Minecon

Menu
Menu

Exhibitor Information

Build Up and Break Down Timetable

Access

Minecon Expo 2025 will take place at Agricultural Trust Research Farm (ART Farm) off Harare Drive, Pomona Harare. We look forward to welcoming you.

Access onto the Minecon Expo site will begin on Monday 22nd September 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.

Accreditation for Minecon Exhibitors is two fold. Exhibitors will be issued with wristbands and Lanyards with branded cards. The wristband is the access control. Lanyard and card alone cannot gain you access. 

Visitors will be issued with a wristband at the gate after paying their entrance fee. 

If your guests have Pre bought visitor passes they will exchange these at the gate for a wristband. 

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 must have flight clearance from relevant authorities. Show organisers cannot grant permission for use of said equipment.

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 on 22nd September. 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 so it is better to order as you go and only what you need. 

 

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.

During the show there are six caterers on site with a variety of meals to suit all budgets and tastes.

All Heavy Goods Vehicles are required to report to the Site Office prior to attempting to access the site. Drivers will be walked to their stand and are requested to follow the instructions of the marshals and security teams. 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 installation.

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

City Of Harare Fire Brigade will be on standby for the event. 

Basic medical bag is available in the Site Office from Monday 22nd September.  

From Monday 29th September Paramedics and a First Aid station provided by our medical partner ACE will be on site. 

Show days 2nd to 4th October Paramedics on site and Ambulance on site during site opening times. 

Should someone require to be conveyed to a medical facility via ambulance the charge for the ambulance fee will be for their account. 

Please note that under no circumstances are any exhibitors permitted to dig, trench or drain their stands.

Standard feather banners/ telescopic banners can be used with the standard pegs.

 Any guide ropes used 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. 

Any and all holes from display pegs etc should be filled in when dismantling your stand. 

Electricity to your stand is provided in the form of a double 13amp socket which is adequate to run standard AV, displays, computers and POS machines. 

We encourage exhibitors not to have Coffee machines and kettles, this will cause your stand power to trip. 

Please refer to the Power section in this document for more detail. 

Please be careful with glass on the stands. Breakage of glass is to be cleared and disposed in cardboard into rubbish bags provided. If assistance is needed please report to Site Office. 

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. Event organisers will send out details of the supplier. 

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.

Minecon will operate two carparks. 

Exhibitor Carpark – North

Public Carpark – South (off Harare Drive)

Exhibitors with Exhibitor Car Park stickers will be directed to the exhibitor carpark all other vehicles will need to park in the Public Car Park. 

Exhibitor car park stickers will be issued as follows

Platinum 8
Gold 6
Silver 4
Bronze 3

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 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 Wednesday 8th October 2025. Any materials remaining after this time will be removed as rubbish and may incur removal charges.

24hr security commences on the Monday 22nd September until Wednesday 8th October. 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 for show days in order to avoid having to bring items in and out of the show. 

Exhibitors requiring extra security please complete the Security Request Form on this website in the forms section.

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 or ZRP in the Security Tent. 

The site office will be open from 07:00 Monday 22nd  October 2025 the week before the show begins until Wednesday 8th October 2025. 

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 1st October (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.

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

Water is available from the north toilet block 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 

  • 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.