Exhibition applications

We invite research institutes, science organisations, and technology-driven companies to submit proposals to exhibit at the Science Forum South Africa 2025. This is an exceptional opportunity to:

• Engage directly with a diverse audience of academics, industry leaders, policymakers, and civil society.
• Showcase ground-breaking research, innovations, and products within a high-visibility forum.
• Forge new partnerships and gain valuable exposure within the National System of Innovation and beyond.

DEADLINE

The application deadline is 31 July 2025.

TERMS AND CONDITIONS

There are no fees for securing an exhibition opportunity at SFSA 2025.

Approved exhibitors will be provided with the following at no cost:

• A 3 m (wide) × 2 m (deep) exhibition space.
• A plain white fabric shell scheme with basic lighting and the organisation name displayed in standard lettering on the fascia board.
• One rectangular trestle table (1.22 m × 0.61 m) with black linen and two chairs
• One standard power point.

The Forum organisers will appoint a shell scheme provider. Exhibitors wishing to customise their stands may contract directly with the provider at their own cost for items such as:

• Custom-printed stand fabric walls or graphics
• AV equipment (e.g. digital screens)
• Additional or 3-phase power points
• Custom furniture, brochure racks, and other stand enhancements

Exhibitors may also choose to build a custom stand using their own stand builder, at their own cost. However, all stand builders must be assessed and approved by the venue for compliance with safety and engineering requirements. Please contact the organisers to obtain the necessary documentation if you plan to build a custom stand.

Please note:

• Exhibitors are responsible for their own travel, accommodation, attendance, setup, branding, and any extraordinary furnishing or AV equipment costs.
• Exhibition space is limited. Preference will be given to:
  • Exhibits with interactive components or live demonstrations of innovative technologies or inventions
  • Small, medium, and micro enterprises (SMMEs) showcasing novel exhibits
• Stands will be allocated based on how well they align with the SFSA theme and their ability to ignite conversations about science and facilitate meaningful networking.

STAND SIZES AND REQUIREMENTS

• All standard stands measure 3 m wide × 2 m deep
• Requests for wider stands must be motivated in writing, and a cost per additional running metre will apply
• Organisations with multiple departments or divisions (e.g. science councils or universities) are requested to submit a single coordinated application via their corporate communications office
• Organisations sponsoring multiple SMMEs must complete a separate submission for each SMME under the umbrella name. These will be grouped into one stand, with each SMME allocated 1.5 m × 2 m

KEY DATES

The conference aims to assist exhibitors in planning according to the timeline below. However, please note that these dates are provisional and may be subject to change due to circumstances beyond our control.

• Thursday, 31 July 2025: Exhibition applications close
• Friday, 29 August 2025 (latest): Confirmation of acceptance to exhibit issued with:
  • Floorplan allocation
  • Exhibition service provider (stand builder) details for custom arrangements (printing, furniture, av, etc.)
• Saturday, 22 November 2025: Stand building by appointed and approved stand builders.
• Sunday, 23 November 2025: Stand dressing by exhibitors.

Important: All exhibition stands must be fully dressed in a professional manner. Empty or bare stands will not be permitted. Any stand left bare after 13:00 on Monday, 24 November 2025 will be removed.