PARTNERSHIP & EXHIBITION GUIDE

Transcription

1 PARTNERSHIP & EXHIBITION GUIDE

2 About AIDA The Australian Indigenous Doctors Association (AIDA) is a not-for-profit, member-based, professional association contributing to equitable health and life outcomes, and the cultural wellbeing of Aboriginal and Torres Strait Islander people. AIDA s vision is to reach population parity of Indigenous doctors in the medical profession, and to inform and support a culturally safe health care system. In this context, AIDA s work provides the government and other national bodies with key outcomes and deliverables correlating with high level public policy including Close the Gap campaign and the National Aboriginal and Torres Strait Islander Health Plan, and its implementation plan. The annual AIDA Conference provides networking, professional development and cultural engagement, and is an opportunity to celebrate the achievements of our Indigenous doctor and student members. page 2 of 14

3 AIDA Conference 2017 theme Family. Unity. Success 20 Years Strong The AIDA Conference in 2017 will celebrate 20 years since the inception of AIDA. Through the theme Family. Unity. Success. 20 years strong we will reflect on the successes that have been achieved over the last 20 years by being a family and being united. We will also look to the future for AIDA and consider how being a united family will help us achieve all the work that still needs to be done in growing our Indigenous medical students, doctors, medical academics and specialists and achieving better health outcomes for Aboriginal and Torres Strait Islander people. This conference will be an opportunity to bring together our members, guests, speakers and partners from across the sector to share in the reflection on the past and considerations for the future. The conference will also provide a platform to share our individual stories, experiences and achievements in a culturally safe environment. Why partner? The AIDA Conference will bring together industry experts, future and current Indigenous medical students, graduates and those interested in Aboriginal and Torres Strait Islander health and medicine from around Australia and the Pacific. Becoming a conference partner provides an excellent opportunity to:» Demonstrate your organisation s alignment with AIDA s vision, brand and expertise;» Demonstrate your organisation s interests, expertise and relevance to Aboriginal and Torres Strait Islander health;» Promote your organisation and your products and services to delegates including clinicians, Indigenous medical graduates and medical students and policy makers;» Maintain a high profile within the health sector; The trade stand booths were great. As an exhibitor, it also provided us with an opportunity to consider what we can potentially do with our future booths to better attract medical students. AIDA 2016 exhibitor» Show your organisation s support for the Indigenous health sector, and for current and future Indigenous doctors; and» Establish new, and develop existing relationships with industry leaders, key decision makers and other organisations. Conference partners will have direct access to conference delegates and the opportunity to improve delegate s knowledge and understanding of the services and products they provide, in a culturally safe listening and learning environment. Expressions of interest are now open for conference partnership opportunities to help grow Indigenous doctors. For all enquiries and to express your interest in partnering with AIDA, please contact us at conference@aida.org.au. page 3 of 14

4 Main reasons delegates attend» To network» To hear a specific speaker/presenter» To be updated on industry issues» Interest in specific workshop Who attended AIDA % Industry professionals 10% 17% Indigenous doctors 25% Indigenous students Associate members Our commitment to you Commitment to our partners begins the moment they confirm their partnership package. We have a dedicated conference team who will provide clear and timely responses and information relating to your partnership package. Our team will do their very best to maximise the exposure of your partnership. A professionally planned marketing strategy will ensure conference partners receive wide-spread exposure in the lead up to, during and post conference. We will:» Send enewsletters to all members promoting our conference and featuring our partners;» Post social media content welcoming new partners as they confirm their partnership;» Promote your organisation in our delegate handbook, which is distributed to all delegates at conference;» Provide links to your website though the AIDA conference website; and» Meet all other obligations relating to your chosen parnership package. We chose to sponsor AIDA 2016 to improve clinical and cultural safety, to attract and support Indigenous trainees and specialists, and to advocate for Indigenous health. AIDA 2016 exhibitor page 4 of 14

5 Conference Partnership Packages Partnering with the AIDA Conference is a way to show your support for our organisation and our members. It is also an opportunity to feature your organisation to a target market of more than 300, in one location, over three days. And there is the potential for your organisation to establish new, and develop existing relationships with industry leaders, key decision makers and other organisations. Organisations who partnered with AIDA for the 2016 conference will be afforded first offer on the partnership package they took in Partnership packages at a glance Partnership packages Investment (GST incl.) Packages available Platinum Partner $18,700 exclusive opportunity Gala Dinner Partner (Friday, 22 September) $14,300 exclusive opportunity Gold Partner $13,200 two opportunities Evening Function Partner (Thursday, 21 September) $9,900 exclusive opportunity Silver Partner $8,800 four opportunities Bronze Partner $5,500 ten opportunities Registration Desk Partner $3,300 exclusive opportunity Delegate Satchel Partner $3,300 exclusive opportunity Pen and Notepad Partner $3,300 exclusive opportunity Recharge Station Partner $2,750 two opportunities Lanyard Partner $2,200 exclusive opportunity Conference App Partner $2,200 exclusive opportunity Delegate Handbook Partner $1,800 exclusive opportunity Catering Partner $1,100 multiple opportunities Exhibition packages Investment (GST incl.) Booths available Single hex booth $3, Double hex booth $4, Advertising packages Investment (GST incl.) Packages available Half page $550 multiple Full page $880 multiple Double page $1,100 multiple Satchel insert $1,100 multiple Medical student/junior medical officer sponsorship Investment (GST incl.) Packages available Indigenous medical student sponsor $3,300 multiple Indigenous junior medical officer (PGY1) sponsor $3,300 multiple page 5 of 14

6 Platinum Partner Platinum Partner (exclusive opportunity) $18,700 (GST incl.)» Acknowledgement as Platinum Partner and Evening Welcome Reception Partner (Wednesday, 20 September), at the opening and closing addresses, and on promotional material (subject to printing deadlines);» Complimentary double trade stand space in a premium exhibition location valued $4,200;» Six full delegate registrations valued $5,280, which include all three evening networking functions;» Invite important guests with four additional tickets to the Gala Dinner valued at $680;» One A4 flyer and one merchandise item (excluding pen and notepad, and subject to approval) for delegate satchel inclusion (print and courier costs excluded) valued at $2,200;» Opportunity to brand the conference wifi password. Wifi will be complimentary for all delegates;» Two full page advertisements in the delegate handbook valued at $1,760;» Five minute address to delegates at the Evening Welcome Reception which will provide the opportunity to profile your organisation and the work being done to improve health outcomes for Indigenous Australians and growing Indigenous doctor numbers;» Signature mocktail/cocktail named after the sponsor at the Evening Welcome Reception;» One promotional material/flyer displayed at the Evening Welcome Reception (print and courier costs excluded);» Opportunity to provide branded serviettes and/or cocktail stirrers (at your cost);» Acknowledgement at the conference opening and closing addresses, and the opportunity to display two pull-up banners during the addresses; and» and enewsletters. Promotion in the delegate handbook, program, conference slides, on AIDA branded pull-up banners and on the complimentary delegate wifi. page 6 of 14

7 Gala Dinner Partner Gala Dinner Partner Friday, 22 September (exclusive opportunity) $14,300 (GST incl.) Acknowledgement as Gala Dinner Partner at the Gala Dinner (Friday, 22 September), at the opening and closing addresses, and on promotional material (subject to printing deadlines); Complimentary single trade stand space in a premium exhibition location valued at $3,300; Three full delegate registrations valued at $2,640, which include all three evening networking functions; Invite important guests with four additional tickets to the Gala Dinner valued at $680; One A4 flyer (max four pages) and one merchandise item (excluding pen and notepad, and subject to approval) for inclusion in the delegate satchel valued at $2,200; One full page advertisement in the delegate handbook valued at $880; Five minute address to delegates at the Gala Dinner which will provide the opportunity to profile your organisation and the work being done to improve health outcomes for Indigenous Australians and growing Indigenous doctor numbers; Signature mocktail/cocktail named after the sponsor at the Gala Dinner; Opportunity to display two pull-up banners at the Gala Dinner; Opportunity to display one pull-up banner during the addresses; and and enewsletters. Promotion in the delegate handbook, program, conference slides and on AIDA branded pull-up banners. Gold Partner Gold Partner (two opportunities) $13,200 (GST incl.) Acknowledgement as Gold Partner at the opening and closing addresses, and on promotional material (subject to printing deadlines); Complimentary double trade stand space in a premium exhibition location valued at $4,200; Three full delegate registrations valued at $2,640, which include all three evening networking functions; Invite important guests with two additional tickets to the Gala Dinner valued at $340; One A4 flyer (max four pages) and one merchandise item (excluding pen and notepad, and subject to approval) for inclusion in the delegate satchel valued at $2,200; One full page advertisement in the delegate handbook valued at $880; Opportunity to display one pull-up banner during the addresses; and and enewsletters. Promotion in the delegate handbook, program, conference slides and on AIDA branded pull-up banners. page 7 of 14

8 Evening Function Partner Thursday, 21 September (exclusive opportunity) $9,900 (GST incl.) Evening Function Partner Acknowledgement at Evening Function (Thursday, 21 September), and on promotional material (subject to printing deadlines); Complimentary single trade stand space in a premium exhibition location valued $3,300; Two full delegate registrations valued at $1,760, which include all three evening networking functions; Two additional invitations to invite important guests to the Evening Function valued at $200; One A4 flyer for conference satchel inclusion (print and courier costs excluded) valued at $1,100; One full page advertisement in the delegate handbook valued at $880; Five minute address to delegates at the Evening Function, which will provide the opportunity to profile your organisation and the work being done to improve health outcomes for Indigenous Australians and growing Indigenous doctor numbers; One promotional material/flyer displayed at the Evening Function (print and courier costs excluded); Opportunity to provide branded serviettes and/or cocktail stirrers (at your cost); Opportunity to display two pull-up banners during Evening Function; and Acknowledgment of partnership through AIDA s website, social media channels Promotion in the delegate handbook, program, conference slides and on AIDA branded pull-up banners. Silver Partner Silver Partner (four opportunities) $8,800 (GST incl.) Acknowledgement as Silver Partner on promotional material (subject to printing deadlines); Complimentary single trade stand space in the exhibition valued at $3,300; Two full delegate registrations valued at $1,760, which include all three evening networking functions; One A4 flyer for conference satchel inclusion (print and courier costs excluded) valued at $1,100; One half page advertisement in the delegate handbook valued at $550; and and enewsletters. Promotion in the delegate handbook, program, conference slides and on AIDA branded pull-up banners. Bronze Partner Bronze Partner (ten opportunities) $5,500 (GST incl.) Acknowledgement as Bronze Partner on promotional material (subject to printing deadlines); Complimentary single trade stand space in the exhibition valued $3,300; One full delegate registration valued $880, which includes all three evening networking functions; One A4 flyer for conference satchel inclusion (print and courier costs excluded) valued at $1,100; and and enewsletters. Promotion in the delegate handbook, program, conference slides and on AIDA branded pull-up banners. page 8 of 14

9 Registration Desk Partner (exclusive opportunity) $3,300 (GST incl.) Opportunity to display two pull-up banners at the registration desk (print and courier costs excluded); One promotional material/flyer and one merchandise item to distribute to delegates each day at the registration desk (print and courier costs excluded); and Delegate Satchel Partner (exclusive opportunity) $3,300 (GST incl.) Co-branding on the conference satchel distributed to all conference delegates; and Pen and Notepad Partner (exclusive opportunity) $3,300 (GST incl.) Co-branding of the pen and notepad distributed to all delegates in the conference satchel; and Recharge Station Partner (two opportunities) $2,750 (GST incl.) Co-branding of the recharge station; and Lanyard Partner (exclusive opportunity) $2,200 (GST incl.) Co-branded conference lanyard worn by all delegates each day of conference; and Conference App Partner (exclusive opportunity) $2,200 (GST incl.) Co-branding of the conference app with one banner advertisement; and Delegate Handbook Partner (exclusive opportunity) $1,800 (GST incl.) Full page advertisement on the inside front cover and the inside back cover of the of the delegate handbook; and Catering Partner (multiple opportunities) $1,100 (GST incl.) Display one pull-up banner per catering station at either morning tea, lunch or afternoon tea (print and courier costs excluded); Opportunity to display branded serviettes (print and courier costs excluded); and Express your interest in a Partnership package by ing conference@aida.org.au page 9 of 14

10 Exhibition packages Trade Stand Exhibition (multiple opportunities) $3,300 - $4,200 (GST incl.) Single hex booth 2.91m wide x 2.4m high $3,300 (GST incl.)» One complimentary delegate registration valued $880» Three black frontrunner (carpet style) covered panels» Fascia panel with your organisation s name Double hex booth 3.88m wide x 2.4m high $4,200 (GST incl.)» One complimentary delegate registration valued $880» Four black frontrunner (carpet style) covered panels» Fascia panel with your organisation s name Furniture Each trade stand site includes one clothed trestle table and two chairs. Power and lighting Trade stand sites include LED lighting and power supply. Site selection Please note that site selection will be based on partnership level. Closer to the event date an updated floor plan will be provided to exhibitors with available sites for selection. Exhibition times Exhibition dates, bump in and bump out times will be confirmed closer to the event. Express your interest in an Exhibition package by ing conference@aida.org.au Advertising packages Advertising in the delegate handbook (multiple opportunities) $550 - $1,100 (GST incl.) DOUBLE PAGE FULL PAGE HALF PAGE Double page advertisement 420mm wide x 210mm high $1,100 (GST incl.) Full page advertisement 210mm wide x 210mm high $880 (GST incl.) Half page advertisement 105mm wide x 210mm high $550 (GST incl.) Satchel Insert (multiple opportunities) $1,100 (GST incl.) Opportunity to include one merchandise item (excluding pen or notebook and subject to approval) or one A4, or smaller, pamphlet (maximum four pages) in the delegate satchel distributed to all delegates at the conference. Conference partnership by ing conference@aida.org.au terms and conditions Express your interest in an Advertising package page 10 of 14

11 Sponsor a medical student or junior medical officer (PGY1) About medical student and junior medical officer (PGY1) sponsorship Each year we provide the opportunity for organisations, individuals and medical colleges to sponsor the conference registration, flights, accommodation and ground transfers for Indigenous medical students and Indigenous junior medical officers (PGY1) who are current AIDA Members. These sponsored delegates are required to attend a full conference program and produce a report, post conference, outlining the key benefits of their attendance. These sponsorship opportunities enable medical students and junior medical officers (PGY1) to attend the AIDA Conference when they otherwise may not be able to. AIDA takes care of all the travel, accommodation and transfers for the sponsored student or junior medical officer, and we will also liaise with them to produce a post conference report which is later presented to their sponsor. Why sponsor a student of junior medical officer (PGY1) Indigenous medical students and Indigenous junior medical officers (PGY1) receive multiple benefits from attending an AIDA Conference. In addition to networking with peers and medical professionals, taking part in informative workshops, discussions and presentations, delegates also take part in a valuable cultural program. A medical student or junior medical officer (PGY1) attending an AIDA Conference will benefit from: The opportunity to initiate and develop relationships with peers, medical professionals, mentors, representatives from organisations and medical colleges; The opportunity to discuss career pathways with representatives attending from medical colleges; Taking part in workshops aimed at growing our fellows, getting published, emergency medicine skills, suturing, pain management and laparoscopic skills (and many more); Hearing from keynote speakers and presenters who are leaders in their fields; Being able to share stories, experiences and achievements with other Indigenous medical students and junior doctors from across Australia in a culturally safe environment; The opportunity to meet with AIDA Board Directors and AIDA Student Representative Committee Members; The opportunity to celebrate their achievements at the AIDA Conference Gala Dinner and Awards Ceremony; and Take part in cultural events and ceremonies. page 11 of 14

12 Our commitment to you Commitment to our sponsors begins the moment they confirm their sponsorship package. We have a dedicated conference team who will provide clear and timely responses and information relating to your sponsorship package. Our team will arrange all the travel, accommodation and transfers for the sponsored student or junior medical officer (PGY1) and we will also liaise with them to produce the post conference report. We will:» Send weekly electronic direct mail (EDM) to all members promoting our conference featuring our sponsors.» Promote your organisation in our delegate handbook, which is distributed to all delegates at conference; and» Provide links to your website though the AIDA conference website. Sponsorship packages Indigenous medical student sponsorship (multiple opportunities) $3,300 (GST incl)» Opportunity to sponsor the conference registration, flights, accommodation and ground transfers for an Indigenous medical student to attend the AIDA Conference;» and enewsletters. Promotion in the delegate handbook, program, conference slides and on AIDA branded pull-up banners; and» Receive a post conference report from your sponsored student outlining the key benefits of their attendance at the AIDA Conference. Indigenous junior medical officer (PGY1) sponsorship (multiple opportunities) $3,300 (GST incl)» Opportunity to sponsor the conference registration, flights, accommodation and ground transfers for an Indigenous junior medical officer (PGY1) to attend the AIDA Conference;» and enewsletters. Promotion in the delegate handbook, program, conference slides and on AIDA branded pull-up banners; and» Receive a post conference report from your sponsored junior medical officer (PGY1) outlining the key benefits of their attendance at the AIDA Conference. Express your interest in sponsoring a medical student or junior medical officer (PGY1) by ing studentsupport@aida.org.au page 12 of 14

13 Terms and Conditions DEFINITIONS AIDA refers to the Australian Indigenous Doctors Association. Partner refers to the purchaser of a partnership package. Partnership package refers to any of partnership package, exhibition booths, advertising packages and medical student or junior medical officer (PGY1) sponsorship. APPLICATION AND PAYMENT Following the submission of your partnership package order, AIDA will issue you with a tax invoice for the full amount of the specified partnership package. Full payment will be required in line with AIDA s payment terms, if payment is not received in line with these terms, the partnership package will be released for re-sale. Your partnership package will only be confirmed once full payment is received. Payment is accepted via MasterCard, Visa Card, Cheque and Electronic Funds Transfer (EFT). Partners must ensure that the signatory to the partnership agreement is signed by an authorised representative. VARIATIONS TO PARTNER PACKAGES All variation requests must be received by AIDA in writing at least two weeks prior to the event (6 September 2017) and are subject to approval by the AIDA Chief Executive Officer. CANCELLATION POLICY Only in exceptional circumstances, will AIDA consider the cancellation of your partnership agreement. The following conditions must be met: The request for cancellation is submitted in writing; Cancellation requests must be received a minimum of three months prior to the conference commencing; AIDA is able to re-sell the sponsorship item; The reason given for the cancellation is, in the opinion of AIDA, well founded; and The Partner agrees that AIDA will retain 10% of the contract price if the cancellation is accepted more than three months before the conference commences, 50% of the contract price if the cancellation is accepted less than three months before the conference commences and 100% of the contract price if the cancellation is accepted less than two months before the conference commences. If the AIDA Conference 2017 is cancelled for any reason, AIDA will refund the full contract price to the Partner. EXHIBITOR RESPONSIBILITIES All exhibitors are required to operate their booths on Wednesday 20, Thursday 21 and Friday 22 September All exhibition booths must be fully staffed during all breaks on all three days. AIDA will advise exhibitors of specific bump in and bump out times closer to the event. All marketing material and property must remain within the designated booth space. No advertising material or property will be allowed outside the allocated booth space. Excessive noise from televisions or laptops or similar, which could inconvenience other exhibitors will not be allowed. The Sponsor can independently obtain unique wall panels, power outlets, furniture, IT, audio-visual aids and/or flooring with the agreed exhibition provider. All additional costs incurred remain the responsibility of the Sponsor. Exhibition booth site allocation is on a priority basis and will be allocated based on partnership package entitlements and order of confirmation. EVENT COLLATTERAL Any costs associated with production, design or development of conference partner s branded banners, satchel insert material or branded merchandise, and all costs associated with delivery of these items to the venue are to be fully covered by the conference partner. DUE DATES Logos are required in be vector graphic in eps or ai format or in jpeg format high resolution, 300dpi or above. If logos are supplied in a format different to this AIDA will not be responsible for the quality of logos in any promotional material. To maximise AIDA s promotion of your partnership, logos are required at the time of confirmation of your partnership package. For those Partners taking the Delegate Satchel Partner, Pen and Notepad Partner, Recharge Station Partner and Lanyard Partner packages logos will be required no later than Thursday 1 June. For those Partners with the opportunity to supply a company biography, biographies must be supplied by no later than Thursday 27 July. For those Partners taking advertising packages in the delegate handbook artwork must be supplied in dimensions appropriate to your package no later than Thursday 1 August. For those Partners taking a satchel insert package, either an A4 flyer (maximum four pages) or a merchandise item (excluding a pen or a notebook), items must be approved by AIDA no later than Thursday 1 August before being shipped directly to the conference venue in September. Delivery of all branded banners, satchel insert material or branded merchandise and other conference material must be received at the venue using an AIDA issued delivery docket. All deliveries must arrive at the venue after 9:00 am on Monday 11 September but no later than 5:00 pm on Friday 15 September. RESPONSIBILITY AIDA will not accept responsibility for: Any incidents, acts or omissions caused by service providers; Loss or damage of exhibitors property; The accuracy or content of any written or oral statements made by speakers or presenters; All Partners are required to: Have adequate public liability insurance and be able to produce a valid certificate upon request; Ensure that the signatory to the partnership agreement is signed by an authorised representative; Meet all due dates outlined in this document; and Meet all responsibilities outlined in this document. TIMELINE Commencement date is the day of execution of this agreement. Date of completion of this agreement is Saturday 30 September EXCEPTIONAL CIRCUMSTANCES In exceptional circumstances AIDA reserves the right to change the venue and the duration of the conference. In the unlikely event that this occurs, the partnership agreement will remain in force as long as the Partner receives written and verbal notice at least one month prior to the event. page 13 of 14

14 To express your interest in becoming a partner of the AIDA Conference 2017 please conference@aida.org.au or call #AIDAconf2017 #FamilyUnitySuccess W: aida.org.au