Incorporating by tyndale

VIEWS: 43 PAGES: 21

									OUTDOOR EXHIBITION ORGANISERS TEAM
SHIRLEY SHEARER    : DIRECTOR EXHIBITONS AND EVENTS     082 4432277
ALICE MKIZE :              MANAGER ACCOUNTS                   083 663 7404
SHIRLEY FRASER :    REGISTRATION                        082 322 7427
Jenny Jarvis:       Sales Executive                     082 564 1050
Juliet Morany:      Events and PR Co-ordinator          076 194 09
THE TEAM
MOTORTAINMENT KYALAMI (PTY) Ltd
           Denis Klopper       :     Track Manager
           Tel                 :     011 466 2800
           Fax                 :     011 466 2628
           Email               :     dennis@kyalamiracing.co.za

OASYS EXIBITIONS
           Shareen Driver      :     Project Manager
           Tel                 :     011 210 2500
           Fax                 :     011 680 9940
           Cell                :     082 461 5400
           Email               :     shareend@oasysexhibitions.co.za

African Show Services: SECURITY
           Eddie Nel           :     Director
           Cell                :     082 886 5696
           Email               :     african1@mweb.co.za

DISASTER MANAGEMENT

           JONES CONSULTING cc
           Phillip Jones   : 082 857 1855
           Email           : pjones@webmail.co.za
           Taryn Ewing     : 083 603 1852
           Email           : taryn@specialisedsafety.co.za




                                                                             Page 1 of 21
                                   THE VENUE

             KYALAMI CONFERENCE AND EXHIBITION CENTRE


              Please adhere to the venue rules at all times




    OVERALL SITE PLAN
    GO TRAVEL
    GO OUTDOOR PIT LANE
    GO ADVENTURE 1
    GO ADVENTURE 2
    GO OUTDOOR – UPPER LEVEL
    GO EVENTS – UPPER LEVEL
    CRESSI SCUBA EXPERIENCE


                                 EXHIBITOR PARKING

The exhibitor parking is next to the OLD AA Racing Offices across the Vodacom Bridge.
   The Exhibitor Parking will be demarcated and Car Guards will be in attendance


         The organisers reserve the right to change the floor plans in order to:

     -   Enhance the overall layout of the expo
     -   Abide by Fire Department and Safety Regulations




                                                                                   Page 2 of 21
BUILD UP 2010
           DATE                  TIME                         ACTIVITY
                                             OASYS EXHIBITIONS on site: Build Up
Monday 24 May                                Organisers office: delivery of material for
                           08h00-18h00       Build up
                                             Laying of carpets:
                                             OASYS EXHIBITIONS laying infrastructure for
                           24h00 -           Schell Scheme stands:
Tuesday 25 May                               Contractors to Register
                                             No stands may commence build up until all
                                             accounts have been settled.
                                             Exhibitor to start collecting badges and
                                             parking tickets
                                             Final Orders with OASYS.
                                             Designer Space build up:
                                             Positioning of Motor vehicles and
                           08h00 – 20h00     Caravans
                                             Erection of Marques: only Big Marques
                                             allowed
                                             Outdoor Stands Build Up
Wednesday 26 May           08h00-20h00       Designer stands Build Up
                                             Indoor and Outdoor Build Up

Thursday 27 May            08h00-22h00       Build Up Indoor and Outdoor Stands
                                             All stands to be completed.
Friday 28 May              08h00- 10h00      Deliveries by Prior Arrangement with OEO
                           12h00             Exhibition Opens to Trade and Public
                           18h00             Exhibition Closes to Trade and Public
EXPO TIMES
Friday 28 May

Official Opening of Expo   12h00 – 18h00



Stand Judging              12h00 – 15h00     All Exhibitors
Saturday 29 May            09h00 - 18h00     Exhibition Open and Close to Public


Bundu Bash                 18h30 till late
                                             TBA


Sunday 30 May              09h00-17h30       Open to public: Show Continues


BREAK DOWN
Monday 31 May              08h00-17h00       Break down: Collect break down passes all
                                             Stands:
                                             All Tents:
                                             All events:
                                             Refundable Breakdown fees will only be paid
                                             once the stands are completely broken down

                                                                              Page 3 of 21
                                                                  and cleaned up the area.




                                                17h00-20h00       Cleaning of the venue: preparations of
                                                                  Handover




Ensure that

      YOUR STAND is paid in FULL
      We have been advised of sharers on your stand
      You have ordered your Bundu Bash tickets
      Your press release has been sent through
      Your Breakdown refundable deposit has been paid
      You have advised us of any special requirements’
      Your space has been booked in the catalogue

EXTRA ORDERS
OASYS EXHIBITIONS

               -   Electrics
               -   Carpeting
               -   Fascia Names
               -   Furniture
OEO
               -   Exhibitor Badges
               -   Fire Retarding
               -   Bundu Bash Tickets
               -   Marquees
               -   Stand Cleaning
               -   Stand Security
               -   Stand Sharing
               -   Press Info
               -   Telephone Lines
               -   Fire Extinguishers
DIRECT

               -   Plants
               -   Expo Screens
               -   Hay Bales
               -   AV Equipment
               -   WapPoint

Special requirements
    Is your stand in accordance with the fire regulations or do you need to fire retard your stand? Contact OEO
    Do you need shell scheme walls painted? Contact OASYS
    Engineers Certification? Contact OEO




                                                                                                   Page 4 of 21
Tuesday 25 MAY
08h00 – 18h00

GO TRAVEL                       OASYS EXHIBITIONS will be demarcating indoor stands,
                                Laying Carpets and erecting walling

GO TRAVEL 1                     OASYS EXHIBITIONS will be building up indoor stands and laying carpets

GO ADVENTURE 1 / 2              Assembling of stands & flooring will begin


VEHICLES:                       GO TRAVEL - If you have a vehicle as part of your display, it MUST BE positioned on
                                your stand by no later than 12h00 on Tuesday the 25 May
                                Please ensure that there is no more than 10 litres
                                of petrol in the tank and that the battery is
                                disconnected as described in fire
                                regulations.

ENSURE YOU CONTACT SHIRLEY SHEARER on 011 803 9362 to arrange this prior to the 25 May


DESIGNER STANDS                 “Space only” custom designer stands may commence build up in the GO TRAVEL
                                from 25 May make sure you have submitted your drawings to the organisers by the
                                10 May 2010. Only stands which have gained written approval from OEO will be
                                allowed to build up. Please make sure to get your approvals in time.

GO OUTDOORS:                    Outdoors stand areas will be demarcated
                                If you are making use of a marquee please ensure that we have relevant Engineers
                                certificates.
                                In the event that you do not have the relevant certification on request, OEO will
                                appoint an engineer to complete this task and you will be charged accordingly.

GO EVENTING:                Events may commence with build-up
CATERING:                   Pit Stop area will be open from 08h00 – 18h00

                  BUILD UP IS ONLY FROM THE 25 MAY FOR STAND DESIGNERS/CONTRACTORS




   WEDNESDAY 26 MAY
   08h00 – 20h00

   ALL STANDS TO BUILD UP
   Catering will be available
   FROM 08h00 to 18h30


   THURSDAY 27 MAY
   08h00 – 22h00

   ALL STANDS CONTINUE BUILD UP TO 22h00

                                                                                                      Page 5 of 21
   FRIDAY 28 MAY
   08h00 – 10h00

Final Deliveries on request and all vehicles MUST BE OFF THE SHOWGROUNDS BY NO
LATER THAN 10H00 – THIS WILL BE STRICTLY ENFORCED BY SECURITY IN THE
INTERESTS OF THE PUBLIC



                       BUILD UP REGULATIONS AND ASSISTANCE

GO ADVENTURE 1 / 2      Certain Pit doors will be opened to ease build-up.
                        Stands in Pits to commence build up from the front roller doors.
                        Please offload your goods and then move your vehicle away.
                        No parking in Pit Area – obstructing vehicles will be towed away.

GO TRAVEL       No vehicles are permitted to drive over the GO TRAVEL Bridge unless
                prior arrangement with OEO.


TROLLEYS        There will be trolleys available in the Upper Level within
                close proximity to the GO TRAVEL bridge.
                Costs: A gratuity to your porter would be appreciated.

OFF LOADING:    When off loading material, please off-load onto your
                stand and not into the aisles

TRUCKS:         Oversize trucks need to liaise with Shirley Shearer by LATEST 17 MAY
                 To ensure that the track is available to cross and timing
                thereof. The crossing of the track will be either before
                08h30 or after 17h00 during build up.

ELECTRICS:      If you need electricity to build up your stand, please
                ensure you contact OASYS to arrange that your stand is one of the first to get electricity.
                Electrics are installed over the full duration of build up.

CATERING        Catering areas will be open 08h00 – 18h00 daily and 08h00 - 20h00 on Thursday 27 May.
                Ensure that you have ordered your evening meal and drinks timeously

TOOLS:          Don’t forget your tools to build up

REGISTRATION:   Everyone MUST have registered by 14h00 27 May or we may be forced to close in your
                stand and / or re -allocate it to another exhibitor

BUILD-UP:       All stands to be completed by 22h00 on Thursday the 27 May unless written permission has
                been obtained from OEO.

SECURITY:       The doors to the venue will be locked at 22h00 27 May
                during Build-up unless prior arrangement have been made with OEO



                                                                                                  Page 6 of 21
                       Please note that security will be particularly strict on Thursday 27 May when the doors will
                       be locked from 22h00, so that a cleaning and security check can be done prior to show
                       opening on the 28 May


ANY STANDS NOT OCCUPIED BY 09h00 28 May WILL BE CLOSED IN WITH SHELL SCHEME UNLESS PRIOR
ARRANGEMENTS HAVE BEEN MADE WITH Shirley : 011 8039362

RULES – STAND BUILDERS

Please ensure that your appointed stand builder / contractor / designer is aware of the rules, regulations, height
and loading restrictions:

    Space only stands may not use the adjoining shell scheme walling.
    Long runs of walling, particularly along open perimeters of stands are not permitted.
    A plan of the proposed stand installation showing the ground plan, elevation and electrical detail must be
        submitted to shirley@outdoorexpo.co.za for approval by 17 May to allow for changes that may be needed.
    Space only stands must order the electrical requirements and distribution boards (If your stand is bigger
        than 9m x 3m you must order a DB Board) NO power is supplied to space only stands.
    No carpeting is included in space only stands – please order by completing the order form

DOUBLE TIER STANDS

Exhibitors planning a double tier stand are required to provide a “Structural Engineer’s Certificate” to Outdoor
Exhibition Organisers, Shirley Shearer, for authorization by 12 May to comply with safety / fire regulations.
Should you wish to use our appointed engineer for this purpose please contact Shirley: 011 803 9362

NOTE:

Failure to comply with any regulations may result in refusal of permission to erect the stand.

GO TRAVEL / GO TRAVEL 1

No vehicles will be allowed over the bridge into the GO TRAVEL to offload – there will be trolleys available and
gratuity to porter is welcome.




GO OUTDOOR
Please show consideration for your neighbours – do not park on their stands, please unpack your requirements for
your stand and then park your vehicles in the exhibitor parking

PLEASE ADHERE TO THE FOLLOWING DURING BUILD UP

All vehicles will be required to carry a sticker with cellphone number of the owner. These stickers will be supplied
by the Security Company who will monitor the process and vehicles which are not parked in regulated parking –
will be asked to be removed. Should this not be forthcoming – Security will have the right to have the vehicle
clamped and removed – costs for recovery will be for the vehicle owner.


FIRE AND SAFETY REGULATIONS
                                                                                                        Page 7 of 21
The Fire Department will check the exhibition stands during build up.
It is the individual exhibitor’s responsibility to ensure that you abide by the rules and that your stand is not a
safety or fire hazard.




HEALTH REGULATIONS – CATERERS

    1. A valid certificate of Acceptance, to be on display at the place where
        food is being served.
    2. At least 25 litres of fresh clean water to be on hand for washing hands.
    3. A bowl to wash their hands in.
    4. Adequate facilities to wash their dishes.
    5. A Dustin for refuse. To be emptied on a regular basis.
    6. Refrigeration for perishable foodstuffs, to be less than 7 degrees
        Celsius.
    7. Heating facilities to keep perishable foodstuffs above 65 degrees
        Celsius.
    8. Preparation tables with a smooth, impervious and washable surface.
    9. Facilities to dispose of dirty water.(Not to pour water on the ground and
        let in drain away)
    10. Liquid soap, nail brush and paper towels on hand to clean hands.
    11. Protective clothing and hair nets to be worn by all people handling
        food.
    12. NO jewellery (rings or watches) and no nail polish on fingernails.
    13. Food handlers nails must be short and clean
    14. All of the above will be strictly enforced by the health department, by
        means of periodic checks and they do carry thermometers to check
        temperatures.




                                                 REGISTRATION

                                 EXHIBITORS MUST REGISTER AT
                                    THE ORGANISERS OFFICE
                          BY NO LATER THAN 14h00 on THURSDAY 27 MAY
                                    REGISTRATION PROCESS


    1) All exhibitors/contractors to register at Organisers Office before commencing build- up.

                    A. All staff building up must wear coloured armbands

                   B. Every vehicle entering show grounds MUST put a coloured sticker on their front
                      window with a visible cell number of the owner. If this is not adhered to, and your
                      vehicle is blocking the build up process, security will be forced to remove your
                      vehicle at your cost



                                                                                                           Page 8 of 21
   2) Once you have entered the show grounds, you MUST REGISTER, upstairs in the Conference Centre
      at the Organiser’s office. The organisers will then show you to your stand.

       You will receive:
           Exhibitor badges
           Parking tickets
           Extra orders

3) You need to ensure that your refundable deposit is paid prior to build up


                                                 BREAKDOWN

   SUNDAY 30 MAY
   18H00 – 20H00

   BREAKDOWN PASSES:

   The expo will be closing at 17h30 on Sunday 30 May evening but under no circumstances may you begin
   dismantling your stand.

   This is to give the visitors a chance to leave the expo area and lessen the opportunity of having valuables
   stolen. We do not want the visitor to get the impression that they are being compromised as they have bought
   their entrance tickets to 17h30


                                 NB: Remove all valuable small items
                          I.e. TV’s, Videos, Computers etc from your stand
                                Or deliver it to the organisers office or
                                   Hire a security guard for your stand.

   Security, under no circumstances will allow exhibitors to remove property from the show before 18h00
   Sunday 30 May. We do not want any unfortunate incidences occurring during breakdown because the
   exhibitor left their stands unmanned toward the end of the expo.


   If you start breaking down before 18h00, you will forfeit your refundable deposit –
   unless prior arrangement with the Organisers.



MONDAY 31 MAY
  08h00 – 15h00
   OFFICIAL BREAKDOWN OF ALL STANDS
   Make sure that you have someone on your stand at 08h00 on MONDAY morning when the gates open. OEO
   cannot take responsibility for items which may go missing from you stand during breakdown.

   Ensure you arrange at least 2 people for break down, so one of you can watch the items on your stand to ensure
   that they don’t go missing.

   All indoor stands must be completely broken down by 10h00 to enable the carpeting, electrics and shell
   scheme to be taken down. This includes the Go Adventure stands.
                                                                                                    Page 9 of 21
                                      SAND, STONE AND HAY BALES
Many exhibitors use garden displays and water features, sand and stone etc on the stand. They must be removed by
14h00 the 31 May or arrange with the Organisers for alternative assistance.

If Kyalami have to remove it, there will be a removal fee charged directly to your company. Make sure your area is
neat!

Please cooperate with us, should you have a problem or need some assistance, please don’t hesitate to contact OEO
Team Shirley on 011 803 9362 in advance.

The venue must be handed back in the same condition it was given to us –
so please ensure that you do not damage the ground in any way and your
stand area is left neat and tidy.

IF ANY ONE HAS UNWANTED POLES, HAY BALES, STAND MATERIAL – PLEASE LET LORY PARK ZOO KNOW AS
THEY WILL COLLECT FROM YOU AS EVERY LITTLE BIT HELPS

CONTACT EDDIE 0836790584



TIPS TO REMEMBER

      Don’t break down while there are still public in the show.
      Breakdown is the most famous time for items to go missing.
      Please make sure you have arranged people to help with break down.
      It is advisable to have someone watch your valuables on your stand.
       Make sure someone is at your stand from 08h00 on Tuesday morning, if you have removable items still on
       your stand.
      Be Responsible for your stand items.
      Lock up valuables in the organiser’s office on Monday night for safe keeping if you cannot remove them
       especially TV’s, videos, computers and sentimental items.




                                           BEST STAND AWARDS

STAND JUDGING 28 MAY AND AWARDS EVENING 29 MAY

   Judging the stands becomes a tougher job every year and we are appreciative to the group of independent
   judges that take the time out to pick out the best ones. The judging of the stands will take place on Friday 28
   May . A well-designed stand adds to the effectiveness of the exhibit and overall, to the success of your
   participation in the show.

   The Best Stand Awards presentation will take place at the Bundu Bash Evening on Saturday 29 May . Not only
   do we see this as an opportunity for us to thank you, the exhibitors, for all your hard work and effort, but we
   also see it as an incentive that adds value to our show



                                                                                                      Page 10 of 21
Judging – 28 MAY
We have appointed independent judges to carry out this extremely important and difficult task.
They will be judging according to the following criteria:

      The overall appeal of the stand
      Appeal to the visitors / creativity
      Attitude of personnel on the stand
      Product knowledge
      Design – originality, ideas

OUTDOOR ADVENTURE & TRAVEL EXPERIENCE CATAGORIES
      Adventure Travel
      Camping and Hiking Accessories
      Conservation and Environment
      Events
      Media, Magazines & Books
      Tourism Authorities and Associations
      Trailers, Bikes & Quads
      Vehicles, Boats & Caravans
      Eco

      Best Large Stand
      Best Small Stand
      Premier Award
      Special Mention


                            BUNDU BASH BEST STAND AWARDS FUNCTION
   The Bundu Bash evening is a casual relaxing evening, where you can get to know each other, network and
   party the night away. It’s the ideal function to invite your work colleagues.

               Date:                  Saturday 29 May
               Time:                  18h30 till late
               Venue:                 TBA




   Cost for Extra tickets: R155.00 plus vat
   N.B. Extra orders placed after 24 May will
   R 180.00 plus vat

                                             Limited seating is available.
                                           So please complete the and
                                      FAX it back to us on 011 803 9375 or
                                     PHONE Promise 011 803 9362 or email
                                         promise@outdoorexpo.co.za



       It’s an evening not to be missed, great company, good food and plenty partying!

                                                                                                 Page 11 of 21
EVENTS TO ENTHRALL ALL!

The time spent at the Expo should be an eventful and enjoyable one. There is a great line up of events to
compliment the exhibits at this year’s expo to keep the public entertained.



Adults Activities

FMX Wakeboarding
FMX Displays
Fire Fighting Challenge
Paint Workshop
BIG SCREEN TV FOR RUGBY AND MOTORSPORT




Family Activities
                                                              Children’s Activities
   Skydivers – Ariel FX
   SA Bungy                                                             Cave Of Horror
   Free Fall Tower                                                      Children’s Characters
   Bungee Trampoline                                                    Children’s corner
   Climbing Wall                                                        Kiddies Quads
   Cricket Nets - Flicx                                                 Lory Park Zoo
   Montecasino Bird Park                                                Snakes And Other Reptiles
   Mechanical Bull                                                      Camels
   SA Guide Dogs
   FreeMe Animal Rehabilitation




                                    ADVERTISING AND PROMOTIONS
              NEWSPAPERS
                 The Star                                      RADIO
                 Pretoria News                                           94.7 HIGHVELD STEREO
                 Die Beeld                                               702 Talk Radio
                 Knock and drop                                          Jacaranda 94.2
                                                                          RSG




                                                                                                      Page 12 of 21
                 POSTERS
                 1500 Posters strategically placed throughout Gauteng and Pretoria




             TRADE
                      Complimentary Tickets           Each exhibitor has been given complimentary
                          tickets invite clients, friends, colleagues etc




             INTERNET
                  Check out our website www.outdoorexpo.co.za
                         o www.theweekend.co.za
                         o www.joburg.co.za
                         o www.travelpeople.co.za
                         o www.southafrica.net
                         o www.wildafrica-adventures.co.za




             MAGAZINES

                      SA 4x4
                      Caravan & Outdoor Life
                      The Weekend
                      Bike SA




IMPORTANT INFORMATION

AN EXHIBITION STAND, WHICH IS INCOMPLETE, WILL BE BLOCKED OFF WITH SHELL SYSTEMS DEPENDING ON
THE LEVEL OF COMPLETION.

ALL EXHIBITION STANDS MUST BE COMPLETED BY 22H00 ON THURSDAY 27 MAY

DAMAGES

Any damages to carpeting, shell systems, lighting, plug points, tarmac, furniture etc will be invoiced to the
exhibitor. Should you have any queries please do not hesitate to contact Shirley at Outdoor Exhibition Organizers
on 011 803 9362

DELIVERIES DURING THE EXPO

NO VEHICLES will be allowed on the premises during expo times.
Deliveries on Friday 28 May may take place between 08h00 & 10h00 with Special request & Approval Contact
Shirley on shirley@outdoorexpo.co.za
                                                                                                     Page 13 of 21
NO DELIVERIES except those to the gate will allowed
Deliveries are only permitted between 07h00 – 08h00 during expo times.
Any vehicles in expo grounds after 08h00 will be towed away at owner’s cost

ELECTRICS

OASYS would like to make the exhibition a pleasant experience for you. The more information you supply them
with about your electrical equipment requirements that you will need during the expo, the more they will be able
to distribute the electricity evenly and with less overload problems.

All indoor full package exhibitors will receive 1 x 220 VOLT PLUG POINT and 2 x SPOTLIGHTS, which will lead off a
common distribution board. Please remember that you are sharing a common electricity supply with your
neighbour. Therefore, please be considerate and do not overload your electrical supply. Consumption will be
monitored.

If you are going to use a lot of electrical equipment, it will be necessary for you to order your own distribution
board. This could be discussed with the electricians to what size the distribution board should be and then orders
will be done through the organisers.

Go Adventure stands that are smaller than 9m2 will have to place their own order for a plug point

Space only stands and Outdoor Stands need to order their own electrics. If you have an indoor designer stand that
is bigger than 9m x 3m you need to order your own DB board.

Contact Shirley ON 011 803 9362 or shirley@outdoorexpo.co.za

EXHIBITOR PACK

Each exhibitor pack contains the correct amount of badges, parking as per your
contract with the expo. If there are any problems please contact Shirley at OEO
on 011 803 9362




EXHIBITOR BADGES

      Exhibitors are not to use badges to bring in visitors that are not associated directly with manning of their
       stand at the expo. This makes it difficult for security to control the inflow of people and you are causing
       security problems for yourself as well as the other exhibitors.

      The expo affords you the opportunity to network with other exhibitors who may well enhance your own
       company product range.

      A certain number of badges are included according to your stand package. The badge only allows access for
       one person daily. Should you require more badges they can be purchased at R25.00 per badge.

      No children are to wear Exhibitor Badges

SAFETY SAIL

If you have a shell scheme stand, use stands shields to protect your goods

                                                                                                      Page 14 of 21
CONTACT BRIAN FROM SAFETY SAIL .ON 082 357 6595 or safetysail@vodamail.co.za



FASCIA NAMES
Fascia name – shell scheme full package includes one company fascia name. Any additional names or changes will
be charged for.

If you have any special requirements, please

CONTACT Shareen at Oasys- 082 461 5400 or shareend@oasysexhibitions.co.za
   FENCING
   For all your Fencing requirements
   CONTACT EDDIE NEL ON 082 886 5696 or african1@mweb.co.za
FIRE PREVENTION

Hessian, thatch, straw, draping, polyurethane, polystyrene and similar materials are regarded as major fire hazards.
Exhibitors planning to use such materials as part of their display will be required to provide a “Retardant
Certificate” indicating that the materials have been treated with a fire retarding compound.

When fabric draping is used as part of a display, exhibitors must ensure that draping does not come into contact
with electrical wiring, fittings or globes and should drop no lower than 5 cm from above the ground.

Petrol tanks of vehicles being used in displays must hold a maximum of 10 litres of petrol,
and battery to be disconnected.

No exhibitor shall exceed, in any way, the boundaries of their stand, unless prior arrangements have been made
with the show manager.

Storage or use of hazardous substances, flammable liquids or gas cylinders, as well as fire demonstrations with a
naked flame, is prohibited in the venue.

No structure or display may be placed or constructed so as to impede the movement of people through the
exhibition or access point, nor may existing facilities or signage be obstructed or obscured by any structure or
display.

As Organisers, it is our duty and the appropriate qualified people at the venue to ensure, by testing, that materials
and displays are satisfactorily treated with fire retardant, failing which the fire department holds the authority to
close the show.

The Fire Department will be inspecting the Expo every day during build up and during the expo period and report
to the organisers if any exhibitors do not comply with the above.

FIRE EXTINGUISHERS
You can hire a fire extinguisher from the Organisers, complete the Fire Extinguisher Form, pay a refundable
deposit & collect from the Organisers office

FLAME RETARDANT:                Immaculate Flame retardant:
                                Jo-Anne Stanley: 083 260 5011
FURNITURE
Please complete the order forms and fax them back to

Shareen OASYS EXHIBITIONS on 011 210 2500 or shareend@oasysexhibitions.co.za

                                                                                                       Page 15 of 21
HAY BALES

   Groenvoer will be supplying the straw bales for the show. If you require straw bales for your stand, please
   contact Groenvoer directly.
   OBTAIN A FIRE RETARDANT CERTIFICATE

   CONTACT CATHY KHOURY PRINSLOO or PHALENI ON 011 314 1211 /
   082 545 9277 or groenvoer@mweb.co.za

INFORMATION CENTRE

During build and breakdown, the Outdoor Exhibition Organisers Team will be available on site if any queries arise.
The Organisers are in radio contact with security in case of emergencies, as well as each other.

During the Expo, there will be an Information stand on the upper level by the main gate.
DISASTER MANAGEMENT

In case of an emergency, contact one of the organisers, security or go to the information stand. There will also be a
ambulance on site. If you have any special medicines or allergies, please ensure that you bring your own
medication

MEDIC:         Philip Jones – 082 857 1855


JONES CONSULTING will be situated in the Go Adventure 2 as well as at Gate 1 on the Upper Level.


PAYMENT DETAILS

NO STAND MAY BUILD UP UNLESS FULL PAYMENT HAS BEEN MADE

VAT INVOICE: Alice faxed you a copy of your VAT INVOICE for the full amount for your stand and the
original was posted to you.

STAND PAYMENT: Please pay in full by the 10 May to secure your space

PAYMENT METHOD:

   1. Deposit directly into the Outdoor Adventure Expo account and fax the deposit slip to 011 803
      9375
   2. Or deliver to 2 O’Leary Rd, 6 Maui, Rivonia or we will collect a cheque

                                                  Account details

         Account name : Outdoor Adventure Show
         Bank               First National Bank
         Branch             Wierda Valley, Sandton
         Account No         51320106466
         Branch Code 260950

EXTRA ORDER PAYMENTS

Please check Extra Order Sheets for payment details
                                                                                                       Page 16 of 21
PLANT HIRE

        Tropical Plant & Displayz will be supplying the plants for the expo. If you require plants for your
        stand, please contact Tropical Plant directly.

        CONTACT Amanda 073 032 5400/ or amanda@tropicalplantdisplayz.co.za

PUBLIC LIABILITY

The organisers of the show have adequate public liability to cover the show; however, our legal advisors have
advised that each exhibitor makes sure that your individual company public liability covers any potential claim
that may occur from an accident on the exhibitor stand.

REGISTRATION

All exhibitors must register; collect build up badges before building up.
All stands must be complete by 22h00 on Thursday 27 May . We will be clearing the Expo grounds for a security
check.

At registration Exhibitor Badges and parking disks that had not been collected at the Exhibitor Briefing will be
given out.
Late Extra Orders can be done on site but there is a 50% Surcharge applicable

SECURITY

The organisers are responsible for 24 hrs security of the expo however, it is impossible to cover each and every
stand. Should you require stand security please place your orders timeously.The venue will be locked at night, NO
ACCESS.

TAKE NOTE: on the first day of the expo we could expect teams to operate and often at expos small items like cell
phones and laptops go missing. These teams are usually groups of 2 – 3 operating in tandem. Please keep your
eyes peeled. If there is any suspicious activity, please contact the organisers or security immediately.

     Please keep cell phones and other small valuables with you or in sight at all time to prevent any
      unnecessary happiness.
     On Break Down – please ensure you are on site by 08h00 on Monday Morning the 31 May and you have
      arranged for people to help you breakdown your stand.

If you would like your own stand Guard please complete the extra stand security form and send it back to Shirley
at 011 8039375

If you have your own security – please advise Shirley at 011 8039362 – No other security company or person will
be allowed to be on site unless registered officially and approved by OEO

SHELL SYSTEM – OASYS EXHIBITIONS

OASYS EXHIBITIONS will be supplying the shell scheme for the indoor stands. Each stand contracted with a shell
scheme will receive 2 x low voltage spotlights, 1 x 15 amp electrical point and 1 x vinyl lettering fascia signage (full
package).

PLEASE NOTE the following information relates to the walling.

       Walls may not be painted
       Use prestick, Velcro tape or double sided tape (Remove on breakdown)

                                                                                                         Page 17 of 21
       Should you wish to paint any panels please contact Shirley from Outdoor Exhibition Organisers to make
        arrangements. Any orders on site will be subject to a 50% surcharge and delivery cost from OASYS.
       Damage to the panels will lead to replacement costs, which will be debited to your account.
       Should you have any technical queries please contact Shareen at Oasys Exhibitions – on 011 210 2500
    STAND DESIGN / DISPLAYS

    If you require the assistance of a stand builder / creative assistant to help with your design of your stand –
    from fascia names to the full stand design please

                       CONTACT Shirley Shearer 011 803 9362



TELEPHONES

    Telephones to be returned to the Organiser’s office at 18h00 on Monday evening. Any missing items will be
    debited to the exhibitors accordingly.

    Telkom Telephones – deadline for ordering of telephones is the 4 May

CONTACT ALICE AT OEO 011 803 9362 or accounts@outdoorexpo.co.za

VEHICLES ON STANDS

Vehicles that are being used on Outdoor stands that need to be removed daily (only 4x4’s, game drive
vehicles) MUST be registered at the organiser’s office with Roger by Thursday 27 May by 12h00.
Otherwise they will not be allowed to enter the premises each day.
We will need all the essential contact details, owner, cell number, registration number and colour and
make of vehicle.

    CONTACT SHIRLEY AT OEO 011 803 9362/ 082 443 2277



WAP POINT

Use your cell phone to do your credit card transactions
    CONTACT Jackie Gordon ON 011 805 2224 / 086 121 0121 or
    Email jackieG@wappoint.co.za




                                                                                                        Page 18 of 21
                                SOME EXTRA TIPS
      Exhibitions serve more than one marketing objective:

      New Business – Orders and enquiries
      Servicing existing clients – Showing them new products, developments or services
      Re-activating former clients – Invite former potential clients who haven’t purchased in the
       last year and discuss problems if there are any.
      Good PR – Participating in a trade exhibition both supports and establishes your company in
       the industry, in the minds of buyers.
      Market Research - Vital feedback from visitors is essential. They inspect your product, and
       discuss your service and prices.
      Moving slow moving stock – Use as special show promotions/ show discounts
      Keeping up with the news and views and rumours in your industry

                    Some dos and don’ts for exhibitions

Do’s
      Do make sure that your stand is clean at all times
      Do make sure that your stand is easily accessible and that there are no obstacles in the
       walkways
      Do look approachable. Posture, appearance, dress and a smile can go a long way.
      Do have plenty of business cards and brochures on hand.
      Do arrive on time. Arrive 30 minutes prior to the show opening to ensure that your stand is
       ready for the day’s visitors.
      Do ensure that there is always someone on your stand
      Do familiarise yourself as well as your staff with the venue, dates for build-up, show times and
       breakdown.
      Do keep organisers and security contact details on hand.

Don’ts
      Do not eat, drink or smoke on your stand. This does not look appealing to visitors
      Do not block access to your stand.
      Do not keep clients waiting. If you are extremely busy, excuse yourself just long enough to let
       your next client that you will be with them shortly
      Do not leave your stand unattended
      Do not leave any valuables like cell phones, laptops and bags unattended




                                                                                          Page 19 of 21
                              CONTACT NUMBERS
                                     EMERGENCY NUMBERS


Fire Department                        011   375   5911
Jones Consulting Ambulance             082   857   1855
Johannesburg Metro Police              011   256   7806
Fire & Safety                          082   966   0808
Health Department                      011   337   8043 Sonja Du Plooy



                                           OEO OFFICE

Shirley Shearer         082   443   2277
Jenny Jarvis            082   564   1050
Promise Nxumalo         083   333   8566
Alice Mkhize            083   663   7404
Juliet Morany           076   194   09

                                             SERVICES

Audio Visual            EMR Productions                Etienne     083 384 2402

Cleaners

Safety Sail             Safety Sail                    Brian       082 357 6595

Fire Retardation        Immaculate Flame               Jo Anne     083 260 5011

Hay Bales               Groenvoer                      Kathy       082 545 9277
Plants                  Tropical Plant & Displayz      Amanda      073 032 5400

Jones Consulting        Medic                          Philip      082 857 1855

Security                African Show Services          Eddie       082 886 5696

Telephones              Telkom                         Linda       011 360 6849

OASYS EXHIBITIONS                                      Shareen     082 461 5400

Wap Point                                              Jackie      086 121 0121

Kyalami Motortainment
Project Managers on Site                               Dennis            076 801 7805




                                                                                        Page 20 of 21
The following sponsors and suppliers for their unforgettable support, which
                 goes to ensuring the success of the expo



                             AFRICAN SHOW SERVICES
                              ZF CLEANING SERVICES
                                    SAFETY SAIL
                                 FIRE DEPARTMENT
                                      NEDBANK
                               HEALTH DEPARTMENT
                                  KYALAMI EVENTS
                               MAGIC BUS COMPANY
                       ULTI EXHIBITION & DISPLAY SYSTEMS
                                   PHILIP JONES
                                SA NATIONAL PARKS
                                     TELKOM SA
                                      THE STAR
                  TRAFFIC DEPARTMENT (SANDTON AND MIDRAND)
                           TROPICAL PLANT & DISPLAYZ
                                    WAP POINT




  AND OF COURSE TO ALL THE EXHIBITORS AND EVENTS




                                                                  Page 21 of 21

								
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