AVCon: adelaide’s anime and videogames festival
1. Quick Facts
2. Team AVCon
3. Exhibiting at AVCon
4. Exhibition Times
7. Agility Fairs and Events
8. Appendix 1: Exhibitor Hall Layout
9. Appendix 2: Contact Details
6. Terms and Conditions
• Attracts an average of 18,000 visitors
• 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
• 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
• 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
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.
about Team AVCon
AVCon will be held from
21st - 23rd July 2017
at the Adelaide Convention Centre
Exhibiting at avcon
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 email@example.com 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
Exhibitor Booth Package:
A 3m(L) x 3m(W) x 2.4m(H) booth, with Velcro
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 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
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
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.
Exhibitor Application Process
13 February 2017
7 July 2017
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
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:
Note: this online application is a Google form, a Google account
is not required.
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.
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
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.
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 firstname.lastname@example.org to discuss your options.
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
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.
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.
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.
Words importing a person shall be deemed to include a corporate body and vice versa.
By participating in the AVCon convention, the Exhibitor or Artist agrees to these Terms & Conditions.
Team AVCon Incorporated reserves the right to enforce these Terms & Conditions.
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.
Any measurements, specifications and images in this document are approximations and for illustration
purposes only. Actual dimensions and layouts may differ.
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.
Once an invoice has been created and sent to an Exhibitor or Artist these Terms and Conditions will become
terms and conditions
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
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
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.
All Artist deposits are non-refundable.
Exhibitor applications close Friday 7th July 2017.
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
b) EFT into AVCon’s bank account as supplied with your invoice.
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.
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.
Booths will be allocated as negotiated between Team AVCon and the Exhibitor. Artist Alley tables will be
allocated at the discretion of AVCon.
Forklifts and/or palette jacks are available upon prior arrangement and must be confirmed prior to the
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
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.