BTS25 Exhibitor Space Manual

Essential Information

Event Organiser

HEAVY VEHICLE INDUSTRY AUSTRALIA

2/115 Bluestone Circuit

Seventeen Mile Rocks QLD 4073

P: +61 (7) 3376 6266

E: admin@brisbanetruckshow.com.au

W: www.brisbanetruckshow.com.au

Event Organiser’s Show Office

RECEPTION AREA IN MERIVALES FOYER

P: +61 (7) 3308 3214

P: +61 (7) 3308 3215

Operational Hours

Mon - Sun 0700 - 1600 each day

Thursday 15 May 0600 - 1600

Venue Catering, Cleaning, Utility Services, Stand internet, Security, Venue Car Parking.

BCEC EXHIBITOR SERVICE DEPARTMENT

Information desk located on the concourse outside Hall 3

P: +61 (7) 3308 3536

or +61 (7) 3308 3137

E: exhibitorservices@bcec.com.au

W: www.bcec.com.au

Please click here to place an order for the Brisbane Truck Show 2025

Shell Scheme/Walling, Flooring, Furniture, Signage, A.V, Plants, Lighting & Power Contractor

MORETON HIRE

29B Brickworks Place

Rochedale QLD 4123

P: +61 (7) 3307 4451

E: truck@moreton.net.au

W: www.moretonhire.net.au

MORETON HIRE SHOW OFFICE

Bump in Help Desk: Loading Dock 2 & Plaza Foyer

Show open Information desk: Merivale Foyer Show Office

Essential Information

Freight Forwarding & Logistics

GEL EVENTS

P: 1300 013 533

E: gus@gelevents.com.au

W: www.gelevents.com.au

GEL EVENTS SHOW OFFICE

Loading dock 2

M: 0409 792 532

Risk Management

WORKLAW GROUP PTY LTD

WORKLAW HEALTH & SAFETY SHOW OFFICE

Reception area in Merivale Foyer

P: +61 (7) 3357 1655

E: kylie@worklaw.com.au

W: www.worklaw.com.au | www.am-safe.com.au

Accommodation Partner

OZACCOM +

P: 1800 814 611

E: ozaccom@ozaccom.com.au

W: www.ozacomm.com.au

RIGGING

CLIFTON PRODUCTIONS

Kiri Ngarotata

P: 0403 730 260

E: expo@cliftonproductions.com.au

W: www.cliftonproductions.com.au

Show Open Hours

Thursday 15 May 0900 – 1700

Friday 16 May 0900 – 1700

Saturday 17 May 0900 – 1700

Sunday 18 May 0900 – 1400

All stands must be manned during the opening hours of the show. Companies whose stands are found unmanned during show open hours may not receive an invitation to attend future shows.

Exhibit Staff & Contractors Access to Stands on Show Days

Thursday 15 May 0600 - 1715

Friday 16 May 0700 - 1715

Saturday 17 May 0700 - 1715

Sunday 18 May 0700

Any exhibitor or contractor requiring earlier access outside of these times must obtain approval from the organiser

Any contractors requiring access to stands on show days must carry a contractor pass which can be requested by the exhibitor via the exhibitor dashboard. It is strongly recommended that exhibitors arrange to have staff on their stands during these general access times to manage the security of their stand

Vehicle Access on Show Open Days

• Exhibitor and contractor vehicles servicing stands (e.g. restocking supplies, stand repairs) during show days must enter BCEC between 0700 and 0830 and exit the loading docks no later than 0900. No vehicle will be given access to the loading docks after 0830 during the show open period.

• Any vehicles remaining on the loading docks after 0900 will be towed at the exhibitor or contractor's expense.

• Exhibitors requiring access to the loading docks must advise the organiser the day before or dock access may be denied.

Indicative Bump In & Out Schedule

BUMP IN

Below is an overall view of the Bump In days for the show. Exhibitors will be provided with a specific schedule based on their set up requirements and their location, this schedule must be adhered to.

Dates and Times

Saturday 10 May (Foyer level markup & carpet lay, limited access for custom stand rigging)

Sunday 11 May (scheduled Foyer Level exhibitors) 0700 - 1900

Monday 12 May (scheduled Foyer Level exhibitors) 0500 - 1900

Tuesday 13 May (scheduled Foyer Level, Plaza level Concourse exhibitors) 0500 - 1900

Wednesday 14 May (scheduled Foyer, Mezzanine and Plaza Level exhibitors) 0500 – 0000

Bump in Schedule

All exhibitors and stand contractors must comply with the show’s bump in, set up and bump out schedules.

• Bump in will be conducted in a series of stages commencing from 0700 on Sunday 11 May.

• Each exhibitor will be issued with a specific bump in / bump out schedule showing the allocated day/s and time/s for delivery which must be adhered to.

• The schedule will include delivery of all display equipment including display merchandise.

• This schedule must be communicated with your stand contractor.

• Each delivery to your stand will require a separate bump in time by the organiser.

• Vehicles delivering equipment must arrive at the loading docks at the prescribed time. Early or late arrivals may result in vehicles being turned away.

• Any vehicles left on the loading dock for longer than the allocated bump in / bump out time will be towed at the exhibitor / contractor's expense.

• Deliveries which are not on the schedule will be turned away and not allowed access to the loading docks.

• Heights and widths of entry and ceilings and floor loading - Carefully review the dimensions of access points to your site as it may impact bump in of your display equipment. Remembering that an unladen vehicle will sit higher than a full vehicle.

Set Up

• Each exhibitor will be issued with a specific bump in / bump out schedule showing the allocated day/s and time/s for delivery which must be adhered to

• Delivery of stand builds will commence from Sunday 11 May.

• Displays are to be assembled from your scheduled bump in time and are to be completed by no later than 1600 on Wednesday 14 May.

• Any stand not in position, completed by this time may be locked down with no access given to the contractor or exhibitor until after show closure on Thursday 15 May. The organiser retains the right to shut the site down for the duration of the show.

• If additional hours are required to complete stand builds outside of the allocated bump in hours, approval is required by the organisor and a security guard needs to be appointed for each stand build. Requests for security are to be lodged with BCEC exhibitor Services, located on the Concourse outside Hall 3 no later than 1300 on the day required Payment is to be made directly to BCEC.

Indicative Bump In & Out Schedule

•

Goods Lift

Delivery of Custom Stand display materials to Plaza Concourse is via a Goods lift which is accessed through Great Hall loading dock.

See ‘Venue Access’ information for details on dimensions and load capacity of the Goods lift.

Loading Docks

gel events, the official materials handling & logistics partner will be controlling the loading docks.

• Vehicles will only be given access to the loading dock during their allocated bump in / bump out time.

• Early or late arrivals may result in vehicles being turned away.

• Any vehicles left on the loading dock for longer than the allocated bump in / bump out time will be towed at the exhibitor / contractor/s expense.

• Deliveries which are not on the schedule will be turned away and not allowed access to the loading docks.

Floor Load Limits

All floor areas within the BCEC have specified loading limits per square metre. Exhibitors are required to provide the organiser with the following product/vehicle information by 28 March.

• The dimensions of the item.

• The gross weight of the item.

• Provide a picture or diagram of the item.

• Indicate on the floor plan where the item is to be located.

BUMP OUT

Great Hall, Halls 1- 4 and Concourse

Bump out will generally be conducted in the reverse of the bump in schedule. Exhibitors will be advised of their scheduled bump out times which must be adhered to.

Dates and Times

Sunday 18 May 1500 - 0000

Monday 19 May 0500 - 1200

Plaza Foyer

Dates and Times

Sunday 18 May 2000 - 0000

Monday 19 May 0500 - 1200

Bump Out Conditions

No display is to be dismantled prior to 1400 on Sunday 18 May. Exhibitors who commence dismantling and removing items from their stands prior to this may not receive an invitation to attend future shows.

Forklifts or materials handling equipment are NOT permitted to be used within the Foyer Level halls on Sunday 18 May before 1800 or as notified by the organiser.

All custom displays must be completely dismantled and removed (including indoor garden effects) in accordance with your designated bump out schedule. Any vehicles and/or equipment left after this time will be removed by the organiser at the exhibitor’s expense

Venue Access

HALLS 1-4

Access to the loading docks is via a one-way service road from Glenelg Street

Loading dock doors 6m high x 10m wide x 2 doors

Bulkhead height between halls 9.82m high

Water cannons (2 per hall) - Concourse side of hall 4.8m from the floor (Halls 1-4)

Water cannons (2 per hall) – loading dock side of hall 4.8m from the floor (Halls 1-2)

Water cannons (2 per hall) – loading dock side of hall 7.7m from the floor (Halls 3-4)

Fire hose reels inside cupboards

Floor loading (all halls)

GREAT HALL

CONCOURSE

Permanently installed carpet throughout the Concourse

in the corners of each hall

/ 2 tonnes per square metre

PLAZA LEVEL

Venue Access

PLAZA BALLROOM FOYER

Ceiling

PLAZA BALLROOM CONCOURSE

Ceiling

The public car park is open 24 hours a day. Should you require assistance, please use the intercom located at the pay stations or exit gates.

Car Park Ceiling Heights

Car

Car

Parking

Due to the high attendance numbers at the show, we recommend exhibitors and contractors carpool or utilize public transport to save on car parking spaces at the Brisbane Convention and Exhibition Centre (BCEC).

Paid public parking is also available at South Bank Parklands or other nearby car parks.

Drop Off

Exhibitors & contractors are permitted to drop off tools and equipment at loading docks as per your exhibitor bump in schedule. Vehicles must then be removed from the loading docks and from the service road. Parking is available in the underground car park.

• A strict 20-minute parking and unload time is enforced within the loading docks and BCEC service road areas.

• Vehicles will only be given access to the loading dock during the allocated bump in / bump out time.

• Early or late arrivals may result in vehicles being turned away.

• Deliveries which are not on the schedule will be turned away and not allowed access to the loading docks.

• The access road to the carpark is not a drop off or parking zone. Any vehicles left on the loading dock for longer than the time will be towed at the exhibitor / contractor's expense

BTS25 Materials Handling

Materials Handling

Materials Handling, Loading Docks, and Logistics – gel events

gel events have been appointed as the official materials handling, logistics, loading dock management provider to the show.

For ease of bump in, the organiser strongly recommends that all contractors utilise gel events for their materials handling requirements.

• gel event forms will be listed in your Exhibitor dashboard for your convenience.

• Contractors who are building large displays or multiple stands may request to bring their own materials handling equipment. They will need to complete the Materials Handling Authorisation Request form - located in the Exhibitor Dashboard by 11 April . Only companies with considerable work to do at the show will be considered.

• Only those companies with the organiser’s written authorisation will be permitted to deliver materials handling equipment to the venue.

• Exhibitors and contractors delivering their own display materials must advise the organiser of the required number of vehicle movements and ensure they are included on the bump in / out schedule.

• Exhibitors and contractors who do not have organiser’s approval must utilise gel events for all their materials handling requirements at the venue. This includes all forklifting, pallet lifting, and scissor lifting used during the bump in / bump out of the show.

• Deliveries which are not on the schedule will be turned away and not allowed access to the loading docks.

Forklifts, Scissor Lifts and Pallet Jacks

• All forklifts being used in the Great Hall and Concourse areas must either have white non- carbon tyres or covered tyres to protect the venue’s carpet.

• Forklift operators must be licensed to operate a forklift and carry their license with them at all times. International licenses are not valid or authorised in Australia

• A daily forklift register must be kept by each contractor and provided to the organiser and/or Worklaw on request.

• Forklifts must be always operated in a safe manner and in accordance with current industry standards.

• Logbooks are to be held and maintained on the equipment as required and pre-operational checks must be performed and recorded.

• At no time can persons other than the operator be transported by forklift from one place to another.

• Man cages must be designed and operated in accordance with Australian Standard. Man cages are only designed to raise a person to an elevated position to perform a task or lower a person upon completion of a task. At no time will forklift operators transport persons in a man cage. Man cages must be secured to the forklift by a safety chain and a safety harness must be used (Work Health & Safety, Industrial Truck Operators Guide)

Materials Handling

Forklifts must operate under the following conditions at all times:

• Drivers are to wear seat belts whilst in operation.

• Drivers to operate forklifts at a 5kph walking pace at all times within the exhibition halls.

• BCEC site maximum speed limit for forklifts is 5km per hour.

• Forklifts cannot be left unattended at any time with a key in the ignition.

• Drivers to reverse when the load obscures vision.

• Drivers to sound horn at intersections and blind corners.

• Drivers are not permitted to lift any person on forklift tines or carry passengers.

• Drivers must switch forklift off whilst speaking on radios or mobile phones.

• Hands-free radios or phones are not permitted whilst operating equipment.

• Forklift drivers must give way to pedestrians at all times

• Each forklift must have a trained/competent spotter wearing a safety vest to guide and escort the forklift in exhibition areas and dock areas. If a spotter needs to leave the forklift, the driver must place the load or tines on the floor if practicable and keep the forklift stationary until the spotter returns.

• Gas bottle cages have been constructed at the rear of exhibition Halls 3-4. The cages are to be used by contractors who require gas bottle storage on-site during an event. All gas bottles need to be removed from these cages at the end of the contracted event period. The venue’s security will control access to these cages, and they can be opened upon request.

• Forklift and other gas cylinders shall not be stored inside exhibition halls or dock areas

Onsite Information

VIP Passes

Exhibitors will receive complimentary VIP single passes based on your stand size. They will automatically be sent to you after the 14 March

Sites from 0 - 49m² 5 passes complimentary

Sites from 50m² to 299m² 10 passes complimentary

Sites greater than 300m² 25 passes complimentary

Shared exhibitors 5 passes complimentary

• Additional VIP passes are available for purchase from the Exhibitor Dashboard

• VIP Single Day passes purchased by Friday 14 March are $14.00 each. Passes purchased after this time are $16.00 each. Pricing includes postage & handling

• VIP Multi Day passes, (valid for all 4 show days) purchased by Friday 14 March are $35.00 each. Passes purchased after this time are $40.00 each. Pricing includes postage & handling.

• All VIP Passes are sold in bundles of 10.

• All orders placed prior to Friday 14 March will be dispatched with your complimentary exhibitor passes to a single delivery address. Lanyards will be included with your order.

• Additional orders placed after 14 March can be:

o Sent to a single delivery address until Thursday 24 April

o Collected from the HVIA head office at Seventeen Mile Rocks until Thursday 24 April

• Collected at the Brisbane Truck Show organisers office from Monday 12 May.

• All VIP guests will be required to register their passes prior to arrival on site by scanning the QR code on the pass

• VIP guests will be required to check into the venue with their pass when they arrive by scanning the QR codes displayed.

• Once VIP guests have checked into the venue on arrival via their mobile phone a green tick will be displayed that gains direct entry into the show.

• VIP Guests arriving at the show with Exhibitor Passes will be denied entry.

Exhibitor Passes

Exhibitor will receive complimentary Exhibitor passes based on your stand size. They will automatically be sent to you after the 14 March.

Sites from 0 - 49m² 5 passes complimentary

Sites from 50m² to 299m² 10 passes complimentary

Sites greater than 300m² 25 passes complimentary

Shared exhibitors 5 passes complimentary.

• Passes will only be issued to the designated Exhibitor contact and sent to a single delivery address.

• An exhibitor pass covers one person for all four (4) days of the show. Passes are non- transferable. Passes are not required for bump in / bump out.

• Exhibitor passes are not to be ordered for, or given to, any person other than exhibitor staff rostered for duty. Guests arriving at the show with exhibitor passes will be denied entry.

• All staff will be required to register their passes prior to arrival on site by scanning the QR code on the pass.

• Staff will be required to check in to the venue with their pass when they arrive by scanning the QR

Onsite Information

codes displayed.

• Additional Exhibitor passes are available for purchase from the Exhibitor Dashboard

• Exhibitors placing large orders of exhibitor passes may be asked to justify the purchase. If you wish to give guests passes, please purchase single or multi day VIP Passes.

• Exhibitor passes purchased before 14 March are $14.00 each. Passes purchased after this time are $16.00 each. Pricing includes postage & handling

• Orders placed prior to 14 March will be distributed along with your complimentary exhibitor passes to a single delivery address. Lanyards will be included with your order

• Additional orders placed after 14 March can be:

o Sent to a single delivery address until Thursday 24 April.

o Collected from HVIA head office at Seventeen Mile Rocks until Thursday 24 April.

o Collected at the Brisbane Truck Show organisers office between 1300 and 1500 on Monday 12 May.

• All staff will be required to register their passes prior to arrival on site by scanning the QR code on the pass

• Staff will be required to check in to the venue with their pass when they arrive by scanning the QR codes displayed.

• Once staff have checked into the venue on arrival via their mobile phone, a green tick will be displayed that gains direct entry to the show

Contractor Passes

• Contractors do not require Brisbane Truck Show contractor passes for the Bump In / Out periods.

• Contractor passes are only required for show open hours Thursday to Sunday.

• The designated Exhibitor contact can apply for contractor passes via the Exhibitor Dashboard.

• Contractor passes can be collected from the Brisbane Truck Show organisers office.

• All contractors will be required to register their passes prior to arrival on site by scanning the QR code on the pass.

• Contractors will be required to check into the venue with their pass when they arrive by scanning the QR codes displayed.

• Once contractors have checked into the venue on arrival via their mobile phone, a green tick will be displayed that gains direct entry to the show

• Contractor passes are valid for all 4 show days.

Onsite Information

Promotional Staff

Dress Code – Promotional staff may wear dresses, skirts, jeans, trousers, jackets, tailored slacks, and shorts at the show.

Prior approval of promotional staff attire is highly recommended prior to the commencement of the show.

NOT PERMITTED TOBE WORNAT THE SHOW:

o ‘Short’ shorts or mini skirts

o Crop tops or translucent clothing, singlets (no midriffs, low cut tops)

o Tracksuit pants and/or tracksuits

o Swimwear

o Stretch material body suits

o Offensive pictures and/or logos

o Offensive wording and/or wording with double-meaning

Promotional staff in breach of the above Dress Code requirements will be removed from the show.

Promotional staff are prohibited from walking around the show handing out leaflets or touting for business. Staff will be removed from show if found to be doing so.

Exhibitor Staff

• Exhibitor staff must be dressed in a clean, neat, and tidy manner. Corporate wear is encouraged, and all clothing must be to a standard that is commensurate with accepted business dress standards.

• Staff on stands must be clearly identifiable with business attire and must wear their Exhibitor Pass.

• Stands must always be manned and kept open between 0900 to 1700 Thursday – Saturday and 1000 to 1400 Sunday

• No exhibitor stand is to be packed up or left unattended prior to 1400 Sunday 18 May

• Staff will at all times behave in a professional manner and conduct themselves so as to cause no situation to arise where patrons are badgered, subject to high pressure sales or in any other way harassed.

• Behaviour of any staff, representative, or agent which could in the opinion of the organiser jeopardise the high standard of the show will result in the removal from the show of that representative by the exhibitor immediately upon the request of the organiser.

• In the event of behavioural breaches by an exhibitor/principal he/she will immediately vacate the venue upon receipt of the written demand of the organiser and for the period specified. Decisions by the organiser are final.

• Staff will not tout for business or approach show patrons in any area other than the area bounded by their stand.

Companies whose staff are found to be in breach of the show regulations may not receive an invitation to attend future shows

Onsite Information

Bars/Alcohol

Two major bars, Merivales on the main foyer level and the Plaza Terrace, will operate during the show and are open to all exhibitors and patrons to the show.

Alcohol is not permitted to be taken or consumed on the exhibition floor or exhibit stands at any time.

Contractors

• Contractors must be dressed in a neat and tidy manner at all times while working in the venue.

• Covered footwear must be worn at all times whilst working on-site.

• Unruly or unacceptable behavior and violent acts are strictly prohibited.

• People acting without due care for others, or not following directions of Security or Safety staff may be evicted from site.

• The use of illegal drugs or substances is strictly prohibited.

• Contractors are not to work at the venue while affected by alcohol or any other substance.

• Contractors must follow any direction given on Work, Health & Safety matters directed by Worklaw Health & Safety consultants, venue security or the organiser.

Children

• Children under the age of 15 years are not permitted in the exhibition hall or loading docks during construction and loading/unloading of the event.

• Children are not permitted to remain in any vehicle unattended by an adult while the vehicle is loading/ unloading.

• Children are not to be left unattended or unsupervised on the Concourse, Foyers, or any other areas within the venue.

Smoking

Smoking is not allowed inside the BCEC. Exhibitors and contractors can smoke in designated smoking areas or outside of the venue on Merivale Street. Queensland Legislation states that smoking is not permitted closer than 5 metres from an entry/exit point to any building.

Exhibitor Lounges

Exhibitor staff will have access to the Exhibitor Lounges provided by the organiser. Exhibitor guests are welcome but must be accompanied by an exhibitor displaying their official Exhibitor Pass. The Exhibitor Lounge above the cafés in Hall 2 will be serving a daily set menu. Opening hours will be 1100 to 1500 Thursday to Sunday.

Coffee and Refreshment Cafés

Multiple coffee and refreshment cafés are available. Merivales on the main Foyer Level, Plaza Ballroom Concourse on the Plaza Level and Olio Café on the Grey Street entrance. The BCEC cafés located at the back of each hall will be open for short lunchtime intervals during the build times and throughout the show opening hours.

Onsite Information

Balloons

Helium filled balloons are not permitted at the show. Balloons filled with normal air (that don’t rise to ceiling level when released) are permitted.

Cleaning

The organiser will be responsible for the cleaning of all aisles and common areas. Exhibitors are responsible for the maintenance of their display space and must keep the space in a clean and tidy condition. If cleaning is required refer to BCEC Exhibitor Services information.

Competitions

Exhibitors are permitted to hold competitions on their stands provided they comply with the Charitable and Non Profit Gaming Act 1999. For information on the rules and regulations about holding a nonprofit competition in Queensland, follow the link below to the Queensland Office of Gaming Regulation’s Guide to Promotional Games (Category 4): https://www.legislation.qld.gov.au/view/pdf/inforce/current/act-1999-026

First Aid

The First Aid Station and Officer will be located on the Concourse outside Hall 3 for the duration of the show.

An additional First Aid Officer will be located outside on the Plaza Terrace on the Plaza Level on Saturday.

Functions

• Alcohol is not permitted to be taken or consumed on the exhibition floor or exhibit stands at any time.

• There are several meeting and function rooms of various sizes located on the Mezzanine and Plaza levels of the venue for exhibitors wishing to hold a private function. Please contact BCEC Exhibitor Services information.

• All function catering is to be arranged through BCEC. See ‘Essential Information’ at the beginning of this manual for further details.

Noise

• Exhibitors must not make use of any microphone, sound amplification or musical instrument without the prior written consent of the organiser.

• The organiser will stop any display or demonstration conducted by the exhibitor if, in the opinion of the organiser, the display or demonstration is creating a disturbance or disruption to the show.

• Noise emission level from exhibitor’s stands must be kept below the OECD excessive noise pollution level of 63 decibels.

• No live music is permitted without the prior written approval of the organiser.

• All music/videos are to be turned off at the end of each show day before leaving the stand.

Sales

• Sales shall not be made, and orders shall not be taken for goods or services outside of the show’s opening and closing hours.

Onsite Information

• Exhibitors are not permitted to display For Sale signage on any displays/

• Exhibitors shall display and/or sell only new units/merchandise.

• Any second-hand vehicles or equipment on display must not be for re-sale and should be included in the display for testimonial purposes only. Any exceptions must have the organiser’s prior written approval.

Pets

No animals (apart from certified assistance dogs) may be brought onto the work site during exhibitor bump in and out periods or during show days

Amusement and Entertainment Devices

It is the policy of the venue that amusement devices and other entertainment devices used on-site must:

• Be operated by the owner or an employee of the owner.

• The owner must provide a current copy of any license, registration, permit or certificate to operate associated with all devices brought onto the BCEC site.

• Must provide a copy of Public Liability Insurance Certificate.

• Must sign a Standard Terms for Contractors document.

• No employee of the venue is permitted to operate any amusement or entertainment device on-site.

• Where there is potential for spectators to be struck by any object from the amusement device, a risk assessment will need to be documented to ensure that the risk to patrons from the device are minimised.

Contractors have a legal obligation under the Work Health & SafetyAct 2011 and other legislation to ensure a safe environment for staff, contractors, other exhibitors, delegates, and visitors so far as is reasonably practicable. Reference – Queensland WH&S Act 2011, Part 2 Div 2 S19 (Person Conducting a Business or Undertaking).

Venue Damage

• Any damage caused to the BCEC premises, or to another exhibitor’s property, will be rectified by the exhibitor causing such damage or whose agents, employees or contractors cause such damage.

• Any damage, residue or staining of paintwork or carpet caused by the use of adhesive tapes, glues, etc. will be charged back to that exhibitor (this could result in complete walls requiring repainting).

• Staining of the venue carpet using oils, polish, spills, or any kind will be charged directly to the exhibitor held responsible.

Insurance

• The exhibitor, its agents, and employees, agrees to keep the organiser, its employees and agents indemnified against all or any losses, damages, claims, actions, suits, proceedings, demands, costs, and expenses for which the organiser may be or become liable arising out of the participation in the show by the exhibitor, its employees and agents or the exhibit itself.

• The organiser has arranged complementary Public Liability Insurance for all exhibitors through its event insurance policy. There will be no need for exhibitors to provide an Insurance Certificate of Currency to the organiser.

• The organiser shall be under no liability to the exhibitors, their servants or agents, invitees or licensees howsoever caused for the loss or damage to exhibits or other property, unless such liability is caused by the negligence of the organiser. The exhibitor is advised to take out all necessary

Onsite Information

insurances.

• The exhibitor is responsible for all damage to property arising in connection with the exhibitor’s display area howsoever caused, directly or indirectly by him or any contractor, sub-contractor, servant, agent, licensee, or invitee of his or any act of omission of any such person or by an exhibit, machinery or other article or thing in his possession.

• Any damage caused by the exhibitor to the site or elsewhere in the show precinct, shall be made good by, and at the expense of the exhibitor.

• The organiser shall not be liable for any loss, storage or mis-delivery of exhibits and no responsibility whatsoever shall lie with the organiser in relation to exhibits regardless of the circumstances giving rise to any loss or damage.

Food and Beverage (Coffee Stations)

• The BCEC is the official caterer for the show. All food & beverage must be ordered through the BCEC.

• Exhibitors may serve food and beverage (non-alcoholic) to invited clients and guests however must not distribute food and beverage to general show patron traffic.

• Coffee stations are no longer provided by BCEC so may be arranged via external contractors. Delivery, pickup and servicing of machines must also be added to your bump in/out schedule.

• Cooking or preparation of food is not permitted at the show. This also applies to exhibitor bump in and out periods.

• Wrapped and/or packaged lollies are permitted to be handed out to guests. Other food items will require permission from BCEC and must follow food sampling guidelines which are in the Exhibitor Dashboard.

• Popcorn is not permitted to be served at the show.

Building & Construction

Space Build Standards

As a minimum standard, stands must have 2.4m high walling / divider separating you you’re your neighbour/s, flooring laid on all bare floor sites. Any variation from this requires approval by the organiser.

• Walling, lighting, and floor coverings must be provided and installed by a professional contractor. Organiser approval must be sought if an exhibitor is wishing to install their own display.

• All stand designs and wall height approval requests are to be lodged via the Exhibitor Dashboard by 28 March

Contractors and exhibitors constructing walling:

• Up to 2.4m in height do not need permission from neighbouring exhibitors or the organiser.

• Walling above 2.4m to 3.6m in height must gain written permission from neighbouring exhibitors, permission to be uploaded to your exhibitor dashboard

• Walls up to 3.6m that protrude above a neighbouring 2.4m high wall, must dress the back of the exposed protruding wall in a neutral colour agreed to by both parties

• Walls exceeding 3.6m in height must gain written permission from neighbouring exhibitors and the organiser.

• All two storey custom stands will require organiser approval and an engineer’s certification on completion

• Exhibitors wishing to have no walling, must obtain written permission from neighbouring exhibitors and the organiser.

An exhibitor is still responsible for appropriately dressing the back wall of a neighbouring stand that adheres to the minimum standard of 2.4m walling

• The organiser reserves the right to approve or decline any wall height or construction deemed unsafe, inappropriate, unsightly, or hazardous in any way.

• Towers, pillars, storage rooms etc. above 2.4m in height must be a minimum of 2m off the stand perimeter unless approved by your neighbours. Constructions must be fully dressed on all sides. Details of constructions must be included in the build design submitted for approval by the organiser.

• Signage displayed above 2.4m must face the aisle way or into the stand. Any signage facing a neighbouring stand must be a minimum of 2m off the boundary of the stand.

• Rigged banners must be outlined on the design plans submitted for approval. Banners cannot adjoin any part of the stand side or front walls creating a blackout. Signage on rigging must face the aisle way or into the stand. Signage facing into neighbouring stands must be a minimum of 2m off the boundary of the stand. Banners not outlined on design plans will be removed from the stand.

• All exposed walls and framework must be fully dressed

• The organiser will not approve any walling variation from the minimum standard submitted without written approval uploaded into the exhibitor dashboard from neighbouring exhibitor stands

• Spaceframe and/or truss is not permitted to be used within stand builds unless being rigged.

• Corinthian (furry) panels are not permitted to be used within stand builds unless they are completely covered by signage and not visible

• All back of house areas including storage areas are to be blocked off from view. This includes stands along the concourse who back onto the glass facing the street.

• Porous timber tops or conference tables dressed in cloths are not permitted within the show. Storage of product must be within a purpose-built area or lockable cabinet.

Building & Construction

• Empty containers must be placed out of sight or within the disposal bins provided by the venue, located on the loading dock service road.

• Exhibitors are responsible for the maintenance of their display space and must keep the space in a clean and tidy condition.

• No exhibitor is permitted to charge a fee to view an exhibit.

• Floors and walls of the BCEC cannot be damaged in any way whatsoever.

All designs, products, vehicle layouts and floor plans must be uploaded in the Exhibitor Dashboard for organisor approval on or before 28 March

Engineering Approvals

All structures over 2.4m in height or where staff or the public access elevated levels must: Have a plan of the structure, designed by an engineer.

• Be constructed or erected to the design plans.

• Be constructed by a builder who is certified, licensed and holds a White Card.

• All structures over 2.4m in height to which a person, either staff or guests, has access, must be certified by an engineer as to the allowable load capacity.

• All scaffolding or temporary seating must be erected by a licensed person in accordance with the manufacturer’s instructions and certified by an engineer in writing with a hand-over certificate issued.

• A copy of engineer’s certifications and hand-over certificates must be provided to the organiser at least 24 hours prior to the event commencing.

Exhibitor Criteria

All space sites at the Brisbane Truck Show are reserved for HVIA members

Priority is given to:

• Truck and trailer/body manufacturers and suppliers

• Large and/or heavy component and equipment manufacturers and suppliers

• OEM companies which supply to truck manufacturers

To preserve the character of the show there are some restrictions on displaying certain exhibits considered inappropriate, please refer to the Exhibitor and Space Criteria located on your Exhibitor Dashboard to ensure you are not in breech of its guidelines

Space Sharing

No exhibitor is allowed to sub-let or allocate space on their stand to another company without prior consent. This includes renting, sharing, donating, advertising, or promoting products or in any way allowing another company, organisation, club, or person to display, advertise or in any way participate in the exhibitor's display space. Non-approved exhibits will be asked to remove their displays from the exhibition.

• The definition of sharing display space; a company that has a display and/or representatives promoting, demonstrating and/or selling products that are not distributed by the contracted exhibitor.

• Stand sharing requires prior written approval of the organiser. Where two or more exhibitors share display space, the company sharing the site with the contracted exhibitor must register as an exhibitor and will pay the organiser a share exhibitor fee.

Building & Construction

Please Note: Unless registered as a shared exhibitor, representatives of that company will not be covered under the HVIA complimentary Public Liability, nor will they be listed in the official show program.

Failure to register a share exhibitor with HVIA may jeopardise an invitation to attend any future Brisbane Truck Show.

Demonstrations

No vehicle engines, generators, compressors, equipment, or machinery are permitted to be run or be demonstrated between 1600 Wednesday 14 May and 1400 Sunday 18 May, without prior written approval of the organiser.

Building & Construction

Work Sites

All designs, layouts and floor plans for custom stands must be submitted to the organiser via the Exhibitor Dashboard. No design is to be perceived as approved until you receive written confirmation from the organiser. All plans must show the locations, dimensions, and weights of large and heavy display equipment. This includes trucks, trailers, engines, axles, transmissions, and other heavy equipment.

• Any building or construction work must comply with relevant legislation and be constructed according to approved plans submitted to the organiser prior to the show.

• Exhibitors and their contractors must keep all building and display materials within the confines of the display site while constructing the stand.

• Aisleways surrounding build sites must remain clearways at all times.

All designs, products, vehicle layouts and floor plans for space sites must be submitted to the organiser for approval via the Exhibitor Dashboard on or before 28 March

Floors

Whilst the National Construction Code (NCC) andAustralian Standards set the minimum requirements for access, they do not ensure compliance under the DDA.

• Where changing floor levels occur, every effort must be made to avoid an incident through the use of non- slip materials, contrasting colours or leading edges, tactile indicators, and effective lighting. A corner nosing is recommended for all corner edges.

• All stand edging must be incorporated within the stand floor space and must not encroach into the aisle way.

• Stand edging is the responsibility of the exhibitor and must be continually monitored during the event to ensure that it remains in good condition.

• Any change to the floor level or surface is a potential tripping hazard.

• Thin decorative flooring such as carpet, vinyl, matting, wood, or the like, should have the edges taped down or firmly secured, and should not be deemed to cause a trip hazard. Where decorative flooring is being laid onto a carpeted surface, a ply or panel backing must be placed between the two surfaces with adhesive to the backing and edges taped to prevent slip or a trip hazard.

Stairs

All steps and stairways must comply with the requirements of the Building Code of Australia Section D2.13, the Australian Standard for Access and Mobility AS 1428.2 and Australian Standard for fixed platforms, walkways, and ladders AS 1657.

• All rises and goings in the same flight of stairs shall be of uniform dimensions within a tolerance of +/- 5mm.

• Each rise shall be not less than 150mm and not greater than 215mm.

• Each going shall be not less than 215mm and not greater than 305mm.

• Each step must have a high visibility contrasting edge.

• The stair tread must be non-slip.

Building & Construction

Steps

A change in level of between 115mm and 190mm is deemed to be a full step (BCA D2.13). The edge may be vertical but must be installed with appropriate nosing and visual contrasts. Additional ramped access must be provided with a gradient no greater than 1:8, length no greater than 1520mm, minimum width 1200mm

Raised Floors

All raised floors, ramps and steps/stairs must comply with the relevant sections of the Building Code of Australia and the Australian Standards. Provision of safe access for everyone must be provided and changing floor levels give rise to slips, trips and falls which are a major cause of potential litigation and it is therefore recommended that raised flooring be avoided wherever possible.

Raised Floor Guide:

• 0mm-5mm Where there is a change in floor level of up to 5mm, threshold ramps are not required.

• 6mm-10mm A change in level of between 6mm and 10mm requires beveled edges at a maximum gradient of 1:2.

• 10mm-60mm A maximum gradient of 1:8 over maximum 450mm length, and a minimum width of 1000mm.

• 60mm-190mm A change in floor level of between 60mm and 190mm requires a ramp maximum gradient of 1:8 over a maximum length of 1520mm, with clear space of 1330mm at top and bottom of ramp.

• 190mm and above If the height exceeds 190mm ramps are to be 1:14 gradient with a 1200mm landing every 6m of ramp or if the ramp is less than 12m, a landing must be provided in the middle. The edge can be treated as a step with vertical edge but must be installed with approved nosing and visual contrasts.

• Consideration should be given to the use of flooring such as bark, pebbles, dirt, railway, sleepers, and other loose materials. This type of flooring should be steady under foot and should not be deemed to cause a trip hazard. Further regulations apply to the installation and removal of these materials from the venue floor, please refer to the BCEC Work Health & Safety Guidelines

Edging

Where possible all corners on aisle and walkways must be rounded with no sharp corners and tapered down from stand floor level to existing floor level to ensure that no trip hazard exists. A corner nosing should be placed on all corner edges.

• Handrails, stairways, and landings must be constructed and installed in accordance with AS 1428.2/BCA.

• Ramps and landings with drop offs must all have edge protection, lips, walls, railings, or other protecting surfaces that prevent persons from slipping off the edge.

• Raised flooring must be clearly distinguishable from the surrounding floor area.

• Stand edging is the responsibility of the stand owner and must be continually monitored during the event to ensure that it remains in good condition.

All ramping must be incorporated within the stand floor space and must not encroach into any aisleway.

Building & Construction

Guard Rails

All stages, risers, and platforms greater than 600mm high must be fitted with a handrail and midrail to the sides and rear where the edge is not apparent or where general lighting levels are dimmed or extinguished when in use. Access steps must also be fitted with a handrail if over 600mm.

Disabled Access

In accordance with the Commonwealth Disability Discrimination Act 1992 (DDA) all stands within an exhibition that are intended to be occupied by members of the public must be accessible to people with a disability. It is a federal offence to discriminate on the basis of disability under the Commonwealth Disability Discrimination Act (DDA).

• Disabled access to the stand should be provided.

• Disabled access ramps must be clearly distinguishable from the remainder of raised floor surrounding it. To reduce the risk of a trip hazard, a handrail, block-off panel, or suitable barrier of 900mm minimum in height should be installed.

• The ramp is to have a gradient of no less than 1:8 if the rise is 190mm or less.

• The ramp is to have a gradient of no less than 1:14 if the rise exceeds 190mm.

• The ramp is to be a minimum of 1000mm in width, with a clear landing area of at least 1200mm, top and bottom.

• Handrails for ramps, stairs or raised platforms.

• These must be between 900 – 1100mm in height. They are required for platforms accessed by two (2) or more steps.

Staging Over 600mm

All stages, risers, and platforms greater than 600mm in height must be fitted with a handrail and mid-rail at the back of the stage. The side stage sections behind any stage draping must also be fitted with guard railing. The front and unprotected side stage edges do not require guardrails but must be highlighted with high visibility white tape or bud lighting.

• Access steps must also be fitted with a handrail and step edging must be highlighted with a suitable contrasting stair tread or high visibility tape.

• Access steps at the unprotected front edge of the stage do not require handrails but step edging needs to be highlighted with a suitable contrasting stair tread, high visibility tape or bud lighting.

Staging Under 600mm

• All staging less than 600mm in height need not be fitted with handrails unless location or lighting conditions increase the likelihood of a fall from stage.

• All edges of the stage must be highlighted with a high visibility tape or bud lighting where the edge is not apparent or where general lighting levels are dimmed or extinguished when in use.

• Access steps for these stages need not be fitted with a handrail however step edging must be highlighted with a suitable contrasting stair tread or high visibility tape.

Clearway Aisles

• Clearway Aisles are in place to provide a safe and smooth move in process. Please ensure the clearway aisles are kept clear of equipment, display items, storage boxes etc during the move in process

Building & Construction

• Egress systems provide escape during fire and bomb threats and other emergencies that may occur. For escape routes to be used effectively, people must be able to locate fire doors and exits easily and use them without delay. It is illegal to:

• Block or congest emergency exits (fully or partially). Emergency exits are denoted by green and white exit signage or pictographs above doors.

• Block the access route to an emergency exit.

• Obscure or cover emergency exit signage.

• Store equipment or packing materials in any fire exit door, corridor, access way or stairs.

• Exhibitors or their contractors who construct walling or hang draping that blocks vision to existing “Exit” signs are responsible for providing illuminated temporary exit signs fitted to the barrier and must be clearly visible to persons approaching the exit.

• Designated fire exits and clearway’s have been identified and marked in yellow. These areas cannot be encroached upon – under any circumstance. Storage of materials or equipment in these areas is not permitted.

• The service road leading to the loading docks has a clearly marked pedestrian walkway. Vehicles and equipment must not obstruct access along this walkway. This area is for the use of staff, contractors and exhibitors and must remain clear at all times.

• Nothing must be built or be allowed to remain within areas marked on floor plans as No Build Zones. These areas are to remain free to allow access to catering areas, toilet facilities, storerooms, fire equipment cupboards and exit doors. This includes egress zones from doors in loading docks to service road.

Storage

• The venue has limited on-site storage which is not available to exhibitors and contractors.

• Exhibitors need to arrange off-site storage of their packing crates, pallets, and excess stock.

• Contractors and exhibitors who have organiser approval to operate materials handling equipment during the exhibitor bump in and out period will need to also gain written approval from the organiser to store this equipment during show days.

• gel events can arrange off-site storage of exhibitor material.

Rigging and Hanging Objects

• All rigging must be performed by BCEC accredited certified rigging companies.

• All rigging is to be raised to a minimum of 6m whilst bump in and bump out are in progress.

• Overhead structures such as signs, banners and other stand elements must not be flammable or able to collapse on persons below.

• All overhead hanging objects must be installed so that there is at least 3m clearance from the floor to the bottom of the overhead object unless its supporting walling that goes to the floor

• Exhibitors and their contractors must consider the following factors when designing or installing objects overhead:

o Size and weight of the item.

o Best method of attachment to prevent object falling.

Building & Construction

o Additional safety devices such as safety limit chains.

o Metal top frame with eye bolts.

• No rigging is permitted on the Concourse, Mezzanine or Plaza Levels.

• Rigging and draping must not impede the venue water cannons.

Hot Work

Activities such as welding and grinding which involve the generation of hot sparks can only be carried out under a Hot Work Permit system and with the prior approval of the venue Safety Manager. These activities should not occur in carpeted areas.

Cables

Electrical or other cables crossing walkways or public areas at floor level could cause a trip hazard. Cables need to be covered with carpet tiles, matting, cable cover or taped together. Approval of the completed covering must be gained on-site from the Worklaw Health & Safety Officers. It is your legal responsibility to manage risks associated with your display to ensure the safety of all workers, contractors, and visitors to the event

Fixtures and Fittings

• No display material (other than rigged banners) will be fixed to premises. The following must be adhered to in every detail:

• Floors of the BCEC cannot be damaged in any way whatsoever. Fixtures and fittings cannot be attached to the floor.

• Adhesive tapes, glue, etc.: if used, all residues or staining and any damage to paintwork or carpet must be repaired (this could result in complete walls requiring repainting).

• Any damage caused to BCEC premises, or to another exhibitor’s property, will be rectified by the exhibitor causing such damage or whose agents, employees or contractors cause such damage.

• Under no circumstances can corrugated cardboard, polystyrene, hessian, straw, hay, coconut fiber, leaves, grasses, and sticks be brought into the venue unless fire retarded. Retardation must have a flammability index of greater than 6 and proof of the item’s treatment must be supplied upon request.

• Signage displayed on builds over 2.4m must face the aisle way or into the stand. Any signage facing a neighbouring stand must be a minimum of 2m off the boundary of their stand, unless approved by your neighboring stand.

Freestanding outdoor style banners/flags are not permitted on exhibitor stands and will be removed.

Ladders Licenses

Any plant and equipment that requires an operator to be licensed can only be operated by prescribed Occupation License Holders. Prescribed occupations are:

• Forklift operators

• Scaffolders

Building & Construction

• Riggers

• Welding

• Elevating work platforms

• Electrical

Operators must produce their license or certification when requested by the venue Safety Management Team. Persons found to be unlicensed and operating equipment will be stopped. Their supervisor will be contacted, and steps must be taken to ensure compliance with safety legislation (Work Health & Safety Regulations 2011, Part 3).

Plant and Equipment

In accordance with the WHS Regulation 2011, Chapter 5 Section 203, a person with management or control of plant at a workforce must manage risks to health and safety, therefor:

Display - any item of plant, equipment or machinery intended to be displayed, extended or operated in a modified way (contrary to the design installation specifications), must be fixed to an engineer approved base.

• Stability of the plant being displayed or demonstrated must be ensured by use of adequate fixing/s to bases, rated to prevent collapsing, falling, or toppling over. Consideration is to be given to loading, unloading, transportation and set up, display/demonstration and dismantling steps.

• The display should take into account the public interaction with the plant and equipment and the likelihood of people touching, leaning on, climbing or exerting horizontal forces contrary to normal use and installation.

• An engineer’s written approval considering 1. and 2. above is required to be submitted to the organiser prior and held on-site.

Demonstration - any demonstration of any item of plant, equipment or machinery must be as per manufacturer’s specifications for safe use.

• Extra safeguards for public safety will be required to eliminate risk of injury, including ensuring guarding of any moving parts or pinch points, barriers, power isolation when unattended and so on.

• A Risk Assessment will be required to be submitted for review.

Any plant or equipment display deemed to be unsafe by the venue and organiser’s Safety Management Team must be immediately removed from site.

Temporary Structures

All temporary structures will be professionally designed, structurally sound and will contain reasonable provision for:

• Safety of persons to be accommodated in the event of fire including means of egress.

• Prevention of fire.

• Suppression of fire.

• Health of persons accommodated.

• All structures over 2.4m in height, where persons, either staff or guests gather must be certified by an engineer.

• Patrons must give consideration for wheelchair access to the stand (Building Code of Australia –Section D3.3).

Stands over 18sqm where roofing is fitted must have a “Smoke Detection Device” and have a fire extinguisher installed. The recommended material for the roofing is “shark tooth” type material that allows water penetration from sprinklers and fire canon.

Audience chairs within a temporary structure must be secured in groups of not less than 4 and not more than 16. Maximum seats in each row must not exceed 8 where there is an aisle at one end only or 16 where there are aisles on both sides of the row (Building Code of Australia NSW H101.11.1).

Building & Construction

Any enclosed display or event area that may limit the effective operation of existing venue fire systems may require the installation of additional equipment, such as portable hose reels, emergency exit signs, emergency lighting, portable fire extinguishers and smoke alarms. Enclosed structures may only occur with the prior written approval of the organiser and venue.

No temporary structures are permitted on the Mezzanine or Plaza Levels without written permission from the organiser.

Materials

• Materials used for lining, drapes, backdrops, blinds or overhead structures, signs banners, theming, tents, or similar, for displays or any part available to the public must be rendered nonflammable (as per AS/NZ 1530.3).

• Use of readily flammable materials including the following is strictly prohibited, unless treated with fire retardation: crepe paper, corrugated cardboard, plastic, polystyrene, Hessian, straw, and hay, loose or in bales, leaves, coconut fiber, grasses, and sticks.

• Fire retardation must have a flammability index of greater than 6 and proof of the item’s treatment, must be supplied on request.

• Flame retardant coatings must be certified by the manufacturer to be approved for use on that particular material in order to achieve the required indices. Include a label affixed with:

• Name of manufacturer.

• Trade name.

• Name of applicator, date, its flammability.

• Spread of flame and smoke developed indices.

• Approved method of cleaning.

Timber

• Timber used for fencing, construction, and other purposes in areas accessible to the public must be finished in a manner to ensure it does not pose a danger through splinters and must not be treated with any product that could stain clothing or cause skin irritations.

• Timber chemically treated with any product that may emit an odour of toxic vapour that could affect the health, comfort of exhibitors, staff or visitors or cause skin irritations may not be used for display or construction at the BCEC. Timber treated with creosote or treated with any product containing creosote is not permitted on-site at any time

Fire Safety

• Display material must not be attached to or obstruct fire hose reels or interfere with the efficiency of same.

• Clear and unobstructed access to firefighting equipment must be maintained at all times.

• Exhibition halls at the BCEC are not fitted with a fire sprinkler system. Each hall has four water cannons for fire protection. Event or stand construction, overhead items or draping must be designed to ensure a clear stream of water from the cannon in the event of a fire. Information on height of cannons from the floor is located in the “Venue Access” section of the manual.

• There are fire hose reel cupboards in each corner of the exhibition halls. The nozzle of a fire hose reel must reach all areas of an exhibition or display in an exhibition hall.

• Designated fire exits and clearways have been identified and marked in yellow. These areas cannot be encroached upon – under any circumstance.

• Exhibitors are only required to provide fire extinguishers on their stands if requested by the organiser, Worklaw, the official Workplace Health & Safety consultants to the show or the BCEC Workplace

Building & Construction

Health & Safety team, as a fire safety precaution.

• Smoking is not permitted within buildings.

• Fire hazardous materials are to be avoided when displays are being planned.

• No volatile or dangerous goods to be stored.

• All fuel tank filler caps must be locked or secured for the duration of the show.

• Queensland Fire and Rescue Authority regulations requiring the use of fire-retardant materials must be observed.

• Electric Vehicles (EVs) and display equipment housing Lithium Ion Batteries (LIB), must have XXX accredited fire hydrants located on their stands.

• Stands displaying EV’s and displaying equipment housing LIB’s must provide the organisers with contact persons details of the designated person on stand that is trained in the use of LIB extinguishers.

Electrical

• Moreton Hire is the official electrical contractor for the show, you will need to complete the Electrical Order Form - refer to the Exhibitor Dashboard.

• Contractors and exhibitors may use their own electricians for the power requirements of their display but subject at all times to the overall co-ordination and supervision of the official show electrical contractor – Moreton Hire.

• All exhibitor stands will have their power turned off at night. If you have display equipment or appliances that require 24-hour power, exhibitors must advise the show organiser by 28 April by completing a form on the exhibitor dashboard. These stands will be independently connected, fitted with a power meter and the afterhours usage will be charged to the exhibitor.

Electrical Safety

• Double adapters/piggyback plugs are not to be used at BCEC under any circumstances.

• All electrical accidents must be immediately reported to the venue Security Department and to the venue Safety Manager. Electrical contractors must ensure that accidents or injuries are recorded and reported as required under Work Health & Safety and Work Cover Legislation and the Queensland Electrical Act. The Work Health & Safety Regulation 2011 requires that a serious bodily injury, a work caused illness, or a dangerous event (as defined) be reported.

• The organiser’s safety consultants and venue safety department must give special approval to exhibitors who wish to demonstrate display products using portable electrical equipment. Additional safety precautions must be taken to protect members of the public. These extra precautions must be complied with at all times, or the demonstration will be stopped.

• Where electrical lighting or equipment e.g., spotlights, lamps, machinery etc. are used in an event for the purpose of lighting or display, such items shall be guarded, or measures undertaken to prevent injury/burns to persons.

Electrical Equipment

The venue, organiser and their official partners reserve the right to demand removal from site any electrical equipment it deems to be non-compliant, or any equipment considered suspect.

• All persons, must when using any electrical equipment:

• Follow safe work practices at all times.

• Whenever possible, keep all electrical leads off the floor.

Building & Construction

• Not allow any motorised equipment to drive over leads.

• Wear the appropriate personal protective equipment.

Electrical Testing and Tagging

All portable electrical equipment, appliances and leads used at the venue must be tested and tagged in accordance with the Work Health & Safety Regulations and Australian Standard 3760.

• Any electrical equipment found to be untagged must be tested & tagged or removed from site immediately. New equipment need not be inspected or tested but must be tagged with the re-test date prior to introduction to service (AS/NZ 3760).

• Moreton Hire is the official electrical contractor for the show. Any testing & tagging required on-site will need to be conducted by them at a charge direct to the exhibitor.

Vehicles

All display vehicles or mobile equipment (including bikes, scooters, buggies etc.) are not to be used or operated within any area of venue (carpeted areas or otherwise) without approval from the organiser and venue.

• All vehicles displayed on a gradient (e.g. one set of wheels on a ramp) are to be locked and no access to be granted unless removing the vehicle from the display.

• If the display has the vehicle totally off the floor level, chains or straps for added safety must also secure the vehicle.

• Fuel tank requirements for display vehicles:

• Petrol vehicles should have a full tank of fuel when left in the venue to reduce the vapour space in the tank as per Queensland Fire Service advice and WHS Code of Practice - How to Manage Work Health and Safety Risk.

• Diesel vehicles must hold 25% or less total fuel capacity in the tank when left in the venue.

• Fuel tanks must lock.

• Drip-trays must be used under all display vehicles and hydraulic equipment.

• Any vehicle moving through the Foyer or Concourse areas must be escorted by a venue Security Officer. Vehicles may only move at a slow walking pace.

• No vehicle engines, generators, compressors, equipment, or machinery to be run or demonstrated between 2200 Wednesday 14 May and 1600 on Sunday 18 May, without the organiser’s approval.

Electric Vehicles

• Electric Vehicles must have a decal/label on numberplate as required by Law (Qld Transport).

• Electric Vehicles on display containing rechargeable lithium batteries -

• Charging of batteries can cause electrocution and fire. Batteries can be recharged on the stand if manned – no overnight charging whilst unmanned

• Recharging is to be done with approval only - by Event Electrician, using suitable outlet and who will also check charging equipment is sound.

• If a battery catches fire, it may burn until it burns out. This is best managed by flow of continuous water on the battery, preventing spread, until it burns out. Therefore, given the indoor environment of the show, any exhibitor with EV displayed on their stand, must provide and hold a minimum of 2 x water fire extinguishers on their stand with easy access for immediate use, until other fire equipment can be reached (such as hose reels).

Building & Construction

• In addition, all staff on the stand at any given time, are to be briefed by the Stand Manager, to include the correct use of the fire extinguisher (PASS) and type of extinguisher that can be used in the event a lithium battery catches fire.

• Electric Vehicles (EVs) and display equipment housing Lithium Ion Batteries (LIB), must have XXX accredited fire hydrants located on their stands.

• Stands displaying EV’s and displaying equipment housing LIB’s must provide the organisers with contact persons details of the designated person on stand that is trained in the use of LIB extinguishers.

Hydrogen Vehicles (HVs)

• HVs on display must only have a small propane gas cylinder and not large storage tanks.

• Any prototypes, including engines on display, must have proper registration and approval from the Department of Transport before arriving on site. A copy must be forwarded to the organiser.

• HVs must also be labelled with decal on number plate as required by Qld Transport law.

• In case of fire, the main flow of hydrogen is to be stopped (if safe to do so), via isolation of valves and follow Venue fire evacuation procedures as normal.

• Exhibitors with HVs are required to develop and have on site a Fire Procedure for management of the vehicle (water spray, isolation etc.). A copy must also be submitted to the Exhibitor Dashboard.

BTS25 Exhibitor Safety Checklist

Exhibitor Safety Checklist

The entirearea of the show is a workplace - Safety is a priority

Worklaw Group Pty Ltd and the BCEC Safety Officers will be on-site to assist you to identify hazards and to comply with legislative requirements. All health & safety directives given must be complied with. The following checklist should be completed to ensure a smooth and hassle-free event.

Before you arrive on-site

• Have you considered your electrical load requirements & reviewed your electrical supply order?

• Are all electrical items tested and tagged and current?

• Have you advised the organiser of any display equipment that will require electricity 24/7?

• Double adapters/piggyback plugs are not allowed – use a power board.

• Do you have plants, signage or similar to protect draw bars of trailers on display if they are positioned in such a way that people could trip over them or injure themselves?

• If you have a raised floor, have you complied with ramping rules?

• Children under 15 years and animals are not permitted on-site during bump in and out.

• Vehicle speed on-site is 5kph. Hazard lights must be used.

• Have you packed a suitable industrial rated ladder for work at height?

• Have you briefed all staff of their required attire and on-site requirements?

• Have you risk assessed your display?

• Have your staff and contractors completed the on-line induction?

On-site

It is mandatory that all staff and contractors wear high visibility vests or shirts and closed in shoes during the bump-in and bump-out period.

• Check your area for any trip and fall and other hazards.

• Exhibitors should conduct their own safety induction for staff and contractors.

Work Health & Safety Inspection

Worklaw Group Pty Ltd are the appointed Work Health & Safety consultants for the show. Worklaw staff along with the venue Work Health & Safety team will be circulating the show during the bump in, show open days and bump out times.

Their direction on Work Health & Safety matters must be followed by contractors and exhibitors.

White Card

• Queensland Work Health & Safety Legislation requires people carrying out construction work to hold a General Safety Induction Card, also known as a White Card.

• The erection of temporary stands, booths, rigging etc. is classed as construction work and Queensland Health & Safety laws require that: Principal contractors sight a relevant person’s induction card or statement of attainment before they start construction work.

• Relevant people and workers cannot start construction work unless they hold general induction evidence.

• Queensland Health & Safety legislation recognises the use of equivalent interstate construction safety induction cards in Queensland.

Exhibitor Safety Checklist

Safety Attire

• It is a requirement of all persons entering the venue during the bump in and bump out times to comply with the safety clothing rules for the show.

• All contractors and their staff must wear safety vests and closed in shoes whilst on the loading dock, service road or within BCEC during the construction, bump in and bump out of events.

• Vehicle drivers and offsiders or passengers utilising the service road or dock areas are required to wear a safety vest or approved hi-visibility clothing for safety purposes and closed in shoes.

• Exhibitors and their contractors can purchase safety vests from the BCEC for $10.00 (subject to change). Locations: Entry to service road, information desk and Concourse outside Exhibition Halls.

Duty of Care

Exhibitors & contractors have a legal obligation under the Work Health & Safety Act 2011 and other legislation to ensure a safe environment for staff, contractors, other exhibitors, delegates and visitors so far as is reasonably practicable. Reference – Queensland WHS Act 2011, Part 2 Div 2 S19 (Person Conducting a Business or Undertaking).