ACCESS TO VENUE

Venue Address:

City 2 Surf EXPO
ICC SYDNEY HALL 6 & 7 UPPER LEVEL
DARLING DRIVE, DARLING HARBOUR
NSW 2000, AUSTRALIA

During bump in and bump out, vehicle access to the ICC loading dock is via Darling Drive. The dock is one way and exits back onto Darling Drive. Access times are given in Key Dates and Times. On show days, the loading dock is open for deliveries before the show opens between 8 am and 9 am for restocking. After this time exhibitors should not bring goods in or out without the permission of the organisers.

Exhibitors and couriers not using Gaffneys must book in through the Loading Dock Management System See Deliveries, Fork Lifting & Storage, Parking

ACCOMMODATION

We have discounted rates for exhibitors with LIDO Group please see information in the Contractors Order Forms Section. 

AISLES

In the interest of public safety all aisles, fire cupboards, appliances, emergency exit doors and public circulation areas must be kept clear at all times. The aisles are the minimum permissible by health and safety regulations. If any activity on your stand will create a queue or an audience then you must leave room for visitors on your stand. The aisles are not to be used as queuing and viewing areas. All furniture and other stand display must fit within the boundaries of your stand as shown on the Floor plan. No items including raised floors may encroach into the aisles. Please make your contractor aware of this if you are having a modular floor built.

ALCOHOL

Under the venue’s license, the purchasing of alcohol on site must be made through the cafes or ICC Sydney caterers. Any breach of the Licensing Policy, through the provision of alcohol from any other source may result in the alcohol being removed from your stand.

ATM MACHINES

Automatic Teller Machines are located along the Exhibition Concourse.

AUDIO VISUAL

A full range of audio-visual equipment can be hired. For further information, please contact Expo Evolution.

BANNERS

Exhibitors may not hang banners above their stands without the permission of the organisers. Please contact the organisers to gain approval for rigging. The Organisers decision is final. Exhibitors must have Space Only stands larger than 20 sqm before the organisers will consider applications. Exhibitors should send visuals of proposed banners to keir.duncan@fairfaxmedia.com.au for approval.

BALLOONS

Helium balloons are not permitted. Air filled balloons are permissible. Exhibitors must follow these guidelines for helium balloons

Exhibitors undertake to indemnify the organisers for any costs for bringing riggers into the venue to retrieve balloons from the roof. This is a very costly exercise!

Any exhibitor balloons still in the roof space as of 10 pm Saturday 11 August will need to be retrieved by riggers at the exhibitor's cost.

Please note that Exhibitors will be charged for the removal of balloons found in roof space of the venue and should a balloon trip the fire alarm and a Fire Brigade is dispatched to the building a call out fee will also apply. Please indicate your use of balloons in FORM 3.

BOX OFFICE

The onsite ticket box office is located in the foyer level of the show.

CAR PARKING

ICC Sydney can validate exhibitors parking tickets on FULL move in or out days for a rate of $25. Validation does not apply on days where the show is operational.

The nearest car parks to the venue are:

ICC Sydney Car Park 1
14 Darling Drive, Sydney, NSW 2000

Rates are:

0 - 1 hour - $18.00
1 - 2 hours - $30.00
2 - 3 hours - $38.00
3 - 4 hours - $44.00
4+ hours (to 4am only) - $49.00

Wilson Parking – Darling Quarter 1-11 Harbour Street, Sydney, NSW 2000

Mon - Fri
0.0 - 0.5 hrs $5.00
0.5 - 1.0 hrs $19.00
1.0 - 2.0 hrs $32.00
2.0 - 3.0 hrs $42.00
3.0 - 4.0 hrs $49.00
4.0 + hrs $56.00

Wilson Parking – Harbourside Car Park 100 Murray Street, Pyrmont

Mon - Sun
0.0 - 0.5 hrs $6.00
0.5 - 1.0 hrs $16.00
1.0 - 2.0 hrs $26.00
2.0 - 3.0 hrs $32.00
3.0 + hrs $38.00
Motorcycle $14.00

Unfortunately, we have no free parking available and these car parks charge parking fees. Exhibitors qualify for a discounted day rate of $25 during bump in days.

CARPETING & FLOORING

The stands and aisles will be carpeted in a grey charcoal carpet. Alternatively, if you wish to order floor coverings, you may do so using floor flats or other carpet colours which you are able to purchase directly from Expo Evolution, please contact them directly.

CATERING

A full range of food and beverages will be available from the exhibition cafe during bump in and during the show open period.

CHILDREN

Children under the age of 16, (including babies and toddlers in your direct care) are NOT permitted in the venue during Bump in and Bump out, nor may they be left in vehicles on the loading dock during these days.

The venue is a potentially dangerous environment for children during Bump in and Bump Out and this rule will be strictly enforced. Please note that after the close of the show on the last day children should be removed from the venue before bump out can commence. Please make any necessary arrangements for your children in advance as this regulation cannot be waived.

CLEANING

The aisles and your stand will be swept and vacuumed every night BEFORE the show opens. Any special cleaning requirements should be raised with the organisers and may incur additional fees.

COMPLAINTS

It is in the interest of exhibitors and visitors that any faults or failures in the services provided at City 2 Surf Expo should be brought to the attention of the organisers as soon as possible. Particularly if there is anything wrong with your as we can only fix that during bump in.

We cannot rectify problems after the show!

CONTRACTORS

You may employ the stand contractor of your choice for dressing your stand, except shell scheme (and additions to shell scheme) for which the official contractor is Expo Evolution.

Gaffney’s Event Logistics look after freighting, fork lifting and storage onsite, and these services are an additional cost to your stand package. Expo Evolution and Gaffney’s both have a service desk onsite. We also pass your contact details to our contractors to assist them in offering relevant services to you at the show. You are not obliged to use any of these contractors however we would encourage you to do so as you will benefit from economies of scale and their intimate knowledge of the event.

If you are employing a contractor to build your Space Only stand, it is essential that your contractor is fully aware of their responsibilities under all relevant Health and Safety legislation, as well as the venues and organisers stand build regulations.  All space only stands are required to submit a custom stand permit form to the venue, available from the venue website. 

DAMAGES

Exhibitors are not permitted to fix onto or alter the appearance of any surface in the venue.

Exhibitors are reminded that if this condition is breached, they will be charged for making good, restoring or renewing any damage to the venue or site, for example, marks by or to paint, tape, bolt, screw and nail holes or damage to pillars etc. If you damage the shell scheme panels you will be charged.

DELIVERY & COLLECTION OF GOODS

See Deliveries, Fork Lifting & Storage, Parking

DISABLED ACCESS

You must ensure that your stand and exhibits comply with relevant legislation and are easily accessible to wheelchair users and that all signage is as clear as possible for those with impaired vision. Disabled parking is available at the venue which is lift accessible. There are accessible toilets in the hall.

DISTRIBUTION OF PROMOTIONAL MATERIAL

You are reminded that all business including the distribution of literature and promotional material must be conducted from your stand. Your staff are not permitted to hand out leaflets etc. at the entrance to the event, the aisles or any other part of the venue.

ELECTRICAL REQUIREMENTS

The official electrical contractor for City 2 Surf EXPO is Expo Evolution. Shell Scheme Exhibitors can order additional power and lighting by filling out the Expo Evolution Stand requirements form which you have received. Space-only contractors should order mains electrical supplies with Expo Evolution directly.

Please ensure that all equipment you bring into the venue is Tagged and Tested. Inspections will be carried out and you may be required to submit equipment to testing at your cost ($15 per tag) if tags are not present.

EFTPOS

EFTPOS machines are arranged through your bank, not the organisers. EFTPOS machines work on the mobile phone network so there is no need for a phone line, but check with your bank for details.

Smart phone devices and other options are also available online.

EXHIBITOR LOUNGE

The exhibitor lounge is located on the gallery level above the café.

EXHIBITOR PROPERTY

Although the utmost care will be taken with security arrangements, ICC Sydney and the organisers accept no responsibility for loss or damage to exhibitor’s equipment or property whilst it is on site at City 2 Surf EXPO. Exhibitors should ensure they are adequately covered by insurance for loss, damage and theft. This is not covered under a public liability policy. Any incidents of theft should be reported to the organisers onsite, so we can make a report, exhibitors own insurance may not respond to claims made after the event and the organisers will not be able to provide supporting documentation in relation to any incident reported after the show is over. Overnight security is in place from Wednesday, 8 August.

EXHIBITOR SERVICES 

Services provided include, water and waste, internet, catering and telephony. 

Exhibitors can book services and catering through the exhibitor portal on the ICC Website up until 14 days out from the event. Requests for services after this time cannot be guaranteed.

T:  02 9215 7373

E: exhibitionservices@iccsydney.com

Link to exhibitor order forms http://www.iccsydney.com.au/plan-an-event/event-toolkit/exhibitor-order-forms

FABRICS

Textile fabrics used for interior display purposes on the stand must be treated with an approved flameproof chemical and conform to Local Statutory Building Regulations. Certain fabrics such as wool, twill, or felt need not be proofed. Textile fabrics used for interior decorative purposes within stands must be fixed taut and/or in light pleats (not draped) to a solid backing and secured above floor level, not touching light fittings.

FIRE EQUIPMENT

ICC Sydney contains all fire prevention equipment as required by law. All fire equipment must be visible and accessible to the public – under no circumstances should this equipment be obstructed by your furniture or stand material. For fire regulations, please refer to the VENUE EMERGENCY EVACUATION SITE PLAN in the downloads section.

FIRST AID

All incidents and accidents must be reported immediately to the organisers, security or venue staff. All security staff are qualified first aiders and so in the event of a medical emergency please alert a member of the Organisers or security staff. Please do not call the emergency services yourself, the venue co-ordinates with the emergency services directly to ensure minimum delay. Third party calls slow down response time.  There is a dedicated first aid centre at the ICC.

FOOD SAMPLING

Food sampling is not permitted unless previously agreed in writing with the Organisers.  ICC, Sydney has the following requirements for sample servings of food and beverage not purchased from the venue. Any refreshments sold or distributed must be supplied by the ICC Sydney caterer.

Exhibitors must also register with the City of Sydney. See Order Forms & Downloads.

Samples given away free of cost to the visitor must be:

• Items which exhibitors sell wholesale in the normal conduct of business OR
• Items which are produced by equipment used in the normal conduct of their business.

Portions are to be of normal tasting size only and:

• Non-alcoholic beverage samples should be no larger than 100ml.
• Wine and beer samples are to be no larger than 50ml.
• Spirit samples are to be no more than 20ml.
• Solid food should be no larger than bite size (50g).

Sampling permit form

http://www.iccsydney.com.au/~/media/ICC/Files/PDF/Forms/Permit-Forms/ICCSydney-permit-form-food-and-beverage-sampling

FURNITURE

Furniture is not supplied with your stand – you may bring your own or hire from Expo Evolution please view the full range of Furniture at http://www.expoevolution.com.au

GRAPHICS

Good graphics on your stand will get you and your products noticed. From your own colour transparencies or photographs, you can have stand graphics printed bespoke for your stand, and set you apart from your competitors. If you wish to discuss a graphics package, please contact Moreton Hire. Under no circumstances are exhibitors permitted to hang banners or other graphics above their stand without the permission of the organisers.

HELIUM

See balloons

HOTELS

See Accommodation.

INDUCTIONS

All exhibitors staff who are involved in the bump in of the event should complete a site safety induction. Inductions can be completed by following this link: 

Induction Link

INSURANCE

PUBLIC LIABILITY INSURANCE

Neither the organiser, the venue, or any staff, employees, agents or other representatives of Fairfax Media Pty Ltd or the venue shall be liable for any damage, loss, harm or injury to the exhibitor, employees, agents or other representatives of the exhibitor or for goods sent to the venue before or remaining after the exhibition, or whilst in transit to or from, or during the exhibition.

It is a requirement that exhibitors have appropriate public liability insurance cover for no less than $10 million dollars in respect of any single claim. It is a legal requirement that the organisers verify that all exhibitors hold Public Liability Insurance.

Exhibitors must send a Certificate of Currency detailing the following:

WORKERS COMPENSATION INSURANCE

Exhibitors who employ staff to work on their stand at the event must also carry and provide proof of cover Workers Compensation Insurance via Form 2.

LICENSING

The sale, distribution and consumption of alcohol anywhere on the premises is subject to licensing laws, a breach of which may result in fines (please refer to Alcohol)

Other Activities – Subject to venue and or organiser approval, additional licenses may apply for entertainment, laying of wood chips, displays containing any water or liquid substance including water features and aquariums, helium balloons, confetti, streamers, lasers, smoke machines, flammable gas/ liquids, any dangerous machinery, paint – no matter how small the amount, goods classified under the Dangerous Goods Act or Hazardous Substances etc.

LOST PROPERTY

Any items found should be handed into the Organisers Office.

LPG / COMPRESSED GAS

No LPG will be allowed in the venue without the permission of the organisers and venue. Any gas bottles must be removed from the building and stored outside the venue overnight. Arrangements for storage should be made in advance with and ICC Sydney and the LPG/Hazardous Materials form be completed and sent to the venue.

MARKETING

Promoting your presence at the Show

For more details on the Show’s marketing campaign, tips on how to best promote your business at the Show and to download assets that you can use on your website go to the Exhibitor Manual Website and download from the Marketing Materials section.

MESSAGES AND PAGING

A public address system will be in operation during bump in and bump out only. No paging will be permitted during the open hours of the show, except in emergencies.

NOISE MUSIC AND VIDEO

The organisers have arranged recorded music throughout show hours and reserve the right to refuse additional music at the show.

Exhibitors playing music or videos must keep the sound at a level that is not intrusive to other exhibitors. All speakers must face the interior of the stand and not the aisles or neighbouring stands. The organisers reserve the right to cut power to a stand if in the opinion of the organisers, the sound level is too high and the exhibitor does not conform to the verbal requests to reduce the level of the sound. All exhibitors must comply with APRA’s licensing/ copyright requirements for the use of recorded music, videos, DVDs or any other published work covered under their licensing agreements.

ORGANISERS OFFICE

The Organisers Office is at the reception desk to Hall 6.

PARKING

See Car Parking.

PASSES

Exhibitor Passes will be required if you are an exhibitor or working on an exhibitor’s stand. These passes are collected onsite; they will not be sent out in advance. On arrival for Bump In, security must be given a valid company name or stand number and you will be issued with a temporary pass. Please make your way to the Organisers Office collect your Exhibitor Passes. After you have collected your passes and made arrangements to distribute them to your staff. After 1400 on Thursday 9 August, a valid exhibitor pass must be worn otherwise you will be refused entry by security.

You must arrange to meet with any staff member who has not received their pass in time for the show. They will not be allowed into the building to look for you. Each badge will indicate the exhibitor and the individual’s name. Please note these passes are not transferable and must only be worn by employees or temporary stand staff of the exhibitor. If staff changes over the course of the show the old pass must be returned to the Organisers Office and swapped for a new one.

ONCE ISSUED BY THE ORGANISERS, IT IS THE RESPONSIBILITY OF EACH EXHIBITOR TO ENSURE THE SECURITY OF ALL ACCESS PASSES AND BADGES.

PLUMBING

If you require water and waste services and access on your stand please order through the venue’s exhibitor services online

PUBLIC TRANSPORT

For bus & train timetables, visit the public transport website at http://www.transportnsw.info/. Also look at the ICC Sydney Website.

https://www.iccsydney.com.au/visit-icc-sydney/getting-to-icc-sydney

RESTOCKING

If you need to restock your stand during the show, PLEASE DO SO DURING THE TIMES BETWEEN EXHIBITOR ACCESS AND THE OPENING TIMES given in KEY DATES AND TIMES.

Please note that a representative of your company should be present to sign for any deliveries.
The organisers will not sign for deliveries on your behalf if you cannot be present to receive your good you should send your goods "no signature required".

RIGGING

Exhibitors are not permitted to rig graphics or banners above their stand without the permission of the organisers. Any proposed rigging must be submitted for the review permission of the organisers. Shell scheme stands and those under 20 sqm are not permitted to rig.

SECURITY

Whilst every reasonable precaution is taken during the show to ensure the premises are adequately patrolled, the organisers expressly disclaim responsibility for any loss or damage to property of any exhibitor from any cause.  It is essential that you report any loss sustained from your stand to the security or Organisers.

SIGNAGE

Exhibitors are not permitted to mount or display any signage outside of their stand area. Expo Evolution can be contacted regarding additional signage to enhance the look of your stand.

SMOKING

The ICC has a "No Smoking" policy within all areas of the Venue. Exhibitors are therefore requested not to smoke within the 10 m of the building.

STANDS

Please refer to YOUR STAND section for details.

STAND ETIQUETTE

Exhibition stands must be manned at all times during show opening hours. It may be obvious but a standing, smiling exhibitor is much more approachable than someone seated and looking disinterested or playing with their phone.

STORAGE

Storage is not included in your stand package. Exhibitors should store all their stock on their stand or contact Gaffney’s to discuss their storage requirements. Receiving and fork lifting of your goods either into storage or to your stand is not included in your stand package and must be booked through Gaffney’s separately.

TELEPHONE & INTERNET

The ICC has a free wi-fi system, during show operational hours this could slow down, we recommend exhibitors look into 4g WiFi alternatives if a stable service is required to demonstrate services or take payments.

TRANSPORT

See Deliveries, Fork Lifting & Storage section.

TROLLEYS

A limited number of trolleys will be available for use by exhibitors. Trolleys may be collected from the storage supervisor in the storage area and will need to be signed in and out. Identification will be needed to use this service and a cash deposit may be required.

VESTS

High visibility vests must be worn; these may be purchased from the loading Dock Gatehouse OR hired from the organisers who will have a distribution point at Hall 6 foyer entrance. Please bring a $5 note. Stock is limited so if you have your own please bring it. If the stocks of both are exhausted exhibitors will have to make their own arrangements. Vests are available to but at vending machines around the ICC.

VEHICLES AS EXHIBITS

If you plan to bring a vehicle onto your stand to exhibit, please contact Keir Duncan and indicate such on FORM 3 STAND ACTIVITY.

WORKPLACE HEALTH & SAFETY

All Exhibitors are required to meet the WHS regulations of ICC, Sydney and state and federal legislation in addition to their responsibilities under the Workplace Health and Safety Act 2011 and SafeWork NSW.

• Smoking is not permitted inside or within 5 metres of any entry/exit door.
• Children under the age of 16 are not permitted within the venue or on the loading dock during move in and move out under any circumstances.
• Safety vests must be worn during contractor build (move in) and dismantle (move out) and wherever mobile plant equipment is operating within the venue’s precinct.
• Closed-toed footwear must be worn by all event-related personnel during move in and move out and footwear must be worn at all times during the hire period.
• Appropriate Personal Protective Equipment (PPE) meeting Australian standards must be worn on site at all times.
• The possession or consumption of alcohol or drugs of addiction is strictly prohibited by on-duty, event-related personnel. Persons found under the influence of alcohol or drugs of addiction will not be permitted to commence or continue work under any circumstance.

Please make your staff aware of the emergency evacuation procedures for the hall and make sure they are aware of what to do in an emergency.

Please ensure that your staff do not wear open-toed shoes for Bump In and Bump Out and that any children related to you or your employees are not brought to the hall or the loading dock during bump in and bump out. You must also wear a high visibility vest during bump in and bump out