Exhibitor Manual

Please complete the following information online PRIOR to the deadline dates listed below.

Below are key contacts. Please note that the below list of suppliers are the official and approved Hair Festival contractors and suppliers. We are aware that other companies have been in touch or will try to contact you; unless they are on the below list, they have not been engaged by us.

Should you wish to arrange your own suppliers, please feel free to do so and let us know so we can make the necessary arrangements.

Hair Festival Team

Suppliers

Friday 27 June 2025

Saturday 28 June 2025

Sunday 29 June 2025

Monday 30 June 2025

Bump-in

• Space only stand bump-in commences 12.00pm Friday 27 June 2025.
• Shell scheme stands Saturday 9.00am Saturday 28 June 2025.
• Education Hub Exhibitors can only bump-in from 6.30am – 8.15am Sunday 29 June 2025.
• Should you require later access please email events@intermedia.com.au.

Bump-out

Bump out commences from 4pm on Monday 30 June. When packing up your stand, please ensure any packages for courier collection are clearly labelled including completed courier documents or forms.

Kindly ensure no items are left behind. If items are left on the premises and are not picked up within an approved period, the cost of disposing the items will be forwarded to the exhibitor.

OFFICIAL FESTIVAL HUB EXHIBITION SUPPLIER

ExpoNet has been appointed as the official festival hub contractor for the 2025 Hair Festival. They are the shell scheme stand builders; they can also supply furniture, signage and additional upgrades and enhancements to your stand.

You will receive an email with a link to the ExpoNet Exhibitor site with your own login details. Once you click through, you can confirm your stand details, including lighting and power requirements, fascia confirmation for your sign, furniture hire requirements, and any additional upgrades. All specific enquiries relating to your exhibition space should be directed to ExpoNet.

Your inclusions

• Shell scheme
• Space only
• Business Hub
• Barber Hub

Your space inclusions are noted on the following pages.

As a standard shell scheme exhibitor of Festival Hub, you will be provided with the following inclusions within your booth.

As an exhibitor of the Business Hub, you will be provided with the following.

Barber Hub exhibitor will be provided with the following:

Festival Hub space only exhibitors will be provided with floor space only. The stand footprint will be marked out, with the four corners indicating the size.

All space only exhibits must provide their own flooring, back and side walls where required. Space only exhibits cannot use the walls of surrounding stands.

All space only exhibitors must submit their stand design for approval by no later than 26 April 2024, or as agreed with the Organiser.

Please include:

• Stand design; front and side elevation
• Floorplan layout of the space configuration
• Photos where relevant; past stand design activation etc

Space Only – Custom Stand

Should you require a stand builder to create a custom space, please contact the below.

Bump-in

Education Hub Exhibitor bump-in commences 6:30am Sunday 29 June 2025. Please make sure your space is ready by 8:15am.

Bump-out

Bump out commences from 4pm on Monday 30 June. When packing up your stand, please ensure any packages for courier collection are clearly labelled including completed courier documents or forms.

Kindly ensure no items are left behind. If items are left on the premises and are not picked up within an approved period, the cost of disposing the items will be forwarded to the exhibitor.

Area

2m x 2m = 4 sqm (or as per your contract floor space)

As a pop-up activation and due to the limited time, there is no stand build in this area. You may bring your own pull-up banner and/or a media wall as backdrop to your space. You are provided with a floor space only. Please confirm if you require power, a trestle table and 2x chairs.

Where possible, please provide the following at your earliest convenience:

• Stand layout for approval by the Hair Festival Director (pictures are fine)
• A brief description of what you will be doing on your stand
• Photos where relevant; past stand design activation etc
• Standard details regarding deliveries, permits etc still apply

As part of Hair Festival’s sustainability mission, Sustainable Salons is offering Exhibitors access to separation bins for those who regularly dispose of materials in general waste throughout the Festival Hub opening hours.

Materials may include:

• Hair from cutting demonstrations
• Product packaging including spray cans, styling bottles, plastic/paper wrap, foil etc.

Sustainable Salons will repurpose the materials, diverting them from landfill. This program aims to help decrease your stand’s environmental impact. Plus! All proceeds from repurposing will help feed hungry Aussies via OzHarvest!

Instructions

• Choose maximum two (2) bins from HAIR, PAPER, PLASTIC, METALS based on what you would normally dispose of most.
• Sustainable Salons will deliver your bins to your stand on Saturday 28th June between 12–4pm (a representative must be present to accept delivery).
• On Monday 30 June prior to 10:00am, a Sustainable Salons staff member will empty your bins and replace the liner. Extra collections: visit the Sustainable Salons stand (5).
• Sustainable Salons will collect your bins from 4:15pm on Monday 30 June. Please have them at the front of your stand ready for collection.
• To order your exhibitor separation bins, please complete the form linked here (or use the QR code).

Exhibitor Pass

All Festival Hub exhibitors receive 6x Exhibitor Passes per 3m x 3m / 9sqm space. Your registration link will be emailed to you. If you need additional passes, please contact events@intermedia.com.au. Please do not register via the standard registration, as it will not provide exhibitor accreditation (including out of hours access).

Wonderland

Exhibitors can purchase Festival Wonderland tickets at a discounted rate of $175 + GST + BF via the relevant link, or use the access code EXHIBITORWONDERLAND.

Festival Education Sessions & REALtalk Business Forum

Exhibitors receive a 10% discount to register via the relevant link using discount code HF10EXHIBITOR. Discount does not apply to special offers.

External Contractors

If exhibitors engage external contractors, it is the exhibitor’s responsibility to advise the Organiser via events@intermedia.com.au prior to bump-in so contractors have appropriate accreditation and access and comply with WHS and presentation standards. Contractors who fail to do so may be asked to leave.

Event Parking

ICC Sydney has 800+ secure car parking spaces available. Vehicle entry height is 2.2m. Nearby options include Harbourside Car Park, 100 Murray Street, Pyrmont. Exhibitor discounted parking is valid on full move-in/move-out days only; validate passes at the Exhibitor Services Desk (Exhibition Level 2, beside Hall 4).

Loss, Damage or Theft

The Organiser and ICC Sydney do not accept responsibility for loss/damage to persons or property brought onsite. Do not leave valuables unattended. Exhibitors should arrange adequate insurance. Notify venue staff if you see anything suspicious.

Additional goods and services may be available to order whilst you are onsite. Please see the ExpoNet service desk onsite for anything to do with your stand.

For any additional services provided by the venue while an event is operational, prior ICC Sydney approval and payment is required before delivery. For assistance whilst onsite, please see the ICC Exhibitor Service Desk (Level 2 of the Exhibition building) or book in advance via the ICC (link).

For safety, exhibition aisles are maintained at a minimum width of three metres. Do not obstruct aisles, emergency exits, fire equipment, control doors or panels.

Sales and promotional activities must occur within your allocated stand space. Encroachment into public aisles is not permitted. Objects restricting access may be removed at the exhibition organiser’s expense.

Helium balloons may be used as fixed features of an exhibit or as table decoration. Removal charges may apply due to retrieval complexity if balloons become trapped in overhead spaces.

Confetti and glitter are discouraged. In limited circumstances it may be authorised; cleaning costs will apply.