Exhibition and Sponsorship Brochure 1
CONTENTS General Information... 3-6 Welcome from the Chair of the Local Organising Committee Why Support EURAPS 2015 Dates, Venue and Hotel Accommodation Meeting Secretariat & Exhibition Organisers Summary of Sponsorship & Exhibition Opportunities. 7 Details of all Sponsorship & Exhibition Opportunities 8-12 2
Welcome Dear friends and colleagues, I am delighted to invite you, as potential exhibitors and sponsors, to join us at the 26th Annual EURAPS Conference in May 2015. This is the latest in a long and distinguished line of such conferences to be held in Europe s great cities. It is to be held in Scotland and being located in the heart of Edinburgh, the capital, the venue is the equal of any of those of the past. Both the Research Council meeting and the EURAPS congress will take place in the beautiful Assembly Rooms on George Street in Edinburgh s gorgeous New Town built between 1760 and 1830 and now a UNESCO world heritage site. The majestic buildings that look over towards the much older castle lead many to describe Edinburgh as the Athens of the North Edinburgh is of course steeped in political, scientific and medical history. Our long and cherished association with the French the auld alliance is typified by a common genealogy of monarchs, such as Mary Queen of Scots and of course Prince Charlie who sailed from France in 1745 to temporarily regain Scotland in our last Jacobite rebellion. Economic and philosophy scholars will be aware of the significance of the works of David Hume and Adam Smith. In medical terms you will walk in the steps of Knox the great Anatomist, Lister the father of antisepsis and Professor of Surgery at Edinburgh University, and of course Simpson the father of modern anaesthesia and discoverer of chloroform. Our social dinner will take place at the wonderful National Museum of Scotland in the Old Town. Amongst the exhibits you will find Dolly the world s first cloned mammal and the most famous of our many sheep. You will be entertained by our World Champion pipe band and no doubt you will sample a whisky to wash down the Haggis. There is still a range of sponsorship and exhibition opportunities available, offering you the chance to broaden your reach, expand your brand and enhance your visibility among the many delegates who will attend the conference. We welcome your involvement in this prestigious conference and will work with you to create a package that best suits your company s organisational objectives. Alternatively, if you would simply like to book one or more of the many opportunities available, please complete and return the Application form. We will accept bookings on a first come first served basis so don t delay or you could miss out! I look forward to hearing from you soon and working with you to help you to promote your brands and services as effectively as possible during the 26th Annual EURAPS Conference. We look forward to welcoming you to Edinburgh in a perhaps independent Scotland in 2015! Slange Var Ken Stewart 3
Why Support EURAPS 2015? Industry partnership is at the heart of this event Delivery through a partnership with industry has been at the heart of EURAPS 2015 from the start. Our sponsorship packages have been carefully shaped to meet your needs and we are open to ideas that would give added value to you and our delegates. Involvement in EURAPS 2015 is all about building brand awareness The exhibition hall is positioned to capture maximum customer engagement during formal breaks and between sessions. There is a range of opportunities to suit every budget and major sponsors will benefit from enhanced brand exposure in web and printed collateral, before, during and after the event. Meet new contacts and strengthen key relationships Maximising networking opportunities for our delegates is an important priority. We work hard to provide places for formal and informal networking. Dedicated meeting spaces include an integrated exhibition hall where all refreshments and lunches will be served and an area set aside for one-to-one discussions. The next steps Supported by a loyal and growing base of sponsorship partners, in recent years there has been very significant interest in many of the sponsorship opportunities. A prompt decision will increase the chances of you securing the package you want and realising the full benefit of your investment. 4
Dates and Venue Venue: Assembly Rooms, 54 George Street Edinburgh EH2 2LR The Assembly Rooms is located in the heart of Edinburgh City Centre and began its life in 1790 as a high-quality social gathering space and continues to offer the same opportunity today. Flexible and inspiring, it s an iconic space to hold the 26th EURAPS Annual Meeting. Dates: Conference runs from Thursday 28th Saturday 30 th May 2015 Hotel Accommodation The Assembly Rooms is on the doorstep of many hotels. All are just a few minutes walk away and provide accommodation across all budgets. We have negotiated rates for the conference (please see conference website for details). May is always a busy month in the city, therefore you are advised to book accommodation well in advance 5
Conference & Exhibition Secretariat In Conference Ltd is the Professional Conference Organisers (PCO) to the conference. Please contact them for any assistance you may require; to discuss sponsorship packages, make group bookings or organise social events for your clients during the conference. Contacts: Colette Bowditch Sara Armstrong Email: Colette@in-conference.org.uk Email: Sara@in-conference.org.uk Please note: Further details including build and breakdown instructions and times, health and safety instructions will be advised closer to the date of the conference. 6
Summary of Sponsorship and Exhibition Opportunities Sponsorship Description Cost See Page Major Sponsorship Diamond Sponsor (max 1) 20,000 8 Platinum Sponsor (max 2) 15,000 8 Gold Sponsor (max 4) 12,000 8 Silver Sponsor (max 2) 5,000 8 Social Programme Welcome Ceremony & Welcome 4,000 9 Cocktails Social Dinner 5,000 10 Farewell Dinner 4,000 10 Delegate Bag Materials Meeting Bags 5,000/ 2,500 11 Meeting Bag Inserts 500 11 Writing Pads and Pens 1,000 11 Lanyards 2,000 11 Venue Enhancements Coffee Break 1,500 per break 11 Business Lunch 2,500 per lunch 11 Speaker Hospitality & Preview Lounge 3,000 11 Exhibition Exhibition Space 3,000 12 All above mentioned prices are in Sterling and are exclusive of VAT (20%) 7
Sponsorship Opportunities Diamond Sponsor 1 Available 20,000 First Priority Choice: 15 minute educational presentation to the audience* Exhibition Space booking of 18 sq. metres One advertisement on the Outside Back Cover of the Final Programme 2 x A4 or A5 Leaflets in Meeting Bag Company logo on the stage panels within the main meeting room Company logo and link will be detailed on the EURAPS website. Company reference as Diamond Sponsor in all Meeting literature Company logo and link will appear on the EURAPS iphone App. Half Page company insert into the final programme with company details Four invitations for the Opening Ceremony and Welcome Cocktail Four invitations for the Meeting Dinner Four free Exhibitor passes Platinum Sponsor 2 Available 15,000 Priority Choice: 15 minute educational presentation to the audience* Exhibition Space booking of 12sq. meters One advertisement either the Inside Front Cover or Inside Back Final Programme 1 x A4 or A5 Leaflets in Meeting Bag Company logo on each page of the Meeting website with link from the website to the sponsors webpage Company logo on the stage panels within the main meeting room Company reference as Platinum Sponsor in all Meeting literature 200 word listing in the final programme with company details Three invitations for the Opening Ceremony and Welcome Cocktail Three invitations for the Meeting Dinner 3 Free Exhibitor passes Gold Sponsor 4 Available 12,000 Exhibition Space booking of 10sq. metres 1 x A4 or A5 Leaflets in Meeting Bag Company logo on the front page of the Meeting website Company logo on the stage panels within the main meeting Company reference as Gold Sponsor in all Meeting Literature 100 word listing in the final programme with company details Two invitations for the Opening Ceremony and Welcome Cocktail Two invitations for the Meeting Dinner 2 Free Exhibitor passes Silver Sponsor 2 Available 5,000 Exhibition Space booking of 8sq. metres Company logo on the front page of the Meeting website Company reference as Silver Sponsor in all Meeting Literature One invitation for the Opening Ceremony and Welcome Cocktail One invitation for the Meeting Dinner 2 Free Exhibitor passes * Please note that the 15 minute educational presentation would be held at lunch time and while participation is expected, EURAPS cannot guarantee the attendance of all the meeting delegates. 8
Exhibition Space 6 spaces available in addition to the above 3,000 Exhibition Space booking of 6sq. metres Company logo list as an exhibitor on the exhibition & sponsors pages of the Meeting website Company reference as an exhibitor in all Meeting Literature 2 Free Exhibitor passes SOCIAL EVENTS Welcome Ceremony & Welcome Reception 4,000 Sponsors name and logo on slides and verbal announcements of the sponsor ceremony by the 26 th Annual Meeting Local Host and the Opening Ceremony 9
Social Dinner 1 Sponsor 5,000 The Congress dinner will be held within the Grand Gallery of the National Museum of Scotland. Following the 47m refurbishment of the Victorian part of the National Museum of Scotland it re-opened for events in September 2011. The grandeur of this building offers a spectacular backdrop for formal dining experiences and elegant drinks receptions located in the heart of the city. Sponsors name and logo on slides and verbal announcements of the sponsor ceremony by the 26 th Annual EURAPS Local Host and the Opening Ceremony Farewell Dinner 1 Sponsor 4,000 An informal fun farewell evening will be held within the beautifully restored Ghillie Dhu. This stunning vaulted ceiling Grade A listed building located in the West End of Edinburgh Princes street is a fantastic venue to party the night away. Sponsors name and logo on slides and verbal announcements of the sponsor ceremony by the 26 th Annual EURAPS Local Host and the Opening Ceremony 10
VENUE ENCHANCEMENTS Coffee Break There will be coffee breaks during all congress days. 1,500 per break Sponsors name and logo on coffee breaks buffets Business Lunch 2,500 per lunch There will be a specially designed area where light lunch will take place. There will be a light lunch for each day of the congress. Sponsors name and logo on light lunch buffets Speaker Hospitality and Preview Lounge 2,000 All delegates must submit their presentations at the Speaker Preview Room in order to be digitally downloaded onto the meeting network system. Exclusive sponsorship rights Sponsor s name and logo prominently displayed DELEGATE BAG MATERIALS Meeting Bags 5,000 / 2,500 A quality Meeting bag will be given to each delegate/presenter on arrival at the meeting which will have the meeting date and logo and your company logo prominently featured on the outside. Your company logo and website link will be carried on the meeting website on the sponsors page. If the meeting provides the bags, the cost will be 5,000, and if the company provides the bags the cost will be 2,500. Lanyards 2,000 Each delegate will be provided with a lanyard branded with the sponsor s logo which will be provided by the sponsor. Delegates will be required to wear their badge at all times ensuring a high profile for your organisation. Your company logo will be carried on the Meeting website on the sponsors page. Meeting Bag Inserts 500 per insert Provided by you, we will insert one single paged A4 or A5 Flyer into each of the delegate bags which are given to each participant upon arrival at EURAPS 2015. Writing Pads and Pens 1,000 A writing pad and a pen, provided by the sponsors, will be inserted in each Meeting Bag Exclusive sponsorship rights Sponsor s name and logo on each Writing Pad and Pen 11
EXHIBITION The cost of exhibition space per square metre is 3,000 for 6sqm. This is for a space only stand and does not include a Shell Scheme structure. The cost of includes the following: Electricity Supply 1x Table 2x Chairs Exhibition Terms Exhibition booths space is available in units of a minimum of 6 square metres (3x2m). The fee for the space rental excludes booth construction and utilities cost. Space rental includes free announcement of the exhibitor company in all 26 th Annual EURAPS Meeting publications. Exhibitors are free to use their own booth material, provided that it fits the booth dimensions, as well as their own booth construction crew. Each exhibitor must complete the Exhibition and Sponsor Booking Form and send it to the Meeting Secretariat. The exhibitor will then receive a contract including the floor plan where the exhibition booth will be indicated. Exhibition space will be provided on a first come first served basis. In case that an exhibitor requests a location that is not available the exhibition manager from the Meeting Secretariat will assign space as close as possible to the preferred location. Exhibitors wishing to avoid being assigned space adjacent to that of a particular competitor should indicate this on their application. 12
In Summary In addition to its high scientific profile, EURAPS is a prestigious opportunity to support research, training of young and promising plastic surgeons, and we are confident your involvement as a sponsor will provide your company with exceptional business rewards. For further details on the opportunities available please contact the Meeting Secretariat who will be pleased to assist you. Hospitality (other than the official Meeting functions) For assistance with planning your social function, please contact the Meeting Secretariat who will be able to assist you in all areas of event management. It would be appreciated if companies organising social functions for participating delegates ensure their events are not held at the same time as the scheduled conference social functions. Please also advise the Meeting Secretariat of any private function scheduled so that they may assist delegates with any enquiries. Please note: All prices quoted are exclusive of VAT which will be charged at the prevailing rate where required. EURAPS 2015 Meeting Secretariat C/o In Conference Ltd Unit 1, Q Court, Quality Street Edinburgh, EH4 5BP, UK Tel: +44 (0)131 339 9235 Email: colette@in-conference.org.uk 13