What paperwork does a shopping centre need before an activation?

Centres set their own paperwork requirements before an activation can move in. They may ask for a booking form, proof of insurance, a picture or plan of the display, a bump-in time, and details of anyone building it. Food, chemicals and prize draws can add further approvals.

Here's what centres ask for, who usually supplies each item, and how early to send it. The examples come from casual leasing and contractor guides that centres publish on their own websites. Some are several years old, and every centre sets its own terms, so ask your centre for its current pack. For the display rules themselves (height, signage, cabling), see our shopping centre display rules.

Four printed display towers around a glass-topped model display case in a shopping centre walkway, with shopfronts behind

#1 - The booking form, filled in properly

Centres approve a booking before they confirm it, and the form is where that starts. Mount Sheridan Plaza in Queensland wants its agreement submitted "for approval no less than 5 business days before the booking date", and its form asks you to "Describe the display" and whether you need power.

If you're an agency, say so. The same form asks, "If you are an agency booking on behalf of a client, name them here".

Who supplies it: whoever holds the booking, brand or agency.

#2 - A certificate of currency that matches the booking

Harbour Town Gold Coast, Mount Sheridan Plaza, Dalby Shoppingworld, Victoria Point and Cannon Hill Kmart Plaza all ask for public liability cover of at least $20 million. The detail that trips people up is the wording on the certificate:

Same name. Harbour Town Gold Coast wants the "Certificate in the same name as the business on your application", and says incorrect cover "will result in your booking application being declined".
Where it covers. Harbour Town wants the situation shown as either the centre, "Anywhere in Australia or Worldwide". Mount Sheridan Plaza accepts Australia-wide cover, or the centre or its owner listed "as an interested party".
What it shows. Dalby Shoppingworld's online terms list "situation (either QLD or Australia wide); expiry date; amount insured for and organization covered by the policy".
When. Victoria Point Shopping Centre wants certificates "no less than two weeks prior to occupation". Dalby will deny access if it hasn't arrived "at least 1 business day prior".

Who supplies it: the business named on the booking, through its broker. If an agency books but the brand's policy is used, sort out the names before you submit.

Convention and exhibition centres ask for the same certificate, with their own timing. Brisbane Convention & Exhibition Centre's own exhibitor guide wants public liability cover running from the first bump-in day through the last bump-out day, and sets separate deadlines for food/drink suppliers (at least 7 days before bump-in) and for any alcohol sampling (at least 35 days before bump-in, alongside a current RSA certificate and liquor licence).

#3 - Photos, a plan and a product list

Centres want to see what's going on the floor. The display guidelines published by Cannon Hill Kmart Plaza ask for photos "and/or a plan of proposed kiosk/layout including dimensions and description of all products". Victoria Point asks for "Photographs of proposed display equipment".

A good pack has:

a dimensioned plan showing the display inside the site, with walkways kept clear
a render or photo of the display, with heights marked
the product list, so the centre can check nothing clashes with its tenants.

Check banner rules at the same time. Many Westfield centres no longer allow pull-up banners, so ask before you include one. Where banners are allowed, ours for shopping centres are 1.5m high and double-sided.

Who supplies it: your brand or agency, using display dimensions from your supplier and your own artwork and product list.

#4 - A bump-in plan

Many centres specify out-of-hours bump-in windows. Lendlease's Macarthur Square pop-up pack lists bump-in and bump-out times before trade (6.30am to 8am) and after trade (7pm to 11pm, or after 9pm on Thursdays), and asks you to "coordinate after hours access with Security and sign-in prior to bumping in and out". Victoria Point wants displays installed "no later than 8.00am" (9am on Sundays).

Your plan should give the date and time, the vehicle and loading dock, who's on site, and how long the build takes. Harbour Town's contractor rules say materials must not be moved through public areas during trading hours, and shopping trolleys must not be used to move goods.

#5 - Contractor paperwork: SWMS, inductions and insurance

If a contractor builds or installs your display, the centre may treat it as contractor work. Harbour Town's rules for contractors list the documents contractors provide: safe work method statements (SWMS), public liability of at least $20 million, a "Workers Compensation Certificate of Currency", and a full site induction for everyone "prior to working on site".

The law requires a SWMS (safe work method statement) for certain high-risk construction work. Centres may separately ask for a SWMS or risk assessment for other installations. Harbour Town asks for a site-specific SWMS for its own listed high-risk activities, including using a scissor lift or cherry picker. Ask your centre which document it wants for this job.

Who supplies it: the installer, for their own team. When we install a custom build for you, we work with you to supply it.

#6 - Power and test-and-tag records

Ask about power when you book. Cannon Hill Kmart Plaza says power is available at most sites, and asks you to tell the centre "if power is required at time of booking". Check your centre's testing and tagging requirements for electrical equipment; Mount Sheridan Plaza sets these out in its own terms. The display rules guide linked above covers cabling, trip hazards and RCDs.

Who supplies it: whoever owns the equipment, with testing records where the centre asks for them.

#7 - Extra approvals for food, chemicals and prizes

Some activations need extra approvals, from the centre or from outside it:

Food. In NSW, retail food businesses, including temporary event operators, may need to notify the local council before trading. Don't assume free promotional samples are exempt: ask the council what applies to your activation. Food service, catering and retail businesses handling unpackaged, potentially hazardous, ready-to-eat food may also need a food safety supervisor and trained food handlers; check the applicable food-safety rules.
Chemicals. Victoria Point wants hazardous materials reported before they come in, with "A copy of all safety documents including MSDS".
Prize draws. If your activation includes a chance-based trade promotion, check the rules for each state where people can enter. In NSW, an authority is required when the total prize value exceeds $10,000. Our guide to what a shopping centre or supermarket will ask before a prize promotion covers the centre's side and each state's permits.

Who supplies it: the brand, or the agency running the promotion.

#8 - Your final checklist before you send

Aim to send one complete pack at least two weeks before bump-in, and confirm your centre's actual deadlines. Two weeks covers the longest deadline in the examples above, not every centre's rules. Then check:

the certificate of currency matches the booking name, the amount and the situation
the plan shows the display inside the site, with heights
the bump-in time, dock and security contact are confirmed
installer SWMS, inductions and workers compensation are attached, where the centre asks for them
power is booked and any electrical testing records the centre requires are ready
any food, chemical or prize approvals are in hand
the signed licence agreement and payment are in.

Find the right centre contact in our shopping centre managers directory. Our team knows the major centres' compliance rules. We can help prepare what the centre needs to approve your display, then handle the installation and pack-down as part of our project management. Call us on 1300 240 250 with the centre, the dates and the site size.