1. art and entertainment
2. shows and events
3. exhibition

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:
carla@carlamani.co.za
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:
wendys@oasys.co.za
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
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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:
carla@carlamani.co.za
** 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.
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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.
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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
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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.
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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.
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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.
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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
susanv@birchwoodhotel.co.za
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.
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