Exhibitor Manual

Build Dates & Times

Date	Time	Schedule
Friday 16th June 2023	08:00 - 18:00	Access for Space Only Exhibitors
Saturday 17th June 2023	08:00 - 18:00	Access for Space Only Exhibitors
Sunday 18th June 2023	08:00 - 18:00	Access for Space Only Exhibitors
Monday 19th June 2023	08:00 - 16:00	Access for Space Only Exhibitors
Monday 19th June 2023	11:00 - 16:00	Access for Shell Scheme Exhibitors & Meeting Room Holders

 

PLEASE NOTE, ALL STANDS MUST BE COMPLETED BY 16:00 ON MONDAY 19TH JUNE 2023.

On build-up days, contractors & exhibitors are required to wear a wristband in order to gain access to the venue. Please note, access will be refused to any contactors & exhibitors who are not wearing a wristband. Wristbands can be collected at the car park entrance to KICC.

Please note, there is no late working permitted unless exceptional circumstances arise.

Open Dates & Times

Date	Timings
Tuesday 20th June 2023	08:00 - 19:30
Wednesday 21st June 2023	08:00 - 18:00
Thursday 22nd June 2023	08:00 - 18:00
Friday 23rd June 2023	08:00 - 14:30

Please note, the power will be turned off each night 30 minutes after the show closes. 24hr supply is not available.  

Breakdown Dates & Times

Date	Times	Schedule
Friday 23rd June 2023	14:30 - 16:30	Breakdown for Shell Scheme Exhibitors
Friday 23rd June 2023	16:30 - 18:00	Breakdown for Space Only Exhibitors
Saturday 24th June 2023	08:00 - 18:00	Breakdown for Space Only Exhibitors

It is a contractual requirement that your stand is not dismantled in any way and that your stand is manned and stocked until the show closes. Contractors will only be granted access into the marquee once it is cleared of all visitors. Any staff who will be breaking down your stand and also working on the stand during the open period are requested to comply with these timings.

It is your responsibility to remove ALL stand fitting materials, carpet tape, packaging, excess literature and waste from the marquees. Please note, that any items left in the marquees after 18:00 on Saturday 24th June 2023 will be deemed as rubbish and thrown away. The exhibitor/contractor responsible for the rubbish will be charged accordingly.

Essential tasks

Deadline date	Item	Requirements
ASAP	Accommodation	Book accommodation at special rates (information is listed under the accommodation heading)
ASAP	Company Logo	Send company logo in an eps and jpeg format to aef@energynet.co.uk
ASAP	Company Profile	Submit 150-word company profile to be included in the event networking app and website to aef@energynet.co.uk
26th May 2023	Health and Safety declaration form	Submit Health and Safety declaration form
26th May 2023	Space only plans	Submit space only plans to Gerhard Venter at gv@geemanagement.co.uk
26th May 2023	Staff passes	Details on how to register your passes were included in the welcome email. If you cannot find these details, please email aef@energynet.co.uk

 

Optional tasks

Deadline date	Item	Requirements
ASAP	Social media boost	If your contract includes a social media boost* please submit your social media content to marketing@energynet.co.uk *Content to be shared on LinkedIn
ASAP	Sponsor banner	If would like us to design you an event specific email footer to promote your sponsorship at aef, please email marketing@energynet.co.uk
26th May 2023	Advert on event website	If your contract includes an advert, please supply us with the artworks to aef@energynet.co.uk. Sizes found in the Advert section below.
26th May 2023	AEF TV	If your contract includes a AEF TV interview, please submit any specific questions to marketing@energynet.co.uk
26th May 2023	Hanging banner	If you have already ordered a hanging banner as part of your contract, please send your artwork to aef@energynet.co.uk
30th May 2023	Additional stand orders	Omnispace is our official contractor for Africa Energy Forum 2023. Omnispace will be able to provide the following stand services: catering, additional furniture, branding opportunities, audio visual, wifi, etc. Click here to login to the online shop. Please refer to the welcome email that was sent to you for your username and password to access the online shop. If you are unable to locate your login details, please email aef23@omnispace3d.com

 

Stand builders

You are permitted to employ your own Space Only stand builders. Our recommend stand builders are HOTT 3D and Omnispace.

HOTT 3D | Liam Beattie | liam@hott.co.za

Please note, the last day to order space only stands with HOTT 3D is Thursday 16 March 2023. After this date, HOTT 3D orders will incur additional air freight costs and final orders will be taken on Friday 28 April.

Omnispace | aef23@omnispace3d.com | +254731001723

Omnispace is a local contractor with local production facilities who will be able to take space only orders until Friday 12 May.

Kenyatta International Convention Centre (KICC)

City Square, along, Harambee Ave, Nairobi, Kenya

Tel: +254 20 3261000

 

Click here to plan your journey to the venue.

View the sales floorplan.

Click here to view KICC on Google Earth. 

Click here to view the location of the Courtyard and Lawn marquees.

Exhibitors should note that the Health & Safety at Work Act UK applies within the exhibition. All contractors and staff onsite during build and breakdown are required to sign and adhere to the site rules. One form must be completed by each exhibiting company by the 26th May 2023. Please note, it is not necessary for all members of staff to compete the form, only the most senior member of staff attending the event.  

Complete the Health & Safety Declaration form here.

Details on how to register your passes were included in the welcome email. If you cannot find these details, please email aef@energynet.co.uk

Shell scheme stand packages includes the following:

1. Shell scheme stand and walls
2. Carpet
3. Fascia nameboard with your company name and stand number 
4. Spotlights
5. 1 x power socket
6. 1 x table and 2 x chairs

Fascia Nameboard

Your company name, as submitted in your company profile, will be displayed by using vinyl lettering, which will be attached directly to the fascia.

Graphics / Display Materials / Signage

Lightweight display materials may be mounted directly onto the stand walls using velcro only (hook and loop side of velcro required). It is not permitted to attach display materials directly by the use of staples, tacks, glueing or nails. Any damage caused to the shell scheme panels, marquees or flooring in this way will be charged back to the exhibitor.

Additional Items

Should you wish to order any additional items outside your package e.g. graphics, electrics, furniture, catering, etc. please refer to the EXHIBITOR SERVICES & SUPPLIERS section of this manual.

What is a space only stand?

Each space only exhibitor receives an allotted stand space, literally ‘chalk marks on the marquee floor’. Space only or ‘free build’ exhibitors will need to contract a stand builder to design and construct their bespoke stand. It is important that you also take into consideration views of your stand from every angle, and ensure that the back of your structure, if visible, is cleanly finished off. Fixing items to the marquee structure or any surrounding shell scheme is strictly prohibited.

Stand Plans

All space only exhibitors must submit stand design information to the Organiser in advance of the show to gain approval to build. We require the following information to be emailed to Gerhard Venter at gv@geemanagement.co.uk. The deadline to provide this information is 26th May 2023.

• Stand plans (with full dimensions) including elevation drawings from all angles
• Risk Assessment
• Method Statement (with H&S representative details)
• Contractor contact details

Electrics

Space only/free build stands do not include any electrics as standard. If you require a mains connection, socket or other electrical equipment, please visit the online shop or contact aef23@omnispace3d.com.

Loading in

The sides of the marquees are 5m x 4m. Please ensure that you check your stand can fit within these measurements in order to unload into the marquee.

Additional Items

Should you wish to order any additional items outside your package e.g. graphics, electrics, furniture, catering etc. please refer to the EXHIBITOR SERVICES & SUPPLIERS section of this manual.

Stand Height

Single storey stands maximum height: 3.5 meters for central stands, 2.7m for stands around the perimeter

This includes all stand fittings, walls, lighting, signage and platforms and all stands must be built within the allocated time - overnight working is not available.

Platforms

Platforms are permitted but consideration to wheelchair and less-able bodied visitors must be given and ramps built into stand design if applicable.

Rigging

Due to the nature of the marquee structure, rigged structures are not permitted. If you would like to book a hanging banner above your stand (3m high x 2m width) please contact aef@energynet.co.uk. Please note availability will be dependent on the location of your stand within the marquee due to roof height variances.

Walling

Space only sites are not provided with any partition walling. On divided sites (where the stand adjoins neighbouring stands or the marquee), exhibitors are responsible for erecting their own walls meeting with the following requirements: -

• Partitions must be a minimum height of 2.5m and the back of your walls must be dressed above 2.4m in a plain, neutral colour to the maximum height of your stand.
• Branding and logos are not permitted on the rear of dividing walls where these overlook neighbouring exhibitors. 
• Exhibitors may not use the back of the other stand walls without the consent of the exhibitor concerned.
• Exhibitors adjoining a shell scheme stand may not use the reverse of the neighbouring shell as their dividing wall.

Solid runs of construction or walling along gangway edges are forbidden. All stands, irrespective of height, must have at least 50% of each side either open or fitted with (approved) transparent material with no more than a 3.5m continuous run of solid walling. Where runs of walling are to exceed 3.5m a minimum of 1m visual break must be incorporated. The break must span 0.5m to 2m in height measured from the building floor. This ensures a break for both wheelchair users and standing people. Furthermore, a visual break must be 100% transparent. Frosted windows will not be permitted as this contravenes a visual break.

Carpet

Space Only stands are required to provide their own carpet/flooring through their stand contractor. The organiser reserves the right to refuse the use of the material if it is not of an acceptable standard, or if it is not fire resistant.

Damage 

It is not permitted to attach display materials directly to the marquees by the use of staples, tacks, glueing, hanging or nails. Any damage caused to the marquees or flooring in this way will be charged back to the exhibitor.

If your contract includes a meeting room. Your meeting room package will be as follows:
 
Meeting room (8 persons)

• Hard walled 5m x 5m Pagoda with lockable door
• Boardroom set up including table and chairs for 8 people
• Carpet
• Meeting room number and logo outside of the door
• 1 x 1kW power socket
• Lighting

Keys 

Meeting room keys can be collected from Omnispace service desk, which is located in the marquee. 

Collection date and hours:

Monday 20th June 
12:00 - 16:00

Catering

Catering is not provided in the meeting room, should you require catering, please refer to the EXHIBITOR SERVICES & SUPPLIERS section of this manual.

Audio Visual

Audio Visual is not provided in the meeting room, should you require audio visual, please refer to the EXHIBITOR SERVICES & SUPPLIERS section of this manual.

Graphics

As part of your package, your company logo will be displayed on the outside of your meeting room door. Please be advised that signage can be placed in the inside of your meeting rooms only. EnergyNet does not permit signage to be placed directly outside of your meeting room and/or in the gangways. Please note, EnergyNet will remove any signage that is placed in those locations. If you require graphics for the inside of your meeting room, please contact aef23@omnispace3d.com to do so.

Additional Items

Should you wish to order any additional items outside your package e.g. graphics, electrics, furniture, catering, etc. please refer to the EXHIBITOR SERVICES & SUPPLIERS section of this manual.

Access & Accreditation

All contractors are required to submit the names of their workers prior to their arrival. Please complete the names here:

Contractor & Exhibitor Wristband Form

On arrival, contractors are required to sign in and collect a wristband in order to gain access to the marquees. Wristbands can be collected from the security desk located at the entrance of KICC. Please note identification may be requested. 

Audio Visual (AV)

Omnispace is the official AV supplier for Africa Energy Forum. Should you wish to order AV outside of your sponsorship package, please visit the online shop or use the contact details below:

Email: aef23@omnispace3d.com

Telephone: +254731001723

Carpet

Omnispace is the official supplier for carpet.

Shell scheme stands will be provided with carpet as part of their stand package. It is possible to change the colour of this carpet although this will be at your own cost. Should you wish to order a different type of flooring for your sponsorship package, please visit the online shop or use the contact details below:

Email: aef23@omnispace3d.com

Telephone: +254731001723

If you would like to bring your own carpet/flooring please contact the organiser (aef@energynet.co.uk) to let them know that you no longer require the stand package carpet, and would like to bring your own (please also supply the details of the material).

Space Only stands are required to provide their own carpet/flooring through their stand contractor. The organiser reserves the right to refuse the use of the material if it is not of an acceptable standard, or if it is not fire resistant.

Catering

Omnispace is the official and sole supplier for catering at Africa Energy Forum. Omnispace hold the exclusive right to supply all food and beverages consumed on-site. This is required so that the organisers can ensure strict controls of health and safety standards are in place. 

Should you wish to order catering outside of your sponsorship package, please visit the online shop or use the contact details below:

Email: aef23@omnispace3d.com

Telephone: +254731001723

Cleaning & Waste Removal Services

Omnispace is the official and sole supplier for cleaning and waste removal at Africa Energy Forum. The cost of basic stand cleaning is included in your contract. All stands will be cleaned overnight prior to each opening day of the event.

Please note: Contractors/exhibitors are responsible for ensuring that build and breakdown waste is disposed of properly. Any waste left by contractors or exhibitors will be charged to the exhibitor after the event.

Should you wish to order deep cleaning outside of your sponsorship package, please visit the online shop or use the contact details below:

Email: aef23@omnispace3d.com

Telephone: +254731001723

Electrics

Omnispace is the official and sole supplier for electrics. Exhibitors must order their electrical mains supply through Omnispace. Shell Scheme packages are supplied with an electrical socket and spot lights.

Should you wish to order electrics outside of your sponsorship package, please visit the online shop or use the contact details below:

Email: aef23@omnispace3d.com

Telephone: +254731001723

Freight services, deliveries, lifting, forwarding and storage

Exhibition Freighting GSM is the official and sole suppliers for freight services (including freight forwarding, deliveries, lifting and storage) at Africa Energy Forum. Exhibition Freighting GSM is the only company permitted to operate forklifts and other lifting machinery within the marquees, and can assist you with:

• Customs clearance
• Transportation of goods from within the UK and from overseas
• Forklift, trolley, and pallet truck hire services
• Handling of goods on site
• Empties storage

For enquires please contact:

Exhibition Freighting GSM
Daniel Stearman
daniel@ef-gsm.com
+44 (0)1732 926 339

Booking a Delivery Slot

All exhibitors and contractors who are bringing stand materials to KICC and want to unload or load a vehicle within the loading bay area, MUST book a time slot and date with our supplier, Exhibition Freighting GSM.

Please contact Exhibition Freighting GSM to book a time slot and delivery date using the details below:

Exhibition Freighting GSM
Daniel Stearman
daniel@ef-gsm.com
+44 (0)1732 926 339

Please note, failure to follow the above process will result in a delay in gaining access into the marquee.  

Floral

Omnispace is the official florist supplier at Africa Energy Forum. Should you wish to order floral, please visit the online shop or use the contact details below:

Email: aef23@omnispace3d.com

Telephone: +254731001723

Furniture

Omnispace is the official supplier for furniture. Shell Scheme packages are supplied with 1 x table and 2 x chairs as part of their package. Should you wish to order furniture outside of your sponsorship package, please visit the online shop or use the contact details below:

Email: aef23@omnispace3d.com

Telephone: +254731001723

Graphics: Design and Production

Omnispace is the official supplier for signage at Africa Energy Forum, and specialise in taking the latest print and cut technology to make your ideas a reality. They specialise in large format branding, including:

• Freestanding Signs
• Hanging Banners
• Pull Up Banners
• Branded Furniture
• Floor Graphics
• Information Desk                                                                                                                                                                                                                                               

Should you wish to order graphics, please visit the online shop or use the contact details below:

Email: aef23@omnispace3d.com

Telephone: +254731001723

Rigging 

Please note: rigging items above your stand is NOT permitted at the Africa Energy Forum. If you wish to book a 3m x 2m banner above your stand this can be done by emailing aef@energynet.co.uk. If you have already ordered a hanging banner as part of your contract, please send us your artwork by the 26th May 2023. 

Stand Builder

You are permitted to employ your own Space Only stand builders. Our recommend stand builders are HOTT 3D and Omnispace.

HOTT 3D | Liam Beattie | liam@hott.co.za

Please note, the last day to order space only stands with HOTT 3D is Thursday 16 March 2023. After this date, HOTT 3D orders will incur additional air freight costs and final orders will be taken on Friday 28 April.

Omnispace | aef23@omnispace3d.com | +254731001723

Omnispace is a local contractor with local production facilities who will be able to take space only orders until Friday 12 May.

Wi-Fi

There will be general Wi-Fi at the venue. Please note that this is for emails only. This Wi-Fi is not strong enough for any video calls, streams etc. Should you wish to order additional WI-FI, please visit the online shop or use the contact details below:

Email: aef23@omnispace3d.com

Telephone: +254731001723

If your contract includes an advert or hanging banner, please supply us with the artworks in the specifications listed below:

EVENT WEBSITE 

Location	Advert  Type	Pixels	Accepted File Types	Maximum File Size
Event Website	Banner Ad	728x90	JPG and PNG	40KB

 

HANGING BANNER

2m (H) x 3m (W) rectangle banner (10cm bleed) high resolution file

The material will be PVC with a weighted pole at the top and bottom.

The orientation of the hanging banner should landscape as this how it will be hung using eyelets at the top of the banner.

The bottom of the banner will roughly be 4m of the ground

Deadline date: 26th May 2023

EnergyNet takes the security of the event very seriously. We will be working with a local security team to secure the perimeter of the area.

Access during Build and breakdown

All contractors are required to submit the names of their workers prior to their arrival. Please complete the names here:

Contractor & Exhibitor Wristband Form

On arrival, contractors are required to sign in and collect a wristband in order to gain access to the marquees. Wristbands can be collected from the security desk located at the entrance of KICC. Please note identification may be requested. 

Access during the event open days

Bag searches will be required to enter the site and all attendees will need to register on arrival. Identification may be requested.

All persons onsite during the event will be required to have their official event badge or valid contractor wristband visible at all times. Failure to present this on request will result in removal from the event.

Accommodation

We have teamed up with EventBeds™ by NuBreed Hotels to offer exclusive and discounted rates at pre-approved hotels close to the KICC. 

To book five rooms or less using a secure booking link click here

If you need to book 6 rooms or more, require a free 1-2-1 VIP concierge service to help with booking your hotels or would like to pay via invoice, please click here.

Shuttle Buses 
Please note, shuttle buses to and from the venue (KICC) will only be available at hotels that are marked as headquarter hotel on the accommodation link. Please see below a list of headquarter hotels:

• Sarova Panafric
• Sarova Stanley Nairobi
• Radisson Blu Hotel & Residence, Nairobi Arboretum
• ibis Styles Westlands

Visa 

If you require a visa invitation letter please do ensure you get your registration completed urgently.

Click here to request a visa invitation letter.

We are looking forward to welcoming you to Kenya this year. Your health, safety and wellbeing is a priority for us and we are taking all the appropriate measures to ensure that Africa Energy Forum is a safe and successful event. With that in mind, the following safety measures have been adopted by EnergyNet.

Covid Guidelines
 
We will ensure that recommended Covid security measures are in place at the time following the local government guidelines and additionally we will:

• Encourage regular handwashing and place sanitiser stations at key locations throughout the venue.
• Conduct regular cleaning of communal facilities. Dedicated staff will be assigned to disinfect common areas including frequently touched surfaces.
• All event areas will undergo rigorous cleaning before, during and after the event. All conference, meeting and breakrooms will be cleaned in-between sessions.
• Safe room and marquee layouts will be adhered to and effective queue management will be put in place to avoid overcrowding.
• Wearing of masks and other personal protective equipment will be based on local regulations at the time. Currently the wearing of masks is NOT mandatory inside the event venue, however we will remain a mask-friendly event for those who prefer to wear one.

We will NOT be checking vaccination or negative status on entry to the event but note that if you are travelling internationally this is likely to be required. Please ensure to check your country's travel advice in regards to visiting Kenya, and any vaccination or testing requirements you may be obligated to do to enter the country.

Our approach to safety is based on information currently available with respect to large gatherings in any particular community. We will of course be consistently checking and adhering to the guidance and advice given to us by the public health authorities in Kenya to ensure that AEF operates in accordance with local regulations, whilst also meeting international health and safety standards.
 
If we can help with anything else that is not answered here, or you would like some additional information please contact aef@energynet.co.uk

Operations 

Samantha Robinson - Customer Success Manager
Email: aef@energynet.co.uk

Sales

Damon Thompson - Director
Email: Damon@EnergyNet.co.uk

George Hudson - Business Development Manager
Email: George@EnergyNet.co.uk

Howard Yuchetel - Business Development Manager
Email: Howard@EnergyNet.co.uk
 
Marketing

Elle Kelly - Marketing Manager
Email: Elle@EnergyNet.co.uk

Poliana Sperandio - Marketing Manager
Email: Poliana@EnergyNet.co.uk                                                                                                               

Production

Gemma Gosling - Public Sector Engagement Manager 
Email: Gemma@EnergyNet.co.uk

Shiddika Mohamed - Group Director, Conferences
Email: Shiddika@EnergyNet.co.uk