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You are here: Step 9: Obtaining finances for your exports > EMIA > Individual Exhibitions > Application documents and other requirements


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Application documents and other requirements

Customs and Excise registration certificate

Businesses/individuals applying for EMIA assistance must be registered with the Commissioner of Customs & Excise. A copy of the exporter's registration certificate must be attached to all applications.

Proof of registration of the entity

The nature of the entity applying for assistance can an either be a Pty (Ltd) company, a Closed Corporation, a Sole Proprietor, a Partnership, an Association, or a Trust. The following information is required in respect of each type of entity:

  • In the case of an entity registered as Ltd, (Pty) Ltd a copy an Incorporation certificate and certificates in respect of all name changes made.
  • In the case of an entity registered as CC, a copy of the Founding statement and amended statements confirming name changes made.
  • Sole proprietors must submit a certified copy of a South African identity document with all applications for EMIA assistance. Foreigners must submit certified copies of their passports and proof of registration with the South African Revenue Services.
  • A copy of the Partnership agreement in the case of a Partnership.
  • Articles of Association or other proof in the case of an Industry Association.
  • Documentary proof of the establishment of a Trust.

Product brochures

Applicants must provide a full-colour product brochure. The brochure must be printed on good quality paper, EMIA also accepts a CD ROM format. The brochure must contain the following information:

  • The entity name and logo.
  • International contact details.
  • Carefully edited pictures of the products.
  • Description of products and the international specifications where applicable.
  • An export-trading house or commission agent can either submit their own brochure reflecting all products represented or those of the entities represented.

Financial documentation

The following financial documentation is required:

  • Entities are required to provide the latest audited financial statements
  • In the case of a Closed Corporation the latest financial statements signed off by the accounting officer
  • In the case of sole proprietors, bank statements for the last three (3) months
  • The latest financial statements must be prepared and signed off by registered accountants. If the latest financial statements are not available, after a period exceeding six (6) months from the financial year-end of the entity, the registered accountant must provide the reasons for non-availability. In addition to this the applicant should provide EMIA with audited financials pertaining to the previous financial year

Export marketing plan

An export-marketing plan must accompany all applications for EMIA assistance. Please refer to the application form for guidelines in developing an export marketing plan (alternatively you can click here to see these gudielines online). Please ensure that the following topics are included in the marketing plan:

  • The export market
  • Analysis of the product, price, promotion strategies and distribution channels
  • Viability of the product, expected competition and any trade barriers

Exhibition brochure

An exhibition brochure defining the date and nature of the event must accompany applications for Individual Exhibition assistance. The exhibition brochure should include:

  • The nature of products exhibited by participating businesses
  • Mention of interaction between buyers and sellers
  • The profile of the buyers and visitors
  • An additional program clearly indicating the dates of the exhibition should the exhibition run concurrently with a conference
  • The size of the event, including the number of participants and the number of visitors
  • Information on the international status of the exhibition

Air ticket quotations

HDI and SMME applicants must obtain two (2) quotations for air travel from the EMIA Preferred Service Providers (PSP's), as well as an additional quotation from a service provider of choice.

Company Contact person Phone Email
Flight Specials Ms Karin Rheeder
Ms Melody Coetzee
+27 (12) 343 9120 kr.pretoriatravel@galileosa.co.za
Connex Travel Ms Rene Harmse
Ms Ana Dos Santos
+27 (12) 342 3600 reneh@connex.co.za
Sure Travel Samber Ms Lisl Lindeboom
Ms Estelle Kruger
+27 (12) 362 4242 Lisl@travelsamber.co.za
Flywell Travel Pretoria Ms Ayesha Lakhan
Ms Nisha Singh
Ms Jeanne Mooloo
+27 (12) 374 2041/ 2/3/4/5 flypry@galileosa.co.za

The following criteria will be followed in accepting a quotation:

  • Only the lowest quotation will be considered for reimbursement
  • EMIA will not be responsible for any cancellation fees or any additional costs, which are incurred due to travel deviations
  • All additional costs will be borne by the applicant
  • It is the responsibility of the applicant to make the arrangements for air-tickets (this includes the booking, issue and delivery stages)

Freight forwarding quotations

It is the responsibility of the applicant to arrange freight forwarding quotations for the transport of samples and/or promotional materials. The applicant must obtain two (2) quotations from each of EMIA's preferred service providers and a third from a service provider of choice. Only the cheapest quote will be reimbursed. See the table below for a list of Preferred Service Providers (PSP's).

Company Contact person Phone Email
Krew Trans-Link IEL (Pty) Ltd Mr Mike Weeks +27 (11) 396 1494 /5 mike@translink.co.za
Sebenza Forwarding & Shipping Consultancy (Pty) Ltd Mr Richard Harper +27 (12) 665 1141 rharper@sebenza.co.za
Exhibitions Freighting GSM CC Mr Clive Nels +27 (21) 556 2270 ef-gsm@iafrica.com

Preferred Service Provider Disclaimer

Please note that EMIA does not accept any liability relating to the non-performance or service delivery of the appointed PSPs pertaining to air and travel arrangements.

Additional Documentation required from an Export Trading House, Commission Agent or Industry Association

Applications for assistance by Industry Associations, Export Councils or Joint Action Groups on behalf of the businesses they represent, must supply:

  • Brochures of at least five (5) South African businesses
  • Letters of permission to represent these businesses at this event
  • Details in terms of export capacity on the application form of the five (5) companies represented at the event

Commission Agents that will be representing HDIs or SMMEs, on the other hand, must supply copies of their agency agreements with three (3) SMME's or HDI's that they represent, while Export Trading Houses (ETH) representing HDIs or SMMEs must supply letters confirming permission from three (3) SMME's or HDI's which the ETH represents. These agency agreements/letters of representation must accompany the application.

Other supporting documentation required:

Entities that are outsourcing their manufacturing process will only qualify on submission of:

  1. Formal outsourcing agreement(s) between the entity and the manufacturer(s), or
  2. Other proof substantiating that the entity is the legal owner of the product/design or patent.

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Step 9: more information

Step 9: Obtaining finances/resources for your exports
      Bank financing
      Payment methods as a means of financing
      dti EMIA incentives
            Definitions and terminology
            Individual Exhibitions (IE)
                  .General qualification criteria
                  .Limitation of assistance provided
                  .Scheme-specific financial criteria
                  .Steps involved in applying for assistance
                  .Claim documentation and other requirements
            Individual Inward-bound Mission (IIBM)
            In-store promotions (IP)
            Primary Market Research (PMR)
            Group Inward Buying Trade Missions (IBM)
            National Pavilions (NP)
      Payment terms and export financing
      Pricing as a means of financing
      Export receivables
      Foreign currency loans
      Alternative sources of financing

Click where you want to go

More information on Step 9
Learning to export... The export process in 21 easy steps
Step 1: Considering exporting
Step 2:Current business viability
Step 3:Export readiness
Step 4:Broad mission statement and initial budget
Step 5:Confirming management's commitment to exports
Step 6: Undertaking an initial SWOT analysis of the firm
Step 7:Selecting and researching potential countries abroad
Step 8: Preparing and implementing your export plan
Step 9: Obtaining financing for your exports
Step 10: Managing your export risk
Step 11: Promoting the firm and its products abroad
Step 12: Negotiating and quoting in exports
Step 13: Revising your export costings and price
Step 14: Obtaining the export order
Step 15: Producing the goods
Step 16: Handling the export logistics
Step 17: Export documentation
Step 18: Providing follow-up support
Step 19: Getting paid
Step 20: Reviewing and improving the export process
Step 21: Export Management
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