INVITATION TO SPONSOR
IBIC 2015 International Beam Instrumentation Conference 13 – 17 September 2015 MCEC, Melbourne Australia Sponsorship & Exhibition Opportunities www.ibic2015.org 24 April 2015 INTRODUCTION Dear Colleagues, On behalf of the program committee, I am pleased to welcome you to Melbourne, Australia, for the 2015 International Beam Instrumentation Conference IBIC 2015. IBIC is a fruitful and successful gathering of the world's beam instrumentation community and it reflects the maturity of international collaboration in the field of beam instrumentation for accelerators. IBIC is dedicated to exploring the physics and engineering challenges of beam diagnostic and measurement techniques for charged particle accelerators worldwide. The conference program will include tutorials on selected topics, invited and selected talks, as well as poster sessions. An industrial exhibition and a tour of the accelerator facilities at the Australian Synchrotron will also be included. Melbourne is located in the southern state of Victoria, Australia, with a population of 4.2 million people. It is a major research hub with 9 universities, 7 teaching hospitals and 263 biotech companies. The venue of IBIC 2015 is the Melbourne Convention and Exhibition Centre, located on the Yarra River in the heart of the city - the same location the discovery of the Higgs particle was announced at ICHEP 2012. The conference will feature an industrial exhibition interwoven with the poster presentations from the delegates, providing the ideal environment to network, share ideas and discover the activities and needs that are shaping the field of beam diagnostics globally. In addition to exhibition booths there are several sponsorship opportunities which will allow your company to stand out of the crowd during the conference, including supporting students and advertising during refreshment breaks, see this brochure for more details. We look forward to welcoming you to Melbourne. Mark Boland, Chair IBIC 2015 Program Committee www.ibic2015.org 2 24 April 2015 DELEGATE PROFILE IBIC attracts all the leaders in the field of particle accelerator beam diagnostics from around the globe. The annual conference rotates through three regions, USA, Asia and Europe, attracting around 200 to 300 delegates per year. Australia, as part of the Asian region, is sure to attract many delegates from Japan, China and Korea where several very large accelerator projects are taking place and many more planned for the future. IBIC 2015 PROGRAM Sunday AM PM Registration Welcome Reception Monday Tuesday Wednesday Thursday Opening Tutorial 1 Tutorial 2 Tutorial 3 Talks Talks Talks Talks Talks Talks Talks Closeout Lunch (not included) Lunch (not included) Lunch (not included) Bus to Australian Synchrotron Talks Talks Talks Posters 1 Posters 2 Poster 3 Public Evening Special Lecture Conference dinner (included) Australian Synchrotron Lab Tour (buses from/to MCEC - free to all delegates) Please see the website for the most updated program: www. Ibic2015.org www.ibic2015.org 3 24 April 2015 IBIC 2015 – OPPORTUNITIES FOR SPONSORSHIP AND TRADE Sponsorship packages have been designed to provide tailored, yet flexible combinations of opportunities for various sponsor opportunities. The state-of-the-art MCEC will provide a professional and effective environment in which to engage with delegates, with ample room space and comfortable amenities. The program has optimised promotional opportunities for face-to-face engagement, making full use of the impressive venue spaces available to IBIC, including session, meal, break and social choices. Packages are outline in the table opposite and detailed in subsequent pages. They can be tailored further to help you target delegates of greatest interest. www.ibic2015.org 4 24 April 2015 IBIC 2015 SPONSORSHIPS Sponsor representatives will receive invitations to all social and scientific functions and can expect to see delegates throughout the event. All catering breaks and poster sessions will be held within the exhibition area so as to maximise access to delegates. To explore the options of a tailored package to suit your specific objectives and budget please contact Phil McShane at ASN Events. SPONSORSHIP PACKAGES *Please note all prices are in Australian dollars (AUD) and exclude GST (10%) GOLD $20,000.00 Benefits include: Exclusive naming rights to the Conference Gala Dinner (signage, announcements and giveaways) Logo on Delegate satchel Principal acknowledgment on sponsor signage at the event and webpage A full page full colour advertisement in Program (inside front cover or back cover) Choice of double exhibition table in Premium position with signage, power and lights Four (4) trade registrations and tickets to all social functions (inc. Conference Dinner) Logo with link to sponsor homepage from conference website Acknowledgment in the Program with logo and 100 word corporate profile Logo and corporate profile in delegate handbook Satchel insert SILVER $10,000.00 Benefits include: Naming rights to the Welcome Function (inc signage and announcements) An exhibition booth (3m x 2m) with signage, power and lights Three (3) trade registrations and tickets to all social functions (inc. Conference Dinner) 2nd level acknowledgment on sponsor signage at the event and webpage Satchel insert Acknowledgment in the Program with logo and 75 word corporate profile A full page advertisement in the Program Link to sponsor homepage from conference website www.ibic2015.org 5 24 April 2015 BRONZE $5,000.00 Benefits include: An exhibition table (3m x 2m) with signage, power and lights Two (2) trade registrations and tickets to all social functions (inc. Conference Dinner) 3rd level acknowledgment on sponsor signage at the event Logo placement on the conference webpage Link to your own homepage from the conference website Acknowledgment in the Program with logo and 50 word corporate profile Half-page B&W advertisement in handbook CONFERENCE PEN or PAD SPONSOR $1,000.00 Sponsor’s pen or note pad in the satchel – please note sponsor to supply pens and/or pads Logo placement and link to sponsors homepage on the conference web page Acknowledgment of your support in the Program OTHER SPONSORSHIP OPTIONS You may wish to explore other options for maximizing your involvement at IBIC2015. This may include the following: Coffee cart sponsorship – real espresso coffee is always a hit with delegates and allows you to interact directly with them as well as supply your own branded cups, stirrers etc. Please contact us directly to discuss any other options. www.ibic2015.org 6 24 April 2015 ADVERTISING Advertising in the Program B&W or colour advertising positions are provided in program distributed to all delegates. Advertisements must be provided art-ready, to size, in appropriate electronic format. Colour Full page B&W Full page B&W Half page $ 1,000.00 $ 600.00 $ 400.00 Web advert $1,000.00 per spot On the conference web page, there will be a rotating sponsor acknowledgement panel which remains visible regardless of which part of the site the delegate is visiting. The various acknowledgements and logos rotating through the position can be hyperlinked to your own preferred web destination. The panel size is 140x140 pixels. The rotation period is set at 2 seconds. If you were the only advert/logo, your logo would be continuously visible, whereas if there are 5, your advert appears for 2 seconds every 10 seconds. The position remains yours from the date of signing and provision of the art work until one month after the coming conference. Principal sponsors automatically receive position(s). Satchel insert $1,000.00 A single insert will be placed in each delegate satchel for those taking up the satchel insert option. A single insert is defined as a single item to maximum dimension 210x300mm (A4) and can be a number of sheets if they are already collated and held together by a staple or folder. Delivery details will be advised closer to the meeting. www.ibic2015.org 7 24 April 2015 TRADE EXHIBITION Exhibition Space $3,000.00 Benefits: A 3m x 2m exhibition table with fascia signage, 2 lights and power Two (2) trade registrations including tickets to all functions Company profile and contact details listed in program A detailed exhibitor manual to facilitate the logistics of setup and participation Advertising discount - 50% off advertising in delegate handbook Notes: Spaces are allocated in order of receipt of the completed order form – we will endeavour to assign you to your chosen preferences. Spaces 1, 2, 14 & 15 are reserved for principal and major sponsors. If any remain they will be offered to other sponsors first. Should the deposit not be received within 14 days of the supply of the tax invoice, the first preference may be lost to another applicant. All breaks and poster viewings are taken in the region of the exhibitor trade area. There will be daily morning teas, lunches, afternoon teas and drinks sessions scheduled. Poster sessions will also be in the exhibition area. This floor plan was correct at time of publication – please contact ASN Events for the most updated floor plan Floor Plan www.ibic2015.org 8 24 April 2015 Sponsorship, Exhibition and Advertising Opportunities Price Number available Entitlement Choices Gold Silver Bronze Exhibitor $20,000* $10,000* $5,000* $3,000* 1 1 1 11 Various* $2,500 Delegate lanyard Delegate satchel $3,000 Welcome Function Conference Dinner $4,000 $6,000 $9,000 Happy Hour at Poster Session Student Support $1,000 Pad Sponsor $1,000 Pen Sponsor $1,000 Acknowledgements A coffee break Acknowledgement as sponsor on conference signage Logo placement on the conference website with link to your webpage Company description and Logo placement in delegate handbook st nd $2,000 rd 1 2 3 150 words 100 words 75 words 50 words Trade & Registrations Double Exhibition Space in Premium Position Single Exhibition Space Delegate registration passes 4 3 2 2 Included Welcome Function 4 3 2 2 Included Conference Dinner 4 3 2 Advertising Satchel Insert Full page colour ad $1,000 Rear cover $1,000 Full page B&W ad $600 Half page B&W ad 25% off $400 Web advert $1,000 Optional Extras Conference ‘App’ - logo placement and tab on the menu page $2,500 $5,000 *Please note: All prices are in Australian dollars (AUD) and are exclusive of GST (10%) www.ibic2015.org 9 24 April 2015 IBIC 2015 APPLICATION Participation Terms & Conditions Applicant Details Company.……………………………………………………………................……..……. 1. Sponsors and Advertisers - invoices are payable on receipt of tax invoice to secure your requirements. 2. Exhibitors – 50% deposit is due on receipt of tax invoice to secure a booth. Balance is payable by no later than Friday 7th August 2015 Postal Address..…………………………………………………...…………………….……. …………………………………………………………………...……....…………………….……. 3. Full Payment of all invoices, including your representative/s registration and related fees, must be received prior to commencement of the Event to ensure admittance to the Event, unless by prior approval. 4. All prices quoted are in Australian dollars (AUD) and exclude GST. 5. The Organising Committee reserves the right to refuse an application. Contact Person……………………………………………….……......…………………….. Telephone.…………………………………………………………. 6. The Organiser will endeavour to meet all your selected participation requirements. If your selected requirement/s is not available the Organiser will contact you as soon as possible to discuss alternatives. 7. Booth cancellations must be in writing. Deposit less a cancellation fee will be refunded only if the booth can be re-sold. Fax…………………………………………….…….…………………. 8. Sponsors and Exhibitors agree to abide by such conditions as laid down by the Organising Committee and agree not to violate any of the lease conditions of the building in which the Event is being held. Email………………………………………………..…………………. 9. If the Sponsor/Exhibitor fails to comply with any of the rules and regulations laid down, or any requirements stipulated, the Organiser has the right to sell the space or enlist a replacement Sponsor/Exhibitor and the Sponsor/Exhibitor will forfeit all monies paid. Participation Requirements Sponsor 10. Acknowledgement of Sponsors in the Program / Resource Book is dependent upon the date of the Sponsor’s booking, provision of the Sponsor’s logo and printing date of the books. Preferred Level …………………………………………………...…..…….. 11. All signage, collateral, advertisements and any other artwork for any participant must be provided to the Organiser for approval. The Organiser reserves the right to reject anything that it considers inappropriate. Preferred Entitlement ………………………………………………..…….. Amount $__________ Exhibitor Preferred Location …………………………………..……………….…….. 12. The Organiser reserves the right to redesign the floor plan to the benefit of Exhibitors, as it sees fit. 13. Exhibitors must have third party liability insurance cover. A Certificate of Currency is to be provided on request. Amount $__________ Advertising Artwork to be supplied by client Amount $__________ 14. Exhibitors must not erect any sign, display or obstruction which intrudes into any adjoining Exhibitors’ space or affects the safety of the venue. 15. Exhibitors must not damage in any way the walls, floors, ceilings or any other surface of the exhibition area or the Exhibitor will be liable for all associated charges due to the venue. 16. The Organiser accepts no responsibility whatsoever for any actions, suits, proceedings, claims, demands, costs and expenses, which may arise from the supply of samples or other material by participating Sponsors/Exhibitors to any person. Satchel Insert Amount $__________ 17. The Organiser will take all precautions it considers necessary for the protection and security of exhibited articles but will not be responsible for the safety, loss, damage or compensation of any exhibit or other property under any circumstances whatsoever. SUB TOTAL $__________ 18. Participants must not on-sell sponsorship opportunities, sub-let exhibition tables or display products or programs that have not been officially endorsed by their company plus 10% GST $__________ without the prior approval of the Organiser. In signing below, I confirm I understand and agree with the above Participation Terms TOTAL $__________ & Conditions. I also confirm I am authorised to sign on behalf of the Applicant. Please fax / email completed form to ASN Events Signed……………………………………………………………….………………………….……………….………. P +61 3 8658 9530 F +61 3 5983 2223 E phil@asnevents.net.au Name………………………………………………………………...……………………….………………..…………. Position……………………………………………………………...………Date……………………………………. www.ibic2015.org 10
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