Sponsorship Guide for CARPHA Health Research Conference 2015
The Caribbean Public Health Agency is the host of the largest health research conference in the
English speaking Caribbean with over 200 delegates in attendance.
The conference has been successfully held since 1956. This year we will be celebrating the
Diamond Jubilee Anniversary: 60 years of Health Research in the Caribbean. The theme is:
Violence and Injuries: an Urgent Public Health and Development Issue.
The conference provides an excellent opportunity for companies to showcase their products to
the delegates. The latter comprise researchers, doctors, health programme managers and policy
makers including the Chief Medical Officers from the 24 CARPHA member states.
DATE AND VENUE
The three-day event will take place on:
Thursday 25th June – Saturday 27th June 2015 at St. George’s University, Grenada.
MARKETING THE CONFERENCE
The Conference is promoted through:
•
•
•
•
Direct mail to all stakeholders in the 24 CARPHA members states
Direct mail to mailing list of over 1000 past conference and workshop participants
Conference promotion on CARPHA’s website and affiliated organisations websites
Advertising in local and regional news media
The Conference has always received excellent media coverage. Your sponsorship will include
direct exposure to delegates in the exhibition area during conference breaks as well as at social
events.
SPONSORSHIP PACKAGES: CONFERENCE
The boxes below outline the direct benefits of each package available for the Conference. All
prices are quoted in US dollars.
Sponsored Luncheon Sessions - Thursday 25th June and Friday 26th June 2015
Investment US $5,000 per day
A lunch time session of the captive audience of the conference delegates. 175 persons are expected
on each day. The session should be for a total of 45 minutes, including time for questions.
Benefits:
• Display of products during the meeting
• Two complimentary full registrations at conference
SPONSOR RESPONSIBILITIES:
•
•
•
•
Provide handouts and materials
Meet costs of additional signage, décor
Cover facilitator fees, travel arrangements and accommodation
Provide topic, facilitator name(s), bio(s) and photo(s)
Notes:
With regard to the event, sponsorship only covers the cost of the standard venue menu.
If sponsors require additional premium menu items, premium beverage options they will be required
to meet the costs. Sponsor will be responsible for self-branding at event. The title of the session
must be submitted by March 31, 2015 for inclusion in the West Indian Medical Supplement which
publishes the conference program and abstracts.
Gold Sponsor
Investment US $2,500
Corporate Branding:
• Promoted as Gold Sponsor of the Conference
• Named sponsorship of a Scientific Session
• Prominent Logo placement:
o Full page advertisement in the WIMJ supplement (250 copies printed plus online version)
o Homepage of Conference website: www.conference.carpha.org with link to Sponsor’s
website
o 15 second display in looped run of logos on display screens at Conference except during
the sponsored sessions when only your logo will be displayed.
•
•
•
•
Display of products during the meeting
Opportunity to include publicity material in Conference delegate bag (supplied by sponsor)
Mentioned and thanked in Director’s opening address and closing Vote of Thanks
Two complimentary full registrations at conference
Notes:
CARPHA will communicate with all sponsors on publicity material to be included in the conference
bag to ensure quality and consistency. All material must be delivered to the Conference venue by
June 15, 2015. CARPHA will provide the advertising specifications for the West Indian Medical
Journal supplement and all artwork should be submitted by March 31, 2015.
Silver Sponsor
Investment US $1,800
Corporate Branding:
• Promoted as Bronze Sponsor of the Conference
• Prominent Logo placement:
o Full page advertisement in the WIMJ supplement (250 copies printed plus online version)
o Homepage of Conference website: www.conference.carpha.org with link to Sponsor’s
website
o 15 second display in looped run of logos on display screens at Conference except during
the sponsored sessions when only your logo will be displayed.
• Display of products during the meeting
• Opportunity to include publicity material in Conference delegate bag (supplied by sponsor)
• Mentioned and thanked in Director’s opening address and closing Vote of Thanks of Conference
• Two complimentary full registrations at conference
Notes:
CARPHA will communicate with all sponsors on publicity material to be included in the conference
bag to ensure quality and consistency. All material must be delivered to the Conference venue by
June 15, 2015. CARPHA will provide the advertising specifications for the West Indian Medical
Journal supplement and all artwork should be submitted by March 31, 2015.
Exhibitor Pack
Investment US $1,000
Corporate Branding:
• Display of products during the meeting
• Two complimentary full registrations at conference
• Mentioned and thanked in Director’s opening address and closing Vote of Thanks of Conference
Notes:
CARPHA will communicate with all sponsors on publicity material to be included in the conference
bag to ensure quality and consistency. All material must be delivered to the Conference venue by
June 15, 2015.
Advertisement Pack
Investment US $1,000
Corporate Branding:
• Mentioned and thanked in Director’s opening address and closing Vote of Thanks of Conference
• Full Page advertisement in the WIMJ Supplement
Notes:
CARPHA will provide the advertising specifications for the West Indian Medical Journal supplement
and all artwork should be submitted by March 31, 2015.
SPONSORSHIP PACKAGES: AWARDS BANQUET
The Annual Awards Banquet is held on the Friday evening of the Conference. The Banquet is the
highlight of the conference at which Caribbean health research scientists who have excelled in
their field of research are honoured.
The Awards Banquet consists of a cocktail reception followed by a banquet dinner, citations and
the presentation of the Awards. There is also entertainment for guests following the formalities.
The event is usually patronized by approximately 150 persons.
Awards Banquet Diamond Sponsor
Investment US $10,000
Corporate Branding:
• Prominent Logo placement:
o Sponsor banner displayed at event
o Logo on Banquet invitation
o Logo on front inside of Award programme
•
•
•
•
Display of products during the meeting
Opportunity to bring greetings at reception
Distribution of other promotional material at event
Mentioned and thanked in Director’s opening address and closing Vote of Thanks of Conference
Notes:
With regard to the event, sponsorship only covers the cost of the standard venue bar and menu for
150 persons. If sponsors require additional premium menu items, premium beverage options or
company specific decoration they will be required to meet the additional costs.
Awards Banquet Platinum Sponsor
Investment US $5,000
Corporate Branding:
• Prominent Logo placement:
o Logo on Banquet invitation
o Logo on front inside of Award programme
•
•
•
Display of products during the meeting
Distribution of other promotional material at event
Mentioned and thanked in Director’s opening address and closing Vote of Thanks
Notes:
With regard to the events, sponsorship only covers the cost of the standard venue bar and menu.
If sponsors require additional premium menu items, premium beverage options or company specific
decoration they will be required to meet the additional costs.
CARPHA Health Research Conference 2015
Sponsorship Confirmation Form
NAME OF EVENT: CARPHA Health Research Conference 2015
DATE OF EVENT: 25th – 27th June 2015
EVENT VENUE: St. George’s University, Grenada
We hereby agree to partner with CARPHA in sponsoring the CARPHA Health Research
Conference 2015 in the capacity of:
CONFERENCE SPONSORSHIP CATEGORY:
SPONSORED LUNCHEON SESSIONS - (US$5,000) PER DAY
GOLD SPONSOR - (US$2,500)
SILVER SPONSOR - (US$1,800)
EXHIBITOR PACKAGE - (US$1,000)
ADVERTISEMENT PACKAGE - (US$1,000)
BANQUET SPONSORSHIP CATEGORY:
AWARDS BANQUET DIAMOND SPONSOR - (US$10,000)
AWARDS BANQUET PLATINUM SPONSOR - (US$5,000)
TO BE COMPLETED ELECTRONICALLY
YOUR COMPANY:
MAILING ADDRESS:
TELEPHONE:
E-MAIL:
KEY CONTACT:
SPONSORSHIP AUTHORISED BY (BLOCK LETTERS):
SIGNATURE OF PERSON COMPLETING THIS FORM:
DATE:
Please email Jaselle Neptune at [email protected] for confirmation that the event you
choose is still available.
TO CONFIRM YOUR SPONSORSHIP KINDLY COMPLETE THIS AGREEMENT AND
EMAIL TO [email protected]. AN INVOICE WILL THEN BE SENT TO YOUR COMPANY
FOR PAYMENT.
GENERAL TERMS AND CONDITIONS:
•
•
•
•
Sponsored events will be allocated on a ‘first come, first served’ basis.
Confirmation of Sponsorship must be made on Sponsorship Confirmation Form and should be
emailed to [email protected]. On completion and submission of the duly authorized
Confirmation Form, subsequent notification of acceptance by CARPHA and an invoice will be sent
to you with a letter of final terms and conditions. This will serve as a binding contract. The full
payment is due within 30 days of date on the invoice.
Cancellation Policy: If a Sponsor cancels or changes the sponsorship category after an application
has been accepted by CARPHA, they must immediately inform CARPHA in writing and shall
become liable for the following cancellation/reduction charges:
- 50% of the total value if the cancellation is made before two months prior to the Conference.
-100% of the total value if the cancellation is made up to one month prior to the Conference.
The Sponsor is responsible for submitting all logos by March 31st 2015 in order to be included in
the conference programme and other printed material.