Sponsor & Exhibitor 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 trestle table and begin setting up. Conference staff will deliver your name badges and an exhibitor pack to your table.

Trade Display Package 

The standard exhibition package includes: 

• 1 x trestle table 
• 1 x black tablecloth for the trestle table 
• 2 x chairs 
• 1x 4 amp power outlet
• Lead management software for use during the conference 
• An opt-in delegate list including first name, last name, organisation, state, and email address 

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. 

• Refer to the prospectus for the number of registrations included in your package 
• Additional registrations 
  • Full Registration: $700
  • Additional Welcome Function Tickets: $75 

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 Thursday, 8th October
• Small items can be hand-carried to the event space via the venue carpark
• Bulky items must be couried or self-delivered to the loading dock on bump-in day (hi-vis must be worn if accessing the loading dock)
• 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 
• Freight will not be accepted or stored by the venue on behalf of exhibitors
• An exhibitor representative must be onsite to receive freight and move it to the event space
• All freight must be clearly labelled with:
  • Event name
  • Stand name and stand number
  • Contact name and phone number
• Delivery Address:
  • Brisbane Convention & Exhibition Centre
    Plaza P3-5 Foyer via Glenelg St
    South Brisbane QLD 4101

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 removed by Friday, 9th October  

Event Safety Requirements

All exhibitors involved in bump in/out must complete the BCEC site-specific safety information prior to arriving to the event.

External Food & Beverage Supplier

BCEC has sole catering rights for the sale and/or distribution of any food or beverage product that will be consumed on-site

Under the circumstances where BCEC is not able to provide the desired stand catering option, an external Food & Beverage supplier may be engaged.

Such activation, including the external supply of confectionery items, must be approved by BCEC prior by submitting a request form through the online portal at least 7 days before the bump in date.

External supply charges may be applicable for offerings that can be supplied by BCEC or our preferred suppliers.

Anyone without prior approval will not be able to provide food or beverage on-site. Please contact Exhibitor Services for the list of BCEC preferred suppliers.

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. 

Car Parking

Car Parks 1-3 are accessible via Merivale St and Car Park 3 can also be accessed via Grey St.

Discounted parking rates are available for exhibitors. Exhibitors receive a discounted parking rate via a QR code emailed before the conference. 

For more information, visit the BCEC Car Park website.

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.