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 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 Katrina at katrina@hisa.org.au or call Alternatively, please contact the relevant person listed in Key Contacts overleaf. We are here to assist you in any way we can. We look forward to your participation in HIC. 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 access/bump in Exhibitors will have strict access to the Exhibition Hall (Exhibition Bays 1, 3 and 4) from 4:00pm 7:00pm on Sunday 6 August. Rental furniture and equipment pre-ordered will arrive during these times. Please note there is no arranged catering during the bump in. No children less than 15 years of age are permitted during bump in and out. Safety Vests - 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. Please bring your own hi visibility safety vest or you may purchase a vest on arrival from BCEC. 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. Exhibition Shell Scheme Build Exhibitor Contractors Build Exhibitors Bump In admission policy Sunday 6 August, 07:00am - 4:00pm Sunday 6 August, 10:00am - 4:00pm Sunday 6 August, 4:00pm 7:00pm (please do not arrive earlier than 4:00pm as you will be asked to come back) The conference exhibition is open to all registered delegates and trade expo visitors only by registration and appropriate exhibition pass badging. 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. 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. 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. 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 BCEC Exhibitor Services. HI SA Au stralia s Dig ita l Healt h C omm u nity Page 2 of 7

3 dates to remember Exhibitor Action Item How to Action Deadline Company logo and profile (200 words) to 2 weeks after booking Exhibitor Registrations and Complete Online Registration 1 July Accommodation Indemnity Complete and sign Indemnity 1 July Fascia Name Board Details Complete Exhibit Systems 14 July (Shell Scheme Exhibitors Only) Power & Lighting Complete Exhibit Systems 14 July Carpet & Walling Complete Exhibit Systems 14 July Shelving Complete Exhibit Systems 14 July Furniture Complete Exhibit Systems 14 July Freight Forwarding Complete DB Schenker Various see form deliveries Freight - We recommend you use a freight forwarder for all items delivered to BCEC. 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. The BCEC will not sign possession of goods from couriers on behalf of exhibitors or clients. 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 6 August 4:00pm 7:00pm). All goods must be collected by the end of the official move-out time. Storage There is no storage available for exhibitors. If you have crates to store you need to arrange storage with a freight forwarder if you want to keep the pallets. 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. Loading Dock Access Access to the Brisbane Convention and Exhibition Centre for Exhibitors and Contractors during bump in and bump out is via Glenelg Street. The Service Road is a oneway road and is deemed a tow-away zone to ensure a continuous and clear flow of traffic. HI SA Au stralia s Dig ita l Healt h C omm u nity Page 3 of 7

4 Freight Forwarder HISA recommends using DB Schenker to deliver your goods. Please refer to the DB Schenker Service Booking for full details. dismantling/bump out Exhibitors may commence dismantling of all equipment and materials on Wednesday 9 August once delegates have completed their lunch at 1:50pm. Contractor dismantling of the booths will commence at 4:00pm on Wednesday 9 August. electrical/lighting requirements Shell Scheme booths are supplied with two spotlights on 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 3 enclosed in the Exhibit Systems Exhibitor Information Pack. Payment is required with the Order. 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. exhibition opening hours The exhibition will be open during the following times: Monday 7 August 10:30am - 7:00pm Tuesday 8 August 7:00am* - 5:30pm Wednesday 9 August 7:00am* - 1:50pm *This will primarily be for delegates attending breakfasts. Tea and coffee will be available for all delegates in the Innovation Expo from 8.00am. 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 BCEC Exhibitor Information for full details and evacuation procedures. food and beverage No exhibitor or person shall distribute, sell or give away any item of food or drink within the BCEC without prior written approval by the BCEC. Please refer to the BCEC Exhibitor Information for full details on the serving of food and beverage from exhibitor stands. Menus and pricing can be obtained from BCEC Exhibitor Services (contact details can be found in the key contacts section of this document) and orders can be made via the BCEC Exhibitor Services Order Website forklift/portering HI SA Au stralia s Dig ita l Healt h C omm u nity Page 4 of 7

5 The BCEC does not provide any portering equipment. HISA recommends DB Schenker to deliver your goods. If you require trolleys or a forklift, please liaise with DB Schenker otherwise we cannot guarantee their availability. Exhibitors are permitted to bring only hand held items through the main entrance doors. furniture and plants Please contact Exhibit Systems for all your furniture needs. Please refer to the furniture catalogue and complete an order form. 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 to HISA via hic@hisa.org.au by 5 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. internet connections Basic internet access (browsing and ing not downloading) for exhibitors will be available. If you require high speed internet you will need to purchase a dedicated broadband line from BCEC. Please complete the internet section on the BCEC Exhibitor Services Order Website. We will be in touch over the next month to confirm your exact internet requirements. We may be asking that you do not bring Wi Fi routers/devices into the exhibition hall as this reduces the overall internet capacity. In order 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. Usage The network has been designed and allocated with enough resources for basic individual user access. This includes basic internet browsing and . Specific usage for high download / upload will not be permitted and alternative arrangements with BCEC will need to be made at your own cost. HI SA Au stralia s Dig ita l Healt h C omm u nity Page 5 of 7

6 For video presentations and individual IP connection, a broadband service must be ordered from the BCEC. Please refer to BCEC Exhibitor Services Order Website. key contacts HIC Conference and Exhibition Office HISA Ltd 1A/21 Vale Street North Melbourne VIC 3051 Contact: Nicola Gardiner and Katrina Barbuto t: e: hic@hisa.org.au w: Exhibition Contractor and Audio Visual Exhibit Systems PO Box 709 Brookvale NSW 2100 Contact: Paul Hicks t: f: e: paul@exhibitsystems.com.au name board details (fascia) w: Freight Forwarder DB Schenker Contact: Jason Bejah t: e: Jason.Bejah@dbschenker.com w: Conference and Exhibition Venue Brisbane Convention and Exhibition Centre (BCEC) Merivale St & Glenelg Street South Brisbane QLD 4101 Contact: Exhibitor Services t: e: exhibitorservices@bcec.com.au w: 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 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 The centre provides undercover parking for 1500 vehicles, with direct lift access to the Centre's convention and exhibition facilities. For further information on the parking please click here. registration desk The Registration Desk will be open during the following hours: Sunday 6 August Monday 7 August Tuesday 8 August Wednesday 9 August registration and inclusions 4.00pm 7.00pm 07:00am - 5:30pm 07:00am - 5:30pm 07:00am - 4:00pm All staff must be registered to gain entry into the exhibition hall. It is essential that all personnel wear the official conference badge for security purposes. Details on how to register your staff will be provided in due course. HI SA Au stralia s Dig ita l Healt h C omm u nity Page 6 of 7

7 Full conference registrations give you access to the conference sessions, networking reception and gala dinner. Exhibition only registrations give you access to the exhibition hall only and the networking reception, but does not include attendance to the conference sessions or the gala dinner. Additional exhibition only registrations If you require any exhibition only registrations, you can purchase. Prices are $375 for the 3 days per person or $125 per day per person. Please note these prices exclude the gala awards diner but include the networking reception. Social events Networking Reception Additional tickets to the Networking Reception and Exhibition Opening are available at $75.00 per person. Social events Gala Awards Dinner Additional tickets to the Gala Awards Dinner are available at $ per person. Inclusions Morning tea, lunch and afternoon tea will be supplied within the exhibition area from Monday 7 August to pre-registered exhibitor personnel half an hour prior to delegate session breaks. Trade Passes Trade passes will be available to the public. Each attendee will need to register online. Registration will give attendees access to the exhibition for one day and catering. regulations Exhibitors are requested to comply with all BCEC 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 BCEC 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 7 of 7