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Information Pack for Exhibitors
2017 Disability, Ageing and Lifestyle ExpoFriday 27 October, 10.00am - 4.30pmGoyder Pavilion, Adelaide Showground
149 Currie Street, Adelaide 5000www.catalystfoundation.com.au
[email protected]: (08) 8168 8776
Country SA: 1800 636 368
The #DALExpo17 is proudly sponsored by
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BUMP IN - THURSDAY 26 OCTOBER 2017Vehicle Display Exhibitors Only (1.00pm - 2.00pm)Your motor vehicle must enter the Pavilion through main entrance via Goodwood Road (see Floor Plan). Drip trays must be under vehicles.
Exhibitors/Speakers/Performers (2.00pm-5.00pm)All exhibitors, speakers and performers can bump in between these times only. (Strictly 5.00pm finish)
Access via the Tilt-Up doors (see Floor Plan). All exhibitors must set up on this day. Setting up of stall on the day of the Expo is not permitted (unless approved by the Event Manager.)
NETWORK FUNCTION5.30pm - 7.00pm, Goyder Mezzanine
EXPO DAY - FRIDAY 27 OCTOBER 2017Opening ceremony time to be confirmed. All exhibitors are to attend the ceremony.
10.00amDoors Open to Public
10.30am - 4.00pmVariety of Guest Speakers and Performances
4.20pmClosing Ceremony
4.30pmDoors Close to Public
EXHIBITOR (EXCEPT VEHICLE DISPLAY EXHIBITORS) BUMP OUT - 4.30PM - 5.00PMVEHICLE DISPLAY EXHIBITORS - 5.00PM TO 5:30PMAll sites must be left clean and tidy. All equipment hired is to be left on site. Exhibitors will be invoiced for items missing. Stalls are to be disassembled and packed up no earlier than 4.30pm. Failure to do so will incur a cost of 25% of the price of your exhibitor package. This amount shall be due and payable within 7 days of the date of the Expo.
HI VIZ VESTSHi-Viz vests must be worn at all times during set-up/bump-in day. Please ensure that you bring your own hi-viz vest with you during Bump In and Bump Out.
TEA & COFFEE FACILITIESTea and coffee facilities will be available to exhibitors in the Exhibitor Lounge (see floor plan).
SPONSORS FACILITIES AND QUIET AREAAll Sponsors will have exclusive access to a designated quiet area and tea and coffee facilities in the Sponsors Lounge (see floor plan).
Expo Details
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ATTENDEE PASSPORT COMPETITIONEach attendee will be given an “Attendee Passport” they will need to have signed by each stallholder they visit in order to qualify for the passport prize.
Only fully completed passport cards will be eligible for the draw. Catalyst Foundation will co-ordinate and notify the winner.
SOCIAL MEDIA COMPETITION FOR EXHIBITORSEach exhibitor will have the opportunity to win a prize based on the highest use of the #DALExpo17 tag during the Expo. Catalyst Foundation will co-ordinate and notify the winning exhibitor.
INTERNET ACCESS (WIFI)Internet access is available for all Exhibitors with the use of a password. Instructions on access will be available in the Exhibitor Kit on bump in day, Thursday 26 October. Please note that this service is strictly for email or basis use, and not for downloading.
ACCESSEntry to the venue is through the Forecourt entrance on Goodwood Road. Unloading and set-up is on Thursday 26 October (see Bump In map). Display vehicle bump in is from 1.00pm - 2.00pm, with Exhibitors, Speakers and Performers bumping in from 2.00pm-5.00pm. Expo Day parking is via Rose Terrace Car Park 2 (see Expo Day map). After 4.30pm on Expo Day vehicles may be brought to the Forecourt entrace for Pick up only. Cars are not permitted to remain in this area. This zone is strictly a drop off and pick up zone only.
CAR PARK PASSESAll Exhibitors receive one car park pass per site, valid only for Rose Terrace Car Park. They are multiple use, which means entry and exit each time. You can either:1. collect your car park pass from the Catalyst Foundation offices at 149 Currie Street Adelaide, by
Wednesday 25 October, OR2. a pass will be available in your Exhibitor Pack at Bump In
If you purchased a ticket at the boom gate to the car park in Rose Terrace, at Bump in, you will be able to use the ticket from your exhibitor folder, to leave the car park. Please do not lose your car park pass, as no replacement will be given.
Parking rates for those without car park passes:Bump In Day = $8.00 all dayExpo Day = $3.00 all day
CATERINGThe Adelaide Showgrounds exclusively manages all in house catering, therefore no food is to be sold at the expo from stalls or booths. Give-aways are acceptable in small quantities (ie, popcorn bags - lollies etc). A wide variety of food will be available on the day including a vending machine for exhibitors, speakers and performers to use. Additionally, exhibitors have the opportunity to order food or café account cards for the event. Please contact Caroline Grzesniak at [email protected] if you would like further information.
DELIVERIESPlease use the template provided in this Kit for all deliveries to the venue. Note: Showground or Catalyst Foundation staff have no authority to sign for deliveries. Unless the Exhibitor is on site to collect, they will not be accepted.
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Important DeadlinesNETWORK FUNCTION - THURSDAY 26 OCTOBER, 5.30PM - 7.00PMEach registered site (except option 1a) includes access for one person to the Networking Function. No tickets will be issued. For catering purposes, please email the names of those attending by Monday 16 October.
If you would like to purchase more tickets, please contact Sakina Vohra. Upon arrival to the function, please pick up your name badge from the registration table just inside the Goyder Mezzanine.
NETWORK FUNCTION DRESS CODEThe dress code for the Network Function is Casual Cocktail.
PROGRAM GUIDEIf you are advertising in our Program Guide or have an editorial feature, please ensure that you email your completed artwork by no later than Friday, 13 October 2017. Any artwork received after this date will not be guaranteed a placement in the Program Guide. If you have any queries about artwork etc, please contact Olga Kokaliaris.
POSTER DISPLAYSIf your organisation has secured Poster Displays at the venue, please have your completed artwork finalised and emailed by Friday, 6 October 2017. If you have any queries about artwork etc, please contact:
Olga [email protected]: 08 8168 8702
INSURANCESAll Certificates of Currency documents must be lodged with our office by Wednesday, 27 September 2017. Please email your certificate to our Event Manager, details below:
Sakina [email protected]: 08 8168 8702
SHOW BAG INSERTSIf your organisation has chosen to insert marketing collaterial into the Expo show bags, please forward 1,500 copies of your flyers, brochures etc to our offices. Please use the Delivery Template provided for courier or personal deliveries. All deliveries must reach our office by Friday, 6 October 2017.
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RAFFLE PRIZESWe will be running a Raffle during the Expo and are hoping that our Exhibitors may be able to supply us with a suitable prize or voucher for our raffle. Gift baskets are always popular, but any suitable product you could donate to us would be much appreciated.
All organisation who can contribute a prize will also have their organisation name announced at the presentation, as an acknowledgement of your kind gift. Please contact Sakina Vohra at [email protected] if you would like to be involved.
HELP US PROMOTE THE EXPOThere are different ways in which your contribution can increase awareness, participation and engagement for your organisation at the event.
• Share our Facebook Event Page• Tweet about the Event using the hashtag #DALExpo17 (there are prizes to be won as well)• Download and upload Facebook and Twitter banners (Email events manager for a copy)• Download and share the Event Poster
• Ageing• Disability• Lifestyle• All Posters
• You can include a note on the expo in your newsletter• You can inform your staff about the expo• Inform your friends and family members.
ADELAIDE EXPO HIRE - SIGNAGE, FURNITURE ETC FOR BOOTH HOLDERS ONLY (OPTION 3)Adelaide Expo Hire (AEH) is managing the signage, furniture and other special requests for each exhibitor who has secured a Booth. All booth requirements for signage etc will need to be negotiated directly with Kate at AEH. Please complete the attached form from AEH outlining your signage or hire details by Friday 6 October 2017. This will ensure that you have signage on the day. No guarantees will be given for signage if you do not meet the deadline date.
Please note that your stand number will be advised when the floor plan is released (week prior to event), so leave this blank on the form and the Event Manager will complete it for you.
Kate NixonExhibition Sales Coordinator31 Deeds Road North Plympton SA 5037D 08 8350 2305M 0477 711 802 T 08 8350 [email protected]
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Map
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ADELAIDE CBD
ADELAIDE SHOWGROUND
2km
ATRIUM
GOO
DW
OOD
ROA
D
RIDLEYENTRANCE
RIDLEYCENTRE
WAYVILLEPAVILION
ROSE TERRACE
GREENHILL ROAD
Venue Management
Office
Grandstand
nd
DU
NCA
N G
ALLE
RY
GOYDERJUBILEEPAVILION
ROSE TERRACEENTRANCE
HAM
ILTO
N B
OULE
VARD
FORE
COUR
T
PAVILION
GOYDER PLAZA
MEZZANINE
JUBILEE PLAZA
ADELAIDESHOWGROUNDTRAIN STATION
(3 minute walk away)
GOODWOODTRAM STOP(5 minute walk away)
BUSSTOP
BUSSeveral bus routes service the Showground on Goodwood Road. Bus stops 1 or 2 on Goodwood Road are most convenient to the Adelaide Showground. It is approximately a 15 minute bus ride to the City.
TRAMTrams departs Adelaide from Victoria Square & outside the Adelaide Railway Station every 20 minutes, with the journey taking five-minutes to reach Goodwood Road Station, Stop 3. It is then a five-minute walk from the tram stop to the Adelaide Showground.
TRAINLocated on the south-eastern corner of Anzac Highway and Greenhill Road, Adelaide Showground Station is fully integrated with the Showground to provide a new, modern station that improves access, visibility, design, safety and convenience for train users.
PUBLIC TRANSPORT OPTIONS
For more information www.adelaidemetro.com.au
Public Transport Options
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Bus Drop off/Pick upBus Drop Off / Pick Up
Bus Drop Off and Pick
Up Only
Event Area
Entry to Park
Exit via Leader Street
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Move In/Out Day Parking
Event Area
Exhibitor Parking
Drop Off Zone
Move In/Out Day Parking
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Event Day Parking
Event Area
Exhibitor Parking
Event Day Parking
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Goyder Pavilion Evacuation Assembly Point
Assembly Point
Event Area
Evacuation Point
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Policies and ProceduresThe following policies and procedures are to be strictly adhered to on both days.
Electrical ServiceThe installation of all power is to be carried out by venue appointed electricians/staff ONLY. One fitting only is permitted on any one power point and double adaptors are expressly prohibited. Power boards with no more than 4 outlets can only be used with the express approval of the electrical coordinator and must be fitted with overload protection. Bar (resistance) heaters are strictly prohibited.
Testing and Tagging All portable equipment, appliances and electrical leads used at the Expo MUST be tested and tagged in accordance with the Workplace Health and Safety Regulations and Australian Standard 3760-2001. Any electrical equipment found to be untagged MUST be tested and tagged prior to the Expo opening or removed from the venue as directed by venue management.
Stand Set Up No drilling, fixing, fastening or making any structural changes to the venue is permitted unless specific written approval has been given by the venue to do so. Should approval be given, it will be on the understanding that all changes will be restored to it’s original state at the Exhibitor’s cost at the end of the event.
No tape, glue or fixing equipment of any kind is to be used on any walls. Approved Velcro items may be used on exhibition booths-contact KIM JOHNSON at Adelaide Expo Hire on 8350 2300 to confirm.
Banners, Displays & Demonstrations Exhibitors must display banners/equipment or undertake demonstrations within the confines of their allocated area and must not infringe upon public walkways. Please ensure that banners are erected appropriately with sufficient support and are not positioned in an area where they could potentially be knocked over causing injury to the public or staff.
Cleaning and Rubbish Removal Exhibitors are required to ensure that their stalls remain tidy throughout the move-in and duration of the Expo. Boxes or cartons (whether full or empty) should be stored away from the public and must not pose a trip hazard for public or staff.
The removal of all stand rubbish is the responsibility of the Exhibitor and bins will be located throughout the venue space. If a stand requires cleaning or rubbish removal once the stand is vacated, a cleaning charge may be incurred.
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Policies and ProceduresProhibited Items To maximise safety of exhibitors and visitors to the Expo, the following items are strictly prohibited from display, sale or ‘give-aways’: • Any fireworks, pyrotechnic items, explosive devices or novelties, sparklers or novelty items
containing gunpowder or chlorates (with the exception of toy pistol caps); • Any “exploding” type product or device; • “Silly String” (or similar aerated “foam” products), water pistols or “supporters horns”; • Laser pointers of any description; • Pressure sensitive adhesive stickers of any description; • No product to be sold or given away in glass bottles.
Alcohol Policy The bringing and consuming of alcoholic beverages on to the site is strictly forbidden.
Smoking Policy Smoking is prohibited inside any building or pavilion.
Disability Access All areas of the venue are accessible by flat level access and where required, ramps and lifts. Wheelchair-friendly toilets are located throughout the showgrounds.
Health and Safety Accident prevention is strongly emphasised. The reporting of hazardous conditions is essential and all Exhibitors must ensure that they are operating in a safe environment – for the safety of themselves and the general public.
Exhibitors are reminded of their obligations under the Work Health and Safety Act to ensure the safety of all persons. THE EXPO VENUE IS A WORKPLACE under the terms of the Act.
Motor Vehicle Displays When displaying motor vehicles, drip trays must be placed underneath the vehicle and petrol tanks must be 80% full.
Employers / Exhibitors Employers are required to ensure the health and safety of everyone at the workplace. This means: • Making the workplace safe for its staff so far as reasonably practicable; • Ensuring the safe use, handling, storage or transport of equipment or substances; • Providing sufficient information, instruction, training and supervision; • Ensuring healthy and safe systems of work are in place; • Ensuring operators of complex or potentially dangerous equipment or processes are
appropriately trained and, where necessary, properly certificated; and • Ensuring non-employees – visitors and members of the public – are not exposed to health and
safety risks of workplace activities or processes.
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Policies and ProceduresSafety Exhibitors are required to ensure safe and unobstructed access is provided to the following areas: • All Emergency Exits; • Fire Equipment Stations; • Escape Stairs; • Defined walkways or passages.
Emergency Evacuation Emergency evacuation procedures are located on the walls of the Pavilion. Exhibitors should familiarise themselves with these procedures and ensure that all staff / volunteers are aware of evacuation routes and meeting points.
Fire Precautions Fire points (reels, hydrants, etc.) must not be covered and must not be used for other than their intended purpose. Use of fire hoses will activate the fire alarm and heavy charges which apply for false alarms will be passed on to those responsible.
Incident Reporting Exhibitors must notify the Event Manager immediately if an accident occurs which has resulted in: • The injury, illness or death of any person or animal; • The damage, destruction or loss of property; • An incident that could have resulted in the consequences listed in the above 2 points
(near miss).
Hazard Reporting Exhibitors must notify the Venue Management Office immediately of any hazards detected. Hazards are any situation that could result in: • Injury • Accident • Death
Slip Hazards Common slip hazards are: • A slippery floor surface; • Fluid on a floor, such as rain walked inside the exhibition space; • Spills and contaminants; • Sudden changes in floor surfaces, (e.g. carpet to polished timber floor boards;) • A downward slope in the floor, such as a ramp; • The wrong type of footwear.
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Policies and ProceduresAll Exhibitors must be aware of slip hazards around them. If you have spilled a liquid, this is to be cleaned up straight away and ensure someone stays with the spillage to avoid others from falling. If you are concerned with any slip hazards around you, please report these to the Event Organisers or Venue Management for immediate action.
Trip Hazards Please ensure that the walkway in front of your stand is clear at all times and that the sides and rear of your stand is clear of trip hazards for your staff or volunteers. Trip hazards could include: • Unused or empty cartons or boxes; • Staff or volunteer coats or bags; • Spare stock or give-aways; • Electrical cables. Electrical Cables should be taped to the ground to avoid becoming a trip hazard.
First Aid Exhibitors are advised to keep a basic first aid kit available for minor injuries.
Work At Height Working at height is anything that requires you to use a ladder or other aid to achieve an action (e.g. putting up a display). A stepladder or other suitable work platform is required to conduct work at height. • When using a stepladder it is advised not to stand on the top rung. • A chair is not designed to be a safe work platform and the use of chairs for this purpose is
prohibited. • Working at height which extends beyond the use of a step ladder (e.g. ladders, fork lift and
scaffold) must be risk assessed and requires the express permission of the Event Organisers and Venue Management.
ATM There is an ATM located in the Duncan Gallery.
Public Telephones Public telephones have the capacity to take coins only. They are located near the external Jubilee Café on the southern end of the Jubilee Pavilion.
ALL PERSONNEL MUST OBEY THE DIRECTIVES OF THE WORKPLACE HEALTH AND SAFETY OFFICERS AND EXHIBITION MANAGEMENT
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Terms and Conditions1. Meaning of Terms 1.1 In this agreement “CF” means the Catalyst Foundation, “Disability, Ageing & Lifestyle Expo” means event. Event dates are Thursday, 26 October 2017 (Bump-in) and Friday, 27 October 2017 (Event day)
2. Exhibitor Registration Forms 2.1 Exhibitors –only Exhibitors’ registration forms properly completed and accompanied by full payment and $20 million public liability insurance returned to CF 30 days prior to the event will be eligible before a site is allocated.
3. Registration Bookings 3.1 Bookings must be made via the online application form via the event website; paper based application via the exhibitor registration form or through the invitation sent. On completion and submission of the registration form a subsequent notification of acceptance by the organisers a binding contract arises. 3.2 Payment Terms are 14 days from date of invoice. Without notification to CF, failure to make payment after 30 days, will incur a 10% administration fee to the total cost of the registration. 3.3 Refunds: Cancellation more than 30 days before the event: 100% refundCancellation less than 30 days, but more than 14 days: 90% refundCancellation less than 14 days, no refundCancellation must be in writing
4. Allocation of Sites 4.1 The allocation of sites is at the complete discretion of CF. 4.2 CF reserves the right to alter site allocations at its discretion. 4.3 If in the opinion of CF, Exhibitors have shown adequate reasons for requiring special sites, CF, in their discretion may allocate such sites.
5. Possession of Site 5.1 The Exhibitor shall not go into possession of the site until CF deems all machinery, vehicles, goods or other articles to be displayed on the day prior to the event 5.2 All vehicles, goods or other displays shall be on the Exhibitor’s site by 10am on the day of the event. 5.3 No vehicles, goods or other displays shall be removed from the Exhibitors stand before 4:30pm on the day of the event without the written approval of CF. Failure to do so will incur a cost of 25% of the price of your exhibitor package. This amount shall be due and payable within 7 days of the date of the Expo.
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Terms and Conditions6. Abandoned Property 6.1 At the completion of the event, the Exhibitor must remove from the site all structures erected by the Exhibitor and completely vacate the area by 6:30pm. 6.2 From the completion of the event, if there is any structure, or part thereof, remaining on the site, then CF shall have the right to remove, dismantle or sell such property which shall be deemed to be abandoned. Any proceeds of sale shall be the property of CF and if CF incurs any cost in removal the Exhibitor shall indemnify CF.
7. Assignment of Site 7.1 An Exhibitor shall not assign or sub-let or part with possession of the whole or any part of the site, or purports to do so, without the prior written consent of the Event Officer.
8. Condition of Site 8.1 Exhibitors are responsible for the condition of the site during the currency of the event and upon completion of event. Exhibitors must ensure that their site is left in a clean state with all rubbish removed.
9. Loss or Damage 9.1 CF shall not be liable for loss or damage to the Exhibitor’s property whilst on site.
10. Termination of Agreement 10.1 This agreement can be terminated by CF by giving notice to the Exhibitor. 10.2 The circumstances in which CF may terminate this agreement include: (i) If CF finds it necessary or expedient to cancel or postpone the event; (ii) If in the opinion of the Event Officer, these conditions have been breached or the Exhibitor does not occupy the site at the commencement of and during the full period of the event day(s). (iii) If CF is of the opinion that the termination of this agreement is in all circumstances justified.
11. Effect of Termination 11.1 On the effective termination of this agreement by CF: (i) CF reserves the right to retain all monies paid by the Exhibitor up to, and including, the date of termination: and (ii) CF shall not be liable to the Exhibitor for any compensation due to loss or profits or otherwise in respect of the termination.
12. Fuelling Site 12.1 CF does not provide a fuelling point on site. 12.2 Exhibitors must make adequate safety arrangements for fuelling of display vehicles or equipment.
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Terms and Conditions13. Termination by Exhibitor 13.1 If an Exhibitor, not less than14 days prior to the commencement of the event, request CF to cancel this agreement, CF may do so, however all monies paid by the Exhibitor are forfeited and if not paid, the Exhibitor will remain liable for the full amount.
14. Public Liability Insurance 14.1 Exhibitors must cover their public risk liability by taking out public liability insurance. 14.2 The minimum amount of cover must be $20 million dollars. 14.3 The insurance cover must indemnify CF and its authorised agents from all actions, claims, demands, losses, damages, costs and expenses arising from the Exhibitor’s use of the site. 14.4 A photocopy of the insurance cover must be submitted with the Exhibitors registration application form or received no later than 30 days prior to the event. 14.5 It is the express duty of an Exhibitor to demonstrate an obligation of care for on-site operations including the use of all power cables and equipment.
15. Compliance with Laws 151 Exhibitors must comply with all laws governing the erection of structures, the display and sale of machinery, and other products or goods.
16. Entry on site 16.1 CF or any person appointed by CF shall retain the right to enter on to the site at any time. 16.2 CF or any person appointed by CF shall have the power to remove any sign, picture, poster or printed matter, which in his or her opinion is either not eligible for display or may be the cause of offence.
17. Advertising 17.1 CF prohibits the dropping of advertising leaflets or other similar material from any aircraft over the event day site. 17.2 Clause 18.1 does not apply if CF approval has been previously obtained. 17.3 Only Exhibitors may distribute advertising leaflets and only from their site. 17.4 The display of advertising signs of any description is restricted to the area occupied by the Exhibitor, unless advertising space has been purchased prior.
18. Livestock 18.1 Except as provided or approved by CF, no livestock shall be bought into the grounds. 18.2 Livestock brought onto the grounds, after approval from CF, shall be the responsibility of the person or persons bringing livestock to the grounds.18.3 Damages involving livestock brought to the grounds are liable to the person or persons who brought the livestock.
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Terms and Conditions19. Catering 19.1 CF has the right to appoint other licensed food vendors and the decision shall be final and no correspondence will be entered into. 19.2 The bringing and consuming of alcoholic beverages on to the site is strictly forbidden.
20. Loudspeakers 20.1 The use of loudspeakers or amplifiers by Exhibitors is expressly prohibited unless they have written approval by the Event Officer.
21. Workplace Health and Safety21.1 The site of the expo is considered a work place and as such all Exhibitors must comply with Workplace Health & Safety laws and regulations in ensuring the safety of their staff, volunteers, contractors and visitors to their exhibit and surrounding area. 21.2 Hi-Viz vests must be worn at all times during set-up/bump-in day. Exhibitors will need to arrange for their own Vests. 22. Vehicles 22.1 Movement of vehicles (not for display) other than to and from designated parking areas is strictly forbidden during time of event. No vehicles, forklifts etc. will be permitted onsite or into any display areas until after event is closed.
23. Indemnity 23.1 The Exhibitors shall indemnify and hold indemnified CF from and against all actions, claims, demands, losses, damages, costs and expenses which CF may sustain or incur or which CF may become liable whether during or after the term of this Agreement in respect of or arising from any: (i) personal injuries sustained by any person in or about the site occupied by the Exhibitor, howsoever caused; (ii) loss or damage or injury from any causes whatsoever to property or person caused by or contributed to by the use of the site by the Exhibitor or its authorised agent; or (iii) loss or damage or injury from any caused whatsoever to property or person caused by or contributed to by the neglect or default or the Exhibitor or its authorised agent. 23.2 The Exhibitor is not liable to indemnify CF for injuries arising due to the wilful or negligent act of CF or its servants, agents, sub-licensee, or other person authorised by CF.
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Catalyst Foundation would like to thank all our Sponsors for their support for the 2017 Disability, Ageing and Lifestyle Expo.
Thank you
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If you have any queries on the day of the Expo, please do not hesitate to contact us on the following:
Sakina [email protected] 292 991
OR
Olga [email protected] 548 113
Queries On The Day
