Exhibition Information

Deadline for Stand Plans: Tuesday, 1 July 2025
Deadline for service forms, fabric back wall artwork and facia information: Friday, 8 August 2025

Shell Scheme / Custom Contractor
GL Events
Caren Cloete
Tel: +21 526 3200
Email: caren.cloete@gl-events.com

Delivery and Storge

Delivery
The CSIR ICC is unable to accept deliveries prior to Friday, 22 August 2025. Any goods deliveries before this time will be turned away.

Please click on this link for box labels

The venue nor the Organisers will take accountability or responsibility for goods that arrive early, or which are left after the official breakdown period of the exhibition. Should the venue need to dispose of any items, the costs thereof will be charged to the Exhibitor concerned.

Storage
Limited storge which will be available on a first come, first serve basis will be available at the venue and is strictly for exhibitor replenishment of literature for on-booth distribution. It is recommended you consider storage capacity within your booth.

All road cases, pallets and crates must be stores offsite after building up and returned for strike.

Note: All goods must be collected on Wednesday, 27 August 2025. There is no capacity to store goods overnight for a next day collection. Please ensure you have the necessary consignment notes and packing materials to enable you to prepare your return goods.

General Rules & Notes

• Your stand must be completed by 20:00 on Sunday, 24 Augst 2025 and on Wednesday, 2 August 2025 all material relating to exhibitor’s stands must be cleared from the exhibition hall and loading areas by 22:00. Items not removed will be disposed of by the organisers at the exhibitors expense.
• Activities (unless otherwise agrees) must remain within the confines of stands.
• Exhibitors are only allowed to hand out marketing material within the confines of their stand.
• Noise volume should keep to a level that does not cause disturbance to other exhibitors (music and audio-visual material).
• Please keep your stands neat and tidy.
• Each exhibitor should ensure that there are no potential fire or safety hazards on their stand.
• In their own interest, exhibitors should arrange for representatives of their companies to be on the stands during build up, exhibition hours, and until breakdown is completed. Insurance and public liability cover is essential.
• It must be stressed that Show management and security contractors, whilst taking every reasonable precaution, expressly decline any responsibility or liability for any loss or damage, which may befall the property of an Exhibitor for any cause whatsoever. Please be vigilant and do not leave your stand unattended.
• Insurance: Exhibitors are responsible for the safety of their own staff, property, their stand and all its contents and are therefore advised to take precautions where necessary and to insure their goods accordingly.
• It is a condition of exhibiting that the organisers at no stage and for whatever reason accept liability for any loss or damage or injury that be sustained.
• There are a number of items requiring advance venue approval. If you are considering any of the below, please inform the exhibition manager Charne Millett-Clay or the CSIR ICC:
• There are a number of items requiring advance venue approval. If you are considering any of the below, please inform the exhibition manager Charne Millett-Clay or the CSIR ICC:
  1. Use of forklift or cherry picket during set up and breakdown
  2. Foord or beverage items for sampling – no matter how small, approval is needed
  3. Alcohol
  4. Entertainment at your stand
  5. Use of naked or open flames, LP gas Cylinders
  6. Harmful chemicals
  7. Flammable materials such as hessian, draping, straw etc.
  8. Balloons or helium balloons
  9. Machinery
  10. Anything loud/harmful/intrusive to others and anything outside your allocated booth space
  11. Heavy equipment
  12. Vehicles on the exhibition floor
  13. Anything that emits smoke/fumes
• All contractors must prepare a hard copy safety file as well as an electronic copy to be submitted on the same date as the drawings to the CSIR ICC SSHE Department.

Exhibitor Checklist

4 Weeks in Advance of the Show

1. Ensure all stand payments due have been paid. Bank account details are listed on the invoice.
2. Know your stand number and location on the floor plan.
3. Create a timetable for your staff to coordinate stock, equipment delivery and removal.
4. Circulate a list to all staff with dates and tomes detailing who will be onsite.
5. Make sure your giveaways have been ordered and delivery arranged as per delivery dates communicated.
6. Order your stand furnishings and services via GL Events by completing the services document.
7. Order any additional services such as stand cleaning or catering with the venue
8. By Monday, 4 August submit the artwork for your fabric back wall and facia information to be printed on the fascia board to Bianca at GL Events.
9. Order your literate and stand giveaways (something memorable, relevant and worth keeping).
10. Arrange for delivery/shipping of literature, equipment and display units.
11. Make sure invitations to visit the stands have been included in all correspondence with customers.
12. Ensure that all your exhibitors manning the stand have been registered.

2 Weeks in Advance of the Show

1. Prepare for set-up of exhibition stand.
2. Prepare a tool kit for all items necessary to set up and dress your stand for emergency repair of display units and equipment, stationary, additional adapters and extension cords etc.
3. Check supply of order books, business cards, literature etc.
4. Hold a pre-show meeting with stand personnel to review objectives, strategies, responsibilities and the lead retrieval system.
5. Work out and rehearse your opening remarks – What brings you to our stand?
6. Ensure that transport and accommodation for your staff has been booked and confirmed.
7. Create a #hashtag for your stand. It is a great way to promote your product or host a contest.
8. Plan post-show follow-up activities

Final Check List

1. Arrive early. Make sure your stand is properly set up an ready to go. If your stand includes any special features or technology, make sure everything is working.
2. Photograph your stand. Don’t forget to take picture of your stand during the show and capture interactive with your stand and staff.
3. Make sure everyone who visits your stand feels welcome and comfortable.
4. Enjoy the Congress.