SPACE ONLY

Stand Inclusions
Stand Guidelines
Exhibitor Code of Conduct
Sustainability
Privacy Policy

Stand Inclusions

What is a Space Only Stand?

Space Only stands are just that, space allocated on the floor. Anything built on the space is the responsibility of the exhibitor. There are strict rules about materials that can be used and the dimensions of the build. 
 

A Space Only stand does NOT include Signage, Internet, Walling, Furniture, Flooring, Power, or Lighting.

 
As a Space Only stand, you must provide the following via the Stand Declaration Form:
  • Stand design, plans & build schedule
  • Stand builder details
  • On-site contact details
  • Complete the Contractor Information and Code of Conduct documentation
  • Please refer to your welcome email from [email protected] to submit the following information:
    • Insurance details of your stand builder (Worker’s Comp and PLI)
    • Stand sustainability data

The design will be assessed by PAX Australia to ensure it meets all necessary requirements. If necessary, a risk assessment may need to be conducted. For questions regarding the rules or design requirements, contact Tony Meagher.

To ensure speedy approval of stand designs please ensure your design complies with the specific design regulations of PAX and the venue where walling on the perimeter of the stand must not exceed 6m in length without a 3m gap.  

If your stand is located on the Concourse, please ensure you have read the Concourse Stand Guidelines. 

Exhibitor Badge Allocation

Stand Size (square metres) No. of Passes
6 - 9 sqm 5
10 - 18 sqm 7
19 - 36 sqm 10
37 - 54 sqm 20
55 - 90  sqm 25
90 sqm + 35


Passes are provided in the form of badges to be worn on lanyards and must be worn by exhibitors to enter the premises during the show days and must continue to be worn while inside. Passes are generic and do not include names or companies. Passes can be collected from the Exhibitor Services Desk.

Additional passes can be purchased by contacting your account manager or at the event by visiting the Exhibitor Services Desk. 

Submitting your Stand Design

It is a requirement for all Space Only stands that the designs be approved by the PAX Australia Operations team in advance of the show to ensure safety standards are met. Please submit your stand designs and plans via the form below and declare if you are using a stand builder, and have it approved before committing to additional expenses or plans. The process is the same as before, however, it is now supported by our RX Global central team in the Philippines.

The reply email address, [email protected], noted in the emails you will receive, is part of RX Australia. Rest assured, any correspondence you send to this address will still make its way to the RX Global Australia Operations Team.

All stand approvals are still confirmed by RX Australia Operations and as always, we are available to discuss this process with you.

If you have a Space Only stand or plans to modify a shell scheme, you need to ask RX for approval to use a Supplier/Contractor. A Supplier/Contractor is defined as any company (other than the official exhibition contractors) that an exhibitor wants to use inside the exhibition hall, before, during and after the show. 

Stand Declaration Form

Deadline: Thursday 20 August

Rigging Form

Deadline: Wednesday 26 August

Exponet Portal

Deadline: Wednesday 9 September

Stand Guidelines

Helium balloons are not permitted at any time. Should a scissor lift be required to retrieve loose balloons, a charge of $500 may be applicable. Additionally, exhibitors are not permitted to sell stickers at any time unless they are sealed. Exhibitors will be considered liable if stickers are sold and found affixed to venue property or other areas that cause damage. 

If you wish to use flammable gas and/or naked flames, you will need to send an approval and receive permission from Emma Petersen at least one month prior to move-in.

All fabric and material used to dress a stand or for product display must be flameproof. Written confirmation of flame proofing must be provided. Additionally, materials used for construction or display must be non-combustible, inherently non-flammable, flame-proof fabric or self-extinguishing material. Crepe paper, corrugated cardboard, straw, untreated hessian or PVC is strictly forbidden.

Additionally, it is illegal to block or congest emergency exits or access routes to exits, obscure/cover emergency exit signs or block open fire doors. 

  • If you do not wish to have flooring, please seek approval from RX Operations. To request carpet tiles, please contact the official stand build contractor.
  • Rugs, cane mats, vinyl or linoleum flooring, tread plate sheets, 5mm clip flooring and carpet tiles over existing carpet all need to have edges taped down to the existing carpeted surface. A 50mm heavy-duty tape or gaffer-type tape is advisable.
  • Access must be available for power supply to the distribution board located in the pit on some stands, this must be factored into the design of a stand with flooring of any type.

State and local government food/liquor regulations that cover all distribution of food and beverage products apply to all events held at the venue. The venue has exclusive rights for the sale and distribution of all food and drink. No exhibitor or person shall distribute, sell or give away any item of food or drink to visitors without prior written approval by the venue. Generally, the venue will not object to the distribution by the exhibitor of food items, used as a means of demonstrating any product manufactured or supplied by the exhibitor, but the sale of such products is not permitted. To seek approval or to order food from the venue for your stand, please complete the forms below. 

Exhibitor Menu Guide
F&B Sampling Order Form
External Coffee Cart Form
Coffee Cart Order Form
Account Card Order Form

Connections to gas or water can only be arranged through the venue. For more information, please contact Emma Petersen.

Tattoo stands are required to comply with state and local regulations when exhibiting, including maintaining access to water and securing appropriate permission from authorities.

  • If your stand is over 2.4m in height:
    • The exhibitor behind you will then be notified by RX, and if there are no issues the height of your stand will be approved.
    • It is your responsibility to dress the back of the stand in a clean black or white painted finish panel and at no time can there be attached signage looking over or intruding on other exhibitors’ stands. A minimum of 1 metre clearance from the rear or side neighbouring wall must be met for signage or banners sitting higher than 2.4m. 
  • Approval will not be granted to stands 3.5m and over in height until a SWMS or JSA indicating the safe work practice of installation/dismantle is supplied and approved by the venue and RX Operations Manager.
  • If your stand includes rigging (hanging banners), the bottom of the banner must be a minimum of 5 metres from the ground and at least 1 metre above the wall height and 1m from the boundary of adjoining stands. Rigging over aisleways is not allowed unless prior approval from the RX Operations Manager.

Internet is not included in any stand package. 

MCEC has a free wi-fi service for the public, but it is not recommended if the internet is essential for your business, as there are download and session limits. Internet can be obtained from the venue for wi-fi and cable services. Please refer to your exhibitor manuals for contact information to book.  

Internet Services Order Form

Power is not included. 

Power can be ordered from ExpoNet via their online portal. Additionally, any items plugged into power must be electrically tested and tagged before use. Test and taggers will be available during move-in to test your appliances if needed. A set number of items will be tagged as part of the hire price. An additional power supply can be ordered from ExpoNet from their portal. 

Exponet Portal

  • All raised floors, steps and ramps within exhibits are to comply with the relevant sections of the Building Code of Australia. Any raised floor sections must be clearly distinguishable from areas of the surrounding floor space.
  • All raised floors up to 115mm will require a suitable and clearly distinguishable ramp from the main exhibition floor. The ramp must be of a gradient no less than 1 to 3 and must be contained within the contracted stand space. Ramps cannot protrude into the nominated aisleway.
  • All raised floors with a height greater than 115mm but less than 190mm from the main exhibition floor level or the surrounding platform will be regarded as a step. Although ramped edging is not required, the stand will require a ramp in accordance with the Building Code of Australia for disabled access.
  • The raised floor sections or ramps must not contain sharp or dangerous edges and must not cause a trip hazard.

You must receive permission from PAX Australia and the venue to bring a vehicle onto the floor and display on your stand.

Vehicles cannot be started and run without prior permission. All fuel tanks must be full and ignition keys are not to be left in the vehicle. A set of keys for each vehicle must be provided to the venue on arrival.

Each vehicle must have: floor covering during move-in/out to prevent damage from tyres, drip trays under each vehicle and at least one 2.3 kg A:B:(E) dry powder extinguisher mounted in a prominent location in accordance with AS:2444:2001 portable fire extinguishers.

Motor vehicles powered by flammable liquid must have their fuel filter cap sealed or secured to prevent easy removal by unauthorised persons. Vehicles powered by flammable gas (LPG) must have their systems fitted in accordance with AS/NZS 1425:2007 LPG gas fuel systems for vehicle engines and have their fuel tank isolated from the engine mechanically by closing the ‘service tap’ on fitted fuel tank. 

  • Exhibitors must provide their own walls. No reliance can be placed on the surrounding stands providing your walls. You must not use the adjoining walls in any way if your stand is joined to another.
  • All space only stands must provide walling to a min 2.4m high and ensure the stand built is structurally sound.
  • Stand walls that sit on the aisleway must not exceed 6m in length and must have a minimum 3m break/gap for access to the stand to ensure safe traffic flow is maintained across the show. Walling along the perimeter of your stand is subject to approval by RX Operations to ensure line of sight and access is maintained, or the walls are required to sit 1m into the stand space and have a 1m depth between the stand boundary and the wall dressed in the exhibitor's brands or products.
  • The dimensions and position of your stand will be marked out with tape to show the boundary of your stand. Do not build outside of this perimeter.
  • RX will not supply any signage for ‘Space Only' stands. Exhibitors are required to provide their own sign showing their stand number.

Space Only is the term used when an exhibitor has only purchased the bare concrete floor space. Walls, signage, carpet and lighting are not provided by RX. The exhibitor or contractor will design and supply a custom-made stand.

All ‘Space Only' structures must be approved by RX at least four weeks prior to the start of the move-in. Construction on-site will not be permitted without prior approval (please see below on how to gain approval).

  • Please consider sustainability and the environment in the design planning.
  • Hire as many components as possible, furniture, AV, use modular build units, use digital or reusable signage, look at products that have a full life cycle and come from and can be recycled. Consider using local suppliers, products & labour to minimise the logistical impacts
  • Please consider accessibility in the design planning to allow for disabled access to the stand.

Exhibitor Standards & Code of Conduct

  • All stands must be fully staffed, operational and exhibits displayed to visitors during the open times of the exhibition.
  • The exhibitor may not undertake, or cause to be undertaken, any activity which, in the opinion of PAX Australia, is likely to cause any annoyance to visitors or other exhibitors. In particular, audiovisual display equipment must be positioned and the sound level so adjusted as to comply with these requirements. The maximum permissible total sound level in any area of the show is 70dB (slow), measurable at a distance of 3m from the source of the sound using a directional decibel meter.
  • All activities of exhibitors and their staff must be confined to the stand site allocated. No advertising or canvassing for business may take place elsewhere in the exhibition area without prior approval from PAX Australia. 
  • Unless otherwise arranged with PAX Australia, all items that are required for exhibiting purposes must be delivered before the show opens or after the show closes each day.

No exhibitor is allowed to sublet or allocate space on their stand to another company without prior consent from PAX Australia.

An exhibition is a professional, business event. It is essential that exhibitors uphold a high level of professional conduct at all times during the exhibition. In the interest of fairness and respect to all exhibitors and visitors, PAX Australia requests the following Code of Conduct to be adhered to for the duration of the exhibition: 

  • Exhibitors must not use any surrounding aisle space to display products. This is a WH&S requirement.
  • Exhibitors must make themselves known when visiting another Exhibitor's stand and not enter without an invitation from the stand holder.
  • In the event an exhibitor is also a buyer, this must be disclosed to the stand holder.
  • At no time can an exhibitor remove material from another exhibitor's stand.
  • No photographs or video/filming are to be taken of the stands or products. Exhibitors must respect the time, effort and expense taken on exhibits by their fellow exhibitors.
  • Noise levels: music, audio messages, PA system, etc, on your stand must be at an acceptable level, which does not prevent your neighbouring stand from conducting business. The maximum permissible total sound level in any area of the show is 70dB (slow), measurable at a distance of 3m from the source of the sound using a directional decibel meter.
  • Do not continue with business after the show hours. We need to ensure all visitors and exhibitors have vacated the premises to ensure the general security of the exhibition. 

All display material, furniture, seating and selling aids must be kept within the perimeter of your stand. This is a WH&S requirement.

Failure to comply with this regulation may result in your stand being closed down. This refers to products being displayed in the aisleways, but also refers to exhibitors selling from the aisle. This is not only a severe safety breach but can also be detrimental to your neighboring exhibitors, who could be adversely affected. So please note you are unable to locate yourself and/or your staff in the aisle ways to sell.

It is a requirement that all business is conducted on your stand.

  • Promotional staff are not allowed to walk the halls or give out any promotional material; they must remain on your stand at all times. 
  • Promotional staff must at all times conduct themselves in a professional manner and must be respectably dressed at all times.
  • Canvassing or soliciting for business by non-exhibitors or unauthorised personnel during the exhibition is strictly prohibited.
  • Promotions and stand sales must take place from the exhibiting company's space/ stand only. No hawker or pamphlet drop can be done outside of the contracted exhibiting space.
  • PAX Australia reserves the right to remove any exhibitor's promotional or sales staff found canvassing from the exhibition venue.

Any exhibitors in breach of the above Code of Conduct will be addressed by PAX Australia staff during the exhibition and asked to comply. Persistent refusal to adhere to the Code of Conduct may lead to the closing of an exhibitor's stand and/or the exhibitor not being permitted in future events organised by RX Australia and PAX Australia Pty Ltd.

PAX has established a number of policies to ensure that all activities occurring on a stand are safe for exhibitors and visitors and comply with relevant laws regarding the display of video game and safe noise levels.

PAX has a strict ‘no booth babe’ policy with the purpose of creating an environment where everyone can feel comfortable and welcome, and the focus is on games, not hired booth staff.

Booth babes are defined as staff of ANY gender used by exhibitors to promote their products at PAX by using overtly sexual or suggestive methods. Partial nudity, the aggressive display of cleavage and the navel, and shorts/skirts higher than 4” above the knee are not allowed. If for any reason an exhibit and/or its contents are deemed objectionable to PAX management, the exhibitor will be asked to alter the attire of its staff.

Cosplayed characters that are playable in-game are an exception to this rule (within reason), and exhibitors must obtain permission from show management prior to the show. If for any reason an exhibit and/or its contents are deemed objectionable to PAX management, the exhibitor will be asked to alter the attire of its staff or remove those staff from the show. Cosplaying attendees may be asked to alter or modify their costume if it is considered overtly sexual.

Exhibitors may not undertake, or cause to be undertaken, any activity which, in the opinion of PAX Australia, is likely to cause any annoyance to visitors or other exhibitors. In particular, audiovisual display equipment must be positioned and the sound level so adjusted as to comply with these requirements. The maximum permissible total sound level in any area of the show is 75dB (slow), measurable at a distance of 3m from the source of the sound using a directional decibel meter.

Stands that fail to comply with these noise limits will have their power disconnected. 

Exhibitors are required to contain all activities within the dimensions of their booth during the event. No exhibitor is permitted to conduct activities, including giveaways or flyer drops in the aisles of the event, foyers or any other shared space outside of their own booth (unless specifically granted permission by PAX Australia).

To ensure the safety of fans, exhibitors are required to inform PAX Australia of the schedule of any promotional giveaways or activities on their stand that may draw crowds. Exhibitors may not conduct any activity that either creates an unreasonable safety risk (especially regarding crowding or traffic flow) or affects the traffic of neighbouring stands, this includes throwing prizes into crowds of people. Exhibitors are also required to inform PAX Australia where they will be conducting activities that may create queues. Exhibitors are expected to create space in their stands to manage queues as much as possible and to set caps on queues so that they do not impact aisles or traffic.

PAX will provide advice and assistance where possible to manage crowd control at the event and will have the final say regarding any activity that it determines is either unsafe or unreasonably affecting other exhibitors.

No sale by auction, lottery, raffle, guessing game, game of chance, trade promotion or other competition shall be conducted by an exhibitor at the event without the prior consent of PAX Australia. If any such activity is permitted, then the exhibitor is responsible for ensuring they meet any state government requirements for that activity, including permits.

Stand Activations Form

All games must be properly displayed with the properly affixed classification rating and advice on both the game product and any game advertising. Each notice must be in legible letters, not less than 15mm in height and of a colour that contrasts with the background colour of the notice, displayed in a prominent place on or near each entrance to any restricted area or restricted game, so they are clearly visible from outside that area.

Any exhibitor displaying a game (not including tabletop games) must complete the Game Classification Form. This provides the highest rated games you will be showing and also a detailed list of unclassified games. PAX Australia requires all unclassified games to be submitted with a detailed listing of their content in order to provide a likely rating and display advice.

  • Games rated M or below may be seen or played by anyone at the event.
  • Games rated MA15+ or above (or unclassified but LIKELY to be rated at this level) must not be played/seen by anyone under 15 without a parent or guardian present, aged 18 or over.
  • Games rated at R18+ (or unclassified but LIKELY to be rated at this level) may not be played/seen by anyone under 18 without exception. As there will be people under this age on the show floor this will require exhibitors to obscure or fully enclose the area in which these titles are being displayed (see Enclosed Stands below for further information).

Unclassified games must be displayed with the Check The Classification marking ONLY, but access to the game should be treated the same as the rating it would LIKELY receive if classified – that is, if an unclassified game is likely to be rated at an MA15+ level, it should not be played by anyone under 15 without an accompanying parent or guardian.

Games that are displayed in an enclosed area will require minimum exit requirements based on the capacity. ALL exits must be clearly signed using luminous exit signage that is visible from all parts of the internal area.

For enclosed areas within your stand, the Australian Building Codes' minimum exit requirements must be adhered to. Below is a table dictating the number and width of exits required dependant on the capacity of the enclosed space within your stand. ALL exits must be clearly signed using luminous exit signage that is visible from all parts of the internal area. Exit signage will be inspected during move-in and if insufficient will be placed at the exhibitors' expense.

PERSONS

EXITS

AGGREGATE WIDTH OF EXITS (mm)

1 – 25

1-21

1000

26 – 50

2

1500

51 – 75

2

2000

76 – 100

2

2500

101 - 200

2

3000

201 – 400

3

4500

401 – 600

4

6000

601 – 800

5

7500

801 – 1000

5

9000

1000 +

52

90003

 

1 Where one exit is provided, the exits must be at least 1m wide. Where two exits are provided, both exits must have a minimum width of 500mm each.
2 One additional exit for each additional 450 persons or part thereof.
3  500mm additional width for each additional group of 50 persons or part thereof.

Sustainability

RX is a founding signatory to the Net Zero Carbon Events pledge. This commits us to reduce our greenhouse gas emissions by 50% by 2030 and to be net zero by 2050. In fact, RX is on a faster trajectory than the rest of our industry, as our parent company, RELX, signed the Climate Pledge, committing us to be net zero by 2040.

You can learn more about what net zero means to RX in this short video: NET ZERO EVENTS - YouTube

RX has introduced a Sustainable Criteria for Custom Stand Designs to raise awareness and promote exhibitors with custom stands to use sustainable alternatives in their stand design and build. The criteria will form a questionnaire that reviews each component of an exhibitor’s custom stand, such as the build materials and signage used and their outcome after the event. We will also take into consideration where the stand is made, freight transportation and labour hire to gain a broader representation of the stand’s environmental footprint. Based on your answers in the questionnaire, you may be asked to make modifications to your design. 

To support us in our sustainability goals, please consider the following in the design planning of your stand:

  • Hire as many components for the stand as possible, including furniture, AV, and use modular build units.
  • Consider using digital signage and make any printed signage non-event-specific so that it can be used multiple times.
  • Consider using local suppliers, products and labour to minimise the logistical impacts.
  • Reduce the need for printed materials by using QR codes to download information and replace the need for business cards by utilising RX’s lead scanning mobile app, Emperia.
  • Use products that have a full life cycle and that come from and can be recycled.

We are pleased to share that RX is implementing the following sustainable initiatives that you can participate in, at the event:

  • Water Refill Stations will be placed near the hall entries and cafes. Bring your own reusable drink bottle and refill it at one of our water refill stations throughout the day. Interested in sponsoring this initiative? Talk to our sales team today.
  • RX promotes the use of “reusable cups” onsite to reduce waste. We also install washing-up sinks so attendees can clean and reuse their cups at participating venues. Discounts on hot beverages are available for those using a reusable cup at participating venues.
  • RX Operations are working with venues to provide additional waste streams and better signage. If you require a particular waste stream for your stand, please contact RX Operations.
  • Post-show donations – many venues offer the ability to donate furniture and products to charity after the event. Please contact RX Event Production if you are interested in donating.
  • RX offers sustainable stand packages for exhibitor upgrades. Talk to your Sales Manager for more information.
  • All exhibitors and contractors must use LED lighting only. The use of Halogen lights is now banned.

Privacy Policy Requirement

As Exhibitors, you are required to have your company’s privacy policy on display or printed out and easily accessible for visitors at your stand.