Heavy Equipment 

All floor areas within the BCEC have specified loading limits per square meter. Any equipment or item to be displayed or used during an event weighing more than 1000 kilograms (Exhibition Halls) must be assessed prior to the item or equipment being positioned. A current permit must be held for items over 1000 kilograms in the Exhibition Halls. The Conference Organiser and BCEC requires the following information in advance of the commencement of the build: 

• The dimensions of the base of the item; 

• The gross weight of the item; 

• A picture or diagram of the item; and 

• An indication on the floor plan where the item is to be located. 

For the Conference Organiser, please provide this information through the Heavy Equipment or Vehicle Display Information Form, to be submitted to sponex@ausrail.com by 9 October 2026 for approval.  

For BCEC, please provide this information through the Excess Weight – Exhibition Hall Permit form, to be submitted to exhibitorservices@bcec.com.au by 9 October for approval. 

Vehicle Display 

All vehicles must be supplied with a drip-tray. The vehicle keys are to be left with Security Control, unless alternate arrangements have been made with the Conference Managers. 

All vehicles displayed on a gradient (e.g. one set of wheels on a ramp) are to be locked and no access to be granted unless removing the vehicle from the display. If the display has the vehicle totally off the floor level, chains or straps for added safety must also secure the vehicle. 

The Conference Organiser and BCEC requires the following information in advance of the commencement of the build: 

• The dimensions of the vehicle; 

• The gross weight of the vehicle; 

• A picture or diagram of the vehicle; and 

• An indication on the floor plan where the item is to be located. 

For the Conference Organiser, please provide this information through Heavy Equipment or Vehicle Display Information Form, to be submitted to sponex@ausrail.com by 9 October 2026 for approval.  

For BCEC, please provide this information through the Vehicle Display Permit form, to be submitted to exhibitorservices@bcec.com.au by 9 October for approval.