Exhibitor Portal

15–17 September 2026 | Sofitel Melbourne On Collins, Melbourne, Australia

Exhibitor Information

We look forward to helping you make the most of your sponsorship and exhibition of Mine Closure 2026. Here, you will find all the information you will need to prepare for your exhibit at the event. If you have any questions, please email us.

Key Contact Details

Australian Centre for Geomechanics

Josephine Ruddle
Event Manager
Phone: +61(8) 6488 1864
Mobile: +61 (0)409 118 003
Email: josephine.ruddle@uwa.edu.au

Venue Contact

Maisie Mo
Conference & Events Services Manager
Phone: +61 (3) 9653 7758
Email: maisie.mo@sofitel.com

Exhibition Company – Moretons Hire

Abby Mackay
Account Manager
Phone: +61 (0)7 3307 4452
Mobile: +61 (0)418 526 197
Email: abby.mackay@moreton.net.au
Web: moreton.net.au

Photographer/Filmaker

Jordan James Kaye
Website: jordanjameskaye.com
Email: jordanjameskaye@gmail.com

Key Dates

Key Exhibition Timings*

	14 September	15 September	16 September	17 September
Bump in	TBC
Exhibition Opens	TBA – Welcome Function	07:30	07:30	07:30
Morning Break		TBC	TBC	TBC
Lunch		TBC	TBC	TBC
Afternoon Break		TBC	TBC	TBC
Exhibition Closes		TBC	TBC	TBC**
Bump Out				TBC**

*Timings are subject to change, please check this page for most up-to-date information.
** Exhibition close and bump out begins at the end of the afternoon break on 17 September.

Key Deadlines

Date	Requirement
24 August	Delegate bag inserts descriptions to ACG for approval.
24 August	Register all staff (including complimentary). If event is a sell-out, we cannot guarantee complimentary passes after this date.
TBA	Completed exhibitor requirements back to exhibition supplier. Please note, custom booths may require more time and incur additional costs. Please flag with the ACG.
11 September	Delegate bag insert delivery. See delegate bag insert section for more details.
11 September	Exhibitor booth materials delivery. See delivery information section for more details.
14 September	Exhibitor bump in (set up) in Sofis and Perth Ballroom from TBC.
17 September	Exhibitor bump out (break down) after last afternoon break. Exhibition supplier will commence break down at TBC.

Booth Information

Included in the cost of exhibiting is one standard single exhibition booth, unless other arrangements have been agreed upon. Specifications are as follows:

Single booth size – 3.0m (w) x 2.0m (d) x 2.4m (h)
White, smooth finish walls. Wall hangings can be affixed with UHU tac white putty (white tac), 3M Command picture hanging strips, hook & chain. Do NOT use pins, staples, screws, velcro or double sided tape (damage will incur a charge)
Lighting – 2 x LED track spotlights per 3×2 m booth
Power – 1 x 5 amp power supply per 3×2 m booth
Signage – digitally printed fascia sign for company name x 1
Access to Wi-Fi:
Network: Sofitel Events
Wi-Fi Password: smocevents

If required, one clothed IBM table (1.83m x 0.77m), 2 x chairs can be supplied – please confirm with ACG by 24 August 2026. Hotel supplies are limited and will be confirmed on a first come, first served basis. Alternatively, tables and chairs can be hired from the exhibition supplier.

Our exhibition hire company has a wide range of booth furniture and display items for hire.

Please note: The ACG takes no responsibility for lost, stolen or damaged exhibition booth items. Security of exhibition booth items is the responsibility of the exhibitor. Any agreements for furniture hire including custom booths, are between the exhibition supplier and the exhibitor and do not involve the ACG. View sponsor terms and conditions.

Delegate Bag Inserts*

If you have a delegate bag insert included in your package, the deadline for delivery of your inserts to the conference venue is Friday 11 September 2026. Please ensure you have “Mine Closure 2026 Delegate Bag Inserts” written on the delivery label. The quantity of inserts to send will be up to 350 units. A sample or description of the insert is required by the ACG no later than 24 August 2026.

*A delegate bag insert is not an automatic entitlement for exhibitors. If unsure, please check your entitlements with the ACG. Email events-acg@uwa.edu.au.

Display Materials

Exhibitors shall forward their material to the Sofitel by 11 September.

All items must be delivered no earlier than three working days prior to the event and will be stored in the client storeroom located on Level 1. Deliveries can be accepted from Wednesday, 9 September 2026.

All deliveries must be clearly labelled and sent via the Collins Place Loading Dock. Sofitel Melbourne On Collins will not be responsible for storing boxes and display materials, and cannot be held responsible for the security of items left in any storage area.

Please note that we have limited storage available for small cartons and/or promotional materials, such as brochures and giveaways. If exhibitors delivering large items, we recommend arranging these for bump-in day. Exhibitors are also advised to ensure all cartons, boxes and wrapping materials are removed from their stands prior to the opening day of the exhibition.

All display materials must be flameproof and are subject to inspection. Exhibition/display areas must be sited to allow access to emergency exits and firefighting equipment. No attachments are to be made to the flooring, ceilings, internal walls or furnishings of the hotel. It is the responsibility of the exhibitor to return the area to its original condition.

Electrical

Electrical equipment must be in accordance with Australian Standard 3760. All portable electrical equipment brought onto Sofitel Melbourne On Collins premises must have been tested and tagged by a licensed electrician, and the tag must be valid with no exception. For example: plasma screens, etc.

Deliveries

Important Notes

All contractors/exhibitors are required to provide a signed copy of the hotel induction pack and a copy of their Public Liability Insurance to Sofitel Brisbane Central before coming onsite.
The loading dock access request form must be completed and submitted to Sofitel Brisbane Central prior to delivery. As the Collins Place Loading Dock is shared and not exclusively operated by the hotel, delivery time slots must be reserved in advance. The completed loading dock access request form, along with the delivery item details, must be returned at least five working days prior to the delivery date.
Exhibitors/contractors are responsible for arranging their own staff, trolleys and pallet jacks for the movement of goods to and from the loading dock. The hotel does not provide labour or equipment for this purpose.
The loading dock height clearance is 3.3m. Please ensure any delivery trucks are below this height. Full dimensions below.
Please note that exhibitors/contractors are responsible for removing any hard rubbish, pallets, packaging materials or waste that cannot be disposed of through the hotel’s general waste bins. Additional charges may apply for excessive waste or items requiring special removal.
For security and emergency procedures, please refer to the Exhibitor Manual.
Please ensure that your consignment is labelled correctly. Please use the delivery label.

Loading Dock

The Loading Dock is located on 72 Flinders Lane between Spring and Exhibition Streets on the right hand side.
Sofitel Melbourne On Collins will not take delivery of any goods, packages or other materials on behalf of a contractor unless previously arranged with the hotel.
Sofitel Melbourne On Collins will not accept responsibility for the safety or wellbeing of any such items or delivered to the site in the absence of the contractor and left
unattended.
All items must be clearly labelled with delivery instructions attached.

Booth materials may be delivered from 9 September 2026. All deliveries must come through the loading dock. Exhibitors must work with hotel staff to transport items to the exhibition floor/storage area. Any booth items which are large or unusual may need prior approval from the venue. Please contact ACG.

HEIGHT OF SERVICE ENTRANCE

Loading Dock
Height: 3300mm (3.3m)
Width: 3600mm (3.6m)

The maximum ceiling height for constructed stands is 2.4 metres. All goods and materials must fit within the goods lift, which has the following dimensions:
Collins Place Goods Lift
Height: 3120mm (3.12m)
Width: 1860mm (1.86m)
Depth: 1773mm (1.77m)
Door Height: 2690mm (2.69m)
Door Width: 1224mm (1.22m)
Door to Door: 2000mm (2m)
Maximum Weight: 1587kg

Restricted areas in the service corridor via the loading dock may affect the height of large items. Please contact us to reconfirm measurements.

HEIGHT OF CAR HOIST

Service Entrance from Car Hoist
Height 2660mm (2.66m)
Width 2660mm (2.66m)

Car Hoist
Door Height 2320mm (2.32m)
Width 2470mm (2.47m)
Length 6700mm (6.7m)
Weight Capacity 2900 kg

Heavy or large equipment can be bumped into the Hotel via the car hoist. The car hoist must be operated by qualified Hotel staff only.
Access times of use are between 00:01 and 06:00.
Use of the car hoist must be pre-booked a minimum of seven working days in advance. There is a cost for use of the car hoist.

PPE

Contractors are required to ensure that all their employees have and use their own Personal Protective Equipment in compliance with Government Regulations, work area and specific job requirements. High visibility vests must be worn in loading dock and for bump in and bump out.
Anyone not wearing a high visibility vest will not be given access to the loading dock.

Goods must be collected no later than 24 hours after the event has concluded. Any items stored for longer than this, or are of a larger size may be subject to a storage fee. Ensure all items being picked up from the venue have return labels and a signed consignment note attached before being collected by courier.

Overseas Exhibitors

If you require a longer storage period prior to or post event due to overseas shipping and/or customs clearance, please advise if this is a requirement, and the ACG can liaise with the hotel.

Packaging and Waste

Please note that polystyrene packaging and waved cardboard boxes are not acceptable form of packaging for delivery to the hotel.

All contractors are required to remove and dispose of all waste and debris.

Parking

First Parking – Collins Place Car Park
28 Flinders Lane, Melbourne VIC 3000
Entry & Exit via Flinders Lane – 2nd car park on right
Hours of Operation: 24 hours 7 days

For further details, please refer to the following website: firstparking.com.au/locations/collins-place

Exhibition Floorplan*

*Please note, this is a draft floorplan to give an idea of the layout. Strict booth allocation processes are followed. Floorplan is subject to change.

Attendee/Exhibitor registration

Please check your sponsor entitlements to ascertain whether complimentary registrations are included and if so, how many and what type. Please check with the ACG if you are unsure.

Please register your attendees by 24 August by selecting the button below to register online.

Sponsor Terms and Conditions are available here.