Pre-arrival information

Dates and times

The conference starts with the Welcome Reception at 6pm pm on Tuesday 9 October and finishes at 3pm on Friday 12 October at the International Convention Centre (ICC), Sydney.

This year, there will be no plenary on Tuesday evening. The Welcome Reception, sponsored by StudyNSW, will still be held in the Exhibition on Tuesday from 6 pm to 7.30pm.

Pre-conference sessions (workshops, masterclasses and roundtable) will take place on Tuesday 9 October. Please note there is an additional fee to attend pre-conference sessions.

Collecting your name badge

On arrival at the ICC Sydney you will be able to print your name badge at a registration kiosks by either scanning the QR Code or access code which will be emailed to you the week prior to AIEC 2018.


The AIEC 2018 Registration Desk is located on  level two of the ICC Sydney.

Registration Desk Opening Hours

Please note the following times are tentative and could change in the lead up to the conference.

Tuesday 9 October 8.00am - 7.30pm
Wednesday 10 October 8.00am - 5.15pm
Thursday 11 October 8.00am - 5pm
Friday 12 October 8am - 3pm

Registration payments

If you have an amount owing on your registration, you must pay this in full before attending the conference. If you need to make a payment please contact the conference office at If your registration is still unpaid when you arrive at the conference, we will accept payment by credit card or cash. You will have received payment reminders if you have an amount outstanding – please do not disregard these.


Stay connected with the AIEC 2018 conference app. Use your smartphone or tablet to view the conference program, see session information and speaker bios, view sponsor and exhibition information and get the latest program updates and create your own personalised schedule of sessions you want to attend. Last minute program changes will be available on the app.

Details on how to download the app will be provided via email to registered delegates. Please check your inbox for details.


You will receive a small-sized pocket planner that fits in your name badge upon arrival and registration. The planner will include a list of all the sessions and activities planned for AIEC, venue and exhibition floor plans, but it will not include details such as speaker information or session abstracts.

X-CD online program 

Program at a glance

Virtual satchel

AIEC does not provide delegates with a conference satchel, so we encourage you to bring your own bag or tote with you to the conference. To view or download virtual satchel inserts from our sponsors and partners, please visit the virtual satchel page.

Virtual satchel

Getting to and around Sydney

The conference will be held at the ICC Sydney, 14 Darling Street, Sydney.

Getting to ICC

Google map

Speaker information

Detailed nformation for chairs and moderators is available on the speaker information page.

Speakers' Preparation Room

You are required to check in at the Speakers' Preparation Room as soon as you arrive at the conference.

If you are using a PowerPoint or Prezi, your presentation must be uploaded and networked at least 2 hours before your session. This will ensure your presentation can be opened and loaded onto the conference computer system and networked appropriately.

Alternatively you can email your files in advance to our technical support team. Our technical support team will be happy to check your PowerPoint presentation for you should you have any concerns or queries. Please email your fianl presentation by Friday 5 October, 5 pm via

Please bring your PowerPoint file on a memory stick, CD-ROM or portable hard drive, and ensure you have a backup with you, even if you have already submitted your PowerPoint to the conference organisers via email.

A technician will be available during the following times to check that your PowerPoint has been correctly received, uploaded and networked.

Speakers' Room opening hours:

Tuesday 9 October 8.00am - 4.30pm
Wednesday 10 October 8.00am - 5.15pm
Thursday 11 October 8.00am - 5pm
Friday 12 October 8am - 11am

Further information for speakers is available on the speaker information page.

Chairs and moderators

If you are chairing or moderating a session, please view the chair guidelines on the conference website. More information will be available prior to the conference.

This year, all session chairs have the option to enable the 'Ask a question' feature in the app. If you would like to use this for your session, visit the Speakers' Preparation Room at least a couple of hours before your session to find out more. 

E-poster presenters

Please go to the e-poster presenter portal for information.

There will be an info session for poster presenters on Wednesday 10 October, from 11 to 11:30 pm. If you have qustions about the format of the posters, or how to navigate the e-poster website and touchscreens, or want to meet the chair of your sessions and other presenters, drop by the Poster Lounge, located in Pyrmont Theatre, Level 2.

Dress code

Conference dress code

The dress code for delegates is smart casual/business throughout the conference. Don't forget to bring a light jacket with you as the air-conditioned session rooms can sometimes get a bit cool.

Sydney weather

October is the middle of spring in Sydney. The weather at this time of year is increasingly warm and sunny with the average daytime temperature around 18 (64°F)- 22°C (72°F).

Temperatures do drop at night, you may need a jacket for evenings.

Just like the rest of the year, there's plenty of sunshine to be seen in October in Sydney, with an occasional chance of rain, however any spells of rain should clear up quickly and leave a mild climate once again.

Dinner dress code

The theme for this year's Conference Dinner is 'Back to the 60s'. Come dressed in your finest retro attire, whether it's bell bottoms and tie dye, minis and Go Go boots, or that velvet Austin Powers three-piece you've been saving for just this occasion.

Alternatively, evening or cocktail attire is appropriate.

Code of conduct

AIEC is dedicated to providing safe, friendly, enjoyable and harassment-free conference experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, nationality, race, age or religion.

We do not tolerate harassment of or offensive behaviour towards conference participants in any form. Sexual language and imagery is not appropriate for any conference venue, including talks.

We expect participants to abide by the code of conduct at all conference activities, including related social events and online communications.

Conference participants violating these rules may be sanctioned or expelled from the conference without a refund and/or banned from attending future events. The behaviour may also reported to their employer and relevant authorities.

If you have concerns or would like to provide feedback while at the conference, please visit the Registration Desk during session times or talk to our conference organisers (in orange shirts) during social events.

Read AIEC code of conduct

Cloak room

There are limited cloak room facilities at the conference venue. It is recommended that guests leave luggage at their hotel.

Dietary requirements

Food will be available separately for delegates who have requested special dietary requirements in their registration. A separate serving station will be available for you to collect your meal. At the Conference Dinner on Thursday, please advise the wait staff of your requirements.

SMS alerts

If you opted to receive SMS updates when you registered and you have provided a mobile phone number, you will receive important messages during the conference and be notified if there are any major changes to the program. Messages will stop after the conference has concluded. To be added to or excluded from SMS's during the conference, please come to the Registration Desk and let us know your name and mobile number. Program updates will also be available by checking the conference app.


The AIEC Exhibition opens Tuesday evening and is open all day Wednesday, Thursday and until 1.30 pm on Friday. Please take time to visit all the exhibitors and the Poster Lounge.

See who is exhibiting this year

Social events

Entrance to the evening social events (First-timers' Networking, Welcome Reception, Happy Hour and Conference Dinner) is by name badge. The icons on your name badge indicate which social events are included in your registration.


For any questions or concerns before the conference, please contact the conference organisers at or at +61 3 9417 1350. 

At the conference, please visit the Registration Desk located on level 2 of ICC.

We look forward to seeing you in Sydney!

Key dates

16 January - Call for proposals opens

28 February - Call for proposals closes

22 May - Call for proposals notifications

1 June - Registration opens

1 August - Early bird registration closes

9 October 2018 - Conference starts