2025 Exhibitors Manual

Please note that the below list of suppliers are the official and approved Pub Leaders Summit contractors and suppliers.
Should you wish to arrange your own suppliers, please feel free to do so and let us know so we can make the necessary arrangements.

Venue
Eatons Hill Hotel
646 South Pine Road, Eatons Hill QLD 4037

Bump-In
Bump in will start on Sunday 20 July at 1:00pm until 4:30pm and Monday 21 July from 7.00am until 7.45am.

Bump-Out
Bump out commences at 6pm at the conclusion of the networking drinks. When packing up your space, please ensure packed boxes and banners are clearly labelled including completed courier documents (i.e. FEDEX or DHL) are securely attached. Bump out must be finished by 7pm. If you think you need more time, please email us at events@intermedia.com.au. All equipment MUST be taken with you. There is no ‘overnight’ storage at the venue. The venue does not accept responsibility for the loss/damage of any materials left behind post event.

(Please click the image to see a clearer version)

Networking Drinks brought to you by Coca Cola Europacific Partners

For more detailed information on the sessions, please visit the program page of our website: publeaders.com.au.
Timetables are subject to change.

If you are having dedicated staff manning your stand, you will need to register them to receive an Exhibitor Pass Please register your staff by clicking here

Please email events@intermedia.com.au with your intended stand display & activation plans for approval. This should include demonstration items that you will be providing or that will be set in your activation space, branding stands, furniture, gift bags or other collateral, etc

All portable electrical equipment, appliances and leads used at the venue must be tested and tagged in accordance with Australian Standard 3760 and Workplace Health & Safety Legislation prior to coming on site. Any electrical equipment found not tested will be removed from the venue.

For safety reasons, double adaptors are not to be used in the venue.

*Please note Eatons Hill Hotel reserves the right to confiscate or refuse the use of items that are deemed unsafe or may cause damage to venue or patrons*

If you would like to sample food or beverages on your stand it will need to be approved by the venue. Please email events@intermedia.com.au with details of your proposed sampling for review and approval by Friday 11 July 2025. Any service of alcohol must be done by a person with a valid NSW RSA, to be supplied by email to events@intermedia.com.au no later than Friday 11 July 2025.

We will be positioning your stand on the show floor that best suits your stand set up, needs, and with spread of exhibitor type in consideration. All stands will have a wall or windows at its back. Please inform us of your intended exhibition set up as soon as possible so we may accommodate your needs as best we can.

WIFI is available onsite and provided by the venue. For specific internet requirements please email events@intermedia.com.au by no later than Friday 11 July 2025.

Please ensure all goods arrive no earlier than Thursday 17 July 2025 to the event.

Eatons Hill will not take delivery of any goods on behalf of exhibitors without the appropriate label. This label is attached to your email. To ensure no deliveries get lost, please specify on the outside of all delivery items:

• The event name;
• Your public facing Exhibitor company name;
• A name and phone number for the lead Exhibitor person at your stand; and
• Your stand number.

For items being included in the PLS goodie bags, please include PLS Goodie Bag on the label.

It is the responsibility of the exhibitor to ensure goods have arrived at the venue. To avoid delays during bump-in, we suggest you confirm with your freight company that all goods have been delivered as scheduled.

The venue will not accept any responsibility for the safety or wellbeing of any items on, or delivered to, the site in the absence of the Exhibitor of his/her agent or contractor. It is recommended that you insure goods during transit to and from the venue against damage/loss.

All organisers, contractors, exhibitors and their staff must act responsibly and safely during bump in and bump out of exhibition.

It’s the responsibility of the exhibitor to take items offsite on the day, or collect by courier by 10.00am Tuesday 22 July 2025. Please note the venue does not accept responsibility for the loss or damage of any materials accepted/ stored by the venue.

Please ensure that you make arrangements in advance for couriers to pick up exhibitor goods at the end of the exhibition. It is the exhibitor’s responsibility to pack, seal, label and arrange shipment for goods at the conclusion of the event.

All goods must be packed and labelled with consignment notes and delivery address ready for collection.

All consigned packages will need to be taken to the Loading Dock for collection by your courier. Please be aware any goods not packed securely or without a consignment note and clear labelling may be considered rubbish.

We are working towards maximising a reduction of environmental impact from this event.

• When creating your stands and organising marketing materials, please consider the impact of the items you choose.

Please consider when putting together items and packaging, that there are no allocated disposal receptacles available at the venue. If a large amount of waste is expected, please let us know, however you will be responsible for removal.

During set up and take down times and exhibition opening times, the area will be open and we suggest that exhibitors take care of their goods. Please do not leave any valuable items on your table.  Whilst every precaution is taken, Eatons Hill cannot accept any responsibility for loss or damage, which may occur to persons or property at the exhibition from any cause whatsoever.

It is the exhibitors’ own responsibility to arrange adequate insurance to cover such potential loss and or damage. Please notify a venue employee if you see anything suspicious onsite

In the interests of safety and fairness, please keep all displays within your stand area, being mindful of visibility of your neighbours stand. This includes all displays and furniture.

• In the case of an emergency all guests, exhibitors and external vendors should follow the instructions of the Waterview security & supervisor.
• The emergency meeting point is in First Fleet Park.
• In the case of a medical emergency please notify a staff member
• All incidents or near misses should be reported to the Waterview Event supervisor team asap.

We’ve created social tiles that you can use in promoting your presence at Pub Leaders Summit via your social media channels. These tiles can be downloaded here.

Don’t forget to connect with us on our LinkedIn, Instagram & Facebook and channels. Use your channels to let attendees know where and when Pub Leaders Summit is happening, and posting with the hashtag #publeaderssummit and tagging @australianhotelier.

As a valued exhibitor, here is your discount code to promote to your audience and wider team for access to discounted tickets to the Pub Leaders Summit – EXHIBITORVIP10. If you share this link, the discount code is already applied. For any enquiries, please do not hesitate to contact us at events@intermedia.com.au.

Lead Generation

A lead capture app from Entegy will be launched in early July. It will enable all exhibitors and sponsors to gather visitors’ information and convert this data into leads.

The Pub Leaders Summit App will be available to download early July.

The App will include an exhibitor listing, floorplan and a range of features for guests to make the most out of their visit.

Stands must be complete by 7.45am so our official photographer to take photos of your stand. We encourage you to have a clean stand with no visible rubbish. A copy of the photo will be emailed to you after the event.

One of the best ways to drive foot traffic to and engagement with your stand is promotional activities, samples, prizes, and product giveaways etc. It’s your chance to get creative and have fun with the exhibitor attendees. Be sure to consider the environment when thinking through any samples, and have your terms and conditions along with any necessary permits available on your stand or published wherever you promote your activity.

To assist us with our marketing efforts we ask you please let us know of any promotional activity on your stand. This information may be used across our social media channels, email marketing, website and event app both prior to and throughout the weekend. Please share information on your promotion by filling out the table below and send us back a copy by Friday 4 July to events@intermedia.com.au