Stand Planning

The Official Onsite Contractor for the 2017 Mining Indaba is GL Events South Africa (formerly Oasys Innovations). 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 2017 Mining Indaba contract. If you omitted this step, or if your records aren’t accessible, please contact your sales representative or Customer Service before you proceed to order additional equipment, to ensure you are selecting the correct size/quantity. Services and items, such as outlets, additional lights, floral, additional furnishings, etc., are all available within this stand planning section. Please review the steps below and the table of forms you may require.

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

If you are choosing to have a custom built exhibition stand, please use the link below to jump to the Custom Stand guidelines:

Step 1: Stand Package Overview

Included in your Sponsor Package is the Basic Shell Scheme stand which will be constructed as per your contracted size.

The following items are included in a basic Shell Scheme Package:

Basic Fascia Signage (Black Lettering on White)
(2) Office Chairs
(150) Watt Spotlights
(1) Waste Paper Bin
(15) Amp Plug Point
(1) ¼ Distribution Board (30 Amp Single Phase)
(1) Skirted Table
Grey Carpet

Please note: If you order additional A/V equipment you may need to upgrade your electrical supply – please contact Natasha Goosen for further assistance.

Step 2: Complete the COMPULSORY Stand Plan Forms
Download the GL Events Service Manual from the table below. You MUST indicate what type of stand you are opting to use and indicate which of the provided items you wish to use:

Basic Shell Scheme Package (package described above)
Custom Space Only / Custom Stand (using Sponsor Appointed Contractor)

Please return to GL events South Africa as soon as possible.

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. Floor orders are subject to availability and may incur delays.

	What	Deadline	Return to
Download	Service Manual	Immediately	GL events South Africa
Email	Vertical Visibility Upgrade	Immediately	Sales Representative
Download	Sponsor Appointed Contractor Form*	9 December 2016	Show Organisers
Email Submission	Fascia Upgrade Logo	9 December 2016	Show Management
Download	IT Services	11 January 2017	CTICC
Download	Plumbing	11 January 2017	CTICC
Download	Electrical	11 January 2017	CTICC
Download	Satellite Connection	11 January 2017	CTICC
Download	AV	11 January 2017	CTICC
Download	Stand Cleaning	11 January 2017	CTICC
Download	Catering Order Form	11 January 2017	CTICC
Download	Beverage Order Form	11 January 2017	CTICC
Download	Nespresso Machine	11 January 2017	CTICC
Email Enquiry	AV Services	11 January 2017	Cue AV
Go to	Advance Shipments	Various	Exhibition Freighting G.S.M
Download	Temporary Staff	11 January 2017	Amanzi Blue
Download	Stand Security	11 January 2017	Event Safe
Go to	Stand Safety Forms	11 January 2017	EcoSafety

*Sponsor Appointed Contractor Forms are only applicable to exhibitors using external contractors and suppliers. See the Custom Stand section below.

Step 4: Stand Fascia Signage
If you have paid for the Fascia Upgrade as part of your Sponsor Agreement, you will need to send a high resolution/print ready logo to the team by 9 December, 2016. If you have not opted for the upgrade, it’s not too late! Contact your sales representative for further details.

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 2017 Mining Indaba.

Step 6: Plan Your Arrival
The schedule below indicates when you are able to access the exhibit hall and set up your stand.

Date	Exhibitor Set Up	Exhibitor Access	Exhibition Hours	Exhibitor Dismantle
Thursday 2 February	07h00 - 00h00* Contractors only	No sponsor access
Friday 3 February	07h00 - 00h00* Contractors only	No sponsor access
Saturday 4 February	24 hours
Sunday 5 February	00h00 - 00h00
Monday 6 February	07h00 - 10h30	07h00 - 10h30	10h30 - 18h00
Tuesday 7 February		08h00 - 9h30	9h30 - 18h00
Wednesday 8 February		08h00 - 9h30	9h30 - 18h00
Thursday 9 February		08h00 - 9h30	9h30 - 18h00	13h00 - 15h00 Exhibitors Only 15h00 - 00h00 Contractors Only
Friday 10 February				0h00 - 00h00

CTICC Parking Tarriff

Custom Stands

Instead of using the Basic Shell Scheme package provided, some exhibitors choose to have a custom built stand. This is usually arranged with the onsite contractor, or via a third party designer/contractor. There are a number of steps to take when choosing to go custom:

Step 1: Stand Plan Form
Indicate that you are building a custom stand and whether you require any of the package items or the space only option on the Stand Plan Form which is part of the GL Events Service Manual, and ensure you submit this form to them as soon as possible.

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 form by 9 December, 2016. Click here to download the form and please return it to the Team.

Step 3: Design Approval
Custom stands must be pre-approved by the show organizers prior to 13 January, 2017. To obtain approval, please send your stand design (including measurements) to info@miningindaba.com. You will then be notified of approval. If you prefer, you can have your Sponsor Appointed Contractor liaise directly with the Show Organisers. 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 and 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 health 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

Compulsory	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
	Ladder Checklist
	Electrical Equipment Checklist
	Fall Protection Plan & Coordinator
	Hand Tool Checklist

Step 5: Order Extra Services
There are a number of specialty services available to you as an exhibitor, see the Stand Planning table above to view order forms and deadlines from our suppliers. In order to avoid extra costs, ensure you submit your orders by the stated deadlines.

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.

Step 7: Arrange Load In/Build
Sponsor Appointed Contractors must arrange load in/build with the Official Onsite Contractor, GL events South Africa, in accordance with the Exhibitor Build Schedule. Please contact to make appropriate arrangements. Contractors MUST use ground sheets to cover their stand floor during construction.

Step 8: Cherry Picker/Scissor Lift Restrictions

All lift operators must check into GL South Africa Exhibitor Services desk. Please indicate times and location of use.
All lifts must store a back-up key with GL South Africa.
Hours of Operation: