To rub shoulders with the best minds in the field, in the region, the SA
To rub shoulders with the best minds in the field, in the region, the SA
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 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 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 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
SA HIV Clinicians Society Conference 2018: Page 2 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 3 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 Invitation
SA HIV Clinicians Society Conference 2018: Page 4 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
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 About the Conference
SA HIV Clinicians Society Conference 2018: Page 5 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) Programme Outline
SA HIV Clinicians Society Conference 2018: Page 6 Platinum Sponsor Our Platinum Sponsor will receive the maximum visibility at the SA HIV Clinicians Society 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 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 Package: Platinum Sponsor Gold Sponsor Silver Sponsor Nickel Sponsor Copper Sponsor Cost R 450 000 R 350 000 R 300 000 R 250 000 R 175 000 Number available Pre Conference Exposure: Logo on Conference website with hyperlink Yes + 150 word description Yes + 100 word description Yes + 100 word description Yes + 50 word description Yes + 50 word description Listing in Conference programme book Yes + 150 word description Yes + 100 word description Yes + 100 word description Yes + 50 word description Yes + 50 word description During the Conference Exposure: Exhibition floor space 6m x 3m 3m x 3m 3m x 3m 3m x 3m 3m x 3m Complimentary registrations Sponsorship Opportunities PLATINUM GOLD / SILVER / COPPER / NICKEL
SA HIV Clinicians Society Conference 2018: Page 7 Function or Product branding Registration Logo to appear on name badges, lanyard and bags (alongside conference branding) Gala Dinner 10 minute speaking slot at the dinner / logo on menus / branding at dinner venue (supplied by sponsor) Welcome Cocktail Function Branding at Cocktail venue (supplied by sponsor) Programme / abstract book Logo to appear on front cover of book Hospitality area sponsorship Branding at conference refreshment stations (sponsor may provide branded overlays for tables, branded serviettes, pull up banners) Or USB sponsorship Logo on USB alongside conference branding.
Promotiional material loaded on USBs.
Acknowledgement in plenary sessions (logo on looped slide) Yes Yes Yes Yes Yes Acknowledgement on conference signage / banners Yes Yes Yes Yes Yes Informational pamphlet in conference bags Yes Yes Yes Yes No Advertisement in programme book Yes – inside front cover Yes – inside back cover Yes Yes No Post Conference exposure Acknowledgement in post event mailer to all delegates Yes Yes Yes Yes Yes
SA HIV Clinicians Society Conference 2018: Page 8 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 Skills Building Session 90 minute facilitated session that focuses on the practical topics relevant to the audience R 60 000 Branding at the sponsored session.
Acknowledgement in the programme book.
Acknowledgement in plenary sessions (logo on looped slides). Logo and hyperlink on website. Academic Symposia / Satelitte Session 60 minute symposia Stand-alone session taking place during lunch time. Attendance capacity open to discussion. R 45 000 (excluding catering) Branding at the sponsored session. Acknowledgement in the programme book. Acknowledgement in plenary sessions (logo on looped slides). Logo and hyperlink on website. Sponsors of lunch time symposia are required to provide catering for participants. Cost of catering is over and above the sponsorship cost. Unconditional Educational Grant Funds to be used at the discression of the Conference Organisers To be discussed Acknowledgement in the programme book.
Acknowledgement in plenary sessions (logo on looped slides). Logo and hyperlink on website. International Speaker Sponsorship Funds to be used at the discression of the Conference Organisers R 50 000 Acknowledgement in the programme book. Acknowledgement in plenary sessions (logo on looped slides). Logo and hyperlink on website. Local Speaker Sponsorship Funds to be used at the discression of the Conference Organisers R 30 000 Acknowledgement in the programme book. Acknowledgement in plenary sessions (logo on looped slides). Logo and hyperlink on website. International Speaker Gifts R 30 000 Branding of speaker gifts alongside conference logo.
Acknowledgement in the programme book.
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 9 Exhibition Opportunity Description Cost (excluding vat) Package Stand (3m x 3m) Shell scheme walling, 2.5m height, 3m width x 3m depth Fascia board with your company name only (no logo) 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 R 34 500.00 ex vat Floor Space only (3m x 3m) 3m x 3m floor space (exhibitor to build own custom stand) 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 R 28 750.00 ex vat Display Table 1 x table (suitable for 2 pull up banners only) 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 R 17 250.00 ex vat Exhibition Opportunities
SA HIV Clinicians Society Conference 2018: Page 10 Please complete, sign & return to email: email@example.com 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. EXHIBITOR / SPONSOR DETAILS: TYPE OF PARTICIPATION (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 weeks of receipt of invoice 50% balance payable before 1 April 2018 Cell-phone No. Email Address Accounts Contact Accounts Tel. No. Purchase Order No. EXHIBITION BOOKING DETAILS: Exhibition type (tick relevant box): Quantity (list quantity being ordered): Dimensions per stand / floor space booking Cost excluding VAT per stand / floor space / display table: Package Stand 3m x 3m per package stand R 34 500.00 ex vat each Floor Space Only 3m x 3m per floor space booking R 28 750.00 ex vat each Display Table R 17 250.00 ex vat each Subtotal R 14% VAT R Exhibition Total amount due R Signed for by Exhibitor / Sponsor:
SA HIV Clinicians Society Conference 2018: Page 11 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) Subtotal R 14% VAT R Sponsorship Total amount due R PLEASE SIGN AND RETURN BOTH PAGES OF THE CONTRACT AND THE TERMS & CONDITIONS BY EMAIL TO firstname.lastname@example.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 12 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 Exhibitor / Sponsor: