Exhibitors' Guide: Summer Vacation Employment Fair 2008

Key Dates and Details

A detailed information pack will be emailed to you at least two weeks prior to the event. This information pack will aim to make your final preparations and participation in our Summer Vacation Employment Fair as easy as possible.

Event Inclusions

All Summer Vacation Employment Fair packages include:

Fair Participation

• Exhibition space or shell (with a table and 3 chairs)
• A sign featuring your organisation's name
• Access to one power outlet (please ensure you bring a power board if you require multiple outlets).

Publicity

• Employer profile included on the Fair website
• Web/campus publicity (including plasma screen promotion) 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 our website

Catering

• For up to three representatives - includes hot and cold buffet lunch (with meat and vegetarian selections), as well as refreshments throughout the day
• We can cater for additional representatives (a fee of $27.50 per person will be incurred)

About Exhibition Shells and Spaces

• Exhibitors selected at registration to use our standard exhibition 'shell', or be allocated 'space only' in the venue.
• Shells are 3m wide, 1m deep and 2.5m high. The partitioning is finished in white melamine panels with an aluminum framework. Please note, you will not be able to fasten posters directly to the walls of the booths, however, there will be a hanging rail at the top of your booth for promotional material.
• Spaces measure 3 to 3.5m wide by 2m deep and are most appropriate for exhibitors bringing large, free-standing banners and back-drops.
• Banners/backdrops must be less than 3m wide to fit within booths. Banners and displays must not obstruct the view to neighbouring exhibits or impede traffic flow in the venue aisles.
• Students will be informed of your target disciplines via major online promotions prior the event(s) and will receive a detailed hand-out as they arrive at the venue on the day of the Fair. If you feel it is also necessary to have targeted disciplines displayed at your stand, you may order a sign.

About Advertising Employment Vacancies

• All exhibiting employers are encouraged to advertise employment vacancies on our website free of charge. Simply input your advertisement directly via the site and mention in your ad that you will be participating in the Fair, to further highlight your attendance at this major campus event. Many students who attend (as well as some who cannot) will refer to our website for vacancy details, a link to your website and instructions on how to apply for your opportunities.

Preparing for the Event

Delivering Materials and Displays to the Venue by Courier

• Given the short timeframe available for set-up on the morning of the event, we strongly recommend that you courier materials to the venue in advance. So that they can be identified and positioned correctly in the venue, all items must be individually marked with your organisation's name.
• Deliveries are accepted during normal business hours from 9.00am, Tuesday 5 August.
• Deliveries must be addressed to "SUMMER VACATION FAIR - 7 AUGUST, C/- Reception Counter, Monash Sport (Bldg 1), Monash University, Wellington Road, Clayton VIC 3168". Materials should not be forwarded to Employment and Career Development offices.
• If necessary, directions and a campus map can be passed on to your courier.
• Couriers are to report to a staff member at the reception counter in the main foyer of Monash Sport (Building 1), Clayton campus. They will then be directed to where they will need to go to unload their delivery. Couriers should not attempt to unload via the small curbside loading bay next to the front entrance. Although they will be able to stop there briefly to report to reception, they will be directed from there to the best place to unload. (Event participants please do NOT 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.)

If preferred, you can bring materials with you on the day rather than sending them in advance. See below for drop-off details.

On the Day

Arriving on Campus, Parking and Taxis

If you requested them at registration, you will receive parking permits in our information pack (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, between 10.15am and 1.00pm, at the loading bay behind the Doug Ellis Pool Building. Employment and Career Development staff will be waiting to assist you. Please note that a queue may form and minor delays are possible, depending on the stagger of arrivals. 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 travel to campus 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. 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. Also, the University has advised us not to direct traffic to the front of the Centre as it is primarily a no-standing zone, so 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 from 10.15am for you to set up your exhibit for a prompt 1.00pm start. You will be accompanied to your exhibition shell or space when you arrive at the venue. We ask that you set up your stand BEFORE you and your colleagues attend brunch at 11.30am.

Brunch and Refreshments

Brunch and light refreshments will be available between 11.30am and 12.45pm in the Recreation Hall (on the opposite side to the exhibition).  We will cater for the number of representatives you request at registration.

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 7 August between 4.00pm and 7.00pm or, if necessary, between 8.00am and 12.00noon on Friday 8 August.
• 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.
• Given the similarity of items to be collected for many organisations, to prevent misdirection it is essential 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.

Registering for the Event

Please note that registration has closed for the 2008 Summer Vacation Employment Fair. If you have not already registered and would like to, please contact an Employer Relations Consultant to discuss the possibility of late registration, or review our other services for employers for alternative ways to connect with Monash students in your target discipline(s).

About Payment

You will receive an official tax invoice after you have registered. Instructions on payment methods will accompany the tax invoice. Payment should not be made prior to receiving the tax invoice. For invoice and payment enquiries, please email us or phone our office on +61 3 9905 4170.

Cancellation Policy

Intended cancellation of registration and attendance must be notified in writing, by email to Csilla Papp or Tracie Cox. Cancellations not in writing will not be accepted.

A cancellation fee of $220.00 (GST inclusive) will be incurred by organisations withdrawing from the Summer Vacation Employment Fair after 5.00pm, Thursday 3 July, 2008 or this amount is forfeited if the total registration fee is already paid. Cancellations not notified will incur the full registration fee applicable to the selected package option.