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1 PCO Conference SponsorshipProspectus Business Events: New World Management Strategies 28th 30th November 2013 Pullman Melbourne, Albert Park PCO CONFERENCE

2 CO Conference 013 CONT NTS Invitation to Sponsor The Conference Conference Participants Program Highlights Destination Sponsorship Benefits PCO Conference Marketing Campaign Customised Packages Sponsorship Packages Supply of Product Conference Investment Conference Exhibition Advertising Are you a PCO Business Partner? Important Information...09 Sponsorship and Exhibition Booking Form Terms and Conditions...11 PCO CONFERENCE

3 Remember: business opportunities are like buses, there, s always another one coming. ~ Richard Branson Invitation tosponsor The Conference The conference will examine the challenges and opportunities, trends and issues currently facing our industry from new Government legislation, the rising expectations of conference stakeholders, delivering best outcomes in an environment of ever changing technology and the impact of globalisation and the web. We are at the dawn of a new era, requiring a broad range of communication tools and management skills to connect with a diverse demographic. We will examine improved ways of applying the skills we already have in our project management collection, and explore what is required to take advantage of the changes to the business world in which we operate. Remember business opportunities are like buses, there s always another one coming. Richard Branson The Professional Conference Organisers Association Inc is proud to host the 2013 PCO conference and exhibition, Business Events: New World Management Strategies. This important conference will be held at Pullman Melbourne Albert Park from Thursday November 28th to Saturday November 30th. The packages outlined in this document offer a variety of exposure levels at the conference. The opportunity also exists to meet with delegates through attending the conference social functions. The committee appreciates your consideration of support for this event and looks forward to the opportunity to develop a mutually beneficial partnership. Conference Participants Building on the past successful conferences and the growing interest in industry issues relating to Professional Conference Organisers, this year s conference is expected to attract upwards of 200 attendees. The target audience will comprise the following:- Owners/Directors of Conference and Event Management companies Conference Managers, Supervisors and Coordinators from independent conference and event management companies In-house Association Conference and Event Managers, Supervisors and coordinators In-house Government Conference and Event Managers, Supervisors and Coordinators In-house Corporate Conference and Event Managers, Supervisors and Coordinators Conference and Event Management educators PCO CONFERENCE

4 Program Highlights The program is intended to provide all participants with an opportunity to contribute and learn. The program will include: Keynote presentations and hands-on workshops by renowned Australian and New Zealand Speakers Concurrent sessions, workshops and panel sessions Networking Functions Trade Exhibition Destination Victoria s capital, Melbourne, sits on the Yarra River and around the shores of Port Phillip Bay. Lauded for its sense of style and elegance, Melbourne boasts glamorous festivals and events, Australia s best shopping, a lively passion for eating and drinking, and a flourishing interest in the arts. Restored and preserved nineteenth-century architecture, built following the discovery of gold, provides a heady reminder of a prosperous age, while beautifully tended parks and gardens present a therapeutic respite from the pace of city life. Sponsorship Benefits The conference and exhibition will provide unique opportunities to present products and services to a large number of enthusiastic prospects in an economical manner. Conference sponsorship will provide positive results and raise your profile to potential customers and decision makers. Some of the benefits include the following opportunities: Maintain a high profile in valuable target markets before, during and following the event. Demonstrate your organisations commitment to the Australian and New Zealand Conference and Event industry. Consolidate corporate relationships and expose your staff to your key markets. Enable your organisation s representatives to mix informally with industry professionals from Australia and New Zealand. The conference will allow your organisation to benefit significantly from constant exposure to an interested, relevant and influential audience in a relaxed environment, away from the competition of everyday distractions. As an added benefit daily catering will be served in the exhibition area, thus maximising exhibitor exposure to delegates. PCO CONFERENCE

5 How Your Organisation will Benefit from the PCO Conference Marketing Campaign The PCO Association has around 9000 contacts on their database providing an excellent opportunity to promote your organisation and/or products and services to a specific target audience. Campaign Distribution of 9000 colour A4 Registration Brochures (including sponsor adverts & logos) across Australia and New Zealand. A minimum of 15 personalised shots to the database of 9000 providing updates about the conference. E-newsletter listings about the conference on local, state and federal government, and affiliated associations. Online campaign Listings on Australian and New Zealand related associations websites. Print & Media campaign Conference Handbook (full colour A4) all delegates receive a copy of the Conference Handbook in their satchel all Sponsors and Exhibitors are given a write up about their company which includes their representatives names, contact details and company logo as well as a description of their products and/or services. Media releases and articles provided to local newspapers and industry related publications with a conference and meeting focus. Customised Packages A variety of packages have been designed to suit all marketing objectives and budgets however the committee recognises that some aspects might need adjustments to better suit the needs of your organisation. Please contact the conference secretariat to discuss how we can tailor a customised sponsorship package that suits your requirements. PCO CONFERENCE

6 Sponsorship Packages Supply of Product Sponsorship Benefits The following benefits are included in ALL Sponsorship Packages for the supply of your company services. Half page (A4) advertisement in the registration brochure (if confirmed before distribution). Half page (A4) advertisement in the conference handbook. One full complimentary registration including one ticket to the networking functions. Opportunity to purchase one additional registration for $550. Naming rights to the relevant sponsorship package - to be displayed on all conference literature. Acknowledgment by sponsor s name at opening and closing ceremonies. Sponsor name and logo mentioned on all PCO 2013 literature. Sponsor logo with links on PCO conference website. Company listing including 50 word promotional paragraph in the conference handbook. Satchel insert not to exceed 4 pages and no larger than A4 in size. Certificate of Appreciation. Speaker Sponsor Have your company and your professional presenters recognised as an industry leader by presenting at the 2013 PCO Conference. As a Professional Speakers Bureau you will cover all speaker costs and expenses for Business Oriented speaker(s) for the conference program Speaker to be approved by the Association. Entertainment Sponsor Dazzle our PCO delegates with an entertainment performance they have never witnessed before. This sponsorship package is available to a Professional Entertainment Bureau who is able to promote one or more quality entertainers in covering all their costs and expenses to perform at one of more social function Entertainer to be approved by the Association. Delegate Satchel Sponsor This package is offered to a Promotional Products Company who can provide each delegate a conference satchel to carry during the conference and for use beyond the event. The conference and sponsoring organisation logo printed on every satchel along with the inclusion of the sponsor s business card Artwork and logo placement to be approved by Association. Name Badge Sponsor All delegates will receive a name badge upon registration, which are required to be worn for the duration of the conference. This package is offered to a Promotional Products Company who can supply the lanyards and name badge pockets. Your company will be on continual display with over 200 delegates wearing your company branded lanyards. Items to be approved by the Association. Sold Sponsorship Packages Conference Host Venue Sponsor Conference Theming Sponsor Audio Visual Sponsor Trade Exhibition Build Sponsor Smartphone App Sponsor Delegate Gift Sponsor Leave a lasting memory with our PCO delegates by supplying each attendee a gift. This package is designed for a Promotional Products Company that can supply each delegate a gift to be presented with your company branding and business card Delegate gift to be approved by the Association. Speakers Gift Sponsor Each speaker will be presented with a gift of appreciation. Have your company associated as a quality supplier of promotional products by supplying the speaker gifts. This gift will be presented with the sponsor s business card Speaker s gift to be approved by the Association. PCO CONFERENCE

7 Conference Investment Maximise your brand and visibility at the 2013 PCO Conference by investing in one of the following packages and be seen as an industry leader. Investment Benefits The following benefits are included in ALL Investment Packages. Please refer to each package for additional benefits. Naming rights to the relevant investment package to be displayed on all conference literature. One full complimentary registration including one ticket to the networking functions. Opportunity to purchase one additional registration for $550. Acknowledgment by sponsor s name at opening and closing ceremonies. Sponsor name and logo mentioned on all PCO 2013 literature. Sponsor logo with links on PCO conference website. Company listing including 50 word promotional paragraph in the conference handbook. Satchel insert not to exceed 4 pages and no larger than A4 in size. Certificate of Appreciation. Internet CafE' $6,000 The Internet Café is available to PCO delegates to use and will become part of your double booth. The Café will host 2 PC s with Internet connections and a splitter with 2 connections for delegates using their own laptops. Sponsor to provide PC s splitters and internet connections and tables and chairs. Additional Benefits Double exhibition booth in the trade exhibition area. Half page (A4) advertisement in the registration brochure and conference handbook. One additional full complimentary registration including one ticket to the networking functions. REGISTRATION BROCHURE $4,000 The registration brochure is an online document including details on the conference and registration. This document is highly distributed by through our own and supporting association networks. Additional Benefits Full page (A4) advertisement in the registration brochure. Half page (A4) advertisement in the conference handbook. CONFERENCE HANDBOOK $4,000 The handbook, containing speaker biographies, conference program and exhibition information will be provided to delegates onsite. This publication will be a valuable reference for all delegates long after the conference, providing a high level of exposure. Additional Benefits Half page (A4) advertisement in the registration brochure. Full page (A4) advertisement in the conference handbook. KEYNOTE PRESENTER $3,500 Have your company associated with a leader in the industry, by meeting the expenses of one of our Keynote Presenters. Additional Benefits Half page (A4) advertisement in the registration brochure and conference handbook. Company logo displayed on the title slides of the keynote session Prominent display of signage in the main plenary room NETWORKING FUNCTIONS $3,000 There will be two Networking Functions during the conference encouraging further interaction between exhibitors and delegates. Additional Benefits Quarter page (A4) advertisement in the registration brochure and conference handbook. Welcome and address guests (5 minutes). Prominent display of signage within the function room. CONCURRENT SESSION $2,500 The program is the main focus for all delegates leading to high company exposure as a concurrent session sponsor. Additional Benefits Quarter page (A4) advertisement in the registration brochure and conference handbook. Company logo displayed on the title slides of the concurrent session Prominent display of signage in the concurrent session room PCO CONFERENCE

8 Conference Exhibition Take part in the 2013 PCO Conference exhibition to ensure maximum exposure to the leaders in the industry. This is a great opportunity to connect with current and existing clients, as well as create new relationships. Morning and afternoon teas and lunches will be located within the exhibition to ensure that your company has excellent exposure to delegates. A professional exhibition contractor will construct the booths and assist with modifications. They will provide help and advice for any special requests. It is highly recommended that all furniture and trade booth accessories are booked directly with the appointed exhibition contractor. Positions will be allocated by the Association based on each organisation s level of sponsorship, the date of booking, and proximity to competitors. exhibition benefits Single Booth (3m x 2m) $2,950 Double Booth (6m x 2m) $4,950 Booth structure including header board with your company name Power outlet and spotlight One full registration per booth including attendance at all conference sessions and Networking Functions. Opportunity to purchase additional exhibitor registration for $550. (Maximum of 2 exhibitors for single booth and 4 for double booth). Exhibitor listing on PCO 2013 conference website. Exhibitor listing in PCO conference handbook. ARE YOU A PCO BUSINESS PARTNER? PCO Business Partners receive a discount on selected Exhibitor and Sponsorship Packages. The Business Partner program is available to organisations who supply to the conference and events sector and is designed to facilitate engagement between PCOs and the greater conference, meetings, and events community. More information, including a list of benefits, is available on the PCO website. Make your sponsorship dollar go further by becoming a Business Partner now! Advertising Opportunities are available to place advertisements in the PCO 2013 Registration Brochure or Conference Handbook. These adverts are subject to confirmation upon completion of design of the conference literature. ADVERTISING Full page $1,800 Half page $950 Quarter page $550 The following surcharges apply to the above prices for prominent locations: Back Cover* 50% Inside Front Cover 50% Centre Pages 25% *Back Cover advertising is only available when it is not taken up as part of the registration brochure and conference handbook packages. SATCHEL INSERT Exhibitor (per insert) $525 Non-Exhibitor (per insert) $625 All delegates will receive a satchel upon registration. Each insert not to exceed 4 pages and be no larger than A4 in size. Insert numbers are restricted so book early to avoid disappointment. CONFERENCE PAD & PEN SET Exhibitor $695 Non-Exhibitor $745 An opportunity exists for an organisation to provide conference delegates with a note pad and pen set. This is a great opportunity to promote your company to all the delegates as you are able to print your logo on the items supplied. This package will be accepted on a first in basis. PCO CONFERENCE

9 Important Information Logos Upon confirmation of sponsorship or exhibition please forward a copy of your company logo in print quality format (preferably eps format or PDF) to the conference secretariat to ensure full acknowledgement and promotion of your involvement in the conference is received. Show your support of this important event by including the conference logo on your company s website. Please contact Conference Secretariat, Sarah Jones for a copy of the PCO logo. Company Description Recognition as a sponsor or exhibitor will be included in the conference handbook. A maximum 50 word company description should be ed to the conference secretariat by 20th September Please ensure you include the following details as outlined here: Company Name: Contact Name: Address: Phone: Web URL: Conference Handbook Advertisements Upon confirmation of sponsorship or advertising a media kit with advertisement specifications will be ed. All handbook artwork must be ed to the conference secretariat by 20th September Register your Booth Prize Encourage delegate attendance to your booth with a competition/ raffle. Inform the conference secretariat of your competition and prizes and the details will be promoted to the conference delegates. For further information on sponsorship and exhibition, please contact: Sarah Jones, Conference Secretariat Ph: PCO CONFERENCE

10 013 Sponsorship & Exhibition Booking Form Contact name:... Organisation:... Address:... Phone: ( )...Fax: ( ) Sponsorship Opportunities c Speaker Sponsor c Entertainment Sponsor c Delegate Satchel Sponsor c Name Badge Sponsor c Delegate Gift Sponsor c Speaker Gift Sponsor conference investment Supply Supply Supply Supply Supply Supply c Internet Café $ 6,000 c Registration Brochure $ 4,000 c Conference Handbook $ 4,000 c Keynote Presenter $ 3,500 c Networking Functions $ 3,000 c Concurrent Session $ 2,500 exhibition opportunities c Single Booth $ 2,950 c Double Booth $ 4,950 Booth Preferences: advertising c Full page $ 1,800 c Half page $ 950 c Quarter page $ 550 c Back page Add 50% c Inside front cover Add 50% c Centre pages Add 25% Ad to be included in the: c Registration Brochure c Conference Handbook Conference Pad & Pen Set c Exhibitor $ 695 c Non Exhibitor $ 745 Satchel Insert c Exhibitor $ 525 c Non Exhibitor $ 625 c Extra Registration $ 550 Qty... TOTAL:... All sponsorship and exhibition prices in this document are in Australian dollars and are inclusive of Australian GST. We agree to the Terms and Conditions of Payment and Cancellation herein. A GST invoice will be forwarded on receipt of this booking form. Please note payment may be made by either Mastercard or Visa a 3% credit card surcharge applies Name of authorised person:... Position:... Signature:... Date:... All enquiries regarding PCO Association Sponsorship and Exhibition should be directed to: Sarah Jones, Conference Secretariat PO Box 29, Nerang QLD 4211 Ph: Fax: PCO CONFERENCE

11 013 Sponsors and Exhibitors Terms and Conditions This document contains the standard terms and conditions of participating in PCO 2013 that form part of the contract. It should be read in conjunction with the Sponsorship and Exhibition Prospectus. The Contract 1. the term Organiser refers to Professional Conference Organisers Association Inc. (PCO Inc.) and includes associations, corporate and government bodies who have engaged PCO Inc. as their representative. 2. The term Exhibitor includes any person, firm, company or corporation and its employees and agents identified in the Application Form or other written request for exhibition space. 3. The term Sponsor includes any person, firm, company or corporation and its employees and agents identified in the Application Form or other written request for sponsorship. 4. A contract is formed between the Organiser and Exhibitor and/or Sponsor when the Organiser accepts the signed Application Form and receives 100% of the total amount owing as payment in full. 5. The Organiser may cancel the contract at their discretion if the full amount is not received within 28 days of lodging the Application Form. Additionally, the Organiser reserves the right to cancel the contract by returning the amount paid within 28 days of receipt. The Application 6. the Organiser reserves the right to refuse application or prohibit any Exhibitor and/or Sponsor from participation without assigning a reason for such refusal or prohibition. Exhibition Obligations and Rights of the Organiser 7. The decision of the Organiser is final and decisive on any question not covered in the contract. 8. the Organiser agrees to allocate the Exhibitor an exhibition space as close as possible to their desired location. 9. the Organiser reserves the right in unforeseen circumstances to amend or alter the exact site of the location of the stand and the Exhibitor undertakes to agree to any alteration to the site or the space re-allocated by the Organiser. 10. The Organiser reserves the right to change the exhibition floor layout if necessary. 11. the Organiser is responsible for the control of the exhibition area only. 12. the Organiser may shorten or lengthen the duration of the exhibition and alter the hours during which the exhibition is open to visitors. 13. the Organiser agrees to provide the Exhibitor with an Exhibitor Kit prior to the exhibition for the purpose of communicating required actions on the part of the Exhibitor. 14. The Organiser has the right to take action based on verbal or written directions including those contained in the Exhibitor Kit. This is to ensure that all laws in connection with the exhibition are complied with, to prevent damage to person or property and to maximise the commercial success of the exhibition. 15. The Organiser may refuse without limitation to permit activity within the exhibition or may require cessation of particular activities at their discretion. 16. the Organiser reserves the right to specify heights of walls and coverings for display areas. 17. the Organiser reserves the right to disapprove the content and presentation of the Exhibition catalogues, acknowledgments, handbills and printed matter with respect to the exhibition. 18. the Organiser may determine the hours during which the Exhibitor will have access to the exhibition venue for the purpose of setting up and dismantling. 19. the Organiser reserves the right to refuse any person including exhibitor staff, representatives, visitors, contractors and/or agents entry to the exhibition if they do not hold a purchased or complimentary entry card. 20. the Organiser will specify conditions relating to the movement of goods and displays, prior, during and after the exhibition. 21. the Organiser will specify any regulations with regard to sound levels including microphones, sound amplification, machine demonstrations and videos. The Exhibitor agrees to abide by these. 22. the Organiser will accept no liability for loss or damage of equipment displayed or used by the Exhibitor. 23. the Organiser will arrange for daily cleaning of the aisles outside the exhibition open hours. Obligations and Rights of the Exhibitor 24. The Exhibitor must ensure that all accounts are finalised and paid by the start date of the exhibition. 25. The Exhibitor must use allocated space only for the display and promotion of goods and/or services within the scope of the exhibition. 26. the Exhibitor must make every effort to maximise promotion and commercial benefits of participating in the exhibition. 27. The Exhibitor must comply with all directions / requests issued by the Organiser including those outlined in the Exhibitor Manual. 28. the Exhibitor must comply with all applicable laws, including laws in relation to occupational health & safety. The Exhibitor will therefore act with care to avoid damage to persons or property in the exhibition. 29. the Exhibitor must ensure the cleanliness and tidiness of their allocated space. Upon the conclusion of the exhibition the Exhibitor will promptly remove all exhibits, tools and other materials. If the Exhibitor fails or refuses to do so, the Organiser will make arrangements for this to be done by an external party at a cost to be paid by the Exhibitor. 30. the Exhibitor will not display an exhibit in such a manner as to obstruct or affect neighbouring exhibitors. This includes blocking or projecting light, impeding or projecting into aisles or neighbouring exhibition space. 31. the Exhibitor will submit plans and visuals of custom designed exhibits to the Organiser for approval prior to the commencement of the exhibition. Exhibitors failing to do so may be denied access to the exhibition to set-up or may be requested to cease building. PCO CONFERENCE

12 the Exhibitor is responsible for all items within their allocated exhibition space. 33. The Exhibitor agrees to adhere to all fire regulations and will refrain from using flammable or dangerous materials within the exhibition. Written approval must be sought from the Organiser if flammable or dangerous materials are required for the success of the exhibit. 34. The Exhibitor will not use nails, screws or other fixtures on any part of the premises including walls and floor unless authorised by the Organiser. In any case all permanent damage will result in the Exhibitor paying for all repairs. An invoice will be issued after the event and will be payable within 14 days. 35. The Exhibitor agrees to comply with all instructions relating to delivery times. The Exhibitor acknowledges that the Organiser will not be able to provide assistance in tracking lost deliveries. The Exhibitor agrees that the Organiser will not be liable for any goods rejected by the venue or lost or damaged prior to the delivery date specified or on return. 36. the Exhibitor agrees to abide by requests made by the Organiser to stop any activity that may cause annoyance to others in the exhibition. 37. the Exhibitor agrees to conduct all business transactions within their allocation exhibition space unless otherwise approved by the Organiser. Storage of goods 38. Instructions regarding storage will be outlined in the Exhibitor Manual distributed prior to the exhibition. Under no circumstances are goods permitted to be stored in public areas. Stand Services and Construction 39. Official contractors will be appointed by the Organiser to undertake stand construction plus supply furniture, electrics, telecoms and IT equipment. This is for insurance and security reasons. All non-official contractors wishing to enter the exhibition are required to produce current Certificates of Currency for Insurance, Public Liability and OH&S. Access will be denied without such documentation. Insurance and Liability 40. All Exhibitors must have Public Liability Insurance for the period of the exhibition and must be able to produce this documentation immediately at the request of the Organiser. 41. Exhibitors must insure, indemnify and hold the Organiser harmless in respect of all damages, injuries, costs, claims, demands, expenses and interest for which the Organiser may become liable. 42. Whilst the Organiser will endeavour to protect exhibition property whilst on display at the exhibition, if must be clearly understood that the venue, the Organising Committee and the Organiser cannot accept liability for any loss or damage to property sustained or occasioned from any cause whatsoever. 43. The Organiser shall not be liable for any loss, which the exhibitor may incur as a result of the intervention of any Authority, which prevents the use of the premises or any part thereof in any manner whatsoever. 44. The Organiser will not be liable and makes no guarantee of the number of visitors to the exhibition. Equally the Organiser will not be accountable for the level of commercial activity generated. Payment and Cancellation % of your total exhibition fee must accompany your booking. Booth selections will not be allocated until payment is received. 46. Payments are to be made in Australian dollars by cheque, credit card or bank draft. All prices quoted in the prospectus include GST. 47. Payments are to be made payable to: PCO Association Inc, PO Box 29, Nerang Qld 4211, AUSTRALIA 48. In the event that the Exhibitor fails to occupy their allocated exhibition space by the advertised opening time, the Organiser is authorised to occupy this space in any manner deemed to be in the best interest of the Exhibition. The Exhibitor contracted to this space will remain liable to all Terms and Conditions of Contract and will not be eligible for a refund. 49. In exceptional circumstances the Organiser may consider Exhibitor cancellation; but only if the following conditions are complied with: a. The request for cancellation is submitted in writing. b. The request is received at least five (5) months prior to the commencement of the exhibition. c. the Organiser is able to re-let the cancelled space in its entirety. d. the reason for the cancellation is, in the opinion of the Organiser, well founded. This excludes bankruptcy, liquidation & receivership. 50. The Exhibitor accepts that if cancellation occurs before 30th July, % of the total contracted cost to exhibit will be retained by the Organiser. No refunds will be made after 30th July, 2013 except as per the terms outlined in clause 49 above. Sponsorship Payment and Cancellation % of your total sponsorship fee must accompany your booking. 52. Payments are to be made in Australian dollars by cheque, credit card or bank draft. All prices quoted in the prospectus include GST. 53. Payments are to be made payable to: PCO Association Inc PO Box 29, Nerang Qld 4211, AUSTRALIA 54. Your cancellation must be advised in writing. 55. The Sponsor accepts that if cancellation occurs before 30th July, 2013, 25% of the total contracted cost to sponsor will be retained by the Organiser. If cancellation occurs after 30th July, 2013, no refunds will be made. 56. The Organiser appreciates your support and cooperation and looks forward to working with you. The information contained in this prospectus is correct at the time of publication. The committee reserves the right to change any part of the prospectus. PCO CONFERENCE

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