Operations Manual
Contents
Welcome6
Contact Accessibility Purpose of this Manual Definitions Bookings and Licensing Fees and Charges Damage Insurance Liability Responsible Service of Alcohol MCEC Additional Services
MCEC Directory
8
9
10
10
12
12
13
14
14
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15
16
Your Event at the Melbourne Convention and Exhibition Centre 20
Your Licence Agreement Your Event Details Safety within the MCEC Daily Operating Sheets
Finalisation of Accounts 20
20
21
22
22
Melbourne Exhibition Centre (MEC)24
Exhibition Bays 24
Services 26
Access 27
Load Limits 28
Suspending 28
Event Floor Plans 29
Exhibition Stand Construction and Design 29
Fire Safety 30
Event Move In and Move Out 30
Accessing Services 30
Lighting 31
Food and Wine 31
Food and Wine Sampling 31
Cleaning32
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Meeting Rooms at the MEC Level 2 Clarendon Rooms Level 5 Clarendon Rooms Concourse Foyer 35
35
36
Melbourne Convention Centre 39
Loading Dock Move In and Move Out
Truck and Vehicle Lifts Technology Services Technical Specifications
MCEC Wireless
Event Signage Accessing Services Food and Wine Cleaning Meeting Rooms at the MCC Melbourne Room Meeting Room Dimensions and Capacities Foyers Event Registration The Plenary Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual
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Capacities Operable Walls Blinds Access Stages Audio-Visual Contractors Sound and Lighting Operators Signage Ticketing Ushers 3
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Event Operations Event Planning Catering Services Terms of Security Occupation Health and Safety and Egress Event Safety Plans Risk Assessment Event Sign-Off Exhibition Manuals Outdoor Areas Ticketing Melbourne Exhibition Centre Signage
Melbourne Convention Centre Signage
Car Parking Loading Docks Plant and Equipment Cleaning Waste Removal Exhibition and Stand Guidelines Floor Plans Concourse Display Builds Entry Features Stand Design and Layout Raised Floors Working from Heights Exhibits Requiring Written Approval Motor Vehicles Exhibition Inspection Exhibition and Stand Approval Exhibition Certification Exit Signs General Safety Requirements Smoke Detectors Dangerous Goods 62
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Welcome to the Melbourne Convention
and Exhibition Centre (MCEC)
WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
Welcome
Welcome to the Melbourne Convention and Exhibition Centre (MCEC), one of the world’s most outstanding convention,
exhibition and events venues.
The MCEC’s facilities have been created to provide the perfect venue for events of every size and type.
Our role is to work with you to use these facilities to achieve the best possible outcome for your event.
This manual provides you with important information that you will require to plan and manage your event. It contains key details
about the MCEC and the facilities and services available to you.
For more detailed information about any area of the centre or our operations, please contact your Event Planner or call us on
+61 3 9235 8000.
The MCEC reserves the right to alter the provisions stated in this manual due to any relevant acts, regulations, Australian
Standards being amended or building permits issued under relevant legislation of building notices or infringement notices served
on or within the building. Definitions of terms used in this manual can be found on the final page of the document.
Melbourne Convention and Exhibition Centre
The MCEC is Australia’s largest and most versatile convention and exhibition centre.
The Exhibition Centre opened in 1996 and in 2009 the Convention Centre, hotel and commercial precinct were completed.
The MCEC is located in the heart of Melbourne on the banks of the Yarra River, close to the central business district, shopping
and restaurants, adjacent to the Crown Entertainment Complex.
Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012
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WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
MCEC Location within Melbourne Including Public Transport
Contact
Melbourne Convention and Exhibition Centre
GPO Box 777
Melbourne 3001
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Taxi ranks are located outside all major hotels within the CBD, Southern Cross Station, Crown Casino Complex
and Hilton Hotel South Wharf.
Coach pick-up and drop-off bays are located at the front entrance of each building. These bays are for drop off and
pick-up only, coach parking is not permitted. Please discuss your requirements with your Event Planner.
Convention Centre
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Disabled Access
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Security
Door Numbers
Polly Woodside
Stairway
Tramline
Taxi Rank
96 Tram Number
Bike Racks
Cloak Room
Lift
Prayer Room
Bike Share Station
Customer Service
Parents Room
Public Access
www.visitmelbourne.com (Melbourne Visitor Information)
7
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Convention Centre Place
Trams: run along Spencer, Clarendon and Flinders Streets.
Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual
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Trains: Southern Cross Station is a seven minute walk from the MCEC.
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www.metlink.com.au (Public Transport Information)
Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012
ATM
8
WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
Melbourne Convention and Exhibition Trust
The Licensor of the MCEC is the Melbourne Convention and Exhibition Trust (MCET), which was established under the
Melbourne Convention and Exhibition Trust Act 1996.
Melbourne Convention and Exhibition Centre – Postal Address
GPO Box 777
Melbourne 3001
Loading Dock Addresses – for deliveries
Melbourne Exhibition Centre Loading Dock – South Wharf, Victoria 3006, Australia.
Enter off Normanby Road to the open air loading dock located along the back of the Exhibition Centre.
WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
If a guest requests a wheelchair on-site without pre-booking, MCEC will require the name of the borrower, a contact telephone
number and one form of ID.
When a guest returns a wheelchair to MEC Customer Service or MCC Concierge, the wheelchair will be checked to ensure it is still
in good working order. Guests are advised that MCEC wheelchairs must not be used outside of the complex.
MCC Concierge:
+61 3 9235 8310
MEC Customer Service:
+61 3 9235 8302
Purpose of this Manual
This Operations Manual is designed to assist organisers to plan their events within Australia’s largest and most flexible convention
and exhibition centre.
Melbourne Convention Centre Loading Dock – South Wharf, Victoria 3006, Australia.
Enter off Normanby Road, proceed down the ramp to the loading dock located underneath the Convention Centre.
This manual contains operating procedures as well as technical details of the Melbourne Exhibition and Convention Centre
buildings and precinct.
Accessibility
It is the responsibility of the Licensee to ensure that the requirements set out in the manual are observed and performed by
themselves, all exhibitors, contractors, sub-contractors, associates and their agents.
Through its Accessibility Action Plan, the Melbourne Convention and Exhibition Trust (MCET) works proactively to ensure that the
MCEC provides an environment for visitors, contractors and staff that is inclusive and addresses the needs of all users of our venue.
Parking is available for people with disabilities in the Melbourne Exhibition Centre car park. Accessibility parking locations are near
entry doors 1, 6 and 10, which have lift access to the concourse and exhibition area on Level 1. To access Level 2 or Level 5 a
separate elevator is located behind the customer service desk. Accessibility parking is also available in the South Wharf car park.
Easy access to trams and taxis is via a ramp outside the main Clarendon Street entrance.
Accessibility toilets are situated in the MEC behind the customer service desk, along the concourse and also on Level 2 next to the
organiser’s suites. Inside the exhibition area, toilets are located on either side of the kiosks.
A telephone providing ease of use for visitors in wheelchairs is located with our other public telephones on the MEC concourse.
A TTV telephone suitable for hearing-impaired people can be found adjacent to the ATMs on the MEC concourse.
Accessibility access to the Convention Centre is via the four main entrances. To access all levels of the Convention Centre, lifts are
located within the main foyer.
Updates to Information Contained in this Manual
The information contained in this manual is current; it will be necessary to issue updates and/or changes to information contained
in this manual from time to time. A record of the distribution of this manual has been maintained, so that changes to the
information can be forwarded to all people holding a copy of this document.
Alterations to this Manual
The MCEC reserves the right to alter the provision stated in this manual due to any relevant Acts, Regulations, Australian
Standards being amended or building permits issued under relevant legislation of building notices or infringement notices served
on or within the building.
Definitions
Bay
Accessibility toilets are also available on each level of the Convention Centre. An ambulant toilet is available in all toilets situated
within the Convention Centre.
‘Bay’ is an MEC-specific term and refers to any one of 20 floor areas (and the air space above the same up to the ceiling of the
MEC) between the notional parallel lines that any two ceiling trusses would make on the floor of the MEC below the trusses and
between the north and south walls of the Exhibition Hall.
Hearing Assistance
Contractor
The Melbourne Convention Centre rooms, excluding cantilever rooms, are equipped with a radio transmission style hearing
assistance system. Rooms fitted with hearing assistance have an assigned radio channel with programmable receivers. The receiver
can be fitted with two types of transducers:
Is a company or person who provides a service or equipment to be used in connection with any event held at the MCEC.
Egress
•standard headphone; and
Refers to an exit or way out; the process of exiting or leaving.
•lanyard-style induction loop that works with hearing aids fitted with a switch.
Engineer
These receivers can be collected from the concierge desk located at the MCC Porte Cochère entrance.
Suitably qualified engineers appointed by either the Organiser, Exhibitor or Contractor who are qualified building practitioners in
the state of Victoria and are registered with the Building Control Commission.
Please contact your Technology Services Co-ordinator prior to your event, to discuss your specific hearing assistance requirements.
This will enable the units to be pre-programmed prior to your guests arriving on-site.
The Provision of MCEC Wheelchairs to the Public
A limited number of wheelchairs are available for loan to guests on-site during events. This service is provided by the MCEC free
of charge.
Guests can pre-book a wheelchair by contacting either MCC Concierge or MEC Customer Service on the contact numbers below.
We will require the following information:
•date of the booking, i.e. today’s date;
•date and time the wheelchair is required; and
Exit signs
Electrically powered illuminated exit sign (with the necessary battery reserve power supply) complying with Australian standards.
The sign will have a supplementary white arrow if required.
Photoluminescent exit signs are only permitted if they comply with the Hendry Group report specifically addressing the
MCEC requirements.
Event
‘Event’ refers to any activity such as an exhibition, convention, performance or function for which the Centre or any part of it is
used by the Licensee.
•name of the borrower and contact telephone number.
Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual
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Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012
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WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
Definitions (cont.)
Bookings and Licensing
Event Planner
The Sales and Marketing Department liaise with the client through the initial period of enquiries, tentative bookings,
confirmation of bookings and event licensing. The department is also responsible for the co-ordination of marketing and
communication activities.
MCEC staff member assigned to an event to co-ordinate all client requirements for the event, once the event has been confirmed.
Exhibitor
Shall include any company or person who enters into an agreement with the Organiser to occupy space in an event. This term also
means and includes servants, agents and employees of the Exhibitor.
Exhibitor Manual
‘Exhibitor Manual’ refers to the manual or handbook issued by the Licensee advising and/or instructing an exhibitor as to the
conduct of a particular event which is under the Licensee’s management.
Licence Agreement
‘Licence Agreement’ is the agreement made between the Melbourne Convention and Exhibition Trust of Convention Centre Place,
South Wharf and the Licensee.
Space and date requests for an event must be in writing and will be recorded as a ‘hold booking’ until discontinued in writing or
until a Licence Agreement is formalised. Such a booking notation is not a contractual commitment.
Hold bookings can be made for any type of event. A request for a hold booking for an exhibition event should be accompanied by
a statement indicating the product group or groups to be exhibited, the target audience and the proposed event title – the hold
booking is made subject to approval of the proposed title. The Licensor has a clear brief to ensure that it and the public is not
misled or confused by ambiguous naming and promotion which could cause conflict with the policies of the Licensor.
When arrangements are finalised and the event and supporting documentation confirmed, the Sales and Marketing Department
will proceed with the formal licensing of the event, which involves the signing of the Licence Agreement and payment of the
first deposit.
‘Licensee’ refers to the client as nominated in the Licence Agreement.
In the Melbourne Exhibition Centre, the Clarendon Auditorium and meeting rooms will be hired as a first priority to Licensees
occupying the Exhibition Hall. Licensees shall notify the Licensor of their requirements for meeting room space no less than six
months prior to the commencement of the Licence term after which time the Licensor reserves the right to schedule other uses
for the Clarendon Auditorium and such meeting rooms.
Licensor
Licence Period and Access
Licensee
‘Licensor’ refers to the management and staff of the Melbourne Convention and Exhibition Trust.
MCC
Melbourne Convention Centre.
MCEC
Melbourne Convention and Exhibition Centre.
MCET
Melbourne Convention and Exhibition Trust, the organisation that manages the operations of the MCEC.
MEC
Melbourne Exhibition Centre.
Organiser
Is a company or person who enters into a Licence Agreement with the MCEC with the intent of hiring part of the MCEC
for the purpose of holding an event. This term also means and includes servants, agents and employees of the Licensee.
Stand
Means any structure, vehicle, mobile unit, trailer, caravan, construction, tank, float, boat or the like, that can be transported
to or built in or on property known as the Exhibition.
Stand Builder
Is a company or person who erects or provides any stand or equipment to be used in connection with events at the MCEC.
This term includes designers of stands and any servants, agents and employees of the stand builder.
Melbourne Convention Centre
For functions and conventions, access to the licensed area during the Licence term commences at 0700, dependant on your
booking. Please refer to your Licence Agreement.
The Licensor must approve arrival and departure times between 2400 and 0700 of any associates, agents, contractors,
sub-contractors, etc. of the Licensee so that entry to the Centre may be facilitated. Access to the Centre between 2400 and 0700
may incur additional costs.
Melbourne Exhibition Centre
For exhibitions, access to the licensed area during the Licence term commences at 0001 on the first day and thereafter 24 hours
a day until 2100 on the final day of the Licence term.
The Licensor must approve arrival and departure times between 2400 and 0700 of any associates, agents, contractors,
sub-contractors, etc. of the Licensee so that entry to the Centre may be facilitated.
All arrangements for exhibitor and contractor access to the licensed area during the Licence term shall be made by the Licensee,
via a schedule submitted to the Licensor.
Extension of Licence Period
The Licensee shall be responsible to pay any charges levied by the Licensor to extend the Licence term. Any additional services
required if the licensed areas are not clear of all materials brought into the venue by the end of the Licence term shall be
on-charged to the Licensee.
Fees and Charges
Licence Fee
The Licence fee for the Melbourne Convention and Exhibition Centre covers space rental, which includes air-conditioning,
cleaning in public areas and security to the perimeter of the buildings. The total event charge may include catering, provision
of audio-visual services and other services. The terms of payment are variable, depending on the nature of the event.
Cancellation Charges
For licensed events, cancellation, postponement or significant reduction in catering may draw charges.
Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual
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Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012
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WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
Additional Charges (MCEC non-bay rental events)
WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
The Licensee should be aware of additional charges that may apply in addition to the Licence fee.
All plans for promotion and advertising of the sale (including its name) prior to and during its operation must be submitted
for approval. As a guide the following conditions will apply:
These charges may include:
• the word ‘sale’ must be included in both the title and the supporting promotion; and
• any cost connected with the installation, operation and use of telecommunication or like facilities;
• the use of words, ‘exhibition’, ‘expo’, ‘fair’ or ‘show’ may not be approved.
• charges for early or late access to the venue;
Advertising and Promotion of Events
• cleaning costs for pre-clean and post-clean (MCC only);
The Licensee should ensure that the public is not misled or confused by the ambiguous promotion of events. The public should
be provided with adequate information about an event in the form of brochures, catalogues and advertisements.
• loading dock equipment hire charges;
• the costs of rectifying any damage (fair wear and tear excepted) to the Centre or to plant and equipment therein; and
• any other cost, fee, charge or expense which reasonably relates to the direct or indirect use of the licensed area
by the Licensee.
Service Charge for Services (MEC bay rental only)
For MEC bay rental, a service charge is payable at the same time as the final instalment of the Licence fee for the purpose of
meeting expenses connected with the use and occupation of the licensed area.
These expenses shall include, but not be limited to:
• the cost of power drawn from pits and bay lighting during the Licence term as calculated by the Licensor (air-conditioning
is incorporated in the bay rental);
• any cost connected with the installation, operation and use of telecommunication or like facilities;
• exhibitor car parking and car park card issuing and associated charges;
• expenses associated with cleaning the licensed area at the end of the move out period;
• any insurance premium or increased premium or any surcharge incurred;
• Fire Department charges;
• the costs of rectifying any damage (fair wear and tear excepted) to the Centre or to plant and equipment therein;
• all other expenses and outgoings reasonably incurred including legal costs and stamp duty;
• costs, fees or expenses relating to or associated with the management and operation of ticketing for admission or registration
of visitors to the licensed areas; and
• any other cost, fee, charge or expense which reasonably relates to the direct or indirect use of the licensed area by the Licensee.
Within 14 days of the Licence term the Licensor will deliver to the Licensee a statement of all such expenses incurred with a
cheque for the balance of the service charge not used to meet those expenses. If the service charge is insufficient to meet the
expenses so incurred, an account for the balance will be delivered with the statement to the Licensee and this account shall be
paid by the Licensee within 14 days of receipt.
Damage
All damage to the licensed area will be charged to the Licensee whether or not the responsible party is known.
For MEC bay rental events, the Licensor and the Licensee will schedule an inspection of the licensed area on the first day of the
Licence term to verify any existing damage done. Appraisal of damage done during an event will be contained in a written report
and photographs when possible will be provided to the Licensee. A final inspection will be scheduled at the conclusion of the
Licence term.
A proof copy of any exhibitor manual must be submitted to the Event Planner for checking by the Licensor prior to publishing to
ensure all material related to the Centre and its operation is correct. On approval and subsequent publishing, of the manual, a
copy must be supplied to the Licensor.
Copies of all relevant printed move in, exhibition and move out passes must be provided for the information of the Licensor.
Any advertising of ticketing and any printed matter for an event must use the name of Melbourne Convention and Exhibition
Centre and all printed advertising must include the logo of the Melbourne Convention and Exhibition Centre. The Licensor must
approve all use of the MCEC logo.
Insurance
The Licensee shall, not less than 21 days prior to the commencement of the Licence term, provide the Licensor a certificate of
currency demonstrating that a Public Risk Liability policy for $10,000,000 or such other amount as MCET and the Licensee
agree in writing, for any one occurrence, has been effected and is current for the duration of the Licence term.
Exhibitors
The bona fides of an exhibitor both in relation to its financial standing and the quality of its product is the responsibility of, and
should be verified by, the Licensee. The Licensee shall indemnify the Licensor for any liability incurred by it or them in the event
that the Licensee fails to observe this requirement.
Liability
An insurance/liability clause should be included in an exhibitor manual. MCEC suggests wording similar to the examples below:
“The Licensor shall not be responsible for any loss, damage or injury that may occur to the exhibitor, exhibitor’s employees
(public or other) or property from any cause whatsoever prior, during and subsequent to the exhibition. The exhibitor, on
contracting for space or an exhibition stand, expressly releases the organisers and the venue from, and agrees to indemnify same
against, any and all claims for such direct and indirect loss, damage or injury.”
“Exhibitors shall indemnify and hold harmless the Venue and their Agents from all liability (damage, incident or accident)
which might ensue from any cause resulting or connected with the transportation, placing, removal or display of exhibits.
Each exhibitor should secure insurance at their own cost and expense.”
Responsible Service of Alcohol
At the MCEC we encourage our guests to appreciate our fine food and first-class beverages in a safe environment.
MCEC staff have the knowledge and understanding of their responsibilities regarding serving alcohol to our guests.
Under our obligation, the MCEC complies with the requirements of the Liquor Control Reform Act 1998 and all specific
conditions that have been imposed on our liquor licence by the Director of Liquor Licensing.
Our food and beverage staff are trained in all aspects of professional service and comply with the practice of Responsible Service
of Alcohol (RSA), while also providing a safe and friendly environment in which our guests can socialise and enjoy themselves.
Nature of Use
The MCEC shall not be used for any illegal or immoral purpose and the Licensor reserves the right to remove all materials which in
its opinion may be considered offensive or obscene. The MCEC shall not be used for the purpose of betting or gambling.
Sale Events
In sales events, all goods displayed must be for sale to the visiting public. The erection of display stands is strictly
subject to approval.
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WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
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WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
MCEC Directory
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A business centre with reception, secretarial support and business equipment for sale and photocopying services is located off
the Clarendon Street entrance to the Exhibition Centre.
96
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+61 3 9235 8448
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The MCEC’s main first aid room is located off the Convention Centre foyer. A smaller first aid room is located off the Exhibition
Centre foyer.
+61 3 9235 8333
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A range of light meals, snacks and refreshments are available at the MEC Café located off the Clarendon Street Centre entrance
Coffee, tea and snacks are available from the MCafe located in the MCC main foyer.
Car Park
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Entrance
tre
MEC Cafe and MCafe
South Melbourne
o
nr
Prayer Room
Separated male and female prayer rooms including washing facilities are located in the Convention Centre off the main foyer.
Car Park
Entrance
mp
eS
DO
10
South Wharf
Retail Car Park
Car Park
Entrance
gu
TR
9
Homemaker
Hub
Car Park
LO
8
EX
Entry
Freeway Ra
nta
HIB
7
ATM
Entry
ING
5
Freeway Car Park
Mo
6
10
The Plenary
Located off both the Exhibition Centre and Convention Centre foyers.
CEN
Link
AD
6
9
Parent’s Room
ON
8
7
5
3
ITI
alk
Hilton
Melbourne
South
Wharf
4
Entry
CONVENTION CENTRE
lk
Wa
Wright Walk
2
1
Entry
Car Park
Entrance
Lorim
MCC: +61 3 9235 8309
MEC: +61 3 9235 8302
3
Convention Centre Place
reet
er St
2
ATM
cinct
e
Orrs W
na
Ro
Offices
me Pre
nad
rome
11
lk
ust 20
s Wa
g Aug
Duke
openin
recinct
p
t
n
ura
Resta
DFO
e Mariti
Customer service desks are located in the foyers of the Convention Centre (event hours) and Exhibition Centre (event hours),
providing a central point for information and assistance.
arf P
h Wh
Sout
Duk
Customer Service
1
Orrs Dock
er
a Riv
Yarr
ee
S tr
Melbourne CBD
Wharf
lk
es Wa
Located off the main Convention Centre foyer, providing storage for visitors’ and delegates’ belongings.
nd
Docklands
North
Cloakroom and Luggage Storage
re
Cla
Entry
Security
yR
nb
rma
No
ATM
Business Centre
Berthing Dock
Cafe
MCEC Security Control Room and Lost Property.
3
Disabled Access
Parking
Security
Door Numbers
Polly Woodside
Stairway
Tramline
Taxi Rank
96 Tram Number
Bike Racks
Cloak Room
Lift
Prayer Room
Bike Share Station
Customer Service
Parents Room
Public Access
Ticket Office
+61 3 9235 8333
Contact MCEC emergency, ext. 6666.
ATMs
ATMs are located adjacent to the Convention Centre entry and on the Exhibition Centre concourse.
Bike Racks
MEC bike racks are located at the Clarendon Street end of the Exhibition Centre and concourse door 6. MCC bike racks are
located adjacent to the South Wharf car park.
ATM
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Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012
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et
tre
eS
rk
ou
B
WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
WELCOME TO THE MELBOURNE CONVENTION AND EXHIBITION CENTRE (MCEC)
en
cer
ee
S tr
t
Public photocopy and fax services are available at the MEC Café in the Exhibition Centre. Photocopying services are available
from the MCC Customer Service Desk.
Sp
F
et
C
Photocopy and Fax Services
e
Str
d
lin
tre
sS
in
oll
ers
et
48
70
s
land
k
MCEC VenueDocMap
Telephones – Public
Sid
n
Public telephones are located on all levels of the Convention Centre and in the Exhibition Centre foyer and concourse.
ru
Wu
S
ley
World Trade
Centre
de
W
ri
dje
et
tre
ay
96
Southern Cross Station
109
112
nd
Our free Wi-Fi service provides limited internet access to all conference delegates, event attendees and general public in the
venue during your event.
t
Polly W
g
rid
oodsid
e
Link
Montague Street
• Suitable for running internet-based workshops in rooms.
• Includes generous allowances.
Freeway Ramp
Convention Centre
Loading Dock
Car Park
gu
eS
tre
et
ro
n
Mu
Car Park
Entrance
nta
E
TR
oad
yR
anb
No
oad
t
mp
Mo
CK
Car Park
Entrance
Freeway Ra
[email protected] or +61 3 9235 8180
N
Exhibition Centre
Loading Dock
Car Park
Entrance
Freeway Car Park
Technology Services
Exit
South Melbourne
Car Park
Entrance
*P
ricing for Platinum Wi-Fi is determined by several factors, including the number and density of concurrent users, anticipated
download and service bandwidth. For more information about our Wi-Fi services, please contact:
LO
10
South Wharf
Retail Car Park
Homemaker
Hub
Stree
L
EX
9
Car Park
Entrance
rm
7
8
Entry
ING
5
ATM
• Tailored to your event in terms of coverage and speed (bandwidth).
r
orime
6
10
AD
9
The Plenary
ON
6
ITI
7
8
Convention Centre Place
t
Stree
5
3
lk
Hilton
Melbourne
South
Wharf
Entry
• An exclusive service for your conference delegates.
• Provides unrestricted internet access with increased bandwidth for individual users.
4
Entry
CONVENTION CENTRE
CEN
Entry
alk
Platinum Wi-Fi*
aW
Offices
DFO
2
1
Orrs W
a
Walk
n
Ro
Dukes
• Requires users to subscribe (free of charge) via a login page and agree to a set of terms and conditions.
Wright Walk
• Maximum bandwidth of 256Kb/s per user, with actual bandwidth influenced by the number and density of concurrent users.
3
e
11
lk
ust 20
s Wa
g Aug
Duke
openin
recinct
rant p
u
a
st
Re
2
ATM
cinct
enad
Prom
Sout
• Suitable for webmail, Facebook, Twitter and basic internet browsing (but not for streaming video such as Skype).
me Pre
HIB
arf
h Wh
e Mariti
DO
aR
Yarr
• Coverage extends throughout the venue, including meeting rooms, exhibition bays, the plenary and all other public spaces.
1
Orrs Dock
sB
er
ar
Free Wi-Fi
iver
ee
S tr
Melbourne CBD
Wharf
af
Se
North
on
Docklands
You can also upgrade to our Platinum Wi-Fi service that can be designed specifically for your delegates and offers unrestricted
internet access, including Skype.
• Allows for a custom wireless network name (your event name) and a custom authentication method.
re
Cla
Entry
MCEC Wireless
ATM
yR
nb
rma
No
ATM
Business Centre
Berthing Dock
Cafe
Bike Racks
Bike Share Station
Disabled Access
Parking
Security
Door Numbers
Polly Woodside
Stairway
Tramline
Cloak Room
Lift
Prayer Room
Taxi Rank
96 Tram Number
Customer Service
Parents Room
Public Access
3
Ticket Office
Car Parking
MEC underground car park, enter via Normanby Road – 1,066 cars.
Corner of Montague and Munro Streets, enter via Munro Streeet – 350 cars.
Freeway car park, enterATMvia Munro Street – 650 cars.
South Wharf Retail car park, enter via Normanby Road – 800 cars.
Siddeley Street car park, enter via Siddeley Street – 690 cars.
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Your Event at the MCEC
YOUR EVENT AT THE MCEC
Your Event at the Melbourne Convention and Exhibition Centre
The staff at the MCEC will help you make the most of the world-class facilities provided at the Centre. They will work with you to
ensure your needs are met as efficiently as possible and your event is run safely.
Helping you plan your event
When your event at the MCEC is confirmed you will be introduced to your Event Planner. They will be your primary point of
contact at the MCEC and will help co-ordinate your requirements and liaise with all departments at the Centre on your behalf.
Your event planning process will include a combination of the following.
Your Licence Agreement
Your organisation will have worked with the MCEC’s Sales Department to schedule your event and finalise your booking.
Upon execution of the Licence Agreement, your event will be confirmed.
Your Licence Agreement contains the terms and conditions under which your event will be conducted, including the facilities you
will have access to and their maximum occupancy levels, the period of your Licence and the financial terms of your agreement.
You should refer to your Licence Agreement for important information regarding access to the venue, the nature of use of the
MCEC, insurance and liability.
Your Event Details
• The type of event and attendees.
• Dates and times.
• Overall event program.
• Anticipated attendance numbers.
• Finalisation of event floor plan.
• Planning event signage.
• Registration requirements.
• Room set-up requirements.
• Ticketing requirements.
• Equipment and furniture hire.
• Management of VIPs, media or entertainers.
• Car parking requirements.
• Coach schedule and drop-off points.
• Cleaning and rubbish removal needs.
Safety
• Completion of a risk assessment.
• Completion of an OH&S site induction for organisers and event contractors.
• Adherence with safety requirements for event set-up, contractors and staff.
• Adherence with occupancy limits.
• Safety plan guidelines for stand approvals and construction.
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YOUR EVENT AT THE MCEC
Security
• Development of an event security plan.
• Contracting of security staff.
• Appointment of fire wardens where deemed necessary.
Loading Dock
• Delivery and freight forwarding arrangements.
• Loading dock access and schedules.
• Move-in and move-out schedules.
YOUR EVENT AT THE MCEC
Daily Operating Sheets
Your event’s daily operations
Daily operating sheets (DOPs) will be provided to you which document all details planned for each day of your event, including a
detailed running schedule and catering requirements. You must-sign off the daily operating sheets and advise the Event Planner
of any alterations three days prior to your event taking place.
Finalisation of Accounts
Your Licence fee means the event charge (which includes space hire charges, catering charges, technical services and other
usage charges), the service charge, cancellation fees, taxes, additional charges, interest and any amounts payable by the
Licensee pursuant to the Licence.
Food and Beverage
• Catering requirements and menu selection.
• Public kiosk operating times.
Exhibitors
• Provision of MCEC’s Exhibitor Services Kit.
• Review of your exhibitor manual.
• Developing exhibitor listing.
• Requirements for exhibitor’s lounge.
• Permits for food sampling.
Event operations
• Identifying contacts on the day/s of the event.
• Issuing of keys and swipe cards.
• Issuing of kiosk account cards.
• Exhibition inspection.
• Event sign-off.
Safety within the MCEC
The MCEC has a legal obligation to ensure the Centre is a safe environment for all staff and visitors to the venue.
In accordance with relevant Australian standards and legal requirements, the MCEC has developed stringent safety procedures
and policies and is responsible for ensuring these are followed.
As the event organiser, you share this responsibility, as do your event participants, exhibitors and contractors. You must ensure
that all the requirements specified in your occupancy permit are met, in particular in the key areas of:
• occupancy numbers;
• exit signs/egress provisions;
• fire protection;
• structural integrity of stands and displays; and
• contractor compliance.
The legislation and regulations which the MCEC are bound by are outlined in this manual. You are responsible for making sure
that everyone working at your event including staff, contractors and exhibitors, are aware of these requirements and abide by them.
If your event is likely to involve risks, the MCEC’s Event Operations Team will work with you to identify areas of potential risk and
ensure you develop and implement a risk management plan.
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Melbourne Exhibition Centre
(MEC )
melbourne exhibition centre
Melbourne Exhibition Centre
Exhibition Bays
The MCEC Exhibition Hall is the largest clearspan space in the Southern Hemisphere, providing 30,000sqm of purpose-designed,
air-conditioned exhibition space. Four relocatable, operable walls can be placed in 13 different positions, allowing the hall to be
divided into five entirely separate exhibition spaces.
Configurations range from a minimum of 3,000 to a maximum of 30,000sqm in 1,500sqm increments.
Dimensions
Description
Area
Length
Width
Roof Height
Clear Hanging Height
Total space (20 bays)
30,000sqm
84m
358m
18m
11.5m
Per bay
1,500sqm
84m
18m
18m
11.5m
Floor plan
Melbourne Exhibition Centre bays 1-20
EXHIBITION BAYS
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
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melbourne exhibition centre
melbourne exhibition centre
Dividing Operable Walls
Organiser’s Offices
The Exhibition Hall’s dividing operable walls will be placed in the locations specified in your Licence Agreement before your
event commences.
Five 120sqm organiser’s offices are located off the Exhibition Hall, providing access to power, telephone and data connections,
a sink, a boiling water unit and bar fridge.
Please note:
Hospitality Suites
Five 100sqm hospitality suites are located on Level 2 above the organiser’s offices, overlooking the Exhibition Hall
and concourse.
• there is no door access through the walls;
• the walls are fully soundproof with an acoustic rating of 53 STC;
• the walls are to be kept clear of equipment and nothing is be leant against them;
• 500mm clearance is required between stand/display construction and operable walls; and
• wall movements required after the Licence period has commenced will incur additional charges.
These hospitality suites provide facilities for entertaining, meetings and presentations or additional office space and feature:
• spaces divisible for various needs;
• occupancy of 120 theatre style or 60 seminar style;
• blackout blinds for presentations;
Seated Occupancy
• lift access from the concourse next to organiser’s offices 1, 3 and 5; and
Maximum Occupancies Theatre and Banquet Style Seating
• toilets, telephone and data points.
Layout
Maximum
Aisles Required
Theatre style
750 per bay
Banquet style
800 per bay
Two side aisles, minimum width 1.5m
One centre aisle, minimum width 2.5m
No specifications
Services
Service Pits
Services to support event-related requirements are supplied to the Exhibition Hall through the system of in-floor service pits:
• 33 primary in-floor service pits are provided in each bay to supply services to exhibitors’ stands; and
Organiser’s Offices and Hospitality Suites
Five offices and hospitality suites are provided adjacent to the Exhibition Hall for administration and entertaining purposes.
Your Licence Agreement will specify the facilities hired for your event.
Organiser’s Offices and Hospitality Suites
• 54 secondary pits per bay allow cabling to be brought up to other locations on the Exhibition Hall floor in a north-south
direction only.
Additional services are also available through arrangement with your Event Planner. Charges apply for the provision and use of
most services and these are detailed in the MCEC Exhibitor Services Kit.
Description
Area
Length
Width
Power
1 x 50 A three phase outlet per service pit.
In all primary
service pits
Additional power can be run to primary
or secondary service pits as required,
including additional three phase power.
In all primary
service pits
High-speed broadband.
A wireless network is also available.
Digital telephone, fax, EFTPOS and
ISDN connections.
1 x 15 A single phase (general purpose)
outlet per service pit.
Communications:
telephone, internet
and data
6 x RJ45 Category 5 data ports.
Water
1 x cold water supply, 15mm angle stoptap
(half inch BSP male iron), flow rate
0.31/s, pressure 500Kpa.
Drainage
1 x 100mm drainage grate,
dischargerate 61/s.
In all primary
service pits
Connection also possible via 40mm
VSP male nipple over grate.
Compressed air
1 x 690Kpa industrial quality air,
15mmball valve (half inch BSP female)
on 15mm galvanized steel piper risers,
deliver 25L/s, 2-3°C, 1Bar pressure,
maximum pressure 700Kpa.
In all primary
service pits
Air lines connected to this service must
take pressure up to 700Kpa.
Brought to
service pits
By arrangement.
Brought to
service pits
By arrangement.
Natural gas
Television
Analogue television through RF feed.
Easily adapted to most couplings.
Hot water is not available.
MCEC Exhibitor Services Kit provides additional details on services and charges.
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melbourne exhibition centre
Audio-Visual Services
MELBOURNE EXHIBITION CENTRE:
LOADING DOCK
melbourne exhibition centre
Melbourne Exhibition Centre Loading Dock
The MCEC Technology Services Department can provide the latest audio-visual equipment for your event and for use by your
exhibitors including:
• projection systems;
• sound systems;
• presentation aids; and
• video systems.
Additional fees apply for these services. Further information for your exhibitors is available in the MCEC Exhibitor Services Kit
or through your Event Planner.
ROLLER
DOOR 10
ROLLER ROLLER
DOOR 9 DOOR 8
KIOSK 5
Public Address
ROLLER ROLLER
DOOR 7 DOOR 6
KIOSK 4
KIOSK 3
The Exhibition Hall has a public address system for announcements and music which can be operated from the organiser’s offices.
Access
Loading Dock
ROLLER ROLLER
DOOR 5 DOOR 4
ROLLER ROLLER
DOOR 3 DOOR 2
KIOSK 2
ROLLER
DOOR 1
KIOSK 1
MEC LOADING DOCK
EXIT
KIOSK ENTRY
PUBLIC CATERING STORES
PUBLIC CATERING OFFICE
GENERATOR
LOADING DOCK OFFICE
Melbourne Convention and Exhibition Centre Loading Dock
FORKLIFT & SCISSOR
LIFT STORAGE
NORMANBY ROAD
WASH BAY
CATERING
LOADING DOCK
Enter off Normanby Road, South Wharf, Victoria 3006, Australia
The Exhibition Centre loading dock is managed and controlled by MCEC Loading Dock Management.
The loading dock runs the full length of the Exhibition Centre.
Loading Dock Doors
10 roller doors provide access from the loading dock to the Exhibition Hall.
MEC LOADING DOCK & EXHIBITION BAYS
• The loading dock is 45m deep with narrower sections above car park entries and behind kiosks.
Loading Dock to Hall
Clear Width
Clear Height
• Traffic flows in a one-way direction in from and out to Normanby Road.
Roller doors (doors 2-10)
8.0m
7.0m
• All vehicles entering the loading docks require an access ticket, available from the entry checkpoint or,
if this is not staffed, ticket machines.
Bi-fold doors (door 1 only)
7.4m
6.8m
• A 30 minute parking limit applies for drop-off/pick-up of goods during the move in and move out process –
vehicles are not permitted to park on the loading dock at any one time.
• Children under 15 and animals are not permitted during move in and move out.
• Vehicles and contents are the responsibility of the owner while on the loading dock.
Load Limits
The Exhibition Hall has been designed to tolerate loads of up to 20 Kpa or two tonnes per sqm. If you anticipate heavy loads will
be involved in your event, you need to discuss this with your Event Planner.
Written approval from the MCEC is required to bring in any heavy or vibrating equipment which might cause damage to the floor
or any part of the centre.
• Storage space on the loading dock can be arranged via MCEC Loading Dock Management – storage is limited and
charges apply. Consult your Event Planner for further details.
Suspending
• The loading docks and surrounding car parks are gazetted areas and parking infringement notices will be issued.
• It is important that only the existing supports are utilised when installing exhibition displays and that the facility is not damaged.
Rigging
Courier and Event Deliveries
• You will be responsible for costs associated with any damage caused.
All deliveries must be delivered to the Exhibition Centre via the loading dock on Normanby Road.
• There are 22 eye bolt rigging points provided in the ceiling of each exhibition bay. Each point can bear a direct weight of up to 25kg.
No deliveries will be accepted through the front entrance of the Exhibition Centre on Clarendon Street.
• There are 13 rigging truss I beams in each bay which can bear up to 500kg per point with a maximum of two tonnes on any one beam.
Suspending Loads
Loads may be suspended from the rigging points provided and must not:
• be welded or mechanically fixed (e.g. rivets, screws) onto the roof;
• transfer any movement of torsional load to the roof structure;
• use supports provided for building services (e.g. sprinklers, air-conditioning ducts)
• alter or loosen any existing structural connections; and
• damage the roof.
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Event Layout and Event Floor Plans
Cutting Materials
Developing a floor plan which details the layout of your event is an essential part of planning your event and is a requirement of
your Licence Agreement.
• Construction materials should be cut or sawn in the wash bay located in the loading bay.
When planning your exhibition layout you must address the important requirements specified in your Licence Agreement including:
Event Floor Plans
• In particular, MDF products must not be cut in the exhibition hall and appropriate eye, nose and mouth protection
should be worn at all times. Cutting devices should be fitted with a vacuum mechanism to remove sawdust and the area
should be cleaned afterwards.
• Plans should show all details of your event’s set-up, including bay numbers utilised, event dates, stand locations, dimensions,
clear aisle ways, exit signs and occupancy capacities.
Fire Safety
• Floor plans should be drawn at 1:200 scale.
• fitting the requirements for certification by an engineer a roof area greater than 18sqm or wider than 3m in any direction;
• Floor plans must be submitted to the MCEC through your Event Planner at least 30 days before your Licence begins and must
be approved in writing before you sell floor space to exhibitors.
• raised floors of any height made of or containing combustible material; and
• Your Licence is conditional on approval of your floor plan by the MCEC Event Operations Department and cannot be changed
without consultation with your Event Planner.
Aisles
• All aisles must be a minimum of 3m wide.
• Main aisles are to be provided in both north/south and east/west directions.
• For events using four or more exhibition bays, three main aisles in both directions must be provided.
• Main aisles must make up 25% or more of the total floor area.
• Aisles are to be kept clear of obstacles.
• No parts of stands, including raised floors and overhanging roofs, can cross into aisles.
• Displays and exhibits must not be hung on outside stand walls facing on to aisles.
The MCEC requires some stands to implement extra fire safety measures. This applies to stands with any of the following features:
• where pyrotechnics, smoke machines or flutter-fetti cannons are to be used.
Stands in these categories must install smoke detectors and fire extinguishers.
The MCEC can also require extra fire safety measures on any other stands deemed to pose a fire risk and will advise you and the
exhibitor in these cases.
Further details are provided in the MCEC Exhibitor Services Kit or contact your Event Planner for further information.
Fire extinguishers must be A:B:(E) dry powder type and meet AS/NZS 1841: 2007 Portable Fire Extinguishers –
general requirements. Smoke detectors must comply with AS 3786: 1993.
Event Move In and Move Out
A freight forwarding contractor must be appointed to manage the move in and move out process for your event, including the
receipt of all materials and transfer of loads into the venue. The freight forwarder will liaise with your exhibitors regarding
a move in and move out schedule.
Safety Clearances
The schedule, together with a traffic management plan, must be provided to the loading dock manager at least 14 days prior to
your event.
• Clearances of 1m are required for electrical cupboards, air returns and fire hydrants.
Exhibition Centre Loading Dock Manager: +61 3 9235 8384.
• Clear access for emergency exits is required.
Grouped Seating
If your event involves grouped seating (e.g. presentations), you should include this on your floor plan and discuss the relevant
safety requirements with your Event Planner.
Marking Out
You can commence marking out your floor plan in the Exhibition Hall when your Licence term begins. Tape used for marking out
must not leave any residue.
Furniture
Accessing Services
Services to the Exhibition Floor
Only licensed contractors approved by the MCEC may access power, water or other services provided on the exhibition floor.
You, or your exhibitors, must not remove the caps to service pits.
Water is available to stands by arrangement with the MCEC through the in-floor service pits. Water cannot be taken from fire
hydrants or hose reels without written approval from the MCEC.
Download the MCEC Exhibitor Services Kit at www.mcec.com.au
or contact MCEC Exhibitor Services: +61 3 9235 8110.
No furniture is supplied in the Exhibition Hall. You or your exhibitors must arrange the delivery of all furniture required.
Lower Service Tunnel (LST) and Upper Service Tunnel (UST)
Exhibition Stand Construction and Design
These areas contain high-level services including high amp three phase power. They can only be accessed by qualified
electricians by prior arrangement with the MCEC and with a suitable safety plan in place. You should discuss any requirements
to access the services provided in these areas with your Event Planner.
The design and construction of exhibition stands must meet the MCEC’s specifications for safety. You must ensure that your
exhibitors are fully informed of these requirements and work with your Event Planner to submit and obtain approval for all
stand designs.
Your exhibitor manual must include the stand design and stand certification information contained in the MCEC’s Exhibitor
Services Kit. Your manual should be submitted to your Event Planner for approval before it is distributed.
Download the MCEC Exhibitor Services Kit at www.mcec.com.au
or contact MCEC Exhibitor Services on +61 3 9235 8110.
Roofs
Large spans and solid overhead areas should be perforated or have breaks between sheets.
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Lighting
Venue Condition Report
Temporary Lighting
At the commencement of the licensed period an inspection of the licensed area is conducted by an MCEC representative and a
condition report is completed. This report must be signed by the Licensee and the MCEC representative.
Additional lighting must be supplied and fitted by an authorised electrical contractor or an MCEC accredited stand builder.
Lighting installation must comply with the MCEC’s requirements for electrical installation.
Temporary lighting must:
• be tested and tagged to comply with AS/NZS 3760: 2003 In-service Safety Inspection and Testing of Electrical Equipment;
All parties are responsible for reporting damage during the Licence period and the Licensee is responsible for any damage to the
venue within their licensed area.
At the conclusion of the licensed period, an inspection of the licensed area is to be conducted by the Licensee and the
MCEC representative.
• have a Certificate of Suitability or Certificate of Approval from Australian or New Zealand electrical safety regulators;
• be placed 2.2m or more above floor level;
Public Furniture
• be kept within the boundaries of the stand; and
Public areas in the MCEC are furnished with ottomans and seating benches for the use of patrons. This furniture must remain in
public areas and cannot be moved into licensed areas without approval of the Front of House Manager.
• be placed more than 500mm from flammable material (for high-powered lights).
Cleaning
As the event organiser, you are responsible for ensuring all temporary lights are switched off at the end of each day and you will
be asked to participate in a daily inspection with MCEC security to ensure this has been done.
The Licensee must maintain the licensed area in a clean and safe condition. The Licensor may require the Licensee to furnish a
cleaning schedule in respect to the licensed area prior to the Licence Agreement commencing. For further details please refer to
the Event Operations chapter in this manual.
Hall Lighting
The Exhibition Hall main lights are programmed from the MCEC central control room and are turned on and off automatically.
Food and Wine
The MCEC has sole catering rights in all areas of the Centre.
Public Food Services
The MCEC provides pay-on-the-day public food services through the Exhibition Hall kiosks during events open times, the MEC
Café located in the Exhibition Centre foyer and the exhibitor lounges operating during event open times. Please speak with your
Event Planner regarding your anticipated requirements.
Entertainment Catering
Pre-booked catering is available for your own entertaining and staff requirements during your event. Your Event Planner will
advise you of catering options and provide menus to you. Please confirm final numbers for catering purposes three business days
before your event.
Stand Catering
Your exhibitors can pre-order food and beverage services for their stands. Order forms are included in the MCEC Exhibitor
Services Kit and you should ensure these are made available to all exhibitors.
Food and Wine Sampling
Samples of food and wine can be distributed to event attendees but cannot be sold within the MCEC. Exhibitors planning to offer
free sampling must have approval from the MCEC food and beverage department and must obtain the relevant permits:
• food and beverages (including alcohol): City of Melbourne Temporary Food Premise Licence; and
• alcoholic beverages: limited licence under the Victorian Liquor Control Reform Act 1998.
Application forms for both licences are included in the MCEC Exhibitor Services Kit. Please ensure your exhibitors are aware of
this requirement.
Food and beverage sampling: www.melbourne.vic.gov.au
Alcohol sampling: www.consumer.vic.gov.au
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Meeting Rooms at the MEC
meeting rooms at the mec
Meeting Rooms at the MEC
There are a range of meeting spaces in the Melbourne Exhibition Centre including the 466-seat Clarendon Auditorium, six
meeting rooms and the spectacular Clarendon Room.
Level 2 Exhibition Centre
Yarra River
Clarendon Street
F
CONCOURSE BELOW
LEVEL 1
ENTRY FOYER
BELOW
E
D
C
CLARENDON
AUDITORIUM
Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012
34
meeting rooms at the mec
meeting rooms at the mec
Clarendon Auditorium
The Clarendon Auditorium is located on the second level of the Exhibition Centre. It provides tiered seating for 466 people.
Some seating may be removed if requested at an additional fee.
The balcony adjacent to the Clarendon Auditorium is accessed by the main staircase from the Exhibition Centre foyer and
provides 800sqm of space.
Room
Area
Length
Height
Width
Theatre
Style
Seating
Classroom
Cocktail
Banquet
Cabaret
Boardroom U-Shaped
8.5m
4.5m
130
63
130
80
64
36
A
144sqm 17m
Two meeting suites are located on Level 5 of the Exhibition Centre, one with views across the Yarra River.
8.5m
4.5m
130
63
130
80
64
36
B
144sqm 17m
A&B
289sqm 17m
17m
4.5m
275
135
230
160
128
-
36
36
-
Level 2 Clarendon Meeting Rooms
The rooms are fitted with audio-visual equipment including sound systems and projection equipment. Additional equipment is
available through the MCEC Technology Services Department.
Four meeting rooms are located on Level 2 of the Melbourne Exhibition Centre - Clarendon Room C, D, E and F.
Dimensions and Capacities
Room
Area
Length
Width
Height
Theatre
Style
Seating
Classroom
Cocktail
Banquet
Cabaret
Boardroom U-Shaped
C
75sqm
8.7m
8.7m
2.7m
60
27
60
40
32
18
24
D
98sqm
13.1m
7.5m
2.7m
90
45
80
60
48
30
30
E
85sqm
13.1m
6.5m
2.7m
80
30
70
50
40
30
30
188sqm
13.1m
14.9m
2.7m
136
60
160
80
56
-
-
44sqm
8.2m
5.5m
2.7m
D&E
F
14
Level 5 Clarendon Meeting Rooms
Clarendon Room
The Clarendon Room is located on Level 5 of the Melbourne Exhibition Centre. It is a spectacular venue for cocktail and dining
events
with full glass walls providing unique views across to the city and Docklands. It is adjacent to the Level 5 entrance area and the
Clarendon Room A and B. MELBOURNE EXHIBITION CENTRE: CONCOURSE FOYER, LEVEL 1
Room
Area
Length
Clarendon 116sqm 16m
Width
Height
Theatre
Classroom
Cocktail
Banquet
Cabaret
Boardroom U-Shaped
7.3m
4.5m
-
-
100
80
64
-
-
YARRA RIVER
Concourse Foyer
Level 5 Exhibition Centre
Yarra River
CLARENDON STREET
BIN
CLARENDON ROOM
LIFT 3
LIFT 2
CUSTOMER SERVICE DESK
Clarendon Street
WHEELCHAIR
ACCESS DOOR
CONCOURSE FOYER
Cloak Room
MEC CAFE
SECURITY
BUSINESS
CENTRE
DISABLED
TOILET
CLARENDON ROOM A
MEC
KITCHEN
LIFT 1
CLARENDON ROOM B
CATERING
LOADING DOCK
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Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012
MEC CONCOURSE FOYER
36
meeting rooms at the mec
Concourse Foyer (cont.)
The concourse foyer is located in the main entrance to the Melbourne Exhibition Centre building and concourse.
It provides 676sqm of floor space which is ideal for registration, promotional events and other pre-function uses.
Ceiling height of the concourse foyer is 2.78m.
Technology Services
Audio-visual, communications and information technology requirements are provided for your event at the MCEC.
Audio Visual
Clarendon Auditorium
Clarendon Room
A, B, C, D, E and F
•
•
•
•
•
•
•
•
High-definition widescreen data
projector, ceiling-mounted
Projection screen
Control room (bio box)
Sound system
(speech and multimedia)
Specialised audio and video digital
mixing equipment
Presenter
Clarendon Room
•
Clarendon Auditorium
Presentation PC with internet access
Lectern microphone and light
•
•
Clarendon Room
A, B, C, D, E and F
•
•
Clarendon Room
•
Technology Services Manager: +61 3 9235 8184.
Technology Support Services: +61 3 9235 8200.
Melbourne Convention Centre
(MCC )
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37
MELBOURNE CONVENTION CENTRE (MCC)
Melbourne Convention Centre
Event Layout
The meeting and event facilities in the Melbourne Convention Centre have been designed to support a wide range of events and room
layouts.
All meeting and event rooms have a system of in-floor service pits and rigging points. For more information, please speak to
your Event Planner.
Loading Dock
Convention Centre Loading Dock
Enter off Normanby Road, South Wharf, Victoria 3006, Australia.
The Melbourne Convention Centre loading dock is managed and controlled by MCEC Loading Dock Management.
The loading dock is located on the Lower Ground Level of the Convention Centre.
• Total size of 2,000sqm.
• Clear working height of 4.5m.
• Fully weather protected.
• Three dock levellers allow vehicles to load and unload at floor level.
• The loading dock includes a wash bay for the preparation of paints, trade materials and cleaning purposes.
• A
30 minute parking limit applies for drop-off/pick-up of goods during the move in/move out process. Vehicles are not
permitted to park on the loading dock at any other time.
• Children under 15 and animals are not permitted during move in and move out.
• Vehicles and contents are the responsibility of the owner while on the loading dock.
• S
torage space on the loading dock can be arranged via MCEC Loading Dock Management – storage is limited and charges
apply (consult your Event Planner for further details).
• The Convention Centre loading dock is strictly a smoke-free environment.
Transferring Loads
Your freight forwarder should supply porters to transfer all goods onto moving equipment and wheel them into the venue.
All materials for your event must be delivered through the loading dock:
• flat bed trolleys, scissor lifts, pallet jacks and boom lifts may be used – these should be provided by your freight
forwarding contractor;
• pallet jacks must have urethane rubber wheels;
• flooring protection materials must be laid on all carpeted areas to cover the entire track that will be taken by
moving equipment;
• only plastic-style pallets can be brought into the Convention Centre, wooden pallets are not permitted;
• p
rior approval from the MCEC is required for the use of electric forklifts. If approved, they must be operated by a licensed
driver and accompanied by a trained spotter, under no circumstances can forklifts be used in the main foyer areas;
• movement of materials through the foyers of the Convention Centre must be scheduled to avoid impacting normal business
and other events and must therefore be included in the move in and move out plan and discussed with your Event Planner; and
• MCEC staff members supervise the loading dock at all times. Additional charges will apply if MCEC staff are required to
assist with move in or move out.
Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012
39
MELBOURNE CONVENTION CENTRE (MCC)
MELBOURNE CONVENTION CENTRE (MCC)
Move In and Move Out
Technical Specifications
A freight forwarding contractor can be appointed to manage the move in and move out process for your event, including the
receipt of all materials and transfer of loads into the venue. The freight forwarder will liaise with your exhibitors regarding a
move in and move out schedule. Requirements apply to the movement of loads and set-up of events in the Convention Centre.
Provision and initial set-up of the following services is included in your Licence fee.
Move In and Move Out Schedule
High-definition widescreen data
projector, ceiling-mounted
You will need to develop and lodge a detailed move in and move out plan, including a traffic schedule for your event and provide
this to the Loading Dock Manager.
Audio-Visual
Multiple 5.0m x 2.8m
projection screens
This must be provided to the Loading Dock Manager at least 14 days prior to your event and should include:
5.0m x 2.8m projection screens
• details of your freight forwarding contractor; and
4.0m x 2.2m projection screens
• a time-slotted schedule for the delivery and pick-up of goods.
2.6m x 1.5m projection screens
Moving Loads
Sound system
(speech and multimedia)
• flat bed trolleys, scissor lifts, pallet jacks and boom lifts may be used (these should be provided by your freight
forwarding contractor);
• pallet jacks must have urethane rubber wheels;
• floor protection material is to be used (this material is supplied by the MCEC);
• prior approval from the MCEC is required for the use of electric fork-lifts (if approved, they must be operated by a licensed
driver and accompanied by a trained spotter);
Translation booths
Medium Meeting
Rooms
Small Meeting
Rooms
•
•
•
•
•
•
•
•
•
•
•
•
•
Presentation PC with
internet access
Lectern microphone and
light screens
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Control and Support
AMX room control system
Remote monitoring and support
Large loads and equipment can be brought directly to Levels 1 and 2 of the Convention Centre building on delivery vehicles via
truck and vehicle lifts from the loading dock.
A wide range of additional options are available from the MCEC Technology Services Department including:
• The truck lift is 9.5m(L) x 4m(W) x 4m(H) and accommodates a total weight of 13.5 tonnes.
• event recording;
• The vehicle lift is 7.2m(L) x 2.8m(W) x 4m(H) and accommodates a total weight of 10 tonnes.
• web casting and video streaming;
• Vehicle ignition must be turned off after vehicles enter the lifts.
• cable TV;
• Trucks must not leave the lifts.
• electronic whiteboard; and
• All goods must be transferred by hand onto trolleys.
• Q and A, lapel and table microphones.
• Timing of the use of vehicle lifts must be included in your traffic schedule and take into account other events
taking place concurrently.
Technology Support Services: +61 3 9235 8200.
The latest audio-visual, communications and information technology is provided for your event in the convention centre.
The MCEC offers unparalleled technology services to the convention and exhibition industry.
•
Optional
Intelligent lectern
• MCEC staff supervise the loading dock at all times. Additional charges will apply if MCEC staff are required to assist with
move in or move out.
Technology Services
Cantilever
Meeting Rooms
Presenter
• parking is not permitted except during loading and unloading; and
Truck and Vehicle Lifts
Large Meeting
Rooms
103” plasma screen
Working with your contractor, you should develop a detailed plan for the move in and move out, including a traffic management
schedule for the loading dock.
Level access is provided from the loading dock. Your freight forwarder should supply porters to transfer all goods onto moving
equipment in the loading bay and move them into the venue. All materials for your event must be delivered through the
loading dock:
Melbourne Room
1 and 2
• digital media distribution;
Data Network
A state-of-the-art IP data network is provided throughout the MCEC.
• Cisco switching and routing technology.
• Fibre optic and CAT 6 network cabling connections in all facilities.
• Flexible options for network provision.
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Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012
41
MELBOURNE CONVENTION CENTRE (MCC)
MELBOURNE CONVENTION CENTRE (MCC)
MCEC Wireless
AV Control System
Our free Wi-Fi service provides limited internet access to all conference delegates, event attendees and general public in the
venue during your event.
The vast array of audio technology available in the Convention Centre is able to be seamlessly controlled using the AMX control
system which is fitted in all meeting rooms. A wireless touch-screen interface allows you to take control of the technology within
the room without the need for an in-room technician.
You can also upgrade to our Platinum Wi-Fi service that can be designed specifically for your delegates and offers unrestricted
internet access, including Skype.
Free Wi-Fi
• Coverage extends throughout the venue, including meeting rooms, exhibition bays, the plenary and all other public spaces.
• Suitable for webmail, Facebook, Twitter and basic internet browsing (but not for streaming video such as Skype).
• Maximum bandwidth of 256Kb/s per user, with actual bandwidth influenced by the number and density of concurrent users.
• Participants can have control of the room environment and all its equipment including lighting, projection and volume levels
at the touch of a button.
• Wireless touch panels are incorporated into the building and lectern design.
• Sophisticated technology is easy to use and understand.
• A technical help button on each touch panel provides instant connection to trained technicians who can provide immediate
assistance to resolve any issues.
• Requires users to subscribe (free of charge) via a login page and agree to a set of terms and conditions.
Platinum Wi-Fi*
• An exclusive service for your conference delegates.
• Tailored to your event in terms of coverage and speed (bandwidth).
Event Signage
Digital signage provides a comprehensive way-finding solution for your event participants. Digital displays throughout the Centre
direct visitors around various parts of the facility and can be customised to your specific requirements.
Style of poster board displays permitted front of house
• Provides unrestricted internet access with increased bandwidth for individual users.
• Poster board displays on Levels 1 & 2 in all foyer areas.
• Allows for a custom wireless network name (your event name) and a custom authentication method.
– Front runner panels (carpeted) can be used provided they are framed with Octonorm.
• Suitable for running internet-based workshops in rooms.
– Front runner panels are to be a light colour (NO BLACK).
• Includes generous allowances.
• Poster board displays in Main Foyer.
*P
ricing for Platinum Wi-Fi is determined by several factors, including the number and density of concurrent users, anticipated
download and service bandwidth. For more information about our Wi-Fi services, please contact:
Technology Services
– Poster boards are to be framed with Octonorm and panels are to be white melamine.
• Poster board displays in meeting rooms.
– Front runner panels (carpeted) can be used provided they are framed with Octonorm.
[email protected] or 61+ 3 9235 8180.
Telephone
VOiP technology allows telephone services to be quickly and easily configured in any location within the MCEC.
Sound
Each meeting room within the Convention Centre has an inbuilt sound system that has been designed and installed to deliver
an optimal sound experience to all participants that is clear, free of distortion and able to be heard evenly throughout the room.
Data Projection
Inbuilt high definition 16:9 ratio data projectors are fitted in the meeting rooms of the Convention Centre providing an
exceptional viewing experience.
Video-Conferencing
Top of the range video-conferencing technology is provided in the Convention Centre, enabling the flexibility of conducting a video
conference from any of the meeting rooms within the venue.
Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual
42
Accessing Services
In-floor service pits with power and data connections are provided in the Convention Centre. External contractors must have
current licences and registrations and comply with MCEC requirements. Please note that contractors must enter the building
through the loading dock and back of house areas only.
Food and Wine
The MCEC has sole catering rights to the entire Centre. Food and wine can be provided to suit your requirements.
Please speak with your Event Planner.
Cleaning
The cleaning of all rooms and foyers (except for exhibition builds) in the Convention Centre is included in your Licence
Agreement.
For further details please refer to the Event Operations chapter of this manual.
Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012
43
Meeting Rooms at the MCC
meeting rooms at the MCC
Meeting Rooms at the MCC
The Melbourne Convention Centre provides the highest standards in meeting and event technology which is inbuilt into every
meeting room offering event organisers and guest speakers unprecedented self-manageable capabilities.
Ground Floor Convention Centre
Yarra River
Stair 1
Entry
Foyer
Stair 2
Foyer
Entry
Stair 3
Enclosed
link to
Exhibition
Centre
Plenary
Entry
Stage
Level 1 Convention Centre
Yarra River
Pre-Event
107
101 102
103 104
105
106
108
Stair 1
Void
Pre-Event
Stair 2
111 112
109
Balcony
110
Void
Bal
con
Void
y
Stair 3
Plenary
Stage
Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012
45
meeting rooms at the MCC
meeting rooms at the MCC
Specifications and Capacities
Level 2 Convention Centre
Yarra River
Stair 1
ent
Pre-Ev
Melbourne Room 1
Melbourne Room 2
Stair 2
205 206
ent
Pre-Ev
208209
203 204 207
Area
Melbourne Room 1
Height
Theatre
Classroom
Cocktail
Banquet
Cabaret
1,211sqm 8.5m
1,188
456
830
720
576
Melbourne Room 2
1,211sqm 8.5m
1,188
456
830
720
576
Melbourne Room 1 & 2
2,401sqm 8.5m
2,304
912
1,660
1,500
1,200
211
210
Operable Wall
214
Pre 215
-Ev
ent
212
213
216
217
218
The two rooms which make up the Melbourne Room are divided by an operable wall which folds away entirely when in the
combined mode. The wall does not have a door, so when in place, there is no connection between the two rooms.
Sta
ir 3
219
220
Dressing Rooms
Two dressing rooms are provided for the Melbourne Room consisting of:
• make-up mirror and dressing table bench;
Plenary
Void
Room
• full-length mirror;
Stage
• toilet, shower and change area; and
• two-way visual and verbal cue monitors.
Void
Production Lighting and Sound
Licensees must provide their Event Planner with details of requested rehearsal and/or sound-check times for events with
performances, bands or potential loud audio outputs. MCEC management must approve all rehearsal and/or sound-check times to
ensure surrounding events are not impacted by noise generated by your event.
Melbourne Room
The Melbourne Room accommodates up to 2,304 guests and features a cantilevered 18m glass façade with views across the
MELBOURNE
CONVENTION
CENTRE:
BANQUET
201-202,Centre
LEVEL
Yarra
River to Docklands
and the city.
It is located on
Level 2 of RMS
the Convention
and2 can be divided into two smaller
banquet rooms.
Licensees must not carry on or permit to be carried on at the Centre anything that is noisy or is likely to harm the reputation of
the Centre or impact surrounding events.
The Melbourne Room is equipped to support staged performances and presentations in a variety of configurations and locations,
including in-the-round:
• basic lighting rig;
A
A
• lighting bars for additional lighting;
A
BACK OF
HOUSE
AREA
• pin spot locations;
A
A
MELBOURNE ROOM 1
• technical control room (bio box); and
1
D
VOID
• specialised audio and video mixing equipment can be provided.
C
C
C
A
E
A
CL1
CH
KE
Rigging
FOYER
ELEC
B
A
A
Rigging points are installed in the Melbourne Room ceiling to suspend displays and decorations.
B
A
A
40
UP
39
STAIR H2
1
4
MEL
B2
38
37
36
35
5
34
FIRE STAIR
6
28
29
B1
SERVICES RISER
2
3
33
32
31
30
B
SP
B
B
DRESSING
ROOMS 1 & 2
Meeting Rooms
A
A
A
A
A
A
FIRE STAIR
DRESSING
RM A
2
MELBOURNE ROOM 2
SP
UP
B
COMMS
A
A
C
A
ACCESS TO / FROM
LEVEL 1 & GROUND
DRESSING
RM B
A
A
A total of 32 meeting rooms, arranged in subdivisible suites, are located on Levels 1 and 2 of the Convention Centre in close
proximity to the Plenary.
STAIR
1
A
B
B
A
D
C
B
A
A
B
BACK OF
HOUSE
AREA
B
A
A
A
BACK OF
HOUSE
AREA
AV
TECHNICAL
RM
SPEAKERS
RM 201
A
ORGANISER
OFFICE
201
PUBLIC ACCESS
LIFTS
A
DISABLED
AMENITIES
A
B
ORGANISER
OFFICE
STORE RM
AV
STORE RM
A
TRUCK
LIFT
A
A
A
BACK OF HOUSE
LIFTS
B
A
D
B
C
A
ORGANISERS
OFFICE 201
Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual
46
BACK OF
HOUSE
AREA
A
Melbourne Convention and Exhibition Centre. PB-OP-7100000 MCEC Operations Manual 20 December 2012
47
meeting rooms at the MCC
meeting rooms at the MCC
Level 2 Meeting Rooms – Dimensions and Capacities
Meeting Room Categories
The Convention Centre has four categories of meeting rooms: large, medium, small and a banquet room:
Category
Area
Number on Level 1
Number on Level 2
Melbourne Room
1,211sqm
0
2
Large
234 - 243sqm
4
8
Medium
124 - 144sqm
2
6
Small
67 - 76sqm
6
4
All large and some small rooms, interconnect with another similar room to form a larger space.
Meeting Room Dimensions and Capacities
Level 1 Meeting Rooms – Dimensions and Capacities
Room
Area
Melbourne
Room 1
Height
Theatre
Classroom
Cocktail
Banquet
Cabaret
Boardroom U-Shaped
1,211sqm 8.5m
1,188
456
830
720
576
-
-
Melbourne
Room 2
1,211sqm 8.5m
1,188
456
830
720
576
-
-
Melbourne
Room 1 & 2
2,401sqm 8.5m
2,304
912
1,660
1,500
1,200
-
-
203
243sqm
5m
240
96
160
120
96
42
51
204
243sqm
5m
240
96
160
120
96
42
51
203 & 204
487sqm
5m
480
216
320
300
240
-
-
205
76sqm
4m
60
27
50
30
24
20
16
206
76sqm
4m
60
27
50
30
24
20
16
207
124sqm
5m
120
63
80
60
48
30
36
Room
Area
Height
Theatre
Classroom
Cocktail
Banquet
Cabaret
Boardroom
U-Shaped
101
71sqm
4m
60
27
56
30
24
18
21
102
71sqm
4m
60
27
56
30
24
18
21
210
234sqm
5m
240
96
160
120
96
42
51
102 & 101
146sqm
4m
155
72
112
80
64
-
-
211
234sqm
5m
240
96
160
120
96
42
51
103
144sqm
5m
130
63
108
60
48
36
36
210 & 211
477sqm
5m
480
216
320
300
240
-
-
104
144sqm
5m
130
63
108
60
48
36
36
212
234sqm
5m
240
96
160
120
96
42
51
105
234sqm
5m
256
96
180
120
96
42
51
213
234sqm
5m
240
96
160
120
96
42
51
106
234sqm
5m
256
96
180
120
96
42
51
212 & 213
487sqm
5m
480
216
320
300
240
-
-
105 & 106
477sqm
5m
480
216
360
300
240
-
-
214
72sqm
4m
60
27
107
67sqm
4m
72
27
56
30
24
20
16
108
67sqm
4m
72
27
56
30
24
20
16
109
240sqm
5m
240
96
188
120
96
42
51
110
240sqm
5m
240
96
188
120
96
42
51
109 & 110
490sqm
5m
480
216
376
300
240
-
-
111
72sqm
4m
60
27
56
30
24
18
21
112
76sqm
4m
60
27
56
30
24
18
21
111 & 112
148sqm
4m
155
72
112
80
64
-
-
208
124sqm
5m
120
63
80
60
48
30
36
209
124sqm
5m
120
63
80
60
48
30
36
215
72sqm
4m
60
27
Level 2 Meeting Rooms - Dimensions and Capacities (cont.)
216
124sqm
5m
120
63
42
30
24
20
16
42
30
24
20
16
80
60
48
30
36
217
124sqm
5m
120
63
80
60
48
30
36
218
124sqm
5m
120
63
80
60
48
30
36
Press Room
A secure facility capable of accommodating press conferences and television interviews. Fitted with lighting rails and
wall-mounted outside broadcast facilities. Located in the Convention Centre off the main foyer.
Organiser Offices
Five organiser offices are located within the Convention Centre at Ground Level, Level 1 and Level 2.
Speaker’s Preparation Rooms
Preparation rooms for speakers are located adjacent to the meeting rooms on both Level 1 and 2 of the Convention Centre
where speakers can rehearse their presentation with the use of audio-visual equipment.
Satchel Packing Room
Fitted with benches and pigeon holes for packaging with a capacity to hold over 5,000 bags. Located off the Convention
Centre foyer.
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meeting rooms at the MCC
meeting rooms at the MCC
Foyers
Event Registration
The Convention Centre has foyers on each of its three levels.
Mobile registration desks are available for Convention Centre events and consist of:
MELBOURNE CONVENTION CENTRE: MAIN FOYER, GROUND FLOOR
Main Foyer
• mobile units which can be assembled into a range of configurations;
750sqm
• points of sale, credit card and EFTPOS data connections;
• power and data supply;
FB
• storage cupboards for printed materials;
FB
FB
FB
• up to 20 registration points with allowances for delegate queuing and the distribution of materials; and
FB
W
FB
FB
FB
W
FB
FB
FB
FB
FB
FB
• seating for registration staff.
FB
FB
6m
FB
FB
FB
FB
FB
FB
FB
FB
860sqm
FB
FB
FB
FB
W
H
H
H
H
W
FB
FB
FB
FB
FB
FB
FB
Please note that due to their modular nature the units are not fully securable and should be staffed at all times.
The MCEC can assist your registration by providing storage modules.
H
H
H
M
H
H
FB
UP
H
H
FB
FB
UP
FB
W
6m
The storage modules can be positioned with the MCEC registration units and are available for conference organisers
in the Convention Centre.
FB
FB
FP
FB
FB
FB
FB
FB
FB
FB
Per the image below, each storage module includes the following:
FB
H
H
FB
H
H
H
H
FB
FB
UP
FB
FB
H
• dimensions: 6,350mm(L) x 1,980mm(H) x 920mm(D);
H
FB
FB
W
• 15 sections of individual space for satchel packs;
FB
FB
FB
W
FB
H
H
H
H
• cloakroom/cupboard space for a small number of coats;
PC
FB
• cupboard space for stationery/laptops, etc;
PC
FB
PC

Special considerations will apply
when using
the Convention Centre
Special
considerations
will apply
foyers
for
exhibitions.
when using the Convention
Centre Foyers for exhibitions.
• pigeon-hole sections for separate storage areas;
• track on top of modules for client corflute signage;
BUILD AREA
NO BUILD AREA
The main foyer:
• MCEC
is located
on theFOYER
Ground Floor
and isFLOOR
the main PLAN
entrance
to the
Convention
Centre;
MAIN
- DRAFT
(NO
BUILD
AREA)
• opens onto the Yarra River boardwalks;
• the storage modules are designed for satchels to be loaded into each unit from the back;
• roller doors at the front alleviate cupboard doors being in the way whilst working behind the registration desk;
• all doors have locks for security of equipment, both front and back;
• each module comes with trolleys to move satchel packs from other areas of the building to the storage modules
• trolleys are 1,200mm(L) x 800mm(W), with side walls 600mm(H); and
• the trolleys are flexible in use and, by removing the sides, they can become a flat-bed trolley for larger items.
• is suitable for registration and large-scale events including cocktail parties, displays and small exhibitions;
• customer service, security, administration and a range of ancillary rooms and amenities are located in or off this foyer –
please refer to the MCEC Additional Services section of this manual;
• escalators and stairs lead from the foyer to the upper level Plenary, Melbourne Room and meeting rooms; and
• Ground Floor level enclosed link to the Exhibition Centre.
Pre-Event Foyers
Pre-event foyers located on Levels 1 and 2 provide:
• breakout space for the Plenary, meeting and Melbourne Room; and
• are also suitable for event registration, pre-event entertainment, or as stand-alone venues for smaller events, displays
and exhibitions.
(Registration Module and Storage Units)
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Melbourne Convention
Centre – The Plenary
THE PLENARY
The Plenary
The Plenary is the centrepiece of the Melbourne Convention Centre. It can accommodate events from simple speaker
presentations through to full-scale theatre productions.
The multifunctional Plenary has a total seated capacity of 5,500 and can be divided into three self-contained, separate theatres,
one with a capacity of 2,500 and two for up to 1,500 each.
The main stage is adaptable for many uses and consists of four lifts which may be tiered or level dependant on the requirements
of the convention or production. Likewise, the thrust stage apron may become an orchestra pit by lowering its two lifts.
The seating arrangements within the theatre can be varied to cater for cabaret, conventions, theatrical productions or sporting
events, by utilising the retractable seating and floor movement to create several configurations. We can also install interpreter
booths in each of the three plenary theatres.
Many access points are offered for guests in wheelchairs and assisted-hearing facilities are also available.
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THE PLENARY
The Plenary in Combined Mode
THE PLENARY
Capacities
The following equipment in standard configuration is included in venue hire:
• HD data projector Barco FLMHD18 (18000ANSI);
• 10m x 6m widescreen projection screen;
• 2 x 4m x 2.5m LED screens (6mm pitch);
• intelligent lectern c/w 22" touchscreen LCD display;
• 2 x lectern microphones;
Description
Area
Theatre
Banquet
Cabaret
Arena
Plenary 1, 2 & 3 combined
-
5,540
-
-
-
Plenary 1, 2 & 3 without balcony
-
3,868
-
-
5,312
Plenary 1, 2 & 3 subdivided
-
2,378
-
-
-
Plenary 1, 2 & 3 flat floor
-
-
1,500
1,200
-
Plenary 1
-
1,482
310
248
-
• Barco vision switcher;
Plenary 1 without balcony
-
977
-
-
-
• holding slide domputer;
Plenary 1 subdivided
-
527
-
-
-
• presentation PC with internet access;
Plenary 2
-
2,468
600
480
-
• Blu-ray/DVD player;
Plenary 2 without balcony
-
1,806
-
-
-
• presenter lighting (square 1 Rig) comprising:
- Jands Vista lighting console
- 10 x Selecon Pacific 80v 1.2kW zooms
- 14 x ETC 750W Source 4 zooms
- 21 x Selecon 1.2kW fresnels
- 23 x Selecon 2kW fresnels
- 8 x Selecon 1.25kW 4 unit cyc floods
- 15 x ETC 750W Source 4 PARs
- 10 x ETC 575W Source 4 Juniors
- Jands HPX12 2.4kW dimmers;
Plenary 2 subdivided
-
1,222
-
-
-
Plenary 3
-
1,484
310
248
-
Plenary 3 without balcony
-
979
-
-
-
Plenary 3 subdivided
-
532
-
-
-
Main foyer
6,376m
-
-
-
-
Floor Plan
• concert and presentation PA
- Digico D1 Live Mixing console
- Nexo Line Array PA System;
- 24 x Geo D10 cabinets;
- 4 x Geo sub cabinets
- Stage in-fill;
- 6 x Nexo PS8 at main stage
- Fixed Tier Fill;
- 4 + 6 + 4 x Nexo PS8
- Balcony Fill;
- 4 + 6 + 4 x Nexo PS10.
• please note that stage dimensions are approximate and critical measurements should be confirmed on-site – the setting
line (zero line) of the stage in Plenary 2 is drawn between the downstage corners of the tormentor;
• depending on the style of your event and the level of production involved, it may be necessary to supplement the included
room equipment with additional lighting, sound and vision equipment to meet your specific requirements; and
• a minimum of two operators are required to assist with production elements during any event and are charged on the final
account - where there is a requirement to move in production equipment, sets, etc. there is a requirement for a minimum of
three technicians on duty to assist with access, installation and integration of equipment.
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THE PLENARY
THE PLENARY
Operable Walls
Stages
The main stage is located in Plenary 2, with demountable stages provided when Plenary 1 and 3 are in divided mode.
Double Operable Walls
Two double operable walls located inside the Plenary allow the hall to be divided into three individual halls.
Main Stage
The main stage is made up of four mechanical elevators providing flexibility in stage configurations and height. There are also
two forestage elevators which can be lowered to create an orchestra pit.
Blinds
Subdivisional Blinds
Blinds can be lowered at the fixed tiered seating and/or at balcony level to conceal seating not utilised for your event.
Blinds are fully motorised.
Access
The forestage has two mechanical sections consisting of a 22m rectangular section and a 19m wide curved section.
When in orchestra pit mode, the forestage is 1.75m below flat floor level.
Above the stage is a fly gallery.
Stage Dimensions
Loading Dock
Melbourne Convention Centre
Convention Centre Loading Dock
Enter off Normanby Road, South Wharf, Victoria 3006, Australia.
The Convention Centre loading dock is adjacent to the back and side stage areas at the same level as the Plenary floor.
• Total size of 2,000sqm.
• Clear working height of 4.5m.
Stage
Width
Stage
Depth
Prompt/Opposite
Prompt Wing Width
Prompt/Opposite
Prompt Wing Depth
Orchestra Pit
Max Depth
Stage to Technical
Grid Height
Fly Gallery
Height
18m
12m
10m
12m
1.75m
16m
7.6m
On either side of the stage, operable wall panels are used to create flexible tormentors to frame the stage, create wings and
conceal the sides of the stage.
Demountable Stages
• Fully weather protected.
Demountable stages are provided in Plenary 1 and 3.
• Three dock levellers allow vehicles to load and unload at floor level.
• The demountable stage floor has hinged openings to enable cables to be passed through to the service pits below.
• A sound insulating wall with roller shutter doors separates the stage and loading dock.
• Stairs with a handrail provide access to the stage from floor level.
• The loading dock includes a wash bay for the preparation of paints, trade materials and cleaning purposes.
• A 30 minute parking limit applies for drop-off/pick-up of goods during the move in and move out process. Vehicles are not
permitted to park on the loading dock at any other time.
• Children under 15 and animals are not permitted during move in and move out.
• Vehicles and contents are the responsibility of the owner while on the loading dock. Storage space on the loading dock can
be arranged via MCEC Loading Dock Management – storage is limited and charges apply (consult your Event Planner for
further details).
• The Convention Centre loading dock is a strictly smoke-free environment.
Loading Dock to Stage
Clear access from the loading dock to the stage in all its modes is available.
Loading Dock to Stage
Clear Width
Clear Height
Combined and divided modes
4.0m
4.5m
Divided modes
3.0m
4.5m
Stage Dimensions
Stage
Width
Stage
Depth
Stage
Height
Prompt and Opposite
Prompt Width
Prompt and Opposite
Prompt Depth
10m
7.5m
1m
12m
8m
Backstage
Extensive backstage facilities are provided for the Plenary to accommodate the special needs of speakers, small and large
numbers of performers, and VIPs. When concurrent events are being held in the hall’s smaller modes, separate facilities are
made available. Please discuss your backstage requirements with your Event Planner.
Dressing Rooms
• Two group dressing rooms for up to 15 persons per room.
• Full-length mirrors, make-up mirrors, showers and toilets.
• Two individual dressing rooms for principal speakers or lead artists.
Green Rooms
• Two green rooms for up to 30 persons per room.
• Male and female toilets, showers, change rooms and a kitchenette.
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THE PLENARY
THE PLENARY
VIP Suites
Projectors
• Two VIP suites adjacent to the Plenary provide quality facilities for high-profile presenters, guests and dignitaries.
A Barco FLMHD18 projector is provided in Plenary 2. Barco FLMHD14 projectors are provided in Plenary 1 and 3.
• Reception area, lounge, change rooms, shower and toilet.
Interpretation Booths
• Adjacent space provides data and communication facilities to accommodate administrative support.
• Six locations for temporary interpretation booths with hardwired electronic patching points are provided in the Plenary.
• Full accessibility and facilities.
• Two booths can be located in each hall section.
• Main entry is from front-of-house. Back-of-house access is available for discreet movement of VIPs if required.
• Up to two translators can be accommodated per booth.
Speaker’s Room
Backstage Monitors and Prompt Audio
The Speaker’s Room allows speakers to prepare for their presentation.
• Cue video monitors are provided in dressing rooms and backstage areas.
Stage Crossover
A 2m(W) x 2.5m(H) stage crossover runs behind the stage allowing movement from one side of the stage to the other.
Audio-Visual
The Plenary provides the latest light, sound and production equipment to support your event. For further information on
any of the following aspects of the Plenary’s technical infrastructure please speak to your Event Planner or the Plenary
Operations Manager.
Plenary Operations Manager: +61 3 9235 8027.
Technical Grid
The Plenary is fitted with a full technical grid, three dedicated lighting bridges and infill panels. This equipment can support
sophisticated lighting for concerts and other major performances.
Audio System
• All backstage areas have a full prompt audio system.
Presentation Aids
The Plenary provides access to the most sophisticated audio-visual, communications and information technology available with
the following supplied as part of your Licence:
• intelligent lectern;
• presentation PC with internet access;
• remote monitoring and support; and
• hearing assistance.
An extensive range of technical, communications and audio-visual equipment is available from MCEC’s Technology Services
Department, charges will apply.
Technology Support Services: +61 3 9235 8200.
The Plenary is fitted with high-quality Nexo speakers providing exceptional sound quality for the audience and
minimising feedback.
• Speakers are arranged in arrays of up to seven individual speakers.
• In combined mode: four speaker arrays.
• In divided mode: two speaker arrays.
• Infill delay speakers provide complete audio coverage.
Mixing Desks
DiGiCo D1 audio mixing desks are provided in the Plenary offering leading-edge audio technology and delivering the highest
standards of sound reproduction for your event.
Control Rooms
A lighting and sound control room is available for each Plenary. An alternate operation position can be set in the centre of each
Plenary for front-of-house operation, additional set-up costs apply.
Projection Screens
Projection screens are provided in the Plenary which:
• have a 16:9 widescreen ratio;
• are 8m(W) x 4.7m(H); and
• retract completely from view when not in use.
A large fixed screen is provided over the main stage. This is accessible in Plenary 2 and combined mode only:
• 16:9 widescreen ratio;
• 10.6m(W) x 6m(H); and
• seamless high-quality surface.
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THE PLENARY
Event Operations
Your Event Details in the Plenary
Event Planning
The Plenary provides a highly flexible venue with high-level production and technical capacities. The wide range of applications and
configurations of the venue means that every event will be different. Your Event Planner and the Plenary specialist staff will help you
develop a plan for your event which meets your specific needs.
Contractors
All contractors working on your event must have the appropriate current licences and registrations and comply with MCEC requirements.
Sound and Lighting Operators
The Plenary has production-level sound and lighting equipment fitted. For large-scale staged events, you may need to appoint
qualified audio-visual operators and hire-in any additional specialist sound or lighting equipment required. Licensees must provide
their Event Planner with details of requested rehearsal and/or sound-check times for events with performances, bands or potential
loud audio outputs. MCEC management must approve all rehearsal and/or sound-check times to ensure surrounding events are not
impacted by noise generated by your event.
Licensees must not carry on or permit to be carried on at the Centre anything that is noisy or is likely to harm the reputation of the
Centre or impact surrounding events.
Signage
Room Signage
Digital signage is provided outside the Plenary.
Display Signage
• Signage can be suspended in the Plenary from the inbuilt rigging system.
• Free-standing signage can be placed on the stage area but not in walkways or foyer areas.
• Details of all signage must be submitted to the MCEC for approval to ensure it meets the Centre’s guidelines.
Food and Wine
The MCEC has sole catering rights to the entire Centre. Food and wine can be provided to suit your requirements.
Please speak to your Event Planner.
Cleaning
In the Plenary, standard cleaning is included in your Licence Agreement.
Ticketing
If tickets are being sold for your event you will need to appoint an external ticketing agency. An internal/external box office is
available for your use and can be operated on the day of your event. For further information, please speak with your Event Planner
to discuss the required procedures.
Ushers
For events in the Plenary ushers are required to assist in managing seating and to assist the security team in an emergency.
Depending on the nature of the event ushers may be qualified security staff or other trained ushering staff provided by the MCEC.
Your Event Planner will discuss the specific requirements for your event with you.
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event operations
Event Operations
Services provided to events are coordinated through the Event Planner, who will liaise with the appropriate departments within the
MCEC to ensure that Licensee requirements are fulfilled.
Event Operations is a grouping of departments that aid in the delivery of services to operate events within the MCEC.
The Security and Safety Department is responsible for fire protection systems in the building, exterior building security,
incorporating public spaces at the MCEC, and enforcing the MCEC gazetted parking areas.
Event Operations are responsible for approval of safety plans, incorporating floor plans, exit signage, move in move out plans,
toolbox meetings clear aisles for forklift and pedestrian movements during build-up, safety inspections prior to show opening and
confirming maximum occupancy limits. This department also controls the Loading Docks operations during the move in move out
phase of exhibitions.
Brookfield Multiplex Services are responsible for maintenance of the building fabric, building services and electrical distribution.
The Front of House Department coordinates the appearance and delivery of customer service within the MCEC. This incorporates
cleaning services, ushering and customer service. Cashiering Department oversees the MCEC POS (point of sale) system
incorporating cash and electronic sales areas.
Licensees must provide their Event Planner with details of requested rehearsal and/or sound-check times for events with
performances, bands or potential loud audio outputs. MCEC management must approve all rehearsal and/or sound-check times to
ensure surrounding events are not impacted by noise generated by your event.
Licensees must not carry on or permit to be carried on at the Centre anything that is noisy or is likely to harm the reputation of the
centre or impact surrounding events.
Event Planning
The Event Planning Department assists clients with the planning and administration of their events and ensures that all client
requirements are met as economically as possible.
Following receipt of the deposit and the signed Licence Agreement, the event is allocated to an Event Planner. An Event Planner
is appointed to each event to advise the client of available services and facilities, coordinates the requirements for the event and
liaise with the other departments at the Centre for the provision of services and facilities. A Food and Beverage Service Manager is
assigned to manage the actual running of the event.
Issues for consideration include, but are not restricted to, the lists below.
Event
• Event name, date and times and programme.
• Room hire.
• Key contacts on the day/s of the event.
• Number of client keys required (MEC only).
• Trust ticket allocation (MEC only).
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event operations
Exhibition
Conference/Function Attendees
• Use of space.
• Delegate/guest numbers – considering catering and meeting room capacities.
• Safety Plan for Exhibition incorporating:
• Registration requirements.
– risk analysis;
• VIPs or media attending – arrival, departure, driveway requirements.
– move in and move out schedule of contractors and exhibitors;
– clear aisles for move in move out;
• Food and beverage menu – considering selection suitability for type of event.
– final floor plans;
• Room set-up considering:
– exit signage;
– contractor access (if applicable);
– OH&S briefing;
– am/pm table set-up and configuration, table decoration, linen, etc.; and
– maximum occupancy levels in exhibition; and
– equipment for food and beverage delivery.
– security schedule.
Catering Arrangements
Theatre/Concert Use
• Exhibitor manual review prior to distribution.
• Non-allocated and allocated seating.
• Exhibitor listing.
• Ushers.
• Exhibitor lounge requirements.
• Crowd control.
• Signage on concourse/foyer, wording for monitors, displays/signage outside building.
• Tickets.
• Confirmation of Kiosk operating hours, possible extended seating into licensed area, kiosk account cards required (MEC only).
• VIP’s or media attending – arrival, departure, driveway requirements.
• Use of Organiser(s) office (MEC) or suites (MCC).
Entertainment
• Hospitality Suites and their use (MEC only).
• Crew catering.
• Storage, cleaning , rubbish removal.
• Performer dressing room requirements.
• Freight forwarding details.
• Bump in and out.
Exhibitors
• Exhibitor stand events.
• Custom stand approval.
• Technical programme.
• Sound-check coordination and neighbouring events.
Transport
• Exhibition stand giveaways including food handling policies.
• Buses/coaches – company details and contact, schedule, permit requirements (if applicable), drop-off and pick-up points.
• Exhibitor catering.
• Car park allocation.
• Loading dock requirements including equipment hire.
• Pre-paid car parking.
• Power supply and connections and contractor details if applicable.
Communication Requirements
• Plumbing requirements and contractor details if applicable.
• Type:
• Communication requirements and contractor details if applicable.
– facsimile, modem, EFTPOS lines;
– digital telephone services including handsets;
• Trade/public.
– PSTN Lines;
• Estimated daily attendances.
– ON RAMP 2 - ETSI Standard;
• Ticketing information and requirements.
– two-way radios;
• Registration booths.
– broadband internet access;
• VIPs or media attending – arrival, departure, driveway requirements.
– mail server;
– computer/router/Ethernet switch hire; and
– configuration support.
Exhibition Attendees
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event operations
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event operations
Additional Requirements
• Audio-visual requirements.
event operations
The client or exhibitor must comply, and ensure that its contractors comply with the terms and obligations imposed upon the MCET
under any law relating to the sale and consumption of liquor.
• Equipment cross – hires: plants, linen, two-way radios, facsimile machines, photocopiers, computer equipment.
Catering
• Equipment requirements – including staff hire.
Our team of five star chefs offer a wide variety of menus utilising fresh local produce, accompanied by a wide selection of
local wines. From three-course formal dinners for 3,500 people, to luncheons for 10, or a light afternoon tea, our kitchen and
service staff can fulfil your catering requirements.
• Directional signage – company logo (digital or scanned), positioning throughout venue.
• Client deliveries: sponsored beverages, flowers, menus, programmes, promotional products, decorations, banners, furniture,
satchels and promotional materials, etc.
Menus and choices of service and style can be discussed with your Event Planner.
• Security – demonstrations, specialised control risk, exhibition security patrol.
Public Catering
• Fire wardens for pyrotechnics, cooking demonstrations, smoke machines and flutter-fetti cannons.
• Storage arrangements.
• Crèche.
• Cloakroom.
Contractors
• Security.
• Cleaning (MEC only).
• Technical services (MEC only).
• Rigging – approved riggers only.
• Electrical requirements.
• Freight.
• Furniture.
Management of the Event
Visitors and delegates to the MCEC have a number of eateries at their disposal. MEC Café located in the Melbourne Exhibition
Centre (MEC) Clarendon Street entrance and MCafe in the Melbourne Convention Centre
(MCC) foyer. These are both open from Monday to Friday. There are five fast food kiosks at the MEC within the exhibition halls.
Our public catering facility includes cafes, kiosks and exhibitor lounges and are provided at the discretion of the MCEC. The MCEC
will only provide public catering if it is viable for the venue. The MCEC reserves the right to withdraw public catering facilities
offered to a client if the outlet is not being used by the delegates and visitors for the purpose for which it has been provided.
If organisers wish to guarantee minimum revenue levels for public catering outlets, the venue is pleased to provide this service.
Stand Catering
The MCEC offers exhibitors an enticing selection of stand catering. On offer are a variety of menu choices, along with alcoholic and
non-alcoholic beverages.
Orders for stand catering should be forwarded on the Exhibitor Services Account Form with payment for the order, no later than
seven days prior to the commencement of the event. We require 72 hours notice for order cancellations; if cancellations are
received after this time the full charge will apply. To ensure we can accommodate your request we require a minimum of 24
hours for late orders.
All stand catering is delivered to stands at the nominated delivery time and is presented on room service trolleys. The stand catering
menu is self-serviced and the exhibitor is responsible for maintaining the cleanliness of stands at all times. Staff are available to
service your stand at an additional charge. To assist us with providing this service, 48 hours notice is required.
An event program (daily operating sheet) is developed, with all the information pertaining to the event detailed. The Licensee
will sign-off the daily operating sheets (DOPs) to confirm that their requirements are being met and to authorise the order.
Any amendments to the DOPs will be signed by the Licensee.
High-quality single-use plates, cups, cutlery, etc. are included with stand catering orders. Trestle tables or china crockery are
available at a hire fee.
Prior to the beginning of the event, the Event Planner will hand over to a F&B Service Manager, who will be responsible for
completing the details listed on the DOPs. This person will be the key contact for the Licensee through the course of the event.
Terms of Security
Any Licensee requirements, amendments to arrangements or other issues should be communicated between the F&B Manager and
the Licensee.
Finalisation of the Account
Post event, the Event Planner finalises all charges for the event. Charges include room hire, catering, utility and communication
requests, exhibition and technical services and sundries. The final account is forwarded to the Licensee for payment.
Catering Services
Our catering services are world-class and we aim to achieve the highest standards of quality and service. The Event Planner
and F&B Manager provide the central communication and support role between the kitchen (food preparation), the Catering
Department (event floor management and food and beverage service), the Public Catering Department (kiosks) and the Event
Planning Department (stand catering orders). This is to ensure information and effective communication flow, thereby ensuring
the successful staging and supervision of events.
Terms and Conditions
The MCEC has sole catering rights. Clients or exhibitors are not permitted to use their own caterers.
Final numbers for catering, including special dietary requirements MUST be notified three (3) business days prior to the event.
Licensed areas that host an exhibition or a high number of attendees will require separate event security. These events
within the Convention Centre are managed by internal security at the Licensee’s cost. The following is required:
• a security schedule needs to be submitted to the Licensor seven days prior to exhibition opening;
• all security staff must be approved by the Licensor and must hold a current security licence and minimum Level 2 First
Aid Certificate;
• during the Licence term security services staff supplied by the Licensee must be on duty at each open doorway being used for
access or egress to the licensed area and the Licensor reserves the right to close any doorway not so attended;
• security staff shall not lock, strap, bar, barricade or block any door without approval of the Licensor (security staff shall not lock
or unlock any door outside the licensed area without prior approval of the Licensor);
• security staff shall only be posted inside the licensed area (security staff shall not park on the loading tarmac);
• security staff must police the Licensor non-smoking procedure;
• security staff shall not at any time impede the movement of the Licensor or staff or contractors in the course of their duties
for any reason;
• security staff shall accept verbal directions from the Licensor on any matter that could affect the safety and/or well being of the
public and the MCEC; and
• security staff shall not at any time enter any plant or equipment room or a restricted area of the MCEC not inside the
licensed area.
Terms of Security (cont.)
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• The Licensor does not accept responsibility for the escort or security of any cash from or in the MCEC licensed area.
• The Licensor shall not be responsible for the provision of communication equipment for use by the Licensee’s contractors and
security staff. Such responsibility shall remain with the Licensee.
• The Licensee shall take all reasonable care to ensure that all exterior doors of the licensed area are securely locked and fastened
at all times the licensed area is closed to the public and shall take all other reasonable security measures that are required by
the Licensor.
• The Licensee shall keep the Licensor fully informed of its security procedures.
• The Licensee to ensure that the event security staff are equipped with suitable first aid kits for the event. It is recommended
that all calls for the services of an ambulance be directed via the MCEC Security Control Room. This is to facilitate the quickest,
nearest and safest means of transit of an ambulance to the site of the incident.
• A copy of all incidents including medical and security incidents shall be provided by the event security staff to the MCEC Security
Control Room at the earliest time and no later than 24 hours after the incident.
• The Licensee to indicate if the event security staff are to be provided with MCEC-issued proximity cards and/or keys (including
dock roller door keys) to the licensed areas where applicable.
• Prior to arrival on site all event security staff are to be inducted onto the MCEC site. A copy of the MCEC Contractor OH&S Site
Induction is available by contacting the Events Operations Department. It is recommended that event security staff be inducted
well in advance to ensure a clear understanding and acknowledgement of the OH&S requirements of the MCEC.
Crowd Control Guidelines
These guidelines have been established in conjunction with MCEC, its insurers and SafetyMAP to form part of the MCEC licensing
occupancy agreement. This is also a requirement by the Building Commission of Victoria (BCV) to provide all participants (guests,
contractors, organisers and staff) with reasonable and safe environments at MCEC.
Set-ups or builds of a more intricate nature may be subject to additional requirements depending on the type of event and/or
delegates attending.
Melbourne Exhibition Centre Security
Security provided by Licensor
MCEC internal security patrol all perimeter areas outside of licensed areas. Licenced areas are the responsibility of the Licensee.
The Licensor reserves the right of control over the opening, closing and securing of any and all doors.
The Licensor may refuse admission or cause to be removed from the Centre any person whose behaviour is objectionable, improper
or undesirable.
The Licensor reserves the right to determine the level of security required during the Licence period.
Security provided by the Licensee
The provision of guards for security and/or patron control is the responsibility of the Licensee.
To safeguard against any potential security risk involved with events, the Melbourne Convention and Exhibition Centre requires
that licensed security staff be employed to secure the licensed area from the beginning of the Licence period to the end,
including overnight.
Security staff are also required to secure the worksite during move in move out periods. Allowing unauthorised people to enter the
licensed area during a build time places the Licensee at great risk of negligence claims.
event operations
As part of the Event Safety Plan, the Melbourne Convention and Exhibition Centre request the Licensee to provide the
following information:
• a security schedule for the event no less than seven days prior to the Licence term commencing. The schedule shall indicate
dates, times and posting of security staff for the Event Security Staff in the case of an emergency;
• name of company tasked with security;
• the appointed company’s current Victorian Security Firm Licence and Certificate of Currency from the insurers of the
security firm; and
• the Licensor may require a briefing to take place with the designated security company covering the building fire systems,
evacuation plans and first aid training.
Where applicable, the Melbourne Convention and Exhibition Centre may request a photocopy of each security guard’s Combined
Security Guard and Crowd Controller Licence prior to giving consent for the guard to work the venue.
Fire Warden
All events with pyrotechnics, smoke machines, flutter-fetti cannons and/or cooking demonstrations require smoke detectors to be
isolated; therefore an MCEC security guard (as fire warden) must be in attendance. A minimum charge of four hours will apply.
Please note the use of confetti is not permitted within the MCEC.
Communication between Event Security Staff and the MCEC Security Control Room
The event security staff are to arrange for the provision of communication equipment to communicate with the MCEC Security
Control Room. This shall include a two-way radio, battery charger and/or spare battery for the radio.
Also required is the provision of a secondary or back-up mobile phone number to ensure communication between event security staff
and the MCEC Security Control Room.
The Melbourne Convention Centre Security
The MCEC has 24-hour security staff surveying the Centre and will provide event security. Depending on the nature of your event
additional event security may be required, the cost of which will be charged to your account. Please discuss with your Sales Account
Manager or Event Planner the requirements for additional event security.
The Plenary
Event Security is required for events being held in the Plenary for both back and front of house areas. A minimum of one (1) security
officer is required when any Plenary door is opened to public areas. In addition a minimum of one (1) qualified security officer for
every 100-500 guests. Organisers must utilise the MCEC in-house security contractor for any additional security requirements. This
can be co-ordinated with your Event Planner.
Allocated Seating events
The MCEC recommends all events with allocated seating should provide:
• one usher per 200 guests for the entire duration of the event/concert/presentation; and
• in addition, we recommend two (2) staff per entrance to collect tickets upon entry.
The MCEC provides ushering staff at a standard charge of a minimum 3.5 hour call.
Dinners and Events Serving Alcohol
Any event serving alcohol in a public area must have a minimum of one (1) security officer. A minimum of two (2) qualified security
officers must be in attendance for the events with 500 guests. Plus a minimum of one (1) qualified security officer is required for
every additional 100-500 guests.
Exhibition Builds in Public Areas
Event security is required for exhibition builds during move in and move out and may be required 24 hours during the event.
Information Required
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Occupation Health and Safety and Egress
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event operations
The Licensee is required to adhere to all Victorian WorkCover Regulations as they prevail at the time of the Licence Agreement.
Licensees are required to assess operational risks using the Victorian WorkCover Authority hierarchy of controls and use relevant
regulations to develop a risk management plan for the task or activity. This plan must be forwarded to the Event Planner 30 days
prior to the event.
All staff working on the MCEC site are required to complete:
• MCEC OH&S Site Induction: www.mcec.com.au; and
• Brookfield Multiplex MCEC Serviced Area Site Induction: www.elearn.com.au/brookfieldmultiplex_mcec
Proof of satisfactory completion will be required by all contractors and subcontractors prior to permission being granted for access.
Organisers are also required to complete the OH&S Site Induction.
Event Safety Plans
event operations
The Licensee shall not hinder or obstruct any member of an emergency service, medical profession or a security officer in the
exercise of his or her duties in or about the Centre.
Fire Precautions
All fire equipment shall be visible and accessible to the public.
The Licensor will determine fire safety controls based on an assessment of risk.
The Licensee shall ensure that potential risks are brought to the attention of the Licensor. Fire safety patrols as determined by the
Licensor will be the responsibility of the Licensee.
Public Address
The Licensor may permit emergency announcements to be made over sound systems or video monitor systems during the
Licence term.
All events are required to develop a safety plan.
First Aid Facilities
Items to be covered in the safety plan may include:
The Licensee is responsible for the provision of qualified first aid personnel to the licensed area during the Licence term.
First Aid facilities can be provided by the Centre if required.
• approval for floor plans;
• move in move out schedule;
• forklift and pedestrian clear aisles for move in move out;
All accidents must be reported to the Licensor.
First aid facilities and trained personnel are available at both venues, by contacting a member of the security staff.
• security schedule;
Electrical Cupboards
• maximum occupancy levels;
Access/egress doors to electrical distribution switchboards should not be blocked. There must be two (2) points of egress from an
electrical switchboard room.
• temporary exit signage locations and supplier;
• OH&S briefing of staff;
• safety team developed from Organiser, principal contractors and MCEC representatives;
The Licensee is required to ensure that the number of people within the licensed area at any given time does not exceed the limit
prescribed by relevant public safety regulations.
• safety team to hold toolbox meetings each morning of move in move out of exhibitions; and
This information is available from the Licensor and will vary depending on configuration of the licensed area.
• risk analysis.
Smoking
Further details are supplied in the Event Safety Plans Guide issued to the Licensee through Event Planning.
Smoking is not permitted inside any area of the venue.
Risk Assessment
Event Sign-Off
For each event the MCEC needs to be provided with a risk assessment schedule that covers:
Before the opening of any event to the public, the Licensee will provide to the Licensor notification that the event complies with the
MCEC Licence Agreement, MCEC Operations Manual and submitted safety plan.
• the concept of the event;
• the contents of the event;
• profile and details when appropriate of participants in the event;
• possible controversial aspects of the event, e.g. political, environmental or social impact; and
• risk analysis should be based on the WorkCover version available from www.workcover.vic.gov.au
Exit Doorways
Any materials or equipment shall not obstruct emergency exits. Additional exit signage must be installed if a display obscures
permanent emergency exit signage.
Exhibition Manuals
The MCEC produces a range of publications aimed at communicating requirements specific to exhibitions and events.
• Exhibitor Services Kit.
• Exhibition Stand Guidelines.
• Exhibition Stand Approval Procedures.
• Event Safety Plan Guide.
• MCEC OH&S Site Induction.
The maximum distance of travel from any point of the floor to an exit is 90 metres.
These are available from your Event Planner or Event Operations staff.
All aisles shall be a minimum width of three metres and provide unobstructed internal access to emergency exits. At least two exits
must be accessible from any aisle. No point on the floor can be more than 25 metres from a point which gives access to two exits.
Cul-de-sac aisles without adequate exit access are not permitted.
Outdoor Areas
Emergency Evacuation
The Licensee and event security shall be briefed by the Licensor on evacuation procedures prior to the Licence term.
The Outdoor Areas Procedure applies to the areas outside the Melbourne Exhibition Centre, primarily between the Centre and the
Yarra River. This area consists of paving adjacent to the Centre and parkland with grass leading to the wharf, which runs along the
river edge.
Emergency Services
Licensing
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Crowd Capacity
Outdoor Areas Procedure
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Anyone interested in utilising the outdoor area of the Melbourne Exhibition Centre must submit in writing their intentions for use,
operating hours, display details, catering requirements, etc. for approval by the Licensor.
Detailed measurements and plans are to be available. No build areas for fire access are to be shown on plans.
event operations
Notwithstanding the other terms and conditions of the Licence, the gross receipts from any sales of tickets by the Licensor shall be
paid to the Licensee within 24 hours following the completion of the event.
Ticketing Receipts and Settlements
Traffic management needs to be incorporated in proposals where the Licensor deems necessary.
The provisions of this section apply at the discretion of the Licensor.
If approval is granted, the event will be licensed as per other MCEC events. This Licence will be issued to the main Licensee
applying and cannot be sub-licensed.
All box office receipts (including interest earned thereon) for an event shall be and remain the property of the Licensor. All box office
receipts shall be held by the Licensor and shall first be applied by the Licensor in satisfaction of any liability of the Licensee to the
Licensor under this Licence or otherwise.
Melbourne Convention and Exhibition Centre licensed occupiers have the first option to utilise the outdoor areas. Consent from
events running concurrently in the Melbourne Exhibition Centre is required as usage of the outdoor areas may impact on
these events.
Where an event comprises one or more performances, as soon as practicable but in any event within 72 hours after the conclusion of
each performance, the Licensor shall:
Access via wharf area requires separate permission to be granted from Parks Victoria, as this area is not operated by the Licensor.
A liquor licence requires at least 35 days notice. Applications will be made by the Licensee and all fees are payable by
the Licensee.
a)provide the Licensee with a statement showing all box office receipts relating to that performance and the
application of those receipts; and
b)at the Licensee’s request make a provisional settlement with the Licensee, but the Licensor may withhold such
reasonable amounts from that provisional settlement as it deems necessary to assure proper financial settlement
of all matters between the Licensor and Licensee arising in relation to this Licence and for this purpose the
Licensee acknowledges that the Licensor has a lien over any claim the Licensee may have to those funds until all
monies owing by the Licensee to the Licensor are paid.
Conditions
The Licensor or their contractors or nominees have sole rights to operate cleaning and catering aspects of the event located on the
outside area.
The lawn area is limited to pedestrian-only traffic and plans for any structures such as marquees are to be submitted for approval.
Heavy or vehicle displays are only permitted in designated areas.
Deliveries and set-up vehicles are to operate only on nominated access points.
The licensed area is to be fenced at Licensee expense. The area must be fenced by approved contractors and requires prior approval
from the Licensor.
The Licensor is not responsible for alternative arrangements for inclement weather.
The Licensor reserves the right to cancel any event a number of days preceding the event due to ongoing inclement
weather conditions.
Ticketing
Melbourne Exhibition Centre
Ticketing and Ticket Allocation for MEC Exhibition Events
For MEC exhibition events, the Licensor reserves the right to manage all ticket sales and collection of monies on behalf of
the event organiser.
The Licensee is required to use only this system and shall pay a fee for its use. The Licensor will determine the amount of the fee.
For MEC exhibition events, the Licensee shall supply 20 complimentary tickets for use by the Licensor no later than one month prior
to the commencement of the event.
Ticketing Quote
Based on the provision of all information supplied by the Licensee relating to ticket sales the Licensor will provide a written quote
for the fee for the provision of ticketing services.
Claims from card holders in respect to misuse of electronic card systems will be directly invoiced to the Licensee. Time delays
between activity and claim may be lengthy and the Licensee agrees to abide by the outcome of any investigation held by the
Licensor or their bankers.
Within 20 business days after the end of the Licence term the Licensor shall:
a)provide the Licensee with a statement showing all box office receipts relating to the event and the application of
those receipts; and
b)Pay to the Licensee monies due to the Licensee after deducting the Licensor’s commission (calculated as
specified below) and deducting all other monies due by the Licensee to the Licensor in connection with
this Licence.
The Licensee shall pay immediately any amounts shown to be due to the Licensor on the statement referred to above (a) which are
not paid by the application of box office receipts. The Licensee shall examine that statement and notify the Licensor of any errors
it believes exist in the statement or of any objection it has to any charge in the statement within 10 business days after delivery of
that statement. Unless the Licensee shall notify the Licensor of a claimed error or objection within the above 10 business days, that
statement shall be deemed to be a true and correct statement of the account between the Licensor and the Licensee.
The Licensee shall pay to the Licensor a commission or fees as set out in the ticketing quote.
The Licensor shall not without the Licensee’s consent disclose to third parties the contents of the statement referred to in sections
above unless it is required to do so by the law or unless the information is already in the public domain.
Goods not covered in this schedule (including programmes, T-shirts, souvenirs, posters, novelty items, clothing apparel, cassettes,
tapes and records) shall be sold in the Centre only by the Licensor or persons nominated by it, unless the Licensor agrees in writing
to waive this condition.
Ticketing Conditions
The provisions of this section apply at the discretion of the Licensor.
For MEC exhibition events, the Licensor reserves the right to install a registration or ticket sale system for the sale of tickets and
collection of monies on behalf of the Licensee.
The Licensee is required to use only this system and shall pay a fee for its use which will cover the use of MCEC cashiering staff
labour, stationery costs and hire of ticket boxes.
All sales of tickets shall be made at those selling outlets determined by the Licensor.
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MEC Ticket Booths
Digital Signage above Entry Doors
MEC ticket booths must be used for the sale of all tickets to public shows held in the Exhibition Centre. There is provision for two
signs on each booth. It is recommended this signage space be used to display the name of the event and the respective ticket
prices. The dimensions for each ticket booth sign are 395mm (H) x 1,090mm (W)
There are 12 digital panels positioned above the entry doors at the Clarendon Street entrance linked to create a 6.3m x 1.3m
video wall.
Electronic signage is available in a limited number of MEC ticket boxes. This signage allows Licensees to display event names,
prices, times and other information relating to the event.
Please notify your Event Planner who will confirm availability.
Melbourne Exhibition Centre Signage
• All signage space should be booked through your Event Planner;
• all signage designs and copy must be submitted to your Event Planner for Licensor approval prior to being displayed;
• it is the organiser’s responsibility to arrange for the erection and removal of all signage with their contractors;
• erection of signage can only occur between the hours of 1900 and 0700, provided no other events are open at those times,
unless written consent has been obtained from the Event Operations Department;
• any damage caused by the organiser as a result of inserting or removing signs will be on-charged to the organiser;
• organisers are not permitted to remove or reposition any signs during their tenancy without the prior approval of the Licensor;
• signs of an adhesive nature are not permitted (MEC exterior glass wall excepted);
• illuminated signs are not permitted without the prior approval of the Licensor;
• with sole occupancy (only tenant occupying the entire building) event organisers may display signage for forthcoming events;
• the Licensor reserves the right to use vacant signage space to promote future events or provide visitor information;
• signage promoting future shows can only be displayed from the commencement day of tenancy (move-in of the show),
equally signs must be removed at the end of the last tenancy day (move-out of the show);
• in special circumstances, the Licensor will permit signage to be erected earlier provided the following conditions are met;
Four of the 12 screens in a two x two configuration are available for each exhibition event allowing three events to be displayed at
the same time.
If there are more than three events on at the same time, the video wall will revert to a rolling format.
Concourse Blade Signage
There are also two permanent free-standing information signage columns, located at either end of the concourse (Clarendon Street
and Lorimer Street) for use by organisers and the Centre.
There are three slots on each side of the columns allowing for three (3) Corflute signs of equal size to be inserted on each side of
the column. Signs are not permitted to extend past the end of the signage columns.
The dimensions for the Corflute panels located in the signage blades are 894mm (H) x 1,461mm (W)
Please note that the signage blade itself is set at an angle of 15 degrees from the horizontal.
The signs are to be positioned from the top of the column down with the event located closest to the sign being at the top and the
furthest event at the bottom. (This would mean that the order of signage on the two signs would be mirror images of each other).
The allocation of these slots is based on one slot per each six bays hired. Additional allocation may be made at the discretion of
management if the building is not fully occupied. Organisers may promote future shows on these panels subject to their space
entitlements on the panel.
Concourse Banners
Banner hanging points are located on the roof of the public concourse opposite each set of entry doors leading from the concourse
to the Exhibition Hall (10 sets of entry doors). There are a total of 19 banner hanging points being two for each set of doors, except
door 10, which only has one. The points have a limited load of between one and five kilograms. Only banners made from silk,
Corflute or similar lightweight materials can be used.
• there are no other events in the building including during move in and move out times;
There are also two additional hanging points in the Clarendon street foyer area. Any proposals for signage on the concourse,
including free-standing signage must be submitted to the MCEC for approval.
• should another booking be taken during this period the client with earlier tenancy rights must readjust/remove signage
(should all positions be occupied) to meet the signage procedure;
The signage rods accept a total of two banners each with a maximum width of 2.6m for each banner. The bottom of the
banner cannot hang more than 4m below the rod (banners cannot hang lower than 4m as they obstruct the safety exit signs).
• the onus remains with the organiser for additional signage costs should additional signage rights be revoked or require
relocation; and
Free-Standing Signage
• the provision of additional signage for a particular show is a concession made for that event only and should not be viewed
as a precedent for future events.
Free-standing signage can be placed in the alcove of the entry doors to the hall but must not extend past the perimeter of the
alcove on to the concourse. Only bookings for the whole venue may negotiate the placement of free-standing signs on the concourse.
Signage may not be placed on the external steps of the building or in front of the building.
Any additional allocation of signage to an organiser over and above the standard signage procedure is subject to change at the
discretion of the Licensor.
Glass Wall Clarendon Street
The Licensor reserves the right at all times to revoke any consent to display signage not conforming to this procedure.
Concourse Signage
All free-standing signage organised by exhibition organisers to advertise their show, can only be displayed on the concourse within
the boundaries of their contracted exhibition space. All free-standing signage can only be displayed on the glass side of the
concourse and can only come out a maximum width of four metres. Signage to be displayed on the hall side of the concourse cannot
come past the wall line of the organiser offices.
The front entrance wall of the MEC facing Clarendon Street has a glass wall made up of panels. The MCEC logo appears as a
permanent sign approximately 7.7m x 12m on the glass wall. The remaining designated advertising space on the glass wall is
available for advertising major exhibition events. The cost of installation and removal of the signage is the sole responsibility of the
organiser (including the removal of any waste materials caused by sign removal).
Signage can only be displayed outside the contracted boundaries of show space, if no other client is occupying the Centre at that
time or after approval from the Centre and other exhibition organisers occupying the Centre.
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Glass Wall Clarendon Street (cont.)
Standard Lectern Signage
The glass wall is made up of individual panels measuring 1.1m (H) x 3m (W). The MCEC logo is a permanent sign
covering an area of 28 panels (4 columns by 7 rows). Exhibition signage is generally permitted on an average of 28 panels
(4 columns x 7 rows). The area may be extended to 35 panels (5 columns x 7 rows) by special arrangement. It should be noted
that visibility of the additional row on the extreme right of the grid is restricted by the design of the building. Signs are produced for
each glass panel of approximately 1.1m x 3.0m. Two materials are recommended for production of glass wall signage.
Signage can be attached to MCEC lecterns.
These materials are as follows:
1. Vinyl and vinyl lettering.
2. Vinyl four colour ink jet (photographic representation).
Allow 10 working days lead-time from receipt of artwork to production of signage. Two working days needs to be allowed for
installation of glass wall signage. Additional charges may apply for the installation and removal of the signage over and above the
production costs. It should also be noted that colours and intricate designs could impact on the prices charged. Your Event Planner
can suggest suppliers for production of signage.
Standard Lectern
The maximum dimensions for signs are.
840mm (H) x 530mm (W)
Intelligent Lectern
To achieve optimum results please use the
following print specifications with your supplier:
Printing: 4 colour process.
Material: Designjet backlit film.
Laminate: Double-sided sandtex laminate.
There are four flagpoles outside the Clarendon Street entrance of the MEC. Only the following configuration is permitted.
Note: The MCEC Intelligent Lectern uses a
magnetic snap-lock system to hold your
backlit print in place so there is no need
to supply any fixings.
• L to R: 1. Australian national flag, 2. Victorian flag, 3 Event flag (upon approval) or MCEC flag, 4. Event flag (upon approval).
Car Parking
Flag dimensions must not exceed 3,600mm x 1,800mm.
Pre-Paid Car Park Tickets for Client Use
Written approval must be sought from MCEC Management via your Event Planner for use of the flagpoles.
Your Event Planner can arrange for pre-paid car parking tickets for you and your clients that can be distributed. There are various
options to complete this process and your Event Planner can advise the most suitable method for your event.
Glass wall signage must be removed by the end of the move out for the show.
Vertical Flags Outside Entrance
Flag Procedure
The Australian national flag should be on the left of a person facing the flag and the building followed by the Victorian state flag and
then in any other order for the remaining flags. If there are more flagpoles than flags, then the Australian national flag can be flown
at each end of the line.
When the Australian national and foreign flags are displayed together, the Australian flag should be displayed on the same level as
the other flags and should be the same size or close to the same size as the other flags. The Australian flag should never be smaller
than other flags on display.
The following two flags will be displayed at the MEC from 0800 hours until sunset on a daily basis:
• Australian national flag and Victorian state flag.
Exhibition Hall
No signage can be placed on the walls of the Exhibition Hall. Signage within the exhibition area is limited to stands, rigging from
the roof or suspended from permanent banner hanging points on the ceiling.
Charges for these can be added to the account prior to the first day of the event.
One car park ticket is provided to the organiser for each 6,000m2, or part thereof, of MEC exhibition space hired.
Exhibitors
At the MCEC, exhibitor parking rates only apply to the outdoor parking areas located in Munro Street. Pay and display machines
are located throughout the parking areas.
Delegate rates can be arranged for the Melbourne Convention Centre, via your Event Planner, if booked prior to the event.
Loading Docks
Loading Docks and Traffic Management
The Licensee shall ensure that exhibitors and drivers of all vehicles are made aware of the following:
• the entrances to the buildings must be kept clear of parked vehicles during operational hours;
Car Park Signs – Underground
• drivers must follow traffic and parking directions issued by the Licensor;
Electronic signage is located at the entrance gates of the MEC underground car park. These signs are controlled by car park staff
and provide details on events at the Centre and the nearest access doors are displayed.
• a 30 minute unloading limit applies to all vehicles (times for larger vehicles are at the discretion of the Licensor);
Melbourne Convention Centre Signage
Signage is not permitted on the perimeter of the Melbourne Convention Centre.
Directional Signage
MCEC directional signage is produced for each event and placed throughout the Centre to assist guests to locate their event.
• the Licensor accepts no responsibility for the safety of vehicles and their contents whilst they are within the Centre or parked on
the loading dock;
• only the driver and jockey of any vehicle are permitted to disembark and enter the Centre, no family members, children or pets
are permitted access; and
• plant and equipment entering the exhibition halls must be accompanied by an inducted spotter to ensure pedestrians and
equipment remain separated.
Monitors with electronic displays of current events and event itineraries are located throughout the main foyer. Your Event Planner
will arrange for event information to be displayed, which can incorporate event or company logos.
Unclaimed Goods
Banners
No responsibility is accepted for any goods or materials left on the premises after the expiration of the Licence period. All items left
in the licensed area of the Centre shall be treated as rubbish and disposed of accordingly.
Banner hanging points are available throughout the Convention Centre. Prior approval for all banners and locations is required from
the Licensor. Please discuss locations and possibilities with your Event Planner.
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Melbourne Exhibition Centre
Plant and Equipment
The Exhibition Centre loading dock is controlled by MCEC Loading Dock Management.
All plant and equipment, including electrical tools brought into the MCEC, must be adequately constructed and fitted with any
safety devices required by State and Federal laws.
The loading dock runs the full length of the Exhibition Centre. Entry to the Exhibition Centre loading dock is via Normanby Road.
• The loading dock is 45m deep with narrower sections above car park entries and behind kiosks.
• Traffic flows in a one-way direction in from and out to Normanby Road.
• All vehicles entering the loading docks require an access ticket, available from the entry checkpoint or, if this is not staffed,
ticket machines.
• A 30 minute parking limit applies for drop-off/pick-up of goods during the move in and move out process. Vehicles are not
permitted to park on the loading dock at any other time.
• Machinery must be used only for its intended function.
• Machinery requiring foundations must be mounted on appropriate bases. Core drilling or fixing into the floor is not permitted.
• All equipment used to set-up your event must be removed from inside the venue when work is completed.
• Forklifts may be stored in designated parking bays beside the wash bay in the Exhibition Centre loading dock during your event
and must be promptly removed from the site on the completion of the event move out. It is the responsibility of the hirer to
ensure hire companies provide relevant compliance certification for plant or equipment operating within the MCEC.
• Children under 15 and animals are not permitted during move in and move out.
Operation of Plant and Equipment
• Vehicles and contents are the responsibility of the owner while on the loading dock.
Plant and equipment operators must carry a current WorkSafe Victoria Licence to perform high-risk work, or a national equivalent in
the relevant class.
• Storage space on the loading dock can be arranged via MCEC Loading Dock Management. Storage is limited and charges apply. Consult your Event Planner for further details.
The MCEC reserve the right to request evidence of competency at any time.
The loading docks and surrounding car parks are gazetted areas and parking infringement notices will be issued
All plant operators must comply with relevant standard operating procedures required by State or Federal laws or regulations and
must abide by any instructions made by the MCEC.
Melbourne Convention Centre
The Melbourne Convention Centre loading dock is controlled by MCEC Loading Dock Management.
The loading dock is located on the lower ground floor of the Convention Centre. Entry to the Convention Centre loading dock is via
Normanby Road.
• Total size of 2,000sqm.
• Clear working height of 4.5m.
• Fully weather protected.
• Three dock levellers allow vehicles to load and unload at floor level.
Pedestrians and Equipment
Under the guidance of the Victorian WorkCover Authority ruling, the MCEC operate a zero tolerance procedure of mixing plant/
equipment with pedestrians.
Operators must ensure they comply with this guidance note. Breach of Safety notices will be issued that may exclude the operator
from continuing on-site.
Cleaning
Melbourne Exhibition Centre
• The loading dock includes a wash bay for the preparation of paints, trade materials and cleaning purposes.
The Licensee must maintain the licensed area in a clean and safe condition. The Licensor may require the Licensee to furnish
a cleaning schedule in respect to the licensed area prior to the Licence Agreement commencing.
• A 30 minute parking limit applies for drop-off/pick-up of goods during the move in and move out process. Vehicles are not
permitted to park on the loading dock at any other time.
The Licensor will require that cleaning companies comply with a determined level of performance. This will cover waste
management, equipment used, appearance of exhibition rubbish bins and use of power through the cleaning process.
• Children under 15 and animals are not permitted during move in and move out.
The Licensee shall be responsible for all cleaning (including the removal of accumulated rubbish) of the licensed area during the
Licence term. Any costs incurred by the Licensor in upgrading sub-standard cleaning of the licensed area during the Licence term
will be deducted from the Licensee’s service charge.
• Vehicles and contents are the responsibility of the owner while on the loading dock.
• Storage space on the loading dock can be arranged via MCEC Loading Dock Management. Storage is limited and charges apply. Consult your Event Planner for further details.
• The Convention Centre loading dock is strictly a smoke-free environment.
Large loads and equipment can be brought directly to Levels 1 and 2 of the Convention Centre building on delivery via truck and
vehicle lifts from the loading dock.
• Truck lift: L 9.5m x W 4m x H 4m and accommodates a total weight of 13.5 tonnes.
• Vehicle lift: L 8.1m x W 3m x H 3m and accommodates a total weight of 10 tonnes.
• Vehicle ignition must be turned off after vehicles enter the lifts.
The cleaning of the Melbourne Exhibition Centre concourse, toilet areas and the foyer outside the licensed area shall be the
responsibility of the Licensor. The kiosk, clearway areas and toilets (on the loading dock side of the hall) and the upstairs hospitality
suite will be cleaned by the Licensor and the charges for this cleaning will be on-charged to the Licensee.
All adhesives must be removed from the surface area of the floor. Double-sided tape which incorporates a differential adhesive
for clean removal must be used. Any tape, tape residue, paint or stains left on the floors will be removed at the Licensee’s cost.
The use of chalks or stringlines for stand marking is recommended.
The Licensee shall hand back the licensed area in the same condition as it was passed to the Licensee at the commencement of
the Licence term.
• Trucks must not leave the lifts.
A post-show scrub is required in the Melbourne Exhibition Centre bays. The Licensor’s authorised contractor must perform the
post-show scrub to ensure constant standards are met; post show scrub will be on-charged to the Licensee.
• All goods must be transferred by hand onto trolleys.
Melbourne Convention Centre
• Timing of the use of vehicle lifts must be included in your traffic schedule and take into account other events taking
place concurrently.
The Licensor has a dedicated contracted cleaner for MCC exhibition events. The cost of cleaning aisles and public areas during open
times is incorporated in the venue room hire. Costs for pre-clean and post-clean of exhibition areas are on-charged to
the Licensee.
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event operations
Melbourne Convention Centre (cont.)
Pre-clean – cleaning of the licensed area is carried out during build-up and during the exhibitor’s set-up. Cleaners will ensure that
the licensed area is clean prior to opening.
Post-clean – after the exhibitors and contractors vacate the licensed area, a post-clean of the exhibition floor is carried out.
The Plenary
The costs of standard cleaning are incorporated in the venue room hire however additional charges will be incurred if the Licensor is
required to clean up flutter-fetti, streamers, flyers, brochures or excessive food and beverage waste, which will be determined by the
type of event and its requirements.
Please note: The use of confetti within the MCEC is not permitted.
Your Sales Account Manager or Event Planner can advise indicative costs upon application.
Waste Removal
The disposal of waste must comply with the Licensor-approved level of waste disposal. These principles target waste minimisation
and waste diversion.
Licensees should implement practices that encourage exhibitors to take the waste they generate away with them and/or ensure
exhibitor goods are freighted on-site in packaging that is consistent with a sustainable environment.
event operations
Waste Management Plan
The pre-event period is known as the move in for the event that is scheduled to be held. During this time, the event organiser has
arranged for the event infrastructure and exhibitors to move in and install their displays.
A large amount of packaged materials and palletized material will be moved into the event space. This has the potential to generate
quantities of hard waste and recyclable waste outcomes.
At a pre-determined time prior to or during the move in or move in activities, the MCEC Venue Cleaning Manager will meet with the
event cleaning service provider representative and discuss any arrangements and requirements like:
• waste streams – through discussion and/or visual observation;
• segregation of waste from move in and during event in accordance with MCEC recycling instructions;
• training of event cleaning staff on waste segregation and waste awareness;
• contamination of waste and associated abatements;
• clearance of the loading dock area at the completion of bump-in;
• expectations of bay/exhibition clearing up and waste removal at the end of the event including post event inspection and
handover checklist; and
• process for requesting additional services.
The separation and removal of all waste from the licensed area to the loading dock area is to be managed by the event
cleaning company.
The requested bins and associated support infrastructure will be positioned outside the event bay(s) in the designated hard stand
area in readiness for the event.
The removal of all separated waste from the loading dock will be managed by the MCEC contracted cleaning provider. All labour
costs to do this will be the responsibility of the event cleaning company and on-charged accordingly.
During the event Licence period, it is the responsibility of the event cleaning contracted staff to separate all waste into the
appropriate bins, in accordance with MCEC waste segregation rules.
Melbourne Exhibition Centre
During the event Licence period, it is the responsibility of the event cleaning contracted staff to ensure all exhibitors separate all
waste into the appropriate bins.
With regard to events conducted at the Melbourne Exhibition Centre (MEC), ranging from exhibitions, trade shows, promotional
events and public shows, these events require various waste and cleaning services to be arranged and managed pre-event, during
and post-event.
Approximately 10-14 days in advance of the scheduled event, it is imperative the MCEC Venue Cleaning Manager is aware of the
event, the event waste and cleaning service provider, the anticipated waste streams to be serviced and the dates of the event.
In the instance where the MCEC venue cleaning company is not appointed, the event cleaning provider for the scheduled event shall
be required to liaise with the Venue Cleaning Manager at a minimum 14 days prior to the event and supply the following information
in written form (fax or email):
During the event Licence period, it is the responsibility of the MCEC venue cleaning provider to manage all waste generated from the
public catering areas of the event, the restroom and kiosk facilities. The separation and management of waste generated from the
licensed area to the loading dock is to be the responsibility of the contracted event cleaner.
During the open days’ phase of the event, the event cleaning contractor will contact the MCEC Customer Service Desk to request the
MCEC contracted cleaning provider to remove full cardboard/paper bins and replace with the same style empty bins.
MCEC venue cleaning provider will manage the movement of bins in consultation with MEC Loading Dock Manager, to ensure safety
is observed at all times.
• event cleaning service provider name and contact details, including the name and mobile phone number of the on-site manager
or event cleaning coordinator;
The MCEC Venue Cleaning Manager and event cleaning contractor will meet during the event Licence period to discuss the work flow
and implement any changes to waste arrangements as may arise in the following areas:
• name of the event and event run dates, highlighting the move in and move out dates;
• waste streams – through discussion and/or visual observation;
• anticipated peak hours for waste removal during move in and move out, in order to coordinate in-house cleaning labour
regarding cartage of waste to and from MCEC compacting areas;
• segregation of waste during event in accordance with MCEC recycling instructions;
• number of bays (e.g. 6 bays) and the bay numbers (e.g. 1-6);
• forecasted bin requirements for each day, by waste stream type (cardboard bins are provided free of charge) and size of bin
(240, 660 or 1,100L); and
• any additional requirements, information or notes which will have any bearing or effect on the operations of the in-house venue
cleaning provider or MCEC.
• contamination of waste and associated abatements; and
• process for requesting additional bins and clearance servicing.
At the Melbourne Convention Centre, the Licensee is responsible for the cost of rubbish removal, such as rubbish collected from the
pre-clean and post-clean, including advertising material and display leftovers.
Your Sales Account Manager or Event Planner can advise indicative costs upon application.
This information will be received by the MCEC Venue Cleaning Manager who will review the information and if there are any
queries, contact the event cleaning service provider and resolve. Any special requirements for move in and/or move out waste
will be discussed and determined in conjunction with the MCEC contracted cleaning manager. Any arrangements for skips and/or
compactors will be coordinated with the MCEC Loading Dock Manager(s).
The MCEC Venue Cleaning Manager will schedule the event bin requirements to ensure that these bins are placed at the external
door to the bay area, in the designated areas, prior to the commencement of the event.
The costs of these bins will be paid for by the event cleaning company.
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Exhibition and
Stand Guidelines
exhibition and stand guidelines
Exhibition and Stand Guidelines
The Event Operations Department is responsible for the maintenance and safety of the venue and approve all floor plans and stand
constructions. Any unusual or additional requirements for exhibition stands or exhibition layout should be discussed with the Event
Operations Department and approval sought.
The Licensee is responsible for ensuring that all pertinent information is forwarded to their exhibitors.
Floor Plans
Floor plans of proposed layouts of stands within exhibition events, including the safety plan, are required for prior approval from
the Licensor.
The Licensee shall furnish the Licensor with a floor plan no later than 30 days prior to the Licence term. The Licence will be
conditional upon the approval of such floor plan being affected and the right is reserved for the Licensor to require amendments or
deletions to the floor plan and the Licensee shall not alter or vary any approved plans without the further consent of the Licensor in
writing. The Licensee prior to this approval must not sell floor plan space to exhibitors.
The Licensee shall furnish to the Licensor at the time of design a floor plan drawn to a scale of 1:200, indicating all spaces to be
used for the event and for what purpose, and the event shall not be held or carried on without approval in writing of the Licensor to
such floor plan.
The occupational health and safety and egress requirements in this manual must be adhered to. The floor plan shall clearly indicate
and include stand numbers, locations, dimensions, forklift clear aisles and pedestrian clear aisles. Aisles must be a minimum of
three (3) metres wide. Items such as audio-visual and electrical cupboards, air returns and fire hydrants need a minimum of one (1)
metre clearance. Clear access is required to fire emergency exits, toilets, public telephones, goods lifts and the carton stores. The
MCEC requires clear staff access for food service, cleaning, building and security departments.
Concourse Display Builds
Only after plans are submitted and approval given by the Event Operations Department can builds along the concourse proceed.
All structures are to be built within a maximum four metres from the glass side of the concourse. Display builds on the hall side of
the concourse cannot impede past the wall line of the organiser offices.
Display structures cannot be placed directly opposite doors 6 and 7 due to the internal link connecting the Exhibition Centre to the
Convention Centre.
All display features, registration booths, entrance features and other temporary structures built in public areas are the sole
responsibility of the organiser. MCEC does not take responsibility for any theft or damage caused to any temporary structure built in
public areas.
Construction on the concourse can only take place between 1900 and 0700 and may be restricted to allow for other events taking
place in the MCEC during that time. Your Event Planner will confirm times with you. Charges apply to remove concourse doors for
large displays such as motor vehicles.
Drawings and plans of static concourse displays including all signage displays and wording must be submitted to your Event Planner
for approval.
The MCEC takes no responsibility for any damage incurred to displays/structures constructed on the concourse. The security of these
structures is the responsibility of the exhibitor/organiser.
Entry Features
The Event Operations Department can only approve structure of entry features after drawings and plans of entrances and positioning
have been submitted. Build of features cannot proceed until written approval has been granted by the MCEC.
Builds can only occur between the hours of 1900 and 0700, provided no other events are open at those times, unless written
consent has been obtained from Event Services Manager.
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exhibition and stand guidelines
Stand Design and Layout
Please refer to the MCEC Exhibition and Stand Approval Guidelines for more detailed information and legal requirements.
During the planning stages, the layout and design of stands needs to incorporate the operational and safety requirements of
the MCEC.
When clients compile an exhibitor manual the following stand design and layout guidelines should be included, as exhibitors will
have to comply with them.
Exhibitor manuals need to be passed onto the MCEC for approval prior to being sent out to exhibitors.
Emergency Access and Clearance
No stand or display is to block an aisle or emergency exit or fire services. Exhibition material or vehicles must not obstruct
emergency exits. Aisles and crossover aisles are to be no less than three metres in width and should be designed to ensure clear
vehicular access to all areas from the loading doors. Each aisle system must allow for at least two means of exit. Cul de sacs not
incorporating adequate emergency egress will not be permitted.
Temporary exit signage must be provided and installed by the Licensee when display material obscures existing signage and access
to exits. Should access to emergency exits be found to be other than obvious, or egress points are not clearly visible due to factors
such as stand construction or banners, the Licensor retains the right to enforce the provision of additional exit and directional signs
as necessary, at the exhibitor’s cost.
All fire equipment shall be visible and accessible to the public. Access to fire emergency exits, hydrants, electrical cupboards, air
returns and sensors must be kept clear at all times.
Service Pits
Stand layout must provide for access to the service pits for connection to all services required. Pit covers shall not be removed or
replaced without authorisation of the Licensor.
Plumbing connections and disconnection for water and waste shall not be carried out by any person other than a MCEC-approved
licensed plumber.
exhibition and stand guidelines
Where a stand is purpose-built and is two or more storeys in construction or is fully enclosed with a roof, a plan showing all features
including access/egress points and stairways fully dimensioned must be approved by an authority with jurisdiction to approve and
must be supplied to the Licensor no later than 30 days prior to the Licence term.
Dimensions and locations of any platforms or entertainment structures must be detailed.
Stand Construction
No obstacles to be placed in the aisles and all parts of an exhibit are to be contained within the stand.
No raised floors or overhanging roof lines are permitted to cross aisles.
Walls or other structures built against another stand perimeter must be properly finished in a suitable manner on the outer face.
Any amplification on stands must not interfere with any adjacent exhibitor.
Large spans and solid overhead areas need to be perforated or have breaks between panels/sheets. Stands with false floors must use
sheet Masonite (or similar material) with the smooth side down, beneath the false floor. These sheets need to be held together by
masking or gaffer tape.
Additional requirements for Melbourne Convention Centre locations are:
• system-based construction materials must be used for stand and display construction (Syma, Octanorm or Maxima systems
are recommended);
• no cutting, sawing, gluing or painting is permitted anywhere in the Convention Centre;
• stands and other structures cannot be built within 500mm of the Centre’s walls or windows;
• temporary electrical leads must be secured in cable tray style coverings (gaffer tape should not be used at any time); and
• drawings and plans of displays and stands other than standard exhibition booths must be submitted to your Event Planner
for approval.
Raised Floors
Stand Materials
Raised flooring can become a tripping hazard
Materials used in stand construction must be in accordance with the Building Code of Australia and must not cause dampness or
stain or be readily ignitable or be capable of emitting toxic fumes should ignition occur.
Stands that have raised floor edging that does not exceed 32mm do not require bevelled edging.
Crepe paper, corrugated cardboard, straw, hay bales, untreated hessian or PVS sheet (except on floors as a protective membrane) is
strictly forbidden without the approval of the Licensor.
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 kept slightly moist at all times.
Display equipment likely to injure a member of the public or a swimming pool containing water must be separated from the public
by a physical barrier and attended at all times.
Provided that suitable and adequate provision is made to prevent water leaking onto the floor and the floor is otherwise protected, a
Licensee may permit an exhibitor to display fountains, aquariums, spas, rock pools and swimming pools in the licensed area.
A suitable safety plan to prevent stand materials igniting should be developed. This may include non-flammable surface sprays to
remove risk and fire protection devices.
An approved indemnity form has been created for all exhibitors to sign stating that all material on the stand meets all fire and safety
requirements as stated by the MCEC policy.
Height
No display stand wall shall exceed the height of 2.4m without prior approval of the Licensor.
Additional requirements for Melbourne Convention Centre locations are:
• exhibits in the main foyer must not exceed 3.5m;
• exhibits in the level 1 foyer must not exceed 3.2m; and
Flooring that is between 32mm and 115mm high requires a bevelled edge which does not exceed an angle of 30 degrees or a
grading of 1:1.4. This bevelled edge is to be incorporated within the stand space and not encroach into the aisleway.
All flooring that exceeds 115mm in height is deemed to be a step and must provide suitable access via a suitable ramp if it is to be
occupied by the general public.
The following are the requirements in relation to raised floor areas:
• up to 1m made of non combustible material
– no protection required
• up to 1m made of or containing-combustible material
– smoke detectors required, and
– fire extinguishers to be present as directed.
The underneath of raised floor areas is not to be used for the storage of flammable material.
Raised floor areas up to 1m are to have the perimeter sealed by a fire-resistant material such as treated cloth,
plasterboard, etc.
Raised floor areas more than 1m to the underside of the floorboards, must be completely sealed on the perimeter (and floor) by solid
construction i.e. 13mm plasterboard, 13mm hardboard, 16mm chipboard, 6mm cement sheet or 0.6mm steel sheet. Sealed floor
spaces are to contain no storage whatsoever and all penetrations are to be sealed.
If a raised floor is 15m or more in any direction, then fire and draught stops must be located on a grid system not exceeding 15m
in any direction, using the abovementioned materials.
• exhibits in the Melbourne Room and meeting rooms on Levels 1 and 2 must not exceed 3.5m.
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exhibition and stand guidelines
exhibition and stand guidelines
A dispensation for raised floor areas can be applied for from MCEC management to delete any or all of the above requirements.
Any request for dispensation must contain plans and full details of the proposed structure and be submitted in sufficient time to
allow the dispensation to be considered prior to the 30 day cut-off date. Late requests will attract a penalty as aforementioned.
Tape used by contractors for marking out of floor plans must be such that it does not leave any adhesive residue on the concrete or
carpet covering of the floors. Any tape, paint stains or any other residue left on the floors or any other surface of the venue will be
removed at Licensee cost.
Stairs
Recommended tape for marking out stand positions that leaves no residue under normal circumstances is AT326 double-sided
exhibition tape with differential adhesive.
Stairways for public access to and around displays must comply with one of the following combinations of rise and tread.
MinimumMaximum
115mm
320-355mm
125mm
300-355mm
140mm
270-355mm
155mm
250-255mm
170mm
250-355mm
190mm
250-255mm
Load Limits
The Event Operations Department must approve all loads.
The Licensee shall not without prior written approval of the Licensor bring in to the Centre any equipment or item which by reason of
its weight or vibration in its use of operation could in the opinion of the Licensor cause damage to the floor, the roof or to other parts
or services of the Centre.
Methods of Supporting Loads
No welding of any components to the roof structure will be permitted.
The support method cannot transfer any movement or torsion load to the roof structure.
The fixing method for the suspended load must not damage the paint finish. In the event of the paint finish being inadvertently
damaged, it must be repaired in accordance with the original specification.
No suspended item may share a support specifically provided for the existing building services (i.e. air-conditioning ducting,
sprinkler or drainage).
No direct mechanical fixings to any of the roof structures will be permitted (i.e. shot-firing, riveting, screwing).
Lighting and Signage
All electric lighting must be at least 2.2m above floor level. All lighting must be kept to within the confines of the stand;
no lighting shall protrude in anyway out into the aisle ways.
Banners can be hung within the stand boundaries – banners hung over aisles or public areas are not permitted.
Signage above 2.4m facing an adjoining stand is not permitted without written application to the venue.
Grouped Seating
Advice must be given in writing to the Licensor each time it is intended that an event incorporates any sort of film projection,
seating in rows or live stage shows. Details of these types of events must be submitted to the Licensor a minimum of two weeks prior
to move in of an event.
Any seating arrangements included in submitted floor plans must comply with statutory requirements. All theatre-style grouped
seating must be assembled in such a manner that safe egress can be obtained if there is an emergency. This can be achieved with
the use of cable ties or seating that connects to each other. The Licensor prior to the commencement of the Licence term must
approve proposals for grouped seating.
Contractors
All Contractors, Services Technicians and Tradespeople who work in the venue are required to adhere to all relevant Australian
Standards, perform their tasks within set Industry Codes of Practice and hold all necessary licences. Apprentices must
be supervised.
All contractors, service technicians, tradespeople and exhibitors staff are to wear visible identification tags whilst in the venue.
All contractors, tradespeople and organiser staff are to wear high visibility safety vests at all times whilst in the Exhibition Hall and
loading dock area during move in and move out of all exhibitions.
All high visibility vests must comply with Australian Standards.
No bi-metallic action shall be induced by the use of components or fixings known to cause this effect.
Contractor companies are to supply to the MCEC all OH&S compliancy papers before commencing works. Supporting proof of an
induction process of their company needs to be shown as evidence that all employees are inducted onto the MCEC site.
Existing structural connections cannot be altered, loosened or used in any way to support an imposed load.
Working from Heights
Fixing
It is important that all tasks contractors undertake from heights are identified appropriately. It is also important to evaluate the
likelihood that someone may run the risk of a fall. Managers/supervisors are urged to assess all factors that could contribute to a fall,
including the type of job to be done, physical surroundings, conditions and the time needed for completion of the task.
No items or material shall be taped, tacked, stapled or otherwise affixed to any surface of the Centre. The Licensor shall be
consulted to advice on fixing arrangements.
No core drilling or fixing into any floor is allowed or permitted. No structure can be fixed to the venue structure.
It is the responsibility of the individual to ensure the current OH&S legislation, all hazard identification, risk assessments and the
implementation of solutions to the problem.
No pins, nails, tape or tacks are to be used on any surface of the venue. Velcro tape is the only approved method for affixing to
fabric material.
Working from Heights Procedures and Approaches
Marking Out of Floor Plan
Marking out of the floor within the licensed area prior to the commencement of the Licence term will only be carried out with the
Licensor’s agreement. The laying of aisle and/or stand carpet as part of that function shall not be permitted. No other work or
bringing in of display materials in such a period is permitted.
Early access for markout will only be granted with the Licensor’s approval, a security guard with first aid training is required to be
on-site from the time early access begins.
• Risk control measures should be put in place to first eliminate and consequently minimise any risk of a fall.
• Ladders should only be used where other methods of working from height are not practicable; the fall height is the distance the
person’s feet are supported on the ladder to the level below.
• Managers are advised to ensure that procedures are in place for any emergency and all employees gain all information,
instructions and training about risks of working from heights.
If a security guard is not provided, access to the licensed area will not be allowed.
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exhibition and stand guidelines
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Rigging
Construction of Storage Modules
The MCEC will only allow certified and/or licensed riggers to carry out the installation of lighting grids.
Approval for the construction of storage modules within the licensed area shall be given at the discretion of the Licensor. On-site
storage, when permitted, will be in an approved position. Storage areas should not block exits nor be located close to stands with
potential fire risk.
Any wiring carried out as part of the grid installation must be carried out by qualified electricians. All licences, endorsements
certification and registration documentation must be provided to the organiser prior to the event.
The organiser will then provide the above information to the Licensor one week prior to the event. All rigging equipment will be
required to be in good, safe condition. Test certificates must be submitted prior to commencement of installation.
A 100% safety margin will apply for all equipment (i.e. if a two (2) tonne chain block is used, the maximum capacity to be
supported will be one (1) tonne). This will apply for all lifting and rigging equipment.
Your Event Planner can provide contact details for suitable rigging contractors.
Electrical Installation
All temporary electrical installations must be carried out by a registered electrical contractor. All electrical installations on displays
must be in accordance with Victorian OH&S legislation and relevant standards. Only unmodified appliances may be plugged in to
electrical general-purpose outlets.
All electrical leads need to be tagged and tested in accordance with Australian Standards prior to use on-site.
An MCEC Electrical Safety Certificate must be completed by contractors after any electrical installation works. The electrical safety
certificate must be forwarded to the Event Operations Department prior to exhibition opening.
Hot Works
All storage modules will be completely enclosed by a combination of either building walls or shell scheme walls with a minimum
height of 2.4m.
Shell scheme storage module walls must have a one quarter hour minimum fire rating.
All storage modules must provide a minimum of one metre of clear space around each module and no materials should be stored
touching any wall. All storage modules must include at least one entry and one exit at diametrically opposite positions and at least
one CO2 and/or dry chemical extinguisher, as appropriate, located at an entry point.
Doors should be a minimum 820mm wide and 2,040mm high, held shut either by magnetic catches or equal single-handed
actuation system for entry.
The Licensor reserves the right to reject any proposals for storage.
Exhibits Requiring Written Approval
Exhibitors wishing to use any of the following items as part of their exhibit must submit a proposal in writing to the MCEC briefly
outlining the purpose of the item and how it will be used. Please refer to the following as a guideline.
Animals
All permits are issued under the approval of the Event Operations Department. No hot works will be conducted on-site without a JSA
and express approval.
No animals or pets, with the exception of seeing eye dogs, are permitted in the MCEC except as an approved exhibit, activity or
performance requiring the use of animals. Such animals as are permitted in the licensed area must be on a leash or in an enclosed pen
under the control of a handler at all times and comply with all requirements prescribed by law for the exhibition of such animals and in
compliance with the relevant acts and regulations. The MCEC approval in writing is required if animals are to be used in an exhibit.
Other Requirements
Balloons
Any cutting or sawing that is required must be completed in the Melbourne Exhibition Centre wash bay. This removes the risk of
interfering with other contractors on-site and reduces the level of cleaning required to open the event.
Where the exhibitor plans to use balloons as part of an event or display, the MCEC approval must be obtained and notified four
weeks prior to the start of the event. The exhibitor should be aware that should balloons accidentally activate any part of the venue’s
fire protection system, all costs incurred, including the attendance of the Metropolitan Fire Brigade will be the responsibility of the
exhibitor. There is a minimum charge of $500 to retrieve loose balloons from the roof of the venue.
A Permit to Work must be obtained before any hot works can be conducted on-site.
Contractors must perform all work involving isolation of MCEC services in accordance with the MCEC isolation procedures.
Melbourne Exhibition Centre Lower Service Tunnel (LST) and Upper Service Tunnel (UST) Access Requirements
Access to the LST and UST will need to be made by prior arrangement with the Event Operations Department. Contractors must
obtain a Permit To Work (PTW) and/or approval for isolation requests from the MCEC prior to starting each activity requiring a Work
Permit and/or isolation request. All Permits To Work must be accompanied by a Job Safety Analysis on the work to be undertaken.
Stands Requiring Additional Safety Precautions
Motor Vehicles
Motor vehicles in all forms may be displayed within the Centre subject to compliance with safety guidelines. Notwithstanding the
above guidelines, an MCEC representative, retains the right to have a vehicle removed from the building immediately, should it be
deemed a safety issue.
Please refer to Exhibition and Stand Approval Procedures Manual for information on stands with the following issues:
Requirements for Motor Vehicles:
• a second storey;
Portable Fire Extinguishers
• a solid ceiling or roof area more than 18sqm;
For every displayed motor vehicle, the following will be the minimum equipment recommendations.
• a structure more than 3m high;
Up to three (3) Motor Vehicles per Stand:
• a motor vehicle;
• 1 x 2.3kg, A:B(E) dry powder extinguisher mounted in a prominent location in accordance with relevant Australian Standards.
• dangerous goods as listed in The Victorian Dangerous Goods (Storage & Handling) Regulations;
Four (4) or More Motor Vehicles per Stand:
• a discharge of noxious waste;
• 2 x 2.3kg A:B(E) dry powder extinguishers mounted in a prominent location in accordance with relevant Australian Standards.
• an LPG gas cylinder;
• Nine (9) litre foam extinguishers to be strategically located so as to be available to a section (or group) of stands which have
motor vehicles on display.
• a cylinder containing compressed gas (other than LPG);
• a naked flame (e.g. candle); or
• lighting or signage lower than 2.2m above floor level.
• The foam extinguishers are for use on flammable liquids spilt on the floor of the Centre. These extinguishers can be hired from
fire safety equipment suppliers.
The fuel tank to contain at least 90% of the fuel capacity. The motor vehicle fuel filler cap must be either sealed or secured to
prevent easy removal of the fuel cap by unauthorised persons.
UNDER NO CIRCUMSTANCES IS FUEL TO BE DECANTED OR VEHICLES FILLED ON THE LOADING DOCK, INSIDE THE
EXHIBITION HALL OR THE CONVENTION CENTRE.
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Flammable Gas (LPG) Powered Motor Vehicles
Exhibition Inspection
• LPG powered motor vehicles must have their systems fitted in accordance with relevant Australian Standards.
On the opening day of the event a final inspection is carried out by the Licensor to ensure compliance with approved plans and to
ensure safety regulations are being observed. The Licensee or its nominee should accompany the Licensor on such inspections to
rectify any faults. The Licensor may carry out random inspections to ensure continuing compliance.
• The LPG fuel tank must be isolated from the engine mechanically by closing the ‘service tap’ on the fitted fuel tank.
• The motor vehicle’s engine is to be run until all fuel in the fuel line and converter is exhausted.
• Vehicles in exhibitions will not be started and run without the prior permission of the Centre management. To grant permission
the Centre management will review safety precautions and the control of exhaust emissions. All such requests shall be made
in writing.
Exhibition and Stand Approval
IGNITION KEYS ARE NOT TO BE LEFT IN THE VEHICLE AND ARE TO BE STRICTLY CONTROLLED BY THE EXHIBITOR DURING
THE EXHIBITION. ANY VARIATION WILL REQUIRE WRITTEN APPROVAL.
The MCEC is bound by the provisions of the following legislation and regulations:
Guidelines for the Display of Formula 1 Cars
• The fuel tank in the Formula 1 motor vehicle must be completely empty, due to the volatility of the fuel. This may be
obtained by:
– purging the tank with dry nitrogen;
Legislation and Regulations
• Building Act 1993, Amendment 2008;
• The Building Regulations 2006;
• The Building Code of Australia 2006;
• The Occupational Health and Safety Act 2004;
OR
• Metropolitan Fire Brigade Regulations 2005, Amendment 2007;
• Dangerous Goods Act 1985 and Regulations;
– taking the fuel cap off three (3) days prior to the Formula 1 Car being brought into the venue so as the fuel in the
tank vaporises.
• Prevention of Cruelty to Animals Act 2000 and Regulations;
• The fuel tank must be locked.
• Metropolitan Fire Brigade Regulations 2005, Amendment 2007; and
• Battery terminals must be disconnected.
• conditions of the MCEC’s occupancy permit.
• The horn/siren must be disconnected from the battery system.
The MCEC, and people holding events within the Centre, are subject to inspection by the regulatory agencies associated with this
legislation – for example, the City of Melbourne building surveyor, the Chief Fire Officer and OH&S surveyors – and are subject to
prosecution for non-compliance. Failure to comply could also void any insurance policies which may be in force in relation to
the MCEC.
• The disconnected and exposed battery terminal and end lead clamps shall be covered with a self-adhesive seal.
• A fire extinguisher to be displayed in close proximity to the vehicle.
Melbourne Convention Centre Specific Requirements
Contractors and event staff bringing vehicles into the Melbourne Convention Centre via the truck lift are not permitted to take the
vehicle out of the lift(s) unless accompanied by Melbourne Convention Centre Loading Dock staff. Absolutely no exposed tyres are
allowed on any floor in the Melbourne Convention Centre. This is particularly important when driving scissor or boom lifts. Please
note that scissor lifts with tread tyres are not permitted on any carpet floor due to their potential damage to the carpet.
Therefore, it is necessary to ensure that all parties involved in the erection of stands or structures, or any other activities on MCEC
property, comply with all legislative requirements.
Major Issues
There have been four issues identified as being critical to the safety of exhibitions held within the MCEC. These issues are:
All tyres should have purpose-made covers or tarpaulins fitted prior to driving on the Melbourne Convention Centre carpet.
1. occupancy numbers;
All show cars and presentation cars must have oil drip trays in place. Absolutely no detailing or silicon usage is allowed on the
Melbourne Convention Centre floor unless proper drop sheets are provided.
2. exit signs/egress provisions;
Special Effects
4. structural integrity.
Proposals to use pyrotechnics, flammable gas, smoke generation, naked flames or other special effects in display areas must be
submitted in writing no less than one month prior to the Licence term. Their use must be approved in writing by the Licensor, who
will arrange for isolation of smoke detectors to the area required.
Items 1 and 2 concern exhibitions as a whole and are therefore the responsibility of the organiser, overseen by the MCEC.
Fire Warden
All events that require smoke detectors to be isolated must have a fire warden; therefore a MCEC security guard (as fire warden)
must be in attendance. Minimum charge of four hours will apply.
Event Sign-Off
A preliminary inspection of all exhibition stands will be carried out at the completion of the final move in day by the Event
Operations Department in conjunction with the organiser representative. The Licensee is required to confirm in writing prior to the
opening of all events that they have complied with the submitted Safety Plan, relevant acts and regulations, Australian Standards
and Codes of Practice. The Safety Plan incorporates the MCEC operations manual, Licence Agreement, floor plans, crowd control
limits and safety guidelines.
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Introduction
3. fire protection; and
Items 3 and 4 refer to individual stands and are the responsibility of the stand builder/exhibitor and organiser.
In each case the MCEC has a responsibility to ensure that the standards set out in legislation are followed. As these issues are
relevant to the safety of the public and the occupants of the MCEC, the requirements of this manual are to be strictly adhered to.
This manual has been compiled to assist organisers, exhibitors, stand builders and contractors to identify which stands require
certification or where additional safety measures need to be provided and the procedure required to satisfy the MCEC and
legal requirements.
Legal Status
This manual and the procedures described herein have been specifically approved by the City of Melbourne under the building
regulations. The MCEC, organisers, exhibitors and stand builders operating therein are subject to the regulations and conditions of
the occupancy permit and in particular notices, orders and infringement notices under the said regulations.
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exhibition and stand guidelines
The City of Melbourne building surveyor can independently inspect the MCEC from time to time to establish whether compliance
with this manual is being maintained.
Stand Certification
Non-compliance could be subject to on-the-spot fines, notices and reference to the Courts.
1. Stands of two storeys or more, where the second or subsequent storey will be occupied.
Exhibition Certification
NOTE: IF THE FLOOR OF ANY OCCUPIED AREA IS MORE THEN 1.5M ABOVE THE GROUND LEVEL, IT WILL BE DEEMED TO BE
A TWO-STOREY STRUCTURE WHETHER THE BOTTOM AREA IS OCCUPIED OR NOT.
Occupancy Numbers
The MCEC is bound by the conditions of the building’s occupancy permit which limits the total number of people allowed in the
exhibition hall, concourse and kiosks (this includes all occupants including staff, exhibitors, etc.). Where an organiser licenses
a portion of the MCEC hall, the number of occupants allowed will be nominated from the occupancy permit on the Licence
Agreement.
It is the responsibility of the organiser to ensure that the maximum number of occupants allowed in the licensed area does not
exceed the requirements of the Licence Agreement.
If MCEC management believes on reasonable grounds that the occupancy numbers are being exceeded, the MCEC reserves the
right to stop admittance into the licensed area until excess numbers are cleared and/or request the excess number of people to
be removed.
Egress Provisions
The organiser is to provide to MCEC management the general floor plan of the proposed area under the Licence Agreement for
approval before occupation of the area occurs.
The plans for the Melbourne Exhibition Centre must reflect the Licence conditions and specifically the following:
Certification by an engineer is required for certain stands. These stands are as follows:
2. Any structures within stands that are constructed with steel.
The issue of certification will rely on compliance with the MCEC’s requirements for fire protection and production of proof regarding
the structural integrity of the stand.
The exhibitor, or the builder of these stands, is responsible for proving that the stand is structurally sound and safe for occupancy.
Your exhibitors should be made aware of this responsibility and the following process:
• detailed plans of the stand, certified by an engineer who is registered in Victoria, must be lodged with MCEC management not
less than 30 days before the opening of the event;
• the engineer must certify that the design of the stand complies with Australian Standards and the structural parts of the Building
Code of Australia 2006 regulation 1507;
• the engineer will set an occupancy limit for the raised portion of the stand if applicable (this limit must be displayed on
the stand);
• the stand must then be constructed in accordance with the plans;
1. Widths of no less than 3m must be maintained for all aisles.
• before the stand is occupied, the exhibitor must engage an engineer to inspect the stand after it has been constructed to
complete the certification process; and
2. Main aisles are provided to approximately 25% or more of total floor area.
• stands requiring certification must also provide additional fire safety measures (see below).
3. The main aisles should be provided in both directions (north-south and east-west) to permit alternative directions of egress.
These include the existing fire access paths.
All costs for the certification process are the responsibility of the exhibitor or stand constructor. It is the responsibility of the
organiser to ensure that all information, plans and evidence of certification are collated and provided to MCEC management.
4. Where exhibitions of four or more bays are provided, at least three main aisles in each direction are necessary.
5. Maximum distance to travel to an exit is 90m.
6. No point on a floor is to be more than 25m from a point, which gives access to two exits.
7. Seating arrangements are to reflect the following:
•
table seating for presentations, luncheons, etc. is provided; occupancies should not exceed 750 persons per bay;
•
50 theatre-style seating in one bay, two side aisles of minimum 1.5m width and centre aisle of minimum 2.5m width
6
is necessary, and
•
,200 theatre-style seating in seven bays, four internal aisles of minimum 3.0m width, side aisles of minimum 6.5m
5
in width.
General Safety Requirements
As a general rule the MCEC management will endeavour to inspect all stands to ensure that they are safe and do not pose a hazard
to any user of the MCEC. The MCEC management reserves the right to request modification or close any stand which is deemed to
be a safety hazard.
Usually simple or ‘shell scheme’ type stands are safe and do not pose any such hazards, however even the simplest of stands may
be a safety hazard by virtue of:
Its contents, e.g. Dangerous goods,
Electrical equipment,
Fire load or hazard,
Exit Signs
Its design, e.g. Sharp protrusions,
Exit signs are to comply with Australian Standards. Exit signs to be mounted between 2m and 2.7m above the ground and the
viewing distance of standard signs are not to exceed 24m.
Public able to come into contact with moving equipment,
Naked flame which might catch onto clothing,
The MCEC is equipped with oversized exit signs on the entrances and when these are obstructed by stands, members of the public
must be able to follow signs to an exit from any location within the hall. The organiser will be responsible for the installation of the
signs and ensuring the cooperation of stand holders to see that the signs can be placed on or near their stands.
MCEC management, before erection, will approve the positioning and number of signs shown on plans. At times it may be necessary
to provide more exit signs than those approved on the plans due to particular situations arising; these extra signs must be provided
by the organiser.
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Structural integrity.
Each stand will be inspected prior to the opening of the exhibition and adjustments required if hazards exist.
It is the organiser’s/exhibitor’s responsibility to ensure each stand is presented to the public in a safe manner and maintained as such.
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Smoke Detectors
Naked Flame
Smoke Detectors and/or Fire Extinguishers
Proposals for the use of naked flame on stands will be submitted to the Event Operations Department 30 days prior to the
commencement of the event. Naked flames include the use of cooking equipment, barbecues, heaters, candles, oil burners, etc.
Smoke detectors and/or fire extinguishers shall be installed when requested by the MCEC Management and may be required on
stands not requiring certification as mentioned above. The need for smoke detectors/fire extinguishers will generally be established
during MCEC management’s general safety inspection prior to the opening of the exhibition.
Fire extinguishers are to be of the A:B:(E) dry powder type or CO2. Both of these extinguishers are safe to use in an environment
where electricity may be present.
The nature of the construction of the stand and the contents of the stands will be the determining factors for the installation of
these services.
Structures More than Three Metres High (other than those requiring certification)
Structures 3m or more in height have the potential to act as a barrier across emergency aisles if they were to be knocked over during
an emergency evacuation. The stability of these structures is therefore important.
As a general rule purpose built systems, e.g. octonorm, erected to the manufacturer’s specifications will meet this criteria.
• A fire extinguisher and/or a fire blanket shall be kept on the stand in an area accessible to the general public. This fire
extinguisher shall be properly signed.
• Under no circumstances will the stand be left unattended when the flame is alight.
• No flammable material shall be within 1m of the flame.
• Flames shall be extinguished 15 minutes prior to the stand being vacated at the end of the day.
• Flames will be situated so that members of the public cannot come into contact with the flame or any surface likely to burn
the person or ignite their clothing. Suitable guarding must be in place and approved the MCEC.
• Facilities used for cooking must have an automatic emergency cut off switch.
Appropriate first aid equipment/items must be in place.
All such structures will be checked for stability prior to the opening of the exhibition. Structures deemed to be unstable will have to
be modified or removed from the exhibition. The onus will on the exhibitor to prove that the structure is stable.
NOTE: NO CORE DRILLING OR FIXING INTO ANY FLOOR IS ALLOWED OR PERMITTED.
We hope you find this manual an informative guide to hosting an event with us. We look forward to welcoming you and your
guests to the MCEC.
Dangerous Goods
The organiser/exhibitor shall advise the Centre management at all times of dangerous goods (as listed in the Dangerous Goods
Act and Regulations) being brought onto the premises. The Centre management is to be notified 30 days prior to the event of the
type, size, volume and the purpose of the dangerous goods intended to be used during the event and the location of the stand
housing the goods. Material Safety Data Sheets (MSDS) will be supplied with this notification. The MSDS can be obtained from the
manufacturer of the product.
No more than one day’s supply of any dangerous goods shall be stored on a display stand or at any one time.
Dangerous goods are to be stored in the appropriate containers and have the appropriate markings. Storage is to comply with the
Dangerous Good Act and Regulations.
Discharge of Noxious Waste
No paint, oil, spirit, chemicals or other noxious substance shall be discharged into the sewage system. All such substances shall be
collected and disposed of in a lawful manner.
LP Gas Cylinders
All LP gas cylinders are to be removed from the exhibition area overnight to be stored in the locked compound situated on the
Centre loading dock.
The organiser is to notify the Event Operations Department of the location of all gas cylinders within an exhibition or event.
Proposals for the use of LP gas or other flammable gases on stands are to be forwarded to the Event Operations Department at least
one month prior to the event. The MCEC reserves the right to accept or reject any application.
The installation and use of gas appliances and gas cylinders shall be undertaken in accordance with relevant acts, regulations and
Australian Standards as amended from time to time.
Storage of Cylinders Containing Gas Other Than LPG
The storage of gas cylinders is regulated by the Dangerous Goods (Storage and Handling) Regulations. These regulations state that
gas cylinders must not be left in a freely standing position. These rules are to be complied with on Centre premises.
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