sydney indesign galleria 13-15 august...

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Sydney Indesign13-15 August 2015

sydneyindesign.com.au

GalleriaExhibitor Guidelines


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Table of Contents

Section 1 – General Exhibitor Information

1. Location2. Exhibitor Access & Galleria Opening Hours3. Bump In/Bump Out Schedule4. Bump In/Bump Out Details5. Admission6. Loading Dock Management7. Deliveries, Stock Removal & Storage8. Waste Removal

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Section 2 - Operational Regulations & Guidelines

9. Authority of Premises 10. Exhibition Stand Construction & Build Requirements11. Failure to Exhibit12. Fire Precautions13. Floor Loading & Weight Restrictions14. Materials Handling & Forklifts15. Indemnity & Insurance16. Regulations Observance17. Security18. Venue Information19. Workplace Health & Safety (WHS)

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From 13-15 August 2015, the Australian Technology Park (ATP) Exhibition Hall will be transformed into Galleria, a compact pop-up precinct running over 2.5 days as an extension of Sydney Indesign playing host to key industry figures and decision making visitors. These Exhibitor Guidelines will provide you with the operational and procedural information that is crucial to ensure a safe and smooth running show. Please study the contents of this manual carefully and contact the Sydney Indesign Team with any questions you may have. The Sydney Indesign Team (herein after referred to as the Organiser) would like to draw your specific attention to the following important information for Bump In and Bump Out: - All Exhibitors and Contractors that will be onsite during the Bump In/Out phase must complete the Australian Technology Park Induction. Guards will not allow access to the site if the induction has not been completed.

- During Bump In, Exhibitors will be able to pick up name badges from the Registration Desk, located at the loading dock.

- High visibility shirts or vests must be worn at all times in the venue and loading dock. You must provide your own high visibility vests. A limited supply will be available for purchase onsite.

- Persons under the age of 18 are not permitted in the venue or loading dock.

- Closed footwear must be worn at all times in the venue and loading dock. Open toed shoes, sandals or thongs are not permitted.

- Organisers of group exhibitions are responsible for ensuring that all Exhibitors and/or co-exhibitors on their stand be fully aware of, agree to, and abide with all the Rules and Regulations stated herein.

- Please ensure that you adhere to your allocated Bump In and Bump Out times as directed by the Organiser.

Please remember, we are here to help. Feel free to contact us at anytime if you require more information or clarification on the material we provide. Together, we will work to make your participation at Galleria 2015 a worthwhile investment and a great success for all involved.

Dear Exhibitor, Congratulations on your participation in Galleria 2015.


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1. Location


2.2 Galleria Opening Hours Date Time

Exhibition opening hours for visitors Please Note: Exhibitors have access to the venue 2 hours prior to show open. All stands and displays must be staffed 30 minutes prior to show open.

Thurs 13 August Fri 14 August Sat 15 August

1600 – 2100 1000 – 1800 1000 – 1800

Galleria is located at the Australian Tehnology Park - Conference & Exhibition Centre. Exhibition Hall, Bays 10 – 14, 2 Locomotive Street Eveleigh NSW 2015. A location map of the ATP and surrounds is available within the Exhibitor Portal. For a current copy of the Galleria floor plan and your location within Galleria please contact the Organisers.

2.1 Exhibitor Access Access to the venue during Bump In/Out is via the Loading Dock on Locomotive Street (off Garden Street). The service road is deemed a tow-away zone to ensure a continuous and clear flow of traffic. All crew and onsite staff MUST wear high visibility safety vests. Any crew or staff found not wearing a safety vest will be escorted offsite.

Exhibition Entry for Visitors and Exhibitors during show open will be via the designated Show Entrances (Bay 12 and via the foyer in Bay 8) on Locomotive Street by pedestrian access and authorised Event Buses only. If driving, Visitors and Exhibitors will need to use the ATP car park located on Central Avenue (off Garden Street or access via Davy Road off Henderson Road).

Section 1 – General Exhibitor Information

2. Exhibitor Access & Galleria Opening Hours


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Bump In Date Time

Approved exhibitor stands and display builders only.

Tues 11 August Organiser will determine Exhibitor Build Schedule for individual access times.

‘Tools down’ ALL exit venue Tues 11 August 2200

Approved exhibitor stands and display builders only.

Wed 12 August Organiser will determine Exhibitor Build Schedule for individual access times.

Completion of ALL stand construction and bump in. All stands must be dressed with all rubbish and packaging removed from the Exhibition Hall.

Wed 12 August 2200

Bump Out Date Time

Removal of Exhibitor materials (hand carried items only).

Sat 15 August 1830 - 2030

Dismantle of Exhibitor stands. Sat 15 August 2030 - 2200

Completion of all stand dismantling. All Exhibitor stands, rubbish and materials must be removed from the Exhibition Hall by the indicated time.

Sun 16 August 0700 - 1200

3. Bump In/Bump Out Schedule


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4.1 Detailed Bump In/Out Schedule The Organisers will create a schedule for Bump In/Out, listing every Exhibitor’s allocated Bump In/Out time. This schedule will be communicated with Exhibitors and Stand Builders in July. Please ensure that you adhere to your allocated Bump In/Out times as directed by the Organisers. 4.2 Important Facts for Bump In Exhibitors must ensure that delivery, loading and unloading of goods is carried out at the loading dock only. The exhibition security guards and/or our Galleria Exhibition Contractor will be at this area to supervise and direct vehicles, to ensure smooth and safe operations of freight activities. Exhibitors or their contractor should not arrive at the venue earlier than the time stipulated in the “Bump In/Bump Out Schedule”. The Organiser will not accept any delivery, or sign for any goods, packages or other materials on behalf of the Exhibitor, their Agent or their Contractor, nor can they be responsible for failure in delivery. No responsibility for the safety or well being of any such items delivered onsite or awaiting collection in the absence of the Exhibitor, their Agent or their Contractor will be accepted by the Organiser. To avoid congestion in the venue, Exhibitors may bring in hand-carried items only. Hand-carried items are allowed to be unpacked inside the exhibition premises providing there is no risk of damage to the floors and hall when items are unpacked. Major items should be unpacked away from the exhibition premises and then brought into the stand for positioning.

Exhibitors delivering small items using passenger cars are to park in the ATP Exhibition and Conference Centre Car Park. 4.3 Important facts for Bump Out Exhibitors are NOT permitted to dismantle stands/remove merchandise prior to the official closing of the exhibition at 1800 on Saturday 15 August 2015. For the Bump Out time it is important that the Exhibitor meets the following requirements: - Exhibitors are not allowed to pack up before the official closing time.

- Couriers will not be able to pick up packages before the closing time.

- The Organiser will visit Exhibitors during the exhibition days to remind each Exhibitor of their allocated Bump Out time and other dismantling requirements.

- The Organisers will not accept responsibility for the loss of any items. Exhibitors are reminded that goods will be at risk during Bump Out and that stands should not be left unattended until the appropriate suppliers have collected all items and equipment.

Any merchandise remaining on the stand should be stacked in the centre of your stand, away from walls or structures and clearly labelled with collection details and contact information. Exhibitors leaving goods on their stand must also complete a Goods Collection Form and submit to the Organisers as notification of collection details. In doing so, Exhibitors accept full responsibility for the security of their displays and exhibits until collected.

4. Bump In/Bump Out Details


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Note: All exhibitors and equipment must be offsite no later than 1200 Sunday 16 August 2015. The Organiser or ATP will accept no responsibility for any exhibit or material remaining after the completion of the Bump Out period. These items will be considered waste and disposed off at the Exhibitor’s expense. 4.4 High Visibility Clothing Requirements It is a compulsory requirement that all Contractors and Exhibitors working in the venue during the Bump In/Out days of the event wear high visibility clothing, to minimise risks associated with plant and vehicle movements within the venue and its loading dock. High Visibility Vests must be worn at all times whilst in the loading dock and within the venue for the duration of the Bump In/Out. Closed footwear must be worn at all times in the venue and loading dock. Open toed shoes, sandals or thongs are not permitted.

4.5 Displays & Merchandise Exhibitors must be present to receive all exhibits. The Organiser will not accept any delivery, or sign for any goods, packages or other materials on behalf of the Exhibitor, their Agent or their Contractor, nor can they be responsible for failure in delivery. 4.6 Venue Induction It is a venue requirement for all Exhibitors and Contractors conducting work onsite during the Bump In/Out phase to complete the new online based induction PRIOR to arriving onsite. This induction process needs to be completed only once to be valid for all future events for the next 12 months. Step by step instructions for the induction process can be found via the Exhibitor Portal.

Admission into the venue is strictly controlled. Exhibitors, their representatives, delegates, and trade visitors are all required to display their respective badges for admission into the venue. Please note that Trade Identity will be required for visitors registering onsite i.e. business card.

5.1 Exhibitor Name Badges Exhibitors are able to pre-register their staff names for exhibitor badges via the Exhibitor Portal. Exhibitor Badges will be available for collection at the Galleria during Bump In on Tuesday 12 August.

5.2 ContractorsContractors requiring access to the exhibition during the event period, 13-15 August 2015 are required to wear name badges and/or company shirts for identification purposes. For security purposes, Contractors will not be permitted access outside the Bump In/Out period or exhibition open hours without prior approval from the Organisers.

5. Admission


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ATP has a vehicle checkpoint that will monitor access and ensure an orderly flow of traffic in accordance with the detailed Bump In/ Bump Out Schedule. Name and company identification will be required.

For access to the loading dock of the venue, delivery vehicles are to queue from Locomotive Street. A 15-minute unloading limit applies to all cars in this area. The laneway is deemed a tow-away zone to ensure a continuous and clean flow of traffic to all spaces within the venue. No parking is allowed in the loading dock areas, and no vehicles will be admitted during exhibition open hours.

Please note: Any Exhibitor or their Contractor who arrives outside their allotted time will not be granted access to the loading dock. Please ensure that you do not arrange any courier to deliver your items for your stand/display before the indicated time, as they won’t have any access to the loading dock.

To confirm your loading dock access, please ensure you submit the Loading Dock Access Request Form available from the Exhibitor Portal.

6. Loading Dock Management

7. Deliveries, Stock Removal & Storage

7.1 DeliveriesAny deliveries/collections, if necessary, must be done between 0800-0845 and/or 1815-1900, respectively during exhibition days. The Organiser must be informed of any such movement so that the necessary arrangements can be made. Exhibitors must ensure that delivery, loading and unloading of goods is carried out only at the loading dock. The exhibition security officers and the exhibition contractor will be present area to supervise and direct vehicles to ensure smooth and safe operations of freight activities.

The Organiser will not accept any delivery, or sign for any goods, packages or other materials on behalf of the Exhibitor, their Agent or their Contractor, nor can they be responsible for failure of delivery. No responsibility for the safety or well being of any such items delivered onsite or awaiting collection in the absence of the Exhibitor, their Agent or their Contractor will be

accepted by the Organiser. The Exhibitors themselves may bring small hand-carried items into the venue. Exhibitors delivering small items using passenger cars are to park in the ATP Exhibition and Conference Centre car park.

A location map and courier delivery label containing the venue address and event details is available via the Exhibitor Portal.

7.2 Goods Removal FormAt the conclusion to the event any materials remaining on the stand should be stacked in the centre of your stand away from walls or structures and clearly labelled with collection details and contact information. Exhibitors leaving goods on their stand must also complete a Goods Collection Form and submit to the Organisers as notification of collection details. In doing so, Exhibitors accept full responsibility for the security of their displays and exhibits until collected.


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7.3 StorageNo onsite storage facility is available through the Organiser. Items stored onsite must be stored on the Exhibitor’s stand only within the parameters of their stand, not behind or adjacent to the stand. Cartons, crates, cases, packing materials and containers used for storage and consignment of Exhibitors

must not be stored within the venue. The Organiser reserves the right to remove and dispose of any such items left in the venue. Any storage or disposal costs incurred will be borne by the Exhibitors. Exhibitors must organise the removal of equipment & packaging and store offsite.

8. Waste Removal

During the Bump In/Bump Out days of the Exhibition, the aisles of the venue must not be obstructed with packing and construction materials or debris. Contractors building stands or stand interiors are responsible for removing their own building waste and off-cuts from the site at the end of each day. Exhibitors/Contractors must also ensure that

all materials left from their stand, including advertising material, magazines and packing material are removed from the venue. Failure to do so will result in a disposal fee payable by the Exhibitor to the Organiser. Any Exhibitor/Contractor found placing items in bins not supplied for Galleria, will be charged for disposal by the Organiser.


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In the event of any problems or disputes onsite, the decision of the Organiser, being the lessee of the premises, will be final. The Organiser also reserves the right to amend any earlier decision made in order to meet and satisfy any unforeseen or prevailing circumstance for the benefit of the exhibition and concerned parties.

9.1 Official ContractorsThe Organiser has appointed Official Contractors who have already agreed to abide by the Rules & Regulations for the exhibition. All have provided copies of their insurance policies, and their Workplace Health & Safety (WHS) policies.

9.2 Exhibitor Appointed ContractorsAn Exhibitor appointed Contractor is any company (other than the officially appointed Contractors) that an Exhibitor wishes to use inside the venue, before, during and after the exhibition.

Approval will be granted if the Exhibitor appointed Contractor has provided their insurance details, agrees to the Rules & Regulations of the exhibition and abides by the Organiser’s Safety Guidelines detailed within this document. The Organiser will notify the Exhibitor of the result by email confirmation. It is the responsibility of the

Exhibitor to inform their Contractors of the result of this application.

It is possible that the Contractor you wish to appoint has already provided their insurance details to Organiser. It is advisable to contact the Organiser to establish whether or not your Contractor is listed on our approved Contractor’s register. No permission will be given to use an Exhibitor appointed Contractor for the performance of electrical (connection/consumption), material handling (forklifts), telephone/fax/internet connection, rigging, or cleaning. The Official Contractors will provide these services for the event.

Exceptions for Exhibitor appointed Catering Contractors can be made, provided one of ATP’s approved caterers or a Gold Licenced Caterer is being used, subject to approval by ATP. The Official Caterers for the venues are listed within the Galleria Contact List found in the Exhibitor Portal.

Section 2 - Operational Regulations & Guidelines

9. Authority of Premises


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10.1 Exhibition or Display Stand Concept Submission DeadlineAll exhibition or display stand concepts must be submitted to Bonnie Eskdale via [email protected] no later than Friday 29 May 2015. Submissions received after this date can not be guaranteed approval for build.

Stand Designs must include:- Line drawings to scale with all dimensions- 3D Renders or supporting images- Full list and description of materials used- Stand Builder/Designer Contact Details- Contact details for Exhibitor Emergency First Aid/WHS Representative

All materials used for display or stand construction must conform to the following minimum fire safety standards:

- Non-combustible material- Flame-proof fabric- Flame resistant woods

You must supply all plans and specifications for any display or component that by reason of weight, noise, vibration or operation is likely to cause damage to ATP, or disturbance to the occupants of ATP, for approval by the Organiser and ATP.

10.2 Galleria Exhibition Stand Specifications Package: This is a curated space and Exhibitor packages are not supplied. Exhibitors are purchasing floor space only, based on the agreed and contracted participation fees. All displays and exhibition areas are to be supplied by the Exhibitor, with designs and infrastructure approved in writing by the Organiser.

Size: Please note that all exhibition spaces are custom-sized as per your contract with the Organiser, and all stand sizes must be agreed and approved in writing by the Organiser.

Walls: Please note that walls are not supplied and are discouraged, unless otherwise agreed and approved in writing by the Organiser.

Lighting: There is no lighting supplied as part of your stand booking.

Power: 1 x 4amp power point provided as part of stand bookings (this does not include Featured @ Galleria - Crate bookings). This power supply will cover basic electrical requirements e.g. powering laptops, charging mobile phones etc.

For any forklift, rigging, lighting and additional power requirements, please use the relevant order forms supplied within the Exhibitor Portal.

10.3 Display and WallingDisplay of Exhibitor’s name, logo, etc. is not permitted on the back or sidewalls of neighbouring booths. The Organiser reserves the right to request the Exhibitor to change, modify, lower or shorten any back wall or sidewall proposed in the stand design if, in the opinion of the Organiser, such wall or sidewall will obstruct the reasonable exposure of any adjacent exhibition stands. In addition, the external side of any wall, which faces another Exhibitor or a public area, must also be finished to a quality acceptable to the Organiser.

10.4 PaintingMajor painting of displays and exhibition materials are not permitted in the venue. However, “touch-up” painting of the displays

10. Exhibition Stand Construction & Build Requirements


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and exhibition materials are permitted provided such work is undertaken during the Bump In period and all safety precautions and protective surface coverings are put in place.

These precautions include:- Painting in an area which is properly ventilated.

- Use of Non Toxic Paints.- Covering the concrete floor with plastic overlaid with drop sheets.

- No painting near ATP’s vertical structure (i.e. walls and columns)

- No washing of paint material within or surrounding the venue, this includes venue bathrooms.

10.5 FlooringFlooring of stands can be covered in carpet or other suitable material. In relation to raised floor areas, they must comply with ATP’s guidelines below. If Exhibitors are providing their own flooring, designs must be approved by the Organisers.

All raised floors, steps and ramps within exhibits must comply with the relevant sections of the Building Code of Australia. Any raised floor section must be clearly distinguishable from areas of the surrounding floor space.

All raised floors with a height of less than 115mm are not regarded as a step, and these floors will require a suitable and clearly distinguishable ramp from the main exhibiting floor level or surrounding platform to the raised section. The ramp must be of gradient no less than 1:3 and be contained within the contracted space.

Ramps may not protrude into the nominated

aisle way, therefore, must be included in the stand space.

All raised floors with a height greater than 115mm but less than 190mm from the main exhibition floor level or surrounding platform will be regarded as a step and generally will not require a ramp. However, an approved stair nosing must be installed as per requirements for steps in public places. The raised floor or ramps must not contain sharp or dangerous edges. Disabled access points to the stand must be approved by Organisers.

10.6 Stand Fitting & BoundariesExhibitors are not permitted to display, hang, or distribute any exhibit, material, furniture or product, nor extend their stand structures and fittings, beyond their contracted boundaries.

Erection of partitions or display boards which could hamper the fire protection system and the airconditioning diffusers and airflow inside the venue is not allowed. Any temporary structures erected must allow a minimum clearance of 3 metres from door opening to fire cabinets, electrical and mechanical riser and alarm call points.

10.7 Stand HeightAny design for a structure exceeding 2.4m in height must be submitted with the stand concept and build plans for approval and will be taken into consideration on a case-by-case basis.

Any interior or exterior wall over 2.4m in height shall not extend more than two-thirds the length of the stand unless prior approval is given by the Organiser.

10.8 Temporary Structures & False CeilingsAll temporary structures built for exhibitions


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must comply with the Building Code of Australia and all other statutory regulations current at the time of construction. This includes areas pertaining to egress, height, and fire safety and fire retardency of materials.Exhibitors wishing to construct a false ceiling on their stand must submit detailed drawings to the Organiser for approval. Flashing lights and neon displays are not permitted unless they form an integral part of the exhibit. Sequence-lit displays used may be subject to the Organiser’s approval and the rate of light change.

Service such as electrical cables, computerised air pipes, telephone lines inside or near the stand may not be removed, cut or diverted without the permission of the Organiser.

Fittings, display or self-adhesive stickers/signs must not be attached to or suspended from the ceiling or any part of the venue, nor may nails or screws be driven, nor holes be drilled into the floors, walls, doors or pillars or any part of the venue.

10.9 SignageAll signage must be commercially produced, be of appropriate size and located as per approval by the Organiser. No signs, banners or commercial medium may be hung, fixed or visible on the building interior or exterior without prior approval. Signage must be submitted for approval with the designated date for design concept submissions.

10.10 Damages to the VenueContractors will have to bear any charges levied by the venue for damages caused to the property and/or flooring. Contractors must ensure that the stand they are constructing and/or decorating is clean before handing it over to the Exhibitor. All contractors are expected to clean the stands and remove all construction debris including all double-sided tapes and residue marks before the end of the bump out period. Please note: Saw dust producing construction is not allowed within the venue.

Any organisation which has signed and submitted a valid Contract for space reservation, and fails to exhibit or turn up for the exhibition and has not been released from the Contract by the Organiser, shall be held liable for the full cost stated in the Contract, plus any additional costs incurred by the Organiser as a result of the failure to exhibit or turn up for the exhibition.

11. Failure to Exhibit


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The venue is equipped with a fire-protection system. Exhibitors who require a special type of fire extinguisher due to the nature of their exhibits are required to make arrangements for such equipment at their own cost. The Organiser will assist and advise, if required.

No packing materials or brochures may be stored behind the walls of perimeter stands or any other designated service areas.

12.1 Flammable goods and fire proofingAny materials used for stand construction or display purposes must comply with the Building Code of Australia. The following are guidelines:- Non combustible material- Inherently non-flammable material- Flame-proof fabric - Self-extinguishing plastic material plywood, hardwood, pulp board or fibre board rendered flame-resistant by a process of impregnation acceptable to the authorities.

- Crepe paper corrugated cardboard, straw, untreated Hessian or PVC sheet (except on floors as a protective membrane) is strictly forbidden.

12.2 Fire RegulationsSpecial fire equipment/precautions may be necessary for stands displaying motor vehicles. Please contact the Organisers for approval on Vehicle Display. In addition, to comply with fire regulations any excessive amounts of waste material must be removed periodically from the exhibition site.

Proposals to use flammable gas and/or naked flames on any exhibit must be approved in writing by ATP via the Organiser at least one month prior to the first day of Bump-In. Flammable liquids may be used as part of

an exhibit display within certain guidelines approved by ATP via the organiser.

Data sheets must be obtained from the venue for LP Gas and general flammable liquids. All stands using cooking appliances must have a fire extinguisher supported on the wall by a bracket 1.2m above the floor. Should the construction of a stand create a potential smoke lock area or create an area not serviceable by the existing sprinkler systems, the Organiser or ATP may require the Exhibitor or Contractor to install a smoke detection or sprinkler system, emergency exit lighting and exit systems on their stand.

Fire extinguishers and the venue’s fire fighting equipment must be visible and accessible at all times and must not be removed from their correct location. Display stands/materials must not obscure or hinder access to fire fighting equipment.

12. Fire Precautions


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The maximum uniformity distributed load shall not exceed 20kPa. All floor areas within the ATP have specified loading limits per square metre. Any equipment or item to be displayed weighing more than 500 kilograms must be assessed prior to the item or equipment being positioned. The Organiser requires the following information submitted with the stand design and build concept in advance of the commencement of the build:- The dimensions of the base of the item- The gross weight of the item- A picture or diagram of the item- Indication on the floor plan where the item is to be located

Concentrated loads exceeding the given amount will have to be assessed and where permissible, approved in writing by the Organiser in consultation with ATP.

All forklifts and other materials handling equipment (depending on your requirements) will be operated by the Organiser’s Official Exhibitor Contractor. Special materials handling equipment and service is available at cost to all Exhibitors. Relevant Order forms will be available via the Exhibitor Portal.Payment for forklift and other services booked onsite during the show for Exhibitors will be by cash or credit card at the time service is provided.

13. Floor Loading & Weight Restrictions

14. Materials Handling & Forklifts


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15.1 IndemnityThe Exhibitor will indemnify the Organiser against any cost, claim, liability, loss, damage, proceeding and expense whatsoever to which the Organiser, its Directors, Officers, Contractors, Employees and Agents are in any way subject, arising from or in connection to an act or omission of the Exhibitor (or of any Co-exhibitor, Contractor, Director, Officer, Employee, or Agent of the Exhibitor) including, without limitation, liability in relation to personal injury, damage to or theft of property, or economic loss.

The Organiser will not be liable for any cost, claim, liability, loss damage, proceeding and expense whatsoever arising from or in connection with the exhibition or the Exhibitor, including, without limitation, liability in relation to personal injury, damage to or theft of property, economic loss, any conditions or restrictions that affect the construction, erection, completion, alteration or dismantling of a stand or exhibit, the failure of any service at the exhibition centre and the cancellation or part-time opening of the exhibition either as a whole or in part.

The Organiser will not be responsible for the safety of articles of any kind brought into the exhibition by the Exhibitors, their Agents, Contractors, Visitors or any other person. Exhibitors shall also be responsible for making good any loss or damage to any items which they have rented or hired from the Official Exhibition Contractors. Moreover, Exhibitors shall take all necessary precautions to prevent any damage to their equipment, exhibits and displays before making any connection to the electrical supply of the official contractors. Exhibitors must ensure that their temporary staff and the staff of

their agents are insured against claims for workman’s compensation.

15.2 InsuranceExhibitors shall ensure that they are fully covered with public liability insurance and comprehensive protection.

Exhibitors must provide the Organiser with a copy of their current certificate for Public Liability cover. The policy must be on the Insurer’s letterhead and is to include the following details:- Your exhibition company name - Amount of coverage (must be no less than A$20 million for public liability – i.e., Limit of Indemnity to a minimum value of A$20 million)

- Company you are covered with - Date you are covered for, this must show expiry. You must be insured for the period of exhibition commencement through to conclusion including the build/dismantle period (10-17 August 2015, inclusively).

- Your policy number

15. Indemnity & Insurance


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Every Exhibitor, their Agent or Contractor, must observe the Rules and Regulations laid down and enforced from the date of this exhibition, including any amendments, which may be applicable from the date of the exhibition and introduced by the relevant Authorities or the Organiser.

Failure to observe these rules and regulations may result in the Authorities or the Organiser ordering the closure and removal from the venue, all or part of the stand or exhibits. In the event that this occurs, the Authorities and the Organiser will not be held liable for any loss or damage thereby suffered by any Exhibitor.

16. Regulations Observance

17. Security

General security in the venue will be provided. Uniformed security guards will be on duty during the total period of the exhibition, including Bump In/Bump Out periods. Though the Organiser maintains security surveillance at all times, Exhibitors are reminded that goods/exhibits will still, nevertheless, be at risk, especially during the final day when the show closes on Saturday 15 August 2015. Please ensure your stand, especially personal and valuable property, portable and rented items, are not left unattended at any time before, during and after the show.

Exhibitors are reminded that small, portable and valuable items are most at risk after the exhibition closes each day. Therefore, Exhibitors are advised to keep these safely stored each day before leaving the venue.

Exhibitors are reminded that this is an open stand show and the primary responsibility for safeguarding of belongings lies with the Exhibitors. The Organiser will not accept responsibility for theft, loss or damage of exhibits, stores or any other equipment belonging to Exhibitors, Contractors or Visitors.

Please note: Exhibitors holding functions on their stand approved by the Organiser, must book security guards to ensure other Exhibitor’s stands are not interfered with. Should you require security on your stand for functions etc., please contact Rebecca Harris, ATP (02) 9209 4435 obtain costs and make a booking.

Contractors should ensure that all staff are wearing name badges and/or company shirts for identification purposes. If contractors are required to work outside the official time periods please inform the Organiser so security can be arranged – this may entail costs which will be borne by the Exhibitor.

Our security officers will maintain security during the event. While every reasonable precaution is taken, the Organiser and ATP accept no responsibility for any loss or damage occurring to persons or property at the exhibition.


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18.1 Venue Specifications

Floor Finish Concrete

Freight / Loading Dock Entrance

Access is via Locomotive Drive Loading dock is two-way with a roundabout area outside Bay 14 Loading dock Height 4.3m x Width 7.8m

Ceiling Height Peaked Roof Truss height at 9.5m and overall ceiling height of 13m Bulkhead Beams Height 2.6m

Water and Waste Located in designated areas at southern end of Hall, please contact the Organisers to enquire about the exact locations

18.2 ParkingAustralian Technology Park is located close to the CBD with excellent public transport connections. ATPSL encourages all tenants and visitors to ATP to travel by public transport.

ATP provides undercover parking with direct lift access to the Conference and Exhibition facilities. There are allocated spaces for people with disabilities. These spaces are located on Locomotive Street, directly in front of Bays 8, 4 and 16 of the Locomotive

Workshops and outside the Biomedical Building on Central Avenue.

Please note: There is no free parking for Exhibitors or Visitors. For more information including up to date parking rates please visit http://www.atp.com.au/

18.3 CleaningGeneral cleaning of the traffic areas within Galleria and public waste removal will be managed by the Organiser. Individual exhibition display cleaning and waste removal requirements is the responsibility of the individual Exhibitor. Please note cleaning charges may be imposed for disposal of waste from individual exhibition displays.

18.4 DisplayPlease note that ATP is a heritage listed building, no signs, decorations or other items can be affixed to any surface. You must not paint, nail, screw or stick anything to the walls, doors, floors, pylons/pillars or any other part of the venue.

18.5 GeneratorsNo generators are to be used without prior written approval from the Organiser and ATP.

18.6 Health RegulationsYou must comply with all statutory requirements, regulations and directions of authorities relating to health and food safety for the event.

18.7 Food & Beverage SamplingATP has sole rights for the sale or distribution of food & beverages, therefore no catering may be brought into ATP without the consent of ATP’s Management. You must comply with the following in relation to food & beverage sampling.

18. Venue Information


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Samples:- Beverage samples must not exceed 120ml- The beverage container must be 120ml or less.

- Food samples must not exceed 100g- Confectionery and snacks must not exceed 59g in weight.

- Samples must be given for analysis should this be required. Failure to cooperate will result in removal of samples from venue.

Alcohol Liquor License:ATP employ a responsible service of alcohol policy, a copy which is available on request. You must comply with the requirements of that policy. Caterers supplying alcohol for the Event must hold a current caterer’s gold licence and be an approved panel caterer under the Liquor Licence. It is your obligation to control guests and refuse service of alcohol to guests adversely affected by alcohol in accordance with the Harm Minimisation requirements under the Liquor Act.

Catering:ATP have an on-site Caterer and panel of other preferred cateres, please find following the list of ATP approved caterers within the supplier contct list in the exhibitor portal. Perishable Packaged Foods:Perishable packaged foods may require refrigeration. You must comply with any request with ATP in relation to refrigeration to comply with Health Regulation requirements.

Unpackaged Foods:Where unpackaged food is given away and is to be openly stored, displayed and handled, the following facilities need to be provided:- Where hot and cold water are required,

the exhibition stand or otherwise must

be located within direct access of the serviced area

- Hand wash basin with hot and cold water- Separate basin with hot and cold water where utensils and implements are used

- Refrigerated display and/or storage cabinet for perishable food

- Glass or perspex screens or sneeze guards to protect the food from contamination

- Washable impervious floor; e.g. vinyl sheeting.

Public Eating & Drinking Implements:Public eating and drinking implements must be disposable and non re-usable e.g. plastic cups, plastic spoons etc.

Samples for Promotional Purposes:Samples for promotional purposes must be offered so as they are not handled by the public e.g. apportioned and tooth picks inserted. Protection from contamination by use of a tray with fitted plastic covers is mandatory.

Cooking of food by exhibitors & guests is discouraged. Each request for cooking of food by Exhibitors and guests will be considered by ATP and the Organiser on its merits in conjunction with the type of food and quantity being cooked; and the method used to remove any cooking odours. Early consultation with the organisers and ATP should be sought in this regard. Written permission must be obtained from the Organiser and ATP for any cooking of food by Exhibitors and guests.

Rubbish Receptacles:The party promoting food must provide adequate rubbish/garbage receptacles in suitable locations. Such receptacles shall be located at or near the stand and the contents shall be disposed of in a manner approved by the Oragnisers and ATP.


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Please note extra cleaning charges may be imposed for the disposal and cleaning of food or food waste.

Demonstrating Equipment:Where an event or exhibition has demonstrations using portable electrical equipment, the Safety Manager must give special approval and extra safety precautions must be taken to protect members of the public. These extra precautions must be complied with at all times or the demonstration will be stopped.

Sale of Alcohol, Refreshments, Merchandise or Other Items:The Organiser reserve the right to prohibit the sale or other supply of alcohol, refreshments, food, merchandise, or other items, for any reason whatsoever. Approval must be granted by the Organisers and ATP for the sale of any items prior to commencement of the event dates.

18.8 Competition and Gaming RegulationsAny competition, trade promotion or art union conducted at or in conjunction with an Exhibitors’ stand must comply with the Charitable and Non-Profit Gaming Act 1999, Regulations and Rules (NSW).

For more information on conducting a competition, trade promotion or art union, Exhibitors should contact the New South Wales Office of Liquor, Gaming & Racing on (02) 02 9995 0894 to obtain an information sheet or visit their web site: http://www.olgr.nsw.gov.au/

18.9 Smoking RestrictionsATP has a no smoking policy within all areas of the venue. Exhibitors are therefore requested not to smoke within the exhibition area.

It is now a condition of your contractual agreement with the Organiser that you uphold the non-smoking policies of ATP in which events are held. This means ensuring that you, your staff and your customers observe the non-smoking policy. Failure to do so will expose the Organiser, your organisation and you personally, to the risk of claims for damages by persons claiming to be affected by cigarette smoke.

The Organiser will not be responsible for any breaches of this policy resulting from the failure to enforce it. The contract that you enter into with the Organiser now includes a clause indemnifying the Organiser against claims as a result of your actions/or failure to act on the non-smoking policy.

18.10 Telephones & InternetAustralian Technology Park offers a high-speed internet connection that enables limitless network configurations.Teleconfrencing and videoconferencing can be provided through their Telstra Customnet service. Public telephones are located the main entrances throughout the venue. Please refer to the Exhibitor Services Form found within the Exhibitor Portal.


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19.1 Emergency First Aid and MedicalIt is imperative that emergency contact details of the person in charge of your stand during the show open days be supplied to the Organiser. This contact must be supplied as part of your stand design plan submission.

Emergency telephone numbers are: Ambulance - 000, Dental - 3830 4157.

The nearest Public Hospital Casualty Department is at the St Vincents Hospital, 390 Victoria Street Darlinghurst, (02) 8382 1111

19.2 Evacuation ProceduresIn the event of a partial or complete evacuation of the venue Exhibitor/Contractor’s staff will be directed to the areas by ATP security staff. If it proves to be necessary to clear people away temporarily from only a section of the building, then the evacuation public address announcement will be made.

Please be aware of the importance of a constant check being made on the contents of Exhibitors’ stands to see that no unidentifiable packages, cases or bags have been left lying around. In any case of doubt, the article should not be touched and security staff should be advised via the Organiser. When security is satisfied that there is no danger, an announcement will be made.

Please refer to the Emergency Response Procedures document and the venue evacuation diagram found within the Exhibitor Portal.

19.3 Health, Safety and Risk AssessmentsYou are advised to request the health and safety policies of any contractors you employ and to remind them that they should

request the same information for any sub-contractor they employ. It is also advisable for you and/or your contractor to document a risk assessment and method statement on the installation and removal of your stand construction at the exhibition.

19.4 SafetyIt is the policy of the Organiser to endeavour to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects, of health and safety. The Organiser, along with ATP, have, within the scope of their policies, a responsibility to ensure that safe working practices are maintained at all times, which includes ensuring that provision is made whereby persons other than the Organiser or ATP employees are reminded of their responsibilities whilst working at the venue.

As an Exhibitor, Contractor or Agent you have a duty under Workplace Health & Safety Legislation to ensure that all personnel, contracted by you are aware that they have a responsibility for the health, safety and welfare of all employees, and that any plant, or systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety, but also of others working or attending the vicinity.

Under Workplace Health & Safety Legislation all Exhibitors and Contractors are required to carry out an assessment of the activities involving the use, handling and storage of hazardous substances within the workplace. As such, the Organiser will undertake an assessment of how any substances used, handled or stored at an exhibition may affect

19. Workplace Health & Safety (WHS)


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others and if precautions are needed, to ensure that they are put into place.

You are also required to have in your possession a copy of your own Workplace Health & Safety (WHS) policy and a copy of the WHS policy document of each contractor employed by you which, may be requested during the exhibition. Following are some of the principal areas, which need to be brought to your attention:

19.5 Safety Guidelines - You must appoint someone who is responsible for Workplace Health & Safety (WHS) matters on the stand.

- During the bump in and bump out periods, your staff and sub-contractors should be constantly reminded by you of the need for vigilance regarding the health and safety of themselves and those working in their vicinity.

- The need to maintain the emergency aisleways, as indicated on the site floor plans, must be maintained at all times.

- Fire exits and emergency equipment must not be obstructed.

- Work areas should be maintained free from general waste and packaging materials, which could be hazardous to operatives.

- You must ensure that portable electric tools are used with the minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it

- You must ensure that portable power equipment is used for the purpose for which it was designed and that safety guard and dust collection bags are correctly fitted and used.

- It is your responsibility to ensure that any equipment or re-wired units comply with the Australian Safety Standards before they are installed onsite

- No electrical cables must be allowed to cross gangways, passageways and fire exits. All portable electrical equipment should have a current inspection tag attached, and when in use, should be connected to a Residual Current Device (RCD).

- Exhibitors are responsible for the safe use and storage of flammable liquids and substances and segregation from waste and other risk areas.

- Operatives should wear suitable protective clothing relevant to their job, which includes eye, hearing, foot and hand protection.

- If scaffolding must be used during the construction of any exhibition within the venue, safety features of the scaffolding must be adhered to. Any tower scaffold in use must be properly stabilised and propped.

- Stand construction contractors must comply fully with all legal requirements that are relevant with their operations.

- All equipment must be regularly serviced and inspected - all statutory testing and examination requirement must be fulfilled.

- Any violations or concerns regarding any of the above points should be reported to the Organiser immediately.


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