On behalf of the Organising Committee, we extend a warm invitation to your organisation to become a valued sponsor or exhibitor at the 2025 eResearch Australasia Conference.
The conference will take place from 20 – 24 October at the Brisbane Convention and Exhibition Centre.
The conference is expected to attract 450 delegates and is attended by national and international eResearch experts and professionals actively transforming research via information technology.
Delegates come from diverse disciplines of information and communication technologies and include Australasia’s leading researchers, practitioners, and educators working in private, government & education sectors.
By choosing to sponsor you align your brand with innovation and industry leadership and gain prominent visibility among key decision-makers and influencers in the eResearch sector. Major sponsors enjoy exclusive promotional and presentation opportunities.
For exhibitors, the conference provides a unique platform to showcase your products and services to a targeted audience actively seeking the latest solutions and advancements. Engage directly with potential clients, collaborators, and industry leaders in a dynamic and conducive setting.
The exhibition will be open Tuesday 21 – Thursday 23 October and will feature:
We are open to tailoring packages to suit your specific goals, ensuring a meaningful return on investment for your company.
Join us in shaping the future of eResearch. We look forward to the prospect of having your organisation as a vital part of our conference and appreciate your consideration of this invitation.
General Chairs, 2025 eResearch Australasia Conference
Natasha Simons
Director, National Coordination, ARDC
Luc Betbeder
Director Research Technology Services, UNSW
President, AeRO
Please contact Conference Design to discuss supporting the conference.
+61 3 6231 2999
mail@conferencedesign.com.au
Click on a package for more information.
Sponsor and exhibitor terms and conditions are located at the bottom of this prospectus. Click here for terms and conditions.
| Platinum Sponsor | Gold Sponsor | Silver Sponsor | Bronze Sponsor | Exhibitor Package | Juice Cart Sponsor | Coffee Cart Sponsor | Welcome Reception Sponsor | Poster Reception Sponsor | Website Sponsor | Name Badge & Lanyard | Printed Program Sponsor | App Sponsor | Day Catering Sponsor | |
| Exclusive | 2 | 4 | Limited | Multiple | Exclusive | Exclusive | Exclusive | Exclusive | Exclusive | Exclusive | Exclusive | Exclusive | 1 per day | |
| Exhibition Space | 6m x 3m | 6m x 3m | 6m x 3m | 3m x 3m | 3m x 2m | |||||||||
| Registrations | 6 | 4 | 3 | 2 | 2 | 1 | 1 | 1 | 1 | 1 | 1 | 1 | 1 | 1 |
| Company profile on the website and app | 400 words | 400 words | 400 words | 400 words | 50 words – app only | 200 words | 200 words | 200 words | 200 words | 200 words | 200 words | 200 words | 200 words | 200 words |
| Brochures/Flyers on the website and app | 5 | 4 | 3 | 2 | 1 – app only | 2 | 2 | 2 | 2 | 2 | 1 | 1 | 1 | 1 |
| Logo and link on the website and app | ✓ | ✓ | ✓ | ✓ | App only | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Inclusion in the app game | ✓ | ✓ | ✓ | ✓ | ✓ | |||||||||
| Lead management software | ✓ | ✓ | ✓ | ✓ | ✓ | |||||||||
| Logo and acknowledgement in conference materials | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | |
| Logo in the printed program | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | |
| Logo on a slide in the plenary hall | Individual | Individual | Joint | Joint | Joint | Joint | Joint | Joint | Joint | Joint | Joint | Joint | Individual | |
| Verbal acknowledgement at the conference | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | |
| Promotional videos on the website and app | 2 | 2 | 2 | 1 | ||||||||||
| App push notifications | 3 | 3 | 2 | 1 | ||||||||||
| Opt-in delegate list | ✓ | ✓ | ✓ | ✓ | ||||||||||
| Access to sponsors boardroom | 5 hours | 3 hours | 2 hours | 1 hour | ||||||||||
| Pull-up banners displayed at the conference | 4 | 3 | 1 | 4 at the Reception | 4 at the Reception | 3 on your day | ||||||||
| Advert in the printed program | Back Cover | |||||||||||||
| Advert in the Rolling Slides | ✓ | ✓ | ||||||||||||
| Keynote Presentation | ✓ | |||||||||||||
| Half Day Workshop | ✓ | |||||||||||||
| 60 minute BoF session | ✓ | |||||||||||||
| 15 minute presentation | ✓ | |||||||||||||
| 5 minute address to delegates | ✓ | ✓ | ||||||||||||
| Additional social function tickets | 3 | 3 | ||||||||||||
| Logo on delegate name badges and lanyards | ✓ | |||||||||||||
| Logo on the cover and every page of the printed program | ✓ | |||||||||||||
| Logo on the app homepage and main menu | ✓ | |||||||||||||
| Dedicated page in the app with product information | ✓ | |||||||||||||
| Logo on signage at catering stations | ✓ |
Inclusions
The speaker may be a member of your organisation or an industry leader as nominated by you. The sponsor is responsible for coordinating all aspects of the speaker’s participation in the conference (registration, travel, accommodation) and meeting all associated expenses.
The sponsor is required to submit the following information to the organising committee by 14 July 2025 for inclusion in the conference program.
This opportunity is subject to organising committee approval and availability at the time of booking.
This is an opportunity to host a half-day workshop or training session on the Monday before or Friday after the main conference.
Inclusions
Attendance at the workshop is limited to 40 people based on the capacity of the room.
The sponsor is required to submit the following information to the organising committee by 14 July 2025 for inclusion in the conference program.
This opportunity is subject to organising committee approval and availability at the time of booking. The sponsor is responsible for coordinating all aspects of the workshop and the participation of facilitators and speakers (including their registration, travel, and accommodation). Facilitators and speakers may be members of your organisation or industry leaders as nominated by you.
Any expenses that are not mentioned above are the responsibility of the sponsor.
Inclusions
Major sponsors will have access to a private boardroom on the main conference days (Tuesday – Thursday). The private boardroom is available for bookings between 8:30 am and 6:00 pm and will be equipped with water, mints, pads, pens, and a permanent boardroom set for up to 10 people.
Additional use of the boardroom can be booked at $100 per hour.
*Boardroom bookings are subject to availability.
This is an opportunity to host a 60-minute BoF session during the conference. BoF sessions bring together individuals interested in a topic for guided discussion and networking. They provide an open forum for exploring issues and questions, such as a panel or point/counterpoint format.
Inclusions
The sponsor is required to submit the following information to the organising committee by 14 July 2025 for inclusion in the conference program.
This opportunity is subject to organising committee approval and availability at the time of booking. The sponsor is responsible for coordinating all aspects of the session and the participation of speakers (including their registration, travel, and accommodation). Speakers may be members of your organisation or industry leaders as nominated by you.
Inclusions
Major sponsors will have access to a private boardroom on the main conference days (Tuesday – Thursday). The private boardroom is available for bookings between 8:30 am and 6:00 pm and will be equipped with water, mints, pads, pens, and a permanent boardroom set for up to 10 people.
Additional use of the boardroom can be booked at $100 per hour.
*Boardroom bookings are subject to availability.
Inclusions
The speaker may be a member of your organisation or an industry leader as nominated by you. The sponsor is responsible for coordinating all aspects of the speaker’s participation in the conference (registration, travel, accommodation) and meeting all associated expenses.
The sponsor is required to submit the following information to the organising committee by 14 July 2025 for inclusion in the conference program.
This opportunity is subject to organising committee approval and availability at the time of booking.
Inclusions
Major sponsors will have access to a private boardroom on the main conference days (Tuesday – Thursday). The private boardroom is available for bookings between 8:30 am and 6:00 pm and will be equipped with water, mints, pads, pens, and a permanent boardroom set for up to 10 people.
Additional use of the boardroom can be booked at $100 per hour.
*Boardroom bookings are subject to availability.
Inclusions
Major sponsors will have access to a private boardroom on the main conference days (Tuesday – Thursday). The private boardroom is available for bookings between 8:30 am and 6:00 pm and will be equipped with water, mints, pads, pens, and a permanent boardroom set for up to 10 people.
Additional use of the boardroom can be booked at $100 per hour.
*Boardroom bookings are subject to availability.
Packages are “Exhibition Ready” and include:
Packages are “Exhibition Ready” and include:
New participants who qualify for the commercial exhibitor category. Acceptance as a participant in this category is subject to AeRO Inc approval.
Packages are “Exhibition Ready” and include:
Universities, NCRIS project, non-commercial research organisations, HE&R associations, or projects. Acceptance as a participant in this category is subject to AeRO Inc approval.
The following opportunities are available to enhance other sponsor or exhibitor packages, or as individual items.
Please contact mail@conferencedesign.com.au if you are interested in purchasing any of the below items.
The juice cart will have an attendant serving fresh cold-pressed juice from morning tea to the end of afternoon tea on the main conference days (Tuesday – Thursday). The package includes 250 drinks per day – additional drinks can be provided at cost.
The location of the juice cart will be confirmed in consultation with the sponsor and conference organisers and is subject to space and supplier availability at the time of booking.
*Note this opportunity does not preclude other sponsors or exhibitors serving juice or other beverages from their stand.
The coffee cart will have a barista serving coffee, hot chocolate, and tea from morning tea to the end of afternoon tea on the main conference days (Tuesday – Thursday). The coffee cart includes a barista and up to 300 coffees per day.
The location of the coffee cart will be confirmed in consultation with the sponsor and conference organisers and is subject to space and supplier availability at the time of booking.
*Note this opportunity does not preclude other sponsors or exhibitors serving coffee or other beverages from their stand.
The Welcome Reception offers a prime opportunity for attendees to unwind, connect, and build relationships in a casual setting, creating a positive and collaborative atmosphere that extends beyond formal sessions, enriching the overall conference ambiance. As the sponsor, you will have the opportunity to give a brief address to delegates during the reception.
The Poster Reception will be hosted at the end of sessions on the second day of the conference and offers an informal setting for presenters to engage directly with attendees, fostering interactive discussions and in-depth exploration of their work. As the sponsor, you will have the opportunity to give a brief address to delegates during the reception.
Sponsoring the conference website provides your brand with extensive online visibility, reaching a global audience and establishing a digital presence that enhances brand recognition, credibility, and engagement within the conference community.
Sponsoring the name badge and lanyard at the conference offers a high-visibility opportunity for your brand, ensuring continuous exposure as attendees prominently display your logo, creating a lasting impression and reinforcing your commitment to the conference’s success.
Sponsoring the printed program provides prominent visibility for your brand among a targeted audience, fostering recognition and positive association while demonstrating your commitment to supporting industry advancements. Each delegate will receive a printed program when they register at the conference.
Sponsoring the conference app not only elevates your brand’s visibility but also offers a platform for targeted engagement, allowing you to connect directly with attendees, showcase products or services, and enhance the overall conference experience for participants.
Being a Day Catering Sponsor at the conference establishes your brand as a gracious host, creating a favorable impression and facilitating organic interactions among participants in a relaxed and convivial atmosphere.
Your organisation will be acknowledged as Day Catering Sponsor on one day of the conference (Tuesday, Wednesday, or Thursday).
The following advertising options are available to reinforce other sponsorship packages or as individual items. For example, an advertisement in the printed program is a fantastic way to get additional exposure, promote your exhibition stand location and keep your name in front of delegates during the conference.
Delegates will have access to the App Game during the conference. Delegates need to visit all exhibitors and scan the QR code displayed at their stand to enter the draw.
Winners of the donated prizes will be drawn in the closing session. Winners must be present to win a prize. App Game prizes will be advertised on the website and in the exhibition app game.
In addition to sponsored prizes, AeRO Inc will donate 1 registration to the 2026 conference to the winner.
These terms and conditions apply to organisations and their staff (you, your organisation, your group) participating in this event (the event) being organised by Conference Design Pty Ltd on behalf of the Host (us, we, Conference Design, the Host). By participating in the event, you are deemed to have agreed to these terms and conditions. It is your responsibility to ensure all your staff participant are aware of these terms and conditions.
Acceptance
Acceptance of all applications is subject to our approval and we reserves the right to decline any application.
Payment
Payment is required within 7-days of Conference Design issuing your tax invoice. Sponsorship and exhibition entitlements, including the allocation of exhibition space, do not commence until payment has been received.
Currency and GST
All prices are quoted in Australian Dollars (AUD$) and include GST, unless otherwise stated.
Confirmation of Bookings and Tax Invoice
Once you have completed an online booking, you will be sent a confirmation email with a PDF Tax Invoice.
Point of Contact & Conference Updates
You will provide a single point of contact when booking to coordinate your participation. All information and updates be sent via email to your point of contact.
EFT Payments
Please include the EFT Reference shown on your Tax Invoice when submitting an EFT and email Conference Design the details including date, amount and your bank’s reference.
BSB: 017 010
Account #: 1085 82575
Account Name: Conference Design Pty Ltd
Bank: ANZ Bank, 61 Liverpool Street, Hobart 7000
Swift Code: ANZBAU3M
Credit Card Payments
Credit card charges appear as Conference Design Pty Ltd on your card statement. When using the online payment system credit card transactions will be processed directly by ANZ eGate and Conference Design does not store or transmit your credit card details. ANZ eGate is a secure and PCI compliant platform.
Attendee Numbers
We will promote the event to maximise participation, but we do not guarantee a minimum number of attendees either onsite or online.
Package Inclusions & Associated Costs
Refer to the sponsor and exhibitor prospectus for inclusions for each package. All costs associated with your inclusions in the event will be borne solely by you and we shall have no liability for any costs unless we have explicitly agreed in writing.
No Cancellation of your Booking
All payments are non-refundable once an application has been accepted. If you are no longer able to attend the event, please contact Conference Design to discuss your participation.
Cancellation or Postponement of an In-person Event
We do not accept any liability for losses incurred, including but not limited to travel, accommodation, exhibition and displays, or any other costs or expenses, if the in-person Event is cancelled or postponed due to an unforeseen circumstances or any occurrence that renders performance of the Event inadvisable, illegal, impracticable or impossible in our sole opinion. 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. If an in-person conference is cancelled or postponed, refunds will not be issued but available funds will be credited towards an online conference or a in-person conference.
Moving to an Entirely Online Event
If we believe, at our sole discretion, that a hybrid or in-person event needs to be held entirely online, all bookings will be transferred to the online event. The package fees will be revised to reflect an online format and you will be refunded any difference between the in-person and online package fees. Full refunds of sponsor and exhibitor bookings will not be available due to an event moving online.
Changes
We reserve the right to change any and all aspects of the event, including but not limited to, the name, themes, content, program, speakers, format, performers, hosts, moderators, venues, and times. We reserve the right to amend or remove any sponsorship package, exhibition package or exhibition floor plan.
Disclaimer
Every effort has been made to present all the information accurately, however, we do not accept any liability for any inaccuracies in any published information. We will correct any published information as soon as possible and advise you as soon as possible.
Code of Conduct and Disruptive Behaviour
You agree your representatives will abide by the Conference Code of Conduct.
Revocation of Participation
We may revoke an agreement with you, if we believe, in our sole opinion, the participation of an organisation is prejudicial to the interests and objectives of the event Host.
Product or Service Endorsement
Your participation in the event or sponsorship of any activity does not indicate endorsement of your products or services and must not be stated or inferred in any way.
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 at in-person conferences.
Allocation of Exhibition Space
Exhibition spaces are selected when booking online. We may revise allocated spaces after taking into account an organisation’s sponsorship, the date of application, preferences, proximity to competitors and any other matters deemed relevant by us.
Insurance
No insurance is provided. All sponsors and exhibitors must have adequate insurance for the period of the conference, including public and product liability cover and professional indemnity insurance. You will need to provide a certificate of currency to confirm your participation onsite.
Indemnity
You shall indemnify and hold harmless the Host and Conference Design for any loss, damage to property or injury to persons suffered as a result of your participation in the conference, except where the Host or Conference Design are found to be negligent.
Supply of Goods and Services
The supply of any goods, services, samples or advice is entirely at your own risk.
Security
Valuable items should NOT be left unattended at your exhibition space 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 in-person meeting and exhibition areas.
Registration Terms and Conditions
All terms and conditions listed on the Registration page apply to your representatives.
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.
Opt-in Delegate List
The opt-in delegate list will be supplied to eligible sponsors and exhibitors prior to the conference and will include name, organisation, state and email address. The list provided will exclude the names of delegates who have not provided their consent.
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.
Signage at the venue
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
You indemnify us 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.
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