INDABA 2014

Exhibitors

How to Exhibit - Step-by-step guide

Get the Facts and Prepare

Before submitting your application, please take some time to familiarise yourself with the following:

  • Criteria to Exhibit are set by South African Tourism to ensure that products showcased at the exhibition are of the highest quality and broadly representative.
  • If you are considering sharing your space with other complimentary products, be sure to read through Managing Sharing Exhibitors. It is the responsibility of main stand holder's to ensure that all requirements are met for those products on their stand.
  • Rates Schedule and Options available – we have some exciting booth options for INDABA in order to maximise your participation.
  • Floor Plans - the floor plans are available for you to view and accept your stand placement upon approval of exhibitor applications.
  • In order to maximize your participation, please clearly specify your stand request on your application.

Registering for Your Own Stand

Your application to exhibit at INDABA is made up of 5 areas:

  1. Company and Contact Details – basic company information for all future communications
  2. Invoice Details – invoicing contact and payment deadlines.
  3. Stand Requirements – size, dimensions, floor space, and optional (excl. 9m² stands) shell scheme package. This is used as a guide when placing exhibitors as requested space at INDABA is not always guaranteed.
  4. Participation Information – this is required to support your application and submission to exhibit.
  5. Comments – address your concerns or requests to the Organisers or the Selection committee.

Please complete each section thoroughly to assist the selection committee in meeting your requirements where possible.

Adding Sharing Exhibitors

Main stand holders will only be able to add their sharing exhibitors in their Exhibitor Zone once the main stand holder's contract has been signed and their status is confirmed.

Please note main exhibitors are required to list all their sharing partners before sharing partners can complete their individual applications.

Please note all sharing companies are also required to be part of the travel and tourism trade industry to qualify. In order to ensure the caliber and relevance of the sharing exhibitor, a strict set of criteria has to be met before approval for participation is granted. Each sharing exhibitor added will be at a cost or ZAR 911.00 (including VAT) to the Main Exhibitor.

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Criteria to Exhibit

All applications will go through a selection process. South African Tourism appoints a Selection Committee, comprising of industry representatives and provincial authorities, to review and accredit applications received. This is to ensure fair and equal representation of the many tourism products offered by our country.

All applicants must fulfil the following basic criteria to participate at INDABA.

  • The applicant must be debt free to South African Tourism and Pure Grit Project and Exhibitions (Pty) Ltd.
  • Due to the fact that INDABA is aimed at the International Buyer, the applicant must have an international marketing plan as well as a valid brochure and STO (Standard Tour Operator), Rack and Net rates which the Selection Committee reserves the right to view on request.
  • The applicant must belong to at least one of the accredited tourism associations or their local tourism bureau.
  • The applicant must have the necessary trade licenses, tourist guide registrations, and passenger and or public liability insurance, which the selection committee reserves the right to review on request.
  • The applicant must be a registered South African taxpayer, if operating from South-Africa.

Main Stand Holders and Outdoor Exhibits

  • This category of exhibitor submits an application for his / her OWN stand.
  • Main stand holders may choose to “share”, co-exhibit or allocate parts of the total space booked to complimentary products. Each sharing exhibitor added will be at a cost of ZAR 911.00 (including VAT) to the main exhibitor.
  • Applicants may choose to have an indoor stand / pavilion as well as an outdoor exhibit OR one or the other. Please note there are certain space restrictions if taking both options.

Sharing Exhibitors

  • Sharing exhibitors may NOT apply directly with the organisers on the website.
  • They must make arrangements with the main stand holder and complete their applications.
  • The main stand holder is then to go to the INDABA website and add sharing exhibitors that they have elected to participate on their stand.
  • Main stand holders must add their sharing exhibitors' names on their application once the main stand holder's space has been confirmed.
  • All sharing exhibitor applications need to be completed online by the contact person listed by the main stand holder once they have been added by the main stand holder.
  • In order to ensure the caliber and relevance of the sharing exhibitor, a strict set of criteria has to be net before approval for participation is granted.
  • The sharing exhibitor must be debt free to South African Tourism and Pure Grit Project and Exhibitions (Pty) Ltd.

Historically Disadvantaged Individuals (HDI’s)

  • HDI's include all individuals who were discriminated against in South Africa, in terms of legislation or practice, before the first democratic election that took place in 1994 and includes black, coloured, Indian, disabled and all female people in South Africa.
  • All first time HDI’s must apply to their local Provincial Tourism Authority directly.
  • HDI's / SMME's, who have exhibited at INDABA before and wish to apply for their own stand, may do so.

African Countries

  • South African Tourism invites members throughout Africa to participate at INDABA.
  • Products within Africa & outside South Africa must exhibit on their local Tourism Authority stand.
  • No individual stands will be granted to individual products, unless the company operates across a number of countries. This will still be dependent on space availability.
  • African countries may be restricted to space allocations at the discretion of South African Tourism pending demand for space from local products.

General

Museums, Restaurants, Media Publications and Publicity Associations must exhibit with their Local Government Tourism Associations or companies they are affiliated with.

Every effort will be made to meet the requirements of each applicant but please be aware that this is not always possible due to space restrictions.

Further to this, stand locations on the floor plan cannot be guaranteed. South African Tourism together with the National Selection Committee reserve the right to place stands at their discretion for the benefit of the exhibition as a whole.

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Managing Sharing Exhibitors

Main stand holders, who wish to share their space with other complimentary products or wish to add more than one member of their group, must do the following:

  • Ensure that each sharing exhibitor is added (correctly) on to his / her applications form individually.
  • It is the main stand holder's responsibility to ensure that each sharing exhibitor added has completed their registration / application form.
  • The main stand holder is liable to pay the sharing registration fee of ZAR 911.00 (including VAT) per sharing exhibitor.
  • Communicate stand participation details and costs to their sharing product where applicable.
  • Complete all the service forms pertaining to their stand.
  • Allocate the allowed number of name badges to all their sharing representatives at their discretion.
  • Ensure that all information relating to INDABA is communicated to their sharing products.
  • Take full responsibility for the requirements of their sharing product.
  • Sharing exhibitors need to negotiate the cost of their participation with their main stand holder and all payments must be made directly to the main stand holder.
  • The main stand holder will be invoiced for all their sharing exhibitors' requirements i.e. name badges and services.
  • In order to ensure the caliber and relevance of the sharing exhibitor, a strict set of criteria has to be met before approval for participation is granted.
  • The sharing exhibitor must be debt free to South African Tourism and Pure Grit Project and Exhibitions (Pty) Ltd.

This sharing registration fee of ZAR 911.00 (including VAT) ensures that all sharing exhibitors receive:

  • Standard Exhibitor listing on the INDABA website.
  • Standard Exhibitor listing in the official INDABA Catalogue if the sharing exhibitors application has been completed before the given deadline
  • Copy of the INDABA Trade Catalogue.
  • Access to the Exhibitor Zone on the INDABA website for downloading of necessary documents and information pertinent to participation.
  • Online diary for facilitating appointment bookings.
  • Added to INDABA Exhibitor database to receive all newsflashes and event communications.

Main stand holders will be invoiced for all registered sharing products requiring the above services and not the individual sharing company.

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Payment

Payment Term Options

Invoices will be issued upon receipt of a signed contract. Invoices will be emailed in PDF format from our accounts department. An original copy of the invoice will also be posted to all confirmed main stand holders on request.

Payment Terms:

  • 60% deposit due within 30 days from date of invoice
  • 40% balance due by 1 March 2015

These payment terms do not apply to the early bird discount.

Should you have any queries regarding these payment terms please do not hesitate to contact Pure Grit Project and Exhibitions (Pty) Ltd on accounts@indaba-southafrica.co.za.

Bank Account Details

All payments are to be made to Pure Grit Project and Exhibitions (Pty) Ltd trading as South African Tourism Exhibitions.

Bank: First National Bank
Branch: Fourways View
Branch Code: 251655
Account Name: Pure Grit Projects and Exhibitions Management (Pty) Ltd
Account Number: 62277936012
SWIFT Code: FIRNZAJJ

* Exhibitors to use their invoice number as the payment reference!

Credit Card Payments

Credit Card payments will be accepted. A form will be made available at time of confirmation for easy processing.

Queries on invoicing and payments can be directed to Colleen van Jaarsveld on accounts@indaba-southafrica.co.za.

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