Exhibition Manual 2 - 6 February 2014 Adelaide Convention Centre
Exhibition Manual 2 - 6 February 2014 Adelaide Convention Centre www.acmm23iconn2014.com.au CONTENTS Introduction 2 Exhibition Contractor 2 Trade Exhibition Location 2 Conference Organiser 2 INTRODUCTION The information in this manual has been prepared to assist you with the planning of your exhibition booth and provides you with all the necessary information to ensure that your participation at ACMM23 & ICONN 2014 is successful. Conference Venue 2 Registration Desk and Exhibition Opening Hours 3 Exhibition Booth Inclusions 3 Custom Design Stand / Raw Space Details 3 To ensure your requirements are met, please carefully read the information in this manual. Booth Set Up 3 Booth Pack Down 3 All of the necessary forms should be completed and returned as per the instructions on each form. You should retain a photocopy of all forms for your own records. Deliveries, Freight & Storage 4 Electrical Equipment 5 High Visibility Safety Clothing 5 ACCOMPANYING THIS KIT: Adelaide Convention Centre Exhibition Handbook Adelaide Convention Centre Delivery Label Adelaide Expo Hire Exhibitor Kit Adelaide Expo Hire Furniture Catalogue Agility Transport Request Form Benefits of using Agility Fairs & Events Agility Management Delivery Label Agility Terms and Conditions All Occasions Management Delivery Label Security 5 Exhibitor Rules 5 Exhibitor Passport 5 Sponsorship/ Exhibitor Registration 6 EXHIBITION CONTRACTOR Adelaide Expo Hire has been appointed as the official Exhibition Contractor for ACMM23 & ICONN 2014. They will contact you regarding your trade display, lighting, power, name board details and furniture requirements if applicable. They have a wide range of furniture and equipment for hire; however supplies are limited, so please ensure you book as early as possible. All specific enquiries relating to your exhibition space should be directed to Sarah-Jean Brooks: Sarah-Jean Brooks Exhibition Sales Coordinator Phone: +61 8 8350 2305 Fax: +61 8 8350 2301 Email: [email protected] Postal Address: 31 Deeds Road, North Plympton SA 5037 TRADE EXHIBITION LOCATION The exhibition will be held in Hall F and G located within the Adelaide Convention Centre. All morning teas, lunches and afternoon teas will be located in the exhibition. General Information 6-7 Liability, Insurance & Privacy Policy 7 Requirements Checklist 8 CONFERENCE ORGANISER Deanna Millane (contact) All Occasions Management 41 Anderson Street THEBARTON SA 5031 Phone: (08) 8125 2200 Fax: (08) 8125 2233 Email: [email protected] CONFERENCE VENUE Adelaide Convention Centre Phone: +61 8 8212 4099 Fax: +61 8 8210 6750 Email: [email protected] Postal Address: GPO Box 2669, Adelaide SA 5001 2 EXHIBITION INFORMATION REGISTRATION DESK AND TRADE EXHIBITION OPENING HOURS The registration desk will be located in Foyer G of the Adelaide Convention Centre. Opening hours are listed below. Registration Desk Hours Trade Exhibition Opening Hours Sunday 2 February 2014 2.00pm-6.30pm Monday 3 February 2014 7.30am-5.00pm Monday 3 February 2014 10.30am-5.00pm Tuesday 4 February 2014 8.00am-5.00pm Tuesday 4 February 2014 8.00am-5.00pm Wednesday 5 February 2014 8.00am-5.00pm Wednesday 5 February 2014 8.00am-5.00pm Thursday 6 February 2014 8.00am-3.30pm Thursday 6 February 2014 8.00am-1.30pm EXHIBITION BOOTH INCLUSIONS Shell Scheme Inclusions: Stand Dimensions: 3m x 3m booth shell scheme (2.4m high). Each exhibitor must keep their display within the dimensions of the booth Walls: Velcro compatible back and side walls Fascia: Company name on quality fascia in vinyl-cut lettering on all open sides Lights: 2 x 150 watt track mounted spotlights per 3m x 3m booth (9sqm) or smaller Power: 1 x 5amp general purpose power outlet (additional requirements may be ordered) Please note: Any additional furniture and equipment can be hired from Adelaide Expo Hire, at the Exhibitor's expense. Platinum Sponsor is provided three shell scheme booths (27m2). Gold Sponsors are provided two shell scheme booths (18m 2). Silver Sponsors are provided one shell scheme booth (9m 2). Conference Dinner Sponsor are provided with one shell scheme booth (9m 2). CUSTOM DESIGN BOOTH / RAW SPACE For all booths not of standard construction (custom builds, at your own cost) you must submit floor plan, elevation drawings at 1:100 scale dimension and photos or digital drawing (if possible) to the Adelaide Convention Centre via the form in their handbook as soon as possible, but no later than Friday 17 January 2014. BOOTH SET-UP Access to the exhibition hall for exhibitors to set up their displays is from 12.30pm - 5.00pm, Saturday, 1 February 2014, 8.00am-5.00pm Sunday 2 February 2014 and 8.00am-10.00am Monday 3 February 2014. All booths must be set up ready for morning tea to be held in the exhibition hall by 10.30am, Monday 3 February 2014. BOOTH PACK DOWN Exhibitors are required to pack down their displays at 1.30pm, Thursday 6 February 2014 following the final lunch. All displays must be packed down by 5.00pm . After this time Adelaide Expo Hire will be packing down the booths. INTERNATIONAL CONFERENCE ON NANOSCIENCE & NANOTECHNOLOGY 2014 (ICONN2014) & 23RD AUSTRALIAN CONFERENCE ON MICROSCOPY & MICROANALYSIS (ACMM23) 2—6 February 2014, Adelaide Convention Centre 3 3 EXHIBITION INFORMATION DELIVERIES, FREIGHT AND STORAGE Exhibitor goods may only be delivered to the Adelaide Convention Centre, via the North Terrace Loading Dock on Saturday, 1 February 2014. Any items delivered to the Adelaide Convention Centre prior to this date will not be accepted. All Occasions Management and the Adelaide Convention Centre will not sign for any exhibitor deliveries. This will be the responsibility of your onsite contact during the designated move in period. Refer to pages 6 - 8 in the attached Adelaide Convention Centre Exhibition Handbook for detailed information in regards to deliveries and storage. Freight of your exhibition materials can be made through Agility Fairs & Events (a specialized exhibition & event logistics provider) who have been appointed as the official logistics contractor. Agility can coordinate the delivery of your goods to your booth on the morning of Saturday 1 February 2014. We recommend using Agility as their service is door-to-stand and they work weekends and outside normal business hours. Please refer to the insert “Benefits of using Agility” which outlines the services provided and will assist you in making an informed decision. Agility can arrange all local, interstate and international transport services including delivery onto each exhibitor’s stand at the exhibition venue. Storage of early consignments, packing materials during the exhibition and storage after the exhibition can also be arranged. If you are an international exhibitor, Agility can provide comprehensive international freight forwarding services, tailored to each particular exhibitor’s requirements. Services include air and sea freight, Customs clearance, Tariff classification and advice, Duty and Sales Tax assessments and all relevant documentation. Agility also offers pre-conference storage, delivery and on site handling. Please contact Agility for shipping instructions. If you are using Agility for transport, your goods will be automatically delivered directly to your stand. Otherwise, the cost for forklifting onsite is $55 for the first 15 mins and $50 every subsequent 15 mins or part thereof. This is payable 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. Prior to the exhibition, Agility will contact all exhibitors to discuss individual transportation and other logistics requirements. In the meantime, to request a quote please complete and return the “Transport Request Form” provided with this manual. For further information or if you require a quote for transport from your premises to Agility’s depot, please contact Agility Fairs & Events on Tel: +61 3 9330 3303 / E-mail: [email protected] What you need to do as an exhibitor: Complete the Transport Request Form attached to this manual and send to Agility by Friday 17 January 2014. Deliver your goods to Agility depot by 3.30pm, Wednesday 29 January 2014 ensuring that each item is labeled and numbered accordingly. For your convenience, please use the attached label if delivering to Agility. Your goods will be delivered to your stand by 12.30pm, Saturday 1 February 2014. At the close of the conference, pack and label your goods. You must attach consignment notes or instructions for your couriers. All goods must be collected by the end of the official move-out time. It will be your responsibility to ensure all goods are delivered and moved-out during the designated times. Please note: Your goods must be sufficiently packaged for transport. Loose items / fragile items will not be transported if insufficiently packaged. If you are using your own transport company, ensure you make specific arrangements with your transport provider and the venue. 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. We recommend you procure insurance on your goods. Agility does not provide insurance on your behalf. All other deliveries through the Adelaide Convention Centre Loading Dock that are not organised through Agility Fairs & Events, be they delivered by a courier or your staff, must be scheduled with the ACC Loading Dock. Please email [email protected] or call 08 8210 6773 to schedule your delivery. Please use the ACC Exhibitor Label provided with this manual. INTERNATIONAL CONFERENCE ON NANOSCIENCE & NANOTECHNOLOGY 2014 (ICONN2014) & 23RD AUSTRALIAN CONFERENCE ON MICROSCOPY & MICROANALYSIS (ACMM23) 2—6 February 2014, Adelaide Convention Centre 4 EXHIBITION INFORMATION ELECTRICAL EQUIPMENT Prior to entering the venue all portable electrical equipment, appliances and leads to be used on site must have already been tagged and tested. All equipment entering the venue will be checked by the Adelaide Convention Centre’s safety management team and they reserve the right to demand removal from the site any electrical equipment it deems to be noncompliant or suspect. The Adelaide Convention Centre’s safety management team can call upon internal specialists to assist when circumstances require it. To have your items tagged and tested please contact your local electrician, or arrange for a local electrical contractor to visit you onsite. HIGH VISIBILITY SAFETY CLOTHING It is a requirement of the Adelaide Convention Centre for all persons working within the venue during the move in (build) and move out (breakdown) of an exhibition to wear a high visibility safety vest or high visibility clothing. Exhibitors and contractors will not be permitted in the venue unless high visibility clothing is worn. Important note: Exhibitors must provide their staff and contractors with high visibility vests. A limited number of high visibility vests are available for sale from the Adelaide Convention Centre customer relations desk. This stock is not guaranteed, so provision should be made prior to you coming on-site. Exhibitors and contractors will not be permitted in the venue unless high visibility clothing is worn. SECURITY Please refer to the Adelaide Convention Centre Exhibitor Handbook for information on general security. Please be aware of the following: Exhibitors must obtain official name badges from the conference registration desk. Badges must be worn by all attendees at ACMM23 & ICONN 2014 to gain admittance to the exhibition, sessions and all social functions. Adelaide Convention Centre security staff will be instructed to only admit to exhibition personnel identified by the official name badge provided to all participants. A company badge may be worn in addition to the official badge, but not instead of the official badge. EXHIBITOR RULES The conference organising committee, on behalf of the Australian Microscopy and Microanalysis Society Inc. (AMMS) and Australian Nanotechnology Network (ANN), and the conference organiser shall determine the hours during which the sponsor/exhibitors shall be conducted and as to hours of access for exhibitors including variations of such times as shall be necessary. The exhibition booth or space is to be fully manned and operational and removal or change any of the areas will not commence, until after the exhibition closes after lunch on Thursday 6 February 2013. No advertising material such as banners, are allowed outside the designated booth area. Excessive noise that inconveniences other exhibitors or the conference will not be allowed. The conference organising committee, on behalf of the Australian Microscopy and Microanalysis Society Inc. (AMMS) and Australian Nanotechnology Network (ANN), and the conference organiser will be the judges as to whether there is an annoyance. No obstruction of any form in the aisles and walkways. While companies are encouraged to pursue novel methods of attracting people with their stand, practices disadvantaging other companies or detracting from the Exhibition will be discouraged. The sponsor/exhibitor will acknowledge that the conference organising committee, the Australian Microscopy and Microanalysis Society Inc. (AMMS) and Australian Nanotechnology Network (ANN), and/or the conference organiser , the exhibition hire company and Adelaide Convention Centre will not be responsible for any loss or damage to the exhibitor’s property and that all exhibitor material and equipment is the sole responsibility of the exhibitor. EXHIBITION PASSPORT Delegates will be given an exhibition passport to encourage them to visit all of the ACMM 23 & ICONN 2014 exhibition booths. The conference organisers will supply the prize. To be eligible to win, delegates must get their passport signed/ stamped, by all exhibitors by lunchtime on Thursday 6 February with the prize being drawn the last session. Please bring along with you a stamp for this purpose if possible; alternatively, a signature is fine. INTERNATIONAL CONFERENCE ON NANOSCIENCE & NANOTECHNOLOGY 2014 (ICONN2014) & 23RD AUSTRALIAN CONFERENCE ON MICROSCOPY & MICROANALYSIS (ACMM23) 2—6 February 2014, Adelaide Convention Centre 5 EXHIBITION INFORMATION SPONSOR AND EXHIBITOR REGISTRATION All sponsors and exhibitors attending the conference, either to sessions and/or manning the booth, must register. Sponsors and exhibitors are to register using the complimentary registration(s) as part of your package, and for additional exhibitor representatives at the booth purchasing exhibitor passes. Please register online at https://webserver.aomevents.com/ei/getdemo.ei?id=250&s=_43C0LQ466&bulk=y Multiple complimentary and paying registrations can be entered on this link. Instructions are on the first page. Registrations and exhibitor passes (complimentary and paid) may be shared between representatives. A detailed roster must be provided to the Conference Organisers prior to the commencement of the Conference. Name badges will be prepared using this roster. All registrations must be submitted, and rosters sent to [email protected], no later than Friday 17 January 2014. Complimentary Sponsor and Exhibitor Full Registrations Complimentary Sponsor and Exhibitor Full registrations include access to all sessions and catering breaks, Welcome Reception, Happy Hours and Conference Dinner, name badge, satchel and program book. The Platinum Sponsor is provided with three complimentary Full Registrations. The Gold Sponsor is provided with two complimentary Full Registrations. The Silver Sponsor is provided with one complimentary Full Registration. The Bronze Sponsor is provided with one complimentary Full Registration. The Conference Dinner Sponsor is provided with two complimentary Full Registrations and 10 additional tickets to the Conference Dinner. The Welcome Reception Sponsor is provided with one complimentary Full Registration. An exhibitor is provided with one complimentary Full Registration per booth. Additional Exhibitor Passes If you have more than one organisation representative who needs to attend the Exhibition, additional passes can be purchased for $450.00 (including GST). Limited to two (2) additional registrations per booth. One exhibitor pass includes the Welcome Reception, morning and afternoon teas, and lunches, name badge, satchel and program book. The Conference Dinner is an additional cost and can be purchased via the online registration form. GENERAL INFORMATION Airport Transfers The Skylink Airport Shuttle specialises in providing a regular scheduled bus service between Adelaide Airport and the Adelaide CBD. There are set-downs and pick-ups from most major city hotels. The shuttle service operates every day of the year, except Christmas Day. For more information please visit: www.skylinkadelaide.com. Car Parking The Adelaide Convention Centre operates both the Riverbank and North Terrace car parks, which are open 24 hours a day, 7 days a week. The Riverbank car park is accessed from Festival Drive and the North Terrace car park is accessed from North Terrace. The early bird fee is $12.00 and is available 7 days for entry between 5.00am and 9.30am and exit by 6.30pm. Beyond 6.30pm, casual parking charges will apply as below to a maximum of $24.00 for 24 hours inclusive of early bird parking time:-1 hour $4.00; 1-2 hours $8.00 and 2-3 hours $12.00.Then an additional $1.00 for each hour or part thereof to a maximum of $24.00 for each 24 hour period. Program The registration brochure contains detailed information about the Conference program, speakers and social program. The program is also available on the ACMM & ICONN website, www.acmm23iconn2014.com.au Dress Standards and Temperature Smart Casual is suggested for the conference sessions and social functions. For the month of February, Adelaide’s mean average daily temperature is 29.4 °C, the average daily minimum is 17.2 °C. INTERNATIONAL CONFERENCE ON NANOSCIENCE & NANOTECHNOLOGY 2014 (ICONN2014) & 23RD AUSTRALIAN CONFERENCE ON MICROSCOPY & MICROANALYSIS (ACMM23) 2—6 February 2014, Adelaide Convention Centre 6 EXHIBITION INFORMATION Local Transport A taxi from the airport to the CBD is approximately $25.00. Adelaide Independent Taxis – 132 211 Suburban Taxis – 131 008 Yellow Taxis – 132 227 Travel The All Occasions Group is pleased to offer the services of our in-house travel agency, Travelscene at All Occasions. We provide a “one stop- shop” enabling you to book accommodation, flights, tours, travel insurance and hire cars. For bookings, please contact: Travelscene at All Occasions 41 Anderson St Thebarton SA 5031 Phone: +61 8 8125 2222 Email: [email protected] LIABILITY/INSURANCE In the event that the conference/exhibition is cancelled or delayed through no fault of the conference organising committee, on behalf of the Australian Microscopy and Microanalysis Society Inc. (AMMS) and Australian Nanotechnology Network (ANN), and the conference organiser and the Venue Manager, including but not limited to fire, food, labour disputes, natural disasters, acts of God(s), civil disorders, riots, insurrections, work stoppages, slow downs or disputes, or other similar events then the sponsor/exhibitor shall not be entitled to any refund or claim for any loss of damage. PRIVACY POLICY In accordance with the requirements of the Australian Privacy Act 2000, the All Occasions Group (encompassing All Occasions Management and Travelscene at All Occasions) complies with such legislation which is designed to protect the rights of the individual to privacy of their information. All information collected with respect to your registration for participation in this conference will only be used for the purposes of planning, conduct of the event or communication regarding future events. These details may be made available to parties directly related to the conference including, but not limited to, the All Occasions Group, venues, accommodation and travel providers (for the purposes of room/travel bookings and conference options), key sponsors (subject to strict conditions) and other related parties as deemed necessary. It is also usual practice to produce a ‘Delegate List’ of attendees at the conference and to include an individual’s details in such a list. By completing this registration form, you acknowledge that the details supplied by you may be used for these purposes. It is your responsibility to ensure that all information provided to the All Occasions Group is accurate and kept up to date. To access or update your information, please email or fax the All Occasions Group on [email protected] or +61 8 8125 2233. DISCLAIMER The information presented in this document is correct at the time of printing. In the event of unforeseen circumstances, the Conference Organising Committee reserves the right to delete or alter items in the Conference Program. INTERNATIONAL CONFERENCE ON NANOSCIENCE & NANOTECHNOLOGY 2014 (ICONN2014) & 23RD AUSTRALIAN CONFERENCE ON MICROSCOPY & MICROANALYSIS (ACMM23) 2—6 February 2014, Adelaide Convention Centre 7 EXHIBITION INFORMATION EXHIBITOR REQUIREMENTS CHECKLIST Please find following a check list to help you with planning your attendance at ACMM23 & ICONN 2014. Logos must be forwarded as a .jpeg and .eps file in an email as soon as possible but not later than Monday 2 December 2013 to [email protected]. Company website links must be forwarded in an email as soon as you are able to [email protected]. Send the contact details and/or profile (as per your package) for inclusion in the Program Book by Monday 2 December 2013 to [email protected]. Order furniture for your booth and complete and return the required forms through Adelaide Expo Hire as soon as practicable, but not later than Friday 10 January 2014. Complete and return required Adelaide Convention Centre Forms, as soon as practicable, but not later than Friday 17 January 2014. . If applicable, please provide custom design display floor plan and elevation drawing, photos and drawings to the Adelaide Convention Centre via the form in their Exhibition Handbook as soon as practicable, but not later than Friday 17 January 2014. If applicable, complete and return the Agility Transport Request From by Friday 17 January 2014 If applicable, deliver your goods to the Agility Depot by 3.30pm, Wednesday 29 January 2014. If not using Agility to deliver your good, contact the Adelaide Convention Centre Loading Dock to schedule your delivery as soon as practicable (see page 4). Delivery can only be on or after Saturday 1 February 2014. Arrange high visibility vests for your staff setting up and packing down your booth. Take them with you, don’t pack them with your booth materials as you won’t be able to access the exhibition without a vest. If any exhibitor passes to be shared among staff, send a roster with name and times attending to [email protected] by Friday 17 January 2014. Register all those attending via the online registration form by Friday 17 January 2014. Full payment due for sponsor and exhibition packages is due on or before Monday, 16 December 2013. A tax invoice will be sent. INTERNATIONAL CONFERENCE ON NANOSCIENCE & NANOTECHNOLOGY 2014 (ICONN2014) & 23RD AUSTRALIAN CONFERENCE ON MICROSCOPY & MICROANALYSIS (ACMM23) 2—6 February 2014, Adelaide Convention Centre 8
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