Exhibitor 

Information Pack

AVCon:  adelaide’s anime and videogames festival

2017

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1. Quick Facts

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2. Team AVCon

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3. Exhibiting at AVCon

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4. Exhibition Times

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5. Advertising

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7. Agility Fairs and Events

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8. Appendix 1: Exhibitor Hall Layout

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9. Appendix 2: Contact Details

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Contents

6. Terms and Conditions

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Quick Facts

01

•  Attracts an average of 18,000 visitors 

annually

•  Facebook Likes 19,396 (Jan 2017)

•  The Facebook post announcing the 

2017 festival date with new artwork 

reached 10,085 people in less than 12 

hours

•  During the 2016 event the live walk 

through of Artists Alley and Exhibitors 

Hall generated over 1,000 views each

•  Our Exhibitors Hall showcases over 40 

exhibitors

•  Artist Alley has over 60 artists display 

their work & wares

•  Social media reaches an average of 

20,000 views combined on posts each 

week and up to 200,000 on individual 

posts if sponsored.

•  Facebook post engagement during the 

event (2016) reached over 93,000

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AVCon brings the best of anime, video gaming and Japanese 

culture to Australia.

 The event has been held annually in July since 2002 

and is managed by a dedicated volunteer team through the not-for-profit 
organisation, Team AVCon Incorporated.

The AVCon festival is a weekend jam packed full of activities and attractions 
including independent video game developer demonstrations, cosplay 
competitions & parades, guests, panels, workshops, anime screenings and 
much more. Additionally AVCon has a large focus on providing traders and 
artists a thriving environment in which to display their works and wares.

AVCon attracts an audience from both metropolitan and regional South 
Australia, with an increasing number from interstate. In 2015 the festival 
reached an attendance of more than 18,000 in a single weekend, which 
continues the trend of annual growth in festival visitors.

avcon.org.au

about Team AVCon

02

AVCon will be held from 
21st - 23rd July 2017
at the Adelaide Convention Centre

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Exhibiting at avcon

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As a large and well established annual event,

 AVCon provides high-traffic exposure to an Exhibitor’s 

target audience. The Exhibitors Hall (Halls F &G) is situated in one of the main thoroughfares and receives a 
constant stream of traffic by festival attendees. We provide a list of all exhibitors who will be present at the 
Festival on the official AVCon website, and extend an offer for one Facebook post per exhibitor to help promote 
your business prior to the event. Requests can be emailed to marketing@avcon.org.au and must be received by the 
1st June 2017. Your requested post will be published during the three weeks prior to the festival.

AVCon offers a variety of exhibitor packages to cater to all levels of business and provide great value in effectively 
reaching your target audience. All booths will be provided assembled, ready for use as described below. All 
packages can be customised to your needs. Please contact the Exhibitor Officer to discuss any additional 
requirements.

      Exhibitor Booth Package:

• 

 A 3m(L) x 3m(W) x 2.4m(H) booth, with Velcro 
compatible walls 

• 

Overhead fascia sign with Exhibitor name for each 
open side of the booth

• 

3 x Exhibitor passes

• 

1 x trestle tables (approx. 1.8m wide x 0.75m deep)

• 

1 x white tablecloth to suit table.

• 

Standard booth lighting

• 

Forklift use for bump-in and bump-out. Requires 

        pre-arrangement with Exhibitor Officer.

Zone A (Pink)

Zone B (Blue)

$1,400  Inc. GST

$1,200 Inc. GST

Exhibitor Booth Package

      Extra options are available on request (charges may apply), including:

• 

Additional Exhibitor passes

• 

Additional lighting

• 

Additional furniture options 

• 

On site storage

• 

Lunch (menu provided in welcome packs upon bump-in)

• 

Discounts for the purchases of multiple booths 

        
        Other options available upon Exhibitor request. Please contact the Exhibitor Coordinator regarding any queries 
        or additional requirements.

NOTE: Specifications and images are approximate

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Exhibition Times

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Please note

 

the below times are a guide only. Actual times may vary and will be confirmed by the 

Exhibitor Coordinator prior to the event. For any unique needs, please contact the Exhibitor Officer.

Friday Bump-In: 11:00 am – 7:00 pm.

Exclusively dedicated to set-up. No sale opportunities will be available Friday evening. These times are enforced, and no 
admittance to the Adelaide Convention Centre before the scheduled time is permitted. Forklift use must be pre-arranged with 
the Exhibitor Officer. Entry for bump-in will be through the loading docks, where an AVCon staff member will be stationed 
with welcome packs and passes, if you wish to bump in through the main doors then you will be able to do so via the North 
Terrace entry only. Information regarding booking the loading docks will be sent closer to the event. Truck parking will be 
available via booking only, to book please contact Agility (see page 10 for contact details).

Friday Test & Tag: By Appointment

It is a requirement of the Adelaide Convention Centre that all electrical items have a current/valid test tag. AVCon will provide 
a test and tag service for electronic items requiring tagging during Friday bump-in, bookings are required. To book, please 
indicate the number of items that will require testing the application form. All appointments will be confirmed by the Exhibitor 
Officer prior to the event. Items will be tested at the Exhibitors expense at $5 per item, payable in advance. If your appointment 
is missed the charge will be $20 per item, payable on the day. Any items found in use without a valid testing tag will be subject 
to penalties.

Saturday & Sunday Trading Hours

Set up hours: 8:00 am – 9:30 am
Gold Pass hours: 9:30 am – 10:00 am
General trading hours: 10:00 am – 6:00 pm

Entry for exhibitors will be through the North Terrace entry only.

Sunday Bump-Out: 6:00 pm – 9:00 pm

As with bump-in, these times are enforced. If exhibitors do not bump-out in time (or leave belongings on premises), they may 
be subject to extra charge passed on from the venue.  AVCon holds no responsibility for items remaining at the Adelaide 
Convention Centre after the bump-out time has expired. Bump out will be through the loading docks or North Terrace entry 
only. To book the docks please contact Angus from Agility Fairs & Events, contact details provided on page 10. 
 

Monday Bump-Out: 8:00 pm – 12:00 pm

This time is for any remaining bump-out duties and must be arranged with the docks, please note additional charges will apply. 
All bump-out costs are to be paid for by the exhibitor. 

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Exhibitor Application Process

Due Date

Application Open

13 February 2017

Applications Close

7 July 2017

Invoices issued

Within 7 days of confirmation email

Full payment of invoice due

Within 14 days of issue of invoice

Bump in form issued

Within 7 days of payment being received

Bump in form to be returned

Within 14 days of form being received

Exhibitor Dates

Application for Exhibitors 2017

To apply for a 2017 Exhibitors booth, please read the terms and conditions (Appendix 1) and complete the 
web-based application form found at the following address:

https://goo.gl/forms/CCDdU5ao623vUY5p2 

 
Note: this online application is a Google form, a Google account

 is not required.

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Advertising

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To advertise in the 2017 show bag please indicate your preference on the application form and a member of our 
sponsorship team will contact you to discuss further.

AVCon offers advertising

 exposure at competitive prices. These are available exclusively to all our sponsors, 

exhibitors and supporters.

Show Bag

AVCon distributes a show bag to every audience member who enters the festival. Your business has the 
opportunity to create an item to insert in to the show bag, providing a physical piece of promotional material to 
every attendee of AVCon. 

The insert to the show bag by your business can be a physical item (stress ball, comic, pen etc.) or you may elect to 
have flyers printed by AVCon on your behalf. The following rates apply to the printing of flyers:
• 

A5, colour, single sided, 115gsm, Gloss. $1,100 

Program Booklet

AVCon gives each attendee a high quality, full-colour Program Booklet. This booklet provides an outstanding 
opportunity to place your ad in front of over 20,000 visitors to the festival (and beyond).

The booklet contains a wealth of information for visitors to the AVCon festival. From full activity listings to 
detailed maps, the Program Booklet is a must-have for all festival-goers and will be kept as a souvenir to be read 
and reminisced over, long after the event finishes.

Advertising will be limited and will be on a first-come basis. The following rates apply to the 2017 program:
• 

Half Page, $350

• 

Full Page, $500

To advertise in the 2016 program please indicate your preference on the application form and a member of our 
design team will contact you to discuss further. Advertising requests must be submitted to design no later than 
June 4th 2017.

Auction

 

The AVCon auction is held prior to the closing ceremony on the Sunday night. Items donated by our sponsors, staff 
and exhibitors are auctioned. The businesses who donated the items are given a plug by the auctioneer. It is a great 
way low cost way to achieve brand exposure.
If you have an item that you would like to donate to the auction, please indicate on the application form. 
Alternatively you may like to contact our events team via email at events@avcon.org.au to discuss your options.

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Interpretation

1.

 Any reference to AVCon includes Team AVCon Incorporated and its representatives, officers, agents, associates, 

business entities, assignees, assignees affiliates, or other person or entity authorised to act on behalf of Team 
AVCon Incorporated. 

2.

 Any reference to Exhibitor includes a person, partnership, trust, trustee, corporation or any other business 

entity on completion of the exhibitor application. Further, the said Exhibitor’s representatives, agents, employees, 
associates, business entities, assignees, assignees affiliates, or other person or entity authorised to act on behalf of 
the Exhibitor is bound by these Terms and Conditions. 

3. 

Any reference to Artist includes a person, partnership, trust, trustee, corporation or any other business 

entity on completion of the artist alley application. Further, the said Artist’s representatives, agents, employees, 
associates, business entities, assignees, assignees affiliates, or other person or entity authorised to act on behalf of 
the Artist is bound by these Terms and Conditions. 

4. 

Words importing or signifying the singular shall embrace the plural and words importing the masculine gender 

shall embrace the feminine or neuter gender and vice versa respectively. 

5. 

Words importing a person shall be deemed to include a corporate body and vice versa. 

6. 

By participating in the AVCon convention, the Exhibitor or Artist agrees to these Terms & Conditions. 

7. 

Team AVCon Incorporated reserves the right to enforce these Terms & Conditions. 

 

General Terms

8. 

Preference will be given to Artists with items/works pretraining to AVCon’s core themes of anime, gaming and 

Japanese culture over that of pop culture. 

9. 

Any measurements, specifications and images in this document are approximations and for illustration 

purposes only. Actual dimensions and layouts may differ.

10. 

All Exhibitors & Artists are to act in the interest of the convention and therefore take no action that will 

detract from or take attendees away from the venue.

11. 

Once an invoice has been created and sent to an Exhibitor or Artist these Terms and Conditions will become 

fully enforceable. 

terms and conditions

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12. 

An Artist alley application is not considered as submitted until both the completed application form and three 

samples of the Artist’s work has been received. These samples will be used to ensure the work is family friendly 
and if it is in line with AVCon’s core themes mentioned above, Applications close on Friday 31st March 2017

13. 

Artist table bookings will not be made until a 50% deposit is received. Should an Artist withdraw their 

application after Friday 5th May 2017 when they have already been invoiced, that invoice will still remain due and 
payable.

14. 

Artist payment are to be received in full by close of business on Friday 2nd June 2017. All payments are to be 

by EFT into AVCon’s bank account as supplied with your invoice.

15. 

All Artist deposits are non-refundable.

16. 

Exhibitor applications close Friday 7th July 2017.

17. 

Exhibitors will be invoiced within seven days of the Exhibitors confirmation. Payment is to be received in full 

by close of business on Friday 14th July 2017. All payments are to be by:
 

a) Cheque – to be provided a minimum of three working days prior to the due date to allow clearance of 

 

     funds; or 

 

b) EFT into AVCon’s bank account as supplied with your invoice.

18. 

Artists and Exhibitors will be sent 1 reminder prior to their payment date and one overdue notice with an 

additional business week to pay, after which if payment is still not made a 10% late fee will incur.

19. 

Fees for Exhibitor’s booths do not include storage of items unless otherwise advised; storage can be organized 

either off or on site at an additional fee.

20. 

Booths will be allocated as negotiated between Team AVCon and the Exhibitor. Artist Alley tables will be 

allocated at the discretion of AVCon. 

21. 

Forklifts and/or palette jacks are available upon prior arrangement and must be confirmed prior to the 

convention. 

22. 

Bump-in forms are required to be completed and submitted to AVCon prior to the event. Artist’s bump-

in forms should be returned by Friday 23rd June 2017 Exhibitors shall return the form within 14 days of being 
received.

23. 

Neither AVCon, nor the Adelaide Convention Centre will accept responsibility for the safety or well- being of 

any display or product item delivered to the site. It is very important that all items are clearly marked with your 
company name and booth number(s). Neither AVCon nor the venue will take delivery of such items on behalf 
of an exhibitor, unless prior arrangements have been made as per the Adelaide Convention Centre’s terms and 
conditions. Please note that all goods/property must be removed from the premises Sunday evening as detailed by 
the bump-out times in this Pack or as dictated by AVCon.