Draft Sponsors & Exhibitors Manual

Thank you for participating in this year’s conference. Please review the following information to assist with your preparation. 

If you have questions or require assistance, please contact: 

Key Contacts

Conference Managers

Adelaide Convention Centre

Custom Stand Approval

All custom stand plans must be sent to your Exhibition Planner at the venue for approval.

Exhibition Supply Company

Contact the exhibition company for:

  • supply of the included exhibition booth and furniture (trestle table, 2 x chairs, rubbish bin)
  • fascia/name board wording
  • confirming lighting & power
  • ordering additional signage, printed panels, audio visual, plants, or furniture
  • custom stands

Only the booth and furniture in the package below are included in the exhibition cost. All additional items and variations are at the exhibitors own cost.

Quick Links

Sponsor & Exhibitor Portal
Live Exhibition Floor Pan
Conference App Lead Management
Delivery Label
Exhibition Handbook

Freight, Deliveries & Collections

Exhibitors and sponsors are responsible for all freight arrangements to and from the conference venue. 

Deliveries

Late and missing deliveries are the main problem for sponsors and exhibitors when arriving onsite for a conference.

  • Use the delivery label provided by the venue
  • Confirm directly with your courier that the delivery has been made BEFORE you arrive
  • Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive

Deliveries will only be accepted by the venue from:

  • Monday 11 August 2025
  • All deliveries must be scheduled with the ACC’s loading dock.
  • Deliveries arriving without a booking or prior to the allocation period (specified on the delivery label) will not be accepted.

To book your delivery, contact:

ACC Loading Dock Map

Forklift Services

Forklift services for bump in and bump out are available through the venue. ACC forklifts are for venue use only. Forklifting can be arranged through your Exhibition Planner. Charges will apply.

Collections from the Venue

Your staff need to ensure all steps are completed before leaving the exhibition. Organising staff and venue staff are not able to assist with your deliveries.

  • Pack and label all materials with:
    • Company Name and Contact Name
    • Contact Number
    • Destination
    • Courier name
  • All goods must be accompanied with a completed consignment note and/or number
  • Leave the items on your stand for collection by venue staff
  • Arrange for your courier to collect the items from the loading dock
  • All goods must be collected by the next day

Freight Forwarder

Exhibitors can choose to use GEL Events as their freight handler or they can choose to engage their own courier service. 

GEL Events can assist exhibitors with freight to and from Adelaide and will organise delivery directly to the Exhibition Hall at the ACC. To book this service please use the form linked below.

GEL Events Fright and Logistics Form

Freight Companies

Exhibitors and sponsors are responsible for all freight to and from the conference venue.

Exhibition Schedule

Exhibitor Build, Bump-In & Bump Out

Task  Date & Time 
Custom Stand Build Commence TBC
Exhibition Access for Set-up 2:00pm – Monday 11 August
All Set-up Completed By (All packing materials must be removed from the exhibition area by this time) 4:30pm – Monday 11 August
Bump-Out Commences 4:00pm – Wednesday 13 August

On Arrival: please go straight to your stand and begin setting up. The conference staff will deliver your name badges and an exhibitor pack to your stand. We recommend bringing a high vis vest as the venue requires one to be worn during bump-in if stand builds are still happening.

Onsite Storage

Exhibitors cannot leave boxes and packing materials in the exhibition display area during the conference. There is no onsite storage for packing material, so please make alternative arrangements for any excess items and materials.

Exhibition Open to Delegates

The exhibition will be open to delegates from the Welcome Reception in the evening of 11 August, until the end of afternoon tea on Wednesday 13 August.

The times are subject to change. Check the program page for catering breaks.

Included Registrations

We recommend registering your representatives 90-60 days before the conference. Accommodation bookings can be made when registering. A registration is required to access the exhibition area.

  • Sponsors – Included registrations are listed in each package
  • Exhibitors – Two per booth
  • Register via the portal in your confirmation

Additional Registrations

Additional exhibitor registrations and social function tickets can be purchased separately.

$675 | Additional Registration (including social functions)
$100 | Additional Welcome Reception Ticket
$125 | Additional Networking Reception Ticket

Standard Exhibition Package Inclusions

Standard Exhibition Package

The standard exhibition package includes for each booth booked:

  • A display site (3m x 3m footprint) with a trestle table and two chairs.
  • Header board with your company name
  • One x 4 amp power supply (subject to available power on site)
  • Two (1) spotlight
  • Organisation listed on the meeting website
  • Logo, hyperlink and 50 word profile on the meeting website
  • Logo, hyperlink and 50 word profile on the meeting App
  • Listing in the pocket program
  • Delegate list
  • Opportunity to provide a delegate prize for the Exhibitor Passport Prize
  • Two Registrations for a company representative to staff the display site & attend social functions

Exhibition Booth

Car Parking

ACC offers two undercover parking options. Both are located directly under the Centre and operate 24 hours a day, 7 days a week.

Further information and rates can be found in the Exhibitor Handbook.

Carpark Access

Marketing and Advertising

Refer to the prospectus to confirm the advertising and marketing benefits included with your package.

Sponsor Logos

Logo are used on the website, in the printed program, in the conference app and on PowerPoint slides.

  • An EPS version for print material
  • A PNG, JPG or TIFF version for web and app. High resolution, at least 250 KB.
  • Due Date: On Booking
  • Upload via the portal (see above)

Company Profile

Your profile will be included in the conference app and on the conference website.

  • Sponsors – See your package inclusions for the number of words
  • Exhibitors – 50 words
  • Upload via the booking portal
  • Due Date: On Booking
  • Upload via the portal (see above)

App and Online Push Notifications

Short alerts sent via the conference app and online conference platform.

  • Sponsors – See your package inclusions for the number of words
  • Exhibitors – not applicable
  • Heading test maximum 10 words
  • Body text maximum 30 words
  • Due Date: On Booking
  • Emailed to the conference team (see above)

We recommend you include a contact email address, web address and phone number.

Social Media Posts

The promotional social media posts will be sent out via Twitter, Facebook, and LinkedIn in the lead up to the conference.

  • See your package inclusions for the number of posts
  • Maximum 200 characters each
  • Due Date: On Booking.
    The sooner content is provided, the more exposure opportunities available.
  • Emailed to the conference team (see above)

Pocket Program Advertisements

Advertisements in the printed Pocket Program are available for purchase.

  • Sponsors – See the inclusions listed in each package
  • Exhibitors – Available for purchase
  • Supply a print optimised, high resolution PDF
  • Full colour
  • Printed A6 portrait aspect
  • Full Page is 148mm (h) x 105mm(w)
  • Half Page is 74mm (h) x 105 mm (w)
  • Add 3mm bleed around all 4 sides and supply file with trim marks included
  • Due Date – 30 days prior to the conference
  • Email to the conference manager (see above)

The design and supply of the finished advertisement by the due date is the responsibility of the advertiser.

eSatchel Insert PDF

A PDF for the eSatchel section of the app.

  • Sponsors – See your package inclusions
  • Exhibitors – Available for purchase
  • High resolution, colour PDF
  • A4 portrait orientation, 210mm x 297mm
  • Maximum size of 500KB
  • No bleed and no crop marks
  • PDFs will be uploaded as ‘as received’
  • Due Date – 30 days prior to the conference
  • Upload via the portal (see above)

eSatchel Video

Eligible sponsors have the 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.

  • Sponsors – See your package inclusions
  • Exhibitors – Not applicable
  • Maximum size of 20MB
  • MP4 or AVI formats
  • Due Date – 30 days prior to the conference
  • Upload via the portal (see above)

Terms and Conditions

You can find the full sponsors and exhibitors Terms and Conditions on the sponsors and exhibitors opportunities page.

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