Exhibitor and trader terms

1. Applying, and how a slot is allocated

Applying does not book a slot and does not create a contract. Slots are capped and allocated by the selection panel, which balances the halls by theme and period, and it is not first-come. A slot exists only once we have confirmed it to you in writing and you have paid the rate for it.

The panel may decline an application without giving reasons, may move a vehicle between halls or bands to improve the display, and may accept fewer vehicles from 1 club than it applied with.

2. Rates and payment

Rates are per vehicle for a display position and per stand for a trader, quoted in South African Rand and inclusive of VAT. Display rates are published below; a trader stand rate is quoted on application.

Payment is due within 7 days of written confirmation, and the slot is released if it is not paid. The rate covers the display position or the stand, the bay marking, the show's general security presence and, on a trader stand, the power to it. It does not cover extra passes, insurance, transport or cleaning.

Every booked exhibitor slot includes 1 place in the venue's underground parking, free of charge, for the vehicle that brought the car, the bike or the stand in — the tow car or the van. Up to 2 further places in the same garage are available at R40 each. Any further vehicle parks with the public on the Groote Schuur High School sports field.

3. What a bay is

A display bay is 4 800 mm long × 1 850 mm wide, marked out on the floor, with the aisles between the bands kept clear for the public at 1 200–1 400 mm. There is no room to spread: a vehicle that does not fit inside its marked bay, or whose doors cannot be opened inside it, cannot be displayed as booked.

Coming in

Vehicles enter through the roller shutters — 3 000 mm wide × 2 730 mm high at Hall 2, and 2 440 × 2 730 mm at Hall 1. Measure your width over the mirrors, tell us on the application if you are close, and we will schedule you through the wider door.

Clubs and stands

Partner and club stands are placed on the walkway between the bands, never inside a themed row, so a stand never displaces a car.

No subletting

The bay or stand is yours and cannot be sublet, shared, transferred or sold to anyone else without our written permission.

4. Load-in, load-out and moving

We publish a load-in and load-out schedule by group, and a marshal meets you at the shutter. Arrive in your slot: the building is a working venue and other vehicles are moving at the same time.

• Engines run only to move the vehicle in and out — never indoors for warmth, for a sound check or for a crowd.
• Fuel to a quarter tank or less, batteries isolated where the vehicle has a cut-off, alarms off, and a drip tray under anything that marks its floor.
• Generators are not permitted anywhere on site, for anyone — including for a stand, a trailer or display lighting. Bring nothing that depends on one.
• Electric and hybrid vehicles: tell us in advance so that we can place you and plan charging. Charging is by prior arrangement only.
• Towing, trailers and transporters follow the marshal’s directions and leave the site once the vehicle is unloaded.
• Once you are placed, the vehicle stays where the marshal put it. Do not move it to a “better” spot.
• Load-out happens in the schedule we publish, after the public has left. A vehicle may not leave before the show closes, except with written permission for a genuine emergency.

5. Presentation and condition

Bring the vehicle clean, with the interior presentable, the glass clean, and the display material you want on the plinth. A vehicle that arrives visibly dirty, or leaking fluid, may be placed where it will not mark the floor or may be refused.

You may display your own modest signage, a spec sheet and a club banner inside your bay. Fix nothing to the floor, the walls or the structure without written permission — the venue is in everyday use and is not yours to alter. Fuel, oil and coolant must not be drained or discharged anywhere on site.

6. Security and custody

There is a general security presence and a manned gate, and the halls are patrolled overnight. A “Protected cars” slot includes its own security member with the vehicle.

Despite that, we do not take custody of your vehicle at any time. It remains in your possession and under your risk from the moment you arrive until you drive it away. General security is provided for the comfort of the show, and is not a promise that your vehicle will be safe, that nothing will be touched, or that it will be there in the morning. Insure it accordingly — see below.

7. Your insurance

You must hold comprehensive insurance on any vehicle on display, and it must cover the vehicle while it is at the venue, in transit, and overnight if it stays. We may ask for a copy of the schedule before load-in, and we may refuse a slot to a vehicle that is not insured for the display.

Check with your broker that your cover extends to a public display, to unattended standing in a venue the public can reach, and to other people moving around the vehicle. For reference, the show carries public liability cover of R5 000 000 with ⚠️ Insurer — tell your broker the figure.

8. Indemnity

You indemnify NyxoEVENTS, Keyword Technology (Pty) Ltd, the venue and their staff against any claim, loss or damage arising from your vehicle, your stand, your equipment or your conduct at the venue — including damage to the floor, to the building, to another vehicle, or to a member of the public. This does not apply to the extent that the loss was caused by our own negligence, and it does not limit any right you have under the Consumer Protection Act.

Conversely, we are not liable to you for loss of or damage to your vehicle, your equipment or your property, however it happens, except where the loss is caused by our negligence or our wilful misconduct. That is why the insurance above is compulsory rather than advisory.

9. Selling, trading and promotion

Selling a vehicle is not part of a display slot. To sell, to take orders, to run a stall or to promote any business, you need a trader stand and the rate that goes with it. Price boards and "for sale" signs on a display vehicle are allowed only with our written permission.

Traders may sell only what their application described. No food or drink may be sold without a trader stand, a valid certificate of acceptability from the local authority, and written permission from us — the show licenses its own bar and catering. Gas and electrical equipment must carry a valid certificate of compliance, and power is included in the rate for a trader stand. Generators are not permitted anywhere on site, for anyone, so plan for venue power only.

Traders handle their own card facilities, their own cash, their own insurance and their own consumer obligations. Traders who collect personal information (a mailing list, a competition entry) are responsible for it under POPIA, and must be able to show the customer a privacy notice of their own.

10. Photography and media rights

By displaying a vehicle or taking a stand, you grant the show a free licence to photograph, film and publish images of your vehicle, stand and display material to promote this and future shows, on this site and in our own channels. We will credit you or your club where you have asked us to.

We cannot control what the public photographs. If you have a genuine reason to keep a vehicle out of photographs, tell us before the show and we will place it accordingly or discuss whether it should be displayed at all.

11. Cancelling, and changes

You cancel

Tell us in writing as soon as you know. Cancel more than 14 days before the show and we refund the slot fee, with no administration fee. Cancel after that, or simply do not arrive, and the fee is not refunded — your place was held and a car was turned away for it.

We cancel

If we cancel the show, your slot fee is refunded in full. If we postpone it, you may keep your slot for the new date or take a full refund.

We move you

The panel may move a vehicle between halls and bands, or to a different bay of the same standard, without a refund. If we cannot give you a bay of the standard you paid for, you may withdraw and we refund the fee.

Force majeure

Neither of us is in breach if the show cannot go ahead because of something outside our reasonable control — severe weather, a power failure, a venue closure, a public-health direction, civil unrest or a change in the law. We will postpone, relocate or cancel, and refund the slot fee, but neither of us can claim the other’s consequential losses.

12. Your compliance

Every vehicle you bring must be licensed, roadworthy and lawfully on the road, and must be driven on and off site by a licensed driver. You must follow the event and venue rules, obey the marshals, and give us accurate information on the application — a vehicle that arrives materially different from what was accepted may be refused, without a refund.

13. Contact and governing law

Questions about this document go to the show office at info@ghostfest.co.za, or +27 800 233 752 during the show. The show is run and promoted by NyxoEVENTS (⚠️ Registered entity name, registration ⚠️ 0000/000000/07), with Keyword Technology (Pty) Ltd (registration 2024/124630/07).