Exhibitor Manual – Northern Australia Defence Summit


Here you will find the relevant information and forms to complete for the event.

If you have any questions, please contact the Event Delivery Coordinator Summer Lang

E: operations@informa.com.au    T: 02 9080 4339

Please ensure you read each section within this manual to ensure you meet the required deadlines.

We look forward to working with you in making this a successful event!

DEADLINES – Wednesday, 26 April

  1. Pass registration
  2. Public Liability Insurance
  3. Logo and PDF Brochure
  4. Onsite contact details

Please send details to operations@informa.com.au


Informa will be in contact directly to organise the Delegate/Exhibitor registrations which were included in your contract.

If you wish to order additional exhibitor or delegate passes, please contact Summer Lang directly.


Darwin Convention Centre
Stokes Hill Rd
Darwin NT, 0800
T: 08 8923 9000
W: https://www.darwinconvention.com.au/

Please click here to view the venue H&S information.


Exhibitors must not exceed their allocated space. Please be sure to check that your stand will fit within your space. This is tabletop exhibition; no built booths are permitted.

The following is provided for all stands free of charge:

  • 1 x dressed trestle table
  • 2 x chairs
  • 1 x power supply

All adapters and extension cables must be provided by the exhibitor. Informa/ Darwin Convention Centre will not be able to provide these on site.

All exhibitors must ensure their testing and tagging of electrical equipment is up to date prior to arriving for bump in and understand that if their items are not tagged and tested then penalties from the venue may apply.


Complimentary wireless internet will be provided for all exhibitors. If you require a fixed line connection, please contact the venue directly: Alkira Wuttke, E: awuttke@darwinconvention.com.au, P: +61 8 8923 9011


Please be advised that you are responsible for ensuring that any equipment or materials brought by yourselves are covered by your own insurance. You should have Public Liability Insurance** to cover your attendance at the event. Please send this through to us by Wednesday, 26 April 2023.

**It is an Informa Group policy that all exhibitors provide their own Public Liability Insurance for a minimum of AUD $10 million, valid for the event duration. If an exhibitor is unable to provide their own, they can purchase temporary cover under Informa Australia for the duration of the event, at a cost of AUD $200 + GST. ***


Exhibition Bump In
From 3:00pm – 5:00pm on Tuesday 16 May 2023

Exhibition Bump Out
After Afternoon Tea, from 3:40pm on Wednesday, 17 May 2023

*Please note that these times may change, you will be informed closer to the event if this is the case.

All exhibitors will need to be completely packed up and out of the exhibitions space by 6pm on Wednesday, 17 May 2023.


It is your responsibility to book your courier for both delivery AND collection.

Materials can be sent to the venue no earlier than Wednesday, 10 May 2023

Please use the delivery label for ALL items being delivered. It is important you use the attached label as it is clearly marked with details for the event. If you choose to use your own label, items may be lost in the receiving dock at the venue.

All goods must be covered by proper customs documents – please mention it is a temporary exportation to avoid paying more taxes than expected. The venue will not pay any taxes/duties etc. and will not accept any underpaid charges.

Remember – it is your responsibility to arrange for items to be picked up at the end of the event – items must be collected within 3 business days after the event. You must book the courier and ensure that your items are clearly labelled with your company name and the return address. Items left after this time will be disposed of. Please use the return label and print enough to apply one per item.

Please click here to review the Exhibitors Departure Letter



Access to the Loading Dock is through the entry gate located closest to the Wharf on Stokes Hill Road. The Centre controls access into the loading dock via an intercom on the right side of the gate.

Parking in the loading dock is strictly prohibited.

The total loading dock area is 1500sqm.

A Darwin Convention Centre loading dock marshal will be appointed during bump in and out of exhibition events to minimise delays and ensure access is controlled (charges apply).

All people operating in the loading dock must wear high-visibility vests and closed shoes at all times. Please note that no goods will be accepted before 7 days prior to the event.

All goods are to be delivered to the venue between 08:30 and 17:30 weekdays.

To ensure a smooth bump out, please make sure you complete the following steps:

­All freight is packed

Every box is clearly labelled

Consignment note completed signed and attached to goods

Ensure transportation arrangements are carried out before departure

The Centre will not be held liable for any losses or damages to goods.

Exhibitors must ensure transportation has been arranged for their goods with the appropriate consignment notes completed and attached within three (3) working days after the event.  The Centre reserves the right to dispose of any goods after three (3) business days.


If you are sponsoring any additional items such as bags, lanyards, or any other items, Summer Lang will be in contact with you directly.


To arrange accommodation please go to our website here

We encourage you to book early to avoid disappointment.

Informa does not have a third-party hotel booking agency representing this event aside from the above links. If you are contacted to book accommodation by any agency, this is not recommended as they are unknown to Informa.


Click here for some ideas on how Exhibitors can be more sustainable at the event.


SPAM WARNING: List broking companies sometimes email exhibitors claiming to have attendee data. This is false and we advise you to delete this as it is spam.

SUPPLIER CALLS & EMAILS: Our official suppliers are detailed within this exhibitor manual. These suppliers may contact you directly to confirm your requirements for this event.  You may experience other contractors pitching you for your business and advising you they are the preferred contractor, however, unless the company is included in the service providers list, then they are providing false information.