PROSPECTUS CIBTM Beijing, China 23-24 August, 2017 Registrations open: 19 June 2017 Tourism New Zealand Contacts: Emmily Campbell Trade Development Specialist: Business Events & Premium Email: Emmily.campbell@tnz.govt.nz Phone: +64 4 979 6928 Leslie Chen Business Events Coordinator Asia Market Email: Leslie.Chen@tnz.govt.nz Phone: +86 15502189517
Kia ora, CIBTM is part of Reed Travel Exhibitions global meetings and events portfolio and is cohosted by Beijing Tourism Administration (BTA) and officially endorsed by the China National Tourism Administration and Beijing Municipal Government. The event provides a dedicated 2 day business platform for exhibitors to meet and conduct business with international and regional senior level buyers who have the authority to place real business. CIBTM attracts a global community of buyers with serious purchasing power. In 2015 the event brought together over 5000 business professionals, buyers and trade visitors, including 368 senior level Hosted Buyers from over 31 countries and regions. CIBTM provides the New Zealand industry with: An audience of 5000 highly qualified and targeted corporate and professional buyers from China, Asia and European markets. Meet with business professionals including senior level industry buyers as part of the Hosted Buyer Program All exhibitors receive a schedule of one-to-one meetings confirmed before the event with Hosted Buyers who have requested to meet with them. All exhibitors are invited to attend the extensive education program of seminars and panel discussions delivered by an impressive list of international and regional speakers from the meetings industry. We have set the second delegate participation fee low to encourage you to have two people attend CIBTM. This enables one delegate to stay at the trade show while the other can attend the seminars and panel discussions which will help your company understand the Chinese market better. Gain international exposure via the CIBTM website, newsletters, press releases, direct mail and email campaigns and even onsite in the Event Catalogue and Show Daily.
CRITICAL DATES 19 June 2017 03 July 2017 07 July 2017 14 July 2017 17 July 2017 24 July 2017 31 July 2017 Applications open Applications close Event Attendance confirmed by Tourism New Zealand Event Guide distributed to confirmed participants Invoice payment due 50% cancellation fee applies after this date No cancellation or refund after this date 22 August 2017 New Zealand delegates arrive in Beijing at the latest 23 August 2017 CIBTM begins 25 August 2017 CIBTM concludes PARTICIPATION FEES Delegate 1: Delegate 2: NZ$4000.00 NZ$200.00 Note: Delegate 2 will not have their own space allocated they must work in conjunction with Delegate 1 Registration fee includes: One delegate registration per organization Designated stand space for your organization on the Tourism New Zealand stand. All furnishings on the stand included in the price Automated appointment scheduling Registration fee does not include: Accommodation Air travel arrangements and related expenses (such as travel insurance). All arrangements and costs are the responsibility of the participants. (see below Flights and Accommodation for more information) It is recommended you budget approximately US$50 per day for meals and incidentals Translator fee. Budget approximately NZD 400 per day per person
PAYMENT AND CANCELLATION POLICIES Registration documentation is due no later than 03 July 2017. Tourism New Zealand will confirm participation on 07 th July 2017. Payment is due no later than 17 July 2017. CANCELLATION FEES: 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 5 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.
SELECTION CRITERIA AND PROCESS There will be a limited number of places available for New Zealand companies. Applications to attend are due by 03 July 2017 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). Final attendance for CIBTM is limited to 6 New Zealand companies and is most suitable for those: involved in international conference and incentive marketing seeking to establish international relationships in the conference and incentive sector have been previous exhibitors at international business events 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 Destination Management Company; o Endorsed Visitor Information Centre; or b you are an International Marketing Alliance (IMA), touring route, Regional Tourism Organisation (RTO), Regional Convention Bureau, other marketing group or national association; or you are an airline with established routes to New Zealand. HOW DO I REGISTER? Please complete and submit the online application form. On submission you will receive an email confirming your application has been received.
If you do not receive an email, please contact Emmily Campbell, Trade Development Specialist Business Events Emmily.campbell@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 event application form. 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 ; 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 email 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 offshore 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. LOCATION Venue: China National Convention Centre (CNCC), Beijing. Address: No.7 Tianchen East Road, Chaoyang District, Beijing 100105, China Booth Number: T.B.A Website: www.cibtm.com
EVENT SCHEDULE Each exhibitor will have access to an appointment schedule with the Hosted Buyers Program. CIBTM offers scheduled and non-scheduled meetings. Exhibitors and hosted buyers have the opportunity to pre-scheduled appointments with each other prior to the event using an online computerized appointment system. This happens one month prior to the event. DAY ONE Tuesday 22 August 0900 Fly to Beijing 1400 (TNZ will do the registration for NZ vendors) 1800 Either one you can choose : CIBTM Gala Dinner Evening /or your free time in Beijing DAY TWO Wednesday 23 August 0930 CIBTM opens 1000 Prescheduled appointments 1300 Lunch 1400 Prescheduled appointments 1700 CIBTM closes 1730 2100 CIBTM China team dinner with NZ vendors DAY THREE Thursday 24 August 0930 CIBTM opens 1000 Prescheduled appointments 1300 Lunch 1400 Prescheduled appointments 1530 CIBTM closes 1800 Free time in Beijing DAY FOUR Friday 25 August 1000 NZ delegates leave Beijing to New Zealand *Event schedule above is subject to change. The itinerary detailed in this prospectus is only a guide. If you choose to arrive in Beijing earlier or depart later, this is welcomed.
SALES CALLS / FOLLOW UP DAYS Not arranged this year ACCOMMODATION & TRANSFERS Accommodation: Tourism New Zealand has negotiated rates with Intercontinental Beijing Beichen Hotel which is very close to the China National Conventional Center. There are other hotels options available near CNCC however it would be good to have everyone staying in one place. Reservation details will be provided after registration. Transfers: If all delegates arrive on the same day transfers will be arranged. Otherwise taxis are readily available from the airport. FLIGHT BOOKING PROCEDURE Air New Zealand is pleased to support CIBTM Beijing by offering participants discounted travel on Air New Zealand. Detail of the fare offer will be provided to all participants once applications close. If you have any questions regarding these promotional fares, please contact Emmily Campbell Emmily.campbell@tnz.govt.nz VISAS Visas are required for all New Zealand passport holders entering China. Processing can take up to one month so we advise you do this well in advance of travel. See www.chinaembassy.org.nz for more information. Visas are the responsibility of the participants attending the event. Participants should confirm their individual visa requirements for each country prior to departure.
POLICIES Cancellation Policy Refund requests must be made in writing to Emmily Campbell Tourism New Zealand Wellington by email Emmily.campbell@tnz.govt.nz. Cancellations before 23 rd July 2017 will be refunded in full. Cancellations received after 24 July 2017 will incur a 50% cancellation fee. Cancellations received after 31 July 2017 will be non-refundable. Travel and Medical Insurance You are responsible for arranging your own insurance, including public and products liability, property (owned or on loan including transit) and workers compensation. We recommend that you purchase a comprehensive medical and travel insurance policy prior to departure. Tourism New Zealand does not arrange for travel or medical insurance on behalf of New Zealand participants / RTO, RCB or IMA regions. Tourism New Zealand does not provide for any indemnity for loss or injury suffered by participants while in China. MATERIALS REQUIRED Materials English is the most common language used and while most Asian countries are satisfied with English material, it is a courtesy to produce some information in simplified Chinese please note however, this is not a necessity. We suggest you bring material for up to 45 appointments and additional brochures (100) for buyers you may not meet formally. Presentation Equipment It is suggested you present from either a laptop or flipchart. Access to power outlets will be by request on registration. For participants using laptops, it is essential you bring a power adaptor with you.
PRINTED MATTER SHIPMENT Tourism New Zealand will not coordinate or subsidize collateral shipment for this event. If you choose not to courier your items, we suggest that you use a courier company that can track your shipments and can handle any delays that may occur at China customs. Please bring all tracking forms with you. Tourism New Zealand is not responsible for brochures held in customs. If you wish to ship your printed matter independently, please ensure that they arrive by Friday 28th July 2017 at the latest. (Allow clear time at customs). Each package should be properly labelled with your contact name and address as well as a second address label addressed to the CIBTM official logistic company as below: DIRECT SHIPMENTS TO BEIJING: