Exhibitor Manual – Northern Australia Defence Summit

WELCOME TO THE EXHIBITOR MANUAL FOR ADM NORTHERN AUSTRALIA DEFENCE SUMMIT

Here you will find the relevant information and forms to complete for the event.

If you have any questions, please contact the Event Coordinator Alisha Culverson

E:  operations@informa.com.au 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 in making this a successful event!


DEADLINES – Tuesday, 15 March 2022

  1. Pass registration
  2. Public Liability Insurance
  3. Logo and PDF Brochure

Please send details to operations@informa.com.au


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.


VENUE DETAILS

Darwin Convention Centre
Stokes Hill Rd
Darwin NT, 0800

T: 08 8923 9000
W: https://www.darwinconvention.com.au/index.php?id=396

Exhibition Room: Foyer Hall 4
Conference Room: Hall 4


YOUR STAND

Exhibitors must not exceed their allocated space. Please be sure to check that your stand will fit within your space.

The following is provided for all stands free of charge:

  • 1 x trestle table (180cm x 70cm)
  • 2 x chairs
  • 1 x power supply

All adapters and extension cables must be provided by the exhibitor. Informa/ Darwin Convention Centre 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.


WI-FI

Complimentary wireless internet will be provided for all exhibitors. A password is provided onsite and users are required to self-register. Once registered, a password will be sent to your email account allowing multiple devices to be connected to Wi-Fi. Connection speed is set to 512kbps, which is suitable for basic browsing.

If you require a fixed line connection, please contact the venue directly: Maria  Buchanan, E: mbuchanan@darwinconvention.com.au, P: 0428 419 493


PUBLIC LIABILITY INSURANCE

Please be advised that you are responsible for ensuring that any equipment or materials brought by yourselves are covered by your own insurance. You should have Public Liability Insurance** to cover your attendance at the event. Please send this through to us by Tuesday, 15 March 2022.

**It is an Informa Group policy that all exhibitors provide their own Public Liability Insurance for a minimum of AUD $10 million, valid for the event duration. If an exhibitor is unable to provide their own, they can purchase temporary cover under Informa Australia for the duration of the event, at a cost of AUD $200 + GST. ***


EXHIBITION SET UP & BREAKDOWN TIMES

Exhibition Bump In
Initial set up: 4:00pm – 5:00pm on Monday 4th April 2022
From 7:00am – 8:00am on Tuesday 5 April 2022

Exhibition Bump Out
At the conclusion of Afternoon tea & Networking Break (approx. 3:20pm) on Tuesday 5 April 2022

*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 6pm on Tuesday 5th April.


VENUE & DELIVERIES

It is your responsibility to book your courier for both delivery AND collection.

Materials can be sent to the venue no earlier than Tuesday, 29th March 2022.

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.

All goods must be covered by proper customs documents – please mention it is a temporary exportation to avoid paying more taxes than expected. The venue will not pay any taxes/duties etc and will not accept any underpaid charges.

Remember – it is your responsibility to arrange for items to be picked up at the end of the event – items must be collected by the end of Tuesday, 5 April 2022. You must book the courier and ensure that your items are clearly labelled with your company name and the return address. Items left after this time will be disposed of.


LOADING DOCK ADDRESS AND DETAILS

DARWIN CONVENTION CENTRE – LOADING DOCK
10 STOCKS HILL ROAD
DARWIN NT 0800

Access to the Loading Dock is through the entry gate located closest to the Wharf on Stokes Hill Road. The Centre controls access into the loading dock via an intercom on the right side of the gate.

  • Parking in the loading dock is strictly prohibited.
  • The total loading dock area is 1500sqm.
  • A Darwin Convention Centre loading dock marshal will be appointed during bump in and out
  • of exhibition events to minimise delays and ensure access is controlled (charges apply).
  • All people operating in the loading dock must wear high-visibility vests and closed shoes at
  • all times.

Please note that no goods will be accepted before 7 days prior to the event.

All goods are to be delivered to the venue between 08:30 and 17:30 weekdays.

Exhibitors will be required to complete the Safety Induction via the website link which before bump in on Tuesday, April 5th, 2022.

W: https://www.darwinconvention.com.au/site-safety-induction.html

To ensure a smooth bump out, please make sure you complete the following steps:

  • All freight is packed
  • Every box is clearly labelled
  • Consignment note completed signed and attached to goods
  • Ensure transportation arrangements are carried out before departure

The Centre will not be held liable for any losses or damages to goods.

Exhibitors must ensure transportation has been arranged for their goods with the appropriate consignment notes completed and attached within three (3) working days after the event.  The Centre reserves the right to dispose of any goods after three (3) business days.

If you require any further information or assistance, please contact the Darwin Convention Centre, and we will be happy to assist.


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 here

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.


HEALTH & SAFETY COMMITMENTS

When you join our event, you can expect to see that health and safety is a priority, and that a range of measures are in place to ensure everyone involved is able to enjoy a safe, hygienic, productive and high-quality organised event experience.

All Informa events will be run according to official government and local authority guidance in the first instance, as well as any venue or location-specific regulations. In addition, Informa Australia will follow some key health and safety priority commitments as part of “Informa AllSecure“.

Full vaccination against Covid-19 is required for all in-person attendees.

IMPORTANT: For more information on Informa’s Vaccination requirement for all in-person attendees, our Event Health & Safety measures in place and Conditions of entry, click here.


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 business 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.