Sponsors Manual

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Conference Venue

1 Convention Centre Pl (Level 1)
South Wharf VIC 3006


Melissa McSwain
Event Planner

T: (03) 9235 8054
E: mmcswain@mcec.com.au

Opening Times

The trade and poster display area will be open to the delegates at the following times:

  • 08:30 – 19:00 Monday 16 March
    (including the Poster Session)
  • 08:30 – 16:00 Tuesday 17 March

Table Display Inclusions

Each display includes the following items:

  • a clothed trestle table
  • two chairs
  • one general use power outlet
  • wireless internet connection

Conference Manager

Please contact Andrew Watts at Conference Design for sponsorship sales enquiries.

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.


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 area.

Move In & Move Out

  • Move In: 07:00 – 08:30 Monday 16 March 2020
  • Move Out: 16:00 – 17:00 Tuesday 17 March 2020
    (following afternoon tea)

Venue Exhibitor Information

  • For information about exhibiting at the MCEC Click Here

Audio Visual Hire

For audio visual hire at the MCEC download the AV equipment form and return to exservices@mcec.com.au no later than 7 days prior to the conference.

Download the MCEC AV Hire Form

Freight Logistics Company

There is no appointed freight logistics company for C3DIS 2020, however there are some suggestions below:

TNT Express Shipping
Phone – 13 11 50
Website – www.tnt.com

Toll Group
Website – www.tollgroup.com

Sponsors are responsible for all freight to and from the conference venue. If you have any questions in relation to this, please contact the Melbourne Convention & Exhibition Centre:
T: +61 3 9235 8000
E: enquiries@mcec.com.au

Furniture Supply Company

Moreton Hire is the appointed furniture supply company.

Contact Kerry Casemore if you require additional furniture for your trade display.

T: 03 9300 5700
E: kerry.casemore@moreton.net.au

To order furniture and view the Moreton Hire catalogue please click here

Onsite Storage

There will be limited on-site storage facilities for packing materials, boxes and giveaways.

Sponsors cannot leave boxes and packing material in the display area during the conference.


Late and missing deliveries are the main problem for sponsors and exhibitors when arriving onsite for a conference.

  1. Download and use the delivery label provided at the top of this page.
  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 with you when you arrive at the venue.
  4. Venue staff will accept exhibitor freight from Thursday 12th March. Deliveries will not be accepted earlier than this date without prior arrangement.
  5. Venue staff will deliver Exhibitor freight to your stand before move-in commences.

Collections & Dispatch

  1. Box up and label any materials requiring collection and leave on your stand for collection by venue staff during bump out.
  2. Arrange for collection of the items with your courier from the Convention Centre loading dock.
    Entry to the Convention Centre loading dock is via Normanby Road, South Wharf.
  3. 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.
  4. All goods must be collected from the venue by close of business 2 working day after the conclusion of the event. Therefore all goods must be collected by the end of business on Tuesday 24th March.
  5. The venue does not provide a dispatch label. Exhibitors are responsible for packing up and labeling any goods left behind to pick up.

Advertising Formats & Specifications


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.

Please upload via the online booking portal or email to Conference Design.


  • Sponsors – 400 word profile

Include contact details so delegates can connect with your organisation. The profile will be displayed in the App and on the website.

Please upload via the online booking portal or email to Conference Design.

PDF eSatchel Inserts

  • Sponsors only
  • PDF advertisements will be linked to your profile in the Conference App.
  • High resolution, colour PDF
  • A4 portrait orientation, 210mm x 297mm
  • Maximum size of 150kb per file
  • No bleed and no crop marks
  • PDFs will be uploaded as ‘as received’

Please upload via the online booking portal or email to Conference Design.

Promotional Videos

Eligible sponsors have the opportunity to have a short video linked to the eSatchel in the App. Your video will be uploaded to Vimeo and linked to the eSatchel in the app and online. Delegates will be able to view the video on their mobile devices or desktops. As this is a new option we would recommend using existing content or creating a short promotional video – to maximise views be creative!

  • Maximum size of 20MB
  • MP4 or AVI formats

Email to: Conference Design

A6 colour advert in the pocket program

  • Eligible sponsors only
  • Dimensions: 91mm (w) x 134.5mm (h)
  • A4 portrait orientation.

Email to: Conference Design

Due prior to close of business Wednesday 4 March 2020.

Satchel Inserts

We are not distributing satchels to delegates upon registration. Instead, we will be encouraging people to visit the displays for these items, as a way of increasing engagement between our delegates and exhibitors and giving you more opportunity and time to interact and form relationships early on in the conference.

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.

All costs are inclusive of GST and listed in Australian Dollars.

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.

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.

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.

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


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.

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.

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.


AeRO is the industry association focused on eResearch in Australasia. We play a critical coordination role for our members, who are actively transforming research via Information Technology. Organisations join AeRO to advance their own capabilities and services, to collaborate and to network with peers. AeRO believes researchers and the sector significantly benefit from greater communication, coordination and sharing among the increasingly different and evolving service providers.