Sponsors & Exhibitors Manual

Thank you for participating in this year’s conference. Please review the following information to assist with your preparation. 

If you have questions or require assistance, please contact: 

• Conference Design 
• mail@conferencedesign.com.au 
• +61 3 6231 2999 

Exhibition Schedule

When Arriving at the Venue

Go straight to your stand and begin setting up. Conference staff will deliver your name badges and an exhibitor pack to your stand. 

Bring a high-vis vest as the venue requires one to be worn during bump-in if the stand build is still in progress. 

Exhibition Package 

The standard exhibition package includes: 

• 3m x 2m Floor Space/Shell Scheme, including:
  • White panel shell scheme booth.
  • Fascia board with your company name.
  • Your choice of two (2) furniture packages.
  • 2 x spotlights.
  • 1 x 4-amp power outlet.
  • 1 x wastepaper basket.
• Two (2) exhibitor registrations per site, including:
  • Pre-Conference Drinks hosted by the ACIPC President
  • Delegate Networking Breakfast
  • Welcome Reception
  • Access to all conference sessions
  • Access to the online conference portal

Important Deadlines

• Booth Booking Form – 6 October
• Fascia Sign Text – 13 October
• Signage Artwork – 13 October
• Furniture Orders – 23 October

Exhibition Booth

Registrations

Register your representatives 90 – 60 days before the conference. Accommodation bookings can be made when registering. A registration is required to access the exhibition area. 

Register via the link provided in your confirmation email. 

• Sponsors: Refer to the prospectus for the number of registrations included in your package 
• Exhibitors: Two full exhibitor registrations per booth 
• Additional registrations: 
  • Full Exhibitor Registration: $650 
  • Day Pass: $300 
  • Additional Welcome Function Tickets: $50 
  • Additional Conference Dinner Ticket: $125

Freight, Deliveries & Collections

Exhibitors and sponsors are responsible for all freight arrangements to and from the conference venue. 

Deliveries

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

• Deliveries will only be accepted from Friday, 6 November
• Use the delivery label provided by the venue 
• Confirm directly with your courier that the delivery has been made before you arrive 
• Have your courier contact details, consignment number, and delivery date with you when you arrive onsite 

Onsite Storage

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

Collections

Your staff need to ensure all steps are completed before leaving the exhibition. 

• All goods must be collected on Thursday, 12 November
• Pack and label all materials 
• Add your courier’s 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 

Forklift Services

Forklift services are available through the venue. Complete the Lifting Equipment Hire Form and email to safetyandlogistics@gccec.com.au

Forklift services are available through the appointed freight forwarder. Please indicate that you require a forklift when completing the quote request form.

Lead Management

The conference app provides an integrated lead capture feature, allowing exhibitors to scan attendee badges and collect contact details seamlessly.

For detailed instructions, refer to the Lead Management web page.

Accessing Collected Leads and Data from the Exhibition Portal

You view and export scanned leads in the Exhibition Portal. This information is not stored in the App. The scanned leads will include names, contact details attendees opted to share, and the data your team collected using your lead questions.

• Log in to the Exhibitor Portal.
• Click on the Lead Management menu.
• Click on Current Leads.
• Click on Export at the bottom of the page to export leads into an Excel spreadsheet.

Information can be exported to Excel at any time during or after the event.

App Game & Prizes

The app game is designed to encourage delegates to visit and engage with exhibitors. All sponsors and exhibitors will be issued a unique QR code for the game. Delegates must scan each code using the conference app to participate.

You may choose to display your code prominently to reduce interruptions or keep it hidden to encourage direct interaction. To be eligible for the draw, delegates must scan all sponsor and exhibitor QR codes. The winner will be announced during the closing session.

Sponsors and exhibitors are welcome to donate prizes for the game. To contribute, please contact mail@conferencedesign.com.au.

Prizes can either be brought to the conference or sent directly to the winner afterward. Your prize and organisation name will be acknowledged in the conference app.

Car Parking

GCCEC has a car park on site which can be accessed via the Gold Coast Highway. Charges apply. Vehicle access is limited to cars only, with a maximum vehicle height of 2.1m. Car parks are subject to availability

Marketing and Advertising

Refer to the prospectus to confirm the advertising and marketing benefits included with your package.

Terms and Conditions

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