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

Most entitlements in the sponsorship and exhibition packages are subject to printing or production deadlines. Information, artwork for branded items, documentation, forms, video files, asset files and other information (as noted below) must be supplied or completed in the agreed format, to specifications and by the due date set out below. Failure to do so may result in entitlements being cancelled without reimbursement.

Some dates are tentative or have not yet been confirmed.

Once your application to exhibit and/or sponsor is approved, you will be able to login to the AIEC Exhibitor Portal, where you can manage all the tasks related to your sponsorship/exhibition entitlements. It is important that you check these tasks regularly and assign one person to manage the tasks.

The Exhibitor Portal will be accessible from Friday 1 May. An email with login instructions will be sent to the main contact for your organisation from aiec@thinkbusinessevents.com.au. If you do not receive this email, please contact us.

Task	Due date	Specs/ details	Instructions	Applicable for
Pay 50% Invoice due within 14 Days	Within 14 days of confirmation (ASAP)	50% payment of the invoice is due within 14 days from the confirmation date to secure your package.	Any enquiries email to Conference organiser	All sponsors and exhibitors
Final payment (balance)	Within 30 days from the invoice date	The remaining balance is due within 30 days of the invoice date.	Any enquiries email to Conference organiser	All sponsors and exhibitors
Supply organisation logo artwork	Within 7 days of confirmation (ASAP)	Supply a vector logo in .AI or .EPS format, and a JPEG version. 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.	Complete Exhibitor Response Form	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 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 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 Exhibitor Response Form	All sponsors and exhibitors
Inform organiser if you plan to use the booth furniture package	Within 7 days of receiving an email from the conference organiser	Each booth package includes a furniture package (table & chairs). Please confirm if you will be using this package.	Complete Exhibitor Response Form	All sponsors and exhibitors
Select your booth location	Within 7 days of the floorplan being released by 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 hosted lunch or tea break date/time	Within 7 days of receiving an email from the conference organiser	This is info for ruby & PLATINUM ONLY. Lunch (for Ruby sponsor) Morning or Afternoon Tea (for Platinum sponsors) See Conference Schedule	Respond via email	Ruby and Platinum sponsors only
Login to the Exhibitor Portal	From Friday 1 May	The Exhibitor Portal will be available to confirmed exhibitors and sponsors	Refer to Exhibitor Portal Welcome Email for instructions	All sponsors and exhibitors
Supply artwork for ad placement in the IEAA weekly eblast to members	5 working days before the email distribution date	This is info for RUBY & PLATINUM ONLY. Supply a .PNG file, 600 wide x 200 high pixels. We will use the hyperlink from your exhibitor response form.	Upload the file via the Exhibitor Portal	Ruby and Platinum sponsors only
Attend the Exhibitor Information Session (recorded)	Thursday 13 August	The session explains: Key conference updates and important reminders Exhibitor deadlines and use of the Exhibitor Portal Exhibition logistics (bump‑in / bump‑out, onsite info) Conference app, networking and sustainability initiatives	Session recording will be available via the Exhibitor Portal	All sponsors and exhibitors
Supply article and image for promotional eblast	Friday 14 August	Limit text to 100 words. 1 x image can be supplied for your article (JPG and PNG only) and hyperlinks Used in “Our sponsors” eblast to registered delegates.	Upload a Word file to the Exhibitor Portal	Major sponsors
Supply promotional video file	Friday 14 August	Duration: Maximum 30 seconds, including audio. Captions: Required. Resolution: Full-width (3240x1080 MP4) or standard (1920x1080 MP4). File Type: MP4. Usage: Played during plenary pre-show reels.	Upload to the Exhibitor Portal (or email to conference organiser if your file is too large to upload)	Ruby and Platinum sponsors only
Submit artwork of sponsored branded items for approval	Friday 14 August	Submit artwork for branded items (e.g. Sponsored stationery, water bottles, etc) Artwork specifications will be shared by the conference organiser.	Email your artwork to Conference organiser	Branded items sponsors
Submit custom booth designs	Friday 14 August	All custom booth designs must be approved by the conference organiser and the convention centre. If you are using Harry The Hirer or the other stand builder, please ensure design is submitted to conference organiser.	Email plans to Conference organiser	Exhibitors who have custom stands only
Submit rigging plans	Friday 14 August	All rigging requests must be approved by the conference organiser and the convention centre.	Email plans to Conference organiser	All exhibitors who have rigging requirements
Order catering on your booth	Friday 14 August	If you are hosting a function or providing additional catering on your booth.	See the catering menu and complete the ICC Exhibition Manual and catering form	All exhibitors
Confirm activities and catering for your hosted lunch/tea break	Friday 14 August	Advise the organiser of any activities planned at your booth during the break and confirm your catering arrangements, if applicable. All standalone sponsor & exhibitor activities or functions are subject to approval.	Respond via email	Ruby and Platinum sponsors only
Submit banners for app	Friday 14 August	600 x 200 px	Upload to the Exhibitor Portal	App sponsor only
Upload organisation profile and giveaway details for conference App	Friday 18 September	Limit of 100 words for company bio. Details can include website, social media links and giveaway (if available).	Complete Exhibitor profile/giveaway form	All sponsors and exhibitors
Supply Public Liability Insurance Certificate (compulsory)	Friday 18 September	Please supply a copy of your insurance as proof that your company, staff and materials will be insured for the dates of the conference (27/10/2026 - 30/10/2026).	Upload the certificate to the Exhibitor Portal	All exhibitors
Order signage, furniture or any upgrades from Harry The Hirer (HTH)	Friday 18 September	Standard furniture is included in the standard booth package. Order any additional furniture, signage or upgrades directly from Harry the Hirer (HTH). HTH booking portal will be shared by HTH.	Submit orders via the HTH portal or email directly to HTH	All exhibitors
Supply promotional slide	Friday 18 September	Supply one high resolution (300DPI) JPEG or PNG file or PPT (preferred format), 1920 x 1080 pixels. This will be displayed for pre-show reel in all concurrent sessions.	Email to Conference organiser	Diamond and Platinum sponsors only
Supply promotional slide	Friday 18 September	Supply one high resolution (300DPI) JPEG or PNG file or PPT (preferred format), 1920 x 1080 pixels. This will be displayed for pre-show reel in all concurrent sessions.	Upload the file via the Exhibitor Portal	Major sponsors
Last chance to register all your complimentary registrations for all staff members	Friday 18 September	Register using the complimentary registrations included in your package. Social events including Welcome Reception, Happy Hour and Conference Dinner cannot be guaranteed after this date.	Refer registration code and link to the email form conference organiser	All sponsors and exhibitors
Last chance for SponEx early bird registration ($1,430)	Friday 18 September	Purchase additional exhibitor registrations at the early bird rate at $1,430 before 18 September	Using the same registration link as above	All sponsors and exhibitors
Book your accommodation	Friday 18 September	Last chance to book accommodation through our Accommodation provider Ozaccom	See Registration & Accommodation section	All sponsors and exhibitors
Book freight forwarding company to deliver your goods to the venue (Delivery)	Friday 18 September	All deliveries for AIEC must be directed to the ICC Convention Centre Loading Dock ground Level (via Darling Drive) NO EARLIER THAN MONDAY 26 OCTOBER.  Anything arriving without an exhibitor delivery 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)	Friday 18 September	All goods must be collected by FRIDAY 30 OCTOBER. Ensure your items for pickup have the exhibitor dispatch label and consignment note attached.	See Freight Forwarding section for more details	All exhibitors
Complete the ICC site Induction	On exhibition bump-in (Tuesday 27 October)	All exhibitors and contractors at the venue during bump in/ bump out must complete ICC manual site induction.	The induction is conducted manually, in person, prior entering the venue.	All exhibitors