ARMS 2015 Partnership and Exhibition Proposal

Partnership and Exhibition Proposal

www.arms2015.org.au

A R M S I S A N I N T E R N AT I O N A L S O C I E T Y – S I N G A P O R E I S A N E W C H A P T E R O F T H E FA M I LY

30 SEPTEMBER – 2 OCTOBER 2015

SINGAPORE

Research Management in a Global Context

SINGAPORE30 SEPTEMBER – 2 OCTOBER 2015

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INVITATION FROM THE ARMS 2015 CONFERENCE CONVENORDear Partners and Exhibitors

The Australasian Research Management Society (ARMS) invites your organisation to partner with the ARMS 2015 Conference, to be held from 30th September to 2nd October 2015 in Singapore.

Huge investment in research and innovation by the Singapore Government has transformed the R&D landscape and infrastructure in the universities, research institutions, medical research centres and corporate labs. Singapore is an exemplar of a clever innovative research sector and ARMS will be in the middle of this when the 2015 conference takes place in Singapore. This is a fantastic opportunity to experience the innovation of research in Singapore. Academic leaders and senior university administrators from South East Asia as well as North Asia, such as China, Japan and South Korea will be participating in this momentous event.

Our Conference Committee has been working hard to develop an exciting program that will be topical and engaging for all tastes. The ARMS 2015 Conference will continue to offer a varied program of internationally renowned keynote speakers and a wide selection of oral and poster presentations.

Workshops will again provide the lead in to the main conference program but this time will be complemented by a number of collaboration meetings.

As a partner of the ARMS 2015 Conference, delegates will see that your organisation is committed to supporting and helping to promote research, research analytics and research management. The conference will provide the opportunity for delegates to engage with partners and explore the possibilities of working together.

We invite you take up one of our partnership or exhibition options so you can be involved in what promises to be a thoroughly enjoyable and rewarding event.

Professor Michael Khor ARMS 2015 Conference Convenor

The Australasian Research Management Society is the professional society for specialists in management and administration of research. Since its founding in 1999, the ARMS network has grown to involve more than 1000 people from universities, research agencies and institutes, medical research institutes, R&D corporations, research centers, government departments, funding bodies, industrial R&D teams, service providers, commercialisation bodies and consultancies. (Source ARMS)

CONTENTSpage

Invitation from the ARMS 2015 Conference Convenor

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ARMS 2015 Conference Details 3

Conference Program 3

Promotion of the ARMS 2015 Conference and Exhibition

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Those Attending the ARMS 2015 Conference

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Reasons to Exhibit at the ARMS 2015 Conference

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Partnership and Exhibition Opportunities at a Glance 4

Partnership Opportunities 5–7

Exhibition Details 8

Exhibition Dates and Times 8

Trade Table Display 8

Exhibition Floor Plan 9

General Information 10

How to Book and Payment Deadlines

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Application to Exhibit 11

Application to Partner 12

Methods of Payment 13


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ARMS 2015 CONFERENCE DETAILSExhibition DatesThursday 1 October 2015 to Friday 2 October 2015

Venue

CONFERENCE AND EXHIBITION ORGANISATIONConsec – Conference and Event Management is the Professional Conference Organiser for ARMS 2015.

Consec – Conference ManagementPO Box 3127BDC ACT 2617 Australia

T: +61 2 6252 1200F: +61 2 6252 1222E: [email protected] W: www.arms2015.org.au

Conference Manager Barry Neame CEM

Conference / Event Coordinator Charmaine Ogilvie BA (Media&Comm)

CONFERENCE PROGRAMThe conference program includes:

• collaboration meetings• workshops • keynote/invited speakers presentations• plenary and concurrent sessions• a welcome reception• the official conference gala dinner, and• a trade exhibition.

PROMOTION OF THE ARMS 2015 CONFERENCE AND EXHIBITIONThe conference will be advertised extensively throughout Australasia.

Promotions include:

• direct mail/email – distribution of the conference announcements and registration brochure

• e-marketing – regular email blasts promoting program updates, key dates and featured speakers

• the ARMS 2015 Conference web site – partners and exhibitors will be acknowledged on the conference web site

• advertising within industry, related journals and magazines• promotion at other industry, related conferences, and• promotion at special interest group meetings.

THOSE ATTENDING THE ARMS 2015 CONFERENCE The ARMS network involves more than 2,000 professionals representing leading Australasian research organisations. The ARMS 2015 Conference should attract between 400–500 delegates, including representatives from:

• Australasian research organisations• universities • medical research institutes• R&D corporations• industrial R&D teams• government departments• funding bodies• commercialisation bodies and consultancies, and• Asian universities including Singapore, Japan, Korea,

Malaysia, Thailand, India and Indonesia.

REASONS TO EXHIBIT AT THE ARMS 2015 CONFERENCE• Become engaged and collaborate with Asian universities.• Develop a personal and direct relationship with your clients.• Show your full product range in real life rather than a

catalogue. Live events provide the best possible interactive marketing platform.

• Let buyers use all five senses to gain a full appreciation of your product.

• Overcome objections and accelerate the buying process.• Display your products and services to key decision makers.• Raise your profile in the industry and add value to your

brands.• Locate new agents and distributors for your products.• Launch a new product and generate media interest.• Get immediate feedback on your product.• Meet new buyers and develop a quality database.

mailto:[email protected]

http://www.arms2014.org.au


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ARMS 2015 CONFERENCE PARTNERSHIP AND EXHIBITIONOPPORTUNITIES AT A GLANCE

SPONSORSHIP OPPORTUNITIES Number Available Price AUD$

PLATINUM Multiple $22,000

GOLD Multiple $15,500

SILVER Multiple $12,500

CONFERENCE GALA DINNER Exclusive $12,500

BRONZE Multiple $9,500

WELCOME RECEPTION Exclusive $8,800

INTERNATIONAL KEYNOTE SPEAKER Limited to 1 partner per speaker $6,600

WIRELESS INTERNET Exclusive $6,600

SATCHEL Exclusive $6,500

NAME BADGE AND LANYARD Exclusive $5,500

LOCAL KEYNOTE SPEAKER Limited to 1 partner per speaker $3,300

CONFERENCE LUNCHES Limited to 2 only – one per day $3,200

POSTER SESSION Exclusive $2,200

ADVERTISING OPPORTUNITIES

HANDBOOK ADVERTISING FULL PAGE Multiple $1,200

HANDBOOK ADVERTISING HALF PAGE Multiple $600

SATCHEL INSERT Multiple $990

EXHIBITION

TRADE TABLE DISPLAY $2,600

PARTNERSHIP & EXHIBITOR FORUM

As part of the ARMS 2015 Conference, there is the chance for partners and exhibitors to participate in the Partnership & Exhibitor Forum within the conference program. This will provide you with the opportunity to present your product or service in a 3 minute presentation. Spaces are limited and will be booked on a first in first served basis. Please indicate if you are interested in participating on your application form.


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PLATINUM AUD$22,000MULTIPLE

Recognition• platinum partner acknowledgement at opening and closing

plenary session• company acknowledgement and logo on the conference

website with a link to company website• company logo on conference signage• company logo on main conference slide in each room• company logo featured on the cover of the conference

handbook• company logo and 200 word promotional paragraph in

the conference handbook

Exhibition and Registration • two (2) exhibition tables including four (4) exhibitor

registrations and welcome reception tickets• four (4) full conference registrations including social function

tickets

Promotion• one (1) full page full colour advertisement displayed in the

conference handbook (artwork supplied by partner)• two (2) inserts in delegate satchels (subject to prior

approval)• opportunity to present your product or service in a 3 minute

presentation as part of the Partnership & Exhibition Forum

GOLD AUD$15,500MULTIPLE

Recognition• opportunity to display corporate signage (normally a

1000x2000mm roll up banner – supplied by partner) during an approved concurrent session)

• company logo on the conference website with a link to company website

• company logo on main conference slide in each room• company logo and 150 word promotional paragraph in


Exhibition and Registration • one (1) exhibition table including two (2) exhibitor

registrations and welcome reception tickets • two (2) full conference registrations including social function

tickets


conference handbook (artwork supplied by partner)• two (2) inserts in delegate satchels (subject to prior

approval)• opportunity to present your product or service in a 3 minute


SILVER AUD$12,500MULTIPLE

Recognition• company logo on the conference website with a link to the

company website• company logo on main conference slide in each room• company logo and 100 word promotional paragraph in


Registration and Social Function Tickets• one (1) full conference registration including social function

tickets


conference handbook (artwork supplied by partner)• one (1) insert in delegate satchels (subject to prior approval)• opportunity to present your product or service in a 3 minute


CONFERENCE GALA DINNER AUD$12,500EXCLUSIVE

Recognition• opportunity to market your organisation by providing a

welcome address at the conference gala dinner• placement of your organisation’s logo on the conference

gala dinner menu• opportunity to display corporate signage (normally a

1000x2000mm roll up banner – supplied by partner) at the conference gala dinner

• company logo displayed on the conference website

Registrations and Social Function Tickets• one (1) full conference registration including social function

tickets • six (6) conference gala dinner tickets

Promotion• one (1) half page full colour advertisement in the

conference handbook (artwork supplied by partner)• one (1) insert in delegate satchels (subject to prior approval)• opportunity to provide one (1) welcome gift for attendees at

the conference gala dinner

ARMS 2015 CONFERENCE PARTNERSHIP OPPORTUNITIES


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BRONZE AUD$9,500MULTIPLE

Recognition• company logo on the conference website with a link to

company website• company logo on main conference slide in each room• company logo and 50 word promotional paragraph in the

conference handbook

Promotion• one (1) half page full colour advertisement displayed in the

conference handbook (artwork supplied by partner)• one (1) insert in delegate satchels (subject to prior approval)• opportunity to present your product or service in a 3 minute


WELCOME RECEPTION AUD$8,800EXCLUSIVE

Recognition• opportunity to market your organisation by providing a

welcome address at the welcome reception• opportunity to display corporate signage (normally a

1000x2000mm roll up banner – supplied by partner) at the welcome reception


Registration and Social Function Tickets• one (1) full registration including social function tickets • six (6) welcome reception tickets


conference handbook (artwork supplied by partner)• one (1) insert in delegate satchels (subject to prior approval)

INTERNATIONAL KEYNOTE SPEAKER AUD$6,600Limited to one (1) partner per speaker

Recognition• verbal acknowledgement at the start and finish of the

relevant session• your organisation’s name and logo on holding slides during

the relevant session• company logo displayed on the conference website• company logo in conference handbook



WIRELESS INTERNET AUD$6,600EXCLUSIVE

Recognition • acknowledgement in the “shout” box on the conference

website• company logo displayed on the conference website

Promotion• one (1) insert in delegate satchels (subject to prior approval)

SATCHEL AUD$6,500EXCLUSIVE

Recognition • your organisation’s name and logo will be printed (one

colour) on the front of the satchels (together with the 2015 ARMS Conference logo)

• company logo in conference handbook• company logo displayed on the conference website


NAME BADGE AND LANYARD AUD$5,500EXCLUSIVE

Recognition • your organisation’s name and/or logo will be printed (one

colour) on all name badges and lanyards (together with the 2015 ARMS Conference logo)



LOCAL KEYNOTE SPEAKER AUD$3,300Limited to one (1) partner per speaker

Recognition • verbal acknowledgement at the start and finish of the

nominated session• your organisation’s name and logo on holding slides during

a nominated session• company logo displayed on the conference website

Promotion• one (1) half page full colour advertisement in the final




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CONFERENCE LUNCHES AUD$3,200Limited to two (2) only – one (1) per day

Recognition • opportunity to display corporate signage (normally a

1000x2000mm roll up banner – supplied by partner) brochures and flyers at catering stations during the selected lunch break



POSTER SESSION AUD$2,200EXCLUSIVE

Recognition• organisation logo displayed on signage in the poster area• verbal acknowledgement at the start of poster awards

session• company logo displayed on the conference website


SATCHEL INSERTS AUD$990.00MULTIPLE

Promotion• one (1) insert in delegate satchels – corporate literature,

DL, A5, or A4 size (or similar) or promotional merchandise (subject to prior approval)

ADVERTISING IN THE CONFERENCE HANDBOOK The conference handbook will be given to all delegates/exhibitors/partners attending the conference. This option will provide your company with excellent exposure.

Advertising options include:$AUD1,200 – full page$AUD600 – half page

Booking deadline for the conference handbook is 23 June 2015 and deadline for the artwork is 20 July 2015.

INDIVIDUAL PACKAGESThe above traditional partnership arrangements/packages may not cater for your specific needs. If so, please contact the Conference / Event Coordinator, Charmaine Ogilvie to discuss your needs for a more personalised package.

Telephone: +61 2 6252 1200Facsimile: +61 2 6252 1222Email: [email protected]

Please note: Acknowledgement in the registration brochure and the conference handbook is subject to partnership confirmation prior to printing deadlines.

The production of banners and any promotional material is the responsibility of the partner.

Prime position will be dependent on availability in the floor plan when the application is received.



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TRADE TABLE DISPLAY AUD$2,600

DIMENSIONS 1.8m x 0.76m

FURNITURE 1 x trade table and 2 x chairs

WELCOME RECEPTION

An invitation is extended by the conference committee, for two (2) representatives, per trade table display, to attend the Welcome Reception as their guests

CONFERENCE SATCHEL

One (1) per trade table including delegate listing

DELEGATES LISTING

Subject to privacy legislation, relevant details of all delegates attending the conference will be made available to partners and exhibitors

NAME BADGE Name badge/lanyard for two (2) representatives

PROMOTION Listing of company name in the conference handbook and website

CATERING Morning/afternoon teas and lunches for two (2) representatives each day

PROMOTIONOpportunity to present your product or service in a 3 minute presentation as part of the Partnership & Exhibition Forum

Exhibition DetailsTHE TRADE EXHIBITION WILL BE HELD FROM THURSDAY 1 OCTOBER 2015 TO FRIDAY 2 OCTOBER 2015

The attached floor plan has been designed to ensure good visibility and access to all stands.

Maximum traffic flow will be encouraged by the placement of catering stations at key points in the exhibition areas for morning and afternoon tea as well as by constant referral.

Lunch, morning and afternoon teas will be held in the exhibition area to make sure there are many opportunities for networking between delegates and exhibitors.

Move-in / Move-out

Move-in Thursday 1 October 7.00am–9.00am

Move-out Friday 2 October 2015 3.30pm–5.00pm

Exhibition Dates and TimesExhibition trade tables must be show ready by 9.00am on Thursday 1 October 2015

Date: Thursday 1 October 2015 Time: 9.00am–5.00pmDate: Friday 2 October 2015 Time: 8.00am–3.30pm

To increase the number of delegates attending your exhibit, think about enhancing your exhibition trade table display, through a colourful display or perhaps something interactive.

Please Note: All exhibition trade tables must be show-ready by 9.00am on Thursday 1 October 2015.

No installation can take place after this time through to Friday 2 October 2015.

All exhibition trade tables must remain in place until 3.30pm on Friday 2 October 2015.

THE ARMS 2015 CONFERENCE EXHIBITION DETAILS


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ARMS 2015 CONFERENCE PROVISIONAL EXHIBITION FLOOR PLAN

This provisional floor plan may be amended once partners are confirmed or at the ARMS 2015 Conference Organising Committee’s discretion.

Should the exhibition floor plan require expansion, retraction or re-arranging, Consec – Conference and Event Management have the right to make the necessary changes without notice.

Welcome to SingaporeLocated in Southeast Asia, Singapore is one of the most vibrant and liveable cities in the world. It has a high quality of life, easy regional access, low crime rates, political stability, high standards of infrastructure and healthcare, as well as a cosmopolitan lifestyle.

Populated with high-rise buildings and landscape gardens and brimming with a harmonious blend of culture, cuisine, arts and architecture, Singapore is a dynamic city that’s rich in contrast and color.

With a tropical climate, Singapore is hot and humid all year-round, with temperatures usually reaching over 30°C. You should be prepared for rain at any time, which can be torrential but usually brief.

AccommodationBlock bookings have been made at the conference venue. As a partner and/or exhibitor you will be emailed an exhibitor kit which will include an exhibitor accommodation booking form with accommodation details.

Terms and Conditions• In the event of the withdrawal of an exhibition trade table

booking, Consec – Conference and Event Management should be notified in writing as soon as possible. Please note that a refund of fees paid (less a cancellation fee of 50% of the value) will be made to an exhibitor cancelling before or on 1 July 2015. No refunds will be made after this date.

• Exhibition trade tables will be allocated strictly in order of receipt of applications and deposit monies and Consec – Conference and Event Management’s decision will be final.

• Should the exhibition floor plan require expansion, retraction or re-arranging, Consec – Conference and Event Management have the right to make the necessary changes without notice.

• Exhibitors will not be permitted to move in or be listed in the conference handbook until full payment has been received.

• The Australasian Research Management Society (ARMS), ARMS 2015 Conference, the Organising Committee and Consec – Conference and Event Management will not be liable for injuries to any person or damages to property owned or controlled by exhibitors. Regarding claims for damages or injuries that may arise from or be in any way connected with exhibitor occupation or display space, the exhibitor agrees to defend indemnity and hold the Australasian Research Management Society (ARMS), ARMS 2015 Conference, the Organising Committee and Consec – Conference and Event Management harmless against all such claims. The exhibitor agrees to insure itself at its own expense against property loss or damage and for public liability or personal injury and liability for property damage.

• Exhibitors are strongly advised to insure goods during transit and while on display, against damage/loss, however caused, as well as public liability. In addition, the exhibitor acknowledges that the the Australasian Research Management Society, ARMS 2015 Conference, the Organising Committee and Consec – Conference and Event Management do not maintain insurance covering exhibitor’s property and that it is the sole responsibility of the exhibitor to obtain public liability, business interruption and property damage insurance covering such loss by an exhibitor.

• All exhibitors must have a current public liability insurance cover for their exhibition trade table. Exhibitors may be required to submit their public liability insurance certificate along with their booking form.

• In the event of the withdrawal of a partnership booking, Consec – Conference and Event Management should be notified in writing as soon as possible. Please note that a refund of fees paid (less a cancellation fee of 50% of the value) will be made to a partner cancelling before or on 1 July 2015. No refunds will be made after this date.

• Your requested type of partnership may have a limited number of partners as specified in the proposal, so therefore preference will be determined in order of receipt of the signed agreement and deposit.

• Partners and exhibitors are not permitted to attend conference sessions or social events, unless the applicable tickets are offered as part of the partner or exhibitor package. Should partners or exhibitors wish to attend the conference as a delegate, the applicable registration form must be completed and forwarded together with payment to Consec – Conference and Event Management.

• Participants shall be regarded in every aspect as carrying their own risk for injury to person or property, including baggage, during the conference. We strongly recommend that at the time of booking you take out a travel insurance policy of your choice. The policy taken should include the loss of deposit through cancellation, medical insurance, loss or damage to personal property, financial loss incurred through disruption due to strikes or other industrial action. Consec – Conference and Event Management is in no way responsible for any claims concerning insurance.

• Due to the privacy legislation, Consec – Conference and Event Management cannot guarantee the inclusion of ALL participants names and contact details on the delegates list.

Further Information

Consec – Conference and Event Management PO Box 3127BDC ACT, Australia 2617T: + 61 2 6252 1200F: + 61 2 6252 1222E: [email protected]: www.arms2015.org.auConference Manager Barry Neame CEM Conference / Event Coordinator Charmaine Ogilvie BA (Media&Comm)

HOW TO BOOK AND PAYMENT DEADLINESPartnershipIn order to confirm your partnership booking, we will require the Application to Partner form and fifty percent (50%) deposit payment to be forwarded by return mail. The balance payment will be required by 1 July 2015.

ExhibitionEarly booking is necessary, as space is limited and exhibition trade tables will be allocated strictly in order of the date the deposit payment and application to exhibit form is received. In order to confirm your exhibition space, we will require the Application to Exhibit form and fifty per cent (50%) deposit payment to be forwarded by return mail. The balance payment will be required by 1 July 2015.

GENERAL INFORMATION

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Please complete this form and return with payment to:ARMS 2015 Conference, Consec – Conference and Event Management*PO Box 3127, BDC ACT 2617 Australia. ABN: 46 056 292 169

Contact name:

Company/organisation:

Address:

Telephone: Facsimile: Email:

EXHIBITION TRADE TABLE POSITION

Number of Exhibition Trade Tables required:

I/we prefer Exhibition Trade Table position/s as indicated on the enclosed floor plan in order of preference:

1st 2nd 3rd 4th

PLEASE TICK: Notwithstanding email or verbal communication, I/we understand that exhibition trade tables will be allocated strictly in order of receipt of applications and deposit monies and that Consec – Conference and Event Management’s decision will be final. Should the exhibition floor plan require expansion, retraction or re-arranging, Consec – Conference and Event Management have the right to make the necessary changes without notice.Exhibitors will not be permitted to move in or be listed in the conference handbook until full payment has been received.

I/We note that furniture, extra lighting and power are to be ordered from the hotel. Yes I would like to participate in the Partnership & Exhibition Forum.

CANCELLATION POLICYIn the event of the withdrawal of an exhibition trade table booking, Consec – Conference and Event Management should be notified in writing as soon as possible. Please note that a refund of fees paid (less a cancellation fee of 50% of the value) will be made to an exhibitor cancelling before or on 1 July 2015. No refunds will be made after this date.

I/We accept the terms and conditions as outlined in this Partnership/Exhibition Proposal and hereby enclose our payment for $ ________________ (please note: all payments made by credit card will attract a 3% processing fee).

Signed (on behalf of the exhibitor listed above)

Date

TOTAL AMOUNT PAYABLE: $2,600 PER TRADE TABLE Deposit deadline: 50% required with booking / Balance Deadline: 1 July 2015

SEE LAST PAGE FOR PAYMENT DETAILS*Consec – Conference and Event Management as agent for Australasian Research Management Society

HANDBOOK LISTING INFORMATIONPlease note: The information entered below will be published in the ARMS 2015 Conference Handbook. Please make sure all details are correct. If this information is not completed the above contact details will be used in the conference handbook. This information is required by 20 July 2015.

Sample listing:Table 1Consec – Conference and Event ManagementCharmaine Ogilvie Level 1, 8–10 Purdue Street Belconnen ACT 2617 AustraliaT: +61 2 6252 1200E: [email protected]: www.consec.com.au

Your company name:

Company contact person:

Company contact address:

Company contact phone number:

Company email address:

Website address:

APPLICATION TO EXHIBIT


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Please complete this form and return with payment to:ARMS 2015 Conference, Consec – Conference and Event Management*PO Box 3127, BDC ACT 2617 Australia. ABN: 46 056 292 169

Contact name:

Company/organisation:

Address:

Telephone: Facsimile: Email:

PARTNERSHIP PACKAGE PREFERENCESI/we would like to take up the following partnership package/s (including advertising):

1st: sub-total $

2nd: sub-total $

Satchel Insert: No Required: sub-total $

Advertising: sub-total $

Grand total $

PLEASE TICK: Notwithstanding any email or verbal communication, I/we understand that the partnership packages will be strictly in order of receipt of application form and deposit.

Yes I would like to participate in the Partnership & Exhibition Forum.CANCELLATIONIn the event of the withdrawal of a partnership booking, Consec – Conference and Event Management should be notified in writing as soon as possible. Please note that a refund of fees paid (less a cancellation fee of 50% of the value) will be made to a partner cancelling before or on 1 July 2015. No refunds will be made after that date.

I/We accept the terms and conditions as outlined in this Partnership/Exhibition Proposal and hereby enclose our payment for $ ________________ (please note: all payments made by credit card will attract a 3% processing fee).

Signed (on behalf of the partner listed above)

Date

Deposit Deadline: 50% with booking / Balance Deadline: 1 July 2015

SEE LAST PAGE FOR PAYMENT DETAILS*Consec – Conference and Event Management as agent for Australasian Research Management Society

APPLICATION TO PARTNER


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CHEQUEPlease make cheque payable to ARMS 2015 Conference in Australian dollars and mail to: ARMS 2015 ConferenceConsec – Conference ManagementPO Box 3127BDC ACT 2617 Australia

T: +61 2 6252 1200F: +61 2 6252 1222E: [email protected]

CREDIT CARDPlease note: Payment by credit card for partnership and exhibition booths/tables attracts a 3% processing fee.

Mastercard Visa AMEX

Cardholder’s Name:

Card Number: Expiry Date: / /

Signature: Total amount to authorise $

ELECTRONIC FUNDS TRANSFERBank: National Australia BankBranch: Canberra CityAccount Name: ARMS 2015 ConferenceBSB No: 082 902Account No: 94 779 6689

Transaction Reference Number:

Please note: A remittance advice MUST be faxed through to Consec – Conference and Event Management once payment has been processed on +61 2 6252 1222.

Include company name as point of reference.

METHODS OF PAYMENT

Documents

ARMS 2015 Partnership and Exhibition Proposal