2019 Sponsor & Exhibitor Manual

[invicta_calltoaction primary_line=”Floorplan” secondary_line=”Click here to view the interactive floor plan” label=”View Here” url=”https://cdesign.eventsair.com/ExhibitionPortal/2019-acipc/exhibition/floorplan/live” target=”_blank” size=”large”]
[invicta_calltoaction primary_line=”Delivery Labels” secondary_line=”Please use these labels when having materials couriered to and from the venue (at least one per box).” label=”Download Here” url=”http://www.acipcconference.com.au/wp-content/uploads/2019/08/2019-ACIPC-PCEC-Delivery-Label_updated.pdf” target=”_blank” size=”large”]
[invicta_calltoaction primary_line=”Venue Location Map” secondary_line=”View the venue location and map here” label=”View Here” url=”https://www.pcec.com.au/contact/” target=”_blank” size=”large”]
[invicta_calltoaction primary_line=”Sponsorship Prospectus” secondary_line=”View the Sponsorship prospectus here” label=”View Here” url=”http://www.acipcconference.com.au/home/sponsorship-exhibition-prospectus” target=”_blank” size=”large”]

Exhibition Site Inclusions

  • 3m x 3m or 3 x 2 Floor Space/Shell Scheme.
  • White panel shell scheme booth.
  • Fascia board with your company name.
  • Your choice of furniture package.
  • 2 x spotlights.
  • 1 x 4 amp power outlet.
  • 1 x waste paper basket.

Exhibition Times

Exhibitor Bump In (tentative)

16:00 – 19:00 | Sunday 17 November 2019


Open to the delegates (tentative)

The exhibition will be open at the following times:

08:15 – 19:00 | Monday 18 November
07:45 – 17:00 | Tuesday 19 November
08:15 – 13:15 | Wednesday 20 November

If you are conducting an on-stand prize draw, please ensure winners are drawn and announced prior to the lunch break on Wednesday 20 November.



Exhibitor Bump Out (tentative)

13:30 – 15:30 | Wednesday 20 November 2019


IMPORTANT: Exhibitor freight deliveries will only be accepted at the PCEC on Sunday 17 November after 12pm (midday). 

Please note PCEC will not accept deliveries of any goods on behalf of Exhibitors.

A list of suggested freight companies is available below. Any concerns or questions regarding freight and deliveries should be directed to  Agility.

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

When having items couriered to the venue please:

  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. All incoming items should arrive via the Pavilion 1 loading dock. No goods will be accepted prior to 12pm (midday) Sunday 17 November 2019. 



  1. Box up any materials requiring collection.
  2. Arrange for collection of the items with your courier and ensure a consignment note is included on your boxes before they are collected.
  3. All goods must be removed from the venue during bump-out on Wednesday 20 November.

Freight Forwarding / Transport / Logistics

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[invicta_calltoaction primary_line=”” secondary_line=”” label=”F&E – the Benefits of Using Agility” url=”http://www.acipcconference.com.au/wp-content/uploads/2019/08/F02019-E-Australia-Benefits-of-using-Agility_2019.pdf” target=”_blank” size=”large”]

Agility Fairs & Events is the official freight forwarder and onsite logistics provider to the 2019 Australasian College for Infection Prevention and Control Conference.

 About Agility Fairs & Events:

Agility specialises in exhibition freight forwarding – both domestic and international.  Agility can ensure that your product, display & merchandise are in the right place, at the right time, providing a complete transport, materials handling & storage service. Agility provides a complete service including monitoring of freight from your doorstep right through to your exhibition booth to make sure your goods are handled in a professional manner and all formalities/deadlines are met. If you are using Agility, your goods will automatically be delivered to your exhibition booth.

Agility Fairs & Events offers the following services:

  • All local, interstate and international transport services including delivery onto each exhibitors’ stand at the venue
  • Storage of early consignments, packing materials during the exhibition and storage after the exhibition
  • For international exhibitors, a comprehensive international freight forwarding service tailored to each particular exhibitor’s requirements.

As the conference bumps in / out on very tight parameters and deliveries will not be accepted at the venue earlier, we highly recommend using Agility as their service is door-to-stand and they work weekends and outside normal business hours.

Why should you use Agility Fairs & Events? Refer to the ‘F & E Australia – Benefits of Using Agility’ (above).

Please Note: Exhibitor freight deliveries will only be accepted at the PCEC on Sunday 17 November after 12pm (midday). 

Prior to the event, Agility will make contact to discuss and determine your individual freight and logistics requirements.  An email containing your unique login and password to the Agility Event Services Portal will automatically be sent to the designated contact, as advised by the Organiser. If you have not received the email, please contact us as soon as possible.

Alternatively, you can register and book Agility services via AGILITY SERVICES PORTAL (click on the link at the top of the page)

For any domestic freight enquiries please contact:
Seamus Campbell, Event Logistics Specialist
Agility Fairs & Events
28-32 Sky Road, MELBOURNE AIRPORT VIC 3045
E: SCampbell@agility.com
P: +61 3 9330 9014


Exhibitors or stand-builders requiring assistance during move in or move out, OR storage services must pre-book these services in advance with Agility.  Storage charges apply.

Please do not just assume that Agility will be onsite.


Agility will be operating a forklift service during bump in and bump out to assist exhibitors.  This is provided free of charge by the Organiser as a service to exhibitors during the following times.

SUNDAY 17 NOVEMBER                               2pm – 6pm

WEDNESDAY 20 NOVEMBER                       1pm – 5pm

If forklifting services are required outside of these hours, or stand-build materials handling is required, please contact Agility to discuss your specific requirements. Charges apply.

Services can be booked in advance via Agility’s Event Services Portal, however, credit card details will not be asked for at that point. Upon arrival at the venue, please visit the Agility Service Desk [located next to the loading dock] where the Team will confirm your requirements and a credit card will be requested to take payment. Agility accepts VISA, American Express, MasterCard and Debit Cards.  Normal transaction fees apply and a receipt will be provided immediately by email via the POS system.

To ensure adequate resources are available, we do kindly ask that you still submit your needs in advance.

In the lead up to the event, the Team at Agility will reach out to prompt and assist you in this regard.

Please do not just assume that Agility will be onsite at all times however.

Please note: 

  • If you are using your own transport company, Agility cannot sign for delivery of goods on your behalf.  Please ensure you make specific arrangements with your transport provider and/or ensure you have a representative onsite at the time of delivery.
  • Agility Fairs & Events standard trading conditions apply for services provided – it is important that you are aware of these. Services include: transport, cranage, forklift, porterage, clearance, delivery, storage, positioning and all other onsite services.
  • Any freight not collected during the move out will be considered as “abandoned” freight. Agility will be instructed to remove prior the end of tenancy and hold in a depot. Exhibitor will be charged a fee of $176.00 to recover costs incurred.  Any items left behind will be disposed of.


For Exhibitors directly arranging transport into the venue Conference Design suggests the following companies for transport:

COPE Sensitive Freight 


Exhibition Supply Company

Perth Expo Hire has been appointed as the exhibition supply company for ACIPC 2019.

For build, stand and furniture enquires please contact:
Kirsty Bellman
E: kirstybellman@perthexpo.com.au

P:  08 9475 2026
0419 969 147

W: www.perthexpo.com.au

Perth Expo Hire will email all exhibitors prior to the conference with a unique login link which allows exhibitors to view the complete range of products and services, and place orders online. Prior to receiving the link, exhibitors can view the Perth Expo Hire website for more information about their services and products (www.perthexpo.com.au), or contact Kirsty Bellman on kirstybellman@perthexpo.com.au

Conference Venue

Custom stand plans must be approved by Conference Design and then sent to the the venue for final approval.

Andrew Watts
Conference Design

Other venue related enquiries should be directed to:

Laura Black, Exhibitor Services
E: exhibitor@pcec.com.au
P: 08 9338 0315
W: www.pcec.com.au

Pavilion 1 Perth Convention & Exhibition Centre
21 Mounts Bay Road
Perth WA 6000
+61 9338 0300
View in Google Map


Company 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.

Representatives at the Conference

An official name badge will be required to access the conference and exhibition areas.

Anyone from your Organisation attending the conference, or guests you wish to invite, must register with Conference Design prior to the event.

 All company representative registrations and social functions, inclusive and/or additional, need to be booked. 

Additional Exhibitor Passes

Additional exhibitor passes can be purchased as follows via the online registration portal:

  • Full registration, including Welcome Reception: $550 per person
  • Day registration, : $300 per person
  • Conference Dinner, including food and drinks: $50 per person

When arriving for Bump In on Sunday 17 October please go straight to your stand and begin setting up.

Conference staff will deliver name badges to your stand from 16:00.


Conference Design

For sponsorship and exhibition sales please contact:

Andrew Watts

03 6231 2999

On-stand competition

If you are conducting an on-stand prize draw, please ensure winners are drawn and announced prior to the lunch break on Wednesday 20 November.

Onsite Storage

There will be limited on-site storage facilities for packing materials, boxes and giveaways. It is recommended that exhibitors keep packing materials to a minimum.

Exhibitors cannot leave boxes and packing material in the exhibition display area during the event.

The App Game

All sponsors and exhibitors will be issued QR codes as part of the 2019 App Game designed to encourage delegate flow and interaction.

Exhibitors can choose to clearly display the QR code on or within your booth to avoid unnecessary interruptions or you can ‘hide’ the code to ensure interaction with your representatives.

Each QR code will reveal the exhibitors’ company name.

To enter the draw, participants will need to have collected all sponsor and exhibitor names.

Key sponsors will also be given the first opportunity to provide prizes.

If you would like to donate a prize please contact andrew@conferencedesign.com.au.

Conference App – Lead Management

The 2019 ACIPC Conference App features a Lead Management function, where you can pre-load questions to assist your staff onsite at the conference.

When a delegate visits your stand, with their permission, you can scan their QR code on their name badge and you will be provided with the delegates’ contact details.

You can set up the function so that it prompts the delegates to enter information on what their enquiring is about. This information can then be sent back to a staff member in the office or saved for actioning after the conference.

An automatic email can also be pre-loaded through the Lead Management function which can be sent to all delegates who have their QR codes scanned at your stand. A brochure can be attached to this email or it might just be a simple ‘Thank you for visiting’.

Instructions on how to set up lead management for the conference app will be emailed to all sponsors and exhibitors prior to the conference.


Important Information and Deadlines

Please send the following to Conference Design when you book:


Company Profiles

Promotional Video

Logos will be printed in the pocket program and included. Sponsors logos will be included on the conference website.

Print: EPS version

Web and App: a high resolution PNG, JPG or TIFF image, no less than 250 KB in size.

Please upload via the online booking portal when you book or email to Conference Design.

Note: logos received after 18 October 2019 may not be included in the pocket program.

  • Sponsors – 400 words
  • Exhibitors – 50 words

Plus a contact name (where appropriate), email address, web address and phone number. Your profile will be included in the conference app.

Please upload via the online booking portal when you book or email to Conference Design.

Note: company profiles received after 18 October 2019 may not be included in the pocket program.

  • 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. Delegates will be able to view the video on their mobile devices or desktops. As this is a new option we would recommend using existing content or creating a short promotional video – to maximise views be creative!
    • Maximum size of 20MB
    • MP4 or AVI formats

    Email to: Conference Design

Due to Conference Design no later than one month prior to the conference:

PDF e-satchel Inserts

A6 colour advert in the pocket program

Representative Registrations

  • PDF advertisements will be linked to your profile in the Conference App.
  • High resolution, colour PDF
  • A4 portrait orientation, 210mm x 297mm
  • Maximum size of 150kb per file
  • No bleed and no crop marks
  • PDFs will be uploaded as ‘as received’

Please upload via the online booking portal or email to Conference Design.

Due to Conference Design no later than close of business Friday 1 November 2019. 


    • Eligible Sponsors only
    • Dimensions: 105mm (w) x 148mm (h)
    • A4 portrait orientation.

    Email PDFs to: Conference Design

    Due to Conference Design no later than close of business Friday 18  October 2019. 

    Note: Advertising received after 18 October may not be included in the pocket program.

  • Please register all representatives attending the conference no later than one month prior to the conference.Representatives must be registered for the conference and all social functions.Please register representatives via the online booking portal.
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