IBIC 2015
International Beam Instrumentation Conference
13 – 17 September 2015
MCEC, Melbourne Australia
Sponsorship & Exhibition Opportunities
www.ibic2015.org
24 April 2015
INTRODUCTION
Dear Colleagues,
On behalf of the program committee, I am pleased to welcome you to Melbourne, Australia, for the
2015 International Beam Instrumentation Conference IBIC 2015. IBIC is a fruitful and successful
gathering of the world's beam instrumentation community and it reflects the maturity of
international collaboration in the field of beam instrumentation for accelerators.
IBIC is dedicated to exploring the physics and engineering challenges of beam diagnostic and
measurement techniques for charged particle accelerators worldwide. The conference program will
include tutorials on selected topics, invited and selected talks, as well as poster sessions. An
industrial exhibition and a tour of the accelerator facilities at the Australian Synchrotron will also be
included.
Melbourne is located in the southern state of Victoria, Australia, with a population of 4.2 million
people. It is a major research hub with 9 universities, 7 teaching hospitals and 263 biotech
companies. The venue of IBIC 2015 is the Melbourne Convention and Exhibition Centre, located on
the Yarra River in the heart of the city - the same location the discovery of the Higgs particle was
announced at ICHEP 2012.
The conference will feature an industrial exhibition interwoven with the poster presentations from
the delegates, providing the ideal environment to network, share ideas and discover the activities
and needs that are shaping the field of beam diagnostics globally. In addition to exhibition booths
there are several sponsorship opportunities which will allow your company to stand out of the
crowd during the conference, including supporting students and advertising during refreshment
breaks, see this brochure for more details.
We look forward to welcoming you to Melbourne.
Mark Boland, Chair
IBIC 2015 Program Committee
www.ibic2015.org
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24 April 2015
DELEGATE PROFILE
IBIC attracts all the leaders in the field of particle accelerator beam diagnostics from around the
globe.
The annual conference rotates through three regions, USA, Asia and Europe, attracting around 200
to 300 delegates per year.
Australia, as part of the Asian region, is sure to attract many delegates from Japan, China and Korea
where several very large accelerator projects are taking place and many more planned for the
future.
IBIC 2015 PROGRAM
Sunday
AM
PM
Registration
Welcome
Reception

Monday
Tuesday
Wednesday
Thursday
Opening
Tutorial 1
Tutorial 2
Tutorial 3
Talks
Talks
Talks
Talks
Talks
Talks
Talks
Closeout
Lunch
(not included)
Lunch
(not included)
Lunch
(not included)
Bus to Australian
Synchrotron
Talks
Talks
Talks
Posters 1
Posters 2
Poster 3
Public Evening
Special Lecture
Conference
dinner
(included)
Australian
Synchrotron
Lab
Tour
(buses from/to
MCEC - free to
all delegates)
Please see the website for the most updated program: www. Ibic2015.org
www.ibic2015.org
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24 April 2015
IBIC 2015 – OPPORTUNITIES FOR SPONSORSHIP AND TRADE
Sponsorship packages have been designed to provide tailored, yet flexible combinations of
opportunities for various sponsor opportunities.
The state-of-the-art MCEC will provide a professional and effective environment in which to engage
with delegates, with ample room space and comfortable amenities.
The program has optimised promotional opportunities for face-to-face engagement, making full use
of the impressive venue spaces available to IBIC, including session, meal, break and social choices.
Packages are outline in the table opposite and detailed in subsequent pages.
They can be tailored further to help you target delegates of greatest interest.
www.ibic2015.org
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24 April 2015
IBIC 2015 SPONSORSHIPS
Sponsor representatives will receive invitations to all social and scientific functions and can expect to
see delegates throughout the event.
All catering breaks and poster sessions will be held within the exhibition area so as to maximise
access to delegates.
To explore the options of a tailored package to suit your specific objectives and budget please
contact Phil McShane at ASN Events.
SPONSORSHIP PACKAGES
*Please note all prices are in Australian dollars (AUD) and exclude GST (10%)
GOLD
$20,000.00
Benefits include:
 Exclusive naming rights to the Conference Gala Dinner (signage, announcements and
giveaways)
 Logo on Delegate satchel
 Principal acknowledgment on sponsor signage at the event and webpage
 A full page full colour advertisement in Program (inside front cover or back cover)
 Choice of double exhibition table in Premium position with signage, power and lights
 Four (4) trade registrations and tickets to all social functions (inc. Conference Dinner)
 Logo with link to sponsor homepage from conference website
 Acknowledgment in the Program with logo and 100 word corporate profile
 Logo and corporate profile in delegate handbook
 Satchel insert
SILVER
$10,000.00
Benefits include:








Naming rights to the Welcome Function (inc signage and announcements)
An exhibition booth (3m x 2m) with signage, power and lights
Three (3) trade registrations and tickets to all social functions (inc. Conference Dinner)
2nd level acknowledgment on sponsor signage at the event and webpage
Satchel insert
Acknowledgment in the Program with logo and 75 word corporate profile
A full page advertisement in the Program
Link to sponsor homepage from conference website
www.ibic2015.org
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24 April 2015
BRONZE
$5,000.00
Benefits include:







An exhibition table (3m x 2m) with signage, power and lights
Two (2) trade registrations and tickets to all social functions (inc. Conference Dinner)
3rd level acknowledgment on sponsor signage at the event
Logo placement on the conference webpage
Link to your own homepage from the conference website
Acknowledgment in the Program with logo and 50 word corporate profile
Half-page B&W advertisement in handbook
CONFERENCE PEN or PAD SPONSOR



$1,000.00
Sponsor’s pen or note pad in the satchel – please note sponsor to supply pens
and/or pads
Logo placement and link to sponsors homepage on the conference web page
Acknowledgment of your support in the Program
OTHER SPONSORSHIP OPTIONS
You may wish to explore other options for maximizing your involvement at IBIC2015.
This may include the following:

Coffee cart sponsorship – real espresso coffee is always a hit with delegates and allows you
to interact directly with them as well as supply your own branded cups, stirrers etc.
Please contact us directly to discuss any other options.
www.ibic2015.org
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24 April 2015
ADVERTISING
Advertising in the Program
B&W or colour advertising positions are provided in program distributed to all delegates.
Advertisements must be provided art-ready, to size, in appropriate electronic format.
Colour Full page
B&W Full page
B&W Half page
$ 1,000.00
$ 600.00
$ 400.00
Web advert
$1,000.00 per spot
On the conference web page, there will be a rotating sponsor acknowledgement panel which
remains visible regardless of which part of the site the delegate is visiting. The various
acknowledgements and logos rotating through the position can be hyperlinked to your own
preferred web destination. The panel size is 140x140 pixels. The rotation period is set at 2
seconds. If you were the only advert/logo, your logo would be continuously visible, whereas if
there are 5, your advert appears for 2 seconds every 10 seconds. The position remains yours from
the date of signing and provision of the art work until one month after the coming conference.
Principal sponsors automatically receive position(s).
Satchel insert
$1,000.00
A single insert will be placed in each delegate satchel for those taking up the satchel insert option. A
single insert is defined as a single item to maximum dimension 210x300mm (A4) and can be a
number of sheets if they are already collated and held together by a staple or folder. Delivery details
will be advised closer to the meeting.
www.ibic2015.org
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24 April 2015
TRADE EXHIBITION
Exhibition Space
$3,000.00
Benefits:

A 3m x 2m exhibition table with fascia signage, 2 lights and power

Two (2) trade registrations including tickets to all functions

Company profile and contact details listed in program

A detailed exhibitor manual to facilitate the logistics of setup and participation

Advertising discount - 50% off advertising in delegate handbook
Notes:
 Spaces are allocated in order of receipt of the completed order form – we will
endeavour to assign you to your chosen preferences. Spaces 1, 2, 14 & 15 are reserved
for principal and major sponsors. If any remain they will be offered to other sponsors
first. Should the deposit not be received within 14 days of the supply of the tax invoice,
the first preference may be lost to another applicant.
 All breaks and poster viewings are taken in the region of the exhibitor trade area. There
will be daily morning teas, lunches, afternoon teas and drinks sessions scheduled. Poster
sessions will also be in the exhibition area.
 This floor plan was correct at time of publication – please contact ASN Events for the
most updated floor plan
Floor Plan
www.ibic2015.org
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24 April 2015
Sponsorship, Exhibition and Advertising Opportunities
Price
Number available
Entitlement Choices
Gold
Silver
Bronze
Exhibitor
$20,000*
$10,000*
$5,000*
$3,000*
1
1
1
11
Various*
$2,500
Delegate lanyard
Delegate satchel

$3,000

Welcome Function
Conference Dinner
$4,000

$6,000
$9,000
Happy Hour at Poster Session
Student Support



$1,000
Pad Sponsor
$1,000
Pen Sponsor
$1,000
Acknowledgements
A coffee break
Acknowledgement as sponsor on
conference signage
Logo placement on the conference
website with link to your webpage
Company description and Logo
placement in delegate handbook

st
nd
$2,000
rd
1
2
3



150 words
100 words
75 words
50 words
Trade & Registrations
Double Exhibition Space in Premium
Position

Single Exhibition Space



Delegate registration passes
4
3
2
2
Included Welcome Function
4
3
2
2
Included Conference Dinner
4
3
2
Advertising
Satchel Insert


Full page colour ad
$1,000
Rear cover
$1,000

Full page B&W ad
$600

Half page B&W ad
25% off
$400
Web advert
$1,000
Optional Extras
Conference ‘App’ - logo placement
and tab on the menu page
$2,500
$5,000
*Please note: All prices are in Australian dollars (AUD) and are exclusive of GST (10%)
www.ibic2015.org
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24 April 2015
IBIC 2015 APPLICATION
Participation Terms & Conditions
Applicant Details
Company.……………………………………………………………................……..…….
1. Sponsors and Advertisers - invoices are payable on receipt of tax invoice to secure
your requirements.
2. Exhibitors – 50% deposit is due on receipt of tax invoice to secure a booth.
Balance is payable by no later than Friday 7th August 2015
Postal Address..…………………………………………………...…………………….…….
…………………………………………………………………...……....…………………….…….
3. Full Payment of all invoices, including your representative/s registration and related
fees, must be received prior to commencement of the Event to ensure admittance to the
Event, unless by prior approval.
4. All prices quoted are in Australian dollars (AUD) and exclude GST.
5. The Organising Committee reserves the right to refuse an application.
Contact Person……………………………………………….……......……………………..
Telephone.………………………………………………………….
6. The Organiser will endeavour to meet all your selected participation requirements. If
your selected requirement/s is not available the Organiser will contact you as soon as
possible to discuss alternatives.
7. Booth cancellations must be in writing. Deposit less a cancellation fee will be refunded
only if the booth can be re-sold.
Fax…………………………………………….…….………………….
8. Sponsors and Exhibitors agree to abide by such conditions as laid down by the
Organising Committee and agree not to violate any of the lease conditions of the
building in which the Event is being held.
Email………………………………………………..………………….
9. If the Sponsor/Exhibitor fails to comply with any of the rules and regulations laid
down, or any requirements stipulated, the Organiser has the right to sell the space or
enlist a replacement Sponsor/Exhibitor and the Sponsor/Exhibitor will forfeit all monies
paid.
Participation Requirements
Sponsor
10. Acknowledgement of Sponsors in the Program / Resource Book is dependent upon
the date of the Sponsor’s booking, provision of the Sponsor’s logo and printing date of
the books.
Preferred Level …………………………………………………...…..……..
11. All signage, collateral, advertisements and any other artwork for any participant
must be provided to the Organiser for approval. The Organiser reserves the right to
reject anything that it considers inappropriate.
Preferred Entitlement ………………………………………………..……..
Amount $__________
Exhibitor
Preferred Location …………………………………..……………….……..
12. The Organiser reserves the right to redesign the floor plan to the benefit of
Exhibitors, as it sees fit.
13. Exhibitors must have third party liability insurance cover. A Certificate of Currency is
to be provided on request.
Amount $__________
Advertising
Artwork to be supplied by client
Amount $__________
14. Exhibitors must not erect any sign, display or obstruction which intrudes into any
adjoining Exhibitors’ space or affects the safety of the venue.
15. Exhibitors must not damage in any way the walls, floors, ceilings or any other surface
of the exhibition area or the Exhibitor will be liable for all associated charges due to the
venue.
16. The Organiser accepts no responsibility whatsoever for any actions, suits,
proceedings, claims, demands, costs and expenses, which may arise from the supply of
samples or other material by participating Sponsors/Exhibitors to any person.
Satchel Insert
Amount $__________
17. The Organiser will take all precautions it considers necessary for the protection and
security of exhibited articles but will not be responsible for the safety, loss, damage or
compensation of any exhibit or other property under any circumstances whatsoever.
SUB TOTAL $__________ 18. Participants must not on-sell sponsorship opportunities, sub-let exhibition tables or
display products or programs that have not been officially endorsed by their company
plus 10% GST $__________ without the prior approval of the Organiser.
In signing below, I confirm I understand and agree with the above Participation Terms
TOTAL $__________ & Conditions. I also confirm I am authorised to sign on behalf of the Applicant.
Please fax / email completed form to ASN Events
Signed……………………………………………………………….………………………….……………….……….
P +61 3 8658 9530 F +61 3 5983 2223 E [email protected]
Name………………………………………………………………...……………………….………………..………….
Position……………………………………………………………...………Date…………………………………….
www.ibic2015.org
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