Sponsors & Exhibitors Manual | Online

What does an online exhibition look like?

For the 2021 conference, we will be using a platform called OnAIR by EventsAIR.

Just like a traditional exhibition at a face to face meeting, attendees can visit the virtual exhibition hall and engage with exhibitors. Attendees can view exhibitor information, download brochures, and when the exhibition is open, engage in instant meetings with exhibitors.

OnAIR is a fully integrated and secure platform optimised for fully virtual events as well as hybrid events.

What you need to participate?

In order to participate as an online exhibitor at the conference and make the most of the exhibition opportunities available, each of your exhibiting staff members will need access to a device (laptop, desktop, phone, tablet etc…), internet, a webcam and a microphone.

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

Online Exhibition Booth inclusions

Inclusions will differ for each exhibitor depending on their level of sponsorship. Standard inclusions for each exhibitor listing include:

  • 2 – 4 Content pieces (PDF brochure or flyer, Hyperlink) available for download
  • 50 – 400 word company profile
  • 1 x company logo (JPEG preferred PNG accepted)
  • Up to 10 FAQs included in your online display
  • Your display will be included in the “NAHC Conference Online Game” at the time of the conference
  • One-to-one video conference meetings with delegates
  • Access to the Meeting Hub to connect with delegates via video call, messaging and live chat
  • Access to online Lead Management Software

Conference Manager

Please contact Anna Patterson at Conference Design to discuss supporting the conference or to make an amendment to your current package.

anna@conferencedesign.com.au
+61 3 6231 2999

Exhibition Opening Times

The exhibition lounge will be open during dedicated exhibition breaks that will be programmed throughout the meeting for delegates to engage with sponsors. During these times you are strongly encouraged to be online and “at your stand” to be available for meetings with delegates. You can also schedule meetings with attendees outside these breaks.

Times may be subject to change.

The online exhibition will be open at the following times for delegates to visit your online stand and connect with your representatives. 

Tuesday 10 August

  • 1145-1215
  • 1315-1400

Wednesday 11 August

  • 1110-1130
  • 1230-1300

Thursday 12 August

  • 1100-1130
  • 1230-1300
Other Important Information

Representatives

All representatives must be registered in order to access the NAHC online platform.

Anyone from your Organisation attending the conference must register with Conference Design before the conference.

An individual conference registration will be required to access the online meeting and exhibition areas. Please check your sponsorship or exhibition inclusions to confirm the number of inclusive registrations available.

Additional registrations can be purchased for $200 each which includes access to the full conference and networking sessions.

FAQs

Click here to view FAQs about the Online event. Please contact Conference Design if you have a question that has not been addressed.

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.

Exhibition Listings

Sponsors and exhibitors will be listed in the portal in order of sponsorship level followed by alphabetical order.

Click image below to view

Advertising Formats & Specifications

Please send all advertising materials to NAHC Coordinator, Tara Johnson (tara@conferencedesign.com.au) before the due date listed below.

If you have any questions regarding your package or inclusions please do not hesitate to contact Conference Design.

Please check the inclusions of your sponsorship package to confirm which advertising formats you need to supply.

ALL SPONSORS & EXHIBITORS

LOGOS

Your logo should be a high resolution JPEG image, no less than 250 KB in size. PNG or TIFF also acceptable.  Your logo will be used on the website and event portal.  Where included in your package, it will also be used on marketing materials promoting the event to our mailing lists.

A high resolution and large size logo should be supplied to Conference Design for use on the website, marketing material (if applicable) and the online meeting portal. Logos will be resized to the required specifications for each platform. Logos will be displayed in the online meeting portal in a square or horizontal format. Stacked logos are not recommended to ensure optimal fit on all display platforms.

Optimal logo sizes for the online meeting platform are 1000px X 500px

Upload during the exhibition/sponsorship booking process or email to Tara Johnson. The earlier we receive your logo the longer exposure your organisation will receive.

COMPANY PROFILE

  • Sponsors – 100 – 500 word profile (please check your package for your correct word limit).
  • Exhibitors – 50 word profile

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 and on the website.

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

LEAD MANAGEMENT

The OnAIR conference portal features a Lead Management function where you can create questions for your team to ask delegates when they visit the online exhibition booth.

How it works:

When a delegate commences a meeting with your representative they can collect the delegate’s details and information based on, or guided by, your pre-loaded questions. The delegate’s responses can then be sent back to a staff member in your office or saved for follow-up after the conference.

Representatives must obtain delegate consent before collecting details, so we recommend including a question such as: “Do you consent to receive follow-up communication from our company”.

Your automated message

An automatic email can be created prior to the conference and sent to all delegates whose information has been captured. You can attached a pdf brochure, or the email might just be a simple ‘Thank you for visiting’.

Lead Management Set Up & Accessing Leads

To set up your lead questions, automated email, and lead alert email, please log into the Exhibition Portal. Only the main contact (the person managing your booking) will be able to set up the lead questions and emails and access the leads.  Note the questions you set up will be available for use by both onsite and online representatives.

To access your leads, follow the steps below:

  • Click on Lead Management
  • Current Leads
  • Click Export at the bottom of the page – this will provide you with an Excel Spreadsheet

Information can be exported and collated at any time during or after the event.

Please contact Tara Johnson if you have any questions regarding the set up of lead management. 

Log into the exhibition portal here:

2021 NAHC Exhibition Portal

REGISTRATIONS

Sponsor registrations include access to the full conference. Additional registrations can be purchased for $200 each. Each registration will have an individual login for the portal so registrations cannot be shared amongst colleagues. To register your staff and purchase additional registrations please log in to the exhibition portal. The exhibition break times are listed on page 2. We strongly recommend your representatives are online during these times as this is when attendees will be encouraged to visit your stand.

Ensure each staff member registered includes a photo and short profile so delegates can see who they are.

Log into the exhibition portal here:

2021 NAHC Exhibitor Portal

We recommend you register your staff as soon as possible so they receive all applicable communications regarding the conference and using the online portal.

APPLICABLE SPONSORS ONLY

DOWNLOADABLE CONTEN PIECE

The downloadable content piece(s) will be accessible through your exhibition listing in the online meeting portal.

The content pieces will ideally be:

  • 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: 19 July 2021

PROMOTIONAL VIDEO

The on-demand pre-recorded promotional videos will be available for delegates to view in your online display. The file should be supplied to Conference Design as an MP4 file or URL link.

DUE: 19 July 2021

PROMOTIONAL TWEETS

The promotional tweets will be sent out via the twitter account in the lead up to the event. Tweets supplied should be no larger than 200 characters each.

DUE: At your earliest convenience. The sooner content is provided, the more exposure opportunities available.

PUSH NOTIFICATIONS

These are short “alerts/adverts” that will be sent via the online platform and the app. The body text for a push notification message should be no more than 30 words and a heading no more than 10 words.

DUE: 19 July 2021

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