Local by-laws for the City of Tshwane require exhibitors to make various submissions to the Emergency Management Services (EMS) for evaluation and approval depending upon the nature of their stand design.
All Floor Space Only stands must submit a detailed drawing to the Organisers by no later than Friday, 26 April 2019 for submission to Tshwane EMS.
The Safety Officer will submit the drawing to the Tshwane EMS and will have the plan stamped and approved on the exhibitors’ behalf.
All exhibitors must complete Form No. 2 and submit this form along with all supporting documentation to the event Organisers no later than Friday, 3 May 2019.
The structure of a stand must safely sustain the combined dead and imposed loads without any deflection or deformation which will impair stability. No solid ceiling, double-storey or out of the ordinary stands may be used without prior permission – a Structural Engineers Certificate must be provided for these stands (see Form No. 2). 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 stand 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 (these must be removed from venue)
Any flammable materials must be treated with a fire retardant substance and certified as such prior to commencement of construction. Should no certificate of fire retardation be supplied by an exhibitor, the Fire Department Emergency Management Services have the right to fine transgressors.
The Fire and Emergency Services will conduct an inspection of the exhibition on the last day of build-up to ensure compliance and should full compliance with regulations not be met, they have the right to delay the opening of the event or fine transgressors.
- Combustible materials include items such as draping/curtaining, backdrops, thatch, wood etc. Stage, audio, lighting and other production equipment used by the technical contractors is included in this definition.
- The Fire and Emergency Services have banned the use of hay and hessian from indoor exhibitions.
- Combustible materials are to be treated with a fire retardant substance as approved by the Fire and Emergency Services and compliant with SABS standards. Certificates from recognized suppliers confirming retardation must be submitted to the event Organiser.
- Carpet fire rating must comply with SANS 10400.
- PVC used as a stand closure or as an exhibit is NOT allowed.
- When material draping is used as part of a display, please ensure the draping does not come into contact with electrical wiring, fittings or globes. Draping and curtaining must end no lower than 5cm above the carpeted floor.
- The venue has maximum allowance for LPG and as such exhibitors will be granted approval based upon a first come first served basis.
- Only one 9kg gas cylinder is permitted per application. Greater quantities must be approved in writing by the local Council. Any spare cylinders must be stored outside of the building in a lockable facility. The keys for the facility will be retained by the event Organiser who will oversee the exchange of LPG cylinders.
- A qualified installer with the relevant license must install the gas connection and sign off the installation on a Certificate of Compliance. A copy of the relevant license and Certificate of Compliance must be made available to the Fire & Emergency representative and a copy must be supplied to the venue's Safety Officer.
- A 9kg dry powder fire extinguisher must be installed in close proximity to the gas cylinder.
- Clear signage must be displayed indicating where the gas cylinder has been installed.
- Clear signage must be displayed indicating where the fire extinguisher has been installed.
- The gas cylinder must be easily accessible and not locked or blocked. All piping must be in good working order and have permanent connections with no leaks.
Exhibitors must inform the Organisers by 3 May 2019 if you intend using gas on your stand. Please e-mail Michelle Crouwkamp: firstname.lastname@example.org, who in turn will get authorization from the Health & Safety Officer.