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Sponsors and Exhibitors

Contact Information

If you are interested in sponsoring or exhibiting at the conference please contact Conference Design.

Anna Boyes: anna@cdesign.com.au

Downloads

PDF Icon Sponsorship/Exhibition Prospectus
PDF Icon Sponsorship/Exhibition Form
PDF Icon Exhibition Floor Plan
PDF Icon Scene Change Info Kit (1 per company)
Word Icon Exhibitor Registration Form (1 per company)
Word Icon Satchel Insert Label
Word Icon Exhibitor Equipment Label
IMPORTANT: Confirm with your courier before you arrive at the venue that your consignment has been delivered and note the time, date and who signed for the delivery.


Correspondence with Sponsors & Exhibitors

When booking a sponsorship package or exhibition booth please appoint and advise a single point of contact. All information including sponsorship, exhibition, registration, function and accommodation bookings will be recorded under the one name. All confirmations and notices will be sent to this person.

Bump In

Custom displays/booths can be set-up from 1000 Sunday 06 May 2012. Supplied booth structures will be ready from 1400 Sunday 06 May 2012.

Bump Out

Bump out will begin at 1400 Thursday 10 May 2012.

Booth Construction

Display Works will be supplying the exhibition booth structures. Please contact Scene Change for custom display stands or alterations to the standard booth structure.

Booth Builder:
Scene Change Tasmania
P: 03 6234 2266
F: 03 6234 2655
E: hobart@scenechange.com.au
W: www.scenechange.com.au

Booth Construction

Space: 3m wide x 2m deep
Walls: 2.5m high finished in laminate with exposed aluminium frame
Fascia: Aluminium fascia 30cm high with white fascia sign insert.
Fascia Sign: 1 x sign per stand. Computer cut white lettering on a Blue panel.
Lights: 2 x 120w spot lights per 9m2
Power: 1 x single power point is included in each stand.
Floor Covering: The venue is carpeted.

Exhibition Delivery Information

Please ensure all display builders, sub-contractors and suppliers are given this information.

IMPORTANT: Confirm with your courier before you arrive at the venue that your consignment has been delivered and note the time, date and who signed for the delivery.

Standard Deliveries (smaller than 1.2m square)

If you are using a standard booth shell scheme supplied by Display Works and your deliveries are less 1.2m squared you may send your display material directly to the Hotel Grand Chancellor. Use the delivery label above. Deliveries will only be accepted from Thursday 26 August 2010.

Custom Display Stands and Large Deliveries (larger than 1.2m square)

If your deliveries are larger than 1.2m squared they have to be fork lifted into the exhibition area. The maximum width of deliveries is 2.5m. Toll Tasmania can arrange transport, lifting into the exhibition area and storage of packing cases (see below).

If you use another courier, they must make arrangements for the goods to be lifted into the exhibition area. Your courier can contact Lyn Thomas (P. 03 6234 9684) to coordinate the use of a high lift forklift. A forklift will only be available onsite at certain times and must be booked before delivery.

Storage during the Conference

There will be limited storage space available during the conference. All large packing containers, pallets and boxes (e.g. for custom stands) must be stored off-site during the conference. Your courier will need to collect boxes, pallets etc. once your exhibition has been set-up and return them for pack down.

AV and Furniture Hire

Furniture, audio visual, internet requirements will be provided by tbc

Allocation of Booths

The Committee will allocate site positions after taking into account each organisation’s sponsorship, the date of confirmation of participation, preferences, proximity to competitors and any other relevant matters.

Registration for Company Representatives

All people attending the conference must register before the conference. A conference name badge will be required to access the exhibition area. See the 'Downloads' section on this page for the exhibitor registration form

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 relevant positions of booths. See 'Downloads' on this page for the current floor plan.

Allocation of Booths

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Satchel Inserts (Sponsors Only)

Quantity: 300
Delivery Date: 4th May 2012
Email: anna@cdesign.com.au
Delivery Label: See label in Downloads

 

The correct delivery labels must be used to send ALL satchel inserts to the hotel. Deliveries without the correct labels will not be accepted. You will also need to email confirmation of the courier, dispatch date and consignment number so we can provide the hotel with a full delivery list BEFORE the conference.

Advertisements for the Registration Brochure

Due Date: 03 October 2011
Format: High resolution PDF
Specs: A4 with a 10mm white margin on all sides. No bleed.
Print: Mono (Black) / Colour
Email: anna@cdesign.com.au

Advertisements for the Program Book

Due Date: 17 February 2012
Format: High resolution PDF
Specs: A4 with a 10mm white margin on all sides. No bleed.
Print: Mono (Black) / Colour
Email: anna@cdesign.com.au

 

Logos (Sponsors Only)

Format: EPS or a print quality JPG, GIF or TIF
Due Date: Now
Email To: anna@cdesign.com.au

 

Email an EPS file or a print quality logo in JPG, GIF or TIF format. Sponsors' logos will be displayed on the conference web site, registration brochure, program & abstract book and in the conference proceedings.

Signage

Signage should be free standing, pop-up banners to allow for easy placement (the venue has restrictions on fixed banners). The correct delivery labels must be used to send ALL signage to the venue.

Payment Schedule

A payment of 50% of the total sponsorship package and/or exhibition fee must accompany your completed booking form. The balance of all sponsorship and exhibition fees are to be paid six months prior to the Conference.

Sponsorship and/or Exhibition Cancellation Policy

A cancellation fee of 30% will be applicable to any sponsorship package or exhibition booking cancelled up to six months prior to the Conference. No refunds will be given after this date.

Conference Cancellation or Postponement

The members of the Committee and Conference Design Pty Ltd do not accept any liability for losses incurred in the event of the conference being cancelled or postponed due to an unforeseen event or any other event that renders performance of this conference inadvisable, illegal, impracticable or impossible. An unforeseen event shall include, but shall not be limited to: an Act of God; infectious disease outbreak, industrial disruptions, service provider failures, governmental restrictions and/or regulations; war or apparent act of war; terrorism or apparent act of terrorism; disaster; civil disorder, disturbance, and/or riots; curtailment, suspension, and/or restriction on transportation; or any other emergency.

In the event the conference is cancelled no refunds will be issued. All available funds, after cancellation expenses, will be credited towards a future conference held by the hosting organisation.