Plan for your time onsite

Sponsor and Exhibitor Manual

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.

Item Due date Instruction
Company logo and profile
ASAP
Public liability insurance
13 August
Exhibitor passport questions
16 August
Handbook advertisement
16 August
Ordering optional items
27 August
Registration
27 August
Register here

Promotional material
TBA
TBA

Goods delivered to venue for display table
10 September: 0700 - 1600
Send directly to venue

Goods picked up from venue
13 September: 0700 - 1600
Pick up directly from venue

*Please disregard any items that are not relevant to your sponsor or exhibitor package.

Symposium Organisers
MCI Australia

Jennifa Vo
Project Coordinator
MCI Australia
07 3858 5400
sponex@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.

www.urogp.com.au

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.

DUE DATE: FRIDAY 27 AUGUST

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 registrations. 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.

Brochure

DELIVERY DATE: TBA

Should your sponsorship package include a brochure to be distributed at the Symposium, it will need to be delivered to the MCI Australia office by no later than Thursday 9 September.

  • Quantity required: 400
  • Delivery address:
    TBA

Please review your confirmation letter for the size of the brochure permitted as part of your sponsorship package.

Handbook advertisement

DUE DATE: MONDAY 16 AUGUST

Should your sponsorship package include an advertisement in the handbook it, will need to be uplaoded to the sponsorship & exhibition portal.

  • Specification: One portrait A4 (210x297mm) print ready PDF with 3mm bleed. Recommend allowing a 5mm inner margin for any critical text/logos.
  • File type: PDF

Acceptable file formats

  • Artwork should be supplied in PDF format with
    resolution of at least 300dpi
  • PDFs should not use any passwords or security
    options
  • Do not upload anything larger than 4Mb

Colour

  • All files must use a CMYK or greyscale colour
    space—RGB files should be converted to CMYK
  • No spot colours used
  • No Colour Management, ICC profiles or Lab colour
    should be used
  • No responsibility is taken for any unexpected results
    experienced from artwork supplied

Fonts

  • Embed all fonts (PDFs) or convert to outlines in Adobe Illustrator

Images

  • Images should not be less than 300dpi
  • Images must be CMYK or greyscale
  • Do not use duotones made using spot colours

Publication size

  • Saddle stitch handbooks are published in portrait
    format at a trimmed size of 210mm W x 297mm H

Advertisement dimensions

  • No vital content within 10mm on the inside margins

Full page adverstisement

210mm W x 297mm H

5mm bleed

Half page advertisement

210mm W x 143.5mm H

5mm bleed

DUE DATE: MONDAY 16 AUGUST

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.

Booth inclusions

Each table display includes the following entitlements.

Item Details
One registration
  • Access to sessions and display area
  • Arrival and morning tea/coffee and lunch
  • Program book

Furniture
  • One (1) table
  • One (1) chair

Power
  • One (1) single power point

Delegate list

An electronic copy for the delegate list will be provide seven (7) days pre and post symposium.

Optional items

DUE DATE: MONDAY 16 AUGUST

These items complimentary add-ons, however, will only be ordered if required. Please indicate if you would require one via the sponsorship & exhibition portal.

  • One (1) Velcro compatible display board size TBC
  • One (1) fascia panel

Additional equipment will need to be sourced by exhibitor at own expense.

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

 

Delivery and collection address (please use the delivery label provided within the attached email)

 

Melbourne Convention and Exhibition Centre
Convention Centre Building
Convention Centre entrance
Loading Dock – enter off Normanby Road
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 14 September: 0700–1500 hours

Move in/move out schedule

Time Details
0600 – 0700 hours
Exhibitor set up

0700 – 0800 hours
Exhibition open to delegates for arrival tea and coffee

1000 – 1015 hours
Tea and coffee served in exhibition area

1215 – 1245 hours
Lunch served for delegates

1300 hours
Exhibitor pack down

Materials - delivery and collection

  • 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. Delivery label is available on the attached email; please affix this to each item delivered to/sent from the Melbourne Convention and Exhibition Centre.

Loading dock

DELIVERY: All goods are to be delivered on Friday 10 September between 0700–1600 hours

COLLECTION: All goods are to be collected on Monday 13 September 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 13 September, 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 14 September.  Use of the forklift will incur a $90.00 for 30 mins charge (minimum 30 mins) 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 13 September 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 11 September.

 

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 13 September.

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.

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.
Boston Scientific
#

Astellas
#

Astra Zeneca
#

Genesis Care
#

Cipla
#

Mayne Pharma
#

Mundi Pharma
#

Abbvie
#

BD
#

Besins
#

Coloplat
#

Device Technologies
#

Endotherapeutics
#

Ipsen
#

Menarini
#

Karl Storz
#

Palette Life Science
#

Please ensure you have read the terms & condition regarding for participation at the UroGP 2021.

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 2021 will be refunded less 50% cancellation fee.
  • Cancellations made after 31 July 2021 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 USD10,000,000. 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.

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.

Sponsor Name

Sponsor bio – Lorem ipsum dolor sit amet, consectetur adipiscing elit. Ut elit tellus, luctus nec ullamcorper mattis, pulvinar dapibus leo.