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Welcome to the 2018 AAPG ICE Exhibitor Manual

Please bookmark this page as it is your source for all Deadlines, Order Forms and vendor information.

EXPOSolutions has been appointed as the official General Contractor for ICE. They will be your source for all floor coverings (island stands), shell scheme furniture, graphics, audio visual and electrical.

The Cape Town International Convention Center (CITCC) will be your source for all food and beverage, telecommunications, internet, cleaning and waste removal as well as rigging. (They can also be a source for Audio Visual as well).

EF and Rogers Worldwide are the official Freight Forwarders/Shipping Agent and can assist with all of your shipping and custom questions/needs.

EXPOSolutions Manual

Build your brand and drive booth attendance. Every attendee and exhibitor at ICE will receive the 2018 ICE Program book as a guide during the conference. Contact your account rep. to reserve your space.

Order Program Book Advertising

  • Deadlines
  • Rules and Regulations
  • For Your Booth
  • Shipping/Materials & Handling

Deadlines

For your convenience, we’ve listed all the deadlines for the exhibitor manual below with direct links. Please note there are required forms that MUST be completed prior to your arrival and they are:

  • On-Site Contact and EAC Information
  • EAC Indemnification & Insurance Certificates
  • Height Variance Request & Booth Renderings (all stands are required to submit a rendering)

Should you have any questions or need additional assistance, please contact .

Sep
4
Tuesday
Lead Retrieval - Early Bird Rate Deadline
Sep
20
Thursday
On-Site Contact and EAC Information
Sep
27
Thursday
Discounted Registration Deadline
Oct
1
Monday
Exhibitor Listing for Program Book
Oct
4
Thursday
EAC Indemnification and Insurance Certificates Due
Height Variance Request & Booth Renderings Due
Lead Retrieval - Pre-Show Rate Deadline
Oct
10
Wednesday
SeaFreight Shipping Deadline
Oct
11
Thursday
Early Move-In Requests Due
Oct
15
Monday
CITCC Food Order Forms Due
CITCC Beverage Order Form Due
Oct
17
Wednesday
Fascia Text & Carpet/Floor Covering Order Due
Stand Furniture & Branding Graphics Order Due
Power and Lighting Order Due
Floral/Plant Order Due
CITCC Audio Visual Order Form Due
Oct
18
Thursday
AirFreight Shipping Deadline
Oct
25
Thursday
Stand Cleaning & Waste Removal Form Duel
Telecommunications Order Form Due
Oct
26
Friday
Internet Order Form Due

Rules & Regulations

Please note the important information below which will highlight several key components that each exhibitor MUST adhere to when exhibiting at ICE.

Display Restrictions & Height Information

Please refer to the IAEE Display Rules & Regulations for specific rules, regulations, and restrictions.

  • All activities must be confined to your assigned space.
  • Unfinished portions of pop-up displays must be covered. Pop-up framework, raw wood or cardboard wings must be painted or appropriately covered if visible from another booth.
  • ICE Show Management reserves the right to restrict or remove exhibits and/or exhibitors, which in its sole judgment, because of noise, inappropriately attired personnel, or any other reason, are or become objectionable or, which in its sole judgment, may detract from the character of the Conference. Neither AAPG or its employees, agents, officers, directors, or representative thereof, shall have any liability, whether to any exhibitor or otherwise, as a result of such restriction or removal.
  • Photographing and video recording of other exhibitors’ displays is strictly prohibited.
  • All exhibitors must obtain Show Management’s written approval to have any photographers or video recording arranged at their booth.
  • Sound equipment may be used in your booth so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle. Sound and noise should not exceed 85 decibels. You should be aware that music played in your booth, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music.
  • No bolts, nails, tacks, screws, pins, adhesive, or other devices of any description likely to deface or damage walls, floors, hard wall/MIS panels, furniture, or other furnishings shall be used on surfaces in the CITCC unless otherwise approved in writing from ICE Show Management.
  • Exhibitors agree to be responsible for any damage caused by their display or personnel to the CITCC. Please refer to the CITCC Exhibitor Manual for additional detail and explanation.
  • All move-in and move-out of exhibits must be done only through designated loading docks, freight doors, and freight elevators. The main lobbies, escalators and passenger elevators are not to be used for this purpose. Exhibitors should verify show security arrangements and times for move-in and move-out to avoid problems with unattended equipment and materials.
  • No animals or pets are permitted in the facility except as required for use as a guide/assistance dog.
Cape Town International Convention Centre (CITCC) Rules & Regulations
  1. Damage (Item 18, Page 9 - CITCC 2018 Exhibitor Manual)

    The CITCC appreciates that exhibitors need to decorate their stands by means of painting, welding, angle grinding, cutting timber, wallpapering etc. Exhibitors should note that this is NOT PERMITTED INSIDE THE EXIHBIT HALL. A specific area will be demarcated in the Marshalling yard for this purpose.

  2. Exhibitor Behavior (Item 19, Page 9 – CITCC 2018 Exhibitor Manual)

    All efforts to advertise, demonstrate and operate an exhibition must be conducted so as to not trespass on the rights of other exhibitors. No exhibit will be permitted to interfere with the use of other exhibits or impede access to them or the free use of the aisles. The CITCC reserves the right to limit and/or restrict operations which, for any reason, might be considered objectionable, without any liability for refund and/or damage fees. Work can be stopped or persons put offsite for failing to comply with Health and Safety Legislation.

  3. Children under the age of 16 are NOT allowed in the halls during build up or break down.

  4. Parking & Logistics at CITCC (Page 5 – CITCC 2018 Exhibitor Manual)

    Exhibitors and Contractors are required to make use of the CITCC Site 3 Vehicle stacking area at FW De Klerk Boulevard to access the Marshalling yard for offload and re-loading.

Clients who wish to reserve parking bays will be subject to fees as indicated below:

Reserved parking bays only: R150/per bay per day with no CITCC personnel.

Reserved and CITCC managed parking bays: R150/per bay per day PLUS R85/hour per staff member.

Height Information

The height maximum for booths at ICE is:

  • 6 meters for islands
  • 2.4 meters for inline
  • 3.6 meters for perimeter inline
  • 2.4 meters for peninsulas
  • 2.4 meters for End-Caps

Any variance from these guidelines must be included with your Height Variance Requests & Booth Drawings Form and is subject to approval. Please submit the form no later than 4 October 2018.

Fire and Safety Regulations

Fire Safety
  • Flowers and foliage (artificial), paper, cardboard or compressed paperboard, plastic materials, split wood, textiles and any other material used for festive decorations are prohibited.
  • Wallpaper is permissible if pasted securely to walls or wallboard backing
  • The use of the following materials indoors shall be prohibited: acetate fabrics, corrugated paper, combustible material used for covering tables or for skirting tables.
  • Unless otherwise approved, flammable or combustible and/or compressed gases shall not be used or displayed. Where approved for display cylinders containing compressed gases shall be protected against mechanical damage and shall be stored on racks or by other accepted devices designed to hold them securely in place.
Motor Vehicles
  • Any intention to have a motor vehicle inside an exhibit stand must be made known in writing to ICE Show Management no later than 15 October 2018.
  • All petrol-fueled motor vehicles or other petrol engine equipment fitted with a fuel tank, including boats, plant or machinery, must comply with the following:
      The fuel tanks of motor vehicles manufactured prior to 1984 must contain only sufficient fuel to move the vehicle in and out of the hall, due to the absence of safety features which prevents leakage.
    • Fuel tanks of motor vehicles manufactured after 1984 may contain fuel
    • Fuel tanks on all other petrol engine equipment MUST REMAIN EMPTY
    • The fuel tank must be sealed and wherever possible, with a lockable cap
    • Vehicles may require a drip tray and must be positioned with the boundaries of the stand so that any protrusions, doors, tail lifts etc. do not infringe the stand perimeter.
    • The running of engines during the open period of an exhibition is strictly prohibited.
    • For vehicles required to operate as part of a moving demonstration, “pit” positions must be clearly defined and agreed with the venue. Suitable fire extinguishers must be provided.
    • Filling or emptying of fuel tanks inside the hall is strictly prohibited
Insurance & Indemnification
  • All exhibitors are required to have insurance coverage to cover all contingencies, including but not limited to fire, theft, property damage (especially in transit), business interruption, liabilities and worker’s compensation.
    • Each exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor’s activities on the Convention Centre premises and will indemnify, defend and hold harmless ICE Show Management, the CITCC, their agents, and employees from any and all such losses, damages, and claims.
    • Neither ICE Show Management nor the CITCC maintain insurance covering the exhibitor’s property or lost revenue and it is the sole responsibility of the exhibitor to obtain such insurance.
  • Each exhibitor agrees to and shall defend, indemnify and hold harmless ICE Show Management, the CITCC and their respective Members, Officers, Directors, Agents and Employees from all costs, liabilities, claims, damages or expenses, including without limitation claims for personal and bodily injury or property damage, arising out of or associated with exhibitor’s use or occupancy of or exhibition in any part of the Convention Center, including without limitation any work done by or any act, neglect or omission of exhibitor or its employees, agents, contractors, and invitees in connection with such use, occupancy, or exhibition.

Stand packages

Per the signed Exhibitor Contract, please note below items included with each Stand Package

Floor Space Only

Space only provided. Exhibitor is responsible for all electrical, internet, floor coverings and stand construction.

*CITCC requires that ALL STANDS provide a complete rendering for review and approval by ICE Show Management as well as the Cape Town International Convention Centre (CITCC).

Please send your booth rendering no later than 4 October 2018 to Tamra Campbell at .

Basic Package

Minimum booth size is 3m x 3m (9 sqm). White shell scheme panels with aluminum frames and fascia board with company name.

Each stand will include carpet tiles (Show Management choice of color) A 15 Amp Plug Point with a shared ¼ 30 Amp Single Phase Distribution Board and two, 150 Watt Spotlights per 9m2.

Basic Package + Furnishings

Minimum booth size is 3m x 3m (9 sqm). White shell scheme panels with aluminum frames and fascia board with company name.

Each stand will include carpet tiles (Show Management choice of color) A 15 Amp Plug Point with a shared ¼ 30 Amp Single Phase Distribution Board and two, 150 Watt Spotlights per 9m2. Also includes one glass café table with two Libby White Chairs and one small waste bin.

Furniture Orders, shell scheme changes and accessories

EXPOSolutions is the official ICE General Contractor and can provide all furniture, special packages for customized stands/booths, as well as all other accessories.

Make sure to order all of your furniture or accessory needs no later than 17 October. All orders received after this date are subject to a 20% surcharge.

EXPOSolutions Order Form

Exhibitor Services

The Cape Town International Convention Centre has an extensive Exhibitor Manual Document which provides answers and instructions for an Exhibition.

CTICC Exhibitor Manual

Cleaning & Waste Removal

Order Deadline: 25 October 2018

ICE Show Management will arrange for all waste/trash during build-up to be removed at 14:30 on Sunday 4 November. All daily cleaning, trash removal and sweeping of individual stands is at the Exhibitor’s expense.

Page 11, CITCC Exhibitor Manual

Stand Cleaning and Waste Removal Order Form

Stand Food & Beverage

Order Deadline: 15 October 2018

Note – Late orders are only allowed to be placed on the day of the event for the next day only until 15:00 and these will carry a 20% surcharge. Should there be any later orders placed AFTER 15:00, an additional 30% surcharge will apply.

Page 11, CITCC Exhibitor Manual

Cuisine Menu

Catering Order FormM

Beverage Menu

Beverage Order Form

Electrical

Order Deadline: 17 October 2018

ExpoSolutions will be the primary contact for all Electrical Orders.

EXPOSolutions Exhibitor Manual

Telecommunications/Internet

Order Deadline: 25 October 2018

CITCC is the primary provider for all Telecommunications and Internet needs for stands inside the exhibit hall.

Telecommunications Order Form

Internet Order Form

Parking/Marshalling Yard

The Marshalling Yard for ICE Exhibition will be CITCC 1 which is via the FW de Klerk Boulevard entrance. It is comprised of 5,000m2 and is adjacent to the exhibit hall for easy load in and load out. All exhibition loading doors have a sliding door which is 1800mm wide and 2,075mm high.

Exhibitors with excessive loading requirements must contact prior to the event. No holding area is available and if trucks are left unattended, they will be towed away at owner’s expense.

Load-in and Load-out Procedure

The Marshalling Yard is for Off-loading purposes only. Due to the space restraints in the marshalling yards, drivers will NOT be permitted to leave their vehicles at any time. Once the vehicle is unloaded, it will be required to leave the yard.

Load-in and out time periods for vehicles are as follows:

Load-In/Out for small vehicles is 1½ hours.

Load-In/Out for larger vehicles – Trucks is 3½ hours.

Vehicles that exceed the above time limits will be subject to a parking fee.

Unattended vehicles will be clamped and an unclamping fee of R500 will be applicable.

Shipping/Materials & Handling

World Wide Shipping Instructions

Rogers Worldwide and our local handling partner Exhibition Freighting G.S.M. are the Official AAPG ICE 2018 Freight Forwarder and on site handling contractors. Together we are able to offer a comprehensive package including, Customs clearance, Warehousing and Transportation, as well as the On-site Services.

This Shipping Manual will assist you in your preparation for the correct and timely dispatch of exhibits to Cape Town for the AAPG International Conference & Exhibition 2018. We advise you to read the shipping guidelines carefully.

Failure to comply with the following instructions will cause unnecessary delays in clearance and may lead to additional expenses.

Please see the Shipping Guidelines and Shipping and Handling Forms Below

Shipping Guidelines

Freight Handling and Order Form

International Handling Guidelines

Commercial Invoice/Packing List Form

Shipping Labels

Communication

Exhibitors are requested to direct all correspondence concerning the exhibition to:

Exhibition Freighting GSM
Tel. : +27 21 552 7248
Fax. : +27 21 552 2349
E-mail: