EXHIBITOR GUIDELINES
Key Dates
Advertisement Artwork Deadline Thursday 1 October
Register Before Monday 12 October
Freight accepted at the venue Monday 2 November
Satchel inserts delivered to venue COB Wednesday 4 November
Exhibitor bump in 7.00am - 8.00am Friday 6 November
Registration desk open 8.00am each conference day
Welcome Reception 5.00pm - 7.00pm Friday 6 November
Networking Drinks 5.00pm - 6.00pm Saturday 7 November
Exhibitors bump out 1.30pm Sunday 8 November
Register
Please register by Monday 12 October using the link below. Each package is entitled to 2 or more complimentary registrations. For additional company representatives, paid registrations are available for purchase for $1,100.
Exhibition Inclusions and Allocation
Furniture provided:
- 1 rectangular trestle table + 2 chairs (Table dimensions 1.8mL x 76cmH x 45cmW)
- Flooring - Venue Floor
- Power: one (1) single 4-amp power outlet per table
** Anything outside of the above specifications is to be arranged at the exhibitor’s own expense.
Table position is allocated according to:
- Sponsorship level or exhibition package
- Date of receipt of signed agreement and payment
- Conference committee/organiser discretion
Floorplan allocations coming soon.
Delivery Information
Use the 'Exhibitor Manual’ button below to access the Sofitel’s Induction Pack. Please read this information carefully as there are important details noted for freight management and loading dock access. When sending freight ensure you attach the delivery label below, to all packages.
Delivery Guidelines
1. Luggage-sized items, jumbo boxes, and A4-sized boxes may be delivered up to three (3) days prior to your event.
2. Large or bulky cases, machinery, and valuable items can only be accepted on the event day due to storage limitations.
Delivery Procedure
1. All deliveries and collections must be made via the Collins Place Loading Dock. Your team will need to collect an access card from the security desk upon arrival.
2. Please use Goods Lift No. 5 to access Level 1, then proceed to the Sofitel Conference & Events Operations Office.
On Arrival, Please Contact:
- Indranil Roy – Tel: (03) 9653 0000, Ext. 8140
- Ridhima Singh – Tel: (03) 9653 0000, Ext. 8107
Satchel Items
All exhibitors are entitled to provide one promotional insert/merchandise for the delegate satchel. Sofitel will accept deliveries for the satchel items from Monday 3 November – Wednesday 4 November (COB). Please use the delivery label above and clearly mark 'SATCHEL INSERT'. Satchels will be packed on Thursday 5 November.
All efforts will be made, but there are no guarantees late deliveries can be packed in the satchel. Please consider the environment when selecting your promotional item.
Please provide a quantity of 200 items.
Bump Out
1.30pm Sunday 8 November (after lunch break)
Return freight must be booked directly with your courier of choice (with Consignment note attached) upon the close of the Conference. It is
your responsibility to arrange a courier company to collect your equipment at the event conclusion. Sofitel Melbourne on Collins or Event Organisers will not arrange for these items to be collected.
Audio Visual
Should you require any AV hire/assistance, please use the below contact details.
In house supplier:
Ph: 03 9353 7885
Email: sofitelmelbourne@avdynamics.com.au
Program Advertisement Artwork
Advertisement entitlements:
Full Page - Premium Sponsor, Program Sponsor
Half Page - Coffee Cart Sponsor
Quarter Page - Reception Sponsor, Networking Sponsor, Exhibitors, Biopsy Workshop Sponsor, Pathology Workshop Sponsor
Specifications:
Full Page Advert: A5 Portrait: 148 mm (w) x 210 mm (h)
Half Page Advert: A6 Landscape: 148 mm (w) x 105 mm (h)
Quarter Page Advert: A7 Portrait: 74 mm (w) x 105 mm (h)
Artwork deadline: 1 October 2026
Email final artwork to Iceberg Events or via Dropbox, Google Drive or WeTransfer
- Full-Colour CMYK
- Format for supplied artwork: Press Quality Adobe PDF with 5mm bleed