Bump In & Bump Out

  • Bump In: Wednesday 5 October – 07.00 – 07.45
  • Bump Out: Thursday 6 October – 15.15 – 16.00

Exhibition Opening Times

The exhibition will run for the duration of the conference with morning tea, afternoon tea and lunch served in the exhibition area.

Wednesday 5 October: 07.45 – 16.30
Thursday 6 October: 08.15 – 15.15

Trade Display Table – $2,500 (incl GST)

Each trade display table includes the following items:

  • Logo on the conference website home page with hyperlink.
  • Logo in the conference app.
  • Logo in the pocket program.
  • Logo, profile and hyperlink in the conference app (50 words).
  • Trestle tables, two chairs, power, wireless internet.
  • Two exhibitor registrations, including the welcome reception (excludes conference dinner).
  • Delegate list (name, position, organisation, state/country).

Conference Manager

Please contact Andrew Watts at Conference Design to discuss supporting the Meeting.

We are happy to consider ideas and amendments to the packages below that maintain the spirit of supporting the meeting at the designated levels.

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.

Venue Contact

Empire Theatre
54-56 Neil Street,
Toowoomba QLD 4350 Australia
Phone: (07) 4698 9931

Representatives

Anyone from your Organisation attending the conference or guests you wish to invite to the Conference must register with Conference Design before the conference. An official conference name badge will be required to access the conference and exhibition area.

Onsite Storage

There will be limited on-site storage facilities for packing materials, boxes and giveaways.

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

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.

Collections

  1. Please ensure all materials and boxes are clearly labeled. Boxes/materials should be collected from the following address:
    Attention: Margaret Turnbull
    Empire Theatre Loading Dock
    Via Julia Street
    TOOWOOMBA QLD 4350
  2. Box up any materials requiring collection and leave on your stand for collection by venue staff during bump out.
  3. Arrange for collection of the items with your courier as per the pick up details noted in point 1.
  4. Check with your courier whether a consignment note/number is required. If so include these details on your boxes before they are collected by the venue staff.
  5. Materials can be picked up from the venue on Friday 7 October or Monday 10 October between 9am and 5pm. Alternative arrangements can be made if these days are not suitable.

Freight Logistics Company

There is no appointed freight logistics company for the Rural & Remote Telehealth Conference, however there are some suggestions below:

TNT Express Shipping
Phone – 13 11 50
Website – www.tnt.com

Toll Group
Website – www.tollgroup.com

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

Advertising Formats & Specifications


Company Profiles

  • Conference Partner & Gold Sponsor – 200 word profile
  • All other sponsors – 100 word profile
  • Exhibitors – 50 word profile

Include contact details so delegates can connect with your organisation. The profile will be displayed in the App and on the website.

Please email profile to Nikia Shaw when you book.

Satchel Inserts (eligible sponsors only)

Satchel inserts can be flyers, brochures or promotional items of a reasonable size.

Please have satchel inserts delivered to the venue no later than Friday 30 September 2016.

Video eSatchel Insert Specifications

We are giving the Conference App Sponsor an opportunity to have a short promotional video linked to the conference app and website. Delegates will be able to view the video on their mobile devices or desktops.

  • Maximum size of 20MB
  • MP4 or AVI formats

Please email promotional video to Nikia Shaw no later than Friday 23 September 2016.

E-brochure Insert

  • High resolution, colour PDF
  • A4 portrait orientation, 210mm x 297mm
  • Maximum size of 1MB
  • No bleed and no crop marks
  • PDFs will be uploaded as ‘as received’

Please email promotional video to Nikia Shaw no later than Friday 23 September 2016.

Logos

We will print one logo per sponsorship package in the pocket program, in the conference app, on the sponsors’ slide and on the conference web site. Exhibitors will have one logo included with the conference App.

Please see following logo requirements for publication.

Print: EPS version

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

Please email to Nikia Shaw when you book.

Exhibition Floor Plan

telehealth-conference-2016-floor-plan-final

Catering will be situated to maximise delegate flow throughout the exhibition. The exhibition floor plan is subject to change without notice. The floor plan is not to an exact scale, but accurately represents the relative position and sizes of exhibition spaces.

Exhibition Allocations

Company
Telehealth Support Unit
Telehealth Emergency Management Support Unit
Welch Allyn
Royal Institute For Deaf And Blind Children
Darling Downs & West Moreton PHN

Terms and Conditions for Sponsors and Exhibitors

Bookings & Payments

Acceptance of Terms and Conditions
Conference Design Pty Ltd, members of the Organising Committee and the Host Organisation are collectively referred to as The Organisers.

The Organisation listed on the sponsorship and exhibition application will be referred to as your Organisation or collectively as sponsors and exhibitors.

By returning a Sponsorship and Exhibition Booking Form you are accepting these terms and conditions.

Acceptance of Applications
Conference Design will issue a Tax Invoice once a Sponsorship and Exhibition application has been accepted.

Any advertising is not an offer capable of acceptance. The Organisers reserve the right to decline any sponsorship and exhibition application.

GST and AUD
All costs are inclusive of GST and listed in Australian Dollars.

Payments
Payment is required within 14 days of us issuing your Tax Invoice to confirm your application.

Sponsorship and exhibition entitlements, including the allocation of exhibition space, do not commence until payment has been received.

Cancellation of Sponsorship and Exhibition Bookings
Once a sponsorship and exhibition application has been accepted all payments are non-refundable. If you are no longer able to attend the conference please contact Conference Design to discuss your participation.

Cancellation or Postponement of the Conference
The Organisers do not accept any liability for losses incurred if the conference is cancelled or postponed due to an event that renders proceedings with the meeting inadvisable, illegal, impracticable or impossible.

If the conference is cancelled or postponed refunds will not be issued but available funds will be credited towards the rescheduled conference.

An unforeseen event could include, but is not limited to, an infectious disease outbreak; industrial disruptions; service provider failures; governmental restrictions or regulations; war or apparent act of war; terrorism or apparent act of terrorism; disaster; civil disorder, disturbance, and/or riots; curtailment, suspension or restriction on transportation; or any other emergency.

General Information

Disclaimer and Changes
Every effort has been made to present all the information accurately, however no liability is accepted for any inaccuracy and the Organisers reserve the right to change any published information.

The Organisers reserve the right to amend, update or delete sponsorship and exhibition packages and the exhibition floor plan.

Exhibition Floor Plan
The exhibition floor plan is subject to change without notice. The floor plan is not to an exact scale, but accurately represents the position and sizes of exhibition spaces.

Correspondence
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.

Allocation of Exhibition Spaces
Conference Design will allocate exhibition spaces after taking into account each organisation’s sponsorship, the date of application, preferences, proximity to competitors and any other matters deemed relevant.

Insurance
All sponsors and exhibitors must have adequate insurance for the period of the conference, including public and products liability cover and professional indemnity insurance. We may request a certificate of currency.

Indemnity
Your Organisation shall indemnify and hold harmless the Organisers for any loss, damage to property or injury to persons suffered as a result of your participation in the conference, except where the Organisers are found to be negligent.

Supply of Goods and Services
The supply of any goods, services, samples or advice is entirely at your Organisation’s own risk.

During the Conference

 

Security
No valuable items should be left unattended at your exhibition at any time and especially not overnight. No responsibility is accepted for any loss or damage to equipment and display materials.

Representatives
Anyone from your Organisation attending the conference or guests you wish to invite to the conference must register with Conference Design before the conference. An official name badge will be required to access the meeting and exhibition area.

Custom Stands
All custom stands must fit within the purchased exhibition space. Custom stands must not exceed 3.0 metres high. If you have any questions please email us a floor plan and elevations of your proposed stand.

Delegate List
Due to privacy requirements the delegate list will be supplied on the Conference App at the time of the conference and will include name, organisation and state.

Interactive Exhibitions
Whilst we encourage you to develop entertaining and interactive displays to attract delegates, please be mindful not to disturb other exhibitors or delegates.

Storage
There is limited storage space on site for exhibition equipment or packaging.

Signage at the Venue
The venue doesn’t allow any signage to be fixed to walls or other surfaces. Your signage should be free standing to allow for easy placement and should be contained with your exhibition space.

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

Damage to the Venue
Your Organisation shall indemnify the Organisers from all liability for damage to the venue deemed to have been caused by your staff, contractors, agents or guests. The cost of repairs will be the sole responsibility of your Organisation.