Exhibitor Information Pack CONTENT PAGE Contacts 2 Build Up & Break Down Timetable 3 Directions 4 ADMA Agrishow A - Z 5-10 Forms 11-16
2017 Management Team Event Operations David Davies DAVIES EVENTS Email: adma@daviesevents.com Mobile: +263 772 237 704 ADMA Ryan Garizio LOAD AGROPOWER Email: ryan@loadagropower.co.zw Mobile: +263 772 406 183 2
Build Up and Break Down Timetable Mon 29 Tue 30 Wed 31 Thur 01 Fri 02 Sat 03 Sun 04 Mon 05 Tue 06 0700 exhibit or access build up exhibitor access build up exhibitor access build up exhibitor access build up exhibitor access exhibitor access exhibitor access for break down exhibitor access for break down exhibitor access for break down 0900 Pre booked lifting service available Pre booked lifting service available Pre booked lifting service available Gates open Gates open Gates open 1600 1800 ENTERTAINMENT ENTERTAINMENT 2100 2200 3
Event Location Directions from Second Street Shopping Centre, Harare 4
ADMA Agrishow 2017 A - Z AERIAL PROMOTION Aerial promotion will be restricted to 25m in height from ground level. This includes: UAVs, drones (except drones that are part of the exhibition), blimps and balloons. AV HIRE AV equipment is available for hire from Davies Events. Please send your requirements to adma@daviesevents.com BEVERAGE on stand beverages must be purchased through Davies Events. The prices of all available beverages are attached. Ice is also available for delivery to stand each day. Please complete and return the Beverage order form found in the forms section of this document. Payment for ALL beverages will be in advance either through RTGS or on-site swipe facility. If a refund is due at the end of the event, this shall be processed the week following the event through RTGS. BUILD UP AND BREAK DOWN Please refer to the Build Up And Break Down Timetable DISPLAY VEHICLES Heavy Goods vehicles are required to report to the Gate Office prior to attempting to access the site. Drivers will be walked to their stand and are requested to follow the instructions of the traffic marshals. This is to minimize the impact on the turf. We request that drivers who are driving vehicles that are to remain on an exhibition stand, inspect and plan their route to the stand, ensuring that no damage is made to the turf. HGV S See Display Vehicles Section above. ELECTRICITY stands will be provided with one 13A plug. If you require additional power for demonstration of machinery, please complete the Additional Power request form in the Forms Section. 5
ADMA Agrishow 2017 A - Z EMERGENCY PROCEDURES Fire and first aid facilities will be clearly illustrated on the site plans and pointed out to exhibitors once you begin installations. FIRST AID Basic medical cover will be provided during the event hours of 07:00 to 20:00. If you require medical assistance please visit the first aid facilities or contact the site office for assistance. FLAGPOLES AND TEMPORARY GRAPHIC STRUCTURES Please note that under no circumstances are any exhibitors permitted to dig, trench or drain their stands. If you are intending to use flagpoles on your stand they must be free standing with the necessary ballast and ropes to secure them. Any guide ropes must fall within the stand area and not into the visitor walkways. Guide ropes are to be suitably marked at ground level and waist height. The Event Operations Manager will inspect these structures during the last day of build up if they are found to be unsafe they may need to be removed or modified. FURNITURE Davies Events are on hand to assist with your furniture hire requirements. The standard order form can be found in the forms section of this document. Should you have a custom request please send your requirements to adma@daviesevents.com..com. Furniture orders through Davies Events will cease on Friday 26th May 2017. Ensure your orders are placed before this date. Please note it is the responsibility of the Exhibitor to ensure that the furniture is signed back in with Davies Events. shortages will be invoiced in full. GENERATORS Exhibitors are not permitted to supply their own generators to the site. Each stand has a power supply to their stand area. Please refer to the Electricity section in this document. 6
ADMA Agrishow 2017 A - Z GLASS Use of glass is to be kept to a minimum. Beers, wine, spirit, mixers and soft drinks are to be served in cans or plastic cups only. Any breakage is to be cleared and reported to event staff. INSURANCE The organizers, whilst taking every reasonable precaution, expressly decline any responsibility for any loss or damage, which may befall the property of an exhibitor from any cause whatsoever. The exhibitor must ensure their public liability and product insurance is adequate and up to date. INTERNET The organizers will not supply Wi-Fi. It is the Exhibitors responsibility to make the necessary arrangements should they require access to the internet. LEAFLETS Exhibitors are permitted to hand out leaflets and print media on their stands only. No leafleting of car parks or public areas of the exhibition site will be permitted. LIFTING / LOADING A lifting service is available on site from Loadagropower. A booking form is contained in the form section of this document. LOADING RAMP There is a loading ramp on site that can be utilized on 30th, 31st May and 1st June for setup and for strike down on 5th, 6th, 7th June. Please ensure you ascertain the suitability of the ramp prior to delivery. NOISE AND LIVE PERFORMANCES Exhibitors must seek permission from the Organisers should they wish to hold live performances or use Public Address Systems on their stands. Volume should be kept at a level that does not exceed 80dB. 7
ADMA Agrishow 2017 A - Z POWER Should you require power for your stand a fee of $50 is payable per 13amp socket. Should you require 3 phase power for your stand charges will be calculated on application subject to your location and load requirements. RUBBISH Exhibitors and visitors must dispose of rubbish in the bins provided. exhibits and waste materials must be cleared from the site no later than 18:00 hours on Tuesday 6th June 2017. Any materials remaining after this time will be removed as rubbish and may incur removal charges. SECURITY 24hr security commences on Monday 29th May 2017. Safeguard is the security supplier for ADMA Agri Expo 2017. We recommend that any small attractive items be locked up or removed each evening. The organizers will not be responsible or liable for theft or injury. We encourage exhibitors with small items to hire additional dedicated security for their stand. Exhibitors should be particularly vigilant during: The last night of build up The first hour after the event closes each day The first hour of breakdown Exhibitors requiring extra security please complete the attached Security Request Form in the forms section and send it to David Davies at adma@daviesevents.com. In the interest of public safety and security, exhibitors and visitors may be subject to bag and body searches. Please insist your staff carry their accreditation at all times. During breakdown do not leave your stand unattended until all valuable or small items have been removed. If you are suspicious of any individual or groups please contact your nearest security officer. 8
ADMA Agrishow 2017 A - Z SITE OFFICE The site office will be open from 07:00 on Monday 29th May for the duration of the times as displayed in the show times section of this document. STAND BOUNDARIES AND COMPLETION stands will be demarcated by spray paint on the ground and corner pegs. If this is not clearly visible please contact the Event Operations Manager before commencing build up. stands are to be completed by 19:00 on Wednesday 31st May 2017. Exhibitors are requested not to drive or park on other exhibitors stands or public walkways. TICKETS Please ensure you have reserved and paid for your Exhibitor Passes before the opening of the show. The Organizers cannot guarantee you a speedy entry on show days should you require accreditation. Pre-booked visitor tickets can be collected from the site office on Tuesday 30th May 2017. VEHICLE PASSES Exhibitors will be issued with two (2) exhibitor vehicle parking stickers for the Exhibitor parking area. No more tickets are available for this area. WATER Bottled water is available on site for human consumption. Caterers are requested to provide their own appropriate container for food prep and washing requirements. 9
ADMA Agrishow 2017 A - Z WORKING DEMONSTRATIONS Safety is of paramount importance at ADMA Agrishow 2017. These guidelines should be used in conjunction with the exhibitors own obligations in relation to the equipment they are demonstrating on site. Exhibitors must produce a risk assessment for the operation of the machinery they are going to demonstrate on site. No one should stand behind or in front of machinery when it is starting. The operators of the machinery must have received appropriate training on the use of the machine or vehicle and be familiar with the controls of the unit prior to the event. tractor/vehicle cabs should be locked when not in use and the operator is to isolate any machinery or equipment left unattended. machines must have appropriate guarding in place at all times. working machines must be CE marked and all necessary guarding must be fitted and complete. No demonstration should commence should the Exhibitor feel concerned that the audience is at risk of injury. Exhibitors should ensure that no members of the public climb onto/into machinery, vehicles, tractor or trailers unless it has been fully isolated. Demonstrations must cease immediately if requested by an Event Official. If an exhibitor allows a member of the audience or their staff to drive, control or maneuver a vehicle or machine; the organizers accept no responsibility for the consequences of these actions. The Exhibitor assumes all responsibility. 10
Beverage Order Form!!!! Please complete and return to adma@daviesevents.com COMPONENT SELL ADD TOTAL CLOSE SPIRITS AMARULA $16.00 BRANDY KLIPDRIFT $11.00 GIN - GILBEYS $10.00 MAINSTAY $8.00 RUM - ADMIRALS $10.00 SOUTHERN COMFORT $26.00 VODKA - SMIRNOFF $10.00 WHISKEY - FAMOUS GROUSE $23.00 WHISKEY - JAMESON $27.00 BEERS AMSTEL LITE $2.00 CASTLE LITE $2.00 WINDHOEK DRAUGHT $2.00 HUNTERS $2.00 MINERALS COKE $1.25 COKE ZERO $1.25 CRÈME SODA $1.25 GINGER ALE $1.25 FANTA ORANGE $1.25 MINERAL WATER $1.25 SODA WATER SCHWEPPES $1.25 SPRITE CANS $1.25 TONIC SHWEPPES $1.25 RED BULL $3.50 MINUTE MAID $1.25 WINES HOUSE WHITE $12.00 HOUSE RED $12.00 MISC BALLY ORANGE $4.00 BALLY LIME & LEMON $5.90 BITTERS $3.00 PLASTIC CUPS $0.16 ICE $2.25 Company: Signed: 11
Furniture Order Form SIGNED : Please complete and return to adma@daviesevents.com COMPONENT PRICE NUMBER FURNITURE SQUARE PLINTH COCKTAIL TABLES $12.00 BAR STOOLS WHITE $10.00 WHITE LOUNGE TABLES $25.00 WHITE CUBE SEATS $10.00 TRESTLE TABLES $6.00 WHITE PLASTIC CHAIRS $2.00 WHITE UMBRELLAS $35.00 Company: Signed: 12
Lifting Service Booking Form Please complete and return to adma@daviesevents.com ADMA AGRISHOW 2017 WILL HAVE ONE 7 TON FORKLIFT, ONE 4.5 TON FORKLIFT AND ONE 2.5 TON FORKLIFT ON SITE FOR UNLOADING AND LOADING PROVIDED BY LOADAGROPOWER. Company Name: Contact Name: Contact Number: Email: Description of article to be unloaded and unloading method Type of Vehicle to be unloaded from Weight of Load Number of loads Estimated time to unload What is the height of your load bed Signature Date 13
Security Request Form Please complete and return to adma@daviesevents.com ADMA AGRISHOW 2017 WILL BE PROVIDING 24HR GENERAL SECURITY TO THE EXPO SITE HOWEVER EXTRA SECURITY CAN BE BOOKED AT $45.00 PER PERSON PER 12HR SHIFT Company Name: Contact Name: Contact Number: Email: No of security required Start Date End Date 0700 to 1900 1900 to 0700 Total Cost Number of shifts per day x Number of days @ $45 per day Signature Date 14
Risk Assesment Please complete and return to adma@daviesevents.com ALL EXHIBITORS ARE REQUIRED TO COMPLETE A RISK ASSESSMENT. EVEN IF YOU DO NOT THINK THERE ARE ANY RISKS THIS MUST BE CONFIRMED IN WRITING. Company Name: Contact Name: Contact Number: Email: 1 2 3 Task Description of Hazard (Fire, injury, etc.) Products to be stored / displayed Consequence of hazard Person at risk Current control Method Other relevant info Signature Date 15
Power Request Please complete and return to adma@daviesevents.com COMPONENT NUMBER OF UNITS POR 13 AMP SOCKETS @ $50 EACH EX VAT 3 PHASE POWER POA Signature Date 16