WELCOME TO THE EXHIBITOR MANUAL FOR ENERGY INFRASTRUCTURE & COMMUNITY ENGAGEMENT CONFERENCE
Here you will find the relevant information and forms to complete for the event.
If you have any questions, please contact the Event Delivery Manager Summer Lang
T: 02 9080 4339
Please ensure you read each section within this manual to ensure you meet the required deadlines.
We look forward to working with you in making this a successful event!
DEADLINES
Tuesday, 23 September 2025
- Logo & Profile – Please send your EPS/AI logo and PDF brochure to [email protected]
- Pass Registration – See the Pass Registration section below for further information.
- Public Liability Insurance – Please send to [email protected].
Exhibitors are required to provide evidence of their Company Public Liability Insurance (min. AUD $10 million Public). It is the exhibitor’s responsibility for ensuring that all equipment/materials brought onsite are covered by their own insurance - Onsite Contact Details – Please send your main onsite contact details to [email protected]
EXHIBITION HALL SETUP & BREAKDOWN
The exhibition will be open throughout the 2-day conference. For the full agenda and networking break times, please Click Here.
SET UP
Tuesday 14 October 2025
6:30am – 8:00am
Please note an Informa staff member will be there during these times.
EXHIBITION OPENING TIMES
Tuesday 14 October 2025
8.30am – 5.30pm
Wednesday, 15 October 2025
TBC
*** This may be subject to change. You will be sent final confirmed timings closer to the event.
BREAKDOWN
Wednesday, 15 October 2025
TBC
All exhibitors will need to be completely packed up and out of the exhibitions space by 5pm on Wednesday 15 October 2025
VENUE & STAND
VENUE
Swissotel Sydney
68 Market Street, Sydney, NSW , 2000
Exhibition Room: Pre-Function Area
Conference Room: Blaxland Room
Accommodation is not included in your package. All attendees are required to book their own accommodation individually. Please Click Here for further information.
Complimentary wireless internet will be provided for all exhibitors. If you require a fixed line connection, please contact the venue directly:
Vivian Khoo
Conference & Events Executive
E: [email protected]
P: +61 2 9238 8810
To view the Emergency Procedures for Swissotel Sydney please click here.
YOUR STAND
ENERGY INFRASTRUCTURE & COMMUNITY ENGAGEMENT CONFERENCE will be set up with tabletop exhibition stands for 2025. Exhibitors must not exceed their allocated space. Please be sure to check that your stand will fit within your allocated space.
The following are provided for all stands free of charge:
1 x Trestle Table
2 x Chairs
1x Power Supply
All adapters and extension cables must be provided by the exhibitor. Informa/ Swissotel Sydney will not be able to provide these on site.
All exhibitors must ensure their testing and tagging of electrical equipment is up to date prior to arriving for bump in and understand that if their items are not tagged and tested then penalties from the venue may apply.
DELIVERES & LOADING DOCK
It is your responsibility to book your courier for both delivery AND collection.
Materials can be sent to the venue no earlier than Thursday, 9 October 2025
Please use the delivery label for ALL items being delivered. It is important you use the attached label as it is clearly marked with details for the event. If you choose to use your own label, items may be lost in the receiving dock at the venue.
All goods must be covered by proper customs documents – please mention it is a temporary exportation to avoid paying more taxes than expected. The venue will not pay any taxes/duties etc and will not accept any underpaid charges.
Remember – it is your responsibility to arrange for items to be picked up at the end of the event – items must be collected by the end of Thursday, 16 October 2025. You must book the courier and ensure that your items are clearly labelled with your company name and the return address. Items left after this time will be disposed of. Please use the return label and print enough to apply one per item.
LOADING DOCK ADDRESS
432 – 450 George Street Sydney – Myer Loading Zone – Basement 2 Central Plaza
LOADING DOCK DETAILS
The delivery of goods will only be accepted by the Hotel two Business Days prior to an event and stored for collection one Business Day after an event.
All deliveries are to be received through the Hotel’s loading bay. The Hotel assumes no responsibility for any items outside these times, unless otherwise arranged and reserves the right to dispose of such items.
The Conference & Events Department must be advised in advance of all deliveries to the Hotel. All deliveries must be marked with the name of the function, date of function and Hotel contact responsible. Please use the delivery label supplied.
Clients may be liable for damage caused to them by moving heavy equipment in the function rooms without proper protection to property e.g. – carpets, walls and doors. Clients are requested to check accessibility if equipment is of unusual size or dimensions.
The loading dock is an unloading and loading area; no parking is permitted in this area. Please notify the Conference & Events Department before any delivery. Use of the loading dock is subject to the terms and conditions of the Sydney Central Plaza Building.
Details of the contractor should be emailed to Swissôtel Security prior to arrival e.g. Number of people, vehicle registration, and company name.
The entering vehicle is to buzz and announce their arrival if after hours, Central Plaza Security will be aware if the above is followed.
Park their van/car in the designated Swissôtel loading dock – No standing period from 0700-1200.
Call 9 or the hotel number and ask for the event contact/Security manager or if after hours the Duty manager.
3.6m height for inside Dock
4.1m height for entrance of Dock
PASS REGISTRATION
Deadline to submit all passes – Tuesday, 23 September 2025
You are entitled to a certain number of complimentary registration passes per your agreement. If you are unsure how many passes you have used or what comes with your package, please contact Summer Lang ([email protected])
Delegate passes are for the conference with access to the exhibition hall and conference sessions. Exhibitor passes are for the exhibition hall.
Summer Lang will be in touch with the registration form.
EXHIBITING SUSTAINABLY
At Informa Connect, we have an ambition to become a champion of sustainability within our business and across the specialist markets we serve.
As part of our FasterForward programme, we have committed to a series of specific and ambitious goals and activities that, over a five-year period, will help us become an ever more sustainable, high impact business while supporting and accelerating change in our events.
EXHIBITOR SUSTAINABILITY CHECKLIST
Firstly we have put together a useful checklist for you to follow on how you can exhibit at our event more sustainably – https://www.informa.com.au/exhibitor-sustainability-initiatives/
SPAM WARNING
List broking companies sometimes email exhibitors claiming to have attendee data. This is false and we advise you to delete this as it is spam.
SUPPLIER CALLS & EMAILS:
Our official suppliers are detailed within this exhibitor manual. These suppliers may contact you directly to confirm your requirements for this event. You may experience other contractors pitching you for your business and advising you they are the preferred contractor, however, unless the company is included in the service providers list, then they are providing false information.