2019 QLD Conference – Sponsors & Exhibitors 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 Contact

If you have any questions concerning the exhibition or trade display or wish to book trade display, please contact:

Jan Van Dyk
Exhibition Operations Manager

e: jan.vandyk@adia.org.au
p: 1300 943 094

Exhibition Times

Bump In & Bump Out

  • Bump In: Friday 29 March 2019, 0730 – 0930
  • Bump Out: Saturday 30 March 2019, 1530 – 1700

Exhibition Opening Times

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

Friday 29 March 2019

  • 1030 – 1100 (Morning tea)
  • 1300 – 1400 (Lunch)
  • 1500 – 1530 (Afternoon tea)

Saturday 30 March 2019

  • 0815 – 0850 (Registration)
  • 1030 – 1100 (Morning tea)
  • 1230 – 1330 (Lunch)
  • 1500 – 1530 (Afternoon tea)

Trade Display Inclusions

Each Trade Display includes the following items:

  • One dressed trestle table (black)
  • 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 on the program book
  • Opt in delegate list at the conference

Deliveries/Collections

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 8am and 4pm, three working days prior to the event, between Tuesday March 26 and Friday 29 March 2019.

Collections

  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

Venue Contact

Rebecca Hewings
Conference and Event Sales Executive

e: banquets2@hgcbrisbane.com.au 

Ph: +61 7 3831 4055

Please CLICK HERE to view and download venue exhibition kit.

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

Profiles

  • National Partner – 200 word profile
  • 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.

Logos

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

200 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 supplied no later than Wednesday 27 March 2019.

Floor Plan

Floor plan will be available closer to the conference. Please check this page regularly.

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.

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

Payments
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.

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
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.

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.