Ot2016 exhibitor brochure web final
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Transcript of Ot2016 exhibitor brochure web final
Exhibitionand sponsorshipopportunitiesThe must-attend clinical event for all UK optometrists
Hilton Birmingham Metropole Hotel12-14 March 2016
2016
No matter its location, Optometry Tomorrow consistently:
• attracts over 700 engaged, forward-thinking optometrists
• provides high-quality CET
• receives outstanding feedback from delegates, sponsors and exhibitors alike
• offers a sizeable and growing trade exhibition.
Optometry Tomorrow is the event that you need to attend – read on to find out why.
A word from the College President
Optometry Tomorrow is one of the UK’s leading optometric events and offers a unique opportunity to connect with some of the most proactive, engaged and influential professionals in the sector. This, the College’s annual conference and exhibition, has been established for over a decade and attracts committed and enthusiastic delegates from independent, multiple, locum and hospital settings. Experience tells us that these professionals are interested in the latest developments, products and services that will help them to deliver the very best in eye health care.
Last year’s event was our most successful to date, with over 700 delegates in attendance and more sponsors and exhibitors than ever before, and the 2016 conference and exhibition, being held at the Hilton Birmingham Metropole Hotel from 12-14 March, is promising to be even more successful.
We would like you to join us as sponsor and/or exhibitor at Optometry Tomorrow 2016. Feedback from the last few years has helped us to develop and improve our range of packages as you will see in this brochure. This ensures that we can provide even more benefits and greater value for money than ever before.
If you would like to discuss sponsorship and exhibition opportunities, or have any questions, please do not hesitate to call Amy Marsh, Events Manager, on +44 (0)20 7766 4386 or Julie Hawkins, Head of Events, on +44 (0)20 7766 4343.
We look forward to working with you, and hope you will join us in Birmingham.
Yours sincerely,
David Parkins FCOptomPresident
• Several opportunities to engage with 700 commercially focused optometrists who are keen to speak to suppliers
• 20% of delegates are independent practice owners; you’ll be speaking directly with the decision-makers
• 257 delegates who attended Optometry Tomorrow 2015 had never attended before – we are consistently attracting new audiences
• 98% of the 2015 delegates would consider attending Optometry Tomorrow again.
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities2
Topics in the 2016 programme include: AMD, glaucoma, binocular vision, OCT, dry eye, fundus photography and a blue light debate. Streams include therapeutics for independent prescribers, peer discussion and a brand new contact lens stream.
Isn’t this just another optometry conference? What makes it different?
• Optometry Tomorrow is renowned for its high-quality clinical CET content, giving delegates the talks they want to listen to and the skills they want to learn
• Event numbers are growing – in recent years the conference has grown from 300 to 700 attendees
• Our delegates are UK-based decision-makers - they’re the people you want to meet!
• March is the ideal time of year to build relationships which you can cement at other events later in the industry exhibition calendar
• Each year, the conference moves to a different location in the UK, giving you the opportunity to reach even more potential customers
• We have a clear pricing structure for sponsors and exhibitors
• Sponsor packages have been built with you in mind, giving you a number of ways to interact with delegates before, during and after the event.
Tell me moreThis unique event, which attracts hundreds of UK optometrists, is a two-day educational conference, featuring lectures, seminars, skills workshops, discussion workshops, peer discussions and an extensive trade exhibition. Social events during Optometry Tomorrow include a welcome reception, held within the exhibition, and a black-tie gala dinner.
We have 2,200 College members located in the Midlands to whom we will heavily market the event, and will mention our sponsors in every
promotional conference email, hard copy mailing and the delegate brochure. The Hilton Birmingham Metropole Hotel is easily accessible from all parts of the UK and we are expecting it to be our biggest conference yet!
What will I miss out on if I don’t attend Optometry Tomorrow?
• Nearly eight hours of contact time with decision-making professionals from across the UK
• Access to the leaders and opinion formers of the profession
• Exhibition space in a well thought-out floor plan that ensures everyone is visible
• A two-hour welcome reception to kick off the conference, giving you an excellent opportunity to meet and mix with delegates
• An entry in a voucher booklet included in every delegate envelope, with their lanyard, which you can use to market special offers that will entice them to visit your stand and/or website
• Frequent, targeted publicity in the months leading up to the event
• A prize draw that will ensure delegates are encouraged to visit every stand
• A timetabled hour-long interactive session that will give you meaningful contact with up to 30 delegates*
• Use of a meeting room which you can use to hold your own delegate sessions**.
* available to sponsors for an extra charge** available as part of the package for Platinum, Gold and Silver sponsors only
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Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities 3
The NEC BirminghamTrade & consumer exhibition centre
Delegate work settings
Who attends? Here is a snapshot of the people who attended Optometry Tomorrow 2015, hosted in Brighton in March 2015.
Multiple/joint venture 18%
Locum 13.5%
Academic/research 1%
Independent optometrist 40%
Independent optometrist practice owner
20.5%
Hospital 3%
Other 4%
“It just gets better each year and I’m returning to work with a new zest to deliver the best to my patients. Can’t wait for next year.” Julie Rafaluk MCOptom, Optometry Tomorrow 2015 delegate
“Very impressed with choice of lectures for the delegates and the organisation before the show.” Oliver Wooding, Moorfields Pharmaceuticals, Exhibitor
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Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities4
Age range of those who attended Optometry Tomorrow 2015 Overall UK College members by region
Gender of those who attended Optometry Tomorrow 2015
East Midlands 7%
North West 10%
London 15%
Overseas 2%
South West 8%
West Midlands 10%
Eastern 7%
Northern Ireland 5%
South East 11%
North East 3%
Scotland 10%
Wales 5%
Yorkshire and Humber 7%
51+ 40%
Male 41%
25-35 20%
36-50 36%
Female 59%
Under 25s 4%
“The workshops and lecture streams were relevant, engaging and innovative. Thank you for an excellent weekend.” Faith Mills MCOptom Prof Cert Glauc, Optometry Tomorrow 2015 delegate
“Well organised and interactive conference. Beneficial for both hospital and community optometrists. Thoroughly enjoyed!” Shruti Malde MCOptom, DipTPAS, DipTPSP, Optometry Tomorrow 2015 presenter
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities 5
Your choice of exhibition stand, up to 20m2
Five minute speech at opening address of conference
Sole use of a private meeting room within the venue throughout the conference on Sunday and Monday for meetings with delegates or external clients (largest room available guaranteed for platinum sponsor)
Your choice of exhibition stand, up to 18m2
Updated delegate lists sent in January, February and March
The opportunity to promote your presence at the conference in an email to delegates sent by the College three weeks before the event
Full page advert in the final conference programme - two adverts with Platinum, one advert with Gold
A 450-word editorial in the final conference programme
Your logo printed on delegate bags
Your logo on plenary holding slides
Your logo on all signage at the event
Badge scanner for the duration of the event to capture delegate contact details
At the point of booking, delegates tell us the products/services they are interested in. We will pass the names of these delegates to you, two weeks before the event.
Complimentary table at the gala dinner, with up to 10 of your invited guests. You can specify table location - five places with Silver
Delegate contact details, including email addresses, passed to you two weeks before the conference
Your choice of exhibition stand, up to 12m2 (you will have the option to purchase additional space)
Sole use of a private meeting room at the venue on Sunday or Monday for meetings with delegates or external clients
Half page advert in the final conference programme
Your choice of exhibition stand, up to 6m2 (you will have the option to purchase additional space)
Your corporate logo on the cover (front or back) of the promotional conference programme, distributed to over 11,000 College members in advance of the event
Your logo on the cover (front or back) of the final conference programme, distributed to all delegates at the event
Banner advert in the footer of a page within the final conference programme - one page with Bronze, three pages with Silver, five pages with Platinum and Gold
Your logo on the homepage of the conference website www.optometrytomorrow.org, linked to your website
Your logo on the stage backdrop in the plenary room
Your logo included on a number of pop-up banners placed throughout the venue – prominence given to Platinum and Gold sponsor logos
The opportunity to place an insert in the delegate bag (supplied by you, up to A4. Content to be approved by the College)
Opportunity to invite clients to attend the conference, billed to you at our lowest ever rate
Acknowledgement from the College President during opening and closing address
Inclusion in four conference enewsletters, sent to all delegates. You can contribute 50 words to each enewsletter which will link to a separate page on the conference website called ‘News from sponsors’. You can contribute up to 200 words and two images per enewsletter for the website page – deadlines for copy will be supplied when you book.
Sponsorship packages
= SUBJECT TO AVAILABILITYA = FRONT COVERF = BACK COVERB
£10,400 +VAT 20% DISCOUNT*
GOLD£12,400 +VAT
PLATINUM £6,400 +VAT 15% DISCOUNT*
SILVER £3,900 +VAT 10% DISCOUNT*
BRONZE
*Discount available if you sign up to a two year package. More details overleaf.
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Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities6
Upgrade your package!
If there is something you’d like to suggest or amend in addition to the recommended packages available, we would be happy to work on a bespoke package for you. Please call:
Amy Marsh
+44 (0)20 7766 4386
Julie Hawkins
+44 (0)20 7766 4343
Sign up fora two-year deal
and save!Up to 20% discount on sponsor package
Lock in this year’s pricesGet first choice of exhibition stand next year
Sign up as a Gold, Silver or Bronze sponsor at Optometry Tomorrow 2016 and 2017 to take advantage of these benefits. Contact Amy Marsh on +44 (0)20 7766 4386 or Julie Hawkins
on +44 (0)20 7766 4343 for more information.
Note that it is only the sponsor packages which are available for the two-year discounts.
Add-ons are charged at full price.
If you’ve already made the decision to join us at Optometry Tomorrow 2016, don’t miss out on the opportunities on pages 8-12.
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities 7
1 Session sponsor
One session: £500 +VATOne stream for one day: £1,200 +VAT
Secure your place as Platinum, Gold, Silver or Bronze sponsor now and you will get first sight of the conference programme, giving you the opportunity to choose which sessions or streams you would like to sponsor.
The programme is designed by the College in partnership with practising optometrists, Council members and feedback from delegates. You may like to sponsor a session, series of sessions, or a whole stream that is relevant to your organisation.
As a session/stream sponsor, you will get:
• your logo in the final conference programme next to the sponsored session/stream
• your corporate logo on screen ahead of the sponsored lecture or in relevant workshop/seminar rooms
• the opportunity to distribute promotional literature before the lecture/seminar/workshop.
If you would like to supply equipment for use during your sponsored session, please let us know. We cannot guarantee sole use of your equipment, but will help you get in touch with the presenter(s) to discuss further.
Streams available for sponsorship:
• Contact lens (one day) £1,200 + VAT• Therapeutics (one day) £1,200 + VAT• Peer discussion (one day) £1,200 + VAT
2 Interactive session at your exhibition stand
£600 +VATLimited to four sponsors
Back for 2016, our popular interactive sessions will give you the opportunity to reach up to 30 optometrists at your stand in a one-hour session. Described by delegates as “informative, well presented and very worthwhile”, groups of 15 delegates will visit your stand for 30 minutes at a time, and will be guided through an activity with your company representative (delegates will visit two exhibitors in a one hour session).
You will have the chance to showcase your products and services to a keen and engaged audience. We will request information from you to enable us to apply for CET points for the session, making it highly attractive to delegates.
NB This session will be promoted on the event website as delegates will select to join the session – please confirm if you want to be involved by Friday 9 October 2015.
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities8
3 Welcome reception sponsor
£990 +VAT
The conference welcome reception, taking place on Saturday 12 March from 6-8pm at the Hilton Birmingham Metropole Hotel, is an excellent opportunity for all attendees to network before the conference begins on Sunday. You will be able to mix with delegates, presenters, College Council members and staff in a relaxed and informal environment. Conference registration will be open and we will be encouraging delegates to register ahead of the welcome reception.
You will get:
• sole branding by your organisation at the welcome reception
• a mention from the College President during the opening speech of the welcome reception
• the opportunity to give a five minute speech at the welcome reception
• the opportunity to display a banner in the welcome reception area next to the registration desk
• your logo on the welcome reception area of the conference website including links to your website.
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities 9
SOLD!
4 Gala dinner sponsor
£1,000 +VAT
The black-tie gala dinner, taking place on Sunday 13 March at the National Motorcycle Museum, is the social event not to miss. Attended by delegates, presenters, College representatives, VIPs and sponsors/exhibitors, the gala dinner is the perfect opportunity to chat to conference attendees in a more relaxed setting, making your time at Optometry Tomorrow even more valuable.
You will get:
• sole branding by your organisation at the gala dinner
• a special acknowledgement from the College President during the opening speech at the dinner
• the opportunity to display a pop-up banner in the gala dinner area
• your logo on dinner tickets
• your logo and profile on menu cards
• complimentary table at the dinner, with up to 10 of your invited guests. You can specify table location for your staff or guests
• logo on the gala dinner area of the conference website including links to your website
• the opportunity to distribute a corporate gift (at your organisation’s expense)
• option of additional branding on post-dinner activities (additional cost may apply)
• your logo and hyperlink on the conference website section where gala dinner photography is available to guests post-event.
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities10
SOLD!
5 Delegate lanyard sponsor
£800 +VAT. Limited to one sponsor
Worn by everyone at the conference – from delegates and speakers to College Council members and staff – the lanyards are an excellent way of increasing your brand’s visibility.
6 Email sponsor
£500 +VAT. Limited to two sponsors
When delegates book their conference ticket online they will receive a registration confirmation email. There is the option for you to include an advert and link to your website on the confirmation email.
Spec: 600px wide x 120px highDeadline: 31 August 2015Distribution: viewed by all delegates when they complete their booking – around 700 people.
7 Footprint sponsor
£500 +VAT. Limited to two sponsors
Footprints will be placed on the floor throughout the venue, helping to direct delegates to catering and sessions. Increase your visibility even further by including your logo on the stickers.
Spec: High resolution logo Deadline: 30 November 2015Distribution: seen by all delegates – around 700 people.
8 Post-event information email
£500 +VAT. Available to all sponsors
To consolidate delegates’ learning, there is an option for you to provide content for an email which could include relevant links to research, websites and materials relating to the conference programme. We will send this email to all conference delegates one week after the event.
Deadline: 26 February 2016
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities 11
9 Conference app
Opportunities to sponsor the conference app include:
• Splash screen – your logo will appear on the opening screen of the app indicating that you are the app sponsor
• Rolling banner – located at the top of the screen within the app, each banner displays for 5 seconds and can link to pages within the app or to external webpages
• Highlighted sponsor listing – make your name stand out in the listing of exhibitors; you can attach photos, brochures and other marketing materials to your profile
• Push notifications – direct communication with delegates straight to their smart device
Deadlines for profiles, artwork, documents etc will be given at the time of booking. We will aim to make the app live three weeks before the start of the conference and will encourage all delegates to download it from that point.
Sole sponsorship£4,000 +VAT
Includes:• logo on splash screen• rolling banner x 1• highlighted sponsor listing• push notifications (1 notice
per day, Saturday, Sunday and Monday)
Rolling banner£500 +VAT
Maximum of six sponsors
Highlighted sponsor listing£300 +VAT
Maximum of eight sponsors
Push notifications£900 +VAT per notice
Maximum of four notices to be sold, no more than two per company
In order to produce the app and cover costs, a certain level of sponsorship for this item needs to be reached by end of November 2015. Please indicate your preference of app sponsorship on the booking form and Amy Marsh will contact you to confirm.
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities12
Exhibitors at Optometry Tomorrow are given the perfect setting to expose their brand name and introduce their products or services via face-to-face interaction with hundreds of UK optometric professionals who are keen to learn about the latest industry developments.
With the welcome drinks reception taking place in the exhibition hall, exhibitors will have the opportunity to network with delegates in a social environment ahead of the conference. Catering and refreshments will be served for delegates and exhibitors three times each day in the exhibition hall to ensure maximum exposure.
Exhibitors are encouraged to invite local contacts along to the exhibition free of charge (if they’re not attending the event already!). All they have to do is register online at www.optometrytomorrow.org.
Exhibition spaces are limited and sold on a first-come, first-served basis. We advise you to book your space early to avoid disappointment.
Exhibition opportunities
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities 13
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Loading bay
Kitchen access
Kitchen accessMain entrance/exit
CATERING POINT
POSEUR TABLE
POSTER BOARDS
SEATING FOR DELEGATES
Exhibition floor plan: The Monarch Suite
EXHIBITION STAND - 3m x 2m
EXHIBITION STAND - 5m x 4m
EXHIBITION STAND - 9m x 2m
EXHIBITION STAND - 4m x 3m
EXHIBITION STAND - 4m x 2m
EXHIBITION STAND - 7m x 2m
Stand 17 is reserved for the College of Optometrists
See costs on page 16.
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities14
Exhibiting at Optometry Tomorrow will allow your organisation to:
• present to a highly engaged group of optometrists
• reach decision-makers and budget holders
• meet key audiences in one place
• increase your brand awareness
• network with existing and new contacts
• discover new business opportunities
• demonstrate new products and equipment
• receive feedback on your products, services and ideas
• support optometrists with their continuing professional development.
We will provide all exhibitors with an email signature to promote your presence at the conference: “Come and see us at Optometry Tomorrow 2016 on stand number xx”. Additionally, for a charge, we can provide exhibitors with a badge scanner to capture delegate details whilst they’re at the stand.
Exhibition hall
We have taken comments and suggestions from existing sponsors and exhibitors on board, to produce a fair, easy to understand floor plan. The exhibition and all meeting rooms, including sponsor meeting rooms, will be located on the ground floor of the hotel. The exhibition will take place in the Monarch Suite which has its own entrance. The suite is large with 1,300m2 of space, allowing plenty of room for both delegates and exhibitors. We have designed the floor plan carefully in conjunction with the hotel, and have included some soft seating, a spacious poster presentation area and multiple catering points to maximise foot flow. Access to
Booking exhibition space; what you need to know
the exhibition hall is easy, and further access information will be sent to you once you have signed up.
Stand space includes:
• electrical socket (on request – the Hilton Birmingham Metropole charges for this so there will be surcharge to exhibitors for this service)
• table and chairs (on request)
• free entry in a voucher booklet given to all delegates – use your voucher to give delegates an event-only offer and encourage them to visit your stand
• your logo and 200 word editorial in delegate conference brochure and conference app
• your company name and logo listed alongside the exhibition floor plan with your stand number indicating the location of your stand
• a two-hour welcome reception where you can meet delegates at your stand
• participation in a prize draw activity which encourages delegates to interact with all exhibitors in order to win a prize
• lunch and refreshments for your staff*.
*Up to four of your company representatives can attend for those occupying stands up to 8m2; or a maximum of eight representatives for stands between 12m2 and 20m2.
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities 15
Exhibition times
Saturday: 6-8pmSunday: 8am-5.35pm including three breaksMonday: 8am-5.40pm including three breaks
Set-up takes place on Saturday 12 March from 12-5pm. The welcome reception will take place amongst the exhibition, so exhibitors must be set up by 5pm.
Prices
We are committed to giving you value for money and for another year, the prices of exhibition stands have not increased.
3m x 2m – price £1,400 + VAT (25 spaces available – included in the Bronze package)
4m x 2m – price £1,600 + VAT (3 spaces available)
4m x 3m – price £1,800 + VAT (3 spaces available – included in the Silver package)
7m x 2m – price £2,200 + VAT (1 space available)
9m x 2m – price £2,900 + VAT (4 spaces available – included in the Gold package)
5m x 4m – price £3,400 + VAT (1 space available – included in the Platinum package)
A 20% discount is available for registered charities.
Also available for exhibitors to purchase: delegate pack inserts
£250 +VAT
Every delegate receives a conference bag on registration. Make sure you reach every delegate personally by including your promotional material, for example a small brochure, pen, or other gift in the pack (maximum sizes on request). Content to be approved by the College.
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities16
92% of delegatesrated the Optometry
Tomorrow 2015 exhibition as excellent or good.
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities18
Travelling to Birmingham
The Hilton Birmingham Metropole is situated next to the NEC, Genting Arena, Birmingham International train station and Birmingham Airport. The hotel is located 200 yards from junction 6 of the M42 motorway and A45.
The hotel runs a courtesy bus from Birmingham International train station which takes five minutes, or it takes around 10 minutes to walk from the station to the hotel.
Distances by road
London - 90 minutes Birmingham International Airport - 10 minutes Birmingham International train station - 10 minutes600 on site car parking spaces – reduced rate £6
Accommodation
We will have a number of rooms available for delegates and exhibitors at a reduced rate at the Hilton Birmingham Metropole Hotel, which can be booked directly with the hotel when bookings go live. Other hotels in the vicinity include the Crowne Plaza Hotel, the Ramada Encore Birmingham and the Premier Inn Birmingham NEC. Accommodation details will be available to view on the conference website, www.optometrytomorrow.org from September.
Hilton Birmingham Metropole HotelHarbet Drive, Birmingham, B40 1PP
Contact details
For further information or to discuss any of the opportunities listed in this brochure, please contact:
Amy MarshTel: +44 (0)20 7766 4386Email: [email protected]
Julie HawkinsTel: +44 (0)20 7766 4343Email: [email protected]
Optometry Tomorrow 2016 | Exhibition and sponsorship opportunities 19
Exhibition space / sponsorship booking formPlease complete both pages
Organisation name
Title, forename and surname
Contact address
Telephone number
Charity number (if applicable)
Mobile
Postcode
Position
YOUR DETAILS
£
Cost: £
Cost: £
Cost: £
Cost: £
Cost: £
Cost: £
Cost: £
Cost: £
Cost: £
Cost: £
Cost: £
Cost: £
Cost: £
Total cost +VAT
UPGRADE YOUR PACKAGE (PLATINUM, GOLD, SILVER AND BRONZE SPONSORS ONLY)
Session sponsor (One session: £500 +VAT)
Session sponsor (One stream for one day: £1,200 +VAT)
Interactive session at your exhibition stand (£600 +VAT)
Welcome reception sponsor (£990 +VAT)
Gala dinner sponsor (£1,000 +VAT)
Delegate lanyard sponsor (£800 +VAT)
Email sponsor (£500 +VAT)
Conference app (sole sponsorship: £4,000 +VAT)
Footprint sponsor (£500 +VAT)
Conference app (rolling banner: £500 +VAT)
Post-event information email (£500 +VAT)
Conference app (highlighted sponsor listing: £300 +VAT)
Conference app (push notifications: £900 +VAT per notice)
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Gold (£10,400 +VAT)
Bronze (£3,900 +VAT)
Platinum (£12,400 +VAT) Silver (£6,400 +VAT)
£
Please contact me about a two-year sponsorship deal for the 2016 and 2017 conferences
Total cost +VAT
SPONSORSHIP OPPORTUNITIES
First preference Stand number: Stand size: x Cost: £
Second preference Stand number: Stand size: x Cost: £
Third preference Stand number: Stand size: x Cost: £
Cost: £
Cost: £
£
Delegate bag inserts (£250 +VAT)
Total cost +VAT
EXHIBITION SPACE (INCLUDED IF TAKING UP SPONSORSHIP)
Badge scanner to collect delegate contact details* (£100 +VAT)
*Included in Platinum and Gold packages
SOLD
SOLD
Registered charity number: 1060431
PAYMENT DETAILS
£Total amount to be charged including 20% VAT
We also accept credit card and cheque payments.Please call 020 7766 4386 for more information.
Please raise an invoice - Payment due within 30 days - see terms and conditions for more details.
Purchase order number
Finance department contact name
Finance contact telephone number
AGREEMENT
I hereby agree to the terms and conditions for participating in Optometry Tomorrow 2016
Please complete this form and return it to:
Terms and Conditions
Amy Marsh Events ManagerThe College of Optometrists,42 Craven Street,London WC2N 5NG
Email: [email protected]: +44 (0)20 7766 4386Fax: +44 (0)20 7766 4368
• Full payment due within 30 days of invoice. Exhibitors and/or sponsors must make full payment before the beginning of the conference build-up, in order to have the right to participate.
• Notice of cancellation must be received in writing: - Before 31 January 2016, 50% of the total booking fee will be refunded. - On or after 31 January 2016, no refunds will be given.
• All information and leaflets to be distributed will be subject to approval.
• All exhibition stands are to be staffed during exhibition opening hours.
• Exhibitors will not be allowed to display exhibits in such a manner as to obstruct gangways or affect the displays of neighbouring exhibitors. Gangways must at all times be left clear and free for passage.
• The conference venue and College cannot accept liability for any loss or damage sustained, occasioned from any cause whatsoever. Exhibitors will be responsible for all damage to property and for any loss or injury caused by them or their agents or contractors or employees, and will indemnify the organisers against all claims and expenses arising therefrom.
• Insurance: exhibitors and sponsors are reminded of the need to consult their insurance company or brokers to cover themselves fully against all risks at the exhibition and in workshops.
• Details of conference deadlines will be issued to all confirmed exhibitors and sponsors.
• All fees quoted exclude VAT unless otherwise stated.
• Exhibitors must provide a risk assessment to the event organiser before the conference.
• When you book your stand, we will let you know which organisations have booked spaces next to you, and similarly, you should let us know if there are competitors you would prefer not to be positioned near.
• There is a limited number of exhibitor passes for certain size stands – no more than four representatives can attend for those occupying stands up to 8m2, and eight representatives for stands between 12m2 and 20m2.
• The interactive session at the exhibition stand will only go ahead if enough delegates sign up – if it is cancelled for any reason, you will receive a full refund of £600+VAT.
• Only the Gold, Silver and Bronze sponsor packages are available for the two-year discounts. Add-ons are charged at full price each year.
Please keep a copy for your records.
Position
Name (printed)
Date
Authorised signature