There are both sponsorship and exhibition opportunities at the meeting, detailed in the document below.

Transcription

1 Dear Prospective Exhibitor! We would like to extend to you an invitation to join us at the Society for Experimental Biology s Annual Main Meeting 2011 taking place from the 1 st 4 th July 2011 in Glasgow, Scotland. A little background The Society for Experimental Biology Annual Meeting has a reputation for attracting a wide range of international research scientists from universities, research institutions and industries, working in a variety of biological disciplines. The 2010 Annual Meeting attracted 850 delegates: from emeritus professors to first year students representing 56 countries in the fields of animal, cell and plant biology. The SEB recognizes the challenges you face in having to decide which conferences and exhibitions to take part in, where you will receive the best exposure and value for money at the same time, and we do our utmost to deliver both. Why exhibit? The SEB s exhibition at the Annual Main meeting is a non profit exhibition: its purpose is to add value for the attendees. With this in mind, the exhibition area is designed to ensure that your company will experience maximum exposure. The stand space is strategically placed inside the exhibition hall next to the scientific posters and refreshment points, and will offer excellent visibility for your company. Exhibiting during the SEB Meeting provides the opportunity to connect with delegates via some of the popular networking events that take place during the meeting. For example the Welcome Evening and Wine Trail attract the vast majority of delegates and encourage them to circulate within the exhibition area, providing an ideal opportunity to engage in discussion or demonstrate a new piece of equipment for the lab. The Venue The venue is the Scottish Exhibition and Conference Centre, located on the banks of the river Clyde in Glasgow. The SECC is a state of the art exhibition and conference centre, and is easily accessible by train, bus and taxi from the city centre. The venue contains lecture theatres within two minutes walk of each other and has been the venue of choice for two previous SEB Annual Meetings. Layout The layout of the exhibition has been designed to maximise traffic past your exhibit by ensuring that the exhibition is the central meeting point for the conference with the registration desk and morning and afternoon refreshment breaks taking place in the exhibition area. A floor plan will be available shortly. There are both sponsorship and exhibition opportunities at the meeting, detailed in the document below. Should you have any questions however, please do not hesitate to contact me by phone or . Kind regards Talja Dempster Conference and Communications Manager Society for Experimental Biology Direct Dial

2 Name: Surname: Position: Organization: CONTACT DETAILS Address: Town/City Postal/Zip Code: Country: Telephone No: Address: NB. We will be unable to confirm your booking without a valid address.

3 Sponsorship Opportunities Main Sponsor (One Sponsor Only) Cost: 6,000 + VAT What you get: Required Y/N? 4m x 2m prime exhibition space Short speech given by the sponsor at the opening plenary lectures Sponsor corporate message in the final meeting programme One A4 page advertisement in the meeting programme Hyperlink from the SEB meeting page to the sponsor s website Four Executive registrations to the meeting including the Conference Dinner One honour table (10 persons) reserved and identified at the conference dinner Sponsorship of SEB Wine Trail TOTAL to carry forward Associate sponsors (Two Sponsors Only) Cost: 3,500 + VAT What you get: Required Y/N? 3m x 2m exhibition space Acknowledgement of sponsor in the opening speech of the SEB President Short Sponsor s corporate message in the meeting programme Advertising in the final meeting programme Two executive registrations to the Meeting Hyperlink from the SEB meeting page to the sponsor s website Sponsorship of SEB Wine Trail TOTAL to carry forward Exhibition Opportunities No Required Cost Full 4-Day Package 3m x 2m 1,000+VAT 4m x 3m 2,000+VAT 2m x 6m 2,000+VAT 2-Day Package (1 st 2 nd July or 3 rd 4 th 3m x 2m 800+VAT July) 4m x 3m 1,500+VAT 2m x 6m 1,500+VAT Full 4 Day Publishers Package Per running metre of space 175+VAT SEB Wine Trail - Friday 1 st July (this includes wine and servers) 275+VAT Pre-Meeting ing Confirmed Exhibitors Only 250+VAT Registration of additional Company Executives 50 TOTAL to carry forward

4 Promotional Marketing Scientific Programme Sponsorship No Required Item Cost Total Individual Speaker sponsored (with agreement of 500 speaker and session organisers) Session Sponsorship (with agreement of session 1,000 organiser) Visibility Sponsorship Exhibition Hall Refreshment Breaks (Covers two 1,000+VAT breaks) Wi-fi Access and Internet Café 5,000+VAT Badge Holders and lanyards 3,000+VAT Conference Delegate bags 4,000+VAT SEB Glasgow 2011 Conference Dinner 5,000+VAT Advertising Opportunities Advertising space in the Programme book Inside front cover: full page, full colour 700+VAT Inside back cover: full page, full colour 700+VAT Outside back cover: full page, full colour 900+VAT Full page: full colour 500+VAT Half page: full colour 400+VAT Full page: black and white 300+VAT Half page: black and white 200+VAT Sub Total VAT TOTAL to carry forward Booking & Payment Policy Bookings of support and advertising space will be administered on a first come, first served basis. The booking will be reserved on a provisional basis after receipt of the completed booking form. An invoice will then be sent out for the total amount of the booking and reservations will be confirmed once payment has been received. If payment is not received within 30 days from date of invoice the provisional booking will be released. Payment Policy An invoice for full payment will be issued upon receipt of booking form. Payment should be made within 30 days of receipt of invoice. Cancellation charges Prior to 1 st March 2011 Sponsorship is refunded in full less 100 administration fee. Between 1 st March and 29 th April 2011, 50% of total payment will be refunded. After 29 th April 2011 Sponsor must pay entire fee. No refund will be issued and any outstanding amounts will be invoiced.

5 Company Name: Contact Person: Contact Number and/or PAYMENT DETAILS Sponsorship fee carried forward: Exhibition fee carried forward: Promotional marketing fee carried forward: Total to Pay I am paying by Credit/Debit Card (delete as appropriate) Card Type: Visa Master Card Maestro Switch American Express Total amount to debit in sterling: Card Number: Security Code: (the security code is the last three numbers on the signature panel on the back of the credit card) Expiry date: Start date: Issue Number: Name of Cardholder: Signature of Cardholder: Please send this completed form and payment to: The Society for Experimental Biology Charles Darwin House 12 Roger Street London WC1N 2JU UK Fax to: +44 (0) or to: t.dempster@sebiology.org For further information please contact the office on +44 (0) Please note that neither the SEB nor the Scottish Exhibition and Conference Centre (SECC) will accept any responsibility for accidents or for damage to or loss of property at the meeting.

6 Terms and Conditions Non-Profit Exhibitors Non-Profit exhibitors may book an exhibition stand at the reduced Publishers Rate. The organisation must be recognised as a charity. Exhibitor guests Confirmed exhibitors can invite their local customers to visit the SEB Exhibition as their guests. Please register guests with Talja Dempster (t.dempster@sebiology.org). Any exhibition guest wishing to take part in the scientific proceedings must register as a delegate at Exhibitor catalogue As a service to both exhibitors and delegates each confirmed exhibitor is entitled to a free 50-word description of their exhibit which will be published in the programme and abstract book. The description should be typed in paragraph form. It should be brief and factual on the products or services the company will be exhibiting and should be accompanied by the company logo in TIF format, of quality no less than 300dpi. The description will appear under the company name listed on the exhibition booking form and will also be publicized on the SEB website. The description should be submitted as a word file to t.dempster@sebiology.org, no later than 15 th April It is the responsibility of the exhibitor or sponsor to provide the entry for the Exhibitor s Catalogue. If the description is not provided only the name of the exhibiting company and the stand number will appear in the catalogue. The Exhibitor s Catalogue entry is important, as it will help direct delegates to their stand. Exhibitors who apply for booth space after the 15 th April 2011 or exhibitors who have not sent in their stand payments will be listed in the exhibitor addendum only. Exhibition Stand Description Each exhibition stand will be equipped with shell scheme, one company name panel/ facia, one power socket, one trestle table and two chairs. Storage of Crates and Boxes There is no storage facility available at the Scottish Exhibition and Conference Centre. Under no circumstances may packaging material be left in the aisles of the Exhibition. Stand and advertising items may be delivered on Thursday 30 th June If exhibition equipment is delivered on any other day the SECC will not accept it. Exhibitor badges All exhibitors and their guests must be registered. Badges will be available on site at the Registration Desk. Badges must be worn at all times while in the exhibition area. The exhibiting company will be responsible for the actions of anyone authorised to receive a badge under the exhibiting company s name, including their invited guests. Each representative who is issued with an Exhibitor s badge must be employed by the Exhibitor or have a direct business affiliation. Only representatives who are employed by the exhibiting company and who will be working in the exhibition stand are to be registered via the exhibition registration form. Exhibitor badges will not be issued to registrants who should pay the registration fee or to representatives of leasing companies, financial institutions, suppliers, vendors, or others who wish to gain admittance for the purpose of making contacts. Exhibitor accommodation Accommodation can be booked through online booking website.

7 Rules and Regulations Definitions The term Exhibition in all cases refers to the trade exhibition being held in conjunction with the SEB Glasgow 2011, 1 st 4 th July The term Exhibitor includes any person or firm, company, association and its employees, servants or agents to whom space has been allocated for the purpose of exhibiting at the Exhibition. The term Organisers means Talja Dempster, the appointed Exhibition Co-ordinator, on behalf of the Society for Experimental Biology. The term Premises refers to those portions of the Scottish Exhibition and Conference Centre licensed to the Organisers. General Conditions The Organisers are responsible for the control of the Exhibition areas. Exhibitors must comply in all respects with the requirement of every appropriate authority, with the Terms of Agreement by which the Organisers may occupy the Premises and with the Policies of insurance affected by the Organisers. Insurance Exhibitors are reminded of the need to cover themselves fully against all risks at the Exhibition. The Organisers are not obliged to return any monies paid for space in the event of the Exhibition being abandoned, postponed or altered in any way in whole or in part or if the Organisers find it necessary to change the date of the Exhibition. All risks on loss or damage to the Exhibitor s property, fixtures, fittings and all other property of a similar nature such as personal property of directors, principals and employees whilst on the Exhibition premises and transit risks to and from the Exhibition. If the Exhibitor should fail to remove all property or otherwise fail to vacate the Exhibition premises on Monday 4 th July 2011 by 19:00 and due to any cause whatsoever, the Exhibitor shall be fully responsible for any penalties imposed by the Premises or any other losses and costs incurred by the Organisers as a result of the Exhibitor failing to vacate the Premises by the agreed time and without prejudice to any other right or remedy of the Organisers. The Organiser may remove any property of the Exhibitor left at the Exhibition after this time and the Exhibitor shall pay costs of such removal on the Organisers demand. Liability to the public may arise out of the Exhibitors activities and should be covered by insurance. Insurance should be affected with the minimum delay. Liability Whilst the Organiser will endeavour to protect exhibition property whilst on display at the Exhibition it must be clearly understood that the management of the Premises, the Society for Experimental Biology and the Organiser cannot accept liability for any loss or damage sustained or occasioned from any cause whatsoever. Exhibitors will be responsible for all damage to property and for any loss or injury caused by them or their agents or employees and will indemnify the Organisers against all claims and expenses arising there from. In the event of it being necessary for any reason whatsoever for the Exhibition to be abandoned, postponed or altered in any way, in whole or in part, or if the Organisers find it necessary to change the dates of the Exhibition, the Organisers shall not be liable for any expenditure loss or damage resultant upon the intervention of any Authority which restricts the use of the Premises in whole or in part in any manner whatsoever.

8