irfa Institute of Retirement Funds Africa 29th Institute of Retirement Funds Africa Conference 2017 10-12 September 2017 Durban International Convention Centre, Inkosi Albert Luthuli ICC Complex South Africa. Sponsorship & Exhibition Prospectus
Foreword As your preferred industry body, the Institute of Retirement Funds Africa, an impartial, non-political body plays a core role in: Lobbying and advocating for sound retirement policy at all levels Engaging industry in valuable conversations for the benefit of retirement fund members, pensioners and society at large Contributing to the body of knowledge Encouraging and supporting sound governance practices Developing skills and competencies within the industry With a proud tradition and sound track record of 30 years service to the local retirement industry, the IRFA is a non-profit organisation, which came into existence in March 1987 to succeed its predecessor, the Association of Pension and Provident Funds (APPF). Unlike the APPF (founded in 1949) the IRFA has a much wider membership base than just pension funds, including all the disciplines associated with retirement benefits, including administrators, actuaries, consultants, brokers and insurers insofar as their administration of retirement funds is concerned. The IRFA engages with regulatory bodies and opinion influencers on a sustainable basis for the benefit of its members and the industry at large. In addition to our annual conference, the largest information and knowledge forum of its kind on the African continent, we offer our members and industry valuable benefits and services such as: Access to local and global research and information Specialised research services tailored to member needs Developmental forums and seminars aimed at promoting best practices in fund governance, stakeholder engagement and administration Our annual Best Practices Awards programme, where excellence is recognised and best practices shared Information, counsel and partnerships In the final conclusion, our efforts are aimed at collaborating with government and industry to ensure quality retirement lifestyles for the members and pensioners of retirement funds on our continent, as well as the associated socio-economic development and alleviation of burden on the State. Please take a few moments to read the following prospectus on how we can partner in shaping our future through knowledge, networking and excellence at the 2017 Annual Conference. Wayne Hiller van Rensburg President irfa Institute of Retirement Funds Africa
About IRFA The Institute of Retirement Funds Africa (IRFA) is a non-political body which represents and promotes the interests of the retirement industry in Southern Africa, to the ultimate benefit of the members of retirement funds. The most important function of the IRFA is to represent the retirement industry in negotiations with government authorities and the Financial Services Board (FSB), which would include commenting on legislation and tax matters affecting retirement funds/pensioners etc. The IRFA therefore depends on total support from all parties concerned with the retirement benefit provision industry. The conference will bring together delegates representing all pensions stakeholders. This is the perfect opportunity for conversations about what matters most to everyone interested in gaining a better understanding of the needs of members to where we believe government policy should be going. Our responsibility as a public benefit THE organisation ENTRY is to create a space FORM which is focused and allows for informed conversations. The conference attracts industry professionals, government leaders, trustees, asset managers, fund administrators and retirement fund members usually in the region of 1200 delegates Venue Info The Durban ICC is one of the most flexible and versatile venues in the world. Thanks to the Centre s intelligent design and operable walls, it offers an almost unlimited number of venue configurations. Durban ICC is located in the centre of Durban, at 45 Bram Fischer Road, (old Ordnance Road), and is just a half-hour drive from the King Shaka International Airport. A short walk from the Durban ICC will take delegates to the stunning beachfront, tourist attractions and some of the city s top hotels. Get more information such as directions, as well as parking and public transport facilities, to this contemporary world-class venue: http://icc.co.za/contact/map/
Sponsorship Package Benefits Rate (Incl VAT @14%) Headline Sponsor Triple stand 2 x Exhibitor registration passes 4 full access registration passes Bag insert 500 word company profile and logo in the Electronic Conference R1,000,000.00 Platinum Sponsor Double stand 2 x Exhibitor registration passes Bag insert 250 word company profile and logo in the Electronic Conference R750,000.00 Gold Sponsor Single stand 1 x Exhibitor registration pass 1 full access registration pass 150 word company profile and logo in the Electronic Conference R500,000.00 Silver Sponsor 1 x full access registration pass 100 word company profile and logo in the Electronic Conference R250,000.00 Masterclass Sponsor 1 full access registration pass R175,000.00 Birthday Party (Gala Dinner) Logo on the printed materials 4 Dinner passes CEO to present the awards during the award ceremony R1,000,000.00
Sponsorship Package Benefits Rate (Incl VAT @14%) Meet & Greet Cocktail Function Branding on convention website 1 full access registration pass R500,000.00 Registration Desk Logo to appear on the registration counters accompanied by IRFA s branding and logo. R450,000.00 Delegate Bag Sponsor Logo on the convention bag in conjunction with the IRFA branding and logo. Bag insert 1 full access registration pass R250,000.00 Bag Insert Sponsor Opportunity to insert either an A4/A5 item within the convention bag the Sponsor`s website R6,000.00 Tea Break Sponsor 2 Days the Sponsor`s website Logo to be displayed by the tea and coffee stations R100,000.00 Lunch Break Sponsor 2 Days the Sponsor`s website Logo to be displayed by the lunch stations Pull up banners to be placed, where possible, near to the lunch stations. R200,000.00 Mobile App Sponsor the Sponsor`s website Logo displayed on the mobile app and distributed to attendees prior to and at the event R90,000.00
Banners & Branding Packages Benefits Rate (Incl VAT @14%) Co-Branding on announcement banners (Exterior) 5 Available Remains up for the duration of the Conference & Exhibition 180 Words company profile in the Electronic Conference Place agreed upon marketing material in the delegate conference bags R120,000.00 Co-Branding on announcement banners (Interior) Remains up for the duration of the Conference & Exhibition 180 Words company profile in the Electronic Conference /Exhibition Guide Place agreed upon marketing material in the delegate conference bags the Sponsor s website R120,000.00 Venue Digital Branding on Big Screens per screen per day Venue Digital Branding on big Screen in Expo Area 2 screens available R75,000.00 Exhibition Stands Benefits Rate (Incl VAT @14%) 3m x 3m full branded package 2 x Exhibitor registration passes System Walling Upright 3 Sided Backlit Branded & Custom Built Lockable Cabinet Furniture: 2 Custom Chairs and Coffee Table Audio Visual: 42 Plasma Screen With USB Input Flooring: Carpeted Electrical hire: - Standard Plug Point - 15amp Single Phase DB Board 200 Words company profile in the Electronic Conference Place agreed upon marketing material in the delegate conference bags Exposure on the IRFA website of Sponsor logo as well as link to the Sponsor s website R75,000.00 3m x 3m Corner stand branded package 2 x Exhibitor registration passes System Walling Upright 2 Sided Backlit Branded & Custom Built Lockable Cabinet Furniture: 2 Custom Chairs and Coffee Table Audio Visual: 42 Plasma Screen With USB Input Flooring: Carpeted Electrical hire: - Standard Plug Point - 15amp Single Phase DB Board 200 Words company profile in the Electronic Conference Place agreed upon marketing material in the delegate conference bags Exposure on the IRFA website of Sponsor logo as well as link to the Sponsor s website R70,000.00
Exhibition Stands Benefits Rate (Incl VAT @14%) Business Pavilion 2m x 2m 2m x 2m shell scheme with fascia name board Stand includes: 1 table, 2 chairs, 1 lockable cupboard, 1 brochure stand, 2 lights, 1 plug and carpet 1 x Exhibitor registration pass 100 Words company profile in the Electronic Conference the Sponsor s website R25,000.00 Freehold Exhibition Space 6m x 3m Floor Space of a minimum 6m x 3m including: - 2 x Exhibitor registration passes - 2 full access registration passes 350 Words company profile in the Electronic Conference The Floor Space Sponsor is entitled to place agreed upon marketing material in the delegate conference bags. the Sponsor s website. R150,000.00 Slow Lounge Sponsor Seating area includes mixed seating for the area allocated. 6m x 2.5m Branded wall single sided 150 Words company profile in the Electronic Conference the Sponsor s website. R120,000.00 Best Practices Industry Awards Benefits Rate (Incl VAT @14%) 2017 Awards Sponsor Co-branding on the 2017 Awards Acknowledgement in all media and PR coverage Joint speaking opportunity at 2017 conference and co-branding at the awards presentation to be held at conference Recognition of contribution to industry standards and practices R100 000.00 Individual category sponsor:- - Stakeholder Engagement - Governance - Investment Practices - Trustee Development - Financial Reporting - Transformation Co-branding on awards certificates and trophies Acknowledgement in all media and PR coverage Invitation to entrants by invitation awards presentation Recognition of contribution to industry standards and practices R50 000.00 per category
irfa Institute of Retirement Funds Africa FLOOR PLAN Layout Scale 1:400 GRID 1 BLOCK = 1MX1M LOADING BAYS ENTRANCE 4 ENTRANCE 4 ENTRANCE 5 ENTRANCE 6 11 12 BP1 BP10 26 27 FIRE EXIT FD FIRE EXIT FIRE EXIT SCREEN 10 13 9 14 4B 8 15 7 16 4A 6 17 5 18 BUSINESS PAVILLION BP2 BP9 BP3 BP8 BP4 BP7 BP5 BP6 BUFT AREA 19 20 25 28 24 29 HALL 4C 23 30 22 31 21 32 33 34 35 36 HALL 5B BUFT AREA SLOW LOUNGE : A HALL 5A SLOW LOUNGE : B 37 44 38 43 39 42 40 41 45 46 47 48 HALL 5C SLOW LOUNGE : D BUFT AREA HALL 5D SLOW LOUNGE : C HALL 6B SLOW LOUNGE :E BUFT AREA SLOW LOUNGE : F HALL 6A SCREEN WITH SEATING ENTRANCE 6 ENTRANCE 6 ENTRANCE 6 ENTRANCE 6 FIRE EXIT FD 4 3 2 1 HALL 4D ENTRANCE 5 ENTRANCE 5 ENTRANCE 6 MAIN ENTRANCE / EXIT
BOOKING PROCEDURE irfa Institute of Retirement Funds Africa CONFIRMATION Upon approval of the application, written confirmation of sponsorship level, benefits, space assignment, invoice for payment and all necessary information will be provided by the convention secretariat, The Conference Company. Should you require additional exhibition space other than what was allocated, please advise the convention secretariat in writing immediately. Any further monies owed are due on presentation of the invoice. BOOKING POLICIES Sponsorship and Exhibition Stand Confirmation We cannot confirm assignment and confirmation until we have received full payment. Upon acceptance and approval of an application for sponsorship, the assignment of the exhibition space and confirmation of sponsorship details, will be confirmed in writing by the Convention Secretariat. Cancellation Should you wish to cancel your sponsorship; notification will only be accepted in writing. ** 60 90 prior to the set up day of the convention: 50% refund ** 59 days or less to the event: No refund 100% non-refundable PAYMENT TERMS AND CONDITIONS Acceptable forms of payment Credit Cards Visa or MasterCard Electronic Funds Transfer (EFT) Please use the reference number as stated on the invoice when making payment. Please send proof of payment to: IRFA 2017 C/O The Conference Company Email: melanie@confco.co.za The organizers reserve the right to cancel, change or move your stand, as well as alter the floor plan where necessary Contact details Melanie Swanepoel Exhibition & Sponsorship Administrator Tel: +27 11 465 0334 Email: melanie@confco.co.za
SPONSORSHIP BOOKING FORM irfa Institute of Retirement Funds Africa COMPANY & INVOICING DETAILS COMPANY NAME VAT NUMBER ADDRESS CODE TELEPHONE FAX PERSON RESPONSIBLE FOR BOOKING & PAYMENT NAME & SURNAME CAPACITY CELL NO. EMAIL ADDRESS SPONSORSHIP PACKAGE All Sponsorship packages booked must be paid for and proof of payment provided in 30 days from booking date. Sponsorships not paid after 30 days could be released and given away to other interested sponsors. NB: Booking form must be sent together with signed terms and conditions page.
EXHIBITION BOOKING FORM irfa Institute of Retirement Funds Africa COMPANY & INVOICING DETAILS COMPANY NAME VAT NUMBER ADDRESS CODE TELEPHONE FAX PERSON RESPONSIBLE FOR BOOKING & PAYMENT NAME & SURNAME CAPACITY CELL NO. EMAIL ADDRESS EXHIBITION STAND NUMBER 1st Choice : 2nd Choice : EXHIBITION PACKAGE - 3m x 3m - BUSINESS PAVILION 2m x 2m - 6m x 3m FREE STANDING SPACE - SLOW LOUNGE SPONSOR Exhibition Stand includes Complimentary Exhibitor Registrations Additional Exhibitor Passes: @ R6,500 each. (The cost is calculated based on the accumulated costs for the venue hire, catering and staff costs.) All Sponsorship packages booked must be paid for and proof of payment provided in 30 days from booking date. Sponsorships not paid after 30 days could be released and given away to other interested sponsors. NB: Booking form must be sent together with signed terms and conditions page.
BOOKING TERMS & CONDITIONS The EXHIBITOR agrees to be bound by these Terms of Acceptance with respect to support for IRFA 2017 and further agrees that it shall be bound by the rates, submission deadlines, cancellation deadlines, and cancellation conditions outlined below. 1. All participation is subject to the approval of IRFA who also reserves the right to decline or cancel exhibitors due to non-performance. 2. No responsibility will be accepted by IRFA for loss arising from non-adherence to deadlines of whatsoever nature which, once provided to the sponsor or expo partner, immediately come into effect and form part of this contract. 3. IRFA will use its best endeavors to deliver on its obligations to the sponsor / exhibition partners correctly but will not be liable for any loss of profits or damages suffered by the participant as a result of the participant s failure to do so and any failure in this regard will not entitle the advertiser to withhold payment of the account rendered in any respect. 4. IRFA shall be exempt from any liability arising from force majeure or where performance of its obligations is prevented by circumstances outside its control. 5. Verbal cancellation will not be valid; only a written cancellation via an email or faxed letter, with an acknowledged response from IRFA, will be accepted by IRFA and will serve as notice. Any cancellations made after August 2017 will be required to pay 50% of the full invoiced price. 6. Should IRFA agree in its sole discretion to assist, or complete, requirements of the participant, then all IRFA production costs will be for the account of the participant at standard industry rates. 7. All amounts payable are due simultaneously by the date mentioned on this document as payment date, save where IRFA has approved, in writing, an extension of the payment deadline in which event, IRFA reserves the right to suspend services if payment is not received on the due date. 8. Nothing herein contained shall be interpreted as obliging IRFA to afford the participant any indulgence to effect payment after due date. 9. In the event of IRFA instructing its attorneys to collect any amounts, all legal fees and collection charges, determined as the maximum permitted fees and charges in terms of the NCA and its regulations, a commission of 20% (twenty percent) of the amount outstanding, and legal fees as between attorney and participant shall be borne by the participant. 10. The advertiser agrees that these Terms of Acceptance constitute a valid contract with IRFA and certifies that all information given herein by him/her/it to the representative of IRFA is true and correct. 11. This agreement is governed by South African Law and is subject to the jurisdiction of the South African courts. IRFA is allowed to institute legal proceedings for the recovery of any amount owing hereunder in the Magistrate s Court of any district which by virtue of Section 28 of the Magistrate s Court Act has jurisdiction over the advertiser, but this does not preclude IRFA at its own discretion from instituting legal proceedings in the Supreme Court of South Africa which has jurisdiction over the participant. 12. All terms and conditions relating to the services are set out herein. All other terms and conditions are excluded unless agreed to in writing by IRFA, and no other conditions, warranties or representations, whether oral or written, express or implied by statute or otherwise, shall apply hereto. 13. No concession, latitude or indulgence allowed by IRFA to the participant shall be construed as a waiver or abandonment of any of IRFA rights hereunder. 14. In the event that any of the terms of these Terms of Acceptance are found to be invalid, unlawful or unenforceable, such terms will be severable from the remaining terms, which will continue to be valid and enforceable. ACCEPTANCE OF THE ABOVE TERMS & CONDITIONS NAME & SURNAME: CAPACITY: COMPANY: DATE: LIABILITY The Convention organisers have taken all reasonable care in making arrangements for the convention in the event of unforeseen disruptions, neither the convention organisers nor IRFA can be held responsible for any losses incurred by delegates. The programme is correct at the time of printing, but organisers reserve the right to alter the programme if and when deemed necessary. The convention organisers act as agents only in securing hotels, transport and travel services, and shall in no event be liable for acts or omissions in the event of injury, damage, loss, accident delay or irregularity of any kind whatsoever during arrangements organised through contractors or by the employees of such contractors. Hotel and transportation services are subject to the terms and conditions under which they are offered to the general public. Delegates should make their own arrangements with respect to personal insurance. The convention organisers reserve the right to make changes as and, when deemed necessary, without prior notice to the parties concerned. All disputes are subject to resolution under South African Law. CONTACT DETAILS To discuss any of the above sponsorship and exhibition packages or should you wish to enquire about stand availability, please contact: Melanie Swanepoel Exhibition & Sponsorship Administrator Tel: +27 11 465 0334 Email: melanie@confco.co.za