Hong Kong Summit 2018 18 January 2018 Regal Hongkong Hotel 88 Yee Wo Street, Causeway Bay, Hong Kong Worldwide ERC s Hong Kong Summit is an exclusive regional education and networking event devoted to global mobility professionals. Our Summits bring together corporate HR professionals with service providers from around the globe who are dedicated to supporting relocation and global mobility moves in an intimate, face-to-face setting. We invite you to showcase your company or organization to our global mobility professionals, relocation service providers, relocation management companies, academics, and government representatives who participate in the global transfers of employees. Why Sponsor the Summit? EPOSURE Market your organization as a thought leader and raise brand exposure in this exclusive community. You will reach more than 75 corporate HR professionals local to the APAC region from companies like ANZ, Bipo Service, China Telecom Global Limited, JAS Forwarding Worldwide, Nomura and many more. SALES Generate new leads and solidify partnerships. NETWORK Enhance relationships with new, regional corporate HR managers. EDUCATION Receive two (2) complimentary registration(s) for your company representatives. Why attendees value the Hong Kong Summit: The depth of information that can be gained in a short amount of time The ability to make connections with, and learn from, professionals from other countries The chance to understand, question, and come away with solid insight on broad and unique mobility issues The opportunity to benchmark individual company strategies, policies and processes 1
Conference Profile Our sponsors and attendees were thrilled with the level of discussion and lead generation from previous Hong Kong events! This unique gathering offers a sponsorship opportunity to lead exclusive table discussions on a designated topic. Intimate conversations with face-to-face interaction means you can showcase your company as a thought leader and expert in mobility services. Schedule 18 January 2018 07:00 08:00 Setup of tabletop space 08:00 09:00 Welcome Coffee/Tea in the Summit Marketplace 10:00 10:30 Networking Refreshment Break in the Summit Marketplace 13:00 13:30 Networking Dessert in the Summit Marketplace 13:30 15:00 Hot Topic Roundtable Discussions facilitated by Summit Sponsors (one table/topic/facilitator per sponsoring company) 16:00 16:30 Networking Refreshment Break in the Summit Marketplace 16:30 17:00 Teardown of tabletop space* *All exhibitor materials must be removed from the exhibition hall no later than 17:00 on 18 January. Sponsorship Benefits Your company will be listed as a sponsor in a promotional advertisement that will run in Worldwide ERC s Mobility magazine. Educational roundtable discussion led by a representative from your company on a topic agreed upon by Worldwide ERC and Sponsor Company logo will be placed on the roundtable signs Your company name will be included in media releases and advertisements issued to promote the event to international and local media. Full Exhibit Sponsorship Only $8,950 $4,250 Two (2) complimentary registrations (Tabletop should be manned by one of the two complimentary registrations) One (1) complimentary registration Discreet access to the event s advance delegate list 2 weeks prior to the Summit. The list will be sent in spreadsheet format which you may use to create mailing labels for a one-time promotional hard copy mailing before the Summit. Please note that email addresses are not included. Your company must provide a copy of any promotional materials that will be sent to the list of delegates to Worldwide ERC for review and approval prior to any mailing. Sharing of the delegate list with any other organization or individual outside of the sponsoring company is expressly prohibited. Your company will be identified on the Worldwide ERC Web site as a Summit sponsor or Summit Exhibitor including your logo, a brief company description, and a hyperlink to your company s Web site. *Exhibitors logos are not noted on website Identification as a sponsor of the 2018 Hong Kong Summit. One tabletop (6ft L x 3ft W) space in the Summit Marketplace (see Exhibit Rules and Information for tabletop size and specifications). Recognition as a sponsor during the Summit s Plenary Session. Company listing including logo, description and contact information on the Summit mobile with option to attach a large PDF ad Your company will be recognized as a sponsor in a post-summit thank you advertisement in Worldwide ERC s Mobility magazine. Discreet access to the event s delegate list after the Summit. Suggestion: use the list to create mailing labels for a onetime hard copy mailing. Please note that email addresses are not included. NOTE: All sponsor acknowledgements and tabletop assignments will be made in the order that contracts and payments are received. 2
Exhibition Rules and Information TABLETOP EHIBIT SPACE The Summit will provide one 6-ft table that the sponsor can use to display a tabletop exhibit, products and/or promotional material. Display space is limited to and cannot extend beyond the table surface, with the exception of one standing banner, no larger than 1.2M x 2M (for sponsors) and 0.85M x 2M (for exhibit-only), that must be placed behind your tabletop. No other display items are allowed on the floor next to, in front of, or behind the table. All other signage, exhibit fixtures, products, etc. must be placed on top of the table. Maximum height permitted on top of table is 4ft. Signage and displays on the table may not obstruct the view of other exhibitors or the exhibit floor. Exhibitors may be asked to remove any display items not in compliance with these guidelines. EHIBITION HOURS Thursday, 18 January 2018 07:00 08:00 Setup of tabletop space 08:00 09:00 Welcome Coffee/Tea in the Summit Marketplace 10:00 10:30 Networking Refreshment Break in the Summit Marketplace 13:00 13:30 Networking Dessert in the Summit Marketplace 13:30 15:00 Hot Topic Roundtable Discussions facilitated by Summit Sponsors (one table/topic/facilitator per sponsoring company) 16:00 16:30 Networking Refreshment Break in the Summit Marketplace 16:30 17:00 Teardown of tabletop space* *All exhibitor materials must be removed from the exhibition hall no later than 17:00 on 18 January. TABLETOP ASSIGNMENT & SUBLEASE Worldwide ERC will assign all exhibition space. Please note that exhibition space is limited and will be assigned on a space available basis, in the order that paid contracts are received. Full Summit sponsors will receive first option on all exhibition space. The exhibitors will be responsible for providing their own materials, within the given tabletop space restrictions. Exhibitors may not sublet tabletop, nor may exhibitors assign this lease in whole or in part. Companies may not share tabletops unless permission by Worldwide ERC is granted. Payment must be received before exhibition space is confirmed. Exhibitors will be accountable for all tabletop materials and equipment. PAYMENT & CANCELLATION POLICY The full sponsorship payment MUST accompany contract and is non-refundable. Worldwide ERC reserves the right to cancel this contract if, in its opinion, the previous conditions are not observed or if payment is not received. If, for causes beyond the control of Worldwide ERC, it is unable to comply with the terms of this contract and deliver the space allotted, this contract shall be considered terminated and any payment made by the sponsor shall be refunded less expenses incurred by Worldwide ERC. Please see Checklist of Deadlines for written cancellation notice. SECURITY TIPS FOR EHIBITORS Worldwide ERC will provide limited security of the exhibition area. Exhibitors alone are responsible for any valuables in the exhibition area. Do not leave any valuable goods unattended, such as computers, monitors, projectors, DVDs, televisions, and other electronic equipment. Storage of excess supplies and merchandise will be the responsibility of the exhibitor. Tabletop setup and dismantle are the sole responsibility of the exhibitor. RESPONSIBILITY FOR LOSS OR DAMAGE The exhibitor assumes all responsibility for damage caused by the exhibit to the person, property, or rights of other parties, including injury to floor, wall, decorations or equipment of the Regal Hongkong Hotel. DISPLAYS, MATERIALS, AND PROPS Exhibitors shall not display or place any product, sign, partition, apparatus, shelving or other construction that extends beyond the dimensions of the tabletop surface and nothing on table may be higher than 4ft (6.5ft from floor). No interference with the light or view of other tabletops will be permitted. Exhibitors are reminded of the educational nature of this exposition. 3
TABLETOP ATTENDANTS All company representatives must be full registrants of the Summit and pay the full Summit registration fee. Two (2) complimentary registrations accompanying the sponsorship package and one (1) complimentary registration accompanying the Exhibit Only Package are to be used by company individuals attending the event and working in your exhibition area. These registrations are non-transferable. LOGO SUBMISSION Please email your logo in the formats listed below to SponsorshipandExhibits@WorldwideERC.org within 7 days of submitting your signed contract: A high-resolution color logo in eps or ai format; A logo sized 150 pixels width x 100 pixels height in jpg or gif format; AND A logo sized 300 pixels in width x 300 pixels height in jpg or gif format SPONSOR/EHIBITOR CONTACT INFORMATION Details of one company contact (name, title, company name, address, telephone, email, website address and Twitter handle) will be included on the Summit mobile app. Checklist of deadlines and requirements: Make sure these important dates are on your calendars! All forms should be returned to: SponsorshipandExhibits@WorldwideERC.org unless otherwise noted. Due Date Item Due Additional Details Right away! Contract with payment ASAP Signed sponsorship contract and full payment submitted to Worldwide ERC as soon as possible in order to receive full sponsorship benefits. Be sure to include your company name as it will appear in ALL printed materials on the contract. By 17 November 2017 Written cancellation notice Cancellation before this date will be subject to a $500 cancellation fee Failure to notify Worldwide ERC of the intent to cancel by this date will result in full loss of the exhibit fee paid 17 November 2017 Company description 50-word company description of your services as they relate to global mobility for posting on our website and the Summit mobile app. 17 November 2017 Company logo These formats are required: A high-resolution color logo in eps or ai format; A logo sized 150 pixels width x 100 pixels height in jpg or gif format; AND A logo sized 300 pixels in width x 300 pixels height in jpg or gif format 17 November 2017 Registration forms Registration forms must be submitted for complimentary company registrants. 17 November 2017 Contact Information Form 17 November 2017 Research Report/ White Paper Promotion 17 November 2017 Tabletop Prize Promotion Company Contact Information Form must be submitted for your listing on the Summit mobile app. Research Report/White Paper Promotion If you plan to distribute a research report or white paper at your tabletop, send the document title and a brief (2-4 sentences) description for inclusion on the Summit mobile app and pre-summit promotions. Tabletop Prize Promotion If you plan to hold a prize drawing at your tabletop space, please send the prize information to for inclusion on the Summit mobile app and pre-summit promotions. 4
Research Report/White Paper Promotion Worldwide ERC is happy to offer our research promotion program to bring more learning into the Summit Marketplace! In the current business environment, corporate HR and government professionals and service providers are always looking for tangible takeaways from the meetings they attend that will help them excel at their jobs and better navigate the global mobility industry. If your company has a research report or white paper that you will be distributing at your tabletop space in Hong Kong, we would like to help spread the word to our attendees! If you would like to participate in this program, please send an email to SponsorshipandExhibits@WorldwideERC.org by 17 November 2017 with the following information: The title of the research report or white paper that you will be distributing at your tabletop A 2-4 sentence promotional description of the document We will then include that information, along with your company name and tabletop number, on the Summit mobile app, as well as in advance promotional messages to our attendees. Please note that while Worldwide ERC will help to promote this information, your company will be responsible for providing print copies of the research and making it available at your tabletop for distribution to interested attendees. Tabletop Prize Promotion If your company will be holding a lucky draw for a grand prize at your tabletop space during the Summit, let us know the details and we ll share with our attendees! If you would like to participate in this program, please send an email to SponsorshipandExhibits@WorldwideERC.org by 17 November 2017 with details on your prize, and we will include that information - along with your company name and tabletop number - on the Summit mobile app, as well as in advance promotional messages to our attendees. Please note that Worldwide ERC will help you by promoting this information, however, your company will be responsible for all aspects of your drawing, to include collecting names, holding the drawing, and delivering the prize to the winner. If you have any questions regarding either of these programs, please contact Shab Shahbazi sshahbazi@worldwideerc.org 5