… · web viewservice lift and loading bay information. ... for access to pallet jacks and...

Knowledge – Awareness – Understanding

Across the Spectrum The Sebel Albert Park, Melbourne, 9 & 10 August 2012

This contains important information – please read as soon as possible

Estimated Reading Time: 11 minutes

Presented by Autism Victoria, trading as Amaze

Exhibitor Manual

Contents 1. Key Contacts for VAC2012 3

2. Venue details 4

3. Important Deadlines 6

4. Payment for booths 7

5. Exhibition booth details 8

6. Bump in 9

7. Bump out 11

8. Security 11

9. Catering 11

10. Accommodation 12

11. Promotion & Marketing 12

Form 1 – Exhibitor Listing for Program 13

Form 2 – Exhibitor Name Badges/Dietary Needs 14

Form 3 – Exhibitor Competition Form 15

Form 4 – Freight box label (to conference) 16

Form 5 – Freight box label (from conference) 17

2 VAC 2012 Exhibitor Manual www.amaze.org.au/vac

1. Key Contacts for VAC 2012

Conference Organisers:

Autism Victoria trading as Amaze

W: www.amaze.org.au/vac

Exhibitor Contact: Fran Ludgate, Manager Marketing & Communications

T: 03 9657 1611

M: 0400 636 947

E: [email protected]

Delegate Registration: Jacqui Bates

T: 03 9363 6111


Official Conference Supplier:

Harry the Hirer

VAC2012 Contact: Jason Balkin

T: 03 9429 6666


W: www.harrythehirer.com.au

Conference Venue:

The Sebel Albert Park

65 Queens Road, Melbourne VIC 3004

VAC2012 Contact: Angela Geyser, Conference & Events Manager

T: (03) 8554 2809

F: (03) 8554 2817



mailto:[email protected]

http://www.harrythehirer.com.au/




http://www.amaze.org.au/vac

2. Venue Details (Melbourne)

The Sebel Albert Park 65 Queens Road, Melbourne VIC 3004

Sebel’s VAC2012 Event Coordinator

Angela Geyser, Conference & Events Manager

T: (03) 8554 2809, F: (03) 8554 2817


Wireless Internet (via Ezestream)

Rates: $29.00 per day

Usage: One individual login

The logins may be purchased through Reception.

Car Parking

The car park is located beneath the hotel and accessible via Lorne Street.

The daily rate is $16.00 per vehicle (per exit). However, please note that the car parking rates are subject to change without notification. There is one further car park in close proximity to the hotel.

Should you wish to organise bulk billed car parking, please speak with the Sebel’s VAC2012 Event Coordinator who will arrange parking vouchers.

Cleaning & Storage

The exhibition venue will be cleaned daily, which includes vacuuming accessible areas of carpet. For your booth to be vacuumed, please ensure that it is accessible. You should arrange any other cleaning that you require.

There will be an onsite storage area, but space is limited, so please try to ensure that the items you need storing are kept to a minimum.


Exhibitor Responsibilities

1. The Sebel Albert Park Melbourne does not accept responsibility for loss & or damage to any goods brought to the hotel before, during or after an event. It is the exhibitors' own responsibility to arrange adequate insurance to cover such potential loss and or damage. The Sebel Albert Park Melbourne’s Conference and Banquet Venues are classified as public access areas, please ensure that personal belongings are not left unattended.

2. Should exhibitors directly engage external contractors, it is the responsibility of the exhibitor to advise the Hotel Event Co-ordinator and to ensure that the contractors comply with the Hotel’s grooming and professional behaviour standards and complies with all workplace health and safety requirements. Contractors who fail to do so will be asked to leave the premises. All contractors are required to have adequate public liability insurance.

3. It is the exhibitors’ responsibility to organise clear and accurate dispatch labels, consignment notes and couriers for the collection of any goods left at The Sebel Albert Park on conclusion of the conference. The Sebel Albert Park will not fill in or sign consignment notes on behalf of the company. Courier companies must be instructed exactly how many boxes, the size and weight of the freight. Do not instruct courier companies that the Hotel Event Executive is the contact and will provide all details: all details must be provided by the company organising the collection of goods.

Curfew

The Hotel is located in a mixed commercial/residential area and is required to restrict heavy vehicle activity in Queens Lane.

Note: the use of trucks, forklifts, and such with reversing beeper tones will not be permitted in the lane between 8pm–8am Monday-Saturday and 8pm–9am on Sundays.

This curfew applies to the use of the Grand Ballroom goods hoist (see page 9).


3. Important Deadlines

Item Due Date Details Complete ()

Program Submission

Fri 15 June 2012

All: the Conference Program will include exhibitor details. To be included in this, you must return Form 1 by no later than Friday 15 June. If you do not return it by this date, we will be unable to publish your information.

Booth balance due

Sat 30 June All: the balance for booths must be made no later than 30 June. Please note that we cannot hold booths beyond this date without full payment. (See Terms & Conditions on page 7.)

Exhibitor Staff Name Badges

Fri 13 July All: all exhibitors must wear an official name badge to enter the conference. A maximum of 2 exhibitor staff are complimentary with your booth.

Note: a maximum of one of these staff may attend the Keynote Speakers’ sessions only. Catering is included with the exhibitor passes.

(Additional staff may attend but must purchase a Delegate Registration.)

All: Complete and forward Form 2 by Fri 13 July.

Competition Form

Fri 27 July Optional: if you are running a competition on your booth and would like the conference organisers to announce the winner, complete and forward Form 3 by Fri 13 July.

Name board sign (Fascia)

Fri 27 July All: complete the green Harry the Hirer form attached and return it to Harry the Hirer no later than Friday 27 July.

Furniture, Audio Visual & Additional Lighting and Power

Fri 27 July Optional: you may choose to have additional items.

Furniture: complete the blue Harry the Hirer form

Additional lighting/power: the orange Harry the Hirer form

Audio Visual equipment: the salmon pink Harry the Hirer form

Return forms to Harry the Hirer no later than Friday 27 July.


Freight & Deliveries

Mon 6,

Tues 7 and

Wed 8 Aug

7am-3pm

Optional: if you are sending items by freight, they may only arrive during the times specified.

See section 6 for details about forms/address labels.

Bump In Thurs 9 Aug 6-8am

All: exhibitors must register at the venue before bumping in. The Registration Desk is in the exhibition hall: you must obtain your Exhibitor Badge to gain access to your booth.

All: exhibition booths must be finalised no later than 8am on Thursday 9 August.

Exhibition Open Hours

Thurs 9 Aug

Fri 10 Aug

Thursday 8am to 5.45pm

Friday 8am to 5.30pm

All: exhibition booths must be staffed at all times during these hours.

Bump Out Fri 10 Aug

5.30-8pm

All: exhibitors may begin to dismantle their booth from 5.30pm on Friday 10 August 2012. If you require longer than the stated times, contact the Sebel VAC Event Coordinator.

Important Notes

1. Please ensure forms are returned no later than the dates indicated.2. If you have difficulty meeting any of these deadlines, please contact Fran Ludgate on 9657

1611 or by email on [email protected].

3. Payment for Booths An initial payment of 50% of the booth cost was payable at time of booking. Payment of the balance is due by 30 June 2012.

Terms & Conditions: booth bookings are on a first-come-first-served basis and are allocated in the order of booking receipt at Autism Victoria trading as Amaze. A deposit of 50% is required with your application. The balance of 50% is required by 30 June 2012. If the balance is not received by this date the organiser will release the booth and the exhibitor will lose their deposit. Acceptance of exhibitors is at the discretion of the organisers. Final stand allocation is at the discretion of the organisers.

Cancellation Policy: cancellation of your booth is permitted up to and including 30 June 2012: refunds of the deposit are at the discretion of the organisers. After 30 June 2012, on cancellation, the deposit will be forfeited.



4. Exhibition Booth Details Booths 1 to 7: Only available to not-for-profit organisations who have charitable status

Booths 8 to 28: Available to any exhibitors (at the discretion of the organisers).

Booth Details:

Sizes: booths are 3m x 2m (Nos. 1 to 7) or 3m x 3m (Nos. 8 to 28) Open sides: booths No. 3, 4, 5, 6, 7, 8, 16 and 28 will have two open sides and two

closed sides. All other booths will have one open side and 3 closed sides. Walls: walls have Velcro-compatible material. Lighting: 2 spotlights are provided with each booth. For additional lighting, use the

orange form and return it to Harry the Hirer. Power: 1 power point is provided with each booth. For additional power points, use

the orange form and return it to Harry the Hirer. Signage: each booth will be provided with 1 name board (fascia) on the front at no

additional cost. All: complete the green form from Harry the Hirer to provide your details. If you would like additional signage, you may purchase it using the same green form: corner booths (3, 4, 5, 6, 7, 8, 16, 28 may choose to have a second name board).

Furniture/fittings/audio-visual equipment: if you would like to hire these items, use the blue and salmon pink forms and return them to Harry the Hirer.

Note:

All exhibition items including equipment, furniture and exhibits must be within the bounds of your booth at all times.

Only Velcro may be used to attach items to the walls: do not use screws, bolts, nails, glue, paint or double sided tape which will damage the panels.

Make sure you order your name board, furniture and any additional items by the dates shown on page6. There are likely to be extra charges if left until you are onsite.

Furniture, Fittings, Plants etc Harry the Hirer: use the forms provided


5. Bump In Access to Site – Bump In

Bump in for exhibitors will be:

Thurs 9 August: 6am to 8am

Note: Exhibitors must register on arrival at the Registration Desk in the Exhibition Hall and wear their name badge at all times during bump in.

Deliveries & Labelling

All incoming items for VAC2012 should arrive:

via the Receiving Bay in Queens Lane on Mon 6 August, Tues 7 August or Wed 8 Aug between 7am and 3pm

Note: deliveries outside of these hours will need to be arranged prior to delivery. Contact the Sebel VAC2012 Event Coordinator.

Items being delivered to the venue must be clearly labelled with the venue name, the event name and your booth name and number.

See Form 4 for a suitable box label for delivery.

Please mark “Attention: Angela Geyser” on the delivery docket for easy identification at the hotel.

Forklift Access/Grand Ballroom Goods Hoist

The VAC2012 Exhibition is taking place in the Grand Ballroom. The loading bay for the Grand Ballroom is accessible by the goods hoist and by forklift.

If you need to use the forklift, please contact the Sebel VAC2012 Event Coordinator at least 10 days prior to bump in. Failure to advise your requirement may result in serious delays or non availability of the equipment/service.

Service Lift and Loading Bay Information

Please find below the lift and loading bay specifications.

Grand Ballroom Goods Hoist


Height (Ground floor to First floor): 4.65 metresPlatform Size: 3.0 metres (w) x 4.5 metres (l) x 2.6 metres (h)Door Height: 2.6 metresDoor Width: 3.0 metresWeight Capacity: 2,500 kg

Grand Ballroom Goods Lift

Height: 2.0 metresWidth: 1.1 metresDepth: 2.5 metresWeight Capacity: 1600 kg

Pallet Jacks/Scissor lifts

The Hotel does not offer its own equipment for use during exhibitions. For access to pallet jacks and scissor lifts, please make your own arrangements.

Testing and Tagging

Note: It is a legal requirement in all exhibition areas that all electrical equipment be tested and tagged. This applies to all contractors working on site and exhibitors who bring in electrical leads and appliances for their booths during exhibitions.


6. Bump Out As visitors have a limited time to see exhibition booths, we will be keeping the exhibition open for 30 minutes after the speaker program finishes each day.

Please do not start to bump out until 5.30pm on Friday 10 August. Booths will be dismantled from 6pm on Friday 10 August. Do not leave any items in the hall after bump out is complete at 8pm on Friday 10

August.

Collection of Goods

Please book your freight collection (if required) prior to the event and have all items properly addressed for collection at the close of the bump out. Collection of goods must be before 8pm on Friday 10 August, or after the event:

between 7am and 3pm on Monday 13 August via the Receiving Bay in Queens Lane

Goods to be collected after the event should be sealed and properly addressed, with the sender's name and contact phone number using a suitable label.

See Form 5 for a suitable box label for collection.

Note: all goods must be removed from the hotel premises or storerooms by close of business on Monday, 13 August 2012. Should goods not be collected by this date they will be deemed abandoned and disposed of accordingly.

7. Security & Insurance For security purposes, at all times during bump in, conference open hours and bump out, all exhibitors must wear their name badge.

The venue has general security staff but does not accept any liability for items that go missing before, during or after this event. We strongly recommend that you take out insurance to cover items on display and that you lock or remove valuable equipment outside of exhibition hours. Please see section 2 for details.

8. Catering Morning tea, lunch and afternoon tea is provided and included in the cost of the exhibitor’s fee. This covers a maximum of two exhibitor staff on each booth.


(Catering Continued)

If you have any special dietary requirements, please provide them on Form 1 at the back of this pack.

If you require any catering on your booth, please make arrangements by contacting the Sebel VAC2012 Event Co-ordinator prior to the conference.

Note: under no circumstances are exhibitors permitted to provide food or beverages from their booth that is not provided by the Hotel. Failure to follow this will result in confiscation of the product until the conclusion of the exhibition.

9. Accommodation If you require accommodation for the event, please visit http://www.amaze.org.au/events-info/vac/accommodation/ for details, and ensure that you quote “Victorian Autism Conference” when making your booking to receive event discounts.

10. Promotion & Marketing

Pre-Event Promotion by Exhibitors

In order to ensure the maximum benefit to all exhibitors, please ensure that you help promote VAC2012 to your networks. You will find the online delegate registration form here: http://www.amaze.org.au/events-info/vac/registration/

If you would like hard copies of posters and flyers, please email us at [email protected].

Competitions

We encourage all exhibitors to increase engagement with visitors by having a promotion or competition during the event. If you do so and wish the conference to announce the winner, fill in Form 3 attached.

Conference Satchel

One satchel will be provided for each Exhibition Booth: this contains various items including the conference program. Additional satchels may be purchased at a cost of $20 each.

A list of those delegates who agree that their details can be shared, will be forwarded to exhibitors after the event.



http://www.amaze.org.au/events-info/vac/registration/

http://www.amaze.org.au/events-info/vac/accommodation/

VAC 2012 Due Date: Fri 15 June

Form 1: Exhibitor Profile for Program

Instructions:

All exhibitors have the opportunity to include information in the Conference Program. You should include information suitable for the target audience about your products/services and why they should visit your booth.

Note: the conference organisers reserve the right to ensure that content is appropriate and to edit it accordingly. If any major changes are required, the exhibitor concerned will be contacted.

Please supply your content by Friday 15 June. If it is not received by this date, the conference organisers will not be able to include it in the Conference Program.

Exhibitor Company/Organisation Name (as you would like it to appear in the Conference Program)

Booth Number

100 Word Profile

Please note that if you exceed this maximum word number, the organisers reserve the right to cut the text.

Contact completing this form

Contact phone number

Contact email address

Fax to 03 9639 4955 or

Email to: [email protected]



VAC 2012 Due Date: Fri 13 July

Form 2: Exhibitor Name Badges/Dietary Needs

Please note: exhibitors will not be permitted to enter the conference without their Name Badge. Please ensure that you fill this in for a maximum of two exhibitors and return it no later than Fri 13 July.

Exhibitor Company/Organisation Name

Exhibitor 1:

First Name

Last Name

Mobile Phone

Email

Dietary Requirements None___ or

Details:

Exhibitor 2:

First Name

Last Name

Mobile Phone

Email

Dietary Requirements None ___ or

Details:

Any other information

Fax to 03 9639 4955 or



VAC 2012 Due Date: Fri 13 July

Form 3: Exhibitor Competition

Please note: if you are running a competition and would like the winner to be announced by conference staff, please fill in this form and return it by the due date.

Exhibitor Company/Organisation Name

Contact Name

Contact Mobile Phone

Contact Email

Competition Name

Competition Details

Fax to 03 9639 4955 or




VAC 2012 Form 4: Box Delivery Label (Must be used with all deliveries to the Hotel Please complete in BLOCK CAPITALS)

TO: THE SEBEL & CITIGATE ALBERT PARK MELBOURNE

65 QUEENS ROAD

MELBOURNE VIC 3004

via RECEIVING BAY (off Queens Lane)

HOTEL CONTACT: ANGELA GEYSER

EVENT NAME: Victorian Autism Conference

EVENT DATE: 09/08/12 - 10/08/12

COMPANY NAME: ____________________________________________________________

COMPANY CONTACT ____________________________________________________________

CONTACT MOBILE: ____________________________________________________________

BOOTH /No. _____________

BOX __________

OF ___________

OFFICE USE

Date Received _____________________________

Time Received _____________________________

Received By _____________________________

Deliver to Room ____________ BY ________HRS

Function Number 2476951

VAC 2012 Form 5: Box Return Label


(Must be used on every item to be collected from the Hotel – boxes without labels will not be collected by couriers (please complete in BLOCK CAPITALS)

TO: COMPANY ___________________________________

NAME ___________________________________

ADDRESS ___________________________________

___________________________________

All items must be collected by Monday 13 August 2012, between 7am and 3pm, Monday–Friday (collection out of these times cannot be guaranteed)

Collect from: The Sebel and Citigate Albert Park, 65 Queens Road, Melbourne, 3004

via Receiving Bay, off Queens Lane

EVENT NAME: Victorian Autism Conference

EVENT DATE: 09/08/12 - 10/08/12

SENDERS NAME: ________________________________________________________________

TELEPHONE: ________________________________________________________________

COMPANY NAME: ________________________________________________________________

BOX ________

OF ________

DATE OF COLLECTION

RECEIVERS NAME: ________________________________________________________________

TELEPHONE ________________________________________________________________


… · web viewservice lift and loading bay information. ... for access to pallet jacks and...

Documents