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.

Click here to view the ICC Sydney loading dock map for the Upper Loading Dock, Hall 5.

Delivery Dates

- Thursday 15 February  2:00pm – 7:45pm delivery to be complete by 8:00pm.
- Friday 16 February 8:00am – 8:00pm.

Exhibitors using a freight service will need to ensure couriers are instructed as per the details below:

• Deliveries/pick-ups will not be allowed before – 2:00pm Thursday 15 February, during show hours, or after 11:00am Wednesday 21 February.
• Couriers will need to supply the loading dock marshal with your company name and stand number.
• Exhibitor deliveries must be arranged for a time when YOU WILL BE ON-SITE during the times listed above. If you are unable to be onsite to receive your delivery you will need to instruct the courier company to deliver WITHOUT A SIGNATURE to GEL Events Service Desk or direct to your stand.
• GEL Events will accept deliveries but WILL NOT SIGN FOR or accept responsibility for loss or damage of your goods.
• Life Instyle will under no circumstances be accountable for or accept deliveries on behalf of exhibitors.
• For pallets and crates, courier vehicles should be equipped with a hydraulic drop-down tray for ease of access by pallet jack. 
• If a forklift is required to move your delivery off the truck and to your stand, fees will apply and payment required on the day .
• Click here to download the Delivery Label.
  

Freight and Logistics

If you would like the book the services of GEL Events please login to the Exhibitor Hub and complete Task 10. You should have received your log in credentials directly from GEL Events in order to log into their portal via task 10.

GEL Events

Some fantastic benefits to choose GEL Events:

• Guaranteed delivery; you don’t have to be onsite to accept the delivery as GEL Events are already there.
• No after-hours surcharges.
• Includes all documentation.
• Free shrink wrap and tape.
• Free packaging advice – how to pack right to protect against breakage, save time re-boxing, etc.
• Consultancy – advice on working smarter to save freight costs.
• Onsite briefing – GEL Events will be onsite at Life Instyle offering advice to exhibitors.

The loading dock will be managed by GEL Events

• All exhibitors MUST pre-book a loading dock access time with GEL Events online through Task 9.
•  A 30-minute time limit for unloading applies and will be enforced to all vehicles.
• Trolleys and pallet jacks will be available from GEL Events Service Desk - Please note these are a shared resource and need to be returned as quickly as possible.
• Forklift services are available but must be pre-booked through GEL Events before 29 January otherwise surcharges will apply.
• GEL Events desk is located on the Loading Dock of Hall 5.

Storage 

• Life Instyle provides limited free storage around the perimeter of the show for empty product packaging materials only for example, boxes, pallets, cages and crates used for transporting exhibitor's products to be displayed on their stand.
  However, any boxes, pallets, cages or crates used for the purposes of transporting and packing materials for building the stand itself are NOT part of this free service. Any crates or boxes that require a forklift to be moved will be charged directly to the exhibitor.  Items that can be moved with a pallet jack are included in the complementary service.
• If you have a custom stand/stand builder arrangements will need to be made for the storage of stand building equipment with GEL Events directly. 
• When you have completed your set up please see GEL Events located on the Loading Dock of Hall 5 to arrange the storage of your freight requiring a pallet jack or forklift to move. For security reasons all freight is stored in a secure location and will not be accessible until the end of the show. Any replenishment stock or items required throughout must be stored on your stand.
• Life Instyle nor the venue will take responsibility for damage or loss of goods stored in these areas.
• Freight placed into storage using forklifts by the official freight provider will be returned to stands once all visitors have left the venue and all exhibitors are wearing their high visibility vests and enclosed shoes.

Rubbish Removal 

• All surplus rubbish from the set-up of your stand must be left in the aisle for collection on Friday night or placed in your nearest bin.
• It is the responsibility of all exhibitors to place any remaining rubbish in the venue bins by 10:00am on Saturday before the official opening.
• At the conclusion of move-out leave your rubbish within your stand space for collection. Any large items that are not packaging material will incur an additional cost for disposal from the venue.
  

If you are unsure about any of your rubbish please ask a member of the Life Instyle team.

Move-In	Time	Access
Thursday 15 February 2024	2:00pm – 8:00pm	Exhibitor Move-In (Excl. First Instyle)
Friday 16 February 2024	8:00am* –  8:00pm	Exhibitor Move-In *(First Instyle access from 10:00am)
Show Days
Saturday 17 February 2024	8:00am – 10:00am 10:00am – 6:00pm	Exhibitor Access General Show Open
Sunday 18 February 2024 *Exhibitor Access from 9:30am	10:00am – 6:00pm	Show Opening Hours
Monday 19 February 2024 *Exhibitor Access from 9:30am	10:00am – 6:00pm	Show Opening Hours
Tuesday 20 February 2024 *Exhibitor Access from 9:30am	10:00am – 3:00pm	Closing Day
Move-Out
Tuesday 20 February 2024	3:00pm 3:15pm – 10:00pm	Show closes to Visitors and Contractors have access Exhibitor Move-Out. Note: Space only exhibitors cannot commence stand dismantle until 3:30pm
Tuesday 20 February 2024	11:59pm	All stands beginning with the numbers 19 - 23 must have their stand completely packed down, with all items removed or in labelled boxes ready for collection by GEL or your nominated courier.
Wednesday 21 February 2024	7:00am – 11:00am	Exhibitor Move-Out Continues

• Children are not permitted within the venue during move in and move out.
• Closed-toe shoes and high visibility safety vests must be worn at all times (please remember to bring these with you on Tuesday to change into come 3:00pm)

For security and safety reasons, exhibitors will not be permitted access to their stands outside the move in/out and exhibition open hours unless arrangements have been made in writing with RX.

Exhibitors must wear their unique name badge at all times and will be subject to ID checks where necessary. Your badge gives you access to Life Instyle and Reed Gift Fairs at the ICC Sydney ONLY. 

• Life Instyle will close at 3:00pm on the final day, Tuesday 20 February 2024 at which time the area will be defined as an exhibition work site and safety precautions must be taken.

• All stands beginning with the numbers 19 - 23 must have their stand completely packed down, with all items removed or in labelled boxes ready for collection by GEL or your nominated courier.

• Exhibitors are not permitted to dismantle stands, remove merchandise or remove boxes from the storage area prior to the official closing of the show at 3:00pm.
•  Roller doors to the loading dock will only open once all buyers have left the venue, or when it is considered safe to do so and all exhibitors have their high visibility safety vests on. This normally takes up to half an hour, so please help to speed up the process for everyone by complying with the venue’s rule and put your safety vest and closed shoes on straight away.
  
• No exhibitors’ cars or trucks will be allowed onto the dock until it is deemed safe to do so.
•  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. RX will not accept responsibility for the loss of any items.
• Any exhibiting material remaining after 11:00am Wednesday 21 February will be freighted off-site and stored at the exhibitor’s expense. No responsibility will be accepted by RX for the return of these items.
  

Desk	Location	Services	Operating Days	Hours
Life Instyle	Front of Hall 5	All general enquires related to the show and collection of exhibitor badges.	Thursday 15 February Friday 16 February Saturday 17 February Sunday 18 & Monday 19 February Tuesday 20 February	2:00pm – 5:00pm 8:00am – 6:00pm 8:00am – 6:00pm 9:30am – 6:00pm 9:30am – 3:30pm
Exponet	Front of Hall 5	All enquires related to stand build, lighting, power & furniture	Thursday 15 February Friday 16 February	4:00pm – 8:00pm 8:00am – 8:00pm
GEL Events	Loading Dock Hall 5	All freight & logistics enquires	Thursday 15 February Friday 16 February	8:00am – 6:00pm 8:00am – 7:00pm

Onsite Safety

• High Visibility Safety vests and enclosed shoes must be worn at all times.
• Children under the age of 18 are not permitted inside the venue during move-in/out due to high risk of injury.

Building Your Stand

• Adhesive nails and screws must not be used on venue surfaces. Reinstatement costs for any repairs will be at the expense of the exhibitor.
• Rugs, cane mats, vinyl or lino flooring, tread plate sheets, 5mm clip flooring and carpet tiles over the existing floor all need to have edges tapped down to the existing surface. A 50mm heavy duty tape or gaffer type tape is advisable.
• Displays must be confined to, and canvassing and selling conducted within, space booked. It is a venue fire and safety requirement to have a minimum aisle width of 3 meters.
• Exhibitors and contractors using ladders during construction of a stand must not stand on the top step of the ladder at any time, this is a WHS hazard. Chairs, crates, or boxes may not be used as substitute for ladders.

Electrical Appliances, Flammable Material & Open Flames

 Fire exits and emergency equipment must not be obstructed. You must ensure that portable power equipment is used for the purpose for which it was designed and that safety guard and dust collection bags are correctly fitted and used.

• It is your responsibility to ensure that any equipment or re-wired units comply with the venue regulations before they are installed on-site. You must ensure that portable electric tools are used with the minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it.
• No electrical cables must be allowed to cross gangways, passageways, and fire exits. All portable electrical equipment should have a current inspection tag attached, and when in use, should be connected to a Residual Current Device.
• All electrical equipment, lights, appliances, power boards, leads, etc used on your stand at the Centre must be tested and tagged every 12 months of the Fair in accordance with Australian Standard As/NZS 3760. This is a statutory requirement. Tags need to be clearly identifiable. However, new electrical items (eg. lamps) being displayed for sale and not being plugged in, and will be handled by visitors or demonstrators, do not need to be tagged.
• Please complete the naked flame permit form no later than 14 days prior to the show days: ICC Sydney Naked Flames Form

Electrical Testing & Tagging

• All portable electrical equipment, appliances and leads used on-site must be tested and tagged in accordance with the Workplace Health & Safety Regulations and Australian Standard 3760, 2001.
• A representative will be onsite Friday 16 February to offer a full testing & tagging service.
• It is the responsibility of all exhibitors to turn off all electrical equipment at the end of each day.
• Venue power will be switched off half an hour after closing time during show days.

Fire Regulations 

• Proposals to use flammable gas and/or naked flames i.e candles on any exhibit must be approved in writing by the Venue Management at least one month prior to the first day of move-in.
• Fire extinguishers will be required on stands with lit candles. An Exhibition stand will only be permitted to have a naked flame where it is part of their product range or essential for the demonstration of their product. Flammable liquids may be used as part of an exhibit display within certain guidelines approved by the Venue Management. Data sheets can be obtained from the Venue Management for LP Gas and general flammable liquids.
  
• If you have any doubt about the appliance you plan to use, contact the Operations team at RX.
  
• Fire extinguishers and venue firefighting equipment must be visible and accessible at all times and must not be removed from their correct location. Display stands/materials must not obscure or hinder access to firefighting equipment. All electrical equipment including lights, appliances, power boards, leads etc used on your stand at all exhibitions must be tested and tagged in accordance with the Australian standard 3760-2000. This is a statutory requirement.
• All tags need to be clearly identifiable. Should the construction of a stand create a potential smoke lock area or create an area not serviceable by the existing sprinkler systems, the Venue Management may require the exhibitor to install a smoke detection or sprinkler system, emergency and exit lighting and exit systems on their stand. Materials used for your stand display must be kept clean of lights & electrical leads. DO NOT wrap anything around these leads, as this is a fire hazard

Packing & Freight

• Be aware of forklifts, trucks and other moving machinery, the driver might not see you.
• Forklifts are not to be used by anyone other than fully trained and licensed personnel.
• All aisleways, passages and fire exits must be kept clear of general waste & packaging materials.
• Nails etc. must not be left protruding from any packing case or material.

Alcohol & Smoking

• ICC Sydney is a Licensed Premises and fully supports the Responsible Service of Alcohol. All alcohol must be purchased from the venue & no alcohol is to be brought into the venue without prior approval from ICC Sydney. The licensor will confiscate any unapproved alcohol until the end of the tenanted period.
• To ensure a safe environment for move out alcohol will not be sold  from venue outlets 1 hour prior to the close of the event. Alcohol is prohibited during move in. 
• There is absolutely no smoking allowed in any areas inside the venue.

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.
• Displays should not be dismantled or products removed before the official closing of the show at 3:00 pm on Tuesday 20 February
  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 3:30 pm.
• 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.
• 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 the removal of walls commences at 7:30 pm, 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 for the return of these items.
• Exhibitors are responsible for the security of their displays and exhibits until removed. RX 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 11:00 am Wednesday 21 February, will be freighted off-site and stored at the exhibitor's expense. No responsibility will be accepted by RX for the return of these items.

Here is a list of additional hire and services available for exhibitors

Please click here to view Operations A-Z, a list of operations information.

Why do we need an WH&S Policy?

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.

What is required of Exhibitors?

Simply read the policy document and complete Task 5 of the Exhibitor Hub 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.

What are the WH&S Procedures?

• Shell Scheme Exhibitors
  If you have contracted the shell scheme package you are covered within our WH&S policy and are not required to complete the Custom Build/Modified Shell Approval – Task 7. 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 Custom Build/Modified Shell Approval Form in Task 7 of the Exhibitor Hub.

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.

More Information
Click here for further information on our Work Health and Safety Policy.

Please COMPLETE your WH&S Policy via Task 5 of the Exhibitor Hub to confirm your acceptance of our policy. If you have any questions or concerns please contact the event Operations Manager. 

Every exhibitor must be covered for Public Liability. This can either be the cover we offer or your own insurance. 

As an exhibitor at an RX Global event, we can provide you with Public Liability Insurance. The insurance covers you for a minimum $10,000,000 AUD Public Liability Insurance for the duration of the event including move-in and move-out. This is provided at no cost to you.

The Public Liability Insurance RX provides has been included in your Contract to Exhibit. However, if you chose to sign the contract WITHOUT Public Liability Insurance included then you are required to use your own Public Liability Insurance. You MUST upload your Certificate of Currency via Task 6 in the Exhibitor Hub. 

Your insurance must cover you for the full dates of the event (including move-in and move-out) and be to a minimum of $10,000,000 AUD. If you do not provide your own Certificate of Currently before the event starts you will not be allowed to set up or participate in the event. 

If you wish to learn more about the Public Liability Insurance RX provides, you can refer to the following documents - 

• Public Liability Policy 
• Important Distributor Notice