Letter of Invitation Dear MSSA Friends, This year the Electron Microscope Unit of the Sefako Makgatho Health Sciences University will be host to the 55 th Annual Congress of the Microscopy Society of Southern Africa (MSSA 2017). The conference will take place at the Conference Centre of Warmbaths, A Forever Resort (Bela-Bela) from 04-07 December 2017. The mission of the Microscopy Society of Southern Africa: To promote and develop microscopy and associated techniques at all levels in the Southern African region encourages interaction within all fields and disciplines. MSSA would therefore like to invite all microscopists nationally to join us at Warmbaths, A Forever Resort to present their research, interact with peers and re-unite with friends and colleagues. MSSA is also the most important annual event to discuss the latest technological developments in light- and electron microscopes as well as ancillary equipment with our trade delegates and representatives at the Technical Forum and the Exhibitor lounges. This conference is thus an excellent opportunity for lunchtime workshops and discussions with all microscopists whether they are purchasing or sourcing information for future applications. As a Society, we appreciate and value the generous support from our sponsors every year. The trade exhibition received a dramatic facelift in 2016, and MSSA will continue with our efforts to increase and maximize the benefits to our sponsors. The exhibitor lounges will be strategically located in close proximity to the common lunchtime venue. All exhibitors will also have access to a boardroom should this be required for private meetings, and all main sponsors will have access to the lunchtime workshop venue for presentations to showcase their products. We hope that you will be able to join us for the MSSA 2017 conference. Please discuss any additional requirements you may have with us, and we wish you a most successful and enjoyable conference at Forever Resorts. Kind regards Chantélle Baker Conference Convener 2
Conference Date Time Description Venue Sunday, 3 December 14:00 17:00 Exhibition set-up Monday, 4 December 08:00 Registration for Technical Forum 09:00 17:00 Technical Forum Eagle Restaurant, Forever Resorts Warmbaths Conference Centre Foyer, Forever Resorts Warmbaths 18:00 20:00 07:30 Ice Breaker Registration 09:00 17:00 MSSA 2017 Conference Day 1 19:00 late 08:00 Traditional Braai Registration 09:00 17:00 MSSA 2017 Conference Day 2 19:00 late 08:00 Student Evening all delegates welcome! Registration 09:00 17:00 MSSA 2017 Conference Day 3 15:00 Exhibition breakdown 19:00 late Gala Dinner Tuesday, 5 December Wednesday, 6 December Thursday, 7 December In Exhibition Hall Conference Centre Foyer, Forever Resorts Warmbaths The Lapa Conference Centre Foyer, Forever Resorts Warmbaths Wave Pool Conference Centre Foyer, Forever Resorts Warmbaths The Pearl 3
Sponsorship Opportunities & Benefits DESCRIPTION DIAMOND PLATINUM GOLD SILVER COPPER NICKEL EXHIBITOR Value R175,000 R150,000 R135,000 R125,000 R100,000 R80,000 R30, 000 Number Available 1 1 1 1 1 3 Pre-Event Marketing and Branding Logo on conference website with URL link and organisation description (250 words) (100 words) (75 words) (50 words) (30 words) Logo and link to website Logo and link to website Listing in Conference (250 words) (100 words) (75 words) (50 words) (30 words) Logo with contact details and website Logo contact details website with and At Event Marketing and Branding Exhibition space 6m x 3m Prime 4m x 3m Prime 4m x3m Prime 3m x 3m Standard 3m x 3m Standard 3m x 3m Standard 3m x 3m Standard Complimentary delegate Registration 4 3 2 2 2 2 1 Function/ Product Sponsored (non-exclusive) *** ref Pg. 5 Gala Dinner Traditional Braai Ice Breaker Student Evening Conference Bags Registration OR USBs OR Hospitality - Acknowledgement in Plenary session (Logo on looped presentation in venue) Logo on conference signage and banners Informational items/brochures included in delegate packs No No No No No No No 8 Pages 4 Pages 2 Pages 1 Page 1 Page 1 Page 1 Page Advertisement A4- Back of Proceedings cover & centre spread of A4- Inside back cover of Proceedings and back cover of A4- In Proceedings and inside back cover of A4- Inside front of A5 (horizontal) in A5 (horizontal) in A5 (horizontal) in Slot in Technical Forum to discuss your product / service (Abstract submission to Technical Forum required) Post-Event Marketing and Branding E-mail to attendee database with sponsorship/exhibitor acknowledgement and contact details Full delegate list with contact details sent to sponsor for one time usage Based on attendance of 180 delegates
*** Sponsorship Packages for Functions or Products Item Opportunity Sponsorship Package 1. Gala Dinner DIAMOND Our elite Diamond Sponsor will receive the maximum visibility at the MSSA 2017 Conference. With this exclusive sponsorship package, some of the opportunities from which you will benefit are: Gala evening sponsorship (Thursday, 7 December) Prime exhibition space 6m x 3m 4 delegates full conference registration Website prominent Logo with links Insert in conference bag Cost: R165 000.00 Detail Full list of delegates and contact details A4 Advertising - Back-cover of proceedings and centre spread of programme Named lecture venue E.g. COLA Material sciences lecture theatre Rolling product presentation, between speakers and log 2. Traditional Braai Evening PLATINUM Traditional Braai sponsorship (Tuesday, 5 December) Exhibition space 4m x 3m 3 delegates full conference registration Website Logo with links Full list of delegates and contact details A4 Advertisement - Inside back cover of proceedings and back cover of program Named lecture venue E.g. COLA Biosciences lecture theatre Rolling product presentation, between speakers and logo Cost R150 000.00 3. Ice Breaker GOLD Ice Breaker evening sponsorship (Monday, 4 December) Exhibition space 4m x 3m 2 delegates full conference registration Website Logo with links Full list of delegates and contact details Cost R135 000.00 A4 advertisement in proceedings and inside back cover of program Named lecture venue E.g. Technical forum lecture theatre Rolling product presentation, between speakers and logo 4. Student Evening SILVER Student evening sponsorship (Wednesday, 6 December) Exhibition space 3m x 3m 2 delegates full conference registration Website Logo with links Insert in conference bag A4 advertisement in proceedings and inside front in program Named venue E.g. Cola materials poster room Full list of delegates and contact details Cost R 115 000.0 5. Conference Bags COPPER Branding of Congress bags Exhibition space 3m x 3m 2 delegates full conference registration Website Logo with links Full list of delegates and contact details Insert in conference bag A4 advertisement in proceedings and in programme Cost R 100 000.00 5
6. Registration NICKEL 7. USBs NICKEL Exhibition space 3m x 3m 2 delegates full conference registration Website Logo with links Full list of delegates and contact details Registration or USB or Hospitality sponsorship e.g poster session: Cost R 80 000.00 Branding of USB s (4 GB) to be handed to delegates with selected presentations Registration branding including branded registration area, lanyards, badges and may supply company shirts for registration staff OR Branded USB including your promotional material pre-loaded OR Hospitality Sponsorship branding of poster session; tea and lunch area, including supply of branded serviettes and branded overlays for buffet stations and dump tables Acknowledgement on conference website and in final conference programme 8. Hospitality Sponsorship NICKEL Cost R 80 000.00 Branding at all tea / coffee stations for the full conference (sponsor may provide branded colour overlays for tables, branded serviettes, menu cards, roll-up / free standing banners). Acknowledgement in exhibition venue where tea/coffee breaks or lunches are to be held; Acknowledgement on conference website and in final conference programme Cost R 80 000.00 *** Lunchtime workshop venue (see Floorplan) The Lunchtime Workshop Venue is inclusive of: 30 minute once-off access to workshop venue Venue seats 30 people school room seating Workshop will be listed in Conference Two pull-up banners permitted in venue (supplied by Exhibitor) Title of workshop above door for duration of workshop Data projector and screen available at venue Booking facility for workshop available at Registration Desk Additional Sponsorship Opportunities Item Opportunity Cost Detail 1. Keynote Speakers Speaker flight / accommodation / registration fees 2. Branded Bottled water R 9 500.00 per day 3. Student Sponsorship 4. Conference A5 notebook R 17 500.00 Registration, travel and Accommodation per student/s Acknowledgement in conference programme and electronic branding inside venue and on looped presentation screen Acknowledgement on conference website Logo on bottled water to be handed to delegate in plenary conference session Acknowledgement on conference website and in final conference programme Acknowledgement on conference website and in final conference programme Logo on Front cover of notebook Acknowledgement on conference website and in final conference programme 6. Advertisement R3 500.00 A4 advert in conference program or proceedings 7. Advertisement R2 000.00 A5 advert in conference programme 6
Exhibition Space Last year, the trade exhibition underwent a dramatic change. The previous shell scheme stands were replaced with exhibitor lounges which were strategically located in the communal lunchtime venue. Exhibitors have since then generally agreed that we should continue with this outlay. Exhibitors will have access to a boardroom for private meetings when requested, and the main sponsors will additionally have access to a lunchtime workshop venue for presentations to showcase their products. Floorplan included for your perusal. Exhibitor costs are inclusive of: Exhibition space 3m x 3m 1 x coffee table; 1 x 2-seater couch (extra seating will be given to prime exhibitors) 2 x single lounge chairs (extra seating will be given to prime exhibitors) 1 x plug point Exhibitors/ sponsors may supply the following for the lounge: Brochure rack Optional banners and screen Other branded items e.g. cushions and mugs etc. Access to boardroom Bookings can be made at the conference registration desk from 4 December onwards All exhibitors are eligible for reduced additional exhibitor fees refer to the registration page on the website for additional information 1 delegate full conference registration Set-up date: Breakdown date: Venue: Insurance: Health and Safety: 03 December 2017 (12h00-16h00) 07 December (from 13h00-17h00) Eagle s Restaurant, Warmbaths Forever Resorts Conference Centre, Bela-Bela, Limpopo Province *Height restriction is 2.5m, venue floor is tiled Exhibitors are urged to ensure adequate insurance cover is in place for all materials/ equipment used. The venue, organisers and sub-contractors may not be held liable for any damages or losses incurred. Exhibition stand builders must produce a safety file & wiring certificate for any additional electrical work done. Contact: Scatterlings Conference & Events, Carina du Plessis, Tel: 011 463 5085 Fax: 011 463 3265 Email: carina@soafrica.com Cost R 30 000.00 IMPORTANT NOTICE Should any Company find that the Sponsorship Grid does not have a sponsorship package to suit your needs please contact the Conference Convener directly at Chantelle.Baker@smu.ac.za to discuss a tailor-made opportunity Conference Website: www.mssa2017.co.za 7
Floorplan Advert Specifications A4 A5 210mm x 297mm Bleed: 3 mm all around (216mm x 303mm) Type area: 180mm x 277mm Include Crop marks 300 dpi, CMYK Portrait PDF or jpeg Print area 148mm x 210mm landscape 3mm bleed all around with crop marks 300dpi, full colour PDF or jpeg CMYK Landscape 8
SPONSORSHIP/ EXHIBITION COMMITMENT FORM MSSA CONFERENCE 04-07 DECEMBER 2017 Kindly complete/ save and email both pages of this form to carina@soafrica.com I hereby confirm our commitment as a Name of Company SPONSOR EXHIBITOR for the MSSA conference as follows Contact Person Designation Telephone Fax Postal address Email Company Registration No VAT Registration No Commitment (Please indicate your commitment by indicating in the appropriate box) DIAMOND PLATINUM GOLD SILVER COPPER NICKEL EXHIBITOR R165 000 R150 000 R135 000 R115 000 R100 000 R80 000 R30 000 Additional advertising or advertiser only A4 A5 R3 500 R2 000 *Colour advert in Conference Other (please specify): TOTAL VALUE COMMITTED R TERMS & CONDITIONS 1. Terms of payment : (i) 25% deposit on confirmation to secure booking and activate return on investment (non-refundable); (ii) Further 50% payable by 31 July 2017; and (iii) Balance 25% payable by 30 September 2017 2. An invoice and sponsorship / exhibition confirmation document will be sent to you within 48 hours of receipt of Commitment Form. 3. Selection of sponsorship / exhibitors on a first-come, first-served basis. 4. The Commitment Form does not constitute a legal and / or contractual engagement. It only serves as an indication of intent to proceed with the chosen commitment. 5. Sponsorship / exhibition however, is only confirmed on receipt of a signed Agreement and payment of the 25% deposit. PAGE 1 OF 2
6. Failure to comply with the payment schedule could result in the forfeiture of your commitment, and any refund due outside of the 25% deposit will be at the discretion of the Conference Organising Committee. 7. All sponsorship / exhibition contracts are final and cannot be retracted. 8. Deposits are non-refundable 9. The Conference Organising Committee reserves the right to decline sponsorship / exhibition / advertising bookings. 10. The law of South Africa governs this Agreement. 11. The Conference Organising Committee reserves the right to amend the rules and regulations governing sponsorship / exhibition at its discretion. 12. All exhibitors are to comply with the Exhibition Rules and Regulations as determined by the Forever Resorts. 13. Cancellation after 30 September 2017 attracts a 100% penalty fee Signed I confirm that I have the authority to make this commitment on behalf of my Company Date Print name Contact Us For more information or to discuss your involvement, contact: Scatterlings Conference & Events Carina du Plessis Tel: 011 463 5085 Fax: 011 463 3265 Email: carina@soafrica.com PAGE 2 OF 2