Stand Planning Guide



The Official Onsite Contractor for the 2018 Mining Indaba is Scan Display. Below you will find the necessary instructions and order forms to help you prepare your exhibit stand. Please read this information carefully and be sure to note important deadlines, this will save you time and money!

Your selected stand size and package was submitted with your 2018 Mining Indaba contract. If you would like to check this or if your records aren’t accessible, please contact your sales representative or Bethany O’Connor. Please check this before you proceed to order additional equipment to ensure you are selecting the correct size/quantity. 

Services and items, such as outlets, additional lights, additional furnishings, lead retrieval etc., are all available within this exhibitor planning section. Please review the steps below and the table of forms you may require.

Before you get started, please familiarise yourself with Exhibitor Rules & Regulations.



STANDARD

CUSTOM

Scan Display are the official onsite contractor for the 2018 Mining Indaba. They provide each exhibitor with the basic exhibition booth as stated in your contract.



Some exhibitors elect to have a custom exhibit stand, meaning that they have a stand specifically deigned and built for the event. A custom stand can be organised  by Scan Display or an external contractor.






















Standard

Step 1: Stand Package Overview

Included in your Sponsor Package is the standard white walls textile booth which will be constructed as per your contracted size. Please contact your sales representative or refer back to your contract for your contracted size.

The following items are included in a standard package:
  • 2 LED long arm spotlights
  • 1 plug point
  • 1 table
  • 2 chairs
  • 1 waste bin
  • Carpet
Please note: If you order additional AV equipment you may need to upgrade your electrical supply - please contact the following for further assistance.

Scan Display
Sheldon Fairfoot
Email: sheldon@scandisplayct.co.za
Tel: +27 21 409 1200
Mob: +27 72 035 3425


Step 2: Scan Display Exhibitor Portal 

(This will transfer you to the Scan Display site where you will be required to input information about your organisation in order to complete your stand set up. You will also be able to book additional services)
Please visit and complete the Scan Display Exhibitor Portal. You MUST indicate what type of stand you are opting to use, and indicate which of the provided items you wish to use:
  1. Standard Scheme Package (package described above)
  2. Custom Space Only / Custom Stand (using Stand Appointed Contractor)
The portal will also allow you to order any additional furniture, lighting, AV, electrical, plants and flowers.


Step 3: Order Extra Services

Below are the order forms and deadlines for our various suppliers. Please note the return instructions on each form. Ensure you abide by the posted deadline or you may be subject to additional costs.


Service Deadline Return to
Download IT Services 15 January  CTICC
Download Plumbing 15 January CTICC
Download Electrical 15 January CTICC
Download Satellite Connection 15 January CTICC
Download Stand Cleaning 15 January CTICC
Download Catering Order Form 8 January CTICC
Download Beverage Order Form 8 January CTICC
Download Coffee Capsule Machine 15 January CTICC
Email Enquiry   AV Services TBC Cue AV
TBC Lead Retrieval TBC Exposcans

Step 4: Graphic Wall Design

If you have paid for the graphic wall design as part of your Sponsor Agreement, you will need to send a high resolution/pdf with 50mm all around and no crop marks with fonts converted to cures to Scan Display as soon as possible. 

If you have opted for the upgrade, it's not too late! Contact your sales representative for further details.




*Graphic wall upgrades are available for all standard packages*


Step 5: Arrange Shipping and Freight

Visit the Shipping & Freight page for detailed instructions. Exhibition Freighting G.S.M. is the official freight forwarder for the 2018 Mining Indaba.


Step 6: Plan your arrival


Date Move-in/out Hours Custom Stands Conference Hours Exhibition Hours
Thursday, 1 February 07h00 – 22h00 (24hrs) Scan Display access only
Friday, 2 February 07h00 – 07h00 (24hrs)
Saturday, 3 February 07h00 – 07h00 (24hrs)
Sunday, 4 February 07h00 – 23h59***
Monday, 5 February 08h00 – 10h30 09h00 – 17h00 TBC 08h30 – 17h00
Tuesday, 6 February 08h00 – 09h30 09h00 – 17h00 TBC 08h30 – 17h00
Wednesday, 7 February 08h00 – 09h30 09h00 – 17h00 TBC 08h30 – 17h00
Thursday, 8 February 08h00 – 09h30 09h00 – 17h00 TBC 08h30 – 17h00
Sponsor only dismantle 13h00 – 15h00
Contractor dismantle 15h00 – 23h59
Friday, 9 February 07h00 – 23h59


IMPORTANT NOTE:
*Custom stands and sponsor appointed contractors must schedule load-in, build and load-out through the official event contractor.

** Sponsor and Exhibitor appointed contractors will be issued a temporary wrist band daily from security at the rear of the halls. All freight should be through the docks/marshaling yard.

*** All stand builds must be completed and show ready by Sunday, 4 February 23:59

NOTE: The Exhibition Hall will be open to all delegates starting on Monday, 5 February at 08.30.


Custom build


Instead of using the standard white walls textile booth provided, some exhibitors choose to have a custom built stand. This is usually arranged with the onsite contractor (Scan Display), or via a third party designer/contractor. There are a number of steps to take when choosing to go custom:

Step 1: Scan Display Exhibitor Portal

Indicate that you are building a custom stand and whether you require any of the package lines or the space only option through the Scan Display Exhibitor Portal. If you are building a custom stand please contact Scan Display who will provide you with a custom stand design solution. Please ensure you visit the portal and advise Scan Display as soon as possible.

Scan Display
Jane Steel
Tel: +27 21 409 1200
Mob: +21 83 70 22 500


Step 2: Sponsor Appointed Contractor Form

If you are NOT building your stand with the official onsite contractor and thus opting to use a third party designer/contractor it is imperative that you complete and submit the Sponsor Appointed Contractor forum by 8 December 2017. Click here to download the form and please return it to bethany.oconnor@miningindaba.com.


Step 3: Design Approval

Custom stands must be pre-approved by the show organizers prior to 15 December 2017. To obtain approval, please send your stand design (including measurements) to bethany.oconnor@miningindaba.com. You will then be notified of approval. If you prefer, you can have your Sponsor Appointed Contractor liaise directly with the Show Organizers. Stand designs must adhere to the size constraints stated in your Sponsor Agreement or you may be subject to additional fees. If the design includes a banner or bulkhead rigged from the ceiling, exhibitors may need to obtain a Vertical Visibility Upgrade. Contact your Sales Representative for a quotation.


Step 4: Health & Safety Forms

All Contractors/Exhibitors building custom stands must submit a fully documented health and safety file to Ecosafety at least 4 weeks before the commencement of build-up. Contractors/Exhibitors who do not yet have a health and safety file developed for their company can download and complete the templates below. Contractors/Exhibitors will not be permitted to begin with their stand building until their heath and safety plan has been evaluated and approved by Ecosafety. 

The following documents will need to be provided with the health and safety forms:
  • Updated confirmation letter of Public Liability Insurance
  • Letter of Good Standing with FEM or Workman's Compensation for injuries on duty
  • Flame retardant certificates for all cloth banners, draping, materials etc
If you have any questions and to submit your forms, please contact Elrese Stander elrese@ecosafety.co.za


Compulsory forms to be completed by all:  As Applicable
Health & Safety Plan Air Compressor Checklist
OHS Act Policy Pneumatic Equipment Checklist
Risk Assessment & Appointment Safety Harness Checklist
Construction Supervisor Scaffold Checklist
Contractor Audit Scaffold Supervisor Appointment

Scaffold Erector Appointment 

Ladder Checklist 
Electrical Equipment Checklist

Hand Tool Checklist 


Step 5: Order Extra Services

There are a number of specialty services available to you as an exhibitor, see the Exhibitor Planning table below to view order forms and deadlines from our suppliers. In order to avoid extra costs, ensure you submit your orders by the stated deadlines.

Service Deadline Return to
Download IT Services 15 January  CTICC
Download Plumbing 15 January CTICC
Download Electrical 15 January CTICC
Download Satellite Connection 15 January CTICC
Download Stand Cleaning 15 January CTICC
Download Catering Order Form 8 January CTICC
Download Beverage Order Form 8 January CTICC
Download Coffee Capsule Machine  15 January CTICC
Email Enquiry   AV Services TBC Cue AV
TBC Lead Retrieval TBC Exposcans


Step 6: Arrange Shipping

Ensure your materials and promotional items arrive in time for the event. See the Shipping & Freight page for information about the official event provider: Exhibition Freighting G.S.M.