OZTeK4 Exhibitor Manual
EXHIBITOR
MANUAL
www.OZTek.com.au
OZTek – AUSTRALIAN DIVING TECHNOLOGIES CONFERENCE
62/349 Ocean Drive, West Haven, NSW 2443, Australia
Tel: +61 498 964 963 E: [email protected]
Web: www.OZTeK.com.au
To all Exhibitors,
Welcome to OZTek2017 – the Australian Diving Technologies
Conference, a major international event that, (since its inception
in 1999) has done more to highlight the adventure and excitement
inherent in diving than any other.
To assist exhibitors to OZTek2017, this Exhibition Manual
contains all of the relevant information regarding the event.
Please study it carefully and, where necessary, ensure the prompt
return of the necessary service application forms.
As the organiser of OZTek2017, I’ll be available throughout the
show to answer any questions you may have. I look forward to
meeting you all at the event and wish each of you a successful and
enjoyable show.
Sue
Sue Crowe
Convener OZTek2017
CONTENTS
SECTION
1.0 GENERAL INFORMATION
1.1 Key Dates & Times
1.2 Admission Costs to OZTek2017
1.3 Contact Details
1.3.1 Organisers
1.3.2 Venue
1.3.3 Exhibition Contractor
1.3.4 Freight Forwarders
1.3.5 Hotels
1.4 Venue Location
1.5 How to Get There (Map)
1.6 Exhibitor Parking
1.7 International Visitors
2.0 EXHIBITOR INFORMATION
2.1 OZTeK2017 Floor Plan
2.2 Exhibitor HELP Desk
2.3 Exhibitor Insurance
2.4 Exhibition Security
2.5 Stand/Space Payments
2.6 Subletting Stands
2.7 Loading Area Access
2.8 Delivery & Pick Ups
2.9 Exhibition Move-In
2.10 Trolleys/House Assistance
2.11 Rigging
2.12 Storage Areas
2.13 Exhibition Break-Down and Move-Out
2.14 Cleaning
2.15 Exhibitor Pass Allocations
2.16 Where to Pick Up Exhibitor Passes
2.17 Visitor Passes
2.18 Lost Passes
2.19 Shell Scheme Stands
2.20 Power
2.21 Communications & Internet Access
2.22 Catering
2.23 Disabled Facilities
2.24 Signage
2.25 Banners
2.26 Workshop/Seminar Rooms
3.0 EXHIBITION CONDITIONS
3.1 Display Size Limitation
3.2 Display Guidelines
3.3 Sound Abatement
3.4 Protection of Venue Walls, Floors & Ceilings
3.5 Protection of Stand Walls
3.6 Moving Machinery
3.7 Control of Venue
3.8 Conduct
3.9 Public & Tenant Access
3.10 Portable Light Fittings
3.11 Changes to Exhibition
3.12 Retailing Policy
3.13 “Aisle Selling” By Non-Exhibitors
3.14 Terms & Conditions
4.0 EXHIBITION SAFETY PROCEDURES
4.1 Emergency Guidelines
4.2 First Aid
4.3 Fire Retardant Materials
4.4 Fire Regulations
4.5 No Smoking
4.6 Important Contact Numbers
5.0 ADDITIONAL SERVICES
5.1 Stand Contractor, Furniture, Electrical Connections &
Plant Hire
5.2 Materials Handling & Forklifts
5.3 Freight Forwarder, Transport & Customs Clearance
5.4 Internet Connection
5.5 Hotel Accommodation
6.0 SERVICE FORMS (See separate section)
6.1 Exhibitor Move-In Form (Compulsory)
6.2 Public Liability Insurance Form (Compulsory)
6.3 Exhibitor Name Badge Form (Compulsory)
6.4 Seminar workshop Room Application Form
6.5 Exhibitor Speaker Form
6.7 Exhibitors Gala Dinner Booking Form
Forms to be returned to:
OZTek – Australian Diving Technologies Conference
62/349 Ocean Drive, West Haven, NSW 2443, Australia
Telephone: +61 498 964 963 E-Mail: [email protected]
Email preferred please.
7.0 CONTRACTORS FORMS: (See separate section)
ICC Sydney:
7.1 Communications & IT Network Services & General
Request Forms (ICC)
7.2 Courier Delivery Label
Form to be returned to:
Exhibitor Services Coordinator, International Convention Centre
Sydney (ICC Sydney) Phone: +61 2 9215 7344 Contact: Kirrily
GrochE-mail: [email protected] Exhibition Services, ICCE-mail:
[email protected]
For ALL ICC Sydney Event Guidelines click here
Expo Direct
7.3 Expo Direct Exhibitor Forms.
(Includes: Booth Signage; Furniture, and
Additional Lighting & Power Request Forms)
Forms to be returned to:
Expo Direct
Unit C4, 20-28 Carrington Road Marrickville, NSW 2204
Telephone: +61-2-9558-2922
Facsimile: 1300 869 311
Contact: Tamara Kerlander
E-mail: [email protected]
Website: www.expodirect.com.au
Gaffneys Event Logistics
7.4 Freight Transportation Quote Request Form
Forms to be returned to:
Camilla Lorraine, Account Manager
Gaffneys Event Logistics
Telephone: +61 3 8402 6915
Email: [email protected]
Website: www.gaffneys.com.au
SECTION 1
GENERAL INFORMATION
1.1 KEY DATES & TIMES
Friday 17th March 2017: Set-Up Day. 13.00 – 19.00
12.00 – 19.00: OZTek Help Desk/Reception Open
Note: Delivery of booths and panels by Expo Direct Exhibitions
& Events
08.00 – 13.00 Preliminary Erection of booths and panels by Expo
Direct
13.00 – 19.00 Booth set-ups by Exhibitors (more details closer
to bump in)
Saturday 18th March 2017: 08.00 – 18.15
08.00 – 18.15: OZTek Help Desk/Reception Open
09.00 – 18.15: Exhibition Opens to Public
09.00 – 18.15 OZTeK Conference sessions in Auditorium.
Sunday 19th March 2017: 08.00 – 16.30
08.00 – 17.00: OZTek Help Desk/Reception Open
09.00 – 16.30: Exhibition Opens to Public
09.00 – 16.30:OZTek Conference sessions in Auditorium.
16.30: Tear-down of booths & Bump-out.
1.2 ADMISSION COSTS TO OZTek2017
Gold Pass – Offers full two-day access to Exhibition, Speaker
Presentations workshops and seminars.Cost: AUD$249.00
Silver Pass – Offers single day access to Exhibition, Speaker
Presentations, workshops and seminars.Cost: AUD$139.00
Half Day Pass – Half a day access to the Exhibition plus any
presentations on am/pm of purchase
Cost: AUD$75.00
Single Speaker Ticket - offers one speaker of your choice as
well as access to the general exhibitionCost: AUD$39.00
Exhibition Entry – Single day access to the Exhibition. Cost:
AUD$ 20.00
1.3 CONTACT DETAILS
1.3.1 OZTek Organisers
Routine communications should be addressed to:
OZTek – Australian Diving Technologies Conference
Telephone: +61 498 964 963
e-mail: [email protected] website: www.OZTeK.com.au
1.3.2 Venue
International Convention Centre (ICC Sydney)
Tel: +61 2 9215 7373 Contacts:
Event Manager: Simone Skewes
E-mail: [email protected]
Exhibition Services, ICCE-mail:
[email protected]
1.3.3 Preferred Exhibition Contractor
Expo Direct
Unit C4, 20-28 Carrington Road Marrickville, NSW 2204
Tel: +61-2-9558-2922
Fax: 1300 869 311
Contact: Tamara Kerlander
E-mail: [email protected] Web: www.expodirect.com.au
1.3.4 Freight/Materials Handling
Gaffneys Event Logistics
Telephone: +61 3 8402 6915 / 1300 881 533
Contact: Camilla Lorraine, Account Manager
Email: [email protected] Web: www.gaffneys.com.au
1.3.5 Hotels
Please book your accommodation as soon as possible.
The UltimoOZTek Booking Ref: OZ17
37 Ultimo Rd, Haymarket, NSW 2000 Australia
Telephone: (02) 9281 5555 / Facsimile: (02) 9281 2666
E-mail: [email protected] / Website:
www.aaronshotel.com.au
Novotel Central SydneyOZTek Booking Ref: OZTE0317
169-179 Thomas Street, NSW 2000 Australia
Tel: 13 15 15 / +61 2 9281 6888
1.4 VENUE LOCATION
Hall 1 Exhibition Centre
International Convention Centre (ICC Sydney)
Tel: +61 2 9215 7373
Contact:
Event Manager: Simone Skewes
E-mail: [email protected]
Exhibition Services, ICCE-mail:
[email protected]
The gateway to Australian, cosmopolitan Sydney is one of the
world’s one of the world’s most vibrant, innovative and beautiful
destinations. The International Convention Centre (ICC) is in the
heart of Sydney, located in the active precinct of Darling Harbour
on Cockle Bay.
OZTek2017 will take place in Hall 1 of the New ICC Exhibition
Centre as well as Rooms E3.9 and E3.4.
1.5 HOW TO GET THERE
1.6 EXHIBITOR PARKING
ICC Sydney has two car parks, providing patrons with access to a
total of 826 parking bays, 365 days a year, 24 hours each day. The
car park office is located in the exhibition centre car park.
The entrances to the car parks can be easily found by heading
south along Darling Drive. Signage will assist and indicate how
many bays are available or if the car park is full.
For convenience, one car park is located beneath the exhibition
centre and the second is located next to the main theatre. Both car
parks have a height restriction of 2.1 metres, are controlled by
auto pay machines and provide convenient lift access to the
venue.
The exhibition centre car park provides the following additional
facilities:
· eight disabled parking bays
· 10 electric car chargers servicing
· 20 parking bays
· 25 motorcycle parking bays
· 50 bicycle racks
The Darling Harbour precinct has a further 11 car parking
stations that are a short walk from ICC Sydney. Many of these offer
special early bird and weekend rates. For more information, please
visit www.darlingharbour.com/gettinghere.
Go here to see all the car parks however, one of the best day
rates is the Harbourside Car park,
Harbourside Parking Offer$14 Flat Rate Parking at Harbourside
Car Park with any purchase of $40 or more at Harbourside Shopping
Centre. Validation must be made prior to 9pm and depart the carpark
by 5.59am. At 6am casual rates will once again apply.
Present your Harbourside receipt to validate your Harbourside
Car Park ticket at the Harbourside Customer Service Desk*.
* The Harbourside Customer Service Desk is open 10am – 9pm, 7
days.Ample parking is available at the Harbourside Car Park located
under the Novotel and linked by a covered footbridge to the
Shopping Centre, Harbourside Car Park, Murray Street, Pyrmont
2009
Phone: 1800 PARKING (1800 727 5464)
1.7 INTERNATIONAL VISITORS
Overseas exhibitors to OZTek2017 are reminded Australia has
varying visa and passport requirements. Please check with your
local travel agent in advance of departure to arrange necessary
visas and ensure that your passport is valid for at least six
months after the date of arrival.
(Please see website at: www.oztek.com.au/travelinfo.html for
more detailed information.)
SECTION 2
EXHIBITOR INFORMATION
2.1 OZTek2017 FLOOR PLAN
The latest floor-plan is available for viewing and download at:
http://www.oztek.com.au/floorplan-icc Please check back frequently
for latest updates.
2.2 EXHIBITOR HELP DESK (Hall 1, Exhibition Centre, ICC
Sydney
The OZTek organisers will be on hand to assist exhibitors who
have questions and queries throughout the entire period of the
event. The reception/help desk will be manned from: 12.00 – 1900 on
Friday 17th March 2013. 08.00 – 18.15 on Saturday 18th March; and
from 08.00 – 17.00 on Sunday 19th March 2017.
The HELP desk will be located at the Registration Desk close to
the entrance of the Bay 4 atrium.
2.2.1 ATMs are conveniently located at the ICC Sydney:
· Convention centre - beside the main café on ground level
· Exhibition centre - southern end of level two
· Theatre - adjacent to Customer Service Desk on level two.
If additional ATMs are required within the event space, please
contact your dedicated ICC Sydney event planner. ATMs can also be
found at the adjacent Harbourside Shopping Centre and Darling
Quarter.
2.3 EXHIBITOR INSURANCE - COMPULSORY FOR ALL EXHIBITORS!
It is a venue requirement and a condition of exhibiting that all
stand holders have a certificate of currency demonstrating that a
Public Risk Liability policy for AUD$20,000,000 for any one
occurrence has been effected and is current for the duration of the
event from the first set-up day until the final dismantling.
While the Organiser has endeavoured to source competitively
priced quotes, it is the responsibility of those companies and
organizations not already in possession of a Public Liability
policy to secure their own insurance coverage.
Exhibitors without the necessary policy will be unable to occupy
their stand. (See Form details in Section 6 of this Manual.)
2.4 EXHIBITION SECURITY
The ICC provides in-house security professionals to ensure the
maximum level of security is maintained at all times. Although
entry to the exhibition venue will be monitored during visiting
hours and secured overnight throughout the exhibition period,
neither the organizers of OZTek2017, nor the venue management can
provide for every contingency that may arise.
No responsibility will be accepted for any loss or damage to
exhibitors’ property.
2.5 STAND / SPACE PAYMENTS
Exhibitors are reminded to observe the payment terms and
conditions as specified on their contract. Non-compliance may
result in the letting of their space to another exhibitor. Please
note also there are no refunds on services ordered or not utilised
due to cancellation or failure to collect same.
2.6 SUB LETTING or PIGGYBACKING of SPACE
No exhibitor is allowed to sub-let or allocate space on their
stand to another company without prior consent from the OZTek2017
Organizers.
2.7 LOADING AREA ACCESS
The loading area for Hall 1 Exhibition Centre ICC Sydney may be
accessed directly from both the front and rear of the Hall from
Darling Drive, including a holding area – Access will be clearly
signposted. Please see below image for instructions or go ICC
website for more details. Times will be provided via email closer
to bumping-in.
2.8 DELIVERY & PICK UPS
Deliveries and freight shipments are only permitted after the
contracted period begins.
To assist with courier deliveries, please use ICC Sydney
Delivery Label. Correct labelling is important to prevent delays
and returns.
ICC Sydney is not able to accept delivery of any goods on behalf
of clients or exhibitors, nor is the venue responsible for the
safety of items delivered to the venue. Please ensure your
representative or service contractor is present. Refer to the
Loading Dock Access Map for delivery points.
Drivers must be directed to the appropriate event, in the
appropriate location. Delivery access map highlighting roads system
and security points are above.
Should any item not be addressed as stated above, the courier
may be refused entry and the delivery will not be accepted. At the
conclusion of the Hire Period, all equipment, display material and
all other items must be removed or additional hire charges will
apply. As the ICC does not have storage facilities neither they,
nor the OZTeK Organisers will be held responsible for any items
left in the venue at the conclusion of the event.
2.9 EXHIBITION MOVE-IN
Move-in times will be allocated and advised in late February and
begin at 13.00 on Friday 17th March 2017. Stand preparation should
be completed by 19.00 on Friday 17th March and booths manned and
ready for the Opening of the Expo at 08.30 on Saturday 18th &
Sunday 19th March 2017.
Please inform service providers, couriers or delivery staff of
the following information:
· Name of Exhibitor / Exhibition Name
· Stand Number / Stand Co-ordinators Name
· Copy of the latest Floor-plan / Site Layout
· Copy of Venue location map
It is critical the above information is given to your courier,
or the person responsible for delivering your exhibition equipment,
in order for the move-in to run as smoothly as possible.
ICC Sydney reserves the right to request the name of any
supplier company requiring access to the Venue. All suppliers will
be inducted into the site by an ICC Sydney staff member or an ICC
Sydney Staff - appointed representative. Suppliers must follow Work
Health and Safety guidelines at all times, these will be enforced
by all ICC Sydney staff members
A representative from your organisation must be present on
delivery of goods, to sign and take charge of the delivery, ensure
everything is correct and nothing goes astray.
2.10 TROLLEYS/HOUSE ASSISTANCE
ICC Sydney does not have trolleys for general use. However,
should the hirer require assistance with moving boxes or other
materials, ICC Sydney housemen or Expo Direct can be hired by
contacting the OZTek Organisers. A minimum of 2 weeks notice is
required for this service.
Check also with Expo Direct & Gaffneys if using them
2.11 RIGGING
ICC Sydney has in-house riggers. All primary rigging required
for events is coordinated and installed by ICC Sydney.
Secondary rigging in the exhibition halls can be provided by ICC
Sydney authorised rigging providers and contracted directly by
clients. See also Banner hanging.
2.12 STORAGE AREAS
We are lucky enough to have some storage areas available for
extra product storage and empty boxes etc. during the Expo.
However, cleaning has a BIG cost and therefore it is the
responsibility of each exhibitor to ensure any shipping cases,
rubbish and packing materials are removed from the exhibit area in
the interest of fire prevention and cleaning bills. Any additional
bills for cleaning will be invoiced to the offending exhibitor.
Please contact OZTek organiser to advise if storage is
required.
2.13 EXHIBITION BREAKDOWN AND MOVE-OUT
Exhibit breakdown may begin at 4.30 pm on Sunday 19th March
2017. Exhibitors must be completely moved out by 9pm on Sunday
Evening. Any goods remaining on the exhibition floor after the
exhibition booths have been removed could be deemed as rubbish and
will be removed accordingly. Excessive rubbish will be removed at
exhibitors cost. All large building materials, pallets etc. must
also be taken away or charges for disposal will apply to those
exhibitors responsible (identification via CCTV footage).
2.14 CLEANING
Each exhibitor is responsible for the clean appearance of their
stand and removal of any rubbish to the bins provided. Plus the
removal of any rubbish from the stand at breakdown, otherwise
exhibitors will be charged a cleaning bill. Note: Aisles will be
vacuumed each morning before the Expo opens.
2.15 EXHIBITOR PASS ALLOCATIONS
Exhibitor Staff Pass Holders will receive free admission to the
Exhibition on both days. Gold Pass Holders will receive admission
to Exhibition, Conference, Workshop and Seminar areas on both days.
Visitor Pass Holders will receive free admission to the exhibition.
These passes are valid for single day use only.
EXHIBITOR PASS ALLOCATIONS are as follows:
3 x 6 sq.m stands -4 Exhibitor Passes
-3 Conference Passes
· 20 Visitor Passes
3 x 3 sq.m stands-3 Exhibitor Passes
-2 Conference Passes
-10 Visitor Passes
3 x 1.5 sq.m stands-2 Exhibitor Passes
-1 Conference Pass
-5 Visitor Passes
All Stand personnel must be registered with the organisers prior
to the event and Exhibitors are asked to complete the EXHIBITOR
Badges form in Section 6 of this manual. The completed form must be
returned to the Organisers no later than the 31st January in order
to gain access to the Show floor.
2.16 WHERE TO PICK UP YOUR EXHIBITOR PASSES
On arrival ALL exhibitors must report to the Registration Desk.
This is located at the entrance to the Hall 1 Exhibition Centre,
ICC Sydney. Please bring suitable identification with you in order
to collect your passes.
Exhibitors will be required to wear an Exhibitor Badge at all
times throughout the show.
2.17 VISITOR PASSES
Visitor Passes will be given to Exhibitors at the time of
registering. It is up to the Exhibitors to give the passes to
guests prior to the opening of the Show, or arranging to meet their
guests outside the venue.
2.18 LOST PASSES
If you lose your pass, please report it immediately to the OZTek
Staff at the Registration Desk for a replacement.
2.19 SHELL SCHEME STANDS
What is Included:
A basic shell scheme stand/booth is equipped with:
· Walls: 2.5 m high white walls in an aluminium Octanorm
frame
· Fascia: 300mm high, fascia board across aisle frontages
· Sign: One corflute sign (1800mm long by 200mm high) per booth.
Computer cut vinyl lettering (max. 30 characters.)
· 2 x premium exhibition spotlights per booth on swivel arm
· 1 x 240 volts/100 watt/4amp general purpose outlet per booth
regardless of size.
· Carpet
Additional furniture and fittings other than those specified
above are available through the official contractors, Expo Direct.
(See Expo Direct Exhibitor Manual for furniture & AV hire).
NB. Any additional electrical work required including additional
lights, single phase power points, 3 phase power or 24 hour power
for refrigeration or computers should be directed to the stand
contractors, using the approved service form and will be at the
exhibitors cost.
2.20 POWER
All electrical installations or connections must be in
accordance with both the Australian Standard 300 (SAA wiring rules)
and the code of practice for Temporary Electrical Installations on
building and construction sites (Occupational Health and Safety Act
1985). All work must be carried out or under the control of a
certified electrical Event Contractor as agreed and approved by ICC
Sydney.
2.21 COMMUNICATION & INTERNET ACCESS
Wireless connectivity is readily available throughout the venue.
Visitors have access to free public Wi-Fi, for basic browsing,
email and social media.
Premium service and event specific network services for clients
and exhibitors can be requested by completing the Internet Services
Order Form. Custom solutions can be tailored to suit the event
needs by working with our event ICT services team.
The venue does not allow the use of wireless access points other
than the venue fixed wireless infrastructure and reserves the right
to disable wireless transmitting devices found to be causing
interference.
Please refer to the linked and attached ICC services form for
details and instruction of ordering these facilities. Exhibitors
requiring these services are requested to complete the application
form in Section 7 (Form 7.1) of this Manual.
2.22 CATERING
The ICC Sydney can provide all catering requirements through
their core caterer. Menus are available for all events including
on-stand catering, cocktail parties, lunches etc. Individual quotes
may be supplied upon request.
Confirmation of;
· Menu selection must be finalised not less than twenty (20)
working days prior to commencement of the Hire Period.
· Minimum numbers must be advised not less than ten (10) working
days prior to commencement of the Hire Period.
· Final numbers must be advised not less than three (3) working
days prior to commencement of the Hire Period. This number will be
regarded as the guaranteed minimum number for billing purposes.
2.23 DISABLED FACILITIES
All doorways provide for disabled access. Disabled facilities
are located adjacent to all male and female amenities. A centrally
located elevator is also available for access to all floors.
2.24 SIGNAGE
Approved locations where signage may be hung are available at
various locations. ICC’s dedicated on-site rigger will do rigging
of all internal signage. Signs must be commercially produced, of
appropriate size and located as per the approval. Please note, no
signs, banners or commercial medium may be hung, fixed or visible
on the building exterior. See rigging form Banner Hanging and
Rigging Order Form.
2.25 BANNERS
There are variety of banner hanging opportunities available
throughout the venue. To arrange a quote, please note your
requirements on the Banner Hanging and Rigging Order Form.
2.26 WORKSHOP/SEMINAR ROOMS
Exhibitors wishing to do so may – contingent upon availability -
make application to conduct workshops or seminar sessions during
OZTek2017 Opening Hours. The rooms set-aside for this purpose all
feature classroom-style seating and whiteboard. A TV and full AV
are provided.
Each room will attract an hourly charge, payable at time of
booking. Rooms will be allocated by the Organisers on a
first-come-first–served basis.
(Exhibitors wishing to conduct workshops or seminars are
requested to complete the Workshop Application form in Section 6 -
Form 6.4 - of this manual and return it to the Organisers as soon
as possible.)
SECTION 3
EXHIBITION CONDITIONS
3.1 DISPLAY SIZE LIMITATION
No exhibit may extend above stand height (2.5 metres) unless
prior approval has been obtained from the organisers. Exhibits must
remain within the confines of the assigned stand at all times.
Signs and easels are not permitted in aisles. Custom stands must
receive prior approval from the Organisers.
3.2 DISPLAY GUIDELINES
The organisers may, at their discretion, disallow exhibits that
violate established principles of good taste and that are deemed to
be offensive. All exit aisles and doorways must be left clear at
all times and exit lights or signs must be clearly visible above
the shell scheme height of 2.5m.
3.3 SOUND ABATEMENT
The use of sound equipment etc. must be restricted to volume
levels in keeping with those of normal conversation.
3.4 PROTECTION OF VENUE WALLS, FLOOR AND CEILING
Under no circumstances may Exhibitors or members of the general
public; paint, drill, nail, screw or stick, anything to the walls,
doors, floors, pylons or any other part of the venue. The Exhibitor
is to meet the cost of any extra cleaning required or property
damage caused as a result of such activities.
Signs or other exhibit materials cannot be affixed to any
column, venue wall, door, etc. in the exhibition area. Sign writing
or painting in the exhibition area is prohibited.
Floor coverings are to be protected at all times. The Exhibitor
agrees to make good any damage attributable to exhibits/property
and personnel under the exhibitors’ control.
Exhibitors are not permitted to suspend, attach or affix any
material or item to ceilings, ceiling fixtures, pipes, ducts,
sprinkler heads, lighting fixtures or speakers without
authorisation of the exhibition organisers or venue management.
3.5 PROTECTION OF STAND WALLS
Exhibitors may use Velcro dots, blue or white tack and wall
mounted shelving only on their display panels. Velcro dots will be
available for sale on Friday 17th March during set-up from the Expo
Direct Hire Service Desk.
3.6 MOVING MACHINERY
Displays that include any type of moving machinery or equipment
likely to cause injury to a member of the public, must be separated
from the public by a physical barrier and must be attended at all
times.
3.7 CONTROL OF VENUE
It is the Exhibitor’s responsibility to ensure all display
material and other imported objects are kept within the perimeter
of the hired space. The Floor Plan allows for emergency access and
Fire Prevention requirements.
3.8 CONDUCT
It is the Exhibitors’ responsibility to ensure all staff under
their control conduct themselves in an orderly and proper manner
and do not interfere with or overload any fittings or other
equipment relating to the supply of water, electricity, gas,
heating, cooling or lighting.
All instructions given by ICC Sydney personnel and the OZTek2017
Organisers or their representatives must be strictly adhered
to.
Persons under the age of 18 years are the direct responsibility
of the parent/guardian and must not be served alcohol under any
circumstances.
All persons departing from the Venue and the area immediately
surrounding the ICC Sydney are requested to do so in an orderly and
proper manner. The ICC Sydney reserves the right to remove from the
premises any person who is drunk or involved in offensive, illegal
or improper conduct.
3.9 PORTABLE LIGHT FITTINGS
Any exhibitors bringing their own portable lights or using stand
contractors other than Expo Direct must ensure their lighting meets
the appropriate requirements.
All electrical equipment must be tested and tagged before being
used on site. (Please see Section 2.20)
3.10 POSSIBLE CHANGES TO EXHIBITION.
The floor plan, times and conditions of entry to OZTek2017 may
change. Where changes are deemed necessary, all exhibitors will be
notified as soon as they occur.
3.11 RETAIL POLICY
The retailing of Exhibitor products and services is to comply
with the “Exhibition Sale of Goods – Terms & Conditions” as
established by the Organisers.
Wholesalers and Distributors may not sell directly to the
public, but may do so through retail exhibitors. Receipts must be
issued for all goods sold. The OZTek Organisers will not permit the
removal of any item from the exhibit hall by anyone other than the
exhibitor if a sales receipt or merchandise removal pass is not
provided.
3.13 ‘AISLE SELLING’ BY NON-EXHIBITORS
This is strictly prohibited and will be rigidly enforced with
the removal from the Exhibition of any individual or organisation
that is not an exhibitor attempts to sell, canvas or solicit
business from other exhibitors or expo visitors.
Please report instances of non-exhibiting individuals, companies
or organizations conducting aisle-selling to the organizers!!
3.14 TERMS & CONDITIONS(Please see separate attachment)
SECTION 4
SAFETY PROCEDURES
4.1 EMERGENCY GUIDELINES
Please read the following information prior to the event and
keep readily available for the duration of OZTek2017.
ICC Sydney has an Emergency Response Plan in the event of
medical, weather, fire and smoke and other exigencies. It is
updated regularly and drills are conducted annually.
A trained Emergency Response Team will lead the implementation
of all procedures.
Event organisers are briefed on emergency procedures
pre-event.
In the event of an emergency, one of two alarms may sound:
• Alert alarm – “Beep! Beep! Beep!” This is a warning alarm to
notify everyone of a possible emergency. If it sounds, please stand
by for further instructions.
• Evacuation alarm – “Whoop! Whoop!” This alarm means all
occupants must evacuate. When it sounds, wardens will direct
everyone to leave via the nearest exits quickly but calmly, and
assemble at the nearest evacuation point where they are to remain
until ICC Sydney staff advise that it is safe to return.
4.2 FIRST AID
A fully equipped medical centre is located at the ground level
of the convention centre. First aid rooms with a maximum capacity
of 10 people are located on level two of the exhibition centre and
level two of the Theatre. These rooms are manned during event
operational hours.
ICC Sydney security personnel are trained as first responders in
fire/safety and first aid emergencies including the use of on-site
defibrillators. In the event of a medical emergency, the venue’s
first aid attendants will be on hand to implement procedures and
contact external agencies as required.
Event-dedicated paramedics can be arranged through St John’s
Ambulance. The contact details are [email protected] or +61 (2)
9745 8710 Monday – Friday.
The venue’s security and safety officers are required to
complete an ICC Sydney incident report for each person treated.
This includes those treated by St Johns or other outsourced first
aid providers. The first aid provider should notify security as
soon as possible if a person requires medical treatment.
A risk assessment is required to determine the number of first
aid staff and registered nurses needed.
4.3 FIRE RETARDANT MATERIALS
All materials used for exhibition stands and displays, must
conform to the following minimum standards:
· Non combustible material
· Flame proof fabric
· Flame resistant woods
All Event Holder are issued with ICC Sydney Event Safety
Guidelines as part of event pre-planning. A mandatory emergency
response briefing is held prior to every event.
4.4 FIRE REGULATIONS
Proposals for use of flammable liquids, gas and/or naked flames
or any hazardous material must be forwarded in writing for approval
not less than twenty (20) days prior to the commencement of the
Exhibition. The ICC Sydney reserves the right to refuse the use of
any display deemed dangerous and/or hazardous.
Should a display be seen to create a potential smoke lock area
or create an area not serviceable by the existing sprinkler
systems, the ICC Sydney management reserves the right to request
the installation of additional smoke detection, sprinkler system,
emergency exit and exit lighting and exits systems within the
applicable area. All display material and all other items must be
kept within the venue or perimeter of your exhibition stand due to
the requirements of the Fire Regulations Act.
4.5 NO SMOKING
Please note that all rooms, foyers and public amenities at the
ATP are deemed non-smoking areas. Your co-operation is greatly
appreciated.
4.6 IMPORTANT CONTACT NUMBERS
ICC Sydney Office+61 (0)2 8297 7600
First Aid+61 (0)2 9745 8710
OZTek Organiser+61 498 964 963
SECTION 5
ADDITIONAL SERVICES
5.1 STAND CONTRACTOR, FURNITURE, ELECTRICAL CONNECTIONS AND
PLANT HIRE.
The contractor responsible for all shell scheme stand
construction is Expo Direct. Expo Direct is also the recommended
contractor for furniture hire, shelving, signage, plant and
electrical connections. Their contact details are:
Expo Direct
Exhibitions and Event Solutions
Sydney Office: Unit C4, 20-28 Carrington Road (Enter Via
Warren Rd) Marrickville, NSW 2204
Tel: 1300 EXPO DIRECT / Fax: 1300 869 311
Contact: Tamara Kerlander
E-mail: [email protected] / Website:
www.expodirect.com.au
5.2 MATERIALS HANDLING & FORKLIFTS
Only ICC Sydney approved, licenced and experienced forklift
drivers may operate forklifts at the venue. Forklifts and pallet
jacks are not allowed on carpeted areas such as the ballroom and
foyers.
Major stand builders as contracted by the exhibition organiser
can provide their own forklifts.
Please ensure drivers are licensed, wear seatbelts at all times
and drive safely. The maximum speed limit for forklifts is 10km/h.
To comply with noise restrictions, forklifts operating between 11pm
to 7am are to be fitted with a Broadband pulse acoustic signal –
sometimes referred to as a quacker or woosher – with a range of
frequencies.
5.3 FREIGHT FORWARDER, TRANSPORT & MATERIALS HANDLING
Gaffney’s Event Logistics has been appointed the official
contractor for international and domestic freight forwarding as
well as certain materials handling services at OZTek2017.
Gaffneys will arrange all local, interstate and international
interstate transport services including delivery on to each
exhibitors stand at the exhibition venue. Storage of early
consignments, packing materials during the exhibition and storage
after the exhibition can also be arranged. Prior to the exhibition,
please contact Pack & Send if you require a quote or to
ascertain specific transportation and other requirements. In the
meantime, all enquiries should be directed to:
Gaffney’s Event Logistics
Camilla Lorraine – Account Manager
D: +61 3 8402 6915 P: 1300 013 533
M: +61 4 6767 6044 F: 1300 881
533
A: Head Office - Melbourne: Suite 15 / 79 Manningham Road,
Bulleen VIC 3105
O: | Sydney | Brisbane | Adelaide | Perth |
E: [email protected] W: www.gaffneys.com.au
5.4 INTERNET CONNECTION
Wireless connectivity is readily available throughout the venue.
Visitors have access to free public Wi-Fi, for basic browsing,
email and social media.
Premium service and event specific network services for clients
and exhibitors can be requested by completing the Internet Services
Order Form. Custom solutions can be tailored to suit the event
needs by working with our event ICT services team.
The venue does not allow the use of wireless access points other
than the venue fixed wireless infrastructure and reserves the right
to disable wireless transmitting devices found to be causing
interference.
5.5 HOTEL ACCOMMODATION
Sydney offers a full range of accommodation choices prices to
suit all budgets and tastes.
The two recommended OZTek2017 hotels are situated between
Darling Harbour and Central Railway station in the very heart of
Sydney’s entertainment districts.
Both have the advantage of being a 5 minute stroll away from the
Aerial Centre UTS, the venue for the Sunday night Gala Awards
Dinner AND a pleasant 5-10 minute walk to the ICC Exhibition Hall
along the Goods Line walk (direct without crossing one road).
A limited courtesy bus service will operate on both the Saturday
and Sunday, picking up from both hotels in the morning
The Ultimo
37 Ultimo Rd. Haymarket, NSW 2000 Australia
Telephone: (02) 9281 5555 Facsimile: (02) 9281 2666
E-mail: [email protected] Website: www.theultimo.com.au
OZTek2017 Room Rates
Room Type
Tariff (Per Room Night)
Ultimo Queen (1 queen / twin Max 2 pax)
AUD $199.00
Ultimo Trio (1 queen, 1 single Max 3pax)
AUD $249.00
Dixon King (2 x king zips. Max 4 pax)
AUD $289.00
Dixon fam (1 King zip + 2 bunks Max 6pax)
AUD $329.00
Additional option of:
· Continental Breakfast / Full Breakfast
To take advantage of the special OZTek2017 rates,
email the hotel directly and
quote Booking Reference OZ17 – they require a deposit
of $100 per room.
Group Reservations – OZ17 The Ultimo, Sydney. Phone:
+61 (2) 9281 5555 E-Mail: [email protected]
(Note: Where shared accommodation is required, reservations must
be booked by one primary individual per room. Bookings for The
Ultim must be confirmed directly with the Hotel.)
Novotel Sydney Central
169-179 Thomas Street, Sydney
NSW 2000 Australia
Tel: +61 2 9281 6888
OZTek2017 Room Rates
Room Type
Tariff (Per Room Night)
Novotel Standard (1 king or 2 queen)
AUD $249.00
Novotel Balcony (1 king or 2 queen)
AUD $279
Executive (single/twin double share)
AUD $299
(Rates are per room per night. Room only, single or twin/double
occupancy.
Buffet breakfast in Field House restaurant: $25 Extra per
person)
To enjoy the OZTek2017 rate advantage, ring reservations and
quote Group Code: OZTEO317
(For further booking information, visit the website at:
http://oztek.com.au/Accommodation )
Exhibitor Manual (Section 1-5)18-19 March 2017
__________________________________________________________________________
OZTeK Advanced Diving Conference & Exhibition
Exhibitor Terms and Conditions
Exhibitor Manual 16 – 17 March 2013
____________________________________________________________________________________________
__________________________________________________________________________
OZTek2017 – Advanced Diving Conference & Exhibition
1. Terms of Reference
a) In these terms and conditions for Participation the term
“Exhibitor shall include all employees, servants and agents of any
individual company, partnership, firm or organisation who have
applied for space for the purpose of exhibiting.
b) The term “Exhibition” shall mean: The exhibition listed on
the application form.
c) The term ‘Organisers’ shall be: OZTEK – Australian Diving
Technologies Conference, 62/349 Ocean Drive, West Haven, NSW
2443
d) The term ‘Venue’ shall be: ICC Sydney, Darling Harbour,
Sydney, NSW 2000
2. Application for Participation
If the Exhibitor fails to comply in any substantial respect with
the terms of this agreement, the Organisers shall have the right to
sell the space, the Exhibitor, however, to be liable for any loss
suffered by the Organisers thereby; and all monies paid by the
Exhibitor hereunder shall be absolutely forfeited to the
Organisers.
In the event of the Exhibitor failing to occupy the said space
by the advertised opening time of the exhibition, the Organisers is
authorised to occupy or cause the said space to be occupied in such
manner as it may deem best for the interest of the exhibition
without refund to the said Exhibitor and without releasing the
Exhibitor from any liability hereunder.
3. Exhibitors have ten (10) days in which to make their payments
as they fall due. After this time, and only when monies have not
been paid, the stand will be available for sale to another firm.
All deposits paid to this stage will automatically be forfeited and
no refund will be made and no Exhibitor shall occupy his stand
space in the exhibition until all monies owing to the Organisers by
the Exhibitor are paid in full.
4. The Organisers reserve the right to re-draw the floor plan to
the benefit of the exhibition, as they see fit.
5. The Organisers reserve the right to decline any application
to participate in the exhibition and no application will be
considered unless made on the correct Application Booking form.
This form is to be completed fully and without alteration and
stands are let on these conditions.
6. No stand will be held as let until the Application Booking
form is signed and returned to the Organisers with the appropriate
deposit. In the event of the show being cancelled the Organisers
will return all deposits but will not be responsible for the cost
of any work carried out by the Exhibitors or their contractors.
7. Exhibitors shall comply with the terms and conditions of the
exhibition stipulated by the Organisers in The Exhibitors manual,
The Health Department and the Metropolitan Fire Brigade and with
all relevant State and Commonwealth Acts.
8. Every Exhibitor hereby accepts liability for all acts or
omissions of himself, his servants, contractors, agents and
visitors and undertakes to indemnify the Organisers. To keep them
indemnified against all liability in respect thereof and against
all actions, suits, proceedings, claims, demands, costs, and
expenses whatsoever, which may be taken or made against the
Organisers or incurred or become payable by them arising therefrom
or in respect thereof including any claims arising out of the
supply by the Exhibitor of samples of any kind whatsoever whether
such samples be sold or given away free and including any legal
costs and expenses and any compensation costs and disbursements
paid by the Organisers on the advice of counsel to compromise or
settle any such claims. Notwithstanding the indemnity hereby given,
the Exhibitor undertakes to arrange appropriate third party
liability insurance.
9. Neither the Organisers nor the venue owners will be
responsible for the safety of any exhibit or property or any
consequential loss of any Exhibitor, or any other person, for the
loss or damage of, or destruction to same, by theft or fire or any
other cause whatsoever sustained by the Exhibitor by reason of any
defect in the building caused by fire, storm, tempest, lightning,
national emergency, war, labour disputes, strikes or lock-outs,
civil disturbances, explosion, inevitable accident, force majeure,
or any other cause not within the control of the Organisers or for
any loss or damage occasioned, if by reason of happenings of any
such event the opening of the exhibition is prevented or postponed
or delayed or abandoned or the building becomes wholly or partially
unavailable for the holding of the exhibition. The Exhibitor agrees
and undertakes to insure in their full replacement value the
contents of his stand and all associated equipment and
materials.
10. The Organisers will take all precautions they consider
necessary for the protection and security of exhibited articles but
cannot be responsible for the safety, loss or damage of any exhibit
or other property or any other person under any circumstances
whatsoever.
11. If, due to any unforeseen circumstances, it is found
necessary to close the exhibition on any day or days or to vary the
hours the exhibition is open the Organisers reserve the right to do
so at their sole discretion.
12. The Organisers may, from time to time, add to or vary the
foregoing Terms and Conditions and do anything at their sole
discretion that they deem desirable for the proper conduct of the
exhibition, provided that such amendments or additions do not
operate to diminish the rights reserved to the Exhibitor under this
agreement and shall not operate to increase the liabilities of the
Organisers.
13. The Organisers reserve the right to stop any activity on the
part of any Exhibitor that may cause annoyance to other Exhibitors
or visitors. Business must be conducted only from the Exhibitor’s
own stand and under no circumstances may this be carried out from
an aisle way or elsewhere in the Exhibition. Any such encroachment
shall be deemed to be a breach of this contract.
14. No Exhibitor shall display on his stand any advertisement
for goods manufactured and/or sold, or services provided by a
non-Exhibitor unless written permission has been obtained from the
Organisers. No stand may be sub-let in any manner without prior
consent of the Organisers.
15. Exhibitors must provide competent personnel to man their
stand throughout the entire period of the Exhibition’s opening
hours.
16. Exhibits are admitted to the Exhibition, and shall remain
there, solely on strict compliance with these Terms and Conditions.
The Organisers reserve the right to prohibit in whole or in part
and reject any Exhibitor or his representative in the case of
failure to comply with the Terms and Conditions. There shall be no
return of payment if such rejection or prohibition is deemed
necessary by the Organisers.
17. Exhibits must not be removed and displays must not be
dismantled, either partially or totally, before the closing time on
the last day of the Exhibition. Thereafter all exhibits and display
material must be removed as soon as possible and by the time
indicated.
18. Retailing of Product
The retailing of Exhibitor products & services will comply
with the ‘Exhibition Sale of Goods – Terms & Conditions’ as
advised by the organisers including a requirement that a receipt
will be issued for all goods sold and said receipt will be required
to be shown to the Organisers or their representatives before
removal of goods from the Exhibition.
19. Cancellation of Space.
In exceptional circumstances the Organisers will be prepared to
consider cancellation of their contract with Exhibitors, but only
if the following conditions are complied with:
a) That the request for cancellation is submitted in writing by
registered post;
b) That the request is received at least two months prior to the
opening of the exhibition;
c) That the Organisers are able to re-let the cancelled space in
its entirety;
d) That the reason given for the request of the cancellation is,
in the opinion of the Organisers, well founded.
e) That the Exhibitor agrees the Organisers shall retain 50 per
cent of the contract price if the cancellation is accepted more
than two months before the Exhibition, 75 per cent of the contract
price if the cancellation is accepted after that time and 100 per
cent of the contract price if the cancellation is accepted within
one month of the opening of the Exhibition.
