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THE GUIDE 2016 EXHIBITORS
THE GUIDE 2016 EXHIBITORS
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CONTENTS PAGE NO.
Click on a page to navigate directly to it
1.0 WELCOME TO THE TRIBE 4
2.1 MEET THE TEAM 6
3.0 PREPARING FOR WE ARE AFRICA 8
3.1 IMPORTANT DEADLINES 9
3.2 ORGANISING YOUR MEETINGS 10
3.3 MISSED MEETINGS 11
4.0 THE SHOW 12
4.1 AGENDA 13
4.2 NETWORKING BREAKS 14
4.3 LUNCHES 14
4.4 PARTIES 14
4.5 CONFERENCE 15
4.6 AWARDS 15
4.7 THIRD PARTY COCKTAILS AND EVENTS 15
5.0 GETTING THERE 17
5.1 CAPE TOWN STADIUM 17
5.2 THE VENUE AND MAPS 18
5.3 PARKING 19
5.4 FLIGHTS 19
5.5 ACCOMMODATION 19
5.6 TRANSFERS 22
5.7 TAXIS 23
5.8 TRAVEL INSURANCE 23
5.9 VISA 23
5.10 RESPONSIBILITY OF LOST LUGGAGE 23
6.0 GETTING IN 24
6.1 ADMISSION POLICY 25
6.2 EXHIBITOR STAND PERSONNEL BADGES 25
6.3 WHERE/WHEN TO OBTAIN YOUR BADGE 25
6.4 SECURITY BRACELETS 25
7.0 EXHIBITING GUIDELINES 26
7.2 PAYMENT 27
7.3 PUBLIC LIABILITY INSURANCE 28
7.4 RESPONSIBILITY OF CONTRACTED EXHIBITORS TOWARDS THE PROMOTION OF TRAVEL PRODUCTS. 28
8.0 YOUR STAND 30
8.1 GENERAL RULES 30
8.2 STAND GRAPHICS 30
8.3 STAND DETAILS 32
9.0 INCREASING YOUR EXPOSURE 38
9.1 TRIBE 38
9.2 BRANDING OPPORTUNITIES 38
10 NEED TO KNOW 40
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1.0 WELCOME TO THE TRIBE
It’s hard to believe that we’re already on course for the third edition of We Are Africa – and lookhow far we’ve come! Over the last two years, we’ve watched our movement of African travelinnovators grow with us, both in size and ambition. Today, we proudly stand together as testament to the passion and love we all share for the continent. As we prepare to make more memories and forge new relationships this May, we want to welcome each of you to the 2016 tribe.
This year, we’re continuing our mission to demonstrate that Africa is Not One Story by looking tothe continent itself. With your help we’ll be replacing stories told about Africa with stories told byAfrica; in other words, we will tell the story Made In Africa. Discover more about the concept andhow you can get involved over on our website now.
In the spirit of writing new stories of Africa, for 2016 we’re relaunching the Conservation Lab in anexciting new ‘unconference’ format designed to spark fresh ideas. Bringing together key influencers from the world of conservation, the Conservation Lab will consist of two days of creative debate and hands-on participation in an effort to fight our way back in the conservation game.
The Innovation Awards return for 2016 to celebrate the most inventive and unexpected achievements defining the next chapter of African travel, whilst the Conference will once again see influential voices take to the stage to inspire our tribe. To stay in the know and discover all the latest action from the Awards, Conference and beyond, make sure to sign up to our blog, THE BEAT, and follow us on social media.
As our mission to rebrand Africa gains momentum, we’ve created The Guide as a handy lowdownon everything you need to know in the run-up and during the show itself. From appointments tothe app, registration to parties – read it and you’ll know exactly what’s going on (but for anythingyou’re not sure on, the We Are Africa team is always happy to chat!). We’ll be updating The Guideas we go along, so make sure to check that you have the latest version. So don’t wait until you’re en route to Cape Town – get stuck in and get excited!
Ryan WallaceEvent DirectorWe Are Africa
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SUPPLIER RELATIONS
SOPHIE WEDGWOOD Sales Manager E: [email protected] T: +44 (0) 203 176 6735
HELENA BAILEY Customer Relations Executive E: [email protected] T: +44 (0)20 3735 9488
MARKETING
CJ HOLDEN Group Marketing Director E: [email protected] T: +44 (0) 203 176 4967 M: +44 (0) 7854 404 104
ELIZA BAILEY Group Public Relations Manager E: [email protected] T: +44 203 176 6734
NICOLE TRILIVAS Group Creative Manager E: [email protected] T: +44 0203 176 4331
OLIVIA SQUIRE Senior Creative Executive E: [email protected] T: +44 (0) 203 176 4967
KATIE PALMER Senior Creative Executive E: [email protected] T: +44 (0) 203 176 4964
NYARAI GOMIWA Marketing Executive E: [email protected]
T: +27 766 347 919
FOUNDERS & MANAGEMENT
SERGE DIVE CEO & Founder E: [email protected] T: +44 (0) 203 176 4621 M: +44 (0) 7775 568 903
SARAH BALL COO & Co-Founder E: [email protected]
RYAN WALLACE Event Director E: [email protected] M: +27 611 057 261
SABRINA CORELLI PA to CEO & COO E: [email protected] T: +44 (0) 203 176 6731
ANNABEL SIMPSON Financial Administrator E: [email protected]
T: +44 (0) 203 735 5950 TRAVEL INDUSTRY RELATIONS
JEMMA UGLOW Head of Travel Relations E: [email protected] T: +44 (0) 203 176 4131
CHRIS KING Senior Travel Relations Executive E: [email protected] T: +44 (0) 203 176 6995
2.1 MEET THE TEAM
If you have a question about anything The Guide doesn’t cover, or even if you’d just like a chat,
the We Are Africa team is always on hand to help!
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OPERATIONS
CERI MORRIS Operations Manager E: [email protected] T: +44 (0) 203 176 4623 M: +44 (0) 7794 345 209
BELLA GENT Operations Executive E: [email protected] T: +44 (0)203 567 0775
DESIGN
PHILIPPE STENIER Visual Designer E: [email protected] T: +44 (0) 203 176 4965
HARRY TRUSSELL Digital Producer E: [email protected] T: +44 (0) 203 176 4965
TIM SNELL Digital Designer E: [email protected] T: +44 (0) 203 176 4965
FERNANDA NAVILLI Graphic Designer E: [email protected] T: +44 203 176 4626
GIADA PERI Graphic Designer E: [email protected] T: +44 203 176 4626
LAKIS JUZWA CRM Manager
E: [email protected] T: +44 (0) 203 176 4622
2.2 USEFUL CONTACTS
BEYOND EXHIBITStands and GraphicsLAURENT FIOREE: [email protected]: +33 (0) 4 93 47 52 21.
GROSVENOR TOURSExhibitor Hotels & Transport Provider CARLYNNE VAN DER MERWE E: [email protected]: +27(0) 21 460 4888F: +27 (0) 21 447 9311
OMEGA TRAVEL Travel Agency/Flight BookerDEVINA RAMCHURNE: [email protected]: +44 (0) 1932 254477
2.3 HOTEL CONTACTS
PROTEA HOTEL BREAKWATER LODGEMELANIE MCBRIDEE: [email protected]: +27 (21) 430 5419
THE PORTSWOOD HOTELALAN GOODALLE: [email protected]: +27 (21) 415 1000
THE TABLE BAYE: [email protected]: +27 (11) 780 7857
AFRICAN PRIDE 15 ON ORANGEJUNEDRAY JOHNSONE: [email protected]: +27 21 469 8000
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3.1 IMPORTANT DEADLINES
Keep a watchful eye on these important deadlines so you know exactly what to expect. Remember: we will be updating The Guide in the run-up to the show, so make sure you download the latest version.
NOW Arrange your flights, transfers, accommodation, travel insurance and visa if required
10 December 2015 Pre tours launched
06 January 2016 Awards submissions open
20 January Exhibitor hotels booking open. Book here
25 January Phase 1 opens
01 February Deadline for final payment for your stand (unless stated otherwise on your invoice) PLEASE NOTE: In order to access your stand at We Are Africa all invoices must be paid in full. No payments can be taken on site.
05 February Award submissions close
29 February Phase 1 closes
04 March Deadline for catalogue advertising artwork
18 March Phase 2 opens
25 March Deadline for ordering and submitting stand graphics to [email protected]
01 April Deadline for booking official Exhibitor hotels
01 April Deadline for additional badge requests (subject to We Are Africa approval) or possible stand upgrade – contact [email protected]
08 April Phase 2 closes
11 April - 12 April Matching process
13 April Online diary opens
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3.2 ORGANISING YOUR MEETINGS
We Are Africa’s online appointment system allows you to pre-arrange up to 51 of the most business effective meetings, each lasting 20 minutes, with the leading Buyers and Press in African travel. Here’s how it works:
PHASE 1: CREATE A PROFILE | 25 JANUARY – 29 FEBRUARY
It is important that members have a good knowledge of all companies present before requestingmeetings, so we ask all attendees to create a company profile to share. Members receive adedicated password to access their personalised page on a secure website, allowing them toenter their company vital statistics and description. This is a key way to attract the attention ofour buyers before the show, so make sure your profile stands out from the crowd.
Please make sure you only input information for the company you have be invited to represent.Each profile is checked by a member of the We Are Africa team and any information that doesnot follow the regulations of your invite will be removed.
PHASE 2: CHOOSE YOUR APPOINTMENT PREFERENCES | 18 MARCH – 08 APRIL
In Phase 2 you will be able to view buyer and press profiles and use the different search criteria tofind the companies that offer the best match for your business. From these profiles each memberwill then need to select 76 preferences with whom they wish to have a meeting with and rankthese preferences in order of priority (1 being and 76 being lowest).
While selecting your 76 appointments it is important to refer to the “Attendees that have chosenme as a preference” list, as these buyers/press are interested in meeting you and are a goodstarting point for making your selections. It is important to select a full 76 preferences during thisphase to get the most desirable diary.
Mutual matches are prioritised, so it is important to include as many attendees who have selectedyou in your own preference selections. However, please note that if you include more than51 mutual matches in your preferences, this will mean non-mutual matches are unlikely to beconfirmed in your diary.
This phase also gives you the optional choice of excluding a limited number of attendees,meaning that you will not have a meeting scheduled with them. This is confidential and anyattendees you choose to exclude will not be informed. The main purpose of the exclusionsfunction is for you to exclude those well known attendees who you already work with, thereforereserving your meeting slots for new contacts and leaving your networking breaks to catch upwith existing clients.
CREATE A PROFILE
CHOOSE YOUR APPOINTMENTS
MATCHMAKINGPROCESS
ONLINEDIARY OPENS
APPOINTMENTPDF RECIEVED
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NEXT: WE DO THE MATCHMAKING | 11 APRIL – 12 APRIL
Based on the preferences given by each delegate regarding their meetings, the We Are Africa online system uses a complex algorithm to generate client matches. Upon completion, all members will receive notification to view their personalised diary of pre-scheduled meetings online.
PHASE 3: ONLINE DIARY OPENS | 13 APRIL
During this phase members will be invited to view their personalised diary of pre-scheduled meetings online. During this phase you will no longer have access to the full buyer/press list, but you will be able to access all the profiles of your prescheduled appointments in your diary and all those attendees who are available during any empty meeting slots you may have.
Pre-scheduled meetings can also be supplemented in this phase. For any available slots in this phase you will be able to search for the available attendees and view their profiles. You can then send requests directly to these attendees via the system to meet during the available slot. This will send the attendee an email notification and they will then have the opportunity to accept or decline this request. If this is accepted it will be confirmed in your diary. You can send several requests for each meeting; however, the first meeting to be accepted will be the one that is confirmed in your diary.
Be sure to keep logging in during this phase to accept/decline any requests.
If you have any queries or issues with your diary, we urge you to make contact with the team as soon as possible so they can assist. Please contact: [email protected]
3.3 MISSED MEETINGS
IMPORTANT: We Are Africa takes the issue of missed meetings very seriously, whether by Exhibitors, Buyers or Press. Unless you are able to provide a sufficient and relevant explanation for your absence, missing even one meeting may compromise yours and your company’s opportunity to participate in We Are Africa or in any Beyond Luxury Media events in the future. All missed appointments are recorded and monitored tightly – we ask that you report every missed appointment via the relevant forms, which can be dropped at the registration desk.
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4.1 AGENDA
SUNDAY 1 MAY 12:00 - 18:00 Registration and badge collection at Cape Town Stadium
MONDAY 2 MAY
10:00 - 18:00 Registration and badge collection at Cape Town City Hall, Corporation St.12:30 - 14:30 Welcome Event Taj Cape Town (RSVP essential) 15:00 - 15:45 Welcome Drinks at Cape Town City Hall16:00 - 18:00 We Are Africa Conference at Cape Town City Hall18:00 - 22:00 We Are Africa Opening Cocktail at Cape Town City Hall, co-hosted by Wilderness Safaris
TUESDAY 3 MAY
06:15 - 08:15 Morning Adventures hosted by Escape+Explore (RSVP essential [email protected])
Registration open and access to exhibition at Cape Town Stadium09:00 - 18:25 Official opening hours09:15 Morning appointments start10:50 - 11:10 Networking break13:10 - 14:25 Networking lunch at MARKET, level 03, Cape Town Stadium14:25 Afternoon appointments start16:00 - 16:20 Networking break17:55 Last appointment of the day finishes17:55 - 18:25 Free networking20:00 - 02:00 We Are Africa Awards Party at GOLD, De Waterkant
WEDNESDAY 4 MAY
06:15 - 08:15 Morning Adventures hosted by Escape+Explore (RSVP essential [email protected])08:45 Exhibition doors open09:00 - 18:25 Official opening hours09:15 Morning appointments start10:50 - 11:10 Networking break13:10 - 14:25 Networking lunch at Market, level 04, Cape Town Stadium14:25 Afternoon appointments start16:00 - 16:20 Networking break17:55 Last appointment of the day finishes17:55 - 18:25 Free networking18:25 onwards Free evening
THURSDAY 5 MAY
06:15 - 08:15 Morning Adventures hosted by Escape+Explore (RSVP essential [email protected])08:45 Exhibition doors open09:00 - 18:25 Official opening hours09:15 Morning appointments start10:50 - 11:10 Networking break
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13:10 - 14:25 Networking lunch at MARKET, level 03, Cape Town Stadium14:25 Afternoon appointments start16:00 - 16:20 Networking break17:55 Last appointment of the day finishes17:55 - 18:25 Free networking20:00 - 02:00 We Are Africa Closing Party, hosted by Grand Café & Beach, Granger Bay
FRIDAY 6 MAY All day Departures
*Above agenda is strictly for pre-registered We Are Africa delegates wearing their registration badge and We Are Africa bracelet.
4.2 NETWORKING BREAKS
In addition to the pre-scheduled appointments, We Are Africa facilitates plenty of opportunities for informal networking with three networking breaks per day (see agenda for details) – the perfect time for an impromptu conversation! Complimentary tea, coffee and water is served at the onsite cafés and there are also hosted bars onsite.
4.3 LUNCHES
Complimentary networking lunches are another great opportunity to socialise with fellow tribe members, and are provided for all delegates as part of the official programme on the following days:
TUESDAY 3 MAY LUNCH FOR ALL DELEGATES AT CAPE TOWN STADIUMWEDNESDAY 4 MAY LUNCH FOR ALL DELEGATES AT CAPE TOWN STADIUMTHURSDAY 5 MAY LUNCH FOR ALL DELEGATES AT CAPE TOWN STADIUM
In the spirit of community and order to maximise your time together, any alternative lunch venue offers and site inspections should be avoided during these times.
4.4 PARTIES
We Are Africa’s three evening parties give our tribe the opportunity to continue networking after dark on a more informal basis – as well as giving them a taste of Cape Town’s bustling nightlife!
MONDAY 2 MAY 18:00 - 22:00 OPENING PARTY AT CAPE TOWN CITY HALL, CO-HOSTED BY WILDERNESS SAFARISTUESDAY 3 MAY 20:00 - 02:00 AWARDS PARTY AT GOLD, DE WATERKANTTHURSDAY 5 MAY 20:00 onwards CLOSING PARTY AT GRAND CAFÉ & BEACH, GRANGER
BAY FOLLOWED BY AFTERPARTY
As We Are Africa is a by-invitation-only event, only delegates registered for We Are Africa and wearing their security bracelet will be able to access the parties. Please don’t invite guests as we will have to turn them away. Transfers will be provided from We Are Africa appointed hotels only – please see the Transfers timetable.
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PLEASE NOTE: you are not permitted to organise events or entertain buyers at times that coincide with the official We Are Africa programme.
4.5 CONFERENCE
Featuring a line-up of only the most visionary African specialists, the 2016 Conference will take place on Monday 02 May. Pre-Conference drinks will start at 15:00, with the speakers session beginning promptly at 16:00 and no entry will be allowed after this time.
4.6 AWARDS
CHAMPIONING THE VISIONARIES
The third annual We Are Africa Innovation Awards launched six categories to unveil the mostimaginative and unexpected projects conceived by our African travel specialists. To complementour festival of excellence in African travel, we will reveal the leaders of African innovation with alavish celebration on Tuesday 03 May at the official We Are Africa Innovation Awards ceremony,hosted by GOLD.
Our 2016 categories have been designed to champion the most visionary, inventive and forwardthinking projects breaking with convention in African Travel.
The categories are:
DESIGN AFRICAEXPERIENCE AFRICAENGAGE AFRICACONSERVE AFRICABRAND AFRICASHAPE AFRICA
Click here to enter.
4.7 THIRD PARTY COCKTAILS AND EVENTS
We Are Africa is happy for private events to take place during the show as long as the number ofbuyers and press invited does not exceed 20 and they do not clash with the official programme(including show hours, lunches, Conference and official parties). Any company hosting a privateevent that clashes with an official element of the event or that has invited more than 20 press andbuyers will have their registration(s) revoked and will be refused entry to all business and socialevents throughout the show. From time to time private events might be organised by membersparticipating in the show. The organisation of such events is not the responsibility of We Are
Africa and we cannot facilitate entry or access to any of these events.
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5.0 GETTING THERE
PLEASE NOTE: You are expected to be in Cape Town for the entire duration of the official We AreAfrica agenda (starting with the Conference on Monday 02 May and finishing with the ClosingParty on Thursday 05 May at 11pm) – if your arrival and departure dates conflict with the officialagenda please contact [email protected] as soon as possible.
5.1 CAPE TOWN STADIUM
Nestled between the iconic Table Mountain and Robben Island, this striking, contemporarystructure meets the highest standards of environmental protection and is conveniently locatedwithin walking distance of the waterfront restaurants and main hotels, only a short taxi ride fromthe Cape Town International Airport. What better place to house our elite travel tribe?
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5.2 THE VENUE AND MAPS
THE VENUE: Cape Town Stadium Fritz Sonnenberg Road Green Point Cape Town 8000
The Cape Town Stadium is within walking distance to most of the We Are Africa partner hotels. Please refer to the map on the following page.
If you are arriving by taxi/car, entrance to We Are Africa will be via the North Gate onto the podium to enter at Foyer A.
Fritz S
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Beach Rd
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5.3 PARKING
Parking spaces are available for We Are Africa delegates wearing their security bracelets and are located across from Cape Town Stadium on Fritz Sonnenberg Road (North Entrance). Attendants will be present to direct you to the car park. Please contact [email protected] for more information.
The parking will be available on Monday 2 May for any exhibitors who wish to see thier stand (please note registration will be taking place at Cape Town City Hall only on Monday 8am - 12pm) and from Tuesday 03 May until Thursday 05 May (8.30am to 6.30pm). We strongly advise that you only use the car park during show hours and don’t leave your car overnight.
5.4 FLIGHTS
We recommend booking your flights early to avoid disappointment and high prices.
We Are Africa has partnered with Omega Travel to offer competitive airfares in and out of Cape Town. If you would like to book a flight please contact Omega Travel directly:
OMEGA TRAVEL Travel Agency/Flight BookerDEVINA RAMCHURNE: [email protected]: +44 (0) 1932 254477
5.5 ACCOMMODATION
We know how important it is to book the right hotel when you travel on business. That’s why We Are Africa has partnered with conveniently located exhibitor hotels across Cape Town to offer special rates for a range of budgets, which include the following:
- A return shuttle bus service to the show and all official networking events (airport transfers are not included but can be booked through Grosvenor Tours)
- Breakfast - VAT and Tourism Levy - Complimentary WiFi
To find out more and book, visit the Exhibitor Hotels page here or contact Grosvenor Tours directly:
GROSVENOR TOURSExhibitor Hotels & Transport Provider CARLYNNE VAN DER MERWE E: [email protected]: +27(0) 21 460 4888F: +27 (0) 21 447 9311
PLEASE NOTE: If you would like to stay in a hotel with We Are Africa Buyers, you should consider 15 on Orange or The Table Bay, where there are rates and some availability for exhibitors.
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EXHIBITOR HOTELS
1. PROETEA HOTEL BREAKWATER LODGE Portswood Road, V & A Waterfront, Cape Town, 8001, South Africa
2. THE PORTSWOOD HOTEL Portswood Road, Cape Town, 8001, South Africa
3. THE TABLE BAY 6, Victoria & Alfred Waterfront, V&A Waterfront, Breakwater Boulevard, Cape Town, 8001, South Africa
4. AFRICAN PRIDE 15 ON ORANGE Orange Street, Cape Town 8000, South Africa
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Main Rd M
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High Level Rd
Strand St
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Dock Rd
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Beach RdGranger Rd
Dock Rd
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Duncan Rd
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Fritz S
onnenb
erg R
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Fritz Sonnenberg Rd
Vlei R
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Helen Suzman Blvd M6
Main Rd M61
Beach Rd
Granger Bay
Blvd
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Main Rd M
61
High Level Rd
Strand St
Somerset R
d
Helen Suzm
an Blvd
Dock Rd
Dock Rd
Portswood R
d
Beach RdGranger Rd
Dock Rd
Haul Rd
Breakwate
r Blvd
South
Arm R
d
Duncan Rd
Duncan Rd
Duncan Rd
Walter Sisulu A
ve
Walter Sisulu Ave
Strand St
Riebeek St
Buite
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ngra
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Hans Strijdom Ave Ln
Adder
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Wale St
Wale St
Darling St
Buite
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Orange St
Orange St
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Roeland St
Mill StMill St Jutland Ave
De Villiers St
De Waal Dr
Keizersgracht
Newmarket St
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St
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CAPE TOWNSTADIUM
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HOTEL PARTNERS
1. THE TABLE BAY HOTEL Quay 6, Victoria & Alfred Waterfront, Cape Town 8001, South Africa
2. CAPE GRACE HOTEL West Quay Road, Victoria & Alfred Waterfront, Cape Town 8001, South Africa
3. ONE&ONLY CAPE TOWN Dock Road, Cape Town 8001, South Africa
4. TAJ CAPE TOWN Wale Street, Cape Town 8001, South Africa
5. BELMOND MOUNT NELSON HOTEL 76 Orange Street, Cape Town 8001, South Africa
6. AFRICAN PRIDE 15 ON ORANGE Orange Street, Cape Town 8000, South Africa
7. THE TWELVE APOSTLES HOTEL Victoria Street, Camps Bay, Cape Town 8005, South Africa
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5.6 TRANSFERS
PLEASE NOTE: We Are Africa does not cover airport transfers or taxis during your stay. Should you wish to arrange an airport transfer for your arrival or departure, please contacts Grosvenor Tours:
GROSVENOR TOURSExhibitor Hotels & Transport Provider CARLYNNE VAN DER MERWE E: [email protected]: +27(0) 21 460 4888F: +27 (0) 21 447 9311
TRANSFERS TIMETABLE
MONDAY 2 MAY
14:00 and 14:30 Transfers from hotels* to Cape Town City Hall for registration and the We Are Africa Welcome Drinks and Conference.14:30 Transfers from Twelve Apostles Hotel and Spa to Cape Town City Hall for registration and the We Are Africa Welcome Drinks and Conference.21:00 - 22:00 Return transfers from Cape Town City Hall to hotels*
TUESDAY 3 MAY
08:15 Transfers from Twelve Apostles Hotel and Spa to Cape Town Stadium08:30 Transfers from hotels* to Cape Town Stadium18:25 onwards Transfers from Cape Town Stadium to hotels*20:00 Transfers from hotels* to GOLD for the We Are Africa Awards Party22:30 - 02.00 Return transfers to hotels*
WEDNESDAY 4 MAY
08:15 Transfers from Twelve Apostles Hotel and Spa to Cape Town Stadium08:30 Transfers from hotels* to Cape Town Stadium18:25 onwards Transfers from Cape Town Stadium to hotels*
THURSDAY 5 MAY
08:15 Transfers from Twelve Apostles Hotel and Spa to Cape Town Stadium08:30 Transfers from hotels* to Cape Town Stadium18:25 onwards Transfers from Cape Town Stadium to hotels*20:00 Transfers from hotels* to Grand Café & Beach for the We Are Africa Closing Party22:30 - 02:00 Return transfers to hotels*
* Pick up points are available in front of the following hotels:Cape Grace, Belmond Mount Nelson Hotel, One&Only Cape Town, Taj Cape Town, The Table Bay,Protea Hotel Breakwater Lodge, African Pride 15 On Orange, The Twelve Apostles Hotel and Spa
and The Portswood Hotel
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5.7 TAXIS
Your hotel or restaurant will be able to book taxis for you. However, should you wish to book your own taxi please contact the following taxi companies:
RIKKIS TAXIW: www.rikkis.co.zaT: +27 (0)21 447 3559 or +27 (0) 861 745 54E: [email protected]
EXCITE TAXISW: www.excitetaxis.co.zaT: +27 (0) 21 448 4444E: [email protected]
INTERCABW: www.intercab.co.zaT: +27 (0) 21 44 777 99 or +27 (0) 21 44 777 55E: [email protected]
Save yourself a phone call by downloading Cape Town’s dedicated app UBER TAXIS on your smartphone to instantly hail a cab nearby. To find out more click here.
5.8 TRAVEL INSURANCE
We recommend that you obtain comprehensive travel and medical insurance before travelling. You should check any exclusions and make sure that your policy covers you for all the activities you want to undertake in South Africa.
5.9 VISA
Participants requiring an entry visa to South Africa must contact their nearest consulate or embassy. Please click here for more information.
IMPORTANT: Neither We Are Africa nor its agents shall be required to assist the Exhibitor to obtain any documents necessary for entry into South Africa, including visa and visa letters. It is the sole responsibility of the Exhibitor to check if they can be granted a visa by the relevant authorities; to check that they allow sufficient lead-time to receive the visa; and to check that their passport has sufficient validity time and enough stamp-free pages to receive the visa.
5.10 RESPONSIBILITY OF LOST LUGGAGE
PLEASE NOTE: We Are Africa is not responsible for any luggage lost or delayed by any airlines to or from Cape Town. In the event that your luggage is lost or delayed please contact your airline directly.
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6.1 ADMISSION POLICY
Admission to the venue and evening functions is restricted to qualified Buyers, Exhibitors andaccredited Press who are pre-registered and wearing a delegate badge and security bracelet.
We Are Africa is a ‘by invitation only’ private event and it is in the best interest of all parties thatno unregistered individuals attempt to be granted access to the premises of the event or eveningfunctions, as they will be denied access.
IMPORTANT: Badge holders must not allow their badges and security bracelet to be worn byanyone else. Failure to adhere to this policy may lead to the badge holder being denied accessfrom the remainder of the event. It might also prevent the company from participating at futureevents.
The organisers reserve the right to exclude or remove anyone from We Are Africa and the CapeTown Stadium who does not comply with these policies or who they reasonably consider arelikely to break these rules.
No advertising or sales staff will be permitted entrance into We Are Africa.
No person under the age of 18 will be admitted to We Are Africa during build-up, show open daysor breakdown. Student groups are not accepted.
6.2 EXHIBITOR STAND PERSONNEL BADGES
For security reasons every member of your stand staff must wear an exhibitor badge AND a security bracelet for the duration of the event in order to gain admission to the hall, lunches and official functions. They MUST also keep their badge in full view during the hours of the exhibition and carry some form of photo ID or other identification that can be viewed by the organisers.
6.3 WHERE/WHEN TO OBTAIN YOUR BADGE
IMPORTANT: Registration takes place on Sunday 1 May, 12:00-18:00 at Cape Town Stadium (whenyou will have the chance to inspect your stand) and Monday 2 May, 10:00 - 18:00 Cape Town CityHall. If you do not register, you will not be able to access the floor as an Exhibitor. To register youwill need to present a proper form of ID (Passport or ID card but NOT a business card or any otherdocuments). Exact details of registration will be revealed soon.
6.4 SECURITY BRACELETS
In order to provide greater security and maintain the exclusivity of We Are Africa, only badge holders who are also wearing a security bracelet will be allowed into the venue, Conference, lunches and evening parties. Security bracelets will be given out at registration. Members should not remove their bracelets for the duration of the event.
Any security bracelet that needs replacing will be charged in cash on site at the price of 1000 ZAR each, only upon presentation of a photo ID (passport, ID card or driving license but not a business card) and after verification of pre-registration.
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7.1 EXHIBITING GUIDELINES
You’ve been selected to exhibit at We Are Africa because you are a shining star for high-end African travel. Follow these guidelines and make sure your show experience is seamless.
• Keep your stand neat and tidy at all times• Avoid eating at your stand where possible, as this does not look appealing to visitors• Do not leave your stand unattended, as this might lead you to miss appointments• Please arrive at the show on time• Make sure you wear your exhibitor badge and security bracelet at all times to allow for easy
access to the venue• Please be courteous to Buyers and other Exhibitors participating in the show at all times, as
your attitude will reflect on the perception of your company
PLEASE NOTE: All efforts to advertise, demonstrate and operate an exhibition must be conducted so as not to infringe on the rights of other exhibitors. No exhibit will be permitted to interfere with the use of other exhibits or impede access to them or the free use of the aisles. The Cape Town Stadium and We Are Africa management reserves the right to limit and/or restrict operations, which, for any reason, might be considered objectionable, without any liability for refund and/or damage.
7.2 PAYMENT
IMPORTANT: The deadline for the balance of your stand is Monday 01 February 2016 (unless otherwise stated on your invoice) and it is your responsibility to ensure that the payment is made on time.
If you fail to do this We Are Africa could cancel your participation, refuse you access to the show and keep your initial deposit. Our banking details can be found on your contract, but by way of reminder, they are payable to:
WE ARE AFRICA LLP (A SUBSIDIARY OF BEYOND LUXURY MEDIA LTD.)ACCOUNT ADDRESS: 1/1 Shepherds Building West, Rockley Road, Shepherds Bush, London, W14 0DABANK: HSBC, 25 Notting Hill Gate, London, W11 3JJSORT CODE: 40-03-00ACCOUNT NUMBER: 72018632IBAN: GB12MIDL40030072018632SWIFT: MIDLGB22REFERENCE: (your invoice number or name)
Kindly forward all proof of payment to Annabel Simpson by email: [email protected]
IMPORTANT: When you make a payment, please make sure that it is made payable in GBP to avoid any exchange risk issues and that all bank charges are covered by YOUR company (otherwise we will need to send you a balance invoice for the residual amount before granting you access to your stand). Lastly, please always quote your invoice number in the reference of the bank transfer to allow us to smoothly track and acknowledge your payment.
WE ARE UNABLE TO TAKE PAYMENT ON SITE IN CAPE TOWN.
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7.3 PUBLIC LIABILITY INSURANCE
ASSUMPTION OF RISK FOR EXHIBITORS AND COMPULSORY THIRD PARTY/PUBLIC LIABILITY INSURANCE
It should be understood by the Exhibitor that the nature of the facilities available, presence and circulation of large numbers of people, difficulty of effective supervision over the protection of large numbers of removable articles in stands and various other factors make it reasonable that each Exhibitor shall assume the risk of any injury, loss and/or damage to themselves or third party. It is a requirement for We Are Africa exhibitors and subexhibitors to have a public liability insurance cover for a minimum of £5million valid in South Africa for the duration of the show.
Unless you have asked us otherwise, We Are Africa has automatically added a Public Liability administration fee of GBP 189 to your invoice in order to ensure that you are added to the insurance policy of the show and therefore correctly covered.
This Public Liability Insurance will cover you if you or your business operation accidentally injures someone. It will also cover you if you damage third party property while at the exhibition center during the course of the event.
If you have any questions regarding the Public Liability Insurance please contact [email protected]
7.4 RESPONSIBILITY OF CONTRACTED EXHIBITORS TOWARDS THE PROMOTION OF TRAVEL PRODUCTS
The Exhibitor shall notify We Are Africa of the name and contact details of each stand sharer or product intended to be displayed or promoted at the show no later than 120 days prior to the start of the exhibition, to ensure that they conform to We Are Africa’s theme and show profile. We Are Africa is entitled to cancel the Contract if it considers, at its sole discretion, that the products or services promoted or showcased by the Exhibitor or any person sharing a stand do not fit the profile of the Exhibition and/or venue guidelines.
We Are Africa will always communicate with the contracted Exhibitor directly. It is the responsibility of the contracted Exhibitor to propagate all information received and to make sure that all delegates present at the show respect deadlines and the terms and conditions of the contract.
The Exhibitor shall be deemed to act as agent in respect of each stand sharer, who shall be bound by these terms accordingly. In the event that any stand sharer fails to comply with these terms or otherwise defaults in its obligations to Beyond Luxury Media Ltd, the Exhibitor shall be liable for all losses, liabilities and costs incurred by We Are Africa arising from such non-compliance or default.
In order to ensure a productive and safe exhibiting environment please make sure you follow these simple guidelines. If you have any questions, please don’t hesitate to get in touch.
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8.0 YOUR STAND
We Are Africa will be taking care of all the details for your stand, including furniture and all graphics. All you need to do is send in your artwork, follow our appointment system and turn up to the show ready to work! Therefore you are not permitted to bring any decorations, graphics, pop-ups, posters or furniture with you.
8.1 GENERAL RULES:
• No externally produced graphics• No pop-ups or posters allowed• No additional decorations or furniture• Exhibitors may not hand out pamphlets, leaflets or any other articles from any area other than
from their stand – this includes freestanding signage• Exhibitors must obtain approval from the Organiser to host cocktail parties/ functions during the
or outside the exhibition hours, as these may conflict with the official programme.• The Organiser reserves the right to restrict the number of or cancel presentations or
demonstrations causing obstructions within aisles, and/or are a nuisance to neighbouring stands• Any damage caused as a result of negligence on the Exhibitor’s stand or floor space area will be
invoiced to the Exhibitor concerned
8.2 STAND GRAPHICS
All Small, Affiliate, Medium or Large packages require a front and back wall graphic.
If you attended in 2015 and opted for us to reinstall your graphics you do not need to supply us with new artwork. PLEASE NOTE: your fascia name will appear the same as in 2015.
If you are a new member or have requested new graphics we will require your artwork for both your front and back wall graphic. Please follow the instructions and specifications below in order to provide your artwork in the right format and by deadline.
If you are unsure what you opted for or wish to change your graphics please get in touch with Sophie Wedgwood at [email protected]
PLEASE NOTE: 1. You will need to provide the print-ready artwork for your front and back wall graphics – please
see below for dimensions. All files must be in EPS or Adobe Illustrator or JPEG minimum 300 dpi, 50% of final size.
2. Should artwork not be provided in exactly the right format and to the exact specification, resulting in any design work by the organisers or stand builders, a £150 design fee will be payable.
3. If you wish to change your fascia or artwork, you can purchase new graphics for both the front and back wall for a total of £299.
The deadline for submitting your graphics is 25 March 2016.
Please send your artwork and any questions to: [email protected]
PLEASE NOTE: only graphics produced and installed by the official standbuilders are allowed at the show – you are not permitted to bring your own graphics.
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GRAPHICS DIMENSIONS
EXTRA SMALL:TABLE TOP ONLY, NO GRAPHICS
SMALL:FRONT WALL: W600mm x H1400mm (with an additional 50mm bleed all around)BACK WALL: W1800mm x H1800mm (with an additional 50mm bleed all around)
AFFILIATE:(Atta - The African Travel & Tourism Association OR Classic Portfolio OR Classic Safari Camps of Africa OR Preferred Hotel Group OR Relais & Châteaux OR The Leading Hotels of the World OR XO Private)
FRONT WALL: W600mm x H1400mm (with an additional 50mm bleed all around)BACK WALL: W1800mm x H1800mm (with an additional 50mm bleed all around)
MEDIUM:FRONT WALL: W600mm x H1400mm (with an additional 50mm bleed all around)BACK WALL: W2800mm x H1800mm (with an additional 50mm bleed all around)
LARGE:FRONT WALL: W600mm x H1400mm (with an additional 50mm bleed all around)BACK WALL: W3800mm x H1800mm (with an additional 50mm bleed all around)
IMPORTANT: please add 50mm bleed all around your artwork
SHIPPING
We Are Africa stands are designed to allow you to arrive ready to work, so there is no need to bring any large items or decoration. However, if you wish to ship smaller items (such as brochures etc.) ready for your week at the show, please send them to our partner, Scan Display, who will be happy to receive them and bring them to your stand at the show. Please ensure that your package is clearly labelled as follows:We Are Africa [Stand Number] P.O. Box 55300Sunset Beach, 7441Cape TownSouth Africa Please also ensure that you have taken care of all taxes and clearance charges with your shipper, as Scan Display will not be able to accept your package otherwise. For enquiries, contact: Jane SteelSales Manager Cape TownT: 27 21 409 1204
M: +27 83 702 2500
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8.3 STAND DETAILS
EXTRA SMALL PACKAGE - TABLE TOP ONLY
When you purchase an Extra Small package you own a table and two chairs ONLY in the designated area for Extra Small packages.
PLEASE NOTE: This option does not include any stand or any electric socket. It does not come with the option to register additional delegates. This entry-level package is strictly reserved for single, independent properties with fewer than 40 bedrooms (no DMCs or inbound operators are permitted to take this option).
Each Exhibitor will have the following:
• 1 table• 2 chairs maximum (irrespective of the number of delegates registered)• 1 company name sign• No electricity socket• No walls• No fascia• No graphics• No lighting
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SMALL PACKAGE
A purpose built designer stand. When you purchase a Small package you own 4m² of exhibition space.
PLEASE NOTE: Small packages do not have any space allowing exhibitors to display promotional material and pop up displays and posterts are not allowed.
Each Exhibitor will have the following:
• 4m² of carpet• 1 shared ‘3 round pin’ electric socket (with the co-exhibitor)• Lighting• 1 table• 2 chairs only (unless purchased with an additional delegate badge)• Front fascia panel (1 additional chair for each additional delegate registered) (W600mm x H1400mm + 100mm bleed = W700mm x H1500) • Back wall panel (1 additional chair for each additional delegate registered) (W1800mm x H1800mm + 100mm = W1900mm x H1900mm)• Company name• No company logo
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AFFILIATE PACKAGE
(Atta - The African Travel & Tourism Association OR Classic Portfolio OR Classic Safari Camps of Africa OR Preferred Hotel Group OR Relais & Châteaux OR The Leading Hotels of the World OR XO Private)
A purpose built designer stand. When you purchase an Affiliate package you own 4m² of exhibition space in a dedicated affiliate section on the floorplan.
PLEASE NOTE: Affiliate packages do not have any space allowing exhibitors to display promotional material and pop up displays and posters are not allowed.
Each Exhibitor will have the following:
• 4m² of carpet• 1 shared ‘3 round pin’ electric socket (with the co-exhibitor)• Lighting• 1 table• 2 chairs only (1 additional chair for each additional delegate purchased)• Front fascia graphic panel with affiliate branding: (W600mm x H1400mm + 100mm = W700mm x H1500) • Back wall panel (W1800mm x H1800mm + 100mm = W1900mm x H1900mm)• Company name• No company logo
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MEDIUM PACKAGE
A purpose built designer stand. When you purchase a Medium stand you own 6m² of exhibition space.
PLEASE NOTE: Medium packages do not have any space allowing exhibitors to display promotional material and pop up displays and posters are not allowed.
Each Exhibitor will have the following:
• 6m² of carpet• 1 ‘3 round pin’ electric socket• Lighting• 1 table• 2 chairs (1 additional chair for each additional delegate registered)• Front fascia graphic panel (W600mm x H1400mm + 100mm = W700mm x H1500mm)• Back wall panel (W2800mm x H1800mm + 100mm = W2900mm x H1900mm)• Company name• No company logo
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LARGE PACKAGE
A purpose built designer stand. When you purchase a Large package you own 8m² of exhibition space.
PLEASE NOTE: Large packages do not have any space allowing exhibitors to display promotional material and pop up displays and posters are not allowed.
Each Exhibitor will have the following:
• 8m² of carpet• 1 ‘3 round pin’ electric socket• Lighting• 1 table• 2 chairs (1 additional chair for each additional delegate registered)• Front fascia graphic panel (W600mm x H1400mm + 100mm = W700mm x H1500mm)• Back wall panel (W3800mm x H1800mm + 100mm = W3900mm x H1900mm)• Company name• No company logo
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9. INCREASING YOUR EXPOSURE
If you want to increase your exposure in front of Africa’s finest, we’ve got plenty of ways to effectively get your brand right under their noses – just read on…
9.1 TRIBE
As the We Are Africa official show catalogue, TRIBE is the indispensible African travel it-list,providing We Are Africa delegates with an overview of all We Are Africa 2016 suppliers. Ourmembers refer to this tool constantly throughout the show and, importantly, take it back to theiroffices as a resource for both themselves and their colleagues throughout the year.
TRIBE also contains all the vital information for the week (including the conference agenda,evening events, floorplan, transfer information etc.) and as high-quality editorial content.Personally handed to over 700 delegates, it is a highly relevant tool for companies wishing tomaximise their profile.
Click here for more information on how to increase your exposure in TRIBE, or contact [email protected] to discuss your promotional options.
9.2 BRANDING OPPORTUNITIES
Want to be in the spotlight? From taking the stage at the We Are Africa Innovation Awards to hanging on our members’ necks via the show lanyards, there are plenty of opportunities to get yourself noticed at We Are Africa.
Click here for more information on how to maximise on branding opportunities at the show, or contact [email protected] to discuss your options.
THE GUIDE 2016 | INCREASING YOUR EXPOSURE
HAVASW
W12
059
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BRINGING THE WORLD TO AFRICA. TAKING AFRICA TO THE WORLD.
Meet a variety of cultures. Meet urban developments, welcoming homes, and hidden paradises. North meet South. East meet West. Meet the airline that brings us all together, with the largest route network in Africa. Meet SAA. We’re ready to connect you.
Book your seat at fl ysaa.com or with your travel agent.
WORLD, MEET SAA.
GRANDcafe + rooms
Plettenberg Bay
GRANDWild is Life
Zimbabwe
GRANDcafe + society
Cape TownCamps Bay GRAND
cafe + beachCape Town
V&A Waterfront
T R I B E
VO
L. 2T
RI
BE
HAVASW
W12
059
/E
BRINGING THE WORLD TO AFRICA. TAKING AFRICA TO THE WORLD.
Meet a variety of cultures. Meet urban developments, welcoming homes, and hidden paradises. North meet South. East meet West. Meet the airline that brings us all together, with the largest route network in Africa. Meet SAA. We’re ready to connect you.
Book your seat at fl ysaa.com or with your travel agent.
WORLD, MEET SAA.
GRANDcafe + rooms
Plettenberg Bay
GRANDWild is Life
Zimbabwe
GRANDcafe + society
Cape TownCamps Bay GRAND
cafe + beachCape Town
V&A Waterfront
T R I B E
VO
L. 2T
RI
BE
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10.1 VALUABLES
PLEASE NOTE: All valuable documents and personal items should be left in the safe of your hotel room from check-in. It is your responsibility to make sure that your valuables are safe at all times for the duration of your stay in Cape Town. Beyond Luxury Media Ltd. accepts no responsibility for loss or damage to personal belongings.
10.2 WHAT TO WEAR
Cape Town in May can be mild with little wind, with warm sunny days and cooler evenings during this autumnal season. However, there is always the possibility of some rain and temperatures in the evening can drop as low as 10°C or 11°C. It is advisable to wear light and comfortable clothing in the day and have a light jacket or similar with you. While the official dress is business casual, we like to think we’re less corporate conference and more safari chic!
Our elegant evening parties will see all our Exhibitors, Buyers and Press gather under one roof, so dress in your best attire and pull on your dancing shoes. Parties may take place outdoors, so remember to bring some extra layers.
10.3 INTERNET
WiFi will be provided free of charge to all participants; therefore the show will not provide an internet café. We believe that any ‘off time’ should be reserved for networking only.
10.4 FOOD AND BEVERAGE
Exhibitors are not allowed to bring any food or alcohol inside the stadium and We Are Africa events without the express permission of We Are Africa. Lunch and refreshments will be offered, on a complimentary basis, and with the view to offer maximum networking opportunities between Buyers and Exhibitors.
10.5 DISABILITY ACCESS
The Cape Town Stadium has elevators to take you to the different floors of the show. To access the show please access via the Main Gate and enter via Foyer A, Level 00.
If you need to have more information on Disability Access please contact Ceri Morris who will be happy to assist you: [email protected]
10.6 SMOKING
No smoking will be permitted inside The Cape Town Stadium or by the pitch. Please exit on level 2 via registration for a smoking area.
THE GUIDE 2016 | NEED TO KNOW
