2018 SPONSORSHIP & EXHIBITION PROSPECTUS The most comprehensive and influential business platform for the freight forwarding and logistics sector in Southern Africa. The vision of SAAFF is to be the leading authority in the freight forwarding industry, achieving local, regional, and international recognition. SAAFF 2018, taking place 29 30 August, offers an industry-representative Congress and exhibition opportunity with a focus on the future and the younger generation of international trade facilitators. The Congress will furthermore be distinguished by the spectre of the FIATA World Congress that will take place at the same venue in 2019 and the opportunity it presents for the South African freight forwarding industry to showcase and promote the advanced industry infrastructure and capabilities underpinning its enviable international reputation. The Congress serves to bring together the industry sectors and the decision makers, influencers, and role players that organisations can interact with, which will in turn fulfil the SAAFF mission: to lead strategic initiatives that deliver successful outcomes through excellence in service delivery, research, information, analysis, dissemination, and advocacy. This prospectus outlines a host of opportunities offered by the Congress to creatively and effectively market, promote and expose your brand, services, offerings and products to an engaged and focused industry audience. Designed by Freepik Attendee Profile President, Vice president General Manager Senior managers: technical, operational, strategic Chief Executive Officer Managing Director Division and sector Directors Business development, marketing, and finance managers Young entrepreneurs Suppliers to the industry Stakeholders within the South African freight forwarding, logistics, and customs clearing industry Sectors Border control Cargo handling Customs and ports Government and parastatal Health and safety Information and communication technology (ICT) Programme Topics Insurance Marine Road legislation Security: terminals and airports Transport Warehousing Presentations and panel discussions by industry thought leaders which promise to be innovative, interesting, relevant, and, at times, controversial. 4 The political-economic landscape 4 SARS and customs legislation 4 African trade 4 Marine insurance 4 New technologies: drones, artificial intelligence (AI) and other innovations 4 Software solutions 4 Challenges facing the SA freight forwarding and customs clearing industry going forward 4 Training for the future and more Page 1 of 8 SAAFF 2018 Sponsorship & Exhibition Opportunities April 2018
2018 Why Collaborate and Partner with SAAFF 2018? Explore new business opportunities: Generate leads, establish new relationships, and set up strategic partnerships Relationship management: Nurture and reconnect with existing contacts Promote your brand, products, and services to an influential target audience Network with industry contemporaries in an informal environment Gain access to knowledge, latest best practice, research, and innovation Invite attendees to actively engage with your organisation via your exhibition Host a workshop or satellite symposium to deep dive into your sector speciality Several comprehensive packages have been curated to suit both your marketing objectives and budget; however there is a list of additional options that you can select and package or bolt on to create a bespoke tailor made option. We invite you to challenge us to ensure that your organisation effectively leverages the SAAFF Congress 2018 with a view to deriving maximum value from your participation. PREMIER SPONSORSHIP PACKAGES PLATINUM Sponsor R350, 000 (excl. VAT) Exclusive sold GOLD Sponsor R250, 000 (excl. VAT) Only 2 available 4 complimentary congress registrations 12m 2 exhibition stand (4m x 3m) or opportunity to create your own sponsor lounge 4 complimentary exhibition passes Brand Recognition Holding slide with your logo during the opening plenary session Recognition as the PLATINUM Sponsor on the sponsor banner and at the opening and closing plenary sessions Your logo with link to your website on the congress website Your logo in the congress handbook 300-word sponsor profile on the congress website Attendee bag insert Inside front cover or outside back cover plus 1 full-page colour advertisement in the congress handbook Recognition on all congress social media channels and digital screens at the venue 4 digital screen adverts per day Exclusive newsletter issue with your logo on all subsequent congress newsletters 1 complimentary table at the Congress Gala Dinner (8 tickets) Programme Inclusion 1 x 60 minute symposium (subject to committee approval) 3-minute introduction and welcome by your representative at the opening plenary session 3-minute closing and thank you by your representative at the closing plenary session Opportunity to chair or take part in a panel discussion (subject to committee approval) Opportunity to propose a speaker for a session (subject to abstract approval and all speaker costs are for sponsor s account) Complimentary Value Add Your logo on all communications to registered attendees 3 complimentary congress registrations 8 sq m exhibition stand (4m x 2m) or opportunity to create your own sponsor lounge 3 complimentary exhibition passes Brand Recognition Holding slide with your logo during the opening plenary session Recognition as GOLD Sponsor on the sponsor banner and at the opening and closing plenary sessions Your logo with link to your website on the congress website Your logo in the congress handbook 250-word sponsor profile on the congress website SILVER Sponsor R150, 000 (excl. VAT) Only 3 available 2 complimentary congress registrations 6 sq m exhibition stand (3m x 2m) 2 complimentary exhibition passes Brand Recognition Recognition as SILVER Sponsor on the sponsor banner and at the opening and closing plenary sessions Your logo with link to your website on the congress website Your logo in the congress handbook 200-word sponsor profile in the congress handbook Attendee bag insert Half page colour advertisement in the congress handbook Recognition on all congress social media channels and digital screens at the venue 2 digital screen adverts per day Your logo on all congress newsletters 4 tickets to the Congress Gala Dinner Programme inclusion Opportunity to take part in a panel discussion (subject to committee approval) Attendee bag insert 1 full-page colour advertisement in the congress handbook Recognition on all congress social media channels and digital screens at the venue 3 digital screen adverts per day Your logo on all congress newsletters 6 tickets to the Congress Gala Dinner Programme Inclusion 1 x 30 minute symposium (subject to committee approval) Opportunity to take part in a panel discussion (subject to committee approval) BRONZE Sponsor R75, 000 (excl. VAT) Only 4 available 1 complimentary congress registration 4 sq m exhibition stand (2m x 2m) 2 complimentary exhibition passes Brand Recognition Recognition as BRONZE Sponsor on the sponsor banner and at the opening and closing plenary sessions Your logo with link to your website on the congress website Your logo in the congress handbook 150-word sponsor profile on the congress website Attendee bag insert Quarter-page colour advertisement in the congress handbook Recognition on all congress social media channels and digital screens at the venue 1 digital screen advert per day Your logo on all congress newsletters 2 tickets to the congress gala dinner Programme inclusion Opportunity to take part in a panel discussion (subject to committee approval) Page 2 of 8 SAAFF 2018 Sponsorship & Exhibition Opportunities April 2018
ADDITIONAL SPONSORSHIP OPPORTUNITIES Congress Session R90, 000 (excl. VAT) per session Includes cost of the session venue, standard AV, and technical support Supply holding slide with your logo Recognition as the session sponsor in all congress materials Your logo with link to your website on the congress website Your logo in the congress handbook Brief introduction by a representative at the start of the session to welcome the facilitator/presenter and introduce the session Personal meeting with the facilitator /presenter prior to the session (if not hosted) Option to present the facilitator/presenter (subject to abstract approval by committee) Travel, transfers, registration, and accommodation costs are supplementary to the sponsorship cost Wi-Fi Encourage attendees to stay connected Brand the Wi-Fi log-in/landing page and literally place your brand in each attendee s hand Literature and Branding Package Prominent branding in pre- and post-event communications, website and brochures Online publication of your company profile plus logo and website link Attendee bag insert Literature station consisting of 2 brochure stands and a pop-up banner (1.5m x 1.5m) High-profile on-site logo/banner placement, including holding slides Attendee Bag R50, 000 (excl. VAT) High quality locally made bags which support South African communities. Recognition on the congress website with Company logo and website link to your Company page Recognition on the sponsors banner and at the opening and closing plenary sessions 100-word sponsor profile on the congress website Half page colour advert in the congress handbook Your logo on the attendee bag 1 full congress registration Bags will be procured and branded by the organiser on the sponsors behalf. Lunch Sponsor R35, 000 (excl. VAT) per lunch Opportunity to sponsor a daily lunch break The lunch will be served inside the exhibition hall Option to display your logo/banner at the catering points Opportunity to offer promotional items or branded literature to attendees during the lunch Branded or promotional material for sponsor account. Congress Handbook R35, 000 (excl. VAT) All attendees receive a comprehensive congress handbook containing the essential congress and programme details The congress handbook is provided with the attendee bag and used throughout the event Includes a full-page colour advertisement in the handbook These congress handbooks are often retained for years to come as reference material Charging Station Offer attendees the chance to charge their devices Include a touch down space to check mails while charging Provide prominent branding and literature placement Great opportunity to engage with attendees while they charge their devices Satellite Coffee Bars - Only 2 available Perk up the congress attendees with barista-style coffee and prominent branding Provide branded disposable cups or sleeves (optional) and branded coffee menu Provide branded coffee mugs for attendees to take away (optional) Host a lucky draw by numbering each coffee mug to further attract attendees to your coffee stand Shoulder Massage Station - Only 2 available Treat attendees to a relaxing and reinvigorating shoulder massage Option to brand the therapist uniform Engage with attendees while they sit Display your literature at the massage station Shoe Shine Sponsor this helpful service for attendees who want to sharpen their image, Option to brand the shoe shiners shirts/caps Engage with attendees while they sit Display your literature at the shoe shine stand Notepads and Pens Provide each attendee with a branded note pad/book and pen to carry with them to each session Organisers will pack these into the attendee bags Attendees retain these for use post-congress Sponsor to provide note pads and pens. Lanyard sponsorship Brand the lanyards with your company name or logo Each attendee wears a lanyard with their personalised name badge Sponsor to provide lanyards or add R3500 for the organisers to provide these. Page 3 of 8 SAAFF 2018 Sponsorship & Exhibition Opportunities April 2018
ADDITIONAL SPONSORSHIP OPPORTUNITIES (CONT) NETWORKING EVENTS Reusable Water Bottles/Hydration Stations R25, 000 (excl. VAT) Brand the water dispenser units plus offer branded refillable, bottles for each attendee Sponsor to provide bottles. Refreshment Breaks R15, 000 (excl. VAT) per day Exclusive opportunity to sponsor the refreshment breaks per day All teas and coffee will be served inside the exhibition hall Opportunity to display your logo/banner at the catering points Opportunity to offer promotional items or branded literature to attendees during breaks Branded or promotional material for sponsor account. Congress Gala Dinner R275, 000 (excl. VAT) The official Congress Gala Dinner welcomes all attendees. It is an evening to stimulate networking, initiation of collaborations and exchange of best-practices and enjoy a social evening meal. Your logo on the invitation A5 full-colour advertisement in dinner booklet, which includes menu and programme for the evening 1 complimentary table at the dinner (8 tickets) 4 complimentary full congress registrations The sponsor will have the exclusive rights to welcome the guests on arrival 3-5 minute opening welcome address by your company representative Your logo with link to your website will be placed on the congress website and included in all announcements and handbook. Congress Partner Reception R50, 000 (excl. VAT) BRANDING & ADVERTISING Attendee Bag Insert R10, 000 (excl. VAT) per insert Place a branded document, company literature, or branded gift in each attendee bag Colour Advert in the Congress Handbook Full page R15, 000 (excl. VAT) Half page R10, 000 (excl. VAT) Sponsor the opening partner function for invited sponsors, exhibitors, and speakers Brand the official invitation 3-5 minute opening address by your company representative Provide company banners to set up during the cocktails Your logo with link to your website on the congress website and congress handbook Recognition as the Congress Partners Reception sponsor Includes 6 tickets Closing Reception (Linga Longa) R75, 000 (excl. VAT) Sponsor the closing social function for all sponsors, exhibitors, speakers, and attendees 3-5 minute opening address by your company representative Provide company banners to set up during the reception Your logo with link to your website on the congress website and congress handbook Recognition as the Closing Reception sponsor Opportunity to host an activation of your choice at the Closing Reception Includes 6 tickets Advert shown on Congress Screens R2, 500 (excl. VAT) per screening Provide a static advert or 30 second clip to be shown on the congress screens Display Area R12, 000 (excl. VAT) 3m 2 (1.5m x 1.5m) display area located immediately outside the main plenary venue Opportunity to display pop-up banners or brochure racks with literature Your logo hyperlinked to your website on the congress website and included in all congress announcements Page 4 of 8 SAAFF 2018 Sponsorship & Exhibition Opportunities April 2018
EXHIBITION PACKAGES SPACE ONLY Create your own custom stand R18, 000 (EXCL. VAT) 2m x 2m (4m 2 ) Includes 2 complimentary exhibitor access only passes Your logo hyperlinked to your website will be placed on the Congress website and included in all Congress announcements Your logo in the Congress handbook Includes exhibition hall cleaning and venue security Additional space is available to purchase should you require a larger stand 2m x 2m STAND R20, 000 (EXCL. VAT) 2m x 2m (4m 2 ) with one electrical plug point (15 amp) and 2 spotlights Includes 2 complimentary exhibitor access only passes Includes a cocktail table and 2 bar stools Shell scheme structure plus fascia name board (Tension Fabric System available at additional cost) Your logo hyperlinked to your website will be placed on the Congress website and included in all Congress announcements Your logo in the Congress handbook Includes exhibition hall cleaning and venue security Additional space is available to purchase should you require a larger stand 3m x 2m STAND R23, 000 (EXCL. VAT) 3m x 2m (6m 2 ) with one electrical plug point (15 amp) and 2 spotlights Includes 2 complimentary exhibitor access only passes Includes a cocktail table, 2 bar stools, lockable cabinet, and brochure rack Shell scheme structure plus fascia name board (Tension Fabric System available at additional cost) Your logo hyperlinked to your website will be placed on the Congress website and included in all Congress announcements Your logo in the Congress handbook Includes exhibition hall cleaning and venue security Additional space is available to purchase should you require a larger stand An exhibition manual will be provided offering additional options to hire to personalise your stand. This includes power, lighting, décor and other services. Exhibition Terms and Conditions Please note that exhibition stand location is subject to the floor plan layout and on a first come first served basis. Sponsors have exhibition stands included in their packages and will be clearly noted. Additional space can be purchased to increase your stand size. Complimentary passes included in exhibition package includes access to meals and refreshments in the exhibition hall. We look forward to partnering with you on the SAAFF Congress 2018 The value proposition is compelling! Please contact Robert Kaiser to arrange for your participation as a sponsor and/or exhibitor at the most important business event for the Southern African Freight & Logistics Industry in 2018! Robert Kaiser M: +27 (0)82 782 7599 F: +27 (0)86 613 0196 E: robert@rmc.za.net Page 5 of 8 SAAFF 2018 Sponsorship & Exhibition Opportunities April 2018
BOOKING FORM Company/Organisation Name: Postal Address: Physical address: Postal Code: Company VAT Number: Contact Name pre-congress: Telephone: Mobile: Email: Contact Name at congress: Telephone: Mobile: Email: Contact Name billing/payment: Designation: Telephone: Mobile: Email: SIGNATURE By signing below, I confirm that: a. I have read and understood the Terms and Conditions as they appear below; b. I am duly authorised to sign and thereby to bind the company/organisation thereto; and c. the selections I have made on this Booking Form are as intended and are correctly selected. Name: Designation: Date: Signature: Page 6 of 8 SAAFF 2018 Sponsorship & Exhibition Opportunities April 2018
BOOKING FORM - continued ITEM PRICE (excl. VAT) COST PREMIUM SPONSORSHIP PACKAGES Platinum sponsor ZAR 350 000 SOLD Gold package ZAR 250 000 Silver package ZAR 150 000 Bronze package ZAR 75 000 NETWORKING EVENTS Congress gala dinner ZAR 275 000 Congress partner reception ZAR 50 000 Closing reception ZAR 75 000 ADDITIONAL SPONSORSHIP OPPORTUNITIES Congress session ZAR 90 000 Attendee bag ZAR 50 000 Lunch sponsor ZAR 35 000 (per lunch) Congress handbook ZAR 35 000 Charging station ZAR 30 000 Wi Fi ZAR 25 000 Literature and branding package ZAR 30 000 Satellite coffee bars ZAR 30 000 Shoulder massage station ZAR 30 000 Shoe shine ZAR 30 000 Notepads and pens Lanyard ZAR 30 000 (if provided) ZAR 30 000 (if provided) Reusable water bottles/hydration station ZAR 25 000 Refreshment breaks BRANDING & ADVERTISING Attendee bag insert Colour advert in the congress handbook (full-page/half-page) Advert shown on congress screen ZAR 15 000 (per day) ZAR 10 000 (per insert) ZAR 15 000 / 10 000 ZAR 2 500 (per screening) Display area ZAR 12 000 (3m 2 ) EXHIBITION PACKAGES Space only - 4m 2 ZAR 18 000 Stand - 4m 2 (Including walk-on package as defined in this Prospectus.) ZAR 20 000 Stand - 6m 2 (Including walk-on package as defined in this Prospectus.) ZAR 23 000 + VAT @ 15% TOTAL COST Page 7 of 8 SAAFF 2018 Sponsorship & Exhibition Opportunities April 2018
TERMS AND CONDITIONS Upon receipt of a Booking Form the congress secretariat will reserve the items listed in it for seven (7) days for the Sponsor/Exhibitor. Completion of the Booking Form by the Sponsor/Exhibitor shall be considered a commitment to purchase the items and an invoice will be sent. Proof of payment for the full amount owed should be sent to the congress secretariat within seven (7) days to confirm the booking. Should payment not be received within fourteen (14) days, the reservation will be released SPONSORS A contract and an addendum outlining all sponsorship benefits will be sent to the Sponsor. The contract must be signed and returned, along with proof of payment for the full amount owed, to the congress secretariat to confirm the booking EXHIBITORS The Exhibition manual will be issued 3 months prior to the congress. A proof of payment of the full amount owed should be returned to the congress secretariat to confirm exhibition bookings. TERMS OF PAYMENT Payment is due within fourteen (14) days of receipt of invoice. All payments must be received by 14 August 2018. Should the Sponsor/Exhibitor fail to complete payment prior to 14 August 2018, SAAFF will be entitled to cancel the booking and cancellation will be subject to cancellation fees as defined below. CANCELLATION/MODIFICATION POLICY Cancellation or modification of sponsorship/exhibition/ advertisement items must be made in writing to the congress secretariat. SAAFF shall retain: 10% of the invoiced amount if the cancellation/ modification is made before 31 April 2018 (inclusive) 50% of the invoiced amount if the cancellation/ modification is made between 1May 2018 and 30 July 2018 (inclusive) 100% of the invoiced amount if the cancellation/ modification is made on or after 14 August 2018 PLEASE COMPLETE THIS FORM AND RETURN IT TO THE SPONSORSHIP MANAGER Robert Kaiser M: +27 (0)82 782 7599 F: +27 (0)86 613 0196 E: robert@rmc.za.net Page 8 of 8 SAAFF 2018 Sponsorship & Exhibition Opportunities April 2018