Bump In & Bump Out

Bump In: Sunday 20 November –

15:00 – 19:00

Bump Out: Wednesday 23 November –

15:00 – 16:00

Exhibition Opening Times

The exhibition area will be open to the delegates at the following times:

  • Monday 21 November: 07:30 – 19:30
  • Tuesday 22 November: 07:45 – 17:15
  • Wednesday 23 November: 07:30 – 14:45

Conference Manager

Please contact Andrew Watts at Conference Design to discuss supporting the conference.

We are happy to consider ideas and amendments to the packages below that maintain the spirit of supporting the meeting at the designated levels.

Exhibition Site Package –
$6,600 incl GST

Packages are “Exhibition Ready” and include: 

  • 3m x 2m Floor Space/Shell Scheme.
  • White panel shell scheme booth.
  • Fascia board with your company name.
  • Your choice of furniture package. (New)
  • 2 x spotlights.
  • 1 x 4 amp power outlet.
  • 1 x wireless internet connection per site. (New)
  • 1 x waste paper basket.
  • Logo & hyperlink on the Conference App. (New)
  • 50 word profile on the Conference App. (New)
  • 2 x full registrations including social functions per site.* (New)
  • Opt-in attendee list with name, organisation, state and email address to be provided prior to the conference.

*Excludes President’s Breakfast

3m x 2m Exhibition Booth

Ex Stand 1

 

Your Choice of Furniture Package

Package 1

Ex Furniture 2

Package 2

Ex Furniture 1

Your Contact Person

When booking please appoint a single point of contact within your Organisation. All bookings will be recorded under the one name and all correspondence will be sent to this person.

Exhibitor Kit

  • Download the Pullman Albert Park Exhibitor Information Manual HERE

Representatives onsite

Anyone from your Organisation attending the conference or guests you wish to invite to the Conference must register with Conference Design before the conference. An official conference name badge will be required to access the conference and exhibition area.

Exhibitor Name Badges & Registration

When arriving for Bump In on Sunday 20 November please go straight to your stand and begin setting up. Conference staff will deliver name badges to your stand from 3pm.

Venue Contact

Pullman Melbourne, Albert Park

65 Queens Rd, Albert Park VIC 3004

Vanessa Campli

H8788-SB4@accor.com

03 8554 2807

Dispatch Label

Please use this label for all collections from the venue at the END of the conference.

Collections

  1. Download and use the dispatch/collection label provided above.
  2. Box up any materials requiring collection and leave on your stand for collection by venue staff during bump out.
  3. Arrange for collection of the items with your courier as per the pick up details noted on the collection label.
  4. Check with your courier whether a consignment note/number is required. If so include these details on your boxes before they are collected by the venue staff.
  5. All goods must be removed from the hotel premises or storerooms by close of business 1 working day after the conclusion of the event. Therefore all goods must be collected by the end of business on Thursday 24th November.

Email Signature Insert

All sponsors & exhibitors are encouraged to download the conference banner via the below link and include in their email signatures promoting their participation in the conference.

Sponsors & exhibitors are welcome to include a message with the banner such as “Visit us at stand XX”.

Deliveries

Late and missing deliveries are the main problem for sponsors and exhibitors when arriving onsite for a conference. To minimise the chance of this occurring please:

  1. Download and use the delivery label provided by the venue.
  2. Confirm with your courier the delivery has been made BEFORE you arrive.
  3. Have the name of your courier, the consignment numbers and confirmed delivery date with you when you arrive.
  4. All incoming items should arrive via the Receiving Bay in Queens Lane between the hours of 0700 – 1500, Monday – Friday. Deliveries outside of these hours will need to be arranged prior to delivery.
  5. Deliveries will be accepted no more than 2 working days prior to the event commencement date. Therefore deliveries are accepted for this event from Thursday 17th November 2016. Deliveries will not be accepted earlier than this date without prior arrangement.

Onsite Storage

There will be limited on-site storage facilities for packing materials, boxes and giveaways.

Exhibitors cannot leave boxes and packing material in the exhibition display area during the show.

Exhibition Supply Company

Moreton Hire has been appointed as the exhibition supply company for ACIPC 2016 Conference. For enquiries regarding the build of your stand, furniture and signage, contact:

Hillary Clarke
Account Coordinator

107 William Angliss Drive Laverton North VIC 3026
PO Box 116 Duke St Altona North VIC 3025
t 03 9300 5765 f 03 9300 5733
e hillary.clarke@moreton.net.au

Freight Logistics Company

There is no appointed freight logistics company for the ACIPC 2016 Conference, however see some suggestions below:

TNT Express Shipping
Phone – 13 11 50
Website – www.tnt.com

Toll Group
Website – www.tollgroup.com

Exhibitors and Sponsors are responsible for all freight to and from the conference venue, including satchel inserts. If you have any questions in relation to this, please contact the Pullman Melbourne Albert Park:

Vanessa Campli

H8788-SB4@accor.com

03 8554 2807

Company Profile

  • Sponsors: 400 words
  • Exhibitors: 50 words

Please include a contact name, email address, web address and phone number. These details will be included in the conference app.

Email to Conference Design when you book.

Tote Bag Inserts (Sponsors Only)

Tote Bag inserts can be flyers, brochures or promotional items of a reasonable size. 500 items per insert will be required.

Due by: Friday 18 November at the Pullman Melbourne, Albert Park.

  • App and Tote Bag inserts are not included for exhibitors, but can be purchased at the additional cost of $500 per item for the Conference App and $1,200 per item for the conference Tote Bag.

PDF e-satchel Inserts

  • Sponsors only
  • PDF advertisements will be linked to your profile in the Conference App.
  • High resolution, Colour PDF
  • A4 portrait orientation
  • No bleed and no crop marks
  • PDFs will be uploaded ‘as received’
  • Maximum size is 1MB per PDF

Email PDFs to: Conference Design
Due: 5 October 2016

Logos

We will print one logo per sponsorship package in the pocket program, in the conference app, on the sponsors’ slide and on the conference web site. Exhibitors will have one logo included with the conference App.

Please see following logo requirements for publication.

Print: EPS version

Web and App: a high resolution PNG, JPG or TIFF, PNG image, no less than 250 KB in size.

Email to Conference Design when you book.

The App Game

The App Game is a modern twist on the physical trade passport system and is a great feature of the Conference App. 17 unique QR codes will be displayed at sponsor booths, and various points throughout the exhibition and poster display areas. Delegates who wish to participate are required to locate and scan the QR codes using the Conference App. Each QR code that they scan unlocks a word or letter from a secret phrase. Once they have unlocked the phrase, they can submit an entry into the competition to win a complimentary registration to the 2017 ACIPC Annual Conference.

Pocket program –
A6 colour advert

  • Platinum & Gold Sponsors only
  • Dimensions: 91mm (w) x 134.5mm (h)

Email Adverts to: Conference Design 
Due: 5 October 2016

Promotional Video

  • Eligible sponsors only
  • No larger than 20MB

Email Adverts to: Conference Design 
Due: 5 October 2016

Plenary Session Attendance

Due to venue capacity limitations, sponsors and exhibitors are asked to please wait for conference delegates to be seated at plenary sessions before entering the room.

Plenary sessions on Monday & Tuesday morning will be streamed into State Room 3 so sponsors and exhibitors may watch plenary session proceedings.

Best Stand Awards

Delegates will have the opportunity to vote for the best stand at the ACIPC Conference via the app & paper voting in the following categories:

  • Best large stand (6m x 2m or larger)
  • Best small stand (up to 3m x 3m)

Voting will close after the poster cocktail reception on Tuesday 22 November with the winners announced at the closing session on Wednesday 23 November.

Prize Draws

If you are conducting an on-stand prize draw, please ensure winners are drawn and announced prior to the lunch break on Wednesday 23 November.

Delegate Name Badge QR Code

This year, exhibitors will be able to capture delegate information by scanning the QR code located at the bottom of the conference name badge.

To scan the delegates name badge, download a QR code reader from the Google Play store or Apple App Store to your smart phone or tablet. There are a number of free readers available for download to your device.

When the QR code reader has been installed to your device you are ready to start scanning delegate name badges.

Once the QR code has been captured, the delegates name, organisation, state and email address will be saved to your device.

At the end of the conference you can export the captured information to a format suitable to your purpose.

Please ensure you request the delegates consent before scanning their name badge.

Key Dates & Checklist

The following is guide is provided to help you plan your participation in the conference

ASAP

Friday 2nd September 2016

Wednesday 5th October 2016

PDF e-satchel inserts, A6 colour adverts and promotional videos due no later than today*

*For eligible sponsors only

Sunday 9th October 2016 – Earlybird Registration Closes

  • Register any additional delegates to attend the scientific program. Registration can be done after this date however it will be at the higher standard rate. Refer to registration section of this website for costing.

Monday 14th November 2016

  • Pack goods for the event
  • Gather documents for the event including exhibitor confirmation information.

Friday 18th November 2016

  • Arrival of goods at Pullman & Mercure Melbourne Albert Park, Melbourne

Terms and Conditions for Sponsors and Exhibitors

Bookings & Payments

Acceptance of Terms and Conditions
Conference Design Pty Ltd, members of the Organising Committee and the Host Organisation are collectively referred to as The Organisers.

The Organisation listed on the sponsorship and exhibition application will be referred to as your Organisation or collectively as sponsors and exhibitors.

By returning a Sponsorship Application Form or completing an on-line Exhibition Booking you are accepting these terms and conditions.

Acceptance of Applications
Conference Design will issue a Tax Invoice once a Sponsorship and Exhibition application has been accepted.

Any advertising is not an offer capable of acceptance. The Organisers reserve the right to decline any sponsorship and exhibition application.

GST and AUD
All costs are inclusive of GST and listed in Australian Dollars.

Payments
Payment is required within 14 days of us issuing your Tax Invoice to confirm your application.

Sponsorship and exhibition entitlements, including the allocation of exhibition space, do not commence until payment has been received.

Cancellation of Sponsorship and Exhibition Bookings
Once a sponsorship and exhibition application has been accepted all payments are non-refundable. If you are no longer able to attend the conference please contact Conference Design to discuss your participation.

Cancellation or Postponement of the Conference
The Organisers do not accept any liability for losses incurred if the conference is cancelled or postponed due to an event that renders proceedings with the meeting inadvisable, illegal, impracticable or impossible.

If the conference is cancelled or postponed refunds will not be issued but available funds will be credited towards the rescheduled conference.

An unforeseen event could include, but is not limited to, an infectious disease outbreak; industrial disruptions; service provider failures; governmental restrictions or regulations; war or apparent act of war; terrorism or apparent act of terrorism; disaster; civil disorder, disturbance, and/or riots; curtailment, suspension or restriction on transportation; or any other emergency.

General Information

Disclaimer and Changes
Every effort has been made to present all the information accurately, however no liability is accepted for any inaccuracy and the Organisers reserve the right to change any published information.

The Organisers reserve the right to amend, update or delete sponsorship and exhibition packages and the exhibition floor plan.

Exhibition Floor Plan
The exhibition floor plan is subject to change without notice. The floor plan is not to an exact scale, but accurately represents the position and sizes of exhibition spaces.

Correspondence
When booking please appoint a single point of contact within your Organisation. All bookings will be recorded under the one name and all correspondence will be sent to this person.

Allocation of Exhibition Spaces
Conference Design will allocate exhibition spaces after taking into account each organisation’s sponsorship, the date of application, preferences, proximity to competitors and any other matters deemed relevant.

Insurance
All sponsors and exhibitors must have adequate insurance for the period of the conference, including public and products liability cover and professional indemnity insurance. We may request a certificate of currency.

Indemnity
Your Organisation shall indemnify and hold harmless the Organisers for any loss, damage to property or injury to persons suffered as a result of your participation in the conference, except where the Organisers are found to be negligent.

Supply of Goods and Services
The supply of any goods, services, samples or advice is entirely at your Organisation’s own risk.

During the Conference

Security
No valuable items should be left unattended at your exhibition at any time and especially not overnight. No responsibility is accepted for any loss or damage to equipment and display materials.

Representatives
Anyone from your Organisation attending the conference or guests you wish to invite to the conference must register with Conference Design before the conference. An official name badge will be required to access the meeting and exhibition area.

Custom Stands
All custom stands must fit within the purchased exhibition space. Custom stands must not exceed 3.0 metres high. If you have any questions please email us a floor plan and elevations of your proposed stand.

Delegate List
Due to privacy requirements the delegate list will be supplied on the Conference App at the time of the conference and will include name, organisation and state.

Interactive Exhibitions
Whilst we encourage you to develop entertaining and interactive displays to attract delegates, please be mindful not to disturb other exhibitors or delegates.

Storage
There is limited storage space on site for exhibition equipment or packaging.

Signage at the Venue
The venue doesn’t allow any signage to be fixed to walls or other surfaces. Your signage should be free standing to allow for easy placement and should be contained with your exhibition space.

Dismantling Displays
Due to safety requirements you will not be able to dismantle your display before the published closing time.

Damage to the Venue
Your Organisation shall indemnify the Organisers from all liability for damage to the venue deemed to have been caused by your staff, contractors, agents or guests. The cost of repairs will be the sole responsibility of your Organisation.

About the College

The ACIPC is the peak body for Infection Prevention and Control professionals in the Australasian region. Our stated vision is the prevention and control of infection in our communities. We commenced in January 2012 bringing together the various State and Territory infection control associations formerly in AICA (The Australian Infection Control Association) to support and encourage collaboration across Australasia.

Conference Managers

Please contact the team at Conference Design with any questions regarding the conference.
© 2015 - 2016 Conference Design Pty Ltd