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itSMF Australia’s 17th National
LEADit Conference and Exhibition
EXHIBITOR GUIDE
Pullman Melbourne Albert Park
13 – 15 August 2014
45+ breakout sessions | 10 keynotes | 7 workshops | 1 executive forum | 40+ exhibitors | 5 Industry Awards | big data | 50+ speakers | 5 HOT Topic Panel Discussions | incident management | 5 streams | change management
| governance & risk | networking | cloud computing | entertainment | IT performance | case studies | social media | service support | architecture & innovation | metrics | problem management | service catalogue | and more
Exhibitor
Guide
2 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
Contents 1) INTRODUCTION ................................................................................................................................... 3
2) CONFERENCE LOCATION ................................................................................................................. 4 PULLMAN ALBERT PARK - FLOOR PLAN ................................................................................................................... 5
3) EXHIBITION INFORMATION ............................................................................................................. 6
4) LEADit 2014 EXHIBITION FLOOR PLAN ......................................................................................... 7
5) EXHIBITION SCHEDULE ...................................................................................................................... 8 ACCOMMODATION .......................................................................................................................................................... 9
6) EXHIBITION STAND INCLUSIONS ................................................................................................. 10 DIAMOND STAND ............................................................................................................................................................ 10 PLATINUM STAND ............................................................................................................................................................ 10 GOLD STAND ..................................................................................................................................................................... 10 SILVER STAND .................................................................................................................................................................... 11 BRONZE STAND ................................................................................................................................................................ 11 COPPER STAND ................................................................................................................................................................. 11
7) MAJOR SERVICE PROVIDERS ............................................................................................................ 12 MORETON HIRE – EXPO BUILDERS ........................................................................................................................... 12 AGILITY FAIRS & EVENTS – FRIEGHT FORWARDING ......................................................................................... 12 SATCHEL INSERTS DELIVERY ........................................................................................................................................ 12
8) SPONSOR REGISTRATION INFORMATION................................................................................. 13
9) SPONSOR CHECKLIST & DUE DATES ........................................................................................... 14
10) INFORMATION DIRECTORY .......................................................................................................... 15
11) AGILITY DELIVERY REQUEST FORM ..............................................................................................................21
Exhibitor
Guide
3 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
1) INTRODUCTION
Dear Exhibitor,
We are delighted to welcome you to itSMF Australia 17th National Conference and Exhibition and thank
you for your support.
The itSMF LEADit 2014 National Conference & Exhibition will be held at the Pullman Albert Park, in
Melbourne from Wednesday 13th to Friday 15th August 2014, with bump in on Tuesday, 12th August.
To help with your preparations, this Exhibitor Guide provides detailed information relating directly to the
benefits and procedures for your participation in the conference.
Our exhibition company, Moreton Hire, will liaise directly with your company representative to provide
information regarding booth fascia, electricity, furniture hire and exhibition stand requirements. Agility
Fairs Freight Services offer a 25% discount on transport for your company which we encourage you to use
to consolidate freight for bump in. Please contact them directly for shipment information.
The Conference keynote and plenary sessions will be held in Grand Ballroom 5&6 and the exhibition will
be held in Grand Ballroom 1-4 plus the lobby. The Registration Desk will be located downstairs in the
entrance foyer with a secondary entrance just outside the exhibition area on the way to the breakout
spaces. All breakout sessions will be held on the same level as the exhibition in the State, Lake and Park
rooms.
Social activities including a Night at the Races, Social Dinner at Lago, Albert Park Golf Course on
Wednesday 13th August and the itSMF Awards Night & Gala Dinner & Awards Night at The Park on
Thursday 14th August. Both venues are directly across the road from the Pullman Hotel.
Access to stands for Exhibitor Sponsors to set up will be available on Tuesday 12 August from 2.00 –
5.00pm followed by early registration from 4.00 – 6.00pm. Exhibitors will also have access on Wednesday
13 August from 7.00am to be prepared for the Exhibition opening at 7.30am.
We look forward to your participation and to meeting you there. Should you have any queries regarding
these final preparations please contact one of the itSMF National Conference team members below:
Sponsorship & Advertising: Donna Parker, [email protected] or 03 9879 5466
Registration & Payments: Sheryl Kingsley, [email protected] or 03 9879 5466
itSMF Exhibition Manager: Deborah Langley, [email protected] or 0433 331 424
Moreton Hire: Renai Rizzo, [email protected] or 03 9300 5700
Agility Logistics: Fiona Ganatzos, [email protected] or 02 8755 8808
Bulletin Advertising: Bianca Reardon, [email protected] or 03 9879 5466
LEADit 2014 App & Administration: Michelle Stewart, [email protected] or 0413 372 493
Kind regards,
Conference Committee
Exhibitor
Guide
4 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
2) CONFERENCE LOCATION
The Pullman Melbourne Albert Park is centrally located a short distance to the CBD at 65 Queens Road
overlooking the picturesque Albert Park Lake, the renowned Formula 1 Australian Grand Prix track and
situated adjacent to parks, sporting facilities and a golf course. Having long held the reputation as
Melbourne's premier business and events hotel, the former Sebel has received the 5-Star Pullman
treatment of its business facilities, meeting spaces and accommodation making it a luxurious yet functional
experience for travelling executives.
Pullman Melbourne Albert Park
65 Queens Rd
Melbourne 3004
T +61 3 9529 4300
Your contact at venue
Daryl Chang - Conference & Events Manager
T +61 (0) 3 8554 2810
F +61 (0) 3 9521 2817
Conference Locations
The Exhibition will be held in Grand Ballroom 1- 4 plus Grand Ballroom 7 and the Lobby which is on the
second floor of the conference centre within the Pullman Albert Park. The Registration Desk will be
located downstairs underneath Grand 7 & Lobby in the entrance foyer.
Breakout Sessions will be held in the Lake, Park and State Rooms. These can be accessed by the walkway
leading from the exhibition area, past the hotel atrium and secretariat rooms to the function spaces.
The Volunteer, Speaker and Media/Quiet Rooms are located within this walkway in secretariats M:10. M:9
and M:7 respectively and will be well sign-posted for your convenience.
Parking Information Conveniently located beneath the hotel and accessible via Lorne Street, the car park has 400 parking bays
for your convenience. At the time of writing, the rate is $16.00* per vehicle per day / per exit. However,
please note that the car parking rates are subject to change without notification.
There is another car park in close proximity to the hotel to ensure ample space is available.
*Rates are subject to change without notice
Exhibitor
Guide
5 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
PULLMAN ALBERT PARK - FLOOR PLAN
LOCATION KEY
Exhibition – Grand 1-4 plus 7 & Lobby
Plenary – Grand 5&6
Breakouts – Lake, Park & State Rooms
Registration Desk - Downstairs via lifts &
stairs in Grand 7
Volunteers Room – M:10
Speaker Prep Room – M:9
Organiser Office – M:8
Speaker / Media Quiet Space – M:7
Exhibitor
Guide
6 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
3) EXHIBITION INFORMATION
All Deliveries to the Centre will arrive at 10.00am on Tuesday, 12th August 2014
Exhibitors are requested to send all bookings for their stand/exhibition to the Conference Freight
Forwarding Company, Agility Australia, by Friday, 25 July 2014. Please use the booking form at the end of
this Guide and ensure all boxes/parcels are clearly labelled with your Company Name and Stand number.
If exhibitors are NOT using our preferred Freight Forwarding Company, the Pullman Albert Park will only
hold deliveries up to two working days prior and post exhibition. ANY PARCELS DELIVERED BEFORE
FRIDAY, 8 AUGUST WILL BE DISPOSED OF. Please make sure you contact the events team to receive a
Pullman delivery label and make arrangements to have your goods moved into the Exhibition Hall on
Tuesday 12 August 2014.
Exhibitor Bump-In HELP
Exhibitors will have access to bump into their stands on Tuesday 12 August 2014 between 2.00 – 5.00pm.
Moreton Hire will have a staffed temporary office set up just inside the Exhibition Hall at this time to
answer your questions and provide assistance.
Exhibitor Unloading
The loading dock may be accessed via the receiving bay behind the hotel in Queens Lane. Goods will not
be accepted at any other point. The venue will not accept goods delivered before Friday 8 August. All
goods must be removed from the venue within 2 working days, before Monday 16 August. The Pullman
Melbourne Albert Park will not store any goods after this time. It is the responsibility of the exhibitor to
ensure upon parcel drop off, a clear signature is obtained from a loading dock representative. If there are
large items or customs stands which are being delivered, they will need to be organised specifically so we can co-ordinate hoist access times around Moreton’s requirements.
Loading Dock Hours: Monday to Friday 7:00am – 3:00pm
Deliveries outside of these hours will need to be arranged prior to delivery. Vehicles are required to
unload and move their car to the car park. Under no circumstances are vehicles to be left unattended in
the loading area.
Exhibitor Bump-In - 2.00 to 5.00pm – Tuesday, 12th August 2014
The Exhibitor move-in will take place from 2:00pm till 5pm on Tuesday. Moreton Hire will have completed
the shell scheme (including furniture) ready to occupy. At 4.00pm all delegates are invited to register early
at the registration desk to avoid queues in the morning. All stands must be completely dressed and excess
rubbish removed by 5.00pm Tuesday, 12th August 2014.
Exhibitor Bump-Out – 2.00 to 5.00pm – Friday, 15th August 2014
Removal of products and exhibits will commence at 2.00pm for all exhibitors. No exhibitor will be
permitted to remove products prior to this time. Please limit noise in the exhibition hall until after the
conference is closed at 3.30pm. If your bump out is deemed too distracting, you will be asked to wait until
3.30pm to complete your bump out.
Agility will return all materials to their depot and forward it to your company within one week of the end
of the Conference. Any alternative arrangements must be negotiated with the Event Organiser prior to
the commencement of the Conference. Please contact [email protected] if not using Agility for your
deliveries as soon as possible.
Exhibitor
Guide
7 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
4) LEADit 2014 EXHIBITION FLOOR PLAN
Exhibition plan
subject to change
Exhibitor
Guide
8 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
5) EXHIBITION SCHEDULE
The following key dates and times are planned for the Exhibition within the overall Conference Program.
For up-to-date full programming details: http://leadit2014.itsmf.org.au/
DATE ACTIVITY TIME
WORKSHOPS (8.30am – 4.30pm)
Tue 12 August 2014 Exhibition access to set up stands 2.00 - 5:00pm
Tue 12 August 2014 Pre-Registration Open - Foyer 4.00 – 6.00pm
Tue 12 August 2014 Pre-Conference Welcome Drinks – Pullman Atrium 6.00pm – 8.00pm
DAY 1
Wed 13 August 2014 Exhibition access to set up stands 7.00am
Wed 13 August 2014 REGISTRATION OPEN - Foyer 7.00am
Wed 13 August 2014 EXHIBITION OPENS 7.30am
Wed 13 August 2014 Opening Ceremony 8.30am
Wed 13 August 2014 Morning Tea & Exhibition 10.30 – 11.00am
Wed 13 August 2014 Lunch & Exhibition 12.00 – 1.00pm
Wed 13 August 2014 Customer Day 1.00 – 6.00pm
Wed 13 August 2014 Afternoon Tea & Exhibition 2.00 – 2.30pm
Wed 13 August 2014 EXHIBITION CLOSE 6.00pm
Wed 13 August 2014 Dinner & Games Night – Albert Park Golf Club 6.30 – 9.30pm
DAY 2
Thu 14 August 2014 EXHIBITION & Registration OPEN 8.00am
Thu 14 August 2014 Morning Tea & Exhibition 10.00 – 10.30am
Thu 14 August 2014 VENDOR SESSIONS – Session 6 11.30am – 12.00pm
Thu 14 August 2014 Lunch & Exhibition (& Ignite Presentations) 12.00 – 1.00pm
Thu 14 August 2014 VENDOR SESSIONS – Session 7 1.00 – 1.30pm
Thu 14 August 2014 Afternoon Tea & Exhibition 3.30 – 4.00pm
Thu 14 August 2014 EXHIBITION CLOSE 6.00pm
Thu 14 August 2014 Gala Dinner & Industry Awards – The Park 7.00 – 11.59pm
Exhibitor
Guide
9 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
DAY 3
Fri 15 August 2014 EXHIBITION OPEN 8.00am
Fri 15 August 2014 Morning Tea & Antipodean Podcast (Foyer) 10.30 – 11.00am
Fri 15 August 2014 Exhibition Prize Winner details to itSMF Stand 12.00pm
Fri 15 August 2014 Lunch, Exhibition & Sponsor Prize Draw 1.00 – 2.00pm
Fri 15 August 2014 Exhibition Close and Bump out 2.00pm
Fri 15 August 2014 Exhibitor Debrief (voluntary feedback opportunity) 2.30pm
Fri 15 August 2014 Conference Close 3.30pm
ACCOMMODATION
itSMF is holding rooms at both The Pullman Albert Park and The Mecure Albert Park, for LEADit 2014 and has negotiated excellent discounted hotel rates for your convenience. Both hotels are within the conference venue with each guest room featuring new furnishings, an iPod and iPad
docking station and a multimedia connectivity panel. Please note a limited number of rooms have
been put on hold so book now to secure your accommodation. Rooms and rates are subject to
availability and once the standard room type is sold, charges apply for upgraded room types.
The Pullman Albert Park
The Pullman Classic Room is a newly refurbished, vibrant and
contemporary room featuring the innovative Pullman featherbed,
40 inch LCD TV, multimedia connectivity panel, i-docking station,
stylish walk in rain shower, Roger & Gallett bathroom amenities,
next generation comfort solutions. The bedding configuration for
the Classic room is 1 King bed or 2 Queen Beds or 2 King Single
Beds. LEADit Room Rate is $220 per night, accommodation only.
The Mercure Melbourne Albert Park
The Mercure Superior rooms provide a sense of comfort featuring
either a king size bed or two single beds and a lounge that also
serves as a fold-out bed for a third guest. The 24 sqm rooms
offers a dedicated work space with wireless and broadband
internet; en-suite bathroom; 32 inch LCD Flat screen TV; in room
lap top size safes; iron & ironing board and hairdryer. LEADit Room Rate is $175 per night, accommodation only.
Book directly with the hotel by calling 1800 633 888 (from within Australia) or +61 3 9529 4300
(from overseas): Ensure you quote “itSMF LEADit National Conference 2014” to secure the
discounted rate. A booking form can be downloaded here or to the right of your screen and
faxed back for easy booking. No web booking is available for discounted rates.
Exhibitor
Guide
10 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
6) EXHIBITION STAND INCLUSIONS
All booths are based on a standard Octanorm System frame and are designed based on floor space allowance.
You are welcome to upgrade any aspect of your stand within your floor space allocation by talking directly to our
Moreton Account Manager – Renai Rizzo, [email protected] or 03 9300 5700
Stand packages include:
DIAMOND STAND
6.0m x 6.0m
2 x full colour fascia digital print –2944mm W x 424mm H
2 x full colour digital print – 1954mm W x 944mmH
2 x full colour curved fascia digital print
- 2174mm W x 464mmH
6 x 150 watt spotlight on arm (per 36sqm)
4 x 4amp power point
2 x curved double door counter
2 x Lockable Cupboard Counters
4 x White Stools
2 x Zig Zag Brochure Stands
Venue carpet
PLATINUM STAND
6.0m x 5.0m
2 x full colour fascia digital print– 2174mmW x 474mmH
2 x full colour digital print – 1954mm W x 944mmH
6 x 150 watt spotlight on arm (per 30sqm)
2 x 4amp power point
1 x curved double door counter
2 x Lockable Cupboard Counters
4 x White Stools
2 x Zig Zag Brochure Stands
Venue carpet
GOLD STAND
6.0m x 2.0m
1 x full colour fascia digital print– 1954mmW x254mmH
1 x full colour digital print – 1954mm W x 944mmH
3 x 150 watt spotlight on arm (per 12sqm)
2 x 4amp power point
2 x Lockable Cupboard Counters
4 x White Stools
2 x Zig Zag Brochure Stands
Venue carpet
Exhibitor
Guide
11 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
SILVER STAND
3.0m x 3.0m
1 x full colour fascia digital print 2174mmW x 464mmH
2 x 150 watt spotlight on arm (per 9sqm)
2 x 4amp power point
1 x double door lockable cupboard
1 x Zig Zag brochure stand
2 x white stools
Venue carpet
BRONZE STAND
3.0m x 2.0m
1 x full colour fascia digital print – 2944mm W x 254mm H
2 x 150 watt spotlight on arm (per 6sqm)
1 x 4amp power point
1 x double door lockable cupboard
2 x white stools
Venue carpet
COPPER STAND
2.0m x 2.0m
1 x white sign with black lettering per booth
Company logo may be purchased and produced at an additional cost 2 x 150 watt spotlight on arm (per 4sqm)
1 x 4amp power point
2 white stools
Venue carpet
Exhibitor
Guide
12 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
7) MAJOR SERVICE PROVIDERS
MORETON HIRE – EXPO BUILDERS The exhibition itSMF account coordinator (below) from Moreton Hire will contact you directly to organise
your stand requirements due to Moreton Hire by Tuesday 15 July for a bump in on Tuesday 12 August
between 2.00pm – 5.00pm. Moreton Hire will have an information booth on site during the bump in to
answer exhibitor questions.
itSMF Morton Account Manager
Renai Rizzo
p: 03 9300 5700
AGILITY FAIRS & EVENTS – FRIEGHT FORWARDING Our preferred freight forwarding company Agility Fairs & Events has offered our sponsors a 25% discount
on total freight costs to use their services. Exhibitors are requested to send a booking form (found at the
end of this document) to Agility Fairs & Events by Friday 25 July 2014 to be advised of pick up or drop off
arrangements. Please note that failure to meet this deadline may result in your materials not being
delivered by the beginning of the conference. All material will be delivered to the Exhibition site at 10am
on Tuesday 12 August 2014. Post conference, Sponsors/Exhibitors must pack all materials ready for
collection at their stands. Please ensure materials are labelled clearly with a delivery address and a contact
name/telephone number of the person responsible. Sponsors/Exhibitors use Agility Fairs & Events at your
own expense, the organisers and the venue will not accept responsibility for the cost, safety or wellbeing
of items delivered directly to the site.
Agility Fairs & Events – Melbourne Depot
Gate 2, Door 10
28-32 Sky Road
Melbourne Airport VIC 3045
Agility Fairs & Events - Sydney Depot
11-15 Gould Street
South Strathfield
NSW 2136
SATCHEL INSERTS DELIVERY All satchels will be stuffed pre-conference to support people with disabilities. Inserts must be sent to the
team at Mambourin by Friday 25 July 2014. Please notify us by 1 July 2014 what you are going to send.
Mambourin Enterprises Inc.
Attn: Lorraine Bartolo - itSMF LEADit CONFERENCE
5 Desire Place
Hoppers Crossing VIC 3029
PLEASE PROVIDE 500 COPIES
No Items will be accepted to be inserted into the conference satchel after the 25th July. All promotional materials must stay within your stand area – please do not litter.
No promotional materials may be placed or given out at Registration.
Exhibitor
Guide
13 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
8) SPONSOR REGISTRATION INFORMATION
Once you have signed on as a sponsor, you will be sent a link to our registration system to be able to
register your delegates for the conference based on your included tickets. Any additional tickets will need
to be purchased directly from our online registration system at http://leadit2014.itsmf.org.au/.
Should you require any assistance with your registration or to purchase additional tickets, you can contact
our registration manager, Sheryl Kingsley on 03 9879 5466 or via [email protected]
Below is an explanation of all primary and exhibitor passes/staff, Customer Day passes, additional tickets
and social event tickets included in your sponsorship package. Please note: EACH attendee MUST be
registered to insure they are granted entry into the exhibition / conference and have the appropriate name
badge and other printed material produced correctly, including the app. Registration should be completed
as soon as possible, and NO later than Monday 28 July 2014.
Sponsors are entitled to the following number of staff passes as per the sponsor prospectus: Sponsorship Level
Full 3 - D a y Pass Inclusions
Exhibition Pass Inclusions
Client 3-Day Rego Pass Inclusions
Customer Pass Inclusions
Post Conference Tour Ticket Inclusions
C-Suite Executive Forum Ticket
Inclusions Diamond 4 Staff 5 Staff 3 30 2 4 Platinum 3 Staff 4 Staff 2 25 0 3 Gold 2 Staff 3 Staff 1 20 0 2 Silver 1 Staff 2 Staff 0 15 0 1 Bronze 0 2 Staff 0 10 0 0 Copper 0 2 Staff 0 5 0 0
One pass per staff member, tickets are non-transferable, additional tickets can be purchased, additional charges apply
Full 3 Day Conference Pass: This entitles the holder to attend the Exhibition, Breakout Sessions, Keynote Addresses,
and all Social Functions (except pre-conference and post conference events, and the C-Suite Executive Forum, which
is by invitation only).
Exhibition Pass: This entitles the holder entry to the Exhibition only (no sessions or social events)
Client 3 Day Conference Pass: This entitles the holder to attend the Exhibition, Breakout Sessions, Keynote
Addresses, and all Social Functions (except pre-conference and post conference events, and the C-Suite Executive
Forum, which is by invitation only).
Exhibitor Customer Day Pass: This entitles the holder entry to the Exhibition only on Wed 12 Aug 1.00 – 5.00pm.
Post Conference Tour Ticket: This entitles the holder entry to the Post Conference Tour on Sat 16 Aug 9am – 4pm
C-Suite Executive Forum Ticket: This entitles the holder entry to the C-Suite Executive Forum on Fri 15 Aug 9am – 1pm,
Once again we are incorporating a Customer Day into the program giving sponsors the opportunity to
invite clients, who may not otherwise attend the conference, to join them for afternoon tea and a booth
visit to learn more about new products and services.
Customer Invitation: Each Exhibitor is entitled to the number of passes listed above by sponsor category.
We ask that you send a general invitation letter referencing the event to include the conference logo, your
logo and company name which the Customer must present to the Registration Desk to register and
receive a name tag to enter the Exhibition. Please ensure your guests understand the closing time of
5.30pm, and forward a copy of your invitation to [email protected] by 28th July 2014.
Additional guests attending above the allocated number will be charged to the sponsoring company at a
cost of $30 per guest post conference.
Exhibitor
Guide
14 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
9) SPONSOR CHECKLIST & DUE DATES
ACTIVITY DUE BY SENT
1
Internet Advertising: a) Company logo, link to corporate website & contact details; b) company profile of approx. 100 words; c) sponsor information/advertising for dedicated sponsor news page forwarded. Sent to [email protected]
Within 2 weeks of receiving sponsorship
confirmation letter
2
Conference App – Email [email protected] to nominate a key company contact for the App. Within two weeks from the App publication date (TBC) you will receive an email invitation to join the App. Please ensure that all of your staff join the App using their individual email address, and populate their information.
Upon receipt of App
invitation to join.
3
Advertising in Conference Guide: Advertisement for Conference Guide forwarded (as per entitlements & guidelines as specified in Sponsorship Prospectus & Ad Guide). Sent to [email protected]
20 June 2014
4 Bulleting Advertising: Advertisements as per your agreed sponsorship level. Please contact Bianca Reardon, [email protected] for information.
20 June 2014
5
Satchel Inserts Notification: If you are entitled to place an item in the delegate satchel, you must let us know if you are sending an item, and what it is. Please advise [email protected] by due date.
1 July 2014
6 Exhibition Stand Requirements: Moreton Hire contacted regarding stand requirements. [email protected]
15 July 2014
7
Venue Services: Additional services booked through Pullman Melbourne Albert Park (e.g. internet/broadband cable, food, drinks, etc).
15 July 2014
8
Satchel Inserts: If you are entitled to place an item in the delegate satchel, the agreed satchel item must be forwarded to be inserted into satchels should be sent to: Mambourin Enterprises, 5 Desire Place, Hoppers Crossing 3029
21 - 25 July 2014
9 Details of Prize Draws: Item description and value to [email protected] to be used when prize announced on last day
25 July 2014
10
Booking of Materials Delivery: Agility Services Booking Form completed and returned to Agility (see form on pg22).
25 July 2014
11
Certificate of Public Liability – Please ensure that your public liability certificate is up to date, and a copy provided to [email protected] by due date.
25 July 2014
12
Exhibitor Freight Delivery - Equipment/Materials: Delivery booking form sent to freight forwarding company, Agility. [email protected]
25 July 2014
13
Sponsor Exhibitor Staff: Registration of exhibitor stand staff/employees as part of sponsor benefit to be completed online NO later than via link provided by [email protected] or via website http://leadit2014.itsmf.org.au/
28 July 2014
Exhibitor
Guide
15 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
14 Sponsor Primary Staff: Registration of primary staff/employees as part of sponsorship benefit to be completed online NO later than via link provided by [email protected] or via website http://leadit2014.itsmf.org.au/
28 July 2014
15
Customer Day Invitation Letter: Sponsor branded invitation letter example sent to [email protected] (needed to gain entry) for Exhibition entry for your Customers from 1.00 – 6.00pm on Wed 13 t h Aug
28 July 2014
16
Delivery of Equipment/Materials to Stand: Equipment and materials delivered to stand by Agility.
10.00am 12 August 2014
17
Exhibitor Bump-in: All Exhibitors are to bump in their stands on Tuesday 12
August between 2pm and 5pm. (and Wed 13 August, 7.00 – 7.30am) 2.00 – 5.00pm
12 August 2014
18
Prize Winners: Names of prize winners to be drawn onsite forwarded to the itSMF Stand for a winner announcement during lunch.
12.00pm 15 August 2014
19
Exhibitor Bump-out: Bump-out may begin at 2.00pm on Friday 15 August for all exhibitors. NOTE: Only packing permitted, dismantle not allowed until after 3.30pmwhen noise restrictions are lifted.
2.00 – 5.00pm 12 August 2014
20
Return of Equipment / Material to company: Equipment and materials delivered to company, labelled and placed in designated area in exhibition.
By 5.00pm 15 August 2014
Please note that failure to provide information within the above timeframes may result in exclusion from Conference marketing material..
10) INFORMATION DIRECTORY
Access The Pullman Melbourne Albert Park is easily accessible by car and tram. Please check the tram website for more public transport information http://www.yarratrams.com.au/ Accounts All accounts for Venue Services must be paid in accordance with venues requirements and paid within full seven (7) days prior to the commencement of the Event. Unpaid Sponsors will not be permitted to participate in the Conference without prior arrangement. Accommodation & Travel Sponsors are responsible for their own accommodation and travel arrangements. itSMF has arranged a discounted rate at Pullman Albert Park and Mercure Melbourne Albert Park, for more information click here. Within the Melbourne area there are countless numbers of luxury and budget accommodation options available for you. Audio Visual Audio Visual equipment is available from Moreton Hire. For further details of equipment available see the electrical, power and lighting for at www.Moretonhire.com.au or contact Moreton Hire. No PA systems or microphones will be allowed at Conference stands. Cancellation Policy In the event of a cancellation by an Exhibitor, charges will Apply (unless the space can be re-let). Please refer to the itSMFA Terms & Conditions on your contract.
Exhibitor
Guide
16 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
Catering – Provision of Food & Beverage Under NO circumstances are exhibitors or delegates permitted to provide food and beverage in their stand unless it is provided by the Hotel. Failure to follow this will result in confiscation of the product until the conclusion of the exhibition. All catering requirements for booths can be arranged with the Hotel Event Co-ordinator prior to the exhibition. Certificate of Public Liability The Exhibitor must hold a current public liability insurance policy for a minimum of $5,000,000 and must provide the organiser a valid certificate of currency prior to the event to verify the policy and its value. Conference App This year, LEADit 2014 will once again feature a Conference App, enabling all conference attendees to choose sessions, organise meetings, locate registered delegates and keep up to date with all the latest conference activity and information. This year, our APP will be available in the Apple and Google Play stores, and the app will be named “LEAD 2014”. When the app is ready in stores, we will upload information from our registration system to send invitations to all our conference attendees. We will also insert your company biography and logo, and ask that you sign up to the APP to start populating it with additional information.
Please note that the App will replace the Tradevent barcode scanners that have been part of our conference for the past two years. Detailed information on the lead generation process has been provided in the section on Scanners (Lead generation and capture). Conference Guide Advertising Ads for the Conference Guide are due by 20 June 2014. All ads are allocated according to sponsor category and must comply with the Ad Specifications Guide. Please let us know if you will be taking up your ad space in the guide and send all materials by the due date to [email protected] Deliveries to the Centre – arrive at 10.00am on Tuesday, 12 August 2014 by Agility Exhibitors are requested to use Conference Freight Forwarding Company, Agility Australia, for all deliveries. Please use the booking form at the end of this Guide, send back to Agility by Friday 25 July 2014 and ensure all boxes/parcels are clearly labelled with your Company Name and Stand number. All material will be delivered to the Exhibition site on Tuesday 12 August 2014 at 10.00am. If exhibitors are NOT using our preferred Freight Forwarding Company, the Pullman Albert Park will only hold deliveries up to two working days prior and post exhibition. ANY PARCELS DELIVERD BEFORE FRIDAY, 8 AUGUST WILL BE DISPOSED OF. Please make sure you contact the events team to receive a Pullman delivery label and make arrangements to have your goods moved into the Exhibition Hall on Tuesday, 12 August. Dress Code Throughout the conference, Business Attire is expected. At other social events, dress code is as follows: Wednesday, 13th August, 6.30 – 9.30pm – Night at the Races, Social Dinner & Games Night Dress for a night at the races! Bet on your favourite horse and try and take home the trophy. Best played in teams of 2-4 people but can be played as individuals. Held across the road from the Pullman at Lago, The Albert Park Golf Club, attire is your racing best.
Exhibitor
Guide
17 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
Thursday, 14th August, 7.00 – 11.50pm – Telstra Gala Dinner & itSMF Industry Awards Night Dress Black Tie / Evening Gown or Cotton Club inspired attire. Celebrate the Industry Awards at our Gala Dinner, held across the road from the Pullman at The Park on Albert Park Lake. Pre-function drinks are served at 7.00pm with doors opening at 7.30pm. Saturday, 16th August, 9am – 4.00pm - Post Conference itSMF Yarra Valley Winery Tour Dress casual / warm / good footwear – Pullman Albert Park pick and return. Relax, unwind and network with your colleagues aboard the tour bus as it guides you to a few local wineries to enjoy wine making, lunch and a few cellar door visits. Exhibitor Bump-In HELP Moreton Hire will have a staffed temporary office set up just inside the Exhibition Hall on Tuesday, 12 August between 2.00 – 5.00pm to answer your questions and provide assistance. Exhibitor Bump-In - 2.00 to 5.00pm – Tuesday 12 August 2014 The Exhibitor move-in will take place from 2:00pm till 5pm on Tuesday. Moreton Hire will have completed the shell scheme (including furniture) ready to occupy. At 4.00pm all delegates are invited to register early at the registration desk to avoid queues in the morning. All stands must be completely dressed and excess rubbish removed by 5.00pm Tuesday, 12th August 2014. There is additional time to set up Wednesday 13th August 7.00 – 8.00am but the rubbish crew will not go through the expo at this time. Exhibitor Bump-Out – 2.00 to 5.00pm – Friday 15 August 2014 Removal of products and exhibits will commence at 2.00pm for all exhibitors. No exhibitor will be permitted to remove products prior to this time. Please limit noise in the exhibition hall until after the conference is closed at 3.30pm. If your bump out is deemed too distracting, you will be asked to wait until 3.30pm to complete your bump out. Safety vests are required to be worn after 3.30pm Exhibitor Representative Each exhibiting organisation must nominate at least one official representative (including mobile phone number) with the authorisation to enter into service contracts necessary for the installation and removal of exhibits and for the provision of services for which the exhibitor will be responsible. At least one representative must be in attendance at the exhibit booth during all opening hours of the Exhibition. Exhibitor Responsibilities 1. itSMF and Pullman Melbourne Albert Park does not accept responsibility for loss & or damage to any goods brought to the hotel before, during or after an event. It is the exhibitors' own responsibility to arrange adequate insurance to cover such potential loss & or damage. Pullman Melbourne Albert Park’s Conference and Banquet Venues are classified as public access areas, please ensure that personal belongings are not left unattended. 2. Should exhibitors engage external contractors direct, it is the responsibility of the exhibitor to advise the Conference Team and to ensure that the contractors comply with the Pullmans standards of grooming and professional behaviour and complies with all workplace health and safety requirements. They must also fit within the conference team’s bump in and exhibition layout plans. Contractors who fail to do so will be asked to leave the premises. All contractors are required to have adequate public liability insurance.
Exhibitor
Guide
18 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
3. It is the exhibitor’s responsibility to organise clear and accurate dispatch labels, consignment notes and couriers for the collection of any goods left at Pullman Melbourne Albert Park on conclusion of the conference. Pullman Melbourne Albert Park will not fill in or sign consignment notes on behalf of the company. Courier companies must be told exactly how many boxes, the size and weight of the freight. Courier companies are not to be told the Hotel Event Executive is the contact and will provide all details. All details must be provided by the company organising the collection of goods. Food and Beverage Sampling The Pullman Albert Park has sole rights for the sale or distribution of any article of food and beverage, therefore no food or beverage may be brought into the Venue without the consent of the Venue Management. The food and beverage sampling guidelines are as follows:
Samples to be given away free of cost to the patron must be: Items which are bought wholesale in the normal conduct of business or are produced by equipment used in the normal conduct of their business. The sale of such sample products is not permitted.
Portions must be of tasting size only: Liquid portions should not exceed 30% of what would be considered to be standard serving size. Solid food should be no larger than bite size. Health regulations apply.
Alcoholic beverages need to be served by Hotel Staff to comply with Liquor License regulations Exceptions to the above require written approval. Health Department regulations stipulate that any food served from a communal vessel must be individually wrapped or served with appropriate utensils. This includes bowls of confectionery, finger food, sandwiches etc. Internet/Broadband & Telephones During the conference delegates can assess conference Wi Fi for basic browsing including checking emails, social media and using the conference app by using a code provided at the event. This public WIFI is not for exhibition use (streaming and demos) because the bandwidth and download is capped over the conference per day. Please do not download large files or use this code for streaming. If you would like to use more internet bandwidth during the conference, the Pullman Albert Park offers Wi Fi access for visitors throughout the centre. Packages start at $29.00 per day for one individual login and may be purchased from the Pullman reception desk.
If you need internet at your stand, you must arrange cabled internet beforehand with the Pullman. Internet Advertising All sponsors are entitled to advertising on the itSMF Conference website under the LEADit 2014 Sponsors tab. All Sponsors are requested to provide a logo, hyperlink address, company contact details, a 50-100 word Company profile and one page of collateral to post on a dedicated individual sponsor news page accessible by members. Please forward all materials to [email protected] Loading Dock Hours: Monday to Friday 7:00am – 3:00pm Deliveries outside of these hours will need to be arranged prior to delivery. Vehicles are required to unload and move their car to the car park. Under no circumstances are vehicles to be left unattended in the loading area.
Exhibitor
Guide
19 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
Moreton Hire Moreton Hire will provide you with a fascia form, electrical form and exhibition brochure and will contact you regarding specification of furniture and any additional requirements for your stand. They will also have a store and stand on site during bump-in to help with any little extras. Parking Information Conveniently located beneath the hotel and accessible via Lorne Street, the car park has 400 parking bays for your convenience. At the time of writing, the rate is $16.00* per vehicle per day / per exit. However, please note that the car parking rates are subject to change without notification. There is another car park in close proximity to the hotel to ensure ample space is available. Payment Policy It is an itSMF Australia condition of acceptance as a sponsor of the 17th National Conference & Expo that all payments be received prior to confirmation of your sponsorship. All sponsorship fees MUST be paid within our standard payment terms. Bookings for which payment has not been received by the due date may be cancelled. i.) Cancellation fees Apply and may be re-let to another exhibitor. ii.) No Exhibitor will be permitted to participate without full payment having been received. Power Board/Extension Cords and Electrical Appliances All electrical equipment (leads, power boards, LCD’s, computers, etc) must be tested and tagged before used on-site. The use of double adaptors is not acceptable. AS/NZ Approved power boards can be used in place of these. Any person who suffers an electric shock from any piece of electrical equipment MUST report the incident IMMEDIATELY to the Pullman Albert Park and to the itSMFA Stand. Prize Draws Exhibitors may conduct prize draws so long as the value of the prize does not exceed $5,000. Exhibitors must obtain permits and comply with relevant legislation. All Exhibitors are requested to provide prize details to the organiser by Friday 25 July 2014. Prize winners may be drawn onsite and either forwarded to the winner at sponsor expense or the winners’ names may be given to the itSMF Stand by 12pm on Friday 15 August 2014 for an announcement during lunch asking the winner to visit the appropriate sponsor stand to collect their prize. Please refer to the information on scanners and lead generation for ideas on how to maximise your prize draw opportunity. Safety Vests During Exhibition bump-in and bump-out it is mandatory that all exhibition staff wear safety vests. You may bring your own, or you may hire a safety vest from reception for a $25 bond. Your bond will be returned upon returning the vest. Satchel Inserts Materials forwarded to be inserted into satchels should be sent to: Mambourin Enterprises, 5 Desire Place, Hoppers Crossing, VIC 3029, 500 copies, no later than close of business Friday 25 of July 2014.
Exhibitor
Guide
20 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
Scanners (Lead generation and information capture) Scanners have been replaced once again this year with our conference app which allows you to capture leads using your own devices. The app is an innovative opportunity to use smart technology to aid in the distribution of conference information (speakers, delegates and program), polling and scanning to engage with delegates. The technology embedded within the app has made it possible to dispense with the expense of hiring scanners, and the additional responsibility of extra equipment. Each sponsor will be provided with a unique QR code, generated when your profile is created within the APP by our conference team.
NOTE: it is very important for you to designate an app contact for your organisation to ensure that the information with the app is kept current and relevant to your focus at the conference. Please advise [email protected] of the key contact for your organisation.
If you wish to scan delegate QR codes, you may use your phone to capture the QR code of a visitor to create a record in your ‘favourites’, which may be used as a lead generation reminder. Should you have any queries about the use of the conference App pre-conference, please contact our conference administrator, [email protected]. We will have a Social Media Concierge at registration to help you with the App during the conference. Security Whilst every reasonable precaution is taken, the Organisers and the Pullman Albert Park accept no responsibility for any loss or damage occurring to persons or property at the exhibition. Security will be in place throughout the conference and exhibition from 5pm on Tuesday 12 August 2014. However, as the rooms are not lockable, it is advisable that Exhibitors remove small valuable items (laptops etc) when they are not at their stand. Smoking The Pullman Albert Park has a “No Smoking” policy within all areas of the Venue. Exhibitors are therefore requested not to smoke within the Exhibition Area. Sponsor Marketing Entitlements You will receive an email prompting you to provide information to fully leverage your sponsor marketing and branding benefits as listed in the sponsor prospectus. Storage As there are limited on-site storage facilities for packing materials and boxes, it is recommended that exhibitors keep packing materials to a minimum. Any boxes requiring storage must be labelled with the company name. Please direct storage requests to the itSMF stand. Exhibitors may not leave boxes and packing material in the Exhibition Display Area during the event. Testing and Tagging It is a legal requirement in all Exhibition area that all electrical equipment be tested and tagged. This applies to all contractors working on site and exhibitors who bring in electrical leads and appliances for their stands during exhibitions.
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Exhibitor
Guide
21 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
11) AGILITY DELIVERY REQUEST FORM
Exhibitor
Guide
22 4/45-51 Ringwood St Ringwood VIC 3134 03 9879 5466
www.itsmf.org.au
