I N V I TAT I O N T O S P O N S O R. 22nd MEA NATIONAL CONFERENCE 5-7 APRIL 2009 ADELAIDE MEA09. A Brilliant Blend MEA NATIONAL SUPPORTERS

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1 I N V I TAT I O N T O S P O N S O R MEA09 22nd MEA NATIONAL CONFERENCE 5-7 APRIL 2009 ADELAIDE A Brilliant Blend MEA NATIONAL SUPPORTERS

2 On behalf of Meetings & Events Australia (MEA), we invite you and your organisation to join with us in supporting the 22nd Annual MEA National Conference to be held from 5-7 April 2009 at the Adelaide Convention Centre, South Australia. FROM THE CONFERENCE CHAIR An Invitation to Sponsor the Industry Conference of the Year The theme for the conference will be A Brilliant Blend. The theme builds on the State s main strength - its wine reputation - without limiting its focus to wine. In fact, the brand encapsulates South Australia s diversity while being modern, creative and inspiring. The conference will provide a Brilliant Blend of committee meetings, business sessions, social activities and networking both for the must (from the Latin mustum new wine) and vintage members of the industry. It is also our intention to provide a Blend of business sessions across industry sectors ensuring relevance to each delegate. The MEA Conference was last held in Adelaide in 1991 and proud South Australians are delighted it s back. South Australia is known world wide for its great food & wine, cafes & restaurants, relaxed lifestyle, ease of getting around and its love of festivals, events and a good time. These ingredients will ensure a fine Blend of experiences when you come and visit us again. We invite you to share your products and services with the business events community. For this conference there will be a variety of sponsorship opportunities. As the premier industry conference event of the year, taking out sponsorship at the MEA 2009 conference gives sponsors direct access to a wide cross section of industry professionals. The Annual Conference in 2008 attracted over 500 industry practitioners. Our delegates comprise of professional conference organisers; in-house corporate; government and association meeting managers; event managers; convention centre and hotel managers and staff; convention and visitor bureaux; government agencies; travel and tour operators; service providers to the industry and other industry supporters. For more information on MEA, visit So, join us in Adelaide and take up this ideal opportunity to showcase your products and services at what is Australia s pre-eminent industry conference and MEA s highlight event of the year. Our Conference Manager, Anna Tartakovskaia looks forward to discussing with you the opportunities set out in the following document. Michael Siebert, AFMEA MEA Conference 2009 Chair

3 The Alice Springs Convention Centre was proud to be the host of the 2008 MEA Conference. It was an amazing opportunity to welcome our fellow industry partners and clients to Alice Springs to showcase our fabulous destination. To have this event here ensured 500+ industry people got to experience our centre and capabilities and some of the wonderful offsite options that our clients can experience whilst conferencing in Alice Springs to experience it is to believe it! Whilst we have already secured business as a direct result of the MEA conference, there is a large element of unquantifiable business we had a lot of people here that may not have necessarily come to Alice Springs and have feedback that they were extremely impressed and surprised at what is available and as a result have put Alice Springs on the radar for upcoming events immeasurable! Karen Lock Sales & Marketing Manager Alice Springs Convention Centre IML Australia was delighted to sponsor the MEA National Conference in Alice Springs to demonstrate our expertise as the event feedback specialists. MEA created a valuable platform to network with a wide range of individuals working in the events industry, as well as a great opportunity to promote our brand to an interested and informed audience. The MEA team not only fully understood our products and needs, but were an extremely friendly, fun and efficient team to work with. Thank you and see you next year! Pete Eyre Operations Manager IML Australia Rosehill Gardens Event Centre was very proud to once again be a sponsor of the MEA Conference. Who will attend? Delegates from each state and territory of Australia as well as New Zealand will include: In-house meeting managers from corporate, government and association markets Professional conference organisers Meeting and events managers Senior industry leaders Hotel and venue staff Conference and visitor bureaux Suppliers such as: audio visual, staging and themeing, speaker and entertainment, merchandising and promotion Those new to the Industry Why Sponsor? Showcase your product or service to over 500 meeting and event executives nationally, before during and after the Conference Excellent networking opportunities during the conference to promote your product or service Be acknowledged for your support of our Industry Not only did the sponsorship allow us to give something back to the industry, but it also gave us the opportunity to lift our profile to the conference and event market, and continue our strong marketing campaign following the launch of our new facility, the Grand Pavilion. We also gained indispensable knowledge at the conference sessions, while also networking with many high quality industry professionals. Natalie Jacobs Business Development Manager Rosehill Gardens Event Centre

4 TYPES OF SPONSORSHIP AVAILABLE We would be delighted to discuss any sponsorship opportunities with you. Our aim is to ensure that our delegates walk away from the conference feeling inspired and uplifted and that our sponsors receive maximum exposure from their support of MEA and the Industry. Please contact the conference manager to discuss the following or any other sponsorship opportunities in further detail. We are open to any new ideas and to negotiation. Examples of specific sponsorship ideas for your consideration DELEGATE SATCHELS OR A LIKE PRODUCT $8000 (cash or a mix of cash and budget replacement product supplied in consultation with MEA to the value of no less than $8000) Each delegate attending the Conference will receive a quality satchel or a like product. This product is a valued event souvenir which will be re-used long after the event thus long term brand name exposure is assured. As a sponsor, you will receive the following benefits: Corporate logo printed in prominent position in full colour on the product alongside conference logo and MEA logo Cash: This option enables MEA to finance the conference ensuring that the best speaking and social program is offered to delegates. This is a preferred sponsorship option. Budget Replacement: This refers to the necessary items that the conference requires such as: audio visual, transport, website, themeing, entertainment, satchels, lanyards, food and beverage, printing etc. Your involvement will help to reduce some of the expense line items. Value Added: This refers to items that will enhance the delegate experience at the conference. Examples include: delegate gifts, prizes, massages. Please note that all non-cash sponsorship has to be costed at industry and not rack rate. 1 Full conference registration that includes attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner Corporate logo (full colour) in registration brochure - provided confirmation of sponsorship is received by 5 December 2008 Corporate logo (full colour) on MEA Conference website with hyperlink to your website as well as a short promotional paragraph about your company Listing and corporate logo (full A copy of the delegate list will be exclude particular participant s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided two weeks after POCKET PROGRAM $5000 (cash only) Upon registering at the conference all delegates will receive a Pocket Program. This is a valuable reference tool used continually by delegates during the Conference. Benefits include: Sole advertisement (full colour) on back panel of Pocket Program - print ready material in electronic format to be supplied (Full payment must be received prior to printing) Corporate logo (full colour) on Pocket Program front panel Corporate logo (full colour) on registration brochure. Confirmation of sponsorship must be received by 5 December 2008 Corporate logo (full colour) on MEA Conference website with hyperlink to your website as well as a short promotional paragraph about your company Listing and corporate logo (full A copy of the delegate list will be exclude particular participant s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided two weeks after continued next page >

5 5 DELEGATE LANYARDS $4000 (cash or a mix of cash and budget replacement product supplied in consultation with MEA to the value of no less than $4000) An excellent promotional opportunity is to have your company name/logo printed on all Conference lanyards. Benefits include: Corporate logo (full colour) on all lanyards (full payment must be received upon confirmation of sponsorship) Corporate logo (full colour) on registration brochure. Confirmation of sponsorship must be received by 5 December 2008 Corporate logo (full colour) on MEA Conference website with hyperlink to your website as well as a short promotional paragraph about your company Listing and corporate logo (full A copy of the delegate list will be exclude particular participant s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided two weeks after THERE ARE MANY OTHER WAYS TO BE INVOLVED IN THE CONFERENCE, SUCH AS SPONSORSHIP OF: Social Events including: Welcome Reception, Casual Dinner, Conference Gala Dinner/Awards Night in ways of cash, budget replacement or value added for: Venue, Food and Beverage, Entertainment, Themeing, Transfers, Audio Visual Speaker Program including: Speaker airfares (domestic or international, accommodation, speaker fees and speaker gifts) Conference collateral printing including: Conference Handbook, Pocket Program Marketing Print Media Website Electronic newsletter facility Conference promotional products/registration teaser gifts Your creative marketing ideas are welcome!!!! Trade Exhibition Exhibitor stands, furniture, lighting Conference food and beverage including: Special Interest Group Forums, Accreditation Meetings and Accreditation Cocktail Reception Refreshments on arrival Morning and afternoon teas Lunches Airport and Social Function Transfers Conference Staging and Production Audio Visual Staging Entertainment MEA staff and volunteer uniforms and transport Gala Dinner giveaways Selection of sponsors will be based on conference requirements. MEA reserves the right, in its absolute discretion to refuse any sponsorship application.

6 SPONSORSHIP LEVELS There is a variety of investment options available for your selection Major Sponsor OVER $50K Sponsorship Benefits This opportunity enables your organisation to demonstrate its support and commitment to the meetings and events industry. The Major Sponsor will receive considerable exposure and recognition through the following: Your company will receive acknowledgement in the lead up to and during the conference. This includes the following: Acknowledgement as Major Sponsor at the official opening and closing of the conference Major Sponsor recognition on conference signage in plenary room Corporate logo (full colour) on PowerPoint holding slide displayed at the beginning and end of each plenary session Corporate logo (full colour) on registration brochure. Confirmation of sponsorship must be received by 5 December 2008 Corporate logo (full colour) on MEA Conference website with hyperlink to your website as well as a short promotional paragraph about your company Listing and corporate logo (full Recognition in all MEA e-broadcasts to its members as the Major Sponsor Corporate Logo (full colour) on conference advertisements A commemorative appreciation plaque will be awarded at the conference to acknowledge your sponsorship Complimentary Registration This sponsorship package entitles you to: Four (4) complimentary conference registrations that include attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner Additional Social Event Tickets In addition to the social event tickets you will receive as part of the complimentary registration, you will also receive: Two (2) tickets to the Welcome Reception, two (2) tickets to the Casual Dinner, two (2) tickets to the Conference Awards Night. Four (4) Cocktail Reception Tickets to MEA Accredited Member Cocktail Party Advertising This sponsorship package entitles you to: Full page (full colour) advertisement in the registration brochure - print ready material in electronic format to be supplied. Confirmation of sponsorship and deposit must be received by 28 November 2008 Full page (full colour) advertisement in the Conference Handbook - print ready material in electronic format to be supplied Exhibition Space Your company will be entitled to one (1) trade booth in a prime location (subject to availability at time of booking). The Exhibition package includes: Shell scheme display booth; Two spot lights per stand; Fascia signage with company name; Attendance by up to two (2) company representatives for the duration of the Trade Exhibition. This includes catering for all morning and afternoon teas, and lunches, access to Conference sessions (Excludes tickets to social functions). A copy of the delegate list will be exclude particular participant s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided one month before the conference for pre - conference marketing and then two weeks after

7 INVESTMENT LEVELS Cabernet Investor $50K - $40K Your company will receive acknowledgement in the lead up to and during the conference. This includes the following: Verbal acknowledgement at the official opening and closing of the conference Corporate logo displayed on conference signage in plenary room Corporate logo (full colour) on PowerPoint holding slide displayed at the beginning and end of each plenary session Corporate logo (full colour) on registration brochure. Confirmation of sponsorship must be received by 5 December 2008 Corporate logo (full colour) on MEA Conference website with hyperlink to your website as well as a short promotional paragraph about your company Listing and corporate logo (full Your company will be acknowledged in relevant press releases where appropriate Corporate logo (full colour) on conference advertisements A commemorative appreciation plaque will be awarded at the conference to acknowledge your sponsorship Advertising Your company can also select one of the following 3 levels of investment Cabernet $50k - $40k $40k - $30k This sponsorship package entitles you to: Full page (full colour) advertisement in the registration brochure - print ready material in electronic format to be supplied. Confirmation of sponsorship and deposit must be received by 28 November 2008 Full page (full colour) advertisement in the Conference Handbook - print ready material in electronic format to be supplied Complimentary Registration This sponsorship package entitles you to: Three (3) complimentary conference registrations that include attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner. Additional Social Event Tickets In addition to the social event tickets you will receive as part of the complimentary registration, you will also receive: Two (2) tickets to the Welcome Reception, two (2) tickets to the Casual Dinner, two (2) tickets to the Conference Awards Night. Grenache $30k - $20k $20k - $10k Exhibition Space Muscat $10k - $5k Less than $5K Your company is entitled to one (1) complimentary exhibition booth (subject to availability at time of booking) The Exhibition package includes: Shell scheme display booth; Two spot lights per stand; Fascia signage with company name; Attendance by up to two (2) company representatives for the duration of the Trade Exhibition. This includes catering for all morning and afternoon teas, and lunches, access to Conference sessions (excludes tickets to social functions). A copy of the delegate list will be exclude particular participant s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided one month before the conference for pre - conference marketing and then two weeks after

8 8 INVESTMENT LEVELS Cabernet Investor $40K - $30K Your company will receive acknowledgement in the lead up to and during the conference. This includes the following: Verbal acknowledgement at the official opening and closing of the conference Corporate logo (full colour) in registration brochure. Confirmation of sponsorship must be received by 5 December 2008 Corporate logo (full colour) on MEA Conference website with hyperlink to your website as well as a short promotional paragraph about your company Listing and corporate logo (full A commemorative appreciation plaque will be awarded at the conference to acknowledge your sponsorship. Advertising This sponsorship package entitles you to: 1/2 page (full colour) advertisement in the registration brochure - print ready material in electronic format to be supplied. Confirmation of sponsorship and deposit must be received by 28 November /2 page (full colour) advertisement in the Conference Handbook - print ready material in electronic format to be supplied Complimentary Registration This sponsorship package entitles you to: Two (2) complimentary conference registrations that include attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner A copy of the delegate list will be exclude particular participant s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided one month before the conference for pre conference marketing and then two weeks after Additional Social Event Tickets In addition to the social event tickets you will receive as part of the complimentary registration, you will also receive: One (1) ticket to the Welcome Reception, one (1) ticket to the Casual Dinner, one (1) ticket to the Conference Awards Night

9 INVESTMENT LEVELS Grenache Investor $30K - $20K Your company will receive acknowledgement in the lead up to and during the conference. This includes the following: Corporate logo (full colour) on MEA Conference website with hyperlink to your website as well as a short promotional paragraph about your company Corporate logo (full colour) in registration brochure. Confirmation of sponsorship must be received by 5 December 2008 Listing and corporate logo (full A commemorative appreciation plaque will be awarded at the conference to acknowledge your sponsorship. Advertising This sponsorship package entitles you to: 1/4 page (full colour) advertisement in the registration brochure - print ready material in electronic format to be supplied. Confirmation of sponsorship and deposit must be received by 28 November /4 page (full colour) advertisement in the Conference Handbook - print ready material in electronic format to be supplied Complimentary Registration This sponsorship package entitles you to: One (1) complimentary conference registration that include attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner Additional Social Event Tickets In addition to the social event tickets you will receive as part of your complimentary registration, you will also receive: One (1) complimentary ticket to the Conference Awards Night A copy of the delegate list will be exclude particular participant s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided two weeks after Grenache Investor $20K - $10K Your company will receive acknowledgement in the lead up to and during the conference. This includes the following: Corporate logo (full colour) on MEA Conference website with hyperlink to your website as well as a short promotional paragraph about your company Corporate logo (full colour) in registration brochure. Confirmation of sponsorship must be received by 5 December 2008 Listing and corporate logo (full colour) in Conference Handbook A commemorative appreciation plaque will be awarded at the conference to acknowledge your sponsorship Advertising This sponsorship package entitles you to: 1/4 page (full colour) advertisement in the Conference Handbook - print ready material in electronic format to be supplied Complimentary Registration This sponsorship package entitles you to: One (1) complimentary conference registration that include attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner A copy of the delegate list will be provided, except where privacy laws exclude particular participant s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided two weeks after the conference for post conference

10 10 INVESTMENT LEVELS Muscat Investor $10K - $5K Your company will receive acknowledgement in the lead up to and during the conference. This includes the following: Corporate logo (full colour) on MEA Conference website with hyperlink to your website as well as a short promotional paragraph about your company Corporate logo (full colour) in registration brochure. Confirmation of sponsorship is received by 5 December 2008 Listing and corporate logo (full A commemorative appreciation plaque will be awarded at the conference to acknowledge your sponsorship. A copy of the delegate list will be exclude particular participant s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided two weeks after Muscat Investor Less than $5K Your company will receive acknowledgement in the lead up to and during the conference. This includes the following: Corporate logo (full colour) on MEA Conference website with hyperlink to your website as well as a short promotional paragraph about your company Corporate logo (full colour) in registration brochure. Confirmation of sponsorship must be received by 5 December 2008 Listing and corporate logo (full A commemorative appreciation plaque will be awarded at the conference to acknowledge your sponsorship. Complimentary Registration This sponsorship package entitles you to: One (1) complimentary conference registration that include attendance at all conference sessions, lunches, morning and afternoon teas, the Welcome Reception, Casual Dinner and the Conference Awards Dinner. A copy of the delegate list will be exclude particular participant s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided two weeks after

11 11 Other Promotional Opportunities Advertising Another great way to reach all delegates at the conference is through advertising in the conference handbook. Options are: Full Page colour - $1000 Half page colour - $500 Quarter page colour - $250 Print ready material to be supplied in electronic format. Specifications will be made available upon booking. Trade Exhibition $1600 per stand The Conference Program and Exhibition Space have been designed to offer Exhibitors maximum contact with Conference delegates. It is envisaged that all morning and afternoon teas and lunches will be served in the trade area. Exhibitors are encouraged to design interesting and enticing displays. Stand prizes are an excellent way to attract delegates to your stand. The Exhibition package includes: Shell scheme display booth Size - 3m x 2m Lights - Two spot lights per stand Signage - Fascia sign with company name Power - One general use power point per stand Attendance by up to one (1) company representative for the duration of the Trade Exhibition (6th 7th April) - includes catering for all morning and afternoon teas, lunches. This does not include tickets to social events. Tickets can be purchased separately. Attendance of additional exhibitors at the stand can be arranged at additional cost. Listing in Conference Handbook (if sponsorship booking form and full payment is received prior to printing) A copy of the delegate list will be exclude particular participant s details from being included and where we are excluded from divulging information due to other contractual arrangements. This list will be provided two weeks after the conference for post conference Terms and Conditions 1. Meetings & Events Australia (MEA) reserves the right to amend the sponsorship program or tailor sponsorship packages to benefit the sponsor and/or the event. Every effort will be made to maximize sponsor benefits as well as delegates experience. 2. Selection of sponsors will be based on their ability to meet conference requirements and offer innovative solutions. MEA reserves the right, in its absolute discretion, to deny any offer of sponsorship. 3. The conference manager reserves the right to vary the quoted prices in accordance with any change to the legislated rate of the GST which is currently 10% and is applicable to all goods and services offered by the conference. All prices in this document are exclusive of GST and GST will be added to the invoice issued by MEA. 4. All sponsorship will only be confirmed on receipt of a signed application form. A tax invoice issued by MEA will be sent out for all cash sponsorship. All cash sponsorship will only be acknowledged on the receipt of 50% deposit and a signed application form. Final payment is due by 30 January Please note that in case of cancellation of cash sponsorship, the deposit of 50% will not be refunded by MEA. 5. After sponsorship has been accepted a reduction in sponsorship is considered a cancellation and will be governed by the above cancellation policy. All cancellations have to be made in writing directly to the conference manager. 6. No Sponsor or Exhibitor will be able to set up their trade stand until full payment and a booking form is received by MEA. 7. All budget replacement and value added items are costed at industry and not rack rates. These are also subject to the above cancellation policy. Should the sponsored item be cancelled after the 1st January 2009, a fee of 50% in cash of the rate agreed to will apply unless a suitable replacement can be found. 8. No sponsor shall assign, sublet or apportion the whole or any part of their sponsorship package without MEA s approval. 9. Exhibition stand bookings will not be confirmed until a deposit of $500 is received together with the signed booking form. Please note that this deposit is non refundable.

12 12 SPONSORSHIP APPLICATION FORM I am interested in applying for sponsorship of the MEA National Conference 2009 Company Contact Person Position Address State Phone Fax Postcode Level of Sponsorship Please list your financial level of sponsorship - all amounts are exclusive of GST Major Sponsor above $50K Cabernet Investor $50K - $40K Cabernet Investor $40K - $30K Grenache Investor $30K - $20K Grenache Investor $20K - $10K Muscat Investor $10K - $5K Muscat Investor Less than $5K Will this product/service be: Cash Sponsorship or Budget Replacement or Combination of Cash and Budget Replacement (Please select the applicable) Please let us know what you would like to sponsor Agreement for Cash Investment I agree to abide by the rules and regulations of the MEA Conference % Deposit of the total cost is included with my application for all cash sponsorships. I understand the deposit must be received by MEA before sponsorship or booking can be confirmed. I understand that this deposit is non refundable. I understand that all applications received after 30 January 2009 must be accompanied by full payment. SIGNED: DATE: Other Sponsorship Opportunities Advertising Full Page $1000 Half Page $500 Quarter Page $250 Payment Enclosed is a cheque/money order for $ OR Please debit my Credit Card listed below for $ Trade Exhibition Stand $1600 made out to Meetings & Events Australia VISA MASTER CARD BANKCARD AMEX (ID# ) please indicate Credit Card Number Card Holders Name Signature OR By Electronic Funds Transfer (EFT) Bank: CBA - Commonwealth Bank of Australia Expiry date Bank Account Number: BSB: Account Name: Meetings & Events Australia Please anna@mea.org.au or fax with a copy of the remittance advice and reference invoice number Date Agreement for Budget Replacement Investment I agree to abide by the rules and regulations of the MEA Conference I will work with MEA Conference Manager and ensure that best product and/or service is delivered. I will ensure that staffing provided and other quality logistics matters are covered to the satisfaction of both parties. I understand that should the sponsored item be cancelled after the 1st January 2009, a fee of 50% in cash of the rate agreed to will apply unless a suitable replacement can be found. SIGNED: DATE: Please MAIL or FAX completed form to address below Conference Manager, MEA Conference 2009 Level 1, Suites 5 & 6, 1 McLaren Street, North Sydney NSW 2060 Ph: (02) Fax: (02) anna@mea.org.au TAX INVOICE - Meetings & Events Australia. ABN: