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
MOTORTAINMENT KYALAMI (PTY) Ltd
Denis Klopper : Track Manager
Tel : 011 466 2800
Fax : 011 466 2628
Email : email@example.com
Shareen Driver : Project Manager
Tel : 011 210 2500
Fax : 011 680 9940
Cell : 082 461 5400
Email : firstname.lastname@example.org
African Show Services: SECURITY
Eddie Nel : Director
Cell : 082 886 5696
Email : email@example.com
JONES CONSULTING cc
Phillip Jones : 082 857 1855
Email : firstname.lastname@example.org
Taryn Ewing : 083 603 1852
Email : email@example.com
Page 1 of 21
KYALAMI CONFERENCE AND EXHIBITION CENTRE
Please adhere to the venue rules at all times
OVERALL SITE PLAN
GO OUTDOOR PIT LANE
GO ADVENTURE 1
GO ADVENTURE 2
GO OUTDOOR – UPPER LEVEL
GO EVENTS – UPPER LEVEL
CRESSI SCUBA EXPERIENCE
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
Final Orders with OASYS.
Designer Space build up:
Positioning of Motor vehicles and
08h00 – 20h00 Caravans
Erection of Marques: only Big Marques
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
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
Sunday 30 May 09h00-17h30 Open to public: Show Continues
Monday 31 May 08h00-17h00 Break down: Collect break down passes all
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
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
- Fascia Names
- Exhibitor Badges
- Fire Retarding
- Bundu Bash Tickets
- Stand Cleaning
- Stand Security
- Stand Sharing
- Press Info
- Telephone Lines
- Fire Extinguishers
- Expo Screens
- Hay Bales
- AV Equipment
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
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
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 firstname.lastname@example.org 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
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.
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
7. Heating facilities to keep perishable foodstuffs above 65 degrees
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
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
EXHIBITORS MUST REGISTER AT
THE ORGANISERS OFFICE
BY NO LATER THAN 14h00 on THURSDAY 27 MAY
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:
3) You need to ensure that your refundable deposit is paid prior to build up
SUNDAY 30 MAY
18H00 – 20H00
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
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
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
Design – originality, ideas
OUTDOOR ADVENTURE & TRAVEL EXPERIENCE CATAGORIES
Camping and Hiking Accessories
Conservation and Environment
Media, Magazines & Books
Tourism Authorities and Associations
Trailers, Bikes & Quads
Vehicles, Boats & Caravans
Best Large Stand
Best Small Stand
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
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
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.
Fire Fighting Challenge
BIG SCREEN TV FOR RUGBY AND MOTORSPORT
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
The Star RADIO
Pretoria News 94.7 HIGHVELD STEREO
Die Beeld 702 Talk Radio
Knock and drop Jacaranda 94.2
Page 12 of 21
1500 Posters strategically placed throughout Gauteng and Pretoria
Complimentary Tickets Each exhibitor has been given complimentary
tickets invite clients, friends, colleagues etc
Check out our website www.outdoorexpo.co.za
Caravan & Outdoor Life
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
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 email@example.com
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
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
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 firstname.lastname@example.org
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
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
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 email@example.com
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 firstname.lastname@example.org
For all your Fencing requirements
CONTACT EDDIE NEL ON 082 886 5696 or email@example.com
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
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.
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
Please complete the order forms and fax them back to
Shareen OASYS EXHIBITIONS on 011 210 2500 or firstname.lastname@example.org
Page 15 of 21
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 email@example.com
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.
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
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.
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
1. Deposit directly into the Outdoor Adventure Expo account and fax the deposit slip to 011 803
2. Or deliver to 2 O’Leary Rd, 6 Maui, Rivonia or we will collect a cheque
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
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 firstname.lastname@example.org
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.
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
At registration Exhibitor Badges and parking disks that had not been collected at the Exhibitor Briefing will be
Late Extra Orders can be done on site but there is a 50% Surcharge applicable
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
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
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
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 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 email@example.com
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
Use your cell phone to do your credit card transactions
CONTACT Jackie Gordon ON 011 805 2224 / 086 121 0121 or
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 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
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
Do keep organisers and security contact details on hand.
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
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
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
Audio Visual EMR Productions Etienne 083 384 2402
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
Project Managers on Site Dennis 076 801 7805
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The following sponsors and suppliers for their unforgettable support, which
goes to ensuring the success of the expo
AFRICAN SHOW SERVICES
ZF CLEANING SERVICES
MAGIC BUS COMPANY
ULTI EXHIBITION & DISPLAY SYSTEMS
SA NATIONAL PARKS
TRAFFIC DEPARTMENT (SANDTON AND MIDRAND)
TROPICAL PLANT & DISPLAYZ
AND OF COURSE TO ALL THE EXHIBITORS AND EVENTS
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