EXHIBITION MANUAL radar2018.org Exhibition Manual 1
This Manual has been prepared by Arinex Pty Ltd, Sponsorship & Exhibitions Division, Appointed Conference Managers of the International Conference on (). CONTACTS EXHIBITION COODINATOR Conference Managers Arinex Pty Ltd Contact Telephone Facsimile Email Brittany Hull +61 7 3226 2800 +61 2 9267 5443 bhull@arinex.com.au ACCOMMODATION Conference Managers Arinex Pty Ltd Contact Telephone Facsimile Email Delegate Services Department + 61 2 9265 0700 +61 2 9267 5443 radar2018@arinex.com.au SHELL SCHEME / ELECTRICAL / AUDIO VISUAL / COMPUTER REQUIREMENTS Exponet Contact Telephone Email Website Exhibitor Services Department +16 2 9645 7070 esd@exponet.com.au www.exponet.com.au EXHIBITION MATERIALS HANDLING/ STORAGE FREIGHT FORWARDING & SHIPPING Agility Fairs & Events Contact Telephone Email Rebecca Ledwell +16 2 8755 8805 agility@bcec.com.au CONFERENCE & EXHIBITION VENUE Brisbane Conference and Exhibition Centre Contact Telephone Email Website Exhibitor Services Department +61 7 3308 3134 exhibitorservices@bcec.com.au www.bcec.com.au Exhibition Manual 2
TABLE OF CONTENTS EXHIBITION CHECK LIST... 4 Deliveries to venue... 5 Move- in schedule: Moday 27 August... 5 Exhibition open hours: Tuesday 28 August... 5 Exhibition open hours: Wednesday 29 August... 6 Exhibition open hours: Thursday 30 August... 6 Move-out schedule: Thursdsay 30 August... 6 CUSTOM BUILD STANDS... 9 Flooring... 9 Electrical / lighting requirements... 9 Exhibition staff name badges... 10 Complimentary exhibition registration... 10 Additional exhibitor registration... 10 FREIGHT INFORMATION... 11 LOADING DOCK ACCESS POLICY... 11 Storage... 12 Audio visual... 12 Car parking... 12 Electrical testing and tagging requirements... 12 Fire regulations... 13 First aid... 13 Food & beverage regulations... 13 Cleaning... 14 WIFI ACCESS... 14 PROGRAM... 14 SOCIAL PROGRAM... 14 ACCOMMODATION... 15 COMPETITIONS / PRIZES / GIVEAWAYS... 15 Insurance / product and public liability... 15 Indemnity... 16 Payment, booking conditions & cancellations... 16 Security... 16 Rules of exhibiting... 16 Exhibition Manual 3
EXHIBITION CHECK LIST Plan your experience and maximise your opportunities To assist with your pre-planning, the following checklist is provided as a guide to assist in ensuring all important operational items are actioned and deadlines are met. Please adhere to these deadlines to ensure smooth planning and operation of the entire event. ACTION DUE DATE NOTES RETURN TO Logo and Company profile DUE NOW bhull@arinex.com.au Final Payment 25 May 2018 bhull@arinex.com.au COMPLETE Exhibitor Registration Stand information / Fascia Sign / Electrical / Furniture / AV Order Forms Public Liability & Indemnity Form Additional Exhibitor Registration Form Accommodation Booking Freight Forwarding/ Materials Handling Order Form 13 August 2018 To register click here 13 August 2018 Exponet will contact you directly 13 August 2018 See attachments for indemnity form 13 August 2018 For additional registrations click here. See page 12 for further information 13 August 2018 To book accommodation click here esd@exponet.com.au bhull@arinex.com.au bhull@arinex.com.au radar2018@arinex.com.au 13 August 2018 agility@bcec.com.au Exhibition Manual 4
REGISTRATION DESK A Registration Desk will be located on the Boulevard level at the Brisbane Exhibition & Convention Centre (BCEC) and will be open on the following days and times: Monday 27 August 2018 0800-1600 Tuesday 28 August 2018 0800-1600 Wednesday 29 August 2018 0800-1600 Thursday 30 August 2018 0800-1600 EXHIBITION TIMETABLE Times are accurate at date of publication, however are subject to change. When booking flights and accommodation, please note these times and dates may change slightly. For updated times and dates, please liaise with the Exhibition Manager. For a detailed copy of the scientific program, please click here. DELIVERIES TO VENUE: FRIDAY 24 AUGUST 0900-1600 Pre-arranged exhibition deliveries brochures, merchandise, signage etc. MOVE- IN SCHEDULE: MONDAY 27 AUGUST 0700 ExpoNet access to build stands 1000-1300 Custom Stand Contractor Build (access only for those constructing/building stands not exhibiting company employees dressing stands) 1300 Exhibition staff access to dress stands 1630 Finalising and cleaning of stands. All stands must be completed by 1700 1700-1900 Exhibition Open / Delegate Welcome Reception (Boulevard Auditorium Foyer) EXHIBITION OPEN HOURS: TUESDAY 28 AUGUST 0800 Exhibition staff early bird access to set up stands, restock brochures 0900-1700 Exhibition operational times 0900-0930 Opening Ceremony (Boulevard Auditorium) 0930-1030 Plenary sessions (Boulevard Auditorium) 1000 Exhibitor morning tea served 1030-1100 Morning tea served in the exhibition area 1100-1200 Concurrent sessions (Boulevard Auditorium) 1130 Exhibitor lunch served 1200-1300 Lunch served in the exhibition area 1300-1500 Concurrent sessions (Boulevard Auditorium) 1430 Exhibitor afternoon tea served 1500-1530 Afternoon tea served in the exhibition area Exhibition Manual 5
1530-1700 Concurrent sessions (Boulevard Auditorium) 1700 Exhibition closed for the day EXHIBITION OPEN HOURS: WEDNESDAY 29 AUGUST 0800 Exhibition staff early bird access to set up stands, restock brochures 0830-1700 Exhibition operational times 0830-1030 Plenary sessions (Boulevard Auditorium) 1000 Exhibitor morning tea served 1030-1100 Morning tea served in the exhibition area 1100-1200 Concurrent sessions (Boulevard Auditorium) 1130 Exhibitor lunch served 1200-1300 Lunch served in the exhibition area 1300-1500 Concurrent sessions (Boulevard Auditorium) 1630 Exhibitor afternoon tea served 1500-1530 Afternoon tea served in the exhibition area 1530-1700 Concurrent sessions (Boulevard Auditorium) 1700 Exhibition closed for the day 1900-2230 Conference Dinner *Note not included in exhibitor registration. EXHIBITION OPEN HOURS: THURSDAY 30 AUGUST 0830 Exhibition staff early bird access to set up stands, restock brochures 0900-1300 Exhibition operational times 0900 1000 Plenary sessions (Boulevard Auditorium) 0930 Exhibitor morning tea served 1000-1030 Morning tea served in the exhibition area 1030-1210 Concurrent sessions (Boulevard Auditorium) 1140 Exhibitor lunch served 1210-1300 Lunch served in the exhibition area 1300 Exhibition FINAL CLOSE MOVE-OUT SCHEDULE: THURSDAY 30 AUGUST 1300-1600 Exhibitors to remove promotional items from stand walls and personal items from furniture. Package and label goods for collection by appointed courier company 1330 Courier and freight contractors allowed entry to pick-up goods being removed from stands 1600 Stand contractors access to dismantle stands and other equipment Exhibition Manual 6
NOTE: Please ensure all valuable items are removed from hire furniture and all posters are removed from walls by 1600. Items remaining in the exhibition area after this time may be freighted off-site at the expense of the exhibitor or disposed of by the venue. Exhibition Manual 7
FLOOR PLAN Please note this floor plan is correct as at 4 April 2018. The Exhibition Managers retain the right to change the floor plan and rearrange stand locations if required. Exhibition Manual
SHELL SCHEME STAND DETAILS Exhibitors who have purchased the shell scheme option will receive the following in their package: The following are included in your shell scheme booth package SHELL SCHEME 3m wide x 2m deep, 2.4m high A 220mm deep white panel with 90mm black vinyl cut lettering. FASCIA SIGNAGE The clear height under the fascia is 2110mm. Fascia will be provided to all open sides and, where necessary, will be supported on 40mm square aluminium supports. WALLS 2360mm high white octanorm walls in a 40mm x 40mm aluminium frame. Each wall panel is 970mm wide. Visual size for putting posters on the white panels is 950mm wide x 2340mm high. FLOORING The venue is already carpeted. Custom flooring may be arranged through Exponet if required. POWER & LIGHTING 2 x spotlights & 1 x power point. ITEMS WHICH CAN BE USED The walls are octanorm. Velcro strips are recommended to affix items to walls. No nails, staples, screws or glue are to be used. Damage to panels will be charged to the exhibitor. Shelving may also be ordered for an additional cost. Please note: furniture is not included in your booth package. Please contact ExpoNet to order furniture. Exhibition Manual 8
CUSTOM BUILD STANDS Exhibitors installing custom designed stands must email the contact details of their appointed stand contractor, together with stand design specifications, to the Exhibition Coordinator, at bhull@arinex.com.au by 27 July 2018. The Exhibition Coordinator will provide written approval or advise of any modifications or changes that are required. Unless otherwise stated, exhibitors are responsible for making their own arrangements for services required. It is the responsibility of all exhibitors to ensure their contractors or agents are familiar with the rules & regulations of the Brisbane Convention and Exhibition Centre. Please refer to the attachments for custom stand design specifications. BUILD HEIGHT The maximum build height for the Brisbane Conference and Exhibition Centre is 14m. FLOORING The venue is already carpeted. If you would like to arrange custom flooring, please contact ExpoNet. ELECTRICAL / LIGHTING REQUIREMENTS Custom Designed Stands/Space Only If you have purchased a raw space option and are therefore installing a custom designed stand, lights and power are not provided. To order electricity you must contact Exponet, the official electrical contractor, by 27 July 2018. If you are installing any form of equipment on your stand, please ensure you order adequate power. This will alleviate any power surges that may occur due to inadequate power supply. If you are unsure of the level of electrics you require, or if you require electrical converters, please contact Exponet. Exhibition Manual 9
EXHIBITOR REGISTRATIONS AND NAME BADGES EXHIBITION STAFF NAME BADGES All Exhibition Staff will be issued with name badges if you have pre-registered online using the instructions below. In the interest of security, name badges must be worn at all times and must be clearly visible. Please note access to the Exhibition venue will be denied without the correct identification. COMPLIMENTARY EXHIBITION REGISTRATION PROMO CODE: EXHIB2018 Each company will receive two (2) exhibition staff passes for every 6m 2 booth/space. The Exhibitor Registration includes: Name Badge Entrance to the exhibition Welcome Reception Delegate list (provided onsite) Lunch, morning and afternoon tea (to be served in the exhibition area) ADDITIONAL EXHIBITOR REGISTRATION - $450 Exhibitors may purchase Additional Exhibitor Registrations if they require more passes than their included entitlements. The Additional Exhibitor Registration includes: Name Badge Entrance to the exhibition Welcome Reception Delegate list (provided onsite) Lunch, morning and afternoon tea (to be served in the exhibition area) HOW TO REGISTER 1. To redeem your complimentary exhibition staff passes or to purchase additional exhibition staff passes, please click here. 2. In the Promo Code section of the registration form please enter the code EXHIB2018. Please note, exhibitors have the choice to nominate whether their name badges are printed with personal and company name OR company name only. Any staff required to work on your stand, in addition to the nominated exhibitor representatives, must purchase an additional exhibitor pass. Badges will be available for collection at the Conference from the Registration Desk, located at the Boulevard Registration Desk, Brisbane Convention and Exhibition Centre. Exhibition Manual 10
VENUE ACCESS & DELIVERY DETAILS EXHIBITOR DELIVERIES For your convenience, a delivery label is included in the attachments section of this manual. Please ensure you attach this to every item being delivered to the venue. The venue will not accept deliveries until Friday 24 August 2018. SPONSORS PLEASE NOTE: If you are entitled to provide material for inclusion in the delegate satchels, please ensure you DO NOT USE the exhibition delivery label. A separate label for satchel inserts will be provided to all sponsors by the Sponsorship Manager in due course. You must ensure items intended as a satchel insert are packed and labelled separately from your exhibition display materials. FREIGHT INFORMATION Our preferred freight service provider is Agility. For your convenience please find a freight booking form in the attachments section of this manual. Please contact Agility for a quote or for any freight queries. Agility specialises in exhibition freight forwarding - both domestic and international. Agility can ensure that your product, display & merchandise are in the right place, at the right time, providing a complete transport, materials handling & 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. Agility Fairs & Events offers the following services: All local, interstate and international transport services including delivery onto each exhibitors' stand at the venue. Storage of early consignments, packing materials during the exhibition and storage after the exhibition For international exhibitors, a comprehensive international freight forwarding service tailored to each particular exhibitor s requirements. In the meantime, for any queries please contact: Agility Fairs & Events Rebecca Ledwell Tel: 02 8755 8805 E-mail: rledwell@agility.com PLEASE NOTE: The show bumps in on very tight parameters and deliveries will not be accepted at the venue earlier. Furthermore, all freight must be removed from the venue the same night as show close no exceptions. For these reasons, we highly recommend using Agility as their service is door-tostand 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. LOADING DOCK ACCESS POLICY All traffic accessing the service road and loading docks must enter from Glenelg Street, South Brisbane and exit via Melbourne Street. Movement of vehicles on the service road is strictly one way. Vehicles may only remain on the loading dock or the service road for a period of 15 minutes unless prior arrangement is made with the BCEC Event Planning Manager. Vehicles are not Exhibition Manual 11
permitted to park on the loading dock at any other time. Abandoned vehicles or those exceeding the unload time period may be towed from site if they are hindering access to the loading area. Vehicles and contents are the responsibility of the owner while on the loading dock. Parking for contractors, production companies and workers is available in the car park via Merivale Street. See car parking information below. SAFETY VESTS All organisers, contractors and exhibitors and their staff must wear safety vests and closed in shoes whilst on the loading dock, service road or in the exhibition hall during the construction, bump in and bump out of events. Vehicle drivers and offsiders or passengers utilising the service road or dock areas, who intend to exit their vehicle, are required to wear a safety vest or approved hi-visibility clothing for safety purposes. STORAGE There will be limited 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. 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 SECTION OF THE TRANSPORT FORM (included in this manual) and return it to Agility at least 1 week prior to the show AUDIO VISUAL Audio visual equipment for exhibition stands may be hired from Exponet. Contact details are located in the Directory of Contacts located at the front of this manual. CAR PARKING The Centre provides undercover parking for 1500 vehicles, with direct lift access to the Centre's convention and exhibition facilities. The flat rate for exhibitor parking is $15.00 per day/per vehicle. To receive the discounted rate, exhibitors are required to present their exhibitor name badge and the car park ticket received on entry to an Information Desk or the Exhibitor Services Office. ELECTRICAL TESTING AND TAGGING REQUIREMENTS All electrical equipment entering the BCEC must comply with the Australian Standards. All electrical equipment used, including equipment brought in to the building by contractors or third parties must be tagged and tested. The outward sign of compliance with the Act will be the equipment s electrical test tag, compliant with AS3760: 2003. The BCEC reserves the right to inspect and remove or replace any electrical equipment not complying with the Act. Power cords which are detachable, such as IEC leads, extension leads and power boards are separate items and need to be tested independently from the equipment they are supplied with. To have your items tested and tagged please contact your local electrician or arrange for an electrical contractor to visit you onsite. Exhibition Manual 12
FIRE REGULATIONS For your safety make sure you know the location of the nearest emergency exits, firefighting equipment and emergency warning systems within the BCEC. In case of a fire, only use equipment and fight a fire if you have been trained to do so. In the event of an emergency there are two tones to warn of a fire or other situation which may require evacuation of the site. ALERT TONE: beep, beep, beep. This means, stop what you are doing and await further instructions as to whether an evacuation will be required. EVACUATION TONE: whoop, whoop, whoop. Remain calm and evacuate directly and quickly to the assembly area through emergency exits as directed by the Emergency Wardens. The BCEC assembly point is located on the grass area at the corner of Merivale and Glenelg Streets, South Brisbane (South Bank TAFE site). FIRST AID In a situation where urgent first aid is required then the BCEC security team should be notified by dialling 8 on an in-house telephone or use your mobile phone and dial triple zero or (07) 3308 3035 on your mobile. Notwithstanding this, contractors and organisers should endeavour to provide adequate first aid personnel and supplies when they attend the site to cater for their own medical requirements and that of their workers. FOOD & BEVERAGE REGULATIONS For safety reasons, alcoholic beverages are strictly prohibited within the Exhibition (excluding official functions arranged by the organisers). This includes the period of move-in and move-out as well as during the Exhibition. Any exhibitor wishing to serve alcohol, beverages and/or food as on stand hospitality must advise the Exhibition Managers who will seek approval from the venue before responding. Exhibitors intending to distribute samples of food or drink to the public need to comply with the following health requirements: Perishable packaged foods are required to be refrigerated. Where unpacked food is to be given away, openly stored, displayed and handled, the following facilities and services must be provided: 1. A hand basin with hot and cold water. 2. A refrigerated display and/or storage cabinet if food is perishable. 3. Glass or perspex screens or sneeze guards to protect food from contamination. 4. A washable impervious floor e.g. sheet vinyl. Where serving implements or utensils are used, a separate sink with hot and cold water will be required. Where drainage and water is required, stands must be located with access to the appropriate service pits. All eating and drinking utensils must be disposable (for example: paper cups, plastic spoons, plastic wine glasses) and must not be reused. When food or drink samples are given away for promotional purposes, they must be offered in such a manner as to avoid being handled by the public (e.g. apportioned and toothpicks inserted). Food should be protected from contamination, for example: use of trays provided with Exhibition Manual 13
fitted plastic covers. Condiments such as sauce, mustard etc., are to be contained in squeeze type dispensers or in individual sealed packs. For anything other than food related exhibitions, cooking of food by exhibitors is prohibited unless approved by BCEC management. Each case will be considered on its merits in conjunction with the type and quality of food being cooked and the method used to remove any cooking odours. Early consultation with the BCEC management is mandatory. Exhibitors promoting food and/or drink must provide receptacles for the collection of rubbish in suitable locations. Such receptacles shall be located at or near the stand and the contents shall be disposed of in a manner approved by the BCEC management. All stands involved in the presentation of food and beverages must also abide by current Queensland legislation, Hazard Analysis Critical Control Point (HACCP) system and as per the NCC section TAS H102 F1. Extra charges may be imposed for the cleaning of wet areas and the disposal of food waste. CLEANING The cleaning of general aisle ways is included in the cost of Exhibition space. Please ensure that the area around your display is kept as clean as possible at all times. Any rubbish or small boxes placed outside your display stand (in the general aisle ways) will be removed by cleaning staff at the close of the Exhibition each day. If you require specific individual stand cleaning this may be carried out by the venue at extra charge. To pre-book this service, contact the venue exhibitorservices@bcec.com.au. WIFI ACCESS BCEC offers complimentary Wi-Fi throughout the centre. The network name is BCECLINK and requires no password. The complimentary service is suitable for email, social media and basic internet browsing. It is not suitable for streaming video such as Skype. Internet Packages are available to purchase for an additional cost. Please contact exhibitorservices@bcec.com.au to arrange. PROGRAM The detailed Conference program is available to download from the Conference website radar2018.org/program/. Program Book Exhibitors will receive a copy of the program book in their satchel bag upon arrival at the Conference. SOCIAL PROGRAM The following social functions are included in your complimentary and additional exhibitor registrations: Date Location Welcome Reception Monday 27 August 1700-1900 Boulevard Auditorium Foyer To purchase additional tickets for the above please visit radar2018.org/ Please note that the Conference Dinner is not included in the Exhibitor Registration however, tickets are available for purchase. Exhibition Manual 14
ACCOMMODATION Whether booking for individuals or groups, enjoy the convenience of organising your accommodation requirements through the Exhibition Managers. Benefit from: a streamlined booking process a choice of competitively priced quality hotels coordination of specialist hotel services (eg: meeting rooms, group check in, gift delivery to rooms) Flexibility to cancel or change your booking up to 30 days out from the Conference For further information on accommodation, please visit the Conference website at radar2018.org/accommodation/. COMPETITIONS / PRIZES / GIVEAWAYS One of the keys to a successful exhibition stand is interaction. Exhibitors are encouraged to introduce prize draws, guessing competitions and product giveaways to maximise your impact. Examples of giveaway items appear below: ACCEPTED ITEMS City Souvenirs Writing pens, mouse mats, novelty items Coffee mugs, plastic drink bottles Caps, T-Shirts, chocolates, carry bags PROHIBITED ITEMS Helium Balloons Stickers or Decals Tobacco Products Need some promotional items? We are here to help! The Exhibition Managers are able to suggest items and coordinate production on your behalf which can greatly reduce your freight and transportation costs. Contact the Exhibition Coordinator to discuss your requirements bhull@arinex.com.au. Any competition, trade promotion or art union conducted at or in conjunction with an exhibitors' stand must comply with the Charitable and Non-Profit Gaming Act 1999, Regulations and Rules (Qld). Prize Draws / Lotteries: For information regarding the rules and regulations relating to operating a competition or prize giveaway in Queensland contact the Queensland Office of Gaming Regulation on Tel: +61 7 3872 0999 or Email: info@qogr.qld.gov.au or refer to their website at www.qogr.qld.gov.au. Exhibitors may not sell tickets for lotteries, raffles or competitions without the consent of the appropriate authorities and the Exhibition Managers. Written details must be provided to the Exhibition Managers by 27 July 2018 advising of the nature of any competitions taking place on your display. INSURANCE / PRODUCT AND PUBLIC LIABILITY Exhibitors must arrange adequate insurance cover for their stand, products and personnel. This must include the move-in and move-out times of the Exhibition as well as for the duration of the Exhibition. Public liability insurance must also be included to the minimum value of A$20 million. Each exhibitor must forward a Certificate of Currency of their public liability insurance to the Exhibition Coordinator prior to 27 July 2018. Exhibition Manual 15
INDEMNITY Every exhibitor is required to complete the Indemnity Form located in the attachments section of this manual, indemnifying the Exhibition Managers as organiser against damage to the venue and public liability. PAYMENT, BOOKING CONDITIONS & CANCELLATIONS In the event of cancellation, a service fee of A$1,000 applies for each 6m 2 of space cancelled prior to 25 May 2018. No refunds will be made for cancellations after this date. Any space not claimed and occupied before 1700 on Monday 27 August 2018 may be reassigned without refund. The Exhibition Managers reserve the right to rearrange the floor plan and/or relocate any exhibit without notice. The Exhibition Managers will not discount or refund for any facilities not used or not required. SECURITY Exhibitors must make provisions for the safeguarding of their goods, materials, equipment and displays at all times. Please be security conscious, do not leave bags, purses, laptops or any easily portable items unattended at any time in your stand. Please remember, the Exhibition Managers will not be held responsible for lost or damaged property. You are urged to maintain full insurance coverage for damage or loss of your property. RULES OF EXHIBITING All demonstrations or other promotional activities, e.g. literature handouts, must be confined to your exhibit space and at no time will be allowed to be located in or distributed from other locations in the Exhibition or the venue generally. No exhibitor will be allowed to display signs in any of the common areas of the Brisbane Convention and Exhibition Centre unless participating in a program sponsored by the Exhibition Managers. Aisles should not be obstructed in any way. Stand personnel, including promotional staff, etc., are not allowed to distribute literature or promotional items of any kind outside the confines of the contracted exhibit space. This restriction includes areas outside the Brisbane Convention and Exhibition Centre. Sufficient space must be provided within the stand for the comfort and safety of persons watching demonstrations and other promotional activities. If large crowds gather to watch a demonstration and interfere with the flow of aisle traffic, Exhibition Managers have the responsibility, as per fire regulations, to resolve the situation. The exhibitor will be required to provide rope and stanchion or security personnel, to direct traffic, at the exhibitor's expense, or the presentation will be terminated. Demonstration tables must be placed a minimum of one metre from the aisle line of your exhibition stand. The Exhibition Managers reserve the right to restrict exhibits which, because of noise, method of operation, materials or any other reason, become objectionable. Exhibition Managers may prohibit or remove any exhibit which, in the opinion of the Exhibition Managers, detracts from the general character of the Exhibition as a whole, or consists of products or services inconsistent with the purpose of the Exhibition. If in doubt, please call the Exhibition Managers in advance of the Exhibition to discuss your exhibit. The above restrictions include people, props, conduct, printed matter and anything of a character which the Exhibition Managers determine is objectionable or inappropriate for any reason. Exhibitors may not sell or distribute food/ beverages or tobacco. Exhibition Manual 16
No animals may be displayed as part of the exhibit stand or brought into the Exhibition. Vision or hearing impaired persons will be granted permission for trained guide dogs. Please alert the Exhibition Managers, in writing, of any promotional items to be given away at your stand. The Exhibition Managers reserve the right to deny permission for promotional items deemed objectionable or inappropriate. The Brisbane Convention and Exhibition Centre prohibits the use of helium balloons distributed or used for display purposes within the exhibit halls. No adhesive backed decals are to be given out or used within the exhibit halls. No exceptions will be allowed. Exhibition Manual 17
ATTACHMENTS SECTION Exhibition Manual 18
Benefits of Using Agility Fairs & Events for your Exhibition Logistics Participating in a trade show or exhibition? The next step is to arrange transport & logistics of your goods to the show. Transport and freight may be one of your last considerations when participating in an exhibition. However, it is critical to the success of the show, given that if your display goods do not arrive or arrive damaged your investment in the show is wasted. Choose your transport provider wisely. We have been appointed as the official and preferred logistics company by the organizer for their shows. Common Carrier Is your transport carrier a specialized exhibition logistics provider with over 20 year s industry experience? Does your transport carrier provide an all inclusive service door to stand and everything in between? Will your transport company deliver and collect after hours and on weekends? Benefits of using Agility Convenient, one-stop-shop service for all your exhibition logistics. We are a specialized exhibition logistics provider, not a common carrier. In fact, exhibitions are our only business! Does your transport company provide a dedicated Exhibition Coordinator as a single point of contact to work with you at every step for the duration of the entire show? Does your transport company provide sample consignment notes to assist you with pick up requirements and provide specific exhibition labels to attach to your freight? Does your transport company monitor your freight s daily movements in the supply chain - from the time of pick up to delivery at your stand? We work as a team with the expo organizer, the venue and other service providers, to offer you a seamless service through collaborative efforts. As the official logistics contractor, we have the ability to secure early delivery into the venue, to ensure your goods arrive as early as possible giving you more time to set up your stand. Does your transport company work with the show organizers to develop move in schedules to minimize delays on the loading dock? Does your transport company provide forklifts, pallet jacks and trolleys on site during move in and move out? You don t need to be there to accept delivery. Our Site Manager and team will be on-site to accept delivery of your goods, unload, disburse and deliver your freight to your stand in readiness for your arrival. Does your transport company have a Site Manager at the venue to accept delivery of your goods, unload them and deliver to your stand in readiness for your arrival? Does your carrier work outside of normal business hours and on weekends, to meet tight exhibition deadlines to ensure your goods are taken care of? We understand that post shows, there are flights to catch, clients to meet or you are just tired and wish to retreat for the day. Once move out arrangements are confirmed with us, you are free to leave the exhibition. Can provide experienced labour to assist in the build-up of your stand? If using your own transport company You need to be present at time of delivery to sign for your goods. Transport companies generally will not release the goods unless an authorized representative signs as proof of delivery. This may alter your travel plans if you were not planning to be at the event until later and may also result in additional costs such as travel and accommodation. It may also delay the delivery of your freight to the stand. For liability reasons, Agility staff cannot sign on your behalf. If your truck is delayed in the queue at the loading dock, it is likely that you will be charged waiting fees (demurrage). This may add significantly to your overall transport costs. Common carriers only handle door to door transport. You will be responsible for packing your freight, shrink-wrapping and securing your goods, affixing labels, completing consignment notes and making all necessary transport arrangements don t get caught out if your transport company doesn t operate at night or weekends. We have offices in Melbourne, Sydney, Brisbane, Adelaide and Perth. For more information call +613 9330 3303 or email fairs-australia@agility.com www.agility.com/fairsevents
International Conference on Radar Brisbane Convention & Exhibition Centre 27-30 August 2018 TRANSPORT QUOTE REQUEST Agility Fairs & Events offers a full door to stand service. To receive a transport quote, please complete sections A and B below. If you require any onsite services (i.e. forklift and storage) please complete sections A and C below. *Company: *Address: Fields marked with (*) asterix are mandatory - Failure to complete may result in delays. SECTION A - BILLING DETAILS *ABN / ACN: *Contact Name: *Phone: *Corporate Email (Accounts): *Email: *Mobile: *Phone: SECTION B - TRANSPORT SERVICES Complete this section to receive a quote *Description of Consignment: (if weights / dimensions are unknown at this stage, please estimate in the spaces provided) No. of Items Description Length Width Height Weight *Pick-up Address: (If Different to above) *Pick-up Contact Name: *Forklift available at collection point? *Pick-up Contact Number: Yes No *Tailgate required for collection? Yes No Special requirements (for collection): *Operating Hours (for collection): *Stand Name: *Do you require returns after the event? Yes No Stand Number: DANGEROUS GOODS / HAZARDOUS SUBSTANCES *Please advise if there are Dangerous Goods / Hazardous Substances / Chemicals: If Yes, Please provide details: Yes No SECTION C - MATERIALS HANDLING (FORKLIFT & STORAGE) *Do you require onsite forklift services during Move-In and/or Move-Out? *Will you require storage of empty packaging during the show? (items will be returned to you for Move-Out) Yes Yes No No ACKNOWLEDEGMENT I have read and accept Agility's Standard Terms & Conditions (refer to page 2) *Accepted by: (Signature of Authorised Representative) Date: Yes No PLEASE COMPLETE THIS FORM AND RETURN BY FRIDAY 3 rd AUGUST, 2018 TO rledwell@agility.com OR FAX TO 03 9330 3337 FOR MORE INFORMATION PLEASE CALL REBECCA LEDWELL ON 02 8755 8805
DELIVERY ADDRESS: KITCHEN LOADING DOCK BRISBANE CONVENTION & EXHIBITION CENTRE GLENELG STREET SOUTH BRISBANE QLD 4101 TEL 07 3308 3385 / 0419 612 895 E F EXHIBITOR FREIGHT EVENT NAME: International Conference on Radar - 2018 EVENT NUMBER: 44377 EVENT DATE: 27/08/18-30/08/18 ROOM/ HALL: EVENT PLANNING MGR: BOULEVARD AUDITORIUM Kate Russell AV PROJECT MGR: Ian McManus CONSIGNMENT DETAILS SENDER: STAND # CONTACT NAME: PHONE: Courier Name Description of Items (e.g. cartons, pallets, boxes) Item No. of NO GOODS WILL BE ACCEPTED PRIOR TO THURSDAY 23 RD AUGUST 2018 ALL GOODS TO BE DELIVERED BETWEEN 7.30 AM & 4.00 PM WEEKDAYS By signing for this shipment neither Agility nor the BCEC take any responsibility for the condition of the shipment or quantity delivered. All responsibility remains with the sender.
INDEMNITY FORM Exhibition Managers: Arinex Pty Ltd ABN 28 000 386 676 ( Exhibition Managers ) Company Name: ABN ( Exhibitor ) WHEREAS: The Exhibition Managers are Professional Conference Organisers and the Exhibitor may participate in multiple Conferences organised by the Exhibition Managers, the Exhibitor agrees that: 1. References A reference to Exhibition Managers or Exhibitor shall include their respective officers, agents, employees and other representatives 2. Insurance The Exhibitor acknowledges that it is a term and condition of Exhibition Booking that, prior to occupying any allocated space at the Exhibition, the Exhibitor must provide proof of a policy of Public Liability insurance. Such insurance will cover all activities of the Exhibitor at the Exhibition and be for an insured amount of not less than A$20 million in respect of each claim. Insurance must be with a reputable insurer. A Certificate of Currency of such insurance must be provided to the Exhibition Managers prior to commencement of the exhibition in satisfaction of this condition of booking. 3. Indemnity The Exhibitor indemnifies and holds harmless the Exhibition Managers, other Exhibitors and Brisbane Convention & Exhibition Centre against any liability, loss, damage, cost (including the cost of any settlement and legal costs and expenses on a solicitor and own client basis), compensation or expense arising out of or in any way in connection with any negligent actions or omissions of the Exhibitor including but not limited to: a. a default or any unlawful, wilful or negligent act or omission on the part of the Exhibitor; and b. any claims for damage, loss, harm or injury to person, property or business of other exhibitors or any of their visitors, officers, agents, employees or other representatives, resulting from any negligent act or omission of the Exhibitor; and c. any action, claim, dispute, suit or proceeding brought by any third party in respect of any infringement or alleged infringement of that third party s Intellectual Property including moral rights by the Exhibitor. Signed by (Name): Title: Signature: Date: By signing this form, the Exhibitor agrees to these terms for a period of twelve (12) months from the date of signing and the signatory warrants that he is authorised to complete this document on behalf of the Exhibitor. This form will be applicable to all conferences organised by the Exhibition Managers in which the Exhibitor participates. THIS FORM MUST BE RETURNED TO THE EXHIBITION MANAGERS BEFORE 27 JULY 2018 Return To: Brittany Hull Fax: +61 2 9267 5443 Email: bhull@arinex.com.au