Key dates and tasks for sponsors and exhibitors (pre-conference to-do list)

Supply organisation logo artwork

Within 7 days of confirmation (ASAP)

Supply a vector logo in .AI or .EPS format

Your organisation’s logo will be required for items such as signage, website, and conference app. Please note the same logo must be used in ALL logo placements.

Email logo to Conference organiser

All sponsors and exhibitors

Supply organisation URL

Within 7 days of confirmation (ASAP)

Your logo will be linked to this website address.

Complete the Exhibitor Response Form

All sponsors and exhibitors

Confirm organisation name for listing purposes

Within 7 days of confirmation (ASAP)

Limit of 30 characters. This will be used for all listing and promotional purposes (website, app, signage, etc.)

Complete the Exhibitor Response Form

All sponsors and exhibitors

Custom booths

Within 7 days of confirmation (ASAP)

Confirm if you are planning on building a custom booth and provide the stand building companies details

Complete the Exhibitor Response Form

All sponsors and exhibitors

Inform organiser if you are planning to host networking function(s)

Within 7 days of confirmation (ASAP)

All sponsors and exhibitors must advise conference organiser of any networking functions they are hosting during the week of the conference, whether onsite or offsite.

Please ensure your function does not take place during the conference program.

Complete the Exhibitor Response Form

All sponsors and exhibitors

Social media handles

Within 7 days of confirmation (ASAP)

Complete the Exhibitor Response Form

All sponsors and exhibitors

RSVP to the Sponsors & Exhibitors’ Welcome Lunch

Within 7 days of confirmation (ASAP)

Lunch for exhibitors will be served on Tuesday 22 October at 12:30pm (tentative time) at the end of exhibitor bump-in and before the Exhibition Hall opens. Please RSVP your attendance and advise of any dietary requirements.

Complete the Exhibitor Response Form

Sponsors and exhibitors involved in bump-in

Select hosted tea break date/time

Within 7 days of receiving an email from the conference organiser

Morning or Afternoon Tea

See Conference Schedule

Respond via email

Platinum sponsors only

Select your booth location

Within 7 days of receiving an email from the conference organiser

You will receive an email with the floor plan so that you can select your booth location preferences from the available spots.

Respond via email

All exhibitors (including sponsors with a booth included in their package)

Select your preferred date for the banner ad placement in one of the IEAA weekly eBlasts to members (for PLATINUM ONLY)

Within 7 days of receiving an email from the conference organiser

This is info for PLATINUM ONLY.

You will receive an email with the available dates so you can make your selection and confirm via email.

Respond via email

Platinum sponsors only

Supply artwork for ad placement in the IEAA weekly eBlast to members

5 working days before the email distribution date

Supply a .PNG file, 600 wide x 280 high pixels. Please also provide the URL to hyperlink to your banner.

Upload the file via the Exhibitor Portal

Platinum sponsors only

Inform organiser if you plan to use the booth furniture package

Within 7 days of receiving an email from the conference organiser

If you have booked a booth before Friday 31 May, a furniture package (table and chairs) is included. Please confirm by Friday 28 June if you will be using this package.

Complete the Exhibitor Response Form

Exhibitors confirmed by Friday 28 June

Login to the Exhibitor Portal

From Monday 1 April

The Exhibitor Portal will be available to confirmed exhibitors and sponsors

Refer to Exhibitor Portal Welcome Email for instructions

All sponsors and exhibitors

Submit artwork of sponsored branded items for approval

Friday 21 June

Submit artwork proofs for branded items for approval

Email your artwork proofs to Conference organisers

Branded items sponsors

Submit custom booth designs

Friday 23 August

All custom booth designs must be approved by the conference organiser. If you are using Harry The Hirer ot the other stand builder please ensure they submit the design to aiec@thinkbusinessevents.com.au.

Email plans to Conference organiser

Exhibitors who have custom stands

Submit rigging plans

Friday 23 August

All rigging requests must be approved by the conference organiser.

Email plans to Conference organiser

All exhibitors who have rigging requirements

Confirm activities and catering for your hosted tea break

Friday 23 August

1. Advise organisers of branded catering/catering items for your break

2. Advise organisers of giveaway details

3. Discuss any activations you would like to organise during the break (if applicable) – please note this is subject to approval

Respond via email

Platinum sponsors only

Order catering on your booth

Friday 23 August

If you are hosting a function or providing additional catering on your booth.

Complete the MCEC Catering Form on the MCEC website

All exhibitors

Pay balance owed and send remittance advice

Friday 23 August

Pay balance owed and send remittance advice

Email the remittance advice to Conference organisers

All sponsors and exhibitors

Submit artwork of sponsored branded items for approval

Friday 23 August

Submit artwork proofs for branded items (e.g. sponsored stationery, water bottles, etc)

Email your artwork proofs to Conference organisers

Branded items sponsors

Submit artwork for sponsored spaces

Friday 23 August

Details to be confirmed with each sponsor, subject to package booked.

Upload to the Exhibitor Portal

Coffee cart, Networking Lounges, Charging Station, Wifi sponsors

Submit banners for app

Friday 23 August

Specifications to be confirmed.

Upload to the Exhibitor Portal

App sponsor

Attend the Exhibitor Information Session

Tuesday 20 August 3PM

Attend the Exhibitor Information Session on Tuesday 20 August at 3PM 

Session information will be provided via the Exhibitor Portal

All sponsors and exhibitors

Upload organisation profile and giveaway details for conference App

Friday 23 August

Limit of 100 words.

Contact details can include website and social media links.

Upload the information to the Exhibitor Portal

All sponsors and exhibitors

Register using the complimentary registrations included in your package or the additional registrations purchased as a package

Friday 23 August

Social dinner tickets cannot be guaranteed after this date.

Complete the Sponsor/Exhibitor Registration Form

All sponsors and exhibitors

Last chance to purchase exhibitor registrations at the early bird rate ($1,355)

Monday 2 September

Complete the Sponsor/Exhibitor Registration Form

All sponsors and exhibitors

Book your accommodation

Monday 2 September

Last chance to book accommodation through our Accommodation provider Ozaccom+ at the discount rate

See Registration & Accommodation section

All sponsors and exhibitors

Supply Public Liability Insurance Certificate

Monday 2 September

Please supply a copy of your insurance as proof that your company, staff and materials will be insured for the bump in period and dates of the conference (21 to 25 October).

Upload the certificate to the Exhibitor Portal

All exhibitors

Order furniture from Harry The Hirer (HTH)

Monday 2 September

Visit the Harry The Hirer website to download the HTH Exhibition Catalogues.

Complete the HTH Order Form on the HTH Portal

All exhibitors

Order signage from Harry The Hirer (HTH)

Monday 2 September

Visit the Harry The Hirer website to download the HTH Exhibition Catalogues.

Complete the HTH Order Form on the HTH Portal

All exhibitors

Provide details of giveaway offer

Monday 2 September

Advise organisers of the details of your giveaway for promotion at the conference. 

Upload a Word file via the Exhibitor Portal

All exhibitors

Supply promotional video file

Monday 2 September

Duration: Your video must not exceed 30 seconds.

File Minimum Resolution:

• 3840x2160 4K (preference), or
• 1920x1080 (minimum)

File type: .mp4 or .mov

No audio required. Captions are required.

This video will be played during plenaries and hosted tea breaks. 

Upload the video to the Exhibitor Portal

Platinum sponsors only

Supply content for promotional eBlast

Monday 2 September

Limit text to 100 words.

Upload a Word file to the Exhibitor Portal

Major sponsors

Supply artwork for pre-show reel in all concurrent sessions

Monday 2 September

Supply one JPEG or PNG file, 1920 x 1080 pixels. This will be displayed on large screens at the venue.

Upload the file via the Exhibitor Portal

Major sponsors

Book freight forwarding company to deliver your goods to the venue

All deliveries for AIEC must be directed to the MCEC Loading Dock (situated on the south side of the building) NO EARLIER THAN TUESDAY 22 OCTOBER. Anything arriving without a label or before this date will NOT be accepted.

See Freight Forwarding section for more details

All exhibitors

Book freight forwarding company to pick up your goods from the venue (collection)

All goods must be collected by FRIDAY 25 OCTOBER.

See Freight Forwarding section for more details

All exhibitors

Complete the MCEC online Induction

5 working days prior to exhibition bump-in on Tuesday 22 October

All exhibitors and contractors at the venue during bump in/ bump out must complete the exhibitor venue induction.

Visit MCEC Online Induction Portal or MCEC Induction website

All exhibitors