Expo Information
Please find below further details about the 2023 AAGE Conference Expo.
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Location
The Hilton Sydney's Grand Ballroom Foyer will be utilised for the 2023 AAGE Conference Expo.
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Floor plan 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 floor plan with their stand number at least two weeks prior to the event. Exhibitors will then be escorted to their allocated space upon arrival on Wednesday 25th October and offered assistance to set up.
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Duration
Wednesday 25th October, 11.15am - 3.45pm and Thursday 26th October, 7.30am - 3.45pm. The expo is not open on Friday 27th October. Final times will be provided to exhibitors closer to the event.
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The expo is only operational during breakfast, morning tea, lunch and afternoon tea.
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Bump in/Bump out
Bump in - 8.00am - 11.00am on Wednesday 25th October (for an 11.15am Expo start)
Bump out - by 5.30pm on Thursday 27th October
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Please advise if you are planning to have a custom stand built, this must approved by the AAGE and the Hilton in advance and please provide contact details (company name, contact name and number) for your stand builder.
Custom build floorplans MUST be approved by Hilton. Custom stands must not exceed the maximum build height of 2.5 metres (Level 3, Expo Floor). If a stand exceeds the build height, Hilton has the right to ask the builder to cease construction.
Your stand builder must complete the Loading Dock Access Form in order to gain access to the loading dock. Please ensure that this is emailed to cassandra.phu@hilton.com by 1 week prior to the bump-in date, otherwise access to the loading dock may be denied on the day. Vehicles must leave the loading dock once loading/unloading is completed.
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Deliveries
Due to limited storage space and a high turnover of events, the Hilton will only accept deliveries two (2) days prior to the event date.
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Event items must be delivered to the loading dock and within the pre-arranged times. Please ensure that all deliveries coming into the hotel are clearly labelled with the attached delivery label. If you are sending deliveries via courier, please ensure that you put your own details as the consignee. Loading dock form is NOT required for courier deliveries.
After event completion, please ensure that NO items are left behind. Approval is required to leave items behind and MUST be collected no later than one (1) working day after the event from the loading dock. Please ensure that you advise one of the Hilton staff if you are having items collected so that we store them accordingly. You will need to pack up and label all items (label provided by Hilton staff onsite); as well as attach your completed courier documents.
Any items not collected or packed up will be disposed of.
Kindly note that the hotel does not accept responsibility for the loss or damage of any materials accepted/stored by the hotel.
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Table/Space dimensions
Each expo space is 2000mm (L) x 1500mm (D).
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Exact table dimensions are 1830mm (L) x 500mm (D) x 720mm (H).
PLEASE NOTE - TABLES ARE NOT CLOTHED. You are welcome to bring your own cloth should you wish.
Please note that Diamond, Platinum and Gold sponsors are provided with a double sized space.
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What is provided by the venue/AAGE
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1 x trestle table if requested (double spaces are provided with two tables if requested, placed together, end-on-end)
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2 x chairs if requested
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Access to power
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Internet access
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What is provided by exhibitors
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Display materials
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Signage
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Any other AV requirements
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Staff to manage your stand
Internet access
The Hilton Sydney offers complimentary wireless internet in the event space for all attendees.
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Stands that require more than the complimentary wireless internet are responsible for purchasing this individually – this can be done via this Exhibitor Order Form link.
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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 Maree at maree@expoevolution.com.au 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.
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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
You may NOT bring any outside food or drink into the Hilton for consumption or delegate giveaways during the event, unless agreed by the AAGE and Hilton Sydney in writing and in advance of the event. This includes small items such as wrapped mints and individual chocolates etc. Please contact Samantha Duff if you need her to assist you with venue approval for food.
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Any exhibitors who wish to serve more substantial food product at their stand (e.g. cupcakes and food platters) to conference delegates can organise this through the venue as the Hilton offers a number of catering options.
Should you prefer bring such food items in externally to offer to delegates there is likely to be an additional External Supplier charge of $350 per day that is to be paid directly to the Hilton by the exhibitor.
Please contact Samantha Duff should you wish to discuss this further and she can advise accordingly.
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If exhibitors provide external food to give away to delegates, no matter how small, 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:
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Each exhibitor will be provided with a self-inking stamp
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Upon registration, each delegate will be given a card with a grid of squares, containing the names of each exhibitor
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Delegates will be encouraged to visit each exhibitor during the expo, with the aim of having all the squares in the grid stamped
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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!)
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The stamp card will also allow each delegate to cast their vote for the Award for Most Popular Exhibitor.
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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 26th October at the Grand Ballroom, Hilton Sydney.
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Competitions/prizes
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.
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Some points to remember:
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If you are hoping to offer an exclusive prize, please advise Samantha Duff via conferencesponsorship@aage.com.au as soon as possible. Samantha will, where possible, dissuade others from offering the same prize.
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Sponsors and exhibitors should not enter the draw themselves, nor should they enter themselves into the prize draws of other exhibitors.
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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.
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Exhibitor passes
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 conferencesponsorship@aage.com.au by Friday 6th 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.
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Exhibitor catering
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.
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Exhibitor parking
Loading dock is deemed to be for loading and unloading goods only and no parking is permitted.
Parking is available at the onsite Hilton parking, owned and operated by SECURE PARKING, at your own expense - Secure Parking Website
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Self-parking is available at Secure Parking at Hilton Sydney.
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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.
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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.
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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.
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The hotel offers valet parking at $83.00 per 24 hours for 1 entry and exit.
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Waste management
Hilton Worldwide is committed to reducing its waste output by 20%. In-house waste and recycling schemes will process the majority of waste (Waste Management) but we require large, bulky items to be removed at the end of your event at your expense. Bulky items include and are not exhaustive to: Pallets, Furniture, Signage, Displays, Polystyrene, Foam Packaging.
A skip bin will be booked to cover setup and teardown rubbish. Additional cleaning charges will apply if this is not adhered to.