2018 International ACORN & ASIORNA Conference

Transcription

1 2018 International ACORN & ASIORNA Conference Sponsorship and exhibition prospectus Adelaide Convention Centre May March 2017

2 2 About ACORN The Australian College of Perioperative Nurses (ACORN) is a registered, member-based, health promotion charity that serves the patient, community and the perioperative profession to promote the prevention and control of disease. ACORN s vision is for Australian patients to receive the safest and highest quality perioperative care in the world. About ASIORNA The Asian Perioperative Nurses Association is an umbrella association for member countries including: Australia, China, Japan, Korea, Malaysia, New Zealand, Singapore and Thailand. About our Conference The 2016 ACORN Conference attracted over 1050 registrations. The 2016 ASIORNA Conference, held in Hong Kong, attracted over 900 delegates. It is anticipated that the 2018 International ACORN and ASIORNA Conference will attract approximately 1500 delegates.

3 3 It is with great pleasure that we invite you to the 2018 International ACORN & ASIORNA Conference. Adelaide will be the host city with the Conference being held at the Adelaide Convention Centre (ACC) from Wednesday 23 Saturday 26 May ACORN will proudly host the Asian Operating Room Nurses Association (ASIORNA) Conference in 2018, making this conference a truly international experience. We have secured an impressive exhibition space with a great line-up of domestic and international keynote speakers. We look forward to seeing you in Adelaide in May 2018! Diana Hutt Conference Convenor and Chair This Conference will provide perioperative nurses and the profession with an opportunity to hear and network with international and Australian leaders in the field. With over 1500 delegates expected to attend, participation as a sponsor or exhibitor will provide access to the key decision makers in perioperative nursing through out Australia, New Zealand and Asia. We are available in the lead up to and throughout the conference. Please do not hesitate to call on us to assist you with your marketing needs. Sarah Bird President

4 4 Conference Management Staff Wendy Rowland Executive Officer Kylee Carmody Finance and Administration Manager Annabel Holliss Conference Officer Eleanor Tan Publications Officer Board Sarah Bird Hobart Private Hospital, TAS Rebecca East Perioperative Practise Nurse, VIC Rachel Foster Royal Hobart Hospital, TAS Karen Hay Nepean Hospital, NSW Diana Hutt The Queen Elizabeth Hospital, SA Grace Loh St John of God, Midland, WA Michelle Reardon Logan Bayside Network, QLD Lesley Stewart Royal Darwin Hospital, NT Tracey Nicholls Flinders Medical Centre, SA Conference Committee Di Hutt, Conference Conveynor and Chair Sarah Bird, President Kylee Carmody Fiona Davies Dr Jed Duff Robyn Dugas Sharon Harding Kim Hepper Annabel Holliss Kasey Irwin Joy Jensen Robyn Laxton Grace Loh Tracey Nicholls Margaret Parish Wendy Rowland Lesley Stewart

5 5 Partner benefits 1. Compliance with industry codes of practice The 2018 International ACORN & ASIORNA Conference provides quality education and maximum exposure and acknowledgement and complies with industry codes of practice. 2. Delegate development The ACORN Conference is well known for its eager and professional delegates keen to improve their knowledge. Aligning your company with this powerful educational experience provides opportunity for positioning and networking and demonstrates commitment to the perioperative profession and its nurses. 3. Brand exposure Your company s involvement, commitment and support will be widely acknowledged leading up to and during the conference. Sponsorship and exhibition contact Wendy Rowland Executive Officer wendy.rowland@acorn.org.au Partnership opportunities A variety of partnership opportunities have been designed for the 2018 International ACORN & ASIORNA Conference, each containing benefits that will ensure your organisation receives maximum exposure, education and networking opportunities. ACORN s corporate partners will have first-option with sponsorship and exhibition options detailed in this prospectus and will receive 10% discount as a gesture of appreciation for the on-going support provided throughout the year.

6 6 1. Platinum partner/s $75,000* (one-only 1 ) OR $60,000* (shared two companies) PROMINENCE Ø 36 sqm of exhibition space (6m x 6m) Ø Naming rights to and brief address at the President s cocktail party and VIP function and/or 2 Gala dinner Ø Logo on conference satchels and/or 3 name tags/lanyards Ø Logo or advert on opening page of the conference app and/or 4 delegate gift and pen (scroll out feature) Ø Prominent acknowledgement on all electronic and printed collateral including signage, program, registration brochure, campaigns Ø Stand up banners (partner company to supply) in registration area, inside, at entrance and on stage in the plenary hall Ø Acknowledgment by MC and ACORN President and an opportunity for a brief address to delegates during opening ceremony ADVERTISING Ø Ø Ø Ø A full page colour advertisement in the March 2018 Journal (conference related content), artwork to be supplied by the partner company A full-page colour advertisement in the conference program, artwork to be supplied by the partner company An A3 folded to A4 (4 sides) insert into the delegate satchels or a product item, to be supplied by partner company Recognition and company profile provided in the program handbook and in the App EDUCATION Ø Breakfast and/or 5 Masterclass. REGISTRATIONS Ø Four full delegate registrations, including social program and eight exhibitor registrations. DELEGATES SOLD Ø Delegate list Supplied thirty days before Conference. 1 The partner company that submits a complete Application Form first will have first option to decide whether they wish to share the platinum package or not. 2 The partner company that completes and returns the Application Form first will receive first option. 3 The partner company that completes and returns the Application Form first will receive first option. 4 The partner company that completes and returns the Application Form first will receive first option. 5 The partner company may select their preference. The room and AV will be provided. Food and beverage is to be provided by the partner company.

7 7 2. Gold partner $50,000* Benefits PROMINENCE Ø 36 sqm of exhibition space (6m x 6m) Ø A barista station will be located with your stand or 6 logo on brightly coloured volunteer crew t-shirts Ø Second-level acknowledgement on all electronic and printed collateral including signage, program, registration brochure, campaigns Ø Second-level logo placement on sponsor banner in registration area, inside, at entrance and on stage in the plenary hall. ADVERTISING Ø A full-page advertisement in the conference program, artwork to be supplied by the partner company Ø An A3 folded to A4 (4 sides) insert into the delegate satchels or a product item, to be supplied by the partner company Ø Recognition and company profile provided in the program handbook and in the App EDUCATION Ø Breakfast (subject to availability) or 7 Masterclass. REGISTRATIONS Ø Three full delegate registrations, including social program and three exhibitor registrations. DELEGATES Ø Delegate list Supplied fourteen days before Conference. 6 The partner company that completes and returns the Application Form first will receive first option. 7 Each partner company may choose their preference Note: Breakfast sessions are limited and will be secured via a first-in, first served system.

8 8 3. Silver partner $30,000* Benefits PROMINENCE Ø 36 sqm of exhibition space (6m x 6m) Ø Naming rights to an EiPN Award (Individual, Novice or 8 Team) or 9 Best Paper or 10 Best Novice Presentation. Ø Third-level acknowledgement on all electronic and printed collateral including signage, program, registration brochure, campaigns Ø Third-level logo placement on sponsor banner in registration area, inside, at entrance and on stage in the plenary hall ADVERTISING Ø A full-page advertisement in the conference program, artwork to be supplied by the partner company Ø An A3 folded to A4 (4 sides) insert into the delegate satchels or a product item, to be supplied by the partner company Ø Recognition and company profile provided in the program handbook and in the App EDUCATION Ø Masterclass or pop up show-case REGISTRATIONS Ø Two full delegate registrations, including social program and two exhibitor registrations DELEGATES Ø Delegate list Supplied ten days before Conference 8 The partner company that completes and returns the Application Form first will receive first option. 9 The partner company that completes and returns the Application Form first will receive first option. 10 The partner company that completes and returns the Application Form first will receive first option.

9 9 4. Bronze partner $15,000* Benefits PROMINENCE Ø 18 sqm of exhibition space (6m x 3m) Ø Third-level acknowledgement on all electronic and printed collateral including signage, program, registration brochure, campaigns Ø Third-level logo placement on sponsor banner in registration area, inside, at entrance and on stage in the plenary hall ADVERTISING Ø Half page advertisement in conference program, artwork to be supplied by the partner company Ø An A4 insert into the delegate satchels, to be supplied by the partner company Ø Recognition and company profile provided in the program handbook and in the App REGISTRATIONS Ø Two full delegate registrations, including social and two exhibitor registrations

10 10 Exhibition opportunities Exhibition space $4,900* Inclusions Ø 9 sqm of exhibition space (3m x 3m) Ø Carpeted floor, back and side walls Ø Company name on fascia over each open side Ø Two spotlights Ø One standard power outlet Ø Two exhibitor registrations Ø Recognition and contact details provided in the program handbook and in the App.

11 11 Additional information 1. App Ø The app will be used well in advance of ensuring pre-event marketing is optimised Ø Marketing opportunities exist for the sponsor over a 3-month period. Ø The app and its sponsor will be featured in the printed program giving the sponsor double exposure in both digital and print. Ø Business branding uniquely integrated into base app design, namely app loading screen Ø Opportunity to place a banner advertisement on the home screen of the app. Ø Dedicated page within the app with the opportunity to showcase business information including the attachment of documents, links and videos 2. Barista stations Ø Two barista zones will be located within the exhibition area serving coffee and tea in the morning, throughout morning tea, afternoon tea and lunch breaks. Ø Opportunity to provide sponsor s cap, apron, cups and napkins for use on barista zone or by baristas (partner company to supply at own cost require fresh aprons each day) Ø Opportunity to place a company provided banner at the barista zone (2m high by 1m wide, freestanding, to be supplied by partner company) Ø Please note: no other coffee machines/barista machines will be permitted within the exhibition area on exhibition stands 3. Best paper Ø A panel of judges selects the best paper presenter at each national Conference. The winner is awarded a complimentary registration to the next ACORN Conference, which is presented at the closing ceremony. Ø Naming rights at the selected presentation Ø Invitation to make a brief 2-minute address during the presentation Ø One company representative on the judging panel. 4. Best novice presentation Ø A panel of judges selects the best novice presenter at each national Conference. The winner is awarded a complimentary registration to the next ACORN national conference, which is presented at the closing ceremony. Ø Naming rights at the selected presentation Ø Invitation to make a brief 2-minute address during the presentation Ø One company representative on the judging panel Ø Inclusion of your company name with the winning abstract on the audiovisual slide. 5. Delegate name badge and lanyards Ø Every registered delegate will receive an official Conference name badge and lanyard upon registration.

12 12 Delegates will need to wear their name badge and lanyard to gain access into the exhibition and sessions. Ø Logo on lanyard size and placement of logo will be at the discretion of the organising committee 6. Crew t-shirts Ø Logo on back of the Conference crew t-shirt 7. Delegate gift and pen Ø Every registered delegate will receive a delegate gift and pen in their delegate satchel, to be used during and after the Conference has concluded: Ø Logo on delegate gift placement of logo will be at the discretion of the organising committee Ø Logo on pen placement of logo will be at the discretion of the organising committee 8. Pop up showcase Ø The exhibition will host the perfect space and opportunity for you to present a minute pop-up session during the networking breaks morning tea, lunch and afternoon tea. Ø Multiple sessions will run at any one time and the stage will be set for you to showcase and engage with the participants. Including basic audio visual support, a networking pop-up can be an information session, a presentation of a new technology, product or demonstration of your services.

13 13 Important information 1. Prices Prices are GST exclusive. *10% discount will be applied to ACORN corporate partner invoices. 2. Bookings Ø An Application Form must be completed and signed by two company representatives Ø The date that an Application Form is received will be recorded by ACORN Ø Sponsors and exhibitors will have a choice of positioning within the exhibition space. This choice will be made available in order of sponsorship levels (Platinum to Bronze) and in date order of receipt of the completed and signed Application Form. Ø A draft site plan is attached as a general guide, however the site plan will not be finalised until six months prior to the event 3. Exhibitor manual Ø An exhibition manual containing information on move in and out times will be distributed to exhibitors and sponsors six months prior to the event 4. Exhibitor registration Ø Exhibitor personnel passes include the Welcome Reception, morning and afternoon refreshment; lunch each day and a copy of the Conference program. Ø Exhibitor personnel passes do not provide Conference registration and therefore do not grant access to the core Conference program. 5. Exhibition floor plan Ø An exhibition floor plan is included (Appendix A) as a general guide. The final exhibition floor plan will be made available six months prior to the event, at which time the choice of positioning within the exhibition space will be made available in order of sponsorship levels (Platinum to Bronze) and in order of booking confirmation (date received).

14 14 Terms and conditions 1. The Contract a. The term Organiser refers to Australian College of Perioperative Nurses (ACORN). b. The term Exhibitor includes any person, company or corporation and its employees and agents identified in the Application Form or other written request for exhibition space. c. A contract is formed between the Organiser and Exhibitor when the Organiser accepts the signed Application Form and receives a minimum of 50% of the total owing as a deposit. The Organiser will then issue a confirmation to the Exhibitor. d. The Organiser may cancel the contract at their discretion if the agreed deposit is not received within 28 days of lodging the Application Form. Additionally the Organiser reserves the right to cancel the contract by returning the deposit within 28 days of receipt. 2. The Application a. An official Exhibition Application Form must be received to reserve space. b. The Organiser reserves the right to refuse application or prohibit any Exhibitor from participation without assigning a reason for such refusal or prohibition. 3. Obligations and Rights of the Organiser a. The decision of the Organiser is final and decisive on any question not covered in this contract. b. The Organiser agrees to hold the exhibition however, reserves the right to postpone the exhibition from the set dates and to hold the exhibition on other dates as near to the original dates as possible, utilising the right only when circumstances necessitate such action and without any liability to the Organiser. c. The Organiser agrees to promote the exhibition to maximise participation. d. The Organiser agrees to allocate the Exhibitor an exhibition space based on booking date and investment level. e. The Organiser reserve the right in unforeseen circumstances to amend or alter the exact site of the location of the stand and the Exhibitor undertakes to agree to any alteration to the site or the space reallocated by the Organiser. f. The Organiser reserves the right to change the exhibition floor layout if necessary. g. The Organiser is responsible for the control of the exhibition area only. h. The Organiser may shorten or lengthen the duration of the exhibition and alter the hours during which the exhibition is open. i. The Organiser agrees to provide the Exhibitor with an Exhibition Manual prior to the exhibition for the purpose of communicating required actions on the part of the Exhibitor. j. The Organiser has the right to take action based on verbal or written directions including those contained in the Exhibition Manual. This is to ensure that all laws in connection with the exhibition are complied with, to prevent damage to person or property and to maximise the commercial success of

15 15 the exhibition. k. The Organiser may refuse without limitation to permit activity within the exhibition or may require cessation of particular activities at their discretion. l. The Organiser reserves the right to specify heights of walls and coverings for display areas. m. The Organiser reserves the right to disapprove the content and presentation of the Exhibitor catalogues, acknowledgements, handbills and printed matter with respect to the exhibition. n. The Organiser may determine the hours during which the Exhibitor will have access to the exhibition venue for the purpose of setting up and dismantling. o. The Organiser reserves the right to refuse any person including exhibitor staff, representatives, visitors, contractors and/or agents entry to the exhibition if they do not hold a purchased or complimentary entry card. p. The Organiser will specify conditions relating to the movement of goods and displays, prior, during and after the exhibition. q. The Organiser will specify any regulations with regard to sound levels including microphones, sound amplification, machine demonstrations and videos. The exhibitor agrees to abide by these. r. The Organiser will arrange security onsite during the period of the exhibition but will accept no liability for loss or damage. s. The Organiser will arrange for daily cleaning of aisles outside the exhibition open hours. 4. Obligations and Rights of the Exhibitor a. The Exhibitor must ensure that all accounts are finalized and paid prior to the allocated exhibition move-in period. b. The Exhibitor must use allocated space only for the display and promotion of goods and/or services within the scope of the exhibition. c. The Exhibitor must make every effort to maximize promotion and commercial benefits of participating in the exhibition. d. The Exhibitor must comply with all directions / requests issued by the Organiser including those outlined in the Exhibition Manual. e. The Exhibitor must comply with all applicable laws, including laws in relation to occupational health & safety. The Exhibitor will therefore act with care to avoid damage to persons or property in the exhibition. f. The Exhibitor must ensure the cleanliness and tidiness of their allocated space. Upon the conclusion of the exhibition the Exhibitor will promptly remove all exhibits, tools and other materials. If the Exhibitor fails or refuses to do so, the Organiser will make arrangements for this to done by an external party at a cost to be paid by the Exhibitor. g. The Exhibitor will not display an exhibit in such a manner as to obstruct or affect neighbouring exhibitors. This includes blocking or projecting light, impeding or projecting into aisles or neighbouring

16 16 exhibition spaces. h. The Exhibitor will submit plans and visuals of custom designed exhibits to the Organiser for approval prior to the commencement of the exhibition. Exhibitors failing to do so may be denied access to the exhibition to build or may be requested to cease building. A valid Insurance Certificate of Currency for independent exhibition contractors will also be submitted prior to the Organiser granting this company access to the exhibition area. i. The Exhibitor is responsible for all items within their allocated exhibition space. j. The Exhibitor agrees to adhere to all fire regulations and will refrain from using flammable or dangerous materials within the exhibition. Written approval must be sought from the Organiser if flammable or dangerous materials are required for the success of the exhibit. k. The Exhibitor will not use nails, screws or other fixtures on any part of the premises including walls and floor unless authorised by the Organiser. In any case all permanent damage will result in the Exhibitor being invoiced for all repairs. l. The Exhibitor acknowledges that the Organiser has a preferred freight forwarder and agrees to comply with all instructions relating to delivery times. If an alternate freight forwarder is engaged, the Exhibitor acknowledges that the Organiser will not be able to provide assistance in tracking lost deliveries. The Exhibitor agrees that the Organiser will not be liable for any goods rejected by the venue, lost or damaged prior to the delivery date specified or on return. m. The Exhibitor agrees to abide by requests made by the Organiser to stop any activity that may cause annoyance to others in the exhibition. n. The Exhibitor agrees to conduct all business transactions within their allocated exhibition space unless otherwise approved by the Organiser. 5. Storage of goods a. Unless otherwise communicated storage will not be provided onsite at the exhibition. Under no circumstance are goods permitted to be stored in public access areas. 6. Stand Services and Construction a. Official contractors will be appointed by the Organiser to undertake stand construction and freight forwarding plus supply furniture, electrics, telecoms and IT equipment. This is for insurance and security reasons. All non-official contractors wishing to enter the exhibition are required to produce current Certificates of Currency for Insurance, Public Liability and OH&S. Access will be denied without such documentation. 7. Insurance and Liability a. All Exhibitors must have Public Liability Insurance for the period of the exhibition and must be able to produce this documentation immediately at the request of the Organiser. b. Exhibitors must insure, indemnify and hold the Organiser harmless in respect of all damages, injuries, costs, claims, demands, expenses and interest for which the Organiser may become liable. c. Whilst the Organiser will endeavour to protect exhibition property whilst on display at the exhibition, it

17 17 must be clearly understood that the venue, the Organising Committee and the Organiser cannot accept liability for any loss or damage to property sustained or occasioned from any cause whatsoever. d. The Organiser shall not be liable for any loss, which exhibitor may incur as a result of the intervention of any Authority, which prevents the use of the premises or any part thereof in any manner whatsoever. e. The Organiser will not be liable and makes no guarantee of the number of visitors to the exhibition. Equally the Organiser will not be accountable for the level of commercial activity generated. 8. Payment & Cancellation a. An initial deposit of 10% is payable on booking form receipt. b. Five payment installments will be required as follows: i. 10% deposit/first installment ii. 25% second installment by 1 July 2017 iii. 25% third installment by 1 September 2017 iv. 25% fourth installment by 1 November 2017 v. 15% final installment to be paid by 1 February vi. Overdue installments will incur a 3% late charge. c. The Exhibitor has seven (7) days in which to make their final payment (8 February). After this time the space will be available for sale to another company. All deposits paid will automatically be forfeited and NO refund will be made. NO exhibitor shall occupy allocated exhibition space until all monies owing to the Organiser by the Exhibitor are paid in full. d. In the event that the Exhibitor fails to occupy their allocated exhibition space by the advertised opening time, the Organiser is authorised to occupy this space in any manner deemed to be in the best interest of the Exhibition. The Exhibitor contracted to this space will remain liable to all Terms and Conditions of Contract and will not be eligible for a refund. e. If the Exhibitor wishes to cancel their participation a request must be submitted to the Organiser in writing. Exhibitor cancellations and refunds will be administered as follows: i. If notice of cancellation is received by 23 August 2017, the Exhibitor will be entitled to a 75% refund on funds due at the time of cancellation. ii. iii. iv. If notice of cancellation is received by 23 November 2017, the Exhibitor will be entitled to a 50% refund on funds due at the time of cancellation. If notice of cancellation is received after 23 November 2017, the Exhibitor will not be entitled to a refund. If notice of cancellation is received and full payment for funds owing has not been received, the Exhibitor may be invoiced for the difference to satisfy the above cancellation and refund policy.

18 BOOKING FORM 2018 ACORN & ASIORNA Conference Selection Please tick appropriate box to indicate your selection. All prices are AUD and exclusive of 10% GST (Goods and Services Tax) MAJOR PARTNERSHIPS ADVERTISING Platinum partner (one-only) $75,000 Program book (A4 page) $1,650 Platinum partner (shared) $60,000 Program (half page) $900 Gold partner $50,000 Satchel inserts (up to A4 size brochure) $1,000 Silver partner $30,000 Bronze partner $15,000 EXHIBITION BOOTH $4,900 Company and correspondence details Company name Contact person Position Telephone Fax Address State Postcode Country Website Method of payment I wish to supply a purchase order number as follows: I wish to pay by bank transfer. Bank details will be supplied on your tax invoice issued with confirmation I wish to pay by credit card: Visa MasterCard Amex Credit card number Expiry Date / Card holder s name Signature Please Note: 10% discount will be applied for corporate partners All credit card payments will appear as ACORN on your statement Declaration: Refer to the terms and conditions in this prospectus for payment and cancellation details. I have read & accept the terms & conditions in the prospectus. I agree to be invoiced for a total of $ excluding 10% GST for the items selected above. Signature Date / /

19 THIS IS A SAMPLE ONLY - DESIGN OF THE SPACE WILL NOT BE ARRANGED UNTIL 6 MONTHS PRIOR TO CONFERENCE.