Sponsor & Exhibitor Manual

Exhibition

Exhibition Allocations

# ORGANISATION # ORGANISATION
1 Stretchy Tech 7 Access Easy English
2 Life Without Barriers 8 Accessible Telecoms
3 Cara Inc. 9 iplanit by Aspirico | Industry Leaders in Support Sector Software
4 InComPro 10 La Trobe University | Living With Disability Research Centre
5 Centre for Disability Studies 11 Community Living Options
6 ASID 12 Flinders University | Disability & Community Inclusion

Exhibition Schedule

The exhibition will run for the duration of the conference with morning tea, afternoon tea and lunch served in the exhibition area. The welcome reception will also be held in the exhibition area.

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

Please check the program for catering break times

Wednesday 6th November 2019

  • 0700-0800 – Exhibitor Bump In
  • 0800 – Exhibition opens with arrival tea and coffee
  • 1920 – Welcome Reception Concludes

Thursday 7th November 2019

  • 0800 – 1720

Friday 8th November 2019

  • 0800 – 1530
  • Following afternoon tea – Exhibitor bump out

Furniture and Equipment Provided:

  • One dressed trestle table with black table cloth
  • Two chairs
  • Power board

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.

VENUE

Venue Contact

Rebecca Thompson
Hilton Adelaide

e: Rebecca.Thompson@hilton.com
p: +61 8 8237 0765

Venue Information

Exhibitors who are wanting to have any food MUST contact the venue and have the hotels permission for this. If the hotel does give permission, you will be required to sign a food waiver.

Any electrical equipment that the exhibitors bring in must be tagged and tested and this will be spot checked by the hotel catering team. Please note that if the equipment is not tagged and tested it will not be able to be used.

Onsite Storage

There will be limited on-site storage facilities for packing materials, boxes and giveaways.

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

Deliveries

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

  1. Download and use the delivery label provided by the venue.
  2. Confirm with your courier the delivery has been made BEFORE you arrive.
  3. Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive.
  4. Goods will only be accepted between the hours of 0730 and 1500, from Friday 1 November. Deliveries outside this time frame may be accepted with prior approval from the hotel.

Collections

  1. Box up any materials requiring collection and leave on your stand for collection by venue staff during bump out.
  2. Arrange for collection of the items with your courier as per the pick up details noted in the collection label.
  3. Check with your courier whether a consignment note/number is required. If so include these details on your boxes before they are collected by the venue staff.
  4. Freight needs to be collected 24 hours post event.

ADVERTISING FORMATS & SPECIFICATIONS

Profiles

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

DUE: At time of booking
tara@conferencedesign.com.au 

Conference Program Advert

Full page:

  • Trim size: 210mm wide by 297mm deep
  • Bleed size: 220mm wide by 307mm deep (5mm bleed)
  • Type area: 180mm wide by 267mm deep (20mm margin all around)

Half page – landscape A5 ad:

  • Trim size: 210mm wide by 148mm high
  • Bleed size: 220mm wide by 158mm high (5mm bleed)
  • Type area: 180mm wide by 118mm high (20mm margin all around)

DUE: Monday 14th October 2019
tara@conferencedesign.com.au 

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.

DUE: At time of booking
tara@conferencedesign.com.au 

eSatchel Insert

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

DUE: Friday 18th October 2019
tara@conferencedesign.com.au 

Satchel Inserts

If you have purchased a Satchel Insert or have one included in your package please use the delivery label below to send the inserts to the below address by 18th October 2019 (350 units required).

Exhibitors can purchase a Satchel Insert for $500 including GST.  Please contact the conference manager Leesa McDermott to book.

DELIVERY: Friday 18th October.

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

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 completing a Sponsorship 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

Deliveries
Late and missing deliveries are the main concern for sponsors and exhibitors during the conference.

Please use the specified delivery labels and confirm with your courier the consignment has actually been made.
When you arrive on site have the courier name, the consignment numbers and delivery date available.

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.