2023 Sponsors & Exhibitors Manual

Sponsors & Exhibitors Manual

Thank you for participating in this year’s conference. The information below will assist with your preparation.

If you have any questions or require assistance please contact us.

Conference Managers

Caitlin Foale – Conference Coordinator
Conference Design
isana@conferencedesign.com.au
+61 3 6231 2999

Venue

Rydges World Square Hotel
389 Pitt St, Sydney NSW 2000
Venue Website

Links

Exhibitor Bump-In

• Exhibition Access for Set-up: 0630
• All Set-up Completed By: 0745
  All packing materials must be removed from the exhibition area by this time.

On Arrival: please go straight to your Marketplace display and begin setting up. The conference staff will deliver your name badges and an exhibitor pack to your display.

Exhibitor Bump-Out

Due to safety requirements you will not be able to dismantle your display before the published closing time.

Onsite Storage

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

Exhibition Open to Delegates

The exhibition will be open to delegates at the following times:

Your Contact Person

Please appoint a single point of contact within your organisation when booking. All bookings will be recorded under the one name and all correspondence will be sent to this person.

Sponsorship Package Inclusions

The inclusions for each sponsorship package are listed on the Sponsorship & Exhibition Opportunities page. 

Terms and Conditions

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

Registration of Attendees

All representatives or guests of your organisation who wish to attend the conference or must register before the conference. An official conference name badge will be required to access the conference and exhibition areas.

Included Registrations

We recommend registering your representatives 30 days before the conference. Accommodation bookings can be made when registering.

• Sponsors & Marketplace Display – Included registrations are listed in each package
• Register via the portal (see above)

Additional Registrations

Additional exhibitor registrations and social function tickets can be purchased separately.

Deliveries

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

• Use the delivery label provided by the venue (link above)
• Confirm directly with your courier that the delivery has been made BEFORE you arrive
• Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive

Deliveries will only be accepted by the venue from:

• 3 working days prior to the event
• Between 8am to 3pm Monday to Friday

Collections from the Venue

Your staff need to ensure all steps are completed before leaving the exhibition. Organising staff and venue staff are not able to assist with your deliveries.

• Pack and label all materials
• Add your couriers 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
• All goods must be collected by the next day

Advertising Formats & Specification

Please check you purchased sponsorship or exhibition package for inclusions.

Sponsor Logos

Logo are used on the website, in the printed program, in the conference app and on PowerPoint slides.

• An EPS version for print material
• A PNG, JPG or TIFF version for web and app. High resolution, at least 250 KB.
• Due Date: 13 November 2023
• Upload via the portal (see above)

Web Address for Links

Links are used on the website, in the conference app, and in the online conference portal, where relevant.

• One web address of your choice. For example, it could be your company website, a product page, or a marketing campaign.
• Due Date: 13 November 2023
• Upload via the portal (see above)

Organisation Profile

Your profile will be included in the conference app and on the conference website.

• Sponsors – See your package inclusions for the number of words
• Exhibitors – 50 words in conference app and on the conference website
• Upload via the booking portal
• Due Date: 13 November 2023
• Upload via the portal (see above)

We recommend you include a contact email address, web address and phone number.

App and Online Push Notifications

Short alerts sent via the conference app and online conference platform.

• Sponsors – See your package inclusions for the number of words
• Exhibitors – not applicable
• Heading test maximum 10 words
• Body text maximum 30 words
• Due Date: 13 November 2023
• Emailed to the conference team (see above)

We recommend you include a contact email address, web address and phone number.

Satchel Insert

We are not distributing satchels, bags or pads to delegates upon registration. We are encouraging attendees to visit the displays for these items to increase engagement between our delegates and exhibitors.

eSatchel Insert PDF

A PDF for the eSatchel section of the app.

• Sponsors – See your package inclusions
• Exhibitors – One PDF
• High resolution, colour PDF
• A4 portrait orientation, 210mm x 297mm
• Maximum size of 500KB
• No bleed and no crop marks
• PDFs will be uploaded as ‘as received’
• Due Date – 13 November 2023
• Upload via the portal (see above)

Standard Exhibition Package

The standard exhibition package includes for each marketplace display booked:

• A 2m wide x 2m deep floor space
• 1 x trestle table
• 1 x black table cloth for the trestle table
• 2 x chairs
• 1 x 4 amp power supply
• 1 x wastepaper basket
• Lead management software for use during the conference
• An opt-in delegate list including first name, last name, organisation, state, and email address.

Exhibition Table