Expo Information
Please find below further details about the 2024 AAGE Conference Expo.
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Exhibitor Guidelines - Crown Conference Centre
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Location
The Crown Conference Centre Exhibition Hall will be utilised for the 2024 AAGE Conference Expo. The Crown Conference Centre is located next to the Crown Promenade, 8 Whiteman Street, Southbank.
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Floor plan
This is 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.
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Duration
Wednesday 30th October, 11.00am - 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.
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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 30th October (for an 11.00am Expo start)
Bump out - by 5.30pm on Thursday 31st October
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If you are planning to have a custom stand built, this must approved by the AAGE and Crown in advance. Please note that any building must take place prior to exhibitors accessing the site for OH&S reasons. Please advise who the stand builders will be along with their contact details.
After exhibition close, please have all boxes and banners packed and clearly labelled including completed courier documents attached. Please ensure that NO items are left behind.
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Deliveries
In order for the venue to plan the quantity of deliveries coming in for the conference, please advise what deliveries (i.e. boxes/equipment) have been planned for your stand.
The venue will accept deliveries from Monday 28th October.
Delivery labels for expo items are downloadable HERE. Please ensure that all deliveries are clearly labelled with this delivery label. Page 1 needs to be filled in and attached to items that are INCOMING to Crown. Page 2 is to be filled in and attached to items that are OUTGOING after the Conference.
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Any items not collected or packed up will be disposed of.
Kindly note that the venue 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 1800mm (L) x 450mm (D)
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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1 x tablecloth (brown felt)
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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
Wi-Fi will be available for exhibitor use - we will have a dedicated wifi network over the 3 days and these log in details will be made available during the Expo bump in on the Wednesday morning.
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Stands that require more than the complimentary wireless internet are responsible for purchasing this individually – please contact us directly at conferencesponsorship@aage.com.au should you wish to discuss these options further.
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Furniture & AV requirements
The expo area is being coordinated by Encore. Exhibitors are welcome to email our contact Courtney Beggs at Courtney.Beggs@encore-anzpac.com to book additional AV for their stand.
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In regards to furniture, Encore do not house any in our catalogue. The best place for exhibitors to reach out to are Crown’s Preferred Suppliers:
Dann Event Hire: http://danneventhire.com.au/
Harry the Hirer: https://www.harrythehirer.com.au/
Exhibitors are responsible for the costs associated with any furniture or AV equipment that they hire. 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) as ALL contractors must undergo Crown's OH&S online training and be issued with a contractor pass.
Bringing electrical equipment onsite
Please be aware that all electrical equipment brought onsite to be used on exhibitor booths must be tagged and tested, including laptops.
​Further information can be found from Crown HERE. Please let us know what electrical equipment you are planning to bring as you may be required to complete a contractor induction depending on the set up.
Bringing food and drink onsite
Exhibitors must notify the AAGE in advance if they wish to bring external food or beverages into the venue as this must be approved by the venue in advance.
Please contact Samantha Duff should you wish to discuss this further and she can forward you the required Food and Beverage Waiver form that will need to be filled in and submitted for approval.
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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 Crown, this may 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 31st October at the Palladium Ballroom, Crown Melbourne.
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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 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.
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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.
The Crown Conference Centre offers convenient parking options for its guests. There are multiple parking structures located nearby, including a surface lot and a parking deck.
The parking deck offers elevator access to the conference center, making it a convenient option for attendees. The parking structures are open 24/7 and offer ample parking for cars, vans, and buses. The rates for parking are reasonable, with daily rates ranging from $5 to $20, depending on the structure and proximity to the centre. Additional parking information, including maps and rates, can be found on the Crown Conference Centre's website.
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https://www.crownhotels.com.au/melbourne/events-conferences/venues/crown-conference-centre
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Exhibitor Guidelines - Crown Conference Centre​
Please click HERE to view the venue Exhibitor Guidelines.
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