Welcome to the Exhibitor Zone

The Exhibitor Zone is your checklist for a successful show. Open the tabs here to find all the forms, deadlines, documents and details you need, including experienced Kallman staff to help you every step of the way! Each Exhibitor Zone is unique to include specific information for each and every show, region and industry.

Venue
Air Force Base Waterkloof 378-Jr
Western Entrance 4th Street
Centurion, 0157
City of Tshwane, Gauteng, South Africa
Map | Venue | Gate Accesses


Show Hours

Trade Days
Wednesday, September 19, 2018
Exhibitor Access: 8:30am - 5:00pm
Trade Visitor Access: 10:30pm - 5:00pm

Thursday, September 20th - Friday, September 21st, 2018
Exhibitor Access: 9:00am - 5:00pm
Trade Visitor Access: 9:00am - 5:00pm

Public Days
Saturday, September 22nd - Sunday, September 23rd, 2018
Exhibitor Access: 8:00am - 5:00pm
Trade & Public Visitor Access: 8:00am - 5:00pm
 


Build-Up and Dismantle

Build-Up:
SPACE ONLY:
Wednesday, September 5th - Tuesday, September 18th, 2018
8:00am - 8:00pm
TURNKEYS:
Sunday, September 16th - Monday, September 17th, 2018
8:00am - 5:00pm

  • Monday, September 17th 
    • The Safety officers will be inspecting stands, however, final touches are permitted. No construction other than applying graphics, setting up furniture, etc. Hall cleaning will be taking place during the day.
  • Tuesday, September 18th
    • A media orientation will take place and final inspection of all stands must be complete on later 6:00pm. Stands not completed in time for the inspection will not be certified and permitted to exhibit.  Final cleaning of the hall will take place at 6:00pm.

 

Dismantle:
Sunday, September 23th, 2018 •
6:00pm - 8:00pm
•  Hand carry items can be removed through a designated exit and that the goods were signed in on arrival at the Organizer’s Office.
•  Dismantling and re-packing of materials and exhibits will not be permitted, except for weapons and ammunition and light and portable models.
Monday, September 24th - Thursday, September 28th, 2018
8:00am – 6:00pm 

 


Safety Clothing
Helmet and closed toe footwear are required at all times during build-up and dismantle.

Kallman Worldwide does not provide safety clothing.

 


Parking Information

Click here to view the allotment specific to your stand.   Should you require additional parking passes, please contact the Operations Specialist, Sharon Slender.  The parking passes will be available when you pick up your exhibitor passes.

 


Exhibitor Badges

The organizers have allocated complimentary exhibitor passes based on the square meter size of your stand.

Click here to view the allotment specific to your stand.   You will receive a separate email with a direct link, username and password to place your pass order from the AAD 2018 Show Organizers.  

Badges can be picked up at three collection points at the show site starting September 4th.    Collection point location’s details to follow.
 

US1 - USA Partnership Pavilion Visitors Guide

As an exhibitor in the USA Partnership Pavilion, your company is entitled to a free listing in USA PArtnership Pavilion Visitors Guide.

Deadline: August 6, 2018

Mandatory | All Exhibitors

 

US2 - Turnkey Stand Identification

Submission of this form will signify how your company name will appear on both your fascia and counter that are included in your turnkey package. Failure to complete this form, and we will revert to the company name listed on your contract.

Deadline: August 21, 2018

Mandatory | Turnkey Exhibitors

 

US3-E - Electrical and Transformers

  • Additional electrical outlets to give your presence more power.
  • Transformers to ensure your equipment will run without a glitch.

Deadline: August 21, 2018

Optional | Turnkey Exhibitors

 

US3-F Furniture and Accessories Form

  • Carpet color and thicker carpeting upgrades for a more polished look and enhanced comfort.
  • Furniture upgrades to meet specifications for enhanced functionality such as group meetings, presentations and hospitality.

Preview furniture catalogue here!

Deadline: August 24, 2018

Optional | Turnkey Exhibitors

 

US3-G Graphics Form

  • “Seamless”/ Full Wall Fabric Graphics
  • Back Wall Light Frame Fabric Graphic

Deadline: August 21, 2018

Optional | Turnkey Exhibitors

 

US4 - Space Only Stand Design Submission

As part of the USA Partnership Pavilion, we ask as a courtesy that a drawing or plan of the proposed booth installation be submitted for review. We want to ensure its overall cohesiveness with our design as well as identify any conflicting items that will disturb neighboring companies.

Deadline: August 7, 2018

Mandatory | Space Only Exhibitors

 

US5 - Onsite Contact Information

Opt-in to receive notifications onsite. These may include emergency updates, reminders for program events, and/or schedule changes.

September 5, 2018

Mandatory | All Exhibitors

 

US6 - Press Release & News Form

Submit your news for the USA Partnership Pavilion "Ask America" Preview Press Release. This service is provided free of charge to promote news only. Please do not submit marketing or promotion content. If your submission is not about something new, it will not be included. 

Deadline: August 15, 2018

Optional | All Exhibitors

 

Co-Exhibitor Form

This form is to be completed ONLY if you are hosting shared space for other companies or organizations on your stand.

Deadline: July 10, 2018

Mandatory | All Exhibitors (if hosting co-exhibitors)

 

US2 & US3 orders received after the deadline date will be subject to a 20% Late Fee.
For questions, comments & concerns, contact the Kallman Worldwide AAD Exhibitor Services Team.

Online Manual Link

Technical Manual (PDF)

*Please contact your Kallman Worldwide Exhibitor Services Specialist if you have not received your login details.

We encourage you to become familiar with the entire exhibitor manual, as there may be other services you need.  We strongly suggest that you review your Online Exhibitor Manual on a regular basis for updates.

Turnkey Exhibitors
MANDATORY FORMS
August 15, 2018 | Catalogue Entry 
August 20, 2018 | Exhibitors Photo Passes
OPTIONAL FORMS
August 15, 2018 | Catering
August 15, 2018 | Exhibitors Catalogue Advertisement Form
August 15, 2018 | Temporary Staff
August 24, 2018 | AV & IT 
September 18 | Business Visitor Invitation



Space Only Exhibitors
MANDATORY FORMS
August 15, 2018 | Approval of Raw Space Stand Design
August 15, 2018 | Catalogue Entry 
August 20, 2018 | Contractor Photo Passes
August 20, 2018 | Exhibitors Photo Passes
August 20, 2018 | Service Provider Photo passes
August 24, 2018 | Electrical Power & Lighting
OPTIONAL FORMSAugust 15, 2018 | Catering
August 15, 2018 | Exhibitors Catalogue Advertisement Form
August 15, 2018 | Temporary Staff
August 24, 2018 | AV & IT 
September 18 | Business Visitor Invitation

 

We offer a variety of graphic options to enhance your booth including posters, full panels, and "seamless" graphics. Below you will find reference documents to assist you in preparing your graphic order. In order to provide you the best possible service, please pay close attention to formats, sizes, file types, and deadlines. If you have any questions, please do not hesitate to contact your Kallman Worldwide Exhibitor Service Specialist. Clearing up any confusion pre-show will avoid costly errors onsite. After the deadline we cannot guarantee that the artwork will be installed for opening day of the show.

As the official freight forwarder of the USA Partnership Pavilion serving the tradeshow community for over 40 years, Kallman Worldwide, Inc. recommends TWI for all your shipping and freight forwarding needs.

Learn more at www.twigroup.com

TWI Shipping Instructions (PDF)

                                           TWI Commercial Invoice (XLS)

*Please be aware that Kallman Worldwide is not responsible for any missing freight or packages. We strongly advise against using couriers such as FedEx or UPS that deliver straight to the venue as these small packages very often get lost at the venue.

For all inquiries regarding the events below, please contact Project Coordinator, Samm Eichmann.  If you're interested in sponsoring one of these events, please contact Peter Kelley.


USA PARTNERSHIP PAVILION WELCOME RECEPTION & OPENING CEREMONY
When:  Wednesday, September 19, 2018 | 10:30 AM *Time Approximate
Where: USA Partnership Pavilion Meeting Point, Hangar 3, Stand #3CE7
Hosted by: Kallman Worldwide, Inc.
Sponsored By: Lockheed Martin
Join Kallman Worldwide and other distinguished guests for the official opening and ribbon cutting of the USA Partnership Pavilion.

 


USA PARTNERSHIP PAVILION VIP TOUR
When: Following the Opening Ceremony
Where: USA Partnership Pavilion 
Attending VIPs are invited to take escorted tours to meet exhibitors in the USA Partnership Pavilion.

 


USA-AFRICA NETWORKING RECEPTION
When: Thursday, September 20, 2018 | 2:00 PM-3:30 PM
Where: USA Partnership Pavilion Meeting Point, Hangar 3, Stand #3CE7
Hosted by: Kallman Worldwide, Inc.
Sponsored By: Lockheed Martin
Join private and public-sector leaders for an afternoon reception! 
Attendees include distinguished guests from U.S. & African industry, military and government. 

 

News

If you’re planning to announce news at the show (a product or service launch, a thought-leadership initiative or insight, upgrades, patents — even new personnel), tell us about it and we’ll help get the word out to our network of show media, organizer communications teams and international contacts who cover your industry around the world.

As a USA Partnership Pavilion exhibitor, you may submit show news to be included in the “Ask America” Pavilion Preview press release — at no cost. To submit your news, click here.

Here's an example of one of our latest releases in the meantime: U.S. Exhibits Commitment to Economic and Security Partnerships with Largest International Presence at Singapore Airshow 2018

Social Media

Whether you’re active on social media or just looking to dip your toe in the water, Kallman Worldwide offers simple, low-risk support to USA Partnership Pavilion exhibitors.

Follow us and join the #USPavilion conversation!

Twitter  facebook  Linkedin  Instagram  Flickr

Keep up with the show's social networks too!

   


Contacts

For additional information or special requests, contact:
Chris Meyer, Director, Marketing and Communications
+1-201-251-2600 x136
ChrisM@kallman.com

Alli Cozic, Content and Social Media Coordinator
+1-201-251-2600 x101
AlliC@kallman.com

LOGOS

Download these logos to add to any of your pre-show or on-site marketing pieces:

  

USA PARTNERSHIP PAVILION LOGOS

 

 

SOCIAL MEDIA BANNERS

Download these social media banners sized for posting on Facebook, Twitter, LinkedIn and Instagram! Use them to promote your USA Partnership Pavilion booth at the show!

DOWNLOAD BANNERS

 

Hotel and Travel Partner

 JetSet builds its reputation as a premier provider of air, hotel and land services for exhibitions, trade shows, missions and events world-wide. We offer unmatched options for visitors or exhibitors – whether in a group or as an independent business traveler, including extension packages, with or without accompanying spouse/family, after the trade fair.

View their service options: www.visittradeshow.com/ or email travel@kallman.com, ATTN: Shree Kumar

AAD Hotel Tariff (PDF)

 

RW Events is the market leader in providing event accommodation, travel and consultancy for worldwide events. We pride ourselves on our personal services, attention to detail and on-site support.

View their service options: www.rwevents.net

AAD Hotel Tariff (PDF)

 


International Communication

Cellhire is an international Mobile Solutions company that offers a broad range of rental services including international cell phones, BlackBerry devices, 3G data cards, and a host of satellite options.

View their service options: www.cellhire.com

 

 


Travel.State.Gov

The State Department’s Office of American Citizens Services and Crisis Management (ACS) administers the Consular Information Program, which informs the public of conditions abroad that may affect their safety and security. Country Specific Information, Travel Alerts, and Travel Warnings are vital parts of this program.

 Read more

 


Smart Traveler Enrollment Program (STEP)

The Smart Traveler Enrollment Program (STEP) is a free service to allow U.S. citizens and nationals traveling abroad to enroll their trip with the nearest U.S. Embassy or Consulate. Read More

By enrolling in STEP, you will:

  • Receive important information from the Embassy about safety conditions in your destination country, helping you make informed decisions about your travel plans.
  • Help the U.S. Embassy contact you in an emergency, whether natural disaster, civil unrest, or family emergency.
  • Help family and friends get in touch with you in an emergency.

Visa Requirements

U.S. citizens are subject to all Africa immigration laws. U.S. citizens should familiarize themselves with such laws before traveling to, or residing in, South Africa.  Read More

  • Passport Validity: A passport valid for at least 30 days beyond date of entry is required to enter South Africa.
  • U.S. citizen visitors to South Africa for stays of up to 90 days for tourism, short business meetings, or in transit do not require visas in advance. Visitor visas will be issued at the port of entry in South Africa. If you travel to South Africa for any other purpose (e.g. employment or study), you must obtain a visa in advance.
  • Two Consecutive Blank Visa Pages: South Africa requires travelers to have two completely blank visa pages in their passports upon every arrival in South Africa. You will be denied entry and forced to return to your point of origin if you do not have two blank visa pages.

Download and Print for your Travelers

VISA REQUIREMENTS

U.S. citizens are subject to all Africa immigration laws. U.S. citizens should familiarize themselves with such laws before traveling to, or residing in, South Africa.  Read More

Passport Validity: A passport valid for at least 30 days beyond the date of entry is required to enter South Africa.

U.S. citizen visitors to South Africa for stays of up to 90 days for tourism, short business meetings, or in transit do not require visas in advance. Visitor visas will be issued at the port of entry in South Africa. If you travel to South Africa for any other purpose (e.g. employment or study), you must obtain a visa in advance.

Two Consecutive Blank Visa Pages: South Africa requires travelers to have two completely blank visa pages in their passports upon every arrival in South Africa. You will be denied entry and forced to return to your point of origin if you do not have two blank visa pages.


BUILD-UP & DISMANTLE

What are the Build-Up & Dismantle Hours?
 

BUILD UP DATES & HOURS:

SPACE ONLY:
Wednesday, September 5th - Tuesday, September 18th, 2018
8:00am - 8:00pm
TURNKEYS:
Monday, September 17th - Tuesday, September 18th, 2018
8:00am - 5:00pm

  • Monday, September 17th 
    • The Safety officers will be inspecting stands, however, final touches are permitted. No construction other than applying graphics, setting up furniture, etc. Hall cleaning will be taking place during the day.
  • Tuesday, September 18th
    • A media orientation will take place and final inspection of all stands must be complete on later 6:00pm. Stands not completed in time for the inspection will not be certified and permitted to exhibit.  Final cleaning of the hall will take place at 6:00pm.

DISMANTLE DATES & HOURS:
Sunday, September 23th, 2018
6:00pm - 8:00pm
•    Hand carry items can be removed through a designated exit and that the goods were signed in on arrival at the Organizer’s Office.
•    Dismantling and re-packing of materials and exhibits will not be permitted, except for weapons and ammunition and light and portable models.
Monday, September 24th - Thursday, September 28th, 2018
8:00am - 6:00pm 

Can we park at the site during build-up?
Exhibitors must enter parking through the Exhibitor’s Gate #5.

Is there a safety dress code during build-up?
Helmet and closed toe footwear are required at all times during build-up and dismantle, from Friday, September 7th to Saturday, September 15th, 2018.

How do I obtain passes for my contractor and their vehicle(s)?
Passes are not required for vehicle entry Friday, September 7th to Saturday, September 15th, 2018 and all contractors’ entry will be through the freight entrance. Click here to view freight entrance.
 


TRANSPORTATION & VENUE ACCESS

How many badges will I receive and how to do I obtain them?
Exhibitor badges are for Exhibitor's staff during the Exhibition and are valid for the Build-up and Break-down periods and the duration of the Exhibition. Exhibitors will receive an allocation of these badges according to the extent of their participation (stand size) in the Exhibition as noted below:

IN DOOR EXHIBITION AREA    EXHIBITOR BADGES
            12 - 19 m²    -                                               2
            20 - 24 m²    -                                               4
            25 -  49 m²   -                                               6
            50 -  100 m²   -                                            12
            Per 100 m²  -                                               24

You will receive a separate email with a direct link, username and password to place your pass order from the AAD 2018 Show Organizers.  The cost for additional exhibitor badges is: R100.00 (VAT @ 15%) per badge, which is approximately US$9.20.

Badges can be picked up at three collection points at the show site starting September 4th.    Collection point location’s details to follow.

Where can I get a bus, taxi, or train?
Tshwane is very accessible. It is only 48 km from OR Tambo International Airport. Three other airports – Wonderboom, Lanseria and Rand Airport – are within 40 minutes' drive from the city center. Long-distance trains and buses stop at Pretoria Station. The Gautrain, Africa's first world-class, modern rapid rail service, links Tshwane with Johannesburg and OR Tambo International Airport. Three national highways – the N1, N4 and N14 – and two regional highways – the R21 and R80 – converge on the city.   

Only residents of the area, pedestrians, park & ride buses and Gautrain shuttles will be allowed access to Solomon Mahlangu (Hans Strijdom) Road, which will be closed from 4:00 am to 7:00 pm on both public air show days.

Is there a Shuttle Service?
AAD has developed a park-and-ride system to make parking easier. Zwartkop Airbase and Air Force 68 Air School have been identified as official parking areas, while a third parking area will be located inside the AFB Waterkloof.  Other Park and ride sites are Fountains Valley, Gautrain Station Centurion and Armscor Sports Ground.

Where are the Car Parks during build up & show days?
Exhibitors must enter parking through the Exhibitors Gate. Permits will be allocated as per the following schedule.

Exhibitor Car Park Allocations are as follows:

IN DOOR EXHIBITION AREA    PARKING PASSES
            12 - 19 m²  -                                               2
            20 - 24 m²  -                                               3
            25 -  49 m²  -                                              4
            50 -  100 m²  -                                            5
           Per 100 m²  -                                               8

After August 30, 2018, should space be available, additional permits can be purchased at a cost on the basis of ‘first come, first served’.

Service vehicles must park in the Services Car Park allocated area when not in use.
 


SHOW INFORMATION

Admission Hours
Trade Days
Wednesday, September 19th, 2018
Exhibitor Access: 8:30am - 5:00pm
Trade Visitor Access: 10:30pm - 5:00pm
Thursday, September 20th - Friday, September 21st, 2018
Exhibitor Access: 9:00am - 5:00pm
Trade Visitor Access: 9:00am - 5:00pm

Public Days
Saturday, September 22th - Sunday, September 23rd, 2018
Exhibitor Access: 8:00am - 5:00pm
Trade & Public Visitor Access: 8:00am - 5:00pm

When & where does the Official Opening Ceremony take place?
The Official Opening Ceremony by the Minister of Defense takes place Wednesday, September 19, 2018 at 9:00 am in the Tattoo area on the southern side of Hangar 5/6.  Exhibitors will receive an invitation from the organizers.  

There is also the Official Cocktail Function on the evening of September 19th.  Exhibitor can nominate company representative to attend the Cocktail Function. A separate invitation from the organizers will be sent to all exhibitors.

When & where does the U.S. Pavilion Opening Ceremony and Welcome Reception take place?
The USA Partnership Pavilion Opening Ceremony takes place Wednesday, September 19, 2018.  Time 10:30 am (approximately)

The reception and ceremony will begin with refreshments and networking followed by the playing of the U.S. and South African national anthems to begin the ceremony and brief remarks by Kallman Worldwide and U.S. Government Representatives. The event will culminate with the ceremonial ribbon cutting to officially “open” the USA Partnership Pavilion for business at Defexpo.  

Sponsored by Lockheed Martin.

Is there a dress code for show days?
All exhibitors are expected to dress formally in a suit/national dress/service uniform or any other appropriate wear.  The organizers reserve the right to determine whether the attire of an exhibitor is acceptable and in keeping with the best interests of the exhibition.

When and where can I pick up my Official Catalogue?
The Official Catalogue will be delivered to the stands on the morning of Wednesday, September 19th and they will also be available at the Trade Registration Centre.

Where can I find the Organizer’s Office?
The Organizer’s Office can be found on the southern side of Hangar 7.
 


VENUE

Where does Africa Aerospace & Defence 2018 take place?
Air Force Base Waterkloof 378-Jr
Western Entrance 4th Street
Centurion, 0157
City of Tshwane, Gauteng, South Africa
Map | Venue

Is dining available onsite?
There are 3 food courts at the exhibition site.  Click here for locations.

What services are offered in the USA Partnership Pavilion?
The Meeting Point, Hangar 3, Stand #3CE7, will be open during show hours and is reserved exclusively for exhibitors and their guests. It is not open to the public and all exhibitors are required to wear a USA Pavilion lanyard or USA Pavilion access sticker to enter the Meeting Point.
Here, we will offer:
•    Complimentary refreshments
•    Coffee, hot tea, and a selection of cold beverages
•    Phone charging station
•    Welcome desk
•    Free WiFi

How can I book a conference room with the USA Pavilion?
A Conference Room, Hangar 3, Stand 3CD7a, will be available and can accommodate up to 6 people comfortably. Reservations are first come, first served and are limited to 1 ½ hour per exhibiting company per day. Conference room scheduling will take place during the event in the USA Partnership Pavilion Meeting Point.

What other points of interest are located onsite?
•    Youth Development Program on the Southern side of Hangar 1.
•    Mobility Track located at the Southern Entrance from the visitor parking area.
•    Viewing Deck located next to the Northern Beer Garden on the flight line. 

Where is the business center located onsite?
The business center is located in Hangar 7.  The Media Centre offers services to Journalist such as Wifi, interview room and lockers. Click here to view location.

What functions will the business center have?
Internet, printing, scanning, and courier.
    
Is Wi-Fi available on show site?
There will be free Wi-Fi available on site.

Which security measures are in place?
Security within Air Force Base Waterkloof is the responsibility of the South African National Defence Force. In addition, the Organizers will arrange for additional security within the Exhibition Area. While every effort will be made, neither the South African National Defence Force nor the Organizers can guarantee the protection of Exhibitor’s property. As there is an increased risk of theft during the period of break-down, Exhibitors would be prudent to strengthen their own security arrangements at this time.

What do I do in an emergency?
The national government’s Emergency Management Service (EMS) phone number, including ambulance services, is 10177.    The nationwide emergency phone number for the police is 10111.
 


PUBLIC WEEKEND: WHAT TO EXPECT

Do we have to man our stand during the public weekend/ will the halls be open?
During the open hours of the Exhibition, each Exhibitor will be responsible for the security of their exhibits and property. The organizers will provide overall hall security at night between 6:00 pm and 9:00 am the following day. Exhibitors must maintain their exhibits on their stands and present their aircraft within the Static Aircraft Park and in the Flying Display, as applicable, throughout the period of the Exhibition (Wednesday, September 19th, 2018 to Sunday, September 23rd, 2018 inclusive). 

Throughout the opening hours of the Exhibition, dust covers must be removed from exhibits including aircraft and all stands must be manned.

What items can I remove when the show closes for business on Sunday, September 23rd?
From September 19th to September 23rd, 2018, no person will be permitted to remove any goods, exhibits or structures from the Exhibition Halls or Site, between the hours of 5:00 pm and 10:00 am, unless they are in possession of a Goods Removal Permit signed by the Organizers.

NOTE: On Monday September 24th , 2018, Exhibitors will be allowed to dismantle their stands from 8:00 am onwards. Exhibitors are responsible for the security of goods on their stand and are advised to remain on site until all goods and freight have been removed.

BREAKDOWN WILL COMMENCE AT 8:00 AM ON MONDAY SEPTEMBER 24, 2018 AFTER WHICH THE ORGANIZERS TAKE NO FURTHER RESPONSIBILITY FOR EXHIBITORS GOODS. GOODS MAY NOT BE REMOVED FROM THE SITE BEFORE 8:00 AM ON SEPTEMBER 24th, 2018.
 

Kallman Worldwide | USA Partnership Pavilion

Sharon Slender | Senior Exhibitor Services Specialist
SharonS@kallman.com | +1-201-251-2600 x111
 
Carolyn Carniaux | Project Manager
CarolynC@kallman.com | +1-201-251-2600 x140
 
Peter Kelley | Sales Associate
PeterK@kallman.com | +1-201-251-2600 x109
 
Samm Eichmann | Project Coordinator
SamanthaE@kallman.com | +1-201-251-2600 x126
 
Ann Kallman | Director, Creative Services
AnnK@kallman.com | +1-201-251-2600 x113
 
Chris Meyer | Director, Marketing & Communications
ChrisM@kallman.com | +1-201-251-2600 x136
 
Alli Cozic | Social Media
AlliC@kallman.com | @KallmanEWC | #USPavilion