Here you’ll find answers to commonly asked expo questions

We’re confident we’ve got you covered with this information, but we also know new questions come up as our expos grow.

So if you’ve got a new question or need help, please email events@developingauscommunities.com.au
or call 1300 910 503 and our team will be happy to help.

Bump In explained

Setting up your stand

The 4pm Packing Rule

Bump out explained

ABOUT THE EXPO

When is the Melbourne Expo being held?

The Expo will be held from 10am – 4pm on Friday 18th and Saturday 19th October 2024. It is a free event, open to the public.

Where is the Melbourne Expo being held?

The expo will be held in Bays 14-20 at the Melbourne Convention and Exhibition Centre (MCEC), 1 Convention Centre Pl, South Wharf VIC 3006.

Do I have to do ant training to come to the Expo?

Every staff member you have representing your company at the expo will need to complete a short online venue induction. The link is here.

How do I get to the Melbourne Exhibition and Convention Centre?

The Melbourne Convention and Exhibition Centre is accessible by public transport and vehicle. Detailed directions and drop off points can be found here.

If you’re going to drive and park in the Melbourne Exhibition Centre Car Park, we recommend booking and paying in advance as it’s a lot cheaper. You can pre-book your parking here.

ABOUT YOUR STAND

I have a Shell Scheme Stand. What is it, and what’s included?

If you or your organisation has booked a ‘shell scheme stand’ these will be either 3x3m, 3x4m or 3x6m in size. A full shell scheme means your stand (depending where it is positioned) will include side and back walls, a fascia (signage for your company name). Exhibit Systems will supply your facia name and will provide a portal. Please check for correct spelling. All sites include power. Furniture and flooring is not included in these stands.

I have a Stand Alone Stand. What is it, and what’s included?

“Open Area” or “stand alone” sites are 6x6m 6x9m and 9×9 metres. Open area sites include carpet tiles and one 4amp power point. These areas are floorspace only, there are no side or rear walls or included signage. 4amp power is included. No furniture is included.

What furniture is included with my stand?

Furniture is not included in your stand. You are welcome to supply your own, hire through your supplier of choice or hire through our expo partner Exhibit Systems by emailing showforms@exhibitsystems.com.au or calling (02) 9982 5511. Please place your order with Exhibit Systems before COB Friday 16th February 2024.

Is there 240V power at my stand?

Yes. One 4amp plug is included in every exhibitor space. If you require higher voltage, please arrange this with Exhibit Systems.

All powerboards must be tagged and tested. You may also hire powerboards through your Exhibit Systems portal before COB Friday 16th February 2024 or by emailing Exhibit Systems on showforms@exhibitsystems.com.au or calling (02) 9982 5511.

Can I bring in equipment that needs to be powered?

Yes you can bring in powered equipment. However, please note that any electrical equipment plugged into a powerpoint at the expo must have a tag showing that it has been tested and tagged within the last 12 months; or showing that the item is new. These terms and conditions are agreed to as part of your Service Agreement in joining the expo and are non negotiable.

The venue may conduct inspections and you may be asked to unplug any untagged equipment. Exhibit Systems will have someone on-site on bump in day only who can test and tag your items. You can organise this through your Exhibit Systems order portal or by emailing showforms@exhibitsystems.com.au prior to the expo. Please note, places are limited for this service and charges apply.

VENUE INFO

Where can I park during the Expo?

The best car park for the exhibition centre is the Melbourne Exhibition Centre Car Park, located at 16 Normanby Road, Southbank. The height restriction of the car park is 2.2 metres. Please visit the Wilson Parking website for rates and to pre-book your spot. We recommend booking and paying in advance as it’s a lot cheaper.

Is there discounted parking for Exhibitors?

As parking is managed by a private company – Wilsons Parking – there is no discount offered for exhibitors. Please visit the Wilson Parking website for rates and to pre-book your spot. We recommend booking and paying in advance as it’s a lot cheaper.

Is there free Wifi?

The Melbourne Convention and Exhibition Centre does provide free Wi-fi. However, in our experience this service is best used for basic browsing. The connection can become slow and congested when there are many people at the expo. If you require faster, more reliable service as part of your stand, or a cabled connection, we recommend you order it by completing this form and returning it to exservices@mcec.com.au no later than 7 days prior to the expo

EXPO SET UP

I’m exhibiting, when can I set up my stand? (Bump In)

Exhibitor Bump In begins on Thursday 29th February 2024 from 11am, final entry to the loading dock is 4.45pm.

Every exhibitor is allocated a 30min slot in the loading dock and this appears in your exhibitor portal. If the allocated time does not suit, please contact events@dacexpo.com.au to change your time.

If you are bringing items in from the carpark (ie, not using the loading dock) you may arrive anytime from 11am to set up. Note that trolleys cannot be used in the concourse and general areas of the centre. If you have items on a trolley we recommend you use the loading dock.

I need a forklift to move gear from the dock to my stand, what do I do?

Our expo builder Exhibit Systems offers a forklifting service for a fee. You can organise this by contact Exhibit Systems directly on (02) 9982 5511. If you’re bumping in right now, please go see the Exhibit Systems service desk on the expo floor to organise assistance. Eftpos facilities are available.

What safety gear do I have to wear during set up and pack down?

While you are setting up or packing down your stand the expo site is considered a construction site, this means everyone in the area is subject to workplace health and safety regulations. Hi vis (fluorescent) vests and closed in shoes are complusory during set up and from 4.30pm on the second day of the expo. These are compulsory requirements and will be enforced by venue security. If you have forgotten your hi vis, vests will be available for purchase for $5.50 at a desk at outside the main expo doors. Card only.

I don’t have a hi-vis vest, what do i do?

While you are setting up or packing down your stand the expo site is considered a construction site, this means everyone in the area is subject to workplace health and safety regulations. Hi vis (fluorescent) vests and closed in shoes are complusory during set up and from 4.30pm on the second day of the expo. These are compulsory requirements and will be enforced by venue security. If you have forgotten your hi vis, vests will be available for purchase for $5.50 at a desk at outside the main expo doors. Card only.

Are children allowed during set up?

During bump in, the expo space is considered a worksite, therefore children under the age of 16 are not permitted on the expo floor. However, we understand that sometimes things happen, emergencies arise and plans change. If it is an emergency, please see the Expo Help Desk closest to the front entry doors.

FURNITURE AND AV

Exhibit Systems is our expo builder and also hires furniture and AV equipment to exhibitors. For assistance please contact Exhibit Systems on 02 9982 5511 or email showforms@exhibitsystems.com.au You can hire a large range of items through Exhibit Systems or through your preferred supplier.

SET UP AND DELIVERIES

Can I have items delivered to the venue before the Expo?

The Brisbane Convention and Exhibition Centre will not accept any deliveries for the expo or your stand prior to bump in day. Expo staff are unable to accept deliveries on your behalf. If you have items delivered or couriered, they must be received via the loading dock on bump-in day only, between the hours of 12:00-4:00pm – you must be present to accept delivery.

Can I use the loading dock to bring in items for my Expo display?

Yes. Every exhibitor is allocated a 30min slot in the loading dock and this appears in your exhibitor portal. If the allocated time does not suit, please contact events@dacexpo.com.au to change your time. Bump-in is available from 11am with last entry at 4:45pm.

If you are bringing items in from the carpark (ie, not using the loading dock) you may arrive anytime from 11am to set up. Note that trolleys cannot be used in the concourse and general areas of the centre. If you have items on a trolley we recommend you use the loading dock.

When does the loading dock open?

You will receive an email advising you of your 30minute loading dock slot. If your assigned team does not suit, please contact events@dacexpo.com.au to contact our expo care team.

How do I get to the loading dock?

Entry to the loading dock is via Glenelg Street. To the right of the Police Station you will a hut with a boom gate. This is the dock entry. Give your organisation name to the dock master, he or she will tick you off a list and tell you where to go. If there is no one at the gate, please press the button on the keypad for assistance. The map to access the dock is here.

What do I wear to set up?

While you are setting up or packing down your stand the expo site is considered a construction site, this means everyone in the area is subject to workplace health and safety regulations. Hi vis (fluorescent) vests and closed in shoes are complusory during set up and from 4.30pm on the second day of the expo. These are compulsory requirements and will be enforced by venue security.

SPECIAL PERMITS

Can I have an animal(s) at my stand?

The Brisbane Convention & Exhibition does permit animals as long as the right permit has been submitted and approved by the venue prior to the expo For animal permits and other permits pertaining to the expo please click here.

Can I have helium balloons, confetti or glitter at my stand?

Helium balloons, glitter and confetti are not permitted by the venue. If Helium balloons become loose they become stuck in the ceiling and the significant cost to have them removed is passed on to the exhibitor responsible. Confetti and Glitter are difficult to clean from surfaces and attract significant cleaning charges. To avoid either scenario the venue does not permit helium, glitter or confetti. Air filled balloons are permitted.

Can I hand out food or drinks at my stand?

Exhibitors are permitted to hand out food and beverage samples as part of their stand upon approval of an application submitted via your BCEC Exhibitor Services Portal . You will need your stand number to log in. The form must be submitted to BCEC Exhibitor Services 14 days prior to the expo. Small wrapped items like candy or other consumables (as giveaways) are permitted without the need for application.

My booth is a custom build or will have a marquee or another structure in it, do I need a permit?

Structures including custom-built booths, pop-up marquees, large umbrellas or play activities, that aren’t part of a stand built by the approved stand builder, Exhibit Systems, will likely need a permit from the venue. These things are allowed as long as the right permit has been submitted to the venue, to ensure highest safety standards for our patrons are maintained. For venue permits, click here.

I’m displaying a car at the Expo. What do I need to do?

To display a vehicle at the expo you need to do the following.

Prior to the expo: complete and submit this Vehicle Display Permit Form to exhibitorservices@bcec.com.au at least 14 days prior. Forms can be found here.

Email events@dacexpo.com.au to let us know you’ll be bringing in a vehicle so we can allocate a suitable time in the loading dock access schedule for you. Please note, all vehicles need to be ‘piloted’ into place by secutiry and venue staff so vehicle entry happens before all other exhibitors bump in.

At the Expo a drip tray is to be placed underneath vehicle. Keys must not be left inside the vehicle. Car engine must not be turned on during the expo. Once the vehicle is placed, the vehicle is not to be moved for the duration of the expo. All cars must enter the building and be placed in the allocated area the morning the day before the expo at your allocated bump in time. Cars can not be moved once placed so make a drawing and decide how you want your car in your space before you arrive.

TROUBLESHOOTING

My work has sent me to the Expo and I don’t know where my stand is. What do I do?

Please head to the Expo Help desk which will be located close to the front entry doors of the expo hall you are in. This desk is staffed with members of the Expo Care Team.

They will help you find your stand, check up in, give you an exhibitor lanyard, and a floor map. On the back of the lanyard is a QR which will link you straight back to these FAQs in case you have more questions or don’t remember the answers.

I am bumping in and there is something wrong with my booth. What do I do?

The expo teams have worked hard to build a fabulous expo, but we’re all human and sometimes mistakes can happen. If there is something wrong with or at your booth when you arrive to bump in, please head to the service desk set up by our Expo Builder: Exhibit Systems.

The counter will be set up either in the middle of the expo floor or near the loading dock roller doors.

I ordered furniture and it’s not in my booth. What do I do?

Please see to the Expo Builder: Exhibit Systems will have a customer service counter located near Expo Help

I need First Aid.

If you are injured or unwell on Bump in Day please see any member of the Expo Care team wearing a red shirt for help. During the Expo Days a First Aid booth is in operation next door to the Expo Help booth at the Expo entrance. Ask for assistance and the Expo Team will help.

AFTER THE EXPO

Exhibitors must not dismantle their stand or move any items from their stand until the expo has been announced as closed and all patrons have left the expo space at 4pm. These are Workplace Health and Safety regulations enacted by the venue and are not negotiable.

The venue’s security team is responsible for overseeing adherence to this requirement, and exhibitors seen moving gear prior to this time risk a $1000 fine. The safety and wellness of visitors and other exhibitors is of the utmost importance, and moving equipment prior to this time places our patrons at risk.