Sponsor & Exhibitor Invitation

Transcription

1 Sponsor & Exhibitor Invitation Copenhagen August

2 Invitation to sponsorship Dear Potential Sponsor It s a great pleasure to welcome you to the 35th congress for the Scandinavian Society of Anaesthesiology and Intensive Care Medicine (SSAI). It will take place in Copenhagen 28 to 30 August 2019 and the theme is Patient-centered care. The venue for SSAI Congress 2019 is Tivoli Hotel & Congress Center. The SSAI aims to promote and encourage the academic and clinical development of the medical speciality anaesthesiology and intensive care medicine, which includes anaesthesia, intensive care medicine, pain therapy, emergency medicine and pre-hospital care. The SSAI congress is the largest Scandinavian congress, and amongst the largest European congresses in the field of anaesthesia care. The meeting is attended by delegates, and 60 faculty and several industry attendants. We have chosen one of Scandinavia s most beautiful and appreciated venues for the meeting The Tivoli Hotel and Congress Center in the heart of Copenhagen. We aim for the best possible scientific programme, with a strong focus on interactivity and utilising the latest technology in mobile communication, interaction and Free Open Access Medical education. The organising committee has a strong focus on the collaboration with the medical industry. Our aim is for you to achieve an optimal benefit, exposure and visibility during the congress. To achieve that goal, we have aimed at developing a new sponsor and exhibitor programme focusing on matching your company s specific profile, needs and marketing strategy. We acknowledge that the traditional model offering Gold, Silver and Bronze level sponsorships does not necessarily give a matching payoff for your company. Instead, the SSAI 2019 congress offers your company a range of sponsoring opportunities, allowing you to design your own package, matching your profile and demands. If your company decides to use more options, Platinum, Gold or Silver level sponsorship can be achieved, depending on the total contribution. Communication and collaboration are essential for an optimal SSAI 2019 congress, but also for your benefit. The SSAI 2019 organising committee wishes to invest in improved communication with our collaborators, sponsors, and exhibitors. We wish to offer an improved dialogue with you, regarding your sponsorship contributions, but also to offer dialogue on your contributions to the scientific programme. We welcome you to contact us, so we can make the best possible congress for the delegates, the SSAI, and your company! We look forward to welcoming you in Copenhagen! Lars S. Rasmussen Congress President Dept. of Anaesthesia, HOC Rigshospitalet, University of Copenhagen 2

3 General information Congress Venue Tivoli Hotel & Congress Center Address: Tivoli Hotel & Congress Center Arni Magnussons Gade 2 Copenhagen Website: The venue for SSAI Congress 2019 is Tivoli Hotel & Congress Center, located just 9 km from Copenhagen Airport in the heart of the city across the street from the harbour and around the corner from the Central Station and the city s main shopping areas, sights and attractions. The renowned Danish architect Kim Utzon was responsible for the design, which is typically Scandinavian in its style: simple, functional and minimalistic with lots of daylight and high ceilings. The colourful and fairytale-like interior is inspired by Copenhagen s biggest tourist attraction: the historic Tivoli Gardens. Congress Secretariat MCI NORDICS Julie Drehn ssai2019@mci-group.com Phone: Website: Organising Committee Lars S. Rasmussen Congress President Jakob Trier Møller Martin Kryspin Sørensen Michael Friis Tvede Tina Calundann Carsten Tollund 3

4 Programme overview 4

5 Sponsorship levels Key sponsorship levels will be offered to companies according to their total sponsorship contribution: Platinum Sponsor (DKK ) Gold Sponsor (DKK ) Silver Sponsor (DKK ) Key sponsors are major contributors to the meeting, and will be acknowledged as such in the meeting as well as SSAI 2019 Partner. The consideration of the level is based on a total contribution as given above. Such contributions include items for a substantial value, as detailed case by case (items are chosen from the list), but excludes any additional items, such as booth costs and additional registrations exceeding what is already included in the pack, and any additional sponsorship item selected by the company. 5

6 Sponsor benefits by sponsor level Sponsorship level Platinum Gold Silver Total Sponsorship contribution over (DKK ) (DKK ) (DKK ) Number of complimentary delegate registrations Company logo on SSAI 2019 website and hyperlink to the sponsor website Recognition as Platinum or Gold sponsor during the opening and closing sessions Recognition as Platinum sponsor on displays located throughout the convention centre Company logo on SSAI 2019 final programme Insert in Congress Bags Priority of Booth Location (within the chosen exhibition area/exhibition price level) Priority choice of company workshop slot Priority choice of industry symposium slot Priority choice of sponsorship items from the list Option to buy production presentation (video) Option to buy 30 seconds video timeslot on screens during breaks Option to advertise in SSAI 2019 final programme 1 st priority 2 nd priority 3 rd priority 1 st priority 2 nd priority 3 rd priority 1 st priority 2 nd priority 3 rd priority 1 st priority 2 nd priority 3 rd priority - - Outside back page Inside back page - 6

7 Exhibition The exhibition will take place in the main foyer just outside the main session hall as well as in various adjacent meeting rooms in the Tivoli Congress Center. The below price levels refer to the three different exhibition areas at the congress venue (see floor plan on the congress website Area 1*: Price per square meter: 650 (DKK 4800) Area 2: Price per square meter: 575 (DKK 4300) Area 3: Price per square meter: 500 (DKK 3700) *This area is open to other hotel guests Minimum space is 6sqm. Most booths are 6 or 12 square meters request for other sizes. Included in exhibition price Raw exhibition space Exhibitor listed in the SSAI 2019 Final Programme and on the congress website 1 free full congress registration per 6 sqm space, 1 additional free full congress registration for each additional 3 sqm booked Additional Exhibitor registrations can be purchased for 400 (DKK 3000) + VAT. Exhibition registration includes Free access to the exhibition area 1 copy of the Final Programme Free lunches, snacks and coffee during breaks Exhibition dates Build op: 27 th August Exhibition open: 28 th 30 th August Break down: After the last coffee break 30 th August 7

8 Sponsorships Industry symposium Price: (DKK ) The contents of the symposium is organized by the company with the approval by the organizers. Duration: 1.25 hours (see time slots in the programme overview) Room in conference venue (minimum room capacity 180 pers.) Existing audio visual facilities and technical assistance Programme display outside of the conference room Acknowledgement in the SSAI 2019 Final Programme Acknowledgement as sponsor on the SSAI 2019 website Possibility to distribute flyers at the entrance of the room Workshop Price: (DKK ) Duration: 1.25 hours (parallel to congress sessions) Room in conference venue (capacity: 40 pers.) Existing audio visual facilities Programme display outside of the conference room Acknowledgement in the SSAI 2019 Final Programme Acknowledgement as sponsor on the SSAI 2019 website Possibility to distribute flyers at the entrance of the room Product Presentation - video Price: (DKK ) Only available to Gold and Platinum sponsors The video can have a maximum length of 30 seconds and will be accessible to participants via the congress app and congress website. Company film presentation (30 seconds) during breaks Price : (DKK 7.000) (On screens in all session rooms for one day. Produced by sponsor to be approved by the organizers ) 8

9 Smartphone App Price : (DKK ) Sponsoring the Conference application on a Smartphone is an innovative interactive service that you can provide to the SSAI 2019 delegates. This technology will enable delegates to plan their attendance at the conference. The app includes amongst other items the SSAI 2019 conference programme, abstracts, practical information about the conference, exhibition floorplan and exhibitor list and much more. Sponsor logo when delegates click on the icons of the different sections of the app Acknowledgment in the official SSAI 2019 Final Programme Acknowledgment on the official SSAI 2019 congress website Web Banner Price : (DKK ) (one sponsor only) Big banner with company logo placed in the bottom of each page (ecept from the front page) on the SSAI 2019 Congress Website. Abstracts on USB Keys Price : (DKK ) The abstract USB-stick is distributed to every delegate at the point of registration and is not only a valuable tool for the delegate during the congress, but a useful item that can be used many times after the meeting also. The USB abstract stick contains all accepted abstracts at SSAI Logo on Abstract file Acknowledgement in the SSAI 2019 Final Programme Acknowledgement on the SSAI 2019 congress website 9

10 Congress Bags Price : ( ) supplied by the congress What is the very first item the delegate receives upon arrival at the congress? From the very first minute capture the delegate s attention by sponsoring the official congress bag. Provide the delegate with convenience and your company with excellent visibility. This opportunity ensures that your brand will reach all attendees. Sponsor logo on the congress bag Acknowledgment in the official SSAI 2019 Final Programme Acknowledgment on the official SSAI 2019 congress website Advertisement in the Final Programme Inside back cover (DKK ) Outside back cover (DKK ) Put your name in the hands of the largest gathering of specialists from Scandinavia. The SSAI 2019 Final Programme is distributed to all delegates on-site inside the official SSAI 2019 Congress bag. It contains the final scientific programme, the social programme and general information about the congress. The delegates will use the Final Programme to plan and organise their activities on a daily basis and as a reference tool after the meeting. Lanyards Price : ( ) supplied by the congress Sponsoring of the SSAI 2019 lanyards is a highly visible branding opportunity. The lanyard will be attached to each delegate s badge therefore offering prominent branding exposure. Delegates must wear their badges throughout the whole conference. Sponsor logo on the lanyards Acknowledgment in the official SSAI 2019 Final Programme Acknowledgment on the official SSAI 2019 congress website 10

11 Note Pads and Pens Price: (DKK ) Provided by sponsor Price: (DKK ) Provided by the congress During the congress, each delegate is provided with a notepad and pen in the congress bags to take notes during the congress sessions. Align your brand with this highly requested and appreciated item. Even after SSAI 2019, you can continue to provide convenience should the delegate decide to take them back to their home or office. Sponsor logo on the congress notepads and pens Acknowledgment in the official SSAI 2019 Final Programme Acknowledgment on the official SSAI 2019 congress website Signage Price : (DKK ) Signage is one of the most looked-at item at the congress. All delegates use this to get around and find the different areas of the event. This is an opportunity and ensures your brand will reach all delegate attendees. Corporate logo on the sign boards throughout the congress center (one sponsor only) Acknowledgment in the official SSAI 2019 Final Programme Acknowledgment on the official SSAI 2019 congress website Recharge Zone and Power Towers Price : DKK With all the daily schedule planning, texting, tweeting and ing that will be done at SSAI 2019, the delegates mobile devices and computers are bound to need a recharge. There will be a dedicated Recharge Zone where delegates can access charging points for both phones and computers. Opportunity to brand the support center Opportunity to distribute mobile device related giveaways from the support center (fx. screen cleaner) Acknowledgement in the SSAI 2019 Final Programme Acknowledgement on the SSAI 2019 congress website 11

12 Coffee Breaks Price per break: (DK ) Become the most popular organisation of the Congress by providing delegates with a fulfilling and refreshing experience: sponsor coffee breaks during the allocated networking times. Acknowledgement at all coffee breaks areas with signage Acknowledgment in the SSAI 2019 Final Programme Acknowledgment on the SSAI 2019 congress website Possibility to display literature, information in designated area Lunch break (per day) Price per break: (DK ) Become a popular and visible sponsor by sponsoring the lunch for a day. The precise menu has not yet been decided. Acknowledgement at all lunch breaks areas with signage Acknowledgment in the SSAI 2019 Final Programme Acknowledgment on the SSAI 2019 congress website Possibility to display literature, information in designated area Fruit Stations (1 fruit per delegate for one day) Price : (DKK ) Promote healthy eating habits and become the official five-a-day provider of the Congress. Included: Branded fruit station with its features. Acknowledgement at all fruit stations with signage Acknowledgement in the SSAI 2019 Final Programme Acknowledgement on the SSAI 2019 congress website Possibility to display literature, information in designated area 12

13 Bags Inserts Price : (DKK ) Reach out to all SSAI 2019 delegates by including one insert in each official SSAI 2019 congress bags. Don t forget to invite the delegates to pass by your stand to maximize this opportunity. Insertion of a flyer in each official SSAI 2019 congress bags Acknowledgement in the SSAI 2019 Final Programme Acknowledgement on the SSAI 2019 congress website Active Events Morning Run - Yoga Event - Morning Swim in the harbour Active events are planned Thursday morning before the official congress programme starts. Sponsors for guided morning run, yoga event/yoga mats, beach flags etc. are welcome. Contact us for more information or if you have ideas for sponsorhips. 13

14 SSAI 2019 Terms and Conditions Reservation In order to be valid, your reservation must be completed on the appropriate APPLICATION FORM to be filled out on For all forms received before 30th November, 2018 an invoice for a 50% deposit will be issued to be paid within 30 days of receipt. All forms received after this date will receive an invoice for the full amount. Filling out the reservation form constitutes a firm hire commitment and compels the subscriber to accept both the general conditions and the exhibition rules and regulations. No verbal or telephone agreement will commit MCI NORDICS nor the Organizing Committee unless confirmed in writing. The remaining subscription fee is to be settled by 30st April 2019 at the latest. Non-payment by this stated deadline will lead to the cancellation of your booking, without reimbursement of the deposit paid. Booth allocations will be attributed in reservation order of arrival taking into account the level of the Sponsorship and are subject to the full payment and the agreement of MCI NORDICS and the Organizing Committee. Exhibitors will be requested to make choices, but neither SSAI 2019 nor MCI NORDICS can guarantee first choice. Once locations have been attributed, no change of location will be possible without MCI NORDICS s written agreement. VAT All prices quoted are exclusive of VAT which will be charged at the prevailing rate, currently 25% at time of print. Amounts will be invoiced in DKK. The fee opportunities will be subject to the reverse charge mechanism when supplied to taxable companies established in the EU in accordance with art 44. Invoices will be issued without VAT and the company VAT number must be noted on the invoice. The fee will be subject to 25% Danish VAT for taxable persons and companies established in Denmark and countries outside the EU. Cancellation All cancellations must be made in writing to the Congress Organizer and the following cancellation policy will be enforced for Platinum, Gold, and Silver packages as well as exhibition space and other sponsorship items.100% of the contract price if the cancellation is received within 6 months prior to the congress. Technical Manual A Technical Manual will be sent to every registered exhibitor and sponsor early This manual will contain all information regarding general conditions, safety regulations, setting up of a booth and arrangement conditions, description of the booth, specification documents and maps along with order forms and prices for furniture, decoration and all necessary services (telephone, electricity, transport, storage...) Local and site regilations Exhibitors shall abide by the local and site regulations with respect to law and order, safety and security. The organizers will take appropriate action against those who do not comply with the regulations. The organizers have the authority to demand removal/change of any structure which is not in accordance with the Congress rules or cancel participation. The decision of the organizers will be final and binding. Entry to exhibition Access to the exhibition will only be possible to registered congress participants or exhibition participants. Insurance The signatory renounces to take recourse against the Organizers or against the owners of the premises and undertakes to underwrite insurance policies covering all the risks incurred by the material exhibited (theft, damage, etc...) along with public liability covering the permanent or occasional staff employed by the com- 14

15 pany, present at the congress. In any case, the insurance protection will NOT be given to the exhibitors by the Organizers. Force Majeure In the event of force majeure, the exhibition dates may be changed or the latter may be purely and simply cancelled. In the last event, the disposable funds after payment of expenses will be shared between exhibitors in proportion to their payments without it being possible to take recourse against the Organizer or the producer. Interpretation of the regulations and amendments The MCI NORDICS is the sole competent authority as to problems arising from the interpretation of the here enclosed regulations and their enforcement. Any expenses resulting from the non-observance of the here-enclosed regulations will be chargeable to the exhibitor. MCI NORDICS reserves the right to change or to complete the here-enclosed regulations at any time. If any changes should occur, all participating companies will be informed. MCI NORDICS Julie Drehn Phone: