Sponsors & Exhibitors Manual | Online

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What does an online exhibition look like?

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.

Click on the image on the right, for a preview.

Lead Management

The OnAIR conference portal features a Lead Management function, you will create questions for your team to ask delegates when they visit the exhibition booth. This information can be exported and collated at any time during or after the event. This is a great tool for your organisation to capture information from delegates visiting your exhibition stand whether it is a question to form part of a research task, or for follow-up after the event.

How it works

When a delegate commences a meeting with your representative – subject to the delegate providing their permission – your representative may 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. Your representatives must obtain every delegate’s 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 also be created in advance through the Lead Management function, to be sent to all delegates whose information has been captured. Your pdf brochure can be attached, 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: https://cdesign.eventsair.com/2021anzsebp/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.

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

Please contact Conference Design if you have any questions regarding the set-up of lead management. 

Frequently Asked Questions

Click here to view FAQs about online events.
Click the image below for more information about exhibiting and sponsoring an online event.

Please contact Conference Design if you have a question that has not been addressed.

Conference Managers

Please contact Conference Design to discuss supporting the Meeting or to make amendment to your current package.

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.

Representatives

Anyone from your Organisation attending the event must register with Conference Design before the meeting. An individual event 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.

Exhibition Listings

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

Online Exhibition Booth inclusions

Inclusions differ for each package and level of sponsorship.

Standard inclusions for each exhibitor areas follows:

  • Promotional Video/s linked to the online conference portal.*
  • Brochure/s and flyer/s available for download from the online conference portal.*
  • Company profile on the online conference portal.*
  • Full online conference registrations.*
  • Online Exhibition Booth featured in the Exhibition Lounge.
  • Your booth will be included in the “Online Game” at the time of the conference.
  • Access to the online Networking Hub to connect with all delegates and request meetings (includes live video and text chat)
  • Access to online Lead Management Software.

*Please refer to the sponsorship prospectus for profile word count, and the number of videos, brochures/flyers, and registrations included with your package.

Accessing the OnAIR Portal

All representatives must be registered individually to gain access the OnAIR conference portal.

Login details will be emailed directly to registered representative/s. The email will include auto-login details and credentials to provide your representative/s with access to the OnAIR conference portal directly.  Here they can gain access to your exhibitor dashboard by clicking on your stand.

When your representatives ‘enter’ the stand during scheduled exhibition hours, they will see: a meeting queue list of those waiting, a list of who is already in meetings, and  any meeting requests from delegates which they can respond to.

Leading up to and throughout the conference, your company representatives can text chat with each other and view your pre-loaded company brochures for reference.

Exhibition Opening Times

The exhibition lounge will be open to delegates at all times throughout the event. Dedicated exhibition breaks 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.

The exhibition breaks have been scheduled for the following times^*:

Exhibition times will be listed a planning proceeds.

Outside of exhibition opening hours, delegates are still able to visit your stand to view your brochures and videos and can connect with your representatives via the Networking Hub.

^Exhibition breaks are subject to change before the event.
*Listing times are subject to relevant exhibition inclusions only and all times listed above may not be applicable to all packages. 

Advertising Formats & Specifications

Please send all advertising materials to event Coordinator, Conference Design (mail@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.

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, meeting app 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), the online meeting portal and attendee app. Logos will be resized to the required specifications for each platform. Logos will be displayed in the online meeting portal and attendee app 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 Conference Design. The earlier we receive your logo the longer exposure your organisation will receive.

  • Sponsors – 200 word profile.
  • 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, 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.

The OnAIR conference portal features a Lead Management function, you will create questions for your team to ask delegates when they visit the exhibition booth. This information can be exported and collated at any time during or after the event. This is a great tool for your organisation to capture information from delegates visiting your exhibition stand whether it is a question to form part of a research task, or for follow-up after the event.

How it works

When a delegate commences a meeting with your representative – subject to the delegate providing their permission – your representative may 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. Your representatives must obtain every delegate’s 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 also be created in advance through the Lead Management function, to be sent to all delegates whose information has been captured. Your pdf brochure can be attached, 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: <<insert a link to 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.

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

Please contact Conference Design if you have any questions regarding the set-up of lead management. 

This is a 10-second promotional video which will be shown after the ‘Getting to know the event Portal’ introduction. The video should be a maximum of 10 seconds in length. Any videos exceeding this time will be rejected. We recommend creating a short promotional video – be creative!

  • Maximum size of 20MB
  • MP4 or AVI formats

DUE: 9 August 2021

This is a 30 second promotional video which will be shown between sessions and will be built into the programme. The video should be a maximum of 30 seconds in length. Any videos exceeding this time will be rejected. We recommend creating a short promotional video – be creative!

  • Maximum size of 20MB
  • MP4 or AVI formats

DUE: 9 August 2021

The digital eSatchel is exactly what it sounds like. We are taking a physical satchel that would be provided at a face to face meeting and adapting it to the online platform. Whilst we can’t add physical items such as pens, pads, coffee cups etc… this is still a great opportunity to add documents or links to resources for the event delegates.

Your eSatchel document may be a simple flyer or brochure for delegates to download or it may be a link to an online advertisement, a complimentary or discounted registration to an online webinar or workshop, a voucher to an online shop, a job opening, the list goes on.

We encourage you to be unique and creative with your eSatchel content!

DUE: 9 August 2021

The downloadable content piece will be accessible through your exhibition listing in the online meeting portal and the delegate app.

The content piece 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: 9 August 2021

The content piece will ideally be:

  • High resolution, colour JPEG image
  • Portrait orientation, 850px X 1000px
  • No bleed and no crop marks
  • Images will be uploaded ‘as received’

Please contact event Manager, Conference Design (mail@conferencedesign.com.au) to discuss the campaign your advert will be included in and the date of circulation.

The on-demand pre-recorded webinars will be available for delegates to view 1 week prior to the event. Webinar sessions will be limited to 30 minutes only and will be rejected if the length exceeds this time. The file should be supplied to Conference Design as an MP4 file or URL link.

DUE: 9 August 2021

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.

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: 9 August 2021

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