Exhibition booking process for Exhibitor

Booking Steps / Tick
  1. Send a written proposal and a visual of the promotion. Centre Management will approve the concept and assist with rates and best suitable areas.

  1. Dates and availability will be discussed and provisionally booked.

  1. If the dates, area and proposal has been approved email or fax indemnity form and rules and regulations to or 021 808-3443. Ensure that each page is initialled and the public liability must be completed.

  1. Once you are issued with an invoice, kindly email or fax proof of payment to or 021 808-3443. All exhibitions must be paid 7 days prior to promotions.

  1. Once we receive proof of payment, you will be allowed to enter the centre for the promotion.

  1. Ensure that the stand is manned.

Should you have any enquiries, please do not hesitate to contact me.

Nicky Adams

Co-ordinator

Neelsie Student Centre

Tel: 021 808-3752

Fax: 021 808-3443

Cell: 0835161632

Email:

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RULES AND REGULATIONS

PLEASE READ CAREFULLY

I herewith confirm that I have read and accepted the Exhibition Rules and Regulations of the Neelsie Student Centre. Exhibitors will receive a Neelsie Student Centre permit when the contract is signed and once payment has been received. This permit provides confirmation to security and management that states the official booking procedures have been followed. Exhibitors are urged to keep these permits at the point of exhibition and produce these on request to Neelsie Centre staff and/or security. If an exhibition is found unsatisfactory the exhibitor will be called upon to make the necessary changes. Should the exhibitor fail to do so the exhibition will be cancelled.

Please complete and sign below to finally secure your booking.

COMPANY NAME: ______

COMPANY REGISTRATION NU: ______

COMPANY ADDRESS: ______

VAT NUMBER:______

CONTACT PERSON:______

CONTACT NUMBER: ______

EMAIL ADDRESS:______

FAX NUMBER: ______

EXHIBITION AREA:______

EXHIBITION FEE: ______

DATE(S) FOR EXHIBITION:______

Please email or fax the signed pages to Nicky Adams (021) 808-3443 or for more information contact (021) 808-3752.

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SIGNATURE EXHIBITORDATE

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CENTRE MANAGEMENTDATE

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RULES AND REGULATIONS

  1. This is the official Neelsie Student Centre exhibitions payment policy:
  • All proof of payments to be emailed to or faxed to 021 808-3443
  • Payments to be made seven (7) days prior to your exhibition or you will not be allowed to exhibit.
  • All tablecloths charged at an additional rate of R30 per cloth. Cash on delivery.
  • PLEASE NOTE: you will not be allowed to exhibit should you not adhere to the rules and regulations as well as the payment policy.
  1. Centre promotions enjoy preference and should it be so required, other exhibitions and promotions will be re-scheduled.
  2. Tenant exhibitions enjoy preference over exhibitions by non-competitive outside companies, but once an outside company’s exhibition has been confirmed it will not be cancelled to accommodate a tenant.
  3. It is the sole responsibility of the Exhibitor to make the necessary security arrangements.
  4. Payment for exhibitions must be settled seven days prior to exhibition date. Payments must be done by direct deposits into the centre’s bank account.

Bank details: Please make sure that your company’s name is included on the deposit slip for record purposes. Please fax proof of payment to 021 808-3443 or email

STELLENBOSCH UNIVERSITY

STANDARD BANK

Account number: 073006955

Branch code: 050610

Reference: NAME OF EVENT AND DATE (E.G. BIGPEN12JULY2013)

  1. The university has exam and holiday times. In these times the centre has a different trading pattern with less students visiting the centre during the day. The centre does not recommend promotions in these periods as there is much less students on campus. It is the Exhibitor’s obligation to obtain a Stellenbosch University annual calendar with semester dates on website and to familiarise himself with the calendar dates before confirming the exhibition date.
  1. The height restriction is 1.8m throughout the centre and 3m on the Wooden Deck and around the stage in The Gat. The height restriction on the ground floor is 1.5m. Should the Exhibitor not adhere to these height restrictions, Centre Management reserves the right to ask the Exhibitor to remove or adjust the display to meet with the required height restriction. NO GAZEBOS WILL BE PERMITTED ON THE WALKWAY OF THE NEELSIE. Gazebos will only be permitted at open-air exhibitions and exhibitions around the stage-area in the Gat.

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  1. Exhibitors are only allowed to distribute pamphlets or any other promotional material should it be included in the contract terms. Should it be included in the agreement, it may only be distributed from the stipulated areas. The distribution of pamphlets on the parking area is not permissible.
  1. The fittings or finishes of the centre, for example pot plants, lampposts, walls, shop fronts etc, may not be used by Exhibitors as display structures or support. The use of screen boards within the stipulated height restrictions will be allowed for this purpose. The Exhibitor may not remove any standing street furniture for example dustbins, fixed benches, tables and chairs etc.
  1. In case of audio appliances or equipment that causes auditory interference, exhibitors are to consider the interests of surrounding tenants and the public i.e. volume levels are to be kept within reasonable limits. These limits will be set by Centre Management who reserves the right to restrict or prevent audio broadcasting if it considers this necessary.
  1. All storage or packing material for example cardboard boxes, must be removed from the exhibition site, or concealed from view.
  1. All exhibitions must comply with Municipal Safety Regulations as well as those that may be required by Centre Management. All claims by the public for loss or injury will have to be borne by the Exhibitor.
  1. When a vehicle is required to be part of an exhibition, the Exhibitor should organise both access in and out of the centre with Centre Management or the Security Senior in the centre. The following rules apply to the exhibition of a motor vehicle for safety purposes:
  • Petrol tank should not be fuller than reserve.
  • Battery to be disconnected
  • Vehicle to be pushed upon entering the centre and not driven
  • Vehicle may only enter and exit the centre between 17:00 and 08:00
  • Fire extinguisher to be placed near to vehicle in exhibition area
  • Always make sure that Neelsie Security has a contact number for at least 3 of the Exhibitor’s representatives should the car’s alarm go off.
  1. No surveys may be done inside or outside the centre without prior arrangement with Neelsie Centre Management.
  1. All exhibitions must be accompanied by printed or professional quality signage presented on a stand.
  1. The signage should be done in such a way that there is no doubt as to the current exhibitors’ identity or in the case of a tenant exhibition, where the shop is situated in the centre and what it offers. Signage and stands are subject to management approval.
  1. Should you require the use of the centre’s tables and chairs for exhibition purposes, then indicate the amount in the open blocks: INITIAL HERE

Tables / Chairs / Screens
  1. All tables used during exhibitions must be covered with neat tablecloths which must reach floor level, collapsible tables are to be used exclusively, and are to be removed from the exhibition site overnight. All exhibitors must supply their own exhibition material for example screen boards, electrical leads etc.
  1. All exhibitions are subject to spot checks and inspections.
  1. Centre Management reserves the right to cancel or relocate any exhibition and may ask any exhibitor to change or remove any exhibition material.
  1. The exhibition is confirmed by the Exhibitor once the contract including the indemnity and rules and regulations forms are signed and have been received by Centre Management. An exhibition cannot be cancelled once the invoice has been sent out.
  1. No promotion will be considered without any written application.
  1. Promotions must be neat, professional, of a high standard and worthwhile to the whole Centre with the objective to bring in and increase foot traffic.
  1. Exhibitors may not sell from these areas without prior arrangement.
  1. Promotions must be set up before 09:00 and removed after 15:00 of each day. Should promotional collateral still be onsite the following day after the expiry date of the exhibition, a fine of R 1 000 per day will be enforced.
  1. All exhibition areas are to be cleared on the last day after 15:00.
  1. Big Screen area – the viewing of sport will have preference above any other promotion.
  1. The Exhibitor agrees that Stellenbosch University, Centre Management or any of the employees of the aforementioned shall not be held liable for any damages incurred by any third party due to any act or omission by the promoter, its employees or agents and in particular shall not be liable for any loss or damage occasioned by any negligent use or positioning of the promoters equipment, stock and accessories.

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  1. The Exhibitor confirms that he has obtained Public Liability Insurance to the sum of R______(______),which cover both death or bodily injury, as well as physical loss of or physical damage to tangible property. The Policy Number is ______.
  1. The Exhibitor furthermore confirms that such insurance will be valid and in place during the exhibition times set out herein.
  1. The Exhibitor agrees that any legal or professional costs incurred by the Stellenbosch University as a result of any action instituted by any party as a result of any act or omission by the Exhibitor, its employees or agents shall be recovered from the promoter on the scale of attorneys and own client.
  1. Display items may not block any shop fronts or signage.
  1. Banners, posters, bunting etc. may only be erected in specified areas.
  1. The exhibition should be manned during centre hours which hours are: Monday to Friday from 09:00 until 16:30.
  1. Applications should be submitted well in advance due to demand for the areas. Should an Exhibitor not comply with their original proposal, Centre Management reserves the right to cancel the promotion should it not meet with the required standards.
  1. Exhibitors may be required to attend a meeting to discuss their application.
  1. Visual material of the final product of your exhibition needs to be emailed or submitted to Centre Management. Neelsie Centre Management reserves the right to decline your exhibition should the exhibition not be on standard. No confirmation of bookings will be made unless visual material has been approved.
  1. Tenants are not permitted to book exhibition space in consecutive weeks.
  1. Tenants may not exhibit stock which is not sold in their stores.
  1. Staff members manning exhibition stands must be neatly dressed and trained to deal with customers.
  1. Exhibitors must notify Centre Management if they are going to use electrical leads.

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SIGNATURE – EXHIBITORDATE

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SIGNATURE – CENTRE MANAGERDATE

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SIGNATURE – CENTRE COORDINATORDATE

INDEMNITY AGREEMENT

Between

STELLENBOSCH UNIVERSITY

(Hereafter the “UNIVERSITY”)

and

______(Name of EXHIBITOR)

Represented by: ______

Identity number: ______

(Hereafter the “EXHIBITOR”)

Whereas the UNIVERSITY amongst others arrange exhibitions, launches and events on behalf of clients i.e. the University, and the nature of some events involves the generation of certain risks:

This Indemnity Agreement now records the following:

  1. The EXHIBITOR fully indemnifies, and holds harmless the UNIVERSITY, its assigns, employees and appointed contractors, against all and any claims
  • However arising (and be they based on contract, delict or ex variis causarum figuris iuris), and/or
  • Be they criminal or civil, and/or
  • Be they for loss, damages, compensation, consequential damages or the like.
  1. If the claim originates from an alleged contravention by the UNIVERSITY (or its assigns, employees or contractors) of any law, rule, regulation or provincial law or local bylaw, the indemnity will equally cover the UNIVERSITY and its employees.
  1. If for any reason in law the above indemnity is ineffectual, or voidable – this paragraph will pertain to a severable and separate agreement – and any successful claim against the UNIVERSITY will by agreement be limited to the net value of the fees received by the UNIVERSITY in the arrangement and presentation of the exhibition, launch or event listed below.
  1. The indemnity is applicable to the exhibition, launch or event known as:

______, and any action

associated herewith.

  1. By signature hereof the participant confirms his/her understanding of the effect of the Indemnity Agreement and warrants that he/she is older than 18 years of age, and is able to so contract.
  2. The contractor or EXHIBITOR must supply the UNIVERSITY with proof of Public Liability Insurance, as well as a policy number before commencing with any contract.

Signed at ______on ______of 20______.

______

On behalf of the DATE

EXHIBITOR

______

On behalf of DATE

STELLENBOSCH UNIVERSITY

PROPOSAL

COMPANY NAME: ______

SITE MANAGER: ______

ADDRESS: ______

TEL: ______

CELL: ______

FAX: ______

EMAIL: ______

WHAT DO YOU WANT TO EXHIBIT?

DURATION OF YOUR EXHIBITION (DATES):

TIME AND DATE OF SET UP(BEFORE 09:00 ON THE MORNING OR AFTER 15:00 THE DAY BEFORE):

WHICH AREA WOULD YOU LIKE TO USE?

DO YOU KNOW WHERE THIS EXHIBITION AREA IS?

______YES ______NO

OWN TABLES, CHAIRS AND TABLECLOTHS

______YES ______NO AMOUNTS NEEDED: ______

Tablecloths are available at R 20 per tablecloth per day.

DETAILED DESCRIPTION OF YOUR EXHIBITION AND SET-UP – PLEASE INDICATE

ALL PROMOTIONAL BRANDED ITEMS TO BE USED AT THE EXHIBITON :

E.G. 3X TEARDROP BANNERS ON FEET, 4X TABLE CLOTHS, 4X UMBRELLAS ON STANDS ETC.

Please add a visual of your display stand.

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SIGNATUREDATE

COMPANY REPRESENTATIVE

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CENTRE MANAGERDATE