EXHIBITOR GUIDELINES
Thank you for sponsoring and exhibiting at the upcoming IHEA National Conference 2026 to be held 4 - 6 March at the Sea World Resort Conference Centre.
The below outlines important information about your exhibition booth and attending the conference.
We look forward to seeing you at the Gold Coast!
KEY DATES
Attending team members registered
11/2/26
Public liability uploaded via portal
16/2/26
Insert details provided via email
16/2/26
Freight delivered to Sea World
27/2/26
Exhibitor Prize Information provided
Monday
16/2/26
National Conference Event begins!
Wednesday
4/3/26
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 16/2/2026.
PROGRAM
Please use the button below to view the conference program. Please note the Women in IHEA Breakfast on Friday morning will be held in the Sponsor Pitch Zone in the exhibition. Exhibitors are encouraged to be present in their booths for the conclusion of this function at 8.45am to network with the breakfast attendees. Sponsors are also welcome to attend the breakfast if the content is of interest.
BOOTH ALLOCATION, FLOOD PLAN & 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. Please note that the front side panels are half panels, as indicated by the image.
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 & BUMP OUT
Booth Bump-In
All exhibitors will have access to their booth from 2:00 PM on Wednesday 4 March for set up.
All booths must be completed and all rubbish removed by 5:00 PM on Wednesday in time for the arrival of delegate to the Welcome Reception/Trade Night occurring in the exhibition space from 5:30 PM that evening.
Booth Bump-Out
All exhibitors will be able to pack down their booth at the conclusion of lunch at 2:55 PM on Friday 6 March.
All booths must be vacated by 3:55 PM as the booths will be dismantled by the exhibition supplier following this time.
VENUE INFORMATION - LARGE AND HEAVY EQUIPMENT
If you are supplying large or heavy equipment that requires a forklift please contact Amy (amy@icebergevents.com.au) prior to 11 February 2026 noting the details listed below.
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 11 February 2026:
- total weight of equipment
- dimensions (height, width, depth)
- an image of the equipment
- power requirements if the equipment will be on
Please refer to the Sea World exhibition guidelines for the dimensions of the doors and weight rating of the venue floor.
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 Equipment Bump In
Your team must be present during bump in when equipment arrives to be unloaded at the venue to ensure it is moved into the correct position on your booth.
Heavy Equipment Bump Out
Exhibitors are to move equipment to the loading dock with the pallet jack between 2.55pm-3.55pm. A member of your team must be present to ensure the equipment is transferred into the correct vehicle.
VENUE INFORMATION - VENUE EXHIBITOR GUIDELINES AND DELIVERY DOCKET
Use the button below to access the Sea World Conference Centre Exhibitor Guidelines. Read through these guidelines carefully. Ensure the delivery docket is completed and clearly attached to all items.
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 Sea World Resort. All satchel inserts must be delivered on Friday 27 February, between 7am to 2pm.
Please alert amy@icebergevents.com.au of your insert information before Monday 16 February.
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 Friday 6 March 2026.
LEAD CAPTURE
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