1. Healthcare

AIME 2015
Exhibitor Manual
24 - 25 February 2015
Melbourne Convention & Exhibition Centre
Melbourne, Australia
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WELCOME TO AIME 2015
Dear Exhibitor
Congratulations on booking your stand. Now that you are participating in this event, our goal is to
give you the support you need to make AIME 2015 a success. Your success will in part depend on how
organised your activities are leading up to the event.
Your Exhibitor Manual is an essential resource with all the information you need to help plan a
successful exhibition. Please complete all the relevant forms by the dates specified to enjoy a
smooth, trouble free run-up to the event.
We thank you for your participation and look forward to working with you in the lead up to AIME.
Kind regards
Jacqui Timmins
Exhibition Director, AIME
NB: RTE reserves the right to change, add or alter any component of the PSA program, timetables or
information in this manual if it is deemed to be in the best interest of the event.
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EXHIBITOR MANUAL | CONTENTS
AIME 2015
CONTENTS PAGE
MANUAL CONTENTS
SECTION 1 | EVENT INFORMATION
SECTION 2 | KEY DATES/DEADLINES
SECTION 3 | MOVE-IN & MOVE-OUT
SECTION 4 | YOUR STAND @ AIME
SECTION 5 | PRE-SCHEDULED APPOINTMENTS
SECTION 6 | MARKETING GUIDE TO AIME
SECTION 7 | VENUE RULES & SAFETY
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EXHIBITOR MANUAL | SECTION 1
AIME 2015
EVENT A-Z
ORGANISERS
Reed Travel Exhibitions
Tower 2, 475 Victoria Ave, Chatswood NSW 2067
T: 02 9422 2830 | E: [email protected]
Operations Manager
Public Relations - Ogilvy Public Relations
AIME Directory Advertising Explormedia
Angela Sciacca
T: 61 2 9422 2592
[email protected]
What can I help with? Contractor and stand
build inquiries
Phil Batty
T: 61 2 9422 2679
[email protected]
What can I help with? Contractor
and stand build inquiries
Bronte Tarn-Weir
T: 61 3 9684 6433
[email protected]
What can I help with? Public Relations and media inquiries
Angela White
[email protected]
What can I help with? Additional promotion in the AIME Directory including ads
and editorials
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EXHIBITOR MANUAL | SECTION 1
AIME 2015
EVENT A-Z
DATES & TIMES
DATES
OPENING HOURS
EXHIBITOR ACCESS
Tuesday 24 February
10.00am – 6.00pm
8.30am – 6.30pm
Wednesday 25 February
10.00am – 5.00pm
8.30am – 11.00pm
VENUE
Melbourne Convention & Exhibition Centre
2 Clarendon Street, South Wharf
Melbourne, Australia
T: 03 9235 8110
E: [email protected]
www.mcec.com.au
The Melbourne Convention and Exhibition Centre is located on
the banks of the Yarra River, only a short walk from
Melbourne's central business district, and a 20-minute drive to
Melbourne Airport connects MCEC to the rest of Australia and
the world.
Loading Dock Doors: 7m wide x 7m high
Ceiling Height: 11.5m
Floor Loading: 20kpa or 2000kg p/m2 (loads exceeding the given amount will have to be assessed and where
permissible, approved in writing by Reed Travel Exhibitions in consultation with the MCEC).
GETTING THERE
View on Google maps
Download venue map
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EXHIBITOR MANUAL | SECTION 1
AIME 2015
EVENT A-Z
Travelling by public transport
BY TRAM
Catch any of the following trams and get off at the stop opposite the Clarendon Street entrance of MCEC:



Route 96 – St Kilda to East Brunswick
Route 109 – Port Melbourne to Box Hill
Route 112 – West Preston to St Kilda
Alternatively catch tram number 48 or 70 and get off at the Flinders Street stop. Then take a short walk towards
the Yarra River, across the Seafarers Bridge. For further tram timetable information and trip planning, visit the
Victorian Public Transport website here.
BY TRAIN
Take any train that goes to Southern Cross Station. Get off at Southern Cross Station and catch tram number 96,
109 or 112 as above. For further train timetable information and trip planning, visit the Victorian Public Transport
website here.
BY BUS
The SkyBus transports visitors directly from Melbourne Airport to Southern Cross train station.
Bus route 238 operates to and from Southern Cross Station to Convention Place between the hours of 10.00am
and 3.00pm, Monday to Friday. The coach pick up/drop off point is in ‘Bay 1’, Convention Centre Place (closest to
DFO South Wharf). For further bus timetable information and trip planning, visit the Victorian Public Transport
website here.
Travelling by car
DRIVING YOURSELF
If you’re driving to Melbourne Convention and Exhibition Centre, there are four car parks available for use.
Catch a taxi
Travelling to the Exhibition Centre?
Ask the taxi driver to drop you off at the Clarendon Street entrance of MCEC.
Travelling to the Convention Centre?
Ask the taxi driver to drop you off at Convention Centre Place, next to the Hilton Melbourne South Wharf and
DFO South Wharf.
Car hire
You can pick up a rental car from Melbourne Airport or within Melbourne. For more information contact the
providers for current rates and pick-up/drop off points. Visit the MCEC website.
Airlines
When flying to Melbourne, you’ll arrive at Melbourne Airport, also known as Tullamarine Airport. It’s located
20km from Melbourne and caters for both international and domestic flights.
For domestic flight information you can check times, prices and availability directly with the providers. Visit the
MCEC website.
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EXHIBITOR MANUAL | SECTION 1
AIME 2015
EVENT A-Z
1. MELBOURNE CONVENTION AND EXHIBITION CENTRE PARKING
1060 undercover parking spaces available, managed by Wilson Parking. Entrance and exit off Normanby Road.
Open 24 hours, seven days a week. Click here for rates
2. SIDDELEY STREET PARKING
Open 24 hours, seven days a week. Click here for rates
3. FREEWAY PARKING
This is a Wilson Parking car park, located at Munro Street under the Westgate Bridge. You can access this car park
via Normanby Road and Munro Street. Click here for rates
4. SOUTH WHARF PARKING
550 open air parking spaces available, managed by Wilson Parking. Entrance off Normanby Road. Open 24 hours,
seven days a week. Click here for rates
5. MONTAGUE STREET PARKING
This is a Care car park, located at Montague Street. You can access this car park via Munro Street followed by
Montague Street. Click here for rates
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EXHIBITOR MANUAL | SECTION 1
AIME 2015
EVENT A-Z
EVENT A-Z
ACCOMMODATION
The MCEC is located conveniently in the Melbourne CBD with many accommodation
options within 5-10 minutes walking distance to choose from.
BADGES
Exhibitor badges are to be pre-ordered via the online forms page by Friday 30 January.
They can be collected from the Registration Desk (located in the MCEC foyer outside
Hall 1) on Monday 23 February from 12pm.
BANKS & ATMS
All major banks are located within a short distance from the venue:
National Australia Bank
Commonwealth Bank
ANZ Bank
Westpac
American Express
460 Collins Street, Melbourne
99 King Street, Melbourne
91 William Street, Melbourne
555 Collins Street (cnr King), Melbourne
233 Collins Street, Melbourne
Automatic Teller Machines (ATMs) Commonwealth, NAB and Westpac ATMs are located
in the MCEC concourse. Other ATMs are located in the foyer of The Crown
Entertainment Complex.
BUSINESS FACILITIES (PHOTOCOPY/FAXING)
Photocopying and facsimile services will be available at a cost at the Café Clarendon
Business Lounge located at the Clarendon Street end of the MCEC.
CAR PARKING
Click here for location and rate
CATERING
Treat your colleagues or Hosted Buyers to lunch or champagne and canapés during
Networking hour by ordering through the MCEC. Email [email protected] for
more information or read through the MCEC Exhibitor Kit. Catering cards are accepted
at all catering areas. Make sure to organise one through the MCEC to save digging
around for change!
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EXHIBITOR MANUAL | SECTION 1
AIME 2015
EVENT A-Z
CLEANING
General venue and light stand cleaning will occur at the end of each day.
CLOAKROOM
Located next to Exhibitor and Visitor Registration Desk on the Concourse. The Cloak
Room will only accept small personal items such as jackets & briefcases. No luggage is to
be stored in the Cloak Room.
HOSTED BUYERS AT AIME
Join us in our commitment to bring together quality buyers at AIME 2015. Please let us
know if you would be interested in our Group Co-ordinator role, and work closer
together with us to ensure we deliver the highest quality of buyers to you at AIME.
INTERNET ACCESS / WIFI
The Melbourne Convention and Exhibition Centre provides access to free wireless
internet. Simply connect to 'M CONNECT' on your WiFi page and select you 'accept' the
terms and conditions link on your screen. This limited WIFI service allows attendees to
check or send email however for those requiring regular access and need to download
we suggest purchasing a hard wire connection through the venue.
LOST & FOUND
If you have misplaced your personal belonging at any time throughout AIME, please visit
the Registration Desk located in the concourse outside Door 1. Similarly if you have
found something at AIME please leave it with the team at the registration desk.
MEDIA
If you have prepared press packs for the media, please drop these off at the Media
Office, which is located inside the exhibition hall, upstairs in the Hospitality Suite 1.
NEW EXHIBITOR BRIEFING
If you are a new exhibitor to AIME, come and meet at the team in the Globe Restaurant
from 4.00-4.30pm on Monday 23 February. Ask us any questions you may have and
hear us talk through the AIME experience from knowing your objectives to measuring
them and the all-important preparing your team for onsite.
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EXHIBITOR MANUAL | SECTION 1
AIME 2015
EVENT A-Z
REGISTRATION DESK
The Registration desk is located in the concourse of the MCEC outside door 1. If you
have any questions throughout AIME (including move-in) please see the team at the
desk. You can also address any questions to the AIME Information Desk located inside
the hall. Each exhibitor is designated a Single Point of Contact throughout the show that
can also assist with any inquiries you may have. Your contact will come and introduce
themselves to you during move-in.
STORAGE
Storage facilities are not available in the Exhibition. If you require storage, please visit
Agility (located at the loading dock).
SECURITY
As always AIME provide onsite security throughout the entire event, however exhibitors
are advised to take individual responsibility for their stand security and personal items.
SOCIAL FUNCTIONS
If you wish to attend any Social Functions or AIME Knowledge education sessions,
please visit the registration desk to purchase tickets.
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EXHIBITOR MANUAL | SECTION 1
AIME 2015
CONTRACTORS & SUPPLIERS
OFFICAL SHOW CONTRACTORS & SUPPLIERS
PLEASE NOTE AN OFFICIAL AIME 2015 CONTRACTOR IS
DENOTED BY THIS SYMBOL. Do not sign for documents that do
not have this symbol on the contract or invoice.
SERVICE
COMPANY
Audio Visual
(LCD, plasma screens,
sound equipment and
computer requirements)
CONTACT
Chloe
Armstrong
+61 3 9676 7734
[email protected]
www.exponet.com.au
Nic Cochrane
+61 3 9416 6844
[email protected]
u
www.cliftonproductions.com.a
u
Chloe
Armstrong
+61 3 9676 7734
[email protected]
www.exponet.com.au
Rebecca
Ledwell
+61 2 8755 8805
[email protected]
www.agilitylogistics.com.au
Rachel Larsen
+61 3 9330 9024
[email protected]
www.agilitylogistics.com.au
Banner Rigging
Electrical
Freight & Logistic
Domestic Inquiries
Download the AIME 2014
delivery label
International Inquiries
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EXHIBITOR MANUAL | SECTION 1
AIME 2015
CONTRACTORS & SUPPLIERS
Furniture Hire
NB: Furniture packages
are available through the
AIME team, please call
+61 2 9422 2470 or refer
to page 20 for options
Chloe
Armstrong
+61 3 9676 7734
[email protected]
www.exponet.com.au
Jodie Barry
61 3 9300 5716
[email protected]
www.moreton.net.au
Rod Peter
+61 9784 9222
[email protected]
www.colemangroup.com.au
Chloe
Armstrong
+61 3 9676 7734
[email protected]
www.exponet.com.au
Bree Myers
+61 3 9676 7737
[email protected]
www.exponet.com.au
Jodie Barry
61 3 9300 5716
[email protected]
www.moreton.net.au
Signage Solutions
Stand
Builder/Designer
Lead Trackers
Venue
+61 2 9211 7344
www.infosalonsgroup.com
2 Clarendon Street, South
Wharf
Melbourne, Australia
T: 03 9235 8110
E: [email protected]
Download the MCEC Exhibitor
Service Kit
www.mcec.com.au
If calling from outside Australia, dial +61 then the respective 1 digit area code (Sydney - 2 | Melbourne 3) (plus 8 digit number).
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EXHIBITOR MANUAL | SECTION 2
AIME 2015
KEY DATES & DEADLINES
The AIME team have put together some handy tools to assist with all your marketing
needs, ensuring you are prepared before, during and after AIME.
The following tools are designed to take the work out of your pre show preparation so
you can focus on doing business.
Exhibitor Checklist – All your dates and deadlines in one place. Print it off and place it
on your desk for a quick reference each month.
Exhibitor Marketing Plan – The AIME marketing experts have put their heads together
and come up with a step-by-step plan of marketing activities that you can be doing in
the lead up to AIME. Follow the calendar and to stay on track and keep communication
with your database consistent in the lead up to the show.
Exhibitor Promotional Flyer – Our creative team have put together a flyer which you
can use to send to your database to promote your presence at AIME. The interactive
second page allows you to update your stand number and some of the exciting
products and offers your will have at the show.
Exhibitor Downloadable Banners/Logo – Download one of our banners or logos for
your website or email signature and let potential clients know that you are exhibiting
at AIME. Simply right click on any of the images and save to your computer to get
started.
Post Show Exhibitor Thank You – Post show marketing is more important than ever
and will ensure that lead generation, new contacts and orders continue to come in
long after the show has ended.
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EXHIBITOR MANUAL | SECTION 3
AIME 2015
MOVE-IN & MOVE-OUT
SCHEDULE
DAY
MOVE-IN
TIME
ACCESS
EXHIBITOR WH&S DURING
MOVE-IN AND MOVE-OUT
Saturday 21 February
7.00 to 22.00*
Contractor Access Only
 Children are not
Sunday 22 February
7.00 to 22.00*
Contractor Access Only
Monday 23 February
7.00 to 10.00**
Exhibitor Move-in
Monday 23 February
7.00 to 18.00
Exhibitor deliveries (via
permitted within the
venue
 Closed toe shoes and high
visibility safety vests must
be worn at all times.
Loading dock only)
Tuesday 24 February
8.30 to 9.30
Final Touches
10.00
Show Open
18.00
Show Closes
18.00 - Midnight
Exhibitor Move-Out
7.00 to 15.00
Freight Pick-up Only
MOVE-OUT
Wednesday 25 February
Thursday 26 February
All stands, display items and
freight must be removed by
Thursday 26 February at
15.00
*22:00 finish times can be extended upon request
** after 10:00 only cosmetic changes are permitted – no building/construction. This is an exhibitor set up day.
All build storage must be removed by this time.
For security and safety reasons, exhibitors will not be permitted access to their stands outside the move in/out
and exhibition open hours unless arrangements have been made in writing with Reed Exhibitions. A list of staff
names and the daily hours that they will be on stand, (outside the normal opening hours) must be supplied.
REGISTRATION DESK
Information Desks for AIME will be located in the concourse of the MCEC (registration desk) outside door 1. An
Information Desk will also be located on the show floor. Operating hours are as follows:
REGISTRATION
DESK
INFORMATION DESK
8.00 to 18.00
9.00 to 17.00
Tuesday 24 February
8.00 to 18.00
9.00 to 18.00
Wednesday 25 February
9.00 to 18.00
9.00 to 17.00
MOVE-IN
Monday 23 February
SHOW OPEN
From 4.00pm on
Monday 23 February,
AIME staff will be
holding a briefing for
all new exhibitors in
the Globe Restaurant.
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EXHIBITOR MANUAL | SECTION 3
AIME 2015
ADDITIONAL INFORMATION
DELIVERIES/FREIGHT
Deliveries & loading dock access
Monday 23 February 7am – 6pm
via Loading Bay Doors 2 & 3
Entrance to the MCEC Loading Dock is via Normanby Rd at the west end of the Loading Dock.
Entrances are to be kept clear of parked vehicles during operational hours. A 30 minute unloading limit
applies to all vehicles. Only the driver and passenger of any vehicle are permitted to disembark and
enter the centre. No children/infants are permitted access.
Reed Travel Exhibitions will not take delivery of or sign for any goods, packages or other materials on
behalf of an exhibitor. No responsibility for the safety or well being of any such items delivered to the
site or awaiting collection in the absence of the exhibitor, their agent or their contractor will be
accepted by Reed Travel Exhibitions. Please ensure you arrange for your goods to be delivered at a
time you will be on your stand.
Download delivery label here
SHOW CLOSURE
Show Closure - Exhibitors are NOT permitted to dismantle stands / remove merchandise or remove
boxes from storage prior to the official closing of AIME on Wednesday 25 February at 5pm.
As removal of walls commences on Wednesday, 25 February at 9:00pm, please ensure all display
material is removed by this time.
RUBBISH REMOVAL
Under AIME's environmental policy, all material brought to your stand, must be removed. It may be
placed in the recycling containers around the exhibition, or taken by you from the exhibition centre.
Recycling containers will be provided for: paper/cardboard; plastics; glass. Nothing, other than
furniture, lighting and walls is to be left on your stand.
Any exhibit or display material remaining after Thursday, 26 February at 12 noon will be freighted offsite and stored at the Exhibitor's expense. No responsibility will be accepted by Reed Travel Exhibitions
for the return of these items. A fee will also be charged for the release of this freight.
Please respect the environment and bring only what you need to AIM
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EXHIBITOR MANUAL | SECTION 4
AIME 2015
UPGRADE SHELL SCHEME
What is Shell Scheme?
Shell Scheme refers to your stand at AIME which
you purchase on top of your space. It means you
will arrive at the show and your stand will be
constructed.
Please note: shell scheme will be provided in AIME
brand colours.
What does Shell Scheme include:
o Walling – 2.4m high walls with a clean laminate and polished aluminium appearance (pictured
right). Under no circumstances may exhibitors nail or screw any article to the stand wall(s). Any
damage caused to panel(s) will be charged to the exhibitor.
Internal Dimensions: 2435mm x 1165mm External Dimensions: 2455mm x 1185mm
o Power point - 1 x 5 amp per 9sqm
o Spotlights – 2 x 23 Watt energy saving spotlights on arms per 9sqm shell. Spotlights will be fitted
on a continuous track and vary on the stand size.
o Carpet (black). Exhibitors who wish to lay their own carpet or flooring must notify:
o Name Sign - Words such as Company, Limited, Brothers, etc. will be abbreviated and no
punctuation will be used. One company name and stand number is provided in digitally printed
lettering to a maximum of 30 letters for each blade sign per 9 sqm of space. Please note: shell
scheme will be provided in the AIME brand colours.
Additional power points and spotlights can be ordered by completing the
lighting and power form located on the online form checklist page.
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EXHIBITOR MANUAL | SECTION 4
AIME 2015
UPGRADE SHELL SCHEME
This package is in addition to the shell walling and includes a digitally printed rear wall panel (corner
stands 2455mm wide x 1185mm high, in-line stands 2950mm x 1185mm high) using artwork supplied
by the exhibitor. Please note: shell scheme will be provided in AIME brand colours.
If you would like to order upgraded shell scheme (graphic panel) please email
[email protected]
Angela Sciacca – Operations Manager
T: +61 2 9422 2592 | E: [email protected]
no later than 14 January 2015.
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EXHIBITOR MANUAL | SECTION 4
AIME 2015
CUSTOM BUILDS (SPACE ONLY)
All structures on-site must be approved by Reed Travel Exhibitions at least ONE MONTH prior to the
start of your stand being built. Copies of design drawings and layouts must be approved and sent to:
Angela Sciacca – Operations Manager
T: +61 2 9422 2592 | E: [email protected]
Failure to gain approval may result in restrictions being imposed on-site during the move-in period.
Height Restrictions
Stands must not exceed 2.4 metres (8ft) in height unless written permission has first been obtained
from Reed Travel Exhibitions. Walls of all stands, higher than 2.4m, must be clad in white on the
reverse side to present a clean appearance from aisle ways and adjoining stands at the cost of the
exhibitor requiring a higher wall section.
Walling Restrictions
Structures off or on stands must not encroach across aisles or other exhibitor areas. Rigging of
structures, signs, banners etc. must not encroach across aisles or other exhibitor's areas. Any side of
your stand not adjoining another exhibitor i.e. facing an aisle, must not have any full height (2.4m / 8ft)
walling exceeding three (3) metres in length without a break in the walling.
All space only booths adjoining another exhibitors booth must supply a minimum 2.4m high solid
freestanding wall structure as a divider. No reliance should be placed on the surrounding stands
providing your walls. "Space Only" exhibitors cannot utilise walling that belongs to another exhibitor.
Walling can be ordered through ExpoNet. (contact details page 11)
Carpet will not be supplied for space only stands at AIME. If you require carpet on your space only
stand please contact the Operations Manager (details above) no later than 14 January 2015.
Please note: Reed Travel Exhibitions do not provide power points or lighting to space only exhibitors.
Additional power points and spotlights can be ordered by completing the lighting
and power form located on the online form checklist page.
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EXHIBITOR MANUAL | SECTION 4
AIME 2015
CUSTOM BUILDS (SPACE ONLY)
Stand Signage
No signage is provided by Reed Travel Exhibitions for space only stands. All space only stands must be
numbered clearly so Hosted Buyers and Visitors can locate the stand easily. Space only stands must
display and provide stand numbers which are to be visible from all aisle frontages.
Your stand design will not be approved unless the stand signage (stand name and number) is included
in the design. The stand number should be at least 150 mm high. All stand designs must be submitted
to Angela Sciacca and should include the signage requested. If your stand design is submitted without
the appropriate signage, your stand design will not be approved.
Flooring Regulations
A) All raised floors, steps and ramps within exhibits must comply with the relevant sections of the
Building Code of Australia. Any raised floor sections must be clearly distinguishable from areas of the
surrounding floor space.
B) All raised floors up to 115mm will require a suitable and clearly distinguishable ramp from the main
exhibition floor. The ramp must be of a gradient no less than 1 to 3 and must be contained within the
contracted stand space. Ramps cannot protrude into the nominated aisle way.
C) 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.
D) The raised floor sections or ramps must not contain sharp or dangerous edges and must not cause a
trip hazard.
E) Disabled access to the stand must be provided.
F) Rugs, cane mats, vinyl or lino flooring, tread plate sheets, 5mm clip flooring and carpet tiles all need
to have edges tapped down to the existing carpeted surface. A 50mm heavy duty tape or gaffer type
tape is advisable.
G) Access must be available for power supply to the distribution board located from the pit on some
stands, this must be factored into the design of a stand with Flooring of any type.
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EXHIBITOR MANUAL | SECTION 4
AIME 2015
FURNITURE PACKAGES
AIME offers the below furniture packages. If you would like to order furniture package please email
[email protected]
FURNITURE PACKAGES A - $765 (inc GST)
Café table, 4 x café chairs, brochure rack and
lockable cupboard
FURNITURE PACKAGE B - $765 (inc GST)
High bar table, 3 x high bar chairs, brochure rack
and lockable cupboard
Colour options available:
 Black
 White
 Red
 Green
 Blue
Please note: shell scheme will be provided in AIME brand colours.
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EXHIBITOR MANUAL | SECTION 4
AIME 2015
EXHIBITOR SUPPLIER / CONTRACTORS
An "Exhibitor Supplier / Contractor" is defined as any company (other than the Official Exhibition
Contractors) that an exhibitor wants to use inside the exhibition hall, before, during and after the show.
Permission will not be granted to an Exhibitor Supplier / Contractor to perform the following services:
o Electrical - connection / consumption
o Rigging
o Water / connection
o Booth cleaning
o Catering
o Telephone / fax / modem connection
How to get authorisation to use an Exhibitor Supplier / Contractor?
Step 1: Exhibitors must make the request in writing by Thursday 11 December 2014.
Step 2: Reed Travel Exhibitions will contact the Exhibitor Supplier / Contractor to request certificates of
insurance along with a written acceptance of terms (to abide by all show regulations).
Step 3: Reed Travel Exhibitions will require the following from the supplier / contractor:
I.
II.
III.
IV.
V.
Flooring heights and ramps
Stand design including all measurements
Certificates of Currency or policy for Workers Compensation
Certificate of Currency or policy of General Public Liability Insurance for at least AUD $10 million
Certificate of Currency or policies for automobile comprehensive insurance as well as CTP
Compulsory Third Party i.e. Green Slips
VI. A letter from the Exhibitor Supplier / Contractor specifying that they will abide by all the show
rules and regulations, including those contained herein for Exhibitor Supplier / Contractor.
All the above information should be sent to [email protected]
Step 4: Operations will then send a letter to each exhibitor:
I. Granting approval once they met the above conditions
II. Denying approval if they fail to meet the listed conditions. It is the responsibility of the exhibitor
to inform their contractors of the result.
SUPPLIER / CONTRACTOR RULES & REGULATIONS
The exhibitor / contractor will:
o refrain from placing an undue burden on the Official Exhibition Contractors and their work.
o not solicit business on the show floor at any time before, during and after the show
o remove all stand construction materials from the venue prior to the event opening. No materials
are to be stored on site.
o All rigging at the MCEC must be done through MCEC approved rigging companies.
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EXHIBITOR MANUAL | SECTION 4
AIME 2015
ADDITIONAL INFORMATION
BANNER & RIGGING
Rigging & Banners are only allowed to be hung above the contracted stand space once prior approval
has been granted by Reed Travel Exhibitions.
Exhibitors who wish to have rigging to hang a structure/lights and or signage above their stand must
send the design and dimensions to the Operations Manager for approval.
Angela Sciacca
T: 61 2 9422 2592
[email protected]
Phil Batty
T: 61 2 9422 2679
[email protected]
Submit by Friday 9 January 2015
Once your rigging/lighting or signage has been approved please contact Clifton Productions (on the
details below to get a quote).
NB: Clifton’s is the official Banner Rigging contractor for AIME.
No other riggers will be permitted to hang the rigging points or install power.
Only MCEC accredited rigging companies will be allowed onsite and are only allowed to attach and work
below the points.
All roof power for lighting must be paid to Clifton Productions.
Nic Cochrane - Clifton Productions
T: +61 3 9416 6844
E: [email protected]
NB: If your stand continues over an aisle space that has not been contracted as part of your booth
space, you may not rig a banner over the aisle.
Rigging Order Form is located in the Online Forms checklist page
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EXHIBITOR MANUAL | SECTION 4
AIME 2015
ADDITIONAL INFORMATION
GLOBE RESTAURANT AND CASUAL DINING
Globe Restaurant is the epicentre for networking will colleagues at AIME. Visit the Globe Restaurant
to enjoy a sit down meal with a colleague or a buyer during lunch. Exhibitors can also use their catering
card (order through the MCEC Exhibitor Services Kit) at Globe Restaurant, making it easy to sit down for
a bite and pay the bill later!
Book a table at Globe to make sure you have a spot! Bookings can be made from 11.30am -12.30pm and
2.00 - 3.00pm. To secure a table email [email protected] to let us know how
many people will be joining you.
Casual Dining - Malay Style located in top left hand corner of the show, pop in and grab a quick Asian
infused lunch. Sponsored by Malaysian Tourism the restaurant is designed for lunch on the go,
providing a cultinary selection of Malay inspired meals to choose from. Quick service and even faster
meal preparation means you will be back on your stand ready for your next appointment.
MCEC EXHIBITOR SERVICES KIT
Please read the MCEC Exhibitor Services Kit as it provides key information on how to order:






Sampling Approvals - All Exhibitors who will be giving away / sampling food or drink need to
complete the Sampling Guidelines form. The Sampling Procedures are set down by the Victorian
State Government Food and Liquor Regulations
Catering for your stand
Catering account cards - acts as an account card and is redeemable at all cafes, coffee stations
and both Globe Restaurant and the Casual Dining. Simply show your catering card upon ordering
your coffee or lunch
Internet Access
Telephone/Fax Lines - can be installed on the stand
Water, Gas, Compressed Air*
Exhibitors requiring water, gas or compressed air connections on their stand please read the MCEC's
Exhibitor Services Kit. It is the responsibility of the exhibitor to arrange a licensed plumber for
connection from the service pit to their equipment.
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AIME 2015
ADDITIONAL INFORMATION
SAMPLING
The MCEC has the sole catering rights to all food and beverage products. No exhibitor or person shall
bring into the licensed area, distribute or give away any item of food or beverage to visitors at the MCEC
without the prior written approval of MCEC management. Generally, MCEC management will not object
to the distribution by exhibitors of foodstuffs used as a means of demonstrating part of an idea for their
exhibition. However, the sale of such products will not be permitted.
•
Samples to be given away free of cost to the patron must be items which exhibitors or registered
members of the association buy wholesale in the normal conduct of business OR items that are
produced by equipment used in the normal conduct of their business.
•
Any sampling of food or beverage requires written approval from the venue, (MEC). This letter
must be submitted at least 21 days prior to the show and include all details of your intentions.
•
Additionally it will be necessary to obtain a Food handling permit from the Melbourne City
council. This permit requires the stand holder to have a person on their stand at ALL times throughout
the show that is accredited in Retail Health Safety Practices Melbourne City Council can be contacted at
www.melbourne.vic.gov.au or +61 3 9658 8831 or +61 3 9658 8815 & an application has to be
submitted 30 days prior to the show. This is a 2 page form & incurs a small fee.
LIQUOR LICENCE
The above Food handling permit is required along with a Temporary Victorian Government Limited
Liquor Licence when liquor, (sampling or otherwise) is served form an Exhibition Stand in a show. This
licence can be obtained by contacting the Victorian office of Liquor Licensing at www.liquor.vic.gov.au
or on +61 3 9655 6696 and an application has to be submitted 30 days prior to the show. This is a 1 page
application form and incurs a small fee. In addition to the liquor licence, any person on a stand serving
alcohol must be trained in, and hold an accredited RSA certificate (responsible service of alcohol). This is
legislation in Victoria.
All the above requirements apply if you intend bringing any food and beverage onto your stand for
sampling purposes. Beverage products are considered by the Melbourne City Council to be food items
when dealing in the context of Food Handling and Safety and the issuance of temporary food premise
licences.
Sampling Portions
•
Solid Food should be no larger than bite size (50 grams)
24 | P a g e
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AIME 2015
ADDITIONAL INFORMATION
•
Beverages (Non-alcoholic/Alcoholic) beverage samples are to be no larger than 50 mls
MECC CAN HELP TO STREAMLINE THIS PROCEDURE:
•
The MEC will endeavour to source and supply all your particular requirements, including
individual wines, foods, sampling glasses etc.
•
If the MEC supply your food and/or beverage requirements, all the State and Local Government’s
requirements/permits/licences/RSA will be covered under the Venue licence.
•
The Venue can supply fully trained RSA accredited staff for your stand, to serve alcohol that is
purchased through the venue for sampling. There is a charge for the staff member.
If you require further information, please contact: MEC Exhibitor Services on +61 3 9235 8110 /
[email protected]
AIME NETWORKING HOUR
Mingle with visitors, Hosted Buyers and Media on the show floor during AIME Networking Drinks from
4.30pm - 6pm on Tuesday afternoon.
Exhibitors are encouraged to hold an event on their stand and use this opportunity to meet attendees
and network with the industry.
If you find yourself not holding a networking event, you are more than welcome to join the official AIME
event on the Future Event Experience stand from 4pm. Come and enjoy a glass of champagne and a
canapé and say meet the team.
STAND FUNCTIONS
Exhibitors who intend providing food and / or beverages on their stand for their staff must arrange this
through the MCEC. Please note any exhibitor organising a networking function on their stand is
prohibited from having food and beverages delivered to their stand prior to 4.30pm on Tuesday
24. Hosted Buyer appointments will finish at 4.30pm on this day to allow for networking to commence
on the floor. On Wednesday 25, food and beverage will be restricted to after 3.30pm (NB Hosted
Buyer appointments do no finish until 5pm). No event will be allowed to commence prior to this time
to allow Hosted Buyers to have their meetings in an appropriate business environment.
STAND PROMOTIONS/LOTTERY PERMITS
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AIME 2015
ADDITIONAL INFORMATION
Stand competitions are permitted as long as they are conducted within the boundaries of your stand. If
you intend running a competition or prize draw where the prize exceeds AUD $5,000.00 you
must contact the Victorian Casino and Gaming Authority to obtain a permit. Please ensure you
complete the ‘Special Events, Competitions, Launched and Special Offers’ form located in the exhibitor
zone.
VISAS FOR TRAVEL TO AUSTRALIA
Overseas exhibitors are reminded that Australia has varying visa and passport requirements.
Please contact your local travel agent or Consulate at least 3 months in advance to arrange your visa
requirements and ensure your passport is valid for at least six months after the date of arrival
in Australia.
Reed Travel Exhibitions are happy to provide a letter of invitation to attend AIME. Please email
[email protected] and provide the below details:
You will be required to provide the following information:
o
o
o
o
o
o
o
Name
Position
Company
Company Address
Date of Birth
Passport Number
Expiry Date
Visit the Australian Department of Immigration website for more information.
LEAD TRACKER
Info Salons has developed an App for the iPhone that will capture leads and allow instant
download. The InfoTracker app provides a quick and easy way to capture and qualify leads on and off
the show floor using your own iPhone, iPad or iPod Touch.
It's as simple as:
1. Download the ‘Infotracker’ App from the App Store (its free!)
2. Scan badges or enter the registrant's badge registration number.
3. Upload your leads to the secure tracker portal. Please note at this stage you will need to
purchase your unlock codes to access your data.
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AIME 2015
ADDITIONAL INFORMATION
4. View leads on screen or download as CSV or XLS
Click here for more information. NB: The AIME 2015 Hosted Buyer data will not be sent out to exhibitors as
has been the case in the past. This is due to Australian data protection laws.
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EXHIBITOR MANUAL | SECTION 4
AIME 2015
ADDITIONAL INFORMATION
POWER & LIGHTING
Please note to reduce the carbon footprint AIME has at the venue, power will be turned off each night.
Should you require power to remain on your stand overnight please email
[email protected]
ELECTRICAL REQUIREMENTS
There are a number of electrical/lighting alternatives available. Exhibitors should ensure that they have
adequate extension leads, power boards, etc as these items are not available from Reed Travel
Exhibitions. It is recommended that exhibitors use the official electrical contractors.
A licensed electrical contractor must carry out all electrical work on stands. If an exhibitor does not use
the official electrical contractor and chooses to use their own appointed contractor, power supply
MUST be ordered through the official electrical contractors (Exponet) and power consumption paid
prior to the start of the exhibition. All electrical work carried out by anyone other than the electrical
contractor will be inspected and if necessary modified, at the exhibitor’s expense. Payment should be
made directly to the electrical contractor. Late applications may be subject to a surcharge.
Please note: Any structures supplied by the official electrical contractor to hold light or power
connection are at the exhibitor’s cost. On no account should anything be attached or wrapped around
the lighting track on your booth.
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EXHIBITOR MANUAL | SECTION 5
AIME 2015
PRE-SCHEDULED APPOINTMENT (PSA)
FREQUENTLY ASKED QUESTIONS
What does PSA mean/stand for?
PSA means Pre-scheduled Appointment and refers to the diary of appointments made between
appointments and Hosted Buyers prior to AIME.
How are PSAs allocated?
PSAs are allocated at one per 9sqm of space.
Can a PSA be shared?
One PSA can be shared by a maximum of 2 exhibitors. Each company is required to work together in
allocated appointments and making preferences.
How long does appointment go for?
Each appointment lasts for 15 minutes with a 10 minute break in-between. The 10 minutes break will
give Hosted Buyers more time to mind their next appointment and ensure they are on time.
How many appointments can I expect to have at AIME?
Each diary contains 32 appointments (over the 2 days) however the average number of appointments
for AIME is 26.
How do I access the PSA?
If you have purchased a PSA, it will be available through your Exhibitor Zone online form page from 2
December 2014.
How to Hosted Buyers know who I am/my company?
Exhibitors with a PSA are required to complete the PSA Profile form (online form page). By completing
this information you are giving the Hosted Buyers a thorough explanation of your company.
How do I search for Hosted Buyers?
Like exhibitors, each Hosted Buyer needs to complete a profile. The Hosted Buyer Profiles can be found
through the PSA Preferences and Online Diary forms in the online form page. These can be downloaded
as searchable pdfs or you can use the search tool to narrow down and filter the Hosted Buyers you wish
to view.
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AIME 2015
PRE-SCHEDULED APPOINTMENT (PSA)
What are Preferences?
Exhibitor preferences open on the 2 December 2014. At this point you need to log into the exhibitor
zone and access the PSA preferences form to complete up to 30 Hosted Buyers (15 for shared PSA) you
would like to meet with at AIME. The majority of appointments are secured through this stage so it is
very important you have these submitted by 23 January 2015.
What about the Hosted Buyers I don’t get matched with?
A missed appointment list will be available on the online checklist page once the Online diary goes live
where you can view all Hosted Buyers you did not receive an appointment with.
How are the preferences matched?
After the preference stage is completed, the Hosted Buyer and Exhibitor preferences are matched. The
matching process allows both exhibitor and buyer appointment requests to be made.
Match 1: Hosted Buyer and Exhibitor request to meet with each other becomes an automatic
appointment in the diary
Match 2: Hosted Buyer request to see exhibitor becomes an appointment in the diary
Match 3: Exhibitors request to see Hosted Buyers becomes an appointment in the diary
Can I get a list of Hosted Buyer contact details
Due to Australia Data protection laws which govern AIME, Hosted Buyer and Visitor data will not be sent
to exhibitors.
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AIME 2015
PRE-SCHEDULED APPOINTMENT (PSA)
HOW DOES THE PRE-SCHEDULED APPOINTMENT WORK?
An OK diary
but could be
topped up by
making
appointments
through the
diary
PSA PROFILE
Limited
appointments
due to no
preferences
being made
GREAT
Diary
PSA
PREFERENCES
ONLINE
DIARY
STAGE 1 – PSA PROFILE
It is essential the PSA Profile form is completed as this is what the Hosted Buyers view
and use to determine which exhibitors they make appointments with.
DEADLINE: 2 December 2014
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AIME 2015
PRE-SCHEDULED APPOINTMENT (PSA)
STAGE 2 – PSA PREFERENCES
Select 30 Hosted Buyers (per PSA) in order of preferences. You must make sure you select
30 different preferences for each PSA.
e.g. 1st PSA Diary = 30 preferences
2nd PSA Diary = 30 preferences
3rd PSA Diary = 30 preferences
Are you sharing a PSA?
Each company sharing (max 2) selects 15 Hosted Buyers in order of preference.
NB: Consult one another so double-ups do not occur.
DEADLINE: 23 January 2015 (form opens on 2 December 2014)
STAGE 3 – ONLINE DIARY
There will be no more than 12 appointments in each of your PSAs when the diary opens
on 29 January 2015.
In this stage you need to:
i. Request new appointments with Hosted Buyers*
ii. Accept appointments made by Hosted Buyers *
*Both these actions will need to be completed in the Online Diary form on the online form page of the
Exhibitor Zone.
Visitor Appointments
Visitors attending AIME were able to make appointments with the exhibitors they have
business for. This will again occur for AIME 2015 and occur in the last week (16 Jan – 19
Feb) . Please ensure you are logging on in the last week and accepting appointment from
both Visitors and Hosted Buyers.
DEADLINE: 19 February 2015 (opens 29 January 2015)
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AIME 2015
MARKETING GUIDE TO AIME – PRE SHOW
RATE THE BUYER & NO SHOWS
Exhibitors have the opportunity to rate the Hosted Buyers they meet with at AIME.
This tool will be available post AIME and gives you the opportunity to tell us the quality of
the Hosted Buyers you met with. Simply access your online diary and rate the Buyer using
the following scale:
5 – High Value
4 – Valuable
3 – Average
2 – Less Value
1 – No Value
0 – No-show (buyer did not attend)
NO SHOWS
Tell us if the Hosted Buyer you had an appointment with is a no show. Through accessing
the diary, tick the 'no show' box next to the Hosted Buyer's name that did not show up.
Completing this assists AIME with recruiting Hosted Buyers for the following year
ensuring they are of high quality.
POST SHOW MESSAGE TOOL
This tool allows you to:
i. Select up to 20 Hosted Buyer that you wish to connect with
ii. Create and send an email to those buyers to follow up your participation at AIME
Once you have made your selection you will be able to view the Hosted Buyers* details
(name, company name, position and country only).
* The selected buyers will have opted to receive 3rd party emails.
The filter option will allow you to select Hosted Buyers based on you criteria i.e.
Association Buyers from France, who are interested in buying Hotel products.
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AIME 2015
MARKETING GUIDE TO AIME – PRE SHOW
PRE SHOW – INCREASE YOUR PRESENCE AT AIME 2015
Pre-show marketing is one of the most important steps to successful exhibiting. A key element often
forgotten is letting AIME attendees know you will be exhibiting so don’t forget to advise everyone that
you are participating at AIME 2015 and share the latest news on your product or service.
Here are a few tips on how:
USE YOUR WEBSITE – Advertise your presence at AIME by utilising the many pre-designed tools
available on AIME’s dedicated exhibitor page.
USE YOUR DATABASE – Advise your customers/prospects that you will be at AIME – this might be via
individual emails or e-newsletters.
ADVERTISING - Advertise in industry trade magazines. A list of our media partners is located on the
AIME website.
TRAVMEDIA - TravMedia AIME 2015 newsroom has been designed especially for our exhibitors and
partners to be able to supply news content to the media in the lead-up to and during the show. It makes
exhibitor news at AIME widely accessible and enhances the media's ability to create round-up stories on
AIME. Every exhibitor will be able to maximise their exposure by uploading one press release to the
online press room free of charge. Exhibitors will also be able to feature the following:
o
o
o
o
Company Logo
High-res photographs/images
Video
Link to home page
o Link to public relations contact email
address
o Word documents, PDFs, Excel
documents and PowerPoint
presentations
For any queries, contact Annie from Travmedia at [email protected]
MEDIA RELEASES - Issue media releases about your participation at AIME including new products or
services to be launched. Don't forget to include [email protected] on your distribution
list. Make it as newsworthy as possible - remember you are competing with other news stories.
PREPARE A MEDIA KIT - Include a short, descriptive release concentrating on any new features of your
products and services. Please deliver these kits to the media office during move-in on Tuesday 17
February.
If you have more questions on what to prepare please contact the AIME PR team at [email protected]
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AIME 2015
MARKETING GUIDE TO AIME – PRE SHOW
ADVERTISE IN THE AIME DAILY - The AIME Daily is published both days of AIME and is distributed to
visitors, Hosted Buyers and exhibitors.
For inquiries contact this year’s publisher, CIM News Magazine:
Alex Yeomans
T: 61 2 9438 2300
E: [email protected]
ADVERTISE IN THE AIME EXHIBITION DIRECTORY - An essential guide and distributed to all Hosted
Buyers and Visitors at AIME, the directory also acts as a key reference tool throughout the year.
Ensure that every attendee knows you are at AIME 2015.
Angela White
T: 61 419 120 585
E: [email protected]
PRESS CONFERENCE - AIME has a limited number of press conference spaces available. Send your
request to AIME’s PR agency to request a spot – they are available on a first in-first served basis. Please
ensure the content of the press conference is news-worthy and will attract media interest.
SOCIAL MEDIA - Stay up to date with the latest AIME and industry news and form a community with
potential new clients pre show by visiting AIME’s social media pages:
o
o
o
o
follow AIME Melbourne on Twitter
become a fan of AIME’s facebook page
join AIMEMelbourne LinkedIn Group
visit our Pinterest page
35 | P a g e
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AIME 2015
MARKETING GUIDE TO AIME – AT AIME
KNOWING HOW TO HANDLE YOUR STAND AT THE SHOW MAKES ALL THE
DIFFERENCE!
YOUR STAND AND YOUR STAFF - are your most important assets at AIME, so ensure you select the right
people to represent your company. Here are a few tips you can provide to your staff:
o
o
o
o
o
o
o
WHAT TO DO
Be presentable and alert at all times
Treat every visitor like a VIP whether they look like a
customer or not
Take regular breaks
Ascertain exactly what the visitor is studying and offer
information in a relaxed manner
Begin a conversation with a visitor to the stand with
an open question - "Who", "Why", "What", "Where",
"When" or "How" - this will ensure a good flow of
conversation begins and that you don't receive a
"yes" or ‘no" response.
Consider developing a script of questions and
answers to ensure you capitalise on every lead
Get contact details of all visitors to your stand
o
o
o
o
o
WHAT NOT TO DO
Congregate into ‘company' groups
Stand chatting with colleagues
‘Hover' or ‘pounce' on visitors
Say "Can I help you?" - this evokes
the almost automatic response of "No
thank you"
Sit, eat, drink, read a book or
constantly use mobile devices on
your stand.
PROMOTIONAL GIVEAWAYS - A small item with your company name on it is ideal to give away to
visitors to your stand. You can also entice a visitor to your stand by promoting this in any
communications prior to the exhibition.
STAND PROMOTIONS AND COMPETITIONS - Can attract visitors to your stand and help you to collect
their contact details. Stand competitions are permitted as long as they are conducted within the
boundaries of your stand. If you intend on running a competition or prize draw where the prize exceeds
AUD$5,000.00 you must contact the Victorian Casino and Gaming Authority to obtain a permit and
ensure you comply with regulations.
ENTERTAINMENT AND STAND ATTRACTIONS - Bring excitement and attention to your stand! MTA
Entertainment and Events, AIME's Entertainment Provider, specialises in corporate entertainment with
a passion for innovative, fresh and creative entertainment ensuring a special experience that is perfect
for you in an easy, stress-free way. Whatever the occasion, MTA Entertainment and Events is here to
help provide you with the right entertainment nationally and internationally. MTA guarantees to help
you create a very special, memorable and entertaining event!
T:+ 61 3 8679 6055 | [email protected] www.musictheatreaustralia.com.au
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AIME 2015
MARKETING GUIDE TO AIME – AT AIME
KNOW THE AIME PROGRAM - Know what is happening where and when at AIME. Invite key clients and
prospects to meet you at the networking hours, or perhaps invite contacts to lunch at Globe Restaurant.
Use every opportunity at AIME to make the most of your participation. Every year AIME has new
initiatives and features so ensure you read the emails that come through, ‘like’ our social media
channels and visit the website. Reward your employees with professional development by purchasing a
company seminar pass for AIME Knowledge – a single pass that can be passed around the team so that
each person receives an opportunity to attend an AIME Knowledge seminar.
MANAGING YOUR LEADS - To gain the most from your participation prepare a 'Sales Lead Follow-Up
Plan'. Ensure you have an information pack to send to your 'Hot Leads' that is different from what you
will be sending to general enquiries. In general, ALL leads should be followed up immediately after the
exhibition. This not only ensures your company looks professional but also ensures you are contacting
your prospect while your company is still fresh in their mind.
Another method of collecting useful visitor data is by way of business cards, or by preparing a Sales Lead
Collection Form. This form should include what the client needs, request for proposal information, what
follow-up action is required, and by when. Ensure you have this system established prior to going on-site
and staff are briefed and are collecting the same data.
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AIME 2015
MARKETING GUIDE TO AIME – POST SHOW
AIME MAY BE OVER BUT YOUR CLIENTS STILL NEED TO DO BUSINESS
Post exhibition activity is the most frequently neglected stage of exhibiting and yet the most critical in
the securing of business. Be realistic about your expectations. Exhibitions generate millions of dollars’
worth of business every year - but it is unusual for exhibitors to do so during the event. For most
companies, orders will come in the weeks, months or even years after the show. You must be prepared
to pursue your leads vigorously, and to track them on an ongoing basis, so that you can trace as many
sales as possible back to source.
Step 1:
Have a structured
follow-up plan
containing specific
tasks,
responsibilities
and timelines.
Step 2:
Be persistent. Most exhibition leads take
between three and eight months to come to
fruition. Those involving high costs can take
much longer. Prospects must continue to be
contacted at regular intervals until a sale is
concluded, or the lead may dry up.
Step 3:
Follow up as soon as you get back to
the office and your product offerings
are still fresh in the prospects mind.
Clear your diary for a week after the
show. Make sure you set aside
sufficient time to complete the job.
AIME 2015 REPORT* Each year, AIME produces a Post Show Report containing all the vital information
from the event. The report contains exhibitor, Hosted Buyer and visitor analysis, independent research
and testimonials. It is compiled by the AIME team and will be emailed to all participants at AIME 2015
approximately ten weeks after the exhibition.
This report can assist you in the production of your own post show report by providing information to
help you measure your results. Depending on your objectives, there are a number of ways to measure
exhibition success. It is a good idea to use as many as possible, to get the fullest picture of your
achievements.
Areas to consider are:
o Value of sales achieved (by volume,
o Number if new contacts made
revenue, conversion rates)
o Levels of customer/market awareness
o Number of leads qualified
o Media coverage generated
o Cost per useful contact
Consider all areas of your participation from planning and budgeting, to stand design, promotion and
staff performance. *All AIME figures are CAB audited.
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EXHIBITOR MANUAL | SECTION 7
AIME 2015
VENUE RULES & SAFETY
WORKPLACE HEALTH & SAFETY (WH&S)
ATTENTION ALL EXHIBITORS: SAFETY IS VERY IMPORTANT FOR EVERYONE WORKING IN
THE EXHIBITION HALLS Please DO NOT attach items / equipment to the walls or metal framework
provided for your booth. Standing on chairs, tables and other rental furniture are PROHIBITED. This
furniture is not engineered to support your standing weight. Only use purpose designed and built
equipment, e.g. ladders, steps, etc.
Reed Travel Exhibitions cannot be responsible for injuries, falls or damage caused by the improper use
of this equipment.
SAFETY GUIDELINES
o
o
o
o
o
o
o
Get help with big jobs. Too many things at once can be a load of trouble.
Before walking under something, look up.
Never step backwards, always turn and look.
Be aware of forklifts, trucks and other moving machinery, the driver may not see you.
Watch your step in crowded aisles.
Dispose of waste properly.
Do not smoke in the exhibition venue.
EXHIBITOR RESPONSIBILITIES
a) Ensure that persons in your employment and any others affected by your actions and omissions
are safe and without risks to their health and safety.Ensure that the relevant risk assessments
have been carried out relating to your own stand / area during move in and move out
b) Co-operate / co-ordinate your actions with the organisers / contractors on-site.
c) Make parties aware of any potential risks during move in and move out through risk
assessments.
d) Ensure that your workman / contractors are both competent and following safe systems of work.
e) Seek advice where necessary from the health and safety advisor on-site, this will enable you to
comply with the relevant statutory provisions.
CONTRACTORS RESPONSIBILITIES
a) Ensure the health, safety and welfare of any persons including sub-contractors on-site during
move in and move out.
b) Where significant risks are involved ensure that risk assessments and method statements
detailing methods of work are completed.
c) Ensure that risk assessments and method statements are produced in pre-show meetings.
39 | P a g e
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AIME 2015
VENUE RULES & SAFETY
d) Comply with Occupational Workplace and Safety Legislation, during move in and move out.
e) Ensure the competence of employees and subcontractors to carry out the designated work.
f) Co-operate and co-ordinate your actions.
STAND DESIGNERS
a) Must be competent i.e. Having necessary skills, knowledge and experience pertaining to stand
design backed up by the relevant qualifications.
b) Ensure that erection and maintenance of the design, has the ability to be carried out safely and
in accordance with the relevant legislation by the contractors in the time available.
c) Comply with regulation 13 of the construction and design regulation 1994 designers duties and
related legislation to stand construction.
HEALTH AND SAFETY AND RISK ASSESSMENTS
You are advised to request the health and safety policies of any contractors you employ and to
remind them that that they should request the same information for any sub-contractors 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.
GENERAL
o
o
o
o
o
o
o
o
A person must be appointed who is responsible for health and safety matters on the stand.
The need to maintain the emergency gangways, as indicated on the site floor plans, must be
maintained at all times.
During the move in and move 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.
Any violations or concerns regarding any of the above points should be reported to the hall
floor manager or to the organising office.
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.
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.
Hard hats must be used when working beneath or near overhead working or if this is
impracticable, access should be restricted in such areas.
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EXHIBITOR MANUAL | SECTION 7
AIME 2015
VENUE RULES & SAFETY
o
o
o
o
o
o
o
o
o
Operatives should wear suitable protective clothing relevant to their job, which includes eye,
hearing, foot and hand protection.
Work areas should be maintained free from general waste and packaging materials which could
be hazardous to operatives.
All parking restrictions and speed limits must be adhered to.
Fire exits and emergency equipment must not be obstructed.
You must ensure that portable power equipment is used for the 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 venue
regulations before they are installed on site.
Exhibitors are responsible for the safe use and storage of flammable liquids and substances and
segregation from waste and other risk areas.
Proper scaffolding must be used during the construction of any building within the halls, safety
features of the scaffolding is provided as per laid down standards, and that any tower scaffold in
use is properly stabilised and propped.
Stand construction contractors must comply fully with all legal requirements that are relevant to
their operations.
HIGH VISIBILITY CLOTHING
As part of Victorian State Legislative WH&S 2004 requirements and enforced by the Melbourne
Convention & Exhibition Centre (MCEC), it is a requirement for all Exhibitors and Contractors to wear
High Visibility Clothing (HVC) during the move in and move out period of the exhibition. Limited High
Visibility Vests will be available on site it is advisable that Exhibitors bring their own High Visibility
Clothing for all staff who will be on site during these periods. Note - the wearing of High Visibility
Clothing does not give the right of access to the loading dock when peak forklift movements are in
place. High Visibility Vests will be available onsite to buy at a cost of $5. All proceeds go to charity.
LIFTING / PACKING CASES
o
o
o
o
o
o
Forklifts are not to be used by anyone other than fully trained and licensed personnel.
Work areas and exits should be maintained free from general waste and packaging materials,
which could hazard operatives.
Packing cases must not be allowed to obstruct gangways, passageways and fire exits.
Nails etc. must not be left protruding from any packing case or material.
All packing cases and materials must be removed from the exhibition hall as soon as possible.
All equipment must be regularly serviced and inspected - all statutory testing and examination
requirement must be fulfilled.
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GUIDANCE NOTES FOR DEMONSTRATIONS
o
o
o
o
o
o
o
All demonstrations must be carried out in accordance with the Workplace Health and Safety
Legislation.
All exhibits must, where they are not sufficiently stable as freestanding models, be properly
secured to the floor or other structure.
Floors on exhibit stands must be kept clear of articles or substances likely to cause persons to slip
or trip.
All electrical conductors must be properly installed by licensed electricians.
Any stand incorporating a demonstration or exhibits providing a potential fire hazard must be
constructed in approved materials. This applies particularly to the immediate area of the
demonstration where a non-combustible material such as asbestos-free non-combustible
building board or metal should be used.
Exhibits must be positioned so that at no time do they protrude into the gangways (as ahazard to
visitors).
All machines must be guarded to the Australian Health and Safety Standard which is normal for
its operation in an industrial setting.
EXHIBITOR WH&S CHECKLIST
The following items simply provides you with a checklist focusing on WHS issues for your reference
only. Simply tick each item as they are complete.
HOUSEKEEPING
Provision made for all rubbish to be disposed of immediately.
All personnel working at the stand informed of the requirement to keep the stand free of
rubbish.
o During the move in period, keep aisles surrounding your stand area as clear from debris as
possible.
o Please ensure closed toe shoes and high visibility safety vests are worn during move-in. Failure to
o
o
comply to these WH&S regulations will mean access to the show floor will not be granted.
ELECTRICAL CABLES
o
o
o
All cables provided by the exhibitor are in good condition and suitable for purpose.
All cables are routed away from areas where people walk.
Cables properly protected where they have to cross an area where people walk.
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All electrical equipment including lights, appliances, powerboards, leads etc used on your
exhibition stand at all exhibitions must be tested & tagged in accordance with AS/NZS 3760 in
Victoria.
o This is a statutory requirement. All tags need to be clearly identifiable.
o
FIRE
o
o
o
o
o
o
o
o
All personnel working at the stand are informed of the precautions for routing electrical cables.
Non-combustible materials used in stand or display items.
Written approval from Reed Travel Exhibitions for use of naked flames on stand.
Fire extinguisher on stand as required by Reed Travel Exhibitions and clearly visible at alltimes
where LP Gas appliances or naked flames used.
Additional fire precautions as required by Reed Travel Exhibitions in place.
No flammable materials placed within 1 metre of naked flame.
Flames placed so members of public cannot come into contact with them.
All personnel working at the stand informed of fire precautions, including requirement to be
at the stand at all times a flame is alight.
FLOOR TILES
o
All floor tiles flat on the floor or any raised edges taped over.
LIGHTING
o
o
o
o
o
o
o
o
o
All lighting at least 2.4 metres above floor level.
All electrical equipment including lights, appliances, powerboards, leads etc used on your
exhibition stand at all exhibitions must be tested & tagged in accordance with as/nzs 3760 in
victoria.
This is a statutory requirement. All tags need to be clearly identifiable.
High powered lights at least 0.5mtrs from flammable materials.
All portable light fittings have the correct certificate of approval.
All light fittings covered with a glass lens.
Lighting tracks on stand free of electrical cables or other materials.
Electrical cables free of exhibitor materials / fixtures.
All personnel working at the stand informed of the requirements for stand lighting.
SMOKING
o
All personnel working at the stand are informed of the no smoking policy at the venue.
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MANUAL HANDLING
o
o
o
o
All heavy items requiring manual lifting are stored lower than shoulder height.
Where containers are stacked above shoulder height, they are empty and suitably attached to
prevent them falling down.
All personnel working at the stand informed of requirements for safer manual handling.
MOTOR VEHICLES DISPLAYED ON STAND
Motor vehicles or other Mechanical appliances displayed within the exhibition areas must fulfil the
following requirements:
o
o
o
o
o
o
o
o
o
Fire extinguishers on stand as required by Reed Travel Exhibitions
Petrol tanks must be 90%-100% full
Fuel tank cap sealed or locked
LP Gas system installed in accordance with AS1425
LP Gas tank isolated from engine
Residual LP Gas in supply line to engine consumed
Vehicle locked and ignition keys kept secure
Written approval obtained from Reed Travel Exhibitions to run vehicle engine during exhibition
All personnel working at the stand informed of requirements for motor vehicles
Please seek approval at least one month prior to AIME if you intend on displaying motor vehicles
as part of your display from the AIME Operations Manager.
Angela Sciacca – Operations Manager
T: +61 2 9422 2592
E: [email protected]
STANDS FOR DISPLAYS OR SUPPORT MATERIAL
Stands for display purposes stable and suitable for weight of display.
Stands for electronic equipment (TV, VCR, Laptops, Data loggers, etc) are stable and suitable for
the purpose.
o All cables to display items or electronic equipment are taped to the protected side of the display
stand so the item cannot be accidentally pulled off the stand.
o All personnel working at the stand informed of precautions to protect display or other materials.
o
o
SUB-LETTING OF EXHIBITION SPACE
No exhibitor is allowed to sub-let or allocate space on their stand to another company without
notifying Reed Travel Exhibitions at least 2 weeks prior to the commencement of AIME.
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FIRE, MEDICAL & EMERGENCY PROCEDURES
In the event of a partial or complete evacuation of the exhibition halls, exhibitors staff are
requested to muster in the areas directed by the venue security staff.
o If partial or complete evacuation of the exhibition halls is necessary, the organisers strongly
recommend that exhibitors' staff also leave the building as the organisers will not be responsible
for any damage, loss or injury howsoever caused. This is necessary so that the organisers can
readily contact exhibitors to man their stands when the emergency is over.
o 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.
o The security manager wished to stress 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, but the control room
advised via the organisers. When security is satisfied that there is no danger, an announcement
will be made.
o
FIRE & SAFETY REGULATIONS (including any type of candle, heating appliances etc.)
Proposals to use flammable gas and / or naked flames on any exhibit must be approved in writing by
the MCEC at least one month prior to the first day of move in.
Flammable liquids may be used as part of an exhibit display within certain guidelines approved by
the MCEC. Data sheets can be obtained from the MCEC for LP Gas and general flammable liquids. Fire
extinguishers and venue 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.
Should the construction of a stand create a potential smoke lock area or create an area not
serviceable by the existing sprinkler systems, the MCEC may require the exhibitor to install a
smoke detector or sprinkler system, emergency and exit lighting and exit systems on their stand.
All fabric and material used to dress stands or for product display must be flame proofed. Written
confirmation of flame proofing must be provided. If you have any doubt about the appliance you
planto use, contact Angela Sciacca, Operations Manager on + 61 2 9422 2592.
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FIRE PROOFING
Any materials used for stand construction or display purposes must conform to the following
standards:
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
o Crepe paper, corrugated cardboard, straw, untreated hessian or PVC sheet (except on floors as a
protective membrane) is strictly forbidden
o 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.
o
o
o
o
HEALTH & SAFETY POLICY
It is the policy of Reed Travel Exhibitions to endeavour to seek the co-operation of all concerned in
order to achieve the highest standards, in all aspects, of health and safety. Reed Travel Exhibitions,
along with each respective venue, 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 organisers or venue employees are reminded of their
responsibilities whilst working at the exhibition centre.
As an exhibitor, contractor or agent you have a duty under Workplace Health and Safety legislation to
ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is
reasonably practicable, 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 and 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, Reed Travel Exhibitions will undertake an assessment of
how any substances used, handled or stored at an exhibition may affect others and if precautions are
needed, to ensure that they are put into place.
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You are also required to have in your possession a copy of your own Health and Safety policy and a
copy of the Health and Safety policy document of each contractor employed by you which may
be requested during the exhibition. Overleaf are some of the principal areas, which need to be
brought to your attention. If you have any queries, please contact the organising department.
Our Health and Safety Committee has completed these guidelines to distinguish the basic areas of
responsibility for you and those employed by you during the move in and move out of an exhibition.
If you need help or further information, please contact:
Angela Sciacca
T: 61 2 9422 2592
[email protected]
Phil Batty
T: 61 2 9422 2679
[email protected]
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