SPONSORSHIP & EXHIBITION PROSPECTUS 16 – 18 AUGUST 2016 ICC DURBAN
www.sastacongress.org.za
CONTENTS
Invitation / Welcome Message
3
Contact -
4
Congress and Exhibition Organisers SASTA Coordinator Stand Builders Important Congress Dates Congress Website
Sponsorship Opportunities
5
SASTA 2016 Trade Exhibition Exhibition Stand: Floor Space Exhibition Dates
8
Exhbition Layout Plan
9
Application Form
10
Terms & Conditions
11
www.sastacongress.org.za
SASTA 2016 | 2
INVITATION / WELCOME MESSAGE Dear Exhibitor
Dear Exhibitors and Sponsors
The annual SASTA Congress is one of the premier events in the South African sugar industry’s calendar and is acknowledged as one of the leading Sugar Technologists’ events worldwide. SASTA Congress enjoys consistent support from the industry with 550 delegates a�ending the 2015 Congress. Whilst the majority of delegates are from South Africa, SASTA Congress also a�racts representa�ves from other African countries as well as overseas delegates.
The SASTA Congress is once again upon us. It is almost tradi�on now, the venue is once more at the ICC, and even in the same exhibi�on area as last year!
The 2016 SASTA Congress will be hosted in the familiar se�ng of the ICC. SASTA con�nues their partnership with Turners Conferences and are looking forward to hos�ng another successful Congress.
For the exhibitor there are also a�rac�ons; • The exhibi�on allows for the promo�on of the par�cipa�ng companies’ products to current and poten�al clients. • It provides the opportunity to network with clients as well as other influen�al people within the Industry
The SASTA Council strives to host a Congress of a high standard that both delegates and sponsors/exhibitors are proud to be associated with. Support for the SASTA Congress, through sponsorship and/or the purchase of an Exhibi�on stand, has a direct impact on the quality of the Congress. The income received through sponsorship and exhibi�on sales also allows SASTA to keep its Congress Registra�on Fees as low as is possible. This enables more delegates to a�end Congress which, in turn, provides you, the sponsors and exhibitors, more exposure and networking opportuni�es. There is no doubt that the exhibitors and sponsors at Congress make a significant contribu�on towards the overall success of the event. SASTA Council values the support received by its exhibitors and sponsors and will acknowledge this at every opportunity throughout the dura�on of Congress.
Sumita Ramgareeb Chair: 2016 Congress Organising Commi�ee
The SASTA Trade Exhibi�on is a very important feature of our Congress, as it allows us to not only reduce delegate registra�on costs through the sponsorship and exhibi�on income, but the event itself serves to a�ract both visitors and delegates to the Congress.
As has become customary, the exhibi�on floor plan is designed to allow for the maximum exposure of our exhibitors and their products to the delegates a�ending the Congress. Food tables, tea/coffee and the bar serving areas have been strategically placed to encourage the movement of visitors past the exhibi�ons. The SASTA Congress is regarded interna�onally as one of the best Sugar Industry events of this type, and there is no doubt that our Exhibi�on contributes to this view. Our sincere thanks and apprecia�on to all our Exhibitors and Sponsors- you support makes a huge difference to the Congress!
Paul Schorn Exhibi�on Co-ordinator SASTA 2016 | 3
CONTACT Congress and Exhibition Organisers Catherine Taylor Turners Conferences & Conven�ons (Pty) Ltd PO Box 1935, Durban, 4000 Telephone: Fax Email
+27 (0) 31 368 8000 +27 (0) 31 368 6623 Catherinet@turnergroup.co.za
SASTA Coordinator Paul Schorn Email Paul.Schorn@tongaat.com Stand Builders Exhibi�on Stands & Events David Naidoo Telephone Email
+27 (0) 31 368 7580 david@estands.co.za
Important Congress Dates Congress Dates Early Registra�on Deadline Standard Registra�on Deadline Late Registra�on Deadline Onsite Registra�on Deadline
16 – 18 August 2016 5 May 2016 7 July 2016 15 August 2016 16 August 2016
Congress Website The official website will be updated on a con�nuous basis with details of the programme, registra�on and social events.
www.sastacongress.org.za
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SPONSORSHIP OPPORTUNITIES All costs are inclusive of VAT. All items below to be approved by the commi�ee. Authors Dinner R30 000 The Congress Dinner will take place on 17 August 2016. 120 Authors / Speakers and invited guests will a�end this event. The sponsor of this item will be en�tled to the following: • • • • • •
Sponsor may display 3 pop-up banners inside the venue. All banners are subject to approval of the commi�ee and the venue Complimentary admission for 6 guests or sponsoring company’s representa�ves Sponsor’s logo will appear on the holding slides in the session venues and on the website Sponsor’s logo will be printed on the menus Sponsoring company may insert a flyer into the congress bag (sponsor to supply) Sponsor may also supply a gi� for each place se�ng bearing the company logo
Congress Bags R22 000 Exclusive sponsorship of the Congress bags has some of the highest exposure possible. Bag design is subject to commi�ee approval. R22 000 Naming rights only (650 bags with logos to be supplied by sponsor or can be sourced by the organiser for the sponsor) • Company name / logo and SASTA logo will appear on the bag • Sponsor’s logo will appear on the website Congress Bag Literature and Product Insert R3 000 Opportuni�es exist for Companies to print and supply one A4 sized double-sided, single page, adver�sement or document to be placed in the Congress bag. The documents are to be delivered to the PCO by a specified date. Congress Lanyards and Pocket Programme R20 000 A Sponsor will have the exclusive high-profile opportunity to sponsor the lanyards and pocket programme which will be distributed to delegates with their Congress badges. • Company logo and SASTA logo will appear on the lanyard • Sponsor’s logo will appear on the website Gobos Wall Projections R7 000/day Gobos can be arranged for the exhibi�on area. The Congress will project image for one full day in a loca�on to be discussed with the sponsor. • Sponsor’s logo will appear on the website Keynote Speaker R10 000 The Sponsor may contribute to the travel, accommoda�on and subsistence costs of our Keynote Speakers, subject to approval of SASTA, and the Programme Commi�ee, and the Speaker. • Sponsor will be acknowledged a�er the appropriate Keynote Lecture, on the website and in the Congress Booklet in a space rela�ve to the no�ce of the respec�ve speaker. SASTA 2016 | 5
SPONSORSHIP OPPORTUNITIES Internet Café R20 000 Sponsors have an opportunity to sponsor the Internet Café. • Sponsors logo will appear on the screen saver of the computers • Sponsors may supply mouse pads • Sponsors logo to appear on the website Product on the Table R2 500/day The sponsor will supply product to be used during tea / coffee and lunches on 16, 17 and 18 August 2016. All catering will take place in the Exhibi�on Hall. All catering will take place in the Exhibi�on Hall. • Sponsor may provide 1 pop-up banner to brand one of the catering areas. The banners are subject to approval of the venue and the Commi�ee • Sponsor’s logo will appear on the website Plenary Branding Rights R20 000/day Sponsors may choose to support the plenary taking place during the Congress. This is an excellent opportunity for your company to a�ach your branding to the plenary. This does not include the Opening Session. • Sponsor’s logo will appear on the holding slide before and a�er the presenta�ons • Sponsor may insert a flyer into the congress bag (sponsor to supply) • ponsor’s logo together with the SASTA logo will appear on banners which will be placed in the venue (sponsor to supply banner) • Sponsor’s logo will appear on the website Poster Area Branding R10 000 The sponsor has an opportunity to sponsor the Poster Area. The posters will be located near the registra�on area. • Sponsor can place 4 banners in the poster area • Sponsor’s logo will appear on the website Registration Desk Branding R10 000 The sponsor will have exclusive opportunity to put their logo on the Registra�on desk. • Sponsor’s logo and the SASTA logo will appear on the registra�on infrastructure • Sponsor’s logo will appear on the website Session Branding R2 500/session Sponsors may choose to support the breakaway session taking place during the Congress. This is an excellent opportunity for your company to a�ach your branding to a breakaway session that has content relevant to your area of exper�se. • Sponsor’s logo will appear on the holding slide before and a�er the presenta�on. • Sponsor’s logo will appear on the website
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SPONSORSHIP OPPORTUNITIES Speaker Prep Room R7 000 A Speaker’s Room will be available at the mee�ng venue for speakers and abstract presenters to review their presenta�ons and it will be probably be located in the registra�on area. • Sponsor’s logo will be displayed as a screensaver on each worksta�on • Sponsor can display 2 banners outside the room (supplied by sponsor) • Sponsor’s logo will appear on the website Stationery R1 500 – R2 500 Pens & Wri�ng Pads can be branded. • R1 500 Naming rights on pens (sponsor to supply 700) • R2 500 Naming rights on wri�ng pads (sponsor to supply 700) • Sponsor’s logo will appear on the website Welcome Reception R20 000 The Welcome Recep�on will take place on 16 August 2016 and will take place in the Exhibi�on Hall. The Sponsor of this item will be en�tled to the following: • Sponsor may display 6 pop-up banners inside the venue. • Sponsor’s logo will appear on the Congress website rela�ve to the no�ce of the Welcome Recep�on. • Sponsor may also supply cups, napkins and other items bearing your company or product logo for use at the event. Advertising in the Inside Front Cover Inside Back Cover Outside Back Cover Inside Full Page Inside Half Page
Programme Book Full Colour R6 000 Full Colour R5 000 Full Colour R6 000 Full Colour R3 000 Full Colour R1 500
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SASTA 2016 TRADE EXHIBITION ICC DURBAN
16 – 18 AUGUST 2016
A Trade Exhibi�on and Poster Display will be held in conjunc�on with the SASTA Congress from 16 – 18 August 2016. The Exhibi�on Hall is situated adjacent to the Registra�on area. Exhibition Stand: Floor Space All stands are 3m x 3m and include a shell scheme package. Gold Silver Blue Red
R34 100 R30 200 R26 500 R22 800
The stand price includes: Shell Scheme (Octanorm) Fascia with company name (20 le�ers) One table and two chairs Two spotlights behind fascia board One Plug point Company lis�ng in the Congress Booklet (40 words) Two delegate registra�ons Carpe�ng General Exhibit Hall security service Daily cleaning of the public areas Tea, coffee and a light lunch daily Exhibition Dates Build Up Exhibi�on Times Breakdown
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15 August 2016 16 – 17 August 2016 18 August 2016 18 August 2016
The stand price includes: Shell Scheme (Octanorm) Fascia with company name (20 le�ers); 1x table and 2x chairs; 2x spotlights behind fascia board 1x Plug point; Company lis�ng in the Congress Booklet (40 words) 2x delegate registra�ons Carpe�ng General Exhibit Hall security service; Daily cleaning of the public areas; Tea, coffee and a light lunch daily for two exhibitors
14h00 – 20h00 08h30 – 17h00 08h30 – 16h00 16h30
EXHIBITION LAYOUT PLAN
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APPLICATION FORM Please complete and return to Turners Conferences, a�en�on Catherine Taylor Tel: +27 31 3688000, Fax: +27 31 3686623, Email: Catherinet@turnergroup.co.za COMPANY DETAILS COMPANY Contact Person
Posi�on
VAT No. Address
Zip Code
City
State
Country
Cell No.
Office Telephone
Fascia Name Exhibit Space Booth Number/s
1st Choice
2nd Choice
3rd Choice
Sponsorship of Events and Catering Welcome Recep�on
Author’s Dinner
Product on the Table
Sponsorship Opportuni�es Congress Bags
Congress Bag insert
Congress Lanyards
Gobos
Keynote Speaker
Internet Café
Product on Table
Plenary Branding
Poster Area
Registra�on Desk
Session Branding
Adver�sing
Sta�onery Pens
Sta�onery Pads
Speaker Prep Room
Full Page
Inside Front Cover
Inside Back Cover
Outside Back Cover
Half Page
Other (specify):
ORDER SECTION Sponsor Value Sub Total
R
R
Exhibitor Value Add 14% VAT
R
R
Grand Total
R
I am aware of the financial and administra�ve condi�ons for Sponsors and Exhibitors and I agree to abide by those condi�ons. Signature Name
Date
Bank Transfers to: Turners Conferences and Conven�ons (Pty) Ltd - SASTA First Na�onal Bank, Durban Branch, Branch Code: 221426, Account No. 62520426380 Payment of 50% of the total Sponsor/ Exhibitor value selected must accompany this form to secure the booking. The remaining 50% by 1st June 2016. Requested devia�ons from this plan can be discussed.
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TERMS AND CONDITIONS Terms and Conditions of Application and Contract Exhibition Policy • Exhibi�on space will only be confirmed once the exhibitor’s applica�on form has been completed and payment has been received in full. • Exhibi�on space is allocated on a first come first serve basis. • All exhibitors will be given a shell scheme stand. If you wish to build a custom stand, you are requested to no�fy the organisers. • All custom stand builders are required to submit stand designs and plans for sign off by the organisers and safety officer. Terms • • •
of Payment 50% deposit invoice will be issued on receipt of Applica�on Form and Contract Final balance invoice will be issued 1st June 2016 All invoices must be se�led within 30 days, non-receipt of payments may result in release of reserved items
Cancellation Policy • All cancella�ons must be made in wri�ng to the Congress Secretariat and the following cancella�on policy will be enforced: • 10% of the contract price if cancella�on is received up un�l 4 months before the start of the Congress • 50% of the contract price if cancella�on is received up un�l 3 months before the start of the Congress • 100% of the contract price if cancella�on is received less than 2 months before the start of the Congress Exhibition Layout The Organisers reserve the right to change the exhibi�on floor layout if necessary. The Organisers reserve the right in unforeseen circumstances to amend or alter the exact site of the loca�on of the exhibi�on and/or stand and the Exhibitor undertakes to agree to any altera�on to the site or the space re-allocated by the Organisers. Liability The Organisers accept no responsibility for any damages if the sponsored event is not performed because of any obstacle or hindrance outside the control of the Organisers, which the Organisers could not reasonably have foreseen when signing this contract and which the Organiser could not have avoided at a reasonable effort or cost. Such obstacles and hindrances include, but are not limited to, the outbreak of war, civil riots, governmental or other obstacles for the freedom of travel, union ac�ons, natural disasters, fire, flooding and any other circumstances that fall within the meaning of the above.
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Congress Secretariat Please contact Gill Slaughter at gills@turnergroup.co.za for further information or visit the SASTA Congress website at
www.sastacongress.org.za