Africa Tech Festival
Exhibitor Service Manual
For the US Pavilion
Here you will find the relevant information and forms to complete for the event. If you have any questions, please contact Customer Success as per the welcome email. Please ensure you read each section carefully and meet the required deadlines. We look forward to working with you in making this a successful event!
CONTENTS
EVENT INFORMATION
VENUE
CTICC I Cape Town
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
You will be required to complete the following steps:
- Review your stand package and inclusions
- Submit your marketing information, including 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
- Submit sub-exhibitor details and logos using this form by 1st October
- Register your staff on the Exhibitor Portal (EV2) by 1st November. (NB Sub-exhibitors will be given their own EV2 accounts to register their passes once you have provided their contact details.)
- Order any additional services if required
- Review our additional event policies
YOUR PACKAGE INCLUSIONS
Your pavilion will be built as per this illustration. It will include:
- Branded booth walls x2 (artwork required)
- Welcome desk with 1x power point and front panel branding (logos required) and 1x stool
- 10 kiosks for your sub-exhibitors with 1x stool and 1x power point each; each branded with their individual logo on the desk front (logos required)
- Catering counter (unbranded) with power for coffee machine - NB coffee machine and other catering needs to be ordered by you directly from venue
- 2x Cocktail tables & 6x stools.
Don't forget to pack any electrical adaptors as Informa are unable to provide these.
BRANDING
In order to produce the branded elements of your pavilion we require the following from you:
Pavilion branding
We can produce the artwork for you based on last year's design if you provide the following by 1st October:
- all agency logos (in eps or ai format)
- any required text (we recommend keeping this to a minimum)
Final artwork will be sent to you for approval. One edit is free of charge, subsequent edits will be chargeable.
Sub-exhibitor branding
We need logos for each of your sub-exhibitors to go on the front of their kiosks.
When submitting them, you must ensure that all logos are clearly labelled with the relevant company name. If you are sending multiple logo formats for each company, please file them in one folder per sub-exhibitor, clearly labelled.
COMPULSORY RESPONSIBILITIES
Health & Safety at our shows is extremely important to keep EVERYONE safe.
Before arriving onsite we ask that all exhibiting companies to complete our electronic Health & Safety Form.
If the form has not been submitted, or is not fully completed, Informa Tech organizers reserve the right to refuse admission to the show or ask you to resubmit the form with further information. (Please select "Shell Scheme Stand" on the form.)
NB. As the pavilion host, you are responsible for the activities of your sub-exhibitors so your form covers them too - they do not need to complete a separate one.
IMPORTANT: Forms are due for submission by 1st October.
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.
Please note that 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.
US Consulate Panel Day - Meeting Room
Please find below information regarding your Panel Day and all applicable contacts should you wish to place any orders
Meeting Room Details
Date: 11th November
Location: CTICC 2, Level 2
- Room Freesia (conference) & Room Daisy (catering & drinks reception).
*Please note rooms must be split as two individual rooms and cannot be combined into one space. An access door between the 2 x rooms is available.
Access Times:
- Freesia: 7am-5pm
- Daisy: 7am-8pm
If longer access is required due to set-up needs or requests then additional charges will apply, availability is not guaranteed.
Room Inclusion - Room Hire Only
Additional Orders & Room Layout:
Should you need to order additional services for your room you may contact the below:
AV & Staging – via IVTM Genevieve.Fisher@inhousevtm.com. IVTM can also mock up a visual of the space for you in your chosen room layout
Room layout confirmation and furniture requirements – via CTICC vusik@cticc.co.za
Catering – via CTICC Confex@cticc.co.za
Signage – via Hott3D (if required) john@hott.co.za
All suppliers above have been made aware of your event as of 28th August so will now be able to support you in your planning.
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.