Centre Services Manual
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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 JANUARY 2013 All costs shown in Australian Dollars (AUD) valid ©AEG Ogden 2009 Page 2 of 68 at the time of printing and are subject to change . Centre Services Manual 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 JANUARY 2013 All costs shown in Australian Dollars (AUD) valid ©AEG Ogden 2009 Page 3 of 68 at the time of printing and are subject to change . Centre Services Manual 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 JANUARY 2013 All costs shown in Australian Dollars (AUD) valid ©AEG Ogden 2009 Page 4 of 68 at the time of printing and are subject to change . Centre Services Manual 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 JANUARY 2013 All costs shown in Australian Dollars (AUD) valid ©AEG Ogden 2009 Page 5 of 68 at the time of printing and are subject to change . Centre Services Manual 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.