IRPA14 Sponsorship Prospectus

Cape Town International Convention Centre, South Africa

SPONSORSHIP PROSPECTUS

14th International Congress of the International Radiation Protection Association

Letter of Invitation Dear Stakeholders, IRPA14: “PRACTISING RADIATION PROTECTION: sharing the experience – new challenges” We are delighted to invite you to participate as an exhibitor and/or sponsor in the 14th Congress of the International Radiation Protection Association (IRPA) to be held from 9 - 13 May 2016 at the Cape Town International Convention Centre in South Africa. IRPA is the international voice of the radiation protection profession and promotes excellence in national and regional associate societies and radiation protection professionals by providing benchmarks of good practice and enhancing professional competence and networking. The Congress is hosted on behalf of IRPA by the South African Societies for Radiological Protection (SARPA and SARPS).

It is anticipated that the 14th IRPA International Congress in Cape Town will be the largest gathering of radiation protection professionals from around the world, and will share good practice and identify the key issues in the radiation protection profession. We look forward to welcoming you in Cape Town for an excellent congress in 2016, and in particular to delivering on our congress theme ‘Practising Radiation Protection: sharing the experience – new challenges’. The 14th IRPA International Congress is an ideal platform for engaging with society and a broad spectrum of stakeholders.

More information on the sponsorship opportunities are presented in the following sections of in this prospectus.

We look forward to your participation in the 1st IRPA International Congress to be held on the African Continent in 2016.

Sponsorship Prospectus

Yours sincerely

Thiagan Pather Doug Chambers Congress President and Congress Support & Exhibition Congress Organising Committee Chair of the Sponsorship Coordinator IRPA14

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What is IRPA IRPA is the international professional society for radiation protection. It promotes excellence in the practice of radiation protection through national and regional associate societies for radiation protection professionals by providing benchmarks of good practice and enhancing professional competence and networking.

IRPA Countries

The primary purpose of IRPA is to provide a medium whereby those engaged in radiation protection activities in all countries may communicate more readily with each other and through this process advance radiation protection in many parts of the world. This includes relevant aspects of such branches of knowledge as science, medicine, engineering, technology and law, to provide for the protection of man and his environment from the hazards caused by radiation, and thereby to facilitate the safe use of medical, scientific, and industrial radiological practices for the benefit of mankind.

It is a major task for IRPA to provide for and support international meetings for the discussion of radiation protection. The International Congresses of IRPA itself are the most important of these meetings. These have been held every four years since 1966, in between these events there are also a series of regional Congresses.

For all Associate Societies of IRPA and individual members, it is an important objective to attend the next International IRPA Congress. For many other related professions it is an excellent opportunity to communicate on the achievements, scientific knowledge and operational experience in radiation protection.

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Sponsorship Prospectus

The IRPA membership comprises about 18000 individual members representing 50 national and regional Associate Societies in 65 countries.

Congress Overview The Southern African Radiation Protection Association (SARPA) and the South African Radiation Protection Society (SARPS) will jointly host the 14th IRPA International Congress, which will take place in Cape Town, South Africa from 9 – 13 May 2016. The International Congress will follow the theme “Practicing Radiation Protection – Sharing experience and new challenges” and will mark two unique milestones – • Celebration of the 50th anniversary of the founding of IRPA and • first IRPA International Congress to take place on the African Continent

IRPA 50th Anniversary The 50th anniversary of international collaboration amongst radiation protection professionals worldwide, under the IRPA banner, will be celebrated with a session dedicated to the achievements and milestones that have marked this period. The session will take place prior to the IRPA General Assembly and will provide a unique insight into the role and influence of professional societies and IRPA in the evolving world of radiation safety.

Preliminary Scientific Programme

Sponsorship Prospectus

The Congress theme, “PRACTISING RADIATION PROTECTION, sharing the experience – new challenges” will be elaborated through three broad thematic areas of the radiation protection system; science, philosophy and practice and it will be structured in a series of keynote plenary presentation sessions, parallel topical sessions, poster sessions, key issue discussion sessions and plenary summaries. The thematic areas will be broken down further to address: •

Fundamental Science - Epidemiology and risk factors - Biology - cell studies and effects - Radiation dosimetry – detection and measurement - Radiation risk assessment

•

Philosophy and Principles - The safety framework - International recommendations and standards - Legal and regulatory matters

•

Practical Application - Nuclear fuel cycle - Medical applications - Non ionising radiation - Industrial applications - Mining, minerals processing and natural radiation

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Cross cutting and thematic issues will feature throughout all the sessions and will include inter alia: - - - - - - - - - - - -

Occupational, public, patient and environmental protection Justification and optimisation Emergency planning and preparedness Waste management Transport Rehabilitation Multi stakeholder relations and communication Radiation protection culture and ethical issues Educational outreach Decommissioning Nuclear security Integrated management systems

The programme structure will enable delegates to gain an overview of radiation protection science, philosophy and practice, to engage in detailed discussion and debate around key issues in their particular area of interest and to hear summaries of all the deliberations.

Particular consideration will be given to distilling the key messages from poster presentations and featuring them in the discussion of key issues and the presentation of conclusions.

Opportunities for developing the congress theme through these topics will include: public lectures; involvement of politicians and decision makers; explorations of how the media address radiation issues; perspectives from other risks - e.g. chemicals, transport etc.; wider interest group/ non-governmental organisation (NGO) views; presentations and discussions of minority views; risk perception and communication.

An exhibition will be held in conjunction with the Congress and will be open from Monday 9 May until Thursday 12 May. The exhibition, scientific poster sessions, and catering will all take place within Hall 1 & 2 of the CTICC, which provides an area of 4, 442 square metres.

Lunch each day and tea and coffee will be served in the exhibition hall ensuring maximum contact between exhibitors and delegates.

We expect that around 1500 delegates will attend IRPA14 from the following sectors: - Industry (both nuclear and non-nuclear) - Medicine - Research, education and training - Regulator bodies - Consultancy - Advisory Bodies

WHY PARTICIPATE IN IRPA14?

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Be a major part of the biggest gathering of radiation protection professionals and contribute to its success Promote your company / organisation as a key figure in radiation protection Strengthen your brand profile Provide direct access to and contact with 1,500 delegates and indirect access to a worldwide professional community of radiation protection practitioners Develop high level, long term contacts with leading figures, decision makers and budget holders Strengthen existing relationships Differentiate you from your competitors

A strong Prescence at IRPA14 = Return on Investment

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Sponsorship Prospectus

PROFILE OF ATTENDANCE

IRPA14 IMPORTANT DIARY DATES Second Announcement and Call for Paper Deadline for Abstract Submission Deadline for Standard Rate Exhibition Space Notification for Acceptance of Papers Early Registration Standard Registration Deadline for Submission of Full Papers Late Registration (Thereafter on-site only) IRPA14 Congress Opening Ceremony IRPA14 Congres

February 2015 30 September 2015 30 September 2015 31 December 2015 Until 31 January 2016 Between 1 February and 31 March 2016 31 March 2016 Between 1 April and 1 May 2016 9 May 2016 9 - 13 May 2016

Website The Congress website contains detailed information on all aspects relating to IRPA14 and is live already. It will be continually updated, so please visit it regularly.

www.irpa2016capetown.org.za Register your interest on the website to receive regular updates and information about the Congress.

Venue IRPA14 will be held at the Cape Town International Convention Centre, (CTICC) which has been voted ‘Best Convention Centre in Africa’ for the 10th year.

Sponsorship Prospectus

Located in the hub of the city’s beautiful northern foreshore, the Cape Town International Convention Centre (CTICC) is a cosmopolitan showcase where ideas and cultures from around the globe are able to meet and mingle against the stunning backdrop of Table Mountain.

World-class standards and venue specifications mean that the CTICC can not only meet our Congress expectation, but will also ensure that the experience as a whole is an unforgettable one.

Two auditoria with superb acoustics, top-of-the-range technology, and ergonomical design seats featuring writing tablets, provide ideal venues for large formal gatherings, lectures, awards evenings or even theatre productions. Spacious and sub-divisible, meeting rooms of varying sizes, each accommodating up to 330 delegates, can be set up to suit a variety of functions or presentations.

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Destination Cape Town Cape Town is the quintessential melting pot: it is a city alive with creativity, colour, sounds and tastes.

While walking through the city’s streets and meeting its people, you will fall in love with its natural beauty, creative freedom and incredible spirit. Cape Town is a city where the unexpected is always just around the corner and the beautiful province of the Western Cape lies ready to be explored across the city border.

Accommodation is available to suit all tastes and budgets, from luxury five star establishments to modest guesthouses and bed and breakfasts. These have been pre-booked for the Congress and delegates will be able to secure their choice of venue at preferential rates through the Congress organisers.

A wide range of attractive tours and excursions will be on offer to visitors and these will be of a cultural, historical and geographical nature. From townships to wildlife reserves, shopping malls to vineyards, there will be something to delight everyone.

Particular emphasis will be placed on the Congress social programmes that will enable delegates and their partners to experience our amazing hospitality. The experience will be unforgettable.

Contact Us For all information about sponsorship and exhibition opportunities please contact: Congress & Exhibition Organisers Catherine Taylor Turners Conferences & Conventions (Pty) Ltd PO Box 1935 Durban, 4000 South Africa Telephone: +27 31 368 8000 Fax: +27 31 368 6623 Email: sales@irpa2016capetown.org.za

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SPONSORSHIP Sponsorship recognition will be awarded according to the value of the individual’s selected package of sponsorship items. When the total value of sponsorship package meets or exceeds a certain value as set out below, the sponsor is awarded with a list of sponsor rewards at no additional cost! Please see the sponsorship rewards chart (Platinum, Gold, Silver, Bronze and Congress Sponsor) for the full list of entitlements.

This sponsorship strategy allows you the flexibility to build a package which fulfills your individual marketing requirements and budget, and at the same time offers you proportionate recognition for your financial contribution to the Congress. All budgets are catered for and we are adopting a flexible approach to ensure that your needs are fully catered for.

Sponsorship Principles The following principles underpin IRPA’s approach to congress sponsorship: 1. All sponsorship must be openly acknowledged and visible to all interested parties 2. Sponsorship may not be used to exclude or affect the involvement of any other party 3. IRPA retains full control of its scientific programme and the associated output from the Congress 4. Congress sponsorship does not imply IRPA endorsement Funding and Educational Grants IRPA welcomes any additional funding or Educational Grants which would enhance the objectives of the Congress. If your company or organisation is interested in supporting the Congress through this method of support, please contact sales@irpa2016capetownorg.za to request a detailed proposal.

Terms of Payment A deposit of fifty per cent of the sponsorship value is required upon signing and the remaining fifty per cent is payable by 30th November 2015.

VAT All prices quoted are exclusive of VAT which will be charged at the prevailing rate which is currently fourteen per cent.

IRPA14 SPONSORSHIP ITEMS

Sponsorship Prospectus

Public Engagement Lecture * Price on Application It is our intention to hold a lecture within the main Congress Programme which will be open to the general public; more information will be available regarding the content in due course. The sponsor of this item will be acknowledged on the website and Final Programme in the section relating to the session details. Their logo will appear on the holding slide before and after the presentations. A table with company literature may be placed outside the session room and banner stands of approved size may be positioned inside and outside the session room (supplied by sponsor).

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Sponsored Presentation * R150, 000 The sponsor will have the opportunity to hold a Sponsored Presentation/Workshop of up to 60 minutes. Slots will be offered at the discretion of the IRPA. This item includes the following: - Room Rental - Standard audio-visual equipment and the support of a technician during the session - Inclusion of an invitation in the delegate meeting bag - Details of the presentation will be advertised in the Final Programme and on the website - Sponsors may set up their own online workshop registration facility which we can link to the Congress website allowing delegates

to pre-register (optional) Sponsoring companies will be asked for details of the suggested title, presentation topics, speakers and chairperson in order that the Programme Committee can ensure workshops are fully integrated and that there is a balance within the overall programme. Please note that the deadline for acceptance of Sponsored Presentations is 31st August 2015.

Abstracts (CD USB or Book) R100, 000 Will be distributed to each delegate on arrival at the Congress and will contain abstracts of all the scientific presentations. This is a key document which the delegates will use constantly and it will also become a subsequent source of reference. The sponsor’s logo will be incorporated on the CD case or USB drive and in the data file and a sponsor advertisement can also be loaded to the CD or stick.

Internet Facility/Wi Fi Lounge R75, 000 The Internet Facility/Wi Fi Lounge will be located within the exhibition area. The sponsoring company would have the following benefits: - The Company may set the log-in and password to access the computers. Delegates collect the details from Sponsors exhibition stand - The sponsoring Company’s home page will be set as the default page on all workstations - The Company’s logo will be set as screen saver on each workstation - The Company may supply additional branded items for area such e.g. mouse pads Website & Congress News Alerts R100, 000 The sponsoring Company logo will appear on all of the web pages on the official Congress website and also on a number of alerts that will be sent to the delegates prior to the Congress. The website is the exclusive means to access Registration and Abstract forms for downloading and is being continuously updated with the latest Congress information.

The Congress Dinner incorporating the IRPA 50th Jubilee will take place Wednesday 11th May. The sponsor of this item will be entitled to the following: - The Sponsor may display pop-up banners near entrance to the venue. All banners are subject to approval of the committee and

the venue - The Sponsor will be entitled to give a 5 minute address to the delegates during the evening following an address from the

Chairman of the Committee - The Sponsor’s logo will appear on the Congress website next to the notice of the dinner and also in the Final Programme - The Sponsor’s logo will be printed on the menus - The Sponsor may also supply a gift for each place setting bearing the company logo Official Congress Signposting R50, 000 There will be directional Congress signage around the venue, and the opportunity exists for a sponsor to support this service and have their company logo published on all Congress directional signs.

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Sponsorship Prospectus

Congress Dinner R150, 000

Poster Presentation R100, 000 The Sponsor’s logo will be printed on all poster header panels (600 faces) accompanying the Congress logo. The Sponsor’s logo will be printed on the poster instructions sent to all poster presenters and there will be an opportunity to offer a Sponsor’s best poster prize/ prizes.

Speakers Room R50, 000 A Speaker’s Room will be available at the meeting venue for speakers and abstract presenters to review their presentations and it will be probably be located within the exhibition area. As sponsor of this item your logo will be displayed as a screensaver on each workstation and your logo will also appear on the signage outside the room. You will also use the opportunity to supply branded items such as mouse mats, USB sticks and laser pointers.

Congress Bag (supplied by sponsor) R150, 000 This is a high profile, much sought after sponsorship item. The Sponsor should supply approximately 1500 delegate bags which must include the Congress logo and event details. The Style and quality of briefcase must be approved by IRPA Organising Committee.

Alternatively, the Congress will supply the bags for an additional cost.

Scientific Session * R50, 000 Sponsors may choose to support one of the parallel sessions taking place throughout the Congress. This is an excellent opportunity for your company to attach your branding to a session that has content relevant to your area of expertise. The sponsor of this item will be acknowledged on the website and in Final Programme next to the session details. You will also have your logo appear on the holding slide before and after the presentations, have a table outside the session room to display your literature and have approved banner stands inside and outside the session room (supplied by Sponsor).

Delegate Badge Lanyards (supplied by sponsor) R75, 000 A Sponsor will have the exclusive high-profile opportunity to provide approved lanyards displaying their name and logo for distribution to delegates with their Congress badges. The Sponsor should supply approximately 1500 lanyards. Alternatively, the Congress will supply the lanyards for an additional cost.

Keynote Speaker * R75, 000

Sponsorship Prospectus

The Sponsor may contribute to the travel, accommodation and subsistence costs of our Keynote Speakers, subject to approval of IRPA, and the Programme Committee, and the Speaker. The Sponsor of this item will be acknowledged after the appropriate Keynote Lecture, on the website and in the Final Programme in a space relative to the notice of the respective speaker.

Staff Uniforms R50, 000 All Congress support staff will wear special IRPA14 uniforms at the registration desks, during sessions and in the exhibition area and are highly visible throughout the duration of the Congress. This is a unique opportunity for a company to sponsor the shirts which will carry the Congress name and logo.

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Catering Breaks R80, 000 (Exclusive) Catering points will be located within the exhibition area. The sponsor of this item will be entitled to the following: - The Sponsor may provide pop-up banners to brand catering areas. The banners are subject to approval of the venue and the

Committee - The Sponsor’s logo will appear in the Final Programme next to section relating to catering - The Sponsor may provide branded items such as napkins and coasters Pre-Congress Joining Instructions R20, 000 These notices will be distributed electronically to delegates three weeks prior to the Congress and will provide them with useful information to help with the journey to and arrival in Cape Town. The sponsor will have their logo prominently displayed on the notice.

Welcome Reception R100, 000 The Welcome Reception will take place on Sunday 8th May and will take place at the CTICC. The Sponsor of this item will be entitled to the following: - The Sponsor may display pop-up banners near entrance to the reception venue provided that the banners are subject to

approval of the venue and the Committee - The Sponsor’s logo will appear on the Congress website relative to the notice of the Welcome Reception and also in the Final

Programme - The Sponsor may also provide cups, napkins and other items bearing your company or product logo for use at the event Gobos (wall projections): R30, 000 Gobos can be arranged for the exhibition area. Gobo should be supplied by the Sponsor and the Congress will project image for one full day in a location to be discussed with the sponsor.

Pads and Pens (supplied by sponsor): R15, 000 Distributed via the delegate briefcase, the pads and pens are items which will see continuous use throughout the Congress and beyond.

The Sponsor is to supply pads and pens to an estimated 1500 delegates.

Delegate Gift: R15, 000

Advertisements in the Final Programme: from R10, 000 The Final Programme will be distributed on-site to all participants, and will include all Congress information including the definitive scientific programme outline. Companies may advertise as follows: Back Cover R50,000 Inside front cover R30,000 Inside back cover R25,000 Double Page Spread R17,500 Inside page R10,000 * Items subject to approval of IRPA. Congress Bag Insert: R10, 000 Opportunities exist for Companies to print and supply one A4 sized double-sided, single page, advertisement or document to be placed in the Congress bag.

The documents are to be delivered to the PCO by a specified date.

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Sponsorship Prospectus

Companies may supply delegates with a branded gift that will be distributed in the delegate briefcase. The gift must be approved by the Congress organisers to make sure it is appropriate. Some ideas are perhaps; water bottle, memory stick or bookmark. Approximately 1500 items will need to be supplied.

LEVELS OF SPONSORSHIP LEVEL OF SPONSORSHIP

PLATINUM

GOLD

SILVER

BRONZE

CONGRESS SPONSOR

Minimum Spend on Sponsorship Items Meeting room for duration of the Congress

R300,000 √

R250,000

R150,000

R100,000

R30,000

Quarterly Congress Update from Congress and Programme Organising Committees

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√

√ 20% of total 6 6 6 Full Page √ √ 75 Words √

√ 15% of total 4 4 4 Full Page √ √ 75 Words √

√ 10% of total 2 2 2 ½ Page √ √ 75 Words √

10% of total 2 2 2 ½ Page √ √ 75 Words √

√ 75 Words √

√

√

√

√

√

Advance mailing to delegate list (e-blast) Discount on exhibition space Complimentary full delegate registration Invitations to the Congress Dinner Car Parking Passes Advertisement in the Final Programme Insert in delegate briefcase Logo link on Congress website to own site Final Programme – editorial Final Programme – logo Company name and logo on sponsor acknowledgement boards around the venue

APPLICATION AND CONTRACT FOR SPONSORSHIP Terms and Conditions of Application and Contract

Sponsorship Prospectus

Terms of Payment - A fifty per cent deposit is due on receipt of the Application Form and confirmation of sponsorship - The final balance of the remaining fifty per cent will be due by 31st October 2015 - All invoices must be settled by due date and non-receipt of payments will result in release of reserved items and products Cancellation Policy All cancellations must be made in writing to the Congress Secretariat and the following cancellation policy will be enforced: - 10% of the contract price if the cancellation is received up until 9 months prior to the start of the Congress - 50% of the contract price if cancellation is received prior to 6 months before the start of the Congress - 100% of the contract price if cancellation is received less than 3 months prior to the start of the Congress Liability The Organisers accept no responsibility for any loss or damages which may be incurred in the event that the Congress or any aspect of the Congress does not take place due to circumstances beyond their control, or circumstances that the Organisers could not reasonably have foreseen at the time of signing this contract and which the Organiser could not have avoided at a reasonable effort or cost. Such circumstance include, but are not limited to, the outbreak of war, civil unrest or riots, disease outbreaks, governmental or other factors affecting the freedom of travel, union actions, natural disasters, fire, flooding and any other circumstances that fall within the ambit of the above.

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SPONSOR APPLICATION FORM: IRPA14 Please complete and return to: Turners Conferences: Attention Catherine Taylor: Tel: +27 31 3688000: Fax: +27 31 3686623: Email: Sales@irpa2016capetown.org.za COMPANY DETAILS Company Contact Person

Position

VAT Number Address

Zip code

City

State

Cell Number

Country Office Telephone

Email SPONSORSHIP (VAT of 14% is not included) 1st Choice

Cost

R

2nd Choice

Cost

R

3rd Choice

Cost

R

Please tick box if Platinum, Gold, Silver, Bronze or Congress Sponsor status is achieved through level of spend on the above sponsorship items Platinum Sponsor

Gold Sponsor

Silver Sponsor

Bronze Sponsor

Congress Sponsor

I/we am aware of the financial and administrative conditions for Sponsors & Exhibitors and I/we agree to abide by those conditions.

Name: (Print)

Date:

Bank Transfers to: Turners Conferences-IRPA14, First National Bank Durban Branch, Branch Code 221426, Account No. 6235 759 3253. Payment of 50% of the total Sponsor value selected must accompany this form

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Sponsorship Prospectus

Signature:

Sponsorship Prospectus NOTES

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Sponsorship Prospectus

NOTES

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IRPA14: CAPE TOWN 14th International Congress of the International Radiation Protection Association “PRACTISING RADIATION PROTECTION: sharing the experience – new challenges”

9 – 13 May 2016 Cape Town International Convention Centre Cape Town, SOUTH AFRICA www.irpa2016capetown.org.za