2016 BIA Melbourne Boat Show EXHIBITORS MANUALbiavic.com.au/wp-content/.../04/...Boat-Show-Rev-1.pdf · Page 1 of 32 2016 Exhibitors Manual MBS Rev 1 2016 BIA Melbourne Boat Show

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2016 Exhibitors Manual MBS Rev 1

2016 BIA Melbourne Boat Show EXHIBITORS MANUAL

Melbourne Convention and Exhibition Centre 2 Clarendon Street, SOUTHBANK

Entrance through doors 1 & 7 Friday 17 to Monday 20 June 2016

About this Manual: This Exhibitor Manual is provided to all exhibitors to assist with preparations for the 2016 Melbourne Boat Show. Throughout this manual you will be provided with important planning information. The Exhibitor Manual is organized into sections to assist you in accessing information easily.

√ The presence of a tick in the margin indicates there is a form associated with that item. You are urged to carefully check the due date for return of all forms.

Organizer’s Office: The BIAV Organizer’s office will be located onsite. A representative from the BIAV will be located in this area to help you with any enquiries you may have or issues that may arise. On site, the Organizer’s Office can be contacted on (03) 9235 8144

Updates: To keep you fully informed, we will be providing exhibitor updates with relevant and timely information to assist exhibitors. These updates will be in the form of newsletters or emails. If you require answers to any specific questions prior to the show please call or email Monica Tonner on 03 8696 5600 [email protected].

mailto:[email protected]

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Introduction: Exhibition Dates:

Friday 17 June 10.00am – 9.00pm

Saturday 18 June 10.00am – 9.00pm

Sunday 19 June 10.00am – 6.00pm

Monday 20 June 10.00am – 6.00pm

Exhibitors will be able to access the Show one-hour prior to opening times.

*Move In Schedule: The BIAV has control of the MCEC from 12.01am Wednesday 15 June, NO exhibitors will be allowed to move in until flooring and rigging has been installed. Any exhibitors approved to display boats in the Concourse and the Yarra Grass will be required to have boats on site by 6:00am. Exhibitors will each receive specific instructions with your bump in schedule in the coming weeks prior to the event.

Move Out Schedule:

Monday 20 June from 7.00pm - Access into the halls will not commence until all patrons have exited the Show and all remaining in the hall are wearing a high vis vest Tuesday 21 June to Midday - Access into the halls requires all personnel to wear a high vis vest

Organizer’s Information:

BIAV Melbourne Boat Show Organizer

Boating Industry Association of Victoria

Monica Tonner BIAV Events Coordinator

Marine House 24 York St South Melbourne VIC 3205 Tel: 03 8696 5600 Fax: 03 9686 5334 Email: [email protected]

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List of Contractors:

Freight Forwarding, Cranage & Forklifts

Agility Fairs & Events Matthew Verdolini Event Logistics Specialist 28-32 Sky Rd, Melbourne Airport, Vic 3045 Tel: +61 3 9330 9033 Fax: +61 3 9330 3337 E-mail: [email protected]

Audio Visual Services:

Clifton Productions James Pavey Account Manager - AV 84-88 Chifley Drive Preston, Vic 3072 Phone: 03 9416 6821 or 1300 254 386 Fax: 03 9484 8166 Email: [email protected]

Rigging of Banners & Overhead Lighting

Clifton Productions Dave Miller Exhibition: Account Manager Rigging & Lighting 84-88 Chifley Drive Preston, Vic 3072 Phone: 03 9416 6824 or 1300 254 386 Fax: 03 9484 8166 Email: [email protected]

Shell Scheme & Furniture Stand Building Electrics for SHELL & OPEN Scheme Stands (Please Note all Power MUST be ordered through Exponet)

Exponet Courtney Webb Exhibition Coordinator Tel: (03) 9676 7757 Fax: (03) 9676 7788 Email: [email protected]

Public Relations Boating Industry Association of Victoria Contact: Arlene Adonis – Hawkins Marine House, 24 York St South Melbourne, Vic 3205 Tel: 03 8696 5600 Fax: 03 9686 5334 Email: [email protected]



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Stand Cleaning & Security Securevent Protection Group Contact: Melody Chen Phone: 03 9994 3763 Mobile: 0410 518 771 Email: [email protected]

Exhibitor Services Melbourne Exhibition Centre

Melbourne Convention & Exhibition Centre (MCEC) Contact: Exhibitor Services GPO Box 777 , Melbourne, Vic 3001 Phone: 03 9235 8110 Fax: 03 9235 8121 Email: [email protected]

Loading Dock – MCEC For all loading dock storage questions

Melbourne Exhibition Centre (MCEC) GPO Box 777 , Melbourne, Vic 3005 Phone: 03 9235 8385 Email: [email protected]

First Aid – Onsite BIAV First Aid / OH&S Representative Contact: John Murray Mobile: 0418 259 753 On site if first aid is required, John will be contactable via a two way radio or mobile phone.


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2016 BIA Melbourne Boat Show - Terms and Conditions, Regulations

Definitions SHOW: The Melbourne Boat Show for the period comprising 17 June 2016 to 20 June 2016

inclusive. EXHIBITOR: The Person, Company, Organization, Association or other entity taking Space and

exhibiting products and services at the Show. THE BIAV: Boating Industry Association of Victoria DISPLAY: The actual exhibit as set up or constructed by the Exhibitor SPACE: The area as designated and allocated to the Exhibitor for the purpose of display and

demonstration of products and services at the Show. CENTRE: Melbourne Convention & Exhibition Centre, 2 Clarendon St Southbank Victoria 1. The Exhibitor named in the Application to Exhibit Form ("the Exhibitor") and the BIAV agree to the

use of Space by the Exhibitor at the Show on the following terms and conditions. 2. PAYMENTS 2.1: The Exhibitor shall pay the fee specified in the Invitation to Exhibit document as follows ("the Fee")

as follows: 2.2 10 Month Plan: a: 10% of the total cost is due on the 15th day of each month leading up to the show, with the final

payment due on 15 May 2016. 2.3 Payment in 3 Instalments: An initial instalment of 10% payment due by 15 December 2015, followed by 50% on 15 March

2016 and 40% by 15 May, 2016 with a final payment by 15 May, 2016

a. The fee for Space shall be paid in accordance with these Terms & Conditions. Any Application for Exhibitor Space must be fully paid by the 15 May 2016. No further discounts will apply.

b. Exhibitors who pay all instalments on or before the due dates listed are eligible for a 15% discount of the total cost of their stand. The 15% will be deducted from the final instalment which must be received by the 15 May 2016. If final payment is not received by the 15 May 2016, the 15% discount will not apply and the total exhibit fee will increase by 15%. In the event that any sums remain outstanding at the conclusion of the event, interest will be charged at the rate of 2% per month in advance until both the outstanding amount and interest are paid.

c. All fees for Space and all other sums payable by the Exhibitor to the BIAV in respect of the Show must be fully paid for before occupying or constructing any Display. The BIAV reserves the right to remove the Exhibitor's Display from the Space at the Exhibitor's cost should the Exhibitor gain access to the Space with any fees outstanding.

d. The Exhibitor shall comply with the regulations of the BIAV contained in the Exhibitor Information and Application Brochure or as amended from time to time and notified to the Exhibitor in writing by the BIAV. The regulations shall be binding on the Exhibitor to the extent not inconsistent with these terms and conditions, Government regulation (including fire authority regulations) or the requirements of the manager of the Centre or other venue.

e. The Exhibitor shall comply with the requirements of the manager of the Centre or other venue of the Show as notified by the BIAV from time to time.

f. The Exhibitor shall comply with the directions of any Government regulation or authority from time to time. The Exhibitor acknowledges and agrees that it receives a non-exclusive right to occupy a

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Space at the Show which constitutes a contractual license and not a lease. The Exhibitor acknowledges that execution of these terms and conditions and payment of the initial instalment of 10% of the Fee or any further payment instalment will not entitle the Exhibitor to an allocation of Space unless and until the BIAV confirms its acceptance of the application and provides details of the allocation of Space. The BIAV is not required to accept the application of any person including any member or non-member of the Boating Industry Association. Acceptance of payment of the deposit will not constitute acceptance of the application in the absence of notification of allocation. The Exhibitor also acknowledges that the allocation of a particular site is at the absolute discretion of the BIAV and that the BIAV reserves the right to change this allocation at any time prior to or during the Show. The Exhibitor agrees that in the event that the BIAV does change the allocation of Space or in the unlikely event that the BIAV changes the venue from the Centre to another location then the Exhibitor shall continue to be bound by these terms and conditions.

g. The Exhibitor acknowledges that the reputation of the BIAV and Show is dependent on the business standards and ethics of Exhibitors generally and that if the BIAV has reasonable grounds to believe that these standards are not being met by the Exhibitor, the BIAV may terminate this agreement without right of refund to the Exhibitor.

The BIAV may terminate this agreement without need for prior written notice if:

h. The Exhibitor commits an act of bankruptcy or commences winding-up or there are reasonable

grounds for doubting the solvency of the Exhibitor including any cheque payable to the BIAV being referred to drawer;

i. The Exhibitor is in breach of these terms & conditions including these regulations. j. These terms & conditions may only be amended by written agreement of the BIAV. k. Unless otherwise provided in the regulations: l. The Exhibitor is not entitled to any refund of monies paid; and m. Subject to clause 13 below, the liability of the BIAV to the Exhibitor for any reason (including

negligence) shall not exceed money paid by the Exhibitor to the BIAV. n. The Exhibitor releases and holds harmless and indemnifies the BIAV and its officers and employees

from and against any liability howsoever arising (including negligence and excluding fraud) and including consequential or special damages or economic loss and whether suffered by the Exhibitor or any other person arising from or as a result of these terms and conditions or the allocation and use of Space at the Show. The BIAV will not be liable for any loss, including consequential loss, sustained by the Exhibitor as a result of such action.

o. If payment of any sum due by the Exhibitor in respect of the Show is more than seven (7) days in arrears, the BIAV reserves the right to terminate or amend the contract and sell the Space, or any part of the Space, to another party or parties. Any payments made at this stage will be forfeited and no refund will be made.

p. The exhibitor shall be responsible for the payment of and shall pay when due or otherwise demanded by the BIAV all Government fees and duties and all taxes (including those in the nature of sales tax, goods and services tax or value added tax) arising as a result of or in connection with the provision of space or other services to the exhibitor.

3: SCOPE OF SHOW 3.1 All Displays in the Show must consist of marine, boating, fishing or diving products and services

unless the prior written consent of the BIAV is granted. It is a requirement that the exhibitor agrees to display only new/unused boats and products.

3.2 The BIAV reserves the absolute right to determine the scope of the Show and to grant sponsorship

rights and displays. The Exhibitor shall not exhibit in its Display any product or service which the BIAV in its discretion determines does not fall within the scope of the Show, or for any other reason is unsuitable for the Show.

3.3 It is a requirement that companies offering tangible products for sale, must have good representation of those products on display.

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4: ALLOCATION OF SPACE 4.1 The BIAV has a policy that no Exhibitor retains rights to any location previously occupied. Stands in

particular or similar locations are not automatically reallocated to that Exhibitor. BIAV reserves the absolute right to allocate Space in the best interests of the Show, including the maximum, minimum and general dimensions of the Space.

4.2 The BIAV reserves the absolute right to refuse to allocate Space to any Applicant for Space which, in the opinion of the BIAV, does not propose to mount a display compatible with the aims, objectives and scope of the Show.

4.3 If an Application for Space is rejected, the initial payment of the fee for Space will be refunded. The BIAV reserves the right to accept or refuse an Application for Space from any Applicant who is not a member of the Boating Industry Association. The dimensions and location of Space allocated to such Applicants and the fee for Space to be paid is at the discretion of the BIAV. The BIAV reserves the right at any time to make such alterations to the Space as it considers necessary, including altering the dimensions or location of the Space.

4.4 The Exhibitor shall not sub-let, share or part with possession of the Space without the written consent of the BIAV. Where such consent has been obtained, a site sharing fee will be payable in addition to the fee for Space.

4.5 Sub-letting in this use includes renting, sharing, donating or in any way allowing another company, organization, club, person or any other entity to display, demonstrate or advertise in an Exhibitor's Space or display. Any company, organization, club, person or any other entity who is not an Exhibitor are not permitted to place stickers, placards, brochures, magazines, catalogues or any advertising material anywhere in the Show.

5: CONSTRUCTION & OPERATION OF DISPLAYS

5.1 The Exhibitor is obliged to ensure the cleanliness and tidiness of the Space occupied to a level acceptable to the BIAV.

5.2 Sale, distribution or giving away of samples of food, drink or tobacco is permitted only with the express written permission of the Centre Management and their appointed caterer and shall be subject to any terms and conditions as laid down by them through the BIAV. Liquor must not be sold, distributed or consumed on any display unless the appropriate permit has been granted. Liquor may only be consumed in designated permitted areas in the Centre.

5.3 The Exhibitor may not remove goods, displays or tools of trade during the Show without the express written consent of the BIAV.

5.4 Audio amplification and mechanical displays are only permitted where the level of sound does not cause annoyance or disturbance to other Exhibitors or the public. The BIAV is the sole judge as to whether sound levels are causing annoyance. The BIAV reserves the right to terminate the use of such equipment if sound levels are unacceptable.

5.5 Exhibitors may only use Electrical Contractors nominated by the BIAV. Electrical work may only be carried out by persons authorized by the BIAV.

5.6 Electric service to all Displays is turned off every night one hour after the official public closing time of the Show. It is the Exhibitor's responsibility to take precautions to protect all perishables and computer links and such like in their display which may be affected by the disconnection of electric power service. Please contact the Organizer’s office if you have any concerns.

5.7 All Displays and other construction work carried out by the Exhibitor or its contractor, including but not limited to, the physical dimensions, materials used, access to Fire Equipment or Fire Escapes, of any Display or goods must be in accordance with the rules and regulations and requirements of the BIAV, the Centre Management and any applicable statutes or statutory rules or regulations. The Exhibitor is liable for any monetary or other penalty imposed for non-compliance with statutory rules or regulations.

5.8 The Exhibitor will be liable for payment of any fines or penalties incurred by the BIAV that are caused by the action of, or infringement of regulations by, persons or companies engaged by the exhibitor.

5.9 Materials used in construction and/or decoration of the Display must not be readily ignitable or be capable of emitting toxic fumes should ignition occur. The use of crepe paper, corrugated cardboard, straw, untreated hessian or PVC sheeting (except on floors as a protective membrane) is strictly prohibited.

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5.10 The installation of any fuel burning appliance is prohibited unless permission is granted in writing from the Centre Management.

5.11 The Exhibitor shall not store any inflammable fuels inside the Centre. 5.12 The Exhibitor shall ensure that fire extinguishers and fire fighting equipment are at all times visible

and accessible and are not removed from their correct location. 5.13 The Exhibitor shall not bring any substances into the Centre which, in the opinion of the BIAV or

Centre Management, are of a dangerous, inflammable, explosive or objectionable nature. Batteries must be disconnected unless permission is granted in writing from the Centre Management.

5.14 All Displays must be confined to the Space and no part of a Display shall protrude beyond the boundaries of the Space. Exhibitors are not permitted to erect any overhead structure, sign, banner or the like over aisles.

5.15 The BIAV will provide carpet floor covering as part of the Space. Exhibitors must not remove, alter, damage or cause to be damaged the floor covering provided. The Exhibitor is liable for any damage to the floor covering or the Centre caused by such actions.

5.16 The Exhibitor must not lay any other floor covering either by removing and re-laying, or over the floor covering supplied as part of the Space without the express written consent of the BIAV. Any other floor covering that may be approved by the BIAV must be supplied and laid at the Exhibitor’s sole expense.

5.17 Dividing walls between Exhibitor's Displays and back walls must not be higher than 2.4 metres high. All such walls must be lined on both sides unless the wall directly abuts a wall that is part of the Centre.

5.18 Placement of all walls must be approved by the BIAV and at the sole discretion of the BIAV. 5.19 The Exhibitor is liable for any damage to walls, floors, floor covering or any part of the Centre in the

Space allotted. The Exhibitor must not paint or otherwise alter the walls, floors, floor covering or any part of the Centre.

5.20 The Exhibitor shall not attach signs, banners or any material to the ceiling, walls, windows, railings or other surfaces of the Centre. The Exhibitor will be liable for the cost of removing such signs, banners or material.

5.21 The Exhibitor must move or alter any part of their display that breaches any rule, regulation or condition of this agreement, or that the BIAV deems to be prejudicial to the conduct of the show or to other Exhibitors.

5.22 It is a requirement that exhibitors install suitable guards at the front of trailers to reduce the incidence of potential injury to Show patrons.

6: ADVERTISING

6.1 The Exhibitor acknowledges that all intellectual property and other rights, title and interest in the Show and all associated names, logos or marks of the Show or the BIAV are the property of the BIAV.

6.2 Any advertising conducted by the Exhibitor at the Show must meet reasonable standards as to noise, decorum and presentation as may be determined by officers of the BIAV in their absolute discretion and must not be offensive in any way.

6.3 The Exhibitor agrees to conduct advertising relating to the Show in a manner which will enhance the reputation of the Show and if an officer of the BIAV provides written notice to the effect that any advertising conducted prior to or at the Show does not enhance the reputation of the Show then the Exhibitor will immediately cease that advertising.

7: CONDUCT OF EXHIBITOR

7.1 The Exhibitor is required to maintain the dignity and atmosphere of the Show in its displays and demonstrations, agrees not to advertise, display or act in a manner which in the opinion of the BIAV is either sexually or racially discriminatory or demeaning or goes beyond generally accepted standards of conduct. The Exhibitor must take steps to rectify any breach of the above on instruction of the BIAV.

7.2 The BIAV reserves the right to reject any Display or demonstration and to take necessary steps to stop any disturbance or nuisance during the Show.

7.3 The Exhibitor is not permitted to conduct or permit any lottery, raffle, guessing competition, game of chance or sideshow during the Show without the express written consent of the BIAV.

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7.4 The Exhibitor shall ensure that the Display is open to view and staffed by competent representatives during the entire time the show is open to the public. If the Exhibitor fails to open its Display or uncover its exhibits during the official opening hours of the Show, the BIAV may do so and the Exhibitor is liable for any costs thereby incurred by the BIAV. The BIAV will not be liable for any loss, including consequential loss, sustained by the Exhibitor as a result of such action by the BIAV.

7.5 The Exhibitor shall not exhibit its products or conduct its business from any area other than its allocated Space. Exhibitor’s promotional staff are not to roam areas outside of specified stands.

7.6 If the BIAV in its discretion considers any practice of the Exhibitor to be objectionable, likely to discredit the Show or the recreational boating industry or likely to cause customer dissatisfaction, the BIAV reserves the right to order the Exhibitor to cease the practice and/or quit the Space. The BIAV will not be liable for any loss, including consequential loss, sustained by the Exhibitor as a result of such action by the BIAV.

7.7 The Exhibitor shall not do or permit to be done anything which may cause any licence or permit issued or in force in respect of the Centre or any part thereof to be or become liable to be forfeited, suspended or not renewed.

7.8 The Exhibitor shall ensure that the aisles and passageways on or adjacent to the Space are kept completely free from obstruction during the Show.

7.9 The Exhibitor shall immediately notify the BIAV of any accident to or defects in the water pipes, lights or other electrical fittings in the Centre. The Exhibitor shall not misuse, overload or interfere with any such pipes, lights or other electrical fittings.

7.10 Smoking is not prohibited in the Centre at all times during the Show. Any Exhibitor, their staff, agents, associates or contractors found smoking in the Centre at any time during the Show are deemed to be in breach of contract and the BIAV reserves the right to immediately terminate this contract. The Exhibitor will be liable for any costs, fines or penalties imposed on the BIAV by the Centre Management or any statutory authority in respect of the Exhibitor, its staff, agents, associates or contractors found smoking in the Centre at any time during the Show.

7.11 The BIAV places a high value on the rights of all individuals and the Centre has no place for offensive behaviour, harassment or discrimination on any grounds including, but not limited to race, gender, religion, national origin, age, veteran status, or disability.

7.12 Disorderly and offensive conduct will not be tolerated, this includes but is not limited to, using discriminatory, abusive, or threatening language, fighting, provoking a fight, or attempting bodily harm or injury to another person, or threatening physical action or injury in the Venue; or other conduct which threatens or endangers the health, safety, or well-being of any person.

7.13 Respect for property and standards of safety are important and an Exhibitor must not do or be involved in any of the following:

a. Wilful or negligent damage to property. b. Theft or dishonesty. c. Tampering with or wantonly destroying data, records, or other information. d. Unauthorized use of any equipment in the Centre. e. Possession of firearms, explosives, or other lethal materials. f. Possessing, drinking, or being under the influence of intoxicants within the Centre g. Unlawful possession, use or distribution of alcohol within the Centre h. Refusal to obey BIAV or Centre Management security officials. i. Refusal to obey requests or instructions from BIAV staff. j. Failure to comply with safety rules, regulations or common safety practices.

7.14 In such an event, the BIAV or Centre Management security may be called and the person or persons escorted from the Centre and will be barred from entry for the duration of the Exhibition. The BIAV will not be liable for any loss, including consequential loss, sustained by the Exhibitor as a result of this action by the BIAV

8: DELIVERY & REMOVAL OF GOODS & DISPLAYS

8.1 Exhibitors and their contractors will be given access to the Centre during the Show only through doors designated and at times allocated by the BIAV. Exhibitors shall cooperate with Centre Management and the BIAV and their staff or agents and follow traffic, parking, entry and exit directions as issued by them.

8.2 The BIAV and Centre Management accept no responsibility for the safety of vehicles and their contents during the Show.

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8.3 Any damage caused by delivery vehicles entering the Centre on behalf of the Exhibitor shall be repaired at the cost of the Exhibitor.

8.4 All packing cases, packing material, boxes cartons and such like shall be removed from the Centre prior to the opening of the show and shall not be stored so as to obstruct access to the Centre.

8.5 The Exhibitor shall not dismantle or remove any part of its Display at any time during the days the Show is open to the public without written approval from the BIAV.

8.6 All Displays, goods and exhibits must be removed from the Centre by Midday Tuesday 21 June 2016.

9: LIABILITIES & INDEMNITIES 9.1 The BIAV, the Centre Management, and all of their employees, agents and other representatives shall

not be liable, and are hereby released from liability, for any damage, loss (including consequential loss), harm or injury to the person or property of the Exhibitor or any of the Exhibitor's employees, agents and other representatives, however caused, which may arise directly or indirectly during or in connection with the Show, and in particular arising from: a. The condition of the Space and the Centre, any Display or structure erected thereon and any

action occurring therein. b. A total or partial failure of the public utility services supplied to the Centre caused by any factor

beyond the reasonable control of the BIAV. c. The Show being affected by industrial disputes, blackouts, riots or any other cause.

9.2 The Exhibitor must produce to the BIAV a Certificate of Currency of Public Liability Insurance Policy with coverage of Ten Million Dollars ($10,000,000) endorsed for the Show. This Certificate must be produced prior to, the final payment for Space.

9.3 The Exhibitor shall comply with all applicable legislative requirements in relation to worker's compensation insurance.

9.4 The Exhibitor shall not do or permit to be done anything in relation to the Centre or Show whereby any insurance effected by the Centre Management or the BIAV may be rendered void, voidable or in any way unenforceable against the insurer or whereby the premium payable on the insurance may be liable to increase. The Exhibitor shall pay to the BIAV on demand all amounts payable by way of costs or increased insurance premiums on any policy of insurance so affected.

9.5 The Exhibitor shall indemnify the BIAV and its employees, agents and other representatives in respect of all actions, claims, demands, proceedings, suits, costs, damages, expenses and losses whatsoever (including but not limited to loss of profits, any compromises of actions, claims, demands, proceedings or suits and all legal costs on a solicitor-own client basis in respect thereof) which the BIAV and its employees, agents and other representatives may suffer or incur by reason of or in relation to: a. any act, default or omission on the part of any one or more of the Exhibitor, its employees, agents,

invitees, licensees, patrons, contractors and sub-contractors; any act, default or omission on the part of any one or more of the employees, agents, invitees, licensees, patrons, contractors and sub-contractors of the BIAV when acting under the direction, order or control of any one or more of the Exhibitor, its employees, agents, contractors and sub-contractors;

b. the Exhibitor withdrawing from the Show; or c. any accident, damage, death or injury suffered by any person or the property of any person in or

using or entering or near the Centre and occasioned wholly or partly by any act, default or omission of any one or more of the Exhibitor, its employees, agents, invitees, licensees, patrons, contractors and sub-contractors.

10: GENERAL 10.1 The BIAV reserves the absolute discretion to refuse admission and to exclude or eject any person

from the Centre including all Exhibitors or any of their employees, agents or associates. 10.2 The BIAV shall determine the hours the Show is open to the public and reserves the right to

determine the rates to be charged to the public for admission to the Show. 10.3 The BIAV will on request issue the following admission passes:

a. Exhibitor Identification Passes – issued to Exhibitor’s staff manning the stands on a permanent basis.

b. Daily Exhibitor Passes – available for purchase and issued to Exhibitor’s staff manning stands on a daily basis.

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c. Media Passes available prior to MBS from BIAV Office or onsite from the Organizers Office d. Move In/Out Passes – for use by delivery staff or contractors during move-in/-out periods. e. VIP Guest Tickets – available for purchase by exhibitors and members of the Association.

10.4 Only admission passes issued by the BIAV will be valid. The BIAV reserves the right to limit the

number of passes issued according to the size of the licensed area. The BIAV reserves the right to withhold or confiscate passes from exhibitors who breach the ticket allocation procedures or fraudulently use issued passes.

10.5 The BIAV reserves the right at all times to postpone or amend the stated dates for the Show to a date or dates that are, in the opinion of the BIAV most applicable for such a Show, utilising this right only where circumstances necessitate such an action, and without liability to the BIAV and its sponsors.

10.6 In the event of a Space being jointly allocated to two or more Exhibitors each of such Exhibitors is jointly and severally liable for any monies payable hereunder.

10.7 Exhibitors will be granted access to the Centre one (1) hour prior to the admission of patrons on each day the Show is open to the public.

10.8 The Exhibitor shall comply with all lawful and reasonable directions issued by the BIAV's appointed security guards.

10.9 The BIAV may terminate the contract if: a. the Exhibitor breaches or evidences an intention to breach any of the covenants, regulations,

terms & conditions expressed or implied in the Contract; b. a receiver or official manager is appointed to any property of the Exhibitor or any guarantor

of its obligations under the Contract; c. any order or resolution is made for the winding up of the Exhibitor or any guarantor of its

obligations under the Contract (other than for the purpose of amalgamation or reconstruction);

d. any of the property of the Exhibitor is assigned; e. the Exhibitor is a person and he or she becomes bankrupt or has a sequestration order made

against him or her; f. the BIAV is of the opinion that there is a real possibility that damage may be caused to any

of the Centre, its facilities or its equipment as a result of the Exhibitor g. exercising any right under the Contract, or that such exercise may cause injury to patrons of

the Show or that the manner in which the Exhibitor uses or proposes to h. use the Space is illegal or otherwise contrary to law or likely to injure the reputation of the

BIAV, the Centre or Centre Management. 10.10 Upon such termination, the BIAV will be entitled to remove all Display, goods or property of the

Exhibitor from the Space and to send all Display, goods or property, at the risk and expense of the Exhibitor, to the address of the Exhibitor specified in the Contract. All sums paid by the Exhibitor to the BIAV in respect of the Show will be forfeited without prejudice to any right or claim which the BIAV may otherwise have.

11 The BIAV has the full power to interpret and to make or amend these Rules, Regulations, Terms and Conditions provided that such amendments and additions do not diminish the rights reserved for the Exhibitor under this agreement and shall not operate to increase the liabilities of the BIAV any right or claim which the BIAV may otherwise have.

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General Information Admission Prices:

Adults (18yrs and over) $20 inc GST 2 day Adult pass $30 inc GST Family (2 adults with up to 3 children) $45 inc GST Pension Concession Card Holder/Full Time Student $14 inc GST Seniors Concession Card Holders $18 inc GST Child (6 – 17years) $3 inc GST Child under 5years Free

Audio-Visual Equipment: The official supplier of Audio Visual requirements for the 2016 Melbourne Boat Show is Clifton Productions. Please contact: James Pavey 03 9416 6821 Email [email protected]

Banking:

Automated Teller Machines (ATMs) ANZ, Westpac, Commonwealth Bank and National Australia Bank ATMs are located on the concourse. Other ATMs are located in the foyer of the Crown Casino or the DFO South Wharf adjacent to the exhibition venue. Bank Locations: Listed below are the major banks located closest to the exhibition venue. International visitors are advised that foreign currency or travelers cheques may be exchanged for Australian currency at any bank branch.

ANZ Bank 307 Clarendon St, South Melbourne

Westpac /Bank of Melbourne 301 Clarendon St, Sth Melbourne

Commonwealth Bank 277 Clarendon St, Sth Melbourne

National Bank 260 Clarendon St, Sth Melbourne


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Boat Show Attractions:

Boat Handling Course: Once again the BIAV will be offering a free half day boat handling course with the purchase of a boat from any dealer at the Show. The course will be a one on one session with qualified instructors covering the basics of boating including:

• Boat Trailers – maintenance • Reversing – boat trailer • Launching safely and efficiently • Close quarter maneuvers • Coming alongside

• Use of fenders • Use of lines • Safe boat operation • Retrieving vessel back on the

trailer • After use care of the vessel

The objectives of the offer are to:

• Encourage sales at the Show • Encourage new people into boating • Give new boat owners confidence to enjoy their new boat • Provide a highly promotable angle for the Show

Procedure: Dealers will be issued with vouchers that they will be required to complete and hand over to the new boat owner. The voucher will instruct the new boat owner to go to the Organisers Office to register their purchase and receive further details on redeeming the offer. The voucher will include:

• Boat Owners name, address and contact number. • Dealer name and name of personnel issuing voucher. • Make and model of boat purchased. (*Note that dealer sales information will be kept

confidential)

Boat Licence Course: The Australian Volunteer Coast Guard will be conducting boat licence testing during the Show from Friday to Sunday starting from 11.30am. Each session will consist of a thorough Power Point presentation followed by a boat licence test. Bookings a must please contact Lyn 03 9598 9092 or report to the Coast Guard’s Office located upstairs in Hospitality Suite 2 (via Organizers Office).

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Family Activities On stage:

Overview: The 2016 Melbourne Boat Show will provide Family Entertainment at its best.

River2Surf will be operating kid’s fishing clinics. Kid’s Fishing Zone (0-6yrs) and a Casting Clinic (Kids & Adults). Outside we are set to activate the Yarra River with Fishing Clinics across various times during

the show for kids (6+). Our favorite “Flathead Fred’s Fun Fishing Show” Face Painting and Roving Pirates

Presenters:

Con Panayides presents “Catch of the day, in Port Phillip” An educational insight on what fish are found in Port Phillip, How to store you fish after catching, How to fillet and prepare your fish for cooking & What fish for what dish.

Paul Worsteling (iFish - Life’s Better with a Boat) Lee Rayner (Fishing Edge - Life’s Better with a Boat) Paul Carter, (Squid King - Life’s Better with a Boat) Darren Finkelstein (Places to go Boating in Victoria - Life’s Better with a Boat)

Catering:

The MCEC has the sole catering rights for all food or drink within the MCEC. Exhibitors are not permitted to bring food and beverages into the venue from outside sources. Exceptions may be granted in relation to events involving food and/or wine tastings, however these must be discussed with the BIAV and approved by the MCEC. Further details are available in the MCEC Exhibitor Services Kit (available on the MCEC website) http://mcec.com.au/plan-an-event/exhibiting/ including the sampling form required to be submitted to the MCEC. Exhibitors may arrange accounts for kiosk, for this facility all arrangements need to be made directly with the MCEC. Refer also to the MCEC Exhibitor Services Kit

Stand Catering: For all your private catering needs, the MCEC offers an extensive menu selection. Please refer to the MCEC Exhibitor Services Kit or contact Exhibition Services on (03) 9235 8110 to obtain further information.

Exhibitor & Members Lounge: An exhibitors & members Lounge area will be situated on site across from the Organizers Office Please contact the BIAV for further details. This site is external to the Organizers Office. Exhibitors will be provided full tea and coffee making facilities and a comfortable area in which to take a break in. Fax & photocopying services will also be provided from this lounge.

http://mcec.com.au/plan-an-event/exhibiting/

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Exhibitor & Members Dining Room: A dining room for exhibitors & member’s will be available upstairs above the Organizers Office offering quality meals at an affordable price. The dining room will be open on all Show days. Access to the dining room is via the Organizer’s Office.

Media Centre: A Media Centre is available with high speed internet access and normal media Centre facilities and directly aligned to the Show Organizers Office. All media are advised to contact Arlene Adonis-Hawkins on 03 8696 5600 or email: [email protected]

Competitions on Stands:

Exhibitors intending to run competitions on their stands over the value of $5,000 must contact the Victorian Casino and Gaming Authority on (+61) 1300 182 457 or (03) 9651 3333 at least one month prior to the Show to ensure compliance with current regulations. Details of any competition must also be sent to the BIAV for approval one month prior to the Show.

Contractors: The Organizer has appointed contractors for specific services – refer to Contact List in the first section of this manual. Unless otherwise stated, exhibitors are responsible for making their own arrangements for services required. It is the responsibility of all exhibitors to see that their contractors or agents are familiar with the Rules and Conditions of the Show and are registered contractors with the Melbourne Convention & Exhibition Centre.

Exhibitor Access prior to the Show Opening:

Exhibitors will be granted access to the Show one hour prior to the doors opening to the public each day. In order to maintain security, Exhibitors will not be permitted into the Show prior to this time. Exhibitors must leave the Show when requested at the close of trade each day (generally within 30 minutes after closing)

Exhibitor Badges:

Complimentary Exhibitor Badges will be supplied to 2016 BIAV Melbourne Boat Show exhibitors. Badges must be worn by all members of staff working on exhibitor stands for the duration of the Show. Exhibitor Badges permit access to the Melbourne Convention & Exhibition Centre for the duration of the Show, including move in and move out. They will only be issued to bona fide staff of exhibitors and are non-transferable. Exhibitors will be required to show their Exhibitor Badges to security staff at the commencement of each day. Please confirm your badge request prior to Friday 20 May 2016 to ensure we can provide you with your badges.


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The BIAV reserves the right to reject any application for Exhibitor Badges. The number of badges issued is strictly limited according to the size of space booked. Badges will be allocated on the following basis:

Space No. Permitted Space No. Permitted

Up to 15 mP

2P Maximum of 4 101 mP

2P – 500 mP

2P Maximum of 16

16 mP

2P – 23mP


2 P- 1000 mP

2P Maximum of 25

24 mP

2P - 50 mP


2P – 1500 mP

2P Maximum of 35

51 mP

2P - 100 mP


2P- 2000 mP

2P Maximum of 40

Exhibitors Badges are to be COLLECTED from the Organizers Office at the MCEC from Wednesday 15 June 2016 after 11am ** Badges will not be mailed out **

√ T Please complete Form D in the Forms section

To apply for your Exhibitor Badges please fill out Form D in the Forms Section of this manual and return to [email protected] or call 03 8696 5604 prior to Friday 20 May, 2016. Any forms received after this time will result in a charge of $5 per badge. Also note, you may purchase additional badges over the amount allocated to your stand at a charge of $30 per badge.

Important: Please note that any badges being used by a person not named on the badge will have the badge confiscated and be excluded from the Show.

Car Parking:

Where to park: There are five car parks available for visitors to MCEC:

1. MCEC basement car park – enter via Normanby Road 2. Siddeley Street car park – enter via Siddeley Street 3. Freeway car park – enter via Munro Street or Normanby Road 4. South Wharf retail car park – enter via Normanby Road 5. Corner of Montague and Munro Streets car park – enter via Munro Street

Car parks are operated by the following third parties and are not managed by MCEC: Car parks 1, 3 & 4: Wilson Parking, phone +61 3 9224 0301 (work hours), 1300 555 320 (24 hours) or email [email protected] Car parks 2 & 5: Care Park, phone +61 3 9682 1733 or email [email protected] Note: Parking rates may change without notice.




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MELBOURNE EXHIBITION CENTRE PARKING 1060 undercover parking spaces available, managed by Wilson Parking. Entrance and exit off Normanby Road. Open 24 hours, seven days a week Fees (weekdays including public holidays):

0.0 - 1.0 hour $14.00

1.0 - 2.0 hour $28.00

2.0 - 3.0 hour $42.00

3.0 - 4.0 hour $56.00

Lost ticket $56.00

Evening rate Monday to Thursday: $16.00, entry from 6.00pm and exit before 6.00am the next day. Casual rates will otherwise apply. Friday: $20.00, entry from 6.00pm and exit before 6.00am the next day. Casual rates will otherwise apply. Weekend rate $20.00, per exit, per day. Casual rates will otherwise apply.

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Earlybird rate: Monday to Friday: $17.00 entry between 6.00 – 9.00am and exit between 3.00pm - midnight. Casual rates will otherwise apply. Please note - All MCEC car park patrons will be directed to car park Door 1 during overnight closure (8.00pm – 6.00am), to access the external areas of South Wharf Promenade.

SIDDELEY STREET CAR PARK:

a. Enter via Siddeley Street – 24 hour operation Care Park, phone +61 3 9682 1733 or email [email protected] Casual Rates:

b. Monday to Friday (Enter between 6.00am and 4.00pm) Per hour (or part thereof) for the first two hours $11.00 Per hour (or part thereof) for the third hour $8.00 For each additional hour (or part thereof) $5.00

c. Early Bird: Monday to Friday (Enter between 6.00am and 9.00am and exit between 12noon and 12midnight) Early Bird rate $16.00

d. Evening Flat Rate: Monday to Thursday (Enter after 4.00pm and exit before 6.00am next day)

e. Flat rate $10.00 Evening Flat Rate: Friday (Enter after 4.00pm and exit before 6.00am next day) Flat rate $11.00 Saturday, Sunday & Public Holidays (Enter and exit between 6.00am and 6.00am next day) $11.00

FREEWAY CAR PARK:

a. Located at Munro Street under the Westgate Bridge Access via Normanby Road and Munro Street Wilson Parking, phone +61 3 9224 0301 (work hours), 1300 555 320 (24 hours) or email [email protected] Day Rate Casual hourly $8.00 Daily maximum $40.00 Lost ticket fee $50.00 Evening Rate (Monday to Thursday) (Enter after 6.00pm and exit before 6.00am the next day) Flat rate $10.00

b. Note: Discounted parking rates are available for exhibitors, contact Wilson Parking for discount rate and conditions.

SOUTH WHARF RETAIL CAR PARK:

a. Enter via Normanby Road – 24 hour operation Wilson Parking, phone +61 3 9224 0301 (work hours), 1300 555 320 (24 hours) or email [email protected] Day Rate Casual hourly $8.00 Daily maximum $40.00 Lost ticket fee $50.00 Evening Rate (Enter after 6.00pm and exit before 6.00am the next day) Flat rate $10.00

CORNER OF MONTAGUE AND MUNRO STREETS CAR PARK: a. Pay and Display – Enter via Munro Street Care Park, phone +61 3 9682 1733 or email

[email protected] b. Casual hourly $6.00 per hour c. Daily maximum $11.00 d. Event Days (Saturday and Sunday) e. Flat rate $12.00 f. Note: This car park uses Pay and Display ticketing machines to issue valid parking tickets.

Correct change is required for these units. City of Melbourne parking infringements apply

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For further details http://mcec.com.au/your-visit/getting-there/?utm_source=Car+Park+eDM+-+March+2016&utm_campaign=5f9a327b86-Car_Park_and_Event_Services_Changes_Cust3_18_2016&utm_medium=email&utm_term=0_b0127caf83-5f9a327b86-

Exhibits Requiring Special Approval:

Exhibitor displays which include UanimalsU, Uhelium balloonsU or Ufood tastingU as part of their exhibit are required to submit a proposal in writing to the Organiser. A written proposal must be forwarded to the Organizer prior to Friday 20 May 2016, briefly outlining the purpose of the display and how it will be used. Please refer to the MCEC Exhibitors Services Manual http://mcec.com.au/plan-an-

event/exhibiting/

Fire Proof Material: Any material used for stand construction or display purposes must conform to the following standards:

• Non-combustible and inherently non-flammable material; • Durable, flame-proof fabric; • Self-extinguishing plastic; • Plywood, hardwood, pulpboard or fibreboard rendered flame-resistant by a process of

impregnation acceptable to the Authorities. If material other than that described above is to be used, floor plans and descriptions of material must be submitted to the Organizer prior to Friday 20 May 2016. If you have any concerns about your stand please contact the Organizer.

Exhibit Stands requiring additional safety precautions: If your exhibit contains any features listed below, please contact the Organizer to discuss any special approvals and safety steps that may be required. If you require detailed information relating to stand construction please refer to the MCEC Exhibitors Services Manual http://mcec.com.au/plan-an-

event/exhibiting/

1. A second storey 2. A solid ceiling or roof area more than 18 square metres 3. A structure more than 2.4 metres high 4. A motor vehicle 5. Dangerous Goods (as listed in the Victorian Dangerous Goods Storage and Handling Regulations

1989) 6. A discharge of noxious waste 7. LPG gas cylinder and overnight storage requirements 8. A cylinder containing compressed gas (other than LPG) 9. A naked flame (eg a candle) 10. Lighting lower than 2.2 metre above floor level. All portable light fittings used in the Centre are

required to have Certificate of Approval or Suitability from an Australian or New Zealand Electrical Safety Regulator.

http://mcec.com.au/your-visit/getting-there/?utm_source=Car+Park+eDM+-+March+2016&utm_campaign=5f9a327b86-Car_Park_and_Event_Services_Changes_Cust3_18_2016&utm_medium=email&utm_term=0_b0127caf83-5f9a327b86-

http://mcec.com.au/your-visit/getting-there/?utm_source=Car+Park+eDM+-+March+2016&utm_campaign=5f9a327b86-Car_Park_and_Event_Services_Changes_Cust3_18_2016&utm_medium=email&utm_term=0_b0127caf83-5f9a327b86-





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Exponet - Help Desk:

A Help Desk for all stand construction and electrical inquiries will be operated by Expo Hire during the move in stage. Thursday 18 June from 7am to 6pm and opening Friday 17 June from 7am to 11am. Help desk ill be located in front of the Organizer’s Office at the front of the hall.

Filling of Water Tanks:

Exhibitors requiring tanks to be filled on stands must advise the organizer prior to move in.

First Aid, Emergency and Medical Assistance:

A dedicated BIAV First Aid/OH&S Representative will be on site during the move in, move out and operational periods of the Show. All first aid requirement are to be directed to John Murray, the BIAV First Aid/OH&S representative, if additional assistance is required security, guards are first aid trained. In the event of an incident the First Aid Representative should be contacted via two way radio from the closest security guard, the BIAV office, or via mobile phone, to provide assistance as soon as possible. John Murray’s contact details will be located on the back of the exhibitor badges.

BIAV - First Aid / OH&S Contractor John Murray 0418 259 753

In the event of an emergency or if a higher level of assistance is required on site, security is to be contacted ASAP. Security will then liaise with the required emergency service to streamline the communication process. The nearest public casualty department is located at: The Alfred Hospital, Commercial Road Prahran 3181 Phone: (03) 9276 2000 Medical centre location: Southbank Medical Clinic – 151 Sturt Street Southbank VIC 3006 Phone: (03) 9645 7775

Insurance:

Exhibitors are required to hold Public Liability Insurance cover, endorsed to the value of ten million dollars ($10,000,000). The BIAV must receive a copy of an Exhibitor’s Public Liability Insurance. Exhibitors who fail to provide the BIAV with a copy of their Public Liability Insurance will not be permitted to exhibit. Please ensure that the Public Liability Insurance is current for the duration of the Show. In the case of Public Liability Insurance, Exhibitors must ensure they advise their underwriter of the dates and location of the Show to receive an endorsement that their present policy covers this event. √ Complete Public Liability Form B1 in the Forms Section and return no later than Friday 20 May 2016.

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If you need help with insurance:

Public Liability Insurance for the 2016 Melbourne Boat Show can be obtained via Network Steadfast Insurance Brokers for a cost of $300 inc GST. √ To purchase Public Liability Insurance from Network Steadfast Please complete Form B2 in the Forms section.

Important information relating to your Boat Show Insurance from Network Steadfast Insurance Brokers:

Do I Have The Correct Liability Insurance? When you enter any boat show or exhibition, organizers will ask you for proof of your liability insurance and their interests to be noted as interested parties. What you may not know is that not all Liability Insurance covers will protect you at exhibitions; in fact some charge you extra for the extension of their cover. This is important to check at renewal time, you should ensure that cover is in place for all your business activities, including exhibitions. What about My Stock Whilst At the Show? Business/Commercial Insurance Packages in respect to fire cover and burglary only cover your stock whilst at your business location. Stock carried to and from the show in transit, plus whilst on display needs separate specific cover to ensure your full protection. What if A Prospective Buyer Wants To Take The Stock Boat On a Test Run After The Show? For trailer boat retailers, your stock is covered at your site. You need to extend cover to allow your stock boat to be transported to and from the water, whilst on the water and the liability cover should something go wrong on the water. In the management of BIAV Marine Insurance, it is our aim to have our clients exposures covered, including their exhibition activities. Should you wish to discuss this at any time please, do not hesitate to contact Greg Ward, at Network Steadfast Insurance Brokers on 03 8420 8759 Please note that the above advice is not specific and is general in nature. For your specific insurance requirements please contact Network Steadfast Insurance Brokers.

Organizer’s Office:

The Organizer’s Office will be located at the front of the hall at the stage end, turn right at entry door 1 or 7. If you have any enquires or require any further information please see the BIAV staff on duty.

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Payments:

ALL final payments for Boat Show space are due by 15 May, 2016. Exhibitors will NOT

be allowed access to the MCEC until full payment of all space costs has been received by the BIAV.

Phones/Faxes/Photocopying:

Fax and photocopying facilities will be available in the Exhibitors Lounge located across from BIA Organizers Office. For “On Stand” Communications please refer to the MCEC Exhibitors Services Manual http://mcec.com.au/plan-an-event/exhibiting/

Post Facilities:

Post boxes are located on Clarendon Street, outside the main entrance.

Promotional Activities:

All promotional activities for each exhibitor MUST be kept within the exhibitor’s allocated stand. Promotional staff are not permitted, at any time, to walk around the Show handing out flyers or promoting specific exhibitors. If you wish for this service, please contact BIAV with written requests and subsequent written approval may be granted.

Public Address System:

To avoid excessive noise, the public address system is reserved for official announcements and emergencies only.

Security:

The Show will be patrolled 24 hours per day from move in to move out by the official Security Company – Securevent. Whilst every reasonable precaution is taken, the Organizer accepts no responsibility for any loss or damage which may occur to persons or property at the exhibition from any cause whatsoever. Precautions to minimize theft:

• Assume that all exhibition venues are high risk areas and warn your staff accordingly; • Security mark all valuable equipment; • Do not leave personal belongings – mobile phones, wallets, handbags etc lying around; • Try to have at least one person on your stand at all times, including during the move-in,

move-out and all operational hours • Do not open the emergency exit doors, except in the case of an emergency

Show Newsletter:

The Exhibitor Newsletter will be available free of charge each morning of the Show, a copy will be delivered to each exhibitor’s stand. Additional copies will be available from the Organizer’s Office. The


Page 23 of 32


Newsletter is an important means of communication during the Show and can further support your marketing efforts. Your input will be appreciated.

Smoking:

The MCEC has a ‘No Smoking’ policy inside the exhibition halls. Exhibitors are therefore required not to smoke while in the venue.

Spruking:

In the interest of all exhibitors, Spruking or excessive noise will not be allow to take place on any exhibitor stands within the exhibition halls. The BIAV will decide if the volume of spruking is too loud.

Staffing of Stands:

Stands must be staffed at all times during Show hours. Staff must be wearing exhibitor badges while working on displays and during move in and move out.

Over Width Boats and Trailers:

Over width boats and trailers. All boat trailers on display at the Melbourne boat show that are over 2.5 meters wide will be required to display an A4 size sign that makes patrons aware of the additional legal requirements for towing of the trailer on Victorian Roads. The management of the show will inspect boats and trailers and provide the sign to exhibitors to display in a prominent position on the trailer. The sign will contain the following information. Notice: Overwidth Trailer This boat or trailer is over standard width for Victorian Roads. As such additional legal requirements apply to towing by VicRoads the trailer. For more information visit. VicRoads.vic.gov.au http://www.vicroads.vic.gov.au/NR/rdonlyres/3B9992E3-D9B7-4F5E-B0A6-9AA6ED4E3DE2/0/VRPIN00966.pdf

Temporary Registrations for Trailers:

During move in and move out the Victorian Police have a habit of positioning themselves on major roads leading out of the MCEC with the intention of fining any drivers with unregistered trailers. To avoid the inconvenience and expense, ensure that all trailers are registered for the period of move in to move out. Unregistered Vehicle Permits can be obtained from your local VicRoads office Phone 13 11 71.

http://www.vicroads.vic.gov.au/nr/rdonlyres/3b9992e3-d9b7-4f5e-b0a6-9aa6ed4e3de2/0/vrpin00966.pdf

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Tickets:

VIP Tickets: What better way to add value to your customers experience than providing a free VIP ticket to thank them for their custom and encourage them to visit your stand at the Boat Show.

Stand Size Number of Free VIP Tickets

3 x 3 = 9sqm 5

3 x 9 = 18sqm 10

Open sites above 18sqm 25

Each stand is entitled to the above amount off FREE VIP tickets; all other VIP tickets required will incur a $10 fee.

√ To arrange VIP Tickets, please complete the Form F and return to the BIA by Friday 10 June 2016.

Open Space Stands:

Open Space exhibitors should note that their rental charge is for CARPETED FLOOR SPACE ONLY and does not include walls, fascias, company names or spotlights. Please note that stands will be carpeted in charcoal with aisles in blueberry.

Approval for Custom Built OPEN Stand Design: Exhibitors wishing to arrange for construction of custom built open stands must advise BIAV of their chosen stand contractor and supply full details of their stand design for MCEC approval.

√ Refer to the E (Stand Requirement Form) located in the Forms section of this manual and return to the BIA prior to Friday 20 May, 2016.

Please ensure that the plan is:

Legible Indicates exit points

To Scale Details building materials used.

Access to Exhibition Area:

Access to the MCEC during move in and move out is via the loading dock accessible from Normanby Rd. Delivery and pick up of exhibits and stand construction material can be made via the loading dock at the rear of the exhibition halls.

It is now mandatory for all exhibitors during move in and out periods to wear approved safety vests at all times. Exhibitors and contractors will not be allowed entry to the exhibition floor unless safety vests are worn.

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Children on site outside Show Hours:

Any person under the age of 15 years is prohibited from accessing MCEC exhibition halls during move in and move out periods.

Cleaning of Stands:

Exhibitors requiring stand cleaning for the duration of the Show must forward a Stand Cleaning Order From to the Official Cleaning Contractors - Securevent by Friday 20 May, 2016. Please contact Melody Chen on 0410 518 771 or email [email protected] to arrange. Note: The BIAV only provides cleaning in aisles and public areas inside the Melbourne Convention and Exhibition Centre. Individual stand cleaning and the associated cost is the responsibility of the Exhibitor.

√ Refer to the (Cleaning of Stands Form) located in the Forms section of this manual and return to the BIAV prior to Friday 20 May, 2016.

Craneage Requirements:

The BIAV has employed the services of Agility Fairs & Events to provide crane facilities onsite to exhibitors. All onsite craneage MUST be scheduled pre-show, to ensure an efficient move in and are at the Exhibitors expense. The craneing of all boats will take place at individual scheduled times on Wednesday 15 June.

√ All exhibitors requiring crane services contact Agility - Matthew Verdolini 03 9330 9033

Electrical:

Exponet is the official Electrical Contractor for the 2016 Melbourne Boat Show. As the official electrical contractor Exponet will be the only company permitted to provide installation services into the electrical pits at the Melbourne Convention & Exhibition Centre. All Exhibitors and Stand Builders requiring an electrical connection will be required to inform Exponet of all electrical requirements and will need to place all electrical orders directly to Exponet.

Exponet Contact: Courtney Webb Exhibition Co-ordinator

Tel: (03) 9676 7757 Fax: (03) 9676 7788 Email: [email protected]


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Forklifts:

Forklifts will be available during move in and move out free of charge.

√ To assist with efficient movement of stock and resourcing please complete the Agility Fairs & Event form located in the Forms section of this manual by Friday 20 May 2016.

Freight Forwarding Provider:

Agility Fairs & Events has been appointed the official contractor for domestic freight forwarding for the Show, they can arrange all local and interstate transport services. Prior to the Show, Agility Fairs & Events will contact all exhibitors to ascertain specific transport and storage requirements. An Agility Fairs & Events Freight Forwarding booking form can be found in the Forms section of the manual.

Freight Forwarding, Cranage & Forklifts

Matthew Verdolini, Event Logistics Specialist

Agility Fairs & Events 28-32 Sky Rd, Melbourne Airport, Vic 3045 Tel: +61 3 9330 9033 Fax: +61 3 9330 3337 E-mail: [email protected]

Freight Forwarding Arrangements: The address for stock delivery to the Melbourne Exhibition Centre is: Melbourne Exhibition Centre Loading Dock – enter off Normanby Road South Wharf, Melbourne Vic 3006

√ Delivery Label can be found in the Forms section of the manual. Stock must be clearly marked with the following information: (as listed on the label)

1. Contact Name 2. Contact phone number 3. Event Name : Melbourne Boat Show 2016 4. Event Number 42438 5. Event Dates Wednesday 15 June – Tuesday 21 June 2016 6. Room/Area For Delivery : Exhibition – Bays 1-18 7. Stand Name 8. Stand Number 9. Total Number of Items 10. Item Number

Deliveries – Couriers:

For exhibitors arranging the delivery of stock to the MCEC outside of the Agility services, PLEASE ensure exhibitor contact name, mobile phone number & stand number are provided to the couriers. ***Do not direct your delivery to the BIAV Organizers Office.


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Furniture:

Exponet has been appointed official furniture contractor for the 2016 Melbourne Boat Show. For any queries contact Exhibitor Services at Exponet on (03) 9676 7757

Lighting Overhead: The BIAV recommends truss lighting be used for Exhibitors lighting requirements. 1 light per 9m2 is recommended.

Loading Bay Parking:

All vehicles entering the MCEC loading dock will be issued with a 30 minute unloading permit. Please advise loading dock staff if a longer time is required. The MCEC Loading Dock area is gazetted under the Road Safety Act and is under the control of the City of Melbourne. Failure to remove your vehicle after 30 minutes may result in a $60+ parking fine issued by the City of Melbourne.

Move In - Open Space Stands:

Please refer to your exhibitor letter and stand confirmation details at the front of the manual for your allocated move in time. Note that your allocated move in time also applies to any contractors you have employed to construct your stand. It is extremely important that you adhere to your specified times, if you have any queries about this, contact BIAV ASAP.

*Note - Exhibitors will not be permitted to set up their stands on the morning of Wednesday 15 June unless prior arrangements have been made with the Organiser.

Move Out:

Start End

8.00pm Monday 20 June Midday Tuesday 21 June

Vehicles will not be granted access to the loading dock before 8.00pm on Monday 20 June (unless otherwise announced by BIAV) and will be granted access to the dock on a need only basis. Exhibitors are advised to be security and safety conscious during the move out period. All Exhibitors must have vacated the premises by Midday Tuesday 21 June. It is a security requirement during move out, Monday 20 and Tuesday 21 June, that Exhibitor Badges and high vis vest be worn at all times.

Rigging:

The suspension of banners and/or promotional material is permissible in the area directly above an exhibitors stand. All rigging within the halls must be constructed by an approved MCEC rigging contractor. √ All rigging must be contained within the vertical boundaries of your allocated space.

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To Book rigging, contact Clifton Productions direct.

Clifton Productions Contact: Dave Miller

Phone: 03 9416 6824 or 1300 254 386 Fax: 03 9484 8166 Email: [email protected]

Drop off and collection of banners is the responsibility of the exhibitor. Banners are to be dispatched direct to the Loading Dock office clearly marked with company name, contact name, phone number, stand number and name of Show. When banners are removed at the conclusion of the Show, exhibitors must be on site to collect them or make arrangements for their collection. If you cannot be on site to collect your banner, request that the banner be left near the Agility Fairs & Events Help Desk that will be operational at the back of the Hall near the Loading Dock. Advise couriers to report to the Help Desk to pick up the banner. Please note that BIAV, Clifton Rigging and Agility, will not be held responsible for any misplaced banners.

Sharing of Walls:

For those open space exhibitors who back onto another exhibitor please do not assume that a wall for your use will exist. A line delineating your space with your neighbors on the floorplan does not mean that a divisional wall will be installed. It is up to open space exhibitors to construct their own walls. If you are backing onto another space contact your neighboring exhibitor to discuss what type of stand they are constructing. You may both wish to split the cost of a wall. Note: Any walls that are to be constructed MUST be finished on both sides, it is the responsibility of the exhibitor to ensure that walls meet with all build requirements.


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Health and Safety:

Aisle Way Clearance:

It is a requirement of the Melbourne Convention and Exhibition Centre that a minimum clear 3 metre aisle must be maintained at all times. Exhibitors are not permitted to place product or any other materials in designated aisle ways.

Children on Loading Dock:

Any persons under the age of 15 years are prohibited on the loading dock, or in the halls whilst move in or move out are taking place, unless duly employed and have adequate work cover for the duties being performed. Persons under the age of 15 are not permitted to remain in any vehicle unattended by an adult whilst vehicle is being loaded/unloaded on the loading dock.

Clear Aisles:

Note that certain aisles will be designated as clearways for forklifts and pedestrians. These aisle ways will be identified with signage during move in and move out and must be kept clear at all times.

Display of Sharp Objects:

We recommend that dangerous or sharp objects, such as fishing knives, be displayed behind lockable glass cabinets and placed in a position where sales staff are present at all times.

Emergency Evacuation Procedures:

It is important for all occupants of the Melbourne Convention and Exhibition Centre to be aware of the Emergency Evacuation Plan. Please take the time to familiarize yourself with all emergency exits when on site and with the emergency evacuation procedures indicated below. Fire, Medical or security emergencies: In any emergency notify your event security provider immediately, or dial 6666 internally from the nearest wall phone. Melbourne Convention and Exhibition Centre Security Control Centre will dial 000 to co-ordinate emergency service response as required. For non-emergency security enquiries dial ext. 8333 (or 9235 8333 from any phone). In the case of an emergency evacuation, visitors are to follow the direction of the MCEC representatives Evacuation: The MCEC has two alarms, which can be heard throughout the building if a fire alarm is activated or there is a pending emergency. The first alarm is called the ALERT ALARM and makes a BEEP-BEEP-BEEP sound (similar to a truck reversing). The alert alarm is operated from the building’s emergency warning intercommunication system. It is designed to alert everyone in the vicinity of a possible emergency. This is only a warning alarm – if it sounds please standby for further instructions. The EVACUATION ALARM makes a WHOOP-WHOOP-WHOOP sound (similar to an air raid siren). The evacuation alarm is designed to notify all occupants that an evacuation is necessary. When the evacuation alarm sounds all occupants will be directed by wardens to leave via the emergency exits.

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Everyone must follow directions issued by the wardens and meet at the nearest evacuation assembly area.

Fuel Tanks:

Boats and other water crafts powered by flammable liquid may be displayed under the following conditions:

• The fuel tank to contain 90% of the fuel capacity or contain less than 5%. The fuel filler cap must be either sealed or secured to prevent the easy removal of the fuel cap by unauthorized persons.

• Under no circumstances is fuel to be decanted or vehicles filled on the Centre Loading Dock. • Ignition keys are not to be left in the vessel or vehicles and are to be strictly controlled by

the exhibitor.

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Portable Fire Extinguishers:

For every displayed motor vehicle and/or boat, the following will be the minimum equipment recommendations.

Up to three (3) Motor Vehicles per Stand: 1 x 2.3kg, A:B (E) dry powder extinguisher mounted in a prominent location in accordance with relevant Australian Standards.

Four (4) or More Motor Vehicles per Stand: 2 x 2.3kg A:B (E) dry powder extinguishers mounted in a prominent location in accordance with relevant Australian Standards.

Nine (9) litre foam extinguishers to be strategically located so as to be available to a section (or group) of stands which have motor vehicles on display.

The foam extinguishers are for use on flammable liquids spilt on the floor of the Centre. These extinguishers can be hired from fire safety equipment suppliers

Occupational Health & Safety:

In the interests of Occupational Health and Safety it is important to recognize that during move in and move out the exhibition is a construction zone and extreme care must be taken at all times. We request that you adhere to the following basic safety requirements.

o Under no circumstances are children (under the age of 15 years) allowed in the building or loading docks during move in or move out.

o Enclosed solid footwear should be worn at all times o Aisle ways must be kept clear at all times o Be aware of forklift thoroughfares o Exercise care around moving equipment such as forklifts, cranes, scissor lifts, etc. o Remove your vehicle from the loading dock area as soon as you have unloaded. Look

out for other vehicles, forklifts and trucks. o Only staff who have a specific need should be on site during this move in and out. o All accidents, injuries and near misses must be reported to BIAV o All persons working at the event must have the current, appropriate Licences for the

work they perform.

Pedestrians on the Loading Dock:

Safety zones are established on the MCEC loading area. All pedestrians must utilise the pedestrian walkway behind the bollards when walking along the dock and cross the dock at the appropriate pedestrian crossing. Pedestrians are to enter and exit halls via areas marked RED at Roller Doors and through fire exit doors located in each bay.

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Reporting Incidents & Near Misses:

Exhibitors MUST report all incidents or near misses to the Organiser’s First Aid/OH&S Representative or Security Control. This allows for tracking and rectification of hazards and common problems. Incident report forms are kept at the Loading Dock office should you need to complete one.

Safety Vests: Please ensure all staff are supplied with safety vest prior to arriving onsite. It is the responsibility of the exhibitor to provide safety vests.

Spotters:

Boats and Vehicles entering the hall ALL require Spotters.

All vehicles entering the hall must enter at walking pace with a spotter wearing a safety vest in front. Please ensure that you have allowed for additional staff to assist on site during move in and move out.

Testing and Tagging:

It is a legal requirement within all temporary exhibition work sites that all electrical equipment be tested and tagged in accordance with AS/NZS 3760:2010 In – service Safety Inspection and Testing of Electrical Equipment. This applies to all contractors working on site and exhibitors who bring in electrical leads and appliances for their stands during exhibitions. An electrical contractor will be on site during move in to assist.

Trailer Guards:

It is a compulsory requirement that all boats and vessels on trailers displayed at the 2016 Melbourne Boat Show are fitted with a tow ball guard. This is due to the number of accidents in the past and the need to keep up with Occupational Health and Safety Standards. Many Members already utilise the guards in showrooms and at shows. Please ensure you have a trailer guard on each of your trailers for the entire period of the show.

2016 BIA Melbourne Boat Show EXHIBITORS MANUALbiavic.com.au/wp-content/.../04/...Boat-Show-Rev-1.pdf · Page 1 of 32 2016 Exhibitors Manual MBS Rev 1 2016 BIA Melbourne Boat Show

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