Destination NSW USA Roadshow 2018 PROSPECTUS Sunday, 11 November Saturday, 17 November 2018
Roadshow Overview The Destination NSW (DNSW) USA Roadshow is designed to showcase Sydney and New South Wales (NSW) products and destinations to key trade partners, and to educate agents, product managers and front-line wholesale staff about destinations, experiences and individual products in NSW. Ultimately, the Roadshow is designed to increase overnight visitor expenditure in NSW. The DNSW Roadshow will take place from Sunday, 11 November to Saturday, 17 November 2018 across three cities including New York, Chicago and Los Angeles. Market Profiles The USA is a key market for NSW, with the latest results from the International Visitor Survey for the year ending March 2018 showing that NSW s second largest international inbound visitor is from the USA. In the year ending March 2018, NSW welcomed 493,900 visitors from the USA with visitors staying 4.9 million nights. Visitors from the USA spent an estimated $762 million in NSW making it the second highest ranking market in terms of expenditure to NSW. Additional market information for the USA can be found on the Destination NSW website Roadshow Objectives Grow overnight visitor expenditure for NSW by: Increasing destination and product awareness Raising the profile of NSW tourism suppliers Growing business opportunities for NSW tourism suppliers with key trade partners in the USA Strengthening and establishing travel industry relationships with USA product managers Providing product education for retail sales and front-line wholesale staff, who play a crucial role in securing bookings Generating media exposure for destinations and marketing initiatives Creating opportunities for NSW tourism suppliers to contract with relevant USA wholesalers Showcasing NSW key experiences, cities, regions and events to key trade partners. 2
Roadshow Participation With a maximum of 12 places available, preference will be given to NSW tourism suppliers who most closely meet the eligibility criteria. In response to market demand, new tourism suppliers who are export-ready are strongly encouraged to apply. Each applicant must demonstrate how they meet the criteria in their application. In order to showcase the depth and diversity of tourism products and to maintain and stimulate interest in the destination, DNSW reserves the right to determine final participation. There is no pro-rata discount if an element of the event program is not undertaken by you. If the number of companies meeting the selection criteria exceeds supply for the event, DNSW has the right to apply a 'first in first served' limit based on the date an application is submitted prior to the deadline for the registration. Selection criteria: Suppliers must be an export-ready tourism product (for e.g. accommodation, visitor attraction, tour/activity provider or tourism transport) and paying commissions Availability of relevant nett rates for your product/s or service Suitability of export-ready product/s for the USA market Availability of export-ready product/s in the USA market, appropriate booking facilities or distribution via an Inbound Tour Operator (ITO) or international wholesale program Evidence of your product/s or service as internationally active in the USA markets which may include one or more of the following in the past three years: o Attendance at one or more trade event/s held in Australia or international o Involvement with the DNSW Trade Famil Program o Demonstrated international marketing and promotional activities including advertising in trade/consumer promotions o Marketing product collateral relevant to the USA market (therefore, brochure, factsheet, online collateral) Tourism suppliers representing destinations other than NSW will be requested not to promote those products or services Attending Destination Networks must be representing a range of export-ready product/s type (minimum of six products) in the region suitable to the market that are not represented at the event. Destination Networks may not use Destination NSW operational funding to attend the event. Therefore, the participation fee and travel costs must be met by local operators or other revenue sources Tourism suppliers must be represented by an Australian-based representative therefore preference will be given to those utilising an Australia-based representative to attend Tourism suppliers must have public liability insurance to a minimum of $20,000,000 Tourism suppliers should have an up-to-date, live listing on sydney.com or visitnsw.com Inbound Tour Operators are not eligible to attend the Roadshow Tourism suppliers must have no outstanding debts with DNSW Tourism suppliers must ensure receipt of requested materials and payment by deadline dates. 3
Participation Package Participation cost for a tourism supplier is AUD$5,500 (exclusive of GST) for the USA Roadshow held from 11-17 November 2018 with a minimum of 10 and a maximum of 12 NSW tourism suppliers. Roadshow participation includes: Six nights accommodation (single occupancy, breakfast not included) Welcome pack including market intelligence, name badge, uniform, Roadshow program and detailed contact list of agents and product managers attending the Roadshow Inclusion in the NSW tourism supplier directory which is provided to all attending participants Market briefing hosted by DNSW in New York as specified in the program Attendance at product manager and travel agent events (total of five events) including supply of meals (where specified) DNSW hosts for the duration of the Roadshow Domestic economy flights from New York to Chicago and Chicago to Los Angeles Transfers to and from cities to airports and hotels and from hotels to function venues will be assisted by DNSW USA. Any transfer outside of the scheduled program will be at the participant s own expense. The Participation Package excludes the following: International flights to/from Australia or any other destination to the Roadshow destination and from the end destination of the Roadshow Accommodation outside the Roadshow dates All other transfers not specified in the program Access to office equipment (Internet, email, printers, scanners, photocopiers, stationery, etc.) Brochure shipment or freight charges Items of a personal nature such as laundry, mini bar, telephone, internet, Wi-Fi Travel insurance, passport and visa applications Domestic baggage fees on flights within the USA (paid at airport check-in). Payment Upon confirmation of participation in the Roadshow, tourism suppliers will be issued with an invoice of AUD $5,500 excluding GST. Tourism suppliers will be required to adhere to the terms and conditions stated on the invoice. Please make note of the cancellation policy on page 4 of this prospectus, fees may apply in the event of late payment or cancellation. Cancellation and Refund Policy This Roadshow will consist of a minimum of 10 and a maximum of 12 NSW tourism suppliers. Should the minimum number not be reached, the Roadshow may not proceed and this decision will be made at the discretion of DNSW. This decision will be made by Tuesday, 28 August 2018 and all registered participants advised. For cancellations received on or before: Friday, 21 September 2018 5pm (Sydney time) - refund of your total participation fee: AUD$5,500. For cancellations received after: Friday, 21 September 2018 5pm (Sydney time) - no refund will be provided. All cancellations must be received in writing to lidia.marcelino@dnsw.com.au 4
Key Dates and Deadlines Please note the key dates and deadlines in the timetable below. Adherence to these deadlines will assist you in planning your participation in the Roadshow. Applications open Friday, 24 August 2018 Applications close Friday, 7 September 2018 Acceptances advised Tuesday, 11 September 2018 Signed confirmation of your participation required Friday, 14 September Review of your company listing in the Tourism Supplier Friday, 14 September 2018 Directory Invoices issued Friday, 21 September 2018 Cancellation fees applicable from Friday, 21 September 2018 Final payment due Friday, 19 October 2018 Air/Other Travel International flights to/from Australia or any other destinations will be the responsibility of the participant. We recommend purchasing your international airfares as soon as you receive confirmation of attendance for the Roadshow to ensure you receive the best available fare. The participant must have a valid passport to enter USA and also be aware of immigration formalities. DNSW will arrange travel between the New York, Chicago and Los Angeles as part of the participation fee. Visas and Travel Documentation You must have a valid passport with at least six months of remaining validity from the date of entry to the destination. Most Australian passport holders are able to travel to the USA without a visa by using the Visa Waiver Program (VWP). The VWP allows travel to the USA for tourism or business, for stays of 90 days or less. Under the VWP, all eligible travelers must apply for authorization using the Electronic System for Travel Authorization (ESTA). This ESTA authorization must be completed prior to departure and there is an administrative fee of approximately US $14. If you do not hold an Australian passport, click here for a list of countries that participate in the VWP. To apply for ESTA authorisation to travel to the USA click here. For further information on USA visas, travel documentation and customs formalities, please visit www.smartraveller.gov.au. 5
Accommodation Six nights accommodation in New York, Chicago and Los Angeles are included in the participation fee. Accommodation over the Roadshow dates will be booked and arranged by DNSW on your behalf. Additional nights outside the official program will be at your own expense and arrangement. The contact information for each hotel will be supplied to tourism suppliers by early September 2018 (after signed confirmation date by all delegates). Freight and Collateral USA buyers will receive a NSW tourism supplier directory at each event. This directory contains each NSW tourism supplier s product information and will be distributed to all attendees. The directory is invaluable during the event. It reduces the need for tourism suppliers to bring hardcopy brochures and it serves as a reference tool for wholesalers and agents after the event. Contact details, a company logo, one product image and a company biography will be included for each tourism supplier. You will be required to upload your company logo, one product image (hi res.jpg or.eps file format) and a 250-word biography during the application process. You will be contacted on Friday, 14 September 2018 to confirm the information you submitted in your application. If you intend to send collateral, it is suggested that you bring a minimum of 350 brochures to distribute during the Roadshow (50 New York, 150 Chicago and 150 Los Angeles). USB/memory keys are a common form of information distribution in-market and are welcomed by the travel trade. It is recommended that you do not post any goods, but rather use a freight forwarding company to courier your materials. If required, all hotel delivery details will be provided by October 2018. NSW tourism suppliers will be provided with a detailed contact list of all Roadshow attendees and are encouraged to follow up with agents post event. We also recommend you bring 350 400 business cards. If shipping, only include printed material in your shipment as CDs and other promotional items are likely to get delayed at customs and/or incur large import taxes. Freight costs are the responsibility of the NSW tourism supplier. DNSW is unable to assist with processing goods held in customs. Theming and Giveaways The venues will be themed with DNSW branding. Each NSW tourism supplier will have a standard trade show table top area to theme. Theming items can include an ipad/tablet, small table-top brochure rack, tent-card or laptop plus table decor. You are welcome to provide small giveaways such as pens, USB keys or stress balls, for travel agents and front-line wholesale staff. Approximately 300-350 agents and staff will attend the Roadshow, and all will receive a DNSW themed tote bag at each event. 6
Prizes NSW tourism suppliers are encouraged to donate prizes and offer complimentary accommodation, tours, attractions so prize winners can experience your product. DNSW will source and supply the airfare and package the prizes to offer one prize pack per event. A total of five prize packs (2 retail & 3 wholesale events) will be offered during the Roadshow. If you would like to donate prizes, please outline your offer during the application process and advise any applicable terms and conditions. You will also need to supply vouchers for the prizes. Insurance All participants are responsible for personal travel; vaccinations, if required; health insurance; public and product liability insurance; workers compensation; and property insurance coverage for the duration of the Roadshow. It is highly recommended that travel insurance be purchased prior to departure. DNSW does not accept responsibility or liability for any loss suffered by participants; does not provide or arrange any insurance for or on behalf of participants; and does not provide any indemnity for loss or injury suffered by participants. Terms and Conditions Terms and conditions apply to participate in the DNSW USA Roadshow 2018. These are outlined in the application process and tourism suppliers are asked to sign indemnity forms on acceptance of their place in the Roadshow. Draft Program Day 1: Sunday, 11 November 2018 New York Arrive in New York for Monday Morning The Edition Hotel, New York 5 Madison Avenue, New York, NY 10010 Day 2: 9:30 10:30 11:00 12:00 12:30 16:00 Monday, 12 November 2018 New York Breakfast at leisure (own expense) Destination NSW Welcome and Roadshow Briefing Venue: The Edition Hotel PR Media Workshop with Laura Davidson PR USA PR/Media Update Presentation & Workshop Venue: The Edition Hotel Wholesale Workshop and Lunch New York Format: Networking lunch, followed by 10-minute one-on-one appointments with wholesale product buyers with 1-2 buyers per appointment. Target: 50 Wholesale Product Managers, Owners and key 7
retail travel agents including Aussie Specialists Venue: The Edition Hotel, New York 18:00 21:00 Destination NSW Hosted Industry Dinner New York Networking dinner with key wholesale and retail buyers from greater New York area. Target: 20 x New York travel partners Location: The Edition, New York The Edition Hotel, New York Day 3: 8:00 12:00 14:00-15:00 16:30 20:30 Tuesday, 13 November 2018 New York/Chicago Breakfast at leisure (own expense) and check out Group coach transfer from New York hotel to Airport for flight to Chicago Group transfer from Chicago Airport to hotel and check in Virgin Hotel Chicago 203 North Wabash, Chicago, IL 60601 Travel Agent Event Chicago - PM Format: Welcome free flow reception followed by 10-minutes one-on-one appointments with key travel agents with 2-3 agents per appointment. Target: 100 retail travel agent buyers from greater Chicago area including Aussie Specialist, luxury, adventure and consortia agents. Venue: The Virgin Hotel, Chicago Day 4: 09:00 16:00 The Virgin Hotel, Chicago Wednesday, 14 November 2018 Chicago Breakfast at leisure (own expense) Wholesale Workshop and Lunch Chicago Format: 10-minute one-on-one appointments with wholesale product buyers with 1-2 buyers per appointment. Networking lunch provided. Target: 50 Wholesale Product Buyers, Owners & Managers Venue: The Virgin Hotel, Chicago The Virgin Hotel, Chicago Day 5: 8:00 12:00 14:00-15:00 16:30 Thursday, 15 November 2018 Chicago/ Los Angeles Breakfast at leisure (own expense) and check out Group coach transfer from Chicago hotel to Airport for flight to Los Angeles Group transfer from Los Angeles Airport to hotel and check in Marina del Rey Marriott, 4100 Admiralty Way, Marina del Rey, Los Angeles CA 90292 Travel Agent Event (PM) Los Angeles 8
20:30 Format: Welcome free flow reception followed by 10-minute one-on-one appointments with key travel agents with 2-3 agents per appointment. Target: 100 retail travel agent buyers from greater Los Angeles area including Aussie Specialist, luxury, adventure and consortia agents. Venue: Marina del Rey Marriott Day 6: 09:00-16:00 Marina del Rey Marriott, Los Angeles, Friday, 16 November 2018 Los Angeles Breakfast at leisure (own expense) Wholesale Workshop Los Angeles and Lunch Format: Networking lunch, followed by 10-minute one-on-one appointments with wholesale product buyers with 1-2 buyers per appointment. Target: 50 Wholesale Product Managers, Owners and key retail travel agents including Aussie Specialists Venue: Marina del Rey Marriott 16:30 17:30 DNSW Roadshow Debrief Session (refreshments provided) Venue: Marina del Rey Marriott Evening free Marina del Rey Marriott, Los Angeles Day 7: Saturday 17 November 2018 Los Angeles Breakfast at leisure (own expense) and check out Group coach transfer from Los Angeles Hotel to Los Angeles Airport *The above program is subject to change at the discretion of Destination NSW* Contact Us For any questions relating to the Roadshow, please contact: Lidia Marcelino, Senior Trade Events Coordinator E: lidia.marcelino@dnsw.com.au T: +61 2 9931 1520 Helen Marinic, Senior Trade Coordinator Western Markets E: helen.marinic@dnsw.com.au T: +61 2 9931 1419 Irene Morgan, Regional Manager, USA E: irene.morgan@dnsw.com.au Holly Barrett, Marketing Executive, USA E: holly.barrett@dnsw.com.au 9
DNSW USA Roadshow 2018 Application Process The application process for the DNSW USA Roadshow 2018 is via an online questionnaire. Please complete your application using this online system. Submission of an application does not guarantee a place on the Roadshow. Applications will be assessed based on the selection criteria and NSW tourism suppliers will be notified in writing as per the key dates on page 6. Applications close at 5:00pm (Sydney Time) on Friday, 7 September 2018 Click here for the online application form 10