2019 Sponsors & Exhibitors Manual

Bump In & Bump Out


  • Bump In: Tuesday 15th October between 1:00 pm- 4:30 pm
  • Bump Out: Friday 18th October after 4.00 pm

Custom Stand Builds

  • Bump In
    Sunday 13th October and Monday 14th October from 9:00 am.
  • Bump Out
    Friday 18th October after 5:00 pm

Exhibition Opening Times

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

  • Tuesday 15th October
    5:00 pm – 7:00 pm
  • Wednesday 16th October
    8:00 am – 4:00 pm
  • Thursday 17th October
    8:00 am – 3:00 pm
  • Friday 18th October
    8:00 am – 3:00 pm

Booth Inclusions

Each exhibition booth includes the following items:

  • Area measuring 3-metres wide x 2-metres deep.
  • Booth structure with side walls and back wall.
  • Header board with your company name.
  • Trestle table with table cloth.
  • Two chairs.
  • Two spotlights.
  • One 4 amp power outlet.

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 meeting or guests you wish to invite to the Meeting must register with Conference Design before the meeting. An official meeting name badge will be required to access the meeting and exhibition area.


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

  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 8:00am and 4:00pm, three working days prior to the meeting.

Exhibition Supply Company

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

Contact Rod Street for your booth and furniture requirements.

e: rod@expotas.com.au 
p: +61 3 6229 7177


  1. Download and use the collection label provided by the venue.
  2. Box up any materials requiring collection and leave on your stand for collection by venue staff during bump out.
  3. Arrange for collection of the items with your courier as per the pick up details noted in the collection label.
  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. Freight will be available for collection from time, day, month

Venue Contact

Jarrod Earley
Hotel Grand Chancellor

e: cescoordinator@hgchobart.com.au
p: 61 (3) 6235 4535

Venue Exhibitor Information

  • Click here to see the Hotel Grand Chancellor Exhibitor Information Manual
  • Click here to download a delivery label

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.

Advertising Formats & Specifications

eSatchel Insert

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


  • Sponsors – 200 word profile
  • Exhibitors – 50 word profile

Include contact details so delegates can connect with your organisation. The profile will be displayed in the App and on the website.

Satchel Inserts

We are not distributing brochures within the delegate satchels. Instead, we will be encouraging people to visit the displays for these items, as a way of increasing engagement between our delegates and exhibitors and giving you more opportunity and time to interact and form relationships early on in the conference.

Video eSatchel Insert Specifications

We are giving Conference Partners an opportunity to have a short video linked to the eSatchel in the App. Your video will be uploaded to Vimeo and linked to the eSatchel in the app and online. Delegates will be able to view the video on their mobile devices or desktops. As this is a new option we would recommend using existing content or creating a short promotional video – to maximise views be creative!

  • Maximum size of 20MB
  • MP4 or AVI formats


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.

Exhibition Floor Plan

Exhibition Allocations

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 meeting please contact Conference Design to discuss your participation.

Cancellation or Postponement of the Meeting
The Organisers do not accept any liability for losses incurred if the meeting is cancelled or postponed due to an event that renders proceedings with the meeting inadvisable, illegal, impracticable or impossible.

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

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 meeting 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 meeting 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 Meeting


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 meeting or guests you wish to invite to the meeting must register with Conference Design before the meeting. 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 Meeting App at the time of the meeting 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.

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