Importing into South Africa

South Africa is very strict with regards to importing products into South Africa, including products being sent to an exhibition.

From our experience, it is not advisable to address goods to an event, or to the Organiser, as this will not comply with the Customs regulations.

To solve this problem, the Organiser will appoint an Exhibition Freight Forwarder, as they are specialists in this field.
 
Limiting your liability

As with any industry, a person needs to do their research, and the freight industry is no different.
Moving products to an Event is very technical  & this is where an Exhibition Freight Forwarder has the knowledge & expertise to assist both the Organiser & Exhibitor.

Attention needs to be paid to the timelines & we would recommend that you allow at least 1 month to pack & arrange the transport of your goods. WHY ?

•  1 week – wrap & pack you goods
• 1 week – for the export formalities & airfreight travel
• 2 weeks – to comply with the import regulations

This time line can vary, depending on the products being sent. We would suggest that you check with the Agent sending the goods.
 
Customs Regulations

South Africa customs regulations are in line with the rest of the world, especially when it comes to importing food products, even for an Exhibition.

Importing food products for an exhibition is difficult, even though South Africa imports a lot of food products, there are very strict rules & regulations.

South Africa follows the guidance of the World Health Organisation (WHO) & it is a good idea to check on their website as to the news articles being published to Food Manufacturers, especially with regards to meat, poultry & dairy products.
All food items must have a Health Certificate, as Port Health will inspect the products.
 
The transporting of Specialised & Dangerous goods

South Africa follows the rules set out by IATA & the Dept of Public Health & Safety. For example dangerous goods MUST have a “Materials Safety Data Sheet” & a “Dangerous Goods Declaration”
The “Materials Safety Data Sheet” advises the authorities about the product & what to do in the case of an emergency.

The “Dangerous Goods Declaration” is a document that is given to the Shipping & the Airlines & it advises them about the product & what to do in the case of an emergency.

The local transporters MUST have a “trem card”, which is similar to a Dangerous Goods Declaration. The “trem card” is issued by the Fire & Safety Official & it advises the authorities about the product & what to do in the case of an emergency.
Once again, it is advisable to check with your Agent before sending your goods, in order to avoid delays & possible complications
.
Like the rest of the world, South Africa has very strict control over the importation of goods.

​South African Exhibition Logistics company Exhibition Freighting G.S.M are experts when it comes to planning for exhibitions. They share their five-step plan to ensuring that you make your exhibition in South African a success.

Step 1 – Do your research
​
Understanding South Africa’s sectors, and therefore your target audience, is vital to ensuring the success of your exhibition. One way to do this is to contact the South African Chambers of Commerce, as they will have information on the companies relating to each industry. From there, you can contact SA companies inviting them to meet. The link below also provides an overview of South Africa’s key sectors which can help you gain a clearer understanding of your audience: (https://www.brandsouthafrica.com/investments-immigration/economynews/sa-economy-key-sectors). The Commercial Attaché at the South African Foreign Embassy will also be able to suggest some companies which will be interested in your products.

Step 2 - Find the right conference
​
Exhibiting is a highly effective marketing tool, but only if you are targeting the right people, and that means choosing the right conference. There many exhibitions & conferences taking place around South Africa in 2017, and not all of them will be effective for your business. The Industry Sector Associations will be the best people to contact to ensure that you attend the right exhibition for your industry. When considering a conference look at factors such as location – is it somewhere people want to go? Who will be there, are they right for your business and is it financially viable? It is far more proactive to exhibit at one or two successful conferences a year rather than a large range which are not suited to your company. 

Step 3 - Know your timelines
​
Moving products to an event can be very technical, and is key to ensuring that the entire exhibition process runs smoothly. To be on the safe side, Exhibition Freighting G.S.M recommends to pack and arrange the transport of your goods at least one month prior to exhibiting. It takes approximately one week to wrap and pack goods, another week to arrange the export formalities and airfreight travel (if coming from abroad) and approximately two weeks to comply with import regulations. This time line can vary depending on the products being sent, so it is advisable to keep in close contact with the sending process to ensure everything runs smoothly.

Step 4 -  Abide by customs
​
South African custom regulations are in line with the rest of the world, especially when it comes to food products. Importing food is difficult, with many strict rules and regulations, even for an exhibition. South Africa follows the guidance set by the World Health Organisation, so it can be beneficial to check their website in regards to rules around meat, poultry and dairy. All food items must have a health certificate as Port Health will inspect the products prior to them entering the country. 

Step 5 - Transport dangerous goods correctly
​
South Africa follows the rules set out by IATA & the Dept of Public Health & Safety, which means that any dangerous goods MUST have a “Materials Safety Data Sheet” and a “Dangerous Goods Declaration”.
Any local transporters must also have a “trem card”, which is similar to a Dangerous Goods Declaration and is issued by the Fire & Safety Official. It advises the authorities about the product & what to do in the case of an emergency.

Remember - enjoy yourself! Cape Town has a huge variety of external tours and activities to suit all tastes which you should take advantage of once your conference is over. Tours range from visits to the Cape Winelands, Cape Point and Table Mountain. For something more leisurely, enjoy shopping at one of the local markets, or world-class shopping areas. However, the province is also a paradise for sports and adrenalin fanatics and offers world famous golf courses, hiking, fishing and mountain biking, in and around the Peninsula.
​
If you want somebody to take care of the steps for you, you need to hire an expert. Exhibition Freighting G.S.M offer an all-inclusive service which will help you with everything from customs clearance, to transport and show management. Hiring an expert like Exhibition Freighting G.S.M to assist with your exhibition means everything will run smoothly, and you can focus on getting the most out of your conference. 

When it comes to your marketing, there is no doubt that exhibitions provide the best value for money. Conference exhibitions offer clients an experience; you can showcase a new product or service and network with hundreds of prospective clients in a single day.
But exhibiting at a conference can be daunting – particularly if it’s in a different country. Who should you be targeting? Where should you go? How do you do it? Exhibition Freighting G.S.M explains the who, what, where and how – everything you need to know to make your exhibition in South Africa a success.

Who should you talk to?
​
The first step to ensuring the success of your exhibition isn’t about where to go or what to do, but who you choose to help you. South African company Exhibition Freighting G.S.M are an Exhibition Logistics company who move goods to and from exhibitions, conferences, events and demonstrations, taking care of all customs formalities and ensuring that all goods arrive on time for the event. They offer an all-inclusive service which will help you with everything from customs clearance, to transport and show management. Hiring an expert to assist with your exhibition means everything will run smoothly, and you can focus on getting the most out of your conference.

What do you need to do?
​
Once you have enlisted the help of an expert like Exhibition Freighting G.S.M (EF-G.S.M), your to-do list will become substantially shorter. Initially, EF-G.S.M will instruct their colleagues to get in touch with you, wherever you are based and then pick-up your display material. Your goods will then be imported into South Africa, with all the necessary custom procedures taken care of. EF-G.S.M will then store your products until the build-up date of the event when the products will be delivered to your booth. Once unpacked EF-G.S.M will organise the storage of empty packages and visit you at a later point to discuss the outward movement of your products from the event. They will then re-export your products back to its origin or send it onto another event, taking care of everything for you.

Where should you go?
​
South Africa is a big place with a few major cities, which is why choosing the right place to exhibit is vital. Cape Town and the Western Cape in South Africa should be your primary destination, for several reasons. Firstly, the city is an intellectual magnet, with four world-class universities and other research institutions in fields as diverse as astronomy, science, medicine and social politics. As the legislative capital of South Africa, Cape Town is a fertile ground for intellectual dialogue and the exchange of ideas, with investment in technology and IT sectors establishing Cape Town as the centre of Africa’s development in these fields. As well as this, Cape Town is also extremely accessible and easily reached from many global destinations. Furthermore, there are a host of world-class, multi-purpose venues in Cape Town, perfect for conference exhibition. This includes the Cape Town International Convention centre, which is an impressive, architecturally striking, city landmark. The destination is conveniently located in the city centre, and has an excellent support system for hosting any event of any size.

How do you showcase to the right people?
​
Exhibiting is a highly effective marketing tool, but only if you are targeting the right people, and that means choosing the right conference. There many exhibitions & conferences taking place around South Africa in 2017, and not all of them will be effective for your business. The Industry Sector Associations will be the best people to contact to ensure that you attend the right exhibition / conference for your industry. When considering a conference look at factors such as location – is it somewhere people want to go? Who will be there, are they right for your business and is it financially viable? It is far more proactive to exhibit at one or two successful conferences a year rather than a large range which are not suited to your company. 

Exhibiting at a conference in Cape Town brings many opportunities, but at the same time, there are things that you should be aware of to ensure that everything runs smoothly. Exhibition Freighting G.S.M are an expert Exhibition Logistics company who specialise in international exhibitions. They have provided their view point on what to look forward to in Cape Town, and what to look out for.

Opportunities
1. A World City  - attending an exhibition in Cape Town is a major opportunity to interact with people from all over the world. As the legislative capital of South Africa, Cape Town is a fertile ground for intellectual dialogue and the exchange of ideas, with investment in technology and IT sectors establishing the city as the centre of Africa’s development in these fields.
 
2. Accessibility - the city is easily accessible, with Cape Town International Airport being served by more than 20 international airlines linking the destination to global hubs like Frankfurt, Amsterdam, Dubai, Singapore and London. Cape Town is an overnight flight from any European destination.
 
3. Affordable - the city is also recognised internationally as one of the most affordable business, tourism and incentive travel destinations in the world. So whether you are attending, or exhibiting at a conference, you will get much more for your money in this city compared to its European or American counterparts.
4. Business tourism infrastructure – In Cape Town, there are a host of world-class, multi-purpose venues when it comes to conference exhibition, to choose from, including the Cape Town International Convention centre, which is an impressive, architecturally striking, city landmark. The destination is conveniently located in the city centre, and has an excellent support system for hosting any event of any size.
5. World-class service providers – Cape Town has a host of professional service providers at your fingertips, to help your exhibition run smoothly. Some of the professional infrastructure for congress includes; an established Conventional Bureau to deliver quality services for bid production, logistical support for meeting planners, travel agents and corporations, as well as access to a sufficient pool of service suppliers. With all this available in Cape Town, you can be confident knowing your exhibition will run to plan.
 

Logistics
However, in spite of all the opportunities available in this amazing city, it is vital to be aware of a few things:           

1.  Abide by customs
South African custom regulations are in line with the rest of the world, especially when it comes to food products. Importing food is difficult, with many strict rules and regulations, even for an exhibition. South Africa follows the guidance set by the World Health Organisation, so it can be beneficial to check their website in regards to rules around meat, poultry and dairy. All food items must have a health certificate as Port Health will inspect the products prior to them entering the country.
 
2. Transport dangerous goods correctly
South Africa follows the rules set out by IATA & the Dept of Public Health & Safety, which means that any dangerous goods MUST have the following documents:

• The “Materials Safety Data Sheet” advises the authorities about the product & what to do in the case of an emergency.
• The “Dangerous Goods Declaration” is a document that is given to the Shipping & the Airlines & it advises them about the product & what to do in the case of an emergency.

Any local transporters must also have a “trem card”, which is similar to a Dangerous Goods Declaration and is issued by the Fire & Safety Official. It advises the authorities about the product & what to do in the case of an emergency.
 

​
Remember…
To avoid having to worry about things like this, it will help to hire an expert. A professional exhibition freighting company like EF-GSM, who specialise in the transport and Onsite handling assistance for exhibitions, can offer an all-inclusive service which will help you with everything from customs clearance, to transport to show management of your logistics. Hiring an expert like Exhibition Freighting G.S.M to assist with your exhibition means everything will run smoothly, and you can focus on getting the most out of your conference and enjoying all the opportunities that Cape Town has to offer.

Exhibitions can be stressful events and this stress is magnified when you are in a foreign country. It is important to get everything right – from your stand, your material, even food if it is required – and one missing element can really throw a spanner in the works.
​
Exhibition Freighting G.S.M (EF-gsm) are an expert exhibition logistics company who specialise in international exhibitions. They have provided three major things to remember when exhibiting in South Africa to ensure that everything goes to plan.

​1. Importing into South Africa South Africa is very strict when it comes to importing products, even products that are being sent to an exhibition. EF-gsm recommends not addressing goods to an event or the organiser, as this will not comply with the custom regulations. An experienced Exhibition Freighter will be able to handle all the importing for you. If you are going at it alone, it is advisable to check with the agent before sending the goods, in order to avoid delays and possible complications. 

2. TimelinesMoving products to an event is very technical, and this is predominantly where the skills and expertise of an Exhibition Freight Forwarder come in. Companies like EF – gsm have the knowledge and experience to assist both the Organiser and the Exhibitor. They know that attention needs to be paid to timelines for transporting goods. In fact, EF-gsm recommends that you allow at least 1 month to pack and arrange the transport of your goods, preferably sticking to the below timelines:

• 1 week – Wrap and pack your goods
• 1 week – For the export formalities and airfreight travel
• 2 weeks – To comply with the import regulations

​This time line can vary, depending on the products being sent.

3. Adhering to customs regulations Importing food products for an exhibition in South Africa is difficult as there are very strict rules & regulations. South Africa follows the guidance of the World Health Organisation (WHO) so it is advisable to check their website for updates, especially in regards to meat, poultry & dairy products. All food items must have a Health Certificate, as Port Health will inspect the products. A professional freighting company will help review all your produce and ensue that it meets the strict standards set by South African border control.
​  

Get the help you need
​
Sound like a lot? Never fear – Exhibition Freighting G.S.M will take care of any conference logistics for you to ensure all goes to plan. They will move goods to and from exhibitions, conferences, events and demonstrations, taking care of all customs formalities and ensuring that all goods arrive on time for the event.
Firstly, EF-gsm will instruct their colleagues to get in touch with you, wherever you are based and then pick-up your display material. Your goods will then be imported into South Africa, with all the necessary custom procedures taken care of. EF-gsm will then store your products until the build-up date of the event when the products will be delivered to your booth. Once unpacked EF-gsm will organise the storage of empty packages and visit you at a later point to discuss the outward movement of your products from the event. They will then re-export your products back to its origin or send it onto another event.
Hiring a company like EF-gsm to help you with your exhibition is invaluable to ensuring the success of your conference in South Africa.
 

​Cape Town and the Western Cape in South Africa is an intellectual magnet, with four world-class universities and other research institutions in fields as diverse as astronomy, science, medicine and social politics. As the legislative capital of South Africa, the destination is a fertile ground for intellectual dialogue and the exchange of ideas, with investment in technology and IT sectors establishing Cape Town as the centre of Africa’s development in these fields. However, there are also many other reasons why Cape Town is the perfect spot to attend for your next exhibition:

Accessibility -  Cape Town International Airport is served by more than 20 international airlines on a weekly basis, linking the destination to global hubs like Frankfurt, Amsterdam, Dubai, Singapore and London (and a wide variety of other connections via Johannesburg). The city is an overnight flight from any European destination, and the airport is situated just 20  minutes from the city centre.

​Value – Cape Town is recognised internationally as one of the most affordable business, tourism and incentive travel destinations in the world. Whether you are attending or exhibiting at a conference, you will get much more for your money in this city compared to its European or American counterparts. 

​Global Appeal - Cape Town has consistently been voted as one of the world’s favourite tourist destinations, with a reputation as a modern and convenient city. There are a variety of wine areas within a short driving distance from the Cape Town city centre, as well as many restaurants service traditional or contemporary Cape cuisine. Cape Town and the Western cape is a cosmopolitan destination where cultural diversity is welcomed, and a wealth of artistic and musical talent, opera, ballet, drama and comedy are always on offer.

​Business tourism infrastructure – There are a host of world-class, multi-purpose venues when it comes to conference exhibition, to choose from in Cape Town. This includes the Cape Town International Convention centre (CTICC), which is an impressive, architecturally striking, city landmark. The destination is conveniently located in the city centre, and has an excellent support system for hosting any event of any size.

​A cosmopolitan destination - Cape Town and the Western Cape is a vibrant and multicultural destination, where diversity is welcomed. Immigration from Europe and Africa has given the city a creative side which takes the form of artistic and musical talent, opera, ballet, drama and comedy. English is the main business language spoken in Cape Town, which is highly convenient for exhibiting. However, due to the international nature of the city, French and German are also becoming increasingly common languages throughout the Western Cape.

​Range of activities – Cape Town has a huge variety of external tours and activities to suit all tastes. Tours range from visits to the Cape Winelands, Cape Point and Table Mountain. For something more leisurely, enjoy shopping at one of the local markets, or world-class shopping areas. However, the province is also a paradise for sports and adrenalin fanatics and offers world famous golf courses, hiking, fishing and mountain biking, in and around the Peninsula.

​World-class service providers – Cape Town has a host of professional service providers at your fingertips, to help your exhibition run smoothly. Some of the professional infrastructure for congress includes; an established Conventional Bureau to deliver quality services for bid production, logistical support for meeting planners, travel agents and corporations, as well as access to a sufficient pool of service suppliers. With all this available in Cape Town, you can be confident knowing your exhibition will run to plan.