27th 30th June 2018 RACV Royal Pines Resort, Gold Coast, Queensland SPONSORSHIP & TRADE EXHIBITION PROSPECTUS www.australianbeecongress.com.au Page 1
Welcome It is with genuine excitement that we introduce you to the 2018 Bee Congress partnership packages. Our executive team has been diligently working for 12 months to lay the foundations for this national event, Beekeeping and Pollination for the Future. There is building anticipation amongst the apiculture, pollination and horticultural sectors for this type of collaboration. We hope you will find value in this event, and with your involvement, add to the excitement. There is a real thirst within our industries for new and existing information, technology, products and solutions. The beekeeping industry is at the cusps of significant growth, the recent ABARES report showed an increase in registered beekeepers of 3000 over 10 years to 2015. However, as the current registrations stand, South Australia has increased by 1100 beekeepers in the past 24 months, New South Whales up 1470 and Victoria up a staggering 4000! The venue boasts a rich history of hosting conferences particularly in the agricultural sector and we are proud to be holding our congress at the Royal Pines Resort. Our programing for the event is coming together well with 3 days of programing, significantly 26 and international speakers already confirmed. As you will see in this prospectus, the tradeshow is sure to be inspired with over 75 inside booths and over 20 outside displays. We believe this congress to be pivotal in the progression of apiculture in Australia and we are humbled for your consideration of these partnership offerings. Ben Hooper Chair of the National Organising Committee Bee Congress Introduction Program Outline The Honey Bee Industry Council is proudly hosting the Bee Congress on the Gold Coast from the 27th 30th June 2018. Previous congresses were held on the Gold Coast in 1972 and 1988 so it is definitely time to reconvene! The Congress organising committee are striving towards establishing a program that is both educational and empowering, focusing on theme of Pollination and Beekeeping for the Future. The proposed Congress program outline is as follows: Wednesday 27th June 2018 Technical Tours Congress Registration Trade Exhibition set-up Welcome Reception (evening) Thursday 28th June 2018 Full day Congress program Lunch and refreshment breaks served in Trade Exhibition area Trade Show Evening - Function Friday 29th June 2018 Full day Congress program Lunch and refreshment breaks served in Trade Exhibition area Saturday 30th June 2018 Full day Congress program Lunch and refreshment breaks served in Trade Exhibition area Trade Exhibition pack-down Congress Destination and Venue The Bee Congress will be held at the RACV Royal Pines Resort, Gold Coast, Queensland. Special accommodation rates have been negotiated with the resort, and once your sponsorship or trade exhibition application form has been received we will be in touch regarding your accommodation requirements. RACV Royal Pines Resort Ross Street Benowa QLD 4217 www.racv.com.au/royalpines Page 2
Summary of Sponsorship Opportunities The following sponsorship opportunities are available. All prices are in dollars and include GST. LEVEL Cost () Details: A. Platinum Partner $33,000 Page 4 B. Gold Partner $18,000 Page 4 C. Trade Show Evening Partner $11,000 Page 5 D. Partner $11,000 Page 5 E. Silver Partner $9,500 Page 6 F. Meet Guest Speaker Evening Partner $8,800 Page 6 G. Honey Show Partner $7,700 Page 6 H. International Guest Speaker Partner $5,500 Page 6 I. Commercial Beekeepers Breakfast Partner $5,500 Page 7 J. Coffee Cart Partner $3,300 Page 7 K. Kids n Bees Partner $3,300 Page 7 L. Photo Competition Partner $2,800 Page 7 M. Honey Show Category Partner $330 Page 8 N. Satchel Insert $330 Page 8 O. Advertisement in Congress Program Book $220 Page 8 Summary of Trade Show Opportunities The following sponsorship opportunities are available. All prices are in dollars and include GST. LEVEL Cost () Details: A. Large Trade Exhibition Booth $2,500 Page 9 B. Standard Exhibition Booth $2,000 Page 9 C. Outdoor Exhibition Site $1,500 Page 9 Page 3
Sponsorship Opportunities A. Platinum Partner Only one opportunity available. $33,000 B. Gold Partner Three opportunities available. $18,000 Opportunity for brief address (max 5 mins) during, in a plenary session One large trade exhibition booth (3.0m x 2.4m) with highest priority location Four Full Congress Registrations plus four tickets to the Organisation logo printed on Congress Satchels Organisation logo printed on Delegate Lanyards Acknowledgment as Platinum Sponsor on Congress signage Recognition as the Platinum Sponsor in Program Book Acknowledgment as the Platinum Sponsor on Congress session slides Recognition as the Platinum Sponsor in venue lifts Corporate Banner displayed on stage in main plenary room (supplied by sponsor) Corporate Banner displayed in venue main entry foyer (supplied by sponsor) Acknowledgment on Congress website (Home page and Sponsor Page) as the Platinum sponsor, including name, logo and link to website Acknowledgment as Platinum Sponsor on Bee One large trade exhibition booth (3.0m x 2.4m) with priority location Three Full Congress Registrations plus three tickets to the Acknowledgment as a Gold Sponsor on Congress signage Recognition as a Gold Sponsor in Program Book Acknowledgment as a Gold Sponsor on Congress session slides Recognition as a Gold Sponsor in venue lifts Corporate Banner displayed in main plenary room (supplied by sponsor) Acknowledgment on Congress website as a Gold sponsor (Home page and Sponsor page), including name, logo and link to website Acknowledgment as a Gold Sponsor on Bee One full page advertisement in Program Book (artwork supplied by sponsor) RACV Royal Pines Resort guest room keys One full page advertisement in Program Book (artwork supplied by sponsor) Page 4
SPONSORSHIP OPPORTUNITIES CONTINUED C. Trade Show Evening Partner One opportunity available. $11,000 D. Partner One opportunity available. $11,000 Opportunity for brief address (max 5 mins) during the Trade Show Evening One trade exhibition booth (3.0m x 2.4m) with priority location Two Full Congress Registrations plus two tickets to the Acknowledgment as the Trade Show Evening Sponsor on Congress signage Recognition as the Trade Show Evening Sponsor in the Congress Program Book Corporate Banners displayed in Trade Exhibition Areas (three banners in total, supplied by sponsor) Acknowledgment on Congress website as the Trade Show Evening sponsor, including name, logo and link to website Acknowledgment as the Trade Show Evening Sponsor on Bee One half page advertisement in Program Book (artwork supplied by sponsor) Opportunity for brief address (max 5 mins) during the One trade exhibition booth (3.0m x 2.4m) with priority location Two Full Congress Registrations plus two tickets to the Organisation logo printed on tickets Acknowledgment as Dinner Sponsor on Congress signage Recognition as Dinner Sponsor in the Congress Program Book Corporate Banner displayed at (supplied by sponsor) Acknowledgment on Congress website as Dinner sponsor, Acknowledgment as Dinner Sponsor on Bee One half page advertisement in Program Book (artwork supplied by sponsor) Page 5
SPONSORSHIP OPPORTUNITIES CONTINUED E. Silver Partner Five opportunities available. $9,500 G. Honey Show Partner One opportunity available. $7,700 One trade exhibition booth (2.4m x 2.4m) Naming rights to the Honey Show Two Full Congress Registrations plus two tickets to the Acknowledgment as a Silver Sponsor on Congress signage Recognition as a Silver Sponsor in Program Book Acknowledgment on Congress website as a Silver sponsor, Acknowledgment as a Silver Sponsor on Bee One half page advertisement in Program Book (artwork supplied by sponsor) Acknowledgement as Honey Show Sponsor in Honey Show promotional/entry material One Full Congress Registration plus one ticket to the One trade exhibition booth (2.4m x 2.4m) Acknowledgment as a Sponsor on Congress signage Recognition as a Sponsor in Program Book Acknowledgment as a Sponsor on Bee F. Meet Guest Speaker Evening Partner One opportunity available. Opportunity for brief address (max 5 mins) during the Meet Guest Speaker Evening One Full Congress Registration plus one ticket to the Acknowledgment as a Sponsor on Congress signage Recognition as a Sponsor in Program Book Corporate Banner displayed at Meet Guest Speaker Evening (supplied by sponsor) Acknowledgment as a Sponsor on Bee $8,800 H. International Guest Speaker Partner 8-10 opportunities available, depending on final program. Opportunity for sponsor to provide 1 minute address before introducing the sponsored International Guest Speaker Organisation logo included on International Guest Speaker s holding slide One Full Congress Registration plus one ticket to the Acknowledgment as a Sponsor on Congress signage Recognition as a Sponsor in Program Book Acknowledgment as a Sponsor on Bee $5,500 Page 6
SPONSORSHIP OPPORTUNITIES CONTINUED I. Beekeeper Breakfast Partner One opportunity available. Opportunity for sponsor to provide 5 minute address at the Beekeeper Breakfast (breakfast recommended for beekeeping operations with more than 400 hives) One Full Congress Registration plus 4 tickets to the Beekeeper Breakfast Organisation logo printed on Beekeeper Breakfast tickets Corporate Banner displayed at Beekeeper Breakfast (supplied by sponsor) Acknowledgment as a Sponsor on Congress signage Recognition as a Sponsor in Program Book Acknowledgment as a Sponsor on Bee $5,500 K. Kids n Bees Partner One opportunity available. Organisation logo included on Kids n Bees Participation Certificate Corporate Banner displayed at Kids n Bees event (supplied by sponsor) One half page promotional flyer included in each Kids n Bees Bee Bag (supplied by sponsor) One Full Congress Registration Recognition as a Sponsor in Program Book Acknowledgment as a Sponsor on Bee $3,300 J. Coffee Cart Partner Three opportunities available (Thursday, Friday, Saturday). $3,300 L. Photo Competition Partner One opportunity available. $2,800 Organisation logo displayed on Coffee Cart during refreshment breaks and lunch on allocated day One Full Congress Registration Corporate Banner displayed next to Coffee Cart at Refreshment breaks and lunch on allocated day (supplied by sponsor) Recognition as a Sponsor in Program Book Acknowledgment as a Sponsor on Bee Naming rights to Photo Competition One Full Congress Registration Recognition as a Sponsor in Program Book Acknowledgment as a Sponsor on Bee Page 7
SPONSORSHIP OPPORTUNITIES CONTINUED M. Honey Show Category Partner 17 20 opportunities available. $330 O. Advertisement in Congress Program Book Unlimited. $220 Organisation logo printed on Certificate/Award for category winner Acknowledgement as Category Sponsor in Honey Show promotional/entry material Half page advertisement in Congress Program Book (artwork supplied by sponsor) Acknowledgment as a Sponsor on Bee Recognition as a Sponsor in Program Book Acknowledgment as a Sponsor on Bee NB. Honey Show Category Partners are excluded from entering the Honey Show competition in their sponsored category. N. Satchel Insert Unlimited. $330 Recognition as a Sponsor in Program Book Acknowledgment as a Sponsor on Bee Page 8
Trade Show Opportunities A. Large Trade Exhibition Booth One trade exhibition booth = 3.0 metres x 2.4 metres (includes power, lighting, fascia sign) located in a prominent location in the Royal Benowa Foyer One Full Congress Registration Exclusive entry into the Exhibitor s Lounge Area Listing as an Exhibitor in Program Book Exhibitor Listing on Congress website $2,500 Acknowledgment as an Exhibitor on Bee C. Outdoor Exhibition Site 6m x 6m Outdoor Exhibition site, located on Podium Lawn (power available at additional cost to exhibitor) One Full Congress Registration Exclusive entry into the Exhibitor s Lounge Area Listing as an Exhibitor in Program Book Exhibitor Listing on Congress website $1,500 Acknowledgment as an Exhibitor on Bee B. Standard Trade Exhibition Booth $2,000 One trade exhibition booth 2.4 metres x 2.4 metres (includes power, lighting, fascia sign) located in the Royal Benowa Ballroom- Marquis Room, or in the Royal Benowa Foyer One Full Congress Registration Exclusive entry into the Exhibitor s Lounge Area Listing as an Exhibitor in Program Book Exhibitor Listing on Congress website Acknowledgment as an Exhibitor on Bee Page 9
Sponsorship Conditions Following are explanations of the various elements contained within the sponsorship packages. Full Congress Registration Full Congress Registration includes lunches, morning and afternoon teas, congress Program Book and materials, name badge, congress satchel, one ticket to the Welcome Reception, and one ticket to the Trade Show Evening Function. Additional company representatives (above the sponsorship or trade show package entitlement) wishing to attend the conference sessions will need to register via the conference registration form at regular registration rates. For additional representatives only staffing a trade display, and not attending any of the conference sessions, additional exhibitor passes are available for $300 each (includes day catering during Congress, attendance at the Welcome Reception and attendance at the Trade Show Evening). Congress Website All sponsor logos will be included on the congress website once full payment has been received and logos forwarded to Secretariat. Congress Program Book All sponsorship packages include sponsor recognition in Program Book, which will be distributed to all delegates when they arrive at. All artwork for advertisements in the Program Book must be sent to the Congress Secretariat according to the specifications provided, by the deadline given. Trade Exhibition Site Allocation Where a trade exhibition booth is included in the sponsorship package, confirmed sponsors will be given first choice of preferred site location at the congress venue Any sponsors wishing to purchase additional exhibition booth space will be given priority in booth site selection. Booking forms, however, must be received before Friday 29th September 2017 to guarantee this preference. Sponsorship/Trade Exhibition Site Sharing Sponsors/Exhibitors are not permitted to share, assign, sublet or apportion the whole or any part of their package / booked space unless prior consent from Congress Organisers has been provided. Satchel Insert Satchel items (quantity to be confirmed) to be supplied to the congress venue approximately one week prior to the start of the congress (shipping information will be supplied). One double sided flyer (up to A4 size) is allowed. Other promotional material or product samples are subject to approval please email details to jayne@ eastcoastconferences.com.au. To confirm sponsorship Please complete the Sponsorship Application Form and email to tradeshow@australianbeecongress.com.au. A Tax Invoice will then be prepared and forwarded for your processing. Sponsorship entitlements will be confirmed upon receipt of full payment. Payment A Tax Invoice will be forwarded once your completed booking form has been received. Payment is due within 30 days of the tax invoice being issued (or before commences). Cancellations and Refunds Once a booking form has been received, any cancellation must be advised in writing. If the cancellation is received on or before Friday 29th December 2017, a cancellation fee of 25% of the total fees will be retained/due. For cancellations after this date, the full amount of the total fees will be retained/due. These cancellation terms apply whether or not payment has been received at the time of cancellation. By submitting the booking form, you are agreeing to these terms. Disclaimer Every effort has been made to present all the information contained in this document as accurately as possible. The organisers do not accept any liability for any inaccuracy, or mis-description, for any delay or damage, including personal injury or death, howsoever caused resulting from or arising out of reliance upon any general or specific information published in this document. The Organisers reserve the right to alter any or all of these details. The Congress Committee reserve the right to refuse any sponsorship or exhibition application. Page 10
Trade Show Conditions Following are explanations of the various elements contained within the trade show packages. Exhibitor Pass Exhibitor passes must be purchased for all additional exhibitor representatives (above the included one full congress registration) at a cost of $300 each (includes day catering during Congress, attendance at the Welcome Reception and attendance at the Trade Show Evening). If additional representatives also wish to attend the congress program, they must be registered as a full Congress delegate. Exhibition Opening Times It is anticipated that the exhibition will be open daily during the day congress sessions, from 8.00am on Thursday 28th June until 5.00pm Saturday 30th June 2018. Details of bump-in and bump-out times will be advised. All morning and afternoon tea breaks and lunches will be served in the exhibition areas. To confirm your booking please complete the Trade Exhibition Booking Form form and (include) Public & Product Liability Insurance and return to tradeshow@australianbeecongress.com.au. Site allocation Confirmed sponsors will be given first choice of preferred site location at the congress venue. All other site locations will be allocated by order of payment received, with allocations commencing in October 2017. Any sponsors wishing to purchase additional exhibition booth space will be given priority in booth site selection. Booking forms, however, must be received before Friday 29th September 2017 to guarantee this preference. Space Only / Vehicle Display A limited number of Space Only sites (including the option for vehicle displays) are available. Price is available upon request, dependant on requirements. Please email tradeshow@ australianbeecongress.com.au. Outdoor Sites Outdoor exhibitors are responsible for their own signage, as fascia signs are only applicable to indoor booths. In the case of prolonged heavy rain, the outdoor podium lawn area may be inaccessible. Every effort in this case will be made to relocate outdoor sites to a suitable area, however refunds will not be possible. Exhibitors should ensure that they are adequately insured to cover this scenario. The Outdoor area is not covered, however marquees can be hired to provide protection from the elements (at exhibitors cost). Power can be supplied to outdoor sites (at exhibitor s cost). Forklifts Forklifts are available for hire, and will be an additional charge to the exhibitor. Public and Product Liability Insurance regulations require that all exhibitors to have adequate Public and Product Liability Insurance cover based on a limit of indemnity to the value of A$10,000,000 or above. This refers to damage or injury caused to third parties / visitors on or in the vicinity of an exhibition area. Please ensure a copy of your current Public Liability Insurance is forwarded to tradeshow@australianbeecongress.com.au. with your booking form. Payment A Tax Invoice will be forwarded once your completed booking form has been received. Payment is due within 30 days of the tax invoice being issued (or before commences if booking is received less than 30 days prior to commencing). Cancellations and Refunds Once a booking form has been received, any cancellation must be advised in writing. If the cancellation is received on or before Friday 29th December 2017, a cancellation fee of 25% of the total fees will be retained/due. For cancellations after this date, the full amount of the total fees will be retained/due. These cancellation terms apply whether or not payment has been received at the time of cancellation. By submitting the booking form, you are agreeing to these terms. Disclaimer Every effort has been made to present all the information contained in this document as accurately as possible. The organisers do not accept any liability for any inaccuracy, or mis-description, for any delay or damage, including personal injury or death, howsoever caused resulting from or arising out of reliance upon any general or specific information published in this document. The Organisers reserve the right to alter any or all of these details. The Congress Committee reserve the right to refuse any sponsorship or exhibition application. Page 11
Sponsorship Application Form To confirm your level of Sponsorship, please return this completed form to: Bee Congress Therese Kershaw Email: tradeshow@australianbeecongress.com.au SPONSORSHIP PACKAGE REQUESTED AMOUNT (inclusive GST) (Please list three preferences, in the event that your first selection is not available) 1. $ 2. $ 3. $ DETAILS Organisation Name (as to appear in promotional material): Sponsorship Contact Person: Postal Address: City: State: Postcode: Country: Email: Phone: Authorised By: Dated: Page 12
Trade Show Booking Form To reserve your exhibition area(s), please return this completed form (a Tax Invoice will then be forwarded for payment processing): Bee Congress Therese Kershaw Email: tradeshow@australianbeecongress.com.au Trade Show Type Cost (inclusive GST) Total A. LARGE TRADE EXHIBITION BOOTH @ $2,500 $ B. STANDARD EXHIBITION BOOTH @ $2,000 $ C. OUTDOOR SITE @ $1,500 $ DETAILS Organisation Name (as to appear in promotional material): Exhibition Contact Person: Public and Product Liability Insurance included Postal Address: City: State: Postcode: Country: Email: Phone: Authorised By: Dated: Page 13
FURTHER INFORMATION: Bee Congress Secretariat Jayne Hindle, Amy McIntosh, Jasmine Durbidge East Coast Conferences PO Box 848 Coffs Harbour, NSW 2450, Australia T: (61-2) 6650 9800 F: (61-2) 6650 9700 E: jayne@eastcoastconferences.com.au Congress website: www.australianbeecongress.com.au 27th 30th June 2018 RACV Royal Pines Resort, Gold Coast, Queensland Page 14