1. Eligibility for the Conditions of Participation
1.1 All Exhibitors must be legally registered companies/businesses carrying on business either in Zimbabwe or in their country of origin in accordance with applicable laws.
1.2 The use of the Exhibition Stand allocated to or custom built by the Exhibitor is strictly for promotional purpose only for the duration of the Exhibition. Exhibitor is required to use the area allocated for the Stand in a manner satisfactory to the Organiser both during assembling and installation of Stand as well as at the Exhibition.
2.1 All stands must be paid for before the exhibition starts
2.2 No cancellations are accepted one month before the event
2.3 If an Exhibitor withdraws, for whatever reason after its application has been received, the Booth Service Fee paid will be forfeited.
3. Use of Online Services
3.1 Subject to service availability and the consent of the Organiser, the Exhibitor may use online services provided by the Organiser including via the Exhibitor Online Platform by logging in with a user identification code (“Username”) and password (“Password”) in accordance with any guidance provided by the Organiser. The Organiser only provides an online platform for Exhibitor to handle its application for and participation in the Exhibition. The Organiser shall in no circumstances be liable to the Exhibitor or any other person for any unauthorised access thereto or for any error, mistakes, delay, loss or omission in transmissions made using the online services or their level of security whatsoever and howsoever occurs.
3.2 If the online services are available to the Exhibitor, the Exhibitor may change its Username and Password at any time.
3.3 The Exhibitor shall in good faith exercise reasonable care and diligence to keep its Username and Password confidential. At no time and under no circumstances shall the Exhibitor disclose its Username and/or Password to any other person.
3.4 The Exhibitor shall be responsible in full for any unauthorised disclosure of the Username and/or Password to any other person and shall bear all risks of the same being used by any unauthorised persons or for any unauthorised purposes.
3.5 Upon notice or suspicion of the Username or Password being disclosed to or coming into the possession or control of any unauthorised person, or of any unauthorised use of the Organiser’s online services being made, the Exhibitor shall notify the Organiser immediately and, until the Organiser’s actual receipt of such notification, the Exhibitor shall remain responsible for all and any unauthorised use of the online services.
4. Stand Allocation
4.1 The Organiser has the sole and absolute discretion in allotting the area in the Exhibition Venue for the positioning or construction of Stands and determining the location of such Stands. All decisions to such effect shall be final and no request for change will be entertained.
4.2 Any Exhibitor who wishes to use a name on its Stand which is different to that submitted on its Application Form must submit notice of this change to the Organiser in writing at least one month prior to the commencement of the Exhibition.
4.3 The Exhibitor’s right to exhibit at the Exhibition and to use, on a non-exclusive basis, the Stand allocated to or custom built by the Exhibitor is personal to the Exhibitor and shall not be transferred, assigned, sub-contracted, licensed to or otherwise howsoever shared with any third party.
5. Stand Construction
5.1 Please note maximum booth height varies between halls and ancillary areas and the Exhibitor is advised to confirm this with the Organiser before commencing any Stand design work. As a general guide:
Harare International Conference Centre Maximum height limit
Ground Floor 3.2m
Mezzaninie Floor 3.0m
External Marquee 2.5m
5.1 Exhibitors who have opted for Custom-Built Participation may appoint either the official stand contractor or their own contractor to design and construct their Exhibition Stands.
5.2 The suspension of Stands or lighting devices from the ceiling structure of the Exhibition Venue will not be permitted. All lighting devices have to be attached onto a lighting truss a height of not more than 2.5m.
5.3 Fixings to the surface of the floors to secure margin boards and other stand fittings will not be permitted.
6. Shell Booths
6.1 Shell Booths are provided by the Organiser’s official contractor and are of a standard design. No variation of the Shell Booth including but not limited to its fascia board, lettering and fittings, shall be allowed unless prior written approval is given by the Organiser.
6.2 No decoration, booth fitting or exhibit shall exceed 2.5m in height or the height of the Shell Booth, whichever is lower.
7. Custom-built Stands
7.1 All custom-built stand designs, stand materials used and its construction must conform to the rules and regulations of the Exhibition Venue.
7.2 The transporting, assembling, dismantling and the removing of custom-built Stands are the responsibility of the Exhibitor or its appointed contractor. All such work must be carried out according to the arrangements and within the time limits specified in these Conditions or otherwise by the Organiser.
7.3 All Stands should be dismantled and removed together with all other materials and waste by 1400 hrs on 21 June.
7.4 For overseas exhibitors or their appointed overseas contractors who intend to erect/dismantle their own Stands, it is mandatory to comply with the requirements imposed by the Immigration Department of Zimbabwe. For further queries, please contact the Immigration Department.
8. Use of Stand & Safety
8.1 The Exhibitor shall be solely responsible for the precautionary measures to protect the public from any moving or working exhibits
8.2 Publicity Materials of any Exhibitor may only be distributed from the Exhibitor’s own Stand. No advertising, demonstration or canvassing for business may be carried out anywhere else within the Exhibition Venue. No exhibits or advertising signs shall be placed outside the confines of the Exhibitor’s Stand.
8.3 The Exhibitor shall not hang on, or otherwise adhere to, the fascia boards any stickers, posters, hangers or other materials.
8.4 Exhibitor’s Stand must be manned by an authorized and competent representative of the Exhibitor at all times during the Exhibition. Such representative must be fully conversant with the Exhibitor’s products and/or services and shall be duly authorized to negotiate and conclude contracts for the sale of the Exhibitor’s products or services.
8.5 The Exhibitor warrants that the exhibits and packages thereof and the Publicity Material or any other part of the display on the Stand do not in any way whatever violate or infringe any third party’s rights including all intellectual property rights.
8.6 Stand assembling, installation and decoration must be carried out within the time limits specified by the Organiser and must in any case be completed by 6:00pm on the day immediately preceding the commencement date of the Exhibition.
8.7 Repairs or alterations to the Stand or displays may only be carried out after the Exhibition is closed to the public and with prior agreement of the Organiser.
8.8 No Stand or exhibits shall be dismantled or removed before the official closing time of the Exhibition on the last day of the Exhibition unless special permission has been given by the Organiser.
8.9 All audio-visual equipment must generate a noise level which does not cause any annoyance or inconvenience to other Exhibitors or visitors
8.10 No Exhibitor shall engage in or permit filming, sound or video recording, telecasting and broadcasting at the Exhibition Venue unless prior written approval is obtained from the Organiser.
8.11 Full particulars of all personnel, agents or representatives of the Exhibitor must be submitted to the Organiser for approval and registration before they may be admitted to the Exhibition Venue. All such personnel, agents and representatives of the Exhibitor approved by the Organiser (“authorized personnel”) will be issued with badges for identification and admission purposes. The Exhibitor hereby undertake to procure that its authorized personnel shall:-
(a) display their badges conspicuously whilst at the Exhibition Venue;
(b) do not pass their badges to any other person;
(c) comply with all obligations expressed to be imposed by these Conditions on the Exhibitor; and
(d) comply with all obligations imposed on them as the condition of approval of their admission to the Exhibition by the Organiser.
9.1The Exhibitor shall not disclose, appropriate or use and shall prevent its representative at the Exhibition from disclosing, appropriating or using any technical or confidential information regarding the business or affairs of the Organiser or any of the Exhibitors at the Exhibition acquired by way of the Exhibitor’s license to exhibit at the Exhibition.
10. Move-in and Move-out of Stand Materials/Publicity Material & Exhibits
10.1 Exhibitor shall move in to the Exhibition Venue according to the arrangements and within the time limits specified by the Organiser.
10.2 No trolleys shall be allowed in any carpeted areas of the Exhibition Venue.
11. Links to Exhibitor’s Web Site
11.1 The Exhibitor agrees to and welcomes the Organiser’s establishment and provision of a hypertext link to the Exhibitor’s Web site on the Organiser’s Web site for such duration as the Organiser in its sole and absolute discretion deems fit.
11.2 The Exhibitor warrants to the Organiser that its Web site does not contain any of the following:
(a) critical, defamatory, libellous, slanderous or derogatory messages, statements or material about other countries, territories, governments, cultures, religions, persons, companies, organizations, entities, products, services or otherwise;
(b) obscene or indecent articles;
(c) messages, statements or material which may be considered violent, racist, harmful or otherwise objectionable in nature;
(d) any information or material which is deceiving, misleading or likely to cause confusion to site visitors;
(e) any information or material which is illegal in the Exhibitor’s country, the country its website is hosted in, or Zimbabwe.
64.The Organiser shall not be responsible for any illegal or unauthorized use of materials from the Exhibitor’s Web site or other infringement conducts of any visitors to the Exhibitor’s Web site via the link on the Organiser’s Web site.
12 Exclusion of Liability
12.1 Other than death or personal injury caused by the negligence of the Organisers or its employees, none of the Organisers, its agents, representatives, contractors or employees shall be liable in any way whatsoever in respect of any loss, injury or other damages suffered by or caused to the Exhibitor, its agents, representatives, contractors or employees or the products or other property of the Exhibitor or of such parties or of any other Exhibitors or visitors.
12.2 The Organiser shall not be responsible in any manner whatsoever for the consequences of any introduction or commercial transaction made between the Exhibitor and other parties during or as a result of the Exhibition.
12.3 The Organiser undertakes no financial or legal responsibility for any type of risk concerning or affecting the exhibitors/visitors, their personal belongings and exhibits. The Exhibitor shall be responsible for effecting insurance which shall include (but not limited to) its displays, exhibits and stands against loss or damage by theft, fire, water, public (including occupier’s liability) and any other natural causes.
12.4 The Exhibitor hereby agrees that the maximum liability of the Organiser under these Conditions shall not exceed the fee actually received by the Organiser from the Exhibitor.