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EXHIBITOR MANUAL
2017
MELBOURNE
CONVENTION AND
EXHIBITION CENTRE
~
FRIDAY 9 JUNE
SATURDAY 10 JUNE
SUNDAY 11 JUNE
MONDAY 12 JUNE
Thank you for choosing to exhibit at the MindBodySpirit Festival – Australia’s largest
health and wellbeing event.
This manual contains everything you will need to know as an exhibitor, to ensure your
participation in the Festival will be a happy and successful experience. You can use
the Control F command to search within this document. Text in pink indicates you
can Ctrl + click through.
Please ensure that this manual is made available to all staff working on your stand in
the lead up to and throughout the Festival period.
If you have any questions regarding the information contained in this manual, please
contact Alyssa Pullar, Event Coordinator on 03 9276 5527.
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INDEX KEY DATES..........................................................................................................................................................................3
MOVE IN .................................................................................................................................................................................. 3
FESTIVAL DATES ....................................................................................................................................................................... 3
MOVE OUT .............................................................................................................................................................................. 3
EXHIBITOR PORTAL DEADLINES .........................................................................................................................................4
KEY CONTACTS .................................................................................................................................................................1
PRIOR TO THE EXHIBITION ...................................................................................................................................................... 1
DURING THE EXHIBITION ........................................................................................................................................................ 1
FESTIVAL COORDINATOR ...................................................................................................................................................... 1
SALES TEAM ............................................................................................................................................................................. 1
MARKETING ............................................................................................................................................................................. 1
ACCOUNTS MANAGER ......................................................................................................................................................... 1
OFFICIAL SUPPLIERS ..........................................................................................................................................................8
PLACING AN ORDER ............................................................................................................................................................. 8
YOUR STAND PACKAGE ....................................................................................................................................................9
PRE-BUILT STAND ..................................................................................................................................................................... 9
MOVE IN ..........................................................................................................................................................................10
SAFETY INFORMATION ......................................................................................................................................................... 10
HOW DO I ACCESS THE LOADING DOCK? ...................................................................................................................... 10
FORKLIFTS............................................................................................................................................................................... 10
TROLLEYS ............................................................................................................................................................................... 10
CLEAR AISLES ........................................................................................................................................................................ 11
STAND CONSTRUCTION ....................................................................................................................................................... 11
RUBBISH REMOVAL ............................................................................................................................................................... 11
EXHIBITOR PARKING DURING MOVE IN / MOVE OUT ...................................................................................................... 10
MOVE OUT .......................................................................................................................................................................12
VENUE MAP .....................................................................................................................................................................13
CAR PARKING....................................................................................................................................................................... 13
A – Z ADDITIONAL INFO ..................................................................................................................................................14
ACCOMMODATION ............................................................................................................................................................ 14
AISLES ..................................................................................................................................................................................... 14
AMPLIFICATION .................................................................................................................................................................... 14
ANIMALS ................................................................................................................................................................................ 14
AUDIO VISUAL ....................................................................................................................................................................... 14
BALLOONS ............................................................................................................................................................................ 14
BUSINESS CENTRE.................................................................................................................................................................. 15
CARE OF BUILDING .............................................................................................................................................................. 14
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CARPET .................................................................................................................................................................................. 14
CATERING ............................................................................................................................................................................. 15
CLEANING ............................................................................................................................................................................. 15
COMPRESSED AIR ................................................................................................................................................................ 15
COOKING ON STAND .......................................................................................................................................................... 15
DANGEROUS & HAZARDOUS SUBSTANCES ...................................................................................................................... 16
DELIVERIES ............................................................................................................................................................................. 16
DEMONSTRATIONS OR ACTIVITIES ON STAND .................................................................................................................. 16
ELECTRICAL AND LIGHTING ................................................................................................................................................ 17
EXHIBITOR BADGES .............................................................................................................................................................. 17
EXHIBITOR LOUNGE .............................................................................................................................................................. 18
FASCIA ........................................................................................................................... ERROR! BOOKMARK NOT DEFINED.
FIRST AID ................................................................................................................................................................................ 18
FOOD & BEVERAGE SALES, SAMPLES & PREPARATION .................................................................................................. 18
FREIGHT & FORKLIFTING....................................................................................................................................................... 21
FURNITURE, SHELVING & PLANT HIRE ................................................................................................................................. 21
INSURANCE ........................................................................................................................................................................... 22
INTERNET SERVICES ............................................................................................................................................................... 22
LOTTERY PERMITS .................................................................................................................................................................. 22
NAKED FLAMES (I.E. GAS APPLIANCE, CANDLES ETC.) ................................................................................................... 23
NON-SMOKING POLICY ...................................................................................................................................................... 23
PARKING ................................................................................................................................................................................ 23
POWER TO STANDS .............................................................................................................................................................. 23
PUBLIC ADDRESS (PA) SYSTEM ............................................................................................................................................ 23
RIGGING ............................................................................................................................................................................... 23
RUBBISH REMOVAL ............................................................................................................................................................... 23
SELLING .................................................................................................................................................................................. 24
STORAGE ............................................................................................................................................................................... 24
TRANSPORT OPTIONS TO THE FESTIVAL .............................................................................................................................. 24
TELEPHONE & INTERNET ....................................................................................................................................................... 25
VEHICLE ACCESS AND DISPLAYS ....................................................................................................................................... 25
VENUE SERVICES ................................................................................................................................................................... 25
EXHIBITOR RISK AND SAFETY PLAN .................................................................................................................................26
1.0 GENERAL OVERVIEW .............................................................................................................................................. 27
2.0 SAFETY POLICY ........................................................................................................................................................ 27
3.0 RESPONSIBILITIES ...................................................................................................................................................... 28
4.0 EXHIBITOR SPECIAL CONDITIONS .......................................................................................................................... 28
5.0 SPECIFIC WORK PRACTICES .................................................................................................................................. 29
6.0 INSURANCE .............................................................................................................................................................. 33
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KEY DATES
MOVE IN
Thursday 8 June 12:00pm – 8:00pm
FESTIVAL DATES
Friday 9 June 10:00am – 7:00pm (exhibitors can enter 2 hours prior to Festival open)
Saturday 10 June 10:00am – 7:00pm (exhibitors can enter 1 hour prior to Festival open)
Sunday 11 June 10:00am – 7:00pm (exhibitors can enter 1 hour prior to Festival open)
Monday 12 June 10:00am – 7:00pm (exhibitors can enter 1 hour prior to Festival open)
MOVE OUT
Monday 12 June 7:30pm – 11:00pm
PLEASE NOTE:
No open toe shoes, sandals, thongs allowed during move-in/move-out.
Safety vests are compulsory while on the loading dock or within the halls during move-in and move-out.
You can bring your own safety vest to the Festival or they can be borrowed from the venue.
No children 15 or under are allowed on site during move-in or move-out.
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EXHIBITOR PORTAL DEADLINES The Exhibitor Portal has all the information that you need to have a successful Festival. Make sure that you
complete all 4 Steps by the due date to ensure that you don’t miss out.
DUE DATE FORM / DESCRIPTION RETURN TO
STEP 1 - COMPANY INFORMATION
4 May Printed in the Festival Guide and your online eDirectory listing. Online Portal
STEP 2 – BRANDING AND PROMOTION
Now Upload your logo & images into the Exhibitor Portal to enhance
your online eDirectory listing.
Online Portal
STEP 3 – COMPULSORY FORMS
12 May Onsite Contact Details Online Portal
12 May Fascia / Company Name Signage Online Portal
12 May Move In Details Online Portal
12 May Power Information Online Portal
19 May Exhibitor Name Badges Online Portal
STEP 4 – MANUAL AND OTHER BOOKING FORMS
6 May Additional – Festival Guide Advertising Festival Coordinator
20 May Stand Modifications ExpoNet
20 May Wall Mounted Shelving ExpoNet
20 May Furniture and Audio Visual ExpoNet
20 May Power and Lighting ExpoNet
20 May Stand Layout and Final Checklist ExpoNet
26 May Food & Beverage Sampling & Selling Festival Coordinator
26 May Account Cards and Stand Catering MCEC
26 May Business Services MCEC
26 May Water/Waste/Gas/Compressed Air Installations MCEC
26 May Phone lines, fax, EFTPOS lines and internet connections MCEC
27 May Transport, Freight, Forklifting Agility Fairs & Events
27 May Rigging – Banner and Overhead Lighting Clifton Productions
N/A Optional Delivery Label N/A
2 June Lead Scanner Lüp
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KEY CONTACTS
PRIOR TO THE EXHIBITION
Exhibitions and Events Australia Pty Ltd
Level 1, 801 Glenferrie Road
Hawthorn, VIC, 3122
Phone: 03 9276 5555
Fax: 03 9855 2916
DURING THE EXHIBITION
Exhibitions and Events Australia Pty Ltd
Bays 1 – 4
Melbourne Convention and Exhibition Centre
2 Clarendon Street, SOUTHBANK, VIC 3000
Festival Office
Inside the Festival entrance
EXHIBITION DIRECTOR
Shane Kenealy 03 9276 5525 [email protected]
EXHIBITION MANAGER
Janine Scott 03 9276 5532 0422 382 510 [email protected]
FESTIVAL COORDINATOR
Alyssa Pullar 03 9276 5527 [email protected]
SALES TEAM
Linton Tarisai 03 9276 5522 0415 039 186 [email protected]
Sharon Hutchings 03 9276 5501 0433 565 889 [email protected]
MARKETING Lisa West 03 9276 5523 [email protected]
ACCOUNTS MANAGER Lyn Middleton 03 9276 5541 [email protected]
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OFFICIAL SUPPLIERS
PLACING AN ORDER
To place an order with any of the below suppliers, please download the relevant form in Step 4 of your Exhibitor
Portal OR return directly to the supplier by their due date.
DATA CAPTURE/QR CODE SCANNER
Lüp
Giann Redmond
P: 0450 909 559
W: www.lup.com.au
LIGHTING / AV HIRE
ExpoNet
P: 02 9645 7070
E: [email protected]
W: www.exponet.com.au
PLANT HIRE
ExpoNet
P: 02 9645 7070
E: [email protected]
W: www.exponet.com.au
RIGGING
Clifton Productions
T: 03 9416 6844
E: [email protected]
W: www.cliftonproductions.com.au
FREIGHT & STORAGE
Agility Fairs & Events
P: 02 8755 8806
E: [email protected]
W: www.agility.com
STAND BUILDER
ExpoNet
P: 02 9645 7070
E: [email protected]
W: www.exponet.com.au
FURNITURE HIRE
ExpoNet
P: 02 9645 7070
E: [email protected]
W: www.exponet.com.au
SECURITY
Securevent
P: 0416 870 900
E: [email protected]
VENUE SERVICES / PHONE / WIFI / CATERING
Melbourne Convention and Exhibition Centre
P: 03 9235 8110 F: 03 9235 8121
E: [email protected]
W: www.mcec.com.au
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YOUR STAND PACKAGE
PRE-BUILT STAND
Walls: 2.4mH velcro compatible fabric covered walls in black.
Fascia sign: Aluminum frame with standard colour fascia board. Company names will be installed on each
open aisle fascia. Lettering will be in white on the fascia board. Each sign will be a maximum of 30
UPPERCASE characters including spaces.
Do not hang any items from the fascia board without prior consent – this is a hazard.
Lighting: 1x low energy track mounted spotlights per 5 square metres mounted onto the light track inside the
fascia.
Power: 1x 4amp power point per single stand. Located in rear corner of stand unless otherwise specified.
Flooring: Flooring will be 1m x 1m carpet tiles in charcoal.
Items allowed on walls:
When attaching anything to walls, use only Velcro tape, staples, pins or wall-mounted shelving and slat walls with
hooks.
Items not allowed on walls:
Do not use screws, nails, bolts, glue, paint and double sided tape as this cause permanent damage to the panels.
Charges will apply to all damage to the panels.
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MOVE IN
SAFETY INFORMATION
Safety vests and enclosed shoes must be worn at all times during Move In and Move Out. You will not gain
access to the venue without these. You can bring your own safety vests or borrow from the venue. Please
ensure you return your safety vest after Move Out.
Strictly no children (or babies) under the age of 16 are permitted inside the Exhibition Bays or Loading Dock
during Move In and Move Out.
No alcohol is to be consumed in the Halls or Loading Dock during Move In and Out.
No motor vehicle will be allowed on the Festival floor without prior permission. Strict guidelines must be
adhered to. Please contact the Festival Coordinator Alyssa Pullar to discuss. Exhibitors without prior
approval will not gain access to the venue.
HOW DO I ACCESS THE LOADING DOCK?
If you require the use of the loading dock to unload your goods, you must complete the COMPULSORY
MOVE IN FORM by 20 May to confirm your arrival time and to book any fork-lifting services required. If you
are using an external Stand Builder, you must complete the Form on their behalf.
Access to the MCEC Loading Dock is via Normanby Road.
A 30 minute unloading limit applies to all vehicles on the loading dock. Times for larger vehicles are at the
loading dock attendant’s discretion. Parking infringements will be issued by authorised offices of the City of
Melbourne if loading procedures are not followed.
Be prepared for delays of up to 1.5 hours to access the loading dock if you arrive between 12pm-3pm on
Thursday 8 June.
Please ensure you arrive at the Loading Dock at your allocated time. By arriving outside of your allocated
time, you are delaying all other exhibitors and the build of the entire Festival. If you wish to gain access to
the venue outside of the scheduled hours, you must seek approval at least 24 hours in advance.
FORKLIFTS
If you require a forklift and operator during Move In, you must complete the COMPULSORY MOVE IN FORM in the
online portal in Step 3. Each exhibitor will be entitled to one free forklift load during move-in and one during move-
out. This free service must be pre-booked.
TROLLEYS
No flatbed or up upright trolleys will be allowed on the concourse during move in. Only hand carry items will be
allowed through the front door.
Limited trolleys for use on the loading dock to stands will be available from the Agility desk on a first in, first served
basis located at the rear of the bays at the loading dock. You will be required to leave a security deposit, which
will be refunded upon the return of trolley.
EXHIBITOR PARKING DURING MOVE IN / MOVE OUT Exhibitors may use the loading dock for loading and unloading purposes only.
After loading / unloading goods, vehicles must leave the loading dock immediately.
No parking or loitering is allowed in these areas.
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CLEAR AISLES
Certain aisles throughout the halls, indicated by signage, are nominated clearways. These aisles must be kept
clear of all product and rubbish, including stand building materials, to allow easy access for forklift, emergency
vehicles and traffic at all times.
Keep your product, packaging & other items on your stand or in adjacent non-clearway aisles. Items left in the
aisles overnight during move-in will be deemed as rubbish and removed from the venue.
STAND CONSTRUCTION
The Festival Office will close at 7:00pm during Move In, however, stand construction may continue
throughout the night with prior arrangement. Please advise staff in the Festival Office if you will be working
past 7:00pm.
All stand construction must be completed by 8.00pm Thursday 8 June, and must be ready for opening on
Friday morning. All aisles and stands must be cleaned thoroughly before the Festival opens.
RUBBISH REMOVAL
Excess rubbish or Hard Rubbish will not be cleared and is the responsibility of the exhibitor to break down and
dispose of. A minimum rubbish removal fee of $200 will be charged for anything left onsite. If rubbish is left on your
stand it will not be assumed that it is rubbish.
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MOVE OUT
Move Out cannot officially start until all visitors and children have left the building and ALL exhibitors and
contractors are wearing Safety Vests and closed toe shoes.
This normally takes 40 minutes from close of Festival. Please be patient during this time.
All stands will be dismantled on Monday night. As such, all exhibitors must move out on Monday night.
You should remove any signage or posters from the walls; pamphlets, paperwork and stock must be
removed from any hired cabinets.
If you have arranged for a courier to collect your goods on Tuesday 14 June, please ensure your items are
boxed, clearly labelled and placed in the middle of the stand. Any signage or posters left on the walls will
be deemed as rubbish and discarded.
All goods and stand materials MUST be removed by midnight on Monday 12 June. If goods have not been
collected from the venue by 9:00am Tuesday 13 June, Agility has been instructed to remove such goods
from the venue for collection at the Agility Warehouse. The costs for this service are at the expense of the
exhibitor and must be paid for prior to collection. Should you have any questions regarding this process,
please contact Alyssa Pullar, Event Coordinator, on 03 9276 5527.
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VENUE MAP
CAR PARKING
There are five car parks available for visitors to MCEC:
1. MCEC basement car park – enter via Normanby Road
2. Siddeley Street car park – enter via Siddeley Street
3. Freeway car park – enter via Munro Street or Normanby Road
4. South Wharf retail car park – Entrance off Convention Centre Place or Munro Street.
5. Corner of Montague and Munro Streets car park – enter via Munro Street
Car parks are operated by the following third parties and are not managed by MCEC:
Car parks 1–4: Wilson Parking, phone +61 3 9224 0301 (work hours), 1300 555 320 (24 hours) or email
[email protected]
Car park 5: Care Park, phone +61 3 9682 1733 or email [email protected]
Note: Parking rates may change without notice.
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A – Z ADDITIONAL INFO
ACCOMMODATION
Search for accommodation deals online in the Southbank or central Melbourne area by visiting websites such as
Trivago, Wotif and Expedia.
AISLES
Exhibitors are not permitted to exhibit outside their stand area. Aisles must be kept clear at all times. All displays
must be within the boundary of the space reserved. Exhibitors are not permitted to place any promotional matter
in any other part of the Venue, other than their own stand, nor hand out literature in the aisles or at the entrance.
Your staff needs to ensure all business and visitor contact happens inside their stand and not in the aisles.
AMPLIFICATION
Any amplification or AV equipment must not interfere or disturb other exhibitors. For further clarification, please
contact your Sales Manager.
ANIMALS
No animals or pets, (with the exception of Seeing Eye dogs) are permitted in the Melbourne Convention &
Exhibition Centre except as an approved exhibit, activity or performance legitimately requiring the use of animals.
All animals permitted must be on a leash or in an enclosed pen under the control of a handler at all times. You
must comply with all the requirements prescribed by law for the exhibition of such animals in compliance with the
Please familiarize yourself with the relevant codes of practice for animal welfare found here:
http://agriculture.vic.gov.au/ Event organiser approval is required if you wish to use animals in your exhibit.
Contact Exhibitor Services at the MCEC on 03 9235 8110 or via email at [email protected] .
AUDIO VISUAL
ExpoNet stocks an excellent range of audio-visual hire equipment. Please refer to the Official Suppliers page of this
manual for contact details.
BALLOONS
Exhibitors planning to use helium balloons as part of their stand display are required to inform the event organiser in
writing. Exhibitors will be charged for the removal of any balloons remaining in the venue or for any false Fire
Brigade call out costs caused by balloons activating the smoke detector beams.
CARE OF BUILDING
You are not permitted to paint, nail, gaffer tape, staple, screw or glue to any floor, ceiling or wall within MCEC.
Material used in stand construction must not cause dampness, staining, be readily ignitable or be capable of
emitting toxic fumes should ignition occur.
CARPET
The aisles and stands will be carpeted prior to move in.
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CATERING
Cafes are located throughout the centre. These Cafes will be operational on Festival days from Friday 9 June until
Monday 12 June.
During Move In, the Shed café in the concourse will be open from 11:30am – 2:30pm Thursday 9 June.
MCEC has a range of on stand catering available. Download and refer to the Stand Catering Order Form within
the Online Exhibitor Portal. Please keep in mind that no food or beverages can be brought into the venue except
in the case of permitted sampling, which must be approved in advance by the Melbourne Convention and
Exhibition Centre and the City of Melbourne. For further information, please refer to the Food and Beverage
Samples section of this manual.
CLEANING
Each stand will be vacuumed prior to the opening of the Festival and also at the end of each Festival day.
Cleaning staff will be permitted into the exhibition halls under security supervision at the close of each Festival day.
The Cleaners will only dispose of rubbish left in the aisles (nothing will be removed from the stand).
Cleaning of actual items on display is the responsibility of each exhibitor. If you require additional cleaning
services, please download and complete the Cleaning Services and Waste Removal Order Form from the Online
Exhibitor Portal.
COMPRESSED AIR
There are service pits for compressed air in the floor of the Exhibition Centre. Unfortunately not every stand has
access to a pit, so before ordering please check your stand location with the organisers. Each service pit has one
compressor capable of producing 50 litres/second. Connections must be via pressure rated airlines. Regulators
must be provided by a qualified installer. Should instrument quality air be required driers must be supplied after the
pit connection by the exhibitor. If you require this service complete the Utilities form located on the Online Exhibitor
Portal. Please note you will also need to organise a licenced plumber to come onsite to connect the services. For
more information contact Exhibitor Services on 03 9235 8110 or [email protected] .
COOKING ON STAND
If an Exhibitor wishes to cook on their stand during the Festival they will first need to seek approval via the MCEC
Services team. Each case will be considered on its merits in conjunction with the type and quality of the food
being cooked, the method used for cooking and the removal of any food cooking odours. Please contact MCEC
Venue Services team for further information as approval is required prior to arriving onsite. In all cases, Exhibitors
must ensure that all food & beverage adheres to the relevant industry guidelines and legislation, not limited to
Food Safety regulations and guidelines.
Once permission has been granted exhibitors must comply with legislative requirements, registering as a Temporary
Food Premises with Melbourne City Council by phone 1300 085 767 or visit http://streatrader.health.vic.gov.au/
All exhibitors supplying and displaying food as part of their exhibit will be responsible for complying with relevant
standards. Further information is available from http://www.foodstandards.gov.au
CUSTOMER SERVICE CENTRE
A Customer Service Centre is located within the MCEC building, near the Clarendon Street entrance and provides
exhibitors with services such as photocopying and printing.
There is also a Cafe located at the Business Centre. The contact number is: 03 9235 8448.
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DANGEROUS & HAZARDOUS SUBSTANCES
No dangerous or hazardous substances, including chemicals, paint products, sharps, biological matter, fuel, acids,
cleaning agents, LPG, gases, ETC are to be brought on the premises without written approval from the venue. For
further information please contact the Organiser.
DELIVERIES
Deliveries should not be made to the venue prior to 12:00pm on Friday 9 June. MCEC or the organisers will not
accept or sign for any freight deliveries/shipments or Cash on Delivery deliveries to the venue on behalf of
exhibitors. No responsibility for safety or wellbeing of any such items delivered to the site or awaiting collection in
the absence of the exhibitor, their agent or their contractor, will be accepted by EEA.
As the show bumps in / out on very tight parameters and deliveries will not be accepted at the venue earlier, we
highly recommend using our preferred supplier, Agility, as their service is door-to-stand and they work weekends
and outside normal business hours.
Click here to read more about Agility’s freight forwarding options.
To address parcels or goods for delivery to the Festival we recommend you download and print the Delivery Label
from the Online Exhibitor Portal. Please note: you or a representative of your company MUST be onsite to accept
delivery of goods OR you MUST use a courier that does not require a signature upon delivery.
DEMONSTRATIONS OR ACTIVITIES ON STAND
If an Exhibitor wishes to hold an activity or display on their stand please contact the Organiser for approval as
special preparation may be needed. These activities/displays include but are not limited to:
Welding & cutting equipment
Moving displays
Spray booths
Aerial acts
Inflatable structures
Physical activity or performance
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ELECTRICAL AND LIGHTING 1. Electrical Equipment
Where you have any electrical equipment on your stand:
Double adaptors are not permitted. Power boards may be used instead.
All portable electrical equipment, appliances and leads must be tested & tagged in accordance with
Australian Standard 3760-1990.
EEA has organised FREE Testing & Tagging for all exhibitors, conducted by Oz Tag. A representative will be
on the show floor during Move In. For further details, please visit the Organiser’s Office.
Any electrical equipment found to fail the test & tag will be removed.
2. Lighting
One spotlight per 5sqm is provided in your Stand Package. To place an order for additional lighting, please
complete the additional power and lighting form on the Online Exhibitor Portal.
All lighting needs to be at least 2.2 meters above floor level, for public safety; any variations must have prior
approval from the venue. There are no overhead catenary wires, so consider how you will incorporate lighting into
your stand display, or contact Tracey Simko at Clifton Productions on 02 8335 9300 for information and quotes on
rigging.
Stand lighting will be wired separately from stand power. All portable light fittings used in the venue are required
to have a Certificate of Approval or Suitability from an Australian or New Zealand Electrical Safety Regulator. For
more information contact please contact ExpoNet Exhibitor Services on 02 9645 7070.
3. Power Points
One 4amp power point is included in your stand package. Should you require extra power points on your stand,
please complete the additional power and lighting form on the Online Exhibitor Portal. Exhibitors should be aware
that if they have their own electrical contractor, bulk power supply to the stand must be ordered through the
official contractor ExpoNet. For more information, contact ExpoNet on 02 9645 7070. Please see the below
descriptions of power points available;
4A (1000w) power point – Use for equipment such as laptops, phone charger, cabinet with light, PC, bar
fridge, eftpos machine, and small lighting.
10A (2400w) power point – Use for multiple small items such as 2 or more PCs/laptops, singular Plasma
screen, coffee bean grinder, small machinery and fridges.
15A (3600w) power point – Use for coffee machines, commercial fridges and multiple smaller items.
Remember if in doubt check your equipment running load (this will be marked in watts) if you have multiple
items don’t exceed the operational load of the power point i.e. 3600w.
EXHIBITOR BADGES
To order your exhibitor badges, a list of staff names MUST BE SUBMITTED in the Online Exhibitor Portal by 3 June.
Exhibitors can order up to 12 badges per stand. If 12 badges is not sufficient, please email Alyssa Pullar
(alyssa[email protected] ) by 3 June with the additional names required.
Badges MUST be collected from the Festival office during Move In from 12:00pm on Thursday 8 June. Badges are
not transferable, and must be used by you and your staff to gain access to the Festival. Security will prohibit visitor
access using exhibitor badges.
Badges must be distributed to your staff prior to their arrival. Exhibitor Badges will not be mailed out.
Replacement Exhibitor Badges will incur a cost of $5 per badge.
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EXHIBITOR LOUNGE
Exhibitors have access to the Exhibitor Lounge. You will find a limited supply of tea, coffee and a quiet place to
eat your lunch and escape the crowds on your break.
FASCIA
Exhibitors are required to submit their fascia names via the Online Exhibitor Portal by 12 May. If you have not
submitted your fascia by 12 May, your fascia will default to your company name. Fascia names are displayed in
capital letters and is a maximum of 30 characters (spaces included) on the front of your stand. Please note there is
no flexibility with the number of characters available.
In the Online Exhibitor Portal your fascia will automatically be presented on Front of stand. If you wish to have your
fascia removed or on the back wall, this is subject to approval via emailing the Event Coordinator,
[email protected] .
FIRST AID
In the event of any accident or emergency, please contact the event first aid company, or your Organiser to liaise
with MCEC should it be required.
FOOD AND BEVERAGE SAMPLING
Please note the below is all subject to approval.
What you will need to do if you are sampling food or beverage (please click hyperlinks):
1. Fill out the Food & Beverage sampling form and submit that to both Alyssa Pullar: [email protected] & [email protected] .
2. Notice the mandatory items when filling out the form:
Items to be sampled must be directly related to the exhibitor’s core business and served as bite-size pieces
or in maximum 50gm portions.
Beverage portions are limited to: – non-alcoholic beverage (50ml or less) – liquor spirit (10ml or less) – wine
and beer (30ml or less).
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In addition to the above Sampling guidelines, any person serving alcoholic beverages must hold a current
Victorian Responsible Service of Alcohol Certificate that has been provided to MCEC Exhibitor Services
prior to the event. Please email Alyssa Pullar a copy of your liquor licence.
Exhibitors must obtain a Limited Liquor License from the Office of Director of Liquor Licensing in Victoria if
they wish to provide alcoholic samples call 1300 650 367 or www.vcglr.vic.gov.au. This must be clearly
displayed on your stand.
Exhibitors must not distribute or give-away any sample items of food or drink to visitors that hasn’t been
listed on their application and without prior written approval from MCEC.
3. You will be charged $100 per day if you exceed the above sample sizes.
4. If all above is approved by event organizer, if you are preparing & sampling food, please apply for a Streat
trader license: https://streatrader.health.vic.gov.au.
FOOD COOKING & PREPARATION ON STAND
For those exhibitors who are sampling food & beverage as well as cooking food:
1. Fill out Food & Beverage Sampling Permit Form via the MCEC website (click on hyperlinks) then submit
to both Alyssa Pullar: [email protected] & [email protected] . You will be charged $100
per day by the venue for selling for immediate consumption (this will already be on your contract). 2. Please note your stand materials will change. You will be allocated no carpet due to health and safety,
you must have adequate rubber mats for your area (at least 2).
3. If you are cooking with a Gas bottle, you will need to fill out:
Naked flame Permit (please request this via Event organizer: [email protected]
Your stand wall material will be changed to Octanorm rather than Corinthian. This is due to
Corinthian not been fire protected and hence creating a safety hazard. Please understand that this
means your walls will be white panels with a silver frame surrounding. Click here for an example.
You will need to organise a fire extinguisher to be located on your stand via the venue.
To avoid the above hassle, cook with an electric pan.
4. Notify Alyssa Pullar: [email protected] immediately if your cooking procedure results in smoke
being created & released. You will need to organise a fire warden to be located at your stand (through
the venue). 5. Apply for a Temporary Food Licence through City of Melbourne Council.
6. Once a temporary food premises has been registered, a Statement of Trade (SOT) must be lodged via
Streatrader. This takes approx. 5 days. https://streatrader.health.vic.gov.au
7. Check that your stall complies with this document: Food Stall Checklist.
Applications must be submitted before Friday 19th May 2017 to City of Melbourne Council, [email protected] & [email protected] .
FOOD & BEVERAGE SELLING
The Selling guidelines are below:
Selling for immediate consumption:
o Gain approval from Alyssa Pullar
o Depending on what you are doing on your stand, please fill out the appropriate form Food &
Beverage Sampling Permit Form via the MCEC website (click on hyperlinks on the portal.
o Selling for immediate consumption incurs a $100 per day/per exhibitor.
o Selling for immediate consumption is classified by (but not limited to) products that can be opened
and consumed onsite at the event (muesli bars, canned beverages, coffee, baked goods, cooked
pies, ready-made meals etc.), items that are packaged in single serves.
Selling for take home consumption:
o Selling for take home consumption is free.
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o Selling for take home consumption is classified by (but not limited to) products that require
additional preparation (raw meats, uncooked pasta, frozen meals etc.), items that are packaged
in bulk.
FOOD SAFETY GUIDELINES
Preparation, distribution, sampling and disposal of food and beverage products and by- products must comply
with the general standards of health, safety & sanitation.
General safety standards that must be adhered to are as follows:
General Equipment
a) Where eating, drinking and serving utensils and/or vessels are re-used, a double bowl sink will need to be
installed.
b) Hot Water at a temperature of 77 degrees Celsius is to be provided to one of the bowls.
c) All equipment is to be washed thoroughly and hygienically after use.
d) Extra cleaning charges may be imposed for the disposal and cleaning of wet waste, grease and oils
Personal Hygiene
a) Take every precaution to ensure hands do not touch the food by wearing disposable gloves and/or using
clean utensils.
b) Always use disinfectant soap and hot water.
c) Dry hands thoroughly using an air drier or disposable paper towel.
Hot Food Display and Temperature Control
a) Temperature must be over 60 degrees Celsius.
b) No cooking equipment including hot surfaces are to be left unattended when in use.
c) A Bain Marie must not be used for heating food.
d) Use an independent thermometer to ensure correct temperature.
e) Do not 'Top Up' display food.
f) Food must be rotated to ensure freshness.
Cold Display Units and/or Fridge
a) Temperature must be 1 degree Celsius to 4 degrees Celsius.
b) Drink storage must be separate.
c) Use an independent thermometer to ensure correct temperature.
Waste Disposal
a) Waste must be stored and/or disposed in properly sealed containers and/or bags.
b) No fats or oils may be poured into venue drainage system.
c) All items used in cooking with fats/oils must be disposable and washed off site.
Storage
a) Perishable food must be stored in refrigerated units
IMPORTANT:
Please refer to the ‘Temporary Food Premises Operator Guidelines’ and ‘Structural Guidelines’ document on the
Exhibitor Admin Portal for further information.
Beverage products are considered by the Melbourne City Council to be foodstuff when dealing in the context of
food handling and safety and the insurance of temporary food premise licensing. The MCEC has an expectation
that all exhibitors will contact the Melbourne City Council in advance of their event to determine the Food Safety
and Handling requirements for their beverage product(s). For further information and to obtain a registration
please contact the City of Melbourne on 03 9658 8831.
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FREIGHT & FORKLIFTING
Agility Fairs and Events has been appointed the official logistics provider for the Brisbane MindBodySpirit Festival.
Agility specialises in exhibition freight forwarding - both domestic and international. Agility provides a complete
service including monitoring of freight from your door step right through to your exhibition booth to make sure your
goods are handled in a professional manner and all formalities/deadlines are met. If you are using Agility, your
goods will automatically be delivered to your exhibition booth.
Agility Fairs & Events offers the following services:
All local, interstate and international transport services including delivery onto each exhibitors' stand at the
venue.
Storage of early consignments, packing materials during the exhibition and storage after the exhibition.
For international exhibitors, a comprehensive international freight forwarding service tailored to each
particular exhibitor’s requirements.
Prior to the show, Agility will make contact to discuss and determine your individual freight and logistics
requirements. In the meantime, for any queries please contact:
Dianne Stubbs
Event Logistics Specialist
Agility Fairs & Events
11 – 15 Gould St,
STRATHFIELD SOUTH NSW 2136
Tel: +61 2 8755 8806
Fax: +61 2 9642 6899
E-mail: [email protected]
As the show bumps in / out on very tight parameters and deliveries will not be accepted at the venue earlier, we
highly recommend using Agility as their service is door-to-stand and they work weekends and outside normal
business hours. Please refer to the Freight, Deliveries & Logistics - Important Checklist in the Online Exhibitor Portal to
assist you in making an informed decision.
To book freight forwarding services, you must complete the relevant form in the Online Exhibitor Portal by 20 May
or contact Dianne Stubbs directly.
FORKLIFTS:
Agility will be operating a forklift service during bump in and bump out to assist exhibitors requiring forklifts, pallet
jacks and flatbed trolleys. These are provided free of charge by the MindBodySpirit team as a service to exhibitors.
Please see the Agility staff at the loading dock for assistance.
Forklifts are operating during the following times only:
MOVE IN:
Thursday 8 June 11am – 7pm
Friday 9 June 8am – 9.30am
MOVE OUT:
Monday 12 June 7pm – 11:59pm
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FURNITURE, SHELVING & PLANT HIRE
An extensive range of furniture is available for hire from ExpoNet via the Online Exhibitor Portal. Furniture must be
arranged prior to move in to avoid late fees. A full furniture range can also be found online at
www.exponet.com.au. You may also bring your own furniture and fittings to the Festival.
GAS CYLINDERS
Gas cylinders Exhibitors requiring the use of gas cylinders must submit full details to their event organiser seven days
prior to their event. Each application will be assessed with the safety of the public as its prime prerequisite. Gas
cylinders delivered on-site may be refused if the delivery was made without prior approval or if the representative
of the exhibitor in attendance is not present to accept the cylinders. LPG cylinders shall not exceed 9kg in size with
a maximum of two per 3m x 3m stand. PB-EP-0020.
The installation and use of gas appliances and gas cylinders shall be undertaken in accordance with Australian
Standard AS/NZS 1596:2008 The Storage and Handling of LPG Gas AS 5601-2004-Gas Installations.
GAS CYLINDER STORAGE
Storage of LPG cylinders All LPG cylinders are to be removed from the exhibition area overnight and stored in the
gas cage in the Exhibition Centre’s loading dock. The exhibitor is responsible for moving the cylinders to and from
the gas cage.
INSURANCE
1. Goods Insurance
EEA does not have an insurance policy which covers exhibitors' goods. You are therefore advised to extend your
existing Property Insurance Policy to cover loss of stock and display equipment due to theft or damage.
2. Public Liability Insurance
As an exhibitor of the MindBodySpirit Festival, your stand contract includes Public Liability Insurance for the duration
of the Festival, covered through QBE Insurance.
Please Note: This cover protects you against Public Liability ONLY. It does not provide insurance for your products
or stock. If you require additional cover, this must be arranged by each individual exhibitor by contacting your
insurance broker.
INTERNET SERVICES
MCEC offers a range of business support, technology and communications options for your stand. Broadband
internet connections must be ordered online via the Online Exhibitor Portal. Please note that orders must be
placed by 2 June.
LOTTERY PERMITS
A trade promotion lottery is a lottery designed to promote a trade or business. This includes any scheme that gives
away prizes by any means that include an element of chance at any stage. Even if partially skills-based, the
scheme will still have to be conducted in accordance with the regulations.
From 20 June 2015, businesses, charities and community organisations no longer need to apply to the Victorian
Commission for Gambling and Liquor Regulation (VCGLR) for a permit to conduct a trade promotion lottery.
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While a permit is no longer required, all trade promotion lotteries conducted in Victoria must continue to comply
with the conditions provided for in the Gambling Regulation Act 2003 and Gambling Regulations 2015.
A full list of the conditions that currently apply to trade promotion lotteries can be found at the trade promotion
lotteries FAQs page.
NAKED FLAMES (I.E. GAS APPLIANCE, CANDLES ETC.)
Flames must be situated so that members of the public cannot come into contact with the flame, or any surface
which could burn the person or ignite their clothing.
Should you require approval to use a naked flame in MCEC please contact your event organiser to discuss further.
A fire extinguisher and/or a fire blanket shall be kept on the sand in an area accessible to the general
public.
The fire extinguisher must be properly signed.
Under no circumstances will the stand be left unattended while the flame is alight.
No flammable material shall be within one metre of the flame.
Flames shall be extinguished 15 minutes prior to the stand being vacated at the end of the day.
Flames will be situated so members of the public cannot come into contact with the flame or any surface
likely to burn the person or ignite their clothing.
Facilities used for cooking must have an automatic emergency cut-off switch.
Appropriate first aid equipment/items must be in place.
NON-SMOKING POLICY
All internal areas of the venue are non-smoking.
PARKING
See page 13 ‘Venue Map’ of this manual.
POWER TO STANDS To limit the risk of fire, all power to stands is turned off out of show hours (overnight). If you require power to your
stand overnight (eg refrigeration of goods) you must inform the Organiser by 20 May. Your power will be switched
off overnight unless you have advised otherwise.
PUBLIC ADDRESS (PA) SYSTEM
The public address system is for use by the Organiser for official announcements only. It is only available to
Exhibitors or Visitors in the case of genuine emergencies.
RIGGING
Only an MCEC approved Rigging Service Provider is permitted to provide rigging services within the venue. Clifton
Productions is our preferred Rigging supplier. Rigging can be arranged by completing a Rigging Booking form –
downloadable via the Online Exhibitor Portal.
RUBBISH REMOVAL
General Rubbish (paper / cardboard / plastic) placed in the aisles overnight, during Move In or during the Festival,
will be removed from the venue by cleaning staff.
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If you require additional cleaning services, please download and complete the Cleaning Services and Waste
Removal Order Form and Exhibitor Account Form from the Online Exhibitor Portal.
Excess rubbish or Hard Rubbish including parts of stands will not be cleared and is the responsibility of the exhibitor
to break down and dispose of. A minimum rubbish removal fee of $200 will be charged for anything left onsite. If
rubbish is left on your stand it will not be assumed that it is rubbish.
SELLING
It is advised that exhibitors selling items during the Festival issue a receipt to the buyer. The receipt should state the
exhibitor’s name, stand number and the value of the item/s purchased.
STORAGE
There will be very limited on-site storage facilities for packing materials and boxes. It is recommended that
exhibitors consider their storage needs (of packing crates and freight forwarding materials) for the duration of the
exhibition. Exhibitors may not leave boxes and packing material in the exhibition display area during the show.
Agility Fairs & Events can arrange off-site storage at a cost of $49.50 per m3 or part thereof. To discuss your needs
and to book, please contact:
Dianne Stubbs
Event Logistics Specialist
Agility Fairs & Events
11 – 15 Gould St,
STRATHFIELD SOUTH NSW 2136
Tel: +61 2 8755 8806
Fax: +61 2 9642 6899
E-mail: [email protected]
TRANSPORT OPTIONS TO THE FESTIVAL
The Melbourne MindBodySpirit Festival is located at the Melbourne Exhibition Centre, 2 Clarendon Street
Southbank.
By Trams
Trams stop outside the Melbourne Convention and Exhibition Centre. They run every 6 - 12 minutes during peak
times (Peak Hours: 7am – 9am and 4pm – 6pm) and every 10 - 12 minutes between 9am – 4pm.
No 112, 96, 109 travel along Clarendon Street from South Melbourne, Port Melbourne and St Kilda and service the
CBD via Collins and Bourke Street. No. 70 runs along Flinders Street stopping on the North side of the Melbourne
Convention Centre.
By Taxi
Taxis are located at the Melbourne Convention and Exhibition Centre, Crown Entertainment Complex and Flinders
Street Station.
By Train
Southern Cross Station is just a short stroll from the Melbourne Convention and Exhibition Centre. Dandenong
Frankston, Belgrave and Lilydale lines run every 15 minutes to Southern Cross and Flinders Street Stations. St Albans,
Williamstown Werribee, Upfield, Epping and Eltham lines run every 20 minutes to Southern Cross and Flinders Street
Stations.
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TELEPHONE & INTERNET
Visitors to the Melbourne Convention and Exhibition Centre will have access to free wireless internet (M Connect),
a first for any center in the country. For additional information please contact Exhibitor Services on 03 9235 8110.
VEHICLE ACCESS AND DISPLAYS
If an Exhibitor intends to have a vehicle as part of their stand display approval from the event organiser is required.
The Exhibitor follow the below guidelines:
A fire extinguisher must be located next to the vehicle
Vehicle keys must be left with a stand representative and contact details are to be given to the venue and
Organiser
Drip trays must be put under the body of the vehicle
VENUE SERVICES
For venue services such as café account card, technology, business services, communication, internet and stand
catering, please refer to the MCEC Services Kit on the Exhibitor Admin Portal.
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EXHIBITOR RISK AND SAFETY PLAN
2017
MELBOURNE
CONVENTION AND
EXHIBITION CENTRE
~
FRIDAY 9 JUNE
SATURDAY 10 JUNE
SUNDAY 11 JUNE
MONDAY 12 JUNE
1.0 General Overview
2.0 Safety Policy
3.0 Responsibilities
4.0 Exhibitor Special Conditions
5.0 Specific Work Practices
6.0 Insurances
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1.0 GENERAL OVERVIEW
Exhibitors are a valued member within the Exhibitions & Events Australia Event Management Program and
therefore we are committed to ensuring that our exhibitions are a safe environment for our exhibitors, their staff
and contractors throughout the move in - move out stages of the exhibition.
Exhibitions & Events Australia considers that accidents, injuries and incidents can be prevented through
appropriate management and planning and accordingly we have developed policies and procedures that aim
to protect the health and safety of all.
To ensure that risks at Exhibitions & Events Australia events are controlled it is a requirement for Exhibitors to read
the contents of the Exhibitor Risk and Safety Plan and induct their staff and contractors on the requirements prior to
commencement of the move in stage.
These guidelines are not intended to be exhaustive nor are they a substitute for or a replacement of exhibitors or
contractors own safety policies and procedures.
It is the responsibility of the exhibitor, contractor and/or agent to comply with the requirements of Occupational
Health and Safety Legislation, Health and Safety Regulations, other applicable rules and regulations and work
practices.
2.0 SAFETY POLICY
The Safety Policy at Exhibitions & Events Australia shall ensure a workplace that is safe and without risk to the health
and welfare of our employees, exhibition suppliers and to the people affected by our undertakings, including
visitors and exhibitors. The well-being of people employed at work, or people affected by our work, is of
paramount concern. Exhibitions & Events Australia will seek to undertake continuous improvement in safety
performance, taking into account staff needs and liabilities, and management business practices.
THE OBJECTIVES OF EXHIBITIONS & EVENTS AUSTRALIA’S SAFETY POLICY ARE TO:
Achieve an accident free workplace;
Comply with the requirements of Safety Acts, Regulations, Codes and relevant industry standards;
Make safety an integral part of every position;
Ensure safety is considered in all planning and work activities;
Involve employees in the decision making process through a continuous program of communication,
consultation and training;
Manage hazards in the workplace through the implementation of a risk management program; and
Provide effective injury management and return to work for all employees.
THE SUCCESS OF EXHIBITIONS & EVENTS AUSTRALIA’S SAFETY MANAGEMENT CAN BE MEASURED
THROUGH THE FOLLOWING PERFORMANCE INDICATORS:
Activities are planned and analysed with due consideration given to implementing appropriate safety
controls;
Open and honest communication occurs between management and employees and is recorded;
Regular workplace inspections are undertaken and any unsafe hazards are investigated and dealt with;
Contractors, suppliers, exhibitors and visitors are informed of the company’s safety requirements; and
Contractors, supplier, exhibitors and visitors undertake to report all incidents or hazards they become
aware of.
MANAGEMENT
Management will actively pursue the objectives of this policy through:
The development and maintenance of a comprehensive safety program that extends to our Events and
Exhibitions;
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Regularly reviewing the safety performance in consultation with employees, venues and suppliers;
Effective actions that provide and maintain a safe and healthy working environment for all employees,
suppliers, exhibitors and contractors.
EMPLOYEES/CONTRACTORS/VISITORS
Every employee is required to:
Comply with safe work practices and instructions;
Perform all duties in a manner that is without risk to themselves or to others;
Report work environments, procedures or practices they consider to be unsafe; and
Co-operate with management to ensure all legal obligations are met.
SUPPLIERS/EXHIBITORS
Each supplier/exhibitor is required to ensure that the intent and requirements of the Exhibitions & Events Australia
safety policy and risk and safety plan are effectively met and implemented in their areas of control, and to
support any subordinates and hold them accountable for their specific responsibilities, including sub-contractors.
3.0 RESPONSIBILITIES
EXHIBITORS ARE REQUIRED TO:
Ensure that persons in their employment and others that may be affected by their actions and omissions
are not at risk to their health and safety;
Ensure that relevant risk assessments have been carried out in relation to your own stand/area during
move-in and move-out;
Co-operate/co-ordinate with the Exhibitions & Events Australia’s Event Manager and contractors on-site to
ensure risks are controlled, eliminated and/or isolated;
Ensure that workman/contractors are both competent and follow safe systems of work.
Seek advice where necessary from the on-site health and safety official. This will enable you to comply with
the relevant statutory provisions.
EXHIBITORS / CONTRACTORS ARE TO ENSURE:
Work is to be carried out by a licensed trade’s person as appropriate.
Risk assessments and work method statements are prepared detailing safe methods of work are
completed.
That risk assessments and method statements are produced in pre-show meetings.
Compliance with Safety Legislation, during move-in and move-out and comply with all legal requirements
that are relevant to their operation.
The competence of employees and sub-contractors to carry out the designated work.
EXHIBITORS’ STAND DESIGNERS:
Must be competent and have the necessary skills, knowledge and experience pertaining to stand design
backed up by the relevant qualifications.
Ensure that erection and maintenance of the design, has the ability to be carried out safely and in
accordance with the relevant legislations by the contractors in the time available.
4.0 EXHIBITOR SPECIAL CONDITIONS
Strictly no children or animals in the halls during move-in and move-out;
Wearing a safety vest and enclosed shoes is compulsory;
Ensure your people including contractors wear them during the move-in and move-out
Zero tolerance alcohol during move-in and move-out
Report unsafe work practices to the Event Coordinator
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ON-SITE SAFETY RULES
No children under 16 years of age are allowed on the premises (either the Hall or Dock areas) during move-
in or move-out.
It is compulsory that all contractors, exhibitors and their staff wear safety vests and enclosed shoes during
move-in & move-out.
No alcohol to be consumed during move-in or move-out.
A person must be appointed who is responsible for health and safety matters on the stand during move-in,
move-out and during the duration of the show.
Keep clear aisle ways, as indicated on the floor plans, at all times.
During the move-in and move-out periods, your staff and sub-contractors should be constantly reminded
of the need for vigilance regarding the health and safety of themselves and those working in their vicinity.
Any violations or concerns regarding any of the above points should be reported to our on-site Safety
Officer or to the Exhibitions & Events Australia office located on-site.
Portable electric tools must be used with the minimum length of trailing leads and such equipment should
not be left unattended with a live power supply to it.
Electrical cables must not cross aisle ways and fire exits. All portable electrical equipment should have a
current inspection tag attached, and when in use, should be connected to a Residual Current Device.
Before starting work overhead, the area directly beneath the workplace is to be cleared and cordoned off
with signage displayed to indicate overhead work is in progress. No work is to be carried out above any
person.
Exhibitors should wear suitable protective clothing relevant to their job, which includes, but not limited to,
eye, hearing, foot, head and hand protection.
Work areas should be maintained free from general waste and packaging materials, which could be
hazardous to exhibitors.
All parking restrictions and speed limits must be adhered to.
Fire exits and emergency equipment must not be obstructed.
You must ensure that portable power equipment is used for the purposes for which they were designed
and that re-wired units comply with regulations before they are installed on site.
Exhibitors are responsible for the safe use and storage of flammable liquids and substances and
segregation from waste and other risk areas.
Proper scaffolding must be used during the construction of any building within the halls, safety features of
the scaffolding is provided as per laid down standards, and that any tower scaffold in use is properly
stabilised and propped.
5.0 SPECIFIC WORK PRACTICES
AISLES AND AISLE CLEARWAYS:
Aisles are public walkways and must not be used to display goods or to approach visitors.
When conducting product demonstrations on your stand, you must place your demonstration counter at
least one meter back from the front of your stand, to avoid crowds obstructing aisles;
Exits and emergency equipment must not be obstructed;
Aisle ways and fire exits should be clear of general waste and packaging materials, this includes the period
during move-in and move-out.
FIRE RISK:
The use of readily flammable material in stand construction, e.g. crepe paper, corrugated cardboard,
straw, hay bales, untreated hessian, polystyrene or PVC sheet (except on floors as a protective membrane)
is prohibited unless you have venue approval.
Where sawdust, tan bark or wood chips (of reasonable size) is used to decorate floors, a protective
membrane must be laid first and the chips kept slightly moist at all times.
STAND CONSTRUCTION AND DESIGN:
Proper scaffolding must be used during the construction of any building within the venue hall.
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Please ensure that all safety features of the scaffolding are adhered to as per applicable regulations, and
that any tower scaffold in use is properly stabilised and propped;
Materials used for stand construction or display purposes must conform to the Building Code of Australia
and be:
- Of non-combustible material;
- Of inherently non-flammable materials;
- Use flame-proofed fabric – (documented evidence of such must be provided);
Where your stand has a ‘ceiling’ or ‘canopy’:
- The material used must be flame-proof (documented proof of such must be provided);
- You must have a current/valid fire extinguisher and smoke detector on your stand;
The Venue requires that stands are open for visual inspection at all times. No stands are to be enclosed by
any fabric or material at any time.
LIGHTING ON YOUR STAND:
Lighting must be industry-approved: HPM Series 600, 500W are available from all leading lighting and
hardware suppliers.
All lighting must be at least 2.2m above floor level or protected in an approved way to prevent accidental
burning.
High-powered lights must be 1 meter away from flammable materials;
Lighting and/or lighting equipment intended to be connected to the mains supply must be tested and
tagged.
Exhibitions & Events Australia electrical contractors may check lighting and/or lighting equipment on site for
compliance. Exhibitors will be required to disconnect lighting and/or lighting equipment that is found to be
unsafe or that is not tested or tagged.
All lighting and/or lighting equipment must have appropriate certification of Approval (i.e. meet Australian
Standards);
All lighting and/or lighting equipment must be switched off and disconnected from the mains supply prior
to leaving each night.
All personnel working at the stand must be informed of the requirements for lighting and lighting
equipment.
ELECTRICAL EQUIPMENT AND ELECTRICAL CABLES:
The use of double adaptors is prohibited – please use power boards.
All cables should be routed away from pedestrian traffic, and taped down to minimise a tripping hazard.
All electrical equipment intended to be connected to mains supply must be tested and tagged.
Exhibitions & Events Australia electrical contractors may check electrical equipment on site for
compliance. Exhibitors will be required to disconnect electrical equipment found to be unsafe or that is not
tested or tagged.
Electrical equipment includes power boards, light fittings, computers, appliances, etc.
All personnel working at the stand must be informed of the requirements for electrical equipment.
STAND CERTIFICATION / STRUCTURAL INTEGRITY
Certification is required for stands:
- of two storeys or more - where the second or subsequent storey will be occupied; and/or
- where the stand has a roof area greater than 18sqm & more than 3m in width;
- where fire protection requirements are needed, a smoke detector and dry powder-type fire
extinguisher;
The onus is on the builder of a stand to prove that the stand is structurally sound, safe for occupancy, and
complies with the building code.
Detailed plans of the stand, certified by an Engineer, must be lodged with the venue 30 days prior to the
opening of the show.
The completed stand must be inspected and certified by the exhibitors qualified Engineer.
NAKED FLAMES (I.E. CANDLES, INCENSE, OIL BURNERS, GAS APPLIANCES, ETC):
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A safety barrier is required in front of every lit gas heater;
A vigilant stand attendant must be present on the stand at all times;
A current/valid fire extinguisher, clearly visible and accessible to visitors, must be kept on your stand; (In
addition, consider having a fire blanket on hand);
Please ensure that flames are situated so that members of the public cannot come into direct contact with
the flame or any surface which may result in burns or cause clothing to ignite;
No flammable material shall be within one meter of the flame;
Flames must be extinguished 15 minutes prior to the stand being vacated at the end of each day;
Proposals for the use of naked flames on stands must be submitted to the venue 30 days prior to the
exhibition.
All personnel working at the stand must be informed of the requirements for naked flames.
LP GAS BOTTLES:
Where exhibitors intend to use or store LPG or other flammable gas bottles on site, the organisers and the
venue must be advised prior to the show.
Exhibitors shall be limited to two (2) 9kg cylinders per exhibitor regardless of stand size.
LPG fuelled appliances must be installed and tested for leaks by a licensed gas fitter before they are used;
Gas cylinders, exposed gas pipes and all connections to the cylinder must be protected from damage at
all times;
Gas cylinder must be protected by a fire-proof covering at all times (fire blanket);
Fire extinguisher, (dry chemical) must be clearly visible at all times.
Gas bottles are stored in cages outside the Venue when not in use.
All personnel working at the stand must be informed of the requirements for the use and storage of gas
bottles.
HEAT-GENERATING DISPLAYS (I.E. STEAM IRONS, ETC):
You must ensure that heat-generating appliances are operated without risk to visitor health and safety e.g.
consider using a barrier around your appliance, either within a roped-off area or operate behind a Perspex
shield;
When demonstrating heat-generating equipment, your display should not be on the perimeter of the
stand. Rather it should be set back 1 meter within your stand area adjacent to the aisle e.g. when
demonstrating an ironing board, place the board at right-angles to the aisle so the public can’t brush past
the hot iron and burn themselves;
EEA’s Health & Safety Officer will visit your stand to satisfy themselves that your exhibit complies with basic
OH&S principles. You may be asked to provide safety barriers for your display. If you do not have any
available, you may be required to hire them on-site.
All personnel working at the stand must be informed of the requirements for the use operation of heat
generating equipment.
RAISED FLOORS GREATER THAN 32MM HIGH:
Flooring that is between 32mm and 115mm high must have a bevelled edge to prevent a ‘tripping’ hazard.
This bevelled edge is to be incorporated within the stand space and not encroach into the aisle way.
The ‘bevelled edge’ must not exceed 30 degrees, or a grading of 1:1:4. In addition, you should consider
signage, i.e., Mind The Step, or different coloured edging for more visibility.
All flooring that exceeds 115mm in height is deemed to be a step and must provide suitable disabled
access via a suitable ramp if it is to be occupied by the general public.
COOKING DEMONSTRATIONS:
Demonstrators are required to have a current/valid fire extinguisher and fire blanket, clearly visible, on the
exhibition stand;
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Where cooking equipment/flames/heat is within reach of visitors you must ensure that this equipment is
operated without risk to visitor health and safety (e.g. consider roping off or using a Perspex shield around
your appliance);
Cooking equipment must not be operated within 1 meter of flammable materials;
Flames must be extinguished 15 minutes prior to the stand being vacated at the end of each day; Refer to
Naked Flames section above.
FOOD HANDLING AND FOOD HYGIENE
Food handling and food-service regulations are a complex area and are not covered in detail here due to the
differing requirements of the various local Councils. It is the responsibility of the exhibitor, contractor or agent to
ensure that food handling and food hygiene procedures comply with local council rules and regulations. Further
information is available from http://www.foodstandards.gov.au
Hand washing facilities must be provided for the exclusive use of food-handlers.
Utensil washing facilities – a hot water urn or other heating device for hot water, towels and detergents
must be provided.
Please ensure that the manufacturers food storage requirements are satisfied i.e. industry standards
suggest:
- 5 degrees C is appropriate for food requiring refrigeration.
- Frozen food must be kept frozen below –15 degrees C.
- Hot food must be kept at a temperature of at least 60 degrees C.
Ensure adequate storage is provided for food scraps;
All surfaces are washable and free of cracks and crevices;
Provide disposable containers for samples of food offered to visitors;
All food-handling personnel must be adequately trained in accordance with food legislation and informed
of food hygiene requirements.
Any Exhibitor wishing to cook on their stand can only do so with prior approval of the venue.
MOTOR VEHICLES ON DISPLAY:
Fire extinguishers (dry powder) must be mounted in a prominent position.
Where flammable liquid-powered motor vehicles are on display, the fuel tank is to contain more than 80%
OR less than 5% of the tank capacity;
Please disconnect the battery prior to the show opening.
Please provide a protective floor tray.
Ensure that the motor vehicle fuel filler cap is sealed or secured to prevent the unauthorised removal of the
fuel cap;
Fuel must not be decanted or vehicles filled on the loading dock or in or around the Venue Halls;
LPG-powered motor vehicles must have their systems fitted in accordance with AS1425-1989 LPG Gas Fuel
Systems for Vehicle Engines.
The LPG fuel tank must be isolated from the engine mechanically by closing the ‘Service Tap’ on the fitted
fuel tank.
The LPG motor vehicle’s engine is to be run until all fuel in the fuel line and converter is exhausted.
Vehicles in the exhibition must not be started and run without the prior permission of the Venue.
Ignition keys must be secured and strictly controlled by the exhibitor during the exhibition.
OTHER:
Standing on chairs, tables and other rental furniture is prohibited. Use purpose-designed equipment such
as ladders and steps etc. EEA cannot be held responsible for injuries, falls or damage caused by the
improper use of this equipment.
Please look out and listen for forklifts;
Please be aware of overhead works;
Please do not obstruct any plant machinery;
Please keep the loading dock doors clear at all times;
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Please maintain clear aisles at all times, keeping product on your stand, and removing packaging and
vehicles as soon as is practicable;
It is compulsory that ALL contractors, exhibitors and their staff wear safety vests and enclosed shoes during
move-in & move-out.
NO CHILDREN are allowed in the hall during Move-in and Move-out. For the purpose of OH&S, children are
under 16 years of age;
Do not smoke in Exhibition Halls.
NO ALCOHOL to be consumed during move-in and move-out.
EMERGENCY PROCEDURES
In the event of a partial or complete evacuation of the exhibition halls, exhibitors, staff, contractors and
agents are requested to muster in the areas as directed by the venue security staff.
The venue public address system will be used to convey evacuation and ‘all-clear’ instructions.
Exhibitors are asked to be constantly aware of unidentified packages, cases or bags left on stands. In any
case of doubt the article should not be touched, but security informed, via the Organiser’s Office.
DEPARTMENT OF HEALTH
Contact local council/Dept of Health offices for up-to-date and fully comprehensive guidelines/regulations
on the following topics:
- Food Handling demonstrations;
- Personal grooming exhibits i.e., body piercing, make-up application, etc;
- Pool/spa water hygiene.
WORKING AT HEIGHTS
A fall from almost any height can result in injury. Exhibitors are required to conduct a risk assessment on the
proposed task, and to put in place control measures to prevent injuries caused by falling from heights.
Please note the following:
- The task to be performed must be reviewed to ensure suitable access equipment is used.
- For all tasks involving works from heights, preference should be given to the use of scissor lifts,
scaffolding or elevated work platforms.
- Wherever possible ladders should only be used as a means of access or egress.
- Only use ladders for light work of short duration if there is no safer alternative.
- Angle and secure the ladder to prevent slipping (1 out for 4 up).
- Always make sure ladders are properly maintained.
- Do not climb past the third top rung.
- Never over-reach.
- Elevated work platforms are available for hire for working at heights. Contact AV partners for details.
6.0 INSURANCE
Exhibitors please note:
Neither EEA, the venue or any staff, employees, agents or other representatives of EEA or the venue shall
be held accountable or liable for any damage, loss (including consequential loss), harm or injury to the
supplier, employees, agents or other representatives of the supplier (howsoever caused) or for goods sent
to the venue before or remaining after the exhibition, or whilst in transit to or from, or during the exhibition.
Exhibitors should consult their own insurance companies and/or broker for proper coverage of their exhibits
and display area.
As an exhibitor of the MindBodySpirit Festival, your stand contract includes Public Liability Insurance for the
duration of the Festival, covered through QBE Insurance.
Please Note: This cover protects you against Public Liability ONLY. It does not provide insurance for your
products or stock. If you require additional cover, this must be arranged by each individual exhibitor by
contacting your insurance broker.
