SPONSORSHIP & EXHIBITION PROSPECTUS. South African Renal Congress Emperors Palace, Johannesburg.

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1 SPONSORSHIP & EXHIBITION PROSPECTUS South African Renal Congress 2018 Emperors Palace, Johannesburg October 2018

2 Invitation / Welcome Message 3 Sponsorship Opportunities 4 Sponsorship Items and Additional Advertising 5 SA Renal Trade Exhibition 8 Exhibition Floorplan 9 Sponsor and Exhibition Application Form 10 Terms & Conditions of Application and Contract SA Renal Congress

3 INVITATION / WELCOME MESSAGE The South African Renal Society (SARS) and South African Renal Care Society (RCCSA) are established bodies in South Africa with a focus on Nephrology and the diseases associated with the kidney. As organizations made up of Nephrologists and Doctors with an interest in Nephrology, Nursing, and Dialysis technicians, the focus is to host meetings to ensure that those associated to our organization gain knowledge and are continuously updated in the field of Nephrology, to ensure that patient care is improved and continuously updated, ultimately. On behalf of SARS and the RCCSA, we would like to reach out to the medical industry and in particular, to request support in the form of an educational grant. This grant will be used for the sole purpose of hosting the SARS/RCCSA 2018 Congress, to further the education within the discipline of Nephrology. There are currently 150 Doctors on our database this is made up of Nephrologists and Doctors (mainly Specialist Physicians) with an interest in Nephrology. We would also be grateful for sponsorships in the form of display stands, and believe our chosen venue would attract a large number of delegates. We expect 150 to 200 doctors and similar numbers of allied members of the RCCSA to attend the meeting, which is scheduled to take place from the 11th to the 14th of October 2018, in Johannesburg, at Emperor s Convention Centre. Your investment in the area of Nephrology shows a commitment to the support of Nephrology and the care of patients with Chronic Kidney Disease. We feel that there would be an appreciation for the motivation driving SARS to host such a high level, academic and well respected meeting. Contact Congress and Exhibition Organisers: Catherine Taylor Turners Conferences & Conventions (Pty) Ltd PO Box 1935, Durban, 4000 Telephone: +27 (0) Fax: +27 (0) Catherinet@turnersconferences.co.za Congress Website The official website will be updated on a continuous basis with details of the programme, registration and social events. As an organization, we thank you for your willingness to assess our request and look forward to a favourable response. If there are any questions, please feel free to contact either Prof. G Paget or Dr V Rekhviashvili for further information. Yours sincerely, Prof. G Paget Dr. V Rekhviashvili SA Renal Congress

4 SPONSORSHIP OPPORTUNITIES PLATINUM SPONSOR: R Companies or organisations seeking a pre-eminent profile at this congress should consider Platinum Sponsorship. Your investment will entitle you to the following benefits: Recognition as a Platinum Sponsor by inclusion of logo in official programme book Recognition on the Congress slide displayed between sessions Inclusion of your company name, link to home site and logo on the website One free 9m² exhibition space 3 free registrations to the congress 3 gala dinner tickets A full page advertisement in the official programme book Leaflet insertion in the delegate bag (subject to approval) to be supplied by the sponsor 14 days before congress date GOLD SPONSOR: R Your investment will secure participation as a Gold Sponsor. This package represents particularly good value for organisations wishing to have a strong presence at the congress. Recognition as a Gold Sponsor by inclusion of logo in official programme booklet Recognition on the Congress slide displayed between sessions Inclusion of your company name, link to home site and logo on the website 2 free registrations to the congress 2 gala dinner tickets Leaflet insertion in the delegate bag (subject to approval) to be supplied by the sponsor 14 days before congress date SILVER SPONSOR: R Recognition as a Silver Sponsor by inclusion of logo in official programme booklet Recognition on the Congress slide displayed between sessions Inclusion of your company name, link to home site and logo on the website I free registration to the congress I gala dinner ticket CONGRESS SPONSOR: R Recognition as a congress sponsor by inclusion of logo in official programme booklet Inclusion of your company name, link to home site and logo on the website 4 SA Renal Congress

5 SPONSORSHIP ITEMS AND ADDITIONAL ADVERTISING Items below are inclusive of VAT (Value-Added Tax) Payment in Rands is only for companies/organisations in South Africa. Advertisements in Final Programme (Full Colour) Inside front cover Inside back cover Inside full page Inside half page R R R R * Item design and content subject to approval of the Committee. Bookmark in the Final Programme Sponsor s name and logo on one side and Congress logos and details on the other. R * Design is subject to approval of the Committee. Branded Sessions (per session) Sponsor s logo will appear on the holding slide before and after the session. The sponsor can have banners inside and outside the room (sponsor to supply) for the duration of the session. Congress Bags Congress to Supply Sponsor s name / logo and Congress logo will appear on the bag Sponsor to Supply Sponsor s name / logo and Congress logo will appear on the bag R R R * Design is subject to approval of the Committee. Congress Bag Insert Product samples / A4 double sided page to be supplied to the congress 14 days before Congress Lanyard Sponsor s name / logo and SA Renal Congress logo will appear on the lanyard and on the website Congress Pens R R Sponsor to supply R Congress Pads Sponsor to supply R Delegate Gift Sponsor to supply delegates with a branded gift (water bottles etc.) that will be distributed in the congress bag R * Subject to approval of the Committee. SA Renal Congress

6 SPONSORSHIP ITEMS AND ADDITIONAL ADVERTISING Items below are inclusive of VAT (Value-Added Tax) Payment in Rands is only for companies/organisations in South Africa. Educational Grants Merit bursaries for delegates for poster/oral presentation acceptance Prizes for best poster/oral presentation Fellowship bursaries for Young Nephrologists Research Presentations Travel bursaries to offer for deserving delegates from developing countries in Africa Gala Dinner Sponsor will be entitled to a 5 minute address at the Gala Dinner Sponsor will have the naming rights (excluding décor and entertainment) Sponsor may display 6 banners inside the venue. All banners are subject to approval of the committee and the venue Complimentary admission for 6 guests or sponsoring company s representatives Sponsor may also supply a gift for each place setting bearing the company logo Information Wall This will be placed near the registration desk Sponsor s name / logo will appear on the wall Keynote Speaker The Sponsor may contribute to the travel, accommodation and subsistence costs of our Keynote Speakers, subject to approval of the Committee and the Speaker. Sponsor will be acknowledged after the appropriate Keynote Lecture, on the website and in the final programme book in a space relative to the notice of the respective speaker. Lunch (per Break) Sponsors will be able to display pop banners in the lunch area Lunch Symposium Sponsors will be able to display pop banners in the room Plenary Naming Rights The sponsor will have name rights for the plenary. The auditorium will be referred to as the Company plenary room in the programme. Sponsor s logo will appear in the Final Programme next to the plenary details and on the holding slide before and after the session. The sponsor can have banners inside and outside the room (sponsor to supply). Pocket Programme Sponsor s logo will be printed on the pocket programme distributed with the congress badge Poster Area Sponsor may display banners in the poster board area or brand the poster boards (sponsor s expense) R R R R R R R R R R R R SA Renal Congress

7 SPONSORSHIP ITEMS AND ADDITIONAL ADVERTISING Items below are inclusive of VAT (Value-Added Tax) Payment in Rands is only for companies/organisations in South Africa. Pre Congress Instructions Distributed electronically 3 weeks before congress Sponsor s logo will be prominently displayed on instructions Registration Desk Branding Sponsor can display banners (sponsor to supply) next to the registration desk or brand the registration desk counters with their logo (sponsors expense) Speaker Prep Room R R Sponsor s logo will be displayed on the screensavers and on the signage at entrance of the room Tea & Coffee (per Break) the R Sponsors will be able to display banners in the tea & coffee area R USB Sticks for Abstracts Sponsor s logo will appear on the USB stick R Welcome Reception The sponsor will have naming rights. The Welcome Reception will be referred to as Company Welcome Reception. Sponsor may display 6 banners inside the venue Sponsor s logo will appear on the Congress website relative to the notice of the Welcome Reception Sponsor may also provide cups, napkins and other items bearing your company or product logo for use at the event R SA Renal Congress

8 SA RENAL TRADE EXHIBITION Emperors Palace A Trade Exhibition will be held in conjunction with the SA Renal Congress from 11th 14th October The Exhibition Hall is situated adjacent to the Registration area. EXHIBITION STAND R plus VAT THE STAND PRICE INCLUDES: Shell Scheme (Octanorm) Fascia with company name (20 letters) 1x Table and 2 x chairs 2x Spotlights behind fascia board 1x Plug point Company listing in the Congress Booklet (40 words) 2x Exhibitor registrations Carpeting General Exhibit Hall security service Daily cleaning of the public areas Tea, coffee and a light lunch daily for two exhibitors Exhibition Dates Thursday, 11 October 2018 Build up: custom built stands 11h00 onwards Build up: dressing of shell scheme stands 16h00 onwards Friday, 12 October 2018 Conference 08h00 17h00 Saturday, 13 October 2018 Conference 08h00 17h00 Sunday, 14 October 2018 Conference 08h00 12h00 Break down 12h00 onwards 8 SA Renal Congress

9 EXHIBITION FLOORPLAN SA Renal Congress

10 SPONSOR AND EXHIBITION APPLICATION FORM Please complete and return to: Turners Conferences for attention Catherine Taylor Tel: Fax: Company Details Company Name Contact Person Position VAT Number Address Zip Code City State Country Cell Number Office Telephone Fascia Name Exhibition Space Stand Number/s 1 st Choice 2 nd Choice 3 rd Choice Sponsorship of Events and Catering Welcome Reception Gala Dinner Sponsorship Items Congress Bags Congress Bag Insert Congress Lanyards Gobos Keynote Speaker Internet Café Pocket Programme Plenary Branding Poster Area Registration Desk Product on Table Speaker Room Stationery Pens Stationery Pads Session Branding USB Flash Disks Other (specify): Advertisements in Final Programme Inside Front Cover Inside Back Cover Inside Full Page Inside Half Page Order Section Sponsor Value Exhibitor Value Advertising Value Sub Total Add 14% VAT Grand Total I/we am aware of the financial and administrative conditions for Sponsors and Exhibitors and I/we agree to abide by those conditions. Signature Name Bank Transfers to: Turners Conferences & Convention Pty Ltd SARC 2018, First National Bank Durban Branch, Branch Code: , Account No: Swift Code: FIRNZAJJ Payment of 50% of the total Sponsor/ Exhibitor value selected must accompany this form to secure the booking. The remaining 50% by 25 th January Requested deviations from this plan can be discussed. Date 10 SA Renal Congress

11 TERMS & CONDITIONS OF APPLICATION AND CONTRACT Exhibition Policy Exhibition space will only be confirmed once the exhibitor s application form has been completed and payment has been received in full. Exhibition space is allocated on a first come first serve basis. All exhibitors will be given a shell scheme stand. If you wish to build a custom stand, you are requested to notify the organisers. All custom stand builders are required to submit stand designs and plans for sign off by the organisers and safety officer. Terms of Payment 50% deposit invoice will be issued on receipt of Application Form and Contract Final balance invoice will be issued 1st April 2018 All invoices must be settled within 30 days, non-receipt of payments may result in release of reserved items Cancellation Policy All cancellations must be made in writing to the Congress Secretariat and the following cancellation policy will be enforced: 10% of the contract price if cancellation is received up until 4 months before the start of the Congress 50% of the contract price if cancellation is received up until 3 months before the start of the Congress 100% of the contract price if cancellation is received less than 2 months before the start of the Congress Exhibition Layout The Organisers reserve the right to change the exhibition floor layout if necessary. The Organisers reserve the right in unforeseen circumstances to amend or alter the exact site of the location of the exhibition and/or stand and the Exhibitor undertakes to agree to any alteration to the site or the space re-allocated by the Organisers. Liability The Organisers accept no responsibility for any damages if the sponsored event is not performed because of any obstacle or hindrance outside the control of the Organisers, which the Organisers could not reasonably have foreseen when signing this contract and which the Organiser could not have avoided at a reasonable effort or cost. Such obstacles and hindrances include, but are not limited to, the outbreak of war, civil riots, governmental or other obstacles for the freedom of travel, union actions, natural disasters, fire, flooding and any other circumstances that fall within the meaning of the above. SA Renal Congress

12 South African Renal Congress 2018 Emperors Palace, Johannesburg