2019 – Sponsors & Exhibitors Manual

Bump In & Bump Out

  • Bump In:
    Wednesday 11 September 2019
    0900 to 1130
  • Bump Out:
    Friday 13 September 2019
    1430 – 1800

 

Exhibition Opening Times

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

  • Wednesday 11 September 2019
    1230 – 1900
    Including the Welcome Lunch and Evening Reception
  • Thursday 12 September 2019
    0900 – 1600
    Including morning and afternoon teas
  • Friday 13 September 2019
    0830 – 1430
    Including the Delegate and Trade Networking Breakfast

Trade Booth Inclusions (Sponsors)

Each Booth includes the following items:

  • Area measuring 3m x 3m including:
    • One company fascia per stand
    • One 1.8 x 1m clothed trestle table
    • Two chairs
    • 3m x 3m Exhibition booth
    • 2 x 23 watt spotlights on track & access to power

Trade Stand Inclusions

Each Trade Display includes the following items:

  • Area measuring 2.5m x 2.5m including:
    • One company fascia per stand (rear wall)
    • One 1.8 x 1m clothed trestle table
    • Two chairs
    • Rear wall – 2.5m high
    • 120 watt light on arm and 1 x 4amp power outlet

Representatives

Anyone from your Organisation attending the conference or guests you wish to invite to the Conference must register with Conference Design before the conference. An official conference name badge will be required to access the conference and exhibition area.

Your Contact Person

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

Conference Manager

Please contact Liz Hafner at Conference Design to discuss your support at the conference.

ph: 03 6231 2999

e: liz@conferencedesign.com.au

Exhibition Supply Company

Adelaide Expo Hire is the appointed exhibition supply company. Adelaide Expo Hire supply exhibition booths, furniture hire, trestle tables, fascia/name board, lighting & power, signage, audio visual, plants, custom stands, venue information and timing schedules.

Contact Megan McElhinney for your stand, booth, furniture and AV requirements.

e:meganm@aeh.com.au

p: +61 8 8350 2305

Venue Contact

Jasmine Pohl
Exhibitions Coordinator
Adelaide Convention Centre

e: Jasmine.Pohl@avmc.com.au
p: +61 8 8210 6774

Venue Exhibitor Information

CLICK HERE to view and download the Adelaide Convention Centre Exhibitor Information Manual. 

Exhibitors can now order all services through the Exhibitor Services Centre (ESC) located on the ACC website. Services include incentive catering, internet services, stand cleaning, utilities and selected graphic design services. Also available via the page is the facility for exhibitors to upload their stand designs and any other information that will require approval from the venue.

Please note there is no onsite storage available at the ACC.

Exhibitors cannot leave boxes and packing material in the exhibition display area during the show.

Freight Forwarding/Transport/Logistics 

Agility Fairs & Events has been appointed the official contractor for domestic and international freight forwarding as well as materials handling services. 

As a service to exhibitors, the organiser has arranged for the transportation of exhibitor goods to the show, from Agility’s Adelaide warehouse. After the event, Agility will then transport all packed goods back to their warehouse where the goods will be held until your couriers can collect by TUESDAY 17 September 2019. There is not cost to you for this depot – venue – depot service.

In order to avoid any issues, lost freight or unmarked items, it is absolutely critical that you follow these instructions below. Agility will take all care but cannot be held responsible for any freight that is delivered by other couriers which cannot be identified. A copy of Agility’s Terms & Conditions is provided upon request.

What you need to do as an exhibitor:

  • Download and complete the Transport Request Form and fax/scan it to Agility by 26 August 2019. 
  • Download and complete Agility Delivery Label for Exhibitors for each item.
  • Ensure that each item is numbered (eg. 1 of 3, 2 of 3 etc…) and labelled using Agility Delivery Label available for download above. 
  • Deliver your goods to Agility’s Adelaide warehouse by no later than 4pm September 6 2019.
  • At the close of the conference, be sure to pack, label and number your goods accordingly.
  • Don’t forget to attach consignment notes or instructions for your couriers.
  • If you require any additional return freight after the show, you must contact Agility minimum 24 hrs before the close of the show.

If you require a quote for transport from your premises to Agility’s depot, please contact Melike at Agility Fairs & Events
Tel: +61 3 9330 9021
E-mail: mturan@agility.com

Otherwise, please deliver labelled items to:
**AGILITY LOGISTICS GIL:
c/- Agility Fairs & Events
22 Butler Boulevard
Adelaide Airport SA 5950**

Please note:

  • Your goods must be sufficiently packaged for transport. Loose items / fragile items will not be transported if insufficiently packaged.
  • If you are using your own transport company, ensure you make specific arrangements with your transport provider and the venue.
  • Agility Fairs & Events standard trading conditions apply for services provided – it is important that you are aware of these. Services include: transport, cranage, forklift, porterage, clearance, delivery, storage, positioning and all other onsite services.
  • We recommend you procure insurance on your goods. Agility does not provide insurance on your behalf.

Advertising Formats & Specifications


Logos

Your logo should be a high resolution PNG, JPG or TIFF image, no less than 250 KB in size. It will be used on the web, print and PowerPoint slide.

Profiles

  • Sponsors – 200 – 250 word profile
  • Exhibitors – 75 – 100 word profile

Include contact details so delegates can connect with your organisation. The profile will be displayed in the App and on the website.

eSatchel Insert

Electronic brochures need to meet the following specifications:

  • High resolution, colour PDF
  • A4 portrait orientation, 210mm x 297mm
  • Maximum size of 1MB
  • No bleed and no crop marks
  • PDFs will be uploaded as ‘as received’

Video eSatchel Insert Specifications

We are giving Conference Partners an opportunity to have a short video linked to the eSatchel in the App. Your video will be uploaded to Vimeo and linked to the eSatchel in the app and online. Delegates will be able to view the video on their mobile devices or desktops. As this is a new option we would recommend using existing content or creating a short promotional video – to maximise views be creative!

  • Maximum size of 20MB
  • MP4 or AVI formats

Satchel Inserts

(one brochure insert in the delegate satchels or pens and notepads for satchels)

200 inserts will be required and this will be confirmed closer to the date.

Deliveries for satchel inserts will need to be made to Agility’s Adelaide warehouse by no later than 4pm September 6 2019. Please refer to the delivery instructions under Freight Forwarding/Transport/Logistics section above.

Please ensure Agility Delivery Label is used and boxes are clearly marked SATCHEL INSERT.

Terms and Conditions for Sponsors and Exhibitors

Bookings & Payments

Acceptance of Terms and Conditions
Conference Design Pty Ltd, members of the Organising Committee and the Host Organisation are collectively referred to as The Organisers.

The Organisation listed on the sponsorship and exhibition application will be referred to as your Organisation or collectively as sponsors and exhibitors.

By returning a Sponsorship and Exhibition Booking Form you are accepting these terms and conditions.

Acceptance of Applications
Conference Design will issue a Tax Invoice once a Sponsorship and Exhibition application has been accepted.

Any advertising is not an offer capable of acceptance. The Organisers reserve the right to decline any sponsorship and exhibition application.

GST and AUD
All costs are inclusive of GST and listed in Australian Dollars.

Payments
Payment is required within 14 days of us issuing your Tax Invoice to confirm your application.

Sponsorship and exhibition entitlements, including the allocation of exhibition space, do not commence until payment has been received.

Cancellation of Sponsorship and Exhibition Bookings
Once a sponsorship and exhibition application has been accepted all payments are non-refundable. If you are no longer able to attend the conference please contact Conference Design to discuss your participation.

Cancellation or Postponement of the Conference
The Organisers do not accept any liability for losses incurred if the conference is cancelled or postponed due to an event that renders proceedings with the meeting inadvisable, illegal, impracticable or impossible.

If the conference is cancelled or postponed refunds will not be issued but available funds will be credited towards the rescheduled conference.

An unforeseen event could include, but is not limited to, an infectious disease outbreak; industrial disruptions; service provider failures; governmental restrictions or regulations; war or apparent act of war; terrorism or apparent act of terrorism; disaster; civil disorder, disturbance, and/or riots; curtailment, suspension or restriction on transportation; or any other emergency.

General Information

Disclaimer and Changes
Every effort has been made to present all the information accurately, however no liability is accepted for any inaccuracy and the Organisers reserve the right to change any published information.

The Organisers reserve the right to amend, update or delete sponsorship and exhibition packages and the exhibition floor plan.

Exhibition Floor Plan
The exhibition floor plan is subject to change without notice. The floor plan is not to an exact scale, but accurately represents the position and sizes of exhibition spaces.

Correspondence
When booking please appoint a single point of contact within your Organisation. All bookings will be recorded under the one name and all correspondence will be sent to this person.

Allocation of Exhibition Spaces
Conference Design will allocate exhibition spaces after taking into account each organisation’s sponsorship, the date of application, preferences, proximity to competitors and any other matters deemed relevant.

Insurance
All sponsors and exhibitors must have adequate insurance for the period of the conference, including public and products liability cover and professional indemnity insurance. We may request a certificate of currency.

Indemnity
Your Organisation shall indemnify and hold harmless the Organisers for any loss, damage to property or injury to persons suffered as a result of your participation in the conference, except where the Organisers are found to be negligent.

Supply of Goods and Services
The supply of any goods, services, samples or advice is entirely at your Organisation’s own risk.

During the Conference

Security
No valuable items should be left unattended at your exhibition at any time and especially not overnight. No responsibility is accepted for any loss or damage to equipment and display materials.

Representatives
Anyone from your Organisation attending the conference or guests you wish to invite to the conference must register with Conference Design before the conference. An official name badge will be required to access the meeting and exhibition area.

Custom Stands
All custom stands must fit within the purchased exhibition space. Custom stands must not exceed 3.0 metres high. If you have any questions please email us a floor plan and elevations of your proposed stand.

Delegate List
Due to privacy requirements the delegate list will be supplied on the Conference App at the time of the conference and will include name, organisation and state.

Interactive Exhibitions
Whilst we encourage you to develop entertaining and interactive displays to attract delegates, please be mindful not to disturb other exhibitors or delegates.

Storage
There is limited storage space on site for exhibition equipment or packaging.

Signage at the Venue
The venue doesn’t allow any signage to be fixed to walls or other surfaces. Your signage should be free standing to allow for easy placement and should be contained with your exhibition space.

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

Damage to the Venue
Your Organisation shall indemnify the Organisers from all liability for damage to the venue deemed to have been caused by your staff, contractors, agents or guests. The cost of repairs will be the sole responsibility of your Organisation.