Freshers’ Fair 2009 Booking Form Tuesday 6 October 2009 Situated in the heart of South Kensington, Imperial College is one of the top Universities in Europe, with an international reputation that draws in students from every part of Britain and every corner of the world. Imperial College Union is an independent body governed by elected are studying either science, technology, engineering or medicine. students that provides representation for the 12,000 students at Imperial is a lucrative market for future consumers world wide. Imperial College. One of our core aims is the development of our students’ university experience through extra-curricular activity. The Freshers’ Fair is a high profile event which allows all 300 clubs to advertise their clubs, recruit members and introduce freshers The Union supports over 300 clubs and provides opportunities to the remarkable range of activity on offer. Not only do all 300 ranging from 53 different sports, through to gliding, caving, dance, clubs exhibit, but we run an outdoor stage that allow clubs to music, media, drama etc. The Union invests £350,000 directly in demonstrate their activities ranging from acoustic sets through to these clubs and for the current year there were over 12,000 club full Jazz Big Band, karate shidokan through to advanced fencing memberships, the most by-far for a British university. techniques. In addition IC Radio and STOIC, the student television club, run outside broadcasts publicising their clubs and the fair. This Around 4,000 new students join Imperial each year. The Freshers’ dynamic event caters for freshers, undergraduate, postgraduate Fair is a superb opportunity for your business to contact this fresh and international students, attracting over 6,000 students each year. market, while they are still new to London and Imperial. Almost a quarter of the students are from countries outside the Uk and Ultimately the fair provides a unique opportunity for your EU. Well over a third of our students are female, and all students organisation to raise its profile and target our large student market. Please complete the following details below in BLOCK CAPITALS and return to Alex Mckee no later than Wednesday 16 September to: Alex Mckee Freshers’ Fair 09 Imperial College Union Beit Quadrangle Prince Consort Road London SW7 2BB or Fax to: 020 7594 8065 I, on behalf of_____________________________________________________________________________________________________ would like to take up the following advertising and sponsorship opportunities at the Imperial College Union Freshers’ Fair 2009, subject to the terms and conditions outlined over leaf. stall choices Standard Stall - £450 + VAT We have four different stall package options, 2m x 2m area varying in position and size. All standard packages include a 1m x 2m table, Charity Rate - £250 + VAT 2 chairs and a power point. Only available for Registered Charities Premium Stall - £700 + VAT 3m x 2m area Premium Plus Stall - £800 + VAT The premium plus stall is a 3m x 2m area within one of the main foyers giving you a greater throughput of students throughout the day. imperialcollegeunion.org/sales imperialcollegeunion.org/sales Once we have received your booking for Freshers’ Fair 09, we will send you a letter, confirming receipt and an invoice. Further details including a map of the area and of the fair will be sent out to you prior to the event. We must point out that due to our Central London location, NO FREE PARKING is available. All enquiries regarding Freshers’ Fair stalls should be directed to the Communications & Sponsorship Co ordinator, Alex Mckee on 020 7594 8091 or firstname.lastname@example.org. Company Name: Order Number: Contact Name: Your Address: Billing Address (If Different): Telephone: Telephone: Fax: Fax: E-mail: E-mail: Name________________________________________ Signature__________________________________ Date_________________ terms and conditions By signing this form I/ We agree to abide by the following Terms & All off-loading and loading of exhibits will normally be carried out Conditions. by the exhibitor and not by staff of Imperial College Union or other organisers. NO TRADING WILL TAKE PLACE AT FRESHERS’ FAIR 2009. This includes signing students up to contracts, bank accounts or Once exhibitors have off-loaded, vehicles should be removed from credit agreements of any kind. the ICL campus. There is no parking available on the day. Advance deliveries cannot be accepted. No distribution of alcohol and/ or glass items will take place the Fair. VAT applicable at standard rate to all prices.Cheques should be Displays involving equipment which moves shall not be left made payable to Imperial College Union. unsupervised. Payment will be made in full by Wednesday 16 September 2009. Exhibits will be constructed in locations allocated by the organisers Confirmation of bookings is subject to ICU Regulations and and kept within the space parameters. procedures. A confirmation/ cancellation letter will be posted to your company within two weeks from receipt of the booking form. Information and goods (including, but not limited to flyers, products etc.) may only be distributed from the appropriate stall location. Failure to pay in full will risk loss of the stall in question. Any stalls Third party material may not be distributed. lost through non-payment will be invoiced as cancelled bookings (see cancellation charges). All electrical fittings, wiring and appliances shall be constructed and maintained in a safe condition. Particular attention and must be Cancellation: paid to the nature of temporary wiring and the need not to overload The following cancellation rates apply for companies withdrawing electrical sockets. within these periods: Loose packages must be removed once exhibition stands have been 6 weeks prior to the Fair 50% assembled. 4 weeks prior to the Fair 75% 2 weeks prior to the Fair 100% All exhibitors should note that ICL and ICU operate a strict no- smoking policy within all buildings. All measurements are approximate. Exhibitors exhibit entirely at their own risk. ICL and ICU are not Persons attending the Fair will at all times: behave in a responsible liable for any losses or damage to persons or property which may manner whilst on the ICL campus; not inconvenience either their occur. Insurance against such contingencies is recommended. organisers of the Fair or any other exhibitors in any way; comply Exhibitors must also indemnify ICL and ICU against all costs, claims with the policies of Imperial College Union and Imperial College and liabilities sustained by any persons or to any property as a result London (copies available on request). Failure to do so may result in of their actions. removal from the Fair without prior notice or recompense. Failure to comply with any aspect of these Terms & Conditions/ Exhibitors and their staff must conform to relevant legislation, Code of Practice will result in the removal of permission to regulations, British or EEC standards etc. as appropriate. exhibit. Neither ICL or ICU will refund any payments under these circumstances. Exhibitors are required to provide information on all displays including dimensions before Imperial College Union will accept the All details are correct at time of going to print. However they may be booking. subject to change without notification.