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 Monday 1 April. 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
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