Sponsors & Exhibitors Manual

Thank you for participating in the YEAR XXXX CONFERENCE.
The below information will assist with your preparation.

If you have any questions or require assistance please contact: mail@conferencedesign.com.au 

Exhibitor Build/Bump In

Exhibitor Pack-up

Open to delegates

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

Exhibition Allocations

Venue Contact

Custom stand plans and venue related enquiries should be directed to:

NAME
VENUE

e:
p:

Exhibition Supply Company

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

Please contact NAME to confirm your fascia wording and to arrange any other equipment you wish to hire.

e:
p:

Conference Design

Please contact organisers at Conference Design if you have any queries.

Conference Manager
e:

Conference Coordinator
e:

p. +61 3 6231 2999

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 X and X, X working days prior to the event on DAY MONTH YEAR.

Collections

1. Download and use the collection label provided by the venue.
2. Box up any materials requiring collection and leave on your stand for collection by venue staff during bump out.
3. Arrange for collection of the items with your courier as per the pick up details noted in the collection label.
4. 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.
5. All goods must be removed by DATE.

Freight

There is no appointed freight logistics company for the XX CONFERENCE, however there are some suggestions below:

COMPANY 1: WEB LINK
Contact number

COMPANY 2: WEB LINK
Contact number

Exhibitors and Sponsors are responsible for all freight to and from the conference venue, including satchel inserts.

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.

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.

App Game

An app based game will be run to encourage delegates to visit and interact with the exhibition. The Organising Committee appreciated donations of delegate prizes from the exhibiting companies for this game. The prizes will be drawn in the Closing Plenary. For more information please contact the Conference Manager.

Logos

Your logo will be used on the website, in the printed program, in the conference app and on a joint sponsors’ slide.

Print: EPS version

Web and App: a high resolution PNG, JPG or TIFF image, no less than 250 KB in size.

Please upload via the online booking portal when you book or email to Conference Design.

Company Profile

• Sponsors – XX words
• Exhibitors – XX words

Please include a contact name (where appropriate), email address, web address and phone number.  Your profile will be included in the conference app and on the conference website.

Please upload via the online booking portal when you book or email to Conference Design.

Video eSatchel Insert

Eligible sponsors have the 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

Email to: Conference Design

Pocket Program Ads

Advertisements in the printed Pocket Program are available for purchase (full page, full colour, A6 portrait format).

Sizing and specifications of the can be viewed by clicking this link: A6 Specifications

Please note – design of advertisement and supply by the due date is the responsibility of the advertiser.

e-Satchel Insert

For the conference app and as a supporter of the conference you are entitled to provide an electronic document / brochure / advertisement for the eSatchel section of the app.

• 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’

Satchel Inserts

We are not distributing satchels/bags/pads to delegates upon registration. Instead, we will be encouraging people to visit the displays for these items, as a way of increasing engagement between our delegates and exhibitors and giving you more opportunity and time to interact and form relationships early on in the conference.