Contract Conditions, Rules and Regulations

In consideration of the allotment by the Organisers Heavy Vehicle Industry Australia (HVIA) of the 2017 Brisbane Truck Show of the space applied for, or such other space agreed to by the parties, the exhibitor hereby agrees and undertakes to observe and comply with the requirements of the following Contract Conditions along with the Rules and Regulations as contained in the “Exhibitor Guide” and any other published material pertaining to the show.

1. Exhibitor Guide

The requirements contained in the “Brisbane Truck Show Exhibitor Guide” made available to all exhibitors prior to the show dates shall be as binding on the exhibitor as if its provisions were contained in the Contract Conditions, Rules & Regulations insofar as they may be applicable.

2. Payment Terms

  • All payments for exhibition space, administration fees or any other show Organisers related cost must be paid with all funds cleared by the due date stipulated on received Tax Invoice.
  • No exhibitor shall enter the allocated display area or participate in any capacity at the show unless all monies due under this agreement have been paid in full.
  • No exhibitor shall be allowed to participate unless all other monies due and payable to the HVIA for whatever reason have been paid in full.
  • A Credit Card payment surcharge will apply at the rate of AMEX and Diners cards 4.5% all other Credit Cards 2.5%.

3. Contractual Price

The contractual price (unless otherwise stated by the Organisers) does not include the following: Connections for electricity, water, gas, waste etc.; Show Advertising or any other advertising medium; Loading and handling equipment; Staffing; Construction and cleaning of exhibits; Freighting of exhibitor display equipment; Telephone or internet connection and usage.

4. Withdrawals and Cancellations

  • The Organisers may consider releasing the exhibitor from its obligations under the agreement in exceptional circumstances, and in that event the exhibitor will be liable to pay 50% of all monies due under the agreement. The Organisers cannot exercise this discretion if less than EIGHT (8) weeks remain before the opening of the show whereupon all monies from the Exhibitor to the Organiser shall become payable forthwith.
  • All cancellations, regardless of circumstances, will be the subject of an additional deduction of the prescribed booking administration fee from any monies refunded.
  • No refunds shall be made unless show documentation (e.g. exhibitor passes) is returned to the show Organiser’s office.

5. Termination of the Agreement

  • Following acceptance by the Organisers of the Exhibitor’s Application for Space, should the Exhibitor be then unable or unwilling to perform his part of the agreement, or fail to comply with the Contract Conditions, Rules and Regulations, or otherwise breach the agreement, the Organisers may terminate the Agreement by written notice to the Exhibitor and may retain any fees paid by the Exhibitor to the Organiser as liquidated damages in reimbursement of management and administration costs.
  • The Exhibitor shall thereafter be prohibited from occupying the display space and shall immediately remove the exhibit from the show site in accordance with the Organisers directions.

6. Conduct

The management and conduct of the show shall be under the control of the Show Organisers and their decision shall be final and binding on all exhibitors, contractors and staff. The Organisers reserve the right to refuse any person admission to the Show without assigning any reason.

7. Staff 

  • All stands must be manned and kept open at all times during the course of the Show, namely 10:00am to 6:00pm Thursday – Saturday (25-27 May 2017) and 10:00am to 4:00pm Sunday (28 May 2017).
  • Exhibitor passes are not to be ordered for, or given to any person other than exhibitor staff nominated on the application form. Passes will be issued only on the written authority of the exhibitor primary contact.
  • Exhibitors must observe and comply with all the rules made by the Organisers for the conduct and operation of the show and comply with all reasonable directions or requirements of any representative of the organisers.
  • Exhibitor staff, including promotional staff, will not tout for business or approach show patrons in any area other than the area bounded by their stand.
  • Exhibitor staff will at all times behave in a professional manner and conduct themselves so as not to cause a situation to arise where patrons are badgered, subject to high pressure sales or in any other way harassed.
  • Behaviour of any representative or agent of the Exhibitor which could in the opinion of the Organisers jeopardise the high standard of the Show will constitute the removal from the Show of that representative or agent immediately upon the request of the Organisers.
  • In the event of behavioural breaches by an Exhibitor/Principal he/she will be excluded further at this or future shows and will immediately vacate the venue upon receipt of the written demand of the Organisers without cause.

8. Promotional Staff Dress Code

Exhibitors shall, at all times, ensure that the dress standard of their promotional staff is appropriate for the high standards set by the event. All decisions on the standard of dress of the exhibitor staff will be made by the Show Organisers and will be final.

Gaining approval on promotional staff’s attire by the Organisers is highly recommended prior to the commencement of the show.

N.B. Further information is contained in the “Brisbane Truck Show Exhibitor Guide” which will be made available to all exhibitors prior to the show dates.

9. Displays 

  • Exhibitors must comply with the show bump in and bump out timetable which is provided by the organiser to the exhibitor.
  • Bump in of stand builder’s equipment for Halls 1-4, Great Hall and Concourse will commence on Sunday 21st May. The organiser will provide exhibitors with a designated bump in and bump out schedule. Access will not be granted to exhibitors or stand builders that is not compliant with the scheduled timetable provided by the organiser.
  • Displays are to be assembled on the Monday, Tuesday and Wednesday preceding the Show; commencing at 7.00am 22nd May 2017 and completed by 10.00pm Wednesday 24th May 2017. Any stand not then in position, completed and occupied shall become available for such other exhibitor as the HVIA shall then determine. All monies paid by the defaulting exhibitor shall be retained by HVIA.
  • Vehicles being displayed must be commercial vehicles over “3.5 tonne GVM or ATM”. In-service vehicles, trailers and service bodies used specifically to display product are not permitted. Any exceptions i.e. testimonial purpose, must have the Organisers prior approval
  • No person may traverse the workplace (venue) during exhibitor bump in and bump out periods unless they are wearing a safety vest or other compliant clothing and closed in footwear regardless of whether they are in buildings or outside areas e.g. Loading docks.
  • No children under 15 years of age are allowed on the worksite during exhibitor bump-in and bump-out periods.
  • No domestic animals (dogs etc.) may be brought onto the worksite during exhibitor bump-in and bump-out periods.
  • No vehicles are to be moved in or out of the venue between 10:00pm Wednesday 24th May and 5:00pm Sunday 28th May 2017 unless approved by the Organisers. 
  • No vehicle engines, generators, compressors, equipment or machinery is to be run/operated or demonstrated between 10:00pm Wednesday 24th May and 4:00pm Sunday 28th May 2017 without prior Organiser approval.
  • Cooking or the preparation of food is not permitted at the show. This applies to exhibitor bump in and bump out periods as well as the show opening days.
  • Displays must be completely dismantled and removed (including indoor garden effects) by 11:00pm Monday 29th May 2017.
  • Exhibitors will be charged for any cost of clearing their site and/or rental of building if not cleared by the time specified.
  • No displays are to be dismantled until 5:00pm on Sunday 28th May; small personal valuable hand held items (i.e. laptop computer, digital cameras) may be removed after the conclusion of the Show on each day.

10. Wall Heights rules

  • All stand designs and wall height approvals are to be lodged with the organiser on or prior to the 3rd of April 2017
  • All ‘Space Only” sites must have, at a minimum, 2.4mt high walling separating neighbouring sites.
  • Walling up to 2.5 meters in height does not need the permission from neighbouring exhibitors or the Organiser.
  • Walling 2.5 meters to 3.6 meters in height must gain written permission from neighbouring exhibitors.
  • Walling above 3.6 meters in height must gain written permission from neighbouring exhibitors and the Organiser.
  • Constructions, towers, pillars, storage rooms above 2.5 meters in height must be a minimum of 2 meters off the boundary of their stand and be approved by the Organisers.
  • Exhibitors are advised that exposed faces of fixtures must be covered with paint or material unless previously arranged with neighbouring Exhibitors.
  • The Organisers reserve the right to exclude any exhibit or part of exhibit deemed unsafe, inappropriate or hazardous in any way. This includes stand signage and rigging.
  • Exhibitors are responsible for the maintenance of their display space and must keep the space in a clean and tidy condition.
  • Trade displays that back onto windows or open areas, must have clean un-branded back walls to their stands.
  • No Exhibitor is permitted to charge a fee to view an exhibit.
  • All restocking deliveries of general supplies to Exhibitor stands during the Show must be made before 9:15am. All service vehicles must be clear of the venue by 9:30am.

N.B. Further information is contained in the “Exhibitor Guide”.

11. Fixtures and Fittings

  • No display material (other than rigged banners) will be fixed to premises. The following must be adhered to in every detail:
    • All rigging must be performed and/or have the approval of the BCEC Rigging department.
    • All rigging must be installed by a qualified rigger.
    • All rigging must be raised to a minimum height of 6 meters in height whilst the bump in and bump out are in progress.
    • Floors of the BCEC cannot be damaged in any way whatsoever. Fixtures and fittings cannot be attached to the floor.
    • Adhesive tapes, glue, etc.: If used, all residues or staining and any damage to paintwork or carpet must be repaired. (This could result in complete walls requiring repainting).
    • Quartz halogen lamps attached to displays must have appropriate covers attached
  • Any damage caused to BCEC premises, or to another Exhibitor’s property, will be rectified by the exhibitor causing such damage or whose agents, employees or contractors cause such damage.
  • Under no circumstances can corrugated cardboard, polystyrene, hessian, straw, hay, coconut fibre, leaves, grasses and sticks be brought into the venue unless fire retarded. Retardation must have a flammability index of greater than 6 and proof of the item’s treatment must be supplied upon request.
  • Freestanding outdoor style flags and pole banners are not permitted.

12. Sharing Space

  • The exhibitor is prohibited from sublicensing, sharing or in any way parting with possession of his display space without prior consent from the organiser. This includes renting, sharing, donating, advertising or promoting multiple brands or in any way allowing another company, organisation, club or person to display, advertising or in any way participates on the exhibitor’s display space.
  • The definition of Sharing: a company that has product on a principal exhibitor stand with company representatives promoting, demonstrating and selling that product and or the Principal exhibitor displaying, promoting and advertising multiple brand names.
  • A Share exhibitor/s must demonstrate that it has a business or supportive product relationship with the primary exhibitor. i.e. product or service distributor.
  • The Primary exhibitor must occupy a minimum of 50% of the floor space / booth site with product and or services, branding and representation.
  • Stand sharing requires prior approval of the organisers.
  • Where two or more Exhibitors and/or Brands share a display space, the principal exhibitor shall be liable to pay for the floor space / booth site and a booking administration fee. The exhibitor/s sharing the site with the principal exhibitor must register as a share exhibitor in their own right and will pay to the organiser a share exhibitor registration fee and administration booking fee; refer exhibitor rates. If the principle exhibitor wishes to advertise multiple brands that fall under the principle exhibitors company ABN the principle exhibitor is liable to pay to the organiser a booking administration for each brand name listed.
    Please Note: unless registered as a shared exhibitor or brand, representatives of that company or brand will not be covered under the HVIA complimentary public liability nor will they be listed in the official show guide. Failure to register with HVIA will jeopardise their welcome to attend any future Brisbane Truck Show.

13. Noise.

  • Exhibitors must not make use of any microphone, sound amplification or musical instrument without the prior consent of the organisers.
  • The Organiser will stop any display or demonstration conducted by the exhibitor if, in the opinion of the Organiser, the display or demonstration is creating a disturbance or disruption to the show.
  • The event will be monitored by the Organiser’s Safety Management Team to ensure compliance with Queensland noise legislation and any directive to Exhibitors from the Organisers, or the show or venue Safety Officers to reduce noise must be complied with.
    No live music is permitted without the prior approval of the Organisers.

14. Alcohol / Hospitality Lounges.

  • Alcohol is not permitted on Exhibitor stands or outside of the dedicated serviced areas.
  • Exhibitor Lounges will be provided for use by Exhibitors and their invited guests only

15. Smoking

No Smoking is allowed inside the BCEC during the show, exhibitors and contractors can smoke in designated smoking areas or outside of the venue on Merivale Street. Legislation has changed in Queensland and smoking is not permitted closer than 5 metres from an entry/exit point to any building.

16. Sales

  • Sales shall not be made and orders shall not be taken for goods or services outside of the show opening and closing hours (10:00am to 6:00pm Thursday – Saturday and 10:00am to 4:00pm Sunday).
  • Exhibitors shall display and/or sell only new vehicles, component equipment and merchandise.
  • Any second-hand vehicles or equipment on display must not be for re-sale and should be included in the display for testimonial purposes only. Any exceptions must have the Organiser’s prior approval.

17. Insurance / Liabilities

  • The Exhibitor, its agents and employees, agrees to keep the Organisers, its employees and agents indemnified against all or any losses, damages, claims, actions, suits, proceedings, demands, costs and expenses for which the Organisers may be or become liable arising out of the participation in the Show by the Exhibitor, its employees and agents or the exhibit itself.
  • The organiser has arranged complementary public liability insurance for all exhibitors through its event insurance policy. There will be no need for exhibitors to provide an insurance certificate of currency to the organisers.
  • The Organisers shall be under no liability to the exhibitors, their servants or agents, invitees or licensees howsoever caused for the loss or damage to exhibits or other property of the exhibitor, their servants, agents, invitees, or licensees however caused unless such liability is caused by the negligence of the organisers. The exhibitor is advised to take out all necessary insurances.
  • The Exhibitor is responsible for all damage to property arising in connection with the exhibitor’s display area howsoever caused, directly or indirectly by him or any contractor, sub-contractor, servant, agent, licensee or invitee of his or any act of omission of any such person or by an exhibit, machinery or other article or thing in his possession.
  • Any damage caused by the Exhibitor to the site or elsewhere in the show precinct, shall be made good by and at the expense of the Exhibitor.
  • The Organisers shall not be liable for any loss, storage or miss delivery of exhibits and no responsibility whatsoever shall lie with the Organisers in relation to exhibits regardless of the circumstances giving rise to any loss or damage.

18. Workplace Health & Safety

The Exhibitor, its agents and contractors must comply with the provisions of the Work Health and Safety Act 2011, its regulations and standards. The Exhibitor, its agents and contractors must obey the directives of the Organisers and their Workplace Health and Safety officers.

19. Electrical

  • Exhibitors must utilise the authorised Exhibition Display contractor (Moreton Hire) for the connection of electrical services to their stand. Exhibitors may use their own electrical contractor for any other power requirements for their stands but subject at all times to the overall co-ordination and supervision of Moreton Hire.
  • All specified electrical equipment, tools, appliances, lights and leads used on the Brisbane Truck Show site must be in current test and tag. Any equipment found to be untagged must be tested and tagged or removed from the Show site immediately. Quartz halogen lamps must have appropriate covers attached.
  • All persons must, when using any electrical equipment: follow safe working practices at all times; whenever possible keep electrical leads off the floor; not allow any motorised equipment to drive over leads; wear the appropriate personal protective equipment.

N.B. Further information is contained in the “Brisbane Truck Show Exhibitor Guide”.

20. Fire Safety

  • Display material must not be attached to, or obstruct fire hose reels or interfere with the efficiency of Clear and unobstructed access to fire fighting equipment must be maintained at all times.
  • Smoking is not permitted within buildings.
  • Fire hazardous materials are to be avoided when displays are being planned. No volatile or dangerous goods to be stored. All fuel tank filler caps must be locked or secured for the duration of the Show. Queensland Fire and Rescue Authority regulations requiring the use of fire retardant materials must be observed.

N.B. Further information is contained in the “Brisbane Truck Show Exhibitor Guide”.

21. Security. 

  • Security will commence 7:00am Monday 22nd May and continue for 24 hours per day until 11.59pm Monday 29th May 2017.
  • Exhibitors are responsible for the security of their stand.
  • The Organisers will not accept responsibility for loss or damage to exhibitors’ property and exhibitors are warned to insure and take precautions against theft or damage to displays, equipment, etc. (see condition 14 – ‘Insurance’).
  • Exhibitors are advised to be present on their stands during all hours that the show is open to exhibitors and contractors (refer Brisbane Truck Show Exhibitor Guide).
  • Items other than small personal valuable hand held items (i.e. laptop computer, digital camera’s) may not be removed after the conclusion of the Show on each day unless written permission is obtained from the Organisers and under the supervision of the Organiser’s security officers. Forms will be available from the Show Organiser’s office and must be lodged with the Organisers.

22. Force Majeure

  • If the holding of the show or the supply of any services by the Organisers is prevented, postponed, or abandoned by reasons of fire, storm, national emergency, labour dispute, strike, lockout, civil disturbance, explosion, inevitable accident or any cause not within the control of the organiser whether of the same sort or not, or the show becomes wholly or partially unavailable for the holding of the show, the Organisers at their absolute discretion, may return a part of the costs of space paid to the Exhibitor. In any such case, the Organisers shall not be liable in any way whatsoever for any expenditure or liability or loss, including consequential loss incurred by the exhibitor.
  • The Organisers reserve the right to postpone the holding of the show on the dates presently arranged and to hold the same on other dates.
  • In the event of the show being cancelled the liability of the Organiser to the Exhibitor shall cease on the refunding of the aforesaid site space fees.
  • The Organiser does not warrant or guarantee, and specifically excludes, any liability to the Exhibitor in relation to:
    • Any difference between the estimated and actual number of visitors to the show
    • Any difference between the estimated and actual number of exhibitors or sponsors, or the identity of exhibitors or sponsors at the show
    • Timeliness or quality of services, or failure or deficiency in the provision of services, that are the responsibility of the show venue and its appointed contractors
    • Cancellation, postponement, part time opening or relocation of the show
    • Cancellation, postponement, part time opening or relocation of any conference, seminar or speaker program that is scheduled to run in conjunction with the show, or the failure of any speaker to appear at the show or related event
    • Any event or circumstances outside the Organiser’s control which impacts upon, prevents or limits the operation of the show or the performance of the Organiser’s obligations under this show contract

23. Show Contract Conditions, Rules & Regulations

  • The requirements contained in this document, in the Exhibitor Guide which is provided to all Exhibitors prior to the show dates, and any other published material pertaining to the show, shall be as binding on the exhibitor as if its provisions were contained in these Contract Conditions, Rules and Regulations insofar as they may be applicable.
  • The Organisers reserve the right to amend, alter, add to or change the Contract Conditions, Rules and Regulations appearing herein at any time at their absolute discretion.