Exhibitor Manual
15th & 16th May 2014
Werribee Racecourse
www.wrica.com.au
Content Page
Welcome Exhibitors ................................................................................................................................. 2
About WRICA Inc. ............................................................................................................................................. 2
About the Expo ........................................................................................................................................ 2
Visitor Profile & Details .................................................................................................................................... 2
Key Onsite Contact ........................................................................................................................................... 3
2014 Expo Dates & Times ................................................................................................................................. 3
2014 Expo Location .......................................................................................................................................... 3
Venue Map ....................................................................................................................................................... 3
General Exhibitor Information .................................................................................................................. 4
Exhibitor Stands ................................................................................................................................................ 4
Floor Plan .......................................................................................................................................................... 4
Custom Stands .................................................................................................................................................. 4
Stand Move In................................................................................................................................................... 4
Stand Move Out................................................................................................................................................ 4
WRICA Stand..................................................................................................................................................... 4
Insurance .......................................................................................................................................................... 5
Power on Stands ............................................................................................................................................... 5
Audio Visual Equipment ................................................................................................................................... 5
Exhibitor Lanyards ............................................................................................................................................ 5
Deliveries .......................................................................................................................................................... 5
Paper Rubbish Removal .................................................................................................................................... 5
Outside Concourse area - Display..................................................................................................................... 6
Onsite Catering ................................................................................................................................................. 6
Coffee Cart ........................................................................................................................................................ 6
Exhibitors Lounge ............................................................................................................................................. 6
Student Expo Passports .................................................................................................................................... 6
Exhibitor Parking............................................................................................................................................... 7
Important Information ............................................................................................................................. 7
Feedback Forms & Survey ................................................................................................................................ 7
Incident Reporting ............................................................................................................................................ 7
First Aid ............................................................................................................................................................. 8
Emergency Management – Werribee Racecourse ........................................................................................... 8
Expo Exhibitor Schedule ........................................................................................................................... 8
Exhibitor Check List .................................................................................................................................. 9
Terms & Conditions/Code of Conduct ......................................................................................................10
WRICA Exhibitor Manual 2014
1
Welcome Exhibitors
On the following pages you will find useful information in relation to exhibiting at the 2014 WRICA Careers
Expo. Please read over the information carefully and be sure to adhere to any requirements relevant to your
organisation and your stand at the Expo. If you have any additional questions or require clarification on any
points listed on the following pages be sure to contact the Event Manager to discuss prior to arriving at the
Expo. We are looking forward to a successful and beneficial Expo for all.
Thanks,
Kim Mastrowicz, Event Manager
0412 836 767
About WRICA Inc.
WRICA Inc (Wyndham and Hobsons Bay Region Careers Association) was established in 1998 to provide an
opportunity for career development practitioners, working in secondary colleges located in the local
Government areas of Wyndham and Hobsons Bay, to participate in professional learning. The key focus of
the association is to provide information to practitioners on careers, courses, training, employment and
industry to support their work with young people in their schools.
WRICA is a not-for-profit incorporated association that is sustained by annual membership and the
sponsorship of the WRICA Careers Expo. Contributors to the association include Secondary Schools,
Universities, TAFE, Government Organisations, Employment and Training Organisations and Private
Providers.
About the Expo
The WRICA Careers Expo commenced in 1998 and is an annual event developed to assist young people in the
area of Wyndham and Hobsons Bay to engage in exploring options for further education, apprenticeships
and employment.
This event remains the biggest Careers Expo in the West and the third largest in Victoria. The WRICA Careers
Expo is strongly supported by the Wyndham City Council, and provides an opportunity for students and
people in the community to research and receive quality information from all exhibitors regarding
employment, apprenticeships, traineeships, TAFES, Universities, Government Organisations and Private
Providers under the one roof.
Visitor Profile & Details
The Expo caters to a diverse secondary student cohort from a range of Government and independent schools
located in the western region of Melbourne. Students from years 10, 11 and 12 attend the two day event, in
addition to a selection of parents, teachers, careers advisers, VCE coordinators, VCAL coordinators, VET
coordinators and school principals. The Expo is also open to the general public and is promoted to local
community groups. We also specifically invite a selection of community groups that assist people in the
community with employment and course options.
An email will be provider one week prior to the event to advise of the estimated visitor numbers onsite at
any one time, as schools book times slots to attend we are able to estimate based on this schedule.
WRICA Exhibitor Manual 2014
2
Key Onsite Contact
Event Manager: Kim Mastrowicz, The Main Event
Mobile: 0412 836 767
Email: [email protected]
2014 Expo Dates & Times
Date: Thursday 15th & Friday 16th May 2014
Time: Doors open to visitors daily from 9.00am – 3.00pm
2014 Expo Location
Werribee Racing Centre
2 Bulban Road, Werribee, Victoria, 3030
Ph: 03 9741 1800
www.werribeefunctioncentre.com.au
Venue Map
WRICA Exhibitor Manual 2014
3
General Exhibitor Information
NOTE: This manual forms part of the Terms and Conditions to exhibit. You must read carefully and comply
with terms accordingly. Any relevant forms/information must be completed and sent back to the Event
Manager prior to the listed deadline dates.
Exhibitor Stands
Each exhibitor has been allocated a specific stand based on the requirements communicated to WRICA on
the supplied ‘Expression of Interest’ form. A separate individual stand allocation form has been provided to
the key exhibitor contact with confirmation of the stand location and stand number at the expo. All stands
will be numbered as depicted on the floor plan. Please Note: The floor plan is subject to change in the lead
up to the event at the discretion of the Event Manager. We do endeavor to communicate any major
changes to exhibitors prior to move in, however please be sure to check any changes prior to setting up your
stand on the move in day.
Floor Plan
The floor plan will be available to view on the website under the ‘2014 Exhibitor’ tab, this will be updated if
there are any changes in the lead u to the event. Copies of the floor plan will be available from the WRICA
stand at the Expo and large poster size floor plans will be on display around the venue.
Custom Stands
Only if you have confirmed with the Event Manager prior to the Expo are you able to have your own custom
stand. Custom stands can include pop up indoor marquees, custom booths and larger display items. All
custom stands must be approved by the Event Manager. For more information or to discuss this contact
Event Manager Kim Mastrowicz on 0412 836 767.
Stand Move In
Exhibitors can access the Racecourse to set up stands during the following periods:
 Wednesday 14th May between 3pm – 5pm
 Thursday 15th May between 7.30am – 8.50am
Installation of all stands must be completed by 8.50am on Thursday 15th May for Expo opening at 9am
Stand Move Out
The Expo closes to visitors at 3pm on Friday 16th May - All exhibitors stands must be vacated by 5pm.
Please be mindful to not commence packing up your stand until all visitors have left the Expo. It is important
to remove all items from your stand that were brought in. It is the reasonability of each exhibitor to take out
any excess flyers, brochure and marketing material.
WRICA Stand
The WRICA stand will be located downstairs in the front foyer of the venue and will be staffed with WRICA
Volunteers during the event. If you have any questions or concerns please see the staff at the WRICA stand
for assistance.
WRICA Exhibitor Manual 2014
4
Insurance
Exhibitors are responsible for their own Public Liability Insurance coverage for the event.
 A copy of your current insurance must be provided to WRICA by April 30th 2014
 In the event that your company/organisation does not have access to its own insurance, coverage
can be arranged under WRICA for a fee of $120
 Please email the Event Manager prior to April 30th for an ‘Insurance Form’ and to arrange payment
 This must be complete prior to the Expo to ensure that the company name can be included on our
insurance policy
Power on Stands
For exhibitors requiring a standard power outlet on their stand for electrical equipment, WRICA must be
advised by April 30th 2014. Only exhibitors who have confirmed power will have this available on their stand.
Please ensure all electrical items that will be used on site have been tested and tagged prior to the event. In
the event your stand requires more than a standard power outlet please contact the Event Manager.
Audio Visual Equipment
For any stands that will be using audio visual equipment during the Expo, you must advise WRICA prior to
move in. These items can be used on stands we just require a record for our own reference and power
requirements.
Exhibitor Lanyards
All exhibitors will be provided with an Exhibitor Lanyard to be worn whist onsite at the Expo. These can be
collected from the WRICA stand on the Thursday morning during move in. We request that these be returned
to WRICA on conclusion of the Expo.
Deliveries
Deliveries for the Expo can be made between 9am – 5pm on Wednesday 14th May. The Expo stands will be
set up from 2pm so ideally deliveries should be arranged for between 2pm – 5pm when they can be
delivered to the specific stand. All couriers must provide their own trolleys and the items are to be delivered
into the Expo room.
To ensure the safe delivery of items all materials delivered must be clearly marked with the below details:
 WRICA Careers Expo
 Exhibitor Name
 Expo Stand Number
 Contact person at the Expo and mobile number
 Number of Boxes
 Delivery address: 2-10 Bulban Road, Werribee VIC 3030 (see map on page 3)
Paper Rubbish Removal
During the move in period (prior to 8.30am on Thursday morning) all exhibitors are asked to place empty
boxes in a pile near their stand for collection prior to 9am – ALL BOXES ARE TO BE FLATTENED so they can be
placed in the recycling bins by venue staff. On conclusion of the Expo all unused items are to be taken away
by the exhibitors.
WRICA Exhibitor Manual 2014
5
Outside Concourse area - Display
The space outside the venue, near the entry and in front of the exit to the exhibition space, will be available
for the display of any exhibitors branded vehicles. If you would like to display a vehicle in this area please
contact the Event Manager ASAP.
Onsite Catering
Lunch Option - At the 2014 Expo we have offered exhibitors an onsite catering option. This cost is subsidised
by WRICA and allows us to provide the convenience of onsite catering to all exhibitors. The pre-paid and
ordered lunch includes: unlimited tea, coffee and water, morning tea snack, gourmet sandwich, sweet treat,
fruit and drink. The cost is $15 per person per day. If you have not confirmed catering for the exhibitors on
your stand this must be ordered by May 2nd at the latest.
ALL LUNCH CATERING MUST BE PRE-ORDERED. *If there are specify dietary requirement for exhibitors this
must be communicated by COB on May 7th to ensure the venue can cater. This cannot be arranged on the
day of the event.
Please note there will be nowhere to purchase food onsite at the Racecourse during the Expo. WRICA will be
supplying tea, coffee, water and biscuits to all exhibitors in the Exhibitors Lounge over the course of the
event.
Coffee Cart
The Racecourse will be providing a Coffee Cart during the Expo where espresso coffee will be available to
purchase over the 2 days. The Coffee Cart will be located in front of the building near the entry to the Expo.
Exhibitors Lounge
A small exhibitor lounge will be set up in one of the rooms off the main exhibitor space. Signs will mark the
location, the space is available to all exhibitors to rest and take breaks. The lounge will have tea, coffee,
water and biscuits available.
Student Expo Passports
This year WRICA is producing a range of worksheets for schools and students to use as part of their WRICA
Expo experience, this is in response to feedback from the 2013 event and is an attempt to make student
enquiries more focused.
The worksheets will range from a simple Expo Passports where students will be required to have their
passports stamped and collect promotional materials for later class work, to more in-depth question sheets
that relate to specific courses, their pre-requisite studies and future occupational pathways, as well as
collecting relevant materials and key contact details.
To enable these activities to run, we are requesting that all exhibitors bring an identifiable stamp for their
organisation to this year’s Expo so that Passports can stamps for students visiting your stand. We appreciate
your assistance in this matter; please advise all staff working on the stand to make this process run smoothly.
WRICA Exhibitor Manual 2014
6
Exhibitor Parking
There will be a designated exhibitor car parking area located through the wire fence, to the left of the venue
entry. This area will be designated with signs and have parking attendant in the area. All exhibitors are asked
to park in this area to keep the front of the venue clear for the buses and groups of visitors.
Directions:
 Enter via the Racecourse Main Entrance off Bulban Road
 Drive down the driveway, past the birdcage building to the asphalt area in front of the function
center
 Turn left through the wire fence to the designated grass parking area
 It is then a short walk back to the front entry to the Expo
Important Information
Please ensure that all staff members working on your stand are aware of the following important Expo
details.
Feedback Forms & Survey
To best assist WRICA to make improvement to the Expo each year we require genuine feedback from our
exhibitors and visitors. We will be creating an exhibitor feedback form that will be available from the WRICA
stand during the Expo and also an online feedback survey that will be provided via email after the Expo. We
would appreciate a few minutes of your time to fill in details of your experience at the event. We will also be
providing a visitors feedback form for the students who attend the event and will be encouraging all visitors
to complete these forms whilst onsite at the event.
Prior to receiving these feedback forms/surveys if you have any feedback please email:
[email protected]
Incident Reporting
In the event of an incident occurring during the Expo, an Incident Report Card must be completed by the
exhibitor/s who witnessed or were involved in the incident. Incident Report Cards will be available from the
WRICA stand or the Event Manager.
Incidents that need to be reported and recorded include:
 Any injury to an individual at Expo
 Theft or damage to equipment, supplies or personal property
 Any suspicious behaviour by an individual
 Any safety hazards
 Any incident that could have resulted in an injury or damage
If any of the above incidents occur, you must;
1) Advise the Event Manager immediately (Kim Mastrowicz Ph: 0412 836 767)
2) Complete an Incident Report Card with all details
a. Record the contact details of the person involved in the incident and any witnesses
b. Note the exact location and time of the incident
c. Describe how the incident occurred and the consequences of the incident
3) Turn in the completed Incident Report Card to the Event Manager or to the WRICA stand
WRICA Exhibitor Manual 2014
7
First Aid
In the event that an exhibitor or visitors requires first aid, please contact the Event Manager or the closest
first aid trained representative for advice and first aid information. In the event of an Emergency 000 should
be contacted immediately. A basic first aid kit will be kept at the WRICA Stand. In the event that first aid is
administered an Incident Report Card is to be completed and provided to the Event Manager.
Emergency Management – Werribee Racecourse
A one page document on what to do in the event of an emergency at the venue will be provided to each
stand at the expo. Please make sure all staff members onsite read this information and are clear on any
detailed procedures.
Expo Exhibitor Schedule
Wednesday 14th May
9.00am
Racecourse open for deliveries (ideally arrange this for between 2pm – 5pm)
3.00pm
Racecourse open and venue ready for exhibitor to set up stands
5.00pm
Racecourse closed to exhibitors
th
Thursday 15 May
7.30am
Doors open for exhibitors
8.50am
All stands to be set up
9.00am
Expo Officially Open to visitors
School arrival schedule to be provided prior to event
TBC
Pre-ordered lunch delivered to stands
3.00pm
Expo Officially Closed to visitors – Remaining visitors to exit venue
4.00pm
All exhibitors to be out of venue
Friday 16th May
8.00am
Doors open for exhibitors
9.00am
Expo Officially Open to visitors
TBC
Pre-ordered lunch delivered to stands
3.00pm
Expo Officially Closed to visitors – Remaining visitors to exit venue
3.30pm
Expo move out to commence for all exhibitors
5.00pm
All exhibition items to be removed from venue – all exhibitors off site
WRICA Exhibitor Manual 2014
8
Exhibitor Check List
Item
Due Date
Public Liability Insurance Form – Copy provided to WRICA
30/04/14
Contact Event Manager to display branded vehicle
ASAP
Advised WRICA if power required for stand
30/04/14
Advised WRICA of any audio visual items being used on stand
02/05/14
Pre-order lunch for all staff members on site
02/05/14
Advise any diet requirements for per-ordered lunches
07/05/14
Check all electrical items as tested & tagged
Completed
Prior to Expo
Ensure adequate staff arranged for stand on both Expo days
Received Expo stand number and allocation
Review floor plan and be clear on location prior to arriving on site
Arrange any courier deliveries (ensure all items clearly marked)
Pack Stamp that can be used onsite to stamp student passports
Collect Exhibitor Lanyards from WRICA Stand
Onsite
Set up stand ready for opening @ 9am Thursday 15th May
Arrange for staff to pack up stand after 3pm Friday 16th May
Complete feedback form and survey
Post Event
Add stand specific items
Add stand specific items
Add stand specific items
Add stand specific items
Add stand specific items
Add stand specific items
Add stand specific items
Add stand specific items
WRICA Exhibitor Manual 2014
9
Terms & Conditions/Code of Conduct

WRICA reserves the right to refuse an exhibitor’s application at its sole discretion

Exhibitor booths will only be allocated upon receipt of the completed booking form

The booking will be confirmed by email with a tax invoice

Payment for bookings will be due in accordance with allocated date on the invoice - all stands must
be paid in full for exhibitors to be allowed on site to set up

If an exhibitor wishes to cancel the booking, details must be received in writing to WRICA

Exhibitors are responsible for their own insurance coverage and a copy is to be provided to WRICA by
April 30th 2014. In the event that the exhibiter does not have access to their own insurance, coverage
can be arranged under WRICA for a fee. Contact the Event Manager for more information

Exhibitors will be accountable for any damage by them or their staff, to other exhibitors, any
common property or any third party property within the Expo

WRICA will not be responsible for any theft or loss of exhibitor’s property, including employee’s
property at any time during the Expo

WRICA will not be responsible for any damage arising out of, and shall not be in breach of the
agreement arising out of an application for exhibition, if the Expo is cancelled, suspended, or reduced
due to failure of services or other force majeure events outside of WRICA’s reasonable control

All Exhibitors and staff agree to abide by the terms & conditions/code of conduct. Failure to do so
could result in not exhibiting at the discretion of WRICA and forfeiting all funds paid.
WRICA Exhibitor Manual 2014
10