1. art and entertainment
2. shows and events
3. exhibition

EXHIBITION MANUAL
NSW Rural Fire Service
Association Conference 2015
19 – 21 June 2015
Parklands Resort and Conference Centre, Mudgee
www.rfsaconference.org.au
TABLE OF CONTENTS
CONTACTS ....................................................................................................................3
EXHIBITION CHECK LIST ............................................................................................. 3
EXHIBITION TIMETABLE .............................................................................................. 4
MOVE-IN SCHEDULE ................................................................................................................ 4
MOVE-OUT SCHEDULE ............................................................................................................ 4
FLOOR PLAN & LIST OF EXHIBITORS ........................................................................ 5
VENUE ACCESS & DELIVERY DETAILS ...................................................................... 6
VENUE ACCESS ........................................................................................................................ 6
MARQUEE .................................................................................................................................. 6
OUTDOOR APPLIANCE DISPLAYS .......................................................................................... 6
VENUE ADDRESS ...................................................................................................................... 6
DELIVERIES TO VENUE ............................................................................................................ 7
SHELL SCHEME STAND DETAILS ............................................................................... 8
SERVICE FORMS ....................................................................................................................... 8
RAW SPACE EXHIBITORS............................................................................................ 9
CUSTOM STAND BUILD & DESIGN SPECIFICATIONS .......................................................... 9
STAFF REGISTRATIONS AND NAME BADGES ........................................................ 10
EXHIBITION STAFF NAME BADGES ...................................................................................... 10
COMPLIMENTARY EXHIBITION REGISTRATION ................................................................. 10
ADDITIONAL EXHIBITOR REGISTRATIONS .......................................................................... 10
ACCOMMODATION ..................................................................................................... 11
GENERAL INFORMATION........................................................................................... 11
AUDIO VISUAL / COMPUTER HIRE ........................................................................................ 11
BANNER RIGGING ................................................................................................................... 11
CLEANING ................................................................................................................................ 11
COMPETITIONS / PRIZES / GIVEAWAYS .............................................................................. 11
DISPLAY PRODUCTS .............................................................................................................. 11
EXHIBITOR CATERING ........................................................................................................... 12
FIRST AID ................................................................................................................................. 12
FURNITURE PACKAGE ........................................................................................................... 12
INTERNET / WIRELESS ACCESS ........................................................................................... 12
PARKING .................................................................................................................................. 12
SOCIAL PROGRAM .................................................................................................................. 12
STORAGE ................................................................................................................................. 12
RULES & REGULATIONS............................................................................................ 13
ACCESS POLICY ..................................................................................................................... 13
FIRE REGULATIONS ............................................................................................................... 13
RFSA Conference 2015 | Exhibition Manual
Page 1
FIXTURES ................................................................................................................................. 14
FOOD & BEVERAGE REGULATIONS ..................................................................................... 14
HIGH VISIBILITY SAFETY VESTS ........................................................................................... 14
INSURANCE / PRODUCT AND PUBLIC LIABILITY ................................................................ 14
INDEMNITY ............................................................................................................................... 14
NOISE ....................................................................................................................................... 14
SMOKING.................................................................................................................................. 14
SECURITY ................................................................................................................................ 14
TRADE UNIONS ....................................................................................................................... 15
USE OF EXHIBITS .................................................................................................................... 15
ATTACHMENTS SECTION
RFSA Conference 2015 | Exhibition Manual
Page 2
CONTACTS
Exhibition Supplier Contacts
EXHIBITION PROJECT MANAGER
c/o Arinex Pty Ltd
Conference & Exhibition Managers
Level 10, 51 Druitt Street
SYDNEY NSW 2000
Contact
Telephone
Facsimile
Email
Vera Stojanovic
+61 2 9265 0700 ext 720
+61 2 9267 5443
[email protected]
ACCOMMODATION
RFSA Conference 2015
c/o Arinex Pty Ltd
Conference & Exhibition Managers
Level 10, 51 Druitt Street
SYDNEY NSW 2000
Contact
Telephone
Facsimile
Email
Vera Stojanovic
+61 2 9265 0700 ext 720
+61 2 9267 5443
[email protected]
SHELL SCHEME STAND & ELECTRICAL /
FURNITURE / GREENERY / AUDIO VISUAL HIRE
Exhibit Systems
PO Box 709
BROOKVALE NSW 2100
Contact
Telephone
Facsimile
Email
Paul Hicks
+61 2 9982 5511
+61 2 9982 8899
[email protected]
[email protected]
www.exhibitsystems.com.au
Website
EXHIBITION CHECK LIST
Items marked with a blue diamond () are compulsory and must be returned by every exhibitor
Items marked with a green circle () are optional based on your individual requirements
RETURN
COMPLETE
FORM
DUE DATE
PAGE

TO

Custom Build Stands
4 May 2015
Page 19
Arinex

Accommodation Bookings
ASAP
N/A
Arinex

Exhibitor Registrations
29 May 2015
Page 11
Arinex

Public Liability Certificate
1 May 2015
Page 19
Arinex

Stand Information Form 1
29 May 2015
Attachment
s Section
Exhibit
Systems

Signage Order
Form 2
29 May 2015
Attachments
Section
Exhibit
Systems

Lighting & Power Order
Form 3
29 May 2015
Attachments
Section
Exhibit
Systems

Carpet & Walling Form
Form 4
29 May 2015
Attachments
Section
Exhibit
Systems

Shelving Form 5
29 May 2015
Attachments
Section
Exhibit
Systems

Stand Layout Form 6
29 May 2015
Attachments
Section
Exhibit
Systems

Furniture| AV Hire
29 May 2015
Click here
Exhibit
Systems
RFSA Conference 2015 | Exhibition Manual
Page 3
EXHIBITION TIMETABLE
Times are accurate at date of publication, however may be subject to change.
For a detailed copy of the Conference program, topics and list of speakers, visit the
website at: www.rfsaconference.org.au
MOVE-IN SCHEDULE
Sunday 21 June 2015
Access for set-up in the Outdoor Asphalt Area
Thursday 18 June 2015
7.00am to 6.00pm
For outdoor exhibits, markers will be placed on the asphalt area to identify your
designated location. The Exhibition Manager will be onsite to direct outdoor exhibitors
Access for set-up in Exhibition Marquee
Thursday 18 June
Exhibition staff access to dress stands
2.00pm to 6.00pm
Friday 19 June
Exhibition staff early access
Exhibition open to delegates
Welcome BBQ Lunch (front deck of parklands resort)
Welcome Reception (rear deck of parklands resort)
Saturday 20 June
Exhibition staff early access
7.00am
Exhibition open to delegates
7.30am to 5.00pm
(pre-arrival breakfast in the Exhibition Marquee from 7.30am to 8.00am
for exhibitors & delegates)
Sunday 21 June
Exhibition staff early access
7.00am
Exhibition open to delegates
7.30am to 2.30pm
(pre-arrival breakfast in the Exhibition Marquee from 7.30am to 8.00am
for exhibitors & delegates)
Exhibition close
7.00am to 1.00pm
1.00pm to 5.30pm
1.00pm to 2.00pm
5.30pm to 7.30pm
2.30pm
MOVE-OUT SCHEDULE
Sunday 21 June 2015
2.30pm
EXHIBITION CLOSE
2.30pm to 4.00pm
Exhibitors to remove promotional items from stand walls and personal
items from furniture. Package and label any goods being collected by
courier
4.00pm to 8.00pm
Courier access to collect goods
4.00pm to 8.00pm
Stand contractor access to dismantle stands and remove equipment
Please ensure all your display items are boxed and removed from the Marquee as it must be
cleared of all exhibition equipment and display materials by 8.00pm on Sunday 21 June.
Safety vests and closed toed shoes must be worn by all exhibition staff during the
move-in period otherwise they may not be permitted access into the exhibition area.
Vests are not available from the venue or the Conference Managers and must be
provided by the individual exhibitor.
RFSA Conference 2015 | Exhibition Manual
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FLOOR PLAN & LIST OF EXHIBITORS
For an update of Exhibitors visit the website click here
Exhibition Floor Plan Note: Floor plan is subject to change
RFSA Conference 2015 | Exhibition Manual
Page 5
VENUE ACCESS & DELIVERY DETAILS
VENUE ACCESS
Parklands Resort and Conference Centre is situated at 121 Ulan Road, Mudgee, just 1km from
the town centre of Mudgee.
When driving into Mudgee, proceed up to the ‘clock tower’ which is in the centre of town, drive
straight ahead over a small bridge. The Resort is on the left hand side of the road.
MARQUEE
As you enter the Resort via the main drive way the Marquee will be on the left hand side, please
follow the signs - to access the exhibitor drop off area for the Marquee.
If you require vehicle access close to the Marquee to off-load your goods, please ensure you
leave ample space / clear way from the Marquee entry.
Access to the Marquee is along a level bitumen road. Please limit your time when off-loading so
as not to block access for your co-exhibitors. Once equipment is unloaded, vehicles must be
moved immediately as they will not be permitted to park near the Marquee for extended periods.
For moving bulky items during the move-in / move-out period, we recommend that where
possible exhibitors bring their own trolleys.
If you envisage that you will require physical assistance onsite or the use of a ‘pallet jack’ to
move items into the Marquee please contact Vera Stojanovic at the Conference Managers so
that we may gauge your requirements and the level of assistance required.
OUTDOOR APPLIANCE DISPLAYS
An area adjacent to the Marquee is the allocated space for ‘appliance’ displays. The area is
clear of any pillars or posts and is asphalt and will be clearly marked upon approach to the
Resort. Vera Stojanovic will be onsite to direct exhibitors to their designated location.
VENUE ADDRESS
The address for the dispatch of exhibition items is:
Parklands Resort & Conference Centre
121 Ulan Road
Mudgee NSW 2850
Att: Sarah Willoughby
Tel: 02 6372 4500
RFSA Conference 2015
Location:  Marquee
From:
Company Name:
Contact Person:
Mobile Number:
Stand Number:
Box: _____ of Box: _____
A delivery label is located in the Attachments Section of this manual.
RFSA Conference 2015 | Exhibition Manual
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DELIVERIES TO VENUE
For stand give-aways and display product courier deliveries will be accepted on and not before
Wednesday 17 June 2015 between 8.30am to 4.30pm.
NOTE: Neither Arinex Pty Ltd or Parklands Resort will take responsibility for the safety of
any goods delivered to the site on behalf of the exhibitor, their agent or their contractor.
If sending items to the venue via courier we suggest you adhere to the following:
• Ensure staff working onsite have full details of your delivery, including a list of items being
sent and a copy of the consignment notes/number, to facilitate the location of goods should
they not be delivered to the venue on the designated day or time.
• Please ensure your couriers are advised of delivery times, as well as the correct address.
Collections: items for collection must be clearly labelled with the return address and may be left
in the main Auditorium for collection on Monday 22 June.
Please note all items must be collected and removed from the venue by no later than 5pm
on Monday 22 June.
FREIGHT / MATERIALS HANDLING
The venue does not have a forklift or pallet jack onsite. Our stand builder, Exhibit Systems, may
have equipment onsite and their staff will be the authorised operators.
It you intend bringing display items into the marquee that need to be posited using a pallet jack
please contact Vera Stojanovic as soon as possible so that we may gauge requirements email:
[email protected]
STAFF REGISTRATIONS AND NAME BADGES
EXHIBITION STAFF NAME BADGES
All Exhibition Staff will be issued with name badges. In the interest of security badges must be
worn at all times and must be clearly visible. Access to the Conference and Exhibition will be
denied without the correct identification.
Badges will be available for collection onsite from the Registration Desk on Friday 19 June
2015.
EXHIBITION STAFF REGISTRATIONS
2
The allocation is two (2) Exhibitor Registrations per 9m booth and includes:

Name Badge

Entrance to the exhibition

Attendance to all sessions

Conference satchel (including all Conference material, program and delegate list)

Attendance to the Welcome BBQ lunch Friday 19 June from 1.00pm to 2.00pm

Attendance to the Welcome Reception, Friday 19 June from 5.30pm to 7.30pm

Daily lunch, morning and afternoon tea breaks
Attendance to the Conference dinner is optional. Check your booking as organisations have
the option to book a booth which includes or excludes attendance to the Conference Dinner.
ADDITIONAL EXHIBITOR REGISTRATIONS
Additional exhibition staff registrations may be purchased for the Conference Managers. The
cost is $480.00 (inc GST) per person and includes all the above listed items.
A hard copy registration form is located in the Attachment Section.
RFSA Conference 2015 | Exhibition Manual
Page 7
SHELL SCHEME STAND DETAILS
Exhibitors who require shell scheme will receive the following in their package:
SHELL SCHEME STAND:
3m wide x 3m deep x 2.4m high walls.
FASCIA SIGNAGE:
220mm deep blue panel with 90mm white vinyl cut lettering
provided for each stand. Maximum number of letters per fascia
board is 30 characters.
Fascia will be provided to all open sides and will be supported on
a 40mm square aluminium support.
WALLS:
Grey carpet fabric panels 2410mm high (velcro compatible) set
in a 40mm x 40mm aluminium frame.
Each wall panel section is 900mm wide.
No nails, staples, screws or glue are to be used to fix materials
to walls. Damage to panels will be charged to exhibitors at
$150.00+ GST per panel.
For positioning of promotional material exhibitors require hard
velcro tape. Long strips of Velcro are recommended rather than
dots.
FLOORING:
Marquee will be carpeted in charcoal grey.
POWER & LIGHTING:
Each stand will be fitted with 2 spot lights and 1 x 4amp
p/connection.
FURNITURE:
Included in the stand is: one trestle table 1.5m long, one black
table cloth and two standard plastic white chairs.
Additional furniture such as reception counters or product
display cabinets can be hired from the exhibition supplier
Exhibit Systems www.exhibitsystems.com.au
SERVICE FORMS
Various Service forms located in the Attachments Section need to be completed and returned to
the stand contractor Exhibit Systems by 29 May 2015. These forms include:
STAND INFORMATION FORM 1
This form is to advise the stand builder of your overall requirements. Example if you wish to
change any elements of the shell scheme stand.
RFSA Conference 2015 | Exhibition Manual
Page 8
FASCIA SIGNAGE FORM 2
To ensure your company/organisation name is printed correctly, complete the Order Form and
return to Exhibit Systems by the due date.
Additional signage such as your company logo can be added to the fascia sign at an additional
cost. Contact Exhibit Systems.
POWER & LIGHTING FORM 3
All exhibitors will receive 2 x 150 watt spotlights and 1 x 4 amp power point per booth.
Additional power and lighting can be ordered. Complete the Order Form located in the
Attachments Section and return to Exhibit Systems by the due date.
CARPET & WALLING FORM 4
If you would like to change the colour of your stand walls or carpet, complete the Order Form
located in the Attachments Section and return to Exhibit Systems by the due date.
SHELVING FORM 5
Shelves can be added to the walls of your stand. If you would like to arrange for shelving,
complete the Order Form located in the Attachments Section and return to Exhibit Systems by
the due date. Additional charges apply.
STAND LAYOUT FORM 6
If you have a specific requirement for the location of your power outlet or furniture items, outline
these on the Form located in the Attachments Section and return to Exhibit Systems by the due
date.
RAW SPACE EXHIBITORS
Exhibitors who are not using the shell scheme stand (refer drawing on page 8) and intend
installing their own custom designed stands must:
•
provide the Conference Managers with a copy of their design as soon as possible and by
no later than 4 May 2015
•
provide the Conference Managers with the name and contact details of their stand installer
•
provide their stand installer with a copy of the RFSA Conference 2015 Exhibition Manual to
ensure their installer is aware of the exhibition set-up and move-out times
Custom stand designs must be reviewed by the Exhibition Manager prior to the Conference for
approval. The Exhibition Manager will provide written notification or advise if any modifications
or changes that need to be made.
Exhibitors who are installing their own stands are responsible for making arrangements for
services such as power and lighting to the stand.
BUILD HEIGHT: The maximum build height in the Marquee is 2.4m.
CUSTOM STAND BUILD & DESIGN SPECIFICATIONS
1. All custom build designs must clearly incorporate booth number and name.
2. All temporary structures built for exhibitions must comply with the Building Code of Australia
and all other statutory regulations current at the time of construction. This includes areas
pertaining to egress, height, fire safety and flammability rating of materials.
3. Stands over 2.4m, or stands designed to support weight other than light advertising
material, must be approved. This application must include a design dimensioned plan, cross
sectional plan and elevation views, together with details of construction materials and
RFSA Conference 2015 | Exhibition Manual
Page 9
methods. Artist’s impressions of stands are not acceptable. The venue may insist that a
structural engineer’s certificate be obtained where it is ascertained that the integrity of the
structure or compliance with the Building Code of Australia may be questionable.
4. Any stand that has a structure contained within it that has a roof or ceiling may be required
to provide additional fire protection equipment, such as the fitting of a smoke detector, a
portable C02 extinguisher and an extension of the existing sprinkler system.
5. All raised floors, steps and ramps within exhibits must comply with the relevant sections of
the Building Code of Australia. Any raised floor sections must be clearly distinguishable from
areas of the surrounding floor space. The raised floor sections must not contain sharp or
dangerous edges and must not cause a trip hazard.
6. All raised floors with a height of less than 115mm are not regarded as a step, and these
floors will require a suitable and clearly distinguishable ramp from the main exhibition floor
level or surrounding platform to the raised section. The ramp must be of a gradient no less
than 1 to 3 and be contained within the contracted space. Ramps may not protrude into the
nominated aisle way, so must be part of the stand space.
7. All raised floors with a height greater than 115mm but less than 190mm from the main
exhibition floor level or surrounding platform will be regarded as a step and generally will not
require a ramp. However, an approved stair nosing must be installed as per requirements
for steps in public access. The only exception to this requirement is for ramping on 32mm
raised flooring constructed from 1 metre modular floor sections, where an allowance of up to
100mm intrusion into the aisle will be acceptable and the 1 to 3 gradient will be maintained.
8. If halogen lights are to be used on any stand, the globe unit must be protected with safety
glass to minimise the risk of fire. Please note that tungsten halogen flood lights are
banned.
9. All exhibits must provide access for fire fighting equipment, and be designed in accordance
with the Building Code of Australia and to the satisfaction of the venue.
10. Any barriers incorporated into the custom stand are to be designed so that they yield to
pressure without toppling.
Stand Approval
All stand plans should be sent through in pdf format and should indicate:
• A design dimension plan
• Cross sectional and elevation views
• Details of construction materials and methods
• Artist’s impressions of stands are not acceptable
Construction Materials
Any material used for stand construction or display purposes must conform to the Building Code
of Australia and be:
• Non combustible materials
• Inherently non-flammable materials
• Flame-proof fabrics
• Self-extinguishing plastic materials
• Plywood, hardwood or fibreboard rendered flame-resistant by a process of impregnation
acceptable to the relevant authorities
Custom Designers: Please note that custom stand designs must be sensitive to the
amenity of the overall exhibition and surrounding exhibits. Therefore views of external
walls adjoining or, visible by, neighbouring stands must be appropriately cladded or
printed with a logo and storage areas and packing materials should not be visible.
RFSA Conference 2015 | Exhibition Manual
Page 10
ACCOMMODATION
Limited accommodation has been reserved for exhibitors at Parklands Resort and is subject to
availability at the time of registering. You can book your accommodation using the registration
form. For details of other options contact Vera Stojanovic E: [email protected]
GENERAL INFORMATION
AUDIO VISUAL / COMPUTER HIRE
A range of computer equipment, plasma screens etc. is available for hire from the recommended
supplier Exhibit Systems to view their product range or order online go to
www.exhibitsystems.com.au
BANNER RIGGING
Due to ceiling height limits in the Marquee the rigging of banners is not recommended.
CLEANING
Cleaning of general aisle ways during the set-up and during the course of the exhibition is
included in the cost of your exhibition space.
Please ensure that the area around your display is kept as clean as possible at all times. Don’t
leave empty boxes under your tables or on your stand. If you need to store boxes speak to
Vera onsite. If you have rubbish that needs to be thrown away during the set-up or at the close of
each day, leave this outside your display stand (in the general aisle ways) and this will be taken
away by cleaning staff at the close of the exhibition each day.
If you require individual stand cleaning this may be carried out by the venue. To pre-book this
service contact the venue direct.
COMPETITIONS / PRIZES / GIVEAWAYS
One of the keys to a successful exhibition stand is interaction. Exhibitors are encouraged to
introduce prize draws, guessing competitions and product give-aways to maximize your
presence.
Prize Draws / Lotteries must have a New South Wales Government Permit. Any prize draw
whether it is a Game of Chance or a Game of Skill must be registered. For further details on the
rules and regulations contact the Department of Gaming and Racing on Tel: +61 2 9995 0666 or
Email: [email protected] or refer to their website at www.dgr.nsw.gov.au
Exhibitors may not sell tickets for lotteries, raffles or competitions without the consent of the
appropriate authorities and the Conference Managers.
Written details must be provided to the Conference Managers advising of the nature of any
competitions taking place on your display.
DISPLAY PRODUCTS
If you intend having any large or heavy products on display and anticipate that you may require
assistance with the positioning of items on your stand, please contact Vera Stojanovic at the
Conference Managers so we may gauge your specific requirements. In particular we would like
to know if you will require either a pallet jack or forklift.
ELECTRICAL TESTING AND TAGGING REQUIREMENTS
All electrical equipment entering the venue must comply with the Australian Standards. This
includes all electrical equipment used in the workplace, including equipment brought in to the
RFSA Conference 2015 | Exhibition Manual
Page 11
venue by contractors or third parties. The outward sign of compliance with the Act will be the
equipment’s electrical test tag, compliant with AS3760: 2003.
The Venue reserves the right to remove or replace any electrical equipment not complying with
the Act. Power cords which are detachable, such as IEC leads, extension leads and power
boards are separate items and need to be tested independently from the equipment they are
supplied with.
To have your items pre-tested and tagged prior to the event, please contact your local electrician.
EXHIBITOR CATERING
Lunch, morning and afternoon refreshments will be provided for all fully registered Exhibitors and
will be available in the Marquee. Exhibitor catering will be available half an hour prior to the
delegate break to enable free networking.
FIRST AID
Should you require first-aid assistance, please advise staff at the Conference Registration desk.
All accidents must be reported to Venue staff and the Conference Managers.
FURNITURE PACKAGE
Included in the stand package is: one 1.5m long trestle table, one black table cloth and two
standard plastic white chairs.
Additional furniture items may be hired from Exhibit Systems. To view their price list and product
range and to order online go to: www.exhibitsystems.com.au
INTERNET / WIRELESS ACCESS
Wireless/Internet access is not available in the Marquee.
Parklands Resort offers a FREE business centre with two Apple PCs. The Business Centre is
located next to Resort Reception.
PARKING
Ample parking is available at the Venue for all exhibitors who are registered hotel guests.
SOCIAL PROGRAM
Exhibitors are entitled to attend the Welcome BBQ Lunch which will be held at the venue on
Friday 19 June from 1.00pm to 2.00pm and the Welcome Reception also held at the venue on
Friday 19 June from 5.30pm to 7.30pm.
Attendance to the Dinner on Saturday 20 June is optional - please check your exhibition booking.
If you haven’t booked the dinner included option and wish to purchase a ticket contact the Vera if
you would like to purchase a ticket email: [email protected]
The cost is $80.00 per person.
STORAGE
If you think you may require storage onsite for small items or large packing crates/boxes,
please contact Vera on email: [email protected] so that we may gauge exhibitor
requirements.
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RULES & REGULATIONS
ACCESS POLICY
1.
Access to the Marquee approach must be kept clear of all parked vehicles during the
operating hours of the Exhibition.
2.
A 20 minute unloading limit applies to all vehicles in this area. Times for larger vehicles will
be at the discretion of the venue.
3.
Any person wishing to gain access into the venue outside the event's scheduled hours
should notify the Conference Managers or venue at least 24 hours in advance.
4.
Upon request, all drivers of vehicles who require access to the venue may be asked to
present their drivers licence to venue staff to verify their identity.
5.
Under no circumstances should event equipment be moved in or out via front of house/
reception area. No responsibility will be taken by the venue in the case of an accident and /
or damage to equipment during the move-in, operational and move-out periods.
6.
By law the venue is required to maintain clear access for egress from all emergency exit
doors leading onto the Resort.
FIRE REGULATIONS
The installation of any fuel burning appliances, either liquid or solid fuel, must conform to the
uniform Building Regulations.
The storage of any flammable liquids or fuels within the Exhibition is not permitted.
The installation of any fuel LPG appliances must comply with the Theatre & Public Works Act
1901 (Appendix D November 1987). Exhibitors proposing to use LPG must contact the
Organisers prior to move in to complete details of the Act and approval to use gas cylinders.
Motor vehicles or other mechanical appliances displayed within the venue must contain a full tank
of fuel, drip tray provided and their batteries must be disconnected.
Fire extinguishers and fire fighting equipment should at all times be visible and accessible and
must not be removed from their correct location.
Any materials used for stand construction or display purposes must conform to the following
standards:
•
•
•
•
Non-combustible and inherently non-flammable materials.
Flame-proof fabric.
Self extinguishing plastic material.
Plywood, hardwood, pulp board or fibreboard rendered flame-resistant by a process of
impregnation acceptable to Authorities.
Exhibitors using LPG should comply with the Theatre and Public Works Act 1901. Exhibitors
proposing to use LPG should contact the organiser prior to move-in for complete copies of the act
and approval to use gas cylinders.
Fire extinguishers shall be kept visible and accessible at all times.
Should the construction of exhibits create a potential smoke locked area, or an area where
existing sprinklers cannot reach, the organiser may require smoke detectors and an emergency
lighting system to be installed.
RFSA Conference 2015 | Exhibition Manual
Page 13
FIXTURES
Nothing is permitted to be taped, stapled or otherwise affixed to any surface of the venue.
Absolutely no core drilling or fixing into the floor is allowed.
Any tape, tape residue, paint or stains left on floors will be removed at the Exhibitor's cost and
any damage incurred charged in full to the Exhibitor.
FOOD & BEVERAGE REGULATIONS
For safety reasons, alcoholic beverages are strictly prohibited from the Exhibition (excluding
official functions arranged by the organisers). This includes the period of move-in and move-out
as well as during the Exhibition.
Any exhibitor wishing to serve alcohol as ‘on stand’ hospitality must order these items from the
venue. as the venue has sole rights for the sale or distribution of any article of food, beverage or
tobacco. Therefore, no food, beverage or tobacco may be brought into the venue without consent
from Management.
The venue will have no objection to the provision by Exhibitors of foodstuffs provided as means of
demonstrating any plant or equipment forming part of the Exhibition, or the product manufactured
or supplied by the Exhibitor. However the SALE of all such products will not be permitted.
HIGH VISIBILITY SAFETY VESTS
It is a requirement of the Venue and Conference Managers that all exhibitors working within the
exhibition area MUST wear high visibility vests during move in and move out periods. Exhibitors
are advised that it is their responsibility to provide high visibility vests for their staff during the
move-in and move out periods.
INSURANCE / PRODUCT AND PUBLIC LIABILITY
Exhibitors must submit a copy of their current public and product liability insurance certificate to
the Conference Managers prior to 1 May 2015. The certificate must be current and cover the
dates of the Conference including the move-in and move-out periods of the exhibition and must
be to the value of A$10 million in respect of each claim.
INDEMNITY
Every exhibitor is required to complete the Indemnity Form, indemnifying the Conference
Managers as organiser against damage to the venue and public liability. A copy of the form was
included with your booking confirmation letter.
NOISE
Use of Public Address Systems on stands must be requested in writing to the Conference
Managers. Exhibitors showing films or creating excessive noise or using audio visual aids which
disturb adjacent Exhibitors may be asked to cease such activities in the interest of the overall
Exhibition. The maximum permissible total sound level in any area of the exhibition is 82dB
(slow), measurable at a distance of three metres from the source of the sound using a direction
decibel. The Conference Managers reserve the right to vary the noise level in the interest of
Exhibitors.
SMOKING
The venue is designated non-smoking therefore smoking is not allowed within the venue at any
time. This includes the Marquee.
SECURITY
Exhibitors must make provisions for the safeguarding of their goods, materials, equipment, and
displays at all times. Please be security conscious, do not leave bags, laptops or any easily
portable items unattended at any time in your stand.
RFSA Conference 2015 | Exhibition Manual
Page 14
The Conference Managers will not be held responsible for lost or damaged property. You are
urged to maintain full insurance coverage for damage or loss of your property.
USE OF EXHIBITS
All demonstrations or other promotional activities, e.g. literature handouts, must be confined to
your exhibit space, and at no time will be allowed in the front of the Venue. No exhibitor not will
be allowed to display signs in any of the common areas of the Venue unless participating
in a program sponsored by the Conference Managers.
Aisles should not be obstructed in any way and sufficient space must be provided within the stand
for the comfort and safety of persons watching demonstrations and other promotional activities. If
large crowds gather to watch a demonstration and interfere with the flow of aisle traffic, the
Conference Managers have the responsibility, as per fire regulations, to resolve the situation. The
exhibitor will be required to provide rope and stanchion or security personnel, to direct traffic, at
the exhibitor's expense, or the presentation will be terminated.
Demonstration tables must be placed a minimum of one metre from the aisle line of your
exhibition stand.
The Conference Managers reserve the right to restrict exhibits which, because of noise, method
of operation, materials or any other reason, become objectionable. If in doubt contact the
Conference Managers in advance of the Exhibition to discuss. The above restrictions include
people, props, conduct, printed matter, and anything of character which the Conference
Managers determine is objectionable.
•
Exhibitors may not sell food/ beverages or tobacco.
•
No animals may be displayed as part of the exhibit stand, or brought onto the Exhibition.
Vision or hearing impaired persons will be granted permission for trained guide dogs.
•
Please alert the Conference Managers, in writing, of any promotional items to be given
away at your stand. The Conference Managers reserve the right to deny permission for
promotional items deemed objectionable.
•
The venue prohibits the use of helium balloons distributed or used for display purposes
within the exhibit halls. No adhesive backed decals are to be given out or used within the
exhibit halls. No exceptions.
RFSA Conference 2015 | Exhibition Manual
Page 15
ATTACHMENTS
SECTION
RFSA Conference 2015 | Exhibition Manual
Page 16
RFSA 2015 EXHIBITION
DELIVERY LABEL
Deliver to:
Parklands Resort & Conference Centre
121 Ulan Road
Mudgee NSW 2850
Venue Ph: 02 6372 4500
Do not
before:
deliver
Tuesday 16JUNE 2015 (8.30am- 4.30pm)
Date of Event:
Tick location
of your exhibit
19 - 21 June 2015
 Outdoor Asphalt Area  Marquee
From:
Stand / Company Name:
Stand Number:
Stand Contact Name:
Stand Contact Mobile Number:
Organiser Contact Name:
Arinex Pty Ltd / Vera Stojanovic
Organiser Number:
02 9265 0700
Courier / Carrier Company:
Description of Item/s being
delivered: (including contents)
BOX NUMBER
RFSA Conference 2015 | Exhibition Manual
of
Page 17
RFSA Conference 2015
19–21 June 2015 Parklands Resort and Conference Centre, Mudgee
Registration Form
Exhibition Staff Registration
Please print clearly and keep a photocopy of this form for your records. The
information will be reproduced in the Delegate List at the conference and be
used for all mailings.
Please ensure the information you complete below is correct.
Forward this form to:
RFSA 2015 Conference Manager
Managed by Arinex Pty Ltd
Level 10, 51 Druitt Street
Sydney NSW 2000
F: +61 2 9267 5443
E: [email protected]
A. STAFF DETAILS (a separate form must be completed by each person)
Title (please tick) Mr Mrs Ms Miss Dr Prof Other:
Given Name
Family Name
Organisation
Position
Street Address or PO Box
City
State
Contact No. 1
Contact No. 2
Fax
Email
Pcode
Preferred Name on Name Badge
B. REGISTRATION
Category
Fee (tick relevant category)
Complimentary Exhibitor (2 per booth)
A$0.00
Complimentary Exhibitor inc Dinner (2 per booth)
A$0.00
Additional Exhibitor (per person)
A$480.00
C. SOCIAL FUNCTIONS
The Exhibition Launch BBQ Lunch and Welcome Reception are included in all Exhibitor registration categories.
The Conference Dinner is only included in the Complimentary Exhibitor inc Dinner category.
Complimentary Exhibitors and Additional Exhibitors will need to complete this section to purchase a ticket to the Conference Dinner for
themselves or a guest/partner or for additional tickets to the Exhibition Launch BBQ Lunch or Welcome Reception.
Function
Exhibition Launch BBQ Lunch
Friday 19 June 2015 1pm – 2pm
Parklands Resort and Conference Centre, Mudgee
Welcome Reception
Cost per Ticket
Name of Guest/s
Total Cost for
Additional Tickets
A$29.50
Friday 19 June 2015 5:30pm – 7:30pm
Parklands Resort and Conference Centre, Mudgee
A$55.00
Conference Dinner
A$80.00
Complimentary
Saturday 20 June 2015 7pm – 11pm
Parklands Resort and Conference Centre, Mudgee
Number of Additional
Tickets Required
All amounts are in Australian dollars and are inclusive of the 10% Goods and Services Tax (GST).
D. SPECIAL NEEDS / DIETARY REQUIREMENTS
If you have any special needs or dietary requirements please specify. Every attempt will be made to meet your requirements, however this may
not be possible in every case.
E. PRIVACY
Yes – please include my details as given on this form (and any subsequent amendment) in the Delegate List produced for the Conference
which will be supplied to Organising Bodies, Sponsors, Exhibitors and all Delegates attending.
No – please do not include my details on the Delegate List.
F. ACCOMMODATION
For full details and descriptions of hotels, please visit www.rfsaconference.org.au/accommodation
Hotel and Deposit Requirements
Hotel
Driving Distance
from Venue
Parklands Resort and
Conference Centre
(limited availability)
N/A
Room Type
Room Only Rate per
Room per Night
Standard Room SGL
$195.00
Standard Room DBL/TWN
$210.00
Deluxe Room SGL
$195.00
Deluxe Room DBL/TWN
$210.00
Number of
Nights Required
Deposit
If your preferred hotel option as indicated above is not available, the Conference Managers will consult you and endeavor to secure another
suitable option. Accommodation preferences cannot be guaranteed and are secured on a first come first serve basis.
Important – please complete this section
Arrival/Check in Date / /
Estimated Time of Arrival
Departure/Check out Date / /
Estimated Time of Departure
I will be sharing this room with:
Special Requirements e.g. accessible room etc (subject to availability)
I wish to guarantee early check in (prior to 3pm) by pre-booking and paying for the previous night on: / /
G. PAYMENT AND CONDITIONS
All amounts are in Australian dollars and are inclusive of the 10% Goods and Services Tax (GST).
Section B
Registration Fee
A$
Section C
Social Program
A$
Section F
Accommodation
A$
NOTE: Registrations will not be processed or confirmed until payment in full is received.
H. TOTAL FEES ENCLOSED
A$
I have read and agree to all the conditions outlined in this registration brochure/document and the Conference website
Please find enclosed cheque/money order payable to “Arinex on behalf of RFSA Conference 2015”
OR
Please charge the total amount above to the following credit card: Mastercard Visa Card American Express
Please note all transactions by credit card will appear on your statement as payment to: Conference by Arinex
Credit card number: Expiry Date: Name on card:
Billing Address:
Signature:
Date: (d d m m y y)
NOTE: Your registration will not be processed or confirmed if payment is not forwarded with this form.
For further information about the Conference please visit www.rfsaconference.org.au
TERMS AND CONDITIONS
Cancellations must be notified in writing to the Conference Managers.
Accommodation:
One night’s deposit must be paid at time of booking to guarantee reservation.
Deposit is non-refundable after 13 May 2015.
Social:
Payments are non-refundable after 1 May 2015.
/
FURNITURE FORM
RFSA 2015
19-21 June 2015
Mudgee Parklands Resort & Conference
Centre - Mudgee
To be completed if you
require furniture from
our catalogue
All forms to be returned no later than:
Friday 29 May 2015
Email: [email protected] Fax: +61 2 9982 9899
Exhibit Systems PO Box 801 FRESHWATER NSW 2096
Company Name & Postal Address
Contact Name
Email
Phone Number
Fax Number
Date
Stand Number
Code
This form will become a Tax Invoice once payment is made ABN 78 091 935 116
Please notify our staff onsite of any disparity to your order, No claims will be recognised after the event
Hire Items
Please notify our staff
on site of any disparity
to your order.
No claims will be
recognised after the
event.
Colour
Qty
$ Rate
Total
SUB-TOTAL
DAMAGE WAIVER (compulsory)
7% of Sub-Total
CARTAGE FEE (compulsory)
20% Sub-Total (min $50)
LATE ORDER SURCHARGE Orders received after deadline incur a late fee of $60.00
TOTAL
10% GST
Calculated on sub-total + damage waiver + cartage+ late order surcharge
FINAL TOTAL INCLUDING GST
*** ALL ORDERS RECEIVED LATE OR ONSITE WILL INCUR A SURCHARGE ***
TERMS OF PAYMENT: An invoice will follow on receipt of your order. Full payment must be received prior to installation
Tick appropriate box
CHEQUE
DIRECT DEPOSIT - St George Bank, Kogarah BSB 112 879 A/C no 065930031 SWIFT SGBLAU2S
VISA
MASTERCARD
DINERS
AMEX
Account Name
Expiry Date
Credit Card No
Amex Pin / CSV
/
Signed ……………………………………………………….ORDER NOT VALID UNLESS SIGNED BY HIRER (AUTHORISED AGENT/ CARD HOLDER)
CREDIT CARD ORDERS WILL INCUR A 3% SURCHARGE
Rates shown are for the duration of the exhibition OR a maximum of 7 days (AV per catalogue prices / duration listed)
SPECIAL TERMS AND CONDITIONS
1
CANCELLATIONS:
Any products delivered then cancelled will be charged at the full rates. Goods cancelled less than 5 days
prior to exhibition opening, but not installed will be charged at 50% of full rate.
2
DAMAGE WAIVER:
Payment of 7% of the hire charges is compulsory – see clause 9 of the general terms and conditions below.
Notwithstanding it is the hirer’s responsibility to guard equipment against loss or damage until it is collected by
the owner.
3
STOCK AVAILABILITY:
Orders for all goods and items listed are subject to stock availability at the time.
4
PRICES & CHARGES:
Subject to change without notice but will not be changed after receipt of order & confirmation payment. All
quoted rates are for the duration of the event (maximum 7 days).
5
LATE ORDER SURCHARGE:
Goods being ordered after deadline date will incur a late fee of $60.00.
6
ON SITE ORDERS:
Goods being ordered during exhibitor setup will incur a late fee of 20% of sub total.
7
DELIVERY & PICKUP:
All goods will be delivered the day or morning prior to opening and must be available for collection
immediately following closure of the event.
8
HIRERS GOODS:
Owner does not accept any responsibility for hirer’s goods left in or on hire goods following closure of
exhibition.
9
GST:
All hire items are excluding GST and will attract 10% tax.
GENERAL TERMS AND CONDITIONS
1
THE Owner will let on hire to the Hirer for the period and at the rental,
the furniture, chattels and effects set out in the Schedule hereto
(hereinafter referred to as “the goods”).
9
THE Hirer shall on the signing hereof pay the full amount of the
rental, delivery and damage waiver and the deposit (if applicable) set
out on the Order Form.
THE Hirer shall pay to the Owner, in addition to the hire charges, an
amount equal to 7% of such hire charges, and in consideration of
such payment the Owner agrees to waive the liability of the Hirer for
accidental damage to the goods.
2
10
3
THE Hirer must abide by the payment terms set out on the Order
Form. Any special agreements made between the Hirer and Owner
will be null and void if payment terms are not met.
THE Hirer shall be responsible for any loss of goods from any cause
whatsoever. The replacement cost of such must be paid forthwith by
the Hirer to the Owner.
11
4
THE goods shall be delivered by the Owner at the Hirer’s expense to
the place of hire on or before the opening date of the event. The Hirer
shall, immediately following closure of the event, have the goods
available for collection by the Owner at the Hirer’s expense.
5
IN the event that the goods are not available for collection nor
delivered to the Owner on the date of closure, the Hirer shall pay to
the Owner the further rent specified in the Catalogue for each
additional day of hire until the goods are delivered.
IN the event of a break-down or failure of the goods the Hirer shall
contact the Owner forthwith and on no account shall repair or
attempt to repair the goods without the prior consent of the Owner.
In no event shall the Owner be responsible for any expenditure and
damages and/or loss incurred by the Hirer arising out of any breakdown or failure of the equipment whether caused by fair wear and
tear, negligence on the part of the Owner or any other person or any
other reason whatsoever.
12
6
THE Hirer shall not sell or offer for sale, assign, mortgage, pledge,
underlet, lend or otherwise deal with the said goods but will keep the
goods in his own possession and will not remove the same or any of
them from the place of hire mentioned in the Schedule hereto without
the consent of the Owner in writing and will not cause or allow any of
the said goods to be so affixed to the premises being the place of hire
as to become fixtures and will not create or allow to be created any
lien upon the goods and will duly and punctually pay all rates, taxes,
charges and impositions payable in respect of the premises whereon
the goods shall for the time being be situate and produce all the
receipts for such payments to the Owner on demand and will protect
the goods against distress, execution or seizure and indemnify the
Owner against all losses, costs, charges, damages and expenses
incurred by him by reason or in respect thereof.
THE Hirer shall allow the Owner access at any time during normal
business hours to inspect the goods and to enter into and upon any
premises where the goods are or are presumed to be for any
purpose incidental to or arising out of this agreement.
13
7
THE Hirer shall at all times use the goods in a proper manner and
shall at his own expense service, clean and maintain the goods in
good and substantial repair and condition reasonable wear and tear
expected.
THE Owner may notwithstanding the specified period of hire and
notwithstanding any waiver of any previous default forthwith
terminate this agreement and repossess the goods in any of the
following events :
(a) if the Hirer fails to pay any hiring charges on or before the due
dates,
(b) if the Hirer shall do or permit any act or thing to be done
whereby the Owner’s rights in any of the goods may be
prejudiced,
(c) if the Hirer shall become or be made insolvent or bankrupt or
make any arrangement or composition with his creditors or in
the case of a Hirer being a company should an order be made
or a resolution passed for winding up on such company,
(d) if the Hirer commits any breach of this agreement.
14
8
THE Hirer hereby indemnifies the Owner in respect of any loss or
damage to property or persons caused by the use, operation or
keeping of the goods for any reason whatsoever during the period of
hire
UPON termination of this agreement for any reason whatsoever the
Owner may enter into or upon any premises where the goods may
be without prejudice to the rights of the Owner to recover from the
Hirer any monies due hereunder or any damages for breach hereof
and the Hirer indemnifies the Owner in respect of any claims,
damages or expenses arising out of any action taken under this
Clause.
Exhibit Systems Pty Ltd – 2010
exhibitor information pack
Please read the following information carefully. This
manual contains all the relevant information to assist
you in the preparation of your display.
Should you have any questions or require further information on any of our products or services please
contact us.
EXHIBITOR INFORMATION PACK
RFSA 2015
19-21 June 2015
Mudgee Parklands Resort & Conference Centre - Mudgee
Exhibit Systems Pty Ltd, PO Box 801 FRESHWATER NSW 2096 PH +61 2 9982 5511 FAX +61 2 9982 9899
Contact: Carol Andrade
Email: [email protected]
Return all forms by Friday 29 May 2015
IMPORTANT INFORMATION FOR ALL EXHIBITORS
The following information pack has been included to help you in the preparation of your exhibition stand. Please take time to
read and understand what information is required from you. It is very important that we receive your completed forms on time to
ensure availability.
You can either send your order forms via email or fax. If sending via fax, please call to confirm receipt.
Furniture orders can be placed online at http://www.exhibitsystems.com.au/furniture.asp
Late orders are placed in the order they are received and dealt with in turn. Any orders onsite are subject to availability, time
constraints and LATE PAYMENT CHARGES.
Venues across Australia require the compulsory testing & tagging of ALL electrical leads and appliances used in exhibitions. If
equipment needs to be tested on-site there is a charge of $31.00 per item + GST.
Contents
•
MODULAR BOOTH PACKAGE
Provides detail of the shell scheme system to be used and the inclusions in your booth package.
•
UPGRADE OPTIONS
A sample of options available to customise your display and make it stand out from the crowd!
•
STAND INFORMATION FORM 1 – ALL exhibitors are to complete and return this form.
Space Only Exhibitors / Non- Booth Exhibitors: If you have contracted the building of your exhibition stand to someone
other than the official booth/shell scheme contractor you must supply current certificates of insurance for Public Liability &
Workers Compensation for your contractor. All responsibility and care in any way is completely between yourself and your
contractor for any incident. The organisers accept no liability whatsoever for any action caused by your appointed
contractor. The Venue & Organisers can refuse entry to any contractor if suitable Public Liability, Workers Compensation
Insurance and OH&S Policies & Procedure documentation is not supplied. It is recommended you check your contractors
credentials on the EEAA website to verify they have completed the industry tick for Risk & Safety Management.
•
FASCIA SIGNAGE FORM 2 – SHELL SCHEME booth exhibitors are to complete and return this form.
•
POWER & LIGHTING FORM 3 – If you require additional power & lighting or you are a Space Only Exhibitor complete
and return this form. Shell Scheme booth packages receive the following electrical allowance.
SHELL SCHEME STAND SIZE
3m x 3m
SPACE ONLY
ELECTRICAL PACKAGE
2 spotlights & 1 power point
NO LIGHTING OR POWER
If Exhibitors elect to have NO FASCIA – the TRACK LIGHTING IS REMOVED
•
CARPET & WALLING FORM 4 – If you require additional walling, carpet or wish to change colour or walling/carpet
complete and return this form. Please note this venue is already carpeted.
•
SHELVING FORM 5 – If you require shelving to be hung from the walls complete and return this form.
•
STAND LAYOUT FORM 6 – Sketch any stand placements / modifications to your booth and return this form.
DEADLINE FOR ALL FORMS IS: Friday 29 May 2015
Late fees will be charged after the due date and all on-site orders have an additional 20% charge
RFSA 2015
19-21 June 2015
Mudgee Parklands Resort & Conference Centre - Mudgee
Exhibit Systems Pty Ltd, PO Box 801 FRESHWATER NSW 2096 PH +61 2 9982 5511 FAX +61 2 9982 9899
Contact: Carol Andrade
Email: [email protected]
Return all forms by Friday 29 May 2015
The following is included in your shell scheme stand:
•
FASCIA SIGNAGE
A 220mm high BLUE panel with 90mm high WHITE vinyl cut lettering.
Fascia signs are provided to all open sides with the longest size being 4m and
posts dividing longer fascia sizes.
•
WALLS
The walls are GREY for this event.
NO nails, screws or glue are to be used to fix to the panels, please use VELCRO to
adhere to the walls. The panels are temporary hire stock and any damage to them
during the show will be charged at $275.00 per panel.
•
FLOORING
The Venue is already carpeted. Protective baseboard is compulsory and
required for all carpet orders.
•
POWER & LIGHTING
Electrical inclusions vary according to your stand size.
SHELL SCHEME STAND SIZE
3m x 3m
SPACE ONLY
ELECTRICAL PACKAGE
2 spotlights x 1 power point
NO LIGHTING OR POWER
IF EXHIBITORS ELECT TO HAVE ‘NO FASCIA’ THEN THE TRACK LIGHTING IS ALSO REMOVED
STAND INFORMATION FORM 1-COMPULSORY
RFSA 2015
19-21 June 2015
Mudgee Parklands Resort & Conference Centre - Mudgee
TO BE COMPLETED
BY ALL EXHIBITORS
Exhibit Systems Pty Ltd, PO Box 801 FRESHWATER NSW 2096 PH +61 2 9982 5511 FAX +61 2 9982 9899
Contact: Carol Andrade
Email: [email protected]
Return all forms by Friday 29 May 2015
COMPANY NAME & ADDRESS:
CONTACT NAME:
EMAIL:
PHONE NUMBER:
FAX NUMBER:
DATE:
STAND NUMBER:
Please tick one of the options below:
 YES
Standard Shell Scheme Package. Please complete above details and Fascia Signage Form 2 and return.
 YES
Modified Shell Scheme Package. Please complete above details and Fascia Signage Form 2 along with
any other forms relevant to your modification and return.
 NO
Another Contractor, please see below.
Exhibitors building their own stand or having their stand custom built must supply full details of the stand design and their stand
builder’s details to the Organisers for approval. The Organiser and the Venue have the right to refuse your custom built stand
on the day if you have not supplied any drawings or information on its design and construction.
If you answered NO above you must complete and return the following to the Organiser of this event:
 You must show detailed drawings, with dimensions, illustrating the design of your stand for the exhibition and verify its
structural integrity and compliance with all Venue Regulations. Venue regulations vary state to state and venue to
venue. It is your responsibility and your contractors responsibility to verify these regulations.
 You as the exhibitor and / or stand builder agree to abide by all the Rules and Regulations of the exhibition and have
adequate insurance for all incidents. Copies of insurance must be received by the Organiser 14 working days before
arriving to commence work.
YOUR STAND BUILDERS DETAILS ARE:
PHOTOCOPY THIS FORM AND COMPLETE FOR EACH CONTRACTOR CONSTRUCTING YOUR STAND
Stand Builder Company Name
Address
Phone Number
Fax Number
Stand Name & Number
Foreman In Charge
Mobile Number
Contractor – Insurance Details / Public Liability
Contractor – Workers Compensation Policy
CERTIFICATE OF CURRENCY TO BE SHOWN TO THE ORGANISER OF THIS EVENT
FAILURE TO PROVIDE DETAILS CAN MEAN REFUSAL OF ENTRY TO THE VENUE
FASCIA SIGNAGE FORM 2-COMPULSORY
RFSA 2015
19-21 June 2015
Mudgee Parklands Resort & Conference Centre - Mudgee
TO BE COMPLETED
BY ALL EXHIBITORS
Exhibit Systems Pty Ltd, PO Box 801 FRESHWATER NSW 2096 PH +61 2 9982 5511 FAX +61 2 9982 9899
Contact: Carol Andrade
Email: [email protected]
Return all forms by Friday 29 May 2015
COMPANY NAME & ADDRESS:
CONTACT NAME:
EMAIL:
PHONE NUMBER:
FAX NUMBER:
DATE:
STAND NUMBER:
In order for us to build your stand correctly please select one of the options below:
FASCIA FORM TO BE RECEIVED NO LATER THAN:
FRIDAY 29 MAY 2015
TICK ONLY 1 BOX

YES
We require standard fascia signage PLEASE FILL BELOW
FASCIA SUPPLIED TO ALL OPEN SIDES
A maximum of 35 characters per 3m opening, 25 per 2.5m and 20 per 2m fascia-including spaces
The name boards are BLUE with WHITE letters CAPITALS ONLY in a standard font
 NO
We do not require any fascia signage and have read the details below.
OR
 YES
We require a quote for customised fascia signage (logo, colour change, font etc).
► Additional cost from $175.00 per sign + GST per panel.
Please email details to [email protected] or call 02 9982 5511
Logos must be in EPS Outline or High Res PDF or JPEG PC files
By electing to have NO FASCIA your signs and the supporting framework will be removed and you will NOT be
provided with track lighting or any alternative lighting or signage as a replacement.
Lighting is to be ordered from Electrical Power & Lighting Form 3 at an additional cost.
IF THE FORM IS NOT RETURNED BY THE DEADLINE DATE THEN THE NAME TO APPEAR ON THE SIGN
WILL BE THE CONTRACTED COMPANY NAME AS LISTED BY THE ORGANISER.
ANY CHANGES REQUIRED AFTER THE SIGN HAS BEEN PRODUCED WILL BE
AT A COST OF $95.00 PER SIGN PLUS GST
POWER & LIGHTING FORM 3
TO BE COMPLETED BY ALL
SPACE ONLY EXHIBITORS OR
RFSA 2015
IF EXTRAS ARE REQ’D
19-21 June 2015
Mudgee Parklands Resort & Conference Centre - Mudgee
Exhibit Systems Pty Ltd, PO Box 801 FRESHWATER NSW 2096 PH +61 2 9982 5511 FAX +61 2 9982 9899
Contact: Carol Andrade
Email: [email protected]
Return all forms by Friday 29 May 2015
COMPANY NAME & ADDRESS:
CONTACT NAME:
EMAIL:
PHONE NUMBER:
FAX NUMBER:
DATE:
STAND NUMBER:
Exhibit Systems is the sole supplier of power to any stand. Other electrical contractors can work from the ordered & supplied
power source only when Stand Information Form 1 and Power & Lighting Form 3 are completed.
Code
Item
009023
120 watt spotlight (track lights as supplied in shell booth)
009035
200 watt on-arm light (general lighting)
009038
300 watt on-arm spots (for flood lighting onto a wall)
009051
400watt Metal Halide (for fixing to trusses & rigging points)
009052
0.5m x 0.5m x 3.5m high octanorm tower with 3 x 300w lights
009001
10 amp power point
009053
15 amp power point (for industrial use)
009003
20 amp power point (for large coffee machines)
009005
415v 15 amp 3 phase power source (5 pin plugs-no switchboard)
009006
415v 30 amp 3 phase power source (5 pin plugs-no switchboard)
009002
Switchboard for 3 phase with 6 outlets (This is not a power source)
009021
Tagging & testing electrical leads (per lead)
009009
4 way power boards (purchase item only)
Price on application for all other electrics
Qty
Price
$105.00
$115.00
$129.00
$198.00
$543.00
$120.00
$154.00
$212.00
$345.00
$563.00
$200.00
$ 31.00
$ 26.00
ALL ORDERS PLACED AFTER FRIDAY 29 MAY 2015 INCUR A COMPULSORY LATE FEE
Please notify our staff onsite of any disparity to your order
No claims will be recognised after the event
SUB-TOTAL
DAMAGE WAIVER 7% SUB-TOTAL
10% GST
Calculated on subtotal + d/w
FINAL TOTAL INCLUDING GST
Total
$
$
60.00
$
$
$
$
TERMS OF PAYMENT: An invoice will follow on receipt of your order. Full payment must be received prior to installation.
Tick appropriate box
CHEQUE
DIRECT DEPOSIT - St George Bank, Kogarah BSB 112 879 A/C no 065930031 SWIFT SGBLAU2S
VISA
MASTERCARD
DINERS
AMEX
Account Name
Expiry Date
Credit Card No
Amex Pin / CSV
/
Signed …………………………………………………….ORDER NOT VALID UNLESS SIGNED BY HIRER (AUTHORISED AGENT/ CARD HOLDER)
CREDIT CARD ORDERS WILL INCUR A 3% SURCHARGE
VENUES ACROSS AUSTRALIA REQUIRE THE COMPULSORY TESTING & TAGGING OF ALL ELECTRICAL LEADS & APPLIANCES
USED IN EXHIBITIONS. IF EQUIPMENT NEEDS TO BE TESTED ON-SITE. THERE IS A CHARGE OF $31.00 PER ITEM PLUS GST.
CARPET & WALLING FORM 4
RFSA 2015
19-21 June 2015
Mudgee Parklands Resort & Conference Centre - Mudgee
TO BE COMPLETED FOR
COLOUR CHANGES OR
EXTRAS IF REQ’D
Exhibit Systems Pty Ltd, PO Box 801 FRESHWATER NSW 2096 PH +61 2 9982 5511 FAX +61 2 9982 9899
Contact: Carol Andrade
Email: [email protected]
Return all forms by Friday 29 May 2015
COMPANY NAME & ADDRESS:
CONTACT NAME:
EMAIL:
PHONE NUMBER:
FAX NUMBER:
DATE:
STAND NUMBER:
The standard wall colour is GREY. The venue is already carpeted.
If you wish to change colours of carpet / walling or you require additional please complete form below.
Prices include installation.
Option
Walling
Flooring
(Raised – 32mm)
Carpet
(includes
compulsory
baseboard)
Code
003232
003235
003238
003241
003245
071901
071904
072003
072005
072002
072010
072009
072011
ALL ORDERS PLACED AFTER
Colour
Black
Red
Blue
White
Grey
White
Beech
Red
Blue
Black
Teal (Green)
Charcoal grey
Bright colours
Price
$60.00 per lineal metre
$60.00 per lineal metre
$60.00 per lineal metre
$60.00 per lineal metre
$60.00 per lineal metre
$80.00 per square metre
$90.00 per square metre
$38.00 per square metre
$36.00 per square metre
$36.00 per square metre
$36.00 per square metre
$36.00 per square metre
$50.00 per square metre
FRIDAY 29 MAY 2015
Qty
INCUR A COMPULSORY LATE FEE
SUB-TOTAL
DAMAGE WAIVER 7% SUB-TOTAL
Please notify our staff onsite of any disparity to your order CARTAGE FEE 20% SUB-TOTAL (min. $50)
10% GST Calculated on subtotal + d/w + cartage
No claims will be recognised after the event
FINAL TOTAL INCLUDING GST
Total
$
$
$
$
$
$
$
$
$
$
$
$
$
$
60.00
$
$
$
$
$
TERMS OF PAYMENT: An invoice will follow on receipt of your order. Full payment must be received prior to installation.
Tick appropriate box
CHEQUE
DIRECT DEPOSIT - St George Bank, Kogarah BSB 112 879 A/C no 065930031 SWIFT SGBLAU2S
VISA
MASTERCARD
DINERS
AMEX
Account Name
Expiry Date
Credit Card No
Amex Pin / CSV
/
Signed …………………………………………………….ORDER NOT VALID UNLESS SIGNED BY HIRER (AUTHORISED AGENT/ CARD HOLDER)
CREDIT CARD ORDERS WILL INCUR A 3% SURCHARGE
SHELVING FORM 5
RFSA 2015
19-21 June 2015
Mudgee Parklands Resort & Conference Centre - Mudgee
TO BE COMPLETED IF YOU
REQUIRE SHELVING ON
YOUR WALLS
Exhibit Systems Pty Ltd, PO Box 801 FRESHWATER NSW 2096 PH +61 2 9982 5511 FAX +61 2 9982 9899
Contact: Carol Andrade
Email: [email protected]
Return all forms by Friday 29 May 2015
COMPANY NAME & ADDRESS:
CONTACT NAME:
EMAIL:
PHONE NUMBER:
FAX NUMBER:
DATE:
STAND NUMBER:
Description / Item
072201 Octa Straight Shelving Set (3 shelves per set)
072202 Octa Angled Shelving Set (3 shelves per set)
072203 Octa Additional Shelf (straight or angled)
ALL ORDERS PLACED AFTER
Qty
Price
$148.00
$148.00
$ 48.00
FRIDAY 29 MAY 2015 INCUR A COMPULSORY LATE FEE
SUB-TOTAL
DAMAGE WAIVER 7% SUB-TOTAL
Please notify our staff onsite of any disparity to your order CARTAGE FEE 20% SUB- TOTAL (min $30)
No claims will be recognised after the event
10% GST Calculated on subtotal + d/w + cartage
FINAL TOTAL INCLUDING GST
$
$
$
$
Total
60.00
$
$
$
$
$
Shelves are hung from the wall only and are White
$148.00 per set + $48 for each additional shelf
TERMS OF PAYMENT: An invoice will follow on receipt of your order. Full payment must be received prior to installation.
Tick appropriate box
CHEQUE
DIRECT DEPOSIT - St George Bank, Kogarah BSB 112 879 A/C no 065930031 SWIFT SGBLAU2S
VISA
MASTERCARD
DINERS
AMEX
Account Name
Expiry Date
Credit Card No
Amex Pin / CSV
/
Signed …………………………………………………….ORDER NOT VALID UNLESS SIGNED BY HIRER (AUTHORISED AGENT/ CARD HOLDER)
CREDIT CARD ORDERS WILL INCUR A 3% SURCHARGE
STAND LAYOUT FORM 6
RFSA 2015
19-21 June 2015
Mudgee Parklands Resort & Conference Centre - Mudgee
TO BE COMPLETED ONLY
FOR PLACEMENT
CLARIFICATION
Exhibit Systems Pty Ltd, PO Box 801 FRESHWATER NSW 2096 PH +61 2 9982 5511 FAX +61 2 9982 9899
Contact: Carol Andrade
Email: [email protected]
Return all forms by Friday 29 May 2015
COMPANY NAME & ADDRESS:
CONTACT NAME:
EMAIL:
PHONE NUMBER:
FAX NUMBER:
DATE:
STAND NUMBER:
Please draw the layout of your stand showing locations of power, lighting, walling and any other modifications you are making,
or, attach a copy of your plans if available.
Back of Stand
Front of Stand