Section 1 - MI Exhibitors Manual 2015

Transcription

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www.manufacturingindaba.co.za
Emperors Palace, Johannesburg, 29 – 30 June 2015
Dear Manufacturing Indaba Exhibitor,
nd
Welcome to the 2 Manufacturing Indaba! We greatly value your participation and support at the Manufacturing
Indaba Exhibition. We are expecting to attract a large contingent of delegates who are all involved in the various
sectors of our industry, many of whom are involved in South Africa’s growing manufacturing sector.
We would like to suggest that you nominate one person to coordinate and plan your participation as an exhibitor, to
liaise with the organisers, and to make sure all deadlines are adhered to. This will help to ensure that your
participation is memorable.
If you do require special assistance, please do not hesitate to contact me.
Together, let’s make the most of this opportunity!
Yours sincerely,
Liz Hart
Managing Director
Manufacturing Indaba
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Manual Contents
SECTION 1: THE EXHIBITION IN SUMMARY AND RULES AND HEALTH; SAFETY & FIRE REGULATIONS
Please read this informative section (exhibition dates and location, build-up & offloading, dates & deadlines, access to the
event, dimensions of doorways & lifts, etc.).
Set by the organisers and Emperors Palace. You are required to be aware of and abide by these rules. They are serious and
will be strictly enforced.
SECTION 2: SERVICE FORMS AND OTHER ITEMS REQUIRED; and
Please complete & return them before 1 June 2015.
SECTION 3: INDEMNITY FORM – COMPULSORY – TO BE RETURNED BY 1 JUNE 2015.
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Useful Information
The Organisers:
Siyenza Management – Manufacturing Indaba (Pty) Ltd
285a Bryanston Drive, Bryanston, Sandton, Johannesburg, South Africa, 2198
Tel: 011 463 9184
Fax: 011 463 8432
[email protected]
http://www.manufacturingindaba.co.za
The Venue:
Managing Director:
Liz Hart
[email protected]
Event Director:
Margaret Agocs
[email protected]
Event Manager:
Louise Mokonyane [email protected]
Emperors Palace
64 Jones Road, Kempton Park, Johannesburg
www.emperorspalace.com
+27 11 928 1000
Exhibition Show Dates:
Monday 29th June 2015 : 10h00 - 17h00
Cocktail Function:
17h00 – 20h00
Tuesday 30th June 2015: 10h00 - 15h00
Build Up:
Custom Built Stands
Sunday 28th June 2015: 07h00 – 21h00
Package Stand
Sunday 28th June 2015: 12h00 – 17h00
Break Down:
Tuesday 30th June 2015: 15h00 – 16h00 hand-held goods only
16h00 – 22h00 remaining items
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IMPORTANT
Please note that the stands are as per below diagram.
1. STAND PACKAGES
STANDARD PACKAGE
3M WIDE X 3M DEEP SHELL SCHEME PACKAGE INCL
Wall paneling – Front Open Stand: - 2 sidewalls + 1 back wall + 1 front open
Corner stand: - then only 2 sidewalls (no back wall) + 2 sides open
Company Name on fascia board
Standard carpeting
Lighting & power supply – two LED lights, one PowerMouse plug point per stand
Your company name and description in the Exhibitor handbook
Full-time but limited Exhibition Security provided by Emperors Palace
Emperors Palace will provide general cleaning services to the hall this WILL NOT include cleaning of the stands.
WALK-ON PACKAGE
3M WIDE X 3M DEEP SHELL SCHEME PACKAGE INCL
Wall paneling – Front Open Stand: - 2 sidewalls + 1 back wall + 1 front open
Corner stand: - then only 2 sidewalls (no back wall) + 2 sides open
Company Name on fascia board
Standard carpeting
Lighting & power supply – two LED lights, one PowerMouse plug point per stand
1 brochure holder
2 chairs
1 table
Your company name and description in the Exhibitor handbook
Full-time but limited Exhibition Security provided by Emperors Palace
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Shell Scheme Specifications and Dimensions
White laminated (PST) wall panel height:
2316 mm
White laminated (PST) wall panel width:
980 mm
Exposed panel size:
2300 mm (height) x 964 mm (width)
(exposed walling area in between the aluminium framing for printing of vinyl and all graphic requirements)
Company name on fascia board:
2980mm (w) x 216mm (H)
The clear height under the fascia is 2000mm.
A fascia board with 1 Company name will be provided for 1 open side of your stand, if you have a corner stand then an extra name will be
supplied however should you require more than 2 Company names the extra will need to be ordered directly from the services manual.
It should be noted that the structure is a temporary walling system and cannot be used to attach heavy weights / shelving or have heavy
items leaning against it. Lightweight signage and posters should be attached in a manner as to be easily removed with no damage to the
panels or aluminium sections:

No holes / gouges may be made in the panels or aluminium sections, any damaged panels will be invoiced at a cost of R565.00
excluding VAT per panel, aluminium poles at R645.00 excluding VAT;

No gluing of materials onto the boards i.e. wallpaper. Other panels are required for this;

Under no circumstances are exhibitors allowed to paint the white panels supplied;

Prestik, double-sided Velcro and double-sided tape may be used for mounting displays and pictures to the shell scheme walls;

Under no circumstances can any part of the shell scheme, internal bracing or poles or fascia supports be removed; and

Exhibitors may not extend their walling, signage, display, furniture, decorations, lighting and the effects of lighting, etc.
Should you wish to mount any objects onto the walls i.e. TV, a chip board panel needs to be ordered via the Services Manual.
Any special requirements may be discussed with the contractor (Scan Displays): Aidan Koen +27 11 838 8277 or +27 82 561 3188.
CUSTOM BUILT STANDS (FLOOR SPACE ONLY)
We will mark out & number where your exhibition stand position is. Your appointed stand designers & builders will design, build and decorate
your stand for you, and at the end of the exhibition, they will dismantle & remove all your stand materials.
You will receive:
No panels or fascia board with name lettering;
No power supply & lighting;
No power usage;
Standard Centre Court (venue) carpeting;
Your company name and description in the Exhibitor handbook;
Full-time but limited Exhibition Security provided by Emperors Palace; and
Please remember it is compulsory for you as SPACE ONLY exhibitors to order a distribution board to receive power to the stand.
Floor Space exhibitors who wish to build custom stands are allowed to do so on the conditions as stipulated in this manual. Refer to
Limitations & Dimensions.
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2. BUILD-UP AND BREAKDOWN – procedures, vehicle access, deadlines etc
GENERAL
1.
2.
The build-up and breakdown area is a safety-hazard zone. Therefore, NO CHILDREN will be permitted in the area during these
times; and
Please be aware that general security control commences at 06h00 on Sunday 28 June 2015 and will be present during the buildup, the event and the breakdown of the show until 24h00 on Tuesday 30 June 2015.
BUILD UP DATES AND TIMES


The build-up starts at 07h00 on Sunday 28 June 2015; and
We all have a one day to build-up and all deadlines will be enforced.
BREAKDOWN DATE AND TIME




No exhibits or stands are to be dismantled until all visitors are clear of the hall.
Breakdown will commence at 15h30 on Tuesday 30 June 2015, and not before that.
Exhibition breakdown must be completed by 22:55 on Tuesday 30 June 2015.
The organisers will dispose of all items not removed by the appointed time (at the expense of the exhibitor). It is possible that you
may never see them again.
YOUR GOODS
The organisers will not be held responsible for loss of goods or equipment from stands at any time pre, during and post the exhibition.
It is the responsibility of the exhibitor to ensure that your representative is present on the stand at all times, including during the breakdown
(period of security high-risk) to look after the stand goods and equipment (hired or owned by yourselves).
Any rubbish or waste items must be removed entirely by the respective exhibitor by close of breakdown. The event organiser and Emperors
Palace cannot be held responsible for goods that arrive early or which are left after the official breakdown period of the exhibition.
The organisers will dispose of items not removed by the appointed time at the expense of the exhibitor.
If you require storage, contact Tyron Naidoo +27 82 450 3480 and [email protected], who will discuss your storage requirements and will
send you a quote for the service you require.
VEHICLE OFF – LOADING FOR BUILD UP
Security will advise you where to park temporarily in the loading bay, once your vehicles have been offloaded, they must be moved.
A complimentary porter service is offered for hand carry items, from the loading bay to the stands and subsequent return, during build up
and breakdown days.
Extraordinary items such as heavy equipment and displays that need special care would need arrangements made in advance by contacting
Tyron Naidoo on +27 82 450 3480.
Vehicles left unattended will be towed away at the owner‟s cost. You may find parking at the Emperors Palace parking areas.
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3. LIMITATIONS & DIMENSIONS – Offloading Lifts, Doorways, Exhibition room, floor loading limits, etc
SIZE OF DOORWAY AND LOADING LIMIT FOR CENTRE COURT
Loading Doors 1.85m X 1.8m.
CEILING HEIGHT IN CENTRE COURT
Height from floor to under ceiling beam is 3.5m. The standard height of exhibition stands is 2.4m.
FLOOR LOADING LIMIT
Is a maximum of loading limit 1 000kg per sqm

The standard height of exhibition stands is 2.4 m;

Stands may not exceed 3 m in height;

That height restriction includes any signage, extensions, lighting, etc.; and

Stands may not be double-story / double-tier.
EXHIBITION STANDS EXCEEDING 3 METERS IN HEIGHT

If the high section is on the perimeter/edge of your stand, you are required to make the back of your stand (the protruding section) look
neat and tidy and it may not carry any branding, i.e. it must be neutral, and the exposed part must be painted white or black, or must be
covered with a white or black board, which must be correctly and safely secured to your own stand.

If the high section is within your stand (not on the perimeter) then you may carry branding on all sides. You are required to ensure all
sides of the area higher than 3 m look neat & tidy

The high section(s) must be secure and safe. Custom design stand builders are to submit their floor plans incorporating front, side and
top elevation, to the organisers and venue management for approval at least thirty (30) days prior to build-up day. Failure to comply
with this requirement may result in the refusal of permission to erect the stand. A structural Engineers Certificate for stands over 2.5m in
height must be submitted before the show opens.

No elements of the stand may protrude into the aisles in any way whatsoever (including in mid-air).
STANDS WITH LOAD BEARING REQUIREMENTS
If there is any section of the stand which exceeds 2.5m in height, and which has a load-bearing requirement, the exhibitor is required to
submit a Structural Engineer‟s Certificate together with detailed proposed floor plans incorporating front, side and top elevation, to both
Margaret Agocs, and also to the Emperors Palace Exhibition Services Manager for approval and authorization, at least thirty (30) days prior
to build-up day. Failure to comply may result in refusal of permission to erect the stand.
COVERED STANDS
Covered stands (totally covered or partially - covered) are not permitted unless detailed drawings are submitted at least thirty (30) days prior
to the event for approval by the organisers and the Fire Department.
* THE ORGANISERS RESERVE THE RIGHT TO REJECT THE DESIGN OF A CUSTOM DESIGN STAND THAT
UNREASONABLY OBSCURES OR AFFECTS NEARBY EXHIBITOR SITES IN ANY WAY, OR WHICH IS DEEMED TO BE
UNSAFE IN ANY WAY.
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4. BANNERS
Exhibitors may not hang or suspend any signage or banners from the ceiling above their stands (or anywhere else).
5. EXHIBITOR ACCESS TO THE EVENT
Exhibitor passes (name badges) are valid for show days only and each person working on the stand must display the pass to gain access to
/ exit from the hall via visitor registration area. Exhibitor passes are to be collected at the Organisers Office between 12h00 – 15h00 on
Sunday 28 June 2015.
Passes will not be issues if we have not received:
 Full payment for stand rental and any services; and
 The Occupational Health and Safety Act Compulsory Indemnity Form duly signed.
Contractors will receive a sticker during build up and break down.
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Rules and Health; Safety & Fire Regulations
PLEASE ENSURE YOUR STAND DESIGN & BUILDING TEAM GETs A COPY OF THESE REGULATIONS & RULES AS WELL!
PLEASE NOTE

Siyenza Management as well as the Emperors Palace have both supplied the following exhibition information, rules and regulations.
They also include advice and help for first-time exhibitors.

For purposes of easy reference, the information has been combined into one document. Because we are bound by these rules in
terms of our CONTRACT, it is important for you and your contractors to be aware of and abide by these rules.

No exhibitor may take possession of the stand until full payments have been received, including space rental and service
requirements.

In order to protect your rights and the rights of other Exhibitors, you may ONLY do marketing from within your exhibition stand area.
Exhibitors may NOT make use of any other area (floor or above floor) for marketing activities.

The organiser reserves the right to restrict the number of, or cancel, presentations or demonstrations causing obstruction in aisles,
and / or disturbances to neighboring stands, or anywhere at the venue.

Any alterations made on site to order / service forms submitted prior to build-up will be charged for accordingly.

The exhibitor may not sublet any portion of stand space without notifying the organisers in writing and gaining permission from the
organisers (via Louise Mokonyane: [email protected]).
ACCOMMODATION & TRAVEL
Exhibitors (etc.) are responsible for the reservation and payment of their own accommodation & travel arrangements.
AISLES
Disaster Management rules and fire regulations at all conferences and exhibition venues require that all aisles and access to fire exit doors are kept free at
all times. Exhibitors are required to take adequate space to accommodate their full display and no encroachment into the aisles is permitted. Should any
item or structure be placed or protrude into the designated aisle space, the organisers and/or the venue management reserves the right to move or to have
removed, the said item without any liability for loss or damage thereto.
ANIMALS – OF ANY DESCRIPTION
No dogs (with the exception of guide and hearing dogs) or any other animals are allowed into the hall.
ATM
Automatic Teller Machines are situated in the walk ways to the main Casino.
AUDIO VISUAL EQUIPMENT
Please note any audio system or electronic device producing irritating, intermittent and/or sequential sound that distracts attention from an exhibit, is not
permitted. The distribution and/or use of noisemakers such as whistles, crickets, horns, etc. is prohibited. Audio presentations must be muffled so that noise
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does not interfere with other Exhibitors. Extremely loud noises such as bells, sirens, buzzers etc. will not be permitted in order that a professional
atmosphere can be maintained.
BEHAVIOUR
The Exhibitor undertakes personal responsibility for the behavior of any person/s deemed to be staff, suppliers, subcontractors and/or service providers in
their employ whilst on the Convention Centre premises. The Exhibitor also undertakes to ensure that no unacceptable behavior, including the consumption
of excessive alcohol, playing of loud music or the use of abusive language, occurs by any such person whilst on the premises of Emperors Palace.
CARE OF THE BUILDING
Exhibitors laying any floor covering must use a false floor that will not damage the carpet and is easily removed. No attachment, fitting and/or detachment
are to be made to the internal/external walls, floors, ceiling and/or pillars of the building without prior knowledge or consent from Emperors Palace
Management. This includes any ladder and/or other device whatsoever which would be affixed to or suspended from any overhead structure, or that would
damage any surface or structure.
CARPETING
The venue is carpeted and great care and caution should be taken to avoid damage or marks. Where carpeting is cut, damaged or soiled all costs regarding
repair or maintenance will be charged to the exhibitor.
CATERING
The conference delegate catering area in the exhibition hall is open to the conference delegates and the nominated personnel from your stand. Please
complete the relevant form. Please note that this is for lunch only.
Emperors Palace has a food court which is in walking distance from the exhibition area.
CLEANING
During the build-up and breakdown days of the Exhibition, the aisles of the Hall must not be obstructed with packing, construction material or debris.
Contractors building "space only" stands or interior designs are responsible for removing their own building waste and off- cuts from the site at the end of
each day. The organisers will provide for standard / general cleaning of the exhibition areas. This only includes cleaning of carpeting, flooring and rubbish
disposal before the exhibition opens in the morning and after the exhibition closes in the evening. It excludes cleaning of exhibits and displays.
Exhibitors are responsible for maintaining their own stand in a tidy condition at all times. If special / dedicated services are required, please email your
requirements to Louise Mokonyane: [email protected].
COMPETITIONS
You are welcome to run competitions directly from your stand but not in the main Exhibition Hall or Conference venue.
CONDITIONS OF HIRE
The items are for hire for the duration of the exhibition only. Any items hired are the responsibility of the exhibitor until collected. In the event of loss or
damage, the hirer undertakes to pay the full replacement cost, in addition to the hire price, immediately on receipt of invoice.
ELECTRICAL HIRE AND SUPPLY
The type of exhibition package you‟ve booked will determine what complimentary electrical plug points, lights etc you will receive. If required, additional
lighting etc may be ordered via the manual - please complete the Electrical Hire & Supply form. Exhibitors must supply their own extension cords; SABS
approved multi-socket outlets with 2-pronged outlets, etc. Only the official electrical contractor is permitted to do electrical work. Where electrical and light
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fittings are installed in pre-fabricated displays, a qualified electrician must install these. The connections on such displays to the power sources of the
exhibition must be undertaken by the organiser‟s electrical contractor. The exhibitor‟s wiring is subject to approval by the organisers appointed contractor.
Please do not exceed the wattage draw-off from the power points you have (e.g. 5x 100W per 15 amp plug point). Should you be unsure, the electrical
contractor will be happy to assist. Please note that if electrics are installed by an exhibitor‟s stand builder, they will be required to produce an electrical
compliance certificate.
EMERGENCY PROCEDURES
Exhibitors should familiarise themselves with the location and use of emergency equipment, evacuation routes and assembly points. Follow organiser and
Security instructions.
EXHIBITION STAND SHARING REGULATIONS
Under NO circumstances will the sharing of exhibition stands be allowed unless prior notification to the organisers and written approval has been obtained.
The stand holder is the company responsible for signature of the “Exhibitor Acceptance Agreement” with the organisers.
FLAMMABLE AND HAZARDOUS MATERIAL/LIQUIDS/ GASSES
The use / storage and/or display of flammable liquids/gasses, including liquid petroleum gas (L.P.G.), is prohibited.
FIREARMS
Weapons (traditional or otherwise) are not allowed. The venue is strictly weapon-free and the use and carrying of any weapon is not permitted, the only
exception being the official contracted security and police.
FURNITURE HIRE
You may bring in furniture from any source; however we have appointed an official contractor. Prices quoted include delivery to your stand. During build-up,
the hire cost and collection thereof. Any items hired are the responsibility of the exhibitor until collected. In the event of loss and/or damage, the hirer
undertakes to pay the full replacement fee, in addition to the hire price, immediately on receipt of invoice.
INSURANCE
It is recommended that insurance cover be taken for the duration of the exhibition to include transport to and from the exhibition venue. The period of liability
of the exhibitor shall be deemed to run from time to time as the exhibitor or any of their agents or contractors first enter the exhibition hall and to continue
until all exhibits and property have been removed. The Organiser carries public liability for visitors, but is not responsible for the insurance of exhibits or
display materials on stands. Exhibitors are strongly advised to pack and remove from the exhibition hall all portable, appealing and valuable items at the end
of each day when the exhibition closes, as this is the time that there is the greatest risk of loss and theft.
Items such as cell phones, laptops, TV‟s, DVD‟s and video machines, must not be left unattended at any time. Exhibitors shall be responsible for making
good any loss or damage to any items that they have rented or hired from exclusive outsourced contractors. The Exhibition Association of South Africa
suggests that exhibitors should carry public liability cover in excess of a minimum of R 3 million (three million rand) for the purposes of exhibiting at an
exhibition. Any contractors appointed should carry same values of R 3 million (three million rand) liability cover.
LIABILITY
The Contractors are personally responsible for the control of their equipment at all times and shall be personally liable for any claims which may be made in
respect of injuries which may arise or be caused by the use of this equipment. The exhibitor acknowledges that the layout of the exhibit area and the large
numbers of people present in the exhibition halls make it impossible for adequate security to be provided to protect the exhibitor‟s merchandise and other
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property. Accordingly, the exhibitor assumes all risk of loss for their merchandise, fixtures, displays and any other property of the exhibitor located in the
exhibition area, storage or any other area where access has been provided to exhibitors by the venue, where such loss results from theft, vandalism and/or
any other damage caused by any agent, employee of the venue or any other person either authorised or not authorised to be present at the exhibition hall. It
is recommended that all exhibitors consult their individual insurance representatives to obtain appropriate insurance coverage.
LIFTING, FREIGHT FORWARDING/ ON SITE
TST Onsite Logistics cc is the official transportation and exhibit handling contractor for this event. They will co-ordinate the movement of international
exhibits from their various points of origin through South African ports to the exhibition stands. They will also assisting with all the exhibits on-site at the
venue. A complimentary porter service is offered for hand carry items, from the loading bay to the stands and subsequent return, during build-up and breakdown days. Where a forklift or other mechanical lifting equipment is required, this must be arranged well in advance, and a lifting fee will be charged. Please
liaise directly with Tyron Naidoo +27 82 450 3480 / [email protected].
LIGHTS
No spotlights, drop lights or other special lighting device may be directed toward the aisles so that they prove to be irritating or distracting to neighboring
exhibition stands or guests. No strobe light effects are permitted.
MARKETING RIGHTS and OPPORTUNITIES
When a Sponsor, exhibitor and advertiser makes a Booking for one (or more) of those items, they are in effect purchasing a clearly defined Marketing
Package. Those details are provided in the Sponsorship / Advertising / Exhibition contract. Please refer to that contract if you have forgotten the details. In
order to protect your rights and the rights of other Exhibitors, you may ONLY do marketing from within your exhibition stand area. Exhibitors may NOT make
use of any other area for marketing activities. Marketing, advertising and promotions of any nature, anywhere at or near the venue of the conference are
reserved and allocated for use by ONLY the organisers and the bona fide, approved and confirmed Event sponsors, advertisers and exhibitors as detailed in
their agreements.
Other than EXHIBITORS who may distribute marketing materials, gifts etc from their exhibition stands, no pamphlets, gifts, goods, etc will be permitted to be
given, sold, distributed, etc at or during the conference. Any organisation not abiding by the agreement, or any organisation violating marketing rights will be
billed an appropriate amount for marketing rights. The event is organised to ensure many generous networking times will take place in the exhibition room
when delegates and exhibitors have excellent opportunities to mingle and do serious business. Networking times include the opening cocktail function, all
tea breaks and lunches. Our experience is that during those times the exhibitors are able to deliver their message to those important people.
MEDICAL EMERGENCY SERVICE / FIRST AID
Emperors Palace has a clinic on the premises based close to the Mondior Hotel. Emergencies will be taken to the nearest hospital or an ambulance called.
All medical costs will be for your own account.
PARKING
Visitors to the exhibition need to mention their attendance of the Manufacturing Indaba to gain access to the Emperors Palace parking lot.
PRESS AND PUBLICITY
There will be a select group of media who will be invited by the organisers to the Event, to cover media aspects of the event. No delegates, exhibitors, etc
are entitled to invite media to the Convention.
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SECURITY – EXHIBITION
Whilst every reasonable precaution is taken throughout the build-up, show days and break-down periods to ensure the premises are adequately patrolled,
the Organisers explicitly disclaim responsibility for any loss, damage or accident that may occur to any of the exhibitors and or contractor‟s property
including personnel. Exhibitors are solely responsible for the security of their stand and its contents, inclusive of items on hire. The organisers will appoint
the services of a Security Company to provide general 24-hour security. In addition, standard venue security personnel will be provided for the perimeter of
the venue. In order to prevent a clash of security interest, no other security service may be ordered by exhibitors etc. However if you wish to have your own
special/dedicated
guard
to
ensure
that
your
individual
stand
is
secure
in
your
absence
please
contact
Louise Mokonyane:
[email protected] who will arrange for it at your expense.
SECURITY ADVICE FOR EXHIBITORS
The Organisers recommend that any small or attractive items be positioned at the rear of your stand and kept under constant supervision and removed each
evening. Arrive prior to the event opening and do not leave your stand before all the visitors have left the show. Do not leave wallets in unattended clothing,
cash, handbags or valuables unattended. Check all lockable units before leaving your stand, please be aware that often units are not 100% foolproof.
Please report any losses or persons behaving suspiciously to the Organisers immediately.
SMOKING
Smoking is not permitted within Emperors Palace. Please adhere to all smoking rules within the premises of Emperors Palace.
SIGNAGE
Due to the nature of this Convention and Exhibition, and in the interests of our Sponsors, Exhibitors and Advertisers, the organisers reserve the SOLE right
to erect and display banners and signage (of any nature), in, near, or at the VENUE during the Convention.
VEHICLES - DISPLAY
Pre-authorisation from the Organisers is essential should you wish to display a vehicle for the duration of the exhibition. Any display vehicles parked in the
venue must comply with the below:

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No more ¼ tank of petrol or diesel,
No additional petrol / diesel will be allowed to be stored in the venue,
When unmanned, the battery must be disconnected,
Drip tray is provided, and
The keys or the spare keys are left with the Security Company for the duration that the vehicle is displayed.
WIRELESS
Vouchers are available from the Emperors Palace Management Offices and these will be for your own account.
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HEALTH & SAFETY POLICY
The organisers take their responsibilities regarding safety, fire, health, welfare and disaster control very seriously and it is vital that Exhibitors and
Contractors do the same throughout the event.
With the above in mind, it is the policy of the organisers to manage the event according to the following parameters:

to encourage safe working practices, monitor activities and provide a safe working environment for everyone;

to marshal an orderly move-in and move-out;

to co-operate with authorities to assess fire, health and safety risks and ensure that regulations / laws are complied with;

to identify and evaluate hazards to health and safety and to take reasonable steps to prevent these risks materializing into harm; and

to implement as far as possible, a suitable and sufficient emergency management programme.
The organisers and authorities reserve the right to advise, impose measures or make changes necessary to ensure safety.
Applicable to all stand builders, electrical Contractors, décor
providers, production crews and AV/ technical providers
Revised legislation has necessitated that Emperors Palace review their
safety policy and the enforcement of safety standards during conferences
and events with specific emphasis on build-ups and breakdowns. Emperors
Palace thus deems it necessary to reiterate the requirements stipulated in the indemnity document signed by yourselves, that all activities undertaken within
Emperors Palace comply with the necessary legislation and municipal by-laws. This applies specifically to the Occupational Health and Safety Act (OSH Act
85 of 1993). Your attention is drawn to the following requirements:
1. All personnel are required to wear hard hats when working in an area where materials and equipment belonging to other personnel, are working
overhead;
2. Safety shoes are to be worn by all persons working with or lifting heavy materials. No open, canvas or trainer shoes, or persons working barefoot will
be permitted onto the work sit;
3. Eye protection must be worn by all personnel cutting timber, grinding metals or welding;
4. All saws, grinding wheels and other portable equipment are to be guarded as required by the act and no open, unguarded inverted saw blades will be
allowed;
5. A hot works permit will be required where any welding or grinding is carried out;
6. Any person/s working in an elevated position will require a safety harness which must be secured to a safe structure;
7. A permit is required for all scaffolding utilised. The permit must be displayed on the scaffold framework;
8. No scaffold structure above 6 meters to the platform, may be erected;
9. When moving the scaffold, no persons will be permitted to be stationed on the scaffold;
10. All designer stands will require a Certificate of Compliance (COC) for temporary electrical installations;
11. The use of 2-core ripcord on any wiring on stands, is strictly forbidden. Approved wiring includes: Cabtyre: 3-core 1.5 mm and larger (live neutral earth)
Surflex: 3-core 5 mm and larger (live neutral earth) Trailing cable 3-phase (red, white, blue, neutral and earth) Twin flat and earth 1.5 mm and larger;
and
12. All wiring to be carried out to standard good wiring practices: Single core or open wiring may not be run through stand supports Joints will be done with
a connecting strip and will be bound with electrical insulation tape All electrical equipment and appliances must be protected against earth leakage
faults by ensuring that it is connected to earth leakage protection unless utilising clearly marked double insulated equipment.
To prevent any misunderstanding or should you require further information, kindly contact Emperors Palace Safety Officer.
SAFETY / DISCLAIMER CLAUSE
Neither the organiser nor the venue or any of its directors,
employees or agents, will be liable to the client for personal
injury to, or the death of any person, or loss, or damage to any
property, of whatever nature, on the property or at the venue,
however arising or caused. The exhibitor indemnifies Emperors
Palace and the organizer, the venue and its directors, employees
and agents against any claim of whatever nature, which may be
against any of them arising out of any of the aforementioned,
except where the same was due to gross negligence by the
organiser or the venue.
SAFETY FACILITIES IN VENUE
FIRE & SAFETY EQUIPMENT provided –
This may not be removed, tampered with or obstructed in any way. Clear
access of 1m2 around Fire Fighting Points must be maintained with no frontal
obstructions to hamper their full use. Sprinkler systems may not be obstructed
in any way.
SIGNAGE
Visibility of fire equipment and all emergency signage to be maintained at all times.
15
ACCESS & EXIT POINTS
Clear access in aisles, to escape routes and emergency vehicle access to be maintained at all times.
ASSUMPTION OF RISK
The Exhibitor acknowledges that the layout of the exhibit area and the large numbers of people present in the exhibition hall makes it impossible for
complete security to be provided to protect the Exhibitor‟s merchandise and other property. Accordingly, the Exhibitor assumes all risk of loss for his/her
merchandise, fixtures, displays and any other property of the Exhibitor located in the exhibition area, storage or any other area where access has been
provided to Exhibitors by Emperors Palace, where such loss results from theft, vandalism and/or any other damage caused by any agent, employee of
Emperors Palace and / or the organisers and their agents or any other person either authorised or not authorised to be present at the exhibition hall.
SAFE WORKING PRACTICES
Exhibitors should develop a pro-active approach towards safety issues, be vigilant and aware, work neatly and carefully to avoid accidents.
Some practical reminders that assist in governing a safe environment:

Plan and organise what you want do before you move onto site;

Employ competent tradesmen including electricians;

Keep work areas clean and tidy – trips and slips are the most common cause of injuries;

Put down temporary floor covering when doing messy work and put refuse in bags or containers for removal;

Lighting – ensure adequate light;

Personal Protective Equipment (PPE): Wear protective clothing where necessary;

Welfare of staff: Implement suitable rest periods and provide a meal and beverages if necessary. Ensure staff have access to drinking water and toilets
as well as washing facilities where possible;

Power Tools: Use correctly and maintain properly. Trailing leads may not cross traffic routes and aisles;

Equipment: ensure suitable for safe use, safely set-up, properly maintained, properly guarded and with safety controls;

Working at height: Falls from height account for significant fatal and serious injuries in construction: - Ensure ladders are properly maintained - Use
scaffolds that are competently erected - Work from a safe and secure place or platform with proper edge protection, toe boards and guardrails. Never
over-reach;

Never throw down materials or equipment;

Manual handling: Use mechanical means of lifting if possible. Reduce carrying loads and awkward shapes;

Avoid repetitive handling;

Motorised units: Use trained personnel to operate. Use barriers and warning signs to clear people. Avoid reversing where possible. Make sure loads
are secure;

Handle dangerous substances with care and ensure safe storage and disposal. Erect warning signage for hazardous areas. Handle flammable gasses
in a safe manner. Use safe storage practices; and

Maintain clear emergency access through the venue.
GUIDELINES & REGULATIONS OF SAFE WORKING PRACTICES ARE SET OUT IN THE OCCUPATIONAL HEALTH &
SAFETY ACT (OHS)
Contractors need to ensure they are working according to the guidelines and regulations as prescribed by the Occupational Health & Safety Act (OHSA). It
is required that all contractors and sub-contractors adhere to the Safe Working Practices as set out in the act. Staff & contractors shall be vigilant towards
health & safety issues to themselves and others in the area and shall observe the following practices which will be monitored and enforced by the
organisers:

The understanding of the Fire & Emergency Services procedures;

The understanding is to ensure aisles leading to emergency exits are kept clear and unobstructed;

The safe use and storage of flammable liquids and substances and segregation from waste and other risk areas;

That after use chemicals and liquids is removed from the venue for safe and proper disposal;

Such products may not be disposed of in general refuse areas;

Ensuring portable power equipment is used for the purposes intended with safety guards correctly fitted and used;

Ensuring portable electric tools are used with minimum length of trailing leads and not left unattended with a live power supply;

That forklifts are not used by anyone other than fully trained venue personnel;

That work is maintained free from general waste material that could be hazardous; and

That proper scaffolding is used during construction and that safety features are provided, in acceptance with established standards, and tower
scaffolding is used and properly constructed.
16
NATIONAL BUILDING REGULATIONS
This Code of practice covers provisions for building site operations and building design and construction both permanent and temporary that are deemed to
satisfy the provisions of the National Building Regulations. Temporary buildings is defined as any building that is so declared by the owner or structural
builder and that is being used or is to be used for a specified purpose for a specified period of time. This includes staging and scaffolding as temporary
structures. Before temporary structure can be authorised by the local authorities or by the property owner, the following submissions will be sought:

Statement of the period of which the temporary building will be operational;

A site plan

Layout Drawings in sufficient detail, to determine the general size, form, materials of construction and the use of the proposed building; and

Any structural detail required determining the structural safety of the temporary building.
For the purposes of the exhibition, it has been determined in discussions with the venue that any structure built stage or otherwise, is deemed a potential
hazard and requires a layout plan with all the relevant details.
The submission of this plan to the venue will be analysed and the risk determined. If a recognised stage or stand builder builds the structure, the venue, risk
assessor and Emergency Management Services will inspect the structure for safety purposes and request the authorised builder provide a Structural
Certificate. If it is determined that there is possible risk to the temporary structure, and to people and items around the structure, the venue has the right as
the property owner or Emergency Management Services to not allow persons on the structure. The Emergency Management Services have a right to issue
summons or fines if they are not satisfied with the construction of the temporary structure. The items that fall within these regulations will be monitored by
the Safety Consultant and the venue as the property owner, and will bring to the attention of the Managing Agent, any concerns that they may deem
hazardous.
OCCUPATIONAL HEALTH & SAFETY ACT REGULATIONS
Exhibitors who have booked floor space only stands or have a stand builder working for them, must please take note of the abovementioned act and ensure
that all contractors and sub-contractors working on the stand, comply with the Safe Working Practices as well as the guidelines & regulations as set out in
the Act.
SAFETY GUIDELINES
The venue will give prior written approval where it is proposed that apparatus involving special risk is to be operated.
No fixing, attachment or penetration of any fabric, structure or floors is permitted.
The organiser and the venue must give their written approval where any of the following is proposed:
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Any material, exhibit or substances that are hazardous, noxious, explosive or of an objectionable nature
Items that produce fumes, exhaust or smoke;
Operating machinery and apparatus;
Use or display of radioactive materials, flammable liquids, oils and gasses as well as welding or compressed air; and
The use of balloons and public entertainment including amusement displays, live performances and live animals on display.
LAWS & REGULATIONS - COMPLIANCE WITH AUTHORITIES
In planning the design of your exhibit, and the activities on your stand, please ensure compliance with regulations imposed by authorities, including but not
limited to:
Event policies, terms & conditions and exhibiting regulations; Venue regulations, trading policies and constraints; Government and municipal Laws & local
regulations; Fire, Safety, Health & Hygiene Regulations;
South African Electrical regulations and building codes; Disaster management parameters; Occupational Health & Safety (OHS) Acts; Labour Relations
Acts; Intellectual property rights; Trademarks, copyrights, patents; Broadcasting licenses.
All exhibits and activities are subject to inspection and monitoring by the relevant authorities. Should regulations be contravened, or the stand is considered
to be a risk, the authorities, venue or organisers have the right to remove offending items and/or demand immediate compliance and/or curtail or prohibit
activities and/or ultimately to close down the stand.
Applicable compliance costs / license applications fall on the exhibitor. Officials and organizers shall have free and unfettered access to stands.
17
SPECIAL RISK TO HEALTH & SAFETY THE FOLLOWING ARE CONSIDERED SPECIAL RISK AND REQUIRE PRIOR
APPROVAL FROM THE ORGANISERS AND AUTHORITIES
CONSTRUCTED STRUCTURES: Temporary structures, custom built stands, stages, platforms, seating, ceilings, suspended or hanging items at
height or from ceiling, installation of large or heavy items, double story structures, designated hard hat areas.
CONSTRUCTION WORK ON SITE: This to be kept to a minimum. Pre-fabricate where possible. Cutting of timber, painting, wallpapering and other
messy procedures are not permitted within the venue. Exhibitors are to pre-arrange a working area outside at the premises. Where not possible, this must
be done off-site.
HEIGHT ACCESS EQUIPMENT:

Scaffolding must be properly erected with safety features to prevent falling from height.

A licensed driver – forklifts, cherry pickers, and vertical hoists, must operate motorised units.
ACTIVITIES: demonstrations & presentations, distribution of food & drink, live performances, public broadcasting of any sort, public participation in
adventurous or other activities, simulators and rides, excessive noise, entertainment involving risk.
CEILING COVERS: ceilings / awnings / roofing - fabric or otherwise, construction must comply with Fire Regulations. Solid ceiling structures may
require additional fire detection and safety requirements. Some venues prohibit ceilings where these cover / obstruct sprinklers and smoke detectors.
VEHICLES OR MOTORISED UNITS FOR DISPLAY: Approval required 15 working days before the event.
FLOORLOADING & HEAVY EQUIPMENT: Floor loadings, coverings and ducts should be noted for heavy equipment. Careful planning should be
implemented in moving heavy equipment. Notification and approval is necessary. Base plates required.
RAISED PLATFORMS: These should have a ramped and a clearly demarcated edge to avoid the tripping hazard. Platforms on stands must be a
minimum height of 100mm. Edges of steps to be clearly marked. Staging over 400mm in height requires approval.
RAMPS: a ramp must be readily apparent, sufficient landing areas at top and bottom, clear of obstructions, surface to be slip resistant, acceptable
gradient, handrails and curbs to be provided and construction elements clearly demarcated. No storage under stages and structures allowed.
NAKED FLAMES: Open fires, candles etc not allowed.
PAINTING: Water-based paint only is allowed. On-site painting (brush, roller or spray) to be kept to the minimum and should be done outside in a
demarcated area. Care should be taken not to leave paint marks on ground or walls. Approval required. Storage of paint on-site is prohibited.
WATER FEATURES: the filling and draining of exhibits using water must be carried out with care to control bacteria in the water.
OPERATING MACHINERY, WORKING APPARATUS & ENGINES: Equipment to be properly maintained and operated with adequate safety
devices and cover guards installed to prevent injury to both public and operator. Warning signs to be provided. Machinery shall be electrically and
mechanically disconnected, except when in use. Machinery to be securely positioned to prevent slippage.
SUSPENDED SIGNAGE, FITTINGS, APPARATUS AND ROOF STRUCTURES: No light fittings, graphics or other items may be
suspended from the ceiling or walls of the venue or any other floor structure without permission. All such fittings shall adhere to load capacities of
attachment points and shall be fitted with secondary safety wires/chains and brackets. Banner specifications and plans required.
PLUMBING: Discuss requirements to ensure that stand is positioned to facilitate plumbing connection. Some venues cannot provide plumbing facilities.
Approval required.
COMPRESSED AIR: requires notification and permission.
SPECIAL EFFECTS: Fireworks (Pyrotechnics), lasers, strobe lighting, ultraviolet lights (UV) require proposal and full approval from relevant parties.
Intent to use smoke machines or similar requires approval since they interfere with the smoke detection systems. Alternative safety measures need to be
implemented.
18
HOT WORK: flame cutting, oxy-acetylene cutting, welding operations, gas/oil blowlamps, angle grinders, LPG burners, soldering etc. within the grounds
of the venue requires permission and a Hot Working Permit.
GASSES: No flammable liquid or LPG shall be used within the Venue without prior approval. Some venues prohibit their use. Please forward requests to
the organisers, clearly stipulating your requirements.
HAZARDOUS / FLAMMABLE DANGEROUS SUBSTANCES & ITEMS: Flammable materials, liquids, gasses and substances, gas cylinders,
fires and naked flames, storage of paint, equipment producing heat, smoke and/or fumes / odours and possible air contamination, use or storage of
hazardous substances, explosives, radio-active materials, items of a noxious nature, fire-arms and ammunition, flaming torches. These materials must be
declared and stored in purpose-made safety containers in minimum quantities. Prior written permission is required for the use of all flammable and/or
hazardous materials including gasses and liquids
STORAGE of any highly flammable substances including blank ammunition, petrol, maroons, theatrical and film effect, flares, signal rockets. In addition
any new or boundary stretching exhibits, displays or activities should be presented for assessment.
SPECIALISED EXHIBITS & ACTIVITIES: The organizers have brief fact sheets for these specific activities. Please request a copy should you be
planning to include any of these in your activities or planning and if they are allowed at all on site.

Preparation of food;

Vehicles & Motorised Units; and

Use of Gas.
FIRE REGULATIONS
OTHER FIRE REGULATIONS are also noted throughout the Manual under various subjects.
MATERIALS: Materials used in construction, exhibits, and displays must be non- combustible, inherently non-flammable or durably flame- proofed. (of a
non-flammable and fire-resistant nature) in accordance with regulatory authorities.

Materials with a fire rating must be treated correctly to obtain a low level of combustibility. Such materials to be declared and certificates from
recognized suppliers confirming that they have been treated with a fire retarding compound must be available on site for inspection.

Fabrics, drapes, hangings, upholstery, decorative materials must be rendered non-flammable.

Timber: Chipboard or block board should be more than 18mm thick or treated.

Plastics: to be treated.

Paints & Surface treatments: Only water-based paints may be used on-site.

Hessian, straw, crepe paper, corrugated paper, cardboard, plastics, thatch and polystyrene products are regarded as major fire hazards and should be
treated accordingly.

Polystyrene products prohibited unless treated by a fire retardant and certified by an authorized service provider.

Untreated wallpaper and similar surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are fixed firmly with an approved
adhesive.

Materials should be able to pass the following tests: Test of flammability, the surface spread of flame and not ignite when subjected to a flame for 10
seconds.
GENERAL POINTS

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Electrical equipment to be wired to meet specifications.
Complex and temporary structures require structural plans and approval. Exhibits are subject to fire and engineering inspection. Any construction not
in compliance will require modification to meet specifications or be closed down.
Equipment producing heat, smoke or open flames must be approved.
Only demarcated storage areas may be used. Space behind exhibition stands or perimeter curtains may not be used for storage.
Depending on materials used, fire extinguishers may need to be placed on a stand.
Artificial plants and flowers are combustible and give off toxic fumes. Fireproofed silk flowers are preferable.
ELECTRICAL
Electrical installations must be of a nature to ensure safety in the use of electricity and must be carried out in a competent manner.
19
Where a fault becomes apparent, the equipment must not be used until the fault has been rectified. All electrical equipment brought into the venue must
comply with the South African Electrical Regulations and the Occupational Health and Safety Act (85 of 1983) as amended by the Occupational Health &
Safety Act (181 of 1983) and the Labour Relations Act (66 of 1985). 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 the faulty equipment will apply. Due to the strict regulations governing the venue, please
take cognisance of the following:






No 15 amp double adapters are permitted. Rather use a SABS approved multi-socket outlet.
All-purpose built stand shell schemes/equipment are to be undertaken by a registered Wireman only and must comply with South African Bureau of
Standards and Occupational Health & Safety Acts i.e. Certificate of Compliance to be furnished to the Exhibition Services Manager.
Only SABS approved multi-socket or multi-extender plugs or cable-tie maybe utilised.
15 Amps are allocated per exhibition stand to cater for most exhibition requirements. However should it be necessary to plug in laser printers, heating
and refrigeration equipment, additional electrical supply will be necessary. Overloaded usage may cause the incoming power supply to trip
excessively. Severe trips may take hours to rectify, thereby causing inconvenience to all Exhibitors.
Each electrical supply provided is intended for one item of equipment or machine, on display. Multi-point socket outlets are not permitted as an
overload may be caused, leading to a trip in the incoming power supply.
30 Amp and 60 Amp, 3-phase power including earth and neutral is available on request. Any power requirements in excess of 60 amps need to be
discussed with the Services Manager.
All electrical fittings and equipment must be SABS approved e.g. Transformers, distribution boards, plugs etc.
For safety reasons and for the protection of electrical installation at Emperors Palace, all main power installations from source to outlet must only be carried
out by the approved official Electrical Contractor. We suggest that stand builders placing floorboards on the carpets should liaise with the electrical
contractor to check on power access positions. Please note that the physical conditions of the exhibition, being different from those of the Exhibitor‟s
premises, may affect the electrical supplies and installations and thus allowances must be factored into the orders made. The venue reserves the right to
reject any installation and/or item of equipment deemed to be unsafe and failing to comply with the statutory gazetted requirements. Exhibitors are to ensure
that electrical loads are not exceeded with respect to power supply requested and equipment supplied / installed.
3-Phase power (including earth and neutral) 50 Amps per phase is available. 200 Amp, 3 phase (including earth and neutral) is available from subdistribution boards. Locations will need to be discussed with the Electrical Contractor. We reserve the right to reject any installation and/or item of equipment
deemed to be unsafe and failing to comply with the statutory gazetted requirements.
Limited stocks of USA / UK to SA standard adapters are available for hire upon request at a minimal charge. Please note that a refundable deposit is
required – kindly indicate this requirement in the tick box provided on the cover page under Electrical.
TRANSFORMERS
Transformers are to be mounted on the structure/walls and/or portable systems and not on the carpeted floor.
ELECTRICAL INSTALLATIONS

Electrical fittings, where ordered, will be placed at the discretion of the electrical contractor unless a sketch plan is provided. A charge will be levied for
the moving of installed electrical fittings on site.

Electrical equipment is on hire and may not be removed. Electrical power is provided during build-up and event hours and consumption is included in
hire cost.

24 hour power needs to be confirmed and arranged.

Power installations from venue sources to outlet may only be carried out by the venue‟s appointed electrician.
Extension leads, adaptor connections or international conversion kits are not supplied by electrical contractor. Please supply your own. They can be bought
at any electrical, hardware or general supermarket outlet and some pharmacies. Use of a two pin plug in a three pin socket, without proper double adaptor,
is prohibited. Temporary clips or other „jimmied‟ connections prohibited.

All wiring and temporary electrical installations including those in pre-fabricated display must meet compliance.

Electrical equipment to be tested for faults before placing on stand. Electrical work to be done by a qualified person who can issue an Electrical
Certificate of Compliance on site, on completion of the stand build and prior to sign off with clients.

Installation. Required modifications to meet compliance will be charged for and payment due immediately.
Please note that power is shared and power loading restrictions must be adhered to. 15 Amps are allocated per stand to cater for most exhibition
requirements. Each power point is intended for ONE item of equipment. Should laser printers, heating and refrigeration equipment be used, additional
electrical supply will be necessary.
20



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
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










Electrical fittings and equipment must be SABS approved eg transformers, distribution boards, plugs and cable tie etc
One only double adaptor or multi-way adaptor per plug point.
No Twinflex. The use of ripcord/ twinflex for wiring on stands, including internal wiring is not permitted.
Wiring systems to be insulated flexible cables with copper conductors with a min. cross section area of 1.5mm2 e.g. 3 core cable tie.
Open wiring – Insulated single core cables (colour coded differentiating between Live/Neutral/Earth), will only be accepted at a
Minimum height of 2.4 m and not be subjected to mechanical damage. Electrical wiring across walkways using insulated flexible cables e.g. 3 core
cable will only be accepted at a minimum height of 2.5 m.
No joints to trailing cable will be accepted.
Termination points on a wire-way need to be insulated and of a mechanical nature i.e. screw or strip connector (no twisting of wires).
Multiple wiring is not permitted to terminate to a single plug top 15A. Lighting is to be looped from fitting to fitting with all terminations secured and
concealed.
Metallic structures with affixed electrics to be earthed to a Distribution Board.
Transformers to be mounted on a structure and not placed directly on the carpeted floor.
Stands constructed of a conductive material will be required to be double earthed to the venue‟s earthing system.
Fluorescent fittings must be earthed.
Neon Lighting – may not be installed without prior approval.
No electrical installation/ fitting may be suspended from ceiling or fixed from any part of the building structure without prior approval.
Heating Appliances must be thermostatically controlled
Heavy electrical usage may require suitable fire extinguishers to be placed at stand.
WORKING TO CODE AND ISSUING OF COCs
They have the right to insist on changes in electrical installations and will assist in authority inspections where necessary. They will, at a fee, issue COCs on
electrical installations provided by other contractors provided this is pre-arranged and electricians can monitor installation and labour practices from start to
finish. This fee is not for labour, but for consultation and supervision and official contractors have full right not to issue COC under their umbrella if they are
unhappy with this installation.
LOAD SHEDDING AND POWER OUTAGES
The organizers are not liable for loss or damage due to power outages. The venue has a back-up generator for emergency use only. Should a power outage
occur, the event will carry on as normally as possible or close for the period with no recourse or liability to the organisers. Standby generators have not
been ordered due to exorbitant costs that would be incurred for a possibility rather than a probability.
21

Section 1 - MI Exhibitors Manual 2015

Transcription

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