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Australian Turf Club, Royal Randwick, Sydney 5 - 7 May 2015
Sponsorship and Exhibition
Opportunities
The must-attend congress for people employed
in:
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Clinical research
Management
Medical affairs / MSL
Medical information
Medical writing
Pharmacovigilance
Quality / GMP
Regulatory affairs
Health economics
Company profile of attendees:
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Web: www.arcs.com.au
Academic
Biotech
CROs
Diagnostics
Government
Hospitals
Research sites
Medical devices
Over-the-counter medicines
Prescription medicines
Self employed
Email: [email protected]
Phone: +61 2 8905 0829
Your Invitation
ARCS would like to invite you to participate as a sponsor and/or exhibitor at our 2015 Sydney ARCS Scientific
Congress (ASC). We will be returning to Australian Turf Club, Royal Randwick for three days on 5-7 May 2015.
The ASC is the premier event for those involved in research, development, access and effective utilisation of
medicines and medical technologies. Sessions will be of relevance to scientists in industry, research institutions,
government and academia involved in R&D, clinical research, medical affairs, health economics, regulatory affairs,
pharmacovigliance,medical information audit and compliance, data management and related disciplines.
Who Will Attend The 2015 ARCS ASC?
At the Sydney and Canberra congresses in 2014 we had over 1,000 registered delegates.
Previous Sponsors/Exhibitors
Some of our supporters have included:
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Abbvie
AstraZeneca
AusBiotech
Bellberry
NHMRC CTC
Eli Lilly
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George Clinical
GlaxoSmithKline Australia
INC Research
Janssen-Cilag
NSW Health
On Q Recruitment
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Optum
Pfizer Australia
Pharma in Focus
Pharmaceutical & Medical
Professionals
• Quintiles
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Roche Products Pty Ltd
Sanofi-Aventis
Seerpharma
TGA
TNT Express
... and many more!
Venue
This year’s congress will be taking place at Sydney’s world-class grandstand in the exhibition hall and ball rooms of
the Australian Turf Club, Royal Randwick. It’s a fantastic venue to showcase your organisation!
Registration for Sponsorship and Exhibition open
We encourage you to send in your application quickly as opportunities are limited and positions are allocated on a first
come - first served basis. Sponsorship opportunities and exhibition booths will be allocated strictly in order of receipt of
application and payment of a 50% deposit (with some allowance for major sponsors). Application forms can be faxed,
emailed, delivered in person or mailed but MUST arrive at the ARCS office. If payment is not made within 14 days of
application, the opportunity will not be held.
Whatever the company and the budget we have something for everyone wishing to increase brand
awareness to all congress delegates.
2015 ARCS Sydney Scientific Congress - Sponsorship and Exhibitor Opportunities
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Sponsorship and Exhibition Opportunities
This brochure provides a vast range of sponsorship and exhibition opportunities. We are also happy
to work with you to customise packages to suit your budget and marketing objectives. For further
information, please contact Candice Monaghan, Marketing Co-ordinator on +61 2 8905 0829 or email
[email protected].
Major Sponsor (2 opportunities)
AU $19,500 (Value: $36,000)
This package provides the highest level of exposure for
your company. With six months pre-congress promotion,
prominent promotion throughout the two-day congress
and six months post-congress promotion.
Benefits to sponsor
Pre and post congress
• Full-page colour advertisement in pre-congress edition
of The Source Document
• Full page colour advertisement in post-congress
edition of The Source Document
• Website tile to be displayed on the ARCS website from
confirmation until the end of May
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• Banner to be included in the weekly bulletin and
congress emails from confirmation until the congress
• Email announcement of sponsorship confirmation to all
2,000 members
During congress
• Preferred location for two 6sqm exhibition booths and
50% discount on any additional booths, on first come
first serve basis - includes two exhibitor passes
• Two full congress registrations including all social
functions and and two ARCS memberships until 30
June 2016
• Two-minute speaking opportunity at the dinner
AU $9,950
The dinner is the most popular social event of the
congress attracting over 300 delegates. The dinner will be
held in one of the new ballrooms.
Benefits to sponsor
• Preferred location for one 6sqm exhibition booth
• One full congress registration including all social
functions and one ARCS membership until 30 June
2016
• Two-minute speaking opportunity at the dinner
• Five complimentary tickets to the dinner
• Display of your company logo on the PowerPoint
slide at the end of all sessions directly before the
dinner
• Company logo on the signage directing people to the
dinner
• Company name and logo on the dinner tickets and
menu
• Display of one company banner (2m x 1m) on the
stage during the dinner*
• Verbal acknowledgment from the dinner MC
• Complimentary inclusion of one promotional item in
the congress satchel *
• Opportunity to display table cards on the dinner
tables*
• Opportunity to provide a small gift to delegates at the
dinner*
• Opportunity to run a prize draw*
• Company logo featured in the congress handbook,
online programme and website with a link to your
company website
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• Full page advertisement in the congress handbook
• Complimentary inclusion of one promotional item in the
congress satchel*
• Display of your company logo on congress signage
including prominent display at the Registration Desk
• Display of your company pull-up banner (2m x 1m) in
the main auditorium
Gala Dinner (1 opportunity)
*sponsor to supply
• Prominent display of company logo in the congress
invite brochure and congress handbook
• Display of your company logo on the sponsorship
PowerPoint slide throughout the congress
2015 ARCS Sydney Scientific Congress - Sponsorship and Exhibitor Opportunities
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Education Session Sponsor
$1,500- $3,500
Sponsor one stream of education per day (three
sessions). Prices vary depending on the education
stream, please contact Candice Monaghan for further
details.
Benefits to sponsor
• Company banner in each session and on welcome
slide of session presentation
• Company logo featured in the congress handbook,
online programme and website with a link to your
company website
• Seat drop - display promotional material on each
delegate’s seat within the sponsored education
stream (excludes writing pads/pens and is subject to
approval)*
Welcome Reception (1 opportunity)
AU $4,500
One opportunity exists for your company to sponsor
the Welcome Reception to be held for one hour in the
exhibition hall before the dinner on the 5 May.
Benefits to sponsor
• One full congress registration including all social
functions and one ARCS membership until 30 June
2016
• Two minute speaking opportunity at the beginning of
the Welcome Reception
• Display of your company logo on the PowerPoint
slide at the end of all sessions directly before the
reception
• Opportunity to provide merchandising material/gift to
delegates during the reception*
• Display of one company pull-up banner (2m x 1m) in
the Exhibition Hall
• Opportunity to display table cards on the service
tables and plates *
• One piece of promotional material in each satchel
(Excludes writing pads and pens and subject to
approval)*
• Company logo featured in the conference handbook,
online programme, and website with a link to your
company website
Satchels (1 opportunity)
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AU $5,000
Needs to be confirmed by February 2014
1000 congress satchels will be produced and you have
an exclusive opportunity to put a one colour version of
your logo on the bags with the ARCS congress logo.
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Benefits to sponsor
• Company logo printed on the delegate satchel
• One piece of promotional material in each satchel
(excludes writing pads and pens and subject to
approval)*
• Company logo featured in the congress handbook,
online programme and website with a link to your
company website
Coffee Cart (2 opportunities)
AU $3,000 per day
Due to overwhelming demand, you now have the
opportunity to sponsor one of two coffee bars to be
located at either end of the Exhibition Hall, where
professional baristas will make café style coffees for
congress delegates and exhibitors. For extra exposure
you could supply your own coffee mugs for delegates to
take as a souvenir.
Benefits to sponsor
• Display of your company pull-up banner next to the
coffee bar
• Two bar tables next to the coffee bar to hold your
promotional materials
• Tent cards with sponsor’s name and logo on the
tables near the bar*
• Complimentary attendance to congress for two cart
personnel for the duration of the congress
• Opportunity for baristas to wear your company shirt
or cap*
• Opportunity to provide branded mugs/cups*
• Company logo featured in the congress handbook,
online programme and website with a link to your
company website
Closing Drinks (1 opportunity)
AU $3,000
One opportunity exists for your company to sponsor
the Closing Drinks to be held for one hour on the 7 May
2015.
Benefits to sponsor
• One full congress registration including all social
functions and one ARCS membership until 30 June
2015
• Two-minute speaking opportunity at the end of the
final session
• Display of one company pull-up banner on the stage
during the closing *
• Opportunity to provide merchandising material/gift to
delegates at the closing *
• Opportunity to display table cards on the service
tables and plates*
• Verbal acknowledgment from the MC/Chair
• One piece of promotional material in each satchel
(excludes writing pads and pens and subject to
approval)*
• Company logo featured in the congress handbook,
online programme and website with a link to your
company website
Congress Invite Brochure (1 opportunity)
AU $3,000
Needs to be confirmed by January 2015
Start your campaign from the Registration Brochure, that
will be distributed to over 2,000 prospective delegates
and members and available to download from the website
for regular reference.
Benefits to sponsor
• One full-page colour ad on the back page of the
2015 ARCS Sydney Scientific Congress - Sponsorship and Exhibitor Opportunities
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brochure
• Company logo on each page of the brochure
• One Exhibitor registration including daily catering
and Welcome Reception
• Company logo featured in the congress handbook,
online programme and website with a link to your
company website
Congress Handbook (1 opportunity)
AU $5,500
Needs to be confirmed by April 2015
All delegates and speakers receive a handbook
containing session details and speaker biographies and is
used by delegates throughout the congress.
Benefits to sponsor
• One full page colour advert in the handbook
• Company logo on each page of the handbook
(excluding ads)
• One exhibitor registrations including daily catering
and Welcome Reception
• Company logo featured in the congress handbook,
online programme and website with a link to your
company website
Name Badge Pockets and Lanyards
(1 opportunity)
AU $4,500
Needs to be confirmed by February 2015
All delegates, speakers and exhibitors receive a name
badge and lanyard to be worn for the duration of the
congress. Have your company logo printed on the front of
the pocket as well as on the lanyard.
Benefits to sponsor
• Company logo on the name badge and lanyard with
the ARCS logo
• One exhibitor registration including daily catering
and Welcome Reception
• One piece of promotional material in each satchel
(excludes writing pads and pens and subject to
approval)*
• Company logo featured in the congress handbook,
online programme and website with a link to your
company website
Satchel Insert
AU $1,200
• One piece of promotional material in each satchel
(excludes writing pads and pens and subject to
approval)*
Pocket Programme (1 opportunity)
AU $4,000
All delegates, speakers and exhibition staff will receive
a pocket-sized programme which includes session
times, rooms, venue maps and exhibitor floorplan and is
a handy guide referred to regularly throughout the two
days.
Benefits to sponsor
• Full colour version of your company logo on each
page of the programme
• Full A5 page advert on back cover of the
programme
• Company logo featured in the congress handbook,
online programme and website with a link to your
company website
Seat Drop (1 opportunity per session)
AU $500 per breakout session
AU $1,000 per plenary session
• Display promotional material or giveaways on
each delegate’s seat prior to the selected session
(excludes writing pads and pens and subject to
approval)*
Note Pad and Pens (1 opportunity)
AU $2,500 each OR
AU $4,000 for both
This is a great opportunity to create company awareness
during the congress and in the future as delegates
continue to refer to their congress notes.
Benefits to sponsor
• Inclusion of a note pad and/or pen into the delegate
satchel*
• Company logo featured in the congress handbook,
online programme and website with a link to your
company website
Lunch
AU $2,300 per day OR
AU $3,500 for two days
AU $4,600 for all days
The lunch break is held in the Exhibition Hall each day of
the congress.
Benefits to sponsor
• Tent cards with sponsor’s name and logo on the
service tables*
• Display of your company logo on a PowerPoint
slide before each lunch
• Opportunity to provide one A4 promotional flyer at
the sitting area tables*
• Company logo featured in the congress handbook,
online programme and website with a link to your
company website
Morning and Afternoon Tea
AU $1,800 per day
Morning tea and afternoon tea breaks are both held in the
Exhibition Hall each day of the congress.
Benefits to sponsor
• Tent cards with sponsor’s name and logo on the
service tables*
• Display of your company logo on a PowerPoint
slide before each break
• Company logo featured in the congress handbook,
online programme and website with a link to your
company website
2015 ARCS Sydney Scientific Congress - Sponsorship and Exhibitor Opportunities
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Advertising - Full Page
AU $1,200 per publication OR
AU $2,000 for both publications
Distributed to each delegate at the congress, the
handbook contains speaker details and session notes
and is referred to both during and after the congress.
• One full-page colour advertisement in the precongress information brochure and/or handbook
Exhibition Booths
6sqm (3m x 2m) - AU $3,900
9sqm (3m x 3m) - AU $5,600
Benefits to exhibitor
• One standard shell exhibition booth with fascia for the
duration of the congress
-- Back and side walls
-- Carpeted floor space
-- Fascia sign
-- Two spotlights
-- One power point
• Two exhibitor registrations which include Welcome
Reception and daily lunch and refreshments (up to
four additional exhibitor registrations per booth can
be purchased via the application form)
• Company logo featured on congress website with a
link to your company website
• Barcode scanner to use for the duration of the
congress to collect delegates’ full contact details
Advertising - Half Page
AU $800 per publication OR
AU $1,400 for both publications
• One half-page colour advertisement in the precongress information brochure and/or handbook
Advertising - Website Tile
AU $750
Having a banner on the congress webpage is a great way
to create great exposure for your company and attract
delegates to your booth during congress. The tile will be
located on the side of each page and be seen by
• Colour tile on the side of all congress pages
• Hyperlink back to your company website
Staff - Full Congress and Membership
Upgrade
AU $595 per upgrade
You can upgrade your two stand passes to full congress
registration if they want to attend the sessions. This also
includes ARCS membership until 30 June 2016.
Staff - Extra Stand Staff
AU $495 each (max. 2)
Need extra staff to help look after the stand? You will
receive two complimentary passes as part of your booth
but you are able to purchase up to two, totalling four
passes to have a total of four people helping on the
stand. Includes daily catering and Welcome Reception.
Booth Extra - Mobile Charger Station
AU $2,800 (2 opportunities)
Provide a convenient area in your booth for attendees to
recharge mobile phones and devices.
Benefits to exhibitor
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Company logo and branding on the charging station
Company logo featured in the congress handbook,
online programme and website with a link to your
company website
16 devices can be charged at any one time, making
this a great opportunity to engage with everyone who
needs to charge their phone or tablet.
2015 ARCS Sydney Scientific Congress - Sponsorship and Exhibitor Opportunities
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Further Information
For further information please contact Candice
Monaghan, Marketing Co-ordinator on
+61 2 8905 0829 or at [email protected]
Exhibition Hall
Ball Room
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Floor plan subject to finalisation and may change
=Pillars
3
23
AN
EN
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CE
3
22
FE
FHR
WIP
BGA
6000
3
3
3
3
3
7
5
3
3
1
2
21
3
3
3
3
REGISTRATION
3
8
6
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4
3
3000
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52
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15
13
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11
9
2
3
16
14
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12
10
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53
2
3000
3
26
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ENTRANCE
3
27
25
CATERING
3
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3000
2
2
3
30
28
3
31
29
3
3
FHR
2
5000
ACCESS TO RACECOURSE
44
3
3
38
36
3
3
3000
45
3
3
39
37
3
34
32
46
3
48
3
CATERING
3000 3
3
35
3
42
40
3
3
33
55
54
49
3
3
43
41
FHR
BGA
LOUNGE
AREA
2
FE
WIP
ACCESS TO RACE
COFFEE STATION
2
3
21
3
19
3
3
18
20
3
17
51
50
3000
ACCESS TO RACECOURSE
INTERNET
*NOT TO SCALE
CATERING
=Booth deposit paid
3000
Entrance
6000
FHR
Sydney Exhibition Hall Floorplan
COFFEE STATION
2015 ASC Sydney Sponsorship and Exhibition Application Form
Please send completed form to ARCS Australia on fax 02 8905 0830 or email [email protected]
Contact Details
______________________________________________
Company
______________________________________________
Contact Name
______________________________________________
Position
______________________________________________
Address
______________________________________________
City State
Post Code
______________________________________________
Telephone
Fax
______________________________________________
Email
______________________________________________
Website
Note Pad and Pen
o $4,000
Lunch (one day)
o $2,300
Lunch (two days)
o $3,500
Lunch (all days)
o $4,600
Tea Breaks (one day)
o $1,800
Advertising
Opportunity
Price
Seat Drop - Plenary session
o $1,000
Seat Drop - Breakout session
o $ 500
Satchel Insert
o $1,200
Full Page o Handbook o Registration
o $1,200
Full Page - Both
o $2,000
Half Page o Handbook o Registration
o $ 800
Half Page - Both
o $1,400
Website - Tile 160x150pxl
o $ 750
Exhibition Booths
Opportunity
Price
6sqm Booth
o $3,900
9sqm Booth
o $5,600
o I agree to the attached Terms and Conditions
Upgrade to Full Congress Registration
o
$595
$________________________
Total amount
Extra Exhibitor Passes
Number Required _____
o
$495
(max 2)
Mobile Phone Charger Station
o $2,800
o Please send me an invoice o Visa
o AMEX
and ARCS Membership
o MasterCard
Booth Preferences
o Diners
______________________________________________
Credit Card Number
______________________________________________
Expiry Date
Name on Card
CCV__________
*Please note booths booked after 15 April 2015 may not appear in the handbook.
(3 or 4 digit security code)
______________________________________________
Signature
9sqm Preferences (please mark 1-5 against booths)
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6sqm Preferences (please mark 1-5 against booths)
Sponsorship Opportunities
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Price
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Major Sponsor
o $19,500
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Gala Dinner
o $ 9,950
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Welcome Reception
o $ 4,500
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Satchel
o $ 5,000
Coffee Cart (per day)
o $ 3,000
Closing Drinks
o $ 3,000
Congress Invite Brochure
o $ 3,000
Congress Handbook
o $ 5,500
Name Badge and Lanyard
o $ 4,500
Opportunity
Pocket Programme
o $4,000
Note Pad
o $2,500
Pen
o $2,500
Sponsorship and Exhibition Terms and Conditions
1. All information contained in this sponsorship and exhibition prospectus is current at time of printing.
2. The event is Sydney ASC 2015.
3. To apply for sponsorship or an exhibition booth/facility at an ARCS Australia event, payment must be made at the time
of application and proof provided by way of a bank or remittance advice:
(a) If the application is made more than 8 weeks before the start of the event, 50% of the fee must be paid at the time
of application and the balance becomes due and payable 4 weeks before the event; or
(b) If the application is made within 8 weeks of the start of the event, the full cost must be paid at the time of
application
4. Major Sponsors may be given first preference (for the first two weeks that the prospectus is published) over proposed
location of signage and/or exhibition booth/facilities after which we will endeavour to process applications in the order
in which they are received and allocate locations accordingly.
5. Requests for cancellations of a sponsorship or an exhibition table/facility must be in writing and the following policy will
apply:
(a) If a request for a cancellation is made 8 weeks or more before the start of the event, the exhibitor’s liability will be
to forfeit 25% of the cost of the table; and
(b) If a request for a cancellation is made more than 4 but less than 8 weeks before the start of the event, the
exhibitor’s liability will be to forfeit 50% of the cost of the table; and
(c) If a request for a cancellation is made 4 weeks or less before the start of the event, the exhibitor’s liability will be
to forfeit 100% of the cost of the table unless the table is re-sold in which case exhibitor’s liability will be to forfeit
50%, there being no obligation on ARCS Australia to take steps to re-sell any exhibition booth/facility but it may do
so at its discretion.
6. ARCS Australia reserves the right not to accept any application for sponsorship and exhibitions. If an application is
unable to be accepted, ARCS Australia will refund payments made as soon as reasonably practicable.
7. The exhibition floor plan is subject to change however if changes occur exhibitors will be notified as soon as
reasonably practicable.
8. Conference Exhibitors must adhere to all relevant Privacy Regulations in relation to the collection of personal data
from delegates. The purpose for which the data are being collected must be clearly displayed, and the data only used
for these purposes. Business cards collected for a prize draw should be used only for this purpose, unless delegates
are clearly informed that the cards may be used for follow-up contact.
9. Acknowledgement in the Registration Brochure and Conference Proceedings is dependent on confirmation of
sponsorship prior to printing. If confirmation is received afterwards, the sponsor will be acknowledged via the website
only.
10. The satchel will be printed with a one-colour version of your logo. If extra colours are required the extra costs will be
charge to the sponsor.
11. Logo placement and size on all Conference literature will be decided by ARCS Australia.
12. All promotional items, delegate gifts, advertisements, satchel inserts, prizes and giveaways must be sent to ARCS
Australia for approval 4 weeks prior to the start of the event. The venue does not allow food (other than confectionary
etc) or beverages, including bottled water to be provided to delegates by exhibitors or sponsors so these may not be
included as promotional materials.
13. Exhibition booth staff are required to register by using the form in the exhibitor manual. They are registered for daily
refreshments, lunch and the Welcome Reception drinks. They are not registered to attend any sessions or the Gala
Dinner. Full conference registrations must be completed online and can attend all sessions and social functions.
14. All conference proceeding advertisements must be supplied as high resolution PDF by the sponsor and will be printed
black and white. If you would prefer colour you will need to pay the full page costs and supply pre-printed materials for
all delegates.
15. Satchel inserts are limited to a maximum of one A4 size page and must be delivered to ARCS Australia 3 weeks prior
to the event date. Courier costs are at exhibitor’s expense.
16. Decoration and theming for the Gala Dinner remains the right and responsibility of ARCS Australia. Complimentary
additions may be made by the sponsor, subject to approval by ARCS Australia.
17. Exhibitors must not use pins, staples, screws, nails, bolts, glue or paint on their exhibition display. If damage occurs
from the use of any of these products, a repair bill will be sent to the exhibitor for payment.
18. Exhibitors wishing to conduct a trade competition, which involves the chance to win a prize, are required to adhere to
all state laws and regulations.
19. Exhibitors must ensure they hold a Public Risk and Property Damage Insurance Policy in respect to its space, in the
amount of twenty million dollars (A$20,000,000) for the duration of the Conference - including move in/out schedules.
Copy of the insurance must be provided to ARCS at the time the balance becomes due and payable which is 4 weeks
prior to the event. ARCS can put exhibitors in touch with insurance brokers, if required - please contact the ARCS
Business Office for details.
20. Exhibitors agree to make good any damage caused by their employees or third parties, or loss of delegate property.
21. Any sub-contractors utilised must be identified to ARCS and appropriate evidence of Workers Compensation Insurance provided to us.
22. Booths must be manned for the full three days by a minimum of 1 staff member at any one time.
23. ARCS does not accept any responsibility for any phones or devices using the phone charger station
24. Instillation of additional booth facilities are subject to prior agreement by ARCS
2015 ARCS Sydney Scientific Congress - Sponsorship and Exhibitor Opportunities
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Web: www.arcs.com.au
Email: [email protected]
Phone: +61 2 8905 0829
2015 ARCS Sydney Scientific Congress - Sponsorship and Exhibitor Opportunities