Tradeshow Booth Manual

Transcription

1 Tradeshow Booth Manual Indigenous Business Tradeshow 4 th May 2017 Thank you for taking the opportunity to network and showcase your business at Connect This reference guide has been developed to help you prepare to host a booth at the tradeshow. 1. Tradeshow set up and operation times Key Times & Dates Move in - Option pm pm Wednesday 3 rd May 2017 (PREFERRED) Move in Option am am Thursday 4 th May 2017 (you must arrive prior to 7:30am to begin set- up) Tradeshow 9.00am 3.00pm Thursday 4 th May 2017 Networking with Supply Nation members, partners and fellow suppliers Move out 3.00pm 4.00pm Thursday 4 th May 2017 Removal of any of your resources or materials that have been used within your booth 2. Venue Information International Convention Centre, Sydney Hall 3 Exhibition Centre Level 1 International Convention Centre, Sydney 14 Darling Drive Sydney NSW Standard Booth Information 3m x 3m aluminium frame display booth with white melamine infill panels Mounted lighting and signage 1 x 240V/4 amp general purpose outlet 1 x standard trestle table with black table cloth & 2 x standard chairs (if required) Please note: booths do not include any flooring Floor Plan The Event Managers will allocate booths. Placement is non- negotiable. Booth allocations and floor plans will be ed to booth holders one week prior to the event. Any changes to booth allocations and/or floor plan made for any reason will be circulated to all exhibitors as soon as possible. Page 1 of 14

2 Harry the hirer is your main point of contact for booth- related enquiries, including furniture requirements, custom booth builds, in- booth signage and technical requirements. Please note: they do not manage booth allocations or the floor plan. For any queries in relation to these, please contact Supply Nation. Harry the hirer - contact details: Sebastian Jacobson Senior Account Manager Ph: or sebastianj@harrythehirer.com.au Simona Tumino Account Coordinator Ph: or simonat@harrythehirer.com.au Connect 2017 Online Exhibitor Portal - A standard booth is 3 x 3m with 2.4m high walls and includes fascia signage, lighting and power. A clothed trestle table and two chairs can be included if you require them, at no extra cost. Page 2 of 14

3 Additional options: A wide selection of additions is available, including flooring, AV equipment, furniture, signage, plants and lighting. These should be arranged and paid for directly to Harry the hirer. See below for some examples. Harry the hirer can also build a complete custom stand or display. One of the team from Harry the hirer will be contact with you within 14 days of registration to provide you with a login to the Supply Nation Connect 2017 online Exhibitor portal. Within the portal you will have: VIOS 4/1/ :23 AM Comment [1]: I think there should be an example of a standard booth with no extras (ie just trestle table and chairs) or even just the shell access to complete your booth forms the ability to browse the range of products available the option to order any additional products and services offered. To assist with planning, we request that requirements are received by 5pm, Friday 14 th April No additional requirements will be accepted after 5pm, Friday 28 th April Page 3 of 14

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5 4. Registration Overview & Key Points Registration: 1. Your login details will be ed to you from Harry the hirer within 14 days of registration 2. Once you have received your , you must login to the Harry the hirer online exhibitor portal and complete all forms by their due dates. This includes: o the full Registration Form - mandatory o additional items for Hire Forms optional (Signage, Lighting & Power, Furniture, AV) o Delivery Form if applicable 3. Prior to the tradeshow, you will receive an Exhibitor s Pack including all necessary information required to bump in and bump out your tradeshow booth Important preparation before the Tradeshow o Plan to bring plenty of business cards to hand out o Assemble any promotional items and stationery items for your booth o Update your profile on the Connect 2017 app (available on the App Store and through Google Play) Other important information: o Pre- delivered items will only be accepted on Wednesday 3rd May 2017 from 9:00am to 5.00pm o Please ensure any items and boxes you are bringing into the venue are clearly labelled with the supplied delivery label, (available through the online kit) to ensure they can be returned to you if misplaced o Exhibitors must bring their own trolley if required. No trolleys will be available to use at the venue o Booth set- up should be completed the day before (ideally) but at the latest must be completed by 8.30am on Thursday, 4 th May Please allow adequate time to set up your booth and factor- in access times. If you are unable to set up on Wednesday 3 rd, please plan to arrive no later than 7:30am on Thursday to allow the minimum set- up time. o At the close of the tradeshow you will have an hour to clear all your materials from your booth o ICC Sydney is a non- smoking venue. Smoking is permitted outside in designated areas only 5. Exhibitor Profile on Event App Connect 2017 Your profile will be added into the app using the address you used to registered for your tickets To update your profile, simply log- in and find your company name in the Exhibitor list To update the details, click Edit on the right side of the screen. From here you can add your company logo, website details, your Exhibitor bio and manage the primary contact details. Click on Save Changes at the bottom when this is complete If you would like to add documents to your profile such as a capability statement etc., simply click Manage Documents under the exhibitors menu To add a new document, type in the name of the document, an optional synopsis, then click on Select File. Navigate to the location of the document on your computer, select the file, then click Open. Once your file has loaded, click on Upload at the bottom of the screen If you would like to add additional team members to your Exhibitor profile, simply click on Manage Team Members under the exhibitors menu. To add a new team member, simply enter the name and the address of the person you would like to add, then click on Add. Each person will receive an inviting them to log in. Page 5 of 14

6 6. Parking Paid parking is available at the International Convention Centre, Sydney. Address: 14 Darling Drive, Sydney NSW 2000 ICC Sydney Exhibition Centre Car Park (Car Park 1) OPEN ICC Sydney Theatre Car Park (Car Park 2) only open on event days in ICC Sydney Theatre Operating hours: Monday to Sunday 24 hours Parking rates: 0-1 hours $ hours $ hours $ hours $44 4+ hours $49 Lost tickets (per entry per day) $49 Night rate (entry after 6pm and exit before 4am) $28 7. Delivery Information for Exhibitors Pre- delivered items will only be accepted by the venue on Wednesday 3rd May 2017 from 9:00am to 5.00pm. Please ensure all goods and exhibits are insured appropriately and have the attached address label affixed to them. Delivery details are below: Supply Nation Connect 2017 Attention: xxx insert your company name xxx Exhibition Loading Dock Hall 3 International Convention Centre Sydney 14 Darling Drive Sydney NSW 2000 Page 6 of 14

7 8. Access Information for Exhibitors All exhibitors must be completely set up in their booth by 8.30am 4 th May 2017 and it is preferable that you move in on 3 rd May Please be aware of the following information: Exhibitors are responsible for moving all of their own equipment Exhibitors with smaller items may simply carry or trolley their items from the loading dock. Please bring your own trolley A map with access points will be supplied in the Exhibitor Pack prior to the event 9. Electrical Requirements / Testing and Tagging (Harry the hirer) The official electrical contractor provided by the venue in conjunction with Harry the hirer must carry out all electrical supply and connection work. There is one power outlet provided for each booth. Should you require additional power outlets, these can be arranged through Harry the hirer (for an extra fee). Regarding testing and tagging of electrical equipment: The WHS Regulation 2011 requires that all plug- type electrical equipment is inspected, tested and tagged as per Australian Standard AS 3760 (Inservice Safety Inspection and Testing of Electrical Equipment). Exhibitors MUST ensure that all leads and portable electrical equipment used at ICC Sydney have a tag with current date. If your equipment needs to be tested and tagged on site, there will be an additional charge incurred which will be passed on to you as Booth Holder. Please note that new electrical equipment may require tagging and testing. Any electrical equipment which is unsafe will be disconnected and removed from service, and not put back into service until it has been appropriately inspected and tested and tagged by an electrical contractor. Power cords which are detachable such as IEC leads, extension leads and power boards are separate items and need to be tested independently from the equipment with which they are supplied. 10. Rigging All signage and/or other apparatus to be hung directly from the building structure is subject to approval and must be completed by the approved on- site rigger and may attract additional fees. Please provide information to Supply Nation. 11. Large display items If you plan to display large items such as a car or machinery, approval will be required (and additional cost may be incurred). Please provide information to Supply Nation. Once approved, further information on displaying these items will be provided. 12. Insurance All exhibitors must provide a copy of their current Public Liability Insurance & Workers compensation documentation to connect@fourthwall.com.au by 5pm, Friday 14 th April Exhibitors who have not provided this will not be granted access to the venue. Exhibitors should also ensure that adequate insurance coverage is taken out against the loss, theft or damage of all products brought to the Exhibition. This includes during transportation to and from the event. ICC Sydney and the Event Organisers will not accept responsibility for the safety or wellbeing of any display or product items delivered to the venue. Page 7 of 14

8 13. Workplace Health and Safety In the interests of Workplace Health and Safety it is important to recognise that during move in and move out the exhibition is a construction zone and care must be taken at all times. We request that you adhere to the following basic safety requirements: All persons must wear covered footwear, i.e. no thongs, sandals or open- toed shoes Corridors/aisle ways must be kept clear. Exhibitors are not permitted to place product/merchandise in the aisles and walkways. Please bring all appropriate personal protective equipment including fluoro vests. Exercise care around moving equipment, etc. Only staff members that have a specific need should be on site during this time. All accidents, injuries and near misses must be reported to the Event Manager on duty. All persons working at the event must have the current, appropriate licenses for the work they perform. No children under the age of fifteen (15) years are permitted entry during the bump- in and bump- out times. No person is to work while under the influence of drugs or alcohol. No dangerous goods or hazardous substances are to be brought onto the premises without written approval from the organisers, with the exception of therapeutic goods and cosmetics. Without exception, all contractors and exhibitors working on the event must meet the above requirements. 14. Removal of Goods All exhibitor display items and packaging material must be removed from the venue upon conclusion of the event (by 4pm on Thursday 4 th May). Any items that are left behind will be disposed of 6 hours after this time (by 10pm Thursday 4 th May). 15. Sampling - Food and Beverage If you wish to provide or prepare food samples, the items to be sampled must be directly related to your core business and they must comply with the NSW Food Authority Guidelines. Bite size food less than 50gms and non- alcoholic beverages less than 100ml can be served once the permit form has been completed and approved by ICC without an associated charge. Please note: if you plan on conducting any form of sampling at your stand, you must complete the Food & Beverage sampling permit form found on the website and also attached at the end of this manual and send it to both exhibitionservices@iccsydney.com and connect@fourthwall.com.au. Important information regarding alcohol sampling is below: Sample sizes are as follows: o liquor or spirits (20ml or less) o wine and beer (50ml or less) All persons serving alcohol samples must hold a current NSW competency card, a copy of which must be supplied to the event organiser and ICC prior to tenancy Mandatory Liquor and Gaming NSW signage is to be clearly displayed on each stand serving alcohol Page 8 of 14

9 ICC must approve any application for food samples above 50g and beverages larger than 100ml. Once approved, the following applies: Food sampling by exhibitors larger than 50g bite size: $330 will be charged per exhibitor per day Hot beverages sampling by exhibitors larger than 4oz up to 8oz: $ will be charged per exhibitor per day Bottled or canned non- alcoholic beverages (more than 100ml) sampling by exhibitors for onsite consumption: $ will be charged per exhibitor per day 16. Storage Limited storage is available. Exhibitors are advised to ensure all cartons, boxes and wrapping materials are removed from their stands once unpacked, and placed in the designated skip bins prior to the opening of the Exhibition. The venue and event organisers are not responsible for the storage of boxes and display material. Please ensure that all items are clearly labelled. 17. Internet Access Complimentary Wi- Fi Internet up to 1GB is available for all Exhibitors and delegates. After this fees will apply. If you require a hard line internet connection to your stand, please connect@fourthwall.com.au and they will assist you in arranging this directly with ICC Sydney. 18. Damage Signs, banners, balloons and similar materials may not be nailed, stapled, taped or attached to venue ceilings, walls, and other painted surfaces. Exhibitors will be charged for any damage caused resulting from their installation 19. Canvassing Exhibitors may not canvass or distribute promotional material other than from the exhibition area 20. Competitions Exhibitors wishing to conduct competitions or lotteries can do so only if appropriate licenses and approvals are gained from the relevant State Authorities, and permission granted by Supply Nation. 21. Furniture and Equipment Hire Exhibitors are free to furnish their booth with any furniture brought in during bump in. Alternatively, additional furniture or fixtures may be hired from Harry the hirer with payments made directly to them. This can be organised via the online exhibitor portal. 22. Noise Sound amplification for videos or noise from demonstrations may be permitted where the level of sound causes no annoyance to neighbouring exhibitors. Approval from the event organisers must be granted. Please include details of any amplification or loud noise in your registration and the event organisers will contact you prior to the event. Page 9 of 14

10 23. Exhibitor notes It is the responsibility of the exhibitor to ensure all correct information is supplied including but not limited to: o exhibitor names o company spelling for fascia signage (this must match your Australian Business Register Entity name and/or your Australian Business Register Trading or Business Name that is registered on your Indigenous Business Direct profile) o additional booth requirements Supply Nation is not accountable for any errors or omissions. The event organisers reserve the right to ask you to remove any display items deemed as unacceptable The exhibitor must conduct business only from within the confines of their booth and may not tout, or place any material outside the booth causing obstruction of the aisles The exhibitor will be responsible for any reasonable costs of repairing the booth or premises should any fixtures or fabric be painted, marked or damaged The exhibitor is solely responsible for any physical loss or damage to their property Only one company per booth is permitted Registration for an exhibition booth permits entry for two staff members. Names, contact details and dietary requirements of these staff members must be provided via the ticket registration site and can be updated up until booth sales close. Registration for additional booth helpers can be arranged via the registration site for a fee of $75 per additional helper 24. Contact Information For further information regarding your tradeshow booth, please contact: Sebastian Jacobson Senior Account Manager Ph: or sebastianj@harrythehirer.com.au Simona Tumino Account Coordinator Ph: or simonat@harrythehirer.com.au For further information regarding Supply Nation Connect 2017, please contact: Supply Nation connect@supplynation.org.au Phone: Page 10 of 14

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