australia’s premier & largest e-health conference 11 - 14 august melbourne hic exhibition manual exhibition manual HIC australia’s premier e-health conference …………………………………………………………………………………………………………………………………………………………………. WELCOME TO HIC 2014! It’s great to have you on board! The information contained in this document has been compiled for exhibitors attending HIC 2014. In this document you will find: • Key contacts • Bump in/ bump out information • Information to assist with exhibition displays • General information related to your participation at HIC 2014 It is each exhibitor’s responsibility to ensure all documentation is read, recommended actions are completed and deadlines are met. Please read this HIC 2014 Exhibition Manual carefully. If you have any questions regarding the information contained in this document or about the event in general, please contact Katrina at [email protected] or call 03 9326 3311. Alternatively, please contact the relevant person listed in ‘Key Contacts’ overleaf. We are here to assist you in any way we can. We look forward to your participation in HIC 2014. Health Informatics Society of Australia Ltd ABN: 80 097 598 742 | ACN: 097 598 742 National office: 1A/21 Vale Street, North Melbourne VIC 3051, Australia t: +61 3 9326 3311 | f: +61 3 8610 0006 | e: [email protected] | w: www.hisa.org.au/hic2014 HIC australia’s premier e-health conference …………………………………………………………………………………………………………………………………………………………………. exhibitor general information access/bump in ...................................................................................................... 3 admission policy ..................................................................................................... 3 audio-visual requirements ..................................................................................... 3 cleaning .................................................................................................................. 3 contractors ............................................................................................................. 4 custom stand booths.............................................................................................. 4 dates to remember ................................................................................................ 4 deliveries................................................................................................................ 5 dismantling/bump out ........................................................................................... 5 electrical/lighting requirements ............................................................................. 5 exhibition opening hours ....................................................................................... 6 fire regulations ....................................................................................................... 6 food and beverage ................................................................................................. 6 forklift/portering .................................................................................................... 6 furniture and plants ............................................................................................... 6 insurance ............................................................................................................... 6 internet connections .............................................................................................. 7 key contacts ........................................................................................................... 7 name board details (fascia) .................................................................................... 9 parking ................................................................................................................... 9 registration desk .................................................................................................... 9 registration and inclusions ..................................................................................... 9 regulations ........................................................................................................... 10 security ................................................................................................................ 10 HISA: Improving Australian healthcare through the use of technology and information Page 2 of 10 HIC australia’s premier e-health conference …………………………………………………………………………………………………………………………………………………………………. access/bump in Exhibitors will have access to the Exhibition Hall (Melbourne Room) from 3:00pm on Monday 11 August 2014 and 7:00am - 10:00am on Tuesday 12 August 2014 to equip/set up their trade display. Rental furniture and equipment pre-ordered will arrive during these times. Please note there is no arranged catering during the bump in. No children under 15 years of age are permitted during bump in and out. Safety Vests - Approved high visibility safety vests and closed toed shoes must be worn at all times during the exhibition build. Access to the exhibition floor will not be permitted unless safety vests are worn. Please bring your own hi visibility safety vest or purchase from the Melbourne Convention and Exhibition Centre (MCEC) reception. For information regarding delivery of goods please read the delivery section in this document. For information regarding the storage of pallets/boxes please read the storage section in this document. Please note: All exhibition booth set up must be completed no later than 10:00am on Tuesday 12 August ready for the Morning Tea and Exhibition Opening at 10:30am. Exhibition Shell Scheme Build Exhibitor Contractors Build Exhibitors Bump In Exhibitors Bump In Monday 11 August, 06:00am - 3:00pm Monday 11 August, 10:00am onwards Monday 11 August, 3:00pm Tuesday 12 August, 07:00am -10:00am admission policy The conference exhibition is open to all registered delegates and trade expo visitors only by registration and appropriate exhibition pass badging. All attendees must have a conference badge visible at all times. Personnel found within the conference areas (meeting rooms or exhibition) without appropriate recognition will be requested to leave. audio-visual requirements Please contact Warren Walsh, Event Technology for your audio-visual needs on 0419 351 654 or by email [email protected] cleaning Cleaning of the exhibition area is included in the exhibition space charge. Exhibitors requiring individual stand cleaning additional to what is already carried out should complete the Standing HISA: Improving Australian healthcare through the use of technology and information Page 3 of 10 HIC australia’s premier e-health conference …………………………………………………………………………………………………………………………………………………………………. Cleaning Order Form (Form 2.10) in the Melbourne Convention and Exhibition (MCEC) Exhibitor Services Kit. contractors The conference organisers will not accept liability for contracts between the Exhibiting Company and other Contractors or for the negligence or default of any such persons, servants or agents. custom stand booths MCEC have restrictions on what can be attached to the floor due to the carpet in the Melbourne Room. All custom style build stands must only be of an upgrade system format (your build contractor can assist with details). Final approval is provided by the MCEC Operations Manager. If you would like to create a custom stand booth, Exhibit Systems can help you design and make your ideas come to life from something simply as custom printed wall panels or a complete upgrade. dates to remember Exhibitor Action Item Company Profile (200 words) and Contact Details Exhibitor Accommodation Exhibitor Staff Catering Exhibitor Registration Indemnity Form Fascia Name Board Details (Shell Scheme Exhibitors Only) Furniture, Lighting, Walling, and Shelving Orders Freight Forwarding How to Action Email to [email protected] Complete Registration and Accommodation Form Complete Registration and Accommodation Form Complete Registration and Accommodation Form Complete and sign Indemnity Form Complete Exhibit Systems Form Complete Exhibit Systems Form Complete DB Schenker Form HISA: Improving Australian healthcare through the use of technology and information Deadline 2 weeks after booking 16 June 2014 16June 2014 16 June 2014 16 June 2014 11 July 2014 11 July 2014 11 July 2014 Page 4 of 10 HIC australia’s premier e-health conference …………………………………………………………………………………………………………………………………………………………………. deliveries Freight - We recommend you use a freight forwarder for all items delivered to MCEC. The MCEC will not sign possession of goods from couriers on behalf of exhibitors or clients. To avoid issues with the delivery of your goods always ensure that a representative is onsite to take possession of these goods or alternatively use a freight forwarder. Goods must not be sent to the Loading Dock before the scheduled times for the move-in of your event (Monday 11 August 3.00-6.00pm and Tuesday 12 August 7.00-10.00am). All goods must be collected by the end of the official move-out time. Storage – There is no storage available for exhibitors. If you have crates to store you need to arrange storage with a freight forwarder if you want to keep the pallets. You are also responsible for clearing boxes and liaising with the freight forwarder to store these if you require them for pack up. If they are left in the exhibition area after set up they will be discarded. Loading Dock Access – All vehicles entering the Melbourne Convention Centre Loading Dock will be issued a 30-minute unloading permit. Parking infringements will be issued by authorised officers of the City of Melbourne for those vehicles exceeding the 30 minute unloading rule. Freight Forwarder – HISA recommends using DB Schenker to deliver your goods. Please refer to the DB Schenker Service Booking Form for full details. dismantling/bump out Exhibitors may commence dismantling of all equipment and materials on Thursday 14 August 2014 once delegates have completed their lunch between 1:15pm and 3:00pm. Contractor dismantling of the booths will commence at 3:00pm on Thursday 14 August 2014. electrical/lighting requirements Shell Scheme booths are supplied with two spotlights on continuous track (attached to fascia board) and one power point. Space only does not have any power or lighting so this will need to be ordered at an additional cost through Exhibit Systems. Exhibitors requiring additional lighting and electrics should complete the Power & Lighting Order Form (3) enclosed in the Exhibit Systems Exhibitor Information Pack. Payment is required with the Order Form. Cash or cheque will be accepted on-site to settle accounts for electrical services provided during the exhibition. HISA: Improving Australian healthcare through the use of technology and information Page 5 of 10 HIC australia’s premier e-health conference …………………………………………………………………………………………………………………………………………………………………. All electrical equipment must comply with Occupational Health & Safety Act and Australian Standards. The outward sign of the latter is a test tag AS3760. Power cords, leads, power boards are all subject to inspection by the venue technical staff. Any unsafe items will be removed from the venue. exhibition opening hours The exhibition will be open during the following times: Tuesday 12 August 2014 Wednesday 13 August 2014 Thursday 14 August 2014 11:00am - 7:00pm 8:30am – 4:40pm 10:15am – 1:15pm fire regulations Designated fire exits must be kept clear at all times. Storage of flammable liquids or fuels is not permitted within the exhibition. Hall floor plans denote all fire exits. Please refer to the MCEC Exhibitor Services Kit for full details. food and beverage No exhibitor or person shall distribute, sell or give away any item of food or drink within the MCEC without prior written approval by the MCEC. Please refer to the MCEC Exhibitor Services Kit for full details on the serving of food and beverage from exhibitor stands. forklift/portering The MCEC does not provide any portering equipment. HISA recommends DB Schenker to deliver your goods. If you require trolleys or a forklift please liaise with DB Schenker otherwise we cannot guarantee their availability. Exhibitors are permitted to bring only hand held items through the main doors. furniture and plants Please contact Exhibit Systems for all your furniture needs. Please refer to the furniture catalogue and complete an order form. insurance The organisation (HISA) will have in place public liability insurance for conference attendees ONLY. The organisers or venue take no responsibility for exhibitor equipment/staff/products or goods. Insurance to cover the transportation, storage, movements and placement of exhibit equipment, products and goods are at the responsibility of the Exhibiting Company and should HISA: Improving Australian healthcare through the use of technology and information Page 6 of 10 HIC australia’s premier e-health conference …………………………………………………………………………………………………………………………………………………………………. take effect from the day of transport to the exhibition, build-up to breakdown and removal. Exhibitors are required to take out adequate insurance cover against such risks that may incur; in particular All Risks on Property & Valuables, Public Liability, Employer's liability and Personal Accident to Staff. In addition, insurance for losses and wasted expenditure in the event of the Exhibition being abandoned or curtailed may be considered. Please extend your public liability to cover your display and fax the front cover of your Policy or a signed copy of the Indemnity Form to HISA on (03) 8610 0006 or email to [email protected] by Monday 16 2014. We must have evidence of your public liability or a signed copy of the indemnity form before we can allow you to set up your display. internet connections Basic internet access (browsing and emailing not downloading) for exhibitors will be available. If you require high speed internet you will need to purchase a dedicated broadband line from MCEC. Please complete the Broadband Internet Access Form (Form 2.2.4) in the MCEC Exhibitor Services Kit. We will be in touch over the next month to confirm your exact internet requirements. We may be asking that you do not bring Wi Fi routers/devices into the exhibition hall as this reduces the overall internet capacity. In order to access the wireless network your machine will need built in wireless capability or a wireless card. You will also need to have Administrator access to your computer. Technical Assistance Technical Assistance will be provided should you have any difficulties regarding the wireless network. Usage The network has been designed and allocated with enough resources for basic individual user access. This includes basic internet browsing and email. Specific usage for high download / upload will not be permitted and alternative arrangements with MCEC will need to be made at your own cost. For video presentations and individual IP connection, a broadband service must be ordered from the MCEC. Please refer to the MCEC Exhibitor Services Kit. key contacts HIC 2014 Conference and Exhibition Office HISA Ltd 1A/21 Vale Street North Melbourne VIC 3051 HISA: Improving Australian healthcare through the use of technology and information Page 7 of 10 HIC australia’s premier e-health conference …………………………………………………………………………………………………………………………………………………………………. Contact: Nicola Gardiner and Katrina Barbuto T: +61 3 9326 3311 F: +61 3 8610 0006 E: [email protected] W: www.hisa.org.au/hic2014 Exhibition Contractor Exhibit Systems PO Box 709 Brookvale NSW 2100 Contact: Paul Hicks T: +61 2 9982 5511 F: +61 2 9982 9899 E: [email protected] W: www.exhibitsystems.com.au Audio Visual Event Technology Contact: Warren Walsh, Audio Visual Technical Director T: +61 3 9645 2558 M: +61 419 351 654 E: [email protected] Freight Forwarder DB Schenker Contact: Sebastian Pfab T: + 61 3 9344 9657 F: +61 3 9310 4203 W: www.dbschenker.com.a E: [email protected] Conference and Exhibition Venue Melbourne Convention and Exhibition Centre (MCEC) 1 Convention Centre Place South Wharf VIC 3006 Contact: Rosa Siderelis T: +61 3 9235 8000 F: +61 3 9235 8001 W: www.mcec.com.au E: [email protected] MCEC Exhibitor Services HISA: Improving Australian healthcare through the use of technology and information Page 8 of 10 HIC australia’s premier e-health conference …………………………………………………………………………………………………………………………………………………………………. F: + 3 9235 8121 E: [email protected] name board details (fascia) The Exhibitor's Company Name and booth number are produced in a standard format on each shell scheme fascia (space only do not receive a fascia). Please indicate on the Fascia Signage Form (2) provided in the Exhibit Systems Exhibitor Information Pack the name you wish to appear on the name board. Type clearly using upper and lower case letters. parking All exhibitors are encouraged to park in the Melbourne Exhibition Centre Basement Car Park which has an entrance on Normanby Road. Parking is charged on a per hour basis up to a maximum of four (4) hour. There is also an early bird rate. Please refer to the MCEC Exhibitor Services Kit for further information on rates and other parking locations. registration desk The Registration Desk will be open during the following hours: Monday 11 August 2014 Tuesday 12 August 2014 Wednesday 13 August 2014 Thursday 14 August 2014 07:30am - 5:00pm 07:30am - 5:30pm 07:20am - 5:00pm 07:30am - 2:45pm registration and inclusions All staff must be registered to gain entry into the exhibition hall. It is essential that all personnel wear the official conference badge for security purposes. Please ensure you complete the registration spread sheet for your complimentary exhibitor registration/s, and catered stand personnel entitlements. Access All Areas (AAA) registrations give you access to the conference sessions, networking reception and gala dinner but doesn’t include attendance to the associated events on Monday. Exhibition only registrations give you access to the exhibition hall only and the networking reception, but doesn’t include attendance to the conference sessions or the gala dinner. Additional exhibition only registrations If you require any exhibition only registrations you can purchase these for $340 for 3 days or $115 per day. Please note these prices exclude the gala awards diner but include the networking reception. HISA: Improving Australian healthcare through the use of technology and information Page 9 of 10 HIC australia’s premier e-health conference …………………………………………………………………………………………………………………………………………………………………. Social events – Networking Reception Additional tickets to the Networking Reception and Exhibition Opening are available at $70.00 per person. Social events – Gala Awards Dinner Additional tickets to the Gala Awards Dinner are available at $170.00 per person. Inclusions Morning tea, lunch and afternoon tea will be supplied within the exhibition area from Tuesday 12 August 2014 to pre-registered exhibitor personnel half an hour prior to delegate session breaks. Trade Passes We have listened to your feedback from previous HICs and are working on ways to increase the volume and quality of delegates moving through the exhibition. As the exhibition is an event in its own right, trade passes will be available to the public for $100 for HISA members and $150 for non-members. Each attendee will need to register online via (https://events.hisa.org.au/ei/getdemo.ei?id=216&s=_82W0UM55W). Please forward the link to your clients. Registration will give attendees access to the exhibition for one day and catering. regulations Exhibitors are requested to comply with all MCEC regulations, policies and guidelines at all times. security Security will operate at all times during the exhibition opening hours. The main doors to the exhibition will be securely locked at the end of each day and no vendor will be permitted entry until the re-opening to vendors at 10:00am the next day. Whilst every reasonable precaution is taken, the Organisers and the MCEC accept no responsibility for any loss or damage, which may occur to persons or property at the HIC 2014 Conference and Exhibition, from any cause whatsoever. HISA: Improving Australian healthcare through the use of technology and information Page 10 of 10
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