ACSA NATIONAL SUMMIT Exhibition Manual CAIRNS 12 14 September BOOK A BOOTH OR SPONSORSHIP PACKAGE TODAY www.acsanationalsummit.com.au
CONTENTS Introduction... 1 Summit Venue... 2 Loading Dock Bookings... 2 Exhibition Contractor... 2 Summit Manager... 2 Trade Exhibition Location... 2 Exhibition Catering... 2 Registration Desk and Trade Exhibiton Opening Hours... 3 High Visibility Safety Clothing... 3 Exhibition Booth Inclusions... 3 Exhibition Booth Inclusions (Cont.)... 4 Custom Design Booth / Raw Space... 4 Venue Additional Services... 4 Rigging... 4 Deliveries and Loading Dock Details... 5 Booth Set Up and Pack Down... 5 Booth Rules... 6 Satchel Insert... 6 Registration... 6 Security... 6 Accommodation... 7 Travel... 7 Liability/ Insurance... 7 Privacy Policy... 7 Checklist... 9
1 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 information for your participation at the ACSA National Summit 2017. To ensure your requirements are met, please carefully read the information in this kit. Accompanying this manual is the Cairns 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 http://www.acsanationalsummit.com.au/ for further details of the summit program, social functions and accommodation. In due course you will be sent a personal link to the online registration site to complete any complimentary registrations, additional exhibitor passes or additional social function tickets for your organisation. THIS MANUAL HAS BEEN PREPARED TO ASSIST YOU WITH THE PLANNING OF YOUR EXHIBITION STAND. EXHIBITOR MANUAL
2 SUMMIT VENUE Cairns Convention Centre Sheridan St & Wharf St, Cairns City, Queensland, Australia, 4870 Exhibitor Services Coordinator: Kate Montgomery Tel: +61 7 4042 4700 Email: kmontgomery@cairnsconvention.com.au LOADING DOCK BOOKINGS Cairns Convention Centre Email: events@cairnsconvention.com.au EXHIBITION CONTRACTOR Moreton Hire Sarah Gillam Tel: +61 7 3010 4360 Email: Sarah.Gillam@moreton.net.au SUMMIT MANAGER All Occasions Group 12 Stirling Street Thebarton, South Australia, Australia, 5031 Phone: +61 8 8125 2206 Email: kellie.thomas@aomevents.com Website: www.acsanationalsummit.com.au TRADE EXHIBITION LOCATION The exhibition will be held in Hall 2, Hall C and Hall D located in the Cairns Convention Centre. EXHIBITION CATERING All catering breaks during the summit will be held in the exhibition area, in addition to the summit Welcome Reception. 12 14 September 2017 CAIRNS CONVENTION CENTRE
3 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 Tuesday 12 th September 7:30 am 5:00pm Tuesday 12th September Exhibitor Move In Welcome Reception 12:00pm 5:00pm 6:00pm 7:00pm Wednesday 13 th September Thursday 14 th September 7:30 am 5:00pm Wednesday 13th September 8:00am 5:00pm 7:30 am 3:30pm Thursday 14th September 8:00am 3:30pm HIGH VISIBILITY SAFETY CLOTHING It is a mandatory requirement that all venue staff, contractors, exhibitors and organiser staff wear high visibility shirts or vests meeting AS/NZS 4602 to minimise risks associated with plant and vehicle movement within the centre and its loading docks during bump in and bump out of events. High visibility clothing must be worn at all times during bump in and out in the following areas: Inside the exhibition halls On the centre s loading docks Anyone not wearing high visibility shirts/clothing will be asked to leave the room and will not be permitted in bump in/out areas or the loading dock until such time as they are wearing the correct clothing. High visibility vests are available for purchase at a cost of $12.00 per vest. Vests can be pre-ordered through the Cairns Convention Centre. EXHIBITION BOOTH INCLUSIONS Standard Booth Inclusions Stand Dimensions Walls Fascia Lights Power Internet 3m x 3m shell scheme 2.4m white high panels Name board 23 watt spotlights on track per shell scheme 4 AMPs of power Complimentary Wi-Fi access EXHIBITOR MANUAL
4 EXHIBITION BOOTH INCLUSIONS (CONT.) 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 Moreton Hire. Additional Requirements For any additional needs including furniture, audio visual and extra lighting please contact Moreton Hire. CUSTOM DESIGN BOOTH / RAW SPACE All exhibitors using booths not of standard construction (custom builds, at your own cost) must contact kellie.thomas@aomevents.com to have the stand approved no later than 11 August 2017. The venue must approve all designs. Please advise the summit organiser if you do not require the provided shell scheme booth (i.e. you have arranged a custom stand, or require raw space only) no later than 11 August 2017. Access to the exhibition hall for custom booth builders is from Monday 11 September 1200 1700 in Halls 2, C and D. All event contractors are required to complete an online site induction prior to completing any works at the Cairns Convention Centre. Note: the induction is not required for exhibitors who are setting up a stand with basic materials (e.g. brochures, merchandise). VENUE ADDITIONAL SERVICES Exhibitors are able to order food and beverages, additional internet services and rigging and cleaning services through the Cairns Convention Centre. Please refer to the Cairns Convention Centre Exhibitor Services Kit for additional information. RIGGING For safety reasons all rigging of overhead banners and signage will be completed by the Cairns Convention Centre and must be pre-arranged with the Centre prior to the build of the exhibition. For further details please email events@cairnsconvention.com.au. 12 14 September 2017 CAIRNS CONVENTION CENTRE
5 DELIVERIES AND LOADING DOCK DETAILS Please refer to the Cairns Convention Centre Exhibitor Services Kit for detailed information in regards to deliveries. Please ensure you include the exhibitor delivery label provided with all deliveries. All event-related items must be delivered by courier or freight forwarder to the loading docks. Cairns Convention Centre and All Occasions Group will not sign possession for goods from couriers on behalf of exhibitors. To avoid issues with the delivery of your goods, always ensure that a representative is onsite to take possession of these goods. Deliveries can only be made during business hours Monday Friday 0900 1700. Should deliveries or pickups be required outside these hours, arrangements can only be made with prior notice. Please advise the event department on events@cairnsconvention.com.au. All deliveries must be delivered to the Cairns Convention Centre loading dock and must be scheduled with the loading dock supervisor. Deliveries arriving without a booking or prior to the allocated move-in period will not be accepted. To book in the delivery of your freight, please contact: events@cairnsconvention.com.au. Please note the Cairns Convention Centre provides delivery of received goods to your booth. This service is provided on a complimentary basis. This applies only to goods not requiring a forklift or specialized lifting equipment. All goods must be collected by the end of the official move out time. It will be the exhibitor s responsibility to ensure all goods are delivered and moved out during the designated times. If you require assistance with freight forwarding, Agility Fairs & Events are our suggested provider. Please contact Kelsi Morrison via telephone on +61 3 9330 9013 or email KMorrison@agility.com for further information. BOOTH SET UP AND PACK DOWN Exhibitors are required to set up exhibition booths from Tuesday 12 September 1200-1700. 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 on Thursday 14 September from 1630 1800. Moreton will be removing furniture and dismantling shell scheme stands from Thursday 14 September 1630 1800. Moreton Hire will provide a test and tag service during exhibitor move in. Please contact the Moreton Hire Service desk in the Exhibition hall to book. EXHIBITOR MANUAL
6 BOOTH RULES No advertising material, such as banners are allowed outside the designated booth area. Excessive noise that inconveniences other exhibitors or the summit will not be allowed. No obstruction of any form in the aisles and walkways. 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 they do not impinge on the activities or space of other exhibitors. Presentation of prizes will not form part of the official summit program, and must be arranged by the exhibitor. Information on conducting a trade lottery promotion in Queensland is available on the Queensland Government website. 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 Management by Friday 11 August 2017 using the enclosed delivery label. We require 600 inserts. Due to space restrictions, only A4 or smaller, brochures/flyers will be packed into the satchel. REGISTRATION Please refer to the personalised Sponsor or Exhibitor confirmation email 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. Once registration is open, you will be provided with the details. SECURITY Please be aware of the following: Exhibitor name badges will be available to be collected from the All Occasions Group Team member in the Exhibition Hall during bump in on Tuesday 12 September. Badges must be worn by all attendees at the summit to gain admittance to the trade exhibition, summit 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. All visitors and contractors requiring access to the exhibition area during bump in and bump out must collect a visitor pass from the registration desk. 12 14 September 2017 CAIRNS CONVENTION CENTRE
7 ACCOMMODATION Please book your accommodation early to avoid disappointment. Bookings can be made during the registration process. For a list of hotels, please refer to the summit website www.acsanationalsummit.com.au. TRAVEL All Occasions Management is pleased to offer the services of our in house travel management company, All Occasions Travel. For flight bookings please email travel@aomevents.com with your departure point and desired arrival and departure dates and times. Please enter ACSA National Summit in the subject header. LIABILITY/ INSURANCE In the event of industrial disruptions or natural disasters, ACSA National Summit, the Organising Committee, and All Occasions Group cannot accept responsibility for any financial or other losses incurred by the attendees. ACSA National Summit, the Organising Committee and the All Occasions Group take no responsibility for injury or damage to persons or property occurring during the summit. All insurance, including medical cover, or expenses incurred in the event of the cancellation of the summit 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 summit, or through the cancellation of the summit 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 summit. The exhibitor will indemnify the organiser s 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 Summit Committee will take all reasonable precautions, to ensure the building is secure. Cairns 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 The All Occasions Group (encompassing All Occasions Management and All Occasions Travel) complies with all legislation which is designed to protect the rights of the individual to privacy of their information, including the Privacy Act 1988 (Cth). Information collected with respect to your registration for participation in this Summit 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 EXHIBITOR MANUAL
8 parties directly related to the Summit including but not limited to the All Occasions Group, venues, accommodation and travel providers (for the purposes of room/travel bookings and Summit options), key sponsors (subject to strict conditions) and other related parties as deemed necessary. It is also usual practice to produce a Delegate List of attendees at the Summit and to include the individual s details in such a list. By completing this 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 email or fax the All Occasions Group on conference@aomevents.com or +61 8 8125 2200. 12 14 September 2017 CAIRNS CONVENTION CENTRE
9 CHECKLIST Below is a check list to help you with planning you attendance at the ACSA National Summit 2017. Please print this page and refer to it regularly to ensure you do not miss an important exhibition deadline. Send the details of your custom display stand or large equipment to the summit organiser at kellie.thomas@aomevents.com for approval no later than 11 August 2017. Forward your satchel insert to All Occasions Group by Friday 11 August 2017 using the enclosed Sponsor/Exhibitor Delivery Label we will require 600 inserts. Notify the summit organiser at kellie.thomas@aomevents.com if you do not require the included shell scheme booth no later than 11 August 2017. In due course you will be sent a personal link to the online registration site to complete any complimentary registrations, additional exhibitor passes or additional social function tickets for your organisation. Please also notify any intentions to share registration by email to kellie.thomas@aomevents.com. Send all Cairns Convention Centre stand catering and additional requirements by no later than Monday 28 August. Send Moreton Hire all fascia, furniture, signage, audio visual and plant order forms by no later than Monday 28 August 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. Arrange for delivery of booth material on Tuesday 12 September 2017. EXHIBITOR MANUAL