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EXHIBITOR
MANUAL
KEY CONTACT LIST
EXHIBITION ORGANISER
Think Business Events (TBE)
Unit 17, 3 Westside Avenue
Port Melbourne VIC 3207
Australia
Tel: +61 3 9417 1350
Fax: +61 3 8610 2170
Email: [email protected]
Contact: Dani Palmieri, Conference Coordinator
TABLE OF CONTENTS
EXHIBITOR CONTRACTOR
Exhibitor Checklist………….
2
Important Dates and Times.. 2
Your Display………………… 3
General Information………... 4
Exhibitor Registration………
5
Deliveries to the Venue……. 6
Appendices........................... 7
Insurance Form…………….
8
Venue Delivery Label……...
9
Floor plan.................
10
Peek Exhibition
1 Porters Avenue
Eden Terrace, New Zealand
Tel: +64 9 307 9585
Email: [email protected]
Contact: Maria Fomin, Event Sales Coordinator
EXHIBITION VENUE CONTACT
Pullman Auckland
Cnr Princes St & Waterloo Quadrant
Auckland City , 1143, New Zealand
Tel: +64 (0)9 3531000
Fax: +64 (0) 9 353 1002
Email: [email protected]
Contact: Charlotte Marshall, Meetings & Events Coordinator
Car Parking Rates............... 11
Agility Booking Form............ 12
FREIGHT FORWARDER
Agility Fairs & Events New Zealand
Auckland, New Zealand
Tel: + 64 9 926 4800
Fax: + 64 9 926 4899
Mobile + 64 29 770 1616
Email: [email protected]
Contact: Selvan Govender, Manager - Fairs & Events NZ
1
Pullman Auckland, New Zealand
3 - 5 April 2014
EXHIBITOR CHECKLIST
Please check that you have completed all the items on the list that apply to you:
Task
1
2
3
4
5
6
Due Date
Send To
Send jpeg file of your company logo for inclusion on the Conference
website and in the Conference Program Handbook.
ASAP
TBE
Send Certificate of Currency (Insurance) or fill out Public Liability
Insurance Booking Form.
3 March 2014
TBE
Send custom booth design plan for approval (If building a custom
booth).
3 March 2014
TBE
As per Peek
Exhibition booking
form
Peek Exhibition
Advise Think Business Events if you will require the complimentary
trestle table (1) and two (2) chairs
3 March 2014
TBE
Fill out the online exhibitor registration form to register for your
inclusive exhibitor passes, purchase any additional passes and
Conference Dinner tickets if required.
3 March 2014
Complete the applicable Peek Exhibition Booking Forms
as required. Peek Exhibition will email their Exhibitor Kit to all
exhibitors.
IMPORTANT DATES & TIMES
BUMP-OUT
BUMP-IN
Furniture Removal & Exhibitor Move-Out
Saturday
Exhibition Build
Wednesday
See link on page
5
2 April 2014
Custom Stand Build
Wednesday
2 April 2014
Exhibitor Set-up
Wednesday
2 April 2014
08:00 – 15:00
15:30 – 17:30
Custom Stand Dismantle
Saturday
10:00 – 16:00
5 April 2014
5 April 2014
17:30
Exhibition Dismantle
Saturday
5 April 2014
17:30
15:00 – 17:00
P LEASE NOTE: Registration opens at 8:00am on Thursday 3 April 2014 - All booths must be set up by this time.
Peek Exhibition staff will be available onsite to assist you during set up .
2
Pullman Auckland, New Zealand
3 - 5 April 2014
EXHIBITION OPEN HOURS
YOUR DISPLAY
Thursday
3 April 2014
8:00 – 19:00
EXHIBITOR ENTITLEMENTS
Friday
4 April 2014
8:00 – 17:30
Saturday
5 April 2014
8:00 – 15:30
REGISTRATION DESK HOURS
Thursday
3 April 2014
07:30 – 17:30
Friday
4 April 2014
08:00 – 16:00
Saturday
5 April 2014
08:00 – 16:00
CATERING TIMES
Please refer to the Program for catering
times.
Catering will be open to exhibitors half an
hour before the delegates.
Disclaimer:
The organisers reserve the right to alter the
hours of admission and access. All
services and associated rates published in
this document were correct at the time of
going to print. The Conference organisers
cannot be held responsible for changes to
services and rates provided by any
companies or organisations listed in the
document.
The entitlements for each Standard Exhibition Booth booked include:
Space
A standard exhibition space for the duration of the Conference
(3m x 2.5m).
Standard Booth Build
Standard shell scheme (octonorm silver framing with white vinyl
infills)
Fascia displayed on booth
One power point (1 x 10 amp) and two lights (2 x 150 watt )
Furniture
One (1) trestle table and two (2) chairs (if booked with TBE)
Brand Exposure
Listing in Conference Program Handbook, including company
logo and exhibitor contact details.
Website
•
Logo to appear on exhibition page of Conference website
•
Weblink to company organisation and brief description
and contact details displayed on Exhibition page.
Admission
Two (2) exhibition passes, with access to exhibition and catering
areas & Welcome Reception (these passes do not include
access to Conference sessions and Conference Dinner).
Sample of a corner booth
(not to scale)
EXHIBITION BUILDER
Peek Exhibition has been appointed the exhibition company for the
Australasian Lymphology Association Conference. Peek Exhibition will
supply your exhibition entitlements with regard to your booth including
the exhibition booth, light, power, signage, and furniture requirements.
Maria Fomin from Peek Exhibition will be in contact with
you shortly with further information in regards to your
booth.
3
Pullman Auckland, New Zealand
3 - 5 April 2014
GENERAL INFORMATION
EXHIBITION
The exhibition will be held at the Pullman Auckland,
in
the Princes Ballroom. The plan has been designed with maximum
flow of delegates, with booths positioned along access points to
session rooms and around catering stations. This ensures that
delegates are exposed to booths as they move between session
rooms and also when they gather for catering breaks.
PARKING
Underground parking is conveniently located beneath the Pullman
Auckland. See page 11 for Car Parking rates.
VENUE ACCESS
All equipment and boxes will need to come in and out of the
Loading Dock, situated behind the hotel. Exhibitors can start
unloading from 3pm on Wednesday.
REGISTRATION DESK
The Australasian Lymphology Association Conference
Registration and Information Desk will be located in the Princes
Lounge. All exhibition and registration materials must be collected
from the Registration Desk during the times listed on page 3.
CATERING
Morning Tea, Lunch and Afternoon Tea will be provided to
exhibitors that have exhibitor passes. Meals will be served in the
Exhibition Area, 30 minutes prior to the delegates coming out of
their sessions.
Please ensure that all dietary requirements for exhibitors has been
communicated to the conference organisers in advance (via the
online registration form). The link can be found on page 5 of this
manual.
FOOD & BEVERAGE
Pullman Auckland has exclusive rights for the sale and distribution
of all food and drink. No exhibitor or person shall distribute, sell or
give away any item of food or drink to visitors to the venue without
the prior written approval of the venue. Please contact Charlotte at
the Pullman Auckland for the Waiver Form.
INSURANCE
This section is important
It is a mandatory requirement that all
exhibitors have Public Liability Insurance in
place for the Australasian Lymphology
Association Conference to the value of $5
million for any one occurrence.
Exhibitors should consult with their own
insurance companies for adequate cover on
their merchandise and displays.
Please fax a copy of your Certificate of
Currency for Public Liability Insurance to the
Conference Organisers on +61 3 8610 2170
by no later than 3 March 2014.
The Conference Organisers are able to offer
you an Exhibitors Public Liability
Insurance. This is available to you at a cost
of AUD$99.00 including GST, and is based
on a limit of indemnity of $10,000,000 per
exhibitor.
Please complete the enclosed Public
Liability Application Form included in this
Manual and return it along with
payment by no later than 3 March 2014.
PLEASE NOTE
Exhibitors will not be allowed to exhibit at the
Australasian Lymphology Association
Conference unless they have some form of
Public Liability Insurance in place
Exhibitors are reminded that they need
insurance for goods and exhibits which
should take effect from the day that such
goods are delivered to the exhibition venue
and such insurance should remain until their
exhibits are removed.
4
Pullman Auckland, New Zealand
3 - 5 April 2014
GENERAL INFORMATION CONT’D
WIRELESS BROADBAND
Wireless Internet will be provided free of charge to exhibitors and delegates.
FIXATIVES / ADHESIONS
No nails, screws, staples or pins are to be driven into walls, nor are holes to be bored into any wall, door or other
part of the building. No gaffer, double sided tape, blue tack or other adhesives are to be used unless approved by
the Pullman Auckland. Any damage cause will be charged to the offender.
FIRE REGULATIONS
Any materials used in the construction or decoration of a stand must be treated with a fire retardant.
Please note that it is illegal to: block emergency exits, block the access route to an emergency exit, obscure or
cover emergency exit signs as well as store equipment or any other item in fire stairs.
EXHIBITOR REGISTRATION
An online form is provided to allow exhibitors to register for inclusive complimentary exhibition passes, purchase
additional exhibition passes, (AUD$60 per day) and purchase Conference Dinner tickets. The link can be accessed
at: http://app.certain.com/profile/form/index.cfm?PKformID=0x1650949b027
Please check your entitlements carefully before requesting additional badges, as some sponsorship
packages include registration and social events tickets as part of the package inclusions. This information
is clearly stated in your booking confirmation letter.
NAME BADGES
Name Badges provided by the Conference Office are required to be worn at all times in order to gain entry to the
exhibition area.
Generic company name badges are provided complimentary with the exhibition booth bookings (up to 2 passes)
and will be available for collection onsite at the Registration & Information Desk.
Please note that the badge does not allow access to conference sessions.
5
Pullman Auckland, New Zealand
3 - 5 April 2014
DELIVERIES TO THE VENUE
The Pullman Auckland requests that exhibitors forwarding deliveries to the hotel fill out the Delivery Label included
in the appendices section of this manual.
The Pullman Auckland will accept deliveries no earlier than 5 working days prior to the Conference.
The Hotel will also accept deliveries via transport companies. All deliveries must be made to the loading dock
between 7:00am and 3:00pm Monday to Friday. A mobile number is provided next to the gate for any deliveries
arriving after hours.
The Freight Forwarder for the 10th Australasian Lymphology Association Conference is Agility Fairs and Events.
A Transport Request Form is enclosed to assist you in organising your deliveries for the Conference. They will then
forward you a quote for pick up and delivery of your materials to the Pullman Auckland.
This section is important
We highly recommend that you get a quote from Agility so that you
are aware of the full costs before booking.
The Conference organisers cannot be held responsible for services and rates provided by Agility Fairs
and Events or any courier that the exhibitor utilizes.
BRINGING MATERIALS
WITH
YOU
ON THE
D AY
If you are bringing materials with you to the venue via the front door you will need to carry these items as there may
be no trolleys available at that time.
BUMP-OUT
As the hotel has limited storage facilities, all goods must be removed from the premises on Monday 7th April 2014.
Please note that goods that have not been collected within 7 working days, they will be disposed of.
SECURITY
Whilst every reasonable precaution will be taken, the organisers accept no responsibility for any loss or damage,
which may occur to persons or property at the exhibition from any cause whatsoever.
STORAGE FACILITIES
There is limited storage facilities for packing materials and boxes.
6
Pullman Auckland, New Zealand
3 - 5 April 2014
APPENDIX AND FORMS
7
PUBLIC LIABILITY INSURANCE APPLICATION FORM (SEND TO TBE)
TAX INVOICE ABN: 66 121 965 428
ORGANISATION _________________________________________________________BOOTH ________________
CONTACT NAME:_____________________ ____________________ TELEPHONE: ________________________
ADDRESS: ___________________________________________________________________________________
SIGNATURE _________________________________________________________DATE: ____________________
Exhibitors are required to ensure that they are adequately
covered for Public Liability Insurance. This refers to damage or
injury caused to third parties/visitors on or in the vicinity of an
exhibition stand.
We have retained the services of an insurance brokerage to
provide Public Liability coverage, arranged with QBE Insurance
(Australia) Limited, for a cost of AUD$99.00 incl. GST based on
a limit of indemnity of $10,000,000 any one occurrence. The
Insurance has effect from the first day of bump in to the final
day of bump out, being Tuesday 1 April 2014 to Saturday 5
April 2014.
Please complete this form, keep a copy for your
records, and send to the Conference Office by no
later than 3 March 2014
Think Business Events
Unit 17, 3 Westside Avenue
Port Melbourne VIC 3207 AUSTRALIA
Ph: +61 3 9417 1350 Fax: +61 3 8610 2170
Email: [email protected]
I wish to take out Public Liability Insurance for the total period of the exhibition including bump in
exhibition open days and bump out, from Tuesday 1 April 2014 to Saturday 5 April 2014, at a cost of
AUD$99.00 incl. GST. Full payment is enclosed.
PAYMENT METHOD
I will forward cheque payable in AUD$ to “Think Business Events ATF ALA”
I will pay by EFT in AUD$
I will pay by Credit Card: Visa MasterCard Diners Amex
CARD NUMBER
EXPIRY DATE:
/
CCV:
CARDHOLDER NAME: __________________ CARDHOLDER’S SIGNATURE: __________________________________
P LEASE NOTE :
This policy provides Public Liability Insurance only and will not respond to any claims arising from the sale or
supply of products at the event, except for food or drink.
DELIVERY AND COLLECTION ADDRESS
PULLMAN AUCKLAND
CORNER WATERLOO QUADRANT & PRINCES STREET
PO BOX 106 013, AUCKLAND CITY
AUCKLAND 1143, NEW ZEALAND
ATTENTION:
NAME OF EVENT
MEETING/EVENT SPACE:
BOX
OF
ESTIMATED ARRIVAL DATE
SENDERS DETIALS
NAME
ADDRESS
CONTACT DETAILS, EMAIL/PHONE
COLLECTION DATE
BANQUET MANAGER
4
5
3.0m
3.0m
3.0m
Fire Exit
Fire Exit
6
7
8
3.0m
3.0m
3.0m
Fire Exit
2.5m
3
2.5m
2.5m
Sliding Patio Door
9
10
11
3.0m
3.0m
3.0m
26
27
21
24
25
28
3.0m
3.0m
3.0m
3.0m
3.0m
23
12
3.0m
22
CATERING
3.0m
2.5m
3.0m
2.5m
3.0m
2.5m
1.
2m
2.5m
Speakers
Lounge
3.0m
6.0m
Sliding Patio Door
CATERING
13
3.0m
2m
1.
Glass Window
CATERING
14
15
CATERING
3.0m
2
3.0m
3.0m
20
19
18
3.0m
3.0m
17
16
2.5m
1
3.0m
2.5m
2.5m
3.0m
Glass Window
6.0m
2.5m
Entry/Exit
Control
Door
Entry/Exit
Entry/Exit
Hotel Reception
Upper Shortland Street Carpark
(Managed by Wilson parking)
Located underneath the Pullman Auckland Hotel, Barrier arm controlled, 24/7 access

Location: Enter at Corner of Waterloo Quadrant and Princes Streets, Auckland

Valet parking cost: $35.00 per day (enquire at Pullman Auckland Reception)

Valet Car parks available: 20 – 30

Height Restrictions: 1.8 m

Approximate number of car parks: 250

Motorbikes: standard parking charges apply
Casual Fees
Per half hour
Max
Maximum charge is $24.00 valid until 6.00am the
following day
$4.00
$24.00
Night Fees
Per half hour
Max
Maximum charge is $24.00 valid from 4.00pm
until 6.00am the following day
$3.00
$15.00
Weekend Fees
Per half hour
Max
Maximum charge is $15.00 valid from 6.00 am
until 6.00am the following day
$3.00
$15.00
Earlybird Fees
Enter before 10am and Exit after 2.00pm
$13.00
Contact Details:
Website:
http://www.wilsonparking.co.nz/go/r
egions/auckland-cbd
Phone: 09 375 5080
Email [email protected]
ALA CONFERENCE 2014
3 – 5 APRIL 2014
THE PULLMAN AUCKLAND
TRANSPORT QUOTE REQUEST FORM
Agility Fairs & Events is able to offer a full door to stand transport service. If you would like a quote for this
service, please complete Sections A and B below.
If you require any on-site services (ie. forklift and storage) please complete Sections A, C and D.
AGILITY FAIRS & EVENTS………………………..The easy way to exhibit!
Section A – BILLING DETAILS
Company:
ABN:
Address:
Suburb/Town:
Post Code:
Tel:
Fax:
Contact Name:
Mobile:
Email Address:
Agility Customer Code #
Section B – TRANSPORT REQUIREMENTS
Description of Consignment: (if weights/dimensions are unknown at this stage, please estimate in the spaces provided)
Pallets 
Crates 
No. of Items:
Loose Cartons 
Weight (approx.):
kgs
Dangerous Goods: Yes 
Other 
Volume (m³): (L)
x (W)
x (H)
No 
=
m³
Available for Pick-Up / Preferred Date for Pick-Up:
Day & Date:
Time:
Close:
Pick-up address (if different to address above):
Company:
Address:
Suburb/Town:
Post Code:
Contact:
Telephone:
Forklift available at pick-up point?
YES 
Mobile:
NO 
Is a Tailgate Vehicle Required:
YES 
NO 
Special Requirements/Instructions:
Deliver to:
Hall:
Stand:
Do you require us to return freight after the exhibition?
Delivery Date:
YES 
NO 
Section C – FORKLIFT SERVICES
Day/Date:
ETA:
Estimated time required:
Estimated weight of heaviest piece (kgs):
Extended tynes required?
Yes
Section D – STORAGE
Pre-Show 
During Show 
After Show 
Description/Details:
Approximate volume:
(L)
x (W)
x (H)
=
m³
 I have read and accept Agility’s Standard Terms & Conditions (refer to page 2).
X _________________________________________________________________________________________________________________
Accepted by (Signature):
PLEASE COMPLETE THIS FORM AND FAX IT TO AGILITY FAIRS & EVENTS BY
TH
FRIDAY 7 OF MARCH 2014, ON (09) 926 4890 or email [email protected]
FOR INFORMATION CALL AGILITY FAIRS & EVENTS ON (09) 9264857.
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