July 19-21, 2017
THEME - "EXPLORING LINKAGES IN THE MINING VALUE CHAIN"
Email Version - Free of Charge
Printed Version - US$20
http://www.zitf.net
SECTION A: Theme, Timelines, Administration & Access
SECTION B: Technical Reference, Services, Hints, General
Information
SECTION D: Forms
SECTION E: Service Providers
INCLUDING RULES, REGULATIONS
RELATING TO THE HIRE OF SITES
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Exhibitor/ Visitor Enquiry Form
If you are an exhibitor please give stand number / Field of Professional ActivityCOMPANY: / Company management
Address: / Buyer
Country: / Postal Code: / Manufacturing/Production
Tel. No.:
/ Fax No.: / Sales/Marketing
E-mail: / Research/Development
Visitor’s Name: / Finance
Position held:
INTERESTED IN: / CLIENT PROFILE
Old customer
VISITOR’S CURRENT PROJECT: / New customer
CONTENT OF DISCUSSION / FOLLOW UP / GIVEN TO VISITOR
Mail Literature / Business card
Literature given / Brochure
Arrange stand meeting / Sample
OUTCOME OF DISCUSSION / POSITIVE / Submit estimate / Price list
NEGATIVE / Visit by appointment / DVD
NEUTRAL / Sample / Invoice
COMPLAINT
Enquiry taken by: / DAY OF VISIT
Date: / Day 1
Notes: / Day 2
Day 3
Day 4
Day 5
Above is a sample of the Enquiry Form that will assist exhibitors keep track of the visitors that frequented their stand. The information to be recorded is vital for the follow-up exercise after MINE-ENTRA 2017. Exhibitors should adapt it to the company’s image (logo’s, address), needs and interests, then duplicate it in sufficient quantities to deal with all anticipated visitors to the stand.
ZITF Company, P.O. Famona, Bulawayo
TABLE OF CONTENTS
CONTENTS
Page/Item
EXHIBITORS CONTACTS: ENQUIRY FORM 1
SECTION A - TIMELINES, THEME AND ADMINISTRATION 3
DEADLINES FOR SERVICES 3/2
DISMANTLING OF EXHIBITS 3/6
IMPORTANT DATES AND TIMES FOR MINE-ENTRA 2017 3/3
OFFICIAL OPENING 3/7
OPENING HOURS OF HALLS 3/4
RULES AND REGULATIONS RELATING TO THE HIRED OF SITE 4-7
THEME FOR MINE-ENTRA 2017 3
TIMELINES 3
SECTION B - RULES, REGULATIONS, GUIDELINES
ADMINISTRATION 8
ACCESS TO THE ZIMBABWE INTERNATIONAL EXHIBITION CENTRE 11/20
ADVERTISING MATTERS 14/27.6
ADVERTISING SIGNS 14/27.3
BANKERS 10/13
COMPLIMENTARY EXHIBITORS’ BADGES 11/21
CONSIGNING OF GOODS TO THE ZIMBABWE INTERNATIONAL EXHIBITION CENTRE 10/12
CONTACT DETAILS 10/10
CONTRACTUAL OBLIGATIONS 14/27
DAMAGE OR DISFIGUREMENT TO PROPERTY 14/25
DANGEROUS, OBJECTIONABLE AND NOISY EXHIBITS 14/27.1
ELECTRICAL SERVICES 15/36
EXHIBITORS LOUNGE 17/42
FENCING OF MACHINERY 15/33
FIRE REGULATIONS 15/32
FREIGHT DOOR MEASUREMENTS 14/29
HALL SITES 14/27.4
HEIGHT OF EXHIBITS 14/30
INSURANCE OF GOODS 10/16
MANAGEMENT AND ADMINISTRATIVE TEAM 9/8
MODULAR STAND SERVICE 12/24
NUISANCE TO PUBLIC 14/27.5
OBSTRUCTION OF GANGWAYS OR OPEN SPACES 14/27.7
PARKING 12/22.4
PASSAGES IN HALL 14/28
PAYMENTS 10/14
PUBLICATIONS 11/19
RECEPTIONS ON STANDS IN EXHIBITION HALL 11/18
ROADS 12/22.1
SALE OF GOODS 10/17
SECURITY IN THE ZIMBABWE INTERNATIONAL EXHIBITION CENTRE 15/35
SERVICES 15
CUSTOMS CLEARING AND FORWARDING 17/38
PUBLIC CONVENIENCES 17/41
SEMINAR/CONFERENCE FACILITES 17/39
SPEED LIMIT 12/22.2
STAND CLEANING 17/40
STORAGE OF GOODS 15/34
TECHNICAL DESIGN, PLANNING & CONSTRUCTION 12
TRAFFIC REGULATIONS IN THE ZIMBABWE INTERNATIONAL EXHIBITION CENTRE 12/22
VEHICLES IN EXHIBITION HALLS 12/22.3
VENUE 10/9
WATER SUPPLY IN THE ZIMBABWE INTERNATIONAL EXHIBITION CENTRE 16/37
WEIGHT OF EXHIBITS 14/31
WARNING – CONSTRUCT DATA VERLAG AND EXPO GUIDES (MEXICO) 18
SECTION C - CUSTOMS REGULATIONS - FOR FOREIGN EXHIBITORS ONLY
SECTION A – THEME, TIMELINES & ADMINISTRATION
THEME FOR MINE-ENTRA 2017
"EXPLORING LINKAGES IN THE MINING VALUE CHAIN"
ALL ITEMS CONTAINED IN THIS MANUAL ARE CORRECT AT THE TIME OF GOING TO PRESS, BUT ARE SUBJECT TO ALTERATION.
1. TIMELINES
2. Deadlines For Services. Please refer to these order forms for important detailed information on the service ordered.
Order / Description / Date Due / ActionForm SB 1 / Hire of Furniture & Extras For SB1 / Compulsory for all exhibitors on modular stand / June 16
Form SB 2 / Modular Stand Questionaire Form SB2 / Compulsory all exhibitors on modular stand / June 16
Form 1 / Catalogue Entry / Compulsory for all exhibitors / June 16
Form 1a / Indirect Exhibitors Form / Optional / June 16
Form 2 / Advertising (catalogue, billboards) / Optional / June 16
Form 3 / Competitions 3-16 / Optional / July 16
Form 4 / Business Days' Invitations / Optional / June 16
Form 5 / Official Opening Invitations / Optional / June16
Form 6 / Electrical Installation / Compulsory for all exhibitors / June 30
Form 7 / Insurance / Optional / June 30 (Local)
23 June (Foreign)
Form 8 / Security / Optional / June 30
Form 9 / Tickets and Badges / Compulsory for all exhibitors / June 30
3. Important Dates And Times For MINE-ENTRA 2017
DURATION / WEDNESDAY, 19 JULY – FRIDAY, 21 JULY 20174. Opening Times of Halls for Mine-Entra 2017
DATES / TIMEBuildup period / 4 July - 18 July 2017 / 8.00 a.m. - 5 p.m
Halls 3 & 4 / 4 – 18 July, 2017 / 8.00 a.m. - 8.00 p.m.
17 - 18 July, 2017 / To the time required by the Contractor
All construction work to be finished by 24:00 hours on Sunday 16 July. Decoration may continue on 18 July.
Business Days (Buyers) / July 19 - 21 July: Wednesday & Thursday & Friday / 9.00 a.m. - 5.00 p.m5. During Exhibition. Exhibition halls will be open from 7.30 a.m. to 5 p.m. daily (Exhibitors and Services Providers only).
6. Dismantling of Exhibits
Dismantling of stands will be allowed on July 21, the last day of MINE-ENTRA 2017 from 5:00 p.m. until Hall doors are locked at 8:00 p.m. They will be re-opened on July 22 at 7:00 a.m. when dismantling may continue. Exhibitors shall remove all exhibition goods from the grounds and dismantle all site structures in the halls by 27 July 2017.
7. Official Opening: Thursday, July 20 at 17.30 p.m. Hall 3.
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Zimbabwe International Exhibition Centre, P O Famona, BULAWAYO, Zimbabwe
Telephone (263-9) 884911-5 Telefax (263-9) 884921
e-mail: internet: http://www.zitf.net
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MINE-ENTRA EXHIBITORS MANUAL
RULES AND REGULATIONS RELATING TO THE HIRE OF SITES
1. The following words or phrases shall, unless the context otherwise provides, bear the meaning assigned to them:
“The Authority” shall mean the Zimbabwe International Trade Fair Company (ZITF):
“Exhibitor” shall mean the person, firm or company whose name appears as the hirer of the site/s.
“Exhibition Centre” shall mean Zimbabwe International Exhibition Centre.
2. The rental set out overleaf, shall be payable as follows:
(a) A 50% non-refundable deposit shall be payable on the date this form is delivered to the Authority.Should the form not be accompanied by such deposit, then this Application Form shall be deemed null and void and shall not be considered by theAuthority or be binding on it.
(b) The balance of the rental shall be payable on or before the 30th June of the year of the Exhibition. Should the Exhibitor fail to pay the said balance by the said date, this contract, subject to clause 26, shall be deemed cancelled, without the Authority being required to give notice to the Exhibitor, and the Authority shall be entitled to:
(i) Retain the said non-refundable 50% rental deposit;
(ii) Re-sell the space that had been reserved for the Exhibitor as aforesaid, without further notice to that Exhibitor and without any obligation to the Exhibitor.
(c) However, at its sole discretion, the Authority may give the Exhibitor a grace period but only on condition that the Exhibitor pays an additional 20% escalation on the rental for the space and the invoices are settled within 7 working days, failing which clause 2. (b) above would apply.
3. The exhibitor shall not, without the prior written consent of the Authority, cede, assign or transfer the whole or any portion of the site/s hired, nor shall be sublet, nor allow any person to occupy or in any way use the whole or any portion of such site/s. Only the bona fide goods and property of the exhibitor, or goods and property in which he deals in his business shall be exhibited by him on the site/s unless otherwise specially agreed in writing by the Authority.
4. Exhibitors hiring open sites shall have the right, at their cost:
(a) to erect such buildings and structures as they may require for their use provided that:
(i) no building or structure shall be erected within 1.8m of any roadway;
(ii) the design and specification shall be approved by the Authority before any work thereon commences;
(iii) no building or structure constituting or causing a fire hazard or danger to the public shall be permitted;
(iv) no building operations shall be allowed nor shall building plant and material, or rubble or debris, be left on the site while Mine-Entra or any other Exhibition promoted by the Authority is in progress without the prior written approval of the Authority;
(v) no private sanitary conveniences shall be installed except by prior written agreement with the Authority;
(b) to fence the site to a design and specification approved by the Authority;
(c) to make connection to the Authority’s private mains for the purpose of leading water on the site/s provided that the connection to the authority’s mains shall be made by a plumber nominated by the Authority and the charges in regard thereto, which shall be paid by the exhibitor to the Authority, shall be those determined by the Authority from time to time.
5. Exhibitors hiring sites in halls and covered areas shall:
(a) have the right, at their cost, to erect such temporary structures as they may require for their own use provided that:
(i) the design and specification of such structure shall be approved by the Authority before erection;
(ii) no structure constituting or causing a fire hazard or a danger to the public shall be permitted;
(iii) no work on such structure or the erection there shall be allowed, nor shall any building or other material or rubble or debris be left on the site while Mine-Entra, or any other Exhibition promoted by the Authority is in progress;
(b) conform to the Authority’s requirements which may be issued from time to time in regard to:
(i) the playing of musical instruments and the volume of noise therefrom;
(ii) the height of structures which may be erected;
(c) comply with the requirements of the Chief Fire Officer of Bulawayo.
6. Exhibitors shall have the right at their own cost:
(a) to erect on their sites or on any buildings or structures thereon or display anywhere on their sites such advertisements and signs as in the opinion of the Authority (i) are descriptive of the articles or things manufactured or dealt in by the exhibitor, (ii) are true, (iii) the claims made therein can be substantiated to the satisfaction of the Authority, (iv) are not offensive towards other exhibitors, persons or companies, and (v) do not infringe any of the laws of the country. The Authority may require to be removed any advertisement or sign which does not conform to the above. Should the exhibitor fail forthwith to remove such advertisement or sign when so requested by the Authority, then the Authority may remove or cause to be removed any such advertisement or sign and the cost incurred in so doing shall be recoverable from the exhibitor.
(b) to lead electric power from the Authority’s private mains to their site/s provided that -
(i) the connection to the Authority’s mains shall be made by an electrician appointed by the Authority and the charges in respect of this connection and current consumed shall be those from time to time determined by the Authority, and
(ii) all internal wiring shall conform to the standard regulations of the City of Bulawayo and any regulations issued by the Authority from time to time.
7. Exhibitors shall be obliged:
(a) display only foods and/or services precisely described upon registration.
(b) to keep sites at all times in a clean and tidy condition and particularly during the Mine-Entra or Exhibition to have them cleared and ready each morning in time for the designated opening hours.
(c) to conform to the Public Health Bye-laws on the City of Bulawayo:
(d) to complete the preparation of exhibits and be ready at least 12 hours before the opening of the Mine-Entra or Exhibition.
(e) to insure his exhibition goods on consignment to site, during the Mine-Entra period and return from the ZITF.
7.1 Liability
The Authority shall hand over the defect-free stand to the exhibitor before the event starts. The exhibitor shall report any damage immediately and give the Authority the opportunity to rectify it. After the event ends, the exhibitor shall return the stand to the Authority in the same condition it was in before it was handed over to the exhibitor.
The exhibitor shall be liable for any damage caused to the Authority or third parties by the stand operator or its agents. The exhibitor commits to taking out necessary insurance cover (liability insurance, accident insurance etc.) and shall release the Authority and all companies involved from any claims by third parties.
The Authority shall not be liable for any damage to items brought in by the exhibitor, damage to the stand and its fixtures or fittings, or damage to the exhibits. The exhibitor is obliged to insure its property appropriately.
7.2 Exclusion / clause
The Authority is entitled to revoke its permission and re-allocate the space if the exhibitor violates one or more of the contractual conditions despite a spoken warning or if the stand space is not recognisably occupied on time by 2 hours before the official start of the event. In this case any claim for the previously paid stand rental shall expire, as flat-rate damage compensation.
8. No exhibitor shall:
(a) cut down any trees without the prior written approval of the Authority;
(b) use the site/s or any building or structure thereon in a manner which may cause damage or nuisance to the public, the Authority or exhibitors or occupiers of other sites;
(c) distribute any advertising literature or display any advertising matter elsewhere within the Exhibition Centre than upon the site/s unless previously authorised in writing by the Authority;