LASA National Congress 2014 Exhibition Manual

LASA National Congress 2014
Exhibition Manual
Leading Age Services Australia is pleased to welcome your involvement in the LASA National Congress
2014 at the Adelaide Convention Centre, 20-22 October 2014. With over 100 booths on display and
800+ delegates in attendance, we wish to thank you for your participation as an Exhibiting
Organisation and look forward to a successful Congress for all.
This manual is intended to provide a comprehensive resource to ensure your involvement in this event
is a valuable experience. The manual contains important information on key deadlines, contacts,
booth upgrade options, bump in and bump out times and other necessary details. We ask that you
carefully read through each section and be sure to get in touch if you have any enquiries.
Exhibition Checklist and Deadlines
Requirement
Deadline
Contact Person
Complete
18 Aug
Complete Online
Registration Process
□
15 Sept
LASA Events
□
Additional Delegate
Registrations
18 Sept
Complete Online
Registration Process
Booth Upgrades and
Additional Items
22 Sept
Adelaide Expo Hire
□
1 Oct
Follow Email Instructions
□
1pm 15 Oct
Agility Fairs and Events
□
Final and Full Payment
Accommodation Bookings
Exhibitor Registrations
Freight Arrangements –
Delivered by
Congress App – Now Live!
The LASA National Congress 2014 now features a fully dimensional App,
compatible with both Apple and Android products. Our Congress App provides
delegates with real-time information on the Congress Program including
updates as they occur, as well as speaker bios and details on the social
functions. The App will give you the opportunity to join the Congress
conversation through live polls, surveys and social media feeds. You can also
edit and update your own profile and create your own schedule.
The App will also allow for in-depth networking and engagement, particularly
between exhibitors and delegates, as delegates can ‘capture’ exhibitor details
for further communication.
□
Important Contact Details
Congress Organisers
LASA Events
Unit 4, 21 Torrens Street
Braddon ACT 2612
Congress Venue
Adelaide Convention Centre
North Terrace
Adelaide SA 5000
Exhibition Build and Hire
Adelaide Expo Hire
31 Deeds Road
North Plympton SA 5037
Freight Forwarding Company
Agility Fairs and Events
PO Box 1328
Tullamarine VIC 3043
Telephone
Fax
Email
Contact
02 6230 1676
02 6230 7085
events@lasa.asn.au
Jacqui Murkins 0413 532 924
Hayley Brindell 0404 844 684
Contact
Telephone
Fax
Email
Web
Contact
Telephone
Fax
Email
Web
Rachel Prior
08 8210 6759
08 8210 6750
rachel.prior@adelaidecc.com.au
www.adelaidecc.com.au
Ms Kim Johnson
08 8350 2306 or 0417 859 466
08 8350 2301
kimj@aeh.com.au
www.aeh.com.au
Contact
Telephone
Email
Dianne Stubbs
02 8755 8806
dstubbs@agility.com
Exhibition Timetable
Sunday 19 October 2014
1:00pm – 5:00pm
Monday 20 October 2014
7:00am – 8:30am
8:30am – 7:00pm
11:00am – 11:30am
1:00pm – 2:00pm
3:00pm – 3:30pm
5:00pm – 7:00pm
Tuesday 21 October 2014
8:30am – 4:00pm
11:00am – 11:30am
1:00pm – 2:00pm
3:00pm – 3:30pm
3:40pm – 6:00pm*
7:00pm – Late
Exhibitor Bump-In
Exhibitor Bump-In
Exhibition Open
Morning Tea
Lunch
Afternoon Tea
Welcome Reception – Cocktail Function
(Held within the Exhibition Hall)
Exhibition Open
Morning Tea
Lunch
Afternoon Tea & Announcement of Prizes
Exhibitor Bump-Out
Congress Gala Dinner, Adelaide Oval
*Please note that Exhibitors may start packing-down from the conclusion of Afternoon Tea at 3:30pm. There
is a concurrent session being held within the Exhibition hall from 3:30pm – 5:00pm. Please be mindful of this
during pack up.
LASA Events will have hi-visibility safety vests available for exhibitors to wear during bump-in.
2
Exhibition Floor Plan
Standard Exhibition Inclusions





Standard shell scheme stand
1 x clothed trestle table
2 x chairs
2 x 120 watt spotlights
Company name on Fascia – see Fascia here




1 x power point
1 x 5amp power point
2.4m Velcro compatible covered walls
2 x Exhibitor registrations including 2 x Welcome
Reception tickets and 2 x Gala Dinner tickets
Exhibition Build and Upgrades
All booth upgrades are due to Adelaide Expo Hire
by 22 September 2014
All booth construction, inclusion and upgrade enquiries are to be made directly with Kim Johnson at
Adelaide Expo Hire (AEH). Adelaide Expo Hire have put together some customized upgrade packages
specifically for exhibitors at LASA Congress or you can head to their website for more options.
3
Freight Forwarding and Delivery Instructions
All freight arrangements must be made directly to
Agility Fairs and Events
Agility Fairs and Events are the Venue’s freight forwarding company of choice. Adelaide Convention
Centre will not accept any deliveries that come to the loading dock from external couriers. All
deliveries must come through Agility Fairs and Events.
Agility Fairs and Events have TWO options in regards to freight arrangements.
Option 1: You can fill out the Transport Form below and arrange for Agility to pick up the items directly
from your office to be delivered to the ACC. The transport form must be signed and sent Dianne Stubbs
at Agility no later than Friday 3 October 2014.
Or
Option 2: You can have the items delivered to Agility Fairs Warehouse by your own courier and Agility
will then deliver your items to the ACC. You must use the below delivery label for all items being sent
to Agility and they must arrive at the warehouse no later than 1pm Wednesday 15 October 2014.
If you decide to send your items to Agility yourself, please send the number of boxes being sent in
an email to Dianne Stubbs so they know what to expect and can get in touch if anything is missing.
LASA Events will not take any responsibility for goods that do not arrive on time. Agility will have all of
your items delivered directly to your booth by 1pm sharp on Sunday 19 October 2014.
Transport Form
Delivery Label
Collection of Goods – From Tuesday 21 October 3.30pm
If you chose not to use Agility for your return deliveries, you may use a courier company of your choice
for items that need to be collected at the end of the exhibition only. Preferably, these items should
be collected from the time of bump-out at 3.30pm on Tuesday 21 October.
However, if this is not possible, goods must be collected from the North Terrace Loading Dock between
8.00am and 4.00pm on Wednesday 22 October 2014. Any goods left behind after the closure of the
event will be removed at the cost to the exhibitor. All items requiring next day collection must be
moved to the loading dock by the exhibiting organisation.
Each box/item must be clearly labelled with: Destination, Company Name, Courier Name and a
completed Consignment note.
Important: All items being collected from the loading dock need to be scheduled in advance.
Any couriers who arrive to collect goods without a prior booking will not be accepted.
Loading Dock Supervisors
P: 08 8210 6773 E: northterracedock@adelaidecc.com.au
4
Exhibitor Registrations – IMPORTANT
Please remember to complete your Exhibitor Registrations before you arrive at Congress. If you are
the main contact for the booth booking and intend on being an exhibitor at your stand, you still need
to complete your exhibitor registration. Each booth is entitled to Two (2) complimentary registrations,
and these must be done by the actual exhibitor as there are specific questions that need to be
answered.
The main contacts for all bookings were emailed in June with dedicated links to complete their booth
registrations. If you need the email to be resent or have any questions regarding this process, please
contact LASA Events immediately.
Social Events
Don’t forget to indicate your attendance to the great line up of social events that have been organised.
Exhibitor Registrations and Full Delegate Registrations include tickets to the Welcome Reception and
Congress Gala Dinner, but you must indicate your attendance in the registration process (for catering
purposes). If you need to change your original choice or check to see what you have booked, just
follow the prompts in your confirmation email to modify. You can also purchase additional tickets for
guests to the Welcome Reception and Congress Dinner, as well as tickets to one of Adelaide’s premium
restaurants in our Taste of Adelaide Evening. See the social page on our website for more details.
Venue Exhibitor Information
Please be sure to read over the below information provided directly by the Congress Venue, Adelaide
Convention Centre (ACC). Please note, any additional exhibitor requests, specifically booth catering,
must be approved by both ACC and LASA before placing a booking.
Internet
Complimentary Service
Free wireless internet (Wi-Fi) is provided throughout the ACC and is ideal for checking emails and basic
web browsing. You can access this service is by simply entering your email address when prompted.
Actual bandwidth for this service is dependent on the number and concentration of users at one time.
Maximum speed is capped at 256kbps per connection. This service is not suitable for video streaming,
VPN connections, peer to peer file sharing or applications such as FaceTime or Skype.
Casual Use Service
Where a greater bandwidth is required, blocks of time for wireless internet can be purchased from
the Customer Relations Desk or Regattas Bistro. You will be issued a log in and password for you to
enter into your mobile device. These services must be purchased on-site and may not be pre ordered.
1 hour block - $10.00
24 hour block - $24.00
5
Storage
Access to storage for Exhibitor is between Booths 13 & 14. This area will not be monitored or secured.
LASA, Adelaide Expo Hire, Agility Fairs and Events or the Adelaide Convention Centre will not be held
liable for damage or loss of goods, or equipment while at the Congress or when placed in this storage
area.
Parking
The ACC operates the Riverbank and North Terrace car parks, which are open 24 hours per day, 7 days
per week. The Riverbank car park is accessed via Festival Drive whilst the North Terrace car is accessed
off North Terrace and is situated immediately below Halls I, J & K.
A ticket must be pulled upon entry into the car park and scanned prior to exiting at one of the
numerous pay stations located on each level. Payment can be made with cash or credit/ debit card.
Casual Parking
The following rates are applicable to each car park and all prices are GST inclusive.
0 – 1 hour $5.00
1 – 2 hours $8.00
2 – 3 hours $12.00
Maximum of $26.00 per twenty four hour period.
Early-Bird Parking
$13.00 Every Day Entry between 5.30am and 9.30am and Exit between 2:30 and 6.30pm. Outside
these times casual rates apply up to a maximum of $26.00 per twenty four hour period.
Food and Beverage
The ACC has sole catering rights for the sale and distribution of any article of food or drink for
consumption on-site. Any exhibitors wishing to distribute any food and beverage samples must seek
prior approval by both LASA and ACC before confirming.
Any exhibitors distributing food and beverage must follow the sampling guidelines:




Samples must be given away free of cost to the patron;
Samples must be items the registered exhibitor wholesales in the normal conduct of their
business or are produced by equipment used in the normal conduct of their business
Portions MUST be of a tasting style and size only:
o Food – bite size;
o Beverage – alcoholic and non-alcoholic liquid portions must be no larger than 50ml;
All tasting utensils and vessels provided by the exhibitor MUST be single use items and
disposed of immediately after use.
Should exhibitor giveaways not meet with the ACC’s guidelines an External Supply Charge of $250.00
will apply.
It is the responsibility of the exhibitor to be fully self-sufficient in terms of storage and service
equipment to their food and/or beverage sampling.
6
Stand Cleaning
General cleaning is included in the cost of the room hire to the exhibition organiser. Should you require
specific stand cleaning please complete and return Form 3 – Stand Cleaning Order Form in the
attachments of this manual.
While the greatest care will be taken in the cleaning of exhibitor stands, the ACC will not be held
responsible for any damage to an exhibitor or their contractors stand, furniture, product or signage.
Electrical Testing and Tagging
All electrical equipment entering the ACC must comply with the Australian Standards and South
Australian Occupational Health, Safety and Welfare Act 1986. This Act covers all electrical equipment
used in the workplace, including equipment brought in to the building by contractors or third parties.
The outward sign of compliance with the Act will be the equipment’s electrical test tag, compliant
with relevant standards. The ACC reserves the right to remove or replace, at the contractors or
exhibitor’s expense, any electrical equipment not complying with the Act or deemed to be unsafe
power cords which are detachable, such as IEC leads, extension leads and power boards are separate
items and need to be tested independently from the equipment they are supplied with.
First Aid and Emergency Facilities
First aid facilities are available to all users of the ACC with qualified first aid staff readily available. A
First Aid Room is located adjacent to the Customer Relations desk at the main entrance and is staffed
twenty four (24) hours a day.
Insurance and Public Liability
All exhibitors are responsible for their own insurance, including public liability. Exhibitors must provide
to a copy of their insurance policy and certified currency upon request.
Companies responsible for bringing any item into the venue which causes any damage to the ACC or
injury or damage to any property or person, either directly or indirectly will be held responsible for
the damage or injury. Exhibitors/contractors shall indemnify the ACC against all claims and all losses,
costs, liabilities and expenses incurred by the ACC, arising wholly or in part from an act or omission of
themselves or their employees, agents, contractors and guests.
Attachments
Please see below for further information from the Adelaide Convention Centre including emergency
evacuation procedures and utility availability.
Exhibitor Guide
Don’t forget to check out our Exhibitor Guide for useful tips to help you create your most
successful exhibition booth yet! Click here to download.
We look forward to welcoming you to the LASA National Congress in Adelaide!
LASA Events
P: 02 6230 1676
E: events@lasa.asn.au
7