PLEASE READ THE FOLLOWING IMPORTANT INFORMATION:
SUN CITY’S VENUE:
As you may be aware, Sun City is in the process of refurbishing their conference centre and has built a temporary structure to accommodate all of their conferences for 2016. As a result of these changes, the AFMA Forum project team has not been able to distribute exhibition manuals and information to the exhibitors as we were waiting for clarity from Sun City.
The AFMA Forum project team visited Sun City on 14 January 2016 and we can assure you that the structure that has been built is looks good – there will be much more space available, the fittings are modern, and the venue structure is of excellent quality.
The exhibition has been allocated to Sun Sky 1, which is significantly larger than the Pilanesberg Room. This will enable us to have ample space for buffet points and lounge areas in the exhibition hall.
EXHIBITION FLOORPLAN CHANGES:
The AFMA Forum team has done everything that they can to ensure that the changes to the floorplan are minimal. Click here for the AFMA Forum 2016 Revised Floorplan.
CUSTOM BUILT STANDS:
Please confirm in writing should you wish to bring in your own customised stand. customised stands need to submit plans of their stands for approval by Friday, 5 February 2016 for approval by Sun City, Health & Safety.
Please note that ALL exhibitors and third party suppliers that will be building in the venue must do the Sun City Induction with their Health and Safety department. Any exhibitor that does not have a Sun City Induction card, will not be allowed to build in the venue.
For all Sun City Health and Safety requirements and appointments please contact:
George Dioke, Health & Safety Officer – 014-557-1717; 082-908-2179; email@example.com
Natasha Brits; EMS & Safety Co-ordinator – 014-557-1116; 072-633-2663; firstname.lastname@example.org
***No appointment – No induction*** Appointments to be made at least 48 hours in advance
They will also discuss the necessary documentation with the exhibitors.
Below are the HSSE Compliance documents. Sun City require these documents signed and submitted as part of Health & Safety compliance.
- Environmental Procedures for Contractors
- 37.2 Agreement between Employer and Mandatory
- SHE Specs for Contractors
- Contractor Compliance File
- Contractors Indemnity Form
- Indemnity Form
- Vehicle access request – contractors and event setup crews
The maximum height for exhibition stands is 3m. Please note that an engineering compliance certificate will be required for any stand that is higher than 2.5m.
STRUCTURAL ENGINEERING CERTIFICATE & ELECTRICAL COMPLIANCE CERTIFICATE:
Kindly note any stands 3 metres in height needs to have a structural engineering certificate. Failure to do so will result in your stand not being accessible when the exhibition opens.
Electrical compliance certificates must be provided for all custom stands.
LOAD BEARING AND ACCESS:
The venue has easy access – you will be able to drive a vehicle right up to the ramp. However, please note that the venue is raised off the ground and you will not be able to drive a vehicle into the venue.
The load bearing capacity of the exhibition hall and ramps are as follows:
• Ramp: 225kg per m2
• Exhibition Hall: 500kg per m2
Please bear this in mind when planning the placement of equipment on your stand.
Please let us know in advance if you are expecting to bring in heavy equipment – and if so, please send through the weight, dimensions and details to us so that we can double-check with Sun City that you will be able to move the equipment into the exhibition hall. If you foresee a problem, please contact Carina du Plessis of Scatterlings Conference & Events immediately on email@example.com or +27 (0)11 463 5085.
The electrical supply to exhibition stands is unaffected.
Click here for the AFMA Forum 2016 – Service Forms – please complete these forms and return them as indicated to order furniture, plants, A/V and branding for your stand. Click here for the furniture catalogue.
Click here for the AFMA Forum 2016 – Exhibitor Manual, outlining details of access, build-up and breakdown times. Please ensure that these details are passed on to your stand builder (custom stands).
VEHICLE ACCESS FORMS:
Please note that it is compulsory to complete the vehicle access forms attached to gain access to Sun City for build-up, show days and breakdown.
FORK LIFTS AND CHERRY PICKERS:
Please note that we cannot supply forklifts or cherry pickers as they cannot drive up the ramps to access the venue.
We look forward to working with you to ensure the success of your exhibition. Please feel free to contact us should you need any further information or have any questions.