eResearch 2017 Sponsor & Exhibitor Manual

The Sponsor and Exhibitor Manual will be updated with further information as planning proceeds.

Please check this page regularly for updates as the conference draws nearer.


Brisbane Convention and Exhibition Centre
Merivale St & Glenelg St,
South Brisbane, QLD 4101

View a Google Map of the venue.

Conference Design

For sponsorship and exhibition sales please contact:

Andrew Watts

Moreton Hire

Moreton Hire has been appointed as the exhibition supply company for eResearch 2017.

For build, stand and furniture enquires please contact:

Gabby Van Haeften

Name Badges & Registration

When arriving for Bump In on Tuesday 17 October please go straight to your stand and begin setting up.

Conference staff will deliver name badges to your stand from 1pm.

Exhibitor Bump In

  • Tuesday 17 October 2017: 1330 – 1630 

Exhibitor Bump Out

  • Friday 20 October 2017: 1545 – 1630

Venue Contact

Custom stand plans and venue related enquiries should be directed to:

Laura Allen

BCEC Exhibitor Services Coordinator

BCEC online orders and requests

Exhibitors can place orders and request a quote for BCEC services by using the BCEC Online Ordering service. To place an order or request a quote click the link below:

BCEC Exhibitor Manual

Download the BCEC Exhibitor Manual by clicking the link below:

Exhibition Open Hours

The exhibition will be open at the following times:

  • Tuesday 17 October: 1700 – 1830
  • Wednesday 18 October: 0830 – 1830
  • Thursday 19 October: 0815 – 1730
  • Friday 20 October: 0815 – 1545

Booth Inclusions

All exhibition booth packages include the following

  • 3m x 2m Floor Space/Shell Scheme.
  • White panel shell scheme booth.
  • Fascia board with your company name.
  • Your choice of furniture package.
  • 2 x spotlights.
  • 1 x 4 amp power outlet.
  • 1 x wireless internet connection per site.
  • 1 x waste paper basket.

3m x 2m Exhibition Booth


Additional Exhibitor Passes

Additional exhibitor passes can be purchased as follows via the online registration portal:

  • Full registration, including the Welcome & Poster Reception: $499 per person
  • 1 day pass, excludes social functions: $170 per person

Representatives onsite

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.

Freight & Logistics

Agility Fairs & Events manage freight receival, dispatch and porterage services within the BCEC.

For more information about Agility Fairs & Events including transport and courier services click the links below.

The App Game

All sponsors and exhibitors will be issued QR codes as part of the 2017 App Game designed to encourage delegate flow and interaction.

Exhibitors can choose to clearly display the QR code on or within your booth to avoid unnecessary interruptions or you can ‘hide’ the code to ensure interaction with your representatives.

Each QR code will reveal the exhibitors’ company name.

To enter the draw, participants will need to have collected all sponsor and exhibitor names.

Key sponsors will also be given the first opportunity to provide prizes.

If you would like to donate a prize please contact

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.

Your Choice of Furniture Package

Package 1


Package 2



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 below.
  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. Agility staff will take receival of exhibitor freight from Friday 13 October 2017. Deliveries will not be accepted earlier than this date without prior arrangement.
  5. Agility porters will deliver Exhibitor freight to your stand before move-in commences.


  1. Download and use the dispatch/collection label provided (coming soon).
  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. All goods must be collected from the venue by close of business 1 working day after the conclusion of the event. Therefore all goods must be collected by the end of business on Monday 23 October 2017.

Important Information and Deadlines

Please send the following to Conference Design when you book:


We will print one logo per sponsorship package in the program book, in the conference app, on the sponsors’ slide and on the conference web site.

Print: EPS version

Web and App: a high resolution PNG, JPG or TIFF, PNG image, no less than 250 KB in size.

Upload via the online booking portal when you book.

Company Profile

  • Sponsors – 400 words
  • Exhibitors – 200 words

Plus a contact name (where appropriate), email address, web address and phone number. Your profile will be included in the conference app.

Upload via the online booking portal when you book.

Promotional Video

  • Eligible sponsors only
  • No larger than 20MB

Email to: Conference Design

Due to Conference Design no later than one month prior to the conference:

Delivered straight to the venue:

PDF e-satchel Inserts

  • Sponsors only
  • PDF advertisements will be linked to your profile in the Conference App.
  • High resolution, Colour PDF
  • A4 portrait orientation
  • No bleed and no crop marks
  • PDFs will be uploaded ‘as received’
  • Maximum size is 1MB per PDF

Upload via the online booking portal.

Due to Conference Design no later than close of business Friday 15 September 2017. 

A6 colour advert in the pocket program

  • Conference Partner and Gold Sponsors only
  • Dimensions: 91mm (w) x 134.5mm (h)

Email PDFs to: Conference Design

Due to Conference Design no later than close of business Friday 15 September 2017. 

Tote Bag Inserts

  • Conference Partner – Up to 3 items
  • Gold Sponsor – Up to 2 items
  • Silver Sponsor – 1 item
  • Bronze Sponsor – 1 item

Satchel inserts can be flyers, brochures or promotional items of a reasonable size.

Please provide 420 items per insert.

Inserts are to be delivered directly to the venue no later Friday 13 October 2017. 

Satchel inserts are not included for exhibitors, but can be purchased for $500 per item.

Contact for more information.

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 Application Form or completing an on-line Exhibition Booking 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
The opt-in delegate list will be supplied to eligible sponsors prior to the conference and on the Conference App at the time of the conference.The list will include name, organisation, state and email address.

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.