THE 5TH ASIAN & OCEANIC CONGRESS ON RADIATION PROTECTION SPONSORSHIP & EXHIBITION PROSPECTUS

Transcription

1 THE 5TH ASIAN & OCEANIC CONGRESS ON RADIATION PROTECTION SPONSORSHIP & EXHIBITION PROSPECTUS

2 INVITATION TO SPONSOR It is my privilege and great pleasure, as Convenor on behalf of the Australasian Radiation Protection Society, to invite you to the 5th Asian and Oceanic Congress on Radiation Protection - AOCRP5 - in Melbourne, Australia during May AOCRP5 follows on from extremely successful previous Asian and Oceanic Association for Radiation Protection Congresses in Seoul (2002), Beijing (2006), Tokyo (2010) and Kuala Lumpur (2014). This Congress will be the international meeting for 2018 in the Asia-Pacific Region and offers the opportunity to meet and discuss radiation safety matters in all areas of application of ionizing and non-ionizing radiation. Radiation safety professionals face continuing challenges with evolving standards, increased proliferation of complex radiation technologies, such as medical sector radiation applications, in an environment of tight resources and increased regulatory scrutiny. The 2018 Congress will offer the opportunity for face to face discussion in all areas of our profession. We are seeking the support of Governments, industry and organisations with an involvement in radiation safety and protection to join our Australian and international audience. We look forward to your involvement. Associate Professor Brad Cassels, Convenor 2

3 Australasian Radiation Protection Society has a diverse series of events planned over the next three years. These are all important to the promotion and development of radiation protection in Australia and New Zealand. Your support will be vital to the success of these events. Our approach to these events is to strengthen our profession to the benefit of everyone involved in the use of radioactive materials and radiation. A vital requirement is to provide full recognition to sponsors and supporters of ARPS as host of these scientific meetings. We would welcome discussion from organisations who are interested in pursuing a longer-term partnership across these significant events. Cameron Jeffries President, Australasian Radiation Protection Society AOCRP ARPS August 2017 Novotel Wollongong, NSW AOCRP May 2018 Melbourne Convention and Exhibition Centre, VIC ICRP 2019 Dates to be confirmed Melbourne May 2018 The 5th Asian and Oceanic IRPA Regional Congress will be held in Melbourne from 20 to 23 May This is an exciting opportunity to develop our relationships with the Asian region. There are a number of IRPA member societies within Asia who are actively working to promote radiation protection. The IRPA Regional Congress is a unique opportunity to showcase radiation protection in Australia and New Zealand to leading radiation protection professionals from Japan, Korea, China and Malaysia. ARPS will also promote the Congress in Indonesia, India and the Philippines. Supporters and participants in the Congress will be able to demonstrate their capabilities in radiation protection and build relationships within the region. ICRP 2019 ARPS plan to host the 5th International Symposium of the International Commission on Radiological Protection in the second half of The Symposium is where the ICRP committees present their current work activities. The program will focus on radiation protection matters that are important in our part of the world. Participants will be able to provide feedback on the system of radiological protection and the issues that are important within our region. Supporters of the Symposium demonstrate their support for the development of the highest standards in radiation protection. The annual ARPS Meeting will be held in conjunction with the ICRP Symposium. We will also hold a Congress in the second half of 2018 to ensure continuity of normal ARPS activities. 3

4 2016 ARPS SPONSORS & EXHIBITORS SPONSORS EXHIBITORS 4

5 REASONS TO SPONSOR/EXHIBIT Engage and connect with professionals involved in Australia s radiation protection industry. Demonstrate your organisation s commitment to best practice health safety management. Engage and connect with radiation protection professionals from Japan, Korea, China, Malaysia and other parts of the region. Receive exposure and capitalise on pre and post Congress promotional opportunities. Generate leads for new business. Increase your brand awareness and profile amongst industry leaders and peak body representatives, opinion shapers and professionals working within the radiation protection industry. Build long term relationships with potential and existing customers. Align your organisation with leading universities and organisations from the radiation protection industry Develop key relationships with other sponsors and exhibitors. Interact with delegates in a fun, social and dynamic environment. DELEGATE PROFILE BY ORGANISATION TYPE Government 40% Educational institute/university 23% Company 22% Mining and Resources 8% Hospital/Healthcare 4% Non-profit Organisation 3% 5

6 FAST FACTS OVERVIEW OF PACKAGES May 2018 Melbourne Convention & Exhibition Centre 300+ dedicated radiation protection professionals from across Australia, New Zealand and Asia** Three days of scientific presentations, IRPA Associate Societies Forum, two social events, Refresher Courses ** Expected delegate numbers are based on historical fact and are not guaranteed Packages are linked to the investment in the profession of Radiation Protection and events within the Congress program. All prices shown are in $AU and are inclusive of GST. INVESTMENT PACKAGES AT A GLANCE Platinum Partner $ 85,000 Gold Partner $ 50,000 Silver Partner $ 25,000 Bronze Partner $ 12,500 Congress Supporter $ 5,500 Keynote Sponsor $ 5,000 Session Sponsor $ 4,000 Speakers Lounge Sponsor $ 3,300 Writing Materials Sponsor $ 3,300 Trade Exhibition Booth $ 4,400 TO PARTNER WITH US CONTACT: Kim Murray Sponsorship & Exhibition Leishman Associates Phone: kim@laevents.com.au 6

7 PLATINUM PARTNER $85,000 (ONE ONLY) Known as the Platinum Partner of the 5th Asian & Oceanic Regional Congress on Radiation Protection Opportunity to meet with key members of the International Radiation Protection Association during a formal dinner to be held on Saturday 19 May This entitles the Platinum Partner to invite up to six representatives to foster trade discussions An opportunity to address the full delegation in a 20 minute presentation in the plenary session Exclusive sponsorship of the Barista Cart operational for the core days of the Congress, including naming rights and branded aprons, hats etc for Barista staff. Opportunity to theme the Barista Cart lounge area (by providing furniture / funded by sponsor) Sponsorship of one Keynote Speaker on Day 1 Verbal recognition as the Keynote Speaker Sponsor by the Congress chair, both at the commencement and conclusion of the Keynote address Sponsorship of a Concurrent Session Recognition as sponsor of the Congress Program Ongoing recognition as the Platinum Partner, both prior to and during the Congress Recognition as the Platinum Partner in Congress promotional material, including program, venue signage, handbook, Smart App and website One 6m x 2m trade exhibition booth with furniture package to the value of $1,500 Eight full Congress registrations including daily catering and attendance to the full Congress, as well as the Welcome Reception and Congress Dinner Full page advertisement in the Congress Handbook (finished art supplied by sponsor), positioned on the inside front cover Logo recognition throughout the Congress in all plenary sessions Prominent web banner on the Congress website Delegate list supplied in accordance with Australian Privacy and Anti-Spam Legislation prior to the Congress Two satchel inserts With a substantial investment like this, we understand the need to deliver the highest return on investment possible. We encourage you to speak with us further to ensure that the benefits included in this sponsorship package are in line with your corporate marketing strategy. 7

8 GOLD PARTNER $50,000 (TWO ONLY) Known as one of two only Gold Partners of the 5th Asian & Oceanic Regional Congress on Radiation Protection A choice to be aligned with either the Congress Dinner or Welcome Reception Sponsorship of one Keynote Speaker on Day 2 with verbal and electronic recognition Sponsorship of a Concurrent Session with verbal and electronic recognition Recognition as a Gold Partner in Congress promotional material, including program, venue signage, handbook, Smart App and website Handbook, Smart App and website (including link) One 6m x 2m trade exhibition booth with furniture package to the value of $1,000 Five full Congress registrations including daily catering and attendance to the full Congress, Welcome Reception and Congress Dinner Opportunity to welcome guests to the Welcome Reception or Congress Dinner (5 minutes max) Logo featured on menus, signage related to these events Opportunity to provide a small branded gift for each delegate at the event (to be provided by partner) Full page advertisement in the Congress Handbook (finished art supplied by partner) Delegate list supplied in accordance with Australian Privacy and Anti-Spam Legislation prior to the Congress Two satchel inserts SILVER PARTNER $25,000 (TWO ONLY) Known as one of two only Silver Partners of the 5th Asian & Oceanic Regional Congress on Radiation Protection A choice to sponsor either the Congress Satchel or Congress Name Badge & Lanyard Sponsorship of a Concurrent Session with verbal and electronic recognition Recognition as a Silver Partner in Congress promotional material, including program, venue signage, handbook, Smart App and website Handbook, Smart App and website (including link) One 3m x 2m trade exhibition booth with furniture package to the value of $750 Three full Congress registrations including daily catering and attendance to the full Congress, Welcome Reception and Congress Dinner Full page advertisement in the Congress Handbook (finished art supplied by sponsor) Delegate list supplied in accordance with Australian Privacy and Anti-Spam Legislation prior to the Congress One satchel insert 8

9 BRONZE PARTNER $12,500 (THREE ONLY) Known as one of three only Bronze Partners of the 5th Asian & Oceanic Regional Congress on Radiation Protection A choice to sponsor either the Post Conference Tour, Breakfast Workshop or Congress WIFI Recognition as a Bronze Partner in Congress promotional material, including program, venue signage, handbook, Smart App and website Handbook, Smart App and website (including link) One 3m x 2m trade exhibition booth Two full Congress registrations including daily catering and attendance to the full Congress, Welcome Reception and Congress Dinner Half Page advertisement in the Congress Handbook (finished art supplied by sponsor) Delegate list supplied in accordance with Australian Privacy and Anti-Spam Legislation prior to the Congress One satchel insert CONGRESS SUPPORTER $5,500 (THREE ONLY) Exclusive sponsorship of one day s refreshment break during the Congress (morning and afternoon refreshments, and lunch) Logo recognition as a Congress Supporter in all Congress promotional material, including Congress Handbook and signage* Handbook, Smart App and website (including link) Sponsor s logo displayed on each catering table at the sponsored break Sponsor verbally acknowledged by Chair prior to or directly after sponsored break One 3m x 2m trade exhibition booth for an additional $1,000 Delegate list supplied in accordance with Australian Privacy and Anti-Spam Legislation prior to the Congress One satchel insert 9

10 KEYNOTE SPEAKER SPONSOR $5,000 (TWO ONLY) Exclusive sponsorship of one Keynote Speaker presentation at the Congress Verbal recognition as the Keynote Speaker Sponsor by the Congress Chair both at the commencement and conclusion of the Keynote address Sponsor s logo displayed at the commencement and conclusion of the keynote address One full Congress registration including daily catering and attendance to the full Congress, Welcome Reception and Congress Dinner Logo recognition as a Keynote Speaker Sponsor in all Congress promotional material, including Congress Handbook and signage* Handbook, Smart App and website (including link) Quarter page advertisement in the Congress Handbook (finished art supplied by sponsor) Delegate list supplied in accordance with Australian Privacy and Anti-Spam Legislation prior to the Congress One satchel insert Opportunity to Upgrade for an additional $1,000 to include a one 3m x 2m trade exhibition booth SESSION SPONSOR $4,000 (SIX ONLY) Sponsorship of a Concurrent Session Company logo to appear on the screen in the session room prior to and at the conclusion of the session Verbal recognition by the Session Chair both at the commencement and conclusion of the concurrent session Sponsor s logo displayed at the commencement and conclusion of the keynote address One full Congress registration including daily catering and attendance to the full Congress, Welcome Reception and Congress Dinner Logo recognition as a Session Sponsor in all Congress promotional material, including Congress Handbook and signage* Handbook, Smart App and website (including link) Quarter page advertisement in the Congress Handbook (finished art supplied by sponsor) Delegate list supplied in accordance with Australian Privacy and Anti-Spam Legislation prior to the Congress One satchel insert Opportunity to Upgrade for an additional $2,000 to include a one 3m x 2m trade exhibition booth 10

11 SPEAKERS LOUNGE SPONSOR $3,300 Exclusive sponsorship of the Speakers Lounge Logo recognition as the Speakers Lounge Sponsor in all Congress promotional material, including Congress Handbook and signage* Handbook, Smart App and website (including link) Sponsor verbally acknowledged by Chair as the Congress Speakers Lounge Sponsor Delegate list supplied in accordance with Australian Privacy and Anti-Spam Legislation prior to the Congress One satchel insert Opportunity to Upgrade for an additional $3,000 to include a one 3m x 2m trade exhibition booth WRITING MATERIALS SPONSOR $3,300 Sponsorship of Congress writing materials (supplied by Sponsor) Opportunity to brand Congress writing materials (at Sponsor s cost) Logo recognition as Writing Materials Sponsor in all Congress promotional material, including Congress Handbook and signage* Handbook, Smart App and website (including link) Delegate list supplied in accordance with Australian Privacy and Anti-Spam Legislation prior to the Congress One satchel insert Opportunity to Upgrade for an additional $3,000 to include a one 3m x 2m trade exhibition booth 11

12 ADVERTISING PACKAGES Advertising space will be available in the Congress Handbook which will be distributed to all Congress delegates. Advertising in the Congress Handbook will provide excellent exposure for your organisation. Outside Back Cover $ 1,250 Inside Back Cover $ 950 Full page $ 600 Half page $ 400 SATCHEL INSERTS - $500 This is your opportunity to deliver your message directly to your target market by providing a promotional item for inclusion in each delegate s satchel. A maximum size of up to A4 with a thickness of 4 individual pages (8 printed pages) can be included OR a suitable promotional item. *The appearance of sponsors logos on printed materials will be subject to printing deadlines. Sponsors will be advised of deadlines upon receipt of the signed sponsorship agreement. 12

13 TRADE EXHIBITION STAND Taking an exhibition booth is a great way to position your organisation, connect with Congress delegates and promote your services. With the trade exhibition area open for the duration of the Congress, and all refreshment and lunch breaks held in the trade area, this maximises your opportunity to connect with your market. EXHIBITION DETAILS Exhibition stands are sold per single according to the following pricing structure. Early Bird Valid until 15 September 2017 $3,800 Standard From 16 September 2017 $4,400 TRADE EXHIBITION BOOTH FEATURES One 3 metre x 2 metre (2.4 metres high) shell structure booth White melamine back and side walls Organisation name on fascia board (30 characters) 2 x 120w spot lights 1 x 4mp/100w power outlet Handbook and on the website (including link) Company logo included on venue signage and promotional materials One exhibitor registration including daily catering and Welcome Reception (does not include the Congress Dinner) One satchel insert Delegate List supplied in accordance with Australian Privacy and Anti-Spam legislation Please note that furniture is not included in the trade exhibition package 13

14 CUSTOM BUILT DISPLAYS, FURNITURE & FASCIA If you d like to stand out from the crowd you can customise your booth with additional furniture and features. Our exhibition partner specific contact details will be given out with the Exhibitor Guidelines. Please note, all custom built structures need to comply with the venue s trade exhibition requirements and will require approval from the Congress Manager. ADDITIONAL TICKETS & REGISTRATIONS Extra personnel required to staff the exhibition stand must purchase additional exhibitor registrations at $750 which includes: Daily catering Attendance at Congress sessions Attendance at the Congress Welcome Reception Does not include the Congress Dinner (tickets may be purchased separately for $160 each) PUBLIC LIABILITY INSURANCE Australian regulations require all exhibitors to have adequate Public Liability Insurance cover based on a limit of indemnity to the value of $10 million. This refers to damage or injury caused to a third party/visitor on or in the vicinity of an exhibition stand. Exhibitors are required to submit their Public Liability Insurance Certificate along with their booking form. APPLIANCE TESTING All electrical appliances and leads used on site must comply with the Australian Standard AS/ NZ 3760:2010, which requires the appliance to be inspected, tested and tagged. Items that do not comply will not be permitted to be used onsite. Electrical items such as switchboards, cables and outlet fittings must comply with the Australian electrical wiring standard AS/NZS 3000:2007, and be installed by a qualified A grade electrician. Note: Double adaptors will not be permitted onsite, instead power boards with overload cut off are permitted. This Exhibitor/ Sponsor Pass is significantly reduced from the standard delegate fee as recognition of your company s support of the event. Please note there is a maximum of two additional exhibitor registrations per sponsor or exhibitor. 14

15 AOCRP5 C/- Leishman Associates, 227 Collins Street, Hobart Tas 7000 T: ABN: BOOKING FORM Company Name: Contact Person: Postal Address: PAYMENT Payment can be made by direct deposit or cheque to Leishman Associates State: Postcode: Request a tax invoice for payment Telephone: Mobile: SPONSORSHIP/EXHIBITION PACKAGE Package: Value: $ CHECKLIST These items will be used on the congress website and in the congress handbook. Please send them to kim@laevents.com.au (This check list does not apply to advertising bookings). Yes, I have provided an electronic copy of the company logo (jpg & eps files) Yes, I have provided the company website address Yes, I have provided 75 words of promotional text (text exceeding 75 words will be edited for length) Yes, I have registered all of my company s representatives who will be on site (unregistered representatives WILL NOT have access to the conference and trade exhibition area) FOR EXHIBITORS ONLY Yes, I have provided a copy of my company s Public Liability Insurance Certificate (only necessary for exhibitors) I have directly deposited funds to your account Name of bank: Commonwealth Bank of Australia Account name: Leishman Associates BSB: Account no: Swift code: CTBAAU2S Prices quoted in the package are in Australian Dollars and inclusive of GST Yes, I have read and agree to the conditions of sale overleaf Authorised by: Date: To book your selected sponsorship and/or exhibition packages please complete the Booking Form and return to kim@laevents.com.au 15

16 The following terms and conditions apply to your application to sponsor and/or exhibit:- EVENT SPONSORSHIP & EXHIBITION APPLICATION TERMS & CONDITIONS DEFINITIONS Event means the event referred to in the Booking Application Form. Exhibition/Sponsorship means the exhibition and/or sponsorship as detailed in the Booking Application Form. GST means GST within the meaning of the GST Act. GST Act means A New Tax System (Goods and Services Tax) Act 1999 (Cth) (as amended). Us/We means Leishman Associates Pty Ltd (ACN ) as Conference Managers representing the Conference Committee and the Host Organisation. You means the entity submitting the Booking Application Form to sponsor and/or exhibit. Application You will submit the Booking Application Form for the Exhibition/Sponsorship. Approval The Exhibition/Sponsorship will be confirmed upon return to You of the approved Booking Application Form, together with a tax invoice for the full amount of the Exhibition/ Sponsorship fee, 50% of this total is payable within 7 days. The deposit is non-refundable and will be deducted from the booking fee. Your company logo and profile will only feature on the conference website once this deposit has been paid. Payment Upon payment of the deposit, You will receive a tax invoice for the balance of the Exhibition/Sponsorship fee. Payment of the balance of the fee is due and payable 30 days prior to the commencement of the Event. All Booking Application Forms received within 30 days of the commencement of the Event must include full payment of the booking fee. Only once payment has been made in full will your logos and profiles be placed on Event collateral. Due to printing deadlines, You will not be guaranteed inclusion on Event collateral if payment of the booking fee is not received 30 days prior to the Event. All international payments must include provision for bank fees and exchange rates in the payment amount. Any outstanding balance will be required to be paid by You prior to the commencement of the Event. Cancellation In the event that You cancel your Exhibition/Sponsorship, your deposit will not be refunded. In the event that You cancel your Exhibition/Sponsorship more than 90 days before the Event, You will receive a 25% refund of the Exhibition/Sponsorship fee. In the event that You cancel within 90 days of the Event, You will not receive any refund. Any monies outstanding at cancellation will need to be paid in full. Changes Once your Exhibition/Sponsorship has been confirmed and accepted, a reduction in Sponsorship/Exhibition space is considered a cancellation and will be governed by the above cancellation policy. Reduction in space can result in relocation of your Exhibition/Sponsorship at Our discretion. Any space not claimed one hour before the Event commences and will be reassigned and no refund will be payable to You. We reserve the right to rearrange the floor plan and/or relocate any Exhibition/Sponsorship without notice to You. We reserve the right to amend existing unsold sponsorship packages or add additional sponsorship packages as required without notice to confirmed sponsors and exhibitors. Stands If You intend to utilise a custom built exhibit stand, We must be advised of the full details and dimensions a minimum of six weeks prior to the commencement of the Event. All display construction requires our approval. Assignment/Shared Packages You are not permitted to assign, sublet or apportion the whole or any part of Your sponsorship package or booked space except upon our prior written consent. Shared sponsorship and exhibition packages will result in one set of benefits only being available to be shared by all parties involved. This includes but is not limited to logo recognition, profile inclusion, signage and registration benefits. Insurance Public Liability insurance to a minimum of AUD$10 million must be taken out by You. A copy of the certificate of Insurance currency must be provided to Us a minimum of four weeks prior to the commencement of the Event. Exclusion All information supplied to You in relation to the Event is accurate to the best of our knowledge and belief and does not constitute a warranty and any inaccuracy or mistake will not entitle You to cancel your booking without penalty. All estimates of attendee/delegate numbers attending the Event are estimates only, and You agree that We are not responsible for any discrepancy in these estimated attendee/delegate numbers. Marketing We will use your information to send you updates and other news about this Event. We will only pass on your information to reputable third party official contractors of the Event for the purpose of assisting you with your participation. GST All amounts paid or payable under these terms and conditions are inclusive of any GST which may be applicable to any supplies made by either party under this Agreement. To the extent GST is applicable to any amount paid or payable in respect of a taxable supply made under or in connection with this Agreement, subject to that party receiving a valid tax invoice for GST purposes from the other party in respect of the supply before the time of payment. 16