sponsorship and exhibition prospectus - aiecaiec.idp.com/.../aiec2015_sponex_prospectus.pdf.pdf ·...

Sponsorship and Exhibition Prospectus

Now in its 29th year, the conference provides the best opportunity for industry practitioners to obtain current information, essential in understanding and responding to key developments in international education.

The Conference Hosts

IDP Education Ltd

A world leader in international student placement services, IDP Education assists international students find the overseas study options best aligned to their goals. With a proud history spanning over 45 years, IDP Education has continued to diversify to meet the challenges and opportunities of an increasingly sophisticated international education community. The organisation represents education institutions across key sectors, (including tertiary, vocational, ELICOS and schools) and ensures that high quality fee-paying students are placed into suitable courses across Australia, the United Kingdom, the United States of America, Canada and New Zealand. IDP Education is also an equal owner of IELTS (International English Language Testing System), the world’s most popular high stakes English language test, and is involved in English language teaching in Southeast Asia.

The International Education Association of Australia (IEAA)

is Australia’s leading international education professional organisation. IEAA offers networking and professional development opportunities through industry focused workshops, seminars and symposia. It also has an active research program and public policy agenda. IEAA works in close collaboration with a wide range of industry stakeholders including other peak bodies, as well as with governments to enhance and strengthen Australian international education.

Ten Reasons to Participate

1. Showcase your programs and services

2. Launch new products and reach a prime audience in a cost-effective way

3. Gain visibility in the international higher education market

4. Network with key institutional staff who represent a vital conduit of information to international students

5. Meet key representatives and develop new partnerships and associations through face-to-face meetings

6. Strengthen relationships with key decision makers in international education

7. Generate valuable leads and acquire new customers

8. Find out about market trends, latest research findings and industry directions

9. Promote your brand at one of the top international education conferences in the world

10. Drive increased traffic to your exhibition stand through online and print pre-conference marketing activities

Venue

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Adelaide Convention Centre

Adelaide Convention Centre North Terrace, Adelaide, South Australia 5000, Australia www.adelaidecc.com.au

Adelaide is a picturesque coastal city that’s easy to get to, easy to get around, easy on the pocket, and ‘green’.

Adelaide is also very proud to be Australia’s wine capital, with numerous regions on their doorstep.

Located on the River Torrens, the Adelaide Convention Centre is easily accessible to many tourist attractions in the region, and is well serviced by a variety of dining options and shopping precincts.

Adelaide’s pristine beaches and the scenic Adelaide Hills are within easy reach.

Who Attends

International Reach, Australian FocusAttendees from over 30 countries and from all Australian states and territories attend AIEC.

Other 10% Schools 3% Foundation/NGO 3% English Language 5% Vocational Education & Training 7%

Government 8% Corporate/Private Sector 10%

University 54%

International 15% Australia 85%

International Attendance

NT 0% TAS 1% SA 9% NSW 29% QLD 14% ACT 7% VIC 35% WA 6%

Attendance by State Attendance by Sector

NZ Malaysia

UK India

Singapore China

Indonesia Italy

Thailand Australia

Expected Attendance:

1100+1150 Attended

in 2014

Top 10 Countries

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Occupation and Background• Directors of international offices, vicechancellors, PVCs

and DVCs• Marketing managers and senior academic student support

staff from universities, TAFE, secondary schools, English language centres and private colleges from Australia

• Academic staff and researchers• Representatives from national and international peak bodies

representing education, development and student interests• Key government representatives and policy makers from

Australia and overseas• Business development and marketing managers in the

corporate sector with affiliated services in education and development

• Directors, managers and representatives from the IDP Education global network

• Representatives from NGOs• Influential international alumni in business, government

and academia• Service providers in education software, travel, online

solutions, healthcare, customs and immigration, accommodation, banking, insurance and communication services

• Media• Students

The program will include plenary sessions, expert lectures, thematic grouped presentations, posters, workshops and café sessions relevant to all sectors in international education, featuring key industry speakers from Australia and around the world.

Detailed programs from previous years are available online at www.aiec.idp.com

Theme: 'International education: global, responsible, sustainable'AIEC 2015 will focus on the challenges facing international education in attempting to contribute to a sustainable, harmonious, just and global community as well as on the sustainability of our industry itself. We are witnessing an unprecedented acceleration of globalisation with fundamental and sometimes adverse impacts on all peoples and on all communities. Our interconnectedness, our mutual reliance and the global issues we face have never been greater. Generation G and millennial students expect to gain employment in a dynamic, uncertain, globalized environment while being increasingly motivated to make a positive difference in the world in which they live and work.

AIEC 2015 will challenge our motivations and our practices as international education professionals and explore the role of international education in fostering responsibility and sustainability at the global, regional, national and institutional levels. We will focus on innovations and initiatives to counter increasing global insecurity, inequality and environmental challenges. We will ask how we can best sustain the international education sector to ensure the broader sustainability of the world and its communities in the 21st Century.

Program

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Preliminary ScheduleTuesday 6 October 201508:30 – 17:30 Registration desk open

09:00 – 12:30 Pre-conference workshops (morning session)

10:00 – 16:00 IEAA International Research Roundtable

13:30 – 17:00 Pre-conference workshops (afternoon session)

17:30 – 19:00 Welcome Plenary

19:00 – 20:00 Welcome Reception

Wednesday 7 October 201508:00 – 17:00 Registration desk open

09:00 – 10:15 Plenary

10:15 – 10:45 Morning tea

10:45 – 13:15 Conference sessions

13:15 – 14:30 Lunch


15:45 – 16:15 Afternoon tea


17:15 – 19:00 Happy Hour

Thursday 8 October 201508:00 – 17:30 Registration desk open

09:00 – 10:15 Plenary



13:00 – 14:00 Lunch


15:00 – 15:30 Afternoon tea


19:00 – 23:00 Conference Dinner

Friday 9 October 201508:30 – 14:30 Registration desk open

09:00 – 09:45 Plenary



12:30 – 13:30 Lunch

13:30 – 14:30 Closing Plenary

14:30 Conference concludes

Please note that this is a guideline only and is subject to change at any time. Visit the website for updates to the program.

Marketing and Communications Plan

The plan will combine offline and online communcation including:

• Website• Direct marketing• Marketing collateral• Promotions at other

industry events

• Print and online advertising• Public relations• Social media

How You Can Help!We will be producing a range of electronic marketing resources that you can easily include in your own promotional activities. You can help us increase awareness of the conference by including conference information in your regular marketing activities.

Marketing collateral is available on the website or you can email [email protected] to request additional materials.

The marketing and communications plan is strategically designed to create maximum awareness among the conference’s target audiences and position the conference as the 'must attend conference of 2015'.

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TWITTER @AIEC

AND JOIN THE

CONVERSATION!

#AIEC2015

Sponsorship: Major Sponsors at a Glance

Benefits Platinum Gold Silver$25,000 $15,000 $10,000

Acknowledgement in conference materials and pre-conference marketing collateral � � �

Logo and web link on homepage and sponsors page of conference website � � �

Logo in the AIEC newsletter � � �

Acknowledgement at welcome and closing ceremonies � � �

Acknowledgement on signage at the venue � � �

Logo in the sponsors section of the program handbook � � �

Logo on holding slides in the plenary sessions � � �

Virtual satchel insert 1 1 1Complimentary tickets to the conference dinner 2 2 2Acknowledgement in promotional and post-conference highlights videos � � �

Opportunity to offer prizes for the Exhibitor Passport � � �

Delegate list of delegates consenting to share email address to third parties (excel) �

Advertisement on the conference website Home, program and registration

Home and registration Home

Advertisement (colour) in the IEAA VISTA magazine 1/4 pageFull delegate registrations (including conference dinner) 4 3One (1) banner ad in one IEAA monthly update email � �

Discount applicable on other sponsorship opportunities, exhibition packages and advertising 15% 10%

Logo in registered delegate pre-arrival email �

Opportunity to place a web banner on the conference homepage �

Opportunity to place a banner on the conference app �

Mention (image or logo) in one of the AIEC daily news videos �

Opportunity to play a promotional video in the plenary walk-in presentation loop �

Exhibition Package Double Single Single– A standard exhibition space for the duration of the conference 6 x 3 3 x 3 3 x 3– Logo in the conference program handbook and app � � �

– Logo and listing in exhibitor directory on the conference website � � �

– Exhibitor passes 2 2 2– Logo in the Exhibitor PassportIMPORTANT: Please note that benefits and inclusions above are subject to print and production guidelines. Please see important deadlines on page 18, and book as soon as possible to maximise your return on investment.

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PartnersAIEC partnerships are exclusive opportunities to be involved in the conference. Similar benefits and levels of investment to the major sponsorship packages can be arranged.

To discuss contra agreements and tailor your partnership to suit your objectives, please contact the conference organisers at [email protected].

AIEC is currently interested in receiving expressions of interest for media, city, university and airline partnerships.

Looking For A Unique Opportunity?This prospectus serves as a guideline for sponsorship and exhibition opportunities. We hope that some of the standard options will interest you, however if you have an idea that caters to your unique requirements as well as those of the conference, we are able to tailor the sponsorship opportunities to suit your specific marketing objectives and budget.

Packages can be built from existing sponsorship opportunities, or other sponsorship ideas. The total investment will be decided upon receipt of your application, and contra agreements can be arranged.

Please send your proposal to the conference organisers, and we will review all options.

For further details on sponsorship and exhibition opportunities, please contact the conference organisers at [email protected]

Sponsorship: Major Sponsors

Platinum (4 opportunities) $25,000

Also included:

• Double booth exhibition package

• 15% discount applicable on other sponsorship opportunities, exhibition packages and advertising

• Logo in registered delegate pre-arrival email

• Opportunity to place a web banner on the conference homepage and app

• One (1) 1/4 page advertisement (colour) in the IEAA VISTA magazine

• One (1) banner ad in one IEAA monthly update email

• Four (4) complimentary full delegate registrations (including conference dinner)

• Opportunity to play a promotional video in walk-in plenary presentation loop

• Delegate list of delegates consenting to share email address to third parties (excel)

Gold (4 opportunities) $15,000

Also included:

• Single booth exhibition package

• 10% discount applicable on other sponsorship opportunities, exhibition packages and advertising

• One (1) banner ad in one IEAA monthly update email

• One (1) advertisement on the conference website

• Three (3) complimentary full delegate registrations (including conference dinner)

Silver (4 opportunities) $10,000

Also included:

• Single booth exhibition package

• One (1) advertisement on the website

Benefits to all major sponsors• Acknowledgement in conference materials and

pre-conference marketing collateral

• Logo and web link on homepage of the conference website

• Logo and web link on sponsors page of the conference website

• Logo in the AIEC newsletter

• Acknowledgement at welcome and closing ceremonies

• Acknowledgement on signage at the venue

• Logo in the sponsors section of the program handbook

• Logo on holding slides in the plenary sessions

• One (1) virtual satchel insert

• Two (2) complimentary tickets to the conference dinner

• Acknowledgement (mention, logo or company branding) in promotional, daily news and post-conference highlights videos

• Delegate list of consenting delegates (without emails, in excel format)

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These events are the main programmed social events for AIEC 2015, and will feature prominently in our marketing and promotional activities leading up to the conference. Catering will be organised and provided by AIEC.

Welcome Reception Tuesday $8,500The Welcome Reception on Tuesday will take place in the exhibition hall, it will run for approximately one and a half hours, and will follow the Welcome Ceremony, which officially kicks off the conference. This is a unique opportunity to make a first impression on all AIEC attendees.

Also included:

• Opportunity for 3-5 minute address to all delegates at the end of the opening plenary

• Four (4) complimentary tickets to the Welcome Plenary and Reception, with VIP seating

• One (1) freestanding banner positioned in the plenary room (provided by sponsor), displayed for the duration of the Welcome Plenary

• Two (2) freestanding banners positioned in a prominent location in the exhibition hall (provided by sponsor), displayed for the duration of the Welcome Reception


Happy Hour Wednesday $6,800Happy Hour will run for approximately one and a half hours. Attendance in 2014 was over 500 delegates.

Also included:

• Four (4) complimentary tickets to the Happy Hour

• One (1) freestanding banner positioned at the entrance to the venue (banner provided by sponsor)


Sponsorship: AIEC Official Social Events

Benefits to all AIEC official social event sponsors• Logo and web link on sponsors page of the

conference website

• Logo on social events or networking page of the conference website

• Blog story in the AIEC blog

• Logo in the social events section of the conference program handbook

• Mention (or image or logo) in the ‘program at a glance’ and/or ‘pocket program’ next to the event entry

• Mention (or image or logo) in one of the AIEC daily news videos (and/or pre-conference promo video)

• Acknowledgement in the promotional and post-conference highlights videos

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Sponsorship: Hosted Functions and Tea Breaks

Hosted Breakfast or Networking Event $3,400These are non-programmed social events, and will be offered to delegates if there is an interest from a potential sponsor. They will feature on the conference website and conference collateral, and will be promoted in the lead-up to the event.

The opportunity to host a company or brand breakfast is designed for organisations who would like to invite a guest speaker, launch a new product or make a presentation about a specific topic.

Other opportunities exist to sponsor a specific networking event for like-minded delegates with common interests, such as a 'newcomer welcome function' or Special Interest Group (SIG) event.

If you are interested, please contact [email protected] to discuss details.

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Benefits• Acknowledgement of event as an ‘AIEC’ social

networking function on website and marketing materials

• Email to registered delegates or a tailored delegate group, including sponsor’s logo and link to organisation’s website and RSVP instructions

• Blog story in the AIEC blog

• Branding opportunities, e.g. banner displays, welcome packs, etc

Inclusions• Provision of a meeting room or meeting space at the

conference venue (subject to availability)

• Limited audiovisual equipment such podium, lectern, microphone

Unless expressly mentioned above, expenses for other venue spaces at the ACC, catering, room turn-over, additional audiovisual equipment, registration and payment, and speaker travel and accommodation fees incurred will be at an additional cost to the sponsor. Full costing and management fees will be provided upon review of the sponsorship application.

Hosted Tea Break (5 opportunities) $2,000This opportunity is designed for sponsors and exhibitors who would like to increase their visibility within the exhibition hall during one of the scheduled tea breaks.

To maximise exposure and increase visibility, sponsors may like to offer (at additional cost to sponsor) items such as branded napkins or branded food items.

Benefits• One (1) freestanding banner which will be positioned

in a prominent location in the exhibition hall during the hosted tea break (provided by sponsor)

• Acknowledgement in plenary walk-in presentation on the day of the hosted tea break

• Logo in the conference program handbook

• Logo on the sponsors page of the conference website

• Opportunity for cause tie-in (e.g. money collection for a charitable cause supported by your organisation)

Sponsorship: Food and Beverage

Reach hundreds of attendees by offering them coffee, juice or ice cream. Keep our delegates at their peak when you sponsor this much-appreciated service within the exhibition hall. You can increase visibility of your brand by providing your logo imprinted on cups and napkins, table cloths or t-shirts, etc (at additional cost to sponsor).

Benefits• Acknowledgement as the exclusive sponsor (no other

exhibitors can offer this service at their booth)

• Logo on sponsors page of the conference website

• Logo in sponsors section of the conference program handbook

• Single booth exhibition package:

– A dedicated exhibition space for the duration of the conference

– Standard shell scheme and basic furniture package

– Fascia displayed on booth

– One (1) power point and two (2) lights

– Logo and listing in exhibitor directory in the conference program handbook

– Logo and listing on exhibition page of conference website, with web link to the organisation website and brief description and contact details

– Two (2) exhibitor passes, with access to exhibition and catering areas and conference sessions

For an indication of costs of food and beverage, please see ACC’s Stand Catering Menu.

Coffee $6,500

Juice and Smoothies $6,500

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Ice Cream $6,500

Sponsorship: Branded Items

Benefits• The conference and sponsor company logo on each

item (artwork and position of logo to be approved and determined by the committee)

• Logo in sponsors section of the conference program handbook

• Logo on sponsors page of the conference website

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Drink Bottle $7,200Drink bottles provided by sponsor

Lanyard $10,000Sponsor logo printed on lanyard (one colour)

Stationery $7,200Notepads and pens provided by sponsor, recycled materials preferred

Sponsorship: Networking Spaces

Benefits and inclusions:• Branded area within the exhibition hall

• Opportunity to place one (1) freestanding banner displayed in one corner of the lounge provided by sponsor

• Opportunity to collaborate on the design for the back wall signage (Business corner only)

• Naming rights

• Exclusive opportunity to display corporate literature and branded accessories

The sponsor is encouraged to customise the delegate lounge (at additional cost to the sponsor). We suggest:

• offering catering (fruit platters, fresh fruit or promotional sweets)

• selecting coloured furniture or branded cushions and rugs with organisation’s logos

• audiovisual displays (e.g. plasma screens) displays

The conference organisers can assist you with the logistics, to be determined upon review of the application.

All promotional items offered within the networking spaces are subject to committee approval, and must not conflict with other conference promotions or sponsor activities and exclusive entitlements.

Dedicated spaces in the exhibition will be dedicated for delegates to network in between sessions. Please refer to the floorplan to see the location of each space within the exhibition hall.

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Speakers Lounge $3,000 $7,000 (with adjacent booth)

Newcomers' Lounge $3,000

Business Corner $4,000 $8,000 (with adjacent booth)

Student Lounge $3,000

Sponsorship: Technology

Internet Café $5,000The ‘Internet Café’ will be located within the exhibition hall, and will take up an area of approximately 6x3 meters. Internet terminals and infrastructure will be provided.

Benefits:• Logo on sponsors page of the conference website

• Logo in sponsors section of the program handbook

• One (1) freestanding banner positioned in the ‘Internet Café’ area

• Opportunity to collaborate on the design for the back wall signage

• Naming rights to the hub as ‘Sponsor Internet Hub’ or similar

• Your logo displayed as wall paper and screen saver on all computer monitors

• Exclusive opportunity for company corporate literature displayed in the area

• Opportunity to place branded computer accessories such as mouse pads (materials to be provided by sponsor)

• Opportunity to play a promotional video during lunch breaks in the exhibition hall (once per lunch break)

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Phone Charging Station $3,000Put your brand up in lights by purchasing the Phone Charging Station sponsorship. Delegates will see your branding every time they recharge their phones or tablets on the charge station located in the exhibition area or next to your exhibition booth. Charge stations are capable of charging a wide range of phones and tablets in only 12 minutes and will keep your brand at the front of delegates mind throughout the conference. Artwork arranged by the conference organisers and approved by the sponsor.

Wifi $3,000Wifi will be provided free of charge to all delegates in the Adelaide Convention Centre throughout the conference.

Benefits:• Recognition in the conference program book as the

official Charge station sponsor

• Acknowledgement on the sponsor’s page of the conference website

• Charge station branded with your organisation's logo

Benefits:• Company to select wireless password and log in

(subject to approval)

• Sponsor’s logo on conference website

• Sponsor’s logo in conference program handbook as wifi sponsor

Sponsorship: Speakers and Posters

Speakers Room $4,500As the official 'Speaker Room' sponsor for over 200 speakers, your organisation's brand can be the first thing seen upon entering the speaker room. You will have the opportunity to place your company logo, marketing messages and product literature in the room, and provide goodie bags to speakers.

Benefits:• One (1) freestanding banner (provided by sponsor)

positioned in the speaker room displayed for the duration of the conference

• Logo on venue signage

• Logo in conference program handbook as sponsor of the ‘Speakers Room’

• Logo to appear on terminals as screen saver

• Logo to appear on sponsors page of conference website

• Logo to appear in speaker preparation packs

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Posters $3,000The posters will be an integral part of the program and will provide a premium branding opportunity to your organisation. The posters will be located at the front of the exhibition hall, providing the sponsor with high exposure to conference attendees and poster presenters.

Benefits:• One (1) freestanding banner positioned in a

prominent location at the poster exhibit displayed for the duration of the conference (provided by sponsor)

• Logo in sponsors and poster program sections of the program handbook

• Logo on sponsors and posters pages of the conference website

• Acknowledgement (logo or mention) on poster guidelines (available on website, and emailed to poster presenters)

• Acknowledgement (logo or mention) in ‘notification of acceptance’ emails to poster presenters

Exhibition HallThe exhibition hall will be located in Halls FG at the Adelaide Convention Centre.

Booth are allocated on a first-in first-served basis. Floor plan is subject to change at the discretion of the conference organisers. For an updated floor plan and current list of exhibitors, please visit the website.

Exhibition HoursTuesday (Welcome Reception) 18:45 – 20:00

Wednesday 08:30 – 17:00

Thursday 08:30 – 17:00

Friday 08:30 – 13:30

Subject to change

Exhibition

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Floorplan

38-Coffee

40

Exhibition

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Exhibition Booth PackageSingle Booth (3x3 metres) $5,000

Double Booth (3x6 metres) $10,000

Inclusions:

• A standard exhibition space for the duration of the conference

• Standard shell scheme

• Facsia displayed on booth

• One (1) power point and two (2) lights

• Logo and listing in exhibitor directory in the conference program handbook

• Logo and listing on exhibition page of conference website, with web link to the company organisation and brief description and contact details

• Two (2) exhibitor passes, with access to exhibition and catering areas and conference sessions

• Logo to be included on Exhibitor Passport

Exhibition ManualThe conference organisers will develop a comprehensive ‘exhibition manual’ to assist exhibitors with all logistics related to the conference. The manual will distributed it approximately three months prior to the conference dates.

It will contain the move-in / move-out schedule, venue details (parking, OH&S, etc), supplier contact details, key dates, etc.

Public and Product Liability InsuranceAll exhibitors are required to have adequate public and product liability insurance, and provide copy of certificate of currency to the conference organiser. The cover is based on a limit of indemnity to the value of AUD$10,000,000 or above for damages or injury caused to third parties/ visitors on or in the vicinity of their exhibition booth.

Exhibitor Passport NEW!The Exhibitor Passport will increase traffic your booth. It is a perfect ice breaker and great opportunity to begin the conversation with delegates.

Advertising

Virtual Satchel Insert $2,000The 'virtual satchel' will be located on the AIEC Conference website and will be available to all delegates. It provides a sustainable alternative to providing conference bags and hard copy handouts to delegates at the conference. Exhibitors and sponsors will be given the opportunity to place flyers or documents relevant to their organisation in the virtual satchel.

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Publication Display $750Delegates will be able to browse and pick up your publication at the conference. We will provide the following as part of the publication distribution:

• Magazine rack for your publication within the exhibition hall

• Opportunity to display promotional poster of publication in the area

• Restocking of publications on a regular basis

Booking Information

Important DeadlinesBrand exposure in the conference marketing materials and promotional videos (as per entitlements) is determined by confirmation of sponsorship prior to print and production deadlines. Please confirm your participation as soon as possible to leverage your sponsorship benefits, as delivery of some entitlements may be dependent on date of booking.

The following dates are preliminary and are subject to change. All confirmed sponsors, exhibitors and advertisers will be notified via email if there are any changes, and new dates will be posted and communicated via the conference website and the exhibitor manual. Please check the website for the latest updates.

Artwork for branded items Bottle, stationery, lanyards 3 April 2015

Promotional video Logos, sponsored event information, images 3 April 2015

Program handbook info Ads, logos, exhibitor listing contact details provided 7 August 2015

Daily news video Logos, sponsored event information, images 7 August 2015

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Conference Organisers

Unit 17, 3 Westside Avenue Port Melbourne VIC 3207

T: +61 3 9417 1350 F: +61 3 8610 2170 E: [email protected]

Payment TermsFor all sponsorship and exhibition packages, the following payment terms will apply:

• 50% deposit required to secure your booking

• Balance payment on or before 6 August 2015 (two months prior to conference).

Terms and Conditions

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The Term ‘ConferenCe organiser’ refers To Think Business evenTs PTy LTd (ABn 66 121 965 428) And incLudes AssociATions, corPorATe And governmenT Bodies who hAve engAged Think Business evenTs As Their rePresenTATive. The Term ‘sponsor’ incLudes Any Person, firm, comPAny or corPorATion And iTs emPLoyees And AgenTs idenTified in The Booking form or oTher wriTTen requesT for A sPonsorshiP iTem. The Term ‘exhiBiTor’ incLudes Any Person, firm, comPAny or corPorATion And iTs emPLoyees And AgenTs idenTified on The APPLicATion form or oTher wriTTen requesT for exhiBiTion sPAce.

aieC meAns The AnnuAL AusTrALiAn inTernATionAL educATion conference of idP educATion LTd (ABn 59 117 676 463)(‘iDp’) The AusTrAliAn Goods And services TAx (GsT) AT 10% is ApplicAble To All Goods And services offered by The conference. All prices lisTed in The sponsorship And exhibiTion prospecTus includes GsT.

1. A signed application form is required to allocate sponsorship and exhibition booth(s).

2. Space will be allocated on a ‘first come’ basis, as close as possible to the desired location. Payment does not have to accompany the application form.

3. Upon receipt of signed application form, the Conference Organiser will confirm entitlements in writing and forward acknowledgement of receipt, together with a tax invoice for the deposit.

4. The deposit will be 50% of the full amount, and payment is due 14 days from date of invoice. After this time, the space will be available for sale to another company.

5. The balance of the full amount will be due Thursday 6 August 2015. NO Exhibitor shall occupy allocated exhibition space until all monies owing to the Conference Organiser are paid in full.

6. All amounts are payable in Australian dollars. Cheque / direct deposits must be made payable to ‘AIEC 2015’ and forwarded to the address below. Credit card payments will incur a 4% service fee.

7. All payments must include 10% Goods and Services Tax component (which is included in the fees).

8. Acceptance of sponsorship and exhibition offers is at the discretion of IDP.

9. The Conference Organiser agrees to promote the exhibition to maximise participation.

10. Cancellation policy: In the event of a cancellation, the Sponsor/Exhibitor must submit the request in writing to the Conference Organiser. A fee of 50% of total fees applies for cancellations prior to Thursday 6 August 2014. No refunds will be made for cancellations after this date. After applications have been confirmed and accepted, a reduction of the sponsorship package or exhibition space is considered a cancellation.

11. Sponsors/Exhibitors are not permitted to assign, sublet or apportion the whole or any part of their package or booked space unless prior consent in writing from the Conference Organisers is provided.

12. Privacy statement: In order to assist with your participation, your organisation and contact details may be shared with suppliers and contractors, and be included in participant lists and for the information distribution in respect to other related events organised by Think Business Events Pty Ltd. If you object to your details being shared, please inform the Conference Organiser – [email protected]

13. Sponsor or Exhibitor functions or events during or co-existent with AIEC 2015 must not be held without prior approval from IDP. All functions and events that coincide with AIEC must seek approval through the Conference Organiser.

14. Major Sponsors are required to choose options within two weeks of receiving the proposal or all options will be open to other Sponsors/Exhibitors

15. Placement of sponsor logo on branded items is at discretion of IDP (if applicable).

16. Placement of Sponsor advertisements on the conference website or phone app is at the discretion of committee (if applicable).

17. Choice of lanyard is at the discretion of IDP.

18. All Exhibitors must produce a valid Insurance Certificate of currency for the period of the exhibition and this must be submitted to the Conference Organiser by Tuesday 22 September 2015.

19. The Conference Organiser reserves the right in unforeseen 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 Conference Organiser.

20. The Conference Organiser reserves the right to change the exhibition floor layout if necessary.

21. The Conference Organiser may shorten or lengthen the duration of the exhibition and alter the hours during which the exhibition is open.

22. The Conference 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.

Terms and Conditions (continued)

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23. The Conference 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 conference name badge.

24. The Conference Organiser will specify conditions relating to the movement of goods and displays, prior, during and after the exhibition.

25. The Conference Organiser will arrange security onsite during the period of the exhibition but will accept no liability for loss or damage.

26. The Conference Organiser will not be liable and makes no guarantee of the number of visitors to the exhibition. Equally the Conference Organiser will not be accountable for the level of commercial activity generated.

27. The Exhibitor must comply with all the directions / requests issued by the Organiser including those outlined in the exhibition manual.

28. 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.

29. The Exhibitor agrees to adhere to all AIEC venue rules and regulations.

30. The Exhibitor acknowledges that the Conference 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 Conference Organiser will not be able to provide assistance in tracking lost deliveries. The Exhibitor agrees that the Conference Organiser will not be liable for any goods rejected by the venue, lost or damaged prior to the delivery date specified.

31. Official contractors will be appointed by the Conference Organiser to undertake stand construction and freight forwarding plus supply furniture, electrics and IT equipment. This is for insurance and security reasons.

32. Discounts for any entitlements not used or required will not be provided.

33. The Exhibitor will submit plans and visuals of custom designed exhibits to the Conference Organiser by no later than Tuesday 22 September 2015. Exhibitors failing to do so may be denied access to the exhibition to build or may be requested to cease building.

34. Sponsors/Exhibitors/Advertisers will submit all artwork, branded materials and videos for advertising, either purchased or forming part of their package entitlements,to the Conference Organisers by the due date for approval. Failing to do so may result in items being withdrawn.

Disclaimer

Acceptance of sponsorship, exhibition and advertising offers is at the discretion of IDP. AIEC 2015 is a commercial venture undertaken by IDP, a world leader in student placement services, in association with the International Education Association of Australia (IEAA). The decision to approve a sponsorship, exhibition or advertising request is made solely by IDP.

Please note that the acceptance of your sponsorship/exhibition application is not to be considered an endorsement of products or services which may be displayed by the sponsors or exhibitors at AIEC.

Application Form

21

Exhibitor Directory Listing

Same as booking contact details.

Organisation Name

Contact Name

Surname

Position

Company Department

Email

Phone

Fax

Mobile

Address

Suburb

State Postcode

Country

Website

Booking Contact Details

Please note all correspondence including invoices will be sent to the contact supplied below.

Organisation Name

Contact Name

Surname

Position

Company Department

Email

Phone

Fax

Mobile

Address

Suburb

State Postcode

Country

Website

Twitter

Please tick if applicable:

I will be the main contact person leading up to the conference

I will be the main contact onsite

I will not be attending the conference myself. I have provided contact details for the main contact person onsite in the following section.

Onsite Contact Details

Complete if different from above details.

Contact Name

Surname

Position

Company Department

Email

Phone

Fax

Mobile

How did you find out about the conference?

Exhibited / sponsored at previous AIEC(s)

Online search

Direct email notification (e.g. AIEC newsletter, IDP, IEAA)

A friend/colleague

At another event – please indicate:

Print publication – please indicate:

Social media:

Other – please indicate:

Application Form (continued)

Booking Details – Requested ItemsPlease indicate your selection(s) below. All amounts are in Australian dollars (AUD$) and include 10% Goods and Services Tax (GST).

22

Major Sponsorship and Partnerships

Platinum Sponsor $25,000

Gold Sponsor $15,000

Silver Sponsor $10,000

Partner $

Partner Category: Media Airline City Institution Other

Standard Silver Gold(10% Discount)

Platinum(15% Discount)

Welcome Reception $8,500 $8,500 $7,650 $7,225

Happy Hour $6,800 $6,800 $6,120 $5,780

Hosted Function $3,400 $3,400 $3,060 $2,890

Preferred Date/Time: Wed AM Wed PM Thu AM Thu PM Fri AMPreferred Location: Exhibition Stand Foyer Area Room Required OffsiteEvent Name:

Hosted Tea Break $2,000 $2,000 $1,800 $1,700

Preferred Date/Time: Wed AM Thu AM Fri AM Wed PM / Thu PM

Coffee $6,500 $6,500 $5,850 $5,525

Juice/Smoothies $6,500 $6,500 $5,850 $5,525

Ice Cream $6,500 $6,500 $5,850 $5,525

Lanyard $10,000 $10,000 $9,000 $8,500

Stationery $7,200 $7,200 $6,480 $6,120

Drink Bottle $7,200 $7,200 $6,480 $6,120

Speaker Lounge $3,000 $3,000 $2,700 $2,550

Newcomer Lounge $3,000 $3,000 $2,700 $2,550

Student Lounge $3,000 $3,000 $2,700 $2,550

Business Corner $4,000 $4,000 $3,600 $3,400

Preferred Area No.:

Internet Café $5,000 $5,000 $4,500 $4,250

Posters $3,000 $3,000 $2,700 $2,550

Speakers Room $4,500 $4,500 $4,050 $3,825

Wifi $3,000 $3,000 $2,700 $2,550

Phone Charging Station $3,000 $3,000 $2,700 $2,550

Application Form (continued)

Advertising Standard Silver Gold(10% Discount)


Virtual Satchel Insert $2,000 $2,000 $1,800 $1,700

Publication Display $750 $750 $675 $635

Exhibition Standard Silver Gold(10% Discount)


Please note that all major sponsorship packages include one double exhibition package (platinum) or single exhibition package (silver and gold). Additional space can be booked, but will not include exhibitor passes.Additional exhibition passes (one per exhibitor) and additional full sponsor registrations can be purchased once booking is confirmed. Please refer to the exhibition manual which will be distributed approximately three months prior to the conference for further the details.

Exhibition Package (Single) $5,000 Included Included N/A

Booth preference: 1st 2nd

Exhibition Package (Double) $10,000 N/A N/A Included

Booth preferences (two): 1st / 2nd /

Additional Exhibition Booth (Single)Space and shell only – no exhibitor passes

$5,000 $5,000 $4,500 $4,250

Booth preference: 1st 2nd

Total Please add up all amounts

$ $ $ $

23

Declaration I have read and accept the terms and conditions in the prospectus and wish to become a sponsor or exhibitor at AIEC 2015

I agree to be invoiced for a total of AUD$ indicated above (incl. 10% GST)

Signature Date / /

Payment Methods I will forward cheque payable in AUD$ to Think Business Events AIEC

I will pay by EFT

I will pay by Credit Card: Visa MasterCard Diners Amex

Charge full amount to card Charge as per payment terms on page 19 (a surcharge of 4% applies to all credit card payments)

Card Number / / /

Expiry Date / CVN

Cardholder’s Name

Cardholder’s Signature

ContactPlease send the completed application form to the conference organisers:

Unit 17, 3 Westside Avenue Port Melbourne VIC 3207

T: +61 3 9417 1350 F: +61 3 8610 2170 E: [email protected]

www.aiec.idp.com

sponsorship and exhibition prospectus - aiecaiec.idp.com/.../aiec2015_sponex_prospectus.pdf.pdf ·...

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