ZAMBIA DEVELOPMENT AGENCY POLICY GUIDELINES FOR EXHIBITORS AT ZAMBIA DEVELOPMENT AGENCY EXHIBITIONS AND SHOWS

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1 ZAMBIA DEVELOPMENT AGENCY POLICY GUIDELINES FOR EXHIBITORS AT ZAMBIA DEVELOPMENT AGENCY EXHIBITIONS AND SHOWS 1.1 Background The Zambia Development Agency (ZDA) is a semi autonomous institution mandated to further economic growth and development. The mandate of the agency is to further the economic development of Zambia by promoting efficiency, investment and competitiveness in business and promoting exports from Zambia. The Policy is meant to improve quality of services delivered by ZDA in the area of Trade Fairs and Exhibitions as well as provide transparent and equitable guidelines to govern the relationship between the Agency and exhibiting clients. ZDA s efforts are channeled through three key Divisions; (i) Investment Promotion and Privatisation: the division is responsible for Multi Facility Economic Zones (MFEZ), Privatization, Investment Promotion and Public Private Partnerships (PPP). (ii) Exports Promotion and Market Development (EPMD): identifies export market outlets for local products and enhances prospective exporter s capacity to meet international standards. (iii) Micro and Small Enterprises: promotes the growth of the SME sector through provision of training, business development services and joint venture services. Part II of the ZDA Act, Paragraph 13 mandates the Agency to facilitate and promote trade and business development, which includes, facilitating the participation of the business community in national and international trade fairs, exhibitions, specialised fairs and trade missions, among others. The objective of the guidelines is to facilitate access to a wider domestic and export market for Zambian made products. This Policy guideline is consistent with the provisions of the ZDA Act, Part II section 5(x) which states that ZDA shall, provide marketing support services to business enterprises. And Part V section 22 (c) which states that; providing marketing support services to micro and small business enterprises

2 The Policy shall relate to ZDA Approved Exhibitions which will be established in consultation with relevant private sector Associations and Chambers. 2.0 DETAILS 2.1 Trade Fairs and Exhibitions A trade fair (trade show, trade exhibition or expo) is an exhibition organized so that companies in a specific industry or industries can showcase and demonstrate their products, services, study activities of rivals/competitors and examine recent market trends and opportunities and, generate import and export business. Trade fairs are vital for growth of exports by Zambian companies as they provide a platform to penetrate the regional and international market places, identify buyers of export products, get customer feedback on the export products, learn about the competition and their products and take export orders. Trade fair participation forms a core part of the Zambian companies export marketing strategy which leads to establishment of joint ventures, tie-ups and also help bring in investment into the country. Trade fairs often involve a considerable marketing investment by participating companies. Costs include space rental, design and construction of trade show displays, telecommunications and networking, travel, accommodation, and promotional literature and product samples to give to potential clients for promotion. In addition, costs are incurred at the show for services such as electrical, booth cleaning, internet services, and material handling. 2.2 Trade Mission A trade mission is a coordinated overseas business visit and exposition by exporting and exporter ready companies, business executives, agents, traders and importers aimed at stimulating exports to a foreign country. A trade mission is often undertaken after a market research of the targeted foreign country. 2.3 Zambia Development Agency Current Company Selection Criteria The current selection criterion for companies interested in participating in the ZDA organised fairs, exhibitions and trade missions is as follows; Company should formally respond to invitations by ZDA and confirm to participate in trade missions. Company should formally respond to advertisement placed in media by ZDA and confirm to participate in trade missions. Company should exhibit wholly Zambian grown or Zambian manufactured products at the company premises. Company should be exporting or export ready (according to the ZDA export readiness test). 2

3 2.4 Zambia Development Agency Support Frame Work The support frame work to export firms participating in exhibitions, fairs and trade missions facilitated by the ZDA is vital in enhancing the capacity of Zambian companies to penetrate the regional and international markets. The expected results are increased exports, taxes to Government and creation of employment. ZDA provides incentives to qualifying companies 1 participating in the ZDA facilitated and organised fairs, exhibitions and trade missions as follows: 2.5 Regional and International fairs for exporting and export ready companies Transportation/freight of exhibition samples and promotion materials to the exhibition Stand or booth rental Furniture and stand decoration VISA processing Pre-departure and exhibition briefing Organisation of Business to Business meetings and company visits during the fair Exhibitor registration Assist participating companies in preparing business profiles and promotional materials Assist participating companies with logistical arrangements such as airticket, accommodation, interpretation and local travel. 2.6 Trade Missions for exporting and export ready companies Transportation/freight of exhibition samples and promotion materials to the exhibition Stand or booth rental Furniture and stand decoration VISA processing Pre-departure and exhibition briefing Organisation of Business to Business meetings and company visits during the fair Assist participating companies in preparing business profiles and promotional materials Assist participating companies with logistical arrangements such as airticket, accommodation, interpretation and local travel. 2.7 Local fairs for local industries and medium small enterprises Stand or booth rental Pre-departure and exhibition briefing Exhibitor registration 1 Qualifying companies shall be those that meet the requirements laid out in section 3.0 Selection Criteria 3

4 3.0 PROPOSED SELECTION CRITERIA FOR COMPANIES PARTICIPATING IN ZDA ORGANISED EXHIBITIONS, FAIRS AND TRADE MISSIONS The selection criteria for companies interested in participating in the ZDA organised fairs and exhibitions are as follows; (i) (ii) (iii) (iv) (v) (vii) Only Zambian registered enterprises. Zambian manufacturing and marketing companies exhibiting Zambian products. Wholly Zambian made or grown products. Products with at least 30% Zambian content for local fairs. Products that meet relevant Rules of Origin for destination market In the case of an international fair or trade mission, a company should be exporting or export ready (according to the ZDA export readiness test). (viii) Companies will be visited and inspected by ZDA to confirm their business operations. (ix) Participating companies should be registered with PACRA and should be able to show proof of having been in operation for a minimum of two (2) years. (viii) Company should possess a ZDA Exporter and Tax Clearance Certificates. (ix) Companies will be required to pay a registration fee which shall be determined by ZDA management on an event by event basis. The registration fee is the contribution towards ZDA costs of implementing the incentives offered to qualifying companies. Fees will be determined by ZDA according to the cost estimate of executing participation in the exhibition, fair and trade mission. MSMEs will be granted a 70% rebate on the fee. (x) Companies should participate in the category applied for at the fair or exhibition and will not be allowed to change without permission. (xi) Companies should agree to adhere to and sign ZDA fairs and exhibitions conditions of participation and the organisers rules and regulations of participation. 4.0 GENERAL CONDITIONS OF PARTICIPATION IN THE ZDA FAIRS, EXHIBITIONS AND TRADE MISSIONS This section represents the actual conditions given to companies before participating in the ZDA coordinated exhibition. An individual representing the company will be required to sign on this document as proof of agreement to the conditions. (i) All companies exhibiting will be expected to exhibit wholly produced and manufactured Zambian products manufactured at their company premises. (ii) All companies will be expected to participate in the category or sector applied for at the Fair. (iii) ZDA reserves the right to allocate space/stand/pavilion to each Exhibitor in accordance with the sector classification or match-making. Exhibitors are expected to submit a 4

5 company profile attached with a letter of expression to participate in a Fair which should clearly outline participation objectives. (iv) Participating companies should be exporting or exporter ready, registered with PACRA, ZDA and should be able to show proof of having been in operations for a minimum of two (2) years. (v) Only companies that pay the participation fee will be registered and allowed to participate in the Exhibitions. (v) Every exhibitor shall have his or her stand ready and all displays/merchandise completed before the opening day of the fair. (v) (vi) (vii) (viii) (ix) (x) (xi) (xii) Exhibitors shall not sublet the space/stand/pavilion allocated to them to any third parties either wholly or in part. Exhibitors shall be responsible for their sample storage and will not store any hazardous materials or dispose of packaging materials in such a way and manner as shall constitute a nuisance or obstruct the free movement of persons and traffic or disfigure or endanger the environment. Exhibitors shall not engage in and shall not allow any part of their stands, pavilions or space allocated to them to be used for gambling, alcohol, illegal drugs, violence, dancing or any other activity of any anti-social behaviour. All companies participating in the exhibitions and fairs are expected to adhere to the rules and regulations of participation prescribed by ZDA and the organisers of the exhibition and fair. The exhibitor shall decorate the stand in accordance to set standards by the ZDA. Once a stand has been paid for and an exhibitor does not show up, the money paid will be non -refundable, Exhibitors shall remain at their allocated stand for the duration of the exhibition, and all additional costs will be borne by the exhibitor. All exhibitors will be expected to uphold business etiquette in their dealings with other members of the delegation as well as visitors to the stand. (xiii) Exhibitors are not allowed to display, carry or trade in controlled items such as drugs, endangered animal products, weaponry, etc while on trade delegations, (xiv) Exhibitors will be under the authority of ZDA officials while within the exhibition space/booth. 5

6 I...agree to abide by the rules and regulations pertaining to the general conditions of participation beach of which will face prescribed sanctions. Name and Position of Company Representative:... Sign:... Date:... Company Stamp 6