Exhibitor Guide

Everything our exhibitors need to prepare for the conference, including key dates, setup details, deliveries and supplier information. Please click the heading below and the topic will expand.

Venue

The University Club of Western Australia - Hackett Entrance, 1 Hackett Dr, Crawley WA 6009

Important Dates

Please mark these important dates in your diary:

Friday 24 July 2026

A4 program advertisements due

Friday 21 August 2026

Satchel inserts due

LED screen advertisements due

Thursday 10 September 2026

Deliveries to the loading dock

Friday 11 September 2026

Saturday 12 September 2026

Sunday 13 September 2026

Exhibition Opening Times

Friday 11 September 2026

Exhibitor bump-in

Welcome reception & Exhibition open

Saturday 12 September 2026

Exhibition open

Morning tea

Lunch

Afternoon Tea

Sunday 13 September 2026

Exhibition open

Morning tea

Lunch

Exhibitor bump-out

Exhibition booths dismantled

Please have these emailed no later than 4:00pm

Please have 250 flyers/items delivered no later than 4:00pm

Please have these emailed no later than 4:00pm

Please ensure your deliveries are clearly marked with the event name, your organisation name and exhibition booth number in the description. Deliveries are accepted between 7:30am - 2:30pm.

Pre conference workshops + Welcome Reception

Day 1 of the conference

Day 2 of the conference

The Welcome Reception, morning tea, lunch and afternoon tea will be held in the exhibition area. Trade booths must be manned during allocated tea and lunch breaks.

4:00pm - 5:30pm

6:00pm - 8:00pm

7:30am - 8:30am

10:10am - 10:40am

12:20pm - 1:20pm

3:05pm - 3:30pm

8:00am - 9:00am

10:30am - 11.00am

12:30pm - 1:00pm

1:00pm - 3:00pm

3:00pm - 5:00pm


Before the Conference Register staff Complete company profile - displayed on the conference app and website Stand signage (fascia name) - this is the name printed on your booth and seen by all delegates. It will be printed exactly as submitted. Upload company logo - high-resolution JPEG or PNG (used across event materials) Order additional booth items (if applicable) Arrange deliveries Send satchel inserts Organise insurance Ensure full payment has been made for all bookings by Monday 10 August 2026 Onsite Collect exhibitor pack (located at the booth) Set up booth Follow loading instructions After Event Pack materials Arrange Collections

Before the Conference

Register staff
Complete company profile - displayed on the conference app and website
Stand signage (fascia name) - this is the name printed on your booth and seen by all delegates. It will be printed exactly as submitted.
Upload company logo - high-resolution JPEG or PNG (used across event materials)
Order additional booth items (if applicable)
Arrange deliveries
Send satchel inserts
Organise insurance
Ensure full payment has been made for all bookings by Monday 10 August 2026

Onsite

Collect exhibitor pack (located at the booth)
Set up booth
Follow loading instructions

After Event

Pack materials
Arrange Collections


Exhibition Booth Inclusions - Standard Booth One 3m x 2m exhibition booth Your logo and name on booth fascia Furniture (see the furniture section below for more details) Logo on conference website and hyperlink Logo, organisation bio and social media links on the conference app Two exhibitor registrations: these are treated as full conference registrations including Welcome Reception. They enable representatives to work on their stand and include conference catering at refreshments breaks. Exhibitors may bring free standing displays, corporate banners etc. to be placed in their exhibition booth Note: It is important that you contain your display to your allocated space, not in walkway. If it proves to be an occupational health and safety issue you will be asked to rectify this by the conference organisers. Exhibitor Registrations/Badges There are two exhibitor registrations included, which are treated as full delegates including Welcome Reception. This allows representatives to manage their booth and enjoy conference catering during refreshment breaks. Additional exhibitor registrations can be purchased for a fee. For more information, please contact the Events Team. Satchel Inserts Quantity Due Date Size Packaging Delivery Contact 250 copies/items Friday 21 August 2026 Items must fit in the conference satchels. Satchel dimensions: H 350mm x W 215mm x Gusset 110mm (excluding handles) Multiple sheet inserts must already be collated and stapled or folded together Please send your satchel insert to: Taylor Markey Rural Health West Level 2, 10 Stirling Highway, Nedlands, WA 6009 Events Team histology@rhwevents.com.au (08) 6389 4500

Exhibition Booth Inclusions - Standard Booth

One 3m x 2m exhibition booth
Your logo and name on booth fascia
Furniture (see the furniture section below for more details)
Logo on conference website and hyperlink
Logo, organisation bio and social media links on the conference app
Two exhibitor registrations: these are treated as full conference registrations including Welcome Reception. They enable representatives to work on their stand and include conference catering at refreshments breaks.
Exhibitors may bring free standing displays, corporate banners etc. to be placed in their exhibition booth
Note: It is important that you contain your display to your allocated space, not in walkway. If it proves to be an occupational health and safety issue you will be asked to rectify this by the conference organisers.

Exhibitor Registrations/Badges

There are two exhibitor registrations included, which are treated as full delegates including Welcome Reception. This allows representatives to manage their booth and enjoy conference catering during refreshment breaks.

Additional exhibitor registrations can be purchased for a fee. For more information, please contact the Events Team.

Satchel Inserts

Quantity

Due Date

Size

Packaging

Delivery

Contact

250 copies/items

Friday 21 August 2026

Items must fit in the conference satchels.

Satchel dimensions: H 350mm x W 215mm x Gusset 110mm (excluding handles)

Multiple sheet inserts must already be collated and stapled or folded together

Please send your satchel insert to:

Taylor Markey

Rural Health West

Level 2, 10 Stirling Highway, Nedlands, WA 6009

Events Team

histology@rhwevents.com.au

(08) 6389 4500


Unloading Delivery and Collection Instructions Onsite Parking Please find the delivery label in the attachments section below. If exhibitors only have a small number of items that can be carried with no assistance from venue staff, Exhibitors are welcome to park in one of the public car parks and walk the items up from the carpark yourself into the room via the public entry and into the exhibition room. You are welcome to bring a small trolley of your own to assist with this. Storage There is limited storage facilities and the venue has requested deliveries be made to the University Club on Thursday 10 September 2026 between 7:30am to 2:30pm. All items being delivered to the venue MUST have a delivery label attached. The delivery label is located below in the attachments section. There will be limited on-site storage for packing materials and boxes during the conference. Please ensure all boxes and packing material is kept tidy within your exhibition booth. Please note: Ensure you make specific arrangements with your transport provider and/or ensure you have a representative on site at the time of the delivery. All boxes are to be picked up via your preferred courier by Monday 14 September 2026. Delivery and Return Label Exhibitors are responsible for labelling boxes and consignments notes. Refer to the attachments section below for the labels. Trolley We recommend bringing a trolley to ease your bump-in/out process. Safety of items The venue and conference organisers will not accept responsibility for the safety of any such items delivered to the venue in the absence of the exhibitor. Parking is available in the yellow bays located in Car Park 5, adjacent to the club building. Paid parking applies Monday - Friday between 8am - 5pm. After 5pm and all day Saturday and Sunday are free. For further details on parking at the venue, please visit the UWA website.

Unloading

Delivery and Collection Instructions

Onsite Parking

Please find the delivery label in the attachments section below.

If exhibitors only have a small number of items that can be carried with no assistance from venue staff, Exhibitors are welcome to park in one of the public car parks and walk the items up from the carpark yourself into the room via the public entry and into the exhibition room. You are welcome to bring a small trolley of your own to assist with this.

Storage

There is limited storage facilities and the venue has requested deliveries be made to the University Club on Thursday 10 September 2026 between 7:30am to 2:30pm. All items being delivered to the venue MUST have a delivery label attached. The delivery label is located below in the attachments section.

There will be limited on-site storage for packing materials and boxes during the conference. Please ensure all boxes and packing material is kept tidy within your exhibition booth.

Please note: Ensure you make specific arrangements with your transport provider and/or ensure you have a representative on site at the time of the delivery.

All boxes are to be picked up via your preferred courier by Monday 14 September 2026.

Delivery and Return Label

Exhibitors are responsible for labelling boxes and consignments notes. Refer to the attachments section below for the labels.

Trolley

We recommend bringing a trolley to ease your bump-in/out process.

Safety of items

The venue and conference organisers will not accept responsibility for the safety of any such items delivered to the venue in the absence of the exhibitor.

Parking is available in the yellow bays located in Car Park 5, adjacent to the club building.

Paid parking applies Monday - Friday between 8am - 5pm.

After 5pm and all day Saturday and Sunday are free.

For further details on parking at the venue, please visit the UWA website.


Bump-in Bump-out Bump-in Friday 11 September 2026 Access 4:00pm Bump-in to be completed by 5:30pm Bump-out Sunday 13 September 2026 Access 1:00pm Bump-out to be completed by 3:00pm Please find the return label in the attachments section below. Please promptly remove your display material. Due to limited storage facilities at the venue, all exhibitor goods must be claimed and removed by 4:00pm Monday 14 September 2026 and ensure your own printed return labels are prepared accordingly. Please leave the area tidy by disposing of rubbish neatly in bins and folding any boxes for easy removal. Where possible, take all items with you. Any leftover items will be removed at the exhibitors expense.

Bump-in

Bump-out

Bump-in

Friday 11 September 2026

Access

4:00pm

Bump-in to be completed by

5:30pm

Bump-out

Sunday 13 September 2026

Access

1:00pm

Bump-out to be completed by

3:00pm

Please find the return label in the attachments section below.

Please promptly remove your display material. Due to limited storage facilities at the venue, all exhibitor goods must be claimed and removed by 4:00pm Monday 14 September 2026 and ensure your own printed return labels are prepared accordingly.

Please leave the area tidy by disposing of rubbish neatly in bins and folding any boxes for easy removal.

Where possible, take all items with you. Any leftover items will be removed at the exhibitors expense.


Trade Exhibition Provider - Advans WA Advans WA have been appointed the official exhibition provider for the National Histotechnology Conference 2026. Advans WA will also supply all furniture and other equipment you may require at your exhibition booth. Furniture Inclusions: 2 x 120 watt spotlights per booth 1 x 5 amp powerpoint Should you have any queries or would like to order additional equipment relating to your stand, please do not hesitate to contact the Advans WA project manager. Please refer to the downloads section below for the Advans Catalogue and Avans Order Forms. Nial Ibraimoski - Project Manager niak@advans.com.au (08) 94551 8322 advans.com.au

Trade Exhibition Provider - Advans WA

Advans WA have been appointed the official exhibition provider for the National Histotechnology Conference 2026. Advans WA will also supply all furniture and other equipment you may require at your exhibition booth.

Furniture Inclusions:

2 x 120 watt spotlights per booth
1 x 5 amp powerpoint

Should you have any queries or would like to order additional equipment relating to your stand, please do not hesitate to contact the Advans WA project manager. Please refer to the downloads section below for the Advans Catalogue and Avans Order Forms.

Nial Ibraimoski - Project Manager

niak@advans.com.au

(08) 94551 8322

advans.com.au


Security Whilst every reasonable precaution is taken, the conference organisers and the venue accept no responsibility for any loss or damage that may occur to personal property at the exhibition resulting from any cause whatsoever. Insurance All exhibitors should ensure their public liability policy covers their activities during this conference. Rural Health West and the venue shall not be responsible for any loss, damage or injury that may occur to the exhibitor employees or property from any cause whatsoever prior, during and subsequent to the exhibition. Exhibitors shall indemnify and hold harmless Rural Health West, the venue, and their agents from all liability (damage or accident) which might ensue from any cause resulting or connected with transportation, placing, removal or display of exhibits. Statement of account Please note that all sponsor and exhibitor bookings must be paid in full prior to attending the conference. If payment is not received by Monday 1 August 2026, Rural Health West has the right to cancel your package and not allow bump-in. If your account is outstanding, we would be grateful if you could make payment at your earliest convenience.

Security

Whilst every reasonable precaution is taken, the conference organisers and the venue accept no responsibility for any loss or damage that may occur to personal property at the exhibition resulting from any cause whatsoever.

Insurance

All exhibitors should ensure their public liability policy covers their activities during this conference. Rural Health West and the venue shall not be responsible for any loss, damage or injury that may occur to the exhibitor employees or property from any cause whatsoever prior, during and subsequent to the exhibition. Exhibitors shall indemnify and hold harmless Rural Health West, the venue, and their agents from all liability (damage or accident) which might ensue from any cause resulting or connected with transportation, placing, removal or display of exhibits.

Statement of account

Please note that all sponsor and exhibitor bookings must be paid in full prior to attending the conference. If payment is not received by Monday 1 August 2026, Rural Health West has the right to cancel your package and not allow bump-in. If your account is outstanding, we would be grateful if you could make payment at your earliest convenience.


Attachment 1: Delivery Label Attachment 2: Return Label Attachment 3: Advans Catalogue Attachment 4: Advans Booking Form


Events Team - histology@rhwevents.com.au

Quick Downloads

Delivery Label Return Label Advans Catalogue Advans Booking Form

Exhibitor Guide

Key Details