PROSPECTUS Destination NSW USA Roadshow 2018 - Sunday, 11 November - Saturday, 17 November 2018
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Destination NSW
USA Roadshow
2018
PROSPECTUS
Sunday, 11 November – Saturday, 17 November 2018Roadshow Overview
The Destination NSW (DNSW) USA Roadshow is designed to showcase Sydney and New
South Wales (NSW) products and destinations to key trade partners, and to educate
agents, product managers and front-line wholesale staff about destinations, experiences
and individual products in NSW. Ultimately, the Roadshow is designed to increase
overnight visitor expenditure in NSW.
The DNSW Roadshow will take place from Sunday, 11 November to Saturday, 17
November 2018 across three cities including New York, Chicago and Los Angeles.
Market Profiles
The USA is a key market for NSW, with the latest results from the International Visitor
Survey for the year ending March 2018 showing that NSW’s second largest international
inbound visitor is from the USA. In the year ending March 2018, NSW welcomed 493,900
visitors from the USA with visitors staying 4.9 million nights.
Visitors from the USA spent an estimated $762 million in NSW making it the second
highest ranking market in terms of expenditure to NSW.
Additional market information for the USA can be found on the Destination NSW website
Roadshow Objectives
Grow overnight visitor expenditure for NSW by:
Increasing destination and product awareness
Raising the profile of NSW tourism suppliers
Growing business opportunities for NSW tourism suppliers with key trade partners
in the USA
Strengthening and establishing travel industry relationships with USA product
managers
Providing product education for retail sales and front-line wholesale staff, who
play a crucial role in securing bookings
Generating media exposure for destinations and marketing initiatives
Creating opportunities for NSW tourism suppliers to contract with relevant USA
wholesalers
Showcasing NSW key experiences, cities, regions and events to key trade
partners.
2Roadshow Participation
With a maximum of 12 places available, preference will be given to NSW tourism
suppliers who most closely meet the eligibility criteria. In response to market demand,
new tourism suppliers who are export-ready are strongly encouraged to apply. Each
applicant must demonstrate how they meet the criteria in their application.
In order to showcase the depth and diversity of tourism products and to maintain and
stimulate interest in the destination, DNSW reserves the right to determine final
participation. There is no pro-rata discount if an element of the event program is not
undertaken by you.
If the number of companies meeting the selection criteria exceeds supply for the event,
DNSW has the right to apply a 'first in–first served' limit based on the date an application
is submitted prior to the deadline for the registration.
Selection criteria:
Suppliers must be an export-ready tourism product (for e.g. accommodation,
visitor attraction, tour/activity provider or tourism transport) and paying
commissions
Availability of relevant nett rates for your product/s or service
Suitability of export-ready product/s for the USA market
Availability of export-ready product/s in the USA market, appropriate booking
facilities or distribution via an Inbound Tour Operator (ITO) or international
wholesale program
Evidence of your product/s or service as internationally active in the USA
markets which may include one or more of the following in the past three years:
o Attendance at one or more trade event/s held in Australia or international
o Involvement with the DNSW Trade Famil Program
o Demonstrated international marketing and promotional activities including
advertising in trade/consumer promotions
o Marketing product collateral relevant to the USA market (therefore,
brochure, factsheet, online collateral)
Tourism suppliers representing destinations other than NSW will be requested not
to promote those products or services
Attending Destination Networks must be representing a range of export-ready
product/s type (minimum of six products) in the region suitable to the market
that are not represented at the event. Destination Networks may not use
Destination NSW operational funding to attend the event. Therefore, the
participation fee and travel costs must be met by local operators or other revenue
sources
Tourism suppliers must be represented by an Australian-based representative
therefore preference will be given to those utilising an Australia-based
representative to attend
Tourism suppliers must have public liability insurance to a minimum of
$20,000,000
Tourism suppliers should have an up-to-date, live listing on sydney.com or
visitnsw.com
Inbound Tour Operators are not eligible to attend the Roadshow
Tourism suppliers must have no outstanding debts with DNSW
Tourism suppliers must ensure receipt of requested materials and payment by
deadline dates.
3Participation Package
Participation cost for a tourism supplier is AUD$5,500 (exclusive of GST) for the
USA Roadshow held from 11-17 November 2018 with a minimum of 10 and a
maximum of 12 NSW tourism suppliers.
Roadshow participation includes:
Six nights’ accommodation (single occupancy, breakfast not included)
Welcome pack including market intelligence, name badge, uniform, Roadshow
program and detailed contact list of agents and product managers attending the
Roadshow
Inclusion in the NSW tourism supplier directory which is provided to all attending
participants
Market briefing hosted by DNSW in New York as specified in the program
Attendance at product manager and travel agent events (total of five events)
including supply of meals (where specified)
DNSW hosts for the duration of the Roadshow
Domestic economy flights from New York to Chicago and Chicago to Los Angeles
Transfers to and from cities to airports and hotels and from hotels to function
venues will be assisted by DNSW USA. Any transfer outside of the scheduled
program will be at the participant’s own expense.
The Participation Package excludes the following:
International flights to/from Australia or any other destination to the Roadshow
destination and from the end destination of the Roadshow
Accommodation outside the Roadshow dates
All other transfers not specified in the program
Access to office equipment (Internet, email, printers, scanners, photocopiers,
stationery, etc.)
Brochure shipment or freight charges
Items of a personal nature such as laundry, mini bar, telephone, internet, Wi-Fi
Travel insurance, passport and visa applications
Domestic baggage fees on flights within the USA (paid at airport check-in).
Payment
Upon confirmation of participation in the Roadshow, tourism suppliers will be issued with
an invoice of AUD $5,500 excluding GST. Tourism suppliers will be required to adhere to
the terms and conditions stated on the invoice. Please make note of the cancellation
policy on page 4 of this prospectus, fees may apply in the event of late payment or
cancellation.
Cancellation and Refund Policy
This Roadshow will consist of a minimum of 10 and a maximum of 12 NSW tourism
suppliers. Should the minimum number not be reached, the Roadshow may not proceed
and this decision will be made at the discretion of DNSW. This decision will be made by
Tuesday, 28 August 2018 and all registered participants advised.
For cancellations received on or before: Friday, 21 September 2018 5pm
(Sydney time) - refund of your total participation fee: AUD$5,500.
For cancellations received after: Friday, 21 September 2018 5pm (Sydney time)
- no refund will be provided.
All cancellations must be received in writing to lidia.marcelino@dnsw.com.au
4Key Dates and Deadlines
Please note the key dates and deadlines in the timetable below. Adherence to these
deadlines will assist you in planning your participation in the Roadshow.
Applications open Friday, 24 August 2018
Applications close Friday, 7 September 2018
Acceptances advised Tuesday, 11 September 2018
Signed confirmation of your participation required Friday, 14 September
Review of your company listing in the Tourism Supplier Friday, 14 September 2018
Directory
Invoices issued Friday, 21 September 2018
Cancellation fees applicable from Friday, 21 September 2018
Final payment due Friday, 19 October 2018
Air/Other Travel
International flights to/from Australia or any other destinations will be the responsibility
of the participant. We recommend purchasing your international airfares as soon as you
receive confirmation of attendance for the Roadshow to ensure you receive the best
available fare. The participant must have a valid passport to enter USA and also be
aware of immigration formalities.
DNSW will arrange travel between the New York, Chicago and Los Angeles as part of the
participation fee.
Visas and Travel Documentation
You must have a valid passport with at least six months of remaining validity from the
date of entry to the destination.
Most Australian passport holders are able to travel to the USA without a visa by
using the Visa Waiver Program (VWP). The VWP allows travel to the USA for tourism or
business, for stays of 90 days or less. Under the VWP, all eligible travelers must apply
for authorization using the Electronic System for Travel Authorization (ESTA). This ESTA
authorization must be completed prior to departure and there is an administrative fee
of approximately US $14.
If you do not hold an Australian passport,click here for a list of countries that participate
in the VWP.
To apply for ESTA authorisation to travel to the USA click here.
For further information on USA visas, travel documentation and customs
formalities, please visit www.smartraveller.gov.au.
5Accommodation
Six nights’ accommodation in New York, Chicago and Los Angeles are included in the
participation fee. Accommodation over the Roadshow dates will be booked and arranged
by DNSW on your behalf. Additional nights outside the official program will be at your
own expense and arrangement. The contact information for each hotel will be supplied to
tourism suppliers by early September 2018 (after signed confirmation date by all
delegates).
Freight and Collateral
USA buyers will receive a NSW tourism supplier directory at each event. This directory
contains each NSW tourism supplier’s product information and will be distributed to all
attendees. The directory is invaluable during the event. It reduces the need for tourism
suppliers to bring hardcopy brochures and it serves as a reference tool for wholesalers
and agents after the event.
Contact details, a company logo, one product image and a company biography will be
included for each tourism supplier. You will be required to upload your company logo,
one product image (hi res .jpg or .eps file format) and a 250-word biography during the
application process. You will be contacted on Friday, 14 September 2018 to confirm the
information you submitted in your application.
If you intend to send collateral, it is suggested that you bring a minimum of 350
brochures to distribute during the Roadshow (50 – New York, 150 – Chicago and 150 Los
Angeles). USB/memory keys are a common form of information distribution in-market
and are welcomed by the travel trade. It is recommended that you do not post any
goods, but rather use a freight forwarding company to courier your materials. If
required, all hotel delivery details will be provided by October 2018. NSW tourism
suppliers will be provided with a detailed contact list of all Roadshow attendees and are
encouraged to follow up with agents post event. We also recommend you bring 350 –
400 business cards.
If shipping, only include printed material in your shipment as CDs and other promotional
items are likely to get delayed at customs and/or incur large import taxes. Freight costs
are the responsibility of the NSW tourism supplier. DNSW is unable to assist with
processing goods held in customs.
Theming and Giveaways
The venues will be themed with DNSW branding.
Each NSW tourism supplier will have a standard trade show table top area to theme.
Theming items can include an iPad/tablet, small table-top brochure rack, tent-card or
laptop plus table decor.
You are welcome to provide small giveaways such as pens, USB keys or stress balls, for
travel agents and front-line wholesale staff. Approximately 300-350 agents and staff will
attend the Roadshow, and all will receive a DNSW themed tote bag at each event.
6Prizes
NSW tourism suppliers are encouraged to donate prizes and offer complimentary
accommodation, tours, attractions so prize winners can experience your product.
DNSW will source and supply the airfare and package the prizes to offer one prize pack
per event. A total of five prize packs (2 retail & 3 wholesale events) will be offered
during the Roadshow.
If you would like to donate prizes, please outline your offer during the application
process and advise any applicable terms and conditions. You will also need to supply
vouchers for the prizes.
Insurance
All participants are responsible for personal travel; vaccinations, if required; health
insurance; public and product liability insurance; workers compensation; and property
insurance coverage for the duration of the Roadshow. It is highly recommended that
travel insurance be purchased prior to departure.
DNSW does not accept responsibility or liability for any loss suffered by participants;
does not provide or arrange any insurance for or on behalf of participants; and does not
provide any indemnity for loss or injury suffered by participants.
Terms and Conditions
Terms and conditions apply to participate in the DNSW USA Roadshow 2018. These are
outlined in the application process and tourism suppliers are asked to sign indemnity
forms on acceptance of their place in the Roadshow.
Draft Program
Day 1: Sunday, 11 November 2018 – New York
Arrive in New York for Monday Morning
Overnight The Edition Hotel, New York
5 Madison Avenue,
New York, NY 10010
Day 2: Monday, 12 November 2018 – New York
Breakfast at leisure (own expense)
9:30 – Destination NSW Welcome and Roadshow Briefing
10:30 Venue: The Edition Hotel
11:00 – PR Media Workshop with Laura Davidson PR
12:00 USA PR/Media Update Presentation & Workshop
Venue: The Edition Hotel
12:30 – Wholesale Workshop and Lunch New York
16:00 · Format: Networking lunch, followed by 10-minute one-on-one
appointments with wholesale product buyers with 1-2 buyers per
appointment. Target: 50 Wholesale Product Managers, Owners and key
7retail travel agents including Aussie Specialists
Venue: The Edition Hotel, New York
18:00 – Destination NSW Hosted Industry Dinner New York
21:00 Networking dinner with key wholesale and retail buyers from greater New
York area. Target: 20 x New York travel partners
Location: The Edition, New York
Overnight The Edition Hotel, New York
Day 3: Tuesday, 13 November 2018 – New York/Chicago
Breakfast at leisure (own expense) and check out
8:00 – Group coach transfer from New York hotel to Airport for flight to Chicago
12:00
Group transfer from Chicago Airport to hotel and check in
Virgin Hotel Chicago
203 North Wabash,
14:00 - Chicago, IL 60601
15:00
Travel Agent Event Chicago - PM
Format: Welcome free flow reception followed by 10-minutes one-on-one
appointments with key travel agents with 2 -3 agents per appointment.
Target: 100 retail travel agent buyers from greater Chicago area including
16:30 – Aussie Specialist, luxury, adventure and consortia agents.
20:30 Venue: The Virgin Hotel, Chicago
Overnight The Virgin Hotel, Chicago
Day 4: Wednesday, 14 November 2018 – Chicago
Breakfast at leisure (own expense)
09:00 – Wholesale Workshop and Lunch Chicago
16:00 Format: 10-minute one-on-one appointments with wholesale product
buyers with 1-2 buyers per appointment. Networking lunch provided.
Target: 50 Wholesale Product Buyers, Owners & Managers
Venue: The Virgin Hotel, Chicago
Overnight The Virgin Hotel, Chicago
Day 5: Thursday, 15 November 2018 – Chicago/ Los Angeles
Breakfast at leisure (own expense) and check out
8:00 – Group coach transfer from Chicago hotel to Airport for flight to Los Angeles
12:00
14:00- Group transfer from Los Angeles Airport to hotel and check in
15:00 Marina del Rey Marriott,
4100 Admiralty Way,
Marina del Rey, Los Angeles CA 90292
16:30 – Travel Agent Event (PM) Los Angeles
820:30 · Format: Welcome free flow reception followed by 10-minute one-on-one
appointments with key travel agents with 2-3 agents per appointment.
Target: 100 retail travel agent buyers from greater Los Angeles area
including Aussie Specialist, luxury, adventure and consortia agents.
Venue: Marina del Rey Marriott
Overnight Marina del Rey Marriott, Los Angeles,
Day 6: Friday, 16 November 2018 – Los Angeles
Breakfast at leisure (own expense)
09:00- Wholesale Workshop Los Angeles and Lunch
16:00 · Format: Networking lunch, followed by 10-minute one-on-one
appointments with wholesale product buyers with 1-2 buyers per
appointment.
Target: 50 Wholesale Product Managers, Owners and key retail travel
agents including Aussie Specialists
Venue: Marina del Rey Marriott
16:30 – DNSW Roadshow Debrief Session (refreshments provided)
17:30 Venue: Marina del Rey Marriott
Evening free
Overnight Marina del Rey Marriott, Los Angeles
Day 7: Saturday 17 November 2018 – Los Angeles
Breakfast at leisure (own expense) and check out
Group coach transfer from Los Angeles Hotel to Los Angeles Airport
*The above program is subject to change at the discretion of Destination NSW*
Contact Us
For any questions relating to the Roadshow, please contact:
Lidia Marcelino, Senior Trade Events Coordinator
E: lidia.marcelino@dnsw.com.au
T: +61 2 9931 1520
Helen Marinic, Senior Trade Coordinator – Western Markets
E: helen.marinic@dnsw.com.au
T: +61 2 9931 1419
Irene Morgan, Regional Manager, USA
E: irene.morgan@dnsw.com.au
Holly Barrett, Marketing Executive, USA
E: holly.barrett@dnsw.com.au
9DNSW USA Roadshow 2018 Application Process
The application process for the DNSW USA Roadshow 2018 is via an online
questionnaire. Please complete your application using this online system. Submission of
an application does not guarantee a place on the Roadshow. Applications will be
assessed based on the selection criteria and NSW tourism suppliers will be notified in
writing as per the key dates on page 6.
Applications close at 5:00pm (Sydney Time) on Friday, 7 September 2018
Click here for the online application form
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