An invitation to register for. IMEX Frankfurt Frankfurt, Germany 19 to 21 April 2016

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1 An invitation to register for IMEX Frankfurt 2016 Frankfurt, Germany 19 to 21 April 2016 Deadline for application Friday, 15 January 2016

2 We invite you to join Tourism Australia at IMEX Frankfurt 2016 Frankfurt, Germany IMEX Frankfurt is the key exhibition for incentive travel, meetings and events and where international planners from the conference, convention and corporate events industries gather to do business For 2016 the Australia stand will once again showcase why There s nothing like Australia for business events, with a stylish stand design including clean lines and large light boxes featuring colourful, on-brand images of Australia designed to highlight our extraordinary destinations and experiences. The Australia stand design features an upper deck, increasing the height and visibility of the stand and will be used for group appointments and hospitality and can be hired for private use by stand partners. In 2015, the total number of visitors to the show was 14,398, with 3,952 hosted buyers attending from 74 countries and 4,919 trade visitors from 78 countries. View the 2015 IMEX infographic which has a full breakdown of the buyers who attended the show. BREAKDOWN OF HOSTED BUYERS PER COUNTRY FOR IMEX 2015 Hosted Buyers By Country Germany 14% United States of America 11% United Kingdom 10% Russia 8% Italy 5% Brazil 4% China 4% France 3.5% Switzerland 3.5% Rest of the World 22% Hosted Buyers By Business Type Agency 70% Corporate buyers 17% Association buyers 8% Independent planners 5% Full visitor statistics from IMEX 2015 are located on the IMEX website: Tourism Australia s 2015 survey results indicated that of the Australian industry who joined the Australia stand at IMEX 2015 in Frankfurt, 100 per cent were either very satisfied or satisfied with their attendance, and 95 per cent of participants expressed an interest in attending again in EVENT DETAILS Event dates: 19 to 21 April 2016 Venue: Hall 8, Messe Frankfurt, Germany Address: Ludwig-Erhard-Anlage 1, Frankfurt, Germany Website: EVENT OBJECTIVES To meet buyers responsible for organising, planning, budgeting or influencing the decision on meeting and incentive locations To update international trade about business events within Australia and strengthen relationships with key buyers and influencers To create awareness and preference for Australia as an attractive business events destination with quality experience options To update relevant trade with collateral and marketing tools to better sell Australia. WHO ATTENDS? IMEX provides exhibitors the opportunity to meet international buyers responsible for organising corporate meetings, incentive travel programs, and association events. These visitors look for guidance and advice on how to plan and budget their programs, select venues, organise and create unforgettable motivational experiences, as well as to how to implement and manage events in Australia. EVENT FORMAT AND APPOINTMENTS Pre-scheduled appointments are buyer driven. Only buyers can request appointments and each stand partner will have their own appointment diary on the IMEX website. All stand partners are responsible for managing their own individual buyer appointments and are encouraged to secure additional appointments outside the hosted buyer program with existing contacts and potential clients. Tourism Australia will be hosting group appointments for buyers on the stand and stand partners are welcome to meet buyers at the conclusion of each session. Once schedule details are confirmed these will be communicated to stand partners.

3 PRELIMINARY PROGRAM* Monday, 18 April pm 4.00pm Booth set-up on the Australia stand Tuesday, 19 April am Stand partner briefing 4.30pm 5.30pm Drinks reception on the Australia stand** 5.30pm Show closes 7.30pm Tourism Australia hosted dinner Wednesday, 20 April pm 5.30pm Drinks reception on the Australia stand** 5.30pm Show closes Thursday, 21 April pm IMEX 2016 concludes * subject to change ** Tourism Australia will host a drinks reception (or similar) on the stand from 4.30pm to 5.30pm on Tuesday, 19 April and Wednesday, 20 April This will provide an additional opportunity to network with buyers and media. PARTICIPATION OPTIONS AND FEES Fee (AUD) Option 1*: Sole booth (three delegates included) $13,700 Option 2*: Sole booth (two delegates included) $12,650 Option 3**: Share booth (one delegate) $7, 770 Participation fees are subject to applicable tax. Invoices will be issued in Australian dollars (AUD) unless stated otherwise. All invoices will be based on current exchange rates at the time of invoicing. All cancellations must be made in writing. Cancellation fees apply regardless of whether the participation fee has been paid. All participants based on the Australia stand must be fully registered delegates. For IMEX 2016, please note that spaces are available on a first come, first served basis. Tourism Australia will do all possible to accept all applications to attend. The Australia stand can accommodate 18 stand partners (based on shared booths). Participation options to note: *Option 1: a maximum of three (3) delegates from one organisation are allowed on a sole booth. **Option 3: only one (1) delegate per organisation is allowed on a share booth. Aside from a sole or shared booth, there is no additional space or branding opportunities available on the Australia stand. ITEMS INCLUDED IN PARTICIPATION FEE Option 1 and 2: Sole Booth Attendance of up to two (2) or three (3) delegates from one (1) company: One (1) x individual booth One (1) x table with four (4) chairs Two (2) x booth graphic panels and one company name on sign. Option 3: Share Booth Attendance of one (1) delegate per organisation Shared participation in a booth Shared usage of one (1) table and four (4) chairs One (1) x booth graphic panel per share partner and a shared company name sign. If you wish to share a booth with another organisation: No additional delegates can be purchased for share participation and your staff must sit within your booth space, unless both share partners are in agreement. You are required to confirm your agreed share partner at the time of application Once confirmed, it is not possible to change from a share booth to a sole booth Both organisations are required to submit their own separate event application Choosing the share option means you will have you own graphic panel with a shared name sign. You will share one (1) table with four (4) chairs No additional chairs can be accommodated at each booth four (4) is the maximum possible per booth. Items included in all levels of Participation Options Access to the hospitality/business area for delegates and their guests (including the daily drinks receptions on Tuesday and Wednesday afternoons) Lunch each day provided by Tourism Australia (please note this is for registered delegates only) Entry in the IMEX official show catalogue Inclusion where applicable in marketing activities generated by Tourism Australia in the lead-up to the event to give maximum exposure to all exhibiting companies Inclusion on the IMEX website as part the Australia stand listing Inclusion in the Tourism Australia stand partner directory Access to power on the booth, as well as one electric power-point Internet access.

4 ITEMS NOT INCLUDED IN PARTICIPATION FEES International and domestic air tickets International freight costs Transfers Accommodation Departure taxes Travel insurance Any travel visas required. ADDITIONAL OPPORTUNITIES New for 2016, Tourism Australia is pleased to offer the following additional opportunities for industry partners wishing to leverage IMEX: IMEX Webinars Regent Exhibitions, the show organisers are offering all Australia stand partners a dedicated webinar to enhance your show experience: Webinar 1 How to increase your presence and exposure at IMEX 2016 Date & time: Late January 2016 Webinar 2 How to best use the IMEX online diary system and ensure better ROI Date & time: Early March 2016 Australia stand, upper deck The upper deck of the Australia stand may be hired on a private basis at specific times during IMEX at the hourly rate of AUD500. The area comfortably seats 20 people (with high tables and chairs) for a press conference presentation. A plasma screen and 20 wireless headsets are available for use. Any further AV and catering is not included and has to be booked and paid for separately. Time slots will be allocated on a first come first serve basis. Please contact Lene for further information and to check availability. Marketing opportunities at IMEX 2016 Regent Exhibitions offer sponsorship opportunities for purchase (subject to availability) for the show, such as a web banner on the IMEX website in the lead up to the show. Refer also to the Marketing & PR Checklist for IMEX in Frankfurt to increase your media and marketing profile. TERMS AND CONDITIONS Application and Deadlines To secure your place at IMEX 2016, please complete the registration form online by Friday, 15 January Please note, spaces are limited and applications will be accepted on a first come, first served basis. Confirmation of your registration acceptance will be advised via by Friday, 20 January Once confirmed, the next steps including requirements for producing graphics for your booth, with relevant deadlines will be provided. A copy of your organisation s public liability certificate must be included with your application in order to be considered for attendance. If information is incomplete or missing, your organisation will be automatically wait-listed until full details are provided. If a company has an outstanding debt with Tourism Australia, the application will be automatically waitlisted until the debt is cleared. Travel Accommodation and travel are not included in the participation fee. It is the responsibility of each stand partner to book and pay for their own travel to and from Frankfurt and your own accommodation directly. Visas Depending on your passport you will require a business visa for travel to Frankfurt, Germany. More information on applying for visas can be found at the Australian Government s travel advisory website. Cancellation Policy 50% cancellation fees apply from Monday, 1 February % cancellation fees apply from Monday, 1 March All cancellations must be confirmed in writing. Cancellation fees apply regardless of whether the participation fee has been paid. Invoicing Invoices are subject to applicable tax(es). Following acceptance for IMEX 2016, invoices will be raised in Australian Dollars (AUD), unless requested in Euros (EUR). The exchange rate utilised will be the applicable monthly rate at the time of invoicing. Invoices will be distributed in February Invoices will be sent to the address provided within your application unless otherwise requested.

5 Security Security services will be provided by the event organisers for the show. However, all participants are advised that all valuables should not be left unattended or unsecured at any time, as Tourism Australia accepts no responsibility for any loss or damage suffered by participants or visitors. Indemnity All participants must indemnify and keep indemnified Tourism Australia, its officers, employees, agents and contractors against all liability for death of or injury to persons or loss of or damage to property and all actions, claims, demands, losses, damages, costs and expenses whatsoever arising in respect of their participation in this event, unless such liability is caused by the negligence of Tourism Australia. Privacy Tourism Australia requires the following personal information in order to allow access to IMEX If the mandatory personal information requested is not provided, the participant will not be able to attend the event. Tourism Australia is bound by the National Privacy Principles in the Privacy Act 1988 (Cth) and by registering for IMEX 2016 you are taken to consent to our privacy policy, which is available at or CONTACT US For further information for IMEX 2016, please contact: SYDNEY Registration enquiries Tourism Australia Industry Events team E: Kelly Maynard Trade Programs Manager Business Events Australia I Tourism Australia T: E: LONDON Lene Corgan Business Events Manager UK/Europe Tourism Australia T: E: Insurance and Public Liability An organisation applying to exhibit at a Tourism Australia trade event must have public liability insurance to a minimum of $5,000,000. Evidence of the policy must be provided on the application form and a copy of this current insurance must be supplied to Tourism Australia. All participants are reminded that Tourism Australia DOES NOT: Accept responsibility or liability for any loss suffered by participants or visitors Provide or arrange for any insurance for, or on behalf, of participants or visitors Provide any indemnity for loss or injury suffered by participants or visitors Arrange insurance including public and product liability, workers compensation and property insurance. This the responsibility of the participant. Use of Your Image By attending Tourism Australia events, you acknowledge and agree that Tourism Australia and/ or its partners may take photos or recordings of participants (Materials) and that Tourism Australia and its partners may use the materials for future promotional and marketing purposes without further reference or compensation to the participant.

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