SPONSORSHIP & EXHIBITION PROSPECTUS

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1 SPONSORSHIP & EXHIBITION PROSPECTUS

2 Welcome Occupational Therapy Australia (OTA) Victorian and Tasmanian Divisions are delighted to invite to you to participate in the 2016 VIC TAS Regional Conference to be held at the Melbourne Park Function Centre, Melbourne from. Your invitation to participate On behalf of the 2016 VIC TAS Regional Conference Committee and Occupational Therapy Australia, it is my pleasure to invite you to participate in our leading professional development event for occupational therapists. The 2016 VIC TAS Regional Conference at the Melbourne Park function Centre, Melbourne from 2-3 September 2016 gives your business the opportunity to network and engage with delegates attending from across Victoria, Tasmania and Australia. A number of partnership opportunities are outlined in this prospectus with varying packages and commitment levels. We have something for all sizes of business and we are happy to tailor a partnership package that will help you meet your brand and networking objectives if there is not an existing package which meets your needs. The trade exhibition is once again designed to ensure maximum exposure in a high traffic area at the Conference venue and involvement as an exhibitor offers long lasting benefits well beyond the close of the event. Exhibition space at our 2015 National Conference in Melbourne sold out, so we urge you to contact us at your earliest convenience to ensure your business receives the greatest level of exposure in Victoria. The Conference Committee appreciates your consideration of support for this prestigious event and looks forward to the opportunity to develop a mutually beneficial partnership with exceptional commercial rewards. Gabby Pitt 2016 VIC-TAS Regional Conference Convenor 2 Sponsorship and Exhibition Prospectus VIC/TAS Regional Conference

3 What our delegates say... The exhibitor stands are a big draw card for me to see what is new and make new contacts with companies. Great quality exhibitors would have loved there to be even more!! The information I gained from exhibitors will be valuable to my practice. About Occupational Therapy Australia Occupational Therapy Australia is the national professional association for occupational therapists. We have direct links to the World Federation of Occupational Therapists. Our members are qualified occupational therapists employed throughout the public and private sectors. They provide health care, Vocational rehabilitation and consultancy to clients. We aim to develop and maintain excellence across the scope of professional occupational therapy practice. We do this by conducting courses, workshops and seminars throughout the year to help members maintain and continue their professional development. We look forward to working with you to maximise the benefits of your involvement in Occupational Therapy Australia s 2016 Victorian Division State Conference. Benefits of Participation Who will attend? Increase your exposure to this targeted delegate group Meet buyers, new clients and develop and update your database Generate new contacts Support OTs with their Continuing Professional Development In the past, comparable Occupational Therapy Australia state Conferences have attracted well over 250 delegates. The Conference Organising Committee is confident of a similar attendance in Delegates will be a mixture of occupational therapists and allied health professionals from various sectors around Australia, including hospitals, medical rehabilitation units, the government sector, community health centres, home care services, insurance providers, work sites, psychiatric clinics, vocational rehabilitation centres, tertiary education organisations, private practices, schools, pharmacies and other allied health services. The delegates specialise and practice in many areas of the health sector: Venue Mental health Vocational rehabilitation Injury prevention and rehabilitation Paediatrics Aged care Education Primary health care Chronic disease management Health promotion The Melbourne Park Function Centre's stunning city views and magnificent catering complement this flexible event space. The venue boasts a large open-air balcony providing spectacular views of the Melbourne city skyline, an onsite car park and a tram stop right at the door. 3 Sponsorship and Exhibition Prospectus VIC/TAS Regional Conference

4 Event Promotion OTA will use a wide range of tools to market and promote your involvement right up until the event. Occupational Therapy Australia looks forward to working with you to maximise the benefits of your involvement in its 2016 Victorian Division State Conference. You can help increase awareness of the Conference by including Conference information in your regular marketing activities. Consider putting the Conference logo and link to the Conference website on your organisation s home page, brochures or s to your customers. We will be happy to provide you with further information on how you can help us make this a successful event for WEBSITE Used as a pivotal marketing tool, this provides the key source of information about the Conference and is constantly updated and refreshed to reflect the latest news. It can be accessed by occupational therapists and associates from Victoria, Australia and internationally. ASSOCIATION NEWSLETTERS & MAGAZINES Sent via to all members bi-monthly DIRECT MARKETING Monthly electronic newsletters will be sent to past members, current members and healthcare sector participants and will provide the most up to date information on the Conference including key dates and program information. MARKETING COLLATERAL Branded electronic and printed materials are used to endorse the website and campaign, highlighting key activities such as registration and promotions. These will be shared via direct s, the Conference webpage and delegate packs. PROMOTIONAL ACTIVITIES Planned for related events held leading up to the Conference. This includes promotion at professional development events held nationally and at state level, through the distribution of marketing collateral and third party publicity. This provides access to the target market and the opportunity to keep the Conference `top of mind. SOCIAL MEDIA OTA will regularly discuss the 2016 Victorian Division State Conference on their Facebook and Twitter accounts. Loyalty Offer Trade sponsors who supported our 2014 Occupational Therapy State Conference are entitled to receive a loyalty discount of 10% on their booking. Not-for-profits are also entitled to receive a loyalty discount of 10% on their booking. If eligible, please indicate on the booking form on page 10, where specified. Member Discount / Promotion Current members of Occupational Therapy Australia are entitled to receive a discount of 10% on their sponsorship booking. If eligible, please indicate on the booking form on page 10, where specified. 4 Sponsorship and Exhibition Prospectus VIC/TAS Regional Conference

5 Sponsorship Opportunities All prices include GST COMPANY BRANDING AND PROMOTION Platinum $7,555 Exclusive Gold $ available Silver $4,800 2 available Bronze $3,400 4 available Company logo to appear on Conference website as a sponsor with hyperlink to your website Opportunity to place advertisement in the conference program handbook Full page 1/2 page 1/4 page 1/8 page Chair to give acknowledgement at opening of plenary sessions Company logo on all title slides Company logo on the main sponsorship power point reel Logo in conference program handbook Company pull up banner prominently displayed in the plenary room Opportunity for two minute address to delegates in opening plenary session EXHIBITION Exhibition booth 3m x 3m for both days including fascia signage, spotlights and power REGISTRATION AND SOCIAL FUNCTIONS Complimentary daily catering for exhibition staff Complimentary delegate registrations for conference Naming rights along with providing branded materials at the Cocktail Reception Tickets to Cocktail Reception ADDITIONAL ENTITLEMENTS Opportunity to place an insert(s) A4 size into delegate satchels* One seat drop at selected plenary session of the conference Delegate list one week prior to the commencement of the Conference** *Satchel insert limited to a single sheet of A4 size maximum or a promotional item to be agreed with OTA **Delegate list to include title, first name, last name, organisation, state and country only subject to privacy laws 5 Sponsorship and Exhibition Prospectus VIC/TAS Regional Conference

6 Major Sponsorship Packages Platinum Sponsor Investment: $7,555 (Exclusive Opportunity) This is an exclusive and unique marketing opportunity not to be missed! As the Conference s exclusive Platinum sponsor your organisation will receive the highest level of exposure, recognition and entitlements in the lead up to and during the Conference. You will be our primary partner and we will work with you to provide opportunities to promote your company and leverage your sponsorship in all aspects of your marketing strategy. As the Platinum sponsor you will be entitled to: Company logo to appear on Conference website as a Platinum sponsor with hyperlink to your website Opportunity to place 1 x A4 full page advertisement in the Conference program handbook Chair to give acknowledgement at opening of plenary sessions Company logo on all title slides Company logo on the main sponsorship power point reel Logo in conference program handbook Company pull up banner prominently displayed in the plenary room Opportunity for two minute address to delegates in opening plenary session Three (3) 3m x 3m exhibition booths for both days including fascia signage, spotlights and power Complimentary daily catering for six (6) exhibition staff Two (2) complimentary delegate registrations for the conference Six (6) tickets to the Cocktail Reception Naming rights to the Cocktail Reception Opportunity to place pull up banners in the venue for the Cocktail Reception Opportunity to provide branded napkins, aprons or caps at the Cocktail Reception Opportunity to place two (2) A4 size inserts into delegate satchels* One (1) seat drop at a selected plenary session Access to the delegate list one (1) week prior to the Conference** 6 Sponsorship and Exhibition Prospectus VIC/TAS Regional Conference

7 Gold Sponsor Investment: $5,995 (Exclusive Opportunity) As the Gold sponsor you will be entitled to: Company logo to appear on Conference website as a sponsor with hyperlink to your website Opportunity to place 1 x half page advertisement in the Conference program handbook Chair to give acknowledgement at opening of plenary sessions Company logo on the main sponsorship power point reel Logo in conference program handbook Two (2) 3m x 3m exhibition booths for both days including fascia signage, spotlights and power Complimentary daily catering for four (4) exhibition staff One (1) complimentary delegate registrations for the conference Four (4) tickets to the Cocktail Reception Opportunity to place one (1) A4 size inserts into delegate satchels* Access to the delegate list one (1) week prior to the Conference** Silver Sponsor Investment: $4,800 As a silver sponsor you will be entitled to: Company logo to appear on Conference website as a sponsor with hyperlink to your website Opportunity to place 1 x quarter page advertisement in the Conference program handbook Chair to give acknowledgement at opening of plenary sessions Company logo on the main sponsorship power point reel Logo in conference program handbook One (1) 3m x 3m exhibition booths for both days including fascia signage, spotlights and power Complimentary daily catering for three (3) exhibition staff Three (3) tickets to the Cocktail Reception Opportunity to place one (1) A4 size inserts into delegate satchels* Access to the delegate list one (1) week prior to the Conference** Bronze Sponsor Investment: $3,400 As a bronze sponsor you will be entitled to: Company logo to appear on Conference website as a sponsor with hyperlink to your website Opportunity to place 1 x eighth page advertisement in the Conference program handbook Chair to give acknowledgement at opening of plenary sessions Company logo on the main sponsorship power point reel Logo in conference program handbook One (1) 3m x 3m exhibition booths for both days including fascia signage, spotlights and power Complimentary daily catering for two (2) exhibition staff Two (2) tickets to the Cocktail Reception Access to the delegate list one (1) week prior to the Conference** 7 Sponsorship and Exhibition Prospectus VIC/TAS Regional Conference

8 Additional Sponsorship Packages Conference Satchel Sponsor Investment: $2,800 (Exclusive Opportunity) All Conference delegates will receive a Conference satchel. As the Satchel sponsor you will be entitled to: Logo and company name on satchel (alongside Occupational Therapy Australia logo) Company logo to appear on Conference website as a sponsor with hyperlink to your website Company logo to appear in conference program handbook Insert of one A4 size page or one item into satchels subject to approval by committee Name Badge & Lanyard Sponsor Investment: $1,750 (Exclusive Opportunity) All delegates will be issued with a name tag and lanyard to be worn throughout the Conference. As the name badge lanyard sponsor, you will be entitled to: Company logo on all lanyards Logo and listing in Conference program handbook Company logo to appear on Conference website as a sponsor with hyperlink to your website Lanyards to be supplied by sponsor, subject to approval by Conference committee Advertising in Program Handbook Investment: ½ page $700, ¼ page $455 All delegates will be issued with a Conference program handbook Artwork to be provided according to specifications by the due date Satchel Inserts Investment: $420 All conference delegates will receive a conference satchel Insert of one A4 size page into satchels (or equivalent) for insertion in delegates satchels Sponsor to provide approximately 300 copies *Satchel insert limited to a single sheet of A4 size maximum or a promotional item to be agreed with OTA **Delegate list to include title, first name, last name, organisation, state and country only subject to privacy laws 8 Sponsorship and Exhibition Prospectus VIC/TAS Regional Conference

9 Exhibition Opportunities The industry exhibition will be situated adjacent to the plenary session room, ensuring easy access for delegates and maximum exposure for exhibitors. All catering will also be served within the exhibition area. Exhibition Booths Investment: $2,750 3m x 3m exhibition booths will be erected in the exhibition area and allow the flexibility to bring in larger equipment or showcase a new product in a unique way. Entitlements include: Built shell scheme booth 3m x 3m including 2.4m walls, fascia signage with company name, 2 x spotlights and 1 x power outlet Company logo and acknowledgement in the Conference program handbook Complimentary daily catering for two (2) exhibition staff x 2 Company logo to appear on the Conference website with hyperlink to your website RESERVED The floor plan is accurate at the time of printing; however the Conference Committee reserve to make changes at any time without notice. 9 Sponsorship and Exhibition Prospectus VIC/TAS Regional Conference

10 Bookings All bookings must be made using the attached booking form on page 11. We cannot reserve or hold any sponsorship, exhibition booths or advertising space until a duly completed and signed booking form has been received. If you would like to discuss opportunities further, we would be happy to create a bespoke package to suit your requirements. Please contact Jenny Lanigan via T E 10 Sponsorship and Exhibition Prospectus VIC/TAS Regional Conference

11 Sponsorship / Exhibition Booking Form Please complete this form, keeping a copy for your records, and fax, or post to: Occupational Therapy Australia Victorian/Tasmanian Division, C/o National Office 6 / 340 Gore Street Fitzroy VIC 3025 E or F Contact Details Please note all correspondence including invoices will be sent to the contact supplied below Organisation Address Suburb State Postcode Contact Name Contact Number Website Please tick if applicable: The person named above will be the main contact leading up to the Conference and can be contacted regarding any aspect of Conference sponsorship, and provide OTA with all required information by the specified due dates OR Please use alternate contact details provided below (if no contact information provided OTA will use above details) Name Phone / Sponsorship Items (please select): Places are limited and will be allocated on a first-in wins basis, therefore we can only accept bookings upon receipt of a duly completed and signed booking form PLEASE TICK YOUR PREFERENCE/S BELOW:- Q T Y Package Price $AUD (Inc GST) Platinum Sponsorship $ 7,555 Gold Sponsorship $ 5,995 Silver Sponsorship $ 4,800 Bronze Sponsorship $ 3,400 Conference Satchel Sponsor $ 2,800 Name Badge & Lanyard Sponsor $ 1,750 Advertising in program handbook ½ page $ 700 ¼ page $ 455 Satchel Inserts $ 420 Exhibition Booth 3mx3m $ 2,750 TOTAL $ 10% Loyalty Discount *(I sponsored the 2014 Occupational Therapy 10% DISCOUNT Victorian State Conference OR I am a not-for-profit OR I am a current member of Occupational Therapy Australia TOTAL INC DISCOUNT $ $ 11 Sponsorship and Exhibition Prospectus VIC/TAS Regional Conference

12 Booth Preference: Please note all exhibition booths will be allocated on a first come first served basis. Please indicate your preferences below: 1 st preference 2 nd preference 3 rd preference Payment Method: I will forward a cheque payable in AUD$ to Occupational Therapy Australia I will pay by EFT I will pay by Credit Card: Visa / MasterCard / American Express (Please circle) CARD NUMBER CARDHOLDER NAME EXPIRY SIGNATURE Payment Schedule Written acknowledgement of sponsorship and/or exhibition bookings will be made on receipt of a signed booking form. A tax invoice will be issued for the deposit and confirmation provided once payment has been received. PAYMENT OPTIONS ARE AVAILABLE - TICK YOUR PREFERRED PAYMENT SCHEDULE: Payment in full (100%), payable 14 days upon receipt of invoice Fifty percent (50%) of total owing payable 14 days upon receipt of invoice / Balance payable by 14 June 2016 Payment in full (100%), payable upon receipt of invoice. For all bookings and applications received after 14 June 2016 Declaration I have read & accept the terms & conditions in the prospectus and wish to become a sponsor/exhibitor at the 2016 VIC TAS Regional Conference. I agree to be invoiced for a total of AUD (incl. 10% GST) Signature Date / / 12 Sponsorship and Exhibition Prospectus VIC/TAS Regional Conference

13 Booking Terms & Conditions The Australian Goods and Services Tax (GST) at 10% is applicable to all goods and services offered by the Conference. All prices listed in the prospectus include GST. 1. A signed Booking Form is required to allocate sponsorship and exhibition booths / packages. 2. Upon receipt of the booking form, written advice will be provided to confirm the booking, along with a tax invoice for the required 50% deposit. Deposits are payable 14 days from the date of the tax invoice. Balance is due and payable by 14 June Applications received after 14 June 2016 must include full payment. 3. All amounts are payable in Australian dollars. Cheques and direct deposits must be made payable to Occupational Therapy Australia. Credit card payments will incur a 4% service fee. 4. Payment of all monies due and payable must be received (and cheques cleared) prior to the start of the conference. Organisations will not be listed as a sponsor in any official conference material until full payment and a booking form have been received. Exhibitors will not be allowed to bump in or be listed as an Exhibitor in official conference materials until full payment and a booking form have been received. 5. Cancellation Policy: In the event of cancellation, a fee of 50% of total fees applies for cancellations prior to 14 June No refunds will be made for cancellations after this date. After sponsorship agreements have been confirmed and accepted, a reduction of the sponsorship package is considered a cancellation 6. Sponsors or Exhibitors are not permitted to assign, sublet or apportion the whole or any part of their package/ booked space unless prior consent in writing from the conference organisers is provided. 7. Privacy Statement In order to assist with your participation, your organisation and contact details may be shared with our suppliers and contractors, and be included in participant lists and for the information distribution in respect to other related events organised by Occupational Therapy Australia. If you object to your details being shared, please inform the conference organisers. Specific to Exhibitors 8. Public Liability insurance to a minimum of AUD$10 million must be taken out by each Exhibitor at their own expense. A copy of the company s public liability certificate must be submitted to the Conference Organisers by no later than 1 July The conference organisers reserve the right to rearrange the floor plan and / or relocate any exhibit without notice. Discounts or refunds for any facilities not used or required will not be provided. Disclaimer Acceptance of sponsorship and exhibition offers is at the discretion of the Organising Committee. Please note that the acceptance of your sponsorship /exhibition application is not to be considered an endorsement of products or services which may be displayed by the sponsors or exhibitors. Delivery of some entitlements may be dependent on date of booking. 13 Sponsorship and Exhibition Prospectus VIC/TAS Regional Conference

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