Final Instructions

As the show is fast approaching, I would like to draw your attention to the following important information to ensure your participation is smooth and your results maximised.

 

Move - In

Space Only Exhibitors

Exhibitors and contractors who are building space only stands will have access between the following hours to set up:

HEAVY VEHICLES ONLY
Monday 28 October12noon - 6:00pm
Delivery time for heavy vehicles will be stipulated by the organiser
SPACE ONLY STANDS
TUESDAY29 October8:00am - 6:00pm
The organisers reserve the right to alter the above times

IMPORTANT

All Space Only Exhibitors will be allocated a move-in time. If you have not been received a scheduled time please contact Gaffneys

KEY INFORMATION

  • Delivery times for heavy vehicles and machinery will be stipulated by the organiser.  If you are planning to bring heavy vehicles or machinery and you have not yet submitted plans for this, please email Chloe Armstrong, Operations Manager carmstrong@divcom.net.au
  • Gaffneys will allocate a move in time and access time for the loading dock. Please ensure you or your contractor have been in contact with Gaffneys to arrange a suitable time to access the loading dock.
  • Please liaise with your stand builder regarding a suitable time for you to dress and stock your stand. If you require access to the loading dock, please contact Gaffneys arrange a suitable time as above.
  • Vehicles must be moved from the loading dock area as soon as unloading is completed.
  • Only vehicles over 1.8m high can access the loading dock, all other vehicles will be redirected to the ICC Sydney car park; free up to 10mins, car parking rates apply after this time.
  • Vehicles under 1.8m can access the hall from the ICC Car Park utilising lift 6. Click here to down load car parking map.
  • Please ensure all stands are finished by 6pm on Tuesday 29 October. STRICTLY NO ACCESS on the morning of show open for any stand build or construction.  Contractors will not be given access on the opening morning.  All tools, ladders, building equipment, rubbish and storage must be removed by 6pm on Tuesday 29 October.  If it is left in the halls overnight, it may be deemed as rubbish and removed.

Shell Sheme Exhibitors

Exhibitors will have access between the following hours to set up:

Tuesday29 October2:00pm - 6:00pm
The organisers reserve the right to alter the above times

IMPORTANT

If you require access to the loading docks please contact Gaffneys to schedule a move-in time.

For safety reasons, there will be STRICTLY NO ENTRY for exhibitors prior to 2pm on Tuesday 29 October

KEY INFORMATION

  • Shell scheme stands will be ready to be occupied from 2pm on Tuesday 29 October, these times are for exhibitors to deliver their goods and set up their stands.
  • No access will be given for stand build on the opening morning of the show.
  • All stands must be completed & ready (and all rubbish removed from the premises) by 6pm on Tuesday 29 October.
  • Large deliveries can be made through the loading dock, Hall 3.
  • Only vehicles over 1.8m high can access the loading dock, all other vehicles will be redirected to the ICC Sydney car park; free up to 10mins, car parking rates apply after this time.
  • Vehicles under 1.8m can access the hall from the ICC Sydney Car Park utilising lift 6. Click here to down load car parking map.
  • Vehicles must be moved from the loading dock area as soon as unloading is completed. A maximum of 15 minutes is allowed on the dock for unloading and fines may be issued if this time is exceeded. Please liaise with loading dock staff if you require additional time for unloading.
  • Upon arrival please check your stand is built to your order. Any problems relating to your stand construction please see ExpoNet, their customer service desk will be located at the front of Hall 3.
  • Please ensure all stands are entirely finished by 6pm on Tuesday 29 October. There will be STRICTLY NO ACCESS on the morning of show open for any stand build or construction.  Contractors will not be given access on the opening morning.  All tools, ladders, building equipment, rubbish and storage must be removed by 6pm on Tuesday 29 October.  If it is left in the halls overnight, it may be deemed as rubbish and removed.

Power

Power to the stand will be turned off the evenings of Tuesday 29 and Wednesday 30 October. If you require 24hr power to your stand, please contact our Operations Manager

Exhibition Hours

The opening hours are as follows:

The opening hours are as follows:
Wednesday30 October10:00am - 5:00pm
Thusday31 October10:00am - 4:00pm

Exhibitors will be able to gain entry up to two hours before the opening time each day. Access to your stand is for stand dressing and product replenishing only.

Exhibitor Service Desk

The Exhibitors Service Desk is located on level 1, back of hall 3 and will be open from 8:00am each morning.

The telephone number for the office is +61 2 9215 7389

 

Space Only Stands

Exhibitors with space only sites are responsible for the construction of their exhibit, which must meet all requirements of the exhibition and the authorities.

If you have not yet submitted your stand plan for approval please email Chloe Armstrong, Operations Manager  carmstrong@divcom.net.au

Each exhibitor is responsible for erecting a partition wall 2.5 meters in height between the exhibitor’s site and any adjoining site.  Exhibitors wishing to erect partitions exceeding 2.5 meters must obtain written approval from Diversified Communications (AWRE).  Where permission is granted, the exhibitor becomes responsible for both sides of the partition wall above 2.5 meters.  It must be of solid construction, suitably dressed on the reverse side and not carry advertising material where the walling overlooks the neighbouring stand.

Shell Scheme Stands

Shell scheme stands include walls, carpet, lighting and fascia with the name and stand number of the exhibitor. Please refer to the Shell Specification to find out if your stand includes or does NOT include power.

The company name style is uniform, and the fascia may not be altered or covered in any way.

Exhibitors shall be liable for any damages to the stand structure incurred during the exhibition.

Exhibitor Name Badges

Each person working on your stand requires an exhibitor badge.

A week prior to the exhibition each staff member registered will receive an email with their registration barcode and unique pin to access your free lead tracker; please ensure you bring this with you onsite; either on your smart phone, tablet or print-out in order to print your badge onsite.  Name badges can be printed from the Exhibitors Service Desk located on level 1, at the back of Hall 3 from 2pm on Tuesday 29 October.

Please ensure that you have Registered to avoid delays onsite.
Note: Exhibitor badges are non-transferable.

Work Health and Safety Check List

Work Health & Safety (WHS) is a major priority for Diversified Communications Australia and the venue.  Diversified Communications Australia will aim to create and maintain a safe working environment for all contractors, exhibitors and visitors.

To comply with these standards please note the following requirements in relation to your participation in the Expo.

In particular we have implemented the following:

  • The wearing of safety vests will be enforced by the organiser and security staff during move in and move out. It is expected that stand contractors will supply safety vests for their own staff. Diversified Communications will provide loan safety vests for exhibitors and will have a supply of these at each open loading dock and concourse door during move in and move out.
  • No children of 15 years or under will be allowed on site during move in and move out.
  • No open toe shoes to be worn during move in and move out in the exhibition centre or on the loading dock.
  • The consumption of alcohol is strictly forbidden during move in and move out.

Please ensure that if you are booking a SPACE ONLY site that you provide the name of your stand builder for custom built stands by completing the Stand Design Requirements Form. All Stand builders must forward a copy of their PLI Insurance, Workcover and WH&S policy to Diversified Communications Australia before they will be permitted on site.

Stand builders and contractors conducting high-risk works are to complete a venue induction before going onsite. Please email inductions@iccsydney.com to get your company setup if it hasn’t been done so yet. If you company is already set up, please get in touch with your company administrator to have the induction link issued.

Clear Aisles

A number of aisles have been designated as clear ways for forklifts and pedestrians.  These will also be indicated on-site with signage.  In order to maintain a safe working site, no stock can be placed in these aisles and all aisles should remain clear as possible during construction and dismantling.

Download the current clear aisle floorplan.

Download File

Safety Vests

Exhibitors must provide their own safety vests for the move-in and move-out periods. It is mandatory that safety vests be worn on the loading dock at all times and in the hall during move-in and move-out periods or whilst any plant or machinery is operating.  There will be a limited number of used vests available for use located at all entrances to the pavilions.  Vests will be issued on a first come first served basis and must be returned every time you leave the halls.

Emergency Procedures

ICC Sydney recognises it has a responsibility to provide for the health and safety of Clients, Patrons, Exhibitors and Agents.

All Emergency services need to be coordinated through the Event security to ensure that the emergency vehicles are given the correct information. All security staff are qualified in First Aid procedures. For any first aid requirements please visit security on the show floor or go to the Organiser’s office where security can be contacted.

In the event of an emergency, one of two alarms may sound:

Alert alarm – “Beep! Beep! Beep!” This is a warning alarm to notify everyone of a possible emergency. If it sounds, please stand by for further instructions.

Evacuation alarm – “Whoop! Whoop!” This alarm means all occupants must evacuate. When it sounds, wardens will direct everyone to leave via the nearest exits quickly but calmly and assemble at the nearest evacuation point where they are to remain until ICC Sydney staff advise that it is safe to return.

Deliveries

Deliveries to your stand need to be carefully managed to avoid any delays or damage.

Space only exhibitors may start deliveries from 8:00am Tuesday 29 October if their stand-builder will accept them

Shell scheme exhibitors may deliver goods from 2:00pm on Tuesday 29 October

IMPORTANT – If you require access to the loading dock for delivering and unloading your goods, you must contact Gaffneys to arrange a move in time.  If you turn up outside of your allocated access time you may be turned away at the Loading Dock.

  • The loading dock is strictly used for drop off/pick up of goods.  To keep the loading dock moving please move your vehicle away from this area as soon as you have finished unloading.  Parking is limited to 15 minutes on the loading dock area and cars may be fined if left on the dock for a period longer than this.  Please liaise directly with the loading dock staff should you require additional time to unload.  All vehicles under 1.8m will be directed to use the car park beneath the venue.
  • If you are using a courier company, please take care to attach a completed Delivery Label to each item. As most couriers will not leave goods without a signature we recommend that a member of your staff be present during deliveries.  The Organisers cannot accept deliveries on your behalf.
  • If you require a Forklift, please contact Gaffneys to book a time. Forklifts may be booked on-site but there may be a delay and additional costs.  Hand trolleys may be borrowed at no charge from the Gaffneys service desk.  Photo identification will be required to ‘borrow a trolley’.  For safety reasons, trolleys will not be allowed on the exhibition floor once the exhibition is open.
  • Deliveries cannot be made during the open hours of the exhibition. Exhibitors can gain entry 2 hours prior to the show opening each day for deliveries and re-stocking stands. If necessary, please organise deliveries each morning at least 30 minutes prior to opening time. Delivery vehicles may use loading dock 3 each morning.

Official Contractors

If you need to speak to one of the official suppliers during move-in please visit their site desk. The following official suppliers will have a customer service desk on-site during move-in:

Electrical & Lighting Supplier      ExpoNetFront of Hall 3
Furniture Hire    ExpoNetFront of Hall 3
Audio Hire & Equipment HireMicroHireContact via Exhibitor Services Desk back of Hall 3
Rigging         Cliffton ProductionsContact via Exhibitor Services Desk back of Hall 3
Freight, Storage & Forklift      GaffneysOnsite Desk front of Loading Dock 3

If you are using your own trades’ people, make sure that they are suitably qualified and adhere to the rules and regulations of the exhibition.  All electrical or plumbing work must be carried out by the official contractor.

Accounts

Companies with outstanding amounts will not be allowed to occupy their stand.  For information on accounts please contact Account Receivable on +61 3 9261 4500 or ar@divcom.net.au

Storage

There is no on-site storage available at the show.  If you require storage, please organise to have excess stock or packing materials removed before the opening of the show.

Contact Gaffneys for your storage service

OR visit their website and request a quote

Visit Website

Security

Security Guards will be on duty throughout the exhibition however for practical and legal reasons organiser’s are unable to accept responsibility for any loss or damage to persons or personal property.  No Exceptions: Exhibitors must have adequate property and public liability insurance in connection with the exhibition.  We strongly advise you that all personal belongings are secure at all times during move-in, exhibition times and move-out.

Additional Services

For any additional services we strongly recommend that orders are placed before their due date to avoid disappointment or a late surcharge fee.  Sometimes these services can be booked on-site but the cost is generally much higher and often subject to availability.

For any additional services please visit the Exhibitor Services Website.

Test & Tagging

All electrical equipment must be tested & tagged in accordance with the Australian Standard 3760.  For further information contact ExpoNet

Car Parking

ICC Sydney operates two 24hour car parking stations with a total of 826 parking spaces including 11 disabled parking bays, 25 motorcycle parking spaces, 50 bicycle racks and 20 electric car charge spaces. Vehicle entry height is 1.8m.

During Move-In and Move-Out

Exhibitor car parking rate, if exceeding more than 1hr is $25.00 and applies during move in and move out days only. Tickets can be validated at the ICC Sydney Service Desk beside Hall 4 on Level 2. The first 10 minutes is free after this stand rates apply. You can access the hall from the ICC Car Park utilising lift 6. Click here to down load car parking map.

All other days are charged at the standard rates; 1st Hr. $18 – Max $49.00.

Additional car parking is also available at the Secure Parking station, 320 Harris Street, Darling Harbour NSW 2000 and Wilson Parking Harbourside Shopping Centre 100 Murray Street, Pyrmont, NSW 2009.

For further information visit ICC Sydney Website

Visit Website

Vehicles on stand

Any exhibitor who is planning to include a vehicle on their stand must notify the Organisers of their intentions no later than 21 days prior to commencement of the exhibition.

The Organisers requires details of the delivery together with details of the dimensions and weight of the vehicle.  Upon arrival a set of keys must be supplied to the Organisers Office for the duration of the event.  ICC Sydney Security retains the right to inspect any vehicle leaving the premises after unloading/loading before, during and after the exhibition.

In the interests of public safety and security, exhibitors planning to include a vehicle on their stand are requested to comply with the following:

  • Place a drip tray underneath vehicle.
  • Ensure that vehicles carry no more than 5L of fuel (not including fuel that may be present in the fuel line and engine). Lock/Seal fuel tanks to prevent removal by third parties.
  • For vehicles fueled by ethanol, methanol or nitro methane, the fuel tanks must be completely empty
  • Place carpet under tyres.

Catering

ICC have the exclusive rights to supply and sell any food and drink for consumption within the venue. A full range of take-away items will be available from the food outlets within the exhibition halls.

If you are sampling your core product (food or beverage samples) please contact the Event Coordinator for further information.

For on-stand catering/hospitality please contact the Venue’s Exhibitor Services or complete the ICC Sydney Catering form.

Public Address System

During the open period of the exhibition the public-address system can only be used in an emergency situation.  The paging of exhibitors or visitors is not possible, but messages may be left at the Organiser’s.

Show Guide

The Australasian Waste & Recycling Expo official printed show guide features in the October issue of Sustainability Matters magazine is now closed. Copies of the magazine will be available for visitors free of charge at each entrance.

Show Attendee List Scam

WARNING: HOAX THIRD PARTY EMAILS AND LETTERS

Please be aware that Australasian Waste & Recycling Expo (AWRE) has been the target of groups trying to take advantage of the event’s size and success. Some exhibitors are getting phone calls and e-mail messages from individuals offering all types of services from fake exhibition directories and attendee databases, to travel/hotel arrangements and transportation services.

Australasian Waste & Recycling Expo (AWRE)  and its official vendors do not sell, rent or distribute attendee lists in any way, nor do we send e-mails via Gmail/Yahoo/Hotmail accounts. All official communication comes from a Diversified Communications Australia email account (@divcom.net.au). Any communication suggesting otherwise is not affiliated with Total Facilities in any way. We recommend you do not click on any links from e-mails from these types of accounts or from any that look suspicious. All Div Com preferred suppliers are included within our exhibitor website and portal.

Banners

Your banner must fall within your stand area and must not encroach on aisle-ways or adjoining stands.  Double-sided banners must hang at least one meter in from the boundary of your stand.  To arrange the rigging of a banner please contact Clifton Productions

Conduct and Promotional Staff

Exhibitors must at all times act responsibly and must not, by their actions, cause a nuisance to other Exhibitors or act in a manner that could damage the reputation of the Exhibition or the Organiser or adversely impact the running of the Exhibition.

This clause of your contract to exhibit includes the presentation and behaviour of promotional staff. For example promotional staff should be dressed in and behave in a manner reflecting a professional working environment. Please consult with the organisers should you require guidance about this policy.

Canvassing

To avoid obvious disputes, the distribution of promotional material or samples must be confined to your own stand.  You are reminded that your exhibits and stand fitting must remain within the boundary of the space booked. Please design your stand accordingly as encroachment into the aisle will not be allowed.  Exhibitors are not permitted to distribute promotional material in aisles or at the entrance to the exhibition.  There is also a total ban on visitors canvassing within the exhibition.  Please let us know if you see either of these things happening near your stand and our staff will have it stopped.

Cleaning

The exhibition aisles and bins are cleaned throughout the day. Stand floors are cleaned and bins emptied each night. Stand cleaning is also included in the charge for exhibition space. Please notify the organisers if you will be producing a lot of waste during the exhibition as additional charges may be applied.

Admission Policy

In line with exhibitor requests we have restricted visitor entry to business people only. Please include this in any promotion you may undertake and note the same restrictions apply to exhibitors. All onsite visitor registrations will be charged at $25 (plus gst) per person; to avoid this fee visitors can register online at any time during the exhibition.

Visitor Badges

Every visitor will be issued with a name badge to assist you to identify them. If you wish to scan the barcodes on the badges you will need to download the EventAir Lead Tracker APP.

The lead tracker APP is free to all AWRE exhibitors, simply register as an exhibitor to receive your unique pin to access the app and following  instructions

  1. Search for ‘The Event App’ or ‘EventApp’ in the Android or Apple Store.
  2. Install the App.
  3. The first time you open the app, you will need to enter this event code: AWRE2019
  4. Enter your email – This is the one you have received this email with
  5. Enter your four-digit code:

Click here for a detailed instruction guide.

Visitor Tickets

By now you should have received your client e- invitations, click here for further marketing tools or contact our member of our marketing team for more information.

Networking Event

Please join us for the Australasian Waste & Recycling Exhibitor Drinks to network with industry leaders over a beverage and canapés.

Exhibitor Drinks will be held on Wednesday 30 October  from 5:15pm, at the Isuzu Central Networking Lounge on the show floor.

Exhibitors will be allocated a number of tickets FOC depending on the size of your stand, additional tickets are available to purchase at $45.00 pp. If you require extra tickets, please contact the Event Coordinator

Your allocated tickets will be available for collection from the Exhibitors Service Desk located on level 1, back of hall 3.

Ticket Allocation

Size of StandTicket Allocation
6m22 Tickets
9m2, 12m2 and 18m23 Tickets
36m2 4 Tickets
54m25 Tickets
72m2 +6 Tickets

Move - OUT

Exhibitors can dismantle their stands during the following times:

 

Shell Scheme Stands & Space Only Product Removal
Thursday   31 October4.30pm – 10.00pm
Space Only Stands & Contractors
Thursday 31 October6.00pm – 10.00pm
Friday 31 October7:00am – 2:00pm
Space Only, Large Machinery & Official Contractor Move Out
Friday1 November7:00am - 2:00pm
The organisers reserve the right to alter the above times

KEY INFORMATION

  • No stands may be dismantled before the exhibition closes at 4:00pm.
  • Move-out of product will commence approximately 30 minutes after the close of the show or once the halls are clear of visitors and it is safe to do so.
  • Move out will not commence until every person within the halls is wearing a safety vest.
  • Loading dock access will commence from 6:00pm.
  • Access to the loading dock must be pre-booked with Gaffneys  to avoid delays on the loading dock during move out.
  • Contractors may commence stand dismantle from 6:00 pm.
  • All Shell Scheme exhibitors must be completely moved out by 10:00pm Thursday 31 October
  • Space only exhibitors need to be completely moved out by 2:00pm Friday 1 November
  • All product and stand dressing materials must be removed by 10.00pm on Thursday 31 October.
  • If you are not able to remove your entire product or stand dressing materials by the times stipulated above, please contact the Operations Manager.
  • All WH&S regulations on move in will also be enforced for move out.

In the interest of safety and convenience also take note of the following:

  • Allow sufficient time and don’t rush.
  • It is strongly recommended that all valuable items be removed first.
  • Follow the directions of the security guards and allow them to do their job.
  • Wear your exhibitor badge at all times.

Stock to be collected should be boxed and left in the middle of your stand with clear instructions, a contact name and mobile number of the person collecting the items.  Items not clearly labeled will be regarded as rubbish and may be disposed of.  Alternatively, goods may be stored with Gaffneys at the cost of the exhibitor.

Dismantling Information

To ensure the dismantling of the exhibition proceeds as smoothly as possible, please read the Dismantling Information.