Exhibitor Manual

 
OZTek2019 – AUSTRALIAN ADVANCED DIVING CONFERENCE incorporating
the OZTek DIVE, TRAINING, TRAVEL & PHOTOGRAPHY SHOW

3 / 45 Matthew Flinders Drive, Lighthouse Beach, Port Macquarie, NSW 2444, Australia

Telephone: +61 498 964 963    Email: info@diveoztek.com.au    Web: www.OZTeK.com.au


To all Exhibitors,

Welcome to OZTek2019.


To assist you, this Exhibition Manual contains all the relevant information regarding the event.

Please study it carefully and, where indicated, ensure the prompt return or filling in of the necessary service application forms.


As the organiser of OZTek2019, I’ll be available prior and throughout the Show to answer any questions you may have. I look forward to meeting you all at the event and wish each of you a successful and enjoyable event

Note: Apart from the Insurance liability form, all the forms below can be filled out online
- if you wish for an email copy - please let Sue know on AskMe@DiveOZTek.com.au 

 

To download the Exhibitors' Manual Section 1 - 6 Click here
To download the Exhibitor Courier Delivery Label Click here
To fill in Exhibitor forms:
   • 6.1 Exhibitor Bump in form Click here
   • 6.2 Exhibitor Public Liability Insurance form (download) Click here
   • 6.3 Exhibitor Name badge form Click here
   • 6.4 Exhibitor workshop application form Click here
   • 6.5 Exhibitor Speaker form Click here
   • 6.6 Exhibitor Gala Dinner Award night form Click here
To download the Expo Direct Kits
   • Exhibitor Space ONLY Click here
   • Exhibitor Stand 3m x 3m or above Click here
   • Exhibitor Stand 3m x 1.5m Click here

Sue Crowe
Convener OZTek2019


GENERAL INFORMATION

 

KEY DATES & TIMES
Friday 15th March 2019: Bump In 13.00 – 20.00
12.00 – 20.00: OZTek & Expo Direct Help Desk Open
Delivery of booths and panels by Expo Direct Exhibitions & Events
Preliminary Erection of booths and panels by Expo Direct 13.00 – 19.00  Individual booth set-up by Exhibitors


Saturday 16th March 2019: 08.00 – 18.00
08.00 – 18.00: OZTek Help/Reception Desk Open
08.30 – 18.00: Exhibition Opens to Public
08.50 – 18.00 OZTek Conference sessions in Theatres.


Sunday 17th March 2019: 08.00 – 17.00
08.00 – 17.00: OZTek Help/Reception Desk Open
09.00 – 17.00: Exhibition Opens to Public
09.00 – 17.00 OZTek Conference sessions in Auditorium.
16.30: Tear-down of booths & Bump-out.


ADMISSION to OZTek2019

Gold Pass – Offers full two-day access to Exhibition, Speaker Presentations workshops and seminars.  AUD $275.00
Silver Pass – Offers single day access to Exhibition, Speaker Presentations, workshops and seminars. AUD $145.00
Half day morning or afternoon pass - access to Exhibition, Speaker Presentations, workshops and seminars.
AUD $ 79.00 
Session Passes – Single Speaker Ticket. One speaker plus exhibition entry AUD $ 45.00
Exhibition Entry – Single day access to the Exhibition. AUD $ 25.00

 


The Venue
Hall 4, ICC Exhibition Centre Sydney
Darling Harbour NSW 2000

Phone: +61 2 9215 7344 

 

Preferred Exhibition Contractor

Expo Direct Events & Exhibitions

Unit C4,  20-28 Carrington Road , 
Marrickville, NSW 2204
Tel +61-2-9558-2922  Fax: 1300 869 311
Contact: Tamara Kerlander
E-mail:  tamarak@expodirect.com.au    Website: www.expodirect.com.au

 

 

Freight/Materials Handling

TBC

 

Hotels

Important Note: Please book your accommodation as soon as possible to avoid possible disappointment
If you wait, you may not be able to get reasonable rates.

The Ultimo - OZTek Booking Ref:  OZ17
37 Ultimo Rd, Haymarket NSW 2000 Australia
Telephone: (02) 9281 5555 / Facsimile: (02) 9281 2666
E-mail: sales@theultimo.com.au / Website: www.theultimo.com.au


Oaks Goldborough Apartments      OZTek Booking Ref:  OZTek2019
243 Pyrmont Street, Darling Harbour Sydney, NSW 2000
Telephone: +61 2 9518 5166

Book on the website here

 

 

EXHIBITOR INFORMATION


OZTek2019 FLOOR PLAN
The latest floor-plan is available for viewing please check back frequently for latest updates.


EXHIBITOR INSURANCE

COMPULSORY FOR ALL EXHIBITORS!

It is a venue requirement and a condition of exhibiting that all stand holders have a certificate of currency demonstrating that a Public Risk Liability policy for AUD$20,000,000 for any one occurrence has been effected and is current for the duration of the event from the first set-up day until the final dismantling.

While the Organisers will endeavour to source competitively priced quotes, it is the responsibility of those companies and organisations not already in possession of a Public Liability policy to secure their own insurance coverage.

Exhibitors without the necessary policy will be unable to occupy their stand. (Click here to download the Liability Form.)


EXHIBITION SECURITY
The ICC provides in-house security professionals to ensure that the maximum level of security is maintained at all times. Although entry to the exhibition venue will be monitored during visiting hours and secured overnight throughout the exhibition period, neither the organisers of OZTek, nor the venue management can provide for every contingency that may arise.

No responsibility will be accepted for any loss or damage to exhibitors’ property.


STAND / SPACE PAYMENTS
Exhibitors are reminded to observe the payment terms and conditions as specified on their contract. Non-compliance may result in the letting of their space to another exhibitor. Please note also there are no refunds on services ordered or not utilised due to cancellation or failure to collect same.


SUB LETTING or PIGGYBACKING of SPACE
No exhibitor is allowed to sub-let or allocate space on their stand to another company without prior consent from the OZTek Organisers.


EXHIBITION MOVE-IN
Move-in times will be allocated and advised in late February and begin at 13.00 on Friday 15th March 2019. Stand preparation should be completed by 20.00 on Friday 15th March and booths manned and ready for the Opening of the Expo at 08.30 on Saturday 16th & Sunday 17th March 2019.

Please inform service providers, couriers or delivery staff of the following information:
* Name of Exhibitor / Exhibition Name
* Stand Number / Stand Co-ordinators Name
* Copy of the latest Floor-plan / Site Layout
* Copy of Venue location map

It is critical the above information is given to your courier, or the person responsible for delivering your exhibition equipment, in order for the move-in to run as smoothly as possible.

ICC reserves the right to request the name of any supplier company requiring access to the Venue. All suppliers will be inducted into the site by an ICC staff member or an AICC Staff - appointed representative. Suppliers must follow Work Health and Safety guidelines at all times, these will be enforced by all ICC staff members

A representative from your organisation must be present on delivery of goods, to sign and take charge of the delivery, ensure everything is correct and nothing goes astray.


RIGGING
ICC has in-house riggers. All signage and/or other apparatus to be hung directly from the building structure, internally or externally, are subject to written approval by ICC. Proposals for rigging must be submitted not less than twenty (20) working days prior to the event move-in. Please contact the OZTek organisers to discuss specific requirements or fill out the rigging form in the exhibitors' manual.


STORAGE AREAS
There is some storage available at the Hall for extra product storage and empty boxes etc. during the Expo. It is the responsibility of each exhibitor to ensure shipping cases and packing material are removed from the exhibit area in the interest of fire prevention.


EXHIBITION BREAKDOWN AND MOVE-OUT
Exhibit breakdown may begin at 4.30 pm on Sunday 17th March 2019. Exhibitors must be completely moved out by 8pm on Sunday Evening. Any goods remaining on the exhibition floor after the exhibition booths have been removed could be deemed as rubbish and will be removed accordingly. ANY rubbish will be removed at exhibitors cost. All large building materials, pallets etc must also be taken away or charges for disposal will apply to those exhibitors responsible (identification via CCTV footage).


CLEANING
Each exhibitor is responsible for the clean appearance of their stand and removal of any rubbish to the bins provided. Aisles will be vacuumed each morning before the Expo opens.


EXHIBITOR PASS ALLOCATIONS
Exhibitor Staff Pass Holders will receive free admission to the Exhibition on both days. Gold Pass Holders will receive admission to Exhibition, Conference, Workshop and Seminar sessions on both days. Visitor Pass Holders will receive free admission to the exhibition. These passes are valid for single day use only.

EXHIBITOR PASS ALLOCATIONS are as follows:

3 x 6 sq. Mtr Stands - 4 Exhibitor Passes
- 3 Gold Passes
- 20 Visitor Passes
 
3 x 3 Sq. Mtr. Stands

- 3 Exhibitor Passes
- 2 Gold Passes
- 10 Visitor Passes

 
3 x 1.5 Sq. Mtr. Stands - 2 Exhibitor Passes
- 1 Gold Pass
- 5 Visitor Passes

All Stand personnel must be registered with the organisers prior to the event and Exhibitors are asked to complete the EXHIBITOR Badges form in Section 6 of this manual. The completed form must be returned to the Organisers no later than the 25th January in order to gain access to the Show floor.


WHERE TO PICK UP YOUR EXHIBITOR PASSES
On arrival ALL exhibitors must report to the Registration Desk at the entrance to Hall 4 ICC Exhibition Centre. Please bring suitable identification with you in order to collect your passes.

Exhibitors will be required to wear an Exhibitor Badge at all times throughout the show.


VISITOR PASSES
Visitor Passes will be mailed or given to Exhibitors at the time of registering. It is up to the Exhibitors to give the passes to guests prior to the opening of the Show, or arranging to meet their guests outside the venue.


LOST PASSES
If you lose your pass please report it immediately to the OZTek Staff at the Registration Desk for a replacement.


SHELL SCHEME STANDS
What is included:
A basic shell scheme stand/booth is equipped with:

  • Walls: 2.5m high Velcro compatible panels.
  • Fascia: 300mm high, Velcro compatible fascia board across aisle frontages.
  • Sign: One corflute sign (1800mm long by 200mm high) per booth. Computer cut vinyl lettering (max. 26 characters.)
  • 2 x 150-watt spotlights per booth mounted on track light inside fascia.
  • One 240 volts/100 watt/4amp general purpose outlet per booth regardless of size.
  • Carpet on stand

Additional furniture and fittings other than those specified above are available through the official contractors, Expo Direct - you can download their kit from the link at the top of this page
NB. Any additional electrical work required including additional lights, single phase power points, 3 phase power or 24 hour power for refrigeration or computers should be directed to the stand contractors, using the approved service form and will be at the exhibitors cost.


POWER
All electrical installations or connections must be in accordance with both the Australian Standard 300 (SAA wiring rules) and the code of practice for Temporary Electrical Installations on building and construction sites (Occupational Health and Safety Act 1985). All work must be carried out or under the control of a certified electrical Event Contractor as agreed and approved by ATPSL.

 

EXHIBITION CONDITIONS


DISPLAY SIZE LIMITATION
No exhibit may extend above stand height (2.4 metres) unless prior approval has been obtained from the organisers. Exhibits must remain within the confines of the assigned stand at all times. Signs and easels are not permitted in aisles. Custom stands must receive prior approval from the Organisers.


DISPLAY GUIDELINES
The organisers may, at their discretion, disallow exhibits that violate established principles of good taste and that are deemed to be offensive. All exit aisles and doorways must be left clear at all times and exit lights or signs must be clearly visible above the shell scheme height of 2.5m.


SOUND ABATEMENT
The use of sound equipment etc. must be restricted to volume levels in keeping with those of normal conversation.


PROTECTION OF VENUE WALLS, FLOOR AND CEILING
Under no circumstances may Exhibitors or members of the general public; paint, drill, nail, screw or stick, anything to the walls, doors, floors, pylons or any other part of the venue. The Exhibitor is to meet the cost of any extra cleaning required or property damage caused as a result of such activities.

Signs or other exhibit materials cannot be affixed to any column, venue wall, door, etc. in the exhibition area. Sign writing or painting in the exhibition area is prohibited.

Floor coverings are to be protected at all times. The Exhibitor agrees to make good any damage attributable to exhibits/property and personnel under the exhibitors’ control.

Exhibitors are not permitted to suspend, attach or affix any material or item to ceilings, ceiling fixtures, pipes, ducts, sprinkler heads, lighting fixtures or speakers without authorisation of the exhibition organisers or venue management.


PROTECTION OF STAND WALLS
Exhibitors may use Velcro dots pins and staples on their display panels. Velcro dots will be available for sale on Friday 15th March during set-up from the Expo Direct Service Desk.

MOVING MACHINERY
Displays include any type of moving machinery or equipment likely to cause injury to a member of the public, must be separated from the public by a physical barrier and must be attended at all times.

CONTROL OF VENUE
It is the Exhibitor’s responsibility to ensure that all display material and other imported objects are kept within the perimeter of the hired space. The Floor Plan allows for emergency access and Fire Prevention requirements.

CONDUCT
It is the Exhibitor’s responsibility to ensure all staff under their control conduct themselves in an orderly and proper manner and do not interfere with or overload any fittings or other equipment relating to the supply of water, electricity, gas, heating, cooling or lighting.

All instructions given by ICC personnel and the OZTek Organisers or their representatives must be strictly adhered to.

Persons under the age of 18 years are the direct responsibility of the parent/guardian and must not be served alcohol under any circumstances.

All persons departing from the Venue and the area immediately surrounding the ICC are requested to do so in an orderly and proper manner. The ICC reserves the right to remove from the premises any person who is drunk or involved in offensive, illegal or improper conduct.


PUBLIC & TENANT ACCESS
The ICC facilities are located within the bounds of a tenanted building. All of the Hall areas, corridors, paths or stairwells, between the hours of 8:00am and 6:00pm on any weekday, form a general access area for tenants and the public. These areas must not be obstructed. Signage, displays or other material may be placed in these areas only with prior written approval of the ICC


PORTABLE LIGHT FITTINGS
Any exhibitors bringing their own portable lights or using stand contractors other than Expo Direct must ensure their lighting meets the appropriate requirements.

All electrical equipment must be tested and tagged before being used on site. (Please see Section 2.20)


POSSIBLE CHANGES TO EXHIBITION.
The floor plan, times and conditions of entry to OZTek2019 may change. Where changes are deemed necessary, all exhibitors will be notified as soon as they occur.


RETAIL POLICY
The retailing of Exhibitor products and services is to comply with the “Exhibition Sale of Goods – Terms & Conditions” as established by the Organisers.

Wholesalers and Distributors may not sell directly to the public, but may do so through retail exhibitors. Receipts must be issued for all goods sold. The OZTek Organisers will not permit the removal of any item from the exhibit hall by anyone other than the exhibitor if a sales receipt or merchandise removal pass is not provided.


'AISLE SELLING' BY NON-EXHIBITORS
This is strictly prohibited and will be rigidly enforced with the removal from the Exhibition of any individual or organisation that is not an exhibitor who attempts to sell, canvas or solicit business from other exhibitors or expo visitors.


Please report instances of non-exhibiting individuals, companies or organisations conducting aisle-selling to the organisers!!


TERMS & CONDITIONS
(Click here for Terms & Conditions)