Sponsors & Exhibitors Manual

Thank you for participating in this year’s conference. Please review the following information to assist with your preparation.

If you have questions or require assistance, please contact:

Venue

Venue Name
Venue Address

The exhibition is in Hall XX

Key Contacts

Venue – XXXX

  • Contact Name
  • Phone Number
  • Email Address

Contact the venue for:

  • Custom Stand Authorisation (cc mail@conferencedesign.com.au when sending plans to the venue)
  • Food and beverage orders
  • General venue enquiries

Exhibition Supply Company – XXXX

  • Contact Name
  • Phone Number
  • Email Address

Contact the exhibition supply company for:

  • Exhibition booth and furniture
  • Fascia signage
  • Lighting & power
  • Ordering additional items for your stand such as signage, printed panels, audio visual, plants, and furniture
  • Custom stands

Quick Links

Exhibitor Portal
Live Exhibition Floorplan
Exhibition Schedule
Deliveries
Delivery Label
Online Exhibitor Guidelines

Freight Forwarder – GEL Events (where a freight forwarder is a venue requirement)

Contact the freight forwarder for:

  • Delivery and collection coordination: The venue does not have onsite storage, and deliveries are only permitted on Day, Month, Date, and collections on Day, Month, Date. The appointed freight handler can manage deliveries and collections outside these dates.
  • Direct freight services: To and from venue, with direct delivery to the exhibition hall.

Exhibition schedule

Build, set-up and pack down times

Task Date & time
Custom stand build Day Date Month, Time (i.e. Mon 01 Jan, 00:00)
Exhibitor set-up access Day Date Month, Time (i.e. Mon 01 Jan, 00:00)
Exhibitor set-up completed by (including the removal of packing materials) Day Date Month, Time (i.e. Mon 01 Jan, 00:00)
Exhibitor pack down start Day Date Month, Time (i.e. Mon 01 Jan, 00:00)
Exhibitor pack down completed by Day Date Month, Time (i.e. Mon 01 Jan, 00:00)

Exhibition open hours

Day Open time
Day Date Month (i.e. Mon 01 Jan) 00:00 – 00:00
Day Date Month (i.e. Mon 01 Jan) 00:00 – 00:00

*Times may change – check the program page for updates.

When arriving at the venue

Go straight to your stand and begin setting up. Conference staff will deliver your name badges and an exhibitor pack to your stand.

Bring a high-vis vest as the venue requires one to be worn during bump-in if the stand build is still in progress.

Exhibition package

The standard exhibition package includes:

  • A white panel shell scheme booth
  • Fascia sign with your company name
  • 1 x trestle table
  • 1 x black tablecloth for the trestle table
  • 2 x chairs
  • 1 x 4 amp power outlet
  • Two registrations
  • A 50-word profile in the conference app
  • 1 x PDF for download in the conference app
  • Lead management software for use during the conference
  • An opt-in delegate list including first name, last name, organisation, state, and email address

Exhibition booth

Standard Booth Logo

Important deadlines

  • Fascia Sign Text – Day Date Month Year (i.e. Mon 01 Jan 2025)
  • Signage Artwork – Day Date Month Year (i.e. Mon 01 Jan 2025)
  • Furniture Orders – Day Date Month Year (i.e. Mon 01 Jan 2025)

Registrations

Register your representatives 90–60 days before the conference. Accommodation bookings can be made when registering. A registration is required to access the exhibition area.

Register via the link provided in your confirmation email.

  • Sponsors: Refer to the prospectus for the number of registrations included in your package
  • Exhibitors: Two full registrations per booth
  • Additional registrations:
    • Full Registration: $XXX
    • Day Pass: $XXX
    • Additional Welcome Function Tickets: $XX
    • Additional Conference Dinner Ticket: $XX

Freight, deliveries & collections

Exhibitors and sponsors are responsible for all freight arrangements to and from the conference venue.

Deliveries

Late and missing deliveries are the main problem for sponsors and exhibitors when arriving onsite for a conference.

  • Deliveries will only be accepted from time, day, date year (i.e. 09:00, Mon 01 Jan)
  • Use the delivery label provided by the venue
  • Confirm directly with your courier that the delivery has been made before you arrive
  • Have your courier contact details, consignment number, and delivery date with you when you arrive onsite

Onsite storage

  • Exhibitors cannot leave boxes and packing materials in the exhibition area during the conference
  • There is no onsite storage, so please make alternative arrangements for any excess items and materials

Collections

Your staff need to ensure all steps are completed before leaving the exhibition.

  • All goods must be collected on Day Date Month (i.e. Monday 01 Jan)
  • Pack and label all materials
  • Add your courier’s consignment note and/or number as required
  • Leave the items on your stand for collection by venue staff
  • Arrange for your courier to collect the items from the loading dock

Forklift services

Forklift services are available through the venue. Please indicate that you require a forklift when completing the venue exhibition form.

Forklift services are available through the appointed freight forwarder. Please indicate that you require a forklift when completing the quote request form.

Freight forwarders (where no handler has been appointed)

Please note that no freight logistics company has been appointed for this event. We recommend using your own freight handler or suggest contacting one of the following providers:

Lead management

The conference app provides an integrated lead capture feature, allowing exhibitors to scan attendee badges and collect contact details seamlessly.

For detailed instructions, refer to the Lead Management web page.

App game & prizes

The app game is designed to encourage delegates to visit and engage with exhibitors. All sponsors and exhibitors will be issued a unique QR code for the game. Delegates must scan each code using the conference app to participate.

You may choose to display your code prominently to reduce interruptions or keep it hidden to encourage direct interaction. To be eligible for the draw, delegates must scan all sponsor and exhibitor QR codes. The winner will be announced during the closing session.

Sponsors and exhibitors are welcome to donate prizes for the game. To contribute, please contact mail@conferencedesign.com.au.

Prizes can either be brought to the conference or sent directly to the winner afterward. Your prize and organisation name will be acknowledged in the conference app.

Car parking

A car park is located at XX with a capacity of XX.

Discounted parking rates are available for exhibitors.

Marketing and advertising

Refer to the prospectus to confirm the advertising and marketing benefits included with your package.

Conference marketing kit

Increase your visibility and promote your participation with the conference marketing kit. This kit includes banners, downloadable email signatures, social media assets, and more to help you reach your audience.

Visit the Marketing Kit web page to explore available materials and download resources.

Logos

  • High resolution PNG or JPG
  • Due Date: On Booking
  • Upload via the Exhibitor Portal

Organisation profiles

  • Sponsors – See the prospectus for your profile word limit
  • Exhibitors – 50 words
  • Due Date: On Booking
  • Upload via the Exhibitor Portal

We recommend including a contact email address, web address and phone number in your profile so customers can get in touch.

Push notifications

Short alerts sent via the conference app and online conference platform (eligible sponsors only).

Include a brief message highlighting your booth, special offers, prize draws, session times, or key info delegates shouldn’t miss. Aim for concise, action-oriented language.

Social media posts

Posts will be sent via Twitter, Facebook, and LinkedIn in the lead up to the conference (eligible sponsors only).

  • To make the most of your included social media post, please supply a short caption (max 50 words), your preferred hashtags, and a high-quality image or graphic. Highlight your brand, offerings, or what delegates can look forward to at your booth or session.
  • Email to mail@conferencedesign.com.au

Program advertisements

Included for eligible sponsors and available for purchase.

Booth image

The design and supply of print-ready artwork by the due date is the responsibility of the advertiser.

  • Format: High-resolution, print-optimised PDF
  • Colour: Full colour
  • Size: A6 portrait
  • Full page: 148mm (H) x 105mm (W)
  • Half page: 74mm (H) x 105mm (W)
  • Bleed: Add 3mm bleed on all sides
  • Marks: Include trim marks in the supplied file
  • Due Date: 30 days before the conference
  • Email to mail@conferencedesign.com.au

eSatchel inserts – PDF

Inserts will be linked to the eSatchel section of the conference app.

  • Eligibility:
    • Sponsors – See your package for inclusions
    • Exhibitors – One PDF per exhibitor
  • Additional inserts are available for purchase
  • Format: High-resolution, full-colour PDF
  • Orientation & Size: A4 portrait (210mm x 297mm)
  • File Size: Maximum 500KB
  • File Setup: No bleed or crop marks
  • Delivery: PDFs will be uploaded as received
  • Due Date: 30 days before the conference
  • Upload via the Exhibitor Portal

eSatchel inserts – video

Included for eligible sponsors and available for purchase.

Videos will be linked to the eSatchel section of the conference app.

  • Sponsors: See your package for inclusions
  • Video Format: Vimeo or YouTube link
  • Due Date: 30 days before the conference
  • Upload via the Exhibitor Portal

Note: Please ensure your video is publicly viewable or set to unlisted so it can be accessed without restriction.

Satchel inserts

Please note that satchel inserts will not be offered at the conference.

This approach is intended to reduce waste and promote sustainability, while also encouraging delegates to engage directly with exhibitors. Attendees are invited to visit display booths to collect any materials or promotional items they may need.

Terms and conditions

You can find the full sponsors and exhibitors Terms and Conditions on the sponsors and exhibitors opportunities page.

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