2019 QLD Conference – Sponsorship & Exhibition – ADOHTA 2021

2019 QLD Conference – Sponsorship & Exhibition

Sponsorship Opportunities & Exhibitor Manual

Please scroll down to view sponsor and exhibitor manual which has important information to assist you with planning.

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Invitation

ADOHTA will hold two branch conferences in 2019, the Queensland conference will be held in Brisbane on 29 & 30 March at the Hotel Grand Chancellor; the NSW/ACT conference will be held in Sydney (dates and venue tbc).

As a branch of the Australian Dental and Oral Health Therapists’ Association ADOHTAQ aims to achieve growth and development in dental and oral health therapy across Queensland in the pursuit for professional excellence. ADOHTAQ is a progressive representative body for dental and oral health therapists which provides leadership, collaboration and advocacy, to enhance the profession and oral health outcomes for the community

The 2019 ADOHTA QLD Conference Committee has great pleasure in inviting you to participate in the conference as a sponsor.  The conference will be held at the Hotel Grand Chancellor Brisbane on 29 & 30 March 2019.

Participating as a sponsor provides you with the opportunity to demonstrate your level of support, interest in and commitment to the industry.  The conference will provide your organisation with a number of key benefits.

  • Exposure to a qualified, relevant and influential audience before, during and after the event.
  • Networking opportunities during the conference to promote your organisation’s products and services directly to key decision makers.
  • Your organisation will be perceived to be a keen and vital supporter of ADOHTA.
  • Supporters of the conference will consolidate existing industry relationships and develop new ones.

2019 National Partner

In addition to sponsorship at the conference, ADOHTA has developed a 2019 National Partner package which provides sponsorship benefits for your organisation at both the Queensland and NSW/ACT Branch conferences as well as providing the opportunity for your organisation to develop an ongoing relationship with the conference delegates and ADOHTA members.

The package is designed to give organisations a strong presence at the conference and continue the relationship between conferences. Conference Partners will receive ongoing recognition and exposure through ADOHTA’s main communication channels.

Sponsorship Bookings

Sponsorship packages can be booked online; click on the packages below to see the inclusions. All costs are in Australian Dollars and include GST. Contact Leesa McDermott at Conference Design (email or phone 03 6231 2999) for any sponsorship queries or to tailor a package for your organisation.

[invicta_button label=”Book a Sponsorship Package” url=”https://cdesign.eventsair.com/2019adohtaqld/sponsorship” target=”_blank” size=”medium”]

Exhibition Bookings

Exhibition bookings for the 2019 ADOHTA QLD conference are being managed by the Australian Dental Industry Association (ADIA).

If you have any questions regarding booking a trade table, please contact Ms Jan Van Dyk in the ADIA National Office by email at exhibitions@adia.org.au  or by telephone on 1300 943 094.

Benefits
At the conference:

  • Gold Sponsor presence and benefits at both the QLD and NSW/ACT State Conferences, plus

Ongoing:

  • Acknowledgement as a National Partner on the ADOHTA website
  • Logo & hyperlink on the ADOHTA website
  • 200 word profile on the ADOHTA website
  • Logo & 200 word profile in x3 ADOHTA electronic newsletters
  • Single PDF emailed quarterly in email bulletins sent to all ADOHTA members
  • Quarterly advert on the ADOHTA Facebook page
  • Opportunity to address the National Executive (30 mins) at x1 Executive Meeting

Any advertisements or promotion to members will be subject to the ADOHTA Advertising Guidelines

Gold sponsor at the Queensland Branch conference only.

Benefits

  • Logo and acknowledgement as a Gold Sponsor on all conference materials including print, PDFs and emails
  • Verbal acknowledgement as a Gold Sponsor in the opening and closing sessions
  • 15 minute address to delegates
  • Two full registrations, including the conference dinner
  • One trade display table
  • Logo displayed on a Gold Sponsors slide during the conference
  • Logo & hyperlink on the conference website
  • 150 word profile on the conference website.
  • One page advertisement in the Program Book (1 x A5 page)
  • Logo in the Program Book
  • 150 word profile in the Program Book
  • Two satchel inserts (A4 or promotion items)
  • Opt-in delegate list two weeks prior to the conference

Plus, one of the following benefits, subject to availability at the time of booking:

  • Conference Dinner Sponsor – which includes acknowledgement at the dinner as a sponsor (verbal and sponsor slide); the opportunity to place promotional items on the table (own cost); address delegates (5 mins) and have two freestanding banners (2 m high x 1 m wide) in the room
  • Program Book Sponsor – which includes an A5 advertisement on the back cover of the Program Book
  • Name Badge and Lanyard Sponsor – which includes logo printed on the delegate name badge and lanyard
  • Speaker Sponsor – which includes the opportunity to sponsor a speaker identified by the committee and/or supply a speaker (subject to approval by the committee) and cover travel and accommodation expenses

Benefits

  • Logo and acknowledgement as a Silver Sponsor on all conference materials including print, PDFs and emails
  • Two full registrations, including the conference dinner
  • One trade display table
  • Logo displayed on a Silver Sponsors slide during the conference
  • Logo & hyperlink on the conference website
  • 100 word profile on the conference website
  • Logo in the Program Book
  • 100 word profile in the Program Book
  • One satchel insert (A4)
  • Opt in delegate list at the conference

Plus, subject to availability at the time of booking, the opportunity to supply a speaker (subject to approval by the committee) and cover travel and accommodation expenses

Benefits

  • Two full registrations, including the conference dinner
  • One trade display table
  • Logo & hyperlink on the conference website
  • 50 word profile on the conference website
  • Logo in the Program Book
  • 50 word profile in the Program Book
  • Opt in delegate list at the conference

In recognition of oral health practitioners who exemplify commitment to oral health care, ADOHTA is introducing the Oral Health Practitioner Award.

Prizes include Category Awards for

  • Volunteer
  • Health Promoter
  • Educator/Researcher
  • Leader and Advocate for the Profession
  • Clinical Leader

The overall winner will be announced as Oral Health Practitioner of the year at the ADOHTA QLD Conference Gala Dinner.

Benefits

  • Naming sponsorship of one (1) award
  • Complimentary ticket to the Gala Dinner (awards will be announced at the dinner)
  • Logo & hyperlink on the conference website
  • 50 word profile on the conference website
  • Logo in the Program Book
  • 50 word profile in the Program Book

Exhibition bookings for the 2019 ADOHTA QLD conference are being managed by the Australian Dental Industry Association (ADIA). Please CLICK HERE to download exhibition prospectus.

If you have any questions regarding booking a trade table, please contact Ms Jan Van Dyk in the ADIA National Office by email at exhibitions@adia.org.au or by telephone on 1300 943 094.

Exhibition Inclusions

  • One trade display table (Trestle table with cloth, chair & power)
  • Two exhibitor registrations (dinner not included)
  • Listing on the conference website
  • Listing in the Program Book
  • Opt in delegate list at the conference

Exhibitor registrations do not include the Conference Dinner but tickets may be purchased separately for $98.50.  Additional exhibitor registrations can be purchased for $100 for one day or $200 for both days (dinner not included). 

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 Booking Form you are accepting these terms and conditions.

Acceptance of Applications
Conference Design will issue a Tax Invoice once a Sponsorship  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 entitlements, including the allocation of exhibition space, do not commence until payment has been received.

Cancellation of Sponsorship Bookings
Once a sponsorship 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
Exhibition spaces will be allocated after taking into account each organisation’s sponsorship, the date of application, 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 conference and exhibition area.

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

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.

Sponsor and Exhibitor Manual 

Please check this page regularly, important information will be added as planning proceeds.

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, please contact Conference Design:

e: mail@conferencedesign.com.au
p: +61 3 6231 2999

If you wish to to book exhibition or trade display, please contact ADIA:

Jan Van Dyk
Exhibition Operations Manager

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

Exhibition Times

Exhibition will be held in the Wickham & Leichhardt Rooms on the 1st floor of the Conference Centre, Hotel Grand Chancellor, Brisbane. Click Here to view the floor plan.

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:

1030 – 1630, Friday 29 March 2019

0815 – 1530, Saturday 30 March 2019

Please check the program for scheduled break times.

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 in 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 this delivery label. 
  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. Due to limited storage areas goods must be removed immediately after the end of the Conference.
  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. The Hotel is not authorised to fill out consignment notes
    or arrange couriers. 

Venue/Onsite Storage

Conference Venue 
Hotel Grand Chancellor Brisbane

Venue Contact

Rebecca Hewings
Conference and Event Sales Executive

e: banquets2@hgcbrisbane.com.au 

Ph: +61 7 3831 4055

Venue Exhibition Kit

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.

Please use this delivery label for your satchel inserts.

Please ensure boxes are clearly marked as satchel inserts.

Satchel inserts are to be supplied no later than Wednesday 27 March 2019

Trade Display Allocations

Floor Plan

Trade Exhibitors

1 Ivoclar Vivadent 10 Oral-B
2 GSK 11 NuMedical
3 MIPS 12 GC Dental
4 TePe 13 EMS
5 Colgate 14 Henry Schein Halas
6 Waterpik® 15 SDI Limited
7 3M Oral Care 16 Dental Protection
8 Acteon Australia / NZ 17 Dentsply Sirona
9 Garfield Refining Company Foyer Together ASU