Exhibitor Manual (please read in conjunction with QT Gold Coast –

Exhibitor
Manual
(please read in conjunction with QT Gold Coast –
Exhibition & Conference Guidelines document)
www.aqnl.org.au
AQNL CONFERENCE SECRETARIAT
1.0
IMPORTANT INFORMATION
3
VENUE
3
ENQUIRIES
3
PROGRAM TIMES*
3
EXHIBITOR REGISTRATION
4
ONSITE EXHIBITOR REGISTRATION
4
NAME BADGES
4
CONTRACTORS EMPLOYED BY EXHIBITORS
4
2.0
MOVE-IN & MOVE-OUT
5
EXHIBITOR MOVE-IN
5
EXHIBITOR MOVE-OUT
5
FREIGHT FORWARDING TO / COLLECTION FROM QT GOLD COAST
5
3.0
QT GOLD COAST
5
4.0
OFFICIAL STAND CONTRACTORS
5
ELECTRICAL / LIGHTING REQUIREMENTS
5.0
SHELL SCHEME STANDS
6
6
STAND PERIMETER
6
SHELL SCHEME PARTITIONING
6
BOOTH SPECIFICATIONS AND INCLUSIONS
6
6.0
FURNITURE & MISCELLANEOUS HIRE
7
FURNITURE
7
AUDIOVISUAL HIRE
7
INTERNET
7
7.0
GENERAL INFORMATION
7
ALLOCATION OF SPACE
7
PARKING
7
ACCESS
7
SMOKING
7
SECURITY
7
INSURANCE / LIABILITY
7
9.0
TRADE PASSPORT (COMPULSORY)
8
ADDITIONAL REFERENCE DOCUMENTS: Refer to www.aqnl.org.au – Conference | Exhibitors | Checklist
•
•
•
Trade Exhibition Floor Plan
QT Gold Coast Exhibition & Conference Guidelines
Moreton Hire Required Forms
AQNL 2014 Conference | Exhibitor Manual
© Cre8it Events
Page 2
1.0
IMPORTANT INFORMATION
VENUE
QT Gold Coast, 7 Staghorn Avenue, Surfers Paradise, Queensland, 4217
Telephone: 07 5584 1200
The Trade Exhibition will be held on the ground floor in Longbeach Room & QT Ballroom Foyer.
The Conference plenary sessions will be held on the ground floor adjacent to the Trade Exhibition in
Pipeline Room.
ENQUIRIES
All enquiries prior to the Exhibition should be directed to:
Martin Bishop
AQNL Conference Secretariat
C/- Cre8it Events
Mail:
Phone:
Fax:
Mobile:
Email:
PO Box 155, Wynnum Qld 4178
07 3348 7380
07 3319 6094
0412 733 193
info@cre8itevents.com.au
PROGRAM TIMES*
Tuesday 7 October
Exhibitor Move In
12.00pm – 5.00pm
Conference Registration
12.00pm – 6.00pm
Leadership Master Class
2.00pm – 5.30pm
Welcome Networking Reception
5.30pm – 7.00pm
(In Ballroom Foyer, Trade Exhibition Precinct)
Wednesday 8 October
Thursday 9 October
Registration & Trade Exhibition
8.15am – 8.45am
Conference Sessions
8.45am – 5.00pm
Morning Tea & Trade Exhibition
10.00am – 10.30am
Lunch & Trade Exhibition
12.45pm – 1.45pm
Afternoon Tea & Trade Exhibition
3.30pm – 4.00pm
AQNL Awards Dinner
7.00pm until late
Registration & Trade Exhibition
8.15am – 8.45am
Conference Sessions
8.45am – 3.15pm
Morning Tea & Trade Exhibition
10.00am – 10.30am
Lunch & Trade Exhibition
1.15pm – 2.15pm
Exhibitor Move-Out
2.15pm – 3.00pm
*Times subject to change. Please refer to Conference Program at Registration for final times.
AQNL 2014 Conference | Exhibitor Manual
© Cre8it Events
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EXHIBITOR REGISTRATION
All AQNL Exhibitors will be required to register for the Conference. The Exhibitor Registration Form is
available from the AQNL Conference website www.aqnl.org.au and follow the links to:
Conference | Sponsors & Exhibitors | Exhibitor Registration | Online Registration.
Registration Inclusions
Inclusive
Exhibitor
Delegate
Additional
Exhibitor Delegate
Morning Tea (WEDNESDAY & THURSDAY)


Lunch (WEDNESDAY & THURSDAY)


Afternoon Tea (WEDNESDAY)


Welcome Networking Reception (TUESDAY 7 OCTOBER)


AQNL Awards Dinner (WEDNESDAY 8 OCTOBER)


EXTRA COST $350.00
PER PERSON
Note: Shared Registration is available at a cost of $100.00 (inc. GST) to assist with rostering of staff for
the Trade Exhibition or Social Functions.
At any one time Exhibitors must not have more than the number = to the full Conference Exhibitor
delegates they have paid for staffing the Booth.
Shared registration is only to be used for swapping staff over.
Social Functions
Functions – Guest Tickets
Individual
Function Tickets
PER PERSON
Welcome Networking Reception (TUESDAY 7 OCTOBER)
AU$ 50.00
AQNL Awards Dinner (WEDNESDAY 8 OCTOBER)
AU$ 120.00
Conference Dress Code
Sessions - Smart Casual/Business
Welcome Networking Reception - Smart Casual
AQNL Awards Dinner – “Fashions on the Field”
ONSITE EXHIBITOR REGISTRATION
Registration Desk will be located on the Ground Floor of QT Gold Coast (at the entry of the QT Ballroom
Foyer):
Tuesday 7 October 2014
12.00pm – 6.00pm
Wednesday 8 October 2014
8.15am – 8.45am
Registration is necessary in order for each Organisation to collect exhibitor name badges for security, and
other exhibitor materials.
NAME BADGES
Exhibitors will be supplied with identification badges. These must be collected upon arrival from the
Registration Desk.
Please note name badges are required for access to the Trade Exhibition, so please ensure badges
are clearly visible.
CONTRACTORS EMPLOYED BY EXHIBITORS
All Contractors employed by Exhibitors must comply with the Exhibition rules and regulations.
AQNL 2014 Conference | Exhibitor Manual
© Cre8it Events
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2.0
MOVE-IN & MOVE-OUT
EXHIBITOR MOVE-IN
Exhibitors must provide their own trolleys for the transportation of items.
Exhibitor move-in will occur on TUESDAY 7 October 2014 between 12.00pm – 5.00pm.
Times are scheduled for set up to occur prior to Welcome Networking Reception and must be strictly
adhered to. Shell Scheme and furniture will be ready to occupy at this time. Whilst the Welcome
Networking Reception is being held in the Ballroom Foyer of the Trade Exhibition Precinct, the Longbeach
Room Trade Precinct will be accessible for Exhibitors who may like to encourage delegates to visit their
booth during this time. However, this is not a traditional Exhibition Opening where delegates go booth to
booth, this will happen in the following two days.
Booths located in the QT Ballroom Foyer will be exposed to delegates in session at the same time as
Exhibitor move-in. There is a scheduled break in the program from 4.00pm-4.15pm where a light snack,
tea & coffee will be served to delegates in the QT Ballroom Foyer. Booth numbers 12-18 please consider
these times when planning your move-in.
All stands in QT Ballroom Foyer and in Longbeach Room must be completely dressed and excess rubbish
removed by 5.00pm on TUESDAY 7 October 2014.
EXHIBITOR MOVE-OUT
Exhibitors must provide their own trolleys for the transportation of items.
Removal of products and exhibits will commence at 2.15pm on THURSDAY 9 October 2014 and must be
completed by 3.00pm. No Exhibitor will be permitted to remove products prior to this time.
FREIGHT FORWARDING TO / COLLECTION FROM QT GOLD COAST
The Organisers and the Venue will not accept any responsibility for the safety or well-being of any items
on, or delivered to, the site in the absence of the Exhibitor or his/her Agent or Contractor.
No goods will be accepted at QT Gold Coast prior to Thursday 2 October 2014 (be aware that Monday 6
October is a Queensland Public Holiday). Please refer to the QT Exhibition & Conference Guidelines
document stock acceptance dates/times and address for deliveries.
Remember: You must bring, complete and sign consignment notes for any stock being collected from QT
Gold Coast by a courier. Goods must be collected by midday Friday 10 October 2014.
Please refer to the “QT Gold Coast Exhibition & Conference Guidelines” which has been emailed to you
accompanying this Manual and are also available on the AQNL website – www.aqnl.org.au following the
links to Conference | Exhibitors & Sponsors | Checklist.
3.0
QT GOLD COAST
ALL enquiries regarding QT Gold Coast should be directed to:
Crystal Colahan – Event Manager - QT Gold Coast
7 Staghorn Avenue, Surfers Paradise QLD 4217 Australia
Ph: 07 5584 1101 | Email: crystal_colahan@qthotels.com.au
LOADING DOCK ADDRESS: Via Pandanas Avenue (rear of hotel) between 8.00am-4.00pm Monday – Friday
COURIER DELIVERIES: Conference & Events Operations office, Ground Floor via the Loading Dock
AQNL 2014 Conference | Exhibitor Manual
© Cre8it Events
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4.0
OFFICIAL STAND CONTRACTORS
Moreton Hire has been appointed as the official contractor for the following services:
Shell scheme construction / Electrical installation in stands / Lighting in stands / Furniture hire
Moreton Hire will assist you with stand modification and/or custom-built design and construction. Details
regarding stands and order forms for signage, electrical and lighting requirements are attached to this
document. These forms are also available on the AQNL website www.aqnl.org.au (follow the links to
Conference | Exhibitors | Checklist).
The Moreton Hire forms must be returned direct to Moreton Hire by Thursday 11 September 2014.
Should you wish to modify your stand in any way or have any special requirements, please contact Moreton
Hire directly.
CONTACT:
Peta Wright
Ph: 07 3307 4452
Fax: 07 3307 4449
E: peta.wright@moreton.net.au
W: www.moreton.net.au
ELECTRICAL / LIGHTING REQUIREMENTS
There are a number of electrical / lighting alternatives available. Please discuss these needs with Moreton
Hire.
On no account should anything be attached or wrapped around the lighting track. Exhibitors using their
own spotlights please note – only free standing spotlights are permitted. All electrical equipment must be
tested & tagged in accordance with Australian Standard 3760 & Workplace Health & Safety Legislation. Any
electrical equipment found not tested will have to be done immediately or removed from the venue.
5.0
SHELL SCHEME STANDS
STAND PERIMETER
All display material, furniture and equipment must be kept within the perimeter of the stand.
obstacles are to be placed in aisles.
No
SHELL SCHEME PARTITIONING
Under no circumstances may Exhibitors fasten articles to the stand walls in a manner that may damage
them. Any damage caused to panels will be charged to the Exhibitor. The acceptable method of display
fixing is velcro.
These items WILL NOT be supplied by either the Organisers or QT Gold Coast. It is the responsibility of
each Exhibitor to supply their own display fixing accessories.
Moreton Hire can provide assistance
regarding large or heavy items subject to prior arrangement.
BOOTH SPECIFICATIONS AND INCLUSIONS
SIZE
3.0m wide x 2.4m deep
WALLS
Coal velcro compatible fabric walls 2.4m high
FASCIA
Coal velcro compatible fabric boards with 2.1m clearance underneath. Fascia is positioned along
the front of the booth
SIGNAGE
One (1) x Company name sign with black lettering (maximum 26 characters)
LIGHTING
Two (2) x 150-watt adjustable spotlights installed to the back of each fascia
POWER
One (1) x 4amp power supply per booth
TABLE/CHAIR
Trestle Table/black cloth/2 x chairs (venue supplied)
AQNL 2014 Conference | Exhibitor Manual
© Cre8it Events
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6.0
FURNITURE
FURNITURE & MISCELLANEOUS HIRE
Each booth will be furnished with one (1) trestle table with black cloth and two (2) chairs (venue
supplied). Additional or customised furniture can also be hired from Moreton Hire.
AUDIOVISUAL HIRE
Please refer to Moreton Hire Additional Lighting & Power Request Form.
INTERNET
Complimentary internet access is available throughout QT Surfers Paradise. Note: Internet speed will be
affected by numbers accessing the service.
7.0
GENERAL INFORMATION
ALLOCATION OF SPACE
Spaces have been allocated as per the date of receipt of bookings. However, the Conference Committee
and Conference Secretariat reserve the right to adjust the plan in the interest of presenting a professional
Exhibition.
PARKING
For each Company Exhibiting, two (2) x complimentary car parks are available at QT Gold Coast.
Inhouse guests also receive one (1) x complimentary car park. Any questions can be directed to: QT Gold
Coast. Email to: crystal_colahan@qthotels.com.au | Phone: (07) 5584 1101
ACCESS
Access to QT Gold Coast is 7 Staghorn Avenue, Surfers Paradise.
SMOKING
QT Gold Coast has a “NO SMOKING” policy inside all areas of the Venue.
requested not to smoke within the Exhibition area.
Exhibitors are therefore
SECURITY
You are responsible for securing items in your booth. QT Gold Coast have been advised to ensure that the
Trade Exhibition Room (Longbeach Room) is to be locked overnight (booths 1-11). The foyer space (booths
12-17) will have the main doors closed however they are not locked and no non-AQNL traffic is expected in
the area. Booths 12-17 are welcome to move valuables into the Longbeach Room overnight after the AQNL
functions are completed. **Consider the information below with regard to coverage of equipment and
merchandise displays.
INSURANCE / LIABILITY
Neither the Organisers nor QT Gold Coast shall be liable in any way whatsoever to the Client for any loss or
damage, whether direct, indirect, special or consequential, including without limitation, loss or damage
arising out of personal injury, howsoever caused which the Client or any other person may suffer or incur
and which may, without limiting the generality of the foregoing, arise directly or indirectly as a result of
the failure or omission on the part of QT Gold Coast or the Organiser (or any officer, agent or employee of
QT Gold Coast or the Organiser) to comply with any obligation imposed hereunder or at law, negligence or
any act, matter or thing done or permitted or omitted to be done by QT Gold Coast or the Organiser in
connection with this agreement. The Client assumes all liability for any injury or loss suffered by the
Client’s agents, delegates, employees and any member of the public that is caused directly or indirectly
by the Client, its delegates, agents, or employees. The Client shall indemnify and keep indemnified, QT
Gold Coast or the Organiser from any loss so caused.
IMPORTANT NOTE: Exhibitors should consult their own insurance companies for proper coverage of their
merchandise and displays. Public Risk Insurance, All Risk Insurance, All Risks, Employer’s Liability,
Personal, Accident and Staff Insurance for your stand area should also be taken out.
Certificate of Currency – Public Liability:
All exhibitors must forward a copy of their Certificate of Currency (valid over the dates of the
Conference) to the Conference Secretariat (info@cre8itevents.com.au) by Thursday 11 September
2014.
AQNL 2014 Conference | Exhibitor Manual
© Cre8it Events
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9.0
TRADE PASSPORT (COMPULSORY)
TRADE PASSPORT QUESTIONS & ANSWERS
DUE MONDAY 15 SEPTEMBER 2014
**IF YOUR QUESTION & ANSWER ARE NOT RECEIVED BY THE ABOVE DATE, YOUR
COMPANY WILL NOT BE INCLUDED – LATE SUBMISSIONS WILL NOT BE ACCEPTED**
Trade Exhibitors - Are you planning to offer a Lucky Door prize?
Yes

No

Would you like to offer this prize as part of the Trade Passport competition?
Yes

No

If so we are happy to advertise this for you. Please provide details of prize in 10 words or less.
……………………………………………………………………………………………………………………………………………..
Trade Exhibitors – Please provide a general question for delegates to have
answered on their Trade Passport.
Example questions:
Q. What does (company name) supply?
Or
Q. Who is the person manning this stand?
Or Your question might relate to this year’s theme “Taking the Lead - Harnessing the future of our
profession”
Cre8it Events will also provide your stand with the question and answer printed to ensure you still have
quality time conversing with your target clients.
The aim is to get all delegates traversing through the Trade Exhibition – what happens when they get to
you is up to you! As you know, Exhibitors with interactive and interesting booths tend to draw the crowds!
Company Name: .……………..……………………………………………………………………………………………
Question: …………………………………………………………………………………………………………………………
…………………………………………………………………………………………………...…………………………………….
Answer: ……………………………………………………………………………………………………………………………………...
………………………………………………………………………………………………………………………………………………………..
PLEASE RETURN FORM TO:
Martin Bishop
AQNL Conference Secretariat
C/- Cre8it Events
PO Box 155
WYNNUM QLD 4178
Phone: 07 3348 7380
Fax:
07 3319 6094
Email: info@cre8itevents.com.au
AQNL 2014 Conference | Exhibitor Manual
© Cre8it Events
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