Exhibitor Manual

Build Dates & Times

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

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

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.

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.

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:

• Using Leadcapture (how to) – This is a step-by-step guide on how to use lead captures
• Using the exhibitor portal – This is a step-by-step guide on how to use the Cvent exhibitor portal

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

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

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.

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)

EVENT MAGAZINE

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.

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.

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

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