Invitation to Sponsor, Support or Exhibit

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2 Invitation to Sponsor, Support or Exhibit The Australian Association of Gerontology (AAG) is Australia s peak national body linking professionals working across the multidisciplinary fields of ageing. The AAG s goal is to expand knowledge of ageing in order to improve the experience of ageing. The AAG has close to 1000 members across every State and Territory in Australia of which 10% are corporate members with a reach of over 100,000 staff and volunteers. Our members include geriatricians, academics, researchers, nurses, policy makers, allied health professionals, social workers, consultants, other gerontology specialists and people like me. The AAG is a member of the International Association of Gerontology and Geriatrics. The Annual Conference is the major annual activity for the Association and for other professionals who share involvement with ageing in Australia from a social, academic or service perspective. This year the 47 th National Conference will take place in Adelaide, SA from the November The theme for the 2014 conference is 50 Not Out: aiming a also marks the 50 th birthday of the association so we intend to have one hell of a birthday bash through an engaging and inclusive social program! The high quality program will include presentations and discussions led by respected researchers, academics, administrators and practitioners. The expected 400 delegates will include social scientists, health professionals, psychologists, planners, economists and others professionals working in the field of ageing in research, education, service provision and policy. On behalf of the Australian Association of Gerontology and the Organising Committee we welcome your consideration to support this important event with any of the sponsor, supporter or exhibition packages described in this document. We have tried to tailor packages that will offer you the opportunity to support us in our mission to improve the experience of ageing through research, education, collaboration and leadership. Please keep in mind that all of the packages listed in this document are negotiable, and we would welcome the opportunity to tailor a package to suit your organisation s needs and budget. Sincerely, Lui DiVenuto Chair of the 47 th AAG National Conference Sponsorship and Trade Exhibition Opportunities, Adelaide Oval, SA Page 2

3 A. Gold Sponsor $12 $12,000 Recognition as a Gold Sponsor in the Conference Program Book Acknowledgment as a Gold Sponsor on Conference signage Acknowledgment as a Gold Sponsor on Plenary session slides Corporate banner displayed in main plenary room (supplied by One full page advertisement in the Conference Program, full colour (artwork supplied by Three (3) complimentary Conference Registrations Three (3) complimentary tickets to the Conference Dinner One complimentary trade display area (trestle table) Organisation brochure inserted into delegates satchels (supplied by Opportunity for brief address (max 10 mins) during the conference B. Silver Sponsor $8, Silver Sponsor 50 th Birthday Reception $8,0 $8,000 This year s Conference 50 th Birthday Welcome Reception provides an opportunity for delegates to meet and interact in a relaxed environment and celebrate the achievements of the 50 years of the Association. It will take place on the evening of the first day and is included for all full delegates. The sponsor of the Reception will receive the following promotional opportunities and acknowledgments: Recognition as a Silver Sponsor in the Conference Program Book Acknowledgment as a Silver Sponsor on Conference signage Acknowledgment as Sponsor on Welcome Reception signage Two (2) complimentary Conference Registrations One complimentary trade display area (trestle table) Organisation brochure inserted into delegates satchels Two (2) additional complimentary tickets to the Welcome Reception Corporate banner displayed during the event (supplied by Opportunity to commence the 50 th birthday celebrations during the event Sponsorship and Trade Exhibition Opportunities, Adelaide Oval, SA Page 3

4 2.. Silver Sponsor 50 th Birthday Dinner $8 $8,0,000 The Conference Dinner will be the prominent event of the social program. It is a highly subsidised extra for delegates and is expected to attract up to 200 guests. The sponsor of the Conference 50 th Birthday Dinner will receive the following promotional opportunities and acknowledgments: Recognition as a Silver Sponsor in the Conference Program Book Acknowledgment as a Silver Sponsor on Conference signage Acknowledgment as Sponsor on 50 th Birthday Dinner signage Two (2) complimentary full Conference Registrations One complimentary trade display area (trestle table) Organisation brochure inserted into delegates satchels(supplied by Two (2) additional tickets to the Conference 50 th Birthday Dinner Corporate banner displayed during the 50 th Birthday Dinner (supplied by Opportunity for brief address (max 10 mins) during the 50 th Birthday Dinner 3. Silver Sponsor - Day 1 $8 $8,0,000 This package will give your organisation a high profile for the first day of the conference (Wednesday 26 November 2014). Recognition as a Silver Sponsor in the Conference Program Book Recognition as a Silver Sponsor on the plenary session slides on the day (including acknowledgement during first plenary session) Corporate banner displayed in the main plenary room on the first day of the Conference (supplied by Two (2) complimentary full Conference registrations One complimentary trade display area (trestle table) Organisation brochure inserted into the delegates satchels 4. Silver Sponsor / Day 2 $8 $8,0,000 This package will give your organisation a high profile for the second day of the conference (Thursday 27 November 2014). Recognition as a Silver Sponsor in the Conference Program Book Recognition as a Silver Sponsor on the plenary session slides on the day (including acknowledgement during first plenary session) Corporate banner displayed in the main plenary room on the second day of the Conference (supplied by Two (2) complimentary full Conference registrations One complimentary trade display area (trestle table) Organisation brochure inserted into the delegates satchels Sponsorship and Trade Exhibition Opportunities, Adelaide Oval, SA Page 4

5 5. Silver Sponsor / Day 3 $8 $8,8,800 This package will give your organisation a high profile for the third day of the conference (Friday 28 November 2014). Recognition as a Silver Sponsor in the Conference Program Book Recognition as a Silver Sponsor on the plenary session slides on the day (including acknowledgement during first plenary session) Corporate banner displayed in the main plenary room on the final day of the Conference (supplied by Two (2) complimentary full Conference registrations One complimentary trade display area (trestle table) Organisation brochure inserted into the delegates satchels Sponsorship and Trade Exhibition Opportunities, Adelaide Oval, SA Page 5

6 C.. Bronze Sponsor $5 1. Bronze Sponsor - Conference Satchels $5,5 $5,5,500 $5,500 Each delegate attending the Conference will receive a satchel, which will include all Conference materials. As sponsor of the satchels, your organisation will receive the benefits listed below, as well as having your organisation logo printed (one colour) on the satchel. Organisation logo (one colour only) included on delegate satchels (along with conference logo) Recognition as a Bronze Sponsor in the Conference Program Book 50% discount on the price of a trade display One (1) complimentary full Conference registration Organisation brochure inserted into the delegates satchels 2. Bronze Sponsor - Lunch $5,5 $5,500 There are three lunches to choose from: Wednesday 26 November; Thursday 27 November; or Friday 28 November Recognition as a Bronze Sponsor in the Conference Program Book Recognition as the lunch sponsor in the day s first plenary session on the day of sponsorship One (1) complimentary full Conference registration 50% discount on the price of a trade display Organisation brochure inserted into the delegates satchels 3. Bronze Sponsor 50 th Birthday Farewell Drinks $5,500 The Conference 50 th Birthday Farewell Drinks provides an opportunity for delegates to gather in a relaxed atmosphere at the grand finale of the conference, at the end of day three. The sponsor of the Farewell Drinks will receive the following promotional opportunities and acknowledgments: Recognition as Farewell Sponsor in the Conference Program Book Recognition as the Farewell sponsor in the first plenary session on Day 3 One (1) complimentary full Conference Registration Two (2) complimentary tickets to the Conference Dinner Opportunity to address farewell guests for 5 minutes 50% discount on the price of a trade display Organisation brochure inserted into delegates satchels Corporate banner displayed during the Farewell Drinks (supplied by Sponsor) Sponsorship and Trade Exhibition Opportunities, Adelaide Oval, SA Page 6

7 D. Staff Development Package $5,000 This opportunity is available for organisations who wish to send a number of staff members to the Conference, and have supporter benefits Recognition as a supporter in the Conference Program Book Supporter) Five (5) complimentary full Conference Registrations (value $4975) Discounted rate for additional representatives (Full conference registration only $405 per person) Corporate banner displayed during the conference in the exhibition hall (supplied by Supporter) 50% discount on the price of a trade display if requested E.. Trade Exhibitor $1, Table Top DISPLAY PACKAGE INCLUSIONS AS FOLLOWS: $1,200 Display area of approximately 3 metres wide x 2 metres deep One covered trestle table with 2 chairs Power available on request; access to Internet available on request One Exhibitor Pass which includes all daytime catering (three days) plus entry to the Welcome Reception on Day 1 and Conference Farewell Reception on Day 3. The Conference Dinner is an additional cost. Additional Exhibitor Passes are available for $450 (). Listing as an Exhibitor in the Conference Program Book List of Participants F. Session Supporter $1,500 This is a great opportunity to associate your organisation with key topics that represent your products or services. There are numerous sessions available for support identification, based on the final program. Recognition as a Session Sponsor in the Conference Program Book Organisation logo displayed on introductory PowerPoint slide at the session being sponsored Corporate banner displayed in the room during the session being sponsored (supplied by Sponsorship and Trade Exhibition Opportunities, Adelaide Oval, SA Page 7

8 G. Conference Lanyards $1,500 This option offers excellent exposure, with your organisation s logo printed on the lanyards attached to every participant s name badge. Organisation logo printed on lanyards (1 colour print) - colour of lanyards decided by committee Recognition as Sponsor on the Conference Program H.. Syndicate Supporter $500 For the first time this year, we are offering a syndicate sponsorship package. For $500 each, smaller organisations can come together to showcase their products or services. Recognition as a Supporter in the Conference Program Book Corporate banner displayed in one of the foyer areas (supplied by Opportunity to display flyers / promotional items on a shared exhibition display (may be shared with up to 5 other organisations) Opportunity to be present at the shared display table for one half day to meet delegates and promote your organisation s products or services I.. Satchel Insert $500 inc $500 Your organisation may provide promotional material which will be included in all delegate satchels. A maximum of one A4 brochure or booklet up to 10 pages in length is allowed. Other promotional material or product samples may be included, subject to approval by the committee. J.. Other Initiatives The conference organisers are also very willing to discuss and develop any other sponsorship ideas and initiatives. Please contact the conferences organisers to discuss further. All sponsorship amounts and packages are negotiable, and can be tailor-made to suit your organisation. Sponsorship and Trade Exhibition Opportunities, Adelaide Oval, SA Page 8

9 Sponsorship Conditions 50 Not Out: aiming a Following are explanations of the various elements contained within the sponsorship packages. Complimentary Full Conference Registration Full Conference Registration includes lunches, morning and afternoon teas, conference program and material, name badge, conference satchel, Welcome Reception and Farewell Reception. Does not include the Conference Dinner, which is available for an additional cost. Additional company representatives (above the sponsorship entitlement) will be at regular registration rates. Additional exhibitor passes for trade display representatives are available for $450 () (up to two additional exhibitor passes per organisation). All participants must be registered, including all trade representatives. Conference Program All sponsorship packages include sponsor recognition in the conference program book. The program book will include a detailed agenda, information about presenters, sponsors and trade exhibitors and function details. If sponsorship is not confirmed and payment received in full at the time of printing, there is no guarantee that sponsor information will be included. It is the responsibility of the sponsor to ensure logos/artwork are sent to the Conference Managers well in advance of the design deadline to ensure they are included (eps or jpeg format). Exhibition Space All Gold and Silver Sponsor packages include a complimentary exhibition display area. Bronze, and Staff Development Sponsor packages may request an exhibition area at a reduced rate (less 50%). Exhibition space includes a display area of approx 3m x 2m; one covered trestle table with two chairs; power; internet. Organisation Signage The type of organisation signage to be displayed is dependent on the space and physical constraints at the venue. Every effort will be made to accommodate sponsors requests. Satchel Insert Quantity: Minimum of 400 pieces to be supplied to the venue approximately one week prior to the start of the conference (shipping information will be supplied); one A4 brochure or booklet up to 10 pages in length is allowed. Other promotional material or product samples may be accepted, subject to confirmation by the committee. To confirm sponsorship: Please complete the Sponsorship Application Form and fax back to (61-2) or to A Tax Invoice will then be prepared and forwarded for your processing. Sponsorship entitlements are only confirmed upon receipt of full payment. All payments are to be made in Australian Dollars, payable to AAG National Conference ABN Payments: Sponsors and exhibitors are required to make the necessary payment in full for the sponsorship and booths by 1st October All accounts are required to be finalised prior to the commencement of the conference. Cancellation policy: upon receipt of confirmation, 25% administration fee will be applicable for any cancellations made up until 3 months prior to the conference; for cancellations between 1-3 months prior a 50% cancellation fee will be applicable; for cancellations made in the last 30 days, no refunds will be issued. All cancellations are required in writing to the Conference Managers ( , post or fax). Please note that cancellation fees apply whether or not payment has been received at the time of cancellation. Sponsorship and Trade Exhibition Opportunities, Adelaide Oval, SA Page 9

10 SPONSORSHIP APPLICATION FORM To confirm your level of Sponsorship, please return this completed form to: AAG Conference Managers East Coast Conferences PO Box 848 Coffs Harbour, NSW 2450 Tel: Fax: SPONSORSHIP ITEM/S REQUESTED AMOUNT () 1. $ 2. $ 3. $ Plus exhibition display area (included with Gold and Silver packages; ; reduced rate for Bronze, and Staff Development): Please if you would like to include. Yes No TOTAL AMOUNT: $ Organisation Name Sponsorship Contact Person (Administration): Postal Address: Name (as to appear in program): City: State: Postcode: Country: Telephone: Authorised By: Fax: Dated: Sponsorship and Trade Exhibition Opportunities, Adelaide Oval, SA Page 10

11 Exhibition Conditions 50 Not Out: aiming a Following are explanations of the various elements contained with the exhibition packages. Each exhibitor will have one table top area of approximately 3m wide by 2m deep and will include a covered trestle table and two chairs. There is limited room for your own pull up banners. One full conference registration is included with each exhibition site. An additional Exhibitor Pass must be purchased for all additional exhibitor representatives at a cost of $450 (inclusions as above). OPENING TIMES It is anticipated that the exhibition will be open daily from 8.00am on Wednesday 26 November until 3.00pm Friday 28 November Details of bump-in times will be advised. To confirm your booking please complete the attached Trade Exhibition Booking Form and return it to the Conference Managers. Space will be allocated strictly on receipt of monies. Further details including the move in/move out times will be advised closer to the Conference. SITE ALLOCATION Gold and Silver sponsors will be given first choice of preferred site location at the conference venue; all other site locations will be allocated by the conference managers just prior to the commencement of the conference, however, preference will be given to those organisations who confirm their participation early. INSURANCE Australian regulations require all exhibitors to have adequate Public and Product Liability Insurance cover based on a limit of indemnity to the value of A$20,000,000 or above. This refers to damage or injury cased to third parties / visitors on or in the vicinity of an exhibition area. Please ensure a copy of your current Public Liability Insurance in forwarded to the Conference Managers with your booking form. The sponsors and exhibitors are responsible for the security of all their equipment and materials while at the conference; the conference organisers and venue will not be held liable for damage or loss of goods or equipment while at the conference. To confirm an exhibition package: Please complete the Exhibition Booking Form and fax back to (61-2) or to A Tax Invoice will then be prepared and forwarded for your processing. Exhibitor entitlements are only confirmed upon receipt of full payment. All payments are to be made in Australian Dollars, payable to AAG National Conference ABN Sponsorship and Trade Exhibition Opportunities, Adelaide Oval, SA Page 11

12 EXHIBITION BOOKING FORM 50 Not Out: aiming a To reserve your exhibition area(s), please return this completed form (a Tax Invoice will then be forwarded for payment processing). Full details for exhibitors will follow after receipt of payment. AAG Conference Managers East Coast Conferences PO Box 848 Coffs Harbour, NSW 2450 Tel: Fax: PLEASE RESERVE THE FOLLOWING DISPLAY AREA(S): Number of 3m x 2m areas Number of additional Exhibitor Will you require power? Please also advise of any other requirements. Yes: No: TOTAL AMOUNT OWING: $ (Inclusive GST) Organisation Name (as to appear in program): Exhibition Contact Person (admin): Postal Address: City: State: Postcode: On site representative: Telephone: Name for additional Exhibitors Pass: Authorised By: Fax: Dated: Sponsorship and Trade Exhibition Opportunities, Adelaide Oval, SA Page 12

13 FURTHER INFORMATION: AAG National Conference Managers Jayne Hindle, Amy McIntosh, Jasmine Durbidge, Jodie McCormick East Coast Conferences ABN PO Box 848 Coffs Harbour, NSW 2450 Australia T: (61-2) F: (61-2) E: Conference website: Australian Association of Gerontology website: Sponsorship and Trade Exhibition Opportunities, Adelaide Oval, SA Page 13

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