Exhibitor Participation Manual

Thank you for supporting the 36th TROG Annual Scientific Meeting (ASM). We look forward to working with you in the lead up to the event.

Please read the Participation Manual below, then complete the Participation Response Form at the bottom of the page.

TROG ASM 2024 Details

Dates: Tuesday 12 - Friday 15 March 2024

Location: Newcastle City Hall

Deadlines

Please note the deadlines provided below and ensure each requirement is fulfilled by the due date.

Due now

  • Full payment is due now

Monday 29 January 2024

  • Company Profile and Logos

  • Registration & Accommodation

  • Advertisements

Monday 5 February 2024

  • Vendor Pitch Sessions

  • eDM Feature

  • Certificate of Currency (Public Liability Insurance)

  • Participation Response Form

Thursday 7 March 2024

Important Contact Details

ASN Events (Events Organiser)

Chad Murphy | Director of Sponsorship

Mob: 0401 231 017

Email: chad.m@asnevents.net.au

Chris Dayson | Senior Project Manager

Mob: 0413 608 373

Email: chris.d@asnevents.net.au

Harry the Hirer

Exhibitor Services Department | Furniture Hire

Ph: 03 9429 6666

Email: christianf@harrythehirer.com.au

Payment Terms & Insurance

  • To guarantee participation in this Event, all invoices must be finalised now.

    To arrange an alternate payment schedule, please contact Courtney Harris-Spencer at courtney.h-s@asnevents.net.au.

  • All exhibitors should ensure their Public Liability policy (minimum $10m) covers their activities during events held away from their principal workplace. A Certificate of Currency is to be provided to the event organiser.

    Whilst all care is taken, exhibitors are required to make their own arrangements in regard to fire and theft insurance cover if deemed necessary by the exhibitor. The event organiser and the venue shall not be responsible for any loss, damage and/or injury which may occur to the exhibitor’s employees or property due to any cause whatsoever prior, during, and after the event.

    The exhibitor, on contracting for space or an exhibition stand, expressly releases the event organiser and the venue from, and agrees to indemnify same against, any and all claims for such direct and indirect loss, damage and/or injury. Exhibitors shall indemnify the event organiser, the venue and their agents from all liability (damage or accident) which might ensue from any cause resulting or connected with transportation, placing, removal or display of exhibits.

    To the extent permitted by law, in no event will the exhibitor be liable to the event organiser or venue for any claim, loss, damage or expense if and to the extent that claim, loss, damage or expense was caused by the event organiser’s or venue’s failure to perform its responsibilities nor shall it be liable to the event organiser or venue for any of the following even if informed or otherwise aware of their possibility:

    (a) loss of, or damage to data;

    (b) special, incidental or indirect damages or for any economic loss or consequential damages;

    (c) loss of profits, business, revenue, goodwill, or anticipated savings; or

    (d) loss or liability incurred by the event organiser or venue as the result of a third-party claim.

Sponsor & Exhibitor Entitlements

View your entitlements within the Prospectus here. If you require clarification regarding entitlements, please contact Chad Murphy at chad.m@asnevents.net.au

  • Your Company Profile will be included in the Delegate Handbook and conference app.

    • 50-100 words (depending on sponsorship level)

    • Include your contact details, in addition to the profile

    Your Company Logo will be used for the Event website, app, delegate handbook and any Event signage, as per your entitlements.

    • Send a high resolution .eps format logo

    • Plus a low-resolution .jpeg

    Please email through to chad.m@asnevents.net.au

  • If entitled to an advertisement in the Delegate Handbook, please note the below specs.

    Full Page Advertising

    • A4 Portrait Size (210mm x 297mm)

    • In Colour (depending on entitlement)

    • Resolution of 300dpi

    • Sent in .pdf format.

    Half Page Advertising

    • A5 Landscape Size (148mm x 210mm)

    • In Colour (depending on entitlement)

    • Resolution of 300dpi

    • Sent in .pdf format

    Please email through to chad.m@asnevents.net.au

  • The number of included sponsor passes will depend on your level of involvement. To register for the 2024 TROG ASM , follow the below steps.

    • Register online here

    • New users to ASN Events Registration: Register via the ‘Begin here’ button located underneath ‘Register or submit to this event’. Here you will create a profile before starting your registration.

    • Returning users: Log in underneath ‘Register or submit with your Currinda profile’.

    • Once logged in you will be able to register, book accommodation and select add-ons (Social Activities, Workshops and Functions) via your Dashboard.

      • To register your included sponsor passes, please select ‘Included Sponsor Pass’.

      • For all other sponsor passes required above your entitlement, please select ‘Additional Sponsor Pass’.

    • Select the Payment tab prior to logging off. If not paying by credit card, please ensure payments are processed by no later than Monday 5 February 2024.

  • Platinum and Gold sponsors are entitled to a feature piece in a conference electronic direct mail (EDM), sent to the conference mailing list.

    • Your feature should be an overview of your company, products, or services.

    • Hyperlinks can be included.

    • Your company logo will be included.

    • The content should be a maximum of 150 words

    • Email your eDM content to chad.m@asnevents.net.au

Exhibition Information

The standard exhibition display package will be a 3m x 2m booth with access to power. For additional furniture hire please contact Harry the Hirer.

  • Some basic complimentary furniture is available from Newcastle City Hall. Please advise chad.m@asnevents.net.au of your furniture requirements.

    • Trestle table with black cloth

    • Square table with black cloth

    • Chairs

    • Bar table

    • Stools

    • Power board

    For any other furniture or AV requirements within your stand, please contact Harry the Hirer.

  • Bump-in for exhibitors is scheduled for Wednesday 13th March from 07:00 – 10:00.

    Ensure your booth area is clean and ready by no later than 10:15 in preparation for morning tea.

  • Bump-out is scheduled for Friday 15th March from 14:00-15:00.

  • For all custom builds, please ensure the chosen builder contacts chad.m@asnevents.net.au for build times and approval. Designs must be sent to Chad by 13 February 2024.

  • The floor plan will be available shortly. Once you have received it, add your booth preferences in the Participation Response Form below.

    Please note: If the floor plan must change, we will endeavour to put you in as close as possible to your chosen booth.

  • Complimentary wireless internet is available throughout the venue with a login and password, which will be provided closer to the event.

  • All electrical equipment must be tested and tagged before coming onsite.

    The venue reserves the right to refuse any equipment used by exhibitors deemed damaged or faulty.

  • View the delegate viewing times here.

Venue Information

The exhibition hall will be across two rooms at Newcastle City Hall, the Concert Hall and the Cummings Room.

Important Details

Venue: Newcastle City Hall

Address: 290 King Street, Newcastle NSW 2300.

Getting there: Click here for Getting There information and accommodation options.

Parking: Please refer to this link on parking in Newcastle City Centre.

Contact: Event Coordinator - Leigh Cooper | 02 4947 2011 | lcooper@ncc.nsw.gov.au

Building Access Contact: 0411 752 539

Deliveries and Storage

    • There is no specific loading dock at the City Hall; there is a drop-off area which is a shared laneway between Newcastle City Hall and the Civic Theatre.

    • Please park in Christie Street and contact the Building Access for entry on 0411 752 539. Please note, this laneway is not undercover.

    • No parking is available in the drop-off area.

    • Delivered will be accepted by Newcastle City Hall from Thursday 7 March 2024, between the hours of 9am-4pm.

    • ALL items being delivered must have an attached Delivery Label. All goods not labelled correctly or arriving prior to this date may be declined.

    • Smaller packages will be delivered to your stand by the venue. Any large or heavy items will need to be collected from the drop-off area by the exhibitor.

    • There is limited storage available to exhibitors onsite. An allocated space will be given to you on the day.

    • Please note: Anything exhibitors store is their responsibility.

    • Storage is not permitted behind your booth or in the drop-off area.

    • All goods are to be collected by Monday 18 March 2024 between 9am-4pm. Newcastle City Hall reserves the right to dispose of any items left beyond this date.

    • All outward goods must be prearranged with a courier prior to collection. Completed consignment notes must be attached to all items.

Sponsors Participation Response Form

Please complete the below form by Monday 5th February 2024.