Sponsors & Exhibitors Manual

Thank you for participating in the 2026 CAA congress. Please review the following information to assist with your preparation. 

If you have questions or require assistance, please contact: 

• Conference Design 
• mail@conferencedesign.com.au 
• +61 3 6231 2999 

Exhibition Schedule

When Arriving at the Venue 

Go straight to your stand and begin setting up. Congress staff will deliver your name badges and an exhibitor pack to your stand. 

Bring a high-vis vest as the venue requires one to be worn during bump-in if the stand build is still in progress. 

Freight Forwarder – GEL Events

• Colin Smith
• 1300 013 533
• colin@gelevents.com.au

Contact the freight forwarder for:

Delivery and collection coordination: The venue does not have onsite storage, and deliveries are only permitted on 12 August and collections on 14 August. The appointed freight handler can manage deliveries and collections outside these dates.

Exhibition Package 

The standard exhibition package includes: 

• A white panel shell scheme booth 
• Fascia sign with your company name 
• 1 x bar table
• 2 x stools
• 1x 4 amp power outlet 
• Two registrations 
• A 50-word profile in the congress app 
• Lead management software for use during the congress
• An opt-in delegate list including first name, last name, organisation, state, and email address 

Exhibition Booth

Important Deadlines

• Fascia Sign Text – Friday 03 July 2026
• Signage Artwork – Friday 10 July 2026
• Furniture Orders – Friday 03 July 2026

Registrations

Register your representatives 90 – 60 days before the congress. Accommodation bookings can be made when registering. A registration is required to access the exhibition area. 

Register via the link provided in your confirmation email. 

• Sponsors: Refer to the prospectus for the number of registrations included in your package 
• Exhibitors: Two full registrations per booth 
• Additional registrations: 
  • Full Registration: $1,000
  • Day Pass: $500
  • Additional Welcome Function Tickets: $65
  • Additional Congress Dinner Ticket: $220

Freight, Deliveries & Collections

Exhibitors and sponsors are responsible for all freight arrangements to and from the congress venue. 

Deliveries

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

• Small deliveries will only be accepted from 08:00, Monday, 10 August. Larger deliveries will need to go through the appointed freight forwarder, GEL.
• Use the delivery label provided by the venue 
• Confirm directly with your courier that the delivery has been made before you arrive 
• Have your courier contact details, consignment number, and delivery date with you when you arrive onsite.

Onsite Storage

• Exhibitors cannot leave boxes and packing materials in the exhibition area during the congress
• There is no onsite storage, so please make alternative arrangements for any excess items and materials 

Collections 

Your staff need to ensure all steps are completed before leaving the exhibition. 

• Small goods must be collected by Monday, 17 August. Larger goods must be collected on the day of bump-out.
• Pack and label all materials 
• Add your courier’s consignment note and/or number as required 
• Leave the items on your stand for collection by venue staff 
• Arrange for your courier to collect the items from the loading dock 

Forklift Services

Forklift services are available through the venue. Please indicate that you require a forklift when completing the venue exhibition form. 

Forklift services are available through the appointed freight forwarder. Please indicate that you require a forklift when completing the quote request form. 

Lead Management

The congress app provides an integrated lead capture feature, allowing exhibitors to scan attendee badges and collect contact details seamlessly. 

For detailed instructions, refer to the Lead Management web page. 

App Game & Prizes 

The app game is designed to encourage delegates to visit and engage with exhibitors. All sponsors and exhibitors will be issued a unique QR code for the game. Delegates must scan each code using the congress app to participate. 

You may choose to display your code prominently to reduce interruptions or keep it hidden to encourage direct interaction. To be eligible for the draw, delegates must scan all sponsor and exhibitor QR codes. The winner will be announced during the closing session. 

Sponsors and exhibitors are welcome to donate prizes for the game. To contribute, please contact mail@conferencedesign.com.au.  

Prizes can either be brought to the congress or sent directly to the winner afterward. Your prize and organisation name will be acknowledged in the congress app. 

Car Parking

A car park is located at NCCC with a capacity of 480 car spaces.

Marketing and Advertising

Refer to the prospectus to confirm the advertising and marketing benefits included with your package.

Terms and Conditions

You can find the full sponsors and exhibitors Terms and Conditions on the sponsors and exhibitors opportunities page.