2018 IMESA CONFERENCE

Transcription

1 2018 IMESA CONFERENCE The Boardwalk Hotel

2 WELCOME MESSAGE from Local Organizing Committee Chairman Dear Prospective Sponsor, It is with great pleasure that we invite you to Port Elizabeth for the yearly IMESA Conference, which will be hosted at The Boardwalk Hotel from the 31 October 2018 to 02 November Conference theme : INNOVATIVE INFRASTRUCTURE SOLUTIONS Engineers are continuously searching for more creative ways to design and complete infrastructure and other projects. With all the challenges facing our industry today, we need to adapt and be innovative. This starts with the local authorities, where most of us perform some function to serve our communities. Innovative infrastructure solutions goes beyond the government corridors it stretches into the ideas and solutions for taking municipal engineering into the future as envisaged and created by the engineers in South Africa. With this in mind, the Conference is geared at the following sub-themes: Political, Legal and Regulatory Ecological and Environmental Financial and Social Transport and Traffic Water and Sanitation Roads and Storm Water The IMESA Conference & Exhibition has grown steadily over the past 82 years and has become a very important feature in the municipal engineer s calendar. The exhibition is always one of the major reasons why delegates attend IMESA conferences. For the Sponsors and Exhibitors there are benefits in promoting their products and services directly to those people who formulate the recommendations and make the decisions. It also provides an opportunity to network with clients as well as other influential people in the industry. To show our appreciation we have decided to include all Exhibitors in the Opening Function on Tuesday evening, 30 th October All Exhibitors will have their stands open at this function to maximize opportunities for contact. The cocktails will be served in the exhibition area. Sponsors and Exhibitors are also welcome to join in the other social events during the Conference, at a reduced cost. We thank you for your continuous support. CHAIRMAN LOCAL ORGANIZING COMMITTEE Willem Hofmeyr

3 2018 SPONSORSHIP OPPORTUNITIES AVAILABLE PACKAGES All Sponsorship packages are inclusive of VAT. Indicate your Sponsorship Package with X. SPONSORSHIP CATEGORY DIAMOND Audio & Visual R495,000 (negotiable) Exclusive Sponsorship AVAILABLE SPONSORSHIP PACKAGES PLATINUM GOLD SILVER BRONZE OTHER Delegate Conference Bag R320,000 (negotiable) Exclusive Sponsorship Option 1 Option 2 Option 3 Option 4 Option 5 Onsite Registration Lanyards Exhibition Hall Social Evening Option 1 Option 2 Option 3 Option 4 Motivational Speaker R70,000 Delegate Flyer bag R75,000 Delegate gift R85,000 Wine R90,000 Conf. proceedings (on USB wristband) Option 1 Option 2 Option 3 Option 4 Option 5 Photo booth for Social Evening R40,000 Companion Programme R40,000 Conference MC R45,000 Welcome Drink at Social Evening R45,000 Option 6 Option 7 Option 8 Option 9 Lucky Draw Prizes LOC + Helpers Shirts Conference Gifting Technical Tours R55,000 Golf Day (Main Sponsor) Option 1 Option 2 Option 3 Option 4 Option 5 er R5,000 Flyer / Brochure in delegate bags (if not exhibiting) R5,000 Item inserts for delegate bags R6,000 Golf : Sponsored Water hole R10,000 Highlighters for Plenary Option 6 Option 7 Option 8 Option 9 Option 10 Mints for Plenary Option 11 Veg / Halaal Lunch Station R35,000 Biltong for Plenary IMESA EXCO Gifting Gift at Social Evening Tea / coffee serving Station R25-R35,000

4 DIAMOND SPONSORSHIP R (incl. VAT) - Negotiable EXCLUSIVE DIAMOND SPONSORSHIP ENTITLEMENTS Sponsorship Complimentary / Discounted Items 1 3x FREE EXHIBITION STANDS (each 3m x 3m) 2 6x FREE Exhibitor Manning Stand registrations 3 10x FREE guests at Social Evening (Thursday, 01 November 2018) 4 6x FREE Full Conference delegate registrations 5 1x Four Ball at Humewood Golf Course on Tuesday, 30 th October x FREE Unbiased Technical Keynote Speaker for Opening Session on Conference Day 1 (15min.) Conference Website 7 Status of Sponsorship & Logo on IMESA Conference website 8 Link to Company website from the IMESA Conference website 9 3min. promotional mpeg movie to be placed on IMESA Conference website supplied by the Sponsor Conference Proceedings Magazine 10 Status of sponsorship level & logo in the Sponsorship section of the Conference Proceedings Magazine TWO full pages branded editorial content (1200 words + 3 Images) in Conference Proceedings magazine, Sponsor to provide completed editorial by 29 June word company overview with contact details & logo in the Sponsorship section of the Conference Proceedings Magazine Brand Representation 13 Sole Branding of Opening Session of Conference on Day 1 14 Logo displayed on all comfy monitors in plenary for 5min prior to start of each session (8 Sessions in total) 15 Logo on 16 mass communication ers sent to Conference database (if package is taken up timeously) 16 2x Company Flyer / A4 Brochure in delegate bag, Sponsor to supply copies of each 17 Placement of 4x pull-up banners in Conference Plenary, Sponsor to supply (standard size banners) a) In Conference mini-programme b) On Conference Notepad 18 Status of sponsorship level & logo: c) On shared sponsor banner d) On Graphic Wall at entrance to Exhibitor Hall e) On IMESA thank their Sponsors slide at conference f) On presenters introductory slides Post Conference 19 Logo in advert thanking Sponsors in the IMIESA Journal post-conference

5 PLATINUM SPONSORSHIP R (incl. VAT) Negotiable EXCLUSIVE PLATINUM SPONSORSHIP ENTITLEMENTS Sponsorship Complimentary / Discounted Items 1 2x FREE EXHIBITION STANDS (each 3m x 3m) 2 4x FREE Exhibitor Manning Stand registrations 3 6x FREE guests at Social Evening (Thursday, 01 November 2018) 4 3x FREE Full Conference delegate registrations Conference Website 5 Status of Sponsorship & Logo on IMESA Conference website 6 Link to company website from the IMESA Conference website 7 2min. promotional mpeg movie to be placed on IMESA Conference website supplied by the Sponsor Conference Proceedings Magazine 8 Status of sponsorship level & logo in the Sponsorship section of the Conference Proceedings Magazine 9 10 ONE page branded editorial content (600 words + 2 Images) in Conference Proceedings magazine, Sponsor to provide completed editorial by 29 June word company overview with contact details & logo in the Sponsorship section of the Conference Proceedings Magazine Brand Representation 11 Logo next to IMESA logo on the Delegate Bag bags 12 Company Flyer / A4 Brochure in delegate bag, Sponsor to supply copies 13 Placement of 2x pull-up banners in Conference Plenary, Sponsor to supply (standard size banners) a) In Conference mini-programme b) On Conference Notepad 14 Status of sponsorship level & logo: c) On shared sponsor banner d) On Graphic Wall at entrance to Exhibitor Hall e) On IMESA thank their Sponsors slide at conference f) On presenters introductory slides Post Conference 15 Logo in advert thanking Sponsors in the IMIESA Journal post-conference

6 GOLD SPONSORSHIP R R (incl. VAT) Sponsorship Complimentary / Discounted Items 1 1x FREE EXHIBITION STAND (each 3m x 3m) 2 2x FREE Exhibitor Manning Stand registrations GOLD SPONSORSHIP ENTITLEMENTS 3 4x FREE guests at Social Evening (Thursday, 01 November 2018) 4 2x FREE Full Conference delegate registrations Conference Website 5 Status of Sponsorship & Logo on IMESA Conference website 6 Link to website from the IMESA Conference website Conference Proceedings Magazine 7 Status of sponsorship level & logo in the Sponsorship section of the Conference Proceedings Magazine 8 9 ONE page branded editorial content (600 words + 2 Images) in Conference Proceedings magazine, Sponsor to provide completed editorial by 29 June word company overview with contact details & logo in the Sponsorship section of the Conference Proceedings Magazine Brand Representation 10 Company Flyer / A4 Brochure in delegate bag, Sponsor to supply copies 11 Placement of 2x pull-up banners in Conference Plenary, Sponsor to supply (standard size banners) a) In Conference mini-programme b) On Conference Notepad 12 Status of sponsorship level & logo: c) On shared sponsor banner d) On Graphic Wall at entrance to Exhibitor Hall e) On IMESA thank their Sponsors slide at conference f) On presenters introductory slides Post Conference 13 Logo in advert thanking Sponsors in the IMIESA Journal post-conference

7 GOLD SPONSORSHIP - Option 1 to Option 5 AVAILABLE OPTIONS OPTION 1: Onsite Registration R130, 000 EXCLUSIVE ENTITLEMENTS a. Logo to appear on Registration Booth(s) b. Name to be included in the Registration signage, REGISTRATION SPONSORED BY c. Sponsorship branding to be accompanied by IMESA branding d. Branding of the Coffee-on-the-go station on Tuesday and Wednesday of the Conference days e. Branding on Registration Team shirts PLUS all Gold Sponsorship entitlements OPTION 2: Lanyards R130, 000 OPTION 3: Exhibition Hall R130, 000 a. Logo to appear alongside IMESA logo on all lanyards at the Conference as follows: x Delegate Lanyards - 200x Exhibitor Lanyards - 50x Companion Lanyards PLUS all Gold Sponsorship entitlements a. Naming rights to the Exhibition Hall b. All reference to the space will be as SPONSORED EXHIBITION HALL c. Sponsorship acknowledgement on all communication sent to Exhibitors prior to Conference d. Logo on Exhibition floor plan e. Logo on Exhibition wall banner stating SPONSORED BY - placed at entrance of Exhibition f. 2x Branding banners at entrance to the Exhibition Hall PLUS all Gold Sponsorship entitlements OPTION 4: Social Evening R130, 000 a. Naming rights to the Social Evening (Thursday, 01 November 2018) b. All references will be as SPONSORED SOCIAL EVENING c. Logo on all event directional signage & other signage d. Logo on menu and food labels, if applicable e. 2x Pull-up banners and other branding at Social Evening f. 4x FREE Additional guests at the Social Evening g. Welcome guests with a 2 minute promotional opportunity as sponsor of function PLUS all Gold Sponsorship entitlements OPTION 5: Conf. proceedings (on USB wristband) R130, 000 a. Conference Proceedings will be placed on 1000 USB wristbands b. Sponsor full logo to be placed on a 1000 USB wristbands c. USB wristband given to delegates at the registration onsite PLUS all Gold Sponsorship entitlements

8 SILVER SPONSORSHIP R70,000 R90,000 (incl. VAT) Sponsorship Complimentary / Discounted Items SILVER SPONSORSHIP ENTITLEMENTS 1 20% Discount on EXHIBITION STAND (Affiliate members ONLY the highest discount will apply) 2 2x FREE guests at Social Evening (Thursday, 01 November 2018) 3 1x FREE Full Conference delegate registrations Conference Website 4 Status of Sponsorship & Logo on IMESA Conference website 5 Link to website from the IMESA Conference website Conference Proceedings Magazine 6 Status of sponsorship level & logo in the Sponsorship section of the Conference Proceedings Magazine 7 8 ½ Page branded editorial content (400 words + 1 Image ) in Conference Proceedings magazine, Sponsor to provide completed editorial by 29 June word company overview with contact details & logo in the Sponsorship section of the Conference Proceedings Magazine Brand Representation 9 Company Flyer / A4 Brochure in delegate bag, Sponsor to supply copies 10 Placement of 2x pull-up banners in Conference Plenary, Sponsor to supply (standard size banners) a) In Conference mini-programme b) On Conference Notepad 11 Status of sponsorship level & logo: c) On shared sponsor banner d) On Graphic Wall at entrance to Exhibitor Hall e) On IMESA thank their Sponsors slide at conference Post Conference 12 Logo in advert thanking Sponsors in the IMIESA Journal post-conference

9 SILVER SPONSORSHIP - Option 1 to Option 4 AVAILABLE OPTIONS OPTION 1: Motivational Speaker R70, 000 OPTION 2: Delegate Flyer Bag R75, 000 OPTION 3: Delegate Gift R85, 000 OPTION 4: Wine R90, 000 EXCLUSIVE ENTITLEMENTS a. Write-up of Motivational Speaker with SPONSORED BY on Conference website b. Sponsor s logo on Motivational Speaker holding slide c. Sponsorship acknowledgement by MC when introducing Motivational Speaker f. Two ers to full IMESA database which will include Sponsors Logo and a link to the sponsors website PLUS all Silver Sponsorship entitlements a. Sponsors logo on the delegate flyer bag in full colour b. Distribution from both IMESA Info desk and Exhibition office OR placed in delegate bags PLUS all Silver Sponsorship entitlements a. Branding on the delegate gift item for delegates b. IMESA to select delegate gift with Sponsor signing off all branding thereof c. Gift placed in Delegate bags PLUS all Silver Sponsorship entitlements a. Sponsor to provide 1200 bottles of wine combination of red and white wine b. Logo on wine labels. IMESA will supply design of wine label with the Sponsor ensuring wine labels are placed on wine bottles before delivery PLUS all Silver Sponsorship entitlements

10 BRONZE SPONSORSHIP R40,000 R60,000 (incl. VAT) BRONZE SPONSORSHIP ENTITLEMENTS Sponsorship Complimentary / Discounted Items 1 10% Discount on EXHIBITION STAND (Affiliate members ONLY the highest discount will apply) 2 2x FREE guests at Social Evening (Thursday, 01 November 2018) 3 1x FREE Full Conference delegate registrations Conference Website 4 Status of Sponsorship & Logo on IMESA Conference website 5 Link to website from the IMESA Conference website Conference Proceedings Magazine 6 Status of sponsorship level & logo in the Sponsorship section of the Conference Proceedings Magazine word company overview with contact details & logo in the Sponsorship section of the Conference Proceedings Magazine Brand Representation 8 Company Flyer in delegate bag, Sponsor to supply copies 9 Placement of 2x pull-up banners in Conference Plenary, Sponsor to supply (standard size banners) a) In Conference mini-programme b) On Conference Notepad 10 Status of sponsorship level & logo: c) On shared sponsor banner d) On Graphic Wall at entrance to Exhibitor Hall e) On IMESA thank their Sponsors slide at conference Post Conference 11 Logo in advert thanking Sponsors in the IMIESA Journal post-conference

11 BRONZE SPONSORSHIP - Option 1 to Option 9 AVAILABLE OPTIONS OPTION 1: Photo booth for Social Evening R40, 000 OPTION 2: Companion Programme R40, 000 OPTION 3: MC R45, 000 OPTION 4: Welcome Drink (Social Evening) R45, 000 OPTION 5: Golf Day (Main Sponsor) R50, 000 OPTION 6: Lucky Draw Prizes R50, 000 OPTION 7: LOC + Helpers Shirts OPTION 8: Conference Gifting OPTION 9: Technical Tours R55, 000 EXCLUSIVE ENTITLEMENTS a. Photo booth branded with Sponsors logo (examples available on request) b. All instant photos will include the Sponsor logo alongside IMESA s logo c. Announcement encouraging delegates to make use of photo booth d. 2x additional banners placed in close proximity to the photo booth a. Naming rights to Programme, referred as SPONSORED COMPANION PROGRAMME c. Branding of Companion Bags d. Branding transport and bottled water a. Logo on MC introductory holding slide. Slide will be displayed at the beginning of all Sessions b. Sponsorship acknowledgement by MC at the beginning and end of each Session (8 Sessions) a. Branded Welcome Drink at the Social Evening (Thursday, 01 November 2018) b. Signage that acknowledges sponsored drink on drinks table at venue c. 2x Banners placed on either side of Welcome Drinks display a. Naming rights to the Golf Day, referred to as SPONSORED GOLF DAY b. One er to full IMESA database which will include Sponsors Logo and link to website c. Branding of clubhouse with Sponsor s logo, 1st & 18th holes, Sponsor to supply branding d. Sponsor to provide adequate soft drinks and water at 1 watering hole e. Sponsor s logo on golf shirts f. Sponsor to provide prizes for prize giving a. Logo on all Lucky Draw holding slides b. Lucky Draw container wrapped with Sponsor s Logo c. Sponsor to present lucky draw on the stage in the plenary a. Logo alongside IMESA logo on LOC & Conference Helpers shirts b. Logo on slide at Conference closure when the LOC and helpers are called to the stage a. Branding of the gift packaging (70 units to be provided by the Sponsor) Sponsor s logo on holding slide when handing over gift (gifts handed to speakers and b. session chairs after each session, eight sessions in total) c. All gifts to be handed over on stage by MC or Session Chair d. Sponsorship acknowledgement by MC when handing over of gift a. Technical Tours to be referred to as SPONSORED TECHNICAL TOURS b. One er to full IMESA database which will include Sponsors Logo and link to website c. Sponsor s logo to appear on technical tour busses d. Logo on bottled water for Technical Tours

12 OPTIONS AVAILABLE OPTION 1: Marketing er R5,000 OPTION 2: Flyer / Brochure for delegate bags R5,000 OPTION 3: Items for bags R6,000 OPTION 4: Golf Day: Sponsored Water hole R10,000 OPTION 5: Highlighters for Plenary OPTION 6: Mints for Plenary OPTION 7: Biltong for Plenary OPTION 8: IMESA EXCO Gifting OPTION 9: Gift at Social Evening OPTION 10: Tea / coffee Station R35,000 OPTION 11: Vegetarian / Halaal Lunch Station R35,000 OTHER SPONSORSHIPS Option 1 to Option 10 R5,000 R35,000 (incl. VAT) EXCLUSIVE ENTITLEMENTS a. Banner logo at footer of 1 marketing sent to database prior to conference. b. Acknowledge sponsorship and link to sponsor website in the er c. Sponsor to supply high resolution digital image and all relevant contact details. a. Sponsor to insert a one-time A4 sized flyer/ brochure in delegate bag (sponsor to supply b. Sponsor to deliver copies c. All delegates will receive a conference bag with your insert total Option available for companies NOT exhibiting a. Inclusion of small branded items, e.g. pens, ruler, etc. into delegate bags b. Sponsor to provide 1,000 units for inclusion a. Sponsor of a water hole (6 water hole sponsorships available) b. Sponsor can brand water hole and provide items for giveaways at the water hole c. Sponsor to ensure compliance with Golf Course rules and regulations a. Sponsor of highlighters for plenary b. Item branded with sponsors logo and contact details c. Highlighters to be placed on all tables in the plenary a. Sponsor for mints for the plenary b. Item branded with sponsors logo and contact details c. Mints to be placed on all tables in the plenary a. Sponsor snack packet of Biltong for the plenary b. Item branded with sponsors logo and contact details a. Gifts for the IMESA Executive Committee b. Item branded with sponsors logo and contact details a. Gift for delegates at the Social Evening b. Item branded with sponsors logo and contact details a. Sponsor for Tea / coffee serving Station: 1) Wednesday ONLY 2) Thursday & Friday R35,000 b. Signage on the Tea / coffee serving station in the Exhibition Hall a. Sponsor for Vegetarian / Halaal Lunch Station for the duration of the Conference b. Signage that acknowledges sponsorship of the station on table in the Exhibition Hall c. 2x Banners placed on either side of the Vegetarian / Halaal Lunch Station

13 SPONSORSHIP AGREEMENT Complete ALL details hereunder. Completed forms to be sent to attention Debbie Anderson. Once Sponsorship has been confirmed, a notification will be sent to book exhibition stands online (if applicable). NAME OF COMPANY CONTACT PERSON CONTACT DETAILS MAIN CONTACT PERSON FOR SPONSORSHIP INVOICING DETAILS COMPANY NAME VAT NUMBER Telephone Full Names Designation Telephone Address Cellphone Cellphone COMPANY ADDRESS PERSON RESPONSIBLE FOR PAYMENT OF INVOICE Full Names Designation Telephone Address Postal Code Cellphone I, in my capacity as of (your full name), the undersigned, (your designation) (company name) do enter into a Sponsorship Agreement with IMESA for the level of Sponsorship as indicated hereunder of which our Company will receive the benefits as set out in the Sponsorship Prospectus. I am aware that FULL payment is to be done within 30 days of signing this Sponsorship Agreement. The level of Sponsor for this Agreement is as follows:- DIAMOND R495,000 (negotiable) - Exclusive Sponsorship PLATINUM R320,000 (negotiable) - Exclusive Sponsorship GOLD Option 1 Option 2 Option 3 Option 4 Option 5 SILVER Option 1 R70,000 Option 2 R75,000 Option 3 R85,000 Option 4 R90,000 BRONZE OTHER Option 1 R40,000 Option 1 R5,000 Option 2 R40,000 Option 2 R5,000 Option 3 R45,000 Option 3 R6,000 Option 4 R45,000 Option 4 R10,000 Option 5 Option 5 Option 6 Option 6 Option 7 Option 7 Option 8 Option 8 Option 9 R55,000 Option 9 Option 10 R35,000 Option 11 R35,000 SIGNATURE : DATE :

14 TERMS & CONDITIONS The SPONSOR agrees to be bound by these Terms and Conditions with respect to support for the 2018 IMESA Conference & Exhibition and further agrees that it shall be bound by the rates, submission deadlines, cancellation deadlines, and cancellation conditions outlined below. 1. All participation is subject to the approval of IMESA who also reserves the right to decline or cancel expos due to non-performance. 2. No responsibility will be accepted by IMESA for loss arising from non-adherence to deadlines of whatsoever nature which, once provided to the Sponsor, immediately come into effect and form part of this contract. 3. IMESA will use its best endeavors to deliver on its obligations to the Sponsor correctly but will not be liable for any loss of profits or damages suffered by the participant as a result of the participant s failure to do so and any failure in this regard will not entitle the advertiser to withhold payment of the account rendered in any respect. 4. IMESA shall be exempt from any liability arising from force majeure or where performance of its obligations is prevented by circumstances outside its control. 5. Any complaints need to be received by 14 November Complaints received after this date will not be entertained. 6. Full payment to be done within 30 days of signing the Sponsorship Agreement. 7. Verbal cancellation will NOT be valid; only a written cancellation via an or faxed letter, with an acknowledged response from IMESA, will be accepted by IMESA and will serve as notice. Any cancellations made BEFORE 31 July 2018 will be subject to a cancellation fee which is 50% of the full invoiced price. Cancellations made AFTER 31 July 2018, will be required to pay 100% of the full invoiced price. 8. Should IMESA agree in its sole discretion to assist, or complete, requirements of the participant, then all IMESA s production costs will be for the account of the participant at standard industry rates. 9. All amounts payable are due simultaneously by the date mentioned on this document as payment date, save where IMESA has approved, in writing, an extension of the payment deadline in which event. 10. IMESA reserves the right to suspend services if payment is not received on due date. 11. Nothing herein contained shall be interpreted as obliging IMESA to afford the participant any indulgence to effect payment after due date. 12. In the event of IMESA instructing its attorneys to collect any amounts, all legal fees and collection charges, determined as the maximum permitted fees and charges in terms of the NCA and its regulations, a commission of 20% (twenty percent) of the amount outstanding, and legal fees as between attorney and participant, shall be borne by the participant. 13. The Sponsor agrees that these Terms and Conditions constitute a valid contract with IMESA and certifies that all information given herein by him/her/it to the representative of IMESA is true and correct. 14. This agreement is governed by South African Law and is subject to the jurisdiction of the South African courts. IMESA is allowed to institute legal proceedings for the recovery of any amount owing hereunder in the Magistrate s Court of any district which by virtue of Section 28 of the Magistrate s Court Act has jurisdiction over the advertiser, but this does not preclude IMESA at its own discretion from instituting legal proceedings in the Supreme Court of South Africa which has jurisdiction over the participant. 15. All terms and conditions relating to the services are set out herein. All other terms and conditions are excluded unless agreed to in writing by IMESA, and no other conditions, warranties or representations, whether oral or written, express or implied by statute or otherwise, shall apply hereto. 16. No concession, latitude or indulgence allowed by IMESA to the participant shall be construed as a waiver or abandonment of any of IMESA S rights hereunder. 17. In the event that any of the terms of these Terms and Conditions are found to be invalid, unlawful or unenforceable, such terms will be severable from the remaining terms, which will continue to be valid and enforceable. I hereby AGREE to the Terms and Conditions of this Agreement as set out above. NAME: DESIGNATION: NAME OF COMPANY: SIGNATURE : DATE : OFFICIAL USE (IMESA to complete) CHECKED BY: (full name) DESIGNATION: SIGNATURE : DATE :