Sponsor and Exhibitor Zone
Welcome to the Sponsor and Exhibitor Zone. We’ll be updating this page from time to time with important information, reminders and helpful hints.
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
- Exhibition Collection and Loading Dock Information
Important Dates
AEH portal completion
Friday 24 October
Delivery of Exhibitor Goods
From Sunday 30 November
Bump In
Sunday 30 November
Bump Out
Wednesday 3 December
Collection of Exhibitor Goods
Wednesday 3 December
*For all delivery, collection, loading dock times please refer to detailed
information below.
*For all delivery, collection, loading dock times please refer to detailed
information below.
Exhibition Floor plan
The Exhibition Hall will be in Hall L at the Adelaide Convention Centre.
Download the ASCILITE 2025 Floor plan adjacent detailing Sponsor booth locations.
Each display is 3m wide x 3m deep x 2.5m high.
Shell Scheme
- Walls: 2.5m high Octanorm silver aluminium framing surrounding smooth finish wall panels
- Colour – black
- Fascia: Digitally printed fascia sign per open side, with single colour text on a white background
- A company sign will be installed over each open side Full colour or logo name board signs can be produced at an additional cost (POA)
- Lighting: 2 x LED spotlights per 3m x 3m booth
- Power: 1 x 4amp power point per 3m x 3m booth
- Not to be used: Pins, staples, screws, nails, bolts, paint or double-sided adhesive tape
- To be used: UHU tac white putty (white tac), 3M Command picture hanging strips, hook & chain (all available from Adelaide Expo Hire)
Bump In
Sunday 30 November 2025
Booth Construction (AEH constructing shell scheme booths)
8.00am - 12.30pm
Exhibitor Bump In/Setup
1.00pm – 4.00pm
Bump Out
Wednesday 3 December 2025
Exhibitor Bump Out/Breakdown and Adelaide Expo Hire Dismantle
From 2:00pm
Exhibition Hours
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.
Sunday 30 November
Welcome Drinks 5:30pm - 6:30pm.
Monday 1 December
7.30am - 6.00pm (Poster Session from 5.00pm - 6.00pm)
Tuesday 2 December
7.30am - 5.00pm
Wednesday 3 December
8.00am – 2.00pm
Exhibition Delivery & Collection Information.
All Exhibitors/Sponsors should use the delivery label available here, also shown in the 'important links' above to label goods for delivery to the Adelaide Convention Centre. The Adelaide Convention Centre can accept goods from Sunday 30 December. Exhibitors/Sponsors are welcome to use a courier company of their choice to delivery of goods.
If a signature upon delivery of their goods is required, sponsors/exhibitors will need to either:
- Use a freight forwarder as suggested below (some freight forwarders may offer to sign on your behalf).
- Deliver on Sunday 30 November and be present at the loading dock to sign for delivery.
Adelaide Convention Centre Loading Dock:
P: 08 8210 6773
E: ntld@avmc.com.au
Loading Dock Hours
- Sun 30 November - 8:00am - 4:00pm
- Mon 1 December - 8:00am - 4:00pm
- Tues 2 December - 8:00am - 4:00pm
- Wed 3 December - 8:00am - 4:00pm
Pallet jacks and trolleys will be available to Sponsors during ump in and out.
Deliveries
To assist with your deliveries, you may wish to use a courier company familiar with the Adelaide Convention Centres policies. Please see below a suggested Courier Company the Adelaide Convention Centre has recommend who offer flexibility:
PACK & SEND
Adelaide East Service Centre
To confirm your transport and storage needs, discuss your requirements and request a quote, please contact:
Official Freight Forwarder
It is strongly recommended that any exhibitor transporting freight to and from the ACC use the services of a specialised exhibition focused freight forwarder. This will avoid potential problems with customs, duties, and deliveries outside designated times
CTL Exhibitions is the preferred logistics supplier at the Adelaide Convention Centre. CTL Exhibitions provide a comprehensive freight handling/ logistics/customs clearance/ forklifting service and should be contacted directly to make the necessary arrangements. Charges will apply.
CTL Exhibitions, Transport & Logistics
CTL Exhibition, Transport and Logistics are engaged as the AOC 2024 Frieght Forwarder. To confirm your transport and storage needs, discuss your requirements and request a quote, please contact:
Contact: Chris Millane
M: +61 411 659 598
E: Chris@CTL.com.au
W: CTL.com.au
Please ensure you contact Chris via email to book in your freight and storage requirements with CTL Exhibitions.
Freight Forwarders:
Please see below preferred freight forwarders as recommended by the Adelaide Convention Centre:
https://www.gaffneys.com.au/
P: 1300 013 533
E: info@gaffneys.com.au
Expo Freight
https://expofreight.com.au/
P: 0490 069 630
E: info@expofreight.com.au
DB Schenker
https://www.dbschenker.com/au-en
P: 02 9333 0333
E: info.au@dbschenker.com
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.
Booth Constructor / Furniture hire – Adelaide Expo Hire
Adelaide Expo Hire (AEH) have been engaged as the booth constructor for the ASCILITE 2025. To confirm your booking and confirm your requirements, please contact:
Contact: Kim Sluggett
P: +61 8 8350 2300
E: kims@aeh.com.au
W: www.aeh.com.au
All Exhibitors will be sent an exhibition kit link from AEH for completion.
All furniture orders and signage information needs to be given to AEH by Friday 24th October.
Venue
ASCILITE 2025 will be held at:
Adelaide Convention Centre
West Building, entry via Morphett Street Bridge, Adelaide
Parking
The Adelaide Convention Centre has two car parks to the general public. Maps for each of the carparks are shown below and under the 'Important Links' box above.
Sponsorship and/or Exhibitor - Terms and Conditions
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.