exhibitor guidelines

IMPORTANT DEADLINES

Exhibitors and Sponsors Register: Monday 15 September

Public Liability documents due: Monday 13 October

Deliveries accepted at the hotel: From Monday 13 October (1 week prior to the event)

Satchel Inserts delivery to hotel deadline: COB Friday 17 October

Exhibitor Bump In: Monday 20 October 6.00am – 8.00am

Exhibitor Bump Out: Wednesday 22 October 3.45pm- 5.30pm

VENUE INFORMATION

The ANZSOM Annual Scientific Meeting will be held at:

The Langham, Melbourne
1 Southgate Ave, Southbank VIC 3006

The Exhibition will be in the Pre-function Foyer and the plenary held in the Clarendon Room

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 Monday, 15 September 2025.

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.

Stand inclusions

Single – 3m x 2m space
Power – 1 x 4-amp power outlet
Provided furniture – Rectangular Trestle Table + 2 chairs – (Table dimensions 180cm x 60cm x79cm)
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 Monday 20 October 6.00am – 8.00am for bump in and set-up.

All Exhibitor stands must be completed before 8.00am on Monday 20 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.

Car parking information is below.

The Langham has loading bay facilities available Mon – Fri. Please organise deliveries during weekday business hours. Refer to the Loading bay information in the button below

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

Loading Bay Label

DELIVERY INFORMATION

The Langham, Melbourne will accept deliveries 1 week in advance. Deliveries accepted from Monday 13 October 2025. The delivery label for The Langham, Melbourne 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 17 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 18 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 22 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. The Langham or Event Organisers will not arrange for these items to be collected.

All exhibitors must be vacated by 5.30pm on Wednesday 22 October

AUDIO VISUAL

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

Encore ANZPAC
Georgia Haberecht, Assistant Director of Event Technology
Telephone: +61 3 8696 8350
Email: georgia.haberecht@encore-anzpac.com

LEAD MANAGEMENT

Lead management via the event app involves collecting personal details and responses to questions on-site by scanning attendee barcodes (on name badge) and storing this information in your exhibitor portal. Information is acquired via the event app and can be set-up and personalised in advance using the Exhibitor Portal.

The team contact can self-manage Lead Management directly in the Exhibitor Portal.

Custom profile or marketing questions to ask during the lead collection process. You can write and use your own custom profile questions.
Automated thank you emails that are sent to the attendee immediately after they visit your stand.
PDF or other document attachments included in the thank you email – perfect for ‘show special’ offers or other marketing materials.
Alert emails including attendee details sent automatically to others (e.g. your sales team).
Lead details export to a spreadsheet e.g. to import into your CRM or use as part of your follow-up process.

*You will be emailed your exhibitor portal link at the beginning of September.

PUBLIC LIABILITY

Please email your Public Liability insurance document to cherono@icebergevents.com.au prior to 13 October 2025.

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

PARKING

Parking options are listed below at your own expense.

Valet Parking at $80 per car per day
Self-parking at Wilson parking : https://www.wilsonparking.com.au/parking-locations/victoria/southbank/southgate-car-park/ Height limit: 2.00m