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

Most entitlements in the AIEC 2025 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 Tuesday 15 April 2025. 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
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.	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
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 30 May, a furniture package (table & chairs) is included. Please confirm NO LATER THAN Friday 27 June if you will be using this package.	Complete the Exhibitor Response Form	Exhibitors confirmed by Friday 27 June
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 DIAMOND & PLATINUM ONLY. Lunch (for Diamond sponsor) Morning or Afternoon Tea (for Platinum sponsors) See Conference Schedule	Respond via email	Diamond and Platinum sponsors only
Select your preferred date for the banner ad placement in one for the IEAA weekly eblasts to members	Within 7 days of receiving an email from the conference organiser	This is info for DIAMOND & PLATINUM ONLY. You will receive an email with the available dates so you can make your selection and confirm via email.	Respond via email	Diamond and Platinum sponsors only
Supply artwork for ad placement in the IEAA weekly eblast to members	5 working days before the email distribution date	This is info for DIAMOND & PLATINUM ONLY. Supply a .PNG file, 600 wide x 280 high pixels. Please also provide the hyperlink (URL) to your banner.	Upload the file via the Exhibitor Portal	Diamond and Platinum sponsors only
Login to the Exhibitor Portal	From Tuesday 15 April	The Exhibitor Portal will be available to confirmed exhibitors and sponsors	Refer to Exhibitor Portal Welcome Email for instructions	All sponsors and exhibitors
Attend the Exhibitor Information Session	Wednesday 13 August – 3pm AEST		Session information will be provided via the Exhibitor Portal and email	All sponsors and exhibitors
Supply article and image for promotional eblast	Friday 15 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
Submit artwork of sponsored branded items for approval	Friday 15 August	Submit artwork for branded items (e.g. Sponsored stationery, water bottles, etc)	Email your artwork to Conference organiser	Branded items sponsors
Submit artwork for sponsored spaces	Friday 15 August	Details to be confirmed with each sponsor, subject to package booked.	Email your artwork to Conference organiser	Coffee cart, Lounges, Charging Station (if applicable)
Submit custom booth designs	Friday 15 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 they submit the design to aiec@thinkbusinessevents.com.au.	Email plans to Conference organiser	Exhibitors who have custom stands
Submit rigging plans	Friday 15 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 15 August	If you are hosting a function or providing additional catering on your booth.	See the catering menu and complete the NCCC Exhibition Manual and catering form	All exhibitors
Confirm activities and catering for your hosted lunch/tea break	Friday 15 August	Advise organisers of branded accessories/catering items for your break Advise organisers of giveaway details Discuss any activations you would like to organise during the break (if applicable) – please note this is subject to approval	Respond via email	Diamond and Platinum sponsors only
Submit banners for app	Friday 15 August	Specifications to be confirmed.	Upload to the Exhibitor Portal	App sponsor only
Pay balance owed and send remittance advice	Friday 29 August	Balance of sponsorship and exhibition payment due.	Email the remittance advice to Conference organisers	All sponsors and exhibitors
Upload organisation profile and giveaway details for conference App	Friday 12 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
Last chance to register all your complimentary registrations for all staff members	Friday 12 September	Register using the complimentary registrations included in your package. Social dinner tickets cannot be guaranteed after this date.	Complete the Sponsor/Exhibitor Registration Form	All sponsors and exhibitors
Supply Public Liability Insurance Certificate	Friday 12 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 (14 to 17 October 2025).	Upload the certificate to the Exhibitor Portal	All exhibitors
Order furniture from Harry The Hirer (HTH)	Friday 12 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)	Friday 12 September	Visit the Harry The Hirer website to download the HTH Exhibition Catalogues.	Complete the HTH Order Form on the HTH Portal	All exhibitors
Supply promotional video file	Friday 12 September	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.	Email to Conference organiser	Diamond and Platinum sponsors only
Supply promotional slide	Friday 12 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 for SponEx early bird registration ($1,425)	Friday 12 September	Purchase additional exhibitor registrations at the early bird rate of $1,425 before 12 September	Complete the Sponsor/Exhibitor Registration Form	All sponsors and exhibitors
Book your accommodation	Friday 12 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 12 September	All deliveries for AIEC must be directed to the NCCC Exhibition Hall Loading Dock (via Constitution Avenue) NO EARLIER THAN MONDAY 13 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 12 September	All goods must be collected by FRIDAY 17 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 NCCC site Induction	On exhibition bump-in (Tuesday 14 October)	All exhibitors and contractors at the venue during bump in/ bump out must complete NCCC manual site induction.	The induction is conducted manually, in person, prior entering the venue.	All exhibitors