Sponsors & Exhibitors Manual

Marketplace Floor Plan


Marketplace Allocations

Companies will be given choice of display position in order of their booking date and level of sponsorship. DOWNLOAD PDF FLOORPLAN

01 JJL International Education 08 Medibank
02 Allianz (barista) 09 Scape
03 Sonder Australia 10 Texthelp
04 Insider Guides (Wednesday only) 11 ISA Student Advocates
05 Point and Click Solutions Inc 12 ISANA
06 Australian Homestay Network 13 Australian Government
07 UniLodge

Catering will be situated to maximise delegate flow throughout the marketplace. The marketplace floor plan is subject to change without notice. The floor plan is not to an exact scale, but accurately represents the relative position and sizes of marketplace spaces. All corner displays will have the side wall removed unless otherwise ordered.


Bump In & Bump Out

  • Bump In: From 1600 to 1800, Tuesday 3rd December 2019
  • Bump Out: From 1600 to 1800, Friday 6th December 2019

Marketplace Opening Times

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

  • 0730-1900, Wednesday 4th December 2019
    (Welcome Reception)
  • 0800-1700, Thursday 5th December 2019
  • 0830-1600, Friday 6th December 2019

Marketplace Inclusions

Each marketplace display includes the following items:

  • Listing and Logo on the conference website and app with hyperlink
  • Logo, profile and hyperlink in the conference app (50 words)
  • Trestle table, two chairs, power, wireless internet
  • One exhibitor registration, including catering
  • Delegate list in conference app (name, position, organisation, state/country)
  • One (1) x Marketplace Registration includes the Welcome Reception but not the Conference Dinner, the dinner will be an additional cost and can be purchased in the booking portal

Conference Manager

Please contact Anna Patterson at Conference Design to discuss supporting the Conference.

We are happy to consider ideas and amendments to the packages below that maintain the spirit of supporting the meeting at the designated levels.

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 and marketplace area.

  • Additional Marketplace Exhibitors 3 days $450
  • Additional Marketplace Exhibitor 1 day $240
  • Conference Dinner Ticket $130

Venue Contact

Tania Shaposhnykov
Conference & Events Executive
Bayview Eden Melbourne | 6 Queens Road, Melbourne Vic 3004

E: tania.shaposhnykov@bayviewhotels.com 
T: +61 (03) 9250 2162
W: www.bayviewhotels.com


AV Contact


Contact: Chris Bullock

T: +61 (03) 9429 2058

E: chris@mav.com.au

Venue Exhibitor Information


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 by the venue.
  2. Please check with the venue before sending packages. They can only accept boxes, not large items, without the owner being there to accept the delivery.
  3. Please note Bayview Eden do not have a jack at the hotel, so they cannot accept pallets or large heavy items.
  4. Confirm with your courier the delivery has been made BEFORE you arrive.
  5. Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive.
  6. Goods will only be accepted between the hours of 8am and 4pm, two working days prior to the event.


  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. Please note the loading dock is only open until 4pm. However, sponsors are welcome to collect their items after this time, they will need to check in at reception first. Alternatively they can collect them the next morning.

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 marketplace display area during the show.

Advertising Formats & Specifications


  • 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.


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 


Video eSatchel Insert Specifications

We are giving Conference Partners an 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

eSatchel Inserts*

*The 2019 ISANA meeting will not use physical satchels or inserts.

  • 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:  5th November 2019


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 marketplace 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 Marketplace application has been accepted.

Any advertising is not an offer capable of acceptance. The Organisers reserve the right to decline any sponsorship and marketplace 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 marketplace entitlements, including the allocation of marketplace space, do not commence until payment has been received.

Cancellation of Sponsorship and Marketplace Bookings
Once a sponsorship and marketplace 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 marketplace packages and the marketplace floor plan.

Marketplace Floor Plan
The marketplace 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 marketplace 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 Marketplace Spaces
Conference Design will allocate marketplace 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 marketplace 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 marketplace area.

Custom Stands
All custom stands must fit within the purchased marketplace 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 Marketplaces
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 marketplace 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 marketplace 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.

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