Centre Services Manual
Centre Services Manual
The Darwin Convention Centre is a Northern Territory Government owned facility designed to attract major national and international conferences and exhibitions. The Centre is located within the Darwin City Waterfront Precinct on Stokes Hill Road.
The facility mix required for conventions, including plenary theatre space, multi-purpose halls, banquet and meeting rooms plus five star quality food and beverage will enable the Centre to support a range of supplementary activities.
The Darwin Convention Centre, located 20 minutes drive from the Darwin International Airport, is a multi-purpose built venue designed to cater for conventions, meetings, banquets, entertainment events, trade shows, exhibitions and product launches.
Since completion, the Darwin Convention Centre has won major design and construction awards. The Centre’s feature include:
. 1,500 seat auditorium which can be divided into two equal sections; . 4,000sqm flat floor space suitable for a range of activities including international and national conventions and exhibitions, local expos and shows, major events, banquets, concerts and indoor sporting events. . A total of Seven (7) meeting rooms. . Four meeting rooms on the ground level have seating capacity ranging from 70 to 170 people theatre style and three function rooms on the second level have seating capacity ranging from 100 to 300 people banquet style. . These rooms can be used for breakout rooms, functions, meetings, and cocktail parties.
The Darwin Convention Centre is a project of the Darwin Cove Consortium and the Northern Territory Government and is proudly managed by international venue management specialist, AEG Ogden.
Contact Details
Name: Darwin Convention Centre Street Address: Stokes Hill Road, Darwin NT 0800, Australia Postal Address: GPO Box 735, Darwin NT 0801, Australia Telephone: +61 (0)8 8923 9000 Facsimile: +61 (0)8 8923 9199 Website: www.darwinconvention.com.au Email: [email protected]
AEG Ogden (Darwin) Pty Ltd. is trading under Darwin Convention Centre as agent of Darwin Cove Convention Centre Pty Ltd. ABN 14 112 960 808
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CONTENTS PAGE
SECTION 1: EVENT PLANNING 5 1.1 Event Management 5 1.2 Event Requirements 6 1.3 Hiring Agreement 7 1.4 Event Order 7 1.5 Exhibition Booths 8 1.6 Exhibition Manual 9
SECTION 2: TERMS & CONDITIONS, FEES & INSURANCE 9 2.1 Standard Terms & Conditions 9 2.2 Charges & Room Rentals Inclusions 9 2.3 Payment Procedures 11 2.4 Credit Cards 12 2.5 Insurance 12 2.6 Public Holiday & Sunday Surcharge 12
SECTION 3: PRODUCTION 13 3.1 Production Services 13 3.2 Audio Visual Policies 15 3.3 Staging & Dance Floors 15 3.4 Public Address System 16 3.5 Lectern Dimension for Signage 16 SECTION 4: COMMUNICATION SOLUTIONS 16 4.1 Internet, Networking & Telecommunications 16
SECTION 5: FOOD & BEVERAGE 17 5.1 Food & Beverage Policy 17 5.2 Event Catering 17 5.3 Centre Menus 18 5.4 Beverages 19 5.5 Liquor Licence 20 5.6 Café 20 5.7 Crew Catering 20 5.8 Stand Catering & Hospitality 20 5.9 Sampling 21 5.10 Health Regulations 21 5.11 Cooking of Food 22 5.12 Water Bubblers 22
SECTION 6: FLOOR PLANS & ROOM SETUPS 22 6.1 Floor Plans 22 6.2 Room Setups 23
SECTION 7: SECURITY 26 7.1 Security Services 26 7.2 Centre’s Responsibility 26 7.3 Hirer’s Responsibility 26 7.4 Access 27
SECTION 8: BUILDING SERVICES 27 8.1 Power Availability (per room) 27 8.2 Power Consumption 28 8.3 Service Pits 28 8.4 Testing & Tagging 29 8.5 Lighting 29 8.6 Building Inspections – Pre & Post Event 30 8.7 Water & Drainage 30
SECTION 9: WASTE & ENVIRONMENTAL SERVICES 30 9.1 Centre’s Policy 30 9.2 Centre’s Responsibility 30 9.3 Hires Responsibility 30 9.4 Noise 32
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SECTION 10: ENTERTAINERS, DISPLAYS, AND ENTERTAINMENT ACTIVITIES 32 10.1 Entertainers 32 10.2 Displays & Entertainment Activities 33
SECTION 11: CONTRACTORS 37 11.1 Standard Procedures 37 11.2 Scope of Works 38
SECTION 12: LOADING DOCKS, DELIVERIES AND STORAGE 38 12.1 Loading Dock Access 38 12.2 Deliveries, Storage & Collections 38 12.3 Hirers Responsibilities 39
SECTION 13: SIGNAGE & EVENT PROMOTION 39 13.1 Signage 39 13.2 Advertising 39 13.3 Public Relations 40 13.4 Logo 40
SECTION 14: PUBLIC ACCESS & FACILITIES 40 14.1 Public Transport 40 14.2 Car Park 41 14.3 Facilities for the Disabled 41 14.4 Baby Change Facilities 41 14.5 Cloak Room 41 14.6 Business Centre 41 14.7 Concierge / Luggage Facilities 42 14.8 Equipment Hire 42 14.9 Fire Extinguishers 43 14.10 First Aid 43 14.11 Interpreters 43 14.12 Lost & Found 43 14.13 Media 43 14.14 Organisers Office 44 14.15 Photographer 44 14.16 Radios 44 14.17 Toilets 44 14.18 Weather Reports 44 14.19 Weapons 45 14.20 Wheel Chairs 45 14.21 Carpet & Carpet Tiles 45 14.22 Ceiling Heights 45 14.23 Door Heights 45 14.24 Floor Loading 46 14.25 Lifts 46 14.26 Roof Access 46 14.27 Venue Capacities 46 14.28 Air Conditioning 47 14.29 Smoking Policy 47 14.30 Nearest Public Facilities 47
SECTION 15: HEALTH & SAFETY 53 15.1 Occupational Health & Safety 53 15.2 Evacuation & Emergency Procedures 53 15.3 Risk Assessment 53 15.4 Incident Reporting 54 15.5 Children 54
APPENDIX A: STANDARD TERMS & CONDITIONS 55 APPENDIX B: EVENT PLANNER 59 APPENDIX C: EVENT FREIGHT FORM 60 APPENDIX D: EXHIBITOR FREIGHT FORM 61 APPENDIX E: BUSINESS CENTRE PRICE LIST 62 APPENDIX F: DCC EMERGENCY PROCEDURES 64
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SECTION 1: EVENT PLANNING
1. 1 Event Management The Centre’s Event Management team consists of the Event Manager, Event Coordinators, Event Assistant, Event Floor Coordinator, Senior Production Coordinator and Production Coordinators who have a wealth of experience in all aspects of meetings, exhibitions and special events.
Their role is to provide guidance and support in the planning and delivery of your event to ensure its success.
1.1. 1 Event Coordinators When you confirm your event, an Event Coordinator will oversee its planning and delivery.
The Event Coordinator will be your main point of contact during the planning stages and will assist in the following ways: . Liaise with all internal Centre departments on your behalf; . Provide creative input to ensure that your event is successful and unique; . Manage the logistics of your event – including preparation of a detailed Event Order for Centre staff to follow; . Provide financial reports and indicative costs in the lead-up to the event for budgetary assistance; . Share their extensive local knowledge and providing contacts for contractors and services to support your event; and . Offer advice on menus and themes.
1.1. 2 Event Assistant The Event Assistant is the main point of contact for Exhibitors and their associated requirements. They will liaise directly between exhibitors and the Departments within the Darwin Convention Centre to ensure all service needs are met.
1.1. 3 Event Floor Coordinator The Event Floor Coordinator is your point of contact whilst your event is in-house. On commencement of your event, the Event Floor Coordinator will assume operational responsibility from the Event Coordinator, acting as a final quality control check and coordination of the Centre’s staff, to ensure the efficient running of your event.
Your Event Floor Coordinator is able to respond to any queries, amendments or additional requirements requested whilst your event is operational.
1.1. 4 Production Team
Events requiring an audio visual component will be provided with a Production Coordinator to guide and assist in the technical planning and operation of the event. This Production Coordinator works
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closely with your Event Coordinator through the planning stages of your event. The Coordinator will be your point of contact for all your audio visual needs.
The Centre’s Production Team has a wealth of in-house and industry experience, ensuring clients achieve their event goals and work within the allocated budgets. For further information on the Centre’s Production Department and services, please see Section 3, Production Services.
1. 2 Event Requirements As a guide, the following areas will be discussed, planned and/or confirmed with your Event Coordinator and/or Production Coordinator: . Official event name. . Event program and use of venue spaces. . Sub-contractor details and responsibilities. . Anticipated attendance. . Key contacts on-site. . Registration brochures, conference programs and/or Exhibition Manual. . Bump in/bump out times and loading dock schedules. . Client deliveries and storage requirements. . Operational hours of the event. . Approvals for floor plans. . Exhibitor/Sponsor listing. . Contractor information, names, times of access required etc. . Rigging schedule. . Security schedule and brief. . Communication requirement, including telephone, fax and internet capabilities. . Cleaning, waste removal details/requirements. . Room set-up requirements, including furniture and equipment. . Signage plans for all rooms and foyers, wording for in-house screens, type and locations of banners. . Catering requirements. . Audio visual requirements.
Early submission of your event requirements is essential for rostering of the Centre’s Events, Production, Security, Building Services, IT, and Food and Beverage staff, ensuring efficient levels of service at all times. Please confirm all your event details at least four (4) weeks prior to the commencement of your event.
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1.2. 1 Labour Charges Labour charges will apply for additional staff as requested by the Hirer, exhibitor or contractors in the following areas and will be charged per hour with a minimum of three (3) hours. Sundays and public holidays will incur surcharges.
Hourly Hourly Labour Charge Labour Staff Position Labour Charge (Sundays/Public (Monday-Friday) Holidays) Bump in/out Crew or Porterage $37.50 $61.00 Catering Staff or Baristas $40.00 $80.00 Catering Supervisor $46.50 $93.00 Cleaning Staff $37.50 $61.00 Forklift Driver $45.00 $90.00 IT Technician $120.00 $160.00 Production Technicians $80.00 $160.00 Riggers or Equipment Operators $80.00 $160.00 Security or Crowd Control Staff $52.00 $76- (S) $106- (PH) Ushers $37.50 $61.00
1. 3 Hiring Agreement The Hiring Agreement Details Form is to be completed by the Hirer to confirm booking details prior to the production of the Hiring Agreement.
A Hiring Agreement will be issued for all events confirmed at the Darwin Convention Centre. The Hiring Agreement outlines to the Hirer all the conditions for the booking of the space for the event. This document should be returned within the specified time, along with the initial deposit and insurance certificate of currency to confirm the event.
Variations to clauses in the Hiring Agreement are documented in a Hiring Agreement amendment in the form of a “Schedule 5 Variation to Standard Agreement” to be approved and signed by both parties.
1. 4 Event Order An Event Coordinator is appointed for all events and will liaise directly with the Hirer to prepare an Event Order. The Event Order will outline details relating to your event including program details, food & beverage requirements, venue set-up etc. Audio Visual/IT requirements and details may not be provided in the Event Order as the information will be contained in a Production/IT Quotation prepared by the Production Coordinator or IT Administrator.
The draft Event Order along with any floor plans will be prepared and forwarded to the Hirer approximately three (3) weeks prior to the event. It is the client’s responsibility to check that all details discussed to date are included. Any alterations and/or additions must be noted in writing, signed and returned no later than seven (7) working days prior to the event. Updates will be prepared based on any alterations or additions the Hirer requests, to the Event Order.
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Any significant changes to the event venue set-up requirements within three (3) hours of the commencement of the event will incur a labour charge which will be charged to the master event account. Implementation of such venue set-up changes will be subject to staff availability and cannot be guaranteed in advance of the event.
1.4. 1 Delegate Numbers The Hirer must advise the Darwin Convention Centre in writing the guaranteed minimum delegate numbers seven (7) working days prior to the commencement of Licence Period. Final numbers of attendees are to be advised in writing no later than three (3) working days prior to the commencement of the Licence Period. At the conclusion of the event, the Hirer is requested to submit a written breakdown of delegate numbers i.e. international, national and local guests.
1.4. 2 Additional Orders For any goods or services ordered during an event, the Hirer, is required to complete and sign an Additional Orders Form, with payment arrangements to be made at the time of ordering. The original will then be given to the Event Coordinator for processing and a copy of the form will be returned to the Hirer.
1. 5 Exhibition Booths All temporary structures including booths and theming displays must comply with the Centre’s regulations on floor plans at the time of construction. “No Build Zones” pertain to egress, height, fire safety and flammability rating of materials. All floor plans must be approved by the Centre at least three (3) months prior to the Licence Period.
The following Darwin companies specialise in exhibition builds and furniture hire: Company Contact Website
Fusion Exhibition & Hire Services T: (08) 8947 1990 www.fusiondisplays.com.au The Exhibitionist T: (08) 8981 3166 www.exhibitionist.com.au Total Event Services T: (08) 8980 8222 www.tes.com.au
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1. 6 Exhibition Manual Prior to its distribution to exhibitors, the Hirer must forward a draft copy of any Exhibition Manual to the Centre for review. This will ensure the accuracy of all information and relevant rules for exhibitors in relation to the venue. The Centre requires one (1) copy of the final manual prior to the commencement of the event.
Please note that copies of the following Exhibitor Services Forms must be included in the Exhibition Manual: . MANDATORY – Exhibitor Services Form . FORM A – Application for Stand Catering. . FORM B – Application for Stand Cleaning. . FORM C – Application for Production Services. . FORM D – Application for Temporary Communications. . FORM E – Application for Equipment Hire. . FORM F – Application for Sampling of Food & Beverage Products. . FORM G – Application for Utilities. . FORM H – Application for Display Vehicle details. . FORM I – Application for Rigging & Banner Hanging.
A copy of the above forms can be requested by contacting the Centre’s Event Assistant on (08) 8923 9000 or by following this link www.darwinconvention.com.au/downloads
All accounts for Exhibitor Services must be paid by credit card or invoice prior to the installation/ commencement of the service. If your exhibitors have any questions about the venue or services available, please ask them to contact the Event Assistant to discuss how the Centre can assist individual exhibitors.
SECTION 2: TERMS AND CONDITIONS, FEES AND INSURANCE
2. 1 Standard Terms and Conditions All events held at the Darwin Convention Centre are subject to the Centre’s Standard Terms and Conditions. Please see Appendix A 2. 2 Charges and Room Rental Inclusions
2.2. 1 Room Rental Rates are as per the Room Rates schedule (which forms part of the contract between the Centre and Hirer), expressed in Australian dollars, inclusive of GST and are subject to change without notice.
Items included in rental rates for all rooms and spaces in the Darwin Convention Centre: . Dedicated Event Coordinator to assist in the planning of your event. . Registration Area. . Provision of electronic signage and television monitors for event program and directional purposes.
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. Air conditioning and house lighting. . Initial room furniture set-up (classroom set up may incur additional charges) . General room cleaning – pre/during/post. . Provision of standard staging or rostrum. . Provision of lectern with fixed microphone. . Provision of whiteboard/ flipchart easel.
Items included in rental rates for conventions in the Darwin Convention Centre: . Air-conditioning and house lighting. . Initial room furniture set-up. . Standard staging or rostrum. . Lectern with fixed microphone. . Whiteboard and flip chart. . Internal public address system. . Registration Area or Registration Desk (subject to availability). . Electronic signage and television monitors for event program and directional purposes. . Organiser’s office – subject to availability. . Pre event storage – seven (7) days and post event storage – three (3) days.
Items included in rental rates for exhibitions in the Darwin Convention Centre: . Air-conditioning and house lighting. . Cleaning of all aisles and public areas during event days. . Internal public address system. . Registration Area. . Electronic signage and television monitors for event program and directional purposes. . Organiser’s office – subject to availability. . Pre event storage – seven (7) days and post event storage – three (3) days.
Items included in rental rates for functions in the Darwin Convention Centre: . Air-conditioning and house lighting. . Initial room furniture set-up. . Standard staging or rostrum. . Lectern with fixed microphone. . Whiteboard and flip chart. . Internal public address system. . Registration Area. . Electronic signage and television monitors for event program and directional purposes.
In relation to allocation of halls, meeting rooms and any other areas, every effort will be made to ensure that space allocation remains as stated. However, should circumstances prevail and attendances alter, the Darwin Convention Centre reserves the right to re-allocate space accordingly.
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2.2. 2 Additional Estimated Costs Please make budgetary allowances for the following: . Audio Visual, Lighting and Rigging. . Shell Scheme Boothing and Display Panels. . Flowers, Balloons and/or Theming. . Ushers. . Signage, Banners and Graphics. . Security and Cleaning. . Power Connection and Supply. . Point of Sale Connection. . Exhibitor Display Tables. . Exhibition pre and post cleaning. . Rubbish removal. . Exhibition Hall electricity deposit.
For further information on these costs, please discuss with your Event Coordinator. 2. 3 Payment Procedures The Darwin Convention Centre’s policy is that full pre-payment of all known hiring fees and anticipated charges is required three (3) working days prior to your event.
The Darwin Convention Centre requires the following deposits paid before the event commences:
Upon confirmation of Reservation: . A deposit of $5,000 or 20% of all anticipated charges . 30 days prior to the Commencement of the Event . 30% of all anticipated charges . 7 working days before the Commencement of the Event . Balance of all confirmed charges
These deposits are non-refundable and will be detailed in your contract (clause 3).
Estimated costs for food & beverage, technical and other service charges less any applicable rental waivers, are payable seven (7) days prior to your event. At the end of the event, if the actual charges differ from the amount estimated, the Centre aims to refund or invoice the difference within fourteen (14) days of the Hiring Period.
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2.3. 1 Bank Account Details The Centre offers Hirers, the facility to pay their deposits or invoices by direct deposit to the Centre’s bank account. The Hirer must notify the Centre via their Event Coordinator of the transfer at the time of deposit, so that the Accounts Department is informed.
Darwin Convention Centre bank account details are:
Bank: Commonwealth Bank of Australia Branch: Sydney BSB: 062000 Account Number: 12860266 Account Name: AEG Ogden (Darwin) Pty Ltd
* The following information should be entered as the description to identify the payments: Event number and payment number i.e. 1st payment, 2nd payment, 3rd payment or final payment.
2. 4 Credit Cards The Darwin Convention Centre accepts VISA, MasterCard, Diners and American Express for onsite exhibition service orders and payment for events. A 3% processing fee applies to all credit card transactions.
2. 5 Insurance Prior to the commencement of an event, the Centre requires the Hirer to affect Public and Products Liability insurance.
The insured sum must not be less than $20 million for any one event, noting the description of business undertaken on the premises. If you have more than one event per year at the Centre, only one (1) copy of the insurance document is required to cover all events, provided the date of the event is concurrent with the period of insurance.
It is recommended that an insurance/ liability clause be included in any correspondence with third parties and also in your Exhibition Manual.
2. 6 Public Holiday and Sunday Surcharge A 20% surcharge will apply to all room hire, function packages and services to cover staff charges for events held on public holidays or Sundays.
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SECTION 3: PRODUCTION
3. 1 Production Services A Coordinator will be assigned to your event once contracted. This person coordinates all your technical production requirements, either directly with the Hirer or the Hirer’s appointed contractor. This includes floor plans, room décor and design, equipment requirements, technical schedules, entertainment, compliance issues and any other production needs.
The Production Coordinator will supply the organiser or appointed contractor with the estimated production quote which is payable seven (7) days prior to the event.
The Darwin Convention Centre carries a range of all-inclusive, competitively priced audio visual and production equipment and services. All equipment used within the Centre has been quality assured for its use.
Services include the following: . Production design. . Audio, including recording and duplication. . Visual, including all forms of projection. . Broadcasting. . Customised logo sign posting and video replay. . Lighting and special effects. . Production and stage management. . Rigging. . Room layouts and floor plans. . Sets and staging. . Technical direction. . Video including pre/ post production recording.
Background music, a lectern and microphone, standard stages and dance floors (where applicable) are included in the room rental.
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3.1. 1 Bump In/Out Equipment set-up, bump in, rehearsals and technical checks formally occur from the commencement of the hiring period. The Centre will aim to make the most efficient use of turn- around times in order to maximise the effectiveness of the hiring period on behalf of the Hirer.
If it is deemed by the Centre that there is insufficient time for the bump in or out within the contracted hire period, early or extended access will have to be negotiated within the hire contract. For early bump in the standard day/ night room rate will apply. For exhibitions that require access between 1:00am to 7:00am, an hourly rate will apply after approval from the General Manager, Business Development Manager or Event Manager. Please note that Sundays and Public Holidays will incur a surcharge regardless of access times.
Additional Bump In/Out crew can be supplied upon request. The minimum hire period for Bump In/Out crew is three (3) hours, the following hourly rates apply:
Hourly Labour Charge Hourly Labour Charge (Monday-Saturday) (Sundays/Public Holidays) $80.00 $160.00
3.1. 2 Rigging and Banner Hanging The Centre has rigging capacity within the Auditorium and Exhibition Halls 1-4. Rigging and Banner hanging in the Centre must be carried out by the Centre’s Production Department.
All rigging details and set information, including scale drawings, weights, etc must be submitted at least 14 days prior to the event for approval by the Production Coordinator. Exhibitors should complete a Form I Rigging and Banner Hanging Form and return it the Centre’s Event Assistant no later than fourteen 14 days prior to the event. Banners and flags must be supplied to the Centre no later than three (3) days prior to the event. Please contact your Event Coordinator for more information.
The minimum hire period for Riggers is three (3) hours, the following hourly rates apply:
Hourly Labour Charge Hourly Labour Charge (Monday-Saturday) (Sundays/Public Holidays) $80.00 $160.00
3.1. 3 Audio Visual Labour Charges The Centre’s equipment must be installed, operated and dismantled by Centre employees, unless prior approval is given by the Centre. The minimum hire period for Audio Visual staff is three (3) hours, the following hourly rates apply:
Hourly Labour Charge Hourly Labour Charge (Monday-Friday) (Sundays/Public Holidays) $80.00 $160.00
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3.1. 4 Draping The Centre can supply theatre production wool drapes (45m x 11.5m) for the Auditorium and a mobile push up velveteen drape kit (15m x 6m) for the Waterfront Rooms.
Extra drapery can also be sourced through the following companies:
Company Contact Website Audio Technology T: (08) 8948 0519 www.audiotech.com.au Fusion Exhibition & Hire T: (08) 8947 1990 www.fusiondisplays.com.au Services Total Event Services T: (08) 8980 8222 www.tes.com.au
Drapery supplied from external contractors is required to be fire retardant and evidence of such is required.
3.1. 5 Pricing Please contact your Event Coordinator for a pricing on audio visual equipment available for hire.
3. 2 Audio Visual Policies Centre management restricts the provision of audio visual and production equipment and services by external individuals or organisations to equipment and services that cannot be supplied by the Centre. If the Hirer wishes to engage the services of an external audio visual provider, written approval from the Centre management must be obtained.
The audio visual requirements must be specified to your Production Coordinator a minimum of fourteen (14) days prior to the event. Cancellations after three (3) business days prior to event commencement will incur a cancellation fee. Additional requirements advised after three (3) business days prior to event commencement will incur a late adjustment fee of 35% of the additional service labour charge and 20% of the additional in-house equipment charges. The Centre will aim to accommodate any additional requirements advised within three (3) business days, but cannot guarantee this service.
The Darwin Convention Centre’s policy is that full pre-payment of all known hiring fees and anticipated charges is required seven working days prior to your event.
For further information on the Centre’s policy relating to the external supply of audio visual equipment and labour please contact your appointed Audio Visual Production Coordinator.
3. 3 Staging and Dance Floors A standard size stage and dance floor is included free of charge in the room hire as part of the set up. Depending on availability, the Centre can accommodate larger stages and dance floors, however charges are applicable for extra stage units and dance floor pieces. The location and size of your stage and/or dance floor needs should be discussed with your Event Coordinator.
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3. 4 Public Address System The Darwin Convention Centre controls a paging system from multiple stations around the Centre for dedicated areas to make announcements during events. Instructions on how to use this system are available at the Registration Desk.
3. 5 Lectern Dimensions for Signage The Darwin Convention Centre has two styles of lecterns that can have customised signage attached. Lectern LS series Lectern – 550 mm width, 850 mm height AERO Style Lectern – 550 mm width (curved), 870 mm height (curved). Facia, 230mm high, 600 mm long.
SECTION 4: COMMUNICATION SOLUTIONS
4. 1 Internet, Networking and Telecommunications The Centre has an extensive range of communication options available.
4.1.1 Internet and Networking Solutions The Centre can provide bandwidth on demand which has a base of 2MB – 20MB. Wireless connectivity is available throughout the Centre which can be made available for guests. Please contact your Event Coordinator for more information.
Exhibitors can arrange internet connection by completing a Form D Application for Temporary Communications Form and returning no later than 14 days prior to the event. Please contact your Event Coordinator for more information.
Networking of any number of rooms within the Centre is possible using the data infrastructure. Multiple Local Area Networks (LAN) can be established at any one time. Presentation material can be shared across an event through the high-speed 1GB network. It also allows for a single internet connection to be distributed to multiple rooms, or the creation of a private network.
4.1.2 Telecommunications The Darwin Convention Centre offers an in-house service to Hirers or exhibitors for the connection of telephone, internet and fax lines to exhibition stands or ports around the Centre. A Form D Temporary Communication Service Form can be supplied for Hirers or exhibitors and payment for these services must be received prior to installation. Please contact your Event Coordinator for more information.
Call charges for telephone usage will be charged after the event.
4.1.3 Pricing Please contact your Event Coordinator for pricing on IT, networking and telecommunications equipment available for hire.
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SECTION 5: FOOD AND BEVERAGE
5. 1 Food and Beverage Policy The Darwin Convention Centre’s food and beverage policy states that the Centre has sole rights for the sale and distribution of any article of food or beverage for consumption on-site. These rights represent a material commercial value and any item distributed by a Hirer or exhibitor (irrespective of outside sponsorship agreements) must be approved by Centre management in writing.
Approval for outside functions must be sought from Centre management. A 25% surcharge on banquet menu prices is applicable for external function requests. Please contact your Event Coordinator for more information.
The Centre is a licensed premise. The terms of the licensing arrangement do not allow for the external supply of alcohol. Exhibitors are not permitted to supply or serve alcohol, except in accordance with Exhibitor Sampling Regulations, please see Section 5.9 Sampling.
5. 2 Event Catering The Darwin Convention Centre Team of catering professionals takes great pride in the quality and professional delivery of its food and beverage product. Our experienced team will work with menus that feature the freshest of local and regional produce, creating a modern Australian theme that also incorporates the flavours of the region including Asia Pacific and some modern favourites from the Mediterranean. The wine list reflects the rich wine heritage of Australia. Our flexible banquet seating capacity of between 10 and 3,000 people is matched by our flexible approach to food and beverage.
The Darwin Convention Centre can provide a range of innovative and tailor-made menus for your particular food and beverage requirements. We will only be too happy to design menus according to your conference delegate tastes and budget requirements. A wide variety of banquet menus and beverage packages are available.
A 20% surcharge on total food and beverage is applicable on Sundays and Public Holidays.
Please Note . Prices are per person unless otherwise advised. . All rates are quoted in Australian dollars and are inclusive of Goods and Services Tax (GST). . The Centre reserves the right to substitute ingredients according to availability. . All produce is sourced locally and is of the highest quality available. . Highchairs available upon request.
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5. 3 Centre Menus
5.3.1 Menu Compendium If you would like a full listing of all menus available or require assistance in selecting a menu for your event, please contact your Event Coordinator.
5.3.2 Dietary Requirements The Darwin Convention Centre team of catering professionals take great pride in the preparation of a variety of menus and specialised dietary needs. Any dietary requirements should be specified in writing with full details on the type of dietary requirement at least 30 days prior to the event. The Centre caters for dietary requirements pertaining to allegies and religious beliefs.
The Centre caters for the following dietary requirements: . Lactose intolerance; . Coeliac Disease; . Food Allergies e.g. seafood, peanuts, dairy; . Halal; . Kosher; and . Vegan and Vegetarian
Kosher or Halal meals will incur an additional charge due to the special preparation required.
5.3.3 Alternate Meal Service Alternate meal service for entrée, mains, and/or dessert can be provided at an additional cost of $5.00 per person, per course for the event. Alternate meal service is not encouraged and is only applicable for menu items of the same temperature, i.e. cold entrées (not soup and a cold entrée).
5.3.4 Menus Complimentary table menus (two per table) are supplied by the Darwin Convention Centre for all sit down functions. Menus can be tailored to include your corporate logo and colour schemes, if images are supplied in jpeg format no less than three (3) days prior to an event. Please contact your Event Coordinator for more information.
5.3.5 Menu Tastings Menu tasting, also known as Chef’s Table, is a service that we offer on the following basis: . Limited to four (4) – three (3) guests + one (1) Event Coordinator, any additional guests will incur a charge per person; and . Will only be given if an event is confirmed and contracted. Any deviation from this policy is subject to approval from the General Manager.
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5.3.6 Final Catering Numbers The Darwin Convention Centre will accept increases only to food and beverage orders three (3) working days prior to the event and subject to availability. Any further increases less than three (3) working days prior is at the discretion of the Food and Beverage Department and will incur 20% per person surcharge on all additional guests/ delegates.
5.3. 7 Catering Service Areas The Darwin Convention Centre reserves the right to designate an area of the Centre to provide food and beverage facilities for an event. The area designated will not incur charges and will be identified in the floor plan supplied to the Hirer.
5. 4 Beverages The Darwin Convention Centre reserves the right to supply all beverages for any event. They must be consumed on-site and are not to be removed from the premises at any time.
The Centre has preferred and exclusive arrangements with selected companies and therefore, serves their products exclusively. Any Hirer with alternate ‘naming rights sponsors’ must obtain approval from Centre management.
Should Hirers wish to provide sponsored beverages, prior approval is required from the Food & Beverage Manager. If approval is granted, conditions will apply as follows: . the charges quoted relate to a period of service until 12 midnight, thereafter an additional after midnight surcharge will be applicable; . the stock must be received at the Loading Dock three (3) days prior to the event being held and any remaining stock be collected and removed from the Loading Dock on the following working day. The Darwin Convention Centre will not be responsible for any of the left over stock not collected within the set guidelines; and . corkage charge for a wine tasting event is $12.00 per person, which includes all service, glassware, storage and refrigeration.
5.4.1 Coffee Machines Automatic coffee machines are available upon request with an on consumption charge of $3.90 per china cup or $3.50 per paper cup per machine for events. Please ask your Event Coordinator in advance as there are a limited number of these machines.
5.4. 2 Cash Bar The Centre is able to provide a cash bar facility for which guests can pay individually for beverages during all, or part of the event. A service charge of $7.50 per person will apply for all cash bar functions at the Centre where all beverages are to be on consumption. A spirit only cash bar is provided at no additional charge when in conjunction with a beverage package.
The location of the bar during the event is at the discretion of the Darwin Convention Centre.
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5. 5 Liquor Licence A copy of the liquor licence is kept on the premises at all times and shall be made available for inspection by any person.
Liquor Licence Number: 80817894 Licensee: AEG Ogden (Darwin) Pty Ltd Nominee: Maria Lourdes Barrios Name of Premises: Darwin Convention Centre Lot 7578 Kitchener Drive DARWIN NT 0800
Liquor may be served from 0700 until 2359 pm to any legally aged person attending a pre-booked event on any day a function is identified. Proof of identification must be produced on request or the sale of alcohol may be withheld. Alcoholic beverages are not severed after 2359.
Six (6) weeks’ notice is required for variations and/or extensions to the liquor licence. Requests are to be in writing to the Centre. All requests are subject to the approval of the NT Government Liquor Licence Commission and the Darwin Convention Centre. *charges may apply.
5.6 Cafe The Centre’s Cafe is situated in the Ground Level foyer. Operating times will be at the discretion of the Darwin Convention Centre.
5.7 Crew Catering Crew and/or band catering can be arranged and included in the Event Order for events. Please contact your Event Coordinator for more information and menu options.
5.8 Stand Catering and Hospitality Stand catering is a service provided by the Centre, which aides in enticing guests to an Exhibitor's stand. The Darwin Convention Centre provides a comprehensive catering selection for Hirers and Exhibitors.
Exhibitors will be required to complete a Form A Application for Stand Catering at least 14 days prior to the commencement of the event. Any requests after this time may incur additional charges and no guarantee of choices can be made.
The Centre may contact exhibitors prior to the event to ascertain any stand catering requirements.
Please contact your Event Coordinator for more information.
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5. 9 Sampling The Centre has established the following guidelines for sample servings of food and beverage not purchased from the Centre’s catering facility.
Samples to be given away free of cost to the visitor must be items which: . exhibitors or registered members of the association sell wholesale in the normal conduct of business; or . are produced by equipment used in the normal conduct of their business.
Portions are to be of normal tasting size only and: . non-alcoholic beverage samples should be no more than 100mls; . liquor samples are to be no larger than 50mls; and . solid food should be no larger than bite size (50 grams).
Notification of sampling must be made in writing to your Event Coordinator or for exhibitions by submission of a Form F Application for Sampling of Food and Beverage Products at least fourteen (14) days prior to the commencement of the event. Please contact your Event Coordinator for more information. Exceptions to the above require written approval by the General Manager.
Samples must be offered in such a manner as to avoid being handled by the public, e.g. they must be apportioned with toothpicks inserted. For health regulations relating to sampling, please see Section 5.10, Health Regulations.
5. 10 Health Regulations If unpackaged food is to be given away, openly stored, displayed or handled, the following facilities and services need to be provided by the Hirer or Exhibitor: . Hand basin with hot/cold water and soap. . Separate sink with hot and cold water for washing serving implements or utensils. . Washable impervious floor and walls, where food preparation or cooking is taking place. . Stand must be located with access to the appropriate pit if water and drainage are required. . Refrigerated display and/or storage cabinet if the food is perishable. . Food should be protected from contamination by a glass or perspex screen or ‘sneeze’ guards, and trays with fitted covers should be used. . Condiments such as sauce, mustard etc are to be contained in squeeze type dispensers or in individually sealed packs. . All eating and drinking utensils must be disposable e.g. paper cups, plastic spoons, plastic wine glasses etc, and must not be re-used. . Bins must be provided and placed in suitable locations by exhibitors offering food. Such receptacles must be located at or near the stand and the contents shall be disposed of in a meaner approved by Centre management. . Extra cleaning charges may be imposed for the disposal and cleaning of wet waste, grease, oils etc.
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5. 11 Cooking of Food Cooking of food on stands is discouraged, however each case will be considered on its merits in conjunction with the type and quality of food being cooked, the method used for cooking and the removal of any cooking odours. Early consultation with your Event Coordinator is required, with written approval from the General Manager.
5. 12 Water Bubblers Complimentary water bubblers are located on each level of the Convention Centre and are refilled daily. If you require additional water bubblers a charge of $77 per bubbler plus additional $22 per 20 litre refill is applicable.
SECTION 6: FLOOR PLANS AND ROOM SET-UPS
6. 1 Floor Plans
6.1. 1 Exhibitions Floor plans must be provided for all exhibitions, special events and registration builds. It is the Hirer’s responsibility to ensure that floor plans are submitted for approval by Centre management, the timelines for approval are dependent upon which rooms are being used for the event and the type of event. Please contact your Event Coordinator for more information.
Notice of approval of floor plans will be advised by the Event Coordinator within seven (7) business days of receipt. If a floor plan is not approved, the Hirer will be advised of the reasons and a revised plan must then be submitted for approval.
Any revisions that take place after final written approval has been given must be signed off by Centre management prior to contractors commencing work.
Please note: the ‘No Build Zones’ indicated on the plans provided by the Centre must be kept clear at all times. There can be no structures, storage, furniture or other equipment placed or built in these areas.
6.1. 2 Catered Events A floor plan will be provided by the Centre for any food and beverage event, detailing positioning of tables, stage and dance floor (if applicable).
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6. 2 Room Set-ups
6.2. 1 Centre Pieces The following Darwin companies can provide centre pieces:
Company Contact Website Allabout Party Hire T: (08) 8947 4797 www.allaboutpartyhire.com.au Dreamedia Events T: (08) 8941 9111 www.dreamediant.com.au Enchanted Moments T: (08) 8984 3336 www.enchantedmoments.com.au Fusion Exhibition & Hire Services T: (08) 8947 1990 www.fusiondisplays.com.au Total Event Services T: (08) 8980 8222 www.tes.com.au
The Hirer must advise the Event Coordinator what centre pieces will be displayed on the tables prior to the event.
6.2. 2 Chairs and Chair Covers The Darwin Convention Centre owns the following number of chairs: . 1,300 banquet chairs . 400 banquet chairs with writing tablet capacity . 100 outdoor cafe style chairs . 1,240 fixed auditorium seats with writing tablets (left and right)
Banquet chair cover dimensions are as follows: . Overall height: 915mm . Seat height: 445mm . Overall width: 480mm . Seat width: 480mm . Overall depth: 605mm
The following Darwin companies can provide chair covers:
Company Contact Website Allabout Party Hire T: (08) 8947 4797 www.allaboutpartyhire.com.au Enchanted Moments T: (08) 8984 3336 www.enchantedmoments.com.au Fusion Exhibition & Hire Services T: (08) 8947 1990 www.fusiondisplays.com.au Total Event Services T: (08) 8980 8222 www.tes.com.au Territory Events Party Hire T: (08) 8942 0722 www.territoryeventshire.com.au
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6.2.3 Display Boards The Darwin Convention Centre can provide two mobile display boards for your event complimentary (subject to availability). Additional mobile displays boards are $25.00 each. The boards are double sided, black panelling on wheels and can be used to display posters or table allocations. It is the responsibility of the Hirer to provide velcro or pins which may be used to affix materials to the boards.
Dimensions per panel (3 on each side) are 1900mm high x 750mm wide.
6.2.4 Furniture Hire for Exhibitions and Displays The Centre does not supply furniture for exhibitors. Please contact your appointed stand builder for these requirements.
6.2.5 Lecterns A lectern with fixed microphone is included in the room hire. Additional lecterns are available for hire upon request. Dimensions of the lectern are as follows:
Standard 830mm high x 530 wide Premium 905mm high x 550 wide
6.2.6 Linen White and black linen tablecloths and white linen serviettes are provided for catered functions on a complimentary basis. Coloured linen serviettes are available, however, additional charges will apply.
Linen and skirting required for exhibition or display trestle tables will incur a charge of $30.00 per table and requests must be made no later than 14 days prior to the event. Please contact your Event Coordinator for more information.
Other linen can be sourced from:
Company Contact Website Ensign Services T: 1 300 134 752 www.ensignservices.com.au
6.2.7 Pads and Pens The following is offered as a complimentary service. . Conferences; one pad and one pen per delegate to be included in satchel. . Meetings; under 100 delegates (cabaret/classroom style) one pad and one pen on the first day, set on table. . Meetings; theatre style one pad and one pen per delegate in basket at the entrance to meeting room.
Additional charges may apply for additional requests.
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6.2.7 Red Carpet The Darwin Convention Centre has one 20 metre red carpet for hire at events at $150.00 per day. Additional carpet can also be sourced through the following companies:
Company Contact Website
Allabout Party Hire T: (08) 8947 4797 www.allaboutpartyhire.com.au Dreamedia T: (08) 8941 9111 www.dreamediant.com.au Enchanted Moments T: (08) 8984 3336 www.enchantedmoments.com.au Fusion Exhibition & Hire Services T: (08) 8947 1990 www.fusiondisplays.com.au Total Event Services T: (08) 8980 8222 www.tes.com.au
6.2.8 Table Allocations/ Guest Lists The Hirer is responsible for providing the Centre with an alphabetical guest list and corresponding table numbers no later than two (2) days prior to the event. Table allocations/guest lists will be accompanied by an A3 size copy (white paper) of the final floor plan and displayed on boards in the pre-dinner drinks area.
6.2.9 Tables and Table Dimensions The Darwin Convention Centre has the following tables and dimensions: . 150 x Oval Banquet Tables 1800mm x 1500mm . 40 x Class Room Trestle 2400mm x 450mm . 81 x Buffet Trestle 1800mm x 750mm . 14 x Half Round Tables 1500mm Diameter
6.2.10 Theming The following Darwin companies can assist with theming requirements for events held at the Darwin Convention Centre:
Company Contact Website Allabout Party Hire T: (08) 8947 4797 www.allaboutpartyhire.com.au Dreamedia Events T: (08) 8941 9111 www.dreamediant.com.au Enchanted Moments T: (08) 8984 3336 www.enchantedmoments.com.au
Fusion Exhibition & Hire Services T: (08) 8947 1990 www.fusiondisplays.com.au Total Event Services T: (08) 8980 8222 www.tes.com.au
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SECTION 7: SECURITY
7. 1 Security Services The Darwin Convention Centre maintains security surveillance and regular patrols of the Centre’s perimeter, common and public areas. The Centre has sole rights to provide all security within the venue and does not allow Hirers or Exhibitors to engage external security firms to operate within the venue, without prior approval. Whilst the Darwin Convention Centre will endeavour to maintain the venue as a safe and secure place, it is the responsibility of the Hirer to ensure items are not left unattended and are secure at all times.
7.1. 1 Crowd Control Crowd control staff is required for events that attract a large volume of guests, or where alcohol is served. Trained and licensed crowd controllers are be provided by the Centre at a cost to the Hirer. One (1) guard is required per 120 guests, for functions that have alcoholic service for a period greater than 60 minutes. The Darwin Convention Centre has the right to determine how many guards are required per event.
The following hourly rates for security and crowd control staff apply:
Hourly Labour Charge Hourly Labour Charge Hourly Labour Charge Hourly Labour Charge (Monday-Friday) (Saturday) (Sunday) (Public Holidays) $52.00 $64.00 $85.00 $106.00
7.1. 2 Police (User Pay) User pay Police services maybe required for some special events. For more information please contact the NT Police Service, Mitchell Street Station on telephone 13 14 44.
7. 2 Centre’s Responsibility With regard to security, it is the Centre’s responsibility to: . Provide perimeter security for the venue. . Reserve the right of control over the opening, closing and securing of any or all doors. . Determine the level of security required during the event for loading dock traffic control and road management. . Determine the level of security required during an event where there is service of alcohol to comply with NT Liquor Licensing laws. . Provide Hirer’s with a detailed minimum security requirement for the event, including any additional costs incurred.
7. 3 Hirer’s Responsibility Prior to the commencement of an event, it is the Hirer’s responsibility to: . Ensure requirements for event security officers provided by the Centre are confirmed a minimum of 14 days prior to the event.
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. Reduce any security risk involved with any event. It is mandatory that security officers be present within the contracted space to allow and monitor access for the duration of the hire period. 7. 4 Access Hirer access to the contracted room is permitted according to the time specified in the Hiring Agreement and Event Order provided to the Hirer. Earlier access will be at the discretion of Darwin Convention Centre management depending on room availability, production requirements and room set-up from previous events occupying the same space.
Contractor and supplier access times to the venue for events will be outlined in the Event Order as per the information supplied by the Hirer. Any contractors or suppliers accessing the Centre outside event days should report to Centre Administration on Level 1 or the Security Office through the staff entrance on Stokes Hill Road, where they will be issued with a pass to be worn onsite at all times.
Secured rooms and halls will be accessed by Centre staff for servicing reasons. Should the Hirer elect to deny access to Centre staff, Centre management must be informed prior to the event. Hirer’s should be aware that this may impact on the servicing of the event.
SECTION 8: Building Services All electrical, compressed air and lighting services connection services must be carried out by a certified electrical service provider, approved by Centre management. The Centre will undertake all hard wire connections on behalf of the Hirer and charges will apply.
8. 1 Power Availability (Per Room)
Location Power Availability Auditorium 2 floor pits– 32amp 3 phase outlet and dual 15amp outlet on single 16amp breakers Auditorium 1 320amp 5 core outlet 12 floor pits - 32amp 3 phase outlet and dual 15amp outlet on single 16amp breakers Hall 1 (9x9m grids) 10 floor pits - 32amp 3 phase outlet and dual 15amp outlet on single 16amp breakers Hall 2 (9x9m grids) 10 floor pits - 32amp 3 phase outlet and dual 15amp outlet on single 16amp breakers Hall 3 (9x9m grids) 16 floor pits - 32amp 3 phase outlet and dual 15amp outlet on single 16amp breakers Hall 4 (9x9m grids) Wall – 1 x 32amp 3 phase outlet, 6 x dual and 2 x single 15amp outlets on single 16amp Meeting Rooms breakers 1&4 Ceiling Rail – 1 x 32amp 3 phase outlet, 1 x dual 15amp outlets on single 16amp breakers Wall – 1 x 32amp 3 phase outlet, 10 x dual and 2 x single 15amp outlets on single Meeting Rooms 16amp breakers 2&3 Ceiling Rail – 1 x 32amp 3 phase outlet, 1 x dual 15amp outlets on single 16amp breakers Wall – 1 x 32amp 3 phase outlet, 11 x dual and 2 x single 15amp outlets on single 16amp Waterfront Rooms breakers 1&3 Ceiling Rail – 1 x 32amp 3 phase outlet, 1 x dual 15amp outlets on single 16amp
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breakers Wall – 1 x 32amp 3 phase outlet, 7 x dual and 2 x single 15amp outlets on single 16amp Waterfront Rooms breakers 1&3 Ceiling Rail – 1 x 32amp 3 phase outlet, 1 x dual 15amp outlets on single 16amp breakers
The Centre reserves the right to remove any electrical equipment/appliances, power boards or extension cords it deems to be non compliant or suspects not to have a current test and tag sticker.
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8. 2 Provision of Power Consumption Standard house lighting, 3 phase and single phase access to these points is included with room hire. All electricity consumed in Halls 1-4 and for all concerts will be charged as per below:
Deposit: @ $440.00 per day per Exhibition Hall to be paid prior to bump in Fee charges: kw electricity @ $0.35 per kw per hall per operational day
If consumption exceeds the power deposit, the excess will be invoiced after the event. If power consumption is less than the deposit, a rebate will be issued.
8.2. 1 Centre’s Responsibility With regard to power connection and consumption, it is the Centre’s responsibility, if required, to provide the Hirer’s nominated electrical sub-contractor with advice detailing the capacities of the Centre’s power availability.
8.2. 2 Hirer’s Responsibility With regard to power connection and consumption, it is the Hirer’s responsibility to ensure that:
. The Centre is advised of any exhibitors with excessive power requirements, in order that access to larger capacities can be arranged. . All work is carried out by a licensed electrical contractor. . All leads and appliances used within the Centre have been tested and tagged, as per current Australian Standards. . Services do not cross aisles, block exits or interfere with the operation of emergency exits or fire fighting equipment. . All installations are carried out in a neat, professional and safe manner.
8. 3 Service Pits The service pits are on 9 x 9 metre grids in the Exhibition Halls 1 to 4 and Auditorium. In general, each pit contains: . 1 x 32 amp 3 phase outlet; . 2 x 15 amp phase outlet; and . 2 x RJ 45 CAT 6 Comms/ data connection (in the Auditorium the pits have a fibre optic SC outlet) Service pit covers in the Exhibition Halls 1 to 4 are a metal plate in accordance with safety standards. If these pit covers are removed to make connections to pit services, the covers must be replaced immediately to ensure appropriate safety standards are maintained. Whilst pit covers are removed and work is being carried out on an open pit, hazard identification must be used. Alternative material is not to be used as a substitute to the metal covers.
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8. 4 Testing and Tagging It is a policy of the Darwin Convention Centre that all electrical power cords and appliances are to be tested and tagged prior to their use. A testing and tagging fee will apply to all items that require this service. The Darwin Convention Centre will accept no responsibility for operation difficulties that may occur as a result of supplying private equipment.
All electrical equipment entering the Darwin Convention Centre must comply with the Australian Standards and Work Health (Occupational Health & Safety) NT Regulations 2006. The outward sign of compliance with the Act will be the equipment’s test tag, compliant with AS3760: 2003.
The Darwin Convention Centre reserves the right to remove or replace any electrical equipment not complying with the Act. Power cords which are detachable, such as IEC leads, extension leads and power boards are separate items and need to be tested independently from the equipment they are supplied with.
8. 5 Lighting
8.5. 1 Auditorium Lights are programmed in sections suited to the whole or divided Auditorium.
8.5. 2 Exhibition Halls 1 to 4 House lights can be turned on at 50% and 100%. The light will take 20 minutes to warm up and reach full capacity. All booth lights are to be turned off at the end of each day once the exhibition has closed to delegates.
8.5. 3 Meeting and Waterfront Rooms Lights can be controlled per row from 0 – 100%. The audio visual control, near the presenter, can also control these lights but can only be set at 25%, 50% or 100%.
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8. 6 Building Inspections – Pre and Post Event The Building Services Department, in conjunction with the Hirer, will undertake a pre-event and post-event inspection of the building and Licensed Areas which will occur at the commencement and expiration of the Licence Period.
If the Hirer is not available to complete and sign the pre-event and post-event building inspection report, the Darwin Convention Centre will complete and sign the inspection report on their behalf.
8. 7 Water and Drainage The Centre will drain all exhibits and ancillary equipment containing water at the end of an exhibition. No water is to be discharged onto the floor of the premises. The following water access fees apply:
Item Cost Water Connection (per point) $ 50.00 Waste Connection (per point) $ 50.00 Hot / Cold Sink (includes water drainage and hot water installation) $ 300.00 Water Fill (25 litres) $25.00
SECTION 9: WASTE AND ENVIRONMENTAL SERVICES
9. 1 Centre’s Policy The Darwin Convention Centre provides cleaning services to rooms booked, external common areas, foyers, catering areas and toilets as part of daily room hire prior to your event bump in.
Additional cleaning charges will be incurred for use of items such as glitter bombs, paint, sand, straw, confetti etc.
The Hirer must respect the operational obligations of the Centre with regards to activities which may cause damage to the environment or cause any contamination to the venue or its surroundings in the form of light, noise, waste and water.
9. 2 Centre’s Responsibility With regard to cleaning and waste removal, it is the Centre’s responsibility to: . Provide clean rooms/ halls to Hirers at the beginning of their licence period. . Clean rooms and public areas throughout the operational hours of an event in the Centre. . Clean the aisles, public space, stands (vacuuming only) and remove rubbish throughout the operational hours of all exhibitions.
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9. 3 Hirer’s Responsibility With regard to cleaning during all events, it is the Hirer’s responsibility to: . Ensure no item is affixed to the venue’s walls, doors, glass, floors etc. Any infractions will create a removal, cleaning and/or resurfacing cost to the organiser. . Notify the Event Coordinator of specific waste requirements, especially toxic substances, grease, oil etc. Correct disposal methods should be discussed. . Ensure the floors are sufficiently protected from damage or staining from sand, soil, peat moss, bark chips or other similar materials. . Ensure that the disposal of waste complies with all local, state and federal statutory requirements and Environmental Protection Authority guidelines.
With regard to cleaning during exhibitions, it is the Hirer’s responsibility to: . Forward to the Event Coordinator a floor plan and bump in/ out and opening hours of the event so cleaning can be scheduled. . Pay for, as an additional cost, cleaning not included under rental fees. This includes pre and post cleaning and the hiring of skips for bulk rubbish on-site. . Ensure all exhibitors and contractors remove materials, e.g. bricks, timber, sand, metal frames etc from the site. Any materials left will be disposed of at the organiser’s expense.
9.3. 1 Exhibition Cleaning Rates Hirers with an exhibition component are responsible for pre-clean and post-clean and waste removal in Exhibition Halls 1 to 4.
Cleaning services and prices for exhibitions as follows: . Pre-Clean $640.00 per hall– During or after exhibitors/contractors set up and prior to opening (does not include stand cleaning); . Post-Clean $640.00 per hall– After exhibitors/contractors bump out please make allowances for additional cleaning charges per hall; and . Waste Removal – A service fee applies for waste removal, this allows for one (1) lift. Further lifts will be at an additional charge per lift (minimum of one skip is required per hall). All waste removal is required to be pre-booked. For more information on services and rates please see Section 9.3.2, Waste
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9.3. 2 Waste Waste disposal is charged on a per skip basis. This includes the use of bulk bins (static compactors, 27 metre bins etc) and the subsequent disposal of waste. Additional charges may apply for excessive waste removal.
The following services and rates apply:
Item Cost Rubbish Skip $ 450.00 Confidential Waste Bin $ 60.00 Recycling Bin $ 15.00 Wheelie Bins (additional $5.00 per lift) $ 10.00
9. 4 Noise Specific noise restrictions apply to the Darwin Convention Centre. Any complaints relating to noise created from an event at the Centre should be directed to the Event Coordinator. Please note that amplified noise is not permitted around the Centre’s exterior unless otherwise approved by the Darwin Waterfront Corporation.
SECTION 10: ENTERTAINERS, DISPLAYS AND ENTERTAINMENT ACTIVITIES
10. 1 Entertainers The Centre is not responsible for booking any form of entertainment on behalf of a Hirer, however, can provide a list of entertainment suggestions for your event. Please contact your Event Coordinator for more information.
The Darwin Convention Centre has change rooms with shower facilities, full length mirror, two chairs and a rubbish bin available for entertainers. Towels are also provided for entertainers to use and must not be taken off site.
Crew/ band catering or requirements must be included in the Event Order and details are to be given to the Event Coordinator by the Hirer.
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10.1. 1 Welcome to Country The following acknowledgement is acceptable by the Larrakia people: “I would like to acknowledge the Larrakia People, the traditional owners of the land on which we stand”.
Suggested speakers/performers include:
Company Contact Email Bilawara Lee T: 0417 063 089 [email protected] Larrakia Nation T: (08) 8948 3733 [email protected]
One Mob Dancers T: (08) 8983 7111 [email protected]
Cyan Earnshaw T: 0402 835 859 [email protected] Please advise at least one (1) week prior to your event with all the details.
10. 2 Displays and Entertainment Activities
10.2. 1 Animals No animals are permitted in the Centre except for guide or hearing dogs, unless otherwise approved. Written approval must be sought from Centre management if animals are to form part of an activity or performance legitimately requiring the use of animals. Please contact your Event Coordinator for more information.
10.2. 2 Balloons Balloons containing helium are not permitted in the Exhibition Halls 1 to 4 or Auditorium without the prior written consent from Centre management. The cost of removing any balloons suspended or trapped in the ceiling will be charged to the Hirer.
10.2. 3 Display Vehicles Details of any vehicles on display in the Centre are to be lodged with a Form H Application for Display Vehicles Form and returned to the Centre no later than fourteen (14) days prior to the event. Any vehicles (cars, bikes, trucks) brought into the venue should comply with the following requirements: . drip tray to be placed underneath vehicle; . Fuel tank needs to have a limited amount of fuel in the tank (1/4 tank maximum) . contact name and number for the person/s delivery and collecting the vehicles; and . carpet under tyres.
Please provide details of the type of vehicle on display and the registration number to your Event Coordinator.
Charges will apply for any damages incurred.
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10.2. 4 Flammable Materials All flammable materials used in displays or theming must be sprayed with a fire retardant material.
Materials used in exhibition stand construction must not cause dampness or stain or be readily ignitable or be capable of emitting toxic fumes should ignition occur.
When decorating or theming, materials such as crepe paper, corrugated cardboard, straw, untreated hessian or PVC sheet (except on floors as a protective membrane) is strictly forbidden unless a fire extinguisher is provided during the event. Saw dust, tan, bark or wood chips of a reasonable size may be used to decorate floors, provided a protective membrane is laid first and chips are kept slightly moist at all times. Cleaning charges will also apply.
10.2. 5 Florists The following Darwin companies can supply flower arrangements:
Company Contact Address/Email Flower from the Heart T: (08) 8948 0504 Shop 14 Nightcliff Shopping Centre, Dick Ward Drive Nightcliff Shop 30, Oasis Shopping Centre Dragonfly Floral & Gifts T: (08) 89831 3307 The Boulevard, Palmerston Casuarina Florist T: (08) 8945 6262 Shop GD 228 Casuarina Square, 247 Trower Road, Casuarina Silver Grevillea T: (08) 8945 0678 www.silvergrevillea.com.au
10.2. 6 Fuel Use and Storage Fuel is a hazard and is not permitted to be stored on-site.
10.2. 7 Furniture Hire The following Darwin companies can supply furniture:
Company Contact Website Enchanted Moments T: (08) 8984 3336 www.enchantedmoments.com.au Fusion Exhibition & Hire Services T: (08) 8947 1990 www.fusiondisplays.com.au Total Event Services T: (08) 8980 8222 www.tes.com.au
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10.2. 8 Naked Flames Exhibition stands will only be permitted to have naked flames where it is part of their product range for the demonstration of their product. The naked flame must be positioned so that it cannot be knocked over or come into contact with any person or flammable item. An appropriate fire extinguisher must be positioned at the stand. Prior approval is required by the Darwin Conventions Centre’s Building Services Manager.
10.2. 9 Plants Plants for events held in the Centre can be hired through:
Company Contact Greenthemes T: 0419 032 493 PJ Nursery T: 0408 895 339 Redland Grove Indoor Plant Hire T: 0417 885 337
10.2. 10 Prizes and Lotteries If an event involves a raffle or door prizes, all licences (as required by law) are the responsibility of the Hirer (or Exhibitor).
Any business or trade organisation wishing to conduct a trade competition which involves the chance to win a prize is required to obtain a permit if the total prize value is $5,000 or more. This applies to an approved association carrying on a trade or business in the Territory.
For more information please refer to the website link: http://www.nt.gov.au/just/licenreg/gambling_apps.shtml
10.2. 11 Promotional Material Distribution The distribution of material such as brochures, catalogues, leaflets and pamphlets is restricted to the licensed event premises only. The distribution of these materials in all Darwin Convention Centre common areas is not permitted and offenders may be prosecuted.
10.2. 12 Pyrotechnics and Fireworks Hirers must advise their Event Coordinator if pyrotechnics and fireworks will be used for an event as charges will apply to isolate the fire system if they are indoors.
The appropriate permit will need to be sourced by the Hirer from WorkSafe NT and a copy provided to the Darwin Convention Centre.
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10.2. 13 Smoke Isolation Fire alarm/smoke detectors need to be isolated in situations such as when cooking indoors, smoke machines, candles or pyrotechnics are in use.
*Charges apply for smoke isolation.
During all smoke detector isolations, a Darwin Convention Centre Fire Warden must be in attendance within the isolated area. The cost for a Fire Warden must be paid for by the Hirer at $38.50 per hour (minimum of three (3) hours).
10.2. 14 Stickers Stickers are not permitted to be distributed onsite. The Hirer will be responsible for any damage or additional cleaning relating to stickers attached to surfaces.
10.2. 15 Theming The following Darwin companies can assist with theming requirements for events at the Darwin Convention Centre:
Company Contact Website Allabout Party Hire T: (08) 8947 4797 www.allaboutpartyhire.com.au Dreamedia Events T: (08) 8941 9111 www.dreamediant.com.au Enchanted Moments T: (08) 8984 3336 www.enchantedmoments.com.au Fusion Exhibition & Hire Services T: (08) 8947 1990 www.fusiondisplays.com.au Total Event Services T: (08) 8980 8222 www.tes.com.au
10.2. 16 Ticketing A suggested ticketing contractor is:
Company Contact Website The Box Office NT T: (08) 8980 3333 www.yourcentre.com.au Sticky Notes www.stickytixkets.com.au
10.2. 17 Wristbands Wristbands for events can be supplied from:
Company Contact Website AAC Wristbands Australia Pty Ltd T: (07) 5665 9333 www.wristbands.com.au
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SECTION 11: CONTRACTORS
11.1 Standard Procedures The following procedures and requirements are to be adhered to by all Hirers, event contractors, sub-contractors and production companies working at the Centre. This is regardless of whether they are providing services directly to the Centre or are working for a licensee of the Centre.
Procedures and Requirements
. All licensees, their exhibitors, contractors, sub-contractors and other associated staff are to comply with all workplace health and safety requirements in place at the Centre. This includes familiarisation with the fire and emergency procedures established for the Centre. . All licensees must provide full particulars of onsite supervisors – this includes but is not limited to the exhibition organiser, major shell scheme contractor, freight forwarding company, rigging contractor and electrical contractor. The onsite supervisor must have the capacity to make a decision when requested by Centre authorised personnel. . Only designated service entrances, lifts and loading docks are to be used for the transportation of staff and materials. . All contractors, sub-contractors and their staff must provide their own tools. The Centre’s equipment cannot be used unless prior approval has been obtained. . All contractors, sub-contractors and their staff are strictly prohibited from using guest facilities or loitering in guest areas, and are restricted to the area where work is being conducted. . Gambling, working under the influence of/or consumption of alcohol and/or other illegal drugs is strictly prohibited. . The consumption of food and drinks is not allowed in public spaces or carpeted areas. . Smoking is not permitted within the Centre. . Contractors and sub-contractors must not damage the Centre’s building or any part thereof (including fixtures), and cannot make any alterations to the structure of the building. . The Hirers, contractors and sub-contractors are responsible for the work and actions of companies engaged by them. This includes responsibility for claims, damages, losses and expenses which arise from the engaged company’s actions on behalf of the event organiser or contractor. . Contractors and sub-contractors will ensure the removal of all debris, rubbish and packing materials from the premises. If the Centre has to perform these tasks on behalf of the contractor or sub-contractor, charges incurred will be borne by the contractor or sub- contractor. . It is the responsibility of contractors and sub-contractors to apply for all necessary permits with local authorities before commencement of work. . It is the responsibility of all persons working on-site to observe the requirements of the WH&S Act 2011.
For more information on the Centre’s health and safety guidelines please see Section 12, Health and Safety.
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11.2 Scope of Works All suppliers/ contractors are obligated to submit to the Darwin Convention Centre their scope of works no later than fourteen (14) days prior to all events. The following key requirements must be addressed: . detailed timelines – bump in, operation/ production and bump out; . documentation of licensed personnel; . detailed electrical requirements; . detailed maps with all physical dimensions; and . other requirements e.g. pyrotechnics, smoke/ haze etc.
SECTION 12: LOADIND DOCKS, DELIVERIES AND STORAGE
12.1 Loading Dock Access Access to the Loading Dock is through the entry gate located closest to the Wharf on Stokes Hill Road. The Centre controls access into the Loading Dock via an intercom on the right side of the gate and parking in the loading dock is strictly prohibited. The total loading dock area is 1500sqm.
A Darwin Convention Centre Marshall is appointed during bump in and out of events to minimise delays and ensure access is controlled.
All persons operating in the loading dock must wear high visibility vests and closed shoes at all times.
12.2 Deliveries, Storage and Collections The Darwin Convention Centre will accept event freight on behalf of the Hirer or exhibitors seven (7) working days prior to the commencement of the Licence period. The Centre will not be held liable for any losses or damages to goods received or accept “Cash on Delivery” deliveries.
To assist in the smooth delivery of goods a Delivery Label will need to be completed in full and attached to each item. Deliveries will be secured in the Hirer’s Store by operational staff until commencement of the Licence period. A copy of this label is attached at the back of this manual, please see Appendix B.
Hirers and exhibitors must ensure transportation has been arranged for their goods with the appropriate consignment notes completed and attached within three (3) working days after the event. The Centre reserves the right to dispose of any goods after fourteen (14) days.
All event freight (deliveries or collections) should be directed to the Darwin Convention Centre Loading Dock, Stokes Hill Road, Darwin NT 0800. Loading Dock operating hours are 8:30am – 5.30pm Monday to Friday. Arrangements must be made with Centre management for any deliveries or collections outside these hours.
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12.3 Hirer’s Responsibilities It is the Hirer’s responsibility to ensure their staff, exhibitors and contractors are aware of the following: . It is a condition of entry to all persons who require access to the loading dock that vehicles, equipment and personal belongings, e.g. bags etc may be randomly searched by Centre security staff upon entering and exiting the loading dock. . Upon request, all drivers of vehicles requiring access to the loading dock must present their driver’s licence to Centre security staff to verify their identity. There is no parking available to contractors or exhibitors on the loading dock during bump in of an exhibition unless the organiser has pre-arranged this with Centre management. . Access to the Centre for bump in and/or out will be via the loading dock only, unless permission has been granted by Centre management. . Appropriate bump in and out times for the event are booked, with consideration given to custom stand builds and other event build up requirements.
SECTION 13: SIGNAGE AND EVENT PROMOTION
13.1 Signage
13.1.1 Internal Signage The Centre has a variety of signage opportunities which can be used for both directional and promotional purposes. Signage requirements for your event should be discussed with your Event Coordinator who will provide advice and confirm placement.
Signs, banners and similar materials may not be nailed, stapled, hung or attached to the ceilings, walls, windows, sprinkler systems or other surfaces, except when permission is granted by Centre management. Damage to Centre property resulting from installation will be charged directly to the Hirer.
Signage must not cover artwork, air-conditioning ducts, security camera, electrical cupboards or any other wall fixtures.
13.1.2 Electronic Signage Electronic signage comprises screens that can be utilised for plain text, scrolling graphics or video footage. Screens are located outside each room. The electronic signage is managed by the Centre’s Production Department.
Event details will be displayed on monitors and signage stands throughout the Centre with information and directions. If you wish for your company logo and corporate colours to be used, please provide your Event Coordinator a copy of your logo in jpg format no later than three days prior to your event.
The Darwin Convention Centre reserves the right to remove all signage of any description from the premises, which in the opinion of the Centre is objectionable.
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13.2 Advertising Printed advertising, promotion or publicity for an event must include the Centre’s correct name, as specified below:
“Darwin Convention Centre”
The Centre’s location images, floor plans and maps are available to assist you in promoting your event. Please contact your Event Coordinator if you wish to access any of these.
13.2.1 Website The Centre’s website address is www.darwinconvention.com.au. This website gives you the opportunity to promote, via the ‘Future Events’ section, important event information to delegates such as dates and website link details.
13.3 Public Relations The Darwin Convention Centre’s General Manager or Business Development Manager are the Centre’s representative for all public relation issues.
13.4 Logo The use of the Darwin Convention Centre logo is permitted; however, any material with this logo on it requires the prior written approval of Centre management. Please contact the Business Development Department for more information (08) 8923 9000.
SECTION 14: PUBLIC ACCESS AND FACILITIES
14.1 Public Transport Bus services run between the City, Cullen Bay and Bayview between 7:00am and 9:00pm on Route 14 and 14A at various times. Bus services run regularly from the City to the Northern suburbs and Palmerston. For information about the timetable, fares and routes, please contact Darwin Buses (08) 8924 7666 or http://www.nt.gov.au/transport/public.
The location of the bus stop is on Kitchener Drive.
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14.2 Car Park The Darwin Convention Centre has 302 parking spaces within the precinct: . Basement 226 spaces . Outdoor parking (at rear of Centre) 70 spaces . Disabled parking 7 spaces
Basement parking is limited to cars only as the car park has a ceiling height of 2300mm or 2.3 metres. The cost of basement car parking is $5.00 per car per day or part thereof.
The Centre accepts no responsibility for theft of, or damage to vehicles parked in the car park, and it is in the owner’s interest to remove all valuables from vehicles. Conditions of entry are posted at the entrance to the car park and at all payment facilities around the Centre.
Additional parking is also available on Stokes Hill Road, opposite the Centre and behind the Medina Grand Darwin Apartments and Vibe Hotel Vibe properties, entry off Kitchener Drive.
14.3 Facilities for the Disabled The Centre has drop off points, seven (7) allocated disabled car parks in the basement and outdoor parking, lifts and rest rooms that are designed to accommodate the needs of people with access difficulties.
Guide and hearing dogs are permitted on the premises.
14.4 Baby Change Facilities Baby changing facilities are located in each disabled toilet within the Centre, on each floor. These facilities offer a foldout change table and nappy disposal unit.
14.5 Cloak Room A cloak room is provided in the Centre behind the Registration Desk on Ground Level for events using the Registration Area. The Centre will not be liable for any losses or damages incurred Manning of the Cloak Room will incur additional charges.
14.6 Business Centre Business Centre services can be provided by the Darwin Convention Centre at Centre Administration located on Level 1. Services include faxing, photocopying, secretarial services and the sale of selected stationary items. Charges apply for goods and services; please see Appendix E for a detailed list.
For conference organisers, a selection of Business Centre items are kept at the Registration Desk located on Ground Level for sale. Any item removed will be charged to the Hirer at the conclusion of the event.
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14.7 Concierge/ Luggage Facilities The Centre is able to organise a concierge/luggage service for your event upon request. Charges will apply for this service. Please contact your Event Coordinator for more information.
14.8 Equipment Hire The Centre offers the hire of the following equipment:
Item Price Boom Lift (per day) $ 300.00 Boom Lift (per hour) $ 100.00 Boom Lift Driver (per hour) $ 45.00 Fork Lift (per hour) $ 60.00 Fork Lift Driver (per hour) $ 45.00 Fork Lift including 1 tank of fuel (per day) $ 150.00 Pallet Jack – for non carpeted surfaces only (per day) $ 50.00 Scissor Lift (per day) $ 250.00 Scissor Lift (per hour) $ 85.00 Scissor Lift Driver (per hour) $ 45.00 Trolley – Flat Bed (per hour) $ 20.00
Equipment must be ordered by submitting a Form E Application for Equipment Hire no later than fourteen (14) days prior to the commencement of the event. Please contact your Event Coordinator for more information.
Please note: The Centre has a forklift with lifting capacity to 2.5 tonnes on the premises. Only forklifts with non-marking white tyres are permitted on the premises. Forklifts are only permitted on carpeted surfaces once a lesson has been given by an in-house qualified forklift driver. Prior to the use of forklifts in the Centre, the driver must provide a valid licence.
It is the Hirer’s responsibility to ensure drivers are licensed and drive in a safe manner.
Additional forklifts can be hired from the following companies:
Company Contact Website Crown Forklift T: 1300 176 506 www.crowndarwin.com Darwin Forklift Hire T: (08) 8984 3217 n/a United Forklift T: (08) 8947 1600 www.unitedequipment.com.au
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14.9 Fire Extinguishers Extinguishers are located throughout the Darwin Convention Centre. Additional extinguishers can be sourced and supplied upon request. Please contact your Event Coordinator for more information.
14.10 First Aid The Centre has a first aid room located back of house on the Ground Level, near the Security Room.
The Centre can organise a paramedic if required or quotes can be obtained from St John Ambulance NT (08) 8922 6200.
14.11 Interpreters Interpreters can be arranged through the Northern Territory Interpreter and Translator Service (08) 8999 8802.
14.12 Lost and Found Any lost or found items should be reported or handed into Centre Administration located on Level 1. The receptionist will record all reported items in the register and hold any items at Reception until they are claimed. Claimed items will need to be signed for by the owner upon collection.
14.13 Media Contacts for the local media are as follows:
Company Contact Website Australian Broadcasting T: (08) 8981 4422 www.abc.net.au/nt Corporation (ABC) Channel Nine T: (08) 8981 8888 www.channelnine.ninemsn.com.au Channel Ten Darwin T: (08) 8941 1110 www.tendarwin.com.au
Hot 100/Mix FM T: (08) 8941 9999 www.hot100fm.com.au
Northern Territory News T: (08) 8944 9900 www.ntnews.com.au Southern Cross Television T: (08) 8941 5777 www.southerncrossbroadcasting.com.au (Channel Seven)
Territory FM T: (08) 8946 6266 www.territoryfm.com
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14.14 Organiser’s Office The Organiser’s Office is available behind the Registration Desk at the Darwin Convention Centre, subject to availability. A bar fridge with refreshments is available to Hirer’s in the Organiser’s Office, complimentary on the first day and on consumption thereafter, when included in the Hiring Agreement. Please contact your Event Coordinator for more information.
14.15 Photographer The Darwin Convention Centre reserves the right to photograph or videotape any event held at the Centre for its own historical records and publicity purposes.
The Centre recommends the use of the following photographers:
Company Contact Website/Email 422 Images T: (08) 8941 0444 E: [email protected] Baz Ledwidge M: 0409 691 064
Digi Film T: (08) 8932 9191 www.digifilm.com.au Christopher Knight M: 0408 559 851 E: [email protected]
Silva Photographics T: (08) 8941 0348 www.silvaphotographics.com.au David Silva M: 0418 830 741 E: [email protected]
14.16 Radios The Centre will provide one (1) complimentary two way radio, with a dedicated frequency, for each day of the event to enable contact with the Floor Coordinator or Event Coordinator. Additional two way radios are available to hire upon request with six (6) weeks’ notice. Please contact your Event Coordinator for more information.
14.17 Toilets Male, female and disabled toilets are located on all levels of the Darwin Convention Centre.
14.17.1 Sharp Safes Sharp Safes are available upon request for the disposal of syringes.
14.18 Weather Reports The Australian Bureau of Meteorology is able to supply local weather forecasts, warnings and observations on (08) 8920 3800 or www.bom.gov.au.
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14.19 Weapons Unless otherwise approved by Worksafe NT and the NT Police in writing, with a copy issued to the Darwin Convention Centre, the carriage or display of weapons into the Centre by the Hirer, their employees, contractors, sub-contractors, agents and exhibitors is strictly prohibited.
14.20 Wheelchairs The Centre has one (1) wheelchair available for guests during events. Additional wheelchairs can be hired through the Australian Red Cross (08) 8981 9470.
14.21 Carpet and Carpet Tiles Carpet is located throughout the Centre, excluding the Ground Level foyer, and will be cleaned daily as part of the room hire.
The Centre has 4000sqm of carpet tiles within the Exhibition Halls 1 to 4 which are included in the room hire. If the carpet is required to be moved, a fee of $6.00 per carpet tile will be charged. Please contact your Event Coordinator for more information.
Any additional or special cleaning on carpet e.g. glitter, confetti, sand, straw or replacement of damaged carpet tiles may incur charges.
14.22 Ceiling Heights Venue Ceiling Heights Auditorium 12 metre clear Function Rooms 4.06 metre clear Hall 1 12 metre clear Hall 2, 3, 4 9 metre clear Meeting Rooms 3.65 metre clear
14.23 Door Heights Venue Door Door Height Door Width Auditorium Ground Level Entry 2250mm 1920mm Level 1 Entry 2100mm 1520mm Operable Wall Entry 2140mm 914mm Ground Level Foyer Glass Door Entry 2380mm 1750mm Halls 1-4 Entry 2400mm 1920mm Operable Wall Entry 2140mm 914mm Loading Dock Rollerdoor 4500mm 5000mm Hall 4 Rear Loading Dock 6300mm 6100mm Rollerdoor Meeting Rooms Entry 1970mm 1660mm Service Entry 2100mm 1520mm Waterfront Rooms Entry 1970mm 1680mm Service Entry 2100mm 1550mm
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14.24 Floor Loadings Venue Floor Loading Auditorium 20kPa (2000KG/m2) Waterfront Rooms 4kPa (400KG/m2) Meeting Rooms 4kPa (400KG/m2) Foyer 4kPa (400KG/m2) Exhibition Halls 1-4 20kPa (2000KG/m2)
14.25 Lifts Lift # Location Dimensions Loading Levels 1 Near Registration/ Centre 2100H / 1100W / 2050L 1600kg B, G, 1, 2 Administration/ Waterfront Rooms 2 BOH service lift near Exhibition 2100H / 2000W / 2750L 3000kg B, G, 1, 2 Halls/ Auditorium 3 Near Auditorium/ Café/ Exhibition 2100H / 1100W / 2100L 1600kg B, G, 1 Halls 4 Near Halls 1-4 2100H / 900W / 1500L 900kg B, G
14.26 Roof Access Access to the roof requires authorisation by the Honeywell Facility Manager and provision of a ‘Working at Heights’ certificate.
14.27 Venue Capacities As a rule, there needs to be one (1) metre of exit space per 100 people.
Venue Area sqm Banquet Cocktail Theatre Auditorium 1 334 - - 750 Auditorium 2 335 - - 750 Concourse 645 - 805 - Ground Floor Foyer 470 - 585 - Hall 1 1,200 800 1,200 960 Hall 2 800 460 700 630 Hall 3 800 460 700 630 Hall 4 1,200 800 1,200 960 Level 1 Foyer 375 - 465 - Level 2 Foyer 330 - 410 - Meeting Room 1 63 50 70 70 Meeting Room 2 85 70 100 100 Meeting Room 3 85 70 100 100 Meeting Room 4 63 50 70 70 Waterfront Room 1 170 140 210 210 Waterfront Room 2 167 140 210 210 Waterfront Room 3 171 140 210 210
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These capacities do not allow for stage or dance floor. Please contact you Event Coordinator for more information. 14.27.1 Capacities for Concerts The capacities below are in line with the Building Code of Australia (BCA) and based on the amount of exit space in the venue. These maximum capacities must be adhered to: . Exhibition Halls 1-4 5,000 guests . Auditorium 835 guests/Auditorium . Meeting Rooms (1 & 2 or 3 & 4) 185 guests . Waterfront Rooms 635 guests
14.28 Air Conditioning All areas of the Darwin Convention Centre, excluding the basement car park, are air conditioned. The cost of air conditioning is included in the room hire as required during the operational days of the event. The control temperature is set at 23 degrees Celsius for operational days.
14.29 Smoking Policy The Darwin Convention Centre is a non-smoking venue. Smoking is strictly prohibited in all enclosed public spaces of the Centre as per the Smoking Regulation Act 1997 No 16 inclusive of the Auditorium, Exhibition Halls 1-4, Foyers/Pre-Function Areas, Waterfront and Meeting Rooms.
14.30 Nearest Public Facilities
14.30.1 Accommodation Darwin’s hotels are within walking distance or a short drive of the Darwin Convention Centre. For further accommodation information in Darwin and surrounding areas, please refer to the Centre’s website on www.darwinconvention.com.au/accommodation.asp or contact your Event Coordinator.
14.30.2 ATM’s There are no ATM’s permanently located in the Darwin Convention Centre. ATM’s for the Centre during events can be supplied upon request and charges will apply. A minimum of four (4) weeks’ notice is required for this service. Please contact your Event Coordinator for more information.
The nearest ATM’s are currently situated at the Stokes Hill Wharf Precinct and the Medina/Vibe Hotel complex.
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14.30.3 Banking Facilities The nearest banks to the Darwin Convention Centre are:
Company Contact Address ANZ T: (08) 8982 3510 69 Smith Street, Darwin People’s Choice Credit Union T: 13 13 21 Cnr Mitchell & Peel Streets Bendigo Bank T: (08) 8941 4666 67 Smith Street Commonwealth Bank T: 13 22 21 66 Smith Street National Australia Bank T: 13 22 65 71 Smith Street TIO T: 1 300 301 833 37 Cavenagh Street Westpac T: 13 20 32 The Mall 24 Smith Street
14.30.4 Chemist The nearest chemists to the Darwin Convention Centre are:
Company Contact Address Barden’s Pharmacy T: (08) 8981 2333 The Mall. Smith Street Value Plus Pharmacy T: (08) 8981 9202 The Mall. Smith Street
14.30.5 Dentist The nearest dentists to the Darwin Convention Centre are:
Company Contact Address Absolute Dentistry T: (08) 8941 1717 26 Mitchell Street Smith Street Dental Practice T: (08) 8981 9149 111 Smith Street
14.30.6 Food Outlets Several food outlets are located within walking distance of the Centre in the Wharf Precinct, open 7 days a week from 11:00am to 9:30pm.
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14.30.7 Hairdressers The nearest hairdressers to the Darwin Convention Centre are:
Company Contact Address Osmosis Hair Studio T: (08) 8942 2000 Shop 11, 90 Francis Bay Drive Scalpt Hair T: (08) 8981 1117 E2 Waterfront Kitchener Drive Stone Island Hairdressers T: (08) 8941 5955 Shop 43A Knuckey Street Vanilla Hair Studio T: (08) 8981 6886 Vic Complex, 27 Smith Street
14.30.8 Hospital The Royal Darwin Hospital and the Darwin Private Hospital are located at Rocklands Drive, Tiwi.
Company Contact Address Royal Darwin Hospital T: (08) 8922 8888 Rocklands Drive, Tiwi Darwin Private Hospital T: (08) 8920 6011 Rocklands Drive, Tiwi
14.30.9 Medical Centres The nearest medical centres to the Darwin Convention Centre are:
Company Contact Address Darwin Medical Centre T: (08) 8941 0369 71 Peel Street Healthdirect T: 1800 022 2222 24/7 medical advice Stuart Park Surgery & T: (08) 8981 2907 or 1/5 Westralia Street, Stuart Park Darwin After-Hours Medical (08) 8981 7197 Service Nightcliff Medical Centre T: (08( 8948 4333 Located in the Woolworths Complex, 159 Dick Ward Drive, Nightcliff
14.30.10 Newsagent The nearest newsagent to the Darwin Convention Centre is:
Company Contact Address Darwin Newsagency T: (08) 8981 1212 The Mall, 28 Smith Street Trading hours: Monday to Friday 7:30am to 5:30pm. It also sells newspapers, postcards, magazines, stationary, gifts, stamps, maps of Darwin and snacks.
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14.30.11 Petrol Station The nearest petrol stations to the Darwin Convention Centre are:
Company Contact Address BP T: (08) 8941 2330 Cnr Smith and Briggs Street Shell Darwin City T: (08) 8981 3612 Cnr Stuart Highway and McMinn Street
United Petroleum Cnr Daly & Smith Street
14.30.12 Post Office The nearest post office to the Darwin Convention Centre is:
Company Contact Address Darwin GPO T: 13 13 18 Cnr Cavenagh and Edmunds Street
14.30.13 Printing/ Photocopying The nearest printers to the Darwin Convention Centre are:
Company Contact Address 18-20 Cavenagh Street, Darwin Copytime T: (08) 8981 7544 City Quickprint/Coleman’s Printing T: 8981 9533 86 Cavenagh Street, Darwin City Zip Print T: (08) 8947 0179 2/418 Stuart Highway
A photocopier will be supplied to the Organiser’s Office behind the Registration Desk and the following usage charges will apply:
Description Unit of Measure Cost Photocopy Paper A4 – White Per Ream $ 12.00 Photocopying A3 B/W Per Page $ 0.40 Photocopying A3 Colour Per Page $ 0.45 Photocopying A4 B/W Per Page $ 0.30 Photocopying A4 Colour Per Page $ 0.35 Photocopying A3 B/W – Client using own paper Per Page $ 0.15 Photocopying A3 Colour – Client using own paper Per Page $ 0.20 Photocopying A4 B/W – Client using own paper Per Page $ 0.05 Photocopying A4 Colour – Client using own paper Per Page $ 0.10
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Extra photocopiers can be hired from:
Company Contact Website Darwin Office Technology T: (08) 8922 2444 www.officetechgroup.com.au
14.30.13 Printing/ Photocopying Publication quality professional printing services are also available in Darwin at:
Company Contact Website Colemans Printing T: (08) 8982 4000 www.colemanprint.com.au
14.30.14 Public Telephones A coin and card operated public telephone is available near the Registration Desk on Ground Level.
14.30.15 Taxi’s and Coaches Taxis can be booked to pick up passengers from the Port Cochere drop off zone at the Darwin Convention Centre, Stokes Hill Road, Darwin. The following taxi’s companies are available:
Company Contact Website Ask Darryl In Darwin Private Hire Cars & T: 0417 832 836 www.askdarryl.com.au Limousines City Private Hire T: 8980 3700 www.radiotaxi.com.au Coopers Private Hire & Limousine Service T: 0422 372 544 n/a Dart Taxis T: 8947 4300 n/a Darwin Radio Taxi T: 8985 0777 www.radiotaxi.com.au Darwin Private Hire T: 1800 054 400 www.darwinprivatehirecars.com Metro Minibus T: (08) 8983 0577 n/a Peters Private Hire Car & Limousines T: 1800 077 702 n/a Red Carpet Vehicles/Fleet T: 1300 655 450 n/a
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Coaches can be organised through the following companies:
Company Contact Website AAT Kings T: (08) 8923 6555 www.aatkings.com Arafura Shuttle T: 0408 279 047 n/a Buslink T: (08) 8947 0577 www.buslink.com.au Coach Charters T: (08) 8988 1447 www.coachchartersaustralia.com Cobb & Co Coaches T: (08) 8947 5512 www.cobbco.com.au Darwin Airport Shuttle T: (08) 8981 5066 www.darwinairportshuttle.com.au
Grand Touring T: (08) 8981 0300 www.grandtouringcoaches.com Hughes T: 1300 306 644 n/a Murrays T: 13 22 59 n/a
Limousine Hire can be organised through:
Company Contact Website A ONE Chauffer Services T: (08) 8941 7981 n/a Acacia Luxury Transport T: (08) 8981 8283 n/a Darwin Corporate Limousine T: (08) 8985 2755 n/a Services Darwin Limousines T: 0414 426 518 www.darwinlimousines.com Rays Limousine Service T: 0408 279 047 n/a
Please note that the Centre provides transport companies with delegate requirements each week as a complimentary service.
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SECTION 15: HEALTH AND SAFETY Safety is the responsibility of everybody. Anything that is unsafe should be reported to the Floor Coordinator/Event Coordinator or Security staff on duty.
A ‘Safety Manager’ will be assigned by the Hirer to each event due to the major risks associated with exhibitions and many other events, particularly with loading dock operations and forklifts and rigging.
15.1 Occupational Health and Safety The Darwin Convention Centre accepts a duty of care for the health and safety of all people (staff, contractors and visitors) in the workplace as required under OHS Legislation. Implementing this duty of care requires everyone in the workplace to be aware of potential hazards and to take steps to prevent workplace accidents, injuries and illnesses.
The Hirer is the person in control of the workplace as specified under OHS legislation and must fulfil their obligations under this Act. The Darwin Convention Centre is not responsible for the Hirer’s contractors, for the contractors of the Hirer, or the Hirer’s invitees. The Hirer is responsible for everything done on, or to the Darwin Convention Centre by its representatives.
All Hirers must adhere to the Centre’s OH&S Policy, have their own OH&S Policy and adhere to the OHS legislation. The Hirer must appoint an OH&S Manager/contact upon commencement of the Licence Period.
15.2 Evacuation and Emergency Procedures All exhibitors, contractors (including employees, sub-contractors and other associated staff) are to comply with all Workplace Health and Safety requirements in place at the Darwin Convention Centre. All Hirers are issued with an Emergency Procedures Document by the Event Coordinator at the commencement of the Licence Period. A copy of this document is attached at the back of this manual, please see Appendix F, and is also provided on the Darwin Convention Centre website.
15.3 Risk Assessment It is the responsibility of the Hirer to assess the risk associated with their event.
This basic process is to ask yourself what could go wrong. The Hierarchy of Risk Control and NSCA Risk Assessment Calculator assists in assessing hazards.
. Eliminate the hazard. . Isolate the hazard. . Develop a safe system of work. . Use of personal protective equipment.
For more information consult your OH&S representative or Risk Manager.
The Centre undertakes its own risk assessment for each event.
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15.4 Incident Reporting It is the Hirer’s responsibility to manage risks and incidents within their Licenced area. All incidents should be reported to the Centre’s Floor Coordinator, as soon as the incident occurs.
15.5 Children In the interest of safety, children under the age of 16 years are not permitted in the Centre during exhibition builds and the bump in and out of events.
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APPENDIX A: STANDARD TERMS AND CONDITIONS
This document is for information purposes only. Detailed Hiring Terms & Conditions are available on request. Confirmed Reservation Under the Hiring Agreement the Licensor and the Hirer shall cause to be specified in writing all of their rights and obligations in respect of the hire of the venue including: Hiring Agreement In accordance with a confirmed reservation the Licensor grants to the Hirer a licence to use the venue for the event for the duration of the space held. Reservations are only considered confirmed upon receipt of a signed hiring agreement and deposits required.
A means of identifying the venue; . The duration of hire; . The estimated Room Hire Charges, Ancillary Charges and Food and Beverage Charges (if any) and a means of ascertaining the actual Room Hire Charges and Ancillary Charges; . Any special services to be provided by the Licensor, the estimated costs of such services and a means of calculating the actual costs of such services; . Any special conditions. Catering The Licensor has the sole right to sell or distribute in the Venue all food and beverages (whether alcoholic or not) or other goods or services. No food or beverage of any kind is permitted to be brought in to the Convention Centre for consumption or sale by the Hirer, any of its sponsors, guests and/or agent.
All menu prices and charges are based on current costs at the period indicated and are subject to increase at the discretion of the Licensor at any time prior to the Event.
A 20% surcharge is applicable on the total amount of the food and beverage charges on public holidays and weekends. Functions for less than 50 people may incur a surcharge to offset labour costs Postponement/Cancellation If at least twelve (12) months before the commencement of the Event the Hirer gives the Licensor notice in writing that it wishes to postpone the Event for any period not greater than two (2) years from the cancellation date, the Licensor will not forfeit the deposit (or any other monies received by it in respect to the hire of the venue) but will continue to hold the same in respect of any subsequently agreed duration of hire.
If the Hirer postpones an Event within twelve (12) months of its proposed commencement, the Event will be treated as having been cancelled.
In the event of cancellation, all monies received from the Hirer by the Licensor will be forfeited as a fee for costs incurred by the Convention Centre.
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Room Hire & Ancillary Charges In consideration of the Licensor making available to the Hirer the venue (and other facilities and services, if any) the Hirer shall pay to the Licensor the Room Hire Charges set out in the Hiring Agreement in the manner referred to in the Hiring Agreement.
Unless the venue is taken on hire in Exhibition mode, the Room Hire Charges set out in the Hiring Agreement shall include the costs of ventilation, air conditioning and all other general lighting.
All other Room Hire charges are as set out in the Hiring Agreement. In addition to the Room Hire Charges, the Hirer shall pay the Licensor the Ancillary Charges (if any) set out in the Hiring Agreement in the manner referred to in the Hiring Agreement. Payment & Deposit Policy - Conventions
Upon confirmation of reservation: . A security deposit of $5,000 or 2.5% of total licence charges (whichever is greater) . Twelve (12) months prior to the commencement of the Event; $7,500 or 10% of total licence charges (whichever is greater) . Three (3) months prior to the commencement of the Event; 25% of total licence charges . Seven (7) Business Days prior to the commencement of the Event; balance of all outstanding charges Separate payment and security deposit procedures apply to concerts and ticketed events. Liability/Insurance – Hirer’s Risk The Hirer uses and occupies the Venue at the risk of the Hirer. Liability/Insurance – Release The Hirer releases the Licensor and the Owner and their respective employees, officers and agents from any liability for any loss, claim or damage suffered by the Hirer arising from the Hirer’s use of the venue, or goods or services provided by the Licensor to the greatest extent committed by law. To the extent that liability cannot be fully excluded, liability will be limited to the value of the goods or services provided, or the re-supply of them. Liability/Insurance – Indemnity The Hirer will indemnify the Licensor and Owner and their respective employees, officers and agents against all loss, damage or liability (including economic loss) arising from any and each negligent act or omission of the Hirer in connection with the use of the venue or the conduct of the Event. Insurance The Hirer shall have or take out and maintain a public liability insurance policy in the name of the Hirer noting the interests of the Licensor and the Owner covering the duration of hire and also any set-up and dismantle periods.
The policy must have a minimum coverage of AUD20 million per claim against personal injury or damage to property occurring in connection with the Event on such terms and conditions and for such risks as are normally included in such a policy. The Hirer must provide to the Licensor a Certificate of Currency which notes the interest of the Licensor and the Owner.
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Insurance continued The Hirer must not knowingly do anything that limits or removes any rights to the Licensor, the Owner or the Hirer may have under any contract of insurance in relation to the Convention Centre or the Event. Hirer’s Obligations – Details of Proposed Operations of Events In the interests of the smooth preparation for and the running of the event, the Hirer shall supply to the Licensor for its approval full written details as to the proposed arrangements for conducting the event by no later than the date stipulated in the Hiring Agreement. Hirer’s Obligations – Audio Visual & Technical Equipment The Hirer must obtain prior written approval from the Licensor for all equipment, fittings or materials which it intends to bring into the Convention Centre. The Hirer shall not bring or allow any equipment, fittings or materials to be brought into the Convention Centre unless they are: . Safe to use; . Free from any defects; . In good working condition; and . In the opinion of the Licensor of first rate quality or standard and in keeping with the Centre’s equipment and fit-out. The Licensor reserves the right to inspect the equipment, fittings or materials brought into the Convention Centre by any person. If any such equipment, fittings or materials do not, in the opinion of the Licensor, comply with the requirements of these Terms or any other requirement contained in the Hiring Agreement, they must be removed from the Convention Centre immediately and replaced at the expense of the Hirer.
All electrical equipment must comply with Australian Electrical Standards and will be subject to inspection by the Licensor’s technical staff. Any electrical wiring, leads and plugs used in relation to an exhibition or display must comply with the relevant Australian Standards placed by Workplace Health & Safety. A final floor plan indicating positioning of all electrical breakdown boards is to be forwarded to the Licensor of the Convention Centre for approval no later than seven (7) Business Days prior to the bump in of the Event.
Technical equipment in the Convention Centre may only be operated by the Licensor or Licensor’s personnel or by other persons authorised by the Licensor. Except in cases of willful misconduct or gross negligence on the part of the Licensor, the Licensor shall not be liable for technical defects or other problems with that equipment. Hirer’s Obligations – Fire Regulations Where, because of the nature of any event, it is necessary for material of a highly flammable nature (e.g. petroleum products, gas, cooking oil etc), to be used in the Convention Centre, permission to use such material must be sought by written application to the Licensor of the Convention Centre not less than thirty (30) days prior to the first day of occupation of the venue by the Hirer. If permission is granted by the Licensor, the Hirer is to pay or be charged any associated costs with additional fireman or dedicated fire appliance to be present at all times when the building is occupied by any of the Hirer’s invitees.
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The Hirer and the Hirer’s invitees and any other person acting on the Hirer’s behalf or in the Hirer’s employ must not do, or cause to be done, anything that is contrary to the Northern Territory Fire Services Act, or any other laws and regulations with respect to fire safety. Hirer’s Obligations – Photography, Film & Sound Recording The Hirer shall advise the Licensor, for the Licensor’s approval, one (1) month prior to the Event, of any commercial photography, video, film and sound recordings of all kinds to be conducted within the Convention Centre. The Convention Centre’s Licensor may withhold or grant its approval on such terms as it sees fit and the terms of any such approval shall form part of the Hiring Agreement. Hirer’s Obligations – Maximum Sound The Hirer must, at its cost, comply with all applicable laws, regulations, by-laws or permits and the Licensor’s or Owner’s policies and directions relating to sound level limits and noise. Hirer’s Obligations – Force Majeure In the event of any loss or damage being sustained, suffered or incurred by the Hirer or any other person due to any breakdown of machinery, failure of supply of electricity, failure to supply or leakage of water, fire, cyclone, tempest, government restriction, industrial action or any act outside the control of the Licensor or to the temporary closing of the Convention Centre or the interruption of hire by circumstances beyond the control of the Licensor or to any other cause whatsoever, the Hirer shall accept full responsibility and shall indemnify the Licensor and Owner against all costs, claims, damages and expenses. General Provisions – Security Arrangements for additional security requirements over and above the existing service provided in the Convention Centre can be made upon request to the Licensor. The cost of additional security requirements will be borne by the Hirer. General Provisions – Cleaning Unless stated in the Hiring Agreement, general cleaning is included in the costs of the hire of the venue. Additional cleaning charges will be incurred by the Hirer in instances where an Event has created cleaning requirements which are considered by the Licensor to be over and above the cleaning requirements which are normal or usual for similar events. General Provisions – Smoking Smoking is not permitted in the Venue.
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APPENDIX B: Event Planner
Checklist Details Due Date Within three (3) weeks of receiving hiring Hiring agreement signed & sent to DCC rep agreement Upon confirmation with signed hiring First deposit paid ($ ) agreement Second deposit paid ($ ) As per hiring agreement (if applicable)
Third deposit paid ($ ) As per hiring agreement (if applicable) Insurance certificate of currency sent to Three (3) months prior to the event or upon Event Coordinator confirmation Provide event program and details i.e. room set-ups for Three (3) months prior to the event or upon floor plan development confirmation Audio visual/ production/IT requirements sent to Event Three (3) months prior to the event or upon Coordinator confirmation Three (3) months prior to the event or upon Provide food & beverage requirements confirmation Review Event Order draft, complete all event detail Four (4) weeks prior to the event notes and send comments to Event Coordinator Review floor plan draft and send comments to Event Four (4) weeks prior to the event Coordinator Event Order - sign, approve and send to Three (3) weeks prior to the event Event Coordinator Review summary of charges and send approval/ Three (3) weeks prior to the event comments to Event Coordinator Final deposit paid ($ ) Seven (7) business days prior to the event Send Event Coordinator dietary requirements list Seven (7) business days prior to the event
Send Event Coordinator final catering numbers Seven (7) business days prior to the event
Final program given to Event Coordinator Upon arrival at Centre
Complete Building Inspection Report with Building Upon arrival at Centre Services Department Additional order forms signed Prior to departing the Centre
Delegate numbers breakdown (international, national Within three (3) days after the event and local) sent to Event Coordinator Final invoice paid as per updated summary of charges Within seven (7) business days after the ($ ) event Event/client feedback form returned to DCC Within one (1) month after the event
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APPENDIX C: EVENT FREIGHT
LOADING DOCK DELIVERY ADDRESS: DARWIN CONVENTION CENTRE TELEPHONE: +61 8 8923 9000 STOKES HILL ROAD EVENT NAME:
EVENT DATE/S:
EVENT ORGANISER:
ON-SITEON-SITE CONTACT PHONE: CONTACT:
SENDER: CONTACT PHONE:
CONSIGNMENT NOTE NO. : TOTAL NO. ITEMS:
DESCRIPTION OF ITEMS COURIER NAME (i.e. 2 X PALLETS, BOXES, BANNERS, CRATE, SATCHEL)
NO GOODS WILL BE ACCEPTED BEFORE 7 Working Days PRIOR TO Event ALL GOODS ARE TO BE DELIVERED BETWEEN 0830 & 1730 WEEKDAYS
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APPENDIX D: EXHIBITOR FREIGHT
LOADING DOCK TELEPHONE: +61 8 8923 9000 DELIVERY ADDRESS: DARWIN CONVENTION CENTRE STOKES HILL ROAD EVENT NAME:
EVENT DATE/S:
STAND NAME: STAND NUMBER:
EVENT ORGANISER:
ON SITE CONTACT: CONTACT PHONE:
SENDER: CONTACT PHONE:
CONSIGNMENT NOTE TOTAL NO.
NO. : ITEMS:
DESCRIPTION OF ITEMS COURIER NAME (i.e. 2 X PALLETS, BOXES, BANNERS, CRATE, SATCHEL)
NO GOODS WILL BE ACCEPTED BEFORE 7 Days PRIOR TO Event ALL GOODS ARE TO BE DELIVERED BETWEEN 0830 & 1730 WEEKDAYS
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APPENDIX E: BUSINESS CENTRE PRICE LIST A number of resources are available for your convenience. Below are the charges relating to each item. At the conclusion of your event, an inventory will be taken. Items used will be charged as additional orders on your account.
Description Unit of Measure Supplied Cost Taken Charge AA Battery Each 2 $4.00 AAA Battery Each 2 $4.00 Band Aid 10pk Per pack 2 $2.50 Blank CD-R Each 2 $2.50 Blank DVD-R Each 2 $2.50 Blue Tack Per Stick 4 $4.00 Correction Pen Each 1 $4.00 Dettol Hand Sanitiser Each 3 $4.00 Electrical Tape Per Roll 1 $20.00 Gaffa Tape Per Roll 1 $40.00 Gluestick Each 1 $4.00 Hairbrush Each 1 $5.50 Highlighters Per pack of 6 1 $12.00 Libra Napkins Per pack of 16 1 $7.50 Libra Tampons Per pack of 8 4 $3.00 Lint Brush Each 2 $5.00 Map Pins Per pack 1 $5.00 Masking Tape Per Roll 1 $7.00 Nail File 3pk Each 2 $2.50 Notebook - Large Each 1 $5.00 Notebook - Small Each 1 $2.00 Packaging Tape Per Metre 1 $7.00
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Description Unit of Measure Supplied Cost Taken Charge Paperclips Per packet 1 $2.00 Panadol 10pk Per packet 4 $3.50 Permanent Marker Per pack of 4 1 $16.00 Photocopy Paper A4 – White Per Ream 1 $12.00 Photocopying A3 B/W Per Page - $0.15 Photocopying A3 Colour Per Page - $0.20 Photocopying A4 B/W Per Page - $0.05 Photocopying A4 Colour Per Page - $0.10 Post It Pads Per Pad 3 $3.50 Ruler Each 1 $1.00 Scissors Each 1 $20.00 Sorbolene Cream Per tube 4 $4.00 Stapler Each 1 $13.00 Staples Per box of 5000 1 $2.50 Vicks Throat Lozenges Original or Butter Per packet of 20 5 $4.00 Whiteboard Eraser Each 1 $12.00 Whiteboard Marker Per pack of 4 1 $16.00
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APPENDIX F: DCC EMERGENCY PROCEDURES
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