ALFI Global Distribution Conference in association with NICSA & HKIFA 18 & 19 September 2012 Nouveau Centre de Conférences Kirchberg (NCCK) 4, Place d Europe L-1499 Luxembourg Sponsors Manual
Dear Sponsor, Welcome to the 21 st ALFI Global Distribution Conference! This document is designed to offer you some useful information in order to facilitate your participation at this event. If you have any questions, please contact the events team at events@alfi.lu and we will be happy to assist you! We look forward to seeing you in September, Kind regards, Events team Siobhan, Irène, Andreea, Virginie, Karen & Ria
Table of Contents Deadlines Overview- To do list! 1 Conference venue 2 Your company advert in the conference brochure (technical specifications) 6 Tickets registration 7 Accommodation 8
Deadlines overview As per invoice date Pay invoice Help promote the conference by sending the invitation to 18 June your contacts. Hardcopies of the invitation brochures can be ordered at no charge by e-mail: events@alfi.lu. 2 July Send your A4 company advert for the conference documentation brochure to in_ads@kneip.com with copy to events@alfi.lu. Until 3 September Register the persons for the full access tickets included in your sponsorship/ exhibition package. A special link will be sent to the exhibitor s main contact person. (1 person/ per ticket/ per day sharing of tickets is not possible.) Additional attendees can be booked via our website www.alfi.lu. (normal registration procedure online or by fax) As soon as possible Book hotel accommodation for your conference attendees. Hotel bookings are managed by Luxembourg Convention Bureau: Tel.: +352 / 22 75 65 - Fax: +352 / 46 70 73, E-mail: convention.bureau@lcto.lu Mon-Fri, office hours +352 22 30 26 1 Ask ALFI if you have any questions or if you need some information or help. events@alfi.lu, phone: +352-22 30 26 1 1
Conference center Address : Nouveau Centre de Conférences Kirchberg (NCCK) 4, Place d Europe L-1499 Luxembourg 2
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General sponsorship information & conditions I. Sponsor benefits Logo on hardcopy invitation brochure (dispatched 12 000 contacts worldwide) Logo on e-invitation on the ALFI website www.alfi.lu Logo on the conference screen Logo on the conference documentation brochure (distributed to all attendees) Delegates list before the conference One sided A4 page company advert in the conference brochure (distributed to all attendees) For companies with more than one sponsorship, only one advert will appear in the conference brochure. 1 full access ticket per conference day Conference brochures for marketing purposes on request II. Sponsorship conditions The deadline for sponsorship is 27 April 2012 in order that your company logo appears on the hardcopy conference invitation. Note: In order to avoid any misunderstandings, please note that sponsors are not allowed to display any material at the conference. This benefit is part of the exhibition opportunities only. III. III. Payment The invoice will be sent to you by post. Please make your payment to ALFI s bank account at: Banque de Luxembourg, 14, Bld. Royal, L-2449 Luxembourg Account number: IBAN LU67 0081 0885 9900 2003 Swift Code: BLUXLULL Quoting the reference: 2012/Exhibition or Sponsorship-ALFI/ and company name IV. IV. VAT legislation VAT applies in accordance with European and Luxembourg regulation as follows: Invoice address in Luxembourg or in a country outside the EU: 15% VAT applies. Invoice address in a country within the EU (except Luxembourg): VAT is due under the reverse charge mechanism. Please complete the VAT Number section according to one of the following options: For companies within the EU: If your company is VAT registered, it is mandatory to provide a VAT number (for reporting purposes). Important: If you do not provide your VAT number or your VAT number is wrong, you will be charged 15% VAT. If your company is not VAT registered - please mark 'N / A' in the VAT number section/field and you will be charged 15% VAT. For companies outside the EU: If your company is located outside the EU, it is not mandatory to provide your VAT number, but please mark 'Non EU' in the VAT number section/field. You will be charged 15% VAT. 4
V. V. Agreement cancellation The sponsorship is confirmed once ALFI has confirmed receipt of your sponsorship agreement. Cancellations received in writing by 27 April 2012 will be refunded, less a 10% handling fee. Cancellations received after this date will be subject to the full cost of sponsorship as per this agreement. No refund can be made for any tickets included in the sponsorship package. VI. VI. Modifications ALFI reserves the right to amend the conditions for each event, depending on the venue and other logistical factors. VII. Payment The invoice will be sent to you by post. Please make your payment to ALFI s bank account at: Banque de Luxembourg, 14, Bld. Royal, L-2449 Luxembourg Account number: IBAN LU67 0081 0885 9900 2003 Swift Code: BLUXLULL Quoting the reference: ALFI Global Distribution Conference 2012/ EXHIBITOR OR SPONS/and company name 5
Your company advert in the conference brochure -technical specifications FORMAT Type: A4 Trim size: 210 x 297mm Size with bleed: 220 x 307 mm COLOUR Quadri PDF FILES Files should be Composite PDF, CMYK colour space. Files should contain one page per PDF document. IMAGES: Colour bitmap images, CMYK effective resolution 300 dpi; Grayscale bitmap images effective resolution 300dpi; Monochrome bitmap images (linework) effective resolution 1200 dpi. PDF s that are supplied in RGB will be converted to CMYK and this may result in a colour variation. This is a standard result of RGB to CMYK conversion. A five millimetre bleed should be included on all sides where necessary. The original document, prior to PDF, should not contain copy-dot scans, JPEG images, Multiple Master Fonts or Pantone colours. Crop marks should be included and offset by 10pt. Trapping requirements regarding overprint and knockout should be applied to the document by the originator this must be highlighted and notification must be given to the production department. A hard copy of the proof should be supplied which has been generated from the PDF file. A colour proof is required for colour checking, all other proofs will be used for checking content only. COLOUR PROOFS In order to ensure accuracy of colour reproduction, we strongly recommend that advertisers supply a colour proof that is a true representation of the colours. Cromalins or iris proofs are the preferred format. Insurance Times cannot guarantee the accuracy of colour of the printed advertisement if no proof is supplied SUPPLYING FILES Files may be supplied by e-mail or C.D. ROM Should you have any comments or request, do not hesitate to contact: KNEIP Communication Ms Stefania Merlin in_ads@kneip.com Phone: +352 227 277 661 Please send your A4 company advert to in_ads@kneip.com copy to events@alfi.lu by 18 of June 2012. 6
Tickets registration I. Registration procedure for your representatives: Full access ticket included in your package can be booked on a special registration website. The link to the special registration website will be sent to you in due time The full access ticket included in the sponsorship packages are subject to the same conditions as for all participants (see invitation brochure or on our website www.alfi.lu). The full access tickets include access to the exhibition area, to all sessions and presentations, lunches, cocktail reception as well as one documentation pack and the name being listed on the printed delegates list. For any additional registrations, please refer to http://www.alfi.lu/node/1851.for group discounts please contact the registration office. II. Conference attendee list: Registrations received by 3 September 2012 will be listed on the printed delegates list given to all attendees. III. Name changes/ substitutions: Each registration is valid for one delegate only. Part-time substitution is not possible. IV. Confirmation: The confirmation for attendance will be sent to the participants e-mail address provided during the online registration process. 7
Accommodation: ALFI has reserved an allocation of rooms at a preferential rate in our partner hotels. Hotel bookings are managed by Luxembourg Convention Bureau: Tel.: +352 / 22 75 65 - Fax: +352 / 46 70 73, E-mail: convention.bureau@lcto.lu. Partner hotels of the conference (located near the conference venue): Hôtel Melia Luxembourg **** Hôtel Novotel Luxembourg Kirchberg **** Hôtel Sofitel Luxembourg Europe ***** Other hotels (located in the city center) Hôtel Parc Beaux-Arts **** Hôtel le Place d Armes ***** Hôtel Simoncini **** In order to make your hotel reservation, you will need the following access code : AGDC12 Please click this link in order to reserve your accommodation. 8
Thank you! If you have any questions or if you need some information or help, please contact Siobhan, Irène, Andreea, Virginie, Karen & Ria events@alfi.lu, phone: +352-22 30 26 1 9