WELCOME TO THE EXHIBITOR MANUAL FOR AUSTRALIAN HYDROGEN WEST CONFERENCE
Here you will find the relevant information and forms to complete for the event.
If you have any questions, please contact the Event Delivery Manager Alisha Culverson
E: [email protected] T: 02 9080 4364
Please ensure you read each section within this manual to ensure you meet the required deadlines.
We look forward to working with you to make this a successful event!
DEADLINE – ASAP
- EPS version of your company Logo
- Advise if intending to display any large or heavy items. Venue approval may be required.
DEADLINE – Friday, 20th October
- PERTHEXPO Deadline – confirm with [email protected]
– Confirm your Fascia Signage & Shell Scheme stand requirements (Shell Scheme exhibitors)
– Order any furniture, AV, shelving, signage, additional electrical or lighting
– Order Power access at your stand (Space Only exhibitors)
- Custom Stand Details – stand design approval is required (Space Only exhibitors)
Email to [email protected]
- Advise Display Materials – please advise if you are bringing anything to display outside of standard exhibition items (banners, brochures, promotional items). Venue approval may be required.
DEADLINE – Tuesday, 31st October
- Pass registration (registration form link will be sent to you directly)
- WHS & Contractors Acknowledgement
- Exhibitor Insurance Acknowledgement
- PDF Brochure – up to 6 pages (Sponsors Only)
- ConnectMe – ConnectMe – Sponsor & Exhibitor ConnectMe Form
- Onsite contact details – person responsible for your stand during move-in and move-out
Please send details to [email protected]
YOUR LOGO & PROFILE
If you have not already sent us your logo and company profile, please provide the following:
- EPS company logo – ASAP
- PDF Digital Company Profile/brochure by Tuesday, 31 October 2023.
PASS REGISTRATION
Informa will be in contact directly to organise the Delegate/Exhibitor registrations which were included in your contract.
If you wish to order additional exhibitor or delegate passes, please contact Alisha Culverson directly.
WHS & CONTRACTORS’ ACKNOWLEDGEMENT
As part of Informa’s Company Policy please click the below link and fill in the online form to acknowledge your understanding; www.informa.com.au/WHS/Exhibitions.
EXHIBITOR INSURANCE ACKNOWLEDGEMENT
All Exhibitors are automatically covered for compulsory Exhibitors Public Liability Insurance. Please read details of this insurance and complete the online acknowledgement; https://www.informa.com.au/pli-exhibitions/
It is each exhibitor’s responsibility to insure themselves against loss or damage for any of their own equipment, fittings, products or materials that are brought onto the premises. Crown Perth is not responsible for and is to be released from any liability in regard to loss, damage or theft of any delivered/stored items.
ONSITE CONTACT DETAILS
In case of any queries, it is important that we can contact the onsite staff member responsible for setting up your stand during Move In and for removing product during Move Out.
To ensure we reach the most appropriate contact person, please provide the below details;
Name / Mobile / Email / Arrival time
If contact person for move out is different, please also provide their details.
VENUE DETAILS
Crown Perth
Great Eastern Highway, Burswood, WA, 6100
Ph: 1800 556 688
Exhibition Room: Grand Ballroom 2
Conference Room: Grand Ballroom 1
Please click here to view the venue map.
Please click here to view the carparking map & prices.
Please click here to view the Emergency Evacuation Procedures.
EMERGENCY PLANS
Please review the Emergency Plan here prior to attending the event
OFFICIAL SERVICE PROVIDERS
Stand Builder / Custom Stands / AV / Furniture / Shelving / Flooring / Electrical
PERTHEXPO
Kirsty Thompson
08 9475 2026
[email protected]
Venue Enquiries / Rigging / Stand Cleaning / Catering /Hardwired Internet or High-Speed Wi-Fi
Crown Perth
Alex Morrison-Bailey
+61 (0) 8 9362 8293
[email protected]
VENUE – REQUIRED
Classification of proposed services form – We would request that exhibitors complete the Classification of Proposed Services form and send it to [email protected]
How to complete Crown’s Classification of proposed services form correctly:
- Event name: Australian Hydrogen Conference West
- Date (event date): Monday 20th – Wednesday 22nd November
- Event Room: Grand Ballroom
- Completed by: (Your name)
- Company completing work: (Your company)
- Position Title: (Your position title)
- Scope of work: Details around what you are planning to do on site and what you are bringing on site. Please complete this with as much detail as possible
- Yes/No questions Please ensure you answer yes or no to every question
- Ensure the document is signed
SHELL SCHEME BOOTH PACKAGE
View/Download PDF: 3m x 2m Shell Scheme Package inclusions & image
View/Download PDF: 3m x 3m Shell Scheme Package inclusions & image
Exhibitors must not exceed their allocated space. Please be sure to check that your stand will fit within your space.
PERTHEXPO is the official stand builder for The Australian Hydrogen Conference (West). Please confirm your Fascia signage & Shell Scheme stand requirements directly with PERTHEXPO – [email protected] – by Friday 20th October. Our stand builder will be in touch with you to confirm any booth requirements you may have; however, you can contact them anytime using the email above.
* If fascia signage text is not confirmed with PERTHEXPO by the above deadline, our stand builder reserves the right to print fascia signage as per the company name on your contract with Informa, and any changes required after this deadline may incur costs.
ELECTRICAL EQUIPMENT – MUST BE TESTED & TAGGED
All adapters and extension cables must be provided by the exhibitor. Informa/ Crown Perth / PERTHEXPO will not be able to provide these on site.
All exhibitors must ensure their testing and tagging of electrical equipment is up to date prior to arriving for bump in and understand that if their items are not tagged and tested then they will be asked to remove the items from the venue.
VENUE WI-FI
Complimentary basic wireless internet will be provided for all exhibitors. If you require high speed wireless or a fixed line connection, please complete and return this form to the venue.
EXHIBITION SET UP & BREAKDOWN TIMES
MOVE IN
Monday 20th November
Stand Builders: 7:00am to 3:00pm Monday 20th November.
Custom Stand Builds: 9:00am to 3:00pm Monday 20th November.
Exhibitors: 3:00pm to 6:00pm Monday 20th November.
Tuesday 21st November
Exhibitors: 6:30am to 7:30am (final stand dressing, loading dock not available)
MOVE OUT
Wednesday 22nd November
Exhibitors: 2:00pm to 4:00pm
Stand Builder/Custom Builders: 3:00pm to Midnight
*Please note that these times may change, you will be informed closer to the event if this is the case.
All exhibitors will need to be completely packed up and out of the exhibitions space by 4pm on Wednesday, 22 November 2023.
VENUE DELIVERIES – VIA COURIER
It is your responsibility to book your courier for both delivery AND collection.
Please note Crown Towers Loading Dock have STRICT hours of Operation: MONDAY – FRIDAY 07:30 – 15:00 sharp. No items can be delivered after 3.00pm. On arrival, please call +61 403 384 479.
Materials can be sent to the hotel no earlier than Thursday, 16 November 2023
Please use the delivery label for ALL items being delivered. It is important you use the attached label as it is clearly marked with details for the event. If you choose to use your own label, items may be lost in the receiving dock at the venue. (don’t forget Exhibition Booth Number)
All goods must be covered by proper customs documents – please mention it is a temporary exportation to avoid paying more taxes than expected. The hotel will not pay any taxes/duties etc and will not accept any underpaid charges.
Please note that the venue has very limited storage. If you are sending any large items, or more than a few boxes/items, please contact [email protected] to confirm your items can be stored.
VENUE COLLECTION – VIA COURIER
You must book your own courier to collect from Crown Towers Loading Dock on Thusday 23rd November between 07:30 – 15:00 sharp. On arrival, couriers please call +61 403 384 479.
During Exhibition Move-Out (approx. 2.00pm – 4.00pm on Wednesday, 22nd November) exhibitors must securely package up all of their items and ensure this return label is completed and a copy attached to each item. You must also ensure your pre-booked courier consignment notes are attached (and signed).
Note: Crown Perth will not fill in or sign consignment notes on an exhibitor’s behalf. Exhibitors must provide their own packing materials.
Once your items are packaged and labelled, please place them in a neat pile at the front of your exhibition booth. Crown Perth staff will then collect them and move them to a storage location to await the courier collection you have pre-booked for Thursday 23rd November 2023.
Please note: any items left after 3.00pm Friday 24th November 2023 will be disposed of and you may be charged a rubbish removal fee.
VENUE DELIVERIES – BRINGING ITEMS YOURSELF ON THE DAY
If exhibitors only have a small number of items that can be carried in with no assistance from Crown Perth, Exhibitors are welcome to park your vehicle in one of the dedicated car parks and walk the items up from the carpark yourself via the public entry foyers and into the Grand Ballroom main entry doors. You are welcome to bring a small trolley of your own to assist with this however the trolley will need to be taken back to your car, or be small enough to be stored within your exhibition booth (Crown Perth do not provide storage for these items).
Alternatively, exhibitors can drop their items off at the Crown Towers Loading Dock BEFORE 3.00PM. Please plan to drop off your items before 2.00pm, to allow for any possible delays or queues.
Crown Perth staff will then move the items from the dock into the ballroom to be placed at your exhibition booth. In the meantime, exhibitors need to go and park their vehicles in one of the
dedicated car parks around the complex. Exhibitors can then enter the venue via the public entry foyers and make their way to the Grand Ballroom to commence setting up your booth.
Please note: Crown Towers Loading Dock have STRICT hours of Operation: MONDAY – FRIDAY 07:30 – 15:00 sharp. No items can be delivered after 3.00pm. On arrival, please call +61 403 384 479.
Please attach this delivery label to each item being dropped off, so that Crown Perth staff can deliver the items to your correct Exhibition Booth. Ensure you complete each section in full (don’t forget Exhibition Booth Number)
VENUE COLLECTION – REMOVING ITEMS YOURSELF
If exhibitors only have a small number of items that can be carried out with no assistance from Crown Perth, exhibitors are welcome to walk the items to the carpark via the main Ballroom entry doors and public entry foyers. You are welcome to bring a small trolley of your own to assist with this.
Alternatively you can collect your items from Crown Towers Loading Dock on Thursday, 23rd November 2023 between 07:30 – 15:00 sharp. On arrival, please call +61 403 384 479.
Please note that due to strict Loading Dock operating times it is not possible to collect your items via the Loading Dock on Wednesday 7 December.
If collecting items on Thursday 8 December, please follow these instructions:
During Exhibition Move-Out (approx. 2.00pm – 4.00pm on Wednesday, 22nd Novemeber 2023), exhibitors must securely package up all of their items and ensure this return label is completed and a copy attached to each item (to allow Crown Perth staff to easily identify items)
Once your items are packaged and labelled, please place them in a neat pile at the front of your exhibition booth. Crown Perth staff will then collect them and move them to a storage location to await your collection via the Loading Dock on Thursday 8 December.
Please note: any items left after 3.00pm Friday 24th November 2023 will be disposed of and you may be charged a rubbish removal fee.
NO STORAGE ONSITE
Please note that there is very limited storage available onsite. You will need to plan for any storage of your items as part of your stand space (e.g store underneath a trestle table or inside a storage cupboard within your stand space).
ADDITIONAL SPONSORED ITEMS
If you are sponsoring any additional items such as bags, lanyards, or any other items, Alisha Culverson will be in contact with you directly.
HOTEL ACCOMMODATION
To arrange accommodation please go to our website – http://australianhydrogenconference.com.au/
We encourage you to book early to avoid disappointment.
Informa does not have a third-party hotel booking agency representing this event aside from the above links. If you are contacted to book accommodation by any agency, this is not recommended as they are unknown to Informa.
EXHIBITOR SUSTAINABILITY INITIATIVES
Click here for some ideas on how Exhibitors can be more sustainable at the event.
SPAM WARNING: List broking companies sometimes email exhibitors claiming to have attendee data. This is false and we advise you to delete this as it is spam.
SUPPLIER CALLS & EMAILS: Our official suppliers are detailed within this exhibitor manual. These suppliers may contact you directly to confirm your requirements for this event. You may experience other contractors pitching you for your busines and advising you they are the preferred contractor, however, unless the company is included in the service providers list, then they are providing false information.