the exhibitor manual - AIS Greenworks PCA Conference

Participation Manual
A complete guide to exhibiting at the
AIS Greenworks Conference 2015
5th - 8th July
Jupiters, Gold Coast
www.pca2015.org
AIS Greenworks PCA Exhibitors Manual 2015
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CONTENTS
CONFERENCE SECRETARIAT
3
CRITICAL DATES
3
Statement of Account
3
REGISTRATION & ENTITLEMENTS
4
-
Complimentary Trade Registration
4
-
Additional Trade Registration
4
Online Registration Instructions
4
EXHIBITOR KIT
5
BOOTH SET UP
5
FURNITURE HIRE
5
Car Parking
5
VENUE EXHIBITION SERVICES
6
BUMP‐IN & BUMP‐OUT
6
EXHIBITION OPENING TIMES
6/7
DELIVERY INSTRUCTIONS
8
SECURITY
8
INSURANCE
8
FLOOR PLAN & PROGRAM
8
RULES & REGULATIONS FOR EXHIBITORS
9 / 10
EXHIBITOR CONFIRMATION FORM
11
SATCHEL DELIVERY INSTRUCTIONS
12
DELIVERY AND COLLECTION INSTRUCTIONS and LABELS
13
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CONFERENCE SECRETARIAT
ASN Events
PO Box 200
Balnarring Vic 3926
Tel + 61 3 8692 2032
Fax + 61 3 5983 2223
Steve Robin: M 0414 606 341
Emily Gangell: M 0488 663 476
E: [email protected]
CRITICAL DATES
Please mark these important dates in your diary.
Monday 1st June
Satchel inserts due at ASN Events
Monday 1st June
Balance of sponsorship and exhibition payments due
Monday 1st June
Exhibitor Confirmation Form due at ASN
Monday 1st June
Deadline for special requirements
Sunday 5th July
Exhibition bump in 8 am
Sunday 5th July
Exhibition opening 1 pm
Sunday 5th July
Welcome Function 6 pm
Monday 6th July
Dinner 7 pm
Tuesday 7th July
Exhibition bump out (3.30pm)
Statement of Account
Please note that your sponsor and exhibitor payments are due by 1st June 2015 and all other
amounts must be paid prior to the conference. If your account is outstanding, we would be grateful
f you could make payment at your earliest convenience. Please contact ASN Events on + 61 3 8658
9530 or at [email protected] if you have any further queries.
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REGISTRATION & ENTITLEMENTS
Standard Trade exhibitors receive one (1) complimentary registration per site booked. (All major
sponsors have additional entitlements).
Complimentary Trade Registration entitles your representative to:
 All daily catering
 The trade registration does not include the conference dinner. If you wish to attend this
function, a ticket must be purchased.
Additional Trade Registration Entitlements
 All daily catering
 Gala Dinner tickets are not included. If you wish to attend this function, tickets must be
purchased.
Registration Type
Complimentary Trade
Registration
Cost
$0
Inclusions
Daily Catering
Welcome function
Extras
Conference Dinner @ $120
Additional Trade Registration
$500
Daily Catering
Welcome Function
Conference Dinner - $120
Please register your delegates online. This is a special URL for sponsors and exhibitors only:
https://members.asnevents.com.au/register/profile/bcd99b4f
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Online Registration Instructions - You can either:
‘Register for this event’
Go to “Begin here”. You will be asked for your email address and password.
Or you can register multiple delegates by clicking on:
‘Act on behalf of more than one delegate’
Each delegate requires a separate email address and profile.
Go to “Begin here”. You will be asked for your email address and password.
Proceed through the registration and payment process. For assistance and queries please contact
Emily at ASN Events: [email protected] or phone: + 61 3 8658 9530. Dinner Tickets can also be
booked online for Monday 6th July at $ 100.
Accommodation can be booked online through the conference registration process. Special rates
are available for Jupiters - to take advantage of these please book now via the conference web site
when registering your trade delegates. Accommodation must be paid IN FULL by 1st June. Your
booking will not be secured until payment is received.
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AnEXHIBITOR
Exhibitor kit will
KITbe sent to you upon you sending the participation confirmation form on page 11,
This Exhibitor Kit includes the Exhibitors Confirmation form on page 11. The information compiled
from these forms will ensure the smooth installation of the exhibition.
Should you have any queries relating to the exhibition, your stand, or if you require further
information, please do not hesitate to contact Steve: Phone + 61 3 8692 2032 Fax: + 61 3 5983 2223
Email: [email protected]
BOOTH SET UP AND FURNITURE HIRE
BOOTH DESIGN The 3 m x 3 m booth with dark blue walls, power and lighting, Fascia name.
• No other inclusions (all equipment must be hired from ExpoNet or brought in by you.)
Please contain your display to your allocated space, not in walkways, and do not block fire exits.
The official exhibition supplier has been appointed to ExpoNet. ExpoNet will contact you to provide
you with your unique log on and link to view the online exhibitor kit. If you have any issues with this
please contact ExpoNet direct on:
Exhibitor Services Department [email protected] 02 9645 7070
The online exhibitor kit can be accessed via this link:
http://www.expoconnect.com.au/Exhibitor/Login.aspx?sc=PCAIQV5
For any custom stand requests please contact: Daniel Roger [email protected]
0411 475 488.
Note: Persons under the age of 15 years are not permitted without adult supervision.
And: All unloading of materials for the exhibition may be done through the Jupiters loading Dock, via
the main driveway.
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CAR PARKING
Car parking is via the main drive. For all parking maps and prices visit:
http://www.jupitersgoldcoast.com.au
VENUE - JUPITERS
Jupiters Hotel & Casino Gold Coast Highway BROADBEACH QLD 4218. Ph: +61 7 5592 8100.
If you have any questions about the venue, contact: Renee Roberts: 07 5592 8666
[email protected]
BUMP‐IN & BUMP‐OUT
BUMP IN
Day
Sunday 5th July
Your access to the site for exhibitor set up
is from:
From 8 am
First session with delegates is
at:
1 pm
The trade area will already be set up when you arrive, so this time frame refers to when you must
actually set up your stand or place your material on your display.
To ensure all exhibitors experience a speedy and trouble‐free build of their exhibition, exhibitors
must adhere to the access time provided to them by the Conference Secretariat. Access into the
Exhibition space prior to the scheduled time will not be permitted.
BUMP OUT
Day
Tuesday 7th July
Delegates access finishes
3.30pm, following afternoon
tea
Please complete hand removal items by:
6.00pm
Please remove your display material promptly when finishing. Due to limited storage facilities all
exhibitor goods should be organised or booked for removal on the day of the teardown.
SPECIAL REQUIREMENTS Any special requirements, contact: Steve – [email protected]
EXHIBITION OPENING TIMES
Morning tea, lunches and afternoon teas are expected to be the busy times, so trade spaces should
be manned during allocated tea and luncheon breaks. There is a Welcome function on the Terrace
from 6pm.
Sunday 5th July
Welcome Function on the Terrace at 6pm. Trade is invited.
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Monday 6th July
8.00am ‐ 4.30pm (M/ tea 10.30am, Lunch 12.45pm, A/ tea
3.00pm) – Dinner 7 pm
Tuesday 7th July
8.15am ‐ 4pm (M/ tea 10.30am, Lunch 12.15pm, A/ tea
2.15pm)
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DELIVERY AND COLLECTION INSTRUCTIONS
DELIVERY Jupiters will accept delivery of goods on behalf of exhibitors, from Thursday 2nd – Friday
3rd July. Please refer to attachment for delivery details. Renee Roberts: 07 5592 8666
[email protected]
th
COLLECTION Please make sure all your gear is collected on Tuesday 7 July.
STORAGE AREA The organisers will make available a room to store material during the conference.
SECURITY
The venue is generally secure, and whilst every reasonable precaution is taken, the Conference
organisers and the venue accept no responsibility for any loss or damage that may occur to persons
or property at the exhibition resulting from any cause whatsoever.
THE PROTECTION OF YOUR PROPERTY IS YOUR RESPONSIBILITY
Exhibitors must make provisions for the safeguarding of their goods, materials, equipment and
displays at all times. Please be security conscious. Do not leave wallets, laptops, mobile telephones
or any easily portable items unattended, at any time, in your stand.
INSURANCE
All exhibitors should ensure their public liability policy covers their activities during this show:
Whilst all care is taken, exhibitors should make their own decisions as to whether fire and theft
cover is required. ASN Events and the venue shall not be responsible for any loss, damage or injury
that may occur to the exhibitor employees or property from any cause what so ever prior, during
and subsequent to the exhibition.
The exhibitor, on contracting for space or an exhibition stand, expressly releases the organiser and
the venue from, and agrees to indemnify same against, any and all claims for such direct and indirect
loss, damage or injury.
Exhibitors shall indemnify and hold harmless ASN Events, the venue and their agents from all liability
(damage or accident) which might ensure from any cause resulting or connected with
transportation, placing, removal or display of exhibits.
FLOOR PLAN & PROGRAM
The Trade exhibition is on the ground level of Jupiters Hotel in their convention centre. A floor plan
is available from Steve [email protected]. CONFERENCE PROGRAM: www.pca2015.org
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RULES AND REGULATIONS FOR EXHIBITORS
Whilst ASN Events’ approach to exhibition management is to facilitate the interaction with trade and
provide an environment where all trade participants can maximise the value of their investment in
this Event, please note the following rules and guidelines for exhibition behaviour. Please ensure all
of your representatives are aware of the following conditions on participation.
1. Exhibitor responsibilities - principal(s) and/or employee(s) of the exhibitor must be present in
the exhibit space at all times during the open hours of the Exhibition
2. No dismantling or packing may start before the official close of the exhibition without the
written permission of the Event Organiser.
3. Displays and decorations - merchandise, signs, decorations or display fixtures shall not be
pasted, taped, nailed or tacked to walls. No exhibit, merchandise, equipment, trunks, cases or
packing materials shall be left in any aisle, but shall be confined to the exhibit space or block
any allocated fire exit. No trunks, cases or packing materials shall be brought into or out of the
exhibit space during exhibit hours. No signs, advertising devices or merchandise shall be
displayed outside the exhibit space or project beyond limits of exhibit space, or cover any
designated fire exit sign.
4. Construction - standard space can only be supplied and constructed by the approved event
decorator. The reverse side of any wing panel extending from the back wall of the display must
be draped in order to avoid a raw exposure to a neighbouring booth. If the exhibitor does not
comply with the above standards, the Event Organiser will have the decorator drape the area
and bill the exhibitor.
5. Exhibit personnel - all participants affiliated with exhibits must be registered. Each person will
be issued an exhibitor's badge and must be employed by the exhibitor or have a direct business
affiliation. Complimentary entitlements are outlined in correspondence to your representative
and reflect overall space size and sponsorship support.
6. Amendments to exhibition layout - while every effort is made to preserve the published layout
of the exhibition, the Event Organiser shall be entitled to vary the layout if this is in the general
interest of the exhibition.
7. Subletting of exhibit space - exhibitors are prohibited from assigning or subletting their exhibit
space or any part of the space allotted to them. Exhibitors cannot exhibit or permit any
merchandise or advertising materials to be exhibited in their space which are not part of their
own regular products. It is not permitted for money to change hands (including credit card
payments) for products, merchandise, membership, or services of any kind in the exhibit hall.
Orders may be taken for payment at a later date.
8. Noise - exhibitors may not use audible electronic, mechanical apparatus, or open audio systems
which may be heard outside the exhibitor's assigned space. The Event Organiser reserves the
right to require any exhibitor to discontinue any activity which may cause annoyance or
interference with others.
9. Exhibitor conduct – the exhibitor and its representatives shall not congregate or solicit trade in
the aisles or other common areas of the venue.
10. The exhibitor shall refrain from any action which will distract delegates from attendance at any
official meeting or function of the event. The exhibitor shall not enter another exhibitor's space
without invitation or when unattended.
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11. Exhibitors are to respect the rights assigned to sponsors. These rights include (and are not
restricted to) lanyard naming rights. Using, making available or handing out alternate branded
lanyards is forbidden though exhibitor staff may use a product neutral lanyard supplied by ASN.
12. Social events - social events may not be arranged for delegates without the consent and
knowledge of the Program Committee and must never occur during the scientific program
(including the satellite symposia), or during the opening ceremony or the gala banquet.
13. Closing of exhibit – the Event Organiser shall be entitled to terminate an exhibitors
participation forthwith, close the exhibit and remove the exhibitor's property from the exhibit
space at any time for failure by exhibitor or its duly authorised assignee or any of its officers,
agents, employees or other representatives to perform, meet or observe any Term, Condition,
or Rule set forth herein, and such exhibitor shall not be entitled to a refund of any payment.
14. No storage will be permitted behind booths or within the exhibition space.
RULES AND REGULATIONS FOR EXHIBITORS
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AIS GREENWORKS PCA CONFERENCE EXHIBITOR CONFIRMATION FORM
(fax to ASN on + 61 3 5983 2223 or email to [email protected] by 1st June 2015)
1) Organisation:
2) Do you have any special exhibitor requirements?
_______________________________________________
Name:
Contact details:
3) Person in charge of stand:
Mobile:
Email:
4) Name of the complimentary included staff member:
(Note this is a check only - they must register on line using the dedicated sponsors and trade link
https://members.asnevents.com.au/register/profile/bcd99b4f
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(See page 4 of this document for instructions). For assistance please contact Emily Gangell:
[email protected]
The trade pass entitles you to attend the Welcome Function, but not the Dinner – additional passes cost $500.
5) Additional Names/Registrations:
a)
b)
Additional Staff on Site - consult Emily Gangell for assistance. Additional staff must be registered
and paid for on line https://members.asnevents.com.au/register/profile/bcd99b4f
Note: You can book accommodation at the time you register – please see website for the booking form.
Dinner tickets must be purchased on line.
Additional Trade Pass Registration
th
Dinner Tickets for Monday 6 July
$ 500
$ 120
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SATCHEL INSERTS DELIVERY INSTRUCTIONS
Deliver By 1st June 2015
An online PDF of this label is available: www.pca2015.org
To: ASN Events
AIS PCA CONFERENCE 2015
Satchel Insert
Via Australia Post or Courier To:
ASN Events
3056 Frankston-Flinders Road
(PO Box 200)
BALNARRING
VIC 3926
AUSTRALIA
Ph:
+61 3 8692 2032
Fax: +61 3 5983 2223
From (Organisation)……………………………..………
Contact Person …………………………………………
Contact phone number…………………………………
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DELIVERY TO JUPITERS
DELIVERY INSTRUCTIONS - PLEASE ATTACH ONE FORM FROM LABEL ON SEPARATE PAGE TO EACH
ITEM BEING DELIVERED
To enable us to efficiently manage the large amount of material arriving into the hotel each day, it
is essential that you complete the separate forms and attach one copy to each item being
delivered for your function/event. Your courier will also require this information to access the
loading dock for delivery purposes:
1. No parking is allowed in the loading bay – only short term drop off and pick up is allowed (up to
15-20 minutes only)
2. DO NOT LEAVE ANY ITEMS ON THE LOADING BAY AREAS AT ANY TIME, the hotel will not be
responsible for items left on the loading bay areas
3. The hotel does supply staff or trolleys for the movement of goods to and from the dock to
storage.
4. Items must be delivered Thursday – Friday prior to the event. Items will be stored in the
conference & events operations client storeroom. Conference staff will assist in the move from
Loading Dock to storage, of material delivered in person, or by courier arranged by the exhibitor.
5. At the conclusion of your function, we ask that all items be taken with you on the day. If this is
not possible, items must be picked up on the next working day after the event.
6. Each individual is responsible to seal and clearly label ALL items that are left behind
7. The hotel will not be responsible for incorrectly labelled or unsealed packages. All such items
will be stored. Any items not collected from the hotel will be disposed of after 7 days.
8. All deliveries made on pallets must be delivered on branded pallets eg CHEP or Loscam. If any
items are delivered on non branded pallets it will be the exhibitor/senders responsibility to ensure
the pallets are removed from the Loading Dock area at the conclusion of the event.
_________________________________________________________________________________
FREIGHT DELIVERY AND COLLECTION FORMS: see labels on Jupiters web site:
http://www.jupitersgoldcoast.com.au.
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