Sponsor and Exhibitor Zone

The Sponsor and Exhibitor Zone is your gateway to all the essential information
and forms that need completing:

Important Links
Important Dates
Preliminary Exhibitor Floor Plan

Preliminary Schedule
Booth Constructor and Furniture Hire
Exhibition Delivery Information

Important Dates

Conference Proceedings Advertising
- 14 August 2022

Social Media Post(s)
- 14 August 2022
Booth Builder Exhibition Kit
- 14 August 2022
*refer to your personalised sponsor checklist link

Important Links

Social Media Schedule TEMPLATE
Social Media TILES
Adelaide Oval INCOMING Delivery Docket
Adelaide Oval OUTGOING Delivery Docket
Loading Dock Guide
Courier Delivery Information Guide

Preliminary Exhibition Floor plan

The Exhibition Hall will be in the Ian McLachlan Room, located at the Adelaide Oval.

Download the 22AWC Exhibition Floor plan adjacent detailing 2022 Sponsor booth locations.

Please note, this is plan is evolving as sponsors confirm their preferred location and involvement. Our team will endeavour to have the most up to date floor plan available for your convenience.

Download Preliminary Exhibition Floor Plan

Preliminary Schedule

Bump In

Sunday 25 September, 2022

Booth Construction (AEH constructing shell scheme booths)
7.00am - 2.00pm

Custom Booth Construction
8.00am - 2.00pm

Exhibitor Bump In/Setup (Welcome Reception commences at 6:00pm)
2.00pm – 5.00pm

Bump Out

Wednesday 28 September, 2022

Exhibitor Bump Out/Breakdown and AEH Dismantle
From 5.00pm onwards

Delegates will be in the exhibition area during scheduled refreshment breaks. We recommend displays are staffed during scheduled breaks but the exhibition area will remain open/accessible from commencement of sessions until the close of each day.

Venue

22AWC will be held at:

Adelaide Oval
War Memorial Drive, North Adelaide

Adelaide Oval will be in direct contact with all exhibitors pre-conference regarding your induction from requirements.

Booth Constructor / Furniture hire - Adelaide Expo Hire

Adelaide Expo Hire (AEH) have been engaged as the booth constructor for the 22AWC. To confirm your booking and confirm your requirements, please contact:

Contact: Lauren Galvin
P: +61 8 8350 2300
E: laureng@aeh.com.au
W: www.aeh.com.au

All Exhibitors will be sent an exhibition kit link from AEH for completion.

Raw Space

Raw Space is suitable for custom built stands. For sponsors building a custom booth, a blueprint of booth construction is required for approval by the venue.
DEADLINE: 15 July, 2022
Please contact: 22AWC@eventstudio.com.au

Exhibition Delivery Information

Please clearly label all your goods using the Adelaide Oval Delivery Dockets linked below and under the 'Important Links' box above.

Sponsors/Exhibitors will need to coordinate own freight using the Adelaide Oval INCOMING Delivery Docket based on the following loading dock instructions:

GOODS WILL BE ACCEPTED ON - WEDNESDAY 21 SEPTEMBER and FRIDAY 23 SEPTEMBER 2022
ALL GOODS TO BE DELIVERED BETWEEN 7.30 AM & 3.30 PM WEEKDAYS ONLY

(note: Thursday 22 September is now a public holiday - no goods will be accepted on this day)

(note: all responsibility remains with the sender & deliveries are not accepted on game days)

Function: 22AWC - Weeds Conference
Date of function: 25-29 Sept 2022
Function Room: Ian McLachlan Room
Organiser: Event Studio & Nurilya Idrissova

Sponsors/Exhibitors items will be brought to confirmed booth/stand location by the Adelaide Oval team, during scheduled
Exhibitor Bump-in: Sunday, 25 September - 2.00pm to 5.00pm.

Sponsors/Exhibitors items will need to be clearly labelled using the Adelaide Oval OUTGOING Delivery Docket and left at your booth for the Adelaide Oval team to take to loading dock, during scheduled Exhibitor Bump-out: Wednesday, 28 September - 5.00pm onwards.

Sponsors/Exhibitors to coordinate own freight for post conference collection from the same Adelaide Oval Loading dock point, between
Thursday, 29 to Friday, 30 September 2022.

Adelaide Oval Loading Dock
ENTER OFF WAR MEMORIAL DRIVE (VIA SOUTH GATE)
PH: 08 8205 4740

For further Adelaide Oval Loading Dock information review the Loading Dock Guide and the Courier Delivery Information Guide.

Storage

There will be limited on-site storage facilities for packing materials and boxes. It is recommended that exhibitors consider their storage needs (of packing crates and freight forwarding materials) for the duration of the exhibition. Exhibitors may not leave boxes and packing material in the exhibition display area during the show.

Parking

Adelaide Oval operates two car parks open to the general public.

East Car Park (Access via King William Road - north-bound lanes only): A special function rate of $17.00 per car can be offered (subject to change), guests will need to get their ticket validated before they leave the function room to receive this rate, or they will be subject to the public rate which could be $24+ per car.

North Car Park (Access via Pennington Terrace): Wilsons Parking offers a $10 Book-A-Bay for the North Car Park ONLY.
For more information please visit www.wilsonsparking.com.au.

Alternatively, guests can park on North Terrace, walk over the Riverbank footbridge and then enter from the Telstra Plaza, just off War Memorial Drive.

Sponsorship and/or Exhibitor - Terms and Conditions

1. 22AWC Conference Manager and Weed Management Society of SA (WMSSA) conference organising committee reserve the right to amend the sponsorship program or tailor sponsorship packages to benefit the sponsor and/or the conference. Every effort will be made to maximise sponsor benefits as well as delegates’ experience.

2. 22AWC/Event Studio reserve the right to vary the quoted prices in accordance with any change to the legislated rate of the GST (currently 10%) and is applicable to all goods and services offered by the meeting. All prices in this document are inclusive of GST.

3. Upon confirmation of sponsorship an invoice will be issued from the WMSSA. Full payment is required by the invoice due date to confirm the booking. Failure to do so may result in the sponsorship item or exhibition stand being released for sale. Payment options are available for larger sponsor amounts.

4. Due to the considerable administration associated with this Conference, a cancellation fee equivalent to 50% of the full payment amount will be incurred should confirmed agreements be cancelled prior to 22 August 2022. For cancellations after 22 August 2022, confirmed sponsors will pay a cancellation fee equal to 100% of the full payment amount of the confirmed agreement. All requests for cancellations must be made in writing to 22AWC/Event Studio.

5. No sponsor or exhibitor will be able to set up their exhibition booth or display until full payment is received by WMSSA

Public Liability Insurance

All sponsors and exhibitors are responsible for their own insurance, including public liability. It is recommended exhibitors hold public and product liability insurance based on a limit of indemnity to the minimum value of $10 million dollars. This refers to damage or injury caused to third parties / visitors on or in the vicinity of an exhibition stand. We ask exhibitors to provide a copy of their insurance policy and certified currency upon request.

Please ensure all display builders, sub-contractors, suppliers and booth staff are given this information. They must be familiar with the venues regulations of use.