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 holders to ensure that all requirements are met for those products on their
Rates Schedule and Options available – we have some exciting booth options for INDABA 2013 in order to maximise your participation.
Floor Plans - the floor plans are available for download as PDF documents upon approval of exhibitor applications.
In order to maximize your participation, please clearly specify your stand
request on your application.
Read through the INDABA 2013 Terms and Conditions of payment
and exhibiting. To go through to the application, you will be required to accept
the Exhibition Terms & Conditions.
This will form part of your legally binding contract
with the organisers of INDABA 2013.
Registering for Your Own Stand
Your application to exhibit at INDABA 2013 is made up of 5 areas:
Company and Contact Details – basic company information for all future communications
Invoice Details – invoicing contact and payment deadlines.
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.
Participation Information – this is required to support your application and submission to exhibit.
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 on their application form
once their 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.
By adding these sharing partners, the organisers understand that the main exhibitor
has approved these companies to co-exhibit on the stand. Please note all sharing
companies are also required to be part of the travel and tourism trade industry to qualify.
Each sharing exhibitor added will be at a cost or ZAR 810.00 (including VAT) to the Main
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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 fulfill the following basic criteria to participate at INDABA 2013.
The applicant must be debt free to South African Tourism and Witch & Wizard Creative (Pty) Ltd.
Due to the fact that INDABA 2013 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
ZAR 810.00 (including VAT) to the Main Exhibtor.
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 may NOT apply directly with the organisers on the website.
They must make arrangements with the main stand holder to confirm their participation.
The main stand holder is then to go to the INDABA 2013 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.
The Selection Committee reserves the right to approve or decline sharing exhibitor applications.
First Time Exhibitors
Due to space limitations, first-time exhibitors are required to contact their provincial
authority to assess opportunities to share on the provincial stand.
Should first-time exhibitors not receive space on the provincial stand, they will be waitlisted for
their own stand, dependent on motivation from the province.
Established products exhibiting at INDABA 2013 for the first time but wishing to apply for their own stand
must submit a motivation for their own stand. The selection committee will review the motivation and make
a decision based on merit. Their decision will be final and will not be negotiable.
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.
Southern African Countries (SADC Region)
South African Tourism invites members of the SADC region to participate at INDABA 2013.
Products within the SADC region must exhibit on their local SADC Tourism Authorities stand.
No individual stands will be granted to individual products based in a SADC
region, unless the company operates across a number of countries. This will still
be dependent on space availability.
SADC countries may be restricted to space allocations at the discretion of South African Tourism pending
demand for space from local products.
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 holders responsibility to ensure that each sharing exhibitor added has
completed their registration / application form.
- Main stand holder is liable to Pay the sharing registration fee of ZAR 810.00 (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
- Ensure that all information relating to INDABA 2013 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 ie. name
badges and services.
This sharing registration fee of ZAR 810.00 (including VAT) ensures that all sharing exhibitors receive:
- Standard Exhibitor listing on the INDABA 2013 website.
- Standard Exhibitor listing in the official INDABA 2013 Catalogue if the sharing exhibitors application
has been completed before the given deadline
- Copy of the INDABA 2013 Trade Catalogue.
- Access to the Exhibitor Zone on the INDABA 2013 website for downloading of necessary documents and
information pertinent to participation.
- Online diary for facilitating appointment bookings.
- Added to INDABA 2013 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 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.
- 60% deposit due within 30 days from date of invoice
- 40% balance due by 01 March 2013
Should you have any queries regarding these payment terms please do not hesitate
to contact Witch & Wizard Creative (Pty) Ltd on email@example.com.
Bank Account Details
All payments are to be made to Witch & Wizard Creative (Pty) Ltd trading as South African
First National Bank
Witch & Wizard Creative t/a SAT
* Exhibitors to use their invoice number as the payment reference!
4.3 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 firstname.lastname@example.org.
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