Deadlines #

Item	Deadline	Instructions
Custom stand drawings	11 August 2025	There is a two-step approval process required for custom stands.   1. Upload via the exhibitor portal, link provided via email. 2. A custom stand plan permit form must also be completed and submitted to ICC Sydney via email. Please also copy sponex@iac2025.org when submitting permit form to ICC Sydney.
Confirmation of stand builder	11 August 2025	Via the Harry the hirer exhibition mini site
Lighting and power orders	18 August 2025	Via the Harry the hirer exhibition mini site

Exhibition supplier #

Harry the hirer is pleased to have been appointed as the official shell scheme build, furniture, styling, signage, graphics, production equipment and electrical contractor for IAC 2025. Harry the hirer commenced operations in 1983 and over the past 40 years has built up a select team of event specialists committed to servicing the Australian event, audio visual and exhibition industry. Harry the hirer is unsurpassed in its ability to design, direct, plan and execute the supply of audio visual, lighting, rigging, electrical production, marquees, furniture, linen, custom build design and installation, catering equipment and more. In essence we are a one stop shop for the events industry. Our reputation in dispatch, build and delivery of both small and large scale events is second to none. As the preferred supplier to such prestigious events such as Australian Manufacturing Week, Foodservice Australia, Australian F1 Grand Prix, Australian Open Tennis, the AFL Grand Final and the Avalon Airshow. Along with multiple other events and exhibitions, Harry the hirer has proven year after year that experience and knowledge count for everything in the event and exhibition industry.

Preferred Custom Stand Builders
For those looking for a custom stand builder based in Australia, please find a list of IAC 2025 preferred suppliers below:

Harry the hirer
E: garyf@harrythehirer.com.au
W: www.harrythehirer.com.au

Exponet
Mattieu Desprez
E: matthew@exponet.com.au
W: www.exponet.com.au

DisplayWise
Cameron Ferguson
E: cameron@displaywise.com.au
W: www.displaywise.com.au

Concept Craft
W: https://conceptcraft.com.au

Designteam
Dominic Le Roy
E: Dominic@designteam.com.au
W: www.designteam.com.au

Exhibition entitlements #

Entitlements are per 9sqm booth space.

ITEM	SPACE ONLY (CUSTOM STAND)
Exhibitor registration Two exhibitor registrations per 9sqm. Exhibitor registration does not include access to catering or conference program.	Two (2) per 9sqm + one (1) for every additional 9sqm beyond the first (to a maximum of ten (10) badges per booth)
Promotion Logo and exhibitor profile of all exhibitor organisations on the IAC 2025 website, app and in the searchable exhibitor directory.	✔️
A bare space on which to build a custom stand with your preferred builder.	✔️

Build requirements #

For space only stands, a custom design booth must be erected on the floor space.

This year, we have implemented the following guidelines for custom built stands in line with industry standards.

• Maximum structure height must not exceed 4 metres
• Exhibitors may not lay carpet adjacent to their booth.
• For any platform proposed in the stand design, round edge is required at the four corners of platform. The “caution tape” at your own cost is deem necessary at all edging of platform that may cause hazard to the visitors.
• No solid walls or full partitions are to be built on the perimeter of the raw space. All partition walls along the perimeter should not cover more than 30% in length with maximum height of 2.5m, unless the partitions are constructed against the actual walls of the hall, and not obstructing the products on display on the other side of it. All designs with wall / partition above 2.5m height should be built with a clearance of 0.5m distance away from the edge of the booths.
• Transparency in walled sections (60% of the span must be transparent) to improve the exhibition visibility.
• All partition wall above 2.00m which is facing the neighbour booths or aisle must be nicely clad and painted black finish, if any.
• Any door incorporated into the stand, and which does not provide an alternative means of egress, must have a “NO ENTRY” sign affixed to it.
• Kindly ensure all lighting cable/wire come with earth clamp connector and it must be earthed, especially apply to metal structure design include truss system.
• In the event of using fabric as part of the stand design, kindly provide the certificate of fire retardant as a proof on-site, if any.
• No multilevel structures are allowed to be built on the purchased exhibition space. Mezzanine levels may be added to booths with a tenancy of 54sqm and above.
• Rigging may only be utilised over stand of 54sqm and above. Stands in the front row of the exhibition will not be able to rig above their stand.

Stand approval process #

Exhibitors with custom stands are required provide plans of their custom stand highlighting dimensions and structural elements for approval by the conference organiser and ICC Sydney to ensure that it meets the requirements outlined above and in the venue’s guidelines. 

There is a two-step approval process required for all custom stands. All documents must be provided to organiser and the venue for approval by 11 August 2025.  

1. Upload via the exhibitor portal, link will be provided via email.
2. A custom stand plan permit form must also be completed and submitted to ICC Sydney via email. Please also copy sponex@iac2025.org when submitting permit form to ICC Sydney.  

The following information must be submitted for custom stands:

• Detailed scale drawing with proposed 3D design, detailed dimensions and height including plan views and elevation. 
• Description of materials to be used for the stand construction.
• A plan showing its locations within the exhibition.
• A risk assessment, to include fire hazards and method statement.

In cases where a stand design does not comply with the venue’s requirements, the venue will require the stand builder to obtain a structural engineer’s certificate to verify the integrity of the structure or compliance with the relevant legislation.

Contractor induction #

All contractors and sub-contractors who will be onsite during the move in/move out period must complete an induction prior to the event move in. Induction information is to be requested from inductions@iccsydney.com