Early bird registrations now open!
Melbourne 22-24 February
On behalf of the SMSF Association, we would like to thank you for your valued support and participation at the SMSF Association National Conference 2023.
To assist in your planning, we have provided the following Exhibition Briefing Notes which include necessary information, web links and forms for completion. We encourage you to review this document carefully to ensure you are able to maximise your participation in the Conference.
You may need to share some of this information with your team who will be onsite if you will not be attending the event.
Please do not hesitate to contact us if you need any further information.
Navigate using the tabs below for further Exhibitor information:
Please note all visitors including delegates, sponsors and any third party suppliers entering the MCEC will be required to comply with the COVID Safe protocols in place with the venue at the time.
Due to COVID-19, it is important that all onsite attendees acknowledge there are inherent risks associated with large events such as a Conference. Whilst the risk of infection is currently very low, the possibility of border closures or other travel restrictions being imposed remains, together with the possibility of quarantine or self-isolation. The SMSF Association will not be liable for any loss or damages to individual onsite attendees that are caused by events beyond our control. We strongly recommend all onsite attendees carefully check the details of any insurance coverage you may hold, as well as the specific terms and conditions of your travel and accommodation bookings.
WSM: Register all staff (including complimentary)
WSM: Custom stand design approval form
Friday 13 January 2023
WSM: Exhibition stand renders due including
Friday 20 January 2023
HTH: Complete signage order form
Friday 20 January
HTH: Complete fascia order form
Friday 27 January 2023
HTH: Complete furniture order, and power
Via the Harry the Hirer exhibitor portal
Wednesday 8 February 2023
WSM: Declare the prizes you wish to offer
Friday 10 February 2023
MCEC: Items requiring prior venue approval
Friday 10 February 2023
MCEC: Venue services orders, e.g. internet
Friday 10 February 2023
WSM: Provide virtual platform content
Monday 30 January 2023
Exhibitor freight to venue
Use ONLY the SMSFA NC 2023 Exhibitor Freight Delivery Label
Tuesday 21 February 2023 between 0700-1600hrs
Loading Dock Open Times 0700-1630hrs*
*Security will be on the roller doors at the loading dock throughout exhibitor move in, so access will be available until 1930hrs on Tuesday.
Loading Dock Open Times 0700-1630hrs*
Exhibitor move out must be completed by 1500hrs.
Please refer to the ‘Venue & Access’ tab for further move in/out details.
Access for exhibitors:
1755-1955hrs (Welcome Reception)
1755-1955hrs* (Welcome Reception)
Access for exhibitors:
Access for exhibitors:
The above schedule is correct at the time of publication but may be subject to minor change. You will be advised accordingly.
*To set up for the Welcome Reception the exhibition hall may need to be vacated by all exhibitors between 1535-1755hrs on Wednesday 22 February. Bays 21 & 22 will be locked down with no access possible; please do not schedule any meetings in the exhibition during this time. You will be able to return to your stand just prior to the Welcome Reception at 1755hrs.
Located in the Goldfields Foyer outside of the Exhibition Hall, the Information Desk will be open at the following times:
Tuesday 21 February 2023:
Wednesday 22 February 2023:
Thursday 23 February 2023:
Friday 24 February 2023:
Melbourne Convention and Exhibition Centre (MCEC)
1 Convention Centre Place
South Wharf Vic 3006 Australia
T + 61 3 9235 8110
There are a range of services the venue can assist you with. Further information and order forms are available in the Exhibitor Services page on the MCEC website. Orders must be completed by Friday 10 February 2023 to ensure the services can be provided.
Please ensure you have read through the venue’s Exhibitor Services Guide which can be downloaded at the above link. This contains information on exhibiting at the MCEC, information requiring approval from the MCEC, detailed information on the various services available and appropriate order forms as well as general operational information for the Centre.
All deliveries must come via the loading dock (refer ‘Loading Dock’ section below for details on where to deliver to). Your courier will be required to deliver goods directly to your stand. Please ensure you make specific arrangements with your transport provider and/or ensure you have a representative onsite at the time of delivery. If you will not be present to sign for the goods, please ensure you advise your courier of this as neither Harry the Hirer nor the MCEC can sign for delivery of goods on your behalf.
Deliveries will only be accepted on Tuesday 21 February 2023 during loading dock opening times (refer ‘Important Dates & Times’ tab for times) MCEC reserves the right to refuse deliveries outside of these times. If you have concerns around the ability to have your courier delivery exactly during this time, we recommend you contact a freight forwarder (see above section) who can assist with receipt and storage of your goods prior to Tuesday 21 February 2023 (costs apply), including then delivering these goods to your stand onsite.
Goods being delivered to the venue must clearly display the exhibitor delivery label.
Refer to the Loading Dock section below for further details on where your goods should be delivered to.
All goods delivered to the MCEC will need to be delivered directly to your booth in readiness for your move in later that afternoon. Refer above ‘Important Dates & Times’ section for move in times.
This option is only available on Tuesday 21 February 2023 from 0700-1900hrs via the loading dock.
This allows you to use your own private vehicle to deliver goods to the loading dock and you are responsible for the handling of your goods to your booth. Your vehicle can only remain in the loading dock as you unload and cannot be left unattended.
Refer to the loading dock section below for further details on where to deliver your goods.
The show bumps in on very tight parameters and deliveries will not be accepted at the venue earlier. Furthermore, all freight must be removed from the venue during official move out times with no exceptions.
Should you anticipate any issues with courier delivery or collection during the above times, we recommend you contract the services of a freight forwarder who can organise early storage and late collection of consignments.
Please see below details of a freight forwarding service that may be able to assist:
1300 013 533 / 0434 516 331
If a freight forwarder has not been engaged or an exhibitor requires additional assistance, MCEC loading dock services can be ordered using the relevant Loading Dock service form.
The Melbourne Exhibition Centre (Expansion) Loading Dock form can be found here. For any enquiries about the services available please contact the Exhibition Centre Loading Dock (Expansion) directly on +61 3 9235 8385.
Click here to download the exhibitor delivery label that should be affixed to your goods.
It is important that you have fully paid for all incoming freight and international customs fees. WALDRONSMITH Management, the SMSF Association representatives, MCEC, HTH and their officers and employees, separately and collectively, will not take any responsibility for items delayed at Customs or for items that have not been paid for in full. Please note that taxes will almost certainly have to be paid in full before goods are released from Customs. Please contact your preferred courier for all national and international requirements.
Exhibition Centre Loading Dock
Upper Dock, Roller door 11
South Wharf VIC 3006
Click here for a map of the Exhibition Centre (Expansion) Loading Dock access via Upper Dock, roller door 11.
Click here to download the exhibitor delivery label to be affixed to your goods.
A limit of 30 minutes per vehicle applies to all vehicles using the Convention Centre Loading Dock access via Upper Dock, roller door 11.
The opening dock is operational from 0700-1630hrs Monday–Friday.
At the close of the exhibition, prior to leaving the venue, you are responsible for the packing and removal arrangements of your goods. You will need to bring your empty boxes/packages from the designated storage area to your booth at the close of the exhibition. Please ensure you have booked your courier in advance in line with the move out schedule.
All freight must be removed from the venue during official move out times and prior to the conclusion of move out. Should you anticipate any issues with removing your goods during this time, or having your courier collect your goods in time, we recommend you contract the services of a freight forwarder (refer ‘Freight Forwarding’ section above for further details).
If collecting from the venue within the required timeframe, your courier should be instructed to collect goods via Exhibition Centre (Expansion) Loading Dock, Upper Dock, Roller door 11. Please ensure you have the following available onsite:
Limited car parking is available at the venue. Please visit their website for details and prices.
MCEC will provide general cleaning of the exhibition common areas, e.g. aisles, prior to opening of the exhibition and daily thereafter.
It is, however, your responsibility to maintain your exhibit and furniture in a tidy condition at all times. You are to make your own arrangements for removal of items not for display and rubbish resulting from unpacking of exhibits e.g. carton boxes, crates, plywood, materials for your booth construction and interior fittings from the exhibition areas before the exhibition opens. At the close of the Conference, all exhibits items should be removed immediately.
The exhibition will be held in Bays 21&22 (accessible via Door 14) on the Ground Level of Melbourne Convention and Exhibition Centre. Please see below list of dimensions and restrictions:
Maximum ceiling height: 11m
Maximum entry: Tilt door (11) clear width 7m, clear height 6.5m
Live load allowance: 20 kPa (static) T44/A14/W7 vehicle loading
Rigging available: No
Utilities available: Yes
Power available: Yes
Floor surface: Charcoal grey carpet tiles
Forklifts will not be available for hire. If your custom stand builder requires a forklift they will be required to bring this with them on their truck.
There are a number of items that require advance venue approval. If you are considering any of the below (or any other items you may think require approval) please provide details via the Exhibitor Services section of the MCEC website by no later than Friday 10 February 2023.
The venue is the only approved company permitted to provide food and beverage services to your booth. If you require this service, please complete the order via the Exhibitor Services section of the MCEC website by no later than Friday 10 February 2023.
Exhibitors are unable to giveaway any items at their stands that are included in sponsorship packages (e.g. coffee cups, napkins/serviettes, juice, ice cream, water or water bottles).
We recommend limiting flyers and promotional items in order to minimise touchpoints. If exhibitors wish to hand out these items, we ask that you hand each flyer/item directly to the attendee; the attendee shouldn’t pick up a flyer/item from a collection on an exhibitors booth. Once the attendee has the flyer/item, they then must keep this item on them and not place it back on the booth.
Exhibitors wanting to offer food and/or beverage sampling from their booth, including handing out individually wrapped confectionary items, will need to receive approval from the MCEC. The application form for this can be found via the Exhibitor Services section of the MCEC website and must be provided to the Centre by COB Friday 10 February 2023.
Attendees at the Conference will have free access to a basic wireless internet service, suitable for checking emails or similar, while onsite. A separate wireless network will be setup for Sponsors to use in the exhibition hall, with network and password details to be forwarded closer to the Conference. Should you prefer, you can also purchase at your own cost a hard-wired line through the Exhibitor Services section of the MCEC website.
The MCEC recommends exhibitors not to set up your own wireless network on your booth, as interference from multiple neighbouring networks could render them unusable.
Security will be in place at the entrance of the exhibition during opening hours. However, it is recommended to remove or secure any valuable items in lockable storage on your booth when your booth is unattended. If you wish to hire additional security for items on your booth, please contact the MCEC Exhibitor Services as per the ‘Contacts’ tab above.
It is a requirement of the MCEC and the SMSF Association National Conference 2023 that all display material is contained within the perimeter of your exhibition site. Materials that are placed outside of exhibition sites will be relocated or removed.
We suggest you provide your own trolley as there are only a limited amount of complimentary trolleys available from the Centre and these are available on a first come, first served basis.
BOOTH: 3m wide x 3m deep x 2.4m high shell scheme exhibition booth
STRUCTURE: Polished aluminium frame with white melamine infill panels
BRANDING: All open aisle frontages will have a fascia sign consisting of one company name and stand number
LIGHTING: Two (2) track spotlights per 9sqm
POWER: One (1) single power point per stand, regardless of size. Power point is positioned in the rear corner of the booth.
*Should you have purchased additional space (6m x3m) the above inclusions are duplicated.
Your company name will be displayed on the fascia of your booth. HTH will provide you with a form to complete. There is a 35 character limit on the fascia signs.
Your booth and the company name displayed on the fascia/front of the booth must reflect the initial company in which you have agreed to participate in at the SMSF Association National Conference 2023. All artwork and signage within the booth must also predominantly reflect the initial company participating at the Conference. The SMSF Association requires viewing of all printed artwork and panels planned to be displayed on your exhibition booth for approval. If the booth onsite is outside of the approved design, the SMSF Association has the right to request any necessary amendments be made before the exhibition is open to delegates. Please submit your exhibition stand renders by Friday 20 January 2023 to [email protected] for approval.
Please note that should you have a corner booth, two fascia signs will be printed.
Harry the Hirer (HTH) is the preferred furniture and exhibition provider for the Conference.
We have passed on your contact details and they will send you information and order forms to consider the following for your booth:
In order to ensure your requirements are met and to avoid any late order fees, orders with HTH must be finalised by Friday 20 January for signage, Friday 27 January for your fascia, and Wednesday 8 February for all other items.
If you have purchased raw space (without shell scheme) and are using the floor space for a custom build stand or a pre-fabricated display in your allocated area, you must submit your detailed plans in advance for approval. Approval will be sought on your behalf. If the booth onsite is outside of the approved design, the SMSF Association has the right to request any necessary amendments be made before the exhibition is open to delegates.
Please note that any part of your structure greater than 2.4m in height requires prior venue approval.
Please detail any power or lighting requirements in your plans so this can be arranged with HTH.
Custom build stands must not exceed 3.5m in height and your stand must not in any way overshadow any neighbouring stands.
Please submit your detailed plans including any digital branding with the completed Custom Stand Design Form to Lydia Mernik by Friday 13 January 2023 and venue approval will be sought on your behalf. You will be notified once approval is received or with notice of any necessary modifications.
Your custom builder can access the exhibition between 0600-1600hrs on Tuesday 21 February 2023. All stands must be completed by 1600hrs. Please ensure this information is forwarded to your supplier well in advance.
Refer to the ‘Booth catering’ and ‘Food sampling and/or giveaways’ section on the Venue & Access tab for restrictions surrounding flyers and promotional giveaways.
You may wish to make available a prize(s) as an incentive for delegates to visit and return to your booth. If so, you will be responsible for the promotion of your prize, the drawing and announcement or contact with the winner(s).
Generally a prize draw is considered a lottery if there is an element of chance or a combination of skill and chance and a permit must be obtained, even if the prize has a very low (or nil) value. Usually, any kind of draw (names out of a hat; business cards out of a bowl, lucky door prize etc) requires a permit. Please refer to the Victorian Government Liquor and Gaming website for further information.
Limited storage will be available at the venue and is strictly for exhibitor replenishment of literature for on-booth distribution. It is recommended you consider storage capacity within your booth. Should additional storage be required, please liaise with GEL Events via the details on the ‘Contacts’ tab above.
All road cases, pallets and crates must be stored offsite after move in, and returned on move out day.
WSM, the SMSF Association representatives, MCEC, HTH and their officers and employees separately and collectively, will not take responsibility for products left in any storage area or guarantee that space will be available.
It is your responsibility to comply with the Victorian Workplace Health & Safety Act 2012 as well as the venue’s Workplace Health & Safety procedures and instructions.
Due to workplace safety requirements it is necessary for all exhibitors in the exhibition during move in and move out to wear a safety vest. Access will not be permitted without a vest. Vests can be purchased in advance from hardware stores, or via the vending machine located on the Loading Dock and throughout the venue for $8 per vest. Please note the venue vending machine accepts credit card payments only.
Please ensure your onsite team are aware of this condition.
Closed and suitable footwear must be worn during the move in and move out periods in the exhibition. If you are wearing open-toed shoes, sandals or thongs, access will not be permitted. Please ensure your onsite team are aware of this condition.
People under 16 years of age and animals are not permitted in the loading bay or in the exhibition.
It is your responsibility to ensue you have adequate insurance coverage of your equipment, exhibit and display materials. Public liability insurance is mandatory whilst onsite at the venue. Please ensure you have a copy of your insurance Certificate of Currency onsite with you as the venue has the right to ask for a copy at random should the need arise. $20,000,000 coverage of public liability insurance is recommended.
WSM, the SMSF Association representatives, MCEC, HTH, and their officers and employees separately and collectively, will not take responsibility for any damage to, or for the loss, or destruction of an exhibit from fire, theft or accidents or other causes, or injury to his/her person resulting from any cause, and all claims for any such loss, damage or injury are waived by you as per the agreed terms and conditions on your application to exhibit and/or supporter.
All electrical equipment entering the MCEC must comply with the Australian Standards and Victorian Work Health and Safety Act 2012. This Act covers all electrical equipment used in the workplace, including equipment brought in to the building by contractors or third parties. The outward sign of compliance with the Act will be the equipment’s electrical test tag, compliant with relevant standards.
Contractors must not bring onto the MCEC premises any equipment that does not display up to date testing and tagging in accordance with the relevant Australian/New Zealand standards. It is the responsibility of the exhibitor to ensure all goods have been tested and tagged in accordance with relevant Australian Standards prior to arriving onsite.
The MCEC reserves the right to remove or replace, at the contractor or exhibitor’s expense, any electrical equipment not complying with the Act or deemed to be unsafe. Power cords which are detachable, such as IEC leads, extension leads and power boards are separate items and need to be tested independently from the equipment they are supplied with.
Exhibitors are responsible for the safe use and maintenance of every element on their stand and its environs (ramping, stairs, general safety of display items, moving parts of live displays, etc.). This will also include the general public and/or visitors to the stand.
Exhibitors should ensure that the persons they engage to undertake work on their stand are competent and have undertaken a suitable risk assessment for the work to be undertaken. Exhibitors must take reasonable steps to ensure their contractors and workers are operating to a safe system of work, including access and egress to and from that stand.
All contractors are required to complete the MCEC LinkSafe induction prior to coming onsite.
A copy of the exhibition floor plan is available here.
Complimentary registrations and additional registrations must be completed in advance via the online supporter registration form. We encourage you to book early and secure accommodation as soon as possible.
Please refer to your individual entitlements before making your registration selection from the below categories. To process your registrations via the online registration form, please click on the link provided below.
Complimentary sponsor delegate ticket and additional sponsor registrations include:
CPD points will be issued.
*Afternoon tea is not included on Friday
Additional sponsor delegate tickets are available for $1,875
Complimentary exhibitor and additional exhibitor registrations include:
*Afternoon tea is not included on Friday
Additional exhibitor registration is available for $1,000
Upgrade a complimentary exhibitor registration to a full Conference registration for $875, the full registration includes:
CPD points will be issued.
*Afternoon tea is not included on Friday
Favourable accommodation rates have been arranged at a range of hotels within walking distance of the Conference venue. You will find details on the website and bookings can be made when registering online.
Pre-registration for all registration types, including complimentary and additional registrations and bump in passes, must be completed prior to the Conference. Simply click below to make your bookings.
If you receive an email from a third party offering to sell you the delegate list for the SMSF Association National Conference 2023, please treat such emails as spam. Do not engage with the sender as they are not legitimate. You should only correspond with the official SMSF Association National Conference 2023 Office, WSM and the official exhibition services supplier, Harry the Hirer.
Additional tickets to the social events may be purchased when registering. Please visit the website for details of the events.
To assist you in making valuable connections at the Conference, we are pleased to advise the Conference app will once again enable you to perform all Lead Management actions such as asking custom profile questions and tracking all leads, all by scanning the QR code on a delegate’s badge (with their permission) as in 2022.
Automated emails can be configured to send a thank you email to the attendee, as well as an alert email to an assigned party within your organisation. You are also able to view and export a list of all attendees who have visited your booth.
You are also able to:
We recommend using your own device to download the Conference mobile app which can be used to view all information for the Conference. If you would like to hire a device specifically for this purpose, please contact [email protected].
Refer to your exhibitor briefing notes email for your organisation’s personalised portal link. In this portal you will be able to configure and manage your lead management details, as well as view collected leads as they are collected and processed at your stand.
This option lets you create the profile questions that each visitor to your stand is asked during the lead collection process through your mobile attendee app. Note this is optional only; you will still be able to collect the attendee’s details without having questions setup.
Click on the ‘Leads’ menu then ‘Setup’ and the ‘Questions’ tab. Selecting Add new question lets you create questions with these settings:
AUTO THANK YOU EMAIL SETUP
Click on the ‘Leads’ menu then ‘Setup’ and the ‘Auto Thank You Email’ tab.
A thank you email can be configured to be automatically sent to all contacts as they are scanned and had their information collected. This email can include an attachment which might be a product brochure or useful information that is applicable to all contacts that have been scanned.
LEAD ALERT EMAIL SETUP
Click on the ‘Leads’ menu then ‘Setup’ and the ‘Lead Alert Email’ tab.
In addition to the thank you email, you have the option to setup an automatically-sent Alert Email to your internal sales team which will include the contact information and the answers to your custom questions. This could be a coordinator or sales manager at the home office or a team member at the event.
Once configured in the exhibitor portal, you are ready to start using lead management at your stand. The lead management options within the app are:
STEP ONE: LOGIN TO THE ATTENDEE APP
All stand personnel on your team will use the same login name and password for the primary contact person (the person who originally booked the stand). There is no limit to the number of personnel who are able to log into the app.
The login details for the app will be sent in the weeks leading up to the Conference.
STEP TWO: SELECT ‘SCAN LEADS’
This puts the app into scan mode and is ready to scan a QR code.
STEP THREE: SCAN THE ATTENDEE BADGE
Ensure you have received the delegate’s permission to collect their data then use your device’s camera to scan the attendee’s QR code. Alternately, you can enter in part or all of the attendee name to manually search for the attendee.
STEP FOUR: ANSWER PROFILE QUESTIONS
When the contact’s details are displayed, and if you created custom profile questions, you and your team will be able to directly enter answers to the profile questions. Once you press the submit button, the lead details are collected and if enabled, a thank you email is immediately sent to the visiting attendee.
During the exhibition or afterwards, you are able to review collected leads and data via:
All sponsors and exhibitors will have visibility within the Conference virtual platform. Details on your entitlements within the portal will be forwarded to you in late 2022.
Be sure to let your networks know, via your social media channels, that you are exhibiting at the SMSF Association National Conference 2023, encouraging them to come say hello at your booth.
To join the conversation on social media pre, during and post-Conference, use the official National Conference hashtag: #NC2023
We also encourage you to tag the SMSF Association’s official social media channels, listed below.
Social media tiles – for your use!
We are pleased to provide 2 different social media tiles for your organisation’s use on social media to promote your involvement with National Conference 2023.
Please note: The following two tiles can be used on LinkedIn, Facebook and Twitter.
Download the dynamic tiles but by clicking on the titles below:
Suggested social media wording: We can’t wait to see SMSF professionals from across the country at the SMSF Association National Conference 2023 in vibrant Melbourne! A highly-anticipated annual event on the SMSF professionals’ calendar, learn more about the Conference via the Association’s website here – https://www.smsfassociation.com/conference
Please note: If you have any questions regarding the social media tile, would like it personalised to your organisation or require a different size please contact [email protected].