As the show is fast approaching, I would like to draw your attention to the following important information to ensure your participation is smooth and your results are maximised.
Please share this information with your team. If the stand contact has changed, please email the Exhibitor Customer Service Coordinator immediately with the new person’s details.
Move-In Space Only
Space Only Exhibitors
Exhibitors and contractors who are building space only stands will have access between the following hours to set up:
Space Only Stands & Contractors
| Saturday | 8 March 2025 | 2.00pm – 8.00pm |
| Sunday | 9 March 2025 | 7.00am – 8.00pm |
| Monday | 10 March 2025 | 7.00am – 6.00pm |
Display Vehicles and Large/Heavy Equipment
Delivery and placement – Saturday 8 March from 10am-2pm (please contact our freight provider Gel Events to make a booking and discuss details).
Shell Scheme Exhibitors
Exhibitors will have access between the following hours to set up:
| Monday | 10 March 2025 | 7.00am – 6.00pm |
Key Information
- All stands must be completed & ready (and all rubbish removed from the premises) by 6.00pm on Monday 10 March 2025.
Power
If you have not yet ordered power for your stand, please contact PerthExpo.
Show Open Times
| Tuesday | 11 March 2025 | 9.00am – 5.00pm (7.00am Exhibitor access) |
| Wednesday | 12 March 2025 | 9.00am – 5.00pm (8.00am Exhibitor access) |
| Thursday | 13 March 2025 | 9.00am – 3.00pm (8.00am Exhibitor access) |
The organisers reserve the right to alter the above times.
Exhibitors will be able to gain entry up to two hours before the opening time each day. Access to your stand is for stand dressing and product replenishing only.
Organisers Office
The Exhibitor Services Desk, located Foyer Hall 3 – Registration Desk is open from 8:00am each morning.
Space Only Stands
Exhibitors booking space only sites are responsible for the construction of their exhibit which must meet all requirements of the exhibition and the authorities. Each exhibitor is responsible for erecting a partition wall 2.5 meters in height between the exhibitor’s site and the adjoining site. Exhibitors wishing to erect partitions exceeding 2.5 meters must obtain written approval from Diversified (EXA). Where permission is granted, the exhibitor becomes responsible for both sides of the partition wall above 2.5 meters. It must be of solid construction, suitably decorated on the reverse side and to the requirements of the adjoining exhibitor but carry no advertising material where the elevation overlooks the neighbouring stand. Flooring also needs to be organised. Please get in touch with the Operations Manager if you have any issues.
Shell Scheme Stands
Shell scheme stands include walls, carpet, lighting and fascia with the name and stand number of the exhibitor. Please refer to the Shell Specifications to find out if your stand includes or does NOT include power.
The company name style is uniform, and the fascia may not be altered or covered in any way. Exhibitors shall be liable for any damages to the stand structure incurred during the exhibition.
Exhibitor Name Badges
Your main stand coordinator has been sent a link to your Exhibiting Dashboard, where all staff working on the stand are required to be registered to obtain an exhibitor badge.
Each registered staff member will receive an e-mail with their unique QR code and pin. Simply scan on your digital device at our registration desks prior to entering the halls to print off your badge and collect a lanyard.
Exhibitor badges can be collected from the Registration Desk located at Foyer Hall 3 from 12:00pm – 5:00pm on Monday 10th March.
Please note that:
- An exhibitor badge is required for entry into the show on show days
- Exhibitor badges are non-transferable
If you require assistance accessing your Exhibiting Dashboard, please contact the Exhibitor Customer Service Coordinator
Work Health and Safety Check List
Work Health & Safety (WHS) is a major priority for Diversified and the venue. Diversified will aim to create and maintain a safe working environment for all contractors, exhibitors and visitors.
To comply with these standards please note the following requirements in relation to your participation in the Expo.
In particular we have implemented the following:
- The wearing of safety vests will be enforced by the organiser and security staff during move in and move out. Diversified will provide a limited number of safety vests at the door during move in/out, alternatively, please bring your own.
- No children of 15 years or under will be allowed on site during move in and move out.
- No open toe shoes to be worn during move in and move out in the exhibition centre or on the loading dock.
- The consumption of alcohol is strictly forbidden during move in and move out.
Please ensure that if you are booking a SPACE ONLY site that you provide the name of your stand builder for custom built stands by completing the Stand Design Requirements Form. All Stand builders must forward a copy of their PLI Insurance, Workcover and WH&S policy to Diversified before they will be permitted on site.
Stand builders and contractors conducting high-risk works are to complete a venue induction before going onsite. Please download and complete the PCEC Site Induction Form.
Clear Aisles
A number of aisles have been designated as clear ways for forklifts and pedestrians. These will also be indicated on-site with signage. In order to maintain a safe working site, no stock can be placed in these aisles and all aisles should remain clear as possible during construction and dismantling.
Safety Vests
It is a requirement that everyone on site during move in and move out wears a safety vest at all times.
Vests will be provided during move in/move out at the door courtesy of Diversified. You are welcome to bring and use your own if you wish.
Emergency Procedures
All Emergency services need to be coordinated through the Event security to ensure that the emergency vehicles are given the correct information. All security staff are qualified in First Aid procedures. For any first aid requirements please visit security on the show floor or go to the Organiser’s Office where security can be contacted.
In the event of a decision to evacuate, the following announcement will be made Emergency Warning System:
“Ladies and Gentlemen, a situation has arisen which necessitates our interrupting your event. There is no cause for alarm, but we request you quietly and calmly leave the building by the exit nearest to you. Our staff will direct you from there. Please do not collect any personal belongings from the cloakroom, you will be advised when it is safe to return to the building.”
Following this announcement, the Evacuation Tone (loud whooping alarm) will sound. Staff, Clients, Exhibitors, Agents and Patrons will immediately make their way to the nearest emergency exit and report to Assembly Points No.3 and/or No.4 at the front of the building.
Assembly Point Locations
There are 4 assembly areas in case of an emergency. These are located at:
1. Level 1 in front of the Adina Hotel.
2. Level 1 in between PCEC and the Train Station (by the Spotless Office).
3. Level 2 on the grassed area in front of the PCEC Café (Summer Garden).
4. Level 2 on the grassed area to the East of the Busport entrance (Winter Garden)
Please leave all main doors clear for emergency personnel. All Clients of PCEC are requested to familiarise themselves with the emergency exits within the building and the nearest assembly.
Click below to download the assembly point locations.
Deliveries
All deliveries must be addressed as per the Delivery Label
Pavilion Loading Dock Doors 2, 3, 4 & 5 will be in use.
Deliveries are to be made no earlier than 2pm Saturday 8th March 2025 for SPACE ONLY STANDS
Deliveries are to be made no earlier than 7am Monday 10th March 2025 for SHELL SCHEME STANDS
PLEASE NOTE:
- The show moves in on very tight parameters and deliveries will not be accepted at the venue earlier.
- The Venue, Organisers or GEL Events WILL NOT accept, or sign for, the delivery of any goods, packages or other material on behalf of exhibitors.
- The Organisers WILL NOT 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 goods must be collected by the end of the official move out time, no exceptions. Refer to Key Dates & Times for further information.
- All pick up’s must be addressed with a label, including a contact mobile number.
Official Contractors
If you need to speak to one of the official suppliers during move-in please visit their site desk. The following official suppliers will have a customer service desk on-site during move-in:
| Electrical & Lighting | PerthExpo | Front of Pavilion 4 |
| Furniture Hire | PerthExpo | Front of Pavilion 4 |
| Audio Hire & Equipment Hire | PerthExpo | Contact via Exhibitors Desk, Foyer Hall 3 Registration Desk |
| Rigging | AV Partners | Contact via Exhibitors Desk, Foyer Hall 3 Registration Desk |
| Freight, Storage & Forklift | GEL Events | Loading Dock 4 |
If you are using your own trades’ people, make sure that they are suitably qualified and adhere to the rules and regulations of the exhibition. All electrical or plumbing work must be carried out by the official contractor.
Accounts
Companies with outstanding amounts will not be allowed to occupy their stand. For information on accounts please contact Account Receivable on 1300 348 266 or [email protected]
Storage
There is no on-site storage for stand builders materials.
It is recommended that exhibitors consider their storage needs (of packing crates and freight forwarding materials) for the duration of the exhibition. Exhibitors may not leave boxes and packing material in the exhibition display area during the show.
GEL Events can arrange off-site storage at at an additional cost. Exhibitors or their stand-builders requiring offsite storage during the show, must pre-book these services in advance with GEL Events.
For further information please contact our Logistics & Freight Forwarder provider GEL Events.
Security
Security Guards will be on duty throughout the exhibition however for practical and legal reasons organiser’s are unable to accept responsibility for any loss or damage to persons or personal property. No Exceptions: Exhibitors must have adequate property and public liability insurance in connection with the exhibition. We strongly advise you that all personal belongings are secure at all times during move-in, exhibition times and move-out.
Additional Services
For any additional services we strongly recommend that orders are placed before their due date to avoid disappointment or a late surcharge fee. Sometimes these services can be booked on-site but the cost is generally much higher and often subject to availability.
For any additional services please visit the Exhibitor Services Website.
Testing & Tagging
All electrical equipment must be tested & tagged in accordance with the Australian Standard 3760. If you order power or power is included your items will automatically be tested and tagged. For further information download the attached file for approved adaptors, powerboards and wiring systems accepted in Australia.
Car Parking
City of Perth Convention Centre Car Park – No pre-booking available
The City of Perth Convention Centre Car Park is located directly under the Centre.
Open: 24 hours, 7 days a week
Access: via Mill St, Mounts Bay Rd, or the Riverside Dv off-ramp from Mitchell Freeway.
Payment: cash, credit card, or City of Perth Parking Card Centre access: direct access to PCEC during opening hours via central foyer lift and staircases. For more information visit https://www.cityofperthparking.com.au/convention-centre
The City of Perth Parking will help you find an available bay in a car park near the Perth Convention & Exhibition Centre Visit City of Perth Parking to download the View in Real Time App for more information
There are 1500 car bays serviced managed the City of Perth Parking opened 24 hours a day, seven days a week. For rates and further information please visit www.cityofperthparking.com.au.
There are also approximately 5,000 car parking spaces within 1.5 km of the PCEC.
Catering
The Perth Convention Exhibition Centre (PCEC) has exclusive rights to sell and supply any food or drink for consumption in the venue. A full range of takeaway options will be available from the kiosks and outlets within the exhibition halls.
Approval from Diversified is required for On Stand catering functions held outside of the normal operational hours of the exhibition and also for catering functions held outside of the perimeter of your stand.
If you would like to arrange On Stand Catering (including Beverages & Coffee Machine Hire & Service) please download the relevant venue order forms listed in the PCEC Exhibitor Portal here.
If you don’t have an account? Please e-mail [email protected] to create one.
Public Address System
During the open period of the exhibition the public-address system can only be used in an emergency situation. The paging of exhibitors or visitors is not possible, but messages may be left at the Organiser’s.
Official App
The official Energy Exchange Australia 2025 app is the ideal planning tool for visitors attending this year’s show as well as for exhibitors to scan leads. The App will be available around two weeks prior to the event.
Log in details for each individual exhibiting staff can be found on your exhibitor badge confirmation email.
Show Attendee List Scam
WARNING: HOAX THIRD PARTY EMAILS AND LETTERS
Please be aware that Energy Exchange Australia has been the target of groups trying to take advantage of the event’s size and success. Some exhibitors are getting phone calls and e-mail messages from individuals offering all types of services from fake exhibition directories and attendee databases, to travel/hotel arrangements and transportation services.
Energy Exchange Australia and its official vendors do not sell, rent or distribute attendee lists in any way, nor do we send e-mails via Gmail/Yahoo/Hotmail accounts. All official communication comes from a Diversified email account (@divcom.net.au). Any communication suggesting otherwise is not affiliated with Energy Exchange Australia in any way. We recommend you do not click on any links from e-mails from these types of accounts or from any that look suspicious. All Diversified preferred suppliers are included within our exhibitor website and portal.
Banners
Your banner must fall within your stand area and must not encroach on aisle-ways or adjoining stands. Double-sided banners must hang at least one meter in from the boundary of your stand. To arrange the rigging of a banner please contact AV Partners.
Canvassing
To avoid obvious disputes, the distribution of promotional material or samples must be confined to your own stand. You are reminded that your exhibits and stand fitting must remain within the boundary of the space booked. Please design your stand accordingly as encroachment into the aisle will not be allowed. Exhibitors are not permitted to distribute promotional material in aisles or at the entrance to the exhibition. There is also a total ban on visitors canvassing within the exhibition. Please let us know if you see either of these things happening near your stand and our staff will have it stopped.
Cleaning
The exhibition aisles and bins are cleaned throughout the day. Stand floors are cleaned and bins emptied each night. Stand cleaning is also included in the charge for exhibition space. Please notify the organisers if you will be producing a lot of waste during the exhibition as additional charges may be applied.
Admission Policy
In line with exhibitor requests we have restricted visitor entry to business people only. Please include this in any promotion you may undertake and note the same restrictions apply to exhibitors.
Online registration is compulsory for each person attending the show for contact tracing purposes. Online registration will remain open during the show.
Name Badges
All visitors and exhibitors will be issued with a name badge to assist you to identify them.
As an exhibitor, you will be able to scan visitor badge QR codes to capture leads through the event app.
All those working on the stand should be registered as an Exhibitor in order to have this functionality. If they are general visitors to the stand, please direct them to register as a visitor registration instead.
If you have any queries, please contact the Exhibitor Customer Service Coordinator.
Marketing Tools
If you have not accessed already, there is a wide range of Marketing Tools available to assist your time at the show. Refer to the Marketing Tools page or contact our member of our Marketing Team.
Networking Events
Subsea Drinks – Monday 10th March 2025
Designed exclusively for industry professionals as an opportunity to connect with leading minds over drinks and canapes before Energy Exchange Australia 2025 officially opens. This has been a sell out event 7 years running.
Tickets for the Subsea Drinks are booked through Registration.
Opening Party – Tuesday 11th March 2025
Leaders of the industry, colleagues and clients gather to network in a relaxed garden party setting at the official Delmar Opening Party.
A fully catered event featuring entertainment, food and drink, this will be a must-attend!
Tickets for the Opening Party are booked through Registration.
Diversity & Inclusion Lunch – Wednesday 12th March 2025
Step away from the exhibition floor for a thought-provoking lunch on the importance of diversity, equity and inclusion within the energy industry. Hear from an industry led panel and leave with tangible tools on fostering an inclusive workplace.
Tickets for the Diversity & Inclusion Lunch are booked through your Exhibitor Registration.
Move Out – Shell Scheme & Space Only Product Removal
Exhibitors can dismantle their stands during the following times:
Shell Scheme Stands & Space Only Product Removal
| Thursday | 13 March 2025 | 3.30pm – 10.00pm |
Move Out – Space Only Stands & Contractors – Build Dismantle
Space Only Stands & Contractors – Build Dismantle
| Thursday | 13 March 2025 | 5.00pm – 10.00pm |
| Friday | 14 March 2025 | 7.00am – 4.00pm |
Display Vehicles and Large/Heavy Equipment
Move out of Vehicles & large/heavy equipment Friday 14 March between 12noon – 4.00pm
Key Information
- Move-out of product will commence approximately 30 minutes after the close of the show or once the halls are clear of visitors and it is safe to do so.
- Exhibitors are advised to remove all valuables and portables at this time.
- Please note delays are often experienced on the loading dock during build up and breakdown.
- Exhibitor vehicles will not be permitted onto the loading dock until approximately 5.00pm.
- Those not requiring loading dock access can bump out via the carpark from 3.30pm.
- All Shell Scheme stands must be completely moved out by 10.00pm Thursday 13 March 2025.
- All Space Only Stands cannot commence stand dismantle until 5.00pm after the majority of shell exhibitors have moved out. This initiative will ease congestion on the loading dock and inside the pavilions.
- All Space Only Stands must have items completely removed by 4.00pm on Friday 14 March 2025. NO EXCEPTIONS.
- If you are not able to remove your entire product or stand dressing materials by the times stipulated above, please contact the Organiser.
- The Organisers reserve the right to alter the above times.
Dismantling Instructions
To ensure the dismantling of the exhibition proceeds as smoothly as possible, please read the Dismantling Information.