HUNTER PROSPECTUS INFORMATIONAL GUIDE 2018 26 & 27 October
HUNTER Hunter Disability Expo Fri 26 th and 27 th October, 2018 Newcastle Jockey Club, Darling St Broadmeadow Sponsorship and Exhibitor Prospectus The National Disability Insurance Scheme (NDIS) has now rolled out in all of NSW and with the Hunter region being one of the first areas to experience the scheme the region is thriving with providers and people who need support. Thousands of people with a disability in the greater Hunter region now have more control over their individual lives and the services they choose. The keenly anticipated Hunter Disability Expo offers a crucial opportunity to reach this vital segment of our community with your products, services, technology, vehicles or aids and equipment. The Expo brings together service providers and specialist businesses, with consumers and their families, case-workers, teachers and carers, in a way that ensures your product or service is seen by those who need to know what you offer. The Hunter Disability Expo offers you two distinct opportunities to showcase your product or service to the end user: through sponsorship as an exhibitor The Expo will offer a crucial opportunity: for people with a disability to find out about the latest products, services, technology, aids & equipment for product and service providers to connect with people with a disability, their families & carers for service providers to build networks with other providers, organisations & agencies in the region to bring together everyone in the Hunter Disability sector, with the aim to enhance the lives of people with a disability The Expo will involve: free entry registration a variety of exhibiting service & product providers from the greater Hunter region workshops, presentations and speakers from the NDIS, government agencies & disability providers indoor cafe and seating area kids entertainment and some minding services/quiet room live performances from all-ability performing groups Sponsorship and exhibitor opportunities are limited and are filling quickly. Platinum, Gold and Silver sponsors are guaranteed an exhibit area. There are a number of other sponsorship opportunities to help maximise your exposure at the Expo. Don t miss the opportunity to share your products or services with people with a disability, their families and carers. Guarantee maximum exposure for your organisation by accepting this invitation today. Book your place now! The Hunter Disability Expo is run by the community for the community. It is the leading opportunity to connect with people with a disability in the Greater Hunter region and all its surrounding suburbs. Brought to you by: increase your impact
WHY PARTICIPATE? If your organisation works with people with a disability or you provide related services or products, this Expo is your opportunity to be seen as an active participant in the disability community. The NDIS is now in full swing and your potential clients have many options and decisions to make about the services and products they will require. Your clients, their families and their carers will be at this Expo! Participation in the Hunter Disability Expo gives you: direct access to consumers in an environment where people are seeking the best products and services NOW an opportunity to connect and network with key service providers, organisations and agencies in the Hunter region the chance to meet with NDIS representatives and Government leaders the opportunity to participate in Q&A sessions with significant organisations and advocates throughout the Expo HOW WILL WE PROMOTE YOU? The Hunter Disability Expo effectively places your name before the public as an organisation that cares about people with a disability. The Expo will be promoted throughout the greater Hunter region through a diverse marketing campaign and all exhibitors will be listed on the website and in the official program. The Marketing Campaign will include: a diverse advertising campaign including social media, local radio, print and traditional media exposure a public relations campaign involving local media & celebrity guests to place it on the Hunter event calendar the expo website, which will be widely promoted through social media, advertising and branded collateral/signage print and email resources to assist sponsors and exhibitors in promoting the event to their clients and networks flyer distribution in locations frequented by the community and to local households a strong social media presence and online community engagement What do Exhibitor Booths include? per single booth; a complete walled 3x1m Octanorm Booth inside a 3x2m space. 2 x spot lights and fascia with your organisation s listed namea 1.8m trestle table with plain table cloth and 2 chairs per single booth 1 x single/double power point for standard electrical devices (1 x powerboard permitted only) a detailed program with booth locations and maps making your exhibit easy to find a layout that encourages participants to easily move around and visit all booths coffee/tea vouchers additional artwork, signage, furniture and audio/visuals equipment can be hired at extra cost from our build supplier ExpoNet. 2
THE VENUE The Newcaslte Jockey Club The Jockey Club provides an excellent venue for the Expo. Situated within the heart of Newcastle. The large venue offers extensive accessible parking (Including free disability spaces) amenities, 2000sqm of flat space for exhibitors, room for up to 3000 people and multiple rooms available for workshops and break-out areas. BOOTH PRICING Charities / Non-Profits (ACNC Registered Only) Booth Size Standard Rate (excludes GST) SINGLE (3mx1m) $1,450 DOUBLE (6mx1m) $2,900 Other Organisations Booth Size Standard Rate (excludes GST) SINGLE (3mx1m) $1,950 DOUBLE (6mx1m) $3,900 AUTOMOTIVE - per vehicle (6mx4m) $5,000 Custom Size Enquire Community Booths Space Size Standard Rate (excludes GST) SINGLE (2mx2m) $800 For more information visit: hunterdisabilityexpo.com.au/community-booths Please contact us on hde@4community.com or call 02 9025 9393 for more information. Please note: Pricing is for both days of the expo and booths must be occupied full-time on each day by the organisation. 3
SHOW BAG INSERTS Booth Size NFP/Charities (ACNC) Other Per Insert (availability limited) $250 $500 UPGRADES Booth Size Single Booth Double Booth Fascia Graphics & Wall Prints Enquire Enquire Premium Booth Upgrade Enquire Enquire Premium Furniture Pack Enquire Enquire Audio/Visual Pack Enquire Enquire BOOTH SPECIFICATIONS Standard Booth Premium Booth Community Booth * Images are a guide only and may not appear exactly as shown Platinum Booths - 6 meters x 4 meters premium booth Gold Booths - 4 meters x 4 meters premium booth Silver Booths - 3 meters x 3 meters premium booth Standard Booths - 3 meters x 1 meters booth Standard Double Booths - 6 meters x 1 meters Community Space - 2 meters x 2 meters 4
SPONSORS Why Sponsor? If your organisation works with people with a disability or you provide relevant services or products, this Expo is your opportunity to be seen as a leader in the Disability community. The Hunter Disability Expo provides high value opportunities to engage with disability service providers, relevant government departments and people who live with a disability, their carer s and families. Sponsorship Package There are numerous opportunities for you to ensure your name is clearly linked with the Hunter Disability Expo. Sponsorship gives your organisation a strong profile throughout the event and ensures that the Expo is freely available to those who need it most. Sponsorship Places are Limited. Platinum Sponsorship: $10,000 As a Platinum Sponsor, you will receive: a premium extra-large 6x4 exhibitors booth in prime position to benefit your organisation 4PPT slides per run providing information about your organisation displayed continuously on the main screen throughout the Expo 2 x brochure/flyer/merchandise Inserts into the official Expo Show Bag an opportunity to host 2 x Q&A info session on the main stage and to meet government and consumer leaders acknowledgment as a Platinum Sponsor at the Opening Ceremony and regular PA announcements during the Expo your organisation logo placed in a prominent position on the main stage sponsor banner and on all Expo collateral website: Your brand given a prominent profile and link on the event website as a sponsor social media: 6 x posts on the event facebook and twitter pages, linking to your website and acknowledgment as major sponsor event blog: 2 x articles on the event website blog featuring your organisation local media campaign: You will be invited to be part of our media campaign in the lead up to the event for any possible PR opportunities. Conditions Apply* * Platinum - Double Premium Booth 5
Gold Sponsorship: $5,500 As a Gold Sponsor, you will receive: a premium 4x4 exhibitors booth in prime position to benefit your organisation 3 PPT slides per run providing information about your organisation displayed continuously on the main screen throughout the Expo 1 x brochure/flyer Insert into the official Expo Show Bag an opportunity to host 1 x Q&A info session on the main stage acknowledgment as a Gold Sponsor via regular PA announcements during the Expo your organisation logo placed in a prominent position on the main stage sponsor banner and on all Expo collateral website: Your brand given a prominent profile and link on the event website as a sponsor social media: 4 x posts on the event facebook and twitter pages, linking to your website and acknowledgment as a Gold sponsor event blog: 1 x articles on the event website blog featuring your organisation Silver Sponsorship: $3,500 As a Silver Sponsor, you will receive: 3x3 single exhibitors booth in prime position to benefit your organisation 3 PPT slides per run providing information about your organisation displayed continuously on the main screen throughout the Expo acknowledgment as a Silver Sponsor via regular PA announcements during the Expo your organisation logo placed on the main stage sponsor banner and on all Expo collateral website: Your brand linked on the event website as a sponsor social media: 3 x posts on the event facebook and twitter pages, linking to your website and acknowledgment as a Silver sponsor event blog: 1 x articles on the event website blog featuring your organisation * Gold - Premium Booth * Silver - Premium Booth 6
ADDITIONAL SPONSORSHIP OPTIONS Show Bag Sponsor - Have your logo printed on the official expo show bag handed out for free to all attendees upon entry - Enquire for pricing and availability. Wristband Show Bag Insert - Have the opportunity to brand Silicone wristbands with your organisations logo which will be packed into all the expo show bags and handed out at the front entrance. Enquire for pricing and availability. Expo Raffle Sponsor - Sponsor a competition or draw during the Expo and be recognised on the entry form & when the prizes are drawn. Enquire for pricing and availability. HUNTER Coffee/Tea Vouchers - Sponsor the free hot beverage vouchers that will be handed out to all exhibitors and special guests during the expo. Enquire for pricing and availability. HUNTER DISABILITY EX FLOOR PLAN HUNTER DISABILITY EXPO, FLOOR PLAN Newcastle Jockey Club SPONSOR LOUNGE M TOILETS F TOILETS Fire Stair Fire Stair V1 C1 C2 C3 C4 C5 C6 C7 C8 01 02 03 04 05 06 07 08 09 V2 46 47 TAGE S2 S1 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 STAGE CAFE S3 S4 G1 G2 G3 G4 P1 P2 69 70 71 72 73 74 77 78 79 80 81 82 75 76 83 84 Platinum Booth Gold Booth Silver Booth Regular Booth Community Space Vehicle Space 6mx4m 4m x 4m 3m x 3m 3m x 2m 3m x 2m S5 S6 S7 S8 S9 S10 MAIN ENTRY 85 86 87 88 89 90 91 92 *This floor plan is subject to change Platinum Boo Gold Booth Silver Booth Regular Boot Community S Vehicle Space For more information about any of the additional sponsorship options, please contact 4community at hde@4community.com or call 02 9025 9393 7
TERMS AND CONDITIONS 1. Only participants who have received an acceptance of their booking from the organisers (4community Pty Ltd) and have paid in full by the invoice due date may exhibit at the Hunter Disability Expo. 2. The participant shall comply with all relevant Work Health & Safety legislation affecting your participation at the Expo. 3. The participant is required to provide the organiser with current certificates of currency issued by the insurer for the required insurances listed in this agreement at the time they finalise their booking. The organiser has the right to reject the insurance on the grounds it does not meet the obligations contained herein or because the insurer is not acceptable to the organiser. 4. The participant must have current public and product (if applicable) liability insurance cover with a limit of liability of no less than ten million dollars per occurrence with respect to public liability and in the aggregate with respect to products liability during the dates of the event (26th and 27th October 2018), including move-in the day prior (25th October 2018) to setup your stall. 5. The participant shall take out all risks property insurance for all its assets located at the site. Subject to clause 5A, the participant indemnifies and will indemnify the organiser, its agents, servants, contractors and employees from all actions, claims, demands, losses, damages, costs and expenses arising from the participant s use of the site, including but not limited to the foregoing against any loss, damage or injury from any cause whatsoever to the property or person caused or contributed to by the use of the site by the participant or any servant, agent or other person duly authorised by the participant whether such loss, damage or injury occurs on the site or not and whether caused by any act, omission, neglect, breach or default of the participant or any other person. 5a. The liability of the participant under any indemnity in clauses 5 or 8 of this agreement or any other clause of this agreement will be reduced proportionately to represent the share of responsibility that the participant has for the actions, claims, demands, losses, damages, costs and expenses according to the extent to which the participant s (or its servants, agents or other person authorised by the participant) breach of any provision of the agreement or the participant s (or its servants, agents or other person authorised by the participant) negligent or wrongful acts or omissions caused or contributed to the actions, claims, demands, losses, damages, costs and expenses in the course of using the site from the organiser. 6. The organiser reserves the right to cancel this booking agreement and retain any money paid or to recover any money not paid in relation thereto if there is in the opinion of the organiser any infringement of any of the terms and conditions in this agreement or if the exhibitor does not occupy its space at the commencement of and during the full period of the Expo. 7. The organiser reserves the right to refuse applications on the basis to ensure that organisations are suitable for the Expo and that there is a variety of exhibitors present. 8. All property and equipment of the participant that is brought onto the Hunter Disability Expo site is at the risk of the participant and subject to clause 5A, the participant hereby agrees to indemnify the organiser against any and all actions, claims, demands, losses, damages, costs or expenses in relation to any loss, damage, accident, claims or injury caused by such equipment and property whether to the organiser or third parties, however occasioned. 9. The organiser reserves the right to alter booth allocations at its discretion and will notify any exhibitors involved in these changes and accommodate them with a new location. 10. Payment for your booth or sponsorship at the Hunter Disability Expo is expected by the due date on the invoice unless an extension has been approved by the organiser (4community Pty Ltd). Booths will not be guaranteed or allocated until payment is made in full. 11.If a payment remittance is not issued via email within 48 hours of an overdue notice sent out by the organisers (4community Pty Ltd) your booth will be cancelled and assigned to the next organisation on the waiting list. 12. The organiser shall be responsible only for the provision of the services specified on the application form, and does not warrant to provide any other services. 8
13. To comply with the Work, Health and Safety Act the participant is responsible for the creation and maintenance of a safe environment for both their workers and visitors including the use of only safe and correct lifting procedures during booth setup, the safe and correct use of mechanical items or products and electrical equipment such extension leads and power boards. 14. All extension leads and power boards must be safety tagged and tapped down where practical. 15. Participant s, equipment and products must be occupied within the booth area only. If any personnel, equipment or products are deemed by the organisers to be obstructing the walkways, you will be asked to move them or have them removed permanently if this is not possible. 16. All exhibitor booths must be manned during both days of the Expo with at least 2 people. Should you need to leave the booth, a minimum of 1 person must remain at all times during the operating times of the Expo. 17. The supply and sale of any food and beverages to the public by exhibitors is not permitted as per the venues guidelines and health & safety regulations. Samples will be permitted providing approval has been sought and granted by the organisers (4community) and a council permit has been granted and submitted to the organisers (4community Pty Ltd) prior to the 28th September 2018. Confectionery items may be considered for direct approval providing they are packaged with a detailed ingredient list. Permission from parents or carers is required before handing out any confectionery items to minors. The organiser (4community Pty Ltd) takes no responsibility for allergic reactions, sickness, permanent injury or death resulting from confectionery, food or beverages distributed by exhibitors to attendees. 18. All cancellations must be submitted formally via email. If cancellations are made prior to 3rd August, 2018, the organisers reserve the right to charge a cancellation fee of 50% on the total cost of the refund. If an immediate replacement can be confirmed by the organisers (4community Pty Ltd) an admin fee of $150.00+GST will be deducted from the refund. In the event of a cancellation after the 3rd August, 2018, no refund applies, 100% of the registration fee will be forfeited. 19. Exhibitor Set-up and dismantling times as indicated must be strictly adhered to. Move-in times are 2pm- 6pm, Thursday 25th October and 7:00am - 8.30am, Friday 26th October. All vehicles must move-in during the Thursday, 25th October prior to 10am due to access restrictions. Move-in after 8.00am on Friday 26th October is strictly not permitted. Move out time is 3pm to 5pm, Saturday 27th October. 20. It is the requirement of the participant to leave the site rubbish free and in good, clean condition. All sites, booths and hire equipment are to be left in their original condition at the end of the Expo or excess charges may apply. 21.4community reserves the right to use any photograph/video taken at any event held by 4community, without the expressed written permission of those included within the photograph/video. 4community may use the photograph/video in publications or other media material produced, used or contracted by 4community including but not limited to: brochures, books, magazines, websites, social media. By participating in an 4community event or by failing to notify in writing your desire to not have your photograph used, you are agreeing to release, defend, hold harmless and indemnify 4community from any and all claims involving the use of your picture or likeness. To ensure privacy, images will not be identified using full names or personal identifying information without written approval from the photographed subject. A person who does not wish to have their image recorded should notify the photographer and contact info@4community.com in writing. Any person/organisation not affiliated with 4community may not use, copy, alter or modify 4community photographs, graphics, videography or other, similar reproductions or recordings without the advance written permission of an authorized person from 4community. 22. To the maximum extent permitted by law, neither party will have any liability to the other for fines, penalties, taxes (except GST) and any exemplary, aggravated or punitive damages, liquidated damages or any indirect or consequential loss (including but not limited to loss of business, loss of revenue, loss of contract, loss of production, lost opportunity costs), legal costs and expenses (except reasonable legal costs awarded by a court) except where such losses are covered by an insurance policy held by the party. 9
HUNTER OCTOBER 26 & 27 2018 GET INVOLVED Get in early. Book your booth and take out your sponsorship now to maximise your opportunities for exposure. CONTACT US Web: hunterdisabilityexpo.com.au/contact-us/ Exhibitor & Sponsorship Queries: hde@4community.com Phone: 02 9025 9393