exhibitor guidelines

IMPORTANT DEADLINES

Exhibitors and Sponsors Register: Friday 20 September

Public Liability documents due: Friday 14 October

Deliveries accepted at the hotel: Thursday 17 October & Friday 18 October 9.00AM - 3.00PM

Satchel Inserts delivery deadline: COB Friday 18 October

Exhibitor Bump In: Sunday 20 October 2.00PM - 6.00PM and Monday 21 October 7.00AM – 8.00AM

Exhibitor Bump Out: Wednesday 23 October 3.45PM - 5.30PM

REGISTRATION

As part of your package, you may be entitled to complimentary or discounted conference registration. All sponsors and exhibitors must register using this link below. Please register before 20 September 2024.

Sponsor/Exhibitor Registration

VENUE INFORMATION

The ANZSOM Annual Scientific Meeting will be held at:

Rendezvous Hotel Perth Scarborough
148 The Esplanade, Scarborough, Western Australia, 6019

The Exhibition will be in the Mentelle Room and the plenary held in Preston BC.

STAND ALLOCATION/INCLUSIONS

Your stand allocation and the floor plan will be released soon, according to level of investment and date of receipt of sponsor/exhibitor agreement form and payment received and subject to the ANZSOM ASM organising committee approval.

Trade Exhibition Floorplan

Stand inclusions

Single – 3m x 2m space
Power – 1 x 4-amp power outlet
Provided furniture – Rectangular Trestle Table + 2 chairs – (Table dimensions183cmL x 62cmW x 72cmH)
Flooring - Venue Floor
** Anything outside of the above specifications is to be arranged at the exhibitor’s own expense.

EXHIBITOR BUMP IN

Exhibitors have access to the exhibition space on Sunday 20 October @ 2.00pm - 6.00pm and Monday 21 October 7.00am – 8.00am for bump in and set-up.

If bumping in on Sunday, all Exhibitor stands must be completed before 6.00pm on Sunday 20 October. Please be advised the Loading Dock is closed on a Sunday, so access to the room is via the hotel basement parking which has 1.9m height restriction. All boxes, rubbish and unwanted collateral removed from the area in preparation for the Welcome Reception at 6.30pm.
If bumping in on Monday morning, all Exhibitor stands must be completed before 8.00am on Monday 21 October. All boxes, rubbish and unwanted collateral removed from the area in preparation for delegates arrival at 8.00am

Exhibitors should ensure that they have adequate extension leads, power boards etc, as any item supplied by the Hotel will be charged for and is subject to availability only.

Exhibitors can park in the Rendezvous Hotel carpark for the duration of the conference, at their own expense (see details below). You can park and carry your exhibition items. Concierge trolleys can be borrowed from the lobby, subject to availability.

Rendezvous Hotel Perth Scarborough has loading dock facilities available Mon - Fri only. The maximum height for vehicle access to this loading area is 3.5 metres.

Please note delegates will be arriving to the Mentelle Deck for the Welcome Reception from 6.30pm Sunday 20 October.

If freight is required, please advise cherono@icebergevents.com.au

DELIVERY INFORMATION

Rendezvous Hotel Perth Scarborough will accept deliveries 2 business days in advance. Deliveries accepted from Thursday 17 October 2024, 9:30AM and 3:00PM. The delivery label for the Rendezvous Hotel Perth Scarborough is linked below.

Some sponsors and exhibitors (according to investment level) may provide a promotional insert for the delegate satchel. Please send satchel inserts directly to the hotel for arrival by COB Friday 18 October. All efforts will be made, but there are no guarantees late deliveries can be packed in the satchel. Satchel packing will occur on Saturday 19 October. Please consider the environment when selecting your promotional item.

Please provide a quantity of 250 items.

Exhibitor Stand Delivery Label SATCHEL INSERT DELIVERY LABEL

EXHIBITOR BUMP OUT

Exhibitors may bump out following the afternoon tea break at 3.45pm Wednesday 23 October

Return freight must be booked directly with your courier of choice (with consignment note attached) upon the close of the Conference. It is your responsibility to arrange a courier company to collect your equipment at the event conclusion. Rendezvous Hotel or Event Organisers will not arrange for these items to be collected.

All exhibitors must be vacated by 5.30pm on Wednesday 23 October

PICK UP RETURN LABEL

AUDIO VISUAL

Should you require any AV hire/assistance, please use the below contact details:

Audio Visual Dynamics
Venue Audio Visual Manager
Telephone: 08 9340 5705
Email: rendezvousperth@avdynamics.com.au

PUBLIC LIABILITY

Please email your Public Liability insurance document to cherono@icebergevents.com.au prior to 14 October 2024.

While every reasonable precaution is taken, Rendezvous Hotel Perth Scarborough and the event organisers accepts no responsibility for any loss or damage occuring to persons or property at the Hotel. Valuable items should not be left unattended in your event space.

PARKING

Conveniently located beneath the hotel and accessible via The Esplanade, Rendezvous Hotel Perth Scarborough underground car park has more than 300 parking bays for your convenience. We are pleased to offer a discounted daily parking rate for exhibitors, $10.00 per vehicle/day. A QR code will be provided and will also take you through the payment prompts. Parking needs to be paid for prior to exiting at the end of the day for the discount to be applied. Paying at the boom gate will incur full parking rate without the discount. The Rendezvous Hotel car park has a 1.9m height limit.

SITE-SPECIFIC SAFETY INFORMATION

All exhibitors at the venue during bump in and bump out must read and acknowledge they have understood the Rendezvous Hotel Site Specific Exhibitor Manual, which can be accessed on the link below.

RENDEZVOUS HOTEL EXHIBITOR MANUAL