Operations Manual - VALA · • cleaning and rubbish removal needs Safety • completion of a risk assessment • completion of an OH&S Site Induction ... Melbourne Exhibition Centre

Operations Manual

Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual

1

Contents

Welcome

Symbols and Help

Melbourne Convention and Exhibition Centre

Your Event at the MCEC

Section 1 Exhibition Centre The Venue: - Exhibition Bays

- Your Event

- Meeting Rooms

Section 2 Convention Centre The Venue: - Your Event

- Meeting Rooms

Section 3 Convention Centre Plenary Hall The Venue: - Your Event

Section 4 Safety and Security

Section 5 MCEC Directory

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2

3

5

8

10 16 24

27

29 33

39 41 47

49

60


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Welcome

Welcome to the Melbourne Convention and Exhibition Centre (MCEC), Australia’s newest, and one of the world’s most outstanding

convention, exhibition and events venues.

The MCEC’s state-of-the-art facilities have been created to provide the perfect venue for events of every size and type.

Our role is to work with you to use these facilities to achieve the best possible outcome for your event.

This manual provides you with important information that you will require to plan and manage your event. It contains key details

about the MCEC and the facilities and services available to you.

For more detailed information about any area of the centre or our operations, please contact your event planner or call us on

+61 3 9235 8000.

Symbols and Help

You will find these symbols throughout the manual highlighting important information or directing you to more resources:

Contact – a person who can assist you

Risk – OH&S danger

Resource – documents and websites to assist you

Floorplan - reference for detailed individual floor plans of MCEC’s facilities, provided on a CD with this manual and available

for download from MCEC’s website www.mcec.com.au

The MCEC reserves the right to alter the provisions stated in this manual due to any relevant Acts, Regulations, Australian

Standards being amended or building permits issued under relevant legislation of building notices or infringement notices served

on or within the building. Definitions of terms used in this manual can be found on the final page of the document.


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Melbourne Convention and Exhibition Centre

The MCEC is Australia’s largest and most versatile convention and exhibition centre.

The exhibition centre opened in 1996 and in 2009, the convention centre, hotel and commercial precinct will be completed.

The MCEC is located in the heart of Melbourne on the banks of the Yarra River, close to the central business district, shopping

and restaurants, adjacent to the Crown Entertainment complex.

MCEC location within Melbourne including public transport

N

St Kilda Road

Southern Cross Station

City Road

Normanby

Road

Clarendon Street

Kings Way

Brunton Avenue

Bourke Street

Harbour Esplanade

Collins Street

TelstraDome

Flinders Street

Station

Federation

Square

Crown

Comple

x

CENTRAL BUSINESSDISTRICT

Spencer StreeetFlinders Street

Collins Street

Bourke Street

St Kilda Road

ARTSPRECINCT

SPORTSPRECINCT

Westgate Freeway

Wurundjeri W

ay

Montague Street

Crown

Complex

HiltonHotel

Retail

Retail

OfficeTowerConvention Centre Place Exhibition

Centre

ConventionCentre

Footbridge

YARRA RIVER

112

109

96

96

109112

4870

4870

75

Wurundjeri Way

DOCKLANDS

WorldTradeCentre

Clarendon Street

Melbourne Convention and Exhibition Centre1 Convention Centre Place, South Wharf 3006

Exhibition Centre entrance2 Clarendon Street, Southbank 3006

96

South Wharf Precinct


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MCEC venue within immediate location

ETIHADSTADIUM

Bourke Street

CollinsStreet

BuildingServices

EnclosedLink

Maritime MuseumDevelopment toFuture Design

HILTONHOTEL

EXHIBITI

ON CENTR

E

Melbourne CBDSouth Wharf Promenade

YARRA RIVER

RETAIL

OFFICETOWER

RETAIL

Orrs

Wal

k

Wrig

ht W

alk

Rom

a Walk

Mon

tagu

e St

reet

Westgate Freeway

Orrs Dock

Norman

by Roa

d

Flinders Street

Siddeley Street

Pede

stria

n Br

idge

WORLD TRADECENTRE

Car ParkEntrance

Above ground car park will progressively open from April 2009 (entry off Normanby Road, South Melbourne)

Car ParkEntrance

Exhibition CentreLoading Dock

Convention CentreLoading Dock

Convention Centre Place

Wurundjeri Way

Char

les

Grim

es B

ridge

Spencer Street

Clarendon Street

CONVENTION CENTRE

Plenary Hall

LOAD

ING DOCK

Exit

Entry

N

DOCKLANDS

CENTRALBUSINESSDISTRICT

SOUTHERNCROSS STATION

Car ParkEntrance

FreewayCar Park

Above Ground Car Park

www.visitmelbourne.com (Melbourne visitor information) www.metlink.com.au (public transport information)

Melbourne Convention and Exhibition trust The Licensor of the MCEC is the Melbourne Convention and Exhibition Trust (MCET), which was established under the Melbourne

Convention and Exhibition Trust Act 1996.


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Your Event at the MCEC

The staff at the MCEC will help you make the most of the world-class facilities provided at the centre. They will work with you to

ensure your needs are met as efficiently as possible and your event is run safely.

Helping you plan your eventWhen your event at the MCEC is confirmed you will be introduced to your event planner. They will be your primary point of

contact at the MCEC and will help co-ordinate your requirements and liaise with other departments at the centre on your behalf.

Your event planning process will include a combination of the following:

Your event details•thetypeofeventandattendees

•datesandtimes

•overalleventprogram

•anticipatedattendancenumbers

•finalisationofeventfloorplan

•planningeventsignage

•registrationrequirements

•roomset-uprequirements

•ticketingrequirements

•equipmentandfurniturehire

•managementofVIPs,mediaorentertainers

•carparkingrequirements

•coachscheduleanddropoffpoints

•cleaningandrubbishremovalneeds

Safety •completionofariskassessment

•completionofanOH&SSiteInduction

•adherencewithsafetyrequirementsforeventset-up,contractorsandstaff

•adherencewithoccupancylimits

•SafetyPlanguidelinesforstandapprovalsandconstruction

Security•developmentofaneventsecurityplan

•contractingofsecuritystaff

•appointmentoffirewardenswheredeemednecessary

Loading Dock •deliveryandfreightforwardingarrangements

•loadingdockaccessandschedules

•move-inandmove-outschedules

Food and Beverage •cateringrequirementsandmenuselection

•publickioskoperatingtimes


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Exhibitors•provisionofMCEC’sExhibitorServicesKit

•reviewofyourExhibitorManual

•developingexhibitorlisting

•requirementsforexhibitorslounge

•permitsforfoodsampling

Event Operations•identifyingcontactsontheday/softheevent

•issuingofkeysandswipecards

•issuingofkioskaccountcards

•exhibitioninspection

•eventsign-off

Your licence agreementYour organisation will have worked with the MCEC’s sales department to schedule your event and finalise your booking.

Upon execution of the licence agreement, your event will be confirmed.

Your licence agreement contains the terms and conditions under which your event will be conducted, including the facilities you

will have access to and their maximum occupancy levels, the period of your licence and the financial terms of your agreement.

You should refer to your licence agreement for important information regarding access to the venue, the nature of use of the

MCEC, insurance and liability.

Your event’s daily operationsDaily operating sheets will be provided to you which document all details planned for each day of your event, including a detailed

running schedule and catering requirements. You must sign off the daily operating sheets and advise the event planner of any

alterations three days prior to your event taking place.


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Safety within the MCECThe MCEC has a legal obligation to ensure the centre is a safe environment for all staff and visitors to the venue.

In accordance with relevant Australian standards and legal requirements, the MCEC has developed stringent safety procedures

and policies and is responsible for ensuring these are followed.

As the event organiser, you share this responsibility, as do your event participants, exhibitors and contractors. You must ensure

that all the requirements specified in your occupancy permit are met, in particular in the key areas of:

•Occupancynumbers

•Exitsigns/egressprovisions

•Fireprotection

•Structuralintegrityofstandsanddisplays

•Contractorcompliance

The legislation and regulations the MCEC is bound by are outlined in Section 4 of this manual. You are responsible for

making sure that everyone working at your event including staff, contractors and exhibitors, are aware of these requirements

and abide by them.

If your event is likely to involve risks, the MCEC’s safety management team will work with you to identify areas of potential risk,

and ensure you develop and implement a risk management plan.

Finalisation of accountsYour licence fee means the event charge (which includes space hire charges, catering charges and other usage charges), the service

charge, cancellation fees, taxes, additional charges, interest and any amounts payable by the licensee pursuant to the licence.

Section 1.0Exhibition Centre


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Section 1.0Exhibition Centre

The Venue:

Exhibition Bays

1.1 Dimensions

1.2 Floor Plan

1.3 Organiser’s Offices and Hospitality Suites

1.4 Services

1.5 Access

1.6 Load Limits

1.7 Suspending

Your Event

1.8 Event Layout and Floor Plan

1.9 Exhibition Stand Construction and Design

1.10 Stand Safety

1.11 Concourse Display Structures

1.12 Storage Modules

1.13 Event Move-in and Move-out

1.14 Signage

1.15 Accessing Services

1.16 Lighting

1.17 Ticketing

1.18 Food and Wine

1.19 Cleaning

1.20 Exhibition Inspection

1.21 Venue Condition Report

Meeting Rooms

1.22 Auditorium

1.23 Meeting Rooms

1.24 Clarendon Room

1.25 Concourse Foyer

1.26 Technology Services

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10

11

12

13

14

15

16

17

18

19

19

19

20

21

21

21

22

23

23

23

24

25

26

26

26


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Exhibition Bays

The MCEC exhibition hall is the largest clearspan space in the Southern Hemisphere, providing 30,000 square metres

of purpose-designed, air conditioned exhibition space.

Four relocatable, operable walls can be placed in 13 different positions, allowing the hall to be divided into five entirely separate

exhibition spaces.

Configurations range from a minimum of 3000 to a maximum of 30,000 square metres in 1500 square metre increments.

1.1 DiMEnSiOnS

Description Area Length Width Roof Height Clear Hanging Height

Total Space (20 Bays) 30,000sqm 359m 84m 18m 11.5m

Per Bay 1500sqm 84m 20m 18m 11.5m

1.2 FLOOR PLAnMelbourne Exhibition Centre Bays 1-20 and Concourse Foyer

Available on CD

BAY20

BAY19

BAY18

BAY17

BAY16

BAY15

BAY14

BAY13

BAY12

BAY11

BAY10

BAY9

BAY8

BAY7

BAY6

BAY4

BAY2

BAY5

BAY3

BAY1

ORGANISE

R OFFICE

1

ORGANISE

R OFFICE

2

ORGANISE

R OFFICE

4

ORGANISE

R OFFICE

5

ORGANISE

R OFFICE

3

LOAD

ING DOCK

KIOSK 1

KIOSK 2

KIOSK 3

KIOSK 4

KIOSK 5

N

HILTONHOTEL

CONVENTION CENTRE

EXHIBITI

ON CENTR

E

Melbourne CBD

YARRA RIVER

Security

Business CentreCafé

Information Desk

Disabled Access

Norman

by Roa

d

Plenary Hall

Clarendon Street

Entry

Exit

Elevators Female Restroom Male Restroom


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1.2.1 Dividing Operable WallsThe exhibition hall’s dividing operable walls will be placed in the locations specified in your licence agreement before your event

commences. Please note:

•Thereisnodooraccessthroughthewalls

•Thewallsarefullysoundproofwithanacousticratingof53STC

•Thewallsaretobekeptclearofequipmentandnothingisbeleantagainstthem

1.2.2 Seated Occupancy Maximum occupancies theatre and banquet style seating

Layout Maximum Aisles Required

Theatre Style 650 per bay Two side aisles, minimum width 1.5m One centre aisle, minimum width 2.5m

Banquet Style 750 per bay No specifications

1.3 ORgAniSER’S OFFiCES AnD HOSPitALitY SuitESFive offices and hospitality suites are provided adjacent to the exhibition hall for administration and entertaining purposes.

Your licence agreement will specify the facilities hired for your event.

Available on CD

Organiser’s Offices and Hospitality Suites

BALCONY



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1.3.1 Organiser’s OfficesFive 120 square metre organiser’s offices are located off the exhibition hall, providing access to power, telephone and data

connections, a sink, a boiling water unit and bar fridge. Your furnishing needs should be arranged through a local hire company,

including safes and partitions.

1.3.2 Hospitality SuitesFive 100 square metre hospitality suites are located on level 2 above the organiser’s offices, overlooking the exhibition hall and

concourse. These hospitality suites provide facilities for entertaining, meetings and presentations or additional office space and

feature:

•Spacesdivisibleforvariousneeds

•Occupancyof120theatrestyleor60seminarstyle

•Blackoutblindsforpresentations

•Liftaccessfromtheconcoursenexttoorganiser’soffices1,3and5

•Toilets,telephoneanddatapoints

1.4 SERViCES

1.4.1 Service Pits Services to support event related requirements are supplied to the exhibition hall through the system of in-floor service pits:

•33primaryin-floorservicepitsareprovidedineachbaytosupplyservicestoexhibitors’stands

•54secondarypitsperbayallowcablingtobebroughtuptootherlocationsontheexhibitionhallfloorinanorth-south

direction only

Additional services are also available through arrangement with your event planner. Charges apply for the provision and use

ofmostservicesandthesearedetailedintheMCECExhibitorServicesKit.

type Details Location notes

Power 1 x 50 A three phase outlet per service pit.1 x 15 A single phase (general purpose) outlet per service pit.

In all Primary Service Pits

Additional power can be run to primary or secondary service pits as required, including additional three phase power.

Communications: telephone, internet and data

6 x RJ45 Category 5 data ports. In all Primary Service Pits

High speed broadband. A wireless network is also available. Digital telephone, fax, EFTPOS and ISDN connections.

Water 1 x cold water supply, 15 mm angle stop tap (half inch BSP male iron), flow rate 0.31/s,pressure500Kpa.


Easily adapted to most couplings. Hot water is not available.

Drainage 1 x 100 mm drainage grate, discharge rate61/s.


Connection also possible via 40 mm BSP male nipple over grate.

Compressed Air 1x690Kpaindustrialqualityair,15mmball valve (half inch BSP female) on 15 mm galvanized steel piper risers, deliver 25L/s,2-3°C,1Barpressure,maximumpressure700Kpa.


Air lines connected to this service must takepressureupto700Kpa.

Natual Gas Brought to Service Pits

By arrangement

Television Analogue television through RF Feed. Brought to Service Pits

By arrangement

MCECExhibitorServicesKitprovidesadditionaldetailsonservicesandcharges


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1.4.2 Audio Visual ServicesThe MCEC technology services department can provide the latest audio visual equipment for your event and for use by your

exhibitors including:

•Projectionsystems

•Soundsystems

•Presentationaids

•Videosystems

Additionalfeesapplyfortheseservices.FurtherinformationforyourexhibitorsisavailableintheMCECExhibitorServicesKit

or through your event planner.

1.4.3 Public AddressThe exhibition hall has a public address system for announcements and music which can be operated from the organiser’s offices.

1.5 ACCESS

1.5.1 Loading DockEntry to the MCEC loading dock is via Normanby Road, South Wharf.

The MCEC loading dock is managed and controlled by MCEC loading dock management.

The loading dock runs the full length of the exhibition centre.

•45mdeep,withnarrowersectionsabovecarparkentriesandbehindkiosks

•TrafficflowsinaonewaydirectioninfromandouttoNormanbyRoad

•Allvehiclesenteringtheloadingdocksrequireanaccessticket,availablefromtheentrycheckpointor,ifthisisnotstaffed,

ticket machines

•A30minuteparkinglimitapplies

•Childrenunder15andanimalsarenotpermittedduringmove-inandmove-out

•Vehiclesandcontentsaretheresponsibilityoftheownerwhileontheloadingdock

The loading docks and surrounding carparks are gazetted areas and parking infringement notices will be issued.

1.5.2 Courier and Event DeliveriesAll deliveries must be delivered to the exhibition centre via the loading dock on Normanby Road.

No deliveries are to be delivered through the front entrance of the exhibition centre on Clarendon Street.


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Melbourne Exhibition Centre loading dock

ETIHADSTADIUM

Bourke Street

CollinsStreet

BuildingServices

EnclosedLink


HILTONHOTEL

EXHIBITI

ON CENTR

E


YARRA RIVER

RETAIL

OFFICETOWER

RETAIL

Orrs

Wal

k

Wrig

ht W

alk

Rom

a Walk

Mon

tagu

e St

reet

Westgate Freeway

Orrs Dock

Norman

by Roa

d

Flinders Street

Siddeley Street

Pede

stria

n Br

idge

WORLD TRADECENTRE

Car ParkEntrance


Car ParkEntrance




Wurundjeri Way

Char

les

Grim

es B

ridge

Spencer Street

Clarendon Street

CONVENTION CENTRE

Plenary Hall

LOAD

ING DOCK

Exit

Entry

N

DOCKLANDS



Car ParkEntrance

FreewayCar Park


1.5.3 Loading Dock DoorsTen roller doors provide access from the loading dock to the exhibition hall.

Loading Dock to Hall Clear Width Clear Height

Roller Doors (Doors 2 to 10) 8.0m 7.0m

Bi-fold Doors (Door 1 only) 7.4m 6.8m

1.6 LOAD LiMitSTheexhibitionhallhasbeendesignedtotolerateloadsofupto20Kpaortwotonnespersquaremetre.Ifyouanticipateheavy

loads will be involved in your event, you need to discuss this with your event planner.

Written approval from the MCEC operations manager is required to bring in any heavy or vibrating equipment which might cause

damage to the fl oor or any part of the centre.


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1.7 SuSPEnDing

1.7.1 RiggingIt is important that only the existing supports are utilised when installing exhibition displays and that the facility is not damaged.

You will be responsible for costs associated with any damage caused.

There are 22 eye bolt rigging points provided in the ceiling of each exhibition bay. Each point can bear a direct weight of up to 25kg.

There are 13 rigging truss I beams in each bay which can bear up to 500kg per point with a maximum of two tonnes on any

one beam.

Rigging points available on CD

1.7.2 Suspending LoadsLoads may be suspended from the rigging points provided and must not:

•Beweldedormechanicallyfixed(e.g.rivets,screws)ontotheroof

•Transferanymovementoftorsionalloadtotheroofstructure

•Usesupportsprovidedforbuildingservices(e.g.sprinklers,airconditioningducts)

•Alterorloosenanyexistingstructuralconnections

•Damagetheroof

1.7.3 Fixing •Itemsmustnotbetaped,tacked,nailed,pinnedorstapledtoanysurfacesintheexhibitionhall

•Coredrillingorfixingintothefloorisnotpermitted

•Structurescannotbescrewed,weldedorfixedtoanysurfaceintheexhibitioncentre


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Your Event

1.8 EVEnt LAYOut AnD EVEnt FLOOR PLAnSDeveloping a floor plan which details the layout of your event is an essential part of planning your event and is a requirement

of your licence agreement.

When planning your exhibition layout you must address the important requirements specified in your licence agreement

including:

1.8.1 Event Floor Plans•Plansshouldshowalldetailsofyourevent’sset-up,includingstandlocations,dimensions,clearaisleways,exitsigns

and occupancy capacities

•Floorplansshouldbedrawnat1:200scale

•YourfloorplanmustbesubmittedtotheMCECthroughyoureventplanneratleast30daysbeforeyourlicencebegins

and must be approved in writing before you sell floor space to exhibitors

•YourlicenceisconditionalonapprovalofyourfloorplanbytheMCECandcannotbechangedwithoutconsultationwith

your event planner

1.8.2 Aisles•Allaislesmustbeaminimumof3metreswide

•Mainaislesaretobeprovidedinbothnorth/southandeast/westdirections

•Foreventsusingfourormoreexhibitionbays,threemainaislesinbothdirectionsmustbeprovided

•Mainaislesmustmakeup25percentormoreofthetotalfloorarea

•Aislesaretobekeptclearofobstacles

1.8.3 Distance to Exits•Maximumdistanceof90metresfromanypointonthefloortoanexit

•Atleasttwoexitsmustbeaccessiblefromanyaisle

•Nopointonthefloorcanbemorethan25metresfromapointwhichgivesaccesstotwoexits

•Cul-de-sacaisleswithoutadequateexitaccessarenotpermitted

1.8.4 Safety Clearances•Clearancesof1metrearerequiredforelectricalcupboards,airreturnsandfirehydrants

•Clearaccessforemergencyexitsisrequired

1.8.5 grouped Seating If your event involves grouped seating (e.g. presentations), you should include this on your floor plan and discuss

the relevant safety requirements with your event planner.

1.8.6 Marking OutYou can commence marking out your floor plan in the exhibition hall when your licence term begins. Tape used for marking

out must not leave any residue.

1.8.7 Furniture No furniture is supplied in the exhibition hall or in the organiser’s office area. You or your exhibitors must arrange the delivery

of all furniture required in these areas.


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1.9 EXHiBitiOn StAnD COnStRuCtiOn AnD DESignThe design and construction of exhibition stands must meet the MCEC’s specifications for safety. You must ensure that

your exhibitors are fully informed of these requirements and work with your event planner to submit and obtain approval

for all stand designs.

Your exhibitor manual must include the stand design and stand certification information contained in the MCEC’s Exhibitor

ServicesKit.Yourmanualshouldbesubmittedtoyoureventplannerforapprovalbeforeitisdistributed.

DownloadtheMCECExhibitorServicesKitatwww.mcec.com.au

Your event planner

MCEC exhibitor services: 9235 8110

1.9.1 Construction MaterialsMaterials used to construct stands and associated signage must comply with the requirements of the Building Code of Australia

2006andmustcomplywiththefollowingindicessetinAS/NZS1530methodsoffiretestsonbuildingmaterialscomponents

and structures:

•Sarkingtypematerialmusthaveaflammabilityindexofnomorethanfive

•Othermaterialsmusthave:

(a) A spread of flame index of not more than nine, and;

(b) A smoke developed index of not more than eight if the spread of flame index is more than five

•Materialssuchascrepepaper,corrugatedcardboard,hayandstraw,polystyreneandplasticsheetscannotbeusedunless

they meet the flammability requirements specified above

•ExhibitorsmustsignanindemnityformconfirmingthatthematerialsusedintheirstandsmeettheMCEC’sfireand

safety requirements

BuildingCodeofAustralia2006.AS/NZS1530Methodsoffiretestsonbuildingmaterialscomponentsandstructures

1.9.2 Raised Floors •Forpedestriansafety,raisedfloorsbetween32millimetresand115millimetreshighrequireabevellededgeatagradient

of no more than 1:1.4

•Floorsmorethan115millimetreshighareclassifiedasastepandarampmustbeprovidedforpublicdisabledaccess

•Allraisedtemporaryflooringupto32mmdoesnotrequireabevellededge

1.9.3 RoofsLarge spans and solid overhead areas should be perforated or have breaks between sheets.

1.9.4 StairsOne of the following combinations of rise and tread is required for stairs into and around stands or displays:

Minimum Rise Maximum tread

115mm 320 – 355mm

125mm 300 – 355mm

140mm 270 – 355mm

155mm 250 – 335mm

170mm 250 – 335mm

190mm 250 – 335mm rise

tread


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1.9.5 Aisles•Nopartsofstands,includingraisedfloorsandoverhangingroofs,cancrossintoaisles

•Displaysandexhibitsmustnotbehungonoutsidestandwallsfacingontoaisles

1.9.6 Cutting Materials•Constructionmaterialsshouldbecutorsawedinthewashbaylocatedintheloadingbay

•Inparticular,MDFproductsmustnotbecutintheexhibitionhallandappropriateeye,noseandmouthprotectionshouldbe

worn at all times. Cutting devices should be fitted with a vacuum mechanism to remove sawdust and the area cleaned afterwards

1.10 StAnD SAFEtY

1.10.1 Stand Certification The MCEC requires certain stands to receive certification by a registered engineer. Details of the certification process are included

intheMCECExhibitorServicesKitoravailablethroughyoureventplanner.Thisprocessappliestostandswith:

•Twostoreysormore

•Raisedfloorsmorethan1.5metreshigh

•Anystructuremadeofsteel

The exhibitor, or the builder of these stands, is responsible for proving that the stand is structurally sound and safe for

occupancy. Your exhibitors should be made aware of this responsibility and the following process:

•Detailedplansofthestand,certifiedbyanengineerwhoisregisteredinVictoria,mustbelodgedwithMCECmanagement

not less than 30 days before the opening of the event

•TheengineermustcertifythatthedesignofthestandcomplieswithAustralianstandardsandthestructuralpartsofthe

Building Code of Australia 2006 regulation 1507

•Theengineerwillsetanoccupancylimitfortheraisedportionofthestandifapplicable.Thislimitmustbedisplayed

on the stand

•Thestandmustthenbeconstructedinaccordancewiththeplans

•Beforethestandisoccupied,theexhibitormustengageanengineertoinspectthestandafterithasbeenconstructed

to complete the certification process

•Standsrequiringcertificationmustalsoprovideadditionalfiresafetymeasures(seebelow)

All costs for the certification process are the responsibility of the exhibitor or stand constructor.

1.10.2 Additional Fire Safety The MCEC requires some stands to implement extra fire safety measures. This applies to stands with any of the following features:

•Fittingtherequirementsforcertificationbyanengineer(seeSection1.10.1)

•Aroofareagreaterthan18squaremetresorwiderthan3metresinanydirection

•Raisedfloorsofanyheightmadeoforcontainingcombustiblematerial

•Wherepyrotechnics,smokemachinesorflutter-fetticannonsaretobeused

Stands in these categories must install smoke detectors and fire extinguishers.

The MCEC can also require extra fire safety measures on any other stands deemed to pose a fire risk and will advise you and

the exhibitor in these cases.

FurtherdetailsareprovidedintheMCECExhibitorServicesKitorcontactyoureventplannerforfurtherinformation.

FireextinguishersmustbeA:B:(E)drypowdertypeandmeetAS/NZS1841:2007PortableFireExtinguishers–general

requirements. Smoke detectors must comply with AS 3786: 1993


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1.10.3 Fire SprinklersTemporary fire sprinklers can be supplied to stands if required by your exhibitors. Contact your event planner for further

information.

1.11 COnCOuRSE DiSPLAY StRuCtuRESEntry features and static displays in the concourse can enhance visitors’ arrival to your event.

•Onlystaticdisplayscanbeplacedontheconcourse

•Structurescanonlybelocatedwithintheareasshownbelow

4m

Concourse

Exhibition Hall

Concourse Build Limits

•Structurescanonlybeplacedoutsidethebaysincludedinyourlicensedarea

•Displaystructurescannotbeplaceddirectlyoutsidebays12and13duetotheinternallinkconnectingtheexhibitioncentre

to the convention centre

•Constructionontheconcoursecantakeplacebetween7pmand7amaslongasnoothereventisoperatingalongtheconcourse

or in the adjoining bays. Your event planner will confirm times with you

Drawings and plans of static concourse displays must be submitted to your event planner for approval.

1.12 StORAgE MODuLES Temporary storage modules can be constructed within the exhibition hall with approval from the MCEC.

•Storageareasmustbecompletelyenclosedbybuildingwallsorshellschemewallswithaminimumheightof2.4metres

•Modulesmustnotblockexitsorbelocatedclosetoanystandsposingpotentialfirerisks

•Modulesmusthaveatleastoneentryandoneexitdooratdiametricallyopposingpositions

•AtleastonefireC)2ordrychemicalfireextinguishershouldbeprovided

1.13 EVEnt MOVE-in AnD MOVE-OutA freight forwarding contractor must be appointed to manage the move-in and move-out process for your event, including the

receipt of all materials and transfer of loads into the venue. The freight forwarder will liaise with your exhibitors regarding a

move-in move-out schedule.

The schedule, together with a traffic management plan, must be provided to the loading dock manager at last 14 days prior

to your event.

Exhibition centre loading dock manager: 9235 8384


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1.14 SignAgEYour event planner will assist you in planning the most effective signage options to meet your event’s needs.

Signage designs and copy must be submitted to the MCEC through your event planner to ensure they meet the centre’s guidelines.

Signage can only be displayed from the commencement time of your licence. Signage can be erected between 7pm and 7am.

Please contact your event planner to discuss your requirements.

You are responsible for the costs of installing and removing all signage. Please note that no adhesives may be used on any surface

in the MCEC.

1.14.1 Exhibition Hall Banners and suspended signage:

•66permanentbannerhangingpointsareprovidedintheceilingofeachexhibitionbay

•Eachpointcanbearadirectweightofupto25kg

•Bannerscanonlybesuspendedwithintheboundariesofstandsandnotoveraisles

Signage must not be placed on the walls of the exhibition hall and free standing signage may only be displayed within the

boundaries of a stand or outside any aisle areas.

1.14.2 Exhibition Centre Concourse Signage for your event can be displayed directly outside the exhibition bays you are using in the exhibition centre concourse.

Dependent on concurrent events in the exhibition hall, your event planner may be able to authorise signage in other concourse

locations.

Digital signagePermanent LCD screens are provided in the concourse at entry doors and on the concourse blades, displaying video material

relating to current events within the MCEC. Your event planner can provide you with further information about signage to

promote your event.

Concourse banners•Tworodsareprovidedoutsideeachexhibitionhallentrydoor(excludingdoor10whichhasonerodonly)

•Thereareatotalof19rodsthroughouttheconcourse

•TwoadditionalrodsarelocatedintheClarendonStreetfoyer

•Eachrodhangstwobannersandbearsamaximumweightof5kg

Free standing signage in concourse •Thesameplacementrestrictionsapplyasfordisplaystructuresontheconcourse(seeSection1.11)

•Onthehallside,signagecannotextendpastthewalllineoftheorganiser’soffices

1.14.3 Exhibition Centre External

Clarendon Street flag poles•Twopolesareavailabletoflystandardsizedeventflags;1800millimetresx900millimetres

•WrittenapprovalfromtheMCECisrequired.Contactyoureventplannerformoreinformation

Car park entry signsCar park entry signs are set by the carpark operators to display the names of current events and identify the nearest access doors.


21

1.15 ACCESSing SERViCES

1.15.1 Services to the Exhibition FloorOnly licensed contractors approved by the MCEC may access power, water or other services provided on the exhibition floor.

You, or your exhibitors, must not remove the caps to service pits.

Workplace safety requirements for contractors working in the MCEC are essential and are detailed in Section 4 of this manual.

Your event planner can advise you on accessing suitable contractors.

Water is available to stands by arrangement with the MCEC through the in-floor service pits. Water cannot be taken from fire

hydrants or hose reels without written approval from the MCEC.

DownloadtheMCECExhibitorServicesKitatwww.mcec.com.au

Your event planner

MCEC exhibitor services: 9235 8110

1.15.2 Lower Service tunnel (LSt) and upper Service tunnel (uSt) These areas contain high level services including high amp three phase power. They can only be accessed by qualified

electricians by prior arrangement with the MCEC and with a suitable safety plan in place. You should discuss any requirements

to access the services provided in these areas with your event planner.

1.16 LigHting

1.16.1 temporary Lighting Additional lighting must be supplied and fitted by an authorised electrical contractor or an MCEC accredited stand builder.

Lighting installation must comply with the MCEC’s requirements for electrical installation, which are detailed in Section 4.7.8

of this manual. Temporary lighting must:

•BetestedandtaggedtocomplywithAS/NZS3760:2003In-serviceSafetyInspectionandTestingofElectricalEquipment

•HaveaCertificateofSuitabilityorCertificateofApprovalfromAustralianorNewZealandelectricalsafetyregulators

•Beplaced2.2metresormoreabovefloorlevel

•Bekeptwithintheboundariesofthestand

•Beplacedmorethan500millimetresfromflammablematerial(forhighpoweredlights)

As the event organiser, you are responsible for ensuring all temporary lights are switched off at the end of each day and you will

be asked to participate in a daily inspection with MCEC security to ensure this has been done.

1.16.2 Hall LightingThe exhibition hall main lights are programmed from the MCEC central control room and are turned on and off automatically.

1.17 tiCKEtingThe MCEC provides ticketing sales services for all events and reserves the right to manage the sale of all tickets and the

collection of ticketing revenue.

•Sixcomputerisedticketboxesmaybehired

•Thetypeofticketingserviceyourequirewilldependonthenatureofyourevent.Pleasediscussyourspecificneedswithyour

event planner who will arrange a written quotation for this service including all terms and conditions


22

1.18 FOOD AnD WinEThe MCEC has sole catering rights in all areas of the centre.

1.18.1 Public Food ServicesThe MCEC provides pay-on-the-day public food services through the exhibition hall kiosks, the café in the exhibition centre foyer

and the exhibitor lounges. Speak to your event planner regarding your anticipated requirements.

1.18.2 Entertainment CateringPre-booked catering is available for your own entertaining and staff requirements during your event. Your event planner will advise

you of catering options and provide menus to you. Please confirm final numbers for catering purposes three business days before

your event.

1.18.3 Stand CateringYour exhibitors can pre-order food and beverage services for their stands. Order forms are included in the MCEC Exhibitor

ServicesKitandyoushouldensurethesearemadeavailabletoallexhibitors.

1.18.4 Food and Wine SamplingSamples of food and wine can be distributed to event attendees but cannot be sold within the MCEC. Exhibitors planning to offer

free sampling must have approval from the MCEC food and beverage manager and must obtain the relevant permits:

•Foodandbeverages(includingalcohol):CityofMelbourneTemporaryFoodPremiseLicence

•Alcoholicbeverages:LimitedlicenceundertheVictorianLiquorControlReformAct1998

ApplicationformsforbothlicencesareincludedintheMCECExhibitorServicesKit.Pleaseensureyourexhibitorsareawareof

this requirement.

Food and beverage sampling: www.melbourne.vic.gov.au

Alcohol sampling: www.consumer.vic.gov.au


23

1.19 CLEAningYou are responsible for ensuring that your licensed area is kept in a clean condition. You will need to appoint cleaning contractors

for the duration of your event and for the removal of rubbish to the bins located in the loading dock which are supplied by your

event cleaning company.

•Exhibitorsaretobookstand-cleaningthroughyoutobeundertakenbyyourcontractor

•Toilets,kiosks,concourseandhospitalitysuitesinuseduringyoureventwillbecleanedbyMCEC’sowncleaningservice

provider and a final post-show scrub of the entire venue undertaken after your move-out will be completed. Post-show scrub

charges will be on-charged to your final account

•Anyresidueonthefloorfromtape,paintorotherstainswillberemovedbythevenueandon-chargedtoyourfinalaccount

•Attheconclusionofyourevent,thevenuemustbehandedbackinthesameconditionyoureceivedit.Anyextracleaningthat

has to be completed by the venue will be on-charged to your final account

Cleaning company contacts can be provided on request from your event planner

1.20 EXHiBitiOn inSPECtiOn On the opening day of your event, a final inspection will be carried out by MCEC’s safety management team to make sure that

all safety regulations are being observed and that the plans you have developed have been put in place.

1.21 VEnuE COnDitiOn REPORt At the commencement of the licensed period, a condition report is to be signed by the licensee and the MCEC representative.

At the conclusion of the licensed period, an inspection of the licensed area is to be conducted by the licensee and the MCEC

representative.

The condition report must then be signed by both parties.


24

Meeting Rooms

The meeting space at the exhibition centre includes a 492 seat auditorium, the spectacular Clarendon Room and suites, and

four meeting rooms.

Level 2 Exhibition Centre

AUDITORIUM

LEVEL 1 ENTRY FOYER

BELOWCONCOURSE BELOW

C.2.04

C.2.03

C.2.02

C.2.01

Clarendon Street

Yarra River


1.22 AuDitORiuMThe auditorium is located on the second level of the exhibition centre. It provides tiered seating for 493 people.

Some seating may be removed if requested at an additional fee.

The balcony adjacent to the auditorium is accessed by the main staircase from the exhibition centre foyer and provides

800 square meters of space.

Available on CD


25

1.23 MEEting ROOMS

1.23.1 Level 2 Meeting RoomsFour meeting rooms are located on level 2 of the exhibition centre.

Dimensions and Capacities

Room Area Width Length Height theatre style seating

Classroom Cocktail Banquet Cabaret Boardroom u-Shape

1 75m2 8.7m 8.7m 2.7m 60 24 60 40 32 18 21

2 98m2 13.1m 7.5m 2.7m 90 45 80 60 48 27 30

3 85m2 13.1 6.5m 2.7m 80 30 70 50 48 30 30

2 & 3 188m2 13.1 14.9m 2.7m 130 50 160 120 96 – –

4 44m2 8m 5.5m 2.7m 36 15 35 20 16 18 21

Available on CD

1.23.2 Level Five Meeting Rooms

Level Five Exhibition Centre

CLARENDON ROOM

SUITE 1

SUITE 2

Cloak Room

Clarendon Street

Yarra River



26

Two meeting suites are located on level five of the exhibition centre, one with views across the Yarra River.

Suite Area Width Length Height theatre style seating

Classroom Cocktail Banquet Caberet Boardroom u-Shape

1 144m2 17m 8.5m 4.5 100 36 130 80 64 28 32

2 144m2 17m 8.5m 4.5 100 36 130 80 64 28 32

1 & 2 289m2 17m 17m 4.5 130 60 230 140 112 – –

The rooms are fitted with audio visual equipment including sound systems and projection equipment. Additional equipment

is available through the MCEC technology services department.

Available on CD

1.24 CLAREnDOn ROOM The Clarendon Room is located on level five of the exhibition centre. It is a spectacular venue for cocktail and dining events

with full glass walls providing unique views across to the city and Docklands. It is adjacent to the level five entrance area

and meeting rooms.

Room Area Width Length Height theatre Classroom Cocktail Banquet Cabaret Boardroom u-Shape

Clarendon 116m2 7.3m 16m 4.5 – – 100 80 64 – –

Available on CD

1.25 COnCOuRSE FOYER The concourse foyer is the main entrance to the exhibition centre building and concourse. It provides 750 square metres of floor

space which is ideal for registration, promotional events and other pre-function uses. Availability is dependent on other events

taking place within the venue. Your event planner can provide further information.

1.26 tECHnOLOgY SERViCESAudio visual, communications and information technology requirements are provided for your event at the MCEC.

Audio Visual Auditorium Meeting Rooms Clarendon Room

High definition widescreen data projector, ceiling mounted •

Projection screen • •

Control room (bio box) •

Sound system (speech and multimedia) •

Specialised audio and video digital mixing equipment •

Translation booths Optional

Presenter

Presentation PC with Internet access •

Lectern microphone and light • • •

Presenter lighting • • •

Technology services manager: 9235 8189

Technology support services: 9235 8200

Section 2.0Convention Centre


28

Section 2.0Convention Centre

The Venue:

Your Event

2.1 Event Layout

2.2 Move-in and Move-out

2.3 Stand Display and Construction

2.4 Technology Services

2.5 Accessing Services

2.6 Food and Wine

2.7 Cleaning

Meeting Rooms

2.8 Grand Banquet Room

2.9 Meeting Rooms

2.10 Foyers

29

29

30

30

32

32

32

35

36

38


29

Your Event

2.1 EVEnt LAYOutThe meeting and event facilities in the convention centre have been designed to support a wide range of events and room

layouts.

All meeting and event rooms have a system of in-floor service pits and rigging points. For more information, please speak

to your event planner.

2.2 MOVE-in AnD MOVE-OutStringent requirements apply to the movement of loads and set-up of events in the convention centre. As the convention centre

houses a large number of venues and may often be in use by more than one event concurrently, it is extremely important that

these requirements are followed.

2.2.1 Move-in Move-out ScheduleYou will need to develop and lodge a detailed move-in and move-out plan, including a traffic schedule for your event and

provide this to the loading dock manager. See Section 3.8.1 of this manual for further information.

2.2.2 transferring Loads All materials for your event must be delivered through the loading dock. Your freight forwarder should supply porters

to transfer all goods onto moving equipment and wheel them into the venue.

•Flatbedtrolleys,scissorlifts,palletjacksandboomliftsmaybeused.Theseshouldbeprovidedbyyourfreight

forwarding contractor

•Palletjacksmusthaveurethanerubberwheels

•Flooringprotectionmaterialsmustbelaidonallcarpetedareastocovertheentiretrackthatwillbetaken

by moving equipment

•Onlyplastic-stylepalletscanbebroughtintotheconventioncentre,woodenpalletsarenotpermitted

•PriorapprovalfromtheMCECisrequiredfortheuseofelectricforklifts.Ifapproved,theymustbeoperatedbyalicensed

driver and accompanied by a trained spotter. Under no circumstances can forklifts be used in the main foyer areas

•Movementofmaterialsthroughthefoyersoftheconventioncentremustbescheduledtoavoidclasheswithother

events and must therefore be included in the move-in move-out plan and discussed with your event planner

•MCECstaffsupervisetheloadingdockatalltimes.AdditionalchargeswillapplyifMCECstaffarerequiredtoassistwith

move-in or move-out

2.2.3 truck and Vehicle LiftsLarge loads and equipment can be brought directly to levels 1 and 2 of the convention centre building on delivery vehicles

via truck and vehicle lifts from the loading dock.

•Thetruckliftaccommodatesatotalweightof13.5tonnes

•Vehicleignitionmustbeturnedoffaftervehiclesenterthelifts

•Trucksmustnotleavethelifts

•Allgoodsmustbetransferredbyhandontotrolleys

•Timingoftheuseofvehicleliftsmustbeincludedinyourtrafficscheduleandtakeintoaccountothereventstaking

place concurrently


30

2.3 StAnD AnD DiSPLAY COnStRuCtiOn

2.3.1 Exhibition StandsSmall exhibitions and displays can be set-up in the meeting rooms and foyer spaces of the convention centre. The regulations

and requirements for stand construction and safety in the main exhibition hall also apply in the convention centre. See Section

1.10 of this manual for details. The following further requirements apply in the convention centre:

•Constructioninthefoyerareasmusttakeplacebetween8pmand7amandmayberestrictedtoallowforothereventstaking

place in the centre during that time

•DoublewalledOctanorm-stylematerialsmustbeusedforstandanddisplayconstruction

•Standsandotherstructurescannotbebuiltwithin1metreofthecentre’swallsorwindows

•Temporaryelectricalleadsmustbesecuredincabletraystylecoverings.Gaffertapeshouldnotbeusedatanytime

•Temporarystandlightingmustbeturnedoffattheswitchboardattheendofeachday

•Anytemporarybuildlightingusedbycontractorsduringconstructionmustcomplywiththeconventioncentre’s

‘6 Star Green Star’ environmental rating

2.4 tECHnOLOgY SERViCES The latest audio visual, communications and information technology is provided for your event in the new convention centre.

The MCEC offers unparalleled technology services to the convention and exhibition industry.

2.4.1 technical SpecificationsProvision and initial set-up of the following services is included in your licence fee:

Audio Visual grand Banquet Room

Large Meeting Rooms

Medium Meeting Rooms

Small Meeting Rooms

Cantilever Meeting Rooms

High definition widescreen data projector, ceiling mounted

• • • •

103" plasma screen •

Multiple 5.0m x 2.8m projection screens

•

5.0m x 2.8m projection screens •



Sound system (speech and multimedia) • • • • •

Translation booths Optional

Presenter

Intelligent lectern • • • • •

Presentation PC with internet access • • • • •

Lectern microphone and light • • • • •

Presenter lighting • • • • •

Control and Support

AMX room control system • • • • •

Remote monitoring and support • • • • •

Digital room signage • • • • •


31

A wide range of additional optional inclusions are available from the MCEC technology services department including:

•Digitalmediadistribution

•Eventrecording

•Webcastingandvideostreaming

•CableTV

•Electronicwhiteboard

•QandA,lapelandtablemicrophones


2.4.2 Data networkA state-of-the-art IP data network is provided throughout the MCEC.

•Ciscoswitchingandroutingtechnology

•FibreopticandCAT6networkcablingconnectionsinallfacilities

•Flexibleoptionsfornetworkprovision

2.4.3 WirelessMore than 80 wireless access points provide coverage throughout the public areas of the MCEC. A range of wireless services

are available for events and can be configured to suit individual needs, from basic email access to tailored services for an entire

convention.

2.4.4 telephone VOiPtechnologyallowstelephoneservicestobequicklyandeasilyconfiguredinanylocationwithintheMCEC.

2.4.5 SoundEach meeting room within the convention centre has an in-built sound system that has been designed and installed to deliver an

optimal sound experience to all participants that is clear, free of distortion and able to be heard evenly throughout the room.

2.4.6 Data Projection In-built high definition 16:9 ratio data projectors are fitted in the meeting rooms of the convention centre providing an

exceptional viewing experience.

2.4.7 Video ConferencingTop of the range video conferencing technology is provided in the convention centre enabling the flexibility of conducting a video

conference from any of the meeting rooms within the venue.

2.4.8 AV Control SystemThe vast array of audio technology available in the convention centre is able to be seamlessly controlled using the AMX control

system which is fitted in all meeting rooms. A wireless touch screen interface allows you or your event participants to take control

of the technology within the room without the need for an in-room technician.

•Participantshavecontroloftheroomenvironmentandallitsequipmentincludinglighting,projectionandvolumelevels

at the touch of a button

•Wirelesstouchpanelsareincorporatedintothebuildingandlecterndesign

•Sophisticatedtechnologyiseasytouseandunderstand

•Atechnicalhelpbuttononeachtouchpanelprovidesinstantconnectiontotrainedtechnicianswhocanprovideimmediate

assistance to resolve any issues


32

2.4.9 Digital SignageDigital signage provides a comprehensive way-finding solution so that your event participants will never lose their bearings

or miss a presentation.

•Digitaldisplaysthroughoutthecentredirectvisitorsaroundvariouspartsofthefacilityandcanbecustomisedtoyour

specific requirements

•Displayscanalsobeutilisedfordestination,news,weather,transportandotherinformation

2.5 ACCESSing SERViCESIn-floor service pits with power and data connections are provided in the convention centre. External contractors must have

current licences and registrations and comply with the requirements listed in Section 4 of this document. Please note that

contractors must enter the building through the loading dock and not through the main foyer.

2.6 FOOD AnD WinEThe MCEC has sole catering rights to the entire centre. Food and wine can be provided to suit your requirements. Please speak

to your event planner.

2.7 CLEAningThe cleaning of all rooms and foyers (except for exhibition builds) in the convention centre is included in your licence agreement.


33

Meeting Rooms

The opening of the convention centre has added substantially to the range of meeting and event venues. The facility provides the

highest standards in meeting and event technology which is in-built into every meeting room offering event organisers and guest

speakers unprecedented self-manageable capabilities.

ground Floor Convention Centre

Foyer

Foyer

Plenary Hall

Stage

Entry

Entry

Enclosed link to

Exhibition Centre

Yarra River

Entry

Elevators Female Restroom Male Restroom Back-of-House and limited access area Access area for delegates


34

Level 1 Convention Centre

Void

Void

Balcony

Balcony

VoidPlenary Hall

Stage

111

110

112

109

105114102101 106

Pre-Event

Pre-Event

103

107

108

Yarra River

Elevators Female Restroom Male Restroom Back-of-House Service Area Access area for delegates Meeting Rooms


35

Level 2 Convention Centre

Pre-Event

Pre-

Even

t

Pre-Event202

203 204 207

201

209210

211

206205

208212

213216

217218

219

214215

220

Plenary HallVoid

Void

Stage

Yarra River

Elevators Elevators Female Restroom Male Restroom Back-of-House Service Area Access area for delegates Meeting Rooms

2.8 gRAnD BAnQuEt ROOMThe grand banquet room accommodates up to 1500 guests and features a cantilevered 18 metre glass façade with views across

the Yarra River to Docklands and the city. It is located on level 2 of the convention centre and can be divided into two smaller

banquet rooms.

2.8.1 Specifi cations and Capacities

Room Area Height theatre Classroom Cocktail Banquet Cabaret

201 1245m2 8.5m 1188 456 830 720 576

202 1245m2 8.5m 1188 456 830 720 576

201 & 202 2490m2 8.5m 2304 912 1660 1500 1200

Available on CD

2.8.2 Operable WallThe two rooms which make up the grand banquet room are divided by a soundproof operable wall which folds away entirely when

in the combined mode. The wall does not have a door, so when in place, there is no connection between the two rooms.


36

2.8.3 Dressing RoomsTwo dressing rooms are provided for the grand banquet room consisting of:

•Makeupmirroranddressingtablebench

•Fulllengthmirror

•Toilet,showerandchangearea

•Twowayvisualandverbalcuemonitors

2.8.4 Production Lighting and SoundThe grand banquet room is equipped to support staged performances and presentations in a variety of configurations and

locations, including in-the-round.

•Basiclightingrig

•Lightingbarsforadditionallighting

•Pinspotlocations

•Technicalcontrolroom(biobox)

•Specialisedaudioandvideomixingequipmentcanbeprovided

2.8.5 RiggingRigging points are installed in the grand banquet room ceiling to suspend displays and decorations.

2.9 MEEting ROOMSA total of 32 meeting rooms, arranged in subdivisible suites, are located on levels 1 and 2 of the convention centre in close

proximity to the plenary hall.

2.9.1 Meeting Room CategoriesThe convention centre has four categories of meeting rooms: large, medium, small and a grand banquet room:

Category Area number on level 1 number on level 2

grand banquet room 0 2

Large 236 to 245 sqm 4 10

Medium 119 to 142 sqm 2 6

Small 62 to 75 sqm 6 4

All large rooms, and some small rooms, interconnect with another similar room to form a larger space.


37

2.9.2 Level 1 Meeting Rooms – Specifications and Capacities

Room Area Height theatre Classroom Cocktail Banquet Cabaret Boardroom u-Shape

101 75m2 4m 60 27 50 30 24 18 21

102 74m2 4m 60 27 50 30 24 18 21

102 & 103 149m2 4m 155 72 100 80 64 – 42

103 141m2 5m 130 36 95 60 48 36 36

104 142m2 5m 130 36 95 60 48 36 36

105 236m2 5m 256 96 150 120 96 42 48

106 236m2 5m 256 96 150 120 96 42 48

105 & 106 472m2 5m 480 216 300 280 224 – –

107 73m2 4m 72 27 48 30 24 18 18

108 72m2 4m 72 27 48 30 24 18 18

109 243m2 5m 240 98 150 120 96 42 48

110 245m2 5m 240 98 150 120 96 42 48

109 &110 488m2 5m 480 216 300 280 224 – –

111 73m2 4m 60 27 50 30 24 18 18

112 75m2 4m 60 27 50 30 24 18 18

111 & 112 148m2 4m 155 72 100 80 64 – –

Available on CD

2.9.3 Level 2 Meeting Rooms - Specifications and Capacities

Room Area Height theatre Classroom Cocktail Banquet Cabaret Boardroom u-Shape

201 1245m2 8.5m 1188 456 830 720 576 – –

202 1245m2 8.5m 1188 456 830 720 576 – –

201 & 202 2490m2 8.5m 2304 912 1660 1500 1200 – –

203 242m2 5m 240 96 150 120 96 42 51

204 242m2 5m 240 96 150 120 96 42 51

203 & 204 484m2 5m 480 198 300 280 224 – –

205 75m2 4m 55 24 48 30 24 18 18

206 72m2 4m 55 24 48 30 24 18 18

207 120m2 5m 120 36 80 60 48 30 36

208 121m2 5m 120 36 80 60 48 30 36

209 119m2 5m 120 36 80 60 48 30 36

210 236m2 5m 240 84 150 120 96 42 51

211 238m2 5m 240 84 150 120 96 42 51

210 & 211 474m2 5m 480 198 300 280 224 – –

212 239m2 5m 240 84 150 120 96 42 50

213 243m2 5m 240 84 150 120 96 42 50

212 & 213 482m2 5m 480 198 300 280 224 – –

214 62m2 4m 60 24 40 30 24 18 18

215 65m2 4m 60 24 40 30 24 18 18

216 120m2 5m 120 36 80 60 48 30 36

217 121m2 5m 120 36 80 60 48 30 36

218 121m2 5m 120 36 80 60 48 30 36

219 242m2 5m 240 84 150 120 96 42 51

220 242m2 5m 240 84 150 120 96 42 51

219 & 220 484m2 5m 480 198 300 280 224 – –

Available on CD


38

2.9.4 Speaker’s Preparation RoomsPreparation rooms for speakers are located adjacent to the meeting rooms on both level 1 and 2 of the convention centre where

speakers can rehearse their presentation with the use of audio visual equipment.

2.10 FOYERSThe convention centre has foyers on each of its three levels.

2.10.1 Main FoyerLocated on the ground floor:

•Themainentrancetotheconventioncentre

•OpensontotheYarraRiverboardwalks

•Suitableforregistrationandlargescaleeventsincludingcocktailparties,displaysandsmallexhibitions

•Customerservice,security,administrationandarangeofancillaryroomsandamenitiesarelocatedinoroffthisfoyer

(see Section 5, MCEC directory)

•Escalatorsandstairsleadfromthefoyertotheupperlevelplenaryhall,grandbanquetroomandmeetingrooms

•Groundfloorlevelenclosedlinktotheexhibitioncentre

2.10.2 Pre-Event Foyers Pre-event foyers located on levels 1 and 2 provide:

•Breakoutspacefortheplenaryhall,meetingandgrandbanquetroom

•Alsosuitableforeventregistration,pre-evententertainment,orasstand-alonevenuesforsmallerevents,displays

and exhibitions

Section 3.0Convention Centre Plenary Hall


40

Section 3.0Convention Centre Plenary Hall

The Venue

3.1 Capacities

3.2 Floor Plan

3.3 Access

3.4 Stages

3.5 Backstage

3.6 Audio Visual

Your Event

3.7 Event Planning

3.8 Move-In and Move-Out

3.9 Contractors

3.10 Sound and Lighting Operators

3.11 Ticketing

3.12 Event Registration

3.13 Signage

3.14 Food and Wine

3.15 Cleaning

41

42

43

43

44

44

47

47

47

47

47

48

48

48

48


41

The Venue

The plenary hall is the centrepiece of the Melbourne Convention Centre. It can accommodate events from simple speaker

presentations through to full scale theatre productions.

The multi-functional plenary hall has a total seated capacity of 5000 and can be divided into three smaller configurations which can

operate concurrently, providing maximum flexibility for your event. Retractable seating on the lower level allows the hall to be used in

flat floor mode, accommodating up to 1500 guests in banquet style.

3.1 CAPACitiES

Description Area theatre Cocktail Banquet Cabaret Arena gala

Plenary Hall 1, 2 and 3 – 5000 2000 – – – 1580

Plenary Hall 1, 2 and 3 without balcony

– 3356 – – – 5189 –

Plenary Hall 1,2 and 3 flat floor – – – 1500 1200 – –

Plenary Hall 1 – 1508 – – 230 – 445

Plenary Hall 1 without balcony – 1012 – – 230 – –

Plenary Hall 1 sub-divided – 462 – – – – –

Plenary Hall 2 – 2507 – – 700 – 549

Plenary Hall 2 without balcony – 1848 – – – – –


Plenary Hall 3 – 1508 – – 230 – 445

Plenary Hall 3 without balcony – 1012 – – 230 – –


Main foyer 6376m2 – – – – – –

Available on CD


42

3.2 FLOOR PLAn

Plenary Hall

PLENARY HALL

Entry

Entry

Entry

Foyer

Stage

Enclosed link toExhibition Centre

Yarra River

Floor Plan on CD

Elevators Female Restroom Male Restroom Back-of-House and Limited Access Area

3.2.1 Double Operable WallsTwo soundproof double operable walls located inside the plenary hall allow the hall to be divided into three individual halls.

3.2.2 Sub-Divisional BlindsBlinds can be lowered at the rear of the hall’s retractable seating system, approximately 2 metres from the last row of retractable

seating, to conceal the fi xed tiered seating when not in use, creating a fl at fl oor with a walkway.

•Blindscanbeindividuallycontrolledandarefullymotorized

•Anyconfigurationispossible

•Setofsubdivisionalblindsatbalconylevel

•33blindsatfloorlevel

•31blindsatlevel1


43

3.3 ACCESS

3.3.1 Loading DockOff Normanby Road, South Wharf

The convention centre loading dock is adjacent to the back and side stage areas at the same level as the hall floor.

•Totalsizeof2000squaremetres

•Clearworkingheightof4.5metres

•Fullyweatherprotected

•Threedocklevellersallowvehiclestobeevenwiththefloorlevelforloadingandunloading

•Asoundinsulatingwallwithrollershutterdoorsseparatesthestageandloadingdock

•Theloadingdockincludesawashbayforthepreparationofpaints,tradematerialsandcleaningpurposes

•Theconventioncentreloadingdockisastrictlynon-smokingenvironment

3.3.2 Loading Dock to StageClear access from the loading dock to the stage in all its modes is available:

Loading dock to stage Clear Width Clear Height

Combined and large modes 4.0m 4.8m

Small modes 3.0m 4.8m

3.4 StAgESThe main stage is located in plenary hall 2, with demountable stages provided if required when plenary halls 1 and 3 are

in small modes.

3.4.1 Main StageThe main stage is made up of four mechanical elevators (two at the front of the stage and and two at the rear of the stage),

providing increased flexibility in stage configurations and height. The two forestage elevators can be lowered to create an

orchestra pit.

The forestage has two mechanical sections consisting of a 22 metre rectangular section and a 19 metre wide curved section.

When in orchestra pit mode, the forestage is 1.75 metres below flat floor level.

Above the stage is a fly gallery.

Stage Dimensions

Stage Width Stage Depth Left and Right Prompt Width

Left and Right Prompt Depth

Orchestra Pit Max Depth

Stage to technical gridHeight

FlygalleryHeight

18m 12m 10m 12m 16m 16m 2.1m

On either side of the stage, operable wall panels are used to create flexible tormentors to frame the stage, create wings and

conceal the sides of the stage.


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3.4.2 Demountable Stages Demountable stages are provided in plenary halls 1 and 3.

•Thedemountablestagefloorhashingedopeningstoenablecablestobepassedthroughtotheservicepitsbelow

•Stairswithahandrailprovideaccesstothestagefromfloorlevel

•Tormentorsallowaprosceniumarchtobeformedtoconcealthesidesofthestage

Stage Dimensions Stage Width Stage Depth Stage Height Left and Right

Prompt WidthLeft and Right Prompt Depth

10m 7.5m 1m 3m 7.5m

3.5 BACKStAgEExtensive back stage facilities are provided for the plenary hall to accommodate the special needs of speakers, small and large

numbersofperformers,andVIPs.Whenconcurrenteventsarebeingheldinthehall’ssmallermodes,separatefacilitiesaremade

available. Please discuss your backstage requirements with your event planner.

3.5.1 Dressing Rooms•Twogroupdressingroomsforupto15personsperroom

•Fulllengthmirrors,makeupmirrors,showersandtoilets

•Twoindividualdressingroomsforprinciplespeakersorleadartists

3.5.2 green Rooms•Twogreenroomsforupto30personsperroom

•Maleandfemaletoilets,showers,changeroomsandakitchenette

3.5.3 ViP Suites•TwoVIPsuitesadjacenttotheplenaryhallprovidequalityfacilitiesforhighprofilepresenters,guestsanddignitaries

•Receptionarea,lounge,changerooms,showerandtoilet

•Adjacentspaceprovidesdataandcommunicationfacilitiestoaccommodateadministrativesupport

•Fulldisabledaccessandfacilities

•Mainentryisfromfront-of-house.Back-of-houseaccessisavailablefordiscreetmovementofVIPsifrequired

3.5.4 Speaker Preparation RoomThe speakers preparation room allows speakers to rehearse their speech with the use of their audio visual material. Access is

available into the plenary hall foyer.

3.5.5 Stage CrossoverA 2 metre wide by 2.5 metre high stage crossover runs behind the stage allowing movement from one side of the stage to the

other.

3.6 AuDiO ViSuALThe plenary hall provides the latest light, sound and production equipment to support your event. For further information on any

of the following aspects of the hall’s technical infrastructure, please speak to your event planner or the plenary hall manager.

Plenary hall manager 9235 8185


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3.6.1 technical gridThe plenary hall is fitted with a full technical grid, three dedicated lighting bridges and infill panels. This equipment can support

sophisticated lighting for concerts and other major performances.

3.6.2 Audio SystemThe plenary hall is fitted with high quality Nexo speakers providing exceptional sound quality for the audience and minimising

feedback.

•Speakersarearrangedinarraysofuptosevenindividualspeakers

•Incombinedandlargehallmodes:fourspeakerarrays

•Insmallhallmode:twospeakerarrays

•Infilldelayspeakersprovidecompleteaudiocoverage

Please contact your event planner for information regarding acoustic noise levels.

3.6.3 Mixing Desks DiGiCo D1 audio mixing desks are provided in the plenary halls offering leading edge audio technology and delivering the highest

standards of sound reproduction for your event.

3.6.4 Control RoomsA separate lighting and sound control room is available for the plenary hall in all modes, providing a clear view of the stage and

front lighting bridge.

3.6.5 Sound and Lighting Operator’s PositionsA 4 metre by 3 metre sound and lighting monitoring position is provided in the main body of each hall mode which can be

operated from the main control room in combined hall mode.

3.6.6 Projection ScreensMotorised projection screens are provided in three locations in the plenary hall which:

•Havea16:9widescreenratio

•Are8metreswidex4.7metreshigh

•Retractcompletelyfromviewwhennotinuse

•Appeartofloatintheairwheninposition

A large fixed screen is provided over the main stage. This is accessible during combined and large hall modes only.

•16:9widescreenratio

•10.6metreswidex6metreshigh

•Seamlesshighqualitysurface

3.6.7 ProjectorsA Barco FLMHD18 projector is provided in plenary hall 2. Barco FLMHD14 projectors are provided in plenary halls 1 and 3.

3.6.8 interpretation Booths•Sixlocationsfortemporaryinterpretationboothswithhardwiredelectronicpatchingpointsareprovidedintheplenaryhall

•Twoboothscanbelocatedineachhallsection

•Uptofourtranslatorscanbeaccommodatedperbooth

TemporarytranslationboothsmustmeettheacceptedinternationalstandardIEC60914/ISO2603/ISO4043


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3.6.9 Backstage Monitors and Prompt Audio•Cuevideomonitorsareprovidedindressingroomsandbackstageareas

•Allbackstageareashaveafullpromptaudiosystem

•Two-wayverbalandvisualcueingisavailable

3.6.10 Presentation AidsThe plenary hall provides access to the most sophisticated but simple to use audio visual, communications and information

technology available with the following supplied as part of your licence:

•Intelligentlectern

•PresentationPCwithinternetaccess

•Remotemonitoringandsupport

•Hearingassistance

An extensive range of additional technical, communications and audio visual equipment is available from MCEC’s technology

services department for an additional fee.



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Your Event

3.7 EVEnt PLAnningThe plenary hall provides a highly flexible venue with high-level production and technical capacities. The wide range of

applications and configurations of the venue means that every event will be different. Your event planner and the plenary hall’s

specialist staff will help you develop a plan for your event which meets your specific needs.

3.8 MOVE-in AnD MOVE-Out

3.8.1 Move-in Move-out scheduleYou will need to appoint a freight forwarding contractor to manage the move-in and move-out process for your event, including the

receipt of all materials and their transfer into the venue. Working with your contractor, you should develop a detailed plan for the

move-in and move-out, including a traffic management schedule for the loading dock. This must be provided to the loading dock

manager at least 14 days prior to your event and should include:

•Detailsofyourfreightforwardingcontractor

•Atime-slottedscheduleforthedeliveryandpick-upofgoods

3.8.2 Moving LoadsLevel access is provided from the loading dock to the plenary hall. Your freight forwarder should supply porters to transfer

all goods onto moving equipment in the loading bay and move them into the venue:

•Flatbedtrolleys,scissorlifts,palletjacksandboomliftsmaybeused.Theseshouldbeprovidedbyyourfreight

forwarding contractor

•Palletjacksmusthaveurethanerubberwheels

•Floorprotectionmaterialistobeused.ThismaterialissuppliedbytheMCEC

•PriorapprovalfromtheMCECisrequiredfortheuseofelectricforklifts.Ifapproved,theymustbeoperated

by a licensed driver and accompanied by a trained spotter

•Parkingisnotpermittedexceptduringloadingandunloading

•MCECstaffsupervisetheloadingdockatalltimes.AdditionalchargeswillapplyifMCECstaffarerequiredtoassist

with move-in or move-out

Convention centre loading dock manager 9235 8384

3.9 COntRACtORSAll contractors working on your event must have the appropriate current licences and registrations and comply with the

requirements listed in Section 4 of this manual.

3.10 SOunD AnD LigHting OPERAtORSThe plenary hall has production-level sound and lighting equipment fitted. For large-scale staged events, you may need to appoint

qualified audio visual operators and hire-in any additional specialist sound or lighting equipment required. Please speak to your

event planner about your needs.

3.11 tiCKEtingTheMCECcanprovideticketsforyoureventintheplenaryhall.Ifticketsarebeingsold,mobileticketboothsandaninternal/

external box office can be operated. For further information, please speak to your event planner.

If you plan to sell tickets through a major ticketing agency, please notify your event planner and discuss the required procedures.


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3.12 EVEnt REgiStRAtiOnMobile registration desks are available for convention centre events and consist of:

•Mobileunitswhichcanbeassembledintoarangeofconfigurations

•Pointsofsale,creditcardandEFTPOSdataconnections

•Poweranddatasupply

•Storagecupboardsforprintedmaterials

•Upto20registrationpointswithallowancesfordelegatequeuingandthedistributionofmaterials

•Seatingforregistrationstaff

Please note that due to their modular nature, the units are not fully securable and should be staffed at all times.

3.13 SignAgE

3.13.1 Room signageDigital signage is provided outside the plenary hall.

3.13.2 Display signage•Signagecanbesuspendedintheplenaryhallfromthein-builtriggingsystem

•Freestandingsignagecanbeplacedonthestageareabutnotinwalkwaysorfoyerareas

•DetailsofallsignagemustbesubmittedtotheMCECforapprovaltoensureitmeetsthecentre’sguidelines

3.14 FOOD AnD WinEThe MCEC has sole catering rights to the entire centre. Food and wine can be provided to suit your requirements. Please speak to

your event planner.

3.15 CLEAningIn the plenary hall, standard cleaning is included in your licence agreement.

Section 4.0Safety and Security


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Section 4.0Safety and Security

4.1 Planning and Preparation

4.2 Security

4.3 First Aid and Emergency

4.4 Event Safety

4.5 Fire Risk

4.6 Motor Vehicles

4.7 Workplace Safety

4.8 Legislation and Regulations

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Safety and Security

The safety of everyone involved in your event is vital. Your event planner and the MCEC safety management team will work with

you to make sure that any possible risks associated with your event are identified and planned for.

Safety or occupational health issues apply to many events and might include:

•Workingwithmachineryorotherequipment

•Erectingstandsordisplays

•Fireorflammablematerials

•Valuableitemsondisplay

•Environmentalhazards

•Crowdcontrol

•Publicsafety

•Protests

•Safetyandsecurityofhighprofileattendees

•Workingfromheights

4.1 PLAnning AnD PREPARAtiOn

SafEty ChECkliSt:

Your event planner will guide you through:

Complete risk questionnaire (three months prior)

If required, complete risk assessment process

Current OH&S site induction for all event staff

Complete event sign off

4.1.1 Risk Assessment ProcessYou will be required to complete a questionnaire which will assist you and the MCEC to identify any safety issues associated

with the activities you will be staging at the centre.

Depending on the nature of your event, you may then be asked to complete a more formal risk assessment process and develop

planning documents to identify and deal with hazardous situations that could arise during your event.

4.1.2 OH&S Site induction All event staff, including your customer service staff and contractors, must have completed the MCEC occupational health

and safety site induction, the Brookfield Multiplex site induction and carry current induction passes while in the centre.

A manual and induction questionnaire will be provided to you by your event planner to be completed within seven days of

the commencement of your event.

Download the MCEC and Brookfield Multiplex site induction documents from www.mcec.com.au

4.1.3 Event Sign OffWhen your event has been moved in and prior to it opening, you must confirm to the MCEC that all areas of your agreed safety

plan have been completed.


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4.2 SECuRitY

SECurity ChECkliSt:

At least one week before your event:

Confirm security provider

Provide security schedule

Provide security staff details

MCEC OH&S induction completed for all security staff

Confirm two way radio

First aid kits supplied

4.2.1 Event SecurityYou are required to plan an appropriate level of security for your event.

For all events, including all exhibitions, you must provide 24 hour security within your licensed area for the duration

of your licence period. Note that MCEC’s own security service does not provide coverage inside your event space.

Your event planner will help you to identify the number of security staff that will be required for your event. Your security

staff should:

•Patrolalldoorwaysduringmove-inandmove-out

•Bepresentthroughouttheeventtosupportyourcustomerservicestaff

•HoldacurrentLevel2firstaidcertificate

•EnsuretheMCEC’snon-smokingpolicyisadheredto

•Secureyourvenuespaceattheendofeachday

•MaintaintwowayradiocommunicationwiththeMCECsecuritycontrolroom

Please provide your event planner with the full details of your security plans and security service at least one week prior to your

event.NotethatallstaffworkinginsecurityrolesmustbeholdersofcurrentappropriateVictoriansecuritylicences.

Security services contacts can be provided on request through your event planner

If you choose to contract an alternative company, please provide copies of the following documentation to your event planner

at least four weeks before your event:

•Certificateofregistrationofacompany

•Certificateofregistrationfromtheprivateagentsregistry

•CertificateofWorkCovercurrencyandpublicliability

•Whereapplicable,eachsecurityguardintendingtoworkatthevenuemayberequiredtoprovideaphotocopyoftheir

currentrelevantVictorianlicence

Security personnel may not carry firearms or weapons within the MCEC as this is strictly prohibited.


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4.2.2 ushersFor seated events in the plenary hall, ushers are required to assist in managing seating and to assist the security team in an

emergency. Depending on the nature of the event, ushers may be qualified security staff or other trained ushering staff provided

by the MCEC. Your event planner will discuss the specific requirements for your event with you.

4.2.3 SecurityThe MCEC has 24 hours a day security presence. The security control room is located on the ground floor of the

convention centre.

Convention Centre security control room: 9235 8333

4.3 FiRSt AiD AnD EMERgEnCY

EMErgEnCy ChECkliSt:

First aid kits supplied

Staff familiar with emergency maps and evacuation procedures

Dial 6666 on house phone in an emergency

4.3.1 Event First Aid Event security staff are required to provide first aid assistance during events and should have first aid kits available.

When an injury has occurred within the area covered by your licence, an incident report must be completed by your

event security staff and a copy provided to the MCEC security control room.

4.3.2 EmergencyIn case of emergency you should contact MCEC’s security control room. There are two types of emergency alarms:

•BEEPBEEPBEEP–alertalarm.Advisesofpossibledanger.Noactionisrequiredotherthanbyfirewardens

•WHOOPWHOOPWHOOP–evacuationalarm.Everyonemustleavethebuildingandmovetothenearestevacuation

assembly points

MCEC’s site induction process provides further information on the centre’s emergency and evacuation procedures.

You should ensure that all your event staff and security contractors are familiar with the centre’s emergency exits,

fire fighting equipment and evacuation assembly points.


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Evacuation Map

ETIHADSTADIUM

Bourke Street

CollinsStreet

BuildingServices

EnclosedLink


HILTONHOTEL

EXHIBITI

ON CENTR

E


YARRA RIVER

RETAIL

OFFICETOWER

RETAIL

Orrs

Wal

k

Wrig

ht W

alk

Rom

a Walk

Mon

tagu

e St

reet

Westgate Freeway

Orrs Dock

Norman

by Roa

d

Flinders Street

Siddeley Street

Pede

stria

n Br

idge

WORLD TRADECENTRE

Car ParkEntrance

Car ParkEntrance

Car ParkEntrance



Wurundjeri Way

Char

les

Grim

es B

ridge

Spencer Street

Clarendon Street

CONVENTION CENTRE

Plenary Hall

LOAD

ING DOCK

Exit

Entry

N

DOCKLANDS






EVACUATIONASSEMBLY POINT 1

EVACUATIONASSEMBLY POINT 2EVACUATION

ASSEMBLY POINT 3

FreewayCar Park

MCEC security control room: House phone, ext 6666. From other phones: 9235 8333

Available on CD

4.4 EVEnt SAFEtY

EvEnt SafEty ChECkliSt:

Comply with occupancy limits

Exit signs visible

Temporary exit sign plan submitted

Apply with Australian standards

Emergency exits clear

Apply for special approval for high risk displays


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4.4.1 Occupancy Limits The occupancy capacity for your event must be submitted to the MCEC as part of your event floor plan for final approval.

•Occupancycapacitiesmustnotbeexceeded

•Ifhighvisitationtoapubliceventisanticipated,theMCECwillworkwithyoutoplanandimplementvisitormanagement

strategies

•TheMCECreservestherighttopreventfurtheradmittancetoanareaifitisbelievedtheoccupancylimitshavebeenexceeded

•Onlineandpre-soldticketsalenumbersaretobesubmittedtotheMCECcashieringmanagerpriortotheevent

4.4.2 Exit SignsExit signs must always be clearly visible and comply with Australian standards.

•Ifstandsormaterialsobscurefixedexitsignage,youmustprovidetemporarysigns

•Youreventsafetyplanmustspecifythenumberofexitsigns,giveinformationonwhoisinstallingthoseexitsignsandidentify

the location of temporary exit signs. Your event safety plan must be forwarded to your event planner before your event begins

TemporaryexitsignsmustcomplywithAS/NZS2293:2005Emergencyescapelightingandexitsignsforbuildings–system

design, installation and operation, especially specifications for height off the ground and viewing distance

4.4.3 Emergency ExitsEmergency exits must be kept clear of displays, stands and furniture.

4.4.4 Displays Requiring ApprovalActivities or exhibits that involve any of the following are required to submit a proposal in writing to the MCEC briefly outlining

thepurposeofthedisplayandhowitwillbeusedatleast30daysbeforetheevent.TheMCECExhibitorServicesKitprovides

further information on:

•Foodsampling

•Animals

•Balloons(heliumorairfilled).Notethatballoonscaughtinceilingswillincura$500feeforremoval

Any activities involving animals must comply with the requirements of the Prevention of Cruelty to Animals Act 2000

and regulations. Download the MCEC Exhibitor Services Manual at www.mcec.com.au

4.5 FiRE RiSK

firE riSk ChECkliSt:

Fire equipment clear and visible

Precautions in place for flammable materials

4.5.1 Fire EquipmentAccess to fire hydrants, electrical cupboards, air returns and sensors must be kept clear at all times.

4.5.2 Flammable RisksIf your event will use or display any of the following which may pose a fire risk, you must notify your event planner and provide

an appropriate safety management plan to the MCEC operations manager for approval:

•Pyrotechnics,smokemachinesorflutter-fetticannons

•LPgascylinderswithamaximumof18kgperstand,mustberemovedandstoredontheloadingdockduringeventhours

•Flammablefuels

•Nakedflame,includingcookingequipment,barbeques,heaters,oilburnersandcandles


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•Cookingdemonstrations

•Motorvehiclesondisplay

•AnyotheritemlistedintheDangerousGoodsAct1985

Depending on the type of goods and activities, you may be required to submit a written application for their use and be

required to put in place safety measures such as fire warden patrols and fuel storage procedures, or provide smoke detectors

and fire extinguishers.

Dangerous Goods Act 1985 and regulations

Dangerous Goods (Storage and Handling) Regulations 2000

The MCEC must be formally advised of any dangerous materials at least 30 days before your event commences

FireextinguishersmustbeA:B:(E)drypowdertypeandcomplywithAS/NZS1841:2007Portablefireextinguishers

4.5.3 Fire WardensAll events with pyrotechnics, smoke machines or flutter-fetti cannons require smoke detectors to be isolated which reduces

fire protection. To ensure fire safety is maintained during these events, an MCEC security staff member must be stationed

as a fire warden. A minimum charge of four hours applies. Please speak to your event planner for further information.

4.6 MOtOR VEHiCLES All kinds of motor vehicles can be displayed within the MCEC but strict safety requirements apply. If MCEC management

believes a motor vehicle presents a safety risk, it must be removed from the building immediately.

Motor vEhiClE ChECkliSt:

Check fuel safety

No fuelling in the centre

Ignition keys removed

Fire extinguishers provided

4.6.1 All Fuel Powered Vehicles•Vehiclesmustbedrivenintoanddrivenwithinthecentreatwalkingpacewithaspotterwalkinginfront

•Fueltanksmustbefulltoatleast90percentofcapacity.Thefuelcapmustbeeithersealedorsecuredtoprevent

unauthorised removal

•Oncedisplayedwithinthecentre,vehiclesmustnotbestartedandrunwithoutpriorpermissionwhichshouldberequested

in writing from the MCEC

•Portablefireextinguishersmustbeprovidedandlocatednearallvehicles

Fire extinguishers required

number of vehicles per stand/area Minimum fire extinguishers required

1 to 3 1 x 2.3 kg A:B: (E) dry powder extinguisher

4 or more 2 x 2.3 kg A:B: (E) dry powder extinguishers1 x 9 L foam extinguishers

•FireextinguishersmustbemountedinaprominentlocationandcomplywithAS2444-2001PortableFireExtinguishers

Under no circumstances may vehicles be filled with fuel, or fuel decanted, in any area of the MCEC including the loading dock

Ignition keys must not be left in vehicles and must be strictly controlled


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4.6.2 LPg Powered Vehicles•LPGpoweredvehiclesmustbefittedinaccordancewithAS/NZ1425-2007LPGGasFuelSystemsforVehicleEngines

•LPGfueltanksmusthavethe‘servicetap’closedtoisolatefuelfromtheengine

•Enginesmustberununtilallfuelinthefuellineandconverterisexhaustedbeforetheyarebroughtintothebuilding

4.6.3 FORMuLA 1 CARSDue to the high volatility of their fuel, Formula 1 vehicle tanks must be completely empty before they are brought onto any

area of the MCEC. Contact the MCEC’s safety management team for further information.

4.7 WORKPLACE SAFEtY

workplaCE SafEty ChECkliSt:

In line with WorkCover regulations

Contractors licensed and OH&S inducted

Safety vests for move-in and move-out

Machinery registered

Machinery and pedestrians separated

Spotters with all moving equipment

Appropriate working from height equipment

Electrical equipment tagged

Safety switches in use

4.7.1 Victorian WorkCover RegulationsAlleventsheldattheMCECmustadheretocurrentVictorianWorkCoverregulations.

www.workcover.com.au

4.7.2 ContractorsAll contractors engaged to work at the MCEC must be licensed and adhere to the relevant Australian Standards and Codes

of Practice.

Before any contractors commence work, the organiser must ensure that they present their licence and registration documents,

and lodge the following documentation with the MCEC:

•PublicLiabilitycertification

•WorkCovercompanystatement

•RiskassessmentandJobSafetyAnalysis(JSA)

The organiser must also ensure that all contractors:

•HavecompletedtheMCECandBrookfieldMultiplexsafetysiteinduction

•Wearvisibleidentificationtagsatalltimess

•Duringmove-inandmove-out,wearhighvisibilitysafetyvestscomplyingwithAS/NZS4602:1999HighVisibility

Safety Garments

It is prohibited for any contractor to be under the influence of alcohol or illegal drugs while working within the MCEC.


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4.7.3 Machinery, Electrical tools and ForkliftsAll machinery, electrical tools and equipment brought into the MCEC must be adequately constructed and fitted with any safety

devices required by State and Federal law. Machinery must be used only for its intended function.

•Machineryrequiringfoundationsmustbemountedonappropriatebases.Coredrillingorfixingintothefloorisnotpermitted

•Forkliftsmustberegistered,displayaregistrationplateandhavethirdpartyinsurancecover

•Allequipmentusedtoset-upyoureventmustberemovedfrominsidethevenuewhenworkiscompleted

Forklifts may be stored in designated parking bays beside the wash bay in the exhibition centre loading dock during your event

and must be promptly removed from the site on the completion of the event move-out.

4.7.4 Machinery and Forklift OperatorsMachinery operators must have appropriate qualifications and a current operator’s ticket. The MCEC may require site assessment

by a certified assessor. Forklift drivers must carry a current motor vehicle and forklift licence.

All machine operators must comply with relevant standard operating procedures required by State or Federal laws or regulations

and must abide by any instructions made by the MCEC.

4.7.5 Machinery and Pedestrian SafetyUndertheguidanceoftheVictorianWorkCoverAuthority’sruling,theMCECadoptsazerotoleranceapproachtothemixing

of mechanical equipment and pedestrians:

•PeoplemovingplantandmachineryintooraroundtheMCECmusthavecompletedtheMCECOH&Sinductiontraining

•Equipmentmustalwaysbeseparatedfrompedestrians

•Aspottermustaccompanyallequipmentwhileitisbeingmoved

These requirements must be adhered to or breach of safety notices may be issued and negligent operators excluded from

the MCEC site.

4.7.6 Working from Heights Working from heights is a hazard which is closely monitored at the MCEC. Where work is conducted above 2 metres from the

ground, builders must provide a job safety analysis and have appropriate equipment for working from heights, for example,

scaffolding, platform ladders, elevated work platforms or scissor lifts.

If tall ladders are used, and in the view of the MCEC are not appropriate for the work being done, the builder will be asked

to remove the ladders and obtain appropriate working from heights equipment.

4.7.7 RiggingLighting grids can only be installed by licensed riggers and any associated electrical wiring installed by a qualified electrician.

Rigging equipment must be in a safe condition and test certificates provided to the MCEC. Your event planner can provide you

with contact details for suitable rigging contractors.

100 per cent safety margins apply for all rigging and lifting equipment, e.g. if a 2 tonne chain block is being used, the maximum

capacity to be supported is 1 tonne.


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4.7.8 Electrical installationAll temporary electrical installations made in relation to your event must comply with the relevant Australian Standards code of

practice and the MCEC’s requirements.

An MCEC electrical safety certificate must be completed by your contractors after any electrical installation works and forwarded

to the MCEC safety management team prior to the commencement of your event.

•InstallationsmustbecarriedoutbyanE-Graderegisteredelectricalcontractor

•WorkmustcomplywithAS/NZS3000:2007WiringRulesandtheOH&SAct2004CodeofPracticeforElectricalInstallations

on Building and Construction Sites (Industry Standard 2002)

•Electricalappliancesmusthavebeenapprovedbytherelevantauthority

•Switchboardsmustbeeasilyaccessibleandnotcoveredbyfabricsorotherobstructions

•Temporarycircuitswitchesmustbelabelledtofacilitatetimelyre-settingoftrippedcircuits

•ElectricalleadsmustbetestedandtaggedinaccordancewithAustralianstandardsbeforeuse,showingthedateoftestingand

the name of the person or company that completed the testing

4.7.9 Hot WorksHot works require approval from the MCEC and a job safety analysis should be submitted to your event planner before any works

are conducted within the MCEC.

4.7.10 noxious WastePaint, oil, spirits and chemicals must not be disposed of at the MCEC.

Your event planner

MCEC safety management team: 9235 8383

MCEC security control room: 9235 8333

MCECEventSafetyPlansVictorianLegislativerequirements:www.workcover.vic.gov.au

4.8 LEgiSLAtiOn AnD REguLAtiOnS The MCEC is bound by the provisions of the following legislation and regulations:

•BuildingAct1993,Amendment2008

•TheBuildingRegulations2006

•TheBuildingCodeofAustralia2006

•TheOccupationalHealthandSafetyAct2004

•MetropolitanFireBrigadeRegulations2005,Amendment2007

•DangerousGoodsAct1985andregulations

•PreventionofCrueltytoAnimalsAct2000andregulations

•MetropolitanFireBrigadeRegulations2005,Amendment2007

•ConditionsoftheMCEC’soccupancypermit

The MCEC, and people holding events within the centre, are subject to inspection by the regulatory agencies associated with this

legislation – for example, the City of Melbourne building surveyor, the Chief Fire Officer and OH&S surveyors – and are subject to

prosecution for non-compliance. Failure to comply could also void any insurance policies which may be in force in relation to the

MCEC. Therefore, it is necessary to ensure that all parties involved in the erection of stands or structures, or any other activities

on MCEC property, comply with all legislative requirements.

Section 5.0MCEC Directory


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Section 5.0MCEC Directory

5.1 On-site Services

5.2 Car Parking

5.3 Services for People with Disabilities

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MCEC Directory

5.1 OnSitE SERViCES

5.1.1 MCEC Event and Visitor ServicesDial the numbers listed from MCEC’s house telephones or call from outside the MCEC by adding 03 9235 before the extension.

Business Centre A business centre with reception, two small meeting rooms, secretarial support, business equipment and event supplies for sale is located off the main convention centre foyer

Ext 8012

Cloakroom and luggage storage Located off the main convention centre foyer, providing storage for visitors’ and delegates’ belongings

Customer service Customer service desks are located in the foyers of the convention centre (business and event hours) and exhibition centre (business hours), providing a central point for information and assistance

Ext 8302

Organiser’s offices Five organiser’s offices are located off the exhibition hall, and five offices are located within the convention centre at ground level, level 1 and level 2

Parent’s rooms Located off both the exhibition centre and convention centre foyers

Prayer room Separated male and female prayer rooms including washing facilities are located in the convention centre off the main foyer

Press room A secure facility capable of accommodating press conferences and television interviews. Fitted with lighting rails and wall mounted outside broadcast facilities. Located in the convention centre off the main foyer

Satchel packaging room Fitted with benches and pigeon holes for packaging with a capacity to hold over 5000 bags. Located off the convention centre foyer

technology support services Information and central control for MCEC’s technology services including sound, light and data

Ext 8200

tourist office Information about Melbourne and Australia. Located off the main convention centre foyer

5.1.2 Food and Retail

Café A range of light meals, snacks and refreshments are available at the MCEC café located off the exhibition centre foyer

Ext 8448

Kiosks Kiosksoperatewithintheexhibitionhallduringeventsonly

Retail event supplies A range of event supplies are stocked at the MCEC café off the exhibition centre foyer, and from the business centre off the convention centre foyer

Ext 8448


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5.1.3 Medical and Security

Emergency Contact MCEC emergency Ext 6666

First aid The MCEC’s main first aid room is located off the convention centre foyer and can be operated as a small medical facility. A smaller first aid room is located off the exhibition centre foyer. Contact MCEC security for further details

Ext 8333

Lost property MCEC security control room Ext 8333

Safety Safety management team Ext 8383

Security MCEC security control room Security supervisor

Ext 8333Ext 8332

5.1.4 general Services

AtMs ATMs are located adjacent to the convention centre entry and on the exhibition centre concourse

internet A pre-paid wireless network is available throughout the MCEC. Contact the customer service desks to arrange access

Photocopy and fax Public photocopy and fax services are available at the MCEC café in the exhibition centre. During events, the business centre, located in the convention centre building, also offers these services

taxi Taxi call buttons are located at the customer service desk in the convention centre

telephones – public Public telephones are located on all levels of the convention centre and in the exhibition centre foyer, exhibition hall and concourse

telephones – house Located throughout the exhibition and convention centres


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5.2 CAR PARKing

FreewayCar Park


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5.2.1 Car ParkingExhibition centre: underground parking 1066 cars

Siddeley Street: undercover parking 690 cars

Freeway parking: 650 cars

Underground parking (off Normanby Road, South Melbourne, opens progressively from April 2009): 500 cars

Convention centre above ground parking (off Normanby Road, South Melbourne, opens progressively from April 2009): 700 cars

Siddeley Street car park is operated by the MCEC. All other parking facilities are privately operated.

5.2.2 ServicesYour event planner can arrange a variety of special parking services. These must be booked prior to your event and can include:

•Reducedratesforexhibitoranddelegateparking

•Individualpre-paidparkingtickets

•Multi-usepre-paidautomaticdebitparkingcard


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5.3 SERViCES FOR PEOPLE WitH DiSABiLitiES

5.3.1 Access•FlatlevelentrytotheMCEC.RampsatClarendonStreetandConventionCentrePlaceentrances

•Liftaccessfromtheexhibitioncentrecarparkadjacenttodisabledparkingareasandtoalllevelsoftheconventioncentre

•DisabledtoiletsthroughouttheMCEC

•DisabledtelephonesthroughouttheMCEC

5.3.2 Facilities•Disabledtoiletfacilitiesarelocatedintheexhibitioncentreconcourse,exhibitionhalltoilets,foyerandhospitalitysuites2and4

•Disabledtoiletfacilitiesarelocatedintheconventioncentre

•Disabledtelephonesarelocatedintheconventioncentre


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Documents

Operations Manual - VALA · • cleaning and rubbish removal needs Safety • completion of a risk assessment • completion of an OH&S Site Induction ... Melbourne Exhibition Centre