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.  

Bump-in

• Space only stand bump-in commences 12.00pm Friday 27 June 2025.
• Shell scheme stands Saturday 9.00am Saturday 28 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.

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
• Photo’s 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.

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:

1. Choose maximum two (2) bins from HAIR, PAPER, PLASTIC, METALS based on the materials you would normally dispose of the most in general waste, as a result of activities on your stand
2. Sustainable Salons will deliver your bins to your stand on Saturday 28th June between 12-4pm. Please note, a staff member/representative must be present to accept delivery.
3. On Monday 30 June prior to 10:00am, a Sustainable Salons staff member will come to your stand to empty your bins and replace the bin liner. Should you need an extra collection at any time throughout the event, please visit the Sustainable Salons stand (5).
4. Sustainable Salons will collect your bins from 4:15pm on Monday 30 June. Please have these 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 below.

Exhibitor Pass        

All Festival Hub exhibitors receive 6x Exhibitor Passes per 3m x 3m / 9sqm space. Your registration link will be emailed to you. Should you wish to add more Festival Hub tickets for your staff, please contact, events@intermedia.com.au these can be easily arranged. Please do not attempt to register Exhibitor Passes via the standard registration as this 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 this link. Or you can use the access code EXHIBITORWONDERLAND to purchase the ticket.

Festival Education Sessions & REALtalk Business Forum

Exhibitors are given a 10% discount to register for Festival Education Sessions and REALtalk Business Forum via this link using the discount code HF10EXHIBITOR to gain access to your discounted pass. Discount does not apply to any special offers.

External Contractors

Should exhibitors engage external contractors direct, it is the responsibility of the exhibitor to advise the Organiser via email events@intermedia.com.au prior to bump-in to ensure that the contractors have the appropriate accreditation and access, comply with all workplace health and safety requirements as well as professional presentation and behaviour standards. Contractors who fail to do so will be asked to leave the premises.

Event Parking

ICC Sydney has 800+ secure car parking spaces available. Vehicle entry height is 2.2m.

Additionally, visitors can make use of a number of secure car parks located in and around Darling Harbour, the closest located at Harbourside Car Park, 100 Murray Street, Pyrmont. Find more parking on Google Maps.

Exhibitor discounted parking is valid on full move-in or move-out days only. Carpark passes may be validated at the Exhibitor Services Desk on Exhibition Level 2, beside Hall 4.

Loss, Damage or Theft

The Organiser and ICC Sydney does not accept responsibility for loss and or damage occuring to persons or property brought to the centre before, during or after an event. Valuable items should never be left unattended.  It is the exhibitors’ own responsibility to arrange adequate insurance to cover such potential loss and or damage. Please notify a venue employee if you see anything suspicious onsite.

For the safety of all, exhibition aisles are designed to be maintained at a minimum width of three metres. Please ensure that exhibitor displays do not obstruct aisle space in any manner or hinder access to emergency exits, fire hoses, fire extinguisher cabinets, building control access doors or panels.

Exhibitors are required to conduct all sales and promotional activities within their allocated stand space. Selling or promoting products or services outside of the designated area is not permitted.

Encroachment into public aisles from a stand or booth is not permitted. Objects restricting access to aisles will be removed at the exhibition organiser’s expense, without liability for loss or damage to ICC Sydney.

Helium balloons can be used as fixed features of an exhibit, event display or as table decoration. Due to the complexity and cost of retrieving balloons trapped in overhead spaces, removal charges may apply.

The use of confetti and glitter is discouraged, however, under certain circumstances this may be authorised. Cleaning costs will apply.

Food and beverage service that is world class in all aspects is the focus of ICC Sydney. From on stand catering solutions, backstage and crew catering, on site eateries and bars, to hosting high profile VIP gatherings, ICC Sydney recognises the importance of outstanding cuisine and service in defining the exhibitor and attendee experience.

The ICC Sydney retains the sole rights for the sale and distribution of any article of food or beverages for consumption on site. No food or beverages are permitted on the premises without prior, written permission, irrespective of outside sponsorship agreements.

In addition, ICC Sydney is a licensed premises, NSW Liquor Licencing legislation dictates that all alcoholic beverages are purchased from the venue, responsibly served onsite, and cannot be removed from the premises.

Should you want to purchase food for your stand, please complete this form here.

Should you wish to do food and beverage sampling at your stand, please complete this form here

Wi-Fi is available onsite. ICC Sydney offers a complimentary wi-fi with speeds up to 2mbps. Should you require more network speed, you can pre-purchase wi-fi directly from ICC Sydney.  Click here for more information and costs for the ICC Sydney Wi-Fi.

In the interests of safety and fairness, please keep all displays within your stand area, being mindful of visibility of your neighbours stand. This includes all displays and furniture.

IMPORTANT: All exhibitors will need to bring and wear high visibility vests and wear closed toe shoes during bump in and bump out.  Do not lift boxes or items which are too heavy for you.

It is a requirement that all exhibitors take out Public Liability Insurance for the event which refers to damage or injury caused to third parties/visitors on, or in the vicinity of, your exhibition stand. In most cases this can be achieved by extending your existing policy through your insurance broker in the form of a ‘Certificate of Currency.’

IMPORTANT Ensure you email your Public Liability certificate via email directly to events@intermedia.com.au

Please advise your dedicated Event Organiser of all deliveries, shipments, contractors, and suppliers vendors who require access to the venue. Deliveries can be made from Friday 27 June from 8.00am for Space Only Exhibitors. Shell scheme Exhibitors can have deliveries made from 2pm onwards.

Arranging your own deliveries

All deliveries must be booked through ICC Sydney’s Loading Dock Management System (LDMS) booking form here prior to arrival. Please use the ICC Sydney Exhibitor Delivery Label. Correct labelling is important to prevent delays and returns.

The loading docks are NO PARKING zones. Exhibitors can access the loading dock for a maximum of 15 minutes to drop off their goods, however, the driver must stay with the vehicle. Once deliveries are unloaded, the vehicle has to leave the loading dock and park at the ICC Sydney carparks. Please note that parking fees apply.

Small items can be hand-carried to your stand. Please park in P1 and proceed to the event space. Please note, large trolleys and freight are not permitted in guest lifts.

Needing assistance with deliveries

You may opt to have all your goods delivered directly to your stand through our official freight forwarder and onsite logistics provider Expo Freight.

As deliveries to and from the ICC are limited to the event period, you may need assistance with a freight forwarding. The official freight forwarder for Hair Festival is Expo Freight. With this option, Expo Freight will manage all the logistics with the ICC.

Should you require assistance with freight forwarding or onsite handling, requests and enquiries must be done on the information below.

Freight enquiries:
bayram@expofreight.com.au
+61 428 685 603

Loading dock and onsite handling enquiries:
onsite@expofreight.com.au
+61 473 621 223

Expo Freight via Expo Freight Portal

Crates, boxes and pallets cannot be kept onsite at the ICC during the event. It is the responsibility of the exhibitor to take items offsite. Please note the venue does not accept responsibility for the loss or damage of any materials accepted/ stored by the venue.

Should you require assistance with freight forwarding or onsite handling, requests and enquiries must be done on the information below.

Freight enquiries:
bayram@expofreight.com.au
+61 428 685 603

Loading dock and onsite handling enquiries:
onsite@expofreight.com.au
+61 473 621 223

Expo Freight via Expo Freight Portal

Courier companies should be instructed to pick up directly from your stand on Monday 30 June from 16:00 via the ICC delivery system. Any items not collected or packed up will be disposed of.

Pallet Jack / Scissorlift / Forklift / Trolleys

Should you require assistance with freight forwarding or onsite handling, requests and enquiries must be done on the information below.

Freight enquiries:
bayram@expofreight.com.au
+61 428 685 603

Loading dock and onsite handling enquiries:
onsite@expofreight.com.au
+61 473 621 223

Expo Freight via Expo Freight Portal

Advising of your needs in advance will assist in a smooth hassle-free bump-in. There will also be a limited number of trolleys available for exhibitor for transportation of heavy and bulky items. We strongly recommend you bring your own trolley if you are needing it for an extended period or have a limited bump-in time.

General waste and Recycling bins will be placed in the various venues.

Exhibitors are required to (flatten boxes) place their waste in the appropriate bins, clearing these are managed by our facilities team.

If a large amount of industrial waste is expected, organise an industrial skip and advise the Festival Hub team.

Should an emergency situation arise, please remove yourself and others from danger noting the following important information;

• Raise the alarm by notifying a venue employee or the Festival Hub team. Contact Emergency Services is necessary by dialling 000.
• Contain fire by using correct firefighting equipment (only if safe and if you are trained).
• Close any doors behind you, do not lock doors.
• Evacuate to the nearest exit and follow management instruction.

An Evacuation plan will be handed our during the bump-in and is available at the end of this manual.

ICC Sydney has an Emergency Response Plan in the event of medical, weather, fire and smoke and other exigencies. It is updated regularly, and drills are conducted annually. A trained Emergency Response Team will lead the implementation of all procedures.

Event organisers are briefed on emergency procedures pre-event.

To report an emergency or incident, call +61 2 9215 7660.

In the event of an emergency, one of two alarms may sound:

  Alert alarm – “Beep! Beep! Beep!”

This is a warning alarm to notify everyone of a possible emergency. If it sounds, please stand by for further instructions.

  Evacuation alarm – “Whoop! Whoop!”

This alarm means all occupants must evacuate. When it sounds, wardens will direct everyone to leave via the nearest exits quickly but calmly and assemble at the nearest evacuation point where they are to remain until ICC Sydney staff advise that it is safe to return.

An evacuation map will be provided onsite.

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.

A lead capture app will be launched in May. It will enable all exhibitors and sponsors to gather visitors’ information and convert this data into leads. Further details of the lead capture app will be sent out in June.

The Hair Festival App will be available to download from June 2025.

The App will include an exhibitor listing, floorplan and a range of features for guests to make the most out of their visit. There will be a feature for attendees to book appointments with stands, more information to come.

Stands must be complete by 8am Sunday morning for our official photographer to take photos of your stand.  We encourage you to have a clean stand with no visible rubbish. A copy of the photo will be emailed to you after the event.

One of the best ways to drive foot traffic to and engagement with your stall is promotional activities, samples, prizes, and product giveaways etc. It’s your chance to get creative and have fun with the exhibitor attendees. Be sure to have your terms and conditions along with any necessary permits available on your stand or published wherever you promote your activity.

To assist us with our marketing efforts we ask you please let us know of any promotional activity on your stand. This information may be used across our social media channels, email marketing, website and event app both prior to and throughout the weekend.

Please share any information on your promotion to events@intermedia.com.au which may include the following:

• Activity and demonstrations. If you have scheduled activity and demonstrations on your stand, we’d love to hear about it and look at ways to promote this to our audience.
• Sampling and Giveaways. Send through product details such as product name, type of product, size, specific logo’s 
• Competition and Prizes. Tell us about the competition and prize details. Please provide any special terms and conditions for entry into the competition, when the prize will be drawn, when the winner will be notified etc. Please ensure you have checked if you need a competition permit pending the value of your prize.
• In-App Notifications. This is available to exhibitors through the Hair Festival App for a small fee $195 plus gst per notification (10 limited opportunities available). These can be scheduled in the lead up to and or across the weekend to coincide with your promotions and giveawaysover the two days. To find out more or book an in-app push notification, please contact Jo jcowan@intermedia.com.au or Sam severt@intermedia.com.au.