Conference Dinner Invitation Wording - DOC

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INVITATION TO EXHIBIT
  and/or SPONSOR
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INFORMATION ON THE CONFERENCE and EXHIBITION

BACKGROUND
The conference is organised by the SOUTH AFRICAN ROAD FEDERATION (SARF) in co-operation with the
INTERNATIONAL ROAD FEDERATION (IRF) and is the next regional conference in a series that is held
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every four years. The previous conference, the 3 IRF/SARF Regional Conference was held in Durban in
September 2006.
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The South African Road Federation is proud that this 2010 conference coincides with SARF’s 60
anniversary.




ANTICIPATED PARTICIPATION
300 – 350 delegates from southern African countries and from around the world are expected to attend the
conference. There is space for 15 exhibition stands in the Grand Ballroom and four exhibition stands in the
pre-assembly area of the Somerset Auditorium. The previous conference attracted almost 400 delegates and
had 25 exhibiting organizations.


OBJECTIVES / CONFERENCE PROGRAMME
Road networks throughout sub-Saharan Africa have led to significantly increased road user costs and
increased death and injuries from incidents and collisions caused by poor road conditions. There is thus a
compelling need for road authorities within this region to take pre-emptive steps to assure the preservation
and development of road networks on the subcontinent.

This conference will bring together political and executive decision-makers as well as professionals and
researchers in the roads field to examine the state of the African road network and identify means to redress
the situation through efficient delivery, management and cost effective operations.

The conference themes will include:

●      The challenges of road preservation
●      Financing and institutional arrangements for road asset management
●      Road asset management systems
●      Sustainable practice in the construction and maintenance of roads
●      Road transport, safety and the environment

The programme will feature several invited eminent overseas and local keynote speakers. The Minister of
Transport has been invited to open the conference and it is hoped that the Premier of the Western Cape will
deliver a welcome address. Representations from the International Road Federation (based in Switzerland)
will also participate in the conference.


EXHIBITION - alongside the Conference
The main exhibition area will be the Grand Ballroom of The Lord Charles Hotel where mid-morning and
afternoon teabreaks, lunch and the icebreaker cocktail reception will take place. This arrangement would
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give ample opportunity for exhibitors to interact with conference delegates. Provision is made for 15
stands measuring 3m x 2m.

In addition, there is also provision for four stands in the pre-assembly area to the Somerset Auditorium
where sessions will be held. Early morning tea and delegate registration will take place in this area and
delegates will pass through it several times a day on their way into and out of the Somerset Auditorium.

Note that the exhibition was completely sold out for the previous conference in Durban and with only
limited space for exhibitions at The Lord Charles, early booking is advised.




EXHIBITION - at the post-conference workshops : University of Stellenbosch
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Two post-conference workshops will take place the following day: 14 October at the Wallenberg
Research Centre, STIAS (Stellenbosch Institute of Advanced Study) at the University of Stellenbosch :

       Road safety solutions for Africa; and
       Governance in Transport

A different group of participants is likely. Exhibitors who take a stand at The Lord Charles will
automatically have the option of exhibiting at the workshop venue free of charge.     Tables will be
available in the West and East Foyer of the Centre on a first-come, first-served basis, no built shell
schemes will be permitted and the tables may be manned by one person per exhibitor, who will be
entitled to teas and lunches at the venue. Tables are made of polished wood – no tablecloths are
provided.

Only if there is still space available, will other exhibitors (i.e. those who did not take an Exhibition
Package) be allowed to exhibit only at this venue. A fee is available on request.




EXHIBITION PACKAGE

Cost of exhibition package (if exhibiting in the Grand Ballroom) are as follows:

       SARF members             :       R15 000 + VAT = R17 100
       Non-members              :       R17 000 + VAT = R19 380

Payment of the 3m x 2m stand package at The Lord Charles will entitle exhibitors to:

       daily lunches, teas/coffee and attendance at the ice-breaker cocktail reception and the conference
        dinner for one person;
       a packaged shell-scheme stand consisting of walling, fascia, fascia name, one double fluorescent
        light and a 15 amp power point, with a shared dB Board. The venues are already fully carpeted;
       a table with tablecloth and 2 x chairs;
       a conference folder containing all conference documentation per exhibitor;
       a descriptive paragraph (250 words) on the exhibiting organisation (in wording of your choice) and a
        logo in the final printed programme;
    
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        attendance at the post-conference SARF AGM and accompanying 60 anniversary social event on
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        the afternoon of 13 October at The Lord Charles;
       a table at the post-conference workshops to be held in the foyer at the Wallenberg Research Centre,
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        University of Stellenbosch, the following day: 14 October.
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THE LORD CHARLES VENUE




The conference will take place in Somerset 1, 2 and 3 rooms, as shown above. Registration, early-morning
tea and four exhibition stands will be in the pre-assembly area (adjacent to the Somerset Auditorium). The
main exhibition, mid-morning and afternoon teas, lunches and the ice-breaker cocktail reception will take
place in the Grand Ballroom.



HOSPITALITY SUITE : MORGENSTER ROOM

The Morgenster Room (shown above, the third of the side rooms adjoining the Vergelegen Suite) is available
to any organisation as a “hospitality suite” at a cost of R30 000 + VAT. This room may be staffed and
decorated (exhibition, banners, AV equipment, etc) by up to two staff members. Signage to the suite may be
displayed in the pre-assembly area. However, all food and drink would need to be supplied by The Lord
Charles and not brought onto the premises. The room currently contains a boardroom-style table with 14
chairs – the table may not be moved out of the suite.

The cost of this hospitality suite includes a built stand with fascia name, if requested.
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FLOORPLAN 1 : GRAND BALLROOM




                                                                All stands are 3 x 2 metres

 1    Kaytech Engineered Fabrics           9     Aurecon SA (Pty) Ltd
 2    SANRAL                               10    Geotextiles Africa

 3    Colas South Africa (Pty) Ltd *       11    Infraset   *
 4    Much Asphalt (Pty) Ltd               12    V&V Cons Engs (Pty) Ltd
 4a                                        13    National Asphalt
 5    Cement & Concrete Institute          13a
 6    Specialized Road Technologies        14    Heinzmann SA
 7    3M (double stand) *                  15    BVi Cons Engs Gauteng (Pty) Ltd

 8a   3M                                   16    Bell /Bomag/Fayat Group
 8    Rocla (Pty) Ltd                            Knowledge Base (1 day exhib)
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    FLOORPLAN 2 : PRE-ASSEMBLY AREA TO THE AUDITORIUM

There is a 20% discount on stands situated in the pre-assembly area. Although these stands will enjoy
through-traffic (as delegates pass to and from the daily sessions), only early morning tea (and not mid-
morning, mid-afternoon teas or lunches) will take place in this area. Thus the following reduced stand
cost applies to exhibitors who choose a stand in the pre-assembly area:

       SARF members            :       R12 000 + VAT = R13 680
       Non-members             :       R13 600 + VAT = R15 504




                                                                              All stands are 3 x 2 metres



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     18                                                22      Grinaker-LTA *

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_________________________________________________________________________________

                                   EXHIBITION BOOKING FORM
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                PRESERVING AFRICA’S ROAD NETWORK : 11 to 13 October 2010

                 The Lord Charles Hotel, Somerset West, W. Cape Province, South Africa
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   (plus an optional day: 14 October at the Wallenberg Research Centre, University of Stellenbosch)

Please complete this form and return it as soon as possible to: The Secretariat, c/o Cilla Taylor
Conferences, P O Box 82, Irene, 0062 South Africa. Tel: 012 667-3681, Fax: 012 667-3680, E-mail:
confplan@iafrica.com


  Contact name:
  Company:
  Position / Capacity:
  Telephone Number:                                       Fax Number:
  Mobile Phone No:
  E-mail:
  Web Address:
  Postal Address:




  NAME FOR FASCIA BOARD:
  Preferred Stand(s) (1st choice):
  Preferred Stand(s) (2nd choice):
  Optional day: 14th October (post-conference
  workshops) at University of Stellenbosch. No
  extra cost. Table only.
  Signature of official representative:
  YOUR VAT NUMBER FOR INVOICING
  Are you a member of SARF?



On receipt of this completed form, an invoice will be sent for the full amount. The full cost of the Exhibition
Package to be paid within two months of booking.

Cancellation
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Full amount of stand (less bank charges and admin fee) may be refundable before 1 September 2010.
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No fees are refundable after 1 September 2010.

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COMPLETE EXHIBITIONS has been appointed as the Exhibition Organiser and extra items of furniture
or AV equipment will be available from them at additional cost:

Complete Exhibitions cc (Mr Nigel Walker)
P O Box 560, Irene, 0062
Tel: +27 (0)12 667-2074, Fax: +27 (0)12 667-2766, exhibit@compex.co.za, Web: www.compex.co.za

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            SPONSORSHIP OPPORTUNITIES
The following sponsorship packages provide a high degree of flexibility, combining a number of traditional
branding elements with added-value opportunities for addressing the delegates.




PACKAGE 1 : Conference Dinner : R60 000 + VAT or two sponsors each paying R30 000 + VAT

OPTION TAKEN : Bell/Bomag (FAYAT Group)

The dinner will take place at The Lord Charles Hotel in Somerset West. This will be the social highlight of
the conference and will include excellent food and wine and some form of entertainment.

Promotional opportunities
◦       A free 3m x 2m exhibition stand at The Lord Charles.
◦       Publicly thanked from the podium during either the Opening or Closing sessions.
◦       Linked to the SARF website and named as “Dinner Sponsor” on the site.
◦       Unlimited publicity during the dinner itself, including the option of addressing guests with a 5-minute welcome
        speech.
◦       The opportunity to show a slide with wording of choice on the two large screens in the auditorium between sessions.
◦       Invitation cards and printed menus for the dinner could bear the sponsor’s name and branding.
◦       Acknowledgement and complimentary A5-page write-up/photo included in the Programme Handbook.




PACKAGE 2 : Provision of good-quality [collared] golf shirts for delegates : ± R40 000 + VAT

Delegates will be given a golf shirt at registration (the Registration Form will ask for size). The possibility of
a group photo (with delegates wearing the sponsored shirts) is being considered.

Promotional opportunities
◦       Shirts to carry sponsor’s and SARF’s logos (embroidered) and possibly the name of the conference.
◦       Publicly thanked from the podium during either the Opening or Closing sessions.
◦       Linked to the SARF website and named as “Sponsor of conference bags” on the site.
◦       The opportunity to show a slide with wording of choice on the two large screens between sessions.
◦       Acknowledgement and a promotional paragraph included in the Programme Handbook.
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PACKAGE 3 : Conference folders : R35 000 + VAT

Delegates will be given a soft leather folder containing conference documentation, this will be handed to
them at registration.

Promotional opportunities
◦       Folders to carry sponsor’s name and logo together with those of the conference.
◦       Publicly thanked from the podium during either the Opening or Closing sessions.
◦       Linked to the SARF website and named as “Sponsor of conference bags” on the site.
◦       The opportunity to show a slide with wording of choice on the two large screens between sessions.
◦       Acknowledgement and a promotional paragraph included in the conference ringbinder.




PACKAGE 4 : Ice-breaker cocktail reception : R40 000 + VAT

To take place in the Grand Ballroom on the evening of Sunday, 10th October (the evening prior to the
conference).

Promotional opportunities
◦       Publicly thanked from the podium during either the Opening or Closing sessions.
◦       Linked to the SARF website and named as “Cocktail Reception Sponsor” on the site.
◦       Unlimited publicity during the reception itself, including the option of addressing guests with a 5-minute welcome
        speech.
◦       The opportunity to show a slide with wording of choice on the two large screens in the auditorium between sessions.
◦       Invitation cards printed with the sponsor’s name and branding.




PACKAGE 5. Audio-visual sponsor : R30 000 + VAT – OPTION TAKEN by Vela VKE

2 large screens, PA systems, microphones, speakers, laptops, speakers’ prep room. Audio-visual technicians
will be in full view of delegates throughout the conference.

Promotional opportunities
◦       All A-V technicians (3 or 4 people) would wear sponsor’s T-shirts throughout conference.
◦       Speakers’ preparation room may carry sponsor’s banners or signs.
◦       Named as “Audio-visual Sponsor” on conference sign displayed on stage in the auditorium for duration of conference and
        on the door to the Speakers’ Prep Room (which opens onto the pre-assembly area of the Somerset) .
◦       Publicly thanked from the podium during either the Opening or Closing sessions.
◦       Linked to the SARF website and named as “Sponsor” on the site.
◦       The opportunity to show a slide with wording of choice on the two large screens between sessions.
◦       Acknowledgement and a promotional paragraph included in the Conference Handbook.
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PACKAGE 6. Programme Handbook : R25 000 + VAT – OPTION TAKEN: BKS (Pty) Ltd

The Programme Handbook will be an A5-book consisting of ± 100 pages – it will include the final
programme, a layout of the venue, and a floorplan of the exhibition together with general information on
the conference. All registered delegates will receive a copy.

Promotional opportunities
◦       The front cover of the Handbook to carry the words: “This Programme Handbook has been sponsored by …..”
◦       A full-page, full-colour sponsor’s advert on the outside back cover.
◦       Publicly thanked from the podium during either the Opening or Closing sessions.
◦       Linked to the SARF website and named as “Sponsor” on the site.
◦       The opportunity to show a slide with wording of choice on the two large screens between sessions.
◦       Acknowledgement and a promotional paragraph included in the Conference Handbook.




PACKAGE 7 : Daily lunches : R15 000 + VAT per lunch (three lunch sponsors sought – one for
each lunch)

Daily lunch will be held in the Grand Ballroom.

Promotional opportunities
◦        Unlimited publicity during the lunch, including the option of briefly addressing delegates over the PA system in the
         lunch/exhibition venue.
◦        Lunch tables may be ‘decorated’ with branded tablecloths, napkins, etc.
◦        Printed programme to carry the words: “This lunch sponsored by …….” each day and carry the sponsor’s logo.
◦        Publicly thanked from the podium during either the Opening or Closing sessions.
◦        Linked to the SARF website and named as “Lunch Sponsor” on the site.
◦        The opportunity to show a slide with wording of choice on the two large screens between sessions.
◦        Acknowledgement and a promotional paragraph included in the Conference Handbook.




PACKAGE 8. List of delegates : R10 000 + VAT - OPTION TAKEN : Bakwena Platinum Corridor
Concessionaire (Pty) Ltd

The List of Delegates will be a printed A4-size book with full-colour cover. It will include names, titles,
organisations, addresses, e-mail and telephone numbers of all the delegates. A copy will be handed to
each delegate at registration.

Promotional opportunities
◦       The front cover of the list to carry the words: “This List of Delegates has been sponsored by …..”
◦       A full-page, full-colour sponsor’s advert on the outside back cover.
◦       Publicly thanked from the podium during either the Opening or Closing sessions.
◦       Linked to the SARF website and named as “Sponsor” on the site.
◦       Acknowledgement and a promotional paragraph included in the Conference Handbook.
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PACKAGE 9. CD-Rom of papers : R10 000 + VAT - OPTION TAKEN : SA Bitumen Assoc (SABITA)

Papers delivered at the conference will be put onto a CD and handed to all delegates at registration.

Promotional opportunities

◦        Logo and sponsor’s slogan to be included in full colour on the printed insert.
◦         “This CD has been sponsored by …..” to appear discreetly on the front of the plastic jewel case.
◦        Sponsor’s document / powerpoint (or video file) can be included in the CD with link from bookmark
◦        Publicly thanked from the podium during either the Opening or Closing sessions.
◦        Linked to the SARF website and named as “Sponsor” on the site.
◦        Acknowledgement and a promotional paragraph included in the Conference Handbook.




PACKAGE 10 : Electronic correspondence : R10 000 + VAT

All day-to-day electronic correspondence from the Secretariat’s office will include the sponsor’s name and
logo, together with the conference logo.

Promotional opportunities
◦       All e-mails and posted communications to carry name and logo of sponsor – in addition to the conference logo.
◦       Publicly thanked from the podium during either the Opening or Closing sessions.
◦       Linked to the SARF website and named as “Sponsor” on the site.
◦       Acknowledgement and a promotional paragraph included in the Conference Handbook.




PACKAGE 11 : Daily teabreaks : R7 500 + VAT (limited to six sponsors – one for each teabreak)

Morning and afternoon teabreaks (serving tea, coffee, juice, biscuits or pastries)

Promotional opportunities
◦       Sponsor may ‘decorate’ tea tables – with branded napkins, brochures or tablecloths.
◦       Printed programme to carry the words: “This teabreak is sponsored by …….”
◦       Publicly thanked from the podium during either the Opening or Closing sessions.
◦       Linked to the SARF website and named as “Refreshment Sponsor” on the site.
◦       Acknowledgement and a promotional paragraph included in the Conference Handbook.
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PACKAGE 12 : Notepads and pens : to be supplied by sponsor - OPTION TAKEN : UWP

Promotional opportunities
◦       Sponsor’s name, logos and slogans on notepads and pens (which sponsor will supply).
◦       Publicly thanked from the podium during either the Opening or Closing sessions.
◦       Acknowledgement and a promotional paragraph included in the Conference Handbook.




OPTION 13 : Insertion of handouts/brochures in delegate folders : R5 000 + VAT - BVI
Consulting Engineers. More insertions are possible.




OPTION 14 : Advertisement in the A5 Programme Handbook : R4 000 + VAT for full page or
R2 500 + VAT for half-page advert – One advert booked by BVi Consulting Engineers. More are
possible




OPTION 15 : Welcome cards in bedrooms at The Lord Charles : R3 000 + VAT – OPTION TAKEN :
C&CI

A card welcoming delegates to the conference and giving details of the conference - will be placed into
each room at the venue.

Promotional opportunity
◦       Sponsor’s name and logo may be printed on the cards together with the conference logo.
◦       Chocolates or small gift from the sponsor’s may accompany the card.




OPTION 16 : Gifts for delegates : gifts to be provided by sponsor

Provision of small gifts with sponsor’s name and logo on – for each delegate.
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ANY IDEAS FOR BRANDING OR SPONSORSHIP (not mentioned above) WILL BE WELCOME, AS WILL
GENERAL , NON-SPECIFIC FUNDING TOWARDS THE RUNNING OF THE CONFERENCE. PLEASE APPROACH
THE SECRETARIAT.




CONTACT for CONFERENCE SPONSORSHIP


Ms Cilla Taylor                       Tel: +27 (0) 12/667-3681
c/o Conference Secretariat            Fax: +27 (0) 12/667-3680
P O Box 82                            E-mail: confplan@iafrica.com
0062 Irene, South Africa              Conference website: www.sarf.org.za




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