EXHIBITOR MANUAL. Concrete 2017 Exhibition Manual 1

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1 EXHIBITOR MANUAL Exhibition Manual 1

2 CONTACTS EXHIBITION COODINATOR Managers c/o Arinex Pty Ltd Contact Telephone Rachael Smith rsmith@arinex.com.au ACCOMMODATION Managers c/o Arinex Pty Ltd Contact Telephone Website Delegate Services Department concrete2017@arinex.com.au SHELL SCHEME / ELECTRICAL / AUDIO VISUAL / COMPUTER REQUIREMENTS Adelaide Expo Hire Contact Telephone Kim Sluggett kims@aeh.com.au EXHIBITION MATERIALS HANDLING / STORAGE FREIGHT FORWARDING & SHIPPING Agility Logistics Contact Telephone Brendan Gow bgow@agilitylogistics.com EXHIBITION VENUE Adelaide Convention Centre Contact Telephone Website Exhibitor Services exhibitions@avmc.com.au Exhibition Manual 2

3 TABLE OF CONTENTS DELIVERIES TO VENUE... 5 MOVE- IN SCHEDULE... 5 EXHIBITION OPEN HOURS... 5 MOVE-OUT SCHEDULE... 6 FLOORING... 8 ELECTRICAL / LIGHTING REQUIREMENTS... 8 EXHIBITION STAFF NAME BADGES... 9 VENUE ACCESS... 9 STORAGE CARPET CAR PARKING CLEANING ELECTRICAL TESTING AND TAGGING REQUIREMENTS FLOOR LOADINGS INSURANCE / PRODUCT AND PUBLIC LIABILITY INDEMNITY PAYMENT, BOOKING CONDITIONS & CANCELLATIONS RIGGING SECURITY Exhibition Manual 3

4 EXHIBITION CHECK LIST Plan your experience and maximise your opportunities To assist with your pre-planning, the following checklist is provided as a guide to assist in ensuring all important operational items are actioned and deadlines are met. Please adhere to these deadlines to ensure smooth planning and operation of the entire event. ACTION DUE DATE PAGE RETURN TO Final Payment 29 May 2017 Arinex Pty Ltd COMPLETE Exhibitor Registration 22 September 2017 Register here Promo code: CIAEXHIB Stand information / Fascia Sign / Electrical / Furniture / AV Order As specified by Adelaide Expo Hire Adelaide Expo Hire will contact you directly Arinex Pty Ltd Adelaide Expo Hire Public Liability & Indemnity Form 22 September 2017 Attachments Section Arinex Pty Ltd Additional Exhibitor Registration (A$470) 22 September 2017 Register here Promo code: CIAEXHIB Accommodation Booking 22 September modation/ Freight Forwarding/ Materials Handling Order Form Arinex Pty Ltd Arinex Pty Ltd As specified by Agility Attachments Section Agility Fairs and Events Exhibition Manual 4

5 REGISTRATION DESK A Registration Desk will be located in the foyer and will be open on the following days and times: Monday 23 October Tuesday 24 October Wednesday 25 October EXHIBITION TIMETABLE Times are accurate at date of publication, however are subject to change. When booking flights and accommodation, please note these times and dates may change slightly. For updated times and dates, please liaise with the Exhibition Manager. For a detailed copy of the scientific program, please visit DELIVERIES TO VENUE SUNDAY 22 OCTOBER Pre-arranged exhibition deliveries brochures, merchandise, signage etc. MOVE- IN SCHEDULE SUNDAY 22 OCTOBER Adelaide Expo Hire access to build stands Custom Stand Contractor Build (access only for those constructing/building stands not exhibiting company employees dressing stands) Exhibition staff access to dress stands EXHIBITION OPEN HOURS MONDAY 23 OCTOBER Exhibition staff early bird access to set up stands, restock brochures Exhibition operational times Exhibitor morning tea served Exhibitor lunch served Exhibitor afternoon tea served Welcome Reception Exhibition Hall 2030 Exhibition closed for the day EXHIBITION OPEN HOURS TUESDAY 24 OCTOBER Exhibition staff early bird access to set up stands, restock brochures Exhibition operational times Exhibitor morning tea served Exhibitor lunch served Exhibitor afternoon tea served 1600 Exhibition closed for the day Awards for Excellence Gala Dinner (tickets must be purchased for this event) Exhibition Manual 5

6 EXHIBITION OPEN HOURS WEDNESDAY 25 OCTOBER Exhibition staff early bird access to set up stands, restock brochures Exhibition operational times Exhibitor morning tea served Exhibitor lunch served Exhibitor afternoon tea served 1600 Exhibition FINAL CLOSE MOVE-OUT SCHEDULE WEDNESDAY 25 OCTOBER Exhibitors to remove promotional items from stand walls and personal items from furniture. Package and label goods for collection by appointed courier company Courier and freight contractors allowed entry to pick-up goods being removed from stands Stand contractors access to dismantle stands and other equipment NOTE: Please ensure all valuable items are removed from hire furniture and all posters are removed from walls by Please note the exhibition area must be cleared of all exhibition equipment and display materials by 2300 on 25 October Items remaining in the exhibition area after this time may be freighted off-site at the expense of the exhibitor. Exhibition Manual 6

7 SHELL SCHEME STAND DETAILS Exhibitors who have purchased the shell scheme option will receive the following in their package: The following are included in your modular booth package SHELL SCHEME Stand 3m wide x 3m deep, 2.4m high A 220mm deep white panel with 90mm orange vinyl cut lettering. FASCIA SIGNAGE The clear height under the fascia is 2110mm. Fascia will be provided to all open sides and where necessary will be supported on 40mm square aluminium supports WALLS FLOORING 2360mm high white, Octanorm walls in a 40mm x 40mm aluminium frame. Each wall panel is 970mm wide. Visual size for putting posters on the white panels is 950mm Wide x 2340mm High. The venue is already carpeted. Protective baseboard is compulsory and required for all carpet orders POWER & LIGHTING 2 x spotlights & 1 x power point ITEMS WHICH CAN BE USED The walls are octanorm. Velcro strips are recommended to affix items to walls. No nails, staples, screws or glue are to be used. Damage to panels will be charged to the exhibitor. Shelving may also be ordered for an additional cost. Exhibition Manual 7

8 RAW SPACE EXHIBITORS (CUSTOM BUILD DETAILS) Exhibitors installing custom designed stands must the contact details of their appointed stand contractor, together with stand design specifications, (Refer below Custom Stand Build & Design Specifications) to the Exhibition Coordinator, at by 22 September The Exhibition Coordinator will provide written approval or advise of any modifications or changes that need to be made. Unless otherwise stated, exhibitors are responsible for making their own arrangements for services required. It is the responsibility of all exhibitors to ensure their contractors or agents are familiar with the rules & regulations of the Adelaide Convention Centre. BUILD HEIGHT: The build height is 2.4 metres. Should you wish to exceed this please contact Rachael Smith at FLOORING The venue is already carpeted. ELECTRICAL / LIGHTING REQUIREMENTS Custom Designed Stands/Space Only If you have purchased a raw space option and are therefore installing a custom designed stand, lights and power are not provided. To order electricity you must contact Adelaide Expo Hire the official electrical contractor by 22 September If you are installing any form of equipment on your stand, please ensure you order adequate power. This will alleviate any power surges that may occur due to inadequate power supply. If you are unsure of the level of electrics you require, or if you require electrical converters, please contact Adelaide Expo Hire. Exhibition Manual 8

9 STAFF REGISTRATIONS AND NAME BADGES EXHIBITION STAFF NAME BADGES All Exhibition Staff will be issued with name badges. In the interest of security, name badges must be worn at all times and must be clearly visible. Please note access to the Exhibition venue will be denied without the correct identification. COMPLIMENTARY EXHIBITION REGISTRATION PROMO CODE: CIAEXHIB Each company will receive one exhibition staff pass for every 9m 2 booth/space. The Exhibitor Registration includes: Name Badge Entrance to the exhibition Welcome Reception Conference satchel (including all Conference material, program and delegate list*) Lunch, morning and afternoon tea (to be served in the exhibition area) Access to sessions ADDITIONAL EXHIBITOR REGISTRATION - $A470 PROMO CODE: CIAEXHIB Exhibitors may purchase Additional Exhibitor Registrations if they require more passes than their included entitlements. The Additional Exhibitor Registration includes: Name Badge Entrance to the exhibition Welcome Reception Conference satchel (including all Conference material, program and delegate list*) Lunch, morning and afternoon tea (to be served in the exhibition area) * This list will be provided prior to the conference. Such lists will exclude any delegates who have withheld permission to publish their details in accordance with the Australian Privacy Act. To redeem your FOC Exhibition Staff Passes or to purchase Additional Exhibition Staff Passes, please click here Please note, exhibitors have the choice to nominate whether their name badges are printed with personal and company name OR company name only. Any staff required to work on your stand in addition to the nominated exhibitor representative must purchase an Additional Exhibitor Pass. Badges will be available for collection at the Conference from the Registration Desk, located along the foyer in the Adelaide Convention Centre. VENUE ACCESS & DELIVERY DETAILS VENUE ACCESS For your convenience, there is a venue map in the attachments section of this manual. DELIVERY LABEL For your convenience, a delivery label is included in the attachments section of this manual. Please ensure you attach this to every item being delivered to the venue. SPONSORS PLEASE NOTE: If you are entitled to provide material for inclusion in the delegate satchels, please ensure you DO NOT USE the exhibition delivery label. A separate label for satchel inserts will be provided to all sponsors by the Sponsorship Manager in due course. You must ensure items intended as a satchel insert are packed and labelled separately from your exhibition display materials. Exhibition Manual 9

10 STORAGE Please note there is minimal storage in the exhibition. Large packing crates or boxes MUST be removed off site and returned to the exhibition for the move-out period. Exhibitors requiring storage of goods during the Exhibition are advised to make contact with Rachael Smith. CARPET The Exhibition Hall is fully carpeted. The colour is Grey. Exhibitors installing custom designed stands do not need to organise floor covering with their stand contractor, unless planning to lay special flooring on top of the carpet. ACCOMMODATION Whether booking for individuals or groups, enjoy the convenience of organising your accommodation requirements through the Exhibition Managers. Benefit from: - a streamlined booking process - a choice of competitively priced quality hotels - coordination of specialist hotel services (eg: meeting rooms, group check in, gift delivery to rooms) For further information on accommodation, please visit the conference website here. CAR PARKING ACC operates the Riverbank and North Terrace car parks, which are open 24 hours per day, 7 days per week. The River bank car park is accessed via Festival Drive whilst the North Terrace car is accessed off North Terrace and is situated immediately below Halls I, J & K. Both car parks are fitted with video surveillance camera systems and security patrols these areas every afternoon and night, weekdays and 24 hours per day on weekends and public holidays. A ticket must be pulled upon entry into the car park and scanned prior to exiting at one of the numerous pay stations located on each level. Payment can be made with cash or credit/ debit card*. EFTPOS facilities are not available. * A surcharge is applicable to card payments. Early bird parking $15.00 Every Day Entry between 5.30am and 9.30am and exit between 2:30 and 6.30pm. Outside these times casual rates apply up to a maximum of $28.00 per twenty four hour period. Car park Height Restrictions North Terrace car park clearance 2000mm Riverbank car park clearance 1960mm CLEANING Cleaning of general aisle ways is included in the cost of Exhibition space. Please ensure that the area around your display is kept as clean as possible at all times. Any rubbish or small boxes placed outside your display stand (in the general aisle ways) will be taken away by cleaning staff at the close of the Exhibition each day. If you require specific individual stand cleaning this may be carried out by the venue. To prebook this service, contact the venue at exhibitions@avmc.com.au Exhibition Manual 10

11 ELECTRICAL TESTING AND TAGGING REQUIREMENTS All electrical equipment entering the ACC must comply with the Australian Standards. All electrical equipment used in the workplace, including equipment brought in to the building by contractors or third parties must be tagged and tested. The outward sign of compliance with the Act will be the equipment s electrical test tag, compliant with AS3760: The ACC reserves the right to inspect and remove or replace any electrical equipment not complying with the Act. Power cords which are detachable, such as IEC leads, extension leads and power boards are separate items and need to be tested independently from the equipment they are supplied with. To have your items tested and tagged please contact your local electrician, or arrange for an electrical contractor to visit you onsite. FLOOR LOADINGS The Exhibition Hall floor slab can be used to support significant applied loads provided the following limitations are applied: 1. The maximum uniformly distributed load shall not exceed 2000 kg/m2 (including service of covers) 2. No single point load shall exceed 8000 kg 3. Point loads exceeding 5000 kg shall have a minimum separation of 2m 4. All point loads shall have a minimum area of application equal to 0.2m 2 (min.) 5. The total combined effect of any imposed load arrangement shall not exceed 2000 kg/m 2 when averaged over the floor area containing the imposed loads 6. The fixing of components to the slab or beams by mechanical means is prohibited 7. No damage to the structural slab or beams by any means will be permitted NOTE: The Exhibition Hall slab is capable of supporting significantly higher loads than immediately apparent from the above details. To discuss your application, please contact the Building Engineer at the ACC. INSURANCE / PRODUCT AND PUBLIC LIABILITY Exhibitors must arrange adequate insurance cover for their stand, products and personnel. This must include the move-in and move-out times of the Exhibition as well as for the duration of the Exhibition. Public liability insurance must also be included to the value of A$20 million. Each exhibitor must forward a Certificate of Currency of their public liability insurance to the exhibition coordinator prior to 22 September INDEMNITY Every exhibitor is required to complete the Indemnity Form located in the attachments section of this manual, indemnifying the Exhibition Managers as organiser against damage to the venue and public liability. PAYMENT, BOOKING CONDITIONS & CANCELLATIONS In the event of cancellation, a service fee of A$1,000 applies for each 9m2 of space cancelled prior to 29 May No refunds will be made for cancellations after this date. Any space not claimed and occupied before 1700 on Sunday 22 October 2017 will be reassigned without refund. The Exhibition Managers reserve the right to rearrange the floor plan and/or relocate any exhibit without notice. The Exhibition Managers will not discount or refund for any facilities not used or required. RIGGING The ACC has exclusive rights to perform rigging within the venue. If signs/banners need to be hung exhibitors must contact Rachael Smith at rsmith@arinex.com.au Exhibition Manual 11

12 SECURITY Exhibitors must make provisions for the safeguarding of their goods, materials, equipment, and displays at all times. Please be security conscious, do not leave bags, purses, laptops or any easily portable items unattended at any time in your stand. Please remember, the Exhibition Managers will not be held responsible for lost or damaged property. You are urged to maintain full insurance coverage for damage or loss of your property. Exhibition Manual 12

13 ATTACHMENTS SECTION Exhibition Manual 13

14 INDEMNITY FORM Exhibition Managers: Arinex Pty. Limited ABN ( Exhibition Managers ) Company Name: ABN ( Exhibitor ) WHEREAS: The Conference Managers are professional conference organisers and the Exhibitor may participate in multiple Conferences organised by the Conference Managers, the Exhibitor agrees that: 1. Insurance The Exhibitor acknowledges that it is a term and condition of Exhibition Booking that, prior to occupying any allocated space at the Exhibition, the Exhibitor must provide proof of a policy of Public Liability insurance. Such insurance will cover all activities of the Exhibitor at the Exhibition and be for an insured amount of not less than A$10 million in respect of each claim. Insurance must be with a reputable insurer. A Certificate of Currency of such insurance must be provided to the Exhibition Managers prior to commencement of the exhibition in satisfaction of this condition of booking. 2. Indemnity The Exhibitor indemnifies the Exhibition Managers and Adelaide Convention Centre and their officers, agents, employees and other representatives against any liability, loss, damage, cost (including the cost of any settlement and legal costs and expenses on a solicitor and own client basis), compensation or expense arising out of or in any way in connection with: a. a default or any unlawful, wilful or negligent act or omission on the part of the Exhibitor, its officers, employees, agents or other representatives; and b. any claims for damage, loss, harm or injury to person, property or business of other exhibitors or any of their visitors, officers, agents, employees or other representatives, resulting from any negligent act or omission of the Exhibitor, their officers, agents, employees or other representatives; and c. any action, claim, dispute, suit or proceeding brought by any third party in respect of any infringement or alleged infringement of that third party s Intellectual Property including moral rights. Exhibitors shall indemnify, defend and protect the Exhibition Managers and hold the Exhibition Managers, any Conference sponsor and the Adelaide Convention Centre or other exhibit space provider harmless from any and all claims, demands, suits, liability damages, losses, costs, solicitor s fees and expenses which might result from any negligent actions or omissions of the Exhibitor, their officers, agents, employees or other representatives. Signed by (Name): Title: Signature: Date: By signing this form, the Exhibitor agrees to these terms for a period of 12 months from the date of signing. This form will be applicable to all conferences organised by the Conference Managers in which the Exhibitor participates. THIS FORM MUST BE RETURNED TO THE EXHIBITION MANAGERS BEFORE 22 SEPTEMBER Return To: Rachael Smith rsmith@arinex.com.au Exhibition Manual 14

15 EXHIBITOR GOODS TO: ADELAIDE CONVENTION CENTRE NORTH TERRACE LOADING DOCK North Terrace, Adelaide South Australia 5000 Ph: or (A/H) FROM: EVENT NAME: CONCRETE 2017 CONFERENCE EVENT No: GOODS TO BE DELIVERED FROM: 21 OCTOBER 2017 Goods delivered prior to this date will NOT be accepted ******************************************* Client to Complete the Information Below*********************************************** Box Number: of Exhibitor Name: Client Contact on Day of Delivery: Site No: Mobile No: All deliveries must be scheduled with the Adelaide Convention Centre, North Terrace Loading Dock on or prior to their arrival. The Adelaide Convention Centre will not permit any goods to be delivered to the venue earlier than the date specified above.

16 Adelaide Convention Centre October, 2017 MATERIALS HANDLING FORM - COMPULSORY FORM Dear Exhibitors, In the interests of safety and to ensure appropriate materials handling equipment is available onsite, please assist us by providing information relevant to the handling of your equipment. Regardless of which transport company you are using including Agility - it is compulsory to complete this form. NOTE FOR OVERSIZED / UNUSUAL FREIGHT, PLEASE INDICATE or ATTACH ON THE UNITS THE FOLLOWING: WEIGHT / CENTRE OF GRAVITY / ANY SPECIAL MARKINGS (eg. If freight is weight biased towards a side, or must be forklifted in a certain way) The information will assist in ensuring a safe working environment - Thank you for your assistance. Section A COMPANY DETAILS Company Name: Stand Name: Stand #: Contact Name: Mobile: Fax: Section B FORKLIFT SERVICES Day / Date: Time of Delivery: Estimated Duration Required: Estimated weight of heaviest piece (kgs): Extended tynes required: Yes No Jib / Slings required: Yes No Section C STORAGE SERVICES (Empty packaging only Strictly no product) Description / Details: Approximate volume: (L) x (W) x (H) = m3 Please Advise Here If There Are Any Dangerous Goods in Your Consignment: Yes No Details: I have read and accept Agility s Standard Terms & Conditions. X Accepted by (Signature): PLEASE COMPLETE THIS FORM AND RETURN BY FRIDAY 29 th SEPTEMBER, 2017 TO dstubbs@agility.com OR FAX FOR INFORMATION CALL DIANNE STUBBS ON (02)

17 Adelaide Convention Centre October, 2017 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 the Materials Handling Form. AGILITY FAIRS & EVENTS..The easy way to exhibit! Section A BILLING DETAILS *Entity Company: *ABN: *Trading Company: ACN: *Address: *City/State/Postcode: *Tel: Fax: *Contact Name: * *Mobile: *Reception Tel: *Corporate Accounts Agility Code: Section B TRANSPORT REQUIREMENTS Description of Consignment: (if weights/dimensions are unknown at this stage, please estimate in the spaces provided) Pallets Crates Loose Cartons Other No. of Items: Weight (approx.): kgs Volume (m³): (L) x (W) x (H) = m³ Please advise if there are Dangerous Goods / Hazardous Substances / Chemicals: Yes No If Yes, please provide details: 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: Postcode: Contact: Telephone: Mobile: Forklift available at pick-up point? YES NO Is a Tailgate Vehicle Required: YES NO Special Requirements/Instructions: Deliver to: Hall: Delivery Date: *Stand Name: *Stand Number: Do you require us to return freight after the exhibition? YES NO I have read and accept Agility s Standard Terms & Conditions (refer to page 2). X Accepted by (Signature): Fields marked with (*) Asterix are mandatory failure to complete may result in delays PLEASE COMPLETE THIS FORM AND RETURN BY FRIDAY 29 th SEPTEMBER, 2017 TO dstubbs@agility.com or FAX (03) FOR INFORMATION CALL DIANNE STUBBS ON (02) Page 1

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