A-Z Information
Please download the A-Z file below or use the menu. You can also use the search function at the top of the page.
Melbourne
Exhibitors and Contractors
Access to the Melbourne Convention & Exhibition Centre for exhibitors and contractors during build-up and dismantling is via the loading dock at the rear of the exhibition bays. Access is via Normanby Road. To ensure a continuous and clear flow of traffic to the exhibition bays, parking is not permitted in the loading dock area. Handheld items should be delivered from the car park located directly underneath the exhibition bays. A lift near Door 1, 6 & 10 in the car park provides access to the public concourse – please note however that no trolleys are allowed on the concourse at any time. Occupational Health & Safety regulations strictly prohibit children from being on-site during the build-up and move-out periods. This means that children aged 16 years and under are not permitted in the venue at any time during build-up and move-out. Management apologises for any inconvenience. Please note: Safety vests and closed toed shoes must be worn during move in and move out.
During the exhibition, exhibitors and visitors will have access to the exhibition via the front doors of the exhibition bays. Public car parking is located under the bays. Access is via Normanby Road.
Sydney
Exhibitors and Contractors
The exhibition centre loading dock facilities are on two levels. Access is via a slip-lane from the south bound lane on Darling Drive. A vehicle inspection check point with a boom gate is located at the bottom of the ramp on Darling Drive. All vehicles must be given permission to proceed to the upper or lower docks. There is also a lane for unauthorised vehicles including those outside the approved access window.
-Each exhibition hall can be accessed via a 5.6 metres wide x 4.5 metres high loading dock door.
-Loading Dock Level one, servicing halls 1-4, is located on the eastern side of the venue. This fully covered dock is 14.85 metres wide with a clearance of 5 metres. The dock can accommodate 17 semi-trailers concurrently. The dock operates on a one way circulation system to maximise efficiency. An unload limit of 20 minutes per vehicle applies.
Perth
Exhibitors and Contractors
Access to the Perth Convention and Exhibition Centre (PCEC) for exhibitors and contractors during build-up and dismantling is via the loading dock at the rear of the exhibition halls. Access is via Spring Street, Freeway South or Freeway North. The access ramp and driveway is one-way and is deemed as a tow-away zone to ensure a continuous and clear flow of traffic to all exhibition halls. Parking other than for the transfer of goods to the halls is not permitted. During the Exhibition visitors and exhibitors will have access to the exhibition via the front doors of the exhibition halls. Exhibitors can enter the show up to two hours before opening. Public car parking is located under the halls.
Brisbane
Access to the Brisbane Convention & Exhibition Centre (BCEC) for exhibitors and contractors during build-up and dismantling is via the loading dock at the rear of the exhibition halls.
- All traffic must enter the service road from Glenelg Street and exit via Melbourne Street. Movement of vehicles on the service road is strictly one way.
- The loading dock is controlled by the BCEC, not the organisers. During high traffic periods, the BCEC Service Road controller will supervise entry to the service road at the boom gate on Glenelg Street.
- Parking other than for the transfer of goods to the halls is not permitted. Vehicles may remain on the loading dock or service road for a period of 15 minutes. Vehicles exceeding unload time period may be towed.
- Event contractor vehicles are permitted to drop off tools and equipment at loading docks.
- The vehicles must then be removed; parking is available in the underground car park (charges apply, please refer to ‘Car Parking’).
Occupational Health & Safety
Regulations strictly prohibit children from being on-site during the build-up and move-out periods. This means that children under the age of 15 are not permitted in the venue at any time during build-up and move-out, we apologise for any inconvenience.
Visitors
- During the Show visitors and exhibitors will have access to the exhibition via the front doors of the exhibition halls.
- Exhibitors can enter the show up to two hours before opening.
- Public car parking is located under the halls and can be accessed via the Melbourne Street ramp at the northern end of the service road area.
Accommodation and Travel is available from our hotel our preferred supplier Show Group who has negotiated rates. Please review the Contact List on the accommodation tab.
For any enquiries about your account or payments please contact Accounts Receivable on 03 7000 0500 or email: accounts@talk2.media
Valid General Entry Ticket must be shown to gain access to the show. Concession tickets require valid student or pensioner concession ID to be shown upon entry. For more information on admission to the show please visit the show website or contact the Organisers for more information.
Limited advertising opportunities are available in the Show Guide. If you are interested, please contact Marketing on info@goodfoodshow.com.au
Melbourne
The MCEC has sole rights for the sale and distribution of any article of food or drink for consumption on-site.
Exhibitor’s wishing to sell/sample alcohol at any Talk2Media & Events show in Melbourne must do the following:
- Complete the following documentation and send it to Talk2Media & Events no later than 2 months out from the event.
- A Major Event Licence Application
- A copy of all staff RSA certificates
- Log onto Streatrader and complete a Statement of Trade
Once all applications have been received these will be forwarded to Liquor Licensing Victoria. Applications must be submitted no later than 2 months out from the event. Exhibitors will be contacted if there are any queries.
Vigneron or Wine and Beer licences
Please note that exhibitors with a Vigneron or Wine and Beer Licence (Vic only) will still need to apply for a major events licence
RSA Certificates
- Victorian Exhibitors
For a Victorian RSA qualification to be valid it must have been issued within the last 3 years. If your RSA was issued before 2015 you must complete a refresher course.
- Interstate Exhibitors and exhibitors who need to do a refresher course
Providing your RSA certificate has been issued in the past 3 years interstate exhibitors can complete an online refresher course to obtain a Victorian RSA by using the link below and following the directions:
- Access the RSA online refresher course website at https://liquor.justice.vic.gov.au/rsa_refresher
- When you successfully complete the course, print out your certificate of completion and submit with your Major Event Licence Application
Signage
All exhibitors will need to display a copy of their liquor licence on their stand at all times during the event and all relevant liquor licensing signage. All exhibitors will need to bring a quantity of the relevant liquor licensing signage on site for display on their stand. These can be downloaded via the VCGLR website, http://www.vcglr.vic.gov.au/home/liquor/standard+licence+obligations/signage+for+liquor/liquor+signage
Certificate of Temporary Food Registration
All exhibitors sampling or selling food and drinks (alcoholic and non-alcoholic) must have a temporary food registration within the State of Victoria. Registrations are valid across all Victorian municipalities annually. To obtain a Temporary Food Registration please do the following:
- Log onto Streatrader via streatrader.com.au
- Register your food premises by clicking on “Apply for a new registration/notification” and completing the form
- For interstate or international exhibitors, please register your business under the council where the event will take place, which is City of Melbourne.
Businesses that are already registered with a council in Victoria do not need to do this step.
Statement of Trade
Once you have lodged your registration, or for those exhibitors who already have a registration, you will need to lodge a Statement of Trade notifying your council that you will be operating a temporary premise. To do this please do the following:
- Log onto Streatrader via streatrader.com.au
- Lodge a Statement of Trade by clicking on “Lodge a Statement of Trade” and completing the form
All Statement of Trade forms must be submitted no later than 5 days out from the show. For more detailed information regarding these regulations, contact Streatrader via the website: www.streatrader.com.au, contact your Local Council if located in Victoria.
Exhibitors sampling alcoholic products are responsible for adhering to Government regulations and responsible service of alcohol guidelines. Staff working on the stand must also be aware of and abide by these regulations at all times.
Incident Management For all liquor related incidents (underage drinkers, visitors helping themselves to alcohol, aggressive behaviour, intoxication) please ensure all incidents are noted on the Incident Register located on your stand, and RSA Manager is contacted immediately.
Alcohol – Sales
Companies that would like to sell their alcohol are able to do so from their stand, for consumption offsite only (all bottles sold must be unopened). Please note that sale of alcohol by the glass is prohibited. All bottles sold must be sold in the sealed bags provided by Talk2Media & Events.
Sydney
The ICC has sole rights for the sale and distribution of any article of food or drink for consumption on-site.
Exhibitor’s wishing to sell/sample wine, beer or spirits at any Talk2Media & Events show in Sydney must do the following:
- Notify the organisation of their intent to sell/sample wine, beer or spirits by completing the Alcohol – Sampling/Selling Regulations form in the Online manual
- Complete a TFP form (Temporary Food Premises Application form) which is in the Sampling/Selling Alcohol form (under compulsory forms) and submit to the City of Sydney - this is new requirement for 2019; no fee is attached to this application for alcohol exhibitors.
- Ensure all staff have a valid NSW RSA certificate. (Qualifications from other states do not apply in NSW).
- Supply a roster of all staff working on the stand details dates, times and competency card number. NEW FOR 2018
- Supply a valid copy of all liquor licences and staff RSA certificates to the exhibition coordinator no later than 1 month out from the event.
- Have appropriate liquor signage displayed on my stand at all times.
For any questions relating to exhibitor liquor licenses please contact your show coordinator.
RSA certificates
All staff sampling or selling alcohol at a Sydney event must have a NSW RSA certificate. Qualifications from other states do not apply in NSW and bridging courses are no longer offered.
To get a NSW RSA certificate applicants must complete a course through an approved training provider. A list of approved training providers can be found on www.olgr.nsw.gov.au/courses_rsa
The NSW Office of Liquor and Gaming has introduced new legislation in relation to RSA certificates. NSW RSA certificates obtained prior to 30 Jun 2007 are no longer valid. If your RSA was obtained before 2011 please log onto the NSW Office or Liquor and Gaming website and complete a new RSA course and obtain a competency card for your RSA to be valid. Online RSA course providers can be found here: http://www.olgr.nsw.gov.au/courses_rsa_online.asp
Incident Management
For all liquor related incidents (underage drinkers, visitors helping themselves to alcohol, aggressive behaviour, intoxication) please ensure all incidents are noted on the Incident Register located on your stand, and your RSA Manager is contacted immediately.
Signage
All exhibitors will need to bring a quantity of the relevant liquor licensing signage on site for display on their stand.
Alcohol - Sales
Companies that would like to sell their alcohol are able to do so from their stand, for consumption offsite only (all bottles sold must be unopened). Please note that sale of alcohol by the glass is prohibited. All bottles sold must be sold in the sealed bags provided by Talk2Media & Events.
Sampling
Samples of alcohol must not be more than the following:
- Beer – 50ml
- Wine – 30ml
- Spirit - 10ml
Perth
The PCEC has sole rights for the sale and distribution of any article of food or drink for consumption on-site.
Exhibitor’s wishing to sell/sample wine, beer or spirits at any Talk2Media & Events show in Perth must do the following:
- Notify the organisation of their intent to sell/sample wine, beer or spirits by completing the Sampling – Alcohol Form in the Online manual
- Supply a copy of your liquor licence and all staff RSA certificates to the exhibition coordinator no later than 1 month out from the event and keep a copy on site at the exhibition
- Have appropriate liquor signage displayed on your stand at all times
- Attend onsite Alcohol briefing prior to show open.
Liquor Licences and Australian RSA certificates from any state in Australia are valid in Western Australia providing they meet the state of issue guidelines.
Exhibitors sampling alcoholic products are responsible for adhering to Government regulations and responsible service of alcohol guidelines. Staff working on the stand must also be aware of and abide by these regulations at all times. Western Australia has particularly strict liquor licensing and RSA requirements and a pre event briefing will be held with all exhibitors to communicate your obligations. Failure to comply with WA liquor and RSA guidelines may result in closure of your stand by the WA Liquor Enforcement Unit.
Incident Management
For all liquor related incidents (underage drinkers, visitors helping themselves to alcohol, aggressive behaviour, intoxication) please ensure all incidents are noted on the Incident Register located on your stand, and the RSA Manager is notified. For any visitors that are aggressive or intoxicated, please contact your RSA Manager straight away.
Alcohol - Sales
Companies that would like to sell their alcohol are able to do so from their stand, for consumption offsite only (all bottles sold must be unopened). Please note that sale of alcohol by the glass is prohibited. All bottles sold must be sold in the sealed bags provided by Talk2Media & Events.
Brisbane
The BCEC has sole rights for the sale and distribution of any article of food or drink for consumption on-site.
Exhibitor’s wishing to sell/alcohol at any Talk2Media & Events show in Brisbane must do the following:
- Complete the Alcohol Sampling Form and submit it no later than 6 weeks out from the event
- Ensure they have a valid liquor licence displayed on their stand at all times.
- Have a valid copy of all staff RSA certificates onsite.
The liquor licence must be one of the following;
- QLD Wine Producer Licence
- QLD Wine Merchant Licence
- Interstate Liquor Licence
- To apply for a licence please visit www.olgr.qld.gov.au and follow the directions
- Please note that QLD wine producers and merchants may be required to apply for a wine permit to allow them to sell their product away from their licensed premises for a one off event
- Any exhibitor without a valid liquor licence will not be allowed to sell or sample alcohol at the show
Brisbane RSA Requirements
- Any RSA issued after 1 July 2013 in any state is valid provided that it is nationally accredited.
- Any QLD RSA issued before 30 June 2013 is valid provided that it is nationally recognised and has a 'Statement of Attainment’.
- QLD RSAs issued before to 30 June 2013 without an accompanying ‘Statement of Attainment’ is NOT valid.
- An online QLD RSA course can be complete at: http://www.hia.edu.au/responsible-service-of-alcohol/queensland/
Exhibitors sampling alcoholic products are responsible for adhering to Government regulations and responsible service of alcohol guidelines. Staff working on the stand must also be aware of these regulations.
Incident Management
For all liquor related incidents (underage drinkers, visitors helping themselves to alcohol, agressive behaviour, intoxication) please ensure all incidents are noted on the Incident Register located on your stand, and the RSA Manager is contacted immediately.
Alcohol - Sales
Companies that would like to sell their alcohol are able to do so from their stand, for consumption offsite only (all bottles sold must be unopened). Please note that sale of alcohol by the glass is prohibited. Alcohol does not require to be sold in sealed bags but these will be available if you require.
Animals (including fish) are not allowed onsite or on stands without the express written permission from both the organiser and venue. If you would like to bring an animal onsite or on your stand please notify your show Operations Manager as early as possible to discuss further.
Audio visual, staging equipment and computer hire is available from Fusion (Melbourne, Sydney, Brisbane) or AV Partners (Perth). Please refer to the Contact List and AV Order Form link in the Online Exhibitor Manual.
Melbourne
Free WiFi is available throughout the MCEC via M Connect. Services such as stand catering, telephone/internet connections and café accounts can be organised by contacting Exhibitor Services. Hours of operation are 8am – 4.30pm. For further information contact the MCEC.
Internet & Phone
The venue can provide a wide range of services including telephone, wifi and data lines. They can also supply handsets. Please refer to Additional Services section in the Online Manual for a full list of Venue Service Order Forms for more information.
Sydney
The Exhibitor Service Desk is situated at the southern end of level two of the exhibition centre. It is operated by ICC Sydney staff and is open during the move in, operational and move out stages of exhibitions in halls one to seven. Exhibitors may order services including food and beverage, internet and telecommunications, water and waste facilities, banner hanging and rigging, stand cleaning and audio visual at the service desk. Online ordering can be accessed from the exhibitors’ page on the venue’s website.
Internet, Phone & Fax
The venue can provide a wide range of services including telephone, fax, wifi and data lines. They can also supply handsets and fax machines. Please refer to Additional Services section in the Online Manual for a full list of Venue Service Order Forms for more information.
Perth
The PCEC Concierge Desk is located on Level 2 next to the Espresso Café and offers a wide range of stationery and business services to exhibitors including faxing, photocopying and laminating. Hours of operation are 8:30am-5pm Monday – Friday.
Internet, Phone & Fax The venue can provide a wide range of services including telephone, fax, wifi and data lines. They can also supply handsets and fax machines. Please order via the form located in the Online Exhibitor Manual.
Brisbane
Exhibitor Services is situated in the concourse between Exhibition Halls 2 & 3. It is open during move-in, operational and move-out stages of the exhibition. Services provided include faxing, photocopying and the sale of stationery items
Internet, Phone & Fax
The venue can provide a wide range of services including telephone, fax, wifi and data lines. They can also supply handsets and fax machines. Please order via the form located in the Online Exhibitor Manual.
CANVASSING
Exhibitors are permitted to have promotional staff on their stand space only. Exhibitors and promotional staff must not canvass or distribute promotional material other than from their own stand.
CAR PARKING
Melbourne
Please refer to the MCEC Parking page for parking options in and around the venue - http://mcec.com.au/parking-options/
Sydney
ICC Sydney has two car parks, providing patrons with access to a total of 826 parking bays, 365 days a year, 24 hours each day. The car park office is located in the exhibition centre car park.
-The entrances to the car parks can be easily found by heading south along Darling Drive. Signage will assist and indicate how many bays are available or if the car park is full. For convenience, one car park is located beneath the exhibition centre and the second is located next to the main theatre. Both car parks have a height restriction of 2.1 metres, are controlled by auto pay machines and provide convenient lift access to the venue. The exhibition centre car park provides the following additional facilities:
- eight disabled parking bays
- 10 electric car chargers servicing 20 parking bays
- 25 motorcycle parking bays
- 50 bicycle racks
There are several other parking garages also available around Darling Harbour
Perth
The venue car park is located below the Perth Convention & Exhibition Centre and is owned and operated by the City of Perth. Parking is difficult during the week and the organisers strongly recommend you pre-purchase a car park space from show move-in through to move-out via the City of Perth Website
Access to the car park is via Mill Street, Mounts Bay Road and the Mitchell Freeway, Riverside Drive-Off Ramp. Disabled parking and lift access is located centrally in the Perth Centre car park. Please note that vehicle access is limited to cars only; with a ceiling height of 2.1 metres and NO trailers will be permitted entry into the car park.
Brisbane
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 (subject to change). Exhibitors cannot pre purchase tickets, but these can be ordered onsite from the BCEC Exhibitor Services desk. Exhibitors must also present their Exhibitor Badge and car parking ticket they received on entry to obtain the discounted parking rate.
CLEANING
Stand cleaning is included in the charge for exhibition space. Stand floors are cleaned and rubbish bins are emptied daily by the contracted cleaners.
Rubbish Bins
The Organisers will provide rubbish bins in the aisles for visitor waste. However exhibitors generating excess waste should provide additional bins for their own stand either by their own supply or through the furniture hire company. Please refer to the Contact List.
Melbourne
Exhibitors who are conducting a lottery for the purpose of promotion of a trade or business with a value in excess of $5,000 must obtain a permit from the Director of Gaming and Betting. For further information please contact the Minor Gaming Unit, Victorian Commission for Gambling Regulation on tel: 03 9651 3630 or email: minor.gaming@vcgr.vic.gov.au , alternatively visit http://www.vcglr.vic.gov.au
Sydney
Exhibitors conducting a lottery must obtain a permit from the NSW Gaming & Racing Authority. Applications require a minimum of five workings days to process and may be obtained through the Department of Gaming & Racing on Tel: 02 9995 0666 or visit their website: www.olgr.nsw.gov.au.
Perth
Exhibitors conducting Trade Promotion Lotteries are required to obtain a permit from the Department of Racing, Gaming and Liquor in Western Australia. This can be downloaded from their website, www.rgl.wa.gov.au without cost so long as exhibitors ensure their lottery meets all of the requirements outlined in the permit. For further information on these and other permits, please contact the Department of Racing, Gaming & Liquor WA on tel: 08 9425 1888 or visit www.rgl.wa.gov.au.
Brisbane
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).
For more information on conducting a competition, trade promotion or art union, exhibitors should contact the Queensland Office of Gaming Regulation on (07) 3872 0999 A/H (07) 3210 2906 to obtain an information sheet or visit their web site: http://www.qogr.qld.gov.au
The services specified in this manual are available for use by exhibitors but the Organisers are not the agent of either contractors or subcontractors, and can accept no liability of any contract entered into between exhibitors and contractors for the negligence or default of any such person, their servants or agents.
The Organisers have appointed official contractors in order to control the number of people at the exhibition venue. They are given special facilities, however an exhibitor may appoint their own contractor if they wish. Any contractors other than the official contractors must be approved by the Organisers.
Unless otherwise stated exhibitors are responsible for making their own arrangements for services required. It is the responsibility of all exhibitors to see that their contractors or agents are familiar with the Rules and Regulations of the exhibition, which can be found in the Information Section of this online manual.
A full list of contractors can be found in the Contacts List under Event Information.
DELIVERIES TO THE EXHIBITION
Neither the venue nor the Organisers will take delivery of any goods, packages or other material on behalf of exhibitors, nor will the Organisers accept responsibility for the safety or well-being of any such items delivered to the site in the absence of the exhibitor, his/her agent or contractor.
For further information on freight forwarding and the booking of storage or forklifts refer to Freight Forwarding & Shipping Agent; Gaffneys Logistics on the Contact List.
Please refer to the Deliveries to the Exhibition Venue document under Event Information in the Online Manual.
DEMONSTRATIONS & MACHINERY ON SITE
Product demonstrations or pieces of machinery are not allowed onsite without permission. Please notify your show Operations Manager as early as possible to discuss and gain approval.
EMERGENCY EVACUATION PROCEDURES
All Emergency services need to be coordinated through the Event security to ensure that the emergency vehicles are given the correct information. All security staff are qualified in First Aid procedures. For any first aid requirements please visit security on the show floor or go to the Organiser’s Office where security can be contacted.
Melbourne
Sydney
ICC Sydney has an Emergency Response Plan in the event of medical, weather, fire and smoke and other exigencies. It is updated regularly and drills are conducted annually. A trained Emergency Response Team will lead the implementation of all procedures.
In the event of an emergency, one of two alarms may sound:
- Alert alarm – “Beep! Beep! Beep!” This is a warning alarm to notify everyone of a possible emergency. If it sounds, please stand by for further instructions.
- Evacuation alarm – “Whoop! Whoop!” This alarm means all occupants must evacuate. When it sounds, wardens will direct everyone to leave via the nearest exits quickly but calmly, and assemble at the nearest evacuation point where they are to remain until ICC Sydney staff advise that it is safe to return.
Perth
In the event of a decision to evacuate, the following announcement will be made Emergency Warning System:
“Ladies and Gentlemen, a situation has arisen which necessitates our interrupting your event. There is no cause for alarm, but we request you quietly and calmly leave the building by the exit nearest to you. Our staff will direct you from there. Please do not collect any personal belongings from the cloakroom, you will be advised when it is safe to return to the building.”
Following this announcement, the Evacuation Tone (loud whooping alarm) will sound. Staff, Clients, Exhibitors, Agents and Patrons will immediately make their way to the nearest emergency exit and report to Assembly Points No.1 and/or No.2 at the front and/or side of the building.
Assembly Point Locations
There are 2 assembly areas in case of an emergency. These are located at:
- Level 1 in front of the Medina Hotel.
- Level 2 on the grassed area to the East of the Busport entrance (Winter Garden).
Please leave all main doors clear for emergency personnel. All Clients of PCEC are requested to familiarise themselves with the emergency exits within the building and the nearest assembly area.
Brisbane
In the case of an emergency in the Centre, please stay calm. Please follow the instructions given by BCEC staff, fully trained for an emergency situation and all venue Security and Building Services staff are qualified First Aiders.
The Centre has a 2-alarm system, which is as follows:
1st alarm sound…..
BEEP BEEP This is a stand-by alarm. Do not evacuate the room but be prepared if evacuation becomes necessary.
2nd alarm sound…
WHOOP WHOOP
This is the evacuation alarm, which is followed by a PA message. This message will tell you what level of evacuation is occurring, for example: a room, floor or the whole building. Please use the nearest exit and do not use the lifts in the event of a fire.
If there is a need to evacuate, all exits are clearly marked with exit written in green. Centre staff will direct you to a Safe Assembly area. Assembly area is South Bank Institute footpath, which is directly across the road from our bus waiting area in Glenelg Street.
If there is an emergency while in the Centre, dial "8" on an in-house telephone to contact security.
EVENTS/FUNCTIONS
We encourage you to come and join your fellow exhibitors at the exhibitor drinks which will be held at the venue to unwind and enjoy some refreshments courtesy of the Good Food & Wine Show.
FAIR GUIDE
Please be aware of FAIRGuide, Event-Fair, Expo Guide or Construct Data Verlag. It has come to our attention again that the above-mentioned organisations, which uses very unfair selling practices, is targeting exhibitors involved in Australian exhibitions. FAIRGuide has already begun making contact via email with our current exhibitors. Under no circumstances should you sign anything indicating you will become part of an "exhibition directory" that will list your company's products and services, if the letter is sent to you by FAIRGuide, Event-Fair, Expo Guide or Construct Data Verlag of Vienna, Austria. This company is not connected to our shows or Talk2Media & Events in any way.
If you have already signed for such a service, you may find helpful information here: Fair Guide
FIRE REGULATIONS
Melbourne
Any materials used for construction of your stand or display must conform to the following minimum standards:
- Non-combustible and inherently non-flammable material
- Durable, flame-proof fabric
- Self-extinguishing plastic
- Plywood, hardwood or fibre-board rendered flame-resistant by a process of impregnation acceptable to the Authorities
Fire extinguishers and firefighting equipment must at all times be visible and accessible, and must not be removed from its correct location. Motor vehicles or other mechanical appliances displayed within the exhibition venue must contain a full tank of fuel, their batteries must be disconnected and a drop tray placed under the sump. It is the responsibility of the exhibitor to provide a fire extinguisher with any vehicle in the hall.
All stands using cooking appliances must have a fire extinguisher supported on a wall by a bracket 1.2 metres above the floor. The installation of any fuel burning appliances must conform to the Uniform Building Regulations and the Theatre & Public Works Act 1901 (Appendix D 1987). See also Gas in this section..
Should construction of stands or exhibits create a potential smoke-locked area or create an area not serviceable by the existing sprinkler systems, the management of the exhibition venue, under advice from the Insurance Council of Australia, may require the smoke detection, emergency lighting, and exit lighting systems to be extended to cover the stand or exhibit areas.
Sydney
ICC Sydney’s permission is required for the use of naked flames or candles. Naked flames or candles can feature in a stand or booth if they are part of the product range or used for product demonstration. Make sure naked flames are safely positioned and cannot be knocked over or come into contact with any person or flammable item. A fire extinguisher is required on the stand or booth and ICC Sydney may place a limit on the number of candles
Hot work intended to be carried out at the venue requires permission from ICC Sydney.
Storage of LPG cylinders is permitted in the exhibition centre’s dedicated storage cages only. Overnight
storage is not permitted. Use of LPG for cooking or exhibition displays requires ICC Sydney’s permission. Please make sure hazardous substances are clearly labelled and stored. Safety Data Sheets (SDS) are required for all hazardous materials brought to the venue.
ICC Sydney requires temporary structures built for exhibitions or events to comply with relevant legislation,and are constructed with utmost concern for the safety of the public, employees and contractors.
Due to fire engineering restrictions, the maximum permissible stand height is five (5) metres in the lower exhibition halls.
It is illegal to do any of the following:
- Block or congest emergency exits. (These can be recognised by green and white exit signs over the doors)
- Block the access route to an emergency exit.
- Obscure or cover emergency exit signs.
- Store equipment or any other item in the fire stairs.
- Chock open fire or smoke doors or any doors leading to fire stairs
Any materials used for construction of your stand or display must conform to the following minimum standards:
- Non-combustible and inherently non-flammable material
- Durable, flame-proof fabric
- Self-extinguishing plastic
- Plywood, hardwood or fibre-board rendered flame-resistant by a process of impregnation acceptable to the Authorities
Fire Extinguisher Requirements:
Fire extinguishers and/or fire fighting equipment must at all times be visible and accessible, and must not be removed from its correct location. Motor vehicles or other mechanical appliances displayed within the exhibition venue must contain a full tank of fuel, their batteries must be disconnected and a drip tray placed under the sump. A spare set of keys must be handed to the organiser and they will be returned at the conclusion of the show. It is the responsibility of the exhibitor to provide a fire extinguisher with any vehicle in the hall and it must be visible on the stand at all times during show open hours.
Perth
Any materials used for construction of your stand or display must conform to the following building code of Australia:
- Non-combustible and inherently non-flammable material;
- Durable, flame-proof fabric;
- Self-extinguishing plastic;
- Any wood or fibreboard rendered flame-resistant by impregnation acceptable to the Authorities; Fire extinguishers and fire fighting equipment must at all times be visible and accessible, and must not be removed from its correct location. Motor vehicles or other mechanical appliances displayed within the exhibition venue must contain a full tank of fuel and their batteries must be disconnected, with a drip tray placed under this and a set of keys given to centre management.
- All stands using cooking appliances must have a fire extinguisher supported on a wall by a bracket 1.2m above the floor. The installation of any fuel burning appliances must conform to the Uniform Building Regulations and the Theatre & Public Works Act 1901 (Appendix D 1987).
Should construction of stands or exhibits create a potential smoke-locked area or create an area not serviceable by the existing sprinkler systems, the management of the exhibition venue, under advice from the Insurance Council of Australia, may require the smoke detection, emergency lighting, and exit lighting systems to be extended to cover the stand or exhibit areas.
Brisbane
All materials used in stand construction and decoration must be fire retardant and conform to Local Statutory Building Regulations.
The storage of any flammable liquids or fuel within the Exhibition is not permitted. Motor vehicles or other mechanical appliances displayed within the Exhibition venue must contain a full tank of fuel and be free of leaks.
Fire extinguishers and fire hose reels must at all times be visible and accessible and must not be removed from their correct location.
The use of LPG gas on stands shall comply with regulations available from the Centre.
Any materials used in stand construction or for display purposes must conform to the following standards:
- Non-combustible and inherently non-flammable material
- Durable flameproof fabric
- Self-extinguishing plastic
- Plywood, hardwood, pulp board or fibreboard is to be rendered flame-resistant by a process deemed acceptable by fire authorities
FIRST AID & EMERGENCY
All Emergency services need to go through the Event security to ensure that the emergency vehicles are given the correct information. All security staff are qualified in First Aid procedures. For any first aid requirements please visit security on the show floor or go to the Organiser’s office where security can be contacted.
For the further information on emergency evacuation procedures, review Emergency Evacuation Procedures in this section.
FLOORING
Raised flooring can help to differentiate your stand and hide cables. However it presents safety issues and you must ensure that your stand-builder complies with the Building Code of Australia and applicable OHS requirements. Any stands with raised flooring must send their stand designs to nwitman@talk2.media for approval. Disabled access to the stand must be provided. Specific requirements for each venue is available on request.
FOOD & NON-ALCOHOLIC BEVERAGE SAMPLING & SELLING (FOOD SAFETY)
Melbourne
Sampling and Selling food products on site
Sampling and selling of food products by exhibitors is permitted providing exhibitors notify Talk2Media & Events of their intent to sample/sell food/alcohol and ensure they meet local and state government food safety and liquor licensing regulations.
Exhibitors who intend on sampling/selling at the show must have a Temporary Food Premises Registration in the State of Victoria and lodge a Statement of Trade advising of their intent to run a temporary stall.
For more detailed information regarding these regulations, contact Streatrader via the website: www.streatrader@health.vic.gov.au or tel: 1300 085 767 or your Local Council if located in Victoria.
Certificate of Temporary Food Registration
All exhibitors sampling or selling food and drinks must have a temporary food registration within the State of Victoria. Registrations are valid across all Victorian municipalities. To obtain a Temporary Food Registration please do the following:
- Log onto Streatrader via streatrader.health.vic.gov.au
- Register your food premises by clicking on “Apply for a new registration” and completing the form
- For interstate or international exhibitors, please register your business under the council where the event will take place, which is City of Melbourne.
Businesses that are already registered with a council in Victoria do not need to do this step.
Statement of Trade
Once you have lodged your registration, or for those exhibitors who already have a registration, you will need to lodge a Statement of Trade notifying your council that you will be operating a temporary premise. To do this please do the following:
- Log onto Streatrader via streatrader@health.vic.gov.au
- Lodge a Statement of Trade by clicking on “Lodge a Notification” and completing the form
All Statement of Trade forms must be submitted no later than 5 days out from the show.
Dairy and Meat producers
Dairy & Meat producers will need to register as a temporary food premises in their council area and lodge a Statement of Trade in order to be allowed to sample meat and dairy products on site. Their current registrations with Dairy Food Safety Victoria and PrimeSafe do not cover them for operation of a temporary stall only for their fixed premises.
Alcohol exhibitors
Alcohol exhibitors will also need to register their business and submit a Statement of Trade via Streatrader before coming on site
Costs
A fee is charged when an exhibitor obtains their Certificate of Temporary Food Registration. The fee charged is dependent upon the council where the food premise is located.
Please Note:
- Samples must be items which relate to the normal business operations of the exhibitor
- Exhibitors who submit forms late risk not being able to sample their products
- Extra cleaning charges incurred through spillage or the removal of food/wet waste will be the responsibility of the Exhibitor
Sydney
Sampling of products by exhibitors is permitted providing exhibitors notify City of Sydney of their intent to sample food/alcohol through submitting Temporary Food Stall details form, Exhibitors will then receive a TFP number which they must supply to Talk2 Media. All exhibitors must ensure they meet local and state government food safety regulations. Please complete the sampling or selling food and drinks form in the online manual.
Perth
Sampling of products by exhibitors is permitted providing exhibitors notify Talk2Media & Events of their intent to sample food/alcohol and ensure they meet local and state government food safety regulations.
Exhibitors who intend on sampling/selling at the show must have a Special Event permit from the City of Perth
How to submit an application to sample/sell food at a Talk2Media & Events event
- All exhibitors sampling or selling food and drinks must complete the sampling form in the online manual
- Download the Application for Special Event Permit Food Vehicles and Temporary Food Trucks for City of Perth
- Submit to City of Perth at least 3 weeks prior to show commencing
Please refer to the Heath regulations for further information regarding your onsite obligations.
Please Note:
- Samples must be items which relate to the normal business operations of the exhibitor
- Exhibitors who submit forms late risk not being able to sample their products
- Extra cleaning charges incurred through spillage or the removal of food/wet waste will be the responsibility of the Exhibitor
Brisbane
The BCEC has sole rights for the sale and distribution of any article of food or drink for consumption on-site.
Food Shows only
Sampling/Selling food products on site
Sampling and selling of food products by exhibitors is permitted providing exhibitors notify Talk2Media & Events of their intent to sample/sell food/alcohol by completing the Sampling – Food & Beverage form in the manual; and ensure they meet local and state government food safety and liquor licensing regulations.
Depending on the food and/or non-alcoholic beverage you are sampling and/or selling, you may be required to submit an Application for a Temporary Food Stall Licence. To view the Brisbane City Council’s criteria to check whether you are required to apply for a licence, please visit: http://www.brisbane.qld.gov.au/laws-permits/laws-and-permits-for-businesses/food-business-licences/starting-a-new-food-business/market-food-stall/index.htm
Application for a Temporary Food Stall Licence can be completed online. To apply, please visit: https://forms.business.gov.au/aba/qldlg1/temporary-food-stall-licence-application/
Please note applications will take between 4-6 weeks to process and must be returned directly to the Brisbane City Council. For further details contact the Brisbane City Council on tel: 133 263.
Please Note:
- Samples must be items which relate to the normal business operations of the exhibitor
- Exhibitors who submit forms late risk not being able to sample their products
- Extra cleaning charges incurred through spillage or the removal of food/wet waste will be the responsibility of the Exhibitor
FORKLIFTS / MATERIALS HANDLING
All fork lifts and material handling will be operated by the official freight forwarder, Gaffneys Logistics.
To order these services review the Freight/Storage/Forklift form under Additional Services or refer to the Contact List under Event Information.
FREIGHT / SHIPPING
Gaffneys Logisitcs have been appointed the official contractor for both domestic and international freight forwarding.
Gaffneys Logistics specialises in exhibition freight forwarding - both domestic and international. Gaffneys can ensure that your product, display & merchandise are in the right place, at the right time, providing a complete transport, materials handling & storage service. Gaffneys 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. If you are using Gaffneys, your goods will automatically be delivered to your exhibition booth.
Gaffneys Logistics 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.
Prior to the show, Gaffneys will make contact to discuss and determine your individual freight and logistics requirements. In the meantime, for any queries please refer to the Contact List under Event Information in your Manual.
Onsite Materials Handling
Exhibitors or their stand-builders requiring a forklift during move in or move out, must pre-book these services in advance with Gaffneys. Charges apply. To avoid disappointment, you must go to the Gaffneys Logistics form (refer to Home: Additional Services in your Manual) complete and return it to Gaffneys at least 3 weeks prior to the show.
To order services offered by Gaffneys go to the Gaffneys Logistics form link (relevant to your show) please refer to the Additional Services tab or refer to the contact list under Event Information.
GAS
To place your gas order please contact F Wood & Sons Plumbing on Tel: 03 9459 6628 or email: fwoodson@netspace.net.au. Alternatively, an order form is located under Plumbing in Additional Services on the online manual.
Melbourne
Exhibitions requiring the use of gas cylinders must submit full details to the venue one week prior to the commencement of the exhibition. Each application is assessed with the safety of the public as its prime pre-requisite. The MCEC reserves the right to accept or reject any application.
Gas cylinders delivered onsite may be refused if the delivery was done without prior approval or if the representative of the exhibitor in attendance is not present to accept the cylinders.
Liquid Petroleum Gas (LPG) cylinders shall not exceed 9 Kg in size. Maximum of 2 per stand. The installation and use of Gas Appliances and Gas Cylinders shall be undertaken in accordance with Australian Standard AS/NZS 1596:2008 The Storage and Handling of LPG Gas and AS 5601-2004 - Gas Installations.
Storage of LP Gas Cylinders
All LP gas cylinders are to be removed from the exhibition area overnight. The Melbourne Exhibition Centre has a gas cage located on the Loading Dock for the storage of gas cylinders overnight. Storage may be booked through the MCEC Loading Dock Manager. Please contact Exhibitor Services on tel: 03 9235 8385 or email: mecloadingdock@mcec.com.au for further details.
All orders for gas services must be made through the approved plumbing supplier, F Wood & Sons. Please refer to the contact list under Event Information.
Sydney
To ensure compliance with safety regulations, exhibitors are required to submit full details regarding the use
of LPG cylinders prior to their event Please complete the Hazardous Substances and LPG Permit Form which can be downloaded from the Online Manual. Each application is assessed with public safety as the prime concern. ICC Sydney reserves the right to accept or reject any application. Please complete the Hazardous Substances and LPG Permit Form.
Storage of LPG cylinders is permitted in the exhibition centre’s dedicated storage cages only. Overnight
storage is not permitted. Use of LPG for cooking or exhibition displays requires ICC Sydney’s permission. Please make sure hazardous substances are clearly labelled and stored. Safety Data Sheets (SDS) are required for all hazardous materials brought to the venue.
Perth
All Clients or Exhibitors wishing to utilise gas cylinders or appliances must obtain written approval from PCEC not less than 20 Business Days prior to the Event Date. Download Form 10, Gas Usage Request from PCEC Website. http://www.pcec.com.au/docs/default-source/event-resources/form-10---gas-usage-request.pdf?sfvrsn=12. Each application will be assessed with the safety of the patrons as its prime concern.
The following are general guidelines:
- All installations must comply with all state and federal statutory regulations and current Australian Standards covering installation, dangerous goods and equipment.
- The installation and connection is to be carried out by an installer licensed to carry out such work.
- Storage cylinders are not to exceed 9kg to allow them to be manually relocated.
- Exhibitors are generally limited to one cylinder per stand and not more than 1 cylinder may be placed within 15 metres of another.
- Where more than 1 cylinder is approved per stand, use of hard manifolding is required.
- Cylinders and connections are to be protected from accidental damage and impact and be stored in dry, well-ventilated areas away from heat, ignition and direct sunlight, and should be protected from physical damage and preferably below 45oC.
- Only authorised personnel, who are licensed under the Gas Standards Act 1972 and Gas Standards (Gas filling and Consumer Gas Installations) Regulations 1999, are to operate control devices.
- All gas cylinders are to be removed from the premises at the end of each day and to be stored in the Hazardous Goods Store, located on the loading dock. Please see Floor Manager on Duty.
- All sections of the gas storage and reticulation are to be inaccessible to the public, patrons and other Exhibitors at all times.
- Cylinders must be firmly secured to prevent falling or being knocked over and must be protected by a fire proof cover at all times.
- A 4kg CO2 or 4kg Dry Chemical fire extinguisher is to be provided by the Client or Exhibitor for each appliance using L.P. gas.
- Cylinders will be tested, approved for use and stamped as per AG601.
- All gas appliances are to be certified for Indoor Use.
Brisbane
The use of LPG on stands is allowed in the Exhibition Halls, however, the following policies apply:
- All installations carried out in accordance with the relevant statutory acts and regulations
- All appliances must be approved for use in accordance with the relevant acts and regulations
- The quantity of LPG held within a stand is to be limited to that amount reasonably consumed in one day.
- Maximum Cylinder Size = 45kg
- One cylinder per appliance
- Centralised cylinders with appliances connected to a reticulation system are not permitted
- Cylinders must be fitted securely to appliances to prevent the cylinder from falling
- Cylinders and connections must be protected from damage
- Control of cylinders must be accessible by the stand but not by the public
- Each evening at the close of show the LPG must be turned off at the bottle and all cylinders must be removed from the building overnight to designated areas.
- Security and provision of storage facilities at designated areas is the responsibility of the Event Organiser
- The LPG supply must be connected and disconnected by a certified tradesman.
HEALTH REGULATIONS
Refer Food & Non Alcoholic Beverage Sampling (Food Safety) in this document.
HEIGHT RESTRICTIONS
Stands must not exceed 2.4m in height without permission of the Organisers. Where permission is given for perimeter walls above this height, then the wall must be solid and dressed on both sides to the satisfaction of adjoining exhibitors. All space only exhibitors should contact the Organisers if you have any queries.
HELIUM BALLOONS
Exhibitors planning to use helium balloons as part of their exhibit are required to obtain approval from the event organiser. There is a charge to retrieve loose balloons from the venues ceiling.
ICE
The Organisers will provide a quantity of ice on a daily basis for use by exhibitors serving chilled alcohol. Ice will be available in the storage area at the Show.
INSURANCE
Exhibitors are reminded that their insurance for goods and exhibits should take effect from the day that the goods are delivered to the exhibition venue and should remain in force until their exhibits are removed. All Exhibitors (including exhibitors sharing on stands) are required to take out adequate insurance cover against the kinds of risks they will incur in connection with the exhibition, especially Public Liability, All Risks on Property, Employer’s Liability and Personal Accident to Staff.
It is compulsory for all exhibitors to provide their Public Liability Insurance policy (valid for the duration of the expo) to Talk2Media & Events prior to the event. Exhibitors sharing your stand are also required to be adequately covered for public liability insurance. Please contact Accounts Receivable at Talk2Media & Events on accounts@talk2.media if you have any queries. Your policy document can be uploaded via the Public Liability Insurance Form within this manual..
LIGHTING / POWER
The official stand builder is responsible for all lighting and electrical requirements.
Shell Scheme
Shell Scheme stands are supplied with 2 spotlights per 9m². Power, electrics and additional lighting can be ordered from the official service provider. Power Points are not included in the stand cost. Credit card facilities will be available on-site to settle accounts for electrical services provided at the exhibition. Any on-site changes will incur a fee for late bookings. See Contact List in Event Information for details.
Space Only
Space only exhibitors may use their own electrical contractor. However regulations require that you advise us of your contractor and order the basic power supply by completing the Lighting and Power Order Form. Only the official service provider may access the electrical pits. Please note that all stand contractors must order power for use during bump in and out in addition to your own requirements for use during the show.
Power Supply
The power supply to the exhibition venue is 240V, single phase 50Hz and 415V, 3 phase 50Hz. For more information or if you require 24 hour power you will need to contact the official stand builder.
Lighting Safety
All lighting must be at least 2.2m above floor level. High powered lights must not be placed within 500mm of flammable material. All portable light fittings must have a Certificate of Approval from Australian or New Zealand Electrical Safety Regulators.
Tungsten Halogen Floodlights
To minimize the risk of fire, Tungsten Halogen floodlights are banned.
MEDIA OFFICE
For all your media queries please visit the Organiser’s Office located within the exhibition.
MOVE IN & MOVE OUT
For the Move in and Move out times please see the Key Dates & Times under Event Information on the Online Manual, for further information.
NOISE LEVEL
The maximum permissible total sound level in any area of the show is 82dB (slow), measurable at a distance of three (3) metres from the source of the sound using a directional decibel meter. Exhibitors showing films or creating excessive noise or using audio visual aids which disturb adjacent exhibitors may be asked to cease such activities in the interest of the overall exhibition. Excessive noise as deemed by the Organisers to cause a disturbance is not permitted. The Organiser shall be regarded as the sole arbiter in the case of dispute and the Exhibitors shall follow the directions of the Organiser in order to resolve any such dispute.
OCCUPATIONAL HEALTH & SAFETY
Occupational, Health & Safety (OHS) is a major priority for Talk2Media & Events and the venue. Talk2Media & Events will aim to create and maintain a safe working environment for all contractors, exhibitors and visitors.
To comply with these standards please note the following requirements in relation to your participation in the Expo.
In particular we have implemented the following:
- The wearing of safety vests will be enforced by the organiser and security staff during move in and move out. It is expected that stand contractors will supply safety vests for their own staff. Talk2Media & Events will provide loan safety vests for exhibitors and will have a supply of these at each open loading dock and concourse door during move in and move out.
- No children of 15 years or under will be allowed on site during move in and move out.
- No open toe shoes to be worn during move in and move out in the exhibition centre or on the loading dock.
- The consumption of alcohol is strictly forbidden during move in and move out.
Please ensure that if you are booking a SPACE ONLY site that you provide the name of your stand builder for custom built stands by completing the Stand Design Requirements Form. All Stand builders must forward a copy of their OH&S policy to Talk2Media & Events before they will be permitted on site.
Melbourne
It is also a requirement of the Melbourne Convention & Exhibition Centre, that all Stand Builders/Contractors employed by exhibitors must complete the relevant induction course, prior to arriving on site for any event. To complete, please refer them to https://mcec.com.au/site-induction and ensure they complete both the MCEC Site Induction and MCEC Health & Safety Induction links under Site Induction.
As this is a venue requirement, all enquiries can be directed to the MCEC on telephone (03) 9235 8385.
Talk2Media & Events will have an OH&S representative on site for the duration of the event and any issues or incidents should be reported to the Organisers Office immediately.
Perth
The venue's pavilions are considered construction zone areas during the build and break-down phases leading up to and following an Exhibition (Construction Phase).
Worksafe WA requires that all persons entering a construction zone area hold the correct permit - referred to as a "Blue” or “White” Card.
Construction Safety Awareness Training is both accessible and simple. For more information regarding how to obtain a blue card and what other Australian state cards are recognised in WA, please refer to: http://www.commerce.wa.gov.au/WorkSafe/index.htm
A Blue / White Card is not required for Exhibitors – provided they do not require access to pavilions during the Construction Phase.
As this is a venue requirement, all enquiries can be directed to the PCEC on telephone (08) 9338 0318.
Brisbane
Work Health & Safety (WH&S) is a major priority for Talk2Media & Events and the venue. Talk2Media & Events will aim to create and maintain a safe working environment for all contractors, exhibitors and visitors.
To comply with these standards please note the following requirements in relation to your participation in the Expo. In particular we have implemented the following:
- The wearing of safety vests will be enforced by the organiser and security staff during move in and move out. It is expected that stand contractors will supply safety vests for their own staff. Talk2Media & Events will provide loan safety vests for exhibitors and will have a supply of these at each open loading dock and concourse door during move in and move out.
- No children of 15 years or under will be allowed on site during move in and move out.
- No open toe shoes to be worn during move in and move out in the exhibition centre or on the loading dock.
- The consumption of alcohol is strictly forbidden during move in and move out.
- Please ensure that if you are booking a SPACE ONLY site that you provide the name of your stand builder for custom built stands by completing the Stand Design Requirements Form. All Stand builders must forward a copy of their WH&S policy to Talk2Media & Events before they will be permitted on site.
Queensland Work Health and Safety regulations require that every person who is on site during the stand construction or dismantle phase of the exhibition work must hold a general construction induction card, (also known as a ‘white card’). To avoid the need for all exhibitors to obtain a white card, the organiser’s have divided the stand construction from the stand dressing (i.e. stock up and decoration of stand) phase of the move in and move out. Space only exhibitors are encouraged to enforce this deadline with their contractors. Any persons who will be onsite during the construction phase will require a white card.
For further information, please visit: http://www.deir.qld.gov.au/workplace/licensingregistrations/licences/whatlicence/genconstinduct/apply/index.html#.UzuAm6iSwwo
ONSITE ORDERS
Furniture Hire
Furniture and display equipment is available from the official furniture contractors. Please refer to the Contact List for details. Plant Hire A wide variety of plants and flowers are available from the preferred plant supplier. Please refer to Contact List.
Temporary Staff If you require onsite temporary staff, please contact our preferred supplier. Refer to the Contact List.
ORGANISERS’ OFFICE
The Organisers’ Office at the exhibition is located within the exhibition and will be open from the first day of move-in to the last day of move-out.
PHOTOGRAPHER
Exhibitors wishing to use their own photographer must seek permission from the Organisers.
PUBLIC ANNOUNCEMENTS / PA SYSTEM
The public address system is for use by the Organisers for official announcements only. It is not available for exhibitors or visitors and will only be used in emergencies.
REFRIGERATION
A range of refrigerated display cabinets are available for hire for the duration of the exhibition from our preferred suppliers. Please review the Contact List under Event Information or view order form in Additional Services.
REMOVAL OF GOODS
In the interests of security, goods may not be removed from the exhibition without Security Clearance Stickers which must be completed and adhered to all goods leaving the exhibition. Exhibitors removing goods must wear their exhibitor wristband in order for Security to verify details against the Security Clearance Stickers. Security Stickers can be collected from the Organisers Office.
RETAIL SALES
Retail sales of packaged goods are permitted in the exhibition, however official receipts must be attached to all goods sold and be clearly visible to Security personnel when the goods leave the exhibition. Exhibitors must notify the Organisers if they intend to sell products from their stand.
RIGGING
The rigging of any overhead structure or signage must remain within the perimeter of the stand space. Banners must be single sided when rigged on the perimeter of the stand that adjoins another stand otherwise the banner must be stepped in by 1m. No advertising material may overlook an adjoining stand. Review the Rigging Order form in the Additional Forms Section.
RULES & REGULATIONS
Exhibitors are bound to adhere to the Rules & Regulations which have been designed to ensure a professional exhibition for all participants. Review the Rules and Regulations under Event Information in the Online Manual.
SAFETY VESTS
Due to an increased awareness from WorkSafe it is now mandatory for all exhibitors during move – in and out periods, to wear closed toed shoes and approved safety vests at all times. Exhibitors and contractors will not be allowed entry to the exhibition floor unless closed toed shoes and safety vests are worn. We suggest you bring your own vest, however some will be available from the loading dock - please return them when you leave.
SECURITY Security will be maintained by guards for the duration of our tenancy. Whilst every reasonable precaution is taken, the Organisers accept no responsibility for any loss or damage which may occur to persons or property at the exhibition from any cause whatsoever.
SMOKING
All venues are smoke free. Exhibitors are not permitted to smoke whilst inside the exhibition halls.
STAFF REGISTRATION
To assist visitors and security personnel, it is essential that all stand personnel wear exhibitor wristbands, which are valid for individual open days. They must be collected from the Organiser’s Office, from 8am on the final day of move in. Please note that new measures will be in place to ensure only genuine exhibitors are utilizing wristbands. Wristbands should never be issued in lieu of tickets to friends and family. Exhibitors who misplace the wristband or require additional wristbands onsite will be charged a set price per person.
Complete the Staff Registration form located in the online manual.
STAND DESIGN
Space Only
To assist with planning for your stand please refer to the Stand Design Submission form. For a list of preferred Custom Stand Builders please refer to the Contact List.
Carpet
Carpet is provided as part of the Shell Scheme package. Space only exhibitors are required to provide their own floor covering. For floor covering options, please contact the Official Stand Builder.
Shell Scheme
Shell Scheme stands are automatically supplied with a fascia panel that shows your company name and stand number. This is called the Name Board and it is supplied in a uniform style that may not be altered or covered in any way. To confirm the company name to be printed, please complete the Name Board form in this manual. Companies sharing a stand are required to contact the Event Coordinator to ensure they are represented on the Name Board correctly (refer to Contacts List under Event Information in the Online Manual)
STORAGE
There is no onsite storage available at this event for packing and stand build materials. For offsite storage please contact Gaffneys Logistics. A replenishment service for dry and refrigerated goods is available through Gaffneys Logistics. Please refer to the form located under Additional Services in the Online Manual.
TESTING & TAGGING
All electrical equipment must be tested and tagged in accordance with the State Work Health & Safety Regulations and Australian Standards prior to use on site.
This applies to all contractors working on site and exhibitors who bring in electrical leads and appliances for their stands during exhibitions. When you order your power, please remember to order your testing and tagging. Please review the Power & Lighting Order Form in the Online Manual.
VEHICLE ON DISPLAY
An exhibitor who is planning to include a vehicle on their stand must notify the Organisers their intentions no later than 28 days prior to commencement of the exhibition.
The Organisers requires details of the delivery together with details of the dimensions and weight of the vehicle. Upon arrival a set of keys must be supplied to the Organisers Office for the duration of the event. Venue Security retains the right to inspect any vehicle leaving the premises after unloading/loading before, during and after the exhibition.
The following conditions apply for flammable liquid powered motor vehicles:
- The fuel tank must contain more than 90% of the fuel capacity
- The fuel filler cap must be either sealed or secured to prevent the easy removal of the fuel cap by unauthorised persons
- Drip trays are required
- 1 X 2.3 kg A:B(E) dry powder fire extinguisher mounted in a prominent location in accordance with AS2444:2001 Portable Fire Extinguishers.
The following conditions apply for flammable gas (LPG) powered motor vehicles:
- Systems must be fitted in accordance with AS/NZS1425:2007 LPG Gas Fuel Systems for Vehicle Engines.
- The LPG Fuel tank must be isolated from the engine mechanically by closing the ‘Service Tap” on the fitted fuel tank.
- The engine is to be run until all fuel in the fuel line and converter is exhausted.
- 1 X 2.3 kg A:B(E) dry powder fire extinguisher mounted in a prominent location in accordance with AS2444:2001 Portable Fire Extinguishers.
VISA & PASSPORT REQUIREMENTS
Australia has strict visa requirements for many overseas visitors. Please check with your travel agency or Australian Consulate to confirm your visa requirements at least six weeks before travelling. For further details visit Dept of Immigration.
Please Note:
- Refunds will not be given to exhibitors who fail to obtain a Visa.
- International exhibitors requiring an invitation letter to obtain a visa are to contact the Exhibition Coordinator
- Invitation letters will be written for those exhibitors working on the stands only.
- Invitation letters will not be written for visitors
Exhibitors will be provided with complimentary general admission tickets. Additional discount tickets can be purchased via the Online Exhibitor Manual.
The organisers will provide a number of communal wash areas which include sinks and cleaning equipment. Drums for waste oils and fats will be available in these areas. Refer to the floor plan for locations.
WATER, WASTE & COMPRESSED AIR
Melbourne / Sydney / Brisbane
Water and waste services are available on some stands. Compressed air is available for hire through the water & waste supplier. Please note it is the responsibility of the exhibitor to supply all labour and materials required for connection of display equipment and reticulation of water/air services within the stand area. If you require these services you should check with the Organisers that they are available on your stand.
Perth
Exhibitors require a licensed plumber to connect from the water/waste access pit to their equipment who must be a preferred supplier of the PCEC. Please be ready at the time requested or additional plumber service fees may apply. Please attach a floor plan indicating required location for sink/tap & connections and notify the PCEC if there is a stand or location change. A relocation fee will apply once plumbing is installed. All exhibitors requiring water & waste connections will need to check with the organisers to ensure your stand space is located over a water/waste pit. In addition a raised floor of 150mm will be required to ensure pipes run under the stand to the designated area.