Rules and regulations for exhibitors

Terms and conditions

All Sponsors and/or Exhibitors, including organisations that apply to sponsor or exhibit at AIEC, must be aware of, and agree with, the AIEC Terms and Conditions, Privacy Policy and Code of Conduct.

In addition, please ensure you have read and understood the specific health and safety regulations and exhibitor policy below.

Health and safety regulations

Public liability insurance

All exhibitors at AIEC must have public liability insurance in place. Please upload a copy of your certificate of currency for public liability insurance to the Exhibitor Portal as soon as possible, but no later than Friday 23 August 2024.

Exhibitors will not be allowed to exhibit at AIEC unless they have public liability insurance in place.

It is also recommended that you have insurance for exhibition goods.  The policy should take effect from the day your goods are delivered to the MCEC and continue until your goods are removed from the MCEC.

Exhibitors should make their own decisions as to whether additional fire and theft cover is required. Think Business Events and the MCEC are not responsible for any loss, damage, or injury that may occur to the exhibitor’s employees or property from any cause whatsoever prior, during, and subsequent to the exhibition.

The exhibitor, on contracting for space or an exhibition stand, expressly releases Think Business Events and the MCEC from and agrees to indemnify same against, any and all claims for such direct and indirect loss, damage, or injury.

Exhibitors shall indemnify and hold harmless Think Business Events, MCEC, and their agents from all liability (damage or accident) that might ensue from any cause resulting or connected with transportation, placing, removal, or display of exhibits.

COVIDSafe Rules and Regulations

MCEC operates under a site specific COVIDSafe plan approved by VIC Health. The below COVIDSafe practices remain in place and we will continue to monitor the COVID-19 situation and adjust risk management responses accordingly.

• Encouraging at least 1.5 metres between individuals
• Maintaining good hand and respiratory hygiene
• Regular cleaning and disinfecting of venue
• Communication, consultation, instruction, training and supervision of team
• Hygiene reminder messaging throughout venue

For further information and other COVID-19 resources please visit:

Australian Government Health Department

Sanitiser and face masks will be available at the Welcome Desk, however all exhibitors are encouraged to provide sanitiser on their booths. All food items must be provided according to COVID safety guidelines e.g. individually wrapped sweets only, no open bowls of candy, etc.

Electrical testing and tagging

It is mandatory for all electrical equipment/appliances brought on site to be tested and tagged in accordance with Australian standards. If the MCEC deems any electrical items non-compliant or suspect, they reserve the right to request the removal of these items. 

The use of double adaptors is not permitted, approved power boards may be used in place of these.

Safety vests and appropriate footwear

It is mandatory for all exhibitors to wear high-visibility safety vests and closed toe footwear during bump-in and bump-out of the exhibition. You will not be allowed entry to the exhibition if you do not comply.

High-visibility safety vests are available for purchase from the vending machines located on the loading docks and concourse.

Fire regulations

Any materials used in the construction or decoration of a stand must be treated with a fire retardant.

Any materials used in stand construction or for display purposes must conform to the following standards:

• non-combustible and inherently non-flammable material
• durable flameproof fabric
• self-extinguishing plastic
• flame proof fabric 

The use of the following materials is prohibited unless treated for fire retardation:

• plywood, hardwood, pulp board or fibreboard
• crepe paper
• hessian
• styrene
• leaves
• plastic
• loose straw or hay 

Any stand with an enclosed/semi enclosed roof will be required to have a smoke detector, exit signs and a fire extinguisher available within them.

It is illegal to:

• block emergency exits,
• block the access route to an emergency exit,
• obscure or cover emergency exit signs,
• block or remove fire extinguishers or hose reels, and
• to store equipment or any other items in fire stairs 

External catering

As MCEC has exclusive rights to the sale of food and beverage, any food and beverage samples exhibitors may wish to distribute from their stand will need prior approval by the MCEC.

To arrange food or beverage sampling for your stand you will need to order via the MCEC Catering Form. Forms are to be returned to the venue no later than Friday 23 August 2024.

Exhibitor policy

In order to ensure an enjoyable and respectful exhibition experience for all AIEC attendees, exhibitors must follow the following policy:

Exhibitor responsibilities

The Principal(s) employee (s) of the exhibitor must be present in the exhibit space at all times during the opening hours of the exhibition.

Dismantling

No dismantling or packing may start before the official close of the exhibition without the written permission of the conference organiser.

Displays and decorations

Merchandise, signs, decorations, or display fixtures shall not be pasted, taped, nailed, or tacked to walls. No exhibit, merchandise, equipment, trunks, cases, or packing materials shall be left in any aisle but shall be confined to the exhibit space. No trunks, cases, or packing materials shall be taken into or out of the exhibit space during exhibit hours. No signs, advertising devices or merchandise shall be displayed outside the exhibit space or project beyond the limits of the exhibit space.

Construction

Standard booth construction can only be supplied and constructed by the approved exhibition builder. The reverse side of any wing panel extending from the back wall of the display must be draped in order to avoid raw exposure to the neighbouring booth. If the exhibitor does not comply with the above standards, the organiser will have the exhibition contractor drape the area and bill the exhibitor.

Exhibiting staff

All participants affiliated with exhibition booths must be registered. Each person will be issued with name badge and must be employed by the exhibitor or have a direct business affiliation.

Exhibitors must attach the ‘exhibitor ribbon’ or ‘sponsor ribbon’ and attach it to their name badge so delegates are aware they are exhibiting or sponsoring at AIEC. Labels can be obtained from the Registration Desk on Tuesday 22 October.

Complimentary entitlements are outlined in correspondence to your representative and reflect overall space size and sponsorship support.

Subletting of exhibit space

Exhibitors are prohibited from assigning or subletting their exhibit space or any part of the space allotted to them. Exhibitors cannot exhibit or permit any merchandise or advertising materials to be exhibited in their space that are not part of their own regular products.

Noise

Exhibitors may not use audible electronics, mechanical apparatus or open audio systems that may be heard outside the exhibitor’s assigned space. The organiser reserves the right to require any exhibitor to discontinue any activity that may cause annoyance or interference with others.

Exhibitor conduct

AIEC is dedicated to providing a safe, friendly, enjoyable and harassment free conference experience for everyone.

We ask that exhibitors refrain from soliciting business in session rooms, public areas, exhibition hall open spaces or in another exhibitor’s booth. We also ask that you refrain from any action that will distract delegates from attendance at any official meeting or function of the conference.

Exhibitors must not enter another exhibitor’s space without invitation or when unattended.

Anyone observed doing so will be asked to leave immediately.

Please refer to the AIEC Code of Conduct for more details.

Attendee lists

AIEC attendee lists (of consenting delegates) are provided in advance to AIEC sponsors and exhibitors in the weeks leading up to the conference. We ask that you use this information responsibly. Please contact attendees only for the purposes of AIEC related activities you or your organisation will be conducting during the week of AIEC.

More information about Attendee lists and AIEC Privacy Policy can be found here. 

Exclusive sponsored entitlements

Exhibitors are to respect the rights assigned to sponsors. These rights include, and are not restricted to, lanyard naming rights or exclusive rights to sponsor the fresh fruit, juice, smoothies, gelato, icecream, etc. Using, making available, or handing out alternate branded lanyards is forbidden, although exhibitor staff may use a product-neutral lanyard supplied by the organiser.

Hosting networking events

All sponsors and exhibitors must advise the conference organiser of any networking functions they are hosting during the week of the conference, whether at the convention centre or at another venue.

Your sponsored event(s) must not overlap with the AIEC program. If you are planning an event that could potentially affect or partially overlap with an AIEC event, please get in touch immediately so we can suggest an alternative option. 

Also, due to OHS and fire safety precautions, some functions for more than 15 people within the Exhibition Hall cannot take place on your booth, and must be moved to a dedicated event space.

Please let us know your plans and expected numbers, so we can arrange a space for you.

Name badges

Exhibitors must wear their badges at all times to gain entry to the exhibition area or attend sessions and social events. 

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Key dates

6 Feb - Call for proposals opens

14 March - Call for proposals closes

May - Registration open

mid-June - Program released

31 July - Super early bird registration closes

12 September - Early bird registration closes

14–17 October – AIEC 2025

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