Sponsor information hub
Welcome to the sponsor information hub.
Thank you once again for your support in the upcoming Ageing Australia State Conference.
This page contains all the vital information you need to know to prepare for the upcoming event, including forms, procedures, delivery and logistics, key dates, and exhibition operational hours. We recommend reviewing this information early and checking back regularly to ensure all requirements are met and deadlines are not missed.
We look forward to welcoming you and your team on the day.
Ageing Australia Events Team
The events team are here to help you with all your registrations, sponsorship and event related queries.
Michelle Arudselvam, TAS Sponsorship Liaison or
Leeann Heary, Manager, State Events
T: 1300 222 721
E: [email protected]
| Due date | Item Due | ||
|---|---|---|---|
Friday 24 April 2026 | Registration and conference app profile
| ||
Tuesday 12 May 2026 | Delegate list will be available The delegate list will be distributed in a PDF format by this date. Only the first and last name, job title and organisation will be included. Full payment of your trade/sponsorship booking is required to receive the delegate list. | ||
Thursday 21 May 2026 | Hotel Grand Chancellor Hobart will begin accepting deliveries Items can be delivered to the venue starting from this date. Please note the venue delivery label will need to be completed and attached to each item. | ||
| Monday 25 May 2026 | ||
|---|---|---|
| 3pm - 5pm | Sponsor bump-in | |
| Tuesday 26 May 2026 | ||
|---|---|---|
| 7.30am | Sponsor bump-in | |
8am - 5pm | Registrations open | |
9am - 5pm | Speaking sessions | |
10.35am - 11.05am | Morning tea and networking | |
12.50pm - 1.50pm | Lunch and networking | |
2.50pm - 3.20pm | Afternoon tea and networking | |
3.30pm | Sponsor bump-out | |
5.10pm | Conference close | |
5.10pm - 6.10pm | Networking Hour Unwind after a full day of conference and continue the conversation. Connect with peers, speakers and industry partners in a relaxed setting. Share insights, spark new ideas and build valuable relationships before the day wraps up. | |
Disclaimer: Please note that this conference schedule is subject to revisions and updates. While every effort has been made to ensure its accuracy, changes may occur prior to the event. Thank you for your understanding.
Floor plan
Please find below the floor plan for the event and where your trestle table will be located.
*Please note the floor plan is subject to change.
Bump-in
Monday 25 May from 3pm (day prior to the conference)
- The trestle table, 2 chairs and power will be setup for you on arrival.
- You will just be required to setup your merchandising and other products you would like to display during the conference.
- You may also access the sponsorship area form 7.30am on Tuesday 26 May
Check-in:
Upon arrival at The Grand Chancellor, Hobart, check in at the registration area located on level 1 to collect your name badge and lanyard, which must be worn at all time during the conference.
Bump-out
Tuesday 26 May from 3.30pm
- You may begin packing up from 2pm after lunch. We do encourage you to stay for the final keynote session which is followed by a networking hour with all the attendees.
- If required please arrange your own courier to have items picked up.
- Please do not leave any loose items on your table
- Goods must be collected 1 working day after the event has concluded, or the following business day. Items not collected may be disposed of by the hotel.
- Items to be collected need to be packed
and labelled and have your courier companies
consignment documents completed and signed. - Leave your items on your trestle tables and they will be taken to the loading dock for collection by your courier company.
Hotel Grand Chancellor Hobart
Address: Ground Floor/1 Davey St, Hobart TAS 7000
Parking:
HGCH has a car park on site which can be accessed via Macquarie Street. Charges apply. Vehicle access is limited to cars only, with a maximum vehicle height of 1.9m.
For more information please click here.
Loading dock:
- General deliveries should be sent to Macquarie St loading dock
- All deliveries need to be labelled correctly using the delivery label
- Goods that are not labelled clearly will not be accepted
- Deliveries will only be accepted a maximum of three days prior to the start of the event
- Deliveries are limited to the following size: 1.20M W by 2.00g H by 1.20M D
- Maximum weight: 1800kg (service lift access)
- Loading dock height: Ground to platform 1.20M.
Venue forms:
Click the label to download the form
- Delivery docket
No deliveries will be accepted prior to Thursday 21 May 2026. - Exhibitor guide
Please read through the HGCH carefully for more information on the loading dock, extra power requirements, food and beverage sampling guidelines and required forms
AV requirements (optional):
If you wish to organise additional AV e.g. TV display, for your trestle space please reach out Scene Change below:
Adam Cox, Scene Change
T: 0431 839 488
E: [email protected]
Venue rooms:
- Sponsorship area: Mezzanine 1/2/3
- Plenary room: Grand Ballroom 2/3
- Networking Hour: Mezzanine 1/2/3
Register your attendees
Registration entitlements:
- Sponsors: Refer to your booking confirmation email or booking portal.
- Each registration includes:
– 1 x ticket to the Networking Hour
– Access to the conference speaking sessions
– Access to onsite catering - Additional sponsor registration prices:-
– Day registration: $347.00
How to register your team:
Step one:
Access your personalised booking portal (located in your booking confirmation emails). If you are unable to locate these emails please reach out to [email protected].
Step two:
Click on the ‘Existing Booking’ tab located on the top navigation panel.
Step three:
Scroll to the bottom of the page. Here you will see links to complete your allocated complimentary registrations, and additional paid registrations underneath.
To note:
All staff and clients attending any part of the conference are required to be registered. Entrance into the trade hall and the conference sessions will not be permitted without a registration.
Sponsor app overview
The conference app is your essential tool for connecting and engaging with attendees throughout the conference.
You can use it to:
- View the program:
You will be able to view the full conference program, including session topics, timings, locations and networking functions information. - Explore fellow sponsor profiles:
Sponsor logos, company profiles, brochures, videos, and attending staff will be showcased within their dedicated profiles. - Connect and network with delegates:
Throughout the conference you will be able to connect and chat with delegates through the app at anytime. - Lead capture tool:
Capture and record leads in real time, allowing you to easily collect and manage contact details for people who you meet onsite.
Your personalised login information will be emailed to you two weeks prior to the start of the conference.
Uploading your company information (logo, profile, brochures etc)
Your company profile will be visible to all attendees within the conference app. To ensure attendees can easily view all your company information, please ensure the below items are uploaded into your booking portal.
Navigate to your booking portal, and click on the ‘Existing Booking’ tab.
Upload your logo
Click on the 'Upload' button located next to the logo checklist. It is recommended that the logo be 600px by 600px format.
Upload your profile
Click on the 'Edit' button next to the company profile checklist. Add in your company bio. It is recommended that the text is limited to 1 to 2 short paragraphs.
Upload your brochures
Click on the 'Add/Remove' button next to the brochures checklist. Click 'Add New'. Complete the relevant fields and upload your company brochures, video links, or URL's. To note the maximum file size that can be uploaded is 5MB.
Stand signage
Click on 'Edit' next to the stand signage checklist, if your stand signage is different to your organisation name. You may enter the company name you would like to be referred to here.
Lead management setup
The conference app includes built‑in lead management tools designed specifically for sponsors and exhibitors. By scanning delegate QR codes at your stand, you can quickly capture contact details and add notes or tags to help qualify each lead. All collected leads are stored in your app profile and can be exported to an Excel file at any time, making follow‑up fast and organised after the event. This streamlined process helps you track conversations, prioritise prospects and maximise the value of every interaction during the conference.
Accessing your lead management settings:
- Go to your booking portal link.
- On the top navigation panel click on ‘Leads’ then ‘Setup’.
Questions:
Here you can add custom questions for you to answer about your visiting attendee when you scan their name badge QR code. This helps you qualify leads on the spot — for example, by asking about their role, interests or purchasing needs making post‑event follow‑up more targeted and effective. Click 'Questions' complete the relevant details and click save.
Lead alert email
Here you can setup to receive an instant lead alert email, each time someone scans your name badge QR code. This notification keeps your team updated in real time, helping you track engagement during the event and prioritise hot leads quickly. Complete all the relevant fields and tick 'Send lead alert email' to complete the setup and then click save.
Auto thank you email
After delegates scan your QR code, the app can automatically send them a branded thank you email. This quick follow‑up helps reinforce your connection, share key information about your products or services and keep your organisation top of mind after the event. Click on 'Auto Thank You Email' and complete the required details and save.
Connecting and capturing leads onsite
Your name badge is your business card!
- All attendees can use the conference app to scan each other’s QR codes and instantly exchange contact details.
- As a sponsor/exhibitor you will need to do this through the scan leads function.
- At the end of the conference, you can export all your scanned leads into an excel spreadsheet and email it to yourself for easy follow-up’s.
- Please note: each attendee can choose which personal details they’d like to share when connecting with others.
Scanning name badges onsite:
Step 1:
The onsite team will need to be logged into the attendee app. (The login details will be provided 2 weeks prior to the conference).
Step 2:
When you connect with an attendee, select the ‘Scan leads’ feature through the app.
Step 3:
Scan the attendees name badge QR code and also located within their own attendee app.
Step 4:
If enabled submit answers to the profile questions.
Step 5:
During or at the end of the conference, you can export your leads from your booking portal (not the app).
Prize Draws
Feel free to host prize draws during the conference. It is a great way to engage and interact with attendees.
To showcase your prize draw details withing the conference app, please add your prize information to the conference app using your unique booking portal link.
Please note: It is the responsibility of the exhibitor or sponsor to manage the draw and to communicate with winner. Ageing Australia cannot assist with drawing winners.
Editable social media tiles
To promote your attendance at the conference be sure to post on your social media accounts to generate excitement!
Include details about any conference specials or giveaways you may be offering.
Include the below conference hashtags in all social media posts to boost your company’s visibility to a wider audience:
- #AgeingAustraliaTASConf2026
- #AgeingAustraliaStateConferences2026
- #AgedCareFutures
- #AgeingAustralia
To promote your attendance and a sponsors/ exhibitor, please feel free to use the editable social media tiles linked below.
Event organisers
Ageing Australia Events Team
Karen Neves
E: [email protected]
M: 0424 296 133
Michelle Arudselvam
M: 0412 344 277
Leeann Heary
E: [email protected]
M: 0413 564 635
