Exhibitor Portal
Caving 2026
11–13 August 2026 | Mongolia
Exhibitor information
We look forward to helping you make the most of your Caving 2026 sponsorship and exhibition. Here, you will find all the information you will need to prepare for your exhibit at the event. If you have any questions, email us.
Key Contact Details
Australian Centre for Geomechanics
Josephine Ruddle
Event Manager
Phone: +61(8) 6488 1864
Mobile: +61 (0)409 118 003
Email: josephine.ruddle@uwa.edu.au
Local Freight Company and Customs Assistance
Mongolian Express:
Contact: N. Zolzaya, Air Freight Department
Phone: +976 11 319305 (ext. 126)
Mobile: +976 95990020 (Viber)
Email: zolzaya@monex.mn
Website: monex.mn
Exhibition Company
Line Agency (IdeaTool LLC)
Email: caving2026.support@gmail.com
Venue – Shangri-La Ulaanbaatar
19 Olympic Street, Sukhbaatar District-1, Ulaanbaatar, Mongolia 14241
Tugsjargal Ganchimeg
Events Manager/Sales & Marketing
Phone: +976-77029999
Mobile: +976-88023167
Email: tugsjargal.ganchimeg@shangri-la.com
Key Dates
Key Exhibition Timings*
| Timings | 10 August | 11 August | 12 August | 13 August |
|---|---|---|---|---|
|
Bump in |
14:00 |
|
|
|
|
Exhibition opens |
17:30
(Welcome function***) |
07:30 |
08:00 |
08:00 |
|
Morning break |
|
10:20 |
10:33 |
10:23 |
|
Lunch |
|
12:25 |
12:40 |
12:30 |
|
Afternoon break |
|
14:45 |
15:00 |
14:50 |
|
Exhibition closes |
|
16:45 |
16:45 |
15:35** |
|
Bump out |
|
|
|
15:35 to 17:00 |
*Timings are subject to change, please check this page for most up-to-date information.
** Exhibition close and bump out begins at the end of the afternoon break (15:35) and must be cleared by 17:00 on 13 August.
***Pre-registration for the conference will also be available at this time.
Key Deadlines
| Date | Requirement |
|---|---|
|
1 July 2026 |
Delegate bag insert descriptions to ACG for approval (if part of your sponsorship package) |
|
1 July 2026 |
Register all staff (including complimentary). If event is a sell-out, we cannot guarantee complimentary passes after this date. |
|
1 July 2026 |
Fascia sign – Preferred business name and logo to be provided via online form below. |
|
24 July 2026 |
Final booth graphics print-ready artwork to Line Agency for print deadline. |
|
30 July 2026 |
Furniture hire requirements order to exhibition company. See Booth information below for more details. |
|
7 August |
Exhibitor booth materials delivery. See delivery information section for more details. |
|
10 August |
Exhibitor bump in (set up) time 14:00. |
|
13 August |
Exhibitor bump out (break down) after last afternoon break, to be concluded by 17:00 |
WiFi Access
Guests can connect to “Shangri-La WIFI” which is available throughout the property and no password is required to connect.
Booth Information
- Booth size: 2m x 2m wide x 2.4m high (double booths 4m x 2m)
- Full wall seamless custom graphic panel – exhibitors to provide print-ready final artwork via Google Drive. (See Graphics below)
- Power board (See Electrical below)
- Fascia sign 30cm high – Company name and logo (See Fascia Sign below)
- Lighting
The hotel can provide one table, with a tablecloth and two chairs for your booth. Table dimensions: 180cm x 45cm. See photo on the right.
Please advise Josephine Ruddle via events-acg@uwa.edu.au if you require this.
Please note: The ACG takes no responsibility for lost, stolen or damaged exhibition booth items. Security of exhibition booth items is the responsibility of the exhibitor. Any agreements for furniture hire including custom booths, are between the exhibition supplier and the exhibitor and do not involve the ACG. View sponsor terms and conditions.
Furniture Hire*
Orders due 30 July 2026
The following items are available for exhibitors to hire directly from Line Agency at their own cost. Please note, some items have limited availability and ordering/payment must be done directly with Line Agency. Please note that quotes from Line Agency will be in MNT currency and you will need to convert it your respective currency,
* Prices supplied by Line Agency in MNT – Conversions and payments must be arranged direct with Line Agency.
**Available quantity at time of publication – subject to change as bookings are made direct with Line Agency.
All queries and orders to go to: caving2026.support@gmail.com
Following is the bank transaction details:
Account number: MN20 0015 0020 1515 2030
Swift Code: GLMTMNUB
Bank name: Golomt Bank of Mongolia
Account holder name: Ideatool LLC
Please note: if you are hiring a TV with stand, you must bring your own HDMI cable.
| Item | Unit Price | Max Qty | Max Total |
|---|---|---|---|
|
Cocktail tables |
MNT 60,000/day |
40 available** |
MNT 180,000 (all 3 days) |
|
Cocktail chairs |
MNT 40,000/day |
15 available** |
MNT 120,000 (all 3 days) |
|
TV with stand |
MNT 500,000/day |
20 available** |
MNT 1,500,000 (all 3 days) |
Graphics
- Send through final, production-ready files as high res vector or jpeg files with correct size by 24 July 2026. See graphic dimensions and specifications below.
- Line Agency to return artwork proofs for exhibitor approval. Final approvals due 3 August 2026.
If sending complete, print-ready artwork, please save it into the Google Drive as three separate files labelled left, right and back as shown below in the artwork specifications. Please also include a mock up of all three sides together to show the layout.
Exhibitors with double booths will need to create the back wall artwork at 4000mm wide x 2400mm high.
Please note, the agency has confirmed that they can accept a smaller bleed than 200mm, a bleed of 20-50mm will be sufficient.
Crop marks are not required, and they can accept high res PDFs as well as JPG files.
The ACG has sent each exhibitor a link for their own Google Drive folder in which to deposit their complete, print-ready booth graphics panel artwork by 24 July.
Electrical
Each exhibition booth will be supplied with one power board (4 universal sockets + 2 USB ports, individual switches, approx. 3m cable). See photo for reference.
Please review Mongolia’s electrical requirements:
- Mongolia primarily uses Type C and Type E electrical outlets (standard European two-round-pin configuration).
- Voltage: 220V–230V at 50Hz.
Unless your home country utilises European-style plugs, you will need a travel adaptor to charge laptops, phones, and other devices. Most modern corporate electronics (laptops/smartphones) are dual-voltage and only require a standard plug adaptor. However, we recommend checking your specific device labels before connecting them to local power sources.
Delegate Bag Inserts
If you have a delegate bag insert included in your package, the deadline for delivery of your inserts to the venue is Friday 7 August 2026. Please ensure you have “Caving 2026 Delegate Bag Inserts” written on the delivery label. The quantity of inserts to send will be up to 400 units. A sample or description of the insert is required by the ACG no later than 1 July 2026.
Please see below information for deliveries and customs.
*A delegate bag insert is not an automatic entitlement for exhibitors. If unsure, please check your entitlements with the ACG via events-acg@uwa.edu.au.
Display Materials
All display materials must be flameproof and are subject to inspection. Exhibition/display areas must be sited to allow access to emergency exits and firefighting equipment. No attachments are to be made to the flooring, ceilings, internal walls or furnishings of the hotel. It is the responsibility of the exhibitor to return the area to its original condition.
Deliveries and Customs
If you are arranging freight transport for exhibition items/marketing collateral etc, please ensure that you make contact with Mongolian Express to arrange an international customs document called an ATA Carnet. This allows for the temporary import and export of exhibition items without payment of customs duties and taxes.
Mogolian Express will assist with:
- ATA Carnet consultation
- Transportation arrangement
- Customs handling support
- Packing list/invoice review
- Exhibition cargo coordination
- Door-to-door logistics service
Storage Conditions
Goods may be delivered on 7 August 2026.
Goods must be collected no later than 24 hours after the event has concluded. Any items stored for longer than this, or are of a larger size may be subject to a storage fee.
Overseas Exhibitors
If you require a longer storage period prior to or post event due to overseas shipping and/or customs clearance, please advise if this is a requirement, and the ACG can liaise with the hotel.
Parking
Guests who are staying at the hotel can park for free at the Shangri-La Centre parking. Request a room folio from the front desk to present to the parking cashier.
Exhibition Floorplan
Floorplan is subject to change. We will advise affected exhibitors if their booth location is affected.
Attendee/Exhibitor Registration
Please check your sponsor entitlements to ascertain whether complimentary registrations are included and if so, how many and what type. Please check with the ACG if you are unsure.
Please register your attendees by 26 June 2026.
Sponsor Terms and Conditions are available here.