Sponsors & Exhibitors Manual

Thank you for participating in the 2021 COAST TO COAST CONFERENCE.
The below information will assist with your preparation.

If you have any questions or require assistance please contact: mail@conferencedesign.com.au 

Exhibition Times

Exhibitor Build/Bump In

Tuesday 27th July

Exhibitors are permitted access from 0700 hrs.

If you think you will require earlier access please email liz@conferencedesign.com.au 


Exhibitor Pack-up

Thursday 29th July

Pack up can commence following lunch.

Please ensure pack up is completed by 1500hrs.

Open to delegates

The Trade exhibition will be open to delegates at the following times:

1015 – 1530 | Tuesday 27th July
1020 – 1245 | Wednesday 28th July
1030 – 1345 | Thursday 29th July

The above timings may be subject to change. The registration desk is open from 0800 each day. 

Exhibition Floor Plan

2021 CTC - Exhibition Floorplan for website-update

Exhibition Allocations

# Printed Fascia Sign
01 Bluemont
02 BMT
03 Queensland Government Hydraulics Laboratory
 04 Whitsunday Climate Change Innovation Hub & Coastal Councils Adaptation Taskforce (C-CAT)

Display Inclusions

Onsite Exhibition


  • DISPLAY – 2m x 3m footprint
  • Fascia sign with your company name (up to 24 characters, in capitals on PVC panel).
  • Two spotlights
  • 1 x 4 amp power supply.
  • Trestle table with table cloth
  • Two Chairs
  • Registration for ONE (1) company representative to staff the display & attend social functions.
  • Logo & hyperlink on the conference website.

Additional sponsor/exhibitor registrations and social function tickets can be purchased separately (maximum of 2 exhibitor personnel per booth stand).

$450 | Additional Registration (Excluding Conference Dinner)
$65 | Additional Welcome Function Ticket
$135 | Additional Conference Dinner Ticket

Online Exhibition


  • Online Exhibition Booth in the online conference portal
  • Access to the online Exhibition Booth included in your onsite registration
  • Logo & hyperlink on the conference website, conference app & in your Online Exhibition.
  • Promotional Video/s linked to the online conference portal.
  • Brochure/s and flyer/s available for download from the online conference portal.
  • Access to Lead Management software through the online portal & conference app.
  • Ability to meeting one on one with both onsite and virtual registered delegates.
  • Access to the online Meeting Hub to connect with all delegates and request meetings (includes live video and text chat)
  • Your booth will be included in the “Online Game” at the time of the conference.

Additional online sponsor/exhibitor registrations can be purchased separately.

$350 | Additional Online Registration

Useful Contacts

Venue Contact

Custom stand plans and venue related enquiries should be directed to:

Claudia Galea
Conference & Events Coordinator
Pullman Cairns International

e: h8772-sb4@accor.com
p: 07 4050 2113

Exhibition Supply Company

NQ Exhibition is the appointed exhibition supply company. NQ Exhibition supply exhibition booths, furniture hire, trestle tables, fascia/name board, lighting & power, signage, audio visual, plants, custom stands, venue information and timing schedules.

Please contact NQ Exhibition to confirm your fascia wording and to arrange any other equipment you wish to hire.

e: admin@nqexhibitions.com.au
p: +61 07 4041 2703

Conference Design

Please contact organisers at Conference Design if you have any queries.

Conference Manager – Liz Hafner
e: liz@conferencedesign.com.au 

Conference Coordinator – Sam Morley
e: sam@conferencedesign.com.au

p. +61 3 6231 2999

Onsite Important Information


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

  1. Download and use the delivery label provided by the venue.
  2. Confirm with your courier the delivery has been made BEFORE you arrive.
  3. Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive.
  4. Goods will only be accepted between the hours of 0900 and 1700, Five working days prior to the event on 26 July 2021.


  1. Download and use the collection label provided by the venue.
  2. Box up any materials requiring collection and leave on your stand for collection by venue staff during bump out.
  3. Arrange for collection of the items with your courier as per the pick up details noted in the collection label.
  4. Check with your courier whether a consignment note/number is required. If so include these details on your boxes before they are collected by the venue staff.
  5. All goods must be removed by 30th July 2021.

Delivery Label

Attach to all items being sent to the conference venue

Deliveries to the venue will not be accepted if they do not have the delivery label attached.

The same label can be used as the collection label at the end of the show.

Your Contact Person

When booking please appoint a single point of contact within your Organisation. All bookings will be recorded under the one name and all correspondence will be sent to this person.


Anyone from your Organisation attending the conference or guests you wish to invite to the Conference must register with Conference Design before the conference. An official conference name badge will be required to access the conference and exhibition area.

App Game

An app based game will be run to encourage delegates to visit and interact with the exhibition. The Organising Committee appreciated donations of delegate prizes from the exhibiting companies for this game. The prizes will be drawn in the Closing Plenary. For more information please contact the Conference Manager.

Online Important Information

Online Participation

In order to participate as an online exhibitor at the event and make the most of the exhibition opportunities available, each of your exhibiting staff members will need access to a device (laptop or desktop computer are recommended), internet, a webcam and a microphone.

For the best user experience, we recommend using Google Chrome 2010+.

Advertising Formats & Specifications

Your logo will be used on the website, in the printed program, in the conference app, online conference portal and on a joint sponsors’ slide.

Print: EPS version

Web and App: a high resolution PNG, JPG or TIFF image, no less than 250 KB in size. Optimal logo sizes for the online meeting platform are 1000px X 500px

Please upload via the online booking portal when you book or email to Conference Design.

  • Exhibitors – 100 words

Include contact details, website link and any social media handles you wish to promote so delegates can connect with your organisation. The profile will be displayed in the online meeting portal, delegate app and on the website.

Upload during the exhibition/sponsorship booking process or email to Conference Design. The earlier the longer exposure your organisation will receive.

For the conference app and as a supporter of the conference you are entitled to provide an electronic document / brochure / advertisement for the eSatchel section of the app.

  • High resolution, colour PDF
  • A4 portrait orientation, 210mm x 297mm
  • Maximum size of 1MB
  • No bleed and no crop marks
  • PDFs will be uploaded as ‘as received’

We are not distributing satchels/bags/pads to delegates upon registration. Instead, we will be encouraging people to visit the displays for these items, as a way of increasing engagement between our delegates and exhibitors and giving you more opportunity and time to interact and form relationships early on in the conference.

Exhibitors have the opportunity to provide a short video linked to their online exhibition stand.

  • Maximum size of 20MB
  • MP4 or AVI formats

Email to: Conference Design

Downloadable brochures and/or flyers will be accessible through your exhibition listing in the online meeting portal and the delegate app.

  • High resolution, colour PDF
  • A4 portrait orientation, 210mm x 297mm
  • Maximum size of 1MB per document (multiple pages allowed)
  • No bleed and no crop marks
  • PDFs will be uploaded ‘as received’

DUE: 19th July

Email to mail@conferencedesign.com.au

The Online Conference portal, OnAIR, allows you to create 10 Frequently Asked Questions (FAQs).

Terms and Conditions | Sponsors and Exhibitors