2019 ADOHTA NSW/ACT – Sponsor & Exhibitor Manual – ADOHTA 2021

2019 ADOHTA NSW/ACT – Sponsor & Exhibitor Manual

Contact Information

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.

Your 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 conference name badge will be required to access the conference and exhibition area.

Exhibition Times & Trade Display Inclusions

Bump In & Bump Out 

  • Bump In: 0700, Friday 18 October 2019.
  • Bump Out: 1510 (after afternoon tea), Friday 18 October 2019.

Please refrain from bumping out during afternoon tea as delegates will be moving through exhibition area. 

Exhibition Opening Times

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

Friday 18 October 2019

  • 0800 – 0830 (Registration)
  • 1000 – 1030 (Morning tea)
  • 1200 – 1300 (Lunch)
  • 1440 – 1510 (Afternoon tea)

Trade Display Inclusions

Each Trade Display includes the following items:

  • One dressed trestle table (black) – 760mm (H) x 500mm (W) x 1830mm (L)
  • Two chairs per trade trestle table
  • One power supply to each trade trestle table
  • Two trade representatives including daily catering (morning tea, lunch and afternoon tea)
  • Listing on the conference website
  • Listing in the program book
  • Listing in the Conference App
  • Opt in delegate list in the conference App

Please note exhibition space is very limited. Any banners must fit within trade table space specified above.



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 available for download below.
  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 business hours, two working days prior to the event, between Wednesday 16 October and Friday 18 October 2019. 
  5. Large freight should be delivered via Loading dock located in the first floor of the parking (Little Regent St) between 07:00 – 14:00.


  1. Bring a printed copy of the return delivery label with you..
  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.

Venue/Onsite Storage


Mercure Sydney
818 – 820 George Street
Sydney NSW Australia
Tel: 02 9217 6797

Venue Contact

Marta Garcia
Conference and Event Sales Executive


Ph: +61 (0) 2 9217 6793

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.

Advertising Formats & Specifications


  • Gold Sponsor – 150 word profile
  • Silver Sponsor – 100 word profile
  • Bronze & Awards Sponsor – 100 word profile

Include contact details so delegates can connect with your organisation. The profile will be displayed in the App and on the website.

Due at the time of booking sponsorship package.


Your logo should be a high resolution PNG or JPG, no less than 250 KB in size.

Due at the time of booking sponsorship package or trade display. 

Satchel Inserts

70 units will be required.

CLICK HERE to download your Satchel Insert delivery label.  Please ensure boxes are clearly marked as SATCHEL INSERTS

Satchel inserts are to be delivered to the venue no later than Wednesday 16 October  2019.


An app based game will be run to encourage delegates to visit and interact with exhibitors. The prize has been donated by the conference and will be drawn in the closing session.

If you would like to donate a lucky door prize, please email to lidia@conferencedesign.com.au

Floor Plan

1 SDI Limited
2 Remote Area Health Corps
3 Ivoclar Vivadent
4 HealthOne – Oral B
6 Colgate Palmolive
7 Henry Schein
9 Piksters/Erskine Oral Care
10 GSK
11 ThumbGuard Australia
12 TePe Australia & NZ Pty Ltd
13 KaVo Kerr
14 One Dental
15 NSK Oceania

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 and Exhibition Booking Form 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.

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

Payment is required within 7 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.

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.

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.

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

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.

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.

Any banners must fit within the trade display space. Banners must not obstruct entrances/exits.

Delegate List
Due to privacy requirements the delegate list will be supplied on the Conference App at the time of the conference and will include name, organisation and state.

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.

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.