ADMA Exhibitor Information

The ADMA Agri Show 2024 will take place at Agricultural Trust Research Farm (ART Farm) off Harare Drive, Pomona Harare. This is the second year the show will be held at the new ADMA site and we look forward to welcoming you.

Access onto the ADMA Agri Show site will begin at 07:00am (please see the build up and breakdown schedule for timings).

Please bear in mind that there are over head power lines at the gate off Harare Drive, so please ensure you visit the site prior to delivery of large loads to ensure the load will clear under the lines safely. All low bed and Abnormal Load trucks will need to offload in the exhibition carpark at the designated staging point and machinery moved onto the site from there. The weight of these vehicles damages the grounds in the Exhibition Site and no access will be granted so please make provision for loading/unloading and movement of your display machinery.

There is a low level single lane bridge that all vehicles will need to cross. Please visit the site prior to delivery if your load is wider than standard width.

Aerial promotion will be restricted to 15m in height from ground level. This includes; UAV’s, Drones (except drones that are part of the exhibition), blimps and balloons unless otherwise cleared by Show management.

AV equipment is available for hire from Davies Events. Please send your requirements to info@daviesevents.com.

All on stand beverage must be purchased through Davies Events. The prices of all available beverages will be available once the final exhibitor information pack is released. Ice is also available for purchase. Exhibitors will need to complete and return the Beverage order form in the forms section of this document. Payment for ALL beverage will be in advance either through RTGS or onsite swipe facility once the site office opens in May. Pre orders of beverage will need to be delivered to your stand the day before the show opens. A representative from your company will need to visit the Beverage Dispatch Tent located within the show area. Porters will be available to assist with delivering the beverage to your stand. Please note there will be no returns accepted.

Please refer to the build up and break down times table for site operating times.

Please note there is a one way system on site please follow Site Marshall direction.

There is an on site caterer for the build up period offering meals for build up crews on site. Contact details for the caterer will be made available closer to the event. We encourage you to use this service to avoid having to leave site.

All Heavy Goods Vehicles are required to report to the Gate Office prior to attempting to access the site. Drivers will be walked to their stand and are requested to follow the instructions of the traffic marshals. This is to minimize the impact on the site turf and walkways. We request that drivers who are driving vehicles that are to remain on an exhibition stand, inspect and plan their route to the stand, ensuring minimal maneuvering on the stand.

All low bed and Abnormal Load trucks will need to offload in the exhibition carpark at the designated staging point and machinery moved onto the site from there. The weight of these vehicles damages the grounds in the Exhibition Site and no access will be granted so please make provision for loading/unloading and movement of your display machinery.

Fire and first aid facilities will be clearly illustrated on the site plans and pointed out to exhibitors once you begin installations.

Basic Fire Fighting equipment is available at the ADMA Site Office. If you have open flame of any kind on your stand including gas heaters, fire pits, gas stoves/cookers/braais on your stand you are required to have an operational fire extinguisher on your stand in the vicinity of the naked flame.

Basic medical cover will be provided during build up and breakdown periods between 07:00 to 17:00 and for the full duration of the event operating times.

If you require medical assistance please visit the first aid facilities.

Please note that under no circumstances are any exhibitors permitted to dig, trench or drain their stands. If you are intending to use flagpoles on your stand they must be free standing with the necessary ballast and ropes to secure them. Any guide ropes must fall within the stand area and not into the visitor walkways. Guide ropes are to be suitably marked at ground level up to waist height. The Event Operations Manager will inspect these structures during the last day of build up – if they are found to be unsafe they may need to be removed or modified.

Davies Events are on hand to assist with your furniture hire requirements. The standard order form can be found in the form section of this document. Stocks are finite and orders are processed on a first come first serve basis. And only secured once payment is received.

Furniture orders through Davies Events will cease on Thursday 4th May 2023 with the exception of standard trestle tables and white plastic chairs. Ensure your orders are placed before this date.

A representative from your company will need to visit the site office to take delivery of your furniture. Please note it is the responsibility of the Exhibitor to ensure that the furniture is signed back in with Davies Events. All shortages will be invoiced in full, replacement prices are available on request.

The power at 2022 ADMA Agri Show was plagued with problems die to unusual rain and drastic changes in site plan due to last minute venue changes and restrictions. 2023 will see regular provision of power to stands as in 2021. This said Exhibitors are not permitted to supply their own generators to the site unless prior consent is given in the case of special machinery or 3 phase requirement.

A single 5 amp Site power is provided to your stand additional power will be charged for.

Please refer to the Power section in this document.

Use of glass is to be kept to a minimum. Beers, wine, spirit, mixers and soft drinks are to be served in cans or plastic cups where ever possible. Any breakage of glass is to be cleared by the exhibitor and reported to event staff if assistance is required.

See Display Vehicles Section above.

The organizers, whilst taking every reasonable precaution, expressly decline any responsibility for any loss or damage, which may befall the property of an exhibitor from any cause whatsoever.

The exhibitor must ensure their public liability and product insurance is adequate and up to date.

The organizers will not supply Wi-Fi. There will however be an Internet Service Provider on site who can be contacted directly for service and support. Details will be provided closer to the event.

Exhibitors are permitted to hand out leaflets and print media on their stands only.
No leafleting of car parks or public areas of the exhibition site will be permitted.

Please ensure you have made provision for off loading your equipment onto your stand.

Exhibitors must seek permission from the Organisers should they wish to hold live performances or use Public Address Systems on their stands. Volume should be kept at a level that does not exceed 60dB. If an exhibition stand in your vicinity is negatively affected by the sound level you will be instructed to reduce the volume or stop all together.

A single 5amp outlet is provided on your stand. This is sufficient to run basic AV, computers, point of sale systems and basic electronics. No kettles or high amp load items are permitted on this 5amp outlet and will result in loss of power to your stand.

Should you require 3 phase power for your stand charges will be calculated on application subject to your location and load requirements and you will be required to provide the cabling capable of running the required machinery for demonstration to run from your stand to the nearest Distribution Point

Exhibitors and visitors must dispose of rubbish in the bins provided. All exhibits and waste materials must be cleared from the site no later than 18:00 hours on Tuesday 28th May 2024. Any materials remaining after this time will be removed as rubbish and may incur removal charges.

24hr security commences on the Monday of the week of the show. This is patrol and perimeter security and not dedicated stand security. Security procedures for entry may change due to visiting dignitaries and all attempts will be made to make this as smooth as possible.

We recommend that any small attractive items be locked up or removed each evening. The organizers will not be responsible or liable for theft or injury. We encourage exhibitors with small items to hire additional dedicated security for their stand.

Exhibitors requiring extra security please complete the attached Security Request Form in the forms section and send it to adma@daviesevents.com.

In the interest of public safety and security, exhibitors and visitors may be subject to bag and body searches. Please insist your staff carry their accreditation at all times.

During breakdown do not leave your stand unattended until all valuable or small items have been removed.

If you are suspicious of any individual or groups please contact your nearest security officer.

The site office will be open from 07:00 Wednesday the week before the show begins for the duration of the times as displayed in the show times section of this document.

All stands will be demarcated by spray paint on the ground and corner pegs. If this is not clearly visible please contact the Event Team before commencing build up. All stands are to be completed by 19:00 on Wednesday 22nd May 2024 (the day before the show begins).

Exhibitors are requested not to drive or park on other exhibitors’ stands or public walkways please arrange deliveries to your stand in an orderly fashion to avoid traffic jams on site.

Please ensure you have reserved and paid for your Exhibitor Passes before the opening of the show. The Organizers cannot guarantee you a speedy entry on show days should you require accreditation.

Exhibitor Accreditation is in the form of plastic wristbands. The wristband is the access control and is to be worn for the three days of the show.

NO WRISTBANDS WILL BE REPLACED 

NO WRISTBAND - NO ENTRY

Pre-booked visitor tickets that are not delivered with the posters and flyers can be collected from the site office on Wednesday15TH MAY 2024 the week prior to the show opening.

Exhibitors will be issued with exhibitor vehicle parking stickers for the Exhibitor parking area on the in field area of the Borrowdale Race Course. Due to limited infield parking Exhibitors will be issued with an appropriate amount of Exhibitor Car Park stickers.

Platinum 5
Gold 4
Silver 2
Bronze 1

No more stickers will be issued to any exhibitor regardless of category or reason.

Bottled water for human consumption will be on sale on site .

Water is available from two designated points for washing of machinery and display equipment. Please ensure you have the means to transport water from the Site office to your stand as required.

Caterers are requested to provide their own appropriate container for food prep and washing requirements.

Safety is of paramount importance at ADMA Agri Show 2024.

• These guidelines should be used in conjunction with the exhibitors own obligations in relation to the equipment they are demonstrating on site.
• Exhibitors must produce a risk assessment for the operation of the machinery they are going to demonstrate on site.
• No one should stand behind or in front of machinery when it is starting.
• The operators of the machinery must have received appropriate training on the use of the machine or vehicle and be familiar with the controls of the unit prior to the event.
• All tractor/vehicle cabs should be locked when not in use and the operator is to isolate any machinery or equipment left unattended.
• All machines must have appropriate guarding in place at all times.
• All working machines must be CE marked and all necessary guarding must be fitted and complete.
• No demonstration should commence should the Exhibitor feel concerned that the audience is at risk of injury.
• Exhibitors should ensure that no members of the public climb onto/into machinery, vehicles, tractor or trailers unless it has been fully isolated.
• Demonstrations must cease immediately if requested by an Event Official.
• If an exhibitor allows a member of the audience or their staff to drive, control or maneuver a vehicle or machine; the organizers accept no responsibility for the consequences of these actions. The Exhibitor assumes all responsibility.