Sponsor & Exhibitor Manual

Sponsors & Exhibitors Manual

Thank you for participating in this year’s conference. The information below will assist with your preparation.

If you have any questions or require assistance please contact us.

Conference Managers

Conference Manager
Evita Burns
evita@conferencedesign.com.au

Conference Coordinator
Jessie Lahey
jessie@conferencedesign.com.au

Conference Design
tpc@conferencedesign.com.au
+61 (3) 6231 2999

Exhibition Supply Company

Weeding Hire
Miguel Martinez
+61 3 6326 6577
info@weedinghire.com.au

Contact the exhibition company for:

  • supply of the included exhibition booth and furniture
  • fascia/name board wording
  • confirming lighting & power
  • ordering additional signage, printed panels, audio visual, plants, or furniture
  • custom stands

Only the booth and furniture in the package below are included in the exhibition cost. All additional items and variations are at the exhibitors own cost.

Exhibitor Build & Bump-In

  • Custom Stand Build Commence:
    Tuesday 21 May 2024
  • Exhibition Access for Set-up:
    Wednesday 22 May 2024 from 09:00.
  • All Set-up Completed By:
    Friday 24 May 2024 at 15:00. All packing materials must be removed from the exhibition area by this time.

On Arrival: please go straight to your stand and begin setting up. The conference staff will deliver your name badges and an exhibitor pack to your stand. We recommend bringing a high vis vest as the venue requires one to be worn during bump-in if stand builds are still happening.

Exhibitor Bump-Out

Due to safety requirements, you will not be able to dismantle your display before the published closing time.

  • Bump-out Commences:
    Friday 24 May from 14:00
  • Completed By:
    Friday 24 May from 18:00

Onsite Storage

Exhibitors cannot leave boxes and packing materials in the exhibition display area during the conference. There is no onsite storage for packing material, so please make alternative arrangements for any excess items and materials.

Exhibition Open to Delegates

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

  • Wednesday, 22 May
    17:00 – 19:00 | Welcome Reception
  • Thursday, 23 May
    10:15 – 10:30 | Speed Networking (Plenary Room)
    10:30 – 10:45 | Exhibitor Engagement (Exhibition Area)
    10:45 – 11:15| Morning Tea
    13:30 – 14:15 | Lunch
  • Friday, 24 May
    11:00 – 11:45 | Morning Tea
    13:15 – 14:00 | Lunch

The times are subject to change. Check the program page for catering breaks.

Your Contact Person

Please appoint a single point of contact within your organisation when booking. All bookings will be recorded under the one name and all correspondence will be sent to this person.

Sponsorship Package Inclusions

The inclusions for each sponsorship package are listed on the Sponsorship & Exhibition Opportunities page

Terms and Conditions

You can find the full sponsors and exhibitors Terms and Conditions on the sponsors and exhibitors opportunities page.

Venue Contact

Venue-related enquiries including food and beverage orders should be directed to:

  • Felicity Duff
  • +61 (3) 6420 2950
  • fduff@devonport.tas.gov.au

Custom Stand Authorisation

All custom stand plans must be sent to Exhibitor Services at the venue for approval. See the bump-in schedule for when custom stand builds can commence and finish

  • Felicity Duff
  • +61 (3) 6420 2950
  • fduff@devonport.tas.gov.au

Registration of Attendees

All representatives or guests of your organisation who wish to attend the conference or must register before the conference. An official conference name badge will be required to access the conference and exhibition areas.

Included Registrations

We recommend registering your representatives 90-60 days before the conference.

  • Sponsors – Included registrations are listed in each package
  • Exhibitors – Two per booth
  • Register via the portal (see above)

Additional Registrations

Additional exhibitor registrations and social function tickets can be purchased separately.

  • $550 | Additional Registration (social functions not included)
  • $80| Additional Welcome Function Ticket
  • $150| Additional Conference Dinner Ticket

Car Parking

Pay As You Leave Car Park.

  • First 30 minutes free – then $1.00 per 30 minutes, Monday to Friday 8.30am to 6.00pm
  • $5.00 all day parking available on the top level Monday to Friday
  • Fenton Way, Devonport TAS 7310
  • Website

Deliveries

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

  • Use the delivery label provided by the venue (link above)
  • Confirm directly with your courier that the delivery has been made BEFORE you arrive
  • Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive

Deliveries will only be accepted by the venue from:

  • Monday 20 May 2024
  • Between 9am and 5pm weekdays

Large Deliveries

If you plan on sending large items to the conference, please contact the venue in advance to ensure there will be sufficient storage onsite.

The venue does NOT have access to a trolley jack of forklift, therefore pallet deliveries will not be accepted.

Freight Companies

Exhibitors and sponsors are responsible for all freight to and from the conference venue, including satchel inserts. There is no appointed freight logistics company for the conference.

Collections from the Venue

Your staff need to ensure all steps are completed before leaving the exhibition. Organising staff and venue staff are not able to assist with your deliveries.

  • Pack and label all materials
  • Add your couriers consignment note and/or number as required
  • Leave the items on your stand for collection by venue staff
  • Arrange for your courier to collect the items from the loading dock
  • All goods must be collected by the next day

App Game

An app based game will be run to encourage delegates to visit and interact with exhibitors. All sponsors and exhibitors will be issued QR codes as part of the app game. Exhibitors can choose to clearly display the QR code to avoid unnecessary interruptions or you can ‘hide’ the code so delegates must interact with your representatives. Participants will need to have scanned all sponsor and exhibitor names to enter the draw, which will be drawn in the closing session.

Prize Announcemetns

If you are running a prize draw at your stand and would like your winner announced during the closing session of the conference, please see the registration desk at the end of morning tea on Friday 24 May with your winner. You will then have the opportunity to announce your winner onstage and give them their prize. If you will not be present during the closing session of the conference it is your responsibility to contact your winner and arrange delivery of their prize.

Speed Networking

How does this work?

You will have three minutes to sit at a table and pitch your product or service directly to the attendees.

After the three minutes is up, the MC will then ring a bell to let you know it’s time to move to the next table – there is a 1-minute changeover to allow for this.

This process will happen two more times with two more tables.

Who are you pitching to?

Each school department will be allocated a colour:

  • Primary Schools – Green
  • High Schools – Blue

You can allocate yourself to a table each time based on which department you relate to.

This networking is designed to be informal, fast-paced and fun– so come along, have some fun and pitch some business in your most professional speed dating way.

Advertising Formats & Specification

Please check you purchased sponsorship or exhibition package for inclusions.

Sponsor Logos

Logo are used on the website, in the printed program, in the conference app and on PowerPoint slides.

  • An EPS version for print material
  • A PNG, JPG or TIFF version for web and app. High resolution, at least 250 KB.
  • Due Date: On Booking
  • Upload via the Exhibition portal (linked in your confirmation email)

Web Address for Links

Links are used on the website, in the conference app, and in the online conference portal, where relevant.

  • One web address of your choice. For example, it could be your company website, a product page, or a marketing campaign.
  • Due Date: On Booking
  • Upload via the Exhibition portal (see above)

Organisation Profile

Your profile will be included in the conference app and on the conference website.

  • Sponsors – See your package inclusions for the number of words
  • Exhibitors – 250 words in conference app
  • Upload via the booking portal
  • Due Date: On Booking
  • Upload via the Exhibition portal (linked in your confirmation email)

We recommend you include a contact email address, web address and phone number.

Push Notifications

Short alerts sent via the conference app and online conference platform.

  • Sponsors – See your package inclusions for the number of words
  • Exhibitors – not applicable
  • Heading test maximum 10 words
  • Body text maximum 30 words
  • Due Date: Friday, 15 March 2024
  • Emailed to the conference coordinator (see above)

We recommend you include a contact email address, web address and phone number.

PowerPoint Slide Advertisement

Advertisements displayed on a loop in the plenary session between presentations.

  • Sponsors – See the inclusions listed in each package
  • Exhibitors – Available for purchase
  • Supply a 16:9 ratio PowerPoint slide. PDF files will not be accepted.
  • Due Date: Friday, 15 March 2024
  • Email to the conference coordinator (see above)

Pocket Program Advertisements

Advertisements in the printed Pocket Program are available for purchase.

  • Sponsors – See the inclusions listed in each package
  • Exhibitors – Available for purchase
  • Supply a print optimised, high resolution PDF
  • Full colour
  • Printed A6 portrait aspect
  • Full Page is 148mm (h) x 105mm(w)
  • Half Page is 74mm (h) x 105 mm (w)
  • Add 3mm bleed around all 4 sides and supply file with trim marks included
  • Due Date: Friday, 15 March 2024
  • Email to the conference coordinator (see above)

The design and supply of the finished advertisement by the due date is the responsibility of the advertiser.

Satchel Insert

We are not distributing satchels, bags or pads to delegates upon registration. We are encouraging attendees to visit the displays for these items to increase engagement between our delegates and exhibitors.

eSatchel Insert PDF

A PDF for the eSatchel section of the conference app.

  • Sponsors – See your package inclusions
  • Exhibitors – One PDF
  • High resolution, colour PDF
  • A4 portrait orientation, 210mm x 297mm
  • Maximum size of 500KB
  • No bleed and no crop marks
  • PDFs will be uploaded as ‘as received’
  • Due Date: Friday, 15 March 2024
  • Upload via the Exhibition portal (linked in your confirmation email)

eSatchel Video

Eligible sponsors have the 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.

  • Sponsors – See your package inclusions
  • Exhibitors – Not applicable
  • Maximum size of 20MB
  • MP4 or AVI formats
  • Due Date: Friday, 15 March 2024
  • Email to the conference coordinator (see above)