Destination NSW North America Mission 2015 PROSPECTUS

Transcription

1 Destination NSW North America Mission 2015 PROSPECTUS Monday, 2 November Friday, 13 November 2015

2 Event Overview The Destination NSW (DNSW) North America Mission is designed to showcase Sydney and New South Wales (NSW) products and destinations to key trade partners, and to educate agents, product managers and front-line wholesale staff about NSW. Ultimately, the Mission is designed to contribute to increasing overnight visitor expenditure to NSW. The Mission will take place from Monday, 2 November until Friday, 13 November across nine cities; Miami, Boston, New York, Philadelphia, San Antonio, Houston, Seattle, San Francisco and Los Angeles. DNSW coordinates all arrangements for Mission participants as outlined in the Participation Package (see page 3). Market Profile The USA is a key market for NSW and results from the International Visitor Survey released in YE March 2015, show that the USA is NSW s fourth largest international inbound market in terms of visitor s numbers and visitor nights. In YE March 2015, NSW welcomed 334,736 visitors from the USA up 8.46% from the year ending March These visitors stayed 4.4 million nights with an average length of stay of 13 nights. Visitors from the USA spent an estimated $557 million in NSW (year ending March 2015), making the USA the third largest market in terms of total expenditure in NSW. Additional market information on the USA visitor profile to NSW can be located on the Destination NSW website Objectives Grow overnight visitor expenditure for NSW by: Increasing destination and product awareness Raising the profile of NSW tourism suppliers Growing business opportunities for NSW tourism suppliers with key North American trade partners Establishing and strengthening travel industry relationships with North American product managers Providing product education for retail, front-line sales and reservation staff, who play a crucial role in securing bookings Generating media exposure for destinations and marketing initiatives Creating opportunities for NSW tourism suppliers to contract with relevant wholesalers in North America Showcasing NSW key experiences, cities, regions and events to key trade partners. Eligibility to Participate With a maximum of 12 registrations available, preference will be given to NSW tourism suppliers who most strongly meet the eligibility criteria. Each applicant must demonstrate how they meet the criteria via their application. In order to showcase the depth and diversity of tourism products, and to maintain and stimulate interest in the destination, DNSW reserves the right to determine final participation. 2

3 Eligibility criteria: Tourism suppliers must be export ready and paying appropriate commissions Suitability of product for the North American market Availability of product in the North American market, appropriate booking facilities or inclusion in trade programs Marketing product collateral relevant to the North American market (i.e. brochure, factsheet, online collateral) Demonstrated marketing and promotional activities in the market including advertising in trade/consumer promotions and/or participation in previous inmarket initiatives Long-term operational stability and commitment to selling to the North American market Total emphasis must be on NSW products/destinations. National products or products representing destinations other than NSW will be requested not to promote those products Inbound Tour Operators are not eligible to attend the Mission Product must be represented by a NSW based representative Tourism suppliers must have no outstanding debts with DNSW Undertaking to ensure receipt of requested materials and payment by deadline dates. Participation Package Participation cost for a delegate/tourism supplier is AUD$4,500 (exclusive of GST) If successful, the following is included in the participation package: Ten nights hotel accommodation (single room occupancy) Welcome pack including: market intelligence, name badge, uniform, Mission program and detailed contact list of agents and wholesale product managers attending the Mission Inclusion in the NSW tourism supplier directory which is provided to all North American agents attending the Mission Market briefing hosted by DNSW (in-market) Attendance at workshop and agents training sessions including supply of meals (where specified) Attendance at the welcome dinner as outlined in the program DNSW escorts for the duration of the Mission One-way economy class flights from Miami to Boston to New York to San Antonio to Houston to Seattle to San Francisco and Los Angeles. Return economy class train travel if required Coach transfers to and from USA cities, airports, hotels and event venues will be arranged by DNSW and are outlined in the draft program (see page 7). Any transfers outside of the scheduled program will be at the participants own expense. The participation package excludes the following: Items of a personal nature such as laundry, mini bar, telephone, internet, Wi-Fi All other transfers not outlined in the program Meals and beverages not outlined in the program Accommodation outside the Mission dates including Saturday, 7 November International flights to/from Australia (or any other destination) to the start and end destinations of the Mission Baggage fees on US domestic flights payable at check in counter at time of flight Brochure shipment or freight charges Travel insurance, passport and visa applications Tipping and gratuities. 3

4 Payment Invoices will be sent to tourism suppliers by DNSW. Payment must be made as per the terms outlined on the invoice. Failure to meet deadlines and payment will result in the cancellation of your participation, as space is limited. Cancellation and Refund Policy This Mission will consist of a minimum of 10 and a maximum of 12 suitable NSW tourism suppliers. Should the minimum number not be reached, the Mission may not proceed and this decision will be made at the discretion of DNSW. This decision will be made by Monday, 14 September 2015 and all registered applicants advised. For cancellations received on or before: Friday, 2 October pm (Sydney time) refund of total fee AUD$4,500. For cancellations received after: Friday, 2 October pm (Sydney time) No refund will be provided. All cancellations must be received in writing to emma.l.kelly@dnsw.com.au Key Dates and Deadlines Please take note of the key dates and deadlines outlined below. Adherence to these deadlines will assist you in planning your participation in the Mission. Applications open Friday, 28 August 2015 Applications close Friday, 11 September 2015 Acceptances advised Monday 14, September2015 Signed confirmation of your participation required Thursday, 17 September 2015 Review of your company listing in the NSW Tourism Thursday, 17 September 2015 Supplier Directory Invoices issued Thursday, 1 October 2015 Cancellation fees applicable from Friday, 2 October 2015 Accommodation details supplied Monday, 5 October 2015 Final payment due Wednesday, 21 October 2015 Sydney pre Mission briefing (if required) Friday, 23 October

5 Air Travel / Other Travel International flights to/from Australia or any other destination will be the responsibility of the participant. We recommend that you purchase your international airfare as soon as you receive confirmation of attendance for the Mission to ensure you receive the best available fare. The participant must have a valid passport to enter USA. The participant should also be aware of customs formalities when entering the USA. Domestic flights from Miami to Boston, New York to San Antonio, Houston to Seattle, Seattle to San Francisco, San Francisco to Los Angeles will be arranged on your behalf by DNSW. These economy class one-way flights are included in the participation fee. Visas and Travel Documentation You must have a valid passport with at least six months of remaining validity from the date of entry to the destination. Most Australian passport holders are able to travel to the USA without a visa by using the Visa Waiver Program (VWP). The VWP allows travel to the USA for tourism or business, for stays of 90 days or less. Under the VWP, all eligible travelers must apply for authorisation using the Electronic System for Travel Authorisation (ESTA). This ESTA authorisation must be completed prior to departure and there is an administrative fee of approximately AUD$14. If you do not hold an Australian passport, click here for a list of countries that participate in the VWP. To apply for ESTA authorisation to travel to the USA click here. For further information on USA visas, travel documentation and customs formalities, please visit Accommodation Ten nights accommodation in Miami, Boston, New York, San Antonio, Houston, Seattle, San Francisco and Los Angeles are included in the participation fee. Accommodation on Saturday, 7 November 2015 in New York is at the delegate/tourism suppliers own expense. There is no official program planned for these dates as it is a weekend. DNSW will negotiate a discounted rate with the hotel in New York and provide the hotel contact details by Monday, 5 October 2015 so tourism suppliers can make their own bookings directly with the hotel or make alternative arrangements. Accommodation over the Mission dates (with the exception of Saturday, 7 November 2015) will be booked and arranged by DNSW on your behalf. Additional nights outside the official program will be at your own expense and arrangement. 5

6 Freight and Collateral DNSW will create and distribute a NSW tourism supplier directory. This directory will be distributed to all agents and will contain the NSW tourism suppliers product information. The directory is invaluable during the event. It reduces the need for NSW tourism suppliers to bring hardcopy brochures and it serves as a reference tool for Mission participants after the event. Contact details, a company logo, one product image and a company biography will be included for each tourism supplier. You will be required to upload your company logo, one product image (hi res.jpg or.eps file format) and a 250 word biography during the application process. You will be contacted on Thursday, 17 September 2015 to confirm the information you submitted in your application. It is recommended that you do not post any goods, but rather use a freight forwarding company to courier your brochure materials to the USA. If required, freight and contact details will be provided in mid-october It is suggested that you bring at least 400 brochures to distribute during the Mission 80 Miami, 80 Boston, 30 - New York, 20 Philadelphia, 15 San Antonio, 20 Houston, 20 Seattle, 100 San Francisco and 40 - Los Angeles. Tourism suppliers will be provided with a detailed contact list of all Mission participants and are encouraged to follow-up with agents post event. We also recommend you bring 400 business cards. Freight costs are the responsibility of the delegate/tourism supplier. If you are carrying brochures/banners between cities please be aware that most USA airlines charge baggage fees at check-in for each piece of checked luggage. Participants will be required to cover their own costs for baggage fees at the time of check-in. Please note, if freighting collateral to the USA, only include printed material in your shipment as USBs and other promotional items are likely to get delayed at customs and/or incur large import taxes. DNSW are unable to assist in processing goods held in customs. Theming and Giveaways You are encouraged to brand your appointment table in line with your product/s. You may wish to bring along small giveaways to be given out during your appointments. You will be meeting with approximately 400 industry contacts. Prizes Tourism suppliers are encouraged to donate prizes and offer complimentary accommodation, tours, attractions so that the prize winners can experience your product. DNSW will source and supply the airfare and package the prizes to offer one prize pack at retail travel agent events in Miami, Boston and San Francisco. If you would like to donate prizes please outline your offer during the application process and advise of any applicable terms and conditions. You will also need to supply a voucher for the prize. 6

7 Insurance All participants are responsible for personal travel, vaccinations if required and health insurance including public and product liability, workers compensation and property insurance coverage for the duration of the Mission. It is highly recommended that travel insurance be purchased prior to departure. DNSW does not accept responsibility or liability for any loss suffered by participants; does not provide or arrange any insurance for or on behalf of participants and does not provide any indemnity for loss or injury suffered by participants. Terms and Conditions Terms and conditions apply to participate in the Destination NSW North America Mission These are outlined during the application process and tourism suppliers are asked to sign indemnity forms on acceptance of their place in the Mission. Workshop Format The final format of each event will be determined once NSW Seller registrations have been accepted and participation numbers confirmed. The formats will vary for each event. Draft Program Day 1 Monday, 2 November 2015 Miami 15:00 NSW tourism suppliers arrive in Miami and transfer to the hotel (at own arrangements and expense) 17:00-20:30 DNSW Mission briefing, market update and welcome dinner (hosted by DNSW) Overnight Miami Day 2 Tuesday, 3 November 2015 Miami 9:00 NSW tourism suppliers set up for workshop 9:30 14:00 Wholesale product workshop and lunch 10 minute one-on-one appointments with wholesale product managers Morning tea and lunch provided Target 20 wholesalers 17:00-20:00 Travel agent event 10 minute one on one appointments with retail travel agents Appetisers and drinks provided Target 50 front-line travel agents Overnight Miami 7

8 Day 3 Wednesday, 4 November 2015 Miami/Boston 05:00-06:50 Check out and transfer from hotel to Miami Airport 10:00 Fly Miami to Boston AA :00-13:00 Transfer to hotel and check in. Free time & lunch (own arrangements and expense) 13:30 16:30 Wholesale product workshop and networking event 10 minute one-on-one appointments with wholesale product managers Target 20 wholesalers 16:30 17:00 Networking event with wholesale product managers Appetisers and drinks provided 17:00 18:00 Short break and set up for retail travel agent event 18:00 20:00 Retail travel agent event 5 minute one on one appointments with small groups of agents Target 60 travel agents Overnight Boston Day 4 Thursday, 5 November 2015 Boston/New York 08:00 12:00 Check out and coach transfer from Boston to New York. Lunch (own arrangements and expense) 13:00 14:00 Check in and set up for Wholesale Product Workshop 14:00 17:00 Wholesale product workshop 10 minute one-on-one meetings with wholesale product managers Target 20 wholesalers 17:00 18:00 Networking event with wholesale product managers Appetisers and drinks provided Overnight New York Day 5 Friday, 6 November 2015 Philadelphia/New York 07:30 09:30 Coach transfer from hotel to Swain Destinations office in Ardmore, Philadelphia 09:30 09:55 NSW tourism suppliers set up for training sessions 10:00 15:30 Swain Destinations frontline staff training sessions 10 minute presentations per supplier to front-line staff x 2 rotations Networking with Swain staff (lunch provided) One-on-one meetings with Swain Marketing, Executive and product managers Target 20 Swain Destinations staff 16:00 18:00 Coach transfer from Swain Destinations office in Ardmore, Philadelphia to New York Overnight New York 8

9 Day 6 Overnight Saturday, 7 November 2015 New York Day at leisure (own expense and arrangements) New York (Accommodation at own expense) Day 7 Sunday, 8 November 2015 New York/San Antonio 0600 Check out and transfer to airport 08:20 13:50 Fly New York to San Antonio 14:00 15:00 Transfer to hotel and check in 18:00 20:00 Networking dinner San Antonio River Walk with About Australia staff x 15 Overnight: San Antonio Day 8 Monday, 9 November 2015 San Antonio/Houston 08:30 09:00 Check out and coach transfer to About Australia office 09:00 13:30 Staff training sessions and hosted lunch at About Australia office x 15 staff 14:00 17:00 Coach transfer from San Antonio to Houston 17:00 17:30 Check in and evening at leisure (own arrangements) Overnight Houston Day 9 Tuesday, 10 November 2015 Houston/Seattle 08:30-09:00 NSW tourism suppliers set up for workshop 09:00 11:00 Wholesale & travel agent workshop 10 minute one-on-one meetings with key wholesale & retail buyers Target 20 wholesale product mangers & retail travel agents 11:30 12:00 Check out and transfer to Houston Airport 14:55 17:35 Fly Houston to Seattle UA591 17:35 18:30 Transfer to hotel and check in 19:30 21:30 Networking dinner with Down Under Answers staff & key local travel agents x 20 Overnight Seattle Day 10 Wednesday, 11 November 2015 Seattle/San Francisco 08:00 08:30 Check out and transfer to Down Under Answers office 08:30 11:00 Staff training sessions with Down Under Answers frontline staff 10 minute rotating boardroom style presentations x 15 staff One on one meetings with Marketing Execs, Kirk Demeter & Linda Furber 11:00 11:30 Depart Down Under Answers for Expedia office 11:30 13:00 Expedia frontline staff workshop with hosted lunch x 20 staff 5 minute presentation per supplier in training room and networking lunch 13:00 13:30 Transfer to Seattle Airport 15:00 17:07 Fly Seattle to San Francisco AA308 17:07 18:00 Transfer to hotel and check in 18:00 18:30 NSW tourism suppliers set up for travel agent event 9

10 18:30 20:30 Set up for travel agent event Retail travel agent event with Down Under Answers 5 minute one-on-one appointments with small groups of agents Appetizers and drinks provided Target - 60 retail travel agents Overnight San Francisco Day 11 Thursday, 12 November 2015 San Francisco/Los Angeles 08:15-09:00 Check out and transfer from hotel to Facebook Campus 09:00-10:30 Tour of Facebook Campus 10:30 11:00 Transfer to San Francisco Airport 13:00 14:29 Fly San Francisco to Los Angeles DL :30 15:30 Transfer to Stella Travel Services office 16:00 18:00 Product training sessions at Stella Travel Services 10 minute rotating boardroom style presentations x 15 staff One on one meetings with Marketing Execs, Sarah Henderson and Mark Punshon 18:00 20:00 Networking event with Stella Travel Services staff on STS premises Appetisers and drinks provided 20:00 20:30 Transfer to hotel and check in Overnight Los Angeles Day 12 Friday, 13 November 2015 Los Angeles Breakfast at Leisure (own expense) 09:00-09:30 NSW tourism suppliers set up for wholesale product workshop 09:30-12:00 Wholesale & retail product workshop 10 minute one-on-one appointments with wholesale & retail product buyers Target 20 Wholesalers & Retailers 12:00-13:30 Networking lunch with wholesalers & retailers 13:30-16:00 Wholesale & retail product workshop 10 minute one-on-one appointments with wholesale & retail product buyers Target: 20 Wholesalers & Retailers 16:00-17:00 Networking event with wholesale & retail product buyers Appetisers and drinks provided 18:00-20:00 Debrief dinner with DNSW team & NSW tourism suppliers (hosted by DNSW) end DNSW Mission concludes Evening free for Sydney/Australia flight or overnight (own arrangements & expense) The above program is subject to change at the discretion of DNSW. Please note the formats for the events listed in the draft program may vary slightly to ensure maximum attendance is achieved for each city. 10

11 Contact Us For any questions relating to the Mission please contact: Lidia Marcelino Senior Trade Events Coordinator E: T: Helen Marinic Senior Trade Coordinator Western Markets E: T: Emma Kelly Trade Events Coordinator E: Tel: DNSW North America Mission 2015 Application Process The application process for the DNSW North America Mission 2015 is via an online questionnaire. Please complete your application using this online system. Submission of an application does not guarantee a place on the Mission. Applications will be assessed based on the selection criteria and tourism suppliers will be notified in writing as per the key dates outlined above. Applications close at 5:00pm (Sydney Time) on Friday, 11 September 2015 Click here for the online application form 11

12 Destination NSW North America Mission 2015 Terms and Conditions Participant obligations: You agree to take part in the Mission set out in the program on the following terms: 1. In this Release, Mission "Activities" includes without limitation: flights, transfers, transport, accommodation, touring and any other activity which is part of the Mission. 2. By accepting the offer of Destination NSW to participate, you agree to the terms set in this Release. 3. You agree to comply with the directions of the person operating the Mission on behalf of Destination NSW. 4. Destination NSW has taken reasonable care in arranging the Mission. However, Destination NSW has relied on information provided by venue or services operators and accepts no responsibility for the accuracy or completeness of that information. 5. We may cancel or suspend an activity or your involvement in it for any reason at any time. 6. To the extent the law allows, Destination NSW excludes all express and implied warranties, including as to the Mission and the content of the Activities or their suitability for any purpose. 7. As part of your participation in this Mission, you agree to take out and maintain all appropriate insurance including relevant personal travel and medical insurances. 8. You participate in the Mission and the Activities at your sole discretion and risk. Destination NSW is not liable for any expense, loss, damage, injury, sickness, death or accident you or any other person suffers or incurs directly or indirectly as a result of the Mission or the Activities (including consequential or indirect loss) or otherwise arising out of your participation in the Mission and Activities, whether that loss or damage is due to our negligence, default, another tort or for any common law or statutory action. 9. You acknowledge that, in addition to the usual dangers and inherent risks of any activity, this Mission has certain additional dangers and risks, which you accept by participating, some of which may include: physical exertion for which you may not be prepared; the increased possibility of accident, injury or death due to the nature of the Activities; and remoteness from normal medical services. 10. You understand that the Activities may be organised and provided by other parties other than Destination NSW and that Destination NSW is not liable for the acts of these other parties. 11. You also understand that there may be risks involved which are not known to you or to Destination NSW and may not be foreseen or reasonably foreseeable by any of us at this time or at the time of the carrying out of the Activities. 12

13 12. You assume all of the risks associated with your participation in the Activities and you warrant that you are voluntarily assuming all responsibility for your participation in the Activities, including any loss or damage suffered by you as a result of your participation in the Activities. 13. You warrant that you are physically fit to participate in the Activities, that you do not suffer from any medical condition which participation in the Activities is, or is likely, to put you at higher risk of injury. If you have a medical condition which may affect participation in the Activities or is likely to put you at higher risk of injury, we recommend you not participate. Please advise us of any medical conditions, special dietary requirements and/or allergies. 14. You hereby release and forever discharge and agree to save and hold harmless Destination NSW and their directors, officers, employees, agents, the lessors and lessees or licensors and licensees of any food, drink, property, facilities or equipment consumed and/or used in connection with the Activities and other participants ( the released parties ) from any and all injuries (including personal injury, disability, dismemberment and death) illness, losses, damage, claims, liabilities or expenses, of any kind or nature (whether accruing to you, my heirs or my personal representatives) that are caused or alleged to be caused in whole or in part by the action, negligence, failure to act or condition of the food, drink, property, facilities or equipment of any released party that arise out of or in connection with my participation in the Activities and you agree that Destination NSW may plead this agreement as a complete defence to any claim brought by you, your heirs or successors in contravention of the terms of this agreement. 15. You agree to abide and comply with all relevant laws including those laws whilst in the United States of America. 16. As part of the Activities you may travel by a mode of transport (i.e. car) which is operated by someone else. You agree that Destination NSW is not liable for the acts of the operator. Destination NSW does not warrant that the operator has a particular skill level of operating the mode of transport and you participate in this component of the Activities at your own risk acknowledging that there may be risks involved which are not known to you or to Destination NSW and may not be foreseen or reasonably foreseeable by any of us at this time or at the time of the carrying out of this component of the Activities. 17. The visit is outlined in your program as provided. Please contact Destination NSW prior to departing for the Mission if you have any concerns regarding the program. Please note your program will not include the following items in which such payment remains your liability: items of personal nature (such as room service, mini bar, movie channels, laundry service, beauty treatments, etc.), telephone, internet, Wi-Fi, fax or other communication costs unless specified in the program, insurance, meals, drinks and alcohol unless specified in the program. It is compulsory to attend all program inclusions. Destination NSW reserves the right to change the program at any time. 18. If required, you must have a valid passport and necessary travel documentation for entry into the United States of America. 19. An evaluation and feedback form must be completed within the timeframe requested. This will be provided by Destination NSW after the conclusion of the Mission. 20. It is mandatory for you to conduct yourself in a responsible and professional manner throughout your visit and attend all business appointments, official networking receptions and briefings organised for the benefit of the Mission delegates. 13

14 21. You authorise Destination NSW and its relevant third parties to use the photographs obtained / videotaping taken / audio recorded / quotes obtained of you during the Activities, for all publicity and marketing purposes including but not limited to publications, promotional flyers, news articles, websites, newsletters, e-newsletters, presentations, books and magazines, on a free-of-charge, royalty free and worldwide use basis in perpetuity. No future consent is required. 22. You release Destination NSW and its relevant third parties, their officers and employees, and each and all persons involved, from any liability connected with the taking, recording, reproduction, or publication of said photographs taken, video footage recorded, audio recorded or written quote provided. 23. You waive all rights you may have to any claims for payment or royalties in connection with any exhibition, televising, or other publication of these materials, regardless of the purpose or sponsoring of such exhibiting, broadcasting, or other publication irrespective of whether a fee for admission or film rental is charged. 24. You also waive any right to inspect or approve any photograph, video, audio or written quote taken by Destination NSW or the person or entity designated by it. 25. You release and discharge Destination NSW and/or its relevant third parties from any liability by virtue of any blurring, distortion, alteration, optical illusion, or use in composite form whether intentional or otherwise, that may occur or be produced, or in any processing toward the completion of the finished product. 26. You agree that all negatives and positives, whether photograph, prints, video, film, audio or sound recording are the property of Destination NSW or the person or entity designated by it, solely and completely. 27. Please advise Destination NSW if you would like to receive a copy of the photograph / videotape / audio / quote. 28. Destination NSW reserves the right to charge a cancellation fee on any company, having reconfirmed their participation, withdraws from the Mission without just cause. 29. Destination NSW makes no representation that any meetings arranged by or on behalf of Destination NSW is guaranteed to take place. Mission participants should take out travel and other insurances that he or she may deem necessary to cover them for any accident, ill health, loss or damage which may occur during the event or Mission. 30. Destination NSW accepts no liability for any loss or damage suffered by any individual or company arising from or in any way connected with acts, incidents and occurrences happening in the lead up to and after the Mission to any registrant whether such acts, omissions, incidents and occurrences occur in Australia and the nominated Mission market or at any points in between. The applicant must indemnify Destination NSW and its officers in respect to any claim which he or she may have arising in any way from their registration or participation as a member of the Mission or event to the nominated market. 31. The personal information you provide to Destination NSW is protected by the Privacy and Personal Information Protection Act 1998 (NSW). The provision of your personal information is voluntary, but is necessary to determine your suitability for participation in the Event. Your personal information may also be used to send you our newsletters, other business related brochures, organise special business related Missions and events. Destination NSW will not disclose the personal information contained in this application form to any other organisation. 14