EXHIBITOR INFORMATION

Introduction
This manual is designed to assist you with the smooth planning of your exhibit. Contained within thisdocument are the Brisbane Convention & Exhibition Centre’s evacuation procedures, exhibition
regulations, a list of available services and the order forms for these services.
All quoted prices are current at the time of printing and subject to change.
All prices listed are inclusive of 10% GST and are in Australian dollars.
Completed order forms and enquiries should be directed to:
The Exhibitor Services Department
Brisbane Convention & Exhibition CentrePO Box 3869
South Brisbane QLD 4101
Australia
Tel:+61-7-3308-3134
Fax:+61-7-3308-3138
Email: exhibitorservices@bcec.com.au
AccessAccess to the Brisbane Convention & Exhibition Centre for Exhibitors bumping in hand held items
during build-up and pull-down is via the Car Parks assessable via Merivale Street. The closest Car
Park to the Plaza Level is Car Park 1 or Car Park 2.
Directions to the Plaza Level include:
1. Once parked please make your way towards Russell Walk. Russell Walk is the walk way
through the car park between Merivale Street and Grey Street.
2. Please make your way towards Grey Street via Russell Walk (towards the river).
3. Once on Grey Street please turn right and you will see the entrance to BCEC on Grey Street.
4. Once inside BCEC on Grey you will see two elevators next to the Information Desk. Please
make your way to the elevator and press “P” for the Plaza Level
5. The Exhibition is located in the Plaza Ballroom to the left as you exit the elevators on PlazaLevel.
If you require a trolley – the Information Desk on Grey Street will be able to assist.
Accounts
All accounts for Venue Services must be paid in accordance with Centre requirements and paid in fullseven (7) days prior to the commencement of the Event.
Audio Visual
Audio Visual equipment is available from the Brisbane Convention & Exhibition Centre. For further
details of equipment available, tick the appropriate box on the Exhibitor Services Form or contact theBusiness Centre.
BankingThe following Banking Facilities are located in the South Bank precinct.
Bank of Queensland
184-186 Grey Street
Telephone: 07-3033-4000
Commonwealth Banking Corporation
Shop 22, 164 Grey Street
South Brisbane Qld 4101
Telephone: 132221

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National Australia Bank
Boundary Street
South Brisbane Qld 4101
Telephone: 07-3844-1323
Westpac Banking Corporation
91 Boundary Street
West End Qld 4101
Telephone: 07-3844-4861
The Brisbane Convention and Exhibition Centre provide two Automatic Teller Machines located on theGreat Hall Concourse and Exhibition Hall 4 Concourse. They accept all cards however do not accept
credit cards for cash advances.
Cleaning
Public areas, foyers and exhibition aisles are cleaned and rubbish bins emptied daily by the Centre’s
cleaning staff.
Exhibitors requiring individual stand cleaning should complete the applicable section under “UtilityServices” of the Exhibitor Services Form.
Competition and Gaming Regulations
Any competition, trade promotion or art union conducted at or in conjunction with an exhibitors' standmust comply with the Charitable and Non-Profit Gaming Act 1999, Regulations and Rules (Qld).
For more information on conducting a competition, trade promotion or art union, exhibitors should
contact the Queensland Office of Gaming Regulation on (07) 3872 0999 A/H (07) 32102906 to obtainan information sheet or visit their web site:
Competitions and Trade Promotions:

http://www.qogr.qld.gov.au

Convex Cards
Convex cards are in-house debit cards for venue services and can be used to make purchases at anyof the food and beverage outlets within the Centre and for sundry items at our Exhibitor Services
Office and Information Desk. A deposit of $400 is required before cards will be issued and all convex
cards remain the property of BCEC and must be returned at the conclusion of the event. An $11
charge per card will be applied on cards not returned within 2 working days.
Emergency First Aid & Medical
Emergency telephone numbers are: Ambulance - 000, Dental - 3830 4157. The nearest Public
Hospital Casualty Department is at the Mater Misericordia Hospital, Annerley Road South Brisbane,
telephone 07-3840-8111.
Evacuation Procedures
In the case of an emergency in the Centre, please stay calm. Please follow the instructions given by
BCEC staff, fully trained for an emergency situation and all our Security and Building Services staff arequalified First Aiders.
The Centre has a 2-alarm system, which is as follows:st

1 alarm sound…..
BEEP BEEP
This is a stand-by alarm. Do not evacuate the room but be prepared if evacuation becomes
necessary.
nd2 alarm sound…

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EXHIBITOR INFORMATIONWHOOP WHOOP
This is the evacuation alarm, which is followed by a PA message. This message will tell you whatlevel of evacuation is occurring, for example: a room, floor or the whole building. Please use thenearest exit and do not use the lifts in the event of a fire.
If we do need to evacuate, all exits are clearly marked with exit written in green.
Centre staff will direct you to a Safe Assembly area.
Assembly area is South Bank Institute footpath, which is directly across the road from our bus waiting
area in Glenelg Street.
If you do have an emergency while in the Centre, all you have to do to obtain help is to pick up an inhouse telephone and dial “8”. Let Security know the details/location of the emergency and they willrespond.
rd

Exhibitor Move In: Sunday 23 June 2013 2:00pm – 5:00pm
rd
The Exhibitor move-in will commence at 2:00pm on Sunday 23 June 2013. Shell scheme andfurniture will be ready to occupy at this time. All stands must be completely dressed and excessrdthrubbish removed by 5:00pm on Sunday 23 June 2013 ready for how open at 8:30am Monday 24June 2013.
thExhibitor Move Out: Thursday 27 June 2013 – 7:00pm – 9:00pm
Removal of products and exhibits will commence at 7:00pm. No exhibitor will be permitted to remove
products prior to this time.
Exhibitor Services
Exhibitor Services is situated in the concourse between Exhibition Halls 2 & 3. It is open during movein, operational and move-out stages of the exhibition. Services provided include faxing, photocopying
and the sale of stationery items.
Fire Regulations
All materials used in stand construction and decoration must be fire retardant and conform to Local
Statutory Building Regulations.
The storage of any flammable liquids or fuel within the Exhibition is not permitted. Motor vehicles orother mechanical appliances displayed within the Exhibition venue must contain a full tank of fuel andbe free of leaks.
Fire extinguishers and fire hose reels must at all times be visible and accessible and must not be
removed from their correct location.
The use of LPG gas on stands shall comply with regulations available from the Centre.
Fire Proof Materials
Any materials used in stand construction or for display purposes must conform to the following
standards:••••

Non-combustible and inherently non-flammable material
Durable flameproof fabricSelf-extinguishing plastic
Plywood, hardwood, pulp board or fibreboard is to be rendered flame-resistant by a process
deemed acceptable by fire authorities.

Food Sampling

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EXHIBITOR INFORMATIONThe Centre Management has sole rights for the sale or distribution of any article of food and beverage,
therefore no food or beverage may be brought into the Centre without the consent of the Centre’sManagement.
The food and beverage sampling guidelines are as follows:
Samples to be given away free of cost to the patron must be:•Items which registered members of the association buy wholesale in the normal conduct ofbusiness or•
Are produced by equipment used in the normal conduct of their business
The sale of such sample products is not permitted.
•Portions must be of tasting size only:•Liquid portions should not exceed 30% of what would be considered to be standard serving
size.
•Solid food should be no larger than bite size.
•Health regulations apply.
•Exceptions to the above require written approval.
Forklift / Material Handling
Forklifts are available for hire from the venue and must be operated by a licensed driver. Charges
apply for forklift and driver.
This service is available to all Exhibitors and must be booked and paid for at least 48 hours prior toevent build-up.
Please note Forklifts are not permitted on the Plaza Level, but can be used in the loading docks.
FreightThe Organisers and the Venue will not accept any responsibility for the safety or well being of anyitems on, or delivered to, the site in the absence of the Exhibitor of his/her agent or contractor.
All deliveries must be addressed with the attached delivery note to assist with the smooth delivery ofgoods.
Courier Companies should be instructed to pick up post event freight from Kitchen Dock via Glenelg
thStreet on Friday 28 June 2013. The Centre will not take responsibility for freight left after this time.
Health Regulations
The following health requirements are applicable for exhibitor’s stands from which samples of food ordrink are promoted to the public.
••••Perishable packaged foods are required to be refrigerated.
Where unpackaged food is to be given away, openly stored, displayed and handled, thefollowing facilities and services need to be provided: - A hand basin with hot and cold water.
- A refrigerated display and/or storage cabinet if the food is perishable.
- Glass or Perspex screens or sneeze guards to protect food from contamination.
- A washable impervious floor e.g. sheet vinyl.
- Where serving implements or utensils are used, a separate sink with hot and cold
water will be required.
- Where drainage and water is required, stands must be located with access to theappropriate service pits.
All eating and drinking utensils must be disposable (paper cups, plastic spoons, plastic wineglasses) and must not be reused.
When food or drink samples are given away for promotional purposes:

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They must be offered in such a manner as to avoid being handled by the public e.g.
apportioned and toothpicks inserted.
- They should be protected from contamination, for example by the use of trays fitted withplastic covers.
- Condiments such as sauces and mustards are to be contained in squeeze type dispensers
or individual sealed packets.
For other than food related exhibitions, cooking of food by Exhibitors is prohibited unlessapproved by the Centre. Early consultation with the Brisbane Convention and Exhibition Centre
Management is mandatory.
Exhibitors must provide receptacles for rubbish collection. These receptacles must be locatedin within or near to the stand and the contents shall be disposed of in a manner approved byCentre Management.
All stands involved in the presentation of food & beverage must abide by the “Food Hygiene
Regulations 1989”
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Please note extra cleaning charges may be imposed for the disposal and cleaning of wet and foodwaste.
Parking
The Centre provides undercover parking for 1500 vehicles, with direct lift access to the Centre's
convention and exhibition facilities. The flat rate for exhibitor parking is $15.00 per day/per vehicle.
Post Office
The nearest Post Office is located at 75-77 Russell Street, South Brisbane,
Telephone: 07-3844-6317
Rigging
For safety reasons all rigging of overhead banners and signage will be completed by the BCEC andmust be pre-arranged with the Centre prior to build up of the Exhibition.
To book rigging, tick the appropriate box on the exhibitor services form.
Safety Vests
All Organisers, contractors and exhibitors and their staff must wear safety vests and closed in shoes
whilst on the loading dock, service road or in the exhibition hall during the construction, bump in andbump out of events.
Vehicle drivers and offsiders or passengers utilising the service road or dock areas, who intend to exit
their vehicle are required to wear a safety vest or approved hi-visibility clothing for safety purposes.
Security
BCEC Security Officers will maintain security.
Whilst every reasonable precaution is taken, theOrganisers and the Brisbane Convention and Exhibition Centre accept no responsibility for any loss ordamage occurring to persons or property at the exhibition.
Smoking
The Brisbane Convention & Exhibition Centre has a “No Smoking” policy within all areas of the Venue.
Exhibitors are therefore requested not to smoke within the Exhibition Area.
Stand Construction & Exhibits
1.
CablesElectrical or other cables crossing walkways or public areas at floor level could cause a trip hazard.
Where possible cable should be raised above the walkway. If this is not possible, cables need to becovered with carpet tile, matting or taped with gaffer.
In high traffic areas changes in floor level should be highlighted with high visibility or yellow/black
hazard tape.
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2.
Demonstration of Equipment
Where an event or exhibition has demonstrations using portable electrical equipment, the Safety
Manager must give special approval. Also extra safety precautions must be taken to protect membersof the public. These extra precautions must be complied with at all times or the demonstration will bestopped.
3.
Electrical Equipment
The BCEC Management reserves the right to request removal from the site of any electricalequipment it deems to be non-compliant or suspect and can call upon internal specialists to assist
when necessary.
All portable electrical equipment, appliances and leads used on the BCEC site must be tested andtagged in accordance with Australian Standard 3760 and Workplace Health & Safety Legislation. Anyelectrical equipment found not tested will have to be done immediately or removed from the Centre.
For safety reasons, double adaptors are not to be used in the Centre.
Any person who suffers an electric shock from any piece of electrical equipment MUST report theincident IMMEDIATELY to the Centre’s Security Department.
4.
Fire Regulations
All materials used in stand construction and decoration must be fire retardant to conform to local
statutory building regulations.
The storage of any flammable liquids or fuel within the exhibition is not permitted. Fire extinguishers
and fire hose reels must at all times be visible and accessible and must not be removed from theircorrect location.
The use of LPG gas on stands shall comply with regulations.
5.
Floor Load Weight Limits
All floor areas within the BCEC have specified loading limits per square metre. Any equipment or item
to be displayed, or used during an event weighing more than 500 kilograms must be assessed prior tothe item or equipment being positioned. BCEC requires the following information in advance of thecommencement of the build:••••The dimensions of the base of the item
The gross weight of the item
A picture or diagram of the item
Indication on the floor plan where the item is to be located.

6.
LPG Gas – Use on Stands
The use of LPG on stands is allowed in the Exhibition Halls, however, the following policies apply:
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All installations carried out in accordance with the relevant statutory acts and regulations
All appliances must be approved for use in accordance with the relevant acts and regulations
The quantity of LPG held within a stand is to be limited to that amount reasonably consumed inone day.
Maximum Cylinder Size = 45kg
One cylinder per applianceCentralised cylinders with appliances connected to a reticulation system are 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 show the LPG must be turned off at the bottle and all cylinders
must be removed from the building overnight to designated areas.

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Security and provision of storage facilities at designated areas is the responsibility of the EventOrganiser
The LPG supply must be connected and disconnected by a certified tradesman.

7.
Motor Vehicle Displays
All vehicles should have a full tank of fuel when left in the Centre to reduce the vapour space in thetank as per Queensland Fire Service advice (Workplace Health & Safety, Risk Management Advisory
Standard 2000). All vehicles must be supplied with a drip-tray. The vehicle keys are to be left with
Security Control, unless alternate arrangements have been made with the Event Manager.
All vehicles displayed on a gradient (e.g. one set of wheels on a ramp) are to be locked and no accessto be granted unless removing the vehicle from the display. If the display has the vehicle totally off thefloor level, chains or straps for added safety must also secure the vehicle.
8.
Temporary Structures
All temporary structures will be professionally designed, structurally sound and will contain reasonable
provision for:
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Safety of persons to be accommodated in the event of fire, including means of egress
Prevention of fire
Suppression of fire
Health of persons accommodated
All structures over 2.4 metres in height, where persons either staff or guests gather, must be
certified by an engineer.
Patrons must give consideration for wheelchair access to the Stand (Building Code of Australia– Section D3.3)

The reduction of the existing level of fire protection is not permissible. Designers and builders have anobligation to design and construct to these principles and any relevant standards or legislation while
meeting the special needs of their client. These principles include:•Stands over 18sqm where roofing is fitted must have a “Smoke Detection Device” and have afire extinguisher installed. The recommended material for the roofing is “shark tooth” typematerial that allows water penetration from sprinklers and fire canon.

Storage
As limited on site storage facilities for packing materials and boxes are available, it is recommended
that exhibitors keep packing materials to a minimum.
Exhibitors may not leave boxes and packing material in the Exhibition Display Area during the event.
VenuethThe 10 Annual Meeting of Asia Oceania Geoscientist Society will be held in the Plaza Ballroom ofthe Brisbane Convention & Exhibition Centre, corner of Merivale and Glenelg Streets, South Bank Qld
4101.
Telephone: 07-3308-3000
Facsimile: 07-3308-3500.

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