2021 Exhibitor Manual

Venue

The ACIPC International Conference will take place at the Adelaide Convention Centre

The exhibition will be situated in Hall H

Venue Contact

Custom stand plans and venue related enquiries should be directed to:

Jasmine Pohl
Exhibitions Project Manager
Adelaide Convention Centre
Ph: (61 8) 8210 6774
Email: Jasmine.Pohl@avmc.com.au 

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.

Exhibition Handbook

This handbook contains information on exhibiting at the ACC, exhibits requiring approval from the ACC, detailed information on the various services available, order forms as well as general operational information for the venue. Exhibitors should review this document to ensure they are familiar with the operation of the venue.

Click here to view the Exhibitor Catering Menu

Important information regarding COVID-19

Exhibitor Catering and Giveaways

Exhibitors wanting to offer food and/or beverage sampling from their stand, including handing out individually wrapped confectionary items, will need to receive approval from the ACC. A copy of the ACC Food & Beverage Sampling Request Form can be found at the back of the Exhibition Handbook, exhibitors will need to complete this form and send to Jasmine.Pohl@avmc.com.au.

Exhibitor Catering and Giveaways

The ACC recommends limiting flyers and promotional items in order to minimise touchpoints. If exhibitors are handing out these items, the ACC asks they hand each flyer/item directly to the attendee. The attendee shouldn’t pick up a flyer/item from a collection on an exhibitors stand. Once the attendee has the flyer/item, they then must keep this item on them and not place it back on the stand.

Contact Tracing

The organisers are required to provide to the ACC a contact tracing list for all exhibitors. This will need to include each individual exhibitor names, contact numbers and email addresses. Please refer to the “Registration” section of this page for instructions on how to register your staff. All staff attending the conference are require to register for the event. 

Exhibition Times

Exhibitor Bump In

15:00 – 19:00 (ACDT) | SUNDAY 7 NOVEMBER 

A high vis vest will be required to enter the exhibition hall during bump in.

Please bring a high vis vest with you, alternatively vests can be purchased from the venue when you arrive.

Open to Delegates

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

08:30 – 18:30 (ACDT) | MONDAY 8 NOVEMBER
08:30 – 17:30 (ACDT) | TUESDAY 9 NOVEMBER
08:30 – 13:00 (ACDT) | WEDNESDAY 10 NOVEMBER

The above timings may be subject to change.

Exhibitor Bump Out

13:15 – 15:00 (ACDT) | WEDNESDAY 10 NOVEMBER 

A high vis vest will be required to enter the exhibition hall during bump out.

Please bring a high vis vest with you, alternatively vests can be purchased from the venue.

Floor Plan and Exhibitor Portal

Exhibitor deliveries and collections

Exhibitor Delivery Label

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. Exhibitor deliveries for the ACIPC International Conference will be accepted from Sunday, 7 November 2021 via the North Terrace Loading Dock. Early deliveries will not be accepted. 
  5. If you are having goods delivered by courier, please ensure someone from your company is onsite to sign for the goods. The ACC and ACC designated representatives will not sign for exhibitor or contractor deliveries. Couriers requiring a signature will be turned away.

Collections

Exhibitors who have arranged for couriers to collect their goods must ensure all items are clearly labelled with

  • Company Name
  • Contact Name
  • Contact Number
  • Destination
  • Courier Name

All goods must be accompanied with a completed courier consignment note. These items will be collected from your stand at the time of bump-out.

All goods must be removed by 15:00 WEDNESDAY 10 NOVEMBER.

Freight Forwarding / Transport / Logistics

Agility Fairs & Events are the preferred freight & logistics provider at the ACC and as such manage the venues loading dock. All deliveries to the ACC as well as forklift bookings should be scheduled through Agility Fairs & Events prior to the event. To book in the delivery of your freight please contact;

Agility Fairs & Events (ACC Loading Dock)
Contact: Venue Logistics Manager
Ph: (61 8) 8210 6773
Email: ntld@avmc.com.au

Exhibition Supply Company

Exhibition Supply Company

Adelaide Expo Hire is the appointed exhibition supply company. For build, stand and furniture enquires please contact:

Kim Sluggett
Ph: 0417 859 466
Email: kims@aeh.com.au

Adelaide Expo Hire will contact all exhibitors directly to confirm booth arrangements. To order additional furniture or equipment for your stand, please use the link below or contact kims@aeh.com.au.

Adelaide Expo Equipment Hire

Booth Inclusions

Exhibition booth packages include the following:

  • 3m x 2m 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.

Point of Contact and Registration

Registration

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

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

Please register all representatives attending the conference no later than FRIDAY 8 OCTOBER via the online booking portal.

https://cdesign.eventsair.com/2021-acipc/exhibition 

Ensure to include names, contact numbers and email addresses for each registrant for contact tracing purposes.

Please check your sponsorship or exhibition inclusions to confirm the number of inclusive registrations available. Additional registrations can be purchased.

Anyone who is not registered for the conference will not be able to access the conference or exhibition hall.

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.

Additional Registrations

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

  • Full registration, including Pre-Conference Drinks and Welcome Reception: $550 per person
  • Day registration, : $300 per person

All sponsor and exhibitor registrations include access the online conference portal “OnAIR”.

Important Information

Onstand Competitions

If you are conducting an on-stand prize draw, please ensure winners are drawn and announced prior to the lunch break on Wednesday 10 November.

Terms and Conditions

By submitting a sponsorship and/or exhibition booking you are accepting the terms and conditions listed on the below page.

http://www.acipcconference.com.au/2021-sponsor-exhibitor-prospectus 

Conference Design

Please contact organisers at Conference Design if you have any queries.

Andrew Watts, Conference Manager
Email: andrew@conferencedesign.com.au

Chelsea Burdon, Conference Coordinator
Email: chelsea@conferencedesign.com.au

Ph: (61 3) 6231 2999

Codes of Practice and Conduct

The organisers encourage Sponsors and Exhibitors to observe and follow the Codes of Practice of the Medical Technology Association of Australia (MTAA) in respect to their dealings with ACIPC, members and stakeholder which are available at www.mtaa.org.au. This includes sponsors and exhibitors who may not be members of the MTAA.

The organisers also encourage sponsors and exhibitors to adhere to Medicines Australia Code of Conduct and associated guidelines available at https://medicinesaustralia.com.au/code-of-conduct/.

Lead Management and App Game

Lead Management

The 2021 ACIPC Conference App features a Lead Management function where you can create questions for your team to ask delegates when they visit your exhibition booth.

How it works

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

Once the QR code has been scanned, your representative can the collect the delegate’s information based on, or guided by, your pre-loaded questions. The delegate’s responses can then be sent back to a staff member in your office or saved for follow-up after the conference.

Representatives must obtain delegate consent before collecting details, so we recommend including a question such as: “Do you consent to receive follow-up communication from our company”.

Your automated message

An automatic email can be created prior to the conference and sent to all delegates whose information has been captured. You can attached a pdf brochure, or the email might just be a simple ‘Thank you for visiting’.

Lead Management Set Up & Accessing Leads

To set up your lead questions, automated email, and lead alert email, please log into the Exhibition Portal. Only the main contact (the person managing your booking) will be able to set up the lead questions and emails and access the leads. Note the questions you set up will be available for use by both onsite and online representatives.

To access your leads, follow the steps below:

  • Click on Lead Management
  • Current Leads
  • Click Export at the bottom of the page – this will provide you with an Excel Spreadsheet

Information can be exported and collated at any time during or after the event. Please contact Conference Design (mail@conferencedesign.com.au) if you have any questions regarding the set-up of lead management.

App Game

All sponsors and exhibitors will be issued QR codes as part of the 2021 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. If you are interested in donating a prize, please contact andrew@conferencedesign.com.au. As a guide prizes should be valued as follows:

  • One First Prize – $500
  • Multiple Runner up Prizes – $200

In addition to the sponsored First Prize, ACIPC will donate one full delegate registration for next year’s conference to the Winner.

Online Exhibition

What does an online exhibition look like?

The 2021 ACIPC International Conference will use a platform called OnAIR by EventsAIR.

Using OnAIR, attendees can view live streamed and on demand content, posters, network and visit the online exhibition lounge to engage with exhibitors.

All ACIPC International Conference attendees (in-person and online) will have access to the OnAIR portal from 2 weeks prior to the conference, throughout the conference and for 3 months after the conference.

In the online exhibition lounge, attendees can view exhibitor information, download brochures, and when the exhibition is open, engage in instant meetings with exhibitors.

OnAIR is a fully integrated and secure platform optimised for online and hybrid events.

Click on the image on the right, for more information.

OnAir Exhibition Opening Times

The exhibition lounge opening times will be consistent with the onsite conference schedule.

Dedicated breaks will be programmed throughout the conference providing the opportunity for online delegates to engage with exhibitors. During these times you are strongly encouraged to be online and ‘at your stand’ to be available for meetings with delegates.

  • 08:30 – 18:30 ACDT | MONDAY 8 NOVEMBER
  • 08:30 – 17:30 ACDT | TUESDAY 9 NOVEMBER
  • 08:30 – 13:00 ACDT | WEDNESDAY 10 NOVEMBER

The above timings may be subject to change.

For scheduled breaks, please refer to the online conference program: http://www.acipcconference.com.au/2021-program 

Outside of conference hours, delegates are still able to visit your stand to view your brochures and videos and can connect with your representatives via the Meeting Hub.

Online Exhibitor Listings

Sponsors and exhibitors will be listed in the OnAIR portal in order of sponsorship level followed by alphabetical order.

OnAIR Access

Accessing the OnAIR Portal

Login details will be emailed directly to registered representative/s. The email will include auto-login details so representatives can easily log into the OnAIR portal directly. Once in the portal, representatives can access your exhibitor dashboard by clicking on your stand.

Representatives not registered as either an onsite or online attendee will not be able to access the OnAIR portal. 

When your representatives ‘enter’ the stand during scheduled exhibition hours, they will see a meeting queue list of those waiting, a list of who is already in meetings, and  any meeting requests from delegates which they can respond to.

Leading up to and throughout the conference, your company representatives can text chat with each other and view your pre-loaded company brochures for reference.

What you need to participate

In order to participate as an online exhibitor at the event and make the most of the exhibition opportunities available, each of your exhibiting staff members will need access to a device (laptop or desktop computer are recommended), internet, a webcam and a microphone.

For the best user experience, we recommend using Google Chrome 2010+.

Online Registration

Registration

Representatives must be registered to access the OnAIR conference portal.

All representatives registered to attend the conference “onsite” will automatically have access to the OnAIR portal included in their registration.

In addition, every sponsor and exhibitor has two online only registrations included in their package. This is a great opportunity for team members who are unable to travel to Adelaide to still participate online in the conference, and meet with delegates “on-stand” via OnAIR.

Online sponsor and exhibitor registrations also allow staff to view live streamed and on demand conference content, posters, and network with delegates.

Additional Online Registrations

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

  • Full online exhibitor registration: $250 per person

Includes:

  • Access to live streaming of all conference presentations (delivered at the Adelaide Convention Centre and online, excluding Pop Up Stage presentations)
  • Access to online networking sessions
  • Access to the online meeting hub to send messages and take video calls with other attendees
  • Access to the online exhibition hall
  • Access to an online poster gallery
  • Access to recorded sessions post event for 3 months

Online Lead Management and Gamification

Lead Management

The OnAIR conference portal features a Lead Management function where you can create questions for your team to ask delegates when they visit the online exhibition booth.

How it works

When a delegate commences a meeting with your representative they can collect the delegate’s details and information based on, or guided by, your pre-loaded questions. The delegate’s responses can then be sent back to a staff member in your office or saved for follow-up after the conference.

Representatives must obtain delegate consent before collecting details, so we recommend including a question such as: “Do you consent to receive follow-up communication from our company”.

Your automated message

An automatic email can be created prior to the conference and sent to all delegates whose information has been captured. You can attached a pdf brochure, or the email might just be a simple ‘Thank you for visiting’.

Lead Management Set Up & Accessing Leads

To set up your lead questions, automated email, and lead alert email, please log into the Exhibition Portal. Only the main contact (the person managing your booking) will be able to set up the lead questions and emails and access the leads.  Note the questions you set up will be available for use by both onsite and online representatives.

To access your leads, follow the steps below:

  • Click on Lead Management
  • Current Leads
  • Click Export at the bottom of the page – this will provide you with an Excel Spreadsheet

Information can be exported and collated at any time during or after the event. Please contact Conference Design (mail@conferencedesign.com.au) if you have any questions regarding the set-up of lead management.

Gamification

An online game will be conducted where points can be accrued by delegates as reward for visiting exhibitor stands, meeting with representatives and participating in sponsor lead management. The Online Game is open to all registrants with details about points, goals, and badges available at the top of the portal screen during the conference. Prizes will be awarded to the top point scorers.

If you are interested in donating a prize, please contact andrew@conferencedesign.com.au. As a guide prizes should be valued as follows:

  • One First Prize – $500
  • Multiple Runner up Prizes – $200

Advertising Formats and Specifications

Please send all advertising materials to Conference Design (mail@conferencedesign.com.au) before the due date listed below.

If you have any questions regarding your package or inclusions please do not hesitate to contact Conference Design.

Please check the inclusions of your sponsorship package to confirm which advertising formats you need to supply: http://www.acipcconference.com.au/2021-sponsor-exhibitor-prospectus

In line with your sponsor/exhibitor entitlements, logos will be used on the website, on the conference platform, in the printed program, in the conference app and on sponsors’ slides. Where included in your package, it will also be used on marketing materials promoting the event to the conference mailing lists.

Your logo should be:

Print: EPS version

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

A high resolution and large size logo should be supplied to Conference Design for use on the website, marketing material (if applicable), the online conference portal and attendee app. Logos will be resized to the required specifications for each platform. Logos will be displayed in the online meeting portal and attendee app in a square or horizontal format. Stacked logos are not recommended to ensure optimal fit on all display platforms.

Optimal logo sizes for the online meeting platform are 1000px X 500px

Upload via the the exhibitior booking portal or email to Conference Design. The earlier we receive your logo the longer exposure your organisation will receive.

  • Sponsors – 400 word profile.
  • Exhibitors – 50 word profile.

Include contact details, website link and any social media handles you wish to promote so delegates can connect with your organisation. In line with your sponsor/exhibitor entitlements,  profiles will be displayed in the online conference portal, delegate app and on the website.

Upload via the Exhibitor booking portal, or email to Conference Design. The earlier the longer exposure your organisation will receive.

The website hyperlink supplied will be linked to your logo on the event website and displayed on your exhibition listing in the online meeting portal and app.

The hyperlink supplied is up to you. It can be a link to your companies website, to a specific product page, to a marketing campaign, a video, it is entirely up to you!

PDF’s and videos will be accessible through your OnAIR exhibition listing, OnAIR exhibitor resource gallery and the delegate app (eSatchel and exhibitor listing).

Materials may be a simple flyer or brochure for delegates to download or it may be a link to an online advertisement, a complimentary or discounted registration to an online webinar or workshop, a voucher to an online shop, a job opening, the list goes on.

We encourage you to be unique and creative with your content!

Material guidelines

PDF’s

  • Colour PDF
  • Maximum size of 150kb per file
  • No bleed and no crop marks
  • PDFs will be uploaded as ‘as received’

Video’s

Promotional videos will be linked to your exhibition listing, we recommend uploading a Youtube and/or Vimeo link to the exhibitor booking portal, or, an MP4 file maximum size 20MB .

DUE: 8 October 2021

These are short “alerts/adverts” that will be sent via the online platform and the app. The body text for a push notification message should be no more than 30 words and a heading no more than 10 words.

DUE: 1 November 2021

Advertisements in the printed Pocket Program are available for purchase (full page, full colour, A6 portrait format).

Sizing and specifications of the can be viewed by clicking this link: A6 Specifications

Please note – design of advertisement and supply by the due date is the responsibility of the advertiser.

DUE: 8 October 2021

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