IPWEAQ 2015 Sponsorship Prospectus

Sponsorship and Exhibition Prospectus 2015

IPWEA Queensland ConferenceMackay, 12-15 October 2015


Strategic MarketingAs part of a strategic marketing plan, sponsoring

or exhibiting at the Queensland Public Works

Engineering Conference can take you straight to

the market.

Sponsorship provides your organisation with the

perfect opportunity to establish or maintain a

profile and form lasting relationships with your

target audience.

Sponsorship demonstrates a level of commitment

and support that will be openly displayed and

widely acknowledged throughout the conference.

WH

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? Our range of sponsorship opportunities are outlined in this brochure. We’ll be happy to work with you to ensure that your sponsorship of this event is mutually beneficial and as successful as possible.

DELEGATES TO THE CONFERENCEAround 300 attendees are expected to attend the annual IPWEA Queensland Conference in 2015. Representation will come from:• Local government: Engineers, councillors,works supervisors, environmental, GIS, spatial, water and other public works’ disciplines.• Private Sector including people from a rangeof disciplines working with consulting engineering.• Public Sector: Department of Transport andMain Roads, Department of Natural Resources and Mines, Department of Environment and Resource Management, Department of State Development, Infrastructure and Planning, and Department of Local Government.

CALL FOR PAPERS AND CONFERENCE THEMESIPWEA Queensland invites synopses from practitioners within and associated with local government and the public works industry to share your achievements and knowledge with your peers by presenting a paper at the 2015 IPWEA Queensland Conference.

The conference theme is “Engineering for a Modern Business” and will feature papers presented in concurrent sessions, with major topics including:

• Asset management

• Collaboration

• Change management / coping with change

• Energy management

• Sustainability

• Innovation

• Plant/fleet management

• Road safety

• Roads/transport/bridges

• Technology/spatial/GIS

• Urban and rural roads

• Waste management

• Water & sewerage

For more information on how to submit an abstract, please contact: Suzanna Barnes-Gillard on P. 07 3632 6810 or email: [email protected].

OPPORTuNITIES CORPORATE PARTNERSHIP

• Excellence Awards Gala Dinner.......................page 3

• Welcome Function...............................................page 4

• Happy Hour.............................................................page 5

• Lagoon Luau..........................................................page 6

• Farewell Lunch......................................................page 7

• Keynote Speakers................................................page 8

• Technical Session Sponsorship.......................page 8

• Conference Satchel Sponsorship...................page 9

• Note Pads and Pens............................................page 9

• Golf Prizes...............................................................page 9

• Coffee Cart............................................................page 10

• The Exhibition.......................................................page 11

• Trade Display Specifications...........................page 12

• Terms and Conditions........................................page 13

• Booking Form.......................................................page 14

CONFERENCE COMMITTEE• David Brooker, Mackay Regional Council

• Jason Devitt, Mackay Regional Council

• Dwayne Honor, Bundaberg Regional Council

• Danny Lynch, Stabilised Pavements of Australia

• Seren McKenzie, Vice President, IPWEA Queensland

• Aaron Meehan, Western Downs Regional Council

• Adam Sadler, Townsville City Council

• Suzanna Barnes-Gillard, CEO, IPWEA Queensland

Have you considered corporate partnership?

There are many benefits to the IPWEA Queensland Corporate Partnership packages, which include the following (depending on level chosen):

•NetworkingandexhibitingatBranchConferences, Professional Development programs and seminars, and the IPWEA Queensland annual State Conference.

•Involvementincommitteesconcerningparticular topics that respond to technical issues and assist the Board in the lobbying of State and Federal governments.

•Memberregistrationratesfortrainingprograms, seminars and (additional) conferences.

•Presentationofpapersatconferences.

•TheopportunitytoprovideinputintotheIPWEA Queensland quarterly Bulletin and/or Member News fortnightly e-newsletter.

•Theopportunitytobeinvolvedinadiscussion forum for members.

•MajorandPrincipalPartnersreceiveasubscription to Public Works Engineering Australasia magazine, our national bi-monthly journal.

For more information on corporate partnership, contact Lois Penney, Events and Professional Development Coordinator, on 07 3632 6802 or [email protected]


Excellence Awards Gala DinnerTuesday 13 October 2015

As the Excellence Awards Gala Dinner Sponsor at the IPWEA Queensland Conference 2015, Your company demonstrates its support and commitment to the public works engineering industry. Your company will receive valuable exposure and recognition through the following:

• Signage provided by your company to be displayed on stage during the Excellence Awards Gala Dinner;

• Company Spokesperson to give a brief presentation (five minutes) at the Excellence Awards Gala Dinner;

• Opportunity to present a gift to delegates on dinner tables;

• Company logo printed on dinner menus;

• Acknowledgement by Chairperson at the opening and closing sessions of the conference;

• Two complimentary full delegate conference registrations;

• First choice of double exhibition booth (6m x 2m);

• Four additional complimentary dinner tickets to the Excellence Awards Gala Dinner;

• A full page advertisement in conference handbook;

• Prominent acknowledgement in all literature relating to the conference;

• Your company logo will be displayed on the conference website with link back to your homepage;

• Slide acknowledgement at appropriate intervals throughout the conference;

• List of conference delegates one week before the event.

Additional opportunities to theme the dinner and provide entertainment, including a dinner speaker, are negotiable to make this evening memorable and special.

More than half the delegates at the State Conference in 2014 rated the Excellence Awards as their favourite event of the conference.

Comments from delegates...

“Excellent attendance and good to see everyone in a formal setting and celebrate achievements.”

“It makes an occasion of the week.”

“It’s always good to catch up with everyone on a social level and to see the proud winners.”

“Good environment, good food, good dress code, good networking.”

What happened in 2014?

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Corporate Partner price: $12,300Standard price: $15,000



Welcome FunctionMonday 12 October 2015

As sponsor of the Tuesday night Welcome Function at the IPWEA Queensland 2014 Conference, your organisation gets to welcome delegates on the opening night of the conference. Your organisation will receive valuable exposure and the following promotional opportunities and acknowledgement:

• Signage provided by your company to be displayed during the Welcome Function.

• Opportunity for a senior representative to make a short presentation to delegates at the Welcome Function.

• Half page advertisement in the conference handbook.

• Acknowledgement as a sponsor in all literature relating to the conference.

• Choice of double exhibition booth (6m x 2m).

• Two complimentary full delegate conference registrations.

• Two additional complimentary tickets to the Welcome Function.

• Your company logo will be displayed on the conference website with link back to company’s home page.

• List of conference delegates.

Additional opportunities to theme the Welcome Function and provide entertainment are available to make this evening memorable and special.


Happy HourWednesday 14 October 2015

As sponsor of the Happy Hour at the IPWEA Queensland 2015 Conference, your organisation will receive valuable exposure in a prime position in the exhibition area. You will receive the following promotional opportunities and acknowledgement:

• One large exhibition booth (3m x 2m) in prime location;

• Two complimentary full delegate conference registrations;

• Opportunity for a senior representative to make a short presentation to delegates at Happy Hour;

• Signage provided by your company to be displayed during the Happy Hour;

• Half page advertisement in the conference handbook;

• Acknowledgement as a sponsor in all literature relating to the conference;

• Your company logo will be displayed on the conference website with link back to your company’s home page;


Additional opportunities to theme the Happy Hour and provide entertainment are available to make this evening memorable and special.


Please note: Corporate Partner’s annual entitlements of one exhibition booth are included in the discounted rate.


Lagoon LuauWednesday 14 October 2015

Following the Wednesday night Happy Hour, your organisation can host delegates for a truly memorable luau at the Mackay Lagoon. You will receive the following promotional opportunities and acknowledgement:

• Opportunity for a senior representative to make a short presentation to delegates at the event and present prizes;



• One large (3m x 2m) exhibition booth in prime location;

• Two complimentary full delegate registrations;

• Your company logo on the function tickets;

• Your company logo will be displayed on the conference website with link back to company’s home page.

Additional opportunities to theme the event are available to make this evening memorable and special.


Please note: Corporate Partner’s annual entitlements of one exhibition booth are included in the discounted rate.


For Sponsorship and Exhibition bookings or enquiries, please contact:Lois Penney, Events and Professional Development Coordinator, IPWEA Queensland

Ph: 07 3632 6802 | Email: [email protected]

Farewell LunchThursday 15 October 2015

As sponsor of the Farewell Lunch at the IPWEA Queensland 2015 Conference, your organisation will play a crucial role in the final day of the conference. Finish the conference on a high note by hosting delegates for a delicious seated lunch, you can even provide your own inspirational speaker. Don’t miss out on this exclusive networking and branding opportunity to connect with delegates. You will receive the following promotional opportunities and acknowledgement:

• Signage provided by your company to be displayed during the Lunch;

• Opportunity for a senior representative to make a short presentation to delegates;

• Opportunity to provide a keynote speaker or entertainer for the lunch (at sponsor’s cost);



• Large (3m x 2m) exhibition booth in prime location - please see exhibition floorplan;

• Two complimentary full delegate registrations;

• Two additional complimentary tickets to the Lunch;

• Your company logo will be displayed on the conference website with link back to company’s home page;


Additional opportunities to theme the Farewell Lunch and provide entertainment are available to make this event memorable and special.

Corporate Partner price: $7,000Standard price: $9,000Please note: Corporate Partner’s annual entitlements of one exhibition booth are included in the discounted rate.





Keynote SpeakerTwo opportunities available

As sponsor of Keynote Speaker at the IPWEA Queensland 2015 Conference, your organisation gets to promote the attendance of the speaker at the conference, introduce their presentation to delegates, as well as chair the session that they speak within. You will receive the following promotional opportunities and acknowledgement:

• Signage provided by your company to be displayed on the stage during the session;

• Opportunity for a senior representative to introduce speaker to delegates, and chair the full session they speak within;



• One complimentary full delegate registration;

• Your company logo will be displayed on the conference website with link back to your company’s home page.

Technical Session SponsorMultiple opportunities available

Sponsorship of a technical session will entitle your organisation to considerable promotional opportunities and recognition during the program. This sponsorship opportunity entitles your organisation to run your nominated session, introducing each speaker, keeping speakers to time, managing the Q&A - in some cases asking the first question.

What better way to demonstrate your expertise? Further topics are available.

• Company name associated with a nominated session;

• Invitation to chair / co-chair your sponsored conference session;

• Company logo featured on the session AV screen and a banner in the auditorium during your sponsored session;

• Your company logo will be displayed on the conference website with link back to your company’s homepage.

Price: $5,500

Titles may include: • Asset management

• Collaboration

• Change management / Coping with change

• Energy management

• Sustainability

• Innovation

• Plant/fleet

• Roads / transport / bridges

• Technology

• Urban and rural roads

• Water & sewerage





Conference Satchel SponsorExclusive opportunity

Each delegate attending the conference will receive a quality satchel or other suitable product. As the conference satchel sponsor, your organisation will receive the following benefits listed below:

• Exclusive sponsorship of the conference satchels;

• Your company logo printed in a prominent position on the bag chosen by IPWEA Queensland;

• Recognition as a sponsor in conference program and proceedings;

• Name and logo prominent in all printed conference material;

• Acknowledgement by Chairperson during the conference;

• Your company logo will be displayed on the conference website with link back to company’s homepage;


$5,500

Note pads and pensYour organisation is given the opportunity to provide notepads and pens displaying your corporate name and logo to each delegate. The notepads and pens will be placed in the delegates satchels. This represents an opportunity to repeatedly put your company name in front of the conference delegates. Note pads must be A4 size and will ideally feature the conference name and IPWEA Queensland logo.

At Cost

GolfEvery year we have a great group of golfers who take part in a fun and social day of golfing prior to the conference. The day is played as an ambrose in teams of four

• Donate a prize / prizes for 1st, 2nd or 3rd Place;

• Shout a round of drinks: For just $250 we will make drink tickets with your logo on them for each golfer to redeem on the course for a complimentary beer, wine or soft drink;

• Lunch: For just $2,000 shout the golfers lunch at the golf course, bring your banners, present the prizes and take the opportunity to network with delegates before the conference even starts. Lunch sponsorship includes two complimentary tickets to the golf day.

Various

Coffee Cart in the ExhibitionTuesday 13 - Thursday 15 October 2015

Sponsor the coffee cart in the exhibition hall and guarantee delegates will be lining up at your booth at every break. Situated within your double exhibition booth, the coffee cart sponsor will receive the following benefits:

• Exclusive sponsorship of the coffee cart;

• Double trade exhibition booth;

• Recognition as a sponsor in conference program and proceedings;

• Unlimited coffee throughout the conference;

• The opportunity to provide branded coffee cups or keep cups (provided by the sponsor);

• Name and logo prominent in all printed conference material including a half page advert in the conference handbook;

• Acknowledgement by Chairperson during the conference;

• Your company logo will be displayed on the conference website with link back to company’s homepage;

• List of conference delegates.Corporate Partner price: $7,500

Standard price: $9,000Please note: Corporate Partner’s annual entitlements of one exhibition booth are included in the discounted rate.




COFFEE CART

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The ExhibitionMonday 12 - Thursday 15 October 2015The IPWEA Queensland Conference 2015 will host an exhibition at the Entertainment Centre, Mackay, for the duration of the conference.

Please complete the attached exhibition booking form and return it as soon as possible. Booths will be allocated in order of receipt by IPWEA Queensland. Additional registrations are available for purchase, see over page for details.

Exhibition booths include the following:

•3mx2mframelocksystemwithvelcroreceptivewalls;

•1xfascianameboardsign

•1x4amppowersupply

•2xspotlights

•1xdressedtrestletableand2xchairs

•1xfulldelegateregistration

upgrade your boothCombine your exhibition booth with one of our sponsorship packages for

maximum exposure.

Reserved

3m x 2m booth

$3,000 incl GST or complimentary for IPWEA Queensland Corporate Partners

Certain booths have been reserved for function sponsors as part of an overall sponsor package


COFFEE CART

Corporate Partner price: FOCStandard price: $3,000

Please note: Corporate Partner’s annual entitlements of one exhibition booth entitle them to exhibit at this event at no extra cost.

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TRADE DISPLAY SPECIFICATIONSExhibitors will be provided with a 3m x 2m framelock system with velcro receptive walls.Your booth will contain:1 x fascia name board sign1 x 4 amp power supply2 x spotlights1 x clothed table and 2 x chairs

TRADE DISPLAY PRICING

A 3m x 2m exhibition booth at the IPWEA Queensland 2015 Conference is available for: $3,000 or included in the entitlements for IPWEA Queensland Corporate Partners. One full delegate registration is included complimentary with each booth.

REGISTRATION PRICING One full delegate registration is included complimentary with each booth. Further registrations are priced as follows. All sponsors and exhibitors must be registered by Monday 7 September 2015 to receive the below rates:

Member: • Additional full delegate registration: $1,200

• Additional day package: $250 per day

(No social functions included in day package

Non-member: • Additional full delegate registration: $1,350

• Addition day package: $350 per day (No social functions included in day package)

Registration for additional delegates must be booked through the conference registration site: http://www.etouches.com/mackay2015. After 7 September 2015, discounted pricing will not be

available.

ADDITIONAL EQuIPMENT Additional equipment can be hired through the Exhibition Contractor. Upon your booking, your details will be forwarded to the exhibition

company and they will contact you directly. Alternatively, please contact: SSS Events Contact: Liz Marshall Phone: 1300 833 377 Email: [email protected]

MORNING TEAS / LuNCHES / HAPPY HOuR All morning teas, lunches and Happy Hour as stipulated within the program will be served in the

exhibition area.

PAYMENT All prices shown in this prospectus are inclusive of GST. All exhibitors are required to submit full payment with their booking. Please attach payment to your Exhibition Booking Form.

Credit card payments must be for the total amount. Stand preference is on a first come, first

paid basis.

CANCELLATIONS Cancellations must be in writing only. Please refer to the attached ‘Exhibition Rules and Regulations’

and note that no exceptions apply to these rules.

BEYOND BLuE CHARITYIn support of the President’s chosen charity: Beyond Blue, we would appreciate if all trade exhibitors could donate a prize or prizes e.g. a bottle of wine, extra special promotional items, accommodation vouchers etc in the name of the exhibiting organisation. These prizes will then be raffled off during the conference, with all the proceeds going to the chosen charity. Beyond Blue is working to reduce the impact of depression and anxiety in Australia.

SATCHEL INSERTSEach sponsoring organisation will be able to include a satchel insert IF it represents a value-add to delegates. In the interest of paper waste, flyers and associated promotional materials will not be accepted. IPWEAQ will be able to discuss with you a suitable inclusion.




Bump-in Details Booths will be built by 12:00 pm on Monday 12 October 2015. Exhibitors should set up between 12:00 pm and 5:00 pm on Monday 12 October 2015 to maximise exposure and to be prepared for the Welcome Function. More detailed information regarding bump in and deliveries to the The Entertainment Centre, Mackay will be available at a later date in the IPWEA Queensland Exhibitor’s Guide.

Bump-out Details Exhibitors may commence dismantling their booth displays on Thursday 15th October 2015 on completion of lunch at 2:00 pm to be out of the venue by 4:00 pm. The Entertainment Centre, Mackay, the IPWEA Queensland organising committee, or its contractors will not be held responsible for any goods left behind.

Booth Dimensions The panels used are aluminium frame, velcro adhesive, silver vertiface walls. The standard booth size is 3 metres wide x 2 metres deep x 2 metres high. Each booth receives one fascia name board with black writing. Full colour fascia name boards are available for an additional fee.

Booth Provisions Power: Each booth will contain 4 amp power supply and 1 set of dual spotlights (2 x 25 watt). Catering: Full Package booth attendees plus Additional Person Full Package attendees are entitled to full registration to the conference. Display Materials: Staples, tacks and blu tack are unsuitable for attaching material to the panels. The use of coarse velcro tape would be sufficient in most cases. Table & Chairs: A dressed table and two chairs for each booth will be supplied. Any additional equipment or furniture will need to be booked through SSS Exhibitions.

Exhibition Rules No advertising material, such as banners or brochures is allowed outside the designated exhibition area. Excessive noise that inconveniences other exhibitors or the conference will not be allowed. No obstruction of any form can be in the aisles and walkways. While companies are encouraged to pursue novel methods of attracting people to their stand, practices disadvantaging other companies or detracting from the exhibition will be discouraged.

Equipment Hire SSS Events have been contracted as the exhibition specialists and will provide the boothing, furniture and associated services. You will be contacted by SSS Events to check your requirements.

Storage Storage of any products or materials is the responsibility of the exhibitor. IPWEA Queensland is not responsible for providing storage space at the venue.

Accommodation Conference accommodation rates have been secured for sponsors, exhibitors and delegates at various hotels and apartments in Mackay, please visit the website for all the details. Please book accommodation direct.

Name Badges Name badges will be issued to all exhibitors and must be worn at all times at the conference venue.

Public Liability Insurance/Indemnity It is a requirement of exhibiting at the IPWEA Queensland 2015 State Conference that every trade exhibitor provides a copy of their Certificate of Currency, which includes details of the Underwriter, amount insured for and period insured for prior to the exhibition.

Liability for Booth Contents & Other Public Liability Issues Whilst the organisers and The Entertainment Centre, Mackay will provide reasonable security during the conference, neither the conference committee members nor The Entertainment Centre, Mackay nor any of their staff, employees, agents or other representatives shall be held responsible for any damage, loss, harm or injury however caused to the property of the exhibitor or the exhibitor’s staff, employees, agent or other representatives, or to members of the public, nor to goods or other property sent off in transit to The Entertainment Centre, Mackay or remaining there after the Exhibition. Completion of the Sponsorship or Exhibitor application form will be treated as confirmation of your acceptance of these stipulations.

NB: Exhibitors should consult their own insurance companies for proper coverage on their exhibition equipment and displays (especially audio-visual equipment).

Indemnity Each exhibitor must complete and return to the organisers the appropriate form in this brochure indemnifying the organisers against damage to The Entertainment Centre, Mackay.

Payment of Booth Rental Upon receipt of the Exhibition Booking Form, a confirmation email will be sent. Payment is required to secure your booth. Cancellations prior to 1 August 2015 will receive a full refund. After 1 August 2015, a cancellation fee of $450 will apply. After 1 September 2015, no refund will apply.

Booth Allocation Sponsors of the Conference and IPWEA Queensland Corporate Partners will get preference of allocation of booths. No booths will be allocated until full payment is received for booths.

Cancellation The organisers reserve the right to postpone the holding of the exhibition from the set dates, and hold the exhibition on other dates as near to the original dates as practicable, utilising the right only where circumstances necessitate such action and without any liability to the IPWEA Queensland.

Dismantling the exhibits Exhibits must not be removed and displays must not be dismantled either partly or in total, before closing time on the last day of the exhibition. All exhibits and display material must be removed as soon as possible and by the

time indicated.

EXHIBITION TERMS AND CONDITIONS



SPONSORSHIP & EXHIBITION BOOKING FORMCompany

Contact Person

Position

Address

State Postcode

Phone Mobile

Email

Website

Sponsorship

Social Media Twitter Handle

PAYMENT MuST BE RECEIVED WITH YOuR COMPLETED BOOKING FORM

Sponsorship Total: $

Exhibition Total: $

TOTAL $

Please tick this box to indicate that you have attached a copy of your company’s Certificate of Currency (which includes the name of the underwriter, amount insured for, period of insurance coverage and your company’s name), which discloses your insurance details.

By completing this form we agree to indemnify The Entertainment Centre, Mackay, the Institute of Public Works Engineering Australasia Queensland Division, the IPWEA Queensland Conference Committee and it’s contractors against claims arising from loss or damage to exhibits, injury to persons and any damage caused to the space, walls, floor, ceilings, furniture, fittings and furnishings caused by us at the exhibition venue during the move-in period, occupancies and move-out period. We also agree to our exhibition booth being fully manned and operational for the duration of the conference, and will not commence to remove or change any of the area, until the exhibition closes on completion of Thursday 15 October 2015.

METHOD OF PAYMENT

Bank Transfer Purchase Order

IPWEAQ Account BSB: 084 123Account: 205038440Reference: Conf15<your organisation>

PO Number________________________

Contact name______________________

Contact ph_________________________

VISA MASTERCARD

Card no: Expiry: /

Signature: Name on card:


ABN: 84 244 523 855



IPWEAQ 2015 Sponsorship Prospectus

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