Sponsors & Exhibitors Manual

Click the below tabs in order to see specific exhibition details for each state/venue.

Online only exhibitors, please read below.

Adelaide

Venue Information - The Highway

Exhibitor Build/Bump In

WEDNESDAY 18 October 2023

Exhibitors are permitted access from 07:00 – 08:00

Exhibitor Pack-up

WEDNESDAY 18 October 2023

Commence immediately following afternoon tea. Please ensure pack-up is completed in a timely manner (no later than 6pm completion)

Open to delegates

Registration, Morning Tea, Lunch, and Afternoon Tea will all be held in the exhibition area. The exhibition will be open to delegates during the following time period:

WEDNESDAY 18 October 2023 | 08:15 – 16.15

We encourage you to staff your stand during mealtimes. Representatives are welcome to attend presentations during the sessions.

Deliveries & Collections

Delivery Label

Fix to items being sent to the conference venue

DOWNLOAD DELIVERY LABEL

Deliveries

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

  1. Download and use the delivery label provided by the venue.
  2. Confirm with your courier the delivery has been made BEFORE you arrive.
  3. Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive.
  4. Goods will only be accepted between the hours of 9:00 and 17:00, 24 hours prior to the event.
Useful Contacts

Venue Information

For information on the venue itself please visit our venue page.

Venue Contact

NAME: Linh Pham, Functions Manager
VENUE: The Highway – 290 Anzac Highway, Plympton SA 5038

e: linh.pham@thehighway.com.au
p: 08 8297 8155

Conference Design

Please contact the organisers at Conference Design if you have any queries.

Kylie Crawford & Amy Pennington
Conference Team

p. +61 3 6231 2999
e: festival@australia.iiba.org 

Brisbane

Venue Information - Hilton Brisbane

Exhibitor Build/Bump In

WEDNESDAY 18 October 2023

Exhibitors are permitted access from 07:00 – 08:00

Exhibitor Pack-up

WEDNESDAY 18 October 2023

Commence immediately following afternoon tea. Please ensure pack-up is completed in a timely manner (no later than 6pm completion)

Open to delegates

Registration, Morning Tea, Lunch, and Afternoon Tea will all be held in the exhibition area. The exhibition will be open to delegates during the following time period:

WEDNESDAY 18 October 2023 | 08:15 – 16.45

We encourage you to staff your stand during mealtimes. Representatives are welcome to attend presentations during the sessions.

Deliveries & Collections

Delivery Label

Fix to items being sent to the conference venue

DOWNLOAD DELIVERY LABEL

Deliveries

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

  1. Download and use the delivery label provided by the venue.
  2. Confirm with your courier the delivery has been made BEFORE you arrive.
  3. Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive.
  4. Goods will only be accepted between the hours of 7:00 and 15:00, on week prior to the event.
Useful Contacts

Venue Information

For information on the venue itself please visit our venue page.

Venue Contact

NAME: Shelly Chan
VENUE: Hilton Brisbane – 190 Elizabeth Street, Brisbane CBD QLD 4000

e: Shelly.Chan@Hilton.com
p: (07) 3234 2000

Conference Design

Please contact the organisers at Conference Design if you have any queries.

Kylie Crawford & Amy Pennington
Conference Team

p. +61 3 6231 2999
e: festival@australia.iiba.org 

Melbourne

Venue Information - Rydges Melbourne

Exhibitor Build/Bump In

THURSDAY 19 October 2023

Exhibitors are permitted access from 07:00 – 08:00

Exhibitor Pack-up

THURSDAY 19 October 2023

Commence immediately following afternoon tea. Please ensure pack-up is completed in a timely manner (no later than 6pm completion)

Open to delegates

Registration, Morning Tea, Lunch, and Afternoon Tea will all be held in the exhibition area. The exhibition will be open to delegates during the following time period:

THURSDAY 19 October 2023 | 08:15 – 16.15

We encourage you to staff your stand during mealtimes. Representatives are welcome to attend presentations during the sessions.

Deliveries & Collections

Delivery Label

Fix to items being sent to the conference venue

DOWNLOAD DELIVERY LABEL

Deliveries

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

  1. Download and use the delivery label provided by the venue.
  2. Confirm with your courier the delivery has been made BEFORE you arrive.
  3. Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive.
  4. Goods will only be accepted between the hours of 8:00 and 16:00, on the Monday, Tuesday and Wednesday prior to the event.

Loading Dock Map

Please follow directional signage

LOADING DOCK MAP

Collections

  1. Arrange for collection of the items with your courier 
  2. Check with your courier whether a consignment note/number is required. If so include these details on your boxes 
  3. All goods must be removed within 24 hours.
Useful Contacts

Venue Information

For information on the venue itself please visit our venue page.

Venue Contact

NAME: Bree Tucker
VENUE: Rydges Melbourne, 186 Exhibition Street, Melbourne VIC 3000

e: bree_tucker@evt.com
p: 03 9635 1261

Conference Design

Please contact the organisers at Conference Design if you have any queries.

Kylie Crawford & Amy Pennington
Conference Team

p. +61 3 6231 2999
e: festival@australia.iiba.org 

Perth

Venue Information - Mecure Perth

Exhibitor Build/Bump In

THURSDAY 19 October 2023

Exhibitors are permitted access from 07:00 – 08:00

Exhibitor Pack-up

THURSDAY 19 October 2023

Commence immediately following afternoon tea. Please ensure pack-up is completed in a timely manner (no later than 6pm completion)

Open to delegates

Registration, Morning Tea, Lunch, and Afternoon Tea will all be held in the exhibition area. The exhibition will be open to delegates during the following time period:

THURSDAY 19 October 2023 | 08:00 – 16.00

We encourage you to staff your stand during mealtimes. Representatives are welcome to attend presentations during the sessions.

Deliveries & Collections

Delivery Label

Fix to items being sent to the conference venue

DOWNLOAD DELIVERY LABEL

Deliveries

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

  1. Download and use the delivery label provided by the venue.
  2. Confirm with your courier the delivery has been made BEFORE you arrive.
  3. Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive.

Goods will only be accepted between the hours of 7:30 and 15:30, 24 hours prior to the event.

Deliveries can be made to Mercure Perth by:

  1. Pulling up at the front of the hotel and delivering the items directly to reception (this is ideal for smaller to medium sized deliveries)
  2. Delivering to the loading dock at the back of the hotel (this this is ideal when delivering 10 or more items). Access to the loading dock is via an alley way between Hay Street and St George’s Terrace.

Collection Label

Collection of goods after the conference finishes

DOWNLOAD COLLECTION LABEL

Collections

  1. Download and use the collection label provided by the venue.
  2. Box up any materials requiring collection and leave on your stand for collection by venue staff during bump out.
  3. Arrange for collection of the items with your courier as per the pick up details noted in the collection label.
  4. Check with your courier whether a consignment note/number is required. If so include these details on your boxes before they are collected by the venue staff.
  5. All goods must be removed within 24 hours.

Please ensure any items that need to be collected from the hotel after the event have:

  • The Mercure Perth collection label attached
  • Any relevant courier label to be affixed (if applicable)
  • Item/s delivered by the exhibitor to reception (concierge have delivery trollies if required)
Useful Contacts

Venue Information

For information on the venue itself please visit our venue page.

Venue Contact

NAME:
VENUE: Mecure Perth – 10 Irwin Street, Perth WA 6000

e:
p:

Conference Design

Please contact the organisers at Conference Design if you have any queries.

Kylie Crawford & Amy Pennington
Conference Team

p. +61 3 6231 2999
e: festival@australia.iiba.org 

Sydney

Venue Information - Rydges World Square

Exhibitor Build/Bump In

FRIDAY 20 October 2023

Exhibitors are permitted access from 07:00 – 08:00

Exhibitor Pack-up

FRIDAY 20 October 2023

Commence immediately following afternoon tea. Please ensure pack-up is completed in a timely manner (no later than 6pm completion)

Open to delegates

Registration, Morning Tea, Lunch, and Afternoon Tea will all be held in the exhibition area. The exhibition will be open to delegates during the following time period:

FRIDAY 20 October 2023 | 08:00 – 16.00

We encourage you to staff your stand during mealtimes. Representatives are welcome to attend presentations during the sessions.

Deliveries & Collections

Delivery Label

Fix to items being sent to the conference venue

DOWNLOAD DELIVERY LABEL

Deliveries

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

  1. Download and use the delivery label provided by the venue.
  2. Confirm with your courier the delivery has been made BEFORE you arrive.
  3. Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive.
  4. Goods will only be accepted between the hours of 8:00 and 15:00, on the Wednesday or Thursday prior to the event.

Collections

  • Rydges World Square are able to store packages for 5 days after the conference.
  • If packages need to be shipped back, please provide shipping labels and Rydges World Square are able to place them on each package.
  • Please then advise Rydges World Square when the courier will come to pick them up.
Useful Contacts

Venue Information

For information on the venue itself please visit our venue page.

Venue Contact

NAME: Corinna Candi | Conference and Event Executive
VENUE: Rydges World Square – 389 Pitt Street, Sydney NSW 2000

e: corinna_candi@evt.com
p: +61 2 8268 1876

Conference Design

Please contact the organisers at Conference Design if you have any queries.

Kylie Crawford & Amy Pennington
Conference Team

p. +61 3 6231 2999
e: festival@australia.iiba.org 

Online Exhibition

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.

Conference Managers

Please contact Conference Design to discuss supporting the Meeting or to make amendments to your current package.

Representatives

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.

Exhibition Listings

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

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.

Click on the image on the right, for a preview.

Accessing the OnAIR Portal

All representatives must be registered individually to gain access the OnAIR conference portal.

Login details will be emailed directly to registered representative/s. The email will include auto-login details and credentials to provide your representative/s with access to the OnAIR conference portal directly.  Here they can gain access to your exhibitor dashboard by clicking on your stand.

When your representatives ‘enter’ the stand during scheduled exhibition hours, they will see: a meeting queue list of those waiting, a list of who is already in meetings, and  any meeting requests from delegates which they can respond to.

Leading up to and throughout the conference, your company representatives can text chat with each other and view your pre-loaded company brochures for reference.

OnAir Exhibition Opening Times

The exhibition hall will be open to delegates at all times throughout the event. Delegates will be able to visit your stand to view your brochures, videos and can connect with you via the Meeting Hub at any time. We encourage you to have a representative available at your stand to answer any questions and meet with delegates just prior and post the presentations time.

Online Game

An online game – also known as ‘gamification’ – will be conducted where points can be accrued by delegates as reward for visiting exhibitor stands, meeting with sponsor representatives and participating in sponsor lead management.

The Online Game is open to all registrants with details about points, goals, and badges available at the top of the online portal screen and on the App during the conference.

Prizes will be awarded to the top point scorers.

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 or desktop computer are recommended), internet, a webcam and a microphone.

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

Advertising Formats & Specifications

Please send all advertising materials to Event Coordinator, Conference Design (mail@conferencedesign.com.au) before the 4th of October 2023.

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

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

Logos

Your logo will be used on the website, on the conference platform, in the printed program, in the conference app and on a joint sponsors’ slide. Where included in your package, it will also be used on marketing materials promoting the event to our mailing lists.

Your logo should be:

Print: EPS version

Web and App: a high-resolution PNG, JPG or TIFF image, no less than 250 KB in size.

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.

Optimal logo sizes for the online meeting platform are 1000px X 500px

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

Company Profile

Sponsors – 200 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 Conference Design. The earlier the longer exposure your organisation will receive.

Website Hyperlink

The website hyperlink supplied will be linked to your logo on the event website and displayed on your exhibition listing in the online meeting portal and app.

The hyperlink supplied is up to you. It can be a link to your company’s website, to a specific product page, to a marketing campaign, or a video, it is entirely up to you!

Downloadable Content Piece

The downloadable content piece will be accessible through your exhibition listing in the online meeting portal and the delegate app.

The content piece will ideally be:

    • High resolution, colour PDF
    • A4 portrait orientation, 210mm x 297mm
    • Maximum size of 1MB per document (multiple pages allowed)
    • No bleed and no crop marks
    • PDFs will be uploaded ‘as received’

Push Notifications

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

Trivia Question

Gamification will be used during the Festival with points on offer to delegates for visiting exhibitor stands (both in-person and online), meeting with sponsor representatives and participating in sponsor lead management. You have the opportunity to enter a trivia question that delegates must answer as part of these games. Trivia questions should only be 85 characters long and we ask for 3 answers (also only 85 characters long each). Please enter the question and answers into the Exhibition Portal, making sure to indicate the correct answer. A prize will be awarded to the person who scores the most points and there will also be prizes for the in-person events. If you would like to donate a prize for this purpose please email us at bapd@australia.iiba.org.

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