Each supporter will receive an e-mail (from exhibitorportal-admin@kenes.com) with login details to access the Exhibitor Portal. The login details will be sent to the person signing the contract. This person is responsible for passing on the login details to third party if needed.
The Portal enables supporters to:

• Submit a company logo and profile
• Submit deliverables as per your contract
• Order lead retrieval App (badge scanners Application)

To access the Portal, please click here.
Access to all Portal services will be available only after submission of your company profile and logo. Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.
Please do not hesitate to contact us for further information or assistance.

Congress Organiser: IGCS and Kenes Group

Exhibition Manager
Ms. Oana Giurgiu
Kenes Group
Tel:  +34 659 064 921
Email: ogiurgiu@kenes.com

Industry Liaison & Sales
Ms. Marieta Tseneva
Kenes Group
Email: mtseneva@kenes.com

Hotel Accommodation
Ms. Anna Ivanova
Kenes Group
Email: aivanova@kenes.com

Registration
Mr. Youcef Zaiter
Kenes Group
Email:  reg_igcs25@kenes.com

Contractors:

Booth fittings / Power / Furniture / Booth Cleaning / Graphics & Signage / AV
Expo Solutions (official builder)
Expo Solutions Order form & Catalogue
Email: nicole@exposolutions.co.za

Rigging: Rigging is not permitted due to the location of the exhibition

Freight Handling & Onsite Logistic Agent
DSV Fairs & Events Spain
Ms. Olimpia Rodrigalvarez
Email: olimpia.rodrigalvarez@dsv.com
Tel: +34 954325842 |  Mob: +34 628930293

Internet / Wi-Fi / Security / Hostess
Ms. Oana Giurgiu
Kenes Group
Email: ogiurgiu@kenes.com

Catering* for your Booth 
*exclusive to the venue
Bianca Webber
Email: bianca.w@ccconferencecentre.co.za

Century City Conference Centre 

Address:
No. 4 Energy Lane
Bridgeways Precinct
Century City
7441

Click here for the Virtual Tours – ccconferencecentre

Action Item	Deadline	Contact Person
Hotel reservation for Staff	As soon as possible	Book Your Hotel | IGCS 2025 International Gynecologic Cancer Conference or email us at: aivanova@kenes.com
Company logo and profile	As soon as possible	Via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com
Booth design for approval (For ‘Space Only’ booths)	Wednesday, September 24
Side wall fascia (ONLY for Sustainable packages, and ONLY if it applies)	Wednesday, October 8
Lead Retrieval App (Wireless Barcode Reader App)	Wednesday, October 22 Onsite rate will be applied for orders received after the deadline
Extra Exhibitor Badge Order	Wednesday, October 22
Furniture Rental	Deadline: Friday, October 10 Orders placed after the deadlines incur a 20% late-order surcharge. Payment is required in full prior to delivery of ordered services	Expo Solutions (official builder) Order form & Catalogue Email: nicole@exposolutions.co.za
Sustainable booth Extras
Graphics/Signage
Telecommunications and AV Equip. (Screens, Desktop, Laptop, etc)
Electricity (Power, Plugs, Leds etc)
Daily Booth Cleaning
Plants & floral decoration
Security	Wednesday, October 8	Exhibition Manager Ms. Oana Giurgiu Email: ogiurgiu@kenes.com
Internet, Wi-Fi
Hostesses & Temporary Staff Hire
In-booth Catering		Bianca Webber Email: bianca.w@ccconferencecentre.co.za
Delivery
Road Freight or via Warehouse	Please contact DSV	DSV Fairs & Events Spain Click here for Shipping Instructions Olimpia Rodrigalvarez Email:  olimpia.rodrigalvarez@dsv.com Mob:  +34 628930293
Airfreight Shipments – Direct to Cape Town Int’l Airport
Sea freight – Cape Town Port

 Exhibition Area Timetable – subject to change    

Exhibition Hours
Exhibition Set-up	Monday, Nov 3	9:00 – 20:00  Space only hard set-up
	Tuesday, Nov 4	09:00 – 13:00 Space only hard set-up 13:00 – 17:00 decoration only
Exhibition Opening Hours	Wednesday, Nov 5	10:00 – 20:35 (end of welcome reception) 9:00 Poster hanging 10:35 Dedicated exhibition Coffee break 13:05-14:35 Sponsored sessions 15:45 Dedicated exhibition Coffee break 17:45 Welcome Reception
	Thursday, Nov 6	09:30 – 16:30  (note: sessions running until 18h, you can stay until end of sessions) 10:00 Dedicated exhibition Coffee break 11:55-13:25 Sponsored sessions 15:10 Dedicated exhibition Coffee break
	Friday, Nov 7	08:30 – 16:30 07:45-08:45 Sponsored sessions 08:45 Dedicated exhibition Coffee break 10:45 Dedicated exhibition Coffee break 12:40-14:10 Sponsored sessions 16:05 Closing Ceremony
Dismantling / Breakdown	Friday, Nov 7	16:30 – 21:30 dismantling

The timetable is subject to possible changes in accordance to the scientific program.

*On Wednesday, November 5, you are cordially invited to the Welcome Reception, held in the Exhibition Hall (Foyer) from 17:45. Exhibitors are asked to please man their booths during the Welcome Reception in the Exhibition Hall.

In addition to the dedicated coffee and poster viewing breaks where attendees will have uninterrupted time to visit booths, there are short transition breaks between sessions throughout the meeting where attendees will have an opportunity to connect with exhibitors. We encourage your team to have a staff member available.

• Empty crates and packaging material must be removed after set-up and no later than Tuesday, November 4 at 12:30.
• You are not allowed to dismantle the booth before the official hour (16:30). All Exhibitors should be in their booth 30 minutes before the official opening hour.

• Our priority is the health and safety of our visitors, exhibitors and all attendees. Please respect the safety measures applied by the local authorities, in order to keep everyone safe at our event, but also during the set-up and dismantling in the Exhibition Area.
• Empty crates and packaging material must be removed after set-up and no later than Tuesday, Nov 4 at 12:30.
• All aisles must be clear of exhibits and packaging materials to enable cleaning at all times.
• Please note that all exhibitors should be in their booth 30 minutes before the official opening hour.
• According to the CCCC Rules and Regulations, all personnel involved in construction and dismantling activities must wear appropriate personal protective equipment (PPE), which includes high visibility vest and steel toe-capped boots (recomended) to ensure safety, while working with structures and equipment

Off Exhibition Information

• Please do not leave any visible valuable articles at your booth. In addition, please consider hiring extra security for your booth after Exhibition Operating Hours.
• Dismantling of the booths before the official closing of the exhibition is not permitted.
• It is the exhibitor’s responsibility to dispose of all materials after dismantling.
• Any equipment, display aid or other material left behind after Friday, Nov 7 at 21:00 will be considered discarded and abandoned. Any charges incurred for waste removal will be sent to the exhibitor.

Welcome Reception at The Exhibition Area
On Wednesday, Nov 5, you are cordially invited to the Welcome Reception, held in the Exhibition Hall ( Foyer) from 17:45. Exhibitors are asked to please man their booths during the Welcome Reception in the Exhibition Hall.

The floor plan has been designed to maximize the exhibitor’s exposure to the delegates.
For most updated floor plan and list of exhibitors, please click here

Please see all exhibitors listed here: https://igcsmeeting.com/confirmed-sponsors-and-exhibitors 

All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name.

• Please note that the Exhibitor badges will be personalized i.e. they will include the name of the badge holder as well as the company name.
• Exhibitor badges will be given as per your contract. Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm after.
• Exhibitor badges can be collected at the registration desk onsite during registration opening hours (they will not be mailed in advance).
• The Exhibitors badges allow access to the exhibition area, refreshments, and Welcome Reception.

Additional exhibitors’ badges can be ordered via the Exhibitor Portal* for a fee of €250
Deadline: Wednesday, October 22

For any enquiries related to registration, please contact the Registration Specialist, Youcef, at: reg_igcs25@kenes.com
Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.
All personnel are required to wear badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Company name badges are for the use of company personnel for Booth manning purposes and should not be used by companies to bring visitors to the Exhibition.

Everyone must be fully registered to enter the exhibition hall during set-up and dismantling periods. Access to the CCCC will be granted based on list of names that will be provided to the venue by the organizers.
For this reason, stand builders/contractors/exhibitors must register in advance all of the personnel that are required to be on-site during set-up and dismantling periods.
The following information should be submitted to the Exhibition Manager, by email, no later than Wednesday, October 22, to ogiurgiu@kenes.com

• Full name
• Passport numbers
• Name of the exhibit company
• Name of the contractor/stand builder
• Booth number

Click here to download the template, please fill only the green columns.
It is not necessary for persons with an Exhibitor Badge to additionally issue a set-up and dismantling pass.
Make sure to pre-register all personnel in order to avoid delays once you arrive on-site.

Lead Retrieval App (Wireless Barcode Reader App) can be a helpful tool for receiving contact information about participants who attend your symposium. We are pleased to offer you the K-Lead Application. Supporters can download the K-Lead app onto their own smart phone or tablet and transform their device into an instant, easy lead retrieval system and capture participants’ contact information with a quick scan of their badge.

Advantages of the K-Lead application:

• Seamless Integration: Download directly to your device; no extra hardware needed.
• Effortless Scanning: Quickly scan attendee badges to capture leads.
• Customizable Notes: Add personal comments to each lead for better follow-up.
• “Quick Scan” Function: Ability to quickly scan delegates as they enter the symposium hall.
• Instant Access: Get real-time lead information for immediate engagement.
• Universal Compatibility: Download from the Apple Store or Google Play using “Kenes K-Lead App.

Cost per unit: EUR 700 (excluding 4% credit card charges fees, excluding VAT if applicable).
Device is NOT included.
Deadline: Wednesday, October 22
Onsite rate of EUR 850 will be applied for order received after above deadline.

Unlock the Power of K-Lead Plus:

• Automated Follow-up Emails: Immediately after scanning, send personalized emails to every lead. Make every connection count without lifting a finger.
• Tailored Email Customization: Craft the perfect message with customizable subject lines, email content, and signatures. Attach PDFs to add a polished, personal touch that stands out.
• Timely Engagement: Say goodbye to the hassle of manual follow-ups. K-Lead Plus handles it by sending tailored emails right after each scan, keeping your brand top of mind.
• Trackable Insights: Monitor how your emails perform with engagement metrics. Learn what works and refine your strategies for maximum impact, ensuring you’re always improving.
• Compatibility: K-Lead Plus requires at least one K-Lead license purchased.

Cost for K-Lead Plus: EUR 750

Key Notes for K-Lead and K-Lead Plus:

• Device Not Included: The application must be installed on your personal or company device (tablet/smartphone).
• Reliable Data: Participant badge barcodes carry contact details as provided by registrants or their agencies. Note: Group registration may contain generalized information.
• Content Responsibility: Information content is managed by the registrant or their agency, not Kenes Group or the Organizing Committee.
• Easy Reservation: Secure your Wireless Barcode Reader in the Exhibitor’s Portal https://exhibitorportal.kenes.com
• GDPR Compliance: We’ve updated our privacy policy in compliance with GDPR. Your personal data won’t be shared without consent. Presenting your badge for scanning implies consent to share your details.
• By purchasing the K-Lead and the K-Lead Plus, Exhibitors and Sponsors agree to Data Processing Agreement.

How to order K-Lead and K-Lead Plus? -> Please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

The Exhibition is being held in The Foyer and Hall D, located on the ground floor.

Build–up height:

Maximum build-up height allowed for the top of all elements is 3,5 meters (no rigging permitted) 
Sustainable booth maximum build-up height is 2,7 meters

• The Forum hall maximum height is 4 meters.
• Exhibitors who will have stands higher than the maximum permitted height of 3,5 m will not be allowed to set-up their stands.

Any part facing neighboring stands that is above 2.7 meters in height needs to be designed with neutral surfaces (white).

Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and, in particular, that they do not endanger life and health.
Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.

Floor

Floor type: Tiled 
Maximum floor load: 500 kg / sqm

• No forklifts are allowed in the venues.
• Flooring is mandatory and needs to follow the below requirements for protection and securing the venue’s existing carpet:

The structure of the set shall safely sustain the combined dead and imposed loads without any deflection or deformation which will impair stability.
All materials used in construction shall be:
• Non-combustible material
• Flame resistant timber of any thickness
• Flame resistant plastic and boarding
• Chipboard or block board more than 18mm thick
All materials used for decorative finishes to the set shall be:
• Able to pass a test of flammability or for surface spread of flame
• Be fixed taut or in tight pleats to a solid backing
• Be secured at floor level
• Shall not ignite when subjected to a flame for 10 seconds
• Any paint shall be water based.
• The use of paint sprayers is not permitted.
• Cavities and spaces around the venue shall not be used for storage of empty crates, cartons and boxes or packaging materials.

Only approved carpet tape may be used for fixing floor coverings to the hall floors. This is to ensure that the carpets are well secured and do not pose a hazard.

Hazard Prevention: Poor carpet seams or lifting corners can present a hazard, particularly to visually impaired people. It is important to ensure that the junction of flooring materials does not create a trip hazard.

Accessibility: Carpets should give a firm surface to allow wheelchair passage without sinking in, so excessive use of underlay is to be avoided.

Damage Responsibility: Any damage to the fabric of the building caused by fixing floor coverings will be repaired by the venue at the company’s expense.

 

Ceiling Rigging
Ceiling hanging is NOT permitted, due to the exhibition location in the venue.

Raised Floor / Platform

• The organizers and CCCC must be informed if the booth has a platform (when submitting the drawings for approval), as well as the scheduled set-up (day and time). Without this information the CCD/ Official Contractor will not be able to provide the requested service(s) and the prepayment will not be refunded. Before placing the platform, the exhibitor/stand builder must confirm that service(s) provide by the Official Contractor (electricity, cables, Internet, etc.) are in the right place. Access to the service points is compulsory when a platform is installed (keep those points accessible).

Once the platform is installed, NO new services that need to go under it will be accepted.

• The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
• Please note that if your booth has a platform, you are required to provide a ramp to ensure access for people with disabilities.

Loading Bay

The loading bay is a drop and go area. Vehicles need to off load goods and then move to available parking. The loading bays are not a parking facility.
You should coordinate your entry to the loading area with DSV: olimpia.rodrigalvarez@dsv.com

Important: Venue’s freight/hoist lift can take a max, load of 500 kg

Parking

Parking is operated by a third party. Please contact the venue in order to arrange the tickets in advance with the third party.
Parking Map:

To ensure the smooth and efficient installation and dismantling of your Booth, an official Booth Contractor has been appointed: EXPO SOLUTIONS
Sustainable booth which has been pre-booked with Kenes includes the following:

• Back and Part side wall Structure (2,7m H)
• Fabric Banner Graphic for back wall (and fascia on the exterior narrow side wall, if stand position allows it)
• Carpet
• Basic power
• LED Long Arm Spotlights
• Basic furniture: one rectangular table and two chairs
• Small trash bin

*For demonstration purposes only

Booth Package does not include:

• Other Electricity needs apart of the basic power
• Other furniture than mentioned above
• Other graphics than mentioned above
• Stand cleaning

To order branding, cleaning, AV, flooring, booth upgrades, and other expo furniture, please check the Expo Solutions Order form & Catalogue
Please email any queries to nicole@exposolutions.co.za

Fascia Sign – Logo

Please note that your company name will be displayed on the narrow exterior side wall, if the booth location allows it.
You can submit your logo on the Exhibitors’ Portal: https://exhibitorportal.kenes.com
Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

 Technical Information and Regulations for Sustainable booths

• All Sustainable booths will be designed and built by Expo Solutions– the official stand contractor.
• Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor and the Exhibition Manager before Wednesday, October 8
• No free-standing stand-fitting or display(s) may exceed a height of 2,7 m or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
• It is not allowed under any circumstances to cut, nail or drill into or through the walls, facia, floor or ceiling.
• Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
• It is possible to use fishing line (nylon) to hang pictures on the exhibitor branding section of the stand.
• A back wall of a booth (any booth type) cannot be used by other
• Sustainable booths will be provided with the venue default carpet. If an exhibitor wishes to order different color carpet, or to order a raised wooden floor, please contact Expo Solutions – the official stand contractor.
• Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.
• Exhibitors requiring additional equipment may contact Expo Solutions – the official stand contractor – as per published deadlines (see section “Deadlines & Key dates”).

All work must be carried out in conformity with the requirements of the rules and regulations of The CCCC.
Expo Sales, the official  contractor for this event, offers branded Premium Freebuild stand packages which are available to order directly from them.

Exhibitors using independent contractors are required to submit the following for the organizer approval:

1. A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed Booth to be built.
2. Electrical connections – to be marked on the drawing
3. The name and contact details of the construction company.
4. The Induction and OHSA documents, to be signed and sent to the venue before Build-up day

Induction Confirmation Document

OHSA Document

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com

Deadline: Wednesday, September 24

Each exhibitor will be contacted with login details to access the Exhibitor’s Portal. 

 IMPORTANT:

• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the premises.
• Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved. You are only allowed to build walls that covers a maximum of third of each side.
• Island booths should be partly accessible on all “open” sides. We try to keep the exhibition as open and inviting as possible. Wall construction alongside aisle is allowed but maximum 1/3 of side to side may be covered. Construction finish must be perfect in all the stand’s visible areas, including rear sides.
• Please note that if your booth has a platform/raised floor, you are required to provide a ramp or sloped edging around the entire booth to ensure access for people with disabilities.

The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible to avoid trip hazard.  Advertising on the boundary with other stands is prohibited.
For your reference, see below an image showing sloped edging.

• Multilevel structures are not permitted.
• Arches, bridges, or similar constructions connecting two or more Booths are not permitted.
• Space-only exhibitors need to coordinate their arrival with DSV (the logistics company) for load in and out; as well as removal of empties. There is no storage on site.
• Screens or any kind of equipment to be shown or demonstrated may not be placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
• Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth).
• Coffee bars or other F&B-stations have to be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle.
• The maximum building height for the top of all elements is 3,5 meters.
• Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and that they do not endanger life and health.
• Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.
• Any part facing neighboring stands that is above 2.7 m in height needs to be designed with neutral surfaces (white).
• The backwalls (reverse side) of any booth that is adjacent to another booth – over 2.7 m in height – must be nicely finished, free of exposed wiring, graphics, or logos, to maintain a clean and professional appearance. Advertising on the boundary with other booths is prohibited.
• Ceiling Rigging is NOT permitted

Kindly note:

•  The organizers will not approve booths that do not comply with the accepted standards until the necessary changes have been made.
•  Work cannot commence until the requested files are delivered and booth drawings are approved by the organizers and the venue.
•  The used spaces must be returned to the CCCC completely clear of all items and the Exhibition areas restored to their original state.
•  We recommend Exhibitors using independent booth contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact the venue to coordinate a visit.

Stand Construction/ Additional Stand Fittings /Furniture Rental /Graphic & Signage /Electricity /Audio-Visual/ Daily Booth Cleaning/ Floral

Please note that Expo Sales is the official Booth Contractor. You may contact them to upgrade\modify your sustainable booth pack which was pre‐booked from Kenes.
Expo Sales can provide exhibitors with designs and custom build booth. For more information, please directly contact:
Nicole at: nicole@exposolutions.co.za

Click here to see the Order form & Catalogue

Electricity and Electrical Installations

‘Space-only’ booths must order Electricity from the sole approved electrical contractor for IGCS 2025, via the Order Form
‘Sustainable booth’ package includes basic power. For other Electricity needs, please order here: Order form & Catalogue

Please ensure you order the correct quantity of sockets and associated mains from Expo Sales.

• Electrical switchboards provide by Expo Sales cannot be manipulated, adjusted, or damaged. The cost of a damaged Electrical box will be charge to the company who has ordered it.
• The venue is authorized to unplug the entire booth electrical installation if they determine that it is not properly done.
• Sharing and electricity supply from the neighboring stand is not permitted.

At the end of the day, we recommend switching off your main electrical sources in order to save energy and to avoid potential incidents overnight.
Booth manager must check before leaving the venue that the booth spotlights are switched off for security and ecological reasons. The CCCC won’t be liable for any damages caused from this action.
Please flag to Expo Sales if you need 24-hour electrical supply.

Booth Cleaning
The organizers will arrange for general cleaning of the exhibition premises prior to the opening of exhibition and daily prior to opening thereafter (excluding exhibit booths and displays).

For ordering daily stand cleaning, please click here to place your order via Expo Sales: Order form & Catalogue
Any company cannot clean the venue facilities surfaces to avoid damage on them.

Internet & Wi-Fi
For wired internet and Wi-Fi connection neets at your booth, please contact ogiurgiu@kenes.com
Important:
Please be advised the Private Wi-Fi networks installations in the stand is not allowed.
The Venue and the organizers reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage.
The Venue and the organizers must be informed in advance when the stand has a platform as well as the scheduled set-up day and time due to internet foundation.
Complimentary Wi-Fi will be provided by the Meeting during official Meeting days at most areas.
This public Wi-Fi connection is limited for basic web browsing or checking emails.
Should you have any internet-based feature/device/activity at your stand (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your stand (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.

Security
Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area.
Neither the CCCC nor the organizers can accept responsibility for the security of the stands and their contents. The CCCC as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their stand and equipment.
If you wish to hire security for your stand, please contact: ogiurgiu@kenes.com

Booth Catering
Food & Beverages service is an exclusivity of the CCCC.
Exhibitors who wish to order food and beverages for their stand are welcome to do so directly with the CCCC.
If you would like to bring any coffee machine or barista, please contact: bianca.w@ccconferencecentre.co.za and also ensure you order the correct electrical mains.
Important: 

• Any kind of Food & Beverages including coffee machines from outside the venue needs to receive approval from bianca.w@ccconferencecentre.co.za
• This rule also includes all types of catering equipment such as coffee makers, juicers, popcorn machines, etc.
• The exhibitor must consider the space available on the booth to store and display the requested deliveries.
  In case to have any other doubt about F&B please contact the organizers or bianca.w@ccconferencecentre.co.za to avoid misunderstandings once the event stared.

Waste Removal
For ordering waste removal, please contact: bianca.w@ccconferencecentre.co.za
Exhibitors / contractors are responsible for the removal of any waste from their booth. The venue accepts no responsibility for any items left on the premises after the meeting finished and will charge the exhibitors if any waste left on their booth.

Storage
The CCCC has no storage facilities. Short-term storage of materials left over after assembly (empty boxes, crates, cases, palettes etc.) should be coordinated with DSV team (payable service).
Under no circumstances may packing materials of any kind be left in the aisles, on the stands, around or behind the stands.
Please contact DSV with information on sizes and number of parcels, size, and storage period. E-mail: olimpia.rodrigalvarez@dsv.com
Shipments sent directly to the venue prior to the set-up period, will be refused by the venue.
Once the event & dismantling are over, the CCCC shall not be held responsible for the safekeeping and/or storage of any items left in the building. If the CCCC takes care of the removal of these items, it will be charged to the exhibitor.

For access to the goods/ lorry entrance/ Lifts:
Please note that DSV is the exclusive agent for move in and move out.
IMPORTANT:

Due to the limited space of the Docks, space-only booths exhibitors/builders will need to coordinate their arrival/loading/unloading with DSV; as well as removal of empties. There is no storage on site.
On-site parking is not permitted for event vehicles including HGVs, trucks, transits, and cars.
Please contact DSV at: olimpia.rodrigalvarez@dsv.com to coordinate it.

Access to the exhibition area
The delivery and removal of materials and goods for the exhibition stands is allowed only by the official freight forwarder and their local agent.
Important note: companies which are bringing their own goods should contact the official freight forwarder to coordinate their arrival and the use of the loading bay, the service entrance and the lifts.

Access for Deliveries
Please be advised that neither the Organizers nor the CCCC can accept deliveries on an exhibitor’s behalf and arrangements must be made for a stand/company representative to be available when deliveries are made.
Please refer to the Shipping Instructions for the delivery details, and contact DSV for any questions.
As a courtesy to the delegates and your fellow exhibitors, deliveries or removal of any equipment to/from stands must be made 30 minutes before/ or after exhibition opening hours.
Contractors, drivers and exhibitors must bring their own trolleys to transport goods to/from their stand.

Accommodation
Kenes International is offering exhibitors specially reduced rates for various hotels around the meeting venue.
Please click here for more details. For group booking, please contact Ms. Anna Ivanova at: aivanova@kenes.com
Different payment and cancellation conditions apply.

Blackout Policy
We respectfully request that all supporters comply with the Meeting Blackout Policy and refrain from holding organized meetings or events in parallel to the (scientific program).
Blackout times include plenary sessions and industry supported symposia during lunchtime.
Please click here to view the meeting program, and to ensure that your meeting time does not conflict with one of the blackout times.

Animals
It is not permitted to bring animals into the CCCC.

Build-Up & Dismantling Period

• During the period of build-up and dismantling, it is prohibited to consume alcoholic beveragesin the working area as well as to perform work under the influence of alcohol, drugs or any other type of substances that could alter the perception of risk.
• The Exhibitors and contractors are required to wear the necessary personal protective equipment(PPE) such as protective helmets, eye protection, and hand protection required by the specific work activity, with special attention to the safety shoes/boots and high-vis vests, inside the facilities for your own safety.
• The use of cutting machines, welding machines, sanders and a spray gun is strictly forbidden.

Health & Safety

• It is the responsibility of the stand holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
• It is recommended that the stand holders appoint a supervisor for the stand, with the specific responsibility for ensuring the health & safety of their staff and stand builders. It is advisable that a Risk Assessment is completed for the stand and submitted to the organisers.

Children
No person under the age of 16 years can be admitted to the Exhibition, either during build‐up, opening days or breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the exhibition.

Compressed Gases
Use of compressed gases is not allowed.

Damage to the Building
Boring, screwing, nailing, or the use of paint, glue, adhesive stickers, fixtures of any kind or anything that can damage the structural elements of the building (floor, walls, ceiling, pillars…) are not allowed. In case of damage of the facilities, the cost of repair or replacement will be charged to the exhibitor.

Disposal of Material
It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.
When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the CCCC in removing this property will be charged to the exhibitor.

Fire Regulations
The terms and conditions of the material damage and public liability insurance policies effected by The CCCC must be adhered to by all clients, event organizers, stand holders, and other sub-licensees, and their contractors, subcontractors, agents, and servants​

• Exhibitors must ensure that their staff have been adequately briefed on the emergency procedures, as well as the location of the fire-fighting equipment and emergency exits at the exhibition
  and must adhere to the following steps:
  • Immediately report an incident of concern to the organiser.
  • Exhibitors must refrain from touching any objects of concern and from removing exhibits from the venue. Do not panic.
  • Evacuation of the venue will be announced over the venue’s PA system.
  • Exhibitors are requested to point out the direction of emergency exits to staff members and visitors in their immediate vicinity.
  • Fire escapes are situated at intervals throughout the building and are easily accessible. In the event of an emergency at the venue, the following services will be provided:
  • Evacuation lighting
  • Essential ventilation
  • Computer systems for building control
  • Evacuation security systems fully trained evacuation team
• Pressurisation of fire escape stairwells
  • Specialised emergency services

Please note that all the venue lifts will come to ground. Century City Conference Centre does not provide fire extinguishers to each stand. This is the responsibility of the exhibitor

 
Fire Insurance (compulsory)
Exhibitors must be insured against fire.

Smoke
It is not permitted the operation of any machine in the exhibition that emanate fumes, gases or steam, or any item or device that generates or contains flame.

Heavy Weight Element / Large Machinery
In case the exhibitor/stand builder brings large machinery, any kind of heavy weight element or structure inside the exhibition area it is mandatory that the CCCC will be provided with a detailed project describing the unload procedure inside the exhibition area:

• Exhibition access used
• Transportation used to bring the element inside the CCCC and weight
• Plan for weight distribution (number of platforms, dimensions, and weight resistance)
• Cranes, or any other machinery used for the unloading / uploading of the element. How the element is going to be unloaded and how is going to be brought inside the exhibition area.

Once the CCCC has the complete information, the unloading of the element will be approved or rejected.

Hanging of Posters, Banners etc.
Hanging of posters, banners or decals, stickers, or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the CCCC are not allowed.

Insurance (compulsory)

• Exhibitors are required to take out appropriate Insurance. Third part liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
• Neither the organizers nor the CCCC, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
• The organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurancethat covers all injuries to persons and damages that might cover in connection with the exhibition.
• Exhibitors are personally liable for all expenses incurred by the organizers or by third parties in regard to technical services provide.
• We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

Liability

• Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages.
• If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
• The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the CCCC or any part thereof in any manner whatsoever.

Sound equipment and Music
In general, the use of sound equipment/music in booths is permitted as long as the noise level does not disrupt the activities of neighboring exhibitors.
Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).
It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.
Further guidelines:

• Live music is not allowed.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are reminded that third party copyrights should not be infringed. The organizers have no copyright responsibility in respect of any exhibiting company.
  Proper dispensation must be obtained and any royalties due, paid prior to the use of materials. Should any copyright dispute arise, the organizers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

Security

• Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area. The organizers and the CCD cannot accept liability for loss of or damage to private property or goods.
• Neither the CCCC nor the organizers can accept responsibility for the security of the booths and their contents. The CCD as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any goods. Exhibitors are fully responsible for the security of their booth and equipment.
• Please consider hiring extra security for your booth if needed.

Personal Transportation Vehicles
Bikes, skates, electric scooter and any personal transport by wheels are not permitted inside the building.

Promotional Activities

• All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
• Advertising material and signs may not be distributed or displayed outside the exhibitor’s booths.
• Advertising activities must not cause obstructions or disturbances in the gangways or at neighboring booths.
• The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are allowed to film on their own booth, staff and material, but all equipment and camera crew must stay within the exhibition booth. Filming of other exhibitors and their materials, Meeting features or any sessions is expressly forbidden unless permission has been given by the exhibitor or the organizer respectively.
• The photographing of booths is not permitted during the setup/breakdown of the exhibition unless the photographer is hired by the exhibitor to take photographs of his/her own stand and can avoid inclusion of neighboring booths. Photography during the opening times of the exhibition of all aspects of the event is allowable in all instances except in cases where the photographer or photography equipment would cause an obstruction or danger to delegates / staff visiting or working in the exhibition hall.

Smoking Policy
The CCCC operates a NO SMOKING policy in ALL halls.
 
Special Effects
Special effects lighting, live music, smoke and laser projection may not be used in the booths.
No permission will be given for projection in the aisles or on the walls of the hall.
 
Waste Removal

• Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. The used space must be returned completely clear of all items and restored to its original state.
• In case that exhibitors wish to leave any kind of waste material during set-up/dismantling, they should order a waste container in advance.
• Any discarded waste, including promotional material, left behind will be removed by the CCCC and/or the organizers at the expense of the exhibitor concerned.

The CCCC reserves the right to access inside the booth in order to check the compliance with the CCCC regulations.

Delivery & Logistic Services
DSV Fairs & Events Spain has been appointed as the official freight and onsite handling contractor for IGCS Cape Town 2025.

Check here the Shipping instructions and deadlines. Failure to comply with these instructions and deadlines, may cause unnecessary delays in handling / clearance and additional
expenses being incurred.
For security, insurance, and efficiency reasons, DSV is the sole official agent to handle cargo inside the venue.
Booth builders are prohibited from using trolleys during set-up and dismantling periods.
Kindly note that the official agent is the exclusive agent for move in and move out of the venue. Exhibitors and Booth builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent.

Insurance of Goods
All cargo should be insured from point of origin.

Exhibition Goods and Display Materials
Please note that all materials entering the venue incur a handling charge.
To receive a price quote for handling and to assure arrival of your materials, please contact Olimpia Rodrigalvarez at olimpia.rodrigalvarez@dsv.com

DSV Fairs & Events Spain
For shipping instructions please Click here