International Network of Research Management Societies 2016 Congress 11 – 15 September 2016 | Melbourne Convention & Exhibition Centre | Melbourne Australia
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Contents
Dear Partners and Exhibitors
We are very pleased to invite you to become a partner at
Invitation
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About the Congress
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Partnership Benefits
4
Opportunities at a Glance
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the International Network of Research Management Societies (INORMS) Congress from 11-15 September 2016 in Melbourne Australia. This is the sixth INORMS Congress held. Each is bigger and better than the last! The theme of the congress is Research Management in a
Partnership Packages
6-7
Connected World. It is aimed at those involved in research
Individual Opportunities
8-14
Exhibition Opportunities
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management through to those new to the profession.
Floor Plan
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Attendees from universities,
Application Forms Terms & Conditions
17-18 19
management and administration in all its guises from senior
research institutes, government agencies and the private and not for profit sectors will share best practice and learnings. The congress will facilitate connections on a personal, collegial and institutional level. The location is Melbourne, Australia. A sophisticated, beautiful and safe city of 4 million people with a great public transport system, Melbourne is not just an ideal congress venue but a destination in its own right. Named the world’s most liveable city for three years in a row, those who live there also boast of its great arts culture, attractions, sports icons and world renowned café and dining scene. We look forward to your partnership with us in 2016!
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Tania Bezzobs
Janette Hocking
Co Chair
Co Chair
Brief History of the INORMS Congress
Venue: Melbourne Convention and Exhibition Centre
INORMS is the International Network of Research
The Melbourne Convention and Exhibition Centre is
Management Societies across the world.
superbly located on the banks of Melbourne’s Yarra
Information on INORMS can be found at
River, close to the heart of the CBD and just 30
www.inorms.org
minutes from Melbourne’s International Airport.
The INORMS Congress is a biannual international
The modern complex is a landmark in the area,
congress.
perched on the south bank of the Yarra River, and
The first congress was held in Brisbane, Australia in 2006.
surrounded on all sides by trams, trains, buses, taxi ranks and ample car parking. A short stroll along the iconic Southbank Promenade places you in the
Subsequent congresses have been held in:
heart of Melbourne city – Australia’s culture, cuisine
• Liverpool, UK 2008
and events capital – where visitors can enjoy a
• Capetown, South Africa 2010 • Copenhagen, Denmark 2012 • Washington DC, USA 2014 Then • Melbourne Australia 2016 • Edinburgh UK 2018
perfect café latte by day or an award-winning local wine by night. The venue is an easy walking distance from a range of accommodation options, which will be available to delegates to book at the time of registering for the congress. Melbourne Convention and Exhibition Centre, Melbourne Victoria 3005 www.mcec.com.au
The congress provides the opportunity to meet, to present on, listen to and discuss research administration and research management, network and undertake professional development. Most delegates will be from Universities and research institutes working in a professional capacity. The attendance is expected to be around 600 delegates.
Other information • The congress program will be structured with a mix of plenary and concurrent sessions. • We will seek invited speakers as well as call for presenters. • There will be a poster session. • There will be a professional development program on the first day. • There will be satellite meetings before the congress relating to meetings of the national societies.
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Promotion of INORMS 2016 A professionally planned marketing strategy will ensure that the benefits of supporting this congress are widely known before, during and after the event:
Deliver your message face to face to this unique target group of over 600 delegates
This includes: • Extensive direct mail campaigns
to face with the most influential people, bodies and organisations in research and research management in one place over a short period of time • Show your support to the industry by being associated with this prestigious international event • Your organisation will receive wide
• Website and electronic promotions
acknowledgement to an international database
• Advertising within industry related journals and
leading up to, during and after the congress
magazines • Social Media campaigns • Active participation and promotion at intervening meetings relating to the main congress themes
Benefits of partnering with the INORMS 2016 Congress INORMS 2016 wants to partner with you to offer a unique platform for you to interact with an international audience of delegates in the field of
Attendees at INORMS 2016 The INORMS network involves more than 2,000 professionals representing leading worldwide research organisations. INORMS 2016 is expected to attract over 600 delegates, including representatives from: • Worldwide research organisations • Universities including a strong Asia/Oceania presence
research management.
• Medical research institutes
Benefits to sponsors include:
• R&D corporations
• The opportunity to relay your key messages to a
• Industrial R&D teams
captive and relevant audience • Inform and update delegates on new initiatives and developments in your own organisation • The opportunity to network with key industry people outside of the work environment
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• An opportunity for your key staff to connect face
• Government departments • Funding bodies • Commercialisation bodies and consultancies
A
variety of partnership packages is being offered for your organisation’s exposure at INORMS 2016. There are four tiered partner packages with the highest promotional opportunities, along with individual partner opportunities and of course, exhibition. Please note, the Congress is also happy to tailor packages and we encourage those with interest in involvement and exposure, to contact our Sponsorship and Exhibition Manager to discuss what is possible. Early confirmation of your partnership with the Congress will ensure an even higher level of exposure. An extensive promotional campaign including advertisements, direct mail campaigns, email broadcasts and web exposure will be implemented and the opportunity exists for your organisation to be represented as a key partner of the Congress well in advance.
All prices are inclusive of the 10% Goods and Services Tax (GST) Opportunities at a Glance
Number Available
Investment AUD $ (Incl. gst)
Partnerships Platinum
Exclusive
27,500
Gold
2 opportunities
16,500
Silver
Limited opportunities
11,000
Bronze
Multiple
6,600
Congress Program Book Branding
Exclusive
8,800
Congress Workshop
Multiple opportunities
6,600
Keynote Speaker
Limited opportunities
5,500
Speaker Preparation Room
Exclusive
5,500
Pre-Congress Excursion
Exclusive
4,950
Congress App
Exclusive
4,400
Educational
Poster Presentation Area Branding
Exclusive
4,400
Sponsored International Delegate
Multiple opportunities
3,300
Sponsored National Delegate
Multiple opportunities
2,200
Exclusive
11,000
Barista or Juice Station
3 opportunities
6,600
Business Breakfast
3 opportunities
3,300
Social Events & Catering Congress Gala Dinner
Congress Lunches
4 opportunities
2,750
Morning/Afternoon Tea
8 opportunities
2,200
Delegate Services Delegate Satchel
Exclusive
8,800
Name Badge and Lanyard
Exclusive
6,600
Water Bottle
Exclusive
6,600
Portable Device Charging Station
2 opportunities
5,500
Pocket Program
Exclusive
4,400
Notepad
Exclusive
2,200
Pen
Exclusive
2,200
Satchel Insert
Multiple
1,100
Full page advert in program book
Multiple
770
Half page advert in program book
Multiple
550
Exhibition Booth 3m x 3m
Multiple
4,125
Table Display
Multiple
1,500
Advertising
Exhibition
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Platinum Partner Exclusive Opportunity – Investment AUD $27,500
Research Management in a Connected World is aimed at those involved in research management and administration in all its guises.
Acknowledgements • Platinum partner acknowledgement at opening and closing of the congress • Chief representative entitled to a 3 minute
• Organisation provided pull up banner on display near the Registration Desk • Delegate list (subject to privacy laws) pre and post congress Inclusions • Four (4) complimentary full delegate registrations
address during a nominated session congress website with a hyperlink to
Exclusive Welcome Reception Partner
organisation website
In addition to the entitlements listed above,
• Organisation acknowledgement on the
• Organisation logo on the regularly distributed
our Platinum Partner shall have exclusive
electronic newsletter in the lead up to the
naming rights over the Welcome Reception
congress with an exclusive banner advertisement
The Welcome Reception will create an
• Organisation logo on congress signage at the venue • Organisation logo on sponsor slide in plenary sessions • Organisation logo in Registration Brochure (subject to time of confirmation) • Organisation logo and 200 word synopsis in Congress Program book • One full page advertisement in a prominent position in the Congress Program book • One insert in the congress satchel
atmosphere of energy and excitement, setting the scene for a successful congress. Entry is included for all delegates so you will be assured of a captured audience for effective networking. • Naming rights to the Welcome Reception • Organisation signage to be displayed in the Welcome Reception • Organisation Logo to be included on all print items relating to the Welcome Reception • Acknowledgement in the Congress Program Book
Gold Partner Limited to two (2) opportunities – Investment AUD $16,500 Acknowledgements • Gold partner acknowledgement at opening and closing of the congress • Organisation acknowledgement on the congress website with a hyperlink to organisation website • Organisation logo on the regularly distributed electronic newsletter in the lead up to the congress • Organisation logo on congress signage at the venue
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• Organisation logo on sponsor slide in plenary sessions • Organisation logo and 100 word synopsis in Congress Program book • One half page advertisement in a prominent position in the Congress Program book • One insert in the congress satchel • Delegate list (subject to privacy laws) pre and post congress Inclusions • Two (2) complimentary full delegate registrations
Silver Partner
Bronze Partner
Limited opportunities –
Multiple Opportunities –
Investment AUD $11,000
Investment AUD $6,600
Acknowledgements
Acknowledgements
• Silver partner acknowledgement at opening
• Bronze partner acknowledgement at opening
and closing of the congress
and closing of the congress
• Organisation acknowledgement on the
• Organisation acknowledgement on the
congress website with a hyperlink to
congress website with a hyperlink to
organisation website
organisation website
• Organisation logo on the regularly distributed electronic newsletter in the lead up to the congress • Organisation logo on congress signage • Organisation logo on sponsor slide in plenary sessions • Organisation logo and 75 word synopsis in
• Organisation logo on congress signage • Organisation logo on sponsor slide in plenary sessions • Organisation logo and 50 word synopsis in Congress Program book • Delegate list (subject to privacy laws) pre and post congress
Congress Program book • One insert in the congress satchel • Delegate list (subject to privacy laws) pre and post congress Inclusions • One (1) complimentary full delegate registrations
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Key Dates
Educational Opportunities Congress Program Book Branding
Call for Abstracts and Posters Open 9 September 2015
Exclusive opportunity – Investment AUD $8,800 The INORMS 2016 Congress Program Book will be distributed on site to all delegates and will be a regularly used reference during and long after the
Registration Opens 9 September 2015 Abstract and Poster Submission Deadline 9 March 2016 Early Bird Registration Closes 30 June 2016 Accommodation Booking Deadline 9 August 2016 INORMS 2016 11-15 September 2016
event. It will contain the final definitive program including general information and exhibition floor plan. • A full page colour advertisement on the inside front cover of the Congress Program Book • Organisation logo to appear on the front and
2016, with sponsor branding and support prominently acknowledged. The congress workshop program will be developed in 2015 and 2016. Acknowledgements • Naming rights to the session on the sponsored day • Logo slide displayed at the beginning and end of the session • Logo and acknowledgement in the congress program book • Organisation provided pull up banner on display in the chosen session • Acknowledgement on the congress website with hyperlink to organisation website
back covers of the Congress Program Book
*Please note: Other Partner advertisements will
Keynote Speaker
appear in this document.
Limited opportunities (subject to speaker
Congress Workshops
INORMS 2016 will invite a range of high profile
Multiple opportunities – Investment AUD $6,600
speakers to deliver plenary and thematic
A variety of congress workshops will take place on
presentations. International and Australasian
the day prior to the commencement of the program.
speakers will be selected based on their leadership,
The congress workshops will be designed to
achievements and experience in relevant program
develop specific skills for research management
areas aligned with the theme of the congress
professionals, and provide networking opportunities
“Research Management in a Connected World”.
for those attending. Your sponsorship will support
Your sponsorship of a speaker provides the
attendees who may not have the opportunity to
opportunity for maximum exposure of your brand.
attend the congress. A call for workshop and
The congress program will be developed in 2015
congress ‘scholarships’ will be announced by early
with initial keynote speakers identified and
confirmation) – Investment AUD $5,500
contacted in the first half of 2016.
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Acknowledgements • Acknowledgment as the sponsor of the specific keynote speaker • Acknowledgement of your sponsorship at opening and closing of session for this speaker • Acknowledgement of your sponsorship next to the speaker in the official program • Organisation provided pull up banner displayed at session where the speaker is appearing
Speakers Preparation Room Exclusive opportunity – Investment AUD $5,500
• Acknowledgement of your sponsorship next to the speaker room details in the official program • Organisation provided pull up banner displayed in speaker preparation room • Opportunity to provide gift bags to speakers
Pre Congress Excursion Excursion to be organised by the sponsor– Investment AUD $4,950 INORMS 2016 are seeking proposals for excursions from organisations who wish to engage exclusively with delegates prior to the congress. This unique opportunity will enable you to host and
The speaker preparation room is probably the most
interact with delegates exclusively of other
highly visited room of the congress each day. As the
organisations in an engaging way.
’Official Speaker Room Sponsor’, your organisation’s brand can be the first thing seen upon entering the speaker room. Acknowledgements • Naming rights to the speaker preparation room • Organisation logo on computer home screens in speaker room
Acknowledgements • Excursion partner acknowledgement on the congress website with a hyperlink to organisation website • Promotion of the excursion on the congress website • Promotion of the excursion in the electronic newsletters
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*All proposals are subject to approval by the
Sponsored Delegates
committee and all costs for the excursion are to be
Multiple opportunities
covered by the sponsor. If accepted the congress organisers will promote the excursion on the website and handle the registration of delegates to
Early sponsorship will ensure regular
the excursion.
Congress APP Exclusive opportunity – Investment AUD $4,400 Every registered delegate will have access to download the official Congress App via their smartphone device. Content will include program
promotion of
information, speaker details and venue maps. The
your
ensuring wide exposure to delegates prior to the
App will be available well in advance of the event congress.
organisation
Acknowledgements
to a database
• In the congress program
of 10,000
• Naming rights to the Congress App
research professionals
• Organisation logo on the Congress App home page
AUD $3,300 per participant Delegates from overseas and under-represented groups will be provided with registration and a contribution towards airfare, and accommodation costs to enable their participation at INORMS 2016. Support for National Delegates* – Investment AUD $2,200 per participant Delegates from within Australia will be provided registration and where applicable a contribution towards accommodation and airfare costs to enable their participation at INORMS 2016. Acknowledgements • Acknowledgment as a Sponsored Delegate Partner during the opening and closing sessions • Logo displayed in the program book • Logo displayed on the sponsor’s slide • Logo displayed on the Congress website with a
Poster Area Branding Exclusive opportunity – Investment AUD $4,400 The congress Poster Area will be a large area within the Congress Exhibition. This will be heavily populated with delegates throughout the duration of the congress. Acknowledgements • Naming rights to the Poster Area • Organisation signage to be displayed in the Poster Area • Organisation Logo to be included on all print items referring to the Poster Area
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Support for International Delegates* – Investment
hyperlink to your organisation’s website • Logo on sponsor signage • Opportunity to include a Welcome Letter to your delegate(s) in their registration pack
* The organising committee reserves the right to select delegates who meet the required criteria from the on-line applications.
Social Events & Catering Congress Gala Dinner Exclusive opportunity – Investment AUD $11,000 The Gala Dinner is the social highlight of the congress. This event provides an opportunity for delegates to network in a relaxed, fun environment. Acknowledgements • Naming rights to the Gala Dinner • Three minute introduction at the start of the dinner • Four (4) Tickets to the Gala Dinner
Acknowledgements • Naming rights to the Barista Station • Branding of the Barista Station (you may brand coffee cups at additional cost) • Organisation logo to be included on all print items referring to Barista Station
Business Breakfast Three opportunities – Investment AUD $3,300 INORMS2016 would like to give you the opportunity to host and run your own business breakfast on site at the congress. A meeting room and basic AV will be provided at the venue. Early booking of this opportunity will ensure information
• Organisation Logo included on Menus
about your meeting is promoted on the congress
• Acknowledgement through organisation logo in
website and e-zines. A link will be displayed for
the Congress Program • Signage with organisation logo at entrance to the Gala Dinner • Opportunity to give promotional gifts to each dinner attendee (at your organisation’s own cost / gift subject to approval by organising committee and venue)
Barista or Juice Station Branding Three opportunities – Investment AUD $6,600 The Barista or Juice Station will be well received and used regularly by delegates within a prime
delegates to register directly with you. Acknowledgements • Promotion on the congress website with your own link for delegates to respond direct to you • Promotion in the congress e-zines with your own link for delegates to respond direct to you • Acknowledgement in the congress program book
Note: The program for your sponsored meeting is subject to approval by the Committee. Speaker’s costs, catering and additional AV are at the sponsor’s expense.
area.
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Lunch Break
Morning or Afternoon Tea Break
Limited to 1 sponsor per day –
Limited to 1 sponsor per break –
Investment AUD $2,750
Investment AUD $2,200
Lunch breaks will be provided each day of the
Morning tea/coffee breaks will be provided each
Congress. These breaks are a great networking
day of the Congress. These breaks are a great
Want a unique, stand alone opportunity?
opportunity for delegates where they can relax and
networking opportunity for delegates where they
enjoy refreshments. Companies have the
can relax and enjoy refreshments.
Acknowledgements
break for a selected day of the Congress.
Take advantage of the items marked ‘Exclusive’
• Naming rights to the selected lunch for one day
Acknowledgements
Or speak to us about a bespoke package for your organisation.
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opportunity to naming rights for a selected lunch break for one day of the Congress.
of the Congress • Organisation signage within the catering area – to be provided by organisation • Acknowledgment in the Congress Final Program • Option to provide self-branded napkins and aprons (to be provided by sponsor).
*Branding is subject to approval from the Committee.
Your organisation will have the opportunity to naming rights of the Morning or Afternoon Tea
• Naming rights to the selected break for one day of the Congress • Organisation signage within the catering area – to be provided by organisation • Acknowledgment in the Congress Final Program • Option to provide self-branded napkins and aprons (to be provided by sponsor).
*Branding is subject to approval from the Committee.
Delegate Services Congress Satchel Branding Exclusive Opportunity – Investment AUD $8,800 Every registered delegate will receive an official Congress satchel upon registration. The satchel is of a high quality to encourage use by delegates well after the Congress has finished. Acknowledgements • Logo on Congress Satchel along with Congress Logo (size and placement of logo will be at the discretion of the Congress Organising Committee) • Acknowledgement on the congress website and in the congress program book
• Acknowledgement on the congress website with hyperlink to organisation website
Water Bottle Exclusive opportunity – Investment AUD $6,600 Each registered delegate will receive one water bottle in the Congress Satchel. Your logo will be included in one colour on the water bottle. Acknowledgements • Logo on Water Bottle • Logo in Congress Programme (subject to production deadlines) • Logo on Congress website sponsors page
Portable Device Charging Station
Name Badge & Lanyard Partner
Two opportunities – Investment AUD $5,500
Exclusive Opportunity – Investment AUD $6,600
The Charging Station will be located within the
Every attendee will be wearing a name badge and
exhibition where delegates can charge their
lanyard for the entire duration of the congress. The
laptops, iPads, and mobile phones.
lanyard sponsorship provides exclusive, highly-
Acknowledgements
visible level of exposure during the entire congress as every delegate will be wearing your
• Naming rights to the Charging Station
organisation’s name all week!
• Logo on signage at the Charging Station
Acknowledgements
• Opportunity to place one company provided free
• Organisation logo printed on the lanyard and name badge alongside the congress logo
standing pull up banner next to the charging Station (2m high and 1m wide)
• Logo and acknowledgement in the program
• Logo on Congress website sponsors page
• Opportunity to insert one item of organisation
• Logo on Congress Programme (subject to
promotional material into delegate satchels
Production deadlines)
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Pocket Program Partner Exclusive Opportunity – Investment AUD $4,400 Every registered delegate will be provided with an official Congress Pocket Program upon registration. The Congress Pocket Program will be a much used
Your organisation will benefit significantly from exposure to an interested, relevant and influential audience in an informal yet informative environment away from the competition of everyday distractions.
reference for session information. Acknowledgements • Logo on front cover of Congress Pocket Program
Satchel Insert Investment AUD $1,100 each Opportunity to include a promotional insert in the delegate satchel (maximum 1 x A4 double sided flyer)
(subject to printing deadlines) • Logo in Congress Program (subject to printing deadlines) • Logo on Congress Website
Advertisement in Congress Program Book Advertisements will be offered in the Congress Program Book – finished art work is to be supplied
Notepad
by the Sponsor, by the requested date
Investment AUD $2,200
Full Page Colour Advert – Investment AUD $ 770
A notepad will be included in the satchel for each
Half Page Colour Advert – Investment AUD $ 550
delegate. This sponsorship provides the opportunity to have your brand in front of the delegates at every session of the INORMS2016 Congress. (Notepads to be provided by sponsor). Acknowledgements • Logo in Congress Program (subject to printing deadlines) • Logo on Congress Website
Pens Investment AUD $2,200 Your branded pen will be constantly at the delegates fingertips, therefore your brand at the forefront of their minds. (Pens to be provided by sponsor) Acknowledgements • Logo in Congress Program (subject to printing deadlines) • Logo on Congress Website
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Advertising Opportunities
Exhibition Opportunities
Exhibition Table Display
The exhibition is set to be the primary
Investment AUD $1,500
networking arena for delegates, sponsors and exhibitors. The Congress Program has been designed to
Package includes:
The details in this document
• Table with white cloth back wall
are correct at the time of
maximise the opportunity for delegates to visit
• Two (2) chairs
the exhibition. Refreshment breaks, the welcome
• Organisation name on fascia
reception and barista stations will be located within the exhibition area. Early confirmation of your booth will enable you to select your preferred space on the floor plan.
Exhibition Booth Investment AUD $4,125 • 3m x 3m ( 9 square metres of exhibition space) • Carpeted floor • Back and side walls • Organisation name on fascia over each open side
Important Information
• One (1) standard power outlet • One (1) exhibition registration
printing. The congress organising committee and its agents do not accept responsibility for any changes that may occur. All prices quoted in this prospectus are in Australian Dollars and inclusive of 10% Goods and Service Tax (GST). The congress organising committee reserves the right to accept or decline all applications for sponsorship and exhibition space. To confirm your level of involvement or to discuss tailoring a sponsorship
• Two spotlights
package to meet your
• One standard power outlet
marketing needs, please
• Two exhibitor registrations • Distribution of promotional items from your stand to delegates
contact: INORMS 2016 Sponsorship Sales Manager
[email protected] Tel: +617 3255 1002 Congress Secretariat ICMS Australasia GPO Box 5005 Melbourne VIC 3205
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exhibition
19
6
20
5
16
HP
POSTER BOARD AREA (103)
1
2
3
opportunities.
4
networking
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hub, ensuring the best
15
16
8 7
served in the
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will be
SMALL
REGISTRATIO DESK
107
14
13
12 11 10 9
All catering
International Network of Research Management Societies 2016 Congress 11 – 15 September 2016 | Melbourne Convention & Exhibition Centre
Sponsorship Form PERSONAL DETAILS Please note all correspondence including invoices will be sent to the contact supplied below. Company Name ________________________________________________________________________________________ Contact Person__________________________________________________________________________________________ Position _______________________________________________ Email____________________________________________ Telephone ____________________________________________ Fax______________________________________________ Address________________________________________________________________________________________________ State ______________________________________________________________________________ Postcode____________ Country ______________________________________________ Website__________________________________________
SPONSORSHIP OPPORTUNITIES Please tick appropriate box • All sponsorship prices are inclusive of 10% GST (Goods and Services Tax) SOCIAL EVENTS
SPONSORSHIP OPPORTUNITIES
■ ■ ■ ■
Platinum Sponsorship
$27,500
Gold Sponsorship
$16,500
Silver Sponsorship
$11,000
Bronze Sponsorship
$6,600
INDIVIDUAL SPONSORSHIP ITEMS EDUCATIONAL
■ ■ ■ ■ ■ ■ ■ ■ ■
Congress Program Book Branding
$8,800
Congress Workshop
$6,600
Keynote Speaker
$5,500
Speaker Preparation Room
$5,500
Pre-Congress Excursion
$4,950
Congress App
$4,400
Poster Presentation Area Branding
$4,400
Sponsored International Delegate
$3,300
Sponsored National Delegate
$2,200
■ ■ ■ ■ ■
Congress Gala Dinner
11,000
Barista or Juice Station
6,600
Business Breakfast
3,300
Congress Lunches
2,750
Morning/Afternoon Tea
2,200
DELEGATE SERVICES
■ ■ ■ ■ ■ ■ ■
Delegate Satchel
8,800
Name Badge and Lanyard
6,600
Water Bottle
6,600
Portable Device Charging Station
5,500
Pocket Program
4,400
Notepad
2,200
Pen
2,200
ADVERTISING
■ ■ ■
Satchel Insert
1,100
Full page advert in program book
770
Half page advert in program book
550
I agree to be invoiced for a total of $___________________ including 10% GST for the items selected above. Signature ________________________________________________________________________ Date____/____/____ Sponsorship agreement and tax invoice will be sent upon receipt of your application form.
Sponsorship Total____________________________ 17
International Network of Research Management Societies 2016 Congress 11 – 15 September 2016 | Melbourne Convention & Exhibition Centre
Exhibition Form EXHIBITION REQUIREMENTS Priority of placement within the exhibition will be offered to sponsors first and then sold in accordance with the date of application receipt.
CONDITIONS OF PAYMENT
Preferred exhibition location: First Choice:________________________________________ Second Choice: ____________________________________ Third Choice:_______________________________________
• A 50% deposit is required upon confirmation of your sponsorship item and/or booth. The remaining 50% will be due 11 June 2016. • Payment must be made for all sponsorship and exhibition monies prior to close of business 11 June 2016. Failure to do so may result in your sponsorship item or exhibition stand being released again for sale.
EXHIBITION CONFIRMATION
■ ■
Cost (AUD)
Total inc GST
Modular stand (9 sqm)
$4,125 incl 10% GST
___________
Table Display
$1,500 incl 10% GST
___________
Declaration: I have read & accept the terms & conditions in the prospectus and wish to become an exhibitor at INORMS 2016. I agree to be invoiced for a total of $ AUD______________ incl GST. Signature ____________________________________________________________________________ Date____/____/____
Application forms may be emailed to the contact listed below. A tax invoice will be sent upon receipt of your application form.
Exhibition Total____________________________ METHOD OF PAYMENT Tick appropriate box
■ ■
I wish to pay by bank transfer. Bank details will be supplied on your tax invoice issued with confirmation I wish to pay by credit card:
Credit Card Number
■
Visa
■
MasterCard
■
Amex
■■■■ ■■■■ ■■■■ ■■■■
Expiry Date___/___
Card Holder’s Name _________________________________________________Signature_________________________ Please Note: All credit card payments will appear as “ICMS Australasia Pty Ltd” on your statement
■
Please tick this box if you do NOT wish to receive Meeting Updates via email
FORWARD COMPLETED APPLICATION FORMS TO: Conference Secretariat INORMS 2016
Tel: +617 3255 1002
ICMS Australasia Pty Ltd
Email:
[email protected]
Partnership & Exhibition Manager
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Terms and Conditions of Contract The Contract 1. The term “Organiser” refers to ICMS Australasia Pty Ltd and includes associations, corporate and government bodies who have engaged ICMS Australasia Pty Ltd as their representative. 2. The term “Exhibitor” includes any person, firm, company or corporation and its employees and agents identified in the Application Form or other written request for exhibition space. 3. A “contract” is formed between the Organiser and Exhibitor when the Organiser accepts the signed Application Form and receives a minimum of 50% of the total owing as a deposit. The Organiser will then issue a confirmation letter to the Exhibitor. 4. The Organiser may cancel the contract at their discretion if the agreed deposit is not received within 28 days of lodging the Application Form. Additionally the Organiser reserves the right to cancel the contract by returning the deposit within 28 days of receipt. The Application 5. An official Exhibition Application Form must be received to reserve space. 6. The Organiser reserves the right to refuse application or prohibit any Exhibitor from participation without assigning a reason for such refusal or prohibition. Obligations and Rights of the Organiser 7. The decision of the Organiser is final and decisive on any question not covered in this contract. 8. The Organiser agrees to hold the exhibition however, reserves the right to postpone the exhibition from the set dates and to hold the exhibition on other dates as near to the original dates as possible, utilising the right only when circumstances necessitate such action and without any liability to the Organiser. 9. The Organiser agrees to promote the exhibition to maximise participation. 10. The Organiser agrees to allocate the Exhibitor an exhibition space as close as possible to their desired location. 11. The Organiser reserves the right in unforseen circumstances to amend or alter the exact site of the location of the stand and the Exhibitor undertakes to agree to any alteration to the site or the space reallocated by the Organiser. 12. The Organiser reserves the right to change the exhibition floor layout if necessary. 13. The Organiser is responsible for the control of the exhibition area only. 14. The Organiser may shorten or lengthen the duration of the exhibition and alter the hours during which the exhibition is open. 15. The Organiser agrees to provide the Exhibitor with an Exhibition Manual prior to the exhibition for the purpose of communicating required actions on the part of the Exhibitor. 16. The Organiser has the right to take action based on verbal or written directions including those contained in the Exhibition Manual. This is to ensure that all laws in connection with the exhibition are complied with, to prevent damage to person or property and to maximise the commercial success of the exhibition. 17. The Organiser may refuse without limitation to permit activity within the exhibition or may require cessation of particular activities at their discretion. 18. The Organiser reserves the right to specify heights of walls and coverings for display areas. 19. The Organiser reserves the right to disapprove the content and presentation of the Exhibitor catalogues, acknowledgements, handbills and printed matter with respect to the exhibition. 20. The Organiser may determine the hours during which the Exhibitor will have access to the exhibition venue for the purpose of setting up and dismantling. 21. The Organiser reserves the right to refuse any person including exhibitor staff, representatives, visitors, contractors and/or agents entry to the exhibition if they do not hold a purchased or
complimentary entry card. 22. The Organiser will specify conditions relating to the movement of goods and displays, prior, during and after the exhibition. 23. The Organiser will specify any regulations with regard to sound levels including microphones, sound amplification, machine demonstrations and videos. The exhibitor agrees to abide by these. 24. The Organiser will arrange security onsite during the period of the exhibition but will accept no liability for loss or damage. 25. The Organiser will arrange for daily cleaning of aisles outside the exhibition open hours. Obligaations and Rights of the Exhibitor 26. The Exhibitor must ensure that all accounts are finalised and paid prior to the allocated exhibition move-in period. 27. The Exhibitor must use allocated space only for the display and promotion of goods and/or services within the scope of the exhibition. 28. The Exhibitor must make every effort to maximise promotion and commercial benefits of participating in the exhibition. 29. The Exhibitor must comply with all directions / requests issued by the Organiser including those outlined in the Exhibition Manual. 0. The Exhibitor must comply with all applicable laws, including laws in relation to occupational health & safety. The Exhibitor will therefore act with care to avoid damage to persons or property in the exhibition. 31. The Exhibitor must ensure the cleanliness and tidiness of their allocated space. Upon the conclusion of the exhibition the Exhibitor will promptly remove all exhibits, tools and other materials. If the Exhibitor fails or refuses to do so, the Organiser will make arrangements for this to done by an external party at a cost to be paid by the Exhibitor. 32. The Exhibitor will not display an exhibit in such a manner as to obstruct or affect neighbouring exhibitors. This includes blocking or projecting light, impeding or projecting into aisles or neighbouring exhibition spaces. 33. The Exhibitor will submit plans and visuals of custom designed exhibits to the Organiser for approval prior to the commencement of the exhibition. Exhibitors failing to do so may be denied access to the exhibition to build or may be requested to cease building. A valid Insurance Certificate of Currency for independent exhibition contractors will also be submitted prior to the Organiser granting this company access to the exhibition area. 34. The Exhibitor is responsible for all items within their allocated exhibition space. 35. The Exhibitor agrees to adhere to all fire regulations and will refrain from using flammable or dangerous materials within the exhibition. Written approval must be sought from the Organiser if flammable or dangerous materials are required for the success of the exhibit. 36. The Exhibitor will not use nails, screws or other fixtures on any part of the premises including walls and floor unless authorised by the Organiser. In any case all permanent damage will result in the Exhibitor being invoiced for all repairs. 37. The Exhibitor acknowledges that the Organiser has a preferred freight forwarder and agrees to comply with all instructions relating to delivery times. If an alternate freight forwarder is engaged, the Exhibitor acknowledges that the Organiser will not be able to provide assistance in tracking lost deliveries. The Exhibitor agrees that the Organiser will not be liable for any goods rejected by the venue, lost or damaged prior to the delivery date specified or on return. 38. The Exhibitor agrees to abide by requests made by the Organiser to stop any activity that may cause annoyance to others in the exhibition. 39. The Exhibitor agrees to conduct all business transactions within their allocated exhibition space
unless otherwise approved by the Organiser. Storage of Goods 40. Unless otherwise communicated storage will not be provided onsite at the exhibition. Under no circumstance are goods permitted to be stored in public access areas. Stand Services and Construction 41. Official contractors will be appointed by the Organiser to undertake stand construction and freight forwarding plus supply furniture, electrics, telecoms and IT equipment. This is for insurance and security reasons. All non-official contractors wishing to enter the exhibition are required to produce current Certificates of Currency for Insurance, Public Liability and OH&S. Access will be denied without such documentation. Insurance and Liability 42. All Exhibitors must have Public Liability Insurance for the period of the exhibition and must be able to produce this documentation immediately at the request of the Organiser. 43. Exhibitors must insure, indemnify and hold the Organiser harmless in respect of all damages, injuries, costs, claims, demands, expenses and interest for which the Organiser may become liable. 44. Whilst the Organiser will endeavour to protect exhibition property whilst on display at the exhibition, it must be clearly understood that the venue, the Organising Committee and the Organiser cannot accept liability for any loss or damage to property sustained or occasioned from any cause whatsoever. 45. The Organiser shall not be liable for any loss, which exhibitor may incur as a result of the intervention of any Authority, which prevents the use of the premises or any part thereof in any manner whatsoever. 46. The Organiser will not be liable and makes no guarantee of the number of visitors to the exhibition. Equally the Organiser will not be accountable for the level of commercial activity generated. Payment & Cancellation 47. The Exhibitor has seven (7) days in which to make their final payment when it falls due. After this time the space will be available for sale to another company. All deposits paid will automatically be forfeited and NO refund will be made. NO exhibitor shall occupy allocated exhibition space until all monies owing to the Organiser by the Exhibitor are paid in full. 48. In the event that the Exhibitor fails to occupy their allocated exhibition space by the advertised opening time, the Organiser is authorised to occupy this space in any manner deemed to be in the best interest of the Exhibition. The Exhibitor contracted to this space will remain liable to all Terms and Conditions of Contract and will not be eligible for a refund. 49. If the Exhibitor wishes to cancel their participation a request must be submitted to the Organiser in writing. Exhibitor cancellations and refunds will be administered as follows: a. If notice of cancellation is received 12 months or more before the first day of the exhibition, the Exhibitor will be entitled to a 75% refund on funds due at the time of cancellation. b. If notice of cancellation is received between 6 and12 months before the first day of the exhibition, the Exhibitor will be entitled to a 50% refund on funds due at the time of cancellation. c. If notice of cancellation is received less than 6 months before the first day of the exhibition, the Exhibitor will not be entitled to a refund. d. If notice of cancellation is received and full payment for funds owing has not been received, the Exhibitor may be invoiced for the difference to satisfy the above cancellation and refund policy. 50. Booth availability may be limited or restricted, and allocations and available quantities will be advised upon processing your application. Terms & Conditions of Contract Reviewed November 2013
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