Sponsors & Exhibitors Manual

What does an online exhibition look like?

For the 2021 meeting, 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 online exhibition 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 hybrid events.

What do you need to participate?

In order to participate as an online exhibitor at the meeting and make the most of the exhibition opportunities available, each of your exhibiting staff members will need access to a device (laptop, desktop, tablet), internet, a webcam and a microphone.

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

Online Exhibition inclusions

Inclusions will differ for each exhibitor depending on their level of sponsorship. Please check the Sponsorship page for the specific benefits under your package.  Standard inclusions for each exhibitor listing include:

  • Content pieces (PDF brochure or flyer, Hyperlink) available for download
  • Company profile
  • 1 x company logo (JPEG preferred PNG accepted)
  • Up to 10 FAQs included in your online display
  • One-to-one video meetings with delegates
  • Access to the Meeting Hub to connect with delegates via video call, messaging and live chat
  • Access to online Lead Management Software

Exhibition Opening Times

The onsite exhibitions in Perth and Auckland will be open during the dedicated refreshment and exhibition breaks.  Please check the program for the times noting the program is in AWST.

The online exhibition will be open for the duration of each day of the meeting; opening 30 minutes prior to the commencement of the 1st session each day. During the dedicated refreshment and exhibition breaks you are strongly encouraged to be online and “at your stand” to be available for meetings with delegates. You can also schedule meetings with attendees outside these breaks.

Perth and Auckland Hubs

Please note trade displays at the Perth and Auckland hubs are subject to space and agreement with the ASM manager. 

Exhibitor Bump In

The University Club, University of Western Australia
Seminar Room 4 Foyer

You will be allocated a table on arrival onsite.

Tuesday 12 October 2021  – 3 – 5 pm AWST
Wednesday 13 October 2021 – 6 – 7 am AWST

Exhibitor Bump Out

Friday 15 October 2021 – 1.15 pm AWST


Trestle table with table cloth – 0.6m wide x 1.5m long x 0.7m high
One chair
Access to power

You are responsible for ordering any additional equipment you require from your own supplier.

Please note the foyer cannot be locked but the club will be locked overnight.  Please take any valuables with you or they can be locked in the session room overnight.
Please see parking details for the University Club.
Please use the delivery label if sending items to the venue.

Auckland – POSTPONED
Exhibitor Bump In

The Ko Awatea Centre, Middlemore Hospital
Room 107 (sessions will also be held in this room)

You will be allocated a table on arrival onsite.

Wednesday 13 October 2021 – 9 am – midday NZDT

Exhibitor Bump Out

Friday 15 October 2021 – 5.30 – 6.15 pm NZDT (during dinner) or 9 pm NZDT (following end of sessions)


Trestle table with table cloth – 1.6 m long
One chair
Access to power


You are responsible for ordering any additional equipment you require from your own supplier.

Please see map of the hospital.  The centre is in Building 54.

Afternoon tea and supper will be served in the room.  Dinner will be in the cafe and sponsors are invited to join delegates.

Other Important Information


All representatives must be registered in order to access the venues or the ANZBA online platform.

Anyone from your Organisation attending the meeting must register with Conference Design before the meeting.

Please check your sponsorship or exhibition inclusions to confirm the number of inclusive registrations available.

Additional online exhibitor registrations can be purchased for $300 each.


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

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.

Exhibition Listings

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

Click image below to view

Advertising Formats & Specifications

Please send all advertising materials to ANZBA Coordinator, Jess Schiro (jess@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.

Please check the inclusions of your sponsorship package to confirm which advertising formats you need to supply.



Sponsor registrations include access to the full meeting. Additional registrations can be purchased for $300 each. Each registration will have an individual login for the portal so registrations cannot be shared amongst colleagues. To register your staff and purchase additional registrations please log in to the exhibition portal.  While the online exhibition will be open for the duration of the meeting, the specific refreshment and exhibition breaks are scheduled in the program. We strongly recommend your representatives are online during these times as this is when attendees will be encouraged to visit your stand.

Ensure each staff member registered includes a photo and short profile so delegates online can see who they are.

Log into the exhibition portal here:

2021 ANZBA Exhibitor Portal

We recommend you register your staff as soon as possible so they receive all applicable communications regarding the conference and using the online portal.


Your logo should be a high resolution JPEG image, no less than 250 KB in size. PNG or TIFF also acceptable.

A high resolution and large size logo should be supplied to Conference Design. Logos will be displayed in the online meeting portal in a square or horizontal format.

Optimal logo sizes for the online meeting platform are 1000px X 500px

Upload during the exhibition/sponsorship booking process or email to Jess Schiro


  • Sponsors – 100 – 300 word profile (please check your package for your correct word limit).
  • 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 and on the website.

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


The ‘Lead Management’ function of the online portal enables sponsors to connect and exchange contact information with delegates, in the digital environment also called ‘lead capture’.

The Lead Capture is enabled only when staff engage in a live chat or live video meeting through their virtual booth with an attendee.

Prior to the meeting, you can create a list of customised questions through the exhibition portal that you wish for your staff to ask delegates during the online meeting. This will serve as a template for use for your representatives to collect the delegates responses. The information captured through Lead Management can be used for marketing and follow-up post-event.

Once a ‘lead capture’ is complete in the system, an email is automatically dispatched to your organisations main contact with the answers and participating delegates information (name, position, organisation & email address). Delegates will also receive a separate email to say ‘thank you for meeting with us/visiting our display’ (custom text to be supplied by exhibitor).

Please contact Jess Schiro if you have any questions regarding the set up of lead management. 

Log into the exhibition portal here:

2021 ANZBA Exhibition Portal



The downloadable content piece(s) will be accessible through your exhibition listing in the online meeting portal.

The content pieces 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: 4 October 2021


The on-demand pre-recorded promotional videos will be available for delegates to view in your online display. The file should be supplied to Conference Design as an MP4 file or URL link.

DUE: 4 October 2021

Introduction Advert Static

This is a 10-second static advert which will be shown at the start of each day for 10 seconds.   It can be either a static PowerPoint slide or a 10 second video

  • PowerPoint or JPEG/PNG formats, or
  • MP4 file

DUE: 4 October 2021


Custom banner advertisement – 870 px x 155 px

DUE: 4 October 2021

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