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 our Customer Success!
CONTENTS
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
MEETING ROOM ACCESS & EVENT HOURS
Meeting Room Hours are as follows:
Set Up Only
16 November 15:00-20:00
Meeting Room Access Times
17 November: 07:30-18:00
18 November: 08:00-18:00
19 November: 08:00-16:30
All meeting room keys must be returned to Hall 2 Organiser's Office by 16:30 on Thursday 19th November.
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:
- Upload an ai/eps and jpeg/png version of your logo to the exhibitor portal by 2nd October
- Complete the electronic Health & Safety Form by 2nd October
- Complete the electronic Meeting Room Form by 23rd October
- Register your staff by 30th October
- Order any additional services if required
- 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
HEALTH & 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 Rules & Regulations Handbook & complete the H&S form.
If the form has not been submitted, or is not completed to an appropriate standard, Informa organisers 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 forms are due for submission by 2nd October.
CUSTOM BUILD
If you are planning to have a custom build in this room via a contractor, please let our Customer Success team 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 custom 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 organise your meeting room the best way possible, please complete the MEETING ROOM FORM no later than 23rd October.
Seating Configuration – Please choose ONE option:
1. Boardroom
2. U-Shape
3. Classroom
4. Theatre
5. Banquet
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 16th 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 4.30pm on Thursday 19th 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.
- CATERING - Access the Catering order form
- BEVERAGES - Access the Beverages order form
- INTERNET - Access the Internet order form
- CLEANING - Access the Cleaning order form
All food and beverage in the Meeting Rooms must be ordered through the venue. Outside caterers are prohibited. 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).
Please note that basic Wi-Fi at the venue is available at no extra cost.
Important: The order deadline is 23rd 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 than the options on the Meeting Room Form, you can arrange it 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 - Access the Graphics order form
- FURNITURE - Access the Furniture order form
- AUDIO VISUAL HIRE - Access the Audio Visual hire order form
Important: The order deadline is 23rd 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:
- SECURITY AND STAND STAFF - Access the Security & Stand Staff order form
Important: The order deadline is 3rd 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 or Bradley for a quote.
Michael Armitage
Tel: +44 (0)1732 885131
Email michael@ef-gsm.com
Bradley Chapman
Email bradley@ef-gsm.com
- SERVICE ORDER FORM - Access the Service Order Form
- SHIPPING INFORMATION - Access the Shipping Information
Please note the deadline to order these services is 9th October.
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 cannot be held responsible for the shipping of any equipment nor are they responsible for the collection and receipt of any deliveries.
Waste Removal
Informa has a 0% waste policy. This means you are responsible for removing ALL waste and any other discarded materials from your stand during the set up and dismantle periods and disposing of/recycling your waste offsite.
There are no waste disposal facilities onsite.
Activity onsite is closely monitored and any waste materials left in the meeting rooms, halls or marshalling yards will be photographed and the relevant exhibitor or contractor will be invoiced accordingly.
We encourage all contractors and exhibitors to Reduce, Reuse or Recycle as much of your meeting room materials as possible.
VISA APPLICATIONS
We have partnered with Niche Dynamics to assist you with your visa application for Africa Tech Festival 2026.
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 at your own expense.
Contact Niche Dynamics:
Email Niche Dynamics to support with your Visa Requirements
Call: +27 21 914 0611 / Whatsapp: +27 84 852 3502
WIRELESS NETWORK POLICY
For event-critical services, such as demonstrations or presentations, CTICC strongly advises the use of a dedicated wired connection. Wired connections provide the most reliable and stable internet access, eliminating the risks associated with wireless services. While wireless networks are available, they cannot guarantee the level of stability required for critical activities, and relying on them will result in disruptions.
As outlined in the CTICC Client Manual, private wireless routers, access points, or broadcasts (i.e., any IEEE 802.11 wireless broadcasts) are strictly prohibited within the CTICC. Private wireless networks are often unstable and prone to failure during events due to the high number of competing and overlapping wireless networks operating in close proximity. This interference results in reduced stability and connectivity for all parties, and in many cases, wireless internet access may not be possible at all.
To mitigate these issues, CTICC reserves the right to disable any non-CTICC wireless networks that cause interference within the venue. Exhibitors will be notified if such action is required.
To improve the chances of achieving wireless connectivity, devices used to connect to CTICC’s wireless services must be compatible with the 5/6GHz frequency band. While 5/6GHz compatibility does not guarantee wireless access, it significantly reduces the risk of interference and improves connectivity.
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:
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.
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.
View the CTICC's visitor and parking fees
EVENT POLICIES
CODE OF CONDUCT
Informa 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 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 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
- View the Exhibitor Sustainability Checklist – For Shell Scheme Stands/Meeting Rooms & Pods
- View the Exhibitor Sustainability Checklist – For Space Only Stands
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
3. To maintain a professional and sustainable environment at our event, we kindly remind all exhibitors that flyering, handing out items and soliciting outside of your designated stand area is strictly prohibited. As part of our commitment to hosting a paperless event, we encourage exhibitors to explore digital alternatives for sharing information and engaging with attendees. This approach not only aligns with our sustainability goals but also ensures a seamless and respectful experience for everyone. Thank you for your cooperation in upholding these standards
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, 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 and Africa Tech Festival 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.
CHILD ATTENDANCE POLICY
Age Requirements
Africa Tech Festival is open to delegates aged 18 and older. Children aged 16 and 17 and infants under the age of 2 may attend only when accompanied by a parent or legal guardian.
Entry will not be permitted unless the parent or legal guardian completes the Informa Festivals Child Attendance Waiver, which must be requested from the Registration Team before the event. Please email registration@africatechfestival.com to request & submit a Child Attendance Waiver.
Children aged 2 to 15 are not permitted at Africa Tech Festival 2026.
Parents/guardians must present valid photo ID when entering the event with a child.