EXHIBITOR MARKETING MANUAL

Transcription

1 EXHIBITOR MARKETING MANUAL Julia Fedotova MVK part of the ITE Group 15, bldg.1, Zubarev Pereulok, Moscow, Russia info@ite-expo.ru Raisa Gazaryan Project Director Gazaryan@ite-expo.ru (ext. 6243) Elena Bulanova Sales manager Bulanova@ite-expo.ru (ext. 6263) Olga Chernova Marketing manager Chernova@ite-expo.ru (ext. 6299) Julia Fedotova Coordinator J.fedotova@ite-expo.ru (ext. 6247) Dear Exhibitors and Visitors, We are very pleased that you have decided to participate in GasSUF, and welcome you as an exhibitor. Please contact us with any queries you may have during your preparation for the exhibition. The Exhibitor Marketing Manual contains important information that will make your participation in the exhibition as effective as possible. Please note that some of the order forms that make up this manual must be completed in electronic form and sent to the organiser by the dates specified on them: - Electronic form for submitting information to the official exhibition catalogue (by 1 September ) - Electronic form for submitting lists for passes (by 1 September ) You can download these forms at If you have any queries completing the electronic forms, please contact the Exhibition Coordinator, Julia Fedotova (J.fedotova@ite-expo.ru). Pro Forma Invoice M (pg. 2) MUST be completed by every exhibitor. Please provide a summary of your order on this form, and stamp and sign it. The completed form is the basis for your invoice. Please adhere to the deadlines and procedure for submitting the order forms. If you have any problems completing the forms, please do not hesitate to contact us by telephone or . We will gladly answer any questions you have. We wish you success and look forward to seeing you at the show! Regards, The management of GasSUF October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 1

2 ORDER FORM FOR MARKETING SERVICES (THIS FORM MUST BE COMPLETED) Julia Fedotova customer ID (ITE use only) Form Form completed and sent to MVK Description of services Form 1 (pg.3) yes no Exhibitor passes. Gala-reception Form 2 (pg.4) yes no Complimentary tickets for visitors Event announcement Form 3 (pg.5-7) yes no Conference hall rental Additional equipment Form 4 (pg.8-9) yes no Official exhibition catalogue Official exhibition route planner Form 5 (pg.10) yes no Sponsorship opportunities Form 6 (стр.11-13) yes no Outdoor advertising. Advertising structures Form 7 (стр.14) yes no Distribution of materials Form 8 (стр.15-16) yes no Internet advertising on the website Total, Notes: 1. This order form is a summary table of all orders made by you. It must be completed and is the basis for your invoice. 2. For companies not exhibiting at the event there is a 100% surcharge. 3. Order forms received one month before the start of the exhibition incur a surcharge of 50%; those received 10 days before the start of the exhibition incur a surcharge of 100%. 4. The prices listed above do not include VAT and other similar taxes of the Russian Federation. 5. Payment must made within 14 days from the date of invoice (with the exception of orders made after 4 September, which must be paid within 3 days). 6. By completing the order form and sending it to MVK, the exhibitor agrees to pay in full for the services ordered. The order cannot be cancelled by the customer unilaterally. 7. The exhibitor has carefully the the rules of participation contained in this manual and agrees with them. Stamp here October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 2

3 EXHIBITOR PASSES. GALA-RECEPTION 1 Julia Fedotova J.fedotova@ite-expo.ru EXHIBITOR PASSES Passes: Exhibitors must present a pass for entry to the exhibition venue during the exhibition, and set-up and dismantling periods (08:00-20:00). Passes are issued by the organisers: 1 pass for every 3m² of exhibition space booked. (For stands of 4-6m², 2 passes are provided). If this number of passes is not enough for all of the employees working at the stand (including interpreters and assistants, but not stand builders employed only during set-up and dismantling), you need to order additional passes using this form. Quantity Price, Total, Additional passes Х 25 PLEASE NOTE: Passes will be issued with the details already filled in. Therefore, you must send us a list of employees in electronic form (see sample below). If we do not receive this list, you will have to independently obtain passes during set-up. You can download these forms by following the link: Name of company Full name of employee Position Inversiya llc John Smith Manager smith@inversiya.com ADDITIONAL COMPLIMENTARY TICKETS FOR THE GALA-RECEPTION PLEASE NOTE: The invitation card is included in the registration fee contract, the application for a reception in honor of the exhibition for two person. If you plan on taking the presence of two or more members of the company, you need to order additional tickets for this form. Quantity Price, total, Additional complimentary tickets for the gala reception Х 145 Not valid without FORM M October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 3

4 COMPLIMENTARY TICKETS FOR VISITORS 2 Julia Fedotova J.fedotova@ite-expo.ru ONLINE VISITOR REGISTRATION To save time, your guests can register in advance on the exhibition website: and get e-ticket. PLEASE NOTE: Industry professionals who register online in advance do not require a complimentary ticket. Upon presentation of the e-ticket at EXPRESS REGISTRATION, a named badge will be printed which acts as a pass for all four days of the exhibition. COMPLIMENTARY TICKETS To give your guests free entry to the exhibition, you must provide them with complimentary tickets, which allow them to visit the exhibition on any day. During the preparations for the exhibition, the organisers send out invitations to target visitors, so the number of tickets is limited. Exhibitors who do not complete this form, or complete it after 1 September, will only be provided with tickets if available. We will notify you of the availability of tickets, and you can pick them up at our office in advance by informing us of the number you require. PLEASE NOTE: Registration is obligatory when visiting GasSUF. Registered visitors will be issued with visitor badges, which are valid for all four days of the exhibition. NUMBER OF COMPLIMENTARY TICKETS: Company: : : October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 4

5 CONFERENCE HALL RENTAL & ADDITIONAL EQUIPMENT Olga Chernova 3.1 CONFERENCE HALL AND MEETING ROOM RENTAL We are pleased to be able to offer you conference halls and meeting rooms, to ensure that your presentations and seminars run smoothly. Please indicate the hall you wish to hire in the section Event announcement (Form M3.1). Number of hours The scheduled event must be multiples of an hour in length. Please check with the organisers about being able to hold the event in the required place and at the requested time, when booking a venue. Price per hour (min. 3 hours), Price per day, (8 hours) Conference hall 214 Х Conference hall 208 Х Meeting room 213 Х VIP room Х Total, Conference halls and meeting rooms are equipped with furniture as per the layout plan. Should the layout and number of seats available in the conference halls change, a service to alter the furniture arrangement can be ordered additionally. The facilities will be available 30 minutes before the time indicated on the order form. Conference hall 214 ( hall А, 150 seating capacity). Conference hall 208 ( hall А, 100 seating capacity). Meeting rooms 213 ( hall А, 50 seating capacity). PLEASE NOTE. Additional set-up / dismantling charges apply when changing the conference halls basic configuration. The cost of this service can be provided on request. If you want to use the conference halls and rooms to host banquets, receptions or coffee breaks, the rental rates increase by 50%. For companies not participating in the exhibition with a stand, there is a 100% surcharge on the price of hall rental October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 5

6 CONFERENCE HALL RENTAL & ADDITIONAL EQUIPMENT 3.2 ADDITIONAL EQUIPMENT (ORDER IF NECESSARY) Number of hours Price per hour, Price per day, Total, Projection screen 1,5 х 2 m Х Radio microphone Х Stand microphone Х Wireless device to manage presentations Х 9 43 Laptop with equipment Х Multi-media video projector, 3000 ANSI Im Х Plasma monitor (50 ) Х DVD player Х 7 33 Amplifier, to 200 W Х PLEASE NOTE: The price for additional equipment not included in this list is agreed by the sides. Using in conference halls own equipment (except for personal laptops) are not allowed October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 6

7 EVENT ANNOUNCEMENT 3.3 EVENT ANNOUNCEMENT If you rent a conference hall for hosting an event during the exhibition, the organisers can include information about the event in the business programme. Please provide us with all the necessary information about your event. However, the information is included in the business programme at the discretion of the organisers. The text may be edited or published in an abridged form. Title (subject) and format of event and time Venue October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 7

8 OFFICIAL EXHIBITION CATALOGUE (CD VERSION) 4.1 The official exhibition catalogue contains a list of all the exhibitors with a description of their activity. It is a unique reference guide that is used by industry professionals throughout the year. Format: CD version (Russian/English) distributed among exhibitors and visitors. CATALOGUE ENTRY Quantity Price, Total, Entry about exhibitor 1 Х Free - Entry about sub-exhibitor Х 265 Additional characters in catalogue (150) Х 60 Company logo next to description Х 36 Entries about exhibitors: The company description must be provided electronically on the form sent to the address given by you on the space application form. The exhibitor entry is in English and Russian (max. 150 characters in each language). The organisers reserve the right to edit the text at their discretion if it exceeds the specified length. Your company's logo: The company logo will be placed next to the description of your company. Logos can only be accepted in vector format (Illustrator, EPS) by J.fedotova@ite-expo.ru. Entries about sub-exhibitors: You can enter information about the partners on your stand in the exhibition catalogue. ADVERTISING IN THE EXHIBITION CATALOGUE (CD VERSION) Quantity Price, Total, Logo on all pages with hyperlink Х x 65 banner on all pages with hyperlink, 100% exposure 334 x 65 banner on all pages with hyperlink, 50% exposure 334 x 65 banner on all pages with hyperlink, 33% exposure Х 512 Х 337 Х 243 Advertising page Х 410 Technical requirements: Logos: CMYK in TIFF or EPS format, at least 150 dpi. Banners: Gif or JPEG, no larger than 30kb. Please provide hyperlinks with the file. Banner and logo files must be provided no later than 1 April. EXHIBITION CATALOGUE SPONSORSHIP Price, Catalogue sponsorship Total, Rub October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 8

9 OFFICIAL EXHIBITION ROUTE PLANNER 4.2 The official exhibition route planner of GasSUF contains plans of the pavilions with the layout of the stands and names of the exhibitors (not sub-exhibitors), as well as complete lists of all the exhibitors and the event programme. Format: 145 x 210mm. Full colour. In Russian and English. Circulation of copies. Given to exhibitors and visitors at registration. ADVERTISING IN THE EXHIBITION GUIDE Quantity Price, Total, Logo + sign to stand on floor plan Х 241 Advertising page (1/2), 4 colours Х 361 Advertising page (1/1), 4 colours Х 482 Full-colour advertising spread Х 602 Advertising page (1/1), 2 nd, 3 rd cover Х 723 Advertising page (1/1), 4 th cover Х 843 Technical requirements: Files: Quark XPress, Adobe PageMaker, Adobe Illustrator, CorelDraw in vector form; fonts curved or freestanding; resolution 2540 dpi; raster images - CMYK in TIFF or EPS format, at least 300 dpi. Layout sizes: (W х H мм) 1/1 page 145 х 210mm (trim size Notes: 1. If you ordered advertising in the space application form, do not repeat your order on this form. 2. Advertising layout for the catalogue must be provided in file form by 1 September. * Logo also placed in the official catalogue, signage banners and the exhibition website ROUTE PLANNER SPONSORSHIP Price, Route planner sponsorship Total, October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 9

10 SPONSORSHIP OPPORTUNITIES 5 Olga Chernova chernova@ite-expo.ru The visitors to the exhibition represent a large target audience, to which you can offer your services or products during the exhibition. For companies wishing to make full use of the uniqueness of the event and achieve the maximum effect from participating in the exhibition, the organisers have created a number of additional marketing opportunities. Price, Total, GENERAL EXHIBITION SPONSOR OFFICIAL EXHIBITION SPONSOR VISITOR REGISTRATION ZONE INFORMATION AND SIGNAGE BOARDS OFFICIAL CATALOGUE BUSINESS PROGRAMME OFFICIAL GALA-RECEPTION OFFICIAL GUIDE OFFICIAL EXHIBITION PACKS VISITOR BADGES COMPLIMENTARY TICKETS For more information about the sponsorship packages, please contact Olga Chernova (ext. 6299). We can also offer you an individually tailored package, which suits your company s advertising goals and budget. Rub October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 10

11 OUTDOOR ADVERTISING. ADVERTISING STRUCTURES 6.1 OUTDOOR ADVERTISING Banner on the facade of the pavilion 4 х 7,5 m Banner on the facade of the pavilion 4 х 4 m Banner on the facade of the pavilion 2 х 4 m Self-adhesive transparent sticker on the facade of the pavilion 2х1 m Quantity Price, Total, Х Х Х Х 573 Banner near Gates 7 10х0,8 m Х 933 Flagpole-mounted flag, 6х1,5 m Х 390 Flagpole-mounted flag, 3х1,5 m Х 260 Banner on mobile structures, sq.m Х 135 Banner on stationary structures, sq.m Х 130 The price includes the printing of the advertising layout, the setting up and dismantling of the structure, as well as its rental for the duration of the exhibition. The layout of the advertising structures and technical requirements for the advertising layout can be provided upon request. Please contact the marketing manager, Olga Chernova (ext. 6299) PLEASE NOTE: The cost of additional services not included in this list is to be agreed by the parties. For companies not exhibiting at the event there is a 100% surcharge October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 11

12 OUTDOOR ADVERTISING. ADVERTISING STRUCTURES 6.2 USE OF SPACE UNDER ADVERTISING STRUCTURES Space rent on outdoor grounds For an advertising vehicle, for 1 vehicle Quantity Price per m², Total, Х For a balloons / inflatable structures Х 911 For placement an exhibitor's structures * Space rent inside the exhibition halls Advertising structure in the food court Advertising structures in the registration zone Advertising structures inside the exhibition halls Х 54 Quantity Price per m², Total, Х 43 Х 130 Х 65 PLEASE NOTE: The cost of additional services not included in this list is to be agreed by the parties. For companies not exhibiting at the event there is a 100% surcharge October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 12

13 OUTDOOR ADVERTISING. ADVERTISING STRUCTURES 6.3 RENTAL OF ADVERTISING STRUCTURES INSIDE PAVILIONS Advertising structures 1,5х3* m Х 301 Advertising structures 1х2,12* m Х 157 Quantity Price, Total, 1 side 2 sides Advertising structures 1,1х2,4 m Х Advertising structures 2х1,87, m Х Advertising structures 3х2,4 m Х Advertising structures 6х2,4 m Х Banner 6х3 m on ceiling beam, hall А Х Banner 6х6 m от ceiling beam, hall А Х *Only for exhibition halls The price includes the printing, the setting up and dismantling of the structure, as well as its rental for the duration of the exhibition per 1 advertising structures PLEASE NOTE: The cost of additional services not included in this list is to be agreed by the parties. For companies not exhibiting at the event there is a 100% surcharge October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 13

14 DISTRIBUTION OF MATERIALS & 7 INSERTS / DISTRIBUTION OF ADVERTISING MATERIALS Distribution of materials from registration desks Quantity Price, Total, Х 361 Inserts in official visitor bags Х 723 Inserts in official exhibitor packs Х 482 PROMOTERS* Permission for distribution of products in exhibition halls Permission for distribution of products within exhibition centre Quantity Price, Total, Х 361 Х 520 * The price includes only the badge of promoter. The staff is employed in addition. PLEASE NOTE: The price for additional services not included in this list is agreed by the sides October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 14

15 INTERNET ADVERTISING ON THE WEBSITE 8.1 INTERNET ADVERTISING ON Quantity Price (month), Total, Banner 292x60 Banner 668x60 All pages, 100% exposure Х All pages, 50% exposure Х All pages, 33% exposure Х Main page, 100% exposure Х Main page, 50% exposure X Main page, 33% exposure X Sections Exhibitors, Media Center (main and second pages), 100% exposure Sections Exhibitors, Media Center (main and second pages), 50% exposure X X Sections Exhibitors, Media Center (main and second pages), 33% exposure X Sections Visitors (main and second pages), 100% exposure X Sections Visitors (main and second pages), 50% exposure X Sections Visitors (main and second pages), 33% exposure X News and announcements Х free Placing a banner on is a great way to present your product to a online audience industry. PLEASE NOTE! For companies not exhibiting at the event there is a 100% surcharge. The cost of additional services not included in this list is to be agreed by the parties October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 15

16 INTERNET ADVERTISING ON THE WEBSITE 8.2 INTERNET ADVERTISING ON Quantity Price (3 month), Total, Banner 1000 х 60 All pages, 100% exposure Х 3337 All pages, 50% exposure Х 2337 All pages, 33% exposure Х 1663 Main page, 100% exposure Х 2506 Main page, 50% exposure Х 1747 Main page, 33% exposure Х 1253 Sections Exhibitors, Media Center (main and second pages), 100% exposure Sections Exhibitors, Media Center (main and second pages), 50% exposure Sections Exhibitors, Media Center (main and second pages), 33% exposure Х 2506 Х 1759 Х 1253 Sections Visitors (main and second pages), 100% exposure Sections Visitors (main and second pages), 50% exposure Sections Visitors (main and second pages), 33% exposure Х 2843 Х 1988 Х 1422 Placing a banner on is a great way to present your product to a online audience industry. PLEASE NOTE! For companies not exhibiting at the event there is a 100% surcharge. The cost of additional services not included in this list is to be agreed by the parties October Moscow VVC, pav 75 EXHIBITOR MARKETING MANUAL 16