Exhibition Floor Plan

Final floor plan now released

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.

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: The venue is carpeted.

Important:  Booths may be renumbered on the final floor plan.  Please do not advertise your number to delegates until the final floor plan is released.

Exhibition Allocations

# Organisation # Organisation
01 B.Braun 13 Surgical & Medical Supplies Pty Ltd
02 Healthcare Australia (HCA) 14 Nurses and Midwives Health
03 UTAS 15 iSimulate
04 Defence Force Recruiting 16 Laerdal
05 Your Nursing Agency 17 Monash University, Nursing and Midwifery
06 Mindray 18 Midmed
07 Philips 19 Stryker
08 Howard Wright 20 Elsevier
09 Fisher & Paykel Healthcare 21 Mundipharma
10 Calvary Care 22 NT Nursing and Midwifery
11 Taleb Medical 23 College of Emergency Nursing Australasia
12 GE Healthcare

Platinum / Gold

Silver / Standard

Pod

Exhibition Schedule

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

Tuesday 15th October 2019

  • 1800 till late Exhibition Build (Adelaide Expo Hire)

Wednesday 16th October 2019

  • 0600-1000 Custom Build
  • 1000-1230 Exhibition Staff Bump In
  • 1230-1330 Welcome Lunch for all delegates in the Exhibition.
    Followed by sessions and Afternoon Tea (see program for details)
  • 1700-1900 Welcome Reception for all delegates in the Exhibition
  • 1940 Exhibition Closes

Thursday 17th October 2019

  • 0800-1700 Exhibition Open (see program for details)

Friday 18th October 2019

  • 0800-1530 Exhibition Open (see program for details)
  • 1530-1700 Exhibitors Bump Out
  • 1700 till late Exhibition Build Breakdown

Booth Inclusions

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

  • 2.3m high white melamine panel walls (non-Velcro compatible)
  • Fascia board (2 x fascias for corner sites) company signage (up to 30 characters including spaces with black vinyl text
    on a white board)
  • 1 x LED armlight
  • 1x single 4amp power outlet per stand (2m x 3m / 3m x 3m)
  • Trestle table (45cm in depth, 75cm cm high and 180cm long) with a black cloth & 2 chairs (provided by the venue)

Exhibition Supply Company

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

Contact Megan McElhinney – Exhibition Sales Coordinator for your booth, furniture and AV requirements.

e: meganm@aeh.com.au

p: 08 8350 2305

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.

  • Full Additional Staff Registration including the Welcome Reception $440
  • Day Additional Staff Registration including the Welcome Reception $250
  • Gala Dinner Ticket $115

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

Rebecca Thompson
Hilton Adelaide

e: Rebecca.Thompson@hilton.com
p: +61 8 8237 0765

Venue Information

Exhibitors who are wanting to have any food MUST contact the venue and have the hotels permission for this. If the hotel does give permission, you will be required to sign a food waiver.

Any electrical equipment that the exhibitors bring in must be tagged and tested and this will be spot checked by the hotel catering team. Please note that if the equipment is not tagged and tested it will not be able to be used.

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 0730 and 1500, from 9 October 2019. Deliveries outside this time frame may be accepted with prior approval from the hotel.

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 Monday 21 October 2019 between 0730-1500.

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: Friday 27th September 2019
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: Friday 27th September 2019
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 11th October 2019 at the latest (300 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 11th October, no earlier than Tuesday 8th October.

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

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.