2019 Exhibitors Manual

Exhibition Floor Plan

The exhibition will run during the Congress with catering served in the exhibition area. The welcome reception will also be held in the exhibition area.

Site Preferences: Sponsors will have first preference of sites and then exhibitors will be allocated sites in order of time of booking.

Flooring: The venue is carpeted.

Important:  Sites 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
1 Theramex 9 Bayer
2 YES – The Organic Intimacy Company 10 Bayer
3 Lawley Pharmaceuticals 11 Amgen
4 Pfizer 12 Mylan
5 Besins 13 High Tech Medical
6 Besins 14 Novo Nordisk Pharmaceuticals Pty Ltd
7 Besins 15 Jean Hailes for Women’s Health
8 Besins 16 Australasian Menopause Society

Exhibition Schedule

Exhibitor Bump In and Bump Out times are as follows:

Friday 6th September 2019

  • 0800 – Exhibition Bump In. Displays to be set up and site cleared by 11:00

Sunday 8th September 2019

  • 1105 – Exhibition Bump Out Following Morning Tea

If you have a custom build you will be able to load in from 4 pm on Thursday 5 September and commence build following.  All custom builds must be completed by 7.30 am on Friday 6 September for exhibitor bump in to commence at 8 am.  Please contact Rod Street at Expo Tas to discuss any custom builds.

e: rod@expotas.com.au
p: 03 6229 7177
w: www.expotas.com.au

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

Friday 6th September 2019

  • 1515 – Exhibition Opens with Afternoon Tea for all delegates in the exhibition area.
  • 1740-1910 – Welcome Reception for all delegates in the exhibition area

Saturday 7th September 2019

  • 1035-1610 – Exhibition Open

Sunday 8th September 2019

  • 1035-11:05 – Exhibition Open

Booth Inclusions

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

  • 3m x 2m Trade Booth
  • 2 x LED broadwash light
  • Standard fascia signage on all front and sides where applicable
  • 4amp Power supply with 4 way power board
  • Trestle Table with chair/s

Exhibition Supply Company

Expo Tas is the appointed local exhibition supply company. Expo Tas have an exciting range of contemporary seating, tables, displays, lighting, AV, flooring, custom printing and booths to select. Expo Tas also have trades people available if you require assistance with installing custom stands and also with custom stand builds and concepts.

Contact Rod Street  – Director, Expo Tas for your booth, furniture and AV requirements.

e: rod@expotas.com.au
p: 03 6229 7177
w: www.expotas.com.au


Anyone from your Organisation attending the congress or guests you wish to invite to the Congress must register with Conference Design before the congress. An official congress name badge will be required to access the congress 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.


Venue Contact

Laiyen Chow
Hotel Grand Chancellor Hobart

e: cateringevents@hgchobart.com.au
p: +61 (3) 6235 4548

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.


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

  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 0800 and 1630, with the earliest delivery date being three days prior to the event. Deliveries outside this time frame may be accepted with prior approval from the hotel.


  1. All boxes for courier collection are to be left in your trade booth.
  2. Please have signed consignment notes from your preferred courier with you to use for return freight.
  3. Please have appropriate labels with your return freight and ensure they clearly state which courier company you are using.
  4. Freight is to be collected on Monday 9 September.



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

Congress Handbook Advert

Full page:

  • Trim size: 210mm wide by 297mm deep
  • Bleed size: 220mm wide by 307mm deep (5mm bleed)
  • Type area: 180mm wide by 267mm deep (20mm margin all round)

Half Page:

  • 170mm wide by 124mm deep

DUE: 13th AUGUST 2019


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

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 Wednesday 4th September at the latest (300 units required).

Exhibitors can purchase a Satchel Insert for $990 including GST (full price is $1,320). Satchel Inserts can now be booked through the sponsorship portal.

DELIVERY: Wednesday 4th September 2019

If satchel insert is an A4 flyer, this will also be included as an eSatchel Insert in the Congress App.

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: 19 August 2019

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.

All costs are inclusive of GST and listed in Australian Dollars.

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 congress is cancelled or postponed due to an event that renders proceedings with the meeting inadvisable, illegal, impracticable or impossible.

If the congress is cancelled or postponed refunds will not be issued but available funds will be credited towards the rescheduled congress.

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.

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.

All sponsors and exhibitors must have adequate insurance for the period of the congress, including public and products liability cover and professional indemnity insurance. We may request a certificate of currency.

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 congress, 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 Congress

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.

Anyone from your Organisation attending the congress or guests you wish to invite to the congress must register with Conference Design before the congress. 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 Congress App at the time of the congress 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.

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.