SPONSOR + 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.
IMPORTANT DATES:
Advertising Artwork Deadline: 2 February 2024
CTL Transport Request Form: 2 February 2024
Custom Stand Submission for Approval: 14 February 2024
Trade Booth Exhibition Ordering Portal: 14 February 2024
Venue Contractor Induction: via kiosks onsite at the venue and is a requirement to access the exhibition hall during the custom booth construction time on Wednesday 14 March 6:30am - 5:00pm. Refer to Bump in Schedule below.
IMPORTANT DATES:
Advertising Artwork Deadline: 2 February 2024
CTL Transport Request Form: 2 February 2024
Custom Stand Submission for Approval: 14 February 2024
Trade Booth Exhibition Ordering Portal: 14 February 2024
Venue Contractor Induction: via kiosks onsite at the venue and is a requirement to access the exhibition hall during the custom booth construction time on Wednesday 14 March 6:30am - 5:00pm. Refer to Bump in Schedule below.
EXHIBITION FLOOR PLAN:
The AOC 2024 Exhibition will be held in Halls F/G/H at the Adelaide Convention Centre. A preliminary floorplan is available to download adjacent.
Sponsor booths have now been allocated and the attached plan will reflect this and updated on a regular basis.
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.
Schell Scheme Booth Inclusions
Inclusions per 3mx3m booth
- Walling - 2.48m high smooth finish walls
- Fascia/ Name Board - Digital print fascia name board sign featuring coloured text on a white background. Stand number and conference logo included.
- Lighting - 2 x spotlights per 3m x 3m booth (9sqm) or smaller.
- Power - 1 x 4amp power point per 3m x 3m booth (9sqm) or smaller.
Inclusions per 3mx3m booth
If Sponsors / Exhibitors prefer to not have the shell scheme package as above, custom booths are permitted to be built.
Exhibitor will be supplied with space to build a customised exhibition display tailored to the exhibitor’s specifications. Please note if you opt for a custom booth, you will be given raw space only which does not include walls, furniture or power. These requirements will be charged at an additional cost and can be arranged directly with the custom stand builder. Please note Adelaide Expo Hire, the contractor stand booth builder can accommodate custom booth on request. If not using Adelaide Expo Hire for your custom design, it is recommended a professional custom builder is engage to undertake the submission / approval process and be onsite for your bump in/ built and bump out/ dismantle.
Custom Stands
If you are planning to exhibit with a custom booth, a detailed plan/ blue print will need to be provided for safety approval by the Adelaide Convention Centre.
CUSTOM PLAN APPROVAL
OVERHEAD RIGGING
Please note that rigging overhead is permitted, but all custom plans MUST be sent for approval. Please download and complete the Rigging Request Form (also available in the important links above) and send to rosa.ockleshaw@avmc.com.au
BUILD HEIGHT
No more than 3 m high is recommended, plus rigging if applicable.
For any builds higher than this, please seek approval from aso@themeetingpeople.com.au
BUILD CONSTRUCTION
Custom-designed booth sites are open to all exhibitors who book. There will be no refunds on the booth price for the non-use of standard exhibition hire modules. All contractors and exhibitors are to wear visible identification whilst in the venue.
Please refer to your individual Sponsorship Checklist and key dates above for specific details and due dates for submission of forms.
Bump In
Wednesday, 13 March 2024
Booth Construction (Adelaide Expo Hire)
From 4.00am
Custom Booth Construction
6:30am - 5:00pm
** Everyone needs to
wear a high visibility vest during this time and have completed an venue
induction via the onsite kiosks to gain access.
** Forklift will be operational from 6:30am - 1:30pm, any additional requests after this time may attract additional costs
Exhibitor Bump In/Setup #1
5.00pm – 7.00pm
Thursday, 14 March 2024
Exhibitor Bump In/Setup #2
7:00am – 10.00am
Exhibition Opening - Thursday 14 March 2024
Morning Tea - 10:30am
To access the full Congress program please refer to the Program Outline available on the website here.
Exhibition Opening - Thursday 14 March 2024
Morning Tea - 10:30am
To access the full Congress program please refer to the Program Outline available on the website here.
Bump Out
Saturday, 16 March 2023
Exhibitor Bump Out
2:00pm - 3:00pm
Custom Booth Breakdown and AEH Dismantle
3:00pm - 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.
Please note: The Adelaide Convention Centre have strict policies relating to all electrical equipment used at thier venue.
As detailed in the exhibitor handbook, please note the following important information.
All electrical equipment entering ACC must comply with the Australian Standards and South Australian Work Health and Safety Act 2012. This Act covers all electrical equipment used in the workplace, including equipment brought into the building by contractors or third parties. The outward sign of compliance with the Act will be the equipment's electrical test tag, compliant with relevant standards. Any electrical equipment that does not display up to date testing and tagging in accordance with the relevant Australian/New Zealand standards is not prohibited onsite.
ACC reserves the right to remove or replace, at the contractors or exhibitor's expense, any electrical equipment not complying with the Act or deemed to be unsafe. Power cords which are detachable, such as IEC leads, extension leads, and power boards are separate items and need to be tested independently from the equipment they are supplied with. ACC offers an onsite Test and Tags service. Items can be tagged at a cost of $9 per item for the duration of the exhibition only. To book, please contact your Exhibition Planner Bill Mack: Bill.Mack@avmc.com.au
Adelaide Expo Hire
Adelaide Expo Hire (AEH) have been engaged as the booth constructor for the
AOC 2024. To confirm your booking and confirm your requirements, please contact:
Contact: Kim Sluggett
P: +61 8 8350 2300
D: +61 8 8350 2306
M: 0417 859 466
E: kims@aeh.com.au
W: www.aeh.com.au
All Exhibitors will be sent an exhibition kit link from AEH for completion.
Hiring Audio visual components to enhance your trade display is easy. If you want a tablet, Plasma , etc, please reach out to the below suppliers for all your audio visual needs.
Adelaide Expo Hire
Contact: Kim Sluggett
P: +61 8 8350 2300
D: +61 8 8350 2306
M: 0417 859 466
E: kims@aeh.com.au
W: www.aeh.com.au
IMPORTANT EXHIBITION DELIVERY INFORMATION
Please clearly label all your goods using the Adelaide Convention Centre delivery label, linked below and under the 'Important Links' box above.
Sponsors/Exhibitors will need to coordinate own freight using the ACC Delivery Label based on the following loading dock instructions:
DELIVERIES WILL ONLY BE ACCEPTED WEDNESDAY 13 MARCH, 2024
AND MUST BE COLLECTED ON SATURDAY 16 MARCH, 2024
ALL GOODS TO BE DELIVERED BETWEEN 9.00AM & 3.00PM WEEKDAYS ONLY
(NOTE: The Adelaide Convention Centre takes NO RESPONSIBILITY in storing these items.
Courier’s charges may apply should we need
to arrange these items to be sent back to you. All responsibility remains with the sender)
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OFFICAL AOC 2024 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.
****
Sponsors/Exhibitors items will be brought to confirmed booth/stand location by the CTL Exhibitions team, during scheduled
Exhibitor Bump-in: Wednesday 13 March - 12.00pm to 3.00pm
Sponsors/Exhibitors items will need to be clearly labelled and left at your booth for the CTL Exhibitions Team to take to loading dock, during scheduled
Exhibitor Bump-out: Saturday, 16 March - 3.00pm onwards
Sponsors/Exhibitors to coordinate own freight for post conference collection from the same Adelaide Convention Centre dock point on
Saturday, 16 March, 2024
PRINT SPECIFICATIONS
For sponsors with a A5 full page advertisement included in your package, please refer to specifications below. Plea note, the Conference Handbook will be printed and provided to all registered delegates attending AOC 2024.
Artwork Requirements:
- A5 Portrait (148w x 210h)
- CMYK
- 3mm bleed with crop marks
- 8mm margins all sides
- Convert all fonts to outline
- All images/graphics at 300dpi minimum
- Supply as high resolution print-ready PDF
Please refer to your entitlements for deadlines and details on inclusions.
VENUE
AOC 2024 will be held at:
Adelaide Convention Centre, Adelaide
North Terrace, Adelaide, South Australia
Access via North Terrace , up the escalators to the Main Entrance
The Adelaide Convention Centre requires:
- All onsite exhibitors to complete an online Contractor Induction prior to arrival - CLICK THIS LINK
- All onsite exhibitors to check-in at the Guest Services desk on arrival
- All electrical items are required to be test & tagged and are valid
VENUE INDUCTION
When Halls H, F &G are in bump in / out mode, all contractors (including trade booth staff) are required to complete an induction to enter the area.
When arriving to ACC, all contractors and stand builders will be required to complete the contractor induction via the kiosks located on either loading dock. Alternatively, they may use their mobile phones by scanning the OR code displayed in both locations. The first time they complete the induction, they will be required to read through information regarding the venue's policies and procedures, prior to answering a series of questions. This process of the induction will need to be completed every 12-months. After this time, they will simply need to sign in and out via the kiosks or their mobile phones using the OR code, whenever they are onsite completing work within an event or exhibition. This is not a requirement for exhibitors working within an exhibition stand.” (ref page #17 Adelaide Convention Centre Exhibition Handbook).
VENUE ELECTRICAL TEST & TAG REQUIREMENTS
Please note the below requirements when looking to use electrical equipment at the Adelaide Convention Centre.
All electrical equipment entering ACC must comply with the Australian Standards and South Australian Work
Health and Safety Act 2012. This Act covers all electrical equipment used in the workplace, including
equipment brought into the building by contractors or third parties. The outward sign of compliance with the
Act will be the equipment's electrical test tag, compliant with relevant standards.
Any electrical equipment that does not display up to date testing and tagging in accordance with the relevant
Australian/New Zealand standards is not prohibited onsite. ACC reserves the right to remove or replace, at
the contractors or exhibitor's expense, any electrical equipment not complying with the Act or deemed to be
unsafe. Power cords which are detachable, such as IEC leads, extension leads, and power boards are separate
items and need to be tested independently from the equipment they are supplied with..” (ref page #21 Adelaide Convention Centre Exhibition Handbook).
STORAGE
There will be limited on-site storage facilities for packing materials and boxes. It is recommended that exhibitors consider their storage needs (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.
EXHIBITION HOURS
We recommend sponsors are present at their stands during the following key Congress times:
Thursday 14 March, 2024
Morning Tea 10:30am - 11:00am (Official opening of the Exhibition)
Lunch 12:30pm - 1:30pm
Afternoon Tea 3:00pm - 3:30pm
Happy Hour: 5:00pm -6:00pm
Friday 15 March, 2024
Arrival Coffee: 7:00am - 8:30am
Morning Tea 10:15am - 10:45am
Lunch 12:45pm - 2:00pm
Afternoon Tea 3:00pm - 4:15pm
Happy Hour: 5:00pm -6:00pm
Saturday 16 March, 2024
Arrival Coffee: 8:00am - 8:30am
Morning Tea 10:00am - 10:45am
Lunch 12:15pm - 2:00pm
ACCOMMODATION
AOC 2024 is being held during March, 2024 which is a busy time in Adelaide with the Adelaide Fridge Festival and Adelaide Festival being held, attracting interstate and overseas tourists.
It is recommended to book accommodation early to avoid disappointment.
Accommodation link is the only official hotel provider for the 29th Australian Orthodontics Congress.
We’ve negotiated accommodation discounts and secured a limited number of reduced-rate hotel rooms to make your trip to Adelaide cost affordable. Through the travel experts at Accommodation Link, rooms at the group rate are limited and available on a first come, first-served basis.
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.
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.