Here you will find the relevant information and forms to complete for the event.
If you have any questions, please contact the Event Delivery Manager, Alisha Culverson.
E: ihha.wcrr.operations@informa.com
T: +61 2 9080 4310
Please ensure you read each section within this manual to ensure you meet the required deadlines.
We look forward to working with you in making this a successful event!
Compulsory & optional forms to be completed (incl. due dates).
Move In/Move Out times and exhibition opening hours.
Contact details for official and recommended suppliers for the event.
For the current floor plan, email Sarah Ingram our Sponsorship & Exhibitions Manager.
Conditions where the organizer (Informa) is to be notified.
Information for sponsors, answering commonly asked questions regarding their exhibition.
Information on what is included for the different passes available (conference delegate, exhibitor stand staff, technical site tour), and how to book conference or function passes.
Here are some ideas on how Exhibitors can be more sustainable.
Outlines information Exhibitors require for a smooth move out on Thursday November 20.
Exhibitors who require a visa letter must complete the form in its entirety. Upon submission, a visa letter will be sent to the designated recipient.
To book a private meeting room, email Francesca Dalan for timings and prices
IHHA & WCRR Conference Program
You will be able to keep track of the latest conference agenda via the event website. For now, please visit the SPEAKER page to view the latest confirmed speakers, and the EVENT PLANNER page to view the 4-day schedule.
For venue deliveries download The Broadmoor hotel and Resort Shipping Instructions. For advanced warehouse shipping contact Freeman directly.
Venue Website Directory.
If using Gas or other Hazardous Substances, you must request permission from the event organizer.
Explore Sustainability at The Broadmoor.
No external food or beverage is permitted. Contact Abby at The Broadmoor for more information.
Special room rates have been negotiated at the Broadmoor for attendees of the IHHA + WCRR 2025.
Familiarise yourself with the emergency evacuation procedures.
To assist you in effectively promoting your participation at the event.
IHHA & WCCR – Promote your involvement!
Our marketing team are here to support you in promoting your involvement at the event, providing you with personalized banners you can use on
Follow, like and connect with us to keep up with the latest show developments. When sharing please tag us!
#Railresearchweek
#IHHA2025
#WCRR2025
Anthony Anemogiannis
Marketing Director
Anthony.Anemogiannis@informa.com
Event App & Website List – ASAP
The information you provide will replicate on the Website Exhibitor List and the ConnectMe Event App, both are an important promotional opportunity.
All custom-built stands require venue and event organizer approval – plans must be submitted by Friday October 3rd, 2025.
This link contains key details about Informa, and the Venue’s Health Safety and Security. This information should be fully understood by Exhibitors and passed on to your exhibitor appointed contractors to complete.
All exhibitors must supply or purchase Commercial General Liability insurance with minimum coverage of $1,000,000 per incident and $2,000,000 total, protecting against personal injury and property damage claims.
In case of any stand building and/or delivery queries, the event organiser must be able to contact the onsite staff member responsible for setting up your stand during Move-In and for removing product during Move-Out.
Submit your complimentary contracted passes by filling out the registration form in your welcome email.
If you are unable to locate the email, please contact the event organizer.
Freeman is the Official Show Contractor.
For access to detailed information and inquiries, please log in to your Freeman Online Portal.
Login credentials will be sent to you directly from Freeman.
For all transport, shipping and material handling information, visit your Freeman online portal.
Lauren McKee will be the primary Freeman contact for general exhibition inquiries.
For all audio-visual and rigging requirements complete the relevant forms and return to Roun Tamaki, roun.tamaki@inspiresolutions.com
All sponsor/ exhibitor representatives at the event will be able to scan the QR codes on attendee name badges via the ‘ConnectMe Event App’ once downloaded to their smart phone. The attendee’s contact details will populate into a ‘Leads List’, which can be viewed by the person who scanned the badge, as well as the primary logistics contact for your organization.
The primary contact from each organization will receive a unique link to access the ‘Visit portal’ where they can set up Lead Retrieval.
Instructions
All attendees at IHHA & WCRR will be able to participate in a ‘Leaderboard’ competition via the ConnectMe App and win great prizes. This QR code scavenger hunt is designed to encourage networking and engagement amongst speakers, delegates and sponsors / exhibitors, as well as encourage attendance at functions and participation in certain activities across the event. Each action/ activity attracts a certain number of points.
Attendees will have access to a ‘Points Scanner’ button on the app which they will use to scan the QR codes and earn points and reach the top of the leaderboard.
If exhibiting, your stand staff will be provided with a printed/ laminated QR Code to place somewhere within your stand. Attendees are encouraged to visit your stand and scan this to earn points. There will be several other locations throughout the venue where points can be earned. Attendees can view the leaderboard on the app to track their progress, find clues to earn maximum points and view the prizes on offer.
All sponsor and exhibitor representatives are eligible to play and win. Prizes will be awarded to 1st, 2nd 3rd place. There will also be a randomised draw – all those achieving a point score above 1000 will go into the draw for an additional 3 prizes.
Winners will be notified after the event and announced in the post-event email campaign sent to all attendees.
Informa Connect is on its way to becoming zero waste and net zero carbon by 2030.
We are proud to work with the innovative recycling solutions company TerraCycle to recycle name badges and lanyards at all our events.
Click on the logo below to discover how TerraCycle can help to recycle hard-to-recycle waste for your business.
The Better Stands programme aims to celebrate exhibitors, along with their appointed contractors, who choose to build reusable stands instead of single-use disposable ones.
• A disposable stand is a space only/raw space stand that is used only once and typically constructed from raw materials onsite and then send to landfill or burnt for energy after the event.
• A reusable exhibition stand is any stand that is used more than once and can include systems using wood, aluminium, fabric, cardboard, glass, plastic and other materials.
We are actively piloting and developing this programme with other event organisers across the industry and greatly appreciate your involvement and support. More information on the programme can be found at https://betterstands.info/
What’s in it for me?
• A better quality, more attractive and safer stand
• Lower stress design and build
• Opportunity to promote the sustainable credentials of your brand
• Smoother, more efficient build up and breakdown periods
• Fewer building hours and more predictable timings
• Reduce costs including waste bills
What do I need to do?
To make your commitment to Better Stands and contribute to a more sustainable event:
If you require any further information or guidance on the Better Stands programme, please contact the event organisers.
SPAM WARNING
List broking companies sometimes email exhibitors claiming to have attendee data. This is false and we advise you to delete this as it is spam.
SUPPLIER CALLS & EMAILS:
Our official suppliers are detailed within this exhibitor manual. These suppliers may contact you directly to confirm your requirements for this event. You may experience other contractors pitching you for your business and advising you they are the preferred contractor, however, unless the company is included in the service providers list, then they are providing false information.