Bump In & Bump Out

  • Bump In:
    Wednesday 12 September 2018
    1400 – 1600
  • Bump Out:
    Friday 14 September 2018
    1600 – 1800

Exhibition Opening Times

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

  • Wednesday 12 September 2018
    1800 – 2000
    Welcome Reception
  • Thursday 13 September 2018
    0730 – 1500

    Including arrival tea & coffee
  • Friday 14 September 2018
    0800 – 1600
    Including arrival tea & coffee

Trade Display Inclusions

Each Trade Display includes the following items:

  • Use of a trestle table (1.8m x 1m) and two chairs
  • Access to power
  • Space to display up to 2 display banners (sponsor to provide)

Conference Manager

Please contact Liz Hafner at Conference Design to discuss your support at the conference.

ph: 03 6231 2999

e: liz@conferencedesign.com.au

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.


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.

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.

Venue Contact

Madeliene Van Eerden
Event Coordinator
Darwin Convention Centre

e: mvaneerden@darwinconvention.com.au 
p: 08 8923 9002

Venue Exhibitor Information

  • Click here to see the Darwin Convention Centre Exhibitor Information Manual
  • Click here to download the venue delivery label


Late and missing deliveries are the main problem for sponsors and exhibitors when arriving onsite for a conference.

  • Download and use the delivery label provided by the venue.
  • Confirm with your courier the delivery has been made BEFORE you arrive.
  • Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive.
  • Goods will only be accepted between the hours of 8.30am and 5.30pm, seven (7) working days prior to the event.


  • Box up any materials requiring collection and leave on your stand for collection by venue staff during bump out.
  • Arrange for collection of the items with your courier as per the pick up details noted in the collection label.
  • 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.
  • Freight will be available for collection on Monday 17 September.
  • Exhibitors must ensure transportation has been arranged for their goods with the appropriate consignment notes completed and attached within three (3) working days after the event. 

Advertising Formats & Specifications

eSatchel Insert

  • High resolution, colour PDF
  • A4 portrait orientation, 210mm x 297mm
  • Maximum size of 1MB
  • No bleed and no crop marks
  • PDFs will be uploaded as ‘as received’


  • Sponsors – 200 – 250 word profile
  • Exhibitors – 75 – 100 word profile

Include contact details so delegates can connect with your organisation. The profile will be displayed in the App and on the website.

Satchel Inserts

Deliveries for satchel inserts will need to be made to the Darwin Convention Centre no later than Tuesday 11 September 2018.  225 inserts will be required and this will be confirmed closer to the date.

Please ensure the delivery label is used and boxes are clearly marked SATCHEL INSERT.

Video eSatchel Insert Specifications

We are giving Conference Partners an opportunity to have a short video linked to the eSatchel in the App. Your video will be uploaded to Vimeo and linked to the eSatchel in the app and online. Delegates will be able to view the video on their mobile devices or desktops. As this is a new option we would recommend using existing content or creating a short promotional video – to maximise views be creative!

  • Maximum size of 10MB
  • MP4 or AVI formats


Your logo should be a high resolution PNG, JPG or TIFF image, no less than 250 KB in size. It will be used on the web, print and PowerPoint slide.

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 and Exhibition Booking Form 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.

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

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.

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.

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.

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


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.

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.

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.