exhibitor guidelines
Key Dates
Register onsite team: Monday 14 April 2025
Public Liability Due Date: Monday 14 April 2025
Expo Event Services Exhibitor Kit Due Date: Monday 14 April 2025
Freight accepted at the Novotel Sydney Olympic Park: 7.00am-3.00pm Monday 19 May 2025
Exhibitor set up: 3.00pm Tuesday 20 May 2025
Welcome reception in the exhibition: 5.00pm Tuesday 20 May 2025
Symposium dinner: 7.00pm Wednesday 21 May 2025
Exhibitor pack down: 3.10pm Thursday 22 May 2025
Return freight scheduled for pick up: 7.00am-3.00pm Friday 23 May 2025
Registration
Register your onsite team members using the exhibitor registration form supplied via email, if you require this form to be resent please contact Amy (amy@icebergevents.com.au).
Public Liability
Exhibitor Freight
If you are sending freight for your exhibition booth please ensure you attach the delivery label linked below to every item in a clearly visible location.
The loading dock can accept deliveries from Monday - Friday between 7.00am - 3.00pm only. Please read all details regarding sending freight on the left side of the delivery dock to ensure a seamless process when you arrive.
If you are sending freight, please email Amy (amy@icebergevents.com.au) with the details of what you are sending (including amount of boxes, estimated weight and dimensions) and the estimated delivery time to be passed on to the Novotel.
Exhibition - Expo Event Services
Expo Event Services have been appointed as the official supplier for the exhibition and look forward to meeting your booth equipment and furniture needs.
Your 3m x 2m shell scheme package is inclusive of:
Walling: 2.5m high white smooth finish wall panels within an aluminum frame
Fascia signage: Standard fascia sign (white background with black text). A fascia sign will be installed over each open end side of the booth.
Lighting: 1x LED light
Power: 1x 4amp power
Flooring: existing venue carpet
Note: to ensure the shell scheme is not damaged - please DO NOT adhere stickers or tape to the walls of your booth, laminated graphic wall panels or fabric all panels can be arranged. It is OK TO USE Blu Tack and 3M removable picture hanging strips. Under NO circumstances should exhibitors nail or screw any article or display item to the booth walls.
The below items are not included within your package:
Furniture: There is no furniture supplied in your booth. To booth furniture items please contact Expo Event Services.
Electrical test and tag: All electrical equipment being used within the exhibition must display up to date testing and tagging in accordance with the relevant Australian/New Zealand standards. Ensure all electrical equipment is tested and tagged appropriately prior to arrival as there are no onsite facilities to provide this service.
Anything outside of the above specifications is to be arranged at the exhibitors own expense.
If you need to contact Expo Event Services regarding your booth requirements, please see contact details below:
CHLOE SHERIDAN
Senior Events & Exhibition Coordinator
Phone: +61 7 5681 1333
Email: sales@expoevent.com.au
Website: expoevent.com.au
Booth Set Up and Pack Down
Booth Set Up
All exhibitors will have access to their booth from 3.00pm on Tuesday 20 May 2025.
Please note workshops will be ongoing in nearby rooms so noise is to be kept to a minimum.
All exhibitors will be able to pack down their booth at the conclusion of afternoon tea at 3.10pm on Thursday 22 May 2025. Please note noise will need to be kept to a minimum until 4.30pm as plenary sessions will be ongoing in the room next door.
All booths must be vacated by 5.00pm as they will be dismantled by the exhibition supplier following this time.