Sponsors & Exhibitors Manual

Sponsors & Exhibitors Manual

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

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

Conference Managers

Angela Cooper – Conference Manager
Caitlin Foale – Conference Coordinator
mail@conferencedesign.com.au
+61 3 6231 2999

Venue

Exhibition Supply Company

Adelaide Expo Hire
TBC
Phone

Email

Contact the exhibition company for:

  • supply of the included exhibition booth and furniture
  • fascia/name board wording
  • confirming lighting & power
  • ordering additional signage, printed panels, audio visual, plants, or furniture
  • custom stands

Only the booth and furniture in the package below are included in the exhibition cost. All additional items and variations are at the exhibitors own cost.

Exhibitor Build & Bump-In

  • Custom Stand Build Commence:
    1000 – 1800 Sunday 1st September 2024
  • Exhibition Access for Set-up:
    1500 – 1800 Sunday 1st September 2024
  • All Set-up Completed By:
    1800 Sunday 1st September 2024
    All packing materials must be removed from the exhibition area by this time.

On Arrival: please go straight to your stand and begin setting up. The conference staff will deliver your name badges and an exhibitor pack to your stand. We recommend bringing a high vis vest as the venue requires one to be worn during bump-in if stand builds are still happening.

Exhibitor Bump-Out

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

  • Bump-out Commences: 1400 Wednesday 4th September 2024
  • Completed By: 1900 Wednesday 4th September 2024

Onsite Storage

Exhibitors cannot leave boxes and packing materials in the exhibition display area during the ASM. 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:

  • Day 1: 0730 – 1930 Monday 2nd September 2024
  • Day 2: 0730 – 1530 Tuesday 3rd September 2024
  • Day 3: 0730 – 1400 Wednesday 4th September 2024

The times are subject to change. Check the program page for catering breaks.

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.

Venue Contact

Venue related enquiries including food and beverage orders should be directed to:

Bill Mack
Adelaide Convention Centre
+61 8 8210 6708
bill.mack@avmc.com.au

Custom Stand Authorisation

All custom stand plans must be sent to Exhibitor Services at the venue for approval no later than 14 days prior to the event. See the bump-in schedule for when custom stand builds can commence and finish

Bill Mack
Adelaide Convention Centre
+61 8 8210 6708
bill.mack@avmc.com.au

App Game & Prizes

An app based game will be run to encourage delegates to visit and interact with exhibitors. All sponsors and exhibitors will be issued QR codes as part of the app game. Exhibitors can choose to clearly display the QR code to avoid unnecessary interruptions or you can ‘hide’ the code so delegates must interact with your representatives. Participants will need to have scanned all sponsor and exhibitor names to enter the draw, which will be drawn in the closing session

Exhibitors can donate prizes for this game. To donate a prize please email the conference team (see above) the prize details. You can bring the prize to the conference or you can send it to the winner after the conference. Your prize and organisation name will be acknowledge in the app.

Registration of Attendees

All representative 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 90-60 days before the ASM. Accommodation bookings can be made when registering.

  • Sponsors – Included registrations are listed in each package
  • Standard Exhibitors – Two per booth
  • Register via the portal (see above)

Additional Registrations

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

  • $899 incl. GST | Additional Full (3 day) Registration (Gala Dinner not included)
  • $450 incl. GST | Additional Day Registration
  • $190 incl. GST | Additional Gala Dinner Ticket

Car Parking

ACC offers two undercover car parking options with our North Terrace and Riverbank car parks (see car park access map). The Riverbank car park is accessible from Morphett Street / Festival Drive.  Both car parks are located directly under the Centre and operate 24 hours a day, 7 days a week. Each is fitted with video surveillance camera systems and security patrols both areas.

Riverbank car park height clearance – 1960mm
North Terrace car park height clearance – 2000mm

Automated payment stations are available in both car parks and accept payment via card only (major credit
cards, debit cards and mobile pay).

1 HOUR $8.50
1-2 HOURS $13.00
2-3 HOURS $17.00
3-4 HOURS $19.00
EARLY BIRD* $18.00

*Early Bird rate available 7 days for entry between 5.30am-9.30am and exit between 2.30pm-6.30pm.

An additional $1.00 will be charged for each additional hour to a maximum of $33.00 over a 24-hour period.

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

Exhibition deliveries may only occur during the occupancy of the exhibition space: 0600 Sunday 1st September 2024 – 1400 Wednesday 4th September 2024

ACC operates two Loading Docks, the North Terrace Loading Dock, and Plaza Ramp (see Plaza Loading Dock Access map). Please refer to the delivery address on the ANZSN 2024 Exhibitor Delivery label for where your goods should be directed. Both the North Terrace Loading Dock & the Plaza Ramp are accessed from North Terrace. The speed limit is 5km per hour.

All exhibitor deliveries must be scheduled with ACC’s Loading Dock. Deliveries arriving without a booking or prior to the allocated move in period will not be accepted.

To book in your delivery, please contact ACC’s Loading Dock:
Phone: (+61 8) 8210 6773
Email: ntld@avmc.com.au

ACC will not sign for exhibitor or contractor deliveries. A company representative will need to be onsite to sign for exhibitor goods.

Forklift Services

ACC forklifts are for venue use only and will not be loaned or hired out to clients or third-party contractors under any circumstances.  Forklifting can be arranged through the Exhibition Planner.  Charges will apply.

Forklift services for bump in and bump out are available through the freight forwarder. Please indicate that your goods require a forklift when completing the quote request form (see the links above).

Freight Companies

Exhibitors and sponsors are responsible for all freight to and from the conference venue, including satchel inserts. There is no appointed freight logistics company for the conference.

Freight Forwarder

The freight forwarder for this event is:

  • Company Name
  • Contact Name
  • Website
  • Email
  • Booking close by XXXX

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
  • Include your couriers consignment note and/or number as required
  • Move the items to the relevant Loading Dock  at the conclusion of the exhibition for collection
  • Arrange for your courier to collect the items from the relevant Loading Dock
  • All goods must be collected Wednesday 4th September. If you require next business day collection, please contact the Exhibition Planner for approval.

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: On Booking
  • 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: On Booking
  • 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 – 250 words in conference app
  • Upload via the booking portal
  • Due Date: On Booking
  • 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: On Booking
  • Emailed to the conference team (see above)

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

Social Media Posts

The promotional social media posts will be sent out via Twitter, Facebook, and LinkedIn in the lead up to the conference.

  • See your package inclusions for the number of posts
  • Maximum 200 characters each
  • Due Date: On Booking.
    The sooner content is provided, the more exposure opportunities available.
  • Emailed to the conference team (see above)

Pocket Program Advertisements

Advertisements in the printed Pocket Program are available for purchase.

  • Sponsors – See the inclusions listed in each package
  • Exhibitors – Available for purchase
  • Supply a print optimised, high resolution PDF
  • Full colour
  • Printed A6 portrait aspect
  • Full Page is 148mm (h) x 105mm(w)
  • Half Page is 74mm (h) x 105 mm (w)
  • Add 3mm bleed around all 4 sides and supply file with trim marks included
  • Due Date – 30 days prior to the conference
  • Email to the conference manager (see above)

The design and supply of the finished advertisement by the due date is the responsibility of the advertiser.

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 – 30 days prior to the conference
  • Upload via the portal (see above)

eSatchel Video

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.

  • Sponsors – See your package inclusions
  • Exhibitors – Not applicable
  • Maximum size of 20MB
  • MP4 or AVI formats
  • Email to the conference manager (see above)

Standard Exhibition Package

The standard exhibition package includes for each booth booked:

  • A 3m wide x 2m deep floor space
  • A white panel shell scheme booth – 3m wide x 2m deep x 2.4m high walls
  • Fascia sign with your company name (up to 24 characters in capitals on PVC panel)
  • 1 x trestle table – 1830mm wide x 760mm deep x 740mm high
  • 1 x black table cloth for the trestle table
  • 2 x chairs
  • 2 x spotlights
  • 1 x 4 amp power supply
  • 1 x wastepaper basket
  • Registration for 2 company representatives, including the social functions
  • Your participation listed on the conference website
  • A 50-word profile in the conference app
  • 1 x PDF for download in the conference app
  • Your booth will be included in the “App Game/Passport” during the conference
  • 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

Exhibition Furniture Options

Where applicable.

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