The Sponsor and Exhibitor Manual will be updated with further information as planning proceeds.

Please check this page regularly for updates as the conference draws nearer.

Venue

National Convention Centre, Canberra

31 Constitution Ave, Canberra
ACT 2601

Google Maps

Conference Design

For sponsorship and exhibition sales please contact:

Andrew Watts, Conference Manager

andrew@conferencedesign.com.au
+61 3 6231 2999

Exhibitor Bump In

  • Sunday 19 November 2017
    1600 – 2000 (tentative)

Exhibitor Bump Out

  • Wednesday 22 November 2017
    1400 – 1500 (tentative)

Additional Exhibitor Passes

Additional exhibitor passes can be purchased as follows via the online registration portal:

  • Full registration, including the Welcome & Poster Reception: $550 per person

Booth Inclusions

All exhibition booth packages include the following

  • 3m x 2m Floor Space/Shell Scheme.
  • White panel shell scheme booth.
  • Fascia board with your company name.
  • Your choice of furniture package.
  • 2 x spotlights.
  • 1 x 4 amp power outlet.
  • 1 x wireless internet connection per site.
  • 1 x waste paper basket.

Moreton Hire

Moreton Hire has been appointed as the exhibition supply company for ACIPC 2017.

For build, stand and furniture enquires please contact:

Jacky Leonard
jacky.leonard@moreton.net.au

National Convention Centre

For venue related enquiries please contact:

Samantha Cain, Event Coordinator

T +61 2 6276 5234
E samantha.cain@ihg.com

The App Game

All sponsors and exhibitors will be issued QR codes as part of the 2017 App Game designed to encourage delegate flow and interaction.

Exhibitors can choose to clearly display the QR code on or within your booth to avoid unnecessary interruptions or you can ‘hide’ the code to ensure interaction with your representatives.

Each QR code will reveal the exhibitors’ company name.

To enter the draw, participants will need to have collected all sponsor and exhibitor names.

Key sponsors will also be given the first opportunity to provide prizes.

If you would like to donate a prize please contact andrew@conferencedesign.com.au.

3m x 2m Exhibition Booth

Ex-Stand-1-300x250

Your Choice of Furniture Package

Package 1

Ex-Furniture-1-300x120

Package 2

Ex-Furniture-2-300x190

Representatives onsite

Anyone from your Organisation attending the conference or guests you wish to invite to the Conference must register with Conference Design before the conference. An official conference name badge will be required to access the conference and exhibition area.

Name Badges & Registration

When arriving for Bump In on Sunday 19 November please go straight to your stand and begin setting up.

Conference staff will deliver name badges to your stand from 4pm.

Onsite Storage

There will be limited on-site storage facilities for packing materials, boxes and giveaways.

Exhibitors cannot leave boxes and packing material in the exhibition display area during the show.

Freight Logistics Company

There is no appointed freight logistics company for the ACIPC 2017 Conference, however see some suggestions below:

TNT Express Shipping
Phone – 13 11 50
Website – www.tnt.com

Toll Group
Website – www.tollgroup.com

Exhibitors and Sponsors are responsible for all freight to and from the conference venue, including satchel inserts. If you have any questions in relation to this, please contact :

Best Stand Awards

Delegates will have the opportunity to vote for the best stand at the ACIPC Conference via the app & paper voting in the following categories:

  • Best large stand (6m x 2m or larger)
  • Best small stand (up to 3m x 3m)

Voting will close after the poster cocktail reception on Tuesday 21 November with the winners announced at the closing session on Wednesday 22 November.

Prize Draws

If you are conducting an on-stand prize draw, please ensure winners are drawn and announced prior to the lunch break on Wednesday 22 November.

Delegate Name Badge QR Code

Exhibitors will be able to capture delegate information by scanning the QR code located at the bottom of the conference name badge.

To scan the delegates name badge, download a QR code reader from the Google Play store or Apple App Store to your smart phone or tablet. There are a number of free readers available for download to your device.

When the QR code reader has been installed to your device you are ready to start scanning delegate name badges.

Once the QR code has been captured, the delegates name, organisation, state and email address will be saved to your device.

At the end of the conference you can export the captured information to a format suitable to your purpose.

Please ensure you request the delegates consent before scanning their name badge.

Important Information and Deadlines

Please send the following to Conference Design when you book:

Logos

We will print one logo per sponsorship package in the program book, in the conference app, on the sponsors’ slide and on the conference web site.

Print: EPS version

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

Upload via the online booking portal when you book.

Company Profile

  • Sponsors: 400 words
  • Exhibitors: 50 words

Please include a contact name, email address, web address and phone number. These details will be included in the conference app.

Upload via the online booking portal when you book.

Promotional Video

  • Eligible sponsors only
  • No larger than 20MB

Upload via the online booking portal when you book.

Due to Conference Design two months prior to the conference:

Insurance

Public liability cover evidence to be emailed to
andrew@conferencedesign.com.au

Custom Build Stands

Stand design for custom builds submitted for approval to andrew@conferencedesign.com.aujacky.leonard@moreton.net.au

Due to Conference Design one month prior to the conference:

Delivered to venue:

PDF e-satchel Inserts

  • Sponsors only
  • PDF advertisements will be linked to your profile in the Conference App.
  • High resolution, Colour PDF
  • A4 portrait orientation
  • No bleed and no crop marks
  • PDFs will be uploaded ‘as received’
  • Maximum size is 1MB per PDF

Upload via the online booking portal when you book.

Due to Conference Design no later than close of business Friday 20 October 2017. 

Pocket program –
A6 colour advert

  • Platinum & Gold Sponsors only
  • Dimensions: 91mm (w) x 134.5mm (h)

Email Adverts to: Conference Design 

Due to Conference Design no later than close of business Friday 20 October 2017. 

Tote Bag Inserts

  • Platinum Sponsor – Up to 3 items
  • Gold Sponsor – Up to 2 items
  • Silver Sponsor – 1 item
  • Bronze Sponsor – 1 item

Satchel inserts can be flyers, brochures or promotional items of a reasonable size.

Please provide 450 items per insert.

Inserts are to be delivered directly to the venue no later Friday 17 November 2017. 

Satchel inserts are not included for exhibitors, but can be purchased for $1,200 per item.

Contact andrew@conferencedesign.com.au
for more information.

Terms and Conditions for Sponsors and Exhibitors

Bookings & Payments

Acceptance of Terms and Conditions
Conference Design Pty Ltd, members of the Organising Committee and the Host Organisation are collectively referred to as The Organisers.

The Organisation listed on the sponsorship and exhibition application will be referred to as your Organisation or collectively as sponsors and exhibitors.

By returning a Sponsorship Application Form or completing an on-line Exhibition Booking you are accepting these terms and conditions.

Acceptance of Applications
Conference Design will issue a Tax Invoice once a Sponsorship and Exhibition application has been accepted.

Any advertising is not an offer capable of acceptance. The Organisers reserve the right to decline any sponsorship and exhibition application.

GST and AUD
All costs are inclusive of GST and listed in Australian Dollars.

Payments
Payment is required within 14 days of us issuing your Tax Invoice to confirm your application.

Sponsorship and exhibition entitlements, including the allocation of exhibition space, do not commence until payment has been received.

Cancellation of Sponsorship and Exhibition Bookings
Once a sponsorship and exhibition application has been accepted all payments are non-refundable. If you are no longer able to attend the conference please contact Conference Design to discuss your participation.

Cancellation or Postponement of the Conference
The Organisers do not accept any liability for losses incurred if the conference is cancelled or postponed due to an event that renders proceedings with the meeting inadvisable, illegal, impracticable or impossible.

If the conference is cancelled or postponed refunds will not be issued but available funds will be credited towards the rescheduled conference.

An unforeseen event could include, but is not limited to, an infectious disease outbreak; industrial disruptions; service provider failures; governmental restrictions or regulations; war or apparent act of war; terrorism or apparent act of terrorism; disaster; civil disorder, disturbance, and/or riots; curtailment, suspension or restriction on transportation; or any other emergency.

General Information

Disclaimer and Changes
Every effort has been made to present all the information accurately, however no liability is accepted for any inaccuracy and the Organisers reserve the right to change any published information.

The Organisers reserve the right to amend, update or delete sponsorship and exhibition packages and the exhibition floor plan.

Exhibition Floor Plan
The exhibition floor plan is subject to change without notice. The floor plan is not to an exact scale, but accurately represents the position and sizes of exhibition spaces.

Correspondence
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.

Allocation of Exhibition Spaces
Conference Design will allocate exhibition spaces after taking into account each organisation’s sponsorship, the date of application, preferences, proximity to competitors and any other matters deemed relevant.

Insurance
All sponsors and exhibitors must have adequate insurance for the period of the conference, including public and products liability cover and professional indemnity insurance. We may request a certificate of currency.

Indemnity
Your Organisation shall indemnify and hold harmless the Organisers for any loss, damage to property or injury to persons suffered as a result of your participation in the conference, except where the Organisers are found to be negligent.

Supply of Goods and Services
The supply of any goods, services, samples or advice is entirely at your Organisation’s own risk.

During the Conference

Security
No valuable items should be left unattended at your exhibition at any time and especially not overnight. No responsibility is accepted for any loss or damage to equipment and display materials.

Representatives
Anyone from your Organisation attending the conference or guests you wish to invite to the conference must register with Conference Design before the conference. An official name badge will be required to access the meeting and exhibition area.

Custom Stands
All custom stands must fit within the purchased exhibition space. Custom stands must not exceed 3.0 metres high. If you have any questions please email us a floor plan and elevations of your proposed stand.

Delegate List
The opt-in delegate list will be supplied to eligible sponsors prior to the conference and on the Conference App at the time of the conference.The list will include name, organisation, state and email address.

Interactive Exhibitions
Whilst we encourage you to develop entertaining and interactive displays to attract delegates, please be mindful not to disturb other exhibitors or delegates.

Storage
There is limited storage space on site for exhibition equipment or packaging.

Signage at the Venue
The venue doesn’t allow any signage to be fixed to walls or other surfaces. Your signage should be free standing to allow for easy placement and should be contained with your exhibition space.

Dismantling Displays
Due to safety requirements you will not be able to dismantle your display before the published closing time.

Damage to the Venue
Your Organisation shall indemnify the Organisers from all liability for damage to the venue deemed to have been caused by your staff, contractors, agents or guests. The cost of repairs will be the sole responsibility of your Organisation.