EXHIBITOR GUIDE. Pullman Melbourne Albert Park August 2014

Transcription

1 itsmf Australia s 17 th National LEADit Conference and Exhibition EXHIBITOR GUIDE Pullman Melbourne Albert Park August breakout sessions 10 keynotes 7 workshops 1 executive forum 40+ exhibitors 5 Industry Awards big data 50+ speakers 5 HOT Topic Panel Discussions incident management 5 streams change management governance & risk networking cloud computing entertainment IT performance case studies social media service support architecture & innovation metrics problem management service catalogue and more

2 Contents 1) INTRODUCTION ) CONFERENCE LOCATION... 4 PULLMAN ALBERT PARK - FLOOR PLAN ) EXHIBITION INFORMATION ) LEADit 2014 EXHIBITION FLOOR PLAN ) EXHIBITION SCHEDULE... 8 ACCOMMODATION ) EXHIBITION STAND INCLUSIONS DIAMOND STAND PLATINUM STAND GOLD STAND SILVER STAND BRONZE STAND COPPER STAND ) MAJOR SERVICE PROVIDERS MORETON HIRE EXPO BUILDERS AGILITY FAIRS & EVENTS FRIEGHT FORWARDING SATCHEL INSERTS DELIVERY ) SPONSOR REGISTRATION INFORMATION ) SPONSOR CHECKLIST & DUE DATES ) INFORMATION DIRECTORY ) AGILITY DELIVERY REQUEST FORM /45-51 Ringwood St Ringwood VIC 3134

3 1) INTRODUCTION Dear Exhibitor, We are delighted to welcome you to itsmf Australia 17th National Conference and Exhibition and thank you for your support. The itsmf LEADit 2014 National Conference & Exhibition will be held at the Pullman Albert Park, in Melbourne from Wednesday 13 th to Friday 15 th August 2014, with bump in on Tuesday, 12 th August. To help with your preparations, this Exhibitor provides detailed information relating directly to the benefits and procedures for your participation in the conference. Our exhibition company, Moreton Hire, will liaise directly with your company representative to provide information regarding booth fascia, electricity, furniture hire and exhibition stand requirements. Agility Fairs Freight Services offer a 25% discount on transport for your company which we encourage you to use to consolidate freight for bump in. Please contact them directly for shipment information. The Conference keynote and plenary sessions will be held in Grand Ballroom 5&6 and the exhibition will be held in Grand Ballroom 1-4 plus the lobby. The Registration Desk will be located downstairs in the entrance foyer with a secondary entrance just outside the exhibition area on the way to the breakout spaces. All breakout sessions will be held on the same level as the exhibition in the State, Lake and Park rooms. Social activities including a Night at the Races, Social Dinner at Lago, Albert Park Golf Course on Wednesday 13 th August and the itsmf Awards Night & Gala Dinner & Awards Night at The Park on Thursday 14 th August. Both venues are directly across the road from the Pullman Hotel. Access to stands for Exhibitor Sponsors to set up will be available on Tuesday 12 August from pm followed by early registration from pm. Exhibitors will also have access on Wednesday 13 August from 7.00am to be prepared for the Exhibition opening at 7.30am. We look forward to your participation and to meeting you there. Should you have any queries regarding these final preparations please contact one of the itsmf National Conference team members below: Sponsorship & Advertising: Donna Parker, donna.parker@itsmf.org.au or Registration & Payments: Sheryl Kingsley, sheryl.kingsley@itsmf.org.au or itsmf Exhibition Manager: Deborah Langley, deb@eventism.com.au or Moreton Hire: Renai Rizzo, renai.rizzo@moreton.net.au or Agility Logistics: Fiona Ganatzos, fganatzos@agilitylogistics.com or Bulletin Advertising: Bianca Reardon, bianca.reardon@itsmf.org.au or LEADit 2014 App & Administration: Michelle Stewart, michelle.stewart@itsmf.org.au or Kind regards, Conference Committee 3 4/45-51 Ringwood St Ringwood VIC 3134

4 2) CONFERENCE LOCATION The Pullman Melbourne Albert Park is centrally located a short distance to the CBD at 65 Queens Road overlooking the picturesque Albert Park Lake, the renowned Formula 1 Australian Grand Prix track and situated adjacent to parks, sporting facilities and a golf course. Having long held the reputation as Melbourne's premier business and events hotel, the former Sebel has received the 5-Star Pullman treatment of its business facilities, meeting spaces and accommodation making it a luxurious yet functional experience for travelling executives. Pullman Melbourne Albert Park 65 Queens Rd Melbourne 3004 T Your contact at venue Daryl Chang - Conference & Events Manager T +61 (0) F +61 (0) E daryl.chang@accor.com Conference Locations The Exhibition will be held in Grand Ballroom 1-4 plus Grand Ballroom 7 and the Lobby which is on the second floor of the conference centre within the Pullman Albert Park. The Registration Desk will be located downstairs underneath Grand 7 & Lobby in the entrance foyer. Breakout Sessions will be held in the Lake, Park and State Rooms. These can be accessed by the walkway leading from the exhibition area, past the hotel atrium and secretariat rooms to the function spaces. The Volunteer, Speaker and Media/Quiet Rooms are located within this walkway in secretariats M:10. M:9 and M:7 respectively and will be well sign-posted for your convenience. Parking Information Conveniently located beneath the hotel and accessible via Lorne Street, the car park has 400 parking bays for your convenience. At the time of writing, the rate is $16.00* per vehicle per day / per exit. However, please note that the car parking rates are subject to change without notification. There is another car park in close proximity to the hotel to ensure ample space is available. *Rates are subject to change without notice 4 4/45-51 Ringwood St Ringwood VIC 3134

5 PULLMAN ALBERT PARK - FLOOR PLAN LOCATION KEY Exhibition Grand 1-4 plus 7 & Lobby Plenary Grand 5&6 Breakouts Lake, Park & State Rooms Registration Desk - Downstairs via lifts & stairs in Grand 7 Volunteers Room M:10 Speaker Prep Room M:9 Organiser Office M:8 Speaker / Media Quiet Space M:7 5 4/45-51 Ringwood St Ringwood VIC 3134

6 3) EXHIBITION INFORMATION All Deliveries to the Centre will arrive at 10.00am on Tuesday, 12 th August 2014 Exhibitors are requested to send all bookings for their stand/exhibition to the Conference Freight Forwarding Company, Agility Australia, by Friday, 25 July Please use the booking form at the end of this and ensure all boxes/parcels are clearly labelled with your Company Name and Stand number. If exhibitors are NOT using our preferred Freight Forwarding Company, the Pullman Albert Park will only hold deliveries up to two working days prior and post exhibition. ANY PARCELS DELIVERED BEFORE FRIDAY, 8 AUGUST WILL BE DISPOSED OF. Please make sure you contact the events team to receive a Pullman delivery label and make arrangements to have your goods moved into the Exhibition Hall on Tuesday 12 August Exhibitor Bump-In HELP Exhibitors will have access to bump into their stands on Tuesday 12 August 2014 between pm. Moreton Hire will have a staffed temporary office set up just inside the Exhibition Hall at this time to answer your questions and provide assistance. Exhibitor Unloading The loading dock may be accessed via the receiving bay behind the hotel in Queens Lane. Goods will not be accepted at any other point. The venue will not accept goods delivered before Friday 8 August. All goods must be removed from the venue within 2 working days, before Monday 16 August. The Pullman Melbourne Albert Park will not store any goods after this time. It is the responsibility of the exhibitor to ensure upon parcel drop off, a clear signature is obtained from a loading dock representative. If there are large items or customs stands which are being delivered, they will need to be organised specifically so we can co-ordinate hoist access times around Moreton s requirements. Loading Dock Hours: Monday to Friday 7:00am 3:00pm Deliveries outside of these hours will need to be arranged prior to delivery. Vehicles are required to unload and move their car to the car park. Under no circumstances are vehicles to be left unattended in the loading area. Exhibitor Bump-In to 5.00pm Tuesday, 12 th August 2014 The Exhibitor move-in will take place from 2:00pm till 5pm on Tuesday. Moreton Hire will have completed the shell scheme (including furniture) ready to occupy. At 4.00pm all delegates are invited to register early at the registration desk to avoid queues in the morning. All stands must be completely dressed and excess rubbish removed by 5.00pm Tuesday, 12 th August Exhibitor Bump-Out 2.00 to 5.00pm Friday, 15 th August 2014 Removal of products and exhibits will commence at 2.00pm for all exhibitors. No exhibitor will be permitted to remove products prior to this time. Please limit noise in the exhibition hall until after the conference is closed at 3.30pm. If your bump out is deemed too distracting, you will be asked to wait until 3.30pm to complete your bump out. Agility will return all materials to their depot and forward it to your company within one week of the end of the Conference. Any alternative arrangements must be negotiated with the Event Organiser prior to the commencement of the Conference. Please contact deb@eventism.com.au if not using Agility for your deliveries as soon as possible. 6 4/45-51 Ringwood St Ringwood VIC 3134

7 4) LEADit 2014 EXHIBITION FLOOR PLAN Exhibition plan subject to change 7 4/45-51 Ringwood St Ringwood VIC 3134

8 5) EXHIBITION SCHEDULE The following key dates and times are planned for the Exhibition within the overall Conference Program. For up-to-date full programming details: DATE ACTIVITY TIME WORKSHOPS (8.30am 4.30pm) Tue 12 August 2014 Exhibition access to set up stands :00pm Tue 12 August 2014 Pre-Registration Open - Foyer pm Tue 12 August 2014 Pre-Conference Welcome Drinks Pullman Atrium 6.00pm 8.00pm DAY 1 Wed 13 August 2014 Exhibition access to set up stands 7.00am Wed 13 August 2014 REGISTRATION OPEN - Foyer 7.00am Wed 13 August 2014 EXHIBITION OPENS 7.30am Wed 13 August 2014 Opening Ceremony 8.30am Wed 13 August 2014 Morning Tea & Exhibition am Wed 13 August 2014 Lunch & Exhibition pm Wed 13 August 2014 Customer Day pm Wed 13 August 2014 Afternoon Tea & Exhibition pm Wed 13 August 2014 EXHIBITION CLOSE 6.00pm Wed 13 August 2014 Dinner & Games Night Albert Park Golf Club pm DAY 2 Thu 14 August 2014 EXHIBITION & Registration OPEN 8.00am Thu 14 August 2014 Morning Tea & Exhibition am Thu 14 August 2014 VENDOR SESSIONS Session am 12.00pm Thu 14 August 2014 Lunch & Exhibition (& Ignite Presentations) pm Thu 14 August 2014 VENDOR SESSIONS Session pm Thu 14 August 2014 Afternoon Tea & Exhibition pm Thu 14 August 2014 EXHIBITION CLOSE 6.00pm Thu 14 August 2014 Gala Dinner & Industry Awards The Park pm 8 4/45-51 Ringwood St Ringwood VIC 3134

9 DAY 3 Fri 15 August 2014 EXHIBITION OPEN 8.00am Fri 15 August 2014 Morning Tea & Antipodean Podcast (Foyer) am Fri 15 August 2014 Exhibition Prize Winner details to itsmf Stand 12.00pm Fri 15 August 2014 Lunch, Exhibition & Sponsor Prize Draw pm Fri 15 August 2014 Exhibition Close and Bump out 2.00pm Fri 15 August 2014 Exhibitor Debrief (voluntary feedback opportunity) 2.30pm Fri 15 August 2014 Conference Close 3.30pm ACCOMMODATION itsmf is holding rooms at both The Pullman Albert Park and The Mecure Albert Park, for LEADit 2014 and has negotiated excellent discounted hotel rates for your convenience. Both hotels are within the conference venue with each guest room featuring new furnishings, an ipod and ipad docking station and a multimedia connectivity panel. Please note a limited number of rooms have been put on hold so book now to secure your accommodation. Rooms and rates are subject to availability and once the standard room type is sold, charges apply for upgraded room types. The Pullman Albert Park The Pullman Classic Room is a newly refurbished, vibrant and contemporary room featuring the innovative Pullman featherbed, 40 inch LCD TV, multimedia connectivity panel, i-docking station, stylish walk in rain shower, Roger & Gallett bathroom amenities, next generation comfort solutions. The bedding configuration for the Classic room is 1 King bed or 2 Queen Beds or 2 King Single Beds. LEADit Room Rate is $220 per night, accommodation only. The Mercure Melbourne Albert Park The Mercure Superior rooms provide a sense of comfort featuring either a king size bed or two single beds and a lounge that also serves as a fold-out bed for a third guest. The 24 sqm rooms offers a dedicated work space with wireless and broadband internet; en-suite bathroom; 32 inch LCD Flat screen TV; in room lap top size safes; iron & ironing board and hairdryer. LEADit Room Rate is $175 per night, accommodation only. Book directly with the hotel by calling (from within Australia) or (from overseas): Ensure you quote itsmf LEADit National Conference 2014 to secure the discounted rate. A booking form can be downloaded here or to the right of your screen and faxed back for easy booking. No web booking is available for discounted rates. 9 4/45-51 Ringwood St Ringwood VIC 3134

10 6) EXHIBITION STAND INCLUSIONS All booths are based on a standard Octanorm System frame and are designed based on floor space allowance. You are welcome to upgrade any aspect of your stand within your floor space allocation by talking directly to our Moreton Account Manager Renai Rizzo, renai.rizzo@moreton.net.au or Stand packages include: DIAMOND STAND 6.0m x 6.0m 2 x full colour fascia digital print 2944mm W x 424mm H 2 x full colour digital print 1954mm W x 944mmH 2 x full colour curved fascia digital print mm W x 464mmH 6 x 150 watt spotlight on arm (per 36sqm) 4 x 4amp power point 2 x curved double door counter 2 x Lockable Cupboard Counters 4 x White Stools 2 x Zig Zag Brochure Stands Venue carpet PLATINUM STAND 6.0m x 5.0m 2 x full colour fascia digital print 2174mmW x 474mmH 2 x full colour digital print 1954mm W x 944mmH 6 x 150 watt spotlight on arm (per 30sqm) 2 x 4amp power point 1 x curved double door counter 2 x Lockable Cupboard Counters 4 x White Stools 2 x Zig Zag Brochure Stands Venue carpet GOLD STAND 6.0m x 2.0m 1 x full colour fascia digital print 1954mmW x254mmh 1 x full colour digital print 1954mm W x 944mmH 3 x 150 watt spotlight on arm (per 12sqm) 2 x 4amp power point 2 x Lockable Cupboard Counters 4 x White Stools 2 x Zig Zag Brochure Stands Venue carpet 10 4/45-51 Ringwood St Ringwood VIC 3134

11 SILVER STAND 3.0m x 3.0m 1 x full colour fascia digital print 2174mmW x 464mmH 2 x 150 watt spotlight on arm (per 9sqm) 2 x 4amp power point 1 x double door lockable cupboard 1 x Zig Zag brochure stand 2 x white stools Venue carpet BRONZE STAND 3.0m x 2.0m 1 x full colour fascia digital print 2944mm W x 254mm H 2 x 150 watt spotlight on arm (per 6sqm) 1 x 4amp power point 1 x double door lockable cupboard 2 x white stools Venue carpet COPPER STAND 2.0m x 2.0m 1 x white sign with black lettering per booth Company logo may be purchased and produced at an additional cost 2 x 150 watt spotlight on arm (per 4sqm) 1 x 4amp power point 2 white stools Venue carpet 11 4/45-51 Ringwood St Ringwood VIC 3134

12 7) MAJOR SERVICE PROVIDERS MORETON HIRE EXPO BUILDERS The exhibition itsmf account coordinator (below) from Moreton Hire will contact you directly to organise your stand requirements due to Moreton Hire by Tuesday 15 July for a bump in on Tuesday 12 August between 2.00pm 5.00pm. Moreton Hire will have an information booth on site during the bump in to answer exhibitor questions. itsmf Morton Account Manager Renai Rizzo p: e: renai.rizzo@moreton.net.au AGILITY FAIRS & EVENTS FRIEGHT FORWARDING Our preferred freight forwarding company Agility Fairs & Events has offered our sponsors a 25% discount on total freight costs to use their services. Exhibitors are requested to send a booking form (found at the end of this document) to Agility Fairs & Events by Friday 25 July 2014 to be advised of pick up or drop off arrangements. Please note that failure to meet this deadline may result in your materials not being delivered by the beginning of the conference. All material will be delivered to the Exhibition site at 10am on Tuesday 12 August Post conference, Sponsors/Exhibitors must pack all materials ready for collection at their stands. Please ensure materials are labelled clearly with a delivery address and a contact name/telephone number of the person responsible. Sponsors/Exhibitors use Agility Fairs & Events at your own expense, the organisers and the venue will not accept responsibility for the cost, safety or wellbeing of items delivered directly to the site. Agility Fairs & Events Melbourne Depot Gate 2, Door Sky Road Melbourne Airport VIC 3045 Agility Fairs & Events - Sydney Depot Gould Street South Strathfield NSW 2136 SATCHEL INSERTS DELIVERY All satchels will be stuffed pre-conference to support people with disabilities. Inserts must be sent to the team at Mambourin by Friday 25 July Please notify us by 1 July 2014 what you are going to send. Mambourin Enterprises Inc. Attn: Lorraine Bartolo - itsmf LEADit CONFERENCE 5 Desire Place Hoppers Crossing VIC 3029 PLEASE PROVIDE 500 COPIES No Items will be accepted to be inserted into the conference satchel after the 25th July. All promotional materials must stay within your stand area please do not litter. No promotional materials may be placed or given out at Registration. 12 4/45-51 Ringwood St Ringwood VIC 3134

13 8) SPONSOR REGISTRATION INFORMATION Once you have signed on as a sponsor, you will be sent a link to our registration system to be able to register your delegates for the conference based on your included tickets. Any additional tickets will need to be purchased directly from our online registration system at Should you require any assistance with your registration or to purchase additional tickets, you can contact our registration manager, Sheryl Kingsley on or via sheryl.kingsley@itsmf.org.au Below is an explanation of all primary and exhibitor passes/staff, Customer Day passes, additional tickets and social event tickets included in your sponsorship package. Please note: EACH attendee MUST be registered to insure they are granted entry into the exhibition / conference and have the appropriate name badge and other printed material produced correctly, including the app. Registration should be completed as soon as possible, and NO later than Monday 28 July Sponsors are entitled to the following number of staff passes as per the sponsor prospectus: Sponsorship Level Full 3 - Day Pass Inclusions Exhibition Pass Inclusions Client 3-Day Rego Pass Customer Pass Inclusions Post Conference Tour Ticket C-Suite Executive Forum Ticket Inclusions Inclusions Inclusions Diamond 4 Staff 5 Staff Platinum 3 Staff 4 Staff Gold 2 Staff 3 Staff Silver 1 Staff 2 Staff Bronze 0 2 Staff Copper 0 2 Staff One pass per staff member, tickets are non-transferable, additional tickets can be purchased, additional charges apply Full 3 Day Conference Pass: This entitles the holder to attend the Exhibition, Breakout Sessions, Keynote Addresses, and all Social Functions (except pre-conference and post conference events, and the C-Suite Executive Forum, which is by invitation only). Exhibition Pass: This entitles the holder entry to the Exhibition only (no sessions or social events) Client 3 Day Conference Pass: This entitles the holder to attend the Exhibition, Breakout Sessions, Keynote Addresses, and all Social Functions (except pre-conference and post conference events, and the C-Suite Executive Forum, which is by invitation only). Exhibitor Customer Day Pass: This entitles the holder entry to the Exhibition only on Wed 12 Aug pm. Post Conference Tour Ticket: This entitles the holder entry to the Post Conference Tour on Sat 16 Aug 9am 4pm C-Suite Executive Forum Ticket: This entitles the holder entry to the C-Suite Executive Forum on Fri 15 Aug 9am 1pm, Once again we are incorporating a Customer Day into the program giving sponsors the opportunity to invite clients, who may not otherwise attend the conference, to join them for afternoon tea and a booth visit to learn more about new products and services. Customer Invitation: Each Exhibitor is entitled to the number of passes listed above by sponsor category. We ask that you send a general invitation letter referencing the event to include the conference logo, your logo and company name which the Customer must present to the Registration Desk to register and receive a name tag to enter the Exhibition. Please ensure your guests understand the closing time of 5.30pm, and forward a copy of your invitation to michelle.stewart@itsmf.org.au by 28 th July Additional guests attending above the allocated number will be charged to the sponsoring company at a cost of $30 per guest post conference. 13 4/45-51 Ringwood St Ringwood VIC 3134

14 9) SPONSOR CHECKLIST & DUE DATES ACTIVITY DUE BY SENT 1 Internet Advertising: a) Company logo, link to corporate website & contact details; b) company profile of approx. 100 words; c) sponsor information/advertising for dedicated sponsor news page forwarded. Sent to michelle.stewart@itsmf.org.au Within 2 weeks of receiving sponsorship confirmation letter 2 Conference App Michelle.Stewart@itsmf.org.au to nominate a key company contact for the App. Within two weeks from the App publication date (TBC) you will receive an invitation to join the App. Please ensure that all of your staff join the App using their individual address, and populate their information. Advertising in Conference : Advertisement for Conference 3 forwarded (as per entitlements & guidelines as specified in Sponsorship Prospectus & Ad ). Sent to michelle.stewart@itsmf.org.au 4 Bulleting Advertising: Advertisements as per your agreed sponsorship level. Please contact Bianca Reardon, bianca.reardon@itsmf.org.au for information. Upon receipt of App invitation to join. 20 June June Satchel Inserts Notification: If you are entitled to place an item in the delegate satchel, you must let us know if you are sending an item, and what it is. Please advise michelle.stewart@itsmf.org.au by due date. 1 July Exhibition Stand Requirements: Moreton Hire contacted regarding stand requirements. renai.rizzo@moreton.net.au 15 July 2014 Venue Services: Additional services booked through Pullman Melbourne Albert 7 Park (e.g. internet/broadband cable, food, drinks, etc). 15 July Satchel Inserts: If you are entitled to place an item in the delegate satchel, the agreed satchel item must be forwarded to be inserted into satchels should be sent to: Mambourin Enterprises, 5 Desire Place, Hoppers Crossing July Details of Prize Draws: Item description and value to michelle.stewart@itsmf.org.au to be used when prize announced on last day 25 July 2014 Booking of Materials Delivery: Agility Services Booking Form completed and 10 returned to Agility (see form on pg22). 25 July Certificate of Public Liability Please ensure that your public liability certificate is up to date, and a copy provided to michelle.stewart@itsmf.org.au by due date. 25 July Exhibitor Freight Delivery - Equipment/Materials: Delivery booking form sent to freight forwarding company, Agility. fganatzos@agilitylogistics.com Sponsor Exhibitor Staff: Registration of exhibitor stand staff/employees as part of sponsor benefit to be completed online NO later than via link provided by Sheryl.kingsley@itsmf.org.au or via website 25 July July /45-51 Ringwood St Ringwood VIC 3134

15 14 Sponsor Primary Staff: Registration of primary staff/employees as part of sponsorship benefit to be completed online NO later than via link provided by or via website Customer Day Invitation Letter: Sponsor branded invitation letter 15 example sent to (needed to gain entry) for Exhibition entry for your Customers from pm on Wed 13 th Aug 28 July July Delivery of Equipment/Materials to Stand: Equipment and materials delivered to stand by Agility. Exhibitor Bump-in: All Exhibitors are to bump in their stands on Tuesday 12 August between 2pm and 5pm. (and Wed 13 August, am) Prize Winners: Names of prize winners to be drawn onsite forwarded to the itsmf Stand for a winner announcement during lunch. Exhibitor Bump-out: Bump-out may begin at 2.00pm on Friday 15 August for all exhibitors. NOTE: Only packing permitted, dismantle not allowed until after 3.30pmwhen noise restrictions are lifted. Return of Equipment / Material to company: Equipment and materials delivered to company, labelled and placed in designated area in exhibition am 12 August pm 12 August pm 15 August pm 12 August 2014 By 5.00pm 15 August 2014 Please note that failure to provide information within the above timeframes may result in exclusion from Conference marketing material.. 10) INFORMATION DIRECTORY Access The Pullman Melbourne Albert Park is easily accessible by car and tram. Please check the tram website for more public transport information Accounts All accounts for Venue Services must be paid in accordance with venues requirements and paid within full seven (7) days prior to the commencement of the Event. Unpaid Sponsors will not be permitted to participate in the Conference without prior arrangement. Accommodation & Travel Sponsors are responsible for their own accommodation and travel arrangements. itsmf has arranged a discounted rate at Pullman Albert Park and Mercure Melbourne Albert Park, for more information click here. Within the Melbourne area there are countless numbers of luxury and budget accommodation options available for you. Audio Visual Audio Visual equipment is available from Moreton Hire. For further details of equipment available see the electrical, power and lighting for at or contact Moreton Hire. No PA systems or microphones will be allowed at Conference stands. Cancellation Policy In the event of a cancellation by an Exhibitor, charges will Apply (unless the space can be re-let). Please refer to the itsmfa Terms & Conditions on your contract. 15 4/45-51 Ringwood St Ringwood VIC 3134

16 Catering Provision of Food & Beverage Under NO circumstances are exhibitors or delegates permitted to provide food and beverage in their stand unless it is provided by the Hotel. Failure to follow this will result in confiscation of the product until the conclusion of the exhibition. All catering requirements for booths can be arranged with the Hotel Event Coordinator prior to the exhibition. Certificate of Public Liability The Exhibitor must hold a current public liability insurance policy for a minimum of $5,000,000 and must provide the organiser a valid certificate of currency prior to the event to verify the policy and its value. Conference App This year, LEADit 2014 will once again feature a Conference App, enabling all conference attendees to choose sessions, organise meetings, locate registered delegates and keep up to date with all the latest conference activity and information. This year, our APP will be available in the Apple and Google Play stores, and the app will be named LEAD When the app is ready in stores, we will upload information from our registration system to send invitations to all our conference attendees. We will also insert your company biography and logo, and ask that you sign up to the APP to start populating it with additional information. Please note that the App will replace the Tradevent barcode scanners that have been part of our conference for the past two years. Detailed information on the lead generation process has been provided in the section on Scanners (Lead generation and capture). Conference Advertising Ads for the Conference are due by 20 June All ads are allocated according to sponsor category and must comply with the Ad Specifications. Please let us know if you will be taking up your ad space in the guide and send all materials by the due date to michelle.stewart@itsmf.org.au Deliveries to the Centre arrive at 10.00am on Tuesday, 12 August 2014 by Agility Exhibitors are requested to use Conference Freight Forwarding Company, Agility Australia, for all deliveries. Please use the booking form at the end of this, send back to Agility by Friday 25 July 2014 and ensure all boxes/parcels are clearly labelled with your Company Name and Stand number. All material will be delivered to the Exhibition site on Tuesday 12 August 2014 at 10.00am. If exhibitors are NOT using our preferred Freight Forwarding Company, the Pullman Albert Park will only hold deliveries up to two working days prior and post exhibition. ANY PARCELS DELIVERD BEFORE FRIDAY, 8 AUGUST WILL BE DISPOSED OF. Please make sure you contact the events team to receive a Pullman delivery label and make arrangements to have your goods moved into the Exhibition Hall on Tuesday, 12 August. Dress Code Throughout the conference, Business Attire is expected. At other social events, dress code is as follows: Wednesday, 13 th August, pm Night at the Races, Social Dinner & Games Night Dress for a night at the races! Bet on your favourite horse and try and take home the trophy. Best played in teams of 2-4 people but can be played as individuals. Held across the road from the Pullman at Lago, The Albert Park Golf Club, attire is your racing best. 16 4/45-51 Ringwood St Ringwood VIC 3134

17 Thursday, 14 th August, pm Telstra Gala Dinner & itsmf Industry Awards Night Dress Black Tie / Evening Gown or Cotton Club inspired attire. Celebrate the Industry Awards at our Gala Dinner, held across the road from the Pullman at The Park on Albert Park Lake. Pre-function drinks are served at 7.00pm with doors opening at 7.30pm. Saturday, 16 th August, 9am 4.00pm - Post Conference itsmf Yarra Valley Winery Tour Dress casual / warm / good footwear Pullman Albert Park pick and return. Relax, unwind and network with your colleagues aboard the tour bus as it guides you to a few local wineries to enjoy wine making, lunch and a few cellar door visits. Exhibitor Bump-In HELP Moreton Hire will have a staffed temporary office set up just inside the Exhibition Hall on Tuesday, 12 August between pm to answer your questions and provide assistance. Exhibitor Bump-In to 5.00pm Tuesday 12 August 2014 The Exhibitor move-in will take place from 2:00pm till 5pm on Tuesday. Moreton Hire will have completed the shell scheme (including furniture) ready to occupy. At 4.00pm all delegates are invited to register early at the registration desk to avoid queues in the morning. All stands must be completely dressed and excess rubbish removed by 5.00pm Tuesday, 12 th August There is additional time to set up Wednesday 13 th August am but the rubbish crew will not go through the expo at this time. Exhibitor Bump-Out 2.00 to 5.00pm Friday 15 August 2014 Removal of products and exhibits will commence at 2.00pm for all exhibitors. No exhibitor will be permitted to remove products prior to this time. Please limit noise in the exhibition hall until after the conference is closed at 3.30pm. If your bump out is deemed too distracting, you will be asked to wait until 3.30pm to complete your bump out. Safety vests are required to be worn after 3.30pm Exhibitor Representative Each exhibiting organisation must nominate at least one official representative (including mobile phone number) with the authorisation to enter into service contracts necessary for the installation and removal of exhibits and for the provision of services for which the exhibitor will be responsible. At least one representative must be in attendance at the exhibit booth during all opening hours of the Exhibition. Exhibitor Responsibilities 1. itsmf and Pullman Melbourne Albert Park does not accept responsibility for loss & or damage to any goods brought to the hotel before, during or after an event. It is the exhibitors' own responsibility to arrange adequate insurance to cover such potential loss & or damage. Pullman Melbourne Albert Park s Conference and Banquet Venues are classified as public access areas, please ensure that personal belongings are not left unattended. 2. Should exhibitors engage external contractors direct, it is the responsibility of the exhibitor to advise the Conference Team and to ensure that the contractors comply with the Pullmans standards of grooming and professional behaviour and complies with all workplace health and safety requirements. They must also fit within the conference team s bump in and exhibition layout plans. Contractors who fail to do so will be asked to leave the premises. All contractors are required to have adequate public liability insurance. 17 4/45-51 Ringwood St Ringwood VIC 3134

18 3. It is the exhibitor s responsibility to organise clear and accurate dispatch labels, consignment notes and couriers for the collection of any goods left at Pullman Melbourne Albert Park on conclusion of the conference. Pullman Melbourne Albert Park will not fill in or sign consignment notes on behalf of the company. Courier companies must be told exactly how many boxes, the size and weight of the freight. Courier companies are not to be told the Hotel Event Executive is the contact and will provide all details. All details must be provided by the company organising the collection of goods. Food and Beverage Sampling The Pullman Albert Park has sole rights for the sale or distribution of any article of food and beverage, therefore no food or beverage may be brought into the Venue without the consent of the Venue Management. The food and beverage sampling guidelines are as follows: Samples to be given away free of cost to the patron must be: Items which are bought wholesale in the normal conduct of business or are produced by equipment used in the normal conduct of their business. The sale of such sample products is not permitted. Portions must be of tasting size only: Liquid portions should not exceed 30% of what would be considered to be standard serving size. Solid food should be no larger than bite size. Health regulations apply. Alcoholic beverages need to be served by Hotel Staff to comply with Liquor License regulations Exceptions to the above require written approval. Health Department regulations stipulate that any food served from a communal vessel must be individually wrapped or served with appropriate utensils. This includes bowls of confectionery, finger food, sandwiches etc. Internet/Broadband & Telephones During the conference delegates can assess conference Wi Fi for basic browsing including checking s, social media and using the conference app by using a code provided at the event. This public WIFI is not for exhibition use (streaming and demos) because the bandwidth and download is capped over the conference per day. Please do not download large files or use this code for streaming. If you would like to use more internet bandwidth during the conference, the Pullman Albert Park offers Wi Fi access for visitors throughout the centre. Packages start at $29.00 per day for one individual login and may be purchased from the Pullman reception desk. If you need internet at your stand, you must arrange cabled internet beforehand with the Pullman. Internet Advertising All sponsors are entitled to advertising on the itsmf Conference website under the LEADit 2014 Sponsors tab. All Sponsors are requested to provide a logo, hyperlink address, company contact details, a word Company profile and one page of collateral to post on a dedicated individual sponsor news page accessible by members. Please forward all materials to michelle.stewart@itsmf.org.au Loading Dock Hours: Monday to Friday 7:00am 3:00pm Deliveries outside of these hours will need to be arranged prior to delivery. Vehicles are required to unload and move their car to the car park. Under no circumstances are vehicles to be left unattended in the loading area. 18 4/45-51 Ringwood St Ringwood VIC 3134

19 Moreton Hire Moreton Hire will provide you with a fascia form, electrical form and exhibition brochure and will contact you regarding specification of furniture and any additional requirements for your stand. They will also have a store and stand on site during bump-in to help with any little extras. Parking Information Conveniently located beneath the hotel and accessible via Lorne Street, the car park has 400 parking bays for your convenience. At the time of writing, the rate is $16.00* per vehicle per day / per exit. However, please note that the car parking rates are subject to change without notification. There is another car park in close proximity to the hotel to ensure ample space is available. Payment Policy It is an itsmf Australia condition of acceptance as a sponsor of the 17th National Conference & Expo that all payments be received prior to confirmation of your sponsorship. All sponsorship fees MUST be paid within our standard payment terms. Bookings for which payment has not been received by the due date may be cancelled. i.) Cancellation fees Apply and may be re-let to another exhibitor. ii.) No Exhibitor will be permitted to participate without full payment having been received. Power Board/Extension Cords and Electrical Appliances All electrical equipment (leads, power boards, LCD s, computers, etc) must be tested and tagged before used on-site. The use of double adaptors is not acceptable. AS/NZ Approved power boards can be used in place of these. Any person who suffers an electric shock from any piece of electrical equipment MUST report the incident IMMEDIATELY to the Pullman Albert Park and to the itsmfa Stand. Prize Draws Exhibitors may conduct prize draws so long as the value of the prize does not exceed $5,000. Exhibitors must obtain permits and comply with relevant legislation. All Exhibitors are requested to provide prize details to the organiser by Friday 25 July Prize winners may be drawn onsite and either forwarded to the winner at sponsor expense or the winners names may be given to the itsmf Stand by 12pm on Friday 15 August 2014 for an announcement during lunch asking the winner to visit the appropriate sponsor stand to collect their prize. Please refer to the information on scanners and lead generation for ideas on how to maximise your prize draw opportunity. Safety Vests During Exhibition bump-in and bump-out it is mandatory that all exhibition staff wear safety vests. You may bring your own, or you may hire a safety vest from reception for a $25 bond. Your bond will be returned upon returning the vest. Satchel Inserts Materials forwarded to be inserted into satchels should be sent to: Mambourin Enterprises, 5 Desire Place, Hoppers Crossing, VIC 3029, 500 copies, no later than close of business Friday 25 of July /45-51 Ringwood St Ringwood VIC 3134

20 Scanners (Lead generation and information capture) Scanners have been replaced once again this year with our conference app which allows you to capture leads using your own devices. The app is an innovative opportunity to use smart technology to aid in the distribution of conference information (speakers, delegates and program), polling and scanning to engage with delegates. The technology embedded within the app has made it possible to dispense with the expense of hiring scanners, and the additional responsibility of extra equipment. Each sponsor will be provided with a unique QR code, generated when your profile is created within the APP by our conference team. NOTE: it is very important for you to designate an app contact for your organisation to ensure that the information with the app is kept current and relevant to your focus at the conference. Please advise michelle.steward@itsmf.org.au of the key contact for your organisation. If you wish to scan delegate QR codes, you may use your phone to capture the QR code of a visitor to create a record in your favourites, which may be used as a lead generation reminder. Should you have any queries about the use of the conference App pre-conference, please contact our conference administrator, Michelle.stewart@itsmf.org.au. We will have a Social Media Concierge at registration to help you with the App during the conference. Security Whilst every reasonable precaution is taken, the Organisers and the Pullman Albert Park accept no responsibility for any loss or damage occurring to persons or property at the exhibition. Security will be in place throughout the conference and exhibition from 5pm on Tuesday 12 August However, as the rooms are not lockable, it is advisable that Exhibitors remove small valuable items (laptops etc) when they are not at their stand. Smoking The Pullman Albert Park has a No Smoking policy within all areas of the Venue. Exhibitors are therefore requested not to smoke within the Exhibition Area. Sponsor Marketing Entitlements You will receive an prompting you to provide information to fully leverage your sponsor marketing and branding benefits as listed in the sponsor prospectus. Storage As there are limited on-site storage facilities for packing materials and boxes, it is recommended that exhibitors keep packing materials to a minimum. Any boxes requiring storage must be labelled with the company name. Please direct storage requests to the itsmf stand. Exhibitors may not leave boxes and packing material in the Exhibition Display Area during the event. Testing and Tagging It is a legal requirement in all Exhibition area that all electrical equipment be tested and tagged. This applies to all contractors working on site and exhibitors who bring in electrical leads and appliances for their stands during exhibitions. Twitter Join our twitter conversation using the hashtag #leadit 20 4/45-51 Ringwood St Ringwood VIC 3134

21 11) AGILITY DELIVERY REQUEST FORM 21 4/45-51 Ringwood St Ringwood VIC 3134

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