EXHIBITION AND SPONSORSHIP OPPORTUNITIES 2018

Transcription

1 EXHIBITION AND SPONSORSHIP OPPORTUNITIES EXHIBITION AND SPONSORSHIP OPPORTUNITIES 2018 /cymru (029)

2 About the event Wales biggest housing policy conversation is back with a fresh line up of experts brimming with expertise and insight to support organisations in dealing with complexity, a challenging housing policy landscape and making the most of the sector s greatest asset people and communities. The event will bring together key decision makers and senior level professionals from local authorities, housing associations, voluntary organisations and private sector companies. The BIG Question offers a range of commercial opportunities to suit all needs and budgets. Take a look at our exhibition and sponsorship packages or contact us for a bespoke proposal. 2

3 Exhibition opportunities Exhibiting at The BIG Question 2018 offers an excellent opportunity to network with, and promote your organisation s services and products to a captive audience of senior level industry professionals. Exhibition stand 499+vat Price includes: 3m x 2m floorspace 2 delegate places Entry to all conference sessions Lunch and refreshments Exhibitor entry in event guide Logo featured on event webpage 3

4 Sponsorship and advertising Our sponsorship and advertising options offer a superb opportunity to raise your profile to a captive audience of influential decision makers creating a lasting impression on delegates. Headline sponsor 4, vat Package includes: complimentary 3m x 2m exhibition space in a prime location within the exhibition area (all refreshments and lunches will be served in the exhibition area creating optimum networking opportunities); 5 complimentary delegate places with access to all conference sessions; sponsor branding prominently featured on the event webpage; sponsor branding featured in a minimum of two promotional bulk s to CIH Cymru contacts; sponsor branding featured on event attendee list; sponsor branding featured on the front cover of the event guide; full page colour advertisement featured on the front inside cover of the event guide; sponsor branding featured on all PowerPoint session title slides; recognition of the headline sponsoring organisation as a key partner in the Chair s opening speech; complimentary delegate pack insert or main conference room seat drop 4

5 Sponsorship and advertising Delegate badges 1, vat Delegate pack insert vat With your logo displayed on every attendee name badge this opportunity creates a walking advertisement for your brand. Delegate pack promotional items TBA From pens and notepads to USB sticks this is a great opportunity to include a bespoke branded item with your company logo in each of the delegate packs. Contact us for a tailored quote. Opportunity to include one piece of promotional literature into conference packs received by all attendees on arrival. Seat-drop vat Opportunity to seat-drop one piece of promotional literature in the main conference auditorium. Event guide advertising rates Full page advertisement Half page advertisement Quarter page advertisement Scrolling PowerPoint vat vat vat vat HOW TO BOOK Please complete the booking form overleaf and return to wales.events@cih.org Alternatively please book online at For further information please contact: Liza Fleming Professional Standards Manager (Wales) liza.fleming@cih.org (029) / (07824)

6 BOOKING FORM Booking Form SECTION 1: BOOKING CONTACT Name address Invoice address (if different to above) PO Number SECTION 2: PACKAGE DETAILS please Price (excl VAT) Exhibition stand preferred stand number [ ] [ ] Headline sponsorship [ ] 4, Name badge sponsorship [ ] 1, Conference pack insert [ ] Seat drop [ ] Event guide full page advertisement [ ] Event guide half page advertisement [ ] Event guide quarter page advertisement [ ] Scrolling powerpoint advertisement [ ] SECTION 3: EXHIBITOR/SPONSOR DELEGATE DETAILS DELEGATE 1 NAME Job Title address (if different from section 1) Mobile Dietary, access or other requirements 6

7 SECTION 3 CONTINUED/ Booking DELEGATE 2 NAME Form Job Title address (if different from section 1) Mobile Dietary, access or other requirements DETAILS FOR 3 RD, 4 TH AND 5 TH DELEGATES (APPLIES TO HEADLINE SPONSORSHIP ONLY) DELEGATE 3 NAME Job Title address (if different from section 1) Mobile Dietary, access or other requirements DELEGATE 4 NAME Job Title address (if different from section 1) Mobile Dietary, access or other requirements 7

8 DELEGATE 5 NAME Job Title Booking Form address (if different from section 1) Mobile Dietary, access or other requirements SECTION 4: AUTHORISATION (SIGN TO CONFIRM BOOKING AND ACCEPTANCE OF TERMS AND CONDITIONS BELOW) Would you like the names of your delegates to be published on the attendance list which will be distributed to all attendees at the event? YES [ ] NO [ ] Signature: Name in full: Date: BOOKING TERMS AND CONDITIONS Definitions Applying to the Terms and Conditions Booking form means the organiser s form by which the delegate/sponsor/exhibitor engages with CIH services/products which is accepted by the organiser Exhibitor means the party with which the organiser has entered into contract with and granted space at the conference/event and any of its respective employees, servants, contractors, sub-contractors or agents Organiser means the Chartered Institute of Housing Sponsor means the party which the organiser has agreed will sponsor a conference/event and any of its respective employees servants, contractors, subcontractors or agents. Booking Information Please do not send any payment with this booking. CIH will issue an invoice for payment once your booking has been processed. If, at the time of booking you are unable to confirm the names of your exhibition representatives, please provide this information no later than two weeks prior to the event via at xxx. Once your exhibition/ sponsorship package has been confirmed, you will receive an invoice for 100% of your total booking. Please advise the correct contact details, address and any purchase order numbers where applicable for the invoices in advance so we can ensure they are printed on the invoices correctly. CIH will require evidence of payment of the invoice prior to attending the event. Please note that attendance at the event is conditional upon full payment of the invoice. Exhibition passes will be distributed to the booking contact on the day. Please keep a copy of this booking for your records. Purchase order numbers are required at the time of booking if your organisation requires you to provide one. Failure to do so or the provision of an incorrect PO number will not invalidate our payment terms. 8

9 Booking Confirmation correspondence will not be taken as confirmation of a booking. A booking will be guaranteed on receipt of this completed and signed booking form. Booking Form Once your sponsorship package / exhibition space has been confirmed, you will receive an invoice for 100% of your total booking. Please advise the correct contact details, address and any purchase order numbers for the invoices in advance so we can ensure they are printed on the invoices correctly. Payment of this invoice is required to fully confirm your booking. Please keep a photocopy of the booking form for your records. Cancellations All cancellations must be made in writing. Exhibitors and Sponsor cancellations will be subject to the following fees: 9 months prior to conference: 25% of the cost of the package 6 months prior to conference: 50% of the cost of the package 3 months prior to conference: 100% of the cost of the package No liability will be accepted for other associated costs, such as pre booked accommodation or travel. We will not refund any other costs you may incur as a result of this cancellation. CIH may have to cancel an event. In cases of cancellation other than due to Force Majeure or acts of God, we will refund any payments made and received in advance. CIH will accept liability for or refund any other costs you may incur as a result of this cancellation. All sponsorship and exhibition fees will be refunded. No liability will be accepted for other associated costs, such as pre booked accommodation or travel. We will not refund any other costs you may incur as a result of this cancellation. Should we be explicit e.g. 25% of the cost of the package booked? England currently just have full charge where cancelled, do we want to give them so many options? Postponement or Abandonment CIH may at any time and without prior notification, change the structure or any related aspect of an event. Exhibitors shall not have any claim against CIH in respect of any loss or damage whatsoever consequent upon the Exhibitor failing to be held for any reason outside of CIH s control, or the conference venue being or becoming wholly or partially unavailable for the holding of the event for whatever reason. Exhibition Space not occupied If an Exhibitor fails to occupy the space allotted to him before the event opening, this will be deemed to be a cancellation. The cancellation charges outlined in the booking will be payable by the Exhibitor and CIH may re-sell or re-allocate for its own benefit. Where non-occupation is due to circumstances beyond the control of the exhibitor or Force Majeure, CIH reserves the right to waive the cancellation charge within its sole discretion. Stand Fittings Regulations The Exhibitors and its contractors may not interfere with the exhibition in any way whatsoever, and any damage caused by their acts of negligence shall require them to indemnify CIH and its contractors against any claim arising from such damage. Access and Stand Displays The Sponsor/Exhibitor must ensure that its stand is ready before the opening of the exhibition each day. Stands must be fully staffed and stocked at all times. The Sponsor/Exhibitor must comply with build up, breakdown and delivery times, as set out in the Sponsor/Exhibitor manual. Late build up and early breakdown creates problems in exhibition halls, contravenes health and safety regulations and is discourteous to other Sponsor/Exhibitors. If late setup is unavoidable, a suitable time slot will be allocated by CIH at its discretion. Exhibits are not to be removed until the exhibition is closed, and any Sponsor/Exhibitors closing the stand before that time without the permission of CIH will be liable for an early closing fee of 25% of the total invoice amount. The Sponsor/Exhibitor must vacate its stand, and ensure that all exhibit items are removed from the premises, within the time specified for exhibition breakdown. 9

10 Health & Safety at work Act It is the responsibility of the Sponsor/Exhibitor to ensure that its contractors employees and agents, displays and exhibits comply with current legislation regarding Health & Safety at Work. Limitation of liability Under no circumstances shall CIH be liable for any indirect, incidental, special, consequential or exemplary damages arising from these terms and conditions, including loss of profits or lost revenues, business interruption or loss of business information or otherwise, even if it has been advised of the possibility of such damages. The limitations of this section do not apply to the extent damages or losses are caused by CIH s intentional or grossly negligent conduct. In all cases in which CIH is liable to pay damages, CIH s aggregate, cumulative liability under or in connection with these terms and conditions shall not exceed the total amount of the delegate fee. Exhibitors are responsible for taking care of their own property. CIH accepts no responsibility for any loss incurred whilst using material or information gained at this event. Indemnity and Insurance An exhibitor is responsible for and shall fully indemnify CIH against all costs, claims, proceedings and losses whatsoever made against or incurred by CIH as a result of the Exhibitor promoting, advertising or exhibiting any goods or services at the event, save as provided by the Unfair Contract Terms Act The Exhibitor shall effect, at its own cost, full indemnity insurance against usual risks in respect of loss, damage, or injury to goods and persons. The exhibitor is further advised to insure against costs or losses that the Exhibitor may incur if the event is delayed, postponed, prevented or abandoned from causes outside of CIH. CIH requires risk assessments and a method statement to be provided prior to events where shell schemes or contractors are used. SECURITY Neither CIH nor its contractors shall be responsible for the safety and security of the exhibit or of any other property of any Sponsor/Exhibitor, its agents or employees, or for the loss, damage or destruction by theft or fire, or from any other cause, to such exhibits or other property, or for loss, damage or injury sustained by any Sponsor/Exhibitor or any other person save where proved to be caused by the negligence or breach of duty of CIH. The Sponsor/Exhibitor shall indemnify CIH and its contractors against any liability incurred by CIH or its contractors to third persons, as a result of any act or omission of the Sponsor/Exhibitor, its employees or agents. The Sponsor/Exhibitor should effect its own insurance against the risk of any loss, damage or injury or liability. Disposal of Waste It is the responsibility of the Sponsor/Exhibitor to ensure that all debris and waste material arising from its own stand fitting is completely removed from exhibition area prior to the opening of the exhibition. Failure to comply with this procedure shall render the Sponsor/Exhibitor liable for the cost of clearance by CIH. Data Protection CIH processes personal data in compliance with the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and the Data Protection Act. In making this booking your contact details will be stored on our database. CIH will use your data for the purposes of processing your booking, administration and analysis according to its Privacy Policy found here. Assignment An Exhibitor shall not be entitled to assign, sublet, share or grant licenses in respect of the whole or part of the space allocated to them, except to permitted assigns listed on the Application Form. CIH shall be entitled to freely assign its rights and obligations under the terms and conditions. Contact Permission We will use your data for the purposes of processing your booking, and to contact you in the future with information about other CIH events and products that may be of interest to you. We includes the charity, its partners and affiliates. We ll always treat your personal details with the utmost care and will never sell them to other companies for marketing purposes. Please let us know if you would like us to contact you or not by selecting one of the options below: Yes please, I d like to hear about offers and services. [ ] No thanks, I don t want to hear about offers ad services. [ ]