Exhibition

The exhibition will run during the Conference with catering served in the exhibition area. The Networking Event will also be held in the exhibition area.

Site Preferences: Sponsors will have first preference of sites and then exhibitors will be allocated sites in order of time of booking.

Flooring: The venue is carpeted.

# Organisation  # Organisation 
1 Bupa 9 University of Tasmania
2 Calmbirth 10 University of Tasmania
3 St. Lukes Health 11 Mission Australia
4 Healthcare Australia 12 University of Southern Queensland
5 Australian College of Nursing 13 Nurses & Midwife Support
6 HESTA 14 TasPlan Super
7 Panda Pearls 15 Medela
8 Panda Pearls

Exhibition Schedule

Exhibitor Bump In and Bump Out times are as follows:

Wednesday 19 February 2020

  • 1800 – Exhibition Bump In (Access to venue available)

Thursday 20 February 2020

  • 0630 – Exhibition Bump In. Displays to be set up by 0745

Friday 21 February 2020

  • 1500 – Exhibition Bump Out Following Afternoon Tea

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

Thursday 20 February 2020

  • 1040: Exhibition opens with Morning tea in the Exhibition area

Friday 21 February 2020

  • 1030-1500 – Exhibition Open

Exhibition Display Inclusions

Each exhibition display includes the following items:

  • One dressed trestle table
  • Two chairs
  • One 4 amp power outlet

Representatives

Anyone from your Organisation attending the conference or guests you wish to invite to the Conference must register with Conference Design before the conference. An official conference name badge will be required to access the conference and exhibition area.

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.

VENUE

Venue Contact

Thomas Vincent
Conference and Events Coordinator
Hotel Grand Chancellor Hobart

e: events@hgchobart.com.au
p: +61 (3) 6235 4534

Venue Information

Exhibitors who are wanting to have any food MUST contact the venue and have the hotels permission for this. If the hotel does give permission, you will be required to sign a food waiver.

Any electrical equipment that the exhibitors bring in must be tagged and tested and this will be spot checked by the hotel catering team. Please note that if the equipment is not tagged and tested it will not be able to be used.

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.

Deliveries

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

  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 0800 and 1630, with the earliest delivery date being Friday 14 February. Deliveries outside this time frame may be accepted with prior approval from the hotel.

Collections

  1. All boxes for courier collection are to be left in your trade booth.
  2. Please have signed consignment notes from your preferred courier with you to use for return freight.
  3. Please have appropriate labels with your return freight and ensure they clearly state which courier company you are using.
  4. Freight is to be collected on Monday 24 February.

ADVERTISING FORMATS & SPECIFICATIONS

Profiles

  • Sponsors – Please check your inclusions as word count for sponsor profiles varies depending on package booked. www.tasnmc.com.au/sponsors/

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

DUE: At time of booking
tara@conferencedesign.com.au

Conference Handbook Advert

Full page:

  • 210mm wide by 297mm high + 3mm bleed

Half Page:

  • 210mm wide by 148.8mm high + 3mm bleed

DUE: Friday 24 January 2020
tara@conferencedesign.com.au 

Logos

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.

DUE: At time of booking
tara@conferencedesign.com.au 

Satchel Inserts

If you have purchased a Satchel Insert or have one included in your package please use the delivery label below to send the inserts to the venue by Monday 17 February 2020 at the latest (180 units required).

Satchel Insert Delivery Label

Exhibitors can purchase a Satchel Insert for $500 including GST. Satchel Inserts can now be booked through the sponsorship portal.

DELIVERY: Monday 17 February 2020

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, 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 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 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.

Correspondence
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.

Insurance
All sponsors and exhibitors must have adequate insurance for the period of the congress, including public and products liability cover and professional indemnity insurance. We may request a certificate of currency.

Indemnity
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 congress, 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 Conference

Security
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.

Representatives
Anyone from your Organisation attending the conference or guests you wish to invite to the conference must register with Conference Design before the conference. An official name badge will be required to access the meeting and exhibition area.

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.

Storage
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.