NT Muster Exhibitors Prospectus. SYDNEY Wed, 4 March MELBOURNE Thu, 5 March 2014

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1 NT Muster 2015 Exhibitors Prospectus SYDNEY Wed, 4 March 2015 MELBOURNE Thu, 5 March 2014 Applications close: Friday, 12 December 2014

2 What is NT Muster? The NT Muster events are domestic trade shows aimed at reaching over 300 travel trade, to educate them about the NT and the incredible travel experiences we have to offer their leisure clients. We will be inviting the following travel trade partners to the events in Sydney and Melbourne: Retail Travel Agents Call centre staff from major wholesalers and national suppliers Inbound Tour Operators (ITOs) Trade media Product and Marketing Managers from wholesalers and retail networks Key activities and schedule: Two trade product update evenings (Sydney & Melbourne) Opportunity to make sales calls around these events (own arrangements) WHY PARTICIPATE? Are you looking to: Directly engage with Retail Travel Agents, wholesale and inbound reservations staff, product managers and trade media contacts? Reinforce the NT as the major nature, culture and adventure destination in Australia? Provide product collateral and sales material directly to frontline retail and wholesale reservation staff? Build and develop relationships with key trade contacts? Provide product training and updates to frontline and reservation staff? Exchange information and learn from other industry partners? If your answer is YES to any of these questions, then you should definitely attend NT Muster NT tourism operators are invited to register your participation by Friday 12 December This event is well supported by industry and places are limited, therefore please ensure you submit your application as soon as possible to avoid disappointment. For further enquiries please contact the event organiser at or REGISTER HERE 2 P a g e

3 1. Dates, Times & Venues EXHIBITORS PRE BRIEFING SESSION A pre-event briefing session for exhibitors to either attend or dial into on phone conference. Tuesday, 17 February 2014: 9:00am 10:00am (NT Time) Location: Tourism NT offices, Alice Springs & Darwin MUSTER EVENT DAYS Wednesday, 4 March 2015: 5.30pm 8.00pm NT Muster Sydney The Ivy Ballroom 330 George St, Sydney NSW Anticipated attendees: 140+ Thursday, 5 March 2015: 5.30pm 8.00pm NT Muster Melbourne Park Hyatt 1 St Andrews Pl, Melbourne VIC Anticipated attendees: P a g e

4 Event Communication & Promotion Tourism NT will execute a Marketing Program to attract travel trade delegates to attend the NT Muster including: Online advertising on tourism membership networks and other trade publications Media Release sent to Travel Trade publications Providing exhibitors with an electronic copy of the NT Muster invitation to personally invite key tourism trade partners and contacts Direct electronic marketing to Tourism NT s trade databases Electronic invitations will also be sent to: Past NT Muster and famil participants Retail/Wholesale/ITO management for communication through internal newsletters and intranets Partner sales teams for distribution direct to Travel Agents during February/March sales calls 2. Event format for 2015 HOW DOES THE EVENT WORK? Operators will be stationed around the exhibition room, with a maximum of 30 operators being accommodated within the program. Exhibitors will have eight minute face-to-face training sessions with travel agent attendees. Each exhibitor will have a tall bar table and stool(s), to allow for more personalised and interactive training sessions creating a greater flow through the exhibition room. As introduced in 2013 event, we will be incorporating NT activities and experiences across the exhibition floor such as market stalls of painting, food, interactive animal displays etc, and that will give attendees a better understanding of NT life and atmosphere. All attendees will be given an event program which will provide an overview of the event and proceedings. It will also include an index of exhibitors and contact details, sponsors, Tourism NT staff contacts and other key information relating to Tourism NT campaign activities. NT prizes will be offered to entice attendees to attend the event, and we welcome prize sponsorships once again (see Section 5). 4 P a g e

5 3. Available Places Places are strictly limited to 30 exhibitors at NT Muster 2015 and will be confirmed to the first eligible 30 operators who apply. To be eligible, companies must have NT-based operations. Products and services outside of the NT cannot be promoted at NT Muster events. It is desirable that exhibitors are packaged with at least one domestic wholesaler. National wholesalers / tour operators are also invited to participate. Please ensure you complete your application as soon as possible to avoid disappointment. APPLICATIONS CLOSE FRIDAY, 12 DECEMBER Exhibitor Inclusions NT Muster consists of two evening events Sydney and Melbourne. A pre-briefing afternoon tea will also be provided in Sydney at the venue prior to set up. All Exhibitors will be provided with a standard exhibitor package including: Company profile in the NT Muster event program Company profile in the online product listings on tourismnt.com.au Name badge and a table label with your company name at each event 2 x NT branded uniform shirts to be worn at each event (note: Operators will be allowed to add your own branding to the shirt, which will be at own expense) Each company will be provided with: A clothed tall bar table and an NT Muster themed table cloth A stool for the presenter/s and 3 stools for trade visitors to use Power to all tables 5. Prize Sponsorship To encourage visitation, agents will be offered a number of prizes on the night. To enter the prize draw, agents will need to visit and have their prize entry forms signed by a minimum number of operators. This also encourages agents to see as many exhibitors as possible. If you would like to offer a prize and enhance your company s promotion at NT Muster, a number of sponsorship opportunities are available. SPONSORSHIP BENEFITS All levels of sponsorship receive the following recognition: Recognition of sponsor on the event night when winner is announced Prize and company logo detailed in the NT Muster Event Program 5 P a g e

6 Logo will be part of a continual rotation displayed on a screen throughout the night Logo published on sponsor pull up banner and displayed in prominent positions at the events Sponsorship recognition in all pre and post event marketing Additional Benefits for Major Sponsor Back page of the NT Muster Event Program for advertising Company logo and prize itinerary included on the inside front cover of the program Presentation time (max of 3 minutes) when the major prize is drawn Additional delegate free of charge NT MUSTER SPONSOR REQUIREMENTS 1. Major Prize Sponsor The major sponsor will need to provide a minimum prize value of $4000 (per event). Tourism NT will provide flights from each capital city. The Major Prize sponsorship can be offered to one operator ONLY. 2. Secondary Prize Sponsor In addition to the major prize sponsor there are three levels of secondary prize sponsorship available: Gold, Silver and Bronze. These are categorised according to the total value of the prize offered and will be packaged with other Secondary Prizes into a prize awarded at the conclusion of each event. Operators donating a prize are requested to extend the prize offering for the two events to assist with packaging. The levels of secondary prize sponsorship are: Gold Sponsor: Total prize value over $2500 (per event) Silver Sponsor: Total prize value between $1500 and $2500 Bronze Sponsor: Total prize value up to $ Transfers & Flights Exhibitors will need to book their own accommodation in Sydney and Melbourne. For assistance or any questions, please contact Kathleen Finneran on or FLIGHTS Flights are not included within the event package and are an additional cost. Exhibitors are responsible for booking their own flights. Tourism NT staff will be flying to Melbourne early to allow for enough time to access the event venue for set-up. 6 P a g e

7 Thursday, 5 March 2015 Sydney to Melbourne VA816, Transfers will be courtesy of Tourism NT. The group transfer consists of the following transfers on Thursday 5 March 2015: Carrington St, Outside the Menzies Hotel to Sydney Airport Melbourne Airport to The Park Hyatt Hotel Any other transfers are not included and will be at your own arrangements Exhibitors are welcome to arrange later flights should they prefer, but no additional transfer service will be provided. 7. Participation Fees Muster Attendance 2015 Includes: Registration for one delegate to attend both Sydney and Melbourne events. Additional Delegate fee Per person, per event. Maximum of two additional delegates $1,600 incl. GST $200 incl. GST REGISTRATION FEE INCLUSIONS Participation by one delegate from your company in the two trade events in Sydney and Melbourne Exhibition space and catering at all venues for NT Muster Inclusion in the NT Muster Event Program and company profile Uniform shirt for each event National PR / Media initiatives in the lead up to the event Complete database of travel trade attendees including contact details Transfers to and from the airport on March 5 coinciding with the flight details above. Please note: there will only be one transfer in each direction. INVOICING Operators will receive two invoices: 7 P a g e

8 Invoice and Amount Date Due 1. Deposit invoice: $800 Friday, 16 January Final Invoice Amount depends on package and optional inclusions selected Friday, 13 February Key Dates & Deadlines Item Date Due Applications Close Friday, 12 December 2014 Deposit invoice due Friday, 16 January 2015 Final Invoice due Friday, 13 February 2015 Sponsorship vouchers due Monday, 16 February 2015 REGISTER NOW, CLICK HERE 8 P a g e

9 9. TERMS AND CONDITIONS To be selected to attend NT Muster 2015, Exhibitors must agree to the following terms and conditions of participation: 1. Exhibit Offer Tourism NT may at its sole discretion accept or reject the booking form application. Tourism NT reserves the right to make final selection of participants based on the desirable attributes listed in section 3 and the equal representation of experience and destination. Tourism NT shall not be liable for any loss or damage suffered by any person or company as a result of this decision. Tourism NT shall not be liable for any excess luggage. 10. Obligations Exhibitors must use their space for the marketing and distribution of their products and services. It is the Exhibitors responsibility to man their booth at all times. 11. Multi-product Exhibitors are only able to display and distribute brochures from their own products and services unless multi-product representations have been agreed to. 2. Acceptance If Tourism NT accepts the booking application, it will forward to the Exhibitor a notice of acceptance and deposit invoice. 3. Rejection If Tourism NT rejects an application, it will notify the Exhibitor using the details on the application form. 4. Deposit an $ non-refundable deposit is due on or before Friday, 16 January Invoices NT Muster participation invoices are required to be paid prior to the commencement of the event. Fees are non-refundable. No space will be provided if payment is not made by the due date. Exhibitors with outstanding debts to Tourism NT will not be accepted to attend the event until the accounts are paid in full. 6. Cancellation Should Tourism NT for any reason cancel any of their events, Exhibitors will be refunded all monies paid. However, an Exhibitor has no right to claim for any loss of damage because of the cancellation. Due to the production of collateral detailing operator information for the event, Exhibitors will be charged the following cancellation fees if a replacement company cannot be found: Loss of deposit from Saturday 17 January % of the total participation fee: from Saturday 14 February Location Should Tourism NT change venues or venue size of an event at anytime, Exhibitors cannot claim any losses due to this change. 8. Session Times The eight (8) minute session times will be strictly managed. It is imperative that all Exhibitors adhere to these session times to ensure fairness for all suppliers in attendance. 9. Promotional Collateral All promotional collateral and display material (such as pull-up banners) must be NT-exclusive. Brochures promoting other destinations will not be permitted. Freighting of display material and brochures is the responsibility of individual Exhibitors. Details of when and where to send collateral will be provided closer to the event. 12. Delegate Registration Only registered delegates will be permitted entry to NT Muster events. 13. Flights Flight arrangements are the responsibility of each delegate attending the event. 14. Accommodation Exhibitors are responsible for their own accommodation. 15. Transfers Transfers will be provided directly between airports and the allocated hotels and venues. Airport transfers will coincide with the Tourism NT staff flight schedule. Exact timings including a complete running schedule will be ed to applicable participants once finalised. 16. Expenses Tourism NT shall not be liable for any personal expenses and meals other than those specified in the itinerary. 17. Competitions and Promotions All trade promotions and competitions will be controlled by Tourism NT. 18. Maintenance Exhibitors must at all times keep their space and exhibits clean and in good order. After the close of the event, Exhibitors are required to remove all materials and brochures and leave the exhibition space clean. 19. Access The Exhibitor has the right to access and use the space at such times and on such dates as determined by Tourism NT. 20. Laws The Exhibitor will act at all times to ensure the good health and safety of the public. The Exhibitor will comply with all laws, rules and directions of any government authority and all lawful direction of the event venues. Acceptance of Terms and Conditions Receipt of deposit indicates your acceptance of all terms and conditions as listed above. 9 P a g e

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