Sponsor & Exhibitor Manual

Thank you for participating in this year’s conference. Please review the following information to assist with your preparation. 

If you have questions or require assistance, please contact: 

• Conference Design 
• mail@conferencedesign.com.au 
• +61 3 6231 2999 

Exhibition Schedule

Bump In Schedules and Exhibition Open times will be available soon. 

When Arriving at the Venue 

Go straight to your stand and begin setting up. Conference staff will deliver your name badges and an exhibitor pack to your stand. 

Bring a high-vis vest as the venue requires one to be worn during bump-in if the stand build is still in progress. 

Exhibition Package 

The standard exhibition package includes: 

• A white panel shell scheme booth 
• Fascia sign with your company name 
• 1 x trestle table 
• 1 x black tablecloth for the trestle table 
• 2 x chairs 
• 1x 4 amp power outlet 
• Two registrations 
• 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

Important Deadline –  Tuesday 6 October

Orders for the following must be completed by the date above.

• Fascia Sign Text 
• Signage Artwork 
• Furniture Orders 

Registrations

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

Register via the link provided in your confirmation email. 

• Sponsors: Refer to the prospectus for the number of registrations included in your package 
• Exhibitors: Two full registrations per booth 
• Additional registrations: 
  • Full Registration: $750
  • Additional Welcome Function Tickets: $75 
  • Additional Conference Dinner Ticket: $170 

Freight, Deliveries & Collections

Exhibitors and sponsors are responsible for all freight arrangements to and from the conference venue. 

Deliveries

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

• Deliveries will only be accepted from 8:30am,Wednesday, 21 October 2026
• Use the delivery label provided by the venue (Please use button in Quick Links menu).
• Please complete the DCC Freight Delivery Notice when sending items (Please use button in Quick Links menu).
• Confirm directly with your courier that the delivery has been made before you arrive 
• Have your courier contact details, consignment number, and delivery date with you when you arrive onsite 

Onsite Storage

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

Collections 

Your staff need to ensure all steps are completed before leaving the exhibition. 

• All goods must be collected on Wednesday 4 November 2026 
• Pack and label all materials 
• Add your courier’s 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
• Exhibitors must ensure transportation has been arranged for their goods with the appropriate consignment notes completed and signed and attached with three (3) business days post event.
• The Centre reserves the right to charge an additional storage fee of $150 per day, or dispose of any goods after three (3) business days.
  

Forklift Services

Forklift services are available through the venue. Please indicate that you require a forklift when completing the venue exhibition form. 

Freight Forwarders

Please note that no freight logistics company has been appointed for this event. We recommend using your own freight handler or suggest contacting one of the following providers: 

• 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 

Lead Management

The conference app provides an integrated lead capture feature, allowing exhibitors to scan attendee badges and collect contact details seamlessly. 

For detailed instructions, refer to the Lead Management web page. 

App Game & Prizes 

The app game is designed to encourage delegates to visit and engage with exhibitors. All sponsors and exhibitors will be issued a unique QR code for the game. Delegates must scan each code using the conference app to participate. 

You may choose to display your code prominently to reduce interruptions or keep it hidden to encourage direct interaction. To be eligible for the draw, delegates must scan all sponsor and exhibitor QR codes. The winner will be announced during the closing session. 

Sponsors and exhibitors are welcome to donate prizes for the game. To contribute, please contact mail@conferencedesign.com.au.  

Prizes can either be brought to the conference or sent directly to the winner afterward. Your prize and organisation name will be acknowledged in the conference app. 

Car Parking

The Darwin Convention Centre offers 233 parking spaces, with easily accessible public car parks also available throughout the Darwin Waterfront Precinct.

Marketing and Advertising

Refer to the prospectus to confirm the advertising and marketing benefits included with your package.

Terms and Conditions

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