Site Display & Field Services

If you are needing access earlier then the 25th May 2019, please contact Management.
Exhibitors are reminded to confirm their site with administration prior to setting up and are requested to strictly adhere to the boundaries of their display area.
All displays must be completely set up by 8:00am the day of show opening.
Exhibitors are asked to present their site in a safe and tidy manner during the event.
Exhibitors are responsible for providing, erecting and removing all items necessary for their display. (Tables, chairs, marquees and power leads, etc) It is the responsibility of the exhibitor to make sure that their site is left completely clean of all rubbish before leaving their site. A $150 cleaning fee will apply if not complied with.

Exhibitor packing up before the event times closing will be invoiced a penalty fee of $200. Please respect your neighbour exhibitors as some travel a long way to attend AgGrow.

SITE BOOKINGS:

Please refer to our website for our online booking form. http://www.aggrow.com.au/exhibitor-booking-form/ Care should be taken when information is entered into the booking form as it is used as a reference for all listings regarding your company.

Site sharing “piggy backing” is not permitted unless there is proof of a legitimate company link. Please contact us to discuss all shared sites.

SITE ALLOCATIONS:

Exhibitors are welcomed to book the same site they held the previous event. Ag-Grow will make every effort to accommodate exhibitor’s requests but reserves the right to alter allocations when necessary.

If you have special requirements in relation to your site please add to “other information” in your booking form or call us to discuss it further - 07 4982 4244

Site maps will be available the 15th May.

Cut-off for exhibitors being listed on the current site map and handbook is the 30th April.

SITE PAYMENTS:

Full site payment must be received no later than the 30th March.

Payment plans are available, please contact us to discuss further - 07 4982 4244

EXHIBITOR PASSES:

Each exhibitor must carry their exhibitor pass at all times during the event to avoid admission fees.

Exhibitor passes are available for collection from the admin office prior to the event.

OPENING HOURS:

8.00am to 5.00pm - Thursday & Friday

8.00am to 3.00pm – Saturday

ADMIN OFFICE HOURS:

The admin office is located in the centre of the Ag-Grow grounds.

Office hours are from 7:00am to 6:00pm during Ag-Grow and 9.00am to 4:00pm outside of the Ag-Grow Event. y

For after-hours assistance please contact Donna Reeves, Manager: 0423 625 955

MONEY/CHANGE EFTPOS:

Exhibitors are required to make their own arrangements with local banks in regards to having money or merchant terminals on their site. ATM Machines are located outside the AG-Grow Administration Office.

PERMANENT STRUCTURES:

Permanent structures are encouraged. Please contact us to discuss your wishes to see if requests will adhere to council and licencing guidelines.

FREIGHT CONTACTS:

Emerald Carrying Company: 07 4982 3488

Followmont: 07 4980 4300

HIRE CONTACTS:

(FOR EXTRA TABLES, CHAIRS, MARQUEES, ETC)

Underwood’s Party Hire: 07 4035 4513

CQ Party Hire: 0408 458 347

DISPLAYS AND SET-UP:

Exhibitors are encouraged to complete site set up as early as possible to avoid congestion on the day prior to opening.

A caretaker is on site and exhibitors may gain access to their sites after the 30th May. If you are needing access earlier, please contact Management.

Exhibitors are reminded to confirm their site with admin prior to setting up and are requested to strictly adhere to the boundaries of their display area.

All displays must be completely set up by 8:00am the day of show opening.

Exhibitors are asked to present their site in a safe and tidy manner during the event.

Exhibitors are responsible for providing, erecting and removing all items necessary for their display. (Tables, chairs, marquees and power leads, etc.) It is the responsibility of the exhibitor to make sure that their site is left completely clean of all rubbish before leaving their site. A $200 cleaning fee will apply if not complied with.

Exhibitor packing up before the event times closing will be recorded. Please respect your neighbour exhibitors as some travel a long way to attend AG-Grow.

CATTLE/HORSE EXHIBITS:

Livestock exhibitors have access to loading ramps (fixed and portable) and wash bay facilities.

Panels are available for hire on each site and must be ordered prior to the event.

Panels will be delivered to each site as ordered prior to the event and exhibitors are requested to dismantle and pile their panels on departure and leave Panel pins at the Admin Office.

EXCAVATIONS FOR DISPLAYS:

Please check with the administration office before digging to avoid a costly mistake.

Main underground power is 415 volts and any contact may result in death by electrocution or require expensive repairs which the exhibitor may be liable for.

ACCOMMODATION:

For security reasons camping on your display site is strictly prohibited.

Limited camping areas are available outside the Ag-Grow grounds, please enquire with reception.

FIELD DEMONSTRATIONS/SEMINARS:

These activities are very welcome. If you wish to carry out product demonstrations on your site please be considerate of adjoining exhibitors and explain demonstration on your booking form.

Should you wish to access an area for demonstration purposes please contact reception so arrangements can be made and you can be included on our official timetable.

CRANES, FORKLIFTS, ETC: Crane & forklifts are available free of charge the day before and Monday after the event for set up and tear down.

If you require any of these services during the event you will need to book a time with reception for the use of these services at your own cost. There is a heavy duty loading ramp adjacent to the wash bay area with high pressure cleaners to help keep equipment presentable. (All forklift drivers must provide current forklift licence)

POWER AND WATER:

Power and water is accessible to each site within a 30m radius, there is no drinkable water on the AG-Grow grounds.

Each box has lots of 240 volt single phase outlets.

Three phase power is available on request for heavy industry demonstrations.

Exhibitors are requested to bring their own power leads, power boards, hoses, buckets, rakes, etc.

It is the exhibitors’ responsibility to meet the Workplace Health and Safety requirements as set out in Electrical Installation form provided at the bottom of this information form for the supply of power to sites from the provided connection points.

Exhibitors please note: AG-Grow uses an overhead electrical distribution system. Any equipment installed must be no closer than 1 metre of these overhead electrical cables, and no displays within 1 metre of the Poles. A registered spotter is required when raising your equipment within this proximity. We have a registered spotter on site for your reference. Please contact administration if needing assistance or clarification in this matter.

All power leads are to be labelled, tagged & tested, as inspections will be done on arrival.

SITE IMPROVEMENTS:

Hay bales, sawdust and bark chips are available to enhance your display. The type of hay we use is edible for livestock. Bookings are essential and orders will be available for deliver to your site the day before event opening. You will need to notify AG-Grow of your arrival in order to receive your order - 07 4982 4244.

It is the responsibility of the exhibitor to utilize their site improvements to their own specifications.

SITE SECURITY:

A professional security service operates 2 days before the event and 24 hours during the event.

No persons will be allowed on site after hours during the event unless previous arrangements have been made by AG-Grow Management.

LIVESTOCK:

Livestock for display purposes are subject to the following conditions.

a) No livestock other than those approved by AG-Grow Management shall be brought onto the grounds. b) Animals will only be approved for display if it can be shown that they are an integral part of the exhibit and where the following welfare and safety criteria are met. a) Provision of adequate space for animals comfort. b) Provision of adequate holding facilities. c) Provision of adequate shade. d) Provision of adequate feed as well as access to water at all times. e) Animals must be treated humanely at all times. c) Animals will be immediately removed from the site of any exhibitor considered in breach of any of these conditions/criteria.

Aggrow management reserves the right to interpret and/or modify these conditions/criteria as it sees fit.

SAFETY:

General vehicle movement on the Ag-Grow grounds (not the parking areas) during the hours of 8:00am to 5:00pm is strictly prohibited for safety purposes.

No exhibit, demonstration or action of or by an exhibitor shall be a danger to anyone. Inspections will be made to check for hazardous situations and if requested, an exhibitor must eliminate any hazard promptly and comply thoroughly with any direction given by AG-Grow Management. Final responsibility, however, is that of the exhibitor to ensure public safety.

Fire, police and ambulance services are on site over the three days and are located next to the admin office.

PUBLIC LIABILITY INSURANCE:

Every exhibitor must produce a Certificate of Currency of their own public liability insurance with a cover minimum of $10,000,000.

HEALTH PERMITS FOR FOOD EXHIBITS:

All food exhibitors must adhere to local council regulations and apply for a temporary catering permit. These are available on request from the Health Department for Central Highlands Regional Council: 07 4982 8318 This must be arranged prior to the event.

Council inspections of all food exhibitors will take place over the event with a fee of $25 passed on to the food vendors trading at the field days.

PRIVACY ACT AND PERSONAL INFORMATION:

Your privacy and personal information is protected by law, however, AG-Grow reserves the right to publish your company details on the AG-Grow Emerald web page and to provide your company details to the AG-Grow preferred advertising agencies.

PARKING:

Orderly parking will be available for exhibitors in designated areas outside the AG-Grow event grounds. The only vehicles which will be permitted in the display area during the event between the hours of 8.00 am and 5.00 pm will be those of Field Day officials and those exhibitors who have a vehicle pass for a stationary vehicle which is part of their display.

ALL OTHER VEHICLES MUST BE REMOVED FROM THE DISPLAY AREA BEFORE 8.00 AM OF EACH DAY. THIS WILL BE ENFORCED.

***Important Electrical Safety Information***

AMUSEMENT RIDES:

The 230/400volt (previously 240/415) electrical supply to amusement devices and rides must be provided via one of the following: (Item 3 is what is available on site)

  1. An approved generator complying with AS/NZS 2790 Electricity generating sets – transportable (Up to 25 kW).
  2. A supply from the permanent electrical installation via an isolation transformer complying with AS/NZS 3108 Approval and test specifications – Particular requirements for isolating transformers and safety isolating transformers
  3. A supply from the permanent electrical installation via a residual current device (RCD) with a maximum residual current of 30mA. RCD’s are often referred to as “earth leakage protection device” or “safety switches”.

It is preferred that all permanent electrical switchboards incorporate RCD protection on all socket outlet circuits (as a method of complying with point 3 above).

EXTENSION LEADS – PORTABLE ELECTRICAL EQUIPMENT – RCD’S – PORTABLE SOCKET – OUTLET ASSEMBLY (PSOA’S)

All extension leads, plug-in electrical equipment, RCD’s and power outlet devices shall be tested regularly in accordance with AS/NZS 3760 In-service safety inspection and testing of electrical equipment by a competent person.

  1. An in-date test tag must be fitted to extension leads and portable electrical equipment, equipment found to not have an in-date test tag will be disconnected from the power supply.
  2. Please note AGGROW and its employees are not responsible for testing and tagging exhibitors equipment, please have your equipment tested and tagged before you arrive.
  3. No domestic type power boards shall be used on the Ag-Grow site.
  4. Not to be used onsite other than the office and pavilion areas

  5. No piggyback plugs or double adapters to be used on the Ag-Grow site.
  6. Not to be used onsite other than the office and pavilion areas

  7. Extension leads are to be heavy duty, no light duty domestic leads are to be used.
  8. Portable power boxes fitted with RCD’s shall also be tested daily or each day they are used, by means of the in-built test button.
  9. This is the only portable power board allowed onsite other than the office and pavilion areas

    Extension leads are to be sized from the following table, MAXIMUM LENGHTS OF FLEXIBLE CORDS.

    MAXIMUM LENGTHS OF FLEXIBLE CORDS (Extension Leads)

    Cord Extension Set Rating Conductor Size General Use High Load Rated Equipment
    Amps (mm2) Meters (length) Meters (length)
    10 A 1.0 25 15
    Not common 1.5 35 25
    Not common 2.5 60 40
    Not common 4.0 100 60
    15A 1.5 25 15
    Not common 2.5 40 25
    Not common 4.0 65 45
    32A, 3 phase 6 60 30

    Cord extension sets shall not be joined to form a circuit with a total length that exceeds the relevant maximum value specified in the Table

    NOTE: It is recommended that, where the use of a cord extension set is required, a single cord extension set with no intermediate joins is used. Where such joins cannot be avoided, they should be made using detachable connection devices providing an appropriate IP rating for the degree of exposure.

    • Cord extension sets should not be used while in coiled or reeled configuration
    • All electrical wiring and equipment installed in areas exposed to the weather or other adverse conditions must be suitably protected in accordance with AS 60529
      Degrees of protection provided by enclosures (IP Code) (i.e. weather protected)
    • Cables installed on the grounds (extension leads), in areas frequented by the public, must be suitably mechanically protected and installed in such a way that the cable will not be damaged.
    • Where foot traffic or vehicles will pass over the cables (extension leads), heavy-duty rubber matting over cables laid on the ground will be sufficient for foot traffic. Other cases may require cables to be protected by suitable street piping, rigid planking or purpose-made ducts. In many situations, the mechanical protection will need to be secured in position to avoid any damage to cables.
    (Preferred option is to lay extension leads in areas that are not accessible to the public and staff)

UNDERGROUND SERVICES – ELECTRICAL AND WATER

Buried electrical cables onsite are installed in accordance with AS/NZS 3002, to a minimum depth of 1 meter, but in all situations, pegs longer that 400mm cannot be used. Other methods of securing Portable shade structures should be considered (E.G. weights)

Please see site management prior to using any pegs as they can tell you where water and electrical cables are positioned

OVERHEAD ELECTRICAL CABLES

All 230/400volt overhead power cables installed onsite are insulated ABC (aerial bundled conductor) are black in colour and are installed in compliance with AS/NZS 3002, these are not the only overhead cables installed onsite, there are 22000 volt uninsulated cables that run from the highway to the back of the field day site, alongside of the bitumen driveway to the main office

Exclusion zones for overhead power cables- 22000 volt uninsulated
  • A three metres horizontal and a three-meter vertical clearance must be maintained Between the conductors and any structure, amusement ride, vehicle, plant or person.
  • Any plant that can encroach the exclusion zone shall be positioned in such a manner that it cannot encroach into the zone.
  • No structure, concession, amusement ride, vehicle, plant or person is to extend over bare overhead conductors.

Exclusion zones for overhead power cables- 230/400 volt insulated
  • A one metre horizontal and a one meter vertical clearance must be maintained Between the conductors and any structure, amusement ride, vehicle, plant or person.
  • Any plant that can encroach the exclusion zone shall be positioned in such a manner that it cannot encroach into the zone.
  • No structure, concession, amusement ride, vehicle, plant or person is to extend over overhead conductors.
NOTE: Allowances should be made for conductor sway (windy weather), in addition to the distances mentioned.

OVERSIZE LOADS ENTERING SITE

  • All exhibitors must instruct their oversize haulage company operators that once they have entered the front gate that they must park their oversized load alongside the highway in the grassed area, then proceed to the office by foot or car to arrange an escort to their designated site, this is to avoid accidental damage to any overhead conductors.
  • If this is not followed and damage occurs then it will be the responsibility of the exhibitor to pay the costs of any repairs required

DAMAGED ELECTRICAL EQUIPMENT

Please remove from service (if safe to do so) and report any damaged Electrical Equipment to the site management immediately, please don’t feel silly to report the smallest electrical issue as these small things can sometimes create the largest hazard.

The use of the following is not permitted:
  • Any electrical equipment that is in an unsafe/damaged condition
  • Melted or damaged plug tops
  • Damaged leads
  • Multiple leads terminating in a single plug arrangement
  • Any electrical equipment installed where the conditions or location make it unsafe to do so.

ELECTRICAL SAFETY WITHIN ANIMAL SHEDS AND CONTAINMENT AREAS

Electrical wiring and equipment installed in areas accessible by animals must be mechanically protected from damage that is likely to occur. The type of protection applied must consider the different species of animals likely to frequent the area; for example, goats and rodents may chew wiring whereas horses or cattle may kick wiring or contact lights with their heads. Protection of cables maybe similar to a metallic cable guard or steel conduit. It is often better to relocate electrical wiring and equipment away from these areas if practicable.
It is recommended that residual current devices be fitted to socket outlets in these areas.

If you are needing any of your leads tagged and tested, AG-Grow will have a qualified Electrician onsite leading up to AG-Grow and during the event outside the administration office.