Welcome to the Victorian Healthcare Week 2023.
Please take the time to read this manual.
Even if you have exhibited with us before you need to read the information below.
This manual is a guide for you and your team and we have included a planning chart at the end of this document to help you keep track of deadlines.
MCEC, Melbourne Convention and Exhibition Centre, Melbourne, VIC, Australia
Exhibition bays 1 & 2 (Door 1). See map on page 2.
Stand out and make your experience stress-free with the support of a world class venue. From stand catering to utilities and activity permissions, MCEC have you covered. Explore the MCEC Exhibitor Resources here.
Feel free to ask questions or make custom requests - the experienced team is there to assist and guide you every step of the way.
Depending on what you have purchased, we have two types of exhibition packages.
1.
2.
SPACE ONLY
SHELL SCHEME
SPACE ONLY exhibitors have purchased bare space and need to organise a stand builder to create their display. Standard power to the site is included. Plans need to be submitted to the venue to receive a permit to build.
SHELL SCHEME is booth supplied option (below). The show builders (in this instance Harry the Hirer) will build you a basic shell, with power, lighting and in most cases carpet. The shell scheme also includes a small sign (fascia) across the top of your booth.
Bump in and Bump out are the terms we use to mean build and dismantle. Bump in- build the event and Bump out - dismantle the event. There are two different times for exhibitors depending on what sort of stand you have and what you are displaying.
During bump in and bump out all persons on site must wear hi vis clothing and closed toe shoes. Children under the age of 15 are not permitted onsite during bump in or bump out.
Tuesday 17 October 10am - 6PM SPACE ONLY exhibitors and their contractors.
Tuesday 17 October 2pm - 6PM SHELL SCHEME exhibitors and their staff.
Thursday 19 October 4pm - All exhibitors.
Friday 20 October 7am - 1pm - Show Contractors and freight removal.
Once all visitors have left the hall, we will be given the all clear via security to begin dismantling the show. Make sure you have your packaging equipment with you and your return labels. Anything left behind after 1pm on Friday will be taken to our freight providers warehouse at your cost.
MCEC has two loading docks, one for the Convention Centre and one for the Exhibition Centre. Both loading docks are accessed from Normanby Road.
MCEC do not allow vehicles to park at any time. MCEC have a 30-minute parking limit for dropoff/pick-up of goods during the move-in/move-out period.
To be accepted, all event deliveries must:
Be delivered by courier or freight forwarder to the loading docks the day prior to the exhibition. Have the correct delivery label attached.
You can download the delivery label from the Exhibitor Portal.
The show team has organised a specialist freight and dock management company to ensure exhibitors have a seamless bump in and bump out. It is the organisers recommendation that exhibitors employ GEL EVENTS to manage their freight to and from the MCEC to ensure their goods are onsite at the right place and time. Details are on the preferred supplier page.
A forklift and driver will be available for exhibitors freight during bump in and bump out. If you have oversize items or a lot of items to bump in, please contact the Operations Director, Rachel HobbsPrice to discuss.
Contractors must contact GEL Events (our providers) to check forklift availability.
Complimentary pallet jacks and trolleys will be also be available to use.
Forklifts will not be available during the show hours.
During; bump out - after 4pm (Thursday 19 October), and only once all visitors have left, will the forklift be able to enter hall.
If you require banners hung above your stand. You will need to organise rigging either via Harry the Hirer or the venue MCEC.
You will need to fill out and book rigging for any overhead signage requirements.
Before coming on site please test and tag every piece of electrical equipment.
Occupational health, safety and environmental management are our priority and we always work towards best practice.
All exhibitors or any person in the venue during bump in/bump out will need to complete the venue online induction 72 hours before entering the venue. Reminder your hi vis and closed toe shoes.
All exhibitors at the venue during bump in/bump out must complete the exhibitor venue induction. HERE
Those who are there during show open hours only do not need to complete induction.
Just a heads up - it's super important for everyone at the venue to sign in and out using the Contractor Management System (LinkSafe). You can easily do this by scanning the QR code posters at exhibition bay entry points or by talking to event security.
If you are experiencing issues or have any queries about the induction, you can email MCEC:
cms@mcec.com.au
Please find below a list of preferred suppliers for the event. You are welcome to use your own suppliers, however, please note any suppliers outside of those listed below will need to be approved by both the operations manager and the event venue no later than 4 weeks prior to the event date
Supercharge your stand with indulgent treats that celebrate Melbourne. MCEC exhibitor stand catering menu has an enhanced focus on plantbased and allergy-friendly offerings made with fresh, sustainable ingredients.
Need internet or phone services? MCEC resilient, state-of-the-art network connects the most complex events.
Want to hire an MCEC coffee cart? Book a machine or coffee cart by Coffee Mob, our exclusive trusted provider.
Need approval for your external coffee cart? Whilst MCEC provides coffee cart packages, you can use another supplier.
AV
Want tech equipment or need support?
We can provide a range of screens, mics, speakers and help with configuration.
Please book all MCEC services using this link:
There are multiple car parks within the immediate vicinity of MCEC Please be advised that the car parks are not managed by MCEC and for any queries, please contact the car park management directly.
Complimentary cloak room facilities are located adjacent to the customer service desks at both the Convention and Exhibition Centre For large dinners of more than 500 guests, dedicated cloak room facilities may be set up closer to your event space. This is subject to availability and charges may apply Please speak to your Event Planner for more information
MCEC’s main first aid room is located off the Convention Centre foyer, adjacent to the security control room. A smaller first aid room is located off the Exhibition Centre foyer. Please contact security for first aid assistance on +61 3 9235 8333
MCEC Free Wi-Fi is shared by all conference guests, event attendees and general public in the building during your event. It's not just for event guests and is not designed to provide a guaranteed number of concurrent users for a particular event in a particular location. It is suitable for basic internet browsing, web-based email, Facebook, Twitter, MSN Messenger, Yahoo Messenger, Skype, Google Talk and IMAP/POP3/SMTP email
However it is not suitable for streaming video, VPN connections, peer-topeer file sharing, running internet-based workshops or presentations Speak to MCEC Exhibitor Services for further information
All electrical leads intended for use within the venue need to be tagged and tested in accordance with Australian Standards prior to use on site. This includes any brand new leads.
MCEC are the only centre in Australia to offer onsite accommodation, with the five-star Pan Pacific Melbourne and Novotel Melbourne South Wharf directly connected via private internal walkways. Pan Pacific Melbourne can be accessed via Level 1 of the Convention Centre. Novotel Melbourne South Wharf can be accessed via the ground floor of the Exhibition Centre
The exhibitor portal is the place where you find information and requirements to exhibit. You will upload your logo and company bio and register staff working at the show.
Accessing your portal:
To access your portal, check your portal welcome email for the link and secure login details. If you have not received the welcome email with the link, please email us right away.
This tab on the portal has a checklist of items we need from you. Please ensure you meet the specified deadlines as these cannot be extended
Logo: Upload your logo in high resolution. This will be the logo used on all onsite signage and promotional materials. We are not responsible for inaccuracies or errors in promotional materials and signage. Please supply a good quality pdf or 300dpi file.
Company category: Select your company's solution category from the dropdown box.
Register your team: Register your team members, the staff who will be working on your stand.
Make sure your contact details are correct in the portal If you are not the right point of contact for this event, you can update your details anytime in the portal.
Forms: Fill out any necessary venue approval forms and send them to the exhibitions services team for approval:
Custom Stand Forms
Venue Sampling forms
Venue Food and Beverage Forms
Venue Internet Hire Forms
Loading Dock Freight Label
Important Event Information: This tab includes:
Getting to the venue Accomodation recommendations
Bump in and out information
Delivery labels for couriers
Your exhibition stand - What's included for SPACE ONLY packages.
Your exhibition stand - What's included for SHELL SCHEME stand packages
Customised banners and email signatures - Let your clients and prospects know that you will be at the event and increase traffic to your stand.
Customised HTML email – send an email to your network to set up meetings at the show.
Promote activations/prize giveaways: Let us know what activations or prize giveaways you plan to run at your stand so we can promote to our visitors and on socials pre-event.
EXHIBITOR PASS: As part of your package, you have been provided with an unlimited number of exhibitor passes.
As well as allowing access for your team to work at your stand, the passes provide access to all free-toattend sessions at the show.
Please register your team via the Exhibitor Portal.
EXHIBITOR-SPEAKER: If you have a speaking position on one of our (paid delegate) conference theatres, you will be provided with 2 x complimentary passes to the conference steam you are affiliated with. This will include a lunch voucher, per pass.
To register the 2 x complimentary conference passes please contact your account manager for the event so we can get passes registered.
Unless you are a Exhibitor-Speaker, exhibitor passes do not include catering onsite at the event.
There are a food trucks and cafes onsite for the team to purchase food and beverages, throughout the show.
Plan updated 30/7/23.
