POLICIES AND RULES FOR AGRI MEGA WEEK 2018

Transcription

1 POLICIES AND RULES FOR AGRI MEGA WEEK Booking of stands a. A non-refundable deposit of 20% of the total value of your invoice is required within 5 (five) working days of the date of your application to secure your stand. This will be specified on the invoice. The balance is payable not later than 27 July Failure to comply with the above requirements will automatically result in your stand being cancelled. b. By signing the Exhibition Booking Form the prospective exhibitor declares that he/she has read and understands the POLICIES AND RULES regarding Agri Mega Week 2018, that he/she, together with his/her company/business, commit themselves to compliance with the said rules, and that he/she has been duly authorised to make the booking on behalf of the company/business. c. The exhibitor must occupy the whole of the applicable stand(s) and in the event that a stand, or part thereof, is left unoccupied, the organiser will have the right to utilise such space in whatever manner it deems fit. The exhibitor will be liable for any cost the organiser may incur in the process of filling the said space. If a stand is left entirely unoccupied, the organiser will have the right to reallocate the stand to another exhibitor. In such event the original exhibitor will not be refunded. d. Subletting of exhibition stands or part thereof will not be permitted. Only goods directly related to the business listed on the booking form may be displayed at the applicable exhibition stand. In the event of subletting or the display of goods from another business or goods not directly related to the listed business, the organiser will have the right to instruct the exhibitor to vacate the applicable stand forthwith or to pay additional charges/penalties immediately. In the event that an exhibitor is required to vacate the applicable stand, no refund of any payments made to the organiser will be applicable. 2. Cancellation Policy a. A refund of 50% will be payable in respect of cancellations prior to the expo, provided that: (1) The cancellation is made no later than Friday, 27 July 2018, and (2) The applicable stand or stands were rented out successfully to another exhibitor. b. Refunds will be done by means of electronic transfer by Thursday, 29 November c. No refunds will be applicable to cancellations that are made after Friday, 27 July Access and Parking a. Agri Mega Week 2018 will be open to the general public from 09:00 to 17:00 on Wednesday, 12 September, Thursday, 13 September, and Friday, 14 September, and from 08:00 to 16:00 on Saturday, 15 September. Exhibitors will have access to the expo venue daily from 06:30 to 18:00. b. No exhibitor may enter the exhibition site unless he/she has paid all outstanding fees to the organiser and can provide acceptable proof of such payment. c. All indoor exhibitors in indoor exhibition centres Centre, receive (3) three exhibitor tickets (valid for the duration of the expo). All additional tickets needed can be purchased from the organiser by means of prior arrangement or purchased at the gates via Computicket. d. All outdoor exhibitors receive (3) three exhibitor tickets (valid for the duration of the expo). All additional tickets needed can be purchased from the organiser by means of prior arrangement or purchased at the gates via Computicket. e. With the exception recorded in clause 3(f) below, and in accordance with the applicable legislation, no vehicles will be permitted on the expo grounds during expo hours. Vehicles will be allowed on the terrain only from 06:30 08:00 and after 17:30 (Wednesday till Friday) and on Saturday from 06:00 07:00 and after 16:30.

2 f. Vehicles that form an integral part of an exhibition will be allowed in the exhibition area with the understanding that such vehicles will be parked and remain parked at the applicable exhibition stand(s) for the duration of the expo. g. The organiser has the right to have any unauthorised vehicles or trailers removed from the grounds at the cost of the exhibitor and the organiser will not be responsible for any consequential damages or losses, direct or indirect. h. With the exception of the caretakers of livestock (please refer to Rules for Exhibitors of Livestock under clause 13 below) no exhibitor or other persons involved may sleep or stay over at the exhibition site. Thus, the exhibition site may not be used for accommodation purposes. i. With the exception of livestock exhibitors, no personnel of any exhibitor or company will be allowed on the grounds after 18:00. Overnight livestock caretakers and handlers will be permitted to stay on the grounds in accordance with the applicable POLICIES AND RULES for livestock exhibitors. 4. Set-up and Removal of Exhibitions a. Exhibitors accommodated in the indoor exhibition centres will have access to the said venues from 10:00 on Monday, 10 September b. Exhibitors accommodated in the indoor exhibition centres must be finished with the set-up of their exhibitions by 17:00 on Tuesday, 11 September c. Exhibitors at outdoor stands will have access from 10:00 on Monday, 3 September Tents and additional infrastructure applicable to outdoor stands will only be available from 10:00 on Monday, 10 September d. Exhibitors are obliged to keep their exhibitions and demonstrations within the boundaries of the stand(s) allocated to them. An exhibitor overstepping the boundaries of his/her stand(s) will be charged an additional fee for the extra space used. e. A certificate of approval/compliance from an engineer will be required for any structure erected (whether in a building, in a tent or outside) with a height of 3 (three) metres or more. f. Exhibitors are not allowed to drill any holes or knock nails or pegs into the walls or floors of buildings. Also, they may not cut the sides or roofs of tents, drill holes in the tent frames or amend the way in which a tent has been set-up in any manner. g. For the duration of the expo and during the official exhibition time in accordance with the program, exhibitors must keep their displays active and may not unilaterally close or vacate their exhibitions. h. All equipment and exhibition material in the outdoor exhibition area must be removed within 7 (seven) days after the expo has come to an end. All equipment and exhibition material in the indoor exhibition area must be removed within 24 (twenty four) hours after the expo has come to an end. Should an exhibitor fail to comply with the applicable stipulation, the organiser reserves the right to move the equipment and material at a cost to the exhibitor. The organiser will not take any responsibility for any equipment and exhibition material not removed timeously, or for any damages or losses caused by moving it. i. Once a cut-off date as provided for in paragraph 4(h) has lapsed, an exhibitor whose equipment or material has not yet been removed will be notified of this failure in writing. Unless the organiser grants such exhibitor special permission in writing to leave the equipment or material for an extended period at Moreson Mega Park, the said equipment or material will be deemed, after another 20 days has lapsed, to have become the property of the organiser.

3 5. Exhibitions General a. For the full duration of the expo, the exhibitor's display should be ready for exhibition daily at the time that the expo is open to the general public in accordance with the program for the applicable day. The construction of displays will not be permitted during the exhibition times. b. While Agri Mega Week is open to the public, each exhibitor should have at least one representative present at the exhibition at all times. c. The organiser expects exhibitors to present exhibitions of outstanding quality. Should an exhibition not meet the standards of the organiser, the organiser will have the right to require from the exhibitor either to improve the exhibition or to remove it altogether. In this regard no refund of any moneys paid to the organiser will be applicable. d. Branding material and advertisements may only be erected and displayed at the exhibition site(s) booked and paid for by the exhibitor. Pamphlets, brochures, promotional items and the like may also only be distributed from the said exhibition site(s). Should an exhibitor act in contravention of any of these stipulations, the organiser will have the right to stop to the unauthorised display or distribution and/or to levy an additional fee for the unauthorised use of space outside of the exhibitor s stand. e. All food vendors must have a valid certificate of acceptability for food premises. 6. Health and Safety a. When on Moreson Mega Park, all exhibitors, their associates and contractors must at all times adhere to all South African Occupational Health and Safety and related regulations. b. The organiser will not be liable for the results of negligence in this regard. 7. Fire Rescue and First Aid Services a. Fire Rescue and First Aid Services are available at the premises of the expo. The organiser is not liable for any injuries or incidents involving exhibitors or their employees and visitors. b. All exhibitors making use of any approved structures on outdoor exhibition sites must have a serviced and fully operational fire extinguisher at hand. They must provide for this themselves. Fire extinguishers will be provided for exhibitors who make use of tents provided by the organiser. The relevant authorities may do inspections during the course of the expo and the organiser takes no responsibility for the results of such inspections or for the results of negligence in this regard. c. All food vendors must be equipped with a serviced and fully operational fire extinguisher. They must provide for this themselves. d. Exhibitors and food vendors must have a valid certificate of conformity in respect of all liquid gas equipment used or demonstrated at the expo. e. No smoking will be permitted in buildings or tents, as per government regulation. 8. Security, Insurance and Public Liability a. Organised security will be deployed 2 (two) days prior to the start of the expo, during the expo and 2 (two) days after the end of the expo. The organiser of Agri Mega Week, however, is not liable for any damage to or loss of any property. Exhibitors are responsible for the insurance of goods and equipment that form part of their exhibition. b. The Agri Mega Week insurance policy does not provide public liability cover to exhibitors and exhibitions. Therefore, exhibitors are urged to arrange their own public liability cover for the duration of the Agri Mega Week. c. Should an exhibitor require security in addition to that provided by the organiser, such exhibitor must inform the organiser and provide the contact particulars of the supplier of the additional security so that the Agri Mega Week Chief of Security can be briefed accordingly.

4 9. Catering and Beverages a. No alcoholic beverages or processed food are allowed through the gates to the exhibition site. Beverages and food will be on sale at the exhibition site. b. If exhibitors entertain guests at their displays, all food and beverages must be bought on the exhibition site. No food or beverages for entertaining guests will be allowed from outside the boundaries of the exhibition site. The organiser provides a catering service for the entertaining of guests and no outside catering company may be employed for catering purposes. c. No exhibitors, with the exception of official contractors appointed by the organiser and exhibitors specified as food vendors and farmstall exhibitors, may sell drinks or processed food on the site without special consent from the organiser. d. In accordance with the relevant legislation, no preparation of food or open fires are permitted at exhibition stands. 10. Electricity a. Electricity must be used sparingly without compromising the efficiency of an exhibition. b. All stands in the Total Hall, BKB Centre, Voermol Centre, as well as in some of the tents allocated as indoor exhibition venues (please refer to the Agri Mega Week Booking Form), have access to one 15 amp (220v) electrical power point per stand as part as the exhibition package. As not all the power points are within the boundaries of each individual stand, exhibitors are advised to bring along an electrical extension cord of not less than 10m to ensure that they can reach the allocated power point. c. The stands in the Farmstall Exhibition Area does not have access to electrical power points as part as the exhibition package. Please refer to the Agri Mega Week Booking Form for available options and rates. d. All outdoor exhibition plots have access to one 15 amp (220v) electrical power point per stand as part of the exhibition package. As not all the power points are within the boundaries of each individual stand, exhibitors at outdoor stands are advised to bring along an electrical extension cord of at least 30m to ensure that they can reach the allocated electrical power point. e. Additional power points, single phase electricity with higher than 15 amp supply, and 3 phase electricity, will have to be booked additionally (please refer to the Agri Mega Week Booking Form). f. Exhibitors are under no circumstances allowed to effect direct couplings to the electrical supply network of Moreson Mega Park. Where direct couplings are required, the electrician appointed by the organiser will do the necessary at an extra cost for the exhibitor. Please inform the organiser at lize@megagrp.co.za in writing of such need by 11 August g. The organiser have no control over electrical load shedding by Eskom and exhibitors will have to plan their activities with the applicable load-shedding schedule, if any, in mind. 11. Water a. Please take note that not all exhibition sites have direct access to water taps. Exhibitors who need to be close to a water tap must notify the organiser in writing so that the exhibition site allocation can be done accordingly. b. Exhibitors who need dams and/or water tanks filled with water need to make the necessary arrangements in writing with the organiser. Please such needs to lize@megagrp.co.za. c. Please use water sparingly as Moreson Mega Park has limited water supplies. Kindly report any leaks and wastage to the organiser. 12. Demonstrations a. Sites for the demonstration of large machinery and implements are available at Moreson Mega Park (Please refer to the Agri Mega Week Booking Form for sizes and cost). No demonstrations of large machinery or implements will be allowed on the exhibition sites.

5 b. Exhibitors demonstrating smaller machinery or implements may do so on their exhibition sites, provided that no holes are dug or plants unearthed/damaged in the process. All material or waste generated in the demonstration process must be removed by the exhibitor. In the event that the exhibition site is not cleared of all the said material or waste within 7 (seven) days after the end of the expo, the organiser will have the site cleared at the exhibitor s cost. c. Members of the public may under no circumstances be on or in machines or implements during demonstrations. The demonstrator/exhibitor is held responsible for compliance with this stipulation. d. Machines, implements or equipment that have to be moved from exhibition sites to demonstration sites and back to exhibition sites must be moved with utmost care and precaution to prevent harm or injury to any person. If at all possible, the applicable section of road needs to be closed off by means of traffic cones, chevron tape and/or similar highly visible barricades. Such machines, implements or equipment must in all instances and at all times be moved as slowly as possible. e. An adjustment site is identified at Moreson Mega Park. Adjustments must be done on the identified site only and preferably before the commencement of the expo. f. Demonstrations are done at the exhibitor s own risk. It is the sole responsibility of the exhibitor to take care that every possible safety measure is taken and implemented to ensure the safety of not only the general public but also that of the operators and helpers demonstrating a specific machine or implement. g. Requests for the preparation of demonstration sites for specific needs must be communicated in writing no later than Monday, 6 August Exhibitors displaying spraying equipment and who have special demonstration needs must also specify these needs in writing to lize@megagrp.co.za. The organiser accepts no responsibility for demonstration sites that are not prepared due to requests not having been filed in time. Where requests for the preparation of demonstration sites are received after the deadline, the exhibitor may incur additional preparation costs. h. Exhibitors who demonstrate earthmoving equipment and the like must rehabilitate and compact the applicable area, and return it in its original state. Any large stones unearthed in the demonstration process must be moved by the exhibitor to an area on Moreson Mega Park as indicated by the organiser. The specific location of such area will be communicated in the organiser s final documentation to exhibitors. Should an exhibitor fail to restore a demonstration area to its original state, the organiser will have the necessary rehabilitation done at the exhibitor s cost. i. Exhibitors demonstrating very noisy machinery or implements on their exhibition sites must consider the exhibitors in their immediate vicinity. They must refrain from generating noise throughout the day as this may jeopardise the effectiveness of neighboring exhibitions. In the event of repeated complaints about the noise, the organiser will have the right to instruct the exhibitor to limit demonstrations to specific times. 13. Rules for Exhibitors of Livestock a. Exhibitors of livestock must be acquainted with the Rules for Exhibitors, as they apply equally to exhibitors of livestock. b. Exhibitors who bring animals onto the Agri Mega Week terrain must have certificates confirming that all such animals are disease free. c. Exhibitors of livestock must make use of Moreson Mega Park s Gate C for access. d. Exhibitors of livestock will receive a special vehicle permit for access to the parking area for livestock exhibitors. e. Service vehicles of livestock exhibitors must be parked in the prescribed parking areas. f. The organiser has the right to have any unauthorised vehicles or trailers removed from the grounds at the cost of the exhibitor, and the organiser will not be responsible for any consequential damages or losses, direct or indirect. g. Livestock may only be washed at the indicated washing bays for animals.

6 h. Caretakers of livestock during Agri Mega Week may sleep over at Moreson Mega Park. For security purposes the organiser must be provided with a copy of the identity document of any person who sleeps over at Moreson Mega Park. 14. Amendments to POLICIES AND RULES The POLICIES AND RULES recorded in this document may be amended and/or supplemented at the sole discretion of the organiser.