OPERATIONS A-Z
Before you get onsite, here is some information you might need to finalise your planning. This section includes key operational details, venue information, and important requirements to help you prepare for arrival. Please review all relevant information carefully, confirm any outstanding items, and ensure all necessary arrangements are completed to support a smooth and efficient setup onsite.
Prepaid account cards for retail food and beverage purchases at all ICC Sydney cafés and bars are available to Exhibitors.
Please see the Stand Catering and Kiosk Account Order Form.
Alcohol is not permitted to be served on your stand during event hours without written permission from the Organiser.
Please email all requests to sourcingadmin@iecgroup.com.au
The ICC Sydney retains the sole rights for the sale and distribution of any article of food or beverages for consumption on site. No food or beverages are permitted on the premises without prior, written permission, irrespective of outside sponsorship agreements.
In addition, ICC Sydney is a licensed premises, NSW Liquor Licencing legislation dictates that all alcoholic beverages are purchased from the venue, responsibly served onsite, and cannot be removed from the premises.
Helium balloons can be used as fixed features of an exhibit, event display or as table decoration.
Due to the complexity and cost of retrieving balloons trapped in overhead spaces, removal charges may apply.
Exhibitors planning to use helium balloons as part of their stand display are required to obtain approval from the Organiser.
To receive approval please email sourcingadmin@iecgroup.com.au
Baby change facilities are located throughout ICC Sydney.
Dedicated parents’ rooms can be found in the following locations:
Convention Centre – Ground Level and Level 2
Exhibition Centre – Level 2
ICC Sydney Theatre – Level 2
Each parents’ room has a feeding area, change table and a food preparation area.
The ICC, Sydney has sole catering rights to all food and beverage products. Unauthorised catering goods will not be accepted into the building and will be removed from the premises.
If you intend to bring food or beverage into the venue, including items such as lollies, fruit and water, you require prior written approval from the ICC, Sydney and may also require a Sydney City Council Permit to do so. Please note: breach of this policy may result in the removal of the offending sample items.
Please complete the food & beverage sampling permit form and submit to the ICC, Sydney Exhibitor Services team via exhibitionservices@iccsydney.com
Printing services are available at the Exhibitor Services Desk situated at the southern end of Level 2 of the Exhibition Centre.
The Desk is operated by ICC Sydney staff and is open during Move In, operational and Move Out stages of the Show.
The following guidelines must be adhered to, to comply with Venue Health & Safety Regulations when displaying a vehicle:
A spotter must accompany any moving motor vehicle operating within the Exhibition Hall
A speed limit of 5 km/ph (walking pace) is applicable throughout the Venue
Hazard lights must be used whilst the motor vehicle is in motion within the Exhibition Hall
Place a drip tray underneath the vehicle
Ensure that vehicles carry no more than 5 litres of fuel (not including fuel that may be present in the fuel line and engine). Lock/seal fuel tanks to prevent removal by third parties
For vehicles fuelled by ethanol, methanol or nitro methane, the fuel tanks must be completely empty/purged
Provide contact details for the person/s delivering and collecting the vehicle/s
When vehicles are displayed on ICC Sydney flooring, carpet is required to be placed under tyres
Do not leave keys with the vehicle; a second set is to be provided to Venue security in case of an emergency
The location of the vehicle shall not obstruct or block exits
Under no circumstances is fuel to be decanted or vehicles filled in the Exhibition Hall or on the Loading Dock
PLEASE NOTE: You must submit a Vehicle Display Permit Form to the Venue.
Use & Operation
Use and operation of vehicles or mobile equipment (including bikes, scooters, buggies etc.) within any area of the Venue requires prior authorisation from ICC Sydney. Please ensure compliance with applicable regulatory requirements (e.g. licences, safety equipment, number of passengers, maximum load). ICC Sydney may require a Safety Management Plan relevant to the use of these vehicles.
Details of moving displays requires prior approval from ICC Sydney.
Ensure all vehicles displayed on a gradient (e.g. one set of wheels on a ramp) are locked and no access granted unless removing the vehicle from the display. If the display has the vehicle totally off the floor, use chains or straps to secure the vehicle for added safety.
If vehicle movement is required during the Event, a traffic management plan is required addressing safety, especially in and around Visitors. Details of moving displays require approval by ICC Sydney.
ICC Sydney has two car parks, providing patrons with access to a total of 826 parking bays, 365 days a year, 24 hours each day.
The car park office is located in the Exhibition Centre car park. The entrances to the car parks can be easily found by heading south along Darling Drive. Signage will assist and indicate how many bays are available or if the car park is full.
For convenience, one car park is located beneath the Exhibition Centre and the second is located next to the Main Theatre. Both car parks have a height restriction of 2.1 metres, are controlled by auto pay machines and provide convenient lift access to the Venue.
For further information, please visit: Parking information.
You are not permitted to paint, nail, staple, screw or glue to any floor, ceiling or wall within the International Convention Centre (ICC) Sydney.
Plastic sheeting must be first placed on the floor where turf, woodchips etc. are used in your display.
Material used in stand construction must not cause dampness, staining, be readily ignitable or be capable of emitting toxic fumes should ignition occur.
No childcare facilities are available at the Venue at any time.
During Move In and Move Out periods’ children under the age of 15 years are not permitted in the Exhibition Halls or on the Loading Docks.
At all other times children under the age of 15 years must be supervised by an adult in all areas within the Venue.
Stand vacuuming will occur the night before the Show. Any items placed in the aisles during Move In and during the Show will be deemed as rubbish and removed.
Individual stands may request overnight cleaning on Show operational dates through the Cleaning Services Order Form.
The aisles are public walkways and therefore must not be used to display goods.
If demonstrating your product, you must place your display counter at least one (1) metre back from the front of your stand, to avoid crowds obstructing aisles. Any amplification must not interfere with adjacent Exhibitors.
Due to Work Health & Safety Regulations, all aisles must be free of obstacles – furniture, accessories, displays are not permitted in the aisles.
Telephone
Installation of hand sets and digital lines is available for phones, EFTPOS and modems. Please complete the Phone Services Order Form.
Internet & Networking Solutions
Wireless connectivity is readily available throughout the Venue. Visitors have access to free public Wi?Fi, for basic browsing, email and social media. Premium service and event specific network services for Clients and Exhibitors can be requested by completing the Internet Services Order Form.
The Venue does not allow the use of wireless access points other than the Venue fixed wireless infrastructure and reserves the right to disable wireless transmitting devices found to be causing interference.
The Venue and Organiser will not accept delivery of any goods on behalf of Exhibitors, nor will there be any responsibility taken for the safety of any such items delivered to the Venue in the absence of the Exhibitor.
All electrical equipment must be tested and tagged in accordance with the NSW Work Health & Safety Regulations 2011, Codes of Practice and Australian Standards.
Checks will be carried out to ensure all equipment onsite within the Venue meets with Australian Standards. Non-compliance will result in the Exhibitor being required to remove the equipment.
To comply with Work Health & Safety and egress requirements of the Venue, all aisles must remain unobstructed.
Exhibitors are not permitted to display any materials or products outside of their allocated stand space.
Any materials or products found to be encroaching into the aisles will be removed.
All exhibiting products must be directly related to the Exhibition profile and accord with the Exhibitor’s nominated products for exhibit.
The Organiser has the right to remove goods that are inappropriate to the Event – particularly overt copy goods.
Any materials used for display purposes must conform to the following standards:
Non-combustible material
Inherently non-flammable material
Flame-proof fabric
Self-extinguishing plastic material
Plywood, hardwood, pulpboard or fibre board rendered flame-resistant by a process of impregnation acceptable to the Venue authorities
Content Flammable building material used for stand walls must be fire proofed. The use of readily flammable material in displays, such as crepe paper, corrugated cardboard, straw, untreated hessian, or PVC sheet (except on floors as a protective membrane) is strictly prohibited without the express approval of the Organiser, to obtain approval please email sourcingadmin@iecgroup.com.au
Sawdust, tan bark or wood chips of a reasonable size may be used to decorate floors, provided a protective membrane is laid first and chips are slightly moist at all times. Hay bales can only be used onsite if treated with fire retardant.
In the event of any accident or emergency, please notify a Security Guard onsite or report to the Organisers immediately.
The International Convention Centre (ICC) Sydney offers Exhibitors a wide range of stand catering.
Note: The Venue has sole catering rights to all food and beverage products. Unauthorised catering goods will not be accepted into the building and will be removed from the premises. Menus and beverage lists are available from the International Convention Centre (ICC) Sydney Exhibitor Services team, tel 02 9215 7373 or email exhibitionservices@iccsydney.com
If you intend to give away samples of food or beverage, including items such as lollies, fruit and water, you require prior written approval from the International Convention Centre (ICC) Sydney and may also require a permit to do so. Please note: breach of this policy may result in the removal of the offending sample items.
Please contact the International Convention Centre (ICC) Sydney Exhibitor Services team to submit your Food & Beverage Sampling Permit Form via exhibitionservices@iccsydney.com. For all other Venue requests please contact Exhibitor Services on tel +61 2 9215 7373.
Due to Work Health & Safety Regulations, open-toe footwear is not permitted inside the Exhibition Hall during Move In and Move Out or on the Loading Dock at any time.
GEL Events has been appointed the official Logistics Contractor for the Event.
GEL Events specialises in exhibition freight forwarding – both domestic and international. GEL Events can ensure that your product, display and merchandise are in the right place, at the right time, providing a complete transport, materials handling and storage service. GEL Events provides a complete service including monitoring of freight from your door step right through to your exhibition stand to make sure your goods are handled in a professional manner and all formalities /deadlines are met.
If you are using GEL Events, your goods will automatically be delivered to your exhibition stand. Your goods can be delivered to the Venue from 7am on Monday 16 June 2025 and must be clearly labelled with the Event name, your company name and exhibition stand number. The address details are:
GLOBAL SOURCING EXPO SYDNEY
17 – 19 JUNE 2025
HALL 5
INTERNATIONAL CONVENTION CENTRE SYDNEY
14 DARLING DRIVE, SYDNEY, NSW 2000
Any Goods delivered to the Venue prior to 7am Monday 16 June 2025 cannot be accepted.
Goods delivered with courier services (e.g. FedEx, UPS, DHL) cannot be guaranteed. Exhibitors are advised to make an advanced warehousing arrangement to ensure their samples and products are delivered to the Event during Move In. Exhibitors who choose not to book this service are at risk of logistical problems with their products and samples not arriving in time for the Event opening. The Organiser cannot take responsibility for Goods not arriving nor assist in following up on delayed deliveries or liaise with Customs to clear goods.
For more information on Advanced Warehousing contact:
Killian Rock
T: +61 1300 013 533
W: www.gelevents.com.au
GEL Events offers the following services:
All local, interstate and international transport services including delivery onto each Exhibitors’ stand at the Venue
Storage of early consignments, packing materials during the exhibition and storage after the Exhibition
For international Exhibitors, a comprehensive international freight forwarding service tailored to each particular Exhibitor’s requirements
Prior to the Event, GEL Events will make contact to discuss and determine your individual freight and logistics requirements. In the meantime, for any queries please contact:
International Freight Enquiries
Contact: Killian Rock
T: +61 1300 013 533
W: www.gelevents.com.au
Domestic Freight Enquiries
Contact: Mira Luplow
T: +61 1300 013 533
W: www.gelevents.com.au
As the Event Move In has very tight deadlines, we highly recommend using GEL Events as their service is door-to-stand and they work weekends and outside normal business hours.
Goods Insurance
The Organiser does not have an insurance policy which covers Exhibitors’ goods. You are therefore advised to extend your Property Insurance Policy to cover loss of stock and display equipment due to theft or damage.
Public Liability Insurance
All Exhibitors must have Public Liability Insurance this is cover included with their stand package from the organisers.
A kiosk is located inside, at the front of the Exhibition Hall and will be operational during Show hours.
The Exhibition Centre Loading Dock facilities are on two levels. Access is via a slip?lane from the south bound lane on Darling Drive. A vehicle inspection check point with a boom gate is located at the bottom of the ramp on Darling Drive.
All vehicles must be given permission to proceed to the upper or lower docks.
Neither the Organiser nor Venue Management accepts responsibility for any items delivered to the site in the absence of the Exhibitor, their Agent or Contractor.
All deliveries are to be scheduled for the designated Move In/Out times only.All vehicles entering the Centre’s Loading Dock will be issued with a 20-minute unloading permit.
Please advise Loading Dock staff if a longer time is required. Extended time for vehicles is at the discretion of the Dock Traffic Controller.
The Venue’s permission is required for the use of naked flames or candles. Naked flames or candles can feature in a stand or booth if they are part of the product range or used for product demonstration. Proposals for use of naked flames on stands must be made in writing no less than fourteen (14) days prior to the commencement of the Show.
Please see the Naked Flames Permit Form.
Naked flames include the use of cooking equipment, barbecues, heaters, candles, oil burners, etc.
A fire extinguisher and/or a fire blanket shall be kept on the stand in an area accessible to the general public. This fire extinguisher shall be properly signed
Under no circumstances will the stand be left unattended when the flame is alight
No flammable material shall be within one (1) metre of the flame
Flames shall be extinguished 15-minutes prior to the stand being vacated at the end of the day
Flames will be situated so that members of the public cannot come into contact with the flame or any surface likely to burn the person or ignite their clothing. Facilities used for cooking must have an automatic emergency cut off switch
Appropriate first aid equipment/items must be in place.
All areas of the Venue, including the Loading Dock, Foyer and Balcony areas are non-smoking.
The public-address system is for use by the Organiser for official announcements only. It is only available to Exhibitors or Visitors in the case of genuine emergencies.
The International Convention Centre (ICC) Sydney is well serviced by buses, trains, light rail, and water transport.
For more information visit: Getting there.
All rigging at the International Convention Centre (ICC) Sydney must be done through an accredited rigging company.
Our preferred Rigging Contractor for the Event is Clifton Productions to obtain a rigging quote please contact Clifton Productions on 03 9416 6844 or email expo@cprig.com
Any items placed in the aisles during Move In, during the Show as well as any items still remaining at the Venue once the Move Out has completed will be deemed as rubbish and removed.
A roaming Security Guard will be in attendance during Move In, Move Out and throughout the Show.
It is your responsibility during Show hours to have someone on your stand 30 minutes before opening and until all Visitors have left the building.
Under no circumstances should Exhibitors leave personal valuables on stands.
Report any missing goods immediately to the Organiser’s Office.
Whilst Security Guards will be present during the Move Out, you should have a staff member on your stand to protect your goods. Pay particular attention to security of small valuable items, mobile phones, laptop computers etc.
Staff working on stands will not be admitted without presentation of their Exhibitor Badge to the door Security Guard. Exhibitors may enter 60 minutes prior to the Event opening each day, or earlier with approval from the Organiser.
Early arrivals must stay on their stand and not wander around the Exhibition Hall.
All temporary structures built for Exhibitions must comply with the relevant legislation current at the time of construction. This includes areas pertaining to egress, height, fire safety and flammability ratings of materials. All stands must be designed and constructed in accordance with all relevant Australian Standards and obtain Venue approval prior to the Event.
Mandatory safety requirements are as follows:
A stand with a roof or ceiling larger than two (2) metres is required to provide additional fire protection equipment, such as a smoke detector and portable CO2 or dry chemical extinguisher
Where halogen tube lights are used, ensure the globe unit is protected with safety glass to minimise the risk of explosion and fire
All temporary spot lights or the like are to be a minimum of 300mm from the partitions or combustible goods and or materials
Any custom-built stand with a floor area of more than 50sqm is to be provided with at least one (1) alternative means of egress to the walkways
Doors built into a stand need to comply with the requirements of an exit door i.e. open outwards with a push bar or lever handle
Any door incorporated into the stand and not providing an alternative means of egress is to have a NO THOROUGHFARE sign affixed
Stand Design
Important considerations for a safety-conscious stand design include the following:
Strict compliance with the National Construction Code 2016 (NCC) and all other relevant Australian Standards
Procedures are in place for safely erecting and dismantling the stand once onsite, within the allocated time frame
Stand dimensions fit the allocated space with sufficient clearance
Materials used for stand construction comply with fire hazard properties set out in the National Construction Code 2016 (NCC)
All materials used for lining, drapes, backdrops, blinds or overhead structures, signs, banners, theming, or similar for displays or any part available to the public are to be fire retardant as per the National Construction Code 2016 (NCC) requirements and other relevant Australian Standards. ICC Sydney may request submission of all information or documentation confirming the retardant capabilities of the materials
Use materials that do not cause dampness, stain and are not readily ignitable or capable of emitting toxic fumes in case of ignition
Plywood, hardwood, pulp board or fibreboard are to be rendered flame-resistant by a process deemed acceptable by fire authorities
When decorating or theming, materials such as crepe paper, corrugated cardboard, straw, hay bales, untreated hessian or PVC sheet (except on floors as a protective membrane) are not to be used without prior ICC Sydney approval
Sawdust, tan bark or wood chips of a reasonable size may be used to decorate floors, provided a protective membrane is laid first and chips are kept slightly moist at all times. Cleaning charges apply
Stand Visibility
The Venue requires all stands to be open for visual inspection at all times
No stands are to be covered or blocked by fabric or material at any time as this can be a fire safety hazard
The ICC Sydney will conduct regular stand visual safety inspections and need to be able to sight the stand build
All custom built stands will need to submit a render of your custom stand highlighting dimensions and structural elements along with an ICC Sydney Custom Stand permit application form
Toilets are located throughout the Venue.
Water & Drainage
ICC Sydney is the exclusive provider of water and drainage services within the Venue. Due to restricted access to water supply on the Exhibition floor, it is crucial that all plumbing requirements are ordered well in advance of the Move In date. ICC Sydney provides required water and drainage connection points in the nearest pit or trench. It is the responsibility of the Exhibitor to arrange connection from the service pit to equipment as well as any requirement for self?contained sinks.
Compressed Air
Compressed air is available in the upper and lower Exhibition Halls. The system consists of:
Reticulation system is sized for approximately 12,500 L/Min per Hall
80 diameter compressed air ring main reticulated in trenches within Lower Halls (1-4) and Upper Halls (5-7)
50mm diameter compressed air pipework reticulated through trenches within Halls 2, 3 and 6 running from Foyer to Loading Dock
80mm isolation valves in ring main to enable each Hall to be independently supplied with compressed air, if required
80mm Ball Valve Female Thread available at ends for mobile air compressors
ICC Sydney do not have dedicated compressors onsite to feed air to the system. Compressors will need to be hired. The ICC Sydney needs to be advised of the compressor specifications and proposed location/s. All diesel compressors will need to be housed in an uncovered area of the Loading Docks
If you require any of the above utility services, please contact the venue exhibitor services team on exhibitionservices@iccsydney.com.
Wheelchairs for use at the Venue are available for hire through the ICC Sydney Customer Service Desk.
ICC Sydney is committed to managing the risk of falls at the Venue, and permission is required when working at height. Any person working at height must comply with applicable codes of practice.
Please refer to the ICC Sydney Safety Guidelines for further information or the Working at Heights Permit Form for more information.
