Exhibitor Rules, Terms And Conditions
CANCELLATIONS AND REFUNDS
Written cancellations will only be accepted before the closing date (13 September 2024) and a 30% administration fee will be charged for cancellations.
There will be no refund of fees for cancellations after the closing date.
Provision is made on the application form for the indication of special requirements and preferences. Exhibitors who, after the closing of applications, raise such requests, run the risk that their need may not be accommodated. If their request can be granted, it will only be done after an additional administration fee of R400 has been paid.
FORFEITURE OF EXHIBITING SPACE
Exhibitors who have not occupied their exhibition space by 9:00 on Friday 4 October will forfeit their exhibition space and it will be reallocated.
EXHIBIT BOTH EXPO DAYS
For the sake of the visitors, exhibitors are obliged to exhibit both expo days. Friday from 9:00 to 16:00 and will not be allowed to leave the site before Saturday 5 October 2024 at 13:00.
NO SLEEPOVER ON SITE
No exhibitor or any staff of exhibitors will be allowed to sleepover or spend the night on the premises.
By submitting the application form, the exhibitor confirms that it will not hold liable KragDag as organizers, or it’s employees, or it’s contractors, or it’s partners, or it’s sponsors, for any injuries, death of any person, or loss of, or damage to, any property, regardless of the cause thereof. If required, insurance against such risks is each exhibitor’s own responsibility.
1. EXHIBITOR INFORMATION DAY - 20 SEPTEMBER 2024
An Exhibitor Information Day will be held on site on Friday 20 September 2024 at 9:00 to 12:00. It is highly recommended that exhibitors attend this session which will provide for the following:
- Exhibitors will have the opportunity to acquaint themselves with the location of their exhibition space on the site in order to prepare for their exhibition.
- Information on the logistical requirements and arrangements for the expo will be shared.
- Exhibitors will have the opportunity to clarify any queries or uncertainties.
2. ALLOCATION OF EXHIBITION SPACES
A specific exhibition space will be allocated to each exhibitor. The stand number(s) of an exhibitor is displayed on the Mega-T online Expo Management System. Click HERE to log into the system, then select your exhibition and click on “Exhibit Space”.
3. REGISTRATION OF YOUR EXHIBITION STAFF
Crew can be registered via the Waantu website. Use the coupon code crew24 to get free tickets.
Upon arrival, your crew must report to the entrance gate with their tickets and if necessary, they will be assisted to reach their exhibition space. Crew members who have not pre-registered will, like any visitor, pay R100 entrance fee.
4. SET UP EARLY
In order to avoid the hustle and bustle on the expo morning, exhibitors are encouraged to set up their exhibits on Thursday 3 October or even earlier in the week. This is especially a requirement if you have large vehicles that you will exhibit. There will be onsite security from Monday (30 September) to Monday (7 October).
5. GATE OPENING TIMES
On the expo days (4 and 5 October), the gates will open for the exhibitors at 6:00 and for visitors at 9:00. Exhibitors must be ready by 08:30 to receive the visitors.
6. TRAFFIC FLOW ON THE EXPO TERRAIN
In order to minimize a congested expo terrain, exhibitors that needs to offload material or other stuff for their exhibition, are requested to unload the items and then park their vehicles in the parking area, before finishing the setup of their exhibition.
Follow the red arrows on the terrain plan to deliver items to your exhibit space. Please park in such a manner that you will not block the flow of traffic. After unloading, you can follow the arrows further and leave the expo site to the parking area south of the expo terrain.
No vehicle will be allowed on site after 08:00 and all vehicles must be removed from the site by 08:30.
Exhibitors who did not show up by 08:00 will forfeit their place.
7. KEEP WITHIN YOUR BOUNDARIES
Please be considerate of your fellow exhibitors and keep within your company’s exhibit space boundaries. Keep the walkway clear of tent anchor ropes and pegs.
Although only at the start of the rainy season, keep in mind that the expo is an open air event – please take the necessary precautions for the possibility of rain.
9. BE MINDFUL OF UNDERGROUND WATER PIPES
The location of underground water pipes are indicated with red lines on the expo terrain. Please do not enter pegs within 50cm of the line.
10. POWER POINTS
Only exhibitors who have applied and paid for power on their application forms may connect to a power point. Power points are indicated as red dots on the terrain plan – utilize the dots to determine how far the nearest powerpoint is from your exhibition space. Please bring your own extension cord to connect to the power point – a 20-meter cord should be sufficient in most cases. KragDag’s electrical team will check all electrical connections for safety.
Tables (approximately 1 800 x 700 mm) will only be provided to exhibitors who have booked in advance. Exhibitors can collect their tables at the Information Desk and have to return them again after the expo. If tables are not booked back at the Information Desk or are damaged, the exhibitor will be responsible for the replacement cost of the table.
Water points are indicated by blue dots on the terrain plan.
13. FIRE PROTECTION
We encourage exhibitors to each have a fire extinguisher at their stand as part of our self-help and mutual help fire plan. For food stalls that work with open flames, a fire extinguisher is mandatory and a fire blanket is recommended. A fire extinguisher can also be ordered in advance from Speedies (044 873 0585), who also exhibits at Mega-T. You will be able to pick up your ordered extinguiser at their stand at the start of the expo. Although the organisers takes intensive precautions against fire hazards, exhibitors are called upon to assist in the fight against any fire that may arise on the terrrain.
14. REFUSE REMOVAL
Each exhibitor is requested to bring their own garbage bags and leave filled bags in front of their stand at the end of each day. It will be removed by SkipGo the next morning before the gates open for visitors.
If you require wi-fi, it can be ordered in advance at email@example.com. At the expo please bring your devices that needs to be on the wi-fi to the info tent for the password to be entered by the expo-personnel.
There will be a mobile ATM on site for cash withdrawels.
17. EXHIBIT UNTIL THE EXPO END
For the sake of the visitors, exhibitors are obliged to exhibit both expo days: Friday from 9:00 to 16:00 and Saturday from 9:00 to 13:00 and will not be permitted to leave the terrain before Saturday 5 October 2024 at 13:00. Exhibitors may only vacate their stand after 13:00 on Saturday 5 October 2024 and no cars will be allowed on the expo terrain before 13:00. Exhibitors are strongly urged to comply with this out of respect for our late afternoon visitors. all
18. BREAKDOWN OF EXHIBITION
Exhibitors can remove their exhibition on the Saturday after the event or arrange with the organizers to do it the following Monday. There will be terrain security until Monday 7 October. All stalls must be completely removed by Wednesday 9 October 2024. Please leave your display area neatly behind, paying special attention to removing any cable ties or cigarette butts. We request from exhibitors not to schedule the removal of their exhibition for the Sunday – the Gereformeerde Gemeente Diamantvallei holds a church service on site on Sundays at 9:00.
19. HELP GROW THE EXPO
Invite your customers and acquaintances to attend the expo.
20. INFORMATION DESK
If there is any uncertainty, or if assistance is required, please visit the Information Desk (marked on the map with an “I”).