Pipfruit New Zealand Inc. Conference & AGM Renouf Foyer, 5-6 August 2015 Michael Fowler Centre Wellington TRADE DISPLAY MANUAL

Transcription

1 Pipfruit New Zealand Inc Conference & AGM 2015 Renouf Foyer, 5-6 August 2015 Michael Fowler Centre Wellington TRADE DISPLAY MANUAL

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3 CONTENTS 02 Your checklist 02 Timelines 03 Venue Contact details Your SITE Site Plan Access to venue Other services Information on evacuation procedures, fire safety and health & safety 11 Forms 1

4 FORM 1 Address label Compulsory Your checklist Place on freight when sending to the venue Timelines freight deliveries exhibitors set up exhibitors breakdown exhibition opening hours No earlier than 9.00am on MONDAY 3 RD AUGUST (unless specific arrangements have been made with the venue) TUESDAY 4 TH AUGUST 3.00PM TO 6.00PM WEDNESDAY 5 TH AUGUST FROM 6.00AM THURSDAY 6 TH AUGUST 1.30PM TO 3.00PM WEDNESDAY 5 TH AUGUST Registration & Morning Tea Lunch Afternoon tea 8.30am to 9.30am 12.00noon to 1.00pm 3.30pm to 3.45pm THURSDAY 6 TH AUGUST Morning tea Lunch 10.00am to 10.30am 12.30pm to 1.30pm 2

5 Venue RENOUF FOYER, MICHAEL FOWLER CENTRE can be found at 111 Wakefield St, Wellington,

6 Contact details Pipfruit New Zealand Inc Catherine Scott Operations Coordinator phone : mobile : catherine.scott@pipfruitnz.co.nz Michael Fowler Centre Stacey Pilcher Event & Show Coordinator, Positively Wellington Venues phone : mobile : stacey.pilcher@pwv.co.nz Exhibition site build, & furniture hire Craig Jenkins General Manager, Displayworks phone : mobile : craig@displayworks.co.nz 4

7 Your SITE A trade display site measures 3m x 1.8m AUDIOVISUAL Audio visual requirements can be ordered from Displayworks Ltd. Contact craig@displayworks.co.nz BREAKDOWN The expo closes at 1.30pm on Thursday, and breakdown can then commence. Please do not start breaking down your site before this time. All materials must be removed from the venue by 5.00pm on Thursday, 6 th August. Anything left inside the venue after this time will be deemed to be rubbish and will be placed in the venue s rubbish collection area. If you are using a freight company, please ensure they are aware of this deadline. CEILING HEIGHT The ceiling is 6.5m high. DANGEROUS AND HAZARDOUS SUBSTANCES Substances that are of a dangerous, flammable, explosive or of an objectionable nature must not be brought into the premises without formal notification to the Ministry of Business, Innovation and Employment and the venue. If you are proposing to use toxic materials or fluids, the disposal of these materials requires notification to the Ministry of Business, Innovation and Employment. The nature of the material or fluid and the quantities involved and a copy of the plan for disposal must be forwarded to the venue no later than 14 days prior to the event commencing. No more than one day s supply of any hazardous or dangerous substance shall be stored on the site or within the venue at any time; the remainder must be stored in closed containers in a location as per the Hazardous Substance and New Organisms Act. ELECTRICAL For the safety of event patrons and for protection of the venue, no electrical devices will be permitted into the venue unless written confirmation that a suitably qualified electrician has inspected the device and has certified that the device complies with the Electrical Standards NZS has been provided. Any such certification must be dated within 12 months of the start of the conference. The exhibitor will be liable for any costs or damages that arise out of the use of electrical devices that have not been inspected in accordance with this policy. The venue can demand removal of any electrical equipment it deems to be noncompliant or suspect. Equipment for personal use, such as your laptop or phone charger, is recommended to be checked however it is not mandatory for these to be tagged or tested. Where electrical cabling crosses a trafficable area, it must be secure, made safe and clearly identified. FLOORING The venue floor is covered hardwood parquet flooring. FLOOR PLAN The expo is located in Renouf Foyer of the Michael Fowler Centre and a site plan is attached. A floor plan, with site numbers, will be available at the conference. If you require any furniture, or additional equipment, please view Displayworks Ltd s online catalogue at and contact craig@displayworks.co.nz. LIGHTING & POWER All sites include 2 x 150 watt spotlights and a 1 x 10 amp power point with a 4 way multi box. If you require additional lighting or power for your site contact Craig Jenkins, craig@displayworks.co.nz at Displayworks Ltd. Any additional lighting or electrical will be at your cost. MATERIALS USED FOR SITE CONSTRUCTION OR FOR DISPLAY PURPOSES Any materials used in site construction or for display purposes must conform to the venue s following standards: Non-combustible and inherently non-flammable material 5

8 Durable flame-proof fabric Self-extinguishing plastic Flame proof fabric PLANT HIRE Plant and shrub requirements can be ordered and paid for directly with Horrobin & Hodge, or phone (Sarah Hodge). SIGN RESTRICTIONS Venue signage is limited to the licensed space. Signage, banners and similar materials may not be nailed, screwed, pinned, stapled, hung or attached to floors, ceilings, walls, windows, sprinkler systems and other surfaces. We recommend the use of Velcro dots on your trade site walls but these may not be used on any surfaces belonging to the venue. Damage resulting from installation will be directly charged to the exhibitor. Exhibitors products, furniture, signage and all display material must fit into their contracted site space. Encroachment of displays into aisles is both a fire hazard and unfair to fellow exhibitors. Any sound utilised on a site is to remain at a low level so that it doesn t interfere with other exhibitors. Certain areas must be kept clear and free access retained. These areas include: fire exits, lighting and sound controls, fire appliances and power distribution boards. Please comply with staff requests to remove objects blocking these areas. VELCRO The walls are velcro receptive so it is best to use velcro hook dots to put up posters. Velcro strips would be more suitable if the posters are heavy. Walls All sites are built with 2.3m high black panels. 6

9 SITE Plan Signage Booth Plant & Food Maersk Compac Viscount Plastics Grochem EQM PrITO Lakewood Products Hill Labs Biolchim SGS Huhtamaki Dupont BT9 T&G Extenday 7

10 Access to venue COURIER PICK UP All items left at the end of the conference for collection by couriers must be collected within 24 hours. The venue takes no responsibility for goods left on the premises past this time. The items must be clearly labelled and arrangements made with the Michael Fowler Centre reception (located in the foyer). All packaging or other items that are unlabeled or left on the premises after this time will be deemed abandoned and disposed of accordingly at the exhibitor s expense. A courier collection form (available from the venue s reception) is to be completed and attached to exhibitors packages before their departure. All goods must be clearly marked with the following information: Name of company Contact name Physical address Contact phone number Number of boxes: i.e. 1 of 10 Name of courier company that is collecting the boxes Order number of this consignment DELIVERIES Deliveries should arrive at the venue no earlier than Monday, 4 August at 9am and will only be accepted between 9am and 5pm on weekdays. Exhibitors must contact the venue and make special arrangements for deliveries prior to this date. The delivery, receipt and custody of all material are the exhibitor s responsibility. Any advance deliveries will be received by the venue on the basis that Positively Wellington Venues has no liability for loss or damage during storage (both before and after the conference). Goods must be clearly marked with the following information: Event name (Pipfruit NZ Conference) Date of event (5-7 August) Exhibitor company name Exhibitor contact name Mobile number Event coordinator (Stacey Pilcher) Venue name (Renouf Foyer, Michael Fowler Centre) Venue (111 Wakefield St, Wellington) Number of boxes (i.e. 1 of 10) EXHIBITOR ACCESS Exhibitor badges will be provided for company representatives who are staffing the exhibition stand. On arrival at the venue, Exhibitors must report to the Registration Desk to collect their badges. LOADING BAY Access is via the front entrance of Michael Fowler Centre, 111 Wakefield Street, Wellington, a map is attached. Temporary parking for drop off/pick up is available under the porte cochère at the front of the building. There is lift & stair access up to the first floor. Exhibitors will then need to park in a public car park. PARKING There is no free parking at the venue, and parking is limited to 2 hours in the Michael Fowler Centre car park. The closest parking building is James Smith, 162 Wakefield Street, Wellington. Charges apply. STORAGE Storage at the venue is limited. If any storage is required prior, during or after the conference, this must be arranged with the venue s Event & Show Coordinator, Stacey Pilcher, and will be entirely dependent on space availability. Transfer and storage of all items is the responsibility of the exhibitor. All post conference courier pickups must be organised with the venue who will advise exhibitors where to place all items for pick up. 8

11 Other services ATM The closest ATM to the venue is on the corner of Cuba and Manners Street, a two minute walk from the venue. BEVERAGE SAMPLES Approval is required from the venue if you wish to provide food or beverages to conference attendees. Please contact catherine.scott@pipfruitnz.co.nz for approval, prior to the commencement of the conference. BUSINESS SERVICES Limited business services are available for a fee at the venue s reception, located in the foyer in the Michael Fowler Centre include printing, couriers, faxes and photocopying. Applicable charges will be made to users, by the venue, at the time of use. CATERING All conference catering (with the exception of the dinner) will be served in the trade exhibition area to encourage attendees to spend time viewing the exhibits. INSURANCE Exhibitors are responsible for their own insurance cover and must ensure that goods on display are adequately insured for theft or damage prior to and during the event. Pipfruit New Zealand Inc does not accept any liability or responsibility for theft or damage. INTERNET ACCESS / WIRELESS The venue offers a free wireless service to delegates. This is suitable for checking s and the like. RUBBISH Waste bins will be provided within the expo area. In the best interests of sustainability, exhibitors should take information packs, display items, leaflets and packaging materials with them at the conclusion of the conference. SECURITY All function rooms are locked and secured at the conclusion of a day s activities. Entry is not permitted until the venue is reopened the following day. Neither Pipfruit New Zealand Inc nor the venue or any of their staff, employees, agents or other representatives shall be held accountable or liable for any damage, loss, harm or injury to any person or any property of the exhibition. Exhibitors should not leave personal items on their sites. SMOKING Smoking is not permitted anywhere inside the venue. TAXIS A taxi rank is located under the porte cochère at the front of the building. TOILETS Male, female and accessible toilet facilities are located on the ground floor of the Michael Fowler Centre. 9

12 Information on evacuation procedures, fire safety and health & safety EMERGENCY EVACUATION AND FIR E SAFETY Every exhibitor must comply with the venue s evacuation procedures. Exhibitors should ensure that all fire hoses, fire extinguishers, alarms, switches and emergency signage remain visible and accessible at all times. A clear egress of three metres from emergency exits must be retained at all times. Naked flames, smoke machines and pyrotechnics are not permitted without prior written consent from the venue s Event & Show Coordinator, Stacey Pilcher. Smoke detectors will need to be isolated in situations such as when smoke machines or pyrotechnics are in use. A charge may apply for this service. FIRE EVACUATION A fully compliant, registered and approved evacuation scheme is maintained for the Michael Fowler Centre. The venue has an automatic Fire Safety Evacuation System and activation will be heard through the venue s sound system. On activation, conference delegates will be requested to evacuate the building immediately. As conference delegates evacuate the venue, they should warn others in the immediate area. Proceed immediately to the allocated assembly point via the nearest exit. The assembly point is in the Michael Fowler Centre car park. Follow all instructions given by the venue s safety wardens who will be identified by a Red or Yellow vest and Red or Yellow helmet. Always walk quickly and calmly to the place of safety. Fire hoses and fire alarm switches must remain visible and accessible at all times. FIRST AID KITS First aid kits are located at the venue s reception in the foyer. First aid trained staff can be contacted via any of the venue s front of house, catering and security staff. HEALTH AND SAFETY Every exhibitor should: Take all practicable steps to ensure that no action or inaction of the exhibitor while at the venue harms any other person. Provide the necessary resources and documentation to ensure that the work that is carried out is done with strict compliance to health and safety requirements. Provide adequate instructions and equipment to their employees so that they are able to comply with the health and safety procedures specific to the job. Ensure that all the necessary insurances and licences are available and current; to ensure that the safety and legality of any activity carried out within the venue is beyond question. Ensure that their workplace is kept neat and tidy so as to avoid any trip hazards. Report all accidents, incidents or near misses to the venue immediately. MEDICAL CENTRES & PHARMACY The nearest medical centres are: After Hours Medical Centre, 17 Adelaide Road, Wellington ( ) City GPs, 189 Willis Street, Wellington ( ) The nearest pharmacy is: Life Pharmacy, corner Cuba and Manners Street, Wellington ( ) 10

13 Forms DELIVERY TO RECEPTION MICHAEL FOWLER CENTRE 111 WAKEFIELD ST, WELLINGTON 6011 Event Name PIPFRUIT NEW ZEALAND CONFERENCE Event Date 5-6 AUGUST 2015 Company Name Contact Name Mobile Consignment note # Item No. (eg 1 of 2) DELIVERIES WILL NOT BE ACCEPTED MORE THAN 2 WORKING DAYS PRIOR TO EVENT 11

14 DELIVER TO: RECEPTION MICHAEL FOWLER CENTRE 111 WAKEFIELD ST, WELLINGTON 6011 EVENT NAME PIPFRUIT NEW ZEALAND CONFERENCE EVENT DATES 5-6 AUGUST 2015 STAND/BOOTH NAME COMPANY NAME CONTACT NAME MOBILE # CONSIGNMENT NOTE # ITEM # (e.g. 1 of 2) DELIVERIES WILL NOT BE ACCEPTED MORE THAN 2 DAYS PRIOR TO EVENT

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16 Pipfruit New Zealand Incorporated 507 Eastbourne Street West P O Box 11094, Hastings