Dear Exhibitor,
We are counting down the days to hosting you at Bike Fest Paarl 2023! The hype around the event is absolutely amazing and the excitement around here is tangible! O, yes! The photo above - that's where we'll be spending the weekend together. To ensure everyone knows where to go and what to do, we have compiled a short information pack for you. Please take care to read this carefully. We have certainly made every endeavour to keep it as short and to the point as possible!
Good Neighbours
Before we get to the all details, we want quickly touch on the sprit of the event and expo. We're friendly people and we believe that kindness should be the primary consideration driving our actions. We ask you to be kind and a good neighbour.
To ensure we can all act as good neighbours, please don't overstep your boundaries or get into arguments with your neighbour. We understand that everyone cannot like each other, but we ask that you leave that behind and help us deliver an amazing experience to every visitor.
Contracts By now you should have receive your expo agreement. Please sign and return to us urgently if you have not yet done so. If you haven't received your contract yet, please contact Sue - details below - and she will send it to you. Unfortunately we cannot allow you to partake in the expo without a signed agreement, so please do send those to us :)
The Venue Rhebokskloof Wine Estate, Paarl. Simply click to open the link in Google Maps.
The Dates Friday 3 March to Sunday 5 March 2023.
Expo Times Friday: 10:00 - 19:00
Saturday: 06:00 - 20:00 Sunday: 07:00 - 17:00
Stand Setup and Breakdown Thursday 09:00 - 18:00 for structural setup. Friday 07:00 - 09:00 for retail/inventory setup. Please ensure that your structural setup is completed on Thursday and that your stand is ready for safety walkthrough by 09:00 on Friday morning. Stand breakdowns will commence from 17:00 on Sunday. Please do not start breaking down your stand until the expo has officially closed. Breakdown times extend to 19:00 on Sunday evening. Further breakdowns should take place on Monday between 09:00 and 17:00 with all items removed by the end of the day. If you have storage requirements that extend beyond this timeframe, please speak to us ahead of time.
Vendor Registration Registration takes place within the registration building between 17:00 - 19:00 on Thursday evening and 07:00 - 08:00 on Friday morning. Please lookout for Sue who will issue your Expo passes. Please make sure you have these on you at all time!
Stand Marking
Your stand will be numbered and your boundaries marked with chalk. Please dot not exceed these. Speak to Hans if you have questions.
Gazebos and Temporary Structures
Although fair weather is forecasted for the weekend, we do urge you to secure your structure(s). The wind at Rhebokskloof can be unpredictable at times and does funnel down the valley from time to time. We therefore urge you to lower your structures when unattended and secure these appropriately. Please do not use ropes and cords that angle away from you structure as these present a safety risk. Rather secure your cords and ropes to sandbags placed at the foot of each corner pole.
Security We have arranged for security to patrol the premises and we will also be fencing off the area as far as possible. Needless to say this does not guarantee the safety of your equipment, fittings, furniture or inventory, screens or point of sale machines.
We urge you to keep a close eye on these items and store them safely when not in use. We will not take any responsibly for theft or loss so please make sure your items are insured and kept safe! Please also see the secure storage section further down.
Test Track & Demo Bicycles
At risk of raising the obvious here, please ensure that you take great care when issuing demo bicycles. We're pretty sure you have processes in place that require an ID, credit card, drivers license and/or car keys or some other valuable that will ensure a rider comes back with your demo bicycle. If not, please do give this some thought and ensure you have the appropriate measures in place to safeguard your assets. Also make sure you have advised your broker or insurer (if relevant). We will not take responsibility for loss of damage (or injury) that stems from, or is in anyway connected to, the test track and/or demo bicycles.
We also require each demo track user to sign the trail indemnity form which will will added to the website as a PDF and completable form for those that want to keep it digital. We reiterate here - please keep your bicycles safe! We cannot be held responsible for damage or theft of your bicycles.
Parking
Please proceed along the gravel road and turn right past the security gate towards parking area 1. When you reach the expo entrance, please turn right again and right again immediately. These parking spaces will place you as close to the expo entrance as possible.
Access to Stands by Car Please note that you will not be able to enter with your car into the expo area on Friday after 9h00. Please make sure that any heavy structures that need to be delivered to your stand is done by Thursday evening. Please also see the setup and breakdown section. Cars may enter the expo area in the evening after the expo has closed to enable you to load stock into your car. You will be required to show your pass to gain entry.
Electricity This is an outdoor expo and no power is available at the stands. Please make sure you bring suitable supply with you.
Fire Extinguishers Vendors will be required to provide their own fire extinguishing equipment.
Festival Map A live version of the festival map is available here: https://bikefestpaarl.com/expo-map. Double click to unlock the application and click on 2D to view the layout of the stands from the top. You can also select the 3d walkthrough.
Accommodation If, like us, you have been running at a 100 miles a minute and have not gotten to booking your accommodation, don't worry. We have options. Please speak to Jen at Soetendal Guest Farm (ask about their bush camp) or contact Drakenstein Tourism for more options. You can reach them on (021) 872-4842 or paarlinfo@drakenstein.gov.za.
Meet & Greet
We would like to invite you to join us at the Rhebok on Thursday evening from 17h00 until 19h00 to meet the team (and each other). Snacks will be provided and there will be a cash bar. Please RSVP to sue@myriadevents.co.za for catering purposes by 12:00 on Wednesday 1 March.
Medical Assistance Medical assistance will be available over the course of the entire weekend from a professional team.
Wine Lands Trails If your staying in the area for a while, why not use the opportunity to explore the Wine Lands Trails?
Participating Vendors
A list of participating vendors will be available from https://bikefestpaarl.com/vendors. Please note that vendors are not allowed to walk around the expo and hand out any promotional material without prior approval. Please speak to David about this.
Contacts Registration and administration
Sue Kirk: sue@myriadevents.co.za or +27 83 578 9375 Logistics and Operations
Hans Degenaar: +27 84 222 1243 Expo Sales & Marketing
David Garrett: +27 81 470 6817 Events
Darren Herbst: +27 76 022 5141 | 
