Sponsor & Exhibitor Manual

Thank you for participating in the 2021 Australasian Menopause Society Congress.
The below information will assist with your preparation.

If you have any questions or require assistance please contact: mail@conferencedesign.com.au 

Exhibition Times

Onsite Exhibition – Mezzanine Level

Onsite Exhibitor Bump In

Friday 26 November

Exhibitors can access the Mezzanine level to setup from 10:00am.  Please be ready by 12:00pm.

Onsite Exhibitor Bump Out

Sunday 28 November

Pack up can commence following morning tea at 10:30am.

Onsite Registration Desk

The onsite registration desk will be open:

Friday 26 November from 7:30am
Saturday 27 November from 8:00am
Sunday 28 Novemberfrom 8:00am

Exhibition Open to delegates

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

Friday 26 November 12:00pm – 1:15pm (break between Pre-Congress closing and Congress opening)
Friday 26 November 2:45pm – 3:15pm | 5:15pm – 6:45pm (Welcome Reception)
Saturday 27 November 10:45am – 11:15am | 1:15pm – 2:15pm | 3:45pm – 4:00pm
Sunday 28 November10:00am – 10:30am

The online exhibition will be open:

Friday 26 November 12:00pm – 6:45pm
Saturday 27 November 8:00am – 4:00pm
Sunday 28 November 8:00am – 1:00pm

The above timings may be subject to change.

Display Inclusions

Onsite Exhibition


  • One 3m x 2m exhibition booth
  • 3 Octanorm walls
  • Fascia
  • 2 spotlights
  • One table
  • Two chairs
  • 1 x 4 amp power supply
  • Exhibitor registration for one (1) company representative to staff the display & attend the Welcome Reception (Congress Dinner tickets can be purchased for $130 per ticket)
  • Listing on the congress website
  • Listing in the pocket program
  • Printed handout of the delegate list (name, position, organisation, state)

Online Exhibition


  • Online Exhibition in the online congress portal.
  • Your onsite exhibitor registration also have access to the online exhibition.
  • Two (2) additional online exhibitor registrations.
  • Logo in your Online Exhibition.
  • One (1) brochure/flyer available for download from the online exhibition.
  • Access to Lead Management software through the online portal.
  • Ability to meet one on one with both onsite and online registered delegates through the online portal.
  • Access to the online Meeting Hub to connect with all delegates (onsite and online) and request meetings (includes live video and text chat).
  • Opportunity to provide up to ten Frequently Asked Questions (FAQs) in your online display.  E.g. ‘I have a question, who can I contact? = [your contact details]’

Useful Contacts

Venue Contact

Rebecca Thompson
Event Sales Executive
Hilton Adelaide

e: rebecca.thompson@hilton.com
p: +61 8 8237 0765

Exhibition Supply Company

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

Please contact Adelaide Expo Hire to arrange any other equipment you wish to hire.

e: cameronb@aeh.com.au
p: +61 8 8350 2300
w: https://aeh.com.au/

Conference Design

Please contact the organisers at Conference Design if you have any queries.

Conference Manager – Leesa McDermott
e: leesa@conferencedesign.com.au 

Conference Coordinator – Tara Johnson
e: tara@conferencedesign.com.au

p. +61 3 6231 2999

Onsite Important Information


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, Monday – Friday, TWO working days prior to the event (no earlier than 24 November 2021).

Attach to all items being sent to the congress venue

Deliveries to the venue will not be accepted if they do not have the delivery label attached.

Venue Information

ALL exhibitors must download, sign, and return the External Contractor Handbook prior to arrival:
(Please email all signed copies to rebecca.thompson@hilton.com)

Please download and read the below information prior to arrival:

Any electrical equipment that the exhibitors bring in must be tagged and tested. Please note if the equipment is not tagged and tested it will not be able to be used.

There will be limited on-site storage facilities and must be arranged in advance with your Event Manager.


  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. 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. All items must be collected from the Hotel no more than 24 hours after the event.

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.


Anyone from your Organisation attending the conference 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.

Online Important Information

Online Participation

All sponsors and exhibitors will also have an online exhibition.  In order to participate as an online exhibitor at the event and make the most of the exhibition opportunities available, each of your exhibiting staff members will need access to a device (laptop or desktop computer are recommended), internet, a webcam and a microphone.

For the best user experience, we recommend using Google Chrome 2010+.


You may need to ‘allow’ certain sites to access the online portal. Please click the link below and read through the important information prior to the congress.


Online Sponsor & Exhibitor OnAir Guide

Advertising Formats & Specifications

Your logo will be used in the congress handbook and the online congress portal.

Print: EPS version

Web and Portal: a high resolution PNG, JPG or TIFF image, no less than 250 KB in size. Optimal logo sizes for the online congress portal are 1000px X 500px

Please upload via the online booking portal when you book or email to tara@conferencedesign.com.au.

  • Congress Partners/Sponsors – As per the package benefits; check the sponsorship page.

Include contact details, website link and any social media handles you wish to promote. The profile will be displayed in the online congress portal, pocket program and on the website.

Upload during the exhibition/sponsorship booking process or email to tara@conferencedesign.com.au. The earlier the longer exposure your organisation will receive.

Sponsors have the opportunity to provide a short video linked to their online exhibition.

  • Maximum size of 20MB
  • MP4 format

DUE: 15 November

Email to: tara@conferencedesign.com.au 

Downloadable brochures and/or flyers which will be linked to the online exhibition.

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

DUE: 15 November

Email to tara@conferencedesign.com.au 

The online congress portal, OnAIR, allows you to create 10 Frequently Asked Questions (FAQs).

You will be provided with instructions on how to upload these once the portal is launched.

Terms and Conditions | Sponsors and Exhibitors