Information for Sponsors – Agile Australia 2016

Contact List

Exhibition

Location: The exhibitor space is located in the foyer of the MCC.

Booth sizes: Title sponsor’s booth will be 2m x 6m. All other exhibitors’ booths will be 2m x 3m.

Floor plan: A preliminary floor plan will be available closer to the event (around April-May), when the number of exhibitors are known. Allocation of booth spaces will happen in the order of signing up as a sponsor.

Opening hours: The exhibition will run from appr 8:00am to 5:30pm on Monday 20 June and from 8:00am to 5:00pm Tuesday 21 June 2016.

Included shell and furniture
Our exhibition partner for Agile Australia 2016 is Moreton Hire, who will be handling all exhibition booth details, equipment and supplies.

If you are an exhibitor or have an exhibition booth included in your sponsorship package, you will receive:

A SYMA booth shell with up to three walls and fascia*

Base: 2m x 3m, Height: 2,5m
- Walls: white laminated
- Fascia: Matt anodised aluminium frame, 380mm high with white laminate infill
- Sign: Company name – One show digital print lettering on white laminate infill per aisle
Lighting: 2x 150 watt adjustable spotlights installed to the back of the fascia
Power: 1 x 4amp power point
Flooring: Charcoal carpet (possible to change at exhibitor’s cost)
Wireless internet connection

*We are happy to accommodate custom-made stands, but they must be not bigger than your allocated space and need to comply with the strict rules of the MCC. In case you would like to use your own stand and you don’t need the shell, please inform us as soon as possible and before 1 May 2016.

As long as it fits within the space you have been given, you can deck out your booth with anything you can imagine! We would recommend having something interesting that will entice delegates to approach your booth and start a conversation. You can decide to use 3, 2 or 1 walls, or just have the columns and the fascia, creating a more open space.
Fixing banners, prints, etc to the walls is possible with blu-tak or 3M removable picture hanging strips only.

Besides the items on the list above all other equipment and furniture is at the sponsor’s expense and can be organised directly with Moreton Hire. List of items available for hire can be found on Moreton Hire’s website at www.moreton.net.au.

To learn further details of the shell; arrange your fascia sign* and order furniture, lighting and AV please download the Shell information and order form and return it by 20 May 2016.

*Cost of the fascia is included in the sponsorship package but this form needs to be completed to arrange the sign.

Bump in and pack down
Shells will be set up by Moreton Hire on Sunday, 19 June, between 8:00pm and 12:00am.

Exhibitor bump in will be possible on Monday 20 June from 6:00am to 7:30am.

The bump out will take place on Tuesday 21 June after the afternoon tea (approximately 3.30pm) until 6:00pm. All exhibitor materials must be removed from booths by 6:00pm.

Please do not leave any valuables in your booth overnight as the MCC internal security will only be patrolling the area and will not have a permanent presence in the exhibitor area.

Dos and Don’ts on the exhibition booth

You can put up branded banners, flags, signs on your booth
You can hand giveaways to attendees, with the exception of whole meals and alcohol (e.g. bon-bons, notepads, pens etc allowed). For any food or drink item a prior written approval from MCC is necessary. Please contact us to arrange!
You are not allowed to run presentations on your booth, competing with the main program.

ATTRACTING AN AUDIENCE TO YOUR BOOTH
Here are some ideas to help you entice delegates to spend some extra time at your booth:

Create an open atmosphere
We provide up to two walls per booth, but you don’t have to use both walls, or any! Eliminate physical and psychological barriers to your booth by making it open and inviting. Create a space for delegates to easily come into your booth for chat.

Be Interactive
Host a “mini conference” by having chairs or standing space and have someone chat about an interesting topic for 15 minutes. Have a schedule posted at your booth or announce it on Twitter. Alternatively, utilise existing technology and invite delegates into your booth to challenge you to a game of “Words with Friends” or “Draw Something”.

Organize competitions
Have delegates complete a short survey to enter a raffle so that you can find out more about them, tie it in with the previous suggestion of interactivity to create a friendly competition.

Tell people what you will be doing beforehand
Build hype by tweeting and blogging about what you will be doing at Agile Australia 2016 so that delegates will be on the lookout for you.

Getting things there

gaffneys event logistics has been appointed the official logistics contractor to Agile Australia 2016.
As a service to sponsors, we have arranged for the transportation of exhibitor goods to the show, from gaffneys’ Melbourne warehouse. After the show your goods will be collected and returned to gaffneys’ warehouse, from which you can either arrange collection using your own courier, OR organize for gaffneys to freight the items to their final destination.

There are no extra costs to sponsors for this warehouse – venue – warehouse service. Sponsors only need to pay for delivery of items to and from gaffneys’ warehouse.

In order to avoid any issues, lost freight or unmarked items, it is absolutely critical that you follow the instructions and use the provided forms. gaffneys will take all care but cannot be held responsible for any freight that is delivered by other couriers which cannot be identified.

What you need to do as an exhibitor:

Complete the Transport Request Form (download printable PDF or complete online) and return it to gaffneys event logistics by Friday 10 June 2016.
Ensure that each item is numbered (e.g. 1 of 3, 2 of 3 etc..) and labeled using the appropriate labels. Download the labels for Exhibition Booth Items OR Delegate Bag Items.
Deliver your goods to gaffneys’ Melbourne warehouse by no later than Thursday 16 June 2016.
Your goods will then be delivered to your stand at the show by 6am Monday 20 June 2016.
At the close of the show, be sure to pack, label and number your goods accordingly.
Remember to attach consignment notes or instructions for your couriers.
If you require any additional return freight after the show, you must contact gaffneys’ a minimum of 24 hrs before the close of the show.

If you require a quote for transport to / from your premises to gaffneys’ depot, please send an email to info@gaffneys.com.au or contact Camilla Lorraine at +61 3 8402 6915 or camilla@gaffneys.com.au.

Deliver labeled items to:
gaffneys event logistics
4 – 6 Apollo Drive,
Hallam VIC 3803

gaffneys depot is open Mon – Fri / 9am – 4pm

Download the labels for Exhibition Booth Items OR Delegate Bag Items.

Please note:

Conference Bags will be packed Sunday 19 June 2016. Slattery IT and gaffneys are not responsible for items that are shipped without the correct labeling or do not meet shipping deadlines.
Your goods must be sufficiently packaged for transport. Loose items / fragile items will not be transported if insufficiently packaged.
If you are using your own transport company, ensure you make specific arrangements with your transport provider and the venue.
We recommend you procure insurance on your goods. gaffneys does not provide insurance on your behalf.

WiFi

Complimentary WiFi is provided by the MCC.

Coverage extends throughout the venue, including meeting rooms, exhibition bays, the plenary and all other public spaces.
Suitable for webmail, Facebook, Twitter and basic internet browsing (but not for streaming video such as Skype).
Maximum bandwidth of 512Kb/s per user, with actual bandwidth influenced by the number and density of concurrent users.
Requires users to subscribe (free of charge) via a login page and agree to a set of terms and conditions.

If you require dedicated WiFi/Internet access, please contact the MCC exhibitor services directly on exservices@mcec.com.au. Extra charges will be incurred and are paid directly to MCC.

Lead Retrieval / Scanners

Lead retrieval / scanning will be available for Sponsors at Agile Australia 2016 to collect delegates’ contact information.

Attendee nametags for the conference will include a bar code. Sponsors will have the ability to scan the badge of each person who visits their booths and capture their contact details. It is also possible to qualify leads on-site through the action bar codes on a “qualifier sheet”.

SlatteryIT has covered all of the setup costs to enable the scanning technology – however it is up to each sponsor to confirm (at their own cost) if and how you would like to proceed with this option, directly with our supplier.

More information on prices and how to arrange scanners will be available here shortly.

FAQ

Can I get a copy of attendee contact information after the event?

We can provide stats on the number of attendees, job titles and organisations in collated form. For privacy reasons, we are unable to share specific delegate contact information. You can however use a scanner to collect attendee details.

Are the presentations filmed and can I get a copy of the video?

Agile Australia Sessions have been filmed in the past by InfoQ. These are now available through the InfoQ website at http://www.infoq.com/agile-australia-2015/ . We are happy to assist you with organising the recording of your own session if the need arises.

How many attendees do you expect this year? How does that compare to previous years?

Given the growth of past years, the Agile Australia conference in 2016 is expected to attract over 1100 delegates across more than 250 of Australia’s leading organisations.
Agile Australia 2015 in Sydney was a sold out success with 1100 delegates, representing 250 unique companies. The 2014 conference in Melbourne attracted over 900 attendees from 212 companies, while the 2013 conference in Sydney attracted 850 attendees from 206 companies.

How much time do attendees spend viewing exhibitor displays and talking with the exhibitors?

The official exhibitor networking times are during the tea breaks and lunch, totalling to approximately 4 hours. However, in past conferences we have noticed that many attendees choose to spend extra time networking during the formal sessions and remain in the exhibitor networking area.

Are there discounts that sponsors can offer to their networks?

Absolutely! Sponsor networks are able to get a 10% discount off the advertised rate. SlatteryIT provide you with a promo code and a digital flyer, which you can send to your networks.

I am an Exhibitor and am opting to being in a custom-made stand. What are the rules for this?

We are happy to accommodate custom-made stands, but they must be not bigger than your allocated space (2m x 6m for Title sponsor, 2m x 3m for other sponsors) and must comply with the rules set by the venue.
As long as it fits within the space you have been given, you can deck out your booth with anything you can imagine! We would recommend having something interesting that will entice delegates to approach your booth and start a conversation.

Is there any furniture provided as part of the exhibitor booth? We want to hire extra furniture/equipment for our booth. Who should we be contacting?

Furniture is not included. If you would like to hire any furniture or equipment (at your own expense), you will need to contact our exhibition contractor – Moreton Hire. Please see contact details here.

Is there press coverage? What magazines, papers, publications will cover the event? How can we contribute to the same?

We invite IT and business media to attend the event and have good coverage in IT press over past years. If there is anyone you would like to invite or suggest should attend, please contact us. Sponsors are also encouraged to talk to us about exposure on the conference blog and the Agile Today magazine.

Our sponsorship package allows for us to include one item / corporate giveaway in delegate bags. What can this include?

Pretty much anything except paper! We strongly advise sponsors to steer away from brochures, leaflets and any other kind of paper based product as each year delegates have expressed a dislike of receiving paper in their bags. We recommend giving something edible (chocolates etc) or a promotional item (eg USBs, keep cups, stress balls etc).

Our sponsorship package allows us x number of banners. Where are these banners placed?

For title sponsors, banners will be placed on stage in each of the breakout rooms, plus one in the break/networking spaces. Banners for other sponsors will be placed in the networking / registration area.

We will be providing a lucky door prize. How is this drawn and when will winners be announced?

When providing a lucky door prize, we recommend that sponsors collect delegate business cards at their booths, or scan delegates’ nametags and draw out the winners after afternoon tea on the last day. A representative from SlatteryIT will get the name from the booth and winners will be announced at the closing reception. Please note that winners might not be present during the announcement to receive their prize so we ask sponsors to be prepared to send the prize via post. The prize announcement will be carried out by the organisers – there is no need for a representative of your company to present your prize to the winner.