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 enjoyable:

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 22 August10.00am - 6:00pm
Delivery time for heavy vehicles will be stipulated by the organiser
SPACE ONLY STANDS
TUESDAY23 August8:00am - 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 GEL Events

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
  • The organisers will allocate a move in time and access time for the loading dock. Please ensure you or your contractor have been in contact with our operations manager 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 GEL Events to 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 12. Click for more information on How to Get to the ICC
  • Please ensure all stands are finished by 6.00pm on Tuesday 23 August 2022. 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 6.00pm on Tuesday 23 August 2022.  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:

Tuesday23 August12:00pm - 6:00pm
The organisers reserve the right to alter the above times

IMPORTANT

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

For safety reasons, there will be STRICTLY NO ENTRY for exhibitors prior to 12.00pm on Tuesday 23 August 2022.

KEY INFORMATION

  • Shell scheme stands will be ready to be occupied from 12.00pm on Tuesday 23 August, 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 6.00pm on Tuesday 23 August.
  • Large deliveries can be made through the loading dock, Hall 2.
  • 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 12. Click for more information on How to Get to the ICC
  • 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 Moreton Hire, their customer service desk will be located at the front of Hall 2.
  • Please ensure all stands are entirely finished by 6.00pm on Tuesday 23 August. 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 6.00pm on Tuesday 23 August. 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 Wednesday 24 & Thursday 25 August. 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:
Wednesday24 August10:00am - 5:00pm (8.00am Exhibitor Access)
Thusday25 August10:00am - 4:00pm (8.00am Exhibitor Access)

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, Foyer of Hall 2 and will be open from 8.00am each morning.

The telephone number for the office is +61 2 9215 7375

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, Foyer of Hall 2, from 12.00pm on Tuesday 23 August 2022.

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. Download the Evacuation Assembly points map and or view the ICC Safety & Security & Safety video.

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 23 August 2022 if their stand-builder will accept them

Shell scheme exhibitors may deliver goods from 12:00pm on Tuesday 23 August 2022

IMPORTANT – If you require access to the loading dock for delivering and unloading your goods, you must contact GEL Events 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 GEL Events 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 GEL Events 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 1 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      Moreton HireFront of Hall 2
Furniture Hire    Moreton HireFront of Hall 2
Audio Hire & Equipment HireMicroHireContact via Exhibitor Services Desk, Foyer of Hall 2
Rigging         Cliffton ProductionsContact via Exhibitor Services Desk, Foyer of Hall 2
Freight, Storage & Forklift      GEL EventsOnsite Desk front of Loading Dock 2

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 GEL Events for your storage service

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 Moreton Hire.

Car Parking

ICC Sydney operates two 24 hour car parking stations with a total of 826 parking spaces including 11 disabled parking bays, 25 motorcycle parking spaces, 50 bicycle racks and 30 electric car charge spaces.

The two car park facilities are located within the Exhibition Centre (Car Park 1) and Aware Super Theatre (Car Park 2). The entrances to the car parks are located on Darling Drive. Signage will assist and indicate how many bays are available or if the car park is full. For convenience, one car park is located beneath the exhibition centre and the second is located next to the main theatre. Both car parks have a height restriction of 2.2 metres, are controlled by auto pay machines and provide lift access to the venue.

Car parking costs start from $18 for one hour up to $49.00 all day. Discounted parking is available during move in and move out days show days only (see below for details). ICC Sydney operates as cashless parking only. Payment for parking can be made using credit card.

You can access Lower Level 1, Halls 1 & 2, Exhibition Centre from the ICC Car Park utilising lift 12.

Click here to download the the ICC access floorplans.

Additionally, there are secure car parks located in and around Darling Harbour, including Wilson Harbourside Car Park and Wilson Darling Square Car Park.

During Move-In and Move-Out

Exhibitor car parking rate (if exceeding more than 1hr) is $25.00 and applies during full move in and move out days only. It does not apply to the last day of the event moving into move – out.  Tickets can be validated at the ICC Sydney Service Desk on Level 2, between 08:00 – 17:00 on bump in/bump out days.

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 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.

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.

Lead Tracker

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: AWRE2022
  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.

Resource Recovery Reception

This ultimate networking evening, hosted by the National Waste & Recycling Contractors Association (NWRIC) and the Waste Contractors and Recyclers Association of NSW (WCRA), bringing together all waste and recycling professionals from across the country to celebrate, connect and engage with the industry after an unexpected break from face-to-face events over the past two years.

Wednesday 24 August 2022
Meeting Rooms E5.4 & E5.5, Level 5 ICC Sydney
5:15pm – 7:15pm
Tickets: $100+GST

Exhibitors receive one free ticket per stand.
Places are strictly limited – RSVP by 12 August 2022 to ensure you don’t miss out!

Additional tickets will be invoiced to you through exhibitor staff registration

Move - OUT

Exhibitors can dismantle their stands during the following times:

Shell Scheme Stands & Space Only Product Removal
Thursday   25 August4.30pm – 10.00pm
Space Only Stands & Contractors
Thursday 25 August6.00pm – 10.00pm
Friday 26 August7:00am – 2:00pm
Space Only, Large Machinery & Official Contractor Move Out
Friday26 August7:00am - 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 GEL Events 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 25 August 2022.
  • Space only exhibitors need to be completely moved out by 2:00pm Friday 26 August 2022.
  • All product and stand dressing materials must be removed by 10.00pm on Thursday 25 August 2022.
  • 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 GEL Events 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.