CONFERENCE SUPPORTERS PROSPECTUS

Transcription

1 CONFERENCE SUPPORTERS PROSPECTUS

2 Meetings & Events Australia Meetings & Events Australia (MEA) is the peak body representing all sectors of the events industry in Australia. It was formed to create high professional standards within the convention industry and to create a common platform where buyers and sellers could come together and establish The MEA National direct communication links. Its role was also to develop Conference trends and growth patterns on the industry to enable The Ultimate Conference in the groups to meet to discuss problems and advocate for Events Industry. The MEA National the industry. Conference is the largest gathering of MEA is the only association that represents all the event organisers, PCOs, in-house event companies and individuals that stage, produce, managers and special event managers manage, support and supply the thousands from all sectors; corporate, association and of events across Australia each year. government in Australia. These events are conferences, meetings, The Conference is also attended by Australia s exhibitions, product launches, seminars, experts in production, delivery and design, it is the special events and much more. only conference that brings together the whole of the MEA is now 41 years old and over the years it has grown into a respectful industry association. It has over 600 company and individual members located around Australia. industry to network and exchange ideas and experiences. In 2017 the MEA annual conference attracted 550 delegates, an increase of 47% on the previous year. Building on this success, the 2018 event will be an opportunity for the industry to accelerate and grow skills and knowledge. MEA2018 will again include the Event Showcase which will run concurrently with the sessions and will be the hub of the Conference.

3 MEA2018 The theme for the 2018 Meetings & Events Conference is Accelerate. At a time when technology, businesses and skills are changing at an ever increasing rate, this conference will explore the tools that our industry will need to use to adapt and accelerate. Invitation to Support Meetings & Events Australia invites you to align your organisation with the ultimate Events Conference for Be part of the conversations that will shape the industry s future and show how your services are key to accelerating the events industry. The packages outlined in this document have been designed to provide opportunities to align with the events industry. The packages pave the way for conversations between your team and the decision makers in the industry and allow for maximum and appropriate brand awareness. MEA appreciates your consideration. Why Support MEA2018? Business events are proven to deliver a number of key outcomes for industry supporters including: Realising significant investment opportunities Realising business-related opportunities such as increased product exposure and awareness, new leads, improved organisational profile, access to target markets and improved branding Increase in sales Networking in order to foster the creation of long term relationships Conference participants are keen to improve their knowledge. Aligning your company with this powerful educational experience demonstrates your commitment to assisting their development at a deeply personal level. Supporters Packages The following packages are indicative and all packages will be customised to meet your requirements. All costs are gst inclusive. Platinum Sponsorship Exclusive opportunity Gold Sponsorship Investment from $20,000 Gold Sponsors can select from the following opportunities to include in their package: Plenary Speaker MEA2018 Photography exhibition Master of Ceremonies Conference Master of Ceremonies Awards Dinner Entitlements: Three conference registrations including social functions and the Gala Awards Dinner Acknowledgment at opening and closing ceremonies Sponsor logo with links on 2018 MEA conference website Sponsor name and logo mentioned on all Meetings & Events Australia 2018 literature Company logo on signage or screens that relate to the sponsors item included in the package Double exhibition booth Company listing in the conference App Company logo to appear on Thanks to Sponsors PowerPoint slide Social Media Inclusion of MEA Sponsor List on Twitter 1 Facebook, LinkedIn, Twitter & Instagram post which will include booth location (Sponsor to provide content and an image) 1 Re-tweet/Re-gram of Sponsors post pre, during and post conference Silver Sponsorship Investment from $15,000 Silver Sponsors can select from the following opportunities to include in their package: Concurrent Session MEA Cinema Entertainment Gala Awards Dinner MEA Charge bar

4 Entitlements: Two conference registrations including social functions and the Gala Awards Dinner Acknowledgment at opening and closing ceremonies Sponsor logo with links on 2018 MEA conference website Single exhibition booth Sponsor name and logo mentioned on all Meetings & Events Australia 2018 literature Company logo on signage or screens that relate to the sponsors item included in the package Company listing in the conference App Company logo to appear on Thanks to Sponsors PowerPoint slide Social Media Inclusion of MEA Sponsor List on Twitter 1 Facebook, LinkedIn, Twitter & Instagram post which will include booth location (Sponsor to provide content and an image) 1 Re-tweet/Re-gram of Sponsors post pre, during and post conference Bronze Sponsorship Investment from $10,000 Bronze Sponsors can select from the following opportunities to include in their package: Entertainment at the Welcome Reception Entertainment at the Casual Night Conference day catering (one day) MEA Lounge MEA Twitter Wall Entitlements: One conference registration including social functions and the Gala Awards Dinner Acknowledgment at opening and closing ceremonies Sponsor logo with links on 2018 MEA conference website Sponsor name and logo mentioned on all Meetings & Events Australia 2018 literature Company listing in the conference App Company logo on signage or screens that relate to the sponsorship item/s included in the package Company logo to appear on Thanks to Sponsors PowerPoint slide Social Media Inclusion of MEA 2018 Sponsor List on Twitter 1 Facebook, LinkedIn, Twitter & Instagram post (Sponsor to provide content and an image) 1 Re-tweet/Re-gram of Sponsors post pre, during and post conference Individual Sponsorship Opportunities Breakfast Session Investment $3,000 There are three 1-hour opportunities to host a conference Breakfast Session on Tuesday 8 May. A Breakfast session sponsorship entitles you to provide a speaker and put together a program of your choice. Room hire & standard AV facilities provided, catering costs are additional and may be arranged via the Secretariat. Entitlements Company banner displayed during breakfast Registration for the breakfast session included in the registration form and list of delegates attending breakfast sent to the sponsor before the session Breakfast session included in and promoted through the main conference program Company listing in the MEA 2018 App Sponsor logo with links on 2018 MEA conference website Company logo to appear on Thanks to Sponsors PowerPoint slide Clickable banner ad on conference app Investment $1,000 Your company banner anchored to a specific page of the conference app. Banner can be linked to your nominated destination for example company website, survey, form or brochure. Ad will be supported by one (1) push notification to delegates. Sponsor to provide artwork to specifications and content is subject to approval by the Secretariat. Sponsor survey included in the app Investment $1,000 Ask the MEA2018 delegates those key market research questions. This opportunity allows the sponsor to create a short (6 question) survey to be included on the Conference App on the Survey page. The survey will be supported by one (1) push notification to delegates. Sponsor to provide questions by nominated deadline and content is subject to approval by the Secretariat.

5 The Event Showcase The 2018 Conference will include The Event Showcase, a centrepiece of activity that draws delegates and exhibitors together to discover and learn about new products. The Event Showcase provides an opportunity to build on existing or develop new relationships that are essential to deliver world class events. For the 2018 Conference, the brief to the exhibition builder was to create a community and networking space that explored alternatives to the traditional style of trade show. Their response to the brief was to create a truly engaging space allowing delegates and exhibitors to interact, engage, compete, do business and have fun. All stands are one size only (3mx3m) with an option to purchase a double booth. There is uniformity in the style but you can make it your own. Arrival tea and coffee, morning and afternoon teas and lunches will be served in the Showcase. The popular MEA Cinema will return in 2018 in addition to some exciting new programs the Showcase promises to be the centre of all activity. Book your stand to confirm your space. Single Booth $3,300 Double Booth $5,720 Inclusions per stand: Stand structure is 3m x 3m with smooth finish wall panels set within Octanorm aluminium framing Colour options white (subject to availability) Curved corner structure is 2480mm high Structural boxed side walls are 1700mm high Company Branding Full colour digital print company name and logo printed on the top of the curved corner structure A 1940mm wide x 1200mm high full colour digital print panel on the right hand side wall of each exhibitor booth An ability for exhibitors to utilise the other side wall for additional company branding, slat wall/shelving, or wall mounting an LCD screen at their cost Power 1 x 4amp power point per 3m x 3m booth (9sqm) One full registration per stand including attendance at all conference sessions and social functions including the Gala Awards Dinner Opportunity to purchase additional exhibitor registrations* at the super early registration rate of $1100 (maximum of 2 exhibitors for single booth and 4 for double booth) includes sessions and all social functions including the Gala Awards Dinner Listing on the MEA2018 App Social Media Inclusion of MEA 2018 Sponsor List on Twitter 1 Facebook, LinkedIn, Twitter & Instagram post which will include booth location 1 Re-tweet/Re-gram of Sponsors post pre, during and post conference *nominated registrants must be employees of the exhibiting company

6 Floor Plan Located in Hall C at ACC, detail of the bump in/out and opening times are as follows: Bump In Sunday 6 May 2018 Exhibition opens Monday 7 May Tuesday 8 May Bump out Sunday 6 May 3pm to 5pm 8.30am to 5.30pm 8.30am to the end of afternoon tea Tuesday 8 May following afternoon tea The floor plan may be amended at MEA s discretion to increase, contract or re-arrange the space. MEA will liaise with you to advise of any changes and would appreciate your cooperation to ensure that the space is designed to maximise movement and capacity. The exhibition will be opened to invited guests. Exhibitors will have the opportunity to invite clients or other customers to the exhibition. These guests will receive a distinctive badge and will not be entitled to catering.

7 Sponsorship and Exhibition Booking Form Contact name Organisation Address Phone ( ) Fax ( ) Sponsorship Opportunities Please contact me about booking the following sponsorship package (please tick): n Gold Sponsorship n Breakfast Session n Silver Sponsorship n App Banner Ad n Bronze Sponsorship n App Survey Exhibition Opportunities n Single Booth $3,300 n Double Booth $5,720 Booth Preferences: All sponsorship and exhibition prices in this document are in Australian dollars and are inclusive of Australian GST. Completion of the booking form confirms acceptance of the Contract in the Supporters Prospectus. Enquiries All enquiries regarding MEA Sponsorship and Exhibition should be directed to: National Conference Manager Suite 6, Level 1, 1 McLaren St North Sydney NSW 2060 Phone: meaconference@mea.org.au

8 The Contract 1. The term Organiser refers to Meetings Industry Association of Australia. 2. The terms Exhibitor and Supporter include any person, firm, company, corporation or association and its employees and agents identified in the Booking Form or other written request for Exhibition Space or Support. 3. A Contract is formed between the Organiser and Exhibitor and /or Supporter when the Organiser accepts the signed application form or other written request and receives a deposit. 4. The Organiser reserves the right in unforeseen circumstances to amend or alter the exact site of the location of the stand. 5. The Organiser reserves the right to change the exhibition floor layout if necessary. 6. The Organiser may refuse without limitation to permit activity within the exhibition or may require cessation of particular activities at their discretion. 7. The Organiser reserves the right to specify heights of walls and coverings for display areas. 8. The Organiser may determine the hours during which the Exhibitor will have access to the exhibition venue for setting up and dismantling. 9. The Organiser will specify conditions relating to the movement of goods and displays, prior, during and after the exhibition. 10. The Organiser will accept no liability for loss or damage of equipment delivered, displayed or used by the exhibitor at the venue. 11. The Organiser and the Organising Committee reserve the right to change any part of the prospectus. Obligations and Rights of Exhibitors 12. The Exhibitor must ensure that all accounts are finalised and paid three working days prior to the conference start date. 13. The Exhibitor must use allocated space only for the display and promotion of goods and / or services within the scope of the exhibition. 14. The Exhibitor must comply with all directions / requests listed in the Exhibitor Manual. 15. The Exhibitor will submit plans and visuals of custom designed exhibits to the Organiser for approval prior to commencement of the exhibition. 16. The Exhibitor agrees that the Organiser will not be liable for any goods rejected by the venue or lost or damaged prior to the delivery date specified or on return. 17. The Exhibitor acknowledges that the Organiser will not be able to provide assistance in tracking lost deliveries. Storage of Goods 18. Instructions regarding storage will be outlined in the Exhibitor Manual distributed prior to the exhibition. Stand Services and Construction 19. Official contractors will be appointed by the Organiser to undertake stand construction plus supply furniture and IT equipment. All non-official contractors wishing to enter the exhibition are required to provide current Certificates of Currency for Insurance, Public Liability and OH&S. Access will be denied without such documentation. Insurance and Liability 20. All Exhibitors must have Public Liability Insurance for the period of the exhibition and must be able to produce this documentation immediately at the request of the Organiser. 21. Exhibitors must insure, indemnify and hold the Organiser harmless in respect of all damages, injuries, costs, claims, demands, expenses and interest for which the Organiser may become liable, to the extent that such damages are caused by or arise from the negligent, reckless or wrongful act of Exhibitor or its representatives. 22. The Organiser, the venue and the Organising Committee cannot accept liability for any loss or damage to property sustained or occasioned from any cause whatsoever. Payment and Cancellation 23. To confirm a booking, full payment must be received within two weeks of booking 24. Cancellation must be advised in writing. 25. No exhibitor shall occupy allocation space until all monies owing to the Organiser by the Exhibitor are paid in full. 26. The Exhibitor or Supporter accepts that a cancellation fee of 50% of the total contracted cost will be retained by the organiser if cancellation occurs prior to 1 January The Exhibitor or Supporter accepts that if cancellation occurs on or after 1 January 2018, 100% of the contracted cost will be retained by the Organiser.