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Operations Manual

Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012

2

Welcome 6

Contact 8

Accessibility 9

Purpose of this Manual 10

Definitions 10

Bookings and Licensing 12

Fees and Charges 12

Damage 13

Insurance 14

Liability 14

Responsible Service of Alcohol 14

MCEC Additional Services 15

MCEC Directory 16

Your Event at the Melbourne Convention and Exhibition Centre 20

Your Licence Agreement 20

Your Event Details 20

Safety within the MCEC 21

Daily Operating Sheets 22

Finalisation of Accounts 22

Melbourne Exhibition Centre (MEC) 24

Exhibition Bays 24

Services 26

Access 27

Load Limits 28

Suspending 28

Event Floor Plans 29

Exhibition Stand Construction and Design 29

Fire Safety 30

Event Move In and Move Out 30

Accessing Services 30

Lighting 31

Food and Wine 31

Food and Wine Sampling 31

Cleaning 32

Contents


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Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual

3

Meeting Rooms at the MEC 34

Level 2 Clarendon Rooms 35

Level 5 Clarendon Rooms 35

Concourse Foyer 36

Melbourne Convention Centre 39

Loading Dock 39

Move In and Move Out 40

Truck and Vehicle Lifts 40

Technology Services 40

Technical Specifications 41

MCEC Wireless 42

Event Signage 43

Accessing Services 43

Food and Wine 43

Cleaning 43

Meeting Rooms at the MCC 45

Melbourne Room 46

Meeting Room Dimensions and Capacities 48

Foyers 50

Event Registration 51

The Plenary 53

Capacities 55

Operable Walls 56

Blinds 56

Access 56

Stages 57

Audio-Visual 58

Contractors 60

Sound and Lighting Operators 60

Signage 60

Ticketing 60

Ushers 60

Event Operations 62

Event Planning 62

Catering Services 65

Terms of Security 66

Occupation Health and Safety and Egress 69

Event Safety Plans 69

Risk Assessment 69

Event Sign-Off 70

Exhibition Manuals 70

Outdoor Areas 70

Ticketing 71

Melbourne Exhibition Centre Signage 73

Melbourne Convention Centre Signage 75

Car Parking 76

Loading Docks 76

Plant and Equipment 78

Cleaning 78

Waste Removal 79

Exhibition and Stand Guidelines 82

Floor Plans 82

Concourse Display Builds 82

Entry Features 82

Stand Design and Layout 83

Raised Floors 84

Working from Heights 86

Exhibits Requiring Written Approval 88

Motor Vehicles 88

Exhibition Inspection 90

Exhibition and Stand Approval 90

Exhibition Certification 91

Exit Signs 91

General Safety Requirements 92

Smoke Detectors 93

Dangerous Goods 93

Welcome to the Melbourne Convention and Exhibition Centre (MCEC)


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WelcomeWelcome to the Melbourne Convention and Exhibition Centre (MCEC), one of the world’s most outstanding convention, exhibition and events venues.

The MCEC’s facilities have been created to provide the perfect venue for events of every size and type. Our role is to work with you to use these facilities to achieve the best possible outcome for your event.

This manual provides you with important information that you will require to plan and manage your event. It contains key details about the MCEC and the facilities and services available to you.

For more detailed information about any area of the centre or our operations, please contact your Event Planner or call us on +61 3 9235 8000.

The MCEC reserves the right to alter the provisions stated in this manual due to any relevant acts, regulations, Australian Standards being amended or building permits issued under relevant legislation of building notices or infringement notices served on or within the building. Definitions of terms used in this manual can be found on the final page of the document.

Melbourne Convention and Exhibition CentreThe MCEC is Australia’s largest and most versatile convention and exhibition centre.

The Exhibition Centre opened in 1996 and in 2009 the Convention Centre, hotel and commercial precinct were completed. The MCEC is located in the heart of Melbourne on the banks of the Yarra River, close to the central business district, shopping and restaurants, adjacent to the Crown Entertainment Complex.

WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)


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MCEC Location within Melbourne Including Public Transport

TransportTrams: run along Spencer, Clarendon and Flinders Streets.

Trains: Southern Cross Station is a seven minute walk from the MCEC.

Taxi ranks are located outside all major hotels within the CBD, Southern Cross Station, Crown Casino Complex and Hilton Hotel South Wharf.

Coach pick-up and drop-off bays are located at the front entrance of each building. These bays are for drop off and pick-up only, coach parking is not permitted. Please discuss your requirements with your Event Planner.

Contact

Melbourne Convention and Exhibition Centre GPO Box 777 Melbourne 3001Tel: +61 3 9235 8000 Fax: +61 3 9235 8001

Melbourne Convention Centre 1 Convention Centre Place, South Wharf 3006

Melbourne Exhibition Centre 2 Clarendon Street, South Wharf 3006

MCEC venue within immediate location

Restaurant precinct opening August 2011

Etihad

Stadium

Bourke

Street

Collins

Street

HiltonMelbourne

SouthWharf

EXHI

BITI

ON C

ENTR

E

Melbourne CBD

Southern Cross Station

South Wharf Promenade

North Wharf

Yarra River

DFO

Offices

HomemakerHub

Orrs

Wal

k

Wrig

ht W

alk

Rona Walk

Mon

tagu

e St

reet

Orrs Dock

Norm

anby

Roa

d

Flinder

s Stre

et

Siddele

y Stre

et

Seafarers Bridge

World TradeCentre

Car ParkEntrance

Exhibition CentreLoading Dock

Convention CentreLoading Dock

Convention Centre Place

Wurund

jeri W

ay

Spencer Street

Clarendon Street

CONVENTION CENTRE

The Plenary

LOAD

ING

DOCK

Exit

Entry

South Melbourne

Docklands

N

Docklands

Central

Business

District

Southern

Cross Station

Car ParkEntranceFreeway Car Park

South WharfRetail Car Park

Car Park

Dukes Walk

Dukes Walk

Montague Street

Lorimer Street

96

109

112

48

Car ParkEntrance

Car ParkEntrance

Car ParkEntrance

Munro

Freeway Ramp

Freeway Ramp

Normanby Road

Polly Woodside Maritime Precinct

5

6

7 8 9

10

10

9

8

7

6

5

4

3

2

1

Stre

et

Entry

Entry

EntryEntry

ATM

ATM

ATM

Link

1 2

3

70

ATM

96

3

ATM

Berthing Dock

Bike Racks

Bike Share Station

Business Centre

Cafe

Cloak Room

Customer Service

Disabled Access

Door Numbers

Lift

Parents Room

Parking

Polly Woodside

Prayer Room

Public Access

Security

Stairway

Taxi Rank

Ticket Office

Tramline

Tram Number

MCEC Venue Map

www.visitmelbourne.com (Melbourne Visitor Information) www.metlink.com.au (Public Transport Information)

WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)

N

St Kilda Road


City Road

Normanby

Road

Clarendon Street

Kings Way

Brunton Avenue

Bourke Street

Harbour Esplanade

Collins Street

TelstraDome

Flinders Street

Station

Federation

Square

Crown

Comple

x

CENTRAL BUSINESSDISTRICT

Spencer Streeet

Flinders Street

Collins Street

Bourke Street

ARTSPRECINCT

SPORTSPRECINCT

Westgate Freeway

Wurundjeri W

ay

Montague Street

Crown

Complex

HiltonHotel

Retail

Retail

OfficeTowerConvention Centre Place Exhibition

Centre

ConventionCentre

Footbridge

YARRA RIVER

112

109

96

96

109112

4870

4870

75

Wurundjeri Way

DOCKLANDS

WorldTradeCentre

Clarendon Street

WESTGATE FREEWAY

FLINDERS

STREET STATION

Melbourne Convention Centre1 Convention Centre Place, South Wharf 3006

Melbourne Exhibition Centre2 Clarendon Street, South Wharf 3006

96

South Wharf Precinct


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If a guest requests a wheelchair on-site without pre-booking, MCEC will require the name of the borrower, a contact telephone number and one form of ID.

When a guest returns a wheelchair to MEC Customer Service or MCC Concierge, the wheelchair will be checked to ensure it is still in good working order. Guests are advised that MCEC wheelchairs must not be used outside of the complex.

MCC Concierge: +61 3 9235 8310

MEC Customer Service: +61 3 9235 8302

Purpose of this Manual This Operations Manual is designed to assist organisers to plan their events within Australia’s largest and most flexible convention and exhibition centre.

This manual contains operating procedures as well as technical details of the Melbourne Exhibition and Convention Centre buildings and precinct.

It is the responsibility of the Licensee to ensure that the requirements set out in the manual are observed and performed by themselves, all exhibitors, contractors, sub-contractors, associates and their agents.

Updates to Information Contained in this ManualThe information contained in this manual is current; it will be necessary to issue updates and/or changes to information contained in this manual from time to time. A record of the distribution of this manual has been maintained, so that changes to the information can be forwarded to all people holding a copy of this document.

Alterations to this ManualThe MCEC reserves the right to alter the provision stated in this manual due to any relevant Acts, Regulations, Australian Standards being amended or building permits issued under relevant legislation of building notices or infringement notices served on or within the building.

Definitions

Bay‘Bay’ is an MEC-specific term and refers to any one of 20 floor areas (and the air space above the same up to the ceiling of the MEC) between the notional parallel lines that any two ceiling trusses would make on the floor of the MEC below the trusses and between the north and south walls of the Exhibition Hall.

ContractorIs a company or person who provides a service or equipment to be used in connection with any event held at the MCEC.

EgressRefers to an exit or way out; the process of exiting or leaving.

EngineerSuitably qualified engineers appointed by either the Organiser, Exhibitor or Contractor who are qualified building practitioners in the state of Victoria and are registered with the Building Control Commission.

Exit signsElectrically powered illuminated exit sign (with the necessary battery reserve power supply) complying with Australian standards. The sign will have a supplementary white arrow if required.

Photoluminescent exit signs are only permitted if they comply with the Hendry Group report specifically addressing the MCEC requirements.

Event‘Event’ refers to any activity such as an exhibition, convention, performance or function for which the Centre or any part of it is used by the Licensee.

Melbourne Convention and Exhibition TrustThe Licensor of the MCEC is the Melbourne Convention and Exhibition Trust (MCET), which was established under the Melbourne Convention and Exhibition Trust Act 1996.

Melbourne Convention and Exhibition Centre – Postal AddressGPO Box 777 Melbourne 3001

Loading Dock Addresses – for deliveriesMelbourne Exhibition Centre Loading Dock – South Wharf, Victoria 3006, Australia. Enter off Normanby Road to the open air loading dock located along the back of the Exhibition Centre.

Melbourne Convention Centre Loading Dock – South Wharf, Victoria 3006, Australia.Enter off Normanby Road, proceed down the ramp to the loading dock located underneath the Convention Centre.

AccessibilityThrough its Accessibility Action Plan, the Melbourne Convention and Exhibition Trust (MCET) works proactively to ensure that the MCEC provides an environment for visitors, contractors and staff that is inclusive and addresses the needs of all users of our venue.

Parking is available for people with disabilities in the Melbourne Exhibition Centre car park. Accessibility parking locations are near entry doors 1, 6 and 10, which have lift access to the concourse and exhibition area on Level 1. To access Level 2 or Level 5 a separate elevator is located behind the customer service desk. Accessibility parking is also available in the South Wharf car park.

Easy access to trams and taxis is via a ramp outside the main Clarendon Street entrance.

Accessibility toilets are situated in the MEC behind the customer service desk, along the concourse and also on Level 2 next to the organiser’s suites. Inside the exhibition area, toilets are located on either side of the kiosks.

A telephone providing ease of use for visitors in wheelchairs is located with our other public telephones on the MEC concourse. A TTV telephone suitable for hearing-impaired people can be found adjacent to the ATMs on the MEC concourse.

Accessibility access to the Convention Centre is via the four main entrances. To access all levels of the Convention Centre, lifts are located within the main foyer.

Accessibility toilets are also available on each level of the Convention Centre. An ambulant toilet is available in all toilets situated within the Convention Centre.

Hearing AssistanceThe Melbourne Convention Centre rooms, excluding cantilever rooms, are equipped with a radio transmission style hearing assistance system. Rooms fitted with hearing assistance have an assigned radio channel with programmable receivers. The receiver can be fitted with two types of transducers:

•standardheadphone;and

•lanyard-styleinductionloopthatworkswithhearingaidsfittedwithaswitch.

These receivers can be collected from the concierge desk located at the MCC Porte Cochère entrance.

Please contact your Technology Services Co-ordinator prior to your event, to discuss your specific hearing assistance requirements. This will enable the units to be pre-programmed prior to your guests arriving on-site.

The Provision of MCEC Wheelchairs to the PublicA limited number of wheelchairs are available for loan to guests on-site during events. This service is provided by the MCEC free of charge.

Guests can pre-book a wheelchair by contacting either MCC Concierge or MEC Customer Service on the contact numbers below. We will require the following information:

•dateofthebooking,i.e.today’sdate;

•dateandtimethewheelchairisrequired;and

•nameoftheborrowerandcontacttelephonenumber.



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Definitions (cont.)

Event PlannerMCEC staff member assigned to an event to co-ordinate all client requirements for the event, once the event has been confirmed.

ExhibitorShall include any company or person who enters into an agreement with the Organiser to occupy space in an event. This term also means and includes servants, agents and employees of the Exhibitor.

Exhibitor Manual‘Exhibitor Manual’ refers to the manual or handbook issued by the Licensee advising and/or instructing an exhibitor as to the conduct of a particular event which is under the Licensee’s management.

Licence Agreement‘Licence Agreement’ is the agreement made between the Melbourne Convention and Exhibition Trust of Convention Centre Place, South Wharf and the Licensee.

Licensee‘Licensee’ refers to the client as nominated in the Licence Agreement.

Licensor‘Licensor’ refers to the management and staff of the Melbourne Convention and Exhibition Trust.

MCCMelbourne Convention Centre.

MCECMelbourne Convention and Exhibition Centre.

MCETMelbourne Convention and Exhibition Trust, the organisation that manages the operations of the MCEC.

MECMelbourne Exhibition Centre.

OrganiserIs a company or person who enters into a Licence Agreement with the MCEC with the intent of hiring part of the MCEC for the purpose of holding an event. This term also means and includes servants, agents and employees of the Licensee.

StandMeans any structure, vehicle, mobile unit, trailer, caravan, construction, tank, float, boat or the like, that can be transported to or built in or on property known as the Exhibition.

Stand BuilderIs a company or person who erects or provides any stand or equipment to be used in connection with events at the MCEC. This term includes designers of stands and any servants, agents and employees of the stand builder.

Bookings and LicensingThe Sales and Marketing Department liaise with the client through the initial period of enquiries, tentative bookings, confirmation of bookings and event licensing. The department is also responsible for the co-ordination of marketing and communication activities.

Space and date requests for an event must be in writing and will be recorded as a ‘hold booking’ until discontinued in writing or until a Licence Agreement is formalised. Such a booking notation is not a contractual commitment.

Hold bookings can be made for any type of event. A request for a hold booking for an exhibition event should be accompanied by a statement indicating the product group or groups to be exhibited, the target audience and the proposed event title – the hold booking is made subject to approval of the proposed title. The Licensor has a clear brief to ensure that it and the public is not misled or confused by ambiguous naming and promotion which could cause conflict with the policies of the Licensor.

When arrangements are finalised and the event and supporting documentation confirmed, the Sales and Marketing Department will proceed with the formal licensing of the event, which involves the signing of the Licence Agreement and payment of the first deposit.

In the Melbourne Exhibition Centre, the Clarendon Auditorium and meeting rooms will be hired as a first priority to Licensees occupying the Exhibition Hall. Licensees shall notify the Licensor of their requirements for meeting room space no less than six months prior to the commencement of the Licence term after which time the Licensor reserves the right to schedule other uses for the Clarendon Auditorium and such meeting rooms.

Licence Period and Access

Melbourne Convention CentreFor functions and conventions, access to the licensed area during the Licence term commences at 0700, dependant on your booking. Please refer to your Licence Agreement.

The Licensor must approve arrival and departure times between 2400 and 0700 of any associates, agents, contractors, sub-contractors, etc. of the Licensee so that entry to the Centre may be facilitated. Access to the Centre between 2400 and 0700 may incur additional costs.

Melbourne Exhibition CentreFor exhibitions, access to the licensed area during the Licence term commences at 0001 on the first day and thereafter 24 hours a day until 2100 on the final day of the Licence term.

The Licensor must approve arrival and departure times between 2400 and 0700 of any associates, agents, contractors, sub-contractors, etc. of the Licensee so that entry to the Centre may be facilitated.

All arrangements for exhibitor and contractor access to the licensed area during the Licence term shall be made by the Licensee, via a schedule submitted to the Licensor.

Extension of Licence PeriodThe Licensee shall be responsible to pay any charges levied by the Licensor to extend the Licence term. Any additional services required if the licensed areas are not clear of all materials brought into the venue by the end of the Licence term shall be on-charged to the Licensee.

Fees and Charges

Licence FeeThe Licence fee for the Melbourne Convention and Exhibition Centre covers space rental, which includes air-conditioning, cleaning in public areas and security to the perimeter of the buildings. The total event charge may include catering, provision of audio-visual services and other services. The terms of payment are variable, depending on the nature of the event.

Cancellation ChargesFor licensed events, cancellation, postponement or significant reduction in catering may draw charges.



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Additional Charges (MCEC non-bay rental events)The Licensee should be aware of additional charges that may apply in addition to the Licence fee.

These charges may include:

• anycostconnectedwiththeinstallation,operationanduseoftelecommunicationorlikefacilities;

• chargesforearlyorlateaccesstothevenue;

• cleaningcostsforpre-cleanandpost-clean(MCConly);

• loadingdockequipmenthirecharges;

• thecostsofrectifyinganydamage(fairwearandtearexcepted)totheCentreortoplantandequipmenttherein;and

• anyothercost,fee,chargeorexpensewhichreasonablyrelatestothedirectorindirectuseofthelicensedarea by the Licensee.

Service Charge for Services (MEC bay rental only)For MEC bay rental, a service charge is payable at the same time as the final instalment of the Licence fee for the purpose of meeting expenses connected with the use and occupation of the licensed area.

These expenses shall include, but not be limited to:

• thecostofpowerdrawnfrompitsandbaylightingduringtheLicencetermascalculatedbytheLicensor(air-conditioning is incorporated in the bay rental);

• anycostconnectedwiththeinstallation,operationanduseoftelecommunicationorlikefacilities;

• exhibitorcarparkingandcarparkcardissuingandassociatedcharges;

• expensesassociatedwithcleaningthelicensedareaattheendofthemoveoutperiod;

• anyinsurancepremiumorincreasedpremiumoranysurchargeincurred;

• FireDepartmentcharges;

• thecostsofrectifyinganydamage(fairwearandtearexcepted)totheCentreortoplantandequipmenttherein;

• allotherexpensesandoutgoingsreasonablyincurredincludinglegalcostsandstampduty;

•costs,feesorexpensesrelatingtoorassociatedwiththemanagementandoperationofticketingforadmissionorregistration of visitors to the licensed areas; and

•anyothercost,fee,chargeorexpensewhichreasonablyrelatestothedirectorindirectuseofthelicensedareabytheLicensee.

Within 14 days of the Licence term the Licensor will deliver to the Licensee a statement of all such expenses incurred with a cheque for the balance of the service charge not used to meet those expenses. If the service charge is insufficient to meet the expenses so incurred, an account for the balance will be delivered with the statement to the Licensee and this account shall be paid by the Licensee within 14 days of receipt.

DamageAll damage to the licensed area will be charged to the Licensee whether or not the responsible party is known.

For MEC bay rental events, the Licensor and the Licensee will schedule an inspection of the licensed area on the first day of the Licence term to verify any existing damage done. Appraisal of damage done during an event will be contained in a written report and photographs when possible will be provided to the Licensee. A final inspection will be scheduled at the conclusion of the Licence term.

Nature of UseThe MCEC shall not be used for any illegal or immoral purpose and the Licensor reserves the right to remove all materials which in its opinion may be considered offensive or obscene. The MCEC shall not be used for the purpose of betting or gambling.

Sale Events In sales events, all goods displayed must be for sale to the visiting public. The erection of display stands is strictly subject to approval.

All plans for promotion and advertising of the sale (including its name) prior to and during its operation must be submitted for approval. As a guide the following conditions will apply:

• theword‘sale’mustbeincludedinboththetitleandthesupportingpromotion;and

• theuseofwords,‘exhibition’,‘expo’,‘fair’or‘show’maynotbeapproved.

Advertising and Promotion of EventsThe Licensee should ensure that the public is not misled or confused by the ambiguous promotion of events. The public should be provided with adequate information about an event in the form of brochures, catalogues and advertisements.

A proof copy of any exhibitor manual must be submitted to the Event Planner for checking by the Licensor prior to publishing to ensure all material related to the Centre and its operation is correct. On approval and subsequent publishing, of the manual, a copy must be supplied to the Licensor.

Copies of all relevant printed move in, exhibition and move out passes must be provided for the information of the Licensor.

Any advertising of ticketing and any printed matter for an event must use the name of Melbourne Convention and Exhibition Centre and all printed advertising must include the logo of the Melbourne Convention and Exhibition Centre. The Licensor must approve all use of the MCEC logo.

InsuranceThe Licensee shall, not less than 21 days prior to the commencement of the Licence term, provide the Licensor a certificate of currency demonstrating that a Public Risk Liability policy for $10,000,000 or such other amount as MCET and the Licensee agree in writing, for any one occurrence, has been effected and is current for the duration of the Licence term.

ExhibitorsThe bona fides of an exhibitor both in relation to its financial standing and the quality of its product is the responsibility of, and should be verified by, the Licensee. The Licensee shall indemnify the Licensor for any liability incurred by it or them in the event that the Licensee fails to observe this requirement.

LiabilityAn insurance/liability clause should be included in an exhibitor manual. MCEC suggests wording similar to the examples below:

“The Licensor shall not be responsible for any loss, damage or injury that may occur to the exhibitor, exhibitor’s employees (public or other) or property from any cause whatsoever prior, during and subsequent to the exhibition. The exhibitor, on contracting for space or an exhibition stand, expressly releases the organisers and the venue from, and agrees to indemnify same against, any and all claims for such direct and indirect loss, damage or injury.”

“Exhibitors shall indemnify and hold harmless the Venue and their Agents from all liability (damage, incident or accident) which might ensue from any cause resulting or connected with the transportation, placing, removal or display of exhibits. Each exhibitor should secure insurance at their own cost and expense.”

Responsible Service of AlcoholAt the MCEC we encourage our guests to appreciate our fine food and first-class beverages in a safe environment.

MCEC staff have the knowledge and understanding of their responsibilities regarding serving alcohol to our guests. Under our obligation, the MCEC complies with the requirements of the Liquor Control Reform Act 1998 and all specific conditions that have been imposed on our liquor licence by the Director of Liquor Licensing.

Our food and beverage staff are trained in all aspects of professional service and comply with the practice of Responsible Service of Alcohol (RSA), while also providing a safe and friendly environment in which our guests can socialise and enjoy themselves.



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MCEC Directory

MEC Business CentreA business centre with reception, secretarial support and business equipment for sale and photocopying services is located off the Clarendon Street entrance to the Exhibition Centre.

+61 3 9235 8448

Cloakroom and Luggage StorageLocated off the main Convention Centre foyer, providing storage for visitors’ and delegates’ belongings.

Customer ServiceCustomer service desks are located in the foyers of the Convention Centre (event hours) and Exhibition Centre (event hours), providing a central point for information and assistance.

MCC: +61 3 9235 8309 MEC: +61 3 9235 8302

Parent’s RoomLocated off both the Exhibition Centre and Convention Centre foyers.

Prayer RoomSeparated male and female prayer rooms including washing facilities are located in the Convention Centre off the main foyer.

MEC Cafe and MCafeA range of light meals, snacks and refreshments are available at the MEC Café located off the Clarendon Street Centre entrance Coffee, tea and snacks are available from the MCafe located in the MCC main foyer.

Medical and Security

First AidThe MCEC’s main first aid room is located off the Convention Centre foyer. A smaller first aid room is located off the Exhibition Centre foyer.

+61 3 9235 8333

SecurityMCEC Security Control Room and Lost Property.

+61 3 9235 8333 Contact MCEC emergency, ext. 6666.

ATMsATMs are located adjacent to the Convention Centre entry and on the Exhibition Centre concourse.

Bike RacksMEC bike racks are located at the Clarendon Street end of the Exhibition Centre and concourse door 6. MCC bike racks are located adjacent to the South Wharf car park.



Etihad

Stadium

Bourke

Street

Collins

Street

HiltonMelbourne

SouthWharf

EXHI

BITI

ON C

ENTR

E

Melbourne CBD



North Wharf

Yarra River

DFO

Offices

HomemakerHub

Orrs

Wal

k

Wrig

ht W

alk

Rona Walk

Mon

tagu

e St

reet

Orrs Dock

Norm

anby

Roa

d

Flinder

s Stre

et

Siddele

y Stre

et

Seafarers Bridge

World TradeCentre

Car ParkEntrance




Wurund

jeri W

ay

Spencer Street

Clarendon Street

CONVENTION CENTRE

The Plenary

LOAD

ING

DOCK

Exit

Entry

South Melbourne

Docklands

N

Docklands

Central

Business

District

Southern

Cross Station



Car Park

Dukes Walk

Dukes Walk

Montague Street

Lorimer Street

96

109

112

48

Car ParkEntrance

Car ParkEntrance

Car ParkEntrance

Munro

Freeway Ramp

Freeway Ramp

Normanby Road


5

6

7 8 9

10

10

9

8

7

6

5

4

3

2

1

Stre

etEntry

Entry

EntryEntry

ATM

ATM

ATM

Link

1 2

3

70

ATM

96

3

ATM

Berthing Dock

Bike Racks

Bike Share Station

Business Centre

Cafe

Cloak Room

Customer Service

Disabled Access

Door Numbers

Lift

Parents Room

Parking

Polly Woodside

Prayer Room

Public Access

Security

Stairway

Taxi Rank

Ticket Office

Tramline

Tram Number

MCEC Venue Map

MCEC Additional Services


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Photocopy and Fax ServicesPublic photocopy and fax services are available at the MEC Café in the Exhibition Centre. Photocopying services are available from the MCC Customer Service Desk.

Telephones – PublicPublic telephones are located on all levels of the Convention Centre and in the Exhibition Centre foyer and concourse.

MCEC WirelessOur free Wi-Fi service provides limited internet access to all conference delegates, event attendees and general public in the venue during your event.

You can also upgrade to our Platinum Wi-Fi service that can be designed specifically for your delegates and offers unrestricted internet access, including Skype.

Free Wi-Fi• Coverageextendsthroughoutthevenue,includingmeetingrooms,exhibitionbays,theplenaryandallotherpublicspaces.

• Suitableforwebmail,Facebook,Twitterandbasicinternetbrowsing(butnotforstreamingvideosuchasSkype).

• Maximumbandwidthof256Kb/speruser,withactualbandwidthinfluencedbythenumberanddensityofconcurrentusers.

• Requiresuserstosubscribe(freeofcharge)viaaloginpageandagreetoasetoftermsandconditions.

Platinum Wi-Fi*• Anexclusiveserviceforyourconferencedelegates.

• Tailoredtoyoureventintermsofcoverageandspeed(bandwidth).

• Providesunrestrictedinternetaccesswithincreasedbandwidthforindividualusers.

• Allowsforacustomwirelessnetworkname(youreventname)andacustomauthenticationmethod.

• Suitableforrunninginternet-basedworkshopsinrooms.

• Includesgenerousallowances.

* Pricing for Platinum Wi-Fi is determined by several factors, including the number and density of concurrent users, anticipated download and service bandwidth. For more information about our Wi-Fi services, please contact:

Technology [email protected] or +61 3 9235 8180

WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC) WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)

Car ParkingMEC underground car park, enter via Normanby Road – 1,066 cars.

Corner of Montague and Munro Streets, enter via Munro Streeet – 350 cars.

Freeway car park, enter via Munro Street – 650 cars.

South Wharf Retail car park, enter via Normanby Road – 800 cars.

Siddeley Street car park, enter via Siddeley Street – 690 cars.


Etihad

Stadium

Bourke

Street

Collins

Street

HiltonMelbourne

SouthWharf

EXHI

BITI

ON C

ENTR

E

Melbourne CBD



North Wharf

Yarra River

DFO

Offices

HomemakerHub

Orrs

Wal

k

Wrig

ht W

alk

Rona Walk

Mon

tagu

e St

reet

Orrs Dock

Norm

anby

Roa

d

Flinder

s Stre

et

Siddele

y Stre

et

Seafarers Bridge

World TradeCentre

Car ParkEntrance




Wurund

jeri W

ay

Spencer Street

Clarendon Street

CONVENTION CENTRE

The Plenary

LOAD

ING

DOCK

Exit

Entry

South Melbourne

Docklands

N

Docklands

Central

Business

District

Southern

Cross Station



Car Park

Dukes Walk

Dukes Walk

Montague Street

Lorimer Street

96

109

112

48

Car ParkEntrance

Car ParkEntrance

Car ParkEntrance

Munro

Freeway Ramp

Freeway Ramp

Normanby Road


5

6

7 8 9

10

10

9

8

7

6

5

4

3

2

1

Stre

et

Entry

Entry

EntryEntry

ATM

ATM

ATM

Link

1 2

3

70

ATM

96

3

ATM

Berthing Dock

Bike Racks

Bike Share Station

Business Centre

Cafe

Cloak Room

Customer Service

Disabled Access

Door Numbers

Lift

Parents Room

Parking

Polly Woodside

Prayer Room

Public Access

Security

Stairway

Taxi Rank

Ticket Office

Tramline

Tram Number

MCEC Venue Map

Your Event at the MCEC


20

Your Event at the Melbourne Convention and Exhibition CentreThe staff at the MCEC will help you make the most of the world-class facilities provided at the Centre. They will work with you to ensure your needs are met as efficiently as possible and your event is run safely.

Helping you plan your eventWhen your event at the MCEC is confirmed you will be introduced to your Event Planner. They will be your primary point of contact at the MCEC and will help co-ordinate your requirements and liaise with all departments at the Centre on your behalf.

Your event planning process will include a combination of the following.

Your Licence AgreementYour organisation will have worked with the MCEC’s Sales Department to schedule your event and finalise your booking. Upon execution of the Licence Agreement, your event will be confirmed.

Your Licence Agreement contains the terms and conditions under which your event will be conducted, including the facilities you will have access to and their maximum occupancy levels, the period of your Licence and the financial terms of your agreement.

You should refer to your Licence Agreement for important information regarding access to the venue, the nature of use of the MCEC, insurance and liability.

Your Event Details• Thetypeofeventandattendees.

• Datesandtimes.

• Overalleventprogram.

• Anticipatedattendancenumbers.

• Finalisationofeventfloorplan.

• Planningeventsignage.

• Registrationrequirements.

• Roomset-uprequirements.

• Ticketingrequirements.

• Equipmentandfurniturehire.

• ManagementofVIPs,mediaorentertainers.

• Carparkingrequirements.

• Coachscheduleanddrop-offpoints.

• Cleaningandrubbishremovalneeds.

Safety• Completionofariskassessment.

• CompletionofanOH&Ssiteinductionfororganisersandeventcontractors.

• Adherencewithsafetyrequirementsforeventset-up,contractorsandstaff.

• Adherencewithoccupancylimits.

• Safetyplanguidelinesforstandapprovalsandconstruction.

YOUR EVENT AT THE MCEC


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21

YOUR EVENT AT THE MCECYOUR EVENT AT THE MCEC

Security• Developmentofaneventsecurityplan.

• Contractingofsecuritystaff.

• Appointmentoffirewardenswheredeemednecessary.

Loading Dock• Deliveryandfreightforwardingarrangements.

• Loadingdockaccessandschedules.

• Move-inandmove-outschedules.

Food and Beverage• Cateringrequirementsandmenuselection.

• Publickioskoperatingtimes.

Exhibitors• ProvisionofMCEC’sExhibitorServicesKit.

• Reviewofyourexhibitormanual.

• Developingexhibitorlisting.

• Requirementsforexhibitor’slounge.

• Permitsforfoodsampling.

Event operations• Identifyingcontactsontheday/softheevent.

• Issuingofkeysandswipecards.

• Issuingofkioskaccountcards.

• Exhibitioninspection.

• Eventsign-off.

Safety within the MCECThe MCEC has a legal obligation to ensure the Centre is a safe environment for all staff and visitors to the venue.

In accordance with relevant Australian standards and legal requirements, the MCEC has developed stringent safety procedures and policies and is responsible for ensuring these are followed.

As the event organiser, you share this responsibility, as do your event participants, exhibitors and contractors. You must ensure that all the requirements specified in your occupancy permit are met, in particular in the key areas of:

• occupancynumbers;

• exitsigns/egressprovisions;

• fireprotection;

• structuralintegrityofstandsanddisplays;and

• contractorcompliance.

The legislation and regulations which the MCEC are bound by are outlined in this manual. You are responsible for making sure that everyone working at your event including staff, contractors and exhibitors, are aware of these requirements and abide by them.

If your event is likely to involve risks, the MCEC’s Event Operations Team will work with you to identify areas of potential risk and ensure you develop and implement a risk management plan.

Daily Operating Sheets

Your event’s daily operationsDaily operating sheets (DOPs) will be provided to you which document all details planned for each day of your event, including a detailed running schedule and catering requirements. You must-sign off the daily operating sheets and advise the Event Planner of any alterations three days prior to your event taking place.

Finalisation of AccountsYour Licence fee means the event charge (which includes space hire charges, catering charges, technical services and other usage charges), the service charge, cancellation fees, taxes, additional charges, interest and any amounts payable by the Licensee pursuant to the Licence.

Melbourne Exhibition Centre (MEC)


24

Melbourne Exhibition Centre

Exhibition BaysThe MCEC Exhibition Hall is the largest clearspan space in the Southern Hemisphere, providing 30,000sqm of purpose-designed, air-conditioned exhibition space. Four relocatable, operable walls can be placed in 13 different positions, allowing the hall to be divided into five entirely separate exhibition spaces.

Configurations range from a minimum of 3,000 to a maximum of 30,000sqm in 1,500sqm increments.

Dimensions

Description Area Length Width Roof Height Clear Hanging Height

Total space (20 bays) 30,000sqm 84m 358m 18m 11.5m

Per bay 1,500sqm 84m 18m 18m 11.5m

Floor planMelbourne Exhibition Centre bays 1-20

MELBOURNE EXHIBITION CENTRE

EXHIBITION BAYS1917 18 201413121098654321 11 15 167


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25

Organiser’s OfficesFive 120sqm organiser’s offices are located off the Exhibition Hall, providing access to power, telephone and data connections, a sink, a boiling water unit and bar fridge.

Hospitality SuitesFive 100sqm hospitality suites are located on Level 2 above the organiser’s offices, overlooking the Exhibition Hall and concourse.

These hospitality suites provide facilities for entertaining, meetings and presentations or additional office space and feature:

• spacesdivisibleforvariousneeds;

• occupancyof120theatrestyleor60seminarstyle;

• blackoutblindsforpresentations;

• liftaccessfromtheconcoursenexttoorganiser’soffices1,3and5;and

• toilets,telephoneanddatapoints.

Services

Service PitsServices to support event-related requirements are supplied to the Exhibition Hall through the system of in-floor service pits:

• 33primaryin-floorservicepitsareprovidedineachbaytosupplyservicestoexhibitors’stands;and

• 54secondarypitsperbayallowcablingtobebroughtuptootherlocationsontheExhibitionHallfloorinanorth-southdirection only.

Additional services are also available through arrangement with your Event Planner. Charges apply for the provision and use of mostservicesandthesearedetailedintheMCECExhibitorServicesKit.

Description Area Length Width

Power 1 x 50 A three phase outlet per service pit.

1 x 15 A single phase (general purpose) outlet per service pit.

In all primaryservice pits

Additional power can be run to primary or secondary service pits as required, including additional three phase power.

Communications:telephone, internetand data

6 x RJ45 Category 5 data ports. In all primaryservice pits

High-speed broadband. A wireless network is also available. Digital telephone, fax, EFTPOS and ISDN connections.

Water 1 x cold water supply, 15mm angle stoptap (half inch BSP male iron), flow rate0.31/s,pressure500Kpa.

Easily adapted to most couplings. Hot water is not available.

Drainage 1 x 100mm drainage grate, dischargerate 61/s.


Connection also possible via 40mm VSP male nipple over grate.

Compressed air 1x690Kpaindustrialqualityair, 15mmball valve (half inch BSP female) on 15mm galvanized steel piper risers, deliver 25L/s, 2-3°C, 1Bar pressure, maximumpressure700Kpa.


Air lines connected to this service must takepressureupto700Kpa.

Natural gas Brought toservice pits

By arrangement.

Television Analogue television through RF feed. Brought toservice pits

By arrangement.

MCECExhibitorServicesKitprovidesadditionaldetailsonservicesandcharges.

Dividing Operable WallsThe Exhibition Hall’s dividing operable walls will be placed in the locations specified in your Licence Agreement before your event commences.

Please note:

• thereisnodooraccessthroughthewalls;

• thewallsarefullysoundproofwithanacousticratingof53STC;

• thewallsaretobekeptclearofequipmentandnothingisbeleantagainstthem;

• 500mmclearanceisrequiredbetweenstand/displayconstructionandoperablewalls;and

• wallmovementsrequiredaftertheLicenceperiodhascommencedwillincuradditionalcharges.

Seated Occupancy

Maximum Occupancies Theatre and Banquet Style Seating

Layout Maximum Aisles Required

Theatre style 750 per bay Two side aisles, minimum width 1.5mOne centre aisle, minimum width 2.5m

Banquet style 800 per bay No specifications

Organiser’s Offices and Hospitality Suites

Five offices and hospitality suites are provided adjacent to the Exhibition Hall for administration and entertaining purposes.

Your Licence Agreement will specify the facilities hired for your event.

Organiser’s Offices and Hospitality Suites

MELBOURNE EXHIBITION CENTREMELBOURNE EXHIBITION CENTRE


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27

Audio-Visual ServicesThe MCEC Technology Services Department can provide the latest audio-visual equipment for your event and for use by your exhibitors including:

• projectionsystems;

• soundsystems;

• presentationaids;and

• videosystems.

Additionalfeesapplyfortheseservices.FurtherinformationforyourexhibitorsisavailableintheMCECExhibitorServicesKit or through your Event Planner.

Public AddressThe Exhibition Hall has a public address system for announcements and music which can be operated from the organiser’s offices.

Access

Loading DockMelbourne Convention and Exhibition Centre Loading Dock

Enter off Normanby Road, South Wharf, Victoria 3006, Australia

The Exhibition Centre loading dock is managed and controlled by MCEC Loading Dock Management.

The loading dock runs the full length of the Exhibition Centre.

• Theloadingdockis45mdeepwithnarrowersectionsabovecarparkentriesandbehindkiosks.

• Trafficflowsinaone-waydirectioninfromandouttoNormanbyRoad.

• Allvehiclesenteringtheloadingdocksrequireanaccessticket,availablefromtheentrycheckpointor, if this is not staffed, ticket machines.

• A30minuteparkinglimitappliesfordrop-off/pick-upofgoodsduringthemoveinandmoveoutprocess– vehicles are not permitted to park on the loading dock at any one time.

• Childrenunder15andanimalsarenotpermittedduringmoveinandmoveout.

• Vehiclesandcontentsaretheresponsibilityoftheownerwhileontheloadingdock.

• StoragespaceontheloadingdockcanbearrangedviaMCECLoadingDockManagement–storageislimitedand charges apply. Consult your Event Planner for further details.

• Theloadingdocksandsurroundingcarparksaregazettedareasandparkinginfringementnoticeswillbeissued.

Courier and Event DeliveriesAll deliveries must be delivered to the Exhibition Centre via the loading dock on Normanby Road.

No deliveries will be accepted through the front entrance of the Exhibition Centre on Clarendon Street.

Melbourne Exhibition Centre Loading Dock

ROLLERDOOR 8

ROLLERDOOR 9

ROLLERDOOR 10

ROLLERDOOR 6

ROLLERDOOR 7

ROLLERDOOR 4

ROLLERDOOR 5

ROLLERDOOR 2

ROLLERDOOR 3

ROLLERDOOR 1

PUBLIC CATERING STORES

PUBLIC CATERING OFFICE

LOADING DOCK OFFICE

GENERATOR

WASH BAY

FORKLIFT & SCISSORLIFT STORAGE

KIOSK 5 KIOSK 4 KIOSK 3 KIOSK 2 KIOSK 1

EXIT

KIOSK ENTRY

CATERINGLOADING DOCKNORMANBY ROAD

MEC LOADING DOCK

MELBOURNE EXHIBITION CENTRE: LOADING DOCK

MEC LOADING DOCK & EXHIBITION BAYS

Loading Dock Doors10 roller doors provide access from the loading dock to the Exhibition Hall.

Loading Dock to Hall Clear Width Clear Height

Roller doors (doors 2-10) 8.0m 7.0m

Bi-fold doors (door 1 only) 7.4m 6.8m

Load LimitsTheExhibitionHallhasbeendesignedtotolerateloadsofupto20Kpaortwotonnespersqm.Ifyouanticipateheavyloadswillbe involved in your event, you need to discuss this with your Event Planner.

Written approval from the MCEC is required to bring in any heavy or vibrating equipment which might cause damage to the floor or any part of the centre.

Suspending

Rigging• Itisimportantthatonlytheexistingsupportsareutilisedwheninstallingexhibitiondisplaysandthatthefacilityisnotdamaged.

• Youwillberesponsibleforcostsassociatedwithanydamagecaused.

• Thereare22eyeboltriggingpointsprovidedintheceilingofeachexhibitionbay.Eachpointcanbearadirectweightofupto25kg.

• Thereare13riggingtrussIbeamsineachbaywhichcanbearupto500kgperpointwithamaximumoftwotonnesonanyonebeam.

Suspending LoadsLoads may be suspended from the rigging points provided and must not:

• beweldedormechanicallyfixed(e.g.rivets,screws)ontotheroof;

• transferanymovementoftorsionalloadtotheroofstructure;

• usesupportsprovidedforbuildingservices(e.g.sprinklers,air-conditioningducts)

• alterorloosenanyexistingstructuralconnections;and

• damagetheroof.



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Event Layout and Event Floor Plans Developing a floor plan which details the layout of your event is an essential part of planning your event and is a requirement of your Licence Agreement.

When planning your exhibition layout you must address the important requirements specified in your Licence Agreement including:

Event Floor Plans• Plansshouldshowalldetailsofyourevent’sset-up,includingbaynumbersutilised,eventdates,standlocations,dimensions,

clear aisle ways, exit signs and occupancy capacities.

• Floorplansshouldbedrawnat1:200scale.

• FloorplansmustbesubmittedtotheMCECthroughyourEventPlanneratleast30daysbeforeyourLicencebeginsandmustbe approved in writing before you sell floor space to exhibitors.

• YourLicenceisconditionalonapprovalofyourfloorplanbytheMCECEventOperationsDepartmentandcannotbechangedwithout consultation with your Event Planner.

Aisles• Allaislesmustbeaminimumof3mwide.

• Mainaislesaretobeprovidedinbothnorth/southandeast/westdirections.

• Foreventsusingfourormoreexhibitionbays,threemainaislesinbothdirectionsmustbeprovided.

• Mainaislesmustmakeup25%ormoreofthetotalfloorarea.

• Aislesaretobekeptclearofobstacles.

• Nopartsofstands,includingraisedfloorsandoverhangingroofs,cancrossintoaisles.

• Displaysandexhibitsmustnotbehungonoutsidestandwallsfacingontoaisles.

Safety Clearances• Clearancesof1marerequiredforelectricalcupboards,airreturnsandfirehydrants.

• Clearaccessforemergencyexitsisrequired.

Grouped SeatingIf your event involves grouped seating (e.g. presentations), you should include this on your floor plan and discuss the relevant safety requirements with your Event Planner.

Marking OutYou can commence marking out your floor plan in the Exhibition Hall when your Licence term begins. Tape used for marking out must not leave any residue.

FurnitureNo furniture is supplied in the Exhibition Hall. You or your exhibitors must arrange the delivery of all furniture required.

Exhibition Stand Construction and Design The design and construction of exhibition stands must meet the MCEC’s specifications for safety. You must ensure that your exhibitors are fully informed of these requirements and work with your Event Planner to submit and obtain approval for all stand designs.

Your exhibitor manual must include the stand design and stand certification information contained in the MCEC’s Exhibitor ServicesKit.YourmanualshouldbesubmittedtoyourEventPlannerforapprovalbeforeitisdistributed.

DownloadtheMCECExhibitorServicesKitatwww.mcec.com.au or contact MCEC Exhibitor Services on +61 3 9235 8110.

RoofsLarge spans and solid overhead areas should be perforated or have breaks between sheets.

Cutting Materials• Constructionmaterialsshouldbecutorsawninthewashbaylocatedintheloadingbay.

• Inparticular,MDFproductsmustnotbecutintheexhibitionhallandappropriateeye,noseandmouthprotection should be worn at all times. Cutting devices should be fitted with a vacuum mechanism to remove sawdust and the area should be cleaned afterwards.

Fire SafetyThe MCEC requires some stands to implement extra fire safety measures. This applies to stands with any of the following features:

• fittingtherequirementsforcertificationbyanengineeraroofareagreaterthan18sqmorwiderthan3minanydirection;

• raisedfloorsofanyheightmadeoforcontainingcombustiblematerial;and

• wherepyrotechnics,smokemachinesorflutter-fetticannonsaretobeused.

Stands in these categories must install smoke detectors and fire extinguishers.

The MCEC can also require extra fire safety measures on any other stands deemed to pose a fire risk and will advise you and the exhibitor in these cases.

FurtherdetailsareprovidedintheMCECExhibitorServicesKitorcontactyourEventPlannerforfurtherinformation.

Fire extinguishers must be A:B:(E) dry powder type and meet AS/NZS 1841: 2007 Portable Fire Extinguishers – general requirements. Smoke detectors must comply with AS 3786: 1993.

Event Move In and Move OutA freight forwarding contractor must be appointed to manage the move in and move out process for your event, including the receipt of all materials and transfer of loads into the venue. The freight forwarder will liaise with your exhibitors regarding a move in and move out schedule.

The schedule, together with a traffic management plan, must be provided to the loading dock manager at least 14 days prior to your event.

Exhibition Centre Loading Dock Manager: +61 3 9235 8384.

Accessing Services

Services to the Exhibition FloorOnly licensed contractors approved by the MCEC may access power, water or other services provided on the exhibition floor. You, or your exhibitors, must not remove the caps to service pits.

Water is available to stands by arrangement with the MCEC through the in-floor service pits. Water cannot be taken from fire hydrants or hose reels without written approval from the MCEC.

DownloadtheMCECExhibitorServicesKitatwww.mcec.com.au or contact MCEC Exhibitor Services: +61 3 9235 8110.

Lower Service Tunnel (LST) and Upper Service Tunnel (UST)These areas contain high-level services including high amp three phase power. They can only be accessed by qualified electricians by prior arrangement with the MCEC and with a suitable safety plan in place. You should discuss any requirements to access the services provided in these areas with your Event Planner.



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Lighting

Temporary LightingAdditional lighting must be supplied and fitted by an authorised electrical contractor or an MCEC accredited stand builder. Lighting installation must comply with the MCEC’s requirements for electrical installation.

Temporary lighting must:

• betestedandtaggedtocomplywithAS/NZS3760:2003In-serviceSafetyInspectionandTestingofElectricalEquipment;

• haveaCertificateofSuitabilityorCertificateofApprovalfromAustralianorNewZealandelectricalsafetyregulators;

• beplaced2.2mormoreabovefloorlevel;

• bekeptwithintheboundariesofthestand;and

• beplacedmorethan500mmfromflammablematerial(forhigh-poweredlights).

As the event organiser, you are responsible for ensuring all temporary lights are switched off at the end of each day and you will be asked to participate in a daily inspection with MCEC security to ensure this has been done.

Hall LightingThe Exhibition Hall main lights are programmed from the MCEC central control room and are turned on and off automatically.

Food and WineThe MCEC has sole catering rights in all areas of the Centre.

Public Food ServicesThe MCEC provides pay-on-the-day public food services through the Exhibition Hall kiosks during events open times, the MEC Café located in the Exhibition Centre foyer and the exhibitor lounges operating during event open times. Please speak with your Event Planner regarding your anticipated requirements.

Entertainment CateringPre-booked catering is available for your own entertaining and staff requirements during your event. Your Event Planner will advise you of catering options and provide menus to you. Please confirm final numbers for catering purposes three business days before your event.

Stand CateringYour exhibitors can pre-order food and beverage services for their stands. Order forms are included in the MCEC Exhibitor ServicesKitandyoushouldensurethesearemadeavailabletoallexhibitors.

Food and Wine SamplingSamples of food and wine can be distributed to event attendees but cannot be sold within the MCEC. Exhibitors planning to offer free sampling must have approval from the MCEC food and beverage department and must obtain the relevant permits:

• foodandbeverages(includingalcohol):CityofMelbourneTemporaryFoodPremiseLicence;and

• alcoholicbeverages:limitedlicenceundertheVictorianLiquorControlReformAct1998.

ApplicationformsforbothlicencesareincludedintheMCECExhibitorServicesKit.Pleaseensureyourexhibitorsareawareofthis requirement.

Food and beverage sampling: www.melbourne.vic.gov.au Alcohol sampling: www.consumer.vic.gov.au

Venue Condition ReportAt the commencement of the licensed period an inspection of the licensed area is conducted by an MCEC representative and a condition report is completed. This report must be signed by the Licensee and the MCEC representative.

All parties are responsible for reporting damage during the Licence period and the Licensee is responsible for any damage to the venue within their licensed area.

At the conclusion of the licensed period, an inspection of the licensed area is to be conducted by the Licensee and the MCEC representative.

Public FurniturePublic areas in the MCEC are furnished with ottomans and seating benches for the use of patrons. This furniture must remain in public areas and cannot be moved into licensed areas without approval of the Front of House Manager.

CleaningThe Licensee must maintain the licensed area in a clean and safe condition. The Licensor may require the Licensee to furnish a cleaning schedule in respect to the licensed area prior to the Licence Agreement commencing. For further details please refer to the Event Operations chapter in this manual.


Meeting Rooms at the MEC


34

Meeting Rooms at the MECThere are a range of meeting spaces in the Melbourne Exhibition Centre including the 466-seat Clarendon Auditorium, six meeting rooms and the spectacular Clarendon Room.

Level 2 Exhibition Centre

CLARENDON AUDITORIUM

LEVEL 1 ENTRY FOYER

BELOWCONCOURSE BELOW

F

E

D

C

Clarendon Street

Yarra River

MEETING ROOMS AT THE MEC


36


35

CLARENDON ROOM

CLARENDON ROOM A

CLARENDON ROOM B

Cloak Room

Clarendon Street

Yarra River

Clarendon AuditoriumThe Clarendon Auditorium is located on the second level of the Exhibition Centre. It provides tiered seating for 466 people. Some seating may be removed if requested at an additional fee.

The balcony adjacent to the Clarendon Auditorium is accessed by the main staircase from the Exhibition Centre foyer and provides 800sqm of space.

Level 2 Clarendon Meeting RoomsFour meeting rooms are located on Level 2 of the Melbourne Exhibition Centre - Clarendon Room C, D, E and F.

Dimensions and Capacities

Room Area Length Width Height TheatreStyleSeating

Classroom Cocktail Banquet Cabaret Boardroom U-Shaped

C 75sqm 8.7m 8.7m 2.7m 60 27 60 40 32 18 24

D 98sqm 13.1m 7.5m 2.7m 90 45 80 60 48 30 30

E 85sqm 13.1m 6.5m 2.7m 80 30 70 50 40 30 30

D&E 188sqm 13.1m 14.9m 2.7m 136 60 160 80 56 - -

F 44sqm 8.2m 5.5m 2.7m 14

Level 5 Clarendon Meeting Rooms

Level 5 Exhibition Centre

Two meeting suites are located on Level 5 of the Exhibition Centre, one with views across the Yarra River.

Room Area Length Width Height TheatreStyleSeating

Classroom Cocktail Banquet Cabaret Boardroom U-Shaped

A 144sqm 17m 8.5m 4.5m 130 63 130 80 64 36 36

B 144sqm 17m 8.5m 4.5m 130 63 130 80 64 36 36

A&B 289sqm 17m 17m 4.5m 275 135 230 160 128 - -

The rooms are fitted with audio-visual equipment including sound systems and projection equipment. Additional equipment is available through the MCEC Technology Services Department.

Clarendon RoomThe Clarendon Room is located on Level 5 of the Melbourne Exhibition Centre. It is a spectacular venue for cocktail and dining events with full glass walls providing unique views across to the city and Docklands. It is adjacent to the Level 5 entrance area and the Clarendon Room A and B.

Room Area Length Width Height Theatre Classroom Cocktail Banquet Cabaret Boardroom U-Shaped

Clarendon 116sqm 16m 7.3m 4.5m - - 100 80 64 - -

Concourse Foyer

LIFT 1

LIFT 2LIFT 3

BIN

DISABLEDTOILET

CUSTOMER SERVICE DESK

CONCOURSE FOYER

MEC CAFE

SECURITY

WHEELCHAIRACCESS DOOR

YARRA RIVER

CLAR

END

ON

STREET

MECKITCHEN

BUSINESSCENTRE

CATERINGLOADING DOCK

MELBOURNE EXHIBITION CENTRE: CONCOURSE FOYER, LEVEL 1

MEC CONCOURSE FOYER

MEETING ROOMS AT THE MECMEETING ROOMS AT THE MEC


37

Concourse Foyer (cont.)

The concourse foyer is located in the main entrance to the Melbourne Exhibition Centre building and concourse. It provides 676sqm of floor space which is ideal for registration, promotional events and other pre-function uses. Ceiling height of the concourse foyer is 2.78m.

Technology ServicesAudio-visual, communications and information technology requirements are provided for your event at the MCEC.

Audio Visual Clarendon AuditoriumClarendon Room

A, B, C, D, E and FClarendon Room

High-definition widescreen data projector, ceiling-mounted

• •Projection screen • •Control room (bio box) • •Sound system (speech and multimedia)

• •Specialised audio and video digital mixing equipment

•

Presenter Clarendon AuditoriumClarendon Room

A, B, C, D, E and FClarendon Room

Presentation PC with internet access • •Lectern microphone and light • • •

Technology Services Manager: +61 3 9235 8184. Technology Support Services: +61 3 9235 8200.

MEETING ROOMS AT THE MEC

Melbourne Convention Centre (MCC)


39

Melbourne Convention Centre

Event LayoutThe meeting and event facilities in the Melbourne Convention Centre have been designed to support a wide range of events and room layouts.

All meeting and event rooms have a system of in-floor service pits and rigging points. For more information, please speak to your Event Planner.

Loading Dock

Convention Centre Loading DockEnter off Normanby Road, South Wharf, Victoria 3006, Australia.

The Melbourne Convention Centre loading dock is managed and controlled by MCEC Loading Dock Management.

The loading dock is located on the Lower Ground Level of the Convention Centre.

• Totalsizeof2,000sqm.

• Clearworkingheightof4.5m.

• Fullyweatherprotected.

• Threedocklevellersallowvehiclestoloadandunloadatfloorlevel.

• Theloadingdockincludesawashbayforthepreparationofpaints,tradematerialsandcleaningpurposes.

• A30minuteparkinglimitappliesfordrop-off/pick-upofgoodsduringthemovein/moveoutprocess.Vehiclesarenot permitted to park on the loading dock at any other time.



• StoragespaceontheloadingdockcanbearrangedviaMCECLoadingDockManagement–storageislimitedandchargesapply (consult your Event Planner for further details).

• TheConventionCentreloadingdockisstrictlyasmoke-freeenvironment.

Transferring LoadsYour freight forwarder should supply porters to transfer all goods onto moving equipment and wheel them into the venue.

All materials for your event must be delivered through the loading dock:

• flatbedtrolleys,scissorlifts,palletjacksandboomliftsmaybeused–theseshouldbeprovidedbyyourfreight forwarding contractor;

• palletjacksmusthaveurethanerubberwheels;

• flooringprotectionmaterialsmustbelaidonallcarpetedareastocovertheentiretrackthatwillbetakenby moving equipment;

• onlyplastic-stylepalletscanbebroughtintotheConventionCentre,woodenpalletsarenotpermitted;

• priorapprovalfromtheMCECisrequiredfortheuseofelectricforklifts.Ifapproved,theymustbeoperatedbyalicensed driver and accompanied by a trained spotter, under no circumstances can forklifts be used in the main foyer areas;

• movementofmaterialsthroughthefoyersoftheConventionCentremustbescheduledtoavoidimpactingnormalbusinessand other events and must therefore be included in the move in and move out plan and discussed with your Event Planner; and

• MCECstaffmemberssupervisetheloadingdockatalltimes.AdditionalchargeswillapplyifMCECstaffarerequiredto assist with move in or move out.

MELBOURNE CONVENTION CENTRE (MCC)


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Move In and Move OutA freight forwarding contractor can be appointed to manage the move in and move out process for your event, including the receipt of all materials and transfer of loads into the venue. The freight forwarder will liaise with your exhibitors regarding a move in and move out schedule. Requirements apply to the movement of loads and set-up of events in the Convention Centre.

Move In and Move Out ScheduleYou will need to develop and lodge a detailed move in and move out plan, including a traffic schedule for your event and provide this to the Loading Dock Manager.

Working with your contractor, you should develop a detailed plan for the move in and move out, including a traffic management schedule for the loading dock.

This must be provided to the Loading Dock Manager at least 14 days prior to your event and should include:

• detailsofyourfreightforwardingcontractor;and

• atime-slottedscheduleforthedeliveryandpick-upofgoods.

Moving LoadsLevel access is provided from the loading dock. Your freight forwarder should supply porters to transfer all goods onto moving equipment in the loading bay and move them into the venue. All materials for your event must be delivered through the loading dock:

• flatbedtrolleys,scissorlifts,palletjacksandboomliftsmaybeused(theseshouldbeprovidedbyyourfreight forwarding contractor);

• palletjacksmusthaveurethanerubberwheels;

• floorprotectionmaterialistobeused(thismaterialissuppliedbytheMCEC);

• priorapprovalfromtheMCECisrequiredfortheuseofelectricfork-lifts(ifapproved,theymustbeoperatedbyalicenseddriver and accompanied by a trained spotter);

• parkingisnotpermittedexceptduringloadingandunloading;and

• MCECstaffsupervisetheloadingdockatalltimes.AdditionalchargeswillapplyifMCECstaffarerequiredtoassistwithmove in or move out.

Truck and Vehicle LiftsLarge loads and equipment can be brought directly to Levels 1 and 2 of the Convention Centre building on delivery vehicles via truck and vehicle lifts from the loading dock.

• Thetruckliftis9.5m(L)x4m(W)x4m(H)andaccommodatesatotalweightof13.5tonnes.

• Thevehicleliftis7.2m(L)x2.8m(W)x4m(H)andaccommodatesatotalweightof10tonnes.

• Vehicleignitionmustbeturnedoffaftervehiclesenterthelifts.

• Trucksmustnotleavethelifts.

• Allgoodsmustbetransferredbyhandontotrolleys.

• Timingoftheuseofvehicleliftsmustbeincludedinyourtrafficscheduleandtakeintoaccountotherevents taking place concurrently.

Technology ServicesThe latest audio-visual, communications and information technology is provided for your event in the convention centre. The MCEC offers unparalleled technology services to the convention and exhibition industry.

Technical SpecificationsProvision and initial set-up of the following services is included in your Licence fee.

A wide range of additional options are available from the MCEC Technology Services Department including:

• digitalmediadistribution;

• eventrecording;

• webcastingandvideostreaming;

• cableTV;

• electronicwhiteboard;and

• QandA,lapelandtablemicrophones.

Technology Support Services: +61 3 9235 8200.

Data NetworkA state-of-the-art IP data network is provided throughout the MCEC.

• Ciscoswitchingandroutingtechnology.

• FibreopticandCAT6networkcablingconnectionsinallfacilities.

• Flexibleoptionsfornetworkprovision.

Audio-Visual Melbourne Room 1 and 2

Large Meeting Rooms

Medium Meeting Rooms

Small Meeting Rooms

CantileverMeeting Rooms

High-definition widescreen data projector, ceiling-mounted

• • • •103” plasma screen •Multiple 5.0m x 2.8m projection screens

•5.0m x 2.8m projection screens •4.0m x 2.2m projection screens •2.6m x 1.5m projection screens •Sound system (speech and multimedia)

• • • • •Translation booths Optional

Presenter

Intelligent lectern • • • • •Presentation PC with internet access

• • • • •Lectern microphone and light screens • • • • •

Control and Support

AMX room control system • • • • •Remote monitoring and support • • • • •

MELBOURNE CONVENTION CENTRE (MCC)MELBOURNE CONVENTION CENTRE (MCC)


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MCEC WirelessOur free Wi-Fi service provides limited internet access to all conference delegates, event attendees and general public in the venue during your event.

You can also upgrade to our Platinum Wi-Fi service that can be designed specifically for your delegates and offers unrestricted internet access, including Skype.

Free Wi-Fi• Coverageextendsthroughoutthevenue,includingmeetingrooms,exhibitionbays,theplenaryandallotherpublicspaces.

• Suitableforwebmail,Facebook,Twitterandbasicinternetbrowsing(butnotforstreamingvideosuchasSkype).

• Maximumbandwidthof256Kb/speruser,withactualbandwidthinfluencedbythenumberanddensityofconcurrentusers.

• Requiresuserstosubscribe(freeofcharge)viaaloginpageandagreetoasetoftermsandconditions.

Platinum Wi-Fi*• Anexclusiveserviceforyourconferencedelegates.

• Tailoredtoyoureventintermsofcoverageandspeed(bandwidth).

• Providesunrestrictedinternetaccesswithincreasedbandwidthforindividualusers.

• Allowsforacustomwirelessnetworkname(youreventname)andacustomauthenticationmethod.

• Suitableforrunninginternet-basedworkshopsinrooms.

• Includesgenerousallowances.

* Pricing for Platinum Wi-Fi is determined by several factors, including the number and density of concurrent users, anticipated download and service bandwidth. For more information about our Wi-Fi services, please contact:

Technology [email protected] or 61+ 3 9235 8180.

TelephoneVOiP technology allows telephone services to be quickly and easily configured in any location within the MCEC.

SoundEach meeting room within the Convention Centre has an inbuilt sound system that has been designed and installed to deliver an optimal sound experience to all participants that is clear, free of distortion and able to be heard evenly throughout the room.

Data ProjectionInbuilt high definition 16:9 ratio data projectors are fitted in the meeting rooms of the Convention Centre providing an exceptional viewing experience.

Video-ConferencingTop of the range video-conferencing technology is provided in the Convention Centre, enabling the flexibility of conducting a video conference from any of the meeting rooms within the venue.

AV Control SystemThe vast array of audio technology available in the Convention Centre is able to be seamlessly controlled using the AMX control system which is fitted in all meeting rooms. A wireless touch-screen interface allows you to take control of the technology within the room without the need for an in-room technician.

• Participantscanhavecontroloftheroomenvironmentandallitsequipmentincludinglighting,projectionandvolumelevelsat the touch of a button.

• Wirelesstouchpanelsareincorporatedintothebuildingandlecterndesign.

• Sophisticatedtechnologyiseasytouseandunderstand.

• Atechnicalhelpbuttononeachtouchpanelprovidesinstantconnectiontotrainedtechnicianswhocanprovideimmediateassistance to resolve any issues.

Event SignageDigital signage provides a comprehensive way-finding solution for your event participants. Digital displays throughout the Centre direct visitors around various parts of the facility and can be customised to your specific requirements.

Style of poster board displays permitted front of house• PosterboarddisplaysonLevels1&2inallfoyerareas.

– Front runner panels (carpeted) can be used provided they are framed with Octonorm.

–Frontrunnerpanelsaretobealightcolour(NOBLACK).

• PosterboarddisplaysinMainFoyer.

– Poster boards are to be framed with Octonorm and panels are to be white melamine.

• Posterboarddisplaysinmeetingrooms.

– Front runner panels (carpeted) can be used provided they are framed with Octonorm.

Accessing ServicesIn-floor service pits with power and data connections are provided in the Convention Centre. External contractors must have current licences and registrations and comply with MCEC requirements. Please note that contractors must enter the building through the loading dock and back of house areas only.

Food and WineThe MCEC has sole catering rights to the entire Centre. Food and wine can be provided to suit your requirements. Please speak with your Event Planner.

CleaningThe cleaning of all rooms and foyers (except for exhibition builds) in the Convention Centre is included in your Licence Agreement. For further details please refer to the Event Operations chapter of this manual.

MELBOURNE CONVENTION CENTRE (MCC)MELBOURNE CONVENTION CENTRE (MCC)

Meeting Rooms at the MCC


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Void

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Meeting Rooms at the MCCThe Melbourne Convention Centre provides the highest standards in meeting and event technology which is inbuilt into every meeting room offering event organisers and guest speakers unprecedented self-manageable capabilities.

Ground Floor Convention Centre

Level 1 Convention Centre

MEETING ROOMS AT THE MCC

Foyer

Stair 1

Stair 2

Stair 3

Foyer

Plenary

Stage

Entry

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Enclosed link to

Exhibition Centre

Yarra River

Entry


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Level 2 Convention Centre

Melbourne Room The Melbourne Room accommodates up to 2,304 guests and features a cantilevered 18m glass façade with views across the Yarra River to Docklands and the city. It is located on Level 2 of the Convention Centre and can be divided into two smaller banquet rooms.

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SPEAKERSRM 201 DISABLED

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ACCESS TO / FROMLEVEL 1 & GROUND

FOYER

DRESSINGROOMS 1 & 2

ORGANISERSOFFICE 201

MELBOURNE CONVENTION CENTRE: BANQUET RMS 201-202, LEVEL 2

Specifications and Capacities

Operable WallThe two rooms which make up the Melbourne Room are divided by an operable wall which folds away entirely when in the combined mode. The wall does not have a door, so when in place, there is no connection between the two rooms.

Dressing RoomsTwo dressing rooms are provided for the Melbourne Room consisting of:

• make-upmirroranddressingtablebench;

• full-lengthmirror;

• toilet,showerandchangearea;and

• two-wayvisualandverbalcuemonitors.

Production Lighting and SoundLicensees must provide their Event Planner with details of requested rehearsal and/or sound-check times for events with performances, bands or potential loud audio outputs. MCEC management must approve all rehearsal and/or sound-check times to ensure surrounding events are not impacted by noise generated by your event.

Licensees must not carry on or permit to be carried on at the Centre anything that is noisy or is likely to harm the reputation of the Centre or impact surrounding events.

The Melbourne Room is equipped to support staged performances and presentations in a variety of configurations and locations, including in-the-round:

• basiclightingrig;

• lightingbarsforadditionallighting;

• pinspotlocations;

• technicalcontrolroom(biobox);and

• specialisedaudioandvideomixingequipmentcanbeprovided.

RiggingRigging points are installed in the Melbourne Room ceiling to suspend displays and decorations.

Meeting RoomsA total of 32 meeting rooms, arranged in subdivisible suites, are located on Levels 1 and 2 of the Convention Centre in close proximity to the Plenary.

MEETING ROOMS AT THE MCCMEETING ROOMS AT THE MCC

Room Area Height Theatre Classroom Cocktail Banquet Cabaret

Melbourne Room 1 1,211sqm 8.5m 1,188 456 830 720 576

Melbourne Room 2 1,211sqm 8.5m 1,188 456 830 720 576

MelbourneRoom1&2 2,401sqm 8.5m 2,304 912 1,660 1,500 1,200


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Meeting Room CategoriesThe Convention Centre has four categories of meeting rooms: large, medium, small and a banquet room:

Category Area Number on Level 1 Number on Level 2

Melbourne Room 1,211sqm 0 2

Large 234 - 243sqm 4 8

Medium 124 - 144sqm 2 6

Small 67 - 76sqm 6 4

All large and some small rooms, interconnect with another similar room to form a larger space.

Meeting Room Dimensions and Capacities

Level 1 Meeting Rooms – Dimensions and Capacities

Level 2 Meeting Rooms – Dimensions and Capacities

Level 2 Meeting Rooms - Dimensions and Capacities (cont.)

Press RoomA secure facility capable of accommodating press conferences and television interviews. Fitted with lighting rails and wall-mounted outside broadcast facilities. Located in the Convention Centre off the main foyer.

Organiser OfficesFive organiser offices are located within the Convention Centre at Ground Level, Level 1 and Level 2.

Speaker’s Preparation RoomsPreparation rooms for speakers are located adjacent to the meeting rooms on both Level 1 and 2 of the Convention Centre where speakers can rehearse their presentation with the use of audio-visual equipment.

Satchel Packing RoomFitted with benches and pigeon holes for packaging with a capacity to hold over 5,000 bags. Located off the Convention Centre foyer.

Room Area Height Theatre Classroom Cocktail Banquet Cabaret Boardroom U-Shaped

101 71sqm 4m 60 27 56 30 24 18 21

102 71sqm 4m 60 27 56 30 24 18 21

102&101 146sqm 4m 155 72 112 80 64 - -

103 144sqm 5m 130 63 108 60 48 36 36

104 144sqm 5m 130 63 108 60 48 36 36

105 234sqm 5m 256 96 180 120 96 42 51

106 234sqm 5m 256 96 180 120 96 42 51

105&106 477sqm 5m 480 216 360 300 240 - -

107 67sqm 4m 72 27 56 30 24 20 16

108 67sqm 4m 72 27 56 30 24 20 16

109 240sqm 5m 240 96 188 120 96 42 51

110 240sqm 5m 240 96 188 120 96 42 51

109&110 490sqm 5m 480 216 376 300 240 - -

111 72sqm 4m 60 27 56 30 24 18 21

112 76sqm 4m 60 27 56 30 24 18 21

111&112 148sqm 4m 155 72 112 80 64 - -

Room Area Height Theatre Classroom Cocktail Banquet Cabaret Boardroom U-Shaped

Melbourne Room 1

1,211sqm 8.5m 1,188 456 830 720 576 - -

Melbourne Room 2

1,211sqm 8.5m 1,188 456 830 720 576 - -

Melbourne Room1&2

2,401sqm 8.5m 2,304 912 1,660 1,500 1,200 - -

203 243sqm 5m 240 96 160 120 96 42 51

204 243sqm 5m 240 96 160 120 96 42 51

203&204 487sqm 5m 480 216 320 300 240 - -

205 76sqm 4m 60 27 50 30 24 20 16

206 76sqm 4m 60 27 50 30 24 20 16

207 124sqm 5m 120 63 80 60 48 30 36

208 124sqm 5m 120 63 80 60 48 30 36

209 124sqm 5m 120 63 80 60 48 30 36

210 234sqm 5m 240 96 160 120 96 42 51

211 234sqm 5m 240 96 160 120 96 42 51

210&211 477sqm 5m 480 216 320 300 240 - -

212 234sqm 5m 240 96 160 120 96 42 51

213 234sqm 5m 240 96 160 120 96 42 51

212&213 487sqm 5m 480 216 320 300 240 - -

214 72sqm 4m 60 27 42 30 24 20 16

215 72sqm 4m 60 27 42 30 24 20 16

216 124sqm 5m 120 63 80 60 48 30 36

217 124sqm 5m 120 63 80 60 48 30 36

218 124sqm 5m 120 63 80 60 48 30 36



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FoyersThe Convention Centre has foyers on each of its three levels.

Main Foyer

The main foyer:

• islocatedontheGroundFloorandisthemainentrancetotheConventionCentre;

• opensontotheYarraRiverboardwalks;

• issuitableforregistrationandlarge-scaleeventsincludingcocktailparties,displaysandsmallexhibitions;

• customerservice,security,administrationandarangeofancillaryroomsandamenitiesarelocatedinoroffthisfoyer– please refer to the MCEC Additional Services section of this manual;

• escalatorsandstairsleadfromthefoyertotheupperlevelPlenary,MelbourneRoomandmeetingrooms;and

• GroundFloorlevelenclosedlinktotheExhibitionCentre.

Pre-Event FoyersPre-event foyers located on Levels 1 and 2 provide:

• breakoutspaceforthePlenary,meetingandMelbourneRoom;and

• arealsosuitableforeventregistration,pre-evententertainment,orasstand-alonevenuesforsmallerevents,displays and exhibitions.

Event RegistrationMobile registration desks are available for Convention Centre events and consist of:

• mobileunitswhichcanbeassembledintoarangeofconfigurations;

• pointsofsale,creditcardandEFTPOSdataconnections;

• poweranddatasupply;

• storagecupboardsforprintedmaterials;

• upto20registrationpointswithallowancesfordelegatequeuingandthedistributionofmaterials;and

• seatingforregistrationstaff.

Please note that due to their modular nature the units are not fully securable and should be staffed at all times.

The MCEC can assist your registration by providing storage modules.

The storage modules can be positioned with the MCEC registration units and are available for conference organisers in the Convention Centre.

Per the image below, each storage module includes the following:

• dimensions:6,350mm(L)x1,980mm(H)x920mm(D);

• 15sectionsofindividualspaceforsatchelpacks;

• cloakroom/cupboardspaceforasmallnumberofcoats;

• cupboardspaceforstationery/laptops,etc;

• pigeon-holesectionsforseparatestorageareas;

• trackontopofmodulesforclientcorflutesignage;

• thestoragemodulesaredesignedforsatchelstobeloadedintoeachunitfromtheback;

• rollerdoorsatthefrontalleviatecupboarddoorsbeinginthewaywhilstworkingbehindtheregistrationdesk;

• alldoorshavelocksforsecurityofequipment,bothfrontandback;

• eachmodulecomeswithtrolleystomovesatchelpacksfromotherareasofthebuildingtothestoragemodules

• trolleysare1,200mm(L)x800mm(W),withsidewalls600mm(H);and

• thetrolleysareflexibleinuseand,byremovingthesides,theycanbecomeaflat-bedtrolleyforlargeritems.

(Registration Module and Storage Units)

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750sqm

860sqm

BUILD AREA

NO BUILD AREA

MELBOURNE CONVENTION CENTRE: MAIN FOYER, GROUND FLOOR

MCEC MAIN FOYER - DRAFT FLOOR PLAN (NO BUILD AREA)


Special considerations will apply when using the Convention Centre foyers for exhibitions.

Melbourne ConventionCentre – The Plenary


53

The PlenaryThe Plenary is the centrepiece of the Melbourne Convention Centre. It can accommodate events from simple speaker presentations through to full-scale theatre productions.

The multifunctional Plenary has a total seated capacity of 5,500 and can be divided into three self-contained, separate theatres, one with a capacity of 2,500 and two for up to 1,500 each.

The main stage is adaptable for many uses and consists of four lifts which may be tiered or level dependant on the requirements of the convention or production. Likewise, the thrust stage apron may become an orchestra pit by lowering its two lifts.

The seating arrangements within the theatre can be varied to cater for cabaret, conventions, theatrical productions or sporting events, by utilising the retractable seating and floor movement to create several configurations. We can also install interpreter booths in each of the three plenary theatres.

Many access points are offered for guests in wheelchairs and assisted-hearing facilities are also available.

THE PLENARY


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The Plenary in Combined ModeThe following equipment in standard configuration is included in venue hire:

• HDdataprojectorBarcoFLMHD18(18000ANSI);

• 10mx6mwidescreenprojectionscreen;

• 2x4mx2.5mLEDscreens(6mmpitch);

• intelligentlecternc/w22"touchscreenLCDdisplay;

• 2xlecternmicrophones;

• Barcovisionswitcher;

• holdingslidedomputer;

• presentationPCwithinternetaccess;

• Blu-ray/DVDplayer;

• presenterlighting(square1Rig)comprising: - Jands Vista lighting console - 10 x Selecon Pacific 80v 1.2kW zooms - 14 x ETC 750W Source 4 zooms - 21 x Selecon 1.2kW fresnels - 23 x Selecon 2kW fresnels - 8 x Selecon 1.25kW 4 unit cyc floods - 15 x ETC 750W Source 4 PARs - 10 x ETC 575W Source 4 Juniors - Jands HPX12 2.4kW dimmers;

• concertandpresentationPA - Digico D1 Live Mixing console - Nexo Line Array PA System; - 24 x Geo D10 cabinets; - 4 x Geo sub cabinets - Stage in-fill; - 6 x Nexo PS8 at main stage - Fixed Tier Fill; - 4 + 6 + 4 x Nexo PS8 - Balcony Fill; - 4 + 6 + 4 x Nexo PS10.

• pleasenotethatstagedimensionsareapproximateandcriticalmeasurementsshouldbeconfirmedon-site–thesetting line (zero line) of the stage in Plenary 2 is drawn between the downstage corners of the tormentor;

• dependingonthestyleofyoureventandthelevelofproductioninvolved,itmaybenecessarytosupplementtheincludedroom equipment with additional lighting, sound and vision equipment to meet your specific requirements; and

• aminimumoftwooperatorsarerequiredtoassistwithproductionelementsduringanyeventandarechargedonthefinalaccount - where there is a requirement to move in production equipment, sets, etc. there is a requirement for a minimum of three technicians on duty to assist with access, installation and integration of equipment.

Capacities

Description Area Theatre Banquet Cabaret Arena

Plenary1,2&3combined - 5,540 - - -

Plenary1,2&3withoutbalcony - 3,868 - - 5,312

Plenary1,2&3subdivided - 2,378 - - -

Plenary1,2&3flatfloor - - 1,500 1,200 -

Plenary 1 - 1,482 310 248 -

Plenary 1 without balcony - 977 - - -

Plenary 1 subdivided - 527 - - -

Plenary 2 - 2,468 600 480 -

Plenary 2 without balcony - 1,806 - - -

Plenary 2 subdivided - 1,222 - - -

Plenary 3 - 1,484 310 248 -

Plenary 3 without balcony - 979 - - -

Plenary 3 subdivided - 532 - - -

Main foyer 6,376m - - - -

Floor Plan

THE PLENARYTHE PLENARY


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Operable Walls

Double Operable WallsTwo double operable walls located inside the Plenary allow the hall to be divided into three individual halls.

Blinds

Subdivisional BlindsBlinds can be lowered at the fixed tiered seating and/or at balcony level to conceal seating not utilised for your event. Blinds are fully motorised.

Access

Loading DockMelbourne Convention Centre

Convention Centre Loading Dock Enter off Normanby Road, South Wharf, Victoria 3006, Australia.

The Convention Centre loading dock is adjacent to the back and side stage areas at the same level as the Plenary floor.





• Asoundinsulatingwallwithrollershutterdoorsseparatesthestageandloadingdock.


• A30minuteparkinglimitappliesfordrop-off/pick-upofgoodsduringthemoveinandmoveoutprocess.Vehiclesarenotpermitted to park on the loading dock at any other time.


• Vehiclesandcontentsaretheresponsibilityoftheownerwhileontheloadingdock.Storagespaceontheloadingdockcan be arranged via MCEC Loading Dock Management – storage is limited and charges apply (consult your Event Planner for further details).

• TheConventionCentreloadingdockisastrictlysmoke-freeenvironment.

Loading Dock to StageClear access from the loading dock to the stage in all its modes is available.

Loading Dock to Stage Clear Width Clear Height

Combined and divided modes 4.0m 4.5m

Divided modes 3.0m 4.5m

StagesThe main stage is located in Plenary 2, with demountable stages provided when Plenary 1 and 3 are in divided mode.

Main StageThe main stage is made up of four mechanical elevators providing flexibility in stage configurations and height. There are also two forestage elevators which can be lowered to create an orchestra pit.

The forestage has two mechanical sections consisting of a 22m rectangular section and a 19m wide curved section. When in orchestra pit mode, the forestage is 1.75m below flat floor level.

Above the stage is a fly gallery.

Stage Dimensions

Stage Width

Stage Depth

Prompt/OppositePrompt Wing Width

Prompt/OppositePrompt Wing Depth

Orchestra PitMax Depth

Stage to TechnicalGrid Height

Fly GalleryHeight

18m 12m 10m 12m 1.75m 16m 7.6m

On either side of the stage, operable wall panels are used to create flexible tormentors to frame the stage, create wings and conceal the sides of the stage.

Demountable StagesDemountable stages are provided in Plenary 1 and 3.

• Thedemountablestagefloorhashingedopeningstoenablecablestobepassedthroughtotheservicepitsbelow.

• Stairswithahandrailprovideaccesstothestagefromfloorlevel.

Stage Dimensions

Stage Width

Stage Depth

Stage Height

Prompt and Opposite Prompt Width

Prompt and Opposite Prompt Depth

10m 7.5m 1m 12m 8m

BackstageExtensive backstage facilities are provided for the Plenary to accommodate the special needs of speakers, small and large numbers of performers, and VIPs. When concurrent events are being held in the hall’s smaller modes, separate facilities are made available. Please discuss your backstage requirements with your Event Planner.

Dressing Rooms• Twogroupdressingroomsforupto15personsperroom.

• Full-lengthmirrors,make-upmirrors,showersandtoilets.

• Twoindividualdressingroomsforprincipalspeakersorleadartists.

Green Rooms• Twogreenroomsforupto30personsperroom.

• Maleandfemaletoilets,showers,changeroomsandakitchenette.



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VIP Suites• TwoVIPsuitesadjacenttothePlenaryprovidequalityfacilitiesforhigh-profilepresenters,guestsanddignitaries.

• Receptionarea,lounge,changerooms,showerandtoilet.

• Adjacentspaceprovidesdataandcommunicationfacilitiestoaccommodateadministrativesupport.

• Fullaccessibilityandfacilities.

• Mainentryisfromfront-of-house.Back-of-houseaccessisavailablefordiscreetmovementofVIPsifrequired.

Speaker’s RoomThe Speaker’s Room allows speakers to prepare for their presentation.

Stage CrossoverA 2m(W) x 2.5m(H) stage crossover runs behind the stage allowing movement from one side of the stage to the other.

Audio-VisualThe Plenary provides the latest light, sound and production equipment to support your event. For further information on any of the following aspects of the Plenary’s technical infrastructure please speak to your Event Planner or the Plenary Operations Manager.

Plenary Operations Manager: +61 3 9235 8027.

Technical GridThe Plenary is fitted with a full technical grid, three dedicated lighting bridges and infill panels. This equipment can support sophisticated lighting for concerts and other major performances.

Audio SystemThe Plenary is fitted with high-quality Nexo speakers providing exceptional sound quality for the audience and minimising feedback.

• Speakersarearrangedinarraysofuptosevenindividualspeakers.

• Incombinedmode:fourspeakerarrays.

• Individedmode:twospeakerarrays.

• Infilldelayspeakersprovidecompleteaudiocoverage.

Mixing DesksDiGiCo D1 audio mixing desks are provided in the Plenary offering leading-edge audio technology and delivering the highest standards of sound reproduction for your event.

Control RoomsA lighting and sound control room is available for each Plenary. An alternate operation position can be set in the centre of each Plenary for front-of-house operation, additional set-up costs apply.

Projection ScreensProjection screens are provided in the Plenary which:

• havea16:9widescreenratio;

• are8m(W)x4.7m(H);and

• retractcompletelyfromviewwhennotinuse.

A large fixed screen is provided over the main stage. This is accessible in Plenary 2 and combined mode only:

• 16:9widescreenratio;

• 10.6m(W)x6m(H);and

• seamlesshigh-qualitysurface.

ProjectorsA Barco FLMHD18 projector is provided in Plenary 2. Barco FLMHD14 projectors are provided in Plenary 1 and 3.

Interpretation Booths• SixlocationsfortemporaryinterpretationboothswithhardwiredelectronicpatchingpointsareprovidedinthePlenary.

• Twoboothscanbelocatedineachhallsection.

• Uptotwotranslatorscanbeaccommodatedperbooth.

Backstage Monitors and Prompt Audio• Cuevideomonitorsareprovidedindressingroomsandbackstageareas.

• Allbackstageareashaveafullpromptaudiosystem.

Presentation AidsThe Plenary provides access to the most sophisticated audio-visual, communications and information technology available with the following supplied as part of your Licence:

• intelligentlectern;

• presentationPCwithinternetaccess;

• remotemonitoringandsupport;and

• hearingassistance.

An extensive range of technical, communications and audio-visual equipment is available from MCEC’s Technology Services Department, charges will apply.

Technology Support Services: +61 3 9235 8200.



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Your Event Details in the Plenary

Event PlanningThe Plenary provides a highly flexible venue with high-level production and technical capacities. The wide range of applications and configurations of the venue means that every event will be different. Your Event Planner and the Plenary specialist staff will help you develop a plan for your event which meets your specific needs.

ContractorsAll contractors working on your event must have the appropriate current licences and registrations and comply with MCEC requirements.

Sound and Lighting OperatorsThe Plenary has production-level sound and lighting equipment fitted. For large-scale staged events, you may need to appoint qualified audio-visual operators and hire-in any additional specialist sound or lighting equipment required. Licensees must provide their Event Planner with details of requested rehearsal and/or sound-check times for events with performances, bands or potential loud audio outputs. MCEC management must approve all rehearsal and/or sound-check times to ensure surrounding events are not impacted by noise generated by your event.

Licensees must not carry on or permit to be carried on at the Centre anything that is noisy or is likely to harm the reputation of the Centre or impact surrounding events.

Signage

Room SignageDigital signage is provided outside the Plenary.

Display Signage• SignagecanbesuspendedinthePlenaryfromtheinbuiltriggingsystem.

• Free-standingsignagecanbeplacedonthestageareabutnotinwalkwaysorfoyerareas.

• DetailsofallsignagemustbesubmittedtotheMCECforapprovaltoensureitmeetstheCentre’sguidelines.

Food and WineThe MCEC has sole catering rights to the entire Centre. Food and wine can be provided to suit your requirements. Please speak to your Event Planner.

CleaningIn the Plenary, standard cleaning is included in your Licence Agreement.

TicketingIf tickets are being sold for your event you will need to appoint an external ticketing agency. An internal/external box office is available for your use and can be operated on the day of your event. For further information, please speak with your Event Planner to discuss the required procedures.

UshersFor events in the Plenary ushers are required to assist in managing seating and to assist the security team in an emergency. Depending on the nature of the event ushers may be qualified security staff or other trained ushering staff provided by the MCEC. Your Event Planner will discuss the specific requirements for your event with you.

THE PLENARY

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Event OperationsServices provided to events are coordinated through the Event Planner, who will liaise with the appropriate departments within the MCEC to ensure that Licensee requirements are fulfilled.

Event Operations is a grouping of departments that aid in the delivery of services to operate events within the MCEC.

The Security and Safety Department is responsible for fire protection systems in the building, exterior building security, incorporating public spaces at the MCEC, and enforcing the MCEC gazetted parking areas.

Event Operations are responsible for approval of safety plans, incorporating floor plans, exit signage, move in move out plans, toolbox meetings clear aisles for forklift and pedestrian movements during build-up, safety inspections prior to show opening and confirming maximum occupancy limits. This department also controls the Loading Docks operations during the move in move out phase of exhibitions.

Brookfield Multiplex Services are responsible for maintenance of the building fabric, building services and electrical distribution.

The Front of House Department coordinates the appearance and delivery of customer service within the MCEC. This incorporates cleaning services, ushering and customer service. Cashiering Department oversees the MCEC POS (point of sale) system incorporating cash and electronic sales areas.

Licensees must provide their Event Planner with details of requested rehearsal and/or sound-check times for events with performances, bands or potential loud audio outputs. MCEC management must approve all rehearsal and/or sound-check times to ensure surrounding events are not impacted by noise generated by your event.

Licensees must not carry on or permit to be carried on at the Centre anything that is noisy or is likely to harm the reputation of the centre or impact surrounding events.

Event PlanningThe Event Planning Department assists clients with the planning and administration of their events and ensures that all client requirements are met as economically as possible.

Following receipt of the deposit and the signed Licence Agreement, the event is allocated to an Event Planner. An Event Planner is appointed to each event to advise the client of available services and facilities, coordinates the requirements for the event and liaise with the other departments at the Centre for the provision of services and facilities. A Food and Beverage Service Manager is assigned to manage the actual running of the event.

Issues for consideration include, but are not restricted to, the lists below.

Event • Eventname,dateandtimesandprogramme.

• Roomhire.

• Keycontactsontheday/softheevent.

• Numberofclientkeysrequired(MEConly).

• Trustticketallocation(MEConly).

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Conference/Function Attendees• Delegate/guestnumbers–consideringcateringandmeetingroomcapacities.

• Registrationrequirements.

• VIPsormediaattending–arrival,departure,drivewayrequirements.

Catering Arrangements • Foodandbeveragemenu–consideringselectionsuitabilityfortypeofevent.

• Roomset-upconsidering:

– contractor access (if applicable);

– am/pm table set-up and configuration, table decoration, linen, etc.; and

– equipment for food and beverage delivery.

Theatre/Concert Use• Non-allocatedandallocatedseating.

• Ushers.

• Crowdcontrol.

• Tickets.

• VIP’sormediaattending–arrival,departure,drivewayrequirements.

Entertainment• Crewcatering.

• Performerdressingroomrequirements.

• Bumpinandout.

• Technicalprogramme.

• Sound-checkcoordinationandneighbouringevents.

Transport• Buses/coaches–companydetailsandcontact,schedule,permitrequirements(ifapplicable),drop-offandpick-uppoints.

• Carparkallocation.

• Pre-paidcarparking.

Communication Requirements• Type:

– facsimile, modem, EFTPOS lines;

– digital telephone services including handsets;

– PSTN Lines;

– ON RAMP 2 - ETSI Standard;

– two-way radios;

– broadband internet access;

– mail server;

– computer/router/Ethernet switch hire; and

– configuration support.

Exhibition• Useofspace.

• SafetyPlanforExhibitionincorporating:

– risk analysis;

– move in and move out schedule of contractors and exhibitors;

– clear aisles for move in move out;

– final floor plans;

– exit signage;

–OH&Sbriefing;

– maximum occupancy levels in exhibition; and

– security schedule.

• Exhibitormanualreviewpriortodistribution.

• Exhibitorlisting.

• Exhibitorloungerequirements.

• Signageonconcourse/foyer,wordingformonitors,displays/signageoutsidebuilding.

• ConfirmationofKioskoperatinghours,possibleextendedseatingintolicensedarea,kioskaccountcardsrequired(MEConly).

• UseofOrganiser(s)office(MEC)orsuites(MCC).

• HospitalitySuitesandtheiruse(MEConly).

• Storage,cleaning,rubbishremoval.

• Freightforwardingdetails.

Exhibitors• Exhibitorstandevents.

• Customstandapproval.

• Exhibitionstandgiveawaysincludingfoodhandlingpolicies.

• Exhibitorcatering.

• Loadingdockrequirementsincludingequipmenthire.

• Powersupplyandconnectionsandcontractordetailsifapplicable.

• Plumbingrequirementsandcontractordetailsifapplicable.

• Communicationrequirementsandcontractordetailsifapplicable.

Exhibition Attendees• Trade/public.

• Estimateddailyattendances.

• Ticketinginformationandrequirements.

• Registrationbooths.

• VIPsormediaattending–arrival,departure,drivewayrequirements.

EVENT OPERATIONSEVENT OPERATIONS


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The client or exhibitor must comply, and ensure that its contractors comply with the terms and obligations imposed upon the MCET under any law relating to the sale and consumption of liquor.

Catering Our team of five star chefs offer a wide variety of menus utilising fresh local produce, accompanied by a wide selection of local wines. From three-course formal dinners for 3,500 people, to luncheons for 10, or a light afternoon tea, our kitchen and service staff can fulfil your catering requirements.

Menus and choices of service and style can be discussed with your Event Planner.

Public CateringVisitors and delegates to the MCEC have a number of eateries at their disposal. MEC Café located in the Melbourne Exhibition Centre (MEC) Clarendon Street entrance and MCafe in the Melbourne Convention Centre (MCC) foyer. These are both open from Monday to Friday. There are five fast food kiosks at the MEC within the exhibition halls.

Our public catering facility includes cafes, kiosks and exhibitor lounges and are provided at the discretion of the MCEC. The MCEC will only provide public catering if it is viable for the venue. The MCEC reserves the right to withdraw public catering facilities offered to a client if the outlet is not being used by the delegates and visitors for the purpose for which it has been provided. If organisers wish to guarantee minimum revenue levels for public catering outlets, the venue is pleased to provide this service.

Stand CateringThe MCEC offers exhibitors an enticing selection of stand catering. On offer are a variety of menu choices, along with alcoholic and non-alcoholic beverages.

Orders for stand catering should be forwarded on the Exhibitor Services Account Form with payment for the order, no later than seven days prior to the commencement of the event. We require 72 hours notice for order cancellations; if cancellations are received after this time the full charge will apply. To ensure we can accommodate your request we require a minimum of 24 hours for late orders.

All stand catering is delivered to stands at the nominated delivery time and is presented on room service trolleys. The stand catering menu is self-serviced and the exhibitor is responsible for maintaining the cleanliness of stands at all times. Staff are available to service your stand at an additional charge. To assist us with providing this service, 48 hours notice is required.

High-quality single-use plates, cups, cutlery, etc. are included with stand catering orders. Trestle tables or china crockery are available at a hire fee.

Terms of SecurityLicensed areas that host an exhibition or a high number of attendees will require separate event security. These events within the Convention Centre are managed by internal security at the Licensee’s cost. The following is required:

• asecurityscheduleneedstobesubmittedtotheLicensorsevendayspriortoexhibitionopening;

• allsecuritystaffmustbeapprovedbytheLicensorandmustholdacurrentsecuritylicenceandminimumLevel2First Aid Certificate;

• duringtheLicencetermsecurityservicesstaffsuppliedbytheLicenseemustbeondutyateachopendoorwaybeingusedforaccess or egress to the licensed area and the Licensor reserves the right to close any doorway not so attended;

• securitystaffshallnotlock,strap,bar,barricadeorblockanydoorwithoutapprovaloftheLicensor(securitystaffshallnotlockor unlock any door outside the licensed area without prior approval of the Licensor);

• securitystaffshallonlybepostedinsidethelicensedarea(securitystaffshallnotparkontheloadingtarmac);

• securitystaffmustpolicetheLicensornon-smokingprocedure;

• securitystaffshallnotatanytimeimpedethemovementoftheLicensororstafforcontractorsinthecourseoftheirduties for any reason;

• securitystaffshallacceptverbaldirectionsfromtheLicensoronanymatterthatcouldaffectthesafetyand/orwellbeingofthepublic and the MCEC; and

• securitystaffshallnotatanytimeenteranyplantorequipmentroomorarestrictedareaoftheMCECnotinsidethe licensed area.

Terms of Security (cont.)

Additional Requirements• Audio-visualrequirements.

• Equipmentcross–hires:plants,linen,two-wayradios,facsimilemachines,photocopiers,computerequipment.

• Equipmentrequirements–includingstaffhire.

• Directionalsignage–companylogo(digitalorscanned),positioningthroughoutvenue.

• Clientdeliveries:sponsoredbeverages,flowers,menus,programmes,promotionalproducts,decorations,banners,furniture,satchels and promotional materials, etc.

• Security–demonstrations,specialisedcontrolrisk,exhibitionsecuritypatrol.

• Firewardensforpyrotechnics,cookingdemonstrations,smokemachinesandflutter-fetticannons.

• Storagearrangements.

• Crèche.

• Cloakroom.

Contractors• Security.

• Cleaning(MEConly).

• Technicalservices(MEConly).

• Rigging–approvedriggersonly.

• Electricalrequirements.

• Freight.

• Furniture.

Management of the EventAn event program (daily operating sheet) is developed, with all the information pertaining to the event detailed. The Licensee will sign-off the daily operating sheets (DOPs) to confirm that their requirements are being met and to authorise the order. Any amendments to the DOPs will be signed by the Licensee.

Priortothebeginningoftheevent,theEventPlannerwillhandovertoaF&BServiceManager,whowillberesponsibleforcompleting the details listed on the DOPs. This person will be the key contact for the Licensee through the course of the event.

AnyLicenseerequirements,amendmentstoarrangementsorotherissuesshouldbecommunicatedbetweentheF&BManagerandthe Licensee.

Finalisation of the AccountPost event, the Event Planner finalises all charges for the event. Charges include room hire, catering, utility and communication requests, exhibition and technical services and sundries. The final account is forwarded to the Licensee for payment.

Catering ServicesOur catering services are world-class and we aim to achieve the highest standards of quality and service. The Event Planner andF&BManagerprovidethecentralcommunicationandsupportrolebetweenthekitchen(foodpreparation),theCateringDepartment (event floor management and food and beverage service), the Public Catering Department (kiosks) and the Event Planning Department (stand catering orders). This is to ensure information and effective communication flow, thereby ensuring the successful staging and supervision of events.

Terms and ConditionsThe MCEC has sole catering rights. Clients or exhibitors are not permitted to use their own caterers.

Final numbers for catering, including special dietary requirements MUST be notified three (3) business days prior to the event.



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As part of the Event Safety Plan, the Melbourne Convention and Exhibition Centre request the Licensee to provide the following information:

• asecurityschedulefortheeventnolessthansevendayspriortotheLicencetermcommencing.Thescheduleshallindicatedates, times and posting of security staff for the Event Security Staff in the case of an emergency;

• nameofcompanytaskedwithsecurity;

• theappointedcompany’scurrentVictorianSecurityFirmLicenceandCertificateofCurrencyfromtheinsurersofthe security firm; and

• theLicensormayrequireabriefingtotakeplacewiththedesignatedsecuritycompanycoveringthebuildingfiresystems,evacuation plans and first aid training.

Where applicable, the Melbourne Convention and Exhibition Centre may request a photocopy of each security guard’s Combined Security Guard and Crowd Controller Licence prior to giving consent for the guard to work the venue.

Fire WardenAll events with pyrotechnics, smoke machines, flutter-fetti cannons and/or cooking demonstrations require smoke detectors to be isolated; therefore an MCEC security guard (as fire warden) must be in attendance. A minimum charge of four hours will apply. Please note the use of confetti is not permitted within the MCEC.

Communication between Event Security Staff and the MCEC Security Control RoomThe event security staff are to arrange for the provision of communication equipment to communicate with the MCEC Security Control Room. This shall include a two-way radio, battery charger and/or spare battery for the radio.

Also required is the provision of a secondary or back-up mobile phone number to ensure communication between event security staff and the MCEC Security Control Room.

The Melbourne Convention Centre SecurityThe MCEC has 24-hour security staff surveying the Centre and will provide event security. Depending on the nature of your event additional event security may be required, the cost of which will be charged to your account. Please discuss with your Sales Account Manager or Event Planner the requirements for additional event security.

The PlenaryEvent Security is required for events being held in the Plenary for both back and front of house areas. A minimum of one (1) security officer is required when any Plenary door is opened to public areas. In addition a minimum of one (1) qualified security officer for every 100-500 guests. Organisers must utilise the MCEC in-house security contractor for any additional security requirements. This can be co-ordinated with your Event Planner.

Allocated Seating eventsThe MCEC recommends all events with allocated seating should provide:

• oneusherper200guestsfortheentiredurationoftheevent/concert/presentation;and

• inaddition,werecommendtwo(2)staffperentrancetocollectticketsuponentry.

The MCEC provides ushering staff at a standard charge of a minimum 3.5 hour call.

Dinners and Events Serving AlcoholAny event serving alcohol in a public area must have a minimum of one (1) security officer. A minimum of two (2) qualified security officers must be in attendance for the events with 500 guests. Plus a minimum of one (1) qualified security officer is required for every additional 100-500 guests.

Exhibition Builds in Public AreasEvent security is required for exhibition builds during move in and move out and may be required 24 hours during the event.

Occupation Health and Safety and Egress

• TheLicensordoesnotacceptresponsibilityfortheescortorsecurityofanycashfromorintheMCEClicensedarea.

• TheLicensorshallnotberesponsiblefortheprovisionofcommunicationequipmentforusebytheLicensee’scontractorsandsecurity staff. Such responsibility shall remain with the Licensee.

• TheLicenseeshalltakeallreasonablecaretoensurethatallexteriordoorsofthelicensedareaaresecurelylockedandfastened at all times the licensed area is closed to the public and shall take all other reasonable security measures that are required by the Licensor.

• TheLicenseeshallkeeptheLicensorfullyinformedofitssecurityprocedures.

• TheLicenseetoensurethattheeventsecuritystaffareequippedwithsuitablefirstaidkitsfortheevent.Itisrecommendedthat all calls for the services of an ambulance be directed via the MCEC Security Control Room. This is to facilitate the quickest, nearest and safest means of transit of an ambulance to the site of the incident.

• AcopyofallincidentsincludingmedicalandsecurityincidentsshallbeprovidedbytheeventsecuritystafftotheMCECSecurityControl Room at the earliest time and no later than 24 hours after the incident.

• TheLicenseetoindicateiftheeventsecuritystaffaretobeprovidedwithMCEC-issuedproximitycardsand/orkeys(includingdock roller door keys) to the licensed areas where applicable.

• PriortoarrivalonsitealleventsecuritystaffaretobeinductedontotheMCECsite.AcopyoftheMCECContractorOH&SSiteInduction is available by contacting the Events Operations Department. It is recommended that event security staff be inducted wellinadvancetoensureaclearunderstandingandacknowledgementoftheOH&SrequirementsoftheMCEC.

Crowd Control Guidelines These guidelines have been established in conjunction with MCEC, its insurers and SafetyMAP to form part of the MCEC licensing occupancy agreement. This is also a requirement by the Building Commission of Victoria (BCV) to provide all participants (guests, contractors, organisers and staff) with reasonable and safe environments at MCEC.

Set-ups or builds of a more intricate nature may be subject to additional requirements depending on the type of event and/or delegates attending.

Melbourne Exhibition Centre Security

Security provided by LicensorMCEC internal security patrol all perimeter areas outside of licensed areas. Licenced areas are the responsibility of the Licensee.

The Licensor reserves the right of control over the opening, closing and securing of any and all doors.

The Licensor may refuse admission or cause to be removed from the Centre any person whose behaviour is objectionable, improper or undesirable.

The Licensor reserves the right to determine the level of security required during the Licence period.

Security provided by the Licensee The provision of guards for security and/or patron control is the responsibility of the Licensee.

To safeguard against any potential security risk involved with events, the Melbourne Convention and Exhibition Centre requires that licensed security staff be employed to secure the licensed area from the beginning of the Licence period to the end, including overnight.

Security staff are also required to secure the worksite during move in move out periods. Allowing unauthorised people to enter the licensed area during a build time places the Licensee at great risk of negligence claims.

Information Required



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The Licensee shall not hinder or obstruct any member of an emergency service, medical profession or a security officer in the exercise of his or her duties in or about the Centre.

Fire PrecautionsAll fire equipment shall be visible and accessible to the public.

The Licensor will determine fire safety controls based on an assessment of risk.

The Licensee shall ensure that potential risks are brought to the attention of the Licensor. Fire safety patrols as determined by the Licensor will be the responsibility of the Licensee.

Public AddressThe Licensor may permit emergency announcements to be made over sound systems or video monitor systems during the Licence term.

First Aid FacilitiesThe Licensee is responsible for the provision of qualified first aid personnel to the licensed area during the Licence term. First Aid facilities can be provided by the Centre if required.

All accidents must be reported to the Licensor.

First aid facilities and trained personnel are available at both venues, by contacting a member of the security staff.

Electrical CupboardsAccess/egress doors to electrical distribution switchboards should not be blocked. There must be two (2) points of egress from an electrical switchboard room.

Crowd CapacityThe Licensee is required to ensure that the number of people within the licensed area at any given time does not exceed the limit prescribed by relevant public safety regulations.

This information is available from the Licensor and will vary depending on configuration of the licensed area.

SmokingSmoking is not permitted inside any area of the venue.

Event Sign-OffBefore the opening of any event to the public, the Licensee will provide to the Licensor notification that the event complies with the MCEC Licence Agreement, MCEC Operations Manual and submitted safety plan.

Exhibition ManualsThe MCEC produces a range of publications aimed at communicating requirements specific to exhibitions and events.

• ExhibitorServicesKit.

• ExhibitionStandGuidelines.

• ExhibitionStandApprovalProcedures.

• EventSafetyPlanGuide.

• MCECOH&SSiteInduction.

These are available from your Event Planner or Event Operations staff.

Outdoor Areas

Outdoor Areas ProcedureThe Outdoor Areas Procedure applies to the areas outside the Melbourne Exhibition Centre, primarily between the Centre and the Yarra River. This area consists of paving adjacent to the Centre and parkland with grass leading to the wharf, which runs along the river edge.

Licensing

The Licensee is required to adhere to all Victorian WorkCover Regulations as they prevail at the time of the Licence Agreement.

Licensees are required to assess operational risks using the Victorian WorkCover Authority hierarchy of controls and use relevant regulations to develop a risk management plan for the task or activity. This plan must be forwarded to the Event Planner 30 days prior to the event.

All staff working on the MCEC site are required to complete:

• MCECOH&SSiteInduction:www.mcec.com.au;and

• BrookfieldMultiplexMCECServicedAreaSiteInduction:www.elearn.com.au/brookfieldmultiplex_mcec

Proof of satisfactory completion will be required by all contractors and subcontractors prior to permission being granted for access. OrganisersarealsorequiredtocompletetheOH&SSiteInduction.

Event Safety Plans All events are required to develop a safety plan.

Items to be covered in the safety plan may include:

• approvalforfloorplans;

• moveinmoveoutschedule;

• forkliftandpedestrianclearaislesformoveinmoveout;

• securityschedule;

• maximumoccupancylevels;

• temporaryexitsignagelocationsandsupplier;

• OH&Sbriefingofstaff;

• safetyteamdevelopedfromOrganiser,principalcontractorsandMCECrepresentatives;

• safetyteamtoholdtoolboxmeetingseachmorningofmoveinmoveoutofexhibitions;and

• riskanalysis.

Further details are supplied in the Event Safety Plans Guide issued to the Licensee through Event Planning.

Risk AssessmentFor each event the MCEC needs to be provided with a risk assessment schedule that covers:

• theconceptoftheevent;

• thecontentsoftheevent;

• profileanddetailswhenappropriateofparticipantsintheevent;

• possiblecontroversialaspectsoftheevent,e.g.political,environmentalorsocialimpact;and

• riskanalysisshouldbebasedontheWorkCoverversionavailablefromwww.workcover.vic.gov.au

Exit DoorwaysAny materials or equipment shall not obstruct emergency exits. Additional exit signage must be installed if a display obscures permanent emergency exit signage.

The maximum distance of travel from any point of the floor to an exit is 90 metres.

All aisles shall be a minimum width of three metres and provide unobstructed internal access to emergency exits. At least two exits must be accessible from any aisle. No point on the floor can be more than 25 metres from a point which gives access to two exits. Cul-de-sac aisles without adequate exit access are not permitted.

Emergency EvacuationThe Licensee and event security shall be briefed by the Licensor on evacuation procedures prior to the Licence term.

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Notwithstanding the other terms and conditions of the Licence, the gross receipts from any sales of tickets by the Licensor shall be paid to the Licensee within 24 hours following the completion of the event.

Ticketing Receipts and SettlementsThe provisions of this section apply at the discretion of the Licensor.

All box office receipts (including interest earned thereon) for an event shall be and remain the property of the Licensor. All box office receipts shall be held by the Licensor and shall first be applied by the Licensor in satisfaction of any liability of the Licensee to the Licensor under this Licence or otherwise.

Where an event comprises one or more performances, as soon as practicable but in any event within 72 hours after the conclusion of each performance, the Licensor shall:

a) provide the Licensee with a statement showing all box office receipts relating to that performance and the application of those receipts; and

b) at the Licensee’s request make a provisional settlement with the Licensee, but the Licensor may withhold such reasonable amounts from that provisional settlement as it deems necessary to assure proper financial settlement of all matters between the Licensor and Licensee arising in relation to this Licence and for this purpose the Licensee acknowledges that the Licensor has a lien over any claim the Licensee may have to those funds until all monies owing by the Licensee to the Licensor are paid.

Claims from card holders in respect to misuse of electronic card systems will be directly invoiced to the Licensee. Time delays between activity and claim may be lengthy and the Licensee agrees to abide by the outcome of any investigation held by the Licensor or their bankers.

Within 20 business days after the end of the Licence term the Licensor shall:

a) provide the Licensee with a statement showing all box office receipts relating to the event and the application of those receipts; and

b) Pay to the Licensee monies due to the Licensee after deducting the Licensor’s commission (calculated as specified below) and deducting all other monies due by the Licensee to the Licensor in connection with this Licence.

The Licensee shall pay immediately any amounts shown to be due to the Licensor on the statement referred to above (a) which are not paid by the application of box office receipts. The Licensee shall examine that statement and notify the Licensor of any errors it believes exist in the statement or of any objection it has to any charge in the statement within 10 business days after delivery of that statement. Unless the Licensee shall notify the Licensor of a claimed error or objection within the above 10 business days, that statement shall be deemed to be a true and correct statement of the account between the Licensor and the Licensee.

The Licensee shall pay to the Licensor a commission or fees as set out in the ticketing quote.

The Licensor shall not without the Licensee’s consent disclose to third parties the contents of the statement referred to in sections above unless it is required to do so by the law or unless the information is already in the public domain.

Goods not covered in this schedule (including programmes, T-shirts, souvenirs, posters, novelty items, clothing apparel, cassettes, tapes and records) shall be sold in the Centre only by the Licensor or persons nominated by it, unless the Licensor agrees in writing to waive this condition.

Anyone interested in utilising the outdoor area of the Melbourne Exhibition Centre must submit in writing their intentions for use, operating hours, display details, catering requirements, etc. for approval by the Licensor.

Detailed measurements and plans are to be available. No build areas for fire access are to be shown on plans.

Traffic management needs to be incorporated in proposals where the Licensor deems necessary.

If approval is granted, the event will be licensed as per other MCEC events. This Licence will be issued to the main Licensee applying and cannot be sub-licensed.

Melbourne Convention and Exhibition Centre licensed occupiers have the first option to utilise the outdoor areas. Consent from events running concurrently in the Melbourne Exhibition Centre is required as usage of the outdoor areas may impact on these events.

Access via wharf area requires separate permission to be granted from Parks Victoria, as this area is not operated by the Licensor.

A liquor licence requires at least 35 days notice. Applications will be made by the Licensee and all fees are payable by the Licensee.

ConditionsThe Licensor or their contractors or nominees have sole rights to operate cleaning and catering aspects of the event located on the outside area.

The lawn area is limited to pedestrian-only traffic and plans for any structures such as marquees are to be submitted for approval.

Heavy or vehicle displays are only permitted in designated areas.

Deliveries and set-up vehicles are to operate only on nominated access points.

The licensed area is to be fenced at Licensee expense. The area must be fenced by approved contractors and requires prior approval from the Licensor.

The Licensor is not responsible for alternative arrangements for inclement weather.

The Licensor reserves the right to cancel any event a number of days preceding the event due to ongoing inclement weather conditions.

Ticketing

Melbourne Exhibition CentreTicketing and Ticket Allocation for MEC Exhibition Events

For MEC exhibition events, the Licensor reserves the right to manage all ticket sales and collection of monies on behalf of the event organiser.

The Licensee is required to use only this system and shall pay a fee for its use. The Licensor will determine the amount of the fee.

For MEC exhibition events, the Licensee shall supply 20 complimentary tickets for use by the Licensor no later than one month prior to the commencement of the event.

Ticketing QuoteBased on the provision of all information supplied by the Licensee relating to ticket sales the Licensor will provide a written quote for the fee for the provision of ticketing services.

Ticketing ConditionsThe provisions of this section apply at the discretion of the Licensor.

For MEC exhibition events, the Licensor reserves the right to install a registration or ticket sale system for the sale of tickets and collection of monies on behalf of the Licensee.

The Licensee is required to use only this system and shall pay a fee for its use which will cover the use of MCEC cashiering staff labour, stationery costs and hire of ticket boxes.

All sales of tickets shall be made at those selling outlets determined by the Licensor.



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Digital Signage above Entry DoorsThere are 12 digital panels positioned above the entry doors at the Clarendon Street entrance linked to create a 6.3m x 1.3m video wall.

Four of the 12 screens in a two x two configuration are available for each exhibition event allowing three events to be displayed at the same time.

If there are more than three events on at the same time, the video wall will revert to a rolling format.

Concourse Blade SignageThere are also two permanent free-standing information signage columns, located at either end of the concourse (Clarendon Street and Lorimer Street) for use by organisers and the Centre.

There are three slots on each side of the columns allowing for three (3) Corflute signs of equal size to be inserted on each side of the column. Signs are not permitted to extend past the end of the signage columns.

The dimensions for the Corflute panels located in the signage blades are 894mm (H) x 1,461mm (W)

Please note that the signage blade itself is set at an angle of 15 degrees from the horizontal.

The signs are to be positioned from the top of the column down with the event located closest to the sign being at the top and the furthest event at the bottom. (This would mean that the order of signage on the two signs would be mirror images of each other).

The allocation of these slots is based on one slot per each six bays hired. Additional allocation may be made at the discretion of management if the building is not fully occupied. Organisers may promote future shows on these panels subject to their space entitlements on the panel.

Concourse Banners Banner hanging points are located on the roof of the public concourse opposite each set of entry doors leading from the concourse to the Exhibition Hall (10 sets of entry doors). There are a total of 19 banner hanging points being two for each set of doors, except door 10, which only has one. The points have a limited load of between one and five kilograms. Only banners made from silk, Corflute or similar lightweight materials can be used.

There are also two additional hanging points in the Clarendon street foyer area. Any proposals for signage on the concourse, including free-standing signage must be submitted to the MCEC for approval.

The signage rods accept a total of two banners each with a maximum width of 2.6m for each banner. The bottom of the banner cannot hang more than 4m below the rod (banners cannot hang lower than 4m as they obstruct the safety exit signs).

Free-Standing SignageFree-standing signage can be placed in the alcove of the entry doors to the hall but must not extend past the perimeter of the alcove on to the concourse. Only bookings for the whole venue may negotiate the placement of free-standing signs on the concourse. Signage may not be placed on the external steps of the building or in front of the building.

Glass Wall Clarendon StreetThe front entrance wall of the MEC facing Clarendon Street has a glass wall made up of panels. The MCEC logo appears as a permanent sign approximately 7.7m x 12m on the glass wall. The remaining designated advertising space on the glass wall is available for advertising major exhibition events. The cost of installation and removal of the signage is the sole responsibility of the organiser (including the removal of any waste materials caused by sign removal).

MEC Ticket BoothsMEC ticket booths must be used for the sale of all tickets to public shows held in the Exhibition Centre. There is provision for two signs on each booth. It is recommended this signage space be used to display the name of the event and the respective ticket prices. The dimensions for each ticket booth sign are 395mm (H) x 1,090mm (W)

Electronic signage is available in a limited number of MEC ticket boxes. This signage allows Licensees to display event names, prices, times and other information relating to the event.

Please notify your Event Planner who will confirm availability.

Melbourne Exhibition Centre Signage• AllsignagespaceshouldbebookedthroughyourEventPlanner;

• allsignagedesignsandcopymustbesubmittedtoyourEventPlannerforLicensorapprovalpriortobeingdisplayed;

• itistheorganiser’sresponsibilitytoarrangefortheerectionandremovalofallsignagewiththeircontractors;

• erectionofsignagecanonlyoccurbetweenthehoursof1900and0700,providednoothereventsareopenatthosetimes, unless written consent has been obtained from the Event Operations Department;

• anydamagecausedbytheorganiserasaresultofinsertingorremovingsignswillbeon-chargedtotheorganiser;

• organisersarenotpermittedtoremoveorrepositionanysignsduringtheirtenancywithoutthepriorapprovaloftheLicensor;

• signsofanadhesivenaturearenotpermitted(MECexteriorglasswallexcepted);

• illuminatedsignsarenotpermittedwithoutthepriorapprovaloftheLicensor;

• withsoleoccupancy(onlytenantoccupyingtheentirebuilding)eventorganisersmaydisplaysignageforforthcomingevents;

• theLicensorreservestherighttousevacantsignagespacetopromotefutureeventsorprovidevisitorinformation;

• signagepromotingfutureshowscanonlybedisplayedfromthecommencementdayoftenancy(move-inoftheshow), equally signs must be removed at the end of the last tenancy day (move-out of the show);

• inspecialcircumstances,theLicensorwillpermitsignagetobeerectedearlierprovidedthefollowingconditionsaremet;

• therearenoothereventsinthebuildingincludingduringmoveinandmoveouttimes;

• shouldanotherbookingbetakenduringthisperiodtheclientwithearliertenancyrightsmustreadjust/removesignage (should all positions be occupied) to meet the signage procedure;

• theonusremainswiththeorganiserforadditionalsignagecostsshouldadditionalsignagerightsberevokedorrequire relocation; and

• theprovisionofadditionalsignageforaparticularshowisaconcessionmadeforthateventonlyandshouldnotbeviewed as a precedent for future events.

Any additional allocation of signage to an organiser over and above the standard signage procedure is subject to change at the discretion of the Licensor.

The Licensor reserves the right at all times to revoke any consent to display signage not conforming to this procedure.

Concourse SignageAll free-standing signage organised by exhibition organisers to advertise their show, can only be displayed on the concourse within the boundaries of their contracted exhibition space. All free-standing signage can only be displayed on the glass side of the concourse and can only come out a maximum width of four metres. Signage to be displayed on the hall side of the concourse cannot come past the wall line of the organiser offices.

Signage can only be displayed outside the contracted boundaries of show space, if no other client is occupying the Centre at that time or after approval from the Centre and other exhibition organisers occupying the Centre.



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Standard Lectern SignageSignage can be attached to MCEC lecterns.

Standard LecternThe maximum dimensions for signs are.

840mm (H) x 530mm (W)

Intelligent LecternTo achieve optimum results please use the following print specifications with your supplier:

Printing: 4 colour process.

Material: Designjet backlit film.

Laminate: Double-sided sandtex laminate.

Note: The MCEC Intelligent Lectern uses a magnetic snap-lock system to hold your backlit print in place so there is no need to supply any fixings.

Car Parking

Pre-Paid Car Park Tickets for Client UseYour Event Planner can arrange for pre-paid car parking tickets for you and your clients that can be distributed. There are various options to complete this process and your Event Planner can advise the most suitable method for your event.

Charges for these can be added to the account prior to the first day of the event.

One car park ticket is provided to the organiser for each 6,000m2, or part thereof, of MEC exhibition space hired.

ExhibitorsAt the MCEC, exhibitor parking rates only apply to the outdoor parking areas located in Munro Street. Pay and display machines are located throughout the parking areas.

Delegate rates can be arranged for the Melbourne Convention Centre, via your Event Planner, if booked prior to the event.

Loading Docks

Loading Docks and Traffic ManagementThe Licensee shall ensure that exhibitors and drivers of all vehicles are made aware of the following:

• theentrancestothebuildingsmustbekeptclearofparkedvehiclesduringoperationalhours;

• driversmustfollowtrafficandparkingdirectionsissuedbytheLicensor;

• a30minuteunloadinglimitappliestoallvehicles(timesforlargervehiclesareatthediscretionoftheLicensor);

• theLicensoracceptsnoresponsibilityforthesafetyofvehiclesandtheircontentswhilsttheyarewithintheCentreorparkedonthe loading dock;

• onlythedriverandjockeyofanyvehiclearepermittedtodisembarkandentertheCentre,nofamilymembers,childrenorpetsare permitted access; and

• plantandequipmententeringtheexhibitionhallsmustbeaccompaniedbyaninductedspottertoensurepedestriansandequipment remain separated.

Unclaimed Goods No responsibility is accepted for any goods or materials left on the premises after the expiration of the Licence period. All items left in the licensed area of the Centre shall be treated as rubbish and disposed of accordingly.

Glass Wall Clarendon Street (cont.)

The glass wall is made up of individual panels measuring 1.1m (H) x 3m (W). The MCEC logo is a permanent sign covering an area of 28 panels (4 columns by 7 rows). Exhibition signage is generally permitted on an average of 28 panels (4 columns x 7 rows). The area may be extended to 35 panels (5 columns x 7 rows) by special arrangement. It should be noted that visibility of the additional row on the extreme right of the grid is restricted by the design of the building. Signs are produced for each glass panel of approximately 1.1m x 3.0m. Two materials are recommended for production of glass wall signage.

These materials are as follows:

1. Vinyl and vinyl lettering.

2. Vinyl four colour ink jet (photographic representation).

Allow 10 working days lead-time from receipt of artwork to production of signage. Two working days needs to be allowed for installation of glass wall signage. Additional charges may apply for the installation and removal of the signage over and above the production costs. It should also be noted that colours and intricate designs could impact on the prices charged. Your Event Planner can suggest suppliers for production of signage.

Glass wall signage must be removed by the end of the move out for the show.

Vertical Flags Outside EntranceThere are four flagpoles outside the Clarendon Street entrance of the MEC. Only the following configuration is permitted.

• LtoR:1.Australiannationalflag,2.Victorianflag,3Eventflag(uponapproval)orMCECflag,4.Eventflag(uponapproval).

Flag dimensions must not exceed 3,600mm x 1,800mm.

Written approval must be sought from MCEC Management via your Event Planner for use of the flagpoles.

Flag ProcedureThe Australian national flag should be on the left of a person facing the flag and the building followed by the Victorian state flag and then in any other order for the remaining flags. If there are more flagpoles than flags, then the Australian national flag can be flown at each end of the line.

When the Australian national and foreign flags are displayed together, the Australian flag should be displayed on the same level as the other flags and should be the same size or close to the same size as the other flags. The Australian flag should never be smaller than other flags on display.

The following two flags will be displayed at the MEC from 0800 hours until sunset on a daily basis:

• AustraliannationalflagandVictorianstateflag.

Exhibition Hall No signage can be placed on the walls of the Exhibition Hall. Signage within the exhibition area is limited to stands, rigging from the roof or suspended from permanent banner hanging points on the ceiling.

Car Park Signs – UndergroundElectronic signage is located at the entrance gates of the MEC underground car park. These signs are controlled by car park staff and provide details on events at the Centre and the nearest access doors are displayed.

Melbourne Convention Centre SignageSignage is not permitted on the perimeter of the Melbourne Convention Centre.

Directional Signage MCEC directional signage is produced for each event and placed throughout the Centre to assist guests to locate their event.

Monitors with electronic displays of current events and event itineraries are located throughout the main foyer. Your Event Planner will arrange for event information to be displayed, which can incorporate event or company logos.

BannersBanner hanging points are available throughout the Convention Centre. Prior approval for all banners and locations is required from the Licensor. Please discuss locations and possibilities with your Event Planner.



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Plant and EquipmentAll plant and equipment, including electrical tools brought into the MCEC, must be adequately constructed and fitted with any safety devices required by State and Federal laws.

• Machinerymustbeusedonlyforitsintendedfunction.

• Machineryrequiringfoundationsmustbemountedonappropriatebases.Coredrillingorfixingintothefloorisnotpermitted.

• Allequipmentusedtoset-upyoureventmustberemovedfrominsidethevenuewhenworkiscompleted.

• ForkliftsmaybestoredindesignatedparkingbaysbesidethewashbayintheExhibitionCentreloadingdockduringyoureventand must be promptly removed from the site on the completion of the event move out. It is the responsibility of the hirer to ensure hire companies provide relevant compliance certification for plant or equipment operating within the MCEC.

Operation of Plant and EquipmentPlant and equipment operators must carry a current WorkSafe Victoria Licence to perform high-risk work, or a national equivalent in the relevant class.

The MCEC reserve the right to request evidence of competency at any time.

All plant operators must comply with relevant standard operating procedures required by State or Federal laws or regulations and must abide by any instructions made by the MCEC.

Pedestrians and EquipmentUnder the guidance of the Victorian WorkCover Authority ruling, the MCEC operate a zero tolerance procedure of mixing plant/equipment with pedestrians.

Operators must ensure they comply with this guidance note. Breach of Safety notices will be issued that may exclude the operator from continuing on-site.

Cleaning

Melbourne Exhibition Centre The Licensee must maintain the licensed area in a clean and safe condition. The Licensor may require the Licensee to furnish a cleaning schedule in respect to the licensed area prior to the Licence Agreement commencing.

The Licensor will require that cleaning companies comply with a determined level of performance. This will cover waste management, equipment used, appearance of exhibition rubbish bins and use of power through the cleaning process.

The Licensee shall be responsible for all cleaning (including the removal of accumulated rubbish) of the licensed area during the Licence term. Any costs incurred by the Licensor in upgrading sub-standard cleaning of the licensed area during the Licence term will be deducted from the Licensee’s service charge.

The cleaning of the Melbourne Exhibition Centre concourse, toilet areas and the foyer outside the licensed area shall be the responsibility of the Licensor. The kiosk, clearway areas and toilets (on the loading dock side of the hall) and the upstairs hospitality suite will be cleaned by the Licensor and the charges for this cleaning will be on-charged to the Licensee.

All adhesives must be removed from the surface area of the floor. Double-sided tape which incorporates a differential adhesive for clean removal must be used. Any tape, tape residue, paint or stains left on the floors will be removed at the Licensee’s cost. The use of chalks or stringlines for stand marking is recommended.

The Licensee shall hand back the licensed area in the same condition as it was passed to the Licensee at the commencement of the Licence term.

A post-show scrub is required in the Melbourne Exhibition Centre bays. The Licensor’s authorised contractor must perform the post-show scrub to ensure constant standards are met; post show scrub will be on-charged to the Licensee.

Melbourne Convention Centre The Licensor has a dedicated contracted cleaner for MCC exhibition events. The cost of cleaning aisles and public areas during open times is incorporated in the venue room hire. Costs for pre-clean and post-clean of exhibition areas are on-charged to the Licensee.

Melbourne Exhibition CentreThe Exhibition Centre loading dock is controlled by MCEC Loading Dock Management.

The loading dock runs the full length of the Exhibition Centre. Entry to the Exhibition Centre loading dock is via Normanby Road.

• Theloadingdockis45mdeepwithnarrowersectionsabovecarparkentriesandbehindkiosks.

• Trafficflowsinaone-waydirectioninfromandouttoNormanbyRoad.

• Allvehiclesenteringtheloadingdocksrequireanaccessticket,availablefromtheentrycheckpointor,ifthisisnotstaffed,ticket machines.




• StoragespaceontheloadingdockcanbearrangedviaMCECLoadingDockManagement.Storageislimitedandchargesapply.Consult your Event Planner for further details.

The loading docks and surrounding car parks are gazetted areas and parking infringement notices will be issued

Melbourne Convention CentreThe Melbourne Convention Centre loading dock is controlled by MCEC Loading Dock Management.

The loading dock is located on the lower ground floor of the Convention Centre. Entry to the Convention Centre loading dock is via Normanby Road.









• StoragespaceontheloadingdockcanbearrangedviaMCECLoadingDockManagement.Storageislimitedandchargesapply.Consult your Event Planner for further details.

• TheConventionCentreloadingdockisstrictlyasmoke-freeenvironment.

Large loads and equipment can be brought directly to Levels 1 and 2 of the Convention Centre building on delivery via truck and vehicle lifts from the loading dock.

• Trucklift:L9.5mxW4mxH4mandaccommodatesatotalweightof13.5tonnes.

• Vehiclelift:L8.1mxW3mxH3mandaccommodatesatotalweightof10tonnes.

• Vehicleignitionmustbeturnedoffaftervehiclesenterthelifts.

• Trucksmustnotleavethelifts.

• Allgoodsmustbetransferredbyhandontotrolleys.

• Timingoftheuseofvehicleliftsmustbeincludedinyourtrafficscheduleandtakeintoaccountothereventstaking place concurrently.



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Waste Management Plan The pre-event period is known as the move in for the event that is scheduled to be held. During this time, the event organiser has arranged for the event infrastructure and exhibitors to move in and install their displays.

A large amount of packaged materials and palletized material will be moved into the event space. This has the potential to generate quantities of hard waste and recyclable waste outcomes.

At a pre-determined time prior to or during the move in or move in activities, the MCEC Venue Cleaning Manager will meet with the event cleaning service provider representative and discuss any arrangements and requirements like:

• wastestreams–throughdiscussionand/orvisualobservation;

• segregationofwastefrommoveinandduringeventinaccordancewithMCECrecyclinginstructions;

• trainingofeventcleaningstaffonwastesegregationandwasteawareness;

• contaminationofwasteandassociatedabatements;

• clearanceoftheloadingdockareaatthecompletionofbump-in;

• expectationsofbay/exhibitionclearingupandwasteremovalattheendoftheeventincludingposteventinspectionandhandover checklist; and

• processforrequestingadditionalservices.

The requested bins and associated support infrastructure will be positioned outside the event bay(s) in the designated hard stand area in readiness for the event.

During the event Licence period, it is the responsibility of the event cleaning contracted staff to separate all waste into the appropriate bins, in accordance with MCEC waste segregation rules.

During the event Licence period, it is the responsibility of the event cleaning contracted staff to ensure all exhibitors separate all waste into the appropriate bins.

During the event Licence period, it is the responsibility of the MCEC venue cleaning provider to manage all waste generated from the public catering areas of the event, the restroom and kiosk facilities. The separation and management of waste generated from the licensed area to the loading dock is to be the responsibility of the contracted event cleaner.

During the open days’ phase of the event, the event cleaning contractor will contact the MCEC Customer Service Desk to request the MCEC contracted cleaning provider to remove full cardboard/paper bins and replace with the same style empty bins.

MCEC venue cleaning provider will manage the movement of bins in consultation with MEC Loading Dock Manager, to ensure safety is observed at all times.

The MCEC Venue Cleaning Manager and event cleaning contractor will meet during the event Licence period to discuss the work flow and implement any changes to waste arrangements as may arise in the following areas:

• wastestreams–throughdiscussionand/orvisualobservation;

• segregationofwasteduringeventinaccordancewithMCECrecyclinginstructions;

• contaminationofwasteandassociatedabatements;and

• processforrequestingadditionalbinsandclearanceservicing.

At the Melbourne Convention Centre, the Licensee is responsible for the cost of rubbish removal, such as rubbish collected from the pre-clean and post-clean, including advertising material and display leftovers.

Your Sales Account Manager or Event Planner can advise indicative costs upon application.

Melbourne Convention Centre (cont.)

Pre-clean – cleaning of the licensed area is carried out during build-up and during the exhibitor’s set-up. Cleaners will ensure that the licensed area is clean prior to opening.

Post-clean – after the exhibitors and contractors vacate the licensed area, a post-clean of the exhibition floor is carried out.

The PlenaryThe costs of standard cleaning are incorporated in the venue room hire however additional charges will be incurred if the Licensor is required to clean up flutter-fetti, streamers, flyers, brochures or excessive food and beverage waste, which will be determined by the type of event and its requirements.

Please note: The use of confetti within the MCEC is not permitted.

Your Sales Account Manager or Event Planner can advise indicative costs upon application.

Waste RemovalThe disposal of waste must comply with the Licensor-approved level of waste disposal. These principles target waste minimisation and waste diversion.

Licensees should implement practices that encourage exhibitors to take the waste they generate away with them and/or ensure exhibitor goods are freighted on-site in packaging that is consistent with a sustainable environment.

The separation and removal of all waste from the licensed area to the loading dock area is to be managed by the event cleaning company.

The removal of all separated waste from the loading dock will be managed by the MCEC contracted cleaning provider. All labour costs to do this will be the responsibility of the event cleaning company and on-charged accordingly.

Melbourne Exhibition CentreWith regard to events conducted at the Melbourne Exhibition Centre (MEC), ranging from exhibitions, trade shows, promotional events and public shows, these events require various waste and cleaning services to be arranged and managed pre-event, during and post-event.

Approximately 10-14 days in advance of the scheduled event, it is imperative the MCEC Venue Cleaning Manager is aware of the event, the event waste and cleaning service provider, the anticipated waste streams to be serviced and the dates of the event.

In the instance where the MCEC venue cleaning company is not appointed, the event cleaning provider for the scheduled event shall be required to liaise with the Venue Cleaning Manager at a minimum 14 days prior to the event and supply the following information in written form (fax or email):

• eventcleaningserviceprovidernameandcontactdetails,includingthenameandmobilephonenumberoftheon-sitemanageror event cleaning coordinator;

• nameoftheeventandeventrundates,highlightingthemoveinandmoveoutdates;

• anticipatedpeakhoursforwasteremovalduringmoveinandmoveout,inordertocoordinatein-housecleaninglabour regarding cartage of waste to and from MCEC compacting areas;

• numberofbays(e.g.6bays)andthebaynumbers(e.g.1-6);

• forecastedbinrequirementsforeachday,bywastestreamtype(cardboardbinsareprovidedfreeofcharge)andsizeofbin(240, 660 or 1,100L); and

• anyadditionalrequirements,informationornoteswhichwillhaveanybearingoreffectontheoperationsofthein-housevenuecleaning provider or MCEC.

This information will be received by the MCEC Venue Cleaning Manager who will review the information and if there are any queries, contact the event cleaning service provider and resolve. Any special requirements for move in and/or move out waste will be discussed and determined in conjunction with the MCEC contracted cleaning manager. Any arrangements for skips and/or compactors will be coordinated with the MCEC Loading Dock Manager(s).

The MCEC Venue Cleaning Manager will schedule the event bin requirements to ensure that these bins are placed at the external door to the bay area, in the designated areas, prior to the commencement of the event.

The costs of these bins will be paid for by the event cleaning company.


Exhibition and Stand Guidelines


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Exhibition and Stand GuidelinesThe Event Operations Department is responsible for the maintenance and safety of the venue and approve all floor plans and stand constructions. Any unusual or additional requirements for exhibition stands or exhibition layout should be discussed with the Event Operations Department and approval sought.

The Licensee is responsible for ensuring that all pertinent information is forwarded to their exhibitors.

Floor PlansFloor plans of proposed layouts of stands within exhibition events, including the safety plan, are required for prior approval from the Licensor.

The Licensee shall furnish the Licensor with a floor plan no later than 30 days prior to the Licence term. The Licence will be conditional upon the approval of such floor plan being affected and the right is reserved for the Licensor to require amendments or deletions to the floor plan and the Licensee shall not alter or vary any approved plans without the further consent of the Licensor in writing. The Licensee prior to this approval must not sell floor plan space to exhibitors.

The Licensee shall furnish to the Licensor at the time of design a floor plan drawn to a scale of 1:200, indicating all spaces to be used for the event and for what purpose, and the event shall not be held or carried on without approval in writing of the Licensor to such floor plan.

The occupational health and safety and egress requirements in this manual must be adhered to. The floor plan shall clearly indicate and include stand numbers, locations, dimensions, forklift clear aisles and pedestrian clear aisles. Aisles must be a minimum of three (3) metres wide. Items such as audio-visual and electrical cupboards, air returns and fire hydrants need a minimum of one (1) metre clearance. Clear access is required to fire emergency exits, toilets, public telephones, goods lifts and the carton stores. The MCEC requires clear staff access for food service, cleaning, building and security departments.

Concourse Display BuildsOnly after plans are submitted and approval given by the Event Operations Department can builds along the concourse proceed.

All structures are to be built within a maximum four metres from the glass side of the concourse. Display builds on the hall side of the concourse cannot impede past the wall line of the organiser offices.

Display structures cannot be placed directly opposite doors 6 and 7 due to the internal link connecting the Exhibition Centre to the Convention Centre.

All display features, registration booths, entrance features and other temporary structures built in public areas are the sole responsibility of the organiser. MCEC does not take responsibility for any theft or damage caused to any temporary structure built in public areas.

Construction on the concourse can only take place between 1900 and 0700 and may be restricted to allow for other events taking place in the MCEC during that time. Your Event Planner will confirm times with you. Charges apply to remove concourse doors for large displays such as motor vehicles.

Drawings and plans of static concourse displays including all signage displays and wording must be submitted to your Event Planner for approval.

The MCEC takes no responsibility for any damage incurred to displays/structures constructed on the concourse. The security of these structures is the responsibility of the exhibitor/organiser.

Entry FeaturesThe Event Operations Department can only approve structure of entry features after drawings and plans of entrances and positioning have been submitted. Build of features cannot proceed until written approval has been granted by the MCEC.

Builds can only occur between the hours of 1900 and 0700, provided no other events are open at those times, unless written consent has been obtained from Event Services Manager.

EXHIBITION AND STAND GUIDELINES


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Stand Design and LayoutPlease refer to the MCEC Exhibition and Stand Approval Guidelines for more detailed information and legal requirements.

During the planning stages, the layout and design of stands needs to incorporate the operational and safety requirements of the MCEC.

When clients compile an exhibitor manual the following stand design and layout guidelines should be included, as exhibitors will have to comply with them.

Exhibitor manuals need to be passed onto the MCEC for approval prior to being sent out to exhibitors.

Emergency Access and ClearanceNo stand or display is to block an aisle or emergency exit or fire services. Exhibition material or vehicles must not obstruct emergency exits. Aisles and crossover aisles are to be no less than three metres in width and should be designed to ensure clear vehicular access to all areas from the loading doors. Each aisle system must allow for at least two means of exit. Cul de sacs not incorporating adequate emergency egress will not be permitted.

Temporary exit signage must be provided and installed by the Licensee when display material obscures existing signage and access to exits. Should access to emergency exits be found to be other than obvious, or egress points are not clearly visible due to factors such as stand construction or banners, the Licensor retains the right to enforce the provision of additional exit and directional signs as necessary, at the exhibitor’s cost.

All fire equipment shall be visible and accessible to the public. Access to fire emergency exits, hydrants, electrical cupboards, air returns and sensors must be kept clear at all times.

Service PitsStand layout must provide for access to the service pits for connection to all services required. Pit covers shall not be removed or replaced without authorisation of the Licensor.

Plumbing connections and disconnection for water and waste shall not be carried out by any person other than a MCEC-approved licensed plumber.

Stand MaterialsMaterials used in stand construction must be in accordance with the Building Code of Australia and must not cause dampness or stain or be readily ignitable or be capable of emitting toxic fumes should ignition occur.

Crepe paper, corrugated cardboard, straw, hay bales, untreated hessian or PVS sheet (except on floors as a protective membrane) is strictly forbidden without the approval of the Licensor.

Sawdust, tan bark or wood chips of a reasonable size may be used to decorate floors provided a protective membrane is laid first and chips are kept slightly moist at all times.

Display equipment likely to injure a member of the public or a swimming pool containing water must be separated from the public by a physical barrier and attended at all times.

Provided that suitable and adequate provision is made to prevent water leaking onto the floor and the floor is otherwise protected, a Licensee may permit an exhibitor to display fountains, aquariums, spas, rock pools and swimming pools in the licensed area.

A suitable safety plan to prevent stand materials igniting should be developed. This may include non-flammable surface sprays to remove risk and fire protection devices.

An approved indemnity form has been created for all exhibitors to sign stating that all material on the stand meets all fire and safety requirements as stated by the MCEC policy.

HeightNo display stand wall shall exceed the height of 2.4m without prior approval of the Licensor.

Additional requirements for Melbourne Convention Centre locations are:

• exhibitsinthemainfoyermustnotexceed3.5m;

• exhibitsinthelevel1foyermustnotexceed3.2m;and

• exhibitsintheMelbourneRoomandmeetingroomsonLevels1and2mustnotexceed3.5m.


Where a stand is purpose-built and is two or more storeys in construction or is fully enclosed with a roof, a plan showing all features including access/egress points and stairways fully dimensioned must be approved by an authority with jurisdiction to approve and must be supplied to the Licensor no later than 30 days prior to the Licence term.

Dimensions and locations of any platforms or entertainment structures must be detailed.

Stand ConstructionNo obstacles to be placed in the aisles and all parts of an exhibit are to be contained within the stand.

No raised floors or overhanging roof lines are permitted to cross aisles.

Walls or other structures built against another stand perimeter must be properly finished in a suitable manner on the outer face.

Any amplification on stands must not interfere with any adjacent exhibitor.

Large spans and solid overhead areas need to be perforated or have breaks between panels/sheets. Stands with false floors must use sheet Masonite (or similar material) with the smooth side down, beneath the false floor. These sheets need to be held together by masking or gaffer tape.

Additional requirements for Melbourne Convention Centre locations are:

• system-basedconstructionmaterialsmustbeusedforstandanddisplayconstruction(Syma,OctanormorMaximasystems are recommended);

• nocutting,sawing,gluingorpaintingispermittedanywhereintheConventionCentre;

• standsandotherstructurescannotbebuiltwithin500mmoftheCentre’swallsorwindows;

• temporaryelectricalleadsmustbesecuredincabletraystylecoverings(gaffertapeshouldnotbeusedatanytime);and

• drawingsandplansofdisplaysandstandsotherthanstandardexhibitionboothsmustbesubmittedtoyourEventPlanner for approval.

Raised Floors

Raised flooring can become a tripping hazardStands that have raised floor edging that does not exceed 32mm do not require bevelled edging.

Flooring that is between 32mm and 115mm high requires a bevelled edge which does not exceed an angle of 30 degrees or a grading of 1:1.4. This bevelled edge is to be incorporated within the stand space and not encroach into the aisleway.

All flooring that exceeds 115mm in height is deemed to be a step and must provide suitable access via a suitable ramp if it is to be occupied by the general public.

The following are the requirements in relation to raised floor areas:

• upto1mmadeofnoncombustiblematerial

– no protection required

• upto1mmadeoforcontaining-combustiblematerial

– smoke detectors required, and

– fire extinguishers to be present as directed.

The underneath of raised floor areas is not to be used for the storage of flammable material.

Raised floor areas up to 1m are to have the perimeter sealed by a fire-resistant material such as treated cloth, plasterboard, etc.

Raised floor areas more than 1m to the underside of the floorboards, must be completely sealed on the perimeter (and floor) by solid construction i.e. 13mm plasterboard, 13mm hardboard, 16mm chipboard, 6mm cement sheet or 0.6mm steel sheet. Sealed floor spaces are to contain no storage whatsoever and all penetrations are to be sealed.

If a raised floor is 15m or more in any direction, then fire and draught stops must be located on a grid system not exceeding 15m in any direction, using the abovementioned materials.



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A dispensation for raised floor areas can be applied for from MCEC management to delete any or all of the above requirements. Any request for dispensation must contain plans and full details of the proposed structure and be submitted in sufficient time to allow the dispensation to be considered prior to the 30 day cut-off date. Late requests will attract a penalty as aforementioned.

StairsStairways for public access to and around displays must comply with one of the following combinations of rise and tread.

Minimum Maximum115mm 320-355mm

125mm 300-355mm

140mm 270-355mm

155mm 250-255mm

170mm 250-355mm

190mm 250-255mm

Load LimitsThe Event Operations Department must approve all loads.

The Licensee shall not without prior written approval of the Licensor bring in to the Centre any equipment or item which by reason of its weight or vibration in its use of operation could in the opinion of the Licensor cause damage to the floor, the roof or to other parts or services of the Centre.

Methods of Supporting LoadsNo welding of any components to the roof structure will be permitted.

The support method cannot transfer any movement or torsion load to the roof structure.

The fixing method for the suspended load must not damage the paint finish. In the event of the paint finish being inadvertently damaged, it must be repaired in accordance with the original specification.

No suspended item may share a support specifically provided for the existing building services (i.e. air-conditioning ducting, sprinkler or drainage).

No direct mechanical fixings to any of the roof structures will be permitted (i.e. shot-firing, riveting, screwing).

No bi-metallic action shall be induced by the use of components or fixings known to cause this effect.

Existing structural connections cannot be altered, loosened or used in any way to support an imposed load.

FixingNo items or material shall be taped, tacked, stapled or otherwise affixed to any surface of the Centre. The Licensor shall be consulted to advice on fixing arrangements.

No core drilling or fixing into any floor is allowed or permitted. No structure can be fixed to the venue structure.

No pins, nails, tape or tacks are to be used on any surface of the venue. Velcro tape is the only approved method for affixing to fabric material.

Marking Out of Floor PlanMarking out of the floor within the licensed area prior to the commencement of the Licence term will only be carried out with the Licensor’s agreement. The laying of aisle and/or stand carpet as part of that function shall not be permitted. No other work or bringing in of display materials in such a period is permitted.

Early access for markout will only be granted with the Licensor’s approval, a security guard with first aid training is required to be on-site from the time early access begins.

If a security guard is not provided, access to the licensed area will not be allowed.

Tape used by contractors for marking out of floor plans must be such that it does not leave any adhesive residue on the concrete or carpet covering of the floors. Any tape, paint stains or any other residue left on the floors or any other surface of the venue will be removed at Licensee cost.

Recommended tape for marking out stand positions that leaves no residue under normal circumstances is AT326 double-sided exhibition tape with differential adhesive.

Lighting and SignageAll electric lighting must be at least 2.2m above floor level. All lighting must be kept to within the confines of the stand; no lighting shall protrude in anyway out into the aisle ways.

Banners can be hung within the stand boundaries – banners hung over aisles or public areas are not permitted.

Signage above 2.4m facing an adjoining stand is not permitted without written application to the venue.

Grouped SeatingAdvice must be given in writing to the Licensor each time it is intended that an event incorporates any sort of film projection, seating in rows or live stage shows. Details of these types of events must be submitted to the Licensor a minimum of two weeks prior to move in of an event.

Any seating arrangements included in submitted floor plans must comply with statutory requirements. All theatre-style grouped seating must be assembled in such a manner that safe egress can be obtained if there is an emergency. This can be achieved with the use of cable ties or seating that connects to each other. The Licensor prior to the commencement of the Licence term must approve proposals for grouped seating.

ContractorsAll Contractors, Services Technicians and Tradespeople who work in the venue are required to adhere to all relevant Australian Standards, perform their tasks within set Industry Codes of Practice and hold all necessary licences. Apprentices must be supervised.

All contractors, service technicians, tradespeople and exhibitors staff are to wear visible identification tags whilst in the venue.

All contractors, tradespeople and organiser staff are to wear high visibility safety vests at all times whilst in the Exhibition Hall and loading dock area during move in and move out of all exhibitions.

All high visibility vests must comply with Australian Standards.

ContractorcompaniesaretosupplytotheMCECallOH&Scompliancypapersbeforecommencingworks.Supportingproofofaninduction process of their company needs to be shown as evidence that all employees are inducted onto the MCEC site.

Working from HeightsIt is important that all tasks contractors undertake from heights are identified appropriately. It is also important to evaluate the likelihood that someone may run the risk of a fall. Managers/supervisors are urged to assess all factors that could contribute to a fall, including the type of job to be done, physical surroundings, conditions and the time needed for completion of the task.

ItistheresponsibilityoftheindividualtoensurethecurrentOH&Slegislation,allhazardidentification,riskassessmentsandtheimplementation of solutions to the problem.

Working from Heights Procedures and Approaches• Riskcontrolmeasuresshouldbeputinplacetofirsteliminateandconsequentlyminimiseanyriskofafall.

• Laddersshouldonlybeusedwhereothermethodsofworkingfromheightarenotpracticable;thefallheightisthedistancetheperson’s feet are supported on the ladder to the level below.

• Managersareadvisedtoensurethatproceduresareinplaceforanyemergencyandallemployeesgainallinformation,instructions and training about risks of working from heights.

EXHIBITION AND STAND GUIDELINES EXHIBITION AND STAND GUIDELINES


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RiggingThe MCEC will only allow certified and/or licensed riggers to carry out the installation of lighting grids.

Any wiring carried out as part of the grid installation must be carried out by qualified electricians. All licences, endorsements certification and registration documentation must be provided to the organiser prior to the event.

The organiser will then provide the above information to the Licensor one week prior to the event. All rigging equipment will be required to be in good, safe condition. Test certificates must be submitted prior to commencement of installation.

A100%safetymarginwillapplyforallequipment(i.e.ifatwo(2)tonnechainblockisused,themaximumcapacitytobesupported will be one (1) tonne). This will apply for all lifting and rigging equipment.

Your Event Planner can provide contact details for suitable rigging contractors.

Electrical InstallationAll temporary electrical installations must be carried out by a registered electrical contractor. All electrical installations on displays mustbeinaccordancewithVictorianOH&Slegislationandrelevantstandards.Onlyunmodifiedappliancesmaybepluggedintoelectrical general-purpose outlets.

All electrical leads need to be tagged and tested in accordance with Australian Standards prior to use on-site.

An MCEC Electrical Safety Certificate must be completed by contractors after any electrical installation works. The electrical safety certificate must be forwarded to the Event Operations Department prior to exhibition opening.

Hot WorksA Permit to Work must be obtained before any hot works can be conducted on-site.

All permits are issued under the approval of the Event Operations Department. No hot works will be conducted on-site without a JSA and express approval.

Other RequirementsAny cutting or sawing that is required must be completed in the Melbourne Exhibition Centre wash bay. This removes the risk of interfering with other contractors on-site and reduces the level of cleaning required to open the event.

Contractors must perform all work involving isolation of MCEC services in accordance with the MCEC isolation procedures.

Melbourne Exhibition Centre Lower Service Tunnel (LST) and Upper Service Tunnel (UST) Access Requirements Access to the LST and UST will need to be made by prior arrangement with the Event Operations Department. Contractors must obtain a Permit To Work (PTW) and/or approval for isolation requests from the MCEC prior to starting each activity requiring a Work Permit and/or isolation request. All Permits To Work must be accompanied by a Job Safety Analysis on the work to be undertaken.

Stands Requiring Additional Safety PrecautionsPlease refer to Exhibition and Stand Approval Procedures Manual for information on stands with the following issues:

• asecondstorey;

• asolidceilingorroofareamorethan18sqm;

• astructuremorethan3mhigh;

• amotorvehicle;

• dangerousgoodsaslistedinTheVictorianDangerousGoods(Storage&Handling)Regulations;

• adischargeofnoxiouswaste;

• anLPGgascylinder;

• acylindercontainingcompressedgas(otherthanLPG);

• anakedflame(e.g.candle);or

• lightingorsignagelowerthan2.2mabovefloorlevel.

Construction of Storage ModulesApproval for the construction of storage modules within the licensed area shall be given at the discretion of the Licensor. On-site storage, when permitted, will be in an approved position. Storage areas should not block exits nor be located close to stands with potential fire risk.

All storage modules will be completely enclosed by a combination of either building walls or shell scheme walls with a minimum height of 2.4m.

Shell scheme storage module walls must have a one quarter hour minimum fire rating.

All storage modules must provide a minimum of one metre of clear space around each module and no materials should be stored touching any wall. All storage modules must include at least one entry and one exit at diametrically opposite positions and at least one CO2 and/or dry chemical extinguisher, as appropriate, located at an entry point.

Doors should be a minimum 820mm wide and 2,040mm high, held shut either by magnetic catches or equal single-handed actuation system for entry.

The Licensor reserves the right to reject any proposals for storage.

Exhibits Requiring Written ApprovalExhibitors wishing to use any of the following items as part of their exhibit must submit a proposal in writing to the MCEC briefly outlining the purpose of the item and how it will be used. Please refer to the following as a guideline.

AnimalsNo animals or pets, with the exception of seeing eye dogs, are permitted in the MCEC except as an approved exhibit, activity or performance requiring the use of animals. Such animals as are permitted in the licensed area must be on a leash or in an enclosed pen under the control of a handler at all times and comply with all requirements prescribed by law for the exhibition of such animals and in compliance with the relevant acts and regulations. The MCEC approval in writing is required if animals are to be used in an exhibit.

BalloonsWhere the exhibitor plans to use balloons as part of an event or display, the MCEC approval must be obtained and notified four weeks prior to the start of the event. The exhibitor should be aware that should balloons accidentally activate any part of the venue’s fire protection system, all costs incurred, including the attendance of the Metropolitan Fire Brigade will be the responsibility of the exhibitor. There is a minimum charge of $500 to retrieve loose balloons from the roof of the venue.

Motor VehiclesMotor vehicles in all forms may be displayed within the Centre subject to compliance with safety guidelines. Notwithstanding the above guidelines, an MCEC representative, retains the right to have a vehicle removed from the building immediately, should it be deemed a safety issue.

Requirements for Motor Vehicles:

Portable Fire ExtinguishersFor every displayed motor vehicle, the following will be the minimum equipment recommendations.

Up to three (3) Motor Vehicles per Stand:• 1x2.3kg,A:B(E)drypowderextinguishermountedinaprominentlocationinaccordancewithrelevantAustralianStandards.

Four (4) or More Motor Vehicles per Stand:• 2x2.3kgA:B(E)drypowderextinguishersmountedinaprominentlocationinaccordancewithrelevantAustralianStandards.

• Nine(9)litrefoamextinguisherstobestrategicallylocatedsoastobeavailabletoasection(orgroup)ofstandswhichhavemotor vehicles on display.

• ThefoamextinguishersareforuseonflammableliquidsspiltontheflooroftheCentre.Theseextinguisherscanbehiredfromfire safety equipment suppliers.

Thefueltanktocontainatleast90%ofthefuelcapacity.Themotorvehiclefuelfillercapmustbeeithersealedorsecuredtoprevent easy removal of the fuel cap by unauthorised persons.

UNDERNOCIRCUMSTANCESISFUELTOBEDECANTEDORVEHICLESFILLEDONTHELOADINGDOCK,INSIDETHEEXHIBITION HALL OR THE CONVENTION CENTRE.



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Flammable Gas (LPG) Powered Motor Vehicles• LPGpoweredmotorvehiclesmusthavetheirsystemsfittedinaccordancewithrelevantAustralianStandards.

• TheLPGfueltankmustbeisolatedfromtheenginemechanicallybyclosingthe‘servicetap’onthefittedfueltank.

• Themotorvehicle’sengineistoberununtilallfuelinthefuellineandconverterisexhausted.

• VehiclesinexhibitionswillnotbestartedandrunwithoutthepriorpermissionoftheCentremanagement.Tograntpermissionthe Centre management will review safety precautions and the control of exhaust emissions. All such requests shall be made in writing.

IGNITIONKEYSARENOTTOBELEFTINTHEVEHICLEANDARETOBESTRICTLYCONTROLLEDBYTHEEXHIBITORDURINGTHEEXHIBITION.ANYVARIATIONWILLREQUIREWRITTENAPPROVAL.

Guidelines for the Display of Formula 1 Cars• ThefueltankintheFormula1motorvehiclemustbecompletelyempty,duetothevolatilityofthefuel.Thismaybe

obtained by:

– purging the tank with dry nitrogen;

OR

– taking the fuel cap off three (3) days prior to the Formula 1 Car being brought into the venue so as the fuel in the tank vaporises.

• Thefueltankmustbelocked.

• Batteryterminalsmustbedisconnected.

• Thehorn/sirenmustbedisconnectedfromthebatterysystem.

• Thedisconnectedandexposedbatteryterminalandendleadclampsshallbecoveredwithaself-adhesiveseal.

• Afireextinguishertobedisplayedincloseproximitytothevehicle.

Melbourne Convention Centre Specific RequirementsContractors and event staff bringing vehicles into the Melbourne Convention Centre via the truck lift are not permitted to take the vehicle out of the lift(s) unless accompanied by Melbourne Convention Centre Loading Dock staff. Absolutely no exposed tyres are allowed on any floor in the Melbourne Convention Centre. This is particularly important when driving scissor or boom lifts. Please note that scissor lifts with tread tyres are not permitted on any carpet floor due to their potential damage to the carpet.

All tyres should have purpose-made covers or tarpaulins fitted prior to driving on the Melbourne Convention Centre carpet.

All show cars and presentation cars must have oil drip trays in place. Absolutely no detailing or silicon usage is allowed on the Melbourne Convention Centre floor unless proper drop sheets are provided.

Special EffectsProposals to use pyrotechnics, flammable gas, smoke generation, naked flames or other special effects in display areas must be submitted in writing no less than one month prior to the Licence term. Their use must be approved in writing by the Licensor, who will arrange for isolation of smoke detectors to the area required.

Fire WardenAll events that require smoke detectors to be isolated must have a fire warden; therefore a MCEC security guard (as fire warden) must be in attendance. Minimum charge of four hours will apply.

Event Sign-OffA preliminary inspection of all exhibition stands will be carried out at the completion of the final move in day by the Event Operations Department in conjunction with the organiser representative. The Licensee is required to confirm in writing prior to the opening of all events that they have complied with the submitted Safety Plan, relevant acts and regulations, Australian Standards and Codes of Practice. The Safety Plan incorporates the MCEC operations manual, Licence Agreement, floor plans, crowd control limits and safety guidelines.

Exhibition InspectionOn the opening day of the event a final inspection is carried out by the Licensor to ensure compliance with approved plans and to ensure safety regulations are being observed. The Licensee or its nominee should accompany the Licensor on such inspections to rectify any faults. The Licensor may carry out random inspections to ensure continuing compliance.

Exhibition and Stand Approval

Introduction

Legislation and RegulationsThe MCEC is bound by the provisions of the following legislation and regulations:

• BuildingAct1993,Amendment2008;

• TheBuildingRegulations2006;

• TheBuildingCodeofAustralia2006;

• TheOccupationalHealthandSafetyAct2004;

• MetropolitanFireBrigadeRegulations2005,Amendment2007;

• DangerousGoodsAct1985andRegulations;

• PreventionofCrueltytoAnimalsAct2000andRegulations;

• MetropolitanFireBrigadeRegulations2005,Amendment2007;and

• conditionsoftheMCEC’soccupancypermit.

The MCEC, and people holding events within the Centre, are subject to inspection by the regulatory agencies associated with this legislation–forexample,theCityofMelbournebuildingsurveyor,theChiefFireOfficerandOH&Ssurveyors–andaresubjecttoprosecution for non-compliance. Failure to comply could also void any insurance policies which may be in force in relation to the MCEC.

Therefore, it is necessary to ensure that all parties involved in the erection of stands or structures, or any other activities on MCEC property, comply with all legislative requirements.

Major IssuesThere have been four issues identified as being critical to the safety of exhibitions held within the MCEC. These issues are:

1. occupancy numbers;

2. exit signs/egress provisions;

3. fire protection; and

4. structural integrity.

Items 1 and 2 concern exhibitions as a whole and are therefore the responsibility of the organiser, overseen by the MCEC.

Items 3 and 4 refer to individual stands and are the responsibility of the stand builder/exhibitor and organiser.

In each case the MCEC has a responsibility to ensure that the standards set out in legislation are followed. As these issues are relevant to the safety of the public and the occupants of the MCEC, the requirements of this manual are to be strictly adhered to.

This manual has been compiled to assist organisers, exhibitors, stand builders and contractors to identify which stands require certification or where additional safety measures need to be provided and the procedure required to satisfy the MCEC and legal requirements.

Legal StatusThis manual and the procedures described herein have been specifically approved by the City of Melbourne under the building regulations. The MCEC, organisers, exhibitors and stand builders operating therein are subject to the regulations and conditions of the occupancy permit and in particular notices, orders and infringement notices under the said regulations.



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The City of Melbourne building surveyor can independently inspect the MCEC from time to time to establish whether compliance with this manual is being maintained.

Non-compliance could be subject to on-the-spot fines, notices and reference to the Courts.

Exhibition Certification

Occupancy NumbersThe MCEC is bound by the conditions of the building’s occupancy permit which limits the total number of people allowed in the exhibition hall, concourse and kiosks (this includes all occupants including staff, exhibitors, etc.). Where an organiser licenses a portion of the MCEC hall, the number of occupants allowed will be nominated from the occupancy permit on the Licence Agreement.

It is the responsibility of the organiser to ensure that the maximum number of occupants allowed in the licensed area does not exceed the requirements of the Licence Agreement.

If MCEC management believes on reasonable grounds that the occupancy numbers are being exceeded, the MCEC reserves the right to stop admittance into the licensed area until excess numbers are cleared and/or request the excess number of people to be removed.

Egress ProvisionsThe organiser is to provide to MCEC management the general floor plan of the proposed area under the Licence Agreement for approval before occupation of the area occurs.

The plans for the Melbourne Exhibition Centre must reflect the Licence conditions and specifically the following:

1. Widths of no less than 3m must be maintained for all aisles.

2. Mainaislesareprovidedtoapproximately25%ormoreoftotalfloorarea.

3. The main aisles should be provided in both directions (north-south and east-west) to permit alternative directions of egress. These include the existing fire access paths.

4. Where exhibitions of four or more bays are provided, at least three main aisles in each direction are necessary.

5. Maximum distance to travel to an exit is 90m.

6. No point on a floor is to be more than 25m from a point, which gives access to two exits.

7. Seating arrangements are to reflect the following:

• tableseatingforpresentations,luncheons,etc.isprovided;occupanciesshouldnotexceed750personsperbay;

• 650theatre-styleseatinginonebay,twosideaislesofminimum1.5mwidthandcentreaisleofminimum2.5mwidth is necessary, and

• 5,200theatre-styleseatinginsevenbays,fourinternalaislesofminimum3.0mwidth,sideaislesofminimum6.5m in width.

Exit SignsExit signs are to comply with Australian Standards. Exit signs to be mounted between 2m and 2.7m above the ground and the viewing distance of standard signs are not to exceed 24m.

The MCEC is equipped with oversized exit signs on the entrances and when these are obstructed by stands, members of the public must be able to follow signs to an exit from any location within the hall. The organiser will be responsible for the installation of the signs and ensuring the cooperation of stand holders to see that the signs can be placed on or near their stands.

MCEC management, before erection, will approve the positioning and number of signs shown on plans. At times it may be necessary to provide more exit signs than those approved on the plans due to particular situations arising; these extra signs must be provided by the organiser.

Stand CertificationCertification by an engineer is required for certain stands. These stands are as follows:

1. Stands of two storeys or more, where the second or subsequent storey will be occupied.

NOTE: IF THE FLOOR OF ANY OCCUPIED AREA IS MORE THEN 1.5M ABOVE THE GROUND LEVEL, IT WILL BE DEEMED TO BE A TWO-STOREY STRUCTURE WHETHER THE BOTTOM AREA IS OCCUPIED OR NOT.

2. Any structures within stands that are constructed with steel.

The issue of certification will rely on compliance with the MCEC’s requirements for fire protection and production of proof regarding the structural integrity of the stand.

The exhibitor, or the builder of these stands, is responsible for proving that the stand is structurally sound and safe for occupancy. Your exhibitors should be made aware of this responsibility and the following process:

• detailedplansofthestand,certifiedbyanengineerwhoisregisteredinVictoria,mustbelodgedwithMCECmanagementnotless than 30 days before the opening of the event;

• theengineermustcertifythatthedesignofthestandcomplieswithAustralianStandardsandthestructuralpartsoftheBuildingCode of Australia 2006 regulation 1507;

• theengineerwillsetanoccupancylimitfortheraisedportionofthestandifapplicable(thislimitmustbedisplayedon the stand);

• thestandmustthenbeconstructedinaccordancewiththeplans;

• beforethestandisoccupied,theexhibitormustengageanengineertoinspectthestandafterithasbeenconstructedtocomplete the certification process; and

• standsrequiringcertificationmustalsoprovideadditionalfiresafetymeasures(seebelow).

All costs for the certification process are the responsibility of the exhibitor or stand constructor. It is the responsibility of the organiser to ensure that all information, plans and evidence of certification are collated and provided to MCEC management.

General Safety RequirementsAs a general rule the MCEC management will endeavour to inspect all stands to ensure that they are safe and do not pose a hazard to any user of the MCEC. The MCEC management reserves the right to request modification or close any stand which is deemed to be a safety hazard.

Usually simple or ‘shell scheme’ type stands are safe and do not pose any such hazards, however even the simplest of stands may be a safety hazard by virtue of:

Its contents, e.g. Dangerous goods,

Electrical equipment,

Fire load or hazard,

Its design, e.g. Sharp protrusions,

Public able to come into contact with moving equipment,

Naked flame which might catch onto clothing,

Structural integrity.

Each stand will be inspected prior to the opening of the exhibition and adjustments required if hazards exist.

It is the organiser’s/exhibitor’s responsibility to ensure each stand is presented to the public in a safe manner and maintained as such.



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Smoke Detectors

Smoke Detectors and/or Fire ExtinguishersSmoke detectors and/or fire extinguishers shall be installed when requested by the MCEC Management and may be required on stands not requiring certification as mentioned above. The need for smoke detectors/fire extinguishers will generally be established during MCEC management’s general safety inspection prior to the opening of the exhibition.

Fire extinguishers are to be of the A:B:(E) dry powder type or CO2. Both of these extinguishers are safe to use in an environment where electricity may be present.

The nature of the construction of the stand and the contents of the stands will be the determining factors for the installation of these services.

Structures More than Three Metres High (other than those requiring certification)Structures 3m or more in height have the potential to act as a barrier across emergency aisles if they were to be knocked over during an emergency evacuation. The stability of these structures is therefore important.

As a general rule purpose built systems, e.g. octonorm, erected to the manufacturer’s specifications will meet this criteria.

All such structures will be checked for stability prior to the opening of the exhibition. Structures deemed to be unstable will have to be modified or removed from the exhibition. The onus will on the exhibitor to prove that the structure is stable.

NOTE: NO CORE DRILLING OR FIXING INTO ANY FLOOR IS ALLOWED OR PERMITTED.

Dangerous GoodsThe organiser/exhibitor shall advise the Centre management at all times of dangerous goods (as listed in the Dangerous Goods Act and Regulations) being brought onto the premises. The Centre management is to be notified 30 days prior to the event of the type, size, volume and the purpose of the dangerous goods intended to be used during the event and the location of the stand housing the goods. Material Safety Data Sheets (MSDS) will be supplied with this notification. The MSDS can be obtained from the manufacturer of the product.

No more than one day’s supply of any dangerous goods shall be stored on a display stand or at any one time.

Dangerous goods are to be stored in the appropriate containers and have the appropriate markings. Storage is to comply with the Dangerous Good Act and Regulations.

Discharge of Noxious WasteNo paint, oil, spirit, chemicals or other noxious substance shall be discharged into the sewage system. All such substances shall be collected and disposed of in a lawful manner.

LP Gas CylindersAll LP gas cylinders are to be removed from the exhibition area overnight to be stored in the locked compound situated on the Centre loading dock.

The organiser is to notify the Event Operations Department of the location of all gas cylinders within an exhibition or event.

Proposals for the use of LP gas or other flammable gases on stands are to be forwarded to the Event Operations Department at least one month prior to the event. The MCEC reserves the right to accept or reject any application.

The installation and use of gas appliances and gas cylinders shall be undertaken in accordance with relevant acts, regulations and Australian Standards as amended from time to time.

Storage of Cylinders Containing Gas Other Than LPGThe storage of gas cylinders is regulated by the Dangerous Goods (Storage and Handling) Regulations. These regulations state that gas cylinders must not be left in a freely standing position. These rules are to be complied with on Centre premises.

Naked FlameProposals for the use of naked flame on stands will be submitted to the Event Operations Department 30 days prior to the commencement of the event. Naked flames include the use of cooking equipment, barbecues, heaters, candles, oil burners, etc.

• Afireextinguisherand/orafireblanketshallbekeptonthestandinanareaaccessibletothegeneralpublic.Thisfireextinguisher shall be properly signed.

• Undernocircumstanceswillthestandbeleftunattendedwhentheflameisalight.

• Noflammablematerialshallbewithin1moftheflame.

• Flamesshallbeextinguished15minutespriortothestandbeingvacatedattheendoftheday.

• Flameswillbesituatedsothatmembersofthepubliccannotcomeintocontactwiththeflameoranysurfacelikelytoburnthe person or ignite their clothing. Suitable guarding must be in place and approved the MCEC.

• Facilitiesusedforcookingmusthaveanautomaticemergencycutoffswitch.

Appropriate first aid equipment/items must be in place.

We hope you find this manual an informative guide to hosting an event with us. We look forward to welcoming you and your guests to the MCEC.


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