EXHIBITOR INFORMATION MANUAL BNE NOV Exhibitor Manual...4 | Page ©Supanova Pop Culture Industries 2009-2011 SHOW INFORMATION EVENT VENUE: RNA SHOWGROUNDS, GREGORY TCE, BOWEN HILLS,

1 | P a g e © S u p a n o v a P o p C u l t u r e I n d u s t r i e s 2 0 0 9 - 2 0 1 1

EXHIBITOR INFORMATION MANUAL

Supanova Pop Culture Industries PO Box 1134

Menai Central, NSW, 2234 T: (02) 8006 0569 F: (02) 8582 8985

http://www.supanova.com.au http://exhibitors.supanova.com.au

[email protected]

This manual contains information about your registration as an exhibitor at Supanova Pop Culture Expo Brisbane November 2011.

If you would like to exhibit at these events, please obtain an Exhibitor Prospectus

by contacting the show manager on [email protected]

IMPORTANT It is essential that Exhibitors follow the guidelines set out in this manual.

Where indicated, complete in full the various Forms found within by the due dates.

By becoming an exhibitor at Supanova Pop Culture Expo you agree to adhere to the Terms & Conditions laid out in this document and any others relating to the

application and execution of trade at Supanova Pop Culture Expo.


TABLE OF CONTENTS LIST OF CONTACTS ................................................................................................................................................................................ 3 SHOW INFORMATION .......................................................................................................................................................................... 4

EXHIBITOR CHECKLIST ..................................................................................................................................................................... 4 COMPULSORY ORDER FORMS ....................................................................................................................................................... 4 ADDITIONAL SERVICES & INFORMATION ................................................................................................................................. 4

EXHIBITOR BOOTH OPTIONS ................................................................................................................................................... 5 BUMP IN / BUMP OUT ...................................................................................................................................................................... 6

SAFETY VESTS ........................................................................................................................................................................................ 6 ACCESS TO VENUE .............................................................................................................................................................................. 6 FORKLIFTS & PALLET JACKS ............................................................................................................................................................. 6 VEHICLES ON SITE ............................................................................................................................................................................... 7 PARKING ................................................................................................................................................................................................. 7 RIGGING & BANNERS ......................................................................................................................................................................... 7 DELIVERY OF GOODS ........................................................................................................................................................................ 7

EXHIBITOR FORMS AND SUBMISSIONS .............................................................................................................................. 8 COMMUNICATIONS ........................................................................................................................................................................... 8 ELECTRICAL SERVICES & LIGHTING .............................................................................................................................................. 8 EXHIBITOR DETAILS ............................................................................................................................................................................ 8 PUBLIC LIABILITY INSURANCE ........................................................................................................................................................ 9 SHOWBAG INSERTS ............................................................................................................................................................................ 9

WEAPONS POLICY, SPECIAL ACTIVITIES ...................................................................................................................................... 10 HEALTH & SAFETY DECLARATION ............................................................................................................................................. 10 HEALTH & SAFETY INFORMATION ............................................................................................................................................. 10 Emergency Evacuation ......................................................................................................................................................................... 10 Fire Hoses and Alarm Points .............................................................................................................................................................. 11 First Aid ................................................................................................................................................................................................... 11 Naked Flame .......................................................................................................................................................................................... 11 Smoke Detector Isolation ................................................................................................................................................................... 11

GENERAL INFORMATION ................................................................................................................................................................... 12 Advertising .............................................................................................................................................................................................. 12 Audio Visual ........................................................................................................................................................................................... 12 Balloons ................................................................................................................................................................................................... 12 Banking .................................................................................................................................................................................................... 12 Cleaning ................................................................................................................................................................................................... 12 Food and Drink Sale & Sampling ........................................................................................................................................................ 12 Literature ................................................................................................................................................................................................ 12 Music on Stands ..................................................................................................................................................................................... 13 PA System ............................................................................................................................................................................................... 13 Restricted/Illegal Material .................................................................................................................................................................... 13 Roofs within a Stand Structure .......................................................................................................................................................... 13 Security.................................................................................................................................................................................................... 13 Smoke Machines .................................................................................................................................................................................... 14 Stairway Measurement ......................................................................................................................................................................... 14 Stickers .................................................................................................................................................................................................... 14 Visitor Promotions & Competitions ................................................................................................................................................. 14 Workplace Health & Safety ................................................................................................................................................................ 15

APPENDICES ............................................................................................................................................................................................. 17


LIST OF CONTACTS

Supanova Expo Organiser Daniel Zachariou: Event Director Supanova Pop Culture Industries t) +61 (0)412 026 797 f) +61 (0)2 8582 8985 http://www.supanova.com.au DL: 02 8006 0569 [email protected] MAIL: PO BOX 1134. Menai Central, NSW 2234 Melanie Teychenne-King: Event Operations [email protected]

Workplace Health & Safety: Exhibitors Services Worklaw Health & Safety Pty Ltd Unit 3 Windsor Business Park, 104 Newmarket Road, WINDSOR, QLD 4030 http://www.worklaw.com.au Kylie Wessling Phone: 07 3357 1655 Fax: 07 3357 1955| Email: [email protected]

Official Show Contractor Audio Visual, Furniture, Power, Lighting ExpoNet Exhibition & Event Services 45 Princes Road West, Auburn NSW Australia 2144 http://www.exponet.com.au Diane Lay Phone: 02 9645 7000 Fax: 02 9645 5300 Email: [email protected]

Additional Audio Visual Hire Video Data Staging & Hire 3/15 Donkin St, West End QLD, 4101 http://videodata.com.au/ Nick Patterson Phone: 07 3846 7600 Fax: 07 3844 7547 Email: [email protected]

Venue Operations, Access, Cleaning, Water & Waste RNA Showgrounds, Gregory Terrace, Bowen Hills, Brisbane QLD 4010 Phone: 07 3852 1831 Fax: 07 3257 1428 Email: [email protected]

Security Pacific Event Security Pty Ltd Scott Adamson Managing Director Mobile: 0415 144 851 Fax: 07 5578 8809 Email: [email protected]

Greetings Everyone! Welcome back to our existing sponsors and exhibitors, and greetings to those of you joining us for the first time. Supanova 2011: Brisbane “Take Two” is upon us, commencing the new timetable of shows across the country. The Brisbane Expo has found its new home in November and in 2012 will partner with Adelaide. The Melbourne Expo in April will now coincide with our entry in to the Gold Coast market, with Sydney & Perth “East West” tour remaining in June. So far 2011 has been an amazing year for Supanova Pop Culture Expo: the first Brisbane event saw 23,400 attendees and we hope to exceed that number in November as we are joined by actor Christopher Lloyd - who was unable to join us during the first tour – along with a number of amazing guests from the world of Film, TV, Literature, Anime and Comics. This Exhibitor Manual provides you with everything you need in being a part of the Supanova Pop Culture Expo in transitioning into the event venues including important safety standards and policies. Melanie Teychenne-King, known at the show as “Missy”, is happy to help with most of the Operational and Safety side of things, so shoot her an email if you have any questions. Her details can be found on the previous ‘Key Contacts’ Page. See you all soon and don't forget you can reach the Supanova office up until COB Tuesday November 1st on +61 2 8006 0569 or online at [email protected]. After that though, through until Wednesday the 16th November, if it’s important please don’t email, ring me on my mobile (+61 412 026 797), during those dates. See you in Brisbane! Yours in fun, Daniel Zachariou – Supanova Event Director


SHOW INFORMATION

EVENT VENUE: RNA SHOWGROUNDS, GREGORY TCE, BOWEN HILLS, BRISBANE

Day Company Access Time Thursday 3rd November Exhibition Builders ONLY (ExpoNet) 0700 - 1600 Thursday 3rd November Bump In: All Exhibitors 1600 - 2000 Friday 4th November Bump In: All Exhibitors: Vehicles off site by 11:30am 0700 - 1200 Friday 4th November Show Open (Auditorium & Exhibition Hall only) 1300 - 1900 Saturday 5th November Bump In: All Exhibitors 0700 - 0900 Saturday 5th November Show Open (All Areas) 1000 - 1800 Sunday 6th November Bump In: All Exhibitors 0800 - 0900 Sunday 6th November Show Open (All Areas) 1000 - 1800 Sunday 6th November Bump Out: All Exhibitors (Vehicle access from 1830) 1810 - 2400 Sunday 6th November Exhibition Builders (ExpoNet) 1900 - 2400 Monday 7th November Freight Pick up Only 0700 - 1200

EXHIBITOR CHECKLIST

COMPULSORY ORDER FORMS

FORM NAME FORM DETAILS DEADLINE DONE

Exhibitor Details Confirm your stand details, order badges, and list important contacts 28th October

Health & Safety Declaration Declaration that the Health & Safety Policy has been read and understood 31st October

Public Liability Insurance (no form, submission only)

Exhibitor, Co-exhibitor and Contractor Public Liability Insurance 31

st October

NB: You must complete the above forms. These can be found in the Appendix of this document.

ADDITIONAL SERVICES & INFORMATION FORM NAME LOCATION DONE

Communications APPENDIX B

Lighting & Power Order Form APPENDIX B

Freight Transportation & delivery labels APPENDIX B

Stand Modification Form Online at http://exhibitors.supanova.com.au

Parking Pass Order Form (Brisbane) Online at http://exhibitors.supanova.com.au

Communications (Phone) Online at http://exhibitors.supanova.com.au

Market Stall Holders Public Liability Insurance Application Online at http://exhibitors.supanova.com.au

Emergency Evacuation Plans & Event Safety Guidelines Online at http://exhibitors.supanova.com.au

NB: The above forms and information are available should you require that particular service. They are not compulsory to complete.


EXHIBITOR BOOTH OPTIONS Please remember that you are responsible for any damage caused to the Exhibition Buildings or hired equipment, booth structure or furniture, by you, your agents, staff or contractors. In your own time, satisfy yourselves as to the condition of your stand site before occupancy and before leaving the building after its clearance. It is essential you use recognised products for affixing items to walls of your booth (e.g.: Velcro). All fixtures must be removed from hired equipment before the completion of your bump out, including tape, Velcro, pins, tacks or otherwise. Any damage caused by an Exhibitor or their Staff, to the facility, fittings, walls, or furniture, will be invoiced accordingly. Nothing may be fixed to the fabric of the building or bolted to the floor. 1. CONTRACTOR ExpoNet is the official display contractor for shell scheme, carpet, electrical and walling.

Contact details can be found on page 3 of this manual

2. SHELL SCHEME The Shell Scheme Package includes the following:

• 3 x 3m2 (guaranteed corner if single booth) • Velcro compatible 2.4m high walls • Frontrunner fascia • Company name banners • Carpet • 4 x Exhibitor Passes • 3 x 6ft trestle tables • 2 x chairs

NOTE: Lighting & Power: Optional, additional charge Fascia: This sign will have a White background with Blue title case vinyl lettering. Each open side of your stand will have a name sign.

Example: Colours may vary

3. ARTIST ALLEY BOOTH 2x2m2 space with a 2.4m high Velcro compatible wall Carpet 1 x 6ft trestle 3 x chairs 3 x Exhibitor Passes.

Booths receive an additional two trestles, two chairs, fascia, signage and two Exhibitor Passes. Note: Lighting, Power and Fascia: Optional, Additional charge

ALL EXHIBITORS: Supanova requires the full contact details

of your contractors, stand builders or staff who will be onsite building your stand. Please complete the “Exhibitor Details” form in Appendix A by

28th October 2011.

4. SPACE ONLY/ CUSTOM DISPLAY Exhibitors arranging their own custom built stand must forward a copy of their stand designs featuring all aspects of your display to Supanova for approval by Daniel Zachariou, Event Director of Supanova Pop Culture Expo. Exhibitors are permitted to employ the contractor of their choice, provided that the contractor has been approved by Supanova. We reserve the right to exclude any design and construction that does not adhere to regulations applicable to this Event and to provide our Official Contractors priority access. All non-Supanova contractors must provide their Certificate of Currency for Public Liability Insurance, Workers Compensation Insurance and details of their Occupational Health & Safety Policies prior to arrival onsite. Send these directly to Supanova either via email: [email protected] or fax +61 2 8582 8985 Exhibitor Badges: Exhibitor Badges need to be collected from the Exhibitor Registration Desk on the first day of bump in. For Security reasons, Exhibitor Badges must be worn at all times even if you have a company name badge. Exhibitor Badges will give your staff access to dress your stand and manage your contractors during the specified schedule in the Exhibitor Manual ONLY. Please inform all staff that improper or unauthorized use of an Exhibitor Badge will result in the Badge being repossessed by the Organiser and/or security guards and entry refused. If you require additional badges, please contact the Show Organiser to place an order. Additional charges will apply.


BUMP IN / BUMP OUT Booth allocation and event floor plans will be distributed to all registered exhibitors closer to the event, however all floor plans are a guide only and may not indicate the exact layout of the exhibition during the event - they may not plot any structures such as walling, pillars, doors etc. If you require detailed build plans prior to designing your stand to determine the exact locations and dimensions of these structures, contact Diane Lay at ExpoNet at [email protected] When Booth allocation documents are distributed, please check your details thoroughly and indicate any required changes as soon as possible by contacting the Event Director Daniel Zachariou on [email protected] Supanova reserves the right to final approval of every display, and the ability to take any course of action it deems

necessary to rectify a situation that may impact upon the expo negatively, including expulsion of any Exhibitor from the Supanova Expo, who does not comply with the stated requests. No compensation for loss of monies will be accepted for failing to obey instructions resulting in expulsion from Supanova and its representatives.

Displays must stay within the confines of the space allocated. Cabinets, glass displays, personal card tables etc, must be wholly inside your specified area. All tables must have table covers, recommended to be the approximate length to reach the floor in front of your booth. Please bring them and some extra sheets to cover your stock overnight if required.

Children under 16 years of age will not be granted permission to enter the hall from bump in or break down time periods inclusive of show open days. Security Officers have instructions not to allow children less than 16 years of age on site during these times.

The official closing time of each Supanova Pop Culture Expo is 1800 (6pm) on the Sunday of the event. No dismantling of displays is permitted until the site is cleared of visitors and Supanova makes the appropriate announcement. This is to ensure the safety of the general public still occupying the space.

Covered shoes must be worn during bump in or bump out. Thongs or sandals are not acceptable footwear during these times.

Do not leave rubbish in aisles while building your stand as it is a hazard to other workers. Keep it contained until it can be removed safely.

There are no storage areas onsite. Please make arrangements to have packaging returned with your transport contractor at the commencement of move-out.

SAFETY VESTS It is mandatory during bump in and bump out periods for all personnel to wear approved safety vests at all times. Everyone MUST wear a safety vest and will not be allowed entry to the hall or the loading dock unless it is being worn. If you arrive on site and do not have a vest, you can purchase one from the Exhibitor registration point. The charge for a Safety Vest onsite will be $10.00 (inc GST), and numbers are limited. If you are a stand contractor building a space only stand at the show – we ask that you assist with this initiative and provide all your workers and clients with a Safety Vest. Please make sure you remember to ensure that the staff assisting in the bump out of your stand will be prepared with the correct vests during bump out. ACCESS TO VENUE For more detailed bump in/out schedule please refer to page 4 of this document. Access for vehicles is permitted in the exhibition building at the permitted times only. Please take direction from Security, staff and venue and event representatives. Vehicle access is also permitted in proximity to the exhibition building via access on Alexandria Tce. All vehicles must be removed when there is public access to these areas. There is limited metered parking on Alexandria St and Gregory Tce. Refer to ‘Vehicles on Site’ for more information. FORKLIFTS & PALLET JACKS Forklift services are provided by RNA Showgrounds by a time-allocation booking system. You will need to provide your Booth Number, Company Name and Phone Number at the time of booking, and you will be billed after the event. The Forklift service is not available at all times – please contact the RNA Duty Manager on 0408 730 598 to check availability and to request the use of the forklift during bump in or bump out. Pallet jacks are available to move stock, please enquire directly with the RNA Showgrounds.


VEHICLES ON SITE If you have a vehicle or trailer to bring in you must provide a spotter, whose job it is to separate pedestrians from the vehicles path and ensure safe passage for the vehicle.

A strict walking place only speed limit (5km/h) to all vehicles on site will be enforced. Vehicles are to have their hazard lights flashing when moving within a shared use area. Riding unrestrained on the back of utilities, running boards, up on forklifts and moving of forklifts while

persons are on the tynes (whether in cage or not) is not permitted. Vehicles must be turned off and park brake applied when stationary. Scuffs, Leaks or spills from a vehicle must be cleaned up immediately or cleaning costs will be passed to the

exhibitor. The use of drip trays (e.g.: cardboard or other absorbent material) is highly recommended. All drivers must follow the instructions and directions of the Venue, Show Organiser, Security or Workplace

Health & Safety Officer at all times. Any of these may refuse vehicle entry due to building occupancy, time restrictions, public access, vehicle size or condition, or any other reasonable cause.

Any damage resulting from a vehicle, whether to the building, booth structures, or goods, will be the responsibility of the driver and associated exhibitor.

PARKING Parking on Thursday 3rd November is free. There will be a parking fee of $10 on Friday 4th, Saturday 5th and Sunday 6rd November. A ‘Come & Go’ pass is available to order directly from the RNA Showgrounds, which allows unlimited access throughout Friday, Saturday and Sunday for $30 (otherwise payment is $10 per entry to the showground). These can also be purchased at the RNA administration Building on Friday 4th November. Entry to the car park is via Gregory Tce or Alexandria St. RIGGING & BANNERS Supanova does not provide Rigging services. Please make arrangements for any rigging to be conducted by an authorized third party, if required. No unauthorized personnel are permitted to conduct rigging, work from heights or the building of structures above two (2) metres without the approval of the Show Organiser or Venue Coordinator and must present all relevant licenses, work method statements and insurance before beginning of any work. A structural engineer must approve all rigging and structures completed by third parties before the show opens. DELIVERY OF GOODS No deliveries will be accepted at the expo venue prior to 0700 Thursday 3rd November. Neither Supanova nor the venue will take delivery of any goods on behalf of an exhibitor, unless prior arrangements have been made - which no liability is accepted by doing so. It is advised that exhibitor be present when goods are delivered or collected. It is very important that all items are clearly marked with your company name and stand number. Companies using couriers to deliver goods to their stands are advised to inform the courier agency that trolleys or loaders may not be available at the venue. Exhibitors should have all goods and exhibits insured from the day that goods are dispatched to the exhibition, through until the goods are removed from the exhibition and returned to their point of origin. Items for delivery should use the Delivery Labels found in Appendix, or on the Supanova Exhibitors webpage: http://exhibitors.supanova.com.au Collections If you are arranging for goods to be collected after the show closes, you are advised not to leave them unattended on your stand at any time. Supanova cannot and will not be held responsible for any items that may appear to be missing when a courier arrives. Supanova cannot accept responsibility for damage or loss to any stands or goods in transit to and from the show. If you foresee any problems with arranging collection by 2400 hours on Sunday, please inform the Event Director well in advance of the show closing, as we may be able to arrange storage overnight. This, however, is not a guaranteed service.


EXHIBITOR FORMS AND SUBMISSIONS COMMUNICATIONS OPTIONAL FORM: COMMUNICATIONS DEADLINE: 24th October 2011 Supanova Expo can provide a telephone line connection to your booth for the duration of the show. Please complete the Telstra Phone Line Order Form found in the Appendix of this document. . All prices for these services are listed on the form. ELECTRICAL SERVICES & LIGHTING ExpoNet has been appointed the exclusive Electrical Contractor for Supanova Expo. They will be conducting a test & tag service during bump in, which may attract a fee per item. Shell Scheme, Artist Alley, Custom/Space only All power or lighting requirements for your stand, including for the operation of registers, EFTPOS Machines, or otherwise, needs to be ordered prior to your occupancy of the booth. Ordering power at the show will not guarantee a connection, and may also incur a higher fee.

24 HOUR POWER Exhibitors requiring 24-hour power must notify Supanova prior to move-in. For those who do not require 24 hour power, please ensure that your stands power board is easily accessible so it is easy to turn your power on and off at the beginning and end of each night.

TESTING & TAGGING: All portable equipment, appliances, and leads used on the Supanova event site must be tested and tagged in accordance with the Workplace Health and Safety Regulations and Australian Standard 3760-2000. All power extension leads and power boards must also hold current tagging. The use of double adaptors is prohibited at the Show at all times, including move in/out and show days. Arrangements must be made with your nominated electrician for the purpose of testing and tagging all electrical items and leads. Any electrical equipment found to be untagged MUST be tested and tagged or removed from the Supanova event site immediately. Please complete the HEALTH & SAFETY DECLARATION to state that you have read and understand these terms. OPTIONAL FORM: ORDERING POWER AND LIGHTING DEADLINE: 24th October 2011 For all additional electrical or lighting requirements complete the form found in the Appendix of this manual. IMPORTANT: If you requested electrical connections on your initial application, you do not need to fill out this form again. Please do so only if you require power to be connected and have not already made the request, or you would like to order lighting for your booth. EXHIBITOR DETAILS COMPULSORY FORM: EXHIBITOR DETAILS DEADLINE: 28th October 2011 Booth Confirmation: Complete this section for any amendments to your current booking and/or to confirm that you understand the inclusions of that booking. Important Contacts: In the case of an emergency, please provide a mobile number of who will be onsite for the duration of the show. If you have a stand contractor building your stand, or staff that will not otherwise be working on the booth during the opening hours of the show, can you please also list their details via the below form. Furniture: Each standard Exhibitor booth is provided with three (3) tables, and two (2) chairs, and for Artist Alley, one (1) table, three (3) chairs per booking. Additional tables or chairs can be ordered by using this form. For other types of furniture, storage cupboards, stands or custom displays, ExpoNet has been appointed as the preferred supplier for Supanova. Please refer to their website http://www.exponet.com.au to view their range of additional furniture, or you can call them directly for more information. A ‘Stand Modification’ form can be found on the Exhibitor page of the Supanova Website. Special Activities: This is to alert Supanova Expo Organisers and the Venue Managers to any activity that may impact on services or have secured exemption from standard regulation or OHS review. It is in the best interest of the exhibitor to disclose all hazardous or disruptive activities prior to the event or notices of breach may be distributed, and possibly on-the-spot fines.


PUBLIC LIABILITY INSURANCE COMPULSORY SUBMISSION: PUBLIC LIABILITY INSURANCE DEADLINE: October 31st 2011 All exhibitors, co-exhibitors, Artist Alley traders and associated contractors are required to provide proof of Public Liability Insurance, with a minimum cover of $10million for a booth, or $5million for approved Artist Alley tables*. This refers to damage or injury caused to third parties/visitors on or in the vicinity of your exhibition stand or hired space, and also covers product on your stand. This is delivered in the form of a “Certificate of Currency”, a copy of which is to be sent to Supanova as per the terms and conditions on the Exhibitor Application Contract. If you do not have an Insurance Broker through which to apply, please download and complete the MARSH Market Stall Holders Insurance Application found on the Supanova Exhibitor Website or visit the AAMI website: http://www.aami.com.au/business-insurance/market-stall-and-exhibitor-insurance. Contractor Public Liability Insurance, Workers Compensation and OH&S Statement All contractors working at Supanova must submit a copy of their public liability insurance, workers compensation certificate and OH&S statement to Supanova prior to working onsite. Please retain this documentation from your contractor(s) and submit them to Supanova via the Public Liability Insurance form located in the Compulsory Forms of the exhibitor manual or email/fax to Daniel Zachariou via the details listed on Page 3. The use of Property Insurance, Workers Compensation Insurance is advised. Supanova declines responsibility for any loss or damage which may befall the person or property of any exhibitor from any cause whatsoever. * This exception is heavily restricted – to see if you are eligible for a reduce cover requirement, make a submission in writing to Melanie Teychenne-King, Supanova Event Operations Coordinator, at [email protected] no later than March 24th SHOWBAG INSERTS For those of you sending product or who have negotiated an insert into the showbag, goods can only be received at the RNA Showgrounds from Thursday 3rd November. Items required for insertion into the showbags must arrive by 12:00pm (1200) 3rd November or they will miss going into bags already made up at the time of arrival. For showbag product only, attention the goods to Lauren Tuckwell who is overseeing the coordination of Showbag inserts. Delivery labels for the Brisbane event can be found in the Appendix of this document.


WEAPONS POLICY, SPECIAL ACTIVITIES There are certain restrictions and legislative requirements surrounding the display and sale of weapons, replica weapons, props or other large items of a certain criteria. So too is additional documentation required to be completed by those exhibitors conducting displays that involve physical interaction, whether as a display activity, or ones that involve members of the public. Please indicate on the Exhibitor Details Form whether you feel that your retail outlet or display will fall under either of these categories. Additional information will be supplied to you, or you will be contacted by our Workplace Health & Safety Consultant, to further discuss compliance in these areas. The Supanova Expo Weapons Policy (Exhibitors) is found in the Appendix of this document, and online at http://exhibitors.supanova.com.au Your assistance in this regard is appreciated, and will hopefully avoid any last minute issues regarding your display or activities, as we bring the Supanova Pop Culture Expo in line with national safety standards. For more information contact Worklaw Health & Safety Pty Ltd, Unit 3 Windsor Business Park, 104 Newmarket Road, WINDSOR, QLD 4030, http://www.worklaw.com.au ph: 07 3357 1655

HEALTH & SAFETY DECLARATION COMPULSORY FORM: HEALTH & SAFETY DECLARATION DEADLINE: October 31 2011 Exhibitors are reminded of their obligations under the Occupational Health and Safety Act to ensure the safety of all persons. THE AREA OF THE SHOW IS A WORKPLACE under the terms of the Act. The reporting of hazardous conditions or practices is essential and all employees and service providers must ensure that they are not exposed to dangers which could result in injury. Persons in control of workplaces used by non-employees or members of the public must ensure a healthy and safe environment exists. It is a requirement that all Exhibitor Principles have read and signed the compulsory Health & Safety Declaration found in Appendix A of this manual. Exhibitors and their nominated workers will not be allowed on the event site until this form is received. It is the responsibility that the Exhibitor ensures their staff, contractors or other nominated representatives are aware of the Health & Safety Policy of Supanova Pop Culture Industries.

RETURN THIS FORM TO [email protected] or Supanova Pop Culture Expo, PO BOX 1134, Menai Central, NSW 2234

Worklaw Health & Safety Pty Ltd is the official Occupational Health & Safety consultant for the Brisbane Supanova Pop Culture Expo. Any Brisbane exhibitors that wish to seek additional advice on OH&S compliance can contact Worklaw on the details above.

HEALTH & SAFETY INFORMATION

Emergency Evacuation The event venues are equipped with an emergency evacuation system consisting of alarm tones broadcast through a public address system and simultaneous unlocking of all emergency exits. Venues have two alarms, which can be heard throughout the building if a fire alarm is triggered or there is a pending emergency. The first alarm is called the ALERT ALARM and makes a BEEP-BEEP-BEEP sound. On hearing this alarm all trained wardens will attend the Wardens phones and await instruction. All other exhibitors, staff members and occupants are to continue with normal duties while the situation is investigated. The second alarm is the EVACUATION ALARM and is a WHOOP-WHOOP-WHOOP sound. This is the signal for Wardens to begin evacuation procedure. Lifts are not to be used.


IN EVENT OF AN EMERGENCY • Remain calm. • Take control of the situation, if safe to do so. • Rescue persons in danger if safe to do so. • Ensure Emergency Services are notified via Alarm or 000 • Ensure all patrons and employees are removed from the hazard area. • Await instructions to evacuate and control entry to the affected areas. • Contain fire by closing doors • Extinguish fire if safe to do so In the event of an evacuation alarm, all persons are to immediately evacuate away from the danger area by the nearest and safest route to a safe area. If further evacuation is required, remain under the control of a Warden. Ensure everyone is accounted for & report missing persons to the Warden at the Assembly Area. Be alert in your area for suspicious articles or behaviour and report immediately to security. Supanova Pop Culture Industries accepts no responsibility for loss claims, financial or otherwise following an event affected by an emergency evacuation. Fire Hoses and Alarm Points Fire Hose Reels are installed at various locations below prominent signs around the venue and within the exhibition halls and alarm points are located near to all doors and exits. Please ensure that any staff on your stand know how to use a fire hose, and are aware of the position of the nearest fire alarm point. Unauthorized use of a Fire Hose Reel may result in a penalty. First Aid Please notify Supanova Security or Volunteer in the event of any medical situation, where a certified First Aid attendant will be contacted. All incidents must be reported immediately to Supanova via the Registration Desk, located at the entrance to the main exhibition hall. The nearest emergency medical centre is: BRISBANE: Royal Brisbane Hospital Bowen Bridge Rd & Butterfield St QLD (07) 3636 8111 Naked Flame Proposals for the use of naked flame on stands or in performances must be submitted to the Event Organiser two (2) weeks prior to the commencement of the event. Stands or performances using naked flames shall abide by the following instructions: A fire extinguisher and/or a fire blanket shall be kept on the stand in an area accessible to the general public. This

fire extinguisher shall be properly signed. Under no circumstances will the stand or props be left unattended while the flame is alight. No flammable material shall be within one metre of the flame. Flames will be situated so that members of the public cannot come into contact with the flame or any surface likely

to burn the person or ignite their clothing. Appropriate first aid equipment/items must be in place. A Risk Assessment is required when a naked flame is part of a retail stand or performance, and must be submitted

for approval by the Event Organiser and Venue Management at least two (2) weeks prior to the event.

Smoke Detector Isolation Smoke Detector Isolation is prohibited without a written request to the Event Organiser two (2) weeks prior to the commencement of the event. During all smoke detector isolations, a Fire Warden approved by the QLD Fire Brigade must attend within the isolated area. Costs of the Fire Warden will be borne by the Exhibitor.


GENERAL INFORMATION

Advertising Supanova Logo- Supanova are pleased to provide you with an electronic version of the Supanova 2011 logo and website banner in jpeg format for inclusion in your magazine and e-News advertisements and as a link from your website. The logo can be obtained in various forms by contacting Melanie Teychenne-King via [email protected]. Note: All uses of the Supanova Logo must be approved before publication. Supanova Website - Please note that advertising on the main Supanova website is restricted to show sponsors – however advertising is available for inclusion in the e-newsletter distributed throughout the year, Facebook supported promotions, affiliate new media promotions and advertising spots, and all supporting long or short term promotions throughout the year. If you are interested in any of the advertising opportunities available across Supanova’s print, online and media platforms, contact [email protected] for more information. Audio Visual To order additional Audio or Visual equipment for your booth, please refer to the details found on Page 3 of this manual. Audio Visual presentations/demonstrations must not exceed a ‘reasonable volume’ or cause hall ways to be obstructed. If any presentation/demonstration causes an obstruction within the hall way and/or nuisance to any other Exhibitor, we reserve the right to restrict the frequency and/or cancel the presentation/demonstration. Balloons Balloons of any type are not permitted in any event venues. Banking There are no secure cash facilities on site. Please arrange an appropriate cash handling policy for your business/booth, and ensure the safety and security of your registers, safes or other secure site of valuables. Never leave your booth unattended and if necessary, remove the cash from site to a more secure location on a regular basis. Remove all cash and valuables at the end of the day. No change will be given by the event organiser or by the in-house catering facilities. Please ensure you have the correct amount of change for your booth. It is advisable that you ensure you have enough spare rolls of paper for registers, EFTPOS machines. Supanova encourages the use of receipts for purchases. Cleaning It is your responsibility to maintain your stand in a clean condition at all times. Please place all rubbish in the aisles at the end of each day, after the exhibition has closed. For security reasons rubbish left on the stand will not be removed. Please ensure no item is affixed to the venue doors, glass, floors etc. Any infractions will create a removal, cleaning and/or resurfacing cost charged to the exhibitor. Any waste building materials left onsite after 2400 (midnight) on Sunday of the show will be deemed as rubbish, removed and thrown away. Any costs incurred as a result will be forwarded to the Exhibitor concerned. Food and Drink Sale & Sampling There are restrictions on the sale and sampling of food and beverages at both RNA Showgrounds. If you wish to sell or distribute food or beverage items, permission must be obtained from the Show Organiser and Venue Management. Please contact [email protected] for more information. Literature The distribution of leaflets and other promotional materials is confined to the stand area and is not permitted in the hallways or elsewhere in the exhibition grounds. The Organisers reserve the right to prohibit the display or distribution of advertising matter that could give rise to offence and to confiscate the supplies thereof for the duration of the event. For further information on Literature Distribution (via Sponsorship opportunities) please contact [email protected].


Music on Stands If you intend to play recorded background music or live music on your stand during the course of the exhibition, you are required by law to obtain music licenses. The Australasian Performing Right Association (APRA) collects and distributes licence fees for the public

performance and communication of their members' musical works. The Australasian Mechanical Copyright Owners Society (AMCOS) collects and distributes mechanical

royalties for the reproduction of their members' musical works. While Supanova Pop Culture Expos has an APRA licence, it is for its own limited material, and does not cover the playback of music by Exhibitors or other independent activities. APRA|AMCOS Licensing Services Locked Bag 5000 Strawberry Hills NSW 2012 Phone: 1300 852 388 Email: [email protected]

Please note that these licenses do not cover musicians or singers on the exhibition stands, nor any featured use of recorded music (e.g. Playback of DVD, Game demonstrations), if you intend to have live or featured recorded musical performances please contact the respective copyright holders or distributors.

Audio Visual equipment, amplifiers or live music may not be used or performed without the Organisers written consent. All loudspeaker and PA Systems must be turned inwards and located as far into the middle of your stand as possible, so as not to cause nuisance to any adjacent stands. The Organisers reserve the right to adjudicate in any dispute and will terminate any demonstration causing a disturbance. AV displays must not cause any obstruction in the hall ways and be kept to 78dB(a) maximum. PA System The Public Address System is for use by the Organiser’s for official announcements only. It is not available for Exhibitor or Visitor messages, except in cases of emergency. Restricted/Illegal Material Pornography is strictly forbidden for sale or giveaway at Supanova Expos; so too are items that would be classified as illegal under any or all state or territory law within Australia, including but not limited to extreme restricted or explicit materials or those that contains pedophilia in any form. All other adult material must not be visibly displayed or within reach of any minors, and carry appropriate or comparative classification. Supanova enforces a zero tolerance for the ownership or sale of bootleg or pirated goods. Inspections of stock will be conducted upon set up, and at random intervals through the show. If any restricted, illegal or contraband materials are found, action will be taken to confiscate or remove these materials from the event, to be returned at the close of the event. Any visual displays (film, video, games or other multimedia) that are rated MA15+ or above, or the equivalent as determined by the National Classification Scheme, are required to be within a closed or monitored space and not to be seen by those who do not have the express desire to do so. Children under the age of the Classification specification must be accompanied by a guardian. Roofs within a Stand Structure A stand that has a roof or ceiling fitting is required to provide additional fire protection equipment, such as the fitting of a smoke detector and portable CO2 extinguisher. A stand design will also be required for approval by Supanova. Security Supanova Expo will have 24 hours security for the duration of the Event. Security will commence from 7am on the first day of building occupancy through to Midnight Sunday. At every exhibition, there is a risk of theft and whilst Security and Supanova will take all reasonable precautions. Exhibitors can help to minimise the risk to themselves and others by remembering the following guidelines: DO NOT leave small valuable items unattended. Lock all personal property – coats, handbags, mobile phones, laptops, valuable stock, cash, etc away during show and remove them completely from the halls overnight. DO NOT leave your stand unprotected while there are valuables on view. DO NOT think you have nothing worth stealing. DO NOT leave valuables in plain view in your car while parked in the car park. DO have staff on your stand while the hall is open and until Visitors are cleared from the hall and lock valuable items away overnight.


DO wear your Exhibitor badge at all times during the Expo. DO challenge anyone behaving suspiciously & report it immediately to security or Supanova staff member. DO always report any thefts and be sure to get an incident report sheet. DO be sure to have adequate insurance to cover your stand. Your stand and goods are not covered by Supanova’s insurance. DO cover all items of value overnight, or remove them from site. Smoke Machines Smoke, Hazer and/or Fog Machines of any variety may be demonstrated at the discretion of the Event Organiser ONLY. Exhibitors are advised that emissions must be, as far as practical, contained within your stand and not aimed into aisles, public areas or into neighboring stands. Please indicate if you will be utilising any of these items by completing the appropriate section of the EXHIBITOR DETAILS FORM. Stairway Measurement The Building Code of Australia requires that all rises and goings, in the same flight of stairs, shall be of uniform dimensions with a tolerance of plus or minus 5 millimetres (mm). Each rise (y) shall be not less than 115mm and not greater than 190mm and each going (tread width = x) shall be not less than 250mm and not greater than 355mm. The Building Code requires that every stairway shall be provided with at least one handrail, which shall have a smooth continuous top surface throughout the length of each stairway flight if the potential fall is greater than 1 metre. The height of the handrail must not be less than 865mm above the nosings of the stair treads or the floor of a ramp. The height must not be less than 1 metre above the floor of any access path, balcony, landing or the like. Where the width of any stairway exceeds 2000mm, a handrail shall be provided on either side. Stickers The sale or giveaway of stickers is not permitted in or around the Supanova Expo. This includes in showbags or bags of purchased goods. If exhibitors are found to be distributing stickers of any size, these will be confiscated and returned upon conclusion of the show. Any damage to the building, fixtures or property belonging to another and deemed to have been the result of stickers distributed from within Supanova Expo, will have a clean or repair cost incurred by the instigating exhibitor. Visitor Promotions & Competitions Exhibitors must not hold, or allow to be held, a sale by auction, lottery, raffle, guessing competition, game of chance or sideshow whose prize value equals a total of $2000 or more without the requisite permit and the prior written permission of the Organisers. Those conducting such an activity must apply for a special permit from the Office of Liquor and Gaming Regulation (QLD) or Office of Gaming and Racing (VIC). Exhibitors must provide their own containers for the deposit of entries and drawing of prizes. Please advise Supanova if you will be having a stand promotion at the show by completing the relevant section in the Exhibitor Details form in this manual. Office of Liquor and Gaming Regulation Locked Bag 180 CITY EAST QLD 4002 AUSTRALIA Phone: 07 3872 0999 Fax: 07 3872 0998 Email: [email protected]


Workplace Health & Safety Conditions of Entry : All persons entering The RNA Showgrounds are subject to the conditions of entry as displayed at all entry points

Due Diligence & Duty of Care: requires all persons to be committed to carrying out their moral & legal duties, assessing all hazards & risks continually & take reasonable precautions to mitigate risks. Hazards are anything which has the potential to cause harm in any way to people, property or environment. A hazard can be as a result of your work environment, equipment & substances. Contractors, Exhibitors, and their employees are obliged to work safely & to include the safety of event and venue employees & visitors in their safety plans. It is your duty to report unsafe practices by contractors to your manager and show organiser.

Approvals for Work: All work, equipment & practices shall comply with the relevant requirements of any statutory authority with jurisdiction over the occupation, Including & not limited to approvals, licenses, tests, certificates, competencies, legislation, Australian Standards, Building Codes, Environmental Codes, & Venue Policies & Procedures. Asbestos or lead in any form is prohibited from this site.

Barricades & safety warning signs must be used where there is any risk of employees or public entering hazardous areas or where machinery is in use. Biological hazards may be ingested, inhaled, absorbed or penetrate through the skin & may include human body fluids, waste, sharps or first aid dressings. All Bio Hazards must be dealt with according to current safety regulations. Report any syringes found within site to Showgrounds Management Centre or Security. Cleanliness & hygiene is essential. Wash hands before eating or smoking & after work. Children (under the age of 16) are not permitted in work areas. Wet or damp areas present a number of risks including slips, falls & electric shock. Do not use electric appliances in damp or wet areas & isolate area and then arrange for cleanup of spills immediately. Danger or Safety Lock-Out Tags warn others of risks. Tag, isolate & report any unsafe plant or equipment including ladders. Only the signatory may remove an existing tag when the risk has been resolved. Prohibited or restricted items & weapons or any items which may cause injury or public nuisance are not permitted on the site. Drugs & alcohol use & consumption are not permitted under any circumstances in the workplace. Persons under the influence of drugs & Alcohol will be required to leave the site & illegal drug use will be reported to police. Electricity: No “live” electrical work is permitted. Do not use damaged electrical items & equipment. Check electrical test tag date is current. Out of test date appliances must not be used. Test “Safety Switches” or RCD’s each time before use. Do not overload power points or use double adaptors. Do not use electrical items in damp or wet conditions. Use insulated ladders for electrical work. Environment needs our protection at all times. Do not discharge or wash any substances into storm water system or drains. Use recycling facilities. Ergonomics; Ensure correct posture, no overreaching or twisting & take regular breaks from repetitive tasks. Fatigue is tiredness that may result from physical or mental exertion arising from work that requires anyone to maintain a high

level of concentration or intense interpersonal interactions. Fatigue may be generated by excessive shifts or shift work & can be avoided by limiting shifts to less than 14 hours & no more than 7 continuous days. First Aid is available via your event manager & Security. Contractors & Exhibitors are required to provide first aid coverage for their staff or event. Please report all injuries or illness to your manager or security immediately. Fire Safety: Do not block or lock fire exits, aisles or access to fire appliances including extinguishers, fire hydrants or hose reels. Familiarise yourself with the nearest fire appliances, fire exits & emergency procedures. No naked flames, hot work, electric or oxy cutting or welding or abrasive grinding is permitted without venue written approval. No gas bottles or flammable liquids to be stored indoors overnight. Do not use cooking appliances except in kitchen areas. Overhead banners, signs, stage display sets, scenery or themes must be non flammable. No refueling is permitted indoors. It is prohibited to use fire hydrants for the washing down of plant or equipment.

Hazardous Substances & Dangerous Goods are not permitted on the site without Venue approval & must be accompanied with MSDS. You must be trained in the safe handling by your manager. Use correct PPE. Please report all incidents & spills immediately. High visibility clothing and closed footwear must be worn at all times by persons working on or near roads, loading or build areas, on or near machinery including forklifts or elevation towers & if there is work going on overhead in the area. Hot surfaces & liquids including urns must be out of reach of the public & persons working with them must be aware of the risk of burns & be trained accordingly by their manager. PPE must be worn.

Do not continue working if you suspect it is unsafe.

Keep clear of work areas, machines, moving parts, rigging, forklifts, cranes, vehicles, traffic, loading dock areas, overhead work, service pits & excavations. Keep people away also. Ladders must be an approved type & inspected before use. Ladders can only be used if there is no safer alternative available. Do not substitute other things such as chairs & boxes for ladders. Ensure the ground is firm & the surface is level. Do not attempt to carry heavy loads or equipment & ensure both hands are free when climbing. Aluminum ladders should not be used for electrical work. Lighting levels must be adequate for the task & for the public in all areas. Emergency lighting must be fitted & working in areas where lighting is required to be able to exit safely. LPG installations must comply with Australian Standards requirements. Current certificate of compliance & test date must be attached & all cylinders must be secured against tipping. Check valves, gas lines & fittings for damage cracks & leaks. No LPG is to be stored indoors overnight. Material Safety Data Sheets (MSDS) for hazardous substances provide safety instructions, health warnings & first aid advice. MSDS must be made available for you on site by your manager. Read the MSDS & consult with your manager before, using, handling, transporting, or storing chemicals.


Use PPE as required. Ensure contractors and employees have adequate safety handling and storage training to use all substances brought onto this site. Noise levels must comply with EPA workplace noise exposure guidelines. The use of the PPE must be the last control measure used to prevent injury to personnel. An assessment of the workplace and environmental noise level must be controlled using the Control Hierarchy. Manual handling includes lifting, lowering, pushing, pulling, carrying, holding or restraining objects. Use mechanical aids if possible. Never move anything that is too heavy or too awkward for you. Use correct lifting techniques. Weather outdoors: Keep watch for sudden changes in weather & move indoors during high wind storms or lightning. Protect yourself from the sun. Wear a hat, 30+ sun block, long sleeves trousers & UV sunglasses. Take breaks in the shade & drink plenty of water. Personal Protection Equipment (PPE) may be required to protect you, from falls (safety harness), or to protect your body including, face, eyes, ears, respiratory tract, feet, head, & hands for specific tasks. PPE is the least effective way to control the particular risks. Your manager must provide you with correct PPE & appropriate training to ensure correct use, storage & maintenance. PPE must be checked for fit, type & damage before use. Do not re-use disposable, contaminated or damaged PPE. Plant equipment & tools shall be suitable for the task. Battery powered tools to be used wherever possible. Do not use any equipment you have not been trained in, are fully competent in its use, hold current certificates of competency, & are authorised in its use. Be ready to present your certificate or license on demand. Do not use faulty or damaged equipment or leave equipment unattended. Remove keys & apply park brakes if leaving plant (including vehicles). Conduct manufacturers safety checks before use. Do not tamper with or remove safeguards. Do not hitch, tow, carry passengers, or allow unauthorised use. Ensure plant is maintained as per the manufacturer’s recommendations & Codes of Practice. Do not wear jewellery or loose clothing while operating any machine. Look carefully for open service pits overhead obstructions, temporary installations, & ground level services installed for events. Keep all other people clear. Safety signage must be clearly displayed in areas identified as hazardous. Obey all safety signs. Do not remove or damage safety signs. Determine if other languages or symbols are required. Service pits & drains or excavations must never be left open. Close up erect barriers & hazard signage & ensure people are kept away. Skylarking or unsafe behaviour causes accidents & will not be tolerated

Slips, trips & falls: Eliminate slip, trip, & fall hazards in your work & public areas. Keep all areas free of rubbish & loose items. Watch for greasy, uneven or wet surfaces. Clean up spills immediately. Use non slip footwear and isolate hazards. Smoking is prohibited in all structures, buildings, within venue owned or operated vehicles, in all public seating areas & where specific hazards exist. It is prohibited within four (4) metres of any public entry access point to a building, with ten (10) metres of a children’s playground, or in non designated eating areas (e.g.: DOSA - Designated Outdoor Smoking Area) Temporary services must be installed in accordance with appropriate Australian Standards or statutory requirements in a manner to ensure there is no risk of slips, trips, falls or unauthorised access. Temporary stages, scaffold, seating & structures must be installed in accordance with appropriate Australian Standards & statutory requirements and be erected by licensed riggers. All must be structurally certified as fit for occupancy before use. Keep public off all temporary structures. Training: Do not use any equipment or perform any task unless you have been inducted and trained by your manager and you are under supervision. Vehicles traffic & parking: 5kph or walking pace with hazard lights operating at all times. Pedestrians have right of way at all times. Stay alert for pedestrians, plant animals & children as they are not expecting vehicles. Keep clear of loading dock operations. Do not drive vehicles through crowds. Vehicle registration, licensing & traffic laws apply at all times including during events including forklifts & golf buggies. Parking only in allocated areas and marked parking bays & do not block access. Mobile contact number is to be displayed clearly on the dashboard at all times. Motor off and handbrake to be applied before leaving the vehicle. Workplace violence & aggression includes verbal or emotional abuse, threats, physical attack to an individual or property. Non violent acts include unwelcome behavior, harassment & discrimination. Alert security, if safe to do so. Withdraw from the situation immediately if possible. Do not put yourself or others at risk or make the situation worse. Take refuge in a safe place & summon help if possible. Incident Reporting: An incident does not have to hurt someone but may have the potential to hurt someone. Every incident which involves a near miss injury or property damage must be reported to your manager & the Venue Event Management Centre. Must be recorded on the daily incident log. Must have an incident investigation form completed as soon as possible. Must have statements completed as soon as possible by all persons present. Witness’s names and contact details must be obtained. ---Adapted from ‘Occupational Health & Safety : Melbourne Showgrounds Exhibition Information’ 2006-2009


APPENDICES

In this section you will find the forms that are required to be completed and returned to either Supanova directly, or to the contractors indicated. By using the checklist on page 5, you will more easily keep track of the due dates, and check off the forms as they have been sent.

APPENDIX A COMPULSORY FORMS

1. Exhibitor Details 2. Health & Safety Declaration

RETURN THESE FORMS TO [email protected] or

Supanova Pop Culture Expo, PO BOX 1134, Menai Central, NSW 2234

APPENDIX B ADDITIONAL FORMS & INFORMATION

1. Lighting & Power Order Form 2. Freight Transportation & delivery labels 3. Exhibitor Weapons Policy (Sale and Display)

More documents can be found on the secure Supanova Website Exhibition Section.

Registration is required to access this site, so please create an account as soon as possible.

http://exhibitors.supanova.com.au

Market Stall Holders Public Liability Insurance Application Communications (Phone) Stand Modification Forms (ExpoNet) Parking Pass Order Form Building Evacuation Plans Event Safety Guidelines

SPECIAL ITEMS/ACTIVITIES —- Some exhibitors may be required to complete and submit additional forms or risk assessments in order to comply with workplace health and safety legislation. Please tick if any of the following apply. You will be contacted by a Supanova representative if any additional information is required.

Hazer/Smoke Machine Covered Ceiling Closed Area (eg: store room) Naked Flame

Sale/Display weapons Prizes/ Raffles Display Vehicle Rigging

Adult/RC Material Forklift Physical activity/display

Physical activity involving public Load/Unload vehicle inside building (bump in/out only)

STORAGE —- Goods collection must be prior to Midday on the Monday following the show. Please indicate if you will be leaving goods to be collected (circle): YES NO

SHOWBAG INSERTS —- Showbag inserts must be delivered by 12noon Thursday 3rd November. Please indicate if you will be delivering showbag inserts: (circle) YES NO

I, _________________________________ of _______________________________(business or address) confirm the above details to be true and correct at time of submission. Any alterations will be made known to Supanova Organisers as soon as possible, but I understand that these cannot be guaranteed.

Sign _______________________________ Name _________________________________ Date______________

EXHIBITOR DETAILS CONFIRMATION BOOTH NAME/NUMBER: ______________________

SNBNE2011

Please complete this form and return to:

Supanova Pop Culture Industries PO Box 1134, Menai Central, NSW 2234 || Fax: +61 (0)2 8582 8985 || [email protected]

COMPANY NAME _________________________________ ABN __________________________________

ON-SITE CONTACT_________________________________ ON SITE PHONE _________________________

EMAIL ____________________________________________ WEBSITE_______________________________

BILLING ADDRESS __________________________________________________________________________

BUSINESS PHONE _________________________________ FAX __________________________________

EMERGENCY CONTACT NAME: _______________________ PHONE _______________________________

I have booked _______ Booth(s)/_______Artist Alley Table(s).

I would like to book additional space YES NO Total space required ________________

ARTIST ALLEY: Please indicate if we are holding previously created signage (circle): YES NO

I will have (circle those that apply) PA System Music Video Playback Game display/play

CONFIRM POWER: Where applicable, please indicate how you have ordered power:

CONFIRM FURNITURE: An Exhibitor Booth receives 3 table, 2 chairs. Artist Alley table receive 1 table, 3 chairs. Please list the TOTAL number of each you require: Tables: 6ft___________8ft____________Total no. __________

Chairs:_________________

Supanova Application Form ExpoNet Order Form

Supanova Pop Culture Industries: Health and Safety Declaration

All exhibitors and personnel must obey the directives of the occupational health and safety

officers, venue and exhibition management.

The policy of Supanova Pop Culture Industries is that each of its employees, contractors and service providers shall be provided

with a safe and healthy place to work. To achieve this, we will make every reasonable effort in areas of accident prevention,

hazard control and removal, injury protection and health preservation to every practical extent. In conjunction with this policy, a

series of safe working rules and procedures on specific individual safety and health matters has been established.

These rules are of primary importance when you are not working on a task that requires compliance with their own safety

procedures. Health and safety at work is both an individual and shared responsibility of all employees and contractors. Accident

prevention is strongly emphasized. The reporting of hazardous conditions is essential and all employees and service providers

must ensure they are not exposed to dangers which could result in injury.

The principle requirements are the following:

GENERAL:

Persons in control of workplaces used by non-employees or members of the public must ensure a health and safe

environment exists. This includes within the confines of and areas surrounding the booth, playing field, or open space that is

designated to a particular employer, contractor or sub-hirer.

Smoking is prohibited inside the exhibition halls at all times. Smoking is prohibited within 4 metres of a building doorway,

and within 10metres of a children‟s playground or food service area.

Enclosed footwear must be worn at all times during bump in and bump out. No sandals or thongs will be allowed to be

worn. Non compliance will mean removal from the work area.

High visibility safety clothing/vest must be worn on site during bump in and bump out. See Safety Vests below.

Policy for access on site outside of show ‘open hours’

The entire site is designated a “construction site” during move in and move out and only bonafide workers and volunteers

normally covered by appropriate WorkCover or Group Injury Insurance will be permitted onsite. Non registered visitors,

family, friends are also excluded during this period

Any persons under the age of 16 years is prohibited from accessing the loading docks and halls during bump in an bump out

periods. No persons under the age of 16 years is permitted to remain in a vehicle without constant accompaniment by an

adult while it is loading, unloading or parked on the dock. Persons under the age of 16 years are prohibited from entering

the exhibition areas until the event has officially opened

NB: failure to comply will result in immediate removal of the non authorized person by security, occupational health & safety or

organising personnel.

EMPLOYER

Employers are required to ensure the health and safety of everyone at the workplace. This means:

Making the workplace safe for it staff so far as reasonably practical;

Ensuring the safe use, handling, storage or transport of equipment and 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 appropriated trained and, where

necessary, properly certifies; and

Ensuring non-employees – visitors and members of the public – are not exposed to health and safety risks of your

workplace activities or processes.

ELECTRICAL:

All electrical items used at the show must be tested and tagged. This includes cash registers, EFTPOS machines, televisions,

audio players, electrical chargers, gaming machines and lights. In particular, all power extension leads must hold current tagging.

Arrangements must be made with your nominated electrician for the purpose of testing and tagging all electrical items and leads.

This can also be arranged, at a price, during the show bump in. Contact the show organisers and exhibition build contractors to

arrange for this service.

All halogen floodlights must be fitted with appropriate safety glass

The use of double adapters and piggy back plugs are prohibited at the show at all times, including move in/out days and

show days.

DO NOT remove any „Danger Tag‟ from any electrical equipment in order to use the equipment. Removal of tags is a

breach of Workplace Health & Safety Legislation.

Only unmodified connection that meet Australia Electrical Standards, and which have been approved by the authority, may

be plugged in to electrical general purpose outlets.

Wear appropriate personal protection equipment if required.

Do not allow any motorized equipment to drive over leads.

Whenever possible, keep all electrical leads off the floor.

Any persons who suffer an electrical shock from any piece of equipment MUST report the incident IMMEDIATELY to a security

officer.

LADDERS

A step ladder or other suitable work platform is required to conduct work at height.

When using a stepladder not to stand above the second ton the top rung

A chair is NOT designed to be a safe work platform and the use of chairs for this purpose is PROHIBITED

Work at 2metres or above must be by use of cage on a forklift, EWP (scissor lift) or mobile scaffold with fall protection

Extension ladders must be tied off where possible.

SAFETY VESTS

Please refer to the “Safety Vest” section of the Exhibitor Manual or Volunteer information page. All personnel in the hall and on

the loading access points during move in and move out MUST wear high visibility safety vest as forklifts, vehicles, lifters, pallet

jacks or other moving equipment and deconstruction is taking place.

SLIP HAZARDS

Common slip hazards are:

A slippery floor surface

Fluids on floor such as rain walked inside exhibition building

Spills and contaminants

Sudden changes in floor surfaces, say from carpet to polished concrete

A downwards slope or in the floor such as a ramp, or stairs/ledges

The wrong type of footwear

Debris strewn in corridors, aisles or in and around booths

All exhibitors, staff and contractors must be aware of slip hazards around them. If you have spilled liquid, or see someone else

doing so, this is to be cleared up straight away and ensure someone stays with the spillage to avoid others falling.

If you are concerned with any slip hazards around you, please report these to the organisers or security for immediate action.

Rubbish cannot be piled in walkways where it may cause a hazard. Keep it tidy and out of the way until it can be

removed safely.

VEHICLES

If you have a display vehicle or trailer to bring in you must provide a spotter, whose job it is to separate pedestrians from the

vehicles path and ensure safe passage for the vehicle. A strict walking place only speed limit (5km/h) to all vehicles on site will be

enforced. Vehicles are to have their hazard lights flashing when moving within a shared use area. Riding unrestrained on the back

of utilities, running boards, up on forklifts and moving of forklifts while persons are on the tynes (whether in cage or not) is not

permitted.

I _______________________________ (print name) of ___________________________________ (business or

address) have read and understand the Health & Safety Policy of Supanova Pop Culture Industries, and agree to inform all

employees of their joint responsibility to ensure a safe work environment for workers and members of the public.

Signed ________________________ Date: ____________________________

Print Name _________________________________________________

Company, association, or Booth name _____________________________

RETURN TO: [email protected] Fax: +61 (0)2 8582 8985 or Supanova Pop Culture Expos, 33 Moonah Rd.

Alfords Point NSW 2234

mailto:[email protected]

ExpoNet Pty Ltd ABN 45 132 935 105

Exhibitor Kit Corinthian

This form is required if you need to order power or lighting in addition to what is provided in the stand package (see page 2 Stand Package information), or you are a ‘space only exhibitor’.

To order any requirements, complete this order form and the Stand Layout Form to indicate placement. Space Only Exhibitors have NO power or lighting included.

Contact & Stand Details: Exhibition & Return Details:

Company Name: SUPANOVA BRISBANE

Address:

Deadline for forms & orders:

Monday 24th October 2011

(Late & onsite orders incur late service fee)

State: Post

Code: Country: (If other than Australia)

RNA SHOWGRONDS

Stand Name: (If different to Company Name)

Stand

No(s): 4 - 6 NOVEMBER 2011

Contact Name: Attn:

DIANE LAY diane@ exponet.com.au

Tel: Mobile: FAX:

Central Administration Office +61 (02) 9645 5300

Fax: E-mail: Post:

PO Box 120, Sydney Markets NSW 2129 Australia

Code Description Qty $Rate Subtotal

2758 120 Watt Spotlight on Track (Behind Fascia Only) $77.00 $

2702 120 Watt Spotlight on Arm $99.00 $

2703 300 Watt Floodlight on Track (Behind Fascia Only) $110.00 $

2705 300 Watt Floodlight on Arm $110.00 $

2706 50W 12V Downlight on Arm $94.00 $

2708 2 x 4ft 36 Watt Fluorescent Light $187.00 $

2710 Single Power Point to 1000w (maximum 4 amp) $85.00 $



2718 415volt 32amp 3phase power outlet (5pin plug) $400.00 $

2729 415volt 32amp 3phase point with 6 outlet switch board $600.00 $

Additional power & lighting products are available POA $

Orders placed after Monday 24th October 2011 incur a compulsory 20% surcharge, with a minimum of $60.00

$

Terms & Conditions: No orders will be installed until payment is received &

processed.

On-site changes incur a 20% surcharge with $60.00 minimum.

Cancellations after installation will be charged at the

full rate.

*Damage Waiver, compulsory fee covers attrition of

hired equipment.

Please read the complete Terms & Conditions in our

brochure.

Hire Charge Total $

ADD 6% Damage Waiver* of Hire Charge Total $

Subtotal $

ADD 2.5% Credit Card Surcharge on Subtotal $

Total $

ADD 10% GST $

Invoice Total $

Full payment must accompany each application or work cannot be carried out, accepted forms of payment:

o Funds transfer – Bank: ANZ BSB:012 220 Account Number:835 493 704 Account Name: ExpoNet Swift Code:ANZBAU3MXXX

o Cheque o Amex o Diners o VISA o MasterCard

Name of Cardholder

Card Number

A 2.5% surcharge applies to all payments made by credit card

Expiry Date ____ /____ Signed:_______________________________________________________________________________

Order not valid unless signed by hirer (authorised agent)/cardholder

Power + Lighting Form required form if you need to order power or lighting

complete & return fax on +61 (02) 9645 5300

DELIVERY LABEL FOR COURIERS AND TRADE SHOW DELIVERIES:

DELIVER TO: ATT: C/- Supanova Expo RNA Showgrounds Exhibition Building Gregory Tce BOWEN HILLS BRISBANE QLD 4006

SENDER DETAILS:

Company Name:_______________________ Address: ____________________________________________ ______________________________________________________ Contact person: ______________________________________ Phone No. ___________________________________________ Mobile No. ____________________________________________

Event Name:

Supanova Pop Culture Expo 2011

Event Venue: RNA Showgrounds Exhibition Building (entry via Gregory Tce)

Delivery Date: (goods to be delivered no earlier than Thursday April 8th)

Exhibitor Name:

Booth Number:

On-site Contact Name:

ATT: On-site Contact Phone:

Box number of Please note that Supanova does not accept responsibility or liability for the safety of any items or goods delivered to the venue in the absence of the exhibitor and there are no refunds for goods/promotional material not received in time. The RNA Showgrounds will not permit any goods to be delivered to the venue earlier than the date specified above. Deliveries prior to this date will be turned away. RNA Showgrounds will not sign for any exhibitor goods. Contact RNA Showgrounds: 07 3852 1831

Supanova Pop Culture Expo - Exhibitor Weapons Policy

Failure to comply with these restrictions and guidelines may result in being banned from

this event and local enforcement groups contacted.

For the general well being and safety of all Supanova patrons, guests and the public, weapons, imitation

weapons and props must be displayed and sold under the following Rules. In addition, all Supanova attendees

must comply with all Federal, State and local laws and Regulations regarding weapons, imitation weapons and

props, as well as their usage.

Display of Weapons

� All blades are to be covered at all times.

� All weapons including wooden, metal and Cosplay swords are to be displayed in cabinets or racks

which must be generally inaccessible to public.

� Please see Safety Officer on site if you are unsure if your display complies with the Event and State

Police Rules.

Sale of Weapons

Prohibited:

1. Any weapon classified as a ‘Schedule 1 Prohibited Weapon’ (under the Weapons Prohibition Act 1998)

is not allowed to be sold, displayed or brought in to the event or in and around the event venue.

In addition, the sale of any of the following must include instructions (preferably labels on packaging

supported by verbal instruction) to the purchaser that they are not to open from packaging until home:

1. Live blades or knives

2. Firearms,

3. BB or ‘Air Guns’ (even without caps),

4. Dangerous or concealed spikes or studs,

5. Martial arts weapons

6. Replica weapons.

Supanova attendees are under no circumstance permitted to possess any actual weapons, unless sealed in

packaging. Therefore it is recommended all weapons sold, be packaged with a clearly printed label that states:

WOODEN SWORDS

1. All wooden swords purchased at Supanova can be used as part of your Cosplay Costume only.

2. NO enactment of any kind is allowed without prior permission from Supanova Management.

3. All wooden swords sold must be housed in a cardboard box.

4. On leaving, all swords must be carried out of the event inside the cardboard box.

5. The Supanova Management reserves the right to confiscate swords in the event of contravening this

rule, with return to the owner upon leaving.

METAL SWORDS

1. All metal swords purchased must be housed in a cardboard box, sealed, secured and are to remain

with the seller until ready to depart.

2. The swords must be kept inside the box until you are at home.

3. Supanova Management reserves the right to confiscate swords in the event of any contravention of

these Rules.

4. NO metal swords are allowed to be exposed whilst inside and outside the event perimeter. Anyone

caught doing so WILL be charged by the Police for carrying a weapon.

5. NOTE: Routine inspections are conducted by uniformed and plain clothes Police during this event.

Documents

EXHIBITOR INFORMATION MANUAL BNE NOV Exhibitor Manual...4 | Page ©Supanova Pop Culture Industries 2009-2011 SHOW INFORMATION EVENT VENUE: RNA SHOWGROUNDS, GREGORY TCE, BOWEN HILLS,