19-21 June venue to be confirmed. Page 1

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1 2014 SAMA ANNUAL CONFERENCE & EXHIBITION SPONSORSHIP REQUEST June 2014 venue to be confirmed Page 1

2 ABOUT THE EVENT The South African Medical Association (SAMA) will be hosting the 2014 version of our hugely successful annual medical conference on June SAMA is the largest medical association in South Africa, representing more than medical practitioners in this country, both generalists and specialists in private practice and the public sector. The SAMA Conference has become the medical practitioner s choice of conference and continuously successful because of the quality of the speakers as well as the depth and breadth of topics covered. It not only attracts doctors but also representatives from other important healthcare stakeholders such as the South African government, regulators, funders, administrators and managed healthcare entities. WHO WILL BE ATTENDING? Approximately 500 delegates, speakers, sponsors and exhibitors are expected to attend the 2014 SAMA Conference and Exhibition. We invite all SAMA and Non-SAMA Doctors and specialists, including: General Practitioners Specialists in private and public sector Primary Healthcare Professionals Pharmaceutical Companies Medical Supply Companies Hospital managers (public and private) Medical Aid administrators National and Provincial Departments of Health WHO SHOULD SPONSOR? Any corporation wishing to promote and profile their capabilities and products with healthcare professionals and institutions. Pharmaceutical Companies o Ethical o Generic o Research Medical Technology o ICT o Equipment Dental o Devices Biotechnology Medical Funding Institutions o Medical Schemes o Administrators o Life Insures Financial Institutions Wellness Companies Hospital Groups South African Military Health Services Developmental Fund Groups Leisure and lifestyle Groups Page 2

3 SPONSORS AND EXHIBITORS AT THE 2013 CONFERENCE Page 3

4 WHY SPONSOR OR EXHIBIT? The 2013 SAMA Conference attracted over 500 delegates with more than 50 exhibitors in the Exhibitors Pavillion. Comments from Exhibitors at the 2013 Conference: We were one of your exhibitors and I would like to use this opportunity to thank you and your team for a great conference. We sincerely appreciate the opportunity to meet with potential clients. There was a lot of interest in our product and we should be able to turn that interest into sales in excess of R2 million. Willem van den Heever, Offshore Investment Specialist, S&J Capital Thank you again for hosting us at the SAMA conference. You did a wonderful job with the organisation of the event and we made some wonderful contacts at the conference. We appreciate the opportunity afforded to exhibit at the event. Nicky Bricker, Chief Compliance Office, Creditwatch (Pty) Ltd. The Feed a Child Team would like to sincerely thank you for the opportunity to have an stand at the conference!! A lot of interest was shown at our stand and we are sure that only positive results will come from this. Alza Rautenbach, Founder & CEO, Feed a Child The 2014 SAMA Conference will provide you with a platform that: Is easy to participate in. Facilitates interactions between your team and prospective clients. Is a cost-effective marketing campaign. Is attended by decision makers. Offers sponsorship packages that create bottom line advantage. Is supported by a focussed targeted marketing campaign. Works with industry role-players. THE SAMA-BONITAS HOUSECALL DOCTORS AWARDS 2014 For the third year in a row, this show-stopping event will be incorporated with the Conference. The prestigious Gala Dinner event will take place on the second day on the Conference and is proudly sponsored by Bonitas Housecall. After the success of the 2013 Awards and through the use of the multimedia platforms and strategic partnerships in television, radio and print media the event is set to attract national recognition. The aim of the SAMA-Bonitas Housecall Doctors Awards is to recognise medical practitioners who contributed significantly to medicine in particular and healthcare in general, or have added to the esteem of the profession. For Sponsorship opportunities at the Awards Evening, please contact Neo Molefi from Izwi Multimedia on (011) or Page 4

5 MARKETING CAMPAIGN The following tactics, amongst others will be used to promote the SAMA Conference & Exhibition: The Conference will be advertised at all SAMA hosted CPD meetings as well as external medical conferences (Africa Health etc). campaign to the CEO s of hospitals and their HR departments, MEC s of Health and DG s in all provinces and also to the SAMA Branch Presidents/Chairpersons requesting them to advertise the conference and mobilise the doctors to attend. Advertisements/announcements in trade publications o SAMA Insider o South African Medical Journal o CME o HMR o SAMA Website o Medical Chronicle Public Relations Our media partnerships and a series of media releases will ensure exposure in relevant media. Telemarketing - A dedicated team will contact medical doctors and specialists inviting them to the Convention. SMS, and fax marketing campaigns - Every week will see a campaign dedicated to a specific portion of our target audience. Internet our event website is continually updated and open for inquires. We invite you to link your web site with ours for a wider reach. CONFERENCE PROGRAMME (PROPOSED) This will be a CPD accredited Conference. Date Time Description Wednesday, 14:00 19:00 Exhibitors Set-up Thursday, 09:00 17:30 11:00 17:30 11:00 17:30 18:00 20:00 Friday, 07:30 17:00 08:00 18:00 07:30 17:30 19:00 24:00 Saturday, 07:30 17:00 08:00 14:00 07:30 14:00 14:00 15:00 18:00 Registration opens Exhibition opens Conference in session Exhibitors Welcome Reception Registration Open Conference in session Exhibition Opens SAMA-Bonitas Doctors Awards Gala Dinner Registration Open Conference in session Exhibition Opens Conference & Exhibition Closes Exhibition Breakdown Page 5

6 SPONSORSHIP OPPORTUNITIES PLATINUM, GOLD, SILVER AND EXHIBITION BENEFITS Platinum, Gold and Silver Sponsors receive varying levels of appropriate visibility at the Conference and Exhibition. Some of the benefits include: Gaining extensive marketing exposure and branding to your target audience and including your company literature in delegate packs. Showcasing new products and services at your stand. Receiving intensive exposure prior to, during and after the Conference. ADDITIONAL SPONSOR BENEFITS Sponsors investing in any of our additional Sponsorship opportunities will have a platform to: Create brand awareness and promote product knowledge through distributing promotional material to your target audience. Cultivate brand loyalty through extensive acknowledgement of your investment. SPONSORSHIP PACKAGES (Note all amounts listed exclude 14% VAT) All Description Platinum Gold Silver Exhibitions Other Value R R R R Various Number available (TBC) Various Pre-conference Exposure Acknowledgement on conference website X X X X X Featured as a main sponsor via your logo on all conference correspondence (print & electronic) X X X X X Conference Exposure Conference speaker slot conditions apply e.g. must fit in with programme and approved by conference committee Logo included in looped presentation in plenary session Branding at conference entrances and outside venue X 20 Minutes (T&Cs Apply) X X X X X X Exhibition stand 6m x 3m 3m x 3m 3m x 3m 3m x 3m Listing and acknowledgement in final conference programme X X X X X Advertisement in the conference programme 2 Full pages 1 Full Page 1 Full page A full page advertisement in the SAMA Insider ( distribution) X X ½ Page Discounted rate Inclusion of pamphlets/goodies/promotional items into the conference bags X X X X Complimentary delegate passes Complimentary Doctors Awards gala dinner passes Post-conference to attendees with sponsorship/exhibitor acknowledgement and contact details X X X X X Page 6

7 ADDITIONAL SPONSORSHIP PACKAGES (Note all amounts listed exclude 14% VAT) Nr. Item Opportunity Cost Details 1 Display tables 2 Vehicle Display Lunch & Tea Breaks Welcome Reception Party SAMA-Bonitas Housecall Doctors Awards Delegate Lounge Area Mint tins/sweets etc. Multiple positions available EXCLUSIVE PLACEMENT VARIOUS BRANDS/ DEALERS EXCLUSIVE R7 000 R R8 500 each R per day EXCLUSIVE R EXCLUSIVE (Reserved Bonitas Medical Aid) EXCLUSIVE R MULTIPLE 550 supplied R3 000 (Exposure Fee) - 1 trestle table with table cloth - 2 chairs - Plugpoint - 2 Exhibitors per stand per day (all catering included) - Placement of vehicles outside the venue - 2 Exhibitors per display per day (all catering included) - Branding (max 5 freestanding banners, tablecloths, serviettes, confectionery) at all tea/coffee stations for the day (arrival, mid-morning, mid-afternoon) - 2 Complimentary conference delegate passes - Branding in and around cocktail venue (max 3 freestanding banners, tablecloths, serviettes, confectionery/gifts on tables) - Opportunity for 5 minute welcome talk - 5 Complimentary guests to attend the welcome reception - 2 Complimentary conference delegate passes - Logo included in looped presentation in plenary - Full page advertisement in conference programme - All advertising material for inclusion into final programme to be ed to cornee@samedical.org. - Branding in and around venue (freestanding banners, branded tablecloths, serviettes, confectionery /gifts on tables etc.) - 3 x 10 seater table allocations for VIP guests - 2 Complimentary conference delegate passes - Logo included in looped presentation in plenary session of conference - Full page advertisement in conference programme - Inclusion of pamphlets or goodies into the conference bags - All advertising material for inclusion into final programme to be ed to cornee@samedical.org - Branding in and around area (max 4 freestanding banners, tablecloths, serviettes, confectionery/gifts/ pamphlets on tables) - 4 Complimentary guests to attend the welcome Reception - Acknowledgement on SAMA conference website and in final conference programme - Logo included in looped presentation in plenary - ½ page advertisement in conference programme - Inclusion of pamphlets or goodies into the conference bags - All advertising material for inclusion into final programme to be ed to cornee@samedical.org. - Logo on mint tins - Logo included in looped presentation in plenary Page 7

8 Nr. Item Opportunity Cost Details 8 Note Pads 9 Pens Delegate Conference bags Lanyards and Name badges T Shirts or Caps etc. 13 USB s Pamphlets or goodies to be included in congress bags Congress Programme Advert EXCLUSIVE 550 supplied EXCLUSIVE 550 supplied EXCLUSIVE 550 supplied R5 000 (Exposure Fee) R3 000 (Exposure Fee) R (Exposure Fee) EXCLUSIVE R5 000 EXCLUSIVE shirts/caps supplied EXCLUSIVE USB s supplied 550 items to be supplied (unlimited opportunities available) A4 full page full colour (unlimited opportunities available) R5 000 (Exposure Fee) R3 000 (Exposure Fee) R3 500 R Branding on note pads - Branding on pens - Co-branded with SAMA Logo on bags - Inclusion of pamphlets or goodies into the conference bags - Co-branded with SAMA Logo on lanyards and name badges - Maximum 4 freestanding pull-up banners in registration area - Co-branded with SAMA Logo - Sole Branding of USB s Congress programme. NOTE: If you would like us to customise a package tailored to your specific requirements, please contact us to set up a meeting to discuss. Page 8

9 EXHIBITION OPPORTUNITIES EXHIBITION PACKAGES There are a total of 35 Exhibition stands available (excluding Package stands). To maximize exposure for all exhibitors, all tea/coffee breaks, lunches and the Exhibitors Welcome Reception function will take place in the Exhibitors Area. All stands are 9sqm shell schemes, or multiples thereof. Display Table only R7,000 (VAT Excl) Included in the price: Plugpoint 1 x trestle table with table cloth 2 x chairs 2 x Exhibitors per table per day (all catering included) Acknowledgement on conference website Logo included in looped presentation in plenary session Listing and acknowledgement in final conference programme Inclusion of pamphlets/goodies/promotional items into the conference bags to attendees with sponsorship/exhibitor acknowledgement and contact details Space only R15,000 (VAT Excl) Included in the price per 9sqm: Plugpoint 1 x trestle table with table cloth 2 x chairs 2 x Exhibitors per stand per day (all catering included) Acknowledgement on conference website Logo included in looped presentation in plenary session Listing and acknowledgement in final conference programme Inclusion of pamphlets/goodies/promotional items into the conference bags to attendees with sponsorship/exhibitor acknowledgement and contact details Shell Scheme R21,000 (VAT Excl) for a 9sqm R40,000 (VAT Excl) for a 18sqm Included in the Price per 9 sqm: Walls (3 on normal stand, two on a corner stand) 2 x Spotlights Fascia (nameboard) - one name only, regardless if a corner stand. Plugpoint 1 x trestle table with table cloth 2 x chairs Carpeted area 2 x Exhibitors per stand per day (all catering included) Acknowledgement on conference website Logo included in looped presentation in plenary session Listing and acknowledgement in final conference programme Inclusion of pamphlets/goodies/promotional items into the conference bags to attendees with sponsorship/exhibitor acknowledgement and contact details Page 9

10 Typical corner stand The official Exhibitors cocktail reception is designed to be an informal function staged at the end of day one. This will provide exhibitors with a great branding and networking opportunity. We encourage exhibitors to have promotions, lucky draws, competitions etc. at their stands to attract delegates and draw visitors to their stands. In addition to the stand costs listed above, please note that a fee of R350 is payable per person per day for every additional person of your company that will do duty at the stand and/or will require an exhibitors badge. This is to cover the catering costs during conference hours. No entry will be allowed into the hall without an exhibitor badge. The necessary booking form is available in the exhibitors manual which will be distributed on confirmation of booking. Please contact us for a quotation should you require a bigger space. EXHIBITION DETAILS Build-up Wednesday From 13:00pm 20:00pm Thursday - Exhibitors Welcome Reception 09:00 20:00 18:00 20:00 Show Days Friday - SAMA-Bonitas Housecall Doctors Awards Gala Dinner 07:30 17:30 19:00 24:00 Saturday 07:30 15:00 Breakdown Saturday 15:00 18:00 All bookings will be on a first come, first served basis. To book please complete the contract form on the last page and or fax it to the conference coordinators at the contact details listed below. EXHIBITION LAYOUT To be confirmed as soon as Venue has been booked and confirmed. Page 10

11 CONTRACT TO SPONSOR To reserve your sponsorship at the 2014 SAMA Conference, please fill in the required details and fax or it to the contact details listed below: Company Name (for invoicing): Contact Person: Mailing Address: Postal Code: Website: VAT No: Purchase Order: if applicable Tel: Fax: For our sponsorship at the 2014 SAMA Conference & Exhibition we select and require the following items (as per the sponsorship opportunities table): PACKAGE / ITEM(S)* COST EXCL VAT TOTAL EXCL. VAT R 14% VAT R TOTAL TO BE INVOICED R CONTRACT Signed on behalf of the company: Signature: Designation: Name: Date: Note: By affixing your signature to this form you legally bind yourself and your company to the specified sponsorship. In the event of cancellation or withdrawal of the sponsorship at any time, you will remain liable for the full value (cash equivalent) of the sponsorship. You are further bound to the Sponsorship Terms and Conditions which appear below. In the event that a Sponsorship package includes the allocation of an stand, the Exhibition Terms and Conditions shall also be applicable mutatis mutandis to the Sponsor * If package includes an Exhibition Stand, please complete Contract to Exhibit as well (page 12) Fax: / (012) cornee@samedical.org Page 11

12 SPONSORSHIP TERMS AND CONDITIONS 1. Sponsorship packages are available on a first-come first-served basis and the Organisers reserve the right to decline sponsorship bookings at their sole discretion. 2. The Sponsorship Contract form constitutes a binding agreement between the Sponsor and the Organiser. 3. Sponsorship will only be confirmed on receipt of the completed and signed sponsorship contract as well as receipt of payment of the 50% deposit. 4. The law of South Africa governs this contract. 5. Logos must be provided in jpeg format and ed to cornee@samedical.org within 24 hours of commitment to ensure that we are able to offer maximum exposure. 6. All exhibitors are to comply with the Exhibition Rules and Regulations as determined by the venue, as well as the Occupational Health & Safety Act and Safety in Sports and Recreational Events Act of 2010 (available on request). 7. Any deposits paid to the Organiser are non-refundable. 8. Any cancellations received from the Sponsor 45 days prior to the start of the Conference attracts a 100% cancellation fee of the total value of Sponsorship. The Sponsor is obliged to make payment of all outstanding amounts not yet paid to SAMA within 10 days of such cancellation by the Sponsor. THE SPONSORS OBLIGATIONS The sponsor agrees: 1. To pay to the Organiser: a. 50% deposit on confirmation to secure booking (non-refundable); b. Balance 50% payable prior to the start of the Conference. 2. That in the event of cancellation by the Sponsor 45 days prior to the start of the Conference; the Sponsor shall forfeit all amounts paid to the Organiser and remain liable for any unpaid amounts owing to the Organizer whatsoever the reason for the withdrawal or cancellation; 3. The Sponsor acknowledges that the decision to or not to continue with the event shall be the absolute discretion of the Organiser. 4. In the event of cancellation of the conference by the Organizer, for whatever reason, all monies paid by the Sponsor to the Organizer shall be refunded to the Sponsor within 30 days of the date of cancellation by the Organizer. THE ORGANISERS OBLIGATIONS The Organiser shall be responsible for the following:- 1. Academic Programme 2. To ensure that all invitations to the participants of the SAMA Conference, Exhibition and Awards 2014 are sent in a timely fashion. 3. Not be liable for any damage or injury to any person or goods whatsoever during the staging of SAMA Conference, Exhibition and Awards 2014 event; 4. Not be liable to the Sponsor s losses should the event be cancelled due to acts beyond its control including war, riots, coup de tat, armed resistance, over throwing of the government and weather related disaster. Page 12

13 CONTRACT TO EXHIBIT To reserve a stand or display table please fill in the required details and fax or it to the contact details listed below. Company Name (for invoicing): Company Name (for expo fascia) fascias are limited to 25 characters (shell schemes only): Exhibiting Contact Person: Mailing Address: Postal Code: VAT No: Website: Purchase Order: Tel: Fax: We hereby apply for space at the SAMA Conference, Exhibition & Awards 2014 and require the following: FULL SHELL SCHEME STAND (delete whichever not applicable): Display table only at R7,000 (excl. VAT) Space only at R15,000 (excl. VAT) for a 9sqm space 9sqm stand with full Shell Scheme package in hall at R21,000 (excl VAT) 18sqm stand with full Shell Scheme package in hall at R40,000 (excl. VAT) Other (please specify) ITEM COST EXCL VAT: TOTAL EXCL. VAT 14% VAT TOTAL TO BE INVOICED CONTRACT Signed on behalf of the company: Signature: Designation: Name: Date: Note: By signing above you hereby acknowledge that you have read the Exhibitor Terms and Conditions and that you, agree, understand and accept them. Upon receipt of a completed and signed form, an invoice will be issued. Fax: / (012) cornee@samedical.org Page 13

14 THE EXHIBITOR S OBLIGATIONS The Exhibitor agrees: EXHIBITOR TERMS AND CONDITIONS Exhibition 1. To pay to the Organiser, upon receipt of invoice, the full amount owing in terms of the invoice in respect of the space booked. 2. That in the event of cancellation by the Exhibitor prior to the event taking place; the Exhibitor shall forfeit all amounts paid to the Organiser whatsoever the reason for the withdrawal or cancellation; 3. To accept as correct and complete quotations sent to the Organiser by third parties and no alterations shall be made. 4. The Exhibitor acknowledges that the decision to or not to continue with the event shall be the absolute discretion of the Organiser. 5. In the event of cancellation of the by the Organizer, for whatever reason, all monies paid by the Exhibitor to the Organizer shall be refunded to the Exhibitor within 30 days of the date of cancellation. 6. The Exhibitor acknowledges that the Organizer shall endeavour to allocate a stand in accordance with the preferences indicated, but that the Organizer cannot guarantee that the stand allocated will be the same as indicated by the Exhibitor. Liability to third parties 7. Parties agree to be liable, proportional to stand size, to third parties contracted to the Organiser to perform functions and/or services at the ; 8. That in the event of any criminal, civil, statutory or regulatory disciplinary proceedings being instituted by individuals and organizations, the Exhibitor shall exclude the liability of the Organiser in so far as such proceedings relate to misrepresentation made by the Exhibitor. Rules and Regulations 9. The Exhibitor shall adhere to the Rules and Regulations as per the Exhibitor Manual. 10. Failure to conform to the Rules and Regulations may result in the removal of the stand and the forfeiture of monies paid to the organiser. 11. To take risk insurance to secure itself against any loss and damage including theft, fraud, fire and public liability. THE ORGANISER S OBLIGATIONS The Organiser shall be responsible for the following: Academic Programme 1. To ensure that all invitations to the participants of the SAMA Conference, Exhibition and Awards 2014 are sent in a timely fashion. 2. not be liable for any damage or injury to any person or goods whatsoever during the staging of SAMA Congress and Exhibition 2014 event; 3. not be liable to the Exhibitor s losses should the event be cancelled due to acts beyond its control including war, riots, coup de tat, armed resistance, over throwing of the government and weather related disaster. Stand Space Rented 4. The Exhibitor, upon allocation of their stand by SAMA, shall be invoiced by SAMA as per clause 1, and, subject to the provisions of clauses 2 and 5 (where applicable), be liable for the full amount reflected on the invoice on the terms contained therein. 5. The Organizer shall, as far as possible allocate stands to Exhibitors in accordance with the preferences indicated on the Exhibitor s Form. 6. There shall be no:- swapping of stands; subletting of stands; and reselling of stands. Page 14

15 CONTACT US For more information or to discuss your involvement, contact: CONFERENCE ORGANISING COMMITTEE Contact Person Contact Number Conference Organisers Corné Engelbrecht (012) Ben Mashao (012) Sponsorships and Exhibitions Jeanette Snyman (012) Vernon Kinnear (012) Speakers/Programme Corné Engelbrecht (012) Media and Public Relations Zukiswa Nomganga (012) For more information, consult our website on Page 15