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On behalf of the organising committee, we would like to thank you

1. Credit Card Number Expiry Date Bankcard Mastercard Visa Diners card American Express Card holder name Signature I hereby authorise the National Convention Centre to process authorised charges to the above credit card Please Return to National Convention Centre Canberra PO Box 1013 Civic Square ACT 2608 Fax 612 6276 5276 Visa and MasterCard payments incur a merchant service fee of 1 596 American Express Diners and JCB payments incur a merchant service fee of 3 which will be added to the total amount payable Payments made in cash by company cheque or by direct deposit do not incur a service fee Vug gy Page 14 of 25 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Where the nation meets Lifting Equipment Hire Order Form Exhibition Conference Name Name Event Date Stand Number Contact Name on Day Company Name Address Telephone Fax Email Operators Name Ticket License No Lifting Equipment Rate Dates Times Required Total Forklift and licensed driver per day Please call NCC for preferred supplier Scissor Lift per day 380 00 Scissor Lift per hour 60 00 Boom Lift per day 380 00 Boom Lift per hour 60 00 Total 65 68 65 A Please Note e National Convention Centre does not have a Forklift on site exhibitors requests must be ordered 10 days prior t
2. in the Capital Fertility Society of Australia The challenging Annual Conference 2015 mix of science politics and advocacy U 13 16 September 2015 Where leaders meet On behalf of the organising committee we would like to thank you for your valued support and participation at the Fertility Society of Australia Annual Conference 2015 FSA 2015 This is the core document one of a number of files that make up the full set of Exhibitor Sponsor Briefing Notes EBNs for FSA 2015 The EBNs are vital reading providing you with important venue rules regulations official contractors and contact details deadlines action items exhibitor move in and move out information and other related matters to guide your preparation and maximise your investment The core document is complemented by a number of related web links and necessary documents all of which are on the sponsor exhibitor log in zone Please read the core document first and then refer to related links attachments as applicable Checklist Summary of Deadlines Contact Details Venue General Information Venue Internet Access Venue Order Forms Manual Stand Builder Rigging Contractor Fork Lift Services Deliveries to Venue Satchel Inserts Exhibition Hours Social Program Custom Built Stand Plans Requiring Prior Venue Approval to Build Venue Items Requiring Prior Venue Registration Inclusions Complimentary Registration Inclusions Additional Online Reg
3. PART Il COMPANY AS AGENT Special Liability and Indemnity Conditions 38 40 8 8 To the extent that the Company acts as an agent the Company does not make any contract with the Customer for the carriage storage or handling of the Goods nor for any other physical service in relation to them and acts solely on behalf of the Customer in securing such services by establishing contracts with third parties so that direct contractual relationships are established between the Customer and such third parties The Company shall not be liable for the acts and omissions of such third parties referred to in sub clause above The Company when acting as an agent has the authority of the Customer to enter into contracts on the Customer s behall and to do such Acts so as to bind the Customer by such contracts and acts in all respects notwithstanding any departure from the Customer s instructions Except to the extent caused by the Company s negligence the Customer shall defend indemnify and hold harmless the Company in respect of all liability loss damage costs or expenses arising out of any contracts made in the procurement of the Customer s requirements in accordance with clause 38 Choice of Rates Where there is choice of rates according to the extent or degree of liability assumed by parsons carrying storing handling the Goods no declaration of value where optional will be made unless otherwise agreed in writing
4. All electrical equipment used by contractors and exhibitors must comply with current Australian Electrical Standards and Workplace Health and Safety Regulations The National Convention Centre reserves the right to refuse any equipment used by contractors exhibitors and clients Points to note e Electrical equipment and leads must be currently tested and tagged e Damaged or faulty equipment will not be permitted to be used in the Centre e Frayed electrical cables and leads will not be permitted to be used in the Centre e The Centre does not always have a qualified appliance tester on site one may be available at a charge Fire Safety amp Dangerous Substances An exhibitor must not bring in or use at the exhibition site dangerous and hazardous goods or equipment such as poisonous gas fuel noxious materials or other flammables and equipment using such flammable materials as gas stoves and electric stoves without prior consent from the National Convention Centre management Even if consent is given it will be subject to adequate precautionary measures being taken and will comply with all ordinances and laws of the Australian Capital Territory and the Commonwealth of Australia VENE IgA Paae 7 of 25 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra LPG use on Exhibitor Stands dla the niic The National Convention Centre must be notified of intent to install LPG appliances prior to the move in period Each appl
5. e Insuring exhibits and contents of stands against loss and damage e Expenses incurred due to cancellation or postponement of the exhibition e Additional public liability Disclaimer Subject to any provision of the Trade Practices Act 1974 if applicable which cannot be excluded the National Convention Centre will not accept responsibility for damages or loss of goods and property left in the Centre prior to during or after an exhibition All goods and satchels belonging to clients must be claimed and removed from the Centre by the following working day The National Convention Centre reserves the right to inspect vehicles leaving the Centre during bump and bump out of an Exhibition Page 9 of 25 E ee Oe 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Deliveries Where the nation meets All exhibition goods being forwarded to the National Convention Centre should be marked with a delivery label refer to attached form page 23 Arrangements should be made for goods to arrive on the Exhibitor bump in day or up to two working days prior Deliveries will be accepted by the If the event falls on venue no earlier than Monday Previous Thursday Tuesday Previous Friday Wednesday Previous Monday Thursday Previous Tuesday Friday Previous Wednesday Saturday Previous Thursday Sunday Previous Thursday e The National Convention Centre does not take or accept responsibility for the sa
6. Agility National Convention Centre Canberra 13 16 September 2015 Fairs amp Events TRANSPORT QUOTE REQUEST FORM Agility Fairs amp Events is able to offer a full door to stand transport service If you would like a quote for this service please complete Sections A and B below If you require any pre show or after show storage please complete Sections A and Please note Agility is not providing onsite services at this show AGILITY FAIRS amp EVENTS The easy way to exhibit Section A BILLING DETAILS Company ABN Address Suburb Town Post Code Fax Contact Name Mobile Email Address Agility Customer Code Section B TRANSPORT REQUIREMENTS Description of Consignment Pallets L1 Crates Loose Cartons 0 OtherO Dangerous Goods Yes O No O No of Items Weight approx kgs Volume m3 L x W x H ms Available for Pick Up Preferred Date for Pick Up Day amp Date Pick up address if different to address above Company Address Suburb Town Post Code Contact Telephone Mobile Forklift available at pick up point YES O NOO Is a Tailgate Vehicle Required YES O NOLI Special Requirements Instructions Deliver to Hall Stand Delivery Date Do you require us to return freight after the exhibition YES O NO O Section STORAGE Pre Show O After Show O Description De
7. Caused by 0 The manner in which the Container has been packed or stuffed The unsuitability of the contents for carriage in containers unless the Company has approved the suitability The unsuitability or defective condition of the Container provided that where the Container has been supplied by on behalf of the Company this paragraph ii shall only apply the unsuitability or defective condition arose a without any negligence on the part of the Company or b would have been apparent upon reasonable inspection by the Customer or Owner or person acting on behalf of either of them Ifthe Container is not sealed at the commencement of the Carriage except where Company has agreed to seal the Container The Customer shall defend indemnify and hold harmless the Company against all liability loss damage costs and expenses arising from one or more of the matters covered by A above except for A ir a above Where the Company is instructed to provide a Container in the absence of a written request to the contrary the Company is not under an obligation to provide a Container or any particular type or quality General Liability Except insolar as otherwise provided by these Conditions the Company shall not be liable for any loss or damage whatsoever arising from a The act or omission of the Customer or Owner or any person acting on their behalf b Compliance with the instructions given to the Company by the Customer
8. insurance at the Exhibitor s own expense Public Liability Insurance is mandatory whilst on site at the venue Please ensure you locate and bring a copy of your Insurance Certificate of Currency to the venue the venue has the right to ask for a copy at random should the need arise 20 000 00 in public liability is recommended WALDRONSMITH Management the FSA 2015 Committee the National Convention Centre Canberra Exponet and their officers and employees separately and collectively will not take any responsibility for any damage to or for the loss or destruction of an exhibit from fire theft or accidents or other causes or injury to his her person resulting from any cause and all claims for any such loss damage or injury are waived by the Exhibitor as per the signed terms and conditions upon application to exhibit and or sponsor Please note that all electrical leads including extension cords and laptop leads connected in any way to a power outlet need to be tested and tagged for use on site at the venue It is best to have these items tested and tagged prior to bringing them on site It is a legal requirement all temporary exhibition work sites that all electrical equipment be tested and tagged This applies to all contractors working on site and exhibitors who bring in electrical leads and appliances of any sort for their stands during the exhibition The venue OHS Officer will make regular random checks on appliances and Exhib
9. Manual Villi NATIONAL CONVENTION CENTRE canberra Where the nation meets Please note All information in this document is current at the time of printing and may be subject to change at the discretion of the National Convention Centre Management Index Introduction Contact Details Workplace Health and Safety Custom Build Booth Audio Visual Catering Food and Beverage Accounts Access to the National Convention Centre Exhibition Hall Specifications Ballroom Specifications Car Park Rigging Scissor Lift and Boom Lift Banners and Signs Electrical Equipment Fire Safety and Dangerous Substances LPG use on Exhibitor Stands Animals Smoke Detector Isolation Vehicles and other Machinery ODODODWWDAONNNNDAAUNUUUNA LH AUU Insurance Disclaimer Delivery Collection storage 10 Community Involvement 11 Giveaways and prize draws 11 ORDER FORMS Account Details 12 Stand Cleaning 13 Car Park 14 Lifting Equipment Hire 15 Phone Line 17 Internet 18 Stand Catering 20 21 Delivery Docket 23 OTHER INFORMATION Location Map 24 Floor Plans 25 Page 2 of 25 E S ee Oe 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Where the nation meets Introduction Welcome to the National Convention Centre The National Convention Centre is owned by the Australian Capital Territory Government and operated by InterContinental Hotels Group This Exhibitor Information and Services Manual has been designed with
10. PART Ill COMPANY AS A PRINCIPAL 42 47 8 To the extent that the Company contracts as principal for the performance of the Customer s instructions the Company undertakes to perform or in its own name to procure the performances of the Customer s instructions and subject to the provisions of these Conditions shall be liable for the loss of or damage to the Goods occurring from the time that the Goods are taken into its charge until the time of delivery Where the Company contracts as a principal and sub contracts the performance of the Company s services and it can be proved that the loss of or damage to or in respect of the Goods arose or was caused whilst the Goods were in the care or custody of the sub contractor the Company shall have the full benefit of rights limitations and exclusions of liability available to such sub contractor in the contract between the Company and such sub contractor and in any law statute or regulation and the lability of the Company shall not exceed the amount recovered if any by the Company from sub contractor Notwithstanding other provisions in these Conditions if it can be proved where the loss of or damage to the Goods occurred the Company s liability shall be determined by the provisions contained in any international convention or national law the provisions of which Cannot be departed from by private contract to the detriment of the claimant and Would have applied if the clai
11. as to any special interest in delivery Unless otherwise previously agreed in writing or otherwise provided for under the provisions of a document signed by the Company instructions relating to the delivery or release of Goods against payment or against surrender of a particular document shall be in writing and the Company s liability shall not exceed that provided for in respect of misdelivery of Goods Unless otherwise previously agreed in writing that the Goods shall depart or arrive by a particular date the Company accepts no responsibility for departure or arrival dates of Goods General Indemnities The Customer and Owner shall defend indemnity and hold harmless the Company against all liability loss damage costs and expenses arising 1 from the nature of the goods unless caused by the Company s negligence ii out of the Company acting in accordance with the Customer s or Owner s instructions or iii arising from a breach of warranty or obligation by the Customer or arising from the negligence ol the Customer or Owner Except to the extent caused by the Company s negligence the Customer and Owner shall be liable for and shall defend indemnity and hold harmless the Company in respect of all duties taxes imposts levies deposits and outlays of whatsoever nature levied by any Authority and for all payments fines costs expenses loss and damage whatsoever incurred or sustained by the Company in connection therewith Advice an
12. is classified as a lottery When a seminar or function gives away a lucky door prize this is classified as a lottery The guidelines specify that whenever there is an element of chance or a combination of skill and chance the draw is classified as a lottery and a permit must be obtained even if the prize has a very low or nil value Usually any kind of draw names out of a hat business cards out of a bowl lucky door prize etc requires a permit An information sheet and application are available on the ACT Gambling and Racing Commission website There is a fee for the permit currently approximately 64 for prizes up to 1 000 and approximately 123 for prizes of 1 001 2 500 A minimum of seven working days is required to get a permit If you are caught conducting a lottery without a permit a fine may apply The fine applies to the person organisation conducting the lottery and may apply to the Centre A permit is NOT required e If everyone who enters wins or is given the same prize eg door gift corporate gift e If there is any element of skill attached to the awarding of the prize even token skill such as a guessing game colouring in competition ring toss answer a question etc e If no one from the ACT is eligible to enter and the lottery was not publicised in the ACT these rules are there to protect ACT residents e If the prize is a rebate or discount on fees paid or conference costs In all other cases a permit
13. is not onsite at this show Therefore exhibitors should make their own arrangements directly with the venue for the movement of their goods from the loading dock to the exhibition stand This includes all materials handling forklifts pallet jacks trolleys requirements To request a quote or to book these services please complete and return the Transport Request Form provided at the end of this manual or for more information please contact FSA 2015 Exhibition Coordinator Agility Fairs amp Events 28 32 Sky Rd MELBOURNE AIRPORT VIC 3045 Tel 61 3 9330 3303 Fax 61 3 9330 3337 E mail expohelp agility com PLEASE NOTE e Agility is not providing onsite services at this show e fyouare using your own courier please refer to the venue Loading Dock information for specific details on access and vehicle limitations The further two options to deliver your goods to the venue are 1 Own Arrangements Courier using your own courier This option is only available on Friday 11 September 2015 between 0800 1600 This option allows you to use your own courier whereby you are responsible for organising all transport arrangements for all your display items both for move in and move out phases from door to door Exhibitor goods will be accepted at NCCC Loading Dock Friday 11 September from 0800 1600 earlier deliveries will be turned away All goods couriered to the venue will be brought to your stand by venue staff i
14. late surcharge fee All orders will be processed once payment and forms have been received A tax invoice will be issued once the goods and service have been delivered e refunds will be given if the service is cancelled within 3 days prior to the event or the service is not used Payment Details Credit Card Number Expiry Date Bankcard Mastercard Visa Diners card American Express Card holder name Signature I hereby authorise the National Convention Centre to process authorised charges to the above credit card Please Return to National Convention Centre Canberra PO Box 1013 Civic Square ACT 2608 Fax 612 6276 5276 Visa and MasterCard payments incur a merchant service fee of 1 596 American Express Diners and JCB payments incur a merchant service fee of 3 which will be added to the total amount payable Payments made in cash by company cheque or by direct deposit do not incur a service fee Oe ee Oe Page 17 of 25 2015 Exhibitor Manual Villi NATIONAL Internet Order Form CONVENTION Where the nation meets Exhibition Conference Name Name Event Date Stand Number Contact Name on Day Company Name Address Telephone Fax Email Wireless or Cabled Cost per unit Number required Multi user Cabled Cost please tick Or Wireless 30 minutes 5 00 50mb Single user only Wireless only 1 hour 10 00 100mb Single user
15. of on giving 21 days notice in writing to the Customer Goods which in the opinion of the Company cannot be delivered as instructed and Without notice Goods which have perished deteriorated or altered or are in immediate prospect of doing so in a manner which has caused or may be reasonably expected to cause loss or damage to any person or property or to contravene applicable regulations The Company shall have a particular and general lien on Goods or documents relating to Goods in its possession for all sums due at any time from the Customer or Owner and on giving 28 days notice in writing to the Customer shall be entitled to sell or dispose of such Goods or documents at the expense of the Customer and without liability to the Customer and Owner and apply the proceeds in or towards the payment of such sums The Company shail be entitled to retain and be paid all brokerages commissions allowances and other remunerations customarily retained by or paid to freight forwarders The Company shall have the right to enforce against the Owner and the Customer jointly and severally any liability of the Customer under these Conditions orto recover from them any sums to be paid by the Customer which upon demand have not been paid Containers A 8 c B 8 8 If a Container has not been packed stuffed by Company the Company shall not be Rable for loss of or damage to the contents if
16. person whose services the Company makes use of is or is likely to be affected by any hindrance risk delay difficulty or disadvantage whatsoever and which cannot be avoided by reasonable endeavours by the Company or such other person the Company may on giving notice in writing to the Customer or Owner or without notice where it is not reasonably possible to give such notice treat the performance of its obligations as terminated and place the Goods or any part of them al the Customer or Owner s disposal at any place which the Company may deem sale and convenient whereupon the responsibility of the Company in respect of the Goods shall Page 2 21 31 g 36 37 A cease The Customer shall be responsible for any additional costs of carriage to and delivery and storage at such place and all other expenses incurred by the Company If delivery of the Goods or any part thereof is not taken by the Customer or Owner at the time and place when and where the Company or any person whose services the Company makes use of is entitled to call upon the Customer or Owner to take delivery thereof the Company or such other person shall be entitled to store the Goods in the open or under cover at the sole risk and expense of the Customer Notwithstanding clauses 20 and 21 the Company shall be entitled but under no obligation at the expense of the Customer payable on demand and without any liabiity to the Customer or Owner to self or dispose
17. 0 pieces 96 00 110 40 Bowl of potato chips serves 20 people 45 00 51 75 Bowl of mixed nuts serves 20 people 53 00 60 95 Spring rolls and samosa 20 pieces 53 00 60 95 Bowl of Mentos mints or lollies 1kg 21 00 24 15 Beverages Cans of soft drinks 4 00p can 4 60p can Bottled Still Water 600ml 3 50p bottle 4 00p bottle Peroni Beer 9 50p bottle 10 90p bottle Crown Lager Beer 9 00p bottle 10 35p bottle Fat Yak Beer 9 00p bottle 10 35p bottle Tatachilla Shiraz Cabernet Red Wine 6 50p glass 7 50p glass Tatachilla Chardonnay White Wine 6 50 p glass 7 50p glass Total Charges Please note alternative wine and beer available upon request All alcoholic beverages served to centre guests must be served by RSA certified staff These may be supplied by the exhibitor certification must be presented or hired from the National Convention Centre at a cost to the exhibitor E S ee Oe Page 20 of 25 2015 Exhibitor Manual Wh NATIONAL CONVENTION CENTRE Canberra Where the nation meets Stand Catering Form continued Please Note exhibitors requests must be ordered 10 days prior to the start of an event to allow time for installation and delivery Pre payment must accompany this form for goods services to be provided Exhibitor Conference requests ordered less than 10 days prior to the start of an event will incur a 20 late surcharge charge fee All orders will be processed once payme
18. 600 Refer use ONLY FSA 2015 Exhibitor Freight Delivery Label Deliver only Friday 11 September 2015 between 0800 1600 Sponsorship amp Exhibition Coordinator Amy Garby WALDRONSMITH Management 119 Buckhurst Street South Melbourne VIC 3205 D 61 3 9907 8632 F 61 3 9645 6322 E amy wsm com au Exhibition Contractor Courtney Webb Exponet 44 White Street South Melbourne VIC Australia 3205 T 61 3 9676 7777 F 61 3 9676 7788 E courtney exponet com au www exponet com au Venue Contact Mary Nyam National Convention Centre Canberra 31 Constitution Avenue Canberra ACT 2601 T 61 2 6276 5200 F 61 2 6276 5276 E mary nyam ihg com Wwww nccc com au Fertility Society of Australia Annual Conference 2015 FSA 2015 Exhibitor Briefing Notes Prepared by WALDRONSMI TH Management Venue Exhibition Area Exhibition Hall Ground Floor Loading Dock National Convention Centre 31 Constitution Avenue Canberra ACT 2601 Deliver only Friday 11 September 2015 between 0800 1600 East Rd HC Coombs Buldng 2 4 p gt Glebe Park 4 sle The National Convention Centre Canberra cannot accept responsibility for the security of any items delivered in the absence of the exhibitor Goods should not be delivered to the venue any earlier than Friday 11 September 2015 earlier deliveries will be turned away All items must be collected from the loading dock no later than Th
19. Customer shall defend indemnity and hold harmless the Company in respect of any claims of a General Average nature which may be made on the Company and the Customer shall provide such security as may be required by the Company in this connection Miscellaneous Any notice served by post shall be deemed to have been given on the third day following the day which it was posted to the address of the recipient of such notice last known to the Company The defences and limits of liability provided for by these Conditions shall apply in any action against the Company whether such action be founded in contract or in tort Il any legislation is compulsorily applicable to any business undertaken these Conditions shall as regards such business be read as subject to such legislation and nothing in these Conditions shall be construed as a surrender by the Company of any of its rights or immunities or as an increase of any of its responsibilities or liabilities under such legislation and if any part of these Conditions be repugnant to such legislation to any extent such part shall as regards such business be over ridden to that extent and no further Headings of clauses or groups of clauses in these Conditions are for indicative purposes only 3223 Jurisdiction and Law The proper law of all contracts arising between the Company and the Customer is the Law of the State of Victoria and the parties agree to submit to the Jurisdiction of the Courts of that State
20. ITEM OF DESCRIPTION OF GOODS PLEASE CIRCLE e Organiser Goods e Satchel Materials e Exhibition Goods PLEASE AFFIX THIS LABEL TO ANY MATERIALS BEING SENT TO THE NATIONAL CONVENTION CENTRE Goods will only be accepted between the hours of 8am and 4pm Mon Fri two 2 working days prior to the event Vug gvy Page 23 of 25 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Where the nation meets Location Map a m gt s Commonwealth Ay ta Pt Exhibition m Capt Cook Memorial Water Jet ES Regatta g J Page 24 of 25 E 2015 Exhibitor Manual NATIONAL CONVENTION CENTRE Canberra Floor Plan pu Ground Floor CITY WALK ENTRANCE FROM CROWNE PLAZA AND CBD NICHOLLS THEATRETTE MENZIES RECEPTION THEATRETTE 3 7 LOADING Z DOCK EXHIBITION HALL BRADMAN THEATRETTE CORANDERRK STREET CENTRE MANAGEMENT unner coven TEE DT LC li a Ae SS ELECTRONIC BILLBOARD MAIN ENTRANCE CONSTITUTION AVENUE First Floor EXECUTIVE dm BALLROOM ROOM ROYAL THEATRE DERWENT FITZROY MURRAY ROOM ROOM ROOM GALLERY ROOMS BOARDROOMS LL Page 25 of 25 Vug giy
21. L CONVENTION CENTRE Canberra Where the nation meets Exhibition Conference Name Name Event Date Stand Number Contact Name on Day Company Name Address Telephone Fax Email Wireless or Cabled Cost per unit Number required Multi user Cabled Cost please tick Or Wireless 30 minutes 5 00 50mb Single user only Wireless only 1 hour 10 00 100mb Single user only Wireless only 6 hours 40 00 500mb 10 hours 50 00 1gb 1 day code 70 00 2gb 2 day code 160 00 5gb 3 day code 210 00 7gb 4 day code 280 00 10gb 5 day code 350 00 14gb Cable Set up fee 70 00 Total Charges A cable set up fee is required with all cabled internet requests A cabled or multi user internet connection will conclude at end of time limit A wireless internet connection will allow you to log in and out by shutting down the web browser giving you the specified amount of access time Please Note All exhibitor requests must be ordered 10 days prior to the start of an event to allow time for installation and delivery Pre payment must accompany this form for goods services to be provided Exhibitor Conference requests ordered less than 10 days prior to the start of an event will incur 20 late surcharge fee All orders will be processed once payment and forms have been received A tax invoice wil be issu
22. Owner or any other person entitled to give them Insufficiency of the packing or labelling of the Goods except where such service has been provided by the Company Handling loading storage or unloading of the Goods by the Customer or Owner or any person acting on their behalf e Inherent vice of the Goods 0 Riots civil commotions strikes lockouts stoppage or restraint of labour from whatsoever cause 9 Fire flood or storm or m Any cause which the Company could not avoid and the consequences whereof it could not prevent by the exercise reasonable diligence Subject to clause 15 howsoever caused the Company shall not be Kable for loss or damage to property other than the Goods themselves indirect consequential loss or damage loss of profit delay or deviation Amount of Compensation Except insofar as otherwise provided by these Conditions the liability of the Company howsoever arising and notwithstanding that the cause of loss or damage be unexplained shall not exceed the following n respect of claims other than those subject fo the provisions of sub clause B below whichever is the least of 0 The value of or 2 50 per gross kilogram ol The Goods lost damaged misdirected misdelivered or in respect of which a claim arises In respect of claims for delay where not excluded by the provisions of these Conditions the amount of the Company s charges in respect of the Goods delayed Compensati
23. advise of approval once processed All electrical equipment is to be tested and tagged in accordance with Australian Standards Any design over one storey will require an Engineers Certificate Please return this completed form to amy wsm com au by Friday 14 August 2015 to gain approval for the custom build You will also need to provide Aplan showing your stand dimensions and elevations e Aphotograph jpeg file stand visual WALDRONSMITH Management 119 Buckhurst Street South Melbourne VIC 3205 Ph 03 9645 6311 Fax 03 9645 6322 ART in the Capita 4 Fertility Society of Australia The challenging ES 20i5 cience a politics and advocacy V 19 16 september 2015 f mix Where leaders meet FSA Exhibitor Freight Delivery Label DELIVER TO NATIONAL CONVENTION CENTRE 31 CONSTITUTION AVE CANBERRA ACT 2601 COMPANY NAME EVENT FSA 2015 DATE OF EVENT 13 16 September 2015 ROOM Exhibition Hall Ground Floor STAND NUMBER SENDERS CONTACT NAME SENDERS CONTACT PHONE NUMBER RECEIVERS CONTACT NAME RECEIVERS CONTACT PHONE NUMBERS PALLET OF ITEM OF DESCRIPTION OF GOODS PLEASE CIRCLE Exhibition Goods PLEASE AFFIX THIS LABEL TO ANY MATERIALS BEING SENT TO THE NATIONAL CONVENTION CENTRE Goods will only be accepted between the hours of 8am and 4pm Mon Fri two 2 working days prior to the event 1 1 Internet Order Form NATIONA
24. be obtained even if the prize has a very low or nil value Usually any kind of draw names out of a hat business cards out of a bowl lucky door prize etc requires a permit An information sheet and application are available on the ACT Gambling and Racing Commission website There is a fee for the permit currently approximately 50 for prizes up to 1 000 and approximately 100 for prizes of 1 001 2 500 A minimum of seven working days is required to get a permit If you are caught conducting a lottery without a permit a fine may apply The fine applies to the person organisation conducting the lottery and may apply to the venue A permit is NOT required If everyone who enters wins the same prize If there is any element of skill attached to the awarding of the prize even token skill such as a guessing game colouring in competition ring toss answer a question etc If no one from the ACT is eligible to enter and the lottery was not publicised in the ACT these rules are there to protect ACT residents If the prize is a rebate or discount on fees paid or conference costs In all other cases a permit is required For more information and application forms go to the Commission s website www gamblingandracing act gov au and click on the lotteries section Fertility Society of Australia Annual Conference 2015 FSA 2015 Exhibitor Briefing Notes Prepared by WALDRONSMI TH Management 12 Fertility Society of Australia
25. bility vests must be brought on site with the exhibitor or contractor custom build booths must be pre approved by the National Convention Centre Canberra a plan of the custom build booth must be provided no later than thirty 30 working days prior to the event Gambling consumption of illicit substances or alcohol is strictly prohibited of all Event Organisers contractors sub contractors and production company staff during bump in and bump out Smoking is not permitted within the National Convention Centre Audio Visual Our audio visual partner is Staging Connections as a well established and experienced provider of technical and creative service Staging Connections will assist you with audio lighting data and vision requirements for your event and can also provide themeing video graphic and production support should you require Staging Connections Briody Halder Assistant Event Staging Manager PO Box 1013 Civic Square ACT 2608 Telephone 61 2 6257 6786 Email bhalder stagingconnections com Vug gv Page 4 of 25 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Where the nation meets Catering Food and Beverage Accounts For the convenience of exhibitors we have put together some suggestions for food and beverage on the catering form located on page 20 which can be pre ordered and consumed at various exhibition booths during an exhibition Please complete the account form and sign and return
26. d information in whatever form it may be given are provided by the Company for the Customer only and the Customer shall defend indemnity and hold harmless the Company for liability loss damage costs and expenses arising out of any other person relying on such advice or information The Customer undertakes that no claim be made against any servant sub contractor or agent of the Company which imposes or attempts to impose upon any of them any liability whatsoever in connection with the Goods if any such claim should nevertheless be made to indemnity the Company against all consequences thereof Without prejudice to the foregoing every such servant sub contractor or agent shall have the benefit of all provisions herein as if such provisions were expressly for their benefit In entering into this contract the Company to the extent of those provisions does so not only on his behalf but as agent and trustee for such servants sub contractors and agents iii The Customer shall defend indemnify and hold harmless the Company from and against all claims costs and demands whatsoever and by whomsoever made or preferred in excess of the liability of the Company under the terms of these Conditions and without prejudice to the generality of this clause this indemnity shall cover all claims costs and demands arising from or in connection with the negligence of the Company its servants sub contractors and agents M In this clause sub co
27. dit card Please Return to National Convention Centre Canberra PO Box 1013 Civic Square ACT 2608 Fax 612 6276 5276 Visa and MasterCard payments incur a merchant service fee of 1 596 American Express Diners and JCB payments incur a merchant service fee of 3 which will be added to the total amount payable Payments made in cash by company cheque or by direct deposit do not incur a service fee E S ee Oe Page 18 of 25 2015 Exhibitor Manual Stand Catering Account Form Exhibition Conference Name Ili NATIONAL CONVENTION CENTRE canberra Where the nation meets Name Event Date Stand Number Contact Name on Day Company Name Address Telephone Fax Email The National Convention Centre has put together a list of food and beverage items that can be pre ordered and consumed at the stands during an exhibition Item Price Sunday amp public Quantity Date amp Total holiday price Time Assortment of Drumstick Ice cream cones per piece 5 00 5 75 Ice cream freezer flat rate 150 00 150 00 Assortment of fruit smoothies per glass 4 50 5 20 Whole fruit per piece 2 50 2 90 Assorted cheese platter serves 10 people 70 00 80 50 Muffins Cupcakes per piece 4 50 5 20 Assorted Danish Pastries 10 pieces 25 00 28 75 Mini Croissants 10 pieces 15 00 18 75 Assorted Maki 2
28. e Goods will only be accepted two working days prior to an event Any goods that arrive more than two working days prior to the event the Centre has the right to decline the delivery Materials for packaging crates boxes etc should be labelled and removed from the premises during exhibition open hours Packing materials may only be stored at your stand if they are out of sight and must be contained within the booth area Once the event has concluded all goods should be removed from the Centre by the next working day If you have any delays in pick up please notify the Centre E S ee Oe Page 10 of 25 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Community Involvement there the At the National Convention Centre we play an active role in the community and everyone is invited to participate and make a difference You can help us by donating surplus promotional items such as satchels note pads caps t shirts pens water bottles balls etc We organise delivery of these items to orphanages and schools in Nepal India Zambia and South East Asia If you are able to contribute please notify Reception and label goods with Orphanage Appeal during the exhibition move out Give aways and prize draws at conferences events and exhibitions in the ACT When an exhibitor gives away a prize at the stand this is classified as a lottery When a conference or meeting gives a prize to someone attending this
29. e 16 e Phone Line Page 17 e Internet Page 18 e Stand Catering Page 20 Please ensure you are fully conversant with all venue rules and regulations this is your responsibility prior to entering the venue ignorance may lead to disappointment exclusion and or unexpected costs Exhibition Contractor Courtney Webb Exponet 44 White Street South Melbourne VIC Australia 3205 T 61 3 9676 7777 F 61 3 9676 7788 E courtney exponet com au www exponet com au Prior to the Exhibition Courtney Webb will be in touch with current catalogue and booking forms information To facilitate this your contact details have been passed on to Courtney Please feel comfortable to contact Courtney Webb at Exponet for all your requirements Deadline for orders and final fascia confirmation is Friday 14 August 2015 Fertility Society of Australia Annual Conference 2015 FSA 2015 Exhibitor Briefing Notes Prepared by WALDRONSMI TH Management Agility Fairs amp Events a specialized exhibition amp event logistics provider is the recommended freight forwarder for domestic and international freight for FSA 2015 Agility can arrange all local interstate and international transport services to the venue Prior to the exhibition Agility will contact all exhibitors to discuss their specific logistics requirements If you are using Agility for freight your goods will be delivered to the nominated loading dock at the venue Please note that Agility
30. e of or including bill of lading whether or not negotiable or waybill is issued by or on behalt of the Company and provides that the Company contracts as carrier the provisions set out in such document shall be paramount in so far as such provisions are inconsistent with these conditions Every variation cancellation or waiver of these Conditions must be in writing signed by Director of the Company Notice is hereby given that no other person has or will be given any authority whatsoever to agree to any variation cancellation or waiver of these Conditions All services are provided by the Company as agents except in the following circumstances where the Company acts as principal Where the Company performs any carriage handling or storage of Goods but only to the extent that the carriage is performed by the Company itself or its servants and the Goods are in the actual custody and control of the Company or Where prior to the commencement of the carriage of Goods the Customer in writing demands from the Company particulars of the identity services or charges of persons instructed by the Company to perform part or all of the carriage the Company shall be deemed to be contracting as a principal in respect of that part of the carriage in respect of which the Company fails to give such particulars demanded within 28 days of the Company s receipt of such demand or To the extent that the Company expressly agrees in writing to act as a princ
31. ed once the goods and service have been delivered No refunds will be given if the service is cancelled within 3 days prior to the event or the service is not used All prices quoted are inclusive of GST Goods and Services Payment Details Credit Card Number Expiry Date Mastercard Visa Diners card American Express Card holder name Signature hereby authorise the National Convention Cente to process authorised charges to the above credit card Please return to National Convention Centre Canberra Fax 612 6276 5276 Visa and MasterCard payments incur a merchant service fee of 1 5 American Express Diners and JCB payments incur a merchant service fee of 3 which will be added to the total amount payable Payments made in cash by company che gur or by direct deposit do not incur a service fee Deliver to Martin Kjendle Mercury Mailing 13 Antibes Street PARKDALE VIC 3195 Satchel I nsert Deadline for Delivery Friday 21 August 2015 650 ITEMS for FSA 2015 FROM Company name Contact name Contact number Box number of Description of contents Wir NATIONAL CONVENTION CENTRE canberra Where the nation meets National Convention Centre 2015 Exhibition and Service Manual Valid to 31 December 2015 31 Constitution Avenue Canberra ACT 2601 PO Box 1013 Civic Square ACT 2608 P 61 2 6276 5200 F 61 2 6276 5276 WWW nccc com au 2015 Exhibitor
32. enishment of literature for on stand distribution All crates skids and packaging must be placed into off site storage until the conclusion of the exhibition This policy must be strictly adhered to It is important that all Exhibitors have fully paid for all freight and customs WALDRONSMITH Management the FSA 2015 Committee the National Convention Centre Canberra Exponent and their officers and employees separately and collectively will not take any responsibility for items delayed at Australian Customs or for items that have not been paid for in full Please note that GST will almost certainly have to be paid in full before gods are released from Customs Please contact your preferred courier for all national and international requirements Fertility Society of Australia Annual Conference 2015 FSA 2015 Exhibitor Briefing Notes Prepared by WALDRONSMI TH Management 10 The exhibition will be locked down at the close of each day but no additional security will be provided We would advise you to take any valuable items from the exhibition area each day or alternatively if you require additional security for the items on your stand please contact the National Conference Centre Canberra directly for a quotation It is strongly advised that each Exhibitor seek to cover their equipment exhibits and display materials with adequate insurance at the Exhibitor s own expense It is the responsibility of all Exhibitors to ensure that they have adequate
33. er warrants that the Goods are properly packed and labelled except where the Company has accepted instructions in respect of such services Special Instructions Goods and Services Unless otherwise previously agreed in writing the Customer shall not deliver to the Company or cause the Company to deal with or handle dangerous Goods M the Customer is in breach of sub clause A above he shall be liable for loss or damage whatsoever caused by or to or in connection with the Goods howsoever arising and shall defend indemnity and hold harmless the Company against all penalties claims damages costs and expenses whatsoever arising in connection therewith and the goods may without notice be destroyed or otherwise dealt with at the sole discretion of the Company or any other person in whose custody they may be at the relevant time M the Company agrees to accept Dangerous Goods and then in the opinion of the Company or any other person they constitute a risk to other goods property lile or health they may without notice be destroyed or otherwise dealt with the expense of the Customer or Owner The customer undertakes not to tender for transportation any Goods which require temperature control without previously giving written notice of their nature and particular temperature range to be maintained and in the case of a temperature controlled Container stuffed by or on behalf of the Customer further undertakes that the Container has been prop
34. erly pre cooled or preheated as appropriate that the Goods have been properly stuffed in the Container and that its thermostatic controls have been properly set by the Customer If the above requirements are not complied with the Company shall not be liable for any loss or damage to the Goods caused by such non compliance No insurance shall be effected except upon express instructions given in writing by the Customer and ail insurances effected by the Company are subject to the usual exceptions and conditions of the policies of the insurance company or underwriters taking the risk Unless otherwise agreed in writing the Company shall not be under any obligation to effect a separate insurance on each consignment but may declare t on any open or general policy The Company is an agent in respect of the effecting of insurance and should the insurers dispute their lability for any reason the insured shall have recourse against the insurers only and the Company shall not be under any responsibility or liability whatsoever relation thereto notwithstanding that the premium upon the policy may not be at the same rate as that charged by the Company or paid to the Company by its customers Except in accordance with express instructions previously received in writing and accepted in writing by the Company the Company shall not be obliged to make any declaration for the purposes of any statule convention or contract as to the nature of value of any Goods or
35. every stand where LPG is being used e Arisk assessment must be completed a minimum of 3 days prior to the event and after which consent may be granted by the National Convention Centre Animals No animals birds fish etc with the exception of Guide Dogs are permitted in the Centre at any time except as an approved exhibit or as part of an approved activity or approved performance requiring the use of animals Such animals that are permitted must be under control in a pen or on a leash and at all times remain the full responsibility of the exhibitor Written approval must be obtained prior to any animal other than Seeing Eye dogs entering the Centre Permission must be sought to leave an animal on site overnight Smoke Detector Isolation Please be aware that smoke detectors are in place throughout the Exhibition Hall Items such as helium balloons smoke steam and vapour may trigger this device Therefore it is imperative that you advise your Event Coordinator prior to arrival at the Centre and arrange for Smoke Detector Isolation if necessary at a cost of 515 00 per day Please note that this service will be reinstated daily If the detectors are set off due to client or exhibitor negligence a charge will be passed on directly from the ACT Fire Brigade A minimum of seven 7 days notice is required for isolation A retrieval fee will also be charged to any exhibitor who has helium balloons released into the ceiling E S ee Oe Pa
36. fety of any items delivered stored or dispatched to the site in the absence of the exhibitor agent or contractor e Deliveries can only be accepted on Monday Friday between 8am 4pm e Centre labels found on page 24 must be used and fully completed prior to the delivery being sent Any goods that are not labelled correctly or delivered outside of two working days prior to the event may be not accepted by the Centre e The Centre does not have a forklift on site If you require delivery of non standard Australian pallets larger than 1165mm x 1165mm and or heavier than it the truck may require a working tailgate or alternatively please contact your exhibition build company to discuss a solution e All hand loaded items need to be under 25kg or have another way of moving them eg attached wheels Collection e All goods must be removed by the next working day The National Convention Centre reserves the right to dispose of any goods left at the Centre after 7 days completed consignment note must be attached to boxes for prompt collection It is advised that exhibitors using a courier service book a pick up time with the courier company of your choice prior to bump out time e Consignment notes should be organised prior to the end of the event Please note that Centre staff cannot sign the dangerous goods declaration customs form e If goods need to be collected urgently please advise the Centre to discuss how we can help you Storag
37. ge 8 of 25 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Vehicles and Other Machinery sere the natin meek e Vehicles must be driven in out of the building during bump in and bump out of an exhibition at a walking pace Passenger or Non Exhibitor Vehicles are not to enter the building except in loading dock area and only under supervision of Centre staff e The weight load of the vehicle must be approved by the venue prior to the event e The integrity of the vehicle s fuel and oil system is to be inspected by the exhibitor or their nominated representative before it is permitted to enter the building e All display vehicles and machines must be inspected daily by the exhibitor whilst it is located in the building If a fuel system is found to be leaking the vehicle must be removed from the building for repairs to be carried out No motor in any vehicle or appliance may be started during an exhibition for demonstrations or any other purpose whilst within the Centre e All show cars and presentation cars must have oil drip trays in place and must be provided by organiser e All keys for any vehicles on site must be signed in and signed out at the Centre reception i e show vehicles forklifts boom and scissor lifts for the duration of the time on site Insurance Exhibitors should also consult their own insurance companies for suitable coverage of their exhibition merchandise and displays in respect of
38. greed stopping places are those places other than the places of departure and destination shown under requested routing and or those places shown in carriers timetables as scheduled stopping places for the route The address of the first carrier is the airport of departure Both to Blame Collision Clause The Current Both to Blame Collision Clause as adopted by BIMCO is incorporated in these conditions USA and or Canada Clause With respect to transportation within USA or Canada the responsibility of the Company shall be to procure transportation by carrier s one or more and such transportation shall be subject to such carrier s contracts and tariffs and any law compulsorily applicable The Company guarantees the fulfilment of such carrier s obligations under their contracts and tariffs It and to the extent that the provisions of the Harter Act of the USA 1893 would otherwise be compulsorily applicable to regulate the Company s responsibility for the Goods during any period prior to loading on or after discharge from the vessel on which the Goods are to be or have been carried the Company s responsibility shall instead be determined by the provisions of these Conditions but if such provisions are found to be invalid such responsibilty shall be determined by the provisions in the Carriage of Goods by Sea Act of the USA Approved 1936 ART in the Capital Fertility Society of Australia re naing Annual Conference 2015 2015 00 and aavocac
39. hicles to be left unattended on the terrace area or on the loading dock for a period of over 30 minutes Please note clients should be aware The National Convention Centre does not have a forklift on site Car Parking Paid parking for 350 cars with internal lift access from entry level is available underneath the National Convention Centre The entrance height of the car park is 1 9m Pre paid parking is available at Reception in the Main Foyer Exit tickets may be obtained by completing the exhibitor services request form attached and returning it to the National Convention Centre with full payment at least 10 working days prior to your event Alternatively voucher public parking is available across the road from the Centre If you have a large vehicle please contact the Centre prior to the event to discuss alternate arrangements Under no circumstances are exhibitors permitted to park in or around the Centre other than in the designated spaces provided These areas are regularly patrolled by Government parking inspectors Rigging Licensed riggers required to perform rigging work at the National Convention Centre will be asked to produce their high risk RB RI or RA tickets before they commence work Riggers must complete a hazard analysis and submit this to the Centre seven 7 working days prior to the work being undertaken Page 6 of 25 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Where the nation
40. ication is assessed with the safety of the public as its priority The National Convention Centre reserves the right to accept or reject any application The use of LPG on stands is allowed in the Exhibition Hall however the following policies apply e All installations carried out in accordance with the relevant statutory acts and regulations e All applications must be approved for the use in accordance with the relevant acts and regulations e The quantity of LPG held within a stand is to be limited to that amount reasonably consumed in one day Maximum cylinder size 9kg Approval must be sought for larger cylinders One cylinder per appliance Centralised cylinders with appliances connected to a reticulation system is not permitted Cylinders must be fitted securely to appliances to prevent the cylinder from falling Cylinders and connections must be protected from damage Control of cylinders must be accessible by the stand but not by the public Each evening at the close of the show the LPG must be turned off at the bottle and cylinders must be removed from the building overnight to the loading dock for overnight storage e Security and provision of storage facilities at designated areas is the responsibility of the Event Organiser e All installations must be tested for leaks prior to each operational period by an approved sniffer device e g AGL snoop or by electronic detectors e An appropriate fire extinguisher must be present on
41. iling 10 4m Area 2 000V Floor Loading 700kg M Ceiling Loading Details and ceiling diagrams provided upon request Power Floor pits 18 pits that house 2 x double 10 amp general purpose outlet 1x 15 amp outlet 3 phase outlets at specific locations Surrounding 9 x 32amp 3 phase outlets Walls 1 x 50amp 3 phase outlet Flooring Carpeted throughout E S ee Oe Page 5 of 25 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Where the nation meets Ballroom First Floor Ceiling Height 4 5m Area 650 M Floor Loading 500kg M distributed 360kg M concentrated Power Walls Ceiling Flooring Carpeted throughout Goods Lift Weight capacity 1428kg Lift door dimension 1900mm L x 1400mm W x 2100mm H Access for bump in amp bump out Main vehicle access to the Exhibitor Loading Area back of the Exhibition Hall at the National Convention Centre is via Constitution Avenue The height of the exhibitor loading dock is 4 2m All goods must be removed from the venue by the next working day Exhibitors guests are required to move their vehicles to the car park after unloading their car The loading dock and terrace at the National Convention Centre is for loading and unloading only The general goods loading dock is open from 8 00am to 16 00 closed on public holidays The Exhibition Hall loading dock is open depending on the approved event bump in bump out schedule Under no circumstances are ve
42. ipal To the extent that the Company is held by court of law to have acted as a principal Without prejudice to the generality of clause 2 A The changing by the Company of a price for a service or services of whatsoever nature shall not in itself determine or be evidence that the Company is acting as an agent or a principal in respect of such service or services B The supplying by the Company of their own or leased equipment shall not in itself determine or be evidence that the Company in acting as an agent or a principal in respect of any carriage handling or storage of Goods C Company acts an agent where the Company procures a bill of lading or other document evidencing a contract of carriage between a person other than the Company and the Customer or Owner 0 The Company acts as an agent and never as a principal when providing services in respect of or relating to customs requirements taxes licenses consular documents certificates of origin inspection certificates and other similar services Is Agility Fairs amp Events Pty Lid Means any person at whose request or on whose behalf the Company provides a service Includes persons or any body or bodies corporate Includes the owner shipper and consignee of the Goods and any other person who is or may become interested in the Goods and anyone acting on their behalf duly constituted legal or administrative person acting within its legal powers and exe
43. is form for goods services to be provided e Exhibitor Conference requests ordered less than 10 days prior to the start of an event will incur a 20 late surcharge fee e orders will be processed once payment and forms have been received A tax invoice will be issued once the goods and service have been delivered e refunds will be given if the service is cancelled within 3 days prior to the event or the service is not used e All prices quoted are inclusive of GST Goods and Services Tax e National Convention Centre is responsible for the cleaning of public areas foyers and exhibition aisles These areas are cleaned and rubbish bins emptied on a regular basis by the Centre staff Care will be taken in the cleaning of exhibitor stands however the Centre will not be held responsible for any damage to exhibitor or their contractor s stand furniture product or signage Payment Details Credit Card Number Expiry Date Bankcard Mastercard Visa Diners card American Express Card holder name Signature I hereby authorise the National Convention Centre to process authorised charges to the above credit card Please Return to National Convention Centre Canberra PO Box 1013 Civic Square ACT 2608 Fax 612 6276 5276 Visa and MasterCard payments incur a merchant service fee of 1 5 American Express Diners and JCB payments incur a merchant service fee of 3 which will be added to the total amount payable Payments made i
44. is required For more information and application forms go to the Commission s website www gamblingandracing act gov au and click on the lotteries section Page 11 of 25 Vug gvy 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Where the nation meets National Convention Centre Account Details Please be advised that the following account details should be used for any EFT payments to the National Convention Centre Canberra Trading Name National Convention Centre Account Title INTERCONTINENTAL HOTELS GROUP AUSTRALIA PTY LIMITED Bank Name Westpac Branch Westpac St Leonards NSW BSB Number 032 297 Account Number 221 416 Intl Swift Code WPACAU2S Please indicate on each order form if an EFT payment has been made and your reference Page 12 of 25 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Stand Cleaning Order Form Exhibition Conference Name Event Date Stand Number Contact Name on Day Company Name Address Telephone Fax Email If you require your stand to be vacuumed mopped and dusted prior to the opening or at the conclusion of each day a charge of 50 00 per hour applies Minimum of 1 hour applies Please complete the table below Dates Required Time Cost per day Total charges Please Note e must accompany th
45. istration Facility How to Register Move In Details Move Out Details OH amp S Important Information 10 Cleaning of Custom and all stand types 10 Exhibition Storage On Site 10 Freight amp Customs Duties 10 Security 11 Insurance amp Public Liability 11 Testing amp Tagging 11 Exhibitor Prize Draws 11 00 4 O O O O I C0 CO IO N Fertility Society of Australia Annual Conference 2015 FSA 2015 Exhibitor Briefing Notes Prepared by WALDRONSMI TH Management ITEM TO DUE DATE Final payment for sponsorship stands amy wsm com au Due now please Register all staff including complimentary CLICK HERE Due now please Satchel insert sample for prior approval if applicable amy wsm com au 31 July 2015 Complete fascia furniture orders EXPONET courtney exponet com au 14 August 2015 National Convention Centre Canberra Venue mary nyam ihg com 14August 2015 Services Orders complete all orders i e Internet requirements Custom Built Stand Plans Requiring Venue Approval amy wsm com au 14 August 2015 Items requiring prior venue approval amy wsm com au 21 August 2015 Satchel insert delivery if applicable x 650 units Refer use ONLY FSA 2015 Satchel Insert Delivery Label 21 August 2015 Exhibitor prize draw details amy wsm com au 01 September 2015 Exhibitor Freight to venue Deliver only from Thursday 19 July 2012 between 0800 1200 and 1300 1
46. itors may be asked to show tags on demand Should you have the need to have any electrical gear tested and tagged Jims Test and Tag will be on site from 1100 on Sunday 13 September 2015 Tags cost 10 CASH ONLY and are valid for 12 months Please note that testing and tagging is closely monitored at the venue so if your equipment is not already tested and tagged use the services of during this window once the technician leaves the building an AUD 250 call out fee applies if you are asked to have items tagged As an exhibitor you may make available a prize or prize s as your own incentive for delegates to visit and return to your stand over the duration You will need to collect business cards and promote your prize draw at your stand and be fully responsible for the drawing and announcing of your prizes or incentives Draw times are at your discretion but must be done during catering breaks When an exhibitor gives away a prize at the stand this is classified as a lottery When conference or meeting gives a prize to someone attending this is classified as a lottery When a seminar or function gives away a lucky door prize this is classified as a lottery Fertility Society of Australia Annual Conference 2015 FSA 2015 Exhibitor Briefing Notes Prepared by WALDRONSMI TH Management 11 The guidelines specify that whenever there is an element of chance a combination of skill and chance the draw is classified as a lottery and a permit must
47. mant had made a separate and direct contract with the actual provider of the particular service in respect of that service or stage of carriage where the loss or damage occurred and received as evidence thereof any particular document which must be issued if such international convention or national law shall apply Notwithstanding other provisions in these Conditions if it can be proved that the loss of or damage to the Goods occurred at sea or inland waterway and the provisions of clause 42 do not apply the Company s liability shall be determined by the Hague Visby Rules Reference in the Hague Visby Rules to carriage by sea shall be deemed to include reference to carriage by inland waterways and the Hague Visby Rules shall be construed accordingly Notwithstanding the provisions of clauses 42 43 and 44 the loss or damage to the Goods occurred at sea or on inland waterways and the Owner Charterer or operator of the vessel establishes a limitation fund the liability of the Company shall be limited to the proportion of the said limitation fund allocated to the Goods Air Carriage Ifthe carriage acts as a principal in respect of a carriage of Goods by air the following notice is hereby given If the Company involves an ultimate destination of stop a country other than the country of departure the Warsaw Convention may be applicable and the Convention governs and in most cases limits the liability of carriers in respect of loss ol or damage to cargo A
48. meets Scissor Lift amp Boom Lift Arrangements can be made to hire a scissor lift or boom lift through the National Convention Centre Current operating tickets must be sighted before hire approval is granted Alternatively qualified staff may be hired to operate the lift Please note the boom lift can only be used when the exhibition is a build zone and prior to exhibitor access Current hire charges both with and without operators are available upon request Refer to order form on page 15 Banners and Signs The National Convention Centre can arrange to hang your banners and signs in accordance with organiser s requirements via Staging Connections This service must be arranged prior to arrival at the Centre For further information regarding banner hanging please contact Staging Connections on 61 2 6257 6786 Display and Set up e No structure can be fixed to the venue structure and must not interfere with adjacent stands No equipment fittings or materials may be placed in any aisle walkway in such a position that the access to any designated exit is in any way obstructed e Materials used in stand construction and design must not be readily ignitable nor emit toxic fumes should ignition take place e The structure of the building must remain in the same condition as prior to set up Any changes to the building and property of the National Convention Centre will be charged to the company at fault Electrical Equipment
49. n cash by company cheque or by direct deposit do not incur a service fee Page 13 of 25 2015 Exhibitor Manual Wh NATIONAL Car Park Order Form CENTRE cara Where the nation meets Exhibition Conference Name Event Date Stand Number Contact Name on Day Company Name Address Telephone Fax Email Dates Required Number of Type of Ticket Price Total Cost Tickets Single exit 18 00 per day Single exit 18 00 per day Single exit 18 00 per day Multi exit 21 00 per day Multi exit 21 00 per day Weekend exit 3 00 per day Weekend 8 00 per day Multi exit Total charges Please Note e If your vehicle is larger than 1 9m high and or has a trailer please contact the Centre to discuss other parking arrangements e Pre payment must accompany this form for goods services to be provided e Exhibitor Conference requests ordered less than 10 days prior to the start of an event will incur a 20 late surcharge fee e All orders will be processed once payment and forms have been received A tax invoice will be issued once the goods and service have been delivered e refunds will be given if the service is cancelled within 3 days prior to the event or the service is not used e All prices quoted are inclusive of GST Goods and Services Tax e Prices may be subject to change at the discretion of the Management Payment Details
50. n is solely the exhibitor s responsibility Please ensure the following items are packed in your on site kit for the move out 1 Sufficient copies of the appropriate return address label 2 Sufficient copies of your courier company s consignment notes listing your company account number 3 Knowledge of how to book a courier 4 Packaging tape and scissors or a Stanley knife e All goods must be removed from the venue at the conclusion of the Exhibition e Exhibitors must arrange for retrieval of their own empty cartons from storage at the conclusion of the event e Prior to leaving the site staff must pack up all goods being collected by courier All goods must have both a return address label and a completed courier consignment note attached in readiness for the courier to collect directly from the stand NOTES Otherwise goods will be deemed rubbish and disposed of promptly Items left with forwarding instructions as detailed above are to be collected by 1600 on Thursday 17 September 2015 they cannot be left at the venue after this time Alternatively if storage is required after this time so goods can be collected later please make arrangements directly with your preferred supplier Fertility Society of Australia Annual Conference 2015 FSA 2015 Exhibitor Briefing Notes Prepared by WALDRONSMI TH Management Due to increased awareness from WorkSafe it is now mandatory for all Exhibitors to wear approved safety vests at all times duri
51. n process with the National Convention Centre prior to commencing any work All Event Organisers their exhibitors contractors subcontractors and other associated staff are to comply with the Workplace Health and Safety requirements of the National Convention Centre This compliance includes familiarisation with the fire and evacuation procedures which are established for the National Convention Centre Anyone not adhering to these requirements may be asked to stop work and consultation may be required before further work can continue All contractors and sub contractors must review comply and acknowledge our Workplace Health and Safety policies and procedures before work can commence on site All workers performing duties on site are required to attend a short induction outlining the venue evacuation procedures and general Workplace Health and Safety standards The following procedures and requirements are to be adhered to by all contractors working on the premises of the National Convention Centre regardless of whether they are providing services directly to the National Convention Centre or are working for an Event Organiser Failure to comply will place the contract entered by the InterContinental Hotels Group trading as the National Convention Centre Canberra and the Event Organiser in jeopardy High visibility vests and enclosed shoes must be worn at all times during bump in bump out and at any time whilst on the loading dock High visi
52. n readiness for the Exhibitor Move in on Sunday 13 September 2015 2 Own Arrangements Personal Delivery using your own private vehicle This option is only available to exhibitors on Sunday 13 September 2015 between 1100 1400 Using this option the Exhibitor takes on the responsibility of personally transporting all display and promotional material themselves to NCCC using private vehicle s and the handling of all items to their exhibition stand on move in day Fertility Society of Australia Annual Conference 2015 FSA 2015 Exhibitor Briefing Notes Prepared by WALDRONSMI TH Management If you have a satchel insert included in your sponsorship package or if you have purchased a satchel insert the deadline for your delivery of your inserts to Mercury Mailing House is Friday 21 August 2015 Dates Friday 21 August 2015 Times Between 1000 1600 Quantity 650 units A4 single sheet items Any deliveries outside of these dates and times will not be accepted and inclusion in the satchel cannot be guaranteed Delivery address Mercury Mailing 13 Antibes Street Parkdale VIC 3195 Please use ONLY the satchel insert delivery label available HERE when sending satchel inserts Please note The satchel insert program insert is not an automatic entitlement for all sponsors and exhibitors Saturday 12 September 2015 EXPONET Access 0800 1800 Saturday 12 September 2015 Custom Stands Access 1100 1700 Sunday 13 September 2015 Exhibition Mo
53. ng the bump in out and move in out periods as applicable The no vest no entry policy will be strictly enforced Safety vests are not sold at the venue and hence you will need to pre purchase an allocation of vests for your staff so as to gain entry to the Exhibitor Move in and Move out although you may obtain Safety vest from the venue via the Reception A deposit of 15 00 will be taken and once the Safety vest has been returned the deposit will be refunded Please also wear closed and suitable footwear during bump in out and move in out periods People wearing open toed shoes sandals or thongs are not permitted access to the exhibition halls during bump in out and move in out Sorry no exceptions Children under 18 are not permitted access to the exhibition halls during bump in out and move out Sorry no exceptions The venue provides cleaning of the public areas and walkways in the exhibition area Additional charges apply for cleaning of booths If you require your stand to be vacuumed mopped and dusted prior to the opening or at the conclusion of each day a charge of 50 00 per hour applies Minimum of 1 hour applies To arrange this please fill in the Stand Cleaning Order form from the National Canberra Convention Centre Exhibitor s Kit The National Convention Centre Canberra does not supply any trolleys or forklifts at all so if you need a trolley please bring your own Limited storage on site is strictly for exhibitor repl
54. nk may need approval please forward the details to any wsm com au by Friday 21 August 2015 Fertility Society of Australia Annual Conference 2015 FSA 2015 Exhibitor Briefing Notes Prepared by WALDRONSMI TH Management Shell Scheme Booth Included in the cost of exhibiting is 3 0m x 3 0m booth space 2 5m high White velcro compatible back and side walls company fascia signage maximum 26 characters two 120w spotlights and one 4 amp general purpose outlet Company name website address and booth location will be listed in the Conference Handbook Two satchels per booth containing all Conference materials Two exhibitor complimentary registrations which includes access to the scientific program morning and afternoon tea lunch Monday to Wednesday Welcome Reception and Conference Dinner NOTE Additional exhibitor staff registration passes will be available for a cost of AUD 880 including GST see further information below If you have booked a sponsorship package either alone or in conjunction with your exhibition stand please refer to your confirmation advice for full entitlements Your complimentary registrations include Name badge Daily catering Delegate Satchel 2x per booth Entry to the Welcome Reception for per person Conference Dinner Ticket per person Access to sessions per person Additional registrations can be purchased for 880 00 and include Name badge Daily catering Delegate Satchel En
55. no later than ten 10 working days prior to the event The National Convention Centre has the sole catering rights to all food and beverage products Exhibitors are not permitted to bring any food and beverage into the venue from outside caterers or suppliers All alcoholic beverages served to centre guests must be served by RSA certified staff These may be supplied by the exhibitor certification must be presented before arrival to venue or hired from the National Convention Centre at a cost to the exhibitor Access to National Convention Centre All Event Organisers must provide full particulars on exhibition bump in and bump out schedules including on site organisers exhibition contractor major shell scheme contractor freight forwarding company security company rigging contractor and electrical contractor On site event organisers main point of contact must have the capacity to make decisions and issue instructions to their staff on instruction from the National Convention Centre Duty Manager Only designated service entrances lifts and loading docks are to be use for the transportation of materials Exhibition Hall Ground Floor Ceiling Heights Height of entrance to Exhibition Hall via loading dock bi fold doors 3 9m Height of entrance to Exhibition Hall via main foyer 2 47m Height of Exhibition Hall floor to ceiling trusses 9 0m Height of Exhibition Hall floor to underside of gallery 3 06m Exhibition Hall floor to ce
56. nt and forms have been received A tax invoice will be issued once the goods and service have been delivered No refunds will be given if the service is cancelled within 3 days prior to the event or the service is not used All prices quoted are inclusive of GST Goods and Services Tax e Prices maybe subject to change at the discretion of the Management Payment Details Credit Card Number Expiry Date Bankcard Mastercard Visa Diners card American Express Card holder name Signature I hereby authorise the National Convention Centre to process authorised charges to the above credit card Please Return to National Convention Centre Canberra PO Box 1013 Civic Square ACT 2608 Fax 612 6276 5276 Visa and MasterCard payments incur a merchant service fee of 1 5 American Express Diners and JCB payments incur a merchant service fee of 3 which will be added to the total amount payable Payments made in cash by company cheque or by direct deposit do not incur a service fee Page 21 of 25 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Where the nation meets Delivery Docket DELIVER TO NATIONAL CONVENTION CENTRE 31 CONSTITUTION AVE CANBERRA ACT 2601 COMPANY NAME EVENT NAME DATE OF EVENT ROOM STAND NUMBER SENDERS CONTACT NAME SENDERS CONTACT PHONE NUMBER RECEIVERS CONTACT NAME RECEIVERS CONTACT PHONE NUMBERS PALLET OF
57. ntractors includes direct and indirect sub contractors and their respective servants and agents The customer shall be fable for the loss damage contamination soiling detention or demurrage belore during and alter the Carriage of property including but not limited to Containers of the Company or any person or vessel referred to in D above caused by the Customer or owner or any person acting on behalf of either them or for which the Customer is otherwise responsible Charges etc The Customer shall pay to the Company in cash or as agreed all sums immediately when due without deduction or deferment on account of any claim counterclaim or set off When the Company is instructed to collect freight duties charges or other expenses from any person other than the Customer the Customer shall be responsible for the same on receipt of evidence of demand and non payment by such other person when due On all amounts overdue to the Company the Company shall be entitled to interest calculated at 4 per cent above rate as set out under the Penalty Interest Rates Act 1983 Vic as varied from time to time calculated daily from the date of default to the date of payment Should payment remain outstanding beyond the Company s payment terms the Customer agrees to pay all legal costs on solicitorlown Customer basis and all Mercantile Agent s fees including any commission payable on the payment of the debt incurred by the Company as a re
58. o the start of an event to allow time for installation and delivery Pre payment must accompany this form for goods services to be provided Exhibitor Conference requests ordered less than 10 days prior to the start of an event will incur a 20 late surcharge fee All orders will be processed once payment and forms have been received A tax invoice will be issued once the goods and service have been delivered No refunds will be given if the service is cancelled within 3 days prior to the event or the service is not used e All prices quoted are inclusive of GST Goods and Services Tax e All operators must produce their current relevant licenses before operating any of the above equipment Please attach a photocopy of your licence Ticket and photo ID and return with this order e Boom lift above 14m requires a high risk licence Payment Details Credit Card Number Expiry Date Bankcard Mastercard Visa Diners card American Express Card holder name Signature I hereby authorise the National Convention Centre to process authorised charges to the above credit card Please Return to National Convention Centre Canberra PO Box 1013 Civic Square ACT 2608 Fax 612 6276 5276 Visa and MasterCard payments incur a merchant service fee of 1 5 American Express Diners and JCB payments incur a merchant service fee of 3 which will be added to the total amount payable Payments made in cash by company cheque or by direct deposit do not incu
59. om build height must not exceed 3 5metres high Anything over the standard height of 2 5metres must be approved by the venue before planning can be confirmed All custom build contractors must read the contractor induction as attached prior to arrival and provide their Workers Compensation and Public Liability document to the venue contact Please CLICK HERE to download Items requiring prior approval include All vehicles trucks cars etc All items greater than 2 4m in height two storey stands Additional lighting use of naked flames LP Gas cylinders Any food and or beverage items for sampling no matter how small these need approval All prize draws Helium balloons Machinery Alcohol Tobacco Refrigerators Livestock animals Harmful chemicals Talent on the floor Anything loud harmful intrusive to others and anything outside the dimensions of your allocated stand space Heavy vibrating equipment anything that emits smoke fumes Written approval from the venue is required to bring any heavy and or vibrating equipment which might cause damage to the floor or any part of the centre e Any food items or beverage items for sampling Venue approval is required All food and beverage must be ordered directly from the venue using the applicable forms No outside food and beverages can be brought into the venue this is strictly forbidden NB If you are including any of these items in your display or any other items you thi
60. on shall be calculated by reference to the invoice value of the Goods plus freight and insurance if paid If there be no invoice value for the Goods the compensation shall be calculated by reference to the value of such Goods at the place and time when they were delivered to the Customer or Owner or should have been so delivered The value of the Goods shall be fixed according to the current market price or if there be no commodity exchange price or current market price by reference to the normal value of goods of the same kind and quality special agreement in writing and on payment of additional charges higher compensation may be claimed from the Company not exceeding the value of the Goods or the agreed value whichever is the lesser Notice of loss Time Bar The Company shall be discharged fabiity unless 0 Notice of any claim is received in writing by the Company or its agent within 14 days after the date specified in B below or within a reasonable time after such date if the Customer proves that it was impossible to so notify and Sut is brought in the proper forum and written notice thereof received by the Company within 9 months after the date specified in B below in the case of loss or damage to Goods the date of delivery of the Goods In the case of delay or non delivery of the Goods the date that the Goods should have been delivered any other case the event giving rise to the claim General Average The
61. only Wireless only 6 hours 40 00 500mb 10 hours 50 00 1gb 1 day code 70 00 2gb 2 day code 160 00 5gb 3 day code 210 00 7gb 4 day code 280 00 10gb 5 day code 350 00 14gb Cable Set up fee 70 00 Total Charges A cable set up fee is required with all cabled internet requests A cabled or multi user internet connection will conclude at end of time limit A wireless internet connection will allow you to log in and out by shutting down the web browser giving you the specified amount of access time Please Note e All exhibitors requests must be ordered 10 days prior to the start of an event to allow time for installation and delivery e Pre payment must accompany this form for goods services to be provided e Exhibitor Conference requests ordered less than 10 days prior to the start of an event will incur a 20 late surcharge fee e All orders will be processed once payment and forms have been received A tax invoice will be issued once the goods and service have been delivered No refunds will be given if the service is cancelled within 3 days prior to the event or the service is not used e All prices quoted are inclusive of GST Goods and Services Tax Payment Details Credit Card Number Expiry Date Bankcard Mastercard Visa Diners card American Express Card holder name Signature I hereby authorise the National Convention Centre to process authorised charges to the above cre
62. r a service fee 15 of 25 2015 Exhibitor Manual Villi Phone Line Order Form NATIONAL CONVENTION CENTRE canberra Exhibition Conference Name here the nation meets Name Event Date Stand Number Contact Name on Day Company Name Address Telephone Fax Email Item Price Per Unit Quantity Total Digital Telephone line with handset 150 00 line access through PABX by dialling 0 plus call costs Analogue Phone fax line 150 00 line access through PABX by dialling 0 plus call costs ISDN 3 x 128 kbit s lines available 200 00 plus call costs Eftpos lines no indial capabilities 150 00 Require 0 dial set up in Eftpos machine prior to plus call costs arrival Total Charges incl GST Please Note e You will need to provide a terminal adaptor interface from the Network Terminator to your equipment PC or equivalent for ISDN lines e All equipment is on a hire basis and prices include hire installation removal insurance and GST The cost for all telephone lines is for the line only This does not include configuration of PC exhibitors requests must be ordered 10 days prior to the start of an event to allow time for installation and delivery Pre payment must accompany this form for goods services to be provided Exhibitor Conference requests ordered less than 10 days prior to the start of an event will incur a 2096
63. rcising jurisdiction within any nation state municipality port or airport Includes the cargo and any container not supplied by or on behalf of the Company in respect of which the Company provides a service Includes any container flexitank trailer transportable tank flat pallet or any article of transport used to carry consolidate goods and any equipment of or connected thereto Includes goods which are or may become of dangerous inflammable radioactive or damaging nature and goods likely to harbour or encourage vermin or other pests Means the provisions of the International Convention for the Unification of certain rules Relating to Bills of Lading signed at Brussels on 25th August 1924 Means a statement of the Customer s specific requirements Container H Dangerous Goods Hague Rules W Instructions Obligations of Customer The Customer warrants that he is either the Owner or the authorised agent of the Owner of the Goods and that he is authorised to accept and is accepting these Conditions not only for himself but also as agent for and on behalf of the Owner of the Goods The Customer warrants that he has reasonable knowledge of matters affecting the conduct of his business including but not limited to the terms of sale and purchase of the Goods and all other matters relating thereto The Customer warrants that the description and particulars of the Goods are complete and correct The Custom
64. sult of non payment of the debt Liabilities and Rights of the Company The Company shall be entitled except insofar as has been otherwise agreed in writing to enter into contracts on behalf of itself or the Customer and without notice to the Customer For the carriage of Goods by any route means or person For the carriage of Goods of any description whether containerised or not on or under the deck of any vessel For the storage packing transhipment loading unloading or handling of Goods by any person at any place whether on shore or afloat and for any length of time For the carriage or storage of Goods in containers or with other goods of whatever nature For the performance of its own obligations and to do such acts as in the opinion of the Company may be necessary or incidental to the performance of the Company s obligations The Company shall be entitled but under no obligation to depart from the Customer s instructions in any respect if in the opinion of the Company there is a good reason to do so in the Customers interest and it shall not thereby incur any additional liability The Company may at any time comply with the orders or recommendations given by any Authority The responsibilty of the Company in respect of the Goods shall cease on the delivery or other disposition of the Goods in accordance with such orders or recommendations If at any time the performance of the Company s obligations in the opinion of the Company or any
65. tails Approximate volume L x W x H LI Ihave read and accept Agility s Standard Terms amp Conditions refer to page 2 X Accepted by Signature PLEASE COMPLETE THIS FORM AND RETURN BY FRIDAY 21 AUGUST 2015 TO EXPOHELP AGILITY COM OR FAX 03 9330 3337 FOR INFORMATION CALL AGILITY FAIRS amp EVENTS ON 03 9330 3303 Page 1 Agility Fairs e Events SYDNEY 11 15 Gould St South Strathfield NSW 2136 PO Box 5485 Chullora NSW 2190 Tel 61 2 8755 8899 Fax 61 2 9642 6899 Email fairs australia agilitylogistics com MELBOURNE 28 32 Sky Road Melbourne Airport VIC 3045 PO Box 1328 Tullamarine VIC 3043 Tel 61 3 9330 3303 Fax 61 3 9330 3337 Email fairs australia 9 agilitylogistics com WEB www agilitylogistics com Standard Terms and Conditions of Contract PART I GENERAL CONDITIONS APPLICATION 17 A te 0 A 8 A 8 c 0 L2 A 0 A 7 0 8 Subject to clause B below all services of Company whether gratuitous or not are subject to these Conditions The provisions of Part shall apply to all such services The provisions of Part Il shall only apply to the extent that such services are provided by the Company as agents iii The provisions of Part IIl shall only apply to the extent that such services are provided by the Company as principals Where a document bearing a titl
66. the intention of making your experience at the National Convention Centre as smooth as possible This manual includes all the necessary information rules and regulations locality maps forms and delivery dockets to ensure that your participation in the exhibition is successful To ensure all your requirements are met please read all the information contained in this manual and complete the forms where appropriate The Service Request Forms should be completed and returned to the National Convention Centre with payment prior to the commencement of the exhibition as stipulated in the forms All forms will be processed only after payment and forms have been received Our Details If you have any further queries about the venue or the exhibition please do not hesitate to contact our Events Team at the National Convention Centre Events Administrator National Convention Centre PO Box 1013 Civic Square ACT 2608 Telephone 61 2 6276 5200 Facsimile 61 2 6276 5276 Email ncc sales ihg com Page 3 of 25 E S ee Oe 2015 Exhibitor Manual Villi NATIONAL CONVENTION CENTRE canberra Workplace Health and Safety sere Any contractors working on site will need to provide copies of both Workers Compensation and Public Liability certificates for all contractors These need to be provided to the venue five 5 working days prior to the event All contractors subcontractors and production companies must undergo a site inductio
67. try to the Welcome Reception for one person Conference Dinner Ticket for one person Access to sessions for one person Pre registration for all registration types including complimentary registrations and additional staff registrations must be done at your earliest convenience via online Exhibitors should register using the online registration form available via the following link https wsm com au ei getdemo ei id 773 amp s 7223575G3 amp bulk y Fertility Society of Australia Annual Conference 2015 FSA 2015 Exhibitor Briefing Notes Prepared by WALDRONSMI TH Management Move in date Sunday 13 September 2015 Time 1100 1400 Y All stands must be completed by 1400 Move Out date Wednesday 16 September 2015 Time 1500 Y Exhibitor move out must be complete by 1700 IMPORTANT NOTES Please do not dismantle stands s until the Exhibition area is clear of delegates A high visibility safety vest must be worn by everyone involved in the move in and move out no vest no entry applies Please pack vests for your staff all staff on duty need to be wearing vests prior to the commencement of the move out as the loading dock doors will only be opened for service once all staff involved are wearing safety vests and adequate closed footwear Courier companies should be instructed to pick up directly from your stand via National Convention Centre 31 Constitution Avenue Canberra ACT 2601 The packing up and removal of goods for retur
68. ursday 17 September 2015 The National Convention Centre reserves the right to dispose of any goods after this date Visitors to the National Convention Centre Canberra NCCC will have free access to a basic wireless internet service suitable for checking emails or similar while on site Exhibitors are advised that this service is not suitable for use on your stand and you should therefore purchase an internet code with a faster speed and a hard wired line installed prior to the build day or Exhibitors can also opt to use wireless internet service with an internet code with a faster speed We would advise Exhibitors who require internet on their stand for presentations or similar to purchase a an internet code with a faster speed and a hard wired line installed prior to the build day or Exhibitors can also opt to use wireless internet service with an internet code with a faster speed For further information and prices please see click here for the order form and rates Fertility Society of Australia Annual Conference 2015 FSA 2015 Exhibitor Briefing Notes Prepared by WALDRONSMI TH Management The National Convention Centre Canberra s Exhibitor Manual and Service Order forms are available to download from the following link please CLICK HERE to download Below is a list if service order forms you may require e Account Details Page 11 e Stand Cleaning Page 12 e Car Park Page 13 e Lifting Equipment Hire Page 14 e Delivery Docket Pag
69. ve In 1100 1400 Sunday 13 September 2015 Exhibition Open 1800 2000 Monday 14 September 2015 Exhibition Open 0800 1700 Tuesday 15 September 2015 Exhibition Open 0800 1700 Wednesday 16 September 2015 Exhibition Open 0800 1500 Wednesday 16 September 2015 Exhibition Move Out 1500 1700 Wednesday 16 September 2015 Custom Stands Bump Out 1700 1900 Wednesday 16 September 2015 EXPONET Dismantle 1730 2359 Times are correct at time of printing but may be subject to minor change Welcome Reception Sunday 13September 1800 2000 Exhibition Hall Ground Floor Conference Dinner Tuesday 15 September 1900 2300 Great Hall Parliament House Fertility Society of Australia Annual Conference 2015 FSA 2015 Exhibitor Briefing Notes Prepared by WALDRONSMI TH Management For those organisations that would like to use a custom built stand a Raw Exhibition Space is available for purchase Raw Exhibition Space does not include walls fascia signage furniture or electricity electricity and furniture can be purchased at an additional cost Raw Space is ideal for organisations that have a custom built portable stand or who would like to showcase their products in a unique way If you are planning on having a custom built stand in your Raw Exhibition Space please email a fully dimensioned design plan to any wsm com au together with a completed Custom Stand Design Form no later than Friday 14 August 2015 and venue approval will be sought on your behalf please note cust
70. y VJ 13 16 September 2015 Custom Stand Design Approval Submission Form Company Name exhibiting Booth Number Contact Name Email Address Mobile Number Onsite Contact Name if different Onsite Contact Mobile Number Stand Builder Name Contact Name Mobile Number Structural Size of stand m2 Maximum Build 3 5metres Height of stand Does this stand have a ceiling What are the dimensions of the ceiling Flooring Does your stand have a raised floor If so what is the height of the floor Does the floor edge have a ramp Rigging Is there any rigging required for your stand If so what rigging is required What will be displayed Timing Custom Stand Move in Saturday 12 September 2015 1100 1700hrs Approx number of hours required to build Custom Stand Move out Wednesday 16 September 2015 1700 1900hrs Approx number of hours required to dismantle Important Notes Rear rendered panels need to be plain white or neutral No rear panels signage or branding can impact or overlook neighboring stands Rigging be it a structure or signage above your booth which creates an impact or overlooks neighboring stands is also subject to Committee Venue and WALDRONSMITH Management prior approval and must be detailed clearly in your custom build stand design WALDRONSMITH Management will

On behalf of the organising committee, we would like to thank you

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