MELBOURNE CONVENTION & EXHIBITION CENTRE 15 & 16 OCTOBER 2014 EXHIBITOR MANUAL CONTENTS PAGE 1. EXHIBITORS CHECKLIST 3 2. QUICK GUIDE TO CONTRACTORS & SHOW INFO 4 3. EXHIBITOR ACCESS 5 4. SHELL SCHEME & SPACE ONLY SPECIFICATIONS 9 - 11 5. EXHIBITION STAND REGULATIONS 12 & 13 6. CONTACTS & VENUE MAP 14 COMPULSORY FORMS FORM 1 – Submission for printed company listing FORM 2 – Exhibitor Name Badges FORM 3 – Emergency Contact, WH&S Policy & Contractor Declaration FORM 4 – Move in & Transport OPTIONAL FORMS FORM A – Rigging FORM B – Venue Services FORM C – Stand Tracker FORM D - IT & Communication FORM E – Utilities FORM F – Stand Cleaning FORM G – Show Preview OTHER DOWNLOADS SHOW LOGO DELIVERY LABEL EMAIL SIGNATURE E-INVITATION EXHIBITORS CHECKLIST THINGS YOU MUST DO - DEADLINE APPLICABLE FORM  Complete PRINTED Company Listing (applies to all exhibitors) Fri 19 Sept FORM 1  Exhibitor Name Badges Fri 3 Oct FORM 2  Emergency Contact  WH&S Policy Agreement  Equipment Details & Onsite Declaration Fri 26 Sept  Move-In & Transport (loading dock booking form) Fri 26 Sept FORM 3 FORM 4 Send certificates to [email protected]  PUBLIC LIABILITY POLICY Fri 3 Oct Companies who do not submit their own certificate will be charged under the Inter-Water Events policy OPTIONAL FORMS DEADLINE Order any additional audio visual, electrical, furniture or stand fitting requirements (if applicable) Fri 26 Sept Order Rigging Fri 26 Sept Order any stand catering requirements (if applicable) Fri 26 Sept Order a visitor tracker (if applicable) Fri 26 Sept Order any IT & Communication requirements (if applicable) Fri 26 Sept Order any utilities requirements (if applicable) Fri 26 Sept Order any stand cleaning requirements (if applicable) Fri 26 Sept APPLICABLE FORM CLICK HERE TO CONTACT FORM A FORM B FORM C FORM D FORM E FORM F QUICK REFERENCE GUIDE TO CONTRACTORS AND SHOW INFO Venue /Stand Catering/ IT Services & Equipment Melbourne Convention and Exhibition Centre Exhibitor Services GPO Box 777 Melbourne VICTORIA 3001 Tel: +61 3 9235 8110 Fax: +61 3 9235 8121 Email: [email protected] Website: www.mcec.com.au Compressed Air/Water/Gas F.Wood & Son Pty Ltd Mandy Kendrick P.O. Box 25 Rosanna VIC 3084 T 03 9459 6628 F 03 9459 2175 E [email protected] W www.fwoodplumbing.com.au Cleaning IMK Cleaning Services Ivan Cengiz T 0416 870 900 Rigging Clifton Productions 84-88 Chifley Drive PRESTON VIC 3072 T 1300 254 386 F 1300 454 442 Shell Scheme Construction/Electrics/Furniture EXPONET 45 Princes Road West Auburn NSW 2144 T 02 9645 7000 F 02 9645 5300 E [email protected] W www.EXPONET.com.au Freight Handling/ Transport Agility Fairs & Events 11-15 Gould Street South Strathfield NSW 2136 T 02 8755 8899 F 02 9642 6899 E [email protected] InfoTracker Info Salons Australia Pty Ltd Level 1, 69-75 Reservoir Street Surry Hills NSW 2010 T 02 9211 7344 F 02 9211 7470 E [email protected] W www.infosalons.com.au PUBLIC LIABILITY IS COMPULSORY FOR ALL EXHIBITORS. WE REQUIRE A COPY OF YOUR CERTIFICATE. Inter-Water Events requires that every exhibitor must be covered for Public Liability Insurance in respect of personal injury to persons, or property damages. This refers to damage or injury caused to third parties/visitors on or in the vicinity of an exhibition. YOUR PUBLIC LIABILITY POLICY DETAILS MUST INCLUDE: 1. Company you are insured with. 2. Your policy number. 3. Expiry Date - MUST be valid for the period of Exhibition commencement through to the last day of move-out, (Monday 13th – Friday 17th October 2014) 4. Amount of coverage - must be NO LESS THAN $10 million for Public Liability Send certificates to [email protected] before Friday 3rd October 2014. Companies who do not submit their own certificate will be charged to be covered under the Inter-Water Events policy. EXHIBITOR ACCESS MOVE IN Hall Open Monday 13th October 12.00pm - 10.00pm Access for SPACE-ONLY exhibitors’ construction 7.00am - 8.00pm Access SHELL SCHEME exhibitors & continuation of space only construction Tuesday 14th October Schedule OPEN DAYS Show Open Hours Wednesday 15th October 7.00am - 5.00pm Exhibition and Conference (SHOW DAY) 5.00pm – 7.00pm Grand Networking Event Thursday 16th October 7.00am - 5.00pm Exhibition and Conference (SHOW DAY) MOVE OUT Hall Open Schedule Thursday 16th October 5.00pm – 10.00pm Official closure of stands is not permitted before 5.00pm on Thursday 16 October 08.00am – 12.00pm All stand fitting materials, freight, structures flooring and carpets to be removed by 12.00 on Friday 17 October Friday 17th October IMPORTANT  Goods should not be delivered prior to Monday 13th October 2014. The Organisers and Venue will not sign for any deliveries.  All vehicles must be moved to the parking area as soon as product has been unloaded. VERY IMPORTANT! Can we remind you that all shell scheme & space contracts MUST be signed and invoices PAID in advance of the show; no exhibitor will be allowed to set up onsite if paperwork has not been completed (the contract is an OHS and insurance requirement). We would really appreciate your assistance to ensure that all contracts are signed and invoices paid by the due date! STAND SHARERS – MAKE SURE THEY GET NOTICED! We would love to know what companies/organisations will be sharing your stand, so we can add them our online exhibitor list. Please email your stand sharer’s details (company name, contact name, email address and web address) to [email protected] Remember that all stand sharers will be listed on our website and in the Event Show Guide free of charge. ACCESS AND DELIVERY OF EXHIBITS Goods should not be delivered prior to Monday 13th October 2014. Deliveries to the Exhibition Reed Exhibitions and the MCEC are unable to take delivery or sign for any goods, packages or other materials on behalf of an exhibitor or and on behalf of Inter-Water Events. No responsibility for the safety or well-being of any such items delivered to the site or awaiting collection in the absence of the exhibitor, their agent or their contractor, will be accepted by Reed Exhibitions, Inter-Water Events or the MCEC. ALL DELIVERIES TO THE EXHIBITION SHOULD BE ADDRESSED AS FOLLOWS: INTER-WATER 2014 Melbourne Convention & Exhibition Centre Loading Dock - via Normanby Road Roller Door 10 South Wharf VIC 3006 Email: [email protected] Website: www.mcec.com.au INTER-WATER AUSTRALIA 2014 Exhibitor Name Your stand Number Contact Person at the Exhibition Mobile Phone Number Deliveries will not be accepted prior to move in days. Exhibitors are encouraged to utilise the official show Freight Carrier, Agility, to provide delivery and collection. SAFETY VESTS As required by WorkSafe Victoria it is now mandatory for all exhibitors during move in and move out periods to wear approved high visibility safety vests at all times. If available please bring your own approved high visibility safety vest. You can purchase these onsite for $10.00. Exhibitors and contractors will not be allowed entry to the exhibition floor unless safety vests are worn. Kindly note that all contractors and exhibitors are to wear closed-in shoes during this period. CAR PARKING Exhibitor car parks:  Freeway Car Park – Enter via Munro Street Car parks available to the public:  MEC Basement Car Park – Enter via Normanby Road  Corner of Montague and Munro Streets Car Park – Enter via Munro Street  South Wharf Retail Car Park - Enter via Normanby Road  Siddeley Street Car Park – Enter via Siddeley Street (not included in map above) CATERING The MCEC has exclusive rights for the sale and distribution of all food and drink within the Centre. No exhibitor or person shall distribute, sell or give away any item of food or drink to visitors to the Centre without the prior written approval of the MCEC. Generally, MCEC management will not object to the distribution by exhibitors of food items, used as a means of demonstrating any product manufactured or supplied by the exhibitor, forming part of an exhibition. However the sale of such products is not permitted. If you wish to pre-order catering for your stand or distribute samples please contact [email protected], alternatively please see FORM B - Stand Catering Order Form and return no later than Friday 26 September There will also be a kiosk and coffee cart located in the centre of the Exhibition Hall open on show days for all Visitors. Alternatively there are two Cafe’s located in the Centre, MEC Café located in the Melbourne Exhibition Centre Clarendon Street entrance and MCafe in the Melbourne Convention Centre foyer. IT & COMMUNICATIONS +Visitors to the Melbourne Convention and Exhibition Centre will have access to free wireless internet while in the Centre. MCEC wireless is designed for individual users and all visitors to the Centre, and like other Wi-Fi services it cannot be sectioned off for a group of people or isolated to a specific area. To access this service individual users are required to subscribe to the service via a login page, agreeing to a set of terms and conditions, which provides access for 12hours or a 100MB download limit. Users will need to re-subscribe once the 12hours or download limit is reached. This services is suitable for web based emails, twitter and basic internet browsing; it is not designed to support applications such as Skype, video streaming. Exhibitors who require a secure network to download continuous information over a longer period of time are advised to order a dedicated fixed-line service, which can be tailored for their individual needs. Please see FORM D - IT & Communications Order Form at the rear of the manual for further information and to place an order. Please ensure that all IT services are ordered with MCEC no later than Friday 26 September or for further details contact: DISTRIBUTION OF LITERATURE Distributing material such as printed brochures or leaflets is prohibited unless from your own stand - this includes the aisles surrounding your stand. Leaflet drops on the tables in the catering areas are also prohibited and any literature left here will be disposed of. EMERGENCY EVACUATION PROCEDURES Fire, Medical and Security Emergencies Dial ext. 6666 (or 9235 8333 from any phone) In any emergency notify your event security provider immediately, or dial 6666 internally from the nearest wall phone. Melbourne Convention and Exhibition Centre Security Control Centre will dial 000 to co-ordinate emergency service response as required. For non-emergency security enquiries dial ext. 8333 (or 9235 8333 from any phone). Fire Familiarise yourself with the nearest fire exit and follow the warden’s instructions. Do not use the lifts. Only trained security personnel or wardens may use fire extinguishers if it is safe to do so. Medical emergencies In any medical emergency notify your event security or first aid provider immediately, or report first aid/medical incidents to the Security Control Centre by calling either of the emergency phone numbers provided. Evacuation In the event of an emergency one of two alarms may sound. Alert alarm: “Beep! Beep! Beep!” The alert alarm is operated from the building’s emergency warning intercommunication system. It is designed to alert everyone in the vicinity of a possible emergency. This is only a warning alarm – if it sounds please standby for further instructions. Evacuation alarm: “Whoop! Whoop!” The evacuation alarm is designed to notify all occupants that an evacuation is necessary. When the evacuation alarm sounds all occupants will be directed by wardens to leave via the emergency exits. Everyone must follow directions issued by the wardens and meet at the nearest evacuation assembly area. AISLES During the show open days aisles are to be kept clear of obstacles. Under no circumstances must any part of a stand exhibit including flooring, furniture, or overhanging roof etc. project beyond the boundary of the stand and therefore project into the aisles. Exhibitors should not engage in any activity or employ any person or device that, in the opinion of the Organisers, tends to create unreasonable congestion in the aisles. Should the Organisers or venue identify safety issues, you must comply with their instructions upon request. PUBLIC ADDRESS SYSTEM The Public Address system can only be used by Event Organisers and for emergencies during the exhibition. SECURITY Whilst every reasonable precaution is taken to ensure the safety and security of personnel, property and equipment, we cannot accept any responsibility whatsoever for any injury, loss or damage or any consequential losses which may befall your personnel and their property. We recommend that valuables particularly of a portable nature are not left unattended on your stand. This is particularly relevant during the move in / move out periods and during the Grand Networking Event held on the first evening of the show Wednesday 15 October from 17.00 – 19.00. SHELL SCHEME SPECIFICATIONS Shell stand packages include:  Table and 2 chairs per booth  Walls and carpet  Fascia board with company name  1 x power point and 2 x spotlights Additional furniture or electrical items can be ordered via our stand contractor EXPONET EXPONET T: 02 9645 7000 E: [email protected] IMPORTANT:  All walling, upright poles, fascia frames and all fascia signage are HIRE items, any damage to these items will be charged back to the exhibitor.  Please take note of internal dimensions if you have carpet cut to size or display units to fit into the stand.  Under no circumstances may exhibitors nail or screw any article or display to the stand wall(s) which may damage the wall(s) - small pins or Velcro is acceptable. Any damage caused to panel(s) will be charged to the exhibitor.  NOTE: Shell scheme stands over 2.5 metres must be approved by Reed Exhibitions in writing prior to move-in. Please send these to our Operations Manager, Christiane Beck to obtain approval. Design drawing is required. FASCIA SIGNAGE If you have a shell scheme package, fascia signage is included. You will need to nominate your preferred trading name to be printed following the below restrictions:  Maximum 25 characters can be used  All fascia names will comprise of 100mm Helvetica bold upper case lettering  Words such as company, limited, brothers, etc. will be abbreviated and no punctuation will be used  In order to allow visitors to find you, keep your preferred trading name consistent throughout printed Exhibitor Listing, online Exhibitor Listing and fascia signage SPACE ONLY EXHIBITORS DO NOT HAVE FASCIA SIGNAGE EXPONET will contact you in the lead up to the show to confirm fascia name etc. They will set you up access to their ExpoConnect Online Portal whereby you can complete this form. Please contact EXPONET if you haven't received your login or to discuss your specific requirements. EXPONET T: 02 9645 7000 E: [email protected] SPACE ONLY SPECIFICATIONS DIMENSIONS • As per contract WALLING, CARPET, SIGNAGE • Not included - Must be provided by exhibitor • Not included - to order power to your stand contact EXPONET LIGHTING/POWER EXPONET T 02 9645 7000 F 02 9645 5300 E [email protected] The term ‘Space Only' refers to your contracted area comprising of only bare floor space. The dimensions and position of your stand will be marked out with tape to show the boundary of your stand. STAND DESIGN RESTRICTIONS - IMPORTANT: Minimum Requirements for all space stands Floor covering for entire space booked, walls of minimum 2.5m height to all adjoining stands • No reliance can be placed on the surrounding stands providing your walls. You MUST NOT use the adjoining walls in any way. • All space only stands must submit a stand drawing for approval to Reed Exhibitions , for and on behalf of InterWater Events detailing dimensions and material to be used. • Please note the guidelines from MCEC are: All stand plans should be sent through in CAD or PDF. Plans should be submitted in the following formats: • A design dimension plan • Cross sectional and elevation views • Details of construction materials and methods • Artist's impressions of stands are not acceptable • All space only stands must provide a floor covering that meets venue requirements. • If a space only stand adjoins onto another space only stand, both stands are required to provide walling to separate the stands. NOTE: All space only stands must be approved by Reed Exhibitions, for and on behalf of Inter-Water Events in writing prior to move-in. Please contact Christiane Beck to obtain approval. Design drawing may be required. FREIGHT, MATERIALS HANDLING AND STORAGE Agility Fairs and Events has been appointed as the preferred logistics provider for Inter-Water Australia 2014. Agility specialises in exhibition freight forwarding - both domestic and international. Agility provides a complete service including monitoring of freight from your door step right through to your exhibition booth to make sure your goods are handled in a professional manner and all formalities/deadlines are met. If you are using Agility, your goods will automatically be delivered to your exhibition booth. Agility Fairs & Events offers the following services:  All local, interstate and international transport services including delivery onto each exhibitors' stand at the venue.  Storage of early consignments, packing materials during the exhibition and storage after the exhibition  For international exhibitors, a comprehensive international freight forwarding service tailored to each particular exhibitor’s requirements.  Customs clearance, Tariff classification & advice, Duty & Sales Tax assessments and all relevant documentation. Agility will be operating a forklift service during bump in and bump out to assist exhibitors requiring forklifts, pallet jacks and flatbed trolleys. Please see the Agility staff at the loading dock for assistance. The cost for forklifting onsite is $55 inc GST for the first 15 mins and $50 inc GST every subsequent 15 mins or part thereof. This is payable by credit card or cash at the time of booking. There will be limited on-site storage facilities for packing materials and boxes. It is recommended that exhibitors consider their storage needs (of packing crates and freight forwarding materials) for the duration of the exhibition. Exhibitors may not leave boxes and packing material in the exhibition display area during the show. Agility can arrange off-site storage at a cost of $40.70 per m3 or part thereof. To request a quote please complete and return the Agility Transport Request Form or the Agility Materials Handling Form at the end of this manual for all your needs no later than Friday 26 September. PLEASE NOTE:  If you are using your own transport company, Agility cannot sign for delivery of goods on your behalf. Please ensure you make specific arrangements with your transport provider and/or ensure you have a representative onsite at the time of delivery.  Agility Fairs & Events standard trading conditions apply for services provided – it is important that you are aware of these. Services include: transport, cranage, forklift, porterage, clearance, delivery, storage, positioning and all other onsite services. EXHIBITION STAND REGULATIONS ALCOHOL    All alcohol must be purchased from the Melbourne Convention & Exhibition Centre. Exhibitors are requested to keep alcohol consumption to moderate levels during the exhibition. Exhibitors are not permitted to bring their own alcohol on site; any person who brings alcohol on site will be prosecuted under the liquor act. Alcohol cannot be consumed during move-in or move-out. SMOKING  Smoking is not permitted within permanent or temporary buildings. CHILDREN The exhibition site during move in and move out are classified as an exhibition work site. Children under 18 are not permitted under any circumstances because of the risk of injury. All-Energy Australia is a business event. We strongly advise and recommend that children do not accompany visitors during the show due to health & safety restrictions. However, if a visitor insists on taking their child into the show they will be required to sign the Reed Exhibitions register at the registration area and supervise the child at all times. COMPLIANT LIGHTING The HPM 605 Series of lights are considered compliant for use in the Venue. They have passed the full testing required, and have the appropriate Certificate of Approval. The lights must have the 500 watt element (bulb), replaced with a 300 watt element. Please be aware that "modifying" the lights, for example connecting them to an arm system, may make them non-compliant if done incorrectly.  Halogen Lights used in the exhibition must be covered by commercial standard with a certificate of approval of suitability.  Non-covered domestic standard halogen lighting is not permitted under safety regulations.  The venue reserves the right to remove any electrical equipment deemed non-compliant or suspect.  The venue can call on specialists to assist when circumstances require. ELECTRICAL EQUIPMENT All electrical equipment, lights, appliances, power boards, leads etc. used on your stand at the exhibition must be tested and tagged every 6 months in accordance with Australian Standard As/NZS 3760 in this state. This is a statutory requirement.  Tags need to be clearly identifiable. Power is to be split by power board. Double adapters are not permitted. Lights attached to arms must be 2.7m from the exhibition floor and at a 45 degree angle. ELECTRICAL SHOCKS In the case of an electric shock, the following procedure must be followed:  Make the area safe  Notify Reed Exhibitions & Security immediately  Reed Exhibitions will contact an inspector to examine the area and give clearance for area to be re-opened Please note: Testing and Tagging of items on site will be available through EXPONET during move-in. LADDERS Exhibitors and contractors using ladders during construction of a stand must not stand on the top step of the ladder at any time; this is a WH&S hazard. HEIGHT RESTRICTIONS Stands or other structures inclusive of signs or fascia will not be allowed to exceed 4 metres in height (space only construction). Please take into account your neighbouring exhibitors when designing your stand. The organisers reserve the right to reject any stand plans, and to take any action they deem appropriate, should they feel that something is detrimental to the event. LOAD LIMITS The Exhibition Hall has been designed to tolerate loads of up to 20 Kpa or two tonnes per square metre. If you anticipate heavy loads will be involved in your exhibition stand please contact the Organisers as written approval from the MCEC operations manager is required to bring in any heavy or vibrating equipment which might cause damage to the floor or any part of the centre. FIRE REGULATIONS Proposals to use flammable gas and/or naked flames i.e. candles on any exhibit must be approved in writing by Reed Exhibitions, for and on behalf of Inter-Water Events at least one month prior to the first day of move-in. Fire extinguishers will be required on stands with lit candles. Flammable liquids may be used as part of an exhibit display within certain guidelines approved by the Venue Management. Data sheets can be obtained from the Venue Management for LP Gas and general flammable liquids. If you have any doubt about the appliance you plan to use, contact Christiane Beck, Operations Department, at Reed Exhibitions via email or call 02 9422 8735. Fire extinguishers and venue firefighting equipment must be visible and accessible at all times and must not be removed from their correct location. Display stands / materials must not obscure or hinder access to firefighting equipment. All electrical equipment including lights, appliances, power boards, leads etc. used on your stand at all exhibitions must be tested and tagged in accordance with the Australian standard 3760-2000. This is a statutory requirement. All tags need to be clearly identifiable. FLAMMABILITY Materials used for lining, drapes backdrops, blinds or overhead structures, signs and banners or similar items in displays must be rendered non-flammable - i.e. with a flammability index of greater than 6 (AS/NZ 1530.3:1999). Unless treated, to this standard, readily flammable materials are strictly prohibited. Such materials include crepe paper, corrugated cardboard, plastic, styrene, hessian, loose straw, hay, leaves. Flame retardant coatings must: be certified by the manufacturer for use on the material to achieve the required indices; include a label with the name of the manufacturer, trade name, name of applicator, date, flammability index, spread of flame and smoke developed indices and approved method of cleaning; be provided on request with all information and documentation to: Note: These flammability regulations apply to materials used in displays, not to products being displayed for sale. CONTACTS Senior Exhibition Coordinator Desire Wilton (Reed Exhibitions Australia for and on behalf of Inter-Water Australia) E: [email protected] T: 02 9422 2941 Operations Manager Christiane Beck (Reed Exhibitions Australia for and on behalf of Inter-Water Australia) E: [email protected] International Sales & Project Director Andy Ballagh E: [email protected] T: + 44 (0) 1423 524 545 Australian & New Zealand Business Development Manager: Mary Hendriks E: [email protected] P: + 61 (2) 8072 0611 Sales Manager Jay Thorogood E: [email protected] M: +61 (0) 488 228 882 P: 1 300 794 335 (within Australia) + 61 (2) 8072 0611 (from outside Australia) VENUE LOCATION MAP