AAAA Convention 2025

Exhibitor Guidelines

IMPORTANT DEADLINES

9 May		Orders due to Expo Event Services
2-8 June	7:00 am - 3:00 am	Deliveries accepted by JW Marriott
Sunday 8 June	12:00 pm	Deadline for satchel insert deliveries
Monday 9 June	5:00 pm - 7:00 pm	AAAA Welcome Function & Trade opening
Tuesday 10 June	8:00 am - 4:30 pm	Trade Exhibition & Conference
Tuesday 10 June	6:30 pm - 10:30 pm	Convention Dinner
Wednesday 11 June	7:30 am - 11:00 am	Trade Exhibition & Conference
Wednesday 11 June	11:00 am - 2:00 pm	Exhibition bump out

REGISTRATION

Please register your complimentary staff and/or extra exhibitor registrations via this online registration form as soon as possible.

EXHIBITION ALLOCATION, BUMP-IN AND BUMP-OUT

Exhibition Allocation

Your allocation and the floor plan will be released/confirmed according to level of investment and date of receipt of sponsor/exhibitor agreement form and payment received and subject to the AAAA 2025 organisers approval.

Exhibition Floorplan

Exhibitor Bump in

Exhibitors will have access to their area from 10:00am on Monday 9 June 2025 for set up.

All Exhibitor stands must be completed by 4:00pm on Monday 9 June 2025.

Delegates will be arriving to the exhibition area for the Welcome Function from 4:30pm.

The Welcome Function & Trade Opening will be held in the exhibition/foyer area from 5:00pm – 7:00pm on Monday night.

Exhibition Bump out

The exhibition area will be open to delegates from registration on Monday 9 June at 4:30pm until the conclusion of the morning tea break on Wednesday 11 June 2025.

All exhibitors must be vacated by 2:00pm Wednesday 11 June.

EXHIBITION SUPPLIER & BOOTH INCLUSIONS

Expo Event Services are the appointed exhibition supplier and look forward to meeting your booth, equipment and furniture needs. A representative from Expo Event Services will be in contact with you to coordinate your order. Orders are due 30 days prior to install. If received after this date, a 20% late fee will be incurred.

Inclusions

Expo Shell 3m x 3m booth (Octonorm style)

3m standard fascia on open sides
1 x 4amp power point (240v/1000w)
1 x LED bar light

** Please be advised there is no furniture included **

Anything outside of the above specifications is to be arranged at the exhibitor’s own expense.

DELIVERY INFORMATION

Exhibition Bump out

The exhibition area will be open to delegates from registration on Monday 9 June at 4:30pm until the conclusion of the morning tea break on Wednesday 11 June 2025.

All exhibitors must be vacated by 2:00pm Wednesday 11 June.

SATCHEL INSERTS LABEL

EXHIBITION STAND ITEMS LABEL

Please provide 250 inserts and use the appropriate label for your deliveries.

Loading Dock: JW Marriott has a loading dock which can be accessed via Ferny Avenue, Surfers Paradise and provides direct access to the service lift and hoist. Large deliveries must be taken to this entrance. Items must have weight displayed as well as fit within the width and length of a standard sized pallet.

JW Marriott does not have a forklift on site.

Hi-Vis Safety Vests and closed toed shoes are mandatory for all exhibitors and contractors to wear during bump in and bump out. Please provide your own equipment.

Return freight: must be booked directly with your courier of choice (with Consignment note attached) upon the close of the Convention. Goods must be collected from the loading dock within 7 days after the conclusion of the event. It is your responsibility to arrange a courier company to collect your items/equipment at the event conclusion. JW Marriott Gold Coast or the Event Organisers will not arrange for these items to be collected.

Please ensure you bring Scissors and Packing Tape to assist you with bump out as the hotel is unable to supply these items.
Please securely pack up the items you would like shipped back and leave at the front of your booth for collection from the JW Marriott Gold Coast Operational Team at the completion of bump out.
JW Marriott, Gold Coast reserves the right to dispose of any remaining goods 10 days after the conclusion of the event. Disposal of any remaining goods may incur a removal charge.

RETURN FREIGHT LABEL

CAR PARKING

Daily parking rate - $24/day

Valet Parking - $45/day

The JW Marriott Gold Coast Resort & Spa has a maximum height restriction of 1.96m

Name Badge

For security purposes ALL exhibitor staff manning trade displays must be registered and wear an exhibitor name badge at all times while at the Convention.