ICC Sydney loading docks are accessible via Darling Drive and controlled by a manned checkpoint. In order to minimise traffic congestion on the public roads surrounding the venue, it is a venue requirement that a move-in schedule is developed and adhered to. Vehicles trying to access the loading dock outside of their designated timeslot will not be granted access.

Space only exhibitors: If you have a custom stand, you will need to book two move-in times: the first timeslot is for your stand-builder to deliver their build materials. The second timeslot will be for delivery of your exhibition and/or display goods.

While the deadline for this compulsory form is Friday, 10 January 2025  you are encouraged to submit this as early as possible so that GEL Events can do their best to accommodate your preference. Considerations such as your position on the floorplan will also be taken into account. If you using GEL Events for transport, a timeslot will be automatically scheduled for you. If using your own transport company, you must book a move-in time/s.

Please contact GEL Events if you have any questions about the form.

GEL Events
1300 013 533

Sarsha Pruessner 
[email protected]
0424 955 695

Important Information:

• Shell Scheme stands will be ready to be occupied by Thursday 13 February at 7:00am
• Goods delivery can be done during move-in times. (Deliveries cannot be made prior to the first date of move in)
• Neither ICC nor the Organisers will take delivery of any goods, packages, or other material on behalf of exhibitors, nor will the Organisers accept responsibility for the safety or well-being of any such items delivered to the site in the absence of the exhibitor, his/her agent or contractor.
• All stands must be completely dressed and all rubbish removed by 10.00pm on Friday 14 February.

Important Information:

• Displays should not be dismantled or products removed before the official closing of the Show at 3:00pm on Tuesday, 18 February 2025
  
• Move-out of products will commence approx. 30 minutes after the show close or once the halls are clear of visitors and it is safe to do so & exhibitors have their vest on.
• Space Only stands cannot commence stand dismantle until 6:30pm.
• All stands must have items completely removed by 12:00pm on Wednesday 19 February 2025.

Show Closure:

When the show closes at 3:00pm, the area will be defined as an exhibition work site and safety precautions must be taken.

• All exhibitors must wear high visibility vests, closed toe shoes and have identification.
• No alcohol is to be consumed during the move out. 
• Children are not permitted in the halls or on the loading dock during move-out. 
• Exhibitors are not permitted to dismantle stands, remove merchandise or remove boxes from the storage area prior to the official closing of the show.
• The loading dock door will only open once all visitors have left the exhibition and when it is considered safe to do so.
• Vehicles should not queue for dock access until two hours after the end of the expo. Exhibitors should also advise their freight companies that they will not gain access onto the loading dock until this time.
• Please be patient and refrain from walking onto the loading dock during this high traffic period. If exhibitors walk onto the loading dock area all forklift activity must stop. This is a directive from WORKCOVER. 
• As removal of walls commences at 10:00pm, please ensure all material is removed by this time. Any items remaining should be packed and placed in the centre of your stand, well clear of the stand wall and marked with: company name, contact person, contact phone number and recipient address details. No responsibility will be accepted by RX Australia for the return of these items.
• Exhibitors are responsible for the security of their displays and exhibits until removed. Reed Gift Fairs will not accept responsibility for the loss of any items.
• Exhibitors are reminded that goods will be at risk during move out and that stands should not be left unattended until all items and equipment have been collected by the appropriate suppliers.
• Goods Left: Any exhibit or material remaining after 12:00pm on Wednesday 19 February will be freighted off-site and stored at the exhibitor's expense. No responsibility will be accepted by Reed Gift Fairs for the return of these items.

This policy provides a safe environment for all personnel (organisers, exhibitors, contractors, visitors) involved in RX events. WH&S is an important initiative and we ask for your support in our safety endeavours.

Simply read the policy document and complete Task 5 acknowledging you have read and understood the WH&S policy to RX by the due date.

Ensure that all personnel involved in your exhibit read this document and comply with the RX policy and procedures and/or have their own policy/procedures.

During the build-up and breakdown periods, your staff and sub-contractors should be constantly reminded by you of the need for vigilance regarding the health and safety of themselves and those working in their vicinity. Any violations or concerns regarding any of the above points should be reported to the hall floor manager or to the organising office.

• Shell Scheme Exhibitors
  If you have contracted the shell scheme package you are covered within our WH&S policy. However, if you are planning to contract other services as part of your stand design, it is advised that you ensure that those contractors/suppliers have their own WH&S policy and follow safe practices - this declaration can therefore act as a guide for you in this regard. 

• Space Only Stands
  If you have elected to contract a space only stand, your stand, walls, signs, floor coverings, etc will need to be constructed and supplied. You are therefore required to complete ALL details within the Stand Declaration Form (Task 7).

It is the policy of RX to endeavour to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects, of health and safety.

RX, along with each respective venue, has, within its scope of policies, a responsibility to ensure that safe working practices are maintained at all times, which includes ensuring that provision is made whereby persons other than the organiser's or venue employees are reminded of their responsibilities whilst working at the exhibition centre.

As an exhibitor, contractor or agent you have a duty under Work, Health and Safety Legislation to ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is reasonably practicable, for the health, safety and welfare of all employees, and that any plant, or systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety, but also of others working or attending the vicinity.

Under Work, Health and Safety Legislation all exhibitors and contractors are required to carry out an assessment of the activities involving the use, handling and storage of hazardous substances within the workplace. As such, RX will undertake an assessment of how any substances used, handled or stored at an exhibition may affect others and if precautions are needed, to ensure that they are put into place.

You are also required to have in your possession a copy of your own Health and Safety policy and a copy of the Health and Safety policy document of each contractor employed by you which may be requested during the exhibition.