H I C a u s t r a l i a s p r e m i e r e - h e a l t h c o n f e r e n c e

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1 WELCOME TO HIC! It s great to have you on board! The information contained in this document has been compiled for exhibitors attending HIC. In this document, you will find: Key contacts Bump in / bump out information Information to assist with exhibition displays Freight / transport and logistics General information related to your participation at HIC It is each exhibitor s responsibility to ensure all documentation is read, recommended actions are completed and deadlines are met. Please read this HIC Exhibition Manual carefully. If you have any questions regarding the information contained in this document or about the event in general, please contact Belinda at belinda@hisa.org.au or call We are here to assist you in any way we can. We look forward to your participation in HIC. exhibition opening hours The exhibition will be open during the following times: Monday 30 July Tuesday 31 July Wednesday 1 August 10:20am* - 7:00pm 7:30am* - 5:30pm 7:30am* - 2:00pm *This will primarily be for delegates attending breakfasts. Tea and coffee will be available for all delegates in the Innovation Expo from 8.00am on Monday, Tuesday and Wednesday. Health Informatics Society of Australia Ltd National office: 1A/21 Vale Street North Melbourne Victoria 3051 Australia t: e: hic@hisa.org.au w: ABN: ACN:

2 key contacts HIC Conference & Exhibition Office HISA Ltd 1A/21 Vale Street North Melbourne VIC 3051 Contact: Belinda Yasar, Conference & Events Senior Coordinator t: e: belinda@hisa.org.au w: Freight Forwarder Agility Fairs & Events 10 Marigold Place, Milperra NSW 2214 Contact: Dominga Cruz, Domestic Event Logistics Specialist Tel: dcruz@agility.com Exhibition Contractor and Audio Visual Exhibit Systems PO Box 709 Brookvale NSW 2100 Contact: Martin Davey, Account Manager t: m: e: martind@exhibitsystems.com.au w: Conference and Exhibition Venue International Convention Centre, Sydney (ICC) 14 Darling Drive Sydney NSW 2009 Contact: Exhibitor Services t: e: exhibitionservices@iccsydney.com w: access/bump in Exhibition Shell Scheme Build Exhibitor Contractors Build Exhibitors Bump In Sunday 29 July 07:00am - 4:00pm Sunday 29 July 10:00am - 4:00pm Sunday 29 July 4:00pm 7:00pm *please do not arrive earlier than 4:00pm as you will be asked to come back Exhibitors will have strict access to The Gallery at ICC from 4:00pm-7:00pm on Sunday 29 July. Final chance for exhibitors to complete booth set up will be from 7:00am to 10:00am on Monday 30 July. Rental furniture and equipment pre-ordered will arrive during these times. Please note there is no arranged catering during the bump in. No children under 15 years of age are permitted during bump in and out. For information regarding delivery of goods, please read the delivery section in this document. For information regarding the storage of pallets / boxes, please read the storage section in this document. HI SA Au stralia s Dig ita l Healt h C omm u nity Page 2 of 10

3 safety vests Please bring your own hi visibility safety vest, a limited supply will be provided by the conference organisers. Approved high visibility safety vests and closed toed shoes must be worn at all times during the exhibition build. Access to the exhibition floor will not be permitted unless safety vests are worn. admission policy The conference exhibition is open to all registered delegates and trade expo visitors only. All attendees must have a conference badge visible at all times. Personnel found within the conference areas (meeting rooms or exhibition) without appropriate recognition will be requested to leave. The exception is during the Sunday bump in when colleagues may assist you with setting up your booth. audio-visual requirements Please contact Exhibit Systems for your audio-visual needs. Please refer to the furniture catalogue and complete an order form. cleaning Basic cleaning of the exhibition area is included in the exhibition space charge. competitions and on-stand giveaways In New South Wales any random prize draws at HIC will require a permit. If you are planning on conducting a competition please plan accordingly, or make it a game of skill, for example, to enter ensure they provide 25 words or less on why they should win. Use the application lottery permit link to apply for a permit for a random prize draw: contractors The conference organisers will not accept liability for contracts between the Exhibiting Company and other Contractors or for the negligence or default of any such persons, servants or agents. HI SA Au stralia s Dig ita l Healt h C omm u nity Page 3 of 10

4 exhibit systems Exhibit Systems have been appointed as the Exhibition Builder. All details regarding your booth build must go through them. If you are using an external company please ensure you advise Exhibit Systems and Belinda from HISA via Visit the Exhibit Systems website for ideas on design. Carefully read the Exhibition Pack to familiarise yourself with the setup and to book your fascia signage, furniture, and any printed materials required. custom stand booths If you would like to create a custom stand booth, Exhibit Systems can help you design and make your ideas come to life from something simply as custom printed wall panels or a complete upgrade. Final stand design approval is provided by the ICC Sydney Exhibition Services. furniture and plants Please contact Exhibit Systems for all your furniture needs. Please refer to the furniture catalogue and complete an order form. Exhibit Systems PO Box 709 Brookvale NSW 2100 Contact: Paul Hicks, Managing Director t: e: paul@exhibitsystems.com.au w: HI SA Au stralia s Dig ita l Healt h C omm u nity Page 4 of 10

5 dates to remember Exhibitor Action Item How to Action Deadline Company logo and profile (200 words) to 2 weeks after booking Exhibitor Registrations & Complete Online Registration 25 June Accommodation Form Indemnity Form Complete & sign Indemnity Form 25 June Fascia Name Board Details Complete Exhibit Systems Form 25 June (Shell Scheme Exhibitors Only) Power & Lighting Complete Exhibit Systems Form 25 June Carpet & Walling Complete Exhibit Systems Form 25 June Shelving Complete Exhibit Systems Form 25 June Furniture Complete Exhibit Systems Form 25 June Freight Forwarding Complete Agility Fairs Form Various - see forms icc sydney exhibitor information The ICC Sydney Service team will assist all Exhibitors with the following orders forms. Please ensure you contact the Exhibition Service Team to ask any questions. deliveries The ICC will not sign possession of goods from couriers on behalf of exhibitors or clients. It is a requirement you use a freight forwarder for all items delivered to ICC Sydney. Although they may be a little more expensive than a normal courier, you can guarantee your freight will be onsite for when you bump-in. You won t have the issue of not being onsite to sign for the goods and having to print courier consignment labels to get your freight back to the office. exhibitor order forms this is where you will find forms for things like: banner hanging, cleaning, account forms, internet order forms, stand catering, phone services order forms, etc. permit forms Where you will find forms for things like: custom stand plans, cooking, F&B sampling, vehicles, medical activities, naked flames, etc. etc. stand catering menu Please make this menu available for your Exhibitors to order from ICC Sydney Exhibition Services exhibitionservices@iccsydney.com HI SA Au stralia s Dig ita l Healt h C omm u nity Page 5 of 10

6 loading dock access Access to the ICC Sydney for Exhibitors and Contractors during bump in and bump out is via Darling Drive. This dock can accommodate three x 19 metres articulated vehicles and smaller vans at any one time. Vehicles can manoeuvre into bays without encroaching onto the public roadway. dismantling/bump out Exhibitors may commence dismantling of all equipment and materials on Wednesday 1 August once delegates have completed their lunch at 2:00pm. Contractor dismantling of the booths will commence at 4:00pm on Wednesday 1 August. electrical/lighting requirements Shell Scheme booths are supplied with two spotlights on a continuous track (attached to fascia board) and one power point. Space only does not have any power or lighting so this will need to be ordered at an additional cost through Exhibit Systems. Exhibitors requiring additional lighting and electrics should complete the Power and Lighting Form 3 enclosed in the Exhibit Systems Exhibitor Information Pack. Payment is required with the Order Form. Cash or cheque will be accepted on-site to settle accounts for electrical services provided during the exhibition. All electrical equipment must comply with Occupational Health & Safety Act and Australian Standards. The outward sign of the latter is a test tag AS3760. Power cords, leads, power boards are all subject to inspection by the venue technical staff. Any unsafe items will be removed from the venue. fire regulations Designated fire exits must be kept clear at all times. Storage of flammable liquids or fuels is not permitted within the exhibition. Hall floor plans denote all fire exits. Please refer to the ICC Sydney Safety Guidelines. food and beverage No exhibitor or person shall distribute, sell or give away any item of food or drink within the ICC without prior written approval by the ICC. Please refer to the ICC Sydney Event Guidelines for full details on the serving of food and beverage from exhibitor stands. Menus and pricing can be obtained from ICC Exhibitor Services (contact details can be found in the key contacts section of this document) and orders can be made via the ICC Exhibitor Services Order Website. forklift/portering The ICC does not provide any forklift/portering equipment. If you require trolleys or a forklift, you will need to book this with Agility, otherwise we cannot guarantee their availability. Exhibitors are permitted to bring only hand-held items through the main entrance doors. HI SA Au stralia s Dig ita l Healt h C omm u nity Page 6 of 10

7 internet connections Basic internet access (browsing and ing, not downloading) for exhibitors will be available. The network has been designed and allocated with enough resources for basic individual user access. If you require high speed internet you will need to purchase a dedicated broadband line from ICC. Please complete the internet section on the ICC Exhibitor Services Order Website. To access the wireless network your machine will need built in wireless capability or a wireless card. You will also need to have Administrator access to your computer. technical assistance Technical Assistance will be provided should you have any difficulties regarding the wireless network. name board details (fascia) The Exhibitor's Company Name and booth number are produced in a standard format on each shell scheme fascia (space only do not receive a fascia). Please indicate on the Fascia Signage Form 2 provided in the Exhibit Systems Exhibitor Information Pack the name you wish to appear on the name board. Type clearly using upper and lower-case letters. parking ICC Sydney operates two 24-hour car parking stations with a total of 826 parking spaces including 11 disabled parking bays, 25 motorcycle parking spaces, 50 bicycle racks and 20 electric car charge spaces. For further information on the parking please click here. The best carpark to access the Gallery is P1 which is located along Darling Drive. HI SA Au stralia s Dig ita l Healt h C omm u nity Page 7 of 10

8 freight forwarding / transport / logistics Agility Fairs and Events has been appointed the official logistics provider for HIC Agility specialises in exhibition freight forwarding - both domestic and international. Agility can ensure that your product, display & merchandise are in the right place, at the right time, providing a complete transport, materials handling & storage service. Agility provides a complete service including monitoring of freight from your door step right through to your exhibition booth to make sure your goods are handled in a professional manner and all formalities/deadlines are met. If you are using Agility, your goods will automatically be delivered to your exhibition booth. agility fairs & events offers the following services: All local, interstate and international transport services including delivery onto each exhibitors' stand at the venue. Storage of early consignments, packing materials during the exhibition and storage after the exhibition For international exhibitors, a comprehensive international freight forwarding service tailored to each particular exhibitor s requirements. Customs clearance, Tariff classification & advice, Duty & Sales Tax assessments and all relevant documentation. Prior to the show, Agility will make contact to discuss and determine your individual freight and logistics requirements. In the meantime, for any queries please contact: Dominga Cruz Domestic Event Logistics Specialist Agility Fairs & Events 10 Marigold Place, Milperra NSW 2214 Tel: dcruz@agility.com As the show bumps in on a Sunday (29 July) and deliveries will not be accepted at the ICC Sydney prior to Sunday (29 July). We highly recommend using Agility as their service is door-to-stand and they work weekends and outside normal business hours. Please refer to the Benefits of using Agility which outlines the services provided and will assist you in making an informed decision. onsite materials handling Agility will be operating a forklift service during bump in and bump out to assist exhibitors requiring forklifts. These are provided free of charge by THE ORGANISER as a service to exhibitors. Please see the Agility staff at the loading dock for assistance. HI SA Au stralia s Dig ita l Healt h C omm u nity Page 8 of 10

9 storage There will be limited on-site storage facilities for packing materials and boxes. It is recommended that exhibitors consider their storage needs (of packing crates and freight forwarding materials) for the duration of the exhibition. Exhibitors may not leave boxes and packing material in the exhibition display area during the show. Agility can arrange off-site storage at a cost of $55 per m3 or part thereof. You are also responsible for clearing boxes and liaising with the freight forwarder to store these if you require them for pack up. If they are left in the exhibition area after set up they will be discarded. All waste must be discarded at the end of the exhibition or charges will apply to exhibitors. Please note: If you are using your own transport company, Agility cannot sign for delivery of goods on your behalf. Please ensure you make specific arrangements with your transport provider and/or ensure you have a representative onsite at the time of delivery. Agility Fairs & Events standard trading conditions apply for services provided it is important that you are aware of these. Services include: transport, cranage, forklift, porterage, clearance, delivery, storage, positioning and all other onsite services. Why should you use Agility Fairs & Events? Refer to the Benefits of using Agility document attached. To avoid issues with the delivery of your goods always ensure that a representative is onsite to take possession of these goods or alternatively use a freight forwarder. Goods must not be sent to the Loading Dock before the scheduled times for the move-in of the event (Sunday 29 July 4:00pm 7:00pm). All goods must be collected by the end of the official move-out time. HI SA Au stralia s Dig ita l Healt h C omm u nity Page 9 of 10

10 insurance The organisation (HISA) will have in place public liability insurance for conference attendees ONLY. The organisers or venue take no responsibility for exhibitor equipment / staff / products or goods. Insurance to cover the transportation, storage, movements and placement of exhibit equipment, products and goods are at the responsibility of the Exhibiting Company and should take effect from the day of transport to the exhibition, build-up to breakdown and removal. Exhibitors are required to take out adequate insurance cover against such risks that may incur; in particular, All Risks on Property & Valuables, Public Liability, Employer's liability and Personal Accident to Staff. In addition, insurance for losses and wasted expenditure in the event of the Exhibition being abandoned or curtailed may be considered. Please extend your public liability to cover your display and the front cover of your Policy or a signed copy of the Indemnity Form to HISA via belinda@hisa.org.au by 25 June. We must have evidence of your public liability or a signed copy of the indemnity form before we can allow you to set up your display. registration desk The Registration Desk will be open during the following hours: Sunday 29 July Monday 30 July Tuesday 31 July Wednesday 1 August 4:00pm 7:00pm 7:00am - 5:30pm 7:00am - 5:30pm 7:00am - 4:00pm regulations Exhibitors are requested to comply with all ICC regulations, policies and guidelines at all times. Security Security will operate at all times during the exhibition opening hours. The main doors to the exhibition will be securely locked at the end of each day and no vendor will be permitted entry until the re-opening to vendors at 7:00am the next day. Whilst every reasonable precaution is taken, the Organisers and the ICC accept no responsibility for any loss or damage, which may occur to persons or property at the HIC Conference and Exhibition, from any cause whatsoever. HI SA Au stralia s Dig ita l Healt h C omm u nity Page 10 of 10