MCEC OPERATIONS MANUAL
Contents 1. MCEC Operations Manual Introduction ................................................... 10 1.1 Manual Purpose ...................................................................................... 10 1.2 Manual Updates ...................................................................................... 10
2. Getting Here .................................................................................. 11 2.1 Location and Map .................................................................................... 11 Street Address ................................................................................................... 11 Postal Address ................................................................................................... 11 General Enquiries ............................................................................................... 12
2.2 Airport ................................................................................................. 12 2.3 Parking ................................................................................................. 12 Discounted Parking Tickets .................................................................................... 13 Valet Parking .................................................................................................... 14
2.4 Public Transport ..................................................................................... 14 2.5 Taxi and Rideshare .................................................................................. 14 2.6 Coaches ................................................................................................ 15
3. Facilities and Services ...................................................................... 16 3.1 Accessibility ........................................................................................... 16 Assisted Hearing Devices ....................................................................................... 16 Changing Places Facility........................................................................................ 17 Wheelchairs ...................................................................................................... 17
3.2 Accommodation ...................................................................................... 18 3.3 ATMs .................................................................................................... 18 3.4 Bike Racks ............................................................................................. 18 3.5 Building Security ..................................................................................... 18 3.6 Cafés .................................................................................................... 19 3.7 Cloakroom ............................................................................................. 19 3.8 Customer Service .................................................................................... 19 3.9 First Aid ................................................................................................ 19 Client-engaged Medical Providers ............................................................................ 20
3.10 In-venue Purchases ................................................................................ 20 3.11 Free Wi-Fi............................................................................................ 20 3.12 Wireless Internet ................................................................................... 20 3.13 Parents Room ....................................................................................... 20
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3.14 Prayer Room......................................................................................... 21 3.15 Photocopy Services ................................................................................ 21 3.16 Public Telephones ................................................................................. 21 3.17 Session Bells ......................................................................................... 21 3.18 Vending Machines .................................................................................. 21
4. Safety .......................................................................................... 22 4.1 Dangerous Goods ..................................................................................... 22 Discharge of Noxious Waste ................................................................................... 22 LP Gas Cylinders ................................................................................................. 22 Storage of Cylinders Containing Gas Other than LPG ...................................................... 23
4.2 Electrical Installation and Test and Tag ......................................................... 23 4.3 Emergency Evacuation.............................................................................. 23 4.4 Exit Signs .............................................................................................. 24 4.5 Fire Safety............................................................................................. 25 4.6 High-risk Activities .................................................................................. 26 4.7 Hot Works ............................................................................................. 26 4.8 Incidents ............................................................................................... 26 4.9 Lost or Found Children or Vulnerable Adults .................................................. 26 4.10 Noise Considerations .............................................................................. 26 4.11 Occupancy Numbers ............................................................................... 27 4.12 Online Venue Induction and Contractor Management...................................... 27 VCET-engaged Contractors..................................................................................... 27
4.13 Safety and Wellbeing of Our Team ............................................................. 27 4.14 Work Health and Safety ........................................................................... 28 4.15 Working at Heights ................................................................................. 28 3. Responsibilities ............................................................................................... 29 4. Incident and Near-miss Procedures........................................................................ 29
4.16 Show Pause or Stop ................................................................................ 29
5. Cultural Practices ............................................................................ 30 5.1 Acknowledgement of Country and Welcome to Country .................................... 30 5.2 Smoking Ceremonies ................................................................................ 31 5.3 Dance and Other Ceremonies ..................................................................... 31
6. Operational Information .................................................................... 32 6.1 Adhesive Tapes and Decals ........................................................................ 32
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Approved Tapes List ............................................................................................ 32
6.2 Animals ................................................................................................. 33 6.3 Amusement Rides .................................................................................... 33 6.4 Aerial Performers .................................................................................... 34 6.5 Balloons ................................................................................................ 34 6.6 Beauty and Body Art Activities ................................................................... 34 6.7 Child Minding ......................................................................................... 35 Creche Facilities ................................................................................................ 35
6.8 Cleaning and Waste Removal ...................................................................... 36 Post-show Bay Scrub ............................................................................................ 36
6.9 Fire Isolation .......................................................................................... 37 Popcorn Machines ............................................................................................... 37 Food Trucks ...................................................................................................... 37 Retail Pop-up Stations .......................................................................................... 37 Flued Cooking Units ............................................................................................. 37
6.10 Haze and Fog ........................................................................................ 37 6.11 Flutter-FETTI® ...................................................................................... 38 6.12 Floor Plans ........................................................................................... 38 Concourse Build Considerations ............................................................................... 40
6.13 Glitter ................................................................................................. 40 6.14 Laser Shows ......................................................................................... 41 6.15 Lighting Considerations ........................................................................... 41 6.16 Load Limits .......................................................................................... 41 6.17 Motor Vehicles ...................................................................................... 41 Electric Vehicles (EVs).......................................................................................... 42 Portable Fire Extinguishers .................................................................................... 42 Vehicle Move-in and Move-out ................................................................................ 43
6.18 Naked Flames and Candles ....................................................................... 43 Naked Flames .................................................................................................... 43 Candles ........................................................................................................... 43
6.19 Performances at Height ........................................................................... 43 6.20 Poster Board Displays ............................................................................. 44 6.21 Rigging ................................................................................................ 44 6.22 Public Address (PA) System ...................................................................... 45 6.23 Pyrotechnics ........................................................................................ 45 6.24 Risk Assessments ................................................................................... 46 6.25 Room Turnaround Charges ....................................................................... 47
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6.26 Security .............................................................................................. 47 6.27 Smoking Policy ...................................................................................... 47 6.28 Storage ............................................................................................... 47 6.29 Swipe Cards ......................................................................................... 47 6.30 Ticketed Events .................................................................................... 47 6.31 Use of Combustible Fuels ......................................................................... 48 6.32 Unmanned Aerial Vehicles (UAV) or Drones .................................................. 48 6.33 Utilities ............................................................................................... 48 Cable Reticulation .............................................................................................. 48 Ceiling Pits ....................................................................................................... 49 Lower Service Tunnel and Upper Service Tunnel ........................................................... 49 Outside Broadcast ............................................................................................... 49 Power ............................................................................................................. 49 Service Pits ...................................................................................................... 49 Water Supply and Plumbing Requirements .................................................................. 51
6.34 Venue Condition Report .......................................................................... 51 6.35 Weapons.............................................................................................. 52 6.36 Aroma and Scent Diffusers ....................................................................... 52 6.37 Concourse Activations and Performers ........................................................ 52 6.38 Glassware in Theatre Spaces .................................................................... 52 6.39 Power Banks and Battery Packs ................................................................. 52
7. Rooms and Spaces ........................................................................... 54 7.1 MEC — Exhibition Bays .............................................................................. 54 Concourse Foyer (Inkwell) ..................................................................................... 54 Concourse Loading Doors....................................................................................... 54 Concourse Entry Doors ......................................................................................... 55 Dimensions ....................................................................................................... 55 Hospitality Suites ............................................................................................... 56 Organiser Offices ................................................................................................ 56
7.2 MEC — Meeting Rooms .............................................................................. 57 Clarendon Auditorium .......................................................................................... 57 Dimensions ....................................................................................................... 57 Dividing Operable Walls ........................................................................................ 59 Lighting ........................................................................................................... 59 Load Limits ....................................................................................................... 60 Rigging ............................................................................................................ 60 Move-in and Move-out Considerations ........................................................................ 60
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Utility Services .................................................................................................. 60
7.3 MEC Expansion — Exhibition Bays ................................................................ 60 Concourse Loading Doors....................................................................................... 61 Concourse Entry Doors ......................................................................................... 61 Dimensions ....................................................................................................... 61 Hospitality Suites ............................................................................................... 62 Organiser Offices ................................................................................................ 62 Pin Code Pads.................................................................................................... 63 Public Spaces .................................................................................................... 63 VIP suites ......................................................................................................... 63
7.4 MEC — Goldfields Theatre .......................................................................... 64 7.5 MCC — Plenary ........................................................................................ 64 Auxiliary Rooms ................................................................................................. 64 Crowd Control ................................................................................................... 65 Customer Service Staff ......................................................................................... 65 Entertainment ................................................................................................... 65 Merchandise ..................................................................................................... 65 Operable Walls .................................................................................................. 66 Power ............................................................................................................. 66 Registration Desks .............................................................................................. 66 Reserved Seating ................................................................................................ 66 Rigging ............................................................................................................ 66 Seating Distances ............................................................................................... 67 Stages ............................................................................................................. 67 Sub-divisional Blinds ............................................................................................ 69 Translation and Interpretation Booths ....................................................................... 69 VIP Lift............................................................................................................ 69
7.6 MCC — Meeting Rooms .............................................................................. 69 Auxiliary Rooms ................................................................................................. 69 Dimensions ....................................................................................................... 70 Dividing Operable Walls ........................................................................................ 72 Lighting ........................................................................................................... 72 Load Limits ....................................................................................................... 73 Rigging ............................................................................................................ 73 Security........................................................................................................... 73 Utilities ........................................................................................................... 73
7.7 External Grassed Area .............................................................................. 74 Occupancy ....................................................................................................... 74
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Site Access ....................................................................................................... 74 Floor Plan and Site Plan ........................................................................................ 74 Events Permit Information ..................................................................................... 75 Grass Management .............................................................................................. 76 Temporary Fencing ............................................................................................. 77 Move-in and Move-out .......................................................................................... 77 Traffic Management ............................................................................................ 77 Utilities: Power and Broadcast ................................................................................ 78 Utilities: Water .................................................................................................. 78 Load Limits ....................................................................................................... 78 Temporary Structures .......................................................................................... 78 Security........................................................................................................... 79 Cleaning .......................................................................................................... 79 Toilet Facilities .................................................................................................. 79 Emergency Management ....................................................................................... 79 Risk Assessment ................................................................................................. 80 Event Delivery ................................................................................................... 80 Vehicles .......................................................................................................... 80 Food and Beverage.............................................................................................. 81 Sound Limits ..................................................................................................... 81 Other Information ............................................................................................... 81
8. Event Types ................................................................................... 82 8.1 MEC — Exhibitions ................................................................................... 82 Cardboard Stands ............................................................................................... 82 Custom Stands and Upgrades .................................................................................. 82 Robotic, Mechanical and Automation Displays in Stands and Exhibitor Booths ......................... 83 Emergency Egress and Fire Safety ............................................................................ 84 Event Sign-off.................................................................................................... 85 Exhibition Stand Materials ..................................................................................... 85 Exhibitor Manual ................................................................................................ 85 Move-in and Move-out .......................................................................................... 86 Move-out Meeting ............................................................................................... 86 Move-out Letters ................................................................................................ 87 Raised Flooring .................................................................................................. 87 Stand Certification .............................................................................................. 87 Theatre and Seminar Room Builds ............................................................................ 87 Toolbox Meeting................................................................................................. 88 Construction at Large-scale Events ........................................................................... 88
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8.2 MCC — Exhibitions ................................................................................... 89 Ceiling Heights .................................................................................................. 89 Move-in and Move-out .......................................................................................... 89 Spaces ............................................................................................................ 89 Stand Heights .................................................................................................... 90
8.3 Dinners and Special Events ........................................................................ 90 Feature Stairs.................................................................................................... 90 Production Schedule ............................................................................................ 91 Stage Height ..................................................................................................... 91 Technology ....................................................................................................... 91
9. Loading Dock and Deliveries ............................................................... 92 9.1 Melbourne Exhibition Centre ...................................................................... 92 Clarendon Dock .................................................................................................. 93 Deliveries......................................................................................................... 93 Delivery Labels .................................................................................................. 93 Forklift Hire and Porter Services .............................................................................. 94 Plant and Equipment ........................................................................................... 94 Operation of Plant and Equipment ........................................................................... 94 Pedestrians and Equipment .................................................................................... 94
9.2 MCC ..................................................................................................... 95 Deliveries......................................................................................................... 95 Delivery Labels .................................................................................................. 96 Forklift Hire and Porter Services .............................................................................. 96 Loading Dock to Stage Access ................................................................................. 96 Move-in and Move-Out.......................................................................................... 97 Truck and Vehicle Lifts ......................................................................................... 97
10. Sustainability and Community ........................................................... 98 10.1 Sustainable Design Features ..................................................................... 98 10.2 Sustainable Event Initiatives ..................................................................... 98 10.3 Positive Impact Initiatives ........................................................................ 99 10.4 Community Partners ............................................................................... 99
11. Event Signage and Branding ............................................................. 100 11.1 Digital Door Card Signage ........................................................................100 11.2 Wayfinding signage ...............................................................................100 11.3 Free-standing Signage ............................................................................100
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11.4 Decals ................................................................................................100 11.5 Signage Brackets ..................................................................................101 11.6 Banners ..............................................................................................101 Convention Centre Banner Locations ........................................................................ 101 Exhibition Centre Concourse Banners ....................................................................... 101
11.7 Outdoor Digital Signage ..........................................................................101 11.8 Dressing Room Signage ...........................................................................102 11.9 Promotional Opportunities ......................................................................102
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1. MCEC Operations Manual Introduction 1.1 Manual Purpose The MCEC Operations Manual provides you with the important information you need to plan and deliver your event. It contains key details about MCEC, and our facilities and services, including operating procedures and technical details. Please ensure that you observe the requirements set out in the manual and that all exhibitors, contractors, sub-contractors and event staff perform them.
1.2 Manual Updates The information in this manual is subject to change based on six-monthly updates or changes to legislation and industry trends. The most up-to-date version will be the document provided to you by your Account Manager or Event Planner. For more detailed information about any area of the venue or our operations, please contact your Event Planner.
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2. Getting Here 2.1 Location and Map MCEC is located on the banks of the iconic Yarra River in Melbourne’s South Wharf. Only 20 minutes from Melbourne Airport, the venue is close to trains, trams and buses.
View the Venue Map.
Street Address Convention Centre 1 Convention Centre Place, South Wharf Victoria Exhibition Centre 2 Clarendon Street, South Wharf Victoria
Postal Address Melbourne Convention and Exhibition Centre GPO Box 777 Melbourne VIC 3001
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General Enquiries Telephone: +61 3 9235 8000 Facsimile: +61 3 9235 8001 Email: enquries@mcec.com.au
2.2 Airport When you arrive from Melbourne Airport (also known as Tullamarine Airport), you have three options: •
Catch a taxi from outside your terminal.
•
Request an Uber by following the signs outside your terminal to the pick-up zones.
•
Get the Skybus Southbank Docklands Express service, which stops at the Clarendon Street entrance of MCEC.
2.3 Parking
View the Parking Map. There are multiple car parks within the immediate vicinity of MCEC. Please be advised that the car parks are not managed by MCEC. For any queries, please contact the car park
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management directly. See the Getting to MCEC By Car for individual car park pricing and more information.
Discounted Parking Tickets Exhibition Centre Car Park We provide organisers with one complimentary multiple-use parking ticket for the Exhibition Centre car park for every four Exhibition Bays contracted. Although we do not own or manage the Exhibition Centre car park, we offer discounted parking tickets at the same rate as early bird rates. Discounted passes are subject to availability and there is an ordering limit of 50 passes per day, with a total of 250 passes per event. In addition, a printing fee of $0.11 applies to any unused passes ordered over 50. Note: Car park pass orders must be placed within 30 days of your event start date. There are two discount parking ticket options: Charged to Master Account You may choose to pay for the parking charges for some of your guests, with the cost added to your final event invoice. The procedure is as follows: • • • • • • • • •
Enter the Melbourne Exhibition Centre car park (via Normanby Road). Take a ticket from boom gate on entrance. Proceed to the event. Keep the original ticket — you’ll need it to exit. Collect a discounted ‘follow on’ ticket from your primary MCEC contact. When you want to leave, proceed to the car park boom gate. Insert the ticket you received when you first entered the car park. Insert the ‘follow on’ ticket. Exit when the boom gate opens.
User Pays Guests pay for their own parking at the discounted rate. The procedure is as follows: • • • • • • • • • • • • • • •
Enter the Melbourne Exhibition Centre car park (via Normanby Road). Take a ticket from boom gate on entrance. Proceed to the event. Keep the original ticket — you’ll need it to pay exit. Collect a discounted ‘follow on’ ticket from your primary MCEC contact. When you want to leave, proceed to a pay station, located at doors 1, 4, 6, 8 and 10. Insert the ticket you received when you first entered the car park. Insert the ‘follow on’ ticket. Payment due reduces to the discounted rate. Press receipt button for a receipt (if required). Follow the on-screen instructions to pay by coins, notes or credit card. Remove ticket. Take any change and your receipt. Proceed to the car park boom gate. Enter ticket. Exit when the boom gate opens.
Please speak to your Event Planner for more information and to order discounted tickets.
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Siddeley Street Car Park Discounted tickets are available for the Siddeley Street Car Park upon request. Guests pay for their own parking at the discounted rate. The procedure is as follows: • • • • • • • • • • • • • • •
Enter the Siddeley Street car park. Take a ticket from boom gate on entrance. Proceed to the event. Keep the original ticket — you’ll need it to pay and exit. Collect a discounted ‘follow on’ ticket from your Event Planner. When you want to leave, proceed to the pay station, located on the ground floor. Insert the ticket you received when you first entered the car park. Insert the ‘follow on’ ticket. Payment due reduces to the discounted rate. Press receipt button for a receipt (if required). Follow the on-screen instructions to pay by coins, notes or credit card. Remove ticket. Take any change and your receipt. Proceed to the car park boom gate. Enter ticket. Exit when the boom gate opens.
Valet Parking Valet parking is available at the Pan Pacific Melbourne hotel and is not limited to hotel guests. Speak to your Event Planner for more information.
2.4 Public Transport Tram Tram routes 96, 109 and 12 take you to stop 124A Casino/MCEC, which is outside our Clarendon Street entrance. Routes 70, 75, and the City Circle will take you to Stop 1 Spencer St/Flinders St, then you will need to make your way down Clarendon Street, generally a 5-minute walk. Train The closest train station to MCEC is Southern Cross Station. Once you exit the station, you can catch the 96, 109 or 12 tram routes to arrive at MCEC in just a few stops.
Bus Bus route 237 from Southern Cross Station stops at Eighteen Pence Lane/Lorimer Street, a short 10-minute walk from our Convention Centre Place entrance.
2.5 Taxi and Rideshare If you’re heading to the Exhibition Centre, ask your taxi or rideshare driver to drop you off at MCEC’s Clarendon Street entrance.
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If you’re going to the Convention Centre, ask your driver to drop you off at Convention Centre Place, next to Pan Pacific Melbourne hotel and DFO South Wharf. Two taxi ranks are located nearby: Crown (Clarendon Street) and DFO (Convention Centre Place).
2.6 Coaches 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. Dedicated coach parking is located on Normanby Road. The Exhibition Centre slipway accommodates a maximum of three coaches at one time. The Convention Centre Place entrance accommodates a maximum of two coaches at one time. As coach arrivals and departures can impact the wider South Wharf precinct, it is important that we have as much information as possible to ensure the smooth facilitation of the coaches. Schedules involving 10 or more coaches within a 30-minute period require traffic management plan Please discuss your requirements with your Event Planner and provide them with the following information: • • • •
arrival and departure dates arrival and departure times number of coaches contact name and telephone number of the coach company
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3. Facilities and Services
View the Facilities Services Map.
3.1 Accessibility MCEC is an accessible venue. We work hard to provide an inclusive environment and to address the needs of all guests, contractors and employees.
Assisted Hearing Devices Most meeting rooms within MCEC are equipped with a hearing-assistance system. Guests can loan a lanyard-style infrared receiver, which works directly with hearing aids fitted with a T-switch or can be used with standard headphones. Contact your AV Planner prior to your event to discuss attendee requirements and enable the units to be pre-programmed before your guests arrive onsite. Guests can pre-book a receiver by contacting Customer Service on +61 3 9235 8310 or emailing customerservice@mcec.com.au. We’ll need the following information: • •
date and time the receiver is required rooms you plan to use the receiver in (the service is not available in some rooms)
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•
name of the borrower and contact telephone number.
Collect units from the Convention Centre Customer Service desk; you’ll need some form of identification.
Changing Places Facility A complimentary changing places facility is available between MCC Customer Service Desk and Security Office. Access to the changing places facility is by a MLAK key. Most users will have their own key. If a key is required, this can be requested from the Security office. There are simple and clear instructions in the room for using the ceiling hoist and change table. As with all changing places facilities, users must bring their own lifting slings and should already know how to use the system. MCEC staff are unable to assist in the use of the equipment.
Hidden Disabilities By joining the global Hidden Disabilities Sunflower network, MCEC pledges to create a supportive and inclusive environment for individuals with non-visible disabilities who may need additional assistance, understanding, or more time. Specifically, we commit to: • •
•
Training our workforce: We aim to train at least 80% of our employees to help them understand what the Sunflower symbol means, what non-visible disabilities are, and how to approach and support people wearing the Sunflower. Promoting awareness: We aim to increase awareness of our Sunflower-friendly approach by sharing information about the Sunflower initiative on our website’s accessibility page and, when relevant, on the Sunflower location map. We’ll also use our communication platforms to educate our team and customers about different non-visible disabilities, conditions and chronic illnesses, helping to build understanding. Creating inclusive environments: We aim to create inclusive environments where everyone feels welcome, and people with non-visible disabilities feel respected, valued and supported.
Wheelchairs A complimentary wheelchair service is available. A limited number of wheelchairs are available on a daily, first-come, first-served basis. Guests can pre-book a wheelchair by contacting Customer Service on +61 3 9235 8310 or by emailing customerservice@mcec.com.au. Your Event Planner can also arrange this for you.
We’ll need the following information: •
date and time the wheelchair is required
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• •
name of the borrower and contact telephone number preferred collection location (Convention Centre or Exhibition Centre)
Collect wheelchairs from the designated Customer Service desk; you’ll need some form of identification. Wheelchairs can only be used within the venue. All stages in Plenary are wheelchair accessible. However, please advise your Event Planner if you require ramp access and our staff will assist with access.
Mobility Scooters Mobility scooters are permitted where there is a genuine need due to a disability, injury or medical condition that affects a person’s ability to walk. Users are considered pedestrians, and scooters do not require registration or a licence. All mobility scooters must be operated safely, including travelling at a safe speed and being parked clear of walkways, exits and no-build zones. Consult the Event Planner for designated parking areas.
3.2 Accommodation MCEC and Nyaal Banyul in Geelong are the only two convention centres in Australia to offer onsite accommodation, with the five-star Pan Pacific Melbourne and Novotel Melbourne South Wharf directly connected via private internal walkways. Access Pan Pacific Melbourne via Level 1 of the Convention Centre, or Novotel Melbourne South Wharf via the ground floor of the Exhibition Centre.
3.3 ATMs Find ATMs between Doors 3 and 4 of the Exhibition Centre concourse.
3.4 Bike Racks Exhibition Centre bike racks are located at the Clarendon Street end of the building and at Door 6. Convention Centre bike racks are located adjacent to the South Wharf car park.
3.5 Building Security Security control rooms are located at both the Convention and Exhibition Centres. Contact numbers are: •
Convention Centre: +61 3 9235 8333
•
Exhibition Centre: +61 3 9235 8332
In an emergency, dial extension 6666 from any venue phone — located throughout the concourse and near exhibition entrances — or call +61 3 9235 6666 from your mobile.
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3.6 Cafés Goldfields Café and Bar Located inside the Exhibition Centre, near Door 14. Opening hours: • Monday to Friday, events onsite: 7.30am—4pm • Monday to Friday, no events: 7.30am—2.30pm • Weekend: subject to onsite events Plenary Lounge Located inside the Convention Centre, near Stair 3. •
Opening hours subject to onsite events
Shed Café Located in the Exhibition Centre, next to Door 1. •
Opening hours subject to onsite events
3.7 Cloakroom Cloakroom facilities are conveniently located at the MCC Customer Service Desk. Please note, there is limited space and capacity within our cloakroom. If you wish to secure a dedicated cloakroom for your event, contact your designated Event Planner for personalised assistance.
3.8 Customer Service Customer Service desks are located at MCEC’s two main entrances, and operate during event hours to provide a central point for information and assistance. Contact numbers are: •
Convention Centre: +61 3 9235 8310
•
Exhibition Centre: +61 3 9235 8302
3.9 First Aid Find MCEC’s main first aid room off the Convention Centre foyer, adjacent to the security control room. A smaller first aid room is located off the Exhibition Centre foyer. Both first aid rooms are also equipped with defibrillators (AED). Please contact security for first aid assistance on +61 3 9235 8333.
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Client-engaged Medical Providers All client-engaged medical providers must complete the standard contractor induction prior to undertaking any duties onsite to ensure they are familiar with venue procedures, emergency protocols and site-specific risks. Emergency Services personnel, such as Ambulance, Police and Fire, responding in an official capacity are exempt from this requirement. All other client-engaged contractors, including first aid and medical service providers, must comply with the normal contractor induction process.
3.10 In-venue Purchases Your Event Planner can set up an account card enabling you to charge any purchases made onsite (via cafés, retail outlets and business services) back to a master account. These charges will appear on your final invoice.
3.11 Free Wi-Fi Free venue Wi-Fi at MCEC provides limited bandwidth with timed access, ideal for checking emails and light web browsing. The free service is not suitable for event delivery because of the time and bandwidth restrictions and lack of onsite support. For events requiring reliable Wi-Fi, we offer dedicated internet packages designed for seamless and efficient event delivery. Contact your AV Planner to find the perfect solution for your event needs.
3.12 Wireless Internet Your AV Planner can provide a range of cabled and wireless options based on your eventspecific requirements. MCEC has made a significant investment in upgrading and maintaining the wireless infrastructure to ensure you have a successful event. For example, we have: •
built in redundancy end-to-end on our network
•
simplified packages
•
removed internet data limits
We also have skilled technical Event Planners who can assist you to design an environment that meets your event needs.
3.13 Parents Room Parents rooms are adjacent to the Customer Service desks in both the Convention and Exhibition Centres. These rooms include a microwave, baby change tables, and breastfeeding and toilet facilities.
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3.14 Prayer Room Separate male and female prayer rooms, including washing facilities, are located in the Convention Centre, close to the Customer Service desk.
3.15 Photocopy Services Photocopy and printing services are available from the Customer Service desks. Charges apply.
3.16 Public Telephones Public telephones are located on all levels of the Convention Centre and in the Exhibition Centre foyer and concourse.
3.17 Session Bells For events taking place in the Convention Centre, your Event Planner can arrange for session bells to be rung in both the foyers and inside the meeting rooms. This is carried out by our Customer Service team at times designated by you to your Event Planner. For events in the Exhibition Bays, session bells can be played via a CD through the PA system. Speak to your AV Planner to arrange this. We also have portable session bell units available. These are free of charge and recommended for use on levels one and two of the Convention Centre. The portable units are subject to availability and can be reserved via your Event Planner. Collect units from the Customer Service desk.
3.18 Vending Machines Vending machines are located throughout the Convention Centre and Exhibition Centre. They include TechBox consumables stocking tapes and exhibitor-focused supplies, Powerpods to recharge mobile device batteries, snack and beverages, and mobile phone charging stations.
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4. Safety MCEC has a legal obligation to ensure our venue provides a safe environment for all staff and guests. In accordance with relevant Australian standards and legal requirements, MCEC has developed stringent safety procedures and policies and is responsible for ensuring these are followed. As the Organiser, you share this responsibility, alongside your event participants, exhibitors and contractors. You must ensure that all the requirements specified in your occupancy permit are met, including: • • • • •
occupancy numbers exit signs and egress provisions fire protection structural integrity of stands and displays contractor compliance
We ask you to ensure that everyone working at your event including staff, contractors and exhibitors always maintain the highest standards of safety.
4.1 Dangerous Goods If you or your exhibitors wish to use dangerous goods within the venue, please seek approval via your Event Planner. We require you to provide information on the type, size, volume required, ion and purpose of the dangerous goods and supply Safety Data Sheets (SDS). No more than one day’s supply of any dangerous goods can be stored on a display stand or at any one time. Dangerous goods must be stored in appropriate containers and be marked appropriately. Storage is to comply with the Dangerous Goods Act and Regulations.
Discharge of Noxious Waste Do not discharge paint, oils, spirits, chemicals or other noxious substances into the sewage system. These substances must be collected and disposed of in a lawful manner.
LP Gas Cylinders Remove all LP gas cylinders from the exhibition area overnight and store in the locked compound, situated on the Exhibition Centre loading dock or MECE loading dock. Vendors requiring gas for cooking operations are permitted to have 1x gas bottle remain on their stand overnight as long as it is connected to cooking appliances. Any additional gas bottles must be stored in the gas cages located on the MEC loading Dock or MECE Expansion loading dock. Please notify your Event Planner of any gas cylinders located within an event or exhibition. We will require you to supply the following information: • • • • •
number of gas cylinders to be brought onsite purpose of the gas cylinders dates the gas cylinders will be onsite delivery date for the gas cylinders collection date for the gas cylinders
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Gas cylinders delivered onsite may be refused if the delivery is made without prior approval or if the exhibitor’s representative is not present to accept them. LPG cylinders must not exceed 9 kilograms in weight with a maximum of two per 3 metre x 3 metre stand. All LPG cylinders need to be tested and inspected every 10 years. 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 free standing position. You must comply with these rules on venue premises.
4.2 Electrical Installation and Test and Tag Temporary electrical installations must be carried out by a registered electrical contractor. All electrical installations must be conducted in accordance with Victorian occupational health and safety legislation and relevant standards. Only unmodified appliances may be plugged in to general-purpose electrical outlets. All electrical leads (including brand new leads) need to be tagged and tested in accordance with Australian Standards prior to use onsite. A venue Electrical Safety Certificate must be completed by contractors after any electrical installation works. The electrical safety certificate must be provided to the venue’s Logistics department prior to the event opening.
4.3 Emergency Evacuation In any emergency, notify your event provider immediately or dial 6666 internally from the nearest venue phone, located throughout the concourse and near exhibition entrances. The MCEC Security Control Room will dial 000 to co-ordinate emergency service response as required. Your event security provider has been briefed by MCEC building security on evacuation procedures as part of their requirements to work at MCEC. Please follow all directions and do not hinder or obstruct any member of the emergency services, medical profession or security officer in the exercise of their duties. For non-emergency security enquiries, dial ext. 8333 (or 9235 8333 from any phone). In the event of an emergency, one of two alarms will sound: Alert Alarm: “Beep! Beep! Beep!” The alert alarm is operated from the building’s emergency warning intercommunication system (EWIS). It is designed to alert everyone in the vicinity of a possible emergency. This is only a warning alarm — if it sounds, please stand by for further instructions.
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Evacuation Alarm: “Whoop! Whoop!” The evacuation alarm is designed to notify all occupants that an evacuation is necessary. When the evacuation alarm sounds, all occupants will be directed by wardens to leave via the emergency exits. Everyone must follow directions issued by the wardens and meet at the nearest evacuation assembly area. For full details, download the emergency evacuation procedure and assembly locations. Volunteer briefings on emergency evacuation can be arranged via your Event Planner.
4.4 Exit Signs All exit signage must comply with the requirements of the National Construction Code (NCC) and AS 2293.1 — Emergency Escape Lighting and Exit Signs. Permanent exit signs within the venue have been designed to provide a continuous and clearly visible path of egress. Where these signs are obscured by exhibition stands, temporary structures, draping, staging, banners, or any other installation, compliant temporary illuminated EXIT signs must be installed to ensure occupants can identify the nearest exit from any location within the exhibition space. MCEC is equipped with oversized exit signs at key exits. Where these are obstructed, additional temporary illuminated exit signage must be provided to maintain an uninterrupted line of sight to the nearest exit. The design of all temporary EXIT signs must be consistent with AS 2293.1 and incorporate the internationally recognised running person symbol. Temporary exit signs should be mounted above finished floor level and positioned so the viewing distance of a standard exit sign does not exceed 24 metres, unless an alternative compliant sign with a greater rated viewing distance is used. The Event Planner is responsible for supplying, installing and maintaining all required temporary exit signage. The proposed location and number of temporary exit signs must be submitted to MCEC for approval before installation. MCEC reserves the right to require additional temporary exit signage, where necessary, to ensure safe and compliant emergency egress. Temporary Exit signs may be required for enclosed temporary structures, subject to venue approval, to maintain adequate emergency exit compliance.
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4.5 Fire Safety MCEC determines fire safety controls based on a risk assessment review. Please ensure that any potential risks are brought to our attention, and all fire equipment is visible and accessible to the public. MCEC requires the following stands to implement extra fire safety measures: • • •
fitting the requirements for certification by an engineer a roof area greater than 18 square metres or wider than 3 metres in any direction raised floors of any height made of or containing combustible material where pyrotechnics, smoke machines or Flutter-FETTI® cannons are to be used
Stands in these categories are also required to install smoke detectors and fire extinguishers. Fire extinguishers must be a minimum 2.3 kilograms A: B(E) dry powder type and meet AS/NZS 1841: 2007 Portable Fire Extinguishers. Smoke detectors must comply with AS 3786: 1993. MCEC may also require the implementation of extra fire safety measures on any other stands deemed to pose a fire risk, and will advise you and the exhibitor in these cases. These requirements are generally identified during the event sign-off inspection, prior to the show opening.
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4.6 High-risk Activities Activities, works or demonstrations that may be classified as high risk require approval from the venue’s Safety and Operations team. To review high-risk requests, a Safety Management Plan must be submitted to your Event Planner at least 30 days prior to your event. The Safety Management Plan may include but is not limited to: • a comprehensive risk assessment detailing all relevant risk mitigations • an activation plan, outlining the proposed activity, timings, responsibilities, space requirements and accreditation of drivers • detailed floor plans • any licenses or permits required to conduct the activity, works or demonstration • public liability and additional insurance policies • Traffic Management Plan (if relevant) • security involvement and roller door management (if relevant) • HVAC, fume, animal or noise management plans (if relevant) • any other relevant safety measures or considerations specific to the activation
4.7 Hot Works Hot works in the venue require a Safe Work Method Statement (SWMS) and a Safety Management Plan to be submitted. Approval must be obtained from the Event Operations Manager team.
4.8 Incidents A copy of all incidents, including medical and security incidents, should be provided by the event security contractor to the MCEC Security Control Room at the earliest time and no later than 24 hours after the incident.
4.9 Lost or Found Children or Vulnerable Adults MCEC and our venue security team have a stringent procedure in place to ensure the safety and wellbeing of children (under 18) and vulnerable adults (those who cannot care for themselves due to age, illness, or disability) by establishing clear protocols for locating, caring for and reuniting them with guardians during separation incidents.
4.10 Noise Considerations Amplified noise can have an adverse impact across adjoining spaces and events, as well as on the health and wellbeing of staff members and the public. Complaints received around amplified music or noise, in relation to events, may result in a MCEC request to lower the amplification level.
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4.11 Occupancy Numbers MCEC is bound by the conditions of the building’s occupancy permit which limits the total number of people allowed in the Exhibition Bays, concourse and kiosks. This includes all occupants, such as staff and exhibitors. 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 outlined in the space hire charge plan. If MCEC believes on reasonable grounds that the occupancy numbers are being exceeded, we reserve 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.
4.12 Online Venue Induction and Contractor Management The following people are required to complete the LinkSafe venue induction module prior to commencing work at MCEC: • • • • •
Event Planners directly managing event contractors event contractors exhibitors building or constructing stands during the exhibition build (including building stands, the use of food trucks, hazardous materials and so on) exhibitors displaying product any person onsite during bump-in and bump-out
A bump-in and bump-out period is generally classified as a period where anyone inside the licensed event space is present during a build activity or while high-risk activities are taking place. This is typically while roller doors are open and/or high visibility vests are required to be worn. Visit the LinkSafe venue induction web page for the most current and up-to-date information.
VCET-engaged Contractors All contractors and sub-contractors who are directly engaged by VCET to perform work for or on behalf of VCET must have a representative complete the company prequalification before work can commence onsite.
4.13 Safety and Wellbeing of Our Team MCEC aims to provide our employees with a safe work environment. This includes providing an environment free from aggression, harassment, discrimination, abuse, or any manner of breach of their privacy, physical safety or mental safety. To support the creation of a mentally healthy MCEC work environment, everyone working at your event, including employees, contractors and exhibitors, must be familiar with the below standards of behaviour towards our employees: • • •
Treat all employees and contractors with respect and courtesy. Do not use profanity or abusive language. Do not use or attempt to use force or physical violence.
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• • • • •
Respect the privacy of employees. Follow reasonable directions from employees to let the event flow smoothly. Follow all applicable laws. Speak up if you witness poor behaviour towards employees if you feel safe to do so. Alternatively, alert security by calling 03 9235 8333. If you have an issue that needs intervention, please ask an employee to direct you to a manager or team leader.
Please view VCET’s Conditions of Entry for further information.
4.14 Work Health and Safety Before you are permitted to work within MCEC, it is a precondition that you are familiar with the contents of the Work Health and Safety (WHS) Manual. After reading the manual and completing the venue induction, any person working within MCEC’s buildings should understand the work environment of MCEC and surrounds, including pertinent work health and safety issues, such as: • • • • •
emergency procedures at MCEC emergency contacts, including identification and sequence where and when to report incidents and near misses where to park and general housekeeping issues personal safety around an event site
4.15 Working at Heights MCEC requires all organisers, contractors and suppliers to comply with the Occupational Health and Safety Regulations 2017 (Vic), Part 3.3: Prevention of Falls. To ensure a safe workplace and meet legal obligations, any activity involving work at height must follow these expectations: 1. Height Thresholds • •
Work at or above 2 metres: A Safe Work Method Statement (SWMS) and specific risk controls are mandatory. Ladder use (any height): Requires a risk assessment and justification that safer alternatives are not reasonably practical.
2. Hierarchy of Controls Falls must be prevented in order of priority. Any person working at heights must apply the following hierarchy when planning and completing work at height: 1. Eliminate the need to work at height where possible (for example, build on the ground and lift into place). 2. Use passive fall-prevention devices, such as guardrails, scaffolds or elevated work platforms. 3. Use work-positioning systems, such as travel restraint or rope access systems. 4. Use fall-arrest systems, such as harnesses, nets or catch platforms.
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5. Use ladders or administrative controls, such as procedures, supervision and training, only when higher-order controls are not reasonably practicable. 3. Responsibilities • • •
Organisers must ensure their contractors and exhibitors provide all required documentation (for example, risk assessments, SWMS and training evidence) pre-event, that is, during the planning stage. Contractors and exhibitors must implement the agreed risk controls onsite and ensure all workers are trained and competent for the task. MCEC reserves the right to stop any unsafe work at height and requires corrective actions to take place before work continues.
4. Incident and Near-miss Procedures •
All incidents or near misses involving work at height must be reported to MCEC immediately.
4.16 Show Pause or Stop A show pause is a controlled suspension of part of, or all, of an event to allow investigation or rectification. A show stop is an immediate cessation of part of, or all, of an event, with no continuation unless formally approved. MCEC will initiate a show pause or stop when circumstances arise that may compromise the safety, wellbeing or security of patrons, performers, crew or staff. Any decision to pause or stop a show is made in consultation with key operational stakeholders, and follows established emergency and event management procedures.
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5. Cultural Practices 5.1 Acknowledgement of Country and Welcome to Country A Welcome to Country or an Acknowledgement of Country recognises the continuing connection of Traditional Owners to Country. Incorporating an Acknowledgement of Country or Welcome to Country into meetings, gatherings and events shows respect by upholding the cultural and diplomatic protocols of First Peoples. Who Can Do an Acknowledgement? Anyone can acknowledge the Traditional Owners of the land where an event is held. Acknowledgement of Country for MCEC? Here is an acknowledgement for you to incorporate into your event, but we also encourage you to make it personal. Built on the banks of the Birrarung (Yarra River), Melbourne Convention and Exhibition Centre (MCEC) acknowledges the Traditional Owners of Narrm, the Wurundjeri Woi Wurrung people and we pay respect to their Elders past and present. We extend this to First Nations peoples of the broader Kulin Nation and to all First Nations communities who visit MCEC. We recognise the ongoing significance of the Birrarung to Traditional Owners as a life source and a meeting place for millennia and seek to honour this long-standing tradition of building community and exchanging ideas on these lands. Who Can Do a Welcome to Country? A Welcome to Country is a special ceremony. It can only be performed by Traditional Owners to welcome visitors to their land. The specific Traditional Owner varies depending on the event location. We recommended connecting with and compensating the recognised Traditional Owner for that land to arrange a Welcome to Country. For MCEC, it’s the Wurundjeri Woi Wurrung. Welcome to Country ceremonies can include speeches, traditional dances and smoking ceremonies. For ceremonies involving body paint, speak to your Event Planner and they can arrange for dressing rooms to be set up accordingly. Welcome to Country Considerations •
Be mindful that each Traditional Owner group or individual must follow specific cultural practices, and there is no ‘one size fits all’.
•
A Welcome to Country should always be at the beginning of the event.
•
Allow ample time for Traditional Owners to provide a meaningful Welcome to Country and avoid limiting it to just a few minutes.
To organise a Welcome to Country, please contact Aboriginal Affairs Victoria for assistance: • •
Call: 1800 762 003 Email: aboriginalaffairs@dpc.vic.gov.au
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5.2 Smoking Ceremonies The Wurundjeri Woi Wurrung peoples of Victoria have practiced Smoking Ceremonies for thousands of years to promote the wellbeing of people and Country. Today, Smoking Ceremonies remain an important ceremony to First Nation peoples and can sometimes feature as part of a Welcome to Country. Like a Welcome to Country, they can only be performed by the Traditional Owners of the land on which a meeting or event is held. This can be arranged through the Wurundjeri Woi Wurrung Cultural Heritage Aboriginal Corporation. If you wish to conduct a Smoking Ceremony at MCEC, please speak to your Event Planner first. If your event is indoors, smoke detectors must be isolated and a fire warden must be present. Some spaces in the venue are better suited than others, and our planners can advise you on the best option for your event. Approved spaces for conducting Smoking Ceremonies: •
Exhibition Bays (all)
•
Melbourne Room
•
Sovereign Room
•
Plenary
•
Courtyard
•
Sunken Garden
These rooms are not approved for Smoking Ceremonies: •
Clarendon Meeting Rooms (all)
•
Clarendon Auditorium
•
Meeting Rooms in the Convention Centre (all)
•
Exhibition Bay Hospitality Suites (all)
5.3 Dance and Other Ceremonies Many First Nations communities engage in traditional dance or other important diplomatic and cultural ceremonies. The Wurundjeri Woi Wurrung Cultural Heritage Aboriginal Corporation can connect you with cultural performers. For ceremonies involving body paint, speak to your Event Planner and they can arrange for dressing rooms to be set up accordingly. Customers will need to provide drop sheets to protect floor coverings and furniture.
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6. Operational Information 6.1 Adhesive Tapes and Decals We permit the use of tapes; however, the product must be from the approved tape list to ensure no damage to flooring occurs. See the Marketing Opportunities Guide for guidelines on decal materials and adhesive (low tack). The Organiser may be charged additional fees for damage, cleaning and removal of nonapproved tapes and decals. Adhesive tapes are not permitted to be attached to walls or ceiling surfaces. All decals must be submitted to your Event Planner for MCEC approval. Organisers are required to source their own supply of the tape. Please note that some products, such as AstroTurf, will require a layer of PPS surface protect (72mm) direct to some surfaces and double-sided tape added on top of this. Please speak to your Event Planner if you plan to install any elements of this nature.
Approved Tapes List Gaffer Tapes K969 Super matte gaffer (48mm x 30m) K969 Super matte gaffer (72mm x 30m) K969 Super matte gaffer (24mm x 25m)
Hazard Tapes K185 Cloth hazard (48mm x 25m) K185 Cloth hazard (72mm x 25m)
Surface Protection Tape PPS Surface protect yellow (72mm x 50m)
Double-sided Cloth Tape K330 D/S Cloth tape (48mm x 25m)
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S1362 D/S Cloth tape (48mm x 25m)
6.2 Animals Animals or pets (other than service animals) are only permitted at MCEC as an approved exhibit, activity or performance requiring the use of animals. •
Animals must be on a leash or in an enclosed pen, and under the control of a handler at all times.
•
You must comply with all requirements prescribed by law for the exhibition of animals and be in compliance with the relevant acts and regulations.
•
An animal management plan detailing the animal’s purpose, conditions onsite and waste removal must be provided to your Event Planner before approval.
•
All waste needs to be disposed of offsite.
•
Animals are not permitted to remain in the venue overnight or left unattended at any time in the precinct.
For further information on animal management considerations, please contact Event Operations Manager Enquiries or your Event Planner.
6.3 Amusement Rides The use of amusement rides is permitted in the Exhibition Centre bays or in external areas. However, their use is subject to review and must be approved. For amusements, rides and inflatables, the following documentation is required prior to bumpin: • • • • • •
a copy of the company’s current occupational health and safety policy a certificate of currency of the company’s WorkCover policy a certificate of currency of the company’s public liability policy (minimum $20 million) a copy of the company’s site and event specific Safe Work Method Statement (SWMS) or Job Safety Analysis (JSA) proof of design registration, annual inspection reports, structural drawings, dimensions and weight load specifications. locations marked on floor plan (to scale)
Documentation required after installation onsite: • •
Certificate of Compliance — Form 1507, issued following an onsite engineering inspection (arranged and paid for by the client) Wind and inclement weather management plans, if an amusement is to be erected outdoors
Design Registration — pre-1995 Amusement rides manufactured prior to 1995 are not required to provide proof of Design Registration. These rides may be approved for use at MCEC provided they:
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• •
have an up-to-date annual inspection reports, and can provide a Certificate of Compliance — Form 1507 onsite
The amusement company must ensure all staff have completed MCEC's venue induction. Please speak with your Event Planner to begin the Amusement Ride Review process.
6.4 Aerial Performers Aerial artists and acrobats need to provide a copy of their public liability insurance and be included in the event risk assessment. They are also required to MCEC's venue induction. Any associated rigging for these performers must be carried out by an MCEC-accredited rigging company with plans submitted for review within 14 days of the event start date.
6.5 Balloons We permit the use of balloons within your event, however, you will need to seek approval via your Event Planner. Balloons should be weighted down to stop them floating to the ceiling. Should balloons accidentally activate any part of the venue’s fire protection system, all costs incurred, including the attendance of the Metropolitan Fire Brigade, is the responsibility of the Organiser. Please note releasing balloons into the environment in Victoria is littering and is illegal. A minimum charge of $300 (including GST) may be incurred if a scissor lift is required to retrieve loose balloons from the venue’s ceiling. If helium balloons are being inflated onsite, please speak to your Event Planner regarding the storage and removal of the gas cylinder.
6.6 Beauty and Body Art Activities Under the Public Health and Wellbeing Act 2008, it is a requirement that any beauty and body art events and activities within your event be registered with the City of Melbourne, if you are undertaking a demonstration and/or procedure on any member of the public. If the demonstration and/or procedure is being conducted on your own staff or hired models, registration is not required. If a member of the public applies a tester product to themselves or samples are given away to be applied at a later stage (such as goody bags), registration is not required. Examples of activities include but not limited to: •
hairdressing or barbering
•
tattooing: cosmetic tattooing, microblading or feathering
•
ear and body piercing
•
waxing, IPL or laser
•
nails: acrylic, pedicure or manicure
•
skin care: facials, eyelash extensions, tinting, tooth gem
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The registration of these activities ensures all necessary guidelines are met, and the safety and wellbeing of patrons is protected. The City of Melbourne’s Health and Wellbeing Branch requires the submission of the Temporary Personal Care and Body Art Premises Application for Registration form at least eight weeks prior to your event. For these activities to take place at your event within MCEC, you need to submit the following documentation to your Event Planner: •
the approved Temporary Personal Care and Body Art Premises Application for Registration form from the City of Melbourne
•
adherence to the City of Melbourne’s Operating at a Personal Care and Body Event — Event Operator Guidelines, which include the following: o
artists are required to have access to a plumbed handwash basin connected to warm water, and provided with liquid soap and paper towels in addition to a plumbed general purpose cleaning sink supplied with hot and cold water. These sinks are to be installed in the immediate procedure area. Please note, sinks located in bathrooms cannot be used as dedicated handwashing sinks or cleaning sinks for this activation. Please ensure you communicate this requirement to the Event Planner as they will be required to assist with the provision of access to mains water and sewer, and engage the services of a plumber.
o
flooring that is smooth, impervious and easily cleanable
o
layout plan showing location of equipment, fixtures, fittings and surfaces
o
Safety Data Sheet (SDS)
o
clinical waste bins, sharps containers and sterilisation equipment
o
handwashing and equipment wash facilities with hot and cold water
•
the above items documented on your overall event floor plan
•
risk assessment, outlining hazard compliance and how you plan to meet other required guidelines
For more information on the applications and forms mentioned above, please contact the City of Melbourne Health and Wellbeing Events team on 03 9658 9658 or email hsevents@melbourne.vic.gov.au Face painting and make-up applications do not require registration under the Public Health and Wellbeing Act 2008. However, we strongly recommend that the face painter or make-up applicator can access adequate handwash facilities and uses single-use applicators. Please speak with your Event Planner if you intend to have one of these stations at your event.
6.7 Child Minding Creche Facilities If you wish to offer crèche facilities at your event, you will need to assign an appropriate room and engage a professional crèche or child-minding company. The engaged company will need to provide you with the following information:
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•
contact details
•
crèche opening and closing hours
•
public liability insurance documentation
•
provider Approval under the National Quality Framework OR Licenced Registration under the Victorian Children’s Services Act 1996
6.8 Cleaning and Waste Removal IKON Services Australia (IKON) is MCEC’s sole cleaning and waste management provider for Licensed Areas. You must engage IKON within your licensed area for the entire tenancy, including move-in, event days and move-out. Make sufficient provision within waste management plans for an appropriate number of general waste, commingled recycling and food and organics recycling bins. At a minimum, both general waste and commingled recycling bins must be provided. We encourage food and organics bins for all events, and these are mandatory for events that include food preparation and service, including samples. MCEC recommends disposable packaging and serving ware made from recycled material that are 100% recyclable. We include the cleaning of all meeting rooms and adjacent foyers (except for exhibition builds) in your space hire. Additional charges may apply for excessive waste or the use of FlutterFETTI®, streamers, flyers, brochures or cleaning due to excessive food and beverage waste. This will be determined by your event requirements. All events held in meeting rooms that have an exhibition component or trestle table display need a pre-opening and post event clean. IKON will ensure that all rubbish is removed from the exhibition area before and after your event. For all public and trade events, the venue bathrooms, clearway areas and kiosks must be cleaned and maintained. Your Event Planner will engage IKON to provide this service and charge fees to your master account. Additional charges apply for excessive waste generation, stand breakdown and disposal, ‘left behind’ items, including furniture and fittings, carpet, lanyards, brochures, merchandise and eWaste. Additional charges may also apply for non-recyclable items and materials, such as MDF (particleboard) and PVC. Discouraged Materials MCEC and IKON strive to continually improve our sustainability practices. The IKON Discouraged Materials Table lists items that are difficult to recycle and their disposal may also incur additional charges for the Event Planner. For a tailored quote, refer to the Event Services Information Kit for more information and speak to your Event Planner.
Post-show Bay Scrub Once your event concludes and all equipment is removed, your Event Planner will engage IKON to undertake a bay scrub. A bay scrub is a deep clean with specialist equipment, bringing the area back to the same condition as when the tenancy commenced. This service is charged to your master account.
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6.9 Fire Isolation The following activities require fire isolation to isolate the smoke detectors: •
cooking demonstrations
•
indoor smoking ceremonies
•
steaming and ironing
•
pyrotechnics and special effects (SFX)
•
smoke, fog or haze machines
•
Flutter-FETTI® cannons (confetti is not permitted)
•
any other activity that may affect the smoke or heat detectors
All fire isolations require a fire warden provided by MCEC’s event security provider. A minimum charge of four hours applies.
Popcorn Machines Fire isolation required for low ceiling spaces (8m or less).
Food Trucks Fire isolation is mandatory for all food trucks undertaking cooking operations. Fire isolation must be established prior to commencing operations and maintained for the duration of the cooking.
Retail Pop-up Stations Retail pop-up stations with an inbuilt exhaust fan and up to two cooking stations in a high ceiling space (for example, Main Foyer or Exhibition Bays) do not require fire isolation. Anything over two stations must be isolated.
Flued Cooking Units Any flued cooking units (for example, woodfire pizza ovens) or charcoal grills cannot be operated indoors. If cooking inside, all cooking units must be suitable for indoor use. We may request a product manual or other documentation to verify this.
6.10 Haze and Fog You are permitted to use haze within your event space. Measures must be in place to ensure fluid is not spilt onto stage or floor surfaces. Smoke isolation is required, and a fire warden must be provided by the MCEC’s event security provider. A minimum charge of four hours applies.
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6.11 Flutter-FETTI® Plenary in Melbourne Convention Centre is one of only a few centres in the world with a unique retractable seating and staging mechanism. When materials such as Flutter-FETTI® get into the mechanism, it can cause extensive and expensive damage. For this reason, the use of FlutterFETTI® is restricted in Plenary. The use of rectangular Flutter-FETTI® is permitted at the Convention Centre and Exhibition Centres, under the following conditions: Permitted Use • In Plenary, Flutter-FETTI® must be confined to the stage area and must not be directed into the audience. • In all other event spaces, Flutter-FETTI® may be shot away from the stage, subject to prior operational approval. Fire and Safety Requirements • • • • •
All Flutter-FETTI® must be fire retardant and meet the minimum size requirement of 45mm x 25mm. We may request a sample onsite to confirm compliance. Use of Flutter-FETTI® machines requires a completed risk assessment and a plan with exclusion zones marked. Smoke isolation must be arranged in advance. A fire warden provided by MCEC’s event security supplier is required onsite. A minimum four-hour charge will apply.
Restrictions •
The use of small circular confetti or any item smaller than the minimum Flutter-FETTI® size and streamers is not permitted across the venue.
Additional Charges • •
Additional cleaning fees apply for events using Flutter-FETTI® or any other item that creates excessive waste. Your Event Planner can provide tailored quotes for cleaning, fire warden services and any other applicable charges.
Alternate Options • Balloon drops onto the audience can be used as an alternative to Flutter-FETTI® in Plenary with prior approval.
6.12 Floor Plans MCEC requires exhibition floor plans to be submitted for approval before an event goes on sale. Floor plans should be submitted to your Event Planner no later than 30 days prior to the event move-in date. Floor plans should be drawn at a scale of 1:200 and be submitted in both PDF and DWG format. The following information must be included on all floor plans submitted for approval: •
event name (as shown on the MCEC license agreement)
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• • • • • • • •
event open dates details of the organisation who has drawn the plan (that is, the title block of the production company or exhibition builder) event space (for example, bay number, concourse and roller door numbers) maximum capacity or occupancy location of temporary exit signs build dimensions (that is, stands, theatres with ingress and egress, activations, food and beverage allocations version number and date drawn dimensions of all aisle ways
The following specific conditions apply to exhibitions in the Exhibition Centre as per occupancy permit requirements: • • • • • •
aisle widths of at least 3 metres must be maintained for all aisles provision for clear aisles in both directions (north—south and east—west) to provide alternate directions of egress at all times (during bump-in, show open and bump-out mode). These include existing fire access paths on the north and south side designated clear aisles must be clearly signed as ‘clear aisles’ during bump-ins and bumpouts designated clear aisles, used as emergency evacuation aisles, should be straight and uninterrupted. Vertical clear aisles must not exceed a maximum of 90 metres in total distance exhibitions of four or more bays (6000 square metres) must provide at least three clear aisles in each direction (including the existing fire access paths on the north and south side) exhibitions with three or less bays (4500 square metres or less) must provide at least one clear aisle in each direction (including the existing fire access paths on the north and south side)
Minimum Requirement 1—3 Bays 4—20 Bays Horizontal Clear Aisles* 2 3 Vertical Clear Aisles 1 3 * Horizontal Clear Aisles include north and south 3-metre egress
The following specific conditions apply to exhibitions in the Convention Centre: • •
aisle widths of at least 3 metres must be maintained for all aisles designated no-build areas must be kept clear to ensure adequate access and egress is maintained at all times
The following general design requirements apply to all floor plans: • • • •
stand numbers and dimensions location of storage areas and access (note, storage areas must be enclosed) items such as audiovisual and electrical cupboards, air returns and fire hydrants need a minimum of 1-metre clearance on either side clear access to emergency exits, toilets, public and house telephones, and lifts must be maintained
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• • • • •
location of feature areas, including entrance features, registration desks, ticket booths, theming and draping, signage and so on layout and configuration of seminar areas, including seating arrangements, aisles, entry and exit points and total number of pax details of baffles, nibs and block-off walling location of service pits any gaps in the walls must be clearly marked, including measurements
Note: The layout and configuration of the area affects the maximum number of occupants that can be accommodated. We may require amendments to the capacity or occupancy to be noted on the floor plan before we can provide written approval.
Concourse Build Considerations You must submit all drawings and plans of static concourse displays, including all signage displays, to your Event Planner for review. When planning the position of your concourse features, please consider the following: • • • •
All structures must be built within a maximum of four metres from the glass side of the concourse along Bays 1—20. Display builds on the bays side of the concourse cannot impede past the wall line of the Organiser offices along Bays 1—20. Display structures cannot be placed directly opposite doors 6, 7 or 9 due to the internal links connecting the Exhibition Centre to the Convention Centre. The Northern Concourse along Bays 21—26 has limited build areas available. Please discuss options with your Event Planner.
Construction on the concourse can only take place between 7am and 7pm and may be restricted to allow for other events taking place during that time. Your Event Planner will confirm times with you. 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. The security of these structures is the responsibility of the exhibitor and organiser and your contracted security provider.
6.13 Glitter We permit the use of glitter on centrepieces or decorations, however, additional cleaning charges apply. Do not use glitter in conjunction with Flutter-FETTI® or throw it among crowds or within the event space. Most glitter is made from plastic, is a pollutant, incredibly hard to clean up and impossible to recycle. If you use glitter, it must be biodegradable and eco-labelled. Please consider the environment when deciding to use glitter at your event.
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6.14 Laser Shows Proposals to use lasers must be submitted in writing to your Event Planner or AV Planner at least one month prior to the event date. The Event Operations and Safety team reviews this proposal. You must also submit a risk assessment plan, clearly outlining the step-by-step procedure, the identification of all risks and control measures and the details of your onsite Safety Officer. Where you shine entertainment lasers into the audience, you must aim the beams above head height to avoid eye or skin exposure. In Plenary, exclusions zones need to be added to your proposal so lasers do not shine directly at the in-built projectors.
6.15 Lighting Considerations We require lighting to adhere to a comfortable and safe level in all spaces. MCEC may request adjustments to light levels at your event, if necessary. Bay lights are programmed from the Central Control Room, and turn on and off automatically. Your Event Planner will advise you of the final lighting costs post event. Bays 21—26 use fully dimmable LED luminaires and are divided into sections for additional control. You may install additional temporary lighting provided it is supplied and fitted by an authorised electrical contractor or stand builder.
6.16 Load Limits Exhibition Bays are designed to tolerate loads of up to 20 kPa or two tonnes per square metre. Any items classified as heavy loads (such as tiny homes, large structures or specialised equipment) must receive prior written approval from MCEC before being brought into the venue. You must submit detailed floor loading, including kPa calculations, for assessment and approval. This process ensures compliance with venue safety requirements and helps protect the integrity of the facility.
6.17 Motor Vehicles You can display motor vehicles at your event, provided your licensed space allows for access. Each Exhibition Bay accommodates up to 40 standard-sized vehicles, with a footprint of 3 metres x 5 metres per vehicle. For larger vehicles, please consult your Event Planner. In the interests of public safety and security, we request exhibitors planning to include a vehicle in their licensed space to comply with the following: •
Place a drip tray underneath vehicle.
•
Ensure the motor vehicle fuel filler cap is sealed or secured to prevent unauthorised persons from removing the fuel cap easily.
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•
Under no circumstances is fuel to be decanted or vehicles filled on the loading dock or inside the venue.
•
For vehicles fuelled by petrol, the fuel tank must not be more than a quarter full.
•
For vehicles fuelled by ethanol, methanol or nitro methane, fuel tanks must be completely empty and purged.
•
Motor vehicles powered by flammable gas (for example, LPG, CNG) may be displayed provided systems are fitted in accordance with relevant Australian Standards for gas fuel systems in motor vehicles.
•
Provide contact details for the person/s delivering and collecting the vehicles.
•
When vehicles are displayed on MCEC carpet flooring, protective carpet or boards are required to be placed under tyres.
•
Do not leave keys in the vehicle. Leave keys with the Event Organiser.
Electric Vehicles (EVs) We permit the display of EVs in the venue, but you must adhere to the following requirements: • We do not permit the charging of EVs within any area of the venue. • The display of EVs should be staggered or spaced greater than 2 metres apart. • Ensure all displayed EVs have a low state of charge (SOC), ideally below 50%, to minimise energy and reduce risks in case of a fault. • We require Lithium Ion Battery (LIB) vehicles to be shipped below 30% SOC. • EVs with LIBs that have been subject to a battery recall, have been in an accident or have known issues cannot be displayed in the venue. • You do not require a drip tray for the display of EVs. • Hybrid cars require a fire extinguisher and drip tray.
Portable Fire Extinguishers The number of fire extinguishers required is dependent on the number of vehicles and whether they are grouped together in clusters or displayed separately. Hire extinguishers from fire safety equipment suppliers.
Number of Vehicles
Number of Extinguishers
Number of Drip Trays
Fire Extinguisher Type
1 vehicle solo (not adjacent to other vehicles)
1 per vehicle
1 per vehicle
2.3kg A: B(E) dry powder extinguisher
2—4 vehicles clustered
1 per cluster
1 per vehicle
2.3kg A: B(E) dry powder extinguisher
5—10 vehicles clustered
2 per cluster
1 per vehicle
2.3kg A: B(E) dry powder extinguisher
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For example, if your event has a group of eight vehicles in one area, another group of two vehicles in a separate area and a single vehicle, you will require four fire extinguishers.
Vehicle Move-in and Move-out The exhibitor or organiser is required to operate their vehicle during move-in and move-out, under the guidance of the MCEC Logistics team. Keys are not to be left in the vehicle while on display.
6.18 Naked Flames and Candles Naked Flames Naked flames include the use of cooking equipment, barbecues, heaters, candles and oil burners. In the case that the smoke detectors are isolated, a fire warden must be provided by MCEC’s event security provider. A minimum charge of four hours applies. Please advise your Event Planner if you wish to use any of these elements within your event and note the following requirements: • • • • • • •
You must keep a fire extinguisher and/or a fire blanket on the stand in an area accessible to the general public. This fire extinguisher must be checked and verified to be in date. Under no circumstances should you leave the stand unattended when a flame is alight. You must keep all flammable material at a distance of at least one metre from the flame. Flames must extinguished 15 minutes before the stand is vacated at day’s end. Flames must be positioned 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 MCEC. Cooking facilities must have an automatic emergency cut off switch. You must have appropriate first-aid equipment and items in place.
Candles We permit small tealight candles in holders, however, large candelabras require a fire warden to be present. It’s the responsibility of the Organiser to light and maintain candles used for theming or centrepiece design. Please speak to your Event Planner for more information.
6.19 Performances at Height Performances at height involve unique risks, requiring careful planning and safety precautions to ensure the wellbeing of all involved. Ultimately, performances at height follow the requirements outlined in the Australian Work Health and Safety (WHS) and Occupational Health and Safety (OHS) frameworks. Live Performance Australia (LPA) provides information on how to abide by these frameworks; see Resources for more. Please speak with your Event Operations Manager to understand what documentation and risk assessment plans may be required for your performance at height.
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6.20 Poster Board Displays We require you to include poster board displays on a floor plan for approval with occupancy. We permit the display of all types of poster boards. Poster board displays must be of a high standard of presentation (not tattered) and MCEC encourages the use of recycled materials. We also encourage poster board to be reusable or recyclable.
6.21 Rigging Rigging is a high-risk activity and must be carried out by an MCEC-accredited rigging company. Your Event Planner should provide you with a list of accredited companies who are permitted to work at MCEC. You must submit all rigging plans and associated safety documents to MCEC for review 10 days prior to your event start date. Final amendments to this plan must be submitted three business days prior to event bump-in. Please contact the MCEC Rigging team for more information: rigging@mcec.com.au Exhibition Centre •
• •
• •
•
There are 13 beams in each of the Bays 1—20 to rig from, each of which can bear a 2,000kilogram point load and a 2,000-kilogram area load. Please refer to the engineering reports for further information. There are 22 eye bolt rigging points provided in the ceiling of each of Bays 1—20. Each point can bear a weight of 25 kilograms for a banner or sign. There are 14 beams in each of the Bays 21—26, each of which can bear a 2,000-kilogram point load within a 6-metre x 6-metre grid. Goldfields Theatre has pre-installed rigging on some of these beams. Banner hanging points are located on the roof of the concourse opposite each set of entry doors leading from the concourse to the Exhibition Bays (10 sets of entry doors). There are 19 banner hanging points. Two for each set of doors 1—9 and one on door 10. Each point has a limited load of 5 kilograms. Only banners made from lightweight materials can be used. Only existing points can be used to install exhibition signage. These points are delicate and easily damaged. The Event Planner is responsible for costs associated with any damage caused.
MEC Concourse Banner hanging points are located on the roof of the concourse opposite each set of entry doors leading from the concourse to the Exhibition Bays (10 sets of entry doors). There are 19 banner hanging points. Two for each set of doors 1—9 and one on door 10. The points have a limited load of between 1 kilogram and 5 kilograms. Only banners made from silk
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or similar lightweight materials can be used. MECE Concourse Hospitality Suites cantilever above the Exhibition Centre concourse. These areas present rigging opportunities for signage and branding. Hospitality Suites 6—8 are equipped with 2 x 100-kilogram chain motors each (eight in total), which can be lowered remotely without needing to access an elevated work platform. Additional eyelets of 100 kilograms in capacity are available throughout the concourse area adjacent to Bays 21—26.
Hub Integrated rigging points are available throughout the Hub space. There is a total of 10 x chain motors with cable reticulation available for signage or theatrical use. Point loads of 500 kilograms apply. Speak to your Event Planner for further details on rigging in this space.
6.22 Public Address (PA) System The Exhibition Bays have a public address system for announcements and music. Operate the PA from the Organiser office via the bays PA system. This system is for use inside contracted bays only; music and announcements cannot be made on the concourse or within public areas. Please speak to your AV Planner for more information. MCEC recommends completing onsite announcements via your bays PA system, during the bump-in and bump-out. Here is some example phrasing to help you with your announcement: •
• • • • •
All individuals must complete a venue induction before commencing any work. If you are yet to complete the venue induction, please cease work and make your way to the concourse to complete it before resuming work. Spot checks may be conducted. High-visibility clothing must be worn onsite at all times. Closed-toe footwear is mandatory for adequate protection. Children are not permitted on the work site. When working at heights, only ladders are allowed. Do not use chairs, tables, or other nonapproved items as substitutes. Thank you for your cooperation.
You may also consider making announcements in different languages, if this makes sense for the contractors and exhibitors involved with your event.
6.23 Pyrotechnics To use pyrotechnics, flammable gas, smoke generation, naked flames or other special effects in display areas, you must submit a proposal in writing to your Event Planner before the event date.
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Due to the potentially high-risk nature of these activities, proposals for these activities require differing notice periods for approval and this is determined by the level of risk associated. High-risk activities — 30-day notice period: • all aerial shells • Chinese firecrackers • ground display fireworks • aerial salutes Medium-risk activities — 10-day notice period: • flame and fireball • theatrical pyrotechnics Low-risk activities — five-day notice period: • cold sparks • jets and cannons (CO2) • Flutter-FETTI® • smoke jet and vertical fogger The above is not a comprehensive list. Individual requests are reviewed on a case-by-case basis, as there can be subtle differences between activities given the diversity of the contractors undertaking them. The use of pyrotechnics or other special effects require the isolation of the smoke detectors to the area and surrounding areas. A fire warden must be provided by the MCEC’s event security provider. A minimum charge of four hours applies. You must complete a risk assessment and Safe Work Method Statement (SWMS) and submit this to MCEC. It should clearly outline the step-by-step procedure that will occur, and identify all risks and control measures. You must also submit a Safety Data Sheet (SDS) if you plan to use any chemicals or flammable substances.
6.24 Risk Assessments For events involving high-risk activities, please provide a risk assessment schedule that covers: • • • • •
event concept event contents details of any dignitaries or high-profile guests any potentially controversial aspects of the event, for example, with a political, environmental or social impact movement and/or traffic management of plant, equipment or vehicles
A risk assessment template is available from your Event Planner. When an event’s requirements change before the event or while onsite, you will need to submit an updated safety data sheet or perform secondary event risk assessment prior to any changes in work being approved.
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6.25 Room Turnaround Charges Each room listed on your space hire charge plan comes with an initial complimentary room set up (completed prior to your tenancy time). If you wish to change the room set up during the day, we can arrange this for an additional fee. Your Event Planner can provide you with a quote, including the timeframe in which the turnaround is achievable. Note: Additional time is required for the movement of operable walls.
6.26 Security For events held solely in the Exhibition Bays, it is the responsibility of the Event Planner to contract a security supplier within the licensed area. You must engage security for event security and/or guest control in addition to RSA requirements. MCEC requires licensed security contractors be employed during your event’s licensed period, during move-in and move-out periods, and when the concourse or loading dock roller doors are open. Ask your Event Planner for more information about security at the Exhibition Centre and for a list of accredited security providers. You will need to forward the final security schedule to your Event Planner for MCEC approval and confirmation. See Security Services for additional information.
6.27 Smoking Policy MCEC is a non-smoking zone, except for in designated areas. This also applies to the use of electronic cigarettes and vaporisers. All requirements outlined in Smoke-free Environment Act 2000 and the Smoke-free Environment Regulation 2016 apply.
6.28 Storage We recommend factoring in exhibitor and production storage into your floor plan or making allowances in the auxiliary rooms. Limited open-air storage is available at the Exhibition Centre loading dock (charges apply). Contact the Exhibition Centre logistics team at mecdockenquiries@mcec.com.au for more information.
6.29 Swipe Cards We provide swipe cards so you can access licensed areas. The doors can remain online (locked) with access via swipe card only, enabling you to manage who has access to your space.
6.30 Ticketed Events MCEC is not contracted to a ticketing company and does not take ticket sale commissions.
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If tickets need to be sold for your event, you will need to appoint a ticketing agency. Ticketing printing design guidelines apply You must submit ticket proofs to your Event Planner for approval before any tickets go on sale. It is important that there is a minimum two-hour turnaround in between events to allow for safe egress of patrons, and to ensure the cleanliness of venue, foyers and facilities.
6.31 Use of Combustible Fuels We prohibit the use of flued gas appliances in the Exhibition Bays or anywhere inside the venue, unless an exemption of the activity is approved by Energy Safe Victoria (ESV). We permit the use of brickettes, wood and charcoal for the purpose of demonstrating non-flued appliances, but require a completed permit approval, and provision of appropriate mitigation and safety documentation. The use of brickettes, wood and charcoal for the purpose of demonstrating flued appliances are assessed on an event-by-event basis (with the relevant Organiser or Exhibitor and considering any exemptions from ESV), where we will need to gauge if all MCEC mitigation processes and preplanning checks can adequately and safely address any risks or hazards The fuel tank of cars featuring in an exhibition or indoors must not be more than a quarter full on arrival.
6.32 Unmanned Aerial Vehicles (UAV) or Drones We permit the static display of drones or UAVs. However, to ensure the safety of guests and exhibitors, there are parameters in place for their operation and demonstration, such as the following: • • • • • • •
proof of alignment to Civil Aviation Safety Authority (CASA) requirements. copy of current and valid Operator License or Air Operator License UAV Operator’s certificate of currency for Public and Products Liability, with cover of at least $20 million detailed Risk Assessment outlining all safety measures UAV Flight Plan and key timings submission of safety alert, briefing and signage indicating when drones are in use. (If it is a restricted area, signage must be displayed to ensure that people are aware that it is a restricted area and entry is not permitted) if flying over or near people, proof of exemption must be provided as per CASA’s latest policies (Temporary Management Instrument)
UAVs or drones must not deviate from key areas.
6.33 Utilities Cable Reticulation Bays 21—26
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Due to the building structure, temporary cable reticulation for Bays 21—26 differs to Bays 1—20 because this section of the Exhibition Centre is situated above a car park. Cable reticulation via cable trays can be run through and accessed by the car park. Bays 21—26 are located above the DFO retail shopping centre, which means there is no access underneath to reticulate cables. A series of trenches and pits provides access to a ‘sub-floor’ and network of trenches that allow cables and hydraulic services to be reticulated to the required location from ‘primary pits’ to ‘secondary pits’. Ceiling Pits Bays 21—26 have 28 pits within each bay in the ceiling. These pits are located at each end of the rigging beams. The pits alternate the following services: • • •
1 x 50A 3-phase and 1 x 32A 3-phase 6 x Cat6 data 1 x 6 core fibre
Lower Service Tunnel and Upper Service Tunnel Bays 1—20 Bays 1—20 contain high-level services, including high-amp three phase power. Access is by qualified electricians only through prior arrangement with MCEC and with a suitable safety plan in place. Discuss any requirements to access these services with your Event Planner. Outside Broadcast The loading dock adjacent to Bays 21 and 22 has outside broadcast services. This includes: • • •
1 x 200A power lock 1 x 6 core fibre 1 x connection point for a temporary generator to the building supply
Power •
You must arrange power for exhibition stands, foyer features and registration desks through your appointed qualified electrician.
•
Floor and roof power is isolated at the end of each day and reinstated two hours before an event opens, mitigating the risks associated with power being left on overnight. Determine isolation and energisation times in conjunction with your Event Planner.
•
Power for trestle table displays or registration desks supplied by the venue can be arranged via your AV Planner. Charges may apply.
Service Pits Services to support event-related requirements are supplied to the Exhibition Bays through a system of in-floor service pits:
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Bays 1—20 • 30 primary in-floor service pits in each bay supply services to exhibitors’ stands • 54 secondary pits in each bay allow cabling to be brought up to other locations on the Exhibition Bay floor in a north—south direction only
Bays 21—26 • •
30 primary in-floor service pits in each bay supply services to exhibitors’ stands 48 secondary pits in each bay allow cabling to be brought up to other locations on the Exhibition Bay floor in a north—south direction only.
The network of primary and secondary pits maintains a 6-metre x 9-metre grid. Each primary service pit has the following services available: Service
Description
Note
Power Bays 1—20
1 x 50A three-phase outlet per service pit
Additional power can be run to primary or secondary service pits as required, including additional threephase power. The threephase power can remotely be switched on and off per bay
1x15A single phase (general purpose) outlet per service pit
Power Bays 21—26
1 x 50A three-phase outlet per service pit 1 x 32A three-phase outlet per service pit 2 x 15A single phase (general purpose) outlet per service pit
Additional power can be run to primary or secondary service pits as required, including additional threephase power. The threephase power can remotely be switched on and off per bay
Communications: telephone, internet, data Bays 1—20
6 x RJ45 category 5 data ports
High-speed broadband, digital telephone, fax, EFTPOS and ISDN connections, digital TV signal
Communications: telephone, internet, data Bays 21—26
6 x RJ45 category 6 data ports
High-speed broadband, digital telephone, fax, EFTPOS and ISDN connection, digital TV signal
1 x 6 core single mode fibre per service pit
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Drainage Bays 1—20
1 x 100mm drainage grate, discharge rate 6l/s
Connection also possible via 40mm VSP male nipple over grate
Drainage Bays 21—26
1 x 50mm drainage outlet, discharge rate 6l/s
Connection also possible via 40mm fitting
Compressed air
1 x 690kPa industrial quality air, 15mm ball valve (half inch BSP female) on 15mm galvanised steel piper risers, delivers 25l/s, 2—3 degrees, maximum pressure 700 kPa (7bar)
Air lines connected to this service must take pressure up to 700 kPa
Natural gas
Bays 1—20 natural gas connections located in the carpark beneath. Connection points for 21—26 are located at the north and south of bays.
Brought to service pits by arrangement with MCEC
Additional services can be arranged through your Event Planner. Charges apply for the provision and use of most services, and these are detailed on the MCEC Exhibitor Services page. Only licensed contractors approved by MCEC can access power, water or other services provided on the exhibition floor. Water Supply and Plumbing Requirements Water, compressed air and gas are available to stands through F.Wood & Sons, the only plumbing contractor currently permitted to operate in the venue. Contact F.Wood & Sons on 03 9459 6628 or admin@fwoodplumbing.com.au to organise access for your event. Note the following: •
Access is through the in-floor service pits.
•
Water cannot be taken from fire hydrants or hose reels without written approval from MCEC.
6.34 Venue Condition Report At the commencement of the licensed period, a member of the MCEC logistics team conducts an inspection of the licensed area and completes a condition report. This report must be signed by the Organiser and MCEC. All parties are responsible for reporting damage during the licence period. As the Organiser, you are responsible for any damage to the venue within your licensed area.
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At the conclusion of the licensed period, the Organiser and MCEC conducts a final inspection of the licensed area.
6.35 Weapons The MCEC Weapons Policy bans the carriage, display and/or possession of all firearms and prohibited weapons onsite including exhibitions and all other events. Exceptions are: • •
government law enforcement officials during the course of their duties licensed security officers on duty, undertaking cash in transit (CIT) type duties, including MCEC cash collection, Good Friday Appeal cash protection and management and ATM replenishment services
The MCEC Weapons Policy further restricts the display or sale of weapons within your licensed space. We recommend consulting with your Event Planner, who can liaise with the Safety and Security team, to clarify any of the above points.
6.36 Aroma and Scent Diffusers Using aroma or scent diffusers onsite is subject to prior approval. All relevant documentation must be submitted for review prior to use, including the Material Data Sheet (MDS), Safety Data Sheet (SDS), and a risk assessment outlining potential health, safety and operational impacts.
6.37 Concourse Activations and Performers All concourse activations, including roving performers and other forms of entertainment, require prior approval to ensure alignment with operational safety and venue requirements.
6.38 Glassware in Theatre Spaces We do not permit glassware inside any theatre spaces (Plenary, Clarendon Auditorium and Goldfields Theatre) when in theatre configuration. We permit glassware for presenters and speakers, as this is confined to the stage area.
6.39 Power Banks and Battery Packs Power Bank Requirements Power banks must be managed safely while onsite to reduce the risk of overheating, damage or fire. Safe Use and Condition • • •
Only use power banks that comply with relevant safety standards. Do not use power banks that have been modified or show signs of damage, including cracks, swelling, overheating or other defects. Do not leave power banks unattended while charging or in use.
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•
Power banks must be removed from site at the end of each day and must not be left onsite overnight.
Faults or Overheating If a power bank begins to smoke, swell, overheat, or otherwise appears unsafe, notify event staff immediately and isolate the item safely where it is reasonable to do so.
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7. Rooms and Spaces The Floor Plans and Space Capacities Guide contains information about MCEC’s rooms and spaces.
7.1 MEC — Exhibition Bays Bays 1—20
Concourse Foyer (Inkwell) The concourse foyer is located at the Clarendon Street end of the Exhibition Centre. It provides 676 square metres of floor space, and is ideal for registration, promotional events and other pre-function uses. Refer to your space hire charge plan for allocation of this space. The ceiling height of the concourse foyer is 2.78 metres. Limited 10 amp and three-phase power is available in this space, and locations should be taken into consideration when assigning exhibitors. There are no floor pits, however, some power points are available on the pillars and three-phase power is also available in the ceiling.
Concourse Loading Doors Loading doors are located adjacent to Concourse Doors 3 and 8. These are used to move large display items (for example, cars) and building materials onto the concourse. Doors adjacent to concourse Doors 3 and 8: • •
width 5.2 metres height 3 metres (maximum height clearance under bulkhead is 2.8 metres)
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Building permit conditions restrict the use of these doors to loading only. Doors must not be used for guest access and egress during an event under any circumstances. Please speak to your Event Planner if you need to use these doors.
Concourse Entry Doors Ten sets of entry doors provide access to Exhibition Bays 1—20. Height clearance through the doors is 2.1 metres and the total width is 1.5 metres.
Dimensions Description
Area
Length
Width
Maximum Roof Height
Client Hanging Height
Total space (Bays 1— 20)
30,000sqm
84m
358m
18m
11.5m
Per bay
1,500sqm
84m
18m
18m
11.5m
2 bays
3,000sqm
84m
36m
18m
11.5m
Note: Height varies due to building architecture. Clear hanging height is 11.5 metres (floor-tobottom of wall track).
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Hospitality Suites
Five 100 square metre hospitality suites for Bays 1—20 are located on Level 1, above organiser offices 1—5. Hospitality suites overlook the Exhibition Bays and concourse. Suites 1, 2, 4 and 5 can be divided into three separate spaces with operable walls. Suite 3 can be divided into two separate spaces. The rooms feature blackout blinds for presentations, lift access from the concourse (next to organiser offices 1, 3 and 5), toilets, telephone and data points. There is no direct access to the Exhibition Bays from these rooms.
Organiser Offices
Five 120 square metre organiser offices are accessible from Exhibition Bays 1—20, providing access to power, telephone and data connections, a sink, boiling water unit and bar fridge.
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7.2 MEC — Meeting Rooms Clarendon Auditorium Clarendon Auditorium provides tiered seating for 466 people. If requested, some seating may be removed for an additional fee. Blinds can also be lowered to reduce the capacity in the room. Please speak to your Event Planner for more information. Access the foyer adjacent to the auditorium using the main staircase from the Exhibition Centre foyer. The foyer provides 800 square metres of space.
Dimensions Ground Level Room
Length
Width
Height
Clarendon Foyer
26m
26m
2.7m
Clarendon Room G
14m
17m
3m
Eureka Meeting Room 1
18.2m
9.9m
5m
Eureka Meeting Room 2
18.2m
9.9m
5m
Eureka Meeting Room 3
18.2m
9.9m
5m
Courtyard Meeting Room 1
10.4m
7.2m
5m
Courtyard Meeting Room 2
10.4m
7.2m
5m
Length
Width
Height
25m
16m
4.3m
Level 1 Room Clarendon Auditorium Auditorium Foyer
4.4m
Clarendon Room C
8.7m
8.7m
2.7m
Clarendon Room D
13.1m
7.5m
2.7m
Clarendon Room E
13.1m
6.5m
2.7m
Clarendon Room D & E
13.1m
14.9m
2.7m
Clarendon Room F
8.2m
5.5m
2.7m
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Hospitality Suites 1-5 (each)
20m
5m
3m
Hospitality Suites 6-7 (each)
14.6m
9.3m
4.5m
Hospitality Suite 8
13.9m
9.3m
4.5m
VIP suites 1-2 (each)
8.2m
8.2m
4.5m
Length
Width
Height
Clarendon Room A
17m
8.5m
4.5m
Clarendon Room B
17m
8.5m
4.5m
Clarendon Rooms A&B
17m
17m
4.5m
Clarendon Room
16m
7.3m
4.5m
Length
Width
Height
Clarendon lift (behind Customer Service desk) door opening
1.5m
2.22m
2.5m
1.08m
2.1m
Convention Centre dock lift door opening
2.2m
1.6m
2.5m
1.4m
2.4m
Eureka Meeting Rooms service lift door opening
2.2m
1.6m
2.5m
1.4m
2.4m
Eureka Meeting Rooms goods lift door opening
3.5m
2m
2.5m
1.6m
2.4m
Level 4 Room
Lifts Area
Front-of-house lifts are located behind the Customer Service Desk and provide access to Levels 2 and 5. The lift on the left-hand side (when facing the lifts) is the largest and provides additional space. There are no back-of-house lifts.
Meeting Room Doors
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Room
Width
Height
Eureka Meeting Rooms (front of house)
1.8m
2.6m
Eureka Meeting Rooms (back of house)
1.8m
2.6m
Courtyard Meeting Rooms (front of house)
1.8m
2.6m
Hospitality suites (front of house)
1.8m
2.6m
Sovereign Room (front of house)
1.8m (four sets)
2.6m
Sovereign Room (back of house)
3m
2.6m
2.6m
2.6m
Clarendon Room A
2m
2m
Clarendon Room B
2m
2m
Clarendon Room C
1.7m
2m
Clarendon Room D
1.8m
2m
Clarendon Room E
1.8m
2m
Clarendon Room F
1.7m
2m
Clarendon Room G
2m
2.7m
Sovereign Room (vehicle access door)
Dividing Operable Walls The following rooms are divided by an operable wall that folds away entirely when in combined mode. The wall does not have a door, so when in place there is no connection to the two rooms: • • • • • • •
Clarendon Rooms A&B Clarendon Rooms D&E Eureka Room 1&2 Eureka room 2&3 Courtyard Room 1&2 Hospitality Suite 6&7 VIP Suites 1&2
Lighting Reduce lights inside the meeting rooms via the AMX panel at the back of the room or at the intelligent lectern. There are multiple pre-set lighting functions to assist with lighting for presentations and displays.
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To save power and costs, choose to cut lighting in Exhibition Bays to 25% or 50%. For multi-day events, please ensure you request power be turned off overnight in the Exhibition Bays.
Load Limits Exhibition Centre meeting rooms can tolerate loads of up to 5 kPa or 0.5 tonne per square metre. You must receive prior written approval from MCEC before bringing items classified as heavy loads or vibrating equipment into the venue and also submit detailed floor loading, including kPa calculations, for assessment and approval. This process ensures compliance with venue safety requirements and helps protect the integrity of the facility.
Rigging Banners in the auditorium can be installed either side of the main stage from the upstage lighting bar. There are no rigging points in Exhibition Centre meeting rooms. Please contact the MCEC Rigging team for more information rigging@mcec.com.au
Move-in and Move-out Considerations There is no back-of-house access to Exhibition Centre meeting rooms, with the exception of the Eureka Meeting Rooms. When planning the move-in and move-out of your event, please consider the following: • •
Access for stand builders is before 7am and after 7pm. Speak to your Event Planner for access outside these times. These times include access to the lifts and loading dock. Due to the small size of the lifts, items are unloaded at the base of the stairs and carried up by hand; therefore, it is important to adhere to access times.
You will require security for bump-in and bump-out of exhibitions and displays in the foyers. See Security Services for additional information.
Utility Services Power and data connections are provided in Exhibition Centre meeting rooms via wall outlets. There are no service pits and water is not available. Your Event Planner can provide a floor plan indicating the location of power outlets.
7.3 MEC Expansion — Exhibition Bays Bays 21—26
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Concourse Loading Doors Loading doors are located adjacent to Concourse Doors 18. These are used to move large display items (for example, cars) and building materials onto the concourse. Door adjacent to concourse Door 18: • •
width 2.8 metres height 3 metres
Building permit conditions restrict the use of these doors to loading only. They must not be used for guest access and egress during an event under any circumstances. Please speak to your Event Planner if you require the use of these doors.
Concourse Entry Doors There are nine sets of entry doors providing access to Exhibition Bays 21—26, of which Doors 15—19 are considered the main entry points for exhibitions. Space is allowed at the front of each of these doors for entrance features to be built as required. Height clearance through the doors is 2.7 metres and width is 1.6 metres.
Dimensions Description
Area
Length
Width
Maximum Roof Height
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Total space (Bays 21—26)
9000sqm
84m
108m
18m
11.5m
Per bay
1,500sqm
84m
18m
18m
11.5m
2 bays
3,000sqm
84m
36m
18m
11.5m
Note: Height varies due to building architecture. Clear hanging height is 11.5 metres (floor-tobottom of wall track).
Hospitality Suites
There are three 130 square metre Hospitality Suites located on Level 1, above organiser offices 6—8. Suites 6 and 7 can be combined into one large space with an operable wall. Access doors to both spaces can be secured and accessed via swipe cards organised by your Event Planner.
Organiser Offices
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Three 30 square metre Organiser Offices are located on the northern concourse, opposite Doors 15, 16 and 17 with access to service Bays 21—26. Each office has operable panels at the front. These can be opened and used as a service counter, or ticket and registration window.
Pin Code Pads Pin code pads are available for concourse door access to the Organiser Offices along Bays 1—20. If you have an event in these Exhibition Bays, you can use the pin code pad instead of a swipe card. This is particularly useful if you have multiple team members needing access to the Organiser Office, or if you are using the Hospitality Suite for sponsors or exhibitors.
Public Spaces The concourse of the Exhibition Centre is a public space and provides access to the South Wharf precinct. We can secure entry doors on request, however, this requires operational approval and is considered on a case-by-case basis. The car park is managed by Wilsons Parking, and 24-hour access is available to the public underground carpark through Door 1. Other parking times are dependent on event activity.
VIP suites
Two VIP suites act as support rooms for Sovereign Room and are equipped with ensuites and lounge furniture. Access to VIP Suite 1 is via a discreet entry so guests can enter the Sovereign Room without going front of house. The suites have an operable wall dividing the two rooms, and this can be opened into one single room.
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7.4 MEC — Goldfields Theatre Goldfields Theatre is contained within Bays 21—22 and provides tiered seating for 1,023 people. The theatre can be configured to cater for smaller numbers. Please speak to your Event Planner for more information.
7.5 MCC — Plenary Plenary has a total seating capacity of 5,500 people and can be divided into three selfcontained, separate theatres, one with a capacity of 2,500 and two for up to 1,500 guests each. We can vary the seating arrangements within the theatre to cater for cabaret, conventions, theatrical productions or sporting events by retracting the seating and floor to create different configurations. There are multiple access points for guests requiring wheelchair access. Assisted-hearing facilities are also available.
Auxiliary Rooms There are several auxiliary spaces adjacent to Plenary. Please refer to your space hire charge plan for rooms allocated to your event. All rooms are fully furnished, and floor plans and furniture lists are available on request from your Event Planner.
Dressing Rooms Two Dressing Rooms cater for groups of up to 15 people per room. There are also two individual dressing rooms for principal speakers or lead artists. All dressing rooms have full-length make-up mirrors, showers and toilets.
Green Rooms Two Green Rooms cater for up to 30 people per room. Green Room guests have access to male and female toilets, showers, change rooms and a kitchenette.
VIP Suites Two VIP suites cater for up to 30 people per room. Each suite includes male and female toilets, showers, change rooms and make-up mirrors.
Speakers’ Preparation Room The Speakers’ Preparation Room is provided for speakers to prepare for their presentation.
Plenary Lounge A and B
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A lounge area with casual furniture is available. The lounge can be used as a respite area for cast and crew, as well as for after-show and cocktail parties for up to 70 people. The lounge can accommodate up to 50 people banquet style and can be themed with mood lighting. Speak to your Event Planner for more information on how you can use this space for your event.
Additional Furniture MCEC has a wide range of furniture available, including stools, lounges and tub chairs, available for use. Please speak to your Event Planner for more information.
Crowd Control We require a crowd control barrier for the front of the stage when Plenary is in General Admission (GA) standing mode or when deemed to be necessary by MCEC’s Security Manager. A 28-metre Framelock Barrier with two variable hinges is available. Please speak to your Event Planner if this is required.
Customer Service Staff MCEC Customer Service staff assist in managing seating and work with the security team in the event of an emergency. The number of Plenary Customer Service staff and the requirement varies at MCEC’s discretion. Charges apply. For allocated seating and ticketed events, MCEC recommends three Customer Service employees per entry door. Your Event Planner will provide a quote pending estimated numbers, timings and event requirements. If your ticketing company provides staff to scan tickets, we require a minimum of one employee and scanner per door, up to a total of 16 doors. MCEC will then provide the additional two Customer Service employees per door (charges apply).
Entertainment Please advise your Event Planner or AV Planner of any proposed entertainment. We may permit performances in foyer areas and public spaces, providing no amplification is used and there are no pending surrounding events. If amplification or larger-scale entertainment is required in these spaces, please speak with your Event Planner. Submit specific artist requirements (riders) as early as possible to your Event Planner. We are happy to tailor any catering to meet the artist’s requirements. Please note, as MCEC has sole catering rights, no external food or beverage is permitted to be brought into the venue.
Merchandise Display benches and furniture are available and can be setup in the Main Foyer for the display and sale of event merchandise. MCEC does not take any merchandise commissions.
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Operable Walls Two internal double operable walls allow Plenary to be divided into three individual spaces. The walls are acoustically treated to minimise disturbance to neighbouring events.
Power Your AV Planner can provide you with a floor plan indicating available power locations. Note Outside Broadcast power is located in the loading dock, approximately 10m from the stage door.
Registration Desks Mobile registration desks are available for events held in Plenary and consist of mobile units which can be assembled into a range of configurations. We can also install modules with data and power connections and include storage cupboards and chairs. Please note that due to their modular nature, the units cannot be locked and should be staffed at all times. Event signage can be installed in the removable A4 (landscape) signage holders. Corflute signage can also be installed along the top of the storage cupboard tracks or at the front of registration desks. Your Event Planner can provide you with more information about the registration desk units, including dimensions. Speak to your Event Planner if you would like to reserve a registration desk. If your event is not being held in Plenary, registration desk units are assigned on a first-come, first-served basis.
Reserved Seating Please speak to your Event Planner if you require reserved seating hats, as these are subject to availability.
Rigging Catwalk and fly gallery Plenary is fitted with seven dedicated lighting bridges and a fly gallery. Its infrastructure can support heavy loads and sophisticated rigging for concerts and other major performances. Fly system • •
30 x assisted rigging bars (fly lines) above the main stage 5 x assisted rigging bars (fly lines) Front of House (FOH) (Plenary 1 and Plenary 3)
Note, the fly system is not suitable for aerial performers. Proscenium Height •
9.5 metres from stage at standard height
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•
10.5 metres from floor level
Technical Grid • •
15.9 metres from stage, height to underside of technical grid 14 metres from stage, maximum trim height of fly bars
Seating Distances The distance from the front row of seats on the flat floor to the downstage edge is 1.8 metres (6 feet) when the pit lifts are up, or 4.5 metres (15 feet) for standard stage configuration for a concert*. *Standard configuration for a concert: Pit lift 2 at floor level, all other stage lifts at 1,000mm.
Stages Plenary stage Stage Width
Stage Depth
Prompt/Opp Prompt Wing Width
Prompt/Opp Prompt Wing Depth
Orchestra Pit Max Depth
Stage to Technical Grid Height
Fly Gallery Height
18m
12m
10m
12m
1.75m
16m
7.6m
Surface • • •
masonite, painted matte black stage must not be screwed or nailed into use Tenacious K969 tape only (we can supply this, if required)
Loading Capacity • • •
7.5kPa when elevated 20kPa when flat (ground level with loading dock and flat floor) rake 0 degrees
Tormentor Panels (Masking) Removable tormentor panels are located at the front of the stage to change proscenium (front of stage) from approximately 18 metres wide up to 38 metres wide. The tormentor panels are located on each side of the main stage and can be either in or out (that is, we cannot take out one panel at a time) to change the width of the stage. Please speak to your AV Planner for more information or for special requests.
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Stage Setup and Move The stage will be pre-set to your desired height, which can be organised with your Event Planner. Please note, MCEC employees do not control the movement of the stage. Any last-minute changes while you are onsite may not be possible, as contractors need to be called and charges may apply. Arrange any changes to stage height during a setup or bump-in before your event with your Event Planner or AV Planner.
Stage Crossover A 2-metre (W) x 2.5-metre (H) stage crossover runs behind the stage allowing movement from one side of the stage to the other. Main Stage (Plenary 2 and Entire Plenary) The main stage is made up of four mechanical elevators, providing flexibility in stage configurations and height. There are also two forestage elevators that can be lowered to create an orchestra pit.
The forestage has two mechanical sections consisting of a 22-metre rectangular section and a 19-metre-wide curved section. When in orchestra-pit mode, the forestage is 1.75 metres below flat floor level. A safety barrier is also installed with a finish height of 1 metre above flat floor level. • •
total overall stage width: 38 metres (124 feet) total overall stage depth: 12 metres (40 feet), not including orchestra pit and thrust
Plenary 1 and 3 Stage Plenary 1 and 3 have demountable stages. The demountable stage floor has hinged openings to enable cables to be passed through to the service pits below.
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Stairs with a handrail provide access to the stage from floor level.
Stage Width
Stage Depth
Stage Height
Prompt/Opp Prompt Width
Prompt/Opp Prompt Depth
10m
7.5m
1m
12m
8m
All stages in Plenary are wheelchair accessible, however, please advise your Event Planner if you have a speaker requiring this access and we can arrange a wheelchair lifter, if required.
Sub-divisional Blinds Lower blinds at the fixed tiered seating and/or at balcony level to conceal seating not utilised for your event. Blinds are fully motorised and controlled by the AV desk. Please confirm your preferred blind position pre-event with your Event Planner or AV Planner.
Translation and Interpretation Booths MCEC has four portable interpretation booths available for event use. •
pre-approved locations: Plenary 2 (side of stage), side stage corridors in Plenary 1 and Plenary 3, and Melbourne Room
•
booth dimensions: 1,685mm (L) x 1,685mm (W) x 2,040mm (H)
Organise the installation of the booths pre-event via your AV Planner.
VIP Lift A VIP lift is located within close proximity to the Customer Service Desk in the Convention Centre, with direct access to the lower ground dressing rooms. These lifts are secure and require swipe card access. The only time the VIP lift can be offline (no swipe card access) is when an event security guard or Customer Service staff member is stationed on the ground floor to stop non-event personnel accessing the lift. Arrange swipe card access via your Event Planner.
7.6 MCC — Meeting Rooms Auxiliary Rooms Two dressing rooms are provided for Melbourne Rooms (refer to your space hire charge plan to confirm your allocation). These consist of a make-up mirror and dressing table, fulllength mirror, toilet, shower and change area, and a screen that can display a feed from Melbourne Room. For events held in other meeting rooms, speak to your Event Planner regarding auxiliary room requirements for performers or speakers.
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Dimensions Level 1 Room
Length
Width
Height
101 Small
7.5m
9.5m
4m
102 Small
7.5m
9.5m
4m
101 & 102 Combined
7.5m
19.5m
4m
103 Medium
17m
8.5m
5m
104 Medium
17m
8.5m
5m
105 Large
19.5m
12m
5m
106 Large
19.5m
12m
5m
105 & 106 Combined
19.5m
24.5m
5m
107 Small (cantilevered)
9m
7.5m
4m
108 Small (cantilevered)
9m
7.5m
4m
109 Large
20m
12m
5m
110 Large
20m
12m
5m
109 & 110 Combined
20m
24.5m
5m
111 Small
8.5m
8.5m
4m
112 Small
8.5m
9m
4m
111 & 112 Combined
8.5m
17.5m
4m
Level 2 Room
Length
Width
Height
Melbourne Room 1
42.5m
28.5m
8.5m
Melbourne Room 2
42.5m
28.5m
8.5m
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Melbourne Room 1&2 Combined
42.5m
56.5m
8.5m
203 Large
19.5m
12.5m
5m
204 Large
19.5m
12.5m
5m
203 & 204 Combined
19.5m
24.5m
5m
205 Small (cantilevered)
9m
8.5m
4m
206 Small (cantilevered)
9m
8.5m
4m
207 Medium
15.5m
8m
5m
208 Medium
15.5m
8m
5m
209 Medium
15.5m
8m
5m
210 Large
19.5m
12m
5m
211 Large
19.5m
12m
5m
210 & 211 Combined
19.5m
24.5m
5m
212 Large
19.5m
12m
5m
213 Large
19.5m
12m
5m
212 & 213 Combined
19.5m
25m
5m
214 Small (cantilevered)
8m
9m
4m
215 Small (cantilevered)
8m
9m
4m
216 Medium
15.5m
8m
5m
217 Medium
15.5m
8m
5m
218 Medium
15.5m
8m
5m
219 Large
19.5m
12m
5m
220 Large
19.5m
12m
5m
219 & 220 Combined
19.5m
25m
5m
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Meeting Room Doors Room
Width
Height
Level 1 (front of house)
1.9m
2.55m
Level 1 (back of house)
1.7m
2.6m
Level 2 (front of house)
1.9m
2.6m
Level 2 (back of house)
1.7m
2.6m
Melbourne Room (front of house)
2m
3.88m
Melbourne Room (back of house)
2.18m
3m
Melbourne Room (three-panel bi-fold door)
4.7m
3.9m
Lifts Length
Width
Height
Truck lift
9.5m
3.5m
4m
Vehicle lift
8.1m
3m
3m
Dividing Operable Walls Melbourne Rooms 1 & 2 are divided by an operable wall, which folds away entirely when in combined mode. The wall does not have a door, so when in place, there is no connection to the two rooms. Panels can be removed to connect the rooms, however, this must be organised in advance as walls are moved by an external contractor. Similarly, large- and small-sized rooms are divided by an operable wall and, when open, create a larger combined room. Panels can be removed to connect the rooms, however, this must be organised in advance as walls are moved by an external contractor. Refer to your space hire charge plan for your contracted rooms and speak to your Event Planner for more information and to request panels to be removed.
Lighting Reduce lights inside the meeting rooms via the AMX panel at the back of the room or at your intelligent lectern. There are multiple pre-set lighting functions for presentations and displays. We can also reduce lighting in Convention Centre foyers. To organise this, speak with your Event Planner or AV Planner before your event start date.
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Load Limits The Convention Centre was designed to tolerate loads of up to 5 kPa or 0.5 tonne per square metre. Any items classified as heavy loads, such as specialised equipment, must be approved in writing by MCEC before being brought into the venue. You must also submit detailed floor loading, including kPa calculations, for assessment and approval. This process ensures compliance with venue safety requirements and helps protect the integrity of the facility.
Rigging Rigging points are located in all meeting rooms within the Convention Centre, as well as throughout the Main Foyer, Level 1 and Level 2 Foyers. It is important to use the existing supports only when installing exhibition displays, banners or technical equipment and that the facility is not damaged. The organiser is responsible for costs associated with any damage caused. Please contact the MCEC Rigging team for more information at rigging@mcec.com.au.
Security For Convention Centre events, security must be provided by the MCEC’s event security provider. A security quote is provided by your Event Planner based numbers, timings and event requirements, which include event-associated security risks or vulnerabilities, demographics and type of event. For all exhibitions held in foyer areas, security is required during your licensed period, including move-in, move-out and during the building opening hours. Dinners and special events require security to monitor the Responsible Service of Alcohol. The Event Services Guide and Security Services page on our website contains additional information. Please discuss security requirements with your Event Planner.
Utilities The Convention Centre is fitted with in-floor service pits for power and data connections. 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-ofhouse areas only. Water is not available via the floor pits. Your Event Planner can provide a floor plan with locations of the service pits.
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7.7 External Grassed Area
The External Grassed Area sits adjacent to the Exhibition Centre, along the banks of the Yarra River. Special considerations apply when using the Melbourne Exhibition Centre (MEC) External Grassed Area for any activity other than access. The MEC External Grassed Area is considered a public place and its use is subject to MCEC approval.
Occupancy The usable event space for the External Grassed Area is 4800 square metres. MCEC will need to calculate and confirm maximum occupancy, taking into consideration service areas, production, site furniture and structures.
Site Access The only access to the External Grassed Area is via the Clarendon Street slip lane, outside the Exhibition Centre. Vehicle bollards are in place at this entrance. The bollards can be removed to accommodate vehicle movements on the grassed area. Site access and bollard removal timings are subject to MCEC approval, and must be in line with council and noise regulations.
Floor Plan and Site Plan A floor plan must be submitted to MCEC for approval and should include the following details: •
entry and exit points
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• • • • • • •
fence lines emergency exit locations smoking areas (if required) activations and activities temporary structures furniture event builds or special features
You must submit a draft floor plan for review prior to contracting, with the final safety plan due 14 days prior to bump-in. The safety plan must be approved by MCEC Operations and Safety.
Events Permit Information You may need to obtain a variety of permits or licences for events in the External Grassed Area, and these must be submitted to MCEC for review. A City of Melbourne representative and an engineer are both required to review and sign off on the event build prior to opening. For more information on POPE Permits and planning an outdoor event, please visit Event Permits and Planning on the City of Melbourne (CoM) website. Permit
When Required
Timeframes
More Information
Places of Public Entertainment (POPE)
For all activations holding an event over an area of more than 500m2, an occupancy permit will need to be obtained
Submit to CoM 90 business days before bump-in date
City of Melbourne
Submit initial approval to MCEC 14 business days before bump-in Final sign off to be provided before event opening
Temporary Siting Approval
For all activations planning to erect a temporary structure for a public event
Submit to CoM 15 business days before bump-in date
City of Melbourne
Submit to MCEC 14 business days before bump-in date Environmental Protection Authority (EPA)
Liquor Control Victoria
For music noise from outdoor entertainment venues and events
For all activations where alcohol is served.
Submit to CoM 45 business days before bump-in date Submit to MCEC 14 business days before bump-in date 40—90 days before bump-in date
EPA
Victorian Government
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Submit to MCEC before event opening Parks Victoria
For activities on waterways and activities organised on the Yarra River
Submit to Parks Victoria 60 business days before bump-in date
Parks Victoria
Submit to MCEC 14 business days before bump-in date Public Transport Victoria (PTV)
For activities likely to have an impact on public transport services
Submit to PTV 120 days before bump-in date for fewer than 10,000 people, or 150 days for more than 10,000 people.
PTV
Submit to MCEC 14 business days before bump-in date WorkSafe
For inspection and approval of fireworks
Notify WorkSafe 7 business days before event/activation date
WorkSafe
Notify MCEC 30 business days before bump-in date for approval by MCEC Safety Manager Planning and Building Permits
Street Trading
May be required for certain builds and temporary infrastructure For street and footpath trading activities
Contact CoM for more details on timelines
City of Melbourne
Contact CoM for more details on timelines
City of Melbourne
Grass Management At the commencement of the licensed period, or the day before event bump-in, BGIS, Green Event, MCEC Representatives and the Organiser must conduct an inspection of the licensed area. BGIS are responsible for putting together a condition report and supplying this to the client and MCEC. Any damage to grass, trees, irrigation and sprinkler heads, granitic sand, street furniture and any other existing infrastructure incurred during move-in, event and move-out is the responsibility of the Organiser. Damage costs may apply. Maintenance and care includes watering of grass, rotation of furniture for extended tenancies and mowing. You must provide a schedule of watering, including whether this is via sprinklers or by hand. An irrigation test with BGIS may be required post bump-in.
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Due to services and infrastructure below the grass surface, we do not permit items to penetrate into the grass. A post-event condition report will be completed after bump-out. The Organiser is responsible for covering all costs incurred in repairing the damaged area.
Temporary Fencing MCEC Operations and Safety must approve a fencing plan, including the use of scrim or shade cloth. The plan should take the following into consideration: •
Temporary fencing may be required to determine the perimeter of the event space.
•
If using temporary fencing, adequate emergency exits must be in place.
•
The pedestrian and bike path and the path from MEC to Boat Builder’s Yard and Polly Woodside must always remain accessible to the public. Organisers can only place fencing around the grass area. If enclosing the entire outdoor area, you must always ensure that the public can walk through the space and to surrounding businesses.
•
Temporary fencing must be weighted appropriately, and each fence panel joined as per standard safety requirements. Engineering sign-off may be required.
Move-in and Move-out The only access to the External Grassed Area is via the Clarendon Street slip lane, outside the Exhibition Centre. You must provide a move-in and move-out schedule for MCEC to approve at least 14 days before the commencement of bump-in. The schedule should include: • • • • • •
vehicle access timings exhibitor and stallholder bump-in and bump-out contractor bump-in and bump-out, including for fencing, bathrooms, temporary furniture, amusements, containers, screens and so on power and water connection and disconnection delivery schedule traffic management schedule
For long-term events, the move-out schedule can be provided 14 days before bump-out. Bump-in and bump-out timings should consider and avoid peak periods for pedestrian traffic and comply with EPA noise restrictions.
Traffic Management In addition to the traffic management plan required for bump-in and bump-out, the following may also be required dependent on event scope: •
Details of vehicle movements and their management during the operation of the event; for example, speed restrictions, signage, spotters, hi vis and so on.
•
A detailed traffic management plan from the traffic management company if the closure of the shared bike path is required for the event. In this instance, MCEC may determine whether barriers or manned traffic control is required.
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We do not permit parking onsite unless pre-approved.
Utilities: Power and Broadcast There is a limited amount of power available within the External Grassed Area. If you need power, you must engage EventPower. An OB (outside broadcast) feed or satellite uplink site is available for use. Fiber, Network and Coax patching are also available. These utilities are located in the supply cabinet on the grassed area outside Yarra Door 3.
Utilities: Water There is one water supply connection on the grassed area adjacent to Concourse/Yarra Door 3. You must engage F.Wood & Sons to arrange the water supply. Arrange a grey water disposal plan directly with MCEC Ops and Logistics. Water supply connection costs will apply.
Load Limits The external grassed area is capable of a static load bearing pressure up to 20kPa (2,000 kilograms/m2). You must submit detailed floor loading and temporary structure loads, including kPa calculations, for assessment and approval. This process ensures compliance with venue safety requirements and helps protect the integrity of the grassed area.
Temporary Structures You must provide design documentation for all temporary structures in the External Grassed Area prior to contract, including the following details: • • • • • •
measurements and weights 3D renders or photos build specifications appropriate weighting for outdoor spaces wind ratings other relevant compliance documentation as required
All temporary structures require sign-off by an engineer before the event commences as per POPE requirements. The City of Melbourne POPE applications require you to submit a design and inspection report before the event opens for any inflatable structure and/or non-prescribed temporary structure, such as: • • • • •
jumping castles gantries altered shipping containers signage installations scaffolds or any other large structure
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Design reports known as Certificate of Compliance Proposed Building Work and inspection reports known as Certificate of Compliance Building Work must be completed by a civil engineer. Proof of these documents must also be supplied to MCEC.
Security For External Grassed Area events, security must be provided by an MCEC-approved security provider. Security is required during the licensed period, including move-in, event and move-out. A minimum of one guard per entry is required 24 hours per day; however, additional guards may be required depending on the event inclusions and size. If the event includes the selling or distribution of alcohol, security must be arranged in line with the client’s Liquor License requirements. You must provide MCEC with a security roster or schedule 14 days before bump-in for review and approval. The Security Services page on our website contains additional information.
Cleaning Cleaning must be provided by our venue partner, IKON. You must submit a waste management plan to MCEC 14 days before bump-in, and this must include the following: • • • • • •
demographic of attendees number of attendees supply and distribution of bins inclusion of larger skips and bins site waste removal removal of different waste types, such as general rubbish, recyclables and organic matter
Toilet Facilities Depending on the type and size of event, you may require portable toilets. This is particularly relevant for all events with a POPE permit and for events selling alcoholic beverages. The placement of portable toilets should be suitably distanced from food and beverage services. Locate toilets in a position that allows for the easy access and removal of bathroom waste. For multi-day events or extended tenancies, you must provide a waste removal schedule for toilet facilities for MCEC’s review and approval. All portable toilets must align with the requirements set out in the from City of Melbourne’s POPE Permit, and include the provision of an accessible toilet and appropriate landings.
Emergency Management You must provide MCEC with a detailed emergency management plan 30 days before bump-in.
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The External Grassed Area is one of the main evacuation points for the MCEC building and its occupants. When an event is being held on the grassed area, a suitable alternative or additional evacuation point must be established. This point is to be confirmed by the building’s Chief Warden and emergency management plans must be updated and distributed accordingly.
Risk Assessment You must submit a risk assessment to MCEC for review and approval, which should include the following: • • • • •
event concept event contents details of any dignitaries or high-profile guests any potentially controversial aspects of the event, for example, with a political, environmental or social impact detailed analysis of event risks
Specific risks for outdoor events to consider are: • weather (heat, wind, rain and storms) • crowd control • animal management • noise management • waste management • traffic management (foot and vehicle) • adequate lighting • cable management To accurately monitor risk, MCEC requires an anemometer to provide us with regular wind readings. MCEC may also require additional compliance documentation for high-risk work or activities.
Event Delivery You must provide a detailed Event Management Plan to MCEC 30 days before bump-in and this should include encompassing several of the areas referenced in this Operations Manual, such as. daily event management, safety, external services, utilities, waste and emergency management. You must also submit a full contact list to MCEC, including a roster of duty managers for extended or multi-day tenancies. You must submit a daily run sheet to MCEC 14 days before bump-in, which includes the following: • • •
bollard removal timings for deliveries, waste removal and vehicle movements event open and close times amplification times (if relevant)
Vehicles Vehicles must not travel at more than 10 kilometres per hour along the granitic sand and pedestrian pathway. Hazard lights must be on and a spotter must walk in front of the vehicle.
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Appropriate terrain tyres and floor matting must be in place when plant equipment or vehicles are being used. All vehicles must have drip trays placed underneath and fire extinguishers in an accessible location.
Food and Beverage You must submit any proposals to engage any type of food van or temporary sale of food to MCEC for review and to determine any potential loss of revenue fees. For events permitted to bring in their own food, the Organiser must ensure that all providers are registered with FoodTrader and comply with City of Melbourne regulations. To serve alcoholic beverages, the Organiser must obtain their own independent liquor licence. You must provide the liquor licence and red line plan to MCEC prior to operation. The Organiser is responsible for adhering to all stipulations listed in the liquor licence, including operation times and security requirements. Further to the liquor licence, all vendors selling alcohol must provide a Responsible Service of Alcohol (RSA) Certificate. Vendors requiring gas for cooking operations are permitted to have one gas bottle remain on their stand overnight as long as it is connected to cooking appliances. Any additional gas bottles must be stored in the gas cages located on the MEC loading dock or MECE Expansion loading dock. A plan for the daily collection and storage of gas bottles must be determined pre-event.
Sound Limits All events must comply with EPA guidelines relating to outdoor venues. You will require a permit from EPA where: • • • • •
the event occurs outside standard operating hours: Monday—Saturday 7am—11pm, and Sunday or a public holiday 9am—11pm the concert is held between Monday—Saturday 7am—12pm or Sunday or a public holiday 9am—12pm musical entertainment runs for a period of greater than 8 hours noise levels exceed noise limits noise limits are considered 65 db(a) outdoors and 55 db(a) indoors at nearby residential areas
If applicable, you must submit an amplification proposal to MCEC 14 days prior to bump-in for review and approval. To accurately monitor noise, MCEC requires a sound level meter to provide us with regular decibel readings.
Other Information If the bike path is to be compromised in any way, you must notify Bicycle Network. Signs indicating detours must be in place 14 days before the event to notify the public of the change. You must provide MCEC with a Public Liability Insurance certificate to the value of $20 million prior to contracting.
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8. Event Types 8.1 MEC — Exhibitions Cardboard Stands For one cardboard stand within a standard expo, you will need to submit the following documentation to MCEC for review: •
fire prevention and response plan, outlining potential fire sources, prevention, treatment and responsibility
•
stand electrical plan
•
Public Liability Insurance (standard MCEC PLI is sufficient)
The following items must also be present on the stand: •
smoke detector, if the stand has a ceiling
•
2.3-kilogram A:B(E) dry powder extinguisher in a prominent location
For two or more cardboard stands, your client may need to engage a fire engineer to consult on any additional fire safety requirements and the appropriate locations of stands to ensure they are away from any type of heat source. There may also be additional cleaning and recycling costs post show. Recycling Requirements Cardboard stands must be broken down by the stand builder, to fit in the existing 1,100 litre bins we use for cardboard. Bin dimensions are as follows: •
138cm (H)
•
124cm (W)
•
107cm (D)
If a stand needs to be disposed at the end of the event, you must give advance notice to MCEC’s cleaning partner IKON to ensure they can roster its removal.
Custom Stands and Upgrades The Organiser will need to approve custom stand plans and these will need to be forwarded to your Event Planner for review. If more than 10 custom stands are approved per show, the Event Operation Manager will create a SharePoint folder for you to upload plans and your Event Planner will share this with you. The MCEC requires the company and stand builder to be inducted into LinkSafe. For custom stands, the Event Operations Manager must receive drawings of the plan, front and side elevations of the stand (no hand drawings). These drawings must include: • • •
construction materials measurements flooring
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• •
SWMS risk assessment; dependant on risk level of activity and/or operation
The Event Operations Manager may request additional documentation around the type of equipment in operation and/or displayed, including but not limited to machinery, stages and amusements. Engineering documentation and/or sign off is also required when the following are present: • • • •
high risk large, occupied structures multi-levelled structures amusement rides
We recommend speaking to your Event Planner regarding requirements for additional documentation based your specific display needs.
Robotic, Mechanical and Automation Displays in Stands and Exhibitor Booths Plans for any robotics, mechanical or automation displays and activations must be submitted and approved by the Event Operations Manager prior to the event and inspected by the MCEC Safety team onsite. This includes but is not limited to: •
generic robots such as cleaning, cooking or transporting items
•
conveyer belts or sorters
•
3D printers and other robotic generators
•
filtering and recycling systems
•
any product that moves autonomously or by remote for a demonstration
•
any item that emits steam or smoke
•
UAV and drones (please refer to 6.32)
If there are more than 10 robotic or automotive products and activations at the event, or the theme of the event is related to these industries, the Event Operation Specialist will create a SharePoint folder for you to upload documentation and your Event Planner will share this with you. When submitting the above robotic, mechanical and automation displays and activations for approval, please provide the following: •
brief description of the product, display or machine and its purpose
•
dimensions and total weight
•
whether it will be a static display or have moving components
•
if it has moving or operational components, we require a video to assess movement
•
if moving or operational, we require a risk assessment
Moving or operational items must be operated in a secluded area with a suitable barrier, or in a closed-off area, to avoid attendees making dangerous contact while it is in operation.
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Robotics and moving items must used in the approved booths only and not in the aisles.
Emergency Egress and Fire Safety No stand, vehicle or display is to block an aisle, emergency exit or fire cupboard. Aisles and crossover aisles must be no less than 3 metres in width and designed to ensure clear vehicular access to all areas from the loading dock doors. Each aisle system must allow for at least two means of exit. The Organiser must provide and install temporary exit signage when display material obscures existing signage and access to exits. Additional signage may also be required if existing exit signs are obstructed by banners or custom stands. The design should be consistent with AS/NZS’s ‘running person’ graphic as in this example:
Viewing distances should ideally fit within the following parameters:
Access to fire emergency exits, hydrants, electrical cupboards, air returns and sensors must be always kept clear. Some stands require extra fire safety measures, including those with the following features: •
a false ceiling, or a ceiling generated by a two-storey structure, with an area greater than 18 square metres or wider than 3 metres in any direction
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•
where pyrotechnics, smoke machines or Flutter-FETTI® cannons are to be used
Stands in these categories must install smoke detectors and fire extinguishers. MCEC may also identify other stands deemed a fire risk and will advise you and the exhibitor in these cases.
Event Sign-off A preliminary inspection of all exhibition stands is carried out during the final move-in day by the MCEC Event Operations Manager and MCEC Safety team, in conjunction with the Organiser and a representative of the stand builder. As the Organiser, you are required to sign the report, acknowledging any items of concern or action and committing to rectifying these items before the exhibition opens. An MCEC Electrical Safety Certificate must be completed by contractors after they carry out any electrical installation works and supplied to a member of MCEC’s Logistics or Operations team during the move-in of the event. The MCEC Event Operations Manager carries out a final inspection before exhibition opening.
Exhibition Stand Materials Materials used in stand construction must be in accordance with the Building Code of Australia and must not cause dampness or stain. MDF (particleboard) and PVC is strongly discouraged as these materials cannot be recycled. Materials must not be readily ignitable or be capable of emitting toxic fumes should ignition occur. We encourage the use of sustainable stand building materials, such as cardboard and other recycled and recyclable materials. Where possible, build stand components for disassembly and reuse. You must arrange stand breakdown and/or disposal with IKON pre-event and this is subject to additional charges. MCEC must approve the use of crepe paper, corrugated cardboard, straw, hay bales, untreated hessian or PVS sheet (except on floors as a protective membrane). Please notify your Event Planner if you wish to use these materials. You can use sawdust, tan bark or wood chips of a reasonable size to decorate floors, provided a protective membrane is laid first and chips are always kept slightly moist. 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, exhibitors are permitted to display fountains, aquariums, spas, rock pools and swimming pools in licensed area. You should develop a suitable safety plan to prevent stand materials igniting. This may include non-flammable surface sprays to remove risk and fire protection devices .
Exhibitor Manual To ensure your exhibitors have all the information they need to exhibit at your event, we recommend you compile and distribute an Exhibitor Manual. MCEC has a range of information
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for you to use on our website’s Exhibitor Resources page. For further information, contact the Exhibitor Services team at exservices@mcec.com.au. As the Organiser, you are responsible for ensuring that you provide all pertinent information to your exhibitors. If you do create an Exhibitor Manual, a copy must be forwarded to MCEC for review and verification prior to distribution.
Move-in and Move-out All move-in and move-out activities should take place using the loading dock roller doors, unless exhibitors have handheld items or small collapsible trolleys. Your stand builder will need to supply a move-in and move-out schedule detailing the following information: • • • • • • • •
building, room and level location, for example, Melbourne Exhibition Centre, Bays 1—2 shell scheme build times custom stand build times exhibitors move-in and move-out show open and close times distribution and collection of furniture and signage build times for entry features, registration desks and so on. name and number of onsite contact
You must appoint a freight forwarding contractor to manage the move-in and move-out freight process for your event, including the receipt of all materials and transfer of loads into the bays. The freight forwarder will liaise with your exhibitors regarding a move-in and move-out schedule. All contractors, tradespeople, exhibitors and event staff must always wear high-visibility safety vests and closed-toed shoes while in the Exhibition Bays and loading dock area during move-in and move-out. Children under 15 are not permitted. Any cutting or sawing must be completed in the wash bay located on the loading dock. This removes the risk of interfering with other contractors onsite and reduces the level of cleaning prior to the event opening.
Move-out Meeting A member of the MCEC Logistics team will schedule a move-out meeting to confirm the logistics of the move-out of your exhibition and any special considerations. Where possible, the following parties should attend: • • • • • • • • •
organiser principal stand builder security contractor freight forwarder principal rigging contractor principal custom stand builder MCEC Logistics representative MCEC Event Operations Manager other relevant contractors
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Typically, this meeting takes place on the final move-in day or first show day, one hour after the show opens. Please advise your Event Planner if you have a preferred time for this meeting to take place. A member of the MCEC Logistics or Operations team will reconfirm the meeting time with you onsite.
Move-out Letters The MCEC Logistics team can provide a move-out letter for you to distribute to your exhibitors during the show, detailing the logistics of your exhibition move-out. Speak to the team onsite during your move-in.
Raised Flooring Flooring between 0mm and 32mm requires edging with a grading of 1:1.3. Flooring above 33mm and up to 115mm high requires a bevelled edge, which does not exceed an angle of 30 degrees or a grading of 1:1.8. The bevelled edge is to be incorporated into the stand space and not encroach into the aisle. All flooring exceeding 115mm in height is considered a step. If the stand is to be occupied by the general public or exhibition attendees, a ramp must be provided within the allocated stand space.
Stand Certification Certification by an engineer is required for: • •
stands of two storeys or more, where the second or subsequent storey is to be occupied, (Note: if the floor of any occupied area is more than 1.5 metre above ground level, it is deemed a two-storey structure whether the bottom area is occupied or not) any structures within stands constructed from steel
The exhibitor or builder of the stand is responsible for proving that the stand is structurally sound and safe for occupancy. We require certification to confirm the structural integrity of the stand. Stand certification should include the materials used to construct the stand, including any recycled content and recyclability of the materials used. 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. 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 confirm that additional fire safety measures have been carried out. All costs for the certification process are the responsibility of the exhibitor or stand builder. It is the responsibility of the Organiser to ensure that all information, plans and evidence of certification are collated and provided to MCEC prior to the opening of the exhibition.
Theatre and Seminar Room Builds All theatre-style grouped seating must be assembled in a manner that ensures a safe egress in the event of an emergency. Seats must be in groups of not less than four and no more than 16.
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Any enclosed seminar areas on the show floor require adequate emergency exits and temporary exit signs installed. The following egress requirements must be observed for theatre and seminar room builds within the Exhibition Bays:
Number of Persons
Number of Exits Required
Aggregate Width of Eexits (mm)
1—25
1
1,000
26—50
2
1,500
51—75
2
2,000
76—100
2
2,500
101—200
2
3,000
201—400
3
4,500
401—600
4
6,000
601—800
5
7,500
801—1,000
5
9,000
Over 1,000
5 plus one additional exit for each additional 450 pax or part thereof
9,000mm plus 500mm for each additional 50 pax or part thereof
Toolbox Meeting We highly recommend that you schedule a toolbox meeting each morning during the move-in of your exhibition. All parties should attend these meetings to discuss the progress of move-in, challenges, incidents from prior days and the action plan for the day.
Construction at Large-scale Events Please refer to the WorkSafe website for the definition on what constitutes construction work at large-scale events, and the requirements surrounding this. WorkSafe considers a large-scale event as one whereby the venue capacity exceeds 5,000. WorkSafe’s guidance outlines what duty holders must do to meet their health and safety obligations for large-scale events. The guidance is for Event Planners, including employers and people who manage or control a workplace. References to ‘employees’ in this guidance may include independent contractors and their employees,
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8.2 MCC — Exhibitions Ceiling Heights The ceiling height of the Level 1 and 2 foyers varies, and this should be considered when planning the positioning of your exhibition booths and stand heights.
Move-in and Move-out You must use MCEC-supplied plywood boards when using plant equipment in the Main Foyer (tiled area) as well as Plenary flat floor as this evenly distributes weight and prevents damage. The MCEC Logistics team can assist in supplying these boards.
Spaces Main Foyer (Ground Level) The Main Foyer of the Convention Centre is a public thoroughfare, with ground floor pedestrian access to the Exhibition Centre, Pan Pacific Melbourne and DFO South Wharf. Please bear this in mind when considering the layout of your floor plan and assigning stands to your exhibitors, and ensure the ‘no build zone’ is strictly adhered to. All construction and exhibitor move-in must be completed by 7am in time for building opening times unless otherwise agreed.
Convention Centre Ground Floor and Main Foyer ‘no build zones’
Level 1 Foyer
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The Level 1 Foyer provides a direct link to Pan Pacific Melbourne via internal public access doors next to room 109. These doors can be secured upon request. Please speak to your Event Planner for more information. All construction and exhibitor move-in must be completed by 7am in time for building open times unless otherwise agreed. Level 2 Foyer Exhibition stands may be built in Melbourne Room foyer, subject to available space and occupancy. Due to limited depth of space, shell scheme booths should not be built within other foyers on Level 2 as we must maintain egress, and provide a clear pathway and access to rooms. All construction and exhibitor move-in must be completed by 7am in time for building opening times, unless otherwise agreed.
Melbourne Room All exit doors within Melbourne Room requires clear access. Stands and furniture may not block the exits at any time. During an exhibition, a minimum of two clear aisles must be provided within the Melbourne Room (Combined) from North—South and a minimum of one clear aisle from East—West. When Melbourne Room is divided into either Melbourne Room 1 or Melbourne Room 2, a minimum of one clear aisle must be provided from both North—South and East—West. The travel distance should not exceed more than 40 metres to the closest exit. All entry features or registration desks in Melbourne Room Foyer must be built prior to 0700 in time for building opening. However, construction within the room can continue in accordance with your space hire charge plan tenancy times.
Stand Heights The following height restrictions apply for exhibitions in the Convention Centre: • •
exhibits in the Main Foyer and Melbourne Rooms must not exceed 3.5 metres exhibits in the Level 1 and Level 2 Foyers must not exceed 3.2 metres
8.3 Dinners and Special Events Feature Stairs When a feature stair (for example, Tivoli stairs) is in use at the front of the stage, we will not enforce handrails provided we install a secondary stair with handrail at the side of the stage. This meets all accessibility requirements.
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Production Schedule We require you to submit a production schedule to your Event Planner or AV Planner, detailing: • • • • • • •
production move-in and move-out times rehearsals sound check times rigging entertainment arrival and departure distribution and collection of theming, props and signage name and number of onsite contact
We will cross-reference the production schedule with surrounding events to minimise the impact of noise generated by your event. To avoid disturbance to other events in the venue, MCEC reserves the right to change or prohibit sound check and performance times. All deliveries for the event must be made via the Convention Centre loading dock. Deliveries must have an event-specific delivery label (available from your Event Planner) affixed.
Stage Height The MCEC Operations or Safety Manager Stages reviews all stage heights 600mm and over in height to ensure all handrail requirements have been considered. If two or more steps are installed, there should be a handrail on at least one side of the stair. This is a requirement of the Places of Public Entertainment (POPE) permit of which MCEC adheres to. You must provide a balustrade where people on the stage could fall more than 1 metre, but exemptions do apply. Speak to your AV Planner for more information on whether the stage requires a balustrade.
Technology There is no pre-installed technology in the exhibition bays. Please speak to your AV Planner for more information about the options available and for a customised proposal.
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9. Loading Dock and Deliveries 9.1 Melbourne Exhibition Centre
Enter the Exhibition Centre loading dock via Normanby Road, South Wharf. The loading dock is managed and controlled by MCEC’s Logistics team. The loading dock servicing Bays 1—20 runs the full length of the Exhibition Centre and is 45 metres deep. The loading dock narrows above the entrance to the underground car park and behind the kiosks. Traffic flows in a one-way direction in and out to Normanby Road. All vehicles entering the loading dock are required to check in at the boom gate. If not manned, please use the intercom and speak to security. The Exhibition Centre (Bays 21—26) loading dock is split across two levels: upper and lower. The upper dock is at the same level as the floor of Exhibition Bays 21—26 and is the main dock used for Exhibition bump-ins. Adjacent to Door 11, a separate loading area and door provides access to the Eureka Meeting Rooms, Sovereign Room and Courtyard Meeting Rooms. The door also provides access to the Ground Level servery and services lifts. The lower dock is at street level and is intended for use by smaller vehicles (up to 8 metres), couriers and exhibitors. A ramp, stairs and two dock levellers provide access between the two loading docks.
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We do not permit storage on the upper dock, however, there is partially covered storage available on the lower dock (under the freeway). An internal road network links the Exhibition Centre (Bays 21—26) loading dock to all other loading docks. A 30-minute parking limit applies for drop-off and pick-up of goods during the move-in and move-out process. Vehicles and their contents are the responsibility of the owner. The MEC Exhibition and MEC Expansion loading docks can tolerate loads of up to 20kPa or 2 tonnes per square metre. If you are likely to have heavy vehicles or items over 20kPa at your event, you must receival prior approval from MCEC Safety and Operations. You may require a structural engineer to advise on paths of travel, propping and so on. You may also require written approval from MCEC to bring in any heavy or vibrating equipment that might cause damage to the floor or any part of the Centre. Children under 15 and animals are not permitted on any of the loading docks.
Clarendon Dock Clarendon Dock is located at the northeast end of the Exhibition Centre loading dock and is accessible from Normanby Road. This dock services events taking place in the Exhibition Centre meeting rooms. A dock leveller allows vehicles to unload at floor level. However, there are no goods lifts available at Clarendon Dock and you should take this into consideration when planning the logistics of your move-in or move-out. We have trolleys available upon request and these are subject to availability.
Deliveries You must make all deliveries to the Exhibition Centre via the loading dock on Normanby Road. No deliveries are accepted through the front entrance of the Exhibition Centre on Clarendon Street. Loading dock business hours are Monday to Friday, 7am to 4.30pm. If you require access to the dock outside these hours, your Event Planner can assist in arranging access (charges may apply). For large exhibitions and events, we recommend appointing a freight forwarder to manage the move-in, move-out and storage processes, including receipt of all materials and transfer of deliveries into the venue. Please provide the details of your freight forwarder to your Event Planner. For deliveries to meeting rooms, the Exhibition Centre Logistics team can assist with portering services pre- and post-event. Please discuss with your Event Planner as portering charges apply.
Delivery Labels Your Event Planner will create delivery labels specific to your event for use on all deliveries. MCEC does not accept deliveries if labelling is insufficient.
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Forklift Hire and Porter Services Forklifts must be operated by a licensed driver and accompanied by a trained spotter. Forklift services are available upon request for small exhibitions of fewer than four bays. Refer to the Event Services Guide for more information. Speak to your Event Planner for a tailored quote.
Plant and Equipment All plant and equipment, including electrical tools brought into MCEC, must be adequately constructed and fitted with any safety devices required by state and federal laws. This includes: • • • •
Machinery must only be used 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 once 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 event move-out. It is the responsibility of the hirer to ensure hire companies provide relevant compliance certification for plant or equipment operating within MCEC.
Delivery of all plant and equipment must be approved by MCEC’s Logistics department.
Operation of Plant and Equipment Plant and equipment operators must carry a current WorkSafe Victoria Licence to perform high-risk work, or a national equivalent in the relevant class. MCEC reserves the right to request evidence of competency at any time. 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 MCEC.
Pedestrians and Equipment Under the guidance of WorkSafe Victoria, MCEC operates a zero-tolerance procedure of mixing plant and equipment with pedestrians. Plant and equipment entering the Exhibition Bays must be accompanied by an inducted spotter to ensure pedestrians and equipment remain separate. Operators must ensure they comply with this guidance note. We reserve the right to issue Breach of Safety notices that may exclude the operator from continuing onsite.
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9.2 MCC
Enter the Convention Centre loading dock via Normanby Road, South Wharf. The loading dock is managed and controlled by MCEC’s Logistics team and is located on the Lower Ground Level of the Convention Centre. The following applies to the loading dock: • • • • • •
2,000 square metres total size clear working height of 4.4 metres fully weather protected three dock levellers allow vehicles to load and unload at floor level 30-minute parking limit applies for drop-off and 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 their contents are the responsibility of the owner
Deliveries All deliveries to the Convention Centre must be made via the loading dock. No deliveries are accepted through the main entrance of the Convention Centre. Loading Dock business hours are Monday to Friday, 7am to 4pm. If you require access to the docks outside of these hours, your Event Planner can assist with arranging access (charges may apply).
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For large exhibitions and events, we recommend appointing a freight forwarder to manage the move-in, move-out and storage process, including receipt of all materials and transfer of deliveries into the venue. Please provide the details of your freight forwarder to your Event Planner. For deliveries to meeting rooms, the Convention Centre Logistics team can assist with portering services pre- and post-event. Please discuss with your Event Planner as portering charges apply.
Delivery Labels Your Event Planner will create delivery labels specific to your event for use on all deliveries. MCEC does not accept deliveries if labelling is insufficient.
Forklift Hire and Porter Services Forklifts must be operated by a licensed driver and accompanied by a trained spotter. Forklift and porter services are available upon request. Refer to the Event Services Information Kit for information on forklift hire and porter fees. Speak to your Event Planner for a tailored quote.
Loading Dock to Stage Access Loading Dock to Stage
Clear Width
Clear Height
Combined and divided modes
4m
4.5m
Divided modes
3m
4.5m
Access Plenary via the Convention Centre loading dock, which is adjacent to the back and side stage areas and at the same level as the Plenary floor. Access is via Normanby Road, South Wharf. The following applies to the loading dock: • • • • • • •
2,000 square metres total size clear working height of 4.4 metres three dock levellers allow vehicles to load and unload at floor level sound insulating wall with roller-shutter doors separating the stage and loading dock full weather protection clear access from the loading dock to the stage wash bay for the preparation of paints and trade materials, and for cleaning purposes
The loading dock can accommodate one full-size Outside Broadcast truck and has dedicated power outlets. For concerts, the dock can accommodate up to six 48-foot semi-trailers. Please provide your Event Planner with vehicle details before arriving onsite.
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As other areas of the venue share the loading dock, we do not permit car parking. A 30-minute parking limit applies for the drop-off and 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. Vehicles and their contents are the responsibility of the owner. Children under 15 and animals are not permitted on the loading dock during move-in and move-out times. We can arrange storage space on the loading dock, however, space is limited and charges may apply. Please speak to your Event Planner for more information.
Move-in and Move-Out Schedule the movement of materials through Convention Centre foyers to avoid impacting normal business and other events. Include this in your move-in and move-out plan and discuss it with your Event Planner. Standard move-in and move-out hours are after 7am and before 5pm, unless otherwise stated on your space hire charge plan or discussed with your Event Planner. Do not use trolleys in public areas between the hours of 7am and 7pm, unless you’re carrying handheld items or using small collapsible trolleys.
Truck and Vehicle Lifts Lift
Length
Width
Height
Truck lift
9.5m
3.5m
4m
Vehicle lift
8.1m
3m
3m
One truck lift at the Convention Centre allows access via the loading dock for large deliveries and equipment to be transported directly to all levels. The truck lift is large enough for a vehicle to fit inside. The maximum weight load for the truck lift is 13.9 tonnes. A vehicle lift is located behind Melbourne Room 1 with access via Rona Walk. Large deliveries and equipment can be brought directly to Levels 1 and 2. The maximum weight is 10 tonnes. For further information, please contact our Logistics team on +61 3 9235 8386 or mccdockenquiries@mcec.com.au.
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10. Sustainability and Community MCEC is the first convention centre in the world to be awarded a 6-star Green Star environmental rating by the Green Building Council of Australia for the Convention Centre’s innovative environmental design and operational features. We are Platinum-certified through EarthCheck, the world’s leading business advisory group, specialising in sustainability for the travel and tourism industry. MCEC has been EarthCheck certified since 2012 and is one of only five convention centres in the world to achieve Platinum or Master certification.
10.1 Sustainable Design Features Some of MCEC’s sustainable design features include: •
maximum natural light with an 18-metre-tall glass façade
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energy-efficient lighting
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solar hot water
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displacement ventilation with fresh air released at lower levels
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radiant slab heating and cooling
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Low Volatile Organic Compounds (VOC) to enhance indoor air quality
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sustainable use of building materials
10.2 Sustainable Event Initiatives Our Sustainable Events Guide provides tips on how to integrate environmental sustainability into your event, whether it’s food choices, set-up, transport, energy use or waste management. Follow our A-Z Waste & Recycling Guide to help you dispose of waste and recyclables in the correct bin in back-of-house areas. Speak to your Event Planner about some of the following sustainable initiatives available for your next event, including •
sustainable menu options, such as plant-based and locally sourced ingredients
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avoiding disposable packaging and prioritising reusable items, like glassware, crockery and metal cutlery.
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introducing additional back-of-house waste streams for recycling, such as electronic waste, soft plastic, textiles, metal, timber, organic waste and so on
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disposable coffee cup recycling stations for expos (Simply Cups)
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carbon offsetting your event
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preventing waste from event collateral
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reducing lighting levels
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reusable or digital signage
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promoting BYO coffee cups and water bottles, and discounts on coffees
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renting portable drinking stations for water bottle refills
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encouraging public transport to our venue
10.3 Positive Impact Initiatives Our Positive Impact Hub provides tips on how to enhance your event’s positive impact, from connecting you with our community partners and celebrating First Nations, to accessibility and inclusion considerations, inspiring speakers and add-on experiences.
10.4 Community Partners We’re proud to support and partner with some of Australia’s leading charities across food, sustainability, health and housing, we believe we can make a real impact to people in need and the environment. Through OzHarvest, the Starlight Children’s Foundation, Variety — The Children’s Charity, and the Good Friday Appeal, we’re helping those in need and bringing joy to kids across the country. Closer to home, we’re working with the Yarra Riverkeeper Association, Banksia, and SkyFarm to protect our environment and create a greener, more sustainable Melbourne.
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11. Event Signage and Branding MCEC offers multiple branding opportunities for you and your sponsors. Refer to the Event Day Signage document for more information on what’s possible within your licensed space or speak to your Event Planner. Remove all signage, including decals, from all areas when the event ends. Include this on the move-in and move-out schedule.
11.1 Digital Door Card Signage Door card signage is available on the screens positioned at each meeting room door and displays the session name or purpose of the room. The below specifications apply: • • • •
40—50 characters, however, this depends on text size 1 logo, extra logos can be displayed for an additional charge 40-inch LCD panel screen portrait orientation
Your Event Planner can create door card signage content. For large programs, you may wish to control the content yourself via our iPad application. Your Event Planner can provide more information regarding this service, including a content template.
11.2 Wayfinding signage We offer complimentary wayfinding signage opportunities within the Convention and Exhibition Centres.
11.3 Free-standing Signage We only permit free-standing signage within your licensed space, unless otherwise approved. All free-standing signage organised by exhibition organisers to advertise their show can only be displayed on the concourse within the boundaries of the contracted exhibition space, unless otherwise advised. MCEC encourages the use of recycled material and items that can be recycled or reusable. Please indicate all free-standing signage positions either on the main floor plan or via a separate signage plan, and submit to your Event Planner for approval.
11.4 Decals You can use decals if we approve the material, as we need to ensure the adhesive won’t damage the floor surface. Non-approved decals that leave a residue may incur additional cleaning charges.
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11.5 Signage Brackets We require custom-made brackets to install bulkhead signage in the Convention Centre Main Foyer and they must be hung by an MCEC-accredited rigger. Your stand builder can organise the availability of signage brackets by contacting the MCEC Logistics team on 03 9235 8386 or logistics@mcec.com.au Include this activity in the move-in and move-out schedule.
11.6 Banners Convention Centre Banner Locations The Convention Centre has four highly visible locations in the Main Foyer from which to hang banners.
Exhibition Centre Concourse Banners Hanging points for banners are located on the roof of the Exhibition Centre concourse, opposite each set of entry doors. There is a total of 19 banner hanging points, two for each set of doors, except for Door 10, which only has one. The points have a limited load of between 1 and 5 kilograms. You can only hang banners made from silk, corflute or similar lightweight material. Signage rods accept a total of two banners each, with a maximum width of 2.6 metres for each banner. The bottom of the banner cannot hang more than 4 metres below the rod as they obstruct safety exit signs. The Level 1 balcony provides signage opportunities with multiple eyelets located along the balustrade. Please see the Marketing Opportunities Guide for more information. Hospitality Suites cantilever the Northern concourse (Bays 21—26), presenting rigging opportunities for signage and branding. Each hospitality suite on the Northern concourse is equipped with 2 x 100-kilogram chain motors. There are eight in total, which can be lowered remotely without needing to access elevated work platforms. Additional eyelets, each with 100-kilogram capacity, is available throughout the Northern Concourse area.
11.7 Outdoor Digital Signage Outdoor digital screens are located at the Clarendon Street and Convention Centre Place entrances to the Exhibition Centre. Digital screens can promote events held in the Exhibition Bays on event days between 6am and 11.59pm. You will need to supply two sizes of artwork: 1080 x 400 pixels and 710 x 400 pixels. We recommend following the following artwork guidelines: • • • • • •
maximise the space, and use event branding and colours to distinguish your event avoid white backgrounds where possible as it makes the sign very bright and harsh to look at avoid excessive text and ensure the design is easy to under by passers-by include opening times where appropriate avoid listing the venue. due to VicRoads safety restrictions, we don’t permit video and fast-moving animations
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Submit artwork to your event to your Event Planner at least one week before the event
11.8 Dressing Room Signage You can print and install paper signs, featuring your event logo, on Melbourne Room and Plenary dressing rooms doors. Please advise your Event Planner of the room allocations.
11.9 Promotional Opportunities MCEC can help to promote your event through our digital platforms, in-venue signage and to leverage our in-destination partnerships and guest discounts. To find out what opportunities are available to amplify your event, please download our Marketing Opportunities Guide. You can also register and use MCEC’s media library for images for promotional use.
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