Information for Exhibitors

Please read the following induction information prior to arriving at EPIC

1. Review the floor layout and:

• take notes of the venue’s evacuation routes and emergency exits

• check your location, exhibition space and signage

1. Note that set up will commence from 3:30pm on the Thursday (15th October)

2. To secure artworks on the temporary walls, bring your own, as required:

• electric cordless screwdriver or drills

• blutac

• Velcro

• etc

1. Consider bringing a trolley or similar to transport your artwork from your car into the venue

2. There will be no storage facilities for exhibitors inside the pavilion.  Please keep any ‘spare’ artworks, tools etc in your car.

 

During Bump in on Thursday 15 October

Loading and unloading arrangements:

• Barlen Exhibition will use the western roller door of the venue between 10am to 3pm to construct the temporary structures

• Exhibitors can access the pavilion between 3.30 - 5.30pm,: 

• park the vehicles on the public carpark on northern side (behind) of the pavilion, but avoid accessing the road along the western side of the pavilion, as Barlen Exhibition may still be using that access to set up the exhibition walls

• enter the pavilion directly from the carpark through the rear entry on the north side of the pavilion; and

• check in with the CAF Team on the tables immediately to the left of the doors.

CAF will provide:

• 2.1m tall step ladder plus a couple of low step ladders

• 25mm screws to secure artwork to the temporary walls

• White corflute sheets to those requiring white background

• Docket book to keep records of your sales

For our safety and the public, ensure that:

1. You wear hi viz throughout the bump in process

2. all fire exits, extinguishers and emergency equipment to remain visible and readily accessible/ unobstructed

3. all electrical leads are securely and safely positioned away from public or appropriately covered

4. all artworks are securely mounted using suitable hanging or plinth systems. Heavy artworks require appropriately rated fittings

5. any freestanding works must be stable and positioned to minimise collision risk.

6. all combustible materials must be kept away from heat sources and not use naked flames without prior approval

7. any fragile, sharp or unstable works are positioned away from easy public access where possible

 

For your health and safety

When installing artworks, exhibitors are to:

• use battery powered portable electrical equipment or cordless screwdriver or drill, and use only the 25mm screws provided by the CAF Team

• only use electrical appliances and tools with current test and tag

When working at heights, exhibitors and volunteers to:

• always have another person assisting with high or large work installation

• always maintain three points of contact when using ladders

• not stand on chairs, tables, boxes or temporary walls and only use low step ladders

When moving large or heavy items, avoid lifting beyond individual capability, seek assistance to move the items, and use trolleys or lifting aids where practical.

 

Throughout the event

CAF will provide

• Sales and wrapping station

• Water dispenser

For our safety

• regularly inspect floor surfaces for any potential slip and trip hazards

• take care when having drinks within the venue and clean spills immediately.  Food and drink caravans will be available outside for exhibitors and the public

• Remove all broken pieces of glass and artwork; and clean floor and surrounding surfaces

• report suspicious, threatening or aggressive behaviour immediately to CAF team and security guard. Do not physically intervene unless necessary to protect someone from immediate harm

• a First Aid Officer and first aid kit will be available throughout the event

To protect your art works and other valuable items

1. Do not leave your stand unattended for long period of time and ensure that you have someone monitoring your artworks

2. Use EFT or PayId to complete sale transactions, minimise the use of cash within the venue and to keep no cash on premises

3. Use the docket books provided to record your sales and issue a copy to your buyer to show the security officer when leaving the venue

4. remind visitors to ensure that their children remain under the supervision of their accompanying adult and discourage the children from touching or climbing.

5. have someone always monitoring their artworks and secure small/ high-value items where practical

6. A security guard will be present on-site during event opening hours

7. A volunteer will be stationed near the rear doors to prevent visitors attempting to leave the venue through the rear doors

 

Prior to demonstrations and workshop sessions

To reduce risks associated with the tools and materials being used during workshops and demonstrations, demonstrator and workshop leaders are to:

1. carefully plan the proposed activities

2. Use the least hazardous products reasonably available

3. Keep products labelled and in original or suitable containers

4. position sharp or projecting elements away from walkways and keep tools and hazardous materials controlled

5. Store paints away from the public

6. Follow manufacturer instructions and Safety Data Sheets where applicable

7. Provide appropriate PPE where required

8. closely supervise participants

9. Establish safe separation between demonstrations and passing visitors and use barriers or appropriate separation where required

10. Clean spills promptly using suitable procedures

11. Avoid overcrowding of participants to provide ventilation for demonstrations

12. have a First aid kit readily available and notify the event’s first aid officer of any potential incidents

 

During Bump out on Sunday 18 October

CAF will provide serviceable step ladder no taller than 2.1m for exhibitors and volunteers to remove the displays

When working at heights, exhibitors and volunteers to:

• not stand on chairs, tables, boxes or temporary walls and only use low step ladders

• always maintain three points of contact when using ladders

• avoid lifting beyond individual capability

• always have another person assisting with high or large work installation

• use trolleys or lifting aids where practical and use two or more people for large or heavy works

Loading and unloading arrangements:

• Exhibitors will park their cars on the northern side of (behind) the venue and remove their artworks between 4.00-5.00pm through either one of the following doors:

• the rear entry on the north side of the pavilion

• the eastern roller door

• the main entry on the south side of the pavilion

• Avoid accessing the roller door on the western side of the pavilion as Barlen Exhibition’s heavy vehicles may have already parked there

• Volunteers and exhibitors to wear hi viz when working on the venue during bump out period

• Ensure that all artworks have been removed from the venue and the venue is clear of exhibitors and volunteers before Barlen Exhibition starts removing temporary structures

• Barlen Exhibition will use the western roller door between 4.30-6pm to demolish and remove all temporary structures