Exhibitor Manual

Africa Energy Forum 2022

Welcome

This exhibitor manual is designed to help you plan a successful exhibition, to avoid any problems and to enjoy a smooth, trouble-free run-up to the event. Please do not hesitate to contact the organising team if you have any queries.

Please ensure you read this manual fully and don't forget to get your completed forms back to the correct suppliers by the stated deadlines.

This manual is not designed to replace our personal service. If you have any questions, require special assistance or any clarification whatsoever, please do not hesitate to contact us.

Have a great exhibition!

Exhibition Timetable

Build Dates & Times

Date Time  Schedule
Sunday 19th June 2022 08:00 - 20:00 Access for Space Only Exhibitors
Monday 20th June 2022 08:00 - 16:00 Access for Space Only Exhibitors
Monday 20th June 2022 12:00 - 16:00 Access for Shell Scheme Exhibitors & Meeting Room Holders
Tuesday 21st June 2022 08:00 - 12:00 Access for Space only,  Shell Scheme Exhibitors & Meeting Room Holders

PLEASE NOTE, ALL STANDS MUST BE COMPLETED BY 4PM ON MONDAY 20TH JUNE 2022 

On build-up days, contractors & exhibitors are required to wear a wristband in order to gain access to the hall. Please note, access will be refused to all contactors & exhibitors who are not wearing a wristband. Wristbands can be collected from the security desk located at the front entrance of the hall.

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

 

Open Dates & Times

Date Open Times
Tuesday 21st June 12:00 - 19:30
Wednesday 22nd June 07:30 - 18:30
Thursday 23rd June 08:00 - 18:30
Friday 24th June 08:00 - 14:30

Please note, the power will terminate each night 30 minutes after the show closes unless a 24hr supply has been specifically requested.

 

Breakdown Dates & Times

Date Time Schedule
Friday 24th June 2022 14:30 - 16:30 Breakdown for Shell Scheme Exhibitors
  15:30 - 20:00 Breakdown for Space Only Exhibitors
Saturday 25th June 2022 08:00 - 16:00 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 hall 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 hall. Please note that any items left in the halls after 4pm on Saturday 25th June 2022 will be deemed as rubbish and thrown away. The exhibitor/contractor responsible for the rubbish will be charged accordingly.

Deadlines

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 format to exhibitors@energynet.co.uk
ASAP Company Profile Submit 150-word company profile to be included in the event networking app and website to exhibitors@energynet.co.uk
ASAP Stand type Confirm your stand type (e.g. shell scheme or space only) to exhibitors@energynet.co.uk
ASAP Company Name

Confirm Company name to display on Fascia and Exhibitor Lists to exhibitors@energynet.co.uk

Please note otherwise we will use the company name as displayed on your contract.

13th May 2022 AEF TV Submit any specific questions requested for AEF TV interviews to marketing@energynet.co.uk
ASAP Social Media Boost Submit 150-word company profile to be included in the event networking app and website to exhibitors@energynet.co.uk 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
16th May 2022 Advert on event website  If your contract includes an advert, please supply us with the artworks to exhibitors@energynet.co.uk. Sizes found in the Advert section below.
16th May 2022 Health and Safety declaration form Submit Health and Safety declaration form to exhibitors@energynet.co.uk
16th May 2022 Space only plans Submit space only plans to Gerhard Venter at gv@geemanagement.co.uk
16th May 2022 Staff passes Register staff passes. Please see this link to register. Use the code given in the welcome email to register your passes. 

Venue Information

Tour & Taxis Av. du Port 86C (entrance by foot)
Av. du Port 88 (entrance for vehicles)
1000 Bruxelles, Belgium
Tel: +32 2 426 12 22

Click here to plan your journey to the venue.

Africa Energy Forum 2022 is located in Sheds 1, 2 & 3.

Health & Safety Declaration Form

Exhibitors should note that the Health & Safety at Work Act applies within the exhibition. The venue requires that all exhibitors and contractors comply with Belgium Law and the venue regulations at all times. Each exhibitor must complete the  Health & Safety Declaration form by the 16th May 2022.

STAND TYPES

Shell Scheme Stands

Stands 20m2 and below are considered to be a shell scheme stand. If you wish to change your stand to space only, please send an email to exhibitors@energynet.co.uk by Monday 16th May 2022. Unfortunately, we cannot accept requests once the deadline has passed. 

Shell scheme stand packages includes the following:

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

Fascia Nameboard

Your company name 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 or nails. Any damage caused to the shell scheme panels 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 contact: The Works Events
AEF@theworksevents.com
+31 46 44 20 517

Space Only Stands

Stands 20m2 and above are considered to be a space only stand. If you wish to change your stand to shell scheme, please send an email to exhibitors@energynet.co.uk by Monday 16th May 2022. Unfortunately, we cannot accept requests once the deadline has passed. 

What is a space only stand?

Each space only exhibitor receives an allotted stand space, literally ‘chalk marks on the concrete floor’. Space only or ‘free builds’ 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 clearly finished off. Fixing items to the hall structure or any surrounding shell scheme is strictly prohibited.

Electrics

Space only/free build stands do not receive any electrics as standard. If you require a mains connection, socket or other electrical equipment, please contact The Works Events: AEF@theworksevents.com

Additional Items

Should you wish to order any additional items outside your package e.g. graphics, electrics, furniture, catering, etc. Please contact The Works Events: AEF@theworksevents.com

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 will require the following information that should be emailed across to Gerhard Venter at gv@geemanagement.co.uk. The deadline to receive this information is 16th May 2022.

  • Stand plans (with full dimensions)
  • Risk Assessment
  • Method Statement (with H&S representative details)
  • Contractor details

Loading bay doors

The loading doors are 200cm width on 260 high and 230cm width and 230 high. Please ensure that you check your stand can fit within the loading bay doors. 

SPACE ONLY STAND REGULATIONS

Single storey stands - 4 meters

This includes all Stand fitting, walls, lighting, signage and platforms and all stands must be built within the required time - overnight working is not available.

Platforms

Platforms are permitted but consideration to wheelchair and less-able bodied visitors must be given.

Walling

Space only sites are not provided with any partition walling. On divided sites (where the stand adjoins neighbouring stands or the Venue), exhibitors are responsible for erecting their own walls meeting with the following requirements: -
  1. Partitions must be a minimum height of 2.5m and the walls must be dressed above 2.4m in a plain, neutral colour to a maximum height of your stand.
  2. Branding and logos are not permitted on the rear of dividing walls where these overlook neighbouring exhibitors.
  3. Exhibitors may not use the back of the other stand walls without the consent of the exhibitor concerned.
  4. 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 frontage either open or fitted with (approved) transparent material with no more than a 4m continuous run of solid walling. Where runs of walling are to exceed 4m 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.

Supplier Contact Information

Audio Visual (AV)

The Works is the official AV supplier for Africa Energy Forum.

For enquires please contact:
The Works Events
AEF@theworksevents.com
+31 46 44 20 517

Badge scanners 

You can purchase a lead capture device and/or app to capture your leads, so there is no need to worry about the hassle of writing contact information down. You can choose to order and pay for an app license (downloaded to one device only) or you can purchase a physical scanner. 

To order this, please login to the Cvent exhibitor portal (login details have already been sent to you), and select lead capture devices. If you haven’t received your login details, please contact exhibitors@energynet.co.uk 

I have included two useful links below:

Carpet

The Works 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. If you would like to bring your own carpet, please contact the organiser (exhibitors@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). 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. Space Only stands are required to provide their own carpet through their official stand contractor.

Car Park

The cost of parking at Tour and Taxi is 10€ inc. per day / per car

Catering

The Works is the official and sole supplier for catering at Africa Energy Forum. The Works hold the exclusive right to supply all food and beverages consumed on-site, and charges will be levied directly to you if any external catering is used without consent from The Works, including any buyout fees charged onsite or post event. Consideration may be given to an exhibitor to provide their own catering in exceptional circumstances, and only where approval has been sought in advance from The Works and corkage fees have been paid.

For enquires please contact:
The Works Events
AEF@theworksevents.com
+31 46 44 20 517

Cleaning & Waste Removal Services

The Works 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.

For enquires please contact:
The Works Events
AEF@theworksevents.com
+31 46 44 20 517

Electrics

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

For enquires please contact:
The Works Events
AEF@theworksevents.com
+31 46 44 20 517

Freight services, lifting, forwarding and storage

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

Please click here for more information, and quotation request form.

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

Floral

The Works is the official florist supplier at Africa Energy Forum.

For enquires please contact:
The Works Events
AEF@theworksevents.com
+31 46 44 20 517

Furniture

The Works is the official supplier for furniture. Shell Scheme packages are supplied with 1 x table and 2 x chairs as part of their package.

For enquires please contact:
The Works Events
AEF@theworksevents.com
+31 46 44 20 517

Rigging - Venue 

Please note: rigging branded items above your stand is considered an additional sponsorship opportunity, and must therefore be booked via the EnergyNet sales team:
exhibitors@energynet.co.uk 

Items rigged that are not branded are not subject to a sponsorship fee. 

The Works is the official and sole supplier for rigging points at Africa Energy Forum (i.e. The Works are the only suppliers allowed to attach rigging equipment (such as motors and drop wires) to the physical fabric of the building). They are also able to rig some items in advance of your arrival.

Please note: Fly height and weight restrictions are in place at Tour & Taxis, therefore rigging requirements cannot be guaranteed until full details have been received and analysed by The Works and the technical department. When ordering suspension equipment, it is a legal requirement under LOLER to provide The Works with a plan that accurately shows the following:

  • The suspension point locations, and their orientation in relation to the building
  • The weight of each point
  • The "hook" height required
  • The date of the lifting operation
  • A brief description of the equipment to be flown 

The Works can also quote to hoist and fix items.

For enquires please contact:
The Works Events
AEF@theworksevents.com
+31 46 44 20 517

Signage: Design and Production
 
The Works 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

Stand Builder

Our recommended stand builder is:

The Works Events
AEF@theworksevents.com
+31 46 44 20 517

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. If you require this, please purchase additional Wi-Fi with The Works.

The Works Events
AEF@theworksevents.com
+31 46 44 20 517

Meeting Rooms

If your contract includes a meeting room. Your meeting room package will be as follows:
 
Meeting room (6 persons)

  • Boardroom set up including tables and chairs for 6 people
  • White carpet
  • Black shell scheme walling and lockable door
  • Meeting room number and logo on the outside of the door
  • 1 x 1kW power socket
  • Spotlights

Meeting room (12 persons)

  • Boardroom set up including tables and chairs for 12 people
  • White carpet
  • Black shell scheme walling and lockable door
  • Meeting room number and logo on the outside of the door
  • 1 x 1kW power socket
  • Spotlights

Keys 

Meeting room keys can be collected from The Works service desk, which is located in the exhibition hall. 

Collection date and hours:

Monday 20th June 
12pm - 4pm

Visual

Click here to see the meeting room visual for the 6 person meeting room

Click here to see the meeting room visual for the 12 person meeting room

Catering

Catering is not provided in the meeting room, should you require catering, please contact The Works to do so.

Audio Visual

Audio Visual is not provided in the meeting room, should you require audio visual, please contact The Works to do so.

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 The Works to do so.

Additional Items

Should you wish to order any additional items outside your package e.g. graphics, electrics, furniture, catering, etc. Please contact The Works Events: AEF@theworksevents.com

Deliveries

Book a Delivery Time

All exhibitors and contractors who are bringing stand materials to Tour & Taxis 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 up the above process will result in a delay in gaining access to the loading bay. 

Other Freight Services

Exhibition Freighting GSM can also help with other freight services including:

  • 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

Please Note: Exhibition Freighting GSM is the only company permitted to operate forklifts and other lifting machinery within the halls.

 

Advert

Africa Energy Forum will not be having a physical show guide this year. Therefore, if your contract includes an advert, this means you will have advertisement in the EnergyNet Magazine as well as an advert on the Event Website.

Please supply us with the artworks in the specifications listed below:

EVENT WEBSITE (please submit one of the below)

Location Advert  Type Pixels Accepted File Types Maximum File Size
Event Website  Banner Ad 728x90 JPG and PNG 40KB
Event Website MPU Ad 300x250 JPEG and JPG 40KB

 

EVENT MAGAZINE

Type Size Specifications
A4 Advert (Full page) 210mm x 297mm

Portrait advertisement, supplied in English in a high resolution (300 dpi and above) CMYK PDF format.  Please ensure your advertisement has a 10mm margin, crop marks, the bleed runs over the edges (3mm on all edges) and the fonts are all embedded.

A5 Advert (Half page) 210mm x 148mm Landscape advertisement, supplied in English in a high resolution (300 dpi and above) CMYK PDF format.  Please ensure your advertisement has a 10mm margin, crop marks, the bleed runs over the edges (3mm on all edges) and the fonts are all embedded.

 

Accommodation

We have secured preferential rates for accommodation at the following hotels for the duration of the forum:

Click here to book your accommodation at hotels close by to Tour & Taxis

Please note availability is limited so early booking is advised.

Visa Information

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

Please click here to request a visa invitation letter.

The Team

Operations Team

Larelle Brown - Senior Operations Executive
Email: Larelle@EnergyNet.co.uk
Tel: +44 (0) 207 384 8032

Tamryn Bowman - Operations Executive
Email: Tamryn@EnergyNet.co.uk
Tel: +44 (0) 207 384 7864
 
Sales

Damon Thompson - Director
Email: Damon@EnergyNet.co.uk
Tel: +44 (0)75 0022 0913

George Hudson - Business Development Manager
Email: George@EnergyNet.co.uk
Tel: +1 (929) 442 7490

Howard Yuchetel - Business Development Manager
Email: Howard@EnergyNet.co.uk
Tel: +44 (0) 207 384 7975
 
Marketing

Harpreet Sohanpal – Director of Marketing Operations
Email: Harpreet@EnergyNet.co.uk
Tel: +44 (0) 207 384 7955
 
John Whiting - Head of Digital
Email: John@EnergyNet.co.uk
Tel: +44 (0) 78 7964 3562

Monica Rico Castrillo - Senior Marketing Executive
Email: Monica@EnergyNet.co.uk                                                                                                                         
Tel: +44 (0) 20 7384 8130

Production

Gemma Gosling - Public Sector Engagement Manager 
Email: Gemma@EnergyNet.co.uk
Tel: +44(0) 207 384 8217

Harry Gibson - Producer
Email: Harry@EnergyNet.co.uk
Tel: +44 (0)207 384 82 63

Shiddika Mohamed - Group Director, Conferences
Email: Shiddika@EnergyNet.co.uk
Tel: +44 (0) 207 384 7914

Covid Guidelines

We are looking forward to welcoming you to Brussels 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.
 
We will ensure that recommended Covid Security measures are in place 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 hall 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 Belgium and any vaccination or testing requirements you may be obligated to do to enter the country.

Please note that the Belgian Government has significantly eased COVID-19 restrictions. However, wearing a face mask remains mandatory on public transport and in healthcare facilities for those above 12 years old.

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 Belgium 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  exhibitors@energynet.co.uk