Early Years International Conference and AGM 2017

Transcription

1 Early Years International Conference and AGM th June 2017 Slieve Donard Resort and Spa, Newcastle, Co. Down Sponsorship and Exhibition Information Pack

2 OVERVIEW OF THE EVENT This annual event attracts over 300 professionals representing childcare settings in Northern Ireland and the Republic of Ireland, as well as advisory, inspectorate, academic and health care professionals working in the early year s sector. The event aims to: Provide learning from professionals and key experts Refresh and enhance knowledge Provide networking opportunities Demonstrate up-to-date educational resources Hear and learn practical take home messages Take part in relevant discussions and debates Learn about new products and services Enhance continuing professional development 2 P a g e

3 EXHIBITION INFORMATION We are still in the planning stages of the 2017 event, however, we can give a brief overview of the timeline based on previous years. Date Time Description 7 th June 7:00pm 9:00pm Stand allocation/set-up 8 th June 8:30am 9:30am Delegate Registration 11:00am 3:00pm Exhibition viewing (Split Refreshment Breaks and Lunch) 4:00pm 5:30pm Exhibition viewing 5:30pm Conference Close/AGM It is always advisable to ensure your stand is staffed outside of these times as there will be delegates in attendance throughout the day. Some delegates will attend both days whilst others will attend on either day. We will provide an updated schedule of exhibition viewing times closer to the event. Application Exhibition stands will be allocated on arrival, on a first come, first served basis. The exhibition area is publically accessed therefore Early Years and the venue cannot be held responsible for any loss incurred. We do advise valuable merchandise to be removed and safely stored when stands are not manned, however, this is not essential and any loss incurred is at your own risk. In order to secure your space at our conference next year, please complete and return the application form, along with a non-refundable 100% deposit, to Lisa Crawford, Events Manager, as soon as possible (return instructions are detailed on the application form). Applications will be taken on a first come first served basis and applications cannot be accepted without the required deposit. Please take the time to read through the Early Years Endorsement Policy (Appendix 1) to ensure your exhibition is in line with our vision and values. Exhibitors also need to ensure they will abide by all relevant Health and Safety requirements and that you have carried out a risk assessment in relation to your stand. Please contact lisac@early-years.org for an application form. 3 P a g e

4 EXHIBITION AND SPONSORSHIP OPPORTUNITIES 2017 EXHIBITION PACKAGE 1 Exhibition Space only (incl. VAT) (20 places) One six-foot table Lunch for two Brief company profile in the information to delegates Pre-conference list of delegate names EXHIBITION PACKAGE 2 Exhibition Space plus Website exposure (incl. VAT) One six-foot table Lunch for two Brief company profile in the conference programme Pre-conference list of delegate names Your company s promotional paragraph, logo and link on the conference section of the Early Years website from January to December 2017 EXHIBITION PACKAGE 3 Exhibition Space plus Conference Programme Advertisement (incl. VAT) One six-foot table Lunch for two One half page advertisement in the Conference Programme which is issued to each delegate who attends Pre-conference list of delegate names (See Early Years International Conference Exhibitor and Sponsor Terms and Conditions Appendix 2 for payment details) 4 P a g e

5 ADDITIONAL DETAILS The venue for 2017, The Slieve Donard Resort and Spa, can accommodate 20 exhibition spaces (based on one table per exhibitor). Once your application form and deposit has been received, you will receive an to confirm that a place has been reserved for you. Once all places have been filled, a reserve list will be established and if a place becomes available those on the reserve list will be contacted accordingly. Exhibition Package 2 Company logo and website link should be ed to Lisa Crawford, lisac@early-years.org no later than 31 st March 2017 Exhibition Package 3 organisations preferred advertisement should be ed to Lisa Crawford, lisac@early-years.org no later than 5 th May 2017 (any advertisements received after this date will not be included in the Conference Programme). Deadlines as outlined above will be ed to each individual as required, one reminder prior to each deadline date will also be sent. Additional sponsorship opportunities may arise prior to the conference. 5 P a g e

6 NEWSLETTER ADVERTISEMENT Early Years issues a newsletter to all members and associates within the early years sector four times per year. This is distributed to people within Northern Ireland, the Republic of Ireland and beyond. Companies can promote their services through this newsletter, by purchasing advertisement space as outlined below: Quarter page advert - 65 per issue Half page advert - 90 per issue Full page advert per issue Half Page Quarter Page Full Page For further details or to purchase a newsletter advertisement contact Tonine Laing; Webmaster Community Mobilisation on or toninel@early-years.org (See Early Years International Conference Exhibitor and Sponsor Terms and Conditions Appendix 2 for payment details) Endorsement Policy Appendix 1 6 P a g e

7 Early Years is concerned about an increasing trend towards the commercialisation of childhood, the effects of which are harmful for children, families and communities. The reputation of Early Years and the endorsement (either direct or de-facto) by Early Years is attractive to those wishing to market products or services to children and their carers. This Endorsement Policy clearly sets out the intention of Early Years to uphold the rights of children to a healthy and developmentally appropriate childhood. Early Years is an active supporter of the campaign for a commercial-free childhood and it is therefore not our policy to endorse products or services that are harmful to children. In exceptional cases, we may consider the endorsement of a product or service that is in line with our vision and values. We will not endorse any product or service from a source or activity that: Is counter-productive, in direct conflict or is incompatible with the vision and values of Early Years Is illegal Compromises or damages existing relationships, professional roles or the reputation of Early Years and its members Is not financially sound, or does not have adequate safeguards to protect Early Years Is engaged in activity that is judged to be unethical by Early Years Irresponsibly markets or promotes its products and services to children or their carers Promotes or sells products or services that may cause harm or offence. Early Years is frequently approached by third party suppliers seeking an endorsement for their product or service. Such requests will be considered by the Senior Management Team and the following criteria applied when evaluating an endorsement: Will the product or service provide any advantage for Early Years members / what will the product or service provide for Early Years members? Will the product or service be specially priced for Early Years members how will this be monitored? Will the product or service be beneficial to a significant percentage of members? Will the product or service be such that it would encourage non-members to take out membership? Does the product or service offer unique benefits to members? We will maintain our organisational integrity in the endorsement by using the following criteria to evaluate an application for endorsement: Fit with and commitment to Early Years vision and values Knowledge and understanding of the services provided to members by Early Years Exceptional quality of product or service Special discounting, price or service for Early Years members Level of resource allocation (time in meetings, mailing etc) required from Early Years 7 P a g e

8 Level of exclusivity Record of financial stability and expectation on on-going financial stability / viability Requests for endorsement must be made in writing to the Chief Executive Officer. Early Years will respond by way of writing to all requests for endorsement within eight weeks of receipt of requests. 8 P a g e

9 Appendix 2 Early Years International Conference Exhibitor and Sponsor Terms and Conditions All exhibitions shall relate to the activities of Early Years and its members and shall not detract from the general character of the conference. Early Years reserves the right to decline any exhibit application which it feels, at its sole discretion, is not appropriate for the conference. Early Years decision will be final. Each exhibit area shall consist of one 6ft table and table cloth. Decorum and good taste, as well as safety and structural integrity, shall be adhered to by the exhibitor. No exhibitor shall erect any walls, partitions, paintings, decorations or other types of obstructions which would interfere with the view of any other exhibitor. Please note the exhibition table will sit flush against a wall to allow adequate footfall space in front of each stand. All exhibitors must be set up by 8:30am on the day of the conference and should not be torn down prior to the end of the conference. Stands will be allocated on arrival on a first come first served basis. Access to the exhibition areas will open from 7:00pm to 9:00pm on Wednesday 7 th June Set-up can begin on Thursday 8 th June from 7:00am. Early Years, and the venue, shall not be responsible for the loss by theft or otherwise of any property of the exhibitor and thus recommends that exhibitors remove any portable technology or other valuables from the exhibit space when left unattended. Early Years and the venue will not be responsible for any injury, loss, or damage that may occur to an exhibitor, the exhibitor s employees or property brought in or rented for the event or to any other person prior, during, or subsequent to the period covered by the exhibit contract. Each exhibitor assumes the entire responsibility and hereby agrees to protect, indemnify, defend, save and hold harmless Early Years and the facility in which exhibits are housed and their employees and agents against all crimes, losses, damages to persons or property, governmental charges or fines arising out of or caused by exhibitor installation, removal, maintenance, occupancy, or use of exhibition premises or part thereof. Each exhibitor acknowledges that Early Years and the facility in which exhibits are housed does not maintain insurance covering exhibitor s property or persons and that it is the sole responsibility of each exhibitor to obtain adequate insurance cover. Exhibitors shall at their expense and upon request provide Early Years proof of insurance as required. Exhibitors agree not to injure, deface or otherwise damage the host property of others. If such damage occurs, the exhibitor is liable to the owner of the property. No decoration, poster, sign or similar items shall be posted on, tacked on, nailed, screwed or otherwise attached to any column, wall, floor or any other part of the exhibition area. 9 P a g e

10 The printed advertising or other materials of the exhibitor may be distributed only from within the exhibitor s own stand. Promotional giveaways are permitted and encouraged. PAYMENT DETAILS Exhibition Packages A non-refundable deposit of 100% of the total cost of exhibition package is required by 31 st April Space shall not be confirmed until the deposit has been received. Payment can be made by credit card or cheque (payable to Early Years ). Cancellations received after this date will not be eligible for a refund. Furthermore, no refund shall be made to any exhibitor who fails, for any reason, to show up and/or occupy the space reserved. Newsletter Advertisement Newsletter Advertisement Space should be paid for in full at the time of application. (this offer runs throughout the year and can be purchased at a later stage, if desired). 10 P a g e