exhibitor guidelines

IMPORTANT DEADLINES

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 July 17, 2024.

VENUE INFORMATION

The 23rd Australasian Weeds Conference will be held in the Boulevard Foyer between the Boulevard Auditorium and B1-B3:

Boulevard Level
Brisbane Convention & Exhibition Centre (BCEC)
Cnr Merivale and Glenelg Streets
South Bank QLD 4101

BOOTH ALLOCATION, BUMP-IN and BUMP-OUT

Booth Allocation

Your booth allocation and the floor plan has been released according to level of investment and date of receipt of sponsor/exhibitor agreement form and payment received and subject to the 23AWC organising committee approval. See below link for you allocated booth.

EXHIBITOR FLOOR PLAN

Exhibitor Bump-in

Exhibitors have access to the exhibition space on Sunday 25 August @ 12.00pm-4.00pm for bump in and set-up.

All Exhibitor stands must be completed before 4.00pm on Sunday 25 August. All boxes, rubbish and unwanted collateral removed from the area in preparation for the Welcome Reception.

Exhibitors can park in the Brisbane Convention and Exhibition Centre carpark for the duration of the conference, at their own expense. You can park and carry your exhibition items. Concierge trolleys can be borrowed from Information Desks, subject to availability. Alternatively, there are 2 loading docks for quick drop offs. See the access map link below.

** High vis safety vests/clothing and closed in shoes must be worn if using the loading dock **

Building map and access map

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

Please note delegates will be arriving to the exhibition area for the Welcome Reception from 5.00pm.

Exhibition Bump-out

Exhibitors may bump out following the afternoon tea break at 4.30pm Wednesday 28 August

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. Brisbane Convention & Exhibition Centre or Event Organisers will not arrange for these items to be collected.

All exhibitors must be vacated by 5.30pm on Wednesday 28 August

DELIVERIES

Booth Items Delivery Information

Brisbane Convention & Exhibition Centre will accept deliveries 2 business days in advance. Deliveries accepted from Thursday 22 August 2024. The delivery label for the Brisbane Convention & Exhibition Centre is linked below.

BOOTH ITEMS DELIVERY LABEL

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

Expected date / time of delivery
Number of boxes / items
Dimensions
If the freight is of a sensitive nature
Excess freight or storage will incur additional charges
The maximum weight of an item BCEC can handle is 200kg

Satchel Item Delivery Information

All sponsors and exhibitors can provide one promotional insert for the delegate satchel. Iceberg Events will accept deliveries for the satchel for August 1 – August 21. The delivery label for Iceberg Events is linked below. All efforts will be made, but there are no guarantees late deliveries can be packed in the satchel. Please consider the environment when selecting your promotional item.

Please provide a quantity of 400 items.

SATCHEL ITEM DELIVERY LABEL

EXHIBITION

Booth inclusions

Single – 3m x 3m. Either 2- or 3-sided dependent on floorplan location
Power – 1 x 4-amp power outlet
Lighting – Lights fixed to the inside front fascia. 1 x LED 3 Light Bar
Digital print fascia polished aluminium frame, 300mm deep on all aisle frontages.
Provided furniture by BCEC – Rectangular Trestle Table + 2 chairs – (Table dimensions 1.8m x 0.9m)
Walls - 2500mm high matt anodised aluminium frame with white laminate infills
Flooring - Venue Floor

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

EXHIBITION CONTRACTOR – Expo Event Services

Expo Event Services are the appointed exhibition contractor. They can assist you with custom stand design or upgrades and alternative hire of furniture, floors, plants and audio-visual equipment, extra power, signage printing or lighting.

A representative from Expo Event Services will send out an introductory email to each exhibitor with a full exhibitor kit for your event. Expo Event Services will liaise directly with the exhibitors for their complementary fascia name, any alternative furniture orders or printing requirements. Orders due date 26th July.

PUBLIC LIABILITY

Please email your Public Liability insurance document to cherono@icebergevents.com.au prior to 1 August 2024.

PARKING

Access to the Boulevard Level is via BCEC's Grey Street or Merivale Street. Car Park 3 on Grey Street will be your closest to the event space. We are pleased to offer a discounted daily parking rate for exhibitors, redeemed at the pay stations with an event specific QR code. The QR code will be emailed to the main point of contact.

BCEC SITE-SPECIFIC SAFETY INFORMATION

All exhibitors at the venue during bump in and bump out must read and acknowledge they have understood the BCEC Site Specific Safety Information, which can be accessed on this LINK.

BCEC Exhibitor Information Guide