Exhibitor Portal
Ground Support 2023
10-12 October 2023 | Perth, Western Australia
Hyatt Regency Perth
Exhibitor Information
We look forward to helping you make the most of your sponsorship and exhibition of the Ground Support 2023 conference. You will find all the information you will need to prepare for your exhibit at the event on this page. If you have any questions, please do not hesitate to email us.
Key Contact Details
Australian Centre for Geomechanics
Paul Burnett
Events Officer
Phone: +61 (8) 6488 8530
Email: paul.burnett@uwa.edu.au
Jo Ruddle
Event Manager
Phone: +61(8) 6488 1864
Mobile: +61 (0)409 118 003
Email: josephine.ruddle@uwa.edu.au
Exhibition Company – Advans WA
Don Ainsworth
General Manager
Phone: +61 (0)419 915 025
Email: don@advanswa.com.au
Hyatt Regency Contact
Renee Somers
Senior Event Sales & Planning Executive
Phone: +61 (8) 9225 1219
Email: renee.somers@hyatt.com
Key Dates
Key Exhibition Timings*
| 9 October | 10 October | 11 October | 12 October | |
|---|---|---|---|---|
|
Bump In |
13:00 |
|
|
|
|
Exhibition Opens |
17:30
(Welcome Function) |
08:00 |
08:00 |
08:00 |
|
Morning Break |
|
10:05 |
10:15 |
09:45 |
|
Lunch |
|
12:35 |
12:15 |
12:15 |
|
Afternoon Break |
|
15:35 |
14:45 |
15:15 |
|
Exhibition Closes |
|
17:35 |
17:15 |
15:45** |
|
Bump Out |
|
|
|
15:45 - 17:00 |
*Timings are subject to change. Please check this page for the most up-to-date information.
** Exhibition close and bump out begins at the end of the afternoon break on 12 October. Advans will break down the booths from 17:00.
Key Deadlines
| Date | Requirement |
|---|---|
|
Thursday 31 August 2023 |
Delegate bag insert descriptions to ACG for approval. |
|
Thursday 31 August 2023 |
Register all staff (including complimentary). If event is a sell-out, we cannot guarantee complimentary passes after this date. |
|
Thursday 31 August 2023 |
Online platform requirements. See below for more infomation. |
|
Monday 18 September 2023 |
Completed exhibitor requirements form back to exhibition supplier, Advans. Email forms to ed@advanswa.com.au. Please note, custom booths may require more bump in time and incur an additional cost. Please flag with the ACG. |
|
Friday 6 October 2023 |
Delegate bag insert delivery. See delegate bag insert section for more information. |
|
Friday 6 October 2023 |
Exhibitor booth materials delivery. See delivery information section for more details. |
|
Monday 9 October 2023 |
Exhibitor bump in (set up) in Ballroom North from 13:00 AWST. |
|
Thursday 12 October 2023 |
Exhibitor bump out (break down) after last afternoon break. Exhibition supplier will commence breakdown at 17:00. |
Online Platform Requirements
As the Ground Support 2023 conference will be streamed online for those not attending in person, sponsors and exhibitors have the opportunity to provide promotional material to be displayed in the sponsors area of the online platform. Following is the list of material that can be supplied:
- Company website to be displayed in virtual booth.
- Email address for online attendee enquiries to go to.
- Company phone number.
- Social media links.
- Up to five PDF documents/brochures which will be available for download by visitors to the virtual booth.
- YouTube link to promotional/information video which will be embedded in the virtual booth.
- Summary/blurb about the company, up to 500 words.
The deadline to supply this material is Thursday 31 August. After this date, any sponsors who have not provided material will have their logo linked to their website from the online platform.
Booth Information
Included in the cost of exhibiting is one standard single exhibition booth, unless other arrangements have been agreed upon. Specifications are as follows:
- Single booth size – 3.0 m (w) x 2.0 m (d) x 2.4 m (h).
- White, smooth finish walls. Wall hangings can be affixed with UHU tac white putty (white tac), 3M Command picture hanging strips, hook & chain. Do NOT use pins, staples, screws, velcro or double sided tape (damage will incur a charge).
- Lighting – 2 x LED track spotlights per 3.0 m x 2.0 m booth.
- Power – 1 x 5 amp power supply per 3.0 m x 2.0 m booth.
- Signage – digitally printed fascia sign for company name x 1.
- Access to Wi-Fi network: details for complimentary Wi-Fi will be advised.
If required, one clothed trestle table, 2 x chairs can be supplied. Please confirm with ACG by Monday 1 August 2023. Hotel supplies are limited and will be confirmed on a first come, first served basis. Alternatively, tables and chairs can be hired from the exhibition supplier.
Our exhibition hire company has a wide range of booth furniture and display items for hire.
Please ensure your order forms are returned by Monday 18 September 2023 and emailed to ed@advanswa.com.au.
Please note: The ACG takes no responsibility for lost, stolen or damaged exhibition booth items. Security of exhibition booth items is the responsibility of the exhibitor. Any agreements for furniture hire including custom booths are between the exhibition supplier and the exhibitor and do not involve the ACG. View sponsor terms and conditions.
Delegate Bag Inserts*
If you have a delegate bag insert included in your sponsorship package, the deadline for delivery of your inserts to the Hyatt Regency Perth is Friday 6 October 2023. Please ensure you have “Ground Support 2023 Delegate Bag Inserts” written on the delivery label. The quantity of inserts to send will be up to 250 units. A sample or description of the insert is required by the ACG no later than Monday 11 September 2023.
*A delegate bag insert is not an automatic entitlement for exhibitors. If unsure, please check your entitlements with the ACG. Email events-acg@uwa.edu.au.
Display Materials
All display materials must be flameproof and are subject to inspection. Exhibition/display areas must be sited to allow access to emergency exits and firefighting equipment. No attachments are to be made to the flooring, ceilings, internal walls or furnishings of the hotel. It is the responsibility of the exhibitor to return the area to its original condition.
Electrical
All electrical equipment brought into the hotel must be tested and tagged by a registered electrician. This includes extension leads, power boards and double adaptors.
Deliveries
If you are arranging your own freight transport, please ensure that your consignment is labelled correctly. Please use the Ground Support 2023 Delivery Label.
Loading Dock
Access: Via Adelaide Terrace, drive past main hotel driveway and next driveway on left is sign-posted Hyatt Loading Dock. Please see photos below.
Hotel Address: 99 Adelaide Terrace, Perth, WA 6000
Please note, Hyatt only takes delivery/collection of goods between 14:00 – 17:00.
Booth materials may be delivered from Friday 6 October 2023. All deliveries must come through the loading dock. Exhibitors must work with hotel staff to transport items to the exhibition floor/storage area. Any booth items which are large or unusual may need prior approval from the venue. Please contact ACG.
Display Item Restrictions
Please note the goods lift can take items with maximum dimensions of 1290 mm (w) and 2160 mm (h). Weight of items can be a maximum of 500 kg per square metre, with a total maximum weight of no more than 1800 kg.
Storage Conditions
Goods may be delivered on Friday 6 October 2023.
Goods must be collected no later than 24 hours after the event has concluded. Any items stored for longer than this, or are of a larger size may be subject to a storage fee.
Overseas Exhibitors
If you require a longer storage period prior to or post event due to overseas shipping and/or customs clearance, please advise if this is a requirement and the ACG can liaise with the hotel.
Parking
Exhibitors can park in the Secure Park car park entrance located via the back road of the hotel (Terrace Road) where they will be able to receive discounted parking at a flat rate of AUD$15.00 per day.
Exhibition Floorplan*
*Please note, this is a draft floorplan to give an idea of the layout. Strict booth allocation processes are followed. Floorplan is subject to change.
Attendee/Exhibitor registration
Please check your sponsor entitlements to ascertain whether complimentary registrations are included and if so, how many and what type. Please check with the ACG if you are unsure.
Please register your attendees by Thursday 31 August 2023 by selecting either of the buttons below – register online or via the PDF form.
Sponsor Terms and Conditions are available here.