Due to Work Health and Safety requirements of the Venue the following must be adhered to at all times during Move In and Move Out:
Exhibitor Move -In Dates & Times
Friday 20 October 2023
7am – 6pm Floor Space Only Stands Build Access
10am – 6pm Pre-Built Stands Move In
Saturday 21 October 2023
7am – 9am Exhibitor access and stand completion
*All displays must be complete by 9am
Exhibitor Move -Out Dates & Times
Sunday 22 October 2023
4pm – 7pm Exhibitor Move Out
*All product, displays/stands must be removed by 7pm on Sunday 22 October 2023. Any goods remaining after 7pm will be deemed rubbish and removed at cost to the Exhibitor.
The loading dock entrance is located on the Darling Drive side of the venue. The exhibition centre loading dock facilities are on two levels. Access is via a slip-lane from the south bound lane on Darling Drive. A vehicle inspection check point with a boom gate is located at the bottom of the ramp on Darling Drive where you will be asked which show and hall your stand is located in.
The dock operates on a one-way circulation system to maximise efficiency and an unload limit of 20 minutes per vehicle applies. Each exhibition hall can be accessed via a 5.6 metres wide x 4.3 metres high loading dock door. The underground car park can be accessed via lift 6 or 12 to deliver your items to your stand.
A 20‐minute unloading limit applies to all vehicles in these areas. Time for larger vehicles are at the Dock Traffic Controller’s discretion. The driveway and ramps are classified as a tow‐away zone to ensure a continuous flow of traffic to the Exhibition Halls.
A speed limit of 5 km per hour is applicable on the Centre’s Loading Dock.
Infringement notices will be issued to vehicles that do not obey the rules sign posted on the condition of entry notices located at the vehicle checkpoints and on the Loading Docks. Marked thoroughfares must be kept clear at all times. The Venue accepts no responsibility for the safety of vehicles and their contents within Centre premises.
Exhibitors should be aware that:
Responsibility is not accepted, by either the Organiser, Logistics Contractor or Venue Management for any items delivered to the site in the absence of the Exhibitor, their Agent or Contractor.
ICC Sydney has three separate loading dock areas servicing ten docks in total. It is a requirement that all deliveries/pick-ups have a vehicle time slot booking in advance of arrival. Vehicles may not be accepted into the docks if no booking is made.
Location: Hall/Dock 1 – Exhibition (Lower)
Please Note: Goods cannot be delivered prior to 10am on Friday 20 October 2023. The Venue, Organiser and Logistics Contractor cannot accept delivery of goods on behalf of Exhibitors, nor will there be any responsibility taken for goods delivered in the absence of the Exhibitor. Deliveries cannot be signed for. If you do not plan on being present when your goods are delivered, please ensure you do not book a courier/transport service which requires a signature on delivery. Goods must be clearly labelled with the Event name, your company name and your stand number.
Trolleys will be provided at no charge during Move In and Move Out on a first-in, first-served basis for a maximum period of 15-minutes per company. For an efficient Move In and Move Out, we suggest you supply your own trolley. Photo ID is required to borrow trolleys. Trolleys are not permitted on the escalators at any time.
Supplying Your Own Forklift or Mechanical Lifting Equipment
The use of forklifts and heavy mechanical lifting equipment is restricted to the Organiser’s official general Contractor and their Agents. No other company is permitted to bring a forklift or mechanical lifting equipment to site.
Hand carriable items may be removed via the front Entrance from 4pm on Sunday 22 October 2023 once the Exhibition Hall has been cleared of all Visitors.
Trolleys are not permitted on the escalators at any time.
IMPORTANT NOTE: Any product, displays/stands left after 7pm on Sunday 22 October 2023 will be deemed rubbish and removed at the cost to the Exhibitor. If your courier cannot pick up on time, please arrange storage with GEL Events. GEL Events will transport all courier pick-ups left after this time to their depot. Any costs will be charged to the Exhibitor.
Prepaid account cards for retail food and beverage purchases at all ICC Sydney cafés and bars are available to Exhibitors.
Please see the Stand Catering and Kiosk Account Order Form.
No balloons can be used as fixed features of an exhibit, event display or as table decoration.
Baby change facilities are located throughout ICC Sydney.
Dedicated parents’ rooms can be found in the following locations:
Each parents’ room has a feeding area, change table and a food preparation area.
Printing services are available at the Exhibitor Services Desk situated at the southern end of Level 2 of the Exhibition Centre. The Desk is operated by ICC Sydney staff and is open during Move In, operational and Move Out stages of the Show.
The following guidelines must be adhered to, to comply with Venue Health & Safety Regulations when displaying a vehicle:
PLEASE NOTE: You must submit a Vehicle Display Permit Form to the Venue.
Use & Operation
Use and operation of vehicles or mobile equipment (including bikes, scooters, buggies etc.) within any area of the Venue requires prior authorisation from ICC Sydney. Please ensure compliance with applicable regulatory requirements (e.g. licences, safety equipment, number of passengers, maximum load). ICC Sydney may require a Safety Management Plan relevant to the use of these vehicles.
Details of moving displays requires prior approval from ICC Sydney.
Ensure all vehicles displayed on a gradient (e.g. one set of wheels on a ramp) are locked and no access granted unless removing the vehicle from the display. If the display has the vehicle totally off the floor, use chains or straps to secure the vehicle for added safety.
If vehicle movement is required during the Event, a traffic management plan is required addressing safety, especially in and around Visitors. Details of moving displays require approval by ICC Sydney.
ICC Sydney has two car parks, providing patrons with access to a total of 826 parking bays, 365 days a year, 24 hours each day. The car park office is located in the Exhibition Centre car park.
The entrances to the car parks can be easily found by heading south along Darling Drive. Signage will assist and indicate how many bays are available or if the car park is full.
For convenience, one car park is located beneath the Exhibition Centre and the second is located next to the Main Theatre. Both car parks have a height restriction of 2.1 metres, are controlled by auto pay machines and provide convenient lift access to the Venue.
For further information, please visit: Parking information.
You are not permitted to paint, nail, staple, screw or glue to any floor, ceiling or wall within the International Convention Centre (ICC) Sydney. Plastic sheeting must be first placed on the floor where turf, woodchips etc. are used in your display.
Material used in stand construction must not cause dampness, staining, be readily ignitable or be capable of emitting toxic fumes should ignition occur.
No childcare facilities are available at the Venue at any time.
During Move In and Move Out periods’ children under the age of 15 years are not permitted in the Exhibition Halls or on the Loading Docks. At all other times children under the age of 15 years must be supervised by an adult in all areas within the Venue.
Stand vacuuming will occur the night before the Show. Any items placed in the aisles during Move In and during the Show will be deemed as rubbish and removed.
Individual stands may request overnight cleaning on Show operational dates through the Cleaning Services Order Form.
The aisles are public walkways and therefore must not be used to display goods.
If demonstrating your product, you must place your display counter at least one (1) metre back from the front of your stand, to avoid crowds obstructing aisles. Any amplification must not interfere with adjacent Exhibitors.
Due to Work Health & Safety Regulations, all aisles must be free of obstacles – furniture, accessories, displays are not permitted in the aisles.
Installation of hand sets and digital lines is available for phones, EFTPOS and modems. Please complete the Phone Services Order Form.
Internet & Networking Solutions
Wireless connectivity is readily available throughout the Venue. Visitors have access to free public Wi‐Fi, for basic browsing, email and social media.
Premium service and event specific network services for Clients and Exhibitors can be requested by completing the Internet Services Order Form.
The Venue does not allow the use of wireless access points other than the Venue fixed wireless infrastructure and reserves the right to disable wireless transmitting devices found to be causing interference.
Goods cannot be delivered prior to 7am on Friday 20 October 2023.
The Venue, Organiser and Logistics Contractor cannot accept delivery of goods on behalf of Exhibitors, nor will there be any responsibility taken for goods delivered in the absence of the Exhibitor. Deliveries cannot be signed for. If you do not plan on being present when your goods are delivered, please ensure you do not book a courier/transport service which requires a signature on delivery.
Goods must be clearly labelled with the Event name, your company name and your stand number.
To comply with Work Health & Safety and egress requirements of the Venue, all aisles must remain unobstructed.
Exhibitors are not permitted to display any materials or products outside of their allocated stand space. Any materials or products found to be encroaching into the aisles will be removed.
All Exhibitors and staff working on stands will require a badge to get in and out of the Show. Badges should always be worn during Show days (not required during Move In).
To order your badges fill out the form in the exhibitor online portal.
Badges will be available for collection from the Registration Desk during Move In on Friday 20 October 2023
All exhibiting products must be directly related to the Exhibition profile and accord with the Exhibitor’s nominated products for exhibit. The Organiser has the right to remove goods that are inappropriate to the Event – particularly overt copy goods.
Any materials used for display purposes must conform to the following standards:
Flammable building material used for stand walls must be fire proofed. The use of readily flammable material in displays, such as crepe paper, corrugated cardboard, straw, untreated hessian, or PVC sheet (except on floors as a protective membrane) is strictly prohibited without the express approval of the Organiser, to obtain approval please email email@example.com
Sawdust, tan bark or wood chips of a reasonable size may be used to decorate floors, provided a protective membrane is laid first and chips are slightly moist at all times. Hay bales can only be used onsite if treated with fire retardant.
In the event of any accident or emergency, please notify a Security Guard onsite or report to the Organisers immediately.
GEL Events has been appointed the official Logistics Contractor for the Event.
GEL Events specialises in exhibition freight forwarding – both domestic and international. GEL Events can ensure that your product, display and merchandise are in the right place, at the right time, providing a complete transport, materials handling and storage service. GEL Events provides a complete service including monitoring of freight from your door step right through to your exhibition stand to make sure your goods are handled in a professional manner and all formalities /deadlines are met. If you are using GEL Events, your goods will automatically be delivered to your exhibition stand.
Your goods can be delivered to the Venue from 7am on Friday 20 October 2023 and must be clearly labelled with the Event name, your company name and exhibition stand number. The address details are:
FREE FROM + ALLERGY EXPO
21 – 22 OCTOBER 2023
HALL 1 – LOWER DOCK
INTERNATIONAL CONVENTION CENTRE SYDNEY
14 DARLING DRIVE, SYDNEY, NSW 2000
Any Goods delivered to the Venue prior to 7am on Friday 20 October 2023 cannot be accepted.
Goods delivered with courier services (e.g. FedEx, UPS, DHL) cannot be guaranteed. Exhibitors are advised to make an advanced warehousing arrangement to ensure their samples and products are delivered to the Event during Move In. Exhibitors who choose not to book this service are at risk of logistical problems with their products and samples not arriving in time for the Event opening. The Organiser cannot take responsibility for Goods not arriving nor assist in following up on delayed deliveries or liaise with Customs to clear goods.
As the Event Move In has very tight deadlines, we highly recommend using GEL Events as their service is door-to-stand and they work weekends and outside normal business hours.
It is the responsibility of each Exhibitor and Stand Builder to ensure that a safe working environment is maintained before, during and after the Event.
The ‘OH&S Staff Induction Checklist’ document highlights essential information all staff working at the Event must know before coming onsite. Use this checklist in your pre-Event meeting or staff training packs.
The Organiser does not have an insurance policy which covers Exhibitors’ goods. You are therefore advised to extend your Property Insurance Policy to cover loss of stock and display equipment due to theft or damage.
Public Liability Insurance
All Exhibitors must have Public Liability Insurance cover of at least $20 million AUD. In most cases, this can be achieved by extending your policy through your Insurance Broker. Alternatively, you can contact the Organiser to purchase appropriate cover. Unless pre-arranged the Organiser does not provide insurance coverage for Exhibitors.
A kiosk is located inside, at the front of the Exhibition Hall and will be operational during Show hours.
Please note the following:
To obtain approval, complete and return the Hazardous Substances and LPG Permit Form.
The Venue’s permission is required for the use of naked flames or candles. Naked flames or candles can feature in a stand or booth if they are part of the product range or used for product demonstration. Proposals for use of naked flames on stands must be made in writing no less than fourteen (14) days prior to the commencement of the Show.
Please see the Naked Flames Permit Form.
Naked flames include the use of cooking equipment, barbecues, heaters, candles, oil burners, etc.
Appropriate first aid equipment/items must be in place.
All areas of the Venue, including the Loading Dock, Foyer and Balcony areas are non-smoking.
Please note that all power within the Exhibition Halls will be switched off overnight during the Event.
If you require continuous power to your stand, please inform the Organiser in writing by emailing firstname.lastname@example.org no later Friday 6 October 2023.
Promotional staff may roam the Exhibition floor and are permitted to hand out promotional material from anywhere within the Exhibition Hall, except within a six (6) metre radius of any direct competitor or at the entrance/s to the Event. All promotional staff must be appropriately dressed.
The Organiser reserves the right to cease any promotional activity taking place outside of stands at its own discretion.
The public-address system is for use by the Organiser for official announcements only. It is only available to Exhibitors or Visitors in the case of genuine emergencies.
The International Convention Centre (ICC) Sydney is well serviced by buses, trains, light rail, and water transport. For more information visit: Getting there.
Banners must only be hung over an Exhibitor space and not over an aisle way.
All rigging at the International Convention Centre (ICC) Sydney must be done through Venue approved rigging companies. Our preferred Rigging Contractor for the Event is Clifton Productions to obtain a rigging quote please contact Clifton Productions on 03 9416 6844 or email email@example.com
Any items placed in the aisles during Move In, during the Show as well as any items still remaining at the Venue once the Move Out has completed will be deemed as rubbish and removed.
A roaming Security Guard will be in attendance during Move In, Move Out and throughout the Show. It is your responsibility during Show hours to have someone on your stand 30 minutes before opening and until all Visitors have left the building. Under no circumstances should Exhibitors leave personal valuables on stands. Report any missing goods immediately to the Organiser’s Office.
Whilst Security Guards will be present during the Move Out, you should have a staff member on your stand to protect your goods. Pay particular attention to security of small valuable items, mobile phones, laptop computers etc.
24-hour perimeter security is in operation throughout the Event’s entire schedule. Exhibitors are advised that they are responsible for their own product security. We recommend Exhibitors ensure a representative remains on their stand until all product has been removed during Move Out.
Staff working on stands will not be admitted without presentation of their Exhibitor Badge to the door Security Guard. Exhibitors may enter 60 minutes prior to the Event opening each day, or earlier with approval from the Organiser. Early arrivals must stay on their stand and not wander around the Exhibition Hall.
Temporary structures built for exhibitions or events must comply with relevant legislation, and must be constructed
with utmost concern for the safety of the public, employees and contractors. This includes areas pertaining to egress, height, fire safety and flammability ratings of materials. All stands must be designed and constructed in accordance with all relevant Australian Standards and obtain Venue approval prior to the Event.
Mandatory safety requirements are as follows:
Important considerations for a safety-conscious stand design include the following:
All custom-built stands require approval prior to Move In. Stand plans and confirmation that the wall system erected is self-supporting must be submitted to the Organiser by Monday 18 September 2023. Please email all plans and documentation to firstname.lastname@example.org
There will be limited storage facilities for packing materials and boxes. It is recommended that Exhibitors consider their storage needs (of packing crates and freight forwarding materials) for the duration of the Exhibition. Exhibitors may not leave boxes and packing material in the exhibition display area during the Event. GEL Events can arrange off-site storage. Charges apply.
Exhibitors or their stand builders requiring offsite storage during the Event, must pre-book these services in advance with GEL Events. Charges apply.
All electrical equipment entering the Venue must comply with the Occupational Health and Safety Act 2004 and Australian Standards. This Act affects all electrical equipment used in the workplace, including equipment brought into the Venue by contractors or third parties. The outward sign of compliance with the act will be the electrical test tag compliant with AS3760: 2003.
The Venue reserves the right to remove or replace any electrical equipment not complying with the Act. Power cords which are detachable such as IEC leads, extension leads, and power boards are separate items and need to be tested independently from the equipment they are supplied with.
Water & Drainage
ICC Sydney is the exclusive provider of water and drainage services within the Venue. Due to restricted access to water supply on the Exhibition floor, it is crucial that all plumbing requirements are ordered well in advance of the Move In date. ICC Sydney provides required water and drainage connection points in the nearest pit or trench. It is the responsibility of the Exhibitor to arrange connection from the service pit to equipment as well as any requirement for self‐contained sinks.
Compressed air is available in the upper and lower Exhibition Halls. The system consists of:
ICC Sydney is committed to managing the risk of falls at the Venue, and permission is required when working at height. Any person working at height must comply with applicable codes of practice.