If you have already registered for the Disability, Ageing and Lifestyle Expo, you may refer to the following checklist in preparation for the event. Please note that this page will be regularly updated to include all the latest information, so make sure you visit back.
Have you not registered yet? You may view the prospectus and register here.
Have you not registered yet? You may view the prospectus and register here.
IMPORTANT DATES
Bump-In DayWednesday 13 October 2021
Wayville Pavilion All Hours PM 12.30 - 2: Vehicle Display Exhibitors Only 2 - 5: Other Exhibitors and Performers Finish by 5 pm strictly |
Networking BreakfastThursday 14 October 2021
Ridley Centre, Adelaide Showground 7.00 am arrival for 7.15 am to 9.30 am Please note that you have to register to attend this event - please find out more information here |
Expo DayThursday 14 October 2021
Wayville Pavilion Public Hours 10am to 4 pm BUMP OUT - 4.00 pm to 5 pm BUMP OUT (For Exhibitors with Vehicle Displays) 5 pm to 5.30 pm |
ADELAIDE SHOWGROUND ONLINE SAFETY INDUCTION
In the interests of safety, Adelaide Showground has an online induction to be undertaken by all staff and contractors involved in the Move in or Move out of an event. Please ensure that all your volunteers and staff members who will be at the event complete the Adelaide Showground Online Induction before they arrive on site.
You do not need to register your staff/volunteers who will be at your stall, but anyone who is at the stall needs to complete the online induction.
In the interests of safety, Adelaide Showground has an online induction to be undertaken by all staff and contractors involved in the Move in or Move out of an event. Please ensure that all your volunteers and staff members who will be at the event complete the Adelaide Showground Online Induction before they arrive on site.
You do not need to register your staff/volunteers who will be at your stall, but anyone who is at the stall needs to complete the online induction.
BUMP-IN DAY - Wednesday 13 October 2021
12.30 pm - 2.00 pm: Vehicle Display Exhibitors Only
Map to be made available soon. Drip trays must be placed under vehicles.
2 pm - 5 pm: Other Exhibitors and Performers
Map and floor plan to be made available soon. Exhibitors and performers may bump in between these times only.
(Strictly 5 pm finish - Please note that setup may not take place on the day of the event.)
The SA Road Traffic Code applies within the Adelaide Showground. Beware of blind corners. Vehicles must give way to all pedestrians and animals. All forklift operators must be licensed. The speed limit for the Adelaide Showground is 10 km/h unless otherwise signposted. The speed limit inside buildings is 8 km/h. Vehicles moving around patrons should be guided by a person and using hazard lights while moving.
(!) Please note that Hi-Viz vests must be worn at all times during set-up/bump-in day. Please ensure that you bring your own hi-viz vest with you. It is important to note that it is not permitted to set-up/bump-in without a hi-viz vest.
12.30 pm - 2.00 pm: Vehicle Display Exhibitors Only
Map to be made available soon. Drip trays must be placed under vehicles.
2 pm - 5 pm: Other Exhibitors and Performers
Map and floor plan to be made available soon. Exhibitors and performers may bump in between these times only.
(Strictly 5 pm finish - Please note that setup may not take place on the day of the event.)
The SA Road Traffic Code applies within the Adelaide Showground. Beware of blind corners. Vehicles must give way to all pedestrians and animals. All forklift operators must be licensed. The speed limit for the Adelaide Showground is 10 km/h unless otherwise signposted. The speed limit inside buildings is 8 km/h. Vehicles moving around patrons should be guided by a person and using hazard lights while moving.
(!) Please note that Hi-Viz vests must be worn at all times during set-up/bump-in day. Please ensure that you bring your own hi-viz vest with you. It is important to note that it is not permitted to set-up/bump-in without a hi-viz vest.
EXPO DAY - Thursday 14 October 2021
****Exhibitor Parking map to be made available soon****
9.30 am: Door opens to Exhibitors
10 am: Door opens to Public
10 am - 4 pm: Variety of Guest Speakers and Performances
3.40 pm: Closing Ceremony
4 pm: Door Closes to Public
STAFFED STALLS AND STATIC DISPLAYS ARE TO REMAIN IN PLACE FOR THE ENTIRE LENGTH OF THE EVENT
****Exhibitor Parking map to be made available soon****
9.30 am: Door opens to Exhibitors
10 am: Door opens to Public
10 am - 4 pm: Variety of Guest Speakers and Performances
3.40 pm: Closing Ceremony
4 pm: Door Closes to Public
STAFFED STALLS AND STATIC DISPLAYS ARE TO REMAIN IN PLACE FOR THE ENTIRE LENGTH OF THE EVENT
BUMP-OUT - Thursday 14 October 2021 (immediately after Expo finishes)
4 pm - 5 pm: All Exhibitors except Vehicle Display Exhibitors
5 pm - 5.30 pm: Vehicle Display Exhibitors
(!) Please note that Hi-Viz vests must be worn at all times during bump-out. Please ensure that you bring your own hi-viz vest with you. It is important to note that it is not permitted to bump-out without a hi-viz vest.
All sites must be left clean and tidy. All hired equipment is to be left on site. Exhibitors will be invoiced for items missing. Stalls are to be disassembled and packed up no earlier than 4 pm. Failure to do so will incur a cost of 25% of the price of your exhibitor package. This amount shall be due and payable within 7 days of the date of the Expo.
4 pm - 5 pm: All Exhibitors except Vehicle Display Exhibitors
5 pm - 5.30 pm: Vehicle Display Exhibitors
(!) Please note that Hi-Viz vests must be worn at all times during bump-out. Please ensure that you bring your own hi-viz vest with you. It is important to note that it is not permitted to bump-out without a hi-viz vest.
All sites must be left clean and tidy. All hired equipment is to be left on site. Exhibitors will be invoiced for items missing. Stalls are to be disassembled and packed up no earlier than 4 pm. Failure to do so will incur a cost of 25% of the price of your exhibitor package. This amount shall be due and payable within 7 days of the date of the Expo.
UPGRADED PACKAGE INCLUSIONS
If you have booked as an exhibitor for an Upgraded Package then you are entitled to the following inclusions in our promotions:
PROGRAM GUIDE *
The Program Guide for the Expo is printed in 1000 copies and distributed to the Expo visitors. You have the opportunity to submit an A6 Portrait feature ad as per these specifications. When you are ready, you may email us the .pdf document.
Deadline to provide your ads for the Program Guide is Friday, 10 September 2021.
You may take a look at a previous Program Guide in low resolution; this is for reference only.
SHOWBAG INSERTS
There will be 1000 Show Bags distributed to the Expo visitors. You have the opportunity to provide an item for the show bag.
Deadline to have item(s) delivered to our office (in 1000 copies each) is Friday, 10 September 2021.
Please use this Freight Label for your show bag inserts delivery (click to download): dal_expo_2021_freight_label.docx
EXHIBITOR LOUNGE POWERPOINT SLIDES *
The Exhibitor Lounge is a screen where a PowerPoint with Exhibitors' promotional slides plays on loop during the event. You have the opportunity to submit one 16:9 PowerPoint Slide as a.pptx file. When you are ready, you may email us the .pptx document.
Deadline to provide your PowerPoint slide is Friday, 10 September 2021.
You may take a look at a previous Program Guide in low resolution; this is for reference only.
* (Please do not include your site number into your Program Guide Ad or your PowerPoint Slide; site numbers are only allocated a few weeks prior to the Expo and will be added to your Program Guide Ad and PowerPoint Slide by our staff)
If you have booked as an exhibitor for an Upgraded Package then you are entitled to the following inclusions in our promotions:
PROGRAM GUIDE *
The Program Guide for the Expo is printed in 1000 copies and distributed to the Expo visitors. You have the opportunity to submit an A6 Portrait feature ad as per these specifications. When you are ready, you may email us the .pdf document.
Deadline to provide your ads for the Program Guide is Friday, 10 September 2021.
You may take a look at a previous Program Guide in low resolution; this is for reference only.
SHOWBAG INSERTS
There will be 1000 Show Bags distributed to the Expo visitors. You have the opportunity to provide an item for the show bag.
Deadline to have item(s) delivered to our office (in 1000 copies each) is Friday, 10 September 2021.
Please use this Freight Label for your show bag inserts delivery (click to download): dal_expo_2021_freight_label.docx
EXHIBITOR LOUNGE POWERPOINT SLIDES *
The Exhibitor Lounge is a screen where a PowerPoint with Exhibitors' promotional slides plays on loop during the event. You have the opportunity to submit one 16:9 PowerPoint Slide as a.pptx file. When you are ready, you may email us the .pptx document.
Deadline to provide your PowerPoint slide is Friday, 10 September 2021.
You may take a look at a previous Program Guide in low resolution; this is for reference only.
* (Please do not include your site number into your Program Guide Ad or your PowerPoint Slide; site numbers are only allocated a few weeks prior to the Expo and will be added to your Program Guide Ad and PowerPoint Slide by our staff)
WiFi ACCESS
Internet access is available for all Exhibitors with the use of a password. Instructions on access will be available in the Exhibitor Kit provided on bump in day. Please note that Internet Access is strictly for email or browsing, and is not suitable for streaming or downloading.
Internet access is available for all Exhibitors with the use of a password. Instructions on access will be available in the Exhibitor Kit provided on bump in day. Please note that Internet Access is strictly for email or browsing, and is not suitable for streaming or downloading.
INVOICE
An invoice has been raised and emailed to the address you registered with; if you have not received your invoice within one week from the day you registered, please email us. Please note that the confirmation email you have received upon registration is not an invoice and does not include GST.
CERTIFICATE OF PUBLIC LIABILITY
You need to provide us with a current Certificate of Public Liability in the amount of not less than $20 million covering both Wednesday 13 October 2021 (Bump-In Day) and Thursday 14 October 2021 (Expo Day) to ensure your eligibility to access the venue. Please email us a copy by 1 September 2021.
An invoice has been raised and emailed to the address you registered with; if you have not received your invoice within one week from the day you registered, please email us. Please note that the confirmation email you have received upon registration is not an invoice and does not include GST.
CERTIFICATE OF PUBLIC LIABILITY
You need to provide us with a current Certificate of Public Liability in the amount of not less than $20 million covering both Wednesday 13 October 2021 (Bump-In Day) and Thursday 14 October 2021 (Expo Day) to ensure your eligibility to access the venue. Please email us a copy by 1 September 2021.
FLOOR PLAN
Links for the Floor Plan will be active when the plan is finalised in September 2021.
ADDITIONAL FURNITURE / BRANDING
A trestle table and 2 chairs, as well as a tablecloth are included in your booking (unless you have made separate arrangements directly with our events team). If you wish to order additional furniture, e.g. chairs, lounges, poster boards etc, or if you are interested in branding options, you may contact Cameron Best from Adelaide Expo Hire at 08 8350 2321 or by email
Links for the Floor Plan will be active when the plan is finalised in September 2021.
ADDITIONAL FURNITURE / BRANDING
A trestle table and 2 chairs, as well as a tablecloth are included in your booking (unless you have made separate arrangements directly with our events team). If you wish to order additional furniture, e.g. chairs, lounges, poster boards etc, or if you are interested in branding options, you may contact Cameron Best from Adelaide Expo Hire at 08 8350 2321 or by email
ALARM SYSTEM
The Adelaide Showground has a 2-alarm system, which is as follows:
1st alarm sounds: BEEP BEEP: This is a stand-by alarm. Do not evacuate the room but be prepared if evacuation becomes necessary.
2nd alarm sound: WHOOP WHOOP: This is the evacuation alarm, which is followed by a PA message. This message will tell you what level of evacuation is occurring, for example: a room, floor or the whole building. Please use the nearest 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. Showground staff will direct you to a Safe Assembly Area.
The Adelaide Showground has a 2-alarm system, which is as follows:
1st alarm sounds: BEEP BEEP: This is a stand-by alarm. Do not evacuate the room but be prepared if evacuation becomes necessary.
2nd alarm sound: WHOOP WHOOP: This is the evacuation alarm, which is followed by a PA message. This message will tell you what level of evacuation is occurring, for example: a room, floor or the whole building. Please use the nearest 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. Showground staff will direct you to a Safe Assembly Area.
GENERAL INFORMATION FOR FOOD AND DRINK SAMPLES
The Adelaide Showground has nominated supply agreements in place that apply to all events held within the Showground and sale of food and beverages is not permitted.
Exhibitors are allowed to provide samples of food and beverage under certain conditions. If you intend to offer free samples (e.g. chocolates etc) they need to abide by Adelaide Showground policy. You may find more information in this document which also includes a form that needs to be sent straight to the venue (instructions included), in order to let the Adelaide Showground venue know your intentions. You may refer especially to "2. Sampling of Food & Beverage Items". Exhibitors must obtain permission from the Adelaide Showground even if the sample is not their core product.
The Adelaide Showground has nominated supply agreements in place that apply to all events held within the Showground and sale of food and beverages is not permitted.
Exhibitors are allowed to provide samples of food and beverage under certain conditions. If you intend to offer free samples (e.g. chocolates etc) they need to abide by Adelaide Showground policy. You may find more information in this document which also includes a form that needs to be sent straight to the venue (instructions included), in order to let the Adelaide Showground venue know your intentions. You may refer especially to "2. Sampling of Food & Beverage Items". Exhibitors must obtain permission from the Adelaide Showground even if the sample is not their core product.
GENERAL POLICIES AND PROCEDURES
The Venue’s policies apply. Please see this document for more information.
The following policies and procedures apply in addition to the Venue’s policies and Procedures and are to be strictly adhered to on both days:
Electrical Service
The installation of all power is to be carried out by venue appointed electricians/staff ONLY. One fitting only is permitted on any one power point and double adaptors are expressly prohibited. Power boards with no more than 4 outlets can only be used with the express approval of the electrical coordinator and must be fitted with overload protection. Bar (resistance) heaters are strictly prohibited.
Testing and Tagging
All portable equipment, appliances and electrical leads used at the Expo MUST be tested and tagged in accordance with the Workplace Health and Safety Regulations and Australian Standard 3760-2001. Any electrical equipment found to be untagged MUST be tested and tagged prior to the Expo opening or removed from the venue as directed by venue management.
Stand Set Up
No drilling, fixing, fastening or making any structural changes to the venue is permitted unless specific written approval has been given by the venue to do so. Should approval be given, it will be on the understanding that all changes will be restored to their original state at the Exhibitor’s cost at the end of the event. No tape, glue or fixing equipment of any kind is to be used on any walls. Approved Velcro items may be used on exhibition booths.
Banners, Displays & Demonstrations
Exhibitors must display banners/equipment or undertake demonstrations within the confines of their allocated area and must not infringe upon public walkways. Please ensure that banners are erected appropriately with sufficient support and are not positioned in an area where they could potentially be knocked over causing injury to the public or staff.
Cleaning and Rubbish Removal
Exhibitors are required to ensure that their stalls remain tidy throughout the move-in and duration of the Expo. Boxes or cartons (whether full or empty) should be stored away from the public and must not pose a trip hazard for public or staff. The removal of all stand rubbish is the responsibility of the Exhibitor and bins will be located throughout the venue space. If a stand requires cleaning or rubbish removal once the stand is vacated, a cleaning charge may be incurred.
Prohibited Items
To maximise safety of exhibitors and visitors to the Expo, the following items are strictly prohibited from display, sale or ‘give-aways’:
Alcohol Policy
The bringing and consuming of alcoholic beverages on site is strictly forbidden.
Smoking Policy
Smoking is prohibited inside any building or pavilion and is only allowed in areas designated by the Venue.
Disability Access
All areas of the venue are accessible by flat level access and where required, ramps and lifts. Wheelchair-friendly toilets are located throughout the showgrounds.
Health and Safety
Accident prevention is strongly emphasised. The reporting of hazardous conditions is essential and all Exhibitors must ensure that they are operating in a safe environment – for the safety of themselves and the general public.
Exhibitors are reminded of their obligations under the Work Health and Safety Act to ensure the safety of all persons. THE EXPO VENUE IS A WORKPLACE under the terms of the Act.
Motor Vehicle Displays
When displaying motor vehicles, drip trays must be placed underneath the vehicle and petrol tanks must be 80% full.
Employers / Exhibitors
Employers/Exhibitors are required to ensure the health and safety of everyone at the workplace. This means:
Safety
Exhibitors are required to ensure safe and unobstructed access is provided to the following areas:
Emergency Evacuation
Emergency evacuation procedures are located on the walls of the Pavilion. Exhibitors should familiarise themselves with these procedures and ensure that all staff / volunteers are aware of evacuation routes and meeting points.
Fire Precautions
Fire points (reels, hydrants, etc.) must not be covered and must not be used for other than their intended purpose. Use of fire hoses will activate the fire alarm and heavy charges which apply for false alarms will be passed on to those responsible.
Incident Reporting
Exhibitors must notify the Event Manager immediately if an accident occurs which has resulted in:
Hazard Reporting
Exhibitors must notify the Venue Management Office immediately of any hazards detected. Hazards are any situation that could result in:
Slip Hazards
Common slip hazards are:
Trip Hazards
Please ensure that the walkway in front of your stand is clear at all times and that the sides and rear of your stand is clear of trip hazards for your staff or volunteers. Trip hazards could include:
First Aid
Exhibitors are advised to keep a basic first aid kit available for minor injuries.
Work At Height
Working at height is anything that requires you to use a ladder or other aid to achieve an action (e.g. putting up a display). A stepladder or other suitable work platform is required to conduct work at height.
ALL PERSONNEL MUST OBEY THE DIRECTIVES OF THE WORKPLACE HEALTH AND SAFETY OFFICERS AND EXHIBITION MANAGEMENT.
The Venue’s policies apply. Please see this document for more information.
The following policies and procedures apply in addition to the Venue’s policies and Procedures and are to be strictly adhered to on both days:
Electrical Service
The installation of all power is to be carried out by venue appointed electricians/staff ONLY. One fitting only is permitted on any one power point and double adaptors are expressly prohibited. Power boards with no more than 4 outlets can only be used with the express approval of the electrical coordinator and must be fitted with overload protection. Bar (resistance) heaters are strictly prohibited.
Testing and Tagging
All portable equipment, appliances and electrical leads used at the Expo MUST be tested and tagged in accordance with the Workplace Health and Safety Regulations and Australian Standard 3760-2001. Any electrical equipment found to be untagged MUST be tested and tagged prior to the Expo opening or removed from the venue as directed by venue management.
Stand Set Up
No drilling, fixing, fastening or making any structural changes to the venue is permitted unless specific written approval has been given by the venue to do so. Should approval be given, it will be on the understanding that all changes will be restored to their original state at the Exhibitor’s cost at the end of the event. No tape, glue or fixing equipment of any kind is to be used on any walls. Approved Velcro items may be used on exhibition booths.
Banners, Displays & Demonstrations
Exhibitors must display banners/equipment or undertake demonstrations within the confines of their allocated area and must not infringe upon public walkways. Please ensure that banners are erected appropriately with sufficient support and are not positioned in an area where they could potentially be knocked over causing injury to the public or staff.
Cleaning and Rubbish Removal
Exhibitors are required to ensure that their stalls remain tidy throughout the move-in and duration of the Expo. Boxes or cartons (whether full or empty) should be stored away from the public and must not pose a trip hazard for public or staff. The removal of all stand rubbish is the responsibility of the Exhibitor and bins will be located throughout the venue space. If a stand requires cleaning or rubbish removal once the stand is vacated, a cleaning charge may be incurred.
Prohibited Items
To maximise safety of exhibitors and visitors to the Expo, the following items are strictly prohibited from display, sale or ‘give-aways’:
- Any fireworks, pyrotechnic items, explosive devices or novelties, sparklers or novelty items containing gunpowder or chlorates (with the exception of toy pistol caps);
- Any “exploding” type product or device;
- “Silly String” (or similar aerated “foam” products), water pistols or “supporters horns”;
- Laser pointers of any description;
- Pressure sensitive adhesive stickers of any description;
- No product to be sold or given away in glass bottles.
Alcohol Policy
The bringing and consuming of alcoholic beverages on site is strictly forbidden.
Smoking Policy
Smoking is prohibited inside any building or pavilion and is only allowed in areas designated by the Venue.
Disability Access
All areas of the venue are accessible by flat level access and where required, ramps and lifts. Wheelchair-friendly toilets are located throughout the showgrounds.
Health and Safety
Accident prevention is strongly emphasised. The reporting of hazardous conditions is essential and all Exhibitors must ensure that they are operating in a safe environment – for the safety of themselves and the general public.
Exhibitors are reminded of their obligations under the Work Health and Safety Act to ensure the safety of all persons. THE EXPO VENUE IS A WORKPLACE under the terms of the Act.
Motor Vehicle Displays
When displaying motor vehicles, drip trays must be placed underneath the vehicle and petrol tanks must be 80% full.
Employers / Exhibitors
Employers/Exhibitors are required to ensure the health and safety of everyone at the workplace. This means:
- Making the workplace safe for its staff so far as reasonably practicable;
- Ensuring the safe use, handling, storage or transport of equipment or substances;
- Providing sufficient information, instruction, training and supervision;
- Ensuring healthy and safe systems of work are in place;
- Ensuring operators of complex or potentially dangerous equipment or processes are appropriately trained and, where necessary, properly certificated; and
- Ensuring non-employees – visitors and members of the public – are not exposed to health and safety risks of workplace activities or processes.
Safety
Exhibitors are required to ensure safe and unobstructed access is provided to the following areas:
- All Emergency Exits;
- Fire Equipment Stations;
- Escape Stairs;
- Defined walkways or passages.
Emergency Evacuation
Emergency evacuation procedures are located on the walls of the Pavilion. Exhibitors should familiarise themselves with these procedures and ensure that all staff / volunteers are aware of evacuation routes and meeting points.
Fire Precautions
Fire points (reels, hydrants, etc.) must not be covered and must not be used for other than their intended purpose. Use of fire hoses will activate the fire alarm and heavy charges which apply for false alarms will be passed on to those responsible.
Incident Reporting
Exhibitors must notify the Event Manager immediately if an accident occurs which has resulted in:
- The injury, illness or death of any person or animal;
- The damage, destruction or loss of property;
- An incident that could have resulted in the consequences listed in the above 2 points (near miss).
Hazard Reporting
Exhibitors must notify the Venue Management Office immediately of any hazards detected. Hazards are any situation that could result in:
- Injury
- Accident
- Death
Slip Hazards
Common slip hazards are:
- A slippery floor surface;
- Fluid on a floor, such as rain walked inside the exhibition space;
- Spills and contaminants;
- Sudden changes in floor surfaces, (e.g. carpet to polished timber floor boards;)
- A downward slope in the floor, such as a ramp;
- The wrong type of footwear.
Trip Hazards
Please ensure that the walkway in front of your stand is clear at all times and that the sides and rear of your stand is clear of trip hazards for your staff or volunteers. Trip hazards could include:
- Unused or empty cartons or boxes;
- Staff or volunteer coats or bags;
- Spare stock or give-aways;
- Electrical cables.
First Aid
Exhibitors are advised to keep a basic first aid kit available for minor injuries.
Work At Height
Working at height is anything that requires you to use a ladder or other aid to achieve an action (e.g. putting up a display). A stepladder or other suitable work platform is required to conduct work at height.
- When using a stepladder it is advised not to stand on the top rung.
- A chair is not designed to be a safe work platform and the use of chairs for this purpose is prohibited.
- Working at height which extends beyond the use of a step ladder (e.g. ladders, fork lift and scaffold) must be risk assessed and requires the express permission of the Event Organisers and Venue Management.
ALL PERSONNEL MUST OBEY THE DIRECTIVES OF THE WORKPLACE HEALTH AND SAFETY OFFICERS AND EXHIBITION MANAGEMENT.
Once again, thank you for being part of the Disability, Ageing and Lifestyle Expo 2021!
