INVITATION TO SPONSOR - Meetings & Events Australia Sponsorship Prospectus.pdf · INVITATION TO SPONSOR MEA NATIONAL SUPPORTERS COM.AU venue & service search COM.AU venue & service

I N V I TAT I O N T O S P O N S O R

MEA NATIONAL SUPPORTERS

COM.AUvenue & service search

COM.AUvenue & service search

22nd MEA NATIONALCONFERENCE

5 - 7 APRIL 2009 ADELAIDE

A Brilliant Blend

MEA09

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FROM THE CONFERENCE CHAIR

On behalf of Meetings & Events Australia (MEA), we invite you and your organisation to join

with us in supporting the 22nd Annual MEA

National Conference to be held from 5 - 7 April 2009 at the Adelaide

Convention Centre, South Australia.

An Invitation to Sponsor the Industry Conference of the Year

The theme for the conference will be “A Brilliant Blend”. The theme builds on the State’s main strength - its wine reputation - without limiting its focus to wine. In fact, the brand encapsulates South Australia’s diversity while being modern, creative and inspiring.

The conference will provide a Brilliant Blend of committee meetings, business sessions, social activities and networking both for the ‘must’ (from the Latin mustum – new wine) and ‘vintage’ members of the industry. It is also our intention to provide a Blend of business sessions across industry sectors ensuring relevance to each delegate.

The MEA Conference was last held in Adelaide in 1991 and proud South Australians are delighted it’s back. South Australia is known world wide for its great food & wine, cafes & restaurants, relaxed lifestyle, ease of getting around and its love of festivals, events and a good time. These ingredients will ensure a fine Blend of experiences when you come and visit us again.

We invite you to share your products and services with the business events community. For this conference there will be a variety of sponsorship opportunities. As the premier industry conference event of the year, taking out sponsorship at the MEA 2009 conference gives sponsors direct access to a wide cross section of industry professionals.

The Annual Conference in 2008 attracted over 500 industry practitioners. Our delegates comprise of professional conference organisers; in-house corporate; government and association meeting managers; event managers; convention centre and hotel managers and staff; convention and visitor bureaux; government agencies; travel and tour operators; service providers to the industry and other industry supporters. For more information on MEA, visit www.meetingsevents.com.au.

So, join us in Adelaide and take up this ideal opportunity to showcase your products and services at what is Australia’s pre-eminent industry conference and MEA’s highlight event of the year. Our Conference Manager, Anna Tartakovskaia looks forward to discussing with you the opportunities set out in the following document.

Michael Siebert, AFMEA MEA Conference 2009 Chair

“The Alice Springs Convention Centre was proud to be the host of the 2008 MEA Conference. It was an amazing opportunity to welcome our fellow industry partners and clients to Alice Springs to showcase our fabulous destination. To have this event here ensured 500+ industry people got to experience our centre and capabilities and some of the wonderful offsite options that our clients can experience whilst conferencing in Alice Springs – to experience it is to believe it!

Whilst we have already secured business as a direct result of the MEA conference, there is a large element of unquantifiable business – we had a lot of people here that may not have necessarily come to Alice Springs and have feedback that they were extremely impressed and surprised at what is available and as a result have put Alice Springs on the radar for upcoming events – immeasurable!”

Karen Lock

Sales & Marketing Manager

Alice Springs Convention Centre

“IML Australia was delighted to sponsor the MEA National Conference in Alice Springs to demonstrate our expertise as the event feedback specialists.

MEA created a valuable platform to network with a wide range of individuals working in the events industry, as well as a great opportunity to promote our brand to an interested and informed audience.

The MEA team not only fully understood our products and needs, but were an extremely friendly, fun and efficient team to work with.

Thank you and see you next year!”

Pete Eyre

Operations Manager

IML Australia

“Rosehill Gardens Event Centre was very proud to once again be a sponsor of the MEA Conference.

Not only did the sponsorship allow us to give something back to the industry, but it also gave us the opportunity to lift our profile to the conference and event market, and continue our strong marketing campaign following the launch of our new facility, the Grand Pavilion.

We also gained indispensable knowledge at the conference sessions, while also networking with many high quality industry professionals.”

Natalie Jacobs Business Development Manager

Rosehill Gardens Event Centre

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Who will attend?Delegates from each state and territory of Australia as well as New Zealand will include:

In-house meeting managers from corporate, government and association markets

Professional conference organisers

Meeting and events managers

Senior industry leaders

Hotel and venue staff

Conference and visitor bureaux

Suppliers such as: audio visual, staging and themeing, speaker and entertainment, merchandising and promotion

Those new to the Industry

Why Sponsor?Showcase your product or service to over 500 meeting and event executives nationally, before during and after the Conference

Excellent networking opportunities during the conference to promote your product or service

Be acknowledged for your support of our Industry

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Examples of specific sponsorship ideas for your consideration

TYPES OF SPONSORSHIP AVAILABLE

Cash: This option enables MEA to finance the conference ensuring that the best speaking and social program is offered to delegates. This is a preferred sponsorship option.

Budget Replacement: This refers to the necessary items that the conference requires such as: audio visual, transport, website, themeing, entertainment, satchels, lanyards, food and beverage, printing etc….Your involvement will help to reduce some of the expense line items.

Value Added: This refers to items that will enhance the delegate experience at the conference. Examples include: delegate gifts, prizes, massages….

Please note that all non-cash sponsorship

has to be costed at ‘industry’ and not

‘rack rate’.

We would be delighted to discuss

any sponsorship opportunities

with you. Our aim is to ensure

that our delegates walk away

from the conference feeling

inspired and uplifted and that

our sponsors receive maximum

exposure from their support of

MEA and the Industry.

Please contact the conference

manager to discuss the following

or any other sponsorship

opportunities in further detail. We

are open to any new ideas and to

negotiation.

DELEGATE SATCHELS OR A LIKE PRODUCT

$8000 (cash or a mix of cash and budget replacement – product supplied in consultation

with MEA to the value of no less than $8000)

Each delegate attending the Conference will receive a quality satchel or a like product. This product is a valued event souvenir which will be re-used long after the event thus long term brand name exposure is assured. As a sponsor, you will receive the following benefits:

Corporate logo printed in prominent position in full colour on the product alongside conference logo and MEA logo

1 Full conference registration that includes attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner

Corporate logo (full colour) in registration brochure - provided confirmation of sponsorship is received by 5 December 2008

Corporate logo (full colour) on MEA Conference website with hyperlink to your website as well as a short promotional paragraph about your company

Listing and corporate logo (full colour) in Conference Handbook

A copy of the delegate list will be provided, except where privacy laws exclude particular participant’s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided two weeks after the conference for post conference marketing.

POCKET PROGRAM

$5000 (cash only)

Upon registering at the conference all delegates will receive a Pocket Program. This is a valuable reference tool used continually by delegates during the Conference. Benefits include:

Sole advertisement (full colour) on back panel of Pocket Program - print ready material in electronic format to be supplied (Full payment must be received prior to printing)

Corporate logo (full colour) on Pocket Program front panel

Corporate logo (full colour) on registration brochure. Confirmation of sponsorship must be received by 5 December 2008




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DELEGATE LANYARDS

$�000 (cash or a mix of cash and

budget replacement – product supplied in

consultation with MEA to the value of no

less than $4000)

An excellent promotional opportunity is to have your company name/logo printed on all Conference lanyards. Benefits include:

Corporate logo (full colour) on all lanyards (full payment must be received upon confirmation of sponsorship)





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THERE ARE MANY OTHER WAYS TO BE INVOLVED

IN THE CONFERENCE, SUCH AS SPONSORSHIP OF:

Social Events including: Welcome Reception, Casual Dinner, Conference Gala Dinner/Awards Night in ways of cash, budget replacement or value added for: Venue, Food and Beverage, Entertainment, Themeing, Transfers, Audio Visual

Speaker Program including:Speaker airfares (domestic or international, accommodation, speaker fees and speaker gifts)

Conference collateral printing including:Conference Handbook, Pocket Program

Marketing

Print MediaWebsiteElectronic newsletter facilityConference promotional products/Registration teaser gifts

Your creative marketing ideas are welcome !!!!

Trade ExhibitionExhibitor stands, furniture, lighting

Conference food and beverage including: Special Interest Group Forums, Accreditation Meetings and Accreditation Cocktail Reception

Refreshments on arrivalMorning and afternoon teasLunches

Airport and Social Function Transfers

Conference Staging and Production Audio VisualStagingEntertainment

MEA staff and volunteer uniforms and transport

Gala Dinner giveaways

Selection of sponsors will be based on conference requirements. MEA reserves the right, in its absolute discretion to refuse any sponsorship application.

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SPONSORSHIP LEVELS

Company Acknowledgement

Your company will receive acknowledgement in the lead up to and during the conference. This includes the following:

Acknowledgement as Major Sponsor at the official opening and closing of the conference

Major Sponsor recognition on conference signage in plenary room

Corporate logo (full colour) on PowerPoint holding slide displayed at the beginning and end of each plenary session




Recognition in all MEA e-broadcasts to its members as the Major Sponsor

Corporate Logo (full colour) on conference advertisements

A commemorative appreciation plaque will be awarded at the conference to acknowledge your sponsorship

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Complimentary Registration

This sponsorship package entitles you to:

Four (4) complimentary conference registrations that include attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner

Additional Social Event Tickets

In addition to the social event tickets you will receive as part of the complimentary registration, you will also receive:

Two (2) tickets to the Welcome Reception, two (2) tickets to the Casual Dinner, two (2) tickets to the Conference Awards Night.

Four (4) Cocktail Reception Tickets to MEA Accredited Member Cocktail Party

Advertising


Full page (full colour) advertisement in the registration brochure - print ready material in electronic format to be supplied. Confirmation of sponsorship and deposit must be received by 28 November 2008

Full page (full colour) advertisement in the Conference Handbook - print ready material in electronic format to be supplied

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Exhibition Space

Your company will be entitled to one (1) trade booth in a prime location (subject to availability at time of booking). The Exhibition package includes: Shell scheme display booth; Two spot lights per stand; Fascia signage with company name; Attendance by up to two (2) company representatives for the duration of the Trade Exhibition. This includes catering for all morning and afternoon teas, and lunches, access to Conference sessions (Excludes tickets to social functions).

Access to Delegate List

A copy of the delegate list will be provided, except where privacy laws exclude particular participant’s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided one month before the conference for pre - conference marketing and then two weeks after the conference for post conference marketing.

There is a variety of investment options available for your selection

Major Sponsor

OVER $50K

Sponsorship Benefits

This opportunity enables your organisation to demonstrate its support and

commitment to the meetings and events industry. The Major Sponsor will receive

considerable exposure and recognition through the following:

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Your company can also select one of the following 3 levels of investment



Verbal acknowledgement at the official opening and closing of the conference

Corporate logo displayed on conference signage in plenary room

Corporate logo (full colour) on PowerPoint holding slide displayed at the beginning and end of each plenary session




Your company will be acknowledged in relevant press releases where appropriate

Corporate logo (full colour) on conference advertisements


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Advertising


Full page (full colour) advertisement in the registration brochure - print ready material in electronic format to be supplied. Confirmation of sponsorship and deposit must be received by 28 November 2008

Full page (full colour) advertisement in the Conference Handbook - print ready material in electronic format to be supplied



Three (3) complimentary conference registrations that include attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner.



Two (2) tickets to the Welcome Reception, two (2) tickets to the Casual Dinner, two (2) tickets to the Conference Awards Night.

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Exhibition Space

Your company is entitled to one (1) complimentary exhibition booth (subject to availability at time of booking)

The Exhibition package includes: Shell scheme display booth; Two spot lights per stand; Fascia signage with company name; Attendance by up to two (2) company representatives for the duration of the Trade Exhibition. This includes catering for all morning and afternoon teas, and lunches, access to Conference sessions (excludes tickets to social functions).


A copy of the delegate list will be provided, except where privacy laws exclude particular participant’s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided one month before the conference for pre - conference marketing and then two weeks after the conference for post conference marketing.

Cabernet Investor$50K - $�0K

INVESTMENT LEVELS

Cabernet

$50k - $�0k | $�0k - $�0k

Grenache

$�0k - $�0k | $�0k - $10k

Muscat

$10k - $5k | Less than $5K

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Verbal acknowledgement at the official opening and closing of the conference

Corporate logo (full colour) in registration brochure. Confirmation of sponsorship must be received by 5 December 2008



A commemorative appreciation plaque will be awarded at the conference to acknowledge your sponsorship.

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Advertising


1/2 page (full colour) advertisement in the registration brochure - print ready material in electronic format to be supplied. Confirmation of sponsorship and deposit must be received by 28 November 2008

1/2 page (full colour) advertisement in the Conference Handbook - print ready material in electronic format to be supplied



Two (2) complimentary conference registrations that include attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner



One (1) ticket to the Welcome Reception, one (1) ticket to the Casual Dinner, one (1) ticket to the Conference Awards Night

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A copy of the delegate list will be provided, except where privacy laws exclude particular participant’s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided one month before the conference for pre – conference marketing and then two weeks after the conference for post conference marketing.

Cabernet Investor$�0K - $�0K

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Advertising


1/4 page (full colour) advertisement in the registration brochure - print ready material in electronic format to be supplied. Confirmation of sponsorship and deposit must be received by 28 November 2008


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One (1) complimentary conference registration that include attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner


In addition to the social event tickets you will receive as part of your complimentary registration, you will also receive:

One (1) complimentary ticket to the Conference Awards Night



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Grenache Investor$�0K - $�0K







Advertising





One (1) complimentary conference registration that include attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner



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Grenache Investor$�0K - $10K

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Corporate logo (full colour) in registration brochure. Confirmation of sponsorship is received by 5 December 2008





One (1) complimentary conference registration that include attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner.

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Muscat Investor$10K - $5K









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Muscat InvestorLess than $5K

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Terms and Conditions

Meetings & Events Australia (MEA) reserves

the right to amend the sponsorship program

or tailor sponsorship packages to benefit the

sponsor and/or the event. Every effort will be

made to maximize sponsor benefits as well as

delegates’ experience.

Selection of sponsors will be based on their

ability to meet conference requirements and

offer innovative solutions. MEA reserves the

right, in its absolute discretion, to deny any

offer of sponsorship.

The conference manager reserves the right to

vary the quoted prices in accordance with any

change to the legislated rate of the GST which

is currently 10% and is applicable to all goods

and services offered by the conference. All

prices in this document are exclusive of GST

and GST will be added to the invoice issued

by MEA.

All sponsorship will only be confirmed on

receipt of a signed application form. A tax

invoice issued by MEA will be sent out for all

cash sponsorship. All cash sponsorship will

only be acknowledged on the receipt of 50%

deposit and a signed application form. Final

payment is due by 30 January 2009. Please

note that in case of cancellation of cash

sponsorship, the deposit of 50% will not be

refunded by MEA.

After sponsorship has been accepted a

reduction in sponsorship is considered a

cancellation and will be governed by the above

cancellation policy. All cancellations have to

be made in writing directly to the conference

manager.

No Sponsor or Exhibitor will be able to set

up their trade stand until full payment and a

booking form is received by MEA.

All budget replacement and value added

items are costed at ‘industry’ and not ‘rack’

rates. These are also subject to the above

cancellation policy. Should the sponsored item

be cancelled after the 1st January 2009, a fee

of 50% in cash of the rate agreed to will apply

unless a suitable replacement can be found.

No sponsor shall assign, sublet or apportion

the whole or any part of their sponsorship

package without MEA’s approval.

Exhibition stand bookings will not be confirmed

until a deposit of $500 is received together

with the signed booking form. Please note that

this deposit is non refundable.

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Advertising

Another great way to reach all delegates at the conference is through advertising in the conference handbook. Options are:

Full Page colour - $1000

Half page colour - $500

Quarter page colour - $250

Print ready material to be supplied in electronic format. Specifications will be made available upon booking.

Trade Exhibition

$1600 per stand

The Conference Program and Exhibition Space have been designed to offer Exhibitors maximum contact with Conference delegates. It is envisaged that all morning and afternoon teas and lunches will be served in the trade area.

Exhibitors are encouraged to design interesting and enticing displays. Stand prizes are an excellent way to attract delegates to your stand.

The Exhibition package includes:

Shell scheme display booth

Size - 3m x 2m

Lights - Two spot lights per stand

Signage - Fascia sign with company name

Power - One general use power point per stand

Attendance by up to one (1) company representative for the duration of the Trade Exhibition (6th – 7th April) - includes catering for all morning and afternoon teas, lunches. This does not include tickets to social events. Tickets can be purchased separately. Attendance of additional exhibitors at the stand can be arranged at additional cost.

Listing in Conference Handbook (if sponsorship booking form and full payment is received prior to printing)


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OTHER PROMOTIONAL OPPORTUNITIES

SPONSORSHIP APPLICATION FORM

Company

Contact Person

Position

Address

State Postcode

Phone

Fax

Email

I am interested in applying for sponsorship of the MEA National Conference �00�

Please MAIL or FAX completed form to address below

Conference Manager, MEA Conference 2009

Level 1, Suites 5 & 6, 1 McLaren Street,

North Sydney NSW 2060

Ph: (02) 9929 5400 Fax: (02) 9929 5600

email: [email protected]

TAX INVOICE - Meetings & Events Australia.

ABN: 31 002 967 366

Will this product/service be:

❏ Cash Sponsorship or ❏ Budget Replacement or ❏ Combination of Cash and Budget Replacement

(Please select the applicable)

Please let us know what you would like to sponsor

Level of Sponsorship Please list your financial level of sponsorship - all amounts are exclusive of GST

❏ Major Sponsor above $50K

❏ Cabernet Investor $50K - $40K ❏ Cabernet Investor $40K - $30K

❏ Grenache Investor $30K - $20K ❏ Grenache Investor $20K - $10K

❏ Muscat Investor $10K - $5K ❏ Muscat Investor Less than $5K

Advertising ❏ Full Page $1000

❏ Half Page $500

❏ Quarter Page $250

Trade Exhibition Stand ❏ $1600

Other Sponsorship Opportunities

I agree to abide by the rules and

regulations of the MEA Conference

2009. 50% Deposit of the total cost

is included with my application for

all cash sponsorships. I understand

the deposit must be received by MEA

before sponsorship or booking can be

confirmed. I understand that this deposit

is non refundable. I understand that all

applications received after 30 January

2009 must be accompanied by full

payment.

SIGNED:

DATE:

Agreement for Cash Investment

I agree to abide by the rules and

regulations of the MEA Conference

2009. I will work with MEA Conference

Manager and ensure that best product

and/or service is delivered. I will ensure

that staffing provided and other quality

logistics matters are covered to the

satisfaction of both parties. I understand

that should the sponsored item be

cancelled after the 1st January 2009, a

fee of 50% in cash of the rate agreed to

will apply unless a suitable replacement

can be found.

SIGNED:

DATE:

Agreement for Budget Replacement Investment

❏ Enclosed is a cheque/money order for $ made out to “Meetings & Events Australia”

OR

❏ Please debit my Credit Card listed below for $

❏ VISA ❏ MASTER CARD ❏ BANKCARD ❏ AMEX (ID# ) please indicate

Credit Card Number ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■Card Holders Name Expiry date

Signature Date

OR

❏ By Electronic Funds Transfer (EFT)

Bank: CBA - Commonwealth Bank of Australia

Bank Account Number: 280 02409 BSB: 062-733 Account Name: Meetings & Events Australia

Please email [email protected] or fax with a copy of the remittance advice and reference invoice number

Payment

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Documents

INVITATION TO SPONSOR - Meetings & Events Australia Sponsorship Prospectus.pdf · INVITATION TO SPONSOR MEA NATIONAL SUPPORTERS COM.AU venue & service search COM.AU venue & service