Pre-Arrival Information

ICC Sydney
14 Darling Drive
Sydney, NSW 2000, Australia
T: +61 2 9215 7100
W: www.iccsydney.com.au

The majority of the Congress will be held on Level 2 of the ICC Sydney. A map of this level will be included in the delegate app.

There are taxis and Uber services available from the airport to the venue as well as a train and bus service. The airport is approximately 8 kilometres from the ICC Sydney.

The ICC Sydney operates two 24-hour car parking stations including disabled parking bays, motorcycle parking spaces, bicycle racks, and electronic car charge spaces. Parking rates start from AU$20 inc GST.

The ICC Sydney is also easily accessible by public transport. Visit the ICC website for further details: Getting Here

The Registration Desk will be located in the Parkside Foyer on Level 2 of the ICC Sydney. Follow signs to the Pyrmont Theatre once inside the venue.

It will be open the following hours for badge collection (required for all sessions, exhibition, and activities):

• Wednesday 21 May 2025: 0800-1800hrs
• Thursday 22 May 2025: 0700-1730hrs
• Friday 23 May 2025: 0730-1815hrs
• Saturday 24 May 2025: 0730-1600hrs

We encourage you to register early to ensure you are seated and ready for the formalities to begin. A few days prior to the Congress, delegates will receive an email from the Congress Office with a QR code for badge printing onsite.

Barista coffee will be available in the exhibition from Thursday-Saturday; refer to the exhibition floorplan for location. 

Filtered tea and coffee will be available prior to the morning workshops commencing on Wednesday. A café is located on the Ground Floor of the ICC Sydney, open 7am–2pm on weekdays. Additional cafes are within close proximity to the Centre. View this page of the ICC Sydney website for suggestions.

The speaker preparation room is located in the Parkside Pre-Function Space on Level 2 of the ICC Sydney. Presenters must submit their presentation at least two hours before their session.

• Wednesday 21 May 2025: 1230–1700hrs
• Thursday 22 May 2025: 0700–1730hrs
• Friday 23 May 2025: 0730–1815hrs
• Saturday 24 May 2025: 0730–1430hrs

Abstracts can be viewed in the Congress app by clicking on the presenter’s name within the program, or by clicking on the relevant session on this page of the Congress website.

For those presenting a physical poster onsite at the Congress, poster installation and dismantle times are as follows:

Poster Installation: Wednesday 21 May 2025 between 1530-1630hrs
Poster Dismantle: Saturday 24 May 2025 between 1255-1355hrs

Please ensure you poster is packed down by 1355hrs on Saturday. Any posters remaining after this time will be discarded.

Setup and removal of your poster is your responsibility.

The ICC Sydney is fully cashless. ATMs are available at Darling Quarter across from the ICC Sydney.

All delegates will receive an electronic certificate of attendance via email after the Congress.

The Information Desk on the Ground Floor of the ICC Sydney can securely store your bags or coats.

In the week before the Congress, all registered delegates will receive a further email from the Congress Office detailing how to access the technology which will assist with your Congress experience, including:

• A link to the digital handbook for the Congress
• Access to the Congress app which provides the latest information about the Congress program, social events, sponsors and exhibitors and enables you to connect with colleagues
• A QR code to enable you to print your Congress name badge on arrival

Be sure to download the app in advance to take advantage of the most current information available – the scientific program, digital copies of posters and abstracts, the social events, information about our sponsors and exhibitors, connect with colleagues and receive push notifications throughout the week.

Morning tea, lunch and afternoon tea will be served in the exhibition from Thursday–Saturday*, allowing you the chance to enjoy refreshments, meet with exhibitors and view the posters.

On Wednesday the catering will be served outside the workshop rooms.

The menu selections from the buffet station are inclusive of vegetarian and gluten free options. A dedicated dietary buffet will cater for those who have advised us in advance of dietary requirements other than these.

Every effort will be made to accommodate all special dietary requirements and/or other needs, however, advance notification is required. Please contact the Congress Office by email to wce2025@wsm.com.au if you did not provide this information at the time of registering. If you have provided this to the Congress Office, this will be outlined in your registration pre-arrival email.

*Afternoon tea served on Thursday and Friday only

To assist with networking, a copy of the delegate list (excluding privacy requests) will be available in the Congress app.

The dress code for the Congress is smart casual. The weather in Sydney in May ranges from an average low of 12°C to an average high of 20°C.

If there is an emergency at the venue, please stay calm. Please follow the instructions given by the venue staff who are fully trained for an emergency situation.

The emergency phone number in Australia is 000. The dispatcher will then put you through to Police, Ambulance or the Fire Brigade.

The exhibition will be held in The Gallery on Level 2 of the ICC Sydney.

All daily catering from Thursday-Saturday will be served in the exhibition, allowing you time to enjoy refreshments whilst meeting with our valued exhibitors. The posters will also be held in this space.

The exhibition will be open during the following hours:

• Wednesday 21 May 2025: 1715–1915hrs (for the Welcome Reception)
• Thursday 22 May 2025: 0730–1730hrs
• Friday 23 May 2025: 0730–1815hrs
• Saturday 24 May 2025: 0730–1355hrs

Please see the sponsors and exhibitors pages of the website for more information on our valued partners.

Delegates are strongly advised to secure appropriate travel and health insurance. Delegate registration fees do not provide any such coverage. WCE 2025 and the Congress Office accept no responsibility for any loss in this regard.

There is a dedicated wifi network for you to use throughout the Congress. The password to the Congress network will be printed on the reverse side of your name badge.

The official language of the Congress is English.

Please report all lost or found property immediately to staff onsite at the information desk.

Throughout the Congress, photography and filming will be taking place. The photographs and film may be used to promote the Congress, both within Australia and internationally, across all print and digital platforms.

If you do not wish to appear in any images captured, please inform us so we can take the appropriate steps and where possible please move out of camera range.

Congress Opening Session

The Congress opening session will commence at 0800hrs sharp on Thursday 22 May 2025. This will be in Parkside Rooms 1&2 on Level 2 of the ICC Sydney. We encourage you to register early to ensure you are seated and ready for the formalities to begin. Please see the Congress website for the full program.

Pre-Congress Workshops

A number of pre-Congress workshops are being held on Wednesday 21 May 2025 at the ICC Sydney. Check your registration pre-arrival letter to confirm if you have booked for these. Advance bookings are necessary so please contact us if you would like to book, or let us know if you no longer wish to attend one that you have registered for.

The pre-Congress workshops schedule can be found here.

In addition to the outstanding Scientific Program, the Congress features a number of additional activities for attendees to participate in. Each of the below requires pre-registration and attendance is limited; we recommend you check your registration pre-arrival letter to see if you have a ticket to any that you wish to attend. If you do not and you would like to attend, or if you do have a ticket and no longer wish to attend, contact the Congress Office at wce2025@wsm.com.au.

Posters are on display in the exhibition from Thursday–Saturday. There are dedicated poster sessions over the lunch breaks where the authors will be by their work to share their ideas with fellow delegates. Odd poster numbers are allocated to Thursday and even poster numbers are allocated to the Friday lunch break.

Poster presenters have also been offered the opportunity to include a digital version of their poster in the Congress app.

A list of the posters on display at the Congress can be found in the digital handbook and in the Congress app.

The 24 top-scoring poster abstracts were selected for the WCE 3MT Poster Presentations. These posters will be presented at the stage in the exhibition during morning tea and afternoon tea on Friday.

The presentations will be three minutes with two minutes for question and answer time. In addition to the presentations, these posters will be available for viewing at the e-poster kiosks in the exhibition.

A list of the top 24 3MT posters – including the presentation schedule – can be found in the digital handbook and in the Congress app, as well as in the Top 24 3MT Poster Presentations sessions in the live program on the website.

Share your thoughts with us on social media using #wce2025.

For those arriving a day or two earlier or staying on, now is the time to consider the memorable experiences on offer in Sydney or nearby regions. Simply click on the link here to view the wide range of options on offer and through our partnership with Business Events Sydney, use the code WCE10 to receive a 10% discount when making payment direct to the tour provider. This offer is available for bookings two weeks prior and one week following the Congress.