Exhibitor Guidelines
Thank you for sponsoring and exhibiting at the upcoming IHEA National Symposium to be held 16-18 November 2026 at the Esplanade Hotel Fremantle by Rydges.
This webpage outlines important information about your exhibition booth and attending the conference.
We look forward to seeing you in Fremantle!
Key Dates
Monday 26 October
Attending team registered
Monday 26 October
Public Liability sent
Monday 16 November
Freight delivered
Friday 30 October
Advans form due
REGISTRATION
If you haven't already done so, please register your complimentary attendee/s or extra exhibitor staff for the conference using the exhibitor/sponsor registration form provided by Jaime.
Complimentary Sponsor Registrations
Complimentary registration includes:
- Attendance at the Cocktail Reception
- Symposium Session admission
- All catered meals
Extra Exhibitor Staff
Extra Exhibitor Staff Registrations includes access to the exhibition area, name badge, catering breaks during the Symposium and Cocktail Reception.
Extra Exhibitor Staff: $440 per person
PUBLIC LIABILITY
In order to bump in your public liability document must be supplied. Please send your Public Liability to Jaime@icebergevents.com.au by Monday 26 October.
PROGRAM
Please click the button below to view the Symposium program. Please note the Cocktail Reception will be held in the Exhibition.
BOOTH ALLOCATION & EXHIBITOR GUIDE
Please use the button below to view the trade floor plan with booth allocations.
Advans Exhibition Services have been appointed as the official supplier for the exhibition and look forward to meeting your booth equipment and furniture needs. You must complete the below Booking Form and email it to Don from Advans to secure your booth details.
3m x 2m Shell Scheme Package inclusive of:
Walling: 2400mm high flush corinthian grey walls.
Fascia sign: Standard fascia sign (1800mmW x 200mmH) with black text company name text on a white background. A fascia sign will be installed over each open side of the booth.
Lighting: 2 x lights
Power: 1 x 5amp power point
Flooring: existing venue flooring (carpet)
To ensure the shell scheme system is not damaged – please DO NOT adhere stickers or tape to booth, laminated graphic wall panels or fabric wall panels. It is OK TO USE velcro. Under NO circumstances should exhibitors nail or screw any article or display item to the booth walls.
Furniture: There is no furniture provided in your booth, a single trestle table and two chairs can be arranged if requested, please email Jaime@icebergevents.com.au to request. Additional furniture can be booked through Advans by adding it to your booking form, please use the catalogue below to view options.
Electrical Test and Tag: All electrical equipment entering the exhibition must display up to date testing and tagging in accordance with the relevant Australian/New Zealand standards.
Anything outside of the above specifications is to be arranged at the exhibitors own expense.
If you need to contact Advans Exhibition Services regarding your booth requirement, please see contact details below:
Don Ainsworth
General Manager
Ph: 08 9451 8322
Email: don@advanswa.com.au
BUMP-IN & BUMP-OUT
Booth Bump-In
All exhibitors will have access to their booth from 2:00 PM on Monday 16 November for set up.
All booths must be completed and all rubbish removed by 5:00 PM.
Booth Bump-Out
All exhibitors will be able to pack down their booth at the conclusion of lunch at 1:00 PM on Wednesday 18 November.
All booths must be vacated by 3.00 PM as the booths will be dismantled by the exhibition supplier following this time.
VENUE INFORMATION
If you are supplying large or heavy equipment or freight that requires a pallet jack to move between the loading dock and exhibition space please contact Jaime (jaime@icebergevents.com.au) prior to Monday 26 October noting the details listed below. Please note the pallet jack must be operated by a hotel staff member. All pallet deliveries will only be accepted on Monday 16 October, if you are sending a smaller delivery it will be accepted up to three business days before the conference start date.
Please note the below dimensions for access to the exhibition space:
Southern Cross Collie Street Access Doors
Door Height: 260 cm
Door Width: 290 cm
Southern Cross Gala Ballroom
Floor Loading Capacity: 1.5 tonne per sqm
Heavy Equipment Bump In
Your team must be present during bump in when equipment arrives to be unloaded at the venue to ensure it is moved into the correct position on your booth.
Heavy Equipment Bump Out
Exhibitors are to move equipment to the loading dock with the pallet jack (if required) exhibitors must be present to ensure the correct freight is loaded into the correct vehicle.
VENUE INFORMATION - DELIVERY LABEL
Use the button below to access the Esplanade Hotel, Fremantle delivery label. The delivery label must be clearly and securely attached to each piece of freight. Please note freight must be scheduled to be picked up immediately after bump out (Wednesday 18 October).
Submit an enquiry
Use the form below to get in touch with the Symposium Organisers. We’ll review your enquiry and respond as quickly as we can.
Alternatively, you can contact the Symposium Organisers via phone on +61 7 3876 4988.