BRISBANE SPONSOR & EXHIBITOR HANDBOOK PARTNERS

Transcription

1 BRISBANE SPONSOR & EXHIBITOR HANDBOOK PARTNERS

2 DIRECTORY Sponsor and exhibitor manual introduction and key documents 3 Dates and venue 4 Key partner contacts 4 Registration/information desk operating hours 4 Critical date summary 5 Brisbane Convention & Exhibition Centre floor plans 6 Exhibition booth contractor and custom built stands 6 Exhibition schedule 7 Move in and move out 7 High visibility safety clothing 7 Freight forwarding, transport and logistics 8 Loading dock management and access 8 Exhibitor entitlements 9 Advertisements and satchel inserts 9 Registration 9 Exhibitor profile 9 AusPartnering, conference app and internet 9 Refreshments and networking opportunities 10 Exhibition trade afternoon 10 Promotional materials 10 Security 10 Carparking 11 Accommodation 11 Visa and passport requirements 11 Equipment, test and tag 11 Exhibitor liability 11 Insurance 12 Other items requiring approval 12 AusBiotech Page 2 of 12

3 Sponsor & exhibitor manual introduction The information contained in this manual has been compiled for AusBiotech 2018 sponsor and exhibitor partners. Please note that all communication pieces will be sent to the nominated contact as listed on your application form. It is this person s responsibility to circulate this manual to other interested parties e.g. suppliers, contractors, etc. It is each sponsors/exhibitors responsibility to ensure all documentation is read, actions are completed, deadlines are met and to comply with all terms and conditions. This document contains: Key Partner Contacts listing Critical Date Summary General information related to your participation at AusBiotech 2018 The following documents are located on the event website under the tab Exhibiting Opportunities. Please read this Information carefully. AusBiotech 2018 floor plan Moreton Hire exhibitor booth order form Moreton Hire exhibition furniture catalogue Benefits of using Agility Fairs and Events Agility Fairs and Events transport request form Brisbane Convention & Exhibition Centre delivery label Brisbane Convention & Exhibition Centre exhibition handbook These documents includes additional information/services on: Stand cleaning Food and beverage Rigging Equipment hire Technology/communication Delivery and collections of goods Exhibits requiring approval Workplace health and safety If you have any questions regarding the information contained in this document or about AusBiotech 2018 in general, please contact: Jenny Delaforce Event Manager AusBiotech Phone: +61 (0) jdelaforce@ausbiotech.org Web: Page 3 of 12

4 Dates Wednesday 31 October to Friday 2 November 2018 Venue Exhibition Hall 2, Brisbane Convention & Exhibition Centre Cnr Merivale St & Glenelg Streets South Brisbane QLD Key partner contacts Event Manager/Registration Enquiries Jenny Delaforce AusBiotech Ltd Level 4, 627 Chapel Street South Yarra VIC 3141 T: jdelaforce@ausbiotech.org Freight Forwarder Colin Smith - Event Logistics Specialist Agility Fairs & Events Sky Rd, MELBOURNE AIRPORT VIC 3045 Tel: Fax: cosmith@agility.com Audio Visual Equipment Fiona Mercer Key Account Manager Haycom AV Tel: fiona.mercer@haycom.com Venue Cassia Rengers Brisbane Convention & Exhibition Centre Cnr Merivale St & Glenelg Streets South Brisbane QLD 4101 T: cassiar@bcec.com.au Exhibition Build Contractor Bridget Egan Moreton Hire Brisbane Australia T: bridget.egan@moreton.net.au Photographer Zita Sipos Cherry Photography Tel: siposzita@yahoo.com Registration/information desk operating times The Registration Desk is located on the ground floor outside the exhibition hall 2 overlooking Merivale Street. To avoid congestion on the first day of the conference, consider registering the day prior (Tuesday 30 October) between 4:00 8:00pm. On arrival we ask that you proceed to the Registration Desk where you will be issued with your official conference name badge. You must wear your name badge at all times throughout the conference. Entry into the sessions and exhibition hall will not be granted unless you produce this identification. Day Tuesday 30 October Wednesday 31 October Thursday 1 November Friday 2 November Hours 4:00pm 8:00pm 7:00am 7:30pm 7:00am 7:30pm 7:00am 2:30pm Page 4 of 12

5 Critical date summary Dates are latest due dates and provision of information earlier is encouraged. Sponsor & Exhibitor Manual ITEM TO DUE DATE Company logo (high res) Certificate of currency (public liability insurance) Custom-built stand designs Order audio visual equipment Register your conference delegates (This does not include exhibitor passes) Artwork for satchel inserts and advertising Fascia/furniture order form Agility freight booking form Freight movement from loading dock to stand and return Trade day registrations Exhibitor profile (100 words) Pocket program artwork Venue service orders - stand cleaning, internet, phone lines, catering, rigging permissions, etc. Satchel inserts (additional cost) Jenny Delaforce jdelaforce@ausbiotech.org Jenny Delaforce jdelaforce@ausbiotech.org Fiona Mercer Haycom AV T: Fiona.Mercer@haycom.com Immediately 3 August /exhibit 31 August 2018 Jenny Delaforce jdelaforce@ausbiotech.org Bridget Egan - Moreton Hire T: bridget.egan@moreton.net.au Colin Smith Agility T: F cosmith@agility.com /trade Jenny Delaforce jdelaforce@ausbiotech.org Cassia Rengersl - BCEC T: cassiar@bcec.com.au Delivered to the Brisbane Convention & Exhibition Centre on this day only 30 September October October 2018 Exhibitor freight Use label provided on the event website 30 October 2018 Tag and test all electrical devices Irina Snegovaya Jim s Tag and Test T: or irina.snegovaya@jimstestandtag.com.au 31 October 2018 Page 5 of 12

6 Brisbane Convention & Exhibition Centre floor plans Exhibition/sessions Hall 2 Registration - Hall 2 Concourse on the ground floor Exhibition booth contractor Prior to the exhibition, Moreton Hire will be in touch with you to discuss Moreton Hire s current catalogue and their booking forms and information. To facilitate this, your contact details have been passed on to Moreton Hire. Please feel comfortable to contact Moreton Hire in the interim for all of your requirements, including rigging. The deadline for orders and final fascia confirmation (for shell scheme booths) is 30 September If you have chosen to use a different exhibition contractor other than Moreton Hire, you must provide their contact details and stand plans before 3 August However, electrical orders for ALL stands including space only, must be ordered through Moreton Hire. It is your responsibility to ensure your elected contractor complies with the venue rules and regulations. Any additional costs incurred through the use of your elected contractor remains the responsibility of the exhibitor. Custom-built stands If you secured a space only exhibition area and you are having your exhibition stand custom-built, you must obtain prior approval from both the Brisbane Convention & Exhibition Centre and AusBiotech no later than Friday 3 August Please send builders details and stand plan to jdelaforce@ausbiotech.org. Please note that there are height and rigging restrictions and all electrical orders for ALL stands including space only, must be ordered through Moreton Hire. It is your responsibility to ensure your elected contractor complies with the venue rules and regulations. Any additional costs incurred through the use of your elected contractor remains the responsibility of the exhibitor. Page 6 of 12

7 Exhibition schedule (including move-in and move-out dates and times) DATE OPENS CLOSES ACTIVITIES Tuesday 30 October 07:00am 2.00pm 8:00pm 8.00pm Moreton Hire contractors only allowed access to commence build of infrastructure Custom build contractors access to exhibition hall 5:00pm 8:00pm Exhibitors allowed access to exhibition hall for set-up purposes 4:00pm 8:00pm Registration desk open outside exhibition hall in the concourse Wednesday 31 October 7:00am 8:00am Final set-up of exhibition booths 8:00am 8:30am Exhibitors to comply with final clean, OHS check and test and tagging 9:00am 5:00pm Exhibition hall open to delegates 10:30am 5:00pm AusPartnering open 10:30am 12:30pm 3:00pm 11:00am 1:30pm 3:30pm Morning tea Lunch Afternoon tea 5:00pm 6:30pm AusBiotech official opening reception in exhibition hall Thursday 1 November 8:30am 5:00pm Exhibition hall and AusPartnering open 10:30am 12:30pm 3:00pm 11:00am 1:30pm 3:30pm Morning tea Lunch Afternoon tea 7:00pm 11:00pm AusBiotech 2018 official conference dinner at the Mercure Hotel Friday 2 November 8:30am 2:30pm Exhibition hall open 8:30am 1:00pm AusPartnering open 9:00am 1:00pm Trade Day 10:30am 1:30pm 11:00am 2:30pm Morning tea Lunch and closing ceremony in exhibition hall 2:30pm 4:30pm Exhibitors to move out after 2:30pm not before Exhibition hall closes sharply at 4.30pm 4:30pm 11:59pm Moreton Hire & other contractor bump out Move-in and move-out All exhibition booths must be completed and exhibitors moved in by 8.00am on Wednesday 31 October Any booths not completed by this time will not be permitted to exhibit and will forfeit their booth. An exhibitor stand must be manned during every break and packdown must not commence prior to the move out time. Exhibitors can commence moving-out on or after 2.30pm on Friday 2 November 2018, and move-out must be completed by 4.30pm. We request the cooperation of exhibitors in removing all goods, equipment, literature, etc. promptly to prevent any possible damage caused by the dismantling. Any freight not collected during the move out will be considered as abandoned freight. Agility will be instructed to remove prior to the end of tenancy and hold in depot. The exhibitor will be charged a fee of $ to recover costs incurred. Any items left behind after 4.30pm will be disposed of. Prior to leaving the site, the exhibitor must pack up all goods being collected. All goods must have both a return address label and a completed consignment note attached, in readiness for collection. If you are using Agility they will organise this service directly with you from your stand, otherwise you will have to organise the movement of all goods to the loading dock and meet your courier personally between these hours. High visibility safety clothing It is a requirement of the Brisbane Convention & Exhibition Centre for all persons working within the venue during the move in/build (all day Tuesday) and move out (from 2.30pm on Friday) of an exhibition to wear a high visibility safety vest or high visibility clothing compliant with AS4602:1999. 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 hivisibility vests. People wearing open-toed shoes, sandals or thongs and children under 15 are not permitted access to the exhibition halls during move-in/out. Page 7 of 12

8 Freight forwarding, transport and logistics Agility Fairs & Events has been appointed the official logistics provider for AusBiotech Agility specialises in exhibition freight forwarding - both domestic and international. Agility can ensure that your product, display and merchandise are in the right place, at the right time, providing a complete transport, materials handling and storage service. Agility provides a complete service including monitoring of freight from your door step right through to your exhibition booth to make sure your goods are handled in a professional manner and all formalities/deadlines are met. If you are using Agility, your goods will automatically be delivered to your exhibition booth. Please refer to the benefits of using Agility on the event website, which outlines the services provided and will assist you in making an informed decision. Agility Fairs & Events offers the following services: All local, interstate and international transport services including delivery onto each exhibitors' stand at the venue Storage of early consignments, packing materials during the exhibition and storage after the exhibition For international exhibitors, a comprehensive international freight forwarding service tailored to each particular exhibitor s requirements Prior to the show, Agility will make contact to discuss and determine your individual freight and logistics requirements. In the meantime, for any queries please contact: Colin Smith - Event Logistics Specialist Agility Fairs & Events Sky Rd, MELBOURNE AIRPORT VIC 3045 Tel: Fax: cosmith@agility.com As the show bumps in and out on very tight parameters and deliveries will not be accepted at the venue prior to 30 October and the exhibitor freight label on the event website must be used. For these reasons, we highly recommend using Agility as their service is door-to-stand and they work weekends and outside normal business hours to ensure your freight arrives at the right place at the right time. 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. Loading dock management (IMPORTANT: for other transport companies or DYI options) Agility also operates the loading dock at the ACC. If you use another freight forwarder/courier/private car, please note that the loading dock is only open between 2.00pm-6.00pm on Tuesday 30 October 2018 and a representative MUST be onsite at the time of the delivery to accept/sign, otherwise the delivery will be refused. Agility, BCEC and AusBiotech staff will not accept any freight on your behalf and there is no storage space available on the loading dock. Should you need assistance/equipment moving freight from the loading dock to your stand, please book a time with Agility as this is a busy dock. If you wish to do this yourself, please bring the appropriate moving equipment. How to access the loading dock All traffic accessing the service road and loading docks must enter off Glenelg Street, South Brisbane and exit via Melbourne Street. Movement of vehicles on the service road is strictly one way. A 10km per hour speed limit applies for all areas within BCEC. Vehicles may only remain on the loading dock or the service road for a period of 15 minutes unless through prior arrangement with the BCEC Event Planning Manager. Vehicles are not permitted to park on the loading dock at any other time. Abandoned vehicles or those exceeding the unload time period may be towed from site if they are hindering access to the loading area. Vehicles and contents are the responsibility of the owner while on the loading dock. Parking for contractors, production companies and workers is available in the car park via Merivale Street. Page 8 of 12

9 Exhibitor entitlements Please refer to your partnership agreement document with AusBiotech 2018 for your exhibitor booth and registration entitlements. Advertisements (additional cost) Pocket program: (artwork due 30 September 2018) Full colour print ready CMYK high resolution PDF with bleed and trim marks. Full page finished size needs to be 148 x 105mm and half page 74 X 105mm. Bleed and crop/trim marks are 5mm. It will be printed on a silk coated art paper. Australasian BioTechnology Journal: (Artwork due 31 August 2018) File/Artwork Specifications - All ready-made artwork should be supplied in the correct size and with bleed and CMYK files supplied in a high resolution (300dpi) PDF format (please make sure all fonts are embedded and/or outlined). ADVERT PAGE SIZE BLEED SIZE LIVE AREA Full Page 210mm wide x 297mm deep 220mm wide x 307mm deep 177mm wide x 260mm deep Satchel insert (additional cost) All satchel inserts must be approved by AusBiotech. Please your satchel insert to Jenny Delaforce at jdelaforce@ausbiotech.org before 31 August Once your satchel insert is approved, a special delivery label will be ed to you and you will be required to provide 1000 inserts to the Brisbane Convention & Exhibition Centre on Monday 29 October 2018 for inclusion in the conference satchels. Registration Full conference registrations as per your purchased package are to be completed by Friday 31 August 2018 via this online link: Please note that dinner in not included in your conference registration and can be booked and paid for via the above booking process. Exhibitor passes will be available from 4pm on Tuesday 30 October, from the registration desk. Please note that these are in the company name (not individual names) and can be used by any of your staff, with access only to the exhibition hall. Do NOT register these passes via the above online link. Exhibitor profile As an AusBiotech 2018 exhibitor you are required to provide a company profile (100 words) and a logo (jpg format) for the conference app using the provided portal. AusPartnering One on one meeting matching will open early in October, at which time directions will be provided. You are able to arrange all your meetings prior to the event which will be allocated to a private meeting room. Times are listed below: Day Wednesday 31 October Thursday 1 November Friday 2 November Hours 10:30am 5:00pm 8:30am 5:00pm 8:30am 1:00pm Conference app The conference app will be available early in October. The app will contain the program and information on sessions, speakers, delegates, exhibitors and sponsors. Directions on how to download the app will be provided closer to the event in October. Internet Free public internet is available at the venue. Please note that during peak times the speed can be compromised. Should you require stable internet at your stand, we suggest you organise this directly with the venue. Page 9 of 12

10 Refreshments Morning/afternoon tea and lunch for both exhibitors and delegates will be served in the exhibition hall. Exhibitor refreshments will be available 20 minutes prior to delegate break times. Please ensure your stand is clear of any debris and manned during all refreshment breaks. Networking opportunities Exhibitors are invited to attend the following social functions: EVENT COST DATE TIME VENUE Official Opening Reception Complimentary Wed 31 October pm Exhibition Hall 2 Official Conference Dinner $150 per person Thurs 1 November pm Chelsea Grand Ballroom, Mercure Brisbane Hotel Closing Celebration Complimentary Fri 2 November pm Exhibition Hall 2 Please note that dinner tickets are not included in any registration type. Conference dinner Dinner tickets are only available through pre-purchase via the on-line registering system. There is a limited number of seats available at $150 per person which includes a 3 course meal, beverages and entertainment. The dinner venue is the Chelsea Grand Ballroom located at the Mercure Brisbane, 85/87 N Quay, Brisbane, a 15 minute walk from the Brisbane Convention & Exhibition Centre. Name badge is required for entry. Exhibition trade afternoon The trade afternoon, to be held from 9.00am-1.00pm on Friday 2 November 2018, is offered in addition to general access to the exhibition hall for exhibitors and delegates. This time has been allocated specifically for exhibitors to invite guests and for graduate and undergraduate students to attend and engage with industry. Exhibitors are able to invite guests, such as clients or senior managers to visit their stand and experience the BioIndustry Exhibition. Exhibitors trade afternoon guests will need to complete the online registration prior to 30 September They will then need to sign in at the registration desk to be provided with a special trade delegate pass. Promotional materials Please ensure that you have allowed for sufficient promotional materials and handouts to be available for the full three days of the conference. AusBiotech anticipates approximately 1000 delegates to be in attendance over the conference period. Also note that all promotional material must remain within the boundaries of your booth/stand. Security Please ensure your name badge is worn at all times during the conference. Security will be restricting access unless your official badge is worn. Please note that exhibitor passes are not permitted into plenary or session rooms. Page 10 of 12

11 Car parking If you are driving to the Centre, there are three undercover car parking options with entry off both Grey and Merivale Streets. They are located directly under the Centre and are open 24 hours a day, 7 days a week. Clearance varies dependant on the parking entry and automated payment stations accept cash and credit cards. All car parks have onsite security. Rates and further details. Accommodation Visit the conference website for information regarding accommodation. This can be booked within the registration process. Visa and passport requirements Australia has varying visa and passport requirements for overseas visitors. Please check with your local travel agent or passport office to confirm your visa requirements at least eight weeks prior to your departure to Australia. Visitors from all countries require passports which are valid for at least six months after arrival. Please note that AusBiotech 2018 national conference will not be able to contact or intervene with any Embassy or Consulate office on behalf of a delegate. Equipment Audio visual specialists, Haycom are the official supplier of products and services surrounding lighting, sound and vision at AusBiotech Please contact Haycom AV prior to 3 August to secure your requirements and for any technical advice. Test and tag Please note that it is a legal requirement that all electrical leads (extension cords and/or laptop leads) connected in any way to a power outlet within the venue must be tested and tagged with a valid label from an authorised electrician for use on site at the venue. This applies to all contractors working on-site and exhibitors who bring in electrical leads and appliances of any sort for their stands during exhibitions. A OH&S Officer from the venue will make regular random checks on appliances and exhibitors may be asked to show tags on demand. Should you need to have any electrical equipment tested and tagged, Jim s Tag and Test will be onsite from 8am- 8.30am on Wednesday 31 October to provide this service at a very reasonable cost of $5.50 per item (immediate payment required). Bookings are essential. To book please call Irina Snegovaya on or irina.snegovaya@jimstestandtag.com.au Once the technician leaves the building a $250 plus call-out fee applies if you are asked to have items tagged. Exhibitor liability: The exhibitor indemnifies the organiser from and against all actions, claims, demands, fines, costs and expenses including but not limited to legal costs and expenses (as between solicitor and client) incurred by the organiser or for which the organiser may become liable in respect of any damage to property or loss or injury to any person which may be suffered or sustained in or upon and in relation to any part of the exhibition space, or in respect of any inquiry into the same The exhibitor will at its own expense effect and keep current at all times during in the move-in and move-out period of the exhibition a Public Risk and Property Damage Insurance Policy in respect of its space in an amount of not less than twenty million Australian Dollars (AUD$20,000,000) If the exhibiting company has any co-exhibitors on their stand they will also require insurance cover Page 11 of 12

12 Insurance Insurance cover is the responsibility of the exhibitor. Please ensure that you are adequately covered. A copy of your Certificate of Currency (Public Liability Insurance) must be ed to Jenny Delaforce at AusBiotech jdelaforce@ausbiotech.org Other items requiring approval Items requiring prior approval from the Brisbane Exhibition & Convention Centre include: any on-booth catering all prize draws any items to be rigged from the ceiling animals/harmful chemicals all vehicles trucks/cars, etc or anything loud/intusive food and beverage sampling all items greater than 2.4 metres in height, two-storey stands helium balloons any raised or feature flooring on stands machinery/refrigerators additional lighting, use of naked flames, LP Gas cylinders anything outside your booth space AusBiotech 2019 Melbourne Expressions of interest for AusBiotech 2019 can be made at the AusBiotech help desk located in the exhibition hall. AusBiotech wishes you success with your exhibition at the AusBiotech National Conference 2018 and looks forward to continuing the advancement of biotechnology with your participation. Page 12 of 12