2012 Conference Chair

2012 Conference Chair
Our inaugural Southern African HIV Clinicians Society Conference,
                      chaired by Prof Gary Maartens, was an amazing success and has gone
                                                           from strength to strength since.

                                                                     Professor Gary Maartens
                                                                       2012 Conference Chair


            “This conference really is the place to be for any self-confessed HIV
            clinician – the field moves so fast, and so differently in different
            parts of the world…this is the most efficient and entertaining way
            to find out what and who is important in our region.”

            Professor Francois Venter
            2014 Conference Chair



                                         “To rub shoulders with the best minds in the
                                     field, in the region, the SA HIV Clinicians Society
                                                        Conference is the place to be.”

                                                              Professor Yunus Moosa
                                                              2016 Conference Chair



                      “This promises to be the best conference we've ever
                      had and I am proud to be chairing it.

                      Looking forward to seeing you all at Gallagher
                      Convention Centre in 2018.”

                      Dr Moeketsi Mathe
                      2018 Conference Chair




     “This is the most important HIV conference to attend in 2018.
For all HIV clinicians who work in our region, you have to be here.”

                                            Dr Francesca Conradie
                 Southern African HIV Clinicians Society President
2012 Conference Chair
Invitation                     Page 3

About the Conference           Page 4

Programme Outline              Page 5

Sponsorship Opportunities      Page 6

Exhibition Opportunities       Page 9

Exhibitor / Sponsor Contract   Page 10




                                    SA HIV Clinicians Society Conference 2018: Page 2
2012 Conference Chair
Invitation
Dear Healthcare Industry Professional,

On behalf of the Organizing Committee we would like to invite you to participate in the Southern
African HIV Clinicians Society Conference 2018.

The 4th biennial SA HIV Conference is being held from 24 – 27 October 2018 at the Gallagher
Convention Centre, Midrand, Johannesburg, South Africa.

The Conference focuses on clinical content and the attendees are infectious diseases physicians,
NIMART-trained (or interested) nurses, general practitioners, HIV specialists, academics and other
health care professionals.

As detailed in this document we have a number of sponsorship opportunities available for your
selection. Key components of the packages are the active marketing and branding opportunities
for both your Company and the products you promote.

Please contact the Conference Secretariat to discuss any special needs or requirements that your
company may have.

We look forward to welcoming you to SA HIV Clinicians Society Conference 2018 and thank you in
advance for your continued support.

Yours sincerely

Organising Committee
Southern African HIV Clinicians Society Conference 2018




                                                 SA HIV Clinicians Society Conference 2018: Page 3
2012 Conference Chair
About the Conference
The Southern African HIV Clinicians Society
The Society is a membership organisation of over 3000 health care workers.
The Society’s mission is to promote evidence-based, quality HIV healthcare in Southern Africa.


The Southern Africa HIV Clinicians Society Conference
Highlighting the leading basic, clinical and drug research in the field, this event combines
academic and pharmaceutical research and provides an outstanding opportunity for
networking and interactive scientific discussions.

The previous meetings were held in 2012, 2014 and 2016 respectively and consisted of 35
major sessions, 8 skills building sessions, 10 satellite sessions, poster sessions and a
trade exhibition.


Conference attendees
Traditionally the conference attracts approximately 1000 delegates including;
        • Infectious diseases physicians
        • NIM-ART trained (or interested) nurses
        • General practitioners
        • HIV specialists
        • Academics
        • Health care professionals


Conference venue
One of Africa's largest conference, event and exhibition venues, Gallagher Convention
Centre (GCC) is conveniently positioned in the rapidly developing investment hub of
Gauteng.

                               Gallagher Convention Centre
                                     19 Richards Drive
                                         Midrand
                                      Johannesburg
                                         Gauteng
                                       South Africa

                                 Tel: +27 (0) 11 266 3000
                                Web: www.gallagher.co.za




                                                 SA HIV Clinicians Society Conference 2018: Page 4
2012 Conference Chair
Programme Outline
                   Wednesday, 24 October 2018


10h00 – 14h00   Pre-Conference Workshop (additional cost applies)
10h00 – 19h00   Conference Registration
14h00 – 18h30   Conference Plenary & Conference Sessions
18h45 – 20h30   Welcome Cocktail Function in the Exhibition Area


                    Thursday, 25 October 2018


08h30 – 18h30   Exhibition Open
08h30 – 18h30   Conference Plenary & Conference Sessions


                      Friday, 26 October 2018


08h30 – 18h30   Exhibition Open
08h30 – 18h30   Conference Plenary & Conference Sessions
19h00 – 22h00   Celebratory Dinner


                    Saturday, 27 October 2018


08h30 – 15h00   Exhibition Open
08h30 – 15h00   Conference Plenary & Conference Sessions
                                                        (subject to change)




                                     SA HIV Clinicians Society Conference 2018: Page 5
2012 Conference Chair
Sponsorship Opportunities
                  Platinum Sponsor
                  Our Platinum Sponsor will receive the maximum visibility at the SA HIV Clinicians Society
PLATINUM




                  Conference 2018. With this exclusive sponsorship package, some of the opportunities
                  from which you will benefit are:
                  • To spend quality time with attendees at networking areas
                  • To secure extensive brand awareness prior to, during and post conference
                  • Prime positioning and maximum exposure at the trade exhibition


                  Gold, Silver, Copper and Nickel Sponsor benefits
COPPER / NICKEL
GOLD / SILVER /




                  Gold, Silver, Copper and Nickel sponsors receive varying levels of exposure at the
                  Conference. Some of the benefits include:
                  • Gaining extensive marketing exposure and branding to your target audience and
                  including your company literature in delegate packs
                  • Showcasing new products and services at your exhibition stand
                  • Receiving intensive exposure prior to, during and after the Conference



Sponsorship                     Platinum                         Silver            Nickel            Copper
                                                Gold Sponsor
Package:                        Sponsor                          Sponsor           Sponsor           Sponsor


Cost                            R 450 000       R 350 000        R 300 000         R 250 000         R 175 000

Number available                1               1                1                 1                 2

Pre Conference Exposure:
Logo on Conference              Yes             Yes              Yes               Yes               Yes
website with                    + 150 word      + 100 word       + 100 word        + 50 word         + 50 word
hyperlink                       description     description      description       description       description
                                Yes             Yes              Yes               Yes               Yes
Listing in Conference
                                + 150 word      + 100 word       + 100 word        + 50 word         + 50 word
programme book
                                description     description      description       description       description

During the Conference Exposure:

Exhibition floor
                                6m x 3m         3m x 3m          3m x 3m           3m x 3m           3m x 3m
space


Complimentary
                                4               3                2                 2                 1
registrations


                                                                 SA HIV Clinicians Society Conference 2018: Page 6
2012 Conference Chair
Registration   Gala Dinner     Welcome           Programme /       Hospitality area
                      Logo to        10 minute       Cocktail          abstract          sponsorship
                      appear on      speaking slot   Function          book              Branding at
                      name badges,   at the dinner   Branding at       Logo to           conference
                      lanyard and    / logo on       Cocktail          appear on         refreshment
                      bags           menus /         venue             front cover of    stations (sponsor
                      (alongside     branding at     (supplied by      book              may provide
                      conference     dinner venue    sponsor)                            branded
                      branding)      (supplied by                                        overlays for
                                     sponsor)                                            tables, branded
Function or Product                                                                      serviettes, pull
branding                                                                                 up banners)

                                                                                         Or

                                                                                         USB sponsorship
                                                                                         Logo on USB
                                                                                         alongside
                                                                                         conference
                                                                                         branding.
                                                                                         Promotiional
                                                                                         material loaded
                                                                                         on USBs.
Acknowledgement in
plenary sessions
                      Yes            Yes             Yes               Yes               Yes
(logo on looped
slide)
Acknowledgement
on conference         Yes            Yes             Yes               Yes               Yes
signage / banners
Informational
pamphlet in           Yes            Yes             Yes               Yes               No
conference bags
Advertisement in      Yes – inside   Yes – inside
                                                     Yes               Yes               No
programme book        front cover    back cover
Post Conference exposure
Acknowledgement in
post event mailer to Yes             Yes             Yes               Yes               Yes
all delegates




                                                     SA HIV Clinicians Society Conference 2018: Page 7
2012 Conference Chair
Additional Sponsor benefits
      Sponsors investing in any of our additional sponsorship opportunities will have a platform
      to:
      • Create brand awareness and promote product knowledge through distributing
      promotional material to your target audience
      • Cultivate brand loyalty through extensive acknowledgement of your investment


Sponsorship Opportunity      Description                 Cost           Sponsor benefits
                                                                        Branding at the sponsored session.
                             90 minute facilitated                      Acknowledgement in the
                             session that focuses on                    programme book.
Skills Building Session                                  R 60 000
                             the practical topics                       Acknowledgement in plenary
                             relevant to the audience                   sessions (logo on looped slides).
                                                                        Logo and hyperlink on website.
                                                                        Branding at the sponsored session.
                                                                        Acknowledgement in the
                             60 minute symposia
                                                                        programme book.
                                                                        Acknowledgement in plenary
                             Stand-alone session         R 45 000
Academic Symposia /                                                     sessions (logo on looped slides).
                             taking place during lunch   (excluding
Satelitte Session                                                       Logo and hyperlink on website.
                             time.                       catering)
                                                                        Sponsors of lunch time symposia are
                             Attendance capacity
                                                                        required to provide catering for
                             open to discussion.
                                                                        participants. Cost of catering is over
                                                                        and above the sponsorship cost.
                                                                        Acknowledgement in the
                             Funds to be used at the                    programme book.
Unconditional                                            To be
                             discression of the                         Acknowledgement in plenary
Educational Grant                                        discussed
                             Conference Organisers                      sessions (logo on looped slides).
                                                                        Logo and hyperlink on website.
                                                                        Acknowledgement in the
                             Funds to be used at the                    programme book.
International Speaker
                             discression of the          R 50 000       Acknowledgement in plenary
Sponsorship
                             Conference Organisers                      sessions (logo on looped slides).
                                                                        Logo and hyperlink on website.
                                                                        Acknowledgement in the
                             Funds to be used at the                    programme book.
Local Speaker
                             discression of the          R 30 000       Acknowledgement in plenary
Sponsorship
                             Conference Organisers                      sessions (logo on looped slides).
                                                                        Logo and hyperlink on website.
                                                                        Branding of speaker gifts alongside
                                                                        conference logo. Acknowledgement
International Speaker
                                                                        in the programme book.
Gifts                                                    R 30 000
                                                                        Acknowledgement in plenary
                                                                        sessions (logo on looped slides).
                                                                        Logo and hyperlink on website.

Other Opportunities          Please contact the Conference Secretariat to discuss



                                                         SA HIV Clinicians Society Conference 2018: Page 8
2012 Conference Chair
Exhibition Opportunities
Exhibition         Description                                                          Cost
Opportunity                                                                             (excluding vat)

                   Shell scheme walling, 2.5m height, 3m width x 3m depth
Package Stand                                                                           R 34 500.00 ex vat
                   Fascia board with your company name only (no logo)
(3m x 3m)
                   1 x plug point
                   2 x spotlights
                   2 x chairs, 1 x table
                   2 x exhibitor passes with access to sessions
                   2 x complimentary admittance to the Opening Cocktail
                   Function
                   Your company logo with a link to your company website will
                   be placed on the Conference website
                   Acknowledgement in Conference programme book

                   3m x 3m floor space (exhibitor to build own custom stand)
Floor Space only                                                                        R 28 750.00 ex vat
                   2 x exhibitor passes with access to sessions
(3m x 3m)
                   2 x complimentary admittance to the Opening Cocktail
                   Function
                   Your company logo with a link to your company website will
                   be placed on the Conference website
                   Acknowledgement in Conference programme book

                   1 x table (suitable for 2 pull up banners only)
Display Table                                                                           R 17 250.00 ex vat
                   1 x tablecloth
                   2 x chairs
                   1 x exhibitor pass with access to sessions
                   1 x complimentary admittance to the Opening Cocktail
                   Function
                   Your company logo with a link to your company website will
                   be placed on the Conference website
                   Acknowledgement in Conference programme book




                                                     SA HIV Clinicians Society Conference 2018: Page 9
Please complete, sign & return to email: conference@sahivsoc.org
       EXHIBITOR / SPONSOR CONTRACT
       Southern African HIV Clinicians Society Conference
       24 - 27 October 2018
       Gallagher Convention Centre, Johannesburg, South Africa

Please register my company’s participation at SA HIV Clinicians Society Conference 2018. We agree to abide by
the standard Terms & Conditions and surety clause of this contract with the Southern African HIV Clinicians Society.
                                                                                   TYPE OF PARTICIPATION
EXHIBITOR / SPONSOR DETAILS:
                                                                                   (tick relevant option):

Company Name                                                                             Exhibitor

Company VAT No.                                                                          Sponsor

Company Reg. No.


Physical Address


Postal Code


Postal Address


Postal Code

Contact Person
                                                                                   PAYMENT TERMS:
Telephone No.
                                                                                   50% deposit payable within 2
Cell-phone No.                                                                     weeks of receipt of invoice

Email Address
                                                                                   50% balance payable before 1
Accounts Contact                                                                   April 2018

Accounts Tel. No.

Purchase Order No.


EXHIBITION BOOKING DETAILS:

                                    Quantity
Exhibition type                                         Dimensions per stand       Cost excluding VAT per stand /
                                    (list quantity
(tick relevant box):                                    / floor space booking      floor space / display table:
                                    being ordered):
                                                        3m x 3m per package
Package Stand                                                                      R 34 500.00 ex vat each
                                                        stand
                                                        3m x 3m per floor space
Floor Space Only                                                                   R 28 750.00 ex vat each
                                                        booking
Display Table                                                                      R 17 250.00 ex vat each


                                                                                   R
                                                                       Subtotal
                                                                                   R
                                                                       14% VAT
                                                                                   R
                                                  Exhibition Total amount due

Signed for by
Exhibitor / Sponsor:                                        SA HIV Clinicians Society Conference 2018: Page 10
SPONSORSHIP BOOKING DETAILS:

Sponsorship type (tick relevant box):                              Cost excluding VAT

Platinum Sponsorship (Registration)                                R 394 736.85 ex vat

Gold Sponsorship (Celebration Dinner)                              R 307 017.55 ex vat

Silver Sponsorship (Welcome Cocktail)                              R 263 157.90 ex vat

Nickel Sponsorship (Programme book)                                R 219 298.25 ex vat

Copper Sponsorship (Hospitality Area)                              R 153 508.78 ex vat

Copper Sponsorship (USBs)                                          R 153 508.78 ex vat


Skills Building Session                                            R 52 631.58 ex vat

Satellite Session                                                  R 39 473.69 ex vat

International Speaker Sponsorship                                  R 43 859.65 ex vat

Local Speaker Sponsorship                                          R 26 315.79 ex vat

International Speaker Gifts                                        R 26 315.70 ex vat

Unconditional Educational Grant                                    R                        ex vat (please stipulate
                                                                   amount)



                                                                                        R
                                                                           Subtotal
                                                                                        R
                                                                          14% VAT
                                                                                        R
                                                 Sponsorship Total amount due


PLEASE SIGN AND RETURN BOTH PAGES OF THE CONTRACT AND THE TERMS & CONDITIONS
BY EMAIL TO conference@sahivsoc.org

       SIGNED FOR THE EXHIBITOR / SPONSOR




       Signature:



       The signatory warrants his / her authority to sign this contract on behalf of
       the company. The signatory warrants that he / she has read, understood
       and considers the company bound by the terms & conditions attached.
       Full Name:

       Company Name:

       Job Title:

       Date:

                                                               SA HIV Clinicians Society Conference 2018: Page 11
TERMS & CONDITIONS OF CONTRACT WITH SOUTHERN AFRICAN HIV CLINICIANS SOCIETY
            In this contract the “organiser” means Southern African HIV Clinicians Society and the “exhibitor” or “sponsor”
                                               means the other party to this agreement.
1. GENERAL TERMS AND CONDITIONS
1.1 Whilst the organiser will do everything within its power to ensure that the location of the stand within the exhibition is as agreed, the organiser shall have the right
to relocate the stand at their discretion.
1.2 Whilst the organiser will do everything within its power to ensure that access to and vacant possession of the stand is given to the exhibitor / sponsor for the
purpose of preparation and use of the stand upon the dates agreed in this contract, such dates shall be variable in the discretion of the organiser so as to be
compatible with the successful organisation of the conference & exhibition as a whole.
1.3 The organiser does not warrant that the stand is suitable for the purpose intended by the exhibitor or that the stand shall be in any particular condition or state of
repair. The exhibitor acknowledges that it has satisfied itself that the stand is suitable for the purpose intended.
1.4 The organiser reserves the right in its sole and absolute discretion, should the venue become unusable for whatsoever reason, to relocate to a new venue in the
best interests of the conference & exhibition as a whole, and furthermore subject to the terms and conditions of this agreement.
1.5 The organiser reserves the right in its sole and absolute discretion, should the dates become unsuitable for whatsoever reason, to reschedule the dates to a time
more advantageous to the success of the conference & exhibition as a whole and the Exhibitor / Sponsor agrees to be bound by such dates.

2. CONSIDERATION, PAYMENT & SURETY
2.1 The consideration recorded on the exhibitor’s / sponsor’s application to participate shall be payable strictly on the dates agreed, failing which the full amount owing
shall become due and payable without notice.
2.2 Should the exhibitor / sponsor want to cancel their participation in the SA HIV Clinicians Society Conference 2018 – a Letter of Cancellation must be sent to the
organiser. The organiser will not accept a cancellation if the exhibitor / sponsor has not given written notification.
2.3 If the exhibitor / sponsor cancels the contract more than 12 months prior to the SA HIV Clinicians Society Conference 2018, the exhibitor / sponsor will be liable for
50 % of the contract value.
2.4 If the exhibitor / sponsor cancels the contract less than 12 months prior to the SA HIV Clinicians Society Conference 2018, the exhibitor / sponsor will be liable for
the full contract amount – payable with immediate effect.
2.5 If the party signing this agreement on behalf of the exhibitor / sponsor has not been authorised to do so the exhibitor / sponsor hereby agrees that in such case its
members, directors or partners as the case may be shall be personally liable for all obligations in terms of this contract.
2.6 Should the Exhibitor / Sponsor be a Company, Close Corporation, Trust, Association or Partnership, then the signatory hereto agrees to bind him / herself as
surety for and co‐principal debtor with the Exhibitor / Sponsor for all amounts owing by the principal debtor in terms of this Agreement to the Organiser. The Signatory
hereto, further hereby renounces the benefits and defences of exclusion and division.

3. STAND PREPARATION
3.1 The organiser shall be entitled to issue written directives from time to time regarding methods and materials of construction, stand layout, design and quality of
installation and the exhibitor shall timeously comply with such directives.
3.2 The organiser shall at all times be entitled to free and undisturbed access to the stand during the preparation and use thereof by the exhibitor.
3.3 In any event the stand shall be prepared and the installation shall be constructed to a standard at least equal to the general standard of the remaining stands
rented by other exhibitors at the exhibition.
3.4 After completion of the installation, the organiser shall be entitled to require the exhibitor to make such additions or changes to the installation, as it in its discretion
requires.
3.5 Ownership in and to the shell scheme shall not pass to the exhibitor nor shall the exhibitor enjoy any rights in respect of the shell scheme save and except those
specifically granted to it in terms hereof. Upon the termination of the exhibition the exhibitor shall return the shell scheme to the organiser in good condition, fair wear
and tear excepted. During the course of the exhibition, the exhibitor shall maintain the shell scheme in good order and condition and shall follow all of the organiser’s
instructions from time with regard to the use and care thereof.

4. USE OF THE EXHIBITION STAND
4.1 The exhibitor shall not use any form of visual or vocal apparatus on the stand, which cause an annoyance or nuisance to other exhibitors, the organiser or the
landlord, or demonstrate any product, which produces excessive noise.
4.2 The exhibitor shall only be entitled to distribute literature and printed matter from its stand and shall not be entitled to distribute same anywhere else at the
exhibition without the organiser’s written consent.
4.3 The exhibitor shall not be entitled to cede, assign, transfer, make over, sublet or alienate any of its rights in terms of this agreement without the organiser’s written
consent.
4.4 The exhibitor shall keep the stand open and adequately staffed whenever the exhibition is open to the public.

5. ATTENDANCE
The organiser does not guarantee the number of persons expected to attend the conference & exhibition.

6. CANCELLATION & BREACH
6.1 The Exhibitor / Sponsor shall not be entitled to cancel this contract at any time without the written consent of the Organisers.
6.2 The parties hereby agree that the law of the Republic of South Africa will govern this Agreement.
6.3 Should the Exhibitor / Sponsor at any time attempt to cancel this contract or breach any of the provisions thereof, then the full amount outstanding in terms of the
contract will become immediately due and payable, irrespective of whether the Exhibitor / Sponsor attends the Conference / Exhibition or not.
6.4 In the event that the Organiser has to institute legal action against the Exhibitor / Sponsor in terms of the provisions of this contract, then the Exhibitor / Sponsor
will be liable for the Organiser’s legal costs on the Attorney and Client scale, which costs will include collection commission and advocates fees
6.5 The Organiser shall be entitled to charge the Exhibitor / Sponsor interest on all amounts outstanding to the Organiser and of which are not paid on due date, at the
rate of 17% per month until date of payment in full.
6.6 For the purpose of delivery of all notices and / or processes arising from or in connection with this contract, the exhibitor / sponsor chooses as its domicilium
citandi et executandi the address stated in the exhibitor / sponsor contract.

7. EXCLUSION OF LIABILITY
7.1 The organiser shall not be responsible for any direct, indirect or consequential loss or damage to the stand or other property of any kind brought into the exhibition
/ conference by the exhibitor / sponsor, its servants, employees, agents, contractors or invitees or for any injury to the person of an exhibitor / sponsor, or any of its
servants, employees, agents, contractors or invitees howsoever such loss or damage to the stand or property; or injury to person may be caused and notwithstanding
that such loss or damage to the stand or property, or injury to person may have been occasioned by the fault, neglect or gross negligence of the invitees or by the
exhibition site being in or falling into a defective state of repair.
7.2 The exhibitor / sponsor hereby indemnifies the organiser against all and any actions, claims, demands, costs, charges or expenses arising or resulting directly, or
indirectly from any act, omission or negligence by the exhibitor / sponsor, its servants, agents, contractors or invitees notwithstanding that such action, claim, demand,
cost, charges or expenses may have been occasioned in whole or in part by the fault, neglect or gross negligence by the organiser, its servants, employees, agents,
contractors or invitees, or by the exhibition / conference site or any installations thereof being of falling into a defective state of repair.

8. RIGHT TO USE EXHIBITOR’S / SPONSOR’S NAME
The exhibitor / sponsor hereby authorises the organisers to use the Exhibitor’s / Sponsor’s name and photographs for promotional purposes, and in so doing, the
Organisers undertake not to use such name in a derogatory fashion or manner.

9. INSURANCE
The Exhibitor / Sponsor is responsible for the insurance of any goods brought by them into the exhibition hall / conference venues. The organisers will not be held
liable for any loss in respect of such goods from any cause whatsoever and without limiting the generality of the foregoing, whether by theft, fire, breakage and/or
negligence of any persons.

10. GENERAL
10.1 No variation of this contract shall be of any force or effect unless reduced to writing and signed by the parties hereto.
10.2 No indulgence or extension, which the Organiser may allow to the Exhibitor / Sponsor, will be regarded as a variation of this Contract, or a waiver of the
Organiser’s rights in terms of this contract.



    Signed for by                                                                          SA HIV Clinicians Society Conference 2018: Page 12
    Exhibitor / Sponsor:
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