This manual has been designed to answer your pre-event enquiries and assist you in your role as sponsor or exhibitor.
Please share this manual with any contractors or colleagues to ensure that they comply with the necessary requirements.
Thank you for supporting the UroGP Symposium and please don’t hesitate to contact the Symposium Managers if you have any questions regarding this manual.
*Please disregard any items that are not relevant to your sponsor or exhibitor package.
2024 information coming soon
| Item | Due date | Instruction |
|---|---|---|
|
Company logo and profile |
ASAP |
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Public liability insurance |
12 July 2025 |
|
|
EDM distribution |
7 days prior to schedule |
|
|
EDM banner |
7 days prior to schedule |
|
|
EDM advertorial |
7 days prior to schedule |
|
|
Digital satchel insert |
13 August 2025 |
|
|
Registration |
13 August 2025 |
|
|
Goods delivered to venue for display table |
From 22 August 2025 |
Please use attached delivery label *Please inform the symposium organiser if items are getting delivered. |
|
Goods picked up from venue |
By 25 August 2025 |
Return label will be provided on the day of the symposium |
*Please disregard any items that are not relevant to your sponsorship or exhibitor package.
Symposium Organiser
Cindy Nguyen
Project Coordinator
MCI Australia
07 3858 5400
info@urogp.com.au
www.urogp.com.au
Venue
Melbourne Convention & Exhibition Centre
1 Convention Centre Place
South Wharf, VIC 3006
03 9235 8110
exservices@mcec.com.au
www.mcec.com.au
General symposium information
Please visit the symposium website for general symposium information.
DUE DATE: Wednesday 13 August 2025
Sponsor
Registrations included in your sponsorship can be made via the online form by selecting ‘Complimentary Sponsor’ under Registration Type.
Exhibitor
Each table display includes 1 x complimentary registration. Please register via the online form by selecting ‘Complimentary Exhibitor’ under Registration Type.
Please review your confirmation letter for the number of registrations included with your sponsorship package.
Booth inclusions
Each table display includes the following entitlements.
| Item | Details |
|---|---|
|
One registration |
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|
Furniture |
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Power |
|
Exhibitor passport
DUE DATE: Friday 30 September 2022
Every exhibitor has the opportunity to be included in the exhibitor passport competition. The passport encourages delegates to visit your stand to ask a pre-provided question. As the exhibitor you provide the answer to them and in turn sign their passport – a printed document supplied to the delegate when they arrive. Once delegates have visited all the participating exhibitors their passport will go into the draw to win a $100 Mastercard or Visa gift voucher.
To participate, you will need to provide the question and answer via the sponsorship & exhibitor portal.
Delegate list
An electronic copy for the delegate list will be provide seven (7) days pre and post symposium.
Materials - delivery and collection
DUE DATE: Friday 22 August 2025
Due to the Melbourne Convention and Exhibition Centre’s limited storage facilities, delivery of material can only be accepted from Friday 21 August 2025.
Delivery and collection address
Melbourne Convention and Exhibition Centre
Convention Centre Building
Convention Centre entrance
Loading Dock – enter off Normanby Road
South Wharf VIC 3006
- All vehicles and couriers delivering materials pre-event or collecting freight post-event must be directed to the venue’s CONVENTION LOADING DOCK
- Ensure ALL goods are correctly labelled with your table display number and organisation. Please download the delivery label and affix this to each item delivered to/sent from the Melbourne Convention and Exhibition Centre.
Delivery: All goods are to be delivered on Friday 21 August 2025 between 0700–1600 hours
Collection: All goods are to be collected on Monday 25 August 2025 between 0700–1600 hours
Acceptance of goods
It is the responsibility of the exhibitor to ensure goods have arrived at the venue. To avoid delays during move-in, we suggest you confirm with your freight company that all goods have been delivered as scheduled.
MCEC does not sign for deliveries on behalf of the organiser and/or exhibitors, nor do they take any responsibility for items brought onsite as part of the Symposium. Goods will not be accepted without a MCEC delivery label. Please ensure you notify your courier that a signature will not be provided.
Items not delivered to the MCEC prior to 1600 hours on Friday 30 August, will need to be manually carried into the exhibition from the car park. The exhibition set up is located within a public access zone therefore trolleys are not able to be used from 0700 hours onward.
Use of forklift
It is the responsibility of the exhibitor to arrange use of a forklift through the MCEC if this is required to unload goods in the loading dock.
The use of a forklift is prohibited between 0700 hours and 1600 hours on Saturday 31 August 2024. Use of the forklift will incur a fee and a member of MCEC loading dock staff will be required to operate this.
Courier collection from the loading dock
It is the responsibility of the exhibitor to correctly label and arrange freight for all left over items, including the provision of completed and signed consignment notes.
- Completed consignment notes must be affixed to materials (the venue nor Symposium Managers cannot provide consignment notes)
- Courier companies will not collect goods unless there is a completed and signed consignment note
- All boxes must be clearly labelled with your organisation name, contact details, and number of boxes (e.g. Box 1 of 4)
- Ensure your courier has all the relevant details with regards to the items to be collected, for instance, name of meeting and number of boxes and your contact details.
Courier companies should be instructed to pick up freight from the Convention Centre, Loading Dock – enter off Normanby Road on Monday 2 September 2024 between 0700–1600 hours; Melbourne Convention and Exhibition Centre and the Symposium take no responsibility for goods left after this time.
Access to Pre-delivered Materials
Melbourne Convention and Exhibition Centre will transport all goods (apart from those requiring a forklift) from the convention centre loading dock to your allocated space within the exhibition area.
Unpacking within the exhibition area must take place in your space area and not in the way of another exhibitor’s space. Aisles must be kept clear at all times and fire exits must not be utilised under any circumstances for storage.
Storage
Prior the Symposium
Due to the Melbourne Convention and Exhibition Centre’s limited storage facilities, delivery of material can only be accepted from Friday 22 August 2025
During the Symposium
There will be no onsite storage for boxes and general packing material, please keep packing materials to a minimum so that they can be stored under your table.
After the Symposium
Due to the limited storage arrangements all goods belonging to exhibitors must be claimed and removed from the venue by Monday 25 August 2025.
Please find below the exhibition floor plan. The Symposium Organiser will be in touch with you shortly to request and confirm your table location.
Floor plan is subject to change.
Exhibition Directory
| Organisation | Table No. |
|---|---|
|
Platinum Sponsor |
|
|
Boston Scientific |
#20 – 21 |
|
Gold Sponsors |
|
|
Genesis Care |
|
|
Silver Sponsors |
|
|
Astella |
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Astra Zeneca |
|
|
Bayer |
|
|
Exhibitors |
|
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Karl Storz |
|
|
Palette Life Science |
|
|
Seipel Group Pty Ltd |
|
Exhibition location
Foyer 1.3 & 1.4 (in front of Meeting Rooms 105 & 106 on Level 1)
Melbourne Convention and Exhibition Centre
1 Convention Centre Place
South Wharf Vic 3006
The Melbourne Convention and Exhibition Centre exhibitor service kit contains IMPORTANT INFORMATION from the venue.
It has been designed to answer your pre-event and onsite enquiries about data lines, audio-visual equipment, food and beverage, handling and freight.
Registration
You can collect all of your registration material from the registration desk located in the foyer on level one – look for directional signage.
The Symposium registration desk will be open during the following hours:
Saturday 23 August 2025 6:00am – 4:00pm
Move in/move out schedule
| Time | Details |
|---|---|
|
0600 – 0700 |
Exhibitor set up |
|
0700 – 0800 |
Exhibition open to delegates for arrival tea and coffee |
|
0950 – 1015 |
Tea and coffee served in exhibition area |
|
1230 – 1300 |
Lunch served for delegates |
|
1330 |
Exhibitor pack down |
Access to pre-delivered materials
Melbourne Convention and Exhibition Centre will transport all goods (apart from those requiring a forklift) from the convention centre loading dock to your allocated space within the exhibition area.
Unpacking within the exhibition area must take place in your space area and not in the way of another exhibitor’s space. Aisles must be kept clear at all times and fire exits must not be utilised under any circumstances for storage.
Security
Pre and post Symposium
While every reasonable precaution is taken, the Symposium Managers and the venue accept no responsibility for any loss or damage that may occur to persons or property at the exhibition resulting from any cause whatsoever. If you require additional security or a physical presence in the exhibition area, independent security staff dedicated to duty in your exhibition space can be engaged at the exhibitor’s cost. Please contact the Symposium Managers for additional security information.
Exhibitors must make provisions for the safeguarding of their goods, materials, equipment and displays at all times. Please be security conscious. Do not leave wallets, laptops, mobile telephones or any easily portable items unattended, at any time, in your stand. The protection of your property is your responsibility.
During the Symposium
Exhibitors are strongly advised to remove any valuable material (e.g. laptops) or equipment from their booths if personnel are not going to be present at the stand. Security is the exhibitor’s responsibility if it is required.
Testing and tagging of electrical equipment
The Melbourne Convention and Exhibition Centre reserves the right to request the removal from the site of any electrical equipment if it is deemed to be non-compliant or suspect and can call upon internal specialists to assist when necessary.
All portable electrical equipment, appliances and leads used on the Melbourne Convention and Exhibition Centre site must be tested and tagged in accordance with Australian Standard 3760:2003 and Workplace Health & Safety Legislation. Any electrical equipment found not tested will have to be done immediately or removed from the centre. For safety reasons, double adaptors are not to be used in the centre.
Please ensure all electrical equipment is tested and tagged appropriately prior to coming onsite as this service will not be provided.
Any person who suffers an electric shock from any piece of electrical equipment MUST report the incident IMMEDIATELY to the centre’s security department.
DUE DATE: ASAP
Your company logo and profile should be uploaded to the sponsorship & exhibition portal. Please comply with the below specifications
Company logo: High resolution in transparent .png format
Company profile: Please refer to your sponsorship/exhibition confirmation letter for the word limit according to your level of support.
By providing the above, you hereby acknowledge that the information will be used in a variety of digital and print materials.
EDM distribution
DUE DATE: 7 days prior to distribution
Should your sponsorship package include an EDM distribution, it will need to be uploaded to the sponsorship & exhibition portal.
- Specification: Newsletter designed by sponsor
- File type: .html
EDM Advertorial
DUE DATE: 7 days prior to distribution
Should your sponsorship package include an EDM advertorial, it will need to be uploaded to the sponsorship & exhibition portal.
- Specifications: 200 words
- File type: PDF
EDM Banner
DUE DATE: 7 days prior to distribution
Should your sponsorship package include an EDM banner, it will need to be uploaded to the sponsorship & exhibition portal.
- Dimension: 600w x 200h px
- File type: PDF
App advertisement
DUE DATE: Friday 30 September 2022
Should your sponsorship package include an app advertisement, it will need to be uploaded to the sponsorship & exhibition portal.
- Dimension: 360w 640hpx ratio
- File type: .PNG or .JPG
Digital satchel insert
DUE DATE: Wednesday 13 August 2025
Should your sponsorship package include a digital satchel insert, it will need to be uploaded to the sponsorship & exhibition portal.
- Specification: Portrait A4 (210mmx297mm)
- File type: .PDF
Please ensure you have read the terms & condition regarding for participation at the UroGP 2024.
Things you need to know
- We/Us (MCI ABN 76 108 781 988) representing the Organising Committee and the Host Body do not accept responsibility for any errors, omissions or changes.
- Details may change without notice. Please refer to the website (urogp.com.au) for the latest information on the event.
- It is the responsibility of all sponsors, exhibitors and display table holders to follow the Medicines Australia Code and the Medical Technology Association Code of Practice. MCI Australia holds no responsibility for breaches to these codes.
Financial facts
- Tax invoice which is payable within 14 days. If you miss the payment date, any time dependent discounts will be forfeited— i.e. you will be billed at the next highest level (early rate to standard, etc.).
- You will not receive any sponsorship or exhibition entitlements, including allocation of booth location (allocated in order of sponsorship/exhibition level) until all monies have been paid.
- All sponsorship and exhibition prices are in AUD and include GST.
- If you pay by electronic funds transfer or an international cheque you agree to pay any bank charges and much include these in the amount you transfer. If you pay via credit card, a merchant fee may be charged if detailed on the application form. Debits to your credit card, except for accommodation, will appear as MCI Australia on your statement.
Cancellation
- You must notify us in writing if you need to cancel.
- Cancellations made before 31 July 2024 will be refunded less 50% cancellation fee.
- Cancellations made after 31 July 2024 will not be refunded.
- Your non-payment does not cancel your contractual obligations to us.
- In the unlikely case that the event cancels, the extent of refunds will be a matter for the Host Organisation (the underwriter) to decide. We have no responsibility for making refunds and attempts to cancel cheques or credit card payments will be rejected by our bank.
You and your staff—onsite
- Your application to sponsor and/or exhibit does not constitute an attendee registration. You will need to do that separately online.
- All display table staff must be registered using the relevant category i.e. complimentary display table registration
Print entitlements
- Logos and/or company names will be reproduced in the symposium colour/s, full colour or mono at our discretion. All logos must be at least 300 DPI at 100% in EPS (preferred for print) and PNG (preferred for web format)
- No print or website recognition will be given unless payment terms have been met.
Exhibitor and display table
- You may not assign, share, sub-let, or grant licences for the whole or part of the booth without our prior approval.
- We reserve the right to ask you to remove any display items we deem as unacceptable.
- You must conduct business only from within the confines of your booth. You may not tout, or place any material, outside your booth/space causing obstruction of the aisles.
- You will be responsible for any reasonable costs of repairing the booth or premises should you paint, mark or damage any fixtures or fabric.
- Food, beverage or prohibited items are not permitted at the event unless prior arrangements are made with the congress managers.
- Any supplier you use onsite must conform to the venue’s OH&S, insurance and other regulations.
- You are solely responsible for any physical loss or damage to your own property.
- You must hold a current public liability insurance policy for a minimum of AUD10,000,000. Please forward the name of your insurer, your policy number, the insured amount and its renewal date to us at least four weeks prior to the event. Entry to the venue will be denied if you have not provided this information. If you are unable to organise insurance cover as required, please contact the congress managers to discuss options.
Privacy statement
- Your name and contact information, including electronic address, may be used by parties directly related to the event such as the organisers and approved stakeholders, for relevant purposes such as promotion, networking, and administration of this, and future events of this type. If you do not consent, please advise us.
- In addition, your name, organisation, country/ state of origin may be published on the list which is provided to delegates, exhibitors and sponsors at the event. If you do not wish your details to be included in this list, please contact us.
