SPONSORSHIP AND EXHIBITION OPPORTUNITIES fecava2018
TABLE OF CONTENTS Welcome to Estonia! 3 GENERAL INFORMATION ABOUT FECAVA2018 EUROCONGRESS 4 GENERAL SPONSORSHIP OPTIONS 6 SPECIALISED SPONSORSHIP OPTIONS 8 ADVERTISING OPTIONS 10 EXHIBITION 11 FLOOR PLAN 12 PRACTICALITIES 14 2
Welcome to Estonia! On the behalf of the Scientific Committee and the Local Organising Committee, it is our great pleasure to invite you to the 24th FECAVA Eurocongress that will take place from 14th to 16th June, 2018 in Tallinn, Estonia. We are delighted to present you with versatile sponsorship options that provide your company with the opportunity to introduce yourself and your products in a manner that is most characteristic of your style. We are very pleased to host the 24th FECAVA Eurocongress in Tallinn the capital of Estonia, particularly famous for its Old Town listed on the UNESCO World Heritage list. See you in Tallinn in 2018! Yours, Janne Orro, DVM FECAVA2018 Organising Committee Chairperson President of the Estonian Small Animal Veterinary Association 3
GENERAL INFORMATION ABOUT FECAVA2018 EUROCONGRESS DATE 13 June, 2018 - Workshops 14-16 June, 2018 - Congress FECAVA2018 EUROCONGRESS AUDIENCE The FECAVA2018 Eurocongress will bring together 1,000 participants from different parts of Eurasia. 90% of the participants are veterinarians and 10% are veterinary nurses. Overview of the participant expectation prognosis by country: Estonia: 100 Latvia: 100-150 Poland: 50 Lithuania: 100-150 Finland: 200 Russia: 100-150 Other Scandinavian countries: 100-150 Ukraine and Georgia: 70 Other countries from the EU: 200 FECAVA2018 EUROCONGRESS ORGANISERS Estonian Small Animal Veterinary Association www.loomaarst.ee Federation of European Companion Animal Veterinary Associations www.fecava.org FECAVA2018 EUROCONGRESS SECRETARIAT PUBLICON PCO www.publicon.ee/en Väike-Turu 8, 51013 Tartu, Estonia Tel: + 372 740 4095 Email: fecava2018@publicon.ee INDUSTRY EXHIBITION AND SPONSORS Contact person: Ms. Grete Mark Email: grete@publicon.ee Tel: +372 53 855 124 CONGRESS WEBSITE www. 4
ABOUT THE PROGRAMME During the congress, at least 4 scientific streams are arranged, as well as an additional oneday session for veterinary nurses. Additionally four workshops will take place on the day before the congress starts. In order to provide both the participants and sponsors better participation opportunities, the congress enables partial (up to 2 sessions) simultaneous interpretation in English- Russian-English. THE FECAVA2018 EUROCONGRESS PROGRAMME FOR VETERINARIANS WILL INCLUDE THE FOLLOWING TOPICS: Anaesthesia and critical care Behaviour Cardiology Clinical Pathology Dermatology Dentistry Diagnostic Imaging Exotic Animals Gastroenterology Infectious Diseases Internal Medicine Neurology Ophthalmology Orthopaedics Reproduction Soft tissue surgery The programme for nurses includes the areas of anaesthesia, behaviour and reproduction. You can find an overview of the preliminary topics and the invited lecturers on the FECAVA2018 Eurocongress website: http:///en/programme/ FECAVA2018 EUROCONGRESS VENUES The FECAVA2018 Eurocongress will be held at the Creative Hub (Kultuurikatel) and the adjacent Energy Discovery Centre. The Creative Hub is a creative centre and a place for cultural events in the heart of Tallinn. Its doors are open to all visitors, and it is the venue for various workshops, seminars, conferences, festivals, exhibitions and much more. It is situated near the city centre and it houses 5 conference rooms and 2 foyers on 3 levels. The main congress sessions will be held in the Creative Hub. In the Energy Discovery Centre workshops, workgroup meeting and the session for nurses will be held. Posters are also exhibited here. There will be a tent between the buildings, so it will be comfortable to move between them. More information about the Creative Hub is available at: http://kultuurikatel.ee/en More information about the Energy Discovery Centre can be found at: www.visitestonia.com/en/energy-discovery-centre-5 5
GENERAL SPONSORSHIP OPTIONS The FECAVA2018 Eurocongress sponsorship opportunities provide each sponsor with unique ways to promote brands or messages associated with different aspects of the congress. PREMIUM SPONSOR, OPTION FOR 3 SPONSORS 27,000 EUR PARTICIPATION IN THE PROGRAMME Up to two satellite sessions during lunch breaks, lasting up to 60 minutes The programme of the session is subject to the approval of the Local Organising Committee The sponsor is responsible for the programme, room setup and seating The suitable time slot must be arranged with the Local Organising Committee EXHIBITION 40 m 2 exhibition space 4 complimentary full delegate badges including the congress gala dinner invitations RECOGNITION An announcement about the Premium Sponsor joining in newsletters and the social media Verbal acknowledgement/introduction at the opening ceremony done by the moderator The sponsor s slide at the opening ceremony The opportunity to hold own reception at the Kultuurikatel outside of the official programme VISIBILITY Logo and name on the congress bag together with the FECAVA logo, the bags will be provided by the Local Organising Committee One insert into the congress bag, size A4 up to 16 pages OR an insert of a USB drive or memento, not a pen/pencil Logo and name consistently displayed on the website An article or a video (advertising) on the website in a subcategory Logo and name in the programme book One full page advertisement in the programme book Logo and title displayed on slides between sessions Logo and name on pre-marketing materials (produced on the basis of the marketing plan; can be added to new materials produced after the sponsorship agreement is signed) 6
GREAT SPONSOR (UNLIMITED) 13,500 EUR EXHIBITION 20 m 2 exhibition space RECOGNITION Verbal acknowledgement/introduction at the opening ceremony done by the moderator 2 complimentary full delegate badges including the congress gala dinner invitations VISIBILITY Logo and name displayed on the website in the sponsors section An article (advertising) on the website in a subcategory Logo and name in the programme book Half-page advertisement in the programme book Logo and title displayed on slides between sessions One printed insert into the congress bag, size A4 up to 4 pages SPONSOR (UNLIMITED) 6,750 EUR EXHIBITION 8 m 2 exhibition space 1 complimentary full delegate badge including the congress gala dinner invitation. RECOGNITION AND VISIBILITY Logo and name displayed on the website in the sponsors section Logo and name in the programme book Half-page advertisement in the programme book Logo and title displayed on slides between sessions SUPPORTER (UNLIMITED) 1,750 EUR Logo and name displayed on the website in the sponsors section Logo and name in the programme book Logo and name on the wall of sponsors All publishable texts, images, advertisement designs and recordings, also inserts into the conference bags must be provided by the Sponsor. First come, first served principle applies here. Prices are net prices, local taxes will be added if applicable. To discuss sponsorship opportunities and other ways to get involved with FECAVA2018, contact the Eurocongress Secretariat PCO Publicon. CONTACT PERSON: Ms. Grete Mark Email: grete@publicon.ee Tel: +372 53 855 124 7
SPECIALISED SPONSORSHIP OPTIONS LECTURERS AND LECTURES Keynote travel sponsor (one per keynote) - verbal acknowledgement of the sponsor by the session chair/keynote - logo by every keynote s introduction - logo in the programme by the keynote presentation s entry - the keynote will be invited by the FECAVA2018 organisers 1,400 EUR Parallel session sponsor (one slot per session available) 3,000 EUR - option of exhibiting signage and promotional materials in the session hall - greeting at the beginning of the session - opportunity to show up to 3 sponsor slides before the session - 1 complimentary delegate badge (including coffee breaks and the welcome reception) SOCIAL EVENTS AND CATERING Refreshment breaks sponsor (two slots available) 2,150 EUR - option of exhibiting signage and promotional materials at catering stations - 1 complimentary delegate badge (including coffee breaks and the welcome reception) Lecturers dinner sponsor (one slot available) 2,150 EUR - option of exhibiting signage and promotional materials at the dinner - 1 complimentary delegate badge (including coffee breaks and the welcome reception) Welcome reception sponsor (one slot available) 5,000 EUR - option of exhibiting signage and promotional materials at the welcome reception - greeting at the beginning of the reception - 1 complimentary delegate badge (including coffee breaks and the welcome reception) Gala dinner sponsor (one slot available) 5,000 EUR - option of exhibiting signage and promotional materials at the gala dinner - logo on the gala dinner menus - 1 complimentary delegate badge (including coffee breaks and the welcome reception) Congress fruit supplier (one slot available) - fruits and serving displays will be provided by the sponsor - option of setting up five branded displays around the venue 2,000 EUR 8
Congress water supplier (one slot available) 2,000 EUR - water will be provided by the sponsor - option of offering branded bottled water - 1 complimentary delegate badge (including coffee breaks and the welcome reception) IT-SOLUTIONS Digital edition of abstracts (two slots available) 2,000 EUR - logo on the first screen of digital abstracts and on every screen header - sponsor s name notification together with the digital abstract book promotion - 1 complimentary delegate badge (including coffee breaks and the welcome reception) All advertisement designs, video files, images, slides, promotional materials and banners must be provided by the Sponsor. DISTRIBUTION MATERIALS Pens (two slots available) - logo in one colour will be printed on a pen or pencil - the colour of the pen/pencil will be chosen by the sponsor - every participant will get a pen/pencil Notepads (one slot available) - logo in one colour will be printed on the notepad - every participant will get a notepad Lanyards (one slot available) - logo in one colour will be printed on the lanyard - the colour of the lanyard will be chosen by the sponsor - every participant will get a lanyard Bookmarks (one slot available) - sponsor s logo will be printed on the bookmark - the layout of the bookmark will be made in cooperation with the sponsor - every participant will get a bookmark 1,900 EUR 1,900 EUR 2,150 EUR 1,600 EUR All advertisement designs must be provided by the sponsor. The distribution materials will be provided by the organiser. 9
ADVERTISING OPTIONS Inserts into delegate bags Printed insert, max A4 leaflet of 2 pages (limited to 3 slots) Printed insert, max A4 brochure of 12 pages (limited to 1 slot) Copy of an animal science periodical, max 45 pages (limited to 1 slot) Custom promotional item insert, max 50 g (limited to 1 slot) Advertisements in the programme book, custom placement Half page, custom placement (unlimited) Full page, custom placement (unlimited) Full page, inside front/back cover (two slots) Full page, back cover (one slot) Display of freestanding banners in the common areas Medium banner, max size 0.8 x 2.2 m (limited to 20 slots) Large banner, max size 1.5 x 2.5 m (limited 5 slots) 850 EUR 1,350 EUR 1,100 EUR 1,100 EUR 425 EUR 850 EUR 1,500 EUR 1,600 EUR 325 EUR 650 EUR All inserts, advertisement designs and banners must be provided by the sponsor. To discuss sponsorship opportunities and other ways to get involved with FECAVA2018, contact the Eurocongress Secretariat PCO Publicon. CONTACT PERSON: Ms. Grete Mark Email: grete@publicon.ee Tel: +372 53 855 124 10
EXHIBITION EXHIBITION PRICE PER SQUARE METRE Early bird fee until 30 November, 2017 275 per m 2 + VAT Regular fee from 1 December, 2017 to 28 February, 2018 340 per m 2 + VAT Late fee until 30 April, 2018 405 per m 2 + VAT A one-time service fee of 60 will be added to the exhibitor and sponsor (who have exhibition space included in the package) orders. The locations of booths on the ground floor, first floor and the exhibition tent between the congress buildings are presented below. Coffee and lunch will be served in all exhibition areas. THE EXHIBITION SPACE FEE WILL INCLUDE THE FOLLOWING: Secretariat services (registration, staff support etc.) 1 delegate badge per exhibition space of 6 square metres (including the coffee breaks and the welcome reception costs. The gala dinner, lunches and other costs are not included in this fee) One 4.5A 220V 1.0kW power supply EU standard outlet, two chairs and an ordinary table per booth Listing in the programme book as an exhibitor Logo on the congress website as an exhibitor General cleaning service Any additional staff will be charged an exhibitor registration fee of 80 (including the coffee breaks and the welcome reception costs. The gala dinner, lunches and other costs are not included in this fee). In case you host an exhibition partner at your booth, a fee of 300 will be charged per each coexhibitor. The pricelist for additional items is available through the congress secretariat. EXHIBITION SCHEDULE (preliminary, the schedule can change based on overall changes in the congress timetable) Set-up Wednesday, 13 June, 2018 14:00-23:00 Exhibition times Thursday, 14 June, 2018 09:00-21:30 (18:00-21:30 welcome reception in the exhibition area) Friday, 15 June, 2018 09:00-18:00 Saturday, 16 June, 2018 09:00-19:00 Dismantling Saturday, 16 June, 2018 19:00-23:00 11
PRACTICALITIES DIVISION OF EXHIBITION SPACES The exhibition areas are located in high traffic areas between the session and meeting halls. All exhibition areas have integrated lunch and coffee break areas (marked on the plan). The initial placement of exhibition spaces will be made according to the first come, first served principle. Priority is given according to the sponsoring level, date of application and payment of the first deposit. Preference is given according to the sponsorship level. Exhibitors wishing to avoid assignment of space adjacent to that of a particular competitor should indicate so on their exhibition order form. Careful consideration will be given to all requests. However, we cannot guarantee that all such requests can be met. We shall also reserve the right to relocate or reassign booths at any time for the overall benefit of the meeting. By sending the digital application request via the FECAVA2018 webpage, the booking is legally binding for both parties. This agreement shall remain in full force and effect in case of a merger or acquisition of the contracting company. The Organiser reserves the right to change the venue and duration of the Exhibition, or to cancel the Exhibition if exceptional circumstances demand such changes. CANCELLATION/MODIFICATION OF ITEMS POLICY The organisers shall retain 50% of the agreed package amount if the cancellation/modification of items is made before 30 November, 2017 included. PAYMENT TERMS After registering as a sponsor/exhibitor via the FECAVA2018 website, an invoice of 50% of the total amount will be composed and sent according to the details given. First payment - The initial payment has to be paid in 30 days after receiving the invoice. If the payment has not been received within 30 days, the reserved exhibition space will be released. Final payment - Deadline for early bird registrations: 1 January, 2018 - Deadline for regular registrations: 1 April, 2018 - Deadline for late registrations: 1 June, 2018 An invoice for the remaining amount will be sent 30 days prior to the exhibition registration deadline. USE OF EXHIBIT SPACE Exhibitors are bound to exhibit the announced products and to provide competent personnel during the opening hours of the exhibition. The activities of the Exhibitor shall be confined within the limits of the Exhibitor s booth. LIABILITY It is mutually agreed that the Organiser shall not be liable to the Exhibitors for any damage to and/ or loss of the Exhibitor s property during the exhibition as well as installation and removal of the exhibits and booths. The Organiser shall not be liable to the Exhibitors for any injuries to persons presenting or visiting the Exhibitor s booth. All claims for any such loss, damage, or injury are expressly waived by the Exhibitors. 12
THANK YOU FOR YOUR COOPERATION Ms. Janne Orro, DVM Congress Chair Email: janne.orro@loomaarst.ee Tel: +372 521 6465 Ms. Liis Käosaar Congress Head Manager Email: liis@publicon.ee Tel: +372 524 4442 Ms. Grete Mark Exhibition and Sponsorship Coordinator Email: grete@publicon.ee Tel: +372 5385 5124 fecava2018 13
See You in Tallinn in 2018!