Exhibitor Service Manual - Financial Planning Institute
Contents
1. ExpoScreens Contact Petra Thiele Tel 011 646 77 50 Cell 082 414 8451 Email petra exposcreens co za Wwww exposcreens co za FPI EXPO Changing Mindsets 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za ACCOUNTS EXHIBITION ONLY Full and final payment for stand space contracted and any additional services is payable in advance of the build up of the exhibition to SA Confex Services and its service providers If you have any queries on the status of your account please contact Dee Reuvers on cell 082 5656 700 Email deer saconfex co za Please note that Exhibitors will NOT be allowed access or receive exhibitor badges or tickets unless the Organisers have received full payment ACCOMMODATION PACKAGES Special accommodation packages have been negotiated by the Conference Organiser Lexis Nexis available on the FPI website www fpi co za ADDITIONAL SERVICES Additional services may be ordered by completing the relevant form copied and pasted to the Exhibition Organiser email deer saconfex co za The specific service required will be referenced by page number in the section listed hereunder ALCOHOL The venue is a fully licensed venue and alcohol may not be brought onto the premises A special permit is required for promotional and sponsorship alcohol and a corkage fee will apply The venue requires advance notification of such requests and the decisio2. The vital part of your participation plan must be to maximize your networking opportunities whilst creating an environment of Exhibition Excellence The judging of exhibition performance will commence from the time the exhibition is officially open and awards will be presented to those companies who have achieved an exhibition performance of excellence The Exhibition Excellence awards are sponsored and will be presented by SA Confex Services SACS at lunch in the exhibition hall on Thursday 21st June Please be present on your stands The Service Manual is designed to assist in ensuring that the time you spend in your exhibition office is as beneficial and enjoyable as possible A SACS team will be based on site to assist with the organisation and co ordination of Logistics Please adhere to the deadlines for the ordering of additional services Should you require any assistance please call me at any time Have a great show Changing Mindsets Dee Reuvers Exhibition Organiser SA Confex Services cc Ck 2010 018708 23 Cell 082 5656 700 Email deer saconfex co za Website www fpi co za Member A C Reuvers Ck 2010 018708 23 FPI EXPO Changing Mindsets 2 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za TABLE OF CONTENTS A Z Important Information amp Exhibition Regulations Pg 4 Pg 5 Pg 6 Pg 7 Pg 8 Pg 9
3. FPI EXPO Changing Mindsets 13 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 14 EXPOSCREENS See Safety amp Securit FIREARMS age 21 and Contact details page 4 The venue is a strictly weapon free venue and the use of any weapon is not permitted Exhibitors intending on displaying firearms or weapons must apply to the Firearm Licensing Department to obtain a license No personal firearms may be carried in the venue during the show period FLOORPLAN The final floorplan will be included on the FPI website included within the Conference Booklet As at time of printing and sent to each exhibitor in a final Communiqu from SA Confex Services FURNITURE In order to maintain the design language throughout the exhibition a small selection of furniture that has been approved and may be hired from the list provided on the relevant order forms The hire charge must be settled in full before the build up commences FURNITURE 1 Please complete company details in full on every form used Prices are for show duration All stock is subject to availability Company name Contact person Postal address Postal code Email Tel Fax Cell no Company VAT no Stand no Signature Date Code Description Price Qty Total DB1 Waste bins R60 OCR003 Lockable credenza 740mm h x904mm R1254
4. FPI EXPO Changing Mindsets 18 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 19 MARKETING amp EXHIBITION PRESENTATION TIPS e Create a theme and core objective and design your presentation accordingly e Promote your participation and send notification to all present and prospective clients timeously e Send a press statement to the media and provide a copy to the Organisers for insert into the Media Kits at the show e Brief all staff and ensure that all share in the purpose and buy in e Arrange to have your stand and participation photographed by the official exhibition photographer on site and have this uploaded to your website and save for record purposes e Capture prospective customer and media contacts made each day and delegate the responsibility for follow up immediately after the show Product display and sampling Although product demonstration is encouraged this must be located so that crowds will comfortably be contained within the confines of an exhibitor s space and not block the aisles Sound levels glaring or flashing lights or other distracting demonstrations are subject to organiser approval We will ask you to turn down or turn off any sound system that is hindering your neighbour s ability to conduct business Sampling outside of the contracted exhibition space will not be permitted Distribution of promotional material Distribution
5. light oak or dark w x 460mm diam wood TA6 Wooden coffee table 600mm h x w x R530 450mm diam TCO015 Glass coffee table R690 SO1 Single couch Black R803 S02 Double couch Black R1540 S04 Triple couch Black R1760 LOP001 2 Cuba lounger SGL Black or Off White R1496 LOP003 4 Cuba lounger DBL Black or Off White R1937 LOP005 Komodo SGL Red amp Black or Blue R1535 amp Black LOP007 9 Komodo couch DBL Red amp Black or Blue R1908 amp Black LOP052 Nevis SGL suede Blue amp Black or R1598 Ebony LOP054 Nevis DBL suede Blue amp Black or R1909 Ebony SO3 Large square ottoman 600mm h or w R946 FPI EXPO Changing Mindsets 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 14 15 FURNITURE 2 Please complete company details in full on every form used Company name Contact person Postal address Postal code Email Tel Fax Cell no Company VAT no Stand no Signature Date Prices are for show duration All stock is subject to availability SO5 Small square 400mm h x R347 ottoman 400mm w TA1 Round glass 750mm diam R754 table x 450mm h TA2 Chrome caf 800mm R754 table diam x 730mm h TA5 High chrome 600mm R754 bar table diam x 1082mm h CH3 Gogo chair R336 CH4 Olivia chair R336 CH12 Parma caf R336 chair CH5 Parma bar R336 s
6. Convention Centre Organiser SA Confex Services deer saconfex co za aa LOP007 9 S01 LOP052 CH3 GC03 LOP054 L13 GC04 17 18 INSURANCE The Organisers whilst taking every reasonable precaution will not take any responsibility for any loss or damage which may befall the person of the property of the Exhibitors their contractors or visitors from any cause whatsoever Exhibitors are responsible for their own insurance cover and it is recommended that they have cover in respect of a Exhibits and stand contents whilst in transit for the duration of set up and breakdown as well as for the duration of the exhibition b Any expenses incurred due to the abandonment or postponement of the show We suggest that you contact your Insurance Co Broker and advise them of any temporary additional cover you may require for your possessions at the exhibition e It is recommended that insurance cover be taken for the duration of the exhibition to include transport to and from the exhibition venue e The period of liability of the exhibitor shall be deemed to run from the time 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 e The organiser carries public liability for visitors but is not responsible for the insurance of exhibits or display material on stands e Exhibitors are strongly advised to pack and remove
7. Pg 10 Pg 11 Pg 12 Exhibition Contact Details Accounts Accommodation Packages Additional Services Alcohol Audio Visual Banking Behaviour Carpeting on stand Catering Children Cleaning Conference Programme Cooking amp Sampling Deadline for Service Forms Deliveries Disabled facilities Directions to Sandton Convention Centre Disclaimer Dogs Dress Code Electrical Floorplan Electrical Services Entry to the exhibition Exhibition Opening Closing Exhibition Evening Event Exhibition Build up Break Down Exhibition Excellence Awards Exhibitor Listing Exhibitor Name Badges Exhibitor Shift Schedule FPI EXPO Changing Mindsets 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za Pg 13 Pg 14 Pg 15 Pg 16 Pg 17 Pg 18 Pg 1 e o o o o o De oo o Pg 21 Pg 22 Pg 23 Firearms Furniture 1 Furniture 2 Furniture 3 Furniture Visual Reference Insurance Logistics on Site Lost Property Marketing amp Exhibition Presentation Guide Medical Standby Name boards Noise Non Smoking policy Occupation of Stand Parking facilities and Vouchers Plant amp D cor Hire Porters On site Logistics Power failure Procedures Public Address System Safety Security amp Expo screens Evacuation Procedures Safety Requirements for Exhibitors Hanging Banners Storage Vehicle display Shell Scheme Siemens Venue Restricti
8. and equipment and the premises are patrolled day and night we cannot accept any responsibility whatsoever for any injury loss or damage or any consequential losses which may befall your personnel and their property Please ensure that any incident involving the loss of property is reported to the security office Failure to do so could result in insurance companies refusing to meet claims We recommend that all valuables particularly of a portable nature are not left unattended on your stand This is particularly relevant on the closing evening and throughout the breakdown period Removal of stock and goods during show hours will require a Goods Removal Form which is obtainable from the Organisers Office The form must be completed by one of the organisers and a copy must be given to the security representative when leaving the premises Exhibitors wishing to arrange additional stand security for their stand during the exhibition must send a request to the Organisers in writing email EXPOSCREENS Peace of mind screens that secure your stand in a few minutes and only you and the supplier have lock unlock access See page 4 for Contact Details Secured by a unique patent lock winner of the SABS Design Excellence Award Fully removable within a minute the expo stand remains uncluttered and wide open during expo hours no fittings or attachments stay behind Quick and Easy late orders and stand layout changes are serviced w
9. digital If you require a telephone please order a digital line A telephone line will only enable you to make telephone calls If you wish to make use of a fax machine a modem or a speed point machine please order an analogue line not a telephone line When placing an order for a telephone fax or modem service both the line and equipment if required in the case of fax and modem must be ordered e The number to dial for an outside line at the SCC is 7 not 0 If you are providing your own modem fax or speed point machines please ensure that they are programmed to dial 7 If you are providing your own PC and wish to make use of a dial up function please ensure that you have a modem card for analogue dialup or an ISDN card for ISDN dialup If you wish to make use of a LAN connection please ensure that you have a network card There are three options available at the SCC for internet access i e a dial up via analogue or ISDN b LAN connection to the existing network and c ADSL line There is a cost associated with the set up and breakdown of each service requested as well as for after hours callouts e Siemens Business Services is the sole supplier of telecommunications requirements at the SCC Orders for telecommunication equipment and services must be confirmed with and paid to Siemens Business Services Payment must be done in full to secure your order Payment details will be supplied with the quote VENUE RESTR
10. Don t use people from the street to assist you in carrying goods into the exhibition halls there is a contractor on site that does the porter service and they are clearly identifiable at no additional cost Please do not leave bags cellular phones briefcases video recorders projectors and personal items unattended Security of your personal property is your own responsibility e For any queries with regard to security or for additional requirements contact Dee at deer saconfex co za Most thefts occur during the build up and breakdown process especially the first 2 hour after the show closes Taking these precautions will help prevent loss from your exhibition stand After setting up your exhibit and at the end of show each night cover your materials with a sheet or some type of cover Do not leave valuable items unattended on your stand such as cell phones handbags laptops etc Hire specific stand security measures EXPOSCREENS and or security guard to safeguard your exhibit and materials At the close of the show pack your valuable items first and do not leave them unattended Do not indicate the contents of your boxes i e computer laptop etc Make sure all arrangements to have your stand and equipment removed have been made The security provided by the organisers is general hall security and not individual stand security Whilst every reasonable precaution is taken to ensure the safety and security of personnel
11. FPI CHAN NI cese MINDSETS FPI 2012 EXPO EXHIBITORS SERVICE MANUAL SA Confex Services CC SERVICE FORMS DEADLINE 23rd May 2012 EXHIBITOR LISTING IN CONFERENCE BOOKLET D L 15 APRIL EXHIBITOR LOGO FOR WEBSITE D L 157 APRIL EXHIBITION GREENING POLICY e Save Paper Do you really need to print this document e Email ONLY the information required NOT the entire manual please e Email to deer saconfex co za EXPO Dates 20th 21st June 2012 Build up 18 19 June 2012 Venue Exhibition 1 Street Level Maude Street Sandton Convention Centre Disclaimer The Exhibition Organiser is not responsible for the omission or error of any information contained within this Exhibitor Service Manual FPI EXPO Changing Mindsets 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za a SA Confex Services cc Dear Exhibitor This manual has been presented in a user friendly format to assist you in the planning of your successful participation The exhibition will without doubt add significant value to all the proceedings of the Conference The products and services presented in the exhibition area offer an opportunity to various suppliers to discuss branded solutions to those problems and issues addressed within the conference You will continue to receive updated information and or addendums to that which you have already received
12. ICTIONS Height Designer stands may be constructed to a maximum of 6 metres only Ensure that the back of the stand has a finish that looks good if the stand alongside is lower in height Weight Maximum loading of 500kg per m Certificate of Compliance Ensure that your Contractor produces a COC handed to the Organiser before commencement of build up Stand designs should be sent to the Organiser as soon as they have been approved and that the actual structure complies with the drawing and design Please ensure that all waste during build up is moved off your stand frequently and that the aisles around you do not obstruct movement past your stand All construction to be completed and waste removed no later than the end of build up Ensure that highly flammable materials are fire retardant WE WISH YOU A SUCCESSFUL EXHIBIT AT FPI 2012 EXPO DEE REUVERS Exhibition Organiser SA CONFEX SERVICES Cell 082 5656 700 deer saconfex co za www fpi co za FPI EXPO Changing Mindsets 24 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za
13. and or service providers in their employ whilst on the premises The exhibiting company also undertakes to ensure that no unacceptable behaviour by any such person including excessive consumption of alcohol playing of loud music use of abusive language or lack of respect for the building its infrastructure and personnel occurs whilst on the venue premises CARE OF BUILDINGS Painting nailing or drilling of floors walls ceilings or any other part of the building is not permitted Exhibitors laying any floor covering must use an adhesive that will not damage the floor and is easily removed No signs or other articles are to be fastened to ceilings walls pipes or electrical fixtures The floor is polished concrete Any floor covering tape not removed by the exhibitor will be subject to a removal charge CARPETING Carpeting is provided in a standard charcoal grey for all exhibition stands Please note that exhibitors will be charged for any damages to the carpeting on their stand s at a rate of R100 per carpet square CATERING As stated in the Fact Sheet SA Confex Services will provide Vouchers to be collected at the Organisers Office at Build Up and distributed to relevant staff These vouchers must be handed to the Organiser each day who will then provide the relevant accreditation for name badge on the day required e 2x Food Vouchers per 9m per day PLUS 1 Voucher for the Evening Event Value R1802 e 1x Food Voucher per 3m or smaller per d
14. ay PLUS 1 Voucher for the Evening Event Value R1086 e It is essential that each stand is staffed by at least 1 person at the EVENING EVENT on 20 June at 18 00 e A surcharge of R270 p meal is applicable for any HALAAL or KOSHER meals ordered e Vouchers may NOT be exchanged for cash or credited to Exhibitors account If they are not used they are a waste to SA Confex Services e Any additional lunches and beverages required are to be ordered via email by no later than 23 May 2012 e CATERING for Build Up Days are for the Exhibitors Account Snacks and Beverages will be made available for purchase onsite CHILDREN Please refrain from bringing children under the age of 12 years of age into the hall during build up break down No persons under the age of 18 are permitted into the exhibition area during shows and or when alcohol is served at the evening event CLEANING General cleaning has been arranged by the Organisers and will be carried out on a daily basis free of charge The cleaning contractor will only be responsible for a clean up of the entire exhibition area after build up and thereafter the general cleaning of the venue and passages and not cleaning of exhibition stands Exhibitors will be responsible for the cleaning of their own stands Should an exhibitors want to book cleaners at their own expense please contact the Exhibition Organiser FPI EXPO Changing Mindsets 6 20 21 June 2012 Sandton Convention Centre Organ
15. btained from the Organisers Additional electrical requirements may be ordered HEREUNDER ELECTRICAL FLOOR PLAN Please complete company details in full on every form used Company name Contact person Postal address Postal code Email Tel Fax Cell no Company VAT no Stand no Signature Date Please sketch below a floor plan of your stand showing the position of any additional lighting and plug points ordered from Form C and email to deer saconfex co za Each standard package booth is provided with one plug point and two 150 watt square halogen spotlights If the electrical floor plans are not submitted in advance resulting in electrical fittings having to be moved during build up a surcharge of 50 percent of the hire price of each fitting moved will be levied EACH SQUARE 500mm SYMBOLS Long arm spotlight O Plug point X FPI EXPO Changing Mindsets 9 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 10 ELECTRICAL SERVICES Please complete company details in full on every form used Company name Contact person Postal address Postal code Email Tel Fax Cell no Company VAT no Stand no Signature Date DESCRIPTION PRICE NO REQUIRED TOTAL DB Single phas
16. building until it has been declared safe to do so by the emergency co ordinator FPI EXPO Changing Mindsets 22 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 23 SAFETY REQUIREMENTS e Drapes hangings tapestries and other decorative materials must be fire retardant if they constitute a significant part of the d cor or if they provide a continuous path for fire travel Provisions are to be made for the proper storage of packing materials needed for transporting displays and surplus quantities of literature Vehicles containing large amounts of fuel should not be parked in or close to the venue Arrangements for the display of motor vehicles should be made with the organisers prior to the event Special conditions apply e The vehicle may not be filled with more than a tank of fuel e If possible the battery must be disconnected for the duration of the exhibition A drip tray must be provided and placed underneath the motor vehicle for any oil leaks A fire extinguisher must also be positioned on the stand e Vehicles may not be started run or moved during event hours e Hanging Banners No material equipment displays lights and so on may be hung from the exhibition building structure unless permission is obtained from the Organisers Loads are restricted to the safe working load of the specific point The Organisers to give final approval before the ex
17. e 32A 3 x 15AMP R1280 single phase 240V outlet DB connection 63A 3 phase R2750 Spotlight incl fitting and wiring R288 TOTAL 14 VAT TOTAL INCL VAT CONDITIONS OF HIRE e All electrical equipment is only for hire for the duration of the exhibition e No goods will be delivered unless payment is received before the event e f you have only taken floor space please order a distribution board IF YOU WANT POWER AND OR LIGHTING e Please provide a drawing of your stand showing plug point FPI EXPO Changing Mindsets 10 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 11 ENTRY TO THE SHOW Show management reserves the right to refuse admission to any visitor exhibitor or exhibitor s employee who in the opinion of the Exhibition and Conference Management is unfit intoxicated or in any way creating a disruption to the show EXHIBITION OPENING AND CLOSING TIMES amp EVENING EVENT Date Opening Time Closing Evening Event in Expo 18 June Build Up 7 00 19 00 19 June Build Up 7 00 19 00 20 June 7 00 18 00 18 30 Nik Rabinowitz Comedian 18 30 18 45 Announcement of 2012 Financial Planner of the Year 18 45 21 00 Cocktails networking and music 21 June 7 00 15 00 21 June Break down 15 00 22 00 EXHIBITION EXCELLENCE AWARD CRITERIA N amp G1 Ko We believe that it is our responsibility
18. from the exhibition hall all portable appealing and valuable items at the end of each day when the exhibition closes as this is the e 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 e Exhibitors shall be responsible for making good any loss or damage to any items that they have rented or hired from the exclusive outsourced contractors LOGISTICS ON SITE PORTER SERVICE At no additional cost the Official Onsite Logistics Company TST Onsite will assist you with on and off loading of exhibition materials This does not include freight forwarding of any goods to and from the Convention Centre which would then require direct negotiation with TST Contact details on page 4 Please use the off loading entrance on Maude Street and follow the signs All equipment loading must be done via the loading bays and entrances in Maude Street alongside the entrance to the Sandton Convention Centre Exhibitors may not store freight and or equipment in any public area service area or in the loading bay area e The exhibitor must remove all packing containers wrapping materials and empty cartons in the loading bay area or the organiser will dispose them of LOST PROPERTY During the exhibition any lost found or stolen property should be reported to the Head of Security who will be contactable through the on site Organisers Office
19. here are any people not accounted for report this to the senior official at your assembly point Keep all staff and guests near you calm and orderly until further instructions are obtained from the emergency control room Do not allow any person to enter the area once the fire alarm has been sounded until the building is cleared for re entry In the event of an emergency situation that warrants evacuation of all occupants the alarm will sound followed by confirmation of the emergency which will be announced on a public address system All occupants and patrons must immediately gather their personal belongings and in an orderly fashion proceed towards one of the emergency exits Emergency exits will be clearly demarcated Security staff stationed at various points will assist the elderly and handicapped members to exit the building in a safe manner Assembly points have been established for each exhibition hall Staff members of Sandton Convention Centre will guide occupants to these safe areas Evacuees must avoid gathering in front of main entrances as they are the main access points for emergency vehicles Trained paramedics are on stand by during the exhibition and will attend to individuals in need of medical treatment First aid facilities have also been provided and can be made use of at all times Staff members will assist emergency personnel in the performance of their duties and will ensure that no member of public re enters the
20. hibition Storage There is limited storage area available please include your requirements into your stand lockable cupboards SHELL SCHEME The organisers make use of a modern shell scheme system built to European specifications Shell scheme is not included on the FLOOR SPACE ONLY stands The following important information relates to its use Height of walls 2 4m Width per panel 980mm 964mm visible Configuration Back wall with two sidewalls open front with fascia EXCEPT corner stands that have one back wall and one sidewall with two open sides with fascia cover All walls are made up of 1m panels Only 1 fascia is printed on a 3m and 6m stand and only one company name per fascia is permitted 9m amp 12m stands that are corner stands will have two fascias Colour Panels are white Poles and supports are aluminium Coloured panels can be ordered at an additional rate per panel Usage NO PAINTING of panels is allowed Double sided tape prestik or Velcro can be used to affix lightweight items Heavier items can be hung from the top support with nylon Queries with regard to usage should be routed to the organiser Damage Damaged panels will be invoiced at a cost of R1 000 00 excl vat per panel FPI EXPO Changing Mindsets 23 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 24 SIEMENS LINE APPLICATION e The telephone system at the SCC is
21. iser SA Confex Services deer saconfex co za 7 CONFERENCE PROGRAMME The final Conference Programme will be uploaded to www fpi co za COOKING amp SAMPLING Any requirement for cooking at a stand must be communicated by no later than 23 May in writing to the organisers giving all the relevant details The following should be noted e Cooking product demonstrations and sampling will only be permitted where prior approval has been granted in writing by the organisers and venue management Solid food portions should be no larger than bite size portions 85g of food on toothpick Beverage tasting must be in tasting cups 20ml of beverage Bottles will be subject to a negotiated corkage fee Should samplers interfere with the normal traffic of neighbouring exhibition stands the organisers will have no alternative but to request that the sampling be stopped The exhibitor is to supply large plastic rubbish bins including a supply of clear plastic bags DEADLINE FOR SERVICE FORMS Service Forms Deadline 23rd May 2012 Exhibitor Listing in Conference Booklet 15th April Exhibitor Logo for Website 15th April DELIVERIES All drivers will be directed by traffic marshals upon arrival on site Space is extremely limited so all vehicles must be removed from site immediately after offloading Do not leave your stand or any stock unattended during build up or breakdown All deliveries unaccompanied by the exhibitor should be directed to
22. ithin minutes Even more secure when combined with the optional electronic intruder alarm FPI EXPO Changing Mindsets 21 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 22 EVACUATION PROCEDURES IN THE CASE OF AN EMERGENCY On hearing the Fire Alarm receiving notification of a fire or when a fire in your area threatens the lives of staff or guests the following evacuation will take place Immediately stop all actions and operations in your area Assign senior staff to act as marshals at each exit from the area Inform guests to exit the area through the indicated routes and to follow the marshals to the designated assembly point Marshals are to lead the guests via the shortest route to the outside of the building and to the designated assembly point Marshals and guests are to wait at the assembly point The manager supervisor is to remain in the area until all guests and staff have evacuated the area The manager supervisor must inspect the area to ensure that the are no guests or staff remaining in the area only security personnel may remain in the area The last person to leave the area should close all doors and windows in the area and proceed along the shortest safe route to the outside of the building and to the designated assembly point Take roll call of your staff and ensure that all staff on duty at the time of the alarm are safe and accounted for If t
23. n to permit promotional or sponsorship beverages is at the discretion of venue management Alcohol may only be served to people over the age of 18 AUDIO VISUAL Audio visual services add to the attraction by movement and or sound and may be ordered RENTAL FOR AUDIO VISUAL AND IT PRODUCTS AUD001 40 42 PLASMA LCD SCREEN with floor stand lycra draping where available cables and setup per day hire R 1 860 AUD002 32 PLASMA LCD SCREEN with floor stand lycra draping cables and setup per day hire R 1 200 Mandatory on all orders 8 of rental value is added for theft insurance which covers you for 50 of the replacement value You may supply own cover Terms amp Conditions Apply Does not include goods left unattended or stands left overnight without a security screen Sub total R Surcharge 20 R Sub total with surcharge R 14 VAT R Total incl VAT R All prices exclude vat Excl insurance PLEASE NOTE Subject to availability FPI EXPO Changing Mindsets 5 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 6 BANKING There is an ATM available on the ground floor level on the right by the escalators There are also ATM facilities in the neighbouring shopping malls i e Sandton Square amp Sandton City BEHAVIOUR The exhibiting company undertakes personal responsibility for the behaviour of any person s deemed to be staff suppliers sub contractors
24. ng to attend to any specific requirement you may have regarding your stand photography which will be for your own account However a range of general photos will be taken during the course of the exhibition for record and publicity purposes PLANT HIRE amp DECOR Add some green to your presentation Brochure Information and price list to hire available on request contact details on Page 4 POWER FAILURE PROCEDURE In the event of a power failure Sandton Convention Centre has a generator on site PUBLIC ADDRESS SYSTEM The official PA system will be used to pass messages to Exhibitors and contractors only during build up and breakdown During the exhibition it will be used only at the discretion of the Organisers and in emergencies Use of the PA system is NOT allowed without the permission of the Organisers FPI EXPO Changing Mindsets 20 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 21 SAFETY amp SECURITY The Official Security Company appointed is responsible for the safety amp security of the Exhibition Hall Perimeter Entrance and exit areas during build up break down and running of the exhibition The exhibition area will be secured at night e Please make sure that you and your staff who assist you in build up or break down carry their passes This way the security official on duty can identify the people carrying goods in or out
25. nging Mindsets 12 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 13 EXHIBITOR NAME BADGES 2 per stand only thereafter R50 per badge COPY AND PASTE ATTACH THIS SECTION INTO AN EMAIL RESPONSE PLEASE Please fill in the names of persons who will be staffing your stand These badges will be issued and included in an Exhibitor Package once you arrive on build up day Please note that only your company name will appear on the badge Staff names are ONLY required for security purposes No access will be given to the exhibition area without an Exhibitor or Delegate Badge Exhibitor Badges will be issued on site by the Exhibition Organiser and Conference Delegates Only are required to register directly with the Conference Organiser Lexis Nexis ALL EXHIBITION STAFFING PERSONNEL ARE REQUIRED TO WEAR THEIR EXHIBITOR BADGES WHILE ON STAND DUTY IRRESPECTIVE OF WHETHER THEY ARE DELEGATES OR NOT First Name Last Name Cell No Please type 2 Badges issued per stand thereafter R75 per badge and R75 for a badge that has been lost EXHIBITOR SHIFT SCHEDULE First Name Last Name Cell No Shift Time Slot s PLEASE KEEP A COPY FOR YOUR RECORDS Deadline 23 May 2012 Company Stand no Signature Date Please COPY AND PASTE ATTACH these forms to SA Confex Services Email deer saconfex co za
26. of promotional material such as printed leaflets cards adverts circulars product samples or any other articles may only be distributed by contracted exhibitors and pertaining to their own products services on exhibition stands No other area may be used for distribution of promotional material this includes the registration area common aisles conference rooms and every area other than your stand MEDICAL STANDBY Paramedics and emergency services will be available for the FPI Convention at SCC NAMEBOARDS Nameboard Fascias will be provided for those Exhibitors who have ordered relevant Packages that include this facility The correct name not exceeding 26 letters is to be provided on the form herein and submitted adhering to the services deadline Space Option contracts are to provide their own signage and branding Only aisle and directional signage will be provided by the Organisers NOISE Although sound is a sensory attraction and is encouraged it is requested that this be kept to a minimum and socially acceptable level to allow for effective delegate and exhibition interaction Please note that audio visual equipment amplifiers or live music may not be used without the written approval of the organisers Audio visual presentations demonstrations must not exceed the reasonable volume or cause aisles to be obstructed NON SMOKING POLICY Smoking of any substance is prohibited at all times in all areas within the Sandton Conven
27. ons EXHIBITION CONTACT DETAILS SA Confex Services cc EXHIBITION ORGANISER SA CONFEX SERVICES cc Dee Reuvers Exhibition Organiser SA Confex Services Contact Email deer saconfex co za Cell Phone 082 5656 700 Tel 011 262 2735 Fax 011 444 8866 Postal Address P O Box 78058 Sandton 2146 Miktor Contact Chantal Tel 011 508 0478 Email Miktor tiscali co za Official Shell Scheme Contractor Scan Display Tel 011 447 4777 Fax 011 327 3395 Contact Trish van der Merwe Cell 082 388 7474 Email trish scandisplay co za Conference Organiser Contact Felicity von Oettingen Lexis Nexis South Africa felicity vonoettingen lexisnexis co za Tel 27 31 268 3283 Direct 27 86 501 4083 Fax 27 83 777 9430 Cell 083 777 9430 Venue Sandton Convention Centre Exhibition Address Exhibition 1 Street Level Sandton Convention Centre Maude Street Sandton Directional Map on page 7 Financial Planning Institute Website www fpi co za Tel 086 1000 374 Porter Onsite Logistics Contact Tyron Naidoo TST On Site Management amp Logistics cc Cell 082 450 3480 E Mail tyron tstonsite co za Fax 0866389057 Tel Office 072 5765 932 Tropical Plant Displayz Eventscaping amp plant hire for all events Contact Amanda Wilsenach Tel 011 466 8516 011 466 9462 Fax 011 466 9465 Office Cell 082 464 5272 www tropicalplantdisplayz co zaa amanda tropicalplantdisplayz co za
28. s that integrate conference and exhibition exposure Attention Getting Devices Movement signage Colour audio or and visual displays or and any innovative method used for attracting attention Presentation Techniques Attitude of Stand Representatives towards delegates Knowledge of Service Ability and Product Packages Awareness of Exhibition Objectives Information Capturing System for Follow Up after the Exhibition FPI EXPO Changing Mindsets 11 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 12 EXHIBITOR LISTING COPY AND PASTE ATTACH THIS SECTION INTO AN EMAIL RESPONSE PLEASE e An Exhibitor Listing in the Conference Programme Booklet will be produced and requires accurate details of all exhibiting companies contact details and a description of the core business function e To ensure that your company details are included please provide your information below Company Name Contact Person Tel Email Description of primary business function not more than 30 words PLEASE TYPE No hand written entry permitted and email the description to deer saconfex co za PLEASE KEEP A COPY FOR YOUR RECORDS Deadline 14 April 2012 SEND LOGO tif jpeg pdf formats FOR UPLOADING TO WEBSITE BY 23 APRIL Please copy paste forms to the Organiser by email deer saconfex co za FPI EXPO Cha
29. the Exhibition Organisers office marked for attention of Dee Reuvers The Organisers will not be held responsible for any loss or damaged goods delivered Deliveries for Exhibition 1 are to use the Maude Street entrance DISABLED FACILITIES Facilities for disabled people meet international requirements Disabled parking facilities are available in the demarcated area in the Convention Parking underground FPI EXPO Changing Mindsets 7 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 8 DIRECTIONS TO SANDTON CONVENTION CENTRE Should you require any directions to Sandton Convention Centre please contact the centre at 011 7790 000 or visit www saconvention co za TO PRETORIA TO PRETORIA SANDTON CENTRAL TO PRETORIA 0 R TAMBO INTERNATIONAL rar AIRPORT TO BOKSBURG DOGS No dogs will be allowed into the Sandton Convention Centre at any time DRESS CODE Business Attire is encouraged Exhibition 1 is air conditioned and is subject to temperature variation FPI EXPO Changing Mindsets 8 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 9 ELECTRICAL The Organiser will provide the necessary lighting within the Hall and contracted packages Additional lighting and other electrical installations required by the Exhibitor must be connected by the appointed electrical contractor details of whom may be o
30. tion Centre including exhibition halls lobbies food services areas public and service corridors and restrooms Smokers may make use of the following designated smoking areas Outside the main entrance Maude Street Off loading area Maude Street and Alice Lane Boardroom Terrace Convention Level and Terrace Room Terrace Convention Level e Committee Room Terrace Committee Room Level as well as the Balcony Convention Level FPI EXPO Changing Mindsets 19 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 20 OCCUPATION OF STAND Occupation of your stand will not be permitted unless the full contract value and additional services ordered has been paid to SA Confex Services and the relevant additional service provider Please ensure that proof of payment is provided by email to deer saconfex co za or contact Dee on 082 5656 700 PARKING FACILITIES AND VOUCHERS Exhibitors are responsible for their own parking arrangements There is underground parking available beneath the SCC entrance next to Game in Alice Lane and in Sandton Square and Sandton City Shopping Malls Limited Parking vouchers are available from the Organiser Only 2 Parking vouchers are allocated per 9m stand per day as stated in the Fact Sheet and Contracted Package Additional parking tickets are available at R35 per day PHOTOGRAPHS The Official Exhibition Photographer will be on site and exhibiti
31. to improve and maintain an acceptable quality standard of Exhibitor performance at all the shows we organise This focuses on a package of Performance components at the Exhibition and this also includes Design that concentrates on the attracting attention criteria We do this not only to create some excitement for our exhibitors but also to establish high exhibition standards at the exhibitions that we Organise NichePro sponsors and awards these Exhibition Excellence Awards that give recognition to those companies who have adhered to standard Exhibition Planning Criteria in terms of Gold Silver and Bronze achievements and who have recognised the importance of including Exhibiting as an integral Promotional Component in their annual plans The identity of any assisting judges remains anonymous and their contributions towards the selection of award winners may not be challenged A minimum standard is required to qualify as a candidate i e Exhibition stand built on time staffed during network times with delegates and dismantled no earlier than the stipulated timed The stand construction and dressing should be completed at the time of exhibition opening Clarification on any of the above Exhibition Excellence Awards Criteria may be discussed directly with Dee Reuvers SA Confex Services on Cell 082 565 6700 CRITERIA Design and People Performance essential Support level given to the industry body Sponsorship Package
32. tool CH7 VooVoo bar R336 stool CH8 Robbie bar R336 stool L12 Pocket Brochure R1359 Fanfare Holder L13 Enara Brochure R985 Holder FPI EXPO Changing Mindsets 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 15 16 FURNITURE 3 Code Description Price Qty Total L17 Zedup R842 L18 Zedup Clear R842 L19 Stacker R842 GC01 Tall glass 1m x 2m R2530 showcase GC02 Tall glass 1m x 2m R2530 showcase with storage cupboard GCO03 Low glass 1mxim R2024 showcase with storage cupboard GC04 Low glass 1mxim R2024 showcase GC05 Tall narrow glass 500mm x 2m R2024 showcase GC06 Tall narrow glass 500mm x 2m R2024 showcase with storage cupboard GC07 Blade glass 2m x im R2530 showcase Code Description Price Qty Total UK6 Double Metro Curved straight 2m x 1m R3218 counter with black or white melamine top UK2 Single Metro Curved straight 1m x 1m R1689 counter with black or white melamine top Rolla Black rolla banner 850mm x 2100mm R1980 incl PVC graphic amp bag TOTAL VAT 14 TOTAL INCL FPI EXPO Changing Mindsets 20 21 June 2012 Sandton Convention Centre Organiser SA Confex Services deer saconfex co za 16 17 DB1 05 L18 GC06 FPI EXPO Changing Mindsets 20 21 June 2012 Sandton
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