Exhibitor and Service Manual
Contents
1. a 18 STAND CATERING ACCOUNT FORM ci ceeeeeeee eee eeeeeeeeeeeeeeeaeesaeeeaeecaaesaeseaeseaeseeeneees 19 STAND CATERING ACCOUNT FORM 20 COFFEE CART ORDER erat 21 DELIVERY ADVICE FORM 22 EXHIBITOR RETURN NOTE 23 SCENE CHANGE daa 24 EXHIBITION AND SERVICE MANUAL 2 CROWNE PLAZA HOTELS amp RESORTS INTRODUCTION Welcome to the Crowne Plaza Hunter Valley The Exhibitor Information and Services Manual has been designed with the intention of making your experience at the Crowne Plaza Hunter Valley as smooth as possible This manual includes all the necessary information rules and regulations locality maps forms and delivery dockets to ensure that your participation in the exhibition is successful To ensure all your requirements are met please read all the information contained in this manual and complete the forms where appropriate The Service Request Forms should be completed and returned to the Crowne Plaza Hunter Valley with payment prior to the commencement of the exhibition as stipulated in the forms All requests will be processed only after payment and forms have been received OUR DETAILS Should you have any further queries about th2. CROWNE PLAZA HUNTER VALLEY CONFERENCE AND EVENTS CENTRE EXHIBITION AND SERVICE MANUAL VALID TO 31 DECEMBER 2015 CROWNE PLAZA HOTELS amp RESORTS CONTENTS Please note All information in this document is current at the time of printing and may be subject to change at the discretion of the The Crowne Plaza Hunter Valley Management INTRODUCTION bein aa ine biene anden 3 OUR DETAILS 3 RESORT MAP 54 aaia dad 4 ACCESS CROWNE PLAZA HUNTER VALLEY 4 CAR PARKING riaa 4 WORKPLACE HEALTH AND 2 44240 40 40 1100 00 5 0000 5 ACCESS FOR BUMP IN amp BUMP 6 DELIVERIES 7 COLLECTION ea 8 FORKLIFT OR TROLLEY USE 8 VEHICLES AND OTHER 8 RIGEING Le 9 BANNERS AND SIGNS Lunvik 9 DISPLAY 5 Anata
3. Pre payment must accompany this form for goods services to be provided Exhibitor Conference requests ordered less than 10 days prior to the start of an event will incur a 20 late surcharge fee e All orders will be processed once payment and forms have been received A tax invoice will be issued once the goods and services have been delivered e No refunds will be given if the service is cancelled within 3 days prior to the event or the service is not used e Crowne Plaza Hunter Valley is responsible for the cleaning of public areas foyers and exhibition centre These areas are cleaned and rubbish bins emptied on a regular basis by the venue staff Care will be taken in cleaning of exhibitor stands however the venue will not be held responsible for any damage to exhibitor or their contractor s stand furniture product or signage Payment Details Bank Account Details for EFT Payments Trading Name Crowne Plaza Hunter Valley Account Name Schwartz Family Co Pty Ltd trading as Crowne Plaza Hunter Valley Bank Name Commonwealth Bank BSB Number 062000 Account Number 14680517 Credit Card Payments 1 card holder hereby accept the deposits and event costs to be billed directly to my Credit Card Credit Card Number Last 4 digits of card remaining numbers will be taken over the phone Card Type Expiry Date Card Holder Signature I hereby authorise the Crowne Plaza Hunter Valley to process authorised charges to
4. RIGGING Licensed riggers required to perform rigging work at the Crowne Plaza Hunter Valley will be asked to produce their high risk RB RI or RA tickets before they commence work Riggers must complete a hazard analysis and submit this to the Venue seven 7 working days prior to the work being undertaken BANNERS AND SIGNS Exhibitors may hang banners only within the perimeter of their stand No signage will be permitted on the function walls doors or ceilings DISPLAY AND SET UP e No structure can be fixed to the venue structure and must not interfere with adjacent stands e No equipment fittings or materials may be placed in any aisle walkway or in such a position that the access to any designated exit is in any way obstructed Materials used in stand construction and design must not be readily ignitable nor emit toxic fumes should ignition take place e The structure of the building must remain in the same condition as prior to set up Any changes to the building and property of the Crowne Plaza Hunter Valley will be charged to the company at fault All floor plans must be approved by the venue prior to bump in BOOTH FURNITURE The resort will provide 1 x standard trestle table 1 8m x 0 45m and 2 chairs in a exhibition booth Any additional furniture or theming is the responsibility of the exhibitor Please contact the conference organiser for details on preferred contractors ELECTRICAL EQUIPMENT All electrical
5. exhibitors requests must be ordered 10 days prior to the start of an event to allow time for ordering e must accompany this form for goods services to be provided e Exhibitor Conference requests ordered less than 10 days prior to the start of an event will incur a 20 late surcharge fee e All orders will be processed once payment and forms have been received A tax invoice will be issued once goods and services have been delivered e No refunds will be given if the service is cancelled within days prior to the event or the service is not used e All prices quoted are inclusive of GST e are subject to change at the discretion of the management team EXHIBITION AND SERVICE MANUAL 19 CROWNE PLAZA HOTELS amp RESORTS STAND CATERING ACCOUNT FORM CONTINUED Payment Details Bank Account Details for EFT Payments Trading Name Crowne Plaza Hunter Valley Account Name Schwartz Family Co Pty Ltd trading as Crowne Plaza Hunter Valley Bank Name Commonwealth Bank BSB Number 062000 Account Number 14680517 Credit Card Payments 1 card holder hereby accept the deposits and event costs to be billed directly to my Credit Card Credit Card Number Last 4 digits of card remaining numbers will be taken over the phone Card Type Expiry Date Card Holder Signature hereby authorise the Crowne Plaza Hunter Valley to process authorised charges to the above credit card
6. Please note that credit card payments relating to Australian hotels will incur a 3 merchant service surcharge which applies to AMEX Diners amp JCB cards whilst all other cards will incur a 1 5 surcharge Payments made by cash by company cheque or by direct deposit do not incur a service fee EXHIBITION AND SERVICE MANUAL 20 COFFEE CART ORDER FORM Exhibition Conference Name Event Date Stand Number Contact Name on the Day Company Name Address Telephone Fax Email Hire of the coffee cart is 250 00 per day coffee will then be charged on consumption This includes 2 x barista for breaks only Day Date Start Time Finish Time Number of hours Please Note e additional barista 42 00 per hour Monday Friday 44 00 per hour Saturdays 59 00 per hour Sundays 60 00 per hour Public Holiday Minimum 5 hours e coffee cart requests must be ordered 20 days prior to the start of an event to allow time for staffing e Pre payment must accompany this form for goods services to be provided e Exhibitor Conference requests ordered less than 10 days prior to the start of an event will incur 20 late surcharge fee e All orders will be processed once payment and forms have been received A tax invoice will be issued once the goods and services have been delivered e No refunds will be given if the service is cancelled within days prior to the event or t
7. at the responsibility of the exhibitor e Crowne Plaza Hunter Valley staff will ensure the movement of pre delivered goods from the loading dock to a central location in the designated exhibition area provided boxes are within the above limits and are clearly labelled EXHIBITION AND SERVICE MANUAL 7 CROWNE PLAZA HOTELS amp RESORTS COLLECTION e All goods must be removed from the venue by 3 days after the event at the latest e A completed consignment note must be attached to boxes for prompt collection It is advised that exhibitors using a courier service book a pick up time with the courier company of your choice prior to bump out time e Consignment notes should be organised prior to the end of the event Please note that Venue staff cannot sign the dangerous goods declaration customs form f goods need to be collected urgently please advise the venue to discuss how we can help you e It is the exhibitors sole responsibility to arrange return freight If exhibitors depart the venue prior to the freight leaving the venue conference staff must be notified Freight is left at your own risk e Any goods remaining at the hotel 14 days after the conclusion of the event will be deemed abandoned and will be disposed of accordingly charges may apply It is the responsibility of the exhibitor to bring with them any materials they require for packing their boxes at the end of the conference FORKLIFT OR TROLLEY USE If you r
8. 9 9 ELECTRICAL EQUIPMENT 2 222 40 0 100000 9 AUDIO VISUAL cscs ts 10 INTERNET CONNECTIONS AND 10 CATERING FOOD AND BEVERAGE 0 10 STORAGE 10 FIRE SAFETY amp DANGEROUS SUBSTANCES AT STAND 11 SMOKE DETECTOR EA engines 11 LPG USE EXHIBITOR STANDS veinett ed 11 ANIMALS sek 12 FIRE SAFET Yria 12 RESORT WITH EVACUATION 13 se onthe andedieniae scents 13 SECURITY 13 INDEMNITY ashe E E 14 seier 14 CAPACITY 20 15 EXHIBITOR AGREEMENT 16 STAND CLEANING ORDER FORM 0 eee eeeee eens eeeeeeeeeeeeeeeeeeeaeesaeesaeesaaesaeseaeseaeeeaeseeeees 17 INTERNET ORDER FORM
9. Company Name Address Telephone Fax Email Item Price Quantity Date amp Time Total Drumstick Icecream Cones per piece 4 50 Assortment of fruit smoothies per glass 4 50 Whole pieces of fruit 10 pieces 16 00 Cheese Platter serves 15 people 110 00 Antipasto Platter serves 15 people 95 00 Dips amp Breads Platter serves 15 people 50 00 Hot Food Platter serves 15 people 120 00 Sliders Platter serves 15 people 75 00 Sushi Platter serves 15 people 110 00 Sandwich Platter serves 15 people 110 00 Assorted Cocktail Pies Platter serves 15 people 95 00 Mini Dessert Platter serves 15 people 80 00 Fruit Platter serves 15 people 60 00 Bowl of Mentos mints or lollies 1kg 21 00 Bottles of soft drinks 600m bottle 5 00 Peroni per bottle 9 00 Stella Artois per bottle 9 00 Coopers Pale Ale per bottle 7 50 Corona per bottle 9 00 Bimbadgen Sparkling Semillon 750m bottle 38 00 McGuigan Bin 9000 Semillon 750ml bottle 35 00 Tulloch Cabernet Sauvignon 750ml bottle 40 00 Total Charges Alternative wine and beer are available upon request All alcoholic beverages served to guests must be served by RSA certified staff These may be supplied by the exhibitor certification must be presented or hired from the Crowne Plaza Hunter Valley at the cost of the exhibitor Please Note e
10. NSION FLOOR AREA HEIGHT THEATRE BANQUET CLASSROOM CABARET BOARDROOM COCKTAIL 5 m sqm m Cabernet Merlot amp Sauvignon 26 x 45 1170 3 2 1 500 720 780 704 1600 132 Cabernet Merlot 26 x 30 780 3 2 900 440 520 352 1000 105 Sauvignon 26 15 390 32 400 220 230 256 40 450 78 Galleria 5 4x 41 221 3 2 5 2 Exhibition Centre 19 5 x 41 650 3 2 EXHIBITION AND SERVICE MANUAL 15 CROWNE PLAZA HOTELS amp RESORTS EXHIBITOR AGREEMENT FORM Exhibition Conference Name Event Date Stand Number Contact Name on the Day Company Name Address Telephone Fax Email Signature Name Date By signing this agreement means that you agree to all the terms and conditions stated in the Crowne Plaza Hunter Valley Conference and Events Centre Exhibition and Service Manual EXHIBITION AND SERVICE MANUAL 16 STAND CLEANING ORDER FORM Exhibition Conference Name Event Date Stand Number Contact Name on the Day Company Name Address Telephone Fax Email If you require your stand to be vacuumed mopped or dusted prior to the opening or at the conclusion of each day a charge of 25 00 per hour applies Minimum of 1 hour applies Please complete the table below eS CROWNE PLAZA HOTELS amp RESORTS Dates Required Time Cost per day Total charges Please Note e
11. RT MAP Hunter Valley Golf Pro Shop Golf Drop Off Point Conference and Events Centre Centre Tennis Basketball Courts Helipad ist Tee Water Dragons Kids Club Hotel Lobby Main Entrance Restaurant The Lovedale Restaurant and Bar Lovedale Brewery Vista Lounge Tea tree Spa Guest Laundry and Ice Machine swimmi ing Pool Volleyball Court Bocce Court 27 Croquet Lawn 2 chess Set 3 Activities Lawn Se Marquee Wine Country Gazebo z Pergola 4 Amber s of Lovedale Boutique ee Teen Lounge Dragons Express D Dragons Express Station Kids Carousel INSURANCE Exhibitors should also consult their own insurance companies for suitable coverage of their exhibition merchandise and displays in respect of e Insuring exhibits and contents of stands against loss and damage e Expenses incurred due to cancellation or postponement of the exhibition e Additional public liability e Exhibitors may be required to provide proof of insurance prior to arrival at the venue SECURITY Exhibitors must make provisions for the safeguarding of their goods materials equipment and displays at all times Please be security conscious Do not leave wallets laptops mobile telephones or any easily portable items unattended at anytime in your stand The protection of your property is your responsibility It is th
12. de A minimum of seven 7 days notice is required for isolation LPG USE ON EXHIBITOR STANDS The Crowne Plaza Hunter Valley must be notified of intent to install LPG appliances prior to the bump in period Each application is assessed with the safety of the public as its priority The Crowne Plaza Hunter Valley reserves the right to accept or reject any application Should the use of LPG on stands be allowed in the Exhibition Centre the following policies apply e All installations carried out in accordance with the relevant statutory acts and regulations e All applications must be approved for the use in accordance with the relevant acts and regulations e The quantity of LPG held within a stand is to be limited to that amount reasonably consumed in one day e Maximum cylinder size 9kg Approval must be sought for larger cylinders e One cylinder per appliance e Centralised cylinders with appliances connected to a reticulation system is not permitted e Cylinders must be fitted securely to appliances to prevent the cylinder from falling e Cylinders and connections must be protected from damage e Control of cylinders must be accessible by the stand but not by the public e Each evening at the close of the show the LPG must be turned off at the bottle and cylinders must be removed from the building overnight to the loading dock for overnight storage e Security and provision of storage facilities at designated areas is the respon
13. e responsibility of the conference organiser to conduct their own risk assessment prior to the event commencement if required For some events the venue may request a risk assessment to be provided by the organisers depending on the activities being conducted EXHIBITION AND SERVICE MANUAL 13 CROWNE PLAZA HOTELS amp RESORTS INDEMNITY You agree to hold harmless and indemnify the venue its agents affiliates servants and contractors against 1 Loss or damage to any property 2 Claims by the venue or claims by any person against the venue in respect of personal injury or death arising out of or as a consequence of the Client s negligence 3 Any expenses payments costs including costs of any settlement claim demand action or proceeding that may be made against or incurred by the venue arising as a result of the performance or failure to perform your obligations under the agreement LIABILITY You are financially responsible for any loss or damage sustained by the resort caused by yourself the exhibitor or any contractor engaged by you during or after the conference The venue does not accept responsibility or liability for any exhibitor delegate contractor or any other person that may sustain an injury or any other ailment whilst on the venues premises EXHIBITION AND SERVICE MANUAL 14 eS CROWNE PLAZA HOTELS amp RESORTS CAPACITY AND FLOORPLAN CONFERENCE AND EVENTS CENTRE CAPACITIES ROOM DIME
14. e venue or the exhibition please feel free to contact our Events Team at Crowne Plaza Hunter Valley Crowne Plaza Meetings amp Events Team 430 Wine Country Drive Lovedale NSW 2325 Telephone 61 2 4991 0900 Email meetings hunter ihg com EXHIBITION AND SERVICE MANUAL 3 RESORT 5 Hunter Valley Golf Pro Shop Golf Drop Of Point Conference and Events Centre Exhibition Centre Tennis Basketball Courts ith tee Water Dragons Kids Club Hotel Lobby Main Entrance Redsalt Restaurant The Lovedale Restaurant and Bar OG Lovedale Brewery Vista Lounge Tea tree Spa Guest Laundry and Ice Machine swimming Pool volleyball Court Bocce Court Croquet Lawn Chess Set Activities Lawn Marquee Wine Country Gazebo Ambers of Lovedale Boutique Teen Lounge Dragons Express Dragons Express Station Kids Carousel Entrance to Hotel off Lovedale Road ACCESS TO CROWNE PLAZA HUNTER VALLEY All Event Organisers must provide full particulars on exhibition bump in and bump out schedules thirty 80 days prior to the event commencement including on site organisers exhibition contractor major shell scheme contractor freight forwarding company security company rigging contractor and electrical contractor On site event organisers main point of contact must have the capacity to make d
15. ecisions and issue instructions to their staff on instruction from the resort management Only designated service entrances lifts and loading docks are to be used for the transportation of materials CAR PARKING The resort offers complimentary outdoor open air parking for delegates and exhibitors There are a number of designated parking areas located throughout the resort and spaces are on a first come first serve basis Vehicles left onsite are at owner s risk EXHIBITION AND SERVICE MANUAL 4 CROWNE PLAZA HOTELS amp RESORTS CROWNE PLAZA HOTELS amp RESORTS WORKPLACE HEALTH AND SAFETY Any contractors working on site will need to provide copies of both Workers Compensation and Public Liability certificates for all contractors These need to be provided to the venue five 5 working days prior to the event All contractors sub contractors and production companies must undergo a site induction process with the Crowne Plaza Hunter Valley prior to commencing any work All Event Organisers their exhibitors contractors sub contractors and other associated staff are to comply with the Workplace Health and Safety requirements of the venue This compliance includes familiarisation with the fire and evacuation procedures which are established for the venue Anyone not adhering to these requirements may be asked to stop work and consultation may be required before further work can continue All contractors and
16. equipment used by contractors and exhibitors must comply with current Australian Electrical Standards and Workplace Health and Safety Regulations The Crowne Plaza Hunter Valley reserves the right to refuse any equipment used by contractors exhibitors and clients Points to note e Electrical equipment and leads must be currently tested and tagged e Damaged or faulty equipment will not be permitted to be used in the venue e Frayed electrical cables and leads will not be permitted to be used in the venue e The venue does not have a qualified appliance tester on site please ensure that the above is adhered to prior to arrival to avoid potential refusal of access to power e Any person who suffers an electric shock from any piece of electrical equipment must report the incident to hotel staff immediately EXHIBITION AND SERVICE MANUAL 9 CROWNE PLAZA HOTELS amp RESORTS AUDIO VISUAL Our preferred audio visual partner is Scene Change a well established and experienced provider of technical and creative service Scene Change will assist you with audio lighting data and visual requirements for your event Scene Change Daniel Bergan Audio Visual Manager Telephone 61 2 4991 0916 Email dbergan scenechange com au INTERNET CONNECTIONS AND CAPABILITIES Currently the speed of the Wi Fi at the hotel is 20m b The Wi Fi can handle up to 500 guests before internet speeds would be reduced If you require special requirement
17. equire use of the forklift or a trolley this needs to be arranged prior to arriving onsite Arrangements can be made to use the forklift through the Crowne Plaza Hunter Valley Current operating tickets along with public liability insurance must be sighted before use approval is granted Alternatively qualified staff may be made available to operate the forklift Please contact the Event Planner for details It is recommended all exhibitors provide their own trolley due to limited availability VEHICLES AND OTHER MACHINERY e Vehicles must be driven in and out of the building during bump in and bump out of an exhibition at a walking pace e The weight load of the vehicle must be approved by the venue prior to the event e The integrity of the vehicle s fuel and oil system is to be inspected by the exhibitor or their nominated representative before it is permitted to enter the building e All display vehicles and machines must be inspected daily by the exhibitor whilst it is located in the building If a fuel system is found to be leaking the vehicle must be removed from the building for repairs to be carried out e No motor in any vehicle or appliance may be started during an exhibition for demonstrations or any other purpose whilst within the venue All show cars and presentation cars must have oil drip trays in place and must be provided by the exhibitor EXHIBITION AND SERVICE MANUAL 8 CROWNE PLAZA HOTELS amp RESORTS
18. firmation of your booking Please note there will be no access for exhibitors outside of these times without prior written approval from the venue and conference organiser Please note the following e All exhibitors and contractors requiring access to back of house areas must sign in and be issued with a visitors pass prior to entering the premises Passes can be obtained from the banquets department e All exhibitors and contractors must be accompanied by a staff member whilst in back of house areas Venue staff will be on duty in the exhibition area at a designated time period and will assist with escorting exhibitors and contractors e Maximum weight allowed in the exhibition area is 300kg per square meter and the maximum ceiling height is 2 8 metres e The venue reserves the right to charge exhibitors for any damage caused to the resort property during the bump in and bump out process including but not limited to wall and paint damage carpet damage breakages e Charges will apply for the disposal of large items discarded at the venue EXHIBITION AND SERVICE MANUAL 6 CROWNE PLAZA HOTELS amp RESORTS DELIVERIES All exhibition goods being forwarded to the Crowne Plaza Hunter Valley should be marked with a delivery label refer to attached form page 22 Arrangements should be made for goods to arrive on the Exhibitor bump in day or up to two working days prior If the event falls on Del
19. he service is not used e All prices quoted are inclusive of GST e of beverages served Flat white Latte Long Black Decaffeinated Cappuccino Short Black Hot Chocolate Tea e Please note the venue only has two 2 machines for hire Payment Details Bank Account Details for EFT Payments Trading Name Crowne Plaza Hunter Valley Account Name Schwartz Family Co Pty Ltd trading as Crowne Plaza Hunter Valley Bank Name Commonwealth Bank BSB Number 062000 Account Number 14680517 Credit Card Payments 1 card holder hereby accept the deposits and event costs to be billed directly to my Credit Card Credit Card Number Last 4 digits of card remaining numbers will be taken over the phone Card Type Expiry __ 02 Card Holder Signature hereby authorise the Crowne Plaza Hunter Valley to process authorised charges to the above credit card Please note that credit card payments relating to Australian hotels will incur a 3 merchant service surcharge which applies to AMEX Diners amp JCB cards whilst all other cards will incur a 1 5 surcharge Payments made by cash by company cheque or by direct deposit do not incur a service fee EXHIBITION AND SERVICE MANUAL 21 O CROWNE PLAZA HOTELS amp RESORTS DELIVERY ADVICE FORM CROWNE PLAZA HUNTER VALLEY To Address Crowne Plaza Hunter Valley Loading Dock 430 Wine Country Drive Lovedale NSW 2325 From Company Name ___ C
20. iveries will be accepted by the venue no earlier than Monday Previous Thursday Tuesday Previous Friday Wednesday Previous Monday Thursday Previous Tuesday Friday Previous Wednesday Saturday Previous Thursday Sunday Previous Thursday e The Crowne Plaza Hunter Valley does not take nor accept responsibility for the safety of any items delivered stored or dispatched to the site in the absence of the exhibitor agent or contractor e Deliveries can only be accepted on Monday Friday between 08 00 16 00 e Venue labels found on page 22 must be used and fully completed prior to the delivery being sent Any goods that are not labelled correctly or delivered outside of the guidelines stated above may not be accepted by the venue e If you require delivery of non standard Australian pallets larger than 1165mm x 1165mm and or heavier than 1t the truck will require a working tailgate e All hand loaded items need to be under 25kg or have another way of moving them eg attached wheels e The loading dock is located at the front of the hotel just next to the driveway but not on it The dimensions are 9m wide 10 5m deep and 3 4m high and can carry a maximum of 10 tonnes see resort map on page 4 e All delivery vehicles are to enter the property via the Lovedale Road entrance which is noted on the map as stated on page 4 Please note this access is closed of an evening e The cost of conveying goods to and from the venue shall be
21. lier or contractor that they have engaged to carry out work during the course of the event Details can be provided to the Crowne Meetings Planner All third parties booked by exhibitors are to provide the exhibitor with the required legal accreditation licenses and insurances and meet OH amp S requirements This documentation must be able to be presented to the venue upon request All external suppliers and contractors are to be supplied with a copy of this manual and are required to comply with all terms and conditions contained within EXHIBITION AND SERVICE MANUAL 5 CROWNE PLAZA HOTELS amp RESORTS ACCESS FOR BUMP IN amp BUMP OUT Main vehicle access to the Exhibitor Loading Area back of the Exhibition Centre at the Crowne Plaza Hunter Valley is via the turning bay near reference 4 of map see resort map on page 4 Exhibitors guests are required to move their vehicles to the car park after unloading their vehicle The turning bay is for loading and unloading only The general goods loading dock is open from 08 00 to 16 00 Monday to Friday closed on public holidays The Exhibition Centre is open depending on the approved event bump in bump out schedule Under no circumstances are vehicles to be left unattended on the turning bay for a period of over 30 minutes Access to the conference area for bump in and bump out will be permitted during specific times and will be determined by your Crowne Meetings Director upon con
22. ontact Person Address Phone Box Number Function Details Event Name Event Date Function Room Contact on the Day From your company Item Description Does this contain satchel packing material YES Are you an Exhibitor Sponsor at this event YES Does this contain Exhibition booth material YES If so please provide your Exhibition Booth CROWNE PLAZA HOTELS amp RESORTS All deliveries are to be made via the loading dock which is located at the front of the hotel just next to the driveway but not on it All delivery vehicles are to enter the property via the Lovedale Road entrance The loading dock hours of operation are 8am until 4pm Monday Friday PLEASE AFFIX THIS LABEL TO ANY MATERIALS BEING SENT TO THE CROWNE PLAZA HUNTER VALLEY Goods will be accepted between the hours of 8am and 4pm Monday Friday two 2 working days prior to the event CROWNE PLAZA HOTELS amp RESORTS EXHIBITOR RETURN NOTE CROWNE PLAZA HUNTER VALLEY COLLECTION FROM Crowne Plaza Hunter Valley 430 Wine Country Drive Lovedale NSW 2325 Goods will be available for collection between the hours of 8am and 4pm Monday Friday DELIVER TO EVENT DETAILS Event Name Company Name Company Contact Mobile Telephone Consignment Note Number Courier Company Box of Please note it is the responsibility of the Exhibitor to book their own return courier prior to departing the ho
23. rs and fire hose reels must at all times be visible and accessible and must not be removed from their correct location Fire Proof Materials Any materials used in stand construction or for display purpose must conform to the following standards Non combustible and inherently non flammable material Durable flame proof fabric Self extinguishing plastic Plywood hardwood pulp board or fireboard is to be rendered flame resistant by a process deemed acceptable by fire authorities Fire Fighting Equipment Should construction of stands and exhibits create a potential smoke locked area or create an area not serviceable by the existing sprinkler system the management of the exhibition venue may require the smoke detection emergency lighting and exit lighting systems be extended to cover the stand or exhibit areas by the exhibitor Evacuation Procedure There are two 2 emergency alert tones Alert tone Beep Beep Beep Advising an emergency situation is being investigated Do not evacuate at this time please follow instructions from PA system or venue staff Evacuate tone Whoop Whoop Whoop The emergency situation requires immediate evacuation to the hotels emergency assembly point see map below please follow instructions from PA system or venue staff Remain calm do not run amp do not use lifts EXHIBITION AND SERVICE MANUAL 12 O CROWNE PLAZA HOTELS amp RESORTS RESORT MAP WITH EVACUATION POINTS RESO
24. s you need to direct these to the hotel in advance so these requirements can be assessed prior to your arrival order form on page 18 CATERING FOOD AND BEVERAGE ACCOUNTS For the convenience of exhibitors we have put together some suggestions for food and beverage on the catering form located on page 19 amp 20 which can be pre ordered and consumed at various exhibition booths during an exhibition Please complete the account form and sign and return no later than ten 10 working days prior to the event The Crowne Plaza Hunter Valley has the sole catering rights to all food and beverage products Exhibitors are not permitted to bring any food and beverage into the venue from outside caterers or supplier without explicit permission from the Event Planner It is understood that some exhibitors will be required to provide product samples during the course of the event Approval to distribute any food and beverage product samples must be obtained prior to the event Please contact the Crowne Meetings Planner to confirm these arrangements STORAGE Goods will only be accepted in line with the deliveries section as stated on page 7 Any goods that arrive outside of the guidelines the venue has the right to decline the delivery Materials for packaging crates boxes etc should be labelled and removed from the premises during exhibition open hours Packing materials may only be stored at your stand if they are out of sight and must be contained
25. sibility of the Event Organiser e All installations must be tested for leaks prior to each operational period by an approved sniffer device e g AGL snoop or by electronic detectors e An appropriate fire extinguisher must be present on every stand where LPG is being used risk assessment must be completed a minimum of days prior to the event and after which consent may be granted by the Crowne Plaza Hunter Valley EXHIBITION AND SERVICE MANUAL 11 CROWNE PLAZA HOTELS amp RESORTS ANIMALS No animals birds fish etc with the exception of Guide Dogs are permitted in the venue at any time except as an approved exhibit or as part of an approved activity or approved performance requiring the use of animals Such animals that are permitted must be under control in a pen or on a leash and at all times remain the full responsibility of the exhibitor Written approval must be obtained prior to any animal other than Guide Dogs entering the venue Permission must be sought to leave an animal on site overnight FIRE SAFETY Flammable Products e materials used in stand construction and decoration are to be fire retardant and conform to Local Statutory Building Regulations e The storage of any flammable liquids or fuel within the exhibition is not permitted e Motor vehicles or any other mechanical appliances displayed within the exhibition venue must contain a minimum amount of fuel e Fire extinguishe
26. sub contractors must review comply and acknowledge our Workplace Health and Safety policies and procedures before work can commence on site All workers performing duties on site are required to attend a short induction outlining the venue evacuation procedures and general Workplace Health and Safety standards The following procedures and requirements are to be adhered to by all contractors working on the premises of the venue regardless of whether they are providing services directly to the Crowne Plaza Hunter Valley or are working for an Event Organiser Failure to comply will place the contract entered by the InterContinental Hotels Group trading as Crowne Plaza Hunter Valley and the Event Organiser in jeopardy High visibility vests and enclosed shoes must be worn at all times during bump out High visibility vests must be brought on site with the exhibitor or contractor All custom build booths must be pre approved by Crowne Plaza Hunter Valley a plan of the custom build booth must be provided no later than thirty 30 working days prior to the event Consumption of illicit substances or alcohol is strictly prohibited of all Event Organisers contractors sub contractors and production company staff during bump in and bump out Smoking is not permitted within the Crowne Plaza Hunter Valley conference and events space EXTERNAL CONTRACTORS All organisers and exhibitors are required to submit details of any external supp
27. tel A consignment note MUST be completed by the Exhibitor The hotel will not book couriers on behalf of Exhibitors CROWNE PLAZA HOTELS amp RESORTS Scere SCENE CHANGE POWER BOARD amp POWER LEAD HIRE Date of Function Name of Function Booth Number and Name of Booth Power boards Required 4 way Power leads required 3m e Power boards and power leads can be hired 10 00 each Card Holder s Name please print Total Amount to be Charged Type of Card Last 4 digits of card Remaining numbers will be taken over the phone Expiry Date hereby authorise Scene Change to charge the above credit card above for the specified amount Authorised By Signature Date Postal Address Phone Number Email Address All charges must be paid 7 days prior to commencement of event by credit card If payment is not received your service will not be processed Please return to above form to Dan Bergan 61 2 4991 0916 61 432 395 488 dbergan scenechange com au EXHIBITION AND SERVICE MANUAL 24
28. the above credit card Please note that credit card payments relating to Australian hotels will incur 3 merchant service surcharge which applies to AMEX Diners amp JCB cards whilst all other cards will incur a 1 5 surcharge Payments made by cash by company cheque or by direct deposit do not incur a service fee EXHIBITION AND SERVICE MANUAL 17 INTERNET ORDER FORM Exhibition Conference Name Event Date Stand Number Contact Name on the Day Company Name Address Telephone Fax Email Wired or Cost Per Unit Number required Multi user Cabled or Cost Cabled please tick Wireless 2 hours 9 95 Wireless only 24 hours 18 95 48 hours 27 95 A Total Charges A cable set up fee is required with all cabled internet requests 100 00 A cabled or multi user internet connection will conclude at end of time limit A wireless internet connection will allow you to log in and out by shutting down the web browser giving you the specified amount of access time Please Note e exhibitors requests must be ordered 10 days prior to the start of an event to allow time for installation e must accompany this form for goods services to be provided e Exhibitor Conference requests ordered less than 10 days prior to the start of an event will incur 20 late surcharge fee e orders will be processed once pa
29. within the booth area Once the event has concluded all goods should be removed from the venue by the next working day If you have any delays in pick up please notify your Event Planner Please note that storage space is limited should you require storage for large displays or equipment please contact the venue prior to arrival to confirm availability and arrangements EXHIBITION AND SERVICE MANUAL 10 CROWNE PLAZA HOTELS amp RESORTS FIRE SAFETY amp DANGEROUS SUBSTANCES AT STAND An exhibitor must not bring in or use at the exhibition site dangerous and hazardous goods or equipment such as poisonous gas fuel noxious materials or other flammables and equipment using such flammable materials as gas stoves and electric stoves without prior consent from Crowne Plaza Hunter Valley management Even if consent is given it will be subject to adequate precautionary measures being taken and will comply with all ordinances and laws of New South Wales and the Commonwealth of Australia SMOKE DETECTOR ISOLATION Please be aware that smoke detectors are in place throughout all conference amp event rooms Items such as smoke steam and vapour may trigger this device Therefore it is imperative that you advise your Event Planner prior to arrival to the venue and arrange for Smoke Detector Isolation if necessary If the detectors are set off due to client or exhibitor negligence a charge will be passed on directly from the NSW Fire Briga
30. yment and forms have been received A tax invoice will be issued once goods and services have been delivered e No refunds will be given if the service is cancelled within days prior to the event or the service is not used e All prices quoted are inclusive of GST Payment Details Bank Account Details for EFT Payments Trading Name Crowne Plaza Hunter Valley Account Name Schwartz Family Co Pty Ltd trading as Crowne Plaza Hunter Valley Bank Name Commonwealth Bank BSB Number 062000 Account Number 14680517 Credit Card Payments 1 holder hereby accept the deposits and event costs to be billed directly to my Credit Card Credit Card Number Last 4 digits of card remaining numbers will be taken over the phone Card Type Expiry Date _ 0 Card Holder Signature hereby authorise the Crowne Plaza Hunter Valley to process authorised charges to the above credit card Please note that credit card payments relating to Australian hotels will incur a 3 merchant service surcharge which applies to AMEX Diners amp JCB cards whilst all other cards will incur a 1 5 surcharge Payments made by cash by company cheque or by direct deposit do not incur a service fee EXHIBITION AND SERVICE MANUAL 18 eS CROWNE PLAZA HOTELS amp RESORTS O CROWNE PLAZA HOTELS amp RESORTS STAND CATERING ACCOUNT FORM Exhibition Conference Name Event Date Stand Number Contact Name on the Day
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