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 Sydney Expo being held?

The Expo will be held on Friday 24th and Saturday 25th May 2024, from 10am – 4pm each day. It is a free event, open to the public.

Where is the Sydney Expo being held?

The Expo will be held in Hall 6 at the International Convention Centre (ICC) at Darling Harbour, Sydney.

Do I have to do any training to come to the Expo as an Exhibiter?

No, but all your staff that are coming at any time must fill out this staff registration form prior to arrival STAFF REGISTRATION

How do I get to the International Convention Centre, Sydney?

There are so many ways you can get to ICC Sydney – bus, ferry, Sydney light rail, taxi, train and more. Parking at the venue is expensive, so we recommend checking out the other options to see if they are more suitable for you. Plan your trip using public transport 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 3rd May 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 3rd May 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 P1 car park, located at 14 Darling Drive. The height restriction of the car park is 2.1 metres. Please visit the ICC Sydney website for current parking rates.

Please note, parking at ICC Sydney is expensive. We recommend checking out alternative car parks and other ways of getting to the expo here.

Is there discounted parking offered to Exhibitors?

There is no discounted car parking offered by the venue or surrounding carparks. Please see here for more parking information

Is there free Wifi?

The International Convention 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 a faster speed or cabled connection, you can order it by contacting exhibitionservices@iccsydney.com, no later than 14 days prior to the expo.

EXPO SET UP

I’m exhibiting, when can I set up my stand? (‘Bump In’ is the fancy term we use)

Exhibitor Bump In begins on Thursday 23 May 2024 from 11am, final entry to the loading dock is 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.

Do all staff need to register themselves to attend?

Yes. All your staff coming to help you set up, pack down or be at your booth or do anything at the event with you must register themselves prior to arrival using this link STAFF REGISTRATION

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 during Bump In and Out times, the expo site is considered a construction site. This means everyone in the area is subject to extra workplace health and safety regulations. Hi vis (fluorescent) vests and closed in shoes are compulsory during Bump In day Thursday 23 May 2024 and from 4.30pm on the second day of the expo when we pack up. These are compulsory requirements and will be enforced by venue security. We will have budget Hi Vis Vests for sale at the Expo help Desk at the front door of the expo hall for $5.50.

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?

No. 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 International Convention Centre Sydney 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 your delivery.

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

Yes, But, You must pre book this at least 2 weeks prior to the event. If you just turn up there could be a long wait and a traffic jam. Please contact events@dacexpo.com.au to request or change your time. Bump-in is available from 11am with last entry at 4:45pm.

The ICC has some great maps and guides to show you where to go. Here is a great link to show a map outlining the loading dock ICC Loading Dock Map

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 time does not suit, please contact events@dacexpo.com.au to contact our expo care team.

How do I get to the loading dock?

The ICC has provided a map for exhibiters here ICC Loading Dock Map

ICC Sydney loading docks are accessible via Darling Drive and controlled by a manned checkpoint.

What do I wear to set up?

You must wear closed in shoes and a high vis vest/shirt.

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 extra workplace health and safety regulations. Hi vis (fluorescent) vests and closed in shoes are compulsory during set up on Thursday and from 4.30pm on the second day of the expo when we all pack up. These are compulsory requirements and will be enforced by venue security.

We will have budget hi vis vests available for purchase at the hall entrance door. If you are using the loading dock you must have your hi vis vest with you and wear it along with closed in shoes.

SPECIAL PERMITS

ICC Sydney will require permits for certain things submitted several weeks prior to the event

What types of things need permits? 

Large items, builders and contractors external to the ICC Sydney, food, vehicles and other things may need a permit. Please follow this link to see what requires a permit and where these permits can be found here – ICC Permit Information

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

The ICC Sydney does allow animals as part of your booth display 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. This is different to appropriately licensed assistance animals that any visitor may have.

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

Thats a big No. 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. They may also interfere with alarms and machinery. 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.