Notes for Exhibitors

Conference

Saturday to Saturday, November 10 - 17, 2018

Exhibition

Monday (see below), through Thursday, November 12 - 15, 2018

Venue

International Convention Centre Sydney, 14 Darling Drive, Sydney, NSW 2000, Australia

Monday, 12 Nov

Decorator Set up – 8 AM to 12 noon
Exhibitor Set up – 12 noon to 6 PM

Tuesday, 13 Nov

Exhibitor Set up – 7 AM to 11 AM
Decorator clean-up – 11 AM to 12 noon
Refreshment break – mid-afternoon
Exhibition Open for attendees – Noon to 7:30 PM, with Exhibitor Happy Hour starting at 6 PM

Wednesday, 14 Nov

Exhibition Open for attendees – 9 AM to 6 PM.
Refreshment breaks – mid morning and mid afternoon

Thursday, 15 Nov

Open for attendees – 9 AM to 4 PM.
Refreshment breaks – mid-morning and mid-afternoon
Exhibition dismantling and removal - 4 PM -11 PM

Friday, 16 Nov

Exhibition removal – 7 AM to 11 AM – Clean by Noon

Each booth space (3 m x 3 m) comes with

• One full conference registration with admittance to the NSS-MIC Technical Program and
• Two staff registrations with admittance to the exhibition area only.

We will send you codes by e-mail in August 2018 for you to register your staff for free. Please distribute the codes to your staff team or use the codes yourself if you are in charge of making the staff registration.

Staff registration upgrades to full conference registrations can be made by paying the full registration price less AUD 300 and may be requested by e-mail after August 2018.

Additional staff registration(s) at AUD 300.00 may be requested by e-mail after August 2018. Exhibit Staff are not permitted in the technical sessions.

Additional full registration(s) can be made on the registration website. Off hour exhibition area access can be added when you pick up your badge.

All requests regarding staff registration should be addressed to:
EventClass GmbH, phone: +49 351 30900031, e-mail: ieee@eventclass.com

Information regarding visa requests can be found here.

Exhibit materials may not be sent directly to ICC Sydney. It is recommended that a broker be used to receive your freight, process through customs, and deliver to the conference when needed.

The conference has arranged for Agility Fairs & Events to assist those companies who need help in shipping to and from Sydney, dealing with Australian Customs, delivery to your booth, and return shipment of your booth materials.

To use this service, you must contact Agility directly. The conference has no contract with Agility.
Below is all the information you need about the services they offer and contact information.

Agility Fairs & Events - International Event Logistics & Freight Forwarding
International Shipments
Agility Fairs & Events are your Global Exhibition Logistic Specialists. We offer a full door-to-stand service, handling shipments from collection almost anywhere in the world, shipping via air or sea, focused processing through Australian Customs and handling onsite to your stand.

Please contact our appointed Event Specialist to get full instructions and a bespoke door – door quotation

Agility Fairs & Events Australian Central Contact for this Event:

Richard Melchionna
e-mail:rmelchionna@agility.com and expoeasy@agility.com
Fax:+ 61 3 9330 3337 for the attention of Richard Melchionna

Please contact Richard and we will put you in contact with your local Agility Fairs & Events office or one of our trusted affiliate partners so you can deal with someone local and in the same time zone.

If you chose to send your cargo via Courier or another forwarder then Agility Fairs & Events can still assist with delivery of goods via our Advance Warehouse - Please follow the below instructions:

• Pre-alert – send pre-alert to designated coordinator prior to arrival of goods including:
  Signed Service Agreement including billing address, payment details and delivery instructions
  Shipment tracking number, consignment note or waybill
• Duties & Taxes – ensure all Duties and Taxes are pre-paid. Agility Fairs & Events will not accept any charges from your arranged courier
• Payment – payment for services must be arranged prior to delivery at the exhibition site.

Exhibitors who intend to use the advance warehouse need to arrange payment prior to shipment being delivered to stand.

Note: Courier and/or express parcel companies do not have the capacity to handle temporary import customs clearance. For exhibitors with high value display items for display and to be re-exported from Australia, or shipments exceeding 100 KGs in total weight please contact us immediately for a tailored quote.

Consignee & Marking
To ensure your shipment arrives in our warehouse, please use the below shipping address and labelling:

Failure to label shipments correctly, or to pre-alert Agility F&E of incoming shipments can lead to cargo not making the event. A Courier automated notification is not a pre-alert and is not sufficient to ensure correct handling or delivery of your cargo. All shipments must be pre-alerted to
Richard Melchionna rmelchionna@agility.com

Advance Warehouse Charges & Payment
For Charges and Full Guidelines in regards to our Advance Warehouse, please contact
Richard Melchionna rmelchionna@agility.com

Deadlines
Courier shipments must arrive in our depot at least 5 working days prior to move-in.
Failing to send a signed service agreement & pre-alert in due course may cause your shipment not to make the show site.
Please send your documents to our designated coordinator for this event:

Richard Melchionna rmelchionna@agility.com
Fax: + 61 3 9330 3337 for the attention of Richard Melchionna

The conference has contracted with Exponet to supply the booths and any furniture and fixtures you may need in your booth during the exhibition. You will contract and pay directly to Exponet for all purchases from them.

ExpoNet – Preferred Exhibition Supplier
ExpoNet is the preferred exhibition supplier for the exhibition area at NSS MIC 2018. ExpoNet has developed an Online Exhibitors Kit (OEK) for ease of ordering exhibition requirements for the event. ExpoNet Exhibitor Services will forward the link, user name and password for the OEK soon after you receive this manual. Please use the OEK to complete the forms for your stand requirements, including fascia and signage, lighting and power, stand modifications, shelving, slatwall, furniture, audio visual.

If you have any questions regarding your shell scheme booth or the OEK please contact ExpoNet directly.

ExpoNet Exhibitor Services Department

*** Please mention the NSS-MIC 2018 and your stand number

Each booth space includes:

• 2.5m high walls (Aluminum frame with white infill panels) on 3 sides (Side walls may be removed on corner booths)
• 3m wide x 22cm high identification sign above the front
• Two energy efficient track lights per 9m2 space
• Carpeted room
• Electric power (1 kw at 220 V 50 Hz)

General request regarding the exhibition should be addressed to:
Dr. Ron Keyser, Industrial Program Chair, e-mail: ronkeyser@ieee.org

• Time slots are available on a first come, first served basis
• Twenty-four time slots are scheduled
• You must submit an abstract to reserve your selected time slot
• The time slot cannot be changed after the abstract has been submitted

• Available from July 02, 03.00 p.m. (CEST)
• The deadline is October 01, 2018
• Link to submission system: www.eventclass.org/contxt_ieee2018/
  Once you have created your account please go to submissions → submit a new contribution → select Exhibitor Technical Sessions → start submission and follow the instructions which will be given online.

• Author(s)
• Affiliation(s)
• Title of your submission
• Content (max. 2 000 characters)
• Limited to one abstract (presentation) per exhibitor

• Your presentations should be aimed at providing basic technical information on the usage and performance of a product or service
• Sales presentations should be avoided
• Each talk will be 18 minutes in length (questions or discussion included)
• At the beginning of November 2018, you will be asked to submit your presentation online.
• Please upload your presentation before 18:00 (GMT+10) Monday, November 12, 2018
• You can select to have your presentation available in the conference program or not during the upload. If selected, your presentation will be available in the online program about 1 hour after your talk.

Please have your abstract prepared before you start the submission process. Create your personal account as shown in the submission process. We expect that the most preferable time slots will be taken quickly.

General request regarding the Exhibitor Technical Session should be addressed to:
Dr. Ron Keyser, Industrial Program Chair, e-mail: ronkeyser@ieee.org