exhibitor guidelines

IMPORTANT DEADLINES

12 - 18 MAY	8:30 AM - 3:30 PM	Deliveries accepted by GECC
SATURDAY 17 MAY	12:00 PM	Deadline for satchel insert deliveries
MONDAY 19 MAY	12:00 PM - 4:00 PM	Exhibitors Bump-in access
MONDAY 19 MAY	5:00 PM - 7:00 PM	Welcome Reception and Trade Opening
TUESDAY 20 MAY	7:30 AM - 4:30 PM	Trade Exhibition open
WEDNESDAY 21 MAY	Exhibition closed	Field Tours
WEDNESDAY 21 MAY	Exhibition closed	Symposium Dinner
THURSDAY 22 MAY	7:30 AM - 1:30 PM	Trade Exhibition open
THURSDAY 22 MAY	1:30 PM - 4:00 PM	Exhibitors bump-out

REGISTRATION
Please register your complimentary staff and/or extra exhibitor registrations as soon as possible via this form below.

SPONSOR/EXHIBITOR REGISTRATION

EXHIBITION ALLOCATION, BUMP-IN AND BUMP-IN

Exhibition Allocation

Your allocation and the floor plan will be released according to level of investment and date of receipt of sponsor/exhibitor agreement form and payment received and subject to the PAWS 2025 organising committee approval. Floorplan coming soon.

Exhibitor Bump in

Exhibitors will have access to their area from 12.00pm on Monday 19 May 2025 for set up.

All Exhibitor stands must be completed by 4.00pm on Monday 19 May 2025.

Delegates will be arriving to the exhibition area for the Welcome Reception from 5.00pm.

The Welcome Reception & Trade Opening will be held in the exhibition/foyer area from 5.00pm – 7.00pm on Monday night.

Exhibition Bump out

The exhibition area will be open to delegates from registration on Monday 19 May at 5.00pm until the conclusion of the lunch break on Thursday 22 May 2025. Alternatively, if you wish to attend the last session, you may pack down during the afternoon break or after the last session.

All exhibitors must be vacated by 5.00pm Thursday 22 May.

Exhibition space

Provided furniture – Rectangular Trestle Table + 2 chairs – Table dimensions - L180cm x W76cm x H74cm

Power – 1 x 4-amp power outlet

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

DELIVERY INFORMATION

Satchel Insert and exhibition stand Deliveries - must be delivered to the Gladstone Entertainment Convention Centre. The venue will accept deliveries 1 week prior to the event, between 12 May and 18 May.

Deadline: Saturday 17 May

Quantity: 250 Inserts

DELIVERY TIMES

Loading Dock Hours: 8:30am – 3:30pm Monday to Friday

SATCHEL INSERT

EXHIBITION ITEM

Please use the appropriate label for your deliveries.

Loading Dock: GECC has a loading dock which can be accessed via Oaka Lane and which provides direct access to the service lift. Large deliveries must be taken to this entrance.

Return freight: must be booked directly with your courier of choice (with Consignment note attached) upon the close of the Symposium. Goods must be collected from the loading dock within 24 hours after the conclusion of the event. It is your responsibility to arrange a courier company to collect your items/equipment at the event conclusion. The Gladstone Entertainment Convention Centre or Event Organisers will not arrange for these items to be collected.

GECC reserves the right to dispose of any remaining goods one (1) week after the conclusion of the event. Disposal of any remaining goods may incur a removal charge.

CAR PARKING

The GECC has a multi-story car park with direct access to the venue from Level 1. Parking is free however the Ground level is timed, 1 hour parking.

GECC has no control over parking infringements and all guests should adhere to the signposted regulations.

Additional free parking is available around the Gladstone CBD.

ELECTRICAL APPLIANCES

The GECC building is protected by a regularly tested RCD (safety switch) and therefore has exemption from test tagging office and service work equipment. This includes equipment used for cleaning, cooking, health care, teaching and sales.

Examples of exempt equipment includes;

Bluray / DVD / CD Player
Computers
EFTPOS Machine and Attachments (E.g. Paywave scanner)
Laptops and Chargers
Monitors and Televisions
Phone Charger
Portable Printer
Projectors
Tablet/iPad

If you are bringing electrical equipment into the GECC outside of the above list, please ask one of our staff whether that item requires electrical test tag.

Name Badge

For security purposes ALL exhibitor staff manning trade displays must be registered and wear an exhibitor name badge at all times while at the Symposium.