Exhibitor Guide

  1. How to Exhibit

    Get the Facts and Prepare

    Before submitting your application, please take some time to familiarise yourself with the following:

    • Criteria to Exhibit are set by The Tanzanian Tourism Board to ensure that products showcased at the exhibition are of the highest quality and broadly representative.
    • If you are considering sharing your space with other complimentary products, be sure to read through Managing Sharing Exhibitors. It is the responsibility of main stand holders to ensure that all requirements are met for those products on their stand.
    • Rates Schedule and Options available – we have some exciting booth options for S!TE in order to maximise your participation.
    • Floor Plans - the floor plans are available for download as PDF documents upon approval of exhibitor applications.
    • In order to maximize your participation, please clearly specify your stand request on your application.
    • Read through the S!TE Terms and Conditions of payment and exhibiting. To go through to the application, you will be required to accept the Exhibition Terms & Conditions. This will form part of your legally binding contract with the organisers of S!TE.

    Registering for Your Own Stand

    Your application to exhibit at S!TE is made up of 5 areas:

    1. Company and Contact Details – basic company information for all future communications.
    2. Invoice Details – invoicing contact and payment deadlines.
    3. Stand Requirements – size, dimensions, floor space, and optional (excl. 9m² stands) shell scheme package. This is used as a guide when placing exhibitors as requested space at S!TE is not always guaranteed.
    4. Participation Information – this is required to support your application and submission to exhibit.
    5. Comments – address your concerns or requests to the Organisers or the Selection committee.

    Please complete each section thoroughly to assist the selection committee in meeting your requirements where possible.

    Adding Sharing Exhibitors

    Main stand holders will only be able to add their sharing exhibitors on their application form once their contract has been signed and their status is confirmed.

    Please note main exhibitors are required to list all their sharing partners before sharing partners can complete their individual applications.

    By adding these sharing partners, the organisers understand that the main exhibitor has approved these companies to co-exhibit on the stand. Please note all sharing companies are also required to be part of the travel and tourism trade industry to qualify. Each sharing exhibitor added will be at a cost of US 50.00 (including VAT) to the Main Exhibitor.

  2. Criteria to Exhibit

    All applications will go through a selection process. The Tanzanian Tourism Board appoints a Selection Committee, comprising of industry representatives and provincial authorities, to review and accredit applications received. This is to ensure fair and equal representation of the many tourism products.

    All applicants must fulfill the following basic criteria to participate at S!TE:

    • The applicant must be debt free to The Tanzanian Tourism Board and Pure Grit Project and Exhibition Management Ltd.
    • Due to the fact that S!TE is aimed at the International Buyer, the applicant must have an international marketing plan as well as a valid brochure and STO (Standard Tour Operator), Rack and Net rates which the Selection Committee reserves the right to view on request.
    • The applicant must belong to at least one of the accredited tourism associations or their local tourism bureau.
    • The applicant must have the necessary trade licenses, tourist guide registrations, and passenger and or public liability insurance, which the selection committee reserves the right to review on request.
    • The applicant must be a registered taxpayer.

    Main Stand Holders

    • This category of exhibitor submits an application for his / her OWN stand.
    • Main stand holders may choose to “share”, co-exhibit or allocate parts of the total space booked to complimentary products. Each sharing exhibitor added will be at a cost of US 50.00 (including VAT) to the Main Exhibtor.
    • Applicants may choose to have an indoor stand as well as an outdoor exhibit OR one or the other. Please note there are certain space restrictions if taking both options.

    Sharing Exhibitors

    • Sharing exhibitors may NOT apply directly with the organisers on the website.
    • They must make arrangements with the main stand holder to confirm their participation.
    • The main stand holder is then to go to the S!TE website and add sharing exhibitors that they have elected to participate on their stand.
    • Main stand holders must add their sharing exhibitors' names on their application once the main stand holder's space has been confirmed.
    • All sharing exhibitor applications need to be completed online by the contact person listed by the main stand holder once they have been added by the main stand holder.
    • The Selection Committee reserves the right to approve or decline sharing exhibitor applications.

    General

    S!TE is open to all exhibitors with a national, regional or international footprint.

    Every effort will be made to meet the requirements of each applicant but please be aware that this is not always possible due to space restrictions.

    Further to this, stand locations on the floor plan cannot be guaranteed. The Tanzanian Tourism Board reserve the right to place stands at their discretion for the benefit of the exhibition as a whole.

  3. Managing Sharing Exhibitors

    Main stand holders, who wish to share their space with other complimentary products or wish to add more than one member of their group, must do the following:

    • Ensure that each sharing exhibitor is added (correctly) on to his / her applications form individually.
    • It is the main stand holders responsibility to ensure that each sharing exhibitor added has completed their registration / application form.
    • Main stand holder is liable to pay the sharing registration fee of US 50.00 (including VAT) per sharing exhibitor.
    • Communicate stand participation details and costs to their sharing product where applicable.
    • Complete all the service forms pertaining to their stand.
    • Allocate the allowed number of name badges to all their sharing representatives at their discretion.
    • Ensure that all information relating to S!TE is communicated to their sharing products.
    • Take full responsibility for the requirements of their sharing product.
    • Sharing exhibitors need to negotiate the cost of their participation with their main stand holder and all payments must be made directly to the main stand holder.
    • The main stand holder will be invoiced for all their sharing exhibitors requirements ie. name badges and services.
    • Only 1 sharer is allowed per 9sqm stand.

    This sharing registration fee of US 50.00 (including VAT) ensures that all sharing exhibitors receive:

    • Standard Exhibitor listing on the S!TE website.
    • Standard Exhibitor listing in the official S!TE Catalogue if the sharing exhibitors application has been completed before the given deadline.
    • Copy of the S!TE Trade Catalogue.
    • Access to the Exhibitor Zone on the S!TE website for downloading of necessary documents and information pertinent to participation.
    • Online diary for facilitating appointment bookings.
    • Added to S!TE Exhibitor database to receive all newsflashes and event communications.

    Main stand holders will be invoiced for all registered sharing products requiring the above services and not the individual sharing company.

  4. Payment

    Payment Term Options

    Invoices will be issued upon receipt of a signed contract. Invoices will be emailed in PDF format from our accounts department. An original copy of the invoice will also be posted to all confirmed main stand holders on request.

    Payment Terms:

    • 60% deposit due within 30 days from date of invoice
    • 40% balance due by 1 August 2014

    Should you have any queries regarding these payment terms please do not hesitate to contact Pure Grit Project and Exhibition Management Ltd. on accounts@site.co.tz.

    Bank Account Details

    All payments are to be made to Pure Grit Project and Exhibition Management Ltd. trading as The Tanzanian Tourism Board Exhibitions.

    Bank First National Bank
    Branch Dar Es Salaam
    Branch Code 674501
    Account Name Pure Grit Project & Exhibition Management Limited
    Account Number Dollar: 62424561018
    Shilling: 62424560036

    * Exhibitors to use their invoice number as the payment reference!

    Credit Card Payments

    Credit Card payments will be accepted. A form will be made available at time of confirmation for easy processing. Queries on invoicing and payments can be directed to Colleen van Jaarsveld on accounts@site.co.tz.
  5. Costs to Exhibit

    Please note that prime rates apply to corner and main aisle stands.

    • Option 1 - Standard Shell Scheme Option


      Minimum 9sqm WOP Package includes:

      • white walling
      • 1 x fascia name
      • 1 x meeting desk
      • 3 x chairs
      • 2 x spot lights
      • 1 x 15amp plug point
      • shared DB board
      • carpets
      • 3 x name badges
      21 August 2013 - 31 May 2014 1 June 2014 – 4 October 2014
      Standard Space Cost USD 1,602.00 USD 1,842.00
      Prime Space Cost USD 1,737.00 USD 1,997.00

      The above costs are per 9sqm and exclude 18% VAT

    • Option 2 - Maxima Option


      9sqm stand includes:

      • white walling
      • 1 x fascia name
      • 1 x printed graphic
      • 1 x reception counter (lockable) and chair
      • 1 x diablo cocktail table
      • 3 x brochure holders
      • 4 x apollo chairs
      • 1 x 15amp plug point
      • shared DB board
      • carpets
      • 2 x long arm spots
      • 3 x name badges
      21 August 2013 - 31 May 2014 1 June 2014 – 4 October 2014
      Standard Space Cost USD 2,520.00 USD 2,898.00
      Prime Space Cost USD 2,655.00 USD 3,053.00

      The above costs are per 9sqm and exclude 18% VAT

    • Option 3 - Floor Space Only


      Indoor floor space only (minimum 27sqm)

      21 August 2013 - 31 May 2014 1 June 2014 – 4 October 2014
      Standard Space Cost USD 150.00 USD 172.00
      Prime Space Cost USD 165.00 USD 189.00

      The above costs are per 9sqm and exclude 18% VAT

      Outdoor floor space only (minimum 18sqm)

      21 August 2013 - 31 May 2014 1 June 2014 – 4 October 2014
      Standard Space Cost USD 110.00 USD 126.00

      The above costs are per 9sqm and exclude 18% VAT

    • Additional Services


      Service Cost
      Additional Name Badges US 20.00 each
      Sharing Exhibitors US 50.00 each

  6. Terms & Conditions

    1. Definitions

      In the context of this document, the following terms and defined meaning shall apply.

      1. “PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD.” means Pure Grit Project and Exhibition Management Ltd. the Managing Agent.
      2. “EXHIBITION CENTRE” means the Mlimani City Conference Comples, Dar-es-Salaam,Tanzania.
      3. “EXHIBITOR” means each Exhibitor who has contracted with Pure Grit Project and Exhibition Management Ltd. to exhibit its product at S!TE.
      4. “PRODUCT” means the declared merchandise, expertise and/or product range of the EXHIBITOR which it contracts to exhibit and/or promote at S!TE from its FACILITY.
      5. “FACILITY” means the exhibition space allocated within S!TE by Pure Grit Project and Exhibition Management Ltd. to and for the exclusive use by the EXHIBITOR in terms of the contract.
      6. “CONTRACT” means the agreement concluded between PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. and the EXHIBITOR in terms of which the FACILITY is hired for S!TE which is governed inter alia by the General Rules and Regulations for Exhibitors (the “RULES”), which RULES are obtainable on request of the EXHIBITOR and which will be sent to the EXHIBITOR with the CONTRACT and Tax Invoice.
      7. Any reference in this Agreement to one of the three genders, or to either singular or plural number, shall in the appropriate context be deemed to refer to any other gender or number, as the context may require.
    2. Dates and Times

      1. Duration of S!TE: Wednesday, 1 - 4 October 2014
      2. Daily opening hours: 09h00 – 18h00
      3. For exhibitors: 08h00 – 18h00
      4. Deadline for applications: Friday, 29 August 2014
      5. Deadline for Trade Catalogue Entries: Friday, 29 August 2014
      6. Submission of building stands / stand designs: Friday, 29 August 2014
      7. Deadline for the Site Map: Friday, 29 August 2014
      8. Deadline for Sharing Exhibitors: Friday, 29 August 2014
      9. Deadline for Name Badges: Monday, 15 September 2014
      10. Deadline for Services (Expo Solutions): Friday, 29 August 2014
      11. Deadline for Events Application: Monday, 15 September 2014
    3. Applications

      Applications can only be made by using the official stand application forms on the S!TE website, www.site.co.tz. Applicants are requested to fill in the forms carefully and completely. Receipt of application does not imply any subsequent entitlement to application to participate in the exhibition.

      Applications received after the application deadline will be waitlisted and can only be considered in case of remaining available spaces.

      Details entered by the exhibitor on the application will be deemed to be correct as the very details will be pulled through to the contract.

    4. Stand Rental

      A minimum stand size is 9sqm.

      Click here to see the available stand options.

    5. Basic Contract

      1. The inclusion of the RULES as an integral part of the CONTRACT constitutes a condition precedent to the CONTRACT becoming of force and effect between the parties to the CONTRACT.
      2. The EXHIBITOR hereby unconditionally undertakes to procure that each and every of its employees, agents, contractors, invitees or persons falling under its direct or indirect control while present upon its FACILITY or otherwise engaged by the EXHIBITOR upon an activity elsewhere upon the EXHIBITION CENTRE, shall unreservedly respect, comply with and fully adhere to the RULES. Any contravention of this undertaking, will constitute grounds for the immediate invoking of the breach provisions.
      3. Neither the CONTRACT nor any right nor interest thereunder may be ceded or assigned to any other party without the prior written consent of PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. having been first obtained, which consent may in fact in its sole discretion be unreasonably withheld.
      4. The contract shall be governed by the laws of the Republic of South Africa.
      5. Whilst every effort will be made to meet the requirements of exhibitors taking part in S!TE, PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. reserves the right to make any alterations which they may consider necessary or to alter the positions of any of the facilities within S!TE, or to take any other steps considered necessary in connection with S!TE in which event the exhibitor shall have no claim of whatsoever nature and kind arising from whatsoever cause against PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD..
    6. Exchanging or Transferring of Stands

      The allocated stand may not be exchanged for that of another exhibitor, nor may it be transferred either partially or completely to a third person unless agreement has been reached with PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. and lodged in writing.

    7. Cancellations

      An exhibitor electing to cancel the contract prior to the commencement of S!TE may in the discretion of PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. become entitled to a refund of any payments made upon the following basis:

      1. Should notice of intended cancellation be received by PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. at least 3 (three) months prior to the commencement of S!TE, 60% of the full contract price shall constitute an agreed liquidated damages amount which PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. shall be entitled to retain. The balance of any monies held by PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD., to be reimbursed to the exhibitor.
      2. Should an Exhibitor seek to cancel the contract within 3 (three) months or less prior to the commencement of S!TE, it will NOT become entitled to the refund of any monies, it being acknowledged that PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. will not in the circumstances be able to mitigates its loses by way of obtaining any replacement Exhibitor for the facility: the full contract value will consequently in such circumstances remain owing and payable by the Exhibitor to PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD..
    8. Reductions of Stand Space

      The organisers shall be entitled to refuse to permit the exhibitor to reduce his stand size. Such refusal shall not however, affect the exhibitor to withdraw from the exhibition.

      Should the exhibitor seek to reduce his stand space within 3 (three) months or less prior to S!TE, it will NOT become entitled to the refund of any monies, it being acknowledged that PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. will not in the circumstances be able to mitigate its loses by way of obtaining any replacement Exhibitor for the facility: the full contract value will consequently in such circumstances remain owing and payable by the Exhibitor to PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD..

    9. Terms of Payment

      1. Whilst the contract shall have become established as detailed in 5.1, all rights and benefits flowing there from in favour of the Exhibitor shall remain suspended until the exhibitor shall have paid the agreed contract price to PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD..
      2. Payment by the Exhibitor of the specified deposit, will convert the allocation to a secured and confirmed facility pending the final payment of the outstanding contract price by the Exhibitor in terms of clause 9.1.
      3. The act of payment of the deposit in terms of 9.2 will, in the absence of submission of a written confirmation notice, be deemed to constitute a tacit confirmation thus giving rise to the final legal ratification for the establishment of the contract.
      4. Until such time as the specified deposit shall have been paid in terms of clause 9.2, the allocation of the facility space shall remain of a tentative nature and at all times free to be re-allocated by PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. to any alternate exhibitor in its sole discretion and upon simple notice to that effect being given to the former exhibitor.
      5. Payment of the contract price shall be required to be effected by the exhibitor in strict compliance with the invoice terms therefore issued by PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD..
      6. Only for as long as the exhibitor maintained all payments in terms of the contract on due date, will it be entitled to receive access to its reserved facility as may be necessary in the furtherance of its planning for S!TE.
      7. Failure to pay any contract monies in strict accordance with the stipulated times for payment, will constitute a material breach of the CONTRACT.
    10. Limitation of PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD.'s Liability

      1. The organiser shall under no circumstances be liable for any loss, theft or damage which is suffered by the Exhibitor, its employees, agents, servants, customers, clients or visitors, including but not limited to damage as a result of fire, injury, accident, floods, crowds, riot, the actions or omissions of other exhibitors, defect in the structure of the stand or in the venue, or from insufficient lighting or ventilation or resulting from leakage from or breaking of any water pipe or communication, fitting or appliance.
      2. The Exhibitor is liable for and holds the Organiser harmless against all risk in and to property brought onto the Venue by the Exhibitor, its employees, agents, servants, customers, clients or visitors including property not owned by the Exhibitor.
      3. The Exhibitor agrees and undertakes to take out such policies of insurance as may be necessary to cover any loss or other damage to it and or for which it may be held liable.
      4. PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. shall not be responsible for any loss or damage that it may suffer in the event of the Exhibition having to be closed during the whole period of the Exhibition or any parts thereof and in such event PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. shall not be liable to refund the Exhibitor any monies or portion thereof.

      The limitation of PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD.’s liability as aforesaid shall apply irrespective of whether such damage is sustained before, during or after the Exhibition and irrespective of whether the act or commission complained of occurs inside or outside of the Venue.

    11. Postponement / Cancellation of the Exhibition

      1. In the event of the Exhibition being cancelled, postponed or abandoned due to causes beyond the control of PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD., PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. may, entirely at their discretion, repay any fees paid by the Exhibitor, or part thereof, but shall be under no obligation to repay the whole part of such fee, and shall be under no obligation to repay the whole part of such fee, and shall be under no liability to the Exhibitor in respect of any damages, actions, claims, losses or expenses whatsoever.
      2. Where the Organiser agrees to repay fees, PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD.’s limit of liability to the Exhibitor will be the space cost paid, irrespective of other costs incurred by the Exhibitor.
    12. Breach

      1. In the event of a breach by any party of any term or condition of this CONTRACT, the aggrieved party shall only be entitled to seek relief in terms hereof, after giving to the defaulting party written notice to remedy same within the following parameters:
        1. Should the breach materialise within the period of 2 (two) months prior to the commencement date of the Exhibition, 4 (four) days;
        2. Should the breach materialise within the month prior to the commencement date of the Exhibition, 24 (twenty-four) hours;
        3. Should the breach materialise during the Exhibition, 7 (seven) hours, those to run between the daily period 10h00 to 18h00.
      2. By virtue of the inherent nature of the Exhibition, time as contemplated in 12.1 is acknowledged by all parties to be of the absolute essence.
      3. Without prejudice to any other right whether under common law or in terms of the CONTRACT, the parties reserves the right to any other or additional claim or claims which the aggrieved party may have against the defaulting party in law, and in the event of breach of any term or condition of the CONTRACT not being remedied, the aggrieved party shall have the right and option forthwith either to can the CONTRACT or to institute proceedings for specific performance against the party in breach and without any further notice, with or without any additional claim for damages arising from such breach.
      4. All legal cost incurred shall be recoverable by the aggrieved party on the scale of attorney and own client.
      5. The domicilium citandi et executandi shall be those addresses of the Exhibitor and PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. as recorded on the face hereof.
    13. Consumer Protection Act 68 of 2008 (“CPA”) Notice

      1. The CPA in section 49(1) requires of us to bring to your attention certain aspects – we have done so by underlining certain clauses in this contract and the Exhibitor and Contractor Manual which forms part of the agreement between PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. and the Exhibitor.
      2. The CPA in section 41 also requires us to clarify ‘any apparent misapprehension’ you may have. If you have such misapprehension DO NOT accept the agreement.
      3. The Exhibitor was not introduced to this agreement by means of direct marketing methods as contemplated in section 24 of the CPA.
      4. PURE GRIT PROJECT AND EXHIBITION MANAGEMENT LTD. did not use undue influence or tactics to induce the Exhibitor to sign this agreement.
      5. The Exhibitor considers the agreed cost of exhibition participation to be fair and reasonable.
    14. General

      1. By accepting signing and initialling each page of the contract you confirm that you understand the terms and conditions and read through the EXHIBITOR AND CONTRACTOR MANUAL and agree to be bound thereby and, if accepted on behalf of a separate legal entity, that you are duly authorized to do so on behalf of such entity.
      2. Excluding those marked N/A, these are the only terms of this Agreement which the EXHIBITOR acknowledges having examined, and the contents of the EXHIBITOR AND CONTRACTOR MANUAL which are incorporated in this Agreement as if specifically mentioned and are accepted by the EXHIBITOR herewith.