Exhibitor Manual
Exhibitor Manual A complete guide to exhibiting at AFAC 2014 - the 21st Annual AFAC and Bushfire & Natural Hazards CRC Conference www.afac.com.au/events/conference/home AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 1/16 CONTENTS CONGRESS SECRETARIAT .....................................................................................................................3 CRITICAL DATES ..................................................................................................................................3 Statement of Account .........................................................................................................................3 Special Offers......................................................................................................................................3 Coupon Booklet ..................................................................................................................................3 Outdoor Displays ................................................................................................................................3 REGISTRATION & ENTITLEMENTS ........................................................................................................4 Complimentary Trade Registration ......................................................................................................4 Additional Trade Registration ..............................................................................................................4 Online Registration Instructions ..........................................................................................................4 TRADE STAND BUILDER .......................................................................................................................5 VENUE EXHIBITION SERVICES ..............................................................................................................5 Vehicles on stands ..............................................................................................................................5 BOOTH INCLUSIONS & SET UP .............................................................................................................6 Exhibition Booth .................................................................................................................................6 High visibility safety clothing ...............................................................................................................7 Car Parking .........................................................................................................................................7 SATCHEL INSERTS ................................................................................................................................7 BUMP-IN & BUMP-OUT .......................................................................................................................7 Bump In ..............................................................................................................................................7 Bump Out ...........................................................................................................................................7 EXHIBITION OPENING TIMES ...............................................................................................................8 DELIVERY INSTRUCTIONS ....................................................................................................................8 SECURITY ............................................................................................................................................9 INSURANCE.........................................................................................................................................9 FLOOR PLAN & PROGRAM ...................................................................................................................9 RULES & REGULATION FOR EXHIBITORS............................................................................................. 10 EXHIBITOR CONFIRMATION FORM .................................................................................................... 12 FREIGHT FORWARDING ..................................................................................................................... 13 SATCHEL INSERT DELIVERY SHEET ...................................................................................................... 14 LOYALTY REWARDS SCHEME ............................................................................................................. 15 VENUE DELIVERY LABEL..................................................................................................................... 16 AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 2/16 CONFERENCE SECRETARIAT ASN Events PO Box 200 Balnarring Vic 3926 Tel + 61 3 5983 2400 Fax + 61 3 5983 2223 Steve Robin: M 0414 606 341 E: sr@asnevents.net.au Simon Monk: M 0414 593 706 E: sm@asnevents.net.au CRITICAL DATES Please mark these important dates in your diary. 10 July 01 August 01 August 01 August 2 September 2 September 4 September Balance of sponsorship and exhibition payments due Satchels inserts due at ASN Office Exhibitor Confirmation Form due at ASN Deadline for power, fascia & lighting requirement forms Exhibition bump in Exhibition opening (2.30pm) Exhibition bump out (3.30pm) Statement of Account Please note that your sponsor and exhibitor payments are due by 10 July 2014 and all other amounts must be paid prior to the conference. If your account is outstanding, we would be grateful if you could make payment at your earliest convenience. Please contact ASN Events on + 61 3 5983 2400 or at sr@asnevents.net.au if you have any further queries. SPECIAL OFFERS Coupon Booklet: This year the coupon booklet will again be in operation. Please register your interest with Jacqui by 10th July - jm@asnevents.net.au; + 61 3 5983 2400 How does it work? The book will have tear out coupons (roughly the size of a business card) to be redeemed at the participating exhibitors stand at the AFAC & Bushfire CRC Melbourne conference. The book will be given to all delegates when they arrive at the conference. Participating in the coupon book is entirely voluntary. Exhibitors who do not wish to take part are not required to do so. What is the offer on the coupon? The offer could be a giveaway, (eg coffee cup, drink bottle) or item of stock. It could be an offer for lunch or tour a facility or to go in a draw for a substantial prize. Whatever you, as an exhibitor, believe will encourage delegates to come to your stand and engage with you. OUTDOOR DISPLAY It is proposed that there will be an outdoor display area made available for exhibitors on a programmed basis. There may be a cost involved, due to crowd control and safety issues. Please register your interest with Steve Robin by 10th July - sr@asnevents.net.au; + 61 3 5983 2400. This will only proceed if there are a sufficient number of interested parties. AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 3/16 REGISTRATION & ENTITLEMENTS Standard Trade exhibitors receive two (2) complimentary registrations per 3 x 3 m site booked. (All major sponsors and rewards scheme members have additional entitlements). Complimentary Trade Registrations entitles your representative to: Morning teas, lunches & afternoon teas from afternoon tea on Tuesday 2nd September. Welcome function on Tuesday 2nd September 2014 commencing at 6.30pm. The trade registration does not include the conference dinner. If you wish to attend this function, a ticket must be purchased, or loyalty rewards benefits utilised. A conference satchel which contains conference proceedings is supplied - one per booth. Additional trade registrations are also available on line. This includes attendance at the event, the Welcome function and a conference pocket program only, but not the dinner. Additional Trade Pass Welcome Function Ticket Cost $120.00 $65.00 Welcome Function Details Tuesday 2nd Sept 6.30pm TSB Bank Arena Dinner Ticket Cost $120.00 Conference Dinner Details Wed 3rd Sept 6.30pm Te Papa Museum Please read the instructions below and then register your delegates online at: https://members.asnevents.com.au/register/profile/ff1a3659 Online Registration Instructions – please use the URL above. If you were a delegate in 2013 then select the “Returning delegate” option. You will be asked for your email address and password. If you did not attend AFAC in 2013 select “register as a new delegate”. Proceed through the registration and payment process. You are entitled to 2 complimentary trade registrations, and any additional entitlements through the loyalty scheme. Each person attending must register using their own email address and profile. For assistance and queries please contact Emily at ASN Events: eg@asnevents.net.au or phone: + 61 3 5983 2400. Accommodation can be booked online through the conference registration process. Special rates have been negotiated at Wellington Hotels for conference delegates. To take advantage of these please get in early. Hotels are listed on the web page at www.afac.com.au/events/conference/home CONFERENCE WELCOME AND AWARDS This year ALL trade exhibitors are invited to attend the Conference Welcome and Awards at 5.15pm on Tuesday 2nd September, in the Plenary Hall. This will precede the Conference Welcome Drinks in the Exhibition Hall at 6.00pm. The Welcome and Awards ceremony will be in a new format and will include a presentation for trade exhibitors. NOTE: the Exhibition Hall will be closed between 5.15pm – 6.00pm during the Welcome and Awards. AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 4/16 CONFERENCE DINNER – TE PAPA, 55 Cable Street, Wellington - Wednesday 3rd September, 6.30pm. “A Night at the Museum.” –An enchanting evening awaits us at the world-renowned "Te Papa Tongarewa" Museum - "the place of treasures of this land". Te Papa will take us inside the New Zealand experience, and we will journey through the cultural spectacle offered through the dynamic collections in Art, History, Pacific, Māori, and Natural Environment. Experience culinary delights as you explore; be entertained and enjoy each other’s company. This will be a night to remember. TRADE STAND BUILDER Displayworks have been appointed the official stand and electrical provider for AFAC and to supply all furniture and AV requirements. Displayworks will provide you with: • A Shell Scheme Requirements Form • Additional Lighting & Power Request Form See www.displayworks.co.nz The information compiled from these forms will ensure the smooth installation of the exhibition. All other site needs, including furniture requirements, can be handled by Displayworks. Should you have any queries relating to the exhibition, your stand, or if you require further information, please do not hesitate to contact Contact: Craig Jenkins at Displayworks: + 64 4 568 3992 Email: craig@displayworks.co.nz VENUE EXHIBITION SERVICES For additional requirements such as phone and internet lines on your stand please contact: TSB Bank Arena, Queens Wharf, Wellington www.pwv.co.nz T +64 4 803 8534 Fax +64 4 801 4310 sarah.smythe@pwv.co.nz The venue can also recommend companies for coffee machine or fridge hire if required. ELECTRICAL DEVICES No electrical devices will be permitted into the Venue unless written confirmation that a suitably qualified electrician has inspected the device and has certified that the device complies with the Electrical Standards NZS 3760-2001 has been provided. Any such certification must be dated within 12 months of the start of the hire period. Any devices that are not certified in accordance with the aforementioned must be tested at the Venue before use at the Venue. A quotation for the cost of testing can be obtained from PWV’s production services department (Multi Media Systems). The Hirer will be liable for any costs or damages that arise out of the use of electrical devices that have not been inspected in accordance with policy. PWV reserves the right to demand removal from the site of any electrical equipment it deems to be non-compliant or suspect. BALLOONS Helium balloons are not permitted without prior written consent from your Event & Show Coordinator. The Hirer will incur the cost of removing loose balloons suspended or trapped in the ceiling. AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 5/16 FLOOR LOADING The following floor loading capacity must be adhered to at all times: TSB Bank Arena 500kg/m2. Please note the above loading is indicative only. Dimensions, weights and details of heavy equipment are to be advised in writing to your Event & Show Coordinator for approval. VEHICLES OUTSIDE Vehicles can only be displayed outside the Exhibition Centre, subject to approval by the Conference Secretariat and venue. Placement fees associated with the supply of ramps, removal and replacement of doors and supervision required for the movement of vehicles on the Venue’s premises may apply. Access arrangements for vehicles must be made through your Event Manager, and access and egress times will be dependent on other bookings. Vehicles on display must use a drip tray and have a full tank of fuel. A set of keys for each vehicle is to be provided to the Event Manager or Venue Manager upon arrival at the venue. Display of vehicles is at the Client’s risk and the venue will accept no responsibility for the loss of, or damage to, any vehicle(s). Use and Operation No vehicles or mobile equipment (including bicycles, skate-devices, motorbikes, scooters, buggies, etc.) is to be used or operated within the venue without approval. The Client or their Agent is responsible for ensuring vehicles are operated in a safe manner and in accordance with any legislated requirements (e.g., licenses, safety harness, passengers, loads, etc.). No vehicle is to be left unattended without permission. The Client is to ensure that no vehicle is started within the venue during public exhibition periods or at any unscheduled times. Access Vehicle access is via the administration loading dock. A tilt tray vehicle may be required for unloading of vehicles to the dock. Information on the vehicle(s) to be displayed will be required not less than 20 Business Days prior to the Commencement Date. No access is permitted through the main entrance of the TSB Bank Arena without prior arrangement. If you have any other questions contact Exhibitor Services: Exhibitor services: +64 4 803 8534 sarah.smythe@pwv.co.nz BOOTH INCLUSIONS & SET UP Standard Exhibition Booth inclusions • One standard exhibition booth (3m x 3m) for the duration of the conference - 2.3 metres high walls – Black - rear and side walls in Velcro-compatible material - fascia board with company name in red text with white facia - 2 x spotlights affixed to fascia board - 1 x 10amp 4-WAY Switchable Multibox PowerPoint to each stand All other equipment must be hired or brought in by you. • Two complimentary exhibitor registrations • One delegate handbook & satchel per booth Winged Booth inclusions - single 3m wide x 2m deep or double 6m wide x 2m deep - 2.3 metres high walls – Black - rear and side walls in Velcro-compatible material - company name in red text fixed to back board - 2 x spotlights affixed to back board AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 6/16 - 1 x 10amp 4-WAY Switchable Multibox PowerPoint to each stand • One complimentary exhibitor registration • One delegate handbook & satchel per booth Note It is important that you contain your display to your allocated space, not in walkways. If it proves to be an occupational health and safety issue you will be asked to rectify this by the conference organisers. High visibility safety clothing It is a requirement for all persons working within the venue during the move in (build) and move out (breakdown) of an exhibition to wear a high visibility safety vest or high visibility clothing compliant with AS4602:1999. Exhibitors and contractors will not be permitted in the venue unless high visibility clothing is worn. It is also a requirement of the TSB Arena that closed toe shoes are worn during the exhibition bump in and bump out. High visibility vests are NOT available to purchase from the venue. UNLOADING All loading and unloading for the exhibition must be done through the loading dock. CAR PARKING For car parking consult the venue web site: http://www.pwv.co.nz/about-us/our-services/parkingand-public-transport/ or the venue for advice: sarah.smythe@pwv.co.nz SATCHEL INSERTS Satchel Inserts are an additional item to be booked and paid for through ASN Events. Quantity Size Packaging Delivery Date Delivery 1000 copies single item no larger than 30cm (height) by 21cm (width) by 1cm (thickness) Boxes of no more than 15 kg in weight due to Work Care requirements no later than 1st August 2014 ASN Events (see page 14 for delivery label) PO Box 200 Balnarring Vic 3926 Contact Steve Robin + 61 3 5983 2400 Multiple sheet inserts must already be collated and stapled or folded together. BUMP‐IN & BUMP‐OUT Bump In Day Monday 1st Sept Tuesday 2nd Sept Access for custom built stand contractors only: 1 pm 7.00am Your access to the site for exhibitor set up is from: First session with delegates is at: 7.00am 2.30pm AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 7/16 The trade area will be built before your arrival, so 7am is the earliest time that you can place your material on your stands. Set up must be completed by 2.00pm. To ensure all exhibitors experience a speedy and trouble‐free build of their exhibition, exhibitors must adhere to the access time provided to them by the Conference Secretariat. Access into the Exhibition space prior to the scheduled time will not be permitted. Cleaning is included as long as items needing to be collected are placed in the aisle at the end of each day. If you want your stand cleaned, that is at your expense. CUSTOM BUILT STAND CONTRACTORS Access for custom build stand contractors is from 1 pm on Monday 1st September: for advice contact Steve sr@asnevents.net.au Bump Out Please remove your display material promptly when finishing. Due to limited storage facilities at the venue all exhibitor goods must be claimed and removed on the day of the teardown. Any leftover items will be removed at the exhibitor’s expense: see below. Day Delegates access finishes: Please complete removal by: 3.30pm 7.00pm Custom builds by 8.00pm Thursday 4th Sep 2014 EXHIBITION OPENING TIMES Morning tea, lunches, afternoon teas and poster sessions will be held in the exhibition area. Trade booths must be manned during allocated tea and luncheon breaks. In addition the Welcome function on Tuesday 2nd September from 6.00pm until 8.00pm will be held in the exhibition area. Other trade associates and emergency services volunteers will be allowed to visit the Exhibition at specific times – please register these people online: www.afac.com.au/events/conference/home Opening times: Tuesday 2nd September Wednesday 3rd September Thursday 4th September 2.30‐8.00pm (includes Welcome function 6.30pm‐8.00pm) 8.30am‐4.00pm (M’ tea 10am, Lunch 12.30pm, A’ tea 3.15pm) 8.30am‐3.30pm (M’ tea 10.45am, Lunch 12.15pm, A’ tea 3.00pm) DELIVERY INSTRUCTIONS No storage facilities are available at the TSB Arena prior to the event. Deliveries can only be made to the loading dock From Monday 1st September from 9 am. If your freight company cannot deliver it direct to your stand (due to size or weight), the venue will have a representative on site who can arrange this for you. Due to size or weight there may be a cost. Note that only a limited number of trolleys are available through the venue, they are subject to availability and not guaranteed for exhibitor use. AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 8/16 The venue will not accept responsibility for the safety of any such items delivered to the venue or site, in the absence of the exhibitor. Exhibitors are free to use their normal transport companies for freight forwarding as there is no preferred provider. STORAGE AREA The organisers will make available a room to store packing cases during the conference. SECURITY TSB Arena engages in-house security, however while every reasonable precaution is taken, the Conference organisers and the venue accept no responsibility for any loss or damage that may occur to persons or property at the exhibition resulting from any cause whatsoever. THE PROTECTION OF YOUR PROPERTY IS YOUR RESPONSIBILITY Exhibitors must make provisions for the safeguarding of their goods, materials, equipment and displays at all times. Please be security conscious. Do not leave wallets, laptops, mobile telephones or any easily portable items unattended, at any time, in your stand. INSURANCE All exhibitors should ensure their public liability policy covers their activities during this show. Whilst all care is taken, exhibitors should make their own decisions as to whether fire and theft cover is required. ASN Events, AFAC, Bushfire Hazard CRC and the venue shall not be responsible for any loss, damage or injury that may occur to the exhibitor employees or property from any cause what so ever prior, during and subsequent to the exhibition. The exhibitor, on contracting for space or an exhibition stand, expressly releases the organiser and the venue from, and agrees to indemnify same against, any and all claims for such direct and indirect loss, damage or injury. Exhibitors shall indemnify and hold harmless ASN Events, the venue and their agents from all liability (damage or accident) which might ensure from any cause resulting or connected with transportation, placing, removal or display of exhibits. You must also provide your certificate of currency to the organisers (see page 12). FLOOR PLAN & PROGRAM The AFAC Trade exhibition is on one floor only in the TSB Arena. Please check the up to date floor plan at www.afac.com.au/events/conference/home AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 9/16 CONFERENCE PROGRAM See our website for the most recent program www.afac.com.au/events/conference/home (correct at time of printing) Monday 1 September Exhibition Build Tuesday 2 September Research Forum Registration Open 8am Program Commences 9am Program concludes 4.45pm AFAC 2014 Conference Welcome Ceremony 5.15pm & Expo Opening 6.30pm Wednesday 3 September Thursday 4 September Two Day Conference Program Program Commences 8.30am Program Concludes 4.45pm Gala Dinner 6.30pm Te Papa Program Commences 8.30am Program Concludes 4.30pm Friday 5 September No Trade Exhibition Professional Development Program Programs commence 8.30am Programs conclude 1.00pm Field Trips RULES AND REGULATIONS FOR EXHIBITORS ASN’s approach to exhibition management is to facilitate the interaction with trade and provide an environment where all trade participants can maximise the value of their investment in the conference. Please ensure all members of your staff are aware of the following conditions on participation. 1. Exhibitor responsibilities - Principal(s) and/or employee(s) of the Exhibitor must be present in the Exhibit Space at all times during the open hours of the Exhibition. 2. No dismantling or packing may start before the official close of the Exhibition without the written permission of the organisers. 3. Displays and decorations - Merchandise, signs, decorations or display fixtures shall not be pasted, taped, nailed or tacked to walls. No exhibit, merchandise, equipment, trunks, cases or packing materials shall be left in any aisle, but shall be confined to the Exhibit Space. No trunks, cases or packing materials shall be brought into or out of the Exhibit Space during exhibit hours. No signs, advertising devices or merchandise shall be displayed outside the Exhibit Space or project beyond the limits of Exhibit Space. 4. Construction - Standard booth constructions can only be supplied and constructed by the approved exhibition builder. The reverse side of any wing panel extending from the back wall of the display must be draped in order to avoid a raw exposure to a neighbouring booth. If the exhibitor does not comply with the above standards, the organisers will have the exhibition contractor drape the area and bill the exhibitor. 5. Exhibit personnel - All participants affiliated with exhibits must be registered. Each person will be issued an exhibitor's badge and must be employed by the exhibitor or have a direct business affiliation. Complimentary entitlements are outlined in correspondence to your representative and reflect overall space size and sponsorship support. AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 10/16 6. Amendments to exhibition layout - While every effort is made to preserve the published layout of the exhibition, the Organisers shall be entitled to vary the layout if this is in the general interest of the exhibition. 7. Subletting of exhibit space - Exhibitors are prohibited from assigning or subletting their Exhibit Space or any part of the space allotted to them. Exhibitors cannot exhibit or permit any merchandise or advertising materials to be exhibited in their space that are not part of their own regular products. 8. Noise - Exhibitors may not use audible electronic, mechanical apparatus, or open audio systems which may be heard outside the exhibitor's assigned space. The organisers reserve the right to require any exhibitor to discontinue any activity that may cause annoyance or interference with others. 9. Exhibitor conduct - Exhibitor and its representatives shall not congregate or solicit trade in the aisles or other common areas of the venue. 10. Exhibitor shall refrain from any action that will distract delegates from attendance at any official meeting or function of the conference. Exhibitor shall not enter another exhibitor's space without invitation or when unattended. 11. Exhibitors are to respect the rights assigned to sponsors. These rights include (and are not restricted to) lanyard naming rights. Using, making available or handing out alternate branded lanyards is forbidden though exhibitor staff may use a product neutral lanyard supplied by the organisers. 12. Social events - Social events may not be arranged for delegates during the programme (including the satellite meetings), or during the Welcome Ceremony, the Welcome Function or the Gala Dinner without the full consent of the Organising Committee. 13. Closing of exhibit – The organisers shall be entitled to terminate an exhibitors participation forthwith, close the exhibit and remove the Exhibitor's property from the Exhibit Space at any time for failure by Exhibitor or its duly authorised assignee or any of its officers, agents, employees or other representatives to perform, meet or observe any Term, Condition, or Rule set forth herein, and such Exhibitor shall not be entitled to a refund of any payment. AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 11/16 AFAC AND BUSHFIRE & NATURAL HAZARDS CRC CONFERENCE 2014 EXHIBITOR CONFIRMATION FORM st (email to sr@asnevents.net.au or fax to ASN on + 61 3 5983 2223 by 1 August 2014) Company: _______________________________________ Stand Name: _______________________________________________ Site Number(s) _______________ (this is the name that will be displayed on your stand) Note: Please fill out the Display Work’s form which will be sent directly to you asking for similar information. Person in charge of stand: ____________________________________ Mobile:___________________ Email: _______________________ Do you have a custom built stand? If so who will do this for you? You/they will need to provide a design giving details of height and standards of construction. (Bump in for custom builds is 1 pm on Monday). Contractor Name: ________________________ Contact details ____________________________ COMPLIMENTARY TRADE PASSES Names and email addresses of the two complimentary staff members included in your site fee for each space: _________________________________________________________________________________ _________________________________________________________________________________ (Note this is a check only - they must register on line: http://members.asnevents.com.au/register/profile/ff1a3659 (See page 4 of this document for instructions). ADDITIONAL TRADE PASSES Additional Staff on Site - Loyalty members have additional entitlements – consult Steve Robin for details. Any other staff must be registered and paid for on line. You can book accommodation at the same time. For assistance, please contact Emily at the Conference Secretariat: eg@asnevents.net.au The Trade Pass entitles you to attend the Welcome Function free of charge, but not the Dinner unless you have loyalty rewards – check with Steve: + 61 3 5983 2400. Additional Names ____________________ ___________________________ ____________________ ___________________________ (Note this is a check only, all exhibitor staff must register on line; this is a dedicated link for the trade: http://members.asnevents.com.au/register/profile/ff1a3659 ADDITIONAL TICKETS Additional tickets must be purchased on line. Additional Trade Passes $ 120 Additional Welcome Function tickets $ 65 Dinner Tickets $ 120 CERTIFICATE OF CURRENCY I herewith provide my certificate of currency for public liability insurance (minimum $10 m) to the organisers, as per the agreement attached to your invoice. YES it is attached. AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 12/16 FREIGHT FORWARDING We have not appointed an official logistics provider for AFAC. We suggest you use your regular provider, or seek an alternative freight option. ONSITE MATERIALS HANDLING: The venue will be operating a forklift service during bump in and bump out to assist exhibitors requiring forklifts, pallet jacks and flatbed trolleys. Please see the staff at the loading dock for assistance. There may be costs for forklifting onsite depending on the size and weight of the material, and this will be at the discretion of the venue. STORAGE: There will be limited on-site storage facilities for packing materials and boxes. It is recommended that exhibitors carefully consider their storage needs (of packing crates and freight forwarding materials) for the duration of the exhibition. Exhibitors may not leave boxes and packing material in the exhibition display area during the show. The venue can make some space available on site for empty packing cases and packaging, as long as the material is not being used for any other purposes. Note: Please ensure you make specific arrangements with your transport provider and/or ensure you have a representative on site at the time of delivery. AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 13/16 SATCHEL INSERTS DELIVERY INSTRUCTIONS Deliver By 1st August 2014 To: POSITIVELY WELLINGTON AFAC and Bushfire & Natural Hazards CRC Conference Satchel Insert Attention Andrea Stephen: 10C Standon Street Karori WELLINGTON NEW ZEALAND Ph: +64 2 152 2085 Or: +64 4 916 1204 From (Organisation)……………………………..……… Contact Person ………………………………………… Contact phone number………………………………… Number of packages …….of ……….. (total) AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 14/16 LOYALTY REWARDS SCHEME The AFAC Exhibitor Rewards Scheme is aimed at rewarding the many organisations who continue to support our annual conference. The scheme brings a scale of benefits for each exhibitor. These include: Priority selection of booths at the next AFAC conference Additional complimentary site staff passes Complimentary Gala Dinner tickets Status star on booth Exhibitors will be graded into groups reflecting the number of times they have exhibited. They will be presented with a certificate before each conference, acknowledging their participation and confirming their membership status. The four groups are: Platinum member Gold member Silver member Bronze member 15 exhibitions or more 10 exhibitions or more 5 to 9 exhibitions 2 to 4 exhibitions Priority Booth Selection For organisations exhibiting at AFAC, the current practice is to release the floor plan for the next conference at this year’s conference. Under the Exhibitor Rewards Scheme, the groups with the most AFAC exhibition participation to their credit will receive first choice of booths for the next conference: Platinum/Gold member Silver member Bronze member Other exhibitors General release will receive a floor plan 10 days before the current conference will receive a floor plan 7 days before the current conference will receive a floor plan 4 days before the current conference at conference 14 days after conference Extra Benefits Exhibitors achieving Bronze or higher status will also be offered dinner tickets and extra staff allocations. Currently each exhibitor receives two included site staff passes but no dinner tickets. Platinum/Gold member Silver member Bronze member 2 dinner and 4 extra site staff 1 dinner and 2 extra site staff 1 dinner and 1 extra site staff Rewards Scheme members’ booths will be provided with the appropriate status star on their fascia. If you are unsure of your status, please contact Steve Robin for an update: sr@asnevents.net.au AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 15/16 AFAC and Bushfire & Natural Hazards CRC Conference 2014 Exhibitor Manual Page 16/16
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