NATIONAL SPONSORSHIP PROSPECTUS 4 7 May, 2013 Darwin Convention Centre
Welcome About Meetings & Events Australia TM MEA is a national, independent not for profit organisation dedicated to fostering professionalism and excellence in all aspects of meetings management. It also promotes the value and effectiveness of meetings as an important high-yield sector of business travel and tourism. MEA offers Professional Development programmes, accreditation, recognition, disseminates information, provides a forum for its members to discuss current issues, and represents the industry to government. Importantly, Meetings & Events Australia creates a business to business (B2B) community. We deliver excellence in Meetings, Conventions and Business Events, to benefit our members by promoting the growth of, and excellence in, the Meetings, Conventions and Business Events Industry. Welcome from Linda Gaunt It is with pleasure that I invite you to participate in the MEA 2013 National Conference and Exhibition in Darwin. The theme of the conference is Ignite the Conversation and it is sure to bring out many innovative and inspirational sessions. Our Program Committee is currently on fire with ideas and plans are all currently being followed through. The program is sure to be a hit, with something for every sector of our industry. The Local Host Committee is also busy planning your welcome and a myriad of networking events sure to showcase Darwin at its best. The MEA conferences traditionally receive registrations from all sectors of the events industry and early indications are that Darwin will be the same. We are also working to bring in a contingent of registrations from Asia. Our National Conference and Exhibition in 2012 was a great success and we are putting strategies in place to ensure that this is once again the case in 2013. Our track record in drawing an audience from a range of industry players and also from a broad spectrum of experience is excellent and I encourage you not to miss out. I look forward to joining you in Darwin to be inspired, to learn, to strategize and to enjoy all that Darwin has to offer. Linda P Gaunt Chief Executive Officer Meetings & Events Australia MEA NATIONAL SUPPORTERS AUSTRALIA 2
Gain knowledge and improve understanding of future business directions in the meetings industry, trends, benchmark service delivery and new technology. Refresh and Motivate staff through experiences and knowledge gained. Who attends? In-house meeting managers from corporate, association and not for profit markets Professional conference organisers/ meeting managers Senior industry leaders Hotel and venue staff/managers Conference and visitor bureau staff/managers Logistical and operational suppliers (eg: AV, staging, theming, speaker and entertainment, promotional etc) Events students Why Sponsor? Showcase your product or service nationally to just over 11,000 event industry individuals, before, during and after the conference. Excellent networking opportunities during the conference to promote your product or services Be acknowledged for your support of YOUR industry reasons to attend Experience a program that combines the best of events industry professionals and external business experts to deliver you relevant and inspirational content Your opportunity to catch up with existing contacts and to make new ones across all sectors of our industry Be inspired and challenged by others in the industry, assisting you to move your own thoughts and ideas forward View the latest and most innovative products and services in our biggest Exhibition to date Your chance to meet leaders in the industry face to face The opportunity to contribute your say via facilitated discussion groups and with peers at social events Benefit personally from your own development and growth with your newly attained knowledge Achieve a competitive edge for your organisation and industry as a result of great program content and delivery Gain knowledge and contacts to help you articulate the value of meetings and business events for future success and sustainability Have fun with a great bunch of professionals at networking events, both formal and informal 3
Program snapshot Saturday 4 May Pre Conference Tours MEA s Destination Site Visits Cocktail Reception (optional activity) Sunday 5 May AMM, AIMM, AFMEA Reception Special Interest Groups Opening Ceremony Welcome Reception ClubMEA Monday 6 May Plenary Ignite the Conversation Distinctly Different Breakout Sessions MEA s Casual Dinner ClubMEA & Idol Night Tuesday 7 May Plenary Ignite the Conversation Distinctly Different Breakout Sessions 2014 Destination Announcement MEA National Awards Night 4
Available packages MEA would be delighted to discuss any sponsorship opportunities with you that will benefit your company and our delegates. Our aim is to ensure that our delegates leave the conference feeling inspired and uplifted and that our sponsors receive the most exposure from their support of MEA and the industry. Please contact MEA s National Conference Manager to discuss the following or any other sponsorship opportunities in further detail. There are 3 ways of providing sponsorship to MEA Cash This option enables MEA to finance the conference ensuring that the best speaking and social program is offered to delegates. Budget replacement This refers to the necessary items that the conference requires such as audio visual, transport, theming, entertainment, banners, signage, software, tracking, satchels, lanyards, food and beverage, printing etc Your involvement will help to reduce some of the expense line items. Value add For items that will enhance the delegate experience at the conference. Some examples are: delegate gifts, prizes, satchel inserts, speakers, entertainment SPONSORSHIP OPTIONS Delegate Satchels $8,000 Delegate Lanyards $5,000 Exhibition Booth 3m x 2m $2,950 Exhibition Booth 2m x 2m $2,150 Crocodile over $50,000 Barramundi $40,000 - $49,999 Brolga $30,000 - $39,999 Gecko $15,000 - $29,999 General less than $15,000 Advertising in Conference SATCHEL 1 x Satchel item $1,000 All costs incl GST For all sponsorship and exhibition enquiries, please contact: Janette Beedell National Conference Manager P: 02 9929 5400 F: 02 9929 5600 E: jbeedell@mea.org.au 5
Marketing package opportunities Delegate satchels $8,000 inc gst (1 only) Cash payment or a mix of cash and budget replacement Products are supplied in consultation with MEA, with a value no less than $8,000 Eco friendly products are preferred Each delegate attending the conference will receive a quality satchel or like product. This product is a valued event souvenir which will be re-used long after the event this long term brand name exposure is assured. As a sponsor, you will receive the following benefits: Satchel Corporate logo printed in prominent position in full colour on the satchel product alongside the conference logo Registration pass One (1) full conference registration that includes attendance at all conference sessions, lunches, morning and afternoon teas, the welcome reception, casual dinner and the national awards dinner Conference App Listing and corporate logo (full colour) in the Conference App as well as a short promotional paragraph about your company Conference Corporate logo (full colour) on the MEA Conference website with hyperlink to your website website Delegate list Access to the consenting delegate list. Lists will be provided twice, 6 weeks prior and 2 weeks prior to the conference, with permission to communicate once only with each list, prior to the close of the conference Delegate Lanyards $5,000 inc gst (1 only) Cash payment or a mix of cash and budget replacement An excellent promotional opportunity to have your company name/logo printed on all Conference lanyards. Benefits include: Lanyards Conference App Conference website Delegate list Corporate logo (full colour) on all lanyards in conjunction with the MEA Logo Listing and corporate logo (full colour) in the Conference App as well as a short promotional paragraph about your company Corporate logo (full colour) on the MEA Conference website with hyperlink to your website Access to the consenting delegate list. Lists will be provided twice, 4 weeks prior and 2 weeks prior to the conference, with permission to communicate once only with each list, prior to the close of the conference 6
Marketing package opportunities Other opportunities There are many other ways to market your product or service to the delegates in 2013, including (but not limited to): social event sponsorship (cash, budget replacement or value add) venue, food & beverage, entertainment, theming, transfers, audio visual: AMM/AIMM & AFMEA exclusive cocktail reception Delegate Site Visits Welcome Reception Casual Dinner MEA National Awards Night Speaker program: Airfares (domestic, international) Accommodation Speaker Fees Speaker Gifts Creative Design and printing of conference material: Conference Satchel Signage MEA National Awards Night Program Conference Marketing: Print Media Promotional Products Satchel inserts Registration Teaser Gifts Conference Venue: Refreshments on arrival Morning and afternoon teas Lunches WiFi access for delegates and Internet Cafe Transfers: Airport arrivals and departures Daily hotel transfers All social networking event transfers Onsite equipment: Onsite conference equipment Onsite secretariat office equipment (printers, computers etc) Audio Visual Session theming Note: The selection of sponsors will be based on conference requirements. MEA reserved the right, in its absolute discretion to refuse any sponsorship application preference will be given to potential sponsors who are MEA members. 7
Crocodile Over $50,000 Package Inclusions This opportunity enables your organisation to demonstrate its support and commitment to the meetings and events industry. This level of sponsorship will receive the highest level of exposure and recognition through the following: During the program Registration pass Additional social event passes Exhibition space Conference App Conference Satchel Conference website enewsletters Conference website Advertising Press releases Delegate list Verbal acknowledgement at the official opening and closing of the conference Crocodile level recognition on conference signage in the Plenary room Corporate logo (full colour) in the holding slide displayed at the beginning and end of each plenary session Three (3) full conference registrations that includes attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the MEA National Awards Night An additional two (2) tickets will be provided for the Welcome Reception and the MEA National Awards Night You will be provided with one (1) exhibition booth, 3m x 2m, in a prime location (subject to availability at time of booking). Single exhibition booth includes: shell scheme two (2) spotlights fascia signage with company name two (2) exhibition staff passes, including the full business program, catering for all morning and afternoon teas and lunches (excludes evening social functions) Listing and corporate logo (full colour) in the Conference App Option to include 1 x A4 (or smaller) flyer in the conference satchel Corporate logo (full colour) on the MEA Conference website with hyperlink to your website Recognition in all MEA Conference enewsletters to its members as a Platinum sponsor Corporate logo (full colour) on the MEA Conference website with hyperlink to your website Corporate logo (full colour) on Conference advertising Company logo in relevant press releases where appropriate Access to the consenting delegate list. Lists will be provided twice, 4 weeks prior and 2 weeks after the conference, with permission to communicate once only with each list, prior to the commencement of the conference and then within one (1) month from the close of the conference 8
Barramundi $40,000 - $49,999 Package Inclusions During the program Registration pass Additional social event passes Exhibition space Conference App Conference Satchel Conference website Advertising Press releases Delegate list Verbal acknowledgement at the official opening and closing of the conference Barramundi level recognition on conference signage in the Plenary room Corporate logo (full colour) in the holding slide displayed at the beginning and end of each plenary session Two (2) full conference registrations that includes attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the MEA National Awards Night An additional two (2) tickets will be provided for the Welcome Reception and the MEA National Awards Night You will be provided with one (1) exhibition booth, 2m x 2m, in a prime location (subject to availability at time of booking). Single exhibition booth includes: shell scheme two (2) spotlights fascia signage with company name one (1) exhibition staff passes, including the full business program, catering for all morning and afternoon teas and lunches (excludes evening social functions) Listing and corporate logo (full colour) in the Conference App Option to include 1 x A4 (or smaller) flyer in the conference satchel Corporate logo (full colour) on the MEA Conference website with hyperlink to your website Corporate logo (full colour) on Conference advertising Company logo in relevant press releases where appropriate Access to the consenting delegate list. Lists will be provided twice, 4 weeks prior and 2 weeks after the conference, with permission to communicate once only with each list, prior to the commencement of the conference and then within one (1) month from the close of the conference 9
Brolga $30,000 - $39,999 Package Inclusions During the program Registration pass Additional social event passes Exhibition space Conference App Conference Satchel Conference website Delegate list Verbal acknowledgement at the official opening and closing of the conference Corporate logo (full colour) in the holding slide displayed at the beginning and end of each plenary session One (1) full conference registrations that includes attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the MEA National Awards Night One (1) additional ticket will be provided for the Welcome Reception and the MEA National Awards Night A 30% discount is available on the purchase of a 2m x 2m booth Listing and corporate logo (full colour) in the Conference App Option to include 1 x A4 (or smaller) flyer in the conference satchel Corporate logo (full colour) on the MEA Conference website with hyperlink to your website Access to the consenting delegate list. Lists will be provided twice, 4 weeks prior and 2 weeks after the conference, with permission to communicate once only with each list, prior to the commencement of the conference and then within one (1) month from the close of the conference 10
Gecko $15,000 - $29,999 Package Inclusions Registration pass One (1) full conference registrations that includes attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the MEA National Awards Night Exhibition space A 20% discount is available on the purchase of a 2m x 2m booth Conference App Listing and corporate logo (full colour) in the Conference App Conference Satchel Option to include 1 x A4 (or smaller) flyer in the conference satchel Conference website Corporate logo (full colour) on the MEA Conference website with hyperlink to your website Delegate list Access to the consenting delegate list. Lists will be provided twice, 4 weeks prior and 2 weeks after the conference, with permission to communicate once only with each list, prior to the commencement of the conference and then within one (1) month from the close of the conference 11
General Less than $15,000 Package Inclusions Registration pass One (1) full conference registrations that includes attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the MEA National Awards Night. For items of value over $5,000 Conference App Listing and corporate logo (full colour) in the Conference App Conference website Corporate logo (full colour) on the MEA Conference website with hyperlink to your website Delegate list Access to the consenting delegate list. Lists will be provided twice, 4 weeks prior and 2 weeks after the conference, with permission to communicate once only with each list, prior to the commencement of the conference and then within one (1) month from the close of the conference 12
Trade exhibition 2 options available Package Inclusions The conference program and exhibition space have been designed to offer you maximum contact with conference delegates. All morning and afternoon teas and lunches will be served in the exhibition area. Exhibitors are encouraged to design interesting and enticing displays. Stand prizes are an excellent way to attract delegates to your stand. 3m x 2m Booth $2,950 inc GST Shell scheme display booth Two spotlights per stand Fascia sign with company name One general use PowerPoint per stand 2m x 2m booth $2,150 inc GST Shell scheme display booth Two spotlights per stand Fascia sign with company name One general use PowerPoint per stand In addition, each exhibitor will receive Exhibition pass Attendance by up to one (1) company representative for the duration of the Exhibition (5 7 May plus setup and pack down) includes catering for all morning and afternoon teas, lunches. This does not include tickets to social events. Extra tickets to the social events and for exhibition staff can be arranged at additional cost. Conference App Listing and corporate logo (full colour) in the Conference App. Delegate List Access to the consenting delegate list. Lists will be provided twice, 4 weeks prior and 2 weeks after the conference, with permission to communicate once only with each list, prior to the commencement of the of the conference and then within one (1) month from the close of the conference. Other advertising opportunities Conference Satchel insert Another great way to reach all delegates at the conference is is by including your company flyer in the conference satchel. 1 x satchel item $1,000* +gst *Prices include GST Supply of A4 or smaller flyer is acceptable, other items upon agreement. 13
MEA Conference Sponsorship Application Form & tax invoice page 1 Company Contact person Position Address State Phone Postcode Fax Email Level of sponsorship Please list your financial level of sponsorship - all amounts are exclusive of GST Crocodile over $50K General less than $15K Barramundi $40K to $49,999K Brolga $30K to $39,999K Gecko $15K to $29,999K This product / service will be (Please select the applicable): Cash sponsorship or Budget replacement or Combination of cash & budget replacement Please let us know what you would like to sponsor: Other sponsorship opportunities Please note that all amounts are inclusive of GST Exhibition Conference Satchel Please list your booth number preferences in order, booths will be allocated in order of recipt of payment. 1. Exhibition Booth 2m x 2m $2,150 2. 3. Exhibition Booth 3m x 2m $2,950 1 insert $1,000 Payment Meetings & Events Australia ABN 31 002 967 366. This document will be a TAX INVOICE when you make payment Enclosed is a cheque / money order for $ made out to Meetings & Events Australia OR Please debit my credit card listed below for $ Visa Mastercard Bankcard Amex (An additional surcharge of 1.5% applies to all credit card payments) Credit Card Number Card Holder s Name Expiry date CCV number Signature Date OR By Electronic Funds Transfer (EFT) Bank CBA - Commonwealth Bank of Australia Account Name Meetings & Events Australia BSB 062-733 Account 2800 2409 Please email finance@mea.org.au or fax to (02) 9929 5600 with a copy of the remittance advice and reference invoice number. 14
MEA Conference Sponsorship Application Form & tax invoice page 2 Agreement for cash investment I agree to abide by the rules and regulations of the MEA 2013 National Conference. 50% Deposit of the total cost is included with my application for all cash sponsorships. I understand the deposit must be received by MEA before sponsorship or booking can be confirmed. I understand that all final payments are due by 1 March, 2013 and any applications received after this date must be accompanied with full payment. SIGNED: DATE: Agreement for budget replacement investment I agree to abide by the rules and regulations of the MEA 2013 National Conference. I will work with the MEA Conference Manager and ensure that best product and/or service is delivered. I will ensure that staffing provided and other quality logistics matters are covered to the satisfaction of both parties. I understand that should the sponsored item be cancelled after the 1 March 2013, a fee of 50% in cash of the rate agreed to will apply unless a suitable replacement can be found. SIGNED: DATE: PLEASE MAIL OR FAX COMPLETED FORM TO ADDRESS BELOW Janette Beedell National Conference Manager Level 1, Suites 5 & 6 1 McLaren Street North Sydney NSW 2060 Ph: (02) 9929 5400 Fax: (02) 9929 5600 conference@mea.org.au Terms and Conditions 1. Meetings & Events Australia (MEA) reserves the right to amend the sponsorship program or tailor sponsorship packages to benefit the sponsor and/or the event. Every effort will be made to maximize sponsor benefits as well as delegates experience. 2. Selection of sponsors will be based on their ability to meet conference requirements and offer innovative solutions. MEA reserves the right, in its absolute discretion, to deny, or rescind an offer of sponsorship. 3. The conference manager reserves the right to vary the quoted prices in accordance with any change to the legislated rate of the GST which is currently 10% and is applicable to all goods and services offered by the conference. All prices in this document are inclusive of GST. 4. All sponsorship will only be confirmed on receipt of a signed application form. A tax invoice issued by MEA will be sent out for all cash sponsorship. All cash sponsorship will only be acknowledged on the receipt of 50% deposit and a signed application form. Final payment is due by 1 March 2013. Please note that in case of cancellation of cash sponsorship, the deposit of 50% will not be refunded by MEA. 5. After sponsorship has been accepted a reduction in sponsorship is considered a cancellation and will be governed by the above cancellation policy. All cancellations must be made in writing directly to the conference manager. 6. No Sponsor or Exhibitor will be able to set up their trade stand until a full payment and a booking form is received by MEA. 7. All budget replacement and value added items are costed at industry and not rack rates. These are also subject to the above cancellation policy. Should the sponsored item be cancelled after the 1 March, 2013, a fee of 50% in cash of the rate agreed to will apply unless a suitable replacement can be found. 8. No sponsor shall assign, sublet or apportion the whole or any part of their sponsorship package without MEA s approval. 9. Exhibition stand bookings will not be confirmed until payment is received together with the signed booking form. Please note that deposits are non-refundable. 15