Exhibition Floor Plan

BANQUET HALL, SYDNEY MASONIC CENTRE [VIEW THE SPACE]

Exhibition Allocations

Catering will be situated to maximise delegate flow throughout the exhibition. The exhibition floor plan is subject to change without notice. The floor plan is not to an exact scale, but accurately represents the relative position and sizes of exhibition spaces. All corner booths will have the side wall removed unless expressly requested to remain.

Site Selection: You will be asked to enter your top three preferences when booking your site.  Sponsor exhibitors will have first choice of corner sites.  If a corner site is unsold by the time of the conference it will be offered to standard exhibitors in order of time of booking.

Flooring: Sites 29 to 31 in the Marble foyer will be on polished concrete.  The Banquet Hall is made up of polished timber (sites 01 to 17) or blue carpet (sites 18 to 28).

Ceiling Heights:  Standard height of all booth structures is 2.4m.  Custom sites please keep in mind the ceiling in the Banquet Hall over the blue carpet area is max 3m (this affects sites 18 to 28).  Site located in the Marble Foyer also have some height restrictions so if building a custom site in this area please check with us.

Site Numbering:  Please do not advertise your site number to delegates until the final floor plan is released.  Unsold sites will be remove and the plan renumbered before the conference.

# Organisation # Organisation
01 CONVATEC 18  HOLLISTER / DANSAC (barista)
02 CONVATEC 19  HOLLISTER / DANSAC (barista)
03 CONVATEC 20  HOLLISTER / DANSAC (barista)
04 COLOPLAST 21  HOLLISTER / DANSAC (barista)
05 COLOPLAST 22
06 COLOPLAST 23 SUTHERLAND MEDICAL
07 COLOPLAST 24 MEDTRONIC
08 OMNIGON PTY LTD 25 3M
09 OMNIGON PTY LTD 26 LOHMANN & RAUSCHER
10 OMNIGON PTY LTD 27 BRIGHTSKY AUSTRALIA
11 OMNIGON PTY LTD 28 FUTURE ENVIRONMENTAL SERVICES
12 SALTS HEALTHCARE 29
13 SALTS HEALTHCARE 30
14 SALTS HEALTHCARE 31 AASTN / WCET
15 SALTS HEALTHCARE 32 CATHERINE HAMLIN FISTULA FOUNDATION
16 BSN MEDICAL / ESSITY 33
17 INDEPENDENCE AUSTRALIA 34

Booth Inclusions

Each standard structure exhibition booth includes the following items unless using a custom build:

  • 2.5m high white melamine panel walls (non-Velcro compatible).  Side walls include one half height wall to increase visibility (see image opposite)
  • Fascia board (2 x fascias for corner sites) company signage (up to 30 characters including spaces with black vinyl text
    on a white board)
  • 2 x track spotlights per 9sqm
  • 1x single 4amp power outlet per stand (2m x 3m / 3m x 3m)
  • Dressed trestle and two chairs (provided by venue)

Complimentary wireless internet will be available.

Standard Booth Shell

Industry Events

Sponsors may hold industry events on the conference days at the following times (when scheduled AASTN events are not on)

  • Sunday evening after the end of the Welcome Reception 1700
  • Monday morning prior to the commencement of the opening plenary 0830 (must leave plenty of time for delegates to reach the venue)
  • Monday evening after sessions close 1730
  • Tuesday morning prior to the commencement of the opening plenary 0830 (must leave plenty of time for delegates to reach the venue)
  • Wednesday morning prior to the commencement of the opening plenary 0900 (must leave plenty of time for delegates to reach the venue)

While we are not intending to hold any events at these times, we cannot guarantee that other groups may not.

If you wish we would be happy to list your event on an ‘Industry Events’ page on the conference website with a brief overview and details on how delegates can book.  Please let me know if this is something you would like to take advantage of.  Please contact the conference manager anna@conferencedesign.com.au to have your event added to this page.

 

Delegate List and Lead Generation

All exhibitors will receive a list of delegates in excel leading up to the conference that includes name, position, organisations and state/country, except where delegates have asked to be excluded.  As per Australian Privacy Laws no contact details will be included in this list.  However delegate name badges will incorporate a QR code that you may scan through the delegate app to collect contact data where allowed by the delegate.  You can then log into your booking to generate a list of these contacts.

Conference Design will contact you in the last two weeks prior to the conference to provide details on how this lead generation works.

Conference Manager

Please contact Anna Boyes at Conference Design to discuss supporting the Meeting.

We are happy to consider ideas and amendments to the packages below that maintain the spirit of supporting the meeting at the designated levels.

Exhibitor Bump In & Bump Out

  • 0600-1200 19 May 2019: ExpoNet Bump In
  • 0830-1300 19 May 2019: Custom Stand Bump In
  • 1300-1530, 19 May 2019: Exhibitor Bump In
  • 1500-1700, 22 May 2019: Exhibitor Bump Out
  • 1700-2200, 22 May 2019: ExpoNet/Custom Bump Out

Exhibition Opening Times

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

  • 1530-1700, 19 May 2019 (Welcome Reception)
  • 0730-1700, 20 May 2019
  • 0730-1700, 21 May 2019
  • 0800-1500, 22 May 2019

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.

  • Additional Exhibitor Registrations AUD$450
  • Additional Day Exhibitor Registration AUD$250
  • Dinner Tickets AUD$130

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.

Venue Contact

Djennifer Paculio
Event Manager
Sydney Masonic Centre (SMC)
66 Goulburn St, Sydney NSW 2000

e: djennifer@smcfc.com.au
p: +61 2 9284 2840
w: www.smcfc.com.au

Exhibition Supply Company

ExpoNet is the appointed local exhibition supply company. ExpoNet supply exhibition booths, furniture hire, fascia/name board, lighting & power, signage, audio visual, plants, custom stands.  ExpoNet also have trades people available if you require assistance with installing custom stands and also with custom stand builds and concepts.

Contact Aqilah Ilyas – Exhibition Coordinator for your booth, furniture and AV requirements.

e: aqilah@exponet.com.au
p: +61 3 9676 7738

Exponet Exhibitor Services Department
e: esd@exponet.com.au
p: +61 2 9645 7070

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.

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.

Collections

  1. Download and use the collection label provided by the venue (if applicable)
  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.

Exhibition App Game

An app based game will be run to encourage delegates to visit and interact with the exhibition.  Delegates will use their smart devices to collect QR codes from each exhibiting company until they have collected the full list of conference keywords.  Then they will go into the draw to win prizes during the plenary session on the final day.

Donate a prize: The Organising Committee appreciates donations of prizes from the exhibiting companies for this game. To register a prize please contact the Conference Manager.  Prizes will be collected from participating stands on Monday 20th May 2019.

Advertising Formats & Specifications


eSatchel Insert

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

DUE: Wednesday 17th April 2019 to anna@conferencedesign.com.au 

Video eSatchel Insert Specifications

We are giving Conference Partners an opportunity to have a short video linked to the eSatchel in the App. Your video will be uploaded to Vimeo and linked to the eSatchel in the app and online. Delegates will be able to view the video on their mobile devices or desktops. As this is a new option we would recommend using existing content or creating a short promotional video – to maximise views be creative!

  • Maximum size of 20MB
  • MP4 or AVI formats

DUE: Wednesday 17th April 2019 to anna@conferencedesign.com.au 

Profiles

  • Sponsors – 200 word profile
  • Exhibitors – 50 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 time of booking anna@conferencedesign.com.au 

Logos

Your logo should be a high resolution PNG, JPG or TIFF image, no less than 250 KB in size. It will be used on the web, print and PowerPoint slide.

DUE: At time of booking anna@conferencedesign.com.au 

Satchel Inserts

If you have purchased a Satchel Insert or have one included in your package please use the delivery label below to send the inserts to the venue by 16th May 2019 at the latest (approximately 300 units required).

  • Satchel Insert $1,000 (non-sponsors/exhibitors)
  • Satchel Insert $500 (AASTN sponsors/exhibitors)
  • Delegate Pads and or Pens (AASTN sponsors/exhibitors only)* $In-Kind

*Branded collateral must be approved by the conference secretariat prior to delivery.

Minimum 300 units required.  Delivery to the venue using the label below by Thursday 16th May 2019.

Click here for the Satchel Insert Delivery Label – coming soon

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 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
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.