1
Copyright Arinex Pty Ltd
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus
ANZAHPE/AMEA 2015 Conference
Conference
Australian and New Zealand Association for Health Professional Educators &
Asian Medical Education Association Conference.
Date
28 March – 1 April 2015
Venue
Newcastle City Hall, Newcastle NSW
Located in the heart of the City
Centre, Newcastle City Hall is within
close proximity to public transport,
accommodation, the CBD and
parking. Newcastle City Hall opened
in 1929 and is one of Newcastle’s
most unique venues. Its Old World
charm and stunning architecture,
including sandstone walls, marble
staircases and sweeping ballroom, is
reminiscent of a bygone era. This is a prestigious and exciting venue to
showcase the latest innovations in health professional education at
ANZAHPE/AMEA 2015.
Delegates
600 expected delegates - Academic staff teaching in health programs,
Clinicians teaching in health programs, Clinical educators in health services,
Undergraduate students or postgraduate students, Researchers interested
in health professional education and those interested in assessment,
evaluation or curriculum design.
Website
www.anzahpeamea2015.com.au
Themes
ANZAHPE: Stakeholder Engagement in Health Professional Education
AMEA: New Directions in Patient-Centred Medical Education
Enquiries
Arinex Pty Ltd has been appointed as the official Professional Conference
Organiser (PCO) and looks forward to delivering an inspiring experience.
Kirsty Winning
T: +61 2 9265 0700
F: +61 2 9267 5443
E: [email protected]
2
Copyright Arinex Pty Ltd
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus
Invitation
On behalf of both the Australian & New Zealand
Association for Health Professional Educators
(ANZAHPE) and the Asian Medical Education
Association (AMEA), I would like to extend a
warm welcome to all prospective Sponsors and/or
Exhibitors to ANZAHPE/AMEA 2015.
This is the first year that has seen the coming
together of delegates of both conferences and
boasts the opportunity for open discussion,
networking and knowledge sharing throughout
Australasia. The ANZAHPE and AMEA Conference Scientific Committees,
chaired respectively by Professor Kichu Nair and Professor Brian Jolly are
planning a stimulating program which will be of interest and value to
delegates. We are delighted to announce that the Association for Medical
Education in the Western Pacific Region (AMEWPR) will also hold their
meeting as part of our conference.
On behalf of the Organising Committee and our Conference Managers, we
look forward to you joining us and supporting ANZAHPE/AMEA 2015 in
Newcastle, NSW and encourage you to explore the rewards of participating
as a sponsor and/or exhibitor.
Dr Graeme Horton
Chair of Organising Committee, Australian
and New Zealand Association for Health
Professional Educators & Asian Medical
Education Association Conference 2015
The ANZAHPE/AMEA 2015 Conference is proudly
hosted by the University of Newcastle.
3
Copyright Arinex Pty Ltd
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus
Sponsorship Packages
Sponsorship Package
Cost (incl. GST)
Platinum Sponsor
$8,000
Gold Sponsor
$5,000
Silver Sponsor
$3,500
Bronze Sponsor
$2,500
Standard Entitlements

Recognition as a sponsor (with organisation logo) in the conference program book*

Recognition as a sponsor (with organisation logo) on the sponsors’ page of the official conference
website, including a hyperlink to the organisation’s home page*

Acknowledgement as a sponsor on the official sponsor acknowledgement signage situated onsite
at the conference*

Use of the conference logo until the end of April 2015
Sponsor and Exhibitor Guidelines
*
**
Exposure in the Congress publications is determined by confirmation of sponsorship prior to
print deadlines. To maximise exposure, please confirm your participation by the earliest date
possible.
The delegate list will exclude any delegates who have withheld permission to publish their
details in accordance with the Australian Privacy Act.
***
Venue surcharge to serve sponsor’s product will be an additional cost to the sponsor. Please
note all food sampling is subject to approval by the Conference Manager, and the venue.
****
Banner advertisement specifications will be provided after the confirmation of
booking.
4
Copyright Arinex Pty Ltd
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus
Platinum Sponsor
$8,000 incl. GST

Standard entitlements outlined on pg.4

Four (4) conference delegate registrations

Delegate list supplied two weeks prior to the conference**

200 word profile in the Conference Program Book*

Full page advertising space in the Conference Program Book (artwork to be supplied by the
sponsor)*

Promotional brochure (maximum four (4) x A4 pages per brochure) to be inserted in the satchel
(sponsor to supply material)

Verbal acknowledgement as the Platinum Sponsor during the opening and closing sessions

One (1) 3m x 3m exhibition booths located in a prominent position
In addition to the package outlined above, you may choose the following additional option to add to
your package.
Keynote Speaker/ Theme Stream
As the sponsor of the Keynote Speaker your organisation will receive the following entitlements:

Your organisation logo will feature on the audio visual screen in the session room prior to and at
the conclusion of the session when the Keynote Speaker is presenting

The sponsor may provide a freestanding banner which will be positioned in a prominent location
during the session when the Keynote Speaker is presenting (maximum size 2m high x 1m wide)

Four (4) passes for nominated guests to attend the session when the Keynote Speaker is
presenting (these passes are for the sponsored session only, attendance to other sessions is not
included)
Gala Dinner

The sponsor may provide a freestanding banner which will be positioned in a prominent location
at the Gala Dinner (maximum size 2m high x 1m wide)

Opportunity for organisation representative to present a three (3) minute speech at the function
(microphone will be provided – additional audio visual is at the expense of the sponsor)

Two (2) invitations for organisation representatives to attend the Gala Dinner only
5
Copyright Arinex Pty Ltd
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus
Gold Sponsor
$5,000 incl. GST

Standard entitlements outlined on pg.4

Two (2) conference delegate registrations

100 word profile in the Conference Program Book*

Half page advertising space in the Conference Program Book (artwork to be supplied by the
sponsor)*

Promotional brochure (maximum four (4) x A4 pages per brochure) to be inserted in the satchel
(sponsor to supply material)
In addition to the entitlements outlined above, each Gold Sponsor may choose one of the following
options to complement their package. The preferred option must be selected by the sponsor at the
time of submitting their sponsorship booking form.
Conference Satchel

Logo to appear on the satchel alongside the ANZAHPE/AMEA Conference logo. The Organising
Committee reserves the right to source and select the satchel.
Conference Name Badges

Logo to appear on all name badges alongside the ANZAHPE/AMEA Conference logo

Sponsor may provide branded lanyards for use by all delegates
Conference Stationery

Pens provided by the sponsor will be included in the satchel

Notepads provided by the sponsor will be included in the satchel
6
Copyright Arinex Pty Ltd
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus
Silver Sponsor
$3,500 incl. GST

Standard entitlements outlined on pg.4

One (1) conference delegate registration

75 word profile in the Conference Program Book*

Half page advertising space in the Conference Program Book (artwork to be supplied by the
sponsor)*

Promotional brochure (maximum four (4) x A4 pages per brochure) to be inserted in the satchel
(sponsor to supply material)
In addition to the entitlements outlined above, each Silver Sponsor may choose the following option
to complement their package. The preferred workshop must be selected by the sponsor at the time of
submitting their sponsorship booking form.
Workshop Sponsor
As the sponsor of a workshop your organisation will receive the following entitlements:

Your organisation logo will feature on the audio visual screen in the session room prior to and at
the conclusion of the workshop

The sponsor may provide a freestanding banner which will be positioned in a prominent location
during the workshop (maximum size 2m high x 1m wide)

Four (4) passes for nominated guests to attend the workshop (these passes are for the
sponsored session only, attendance to other sessions is not included)
7
Copyright Arinex Pty Ltd
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus
Bronze Sponsor
$2,500 incl. GST

Standard entitlements outlined on pg.4

50 word profile in the Conference Program Book*
In addition to the entitlements outlined above, each Bronze Sponsor may choose one of the following
options to complement their package. The preferred option must be selected by the sponsor at the
time of submitting their sponsorship booking form.
Refreshment Break

Morning and afternoon tea break on one day of the Conference

Corporate literature may be displayed at the sponsored catering break station (sponsor to supply)

The sponsor may provide a freestanding banner which will be positioned in a prominent location
in the break area (maximum size 2m high x 1m wide)

Small table signs featuring the organisation name and logo displayed at the sponsored catering
break station (Conference Managers to supply)

Two (2) passes for nominated guests to attend the sponsored catering break (these passes are
for the catering break only, attendance to other sessions is not included)
Lunch Break

Corporate literature may be displayed at the sponsored lunch break station (sponsor to supply)

The sponsor may provide a freestanding banner which will be positioned in a prominent location
in the break area (maximum size 2m high x 1m wide)

Small table signs featuring the organisation name and logo displayed at the sponsored lunch
break station (Conference Managers to supply)

Two (2) passes for nominated guests to attend the sponsored lunch break (these passes are for
the catering break only, attendance to other sessions is not included)
Advertising Opportunities
Size
Full page
Half page
Satchel Inserts
Starting from $800 incl. GST
Cost (incl. GST)
$1,200
$800
$1,200 incl. GST
Size
Cost (incl. GST)
Promotional brochure (maximum four (4) x A4 pages per brochure) to be inserted in the satchel
(Sponsor to supply material)
8
Copyright Arinex Pty Ltd
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus
Exhibition
Exhibition Package
Cost (incl. GST)
Shell Scheme Stand Package per 3m x 2m Block
$2,750
Each Shell Scheme stand package includes the following:










Shell scheme stand 3m wide x 2m deep (6m2)
White octanorm panels 2.4m high
Organisation name in vinyl lettering on fascia board
Two (2) x 150 watt spotlights
One (1) x 4 amp power point
The venue is wooden floor boards
One exhibitor pass ~
An exhibitor fact sheet
Organisation name listed on exhibition page of Conference website
50 word profile per organisation in the Conference Program Book*
Complimentary Exhibitor Pass



Morning and afternoon catering breaks/lunch
Conference satchel
Conference Program Book
Additional Exhibitor Pass



FOC
$360.00 incl. GST
Morning and afternoon catering breaks/lunch
Conference satchel
Conference Program Book
Additional exhibition staff wishing to attend conference sessions must register as a conference
delegate and pay the applicable registration fee.
~To purchase additional tickets to the Conference Dinner, please contact the Conference Managers.
9
Copyright Arinex Pty Ltd
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus
Floor Plan
10
Copyright Arinex Pty Ltd
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus
SPONSORSHIP / ADVERTISING / EXHIBITION
Booking Form
28 March 2015 – 1 April 2015
Newcastle City Hall
Kirsty Winning
Sponsorship & Exhibitions Account Manager
ANZAHPE/AMEA 2015
Arinex Pty Limited
Level 10, 51 Druitt Street
SYDNEY NSW 2000, Australia
T:
F:
E:
W:
+61 2 9265 0700
+61 2 9267 5443
[email protected]
www.anzahpeamea2015.com.au
A. SPONSORSHIP PACKAGE(S) REQUESTED
COST A$
1.
……………………………………………………………….
………………………………..
2.
……………………………………………………………….
………………………………..
B. EXHIBITION BOOTH REQUESTED
Please reserve the following booth type (please tick):
Space & Shell Scheme
3m x 2m (6sqm) single booth
 A$2,750 (incl. GST)
Preferred Booth Position (s) (refer to floor plan) …………………………………… TOTAL A$: ……………………………
Please indicate companies you do not wish to be placed near: ……………………………………………………….………
AMOUNT PAYABLE A & B
A$
50% deposit payable 30 days from date of invoice
(Full Payment/Balance due: Tuesday 16 December 2014) (incl. GST)
Organisation name (for marketing purposes):
A$
Organisation name (for invoicing purposes):
Address:
City:
Postcode:
State:
Country:
Main Sponsor / Exhibitor contact:
Name:
Position:
Mr / Mrs / Ms / Other:
Tel:
Fax:
Email:
Website:
Yes I have read and agree to the booking terms and conditions on the following page.
Authorised by:
Date:
Signature:
Please note that your booking will not be processed unless all sections above are completed.
PAYMENT DETAILS (please tick)
 We wish to pay via company cheque. Note all cheques must be made payable to: Arinex Pty Ltd on
behalf of ANZAHPE AMEA 2015, and should be forwarded to the Conference Managers at the above
address.
 We wish to pay via EFT. Bank details will be provided by the Conference Managers with your tax invoice.
 MasterCard
 VISA
 American Express
Credit Card Number ________/________/________/_______ Expiry Date _____/_____ CCV ________
Name on Card_____________________________
Signature_________________________
Please note, for all bookings up to $5,000 and paid via credit card, the full amount will be
charged.
SEE OVER FOR TERMS AND CONDITIONS ►
Copyright Arinex Pty Ltd
11
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus
SPONSORSHIP / ADVERTISING / EXHIBITION
Booking Form
28 March 2015 – 1 April 2015
Newcastle City Hall
SPONSORSHIP BOOKING TERMS & CONDITIONS
1.
Where appropriate, Goods & Services Tax (GST) is applicable to all goods and services offered by the
Conference Managers and all prices in this document are inclusive of the GST. GST is calculated at the date of
publication of this document. The Conference Managers reserve the right to vary the quoted prices in
accordance with any movements in the legislated rate of the GST.
2.
Sponsorship will be allocated only on receipt of a signed Booking Form and Booking Terms & Conditions. A
letter of confirmation will be provided to confirm the booking, together with a tax invoice for the required 50%
deposit. The deposit is payable 30 days from the date of the tax invoice. The balance is due and payable by
Tuesday 16 December 2014. Applications received after Tuesday 16 December 2014 must include full
payment.
1.
All monies are payable in Australian dollars. Cheques should be made payable to Arinex Pty Limited for and on
behalf of the ANZAHPE AMEA 2015 and must be drawn on an Australian bank.
2.
All monies due and payable must be received (and cheques cleared) by the Conference Managers prior to the
event. No organisation will not be listed as a sponsor in any official conference material until full payment and
a booking form have been received by the Conference Managers.
3.
CANCELLATION POLICY: In the event of cancellation, a service fee of 50% of total fees applies for
cancellations prior to Tuesday 16 September 2014. No refunds will be made for cancellations after this date
and full payment will be required. Should a cancellation be made prior to payment being made, the appropriate
cancellation fee will be applicable and the Conference Managers will issue an invoice which will be payable
within seven (7) days. After Sponsorship has been confirmed and accepted, a reduction in Sponsorship is
considered a cancellation and will be governed by the above cancellation policy.
4.
No sponsor shall assign, sublet or apportion the whole or any part of their sponsorship package except upon
prior written consent of the Conference Managers.
5.
Sponsorship monies will facilitate towards the successful planning and promotion of the conference in addition
to subsidising the cost of management, communication, invited speakers, program and publications.
Sponsorship monies are not expended on any entertainment incurred which is incidental to the activities of the
conference.
6.
Sponsorship entitlements including organisation logo on the conference website and other marketing material
will be delivered only after receipt of the required deposit or full payment.
7.
Nomination of speakers will be subject to written approval by the speaker and program committee.
Furthermore at the discretion of the program committee, Platinum sponsored speakers may be asked to speak
at additional keynote and concurrent sessions. Platinum sponsors may provide concurrent session speakers on
similar terms.
8.
Speaker’s contract will make it clear that these speakers must present leading edge non-commercial papers
with no obvious product endorsement and they must act ethically, not commenting on other speakers their
presentations or sponsors’ products.
9.
Sponsors may use the speaker at breakfasts, optional workshops and commercial sessions during the
conference but at no other public, external or by invitation appearances pre or post the conference for a period
of 30 days.
10. After the speaker has committed to the program and associated costs have been negotiated, the Conference
Managers will then take on the speaker liaison in relation to obtaining abstracts, papers, copyright waiver and
speaker a/v requirements.
11. Sponsors entitled to host an endorsed private function, do so at their own expense and at a time and date
approved by the Conference Managers and ANZAHPE/AMEA 2015.
12. The Delegate List may be used by the sponsors up to and not beyond <insert date> for the purposes of
contacting <year> conference delegates. The list must not be used in conjunction with any other non-related
conference matters nor is the list to be used for future conference marketing, or transferred in whole or in part
to any third party.
13. Privacy Statement – YES I consent to my details being shared with suppliers and contractors of the event to
assist with my participation, being included in participant lists and for the information distribution in respect to
other relevant events organised by Arinex Pty Limited. [ ] NO, I do not consent.
14. EXHIBITION BOOKING TERMS & CONDITIONS
15. Where appropriate, Goods & Services Tax (GST) is applicable to all goods and services offered by the
Conference Managers and all prices in this document are inclusive of the GST. GST is calculated at the date of
publication of this document. The Conference Managers reserve the right to vary the quoted prices in
accordance with any movements in the legislated rate of the GST.
16. Exhibition booths will be allocated only on receipt of signed Booking Form and Booking Terms & Conditions. A
letter of confirmation will be provided to confirm the booking, together with a tax invoice for the required 50%
Copyright Arinex Pty Ltd
12
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus
SPONSORSHIP / ADVERTISING / EXHIBITION
Booking Form
28 March 2015 – 1 April 2015
Newcastle City Hall
deposit. The deposit is payable 30 days from the date of the tax invoice. The balance is due and payable by
Tuesday 16 December 2014. Applications received after Tuesday 16 December 2014, must include full
payment.
17. All monies are payable in Australian dollars. Cheques should be made payable to Arinex Pty Limited on behalf
for and on behalf of ANZAHPE AMEA 2015 and must be drawn on an Australian bank.
18. All monies due and payable must be received (and cheques cleared) by the conference Managers prior to the
event. No exhibitor will be allowed to begin move-in operations or be listed as an exhibitor in the on-site
publications until full payment and a booking form have been received by the conference Managers.
19. Public and Product Liability insurance to a minimum of A$10 million must be taken out by each exhibitor at
their own expense. A copy of the organisation’s public and product liability certificate must be submitted to the
Conference Managers at the time of submitting their booking form or by no later than Tuesday 16 December
2014
20. CANCELLATION POLICY: In the event of cancellation, a service fee of A$1,000.00 applies per 6 square metre
space or shell scheme stand booking to cancellations on or before Tuesday 16 September 2014. No refunds
will be made for cancellations after this date. Should a cancellation be made prior to payment being made, the
appropriate cancellation fee will be applicable and the Conference Managers will issue an invoice which will be
payable within seven (7) days. After space has been confirmed and accepted, a reduction in space is
considered a cancellation and will be governed by the above cancellation policy. Reduction in space can result
in relocation of exhibit space at the discretion of the conference Managers. Any space not claimed and
occupied before 27 March 2015 will be reassigned without refund.
21. The conference Managers reserve the right to rearrange the floor plan and / or relocate any exhibit without
notice. The conference Managers will not discount or refund for any facilities not used or required.
22. If the exhibitor intends to install a custom built stand, the Congress Managers must be advised and such
advice must include full details and stand dimensions. This information must be received no later than xxx. All
display construction requires the approval of the Congress Managers and venue management. A pro rata fee
will apply if any construction occupies space outside the specified space as indicated on the floor plan.
23. No exhibitor shall assign, sublet or apportion the whole or any part of their booked space except upon prior
written consent of the conference Managers.
24. Delegate List may be used by the Exhibitor for the purpose of contacting ANZAHPE AMEA 2015 Conference
delegates only. The list must not be used for the purpose related to future Conferences, and shall not be
transferred in whole or in part to any Third party.
25. Privacy Statement – YES I consent to my details being shared with suppliers and contractors of the event to
assist with my participation, being included in participant lists and for the information distribution in respect to
other relevant events organised by Arinex Pty Limited.
[ ] NO, I do not consent.
Copyright Arinex Pty Ltd
13
ANZAHPE/AMEA 2015 Conference
Sponsorship & Exhibition Prospectus