Eaton Recreation Centre - Exhibitor InfoPack

Contents

1 How to use this InfoPack
1. 1.1 Special notes:
2 Venue details
3 Venue map
4 Questions about access, insurance & security
5 Questions about Move-in
6 Questions about Move-out
7 Questions about parking
1. 7.1 What parking is available at the ERC?
2. 7.2 What are the public transport options?
8 Questions about Materials Handling
9 Questions about stand design & activities
10 Questions about support services
11 Questions about food & beverage

Introduction

This Exhibitor InfoPack provides the information you will need to participate in the Radio West Ideal Home Show ("the Event")at the Eaton Recreation Centre ("the Venue").

How to use this InfoPack

The InfoPack is in two parts. The first part contains answers to the questions we are most frequently asked by exhibitors participating in events at the Eaton Recreation Centre - the ERC ("the Venue"). The second part prescribes the Standard Terms & Conditions that apply to all Exibit events. If you have other questions or are uncertain about anything, we can help you if you contact:

Your Event Marketing Manager on telephone (08) 9476 9476; or
Our logistics team on telephone (08) 9476 9418 or email logistics@exibit.com.au.

At the Venue during Move-in, you may also obtain assistance from our stand-build contractor at its Service Desk.

This InfoPack is to be read in conjunction with the suite of Exhibitor Forms' links. Click on the name of each Form and it will automatically launch as an Excel Spreadsheet. Please note that you must launch FaxBack Form Number 1 first and leave this open after you have input your contact details. These details will then automatically flow onto the other Forms as you open them.

Special notes:

This Exhibitor InfoPack contains the Standards Terms & Conditions that define the conditions of participation in the Event. If there is an inconsistency between the Standard Terms & Conditions and some other part of the Exhibitor InfoPack, the Standard Terms & Conditions prevail.
This Exhibitor InfoPack, including the Standard Terms & Conditions is repeated at www.exibit.com.au. If there is an inconsistency between the Exhibitor InfoPack and a version that appears at www.exibit.com.au, the conditions in this Exhibitor InfoPack take priority.

Venue details

The Venue address is:

Eaton Recreation Centre (ERC)

18 Recreation Drive, Eaton WA 6232

Telephone (08) 9724 1400

Facsimile (08) 9724 1433

Venue map

Answers to FAQs

This section provides answers to the most frequently asked questions (FAQs) that we receive from exhibitors participating in our events.

Questions about access, insurance & security

Do I need a pass to access the Venue?

During the Move-in and Move-out periods of the Event, you do not need an Exhibitor Pass to gain entry to the Venue. However, it is always a good idea to ensure that you and your staff carry some form of ID just in case our security people ask for it.

During Event Days you and your staff are required to wear the wristbands that we provide. The wristbands are produced in a durable material and are especially designed to endure a 4 to 5 day event.

The wristbands may be obtained on the last Move-in day of the Event. All exhibitors should identify themselves at the Exhibitor Registration desk in the entry foyer. Each exhibitor will be registered and a wristband fitted. The wristbands may only be secured with the custom-made crimping tool operated by an authorised Exibit staff member. It will also be possible to register and receive a wristband once the Event commences. This may be done at the sign-posted Exhibitor Registration desk in the foyer.

You may need to queue for some time if you wish to obtain a wristband on the morning of each Event Day. For this reason you are best advised to obtain your wristband during Move-in and to leave it on for the duration of the Event.

Are there any special access requirements?

There are no special access requirements for Move-in, Move-out or during the Event Days. However, there may be times during the Build-up and Pull-down periods for which the Venue is deemed to be a "Construction Zone". The Build-up period is the time prior to Move-in during which our Stand-build Contractor and other contractors are working in the Venue to place rigging and erect stands. The Pull-down period is the time after Move-out during which stands and rigging is being dismantled. During these nominated Construction Zone periods, all personnel working within the Venue must be carrying a "Blue Card" issued in accordance with WorkSafe's Mandatory Construction Safety Awareness program. Blue Card training programs are conducted by a number of independent organisations and may be completed on line at www.bluedogtraining.com.au.

There is a general requirement that all persons hold relevant licences and certificates appropriate to the activities in which they are to be engaged.

Do I need insurance?

Under the terms of participation in the Event, you are required to hold a public liability insurance policy specific to the Event. This policy must include Third Party (Public Liability) Insurance with a minimum of $10 million coverage for any claim against damage or injury caused to third parties (including visitors) who are on or in the vicinity of your display stand. It is a requirement that we sight a copy of your Certificate of Currency to allow us to confirm that you have appropriate and adequate cover.

Alternatively, we can arrange a special-purpose Public Liability Insurance policy through QBE Insurance (Australia) Limited for a cost of $125 based on a limit of indemnity of $10 million for any one occurrence. The insurance has effect from the first day of Move-in to the final day of Move-out. The policy provides Public Liability Insurance only and will not respond to any claims arising from the sale or supply of products at the Event, or for goods lost, damaged or stolen.

To request insurance or to advise that you have an existing policy complete and return FaxBack Form Number 1.

Exibit receives a fee for arranging and placing the special-purpose cover.

What are the security arrangements?

Security guards will be present overnight from Thursday to Sunday. The purpose of the security guards is only to restrict access of unauthorised persons into the Venue. They are not intended as protecting your equipment against theft or damage.

You should ensure that valuable material is secured or removed during periods when your stand is not staffed. You are particularly advised to begin removing important equipment after closing time on the last Event day.

Exibit cannot take responsibility for material lost, damaged or stolen (including hire equipment that is to be returned to rental companies).

How are safety issues dealt with?

It is your responsibility to ensure that all employees, suppliers and sub-contractors comply with all relevant health and safety regulations and that you and your suppliers and sub-contractors have in place and comply with an Occupational Health and Safety Policy.

Can anyone work at the ERC?

If you have contractors building your stand or working on your stand, you need to be aware that they are required to be appropriately licensed and accredited. Your contractors are also advised to contact Exibit (08) 9476 9418 to coordinate Build-up and Pull-down schedules as these may differ from the Exhibitor Move-in and Move-out times.

Are children permitted in the Venue?

Children under the age of 16 are strictly not permitted within the Venue or in loading areas during Move-in and Move-out times.

Questions about Move-in

When is Move-in time?

You will be advised of your Move-in time about two weeks prior to the Event. During Move-in, the loading areas can be very congested. For this reason, we will advise a window of time during which you must arrive for Move-in. The time you are allocated is based on your location in the Venue and aligns with the stand build schedule. If you arrive early your stand may not be ready or your location may not be defined. If you are late you may find that access to your stand is restricted by other Move-in activities.

It is extremely important that you adhere to the arrival time allocated to you for Move-in. Late or early arrivals may result in considerable inconvenience to you.

How do I get to the loading area?

The main loading area is at the rear of the ERC. To get to the loading area drive around the right-hand side of the building and turn left at the end of the building. The access door is in the centre of the rear wall of the building. It is important that you do not park your vehicle in a way that blocks access for others. If you continue past the access door, you will find a grassed area on which you may park your vehicle for a short period of time while you unload.

What happens in the loading area?

Unloading times in the loading area are strictly limited. There are no medium- or long-term parking facilities available to you in the loading dock area. You must ensure that you do not obstruct a path through the loading area access door that would otherwise prevent forklift access into and emergency egress from the pavilions. This is both a logistical and occupational health and safety requirement.

Depending on the size of your vehicle and the quantity of material that you have to deliver, you will be permitted between 20 and 60 minutes to unload your vehicle. This time allocation will be strictly controlled.

Neither the ERC nor Exibit will accept any responsibility for the safety of vehicles, their occupants or contents whilst within the ERC.
All vehicles, equipment and personal belongings may be subject to random search by ERC staff on entering and exiting the Venue.
All personnel in vehicles who request access to the loading area (or to the ERC generally) may be required to produce their Driver's Licence or some other form of photographic identification.

Do I have to use the loading docks?

You must use the loading area for all large deliveries (i.e. for items that are too large to be hand-carried into the Venue from the foyer).

For hand-carry items only, you may access the ERC via the front foyer or the side doors during the Move-in and Event Day periods.

Please note it is not possible to park at the front of the ERC, however you may drop off your delivery provided you have someone in attendance to receive it.

Questions about Move-out

When can Move-out commence?

Move-out can only commence once the Venue is clear of the public and children who are under the age of 16 years. ERC staff will not open the loading dock doors until such time as this requirement has been met.

In the interests of showing integrity, occupational health, safety and security, you may not begin dismantling stands or removing equipment from the Venue before the Event has closed to the general public.

During Move-out, you should ensure that you have removed all items from the stand walls, including pictures, photographs and posters. It is strongly recommended that you give priority to removing and safely storing any hand-carry items, especially those of high value, as soon as possible after Move-out commences.

How is Move-out managed?

Move-out follows a similar process to Move-in. You may arrange to have your pick-up vehicles assemble on the grass adjacent loading area from about 4:30PM onwards on the last Event Day.

By when must my stand be cleared?

All stands must be dismantled and cleared by midday on Monday. If you have bulk rubbish such as paving bricks, carpet underlay boards or timber flooring, you are asked to remove or dispose of this yourself.

Any equipment or display material that you may have left in the Venue after midday on Monday may be disposed of at your cost.

Questions about parking

What parking is available at the ERC?

On Move-in and Move-out days you may park your vehicle in the main car park opposite the Venue. On Event days, the Lions Club will operate a car park on the adjacent Glen Huon Oval. You will be asked to make a gold coin donation in order to park on the Oval.

What are the public transport options?

Bunbury City Transit operates a Bus service, number 601, servicing the Glen Huon Sports Ground near the Eaton Recreation Centre. This service departs and arrives from the Central Bus Station, Bunbury, and has a Bus Stop located near the Glen Huon Sports Ground at the end closest to the ERC.

For more information on the public transport options, and to check any schedule or route changes, visit http://www.bct.com.au/.

Questions about Materials Handling

Are materials handling services available?

You will need to bring your own material handling equipment. Restrictions will apply to the types of material handling equipment that can be brought into the Venue. Generally, small trolleys will be permitted.

Are storage facilities available?

Storage facilities are not available at the Venue.

Can consigned deliveries be made?

Unaccompanied consignment deliveries will not be accepted at the ERC. Further, responsibility will not be taken for the safety or security of any goods delivered to the Venue in the absence of the exhibitor.

If you wish to have goods delivered to a loading dock, you must ensure that you have a responsible person available to accept the delivery and to transfer the goods to your stand. Consigned deliveries will otherwise be rejected at the loading docks.

Questions about stand design & activities

Who is the builder of the stands?

Perth ExpoHire is the display contractor that builds the stands for the Event. It is also the supplier of rental furniture and other display equipment. During Move-in times, Perth ExpoHire will operate a Service Desk located inside the Venue. Its staff will be able to help with any aspect of your stand build (including supplies of Velcro) or with any special lighting, power, walling, carpet or furniture requirements.

For further information, visit Perth ExpoHire at http://www.perthexpohire.com.au/ or contact them direct on (08) 9475 2022.

Can I order fascia signs, power or lights?

If you have purchased a shell scheme package you are entitled to have your company name printed on the fascia board of your stand. You must complete and return FaxBack Form Number 3 to advise Perth ExpoHire of the name you wish to have printed on the fascia board. If you wish to upgrade to a custom logo, order additional power or lights or check that the power being provided is adequate, you must also complete the details on FaxBack Form Number 3 to Perth ExpoHire.

To arrange fascia signs, power and lights, complete and return FaxBack Form Number 3.

For further information, visit Perth ExpoHire at http://www.perthexpohire.com.au/ or contact them direct on (08) 9475 2022.

Special note:

Approximately one hour after the show closes each evening, the power on your stand will be turned off. The power will come on again about one hour prior to the show opening to visitors. If you have product or equipment that may be damaged as a result of the power being off, please advise Exibit at logistics@exibit.com.au prior to the first Move-in day.

What stand height restrictions apply?

There are special requirements for high stands. These primarily relate to compliance with the Building Code of Australia. Any structure that is over 2.4 metres high requires the approval of Exibit. You may be requested to provide a structural engineer's certificate if it is believed that the integrity of the structure or compliance with the building codes may be questionable. Structural calculations will be at your cost.

Structural design drawings must be emailed to Exibit on logistics@exibit.com.au well in advance of the Event date.

For aesthetics reasons, you will be required to ensure that the reverse of any exposed stand wall is finished in a presentable manner. Any stand that incorporates a roof or ceiling may be required to provide additional fire protection equipment (e.g. smoke detectors, a portable CO₂ fire extinguisher or possibly a fire sprinkler system).

Can stands have a raised floor or steps?

You may incorporate raised floors, steps or ramps in your stand provided they comply with the relevant sections of the Building Code of Australia and with normal occupational health and safety guidelines. Raised floors, ramps or steps must not contain sharp or dangerous edges and must not cause a trip hazard. They must be clearly distinguishable from the surrounding area. Disabled access to all stands must be provided. Specifically:

Raised floors with a height of less that 115 mm are not regarded as steps, and will require an appropriate ramp leading from the main pavilion floor level or from any surrounding platform. Ramps must be of a gradient no less than 1:3 and must be contained within the boundaries of the stand and must not protrude into the exhibition aisles.
Raised floors with a height greater than 115 mm but less than 190 mm from the main pavilion floor or from any surrounding platform will be regarded as steps and generally will not require a ramp. However, an approved stair nosing must be installed as per normal requirements for steps in public places.

Can I lay bricks or pavers?

You may lay bricks or pavers provided plastic sheeting is first laid on the floor to prevent it from being damaged. You are required to provide the plastic sheeting yourself. If you cause damage to the building, including its floors, you will be charged for cost of the repairs.

Items cannot be attached to the floors or walls of the pavilions or glued or fixed to any part of the building.

Can I hang banners & signs?

If you wish to hang banners or signs from the building structure you must use a rigger approved by the Venue manager. The width of banners and signs cannot exceed the frontage of the stand and all banners must be installed with at least 3.5 metres of clearance from the floor to the underside of the banner or sign. If the banner or sign is suspended from part of your stand (i.e. not suspended from the building) then the supporting structure may be subject to structural design approval by the Venue manager. All banners and signs must be clean and presentable and not detract from the visibility or amenity of neighbouring stands. Double-sided banners or signs must not intrude upon or obstruct neighbouring signs or displays. Banners or signs cannot be suspended on the perimeter of a stand, over aisles or into public areas. All banners and signs must be one metre inside the stand perimeter and not on the stand boundary. Exibit reserves the right to direct riggers concerning placement and positioning of banners or signs to comply with these regulations.

Can bottled gas be used?

You may use bottled gas such as LPG subject to the installation complying with statutory regulations and the Australian Standards relevant to dangerous goods and equipment. In addition:

A licensed installer must set up the gas network, only an authorised person can operate the control devices and a 4 kg CO₂ or Dry Chemical fire extinguisher must be on hand for each gas-using appliance.
Gas cylinders must not exceed 4.5 kg in capacity, there must be no more than one cylinder must be on each stand and they must be removed from the pavilions at the end of each day.
Cylinders must be connected to appliances by piping or by a gas hose that is longer than one metre and all sections of the gas storage and reticulation lines must be inaccessible to the public.
Cylinders must be tested and stamped as per AG 601 and they must be firmly secured to prevent falling or being knocked over and must be protected by a fireproof cover.
Cylinders and connections must be protected from damage or impact and located in areas that are dry, well ventilated, without ignition sources, shielded from sunlight and maintained below 45^OC.

Are there other restrictions?

There are a number of restrictions that apply to the types of activities that you may conduct on your stand. These include:

You may only distribute promotional material and products in the immediate vicinity of your stand;
You may only use naked flame devices (e.g. incense sticks, fragrant oil burners and candles) in small numbers and they must be firmly secured to prevent them from falling over. They must be guarded to protect against accidental contact by visitors and so as to prevent ignition of surrounding material.
You may only use helium balloons in very small numbers and they must be affixed to the stand. You cannot distribute helium balloons to visitors.

Questions about support services

Can I get telecommunications services?

Landline-based telecommunications services are not available within the ERC. You are recommended to use wireless services if you require telecommunications facilities.

Will my stand be cleaned?

Your stand will be vacuum cleaned prior to each Event day. A special clean will occur after Move-in whereby bulk rubbish that you have placed in the aisles will be removed.

If you have a floor covering that is not carpet you will need to make separate arrangements to have it cleaned. Floor mopping is not included as part of stand cleaning.

Are business services available?

The ERC may offer photocopying and fax services. Charges will apply for these services.

Questions about food & beverage

Is on-stand catering available?

You can arrange on-stand catering with the Venue manager.

For further details about on-stand catering and to request an application form, contact the ERC direct on (08) 9724 1400.

Can I offer food or beverage from my stand?

Food or beverage preparation, sampling or sale is only possible with the approval of the ERC and is subject to you complying with the Shire of Dardanup's food and beverage rules. All food or beverage preparation activities are ultimately subject to control by the Government of Western Australia's Department of Health. It is your responsibility to ensure you comply with all relevant health regulations. Neither Exibit nor the Shire of Dardanup will accept any responsibility for any activity being discontinued as a result of an instruction from an authorised, external agent.

Can I offer alcohol from my stand?

If you wish to sample or sell alcohol from your stand you must secure the approval of the Shire of Dardanup and obtain an occasional Liquor Licence in accordance with the requirements of Liquor Licensing Act, 1998.

Exibit Exhibitions
280 Newcastle Street
Northbridge WA 6003
Tel: (08) 9476 9476
Fax: (08) 9476 9466
Email: info@exibit.com.au

July 2010

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