Exhibition Floor Plan

The exhibition will run for the duration of the conference with morning tea, afternoon tea and lunch served in the exhibition area. The welcome reception will also be held in the exhibition area.  Exhibition sites are located in the Marble foyer (Pod stands only) and throughout the entire Banquet Hall (mix of Pods and Standard sites).

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 in the Marble foyer will be on polished concrete.  The Banquet Hall is made up of polished timber or blue carpet.  See floor plan for more information.

Pod booths are smaller exhibition structures better suited to those exhibitors without equipment or products to display.  Such as university exhibits.  There are limited Pod Booths available and they are marked on the exhibition floor plan in specific places were a standard booth would not fit.  The Pod sites are located at 29, 30, 31, 32, 33, 34 & 35.  Pod display packages are only available for these sites.

floor-plan

Exhibition Allocations

# Printed Fascia Sign
01 Midmed
02
03
04
05 CareFlight 
06 Top End Health Service
07 Multigate Medical Devices 
08 Nursing Essentials 
09 Elsevier Clinical Solutions 
10
11
12 HESTA 
13 HESTA
14 Radiometer Pacific
15 Philips
16 Fisher & Paykel Healthcare
17 Howard Wright Limited
18 EMERGENCY SERVICES HEALTH
19 BD
20 Monash University 
21
22 Panda Pearls 
23 Panda Pearls 
24
25
26 TELEFLEX MEDICAL AUSTRALIA
27 Clinical Excellence Commission 
28 College of Emergency Nursing Australasia / Trauma Nursing Program

Important:  Booths will be renumbered on the final plan once unsold sites are removed.  Please do not advertise your number to delegates until the final floor plan is released.

EXHIBITION

Exhibition Schedule

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

Wednesday 11th October 2017

  • 0400-1000 Exhibition Build (Moreton Hire)
  • 1000-1300 Exhibition Staff Bump In
  • 1300-1400 Welcome Lunch for all delegates in the Exhibition.
    Followed by sessions and Afternoon Tea (see program for details)
  • 1730-1930 Welcome Reception for all delegates in the Exhibition
  • 1930 Exhibition Closes

Thursday 12th October 2017

  • 0730-1630 Exhibition Open (see program for details)

Friday 13th October 2017

  • 0800-1530 Exhibition Open (see program for details)
  • 1530-1730 Exhibitors Bump Out
  • 1730 till late Exhibition Build breakdown

Booth Inclusions

Each exhibition booth includes the following items:

  • Syma system walls (see image)
  • fascia sign with your organisation’s name
  • 1.8m trestle table with a black cloth
  • two chairs
  • rubbish bin
  • two spotlights
  • one general use power outlet

Exhibition Supply Company

Moreton Hire is the appointed exhibition supply company. They can supply exhibition booths, furniture hire, trestle tables, fascia/name board, lighting & power, signage, audio visual, plants, custom stands, venue information and timing schedules.

Contact Ashlee Kelly at Moreton Hire for your booth, furniture and AV requirements.

e: ashlee.kelly@moreton.net.au
p: +61 2 8394 8200
w: www.moreton.net.au

 

For any additional items you need for your booth, please refer to the Moreton Hire Exhibitor Manual 

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.

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.

Exhibition App Game

An app based game will be run to encourage delegates to visit and interact with the exhibition. The Organising Committee appreciated donations of delegate prizes from the exhibiting companies for this game. The prizes will be drawn in the Closing Plenary. For more information please contact the Conference Manager.

VENUE

Venue Contact

Scott Cooper
Sydney Masonic Centre (SMC)
66 Goulburn St, Sydney NSW 2000

e: scott@smcfc.com.au
p: +61 2 9284 2845
w: www.smcfc.com.au

Venue Information

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, two working days prior to the event.

Collections

  1. Download and use the collection label provided by the venue.
  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.
  5. Freight will be available for collection from time, day, month

ADVERTISING FORMATS & SPECIFICATIONS

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 

Pocket Program Advert

  • High resolution, colour PDF
  • A4 portrait orientation, 210mm x 297mm
  • 3mm bleed and no crop marks

DUE: Monday 4th September 2017 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 

eSatchel Insert

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

DUE: Monday 4th September 2017 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 6th October 2017 at the latest (approximately 350-400 units required).

Exhibitors can purchase a Satchel Insert for $500 including GST (full price is $1,000).  Please contact the conference manager Anna Patterson to book.

DELIVERY: By Friday 6th October 2017 

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

WEBSITE SPONSOR:

USYDsocial-logo_300x200

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.