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: 

Venue

Sofitel Wentworth Sydney
61,121 Phillip St, Sydney NSW 2000
The exhibition is in Level 3 Foyer & Brisbane Room

Key Contacts 

Venue – Sofitel Wentworth Sydney

Contact the venue for: 

  • Custom Stand Authorisation (cc mail@conferencedesign.com.au when sending plans to the venue) 
  • Food and beverage orders
  • General venue enquiries 

Exhibition Supply Company – Moreton Hire

Contact the exhibition supply company for: 

  • Exhibition booth and furniture 
  • Fascia signage 
  • Lighting & power 
  • Ordering additional items for your stand such as signage, printed panels, audio visual, plants, and furniture 
  • Custom stands 

Quick Links

Exhibitor Portal
Live Exhibition Floorplan
Exhibition Schedule
Deliveries
Delivery Label
Collection Label

Exhibition Schedule

Build, Set-Up and Pack Down Times

Task  Date & Time 
Custom Stand Build  Friday 11 September 03:00 – 07:00
Exhibitor Set-up Access  Friday 11 September 10:45
Exhibitor Set-up Completed By (including the removal of packing materials)  Friday 11 September 14:00
Exhibitor Pack Down Start  Sunday 13 September 10:50
Exhibitor Pack Down Completed By  Sunday 13 September 12:45

Exhibition Open Hours 

Day  Open Time 
Friday 11 September 14:25 – 18:30
Saturday 12 September 10:30 – 16:00
Sunday 13 September 10:20 – 10:50

*Times may change – check the program page for updates. 

When Arriving at the Venue 

Go straight to your stand and begin setting up. Conference staff will deliver your name badges and an exhibitor pack to your stand. 

Bring a high-vis vest as the venue requires one to be worn during bump-in if the stand build is still in progress. 

Exhibition Package 

The standard exhibition package includes: 

  • An included space (3 x 2m) in the exhibition hall
    • 3 Octanorm walls
    • fascia
    • trestle table
    • 2 chairs
    • 2 spotlights and
    • access to power
  • 25-word company profile on the Congress website
  • One (1) exhibitor registration*, including the welcome reception and congress dinner
  • Logo in the congress program book
  • Logo and hyperlink in the Congress App and Online Portal
  • One (1) Content Piece (PDF brochures or flyers) available for download from the app and online portal (sponsor to provide)
  • Lead management software for use during the conference

Exhibition Booth

Registrations

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

Register via the link provided in your confirmation email. 

  • Sponsors: Refer to the prospectus for the number of registrations included in your package 
  • Exhibitors: One full registration
  • Additional registrations: 
    • Exhibitor Registration – $700
    • Day Pass: $515
    • Additional Welcome Function Tickets: $70
    • Additional Conference Dinner Ticket: $160

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. 

  • Wednesday 9 September 
  • Use the delivery label provided by the venue 
  • Confirm directly with your courier that the delivery has been made before you arrive 
  • Have your courier contact details, consignment number, and delivery date with you when you arrive onsite 

Onsite Storage

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

Collections 

Your staff need to ensure all steps are completed before leaving the exhibition. 

  • All goods must be collected on by Wednesday 16 September 13:00 
  • Pack and label all materials by Wednesday 16 September 13:00
  • Add your courier’s consignment note and/or number as required 
  • Leave the items on your stand for collection by venue staff 
  • Arrange for your courier to collect the items from the loading dock 

Lead Management

The conference app provides an integrated lead capture feature, allowing exhibitors to scan attendee badges and collect contact details seamlessly. 

For detailed instructions, refer to the Lead Management web page. 

Car Parking

A carpark is located at 2 Blight St Sydney

  • Maximum car park height is 2.2m
  • Day parking: $65 per vehicle, per day
  • Overnight parking: $70 per vehicle, per day
Make a booking

Marketing and Advertising

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

Conference Marketing Kit

Increase your visibility and promote your participation with the conference marketing kit. This kit includes banners, downloadable email signatures, social media assets, and more to help you reach your audience. 

Visit the Marketing Kit web page to explore available materials and download resources. 

Logos

  • High resolution PNG or JPG 
  • Due Date: On Booking 
  • Upload via the Exhibitor Portal 

Organisation Profiles

  • Sponsors – See the prospectus for your profile word limit 
  • Exhibitors – 25 words 
  • Due Date: On Booking 
  • Upload via the Exhibitor Portal 

We recommend including a contact email address, web address and phone number in your profile so customers can get in touch. 

Program Advertisements

Included for eligible sponsors and available for purchase. 

The design and supply of print-ready artwork by the due date is the responsibility of the advertiser. 

  • Format: High-resolution, print-optimised PDF 
  • Colour: Full colour 
  • Size: A6 portrait 
  • Full page: 148mm (H) x 105mm (W) 
  • Half page: 74mm (H) x 105mm (W) 
  • Bleed: Add 3mm bleed on all sides 
  • Marks: Include trim marks in the supplied file 
  • Due Date: 30 days before the conference 
  • Email to mail@conferencedesign.com.au  

eSatchel Inserts – PDF 

Inserts will be linked to the eSatchel section of the conference app. 

  • Eligibility: 
    • Sponsors – See your package for inclusions 
    • Exhibitors – One PDF per exhibitor 
  • Additional inserts are available for purchase 
  •  Format: High-resolution, full-colour PDF 
  • Orientation & Size: A4 portrait (210mm x 297mm) 
  • File Size: Maximum 500KB 
  • File Setup: No bleed or crop marks 
  • Delivery: PDFs will be uploaded as received 
  • Due Date: 30 days before the conference 
  • Upload via the Exhibitor Portal 

eSatchel Inserts – Video 

Included for eligible sponsors and available for purchase.  

Videos will be linked to the eSatchel section of the conference app.  

  • Sponsors: See your package for inclusions 
  • Video Format: Vimeo or YouTube link 
  • Due Date: 30 days before the conference 
  • Upload via the Exhibitor Portal 

Note: Please ensure your video is publicly viewable or set to unlisted so it can be accessed without restriction. 

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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