SPONSORSHIP AND EXHIBITION MANUAL
SPONSORSHIP AND EXHIBITION MANUAL Contents General Information .................................................................................................... 3 Introduction ........................................................................................................................................................... 3 Conference Hosts ................................................................................................................................................... 3 Conference Organiser ............................................................................................................................................ 3 The Venue .............................................................................................................................................................. 4 Checklist for Sponsors and Exhibitors ........................................................................... 5 Checklist ................................................................................................................................................................. 5 Exhibition..................................................................................................................... 7 Exhibition Details ................................................................................................................................................... 7 Booth Details.......................................................................................................................................................... 7 Custom Booths ....................................................................................................................................................... 8 AIEC 2014 Exhibition Directory .............................................................................................................................. 8 Exhibitor Competition and Prize Giveaway ........................................................................................................... 8 Additional Services................................................................................................................................................. 8 Artwork ....................................................................................................................... 9 Web Banner ........................................................................................................................................................... 9 Advertisements ...................................................................................................................................................... 9 VISTA Advertisement ............................................................................................................................................. 9 Freight ....................................................................................................................... 11 Satchel Insert Freight ........................................................................................................................................... 13 Exhibition Freight ................................................................................................................................................. 13 Important information ......................................................................................................................................... 14 Frequently Asked Questions about Freight ......................................................................................................... 14 Other Information...................................................................................................... 15 Registration Inclusions ......................................................................................................................................... 15 Contact Details........................................................................................................... 17 Contact Details ..................................................................................................................................................... 17 Appendix A ................................................................................................................ 18 Competitions and Giveaways Text Example from AIEC 2013 Conference Program............................................ 18 Appendix B ................................................................................................................ 19 Brisbane Convention & Exhibition Centre (BCEC)................................................................................................ 19 Appendix C................................................................................................................. 20 Box Labels ............................................................................................................................................................ 20 Appendix D ................................................................................................................ 23 Exponet ................................................................................................................................................................ 23 Service Forms ....................................................................................................................................................... 23 Appendix E ................................................................................................................. 24 Agility ................................................................................................................................................................... 24 AIEC 2014 Sponsorship and Exhibition Manual Page 2 General Information Introduction Thank you for your participation at the Australian International Education Conference 2014. As valued sponsors and exhibitors, we understand that time is of the essence so this manual includes all the important information and dates to get you prepared for the conference in October. Simply refer to the checklist on pages 5 and 6 and identify the tasks that are relevant to you, whether you are a sponsor, exhibitor or both. Everything you need to know and do will be explained. This checklist will assist you to keep track of tasks and deadlines. If you require any further information please feel free to contact Epic Conferences & Events on the contact details provided on page 17. Conference Hosts IDP Education represents education institutions across key sectors, (including tertiary, vocational, ELICOS and schools), ensuring that high quality fee-paying students are ‘better placed’ into suitable courses across Australia, USA, UK, Canada and New Zealand. IDP is also proud equal owner of the IELTS test and is a significant English Language Teaching provider in South East Asia. IDP has hosted AIEC since its inception in 1986. The International Education Association of Australia (IEAA) empowers professionals, engages institutions and enhances Australia’s reputation as a provider of world-class education. IEAA serves the needs and interests of professional staff and academics working in international education. IEAA works in close collaboration with industry stakeholders, affiliated peak bodies and government. We also have an active research program and public policy agenda. Conference Organiser Epic Conferences & Events (Epic) are the Professional Conference Organisers for the Australian International Education Conference. AIEC 2014 Sponsorship and Exhibition Manual Page 3 The Venue Brisbane Convention & Exhibition Centre (BCEC) Cnr Merivale and Glenelg Streets Brisbane QLD, 4101 Brisbane Convention & Exhibition Centre (BCEC) is located in Brisbane, Australia's only subtropical capital city and heart of Australia's premier tourist region. The centre is in the unique South Bank riverside precinct, the city's cultural and entertainment hub. For more information on the Brisbane Convention & Exhibition Centre, visit the conference website. Brisbane Stunning by nature, Brisbane is renowned for its relaxed outdoor lifestyle, friendly locals, cultural scene and diverse attractions. Brisbane has a vibrant edge, a free-spirited optimism, a sense of adventure and a determination to do things just that little bit differently. Here, the thinking is shared, the ideas are up for grabs, and the problems are solved together at international and national conventions. And in between the itinerary, whether you have a few hours or a few days, there is plenty for you to experience and make the most of every moment. You’ll be welcomed in and shown the local places to visit, the designer labels at Queen Street Mall and James Street, the alfresco bistro and cafes, and specialist bars. Brisbane’s city lifestyle is marked by South Bank’s inner-city beach, riverside parklands hugging the Brisbane River, and culture-rich precinct housing Australia’s largest Gallery of Modern Art, Queensland Art Gallery, Queensland Museum, and Queensland Performing Art Complex. And, of course, it's about a long-standing love affair with the outdoors. Brisbane lives and breathes outdoor experiences. From cuddling a koala, to hand-feeding wild dolphins at sunset on the pristine beaches of Moreton Bay, to escaping to a lush mountain hideaway, you will have an unforgettable experience. Useful links are available from the conference website. AIEC 2014 Sponsorship and Exhibition Manual Page 4 Checklist for Sponsors and Exhibitors Checklist Below is a checklist of all actions required by sponsors and exhibitors, to better assist you in your preparations for AIEC 2014. For your convenience, these are ordered in date order by due date. CHECKLIST REQUIRED BY DUE BY Provide company logo in high resolution (300dpi) JPEG and EPS. E-mail to Epic. All sponsors and exhibitors On booking Web Banner on conference homepage: Provide to Epic your web banner in JPEG format Platinum sponsors On booking Provide a valid certificate stating that you hold Product Liability and Public Liability Insurance to the value of at least AUD $10 million. All sponsors and exhibitors Thu 31 Jul 2014 Final sponsorship and exhibition payments due All sponsors and exhibitors Thu 31 Jul 2014 Advise Epic if you are having a custom built stand instead of a standard exhibition booth. All exhibitors Thu 7 Aug 2014 Advertisement in the Conference Program Handbook: Provide artwork as per artwork specifications. Email to Epic. Refer to the Advertising section of this manual. Platinum, gold, silver sponsors and advertisers E-mail Epic with final changes to your exhibition directory listing on the conference website. All exhibitors E-mail Epic with your 100 word submission in Microsoft Word format promoting your activity, prize or competition. All exhibitors Custom stand designs to be submitted to BCEC via Epic for approval. Note: We recommend you get approval before you commence construction of your booth Social functions, tea break and poster session signage: Provide details of signage to Epic. We recommend free-standing push up banners. Note: Any costs incurred for rigging and de-rigging of signage will be charged onto the sponsor. Complimentary full conference registrations as per sponsorship package / exhibitor package: Register your personnel – the number of included (free) attendee and exhibitor passes is limited to the entitlements included on your booking confirmation. AIEC 2014 Exhibitors with custom stands Thu 21 Aug 2014 Thu 21 Aug 2014 Thu 21 Aug 2014 TICK WHEN COMPLETE Fri 22 Aug 2014 Thu 28 Aug 2014 Thu 4 Sep 2014 Sponsors: -Welcome Reception -Happy Hour -Conference Dinner -tea breaks -Posters All sponsors and exhibitors Sponsorship and Exhibition Manual Page 5 TICK CHECKLIST REQUIRED BY DUE BY Satchel Insert: Provide a description of your insert including size and content to Epic. Platinum, gold, silver sponsors Thu 4 Sep 2014 Publication distribution participants Thu 4 Sep 2014 All exhibitors Fri 12 Sep 2014 Fri 12 Sep 2014 WHEN COMPLETE Note: Size limited to 2x A4 sheets or equivalent per insert. Publication distribution: Provide a description of your publication and copy of the front cover to Epic. Note: Publications are subject to the approval of IDP Education Booking of additional services through BCEC. Refer to the Exhibition section for further details. Sponsors: Promotional video: Provide your promotional video to Epic. Note: Videos are subject to the approval of IDP Education - Platinum - Internet Booth - Poster - tea break IEAA VISTA Magazine Advertisement: Send your print ready PDF advertisement to Epic for inclusion in the IEAA Vista Magazine Platinum and gold sponsors Wed 17 Sept 2014 Internet Booth: E-mail web address of default home page and wallpaper image to Epic. Internet Booth sponsor Fri 19 Sep 2014 Freight: Book your satchel insert freight and exhibition freight. Satchel insert freight to arrive at BCEC Thu 2 Oct. Exhibition freight to arrive at BCEC Tue 7 Oct. All sponsors and exhibitors Tue 30 Sep 2014 Satchel Insert: Arrange 1,400 units to arrive at the BCEC using the Satchel Insert Delivery Label. Refer to the freight section of this manual. Platinum, gold, silver sponsors Social functions, tea break and poster session signage: Send signage to arrive at the BCEC using the Satchel Insert Delivery Label. Refer to the freight section of this manual. Stationery: Send 1,400 branded pens and notepads to arrive at the BCEC using the Satchel Insert Delivery Label. Refer to the freight section of this manual. Publication distribution: Send copies of your publication to arrive at the BCEC using the Satchel Insert Delivery Label. Refer to the freight section of this manual. Note: Any leftover publications will be recycled unless arrangements have been made to collect them. AIEC 2014 (For local freight) Thu 2 Oct 2014 Thu 2 Oct 2014 Stationery sponsor Thu 2 Oct 2014 Publication distribution participants Thu 2 Oct 2014 Sponsors: -Welcome Reception -Happy Hour -Conference Dinner -tea breaks -Posters Sponsorship and Exhibition Manual Page 6 Exhibition In this section you will find all the details on the exhibition and the information required by the venue, the Brisbane Convention & Exhibition Centre (BCEC), and the Professional Conference Organiser, Epic Conferences & Events. Exhibition Details The AIEC 2014 Exhibition will be held in Grand Halls 3 and 4 of the BCEC. This is a central location and high traffic area where arrival coffee, lunch, morning and afternoon coffee will be served. For more information on session and break times, please refer to the conference website. Exhibition Schedule: Tuesday 7 October 7:00am – 2:00pm Exhibition build by stand building company - Contractors only 2:00pm – 5:00pm Exhibitor bump in - Exhibitor access during this period only * 7:00pm – 8:30pm Welcome Reception - Exhibition open, booths to be staffed Wednesday 8 October 8:00am – 5:30pm Exhibition open, booths to be staffed Thursday 9 October 8:00am – 5:15pm Exhibition open, booths to be staffed Friday 10 October 8:30am – 1:40pm Exhibition open, booths to be staffed 1:40pm – 3:00pm Exhibitor bump out (must be complete by 3pm) * 3:00pm – 11:59pm Exhibition pack down (commencing with electrics) Safety Vests must be worn at all times during bump in and bump out- these can be purchased for $10 from the Exhibitor Services Department located in the Loading Dock or at the vending machines located at the book gate entry to the Service Road. Children are not permitted in the AIEC Exhibition during bump in and bump out. No open toed shoes are permitted at any time on the Loading Dock or within the AIEC Exhibition during bump in and bump out Booth Details Booths have been allocated from the floor plan and details are shown on your confirmation. Details of current exhibitors will be published on the conference website. Inclusions per 9sqm booth: 3m x 3m booth with 2.5m high white melamine walls Fascia name board with company name displayed (white text on green background) 2 x 120 watt spotlights per 9sqm booth 1 x 4 amp power point per 9sqm booth (located in rear corner of booth unless otherwise specified) Carpet included 2 x exhibitor passes (additional passes can be purchased for $600.00) Exhibitor passes include access to the exhibition hall, morning / afternoon teas and lunches for the duration of the conference, access to the conference session, the Welcome Reception and Happy Hour. Conference dinner not included. Booth fee does not include any furniture or provision of safety vest. Safety vests can be purchased from the Exhibitor Services Department for $10.00. AIEC 2014 Sponsorship and Exhibition Manual Page 7 Custom Booths If you are designing a custom booth which is not using the standard structure provided, you will be required to get approval of your design from the Brisbane Convention & Exhibition Centre. We recommend that you gain approval before commencing construction of your booth. Please ensure you and your exhibition booth builder review the BCEC Exhibitor Handbook and the Safety Guidelines– see Appendix B for further details. Deadline to provide plans: Friday 22 August 2014 Plans to provide: PDF plan of your proposed booth design Email to send to: [email protected] AIEC 2014 Exhibitor Directory Contact details and organisation description for each exhibiting organisation will be published in the Conference Program Handbook. This will make it easy for delegates to contact you after the event. Details are published on the conference website in the Exhibitor Directory. Please check your listing on the website and if changes are required please contact Epic Conferences & Events on the details provided on page 17. Exhibitor Competition and Prize Giveaway If you have a prize, giveaway, or special activity at your stand, you may promote this giveaway or activity in the Conference Program Handbook. A dedicated section will be available and each exhibitor may submit an entry up to 100 words promoting your activity. This is an excellent way to draw visitors to your stand and gain more leads. We can only accept listings that promote a prize, giveaway or special activity. This is not intended as general marketing information. Please provide your wording in plain text only. We will accept the use of bold, italics and underline formats. Note that the less text used, the larger your advertisement will be. Please refer to Appendix A for an example. It is your responsibility to ensure that you comply with the state (QLD) requirements for Trade Promotion activities. For further information on compliance with QLD requirements please refer to the Queensland Government Office of Liquor and Gaming Regulations website. Additional Services A number of additional services (including furniture, audio visual, internet, phone, power and stand catering) are available to Exhibitors from the Brisbane Convention & Exhibition Centre. Below are the reference locations for further information and booking forms. NAME Brisbane Convention & Exhibition Centre Exhibitor Handbook Brisbane Convention & Exhibition Centre Exhibitor Services Forms (Including audio visual, internet, phone and stand catering) Brisbane Convention & Exhibition Centre Custom Booth Safety Guidelines REFERENCE BCEC Handbook Exhibitor Services Forms Custom Booth Safety Guidelines Please take the time to read through both the BCEC documents as they contain important information about the venue and due dates for the booking of additional services. AIEC 2014 Sponsorship and Exhibition Manual Page 8 Artwork Web Banner Platinum sponsors have the opportunity to provide a web banner for display on the conference website homepage. Artwork must be supplied as follows: File to be provided as a JPEG Dimensions: 200 pixels x 133 pixels To take advantage of this opportunity, platinum sponsors are encouraged to provide their artwork to Epic at their earliest convenience for maximum exposure. Advertisements Below are the artwork specifications for advertising in the AIEC 2014 Conference Program Handbook. If you have purchased advertising or it is an entitlement as part of a sponsorship package please send artwork to Epic Conferences & Events embedded as print ready PDF by Thursday 21 August, 2014. Artwork Specifications: Advertisement Actual size (mm) Safe text area Bleed Full Page 210 (w) x 297 (h) 180 (w) x 273 (h) + 3mm Half Page 183 (w) x 133 (h) NO BLEED Quarter Page 89 (w) x 133 (h) NO BLEED Sponsors: advertisements are to be supplied in Colour. Purchased advertisements: advertisements to be supplied in either Black and White or Colour dependant on your selected purchase. VISTA Advertisement AIEC platinum sponsorship includes an opportunity to profile your organisation in the International Education Association of Australia’s (IEAA) quarterly magazine, Vista. Vista reaches almost 2,000 IEAA members across Australia and internationally and features in-depth analysis, insights and commentary on the latest international education news. Platinum sponsors are entitled to one half-page, colour advert. Dimensions: 210mm(w) x 148mm(h) Format: Press quality PDF Publication dates 2014 Advertising places for each issue are limited. Please confirm your preferred issue ASAP to avoid disappointment. Issue Artwork deadline Publication Spring Wednesday 17 September Wednesday 8 October Summer Wednesday 19 November Wednesday 3 December AIEC 2014 Sponsorship and Exhibition Manual Page 9 7–10 October | Brisbane Brisbane Convention & Exhibition Centre Advertising Specifications Full Page Advert Artwork size: 216mm wide x 303mm deep (includes 3mm bleed on all sides) Trimmed artwork size: 210mm wide x 297mm deep (A4) Text safe area: 180mm wide x 273mm deep Text safe area Trimmed artwork size Artwork size including bleed Half Page Advert Artwork size: 183mm wide x 133mm deep Quarter Page Advert Artwork size: 89mm wide x 133mm deep Printing: CMYK FOUR COLOUR (process). Advertisements should be set to the correct size and bleed specifications. All logos or advertisements created in software packages, namely, InDesign, Illustrator, Photoshop etc, which are supplied as finished art should be converted/processed in CMYK four colour process. No Pantone, INDEX, RGB or LAB colours. Acrobat Distiller PDFs only. Most advertising make-up programs can be distilled through Acrobat Distiller. The original file is turned into a high resolution PDF file which can be processed as one complete picture. Acrobat Distiller embeds all images and fonts in the file ready for processing. Fonts: Electronic advertising must be supplied with Postcript fonts only. All fonts must be embedded in high-res PDF files. N.B. TrueType fonts are not acceptable. Promotional Video Promotional video specifications Sponsors have the opportunity to provide a promotional video which will be played on the large screen within the exhibition hall. (Please check your booking confirmation to confirm if you are entitled to this opportunity). To take advantage of this opportunity, sponsors are required to provide their video clips to Epic no later than Friday 12 September 2014. The video clips MUST meet the following criteria – any clips which don’t comply or exceed the time allowance will be edited at the discretion of IDP Education and the shortened version displayed. To avoid this, we strongly encourage you to meet the below guidelines: Length of video: 60 seconds Audio: No audio – there is no provision for audio in the video Format: Please provide videos as AVI or MPEG4 files Resolution: Maximum resolution is 1920 x 1080 pixels Note: all videos must be approved by IDP Education. Epic will contact you if there are concerns raised with your video. Please send final clips to Epic by Friday 12 September. These can be sent to: [email protected] ; or posted to: PO Box 291, Kensington NSW 1465 We strongly encourage you to bring a copy with you on the day in case there are any issues. Schedule: The videos will be played once during each lunch break each day. AIEC 2014 Sponsorship and Exhibition Manual Page 11 Freight Agility (a specialised exhibition and event logistics provider) has been appointed by AIEC 2014 as our preferred freight and logistics provider. They can provide you with freight services to and from your office and your exhibition booth. Please contact Agility to discuss your freight handling needs by Thursday 4 September 2014 for local freight. If international freight handling is required, please contact Agility early to ensure your consignment arrives in time. Agility Fairs & Events Logistics 28-32 Sky Rd MELBOURNE AIRPORT VIC 3045 Contact: Telephone: Fax: E-mail: AIEC Exhibition Coordinator +61 3 9330 3303 +61 3 9330 3337 [email protected] Agility can offer you a variety of services for your satchel insert and exhibition freight, including a complete door-to-stand freight service to those who book their freight with Agility. Agility can arrange all local, interstate and international transport services including delivery onto each exhibitor’s stand at the exhibition venue. Storage of early consignments, packing materials during the exhibition and storage after the exhibition can also be arranged. If you are an international exhibitor, Agility can provide comprehensive international freight forwarding services, tailored to each particular exhibitor’s requirements. Services include air and sea freight, customs clearance, tariff classification and advice, duty and taxes assessments and all relevant documentation. Agility also offers pre-show storage, delivery and on site handling. Please contact Agility for shipping instructions. There will be limited on-site storage facilities for packing materials and boxes. It is recommended that exhibitors consider their storage needs (of packing crates and freight forwarding materials) for the duration of the exhibition. Exhibitors must not leave boxes and packing material in the exhibition display area during the show. Agility can arrange storage if required at a cost of *$33 inc GST per lift IN / OUT, where a storage area is provided onsite. Prior to the exhibition, Agility will contact all exhibitors to discuss individual transportation and other logistics requirements. In the meantime, to request a quote for any of the above services please contact Agility on the contact details above. Please note: If you are using your own transport company, Agility, the venue and/or conference management cannot sign for delivery of goods on your behalf at the venue. Please ensure you make specific arrangements with your transport provider to deliver with instructions for ‘No Signature Required’ and/or ensure you have a representative onsite at the time of delivery to receive your consignment. As the exhibition bump-in and bump-out operates on tight deadlines, exhibition deliveries will not be accepted at the venue prior to Tuesday 7 October. Please refer to Appendix E for further information on their services which will assist you making an informed decision. *Price current at time of print AIEC 2014 Sponsorship and Exhibition Manual Page 12 Satchel Insert Freight: If using Agility: 1. Contact Agility to discuss transportation and delivery of your consignment. Agility will provide you with their own delivery labels. If using an alternative freight forwarding company: 1. Satchel insert freight must be delivered to Kitchen Loading Dock, Brisbane Convention & Exhibition Centre, Glenelg St, South Brisbane Queensland 4101 2. Satchel insert freight ONLY will be received by the venue on Thursday 2 and Friday 3 October 2014 between 8:00am and 4:00pm 3. Satchel insert freight must be labelled with the ‘Satchel Insert’ box label included in this manual in order for the venue to receive the package. NOTE: Monday 6 October is a Public Holiday in QLD – please ensure your satchel inserts arrive by Thursday 2 October. Exhibition Freight: If using Agility: 1. Contact Agility to discuss transportation and delivery of your consignment. Agility will provide you with their own box labels. 2. Agility will handle all of your freight requirements including delivery of your consignment to the BCEC, directly to your booth. Return freight: 3. Please discuss with Agility your return freight at time of booking. 4. Please ensure you have completed a consignment note with the Agility Site Manager before the close of the show. Also, please ensure all your items are boxed up and labelled with the appropriate label supplied by Agility, on Friday 10 October 2014, by 3:00pm. If using an alternative freight forwarding company: 1. Exhibitor must either be on site to receive and sign for the goods or the goods must be sent with instructions that ‘No Signature Required’. The Conference Organisers, Agility and the venue will not receive your goods on your behalf. 4. Exhibition freight must be delivered to Kitchen Loading Dock, Brisbane Convention & Exhibition Centre, Glenelg St, South Brisbane Queensland 4101 between 1:00pm and 4:00pm. Goods cannot be received outside of these times. 2. Please Note: A forklift is available at the venue for a fee of $55.00* inc GST per 15 minutes. You must pre-arrange the use of the forklift and pay directly to Agility the hire fee. Alternatively, please ensure your courier is aware that there is no forklift available so they can make necessary arrangements to deliver the goods in a suitable vehicle. 3. If you require storage during the exhibition, this can be arranged through Agility. A storage fee is applicable. Please contact Agility to discuss your requirements. AIEC 2014 Sponsorship and Exhibition Manual Page 13 Return freight: 4. Exhibition freight must be boxed and labelled by 3:00pm latest for transportation to loading dock 5. All couriers must pick up goods from the loading dock by 4:00pm Friday 10 October 2014 *Price current at time of print Important information: Any items left in the exhibition hall after 3:00pm on Friday 10 October will be disposed of. Please ensure you have collected all your items and couriered them back to your office. PLEASE NOTE: All goods arriving into Australia may incur GST charges. It is the responsibility of the sender to ensure all GST and custom clearance charges are paid with the freight charges of the goods. All airway bills/shipping notes must be clearly marked with “All charges to account consignor”. Frequently Asked Questions about Freight: When can I send my exhibition freight directly to the venue? o You can send your exhibition freight to the venue on Tuesday 7 October between 1:00pm and 4:00pm. You must either be onsite to receive your goods or mark your items ‘No Signature Required’ if not using Agility. Can I send my exhibition freight before Tuesday 7 October? o The BEC has very limited storage space. Deliveries will only be accepted on the official access day, Tuesday 7 October. Your goods must be clearly and correctly labelled. The BCEC can not accept deliveries on your behalf. Alternatively, you can send your exhibition freight to Agility however you will be charged a transport fee – ensure you discuss requirements and costs with Agility. What if I can’t be there to receive my goods? o Either send a representative to receive your goods on your behalf or use Agility or mark the goods with the instruction ‘No Signature Required’. If using an alternative provider, you can send your consignment to Agility who will be able to deliver direct to your booth. You will be charged a transport fee for this service if you choose this option. Contact Agility to discuss your requirements and costs. Can I store my freight over the weekend at the Brisbane Convention & Exhibition Centre after the conference? o No your freight can not be stored at the BCEC over the weekend. Any items remaining in the venue will be disposed of after 3:00pm on Friday 10 October. If using an alternative provider and you wish to store your freight, Agility can offer you storage at their depot over the weekend. You will be charged a fee if you choose this option. Agility’s Site Manager will be available onsite before the close of the show should you require this service. Your consignment must be collected on Monday 13 October in the morning. AIEC 2014 Sponsorship and Exhibition Manual Page 14 Other Information Registration Inclusions All sponsorship and exhibitor attendees must register to attend the conference and to receive a name badge. As the main booking contact, all registrations will need to be booked and managed by you. How to register for your entitlements: 1. The main booking contact will have received an email from AIEC 2014 directing them to activate their account 2. Click "New Registration" and enter all the details for the first person, continue to the second page and allocate them either a full complimentary registration or an exhibitor pass as required and as per your entitlements 3. Select their social events to attend and book any additional tickets - You must indicate your attendance if you wish to attend the events 4. Note their dietary requirements if applicable 5. Click "Confirm Booking" once you've read the terms and conditions and have no changes to the registration 6. If you purchased any additional items, you can either enter your credit card details to pay now, or continue without paying. We suggest you pay early to secure your place at the social events. 7. You will now be taken to the accommodation page - if you don't require accommodation, please click no accommodation required to finalise your booking. 8. To add additional registrations, repeat steps 3 - 7 9. To view your bookings and make any changes and additions, please click "View/Edit Registrations" from the menu bar and click edit next to the name of the registration you wish to edit 10. You can add accommodation for the delegate at a later date (subject to hotel availability) by clicking the "Accommodation" button from the menu bar on the left. Please note: As the main booking contact, any changes, edits and additions to registrations are to be managed by you via your account. Your registration entitlements and the name of your booking contact and their email address are shown on your booking form. All attendees must be registered by Thursday 4 September; however we recommend that you book as soon as possible to secure your preferred accommodation. If you need assistance accessing your entitlements, please contact Epic at: [email protected] or by phone: +61 2 8096 8770 AIEC 2014 Sponsorship and Exhibition Manual Page 15 Full Conference registrations include: Access to all conference sessions (excludes pre-conference workshops and IEAA Research Roundtable) Daily tea breaks and lunches Wednesday 8 to Friday 10 October Welcome Plenary (5:30pm- 7:00pm) and Welcome Reception (7:00pm- 8:30pm) Tuesday 7 October, Brisbane Convention & Exhibition Centre Happy Hour 5:30pm- 7:00pm, Wednesday 8 October, at The Fox Hotel, South Brisbane Conference Dinner (7:00pm- 11:00pm) Thursday 9 October, Plaza Ballroom, Brisbane Convention & Exhibition Centre Conference satchel and Conference Program Handbook Exhibitor Pass Registrations Include: Access to all conference sessions (excludes pre-conference workshops and IEAA Research Roundtable) Daily tea breaks and lunches Wednesday 8 to Friday 10 October Welcome Plenary (5:30pm- 7:00pm) and Welcome Reception (7:00pm- 8:30pm) Tuesday 7 October, Brisbane Convention & Exhibition Centre Happy Hour 5:30pm- 7:00pm, Wednesday 8 October, at The Fox Hotel, South Brisbane Conference satchel and Conference Program Handbook AIEC 2014 Sponsorship and Exhibition Manual Page 16 Contact Details Contact Details The sponsor and exhibitor page of the website can be found on the conference website, under Sponsors and Exhibitors. The conference website is www.aiec.idp.com. For all enquiries and correspondence regarding sponsorship or exhibition details please contact: Epic Conferences & Events AIEC 2014 Conference Managers P: +61 2 8096 8770 F: +61 2 9281 0284 E. [email protected] W: www.aiec.idp.com A: PO Box 291, Kensington, NSW 1465 Australia AIEC 2014 Sponsorship and Exhibition Manual Page 17 Appendix A Competitions and Giveaways text example from AIEC 2013 Conference Program Handbook AIEC 2014 Sponsorship and Exhibition Manual Page 18 Appendix B Brisbane Convention & Exhibition Centre (BCEC) The Brisbane Convention & Exhibition Centre offers a variety of services including: Audio visual services Computer/internet services Food and beverage services - stand catering Multi exit car park passes Photocopying Rigging Stand cleaning Stand supplies Utility services Stationery supplies Telecommunications hire Please use the forms to order your requirements from the BCEC: http://aiec.idp.com/sponsorship-exhibition/sponex-info Brisbane Convention & Exhibition Centre Exhibitor Handbook Website Link All exhibitors are required to ensure they are familiar with the Brisbane Convention & Exhibition Centre regulations. Please ensure you read and adhere to the requirements as set out in the BCEC Exhibitor Handbook: http://aiec.idp.com/sponsorship-exhibition/sponex-info Custom Built Booths If you are designing a custom booth which is not using the standard structure provided, you will be required to get approval of your design from the Brisbane Convention & Exhibition Centre. Deadline to provide plans: Friday 22 August 2014 Plans to provide: PDF plan of your proposed booth design Email to send to: [email protected] AIEC 2014 Sponsorship and Exhibition Manual Page 19 Appendix C Box Labels Please use the following labels when freighting your consignment. Please ensure it is clearly labelled. It is suggested that you affix two labels per box. Please note: First label is for SATCHEL INSERTS Second label is for EXHIBITION AIEC 2014 Sponsorship and Exhibition Manual Page 20 AIEC CONFERENCE 2014 SATCHEL INSERTS Deliver to: Brisbane Convention & Exhibition Centre KITCHEN LOADING DOCK GLENELG STREET SOUTH BRISBANE QLD 4101 AUSTRALIA NAME OF EVENT: Australian International Education Conference 2014 DATE OF EVENT: 7 – 10 October 2014 DATE OF DELIVERY: Thursday 2 October 2014 – between 8:00am - 4:00pm DELIVERY ROOM/ AREA: Plaza Level P5 (Satchel Pack Room) CONFERENCE ORGANISER: VANESSA CAMPBELL CONFERENCE ORGANISER MOBILE No: 0411 850 001 ITEM: DELIVERY NOTES: of SENDER DETAILS COMPANY NAME: ADDRESS: CONTACT NAME: PHONE: AIEC CONFERENCE 2014 EXHIBITION ITEMS Deliver to: Brisbane Convention & Exhibition Centre KITCHEN LOADING DOCK GLENELG STREET SOUTH BRISBANE QLD 4101 AUSTRALIA NAME OF EVENT: Australian International Education Conference 2014 DATE OF EVENT: 7 – 10 October 2014 DATE OF DELIVERY: Tuesday 7th October 2014, 1:00pm to 4:00pm DELIVERY ROOM: Great Halls 3&4 STAND NAME: STAND NO: EXHIBITOR ONSITE CONTACT NAME: EXHIBITOR ONSITE CONTACT MOBILE No: ITEM: DELIVERY NOTES: of SENDER DETAILS COMPANY NAME: ADDRESS: CONTACT NAME: PHONE: Appendix D Exponet Exponet are the stand builders for AIEC 2014 and can assist you with your furniture requirements and custom booths. To view their online catalogue and examples of custom booths, visit www.exponet.com.au Service Forms Exponet will contact each confirmed exhibitor with unique login details to their online portal. From here, you will be able to book furniture, audio visual and other display elements for your exhibition booth. If you need any assistance with getting access, please contact: Magdalena Jablonski - Exhibition Coordinator T: 02 9645 7000 D: 02 9645 7002 E: [email protected] AIEC 2014 Sponsorship and Exhibition Manual Page 23 Appendix E Agility Please use the following form to request a quote from Agility for transportation and delivery of your consignment. Please note: Agility will provide you with their own box label if you choose to use their services. AIEC 2014 Sponsorship and Exhibition Manual Page 24 Benefits of Using Agility Fairs & Events for your Exhibition Logistics Participating in a trade show or exhibition? The next step is to arrange transport & logistics of your goods to the show. Transport and freight may be one of your last considerations when participating in an exhibition. However, it is critical to the success of the show, given that if your display goods do not arrive – or arrive damaged – your investment in the show is wasted. Choose your transport provider wisely. We have been appointed as the official and preferred logistics company by the organizer for their shows. Agility Fairs & Events Common Carrier Does your transport company provide a dedicated Exhibition Coordinator as a single point of contact to work with you at every step for the duration of the entire show? Does your transport company provide sample consignment notes to assist you with pick up requirements and provide specific exhibition labels to attach to your freight? Does your transport company monitor your freight’s daily movements in the supply chain - from the time of pick up to delivery at your stand? Does your transport company work with the show organizers to develop move in schedules to minimize delays on the loading dock? Does your transport company provide forklifts, pallet jacks and trolleys on site during move in and move out? Does your transport company have a Site Manager at the venue to accept delivery of your goods, unload them and deliver to your stand in readiness for your arrival? Does your carrier work outside of normal business hours and on weekends, to meet tight exhibition deadlines to ensure your goods are taken care of? Is your transport carrier a specialized exhibition logistics provider with over 15 year’s industry experience? Does your transport carrier provide an all inclusive service – door to stand and everything in between? Will your transport company deliver and collect after hours and on weekends? Benefits of using AGILITY FAIRS + EVENTS Convenient, one-stop-shop service for all your exhibition logistics. We are a specialized exhibition logistics provider, not a common carrier. In fact, exhibitions are our only business! We work as a team with the expo organizer, the venue and other service providers, to offer you a seamless service through collaborative efforts. As the official logistics contractor, we have the ability to secure early delivery into the venue, to ensure your goods arrive as early as possible giving you more time to set up your stand. You don’t need to be there to accept delivery. Our Site Manager and team will be on-site to accept delivery of your goods, unload, disburse and deliver your freight to your stand in readiness for your arrival. We understand that post shows, there are flights to catch, clients to meet or you are just tired and wish to retreat for the day. Once move out arrangements are confirmed with us, you are free to leave the exhibition. If using your own transport company: You need to be present at time of delivery to sign for your goods. Transport companies generally will not release the goods unless an authorized representative signs as proof of delivery. This may alter your travel plans if you were not planning to be at the event until later and may also result in additional costs such as travel and accommodation. It may also delay the delivery of your freight to the stand. For liability reasons, Agility staff cannot sign on your behalf. If your truck is delayed in the queue at the loading dock, it is likely that you will be charged waiting fees (demurrage). This may add significantly to your overall transport costs. Common carriers only handle door to door transport. You will be responsible for packing your freight, shrink-wrapping and securing your goods, affixing labels, completing consignment notes and making all necessary transport arrangements – don’t get caught out if your transport company doesn’t operate at night or weekends. When it comes to exhibition logistics, are you really comparing apples to apples? We assure you excellent and effective service throughout the whole process to make your exhibition experience is a positive one. Please talk to us for a quote. We have offices in Melbourne, Sydney, Brisbane and Perth For more information call +613 9330 3303 or email [email protected] Australian International Education Conference Brisbane Convention & Exhibition Centre 7 – 10 October, 2014 TRANSPORT QUOTE REQUEST FORM Agility Fairs & Events is able to offer a full door to stand transport service. If you would like a quote for this service, please complete Sections A and B below. If you require any on-site services (ie. forklift and storage) please complete Sections A, C and D. AGILITY FAIRS & EVENTS………………………..The easy way to exhibit! Section A – BILLING DETAILS Company: ABN: Address: Suburb/Town: Post Code: Tel: Fax: Contact Name: Mobile: Email Address: Agility Customer Code # Section B – TRANSPORT REQUIREMENTS Description of Consignment: (if weights/dimensions are unknown at this stage, please estimate in the spaces provided) Pallets No. of Items: Crates Loose Cartons Weight (approx.): kgs Dangerous Goods: Yes Other Volume (m³): (L) x (W) x (H) No = m³ Available for Pick-Up / Preferred Date for Pick-Up: Day & Date: Time: Close: Pick-up address (if different to address above): Company: Address: Suburb/Town: Post Code: Contact: Telephone: Forklift available at pick-up point? YES Mobile: NO Is a Tailgate Vehicle Required: YES NO Special Requirements/Instructions: Deliver to: Hall: Stand: Do you require us to return freight after the exhibition? Delivery Date: YES NO Section C – FORKLIFT SERVICES Day/Date: ETA: Estimated time required: Estimated weight of heaviest piece (kgs): Extended tynes required? Yes No Section D – STORAGE Pre-Show During Show After Show Description/Details: Approximate volume: (L) x (W) x (H) = m³ I have read and accept Agility’s Standard Terms & Conditions (refer to page 2). X _________________________________________________________________________________________________________________ Accepted by (Signature): PLEASE COMPLETE THIS FORM AND RETURN BY FRIDAY 19th OCTOBER, 2014 TO [email protected] FOR INFORMATION CALL AGILITY FAIRS & EVENTS ON (03) 9330 3303. Page 1 Page 2
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