Exhibitor Information

Hello Exhibitors and Prospective Exhibitors!

This page contains most of the general information you need and will answer a lot of your questions about exhibiting at Brickvention. If you are accepted as a Brickvention Exhibitor, you will also receive a detailed Exhibitor Manual with specific details around end October / early November.

This document provides you with information about Brickvention, setting up (Bump In) and packing up (Bump Out) for Convention Day (Friday) and Public Days (Saturday/Sunday). 

Timeframe:
Bump In – Thursday
Convention Day – Friday 
Public Days – Saturday  & Sunday
Bump Out – after 5pm Sunday

Venue:
Royal Exhibition Building
9 Nicholson Street, Carlton VIC 3053

Brickvention will operate under all Victorian Government requirements for COVID safety. The health and wellbeing of our volunteers, exhibitors, and visitors is of the highest importance to us. More information about specific COVD-safe requirements will be made available closer to the event.

 

As part of REB guidelines, all Brickvention exhibitors, vendors, volunteers and photographers must complete the online REB induction and safety certification. This certification is valid for 18 months, and is a requirement for entering the venue – details must be recorded and presented to REB staff on request.

Brickvention display tables are 2.4m x .75m

All tables are covered by a Brickventures supplied tablecloth that covers the entire table to the floor. This is a requirement of the Royal Exhibition Building. All boxes and excess packaging must be stored under the tables and the cloths have a part in them to accommodate this.

Exhibitors are allocated a location in the venue. This includes the requested number of tables as per your agreement. The position allocated to your display is final and in line with all Royal Exhibition Building safety requirements.

No items (posters, banners, etc) are allowed to be stuck to the walls or pillars of the Royal Exhibition Building. No tape is to be stuck to the floor without prior discussion and consent of Brickventures Inc.

As a heritage listed building, the Royal Exhibition Building charges Brickventures Inc for any damage sustained during the event (eg. Scratches or chips on walls, floors, etc). Therefore, we request all due care is taken by you and staff across your participation in the event. Where deemed appropriate, costs may be passed to the person responsible for the damage made.

Stage your display

Try not to put too much on your display. If possible, link items together in a diorama rather than it just being a display of models. Make sure there is plenty of space between each model/diorama. Don’t try to fill every bit of your table with lots of models. If you put too much on your display, it will be difficult to focus on the detail of each model.

Build UP not out

If possible, give your display some height so it is visually appealing. This might be via a mountain side if building a landscape or via some form of small plinth or stand if displaying individual models. There are many ways this can be achieved and it will make your display stand out and draw the attention away from those that are all the same height.

Ditch the dust

Make sure your exhibit is clean dust free. People will notice dust. A paint brush or make up brush are good dusting tools. Try to do this before you get to the venue.

Display Code

Ensure your display looks tidy throughout the weekend. Food, Water bottles, coffee cups and drink cans should not be placed on display tables. Check your display every few hours to see if anything has fallen over or needs repairing etc. Although most patrons are usually pretty good, it is easy to bump a table and disrupt a display.

Sticky Fingers

If you are worried about a particular minifig being on your display because it is valuable, please don’t display it without correct supervision. You are responsible for your models at all times.

Don’t get too close to the edge

Where possible, avoid placing items close to the edge of your display. Models too close to the edge of tables are at risk of being bumped and or broken by passing patrons.

Always ensure your display is labelled with a MOC (My Own Creation) Card (otherwise known as a Model Info Card) so people know who is responsible for the build.

A copy of the MOC Info Card template will be made available to approved exhibitors prior to the event. It is a Word document, so you can type in the details  required and print in colour (if possible). Brickvention will supply a standard stand for you. Printing for MOC Cards will not be available during Brickvention bump in.

If you have a group or collection of models that make a scene or display, only use one card for the whole layout/display and not for every single item. For example: a group of spaceships by the same person could be called “The Galactic Armada” rather than naming each ship. This request is to prevent your display looking cluttered with Exhibit Info Cards which may detract from the actual models and to be eligible for a Brickvention Prize.

Due to layout and safety requirements, exhibitors will not be able to be seated with their exhibit. 

An Exhibitor Lounge is available in the North Western corner of the REB for exhibitors and their volunteers. Please use this lounge for your comfort. Water will also be available for all Exhibitors and Exhibitor Volunteers.

It is important to note that no phone chargers, computers or any cords are allowed to be plugged into direct sockets of the REB. Within the Exhibitor Lounge there will be approved power boards for use.

Entry to the Royal Exhibition Buildings for Exhibitors is via the Nicholson Street Gate for both Bump In and Bump Out. 

Nicholson Street Entrance (EXHIBITORS ONLY):
To access the venue, approach the boom gate and venue security guard will open the boom gate for you. You are permitted to drive into the loading dock in front of door 3 for a maximum of twenty (20) minutes to unload your equipment. You must then park your vehicles elsewhere. The closest parking available is Melbourne Museum. Leaving the carpark is via the Rathdowne Street Exit. Please be aware there are tyre spikes when leaving this car park and the speed limits have recently been reduced to 40km/h along Rathdowne Street. Parking at the Museum carpark can be prebooked online.  Museum members are also eligible for a discount. 

Bump In:
It is compulsory for all attendees to sign in prior to setup. This will be done upon arrival at your allocated entrance door. You will receive your table location upon signing in.

Bump Out:
Bump out commences at 5pm on Sunday. No person may start packing up or moving out before this time. Once you have packed up, you may move your vehicle to door 3 (loading dock) and load up. Please ensure your MOCs are packed up before moving your vehicle to the loading bay. Exit is via the Rathdowne Street Exit.

Clothing:
At all times during Bump In and Bump Out you must wear:
–        a safety vest; and
–        closed toe footwear.
If you do not comply with the above you will not be permitted to the Royal Exhibition Building.
Brickvention does not supply safety vests. Please ensure you have your own during bump in and out or you will not be permitted in the venue.

Please note: children under 16 are NOT permitted inside the building whilst forklifts or EWPs (scissor lifts) are in operation.

Access to power for your display will only be made available if requested in your initial exhibitor application. Note that power can only be supplied in certain areas of the building and this will impact where you build can be placed.

All electrical equipment used at Brickvention – including leads, transformers, lights, etc – must be tested and have a current electrical test tag on it.

Your electrical equipment must be tested and tagged prior to the event. Testing and tagging will not be provided by Brickvention and items without tags will not be permitted.

The staff electrician is responsible for all electrical connections to power points. Only the electrician can plug anything into any power point at the Royal Exhibition Building.

The electrician will be onsite on Thursday afternoon of bump in. He will also be present during bump out on Sunday night.

You are not permitted to move displays or equipment outside of official bump in or out times. This is to ensure the health and safety of all Brickvention staff, volunteers and participants.

All stall displays and equipment must be installed by close of Bump In on Thursday night.

You are permitted to bring in and out items you can carry on Friday, Saturday and Sunday, but this can only be done prior to the start of the days activities at 9.00am.

Under no circumstances are you permitted to park and unload on these days outside of the loading dock (door 3).

 

 

 

By submitting your application to exhibit at Brickvention, it is expected that you comply with the terms and conditions you agreed to in your agreement with Brickventures Inc. This includes the following:

* Advertising by exhibitors is not permitted at Brickvention unless permission is granted by Brickventures Inc in writing prior to the event. 

* Exhibitors are only permitted to operate within the bounds of their allocated table space and must seek the permission of Brickventures Inc if wishing to operate outside of those boundaries.

* Exhibitors are expected to act in a manner that will not negatively impact on the reputation of Brickventures Inc or Brickvention. This includes that Exhibitors:
– will act in a professional manner at all times.
– will not, by act or omission, act in a way that places the health, safety and welfare at risk of any Brickvention organiser, volunteer, participant, contractor or patron.
– will act in a manner that is respectful regardless of patrons age, gender, disability and/or impairment, sexual orientation, religious belief or activity, etc.
– will not use foul language.
– will not abuse or use bullying type behaviours towards others.
– will not purposefully damage the venue or provided equipment.
– will leave the venue in a reasonable and tidy condition.

 

If required, exhibitors may organise their own volunteer to help with their exhibit. These volunteers may either help you run your display or relieve you for a break. This is not to be confused with event volunteers who are assisting the committee to run the event.

Your exhibitor volunteer must be pre registered with your application to exhibit. They will be required to complete the REB safety induction and follow the same guidelines and procedures that apply to exhibitors.

Exhibitor volunteers may only attend on the Public Expo and Set up days. They will not be entitled to participate in any competitions or receive any of the gifts or giveaways reserved for the convention participants and exhibitors. Exhibit volunteers will be solely the responsibility of the exhibitor who nominates them.

A security contractor provides security in the venue during the event. Security guards staff the entrance and exit and they roam the event to minimise risk.

Exhibitors are responsible for the security of their displays and equipment linked to their own display area. The venue has security outside of event hours to minimise risk.

There will be NO EXHBITOR PARKING available at the Royal Exhibition Building during Brickvention. Limited disabled access parking may be available and will be communicated to registered exhibitors.

The nearby Melbourne Museum underground carpark offers discounts for earlybird and prebooked parking. Visit their website for more information:
http://museumvictoria.com.au/melbournemuseum/visiting/car-park/

Parking during the event is not provided by Brickventures Inc.    

We encourage you to investigate your own parking options.

The Royal Exhibition Building is located on tram routes 96 (towards East Brunswick) and 86 (towards Bundoora) The tram stop for the REB is located one stop out of the free tram zone. Attendees can take the tram to the last free tram stop and walk through the beautiful Carlton Gardens to reach the REB.

The closest train station to the REB is Parliament Station.

Check the PTV Website for more information on public transport options in Melbourne.

When transporting exhibits, make sure they are securely packed in a strong box. Custom made boxes often work best with large exhibits. We recommend the use of plastic wrap (glad wrap or specialised postal/pallet wrap) to hold the model together and bubble wrap to avoid bumps in transit. It also helps to place smaller models in individual ziplock bags. Do not trust that a model will survive in the back seat of your car or an ordinary suitcase.

For larger exhibits, we recommend modularising the build so it is easier to transport.

 

During the Brickvention weekend, conditions can be unpredictable. Each exhibitor is issued with one convention tshirt which is recommended attire for at least one day of the public exhibition. Often individuals choose to wear these shirts for both days of the public expo. To ensure your shirt is presentable and of a high standard, we recommend caring for your tshirt overnight.

A limited number of additional shirts will be available for purchase at the event should you wish to have a clean shirt to change into. These can be purchased from the Brickvention Merchandise Stand.

Please ensure you take care of your body over the Brickvention weekend. This includes staying hydrated, taking regular breaks, maintaining high standards of personal hygiene commensurate with a public facing role and sharing your love of LEGO with the public.

All exhibitors, vendors, volunteers and attendees are invited to attend special events over the course of the Brickvention weekend.

These events will be announced to exhibitors closer to the event.

Please note that all information above is subject to change without notice.
Brickventures Inc. will not be held responsible or liable for any damages or losses encountered by exhibitors during the event.