Exhibition Floor Plan

The exhibition will run for the duration of the conference with morning tea, afternoon tea and lunch served in the exhibition area. The welcome reception will also be held in the exhibition area.

Flooring: The venue is carpeted.

Important:  Booths may be renumbered on the final floor plan.  Please do not advertise your number to delegates until the final floor plan is released.

Exhibition Allocations

# Organisation # Organisation
01 ACIAR 06 Elementar Australia
02 NSW DPI 07 Seasol
03 NSW DoPIE 08 Soil CRC
04 AORA and Peats Soil & Garden 09 CSIRO Adelaide
05 Environmental Analysis Laboratory (EAL) 10 CSIRO Publishing

Exhibition Schedule

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

Sunday 6th October 2019

  • 0800-1400 Build
  • 1400-1700 Exhibition Staff Bump In
  • 1700-1900 Welcome Reception for all delegates in the Exhibition

Monday 7th October 2019

  • 0730-1615 Exhibition Open
  • 1800-2000 Early Career Researcher Networking Event

Tuesday 8th October 2019

  • 0730-1600 Exhibition Open

Wednesday 9th October 2019

  • 0730-1600 Exhibition Open

Thursday 10th October 2019

  • 0730-1400 Exhibition Open
  • 1400-1500 Exhibition Bump Out
  • 1500-1800 Exhibition Breakdown

Booth Inclusions

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

  • 2.4m high velcro-compatible Corinthian walling (black)
  • Fascia board (2 x fascias for corner sites) company signage – up to 30 characters including spaces with black vinyl text
    on a white board (full colour or logo signs can be produced at an additional cost)
  • 2 x LED spotlights per 3m x 2m booth mounted behind fascia panel
  • 1 x single 4amp power outlet per 3m x 2m booth mounted on rear wall (power boards can be ordered at an additional cost)
  • Trestle table (45cm in depth, 75cm cm high and 180cm long) with a black cloth & 2 chairs (provided by Hilton Adelaide Hotel)

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 conference name badge will be required to access the conference and exhibition area.

Check your package for number of registrations included in your booking.  Additional exhibitor staff registrations may be purchased for $600 including 4 days and a ticket to the welcome reception (but not the dinner).  A one day registration may be purchased for $280.  Additional tickets to the conference dinner may be purchased for $130 each.

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.

VENUE

Venue Contact

Rebecca Thompson
Hilton Adelaide

e: Rebecca.Thompson@hilton.com
p: +61 8 8237 0765

Venue Information

Exhibitors who are wanting to have any food MUST contact the venue and have the hotels permission for this. If the hotel does give permission, you will be required to sign a food waiver.

Any electrical equipment that the exhibitors bring in must be tagged and tested and this will be spot checked by the hotel catering team. Please note that if the equipment is not tagged and tested it will not be able to be used.

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.

The venue will accept deliveries a maximum of one week prior to the symposium.  Therefore from Monday 23rd September.

  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 0730 and 1500, within two days prior to the event. Deliveries outside this time frame may be accepted with prior approval from the hotel.

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 Friday 11 October 2019 between 0730-1500.

Exhibition Supply Company

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

Contact Megan McElhinney – Exhibition Sales Coordinator for your booth, furniture and AV requirements.

w: aeh.com.au

e: meganm@aeh.com.au

p: 08 8350 2305

Important:  Your exhibition package includes a dressed trestle table and two chairs provided by the venue (Hilton Adelaide).  These will be supplied if you do not order anything alternate from Adelaide Expo Hire.

ADVERTISING FORMATS & SPECIFICATIONS

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: At time of booking
anna@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: At time of booking
anna@conferencedesign.com.au 

eSatchel Insert

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

DUE: Friday 13th September 2019
anna@conferencedesign.com.au 

Satchel / Satchel Inserts

SOM is going green.  No satchels will be provided at the 2019 symposium.  This means no satchel inserts either.

Digital Alternatives:

  • eSatchel inserts (up to 1MB per item x 5) $500
  • Holding Slide Advert (1 x 16.9 slide) Non Sponsor/Exhibitor $1,000
  • Holding Slide Advert (1 x 16.9 slide) Exhibitor/Sponsor $500

Printing Alternative:

  • Pocket program advert (A6 page colour) Non Sponsor/Exhibitor $1,000
  • Pocket program advert (A6 page colour) Sponsor/Exhibitor $500

Pocket Program Advert

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

DUE: Friday 6th September 2019
anna@conferencedesign.com.au 

Publishers Table

Do you wish to have your book(s) on display at SOM2019?  We are happy to accept deliveries of book and booking information for display on a central Publishers Table.

All delivered books will be forfeit at the conclusion of the symposium to be donated as gifts and prizes for attendees.

Contact anna@conferencedesign.com.au to organise.

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.

SOIL ORGANIC MATTER

7th International Symposium
Soil Organic Matter

6 – 11 October 2019

Hilton Adelaide

Adelaide, South Australia

Australia

Conference Managers

Please contact the team at Conference Design with any questions regarding the conference.

© 2018 - 2019 Conference Design Pty Ltd