Please find below further details about the 2019 AAGE Conference Expo.
What other exhibitors are doing
To help you plan your expo participation and avoid duplication, please click here to find a list of all exhibitors and their expo themes, services/giveaways and prizes.
The Hilton Sydney's Grand Ballroom Foyer will be utilised for the 2019 AAGE Conference Expo.
Floorplan and table location
These are determined by the AAGE based on level of sponsorship and venue requirements. Exhibitors will be provided with a copy of the floorplan with their stand number at least two weeks prior to the event. Exhibitors will then be escorted to their allocated table upon arrival on Wednesday 30th October and offered assistance to set up.
Wednesday 30th October, 11.30am - 3.45pm and Thursday 31st October, 7.30am - 3.45pm. The expo is not open on Friday 1st November. Final times will be provided to exhibitors closer to the event.
The expo is only operational during breakfast, morning tea, lunch and afternoon tea.
Bump in/Bump out
Bump in - 8.00am - 11.00am on Wednesday 30th October
Bump out - by 5.30pm on Thursday 31st October
Please advise if you are building a custom stand for this exhibition. Booths must be no higher than 2.5m. Please provide contact information for your stand builder and your plans for approval. Contact details of builders required so that the Hilton can schedule their access time into the loading dock for access. Please do not just turn up on the day as the dock may not be free.
In order to gain access to the Loading Dock, the Loading Dock Access Form must be completed and emailed to firstname.lastname@example.org no later than 2 weeks prior to the bump-in date, otherwise access to the loading dock may be denied on the day.
Custom stand builders: As soon as you have unloaded at the loading dock, please remove your truck/van so that the next exhibitor can unload. Please click for loading dock and lift access details for your information. Please note that parking is PROHIBITED in the loading dock.
As a standard rule, if there is no security on duty, then no access to the loading docks will be granted. Traffic control officers are responsible for ensuring that any person delivering to the organiser’s contracted space leaves the loading dock once the delivery is complete.
After exhibition closes, please have all the boxes and banners packed and boxes clearly labelled including completed courier documents i.e. FEDEX or DHL documents attached. Please ensure that NO items are left behind. Approval is required to leave items behind and MUST be collected no later than two working days after the event from the Loading Dock. Please ensure that you advise one of the Hilton Staff if you are having it collected so that we store them accordingly. A Hilton staff member will come around to each stand to provide labels and ensure your items are packed up before you leave. Any items not collected or packed up will be disposed of.
In order for the hotel to plan the amount of deliveries coming into the hotel for the conference, please kindly advise the following:
If large deliveries are being made to the hotel, a loading dock access form (above) must be completed.
Please ensure that all deliveries, stands etc. coming into the hotel are clearly labelled with this delivery label. Please complete the information as required and place label on ALL items you are delivering.
If exhibitors are sending deliveries via courier, please ensure they put their own details as the consignee.
Due to limited storage space and a high turnover of events, event items will not be accepted more than two working days prior to the event date.
Event items will only be stored for two working days after event completion. A charge of $50 per item per day will be charged if items are not picked up.
Please note that the hotel does not accept responsibility for the loss or damage of any materials accepted/stored by the hotel.
Event items must be delivered to the loading dock and within the pre-arranged times.
Kindly advise information on your deliveries by close of business on Friday 11th October 2019.
Each expo space is 2000mm (L) x 1500mm (D).
Exact table dimensions are 1830mm (L) x 500mm (D) x 720mm (H).
Please note that Diamond, Platinum and Gold sponsors are provided with a double sized space.
What is provided by the venue/AAGE
1 x trestle table if requested (tables are not clothed however tablecloths can be hired if necessary. Double spaces are provided with two tables if requested, placed together, end-on-end)
2 x chairs if requested
Access to power
What is provided by exhibitors
Any other AV requirements
Staff to manage your stand
Basic Wi-Fi will be available for exhibitor use. Stands that require more than the provided wireless internet are responsible for purchasing this individually via the Exhibitors Internet Form at least 7 days prior to the conference.
Furniture & AV requirements
The Hilton’s preferred furniture and AV supplier is Expo Evolution. Exhibitors are welcome to view Expo Evolution’s products at www.expoevolution.com.au and contact Elaine Pace at email@example.com or on 02 9604 3075 with any queries or to place an order. Alternatively, exhibitors are free to utilise a company of their own choosing to hire additional furniture and AV equipment. All exhibitors engaging a third party must provide all details (name, contact details and what is being delivered).
Bringing electrical equipment onsite
Should any exhibitors bring any electrical equipment onsite as a part of their booth, please be aware that all electrical items must be tagged and tested before they can be allowed onsite. Laptops are excluded from this requirement.
The power supply at the hotel is 10 AMP. Please note that if 3 phase power is required, only certain areas in the exhibition space will allow for this. If 15 AMP is required, the supplier will need to be positioned close to the 3 phase power point and supply their own splitter.
Bringing food and drink onsite
Please click here for the exhibition additional catering list. Please contact firstname.lastname@example.org if you do need the hotel to supply catering at your stands. All orders must be received at least two weeks prior to the event, or a 20% surcharge will apply to the total amount.
You may NOT bring any outside food or drink into the Hilton for consumption during the event, unless agreed by the AAGE and Hilton Sydney in writing and in advance of the event. A food disclaimer form and an external supplier form must be completed. In addition to this, an external supplier fee of $350 will apply. All forms need to be signed and returned at least 10 days prior to your event. If exhibitors provide external catering on the day without prior approval from the Hilton this will be refused.
Collect the stamps/passport game for delegates
We will be running a Stamp Collection Competition once again this year during the expo. Our aim for this activity is to maximise your opportunity to engage with delegates and add some fun to the mix. This activity involves the following:
Each exhibitor will be provided with a self-inking stamp
Upon registration, each delegate will be given a card with a grid of squares, containing the names of each exhibitor
Delegates will be encouraged to visit each exhibitor during the expo, with the aim of having all the squares in the grid stamped
Upon completion of the required number of stamps, delegates will be eligible to enter our major prize draw, which will run separately on both expo days (offering each delegate two chances to play and win!)
The stamp card will also allow each delegate to cast their vote for the Award for Most Popular Exhibitor.
Award for Most Popular Exhibitor
We encourage you to put additional effort into your expo stand so that your organisation can be in the running to win this year's 'Award for Most Popular Exhibitor'. This Award will be determined by delegate votes during the expo and presented at the annual AAGE Gala Dinner, to be held on the evening of Thursday 31st October at the Grand Ballroom, Hilton Sydney.
We encourage sponsors and exhibitors to run a business card/lucky draw competition to maximise delegate interaction. You will be provided with a bowl with which to accept business cards and we are happy to assist by announcing the winner/s in our main room during the course of the conference. Please provide us with details about your prize/s.
Some points to remember:
If you are hoping to offer an exclusive prize, please advise Samantha Duff via email@example.com as soon as possible. Samantha will, where possible, dissuade others from offering the same prize.
Sponsors and exhibitors should not enter the draw themselves, nor should they enter themselves into the prize draws of other exhibitors.
In addition to collecting delegate details via business cards, sponsors and exhibitors will also have access to lead generation software via their smartphones. This will enable sponsors and exhibitors to scan delegates' QR codes to access their name, job title, organisation and email address.
We are happy to arrange exhibitor passes for staff manning your stand. Please note these will grant access to the exhibition area only and won't grant entry to the day sessions or evening events. Passes to these sessions/events are available for purchase separately. Please provide the name, email address and dietary requirements for each exhibitor to firstname.lastname@example.org by Friday 4th October. Whilst there are no formal limits to the number of exhibitors you can have manning your stand at once, please keep your expo space size in mind as exhibitors will be required to remain within their space's boundaries.
Lunch will be provided to exhibitors on each day of the expo, based on the information provided by exhibitors as to the number of staff planning to be present at the expo each day. This lunch will be served outside of the delegate break times to maximise your opportunities to interact with delegates. Please advise us of any specific dietary requirements in advance as noted above.
Self-parking is available at Secure Parking at Hilton Sydney. The cost is $58.50 per day per entry (prices may change without prior notice).
Enter Secure Parking via the driveway at 255 Pitt Street, once you turn left onto driveway, follow the down ramp on the right hand side to the underground car park. **make sure to enter Hilton/Secure parking, not Wilson Parking.
At the boom gate, collect 2 tickets from the machine, the button only needs to be pressed once and wait for 2 tickets to be produced.
Proceed through gate and follow the signs around to the right, pulling up at the stop sign where an attendant will be waiting to park your vehicle.
**If there is no attendant and you must leave your vehicle, PLEASE LEAVE YOUR KEYS IN THE VEHICLE**
To collect your vehicle, use the Secure Parking lifts located next to the guest relations desk from ground floor of the hotel. Take Secure Parking’s ticket to Cashier’s desk and follow their instructions.