Exhibitor Portal

26–28 November 2024 | The Westin Perth, Western Australia

Exhibitor Information

We look forward to helping you make the most of your sponsorship and exhibition of the Mine Closure 2024 conference. Here, you will find all the information you will need to prepare for your exhibit at the event. If you have any questions, please do not hesitate to email us.

Key Contact Details

Australian Centre for Geomechanics

Paul Burnett
Events Officer
Phone: +61 (8) 6488 8530
Email: paul.burnett@uwa.edu.au

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

Exhibition Company – Perth Expo

Lily Conlin
Exhibition Project Manager
Phone: +61 (0) 8 9475 2042
Mobile: +61 (0) 415 150 200
Email: lilyconlin@perthexpo.com.au

The Westin Perth Contact

Rebecca Mckenzie
Catering and Events Manager
Phone: +61 (8) 6559 1808  
Email:  Rebecca.Mckenzie@westin.com

Key Dates

Key Exhibition Timings*

25 November 26 November 27 November 28 November
Bump in
Exhibition Opens
17:00 - Welcome Function
Morning Break
Afternoon Break
Exhibition Closes
Bump Out

*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 28 November.

Key Deadlines

Date Requirement
Tuesday 1 October
Delegate bag inserts descriptions to ACG for approval.
Tuesday 1 October
Register all staff (Including complimentary). If event is a sell-out, we cannot guarantee complimentary passes after this date.
Completed exhibitor requirements back to exhibition supplier. Please note, custom booths may require more time and incur additional costs. Please flag with the ACG.
Friday 22 November
Delegate bag insert delivery. See delegate bag insert section for more details.
Friday 22 November
Exhibitor booth materials delivery. See delivery information section for more details.
Monday 25 November
Exhibitor bump in (set up) in Grand Ballroom 1 from 13:00 AWST.
Thursday 28 November
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: details for complimentary Wi-Fi will be advised.

If required, one clothed IBM table (1.8m x 0.45m), 2 x chairs can be supplied – please confirm with ACG by Friday 1 September 2023. 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.

Perth Expo will send out a link to all exhibitors to access online ordering forms etc. Deadline for completing orders TBA.

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 The Westin Perth is Friday 22 November 2024. Please ensure you have “Mine Closure 2024 Delegate Bag Inserts” written on the delivery label. The quantity of inserts to send will be up to XXX units. A sample or description of the insert is required by the ACG no later than 1 October 2024.

*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

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.


All electrical equipment brought into the hotel must be tested and tagged by a registered electrician. This includes extension leads, power boards and double adaptors.


If you are arranging your own freight transport, please ensure that your consignment is labelled correctly. Please use the delivery label.

Loading Dock

Access: Via Hotel car park entrance (no deliveries at hotel reception)
Hotel Address: 480 Hay Street, Perth WA 6000

Loading dock access between 07:00–17:00

For delivery assistance, contact: Hotel Duty Manager 0498 989 875

Booth materials may be delivered from 22 November 2024. 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.

Contractors can unload and load in the loading dock bay as designated but must not park for the entirety of the event in this area. Parking is available via the Wilson Car Park under the hotel or the City of Perth Car Park (details below).

Lift access for the events is strictly from the back of house lifts only, no front of house guest lift access is allowed.

Contractor Sign In

When entering the hotel’s loading dock and before unloading your equipment, you and your staff are required to sign in. To sign in, please call the Duty Manager on 0498 989 875. They will sign you in and provide you with printed name badges and function access keys. You must wear the temporary contractor badge at all times. You will then be required to return badge and any access keys.

Display Item Restrictions

Roller door entrance:

  • Height is 4.2m

Goods and services lift: (see image below)

  • Door width is 1280mm
  • Door height is 2400mm
  • Lift length is 2050mm

Equipment/machinery available:

  • 1 x pallet lifter
  • 1 x pallet jack
  • NO Forklift available
Storage Conditions

Goods may be delivered on 22 November 2024.

The loading dock is not a storage facility and no items are to be left in the area under any circumstances. All corridors, passage ways and trafficable areas must be kept clear and clean at all times, no equipment is to be left unattended.

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 Westin 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.


The Westin Perth is pleased to provide a 24-hour valet parking service. Guests may leave their vehicles with the hotel Commissionaire to be parked at the secure Wilson car park facility located underneath the Hotel. This is accessed via the Concierge Driveway, which has two entrances either via Hay Street or Murray Street. Valet parking per 24 hours will be charged at Sunday-Thursday $55.00 AUD per vehicle per day and Friday to Saturday at $45.00 AUD per vehicle per day for hotel and conference guests.

Self-parking is also available underneath the Westin Perth, which is owned by Wilson Car Park.

Additionally, there is a City of Perth Car Park (CPP) located next to the Hotel,

Entry to loading dock and hotel car park

Hotel loading dock

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 1 October 2024 by selecting the button below to register online.

Sponsor Terms and Conditions are available here.