Africa Tech Festival
Exhibitor Service Manual
For "Shell Scheme" & "Maxima 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!
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
EVENT HOURS
FLOORPLAN
WHAT'S NEXT
If you have purchased a shell scheme package, you will be required to complete the below steps:
- Review your stand package and inclusions
- Submit an ai or eps logo and a jpeg or png logo to the Exhibitor Portal (EV2) by 1st October
- Complete the electronic Health & Safety Form by 1st October
- Complete the Booth Name & Logo Form and return to GL Events by 22nd October
- Complete the Service Location Plan Form and return to GL Events by 22nd October
- Submit Wall Graphic Artwork (Maxima Meeting Rooms Only) to GL Events by 22nd October
- Register your staff on the Exhibitor Portal (EV2) by 1st November
- Order any additional services if required
- Review our additional policies
YOUR PACKAGE INCLUSIONS
Below you will find details about the inclusions for your stand. By clicking on the links below you will be able to see what is included based on the size of your stand space along with visuals of the items.
Please note visuals are for reference only. Actual stand size and layout will depend on your contracted package.
SHELL SCHEME STAND
MAXIMA FRAME MEETING ROOM
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 at our shows is extremely important to keep EVERYONE safe.
Before arriving onsite we ask that all exhibiting companies to complete our
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 forms are due for submission by 1st October.
COMPLETE STAND FORMS
Please complete the below 2 forms and return to GL events by 22nd October
SUBMIT WALL GRAPHIC - MAXIMA MEETING ROOM ONLY
If you have a Maxima Frame Meeting Room, a fully printed wall graphic is included in your package.
It is your responsibility to design your own wall graphic and provide it by the deadline set out below. Please ensure to review and pass on the Artwork Specifications to your designer along with the dimensions as per below:
Artwork Dimensions: 4905w x 2355h
Artwork will need to be submitted directly to GL Events by 22nd October
EVENT SERVICES
SHOW CONTRACTOR SERVICES - GL EVENTS
The official show contractor is GL Events. They will be building the exhibition and feature areas at the event and can also supply the following:
- Shell scheme packages and upgrades
- Fascia name board
- Graphics
- Carpet
- Furniture
- Electrical hire
- Audio Visual hire
- Plant hire
If you prefer to use only one form for all of the above services please use the following order form and only select the items which you would like to order for your stand.
Please complete the Service Location Plan Form and return it to GL Events by 22 October
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 please contact exhibitor services for GL Events - bianca.vandewenter@gl-events.com
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%.
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 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 stand materials as possible.
SECURITY & STAND STAFF - EVSOL
Evsol Staffing are the approved staffing supplier. They can provide assistants and dedicated security staff for your stand:
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:
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.
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
- Exhibitor Sustainability Checklist – For Shell Scheme Stands/Meeting Rooms & Pods
- 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
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.