Changing Landscapes. New Horizons. 6 to 8 August Etihad Stadium, Melbourne Information for Exhibitors Important: please ensure you read and respond by due dates (Reading time approx 8 mins) Brought to you by:
6 August: Masterclasses 7 & 8 August: Conference & Expo Contents 1. Important Dates and Checklist 2. Key Contacts for VAC 3. Venue Details 4. Booth Details and Furniture/Equipment Hire 5. Bump In and Delivery of Goods 6. Expo Open Hours 7. Pack Down and Collection of Goods 8. Security & Insurance 9. Catering 10. Accommodation 11. Marketing & Promotion Form 1 Delivery docket Form 2 Collection label
w www.amaze.org.au/vac t 03 9657 1600 e conference@amaze.org.au 1. Important Dates & Checklist Item Details Due Date Complete ( ) Company Profile Exhibitor Name Badges & Dietary Requirements Promotion Details Tables & Chairs Fascia Signs (Name Board) Additional Furniture, Audio-Visual items, Additional Lighting & Power etc Deliveries/Freight Bump In Expo Open Hours Pack Down Collection of Goods Security & Insurance Each exhibitor may include a company profile which will be included in the Conference Program. Visit www.amaze.org.au/expo All exhibitors must wear an official name tag to enter the conference. Visit www.amaze.org.au/expo Are you running a promotion for delegates during the conference? Visit www.amaze.org.au/expo Etihad can provide two chairs and either two small tables or one larger table for each booth free of charge if required. Visit www.amaze.org.au/expo All open aisle frontages will have a fascia sign with the company name and booth number. See ExpoNet Brochure The official conference supplier, ExpoNet, will be in touch to assist with any additional furniture, or other equipment that you need. See ExpoNet Brochure Deliveries for your booth can be made prior to the event. See Section 5 Use Form 1 for Addressing Goods Exhibitors collect name tags before bumping in, at the Registration Desk in the Expo Area. See Section 5 Wednesday 6 August: 5 to 6pm (Pre-launch) Thursday 7 August: 8.30am to 7.30pm (prior to Gala Dinner) Friday 8 August: 8.30am to 5.30pm See Section 6 Note: Exhibitors may not dismantle any part of their booth prior to 5.30pm on Friday 8 August. See Section 7 Goods to be collected at the end of the event. See Section 7 Use Form 2 for Addressing Goods The Organisers and Venue recommend that you have insurance. See Section 8 24 hours prior to event Wed 6 August, 1pm to 5pm Wed 6 Aug Thurs 7 Aug Fri 8 Aug Fri 8 Aug, 5.30-7pm By 10pm, 8 Aug Prior to event
6 August: Masterclasses 7 & 8 August: Conference & Expo 2. Key Contacts for VAC Conference Organisers: Amaze (formerly Autism Victoria) 03 9657 1600 www.amaze.org.au/vac Rhiannon Memery, Conference Chair... 03 9657 1635 rhiannon.memery@amaze.org.au Exhibitor/Sponsorship Contacts: Emily Kilsby, Marketing Coordinator... 03 9657 1624 Fran Ludgate, Manager Marketing & Comms... 03 9657 1611 Delegate Registration:... 03 9657 1601 emily.kilsby@amaze.org.au fran.ludgate@amaze.org.au conference@amaze.org.au Official Conference Supplier: ExpoNet... 02 9645 7070 esd@exponet.com.au Conference Venue: Etihad Stadium, Docklands, entry via Bourke Street car park entrance. Gala Dinner, Out of the Shadows 7pm Thursday 7 August This year, for the first time Amaze is holding a Gala Dinner, with entertainment and presentation of the Amaze Awards for Service to the ASD Community. Note: To ensure maximum access to delegates, the expo will stay open until 7.30pm on Thursday 7 August. Cost: $140 - all welcome Changing Landscapes. New Horizons.
w www.amaze.org.au/vac t 03 9657 1600 e conference@amaze.org.au 3. Venue Details Expo Venue The Expo and all catering will be taking place in The Medallion Club, Etihad Stadium (harbour side of stadium). Car Parking & Access On site parking for 2,500 vehicles is available at Etihad Stadium. See plan below. Enter via car park entrance in Bourke Street, car park entry A, left ramp, and follow signs for Gate 8. Take the lift to Level 2 and follow signs to the Medallion Club. Car parking costs: $18 all day early bird (prior to 9.30am); $40 all day after 9.30am entry; $10 for first half hour, $20 for 1 hour, $25 for 2 hours, $30 for 3 hours and $35 for 4 hours. Train access: Southern Cross Station, follow the Bourke Street Pedestrian bridge and turn left at the stadium to Gate 8. Take the lift to Level 2 and follow signs for the Medallion Club. Internet Services: Etihad Stadium will provide free Wifi - password will be available at the venue. Cleaning & Storage Etihad Stadium provides general cleaning of the Medallion Club each day. There is very limited storage available: please try to avoid bringing large items that require storing. Smoking Smoking is not permitted inside Etihad Stadium. It is permitted outside the stadium on the concourse level.
6 August: Masterclasses 7 & 8 August: Conference & Expo 4. Booth Details & Furniture/Equipment Hire Expo Booth Inclusions All booths have: Polished aluminium frame White melamine infill panels (see note below regarding attaching to this) Fascia: polished aluminium fascia, 300mm deep on all aisle frontages, blue infill panels with white lettering consisting of one company name and stand number (maximum 30 characters) Open sides: corner booths will have two open sides and two closed sides. All other booths will have one open side and 3 closed sides. A table and 2 chairs will be provided for each booth free of charge if required. Visit www.amaze.org.au/expo and respond to the relevant question to take advantage of this. 2 x Track spotlights per booth are provided: lights are mounted on the inside of the front fascia. 1 x Single Power point per booth is provided, positioned in the rear corner of the stand. Additional furniture/fittings/audio-visual equipment etc, can be hired from the official conference supplier, ExpoNet (see ExpoNet brochure - attached separately). Venue is carpeted, so no additional flooring is provided. Sizes: booths are 3m x 2m (Nos. 1 to 15) or 3m x 3m (Nos. 16 to 50). NOTE: All exhibition items including equipment, furniture and exhibits must be within the bounds of your booth at all times. You may attach items to panels using velcro tape, bluetac, double-sided adhesive tape, or wall-mounted shelving and slat walls with hooks. Do not use pins, staples, screws, nails, bolts, glue or paint which will damage the panels. Any damage will be the responsibility of the exhibitor and charges will apply. Make sure you order your name board, furniture and any additional items by the dates shown in Section 1. (There are likely to be extra charges if you leave this until you are onsite!) Changing Landscapes. New Horizons.
w www.amaze.org.au/vac t 03 9657 1600 e conference@amaze.org.au 5. Bump In and Delivery of Goods Bump In Access Times Wednesday 6 August, 1pm to 5pm (and if needed, Thursday 7 August, 6am to 8am) Enter via Bourke Street carpark entrance, entry A, left ramp, and follow signs to Gate 8. Note: Exhibitors must register on arrival at the Registration Desk in the Medallion Club and wear their name badge at all times during bump in. Deliveries Prior to the Event If you need to deliver items prior to Bump In times, you must: Use Form 1 at the back of this pack to label each item that is being delivered. Deliver must be between the hours of 9am and 4.30pm and max 24 hours prior to the event. Forklift Access If you require the use of a forklift, you must book it no later than one week prior and the cost is $330 plus $50 per hour with a minimum three hours booking for the driver. Contact Etihad Stadium direct for assistance. Safety vests must be worn at all times when working with or around the forklift. Testing and Tagging Note: It is a legal requirement in all exhibition areas that all electrical equipment be tested and tagged. This applies to all contractors working on site and exhibitors who bring in electrical leads and appliances for their booths during exhibitions. The outward sign of compliance with the Occupational Heath and Safety Act 2004 is the electrical test tag, compliant with AS3760:2003. Etihad Stadium reserves the right to remove or replace any electrical equipment not complying with the act. The act applies to all electrical items including detachable power cords, IEC leads, extension leads and power boards. 6. Expo Open Hours The Expo will be open to the delegates at the following times: Wednesday 6 August: 5pm to 6pm (Pre-launch) Thursday 7 August: Friday 8 August: 8.30am to 7.30pm (prior to Gala Dinner) 8.30am to 5.30pm
6 August: Masterclasses 7 & 8 August: Conference & Expo 7. Pack Down & Collection of Goods Maximum Access to Delegates! To provide exhibitors with maximum access to delegates and vice versa, the expo will remain open until the Gala Dinner is underway on Thursday 7 August, and until 30 minutes after the speaker program finishes (5.30pm) on Friday 8 August. Please do not start to pack down until 5.30pm on Friday 8 August. Booths will be dismantled from 6-10pm on Friday 8 August. Do not leave any items in the hall after bump out is complete at 10pm on Friday 8 August. Collection of Goods If you need goods collected at the end of the conference, please book your freight prior to the event and have all items addressed and for collection at the close of pack down. Collection of goods must be before 10pm on Friday 8 August unless otherwise arranged with the venue. Use Form 2 at the back of this pack for a suitable box label for collection of goods. 8. Security & Insurance For security purposes, at all times during bump in, conference open hours and pack down, all exhibitors must wear their name tag. Etihad Stadium has customer service attendants on duty during the bump in, exhibition days and pack down. Whilst every precaution will be taken, Etihad Stadium and Amaze accept no responsibility for any loss or damage which may occur to persons or property at the event. Exhibitors are advised to ensure that they have adequate insurance cover against loss, theft or damage of possessions brought to the exhibition, including during transportation to and from the event. It is also advised that exhibitors have public liability insurance to cover any injury which may occur within their booth area. 9. Catering Morning tea, lunch and afternoon tea are provided and included in the cost of the exhibitor s fee. This covers a maximum of two exhibitor staff on each 3x3 booth and 1 exhibitor on each 3x2 (NFP) booth, plus any additional exhibitors that you have paid for. If you have any special dietary requirements, please provide them online. Visit www.amaze.org.au/expo and respond to the relevant question. If you are planning on providing food at your booth, you must apply to Health Services for Registration under the Food Act 1984. Contact the City of Melbourne Health Services branch at least 1 month prior to the event. Changing Landscapes. New Horizons.
w www.amaze.org.au/vac t 03 9657 1600 e conference@amaze.org.au 10. Accommodation Options Thanks to Toga Hotels, conference goers can take advantage of discounted accommodation rates at the hotels below. These rates will only apply for stay during the 6-9 August and bookings made now until 22. Bookings can be made by calling 13 86 42 and reserving under Amaze. Travelodge Docklands, 66 Aurora Lane, Docklands: 10 % off best advertised rate, buffet breakfast $15.00 per person, parking $20.00 per 24 hours multiple entry and exit and 11 x wheelchair access rooms. Adina Apartment Hotel, Northbank, Melbourne: 10% off best advertised rate, hot plated breakfast at the partner Café Keyif $17.50 per person per day, onsite parking $25 per night and subject to availability 5 x one bedroom apartments with wheelchair access. Adina Apartment Hotel, Queens St Melbourne: 10% off best advertised rate, breakfast in partner café $20 per person per day, parking $21 per night, and 2 x wheelchair access rooms. Vibe Savoy Melbourne, 630 Little Collins St, Melbourne: 10% off best advertised rate, buffet breakfast at $29 on the day or pre-booked at $22, Valet Parking at $35 and subject to availability 1 x Wheelchair access room in the hotel. Rendezvous Grand Hotel, 328 Flinders St, Melbourne: 10% off best advertised rate, Full buffet breakfast $29.50 on consumption or alternatively can book 10% off best advertised rate + breakfast (packaged rate), parking will be $25 selfparking or $45 valet parking, 3 x wheelchair access rooms. 11. Marketing & Promotion Pre-Event Promotion by Exhibitors In order to ensure the maximum benefit to all exhibitors, please ensure that you help promote VAC to your networks. Contact marketing@amaze.org.au to request delegate flyers. Exhibitor Promotions We encourage all exhibitors to increase engagement with visitors by having a promotion during the event. If you do so and wish the conference to announce the winner, visit www.amaze.org.au/expo and respond to the relevant question. Conference Program Conference Programs will be provided to each booth - 1 for NFP booths and 2 for commercial booths. These will be available on Wednesday 6 August. If you have any questions, please contact: Emily Kilsby, Marketing Coordinator 03 9657 1624 emily.kilsby@amaze.org.au Fran Ludgate, Manager Marketing & Communications 03 9657 1611 fran.ludgate@amaze.org.au
Form 1: Delivery Docket (use for all deliveries prior to event) DELIVER TO: ETIHAD STADIUM MSL Setup Store Room Via Service Entry 740 Bourke Street Docklands VIC 3008 FUNCTION NAME: FUNCTION DATE: 06/08/14-08/08/14 FUNCTION ROOM: Medallion Club FUNCTION EXECUTIVE: Janine Ellis EXHIBITOR NAME: EXHIBITOR COMPANY/NAME OF BOOTH: EXHIBITOR CONTACT MOBILE: EXHIBITOR BOOTH No. BOX No. of Note: The venue accepts delivery of goods to the loading dock between 9am and 4.30pm Monday to Friday. Deliveries will only be accepted 24 hours prior to the event. Date items received: No. of items Contact for Dept. Ext #: Signature
Form 2: Box Return Docket (use for all items being collected) DELIVER TO: Company Contact ADDRESS FUNCTION NAME: FUNCTION DATE: 06/08/14-08/08/14 SENDER: CONTACT MOBILE: COMPANY NAME: RECEIVER NAME: RECEIVER PHONE: BOX No. DATE OF COLLECTION: OF