ExhibiTor MANuAl€¦ · wahroonga nsw 2076 contact: lisa crossley /katherine lewis ph: +61 2 9487 2700 email: [email protected] wellington.comms-connect.com.au logistics

14—15 April 2016Museum of New Zealand Te Papa

Tongarewa, Wellington

www.comms-connect.co.nz

ExhibiTor MANuAl

2016

Comms Connect 2016 • 1

ContentsKey contacts – organisers and suppliers 2

Exhibitor check list and due dates 3

Event at a glance – key dates and times (Move in and out) 4

General information 5 AccommodAtion 5 BAlAnce of pAyments 6 cAr pArking 6 cArpet 6 conference show guide Advertisements 6 company profile listing 6 products & services index 6 deliveries 7 disABled Access 7 exhiBition Booth 7 exhiBition Builder And supplier 7 exhiBitor nAme BAdges 8 exhiBition opening times 8 freight forwArding/logistics 8 furniture hire & Accessories 8 hAwkers 8 insurAnce And liABility 8 lighting And power 9 loAding dock 9 move-in / move-out 9 networking drinks 9 occupAtionAl heAlth & sAfety 9 puBlic trAnsport 10 refreshments & lunches 10 registrAtion/informAtion desk 11 rfuAnZ industry gAlA dinner 11 signAge 11 smoking 11 storAge 11 wireless internet Access 11

Print advertising specifications 12

Who do i call 18


organisers

Exhibitor Entitlements / General EnquiriesWFevents/Comms Connectcnr fox valley road & kiogle streetwahroonga nsw 2076contact: lisa crossley /katherine lewisph: +61 2 9487 2700email: [email protected]

logistics / Stand EnquiriesActionbrandscontact: ron mcgregorph: +61 2 4353 5885 ext 1dir: +61 2 4391 0444mob: +61 400 156 414email: [email protected]

Speaker liaisonActionbrandslauretta williamsph: +61 2 4353 5885 ext: 1dir: +61 2 4391 0404mob: +61 2 423 148 835email: [email protected]

rFuANZ Gala Dinner and Awards Night rFuANZcontact: debby morganph: +64 274 508 979email: [email protected]

Suppliers

Exhibition builder / Stand Designlighting / Power / Furniture hireDisplayworkscontact: nicole espinosaph: +64 4 568 3992fax: +64 4 589 2102email: [email protected]

Transport / Freight ForwarderAgility logistics. TbC

Venue Services / Stand Catering /Communications /utilities / CleaningMuseum of New Zealand Te Papa Tongarewa55 cable street, po Box 467wellington, new Zealandph: +64 4 381 7000web: www.tepapa.govt.nz

Key contacts


Compulsory online Forms Due Date Done

conference guide Advertisement 4 march 2016

company profile listing 4 march 2016

product & services index 4 march 2016

exhibitor name Badges 18 march 2016

public liability insurance 18 march 2016

Additional Services/ optional Forms Due Date Done

freight/forklift/storage 28 march 2016

Av/furniture hire/lighting & power/signage – displayworks 28 march 2016

Exhibitor checklist & due datesplease complete all relevant forms before the due date to avoid missing out on services or incurring a late fee.


Event at a glance – key dates and times

Wednesday 13th April 2016 Exhibitor Move-in

Exhibition build and Move-in:

shell scheme Booths (3m x 1.8m) 1pm - 8pm

exhibitor registration open (name badge/exhibitor pack collection) 1pm - 5pm

Thursday 14th April 2016 Exhibition – Day 1

exhibitor Access 7.00am

conference registration open 8.15am - 4.00pm

opening plenary commences 9.00am

exhibition opens 10.00am

morning tea 10.30 -11.10am

lunch 12.30 – 11.00pm

Afternoon tea 3.00 - 3.30pm

conference sessions closes 5.00pm

networking drinks in exhibition hall 5.00pm – 6.00pm

exhibition closes 6.00pm

Friday 15th April 2016 Exhibition – Day 2

exhibitor Access 7.00am

conference registration open 8.30am - 3.00pm

plenary commences 9.00am

exhibition opens 10.00am

morning tea 10.30 - 11.00am

lunch 12.30 - 1.30pm

Afternoon tea 3.00 – 3.30pm

exhibition closes 3.30pm

conference closes 4.00pm

exhibition move-out : All exhiBitors 3.30 -6pm

to view the full conference program, please visit www.comms-connect.co.nz.


General information

ACCoMMoDATioNthere are a large number of hotels/apartments near te papa if you choose not stay with the hotels listed below.

The Museum hotel

group name: 14450

group confirmation #: 83950

email: Anna.o’[email protected]

please quote confirmation number on check-in

room rate per night rate (inc GST)classic room Queen Bed, writing desk &

ensuite with shower only$205

classic deluxe Queen bed, writing desk & ensuite with shower & bath

$209

premier studio king bed, kitchenette, separate shower & bath

$245

premier suite king bed, kitchenette, separate shower & bath

$260

Breakfast fully cooked or continental at $25.00 incl. gst per person served in hippopotamus restaurant.

contact directly on 04 802 8919 or toll free for new Zealand - 0800 994 335.

room rate per night rate (inc GST)deluxe room (room only)

All deluxe rooms offer views of the city and harbour. our deluxe rooms are available with either a king or two double beds

$190

deluxe room (room & Breakfast for one only)


$220 or $250 for 2 breakfasts

The Amora hotel

please contact directly on: +64 4 473 3900

email: [email protected]

Booking code: rfuAnZ

*these room rates are subject to availability


Breakfast for a deluxe room guest is $25.00 incl. gst per person for a full buffet breakfast from the grill Bar & restaurant.


bAlANCE oF PAYMENTS

exhibitors must ensure that all payments for floor space, shell scheme and services costs are paid in accordance with the terms and conditions of the signed agreement.

important: no exhibitor will be permitted to move-in, occupy any exhibition space or utilise services until all outstanding amounts are paid.

CAr PArKiNGthe te papa self-service car park operates 24/7 and includes a fully monitored, secure, covered parking area. simply pay at the Automatic pay station when you leave, any time of the day or night.for information on parking options please visit: www.tepapa.govt.nz/visitingtepapa/parking/

CArPETCarpet Colour Change:for a cost effective way to improve the look of your stand from the floor up then why not look at a carpet colour change. displayworks can provide you with car-pet colour changes from as little as $15.00 per square metre. to view the range of colours we have please check out our website www.displayworks.co.nz

CoNFErENCE ShoW GuiDE

Advertisementsif you are a platinum or gold sponsor you are entitled to a full-colour advertisement in the confer-ence guide. this will be distributed to all conference delegates at comms connect.

platinum sponsor full-page advertisement

gold sponsor half-page advertisement

for material specifications please see print Adver-tising specificAtions form at back of manual. please upload your advertisement online or email to [email protected] – due 04 march 2016

Company Profile listing

All exhibitors are entitled to a company profile listing in the conference show guide. please see below for the allocated number of words per sponsorship.

platinum exhibitor 200 words

gold exhibitor 150 words

exhibition 100 words

please include post-event contact details (including phone number, email and website).

see below for an example company profile.

Late submissions of company profiles could result in your company profile not being included in the confer-ence guide.

Any questions call lisa crossley on +61 2 9487 2700 to discuss.

please complete the compAny profile form – due 04 march 2016.

Company Name: critical comms blurb: critical comms (formerly radio comms Asia–pacific) is Australasia’s magazine for the business- and mission-critical communications field, with special focus on professional and commercial radio communications technology. our readers include those responsible for the selection, purchase, installation and maintenance of professional radio communications equipment — from the smallest businesses to the largest government agencies. critical comms will continue to bring readers across the region the latest news, case studies, products and opinions on trends in communications technology and applications.

critical comms is available free of charge to all those working in the business- and mission-critical radio and communications sectors throughout Australia and new Zealand. visit the critical comms stand or website to register for your free subscription.For further information:ph: +61 2 9487 2700email: [email protected]: www.criticalcomms.com.au

Product & Services indexlet visitors know what products and services you will have on your stand at comms connect wellington — complete the products & services form – due 04 march 2016


DEliVEriESAll deliveries to te papa are to include the following delivery details: • Te Papa Dockway, Barnett Street, Wellington • Attention to the Te Papa Function Co-ordinator • Name & Date of the Conference/Event • Exhibitor company name and stand number (if applicable) • Box number and number of boxes (i.e. Box 1 of 3) • Good to be delivered between 8.30am – 4.00pm monday to friday • Dockway is closed between 12pm and 1pm weekdays

no equipment or deliveries may be brought through the main doors of te papa, all equipment and deliv-eries must enter te papa via the dockway. goods can be delivered within 24 hours prior to the event, and are to be removed within 24 hours after the event. if not removed within this time te papa re-serves the right to charge the following storage fees: • $25.00 + GST per day up to and including 1 cubic metre • $45.00 + GST per day over 1 cubic metre

it is the exhibitors’ responsibility to remove all equipment, boxes etc from the function venue at the conclusion of the event. Any goods to be couriered must be clearly labelled, and left at the te papa main dockway. it is the exhibitor’s responsibility to arrange the courier, and correctly label the items for collection.

DiSAblED ACCESSte papa welcomes individuals and groups with disabilities and special needs. most of our spaces are accessible to people with mobility impairments, including:• all our exhibitions• some special attractions• most toilets

if you have other needs or interests, please call the enquiry centre on +64 (0)4 381 7000 before your visit. http://www.tepapa.govt.nz/visitingtepapa/servicesAndfacilities/pages/specialAccessneeds.aspx

ExhibiTioN booThthe event will be built in a 2300mm high corinthian shell scheme, finished in coal velcro-receptive fabric. each single site has two 100w spotlight and one 240v 10A power outlet with 4-way multibox. this wall surface is not suitable for screws, nails or adhesives, however, you may use ‘hook’ velcro, staples, pins or small house hold picture hooks, all items used for adhering to the walls (i.e. staples, pins etc) must be removed after the event, and any such items not removed will be chargeable back to the exhibitor.

Booth siZe: 3m wide x 1.8m deep x 2.3m high

ExhibiTioN builDEr AND SuPPliErnicole espinosadisplayworks & exhibition hireAffiliated companies: displayworks wellington, christchurch, carlton hire group and the carpet & rug company

unit d, 106 hutt park road, seaviewp: +64 4 568 3992m: +64 21 412 618f: + 64 4 589 2102e: [email protected]

ExhibiTor NAME bADGESAll exhibitors must obtain appropriate badges for all staff working on their stand. exhibitor badges enable the holder to gain access to the exhibition hall and all conference streams. morning and afternoon teas, lunch and networking drinks are included.

depending on your level of sponsorship, you will receive an allotted number of badges.

complete the exhiBition nAme BAdge form with the names and job titles of your stand personnel.

platinum exhibitor 6 exhibitor passes

gold exhibitor 4 exhibitor passes

exhibition 2 exhibitor passes

Additional exhibitor passes can be purchased at $100 per head, which covers the cost of catering and other administration fees for the 2 days of the


event per exhibitor. to purchase extra passes, please contact lisa crossley on [email protected] with the names and job titles of the additional passes required. Additional exhibitor passes pur-chased will be available to collection along with pre-assigned badges from the registration desk on-site.

Exhibitor badge Collection

exhibitor passes are available to be collected from the registration desk on set-up day, wednesday 13th April 2016.

ExhibiTioN oPENiNG TiMESmorning tea, lunches, afternoon teas and network-ing drinks (day 1) will be held in the exhibition hall. trade Booths must be manned during the allocated breaks. in addition the networking drinks on thursday 14th April between 5pm and 6pm will be held in the exhibition hall. other industry-related visitors will be allowed to visit the trade exhibition at specific times — please register these people online: www.comms-connect.co.nz.

thursday 14th April

exhibition: 9.00am-5.00pm networking drinks: 5pm to 6pm

friday 15th April

exhibition: 9.00am-4.00pm Afternoon break: 3.30pm-4.00pm

The above times are subject to change depending on the finalising on the conference program.

FrEiGhT ForWArDiNG/TrANSPorT/loGiSTiCStBc

FurNiTurE hirE & ACCESSoriESdisplayworks has a large variety of high quality furniture available to you. from designer couches and chairs to showcases, worktables and desks, you can be sure that we have something to suit your requirements. Accessories we can provide can be anything from plants to flat-screen televisions and dvd players. displayworks are available to help you make the most of your stand. displayworks staff will

contact you to discuss your requirements. complete the FURNITURE form – Due 28th March 2016

hAWKErSit is a common practice for some salespeople (not connected with the exhibition) to sell and market to comms connect exhibitors. these salespeople and hawkers take the opportunity of having all the indus-try leaders in one place to target.

we ask all exhibitors to please inform the organiser if they are approached by any ‘non-exhibitor’ sales-person or hawker.

iNSurANCE AND liAbiliTYthe organiser or any staff, employees, agents or other representative of the organiser and the venue shall not be responsible for any loss, damage or injury that may occur to the exhibitor, exhibitor’s employees (public or other) or property from any cause whatsoever prior, during and subsequent to the exhibition.

the exhibitor, on contracting for space or an exhibi-tion stand, expressly releases the organiser and the

venue from, and agrees to indemnify same against, any and all claims for such direct or indirect loss, damage or injury. exhibitors shall indemnify and hold harmless the venue and its Agents from all liability (damage, incident or accident) which might ensue from any cause resulting from or connected with the transportation, placing, removal or display of exhibits. each exhibitor should secure insurance at their own cost and expense.

the exhibitor must provide proof of public liability insurance to the value of Aus$10 million prior to personnel being allowed access to the site.

we have retained the services of an insurance brokerage to provide public liability coverage at the cost of $175 (+gst) based on a limit of indemnity of $10,175,000 for any one occurrence. if you have not organised this as part of your comms con-nect booking contract please complete the online

puBlic liABility insurAnce form or email us at events@ comms-connect.com.au.


please complete the PUBLIC LIABILITY INSURANCE form, email to [email protected] or fax to +61 2 9489 1265 – Due 18 March 2016

liGhTiNG AND PoWErto order any additional lighting and power for your stand complete the ADDITIONAL LIGHTING & POWER form – Due 28th March 2016

loADiNG DoCKoffloading of supplies and equipment may be done only in the goods dockway.

And if required: the dock leveller, forklift, access equipment and personnel hoists, must be booked through the goods inwards office in advance.

the contractor must ensure that vehicles or those of hauliers delivering do not cause damage to the dock way. Any such damage will be charged to the contractor.

vehicle engines must be turned off at all times in the dockway.

All vehicles must be unloaded at once and not left in the dockway while packing into the venue.

Directions to the Dockway:

drive straight past te papa on cable street and take the first street on the left — Barnett street.

the dockway is on the left hand side and there is a large roller door. you can drive straight into the loading bay and unload your gear here. if the roller door is closed, there is an intercom to call security to come and let you in.

MoVE-iN / PACK iN (buMP iN)exhibitors can visit the registration desk outside the oceania room to collect the exhibitor welcome kits from 1pm on wednesday 13th April to begin setting up their displays. exhibitors can continue till 8pm at which times all displays should be complete. A test and tag electrician will visit each display and check that any electrical equipment is compliant. Any

equipment that fails must be repaired and pass the testing process or removed from the exhibition.

exhibitors can access the exhibition area from 7am till 8.30am on wednesday 14th April to make any final preparations.

MoVE-ouT / PACK ouT (buMP ouT)exhibitors can begin pack out when all visitors have left the exhibition. the exhibition is scheduled to close at 3.30pm on friday 15th April 2016. pack out must be complete by 5.30pm. Any goods left at the venue overnight is not encouraged and is done so by the exhibitor knowing the risk of damage or loss of the equipment. Any goods left for collection must be clearly labelled and collected no later than close of business on April 18th 2016.

NETWorKiNG DriNKSthe networking drinks (open to all) will be held in the exhibition hall on thursday 14th April - from 5.00pm - 6.00pm.

oCCuPATioNAl hEAlTh AND SAFETYTrolleys

te papa has different sizes of trolleys all with weight ratings. please ensure you take care to get the right trolley. please unload your trolley as quickly as pos-sible as they are heavily in demand with the rest of the te papa organisation. if you are unsure as to which trolley you can/should use, please ask the dockway manager.

Goods lift

the goods lift should only be operated by trained personnel. when using the goods lift, we ask that all equipment is loaded and un-loaded directly outside the lift allowing the goods lift to be used by others.

health and Safety

All exhibitors are expected to comply in all respects with the requirements of the health & safety in em-ployment Act 1992, including:• Following the instruction of Te Papa staff at all times


• Fire exits must be kept clear• All electrical gear must be PAT tested and tagged, and electrical cords must be taped down

Evacuation

te papa hosts will manage the evacuation of the building in the case of an emergency.

restricted or prohibited itemsexhibitors are required to provide a list of any items to be brought into te papa which fall into any of the following categories:• Potentially offensive material – posters etc• Weapons or other equipment that may cause harm• Food and/or beverage (for sale or sample) includ-ing coffee machines• Animals, including domestic pets• Any large pieces of equipment over 2 x 2 metres and/or 30kg• Equipment or containers holding liquid (over 100 litres in capacity)

the following items are prohibited;• Flammable liquids or accelerants (ie. petrol, die-sel, cng/lpg)• Items or equipment that produce flames or extreme heat (including candles and cooking appliances)• Smoke machines• Helium balloons

certain areas within te papa may vary in excep-tions, and other exceptions may be made only in consultation with te papa, and approval will be provided in writing if granted.

Forklift use

if requiring the use of a forklift you must advise your conference organiser at least 10 working days prior to the event. you must also provide:• A licensed forklift driver (OSH Certified and F-class)• Licence documentation for the driver to be provid-ed at least 10 working days prior to the event, and again on the day(s) of use

Alternatively te papa can supply a driver, and charges may apply if outside normal dockway hours. please note our forklift is rated at a load capacity of 1200kg.

PubliC TrANSPorTby Train

from the railway station, take a bus or taxi to te papa — or walk along the waterfront in just 20 minutes.

for train routes and timetables, contact metlink.

by bus

most wellington buses, including those from the airport and railway station, travel along courtenay place, just 2 minutes’ walk to te papa. Ask your driver for directions.

tour buses drop off and pick up passengers at the cable street entrance. parking for tour buses is free.

for bus routes and timetables, contact metlink.

From the airport

you can catch a taxi or bus from the airport.

if you’re driving:

• turn left along Cobham Drive

• turn right at the Evans Bay Parade lights and drive around the harbour and along oriental parade

• turn right into Wakefield Street, right into Taranaki street, and right into cable street.

by Taxi

A taxi stand is located outside te papa for welling-ton combined taxis.

visit the website of wellington combined taxis.

rEFrEShMENT & luNChESmorning tea, lunch and afternoon tea will be avail-able to exhibitors (only those with the appropriate name badge will be allowed access) in the exhibi-tion hall on both days.


rEGiSTrATioN/iNForMATioN DESKthe registration and information desk will be located at the entrance to the venue and will be attended:

8.00am – 5.30pm wednesday/thursday and

8.30am - 4.00pm friday

rFuANZ GAlA DiNNEr AND AWArDS NiGhT – ThurSDAY, 14Th APrilrfuAnZ continues to organise the industry excel-lence Awards and gala dinner will take place during the conference, on the evening of 14 April at te wharewaka events centre on the wellington waterfront, a short walking distance from te papa and hotels.

tickets can be purchased directly from the rfuAnZ:

members: $145

non-members: $165

early booking (before 26 feb) will receive a $20 discount per ticket.

for further information and all ticket enquiries please contact [email protected], visit www.rfuanz.org.nz, or call debbie on +64 27 450 8979.

SiGNAGEexhibition hire & displayworks also has a fully func-tional commercial sign shop for all or your signage needs. Banners, digital graphics, pull up banners and all types of signage can be produced for you at a very competitive rate.

SMoKiNGte papa is a non - smoking venue, including all exte-rior areas and balconies

STorAGEplease note te papa has very limited storage facili-ties, and any large crates or transport cases that need to be housed for the duration of the event, should be discussed in advance via the conference organiser.

WirElESS iNTErNET ACCESSte papa has free wi-fi access:

• Log onto ‘Te Papa free Wi-Fi’

• Once you have accepted the terms and conditions your logged on, no password is required and a maximum per user of 2g per 24 hours allowed

te papa recommends having a hardwire connection as this is a more of a stable platform. the cost is $35 per connection.


Print Advertising Specifications

AD DiMENSioNS

material size width (mm) depth (mm)

dps trim 420 268

dps Bleed 430 278

full-page trim 210 268

full-page Bleed 220 278

half-page horizontal 160 112

half-page vertical 78 220

Quarter-page standard 78 108

DESiGN ChArGESdps $555full page $405½ page $250¼ page $150* All charges are quoted exclusive of g.s.t.

DESiGN SErViCEwe offer a complete ad design facility. small changes or other minimal artwork is not charged. charges for all design services will be made sepa-rately. correction proofs, if required, are supplied for advertisements received by deadline.

iMAGESmust have a resolution of 300dpi @ 100%, line art bitmap tiff files 1200dpi.

file types should be tiff or composite eps.

gif, dcs, pict files will not be accepted.

jpeg files will only be accepted after being checked for quality, and should be converted to tiff format.

note that embedded jpegs can cause print errors and should not be used.

should extensive work or author changes* be required, additional charges will be incurred at an hourly rate of $115.

*Author changes are where an advertiser supplies copy or has agreed to copy and, on sighting the proof, makes extensive changes to the previously agreed/supplied copy.

For full file details visit:http://www.westwick-farrow.com.au/pages/mate-rial_specs.asp

upload your advertisement into the online exhibi-tor manual or email files to lisa crossley at [email protected]

for any questions, please call lisa crossley on +61 2 9487 2700


Who do i call?

if you have questions regarding: Contact: Contact information:

• Move in/move out schedule• Equipment delivery• Car parking• Exhibitor appointed contractors• Delivery to venue• Your stand requirements• Power & electrical requirements

ron McGregorlogistics manager

ph: +61 2 4353 5885 ext 1mob: +61 400 156 [email protected]

• Exhibitor badges• Registration – conference and exhibition• Public liability insurance• Delegate/visitor inserts

Katherine lewisevent coordinator

+61 2 9487 [email protected]

• Company profile• Conference guide advertisement• Exhibitor manual• Conference program• VIP guest passes

lisa Crossleyop & marketing manager


• Advertising in Comms Connect conference guide

• Extra sponsorship or exhibition opportunities

• Meeting rooms

Paul Davisevents director


• Speaker liaison and informationlauretta Williamsspeaker coordinator

+61 2 4353 5885 ext 1+61 423 148 [email protected]

• RFUANZ Industry Gala Dinner – extra dinner tickets / seating

Debby MorganrfuAnZ


• Furniture• Signage• Electrical / lighting requirements• Stand design

Nicole Espinosadislayworks


• Storage• Transport - Freight forwarding TbC tBc

• Paying your account Sue laveryAccounts


• Advertising in Critical Comms Mike WoodcockAccount manager


Documents

ExhibiTor MANuAl€¦ · wahroonga nsw 2076 contact: lisa crossley /katherine lewis ph: +61 2 9487 2700 email: [email protected] wellington.comms-connect.com.au logistics