FUTURE GROWING APEX - BRINKMAN PCA BIENNIAL CONFERENCE 2017 EXHIBITOR MANUAL

Transcription

1 FUTURE GROWING APEX - BRINKMAN PCA BIENNIAL CONFERENCE 2017 EXHIBITOR MANUAL

2 1 CONTENTS Introduction... 3 Contact Details... 4 Conference Venue... 4 Exhibition Contractor... 4 Logistics Provider... 4 Conference Manager... 4 General Information... 4 Trade Exhibition Location... 4 Exhibition Catering... 5 Registration Desk and Trade Exhibiton Opening Hours... 5 Venue... 5 Exhibitor Services... 5 High Visibility Safety Clothing... 5 Venue Induction... 6 Rigging... 6 Vehicle displays... 6 Deliveries and Loading dock details... 6 Arranging Delivery to the Adelaide Convention Centre... 6 Accessing the North Terrace loading dock... 6 Ordering power to the stand... 7 Electrical equipment test & tagging... 7 Stand catering, food or drink samples... 7 Adelaide Convention Centre Approval requirements prior to arrival... 7 Exhibition Hall carpet... 7 Security... 8 Car Parking... 8 Car Park Height Restrictions... 8 Exhibition Booth... 8 Floor Space... 8 Furniture, Audio Visual and Signage... 8 Custom Design Booth / Raw Space... 9 Exhibitors Booth Set Up and Pack Down... 9 EXHIBITION MANUAL

3 2 Booth Courtesies... 9 Freight Forwarding, Transport and Logistics PLEASE NOTE: Onsite Materials Handling Storage Delegate Information Registration Travel Accommodation Sponsor and Exhibitor Pass Collection General Information Adelaide Airport Disability Access to the Adelaide Convention Centre Public Transport Travelex Visa Information Visitor Information Centre Weather Other Important Information Satchel Insert Sponsor or Exhibitor Marketing Information Interpreter services Liability/ Insurance Privacy Policy Checklist September 2017 ADELAIDE CONVENTION CENTRE

4 3 INTRODUCTION The information in this manual has been prepared to assist you with the planning of your exhibition booth and provides you with all the necessary details for your participation at the Apex Brinkman PCA Conference. To ensure your requirements are met, please carefully read the information within this manual. Accompanying this manual is the Adelaide Convention Centre Exhibitor Services Kit, which contains important information such as their exhibition regulations, delivery and access details, electrical testing and tagging requirements and lists of services available for hire with the necessary order forms. Please visit for further details of the conference program, social functions and accommodation. To register any complimentary delegates, complimentary exhibitors, additional exhibitor passes or additional social function tickets you will be sent an online registration link with specific logon and password details when registration opens. EXHIBITION MANUAL

5 4 CONTACT DETAILS CONFERENCE VENUE Adelaide Convention Centre (ACC) North Terrace, Adelaide, South Australia Exhibitor Services Coordinator: Luke Edginton Phone: Luke.Edginton@avmc.com.au EXHIBITION CONTRACTOR Adelaide Expo Hire (AEH) Coordinator: Kim Johnson Address: 31 Deeds Road, North Plympton SA 5037 Phone: kimj@aeh.com.au LOGISTICS PROVIDER For any domestic freight queries please contact: Louis Dodgson Event Logistics Specialist Agility Fairs & Events Sky Rd, MELBOURNE AIRPORT VIC 3045 Tel: Fax: ldodgson@agility.com CONFERENCE MANAGER Sheila Woodhart Sponsorship and Exhibition Manager All Occasions Group 12 Stirling Street Thebarton SA, Australia 5031 Phone: Mobile: sheila.woodhart@aomevents.com GENERAL INFORMATION TRADE EXHIBITION LOCATION The exhibition will be held in the Exhibition Halls L & M of the Adelaide Convention Centre, North Terrace, Adelaide, South Australia September 2017 ADELAIDE CONVENTION CENTRE

6 5 EXHIBITION CATERING All catering breaks will be held within the Exhibition Hall, to assist with encouraging delegates through the exhibition. The Welcome Reception will be held on Sunday 9 th July will be held within the Exhibition Hall. REGISTRATION DESK AND TRADE EXHIBITON OPENING HOURS The exhibition and registration desk will be open to delegates during the following hours: Registration Desk Hours Exhibition Opening Hours Sunday 9th July 8.00am 5.00pm Sunday 9 th July MOVE IN ONLY 8.00am 12.00pm EXHIBITION OPEN 1.00pm 5.00pm Monday 10 th July 8:00 am 5:00 pm Monday 10 th July 8.00am 7.30pm Tuesday 11 th July 8:00 am 5:00 pm Tuesday 11 th July 9:00 am 7.30pm VENUE EXHIBITOR SERVICES Exhibitors are able to order food and beverage, additional internet services, rigging and cleaning services through the Adelaide Convention Centre. Services can be ordered through the ACC Exhibition Handbook which offers all relevant information and guidelines. HIGH VISIBILITY SAFETY CLOTHING It is a requirement of the Adelaide Convention Centre for all persons working within the venue during the move in and move out of the exhibition to wear a high visibility safety vest or high visibility clothing. A limited number of High Visibility vest are available for sale from the Adelaide Convention Centre floor ambassador desk. This stock is not guaranteed, so provision should be made prior to your arrival on-site. Suitable footwear must also be worn Please ensure you wear enclosed shoes no open toed shoes, thongs, sandals etc. Any person under the age of 15 years is prohibited from accessing the exhibition area and loading docks during move in and move out periods IMPORTANT NOTE: Exhibitors must provide their staff and contractors with high visibility vests. These should be packed with the contractor and staff NOT included with exhibition booth items. EXHIBITION MANUAL

7 6 Exhibitors and contractors will not be permitted entry into the venue prior to the exhibition opening unless high visibility clothing is worn VENUE INDUCTION The Adelaide Convention Centre is committed to providing a safe working environment and strive for best practice in Occupational Health, Safety and Environmental management. All persons working onsite at the Adelaide Convention Centre for an exhibition, including external contractors/ labourers/ hired help must complete the Adelaide Convention Centre s online induction via our website at RIGGING The Adelaide Convention Centre has exclusive rights to perform rigging within the venue. All items must be designed and constructed to approved regulations and may only be rigged by certified Adelaide Convention Centre staff. For assistance please contact the Adelaide Convention Centre Exhibitor Services Department. VEHICLE DISPLAYS Should you have a vehicle as part of your display, All Occasions Group will provide you with a specific move in and move out time. You must adhere to these times as they are set to ensure vehicles are accessing a safe and open space within the Exhibition. For any vehicle to be a part of the exhibition, All Occasions Group and the Adelaide Convention Centre must be notified of its planned delivery/arrival no later than fourteen days prior to the move in. Please consult the Adelaide Convention Centre Exhibition Handbook for further information and relevant permits. DELIVERIES AND LOADING DOCK DETAILS ARRANGING DELIVERY TO THE ADELAIDE CONVENTION CENTRE All exhibitor/contractor deliveries must be made to the Adelaide Convention Centre s North Terrace Loading Dock, accessed from North Terrace, and must be scheduled in with the loading dock supervisor. Deliveries arriving without the correct delivery label or prior to the allocated move in period will not be accepted. If you are having goods delivered by courier, please ensure someone from your company is onsite to sign for the goods. The Adelaide Convention Centre, nor designated representatives, will not sign for exhibitor or contractor deliveries. Couriers requiring a signature will be turned away. ACCESSING THE NORTH TERRACE LOADING DOCK The North Terrace Loading Dock is accessed from North Terrace and operates from Monday to Friday or as determined by event requirements. The loading dock is fully covered allowing loading and unloading in any weather and is one level throughout September 2017 ADELAIDE CONVENTION CENTRE

8 7 ORDERING POWER TO THE STAND All power within your exhibition must be organised with the appointed exhibition contractor Adelaide Expo Hire. Under no circumstance are exhibitors or stand contractors permitted to access power services within the venue. ELECTRICAL EQUIPMENT TEST & TAGGING All electrical equipment must be tested and tagged in accordance with AS3760: 2010 before being used within the Adelaide Convention Centre. There will be a qualified Electrician onsite to assist with this at the exhibitor s expense. STAND CATERING, FOOD OR DRINK SAMPLES The Adelaide Convention Centre has sole catering rights for the sale and distribution of any article of food or drink for consumption onsite. Any exhibitors wishing to distribute food or beverage samples must seek prior approval from ADELAIDE CONVENTION CENTRE management to meet Adelaide Convention Centre s ISO Food Safety Standards. Please complete the relevant forms in the Adelaide Convention Centre Exhibition Handbook. ADELAIDE CONVENTION CENTRE APPROVAL REQUIREMENTS PRIOR TO ARRIVAL To ensure the compliance and protection of all users of the venue it is a requirement that any user of the venue seeks approval when bringing the following into the venue; Helium Balloons LPG Cylinders Motor Vehicles Anything with a naked flame Custom Exhibition stands Mobile Plant (Forklift/ EWP) Animal Livestock Food and Beverage Product Equipment with a mass greater than 3 tonne. Please visit the ACC website for the required forms at EXHIBITION HALL CARPET All halls on the plaza level of the Adelaide Convention Centre are covered with charcoal grey carpet tiles. Foyer spaces are covered with plush broadloom carpet. Carpet tiles are not to be removed without written venue approval. EXHIBITION MANUAL

9 8 SECURITY Please be aware of the following: Exhibitor name badges will be available to be collected from the Main Registration Desk during move in on Sunday 9 th July Badges must be worn by all attendees at the conference to gain admittance to the trade exhibition, conference sessions and all social functions Event security staff will be instructed to only admit to the exhibition, personnel identified by the official name badge provided to all participants A company badge may be worn in addition to the official badge, but not instead of the official badge. CAR PARKING The Adelaide Convention Centre operates the Riverbank and North Terrace car parks, which are open 24 hours per day, 7 days per week. The Riverbank car park is accessed via Festival Drive whilst the North Terrace car park is accessed off North Terrace and is situated immediately below Halls I, J & K CAR PARK HEIGHT RESTRICTIONS North Terrace car park entrance height 2000mm Riverbank car park entrance height 1960mm EXHIBITION BOOTH Standard Booth Inclusions Stand Dimensions Walls Fascia Lights Power Internet 3m x 3m shell scheme 2.4m high white Octonorm walling Digital print fascia name board single colour lettering. 2x 150 watt spotlights 1x standard power point, maximum loading of 4 amps per 3m x 3m booth Complimentary Wi-Fi access FLOOR SPACE Please note that floor space allocation DOES NOT include wall panelling, name board, power feed, or spotlights. If required these will need to be ordered through Adelaide Expo Hire. FURNITURE, AUDIO VISUAL AND SIGNAGE For any additional needs including furniture, audio visual, signage and extra lighting please contact Adelaide Expo Hire September 2017 ADELAIDE CONVENTION CENTRE

10 9 CUSTOM DESIGN BOOTH / RAW SPACE All exhibitors using booths not of standard construction (custom builds, at your own cost) must contact sheila.woodhart@aomevents.com to have the stand approved no later than 30 May The venue must approve all designs. While you can contract your own custom builder, the contracted event exhibition hire company is Adelaide Expo Hire and their team would be happy to provide a quote for your needs. Contact Jenny Wills at their Custom design team via jennyw@aeh.com.au or Access to the exhibition hall for custom booth builders is from: Sunday 9 July am 12 noon Access to the exhibition hall for custom booth builders for pack down will be from: Tuesday 11th July pm 11.59pm All custom stands must be dismantled strictly within this timeframe. EXHIBITORS BOOTH SET UP AND PACK DOWN Exhibitors are required to set up exhibition booths from: Sunday 9 th July am 1.00pm Exhibitors must keep their booth fully manned and operational, and are not to commence removal of items until after the exhibition closes and is clear of delegates. Exhibitors are required to dismantle their displays from: Tuesday 11 th July 7.30pm 11.59pm Adelaide Expo Hire will be removing furniture and dismantling shell scheme stands from: Tuesday 11th July 7.30pm 11.59pm BOOTH COURTESIES No advertising material, such as banners, are allowed outside the designated booth area. No obstruction of any form in the aisles and walkways or excessive noise that inconveniences other exhibitors or the conference will be allowed. While companies are encouraged to pursue novel methods of attracting people to their booth, practices disadvantaging other companies or detracting from the exhibition will be discouraged. Exhibitors are free to offer raffles, lucky draws or other promotional activities, provided that they do not impinge on the activities or space of other exhibitors. Presentation of prizes will not form part of the official conference program, and must be arranged by the exhibitor. Information on conducting a trade lottery promotion in South Australia is available in the Adelaide Convention Centre Exhibition Handbook. EXHIBITION MANUAL

11 10 FREIGHT FORWARDING, TRANSPORT AND LOGISTICS Agility Fairs and Events is the official freight forwarder and onsite logistics provider to the 68th International Astronautical Congress. 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. For international exhibitors, we highly recommend contact be made with Agility as early as possible so that requirements can be determined in advance. Agility offers a comprehensive international freight forwarding service tailored to each particular exhibitor s requirements including: International Air and Sea Freight (import and export) Courier Services (international) Customs Clearance Tariff Classification and Advice Duty and Sales Tax Assessments Documentation Bond Store Warehouses Prior to the exhibition, Agility will make contact to discuss and determine your individual freight and logistics requirements. PLEASE NOTE: The exhibition moves in on very tight parameters and deliveries will not be accepted at the venue earlier. Furthermore, all freight must be removed from the venue by the specified time no exceptions. For these reasons, we highly recommend using Agility as their service is door-to-stand and they work weekends and outside normal business hours. Please refer to the insert Benefits of using Agility which outlines the services provided and will assist you in making an informed decision. ONSITE MATERIALS HANDLING Exhibitors or their stand-builders requiring a forklift during move in or move out, must pre-book these services in advance with Agility. To avoid disappointment, you must complete the MATERIALS HANDLING FORM (included in this manual) and return it to Agility by the date shown on the form September 2017 ADELAIDE CONVENTION CENTRE

12 11 Agility will be operating a forklift service during move in and move out to assist exhibitors requiring forklifts, pallet jacks and flatbed trolleys. Details of timings and services will be provided closer to the Congress. STORAGE There will be NO on-site storage facilities for packing materials and boxes. It is recommended that exhibitors consider their storage needs (of packing crates and freight forwarding materials) for the duration of the exhibition. Exhibitors may not leave boxes and packing material in the exhibition display area during the show. Agility can arrange off-site storage at a cost of $49.50 AUD inc GST per m3 or part thereof. Exhibitors or their stand-builders requiring offsite storage during the show, must pre-book these services in advance with Agility. Charges apply. To avoid disappointment, you must complete the MATERIALS HANDLING FORM (included in this manual) and return it to Agility by the date shown on the form Please note: If you are using your own transport company, Agility cannot sign for delivery of goods on your behalf. Please ensure you make specific arrangements with your transport provider and/or ensure you have a representative onsite at the time of delivery. 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. Why should you use Agility Fairs & Events? Refer to the Benefits of Using Agility document attached. DELEGATE INFORMATION REGISTRATION Please refer to the personalised Sponsor or Exhibitor confirmation for the number of complimentary conference registrations allocated to you. Please use the Sponsor and Exhibitor Registration portal for complimentary registrations, additional exhibitor registrations, additional social functions and accommodation requirements. This will be sent you along with logon details once registration is open TRAVEL All Occasions Group is pleased to offer the services of our in house travel management company, All Occasions Travel for flight bookings please travel@aomevents.com with your departure point and desired arrival and departure dates and times. Please enter PCA 2017 in the subject header. EXHIBITION MANUAL

13 12 ACCOMMODATION All Occasions Group can also assist with your organisations accommodation needs with specially secured Congress rates. Please visit the PCA2017 website at to view available hotels. SPONSOR AND EXHIBITOR PASS COLLECTION All sponsor and exhibitor passes will be available from the Main Registration desk during move in on Sunday 9 th July GENERAL INFORMATION ADELAIDE AIRPORT 1 James Schofield Drive, Adelaide Airport, SA 5950 P: E: airport@aal.com.au W: Terminal Opening Hours: Terminal 1 open from 4AM to 11PM Customs open 90 minutes prior to departure DISABILITY ACCESS TO THE ADELAIDE CONVENTION CENTRE Access and facilities for people with disabilities are provided throughout the Centre. All car parks and buildings are wheelchair accessible. PUBLIC TRANSPORT CITY FREE BUS The free City Connector bus service runs on two loops an inner city loop and an extended loop around North Adelaide providing a link to popular city attractions and shopping, dining and services destinations. Route 98A and 98C link the city and North Adelaide every 30 minutes, seven days a week and routes 99A and 99C link the main city destinations every 30 minutes on weekdays. Together routes 98 and 99 provide a coordinated 15-minute frequency on weekdays from North Terrace to Hutt Street, Hurtle Square, Whitmore Square, China Town, Central Market and Victoria Square. The service runs from early in the morning until 7.15pm daily, with extra services running on Friday until 9.15pm. The buses are air conditioned and wheelchair and pram friendly. CITY FREE BIKES Adelaide FREE Bikes is a FREE bike hire scheme available to everyone, every day. Operating since 2005 and unique in Australia, it is just one part of the Adelaide City Council's strategy to achieve a cleaner and greener City September 2017 ADELAIDE CONVENTION CENTRE

14 13 The Adelaide Convention Centre is a designated pick up and drop off point for Adelaide Free Bikes an initiative run by the Adelaide City Council. All you need is a valid driver s licence, passport or Australian proof of age card! TAXIS Three main taxi companies operate in the Adelaide metropolitan area and ranks are located on North Terrace and Morphett Bridge, right on the doorstep of the Central and West Buildings. Below are the local contact details for taxi companies. Adelaide Independent Taxis P: Adelaide Suburban Taxis P: Yellow Cabs P: TRAIN The historic Adelaide Railway Station is located a 2 minute walk from the Adelaide Convention Centre, and the Tram stop is just in front of the Railway Station. For timetables visit TRAVELEX Travelex is the world s largest retail foreign exchange specialist. Travelex stores are located in the following locations: Adelaide CBD Offices c/- HSBC 55 Grenfell Street, Adelaide SA 5000 P: or Travelex Currency Services Shop 4, Beehive Corner, Adelaide SA 5000 P: Adelaide Airport Office Terminal 1 Adelaide Airport, Andrew Thomas Drive, Adelaide SA 5950 P: VISA INFORMATION You might come to Australia for reasons such as holidays, sightseeing, business, social or recreational purposes, to visit relatives, friends, or for other short-term non-work reasons like medical treatment or medical consultations. You might just be passing through on your way to somewhere else. Whether you are visiting for less than 72 hours or planning on a stay of several EXHIBITION MANUAL

15 14 years you must have a valid Australian visa. For more information about passport and visa requirements to enter Australia, please visit Department of Immigration and Citizenship. VISITOR INFORMATION CENTRE The Visitor Information Centre is in James Place near the western end of Rundle Mall. The Adelaide Visitor Information Centre is conveniently located in James Place, just off Rundle Mall. The Visitor Information Centre provides visitors with an excellent range of tourism information on Adelaide and South Australia, including brochures, maps and event guides. The Adelaide Visitor Information Centre can be reached by telephone on or visitor@adelaidecitycouncil.com. WEATHER In Winter (July) South Australia is normally cool and receives most of its rainfall for the year. Average daily spring temperature in Adelaide range from a minimum of 7 C to a maximum of 15 C. OTHER IMPORTANT INFORMATION SATCHEL INSERT All registered delegates will be provided with a conference satchel at registration. If a satchel insert is included in your sponsorship package, please forward to All Occasions Group by Friday 30 th May 2017 using the enclosed Sponsor delivery label. Due to space restrictions, only A4 or smaller, brochures/flyers will be packed into the satchel. SPONSOR OR EXHIBITOR MARKETING INFORMATION Every effort is being made to ensure all sponsor and exhibitor benefits are being met. To ensure maximum marketing exposure in all relevant web, app and print media please forward your company logo and profile to All Occasions Group to sheila.woodhart@aomevents.com as soon as possible to allow for maximum exposure to Congress delegates. INTERPRETER SERVICES There is no official congress supplier for interpreter services however some organisations that can assist you are below: Translating and Interpreting Service - Interpreting and Translating Centre - LIABILITY/ INSURANCE In the event of industrial disruptions or natural disasters, Protected Cropping Australia, the Organising Committee, and All Occasions Group cannot accept responsibility for any financial or other losses incurred by the attendees. Protected Cropping Australia, the Organising Committee and September 2017 ADELAIDE CONVENTION CENTRE

16 15 the All Occasions Group take no responsibility for injury or damage to persons or property occurring during the congress. All insurance, including medical cover, or expenses incurred in the event of the cancellation of the conference is the individual delegate s responsibility. Attendees are encouraged to choose a travel insurance policy that includes loss of fees/deposits through cancellation of your participation in the conference, or through the cancellation of the congress itself, loss of airfares for any reason, medical expenses, loss or damage to personal property, additional expenses and repatriation should travel arrangements have to be altered. The organisers will take no responsibility for any participant failing to insure. The Exhibitor is responsible for all personal injury, damage to property or other losses, liabilities or claims arising in connection with the Exhibitor s participation at the congress. The Exhibitor will indemnify the Organisers in respect of any losses, liabilities or claims in respect thereof. The Exhibitor agrees to participate at its own risk and to take out adequate insurance in respect of all such losses, liabilities and claims. All Occasions Group and the Congress Committee will take all reasonable precautions, to ensure the building is secure. The Adelaide Convention Centre shall not be responsible for any loss, damage or injury that may occur to the exhibitor or their property from any cause whatsoever during an event. Exhibitors shall indemnify the venue from all liability (damage, incident or accident) which might ensue from any cause resulting or connected with an event. It is recommended that each exhibitor secure insurance at their own expense. PRIVACY POLICY In accordance with the requirements of the Australian Privacy Act 2000, the All Occasions Group (encompassing All Occasions Management and All Occasions Travel) complies with such legislation which is designed to protect the rights of the individual to privacy of their information. All information collected with respect to your participation in this conference will only be used for the purposes of planning, conduct of the event or communication regarding future events. These details may be made available to parties directly related to the conference including but not limited to the All Occasions Group, venues, accommodation and travel providers (for the purposes of room / travel bookings and conference options), key sponsors (subject to strict conditions), exhibition build company and other related parties as deemed necessary. It is proposed to produce a Delegate List of attendees at the conference and to include the individual s details in such a list. By completing a registration form, you acknowledge that the details supplied by you may be used for the above purposes. It is your responsibility to ensure that all information provided to the All Occasions Group is accurate and kept up to date. To access or update your information, please conference@aomevents.com. EXHIBITION MANUAL

17 16 CHECKLIST Below is a check list to help you with planning you attendance at the Protected Cropping Australia Conference. Please print this page and refer to it regularly to ensure you do not miss any important exhibition deadline. Send the details of your custom display stand or large equipment to the congress organiser at sheila.woodhart@aomevents.com for approval no later than 30 th May 2017 Forward your Company logo and profile to All Occasions Group as soon as possible. Forward your Satchel insert to All Occasions Group by 30 th May 2017 using the enclosed Sponsor delivery label. Register your staff attending the conference at using the link the will be provided to you when registration opens. Send all Adelaide Convention Centre order forms by no later than Friday 16 th June 2017 Send all Adelaide Expo Hire both fascia, furniture, signage, audio visual and plant order forms by no later than Wednesday 7 th June 2017 Arrange for delivery of booth material using Agility delivery docket on Friday 16 th June 2017 Arrange high visibility vests for you staff setting up and packing down you booth. Take them with you, don t pack them with your booth materials as you won t be able to access the exhibition without a vest September 2017 ADELAIDE CONVENTION CENTRE