sponsor guidelines

Thank you for sponsoring and exhibiting at the 2024 Port Douglas Heart Meeting and Expo to be held 5-8 June at the Sheraton Grand Mirage Port Douglas.

The below outlines important information about your exhibition booth and attending the meeting. 

We look forward to seeing you in Port Douglas!

Key Dates

Register staff: Monday 20 May 2024
Freight will be accepted at the Sheraton: from Monday 27 May 2024
Sponsor bump in: Wednesday 5 June 2024 (refer to time and location below)
Sponsor bump out: Saturday 8 June 2024 5.30pm - 6.30pm
Freight picked up from the Sheraton: prior to Friday 14 June 2024


If you have not registered your team please contact Chloe at chloe@icebergevents.com.au.


When sending freight please be aware of the dates freight can be accepted and picked up noted above. 

All boxes/packages will be required to be labelled with the Sheraton Grand Mirage delivery label which can be found below. 

Platinum and Gold Sponsors have the option of sending flyers (A4) or a corporate gift (with prior approval), if you are sending items to be included within the satchels please note this on the delivery label and include the delivery location as the Pandanus Boardroom. Please email Chloe at chloe@icebergevents.com.au noting the items being sent for satchel packing. 600 units will be required for satchel packing, please see below as to how many items can be included per sponsor. 

Platinum sponsor: 2 items
Gold sponsor: 1 item

Bump in - Platinum and Gold Sponsors 

Bump in: Wednesday 5 June 6.45pm – 8.45pm

As per previous years the exhibition will be open from Thursday 6 June - Saturday 8 June. 

Your freight will be located within your booth at the back of The Glade Pavilion to assist with bump in once the opening session concludes at 6.30pm.

NQ Exhibitions are looking after building your booths and have been in contact with all platinum and gold sponsors in the lead up to the meeting. A representative from NQ Exhibitions will be present during bump in for assistance. 

Bump in - Silver Sponsors 

Bump in: Wednesday 5 June 2.00pm – 5.00pm

As per previous years the exhibition will be open from Thursday 6 June - Saturday 8 June. 

Please see your allocated space using the button below. As per previous years red spaces indicate two (2) trestle tables and blue spaces indicate one (1) trestle table. 

Your freight will be located at your space prior to bump in. 

Exhibition hours

Please refer to the program using the button below for exhibition hours. Buffets will be positioned near both exhibitions during meal breaks. 

Trade lounges and viewing of the sessions

During all sessions in The Glade Pavilion, platinum and gold sponsors will be required to depart their booths to reduce ambient noise. 

If your team would like to view the plenary sessions in The Glade Pavilion they may do so from the Bypass Hub in the Ballroom. The Bypass Hub has been designed for sponsors and delegates to view a live feed of the sessions while being able to come and go at leisure. 

Alternatively furniture will be located in the Glade Gardens for your use during sessions. 

Exhibitor Passport

Your team will be provided with a stamp to use on delegates' exhibitor passport. Once a delegate visits your booth please ensure your team stamps their passport in the correct location indicated by your logo. 

If you have any questions please do not hesitate to ask Chloe at chloe@icebergevents.com.au.