What to check before you order giveaways for an event

Before you order promotional giveaways for an event, check three sets of rules: your industry's code of conduct, the venue's or organiser's rules, and Australia's product safety standards. A healthcare brand at a medical congress, an alcohol brand at a family show and anyone giving toys to small children all need to check before they order.

Below are the checks we'd run first, with the rule quoted from each code, regulator or venue. Rules change and vary between events, so treat this as a list of questions, and confirm each one with the code body, your legal or compliance team and the event organiser.

Industry codes

#1 - Healthcare professionals: check the medicines code first

If you promote prescription medicines to healthcare professionals, check the Medicines Australia Code of Conduct. It binds Medicines Australia's member companies, and the Code notes that the TGA requires prescription medicines to be promoted in line with it as a condition of registration, whether the company is a member or not. The Code says companies "do not offer items or gifts, which may inappropriately influence prescribing a product".

Medicines Australia's guidance on gifts and company-branded items goes further:

• Lanyards, sticky notes, mouse pads, calendars, diaries, coffee mugs and reusable water bottles are listed as not appropriate, "Regardless of their value, or whether they are branded with the company name or not".
• Low-value company-branded pens and notepads may be given to healthcare professionals attending an educational meeting, in a way that limits the supply. Pens on chairs or tables at the meeting, or in a satchel insert, are given as acceptable; pens in a "goodie bag" or left out on a table at a conference stand could be considered a gift.
• Lanyards used for registration are fine if you actively collect them at the end.
• Companies may run competitions, but "no prizes may be offered".

#2 - Alcohol brands: merchandise counts as marketing

The ABAC Responsible Alcohol Marketing Code covers "Marketing Collateral", which it defines to include gifts with purchase, competition prizes and branded merchandise. Under the Code, alcohol marketing must not:

• use brand logos "on clothing, toys or other merchandise for use primarily by Minors" (anyone under 18)
• be delivered directly to a Minor by hand.

So a branded cap or stubby holder is a marketing item in its own right. At an all-ages event, keep it behind an age check. For tastings and samples, see our guide to sampling alcohol and health products.

Venue and organiser rules

#3 - Balloons

Many venues restrict balloons, and the rules differ:

• Vicinity Centres: helium balloons are not permitted in the common mall of any Vicinity centre.
• Westfield: no helium balloons inside the centre; air-filled balloons may be given out on a balloon cup and dark-coloured stick.
• ICC Sydney: helium balloons can be fixed features of an exhibit or display, and removal charges may apply if they get trapped in overhead spaces.
• Perth Convention and Exhibition Centre: balloons are permitted only as fixed features, with written approval sought at least 20 business days ahead.
• Sydney Royal Easter Show: commercial licensees may not give away or sell inflated balloons or stickers; only deflated balloons may be given away, with prior approval.

#4 - Where you can hand things out

The events we checked keep handouts on your stand. ICC Sydney restricts printed media and advertising material to the confines of the exhibitor stand, with the organiser's permission. The manual for Sydney Build, a show held at ICC Sydney, said exhibitors may only distribute literature from their own stands. The Easter Show bans handbills and advertising outside your licensed space, and doesn't permit third-party sponsorship or branding of giveaways. If your giveaway carries a partner's logo, check before you print.

#5 - Food, mess and leftover stock

• Food and drink: Perth Convention and Exhibition Centre generally lets exhibitors sample their own products, but not give away any other food or drink without written approval. Branded confectionery is food too.
• Confetti and glitter: ICC Sydney discourages both and charges for the cleaning.
• Single-use plastics: Victoria's ban on single-use plastic straws, cutlery, plates and polystyrene cups applies at stands too.
• Leftovers: the Sydney Build manual counted unsold stock and give-aways as excessive waste, with removal charged to the exhibitor. Order to your real visitor numbers.

For the wider set of venue rules, see our guide to stand rules at Australian convention centres.

Product safety

#6 - Anything with a button battery

If a giveaway has a button or coin battery inside, such as some light-up novelties, check it first. The ACCC says four mandatory safety and information standards apply to these batteries and to consumer goods that use them, and that anyone who manufactures, imports, distributes or retails them is a supplier. Ask your merchandise supplier to confirm the item meets the standards before you order.

#7 - Toys and plush for young children

Our kids' merchandise range includes plush toys, games and puzzles, so tell us the age of your audience when you brief us.

When a giveaway becomes a prize

If chance decides who gets the item, it's no longer a giveaway: it's a trade promotion lottery. Melbourne Convention and Exhibition Centre defines this as any scheme that gives away prizes by any means involving chance at any stage. State permit rules then apply: in NSW, for example, an authority is required if the total prize value of a single trade promotion exceeds $10,000. Our guide to running a fair raffle or lucky draw covers the permits.

A quick check before you order

• Who is the audience: healthcare professionals, adults only, or families with young children?
• Does an industry code cover your brand, and what does it say about gifts and merchandise?
• What does the venue or organiser allow: balloons, food, handouts beyond the stand, partner logos?
• Does the item contain a button battery, or could a child under three end up with it?
• Is anyone chosen by chance? If so, you need to check permits.
• How many visitors do you really expect, and what happens to the leftovers?

Once the rules are clear, browse our promotional items and giveaways, or call us on 1300 240 250 and we'll help you choose items that suit the event.