Exhibitors' Guide: Graduate Careers Fair 2009

Key Dates and Details

Registration

Once registered, a detailed information pack will be sent to you a few weeks prior to the event. This pack will help make your final preparations and participation in our Graduate Fairs as easy as possible.

Event packages include:

Participation at the FAIR:

• exhibition space or booth (with a table and 3 chairs).
• a sign featuring your organisation's name and target disciplines
• access to one power outlet (please ensure you bring power boards with you)
  Note - No internet connections provided

Publicity:

• employer profile included on our Fair website
• web/campus publicity to promote your organisation's participation to students
• organisation's name and targeted discipline/s on a flyer given to students on the day of the Fair
• promotion of your organisation's employment vacancies via Career Gateway, our jobs portal for Monash students

Catering:

• catering for up to 3 representatives (hot and cold buffet lunch with meat and vegetarian selections, as well as refreshments throughout the day)
• extra catering is available for additional representatives. Please include extra catering requirements on your registration form. Extra catering is AUD$32.50 per person (gst inclusive)

Booths

You may select to use a standard exhibition "shell" or "space" in the venue (subject to availability).

• Shells
  3m wide x 1m deep x 2.5m high
  The back wall is covered in velcro adaptable fabric with an aluminum framework

• Spaces
  3 to 3.5m wide x 2m deep
  Most appropriate for exhibitors bringing large, free-standing banners and back-drops

Note: No table cloths or internet connections provided

Payments

After registration you will receive an official tax invoice. Instructions on how to pay will accompany the tax invoice and payment should not be made in advance of receiving this information. Queries regarding invoices or payments contact Tracie Cox or Csilla Papp below.

Cancellation Policy:

Cancellations must be made in writing to:
Tracie Cox - tracie.cox@adm.monash.edu.au or
Csilla Papp - csilla.papp@adm.monash.edu.au

• Cancel without penalty by close of business Wednesday 11 February 2009
• 50% of the registration fee applies if cancelling between 12 and 26 February 2009
• 100% of the registration fee applies if cancelling after 26 February 2009

BEFORE THE EVENT

Delivering Materials and Displays to the Venue by Courier

Given the short timeframe available for set-up before the event, we strongly recommend that you courier materials to the venue in advance. Ensure that all items are individually marked with your organisation's name so that they can be easily identified and moved into position within the venue.

• Deliveries will be accepted during normal business hours from Tuesday 10 March.
• Deliveries must be addressed to:
  
  CAREERS FAIR - 12 MARCH
  C/- Reception Counter
  Monash Sport (Building 1)
  Monash University
  Wellington Road
  Clayton VIC 3168
  

(Materials are not be forwarded to Employment and Career Development offices).

Couriers are able to deliver via the small curbside loading bay next to the front entrance of Monash Sport (Building 1). Couriers are to report to a staff member at the reception counter in the main foyer. Event participants are NOT to use this delivery point on the day of the event, as numerous vehicles arriving together congest the main campus ring-road and a pedestrian-crossing bottleneck. Traffic officers patrol this area and may fine those stopping in pedestrian or no-standing zones.

Alternatively, if you bring your materials with you on the day, see below for drop-off details.

On the Day

Arriving on Campus, Parking and Taxis

Parking Permits
If requested at registration, you will receive parking permits in our information pack (sent at least two weeks prior the event). Please display a permit on the dashboard of each vehicle you bring and note that permits are only valid in the designated zone. To avoid parking fines, please ensure you park only in the gravel carpark delineated on this campus map.

If you have not couriered materials to the venue in advance:

• Heavy materials may be dropped off before parking your vehicle at the loading bay behind the Doug Ellis Pool Building (see map) between 8.00am - 10.00am if you are exhibiting in the morning and between 1.30pm - 3.00pm if you are exhibiting in the afternoon. Our staff will be waiting to assist you. Please note that a queue may form and minor delays are possible. We ask for your patience in this regard.
• To avoid delays, lightweight, carryable items, (stable) wheelie-cases and similar should be brought with you from the car park (C11 - gravel permit zone), just opposite Monash Sport, only a short walk to the venue.

If you arrive by taxi, please note that the drop-off point for heavy materials is as outlined above. The curbside loading bay at the front of Monash Sport should ONLY be used by TAXI passengers that can cart or carry materials to the venue themselves. The University has advised us not to direct traffic to the front of the Centre as it is primarily a no-standing zone. Vehicles stopping on the roadway congest the main campus ring-road and a pedestrian-crossing bottleneck; therefore we are unable to position helpers at this point. Please be aware that traffic officers patrol the area and may fine vehicles stopping here for extended periods.

Setting Up in the Venue

The Recreation Hall will be open for the morning exhibitors set-up from 8.00am for a prompt 10.00am start. The afternoon exhibitors can set up from 1.30pm for a 3.00pm start. Our staff will accompany you to your exhibition shell or space when your arrive.

Please ensure that banners and displays do not obstruct the view to neighbouring exhibits or impede traffic flow in the venue aisles. For those using exhibition "shells", banners/backdrops must be less than 3 metres wide to fit within the shell.

Lunch and Refreshments

Light refreshments will be available at morning tea (10.30am) and afternoon tea (4.30pm) in the Games Hall, and bottled water will be supplied to exhibits during the event.

A hot and cold buffet lunch will be available from 12.30pm in the Games Hall near the Careers Fair venue. Our staff will direct you to the location. We will cater for the number of representatives you request at registration.

Extra catering is available for additional representatives over and above the complimentary package limit of three per day. Please inform us of the number of extra catering numbers on your registration form. The cost of extra catering is AUD$32.50 (GST inclusive) per head.

After the Event

Instructions for couriers collecting materials:

• If you intend to have a courier collect your materials after the event, pick-up should be arranged for Thursday 12 March between 6.00pm and 8.00pm or, if necessary, between 8.00am and 12.00noon on Friday 13 March.
• Couriers should go to the reception counter at Monash Sport (Bldg 1), Clayton Campus, Monash University, Wellington Road, Clayton. Staff there will direct them to the venue or storeroom, as appropriate.
• Ensure that all your items are marked with your organisation's name and that the courier be able to tell us YOUR organisation name (not their courier company's name) when they collect your materials to prevent misdirection.

Contact Us:

Tracie Cox
Tel: +61 3 9905 3172
Email: tracie.cox@adm.monash.edu.au

Csilla Papp
Tel: +61 3 9905 1525
Email: csilla.papp@adm.monash.edu.au

Terms and Conditions

• Proposed event offerings and published details, whilst not expected to, may change. Should significant changes to an event offering occur, consultation with affected registrants will take place, especially if changes necessitate fee increases.
• Registration may close early if venue capacity is reached prior to the official closing date.
• Employment and Career Development makes no undertaking that places will be available for ALL organisations wishing to participate. It is the responsibility of each organisation to ensure they register online correctly and within the official registration period, whether shortened or not.
• Places cannot be “reserved” based on early or tentative expressions of interest. Registering online is the only way to secure a place.
• Employment and Career Development reserves the right to refuse or cancel the registration of any organisation to ensure that places in demand are filled by organisations most appropriately matched to the aims of these events. If refusal or cancellation occurs, affected registrant(s) will be notified ASAP and no fee will be charged.
• Employment and Career Development may adjust the ‘standard’ or ‘premium’ package allocation of particular registrants. In the unlikely event that such adjustment occurs, registrations downgraded to ‘standard’ will automatically incur the lower package price and will NOT have the option of retaining the ‘premium’ package. Those upgraded to ‘premium’ WILL have the option of refusing the upgrade and related extra cost.
• Acceptance of late registrations is at the discretion of Employment and Career Development and may incur a late fee of $55.00 (GST inclusive) to cover additional administration. This fee is non-refundable in the event of later withdrawal.