Exhibitor Manual
Destination SA Exhibition - Date & Venue Monday 5 August 2013 Exhibition Halls J & K at the Adelaide Convention Centre Move In Exhibitors will be able to set up their stands from 12:00 noon on Sunday 4 August 2013. We ask that the set up be completed by 5:00pm on Sunday 4 August 2013. Exhibitors will be able to access their stands from 7.30am Monday 5 August with the Exhibition officially opening at 8.30am on Monday. Move Out The exhibition closes at 4:00pm on Monday 5 August and then the move out will commence. No dismantling is to commence prior to 4.00pm. It is important that exhibitors remove all products from their booth on Monday evening by 6:00pm, as the Exhibition companies will commence dismantling at 6.00pm. Please note that no responsibility is accepted for any goods or material left on the premises after the expiration of the move out period. Registration All exhibitors will receive their registration package prior to the event, however we ask that all exhibitors arrive at their booths prior to the arrival of the hosted guests. Identification Passes Please ensure you wear your Destination SA identification passes at all times throughout the event. Pre-Scheduled Appointments There will be one Pre-Scheduled Appointment stream running, each stream consisting of 16 appointments throughout the Business Events Exchange Day on Monday 5 August. Appointments will cease for refreshments and lunch All appointments will be conducted at the booth site Exhibitor pre-scheduled appointments will include national, international hosted guests and media Local organisers have been invited to attend a light breakfast that morning from 8.00am until 9.00am in the Exhibition Lounge Area. Following this they will participate as a walk-through visitor to the exhibition. Please note that some of the local event organisers have been included in the PSA stream Pre-scheduled appointments will commence at 9.10am Appointments will be 15 minutes in duration followed by a two minute move time to the next appointment Announcements will be made, via loud speaker, at the end of each appointment Agenda Please refer to page 3 of this manual for a program for Monday 5 August 2013. Exhibition Booths Each exhibitor has been assigned an exhibition company to build your booth and also provide any additional equipment that you may require, i.e. power, audio-visual, plants, extra furniture etc. The coordinator for Adelaide Expo Hire is Cameron Best T: 08 8350 2321 and the coordinator for Renniks Exhibitions is Samara Rainsford T: 08 8292 3911. Adelaide Expo Hire and Renniks Exhibitions will contact all exhibitors to advise of their nominated zone and enquire if exhibitors require any assistance for the booth build. Deliveries Please refer to the Adelaide Convention Centre Exhibition Handbook as found in the Exhibitor Zone for detailed information in regards to deliveries. Please use the delivery label when forwarding deliveries to your stand. Delivery items will not be accepted at the Adelaide Convention Centre loading dock prior to move in day. 1
Coffee Stations There will be a break in the Pre-scheduled Appointment Stream for Morning and Afternoon Tea and Lunch to be served. Refreshments are provided for exhibitors at the allocated Morning and Afternoon Tea times and stations. You are permitted to bring water with you. Destination SA Welcome Reception Sunday 4 August 2013 The Welcome Reception for Destination SA will be on the Riverbank Lawns in front of the Adelaide Convention Centre on Sunday 4 August, 6:30pm - 8:30pm. Business Exchange Day Lunch Monday 5 August 2013 The Pre-scheduled Appointments will cease for lunch. Lunch will commence from 12.20pm and conclude at 1.20pm. Lunch will be held in Hall J in the Lounge area. Remember this time period is an ideal opportunity for networking amongst other exhibitors and hosted guests. At any time if you would like an introduction please speak to an Adelaide Convention Bureau staff member. It is essential that guests of exhibitors are to register upon entering the exhibition to gain entry to lunch. These guests will be allowed access into the Exhibition Hall from 12:15pm and we ask that they then vacate the Hall by 1.25pm to allow the continuation of the Pre-scheduled Appointments. Destination SA Dinner Monday 5 August 2013 The Destination SA Dinner will be held at the Adelaide Entertainment Centre on Monday 5 August, 7.00pm - 11.00pm. Mobile Phones Could we please request all exhibitors to switch off their mobile phones during the appointment schedules with the hosted guests. Noise Level In the interest of delegates, fellow exhibitors and the overall exhibition, it is imperative that the noise levels are kept to an acceptable volume. Those exhibitors planning an audiovisual presentation should keep the volume levels at a non-interfering level. Non Smoking The Adelaide Convention Centre is a non-smoking facility. Security The Adelaide Convention Centre provides 24-hour security that does regular patrols of each building. Should you have specific requirements, additional arrangements will need to be made direct with the Centre. An Adelaide Convention Centre security guard will be in attendance for the move-in and move-out period. Car Parking Please refer to the Adelaide Convention Centre Exhibition Handbook for further information. Electrical Testing & Tagging It is a requirement of the Adelaide Convention Centre that any electrical equipment entering their building complies with the AS3760 and relevant South Australian Work Health Safety legislation. The outward sign of compliance with the Act will be the equipment bearing an electrical test tag. Unauthorised Visitors No visitors will be allowed into the Exhibition unless they have registered. Unsolicited Business There is to be no business conducted by a company or representatives not registered as exhibitors over the Business Events Exchange. Unsolicited business is strictly prohibited and the Adelaide Convention Bureau will be monitoring this throughout the show. Exhibitors are asked to immediately advise Adelaide Convention Bureau staff or Security of anyone soliciting for business during the Exhibition. 2
Adelaide Convention Bureau Staff The Adelaide Convention Bureau will be staffing Destination SA 2013 to oversee the smooth running of the event. Lisa Hodshon is the main contact leading up to and during the exhibition. If there are any queries which need addressing please do not hesitate to contact Lisa to assist. Phone: 08 8237 0100 or lisa@adelaideconvention.com.au. Dress Standards Exhibition Day - Business Attire Welcome Reception - Business Attire Destination SA Dinner - Dinner Attire Hosted Guests Cancellations/Addendums In case of last minute hosted guest cancellations, you will receive on the day of the Exhibi tion an addendum stating which hosted guests will no longer be attending. Please cross reference the addendum form to your PSA stream to note if you will then have a free appointment. Final Note The Adelaide Convention Bureau looks forward to working with members to further strengthen positive client relationships and business for the destination. We wish you well and thank you for your contribution to the exhibition. 7.30am Exhibitors allowed access 8.30am Exhibition opens 9.10am 1st appt commences 9.25am 1st appt ends 9.27am 2nd appt commences 9.42am 2nd appt ends 9.44am 3rd appt commences 9.44am 3rd appt commences 9.59am 3rd appt ends 10.01am 4th appt commences 10.16am 4th appt ends 10.18am 5th appt commences 10.33am 5th appt ends 10.35am Morning Tea commences 10.50am Morning Tea ends 10.52am 6th appt commences 11.07am 6th appt ends 11.09am 7th appt commences 11.24am 7th appt ends 11.26am 8th appt commences 11.41am 8th appt ends 11.43am 9th appt commences 11.58am 9th appt ends 6.00pm Exhibitors must vacate 12.00pm 10th appt commences 12.15pm 10th appt ends 12.20pm Lunch commences 1.20pm Lunch ends 1.25pm 11th appt commences 1.25pm 11th appt commences 1.40pm 11th appt ends 1.42pm 12th appt commences 1.57pm 12th appt ends 1.59pm 13th appt commences 2.14pm 13th appt ends 2.16pm 14th appt commences 2.31pm 14th appt ends 2.33pm 15th appt commences 2.48pm 15th appt ends 2.50pm 16th appt commences 3.05pm 16th appt ends 3.15pm Afternoon Tea/Wine Tasting commences 3.55pm Afternoon Tea/Wine Tasting ends 4.00pm Exhibition closes 4.00pm - 6.00pm Exhibition packdown 3
1. Acceptance of Application: The application of the Exhibitor to exhibit and Sponsors to sponsor is an offer which is accepted by the banking by the Organiser of the Exhibition of the amount payable on the making of the application. 2. Liability / Insurance: In the event of industrial disruptions or natural disasters, Adelaide Convention Bureau and All Occasions Group cannot accept responsibility for any financial or other losses incurred by the delegates. Nor can Adelaide Convention Bureau or All Occasions Group take responsibility for injury or damage to persons or property occurring during the Exhibition. All insurance including medical cover and for expenses incurred in the event of the cancellation of the Exhibition is the individual delegate s responsibility. The policy should include loss of fees/deposits through cancellation of your participation in the conference, or through the cancellation of the Exhibition 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 conference managers 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 Exhibition. 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. 3. Implied Warranties: In the event any statute implies any term, condition or warranty in this agreement which cannot be lawfully excluded, such terms will apply to this agreement, save that the liability of the Organiser and each of them for breach of any such implied terms will be limited, at the option of the Organisers, to any one or more of the following:- the replacement of goods to which the breach relates or the supply of equivalent goods;- the repair of such goods- the payment of the cost of replacing the goods or of acquiring equivalent goods; or- the payment of the cost of having the goods repaired. 4. Consequential Damage: The Organiser will not be liable for any indirect or consequential damages arising out of a breach of this Exhibition agreement. 5. Booth Rules:(a) No advertising material, such as banners are allowed outside the designated booth area. (b) Excessive noise that inconveniences other exhibitors will not be allowed.(c) No obstruction of any form in the aisles and walkways. (d) While companies are encouraged to pursue novel methods of attracting people with their stand, practices disadvantaging other companies or detracting from the Exhibition will be discouraged. 6. Additional Conditions and Regulations: The Exhibitor/Sponsor and the servants, agents, contractors and invitees of the Exhibitor are also to observe the conditions, rules, regulations and procedures as set out in the Adelaide Convention Centre Exhibition Handbook. 7. Variations: The Organiser may in the event of any circumstance which renders it necessary vary the booth or stand space allocation and the Exhibitor will accept such re-allocation with any claim for a reduction in charges or otherwise. 8. Unavoidable Occurrences: In the event that the Exhibition is cancelled or delayed through no fault of the Organiser, the Venue Manager, or the Sponsors including but not limited to fire, flood, labour disputes, natural disasters, acts of God, civil disorders, riots, insurrections, work stoppages, slow downs or disputes, or other similar events then the Exhibitor/Sponsor shall not be entitled to any refund or claim for any loss of damage. 9. Assignments and Subletting: No exhibitor shall assign, sublet or share the while of any part of the space booth allotted without the knowledge and consent of the Organiser. 10. Hours: The Organiser shall determine the hours during which the Exhibitors shall be conducted and as to hours of access for Exhibitors including variations of such times as shall be necessary. 11. Cancellation Policy: In case of cancellation, notification in writing should be send prior to the exhibition open date to the Conference Organiser, Lisa Hodshon at Adelaide Convention Bureau. Unless that particular area of the exhibition is resold the Committee reserve the right to retain monies received. 4
Destination SA 2013 is brought to you and hosted by For further information please contact Adelaide Convention Bureau Lisa Hodshon Project and Events Officer Tel +61 (0)8 8237 0100 lisa@adelaideconvention.com.au www.adelaideconvention.com.au Proudly supported by: