25 - 26 April 2023
Radisson Blu Upper Hill Hotel,
Nairobi
WELCOME TO EAST AFRICA COM 2023
Exhibition Manual
Here you will find the relevant information and forms to complete for East Africa Com 2023. If you have any questions, please contact Angel at angel.mudure@Informa.com. Please ensure you read each section carefully and meet the required deadlines. We look forward to working with you in making this a successful event!
PRE-EVENT CHECKLIST
To ensure you have a smooth running and successful event please use the below checklist for your pre-event preparations:
- Check what your package includes
- Submit your completed Health & Safety form by Friday 24th March, 2023
- Send me your company logo & profile by Friday 10th March, 2023
- Register your passes by Friday 14th April, 2023
- Order additional event venue services by Tuesday 4th April 2023.
- Order additional event exhibition services by Friday 14th April 2023.
- Book your accommodation
- Apply for your visa if required
- Schedule your deliveries
- Check the event timings (including set-up and breakdown)
- Other Important Information
- Couldn't Find What You Are Looking For?
- Read our sustainability, code of conduct & insurance information
VENUE DETAILS
Radisson Blu Nairobi, Upper Hill Hotel
Elgon Road
Nairobi, 00100
Kenya
Tel: +254 (0) 709 810 000
Website: click here
The exhibition will be taking place in the Mount Kilimanjaro 1 and 2 rooms which will be located on the Ground Floor.
The main conference sessions will be taking place in the Mount Kilimanjaro 3 room also located on the Ground Floor.
Leaders In Summit which is scheduled for Tuesday 25th April will be taking place in the Mount Elgon 1 room located on the First Floor.
AHUB East which is scheduled for Wednesday 26th April will be taking place in the Mount Elgon 1 room on the First Floor.
Further Information
Please see below further information you may need regarding your presence at East Africa Com.
YOUR STAND - SHELL SCHEME
Purchased shell scheme stand packages will have included: shell walls, colour fascia with company name and stand number on all open sides, 2x chairs, 1x table, 2x spotlights, 1x waste bin (Paper Bin) and 1 x power socket (please refer to list here).
You will also be provided with a name board - Please fill out the form HERE by Friday 14th April 2023 and submit it to Anne Mutugi.
IMPORTANT: This is unable to be amended onsite, so please ensure this is correctly filled in as you would like it to look at the event.
Please submit all shell scheme stand item, or service, orders by Friday 14th April to Anne Mutugi.
Should you wish to order anything additional, please go to the relevant EVENT SERVICES sections on this page to complete and submit the respective order forms.
ALL ADAPTERS & EXTENSION LEADS MUST BE PROVIDED BY EXHIBITORS. INFORMA TECH WILL NOT BE ABLE TO PROVIDE THESE ON SITE.
EVENT SERVICES - EXHIBITION
The TEM-CO Shell Scheme Order Form can be accessed HERE. Please fill it in to request any of the below services, or products:
- Electricity
- Graphics/Booth Printing
- Additional furniture
- Additional AV
- Plants/Floral Decorations
To submit you form, or for more information, please contact Anne Mutugi.
If you wish to hire any Event Staff/Hostesses please contact Anne Mutugi to place your order.
The deadline for submitting them is Friday 14th April 2023, unless stated otherwise.
After this date your request may be refused, or charged a premium rate.
EVENT SERVICES - VENUE
If you would like to arrange any of the below for your exhibition stand, or meeting room, please contact Stella Njuguna:
- Catering
- Stand Cleaning
- Private Internet Connection
The deadline for submitting them is Tuesday 4th April 2023.
After this date your request may be refused, or charged a premium rate.
HEALTH & SAFETY FORM
You must complete a Health and Safety Form and send it back to Angel by Friday 24th March 2023.
CLICK HERE TO ACCESS THE HEALTH & SAFETY FORM
Please note that you cannot have any items/banners higher than 2.5m.
BUILD: all stands must be no more than 2.5m in height. For any signage you would like to bring please note that you can stick them onto the walls, however there can be no:
- Drilling or screwing
- Pins
- Double sided tape (BARNIER 100)
- The walls must be returned in the same state or there will be applicable charges
- All stands must be no more than 2.5m in height.
LOGO & PROFILE - Deadline: 10th March 2023
Please email the most up to date versions of your company logo in the below file formats and the company profile to Angel.
1. .ai and .eps Logo - high resolution file
2. .Jpeg Logo - low resolution file for the event website
3. 50-100 word company logo - for the event website
Check your current listing HERE
PASS REGISTRATION - Deadline: 14th April 2023
You will shortly receive a welcome email with a link to register your passes. If you have not received you email within 2 days of you welcome email please let me know.
The deadline for you to register your passes is Friday 14th April.
Please DO NOT send us your pass information via any means as this is managed by you on your own Visit account. Please see our how to guide on the steps needed to register your staff.
ACCOMMODATION & TRAVEL
ACCOMMODATION
The cost of accommodation is not included in your pass.
We have special rates with the conference hotel and others nearby which you can book via the link below:
Please book your accommodation using the link HERE.
TRAVEL
The cost of any flights, trains or transfers are not included, please arrange your own travel if necessary.
VISA LETTER
Should you or your colleagues require a visa letter please contact the Registration Team to receive a form by email. Visa letters can only be acquired after an individuals registration is complete.
SHIPPING AND FREIGHT
EXHIBITION FREIGHTING GSM
We strongly recommend that you use the Official Freight handler Exhibition Freighting GSM for this event. Please have a look at the file here which lists the different services available. Upon completion, please return the form to Daniel Stearman. The contact details for EF GSM are below:
Daniel Stearman
Email: daniel@ef-gsm.com
Tel: +44 (0) 1732 885131
Fax: +44 (0) 1732 886689
www.ef-gsm.com
YOUR OWN SERVICE PROVIDER
If you choose not to use the official freight handler, please use the following delivery instructions:
- Goods can be delivered up to 2 working days before your event. Please ensure that your items arrive no sooner than Friday 21st April.
- All items must be correctly labelled. Please use the delivery label below.
- Informa Tech & the venue cannot clear any customs for any event nor are they responsible for any delays.
- Informa Tech & the venue cannot be held responsible for the shipping of any equipment nor are they responsible for the collection and receipt of any deliveries.
EVENT TIMINGS
24th April 2023
Registration : 3:00pm - 6:00pm
Shell Scheme Set Up: 5:00pm - 8:00pm
25th April 2023
Registration: 8:00am - 6:00am
Conference: 8:55am - 5:00pm
Exhibition: 9:00am - 5:00pm (exhibitors can access from 8:30am)
Awards Ceremony & Drinks Reception: 5:00pm - 8:00pm
26th April 2023
Registration opens: 8:00am
Conference: 9:00am - 4:30pm
Exhibition: 9:00am - 4:30pm (exhibitors can access from 8:30am)
Breakdown: 4:30pm - 6:30pm*
*IMPORTANT: Please note that the meeting rooms will strictly be closing by 5:00pm on each event day.
OTHER IMPORTANT INFORMATION
SECURITY:
Bags will be scanned on arrival at the main entrance to the venue, so please allow more time for this in order to get to the event spaces on time.
DELIVERIES
Packages can arrive no earlier Friday 21st April between 8am - 6pm.
COULDN'T FIND WHAT YOU WERE LOOKING FOR?
If you still have any questions please feel free to contact me.
My full details below are below:
Angel Mudure
Email: angel.mudure@informa.com
Tel: +44 7795 409 411
ADDITIONAL POLICIES
CODE OF CONDUCT
Informa Tech is dedicated to providing an inclusive and safe event experience for everyone, regardless of gender, age, sexual orientation, disability, physical appearance, body size, race, nationality or religion. We do not tolerate harassment of participants in any form. We are a diverse community of professionals, and we conduct ourselves professionally. Please be considerate and careful with your words and actions. Exhibitors in the expo hall, evening party hosts and organizers of concurrent activities should be aware they are subject to the code of conduct. Exhibitors and party hosts may not promote sexualized or offensive imagery or activities. Exhibition and party staff should not use sexualized clothing/uniforms/costumes, or otherwise create a sexualized environment. Participants asked to stop any behavior are expected to comply immediately. If a participant or sponsor engages in behavior that violates this code of conduct, Informa Tech staff may take action they deem appropriate, including warning the offender or expulsion from the event with no refund.
SUSTAINABILITY
Informa Tech is committed to a role of environmental and sustainable leadership in every aspect of our business and recognises the responsibilities we have to our employees, our customers, our suppliers, the communities we work within and the environment as a whole.
Our contribution to a sustainable and environmentally harmonious society is based upon best practice and covers:
Environment: We use recycled materials for office and event documentation and reduce the use of plastics in all our event collateral
Community: To encourage sustainable development in the wider business we endeavour to utilise environmentally accredited venues and support regional agricultural practice by insisting on using locally grown produce for catering at all our large events.
Relationships: Informa Tech has developed an alliance with the Carbon Neutral Company and as a further example of our customer centricity, we strive to locate our events central to where we feel the majority of attendees originate.
IMPORTANT
By registering for this event you acknowledge recordings, video, and photographs are being taken during the event. By you entering this virtual event, you give unqualified consent to: Informa Tech, its agents, licensees to record, use and publicise your voice, actions, likeness, and appearance, in any manner and media, worldwide in perpetuity. If you wish to avoid being recorded, please do not enter this event.