Sponsors & Exhibitors Manual

Sponsor & Exhibitor Manual

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

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

Exhibitor Build, Bump-In & Bump-Out

Custom Stand Build Commence: Tuesday, 23 September 08:00

Exhibition Access for Set-up: Wednesday, 24 September 07:00

All Set-up Completed By: Wednesday, 24 September 12:00

All packing materials must be removed from the exhibition area by this time.

Bump-Out Commence: Friday, 26 September 16:00

Bump-Out Completed by: Friday, 26 September 17:30

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.

Onsite Storage

Exhibitors cannot leave boxes and packing materials in the exhibition display area during the conference. There is no onsite storage for packing material, so please make alternative arrangements for any excess items and materials.

Test & Tag

Please make sure all electronics being plugged directly into power are tagged and tested before bringing them onsite to HGC.

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.

Exhibition Open to Delegates

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

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.

Included Registrations

We recommend registering your representatives 90-60 days before the conference. Accommodation bookings can be made when registering. A registration is required to access the exhibition area.

• Sponsors – Included registrations are listed in each package
• Exhibitors – Two per booth
• Register via the portal in your confirmation

Additional Registrations

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

Standard Exhibition Package Inclusions

Standard Exhibition Package

The standard exhibition package includes for each booth booked:

• A white panel shell scheme booth – 3m wide x 2.4m deep x 2.4m high walls
• Fascia sign with your company name.
• 1 x trestle table – 1830mm wide x 760mm deep x 740mm high
• 1 x black table cloth for the trestle table
• 2 x chairs
• Registration for 2 company representatives.
• A 50-word profile in the conference app
• 1 x PDF for download in the conference app
• 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

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.
• 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

Deliveries will only be accepted by the venue from:

• Monday, 22 September 2025
• Between 9am and 5pm weekdays

Deliveries are limited to the following size:
1.20M W by 2.00g H by 1.20M D

Maximum weight:
1800kg (service lift access)

Forklift Services

Forklift services for bump in and bump out are available through Oz Wide Rigging. If you require a forklift for your goods, please use the contact below.

• Alex Gibson
• M: 0490 526 801
• E: ozwiderigging@gmail.com

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
• Add your couriers consignment note and/or number as required
• Leave the items on your stand for collection by venue staff
• Arrange for your courier to collect the items from the loading dock
• All goods must be collected by the next day

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.

• Australia Post 13 POST (13 7678)
  auspost.com.au
• Toll Group 1300 865 547
  www.tollgroup.com
• TNT (FedEx) 13 11 50
  www.tnt.com
• StarTrack 13 2345
  startrack.com.au
• Fastway Couriers
  www.fastway.com.au

Freight Forwarder

If you have any pallets larger than 1.2m W x 2m H x 1.2m D need to be sent to the below freight forwarder.

The freight forwarder for this event is:

• Total Freight Solutions
• Mark Clark
• www.totalfreightsolutions.com.au
• mclark@totalfreightsolutions.com.au
• 0417 002 530

Advertising Specifications

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)

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

Satchel Insert opportunities can be purchased as part of the sponsorship.

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)

Terms and Conditions

You can find the full sponsors and exhibitors Terms and Conditions on the sponsors and exhibitors opportunities page.

Thank You to our Conference Partner