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Exhibition Floor Plan

FEDERATION BALLROOM, HOTEL GRAND CHANCELLOR HOBART
ANZSN ASM 2020 Exhibition Floor Plan_PNG

Site Allocations

1 16
2 ALEXION 17
3 18
4 19
5 20
6 21 OTSUKA
7 22
8 23
9 24
10 25 Reserved for Silver Society Sponsor
11 26 Reserved for Silver Society Sponsor
12 27 AMGEN
13 28 ROCHE
14 29 Reserved for Platinum Society Sponsor
15 30 ASTRAZENECA

Catering will be situated to maximise delegate flow throughout the exhibition. The exhibition floor plan is subject to change without notice. The floor plan is not to an exact scale, but accurately represents the relative position and sizes of exhibition spaces. All corner booths will have the side wall removed unless otherwise ordered.

Only two baristas will be featured in the exhibition as part of exclusive Barista Cafe Sponsorships. No other exhibitors are permitted to include a barista on their stands.

Exhibition Allocations

Companies will be given choice of booth position in order of their booking date and level of sponsorship.  During the booking process please submit your top three preferences.

Exhibition

Standard Booth Inclusions

Each standard structure exhibition booth includes the following items unless using a custom build:

  • 2.5m high white melamine panel walls (non-Velcro compatible)
  • Fascia board (2 x fascias for corner sites) company signage (up to 30 characters including spaces with black vinyl text
    on a white board)
  • 2 x track spotlights per 9sqm
  • 1x single 4amp power outlet per stand (2m x 3m / 3m x 3m)
  • 1.8m trestle table with a black cloth & 2 chairs (provided by the ICC Sydney)

Bump In & Bump Out

  • ExpoTas Exhibition Build Bump In: From 0700 to 1200, Sunday, 29th November 2020
  • Custom Build Bump In: From 0700 to 1800, Sunday, 29th November 2020
  • Exhibitor Staff Bump In: From 1400 to 2200, Sunday, 29th November 2020
  • Exhibitor Staff Bump Out: From 1330 to 1630, Wednesday, 2nd December 2020
  • Custom/ExpoNet Build Bump Out: From 1630 to late, Wednesday, 2nd December 2020

Exhibition Opening Times

The exhibition area will be open to the delegates at the following times:

  • 0700-1930, Monday 30th November (includes the Welcome Reception)
  • 0700-1530, Tuesday 1st December
  • 0800-11400, Wednesday 2nd December

Your Contact Person

When booking please appoint a single point of contact within your Organisation. All bookings will be recorded under the one name and all correspondence will be sent to this person.

Representatives

Anyone from your Organisation attending the conference or guests you wish to invite to the ASM must register with Conference Design before the meeting. An official ASM name badge will be required to access the meeting and exhibition areas.

  • Additional 3 day exhibitor pass including Welcome Reception $550
  • Additional 1 day exhibitor pass (Mon/Tues/Wed) $300
  • Gala Dinner ticket $180

Conference Manager

Please contact Anna Patterson at Conference Design to discuss support the Meeting or to make amendment to your current package.

Exhibition Supply Company

ExpoTas is the appointed local exhibition supply company. ExpoTat supply exhibition booths, furniture hire, fascia/name board, lighting & power, signage, audio visual, plants, custom stands.  ExpoTas also have trades people available if you require assistance with installing custom stands and also with custom stand builds and concepts.

Contact Rod Street – Exhibition Coordinator for your booth, furniture and AV requirements.

e: rod@expotas.com.au
p: +61 3 6287 6462

Venue

Venue Contact

Jarrod Earley

E: cecoordinator@hgchobart.com.au
P: 03 6235 4589

Visit the HGC Exhibitor Service Guide for all necessary and handy information about exhibiting at the HGC Hobart.

Onsite Storage

There will be limited on-site storage facilities for packing materials, boxes and giveaways.

Exhibitors cannot leave boxes and packing material in the exhibition display area during the show.

Deliveries

Late and missing deliveries are the main problem for sponsors and exhibitors when arriving onsite for a conference.

  1. Download and use the delivery label provided by the venue.
  2. Confirm with your courier the delivery has been made BEFORE you arrive.
  3. Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive.
  4. Goods will only be accepted between the hours of 0900 and 1600, from Wednesday 25 November 2020.

Collections

  1. Download and use the collection label provided by the venue.
  2. Box up any materials requiring collection and leave on your stand for collection by venue staff during bump out.
  3. Arrange for collection of the items with your courier as per the pick up details noted in the collection label.
  4. Check with your courier whether a consignment note/number is required. If so include these details on your boxes before they are collected by the venue staff.
  5. Freight will be available for collection from the loading dock from 9am Thursday 3 December 2020

Booth Giveaways

ANZSN supports the ethical codes of conduct on interactions with healthcare professionals including, but not limited to, Advanced Medical Technology Association (AdvaMed) Code of Ethics on Interaction with Healthcare Professionals; the American Medical Association (AMA) Gifts to Physicians from Industry Ethical Opinion 8.0611; The Pharmaceutical Research and Manufacturers of America (PhRMA) Code on Interactions with Healthcare Professionals; and other ethical guidelines and standards that describe the appropriate relationships between physicians and industry. ANZSN refers exhibitors to these guidelines and expects all exhibitors at the ANZSN ASM 2018 to be in compliance.

Advertising Formats & Specifications

Pocket Program Advert

  • High resolution, colour PDF
  • A4 portrait orientation, 210mm x 297mm
  • 3mm bleed and no crop marks

DUE: Friday 31st October 2020 sam@conferencedesign.com.au 

Profiles

  • Sponsors – 200 word profile
  • Exhibitors – 50 word profile

Include contact details so delegates can connect with your organisation. The profile will be displayed in the App and on the website.

DUE: Immediately only exhibition/sponsorship booked.  The earlier the longer exposure your organisation will receive.  Email to sam@conferencedesign.com.au

Logos

Your logo should be a high resolution PNG, JPG or TIFF image, no less than 250 KB in size. It will be used on the web, print and PowerPoint slide.

DUE: Immediately only exhibition/sponsorship booked.  The earlier the longer exposure your organisation will receive.  Email to sam@conferencedesign.com.au

eSatchel Insert (PDF Brochure/Flyer)

  • High resolution, colour PDF
  • A4 portrait orientation, 210mm x 297mm
  • Maximum size of 1MB (multiple pages allowed)
  • No bleed and no crop marks
  • PDFs will be uploaded as ‘as received’

DUE: Friday 31st October 2020 sam@conferencedesign.com.au 

Video eSatchel Insert Specifications

We are giving Conference Partners an opportunity to have a short video linked to the eSatchel in the App. Your video will be uploaded to Vimeo and linked to the eSatchel in the app and online. Delegates will be able to view the video on their mobile devices or desktops. As this is a new option we would recommend using existing content or creating a short promotional video – to maximise views be creative!

  • Maximum size of 20MB
  • MP4 or AVI formats

Holding Slide Advert

  • 1 x PowerPoint slide
  • Landscape orientatoin
  • 16:9 ratio
  • Advertss will be uploaded as ‘as received’

DUE: Friday 31st October 2020 sam@conferencedesign.com.au 

Terms and Conditions for Sponsors and Exhibitors

Bookings & Payments

Acceptance of Terms and Conditions
Conference Design Pty Ltd, members of the Organising Committee and the Host Organisation are collectively referred to as The Organisers.

The Organisation listed on the sponsorship and exhibition application will be referred to as your Organisation or collectively as sponsors and exhibitors.

By returning a Sponsorship and Exhibition Booking Form you are accepting these terms and conditions.

Acceptance of Applications
Conference Design will issue a Tax Invoice once a Sponsorship and Exhibition application has been accepted.

Any advertising is not an offer capable of acceptance. The Organisers reserve the right to decline any sponsorship and exhibition application.

GST and AUD
All costs are inclusive of GST and listed in Australian Dollars.

Payments
Payment is required within 14 days of us issuing your Tax Invoice to confirm your application.

Sponsorship and exhibition entitlements, including the allocation of exhibition space, do not commence until payment has been received.

Cancellation of Sponsorship and Exhibition Bookings
Once a sponsorship and exhibition application has been accepted all payments are non-refundable. If you are no longer able to attend the conference please contact Conference Design to discuss your participation.

Cancellation or Postponement of the Conference
The Organisers do not accept any liability for losses incurred if the conference is cancelled or postponed due to an event that renders proceedings with the meeting inadvisable, illegal, impracticable or impossible.

If the conference is cancelled or postponed refunds will not be issued but available funds will be credited towards the rescheduled conference.

An unforeseen event could include, but is not limited to, an infectious disease outbreak; industrial disruptions; service provider failures; governmental restrictions or regulations; war or apparent act of war; terrorism or apparent act of terrorism; disaster; civil disorder, disturbance, and/or riots; curtailment, suspension or restriction on transportation; or any other emergency.

General Information

Disclaimer and Changes
Every effort has been made to present all the information accurately, however no liability is accepted for any inaccuracy and the Organisers reserve the right to change any published information.

The Organisers reserve the right to amend, update or delete sponsorship and exhibition packages and the exhibition floor plan.

Exhibition Floor Plan
The exhibition floor plan is subject to change without notice. The floor plan is not to an exact scale, but accurately represents the position and sizes of exhibition spaces.

Correspondence
When booking please appoint a single point of contact within your Organisation. All bookings will be recorded under the one name and all correspondence will be sent to this person.

Allocation of Exhibition Spaces
Conference Design will allocate exhibition spaces after taking into account each organisation’s sponsorship, the date of application, preferences, proximity to competitors and any other matters deemed relevant.

Insurance
All sponsors and exhibitors must have adequate insurance for the period of the conference, including public and products liability cover and professional indemnity insurance. We may request a certificate of currency.

Indemnity
Your Organisation shall indemnify and hold harmless the Organisers for any loss, damage to property or injury to persons suffered as a result of your participation in the conference, except where the Organisers are found to be negligent.

Supply of Goods and Services
The supply of any goods, services, samples or advice is entirely at your Organisation’s own risk.

During the Conference

 

Security
No valuable items should be left unattended at your exhibition at any time and especially not overnight. No responsibility is accepted for any loss or damage to equipment and display materials.

Representatives
Anyone from your Organisation attending the conference or guests you wish to invite to the conference must register with Conference Design before the conference. An official name badge will be required to access the meeting and exhibition area.

Custom Stands
All custom stands must fit within the purchased exhibition space. Custom stands must not exceed 3.0 metres high. If you have any questions please email us a floor plan and elevations of your proposed stand.

Delegate List
Due to privacy requirements the delegate list will be supplied on the Conference App at the time of the conference and will include name, organisation and state.

Interactive Exhibitions
Whilst we encourage you to develop entertaining and interactive displays to attract delegates, please be mindful not to disturb other exhibitors or delegates.

Storage
There is limited storage space on site for exhibition equipment or packaging.

Signage at the Venue
The venue doesn’t allow any signage to be fixed to walls or other surfaces. Your signage should be free standing to allow for easy placement and should be contained with your exhibition space.

Dismantling Displays
Due to safety requirements you will not be able to dismantle your display before the published closing time.

Damage to the Venue
Your Organisation shall indemnify the Organisers from all liability for damage to the venue deemed to have been caused by your staff, contractors, agents or guests. The cost of repairs will be the sole responsibility of your Organisation.

About ANZSN

The ASM is hosted by Australian and New Zealand Society of Nephrology.

The aims of the Society are to promote and support the study of the kidney and urinary tract in health and disease, and to ensure the highest professional standards for the practice of nephrology in Australia and New Zealand.

Conference Managers

Please contact the team at Conference Design with any questions regarding the Annual Scientific Meeting

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