Destination NSW Japan Roadshow 2018 PROSPECTUS

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1 Destination NSW Japan Roadshow 2018 PROSPECTUS Wednesday, 26 September Friday, 28 September 2018

2 Roadshow Overview The Destination NSW (DNSW) Japan Roadshow is designed to showcase Sydney and New South Wales (NSW) products and destinations to key trade partners, and to educate agents, product managers and front-line wholesale staff about destinations, experiences and individual products in NSW. Ultimately, the Roadshow is designed to increase overnight visitor expenditure in NSW. The DNSW Roadshow will take place from Wednesday, 26 September to Friday, 28 September 2018 across three cities including Tokyo, Nagoya and Osaka. Market Profiles Japan is a key market for NSW, with the latest results from the International Visitor Survey for the year ending December 2017 showing that Japan is NSW s sixth largest international inbound visitor market. In the year ending December 2017, NSW welcomed 165,900 visitors from Japan with visitors staying 3.4 million nights. Visitors from Japan spent an estimated $352 million in NSW making it the sixth highest ranking market in terms of expenditure to NSW. Additional market information Japan can be found on the Destination NSW website Roadshow Objectives Grow overnight visitor expenditure for NSW by: Increasing destination and product awareness Raising the profile of NSW tourism suppliers Growing business opportunities for NSW tourism suppliers with key trade partners in Japan Strengthening and establishing travel industry relationships with Japanese product managers Providing product education for retail sales and front-line wholesale staff, who play a crucial role in securing bookings Generating media exposure for destinations and marketing initiatives Creating opportunities for NSW tourism suppliers to contract with relevant Japanese wholesalers Showcasing NSW key experiences, cities, regions and events to key trade partners. 2

3 Roadshow Participation With a maximum of 15 places available, preference will be given to NSW tourism suppliers who most closely meet the eligibility criteria. In response to market demand, new tourism suppliers who are export-ready are strongly encouraged to apply. Each applicant must demonstrate how they meet the criteria in their application. In order to showcase the depth and diversity of tourism products and to maintain and stimulate interest in the destination, DNSW reserves the right to determine final participation. There is no pro-rata discount if an element of the event program is not undertaken by you. If the number of companies meeting the selection criteria exceeds supply for the event, DNSW has the right to apply a 'first in first served' limit based on the date an application is submitted prior to the deadline for the registration. Selection criteria: Suppliers must be an export-ready tourism product (for e.g. accommodation, visitor attraction, tour/activity provider or tourism transport) and paying commissions Availability of relevant nett rates for your product/s or service Suitability of export-ready product/s for the Japanese market Availability of export-ready product/s in the Japanese market, appropriate booking facilities or distribution via an Inbound Tour Operator (ITO) or international wholesale program Evidence of your product/s or service as internationally active in the Japanese markets which may include one or more of the following in the past three years: o Attendance at one or more trade event/s held in Australia or international; o Involvement with the DNSW Trade Famil Program o Demonstrated international marketing and promotional activities including o advertising in trade/consumer promotions; Marketing product collateral relevant to the Japanese market (therefore, brochure, factsheet, online collateral) Tourism suppliers representing destinations other than NSW will be requested not to promote those products or services Attending Destination Networks must be representing a range of export-ready product/s type (minimum of six products) in the region suitable to the market that are not represented at the event. Destination Networks may not use Destination NSW operational funding to attend the event. Therefore, the participation fee and travel costs must be met by local operators or other revenue sources Tourism suppliers must be represented by an Australian-based representative therefore preference will be given to those utilising an Australia-based representative to attend Tourism suppliers must have public liability insurance to a minimum of $20,000,000 Tourism suppliers should have an up-to-date, live listing on sydney.com or visitnsw.com Inbound Tour Operators are not eligible to attend the Roadshow Tourism suppliers must have no outstanding debts with DNSW Tourism suppliers must ensure receipt of requested materials and payment by deadline dates. 3

4 Participation Package Participation cost for a tourism supplier is AUD$3,500 (exclusive of GST) for the Japan Roadshow held from September 2018 with a minimum of 10 and a maximum of 15 NSW tourism suppliers. Roadshow participation includes: Three nights accommodation (single occupancy only and breakfast daily for one guest) Welcome pack including market intelligence, name badge, uniform, Roadshow program and detailed contact list of agents and product managers attending the roadshow Inclusion in the tourism supplier directory which is provided to all attending participants Market briefing hosted by DNSW in Tokyo as specified in the program Attendance at product manager and travel agent events (total of three events) including supply of meals (where specified) DNSW hosts for the duration of the Roadshow Train transfers from Tokyo to Nagoya and Nagoya to Osaka Transfers to and from cities to train stations and hotels and from hotels to function venues will be assisted by DNSW Japan. Any transfer outside of the scheduled program will be at the participant s own expense. The Participation Package excludes the following: International flights to/from Australia or any other destination to the Roadshow destination and from the end destination of the Roadshow Accommodation outside the Roadshow dates All other transfers not outline in the program Access to office equipment (Internet, , printers, scanners, photocopiers, stationery, etc.) Brochure shipment or freight charges Items of a personal nature such as laundry, mini bar, telephone, internet, Wi-Fi Travel insurance, passport and visa applications Interpreters Japanese speaking interpreters can be organised on behalf of Roadshow participants at an approximate cost of AUD$500 per day (exclusive of GST). Please indicate in your application if you require an interpreter and this fee, once confirmed, will be added to your invoice. DNSW Japan will assist with any translation requirements (if needed) at the Tokyo Seminar on Wednesday, 26 September

5 Payment Upon confirmation of participation in the Roadshow, tourism suppliers will be issued with an invoice of AUD $3,500. Tourism suppliers will be required to adhere to the terms and conditions stated on the invoice. Please make note of the cancellation policy on page 5 of this prospectus, fees may apply in the event of late payment or cancellation. Cancellation and Refund Policy This Roadshow will consist of a minimum of 10 and a maximum of 15 NSW tourism suppliers. Should the minimum number not be reached, the Roadshow may not proceed and this decision will be made at the discretion of DNSW. This decision will be made by Tuesday, 26 June 2018 and all registered participants advised. For cancellations received on or before Friday, 20 July pm (Sydney time) - refund of your total participation fee: AUD$3,500. For cancellations received after Friday, 20 July pm (Sydney time) - no refund will be provided. All cancellations must be received in writing to lidia.marcelino@dnsw.com.au 5

6 Key Dates and Deadlines Please note the key dates and deadlines in the timetable below. Adherence to these deadlines will assist you in planning your participation in the Roadshow. Applications open Friday, 8 June 2018 Applications close Friday, 22 June 2018 Acceptances advised Tuesday, 26 June 2018 Signed confirmation of your participation required Friday, 29 June 2018 Review of your company listing in the Tourism Supplier Friday, 29 June 2018 Directory Invoices issued Friday, 20 July 2018 Cancellation fees applicable from Friday, 20 July 2018 Final payment due Monday, 20 August 2018 Air/Other Travel International flights to/from Australia or any other destinations will be the responsibility of the participant. We recommend that you purchase your international airfares as soon as you receive confirmation of attendance for the Roadshow to ensure you receive the best available fare. The participant must have a valid passport to enter Japan and also be aware of immigration formalities. DNSW will arrange travel between the Tokyo, Nagoya and Osaka as part of the participation fee. Visas and Travel Documentation Australians do not need to apply for a visa for Japan and can travel up to 90 days. For any duration longer than 90 days or if you are not an Australian citizen, you need to contact the Japanese Embassy/Consulate. You must have a valid passport with at least six months of remaining validity. For further information on visas, travel documentation and customs formalities, please visit Accommodation Three nights accommodation in Tokyo, Nagoya and Osaka are included in the participation fee. Accommodation over the Roadshow dates will be booked and arranged by DNSW on your behalf. Additional nights outside the official program will be at your own expense and arrangement. The contact information for each hotel will be supplied to tourism suppliers by end of July 2018 (after signed confirmation date by all delegates). 6

7 Freight and Collateral Participants will receive a tourism supplier directory. This directory, which contains tourism suppliers product information, will be distributed to all agents. The directory is invaluable during the event. It reduces the need for tourism suppliers to bring hardcopy brochures and it serves as a reference tool for wholesalers and agents after the event. The directory will be translated into Japanese. Contact details, a company logo, one product image and a company biography will be included for each tourism supplier. You will be required to upload your company logo, one product image (hi res.jpg or.eps file format) and a 250-word biography during the application process. You will be contacted on Friday, 29 June 2018 to confirm the information you submitted in your application. If you intend to send collateral, it is suggested that you bring a minimum of 360 brochures to distribute during the Roadshow (210 Tokyo, 60 Nagoya and 90 Osaka). USB/memory keys are a common form of information distribution in-market and are welcomed by the travel trade. It is recommended that you do not post any goods, but rather use a freight forwarding company to courier your materials. If required, all hotel delivery details will be provided by end of July NSW tourism suppliers will be provided with a detailed contact list of all Roadshow attendees and are encouraged to follow up with agents post event. We also recommend you bring 300 business cards. If shipping, only include printed material in your shipment as CDs and other promotional items are likely to get delayed at customs and/or incur large import taxes. Freight costs are the responsibility of the NSW tourism supplier. DNSW is unable to assist with processing goods held in customs. Theming and Giveaways The venues will be themed with DNSW branding. Each NSW tourism supplier will have a small area to theme. These items can include an ipad/tablet, small table-top brochure rack, tent-card or laptop plus table decor. You are welcome to provide small giveaways such as pens, USB keys or stress balls, for travel agents and front-line wholesale staff. Approximately agents and staff will attend the Roadshow. Prizes NSW tourism suppliers are encouraged to donate prizes and offer complimentary accommodation, tours, attractions so that the prize winners can experience your product. DNSW will source and supply the airfare and package the prizes to offer one prize pack per event. A total of three prize packs will be offered during the Roadshow. If you would like to donate prizes, please outline your offer during the application process and advise any applicable terms and conditions. You will also need to supply a voucher/s for the prize/s. 7

8 Insurance All participants are responsible for personal travel; vaccinations, if required; health insurance; public and product liability insurance; workers compensation; and property insurance coverage for the duration of the Roadshow. It is highly recommended that travel insurance be purchased prior to departure. DNSW does not accept responsibility or liability for any loss suffered by participants; does not provide or arrange any insurance for or on behalf of participants; and does not provide any indemnity for loss or injury suffered by participants. Terms and Conditions Terms and conditions apply to participate in the DNSW Japan Roadshow These are outlined in the application process and tourism suppliers are asked to sign indemnity forms on acceptance of their place in the Roadshow. 8

9 Draft Program Day 1 AM WEDNESDAY, 26 SEPTEMBER 2018 TOKYO NSW Sellers arrive in Tokyo and transfer to hotel (transfers at own arrangement) 1050 Meet DNSW Japan team in the hotel lobby Welcome lunch and briefing hosted by Destination NSW Japan NSW Sellers set up for the afternoon seminar 1315 Seminar registrations open Tokyo Trade Seminar Targeting 100 pax Venue: Hotel TBC 15 minute presentations from NSW Sellers to approximately 100 group sales representatives, inbound operators and retail and counter sales staff Prepare 120 sales kits ( extra ) and a 15-minute PowerPoint presentation If required, DNSW Japan team will assist you with any translation requirements during your presentation Welcome by DNSW Japan team minute presentations to commence Seminar concludes and attendees depart 1700 NSW Sellers set up for the workshop 1730 Workshop registrations open Tokyo Workshop and Networking Dinner Targeting 70 pax Venue: Hotel TBC NSW Sellers present to small groups (approximately 7 to 8 per appointment) of key wholesalers, online travel agents, inbound operators, airlines, media and VIPs NSW sellers rotate between the 10 appointment tables. Appointments run for 15 minutes Prepare 90 sales kits ( extra) Welcome and presentation by DNSW Japan minute workshop sessions to commence Buffet style dinner Prize draw, wrap up and networking dinner concludes and attendees depart 2200 Prepare your sales material for transport to Nagoya. The courier will collect your luggage & collateral and transfer it to Nagoya Overnight TOKYO 9

10 Day 2 THURSDAY, 27 SEPTEMBER 2018 TOKYO / NAGOYA 0600 Breakfast available at hotel 0830 Meet DNSW Japan team in the hotel lobby and transfer to Tokyo station by taxi Transfer from Tokyo to Nagoya by train Nozomi Arrive in Nagoya and walk to the hotel. Approximately 2 minutes. Leave your luggage at the hotel before commencing networking lunch Networking lunch with key trade partners NSW Sellers set up for the workshop Check in at hotel 1530 Registrations open Nagoya Workshop and Networking Dinner Targeting 50 pax Venue: Hotel TBC NSW Sellers present to group (approximately 6 to 7 per appointment) of wholesalers, group sales representatives, inbound operators and retail and counter sales staff NSW sellers rotate between the 10 tables. Appointments run for 20 minutes Prepare 60 sales kits ( extra) Interpreters will be provided for the NSW Sellers who have requested this service Welcome and presentation by DNSW Japan Sessions take place Buffet style dinner Prize draw, wrap up and networking dinner concludes Prepare your sales material for transport to Osaka. The courier will collect your luggage & collateral and transfer it to Osaka Overnight NAGOYA 10

11 Day 3 FRIDAY, 28 SEPTEMBER 2018 NAGOYA/OSAKA 0630 Breakfast at the hotel 0830 Meet DNSW Japan team in the hotel lobby. Walk from the hotel to Nagoya station approximately 2-minute walk Transfer from Nagoya to Shin-Osaka by train Hikari Arrive in Osaka and transfer to hotel Leave your luggage at the hotel before commencing networking lunch Networking Lunch with key trade partners NSW Sellers set up for the workshop Check in at hotel 1530 Registrations open Osaka Workshop and Networking Dinner Targeting 80 pax Venue: Hotel TBC NSW Sellers present to small groups (approximately 7 to 8 per appointment) of wholesalers, group sales representatives, inbound operators and retail and counter sales staff NSW sellers rotate between the 10 tables. Appointments run for 20 minutes Prepare 90 sales kits ( extra) Welcome and presentation by Destination NSW Japan Workshop sessions take place Buffet-style dinner Prize draw, wrap up and networking dinner concludes and attendees depart Overnight OSAKA Day 4 SATURDAY, 29 SEPTEMBER OSAKA 0700 Breakfast at the hotel By 1200 Check out from hotel DNSW Japan Roadshow 2018 concludes. Own arrangements for transfers/accommodation *The above program is subject to change at the discretion of DNSW 11

12 Workshop Format Tokyo Seminar Format NSW tourism suppliers to present to targeted 100 group sales representatives, retail and counter sales staff Each NSW tourism supplier to present for 15 minutes (subject to numbers) in PowerPoint format to the group Afternoon tea including coffee and tea will be included A prize will be given away at this seminar. Tokyo, Nagoya & Osaka Workshop & Dinner Format Agents will be placed into small groups and will rotate around the room to meet with each NSW tourism supplier/delegate for an individual 15-minute appointment (subject to numbers) Estimated total of number of in-market attendees Tokyo (70), Nagoya (50) and Osaka (80) Attendees invited to participate in the Roadshow will include group sales representatives, key wholesalers/direct-sell tour operators, Inbound Tour Operators, Airlines and Media in each city Dinner will be included Prizes to be given away at the end of each workshop These events will offer an interactive networking session along with a chance for the NSW tourism suppliers to promote their individual product/s. *Please note the formats may vary slightly to ensure we receive maximum attendance for each city 12

13 Contact Us For any questions relating to the Roadshow, please contact: Lidia Marcelino, Senior Trade Events Coordinator E: T: Lilu Fu, Business Development Manager Eastern Markets & China Digital Partnerships E: lilu.fu@dnsw.com.au T: Amy Forsyth, Event Coordinator E: amy.forsyth@dnsw.com.au T: Harry Niihori, Country Manager, Japan E: haruhiko.niihori@dnsw.com.au Jinko Narita, Marketing Executive, Japan E: jinko.narita@dnsw.com.au DNSW Japan Roadshow 2018 Application Process The application process for the DNSW Japan Trade Roadshow 2018 is via an online questionnaire. Please complete your application using this online system. Submission of an application does not guarantee a place on the Roadshow. Applications will be assessed based on the selection criteria and NSW tourism suppliers will be notified in writing as per the key dates on page 6. Applications close at 5:00pm (Sydney Time) on Friday, 22 June 2018 Click here for the online application form 13