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					Sponsorship
and exhibition
prospectus




AVA Annual Conference
20-25 May 2012
Canberra
Australian Capital Territory
                              Sponsorship
                              and exhibition
                              prospectus



                              As the premier veterinary event each year, the Australian Veterinary Association Annual
                              Conference is an opportunity not to be missed.
                              It’s the one place where you can speak with veterinarians from all sections of the
                              profession, and make direct contact with the leaders and influencers in the industry.
                                 We’re looking forward to working with you in preparation for the AVA Annual
                                   Conference 2012.
                                        We’re pleased to introduce some new and exciting opportunities to reach your
                                         goals through the AVA Annual Conference. With the theme of sustainability, the
                                          2012 conference is an opportunity to offer some new options while retaining
                                            many of the great services you’ve enjoyed in previous years.
                                             We have come up with some environmentally-friendly alternatives to satchel
                                             inserts, including an expanded online exhibitor directory to help promote
                                             your special conference offers and drive traffic to your stand.
                                              There’s also an electronic noticeboard for advertising at the entrance to the
                                              trade show, and the printed handbook advertising is supplemented with
                                              the option to advertise in the smartphone app alternative to the handbook.
                                             You can see more details on these new options on page 5, 16 and 17, or you
                                            can contact the Conference Secretariat with your questions on 02 9431 5056
                                           or events@ava.com.au.
                                        We’ve listened to your feedback from the 2011 conference, and have moved
                                      the Late Night for Locals to Sunday night to free up your Wednesday evening
                                    and give you the opportunity to attend the many other activities on that night. To
                                  complement this, the conference will open on Sunday evening with a plenary session,
                               and have more substantial finger food on offer for the opening session of the trade show.
                              We are also working on providing you with better options for freight services and wi-fi
                              connection in the National Convention Centre.
                              Thank you for supporting the AVA and the annual landmark gathering of the veterinary
                              profession in Australia. See you in Canberra!




2   AVA Annual Conference | Sponsorship and Exhibition Prospectus
 The Conference                                             Sun 20 May – Fri 25 May 2012
 The Industry exhibition                                    Sun 20 May – Thu 24 May 2012

 Who attends?
 1,000 delegates (including speakers)!

                                                                                            Other (19%)

            Practice managers (2%)

           Veterinary nurses (1%)
                                                                                                 Practice owners or principals (27%)
                 Students (10%)


                Academics (7%)

Zoo or wildlife veterinarians (1%)
       Industry veterinarians (5%)
    Government veterinarians (3%)
                                                                                             Employed veterinarians (25%)


 Data from AVA Annual Conference 2011 attendees




 Why should you participate?
 •	 The AVA Annual Conference is the largest veterinary         •	 Visiting the trade and exhibition is the third most
    gathering in Australia, covering all fields of veterinary      important reason for delegates to attend the
    science.                                                       conference (after education and meeting colleagues).
 •	 95% of exhibitors in 2011 achieved their objectives.*       •	 Access to the people with buying power – delegates at
                                                                   the AVA Annual Conference 2012 will include Australia’s
 •	 85% of exhibitors in 2011 rated the AVA Annual
                                                                   leading professionals in their fields.
    Conference above average or excellent compared to
    other conferences and exhibitions.*

 * Data from AVA Annual Conference 2011 feedback survey




                                                                     20-25 May 2012 | Canberra, Australian Capital Territory           3
    The venue
    The National Convention Centre Canberra is the largest
    purpose-built conference and event venue in the ACT.
    Beyond Canberra’s more famous attractions, the city
    unfolds into a vibrant mix of restaurants, nightclubs,             National Convention Centre
    museums and galleries. Growing urban centres are                   31 Constitution Avenue
    lined with trendy cafes and boutique shopping, while               Canberra ACT 2601 Australia
    weekend markets overflow with the freshest regional
    produce and local wines. Walkers and cyclists tackle               Phone: +61 2 6276 5200
    the trails in the many local parks that wind their way             Fax:     +61 2 6276 5276
    through the city.                                                  Website: www.nccc.com.au

    One of Australia’s few planned cities, Canberra is a place
    where architectural style complements the beauty
    of the surrounding Australian bush. Located on the
    ancient lands of the traditional owners, the Ngunnawal
    people, Canberra is thought to derive its name from
    the Aboriginal word Kamberra or ‘meeting place’.
    Canberra is a great location for families, with a range of
    entertaining and informative options to keep kids of all
    ages busy. From Questacon and the Institute of Sport
    to the National Gallery and Parliament House, there’s
    plenty to keep the most energetic visitor engaged.




4      AVA Annual Conference | Sponsorship and Exhibition Prospectus
What’s new?
For the second year, we’ll be continuing to offer the
popular lunchtime lectures in the exhibition hall,
along with the new product showcase.
With a special focus on being environmentally friendly
this year, we also have some exciting new options to
reduce our reliance on paper.
In 2011, the conference website attracted more than
7,500 visitors and 13,000 visits, and has emerged as the
primary source of information about the conference for     Our tradeshow directory is a new feature of the
delegates.                                                 conference website where your handbook description
                                                           can be accompanied by links to promotional pages
                                                           on your website or competition entries for delegates
                                                           to download and take to your stand. It’s a great
                                                           opportunity to highlight any special offers or product
                                                           information you want to feature at the conference.
                                                           The onsite electronic noticeboard will broadcast
                                                           your advertisement or promotional video to delegates
                                                           as they enter the exhibition. Combine this with an
                                                           announcement by our professional spruiker to attract
                                                           delegates to your stand.
                                                           Our traditional handbook advertising option will be
                                                           augmented by the opportunity to advertise on the
                                                           smartphone app that delegates can choose to use
                                                           instead of the printed handbook.




                                                             20-25 May 2012 | Canberra, Australian Capital Territory   5
    Sponsorship
    opportunities




    Maximise your visibility                      Platinum sponsorship
    to key target markets                         One opportunity only                                                  SOLD
    by becoming a sponsor
    of the AVA Annual
    Conference 2012.                              •	 Acknowledgement as Platinum Sponsor
                                                  •	 Thirty six (36) square metres of exhibition space in the industry
    An early commitment                              exhibition – either booths or floor space only. Preferential treatment
                                                     regarding allocation of exhibition space within the exhibition
    will mean greater
                                                  •	 Your company logo on each conference satchel (placement and size of
    exposure and better                              the logo is at the discretion of the AVA)
    value for money.                              •	 Your company logo on delegate lanyards
                                                  •	 Sponsorship of one (1) scientific stream of the sponsor’s choice
                                                  •	 A full-page colour advertisement in the conference handbook and
                                                     advertising in the handbook smartphone app
                                                  •	 One (1) slot in the electronic noticeboard queue
                                                  •	 Website package including placement of your logo on the conference
                                                     website home page and a free listing in the online trade directory
                                                  •	 Opportunity to include two (2) conference related articles in eLine
                                                  •	 Acknowledgement on selected printed matter leading up to and
                                                     during the AVA Annual Conference 2012
                                                  •	 Inclusion of your company logo on conference signage, including logo
                                                     in prominent position on the sponsors’ board during the conference
                                                  •	 Six (6) full exhibitor registrations to the conference
                                                  •	 Opportunity for appropriately qualified representative to address the
                                                     audience for a maximum of three (3) minutes during the opening
                                                     plenary session
                                                  •	 Conference logo for use on your promotional material




6     AVA Annual Conference | Sponsorship and Exhibition Prospectus
Gold sponsorship                                         Silver sponsorship
Limited opportunities only          $25,900 (incl gst)   Limited opportunities only          $20,750 (incl gst)



•	 Acknowledgement as Gold Sponsor                       •	 Acknowledgement as Silver Sponsor
•	 $20,000 worth of sponsorship package extras           •	 Nine (9) square metres of exhibition space in the
•	 Nine (9) square metres of exhibition space in the        industry exhibition – either booths or floor space
   industry exhibition – either booths or floor space       only
   only                                                  •	 $10,000 worth of sponsorship package extras
•	 Website package including placement of your           •	 Four (4) full exhibitor registrations to the
   logo on the conference website home page and a           conference
   free listing in the online trade directory            •	 Website package including placement of your
•	 Opportunity to include one (1) conference related        logo on the conference website home page and a
   article in eLine                                         free listing in the online trade directory
•	 Four (4) full exhibitor registrations to the          •	 Acknowledgement on selected printed material
   conference                                               leading up to and during the AVA Annual
•	 Acknowledgement on selected printed matter               Conference 2012
   leading up to and during the AVA Annual               •	 Inclusion of your company logo on conference
   Conference 2012                                          signage, including logo on the sponsors’ board
•	 Inclusion of your company logo on conference             during the conference
   signage, including sponsors’ board during the         •	 Conference logo for use on your promotional
   conference                                               material
•	 Conference logo for use on your promotional
   material




                                                         20-25 May 2012 | Canberra, Australian Capital Territory   7
                                                                       Plenary
                                                                       Limited opportunities only          $8,300 (incl gst)


    Bronze sponsorship                                                 There will be plenary sessions held on each day of
    Limited opportunities only          $12,450 (incl gst)             the conference. Each session will feature a keynote
                                                                       speaker, panel discussion or a hypothetical. Details
                                                                       of each plenary topic will be available in December
                                                                       2011.
    •	 Acknowledgement as Bronze Sponsor                               •	 Exclusive signage at the entrance to the plenary
    •	 Nine (9) square metres of exhibition space in the                  session and within the plenary session room
       industry exhibition – either booths or floor space                 (signage to be supplied by sponsor)
       only                                                            •	 Acknowledgement by the session chairperson
    •	 Four (4) full exhibitor registrations to the                    •	 Logo slide displayed at the beginning and end of
       conference                                                         the session
    •	 Website package including placement of your                     •	 Opportunity for appropriately qualified
       logo on the conference website home page and a                     representative to address the audience during
       free listing in the online trade directory                         the plenary session for a maximum of three (3)
    •	 A half-page colour advertisement in the                            minutes
       conference handbook and advertising in the                      •	 Three (3) one-day registrations for the day of the
       handbook smartphone app                                            plenary session
    •	 Acknowledgement on selected printed material                    •	 Acknowledgement on selected printed material
       leading up to and during the AVA Annual                            leading up to and during the AVA Annual
       Conference 2012                                                    Conference 2012
    •	 Inclusion of your company logo on conference                    •	 Website package including placement of your
       signage, including logo on the sponsors board                      logo on the conference website home page and a
       during the conference                                              free listing in the online trade directory
    •	 Conference logo for use on your promotional                     •	 Inclusion of your company logo on conference
       material                                                           signage, including logo on the sponsors board
                                                                          during the conference
                                                                       •	 Conference logo for use on your promotional
                                                                          materials




8      AVA Annual Conference | Sponsorship and Exhibition Prospectus
                                                      Conference proceedings
Scientific stream                                     memory stick
sponsorship                                           One opportunity only or joint                  $10,000
Limited opportunities only                      POA   sponsorship will be considered                  (incl gst)



•	 Sponsor’s logo to be included on official          All delegates will receive a reusable conference pro-
   conference signage within the meeting room         ceedings memory stick containing papers from all
   including title slides at beginning and end of     scientific sessions. The memory stick will be given to
   sessions                                           delegates on arrival and will be an ongoing resource
•	 Opportunity to supply company signage to be        for delegates in their practice.
   located at the entrance and inside the meeting     •	 Logo and acknowledgement printed on the
   room during these sessions (signage to be             memory stick
   supplied by sponsor)                                •	Acknowledgement on selected printed
•	 Opportunity to display promotional material              matter leading up to and during the AVA
   inside the meeting room where the stream is               Annual Conference 2012
   being held                                                •	 Website package including placement of
•	 Opportunity for sponsor representative to attend               your logo on the conference website
   sessions and welcome delegates as they enter                     home page and a free listing in the
   the sessions                                                       online trade directory
•	 Acknowledgement on selected printed material                       •	 Inclusion of your logo on
   leading up to and during the AVA Annual                                 conference signage, including
   Conference 2012                                                           sponsors’ board during the
•	 Inclusion of your logo on conference                                        conference
   signage, including sponsors’ board                                         •	   Conference logo for use
   during the conference                                                           on your promotional
•	 Website package including                                                        material
   placement of your logo on the
   conference website home page
   and a free listing in the online
   trade directory
•	 Conference logo for use on
   your promotional material




                                                      20-25 May 2012 | Canberra, Australian Capital Territory      9
                                                                     Happy Hour Drinks
                                                                     sponsorship    $6,200 (incl gst)
                                                                     Three opportunities only               per function
 Gala Dinner
 One opportunity only or joint               $12,450
 sponsorship will be considered               (incl gst)             Happy Hour Drinks will be held on Monday, Tuesday
                                                                     and Wednesday evenings in the exhibition area.
                                                                     •	 Naming rights to the nominated Happy Hour
                                                                        function
 A themed gala dinner will be held on Thursday night
 attended by 400 guests.                                             •	 Opportunity to display signage at the entrance
                                                                        to the Exhibition Hall and around the catering
 •	 Naming rights to the Gala Dinner                                    stations throughout the Exhibition Hall during the
 •	 Opportunity to display signage throughout the                       function. Signage must not be obtrusive or cover
    room                                                                other exhibitors’ displays or signage
 •	 Opportunity to have input into theming and                       •	 Opportunity to upgrade the drinks package and/
    entertainment                                                       or offer canapés for duration of Happy Hour, at
 •	 Opportunity to give guests a gift or provide a                      sponsor’s cost
    table piece or place setting                                     •	 Opportunity for theming or special promotion to
 •	 Acknowledgement on selected printed material                        be approved by the AVA prior to conference
    leading up to and during the AVA Annual                          •	 Acknowledgement on selected printed material
    Conference 2012                                                     leading up to and during the AVA Annual
 •	 Inclusion of your logo on conference signage,                       Conference 2012
    including sponsors’ board during the conference                  •	 Inclusion of your logo on conference signage,
 •	 Website package including placement of your                         including sponsors’ board during the conference
    logo on the conference website home page and a                   •	 Website package including placement of your
    free listing in the online trade directory                          logo on the conference website home page and a
 •	 Opportunity for appropriately qualified                             free listing in the online trade directory
    representative to address the audience during the                •	 Conference logo for use on your promotional
    dinner for a maximum of three (3) minutes                           material
 •	 Conference logo for use on your promotional                      •	 Opportunity for appropriately qualified
    material                                                            representative to address the audience during the
                                                                        Happy Hour for a maximum of three (3) minutes




10   AVA Annual Conference | Sponsorship and Exhibition Prospectus
Conference notes                                      Coffee Cart Sponsorship
package                                               Limited opportunities
One opportunity only              $6,500 (incl gst)   available                             $2,800 (incl gst)



Brand the delegates’ notes pages within the printed   Coffee Cart sponsorship in the exhibition hall.
conference handbook and the handy conference          •	 Barista and all necessary inclusions during break
pen.                                                     times and happy hours for the duration of the
•	 Sponsor logo on every notes page                      exhibition
•	 Sponsor logo on pens                               •	 Website package including placement of your
•	 Acknowledgement on selected printed matter            logo on the conference website home page and a
   leading up to and during the AVA Annual               free listing in the online trade directory
   Conference 2012                                    •	 Inclusion of your company logo on conference
•	 Website package including placement of your           signage, including logo on the sponsors board
   logo on the conference website home page and a        during the conference
   free listing in the online trade directory         •	 Conference logo for use on your promotional
•	 Inclusion of your company logo on conference          materials
   signage, including logo on the sponsors’ board
   during the conference
•	 Conference logo for use on your promotional
   materials




                                                      20-25 May 2012 | Canberra, Australian Capital Territory   11
 Sponsorship
 package extras




                                                                     Sponsorship package extras
                                                                     are available to companies
                                                                     that purchase Gold or Silver
                                                                     sponsorship packages.
                                                                     They give you the chance to
                                                                     tailor sponsorship opportunities
                                                                     to suit your marketing objectives.


                                                                     Choose the required level of sponsorship from
                                                                     the options. Each level entitles the sponsor to a
                                                                     specified value of sponsorship extras. Just choose the
                                                                     extras you want to add to your overall sponsorship
                                                                     package.
                                                                     The following list is not exhaustive and can be
                                                                     tailored to your needs.
                                                                     All costs include GST.




12   AVA Annual Conference | Sponsorship and Exhibition Prospectus
  Gala Dinner                                             $12,450       Advertising – quarter page colour in confer-
                                                                                                                     $1,030
                                                                        ence handbook and smartphone app package
  Conference proceedings memory stick
                                                          $8,300        Advertising – display advertising on
  (1 opportunity only)                                                                                                   $2,070
                                                                        conference website
  Plenary session sponsorship
                                                          $8,300        Advertising – handbook smartphone app only       $1,000
  (4 opportunities only)

  Happy Hour sponsorship                                                Tradeshow directory – online information
                                                          $6,200
  (3 opportunities only)                                                about your company and special offers
                                                                                                                         $500
                                                                        or announcements you’re making at the
  Conference notes package                                $6,500        conference
  9sqm booth                                              $5,600        Conference eLine article                         $2,070
  Breakfast session                                                     Electronic noticeboard at exhibition
                                                          $4,150*
  (3 opportunities only)                                                entrance (ten 5-minute slots available           $2,400
                                                                        for video or still images)
  Pre-conference email/mailing to delegates               $3,100**
                                                                        Exhibitor registration                           $465
  Post-conference email/mailing to delegates              $3,100**
                                                                        Stream sponsorship                               POA
  Advertising – full page colour in conference
                                                          $2,490
  handbook and smartphone app package                                   Other
                                                                        Contact the Conference Secretariat with your     POA
  Advertising – half page colour in conference
                                                          $1,550        suggestion
  handbook and smartphone app package


* Does not include catering or room hire charges
** Sponsor responsible for mailing costs if mailing preferred method.
POA – Price on application




                                                                          20-25 May 2012 | Canberra, Australian Capital Territory   13
 Exhibition
 opportunities




 To give you maximum exposure to delegates, we have extended the opening times for the exhibition.

 •	 Sunday evening will feature a           •	 Refreshment breaks including             •	 Happy Hour drinks will be held in
    longer opening session, along              morning tea, lunch and afternoon            the exhibition area after close of
    with a Late Night for Locals to give       tea, will be served in the industry         sessions on Monday, Tuesday and
    local residents a chance to visit the      exhibition area.                            Wednesday and will extend for an
    exhibition if they can’t attend the                                                    additional half hour after food and
    whole conference.                                                                      drinks service finishes.




 Floor plan                                                          Exhibitor entitlements
 The floor plan for the AVA Annual Conference 2012                   Each exhibiting company is entitled to two (2) full
 industry exhibition is included on page 20 of this                  exhibitor registrations. These are issued on a per stand
 prospectus.                                                         (9sqm) basis. Exhibitors booking a four (4sqm) stand
                                                                     are entitled to one (1) full exhibitor registration. Each
 The floor plan depicts the location of booths in relation           exhibitor registration includes daily catering, happy
 to the catering stations. Both modular stands and floor             hour drinks, conference gala dinner and admission to
 space will be sold off this plan. Modular stands measure            scientific sessions. In addition, each exhibiting company
 three (3) metres x three (3) metres (i.e. nine (9) square           is entitled to one (1) conference satchel.
 metres). There are limited two (2) metres x two (2) metres
 (i.e. four (4) square metres) stands available.                     Additional exhibitor passes may be purchased and
                                                                     details of these will be available in the Exhibitor Manual
 The floor plan is correct at the time of printing, however,         which will be sent to you prior to the conference.
 the organisers retain the right to alter the layout if
 necessary and these changes may occur without notice.




14   AVA Annual Conference | Sponsorship and Exhibition Prospectus
Modular stands                             Modular stands                                Custom stands
Nine (9) square metres                     Four (4) square metres                        Cost per square metre
$5,600 incl gst per unit                   $3,100 incl gst per unit                      $525 incl gst




•	 Carpeted floor space                    •	 Carpeted floor space                       •	 Carpeted floor space
•	 Back and side walls                     •	 Back and side walls                        •	 Two (2) full exhibitor
•	 Exhibitor name and stand                •	 Exhibitor name and stand                      registrations per 9sqm space
   number on fascia panel                     number on fascia panel                     •	 Listing on AVA Annual
•	 Two (2) spotlights supplied per         •	 One (1) spotlight supplied per                Conference 2012 website
   stand                                      stand                                      •	 Sponsor and exhibitor support
•	 One (1) power point                     •	 One (1) power point                           services

•	 Two (2) full exhibitor                  •	 One (1) full exhibitor registration
   registrations                           •	 Listing on the AVA Annual
•	 Listing on the AVA Annual                  Conference 2012 website
   Conference 2012 website                 •	 Sponsor and exhibitor support
•	 Sponsor and exhibitor support              services
   services



Please note that all designs for custom stands must be submitted to the organiser and venue for approval.
The Conference Secretariat will offer a full range of sponsor and exhibitor support services. These include: providing
assistance with building custom stands, hiring furniture, audiovisual and telecommunication devices, and the
coordination of social functions. Comprehensive information will be forwarded to confirmed exhibitors in due course.




                                                                      20-25 May 2012 | Canberra, Australian Capital Territory   15
 Indicative
 exhibition
 timetable


                                                                                     Lunchtime
                                                                                     lectures
                                              Electronic                             Limited opportunities only!
                                              noticeboard                            $3,100 (incl gst)
                                              Limited opportunities only!
                                              $2,600 (incl gst)
                                                                                     Exhibitors have the opportunity to
                                                                                     present mini lunchtime lectures
                                                                                     to delegates. A theatrette will
                                              Highlight your special offers or new   be constructed in the exhibition
                                              products in one of ten rotating        hall for short lunchtime lectures
                                              5-minute slots on a super-sized        creating the perfect platform to
                                              electronic noticeboard right in        demonstrate or launch a new
                                              the field of vision as delegates       product. Dedicated 20 minute
                                              enter the exhibition. You can          timeslots are available each
                                              choose from a static message or        lunchtime.
                                              a 5-minute video. It’s a perfect
                                              complement to the professional
                                              spruiker if you want to promote a
                                              special giveaway or new product.       New product
                                                                                     showcase
                                                                                     Limited opportunities only!
     Saturday 19 May           1000 – 1600   Custom stand build                      $2,600 (incl gst)
                               1000 – 1600   Exhibitor move in
     Sunday 20 May             1630 – 1800   Opening plenary session
                               1800 – 2030   Late Night for Locals
                                                                                     Display a new product at the
                               0830 – 1800   Exhibition open                         entrance to the exhibition in the
     Monday 21 May
                               1800 – 1930   Happy Hour Drinks                       product showcase. At the entrance
                               0830 – 1800   Exhibition open                         to the exhibition, all delegates
     Tuesday 22 May
                               1800 – 1930   Happy Hour Drinks                       will view the showcase as they
                                                                                     enter. Limited spaces are available.
                               0830 – 1800   Exhibition open
     Wednesday 23 May                                                                Includes a glass display cabinet,
                               1800 – 1930   Happy Hour Drinks
                                                                                     signage and a brochure rack.
                               0830 – 1400   Exhibition open
     Thursday 24 May           1400 – tbc    Exhibitor move out
                               1900 – late   Gala Dinner




16    AVA Annual Conference | Sponsorship and Exhibition Prospectus
Advertising
Conference handbook



Handbook advertising packages include the option to advertise on the handbook smartphone app.

Full page colour                Half page colour               Quarter page colour               The following surcharges
$2,490 (exhibitors)             $1,550 (exhibitors)            $1,030 (exhibitors)               apply to the above prices
$4,980 (non-exhibitors)         $3,100 (non-exhibitors)        $2,060 (non-exhibitors)           for prominent locations:
                                                                                                 •	 Back cover – 75%
                                                                                                 •	 Inside front cover – 50%

Smartphone app                  Tradeshow directory            Satchel inserts
$1,000 (incl gst)               $500 (incl gst)                $1,860 (exhibitors) and $3,720 (non-exhibitors)



Highlight your latest           In 2011, the conference        In keeping with the conference theme of sustainability, our
achievements by                 website attracted more         satchels will be smaller and more environmentally friendly
advertising on the first ever   than 7,500 visitors and        this year. We are encouraging exhibitors and advertisers to
AVA Annual Conference           13,000 visits, and is now      use some of the new promotional options available such
handbook smartphone app.        the primary source of all      as the online tradeshow directory, electronic noticeboard
Delegates can choose to         information about the          and extended advertising opportunities rather than paper
use their smartphones or        conference for delegates.      satchel inserts.
iPads for all the info they     A new-look online directory    All delegates will be given the option to receive a
need at the conference          about your company will        conference satchel upon arrival at the conference, and
rather than carry a printed     promote any special offers     will be able to choose between a printed conference
handbook. We estimate           or announcements you’re        handbook or a handbook smartphone app if they have
around 10% of delegates         making at the conference.      access to suitable technology.
will choose this option         Delegates can download a
during the first year.                                         Any satchel inserts need to be printed on recycled paper
                                competition entry form, or     and must be in the spirit of the sustainability theme. The
                                link to tailored information   Conference Secretariat must approve the size and content
                                about your products and        of satchel inserts.
                                exhibition stand.




                                                                     20-25 May 2012 | Canberra, Australian Capital Territory   17
 Conditions of
 sponsorship and
 exhibition




 The size and location of all logos
 included in conference collateral, on                               Australian
 the conference website or conference                                Veterinary Association
                                                                     Conference Secretariat
 signage will be at the discretion of the
                                                                     Unit 40, 6 Herbert Street
 Conference Secretariat and will reflect                             St Leonards NSW 2065
 the level of commercial support given.
                                                                     Phone: +61 2 9431 5056
 There is to be no sale or promotion                                 Fax:    +61 2 9437 9068
                                                                     events@ava.com.au
 of products or services that conflict
 with AVA policy. The conference
 organisers have the right to remove
 any products from display that it feels
 are inappropriate without penalty. To
 view the current AVA policies visit
 www.ava.com.au.




18   AVA Annual Conference | Sponsorship and Exhibition Prospectus
                                                   Money matters
Conditions of                                                     Conditions of
sponsorship payment                                               exhibition payment
A deposit of 50% of the total amount payable will be              A deposit of 50% of the total amount payable will be
required upon signing the enclosed booking form                   required upon signing the enclosed booking form to
to secure your sponsorship package preference. The                secure your preferred location. The outstanding balance
outstanding balance must be received no later than                must be received no later than 9 April 2012.
9 April 2012.

                                                                  Cancellation
Payment methods                                                   1. Requests for cancellations must be submitted in
                                                                     writing.
1. Tax invoice – an invoice will be raised for payment.           2. If cancellation is accepted, 50% of the contracted cost
2. Direct bank transfer – please contact the Conference              to exhibit will be retained.
   Secretariat for bank account details.                          3. If cancellation occurs within two (2) months of the
3. Company cheque.                                                   commencement of the exhibition, 100% of the
4. Credit card – Visa, MasterCard and Diners accepted,               contracted cost to exhibit will be retained.
   an additional 2.05% handling charge applies.                   4. See the Terms and Conditions for more information.




What next?
Applications for exhibition space will be allocated in the following order:

1. AVA Corporate Supporters                                       Please complete the enclosed booking form specifying
2. Companies wishing to sponsor the conference                    your preferred sponsorship items and exhibition location
                                                                  and return it to the AVA on the relevant date as specified
3. Companies that have exhibited at three or more                 above. Upon receipt of your application form you will
   consecutive AVA Annual Conferences. Booking                    be issued with a written letter of confirmation stating
   forms to be submitted by email from 11.00am AEST               your sponsorship entitlements and location within the
   on Monday 10 October 2011. Space will then be                  industry exhibition.
   allocated on a first come, first served basis.
                                                                  Please forward evidence of your public liability coverage
4. Companies that have not exhibited at the last three            to the Conference Secretariat with the balance of
   AVA Annual Conferences. Booking forms to be                    monies owed no later than 9 April 2012. If not received,
   submitted by email from 11.00am AEST on Tuesday                the Conference Secretariat will charge the exhibitor an
   11 October 2011. Space will then be allocated on a             additional fee for this coverage.
   first come, first served basis.
                                                                      20-25 May 2012 | Canberra, Australian Capital Territory   19
Floorplan   ENTRY
 Terms and
 conditions


                                                                                                16. The Organiser may refuse, without limitation, to permit activity within the exhibition
                                                                                                    or may require the cessation of particular activities at their discretion.
                                                                                                17. The Organiser reserves the right (without penalty) to remove any products from
                                                                                                    display that, in its discretion it considers to be inappropriate.
      The Contract
                                                                                                18. The Organiser reserves the right to specify heights of walls and coverings for display
 1.   The term “Organiser” refers to The Australian Veterinary Association Ltd (ABN 63 008
                                                                                                    areas.
      522 852).
                                                                                                19. The Organiser reserves the right to review the content and presentation of the
 2.   The term “Exhibitor” (as identified in the Booking Form or other written request
                                                                                                    Exhibitor catalogues, acknowledgements, handbills and printed matter with respect
      for exhibition space) means any person, firm, company or other entity and its
                                                                                                    to the exhibition. Should this review indicate that, in the absolute discretion of
      employees and agents.
                                                                                                    the Organiser, the item is offensive or conflicts with AVA policy the Organiser shall
 3.   A contract is formed between the Organiser and the Exhibitor when the Organiser               provide the Exhibitor with a verbal or written request to immediately remove the
      accepts the Booking Form and issues a written letter of confirmation to the                   item from distribution at the exhibition. Failure to comply with this request shall
      Exhibitor. The Booking Form and any payment obligation contained therein form                 constitute a breach of these Terms and Conditions.
      part of these Terms and Conditions, such that a breach of the Booking Form shall
                                                                                                20. The Organiser may determine the hours during which the Exhibitor has access to
      constitute a breach of these Terms and Conditions.
                                                                                                    the exhibition venue for the purpose of setting up and dismantling.
 4.   The Organiser may cancel the contract at its discretion if the agreed deposit (as
                                                                                                21. The Organiser reserves the right to refuse any person, including exhibitor staff,
      provided for in the Booking Form) is not received within 28 days of lodging the
                                                                                                    representatives, visitors, contractors and/or agents, entry to the exhibition if they do
      Booking Form. Additionally, the Organiser reserves the right to cancel the contract
                                                                                                    not hold a purchased or complimentary entry card.
      by returning the deposit within 28 days of receipt of the Booking Form.
                                                                                                22. The Organiser may in its discretion specify conditions relating to the movement of
 5.   The Organiser reserves the right in its absolute discretion to refuse any Booking
                                                                                                    goods and displays, prior, during and after the exhibition.
      Form or prohibit any Exhibitor from participation without assigning a reason for
      such refusal or prohibition.                                                              23. The Organiser may in its discretion specify any regulations with regard to sound
                                                                                                    levels including microphones, sound amplification, machine demonstrations and
      Obligations and rights of the Organiser
                                                                                                    videos. The Exhibitor agrees to abide by these regulations.
 6.   Any decision of the Organiser is final and no negotiation will be entered into on any
                                                                                                24. The Organiser will arrange security onsite during the period of the exhibition.
      question not covered in this contract.
                                                                                                25. The Organiser will arrange for daily cleaning of aisles outside the exhibition open
 7.   The Organiser agrees to hold the exhibition, however, it reserves the right to
                                                                                                    hours.
      postpone the exhibition from the set dates and to hold the exhibition on other
      dates as near to the original dates as possible, utilising the right only when                Obligations and rights of the Exhibitor
      circumstances necessitate such action and without any liability to the Organiser.         26. The Exhibitor must ensure that all accounts are finalised and paid by that date
 8.   The Organiser agrees to promote the exhibition to maximise participation. The                 which is 14 days prior to the start date of the exhibition and that all payments
      Organiser does not however make any warranty that the venue of the exhibition                 are otherwise made strictly as required under the Booking Form or as otherwise
      or its facilities and equipment will be adequate or fit for display purposes or for any       required in these Terms and Conditions.
      other intended use.                                                                       27. The Exhibitor must use allocated space only for the display and promotion of goods
 9.   The Organiser agrees to allocate the Exhibitor an exhibition space as close as                and/or services within the scope of the exhibition.
      possible to their desired location.                                                           The Exhibitor must not carry onto the venue of the exhibition anything that is
                                                                                                    dangerous, noxious, offensive, illegal, immoral, or that is otherwise likely to harm the
 10. The Organiser reserves the right (without penalty) in unforeseeable circumstances
                                                                                                    reputation of the Organiser or its related entities.
     to amend or alter the exact site of the location of the stand and the Exhibitor
     undertakes to agree to any alteration to the site or the space re-allocated by the         28. The Exhibitor must make every effort to maximise promotion and commercial
     Organiser.                                                                                     benefits of participating in the exhibition. The Exhibitor acknowledges that the
                                                                                                    Organiser makes no promise or warranty in connection with the commercial
 11. The Organiser reserves the right (without penalty) to change the exhibition floor
                                                                                                    viability of the Exhibitor participating in the exhibition.
     layout if necessary.
                                                                                                29. The Exhibitor must comply with all directions/requests issued by the Organiser
 12. The Organiser is responsible for the control of the exhibition area.
                                                                                                    including those outlined in the Exhibitor Manual.
 13. The Organiser may in its discretion (and without penalty) shorten or lengthen the
                                                                                                30. The Exhibitor must observe, perform and fulfil the requirements of any statute,
     duration of the exhibition and alter the hours during which the exhibition is open
                                                                                                    regulation, by-law or local law including without limiting the generality of the
     to visitors.
                                                                                                    foregoing, all statutes, regulations, by laws and local laws relating to health, safety,
 14. The Organiser agrees to provide the Exhibitor with an Exhibitor Manual prior to the            water supply, sewerage, fire protection and building requirements.
     exhibition for the purpose of communicating required actions on the part of the
                                                                                                31. The Exhibitor must ensure the cleanliness and tidiness of their allocated space.
     Exhibitor.
                                                                                                    The Exhibitor must make good any damage caused to any part of the venue of
     The Exhibitor must comply with all requirements of the Exhibitor Manual. A failure
                                                                                                    the exhibition or to any adjoining premises occasioned by misuse, abuse, or want
     to comply with the Exhibitor Manual shall be deemed to constitute a breach of
                                                                                                    of care on the part of the Exhibitor, its servants, agents, contractors or invitees or
     these Terms and Conditions.
                                                                                                    otherwise occasioned by any breach or default of the Exhibitor. At the end of the
 15. The Organiser has the right to take such action as is necessary (including such                exhibition, or sooner if required by the Organiser in accordance with these Terms
     action as may be contemplated in the Exhibitor Manual) to ensure that all laws in              and Conditions, the Exhibitor must vacate any display space allocated to it, remove
     connection with the exhibition are complied with, to prevent damage to person/
     people or property and to maximise the commercial success of the exhibition.




22     AVA Annual Conference | Sponsorship and Exhibition Prospectus
                                                                                                  connection with the removal or vacation, as the case may be,
                                                                                                  of the Exhibitor’s display. The Exhibitor shall indemnify the Organiser for
                                                                                                  any loss or damage suffered by any other person as a result of the Exhibitor’s
    all of the Exhibitor’s property from the display space and leave it in the same               conduct referred to above and the consequences thereof.
    condition as when it was first occupied by the Exhibitor. The Organiser will not be           Insurance, indemnity and liability
    liable for any property left or abandoned at the venue of the exhibition and may
    remove and deal with any property of the Exhibitor not removed by the Exhibitor as        44. The Exhibitor occupies the venue of the exhibition at its own risk. The Organiser
    it sees fit, at the cost of the Exhibitor.                                                    will not be liable for, or responsible to, the Exhibitor or any other party for any
                                                                                                  loss arising howsoever whether for personal injury, loss of life, damage or loss of
32. The Exhibitor will not display an exhibit in such a manner as to obstruct or affect           property, loss of business or economic loss which may be suffered or sustained
    neighbouring exhibitors. This includes blocking or projecting light, impeding or              in or around the venue of the exhibition or otherwise in connection with the
    projecting into aisles or neighbouring exhibition space.                                      exhibition except to the extent of any negligence of the Organiser or its employees,
33. The Exhibitor will submit plans and visuals of custom designed exhibits to the                contractors or agents. Without limiting this clause, the Organiser will not be liable
    Organiser for approval prior to the commencement of the exhibition. Exhibitors                for or responsible to the Exhibitor or any other party for;
    failing to do so may be denied access to the exhibition to set-up or may be                   (a) interruption, failure or variation to the supply of services to the venue of the
    requested to cease building.                                                                  exhibition;
                                                                                                  (b) postponement, delay or interruption, cancellation, suspension or termination of
34. The Exhibitor is responsible for all items within their allocated exhibition space.           the exhibition from any cause whatsoever;
35. The Exhibitor agrees to adhere to all fire regulations and will refrain from using            (c) interference with any rights granted under this Contract directly or indirectly
    flammable or dangerous materials within the exhibition. Written approval must be              caused by or resulting from any matter, circumstance or cause beyond the control
    sought from the Organiser if flammable or dangerous materials are required for the            of the Exhibitor.
    success of the exhibit.                                                                   45. The Exhibitor must effect and maintain for the period of the exhibition policies of
36. The Exhibitor will not use nails, screws or other fixtures on any part of the premises        insurance for:
    including walls and floor unless authorised by the Organiser.                                 (a) damage to or loss of the property of the Exhibitor and their employees,
                                                                                                  contractors and agents;
37. The Exhibitor agrees to engage the Organiser’s preferred freight forwarder and
                                                                                                  (b) public liability, including death injury and loss of property of third parties,
    to comply with all instructions relating to delivery times. If an alternate freight
                                                                                                  including the Organiser for an amount not less than $10 million for any one
    forwarder is engaged, the Exhibitor acknowledges that the Organiser will not be
                                                                                                  occurrence;
    able to provide assistance in tracking lost deliveries. The Exhibitor agrees that the
                                                                                                  (c) work cover, workers compensation and employers liability as required by law.
    Organiser will not be liable for any goods rejected by the venue or lost or damaged.
                                                                                                  The Exhibitor must provide certificates of currency for the policies (at the request of
38. The Exhibitor agrees to abide by requests made by the Organiser to stop any                   the Organiser) prior to taking up occupation of the allocated exhibition space.
    activity that may cause annoyance to others in the exhibition.
                                                                                              46. The Exhibitor must indemnify and hold the Organiser harmless in respect of all
39. The Exhibitor agrees to conduct all business transactions within their allocated              damages, injuries, costs, claims, demands, liabilities, and expenses, however they
    exhibition space unless otherwise approved by the Organiser.                                  may arise and whoever may make them in connection with or arising out of the
40. The Exhibitor agrees to not sell, display or promote products or services that conflict       exhibition and/ or this Contract or caused or contributed to by the negligence of
    with the policies of the Organiser and accepts that the Organiser has the right to            the Exhibitor, its employees, contractors, or agents.
    remove any product from display that the Organiser determines conflicts with                  Payment and cancellation
    those policies, without penalty. The policies of the Organiser shall be those which
                                                                                              47. The Exhibitor must make payment of amounts due by the dates set out in these
    are presented on the websites of these organisations, or are those to which other
                                                                                                  Terms and Conditions (and clause 26 in particular). Should payment not be made
    written directions or guidance are provided by the Organiser.
                                                                                                  by these dates the stand will be available for sale to another person or entity.
    Storage of goods                                                                              All deposits paid will automatically be forfeited and no refund will be made. No
41. Instructions regarding storage will be outlined in the Exhibitor Manual distributed           exhibitor shall occupy allocated exhibition space until all monies owing to the
    prior to the exhibition. Under no circumstance are goods permitted to be stored in            Organiser by the Exhibitor are paid in full.
    public access areas.n.                                                                    48. In the event that the Exhibitor fails to occupy their allocated exhibition space by
    Stand services and construction                                                               the advertised opening time, the Organiser is authorised to occupy this space
                                                                                                  in any manner deemed to be in the best interest of the Exhibition. The Exhibitor
42. Official contractors will be appointed by the Organiser to undertake stand                    contracted to this space will remain liable to all Terms and Conditions of Contract
    construction and freight forwarding plus supply furniture, electrics, telecoms and            and will not be eligible for a refund.
    IT equipment. This is for insurance and security reasons. All non-official contractors
    wishing to enter the exhibition are required to produce current Certificates of           49. In exceptional circumstances the Organiser will consider Exhibitor cancellation; but
    Currency for Insurance, Public Liability and Occupational Health and Safety. Access           only if the following conditions are complied with:
    will be denied without such documentation.                                                    •	 The	request	for	cancellation	is	submitted	in	writing.
                                                                                                  •	 The	request	is	received	at	least	six	(6)	months	prior	to	the	exhibition.
    Breach of Terms and Conditions by Exhibitor                                                   •	 The	Organiser	is	able	to	re-let	the	cancelled	space	in	its	entirety.
43. In the event of any breach or any other contravention of any of these Terms and               •	 The	reason	for	the	cancellation	is,	in	the	opinion	of	the	Organiser	well	founded	
    Conditions, the Organiser shall be entitled to immediately revoke any right to use            (and does not include bankruptcy, liquidation, receivership or similar event).
    the exhibition space granted to the Exhibitor. In the event of such revocation, if            •	 The	Organiser	confirms	acceptance	of	the	cancellation	in	writing.
    the Exhibitor has already erected displays or other materials or constructions, the           •	 All	monies	due	under	these	Terms	and	Conditions	have	been	paid	in	full.
    Organiser shall have the right to require the Exhibitor to remove such displays,          50. The Exhibitor accepts that if cancellation occurs prior to the payment of the deposit
    materials and constructions forthwith without disruption to other exhibitors or,              that the Exhibitor will be invoiced and required to pay this amount within a period
    at the Organiser’s discretion, to otherwise vacate such displays, materials and               of 30 days from the date of the invoice. If cancellation occurs within two (2) months
    constructions for the duration of the exhibition or dismantling by the Exhibitor at           of the commencement of the exhibition, 100% of the contracted price to exhibit
    the conclusion of the exhibition. In either event, the Exhibitor shall not be entitled        will be payable to the Organiser (less any amounts already paid) and the Exhibitor
    to a refund of moneys already paid to the Organiser and shall immediately pay to              will be invoiced and required to pay this amount within a period of 30 days from
    the Exhibitor all the moneys then due and owing to the Organiser. The Organiser               the date of the invoice.
    shall not be liable to the Exhibitor or any other person for any loss or damage in




                                                                                                       20-25 May 2012 | Canberra, Australian Capital Territory                           23
                               AVA Annual Conference
                               20-25 May 2012
                               Canberra
                               Australian Capital Territory

                                                                                           Please complete the booking form below, then scan and email to


Booking form
                                                                             avaconference@ava.com.au. Please refer to page 19 of this prospectus for the
                                                                 appropriate booking date for your organisation. These dates will be strictly adhered to.
                                                                                                        All amounts are in Australian dollars and include GST.

Company name:
Contact name:                                                   Position:
Address:
Suburb:                                                         State:                                          Postcode:
Telephone:                                                      Facsimile:                                      Mobile:
E-mail:                                                         Website:
Product / service to be exibited:


Exhibition space booking                                                                                          Preferred stand location
                                                                                                                  Indicate stand numbers in preference:
Modular / shell scheme _______ number of 9sqm stands           $5,600 each       Total $
                                                                                                                  1st                    2nd
                           _______ number of 4sqm stands       $3,100 each       Total $
                                                                                                                  3rd                    4th
Floor space only           _______ number of square metres     $525 per sqm      Total $                          5th                    6th


Sponsorship opportunities                                Sponsorship Extras                                       Lunchtime lectures
    Platinum sponsorship                      SOLD       Gold and Silver sponsors to select Extras from the             $3,100
    Gold sponsorship                          $25,900    following list
                                                                                                                  Topic/theme/product being discussed:
    Silver sponsorship                        $20,750        Gala Dinner                              $12,450
    Bronze sponsorship                        $12,450        Proceedings memory stick                 $8,300
    Plenary session                           $8,300         Plenary session                          $8,300
    Stream sponsorship                        POA            Happy Hour                               $6,200
    Conference proceedings memory stick       $8,300         Conference notes package                 $6,500      New product showcase
    Gala Dinner sponsorship                   $12,450        9sqm booth                               $5,600            $2,600
    Happy Hour Drinks sponsorship             $6,200         Sponsored breakfast session              $4,150
                                                             Pre-conference email/mailing             $3,100      Product to be displayed:
    Conference notes package                  $6,500
    Coffee cart                               $2,800         Post-conference email/mailing            $3,100
                                                             Full page advertisement                  $2,490
                                                             Half page advertisement                  $1,550
    Sponsorship total $
                                                             Quarter page advertisement               $1,030
                                                                                                                  Electronic noticeboard
                                                             Article in conference eLine              $2,070            $2,600
                                                             Display ad on conference website         $2,070
Advertising opportunities                                    Handbook smartphone app advertising      $1,000            Others total $
                                                             Satchel insert                           $1,860
    Tradeshow directory                       $500
                                                             Exhibitor registration                   $465        The organising committee reserves the
    Conference handbook advertisements                       Scientific stream                        POA         right of refusal of any application. AVA
    Full page colour  (exhibitors)     $2,490                Other (contact Conference Secretariat)   POA         Corporate Supporters will be given first
    Full page colour  (non-exhibitors) $4,980                                                                     choice of stand location. See page 19 for
                                                             Extras total $                                       order of stand allocations. 50% non re-
    Half page colour       (exhibitors)       $1,550                                                              fundable deposit is required immediately.
    Half page colour       (non-exhibitors)   $3,100
    Quarter page colour (exhibitors)          $1,030
    Quarter page colour (non-exhibitors)      $2,060         Total price of contract $
    Satchel insert         (exhibitors)       $1,860
                                                                 I / We agree to the Terms and Conditions as stated on page 22 of this prospectus.
    Satchel insert         (non-exhibitors)   $3,720
    Handbook smartphone app advertising $1,000               Name:                                                Position:
                                                             Signed:                                              Date:
    Advertising total $

                                      Please forward     Conference Secretariate                                  P: 02 9431 5056 F: 02 9437 9068
                                         this form to:   AVA Annual Conference 2012                               E: avaconference@ava.com
                                                         Unit 40, 6 Herbert Street, ST LEONARDS NSW 2065          W: ww.ava.com.au/avaconference
AVA Annual Conference
        20-25 May 2012
              Canberra
   Australian Capital Territory

				
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