How To Exhibit | Exhibitors

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Exhibitors

How To Exhibit

How to Exhibit
Criteria to Exhibit
Managing Sharing Exhibitors
Payment

1. How to Exhibit

1.1 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 stand.
Rates Schedule and Options available – we have some exciting booth options for INDABA 2011 in order to maximise your participation.
Floor Plans - floor plans will be posted as soon as they become available.
In order to maximize your participation, please clearly specify your stand request on your application.
Read through the INDABA 2011 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 2011.

1.2 Registering for Your Own Stand

Your application to exhibit at INDABA 2011 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
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.

1.3 Registering Sharing Exhibitors

Main stand holders will only be able to register their sharing exhibitors 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 listing 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.

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2. 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 2011.

The applicant must be debt free to South African Tourism and Witch & Wizard Creative (Pty) Ltd.
Due to the fact that INDABA 2011 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.

2.1 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.
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.

2.2 Sharing Exhibitors

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 2011 website and submit applications for those sharing exhibitors that they have elected to participate on their stand.
Main stand holders must include their sharing exhibitors' names on their application once the main stand holders space has been confirmed.
All sharing exhibitor applications need to be completed online once they have been listed by the main stand holder.
The Selection Committee reserves the right to approve or decline sharing exhibitor applications.

2.3 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 2011 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.

2.4 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.

2.5 Southern African Countries (SADC Region)

South African Tourism invites members of the SADC region to participate at INDABA 2011
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.

2.6 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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3. Managing Sharing Exhibitors

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

Submit applications for each of their sharing product or those products that require an individual listing.
Pay the sharing registration fee of R 722,00 (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 2011 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.

This sharing registration fee ensures that all sharing exhibitors receive:

Standard Exhibitor listing on the INDABA 2011 website.
Standard Exhibitor listing in the official INDABA 2011 Catalogue.
Copy of the INDABA 2011 Trade Catalogue.
Access to My INDABA on the INDABA 2011 website for downloading of necessary documents and information pertinent to participation.
Online diary for facilitating appointment bookings.
Added to INDABA 2011 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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4. Payment

4.1 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% within 30 days from date of invoice
40% due by 31 March 2011

Should you have any queries regarding these payment terms please do not hesitate to contact Witch & Wizard Creative (Pty) Ltd on accounts@witchwizard.co.za.

4.2 Bank Account Details

All payments are to be made to Witch & Wizard Creative (Pty) Ltd trading as South African Tourism Exhibitions.

We are awaiting confirmation of our banking details. To be confirmed soon.

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 Ida van Deventer on accounts@witchwizard.co.za.

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