.

Important: The order deadline is 22 October. All orders are to be confirmed & paid for in full prior to the Event. All exact deadlines for service orders are on the forms. Please complete and pay them by the deadline to finalize your order and avoid any surcharges. Late orders may receive a surcharge of up to 20%.

STAND CONTRACTOR SERVICES - GL EVENTS

The official show contractor is GL Events. They will be building the exhibition and feature areas at the event. If you need a different setup or furniture to the options on the Meeting Room Form you can arrange via GL Events. Please be clear when contacting GL that your request is for a fixed meeting room stating the name and dates of usage. GL can support with:

  • Graphics
  • Furniture
  • AV (e.g. TV Screens, Projectors, Laptops etc)

Important: The order deadline is 22 October. Orders placed after this date will be subject to a surcharge/may not be possible.

If you have any questions or would like to order, please contact GL Events

SECURITY & STAFFING - EVSOL

Evsol Staffing are the approved staffing supplier. They can provide assistants and dedicated security staff for your meeting room:

Important: The order deadline is 4th November.

For more information please contact EVSOL and view their terms and conditions

SCHEDULING DELIVERIES - EF-GSM

Exhibition Freighting GSM Ltd is the official freight handler, customs broker and on-site handling agent for Africa Tech Festival. Please submit a service order form to Michael for a quote.

Michael Armitage
Tel: +44 (0)1732 885131
Email: michael@ef-gsm.com

Access the EF-GSM order form here: Service Order Form

Please read EF-GSM's - Shipping Information Document

Please note the deadline to order these services is 10th October 2024

IMPORTANT:

  • Please do not send any packages directly to the venue by post or courier, as the venue does not accept direct shipping.
  • Onsite storage during the event is only available if you have placed a handling & storage order with EF-GSM.

Informa Tech cannot be held responsible for the shipping of any equipment nor are they responsible for the collection and receipt of any deliveries.

VISA APPLICATIONS

We have partnered with Niche Dynamics to assist you with your visa application for Africa Tech Festival 2024.


Niche Dynamics can:

- Provide required supporting documentation from a South African company

- Compile your application

- Ensure your application is compliant

- Upload applications online with the Department of Home Affairs

- Secure your VFS appointment

- Follow-up with the Consulates or Embassies to ensure you get your visa outcome

Please kindly note this service is for your own account.

Contact Niche Dynamics:

Email: info@nichedynamics.co.za

Call: +27 21 914 0611 / Whatsapp: +27 84 852 3502


WIRELESS INTERFACE

As per the CTICC Client Manual, private wireless routers, access points or broadcasts, i.e. any IEEE 802.11 wireless broadcasts, are not permitted within the CTICC. Private wireless networks are often unstable and do not function as intended during events. This is due to the myriad competing and overlapping wireless networks operating in close proximity to each other. The more wireless networks in operation, the more interference is generated resulting in a less stable wireless connection for all parties. In many cases, internet connectivity will not be possible at all via a wireless connection. It is for this reason that CTICC reserves the right to cease any Non-CTICC wireless networks in order to mitigate wireless interference in the venue.

In order to go some way to mitigate wireless interference, devices used to connect to CTICC’s wireless services must be 5GHz frequency band compatible. While 5GHz compatibility will not guarantee wireless access, it will improve the chances of achieving connectivity.

Please note that the CTICC always advise that event critical services, e.g. those for demonstrations or presentations use, are provided as a dedicated, hard wired connection. This will ensure that there is no interruption to internet connectivity, as would be the risk with a wireless internet service.

TRAVEL & ACCOMMODATION

ACCOMMODATION

We are pleased to offer discounted rates for Africa Tech Festival attendees. For more information and to book please see the following link:

Book Your Accommodation!

PLAN YOUR TRAVEL

Getting to the CTICC is easy as Cape Town is a dynamic, cosmopolitan city with well-established transport systems in place. The CTICC is also conveniently located in the central business and entertainment hub of the city, and is close to many major attractions, and places to stay and eat.

Plan Your Route!


VEHICLES & PARKING

With over 1400 secure visitor parking bays available, making your way to CTICC events is that much simpler. Accessible parking bays are available in P3 and P5 Parking.

Parking is charged at an hourly rate, and guests are required to use the convenient pay-on-foot parking ticket kiosks to pay for their parking.

Visitor Parking and Fees!


EVENT POLICIES

CODE OF CONDUCT

Informa Tech is dedicated to providing an inclusive and safe event experience for everyone, regardless of gender, age, sexual orientation, disability, physical appearance, body size, race, nationality or religion. We do not tolerate harassment of participants in any form. We are a diverse community of professionals, and we conduct ourselves professionally. Please be considerate and careful with your words and actions. Exhibitors in the expo hall, evening party hosts and organizers of concurrent activities should be aware they are subject to the code of conduct. Exhibitors and party hosts may not promote sexualized or offensive imagery or activities. Exhibition and party staff should not use sexualized clothing/uniforms/costumes, or otherwise create a sexualized environment. Participants asked to stop any behavior are expected to comply immediately. If a participant or sponsor engages in behavior that violates this code of conduct, Informa Tech staff may take action they deem appropriate, including warning the offender or expulsion from the event with no refund.

SUSTAINABILITY

Sustainability is increasingly important to event attendees. Exhibiting at an Informa Tech event allows you to highlight your company’s sustainability credentials and align with an event that champions sustainability. To ensure that your company and exhibiting stand are aligned with Informa’s sustainability goals:

1. View the Exhibitor Sustainability Checklist relevant to your stand type below and consider the steps as you plan your event

2. If you have a space only stand, ensure that your stand is compliant with Informa’s Better Stands programme as detailed in the Exhibitor Service Manual

PHOTOGRAPHY

By registering for this event you acknowledge recordings, video, and photographs are being taken during the event. By you entering this event, you give unqualified consent to: Informa Tech, its agents, licensees to record, use and publicise your voice, actions, likeness, and appearance, in any manner and media, worldwide in perpetuity. If you wish to avoid being recorded, please do not enter this event.

DATA PROTECTION

Informa Tech do not sell, nor distribute, attendee contact information in accordance with established privacy policies. Any company claiming to have such information to sell is not affiliated with Informa, and do not have access to our confidential records.