ARCS ON THE HARBOUR EDUCATION, AGM & ANNUAL DINNER KIRRIBILLI CLUB 21 November 2018

Transcription

1 ARCS ON THE HARBOUR EDUCATION, AGM & ANNUAL DINNER KIRRIBILLI CLUB 21 November 2018 Partnership and Exhibition Opportunities Web: Phone:

2 Sponsorship and Exhibition Order Form The study start-up & leadership Summit, AGM & Sydney Annual Dinner is an education day with sessions specific for Investigational site representatives, commercial & non-commercial clinical trial sponsors, CRO representatives & clinical managers. In addition to study start up, the summit will include a leadership steam, executive round tables and a stream focusing on current and future priorities of the ARCS CRO steering committee and forum. The summit will provide you an opportunity to network and promote your company to over 150 delegates (including decision makers, operational staff, project managers & young leaders) from: Investigational (research) sites CROs Sponsors Seat Drop Partner $ 150 Non Partner $ 200 To broaden your exposure at the event or if you are unable to attend, you can reach delegates by placing an insert or promotional item on the seats of one of the education sessions. Satchel Insert Partner $ 200 Non Partner $ 250 Reach all delegates directly by placing an insert into the conference satchels that will be distributed at the meeting. Inserts need to be received at the ARCS office in Crows Nest, no later than Monday 19 November for inclusion. Networking Reception Partner Partner $ 999 Non Partner $ 1200 The closing drinks will be held after the ARCS Annual General Meeting and will provide delegates with a forum to relax, network and reflect on the meeting and education sessions. Inclusions: - One complimentary educational session registration One Pull Up Banner to be displayed during the drinks. (Sponsor to provide) Networking opportunities Acknowledgement in e-bulletins Acknowledgement in the program Verbal acknowledgement during the drinks Two-minute speaking opportunity Complimentary registration to the networking drinks The option of providing a Lucky door prize One ticket to the dinner ARCS On The Harbour Dinner Partner Partner $ 2999 Non Partner $ 3999 The annual dinner is a highlight of the ARCS event calendar and has become a tradition that we look forward to. We are offering one organisation the opportunity to be the exclusive partner for the dinner. Inclusions: - Opportunity to distribute one item of printed literature and/or a single promotional item for the duration of the dinner Recognition of sponsorship at the dinner - displaying the company logo throughout the evening and a verbal acknowledgment Two-minute speaking opportunity

3 One Pull Up Banner to be displayed during the dinner. (Sponsor to provide) Acknowledgement in the program Complimentary registration to the networking drinks Two dinner tickets The option of providing a lucky door prize to be drawn on the night to the value of $200 Promotion of the company name on e-bulletins Exhibition Layout

4 Exhibition Table Partner $ 399 Non Partner $ 699 Throughout the day you will have the opportunity to network and promote your company to over 100 delegates. The evening then continues with the AGM, networking drinks and our ARCS On The Harbour dinner. Inclusions: One complimentary education registration One exhibitor trestle table The opportunity to display a pull up banner One complimentary satchel insert Networking opportunities Complimentary registration to the networking drinks Acknowledgement in e-bulletins Acknowledgement in the program Acknowledgement on the ARCS website Special not-for-profit rate apply. Please contact us at arcs@arcs.com.au for further information Stream Partner (3 opportunities) Leadership/Site Start-up/CRO forum Partner $ 299 Non Partner $ 399 Inclusions: - One complimentary education registration Networking opportunities One complimentary satchel insert One pull up banner in the each room Acknowledgement in e-bulletins Acknowledgement in the program Acknowledgement on the ARCS website Logo on leadership presentation slides Opportunity to distribute one promotional item or one piece of printed literature at the leadership stream

5 Payment Details Prices Include GST Please use this form to select your sponsorship exhibition package Exhibition Table Partner $ 399 Non Partner $ 699 Additional Attendee (Exhibition Only) $ Additional Attendee (Exhibition and Education) $ Dinner Ticket for Members $ Table Selected A B C D E F Seat Drop Partner $ 150 Non Partner $ 200 Satchel Insert Partner $ 200 Non Partner $ 250

6 Networking Reception Partner Partner $ 999 Non Partner $ ARCS On The Harbour Dinner Partner Partner $ Non Partner $ Leadership Stream Partner Partner $ 299 Non Partner $ 399

7 Sponsorship and Exhibition Terms and Conditions 1. All information contained in this sponsorship and exhibition prospectus is current at time of printing. 2. The event is the ARCS On The Harbour Education, AGM and Annual Dinner. 3. To apply for sponsorship or an exhibition booth/facility at an ARCS Australia event, payment must be made at the time of application and proof provided by way of a bank or remittance advice: (a) If the application is made more than 8 weeks before the start of the event, 50% of the fee must be paid at the time of application and the balance becomes due and payable 4 weeks before the event; or (b) If the application is made within 8 weeks of the start of the event, the full cost must be paid at the time of application 4. ARCS Partner organisations may be given first preference (for the first two weeks that the prospectus is published) over proposed location of signage and/or exhibition booth/facilities after which we will endeavour to process applications in the order in which they are received and allocate locations accordingly. 5. Requests for cancellations of a sponsorship or an exhibition table/facility must be in writing and the following policy will apply: (a) If a request for a cancellation is made 8 weeks or more before the start of the event, the exhibitor s liability will be to forfeit 25% of the cost of the table; and (b) If a request for a cancellation is made more than 4 but less than 8 weeks before the start of the event, the exhibitor s liability will be to forfeit 50% of the cost of the table; and (c) If a request for a cancellation is made 4 weeks or less before the start of the event, the exhibitor s liability will be to forfeit 100% of the cost of the table unless the table is re-sold in which case exhibitor s liability will be to forfeit 50%, there being no obligation on ARCS Australia to take steps to re-sell any exhibition booth/facility but it may do so at its discretion. 6. ARCS Australia reserves the right not to accept any application for sponsorship and exhibitions. If an application is unable to be accepted, ARCS Australia will refund payments made as soon as reasonably practicable. 7. The exhibition floor plan is subject to change however if changes occur exhibitors will be notified as soon as reasonably practicable. 8. Exhibitors must adhere to all relevant Privacy Regulations in relation to the collection of personal data from delegates. The purpose for which the data are being collected must be clearly displayed, and the data only used for these purposes. Business cards collected for a prize draw should be used only for this purpose, unless delegates are clearly informed that the cards may be used for follow-up contact. 9. Acknowledgement in the Registration Brochure and Conference Proceedings is dependent on confirmation of sponsorship prior to printing. If confirmation is received afterwards, the sponsor will be acknowledged via the website only. 10. Logo placement and size on all Conference literature will be decided by ARCS Australia. 11. All promotional items, delegate gifts, advertisements, satchel inserts, prizes and giveaways must be sent to ARCS Australia for approval 2 weeks prior to the start of the event. The venue does not allow food (other than confectionary etc) or beverages, including bottled water to be provided to delegates by exhibitors or sponsors so these may not be included as promotional materials. 12. All event proceeding advertisements must be supplied as high resolution files by the sponsor and will be printed black and white. If you would prefer colour you will need to pay the full page costs and supply pre-printed materials for all delegates. 13. Satchel inserts are limited to a maximum of one A4 size page and must be delivered to ARCS Australia 2 weeks prior to the event date. Courier costs are at exhibitor s expense. 14. Decoration and theming for the Annual Dinner remains the right and responsibility of ARCS Australia. Complimentary additions may be made by the sponsor, subject to approval by ARCS Australia.

8 15. Exhibitors must not use pins, staples, screws, nails, bolts, glue or paint on their exhibition display. If damage occurs from the use of any of these products, a repair bill will be sent to the exhibitor for payment. 16. Exhibitors wishing to conduct a trade competition, which involves the chance to win a prize, are required to adhere to all state laws and regulations. 17. Exhibitors must ensure they hold a Public Risk and Property Damage Insurance Policy in respect to its space, in the amount of twenty million dollars (A$20,000,000) for the duration of the Conference - including move in/out schedules. Copy of the insurance must be provided to ARCS at the time the balance becomes due and payable which is 4 weeks prior to the event. ARCS can put exhibitors in touch with insurance brokers, if required - please contact the ARCS Business Office for details. 18. Exhibitors agree to make good any damage caused by their employees or third parties, or loss of delegate property. 19. Any sub-contractors utilised must be identified to ARCS and appropriate evidence of Workers Compensation Insurance provided to us. 20. Booths must be staffed for the full day by a minimum of 1 staff member at any one time. 21. Installation of additional booth facilities are subject to prior agreement by ARCS 22. All prices inclusive of Goods and Services Tax (GST) 1. All information contained in this sponsorship and exhibition prospectus is current at time of printing. 2. The event is Sydney Annual Conference To apply for sponsorship or an exhibition booth/facility at an ARCS Australia event, payment must be made at the time of application and proof provided by way of a bank or remittance advice: (a) If the application is made more than 8 weeks before the start of the event, 50% of the fee must be paid at the time of application and the balance becomes due and payable 4 weeks before the event; or (b) If the application is made within 8 weeks of the start of the event, the full cost must be paid at the time of application 4. Major Sponsors may be given first preference (for the first two weeks that the prospectus is published) over proposed location of signage and/or exhibition booth/facilities after which we will endeavour to process applications in the order in which they are received and allocate locations accordingly. 5. Requests for cancellations of a sponsorship or an exhibition table/facility must be in writing and the following policy will apply: (a) If a request for a cancellation is made 8 weeks or more before the start of the event, the exhibitor s liability will be to forfeit 25% of the cost of the table; and (b) If a request for a cancellation is made more than 4 but less than 8 weeks before the start of the event, the exhibitor s liability will be to forfeit 50% of the cost of the table; and (c) If a request for a cancellation is made 4 weeks or less before the start of the event, the exhibitor s liability will be to forfeit 100% of the cost of the table unless the table is re-sold in which case exhibitor s liability will be to forfeit 50%, there being no obligation on ARCS Australia to take steps to re-sell any exhibition booth/facility but it may do so at its discretion. 6. ARCS Australia reserves the right not to accept any application for sponsorship and exhibitions. If an application is unable to be accepted, ARCS Australia will refund payments made as soon as reasonably practicable. 1. All information contained in this sponsorship and exhibition prospectus is current at time of printing. 2. The event is Sydney Annual Conference To apply for sponsorship or an exhibition booth/facility at an ARCS Australia event, payment must be made at the time of application and proof provided by way of a bank or remittance advice: (a) If the application is made more than 8 weeks before the start of the event, 50% of the fee must be paid at the time of application and the balance becomes due and payable 4 weeks before the event; or

9 (b) If the application is made within 8 weeks of the start of the event, the full cost must be paid at the time of application 4. Major Sponsors may be given first preference (for the first two weeks that the prospectus is published) over proposed location of signage and/or exhibition booth/facilities after which we will endeavour to process applications in the order in which they are received and allocate locations accordingly. 5. Requests for cancellations of a sponsorship or an exhibition table/facility must be in writing and the following policy will apply: (a) If a request for a cancellation is made 8 weeks or more before the start of the event, the exhibitor s liability will be to forfeit 25% of the cost of the table; and (b) If a request for a cancellation is made more than 4 but less than 8 weeks before the start of the event, the exhibitor s liability will be to forfeit 50% of the cost of the table; and (c) If a request for a cancellation is made 4 weeks or less before the start of the event, the exhibitor s liability will be to forfeit 100% of the cost of the table unless the table is re-sold in which case exhibitor s liability will be to forfeit 50%, there being no obligation on ARCS Australia to take steps to re-sell any exhibition booth/facility but it may do so at its discretion. 6. ARCS Australia reserves the right not to accept any application for sponsorship and exhibitions. If an application is unable to be accepted, ARCS Australia will refund payments made as soon as reasonably practicable.

10

11

12