Sponsors & Exhibitors Manual

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

Exhibition Supply Company – Adelaide Expo Hire

• Harriet Creaser
• 08 8350 2300
• harrietc@aeh.com.au

Contact the exhibition supply company for:

• Exhibition booth and furniture
• Fascia signage
• Lighting & power
• Ordering additional items for your stand such as signage, printed panels, audio visual, plants, and furniture
• Custom stands

Please use the button on to access and complete the order form. This must be completed to confirm your fascia.

Order Forms

Exhibition Schedule

When Arriving at the Venue

Bring a high-vis vest as the venue requires one to be worn during bump-in. Head straight to your stand and conference staff will deliver your name badges and an exhibitor pack to your stand during bump in.

Build, Set-Up and Pack Down Times

• Custom Stand Build
  Monday 6 September, 08:00 – 17:00
• Exhibitor Set-up Access
  Tuesday 7 September, 08:00
• Exhibitor Set-up Completed By
  (including the removal of packing materials)
  Tuesday 7 September, 13:30
• Exhibitor Pack Down Start
  Thursday 9 September, 16:00
• Exhibitor Pack Down Completed By
  Thursday 9 September, 17:00

Exhibition Opening Hours

• Tuesday, 7 September 2027 – 14:00 – 18:00
• Wednesday, 8 September 2027 – 09:00 – 17:00
• Thursday, 10 September 2027 – 09:00 – 16:00

The above times are indicative and are subject to change. Check the program for updates.

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
• 1 x 4 amp power outlet
• Two registrations (1 registration for Pod Displays)
• 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

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 08:00, Monday, 06 September 2027
• Use the delivery label provided by the venue (Above)
• 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.

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 by Thursday, 09 September.
• Pack and label all materials
• Exhibitor goods must be collected at the time of move. It is the responsibility of the exhibitor to move all their goods back to the relevant Loading Dock at the conclusion of the exhibition for collection. If you require next business day collection, please contact your Exhibition Planner for approval.
• Exhibitors who have arranged for couriers to collect their goods must ensure all items are clearly labelled with:
  • Company name
  • Contact name
  • Contact number
  • Destination
  • Courier name
• All goods must be accompanied with a completed consignment note.

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 your Exhibition Planner. Charges will apply.

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

Registrations

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
• Standard Exhibition: Two full registrations per booth
• Pod Exhibition: One full registration per pod
• Additional registrations:
  • Full Registration: $750
  • Additional Welcome Function Tickets: $110.00
  • Additional Conference Dinner Ticket: $180.00

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 page.

Passport Game

The Passport Game encourages delegates to visit and engage with sponsors and exhibitors throughout the conference. All sponsors and exhibitors are required to bring a stamp or stickers to mark delegates’ passports when they visit their stand.

You can choose to display your stamp or stickers prominently to make it easy for delegates to collect, or keep them hidden to encourage direct interaction with your team.

To enter the prize draw, delegates must complete their passport each day and collect the minimum required number of stamps per page. The winner will be announced during the closing session.

Car Parking

ACC offers two undercover car parking options with our North Terrace and Riverbank car parks. 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.

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
$10.00
1-2 HOURS $18.00
2-3 HOURS $23.00
3-4 HOURS $25.00
EARLY BIRD* $20.00

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

Marketing and Advertising

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

Logos

• High resolution PNG or JPG
• Due Date: On Booking
• Upload via the Exhibitor Portal

Organisation Profiles

• Sponsors – See the prospectus for your profile word limit
• Exhibitors – 50 words
• Due Date: On Booking
• Upload via the Exhibitor Portal

We recommend including a contact email address, web address and phone number in your profile so customers can get in touch.

Push Notifications

Short alerts sent via the conference app and online conference platform (eligible sponsors only).

Include a brief message highlighting your booth, special offers, prize draws, session times, or key info delegates shouldn’t miss. Aim for concise, action-oriented language.

• Heading text maximum 10 words
• Body text maximum 30 words
• Due Date: 2 weeks before the conference
• Email to mail@conferencedesign.com.au

Social Media Posts

Posts will be sent via LinkedIn in the lead up to the conference (eligible sponsors only).

• To make the most of your included social media post, please supply a short caption (max 50 words), your preferred hashtags, and a high-quality image or graphic. Highlight your brand, offerings, or what delegates can look forward to at your booth or session.
• Email to mail@conferencedesign.com.au

Program Advertisements

Included for eligible sponsors and available for purchase.

The design and supply of print-ready artwork by the due date is the responsibility of the advertiser.

• Format: High-resolution, print-optimised PDF
• Colour: Full colour
• Size: A6 portrait
• Full page: 148mm (H) x 105mm (W)
• Half page: 74mm (H) x 105mm (W)
• Bleed: Add 3mm bleed on all sides
• Marks: Include trim marks in the supplied file
• Due Date: 30 days before the conference
• Email to mail@conferencedesign.com.au

eSatchel Inserts – PDF

Inserts will be linked to the eSatchel section of the conference app.

• Eligibility:
  • Sponsors – See your package for inclusions
  • Exhibitors – One PDF per exhibitor
• Additional inserts are available for purchase
• Format: High-resolution, full-colour PDF
• Orientation & Size: A4 portrait (210mm x 297mm)
• File Size: Maximum 500KB
• File Setup: No bleed or crop marks
• Delivery: PDFs will be uploaded as received
• Due Date: 30 days before the conference
• Upload via the Exhibitor Portal

eSatchel Inserts – Video

Included for eligible sponsors and available for purchase.

Videos will be linked to the eSatchel section of the conference app.

• Sponsors: See your package for inclusions
• Video Format: Vimeo or YouTube link
• Due Date: 30 days before the conference
• Upload via the Exhibitor Portal

Note: Please ensure your video is publicly viewable or set to unlisted so it can be accessed without restriction.

Satchel Inserts

Please note that satchels inserts will not be offered at the conference.

This approach is intended to reduce waste and promote sustainability, while also encouraging delegates to engage directly with exhibitors. Attendees are invited to visit display booths to collect any materials or promotional items they may need.