WELCOME TO HIC 2015! It s great to have you on board! The information contained in this document has been compiled for exhibitors attending HIC 2015. In this document you will find: Key contacts Bump in/ bump out information Information to assist with exhibition displays General information related to your participation at HIC 2015 It is each exhibitor s responsibility to ensure all documentation is read, recommended actions are completed and deadlines are met. Please read this HIC 2015 Exhibition Manual carefully. If you have any questions regarding the information contained in this document or about the event in general, please contact Katrina at katrina@hisa.org.au or call 03 9326 3311. Alternatively, please contact the relevant person listed in Key Contacts overleaf. We are here to assist you in any way we can. We look forward to your participation in HIC 2015. HISA I Your digital health community Page 1 of 10
exhibitor general information access/bump in... 3 admission policy... 3 audio-visual requirements... 3 cleaning... 3 contractors... 4 custom stand booths... 4 dates to remember... 4 deliveries... 4 dismantling/bump out... 5 electrical/lighting requirements... 5 exhibition opening hours... 5 fire regulations... 6 food and beverage... 6 forklift/portering... 6 furniture and plants... 6 insurance... 6 internet connections... 7 key contacts... 7 marketing... 8 name board details (fascia)... 8 parking... 9 registration desk... 9 registration and inclusions... 9 regulations... 10 security... 10 HISA I Your digital health community Page 2 of 10
access/bump in Exhibitors will have access to the Exhibition Hall (Great Hall 1, 3 and 4) from 4:00pm on Sunday 2 August 2015 and 7:00am - 10:00am on Monday 3 August 2015 to equip/set up their trade display. Rental furniture and equipment pre-ordered will arrive during these times. Please note there is no arranged catering during the bump in. No children less than 15 years of age are permitted during bump in and out. Safety Vests - Approved high visibility safety vests and closed toed shoes must be worn at all times during the exhibition build. Access to the exhibition floor will not be permitted unless safety vests are worn. Please bring your own hi visibility safety vest or you may purchase a vest for $10 from the vending machine located on the exhibition concourse at the Brisbane Convention and Exhibition Centre (BCEC). For information regarding delivery of goods, please read the delivery section in this document. For information regarding the storage of pallets/boxes, please read the storage section in this document. Please note: All exhibition booth set up must be completed no later than 10:00am on Monday 3 August ready for the Morning Tea and Exhibition Opening at 10:45am. Exhibition Shell Scheme Build Exhibitor Contractors Build Exhibitors Bump In Exhibitors Bump In Sunday 2 August, 07:00am - 4:00pm Sunday 2 August, 10:00am onwards Sunday 2 August, 4:00pm 7:00pm Monday 3 August, 07:00am -10:00am admission policy The conference exhibition is open to all registered delegates and trade expo visitors only by registration and appropriate exhibition pass badging. All attendees must have a conference badge visible at all times. Personnel found within the conference areas (meeting rooms or exhibition) without appropriate recognition will be requested to leave. audio-visual requirements Please contact Warren Walsh, Event Technology for your audio-visual needs on 0419 351 654 or by email warren@eventtechnology.com.au cleaning Cleaning of the exhibition area is included in the exhibition space charge. Exhibitors requiring individual stand cleaning additional to what is already carried out should complete the Stand Cleaning section on the BCEC Exhibitor Services Order Website. HISA I Your digital health community Page 3 of 10
contractors The conference organisers will not accept liability for contracts between the Exhibiting Company and other Contractors or for the negligence or default of any such persons, servants or agents. custom stand booths If you would like to create a custom stand booth, Exhibit Systems can help you design and make your ideas come to life from something simply as custom printed wall panels or a complete upgrade. Final stand design approval is provided by the BCEC Operations Manager. dates to remember Exhibitor Action Item How to Action Deadline Company Profile (200 words) and Contact Details Email to hic@hisa.org.au 2 weeks after booking Exhibitor Accommodation Complete Registration and 5 June 2015 Accommodation Exhibitor Staff Catering Complete Registration and 5 June 2015 Accommodation Exhibitor Registration Complete Registration and 5 June 2015 Accommodation Indemnity Complete and sign Indemnity 5 June 2015 Fascia Name Board Details Complete Exhibit Systems 10 July 2015 (Shell Scheme Exhibitors Only) Power & Lighting Complete Exhibit Systems 10 July 2015 Carpet & Walling Complete Exhibit Systems 10 July 2015 Shelving Complete Exhibit Systems 10 July 2015 Furniture Complete Exhibit Systems 10 July 2015 Freight Forwarding Complete DB Schenker 18 July 2015 deliveries Freight - We recommend you use a freight forwarder for all items delivered to BCEC. The BCEC will not sign possession of goods from couriers on behalf of exhibitors or clients. To avoid issues with the delivery of your goods always ensure that a representative is onsite to take possession of these goods or alternatively use a freight forwarder. Goods must not be sent to the Loading Dock before the scheduled times for the move-in of the event (Sunday 2 HISA I Your digital health community Page 4 of 10
August 4.00-7.00pm and Monday 3 August 7.00-10.00am). All goods must be collected by the end of the official move-out time. Storage There is limited onsite storage facilities for packing materials and boxes available for exhibitors. If you have crates to store, you need to arrange storage with a freight forwarder if you want to keep the pallets. You are also responsible for ensuring no items are left in the exhibition display area. If any items are left in the exhibition area after set up they will be discarded. Loading Dock Access Access to the Brisbane Convention and Exhibition Centre for Exhibitors and Contractors during bump in and bump out is via Glenelg Street. The Service Road is a oneway road and is deemed a tow-away zone to ensure a continuous and clear flow of traffic. Freight Forwarder HISA recommends using DB Schenker to deliver your goods. Please refer to the DB Schenker Service Booking for full details. dismantling/bump out Exhibitors may commence dismantling of all equipment and materials on Wednesday 5 August 2015 once delegates have completed their lunch at 2:35pm. Contractor dismantling of the booths will commence at 4:00pm on Wednesday 5 August 2015. electrical/lighting requirements Shell Scheme booths are supplied with two spotlights on continuous track (attached to fascia board) and one power point. Space only does not have any power or lighting so this will need to be ordered at an additional cost through Exhibit Systems. Exhibitors requiring additional lighting and electrics should complete the Power and Lighting 3 enclosed in the Exhibit Systems Exhibitor Information Pack. Payment is required with the Order. Cash or cheque will be accepted on-site to settle accounts for electrical services provided during the exhibition. All electrical equipment must comply with Occupational Health & Safety Act and Australian Standards. The outward sign of the latter is a test tag AS3760. Power cords, leads, power boards are all subject to inspection by the venue technical staff. Any unsafe items will be removed from the venue. exhibition opening hours The exhibition will be open during the following times: Monday 3 August 2015 Tuesday 4 August 2015 Wednesday 5 August 2015 10:45am - 7:15pm 10:30am 5:30pm 10:15am 2:35pm HISA I Your digital health community Page 5 of 10
fire regulations Designated fire exits must be kept clear at all times. Storage of flammable liquids or fuels is not permitted within the exhibition. Hall floor plans denote all fire exits. Please refer to the BCEC Exhibitor Information for full details and evacuation procedures. food and beverage No exhibitor or person shall distribute, sell or give away any item of food or drink within the BCEC without prior written approval by the BCEC. Please refer to the BCEC Exhibitor Information for full details on the serving of food and beverage from exhibitor stands. Menus and pricing can be obtained from BCEC Exhibitor Services (contact details can be found in the key contacts section of this document) and orders can be made via the BCEC Exhibitor Services Order Website forklift/portering The BCEC does not provide any portering equipment. HISA recommends DB Schenker to deliver your goods. If you require trolleys or a forklift please liaise with DB Schenker otherwise we cannot guarantee their availability. Exhibitors are permitted to bring only hand held items through the main entrance doors. furniture and plants Please contact Exhibit Systems for all your furniture needs. Please refer to the furniture catalogue and complete an order form. insurance The organisation (HISA) will have in place public liability insurance for conference attendees ONLY. The organisers or venue take no responsibility for exhibitor equipment/staff/products or goods. Insurance to cover the transportation, storage, movements and placement of exhibit equipment, products and goods are at the responsibility of the Exhibiting Company and should take effect from the day of transport to the exhibition, build-up to breakdown and removal. Exhibitors are required to take out adequate insurance cover against such risks that may incur; in particular All Risks on Property & Valuables, Public Liability, Employer's liability and Personal Accident to Staff. In addition, insurance for losses and wasted expenditure in the event of the Exhibition being abandoned or curtailed may be considered. Please extend your public liability to cover your display and fax the front cover of your Policy or a signed copy of the Indemnity to HISA on (03) 8610 0006 or email to hic@hisa.org.au by 5 June 2015. We must have evidence of your public liability or a signed copy of the indemnity form before we can allow you to set up your display. HISA I Your digital health community Page 6 of 10
internet connections Basic internet access (browsing and emailing not downloading) for exhibitors will be available. If you require high speed internet you will need to purchase a dedicated broadband line from BCEC. Please complete the Internet section on the BCEC Exhibitor Services Order Website. We will be in touch over the next month to confirm your exact internet requirements. We may be asking that you do not bring Wi Fi routers/devices into the exhibition hall as this reduces the overall internet capacity. In order to access the wireless network your machine will need built in wireless capability or a wireless card. You will also need to have Administrator access to your computer. Technical Assistance Technical Assistance will be provided should you have any difficulties regarding the wireless network. Usage The network has been designed and allocated with enough resources for basic individual user access. This includes basic internet browsing and email. Specific usage for high download / upload will not be permitted and alternative arrangements with BCEC will need to be made at your own cost. For video presentations and individual IP connection, a broadband service must be ordered from the BCEC. Please refer to the BCEC Exhibitor Services Order Website. key contacts HIC 2015 Conference and Exhibition Office HISA Ltd 1A/21 Vale Street North Melbourne VIC 3051 Contact: Nicola Gardiner and Katrina Barbuto T: +61 3 9326 3311 F: +61 3 8610 0006 E: hic@hisa.org.au W: www.hisa.org.au/hic2015 Exhibition Contractor Exhibit Systems PO Box 709 Brookvale NSW 2100 Contact: Paul Hicks T: +61 2 9982 5511 F: +61 2 9982 9899 HISA I Your digital health community Page 7 of 10
E: paul@exhibitsystems.com.au W: www.exhibitsystems.com.au Audio Visual Event Technology Contact: Warren Walsh, Audio Visual Technical Director T: +61 3 9645 2558 M: +61 419 351 654 E: warren@eventtechnology.com.au Freight Forwarder DB Schenker Contact: Jason Bejah T: + 61 8 6188 1923 W: www.dbschenker.com.au E: Jason.Bejah@dbschenker.com Conference and Exhibition Venue Brisbane Convention and Exhibition Centre (BCEC) PO Box 3869 South Brisbane QLD 4101 Contact: The Exhibitor Services Department T: +61 7 3308 3134 W: www.bcec.com.au E: exhibitorservices@bcec.com.au marketing Please use the below exhibitor/sponsor button to promote your presence at HIC 2015. name board details (fascia) The Exhibitor's Company Name and booth number are produced in a standard format on each shell scheme fascia (space only do not receive a fascia). Please indicate on the Fascia Signage 2 provided in the Exhibit Systems Exhibitor Information Pack the name you wish to appear on the name board. Type clearly using upper and lower case letters. HISA I Your digital health community Page 8 of 10
parking The centre provides undercover parking for 1500 vehicles, with direct lift access to the Centre's convention and exhibition facilities. For further information on the parking please click here. registration desk The Registration Desk will be open during the following hours: Monday 3 August 2015 Tuesday 4 August 2015 Wednesday 5 August 2015 07:30am - 5:30pm 07:30am - 5:30pm 07:30am - 4:00pm registration and inclusions All staff must be registered to gain entry into the exhibition hall. It is essential that all personnel wear the official conference badge for security purposes. Please click here to register your complimentary exhibitor only and full conference registrations, and any additional exhibitor only registrations. Please note you will need to complete one form for each attendee. If you would like to register and pay for someone to attend the full conference (exhibition and sessions) please do so via the main HIC registration site. Full conference registrations give you access to the conference sessions, networking reception and gala dinner. For attendance at the associated events on Monday, you will need to indicate if you wish to attend an event as they sell out. Exhibition only registrations give you access to the exhibition hall only and the networking reception, but does not include attendance to the conference sessions or the gala dinner. Additional exhibition only registrations If you require any exhibition only registrations you can purchase. Prices are $340 for the 3 days per person or $115 per day per person. Please note these prices exclude the gala awards diner but include the networking reception. Social events Networking Reception Additional tickets to the Networking Reception and Exhibition Opening are available at $70.00 per person. Social events Gala Awards Dinner Additional tickets to the Gala Awards Dinner are available at $170.00 per person. Inclusions HISA I Your digital health community Page 9 of 10
Morning tea, lunch and afternoon tea will be supplied within the exhibition area from Monday 3 August 2015 to pre-registered exhibitor personnel half an hour prior to delegate session breaks. Trade Passes We have listened to your feedback from previous HICs and are working on ways to increase the volume and quality of delegates moving through the exhibition. As the exhibition is an event in its own right, trade passes will be available to the public. Each attendee will need to register online via this registration site. Registration will give attendees access to the exhibition for one day and catering. regulations Exhibitors are requested to comply with all BCEC regulations, policies and guidelines at all times. security Security will operate at all times during the exhibition opening hours. The main doors to the exhibition will be securely locked at the end of each day and no vendor will be permitted entry until the re-opening to vendors at 10:00am the next day. Whilst every reasonable precaution is taken, the Organisers and the BCEC accept no responsibility for any loss or damage, which may occur to persons or property at the HIC 2015 Conference and Exhibition, from any cause whatsoever. HISA I Your digital health community Page 10 of 10