EXHIBITOR EVENT INFORMATION

Exhibitors are responsible for enhanced cleaning and disinfectant measures for their own stands. Exhibitors are required to supply hand sanitiser on their stands at all times as per venue requirements and face masks for staff should it be compulsory.  IEC Group will not provide this.

24-hour perimeter security is in operation throughout the Show’s entire schedule. Exhibitors are advised that they are responsible for their own product security. We recommend Exhibitors ensure a representative remains on their stand until all product has been removed during Move Out.

Goods cannot be delivered prior to 8am on Wednesday 27 August 2025. The Venue and Organiser cannot accept delivery of goods on behalf of Exhibitors, nor will there be any responsibility taken for goods delivered in the absence of the Exhibitor. Deliveries cannot be signed for. If you do not plan on being present when your goods are delivered, please ensure you do not book a courier/transport service which requires a signature on delivery. Goods must be clearly labelled with the Show name, your company name and your stand number. Download the Show Delivery Label to attach to your freight.

GEL Events is the official contractor for transportation of exhibitor freight as well as onsite services. GEL Events provide exhibitors with peace of mind by suppling a door-to-stand freight service, with complete tracking and email notification when the freight arrives onsite at the stand. GEL Events can arrange all local, interstate and international transport services. You do not need to be present at time of delivery when using GEL Events to transport your freight, our onsite team will receive your freight and take it directly to your stand prior to your arrival.

 At close of the event, we understand the pressure of packing up your freight so as to catch flights or get home after what has been a long few days. Our onsite representative will come and see you to confirm your return freight requirements and provide you with return labels. Once packed up and your freight is labelled you are welcome to leave it at your stand for us to take care of the rest.

To request a quote please complete quote request form via the link below

Its important to note if not using GEL Events to transport your freight, that GEL Events cannot sign for delivery of goods on your behalf. Please ensure you provide your courier authority to leave without signature.

 Freight / Logistics Online Request Form

There is limited onsite storage available for Exhibitors. Each Exhibitor is responsible for making their own arrangements for storage. Exhibitors may not leave boxes and packing material in their exhibition display area during the Show. If you require onsite storage, please contact Mira Luplow from GEL Events on tel 1300 013 533 or email  mira@gelevents.com.au Charges apply.

Please note that all power within the Exhibition Hall will be switched off overnight during the Show. If you require continuous power to your stand, please inform the Organiser in writing by emailing educationadmin@iecgroup.com.au no later than Monday 4 August 2025

To comply with Work Health & Safety and egress requirements of the Venue, all aisles must remain unobstructed. Exhibitors are not permitted to display any materials or products outside of their allocated stand space. Any materials or products found to be encroaching into the aisles will be removed.

All Exhibitors and staff working on stands will require a badge to get in and out of the Show. Badges should always be worn during Show days (not required during Move In). Please order your badges through your Exhibitor Portal. Badges will be available for collection from the Registration Desk during Move In on Wednesday 27 August 2025.

Promotional staff may roam the Exhibition floor and are permitted to hand out promotional material from anywhere within the Exhibition Hall, except within a six (6) metre radius of any direct competitor or at the entrance/s to the Event. All promotional staff must be appropriately dressed. The Organiser reserves the right to cease any promotional activity taking place outside of stands at its own discretion.

Proposals for use of naked flames on stands must be made in writing no less than thirty (30) days prior to the commencement of the Expo. To obtain approval please email educationadmin@iecgroup.com.au. Naked flames include the use of cooking equipment, barbecues, heaters, candles, oil burners, etc.

·A fire extinguisher and/or a fire blanket shall be kept on the stand in an area accessible to the general public. This fire extinguisher shall be properly signed

· Under no circumstances will the stand be left unattended when the flame is alight

· No flammable material shall be within one (1) metre of the flame

· Flames shall be extinguished 15 minutes prior to the stand being vacated at the end of the day

· Flames will be situated so that members of the public cannot come into contact with the flame or any surface likely to burn the person or ignite their clothing. Suitable guarding must in place and approved by MCEC.

· Facilities used for cooking must have an automatic emergency cut off switch

Appropriate first aid equipment/items must be in place.

All electrical equipment entering the Venue must comply with the Work Health and Safety Act 2011 and Australian Standards. This Act affects all electrical equipment used in the workplace, including equipment brought into the Venue by contractors or third parties. The outward sign of compliance with the Act will be the electrical test tag compliant with AS/NZS 3760:2003. The Venue reserves the right to remove or replace any electrical equipment not complying with the Act. Power cords which are detachable such as IEC leads, extension leads, and power boards are separate items and need to be tested independently from the equipment they are supplied with.

In line with the Venue policy, the size of LPG bottles to be limited to 9kg cylinders with a maximum of 45kg per 50sqms used on an exhibition space. Regulations limit the maximum amount of LPG within an event. As such, MCEC reserves the right to limit the number of gas cylinders within an area/event. Gas bottles are to be labelled with company name and stand number.

Exhibitors are required to remove their gas bottles from their stand each night and store them in the safety cages on the Loading Dock. Bottles can be re-installed each morning prior to the Show opening. All Exhibitors wanting to use gas on their stand must email exservices@mcec.com.au to gain approval from the Venue.

Banners must only be hung over an Exhibitor space and not over aisle way. Banners must only be hung over an Exhibitor space and not over aisle way. Our preferred Rigging Contractor for the Show is Clifton Productions. To obtain a rigging quote please contact Clifton Productions on tel 1300 254 386 or email expo@cprig.com

Exhibitors planning to use helium balloons as part of their stand display are required to obtain approval from the Organiser and ensure they are securely tethered to their stand at all times. There is a minimum charge of $500.00 AUD to retrieve used balloons from the Venue Exhibition Hall roof.

Please note there is no longer a Business Centre at the Melbourne Convention & Exhibition Centre. Printing is available via the Customer Service Desks located either in the Exhibition or Convention Centre, however please note that charges may apply.

A kiosk is located inside the Exhibition Hall. Alternatively, a range of light meals, snacks and refreshments are available at the Goldfields Café which is located near Convention Centre Place Entrance (to the right of the Customer Service Desk).

For Exhibitors wishing to display vehicles powered by flammable liquid and/or gas at the Event, the following guidelines must be adhered to in order to comply with Venue Health & Safety regulations:

Flammable Liquid Powered Motor Vehicles

· The fuel tank must contain at least 90% of the fuel capacity

· The motor vehicle fuel filler cap must be either sealed or secured to prevent the easy removal of the fuel cap by unauthorised persons

· Under no circumstances is fuel to be decanted or vehicles filled on the Centre Loading Dock

Flammable Gas (LPG) Powered Motor Vehicles

· LPG powered motor vehicles must have their systems fitted in accordance with AS1425-1989 LPG Gas Fuel Systems for Vehicle Engines

· The LPG fuel tank must be isolated from the engine mechanically by closing the ‘Service Tap’ on the fitted fuel tank

· The motor vehicles engine is to be run until all fuel in the fuel line and converter is exhausted

· The exhibitor or organiser will be required to drive the vehicle during the move in and out, under the guidance of a member of the MCEC Logistics team.

· Vehicles in Events will not be started and run without the prior permission of the Venue Management. To grant permission the Venue Management will review safety precautions and the control of exhaust emissions. All such requests shall be made in writing

· Ignition keys are not to be left in the vehicle and are to be strictly controlled by the Exhibitor during the Event

· 1 x 2.3kg, A:B (E) dry powder extinguisher mounted in a prominent location in accordance with relevant Australian Standards.

· Drip trays are required to be positioned underneath each vehicle on display.

All Exhibitors are encouraged to park in the Corner of Montague and Munro Streets Car Park, entry from Munro Street so that the parking available underneath the Venue can be utilised by Visitors attending the event. Please note that the Melbourne Convention and Exhibition Centre and its car parks are ‘gazetted’ areas with City of Melbourne parking infringements applying.

Alternatively, parking is available at the:

· South Wharf Retail Car Park
· Montague Street Car Park
· Freeway Car Park

Please refer to the MCEC website and/or Exhibitor Services Kit for further information. Alternatively, we can suggest Crown Casino car park as an option for parking onsite. Refer to the Crown Casino website for rate information.

You are not permitted to paint, nail, staple, screw or glue to any floor, ceiling or wall within the Melbourne Convention & Exhibition Centre. Plastic sheeting must be first placed on the floor where turf, woodchips etc. are used in your display. Material used in stand construction must not cause dampness, staining, be readily ignitable or be capable of emitting toxic fumes should ignition occur.

No childcare facilities are available at the Venue at any time.

Any person under the age of 15 years is prohibited from accessing Melbourne Convention & Exhibition Centre Exhibition Halls during Move In and Move Out periods.

Persons under the age of 15 years are not permitted on the Melbourne Convention & Exhibition Centre Loading Docks without adult supervision at all times

Exhibitors are responsible for enhanced cleaning and disinfectant measures for their own stands. Exhibitors are required to supply hand sanitiser on their stands at all times as per venue requirements and face masks for staff should it be compulsory.  IEC Group will not provide this.

Stand vacuuming will occur the night before the Expo. Any items placed in the aisles during Move In and during the Expo will be deemed as rubbish and removed. If you require additional cleaning refer to ‘Frequently Asked Questions’ section of this Manual.

The aisles are public walkways and therefore must not be used to display goods.

If demonstrating your product, you must place your display counter at least one (1) metre back from the front of your stand, to avoid crowds obstructing aisles. Any amplification must not interfere with adjacent Exhibitors.

Due to Occupational Health & Safety Regulations, all aisles must be free of obstacles - furniture, accessories, displays are not permitted in the aisles.

The Venue and Organiser will not accept delivery of any goods on behalf of Exhibitors, nor will there be any responsibility taken for the safety of any such items delivered to the Venue in the absence of the Exhibitor.

It is a legal requirement in Temporary Exhibition Work Sites that all electrical equipment be tested and tagged in accordance with SAA 300 Wiring Rules and Code of Practice for Temporary Installations under the OH&S Act 2000. Checks will be carried out to ensure all equipment onsite within the Venue meets with Australian Standards. Non-compliance will result in the Exhibitor being required to remove the equipment.

Any materials used for display purposes must conform to the following standards:

· Non-combustible material
· Inherently non-flammable material
· Flame-proof fabric
· Self-extinguishing plastic material
· Plywood, hardwood, pulpboard or fibre board rendered flame-resistant by a process of impregnation acceptable to the Venue authorities.

Flammable building material used for stand walls must be fire proofed. The use of readily flammable material in displays, such as crepe paper, corrugated cardboard, straw, untreated hessian, or PVC sheet (except on floors as a protective membrane) is strictly prohibited without the express approval of the Melbourne Convention & Exhibition Centre.

Sawdust, tan bark or wood chips of a reasonable size may be used to decorate floors, provided a protective membrane is laid first and chips are slightly moist at all times. Hay bales can only be used onsite if treated with fire retardant.

Please ensure that any potential risks are brought to MCEC and the Organiser’s attention and all firefighting equipment is visible and accessible to the public.

MCEC requires the following stands to implement extra fire safety measures:

· Fitting the requirements for certification by an engineer a roof area greater than 18sqm or wider than 3m in any direction;
· Raised floors of any height made of or containing combustible material; and
· Where pyrotechnics, smoke machines or flutter-fetti cannons are to be used.

In the event of any accident or emergency, please contact the Security Guards or the Organiser’s Office immediately.

The Melbourne Convention & Exhibition Centre offers Exhibitors a wide range of stand catering. Note: The Melbourne Convention & Exhibition Centre has sole catering rights to all food and beverage products. Unauthorised catering goods will not be accepted into the building and will be removed from the premises. A menu and beverage list are available from the Melbourne Convention & Exhibition Centre Exhibitor Services team, via the Stand Catering Guide or by contacting the centre on tel 03 9235 8110 or email exservices@mcec.com.au.
All orders must be finalised at least 7 business days prior to the event.

If you intend to give away samples of food or beverage, including items such as lollies, fruit and water, you require prior written approval from the Melbourne Convention & Exhibition Centre and may also require a Melbourne City Council Permit to do so. Please note: breach of this policy may result in the removal of the offending sample items.

Please fill out the Food and beverage sampling /selling request form and return to the centre if you have any questions please contact the Melbourne Convention & Exhibition Centre Exhibitor Services team via exservices@mcec.com.au.

Due to Occupational Health & Safety Regulations, open-toe footwear is not permitted inside the Exhibition Halls during Move In and Move Out or on the Loading Dock at any time.

Goods Insurance
The Organiser does not have an insurance policy which covers Exhibitors' goods. You are therefore advised to extend your Property Insurance Policy to cover loss of stock and display equipment due to theft or damage.

Public Liability Insurance
All Exhibitors must have Public Liability Insurance cover of at least $20 million AUD. In most cases, this can be achieved by extending your policy through your Insurance Broker. Alternatively, you can contact the Organiser to purchase appropriate cover. Unless pre-arranged the Organiser does not provide insurance coverage for Exhibitors.

If you wish to organise dedicated internet for your stand, please fill out the venue internet form or email the MCEC Exhibitor Services team on exservices@mcec.com.au.

MCEC have a free wireless service throughout the venue, that is shared between all visitors to the MCEC. It has a speed of 1mbps, and no download limit. However, you will need to sign in for this service every hour. This is suitable for basic web browsing, messages and email. MCEC do not recommend using this service if your booth activations depend on an internet connection, or you will need to download or stream content.

All of the Exhibitor Internet packages offered by MCEC are outlined in our Internet Form.

All orders must be finalised at least 7 business days prior to the event.

Access to the MEC Loading Dock is via Normanby Road (see Venue map). The Loading Dock is a one-way system. Enter from the Montague Street end of Normanby Road and exit at the Clarendon Street end. The Exhibition Centre has a vehicle checkpoint at the Dock entry to monitor access and ensure orderly unloading.

 Neither the Organiser nor Venue Management accepts responsibility for any items delivered to the site in the absence of the Exhibitor, their Agent or Contractor. All deliveries are to be scheduled for the designated Move In/Out times only.

 All vehicles entering the Venue Loading Dock will be issued with a thirty (30) minute unloading permit. Please advise Loading Dock staff if a longer time is required. Extended time for vehicles is at the discretion of the Exhibition Centre Security at the gate. Parking infringements will be issued by the City of Melbourne.

Limited meeting rooms are available onsite for use by Exhibitors. Please contact the Organiser or call in onsite to the Organiser’s Office to make bookings. It is strongly recommended that you book meeting rooms prior to the Expo.

All internal areas of the Venue are non-smoking.

The public-address system is for use by the Organiser for official announcements only. It is only available to Exhibitors or Visitors in the case of genuine emergencies.

 Trams

· Trams running past the Venue include No. 112 from Fitzroy Street, St Kilda, No. 96 (light rail) from Acland Street, St Kilda and No. 109 from Beach Road, Port Melbourne. Use the tram stop at the Clarendon Street entrance to the Exhibition.

· It is a short 3-minute walk from the trams on Flinders Street. Use tram No’s 48 and 75 along Spencer Street, turning into Flinders Street or the City Circle Loop (free) along Flinders, Spring, Latrobe and Spencer Streets.

Trains

· Southern Cross Railway Station is only a 10-minute walk from the Venue along Spencer Street.

Taxis

· Taxi drop off point is located at 1 Convention Centre Place, South Wharf. To arrange a taxi from the Event, tel 131 010 (Northern Suburban), 131 008 (Silver Top) or 132 227 (Black Cabs Combined).

All rigging at the Melbourne Convention & Exhibition Centre must be done through an accredited rigging company. Clifton Productions has been appointed as the rigger for the Show. Please contact Clifton Productions on email expo@cprig.com or phone 1300 254 386 to discuss your requirements and to obtain a quote.

Any items placed in the aisles during Move In, during the Expo as well as any items still remaining at the Venue once the Move Out has completed will be deemed as rubbish and removed.

A roaming Security Guard will be in attendance during Move In, Move Out and throughout the Expo. It is your responsibility during Event hours to have someone on your stand 30 minutes before opening and until all Visitors have left the building.

Under no circumstances should Exhibitors leave personal valuables on stands. Report any missing goods immediately to the Organiser’s Office.

Whilst Security Guards will be present during the Move Out, you should have a staff member on your stand to protect your goods. Pay particular attention to security of small valuable items, mobile phones, laptop computers etc.

Staff working on stands will not be admitted without presentation of their Exhibitor Badge to the door Security Guard. Exhibitors may enter 60 minutes prior to the Expo opening each day, or earlier with approval from the Organiser.

Early arrivals must stay on their stand and not wander around the Exhibition Hall.

All temporary structures built for Exhibitions must comply with the Building Code of Australia and all other statutory regulations current at the time of construction.

This includes areas pertaining to egress, height, fire safety and flammability ratings of materials. All stands must be designed and constructed in accordance with all relevant Australian Standards and obtain Venue Approval prior to the Event.

Stand Materials
·Must not cause dampness, stain or be readily ignitable

·Must not be capable of emitting toxic fumes should ignition occur

·Crepe paper, corrugated cardboard, straw, hay, untreated hessian, untreated material fabrics or PVC sheet (except on floors as a protective membrane) requires prior approval from the Venue

·Sawdust, tan bark or wood chips of reasonable size may be used to decorate floors, with the below considerations:
·A protective membrane is laid first and chips are kept slightly moist at all times
·A fire extinguisher must be provided by the Exhibitor and be placed in a prominent location on the stand

·Any fabric used in the construction or decoration of a stand, including the stand ceiling, must be treated with a fire retardant. The Venue will require proof of treatment

·Moving machinery or equipment likely to injure a member of the public or a swimming pool containing water, must be separated from the public by a physical barrier and supervised at all times

·Fountains, aquariums, spas, rock pools and swimming pools can be displayed, provided suitable provisions are made to prevent water leakage onto the floor

·No core drilling or fixing into any floor is permitted

Ensure trip or slip hazards are reduced and distinguishable from surrounding floor areas. For example, by using markings, contrasting edges, tactile surface indicators, non-slip materials, effective lighting.

To comply with the Disability Discrimination Act 1992 (S 23, 24), every stand must provide access for a person with a disability.

In the case of raised flooring between 6mm–190mm, access must be in accordance with AS1428 – Section 10.7 Walkways, Ramps and Landings/Kerb Ramps. Kerb ramps should have a maximum rise of 190mm, length no greater than 1520mm, a gradient no steeper than 1:8 and a slip resistant surface.

All raised flooring, ramps and stairs must be contained within the allocated stand space. The riser and going of steps must either comply with the requirements of AS1657 or the requirements of the National Construction Code of Australia.

Stand Visibility
· The Venue requires all stands to be open for visual inspection at all times
· No stands are to be covered or blocked by fabric or material at any time as this can be a fire safety hazard
· The MCEC will conduct regular stand visual safety inspections and need to be able to sight the stand build

Toilets are situated to the rear of the Exhibition Hall near the kiosks and also along the Melbourne Convention & Exhibition Centre Concourse.

Exhibitors requiring compressed air and/or water to their stands must advise the venue via email exservices@mcec.com.au.

All orders must be finalised at least 7 business days prior to the event.

Please note all connections must be made by the venue licensed plumber. F. Wood & Son Plumbing, please contact them on tel 03 9416 6818 or email admin@fwoodplumbing.com.au for a quote.

Fittings

• Water

Cold water and waste systems are provided for use by Exhibitors with outlets in each of the primary floor pits. Water is provided at a flow rate of 0.3 L/s in each primary floor pit and a waste outlet with a discharge rate of 6 L/s is also provided. If water is required at a greater flow rate, the operator may connect to more than one service pit, i.e. use two or three hoses.

Exhibitors requiring hose connections for water will need to provide a pressure hose (domestic garden hoses are not permitted) and a (15mm) ½” female threaded BSP fitting. A drain with grate is provided in the primary service pits. To connect to waste disposal Exhibitors will require a 40mm diameter BSP female socket.

All waste water must be discharged into the appropriate waste outlet in the floor pit, in accordance with Melbourne Water By-Laws (Melbourne metro area) or discharged in accordance with local statutory laws.

• Compressed Air

To connect to compressed air supply, Exhibitors require a 15mm (½”) male connector to match a 15mm (½”) female outlet ball valve.

Compressed air is of normal industrial quality. Regulators, filters and lubricators are to be provided by the exhibitor as required. MCEC can provide 25L/s (normal air @ 02-3C, 7 Bar pressure) to any 5000 sqm exhibition space. Should a larger flow rate be required call the Exhibitor Services team on tel 03 9235 8110 two (2) weeks prior to the Show.

Please note all connections must be made by the venues approved plumber

F.Wood & Son Plumbing Pty Ltd

(03) 9459 6628

admin@fwoodplumbing.com.au