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This document contains IMPORTANT INFORMATION from the Congress organiser and exhibition service providers.
It has been designed to answer your pre-event and onsite enquiries, provide documentation to claim your exhibitor entitlements before the event and assist you in your role as an exhibitor.
It is your responsibility to share this exhibitor manual with any contractors or stand builders to ensure they comply with the necessary requirements.
You must hold a current public liability insurance policy for a minimum of AUD 10,000,000.
Entry to the venue will be denied if you have not provided a copy of this information to the Congress organizers. Check your organization’s existing business liability coverage as you may be able to extend it to attendance at the Congress if its at least AUD20M. If your business liability coverage does not have coverage of AUD20M, then, you can refer to any of the Australia sites below that service a one off PL certificate to AUD10M for this event:
If you haven’t already done so, please email a copy of your public liability insurance policy to the Congress organizer (exhibits@idadesal.org) no later than Friday 2 September 2022. Should you not hold a current public liability insurance policy, valid in Australia, please contact the Congress organizers who can arrange a policy on your behalf (fee applies).
ICC Sydney and the Congress organizer shall not be responsible for any loss, damage or injury that may occur to the exhibitor, exhibitor’s employees (public or other) or property from any cause whatsoever prior, during and subsequent to the exhibition. The exhibitor, on contracting for space or an exhibition stand, expressly releases the organizers and the venue from, and agrees to indemnify same against, any and all claims for such direct and indirect loss, damage or injury.
After you have read this exhibitor manual you will need to complete and return a number of forms or requirements to the different service providers by the deadline indicated. Failure to do so may result in the inability of appropriate service/s to be provided.
Where possible each form, or relevant section of the exhibitor manual, is hyperlinked for your convenience.
Click here for contact details of all service providers.
Exhibitors shall indemnify and hold harmless the organisers, venue and their agents from all liability (damage, incident or accident) which might ensue from any cause resulting or connected with the transportation, placing, removal or display of exhibits.
Registration details
Friday 15 August 2022
Email to Congress organiser (exhibits@idadesal.org)
Public liability insurance
(Copy of policy required)
Friday 15 August 2022
Email to Congress organiser (exhibits@idadesal.org)
Custom stand plans
Friday 16 September 2022 Email to exhibition support (cathryn.gertzos@wearemci.com)
Please note a custom stands plans permit form must also be completed and submitted to ICC Sydney.
Shell stand signage confirmation
Friday 9 September 2022 Any name signs not confirmed by the due date will be printed with the company name as supplied by the Congress organiser.
Shell scheme order forms
Friday 23 September 2022
Move In and Materials handling form
Friday 16 September 2022
ICC exhibitor manual
Read only – compulsory
Event safety guidelines
Read only – compulsory
Custom stand plans
Friday 23 September 2022
Please also provide copy via email to exhibition support (cathryn.gertzos@wearemci.com) when submitting permit form to ICC Sydney
Exhibitor Toolkit
(Includes all service and permit forms)
Friday 23 September 2022
Delivery Label
Read only
Stand types and inclusions
Click here to view the latest floor plan and exhibitor listing.
The floor plan is subject to change at the discretion of the Congress organisers.
Please make sure you collect your registration items from the registration desk when you arrive onsite, before accessing the exhibition halls 5 & 6.
You may be asked for ID to collect your registration materials. Unless other arrangements have been made, sponsor/exhibitor registrations will be available for pick up at the sponsorship and exhibition registration desk under your company name, while any delegate registrations will be available at the delegate registration desk under the name of the individual.
Harry the hirer has been appointed as the official exhibition services provider. With over 35 years in the industry Harry the hirer has set the standard for creating innovative and unique solutions for the Major Events, Exhibition & Conference and Parties industry across Australia. The impressive scope of hire equipment and services also extends to exhibition infrastructure, design, custom fit-outs, audio-visual and rigging equipment, signage production and installation.
The Harry the hirer exhibitor minisite contains important information from the exhibition service provider, it has been designed to answer your pre-event and onsite queries about your booth structure and pre-ordering of any equipment and furniture you may wish to hire for your booth.
Please Note
Each exhibitor will be sent login details directly from Harry the hirer. You will need to login into the exhibitor minisite to complete compulsory forms such as signage, power, lighting and furniture by Friday 23 September 2022.
GEL Events has been engaged as the key freight forwarding and onsite logistic partner to assist and streamline the exhibition logistics for the IDA World Congress 2022. One of the largest freight forwarders in the world, GEL specializes in exhibition and event freight forwarding logistics services both domestically and internationally, as well as onsite venue logistics providing a full door to booth solution and reverse logistics and they provide complete transport, materials handling & storage services, monitoring freight from origin through to exhibition booth, ensuring goods are handled in a professional manner and that all formalities/deadlines are met. As part of the customized service, GEL clients get the added benefit of having your goods delivered to your exhibition booth prior to your arrival, along with all services provided in one invoice, post event.
To book your freight and logistic services with GEL please use the designated online request form.
Once you’ve logged in and requested your services, a GEL specialist will reach out to confirm details and provide you with pricing.
If you prefer to do this via phone, please call +61 1300 013 533 or email pat@gelevents.com.au for further assistance.
You can view a GEL’s full terms and conditions here.
Please Note
Deliveries to and collections from the venue must take place within the official move in and move out window set by the Congress Organiser. GEL may be instructed by the Congress Organiser to remove any freight still onsite at the end of tenancy back to a local GEL depot, at the expense of the exhibitor/contractor. If you are using your own transport company, GEL is unable to sign for goods on your behalf. Please ensure you make specific arrangements with your transport provider and/or ensure you have a representative onsite at the time of delivery. GEL Events trading Terms & Conditions apply for all services provided – it is important that you are aware of these.
Key dates section
Freight forwarder and logistics (Gel Events)
Move In and Materials handling form Friday 30 September 2022
For exhibitors using their own freight company, you will need to book Delivery & Collection times using the ICC Sydney Loading dock booking form. For the Delivery Location on the form, choose either Hall/Dock 5 or 6 – Exhibition (Upper).
The International Convention Centre Sydney (ICC Sydney) have a range of services on offer for exhibitors to arrange as part of their exhibition. Everything you need to know about exhibiting at ICC Sydney can be found within their Exhibitor Tool Kit available to download from their website.
Visit the ICC Sydney Exhibitor Tool Kit to access the exhibitor services forms, including stand cleaning, utility services, food and beverage requirements, technology, and safety. Note that the ICC Sydney has sole catering rights in all areas of the ICC, including on stand catering. Exhibitors can pre-order food and beverage services for their stands using the appropriate online ICC Sydney order form. If you have any further venue enquiries, please refer to the ICC Sydney Exhibitor Services contact details.
Important
We strongly recommend you read the ICC Sydney Exhibitor Manual and Event Safety Guidelines for detailed information on the services available, safety requirements or policies, and general information to help you. Please share these documents with your stand builders as well.
Any contractors, not assigned by the Congress organisers, must complete the ICC Sydney induction in order to work onsite. Request details from inductions@iccsydney.com
For floor space only stands a custom design booth must be erected on the floor space.
Please submit a custom stand permit form to ICC Sydney for approval no later than Friday 23 September 2022 and provide a copy via email to exhibition support cathryn.gertzos@wearemci.com.
The venue and the Congress organisers will NOT take responsibility for the clearance of goods through Australian Customs. Exhibitors are responsible for the acceptance of all goods. Neither the venue, the congress managers nor the freight forwarder will accept responsibility for the safety of any items delivered in the absence of the exhibitor or their agent. The exception is if you are using the freight forwarder for your transportation requirements.
It is the responsibility of the exhibitor to ensure that the goods have arrived. To avoid delays during bump-in, we suggest utilising Gel Events as your freight company to ensure all goods have been delivered. Should you not be using the services of the freight forwarder, goods should only be delivered during the bump in days of Saturday 8 October 2022 and Sunday 9 October 2022 and a member of your organisation must be in attendance to sign for items. The exception is if you are using the freight forwarder for your transportation requirements.
For exhibitors not using the freight forwarder you will need to book Delivery & Collection times using the ICC Sydney Loading dock booking form. For the Delivery Location on the form, choose either Hall/Dock 5 or 6 – Exhibition (Upper).
Click here to view the loading dock access map.
Ensure all goods are correctly labelled (with your booth number and organisation noted).
If you are utilising the services of freight forwarder, a delivery label will be provided directly to exhibitors — please affix this to each item delivered to/sent from the ICC Sydney.
Should you not be using the services of freight forwarder, ensure all goods are correctly labelled with the provided delivery label and affix this to each item delivered to/sent from ICC Sydney.
The freight forwarder will be operating a forklift service during bump in and bump out to assist exhibitors requiring forklifts, pallet jacks and flatbed trolleys. Note that charges will apply.
Exhibitors or their stand-builders requiring a forklift during move in or move out must pre-book these services in advance with Gel Events, indicating this on the Move in and Materials handling form via the online request form. . This form must be returned to the freight forwarder. Forklift services will be made available to you during your Delivery Window.
Unpacking within the exhibition must take place in your stand area and not in the aisle ways or at another exhibitor’s stand. Aisles must be kept clear at all time.
There will be NO onsite storage facilities for packing materials and boxes. It is recommended that exhibitors consider their storage needs (of packing crates and freight forwarding materials) for the duration of the exhibition. Exhibitors may not leave boxes and packing material in the exhibition display area during the show.
Exhibitors requiring offsite storage during the show, must pre-book these services in advance withGel Events the forwarder by indicating these requirements on the Move in and Materials Handling Form via online request form (note that charges apply).
Exhibitors and contractors will not be allowed entry to the area during bump in/out unless a safety vest is worn.
Please refer to the ICC Event Safety Guidelines for further information on what is expected from exhibitors and contractors during bump in and bump out.
All portable electrical equipment, appliances and leads used on the ICC Sydney site must be tested and tagged in accordance with Australian Standard 3760:2003 and Workplace Health & Safety Legislation. Any electrical equipment found not tested will have to be done immediately or removed from the centre. For safety reasons, double adaptors are not to be used in the centre. It is the exhibitor’s responsibility to ensure that all loose cables are secured to avoid tripping hazards and are in accordance with Australian Standard 3760:2003.
As a service to exhibitors the Congress organisers are providing testing and tagging service for up to five items per exhibitor. Please visit the service desk during the below scheduled times to advise when you are ready for testing and tagging of your equipment.
Sunday 9 October 2022 12:00 – 16:00
Monday 10 October 2022 07:00 – 11:00
While every reasonable precaution is taken, the Congress 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.
If you require additional security or a physical presence in the exhibition area independent security staff dedicated to duty in your stand area can be engaged at the exhibitor’s cost. Please review prices in the event services information sheet.
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. Exhibitors are strongly advised to remove any valuable material or equipment from their booths overnight. The protection of your property is your responsibility.
The exhibition closes at 15:00 on Thursday 13 October 2022. No exhibitor may pack down or dismantle their stands prior to this time. Pack down and dismantling is to take place strictly during the following times on Thursday 13 October 2022:
Exhibitor pack down: 15:00 – 17:30
Custom stand dismantle: 17:30-22:00
At the conclusion of the exhibition, it is the responsibility of the exhibitor to label and arrange freight for all left over items.
Please ensure you have staff stationed in your exhibition booth during exhibition is open hours.
Date
Start
Finish
Description
Saturday 8 October
07:00
00:00
Floor markings and pre-set
11:00
18:00
Shell stand build commences
14:00
23:59
Space only contractor access
13:00
16:00
Registration Desk open for exhibitors only
Sunday 9 October
07:00
18:00
Custom and space only build continues
10:00
18:00
Registration Desk open for exhibitors only
10:00
18:00
Exhibitor access
12:00
16:00
Testing and tagging service
Monday 10 October
07:00
18:30
Exhibitor access
07:00
11:00
Testing and tagging service
09:00
18:00
Exhibition opening hours
Tuesday 11 October
08:30
18:30
Exhibitor access
09:00
18:00
Exhibition opening hours
Wednesday 12 October
08:30
18:30
Exhibitor access
09:00
18:00
Exhibition opening hours
Thursday 13 October
08:30
17:30
Exhibitor access
09:00
15:00
Exhibition opening hours
15:00
17:30
Exhibitor pack down—hand held items only
17:30
22:00
Shell stand and space only dismantle
*Subject to change
IDA Exhibition Department
ICC Sydney
14 Darling Drive, Sydney, NSW 2000 Australia
Exhibition Services Department
+61 2 9215 7373
Harry the hirer
General Orders
+61 2 9666 8699
SalesExhibitionsSydney@harrythehirer.com.au
Custom/Stand Upgrades
Gary Farmer
+61 2 9666 8699
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