CASE Europe Lowlands Conference 2017

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1 CASE Europe Lowlands Conference th May: Crowne Plaza, Maastricht 12 th May: Maastricht University

Introduction Now in its sixth year, the CASE Europe Lowlands Conference 2017 will focus on exploring how to develop and enhance an educational institution s core advancement functions.

2 Introduction Now in its sixth year, the CASE Europe Lowlands Conference 2017 will focus on exploring how to develop and enhance an educational institution s core advancement functions. Targeted delegates spanning alumni relations, fundraising, marketing and communications, and development 30 March services from 31 educational March institutions 2017in the Netherlands and Belgium will come together to learn and share knowledge through a variety of plenaries, breakout workshops and group discussions. 2 case.org PAGE 2

The conference provides an opportunity for commercial sponsors to target advancement professionals from educational institutions in the Netherlands and Belgium, and to position key messages and

3 The conference provides an opportunity for commercial sponsors to target advancement professionals from educational institutions in the Netherlands and Belgium, and to position key messages and develop new business opportunities. The event is chaired by CASE Europe volunteer Jos Kievits, Director of Development & Alumni Relations, Maastricht University. View the rest of the Planning Committee. More information about the conference and programme is available here: CASE Programme. 30 March 31 March case.org PAGE 3

4 There are three sponsorship opportunities available. As a contributing sponsor to the conference you receive the following standard package: Acknowledgement of sponsorship (logo) on cover of conference on-site programme; Acknowledgement and company logo (w/ link) on conference web site and marketing materials (if time permits); Six-foot table top exhibition space with company description and contact information in the on-site programme (includes one table, two chairs, table cloth, Wi-fi, and standard electrical mains); Company literature in the delegate pack (up to A4 size or smaller, double-sided single sheet, printed by the company); One complimentary exhibit representative/delegate place for main conference, including refreshments, lunches and dinner; Pre-conference mailing list (names and addresses of those who opt-in), full delegate list at conference 30 March (hard copy 31 only), March post-conference 2017mailing list (names and mailing addresses of those who opt-in). 4 case.org PAGE 4

Sponsorship Level 1 Principal Sponsor 2,000 + VAT As a contributor to the conference, in addition to the standard sponsorship package, you receive: Acknowledgement (in alpha order) from the podium

5 Sponsorship Level 1 Principal Sponsor 2,000 + VAT As a contributor to the conference, in addition to the standard sponsorship package, you receive: Acknowledgement (in alpha order) from the podium during the welcoming and closing comments of the conference; Principal sponsorship acknowledgement for all breakout sessions and plenaries; Acknowledgement (including company logo, alpha order) on the session holding slides at all breakout sessions and plenaries; Company brochure/goodie placed on the table or seats at breakout sessions and plenaries; Table top exhibition space; Company logo in first position on the conference programme; Company logo (or name, when applicable) in first position (alpha order) on all print and digital conference materials and communications. 30 March 31 March case.org PAGE 5

Sponsorship Level 2 Drinks Reception and Dinner Sponsor 1,500 + VAT As a contributor to the conference, in addition to the standard sponsorship package, you receive: Acknowledgement during welcoming

6 Sponsorship Level 2 Drinks Reception and Dinner Sponsor 1,500 + VAT As a contributor to the conference, in addition to the standard sponsorship package, you receive: Acknowledgement during welcoming comments, including company logo on the menu; Acknowledgement on table tops of sponsorship; Company brochure/goodie placed on the table or seats at the dinner; Company logo in second position (alpha order) on the conference programme; Company logo (or name, when applicable) in second position (alpha order) on all print and digital conference materials and communications; Table top exhibition space. 30 March 31 March case.org PAGE 6

Sponsorship Level 3 Refreshments Breaks & Lunches Sponsor 1,500 + VAT As a contributor to the conference, in addition to the standard sponsorship package, you receive: Acknowledgement at the

7 Sponsorship Level 3 Refreshments Breaks & Lunches Sponsor 1,500 + VAT As a contributor to the conference, in addition to the standard sponsorship package, you receive: Acknowledgement at the refreshment breaks and lunches; Company logo in second position (alpha order) on the conference programme; Company logo (or name, when applicable) in third position (alpha order) on all print and digital conference materials and communications; Table top exhibition space. 30 March 31 March case.org PAGE 7

Exhibition Only 1,200 + VAT As an exhibitor you receive: Six-foot table top exhibition space on the floor layout with company description and contact information in the on-site programme (includes

8 Exhibition Only 1,200 + VAT As an exhibitor you receive: Six-foot table top exhibition space on the floor layout with company description and contact information in the on-site programme (includes one table, two chairs, table cloth, standard electrical mains, and Wi-fi); Company literature in the delegate pack (up to A4 size or smaller, double-sided sheet, printed by the company); One complimentary exhibit representative/delegate place for main conference, including refreshments, lunches and dinner; Pre-conference mailing list (names and mailing addresses of those who opt-in), full delegate list at conference (hard copy only), post-conference mailing list (names and mailing addresses of those who optin); Company name listed on the conference web page and marketing materials as time permits. Exhibitors do not receive the sponsorship benefits listed on slide four. 8 case.org PAGE 8

9 Sample 2016 Attendees Alumni and Corporate Relations Manager Campaign Manager Communications Officer Director of Development Development Manager Director of Alumni Relations Director of PR and Partnerships External Relations Manager Fundraising Director Head of Office, Stakeholder Relations Head of Planning 9 Head of Stakeholder Services Public Relations Manager Senior Fundraising Manager Specialist, Stakeholder Marketing case.org PAGE 9

10 Conference details Sponsors please note Company logos should be provided upon confirmation of your sponsorship. All delegate pack insert/programme event material(s) must be received in the CASE Europe office no later than 5 th April. CASE Europe cannot guarantee placement of material received after that date. Speakers please note Your session title, brief description (75 words or less), and presenter s photo, contact details and bio (50 words or less) must be received by 5 th April. We cannot guarantee placement after that date. Sponsorship Payment/Deposit A non-refundable 50% deposit is to be paid to CASE Europe initially to confirm sponsorship. The remaining 50% is to be paid no later than the date of the conference. 10 case.org PAGE 10

Conference details Conference venue Crowne Plaza Maastricht, Ruiterij 1, 6221 EW Maastricht, Netherlands Maastricht University, Minderbroedersberg 4-6, 6211 LK Maastricht, Netherlands Accommodation

11 Conference details Conference venue Crowne Plaza Maastricht, Ruiterij 1, 6221 EW Maastricht, Netherlands Maastricht University, Minderbroedersberg 4-6, 6211 LK Maastricht, Netherlands Accommodation Please note all travel and accommodation are booked separately and at the company s own expense. For suggestions about accommodation, click here. Conference Schedule See main programme here. 11 case.org PAGE 11

12 Terms and Conditions 1. Contract for Space: Applicants for sponsorship or exhibition are required to forward to CASE Europe the formal Application/Agreement provided. To be valid, each application must include 50% of the fee, with guarantee of the full payment by the conference date. The application for space and formal notice of assignment and acceptance by CASE Europe, with full payment, constitute a contract for the right to use this space. No exhibitor will be allowed to set up unless CASE Europe has received payment in full. 2. Installation and Dismantling: Exhibitors will be able to access the Exhibition area and set up their stands between and on 11 th and 12 th May. All exhibitors are asked to be ready by on 11 th May and 12 th May. It is mutually agreed that it is the duty and responsibility of each exhibitor to install his or her exhibit before the opening of the conference. Any space not claimed and occupied by on 11 th and 12 th May may be reassigned without refund of rental paid. The exhibitor expressly agrees NOT to dismantle or to do any packing before on 11 th May and on 12 th May. The room must be cleared by on 12 th May. Labour to assist in erection, assembly, dismantling, packing, and unpacking of display is expressly the responsibility of the exhibitor. CASE Europe reserves the right to change exhibit space layout and traffic flow at any time without prior notification. 3. Use of Space: All demonstrations or other activities must be confined to the limits of the exhibit space. Exhibitor shall not assign, share, or sublet any space allotted without the written consent of CASE Europe. No exhibitor is permitted to show goods other than those manufactured or sold by the firm in the regular course of business. The exhibitor shall not display or place any product, sign partition, apparatus, shelving, or other construction that extends more than two (2) metres in depth from the back of space. No interference with the light or view of other exhibitors will be permitted. 4. Restriction on Selling: All over-the-counter sales, or sales of any kind that involve the exchange of currency for goods received during the exhibition, are prohibited, unless previously agreed upon with CASE Europe. 5. Irregular Canvassing: Distribution of circulars or promotional material may be made only within the booth assigned to the exhibitor presenting the material. 6. Fire Protection: No combustible decoration, such as crepe paper, cardboard, or corrugated paper, shall be used at any time. All packing containers, excelsior, and wrapping paper, which must be flameproof, are to be removed from the floor and must not be stored under tables or behind displays. All muslin, velvet, silk or any other decoration must stand a flameproof test. All materials and fluids that are flammable are to be kept in safety containers. Open flames, butane gas, oxygen tanks, etc., are not permitted without the permission of the Conference venue. 7. Sound Devices: No sound-making equipment of any kind may be set up or used in exhibit booths. 8. Restrictions in Operation of Exhibits: CASE Europe reserves the right to restrict exhibits that because of noise, method of operation, materials, or for any other reason, become objectionable, and also to prohibit or even evict any exhibit that in the opinion of the management may detract from the general character of the exhibit as a whole. This reservation includes persons, things, conduct, printed matter, or anything of a character that the management determines is objectionable to the exhibit. In the event of such restriction or eviction, CASE Europe is not liable for any refunds or rentals or other exhibit expenses. 9. Care of Building and Equipment: Exhibitors or their guests shall not injure or deface the walls or floors of the building, the booths, or the equipment of the booths. Nothing shall be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Distribution of promotional gummed stickers or labels is strictly prohibited. ANY damage in connection therewith will be at the expense of the exhibitor. 10. Failure to Pay Rental Fee: If an exhibitor fails to make payments due hereunder when they are due, such exhibitor s rights to exhibit may be cancelled by CASE Europe without further notice. CASE Europe shall be entitled to close an exhibit at any time for failure by an exhibitor or any of his or her officers, agents, employees, or other representatives to perform, meet, or observe any term or condition set forth herein, 12 and such exhibitor shall not be entitled to a refund of any part of any fee. Fees paid after the start of the Conference shall be subject to a late fee of 100 and a monthly 5% interest fee. case.org PAGE 12

13 Terms and Conditions 11. Catastrophe: In the event that because of war, fire, strike, government regulation, natural disaster, public catastrophe, act of God, or the public enemy or other cause, CASE Europe Nordic Summit 2017 or any part thereof is prevented from being held, or is cancelled by CASE Europe, CASE Europe shall determine and refund to the applicant a proportionate share of the balance of the aggregate exhibit fees received that remain after deducting expenses incurred by CASE Europe, but in no case shall the amount of the refund to the applicant exceed the amount of the exhibit fee paid. 12. Liability and Insurance: CASE Europe, Crowne Plaza Maastricht, Maastricht University, and any officers or staff members do not maintain insurance on behalf of exhibitors or exhibitors property, and will not be responsible for the safety of the property of the exhibitors, including but not limited to claims from theft, damage by flood, fire, loss, or accident. It is the sole responsibility of the Exhibitor to obtain interruption and property damage insurance covering such losses by the Exhibitor. 13. Indemnification: The applicant will not, and waives his or her right to do so, make a claim or demand against CASE Europe, Crowne Plaza Maastricht or Maastricht University, or any of their employees, representatives, or agents, for any injury, including injury resulting in death, loss of or damage to property (including governmental charges, fines, and attorneys fees) suffered or sustained by the applicant or the applicant s employees, representatives, agents, or invitees, or by any other person or corporation, which is based upon, arises out of, or is connected directly or indirectly with the Exhibitor s installation, removal, maintenance, occupancy, or use thereof or with the exhibition premises or part thereof. 14. Selection of Exhibitors: Only firms and organisations whose services or products are approximately related to the purpose of CASE Europe shall be permitted to exhibit. CASE Europe reserves the right to decline or prohibit any exhibit that in its judgement is inappropriate; this reservation being all-inclusive as to persons, things, printed matter, products, and conduct. One representative, as listed on the application, are permitted to the exhibition. Additional representatives must register by filling out the additional stand representative/delegate form. Refunds for additional stand representatives/ delegates will not be honoured after 6 March. 15. Cancellations: Requests to cancel space will not be honoured after 20 th March or unless the exposition management is able to resell the space. If space cannot be resold, the fee is forfeited. An administrative service fee of 150 will be charged for cancellations at any time. These regulations become a part of the contract between the exhibitor and CASE Europe. They have been formulated in the best interest of the exhibitors. CASE Europe respectfully requests the full cooperation of the exhibitors in observing these rules. All points not covered are subject to the decision of the CASE Europe management. 13 case.org PAGE 13

14 Sponsor Participation Booking and Agreement Form 1 of 8 After reading the Terms and Conditions on the previous pages complete this form and return to CASE Europe, attention to Tommy Nguyen via tnguyen@case.org, or post 3 rd Floor Paxton House, 30 Artillery Lane, London E1 7LS. Part A: Contact information primary organiser for your participation Please note that this individual will receive all communications from CASE as the organiser. We expect this person to share all details with colleagues participating in the conference. We will not organise with separate individuals. Contact Company Job Title Address City, State/County Country Postcode Phone Web 14 case.org PAGE 14

15 Sponsor Participation Booking and Agreement Form 2 of 8 Part B: Choice of Sponsorship Level and Exhibition Level 1: 2,000 + VAT, Principal Sponsorship Level 2: 1,500 + VAT, Drinks Reception and Dinner Level 3: 1,500 + VAT, Refreshment Breaks and Lunches Exhibition only: 1,200 + VAT case.org PAGE 15

16 Sponsor Participation Booking and Agreement Form 3 of 8 Tick here if you will include an insert in the delegate pack (sponsors and exhibitors only; printed at your own cost 100 copies Tick here if the Part A contact should be the company contact listed in the conference programme. If not the contact in Part A, please include the following contact person in the programme: Contact Address (if different from Part A) City, State/County Country Job Title Postcode Phone Web 16 case.org PAGE 16

17 Sponsor Participation Booking and Agreement Form 4 of 8 If applicable (attending the conference): Description of organisation for conference programme (maximum 50 words) Description of sponsoring company for verbal acknowledgements (maximum 50 words) case.org PAGE 17

18 Sponsor Participation Booking and Agreement Form 5 of 8 Stand Representative/Delegate Contact Information: Representative/Delegate is the same as contact in Part A Representative/Delegate is the same as our speaker Name Address (if different from Part A) City, State/County Country Dietary Requirements Job Title Postcode Phone Web 18 Special Access Needs case.org PAGE 18

19 Sponsor Participation Booking and Agreement Form 6 of 8 Part C: Additional Stand Representative/Delegate Registration: Participate in the main conference as a delegate, includes refreshments, lunches and dinner. 430 ( 340 for Educational Partners) Representative/Delegate is the same as our speaker Name Address (if different from Part A) City, State/County Country Dietary Requirements Job Title Postcode Phone Web 19 Special Access Needs case.org PAGE 19

20 Sponsor Participation Booking and Agreement Form 7 of 8 Part D: Payment information Part B and C Subtotal + VAT (20%), where applicable Total (Parts B, C + VAT) Charge to VISA MasterCard American Express Note: CASE Europe staff will call for card details. Enclosed is my cheque for (Make cheque payable to CASE Europe) BACS transfer (invoice and bank account details provided by CASE Europe upon receipt of signed agreement form) case.org PAGE 20

21 Sponsor Participation Booking and Agreement Form 8 of 8 Part E: Deadlines and agreement Deadline to confirm sponsorship and stand representatives/delegates: 5 th April Deadline to submit logo (sponsors and exhibitors only) for programme: 5 th April Deadline to submit company description and contact details (exhibitors only) for programme: 5 th April Deadline to send delegate pack insert (100 copies to CASE Europe office): 5 th April This application is not binding until and unless signed and accepted by CASE Europe, and when so accepted and signed, it shall constitute a binding contract upon the applicant and the applicant s respective heirs, personal representatives, successors, and assigns, subject to the terms, conditions, rules and regulations. A properly signed application with an accompanying cheque or payment should be mailed to CASE Europe. If you agree to these conditions and the Terms and Conditions on slides 12 and 13, please sign below. Authorised Signature Date case.org PAGE 21

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