1 ANZAHPE/AMEA 2015 Conference Copyright Arinex Pty Ltd
1 Copyright Arinex Pty Ltd ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus ANZAHPE/AMEA 2015 Conference Conference Australian and New Zealand Association for Health Professional Educators & Asian Medical Education Association Conference. Date 28 March – 1 April 2015 Venue Newcastle City Hall, Newcastle NSW Located in the heart of the City Centre, Newcastle City Hall is within close proximity to public transport, accommodation, the CBD and parking. Newcastle City Hall opened in 1929 and is one of Newcastle’s most unique venues. Its Old World charm and stunning architecture, including sandstone walls, marble staircases and sweeping ballroom, is reminiscent of a bygone era. This is a prestigious and exciting venue to showcase the latest innovations in health professional education at ANZAHPE/AMEA 2015. Delegates 600 expected delegates - Academic staff teaching in health programs, Clinicians teaching in health programs, Clinical educators in health services, Undergraduate students or postgraduate students, Researchers interested in health professional education and those interested in assessment, evaluation or curriculum design. Website www.anzahpeamea2015.com.au Themes ANZAHPE: Stakeholder Engagement in Health Professional Education AMEA: New Directions in Patient-Centred Medical Education Enquiries Arinex Pty Ltd has been appointed as the official Professional Conference Organiser (PCO) and looks forward to delivering an inspiring experience. Kirsty Winning T: +61 2 9265 0700 F: +61 2 9267 5443 E: sponsorship@arinex.com.au 2 Copyright Arinex Pty Ltd ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus Invitation On behalf of both the Australian & New Zealand Association for Health Professional Educators (ANZAHPE) and the Asian Medical Education Association (AMEA), I would like to extend a warm welcome to all prospective Sponsors and/or Exhibitors to ANZAHPE/AMEA 2015. This is the first year that has seen the coming together of delegates of both conferences and boasts the opportunity for open discussion, networking and knowledge sharing throughout Australasia. The ANZAHPE and AMEA Conference Scientific Committees, chaired respectively by Professor Kichu Nair and Professor Brian Jolly are planning a stimulating program which will be of interest and value to delegates. We are delighted to announce that the Association for Medical Education in the Western Pacific Region (AMEWPR) will also hold their meeting as part of our conference. On behalf of the Organising Committee and our Conference Managers, we look forward to you joining us and supporting ANZAHPE/AMEA 2015 in Newcastle, NSW and encourage you to explore the rewards of participating as a sponsor and/or exhibitor. Dr Graeme Horton Chair of Organising Committee, Australian and New Zealand Association for Health Professional Educators & Asian Medical Education Association Conference 2015 The ANZAHPE/AMEA 2015 Conference is proudly hosted by the University of Newcastle. 3 Copyright Arinex Pty Ltd ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus Sponsorship Packages Sponsorship Package Cost (incl. GST) Platinum Sponsor $8,000 Gold Sponsor $5,000 Silver Sponsor $3,500 Bronze Sponsor $2,500 Standard Entitlements Recognition as a sponsor (with organisation logo) in the conference program book* Recognition as a sponsor (with organisation logo) on the sponsors’ page of the official conference website, including a hyperlink to the organisation’s home page* Acknowledgement as a sponsor on the official sponsor acknowledgement signage situated onsite at the conference* Use of the conference logo until the end of April 2015 Sponsor and Exhibitor Guidelines * ** Exposure in the Congress publications is determined by confirmation of sponsorship prior to print deadlines. To maximise exposure, please confirm your participation by the earliest date possible. The delegate list will exclude any delegates who have withheld permission to publish their details in accordance with the Australian Privacy Act. *** Venue surcharge to serve sponsor’s product will be an additional cost to the sponsor. Please note all food sampling is subject to approval by the Conference Manager, and the venue. **** Banner advertisement specifications will be provided after the confirmation of booking. 4 Copyright Arinex Pty Ltd ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus Platinum Sponsor $8,000 incl. GST Standard entitlements outlined on pg.4 Four (4) conference delegate registrations Delegate list supplied two weeks prior to the conference** 200 word profile in the Conference Program Book* Full page advertising space in the Conference Program Book (artwork to be supplied by the sponsor)* Promotional brochure (maximum four (4) x A4 pages per brochure) to be inserted in the satchel (sponsor to supply material) Verbal acknowledgement as the Platinum Sponsor during the opening and closing sessions One (1) 3m x 3m exhibition booths located in a prominent position In addition to the package outlined above, you may choose the following additional option to add to your package. Keynote Speaker/ Theme Stream As the sponsor of the Keynote Speaker your organisation will receive the following entitlements: Your organisation logo will feature on the audio visual screen in the session room prior to and at the conclusion of the session when the Keynote Speaker is presenting The sponsor may provide a freestanding banner which will be positioned in a prominent location during the session when the Keynote Speaker is presenting (maximum size 2m high x 1m wide) Four (4) passes for nominated guests to attend the session when the Keynote Speaker is presenting (these passes are for the sponsored session only, attendance to other sessions is not included) Gala Dinner The sponsor may provide a freestanding banner which will be positioned in a prominent location at the Gala Dinner (maximum size 2m high x 1m wide) Opportunity for organisation representative to present a three (3) minute speech at the function (microphone will be provided – additional audio visual is at the expense of the sponsor) Two (2) invitations for organisation representatives to attend the Gala Dinner only 5 Copyright Arinex Pty Ltd ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus Gold Sponsor $5,000 incl. GST Standard entitlements outlined on pg.4 Two (2) conference delegate registrations 100 word profile in the Conference Program Book* Half page advertising space in the Conference Program Book (artwork to be supplied by the sponsor)* Promotional brochure (maximum four (4) x A4 pages per brochure) to be inserted in the satchel (sponsor to supply material) In addition to the entitlements outlined above, each Gold Sponsor may choose one of the following options to complement their package. The preferred option must be selected by the sponsor at the time of submitting their sponsorship booking form. Conference Satchel Logo to appear on the satchel alongside the ANZAHPE/AMEA Conference logo. The Organising Committee reserves the right to source and select the satchel. Conference Name Badges Logo to appear on all name badges alongside the ANZAHPE/AMEA Conference logo Sponsor may provide branded lanyards for use by all delegates Conference Stationery Pens provided by the sponsor will be included in the satchel Notepads provided by the sponsor will be included in the satchel 6 Copyright Arinex Pty Ltd ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus Silver Sponsor $3,500 incl. GST Standard entitlements outlined on pg.4 One (1) conference delegate registration 75 word profile in the Conference Program Book* Half page advertising space in the Conference Program Book (artwork to be supplied by the sponsor)* Promotional brochure (maximum four (4) x A4 pages per brochure) to be inserted in the satchel (sponsor to supply material) In addition to the entitlements outlined above, each Silver Sponsor may choose the following option to complement their package. The preferred workshop must be selected by the sponsor at the time of submitting their sponsorship booking form. Workshop Sponsor As the sponsor of a workshop your organisation will receive the following entitlements: Your organisation logo will feature on the audio visual screen in the session room prior to and at the conclusion of the workshop The sponsor may provide a freestanding banner which will be positioned in a prominent location during the workshop (maximum size 2m high x 1m wide) Four (4) passes for nominated guests to attend the workshop (these passes are for the sponsored session only, attendance to other sessions is not included) 7 Copyright Arinex Pty Ltd ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus Bronze Sponsor $2,500 incl. GST Standard entitlements outlined on pg.4 50 word profile in the Conference Program Book* In addition to the entitlements outlined above, each Bronze Sponsor may choose one of the following options to complement their package. The preferred option must be selected by the sponsor at the time of submitting their sponsorship booking form. Refreshment Break Morning and afternoon tea break on one day of the Conference Corporate literature may be displayed at the sponsored catering break station (sponsor to supply) The sponsor may provide a freestanding banner which will be positioned in a prominent location in the break area (maximum size 2m high x 1m wide) Small table signs featuring the organisation name and logo displayed at the sponsored catering break station (Conference Managers to supply) Two (2) passes for nominated guests to attend the sponsored catering break (these passes are for the catering break only, attendance to other sessions is not included) Lunch Break Corporate literature may be displayed at the sponsored lunch break station (sponsor to supply) The sponsor may provide a freestanding banner which will be positioned in a prominent location in the break area (maximum size 2m high x 1m wide) Small table signs featuring the organisation name and logo displayed at the sponsored lunch break station (Conference Managers to supply) Two (2) passes for nominated guests to attend the sponsored lunch break (these passes are for the catering break only, attendance to other sessions is not included) Advertising Opportunities Size Full page Half page Satchel Inserts Starting from $800 incl. GST Cost (incl. GST) $1,200 $800 $1,200 incl. GST Size Cost (incl. GST) Promotional brochure (maximum four (4) x A4 pages per brochure) to be inserted in the satchel (Sponsor to supply material) 8 Copyright Arinex Pty Ltd ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus Exhibition Exhibition Package Cost (incl. GST) Shell Scheme Stand Package per 3m x 2m Block $2,750 Each Shell Scheme stand package includes the following: Shell scheme stand 3m wide x 2m deep (6m2) White octanorm panels 2.4m high Organisation name in vinyl lettering on fascia board Two (2) x 150 watt spotlights One (1) x 4 amp power point The venue is wooden floor boards One exhibitor pass ~ An exhibitor fact sheet Organisation name listed on exhibition page of Conference website 50 word profile per organisation in the Conference Program Book* Complimentary Exhibitor Pass Morning and afternoon catering breaks/lunch Conference satchel Conference Program Book Additional Exhibitor Pass FOC $360.00 incl. GST Morning and afternoon catering breaks/lunch Conference satchel Conference Program Book Additional exhibition staff wishing to attend conference sessions must register as a conference delegate and pay the applicable registration fee. ~To purchase additional tickets to the Conference Dinner, please contact the Conference Managers. 9 Copyright Arinex Pty Ltd ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus Floor Plan 10 Copyright Arinex Pty Ltd ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus SPONSORSHIP / ADVERTISING / EXHIBITION Booking Form 28 March 2015 – 1 April 2015 Newcastle City Hall Kirsty Winning Sponsorship & Exhibitions Account Manager ANZAHPE/AMEA 2015 Arinex Pty Limited Level 10, 51 Druitt Street SYDNEY NSW 2000, Australia T: F: E: W: +61 2 9265 0700 +61 2 9267 5443 sponsorship@arinex.com.au www.anzahpeamea2015.com.au A. SPONSORSHIP PACKAGE(S) REQUESTED COST A$ 1. ………………………………………………………………. ……………………………….. 2. ………………………………………………………………. ……………………………….. B. EXHIBITION BOOTH REQUESTED Please reserve the following booth type (please tick): Space & Shell Scheme 3m x 2m (6sqm) single booth A$2,750 (incl. GST) Preferred Booth Position (s) (refer to floor plan) …………………………………… TOTAL A$: …………………………… Please indicate companies you do not wish to be placed near: ……………………………………………………….……… AMOUNT PAYABLE A & B A$ 50% deposit payable 30 days from date of invoice (Full Payment/Balance due: Tuesday 16 December 2014) (incl. GST) Organisation name (for marketing purposes): A$ Organisation name (for invoicing purposes): Address: City: Postcode: State: Country: Main Sponsor / Exhibitor contact: Name: Position: Mr / Mrs / Ms / Other: Tel: Fax: Email: Website: Yes I have read and agree to the booking terms and conditions on the following page. Authorised by: Date: Signature: Please note that your booking will not be processed unless all sections above are completed. PAYMENT DETAILS (please tick) We wish to pay via company cheque. Note all cheques must be made payable to: Arinex Pty Ltd on behalf of ANZAHPE AMEA 2015, and should be forwarded to the Conference Managers at the above address. We wish to pay via EFT. Bank details will be provided by the Conference Managers with your tax invoice. MasterCard VISA American Express Credit Card Number ________/________/________/_______ Expiry Date _____/_____ CCV ________ Name on Card_____________________________ Signature_________________________ Please note, for all bookings up to $5,000 and paid via credit card, the full amount will be charged. SEE OVER FOR TERMS AND CONDITIONS ► Copyright Arinex Pty Ltd 11 ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus SPONSORSHIP / ADVERTISING / EXHIBITION Booking Form 28 March 2015 – 1 April 2015 Newcastle City Hall SPONSORSHIP BOOKING TERMS & CONDITIONS 1. Where appropriate, Goods & Services Tax (GST) is applicable to all goods and services offered by the Conference Managers and all prices in this document are inclusive of the GST. GST is calculated at the date of publication of this document. The Conference Managers reserve the right to vary the quoted prices in accordance with any movements in the legislated rate of the GST. 2. Sponsorship will be allocated only on receipt of a signed Booking Form and Booking Terms & Conditions. A letter of confirmation will be provided to confirm the booking, together with a tax invoice for the required 50% deposit. The deposit is payable 30 days from the date of the tax invoice. The balance is due and payable by Tuesday 16 December 2014. Applications received after Tuesday 16 December 2014 must include full payment. 1. All monies are payable in Australian dollars. Cheques should be made payable to Arinex Pty Limited for and on behalf of the ANZAHPE AMEA 2015 and must be drawn on an Australian bank. 2. All monies due and payable must be received (and cheques cleared) by the Conference Managers prior to the event. No organisation will not be listed as a sponsor in any official conference material until full payment and a booking form have been received by the Conference Managers. 3. CANCELLATION POLICY: In the event of cancellation, a service fee of 50% of total fees applies for cancellations prior to Tuesday 16 September 2014. No refunds will be made for cancellations after this date and full payment will be required. Should a cancellation be made prior to payment being made, the appropriate cancellation fee will be applicable and the Conference Managers will issue an invoice which will be payable within seven (7) days. After Sponsorship has been confirmed and accepted, a reduction in Sponsorship is considered a cancellation and will be governed by the above cancellation policy. 4. No sponsor shall assign, sublet or apportion the whole or any part of their sponsorship package except upon prior written consent of the Conference Managers. 5. Sponsorship monies will facilitate towards the successful planning and promotion of the conference in addition to subsidising the cost of management, communication, invited speakers, program and publications. Sponsorship monies are not expended on any entertainment incurred which is incidental to the activities of the conference. 6. Sponsorship entitlements including organisation logo on the conference website and other marketing material will be delivered only after receipt of the required deposit or full payment. 7. Nomination of speakers will be subject to written approval by the speaker and program committee. Furthermore at the discretion of the program committee, Platinum sponsored speakers may be asked to speak at additional keynote and concurrent sessions. Platinum sponsors may provide concurrent session speakers on similar terms. 8. Speaker’s contract will make it clear that these speakers must present leading edge non-commercial papers with no obvious product endorsement and they must act ethically, not commenting on other speakers their presentations or sponsors’ products. 9. Sponsors may use the speaker at breakfasts, optional workshops and commercial sessions during the conference but at no other public, external or by invitation appearances pre or post the conference for a period of 30 days. 10. After the speaker has committed to the program and associated costs have been negotiated, the Conference Managers will then take on the speaker liaison in relation to obtaining abstracts, papers, copyright waiver and speaker a/v requirements. 11. Sponsors entitled to host an endorsed private function, do so at their own expense and at a time and date approved by the Conference Managers and ANZAHPE/AMEA 2015. 12. The Delegate List may be used by the sponsors up to and not beyond <insert date> for the purposes of contacting <year> conference delegates. The list must not be used in conjunction with any other non-related conference matters nor is the list to be used for future conference marketing, or transferred in whole or in part to any third party. 13. Privacy Statement – YES I consent to my details being shared with suppliers and contractors of the event to assist with my participation, being included in participant lists and for the information distribution in respect to other relevant events organised by Arinex Pty Limited. [ ] NO, I do not consent. 14. EXHIBITION BOOKING TERMS & CONDITIONS 15. Where appropriate, Goods & Services Tax (GST) is applicable to all goods and services offered by the Conference Managers and all prices in this document are inclusive of the GST. GST is calculated at the date of publication of this document. The Conference Managers reserve the right to vary the quoted prices in accordance with any movements in the legislated rate of the GST. 16. Exhibition booths will be allocated only on receipt of signed Booking Form and Booking Terms & Conditions. A letter of confirmation will be provided to confirm the booking, together with a tax invoice for the required 50% Copyright Arinex Pty Ltd 12 ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus SPONSORSHIP / ADVERTISING / EXHIBITION Booking Form 28 March 2015 – 1 April 2015 Newcastle City Hall deposit. The deposit is payable 30 days from the date of the tax invoice. The balance is due and payable by Tuesday 16 December 2014. Applications received after Tuesday 16 December 2014, must include full payment. 17. All monies are payable in Australian dollars. Cheques should be made payable to Arinex Pty Limited on behalf for and on behalf of ANZAHPE AMEA 2015 and must be drawn on an Australian bank. 18. All monies due and payable must be received (and cheques cleared) by the conference Managers prior to the event. No exhibitor will be allowed to begin move-in operations or be listed as an exhibitor in the on-site publications until full payment and a booking form have been received by the conference Managers. 19. Public and Product Liability insurance to a minimum of A$10 million must be taken out by each exhibitor at their own expense. A copy of the organisation’s public and product liability certificate must be submitted to the Conference Managers at the time of submitting their booking form or by no later than Tuesday 16 December 2014 20. CANCELLATION POLICY: In the event of cancellation, a service fee of A$1,000.00 applies per 6 square metre space or shell scheme stand booking to cancellations on or before Tuesday 16 September 2014. No refunds will be made for cancellations after this date. Should a cancellation be made prior to payment being made, the appropriate cancellation fee will be applicable and the Conference Managers will issue an invoice which will be payable within seven (7) days. After space has been confirmed and accepted, a reduction in space is considered a cancellation and will be governed by the above cancellation policy. Reduction in space can result in relocation of exhibit space at the discretion of the conference Managers. Any space not claimed and occupied before 27 March 2015 will be reassigned without refund. 21. The conference Managers reserve the right to rearrange the floor plan and / or relocate any exhibit without notice. The conference Managers will not discount or refund for any facilities not used or required. 22. If the exhibitor intends to install a custom built stand, the Congress Managers must be advised and such advice must include full details and stand dimensions. This information must be received no later than xxx. All display construction requires the approval of the Congress Managers and venue management. A pro rata fee will apply if any construction occupies space outside the specified space as indicated on the floor plan. 23. No exhibitor shall assign, sublet or apportion the whole or any part of their booked space except upon prior written consent of the conference Managers. 24. Delegate List may be used by the Exhibitor for the purpose of contacting ANZAHPE AMEA 2015 Conference delegates only. The list must not be used for the purpose related to future Conferences, and shall not be transferred in whole or in part to any Third party. 25. Privacy Statement – YES I consent to my details being shared with suppliers and contractors of the event to assist with my participation, being included in participant lists and for the information distribution in respect to other relevant events organised by Arinex Pty Limited. [ ] NO, I do not consent. Copyright Arinex Pty Ltd 13 ANZAHPE/AMEA 2015 Conference Sponsorship & Exhibition Prospectus
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