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VMA Exhibitor Manual

ACC Exhibitor Kit

Everything you need to prepare, plan and deliver your presence at the 36th Asia-Pacific Venue Industry Congress is right here.

From key deadlines and operational requirements to exhibition resources, marketing assets and activation ideas — this portal is your central place to stay on track and make the most of your investment. Whether you’re exhibiting, sponsoring, or both, this page is designed to help you show up prepared, confident and ready to connect.

VMA Exhibitor Manual

To ensure a smooth and compliant delivery of your stand, all Exhibitors are required to review the VMA Congress 2026 Exhibitor Manual.
This document outlines venue rules, safety requirements, logistics, services, and operational guidelines that must be followed throughout bump-in, event days, and bump-out.

Your Guide to a Smooth, Compliant Delivery

The VMA Exhibitor Manual is your complete guide to preparing for Congress 2026 — covering everything from pre-event planning and stand requirements through to bump-in, event days and bump-out.

It brings together all operational, safety and venue requirements to ensure your experience onsite is seamless, compliant and stress-free. From ordering services and managing deliveries, to understanding what’s included in your stand and how to activate your presence — everything you need is in one place.


Before you arrive, make sure you’ve reviewed the manual in full.

Key Things to Know
  • All deliveries and collections must be pre-booked with the loading dock
  • A representative must be onsite to receive all goods
  • All services (AV, internet, catering, utilities) must be ordered in advance
  • Food & beverage sampling and activations require prior approval
  • All stands, contractors and activities must comply with venue safety and operational requirements


If you are unsure about anything — check the manual first, then reach out to the VMA team.

Download the VMA Exhibitor Manual

Venue Requirements, Deliveries, Logistics & Bump-In

The Adelaide Convention Centre operates strict logistics processes — please follow them carefully.

Get in, set up, and get out, without the stress.

Key things to note:

 

  • All deliveries must be pre-booked with the loading dock
  • No onsite storage is available
  • All services (AV, internet, catering, utilities) must be ordered in advance
  • All stands and activities must comply with venue safety and operational requirements
  • Food & beverage sampling requires prior approval and must meet strict guidelines
 

If you are unsure about anything — check the ACC Handbook first, then reach out to the VMA team.

 

Bump-in essentials:

  • Sunday 14 June | 1:00pm – 5:00pm
  • All stands must be fully set by 5:00pm

 

Bump-out essentials:

 

  • Tuesday 16 June | 4:30pm – 6:30pm (strict)
  • All items must be collected by Wednesday 17 June, 5:00pm
Access the ACC Exhibitor Kit folder

Stand Build & Suppliers (Moreton Hire)

Moreton Hire is the official stand and furniture provider for Congress 2026.

You can customise your stand to suit your brand — from simple furniture packages through to more bespoke builds and upgrades.

Build a stand that shows up as strong as your brand.

What you need to do:

  • Review the Look Book and available options
  • Submit your exhibitor order form by 7 May
  • Arrange any custom stand builds or upgrades early
View Look Book
View Furniture Packages
Submit your Exhibitor Order Form

Contact Moreton Hire:

  • Abby Mackay
    Account Manager
    Sydney | Melbourne | Gold Coast | Brisbane | International
    T:  07 3307 4452  | M: 0418 526 197 | E:     abby.mackay@moreton.net.au

Catering & Activations

Looking to draw a crowd? Catering is one of the most effective ways to create engagement.

The Adelaide Convention Centre offers a range of stand catering packages and branded experiences, from coffee carts to gelato and activation stations.

Turn your stand into a destination.

Popular options include:

  • Barista coffee carts (fully branded opportunities available)
  • Ice cream and gelato activations
  • Botanical water stations
  • Chocolate, lollies and snack bars


Important:

  • All food & beverage must be approved by ACC
  • Sampling must comply with strict guidelines (size, hygiene, RSA for alcohol)
  • Orders must be confirmed at least 14 days prior
VIEW THE CATERING OPTIONS

Floor Plan

This is where you’ll find your position within the exhibition and start planning your space, traffic flow and activation.

Plan your booth sales plan, and activations... you know your stand position, now it's time to make it work.

Tip: Think about how delegates will move through the space and how your stand invites interaction — visibility, openness and energy matter.

Disclaimer - updated floorplan with exhibitor list will be uploaded nearer to Congress

Sustainability & Waste

We encourage all Partners to think about how your stand contributes to a more sustainable event.

 

Make an impact, not unnecessary waste.

Simple ways to make an impact:

  • Avoid single-use, low-value giveaways
  • Choose reusable or consumable items
  • Design your stand for reuse beyond the event
  • Plan for pack-down — don’t leave materials behind


Adelaide Convention Centre is working towards zero waste to landfill, and your choices play a big role in that.

View THE ACC Sustainability Guide

Marketing & Branding Support

Make the most of your presence — don’t just show up, show up well.

Don’t just attend. Get seen.

Promote your involvement:

 

  • Click attending on the LinkedIn event page & share the page to begin networking & prioritising leads
  • Share that you’re attending Congress 2026 on LinkedIn
  • Tag VMA and use event hashtags
  • Invite your network to visit your stand


Access assets in the folder:

 

  • Event logos & brand assets
  • Social tiles & templates
  • Suggested copy


Want more visibility?

 

  • Submit your stand activation by 22 May to be featured in the Activations Map
  • Consider running a giveaway, demo or interactive experience
ACCESS THE MEDIA KIT FOLDER

Key Dates & Deadlines

Stay on track. Hit every deadline.

Everything you need to deliver your stand smoothly — from orders and approvals through to bump-in and bump-out — is outlined below.

We recommend adding these to your calendar now.


Action Required

These are the most important deadlines to complete your setup and participation.

  • 7 May – Moreton Hire orders due (furniture, AV, stand upgrades)
  • 15 May – Public Liability Certificate due ($20M cover)
  • 22 May – Stand activations due (for inclusion in the Activations Map)


Pre-Event Logistics

Key timings for deliveries and bump-in.

  • Friday 12 June
    – First available delivery date (must be pre-booked)
  • Sunday 14 June
    – Delivery window (if not delivered Friday)
  • Bump-in: 1:00pm – 5:00pm
    –     Welcome Reception (Adelaide Oval)


Event Days

  • Sunday 14 June
    – Delegate registration: 3:00pm
    – Congress kickoff: 5:00pm
  • Monday 15 June
    – Exhibition opens: 8:00am
    – Congress closes for the day: 6:30pm
  • Tuesday 16 June
    – Exhibition opens: 8:00am
    – Congress ends: 11:00pm

 


Bump-Out & Post Event

  • Tuesday 16 June
    – Bump-out: 4:30pm – 6:30pm (strict)
    – Venue Industry Awards Gala Dinner: 7:00pm
  • Wednesday 17 June
    – Final courier collections: by 5:00pm

 


Operational Requirements (Venue)

Set by Adelaide Convention Centre — these are mandatory.

  • 14 days prior (~31 May)
    – All exhibitor services (AV, internet, utilities)
    – Catering orders and confirmations
    – Food & beverage sampling approvals
  • 48 hours prior
    – Final catering cancellation deadline

 


Important Notes

  • Deliveries must be pre-booked with the loading dock
  • A representative must be onsite to receive deliveries
  • All stands must be fully set by 5:00pm Sunday
  • All items must be removed by 5:00pm Wednesday
  • Items not collected may incur disposal charges

Need help?

We’re here to make this easy.

If you’re unsure about logistics, your stand, activations or anything else — reach out early so we can help.

Contact:
Lorna Greenland
Membership & Commercial Manager
Venue Management Association