EXHIBITION PROSPECTUS SPONSORSHIP - Podiatry NZ
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Pullman Hotel
29th - 30th June 2018 Corner Princes Street and
Waterloo Quadrant, Auckland
EXHIBITION
&
SPONSORSHIP
PROSPECTUS
EXHIBITION INFO
The conference exhibition will give your company the opportunity to promote its products and services
directly to hundreds of purchase decision-makers in your target market over a three-day period.
The previous PodiatryNZ Conference in Wellington had the highest registration of delegates of any
PodiatryNZ Conference.
PodiatryNZ invites you to join us in Auckland and to use this excellent opportunity to network and
promote your organisation’s profile, by bringing your team and participating in both the conference
and the social programme.
10 COMPELLING REASONS TO EXHIBIT:
1. Make face-to-face contact with prospective customers
2. Establish new relationships and build on existing ones
3. Generate new business and make sales onsite
4. Meet with people in a stimulating and welcoming environment
5. Allow people to experience your product physically and emotionally; let them touch and sample
your product
6. Showcase and make your product known to new people
7. Maintain and reinforce loyalty with existing customers
8. Entice people away from the competition because you’re attending and they’re not!
9. Differentiate and establish your brand in your marketplace
10. Interact with a captive audience who is your target market
If any of the above points resonate with your marketing goals, then you should be there!
CONFERENCE VENUE
Please make initial enquiries with PodiatryNZ.
Venue: Pullman Hotel
Venue Address: Corner Princes Street & Waterloo Quadrant, Auckland
Phone: 09 353 1000
Climate: Auckland enjoys a warm coastal climate. Temperatures in June are on average
14°C (57°F).
AUCKLAND
Auckland is buzzing year round with exciting festivals and large-scale international events – smash hit Broadway
shows, global sporting events, opera, ballet, theatre, and concerts by some of the world’s biggest music acts.
PULLMAN HOTEL
Opposite Albert Park, this premium city centre hotel is also a 10-minute walk from the Sky Tower revolving
restaurant and the SkyCity Auckland casino.
Pullman offers an informal restaurant and a lively bar. Other amenities include a heated indoor pool, a gym, a
hammam and a sauna, as well as a kids' club.
Page 2
PROGRAMME OUTLINE
Thursday 28th June 2018
5.00pm - 6.30pm Registration Pre-Conference
Friday 29th June 2018
7.30am - 8.30am Registrations open
8.30am - 5.00pm Conference Day 1
Saturday 30th June 2018
8.00am - 5.00pm Conference Day 2
3.30pm - 5.00pm Exhibition break down
6.30pm - 10.30pm Casual Conference Dinner
SOCIAL EVENTS
CHAIRMAN’S RECEPTION
Date: Friday 29th June 2018 (6.00pm - 8.00pm)
Venue: Pullman Hotel
Cost: Included in the exhibitor registration fee
Dress: Business attire
CASUAL DINNER
Your opportunity to host your own event with colleagues and clients
Saturday 30th July 2018 (6.30pm - 10.30pm)
Venue: Find your colleagues and clients take them
to dinner
Dress: Smart casual
Page 3
ACCOMODATION
PodiatryNZ have reserved rooms at the Pullman Hotel with a discounted rate. Bookings will be on a first in first served
arrangement until allocation is exhausted.
To book accommodation click the following link: www.accorconferences.co.nz/custom-offers/podiatrynz2018.
Pullman Hotel
Rooms $229 per night
Corner of Princes Street & Waterloo Quadrant, 1010, Auckland
(09) 353 1000
www.accorhotels.com/gb/hotel-8219-pullman-auckland/index.shtml
Page 4
EXHIBITION INFO
Expected Number of Delegates
220+
Composition: Podiatry Member Practitioners (90%), students (8%), others (2%).
The two day conference will be focusing on the 'Keeping it Real' which will include something for everyone
- High Performance Sport, High Risk Foot, Cultural Training, Business Training and case studies.
Refreshments to be held in the exhibition area
Morning teas, lunches, afternoon teas and the Chairman’s Reception.
Exhibitor Registration
Exhibition personnel receive registration to the conference. 2 ticket's to the Chairman's Reception are
included. We encourage you to purchase admission to the Chairman's Reception for extra personnel.
Stand Design
Displayworks is the company contracted to install the shell scheme. They are available to assist with
the design and build of your stand and provide additional furniture and accessories if necessary.
Dane Botherway- Sales Manager
Phone: (09) 579 9884
Mobile: +64 9579 9884
Email: dane@exhibitionhire.co.nz
Website: www.displayworks.co.nz
Exhibition & Sponsorship Information
For any further information regarding the exhibition or sponsorships, please contact:
Stephanie Capp
Membership and Events Manager
PodiatryNZ
Phone: (04) 473 9547
Email: contact@podiatry.co.nz
Page
STAND PRICES
3m x 2m Stand costs
The fees charged are for an exhibition stand (space or prefabricated). 2x Exhibitor registrations and attendance
to all/any conference sessions is included in the Stand Costs.
Additional exhibiting personnel will be charged at NZ$150 +GST per person.
$3999.00 + GST
$4500.00 + GST
Invoicing
On receipt of your completed Application to Exhibit form, PodiatryNZ will email a stand confirmation. Please
refer to ‘Payment Schedule’ listed in the Application Form for payment details.
Your ‘Space Only’ cost includes: Your ‘Prefabricated’ cost includes:
> 2x Exhibitor Registrations > 2x Exhibitor Registration
> Access to all conference sessions > Access to all conference sessions
> 2x Staff to attend the Chairman’s Reception > 2x Staff to attend the Chairman’s Reception
> Delegate list will be distributed to exhibiting > Delegate list will be distributed to exhibiting
companies on site companies on site
> Company listing, logo and product summary > Company listing, logo and product summary in
in Conference handbook Conference handbook
> 10 amp power outlet > One trestle table and table cloth, 2 chairs
> Each stand has white stipple finish walls, a single
240 volt, 10 amp power outlet, 2 spotlights and
fascia with name signage
ge
9
VENUE FLOOR PLAN
LD
SO
LD
SOLD
SO
For the most up to date floor plan, visit our website
www.podiatry.org.nzSPONSORSHIP
Sponsorship provides you with an opportunity to engage key clients and decision makers under one roof.
WHY SPONSOR?
1. Sponsorship provides an excellent opportunity before, during and after this event to promote your
name and support your brands, maintaining a high profile among podiatrists and podiatry students
(soon to graduate).
2. Delegates are keen to improve their knowledge and skills. Aligning your company with this national
conference demonstrates your commitment to assisting their professional development.
3. Sponsorship helps to cement company and brand loyalty.
4. Sponsorship provides you with an opportunity to consolidate and manage corporate relationships
and expose your staff to their target markets.
5. Your company’s representatives will mix with professionals at a work related and stimulating event.
PLEASE NOTE:
• The cost of sponsorship is a legitimate tax deductible expense
• PodiatryNZ is professionally managed, well-resourced and committed to providing value and
recognition to sponsors
• 95% of New Zealand’s practising podiatrists from all sectors, in private and public practice receive the
conference information
• There is significant exposure through sponsorship and support of PodiatryNZ is genuinely appreciated
and properly recognised
PodiatryNZ would be delighted to meet with you to discuss promotional opportunities and any ideas you
have for promoting your products or services.
Page 13CONFERENCE SPONSOR $25,000 + GST
HANDBOOK ADVERTISEMENT $650 + GST
THEME SPONSOR (THREE SPOTS ONLY) $7,500 + GST
ESPERSSO BAR $7,500 + GST
REGISTRATION BROCHURE $5,000 + GST
OFFICIAL PROGRAME & $7,500 + GST
NOTEBOOK
COCKTAIL PARTY $10,000 + GST
CONFERENCE APP $5,000 + GST
BRANDING PACKAGE $5,000 + GST
DELEGATES BAG PROMOTIONAL $1,500 + GST
FLYER
Page 14APPLICATION FORM
SECTION 1: PURCHASE ORDER
Purchase Order Number: ...............................................................................................................................................................................................
SECTION 2: COMPANY DETAILS
Company Name: ...............................................................................................................................................................................................................
Contact Name: ...................................................................................................... Website: ........................................................................................
Postal Address: ..................................................................................................................................................................................................................
Email Address: ............................................................................................................................ Phone No: .............................................................
SECTION 3: EXHIBITION PARTICIPATION - STANDARD
No. of sites: ..................................... Preferred Sites: Option 1: .............. Option 2: .............. Option 3: ..............
STAND TYPE (Please tick) Fascia Name: ...........................................................................
PREFABRICATED STAND ($4500+GST)
Includes white stipple finish walls, power, 2 spotlights & Fascia Name
Name of company doing build (if applicable): ......................................................................................................................................................
COMPETITOR AVOIDANCE (By Name or Product): .................................................................................................. TOTAL $.........................
SECTION 4: EXHIBITION PARTICIPATION - PREMIUM
No. of sites: ..................................... Details of Site: ..........................................................................
STAND TYPE (Please tick) Fascia Name: ...........................................................................
PREMIUM STAND ($5000+GST)
Name of company doing build (if applicable): ......................................................................................................................................................
COMPETITOR AVOIDANCE (By Name or Product): .................................................................................................. TOTAL $.........................
SECTION 5: SPONSORSHIP PARTICIPATION
Sponsorship Package _________________________________________________
Cost + GST _________________________________________________
TOTAL $...............................APPLICATION FORM
SECTION 4: TERMS AND CONDITIONS
The Exhibition and Sponsorship Programme for PodiatryNZ is being managed by Butler Pelvin & Associates.
This application must be signed. Please ensure that you have read the Exhibitor Terms and Conditions carefully.
By signing and returning this application form, you are agreeing to the terms and conditions stated in this prospectus.
These terms include (but are not limited to):
>> Booking and payment conditions
>> Cancellation terms
>> Exhibition space requirements as listed
>> Code of Practice conditions
>> Pack-in and Pack-out times as stated
SECTION 5: PAYMENT SCHEDULE
10 December 2017 >> 25%
10 February 2018 >> 25%
10 April 2018 >> 50%
If booked before 10 December 2017, 25% to be paid on booking.
If booked after 10 December 2017 and before 10 February 2018, 50% to be paid on booking.
If booked after 10 February 2018 and before 10 April 2018, 75% to be paid on booking.
If booked after 10 April 2018, 100% to be paid on booking.
All payments must be made in full by 10 April 2018.
PAYMENT OPTIONS
Payments are to be made to Podiatry NZ by credit card or internet banking .
Bank Account Details: ASB 12-3272-0210275-00
SWIFT code: ASBBNZ2A
Reference: Invoice number and company name
An invoice will be sent to you once your stand has been confirmed.
I accept the terms and conditions as stated in the Exhibition Prospectus.
NAME: .................................................................................................................................................. DATE: ................................................................
POSITION: ...........................................................................................................................................................................................................................
AUTHORISED SIGNATURE: ............................................................................................................................................................................................
PLEASE EMAIL BACK TO: contact@podiatry.org.nzTERMS & CONDITIONS
These Terms and Conditions have been produced for the mutual benefit of PodiatryNZ conference delegates, PodiatryNZ & Associates, sponsors,
exhibiting companies, the venue, exhibition contractors and Displayworks. We appreciate your agreement to these Terms and Conditions.
1. Booking and Payment Terms
> Space can only be booked on receipt of the signed Application to Exhibit and will be allocated following the confirmation of sponsor’s
stands. Bookings will be confirmed through a confirmation email.
> A tax invoice for the required stand cost will be posted following the confirmation, and is payable 30 days from the date of the Tax invoice.
> All monies due must be received prior to commencement of the Conference. Should any monies be outstanding, the Exhibition Manager has
the right to refuse access to the exhibition.
> If the exhibitor defaults in payment of any invoice when due, they will be liable to pay penalty interest of 2.5% per calendar month. The
exhibitor will also indemnify PodiatryNZ from and against all PodiatryNZ legal costs and disbursements of collection of outstanding debt
calculated on a solicitor and own client basis, including all debt collection costs.
> The organising committee reserves the right of refusal of any application.
> Subletting of space will not be permitted.
> All monies are to be paid in New Zealand dollars (NZ$).
2. Cancellation
> Submission of a signed Application to Exhibit will be deemed as a firm booking.
> Any cancellations must be made in writing.
> In the event of cancellation up to 60 days prior to the date of the conference a service fee of 50% of the stand booking will apply.
> In the event of cancellation up to 20 working days prior to the date of the conference full costs of the stand booking will be charged.
> If attending personnel cancel less than 20 working days prior to the date of the conference, no refund will be provided.
> PodiatryNZ reserves the right to cancel the exhibition in case of circumstances beyond their control. In such cases all monies paid will be
refunded in full less any expenses incurred. The liability of the organisers will be limited to that amount.
3. Couriers and Storage
Arranging couriers and transportation of Exhibition Equipment is the sole responsibility of the exhibitor. Costs associated with storage of
equipment is also the sole responsibility of the exhibiting company.
4. Exhibition Space
Alcohol - Alcohol cannot be served from stands. Alcohol is not permitted in stand prizes.
Cleaning - Stands and exhibits shall be kept clean and tidy throughout the conference. Cleaning of the stand is the responsibility of the Exhibitor.
Custom Built Stand - The Exhibition Manager must be advised if a custom built stand is being installed. The installation time to be negotiated
with the Exhibition Manager.
Damages - The Exhibitor shall take all reasonable care when installing and dismantling its equipment and stand as not to cause damage
to the venue carpet, walls and floors and the prefabrication booths supplied by PodiatryNZ, including the panels, fascia and spotlights. The
Exhibitor will be responsible for repairs if the structures are damaged.
Floorplan - PodiatryNZ and the venue reserves the right to modify the floor plan to accommodate space sales or change as necessary. PodiatryNZ
will endeavour to consult the exhibitors when modifying the floor plan, however PodiatryNZ and the venue is not obliged to do so.
Food - Give-aways of food are permitted from exhibition stands, if pre-packaged only. Exhibitors are not permitted to sell, prepare or cook food
within the exhibition area. Variations may occur depending on the venue.
Noise and Obstructions - Exhibitors may advertise within their stand area and may use amplifiers or videos, but at all times the noise level must
be reasonable and not detract from other exhibitors displays. Exhibitors must not obstruct the aisles and public walking areas.
The organiser may prohibit or regulate any noise level that it considers in its sole discretion is an annoyance or disadvantage to other exhibitors.
Where videos are used, adequate space must be allowed within the stand space and must not cause obstruction in the aisle.
Promotional material - No promotional material may be distributed (eg. on seats in plenary sessions) or displayed outside of the stand area
without permission of the Exhibition Manager.
Stand space - Exhibitors may set up their demonstrations within their purchased stand space only. Aisles and walkways must be kept clear at all
times. A pro rata fee will apply if any display occupies space outside the specified space as indicated on the floorplan.
Unoccupied Space - Any space not claimed and occupied by the commencement of the conference can be reassigned by PodiatryNZ without
refund to the original exhibitor.
5. Conference Logo
The 2018 Conference logo can be used without written permission by exhibitors.
Page 256. Exhibitor Registration
All personnel must be registered and report to the registration desk on arrival. Failure to wear a name badge may result in the exhibitor being
evicted from the venue.
7. Health and Safety
The exhibitor will abide by, and notify its employees, agents, contractors, sub-contractors, invitees and licensees of the venue’s health and safety
plans. There is no smoking inside the venue. Fire exits must be kept clear at all times. Exhibitors must comply with all reasonable direction of the
venue operator.
8. Waiver of liability
To the extent permitted by law, PodiatryNZ and the conference organisers will not be liable for injuries to any person, or damages to property owned or
controlled by exhibitors. The exhibitor shall fully protect, indemnify and hold harmless PodiatryNZ, the conference organiser and the venue, their
employees and agents from and against any direct losses, liability, damages, actions proceedings, claims, demands,
costs and expenses including (without limitation) solicitor and own client costs, incurred directly in connection with any breach by the exhibitor of
any term or warranty in this Agreement or the negligent or wrongful act of default of the exhibitor or any of its employees or agents in performing
obligations under this agreement. The exhibitor will at their own expense hold adequate insurance against property loss or damage and against
liability of personal injury and liability of property damage. The exhibitor will provide proof of such insurance on request by PodiatryNZ.
9. Pack-out
Exhibition pack-out times are stated under the heading ‘Exhibition timings’ and must be adhered to.
10. Privacy
PodiatryNZ complies with the Privacy Act 1993. In the course of this Agreement, PodiatryNZ may collect personal information. Information collected will
only be used for the purpose of conducting the exhibition or for communicating with attendees after the exhibition has concluded (where
communications are by electronic means PodiatryNZ will only communicate with those persons who have consented to receiving commercial electronic
messages from PodiatryNZ). Personal information will only be kept for as long as it is required to conduct the purposes. We will only pass your information
to official third party contractors, conference attendees and the organising committee for the purpose of assisting you with your exhibition participation.
We take all reasonable steps to ensure that information (including personal information) collected by PodiatryNZ is securely stored and protected.
Persons have the right to access and request correction of their personal information held by us. Requests should be sent to PodiatryNZ at the address
provided at the back of this agreement.
11. Security
Every precaution will be taken to protect exhibitors equipment. However, PodiatryNZ and the venue will not accept responsibility for
the loss or damage to exhibits or equipment placed at the venue. In all cases the exhibitor must assume responsibility for damage of property, accident
and injuries to employees, delegates and others.
12. Occupational Safety & Health Regulations
Every exhibitor and employees, agents, contractors, sub-contracts, invitees and licensees of the exhibitor shall take all practical steps to ensure that no
action or inaction of the exhibitor/employee/agent/contractor/subcontractor/invitee/licensee while at the venue harms any other person. Every
exhibitor/contractor/subcontractor shall provide the necessary resources and documentation to ensure that the work that is carried out is done with strict
compliance to Health and Safety requirements. Every exhibitor/contractor/subcontractor shall provide adequate instructions and equipment to their
employees so that they are able to comply with the Health and Safety procedures specific to the job. Every exhibitor/contractor/subcontractor shall
ensure that all the necessary insurances and licenses are available and current; to ensure that the safety and legality of any activity carried out within the
venues is beyond question. Every exhibitor/contractor/subcontractor must ensure that their workspace is kept neat and tidy so as to avoid hazards or
items likely to cause injury or harm to anyone. All accidents,incidents or near misses are to be reported to PodiatryNZ immediately.
13. First Aid
Professional first aid service providers can be organised upon request. PodiatryNZ will have a basic first aid kit on site.
14. Dangerous and Hazardous Substances
Substances that are of dangerous, flammable, explosive or objectionable nature must not be brought into the premises without formal notification to the
Department of Labour, PodiatryNZ, the event organisers and the venue. Where it is proposed to use toxic materials or fluids, the disposal of such materials
requires notification to the Department of Labour. The nature of the material or fluid and the quantities involved and a copy
of the plan for disposal must be forwarded to PodiatryNZ and the venue no later than 14 days prior to the event commencing. No more than one day’s
supply of an hazardous or dangerous substance shall be stored on the stand or within the venue at any time; the remainder must be stored in closed
containers in a location as per the Hazardous Substance and New Organisms Act.
15. Code of Practice
Exhibitors at this conference must adhere to the guidelines of the Code of Practice. A copy of the Code can be viewed at www.podiatry.org.nz.
16. Social Functions
In the interests of all companies exhibiting and sponsoring this event, and to allow maximum attendance of delegates to the industry exhibition
and conference events exhibiting, companies agree not to host/arrange social functions throughout the duration of the conference.
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