BOOTH ALLOCATION | EXHIBITION SUPPLIER | EXHIBITOR SERVICES | DELIVERY & COLLECTION OF GOODS | AGILITY FAIRS & EVENTS | BUMP-IN | CUSTOM BOOTH | EXHIBITION OPEN HOURS | ONSITE STORAGE | EXHIBITION BUMP-OUT | PRIZE DRAWS
Thank you for your upcoming involvement in the International Federation of Hospital Engineering Congress (IFHE 2018) to be held on 6 - 11 October 2018 at Brisbane Convention & Exhibition Centre, Australia.
The below outlines important information about exhibiting at IFHE 2018.
If you have any queries regarding the following information, contact Krysty Monks at Iceberg Events (Congress Organisers) via firstname.lastname@example.org or call +61 7 3876 4988.
Please refer to your booth allocation email for your allocated booth.
The exhibition trade floor plan can be downloaded below. The floorplan and booth numbering have changed from the original floorplan within the partnership prospectus so please be sure to review the new floorplan. The Congress Organisers have considered your preferences when finalising allocations.
Booth allocations have been approved by the IHEA.
We have proudly appointed Exponet as our official exhibition supplier. Exponet can supply the hire of all your exhibition needs from furniture and floors, plants and audio-visual equipment, additional power and lighting.
On Monday, 10 September you will receive an email from Exponet containing the username and login to their online exhibitor kit. This email will be sent to your nominated exhibition contact.
If you require any assistance with logging into the online portal, please contact the Exhibitor Service Department, Exponet, on 02 9645 7070 or email email@example.com.
The online exhibitor kit will ask you to confirm the details about your booth set-up, including:
- Stand layout
- Fascia and signage
- Lighting and power
- Stand modifications
- Wall mounted shelving or slat/wall
- Audio visual
Please login and complete these steps by Friday 14 September 2018.
Each exhibition booth is 3m x 2m and comes with a fascia sign (black lettering on white corflute) on all open aisle frontages, 2 x track spotlights, 1 x single power outlet. The walls are 2.5mH Polished aluminium frame with white melamine infill panels and the flooring is the existing venue carpet. Anything outside of the above specifications is to be arranged at the exhibitor's own expense.
If you require a dedicated internet connection, trestle tables and chairs or on-stand food and beverage options at your booth, please contact BCEC Exhibitor Services at firstname.lastname@example.org or proceed to the online ordering portal here.
Note: No barista or coffee machines are allowed at individual booths in the exhibition area (excluding arrangements made for the Barista Station Partner). Any food or beverages that you are having at your booth needs to be pre-approved by Iceberg Events and the venue.
BCEC’s online exhibitor ordering portal allows exhibitors to order multiple services at the same time and obtain tailored quotes using a secure payment gateway.
To access the online portal, enter your booth number in the required “stand number” field, without spaces. Insert a hyphen if you have more than one booth, for example: 33-34. Ensure all orders are placed and paid for in advance of the Congress to ensure your requirements can be accommodated.
All items brought into BCEC which require power must have valid test and tag stickers visible. It is the responsibility of all exhibitors to organise testing and tagging of any equipment brought onsite, prior to the Congress.
Please find attached the BCEC Exhibitor Information Document for your review.
Exhibitor and sponsor freight labels have been supplied by BCEC and can be downloaded below.
This delivery label must be filled in and attached to all items delivered to the venue. Items without this delivery docket will not be accepted.
Agility Fairs & Events (see section further below) will take receival of exhibitor freight 48 hour prior to the Congress at the Kitchen Loading Dock. Freight is securely stored back of house with restricted access.
As per the label, all goods are to be delivered between 7.00am and 4.30pm weekdays. No goods will be accepted prior to Thursday 4 October 2018. Delivery outside of the above hours will need to be arranged prior to delivery.
Goods to be collected after the event should be sealed and properly addressed with the sender's name and contact phone number. All goods must be collected by the end of business on Wednesday 10 October 2018. Should goods not be collected by this date they will be deemed abandoned and disposed of accordingly. Please ensure that your items are correctly labelled and signed with your courier's consignment note (the venue will not sign consignment notes on your behalf, therefore these must be completed prior to your departure from the venue).
Please note that storage is limited at the venue, all large items/sensitive medical equipment need to be picked up as soon as possible following the conclusion of the trade show. If you have large items/sensitive medical equipment being delivered, or collected from the venue, please contact Sebastian Bufalino on SBufalino@agility.com to discuss the logistics of storing and moving your items.
Agility Fairs & Events manages freight receival/dispatch and porterage services within BCEC.
Exhibitors are responsible to arrange any courier for collection of items post-event. At the conclusion of the event, all exhibitor freight that is not collected by your own couriers will be returned to the secured area for dispatch the following day.
The exhibition booth build will take place on Sunday 7 October 2018. This is considered a construction zone until the build is complete. You are not able to enter the area until the time specified below.
Exhibitor bump-in: Sunday 7 October 2018 from 1.00pm - 4.30pm
Agility porters will deliver exhibitor freight to the respective booth location within BCEC prior to exhibitor access at 1.00pm on Sunday 7 October.
All booths must be set up before 4.30pm in order for exhibitors to attend the Welcome Reception commencing at 5.00pm in the Plaza Terrace Room.
Exhibition supplier staff will be onsite during the Sunday exhibitor bump-in period to ensure that exhibitors' final requirements are met.
If you do not complete your bump-in by 4.30pm on Sunday 7 October, you may return from 6.00am-7.00am on Monday 8 October to finish.
The Trade Show will open on Monday 8 October 2018 at 7.30am prior to the opening session. Be ready at your booth to network with delegates.
If you are intending on building a custom booth please email a copy of your design visuals to Krysty Monks email@example.com by Friday 14 September 2018 – these will be subject to approval by the exhibition supplier and BCEC.
Custom booth bump-in: Sunday 7 October 2018 from 10.00am - 1.00pm. This is a shared construction zone alongside the exhibition company.
If you are doing a custom build, you must advise Iceberg Events, the Congress Organisers, so that arrangements can be made for you.
Monday 8 October: 7.30am-4.00pm, especially during all catering breaks
Monday 8 October: 5.30pm-7.30pm at the Trade Night
Tuesday 9 October: 7.30am-2.45pm, especially during all catering breaks
*Note: all catering breaks will be held in the Exhibition Area.
There is no dedicated space at BCEC for exhibitors to store items other than at their booth during the Congress. Exhibitors are advised to try to keep packaging to a minimum. If storage of items is required during the event, please advise Iceberg Events to further discuss. Additional storage requirements will be at a cost to the exhibitor.
Exhibitor bump-out*: Tuesday 9 October 2018 from 3.00pm - 5.45pm
Custom booth dismantle**: Tuesday 9 October 2018 from 6.30pm
Exhibition dismantle: Tuesday 9 October 2018 from 6.30pm
*Items from your booth must be cleared prior to 5.45pm in order for you to meet at 5.45pm for the congress dinner bus departures and for the exhibition supplier to commence dismantling the booths.
**Custom booth contractors may access the Plaza Ballroom from 6.30pm (and not before) to dismantle the custom booths.
Exhibitors are responsible to arrange any courier for collection of items post-event. Staff from Agility Fairs & Events will then move exhibitor goods from stands to the loading dock in preparation for collection by exhibitors’ couriers.
If you wish to organise and run a prize draw and have not already advised us of the details, please email the details of your draw and prize(s) to firstname.lastname@example.org so that the details can be included in announcements at the Congress. Prize draws will be drawn at the conclusion of the Congress. Partners and Exhibitors doing a prize draw will be asked to be present in the room to provide your prize to the winner.
Some prize draw options that you may wish to consider include:
- Business card draw: delegates must provide their business card to enter the draw
- Question and answer draw: delegates must answer a question about your company to enter the draw. This question can be included on a competition form which is collected from your gazebo. This encourages people to find out about you!
- Raffle ticket draw: delegates must collect a raffle ticket from your booth to enter the draw.