exhibitor guidelines
Thank you for sponsoring and exhibiting at the upcoming IHEA National Conference 2025 to be held 26 - 28 May at the Sydney Masonic Centre.
The below outlines important information about your exhibition booth and attending the conference.
We look forward to seeing you in Sydney!
Registration
If you haven't already done so, please register your complimentary attendee/s or extra exhibitor staff for the conference using the portal link provided to you via email.
Complimentary Sponsor Registrations
Complimentary registration includes attendance at the Welcome Reception/Trade Night, Conference Sessions and Conference Dinner.
Extra Exhibitor Staff
Extra Exhibitor Staff Registrations includes access to the exhibition area, name badge, catering breaks during the Conference and Welcome Reception/Trade Night. The Extra Exhibitor Registration DOES NOT INCLUDE attendance to the Conference Dinner. Additional dinner tickets can be purchased through the registration form.
Extra Exhibitor Staff: $440 per person
Public Liability
In order to bump in your public liability document must be supplied. Please upload this document via your individual exhibitor portal link prior to Monday 5 May 2025.
Booth Allocation, Floor Plan and Exhibitor Guide
Please use the button below to view the trade floor plan with booth allocations.
Expo Event Services have been appointed as the official supplier for the exhibition and look forward to meeting your booth equipment and furniture needs.
3m x 2m Shell Scheme Package inclusive of:
Walling: 2.5m high smooth finish wall panels within white Octanorm aluminium framing.
Fascia sign: Standard fascia sign (2950mmW x 215mmH) with black text company name text on a white background. A fascia sign will be installed over each open side of the booth.
Lighting: 1 x LED 3 bar arm light
Power: 1 x 4amp power point (240v/1000w)
Flooring: existing venue flooring
To ensure the shell scheme system is not damaged – please DO NOT adhere stickers or tape to booth, laminated graphic wall panels or fabric wall panels . It is OK TO USE Blue Tac and 3m removable picture hanging strips. Under NO circumstances should exhibitors nail or screw any article or display item to the booth walls.
Furniture: There is no furniture provided in your booth. To book additional furniture, please contact Expo Event Services.
Electrical Test and Tag: All electrical equipment entering the exhibition must display up to date testing and tagging in accordance with the relevant Australian/New Zealand standards.
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 requirement, please see contact details below:
Chloe Sheridan
Senior Events and Exhibition Coordinator
Ph: +61 7 5681 1333
Web: expoevent.com.au
Email: sales@expoevent.com.au
Bump-In and Bump-Out
Booth Bump-In
All exhibitors will have access to their booth from 2.00pm on Monday 26 May for set up.
All booths must be completed and all rubbish removed by 4.30pm on Monday in time for the arrival of delegate to the Welcome Reception/Trade Night occuring in the exhibition space from 5.00pm that evening.
Booth Bump-Out
All exhibitors will be able to pack down their booth at the conclusion of lunch at 1.30pm on Wednesday 28 May 2025.
All booths must be vacated by 2.30pm as the booths will be dismantled by the exhibition supplier following this time.
Venue Information - Large and Heavy Equipment
Exhibitors will not have access to a forklift to move equipment between the loading dock and exhibition. A forklift will be used to unload delivery trucks. The exhibitor will then be responsible for moving all equipment and freight to their booth.
A pallet jack will be available for exhibitors to move large or heavy equipment for a limited time during bump in and bump out. If you are bringing large or heavy equipment please email Amy (amy@icebergevents.com.au) with the below details prior to 1 May 2025:
- total weight of equipment
- dimensions (height, width, depth)
- an image of the equipment
- power requirements if the equipment will be on
Please note the loading dock is two stories under the exhibition room. See below the dimensions of the spaces your equipment will need to move through between the loading dock and exhibition room. If your equipment is larger than the dimensions listed below and wider than one standard pallet (1.23m wide) it will not fit.
Note: Heavy equipment must be on wheels or positioned on a platform or custom booth flooring to avoid damaging the floor of the venue.
- Heavy
goods lift door: Height: 200 cm | Width: 160 cm
- Heavy
goods lift: Height: 270 cm | Width: 230 cm | Depth: 170 cm
- Max
load: 1814 kg
- Hallway
from goods lift to Banquet Hall: Height: 2m | Width: 123cm
Heavy Equipment Bump In
Heavy equipment deliveries and unloading/booth set up will occur between 12pm-2pm on Monday 26 May.
Heavy Equipment Bump Out
Exhibitors are to move equipment to the loading dock with the pallet jack between 1.30pm-2.30pm. Unless your courier has their own pallet jack or forklift the exhibitor will be required to arrange pick up between 5pm-6pm on Wednesday 28 May and be present in the loading dock to ensure their equipment is transferred into the correct vehicle.
Venue Information - Venue Exhibitor Guidelines and Delivery Docket
Use the button below to access the Sydney Masonic Centre Exhibitor Guidelines. Read through these guidelines carefully. The Delivery Docket is found on page 6 of these guidelines and must be completed and attached to all deliveries.
Satchel Insert Delivery
If you have paid for an additional satchel insert or if a satchel insert is included within your sponsorship you will be required send your item to the Sydney Masonic Centre. All satchel inserts must be delivered by Friday 23 May.
Units to be delivered: 250
The below sponsorship types have satchel inserts included:
- Gold Sponsor (2 inserts)
- Silver Sponsor (1 insert)
- Conference Dinner Sponsor (1 insert)
- Welcome Reception Sponsor (1 insert)
- Satchel Sponsor (2 inserts)
- Coffee Cart Sponsor (2 inserts)
- Pen Sponsor (1 pen)
- Notepad Sponsor (1 notepad no larger than A4)
- Satchel Insert additional package (1 insert)
Note: satchel inserts can be a promotional flyer no larger than A4 or a branded gift, all gifts must be approved by the conference organiser to avoid double up items.
Please email Amy (amy@icebergevents.com.au) noting the item you will be sending as your satchel insert.
Exhibitor Prize Draw
A great way to encourage delegates to visit your booth and to collect contact information is to run a prize draw from your booth. Please be aware that many delegates no longer carry business cards, so consider another method of capturing details (eg. QR to Google Form).
If you wish to organise and run your own prize draw please email the details of your draw and prize(s) to amy@icebergevents.com.au so that the details can be included in announcements at the conference. Prizes will be drawn in the final session on Wednesday 28 May.
Lead Capture App
All exhibitors will have access to our lead management system through the attendee app. The main contact for each sponsor (the nominated person on the sponsorship agreement form) will be able to log into the exhibitor portal and download a list of delegates scanned by the onsite team along with their contact details and answers to any questions if they have been prepared ahead of time.
The main sponsor contact can log into the exhibitor portal and set up lead management questions. When the onsite team scan a delegates QR code these questions will appear on the sponsors phone to prompt them to ask the delegate questions.
All delegates will have a contact QR code on their name tag and app (under the contact QR code tab). As a way of exchanging details with the attendees, exhibitors can utilise the "Scan Leads" tab in the app to scan delegate QR codes.
Exhibitor Passport
Questions