What does an online exhibition look like?

For the 2020 event we will be using a platform called OnAIR by EventsAIR. Just like a traditional exhibition at a face to face meeting, attendees can visit the virtual exhibition hall and engage with exhibitors. Attendees can view exhibitor information, download brochures, and when the exhibition is open, engage in instant meetings with exhibitors. OnAIR is a fully integrated and secure platform optimised for fully virtual events as well as hybrid events.

What you need to participate

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, desktop, phone, tablet etc…), internet, a webcam and a microphone.

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

Online Exhibition Booth Inclusions

Inclusions will differ for each exhibitor depending on their level of sponsorship. Standard inclusions for each exhibitor listing include:

  • 50 – 200 word company profile
  • 1 x company logo (JPEG preferred PNG accepted)
  • 1 x website hyperlink available for delegates
  • Access to lead management software
  • One-to-one video conference meetings with delegates
  • Access to the Meeting Hub to connect with delegates via video call, messaging and live chat

Exhibition Listings

Sponsors and exhibitors will be listed in the portal in order of sponsorship level followed by alphabetical order.

Exhibition Opening Times

The exhibition lounge will be open to delegates at all times throughout the event. Dedicated exhibition breaks will be programmed throughout the meeting for delegates to engage with sponsors. During these times you are strongly encouraged to be online and ‘at your stand’ to be available for meetings with delegates.

The exhibition breaks have been scheduled for the following times^*:

^Exhibition breaks are subject to change before the event.
*Listing times are subject to relevant exhibition inclusions only and all times listed above may not be applicable to all packages. 

FAQs

Click here to view FAQs about the Online Event. Please contact Conference Design if you have a question that has not been addressed.

Representatives

Anyone from your Organisation attending the event must register with Conference Design before the meeting. An individual event registration will be required to access the online meeting and exhibition areas. Please check your sponsorship or exhibition inclusions to confirm the number of inclusive registrations available. Additional registrations can be purchased.

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.

Conference Manager

Please contact Conference Design to discuss supporting the Meeting or to make amendment to your current package.

Giveaways

Advertising Formats & Specifications

Please send all advertising materials to event Coordinator, Conference Design (mail@conferencedesign.com.au) before the due date listed below.

If you have any questions regarding your package or inclusions please do not hesitate to contact Conference Design.

ALL SPONSORS & EXHIBITORS

Your logo should be a high resolution JPEG image, no less than 250 KB in size. PNG or TIFF also acceptable.  Your logo will be used on the website, meeting app and event portal.  Where included in your package, it will also be used on marketing materials promoting the event to our mailing lists.

A high resolution and large size logo should be supplied to Conference Design for use on the website, marketing material (if applicable), the online meeting portal and attendee app. Logos will be resized to the required specifications for each platform. Logos will be displayed in the online meeting portal and attendee app in a square or horizontal format. Stacked logos are not recommended to ensure optimal fit on all display platforms.

Optimal logo sizes for the online meeting platform are 500px X 175px

Upload during the exhibition/sponsorship booking process or email to Conference Design. The earlier we receive your logo the longer exposure your organisation will receive.

  • Sponsors – 200 word profile.
  • Society Sponsors have the opportunity to provide an additional 500 word profile to be displayed in the online meeting portal and attendee app
  • Exhibitors – 50 word profile

Include contact details, website link and any social media handles you wish to promote so delegates can connect with your organisation. The profile will be displayed in the online meeting portal, delegate app and on the website.

Upload during the exhibition/sponsorship booking process or email to Conference Design. The earlier the longer exposure your organisation will receive.

The website hyperlink supplied will be linked to your logo on the event website and displayed on your exhibition listing in the online meeting portal and app. The hyperlink supplied is up to you. It can be a link to your companies website, to a specific product page, to a marketing campaign, a video, it is entirely up to you!

Prior to the event, your organisations sponsorship coordinator will be able to enable and set up the lead management tool for use by all organisation representatives throughout the event.

Through the Lead management tool, you will be able to set up questions for your team to ask delegates when they visit the exhibition booth. This information can be exported and collated at any time throughout or after the event. This is a great tool for your organisation to capture information from those visiting the exhibition stand whether it be questions to form part of a research task or a simple follow up post-meeting.

Please contact Conference Design if you have any questions regarding the set up of lead management. 

APPLICABLE SPONSORS ONLY

This is a 10-second promotional video which will be shown after the ‘Getting to know the event Portal’ introduction. The video should be a maximum of 10 seconds in length. Any videos exceeding this time will be rejected. We recommend creating a short promotional video – be creative!

  • Maximum size of 20MB
  • MP4 or AVI formats

DUE: 

This is a 30 second promotional video which will be shown between sessions and will be built into the program. The video should be a maximum of 30 seconds in length. Any videos exceeding this time will be rejected. We recommend creating a short promotional video – be creative!

  • Maximum size of 20MB
  • MP4 or AVI formats

DUE: 

The digital eSatchel is exactly what it sounds like. We are taking a physical satchel that would be provided at a face to face meeting and adapting it to the online platform. Whilst we can’t add physical items such as pens, pads, coffee cups etc… this is still a great opportunity to add documents or links to resources for the event delegates. Your eSatchel document may be a simple flyer or brochure for delegates to download or it may be a link to an online advertisement, a complimentary or discounted registration to an online webinar or workshop, a voucher to an online shop, a job opening, the list goes on. We encourage you to be unique and creative with your eSatchel content!

DUE:

The downloadable content piece will be accessible through your exhibition listing in the online meeting portal and the delegate app.

The content piece will ideally be:

  • 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:

The exhibitor passport is a game available to delegates via the attendee app and is used as an incentive to encourage delegates to visit our sponsors throughout the meeting. The guidelines and rules will be outlined closer to the event and the prize will be awarded to the winner of the game. If the opportunity is taken on by sponsor, the prize supplied by the sponsor can be whatever they wish.The sponsor will be responsible for the cost of the prize and shipping to the winning delegate.

The content piece will ideally be:

  • High resolution, colour JPEG image
  • Portrait orientation, 850px X 1000px
  • No bleed and no crop marks
  • Images will be uploaded ‘as received’

Please contact event Manager, Conference Design (mail@conferencedesign.com.au) to discuss the campaign your advert will be included in and the date of circulation.

The on-demand pre-recorded webinars will be available for delegates to view 1 week prior to the event. Webinar sessions will be limited to 30 minutes only and will be rejected if the length exceeds this time. The file should be supplied to Conference Design as an MP4 file or URL link.

Due Date: 

The promotional tweets will be sent out via the twitter account in the lead up to the event. Tweets supplied should be no larger than 200 characters each.

DUE: At your earliest convenience. The sooner content is provided, the more exposure opportunities available. 

These are short “alerts/adverts” that will be sent via the online platform and the app.  The body text for a push notification message should be no more than 30 words and a heading no more than 10 words.

DUE:

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, 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.

Correspondence
When booking please appoint a single point of contact within your Organisation. All bookings will be recorded under one name and all correspondence will be sent to this person.

During the Event

Representatives
Anyone from your Organisation wishing to attend the meeting must register with Conference Design before the event. Each representative will be sent their own login credentials to access the meeting and exhibition. Registrations are not able to be shared and the unique credentials will only be accepted on one device at a time.

Delegate List
Due to privacy requirements the delegate list will be supplied on the event Delegate App at the time of the meeting and will include name, organisation and state.

Interactive Exhibitions
The event meeting portal does not support interactive, graphically designed or 3D exhibitions of any type. Exhibitions will be listed in order of sponsorship level and will include a profile, logo, website and if applicable downloadable materials.

Exhibition Opening Times
The exhibition will be open at dedicated times throughout the program. It is expected that at least one representative from your organisation will be available for meetings during this time.