PROSPECTUS IT&CMA BANGKOK, THAILAND

Transcription

1 PROSPECTUS IT&CMA BANGKOK, THAILAND 29 September to 1 October 2015 Registration required by 5pm Wednesday 16 July Tourism New Zealand Contacts: South & South East Asia: Edward Kwek Business Events Manager South & South East Asia Edward.kwek@tnz.govt.nz Phone: Page 1

2 Kia Ora, To support the continuation and development of New Zealand Business Events in South East Asia, Tourism New Zealand will be participating at the Incentive Travel & Conventions, Meetings Asia (IT&CMA) in Bangkok during 29 September to 1 October Established in 1993, IT&CMA is the leading international MICE show centred in Asia, offering the largest collection of Asia-Pacific MICE suppliers. IT&CMA brings together MICE suppliers as well as regional and international buyers in a 3-day exhibition showcase coupled with intensive business appointments. Exhibition features include destinations, products, services and solutions relating to meetings, incentives, conventions and events. Exhibiting at IT&CMA will offer you: A chance to meet representatives from destinations, hospitality, venues, entertainment, transportation, technology and more, over the 2 exhibition days of the event. Exhibitors are entitled to 32 appointments. There will be a structured appointment matching system and on-site appointment sessions for proven business effectiveness. The event is dedicated to delivering two buyer groups: MICE and Corporate Travel. Since 2012, the show also welcomes Luxury Travel buyers Global audience of senior decision makers Media visitors from renowned MICE & luxury travel publications Expert educational content MICE & Luxury travel focus forums and debate Exclusive social networking events Limited places will be available so please ensure you apply early as attendees may be selected on a first in first served basis. Final participation is at Tourism New Zealand s discretion and is subject to the guidelines outlined in the terms and conditions. Tourism New Zealand welcomes your registration. Should you have any questions please contact Emma Bell at Tourism New Zealand Wellington office. Kind regards Edward Kwek Business Events Manager South & South East Asia Page 2

3 CRITICAL DATES 01 July Event applications open 31 July Event applications close 03 August Event attendance confirmed 03 August Invoices issued 11 August Invoice payment due / Last day for cancellation without penalty August 50% cancellation fee applies 1-29 September 100% cancellation fee applies 28 August Brochures with Gateway Express for bulk shipment to Bangkok 29 Sept 1 Oct IT&CMA FORMAT OF THE EVENT IT&CMA is similar to TRENZ/MEETINGS format in New Zealand where exhibitors will have the chance to do online diary module to pre-schedule 32 appointments with each appointment will be 20 minutes. Note: Detail of online diary module will only be available for final successful participants. SELECTION CRITERIA AND PROCESS There will be a limited number of places available for New Zealand companies. Applications to attend are due by 31 July 2014 however we encourage you to apply as soon as possible as a first come first served basis may apply for acceptance (presuming all conditions of the TNZ participation criteria are met) This event is suited to companies that: Have participated in MEETINGS Macro/Regional groupings Have products suitable for Business Events in South East Asia markets Want to establish or further develop relationships with SEA travel industry Participation criteria - You may only apply to participate at this Event if: a your Product/Service falls into one of the following Qualmark categories and evidence can be shown that such Product/Service has achieved Qualmark accreditation: o Star Graded Accommodation; o Star Graded Venue; o Endorsed Visitor Activity; o Endorsed Visitor Transport; o Endorsed Visitor Service; o Endorsed Inbound Tour Operator; o Endorsed Visitor Information Centre; or Page 3

4 b c d your Product/Service has achieved, and you can show evidence of, an independent accreditation under a third party quality rating system for your Product/Service which: i has an appropriately documented assessment framework; and ii is recognised nationally and/or internationally; and iii has a robust and frequent assessment process that is provided by a third party accreditation provider; or you are an International Marketing Alliance (IMA), touring route, Regional Tourism Organisation (RTO), other marketing group or national association; or you are an airline with established routes to New Zealand. Tourism New Zealand reserves the right to consider any other application that falls outside these categories on a case by case basis, including but not limited to applications by: a. specialist New Zealand tourism providers who are operating in an emerging market and/or sector where there are very few Qualmark endorsed operators provided that the Event is focused on a small and/or high potential emerging region or sector; or b. non quality accredited operators within an attendance category provided that the Event is under subscribed. HOW DO I REGISTER? Please complete and submit the online application form. On submission you will receive an confirming your application has been received. If you do not receive an , please contact Rebecca Lambert, Rebecca.Lambert@tnz.govt.nz Note: You must confirm that you have read and agree to the Tourism New Zealand event terms and conditions by ticking the box at the bottom of the online application form. Acceptance of application Acceptance: Consideration and acceptance of your application to participate at the Event is at the sole discretion of Tourism New Zealand. Tourism New Zealand is under no obligation to provide you with any reasons for their acceptance or rejection of your application. Selection criteria: Without limiting the above Acceptance, your application to participate at the Event will be assessed using one or more of the following criteria: the consistency of your application and your Product/Service with the objectives of the Event and Tourism New Zealand; the consistency of your application and Product/Service with Tourism New Zealand s Event objectives and statutory obligations; the need to have an appropriately diverse selection of products and services promoted at the Event; the order in which your application is received within the application timeframe, for example: first come first served ; Page 4

5 evidence of an independent accreditation under a third party quality rating system, which is widely recognised nationally and/or internationally for its robust assessment process, for example: Qualmark; the availability of information about your Product/Service over the internet and by and the quality of such information; where relevant, the ability of your Product/Service to be booked and commission paid in respect of your Product/Service at the appropriate industry levels and relevant to the distribution system used; your involvement with Tourism New Zealand s marketing programmes, including but not limited to the international media programme; evidence of international marketing of your Product/Service in relevant markets by you or via off-shore travel sellers; the availability of the relevant retail and wholesale rates for your Product/Service at the start of the Event; your financial and industry performance; and any other criteria that Tourism New Zealand considers relevant to the selection of products and services for promotion at the Event. PARTICIPATION FEES NZD $1000 per company Participation fee includes: Participation fee for your company for 2 delegates An appointment stream of up to 32 appointments Branded space on the Tourism New Zealand stand Participation fee does not include: International air travel arrangements and related expenses (such as travel insurance) Accommodation* Freight and customs duties for brochures All additional arrangements and costs are the responsibility of the participant. * Tourism New Zealand can assist with coordination of your hotel bookings (if needed); however you will need to settle your own account upon check out. Page 5

6 PAYMENT AND CANCELLATION POLICIES Applications are due no later than 31 July Tourism New Zealand will confirm participation by 03 August 2015 and an invoice will be sent to you. Payment is due no later than 11 August Participation Fee: The participation fee is due and payable in full within 30 days of issue of an invoice by Tourism New Zealand and in any case no later than 15 business days prior to the event. Late payment: Tourism New Zealand may charge default interest on any amounts due to it, including the participation fee and the cancellation fee that are not received by the due date. Default interest shall be calculated at a rate equal to the then current 90 day bank rate of Tourism New Zealand s principal bank plus two per cent per annum calculated on a daily basis from the due date for payment down to the date on which payment is received by Tourism New Zealand. Taxes: Participants agree to pay all applicable taxes in connection with the event as provided for in the event prospectus or as otherwise notified by Tourism New Zealand. Cancellation by Tourism New Zealand: If, at any time following acceptance of your application but prior to the Event: Tourism New Zealand considers that you cease to satisfy any of the criteria or have otherwise breached these terms and conditions; Tourism New Zealand reasonably considers that it is no longer appropriate for you to participate in the event; or you fail to pay the participation fee to Tourism New Zealand by the due date for payment specified by Tourism New Zealand, Tourism New Zealand may, in its sole discretion, by notice in writing, withdraw its acceptance of your application and cancel your right to participate in the event without incurring any liability to you or any third party. Cancellation of your participation in the event by Tourism New Zealand will have immediate effect on receipt of such notice. Cancellation by you: Following acceptance of your application you may cancel your participation in the event, 15 business days or more before the event, by providing written notice of such cancellation to Tourism New Zealand and paying the cancellation fee as provided for in the event prospectus or as otherwise notified by Tourism New Zealand Cancellation of your participation in the event less than 15 business days prior to the event, by written notice or otherwise, will require payment of the cancellation fee and result in forfeiture of your participation fee to Tourism New Zealand. SALES CALLS In Bangkok you have the option of arriving early or departing later to attend appointments with travel agents separately. Page 6

7 INTERNATIONAL FLIGHTS Upon request, we can liaise with airlines to seek the best available airfares Auckland/Christchurch-Bangkok-Auckland/Christchurch. VISAS Visas are the responsibility of the participants attending the event. Participants should organise their individual visa requirements for their passports prior to departure. ACCOMMODATION OPTIONS Upon request, we will source Tourism New Zealand s corporate hotel rates for participating operators. You will need to provide credit card details as a guarantee for additional items purchased during your stay. Tourism New Zealand takes no responsibility for any additional costs including telephone calls and or internet, mini-bar, dry cleaning, meals, gym fees etc. You will be asked to show your passport upon check-in. TRANSFERS Upon request, we will liaise transfer, airport/hotel, however it will be the participants own expense to settle. TRANSLATION ASSISTANCE Experienced interpreters are available to delegates at an additional cost to your registration. Whilst Tourism New Zealand staff members will be on hand at the event, we will not be able to concentrate solely on any one supplier for the entire time. MATERIALS REQUIRED It is suggested that you bring: Ample supply of business cards Minimum 50 brochures For participants using laptops or ipads for presentation, it is essential you bring a power adaptor with you. Power socket will be available at every booth. GIVEAWAYS It is at your discretion should you wish to offer giveaways during your appointment schedule. Page 7

8 BROCHURE SHIPMENT Tourism New Zealand will not coordinate or subsidise collateral shipment for this event. We recommend Gateway Express from New Zealand to Thailand. It is your discretion whether you choose to utilise this service or make independent arrangements, however should you choose to do so, please contact Craig at Gateway Express International Ltd to obtain the correct custom documentation to complete prior to sending your items to them. The deadline for collateral to be with Gateway Express International Ltd is 28 August This allows for the freighting time and the clearing of customs on arrival. Gateway Express will consolidate all New Zealand Industry brochures to make the best use of air freight opportunities. You will be invoiced separately for your portion of the freighting cost and for customs duties and clearance charges in Thailand. This will be based on the total weight of your shipment. Shippers should send their goods in strong, transport-worthy packing to Gateway Express International Ltd at the following address: Att. Craig Love - Operations Manager Gateway Express International 22 Tacy Street Kilbirnie, Wellington Tel: craig@gatewyexpress.co.nz Each package should be clearly and properly labelled with your contact name and address as well as a second address label addressed to: Bangkok Address: New Zealand Embassy 14 th Fl., M-Thai Tower, All Seasons Place 87 Wireless Rd., Bangkok 10330, THAILAND C/O Tourism New Zealand Contact: Ms. Monta, Tel: ext 23 Goods MUST be marked Promotional brochures only, free distribution - Not for Resale. Please send only printed matter, and do not include any other items including toys, creams or cosmetics, health supplements, foodstuff including confectionery or maps. Please also mark IT&CMA2015 clearly so it will not get mix up with other event shipments. If you choose not to use Gateway Express International Ltd then we suggest that you use a courier company that can track your shipments and can handle any delays that may occur at Thai customs. Please bring all tracking forms with you. Tourism New Zealand is not responsible for brochures held in customs. Page 8

9 If you wish to ship your brochures independently, please ensure that they arrive Bangkok by 1 September 2015 at the latest. For brochures arriving independently please contact Tourism New Zealand to advise us to expect your material. Note: It is NOT recommended to ship your brochures directly to the venue or hotel. Page 9