Sponsors & Exhibitors Manual | Online ASM

What does an online exhibition look like?

We will be using a platform called OnAIR by EventsAIR. Just like a traditional exhibition at a face to face meeting, attendees can visit the virtual exhibition hall and engage with exhibitors. Attendees can view exhibitor information, download brochures, and when the exhibition is open, engage in instant meetings with exhibitors. OnAIR is a fully integrated and secure platform optimised for fully virtual events as well as hybrid events.

What you need to participate?

In order to participate as an online exhibitor at the event and make the most of the exhibition opportunities available, each of your exhibiting staff members will need access to a device (laptop, desktop, phone, tablet etc…), internet, a webcam and a microphone.

For best user experience, we recommend using Google Chrome 2010+.

Exhibition Listings

Sponsors and exhibitors will be listed in the portal in order of sponsorship level followed by alphabetical order.

Click the image below to view the information document

Online Exhibition Booth inclusions

Inclusions will differ for each exhibitor depending on their level of sponsorship. Standard inclusions for each exhibitor listing include:

  • 50 – 200 word company profile
  • 1 x company logo (JPEG preferred PNG accepted)
  • 1 x website hyperlink available for delegates
  • Access to lead management software
  • One-to-one video conference meetings with delegates
  • Access to the Meeting Hub to connect with delegates via video call, messaging and live chat


Click here to view FAQs about the Online event. Please contact Conference Design if you have a question that has not been addressed.

Exhibition Opening Times

The exhibition lounge will be open to at all times throughout the ASM once the portal is open. Dedicated exhibition breaks will be programmed throughout the meeting for delegates to engage with sponsors. During these times you are strongly encouraged to be online and ‘at your stand’ to be available for meetings with delegates.  You can also schedule meetings with attendees outside these breaks.

The exhibition breaks have been scheduled for the following times^*:

Nephrology & Transplantation Update Course Exhibition (Theme Sponsors only)

  • Saturday: 1145-1215 & 1355-1415
  • Sunday: 1135-1200 & 1405-1415

Annual Scientific Meeting Exhibition

  • Monday: 1115-1145, 1315-1340, 1550-1615
  • Tuesday: 1100-1130, 1300-1330, 1500-1515
  • Wednesday: 1100-1130, 1300-1330

^Exhibition breaks are subject to change before the ASM.
*Listing times are subject to relevant exhibition inclusions only and all times listed above may not be applicable to all packages. 

Other Important Information


Anyone from your Organisation attending the event must register with Conference Design before the meeting. An individual event registration will be required to access the online meeting and exhibition areas. Please check your sponsorship or exhibition inclusions to confirm the number of inclusive registrations available. Additional registrations can be purchased.

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.

ASM Managers

Please contact Kylie Crawford at Conference Design to discuss supporting the Meeting or to make an amendment to your current package.


ANZSN supports the ethical codes of conduct on interactions with healthcare professionals including, but not limited to, Advanced Medical Technology Association (AdvaMed) Code of Ethics on Interaction with Healthcare Professionals; the American Medical Association (AMA) Gifts to Physicians from Industry Ethical Opinion 8.0611; The Pharmaceutical Research and Manufacturers of America (PhRMA) Code on Interactions with Healthcare Professionals; and other ethical guidelines and standards that describe the appropriate relationships between physicians and industry. ANZSN refers exhibitors to these guidelines and expects all exhibitors at the ANZSN ASM 2021 to be in compliance.

Advertising Formats & Specifications

Please send all advertising materials to ASM Coordinator, Lucy Woodward (lucy@conferencedesign.com.au) before the due date listed below.

If you have any questions regarding your package or inclusions please do not hesitate to contact Lucy.

Please check the inclusions of your sponsorship package to confirm which advertising formats you need to supply.



Your logo should be a high resolution JPEG image, no less than 250 KB in size. PNG or TIFF also acceptable.  Your logo will be used on the website, meeting app and event portal.  Where included in your package, it will also be used on marketing materials promoting the event to our mailing lists.

A high resolution and large size logo should be supplied to Conference Design for use on the website, marketing material (if applicable), the online meeting portal and attendee app. Logos will be resized to the required specifications for each platform. Logos will be displayed in the online meeting portal and attendee app in a square or horizontal format. Stacked logos are not recommended to ensure optimal fit on all display platforms.

Upload during the exhibition/sponsorship booking process or email to Lucy Woodward. The earlier we receive your logo the longer exposure your organisation will receive.


  • Sponsors – 200 word profile.
  • Society Sponsors have the opportunity to provide an additional 500 word profile to be displayed in the online meeting portal and attendee app
  • Exhibitors – 50 word profile

Include contact details, website link and any social media handles you wish to promote so delegates can connect with your organisation. The profile will be displayed in the online meeting portal, delegate app and on the website.

Upload during the exhibition/sponsorship booking process or email to Lucy Woodward. The earlier the longer exposure your organisation will receive.


The ‘Lead Management’ function of the online ASM platform enables sponsors to connect and exchange contact information with delegates, in the digital environment also called ‘lead capture’.

The Lead Capture is enabled only when staff engage in a live chat or live video meeting through their virtual booth with an attendee. 

Prior to the ASM you can create a list of customised questions through the exhibition portal that you wish for your staff to ask delegates during the online ASM.  This will serve as a template for use for your representatives to collect the delegates responses.  The information captured through Lead Management can be used for marketing and follow-up post-event.

Once a ‘lead capture’ is complete in the system, an email is automatically dispatched your organisations main contact with the answers and participating delegates information (name, position, organisation & email address). Delegates will also receive a separate email to say ‘thank you for meeting with us/visiting our display’ (custom text to be supplied by exhibitor).

Please contact Lucy Woodward if you have any questions regarding the set-up of lead management.

Log into the exhibition portal here:

ASM Exhibition Portal – https://cdesign.eventsair.com/2021-anzsn-asm/online-exhibition  

Set up should be finalised prior to 12 August 2021.


Sponsor registrations include access to the full ASM. Additional registrations can be purchased for $200 each. Each registration will have an individual login for the portal so registrations cannot be shared amongst colleagues.  To register your staff and purchase additional registrations please log in to the exhibition portal. The exhibition break times are listed above. We strongly recommend your representatives are online during these times as this is when attendees will be encouraged to visit your stand.

Ensure each staff member registered includes a photo and short profile so delegates can see who they are.

Log into the exhibition portal here:

ASM Exhibition Portal https://cdesign.eventsair.com/2021-anzsn-asm/online-exhibition 

We recommend you register your staff as soon as possible so they receive all applicable communications regarding the ASM and using the online portal.



A 1-minute video to be played in one of the plenary keynote sessions (before or after an international keynote for maximum exposure). This video should not be commercial in nature, more reflective of your organisation’s community engagement and response in these tough times (for example).  Council would need to approve the video before adding to the program.  Available to Platinum Partners only.

Maximum size of 20MB
MP4 file preferred
Encoder: H264
Resolution: 1280*720
Frame Rate: 25fps

DUE: Friday 13 August 2021

Introduction Advert Static

A promotional advertising slide that will be displayed for 10 seconds prior to the start of your sponsored session. *Council would need to approve the video before adding to the program
single static image
landscape orientation (16:9 preferred)
JPEG or PNG file.

DUE: Friday 13 August 2021

Video Advert

A promotional 10 second advert displayed prior to the start of your sponsored session. This advert can include motion and sound. *Council would need to approve the video before adding to the program
MP4 file
landscape orientation (16:9 preferred)
Encoder: H264
Resolution: 1280*720
Frame Rate: 25fps

DUE: Friday 13 August 2021


The custom banner will be displayed at the top of the meeting portal on rotation with 4 other banners, see below for placement. Your logo will be displayed on a joint partners banner, so we encourage you to be creative with your custom banner. Each banner graphic can be linked to an individual hyperlink. Please send this additional hyperlink with the banner. If no hyperlink is supplied, the banner will be linked to the organisation’s website.  Available to Platinum Partners and Update Course Theme Sponsors only.


  • Graphic – 870px Wide X 155px High, high resolution JPEG

DUE: Friday 13 August 2021


The digital content piece will be accessible through the resource hub section of your exhibition listing in the online meeting portal.  Digital content pieces can be URL links or PDF documents. The URL links can be linked to any content including videos, websites, webinars, surveys, etc… be creative with your content to stand out from the other sponsors!


  • PDF Document
    • High resolution
    • 1MB per document
    • Will be uploaded ‘as received’
  • URL Link
    • Will be linked ‘as received’
    • Custom link name to be provided max 5 words

DUE: Friday 13 August 2021


Your half page advertisement will be sent our with an ASM Promotional email in the lead up to the meeting. Available to Platinum Partners only.

The content piece will be:

  • High resolution, colour JPEG image
  • Portrait orientation, 850px X 1000px
  • No bleed and no crop marks
  • Images will be uploaded ‘as received’

Please contact Kylie Crawford to discuss the campaign your advert will be included in and the date of circulation.


The on-demand pre-recorded webinars will be available for delegates to view 1 week prior (excluding the 2 day Update Course) to the summit. Webinar sessions will be available for delegates to view in your exhibition booth. Webinars will be limited to 30 minutes only and will be rejected if the length exceeds this time.

The file should be supplied to Conference Design as an MP4 file or URL link.

DUE: Friday 13 August 2021


Push notifications are short “alerts/adverts” that will be sent via the online platform and the delegate app.  The body text for a push notification message should be no more than 30 words and a heading no more than 10 words.

DUE: Friday 13 August 2021


The promotional Tweets will be sent out via the ANZSN ASM (@ANZSNasm) twitter account in the lead up to the ASM. Tweets supplied should be no larger than 200 characters each.

DUE: At your earliest convenience. The sooner content is provided, the more exposure opportunities available. 


Trivia questions will be included in the Online game for the ASM. Each sponsor will have the opportunity to supply 1x question to be included. We recommend the question be something that the delegate will have to contact you about rather than a general knowledge question.  It is a multi choice question so please include the question and 3 answers (indicating which is the correct answer).  The question can be no longer than 140 characters.

DUE: Friday 13 August 2021



  • Additional exhibitor staff registration (3 days) including access to sessions $200 EACH

Content pieces

  • Additional content piece available through your online stand $200 EACH

On-Demand Video

  • On-Demand Video available through your online stand $300 EACH

Please contact Kylie Crawford to organise an add-on.

Terms and Conditions | Sponsors and Exhibitors

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