Exhibitor Guidelines
See below the important details for all sponsors and exhibitors taking part in the exhibition for the Parks and Leisure National Conference. We highly recommend sharing this webpage with all team members who will be onsite.
Key Dates
Register Exhibitor Staff
Monday
9 November
5:00 PM
Public Liability Due
Monday
9 November
5:00 PM
Exhibitor Bump In
Sunday
29 November
3:00 PM - 5:00 PM
Exhibitor Bump Out
Tuesday
1 December
3:30 PM - 5:00 PM
Venue
The Parks and Leisure National Conference 2026 will be held at the Melbourne Convention and Exhibition Centre (MCEC). The exhibition will be held in Melbourne Room 1, on level 2. The most direct route to Melbourne Room 1 is by entering the MCEC via the main entrance at 1 Convention Centre Place or entering through the door opposite the Seafearers Bridge and up staircase 1.
Booth Allocation, Floor Plan & Exhibitor Guide
Please use the button below to view the exhibition floor plan with booth allocations.
Expo Event Services have been appointed as the official supplier for the exhibition and look forward to meeting your booth equipment and furniture needs.
The 3m x 3m Shell Scheme Package includes:
Walling: 2.5m high smooth finish wall panels within white Octanorm aluminium framing. Please note that if your booth is located on a corner you will have a back and side wall only.
Fascia sign: Standard fascia sign (2950mmW x 215mmH) with black text on a white background. A fascia sign will be installed over each open side of the booth.
Lighting: 1 x LED 3 bar arm light
Power: 1 x 4amp power point (240v/1000w)
Flooring: existing venue flooring
To ensure the shell scheme system is not damaged - please DO NOT adhere stickers or tape to booth walls, laminated graphic wall panels or fabric wall panels. It is OK TO USE Blu Tack and 3M removable picture hanging strips. 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 package. To book furniture please contact Expo Event Services. Alternatively, you are welcome to bring your own furniture for your booth.
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 Expo Event Services regarding your booth requirements, please contact Tayla Dugard:
Tayla Dugard - Exhibitor Sales Coordinator, Expo Event Services
Ph: +61 7 5681 1333 Email: sales@expoevent.com.au
Bump In & Bump Out
Booth Bump In
All exhibitors will have access to their booth from 3:00 PM on Sunday 29 November for set up. If you are building a custom booth or are bringing in an externally engaged exhibition supplier please email Expo Event Services (Tayla Dugard) to arrange earlier access.
All booths must be completed and all rubbish removed by 5.00 PM on Sunday in time for the arrival of delegates to the Welcome Reception occurring in the exhibition space from 5:00 PM that evening.
Booth Bump Out
All exhibitors will be able to pack down and bump out their booth at the conclusion of afternoon tea at 3:30 PM on Tuesday 1 December. Booths must be vacated by 5:00 PM as the booths will be dismantled by the exhibition supplier following this time.
Key Safety Information:
- Hi-vis vests and close toed shoes must be worn during bump in/out and at all times on the loading dock
- Children under 15 years are not permitted during bump in/out or on the loading dock at any time
- Trolleys are not permitted on the concourse
- First aid can be accessed via MCEC security
- Special approvals are required from MCEC's Exhibitor Services team and Iceberg Events for unique activations e.g vehicles on the show floor, open flames or balloons.
Venue Information
Freight
If you are sending freight to the MCEC ahead of bump in please arrange for delivery to the Convention Centre loading dock (entry via Normanby Road, South Wharf) for Friday 27 November. All deliveries must include the delivery docket (found below) securely and clearly attached to every package. Page 2 of the delivery docket includes dock details and access measurements, please review this page before arranging freight. Porters will bring all freight up to Melbourne Room 1 for bump in.
If you are sending freight please email Amy at amy@icebergevents.com.au and let her know what items you are sending and how many packages in total will be received.
If you are sending return freight at the end of the conference please ensure your team package everything up and attach the courier label in a secure and clear location. Your team should bring the printed courier labels and all packing equipment required (tape, scissors, shrink wrap etc) with them. Once packaged porters will move the freight to the loading dock for collection. Pick up can be scheduled for Tuesday afternoon (after bump out) or Wednesday morning.
MCEC loading dock hours: Monday to Friday 8:00 AM - 4:00 PM
If you require a freight forwarder please view the MCEC preferred suppliers below.
Important note: There is no storage available at the MCEC before/during or after the event. If you require storage please arrange this via a freight forwarder.
Venue Induction
All team members who are present during bump in and/or bump out must complete the MCEC site induction head of arrival. Please use the button below to access the the induction site (you will find the links in the white section of the webpage - if you are new to exhibiting at the MCEC please select the first link, if you are returning please select the bottom link).
Additional Exhibitor Resources
MCEC's additional exhibitor resources webpage can be accessed by using the button below. Please review this webpage and contact Iceberg Events if you have any questions or need to see any approvals. Please note: coffee can only be served at the sponsored coffee carts, additional coffee carts are not allowed.
Additional Venue Information
- MCEC's Exhibitor Services offers on-stand catering, personal internet packages and more (found on the Exhibitor Services page). Please note there is a 7 business day deadline prior to the event start date to finalise orders
- Please note MCEC Exhibitor Services do not provide furniture or equipment. If you would like to hire furniture or equipment please contact Expo Event Services (Tayla Dugard)
- MCEC has sole catering rights to the venue, therefore any externally sourced food or beverage must receive prior approval from MCEC Exhibitor Services and may be subject to an external supply charge
Registrations
Due Monday 9 November
Registration instructions for your complimentary attendees have been distributed via email. If you have had any trouble receiving and would like this resent, please don't hesitate to reach out to amy@icebergevents.com.au.
Public Liability
Due Monday 9 November
Please send your public liability to Amy at amy@icebergevents.com.au by Monday 9 November.
Program
Use the buttons below to view the current program and speakers.
Lead Capture
All exhibitors will have access to our lead management system through the attendee app. The main contact for each sponsor/exhibitor (the nominated person on the sponsorship agreement form) will be able to log into the exhibitor portal and download a list of delegates scanned by the team onsite along with their contact details and answers to any questions (if they have been prepared ahead of time).
The main contact can log into the exhibitor portal and set up lead management questions ahead of the conference start. If questions are set up, when the onsite team scan a delegates QR code the questions will appear on the sponsors/exhibitors phone to prompt them. The delegates answers will be stored and can be downloaded with their contact details.
All delegates will have a QR code on their name badge and within the conference app (under the QR code tab).
To scan the delegates QR code the onsite team must use the 'Scan Leads' icon within the conference app.
Exhibitor Prize Draw
A great way to encourage delegates to visit your booth and to collect contact information is to run a prize draw from your booth. Please be aware that many delegates no longer carry business cards so if you would like to collect details (outside of the conference app) consider another method of capturing details (e.g QR codes linked to Google Forms).
During the final afternoon tea break a small number of sponsors/exhibitors individual prize draws will be announced by the MC within the exhibition. If you would like your prize be included within this announcement please email Amy at amy@icebergevents.com.au before Monday 9 November.
Exhibitor Passport
Please make sure you are scanning all delegates QR codes when they visit your booth as the delegates will be going into a prize draw that is linked to their number of scans.
Contact Us
If you have any questions, please reach out to:
Amy Lightbody, Iceberg Events
Phone: +61 7 3876 4988
Email: amy@icebergevents.com.au
Submit an enquiry
Use the form below to get in touch with the Conference Organisers. We’ll review your enquiry and respond as quickly as we can.
Alternatively, you can contact the Conference Organisers via phone on +61 7 3876 4988.