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EXHIBITORS’ TECHNICAL MANUAL
EXHIBITORS’ TECHNICAL MANUAL Dear Exhibitor, This Exhibitors’ Technical Manual is designed to assist you in preparing for a successful event and contains important information. Please read the information in this manual. It will take you very little time now and could save you a great deal of time later. The Exhibition will be held in conjunction with the 39th World Small Animal Veterinary Association Congress (WSAVA 2014) , taking place on September 16‐19, 2014 at Cape Town International Convention Centre (CTICC). The Exhibition floor plan (page 17) has been designed to maximize the Exhibitor’s exposure to the delegates. Please forward this manual to everyone who is working on this project, including your stand builder, as it contains useful information about the Congress. Please do not hesitate to contact us for further information or assistance. We look forward to welcoming you in Cape Town and wish you a successful Congress and Exhibition. Warm regards, Ms. Elianne Baran Ganot Exhibition Coordinator 1 Table of Contents SECTION 1: Contact Information Kenes Contacts Contractors Contacts 3 4 SECTION 2: Timetables 5 Exhibition Timetable SECTION 3: Deadlines Table 7 SECTION 4: Exhibition Stands Shell Scheme Package Technical Info and Regulation for Shell Schemes Booths Technical Info and Regulation for Space Rental Stands SECTION 5: Exhibition Technical Information Banner Hanging and Rigging Regulations Access to the CTICC Parking Exhibition Floor Plan List of Exhibitors CTICC Floor Plans SECTION 6: Exhibitor Badges 13 14 15 16 18 19 21 22 Exhibition Badge Order Form SECTION 7: Lead Retrieval Wireless Barcode Readers 8 10 11 23 Lead Retrieval Wireless Barcode Reader Order Form 24 25 SECTION 8: Rules & Regulations and General Information 26 SECTION 9: Shipping, Tariffs, Material Handling and Shipping Labels 29 Exhibition Goods Shipping Labels SECTION 10: Official Congress Contractors CTICC Mandatory Forms 30 33 36 37 2 SECTION 1: Contact Information WSAVA Secretariat Kenes International 1‐3 Rue de Chantepoulet P.O. Box 1726 CH‐1211 Geneva 1 Switzerland Tel: +41 22 908 0488 Fax: +41 22 906 91 40 Email: [email protected] Site: www.kenes.com/wsava Project Manager Mr. Bastiaan Schot Tel: + 31 6 1036 3030 Email: [email protected] Industry Liaison and Sales Associate Mr. Freddy Arnauts Tel: +32 3 458 51 28 Mobile: +32 468 111 329 Email: [email protected] Exhibition Coordinators Ms. Elianne Baran Ganot Tel: +41 22 908 0488 Ext: 921 Email: [email protected] Registration Ms. Moriel Rozenwald Tel: +41 22 9080488 Ext: 571 Fax: +41 22 9069174 Email: [email protected] Hotel Accommodation Ms. Sivan Mahatabi Tel: +41 22 908 0488 Ext: 515 Email: [email protected] 3 Contractors Contacts TEXT FOR FASCIA (SHELL SCHEME BOOTHS ONLY), STAND CONSTRUCTION AND FITTINGS, FURNITURE HIRE, GRAPHICS, FLOWERS Expo Solutions Ms. Michelle Angelica Tel: +27 (0) 21 510 5781 Fax: +27 (0) 86 583 8831 Email: [email protected] Web: www.exposolutions.co.za RIGGING, TELECOMS, ELECTRICAL FITTINGS, WIRELESS ACCESS, INFORMATION TECHNOLOGY, AUDIO VISAL, STAND CLEANING, STAND SECURITY, PARKING Cape Town International Convention Centre (CTICC) Exhibitor Services Department Tel: + 27 21 410 5000 Fax: +27 21 410 5191 Email: [email protected] STAND CATERING & BEVERAGE Cape Town International Convention Centre (CTICC) Exhibitor Services Department Tel: + 27 21 410 5000 Fax: +27 21 410 5191 Email: [email protected] CUSTOMS CLEARANCE & FREIGHT HANDLING Hermes‐Exhibition and Projects, Ltd. Ms. Zehavit Akerman Tel: +49 69 747 848 Mobile: +972 52 511 4982 Email: zehavitak@hermes‐exhibitions.com VENUE ADDRESS Cape Town International Convention Centre (CTICC) Convention Square, 1 Lower Long Street, Cape Town, 8001, South Africa Tel: ++27 21 410 5000 Fax: +27 21 410 5001 Web: www.cticc.co.za 4 SECTION 2: Timetables Sunday, September 14 Exhibition Timetable Set up Space Only Booths 10:00 – 22:00 Shell Scheme Booths 13:00 – 22:00 Monday , September 15 08:00 – 22:00 Exhibition hours 09:30 – 20:30 Tuesday , September 16 (or end of Welcome Reception) Wednesday, September 17 09:30 – 16:30 Thursday, September 18 09:30 – 16:30 Friday, September 19 09:30 – 14:30 Breakdown . Friday, September 19 *14:30 – 22:00 *Dismantling of the stands before the official closing hour is not permitted. 5 Please note: Empty crates and packaging material must be removed/stored after set‐up no later than 22:00 on Monday, September 15, 2014. All aisles must be clear of exhibits and packaging materials to allow for cleaning. Any equipment, display aid or other material left behind on Friday, September 19, 2014 after 23:00 will be considered discarded and abandoned. It is the exhibitor’s responsibility to dispose of all materials after dismantling. Any charges incurred for waste removal will be sent to the exhibitor. Please contact the Official Shipping Agent for available storage options (see Section 1: Contact information). Exhibitors are asked NOT to dismantle their stands before stipulated time. All stands must be completely removed by the stipulated time. The organizers and/or Cape Town International Convention Centre will not take responsibility for loss or damage. Exhibitors must take full responsibility for the items on their stand for the duration of the event until everything is cleared from their stands. An updated Timetable can be found at on the WSAVA 2014 Congress website by clicking here. Welcome Reception: You are cordially invited to the Welcome Reception held in the Exhibition area on Tuesday, September 16, 2014 at 19:00. 6 SECTION 3: Deadlines Table Submission of Exhibition Forms Staff Hotel Reservation Deadlines Contact Person As soon as possible [email protected] Designed Stand Approval (space rental stands only) ‐ COMPULSORY Friday, August 15 Stand Plan Diagrame ‐ COMPULSORY Friday, August 15 [email protected] [email protected] Badge Order Friday, September 5 [email protected] Lead Retrieval Wireless Barcode Reader Friday, September 5 [email protected] Text For Fascia (Shell Scheme Booths Only), Stand Construction & Fittings, Furniture Hire, Graphics, Audio Visual Equipment, Flowers, Hostesses Telecoms, Parking, Stand Security, Stand Cleaning, Plumbing, Access Equipment/Operators, Rigging, Satellite Connections, Electrical Fittings, Wireless Access, Information Technology Friday, August 29 All services are to be ordered and paid for upfront. Order placed after the deadline date is subject to a 20% surcharge Friday, September 5 All services are to be ordered and paid for upfront. Order placed after the deadline date is subject to a 20% surcharge Friday, September 5 Stand Catering & Beverage Catering is exclusive to the CTICC. A corkage fee would be applicable should an exhibitor want to bring food onsite Payment of Invoice Balance As soon as possible Airfreight Shipments – arrival to Cape Town International Airport (CPT) Shipment via Warehouse Exhibition goods ‐ Direct Deliveries to Congress Venue [email protected] [email protected] [email protected] Monday, September 1 Wednesday, September 10 zehavitak@hermes‐exhibitions.com Sunday, September 14 7 SECTION 4: Exhibition Stands code for the table – it is TST004, and conference chair (CHS002) To ensure the smooth and efficient installation and dismantling of your booth, an official Stand Builder has been appointed see SECTION 1: Contact Information. Booth furniture and accessories are available for rent, please refer to order forms at the end of this manual. Shell Scheme Package that has been pre‐booked from Kenes includes: Walling Fascia Board with 1 x Fascia Name 1 x 15A Plug Point 2 x 150W Black Spots ¼ x 32A Single Phase Distribution Board 1 x standard trestle table (TST004) 2 x conference chairs – (CHS002) Carpet * Individual panel size: 2393mm high x 963mm wide ‐panel 2380mm high x 950mm wide –visible ** 28‐30 characters, including spaces, may be written on your fascia. Please send your fascia text order form to: [email protected] no later than Friday, August 29 Please note: Corner stands are provided with two open sides Cleaning is not included with your shell scheme 8 If you require additional stand equipment (Furniture, Graphics, Flowers, etc.), please contact the official stand contractors (see SECTION 1: Contact Information) or refer to the order forms at the end of this manual. If you require services provided by the CTICC, kindly visit the CTICC website and complete the online services booking order form at: http://www.cticc.co.za/exhibition‐services Alternatively, you may contact the CTICC Exhibitor Services Department: Tel: + 27 21 410 5000 Fax: +27 21 410 5191 Email: [email protected] 9 Technical Info and Regulation for Shell Schemes Booths 1. All basic shell scheme booths will be designed and built by the Official Contractor. 2. Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment (e.g. spotlights) within the booth should indicate clearly on the location plan and forward it together with clear instructions to the Official Contractor before Friday, August 29. 3. No shell scheme booth‐fitting or display(s) may exceed a height of 2.5 meters or extend beyond the boundaries of the site allocated. This includes company names, advertising materials and logos provided by the exhibitor. 4. No tape, nail or fixture of any kind is allowed to be affixed to the partitions, floor, ceiling or fascia. Exhibitors are liable to any damage caused to their booth fixtures, fittings at the fair. 5. All furniture and electrical items included in the Scheme Package are not exchangeable. 6. An exhibitor occupying a booth at the corner can request to close the additional side(s). If the Official Contractor is not being notified in writing before Friday, August 29, it will be assumed that the exhibitor will opt for opening on the additional side(s). 7. Exhibitors requiring additional equipment should contact the Official Contractor latest by Friday, August 29. 8. No painting is allowed; no usage of nails or screws. 9. Double sided tape can be used to affix lightweight items.. Velcro can be used as well (male & female) 10. The contractors will provide special hooks to support heavy products. 11. It is possible to use fishing line (nylon) to hang pictures etc. 12. Damaged panels will be charged to the exhibitor causing such damage. 10 Technical Info and Regulation for Space Rental Stands Exhibitors using independent contractors are required to submit the following for approval no later than Friday, August 15, 2014 to the attention of Elianne Baran Ganot at: [email protected] 1. A scaled drawing (including elevation views) of the proposed booth to be built. 2. Stands above 3 meter should send a structural engineering certificate with a 3D render of the stand. 3. A list of all Electrical appliances to be installed in the booth. 4. Contractors are requested to complete the Acknowledgement – Service Provider/Contractor (the last page of the Induction training document) and bring along a copy of their ID or passport. 5. Access Regulation Documents / Contractors Entrance (Custom Stand) ‐ All stand builders are requested to complete and submit the access regulation document to gain access into the building. This is in accordance with the CTICC Rules and Regulations and the Induction Process provided by CTICC. All exhibits are to be displayed so as to avoid blocking aisles, obstructing adjoining booths, or damaging the premises Exhibitors are kindly requested to allow sufficient see‐through areas that ensure clear views of surrounding exhibits. Multi level structures are not permitted. The Organizers will NOT approve stands that do NOT comply with the accepted standards until the necessary changes have been made. Work cannot commence until the exhibitor layout is approved by the Organizers and the venue. Exhibitors are required to submit the name and contact details of their respective construction by Friday, September 5, 2014 to: [email protected] 11 If you require additional stand equipment (Furniture, Graphics, Flowers, etc.), please contact the official stand contractors (see SECTION 1: Contact Information) or refer to the order forms at the end of this manual. If you require services provided by the CTICC, kindly visit the CTICC website and complete the online services booking order form: http://www.cticc.co.za/exhibition‐services Alternatively, you may contact the CTICC Exhibitor Services Department: Tel: + 27 21 410 5000 Fax: +27 21 410 5191 Email: [email protected] 12 SECTION 5: Exhibition Technical Information Hall Specs Halls Names: Exhibiton Halls 1A, 1B, and 2. All located on LEVEL 0 (see CTICC floor plan on page 21). Maximum Build‐up Height: is 5 meters. However, should your stand exceed 3 meter height you would require a structural engineering certificate with a 3D render of the stand which needs to be submitted to the orgenizer and to the CTICC for approval. Any part facing neighboring stands that is above 2.5 meter in height needs to be designed with neutral surface (white). Rigging Options: Rigging is permitted. Please keep at least 3m free from the ground and maximum 6 meter measuring from the ground to the top of the suspended banner. CTICC has a contracted preferred supplier for rigging. Please note that access equipment for rigging purposes is not included in the rigging quote from the supplier. Access equipment is to be ordered separately and is an additional cost to the client’s account. This will apply to both build–up and breakdown. For more information please refer to BANNER HANGING AND RIGGING REGULATIONS on next page. Floor Finish: Concrete. Carpeting is recommended. Platform: Please note that if your booth floor platform is higher than 4.5 cm, you are required to provide a ramp for handicapped access. Electrical Connections: Electrical fittings have to be installed by the designated CTICC electrical contractor. Any electrical equipment brought onto the CTICC premises must comply with the South African Electrical Regulations and the Occupational Health and Safety Act (OHS). Please also note that a Certificate of Compliance (COC) is to be produced for 3 Phase Power Connections. Should this not be the case, equipment will be removed immediately from the premises at the exhibitor’s expense and charges for any damage caused by faulty equipment will apply to the exhibitor. Please note: Charges for electrical consumption will be payable by each exhibitor. Exhibitors will be charged per consumption after the close of the Exhibition. Kindly note the cost is 90 cents per KILO WATT per hour. Electrical Adaptor: Please remember that a special electrical socket is being used in Cape Town. 13 Banner Hanging and Rigging Regulations The ceiling in the Exhibition Halls is concave in shape with the highest point being 18m and the lowest 10m. The maximum weight to be hung from the ceiling is 600kg per node to a maximum of 3000kg per beam. Displaying of banners in specified areas, where hanging bars are available is permitted provided that they do not create any obstruction to venue signage. Hanging of banners or flags above stands in the Exhibition Halls is based on mutual agreement between the event organizer and CTICC. The CTICC has a preferred supplier to handle all rigging requirements, from the hanging of simple signs, banners, and lights to even cars. The CTICC’s accredited preferred supplier is fully compliant with national safety standards. Further requirements include: All banners require the approval of the CTICC management prior to hanging. All banners are to be delivered on the FIRST day of build-up. Late delivery will incur a surcharge. All banners have a minimum of 2 points of suspension; if more are required these will need to be cost accordingly. Banner position and height to be agreed upon in writing before installation. The organizer is to provide an overall décor installation plan prior to build-up. Banners must be double sided. Single sided banners that need to be put together on site will incur a surcharge. Banners must have a suspension bar both top and bottom (including finials). Sewn sleeves must easily accommodate the suspension bar, which must protrude a minimum of 50mm on both sides of the banner. The event organizer must ensure that banners are cleaned and prepared. Banners can only be hung from areas accessible by the cherry picker or rope access. Banners can only be hung from areas where there are appropriate hanging bars and weighting. Banners are to be constructed from flat fabric, and have no lighting or other attachments. Banner design and or production must be organized and confirmed at least two (2) weeks prior to build-up. 14 Access to The Cape Town International Convention Centre The CTICC is located in the city centre beneath Table Mountain, and is only a 20‐minute drive from Cape Town International Airport. Marshalling Yard The CTICC’s marshaling yard comprises 5 000m² and is situated adjacent to the Exhibition Halls. Each Exhibition Hall, except Hall 1B, directly accesses the marshaling yard via 5m x 7m doors. The yard is easily accessible and reduces build‐up and break‐down times for functions in the Exhibition Halls. Access Regulation Documents/Contractors Entrance (Custom Stand) All stand builders are requested to complete and submit the access regulation document to gain access into the building. This is in accordance with the CTICC Rules and Regulations and the Induction Process provided by CTICC. 15 Parking The CTICC offers multi‐access parking to exhibitors at R40.00 per day per vehicle in P1. Exhibitors will be able to purchase from the CTICC Exhibition Services desk next to the Organizers Office. Tickets will only be sold during build up and the first day of event ONLY until 14:00. Exhibitors can purchase with credit card or cash at the Parking Desk. Exhibitors/Delegates who purchase these tickets will automatically receive free build‐up and break‐down tickets. Upon entrance into the marshalling yard, exhibitors will have to take a ticket from the parking machine, this will be valid free for 30 minutes and the following charges will apply should exhibitors exceed 30mins (applicable on event days): o o o o o o o o 0 minutes ‐ 30 minutes FREE 30 minutes – 1½hr …… R18 1½hr ‐ 2½hr…………….. R28 2½hr ‐ 3½hr………………R40 3½hr ‐ 4½hr…………… R45 4½hr ‐ 5½hr…………… R52 5½hr ‐ 8hr………………..R55 8hr ‐ 12hr………………..R65 o 12hr – 24hr………………(From 12hrs an additional R15.00 is charged thereof) o Lost Ticket……………….R100 Please use the pay stations in P3 Parking foyer. 16 The reason for this is due to the fact that exhibitors should offload within the allotted 30 minutes and then move their vehicles to either P1 or P3 thereafter. These P1 and P3 tickets can then be exchanged at the exhibitor parking desk in the exhibition hall, for free parking during build up and breakdown on the condition that the exhibitor purchases event day tickets at a cost of R40.00 per day. The only exception to this rule will apply to trucks and vehicles that cannot fit in our P1 or P3 parking lot and that are not parking overnight, but rather offloading in the marshalling yard on a daily basis. These vehicles will also receive free build up and breakdown tickets on the condition that event day parking tickets are purchased at a cost of R40.00 per day. Please note that should vehicles that can fit in P1 or P3 wish to park in the marshalling yard or should vehicles wish to park in the marshalling yard overnight, tickets will be at a cost of R115.00 as opposed to R40.00. 17 Exhibition Floor Plan (As of June 9, 2014) Exhibiton Halls 1A + 1B + 2, located on LEVEL 0 18 List of Exhibitors (As of June 9, 2014) Company Afrivet AQUATREAD Bayer (PTY) Ltd Biogal Galed Labs Acs Ltd BRIEF MEDIA BSAVA Cipla VET Cube Route Elanco ESAVS EXAMION Genia Hill's Icare Finland Oy IDEXX JUROX Karl Storz K‐Laser USA Kruuse A/S Kyron Laboratories Pty Lt Lomaen Medical Midmark EMEA Ltd Booth # 85 54 73 38 84 109 14 6 11 112 23 27 16 51 8 53 70 108 17 87 75 93 Size 12 8 12 12 9 9 35 50 25 9 9 12 70 9 35 9 12 9 25 12 12 12 Layout Shell Scheme Shell Scheme Shell Scheme Space only Shell Scheme Space only space only Space only Space only Space only Shell Scheme Space Only Space only Shell Scheme Space only Shell Scheme Space only Space only Space only Shell Scheme Space only Shell scheme 19 List of Exhibitors (continue) Company Molecular Diagnostic Services MSD Animal Health NAVC Otomys Software Solutions PACK LEADER PET PRODUCTS Protexin Veterinary RANDOX LABORATORIES (SA) (PTY) Ltd Raymain Instruments SAVA SAVC SonoScape Company Limited Spectrum Labs Taylor & Francis The college of Animal Welfare UNISA Veterinary Instrumentation Veternary Nurse Association of South Africa Virbac Votem Co, Ltd. Wiley Publishing Zoetis Booth # 88 15 110 49 76 24 78 43 76A 111 21 39 82 46 81 72 79A 30 102 94 9 Size 12 35 9 6 18 12 9 6 9 9 16 9 9 6 9 12 6 24 12 9 50 Layout Space only Space only Shell Scheme Shell Scheme Shell Scheme Space only Shell Scheme Shell Scheme Shell Scheme Shell Scheme Shell scheme shell scheme Shell Scheme Shell Scheme Shell Scheme Shell Scheme Shell Scheme Space only Shell Scheme Shell Scheme Space only 20 CTICC Floor Plan 21 SECTION 6: Exhibitor Badges All Exhibitors are required to be registered and will receive a badge displaying the exhibiting company’s name. Individual participant names will NOT appear on badges and may be used interchangeably between staff members. Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm thereafter. Any additional staff members will be charged an exhibitor registration fee of US$ 150. Eexhibitors’ badges give free access to the Exhibition area, Coffee Breaks, Lunches and Welcome Reception. For additional badges, please use the Exhibitor registration form on the next page. Please return the form to the attention of Elianne Baran Ganot at: [email protected], no later than Friday, September 5, 2014. All personnel are required to wear badges to access the venue. Company representatives not wearing their badges will NOT be allowed to access the exhibition. Company name badges are for the use of company personnel for booth staff purposes only and should not be used by companies to bring visitors into the Exhibition. Exhibitor’s badges will not be mailed in advance and may be collected at the Registration Desk on arrival. Contractors Access during set‐up and breakdown times All contractors are requested to complete the Acknowledgement – Service Provider/Contractor (the last page of the Induction training document) and bring along a copy of their ID or passport. 22 Exhibition Badge Order Form Please return to Elianne Baran Ganot at: [email protected] no later than Friday, September 5, 2014. Company: _________________________________________ Email: _______________________________________ Contact name: _____________________________________ Tel: __________________ Fax: ___________________ All stand personnel are required to register. Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm thereafter. Any additional stand personnel will be charged US$ 150 per exhibitor badge. These badges are for Company personnel and will not entitle access to the Scientific Sessions. Please note that individual participant names will not be written on the badges. Only the company name will appear. Registered stand personnel will receive: Badge with Company name Access to the Exhibition Hall Entrance to Welcome Reception Tea / Coffee / Lunches during official breaks A maximum of 25 letters can be printed on the badge. Please indicate in the box below how you would like your company name to appear: Please indicate the total number of badges required. An invoice will be sent for all additional badges. Description Free Badges Additional Badges Total Cost Quantity Total Cost US$ 150 23 SECTION 7: Lead Retrieval Wireless Barcode Readers Lead Retrieval Wireless Barcode Readers are a helpful tool for collecting participants contact information about participants who visit your booth or attend your Congress. For further information about barcode readers, please visit the following website: http://www2.kenes.com/Manuals/Documents/How_to_Use_the_New_Kenes_Barcode_Scanner.pdf The Smart Scanner On‐line comments per scanned badge On‐line expanded participant info Hand held Cost per unit ‐ US$ 450 The Mini Scanner No editing capabilities Basic participant info Pocket size Cost per unit ‐ US$ 350 Please Note: Barcodes on participants' badges contain contact information as supplied by the registrant or the agency responsible for the registration process of that participant. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details. In addition, please note that neither Kenes International nor the Organizing Committee is responsible for the content of the information. In order to reserve your Lead Retrieval Wireless Barcode Reader, please return the Order Form on the following page. 24 Order Form ‐ Lead Retrieval Wireless Barcode Reader Please complete the following Order Form. Please note, if the system is not returned to the Exhibition Manager one hour after the exhibition closing hour, an additional US$2,000 charge will be made to your credit card. In accordance with the security measures taken by credit card companies, please complete the following form in your own handwriting and sign. Please mail this form no later than Tuesday, September 5, 2014to the attention of Elianne Baran Ganot at [email protected] Number of Smart Scanners Requested: ______________________ (US$ 450 per unit) Number of Mini Scanners Requested: _______________________ (US$ 350 per unit) Company Name: ________________________________________ Email Address: __________________________________________ Telephone Number: ______________________________________ Card Type: Visa / MasterCard / AMEX: _______________________ Credit Card Number: _____________________________________ Expiration Date: _________________________________________ Security Digits (on the back of the credit card): ________________ Name of Card Holder: ____________________________________ Date: __________________________________________________ SIGNATURE of Card Holder: _______________________________ 25 SECTION 8: Rules & Regulations and General Information Binding for all Exhibitors and their subcontractors Security Safety and Security of Material. Please do not leave any bags, boxes or suitcases unattended at any time, whether inside or outside the exhibition are. The congress secretariat and organizers cannot accept liability for loss of or damage to private property or goods. The Organizers will provide security guard service in the exhibition hall during off‐show hours. Neither Cape Town International Convention Centre (CTICC) nor the Organizers can accept responsibility for the security of the stands and their contents and for damage to, or theft of any goods. Exhibitors are fully responsible for the security of their stand and equipment. For ordering additional security, please refer to SECTION 10: Official Congress Contractors and Exhibitor Information. Stand Cleaning The Organizers will arrange for general cleaning of the exhibition premises (excluding exhibits and displays) prior to the opening of exhibition and daily prior to opening thereafter. For ordering daily stand cleaning, for more information please refer to SECTION 10: Official Congress Contractors and Exhibitor Information. Waste Removal Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. Any discarded waste, including promotional material, left behind will be removed by the Organizers at the expense of the exhibitor concerned. Smoking The WSAVA 2014 Congress is a non‐smoking Congress. 26 Disposal of Material It is obligatory to collect and dispose of all material during the breakdown or dismantling of the event. When the dismantling period is over, the exhibitor loses any right to claim for losses or damage to property left behind and any costs incurred by the venue in removing this property will be charged to the exhibitor. Damage to the Premises Exhibitors are liable for all damage caused to floors, walls and pillars during the installation, exhibition and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls and pillars. Fire Insurance (compulsory) Exhibitors must be insured against fire. Fire Regulations (General). Stand material and fittings must be of non‐inflammable materials or impregnated with fire‐retardant chemicals. As a general rule, easily inflammable synthetic substances, foam polyester, and non‐fireproof straw and reeds are prohibited. For more information please refer to SECTION 10: Official Congress Contractors and Exhibitor Information. Poster Hanging, Banners etc. Hanging of posters, banners or decals, stickers or similar things, on the walls, floors, ceilings or columns within or outside the installations of Cape Town International Convention Centre (CTICC) is not allowed without prior written authorization. For more information please refer to SECTION 10: Official Congress Contractors and Exhibitor Information. Liability Insurance You are obliged to have a public liability insurance that covers all injuries to persons and damages which might cover in connection with the exhibition. We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer. 27 Insurance (Compulsory) Neither the Organizers nor The CTICC, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage. The Organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance, and shall hold harmless the Organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended‐coverage policy. Exhibitors are personally liable for all expenses incurred by the organizer or by third parties in regard to technical services provide Promotional Activities All demonstrations or instructional activities must be confined to the limits of the exhibition stand. Advertising material and signs may not be distributed or displayed outside the exhibitor’s stands. Sound equipment must be regulated and directed into the stand so that it does not disturb neighboring exhibits. The Exhibition Management reserves the right to require the exhibitor to discontinue any activity, noise or music that is deemed objectionable. Special Effects Special effects lighting, live music, smoke and laser projection may not be used in the stands. No permission will be given for projection in the aisles or on the walls of the hall. Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein. 28 SECTION 9: Shipping, Tariffs, Material Handling & Shipping Labels CUSTOMS CLEARANCE & FREIGHT HANDLING Hermes‐Exhibition and Projects, Ltd. Ms. Zehavit Akerman Tel: +49 69 747 848 Mobile: +972 52 511 4982 Email: zehavitak@hermes‐exhibitions.com 29 Dear Exhibitor/Stand Builder, Hermes‐Merkur is the official handling agent for KENES congresses in 2014. We are a full door to door service company, and sole on site logistics contractor. As such, we are pleased to update you regarding the services and guidance as how we dispatch shipments to the event. Onsite Handling Due to security, insurance and organizer policy, Hermes‐Merkur is the exclusive handler inside the venue. No other company is permitted to handle cargo within the venue. Please note that companies, stand builders & PR companies may make their own arrangements to deliver and retrieve goods directly to the warehouse/venue entrance. Contact Details Hermes Exhibitions & Projects Ltd. Contact: Ms. Zehavit Akerman Tel: +49 6173 966 95 28 Mobile: +972 52 511 4982 E‐mail: zehavitak@hermes‐exhibitions.com Please note these important dates: Service Deadline Airfreight Shipments Arrival to Cape Town International Airport (CPT) Monday, September 1 Wednesday, September 10 Shipment via Warehouse Exhibition goods ‐ Direct Deliveries to Congress Venue Sunday, September 14 Shipment Categories All shipments must be packed, labeled and sent according to the appropriate category. Please use only the attached labels. Please do not mix different types of shipments in one box. Categories Exhibition goods-for exhibition stand only Services, Delivery Address and Shipping Instructions 1. Airfreight Shipments Please send all airfreight shipments to Cape Town International Airport (CPT) only. Please note: Freight should be paid up to arrival Cape Town port Airway Bill (AWB) must be sent prepaid and consigned to: EXHIBITION FREIGHTING G.S.M. UNIT 11A , PLATINUM JUNCTION SCHOOL STREET, MILNERTON 7441 SOUTH AFRICA FOR - WSAVA 2014 NOTIFY PARTY:EXHIBITION FREIGHTING G.S.M. TEL: (021) 552 7248 FAX: (021) 552 2349 IMPORTANT!!! Please do not send any airfreight shipment unless you receive our confirmation regarding invoice and packing list. Documents Original AWB, BL & Proforma Invoice must be received 2 working days prior to goods arrival. The above instructions are for Airfreight Shipments only! 2. Courier / LOCAL delivery Address – for customs cleared items. Warehouse Address: Exhibition Freighting GSM c/o Freight Management 18 Railway Road Montegue Gardens 7441 Tel: +27 21 552 7248 Ctc: Chantal / Jacqui EXHIBITION – WSAVA 2014 3. Direct Deliveries to Congress Venue Domestic Cargo / Courier Shipments / Full Load Trucks Exhibition goods will be accepted from Sunday, September 14 after 08:00 am Delivery Address: Cape Town International Convention Centre (CTICC) Convention Square 1 Lower Long Street Cape Town 8001, South Africa Wood packaging regulations ALL IMPORT / EXPORT WOOD PACKAGING MATERIALS must carry an ISPM 15 MARK (International Standard of Phytosanitary Measures) Wood packing material used in supporting , protecting, or carrying a commodity, includes inter‐alias, cases, crating, dunnage, wooden drums, load boards, packing blocks, pallets, pallet collars, and skids, excluding plywood, particle board, orientated strand board and veneer, sawdust. Customs Requirements ‐ Temporary Imports (South Africa) South African Customs is a signatory to the ATA Carnet agreement and exhibitors may use this document when shipping their goods. Shipments covered by ATA Carnets are exempt from payment of any tax or duties for the period of temporary importation. Please check with you local Chamber of Commerce for more information on the application of ATA Carnets. All goods imported under this method MUST BE RE‐EXPORTED. Should this system not be available to you, a deposit will be lodged with Customs on your behalf for which a Bond Fee is charged. In this instance, each exhibitor should provide a commercial invoice to include the following phrase: Goods are for display purposes only at the ........................ exhibition and will be returned after the close. Customs Requirements ‐ Permanent Imports (South Africa) Goods that are intended to remain in South Africa fall into two categories; "Consumables" and "Goods already sold." Commercial Invoices raised to cover these should include the following phrases as applicable: Consumables "Goods are for free distribution purposes only at the....... exhibition." Goods already sold : "Goods are for permanent entry into the Republic of South Africa". PLEASE NOTE ‐ Duties, taxes and a disbursement fee at 10% are levied on permanent imports and will be debited to you once known. Many goods require an Import Licence prior to entry into South Africa. Where goods have been sold prior to arrival, please ensure that the buyer is in possession of same where applicable. Exhibition Freighting G.S.M. cannot be held responsible for demurrage incurred where an Import License has not been obtained. Import Licences take 6‐7 weeks to obtain. Restricted Items We do not recommend that you ship any foodstuffs, beverages, alcohol or plants to the exhibition and would suggest that you purchase your requirements locally. If it is essential that you bring any of these items, they must be packed and documented separately. To avoid any delays to your main shipment, it should also be sent under a separate HAWB or House Bill of Lading. Duty will be levied on such items and this coupled with high clearance charges will make the exercise uneconomical. A special import license is also required and this may not be forthcoming, therefore any additional costs which may result, will be charged out at cost plus a 10% disbursement fee. Customs Examination Authorities are very thorough in their examination of goods. On previous exhibitions, every case has been opened and the contents have been carefully checked against the invoice/packing list. We suggest that all products have a serial number. For stand material we require photographs together with your invoice/packing list. To help South African Customs with their examination, please supply 2 copies of descriptive/illustrated brochures together with your invoice/packing list. It is completely at the discretion of the Customs Officer whether exhibits are accepted under the temporary import facility. Should exhibits not be easily identifiable, Customs have the right to revoke the temporary import and can insist on duties being brought to account. Certificates of Origin In terms of the South African SARS Act, it is instructs that ALL shipments that arrive in South Africa, from outside of ZA borders, are to be accompanied by with the following documents: Commercial Invoice Packing List DA59 / Certificate of Origin / EUR1 / SADC Certificates To date this Act has not been fully instituted. Customs are now stopping shipments checking for these documents. Whilst we may successful in clearing most shipments, without the Certificate of Origin, we do suggest that shipments get sent with a Certificate of Origin. Foodstuffs Please also note, that for any foodstuffs, Customs now require that both the Port Health & State Vet examine the goods, and this has now become a 2 – 3 day exercise. Please check with us, what documentation is required, prior to shipping any goods. NOTE: Goods intended for PERMANENT AND TEMPORARY ENTRY into South Africa MUST BE PACKED SEPARATELY in accordance with the method of entry required (PERMANENT, TEMPORARY OR ATA CARNET) THE INDIVIDUAL WEIGHTS FOR PERMANENT IMPORT & TEMPORARY IMPORT MUST BE SHOWN ON THE INVOICE. THIS IS CRITICAL FOR WHEN THE GOODS GET RE‐EXPORTED AGAIN. Commercial Shipping Invoices (please use attached invoice) Where goods are not covered by an ATA Carnet, a commercial invoice must be raised per method of entry to include the following: Consigned :EXHIBITION FREIGHTING G.S.M. UNIT 11A , PLATINUM JUNCTION SCHOOL STREET , MILNERTON 7441 SOUTH AFRICA EXHIBITOR NAME………………………. STAND NO…………………… WSAVA 2014 Notify: EXHIBITION FREIGHTING G.S.M. TEL: (021) 552 7248 FAX: (021) 552 2349 PLEASE NOTE ‐ South African exchange control requires that funds may only be remitted against Customs stamped documents. Therefore, if goods are intended for sale the true value must be reflected on the initial commercial invoice. Goods that are entered for temporary import (not on an ATA Carnet) may also be sold but will be removed to our warehouse to await finalization of Customs formalities. For European Union Countries To enjoy preferential (EU) rates of duty, please ensure that the –suppliers invoices for consignments with a value of Euro6000 or less, needs to be endorsed, signed and stamped with the following declaration:“The exporter of the products, covered by this document declares that, except where otherwise clearly indicated, these products are of EU – preferential origin” (sign & stamp). NB – the original invoice needs to be presented to Customs in South Africa to qualify for the preferential duty status before we can obtain release of the consignment in South Africa. Note: the shipment will be stopped for 2 days, for the original SIGNED & STAMPED invoice to be presented. Failure to do so, will result in penalties, which will be for your account. suppliers invoices for consignments with a value of Euro 6000 or more, needs an Original Euro1 Certificate & the following declaration: “The exporter of the products, covered by this document Customs Authorisation No. (insert No.) declares that, except where otherwise clearly indicated, these products are of EU – preferential origin” (sign & stamp). NB – the original Euro 1 Cert. & invoice needs to be presented to Customs in South Africa to qualify for the preferential duty status before we can obtain release of the consignment in South Africa. Packing List Packing lists should be raised in accordance to method of importation either temporary or permanent importation. Serial numbers for temporary importations should be listed per item. NOTE: Goods intended for PERMANENT AND TEMPORARY ENTRY into South Africa MUST BE PACKED SEPARATELY in accordance with the method of entry required (PERMANENT, TEMPORARY OR ATA CARNET)THE INDIVIDUAL WEIGHTS FOR PERMANENT IMPORT & TEMPORARY IMPORT MUST BE SHOWN ON THE INVOICE THIS IS CRITICAL FOR WHEN THE GOODS GET RE‐EXPORTED AGAIN. Courier Shipments Shipment cannot be send directly to the venue, as there is no receiving procedure or any storage facility. Exhibition Freighting G.S.M. ACCEPTS NO LIABILITY OR RESPONSIBILITY FOR SHIPMENTS SENT BY COURIER AND HAVE NO INVOLVEMENT IN OR INFLUENCE ON CUSTOMS CLEARANCE UNLESS SENT AS PER THE AIRFREIGHT CONSIGNEE INSTRUCTIONS. Hand Carried Goods DO NOT HAND CARRY EXHIBITS, DISPLAYS OR PRINTED MATERIAL INTO SOUTH AFRICA AS EXCESS OR ACCOMPANIED BAGGAGE. Exhibition Layout Plans If you are exhibiting equipment that requires the use of heavy lifting equipment, please supply us with a to-scale layout plan of your stand so that we may position such items early during the build-up period. Drawings should accompany your pre-advice. We will assist with the physical unpacking and installation of exhibits, however, exhibitors must supervised and be responsible for these operations. Similarly, exhibitors must supervise the dismantling and repacking of exhibits, especially for delicate and heavy equipment. If exhibitors arrive on-site late or instructs us to arrange the repacking on their behalf, we shall handle this procedure only at the exhibitor’s risk. Insurance Please note – whilst every care is taken to ensure the safe transit of your exhibits, unfortunately we cannot accept liability for 3RD party claims. Please note that it is the responsibility of each exhibitor to cover their consignments with a fully comprehensive all risks Marine Insurance Policy from the time of dispatch up to and including the return of exhibits to country of origin, or other destinations (inclusive of the whole period whilst in South Africa) We cannot insure your cargo unless specifically requested to do so in writing. Please ensure you receive an acknowledgement from us.! The insurance is to include the following –Fire & Perils insurance ,Theft ,Sasria ,Riot Cover. Dangerous Cargo Exhibitors need to complete a special form for dangerous goods. These forms will be provided upon request and the completed forms should reach us before shipment is dispatched. There will be surcharge of 100% for handling this kind of shipment. Heavy & Oversized Shipments A heavy and oversized shipment applies to any single exhibit in excess of 1000 kg and 5 CBM that requires the use of a forklift mobile crane for installation. Exhibitors with heavy and oversized exhibits must inform us at least seven days prior to delivery. A detailed layout should also be provided to better assist our onsite operations. Payment Terms In order to ensure move in/out of your shipment/s, please complete and sign the attached Material Handling form/payment confirmation and return it to our attention. Please note that your signature will be used as payment guarantee based on the general tariff. Please notify “Hermes ” immediately about any requirements relating to invoices. All invoices must be settled by exhibitors/contractors and agents in advance of the congress. In case of non‐payment of invoices, shipments will be held in storage until the invoices are paid in full. Please note that tariff is in South African rand, will be converted into US$ on the invoice date. Any services not outlined in the attached tariff will be quoted on an individual basis. Terms and conditions All orders are accepted exclusively on the basis of the SA forwarders terms and conditions. We wish you a successful experience! Hermes‐Merkur 1.1 Air Freight S A Rand From free arrival Cape Town airport up to free delivered booth including: Transfer from airport to the warehouse Transfer from warehouse to the show site Delivery to the booth 1 CBM = 333 KG Minimum per shipment Above 300 kg Above 500 kg Above1000 kg Airport Handling Minimum per shipment Above 500 kg 2,775.00 22.00 / Kg 21.50 / Kg 20.70 / kg 708.75 1.42/ Kg Taxes, storage, fees etc. will be calculated as per outlay, Fees for an advanced payment + 10% for pre payment 1.2 Handling via warehouse custom cleared From free arrival warehouse up to Free delivered booth including: Intermediate storage 1CBM = 333 KG Courier Shipment Shipments up to 100 Kg Above 100 Kg Truck shipments Per CBM or part off Handling fee- per shipment 1,499.00 14.75/ kg 1,500.00 1,363.00 1.3 Direct delivery to venue From free arrival venue up to free delivered stand, first time spotted 1CBM = 333 KG Per CBM Truck 60M/12 M per CBM Porters per hour 370.00 297.00 135.00 2. CUSTOMS FORMALITIES 2.1 Carnet ATA Temporary importation under ATA Carnet 2,963.25 2.2 Temporary Importation Temporary importation and/or re-exportation with commercial invoice Customs bond fee 3% CIF Value Cancellation fee 0-40,000 40,001-80,000 80,001-160,000 Min 2,963.25 1,600.00 1,485.00 2,349.00 3,555.00 Above this value please apply for special permission 2.3 Permanent Importation Per shipment/ per document/ per exhibitor Duties & Taxes, as per outlay. Fees for an advanced payment of duty & tax + 10% for pre payment 2,963.25 2.4 Customs inspection Per hour or part off - Min 1 hour 877.50 2.5 Special Clearances Food, beverages, pharmaceuticals etc…. Upon request 3. OTHERS Handling of empties (including storage) Forwarding commission - per order/shipment On-site representative for service/support Fumigation if applicable per pallet 688.50 / CBM / Min 2 CBM 708.75 708.75 1,110.00 4. OUTBOUND Same rates will apply for outbound services Remarks The above rates do not include local VAT that will be charges where applicable The above rate are for services provided normal working hours Sunday & Holidays additional 50 % on total move in / out charges LABEL – EXHIBITION GOODS ONLY 1. PLEASE PASTE - ONTO 2 SIDES OF YOUR BOXES 2. PLEASE PRINT – AND HAND TO YOUR SHIPPING AGENT ***** DELIVERY MUST BE MADE IN SOUTH AFRICA :******* BEFORE – 2 SEPT. 2014 EXHIBITION FREIGHTING G.S.M. UNIT 11A, PLATINUM JUNCTION SCHOOL STREET, MILNERTON 7441 SOUTH AFRICA NOTIFY PARTY: EXHIBITION FREIGHTING G.S.M. TEL: (021) 552 7248 FAX: (021) 552 2349 EXHIBITION: WSAVA 2014, Cape Town NAME OF EXHIBITOR: BOOTH NUMBER: BOX NUMBER: _____ OF ______ GROSS WEIGHT: __________(kgs) COUNTRY OF ORIGIN: DO NOT SEND BY COURIER SENDER: ADDRESS: LABEL – EXHIBITION GOODS ONLY 1. PLEASE PASTE - ONTO 2 SIDES OF YOUR BOXES 2. PLEASE PRINT – AND HAND TO YOUR SHIPPING AGENT ***** DELIVERY MUST BE MADE IN SOUTH AFRICA :******* BEFORE – 2 SEPT. 2014 Exhibition Freighting GSM c/o Freight Management 18 Railway Road Montegue Gardens 7441 Tel: +27 21 552 7248 Ctc: Chantal / Jacqui EXHIBITION: WSAVA 2014, Cape Town NAME OF EXHIBITOR: BOOTH NUMBER: BOX NUMBER: _____ OF ______ GROSS WEIGHT: __________(kgs) SENDER: ADDRESS: COUNTRY OF ORIGIN: Courier / LOCAL delivery Address – for customs cleared items LABEL – EXHIBITION GOODS ONLY 1. PLEASE PASTE - ONTO 2 SIDES OF YOUR BOXES 2. PLEASE PRINT – AND HAND TO YOUR SHIPPING AGENT ***** DELIVERY MUST BE MADE IN SOUTH AFRICA :******* BEFORE – 2 SEPT. 2014 Cape Town International Convention Centre (CTICC) Convention Square 1 Lower Long Street Cape Town 8001, South Africa EXHIBITION: WSAVA 2014, Cape Town NAME OF EXHIBITOR: BOOTH NUMBER: BOX NUMBER: _____ OF ______ GROSS WEIGHT: __________(kgs) SENDER: ADDRESS: COUNTRY OF ORIGIN: Domestic Cargo / Courier Shipments / Full Load Trucks SECTION 10: Official Congress Suppliers & Exhibitor Information Rigging, Telecoms, Electrical Fittings, Wireless Access, Information Technology, Audio Visual, Stand Cleaning, Stand Security, Parking If you require services provided by the CTICC, kindly visit the CTICC website and complete the online services booking order form: http://www.cticc.co.za/exhibition‐services Alternatively, you may contact the CTICC Exhibitor Services Department: Cape Town International Convention Centre (CTICC) Exhibitor Services Department Tel: + 27 21 410 5000 Fax: +27 21 410 5191 Email: [email protected] STAND CATERING & BEVERAGE Cape Town International Convention Centre (CTICC) Exhibitor Services Department Tel: + 27 21 410 5000 Fax: +27 21 410 5191 Email: [email protected] Please note that the CTICC is the exclusive supplier of food & beverage to all Exhibitors. You are therefore not allowed to bring in your own food or beverages into the hall or arrange for their delivery by third parties, without the express written permission of the CTICC Catering Department. A corkage fee would be applicable should an exhibitor want to bring food onsite. Please contact the CTICC and specify what would you like to bring onsite, and they will able to confirm the corkage fee. Please note: Deadline for orders: Friday, September 5. All services are to be ordered and paid for upfront. Order placed after the deadline date is subject to a 20% surcharge. Text For Fascia (Shell Scheme Booths Only), Stand Construction and Fittings, Furniture Hire, Graphics, Flowers, Hostesses Expo Solutions Ms. Michelle Angelica Tel: +27 (0) 21 510 5781 Fax: +27 (0) 86 583 8831 Email: [email protected] Web: www.exposolutions.co.za To order any of the items listed above for your exhibition stand, please complete the following order form or contact Michelle using the details provided. Please note: Deadline for orders: Friday, August 29 All services are to be ordered and paid for upfront. Order placed after the deadline date is subject to a 20% surcharge. SAFETY, HEALTH AND ENVIRONMENT, SERVICE PROVIDERS INDUCTION ONTO CTICC SITE INDUCTION TOPICS Introductions Sign-in Facilities Personal Protection Equipment (PPE) Certificate of Competency Work Permits Stand Construction / Raked Seating Responsibilities CTICC’s House Rules Fire Regulations Gas Usage Introduction This handbook is to ensure Service Providers and SubContractors are aware of Safety, Health, Environment and Quality requirements of CTICC as a condition of working on our premises. As a prior condition to commencing any work on our site, Service Providers and Sub-Contractors are required to read through this handbook to ensure an understanding. The Manager of the contract company shall train/induct their employees using this handbook. The Manager and employees must sign-off the acknowledgement section at the back of the book. A risk assessment must be completed by the Service Provider for all jobs other than minor maintenance activities, where a Work Method Statement or Standard Operating Procedure may be 1 available/applicable. Signing-in Upon daily arrival at site, the Service Providers or SubContractor is required to sign in, at staff entrance, prior to commencement of work. Each individual contractor must issue the security with a signed and duly completed acknowledgment letter and in return the contractor will received a color coded armband which is valid for a day. This identification armband must be worn at all times. Once signed in, the Service Providers or SubContractor is required to ask if there are any site specific hazards that they need to be aware of, and the location of the Emergency Evacuation Assembly 2 Areas. Facilities Lunch area The Canteen is on available to Service Providers/Contractors on request from the event organiser. HACCP requirements are that NO FOOD may be consumed inside all venues of the CTICC by staff and service providers. Toilets All Service Providers must only use the toilet facilities in the Marshalling yard. Smoking CTICC is a ‘No Smoking’ venue. Breaches of this legislation will result in offending parties being requested to leave the site and the contract / agreement cancelled. The area before staff entrance is the designated smoking area. 3 Personal Protective Equipment (PPE) Appropriate personal protective equipment must be used at all times and be provided by Service Providers. The following items may be required based on the tasks being conducted: Eye protection Hard Hats Full body safety harness Appropriate footwear Dust masks Access to the venue will not be allowed if the safety equipment criteria has not been met. 4 Certificate of Competency The law requires that operators of certain types of plan and equipment must have a current certificate of competency or license, for example, forklift / hyster / Scissors Lift and Cherry Picker. Your license or certificate must be in your possession at all times and no reckless driving will be tolerated. Important: Our rules are simple – No license, No driving, No Operating. •Licenses • Gas installation • Structural maintenance work • Refrigeration and Air Conditioning • Forklift / hyster / scissor lift and cherry picker • Elevated work platform 5 Work Permits All permits are to be authorized by the Technical Officer on duty, prior to the commencement of any work. A permit can be obtained from the Technical Officers (ext 5050) and are only valid for a period of 12 hour. Following Permits needed: Hot work permit Working at heights permit Electrical work permit Gas work permit Safe Work Method Statement (SWMS) must be provided by the contractor for all tasks requiring a Permit to Work. A SWMS must be presented to the Technical Officer on duty prior to commencement of any high risk task. 6 Stand Construction/Raked Seating A Structural Engineer’s Certificate for stands over 3m in height with the floor plans incorporating: front, side and top elevation An appointment letter must accompany the floor plan with raked seating build-up 30 days prior for submission to the Fire department. 7 Responsibilities Always: Provide the best practicable service and quality to customers; Adopt safe work practices; Wear Personal Protective Equipment; Comply with CTICC Policies, Procedures and house rules; Report pollutions, hazards and injuries immediately. Never: Place at risk the safety of anyone; Let others put you at risk – challenge each other; Misuse equipment. 8 Environmentally Conscience Waste/Disposal: Onsite separation is conducted by Wasteman. All chemicals, florescent tubes, general waste, building rubble and glass must be taken to the waste area for disposal; To avoid spillages, fuel or chemicals must be stored appropriately; To prevent pollution all spillages/leakages must be reported immediately to Wasteman to activate the clean up process. Any cost occurring after remedial action will be claimed from the contractor. No chemical waste is to be discarded in the storm water drains; Appropriately marked bins are strategically positioned to prevent littering and assist onsite separation. 8 CTICC’s House Rules Hanging of Banners are subject to approval No goods in the glass lifts Rigging of lights and trussing needs to be accompanied by the necessary structural engineering certification. Double Tier Stands – Failure to comply with this requirement may result in refusal of permission to erect to stand. 9 CTICC’s House Rules All equipment, fittings and materials are subject to inspection by the CTICC. The following is not permitted in Exhibition Halls: Spray painting, welding, angle grinding, cutting timber, wall papering onto CTICC building structures A designated area in the marshalling yard must be made by the event organiser in relation with 10 technical department. Fire Regulations Advance notification to the intent to use a smoke machine or hazer must be given. Alternative safety measures, at the cost of the organiser, must be implemented with the deactivation of the smoke detection systems. Equipment which produces heat, smoke or open flames as an integral part of the product demonstration must receive written approval of plans from CTICC. Fireworks (Pyrotechnics) – a permit must be obtained from the Fire department and presented to CTICC 72 hours prior to display. 11 Fire Regulations No liquid petroleum is permitted in the CTICC. Hessian/Thatch/Straw/Draping is a fire hazard and should be treated with a fire retarding compound and present CTICC with a certificate. No Crepe paper, corrugated paper, cardboard, pvc sheeting (except on the floor to prevent damage to carpets) is permitted. Polystyrene products will not be permitted unless treated with fire retarding compound. A certificate must be presented as proof. 12 Fire Regulations Ensure that fire extinguisher equipment, emergency exits and signage (including those inside exhibits) remain visible and accessible at all times. All aisles must be kept clear of any obstructions or protruding objects. All event build ups are subject to inspection by the Fire Department. 13 Gas usage No gas bottles larger than 9kg is allowed on a stand. A temporary storage cage, with a perimeter of at least 5m must be arranged by the client with the fire department. The exhibitor/contractors take full responsibility for all aspects of the Health and Safety Act that is applicable to installation. 14 Basically, don’t make a target of yourself by working unsafely or allowing others to work unsafely around you! There is no such thing as a silly question; only silly mistakes If you are in doubt, ask somebody. Safety is one area where you do not want to learn from your own mistakes. 15 Acknowledgement Acknowledgement – Service Provider/Contractor I _________________________________________________ ( Print Full Name) employee of ____________________________________________________ (Company name) ID No _________________________________________________ Acknowledge receipt of a copy of the Safety, Health and Environment handbook for all Service Providers/Contractors. I therefore accept and understand that full compliance with the contents of the handbook is a precondition for permission to work at the CTICC’s site. Signature: ______________________________________ Date: ______________________________________ WCA no.: _______________________________________ CAPE TOWN INTERNATIONAL CONVENTION CENTRE ACCESS REGULATIONS FOR AUDIO VISUAL, RIGGING, DECORATING AND ASSOCIATED COMPANIES 1. The “Access Request” document must be completed for each job and must be submitted to Craig Barrington at the CTICC by fax +27214105191 or e-mail [email protected] at least 2 days prior to the commencement of the job. 2. It is the contractor’s responsibility to ensure that the CTICC has an up to date and signed Health & Safety Agreement and all the relevant insurance documentation. Should this not be the case, the CTICC reserves the right to refuse access. 3. All access requests must be accompanied by either a hand drawn sketch or an engineer’s drawing (depending on the size of the rig) showing full details of the planned work, calculated weights and details on how any attachments onto the building will be made. Where applicable, an engineer’s certification must be procured and delivered to the CTICC prior to the event taking place. 4. Parking in the marshalling yard is for loading purposes only. No private motor vehicles will be allowed unless special arrangements have been made. Commercial vehicles used for load in and load out are only allowed during build-up and strike. Special arrangements must be made for any vehicles that will not fit into the parking garages that need to be on site during the event. 5. No smoking is permitted in the venue at any time. Those found smoking will be fined R1000 and repeat offenders will be refused further access. 6. All build-ups and turn arounds must be planned in liaison with the CTICC’s Facilities Department. 7. No equipment belonging to the CTICC, whether it be tables, chairs, access equipment, power sources, etc. may be used without the permission of the relevant CTICC manager at the CTICC. Should any equipment be required, please contact the duty manager. 8. The CTICC has a self-propelled articulated boom, forklift truck and scaffolding available on site. This equipment may be rented from the CTICC. Please request an order form for this purpose and enquire about availability well in advance. Equipment may be booked in advance through the CTICC Conference and Exhibition Services department. 9. Only the CTICC’s appointed contactor may drive the self-propelled articulated boom. Costs, as depicted on the order form, include a driver. 10. No one will be permitted to drive the forklift without a valid forklift license and an up-to-date reevaluation. A copy of said documentation must be handed to the CTICC as a prerequisite for the hire of the equipment. The CTICC reserves the right to stop any vehicle at any time and request to see the driver’s license. If a license cannot be produced, the CTICC reserves the right to stop further movement of the vehicle. Directors: AJ Bakker*(Chairman), D Elzinga* (Managing Director), FG Fredericks, HF Grub**, DC Skeate, Company Secretary: MM Thirion (*Dutch)(**German) Cape Town International Convention Centre Operating Company (Pty) Ltd. Registration no. 2000/029464/07 Managing agent for the Cape Town International Convention Centre Company (Pty) Ltd 11. Contractors that bring externally hired equipment to site must ensure that the CTICC has copies of the nominated operators’ licenses and re-evaluation documents. The CTICC reserves the right to stop activities should it not be in possession of the relevant documentation for any operators using the equipment. 12. Only certified fly bar operators will be allowed to use the fly bar system in Auditorium 1. The key to the system will only be handed over to the operator once the CTICC have received a copy of his/her certification. Anyone found using the system without the necessary authorisation will be required to leave the venue immediately. 13. The contractor using the equipment must ensure that proper pre-handover inspections are done as the contractor will be held liable for any loss or damages regarding the equipment. All returned equipment will be subject to an inspection by the CTICC. The contractor will be held liable for any costs incurred in repairing or replacing equipment. Should such costs not be paid in full within 30 days from invoice, the CTICC reserves the right to refuse future access to the contractor. 14. Any power requirements in excess of a normal 16A plug must be ordered through the CTICC. The connection fee must be paid in full before the power will be switched on. It should also be noted that energy consumption is metered and will be billed. 15. All electrical equipment brought onto site must comply with legislation and must be certified as such. A copy of such certification must be available for inspection at all times. 16. All temporary electrical installations must be signed off by a qualified electrician who must issue a Certificate of Compliance. 17. Where access is required via any route other than the Marshalling Yard, such access must be prearranged. A security guard must be posted at the relevant door leading onto the street. The cost for this guard will be for the contractor’s account. Any contractor who opens a door leading onto the street without prior arrangement will be fined R2000 on the spot, will be black listed and will not be allowed access to the venue for a year. 18. No load in or load out will be permitted at Ballroom West as this causes a disruption to the Westin Grand Hotel. Should load in take place through Ballroom West, the contractor will be liable for any discounts offered to guests at the hotel due to the disruptions. 19. Access to restricted areas is subject to the conditions as set out in the Access Agreement. 20. Access to restricted areas will not be automatically granted on submission of an application form. The people requesting the access must justify the request to the Technical Services Manager who will decide whether it is viable. 21. The contractor must ensure that all reasonable steps are taken to limit damage to the CTICC, the furniture, fittings, fixtures and the infrastructure. Any negligent actions by the contractor will result in their immediate removal from site. All damages will be charged to the contractor. The onus rests on the contractor to prove that damage was not caused by them. 22. Any accidental damage must immediately be reported to the duty manager. Timeously reported damage will be charged out at cost. Unreported damage will be subject to a surcharge as determined by the CTICC. 23. Contractors must ensure that work is performed in such a manner that it does not impact negatively on the CTICC’s operations, its clients and other parties in the building. 24. Contractors should note that the turn around times in venues is often very tight. They must conduct their work as quickly as possible to allow adequate time for the rest of the room setup to take place timeously. 25. The contractor must ensure that the venue is left in a clean and tidy state. All gaffer tape, cable ties and any other form of temporary attachment must be removed and the marks removed. Should the CTICC have to clean up, the extra cost will be passed onto the contractor. Marks left on carpets and floor finishes by gaffer tape will be removed at the cost of the contractor. 26. The contractor is responsible for ensuring that any area where rigging is taking place is safe. This includes the posting of signs, use of hard hats and advising of others that may want enter the area. All rigging must be done in accordance to the generally accepted rigging standards and the CTICC reserves the right to stop any work if CTICC staff are of the opinion that this is not the case. 27. The CTICC furthermore reserves the right to call in a specialist at the cost of the contractor to asses the rigging should it be deemed necessary. 28. Fire equipment may not be removed from their fixed points without written permission from the CTICC’s Technical Manager. Fire equipment is never to be used as door stops or for any other purpose on other than its designated function. 29. It is the contractor’s responsibility to ensure that all staff are fully conversant with this document, the relevant Health & Safety Laws and Regulations and any other statutory requirements. 30. All AV Companies who have played music in the venue must provide a complete list of the music that was played before they leave the site. The list should include the following details: How long music was played Song title Artist 31. These regulations may be updated from time to time and the contractor is responsible to ensure that they are in possession of the latest version. 32. The areas indicated on the attached drawing are “No Go Zones”. No equipment, cabling rigging or any other materials may be placed or stored in these areas. Anyone placing anything these areas will be held liable for any damage to the blinds. ______________________________________ Contractor Acknowledgement of Receipt ________________________________________________ Print Name _______________________ Date ACCESS REQUEST Event Name: _______________________ TEL. NO: (021) 410-5000 1. FAX NO.: (021) 410 5191 Name of contractor’s company Name of responsible contractor Contact number Remuneration Commissioner’s number Certificate of Remuneration Commissioner in order YES NO Public liability insurance number 2. Description of work assignment 3. Venue where work will be performed 4. Duration of work FROM UNTILL / / / / Work hours 5. Work performed over weekend(s) YES NO Possible disruption/disturbance YES NO YES NO YES NO If “Yes”, specify 6. 7. 8. In case of Ballrooms & Auditorium 1: Do you require access to the space above the ceiling? If Yes for question 6, have you signed the Access Agreement? Names of contract workers It is declared herewith that the responsible contractor, subcontractor(s) and employees are familiar with the Occupational Health and Safety Act and Regulations (Act 85 of 1993 as amended) and other applicable legislation, ordinances and standards as well as CTICC’s “Policy regarding Contractors” and that the prescribed requirements and rules will strictly be applied there under. I furthermore indemnify CTICC of any legal steps or claims of any nature in the event of injury, disability or death resulting from my work activities on CTICC’s premises during the above-mentioned period of time. ____________________ SIGNATURE OF RESPONSIBLE CONTRACTOR __________________ DATE Text For Fascia (Shell Scheme Booths Only), Stand Construction and Fittings, Furniture Hire, Graphics, Flowers, Hostesses Expo Solutions Ms. Michelle Angelica Tel: +27 (0) 21 510 5781 Fax: +27 (0) 86 583 8831 Email: [email protected] Web: www.exposolutions.co.za To order any of the items listed above for your exhibition stand, please complete the following order form or contact Michelle using the details provided. Please note: Deadline for orders: Friday, August 29 All services are to be ordered and paid for upfront. Order placed after the deadline date is subject to a 20% surcharge.
