How To Exhibit | Exhibitors

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Exhibitors

How To Exhibit

How to Exhibit
Criteria to Exhibit
Managing Sharing Exhibitors
Stand Rates
Terms & Conditions

1. How to Exhibit

1.1 Get the Facts and Prepare

Before submitting your application, please take some time to familiarise yourself with the following:

Criteria to Exhibit are set by South African Tourism to ensure that products showcased at the exhibition are of the highest quality and broadly representative.
If you are considering sharing your space with other complimentary products, be sure to read through Managing Sharing Exhibitors. It is the responsibility of main stand holders to ensure that all requirements are met for those products on their stand.
Rates Schedule and Options available – we have some exciting booth options for INDABA 2009 in order to maximise your participation.
Floor Plans - floor plans will be posted as soon as they become available.
In order to maximize your participation, please clearly specify your stand request on your application. These will then be used during the selection process in November 2008.
Read through the INDABA 2009 Terms and Conditions of payment and exhibiting. To go through to the application, you will be required to accept the Exhibition Terms & Conditions. This will form your legally binding contract with the organisers of INDABA 2009.

1.2 Registering for Your Own Stand

Your application to exhibit at INDABA 2009 is made up of 7 areas:

Company and Contact Details – basic company information for all future communications.
Invoice Company and Contact Details – invoicing contact and due payment dates.
Stand Requirements – size, whether you want shell scheme package or floor space etc.
Sharing Exhibitors - specify companies that you will be sharing a stand with
Catalogue Entry – information for your official listing. Please complete each section thoroughly to assist the selection committee in meeting your needs as far as possible.
Participation Information – questions in support of the criteria to exhibit like associations, international rates card, marketing material, category specification etc.
Comments – address your concerns or requests to the Organisers or the Selection committee.

Please complete each section thoroughly to assist the selection committee in meeting your needs as far as possible.

1.3 Registering Sharing Exhibitors

Registration for Sharing Exhibitors will be open from 1 December 2008 to 14 April 2009.

Please note main exhibitors are required to list all their sharing partners on their application before sharing partners can complete their individual applications.

By listing these sharing partners, the organisers understand that the main exhibitor has approved these companies to co-exhibit on the stand. Please note all sharing companies are also required to be part of the travel trade to qualify.

2. Criteria to Exhibit

All applications will go through a selection process. South African Tourism appoints a Selection Committee, comprising of industry representatives and provincial authorities, to review and accredit applications received. This is to ensure fair and equal representation of the many tourism products offered by our country.

All applicants must fulfill the following basic criteria to participate at INDABA 2009.

The applicant must be debt free to South African Tourism and Kagiso Exhibitions & Events.
Due to the fact that INDABA 2009 is aimed at the International Buyer, the applicant must have an international marketing plan as well as a valid brochure and STO (Standard Tour Operator), Rack and Net rates which the Selection Committee reserves the right to view on request.
The applicant must belong to at least one of the accredited tourism associations or their local tourism bureau.
The applicant must have the necessary trade licenses, tourist guide registrations, and passenger and or public liability insurance, which the selection committee reserves the right to review on request.
The applicant must be a registered South African taxpayer, if operating from South-Africa.

2.1 Main Stand Holders and Outdoor Exhibits

This category of exhibitor submits an application for his / her OWN stand
Main stand holders may choose to “share”, co-exhibit or allocate parts of the total space booked to complimentary products.
Applicants may choose to have an indoor stand / pavilion as well as an outdoor exhibit OR one or the other. Please note there are certain space restrictions if taking both options.

2.2 Sharing Exhibitors

Sharing exhibitors may NOT apply directly with the organisers on the website.
They must make arrangements with the main stand holder to confirm their participation.
The main stand holder is then to go to the INDABA 2009 website and submit applications for those sharing exhibitors that they have elected to participate on their stand.
Main stand holders must include their sharing exhibitors' names on their application.
Main stand holders must list the sharing exhibitors’ company names on their application.
All sharing exhibitor applications need to be completed online once they have been listed by the main stand holder.
The Selection Committee reserves the right to approve or decline sharing exhibitor applications.

2.3 First Time Exhibitors

Due to space limitations, first-time exhibitors are required to contact their provincial authority to assess opportunities to share on the provincial stand.
Should first-time exhibitors not receive space on the provincial stand, they will be waitlisted for their own stand, dependent on motivation from the province.
Established products exhibiting at INDABA 2009 for the first time but wishing to apply for their own stand must submit a motivation for their own stand. The selection committee will review the motivation and make a decision based on merit. Their decision will be final and will not be negotiable.

2.4 Historically Disadvantaged Individuals (HDI’s)

HDI's include all individuals who were discriminated against in South Africa, in terms of legislation or practice, before the first democratic election that took place in 1994 and includes black, coloured, Indian, disabled and all female people in South Africa.
All first time HDI’s must apply to their local Provincial Tourism Authority directly.
HDI's / SMME's, who have exhibited at INDABA before and wish to apply for their own stand, may do so.

2.5 Southern African Countries (SADC Region)

South African Tourism invites members of the SADC region to participate at INDABA 2009
Products within the SADC region must exhibit on their local SADC Tourism Authorities stand.
No individual stands will be granted to individual products based in a SADC region, unless the company operates across a number of countries. This will still be dependent on space availability.
SADC countries may be restricted to space allocations at the discretion of South African Tourism pending demand for space from local products.

2.6 General

Museums, Restaurants, Media Publications and Publicity Associations must exhibit with their Local Government Tourism Associations or companies they are affiliated with.

Every effort will be made to meet the requirements of each applicant but please be aware that this is not always possible due to space restrictions.

Further to this, stand locations on the floor plan cannot be guaranteed. South African Tourism together with the National Selection Committee reserve the right to place stands at their discretion for the benefit of the exhibition as a whole.

3. Managing Sharing Exhibitors

Main stand holders, who wish to share their space with other complimentary products or wish to list more than one member of their group, must do the following:

Submit applications for each of their sharing product or those products that require an individual listing.
Pay the sharing registration fee of R 540.00 (excluding VAT) per sharing exhibitor.
Communicate stand participation details and costs to their sharing product where applicable.
Complete all the service forms pertaining to their stand.
Allocate the allowable number of name badges to all their sharing representatives at their discretion.
Ensure that all information relating to INDABA 2009 is communicated to their sharing products.
Take full responsibility for the requirements of their sharing product.

This sharing registration fee ensures that all sharing exhibitors receive:

Standard Exhibitor listing on the INDABA 2009 website.
Standard Exhibitor listing in the official INDABA 2009 Catalogue.
Copy of the INDABA 2009 Trade Catalogue.
Access to My INDABA on the INDABA 2009 website for downloading of necessary documents and information pertinent to participation.
Online diary for facilitating appointment bookings.
Added to INDABA 2009 Exhibitor database to receive all newsflashes and event communications.
Main stand holders will be invoiced for all registered sharing products requiring the above services and not the individual sharing company.

Main stand holders will be invoiced for all registered sharing products requiring the above services and not the individual sharing company.

4. Stand Rates

South African Tourism has carefully reviewed rate increases for INDABA and kept them to a minimum with some new exciting value-add package option for exhibitors.

All prices exclude VAT.
Standard units range from 3 x 3 = 9m².
Prices vary from venue to venue and for prime locations – please take careful note on the rate schedule.
Prices are per square meter and should therefore be multiplied by the unit you choose i.e.
3 x 3 = 9m² @ rate/m² = total.

Stand Options (all prices exclude VAT)

Inkosi Albert Luthuli Convention Centre (Durban ICC) - Halls 2, 3, 4, 5 & 6
Floorspace	R 1, 535 per m²
Prime Stand	R 1, 900 per m²

Durban Exhibition Centre (DEC)
Floorspace	R 1, 250 per m²
Prime Stand	R 1, 535 per m²

Marquee
Floorspace	R 1, 250 per m²

Outdoor Stand
Floorspace	R 385 per m²
Prime Stand	R 475 per m²

Shell Scheme (compulsory when ordering a 9m²)
Shell Scheme	R 390 per m²

Other Options (all prices exclude VAT)

Sharing Exhibitor
Sharing Exhibitor	R 540.00

Badges per stands (5 exhibitor badges per 9m² - free of charge)
Additional Exhibitor Badges	R 360.00
Onsite Visitor Registration	R 360.00
Local Trade Visitor Registration	R 290.00

4.1 Payment Term Options

Invoices will be issued late in the year once all confirmations are processed. Invoices will be faxed before the end of the year. An original copy of the invoice will also be posted to all confirmed main stand holders.

Payment Terms:

■ 30% due by 15 January 2009

■ 70% due by 31 March 2009

Should you have any queries regarding these payment terms please do not hesitate to contact Kagiso Exhibitions & Events on indaba@kagisoexpo.co.za.

4.2 Bank Account Details

All payments are to be made to Kagiso Exhibitions & Events trading as South African Tourism Exhibitions.

Bank Name:	First National Bank
Branch:	Randburg
Branch Code:	254005
Account Number:	62010630475

4.3 Credit Card Payments

Credit Card payments will be accepted. A form will be made available at time of confirmation for easy processing.

Queries on invoicing and payments can be directed to Lindiwe Mntoninthsi, Credit Controller.

4.4 Floor Plans

Floor plans will be posted as soon as they become available.

5. Kagiso Exhibitions & Events Standard Terms & Conditions

1. DEFINITIONS In the context of this document, the following terms and defined meaning shall apply.

1.1 “KAGISO ” means Kagiso Exhibitions and Events (Pty) Ltd. 1.2 “EXHIBITION CENTRE” means the International Convention Centre and Durban Exhibition Centre, Kwazulu Natal. 1.3 “INDABA” means INDABA. 1.4 “EXHIBITOR “ means each Exhibitor who has contracted with KAGISO to exhibit it’s product at INDABA. 1.5 “PRODUCT” means the declared merchandise, expertise and/or product range of the EXHIBITOR which it contracts to exhibit and/or promote at INDABA from it’s FACILITY. 1.6 “FACILITY” means the exhibition space allocated within INDABA by KAGISO to and for the exclusive use by the EXHIBITOR in terms of the contract. 1.7 “CONTRACT” means the agreement concluded between KAGISO and the EXHIBITOR in terms of which the FACILITY is hired for INDABA which is governed inter alia by the General Rules and Regulations for Exhibitors (the “RULES”), which RULES are obtainable on request of the EXHIBITOR and which will be sent to the EXHIBITOR with the CONTRACT and Tax Invoice. 1.8 Any reference in this Agreement to one of the three genders, or to either singular or plural number, shall in the appropriate context be deemed to refer to any other gender or number, as the context may require.

2. BASIC CONTRACT

2.1 The inclusion of the RULES as an integral part of the CONTRACT constitute a condition precedent to the CONTRACT becoming of force and effect between the parties to the CONTRACT. 2.2 The EXHIBITOR hereby unconditionally undertakes to procure that each and every of it’s employees, agents, contractors, invitees or persons falling under it’s direct or indirect control while present upon it’s FACILITY or otherwise engaged by the EXHIBITOR upon an activity elsewhere upon the EXHIBITION CENTRE, shall unreservedly respect, comply with and fully adhere to the RULES. Any contravention of this undertaking, will constitute grounds for the immediate invoking of the breach provisions. 2.3 Neither the CONTRACT nor any right nor interest thereunder may be ceded nor assigned to any other party without the prior written consent of KAGISO having been first obtained, which consent may in fact in it’s sole discretion be unreasonably withheld. 2.4 An EXHIBITOR electing to cancel the CONTRACT prior to the commencement of INDABA , may in the discretion of KAGISO become entitled to a refund of any payments made upon the following basis:

2.4.1 Should notice of intended cancellation be received by KAGISO at least three months prior toINDABA, 50% of the full contract price shall constitute an agreed liquidated damages amount which KAGISO shall be entitled to retain, the balance of any monies held by it to be reimbursed to the EXHIBITOR. 2.4.2 Should an EXHIBITOR seek to cancel the CONTRACT within three months or less prior to INDABA, it will not become entitled to the refund of any monies, it being acknowledge that KAGISO will not in the circumstances be able to mitigate it’s losses by way of obtaining any replacement Exhibitor for the FACILITY: the full contract value will consequently in such circumstances remain owing and payable by the EXHIBITOR to KAGISO.

2.5 This CONTRACT shall be governed by the laws of the Republic of South Africa. 2.6 Whilst every effort will be made to meet the requirements of exhibitors taking part in INDABA, KAGISO reserves the right to make any alterations which they may consider necessary or to alter the positions of any of the facilities within INDABA, or to take any other steps considered necessary in connection with INDABA in which event the exhibitor shall have no claim of whatsoever nature and kind arising from whatsoever cause against KAGISO.

3. RESERVATION OF CONTRACT BENEFITS

3.1 Whilst the CONTRACT shall have become established as detailed in 2.1, all right and benefits flowing therefrom in favour of the EXHIBITOR shall remain suspended until the EXHIBITOR shall have fully paid the agreed contract price to KAGISO. 3.2 Payment by the EXHIBITOR of the specified deposit, will convert the allocation to a secured and confirmed FACILITY pending the final payment of the outstanding contract price by the EXHIBITOR in terms of 3.1 3.3 The act of payment of the deposit in terms of 3.2 will, in the absence of submission of a written confirmation notice, be deemed to constitute a tacit confirmation thus giving rise to the final legal ratification for the establishment of the CONTRACT. 3.4 Until such time as the specified deposit shallhave been paid in terms of 3. 2, the allocation of the FACILITY space shall remain of a tentative nature and at all times free to be re-allocated by KAGISO to any alternate EXHIBITOR in it’s sole discretion and upon simple notice to that affect being given to the former EXHIBITOR. 3.5 Payment of the CONTRACT price shall be required to be effected by the EXHIBITOR in strict compliance with the invoice terms therefore issued by KAGISO. 3.6 Only for as long as the EXHIBITOR shall be maintained all payments in terms of the CONTRACT on due date, will it be entitled to receive access to it’s reserved FACILITY as may be necessary in the furtherance of it’s planning for INDABA. 3.7 A failure to pay any contract monies in strict accordance with the stipulated times for payment, will constitute a material breach of the CONTRACT. 3.8 Payments made by post will only have been validly made when the payment is received by KAGISO and if made in terms of any instrument other than cash, when such instrument has been honoured. Furthermore, the EXHIBITOR bears the risk of such payment not being delivered by post timeously or at all whether as a result of loss, theft, delay or any other reason. 3.9 Interest at the rate of 2% over the prime overdraft rate of KAGISO’s bankers, First National Bank of Southern Africa Ltd., will be payable on all amounts not paid on due date, such interest being payable from the date payment is due until the date payment is actuallyreceived by KAGISO.

4. BREACH

4.1 In the event of a breach by any party of any term or condition of this CONTRACT, the aggrieved party shall only be entitled to seek relief in terms hereof, after giving to the defaulting party written notice to remedy same within the following parameters:

4.1.1 Should the breach materialise within the period of two months prior to the commencement date of the Exhibition, 4 (four) days; 4.1.2 Should the breach materialise within the month prior to the commencement date of the Exhibition, 24 (twenty-four) hours; 4.1.3 Should the breach materialise during the Exhibition, 7 (seven) hours, those to run between the daily period 10h00 to 18h00

4.2 By virtue of the inherent nature of the Exhibition, time as contemplated in 4.1 is acknowledged by all parties to be of the absolute essence. 4.3 Without prejudice to any other right whether under common lawor in terms of the CONTRACT, the parties reserves the right to any other or additional claim or claimswhich the aggrieved party may have against the defaulting party in law, and in the event of breach of anyterm or condition of the CONTRACT not being remedied, the aggrieved party shall have the right andoption forthwith either to cancel the CONTRACT or to institute proceedings for specific performanceagainst the party in breach and without any further notice, with or without any additional claim for damages arising from such breach 4.4 All legal costs incurred shall be recoverable by the aggrieved party on the scale of attorney and own client. 4.5 The domicilium citandi et executandi shall be those addresses of the EXHIBITOR and KAGISO as recorded on the face hereof.